INTRODUCTION:
Welcome to the ENTERPRISE PROCUREMENT SYSTEM of RSP developed jointly with Metaljunction Services Limited and hosted in the secure web-servers of Metaljunction. This manual is a step by step guide to the proper use and maintenance of your data in the ENTERPRISE PROCUREMENT SYSTEM (EPS) server. While developing this platform, we have attempted to ensure that all possible combinations of terms and conditions which normally apply to a Contract have been codified and presented in a manner for enabling easy selection. The attempt also is to capture data at point of origin and ensure a high level of accuracy by providing instant calculation of landed cost of Supplier's bid.

Please note that the data that you read and enter in the ENTERPRISE PROCUREMENT SYSTEM is stored in encrypted form and all steps are taken to ensure that the server is secure and no tampering/intrusions take place. However, as indicated in the declaration signed and submitted by you, both RSP as well as Metaljunction do not assume any responsibility on this account in the event of unforeseen events. Please go through the text of the declaration which has been agreed by you in this regard.

Before you start using the live e-procurement site, please visit http://demo.commercejunction.com and practice some dummy quotation submission. This is a demo site for getting used to the various options. Please use the following while you log into this site:

USER ID	00010-01	00020-01	00030-01	15002-01
Password	00010-01	00020-01	00030-01	15002-01

OBJECTIVES OF EPS

In implementing EPS, the following broad objectives have been kept in mind:

a. Absolute transparency in all transactions related to purchases by RSP

b. Reduction in time in receipt of Tender Enquiries , Orders, Payment information etc by the Suppliers and avoiding loss in transit which often happens with physical documents

c. Seamless availability to all data related to commercial transactions with RSP

SCOPE OF EPS:
EPS shall cover the following:

a. Transmission of Tender Enquiries and Drawings to the Suppliers

b. On-line Bid submission by the Suppliers

c. On-Line Tender Opening by the Purchase Officers of RSP

d. View of Evaluated Bids (Comparative Statements ) by the Bidders

e. Transmission of Clarifications related to Bids

f. Transmission of Purchase Orders and Amendments to Purchase Orders

g. Entry of Inspection Requests by the Suppliers

h. Transmission of Inspection Reports/Certificates by RSP Inspection Officers

i. Entry of Manufacture Progress and Dispatch Details by Suppliers

j. Transmission of Goods Acceptance/Rejection Note by RSP Stores

k. Transmission of Bills Payment position by RSP Accounts

All the above Modules will get covered in phases. At present, the first 4 modules are operational and this manual gives detailed instructions on how to use the EPS system.

SYSTEM REQUIREMENTS:

Some of the minimum requirements for ensuring that the EPS pages load properly in your PC are:

a. An internet connection, preferably a broadband connection of 256 kbps min speed.

b. Internet Explorer version 5 or higher. Please note that EPS will not work with other browsers at present. Your IE browser must have java permissions enabled. If you are working behind a fire-wall, ensure that the EPS SITE is permitted.

c. Adobe Acrobat Reader which is free software available for download for opening PDF files- the format used for saving and printing the Print version of your quotations and drawings.

ACCESS TO SYSTEM AND SECURITY ISSUES:
Kindly note that the access to the EPS system is through the userid and password allotted to you. The following are certain minimum security steps recommended before you start using the system.

a. The password allotted to you is randomly generated by Computer and mailed to you at the address given by you. When you log in for the first time, change your password without fail. The new password you propose to use should ideally be 8 or more characters long and should be a combination of alphabets and numbers to ensure adequate security. However ensure that it is something you will remember easily.

b. Do not use shorter passwords or those which can be guessed easily by others working closely with you such as your name, date of birth etc.

c. Make it a practice to change the password at least once a month.

d. In case you forget your password, you are required to send a fax message for reset of the password to Metaljunction along with your contact number. The password will be reset after due verification of the origin and credentials of the request. Password change request will be accepted only from the person registered with MJ as the original allotter.

e. If you have assigned the userid and password to one of your employee for carrying out the data entry job, please note that in the event of that employee leaving your organization, there will be need for immediate change of password to prevent access by that person. This is entirely your responsibility. Ideally, you should login yourself and let the employee enter data thereafter. Please note that any data entered by any employee or any other person to whom you have given your password will be considered as valid and binding on you.

