3.6.5 (a) USER MANUAL e-ROC SYSTEM Tender (Public Interface) · button and the applicant will be...

KPMG in Sri Lanka – Tender © 2019 KPMG, a Sri Lankan partnership, and a member firm of the KPMG network of independent member firms affiliated

with KPMG International Cooperative, a Swiss entity. All rights reserved.

The Department of the

Registrar of Companies SRI LANKA

3.6.5 (a) USER MANUAL e-ROC SYSTEM

Tender

(Public Interface)

Version 1.1



Contents 1. Creation of Publisher.......................................................................................................................... 3

2. Tender Publication .............................................................................................................................. 5

3. Application for a Tender .................................................................................................................... 16

4. Tender Application Re-submission .................................................................................................... 34

5. Dashboard of tender applican ........................................................................................................... 39

6. Awarding of a Tender Application ..................................................................................................... 41

7. Applying for PCA-04 ........................................................................................................................... 49



1. Creation of Publisher Once the ROC officer creates the publisher the applicant will receive an e-mail which will be

sent to the user’s provided mail address as shown in the figure 1.1 with the subject of “Tender

user creation”.

Figure 1.1

Upon clicking on the email link the user will be directed to the mail shown in figure 1.2. Click

on the Login button to proceed further.

Figure 1.2

Mail received to

create password

Click here



Upon clicking on the Login button the user will be prompted a message to create a new

password as shown in the figure 1.3.

Upon creating a password, the successful message will be promoted to the user as shown in

the figure 1.4.

Figure 1.4

The users can click on the “Click here to proceed “button to log into their publisher login.

Enter your

new

password

Figure 1.3

Enter the

password again

for confirmation

Click here to create the

password

Click

here



2. Tender Publication The following section depicts the steps required to publish tenders. The publication of a

tender button can be found once the publisher’s login using their login credentials, created

during the tender creation process. Upon logging in, the user will be directed to a screen as

shown in Figure 2.1.

Figure 2.1

Upon clicking on the publication of the Tenders button, the user will be prompted to click on

add a new tender as shown in Figure 2.2.

Figure 2.2

Click here

Click here



The user upon clicking on the Add New Tender button, user will be able to publish a new

tender by entering the relevant fields displayed in the system. The user can either choose the

already published publications from a drop down to publish a new tender or create a new

publication as shown in Figure 2.3.

Figure 2.3

Then the user will be prompted to enter the tender amount shown in Figure 2.4.

Enter the title of

tender for new

publication

Click here to choose the

already published

publications

Figure 2.4

Enter the tender

amount



The user will be able to enter the tender amount and select the type of the tender as open or

close as shown in Figure 2.5.

Figure 2.5

If the user selects the option of close tender, the user will be requested to add applicants who

are required to apply for such tender .The user can either add a bulk number of applicants

into the system by uploading csv file or by adding applicant one by one as shown in figure 2.6.

Figure 2.6

The publisher can fill the details shown in figure 2.7 and add participants for close tender one by one

upon clicking the “Add new “button. Then the user has to click on the add button after entering the

required details in the system about the applicant.

Click for

open

tender

Click for closed

tender

Click here to add

applicants one by one

Click here to add

bulk applicants



Figure 2.7

The added participants will be shown in a table as shown in figure 2.8.

Figure 2.8

The publisher can add bulk participants through a csv file upload option available in the

system. The user can download the Example Data (CSV file) to get an understanding on how

to fill the csv data sheet as shown in figure 2.9.

Click here to add the

participants

Enter the required

details of the

applicant



Figure 2.9

The downloaded csv file consists of sample data of two participants and the applicant has to

fill the details of the participants as shown in figure 2.10

Figure 2.10

Click here to

download the

sample csv file



User has to click on the “Upload csv file” button to upload the details provided csv file into

the system as shown in figure 2.11.

Figure 2.11

The users can fill in the tender number, tender name and the description to proceed further

as shown in figure 2.12.

Figure 2.12

The user can click on the next button to proceed to next page.

Click here to upload the csv

file

Click here to

proceed



The user will be allowed to upload paper advertisements, BID Data sheet and any other

related documents along with the name as depicted in figure 2.13.

Figure 2.13

The user will be requested to enter details of the authorized person/ publisher, which will

include the Division, Authorized Person Name, Authorized Person Designation, Authorized

Person Address, Authorized Person Contact No and Authorized Person Email as shown in

Figure 2.14.

Figure 2.14

After clicking on the next button, the user will be prompted to the screen for adding tender

items. The user can add the tender items by entering the fields such as Item Name, Item

Click here to

upload paper

advertisement

Click here to

upload Bid data

sheets

Enter relevant

details

Click here to move

to the next page

Enter the name of

the document

Click here to

upload any

other

documents



Number, Description, Item Quantity and select Date and time from and Closing as shown in

Figure 2.15 and 2.16 respectively.

