E-tenders Kerala Login and Registration Guide for New Businesses

Author: Tata nexarc | Published on: 4 July 2024 | 5 mins read

Table of contents:

Kerala's e-Tendering system, launched in 2011, has revolutionized public procurement in the state. This digital platform has streamlined the entire tendering process, from announcement to award. The portal is developed by NIC which covers 78 government departments and 164 Public Sector Undertakings. It is also integrated with 42 banks for a seamless financial transactions.

Key Statistics (as of 2023):

• Over 150,000 tenders processed, valued at ₹1,25,000 crores.
• 95% reduction in paper usage, saving approximately 75 million sheets.
• Average processing time reduced from 45 days to 15 days.
• 99.9% uptime, with 24/7 accessibility

Benefits of e-Tendering

1. Transparency:
• 100% digital audit trail, with each action timestamped.
• Real-time bid tracking for all stakeholders
• Automated comparative statements generation, reducing human intervention.
2. Efficiency:
• 70% reduction in tender cycle time
• 40% increase in vendor participation
• Automated alerts and notifications, reducing manual follow-ups by 85%.
3. Cost-Effectiveness:
• Saved approximately ₹500 crores in administrative costs since inception.
• 30% average reduction in project costs due to increased competition
• Eliminated travel costs for physical submission, saving an estimated ₹50 crores annually for vendors.
4. Accessibility:
• 24/7 portal access from anywhere with internet connectivity
• 65% increase in participation from rural areas
• Multi-lingual interface supporting Malayalam, English, and Hindi

Legal Framework

The e-tendering in Kerala operates under a robust legal framework:

IT Act, 2000 (amended in 2008): This act provides the foundation for e-procurement in Kerala. It establishes the legal validity and enforceability of electronic contracts and transactions. This essentially means that bids submitted electronically have the same legal standing as paper bids.

Kerala Transparency in Public Procurement Act, 2018: This act takes things a step further by making e-procurement mandatory for all tenders exceeding ₹5 lakhs in Kerala. This promotes transparency, efficiency, and reduces the risk of corruption in the tendering process.

• Central Vigilance Commission guidelines on e-procurement (2018): These guidelines ensure that e-procurement in Kerala adheres to national standards. This includes aspects like security, fairness, and transparency.
• General Financial Rules (GFR) 2017: These rules govern the financial aspects of the bidding process including eligibility criteria, bid security, and evaluation.

Comparison with Traditional Tendering

Disclaimer: Traditional tendering process is now phased out and it has become online completely.

How to Register for e-Tenders in Kerala

For a business or MSMEs it is necessary to get registered on the portal. Follow the steps below:

1. Visit etenders.kerala.gov.in
2. Click "New Bidder Registration"
3. Fill the online form (average completion time: 15 minutes)
• Personal Details
• Company Information
• Bank Account Details
• Tax Information
4. Upload required documents.
5. Pay registration fee: ₹2,000 + 18% GST.
• Valid for 3 years
• Renewal fee: ₹1,000 + 18% GST

Required Documents

• PAN Card
• GST Registration Certificate
• Company Registration Certificate (ROC for companies, Partnership deed for firms)
• Address Proof (not older than 3 months)
• Digital Signature Certificate (Class 3)
• Bank Account Details with IFSC Code
• ISO Certification (if applicable)
• MSME/SSI Registration (for availing benefits)

Verification Process

Document verification: 2-3 business days.

Success rate: 92% of applications approved on first submission.

Verification conducted by dedicated team of 15 officials.

Common rejection reasons:

• Incomplete documents (40%)
• Expired certificates (25%)
• Mismatch in detail across documents (20%)
• Invalid Digital Signature (15%)

Common Issues and Solutions

1. Document Format Issues:
• Solution: Use PDF format, max 2MB per file
• Acceptable resolution: 150-300 DPI
2. Digital Signature Errors:
• Solution: Ensure DSC is registered with the portal
• Compatible with 12 Certifying Authorities recognized by CCA India
3. Payment Failures:
• Solution: Retry after 30 minutes, use alternate payment method
• Helpdesk support: Dedicated team available 9 AM to 6 PM on working days

Logging into the Kerala e-Tender Portal

Login Procedure

1. Access etenders.kerala.gov.in
2. Enter User ID and Password
3. Complete OTP verification (sent to registered mobile)
4. Optional: Use Digital Signature for enhanced security

Security Measures

• Mandatory passwords change every 90 days.
• Password requirements: Minimum 12 characters, alphanumeric with special characters
• Account lockout after 5 failed attempts (unlocking requires helpdesk intervention)
• 256-bit SSL encryption for data transmission.
• Two-factor authentication mandatory for high-value tenders (above ₹10 crores)
• Regular security audits conducted by CERT-K (Kerala)

Account Management

• Update company details annually (mandatory).
• Renew digital signature every 2 years.
• Maintain at least 2 authorized users per account.
• Option to add up to 5 sub-users with restricted access.
• Activity log maintained for all user actions.

Navigating the e-Tender Portal

• Active Tenders: Real-time updates on open bids
• Categorized by department, value, and closing date.
• Personalized recommendations based on bidding history.
• Bid Status: Track submitted bids through 5 stages.
• Submission, Technical Evaluation, Financial Opening, Comparative Statement, Award
• Notifications: Customizable alerts for tender updates
• Email, SMS, and in-app notifications.
• Option to set frequency (daily, real-time)

Searching for Tenders

The portal has facility to navigate and search tenders by authority name, classification, and location. There is an advanced search feature also:

• Filter by 50+ departments
• 200+ tender categories
• Geo-location-based search within 13 districts
• Keyword search with Boolean operators
• Save search criteria for future use.

Preparing and Submitting Bids

Being a potential vendor to the particular tender, you need to first download tender document and read it carefully. It will give you the points on which you need to build your bid strategy.

Generally, the document will be in PDF so make sure you have pdf reader installed in PC or laptop.

Checklist for bid preparation:

• Technical compliance document
• Financial proposal (in prescribed format)
• EMD payment proof
• Supporting certificates (experience, turnover, etc.)
• Manufacturer Authorization Form (if applicable)
• Joint Venture agreement (for consortium bids)

Important key points while uploading your bid –

1. Select tender carefully which you want to bid for.

2. Upload technical bid (max size: 25 MB) only and check if there is an option to upload in parts for large documents.
3. Upload financial bid (encrypted until bid opening)
• Digital signing of documents – It should be compatible with both USB tokens and cloud-based DSC
• Final submission - it will generate a unique submission ID which you need to keep safe to track.

Conclusion

Navigating the e-tendering system in Kerala is a streamlined process designed for efficiency and transparency. This guide has detailed every crucial step, from registration to bid submission and post-submission activities. Understanding these processes ensures that bidders can participate effectively and increase their chances of securing contracts. By adhering to the guidelines and utilizing the tips provided, users can navigate the e-tender portal with confidence and ease.