MAINTENANCE OF SUPPLIER'S PROFILE

1. Your profile as a supplier to RSP is initially entered by MJ on the basis of data given in the declaration form submitted by you.

2. Please update your profile after you log in to the site.

3. For ensuring that all email alerts for RFQs, Orders etc reach you on time, it is necessary for you to keep your profile up-to-date. Any change of email/ telephone no/ mobile numbers etc must be intimated immediately to both RSP and MJ.

4. It is also necessary that you check your emails daily and delete old emails. This will ensure that your email address does not expire due to lack of usage and/or overflow of the allotted space. Please note that ISPs such as Sancharnet provide limited inbox space and it is very essential to do regular house-keeping to delete old mails. Also please note that RSP and MJ assume no responsibility for mails not reaching you on time or for bounced mails. IT IS ADVISED THAT INSTEAD OF WAITING FOR E-MAIL ALERTS, YOU DIRECTLY LOG-ON TO THE EPS SITE ONCE DAILY TO CHECK WHETHER ANY NEW RFQs/ EVALUATED QUOTATION/ PURCHASE ORDER/ GOODS RECEIPT INFORMATION/ PAYMENT INFORMATION ETC. HAVE BEEN POSTED. THIS IS A MUCH MORE EFFECTIVE AND SAFER WAY THAN WAITING FOR EMAILS TO LOG IN TO EPS.

INSTRUCTIONS FOR USE
With the Introduction of EPS, RSP will not be sending any hard copy of Tender Enquiries to you. All data relating to all tender enquiries (REQUEST FOR QUOTATION hereinafter called RFQ) issued to you will be available in the EPS system. As and when a RFQ is posted on the website, you will receive an email at the address given by you in your declaration. For accessing the RFQs issued to you and submitting Quotations against your Enquiries on the live site, please read the following carefully:

1. Go to http://procurement.commercejunction.com

2. Log in with your user id and password. Ensure correct password.

3. You will see a page with links on the left showing Tenders, Quotations, Orders & Receipts.

4. Click on TENDERS. In the next page, click on VIEW.

5. You will get a page with certain options. These options are basically "Filters" for refining your search for the required data. For instance, the first option is PROCUREMENT CATEGORY. If you click here, you will get a drop down menu showing categories like Spares, Rolls, and Refractories etc. If you are not sure, leave this option blank.

6. Similarly, the next option is RFQ OWNER. This means the Officer who has issued the RFQ to you. This also shows a drop down menu with the names of the currently active Purchase Officers of RSP. If you are not sure, ignore this option also and leave the field blank. For the present ignore these options and click ENTER.

7. You will come to a page having further options. There is a drop down list having following options:

OPEN FOR QUOTATION SUBMISSION
CLOSED- QUOTATION(S) NOT EVALUATED
CLOSED- QUOTATION(S) EVALUATE
DDELETED RFQ(S)

8. If this is a new enquiry where time is available for tender opening, select option 1 and click ENTER. If the last date and time of bid submission is already over and you have not responded to the RFQ, you will not get to see the RFQ after the date of closing unless it is extended. If a RFQ is extended, you will get a fresh email alert. You can also see the RFQ under the first option.

9. If you had already responded to the RFQ with a bid, you will be able to see the RFQ under option two or three above. The second option is for those cases where the bid has been opened by the purchase Officer but the comparative statement (CS) has not been checked. The third option is those cases where the bid has been evaluated and CS is available for you to see on the web-site.

10. Generally, the process of evaluation is instantaneous and you will be able to see the CS on the same day of bid opening.

Submitting a Bid:

11. Coming back to the RFQ, on selecting the first option, i.e. OPEN FOR SUBMISSION, you will now get a page listing all the Tender Enquiries which are awaiting your quotation.

12. Click against each Enquiry Number and you will get to see the full details and item specs, terms etc of that enquiry. Provision has also been made for uploading drawings in PDF format (to be opened with Acrobat Reader, free software) though this is not functional at present.