Figure 2.15

Figure 2.16

The user has to click on the Add item button to add the entered item as shown in figure

2.16. The added items will be shown in a table as shown in figure 2.17.

Click here to add the

entered tender item



Figure 2.17

After the completion of adding all the tender items, the user can either click on saved draft

button to save the tender items temporarily or the user could directly click on publish button

to publish the tender as shown in Figure 2.18.

Figure 2.18

Upon clicking the publish button, the message as shown in figure 2.19 will be displayed to

inform the publishers that the details of the published tenders cannot be changed except the

field of “closing date and time”.

Click here to

publish the

tender

Click here to

save as draft



Upon clicking the publish button, the published tenders will be available for the applicants to

apply for such published tenders.

Upon clicking the save draft button, the tender will be saved in the system but not available

to the applicants to apply.

Figure 2.19

Upon clicking the cancel button, user will be directed to the previous screen.

Upon clicking the proceed button, the successful message will be displayed as shown in the

figure 2.20.

Click here to proceed

further



Figure 2.20

Upon clicking the OK button, the user will be promoted to the screen in which the users will

be able to view all of their published tenders as shown in figure 2.21.

Figure 2.21

All the published tenders will be visible to the public so that they could apply for the published

tenders.

Publishers will not be able to view any details of the applicants until the closing date and time.

Click here to view the

details of the

published tenders All the published tenders

by this particular publisher

will be displayed here



3. Applying for PCA-03 The applicant needs a login to apply for the tender. The applicant has to click on the login

button and the applicant will be directed to an interface shown in figure 3.1. The applicant

has to click on the Register button as shown in figure 3.2.

Fig 3.1

The applicant has to select whether the applicant is a Sri Lankan or Non Sri Lankan as shown

in figure 3.2. The applicant has to fill the fields shown in figure 3.2, 3.3. 3.4 and 3.5

respectively if the applicant is a Sri Lankan.

Click here



Fig 3.2

Fig 3.3

Figure 3.4



Figure 3.5

The applicant has to fill the fields shown in figure 3.6, 3.7 and 3.8 if the applicant is a non Sri

Lankan.

Figure 3.6



Figure 3.7

Figure 3.8

The user can click on the next button to proceed to next screen. The user has to fill the fields

shown in figure 3.9.

Click here to proceed



Figure 3.9

Upon clicking the register button, successful message is prompted to the user as shown in

figure 3.10

Figure 3.10

An email will be sent to the provided mail address as shown in figure 3.11 to verify the

applicant’s mail address.

Click here to

create new

user



Figure 3.11

Upon clicking the “verify your email address” button, the message shown in figure 3.12 will

be visible to the user.

Figure 3.12

Then the user has to click on the login button to login into the system by proving the email

address and the password as shown in figure 3.13.

Click here to

verify the

email

address



Figure 3.13

The applicant will be directed to a screen shown in figure 3.14

Figure 3.14

The users have to click on the “Registered tenders” tab in the main page of e-ROC system as

shown in Figure 3.15



Figure 3.15

Upon clicking “Registered tenders” tab, the user will be given several choices to search the

published tenders depending on the type of the tender. If the tender is an open tender, the

user will be able to search the tender by the publisher’s details i.e. ministry, department and

division, tender number and tender name as shown in Figure 3.16

Figure 3.16

Search by

Tender Name

Search by Tender

Number

Search by details

of the publisher

Click here to

perform the

search function



If the tender is a close tender, the users can search by the reference number which has been

mailed to the specific applicants as shown in Figure 3.17 and figure 3.18 respectively.

Figure 3.17

Figure 3.18

The tenders will be listed out based on the search criteria. The tenders can be applied by

clicking on the Apply button as also shown in Figure 3.19

Search by

Reference No

for closed

Tender Click here to

perform the

search function



Click to apply

for tender

Figure 3.19

Upon clicking on the apply button the user will be prompted to the application screen as

shown in Figure 3.20. The user has the option of downloading/viewing the uploaded

documents while publishing the tenders.

Figure 3.20

The user has to select the applicant type from the options of tenderer, agent, sub agent,

nominee and representative as shown in Figure 3.21.

Click here to

download the

paper

advertisement

Click here to

download the bid

data sheet



Figure 3.1

Figure 3.22

After selecting the applicant type, the user could proceed forward and select the tender

items as shown in Figure 3.23.

Figure 3.23

After the selection of the tender items, the user has to select the tenderer’s sub type from

the options provided as shown in Figure 3.24.

Select

applicant type.

Select the tender

items to be

applied



Figure 3.8

Figure 3.24

After the selection of the tenderer’s sub type, the user will be prompted to select whether

the user is a Sri Lankan or a non Sri Lankan. If the user selects Sri Lankan then the user will

be required to enter the user’s NIC to proceed forward as shown in Figure 3.25.

Figure 3.25

If the user is non Sri Lankan, the user will be prompted to enter the user’s passport number

and select whether the tender is being applied from Sri Lanka or Abroad, as shown in Figure

3.26.

Select

tenderer’s

sub type.

Select whether SL

or Non SL

Enter NIC if SL



Figure 3.26

Once the User clicks on the next button, the user will be prompted to enter the details of the

applicant such as Full Name, Address, Nationality, e-mail and the details of the signing party

such as name and designation as shown in figures 3.27 and 3.28.

Note: - Based on the selection criteria provided by the applicant, the information requested by the

system will be varied. (E.g.:- If the tender’s type/sub type is a private company then the registration

number has to be provided to the system)

Upon clicking the next button, user can proceed to the next screen as shown in figure 3.27, 3.28 and

3.29 respectively.

Figure 3.27

Enter Passport

Number Select from

where tenderer

is applying



Figure 3.28

If the signing party’s designation is selected as other, the user will be requested to enter the

designation and also upload the required documents under the document upload section as


Figure 3.29

After clicking on the next button the user will be able to download the PCA-03 form for the

applied items, as shown in Figure 3.30.

Specify the

designation if

selected other.



Figure 3.30

After downloading the form (PCA-01) relevant for the applied tender items and clicking on

the next button, the user will be prompted to upload the downloaded PCA01 form with the

required signatures along with the supporting documents such as tenderer’s NIC copy and

the Authorization letter when signing party is not a director as shown in Figure 3.30.

Note: - The supporting documents will be varied depending on the selection criteria provided by the

applicant.

Note: - From the other documents option, user can upload multiple documents along with the name

of the document.

Figure 3.30

Click here to

download the

PCA-01 form

Click here to upload

the PCA-01



The uploaded documents can be deleted and viewed by the users as shown in figure 3.31.

Figure 3.31

Once the user clicks on the next button after successfully uploading the necessary documents,

the user will be directed to the payment screen showing payment cost as shown in Figure

3.32. User can make the payment by clicking on the Complete/Pay button for applying for a

tender.

Figure 3.32

Click here to view the

uploaded document

Click here to

delete the

uploaded

document



Upon clicking the Complete/Pay button, applicant will be directed to the confirmation

message as shown in figure 3.33. Applicant can proceed to pay by clicking the “confirm and

continue payment” button.

Figure 3.33

Applicant can accept the declaration message, select the credit card type and fill the relevant

information such as Card number, card name, CVV and Expiry date.

Upon clicking on the submit button, the payment success message will be displayed to the

applicant as shown in figure 3.34. Payment receipt can be viewed by clicking the print receipt

button and at the same time the receipt will be mailed.



Figure 3.34

Click here to

view the

receipt



4. Tender Application Re-submission The following section depicts the steps for the resubmission of a tender application. Once the

ROC officer requests to re-submit the tender application, the dashboard of the applicant

under the menu “my tender applications” will be updated with the status as “”re-submit” as

shown in figure 4.1. Applicant has to click on the re-submit button to proceed further.

Figure 4.1

When the user clicks on the re-submit button, the user will be prompted to the same process

as applying for the tender with the re-submission comment on the top of the interface as


Click here to

Re-submit



Figure 4.2

The re-submission process restricts the user from entering certain fields and allows the user

to proceed except for few fields such as Full name of tenderer, Address of tender, Applicant

email and details of signing party to be entered as shown in Figure 4.3, 4.4 and 4.5

respectively.

Figure 4.3

The reasons to request

for re-submission will be

displayed here



Figure 4.4

Figure 4.5

The user can then move into the documents download section and download the edited

details and view them as shown in figure 4.6.



Figure 4.6

The documents upload section as illustrated in figure 4.7 shows the documents uploaded

during the application process along with the re-submission reason as comments of the ROC

officers highlighted in red colour so that the user knows what documents to re-submit. The

users can view the approved documents by clicking on the view button. But cannot upload

the approved documents again in the system during the process of re-submission.

Note: - No payment is required for the re-submission.

Figure 4.7

Resubmission reason for the

specific document is shown

here

Comment shown as

“approved “



The user can then upload the relevant document and click on the next button to re-submit

the application to the ROC. The successful message as shown in figure 4.8 is displayed to the

users.

Figure 4.8

The user has to click the yes button to proceed further.



5. Dashboard of tender applicant Once the applicant has logged into the system, applicant can view the status of the all the tender

applications in the dashboard by clicking the tab of “My tender applications” as shown in figure 5.1.