13. At the bottom of the RFQ, the applicable General terms and conditions are provided. Click the relevant links and you can download/print these text files.

14. If you need to take a print, you can click the PRINT VERSION button available at the top of the page just below page identification and above the organization name

15. After reading the RFQ thoroughly, you are required to click the RESPOND TO RFQ button at the bottom.

16. You will now get a page with two Radio Button options. The first one option States "I have understood the RFQ in full and agree to submit quotation on behalf of my organization". Please click this button if you wish to quote and press ENTER at the bottom. If you do not wish to quote for this RFQ, please click the next button which is meant for regretting. Once you click the regret option, you may fill in the comment - i.e. the reasons for not quoting in the box provided. This can be reasons like "Not in our manufacturing range", "Terms not acceptable" etc.

17. If you have selected the first option, you will now get a confirmation which will be worded like "Response to RFQ reference Code no. (The relevant RFQ NO) Bid Part No.1 Modified successfully at May 18, 2006 10.00 AM (i.e. the date on which you have submitted)".

18. Only after getting the above confirmation, you will be able to submit your offer. For submitting your actual offer, select the Box QUOTATIONS appearing on the left top of the page just below the Box TENDERS and click.

19. You will get a page having two options viz. VIEW and ADD. Select ADD and click.

20. You will be presented with a form for submitting quotation. Depending upon the speed of your Internet connection and the number of items in the RFQ, the form will take some time to load. More the number of items, the longer will be the time taken for page loading. Please wait until the page is fully loaded. To check that the page is fully loaded, please scroll down till the bottom of the page and check that the number of items is the same as the number of items given in the RFQ and that you are able to see the button "SUBMIT" at the Bottom.

21. Start entering the details of your quotation in the appropriate fields and boxes provided in the form as follows:

Header Level:
a. First enter your Quotation reference number in the box provided. This is a mandatory field.

b. Next field is for currency. The default is Indian Rupees. Do not change this unless you are a foreign supplier quoting in a currency other than INR.

c. Next Follows a Comment Box. Here you can indicate the comments/deviations in general which you are quoting compared to our RFQ terms. This box is of 50 characters max.

d. Please note that we have not provided an option for indicating delivery period. This is because we have indicated in the RFQ our required delivery and it is presumed that you have accepted our RFQ requirement. However, if you propose a delivery period different from what is indicated in our RFQ, please indicate your proposed delivery date in the comment box, which is subject to our evaluation/acceptance.

e. The next entry is for Delivery Term(s). For this as well as the subsequent terms, a drop down box is generally provided from where you have to select one of the options. When you select the delivery term, please ensure that this term is consistent with Despatch Mode Term at the Header Level and Freight and Insurance Terms which follow at Item level. For e.g. If you select F.O.R. ROURKELA or F.O.R. RSP STORES, you are not to select FREIGHT EXTRA or INSURANCE BY RSP and COURIER THROUGH RSP'S ZONAL OFFICE as Despatch Mode.

f. In the SPECIAL TERM(S) box, you may fill in special terms of your quotation which may be at variance with indicated specs etc, though we advise you to keep this to the minimum for ensuring acceptance of your offer.

g. Next follows the PAYMENT TERMS. We have provided 9 specific lines (options) in this field. You are required to indicate the percentage payment against appropriate lines. The general preferred payment is 100% against GARN which appears as the first line. Please note that if you select more than one line in this term such as 90% AGAINST GARN and 10% AGAINST PERFORMANCE REPORT/ FINAL ACCEPTANCE, the values you enter i.e. 90 and 10 must add upto 100. If this does not happen, then an error message will appear after you press submit showing that the term does not add upto 100. From these 9 options you can select a maximum of 6 options anytime during bid submission.

h. The boxes, which follow, are ORDER TO BE PLACED ON and PAYMENT TO BE MADE TO. If you propose to authorize your Agent or Dealer to take the order and supply then indicate the name, address and contact details of your Agent or Dealer. Similarly, if the payment against supplies in this case is to be made to say your Head Office or some other Agency, you must indicate the full details along with Bank Account Number and IT Pan No of this Agency. If the order is to be addressed to you and payment also made to you, leave these two boxes blank.

i. In the QUOTATION VALID TILL box, select from one of the 3 options.

j. In the S R I N / T I N NUMBER (IF VALID AS ON DATE) box indicates your VAT TIN number/ SRIN number as applicable if you are in a State where VAT is implemented. Otherwise mention Not Applicable

Item Level:
5. The data entry table for the item level details has the following columns:
Sequence; Attribute; Entry; Indicator; Value; Comment(s)

Only the Entry, Indicator and Comment(s) column are permitted for data entry.

6. The term CODE below the Item Number indicates RSP's Catalogue Number for the item. Please check this with RFQ details.

7. In the QUANTITY box, the quantity is pre-filled with the RFQ quantity. If you are quoting for a lesser quantity you can enter the quantity you are quoting for. If your standard packing does not match with the quantity indicated, the column permits a higher quantity upto +5% of the RFQ quantity.

8. The item level table with the explanation of the various columns and how to fill in is described below:

a. The column ENTRY is the place where you are required to indicate all the values you are quoting such as Price, Excise Duty rate, CST rate etc.

b. The column INDICATOR is the place where you have to select whether you have quoted in absolute value or percentage. This column has a drop down box. For some terms you have only one option i.e. either value or percentage while for some other terms, you have both options. Please select the correct one where both options are presented. For e.g. if you are proposing to quote packing charges as Rs.2 per unit, then you will have to select value. If you propose to quote 2% packing charges, then you will have to select percentage. Please ensure this and cross check the 'VALUE' column to see that the data is correctly taken.
When you are clicking the drop down list in this column, you may notice a delay for the drop down menu to respond. In such cases, click outside, on any free area (not on a value field) and then come to the Indicator column and click again and wait for the response.

c. The column COMMENT is provided for you to indicate item level deviations for that term such as "discount for full quantity order" etc. Try to avoid using the comment box unless absolutely necessary since the drop down options cover most of the possible variations for enabling you to quote the terms.

d. The column VALUE is an auto-calculated field where there is progressive calculation of the values you have entered based on the indicators selected. For e.g. if you say your basic price is 50 and packing charge is 2%, you will find that the value for packing charge per unit of quote is calculated as Re.1. Please note that for the value field to be calculated correctly, you have to exit the entry field where you have currently entered/updated data. For this purpose, you can click anywhere outside the entry field after entering the required percentage/ value and wait till the value column recalculates the presently entered data.

9. Attribute Number 2 - DISCOUNT can be either in percentage or value. Please select correct indicator based on value. We suggest that you quote net price instead of indicating a discount unless it is absolutely unavoidable.

10. Attribute Number 3 - SUPPLY ELEMENT IN RATE is for those cases where there is partial supply and partial service portion such as application etc. If the rate quoted by you does not have any incidence of Service element attracting Service Tax, please select 100% which is the default value.

11. Attribute 4 -PACKING CHARGE(S) and Attribute 5- FORWARDING CHARGE(S)can be in Percentage or Value - Default indicator is Percentage. Select correctly after entering the value. Cross check with calculated value field.

12. For attributes 7-10, like Excise, CST etc., you are required to fill in relevant figures - either as values or as percentages. For instance, for Excise, there is a field which asks for "Excise Duty Payable during Contract". You can enter the payable rate such as 16 percent (default data) or a desired value or Nil. Cess on ED Extra has a default amount of 2 percent, which you may change. Please select the appropriate Excise Duty Term under attribute number 7.

13. In Attribute 9, please indicate the relevant Excise Duty Tariff Heading # under which you shall be clearing the goods.

14. Attributes 11, 12 & 13 are for those cases where the Basic Price quoted by you includes the Excise Duty or CVD (for import items). In such case, you are required to indicate the relevant details and the amount as value or percentage. For e.g. if your base price is Rs.50 and this includes an excise element of Rs.7 for which you will provide the CENVAT documents, you are required to indicate as 7 which will be taken as absolute value. If you have indicated excise as extra, do not fill in any data against these attributes.