Fig 5.1

Upon clicking the “My tender application” tab, the user will be directed to the screen shown

in figure 5.2. All the applied items will be displayed in the dashboard of the user along with

the status. The certificates issued by ROC (PCA-03/PCA-04) will also be displayed in the

dashboard along with the expiry dates. User can view the certificates by clicking the “View

PCA-03 certificate” and “view PCA-04 certificate “buttons.

Click here to go to

your tender



Fig 5.2

Status can be seen

from here

The applied items

will be shown here

User can view the

certificates



6. Tender Awarding The ROC officers can view the details of the applicant along with the PCA-03 certificate once

after the closing date and time of the published tenders as shown in figures 6.1, 6.2 and 6.3.

Log on to the publisher login>>>>Publication of tenders>>>>view tenders

Figure 6.1

Figure 6.2

Click here

Click here



Publisher can view the details of the published tenders as shown in figure 6.4, 6.5, and 6.6.

6.7 Respectively.

Figure 6.4

Figure 6.5



Figure 6.2

Figure 6.7



The publisher can view the name of the applicants who have applied for the specific tender

along with their PCA-3 certificates as shown in figure 6.8

Figure 6.8

The publisher can award for the tender items by providing the award portion (0-100%) as

the below figure 6.9.

Figure 6.9

Publisher has to click on the award button to award the tender items. The tenders can be

awarded at a partial portion for each applicant as well.

Upon clicking the award button, the message shown in figure 6.10 will be prompted.

Click here to award

the applicant

Click here to view

PCA-03 certificate

Enter the award

portion here



Figure 6.10

The user can click the Ok button to view the below screen shown in figure 6.11.

Figure 6.11

The publisher can update the awarded portion by entering the award portion and then by

clicking the “update awarded portion” as shown in figure 6.12.



Figure 6.12

The successful message as shown in figure 6.13 will be prompted to the user. The user can

click the Ok button to view the screen shown in figure 6.11.

Figure 6.13

The publisher can click on the cancel award button to cancel the awarded applicant and to

award the tender to another applicant as shown in figure 6.14.

Click here to

updated the

awarded

portion



Figure 6.14

The user will be prompted a message shown in figure 6.15 upon clicking the cancel award

button.

Figure 6.15

Click here to

cancel the

awarded

applicant



The user can click on the ok button to get directed to the below screen as shown in figure

6.16.

Figure 6.16

The publisher can view the PCA-04 certificate after issued by ROC in the publisher’s dashboard as

shown in figure 6.17.

Figure 6.17

Click here to view PCA-

04 certificate



7. Applying for PCA-04 Once the publisher awards the tender item to the applicant, there will be a link sent to the

applicant’s mail address stating the award of the tender and requesting the applicant to apply

for PCA-04 certificate as shown in figure 7.1 or the user can click on my tender applications

menu upon login into the system. Then the user can view all the tender applications along

with the status. User can click on “Complete applying for pca4 certificate” as shown in figure

7.2.

Figure 7.1

Fig 7.2

By clicking the “Complete applying for PCA 4 certificate” button or by clicking the link sent via

the mail, user will be directed towards the screen shown in figure 7.3.

Click here to

apply for PCA-04

certificate

Click here to

apply for PCA-04

certificate



The applicant has to fill the information requested by the system as shown in figures 7.3, 7.4

and 7.5 respectively.

Figure 7.3

Figure 7.4

Applicant has the facility to edit the contract period when applying as shown in figure 7.3. By

default the contract period provided by the publisher during the publishing interface will be

shown to the user but can be edited by user.



Figure 7.5

The below information shown in figures 7.6 and 7.7 will be displayed to the user as they are

fed by the user during the application process but cannot edit such data. The details of the

signing party i.e. name and designation can be entered by the user at this point if it is different

from the application process. By default name and designation of the singing party will be

shown as provided in the application process.

Figure 7.6

Click to change

contract duration



Figure 7.7



Upon clicking on the next button, the applicant will be directed to the document download

section as shown in figure 7.8. The applicant can download PCA-02 and then place the

required signatures.

Figure 7.8

Upon clicking the next button, user can upload downloaded PCA-02 with the relevant

signatures. The user will be displayed with the payment details as shown in figure 7.9.

Figure 7.9

Click on the download

button download PCA-2

Click here to

upload PCA-

02



Figure 7.10

Upon clicking the Complete/Pay button, applicant will be directed to the confirmation

message as shown in figure 7.10. Applicant can proceed to pay by clicking the “confirm and

continue payment” button.

Upon clicking on the submit button, the payment success message will be displayed to the

applicant as shown in figure 7.11. Payment receipt can be viewed by clicking the print receipt

button.

Figure 7.11

Click here to

view the

receipt

3.6.5 (a) USER MANUAL e-ROC SYSTEM Tender (Public Interface) · button and the applicant will be...

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