15. Attribute 11 is the explanation term for attribute values you have entered against 12 & 13. If you have not entered any value in Attribute12, ignore this field completely. The following 3 options are available for selection :

a. ONLY ED + CESS ON ED INCLUDED
b. ONLY CVD + CESS ON CVD INCLUDED
c. ED/ CVD NOT INCLUSIVE, REFER ED EXTRA CLAUSE

16. Attribute 14 & 15 are for Central Sales Tax. If you are an Orissa-based firm and the transaction is not an E-1 transaction, ignore these 2 fields. For outside Orissa firms and Orissa firms selling on E-1, enter the correct values and choose the correct option in the appropriate fields. These must be filled in if CST is applicable.

17. The Attributes 16-20 are for the purpose of VAT applicable for Orissa firms. Please note that for VAT, set off is available for RSP and hence when calculating the landed cost net of Cenvat and VAT, SET OFF credit will be taken as per the rate prevailing on date of tender opening. The presently available set off is automatically calculated while showing you the Net Rate (landed cost net of cenvat and VAT). Please select the attribute where the VAT percentage corresponds to the VAT you propose to quote. For e.g. if you are quoting VAT @ 1%, indicate 1 against Attribute 17 and ignore attribute18-20. If you do not ensure this the landed cost will be calculated wrongly for which RSP is not responsible. Attribute 16 is for indicating the VAT explanation terms. If you have quoted CST, select NOT APPLICABLE, INTERSTATE SALE; otherwise select EXTRA AT ACTUALS. PRESENT RATE INDICATED.

18. Attribute 21: PLEASE ENTER 1 IF YOU HAVE ORISSA TIN#, ELSE 0 (ZERO) is a Cenvatable Indicator. If the item is cenvatable, the value will be 1 (the default value). If it is not cenvatable, value will be 0. If you are not sure, then keep the value as 1. RSP will check and publish correct landed value taking into account this aspect.

19. Attribute 23-25 relate to Freight. If your basic price is inclusive of freight, use attribute 24 for indicating the freight value. If your basic price excludes freight, indicate Freight to Pay per unit in attribute 25. If you have selected attribute 24, then ignore attribute 25. When you select attribute 23, please note that it does not contradict with the options selected by you in the attributes at the Header Level.
In Attribute 23, select the correct option. The options are:

a. EXTRA, FREIGHT PAID, REIMBURSIBLE BY RSP: Here if you have quoted Rs.25 as freight and paid to transporter, you will be reimbursed Rs.25. If the freight bill shows Rs.20, you will be paid only Rs.20. If you pay more, you will not get anything extra.

b. FREIGHT PAID, TO BE BORNE BY US: Here, the freight will be borne by you, the supplier.

c. EXTRA; RSP TO PAY: This is to be selected if the goods are to be sent on Freight to Pay basis.

d. NOT APPLICABLE: Select this only if you have entered some value against attribute 24, i.e., if the basic price is inclusive of freight.

20. Attributes 26 & 27 are for Orissa Entry Tax. For firms outside Orissa, please note that RSP will be paying entry tax depending upon its applicability. Hence select ORISSA ENTRY TAX PAYABLE EXTRA BY RSP. The maximum percentage of OET is 2% for most items. This will be loaded in the landed price being a cost to RSP. Even if you do not enter any value here, we will be loading this factor for landed cost calculation while publishing the comparative statement of the bids after opening. If you are an Orissa based firm, please note that you must select the correct value and attribute which shall be applicable. If the item is entry taxable and you have not entered any value here or indicated as not applicable, then please note that RSP will not pay the entry tax and the liability shall lie with you.

21. Attribute 28-30 relates to Insurance. If you have quoted ex-works or selected F.O.R. STATION OF DESPATCH as Delivery Term(s), and insurance is payable extra, indicate the applicable insurance if you are arranging insurance in attribute 29. If your price is F.O.R. Rourkela or F.O.R. STORES, then do not fill this field, instead fill up the value in attribute 30. Attribute 28 explains the insurance values you have entered. Select from the available options, ensuring that there is no contradiction between this term and the Delivery Term(s) {Attribute1 at the Header Level}.

22. Attributes 31 and 32 are for Miscellaneous Charges which are not covered under any of the above attributes. Some examples are pattern charges, drawing charges etc. We recommend that such charges are either not quoted or kept to the minimum. If you are indicating any such charges, indicate the total payable for one unit of the item and indicate the break up in the Attribute 31 which is for detailing these charges.

23. Attribute 34 shows the Service Element in Rate. This is a calculated Value and is derived from the Service Element percentage that you indicated in Attribute 3. For e.g. if you quote basic price of 100, a supply element of 60%, then the service element is 40% of 100 and will be shown as Rs 40 in attribute 34.

24. Attribute 35 is meant for indicating the Service Tax (if there is a service portion and this is applicable). Enter data against attribute 35 only if there is a service portion in your quotation, otherwise ignore. If some data is entered against attribute 35, then attribute 36 (Cess on Service Tax) gets automatically calculated @ 2%.

Please note that in those cases where you are paying Service Tax on freight, but the terms are freight prepaid (attribute 23 options 1 or 2), then do not indicate this element separately. Include the service tax element on freight in your freight amount and indicate in attribute 23.

25. Attributes 38 & 39 (Landed Rate and Net Rate) are calculated indicators which show the Landed Cost at Rourkela Stores based on the terms and values you have selected. Attribute 38 (Landed Rate) is the raw total. Attribute 39 (Net Rate) shows the Landed Cost Net of Cenvat and VAT ( LCNC). In this column, if the items are cenvatable, the effects of Excise + Cess and VAT+ Cess are deducted from the Landed Rate. If the items are not cenvatable, then the Net Rate remains same as Landed Rate.

26. The box (Total Price Item) just below attribute 39 will show the total item value which is the multiplication of Quantity Quoted x Net Rate.

27. If the RFQ contains more than one item, you may fill in the complete details for item 1 first such as excise duty, sales tax etc. As you fill in the rates, you will see the column VALUE on the right automatically calculating the landed cost .This will enable you to see whether the values you are filling in are correctly taken or not.

28. Once you have filled in the details for item 1, to avoid filling in all the terms such as excise, sales tax etc for the rest of the items (if they are the same rates), you can place a TICK in the box present at the beginning of the second item. Once you do this, you will see that for the rest of the items, the data entered against all the attributes except the Basic Price (Per Unit) get copied. You will then have to fill in data for BASIC PRICE (PER UNIT) only, for the remaining items. You can use this option where most of the items have the same applicable attributes except a few, such as a different excise rate. In such a case, if you use this facility, you will be required to change the rates for those few attributes instead of all.

When copying the same data against all the attributes for all the items in a tender/ RFQ, please ensure that in all those fields where you have indicated specific values such as freight per unit, discount per unit (instead of percentages), you check & edit the values applicable for each item. For e.g. suppose for item 1, your basic price is Rs.100 and you have quoted a discount of Rs.10. For item 2, the basic price is Rs.200. You mean to give a discount of Rs.15 here. But when you use the copy facility (Tick Box), the discount gets copied as Rs.10. Therefore you must check Discount on Basic Price and change the value. The following are the fields where you must check and update values if you use the copy facility:

a. Basic Price : This does not get copied
b. Discount on Price : Check Value copied
c. Packing, Forwarding Charges : Check if you entered unit value instead of %
d. Excise, VAT : If you entered Value instead of %
e. Misc. Charges, Application Charges :If you entered values or % in this field
f. Freight : Must be checked for all items individually

29. Once you have filled in all the required fields correctly, you may press the button 'SUBMIT' at the bottom of the page. Please note that if you do not see the buttons "SUBMIT" and "RESET" at the bottom, it means that the quotation form has not loaded properly. We recommend that you check full page loading before starting your data entry.

30. When you press SUBMIT, if you have not entered certain fields correctly, a response will be given stating that you must fill up the required field. Ensure data entry as per these responses/ checks.

31. If all fields are correctly entered, you will be presented a confirmation page on pressing SUBMIT. This page will indicate the complete details of what you have filled in. At the bottom there are two Option Boxes - "CANCEL" and "CONFIRM". If you find there are some mistakes which you want to correct, press "CANCEL" which will take you back to the quotation form. If you press "CONFIRM", then you will get a confirmation page which will read as follows :

"QUOTATION (REFERENCE CODE XXXX) FOR RFQ REF.CODE XXX BID PART NUMBER 1 ADDED SUCCESSFULLY AT MAY 22,2006, 4:56:32 PM."

Please note that only when you see this message, it will mean that your quotation is now saved in the database.

We suggest that you keep a print out of this confirmation for your record.

32. To ensure that due to poor connections, the data you have filled in does not get lost, requiring to be re-entered, please click "SUBMIT" button at the bottom of the page after entering data for every one or two items (if it is a multi item RFQ). You can always go back and modify the quotation till the time before the official time and date of closure.

33. After you have submitted your quotation, till the date and time of opening the quotation as indicated in the RFQ Bid End Date field, you and you alone can view your quotations and if you need to update, follow the same procedure as indicated in the steps above. When you submit an updated quotation, please note that the quotations submitted by you earlier will not be considered or available to RSP. While you can view all the versions of your quotations, RSP will be able to consider your latest submitted quotation only for their tender opening and evaluation. Thus if you have submitted one quotation on 22.5.2006 at 4.15 pm and another quotation at 4.16 PM, the quotation submitted at 4.16 PM will be the one which will be available to us for opening. The system ensures the above security features.

34. Further, after the hour of closing (generally 1600 hrs) on the scheduled date, the quotations will not be available even to you for updating or editing. Thus if the closing date is 22.5.2006 at 16.00 hrs, you will not be able to edit your quotation at 16.00.01 hrs, though you can always view your own quotation (all the versions).

35. The data contained in your quotations will be stored in encrypted form in the servers of metaljunction services limited and nobody at MJ or RSP will be able to access this data. This is to ensure security of your data.

36. The moment a tender is CLOSED, the tender and your quotation(s) will be available under the category "CLOSED, QUOTATIONS NOT EVALUATED".

37. If, after the expiry of the bid closing date, the Purchase Officer who has issued the RFQ to you (i.e. the RFQ owner) extends the Date and Time for submission of the Bids, then the RFQ and your bid will again flow back to the previous category i.e. "OPEN FOR QUOTATION SUBMISSION". If an extension takes place, then you will receive an email alert intimating you about the revised date and time of tender opening.

38. The RFQ owner will electronically open all the quotations which are received upto the date and time of bid opening.. Generally, the opening is done on or after 11 AM on the next working day after the date of closing of bid submission. For e.g. if the bid closing date is 22.5.2006 1600 hrs, the bid opening date will be 23.5.2006 at 11 am onwards. When the RFQ owner issues the command for bid opening, the encrypted bid data gets decrypted and is open for the Purchase Officers as well as the bidders to see.

39. After the bids are opened and checked by the RFQ owner, a loading factor on the price will be indicated for each of the bid item by him. This loading factor takes into account the Net Rate which the system had calculated and shown to you at the time of entering your bid , the loading factor for elements such as freight, insurance , differing payment terms etc . This is to ensure that if any contradictory terms have been indicated by you in your bid that makes the Net Rate calculated by the system incorrect, the correction factor is applied.

40. Once the correction factor is applied, the RFQ and its related bids now get transferred automatically to the category "CLOSED, QUOTATIONS EVALUATED". For seeing the Comparative Statement of all the Bids received against a RFQ, you can select this option and view your standing vis-à-vis your competitors. This being an electronic bid opening, and the CS being posted on the EPS, you do not have to depute representatives for attending bid openings any more.

We are also preparing a detailed self demonstrating manual which will be available to you shortly on the website.

In Case of Any Problem:

In case of any problems in using EPS, please do the following:

* Refresh the webpage and try logging in again. Check the user code and user password you are using; fill in correctly. Check if the CAPS LOCK is on or not depending upon the password you have created.

* After you have logged in, if you have any problem in using EPS, click on "FAQ" to get answer to your query.

* If the page is not opening, it is possible that the traffic is heavy at that point of time. Try after gap of 10-15 minutes.

* Go to an alternate location having internet connection and try there.

* You may contact the following personnel: