TRAINING MANUAL FOR NATIONAL

E-GOVERNMENT PROCUREMENT
SYSTEM OF NEPAL

Bidders Group
www.bolpatra.gov.np/egp

Organized By:

Government of Nepal
Public Procurement Monitoring Office,
Tahachal, Kathmandu
 Training Manual: National e-Government Procurement System

Table of Contents

Module: Bidder Registration...................................................................................................... 3

Module: Bidder Profile Management ....................................................................................... 11

Module: Bid Response Submission.......................................................................................... 20

Module: Bid Opening ............................................................................................................... 39

Module: Complaint Management ............................................................................................ 50

Module: Payment Management ............................................................................................... 62

2|Page
 Training Manual: National e-Government Procurement System

Module: Bidder Registration

Business Flow Diagram

Company
already No

registered

Personal Detail along with Super User Bidder

Bidder Organization detail is filled and user Bidder
Bidder visits e-GP system is registered Superuser visits e-GP system
Yes Registered in
(https://www.bolpatra.gov.np) for (https://www.bolpatra.gov.np) for
e-GP system
Bidder Registration Bidder Approval and Verification

Personal Detail is
only filled and the
user is registered

To initiate the registration process, bidder visits the e-GP System (www.bolpatra.gov.np) and fills in
the personal and organizational detail. The registration request is verified and approved by super user.
Once approved the bidder account will be activated and bidder can successfully logs into the e-GP
system.

3|Page
 Training Manual: National e-Government Procurement System

Registration Steps

Bidder Registration

Step 1:
User clicks on ‘Register New User’ from home
screen and selects Firm

Step 2:
User then submits the firm details for
registration

Step 3:
An email is sent to user with a link for
activating registered account

Step 4:
Upon clicking the activation link, the
registered account is set for approval from
superuser

Step 5:
Superuser verifies the applicant details and
approves/rejects the registered firm
account

End

4|Page
 Training Manual: National e-Government Procurement System

Step 1:

To initialize this process the user selects Register New User and then selects the radio button Firm on the Home
Page of National e-GP system.

Fig: Bidder Registration Step 1

Step 2:

The user is directed to a page where three forms have to be filled regarding the registration details. The user
need to enter organization detail, personal detail and document detail including a user name and password
which will be used for future login and all supporting documents regarding the organization needs to be
uploaded.

The three forms that needs to be filled are mentioned below:

1. Organization Details
2. Personal Details
3. Document Details

Step 2A: Organization Details basically includes compaay registration information, type of organization,
VAT/PAN information, Office address and contact details.

5|Page
 Training Manual: National e-Government Procurement System

Fig: Bidder Registration Step 2A: Organization Details

The fields marked with (*) are mandatory to be filled. After entering the necessary details the user will have
to click on Next at the bottom of the page to navigate to personal detail page.

6|Page
 Training Manual: National e-Government Procurement System

Step 2B: Personal details basically includes personal information of user trying to register with his/her
name, contact detail, email address, username for future login, password and secret question answer.

Fig: Bidder Registration Step 2B: Personal Details

The fields marked with (*) are mandatory to be filled. After entering the necessary details the user will have
to click on Next at the bottom of the page to navigate to document detail page.

7|Page
 Training Manual: National e-Government Procurement System

Step 2C: Document Detail contains company registration and PAN/VAT registration certificate to be
uploaded.

Fig: Bidder Registration Step 2C: Document Details

User clicks the Browse button to upload required documents for completing the bidder registration process.
All files to be uploaded should be in the pdf format and the size of the attachment should not be greater
than 5 MB in size. If file is other than pdf format the system will generate the error message.

Then finally the user should click on Register to complete the registration process.

8|Page
 Training Manual: National e-Government Procurement System

Step 3:

Fig: Bidder Registration Step 3: User Successfully Registered acknowledgement

After pressing register button in document detail page, an e- mail is sent to the registered user’s e-mail id
with an activation link. The user has to login into their e-mail account to retrieve that e-mail.

Step 4:

Fig: Bidder Registration Step 4: Activation Link received at email

User will click on that activation link. This will confirm that the e-mail id provided by user with e-GP system
is valid.

9|Page
 Training Manual: National e-Government Procurement System

Step 5:

Fig: Bidder Registration Step 5: User Successfully Verified

Upon Clicking on highlighted link, the system Navigates to the Home Page and the approval task will be
allocated to the Super User in super user pending task list. Upon approval from the Super User the user will
receive the e-mail containing the massage of Successful registration including Bolpatra ID.

Fig: Bidder Registration: User Approved Successfully

Bidder can then successfully log in to the system with username and password.

10 | P a g e
 Training Manual: National e-Government Procurement System

Module: Bidder Profile Management

Business Flow Diagram

BIDDER PROFILE UPDATE

The user views The user makes necessary The user saves
Bidder logs into e-GP his/her profile update in his/her profile the changes
system

Bidder logins to the e-GP system and opens his/her profile. The user will then make necessary update in
details. Finally, after making the desired changes, the user saves them.

11 | P a g e
 Training Manual: National e-Government Procurement System

Steps

Bidder Profile Update

Step 1:
User clicks on ‘My profile’ from home screen

Step 2A:
User updates Organization details and clicks
‘Save’

Step 2B:
User updates Personnel details and clicks
‘Save’

Step 2C:
User updates Financial details and clicks ‘Save’

Step 2D:
User updates Contract details and clicks ‘Save’

Step 2E:
User updates Litigation details and clicks ‘Save’

Step 2F:
User uploads supporting document details and
clicks ‘Save & Exit’

End

12 | P a g e
 Training Manual: National e-Government Procurement System

Step 1

Bidder logs into the e-GP system and selects ‘My profile’.

Fig. Bidder profile update: Step 1

13 | P a g e
 Training Manual: National e-Government Procurement System

Step 2A

The user then updates organizational details and clicks on ‘Save’

Fig. Bidder profile update: Step 2A

14 | P a g e
 Training Manual: National e-Government Procurement System

Step 2B

Thereafter, the user updates personnel details of organization if necessary.

Fig. Bidder profile update: Step 2B

15 | P a g e
 Training Manual: National e-Government Procurement System

Step 2C

The user then updates the financial details and clicks ‘Save’

Fig. Bidder profile update: Step 2C

16 | P a g e
 Training Manual: National e-Government Procurement System

Step 2D

Henceforth, the user updates contract details including Bolpatra and Non-Bolpatra contracts.

Fig. Bidder profile update: Step 2D

17 | P a g e
 Training Manual: National e-Government Procurement System

Step 2E

The user then enters litigations if any and clicks on ‘Save’

Fig. Bidder profile update: Step 2E

18 | P a g e
 Training Manual: National e-Government Procurement System

Step 2F

Finally, the user uploads documents such as Registration certificate, Tax registration certificate, etc. and clicks
‘Save & Exit’

Fig. Bidder profile update: Step 2F

In this way, a bidder can update his/her user profile in e-GP system.

19 | P a g e
 Training Manual: National e-Government Procurement System

Module: Bid Response Submission

Business Flow Diagram

BID RESPONSE SUBMISSION

Bidder/Supplier
Bidder/Supplier Bidder/Supplier pays Bidder/Suppler fills in Bidder/Supplier Bidder/Suppler submits
selects the the details for bid receives OTP in
visits e-GP bid related fee for the bid response
interested bid response and email
system desired bid in bank validated with OTP
to bid on requests OTP

Registered Bidder/Supplier logs into the e-GP system (www.bolpatra.gov.np). The user selects the interested
bid, pays bid related fee and submits the bid response validated with OTP.

20 | P a g e
 Training Manual: National e-Government Procurement System

Bid Response Submission

Step:1
Registered Bidder/Supplier logs into the e-GP system.

Step:2
Bidders/Suppliers are able to view the published opportunity with number of days remaining
for bidding, select action button of desired bid.

Step:3
The User fills the General Info tab and clicks on Save and Next button.

Step:4
The User uploads letter of bid in Bid Letter section and clicks on Save and Next button.

Step:5
The User fills the Technical Details tab by uploading mandatory fields and clicks on Save and
Next button.

Step:6
The User fills the Financial Situation tab and clicks on Save and Next button.

Step:7
The User fills the BOQ tab and clicks on Save and Next button.
(Note: BOQ tab is represented as Schedule of Requirement tab in case of GOODS procurement)

Step:8
The User fills the Price Adjustment tab and clicks on Save and Next button.

Step:9
The User clicks on Procurement Execution -> Fee/Security -> Process for payment of bid related
fees.

Step:10
The User search and selects the action button of respective bid for payment.

Steps

21 | P a g e
 Training Manual: National e-Government Procurement System

Step:11
The User pays the bid related fee i.e. Bid doc fee and Bid Security and clicks on submit button.

Step:12
The User navigates to his/her own dashboard by clicking the Home menu button and clicks on
view button of In Progress Bid.

Step:13
The User clicks on Save and Next button of Fee & Securities tab.

Step:14
The User fills the Works Requirement tab by uploading mandatory fields and clicks on Save and
Next button. Note that this tabs lacks incase of GOODS procurement category.

Step:15
The User fills the Documents tab by uploading Additional Document and clicks on Save and Next
button.

Step:16
The User clicks on Generate OTP of Summary tab.

Step:17
A system generated mail is triggered to the user regarding the OTP.

Step:18
The User fills the received OTP and clicks on Validate button.

Step:19
The User clicks on Submit Bid button of Summary tab.

22 | P a g e
 Training Manual: National e-Government Procurement System

Step 1

Registered Bidder/Supplier logs into the e-GP system.

Fig: Bid response submission fig 1

23 | P a g e
 Training Manual: National e-Government Procurement System

Step 2

Bidder/Suppler are able to view the published opportunity with number of days remain for bidding, selects the
Action button of desired bid.

Fig: Bid response submission fig 2

24 | P a g e
 Training Manual: National e-Government Procurement System

Step 3

The user fills in the General Info tab and clicks on Save and Next Button.

Fig: Bid Response Submission fig 3

Step 4

The user uploads the Letter of bid and clicks on Save and Next button.

Fig: Bid response submission fig 4

25 | P a g e
 Training Manual: National e-Government Procurement System

Step 5

The user uploads the mandatory fields of Technical details tab and clicks on Save and Next button.

Fig: Bid response submission fig 5

26 | P a g e
 Training Manual: National e-Government Procurement System

Step 6

The user fills in the Financial Situation tab and clicks on Save and Next button.

Fig: Bid response submission fig 6

27 | P a g e
 Training Manual: National e-Government Procurement System

Step 7

The user fills in the BOQ tab and clicks on Save Item button. Please note that there is Schedule of Requirement
tab instead of this BOQ tab in GOODS procurement category.

Fig: Bid response submission fig 7

28 | P a g e
 Training Manual: National e-Government Procurement System

Step 8

The user fills the Price Adjustment tab and clicks on Save and Next button.

Fig: Bid response submission fig 8

Step 9

The user clicks on Procurement Execution -> Fee/Security -> Process and to pay bid related fees.

Fig: Bid response submission fig 9

29 | P a g e
 Training Manual: National e-Government Procurement System

Step 10

The user clicks on Action button of respective bid whose bid response submission is initiated.

Fig: Bid Response Submission fig 10

30 | P a g e
 Training Manual: National e-Government Procurement System

Step 11

The user pays bid related fees and clicks on Submit button.

Fig: Bid response submission fig 11

31 | P a g e
 Training Manual: National e-Government Procurement System

Step 12

The user navigates to dashboard by clicking on Home menu tab and clicks on the view button of respective bid
from “In Progress Bids” tab.

Fig: Bid response submission fig 12

32 | P a g e
 Training Manual: National e-Government Procurement System

Step 13

The user finds the pending fee amount paid and clicks on Save and next button.

Fig: Bid response submission fig 13

33 | P a g e
 Training Manual: National e-Government Procurement System

Step 14

The user fills in the Works Requirement tab by uploading mandatory fields and clicks on Save and Next button.
Please note that this tab lacks in case of GOODS procurement category.

Fig: Bid response submission fig 14

34 | P a g e
 Training Manual: National e-Government Procurement System

Step 15

The user fills in Additional Document by uploading additional documents and clicks on Save and Next button.

Fig: Bid response submission fig 15

35 | P a g e
 Training Manual: National e-Government Procurement System

Step 16

The user clicks on Generate OTP tab to receive one time password in his/her mailing id.

Fig: Bid response submission fig 16

Step 17

A system generated mail regarding OTP is received by the user.

Fig: Bid Response Submission fig 17

36 | P a g e
 Training Manual: National e-Government Procurement System

Step 18

The user fills the OTP received in mail and clicks on the Validate button.

Fig: Bid response submission fig 18

37 | P a g e
 Training Manual: National e-Government Procurement System

Step 19

The user clicks on Submit Bid button to submit the bid.

Fig: Bid response submission fig 19

In this way, following these steps bid submission is done successfully.

38 | P a g e
 Training Manual: National e-Government Procurement System

Module: Bid Opening

Business Flow Diagram

BID OPENING

The Bid Opening

Members of Bid Opening The committee selects The committee The Bid Opening
Record(MUCHULKA)
committee logs into the a desired Bid for Bid views the online Proceeding is
is downloaded, signed
e-GP system. Opening Proceeding. bids and adds completed
and uploaded to the
offline bids (if any)
e-GP system

The Bid Opening Committee selects assigned procurement from the e-GP system. The committee views the submitted
online bids and adds any submitted offline bids. Thereafter, a Bid Opening Record (MUCHULKA) is downloaded, signed
and uploaded into the e-GP system. The committee completes the Bid Opening Proceeding.

39 | P a g e
 Training Manual: National e-Government Procurement System

Steps

Bid Opening

Step:1
A bid opening committee member logs into e-GP
system

Step:2
The user clicks Procurement Execution -> Bid Opening

Step:3
The user then selects the desired procurement

Step:4
The members of Bid Opening Committee enters their credentials and
proceed

Step:5
The committee members views the online bids and download the bid
responses of each bidder.

Step:6
The committee member enters Discount and Methodology and Remarks of
each bidder and fills up offline bid(if any).

Step:7
A Bid Opening Record(MUCHULKA) is downloaded from the e-GP system.

Step:8
The signed copy of Bid Opening Record (MUCHULKA) is uploaded into the
e-GP system

Step:9
Bid Opening Proceeding is completed after successful upload of signed
copy of Bid Opening Record (MUCHULKA).

40 | P a g e
 Training Manual: National e-Government Procurement System

Step 1

A member of Bid Opening Committee logs into the e-GP system.

Fig. Bid Opening: Step 1

41 | P a g e
 Training Manual: National e-Government Procurement System

Step 2

The user selects Procurement Execution -> Bid Opening as follows:

Fig. Bid Opening: Step 2

42 | P a g e
 Training Manual: National e-Government Procurement System

Step 3

User then searches and selects a desired procurement:

Fig. Bid Opening: Step 3

43 | P a g e
 Training Manual: National e-Government Procurement System

Step 4

Thereafter, the members of the Bid Opening committee enter their credentials:

Fig. Bid Opening: Step 4

44 | P a g e
 Training Manual: National e-Government Procurement System

Step 5

The members sees the online bids, download the submitted and modified bid responses of each bidder.

Fig. Bid Opening: Step 5

45 | P a g e
 Training Manual: National e-Government Procurement System

Step 6

The committee member enters Discount and Methodology and Remarks of each bidder and fills up offline bid
(if any).

Fig. Bid Opening: Step 6

46 | P a g e
 Training Manual: National e-Government Procurement System

Step 7

A Bid Opening Record (MUCHULKA) is downloaded by the committee members, which contains withdrawn
bids, modified bids, online bids and offline bids. It is then printed and signed by all the committee members and
bidders present in Bid Opening.

Fig. Bid Opening: Step 7

47 | P a g e
 Training Manual: National e-Government Procurement System

Step 8

A signed copy of Bid Opening Record (MUCHULKA) is uploaded into the system.

Fig. Bid Opening: Step 8

48 | P a g e
 Training Manual: National e-Government Procurement System

Step 9

After the signed Bid Opening Record (MUCHULKA) is uploaded into the system, the Bid Opening Proceeding
is completed.

Fig. Bid Opening: Step 9

The submitted bid opening detail appears on PE Chief’s dashboard under “My Pending Tasks” as “Bid
Opening”. PE Chief then views the bid opening details and assigns PE users to fill the offline bid data. The
assigned PE User fills the offline bid data and after completion sends back the bid detail to the PE Chief. Then
PE Chief then views the bid detail and assigns Bid Evaluation Committee and sends for evaluation.

49 | P a g e
 Training Manual: National e-Government Procurement System

Module: Complaint Management

Business Flow Diagram

Complaint Management

Aggrieved bidder lodges A system generated PE creator suspends the A system generated
the complaint against mail regarding the PE creator logs into the contract awarding mail is sent to the
the evaluation complaint lodge by the e-GP system and views process till another bidder regarding the
decision made by PE. aggrieved bidder is sent the lodged complaint. decision is made. lodged complaint.
to the PE creator.

After LOI is issued by PE during contract awarding process, an aggrieved bidder can lodge complaint to PE within
7 days of LOI Issuance. Thereafter, PE creator receives a system generated mail notifying the lodged complaint
in e-GP system by Aggrieved Bidder. PE creator then views the complaint and decides whether to reject the
complaint or suspends the further contract awarding process.

50 | P a g e
 Training Manual: National e-Government Procurement System

Steps

Complaint Management

Step:1
Aggrieved Bidder clicks on Procurement Execution ->
Complaint Management -> Complaint Lodge -> Create

Step:2
The user selects the contract to lodge the complaint.

Step:3
The user then raise complaint against evaluation decision to PE.

Step:4
The user fills the Application Letter, uploads the supporting documents and
clicks on submit button.

Step:5
A system generated mail regarding the complaint is sent to the PE creator.

Step:6
PE creator logs into the e-GP system and navigates to Procurement
Execution -> Complaint Management -> Complaint Lodge -> View.

Step:7
The user selects the action button of lodged complaint.

Step:8
The user reviews the lodged complaint and suspend the contract awarding
process till another decision is made.

Step:9
A system generated mail regarding the suspend of contract awarding
process is sent to the aggrieved bidder.

Step:10
Aggrieved bidder logs into the system and views the response of PE on
lodged complaint.

51 | P a g e
 Training Manual: National e-Government Procurement System

Step 1

Aggrieved bidder logs into the e-GP system and navigates to Procurement Execution -> Complaint
Management -> Complaint Lodge -> Create.

Fig: Complaint Management fig 1

52 | P a g e
 Training Manual: National e-Government Procurement System

Step 2

The User selects the action button of desired contract to lodge the complaint.

Fig: Complaint Management fig 2

53 | P a g e
 Training Manual: National e-Government Procurement System

Step 3

The user raises the complaint against evaluation decision into the system.

Fig: Complaint Management fig 3

54 | P a g e
 Training Manual: National e-Government Procurement System

Step 4

The user fills the Application Letter field, uploads the supporting documents and clicks on the submit button.

Fig: Complaint Management fig 4

55 | P a g e
 Training Manual: National e-Government Procurement System

Step 5

A system generated mail is sent to the PE creator regarding the complaint lodged by the aggrieved bidder.

Fig: Complaint Management fig 5

56 | P a g e
 Training Manual: National e-Government Procurement System

Step 6

PE creator logs into the e-GP system and navigates to Procurement Execution -> Complaint Management ->
Complaint Lodge -> View.

Fig: Complaint Management fig 6

57 | P a g e
 Training Manual: National e-Government Procurement System

Step 7

The user selects the action button of contract in which the complaint is lodged.

Fig: Complaint Management fig 7

58 | P a g e
 Training Manual: National e-Government Procurement System

Step 8

The user views the complaint and suspends the contract awarding process if the complaint is relevant or rejects
the irrelevant complaint.

Fig: Complaint Management fig 8

59 | P a g e
 Training Manual: National e-Government Procurement System

Step 9

A system generated mail is received by the aggrieved bidder regarding the response of PE on his/her
complaint.

Fig: Complaint Management fig 9

60 | P a g e
 Training Manual: National e-Government Procurement System

Step 10

The Aggrieved bidder logs into the e-GP system and views the response made by PE.

Fig: Complaint Management fig 10

In this way, following the above mentioned steps Complaint Management can be handled.

61 | P a g e
 Training Manual: National e-Government Procurement System

Module: Payment Management

Business Flow Diagram

Project coordinator updates work schedule submitted by contractor, tracks the physical progress claimed by
contractor, process the payment requested by the contractor and request PE chief to certify the payment
certificate after reviewing the physical progress. After that Contractor submits the Performa invoice to
Accountant for further processing. Finally accountant process the payment.

62 | P a g e
 Training Manual: National e-Government Procurement System

Step:11
Bidder Logs into the system and navigates to Procurement Execution Menu
After an email notification winning bidder logs into the system and navigates to Procurement
Execution -> Contract Management -> Payment Management -> Bill -> Create.

Step 1
Step:12
The User search for the respective contract and clicks on it’s Action button.

Step 2
Step:13
The User initiates the Mobilization Advance payment with verified APG, and clicks on Submit
button.

Step 3
Step:14
Project coordinator logs into the system and clicks on “Bill Approval Request” from category of
pending task.

Step 4
Step:15
The User selects the Action button of initiated Bill Approval Request.

Step 5
Step:16
The User verifies it and send it to PE chief.

Step 6
Step:17
PE chief logs into the system and clicks on “Bill Approval Request” from category of pending
task.

Step 7
Step:18
The User selects the Action button of initiated Bill Approval Request. he
system
Step 1:
Step 1:
Step 8
Step:19
The User verifies it and clicks on Certify button.

Step 9
Step:20
The Mobilization Advance payment is now processed to the Accountant, Accountant logs into
the system and navigates to Procurement Execution -> Contract Management -> Payment
Management -> Bill -> Process

Similarly Contractor and PE processes the running bill (Monthly Statement) and Final Bill

63 | P a g e
 Training Manual: National e-Government Procurement System

Contractor navigates to Procurement Execution -> Contract Management -> Payment Management -> Bill ->
Create.

Fig: Contract Management: step 1

64 | P a g e
 Training Manual: National e-Government Procurement System

Step 2

The User search for the respective contract and clicks on the Action button.

Fig: Contract Management: step 2

65 | P a g e
 Training Manual: National e-Government Procurement System

Step 3

The User initiates the Mobilization Advance payment bill with verified APG and clicks on submit button.

Fig. Contract Management: Step 3

66 | P a g e
 Training Manual: National e-Government Procurement System

Step 4

Project coordinator logs into the system and clicks on the bill approval request from category of pending task.

Fig. Contract Management: Step 4

67 | P a g e
 Training Manual: National e-Government Procurement System

Step 5

The User clicks on the Action button of the initiated bill approval request.

Fig. Contract Management: Step 5

68 | P a g e
 Training Manual: National e-Government Procurement System

Step 6

The User verifies the bill approval request and send it to PE chief.

Fig. Contract Management: Step 6

69 | P a g e
 Training Manual: National e-Government Procurement System

Step 7

PE chief logs into the system and clicks on the bill approval request from category of pending task.

Fig. Contract Management: Step 7

70 | P a g e
 Training Manual: National e-Government Procurement System

Step 8

The User clicks on the Action button of initiated bill approval request.

Fig. Contract Management: Step 8

71 | P a g e
 Training Manual: National e-Government Procurement System

Step 9

The User verifies it and clicks on the certify button.

Fig. Contract Management: Step 9

72 | P a g e
 Training Manual: National e-Government Procurement System

Step 10

The Mobilization advance bill payment is then processed to the accountant, accountant logs into the system
and navigates to Procurement Execution -> Contract Management -> Payment Management -> Bill -> Process.

Fig: Contract Management: step 10

73 | P a g e
 Training Manual: National e-Government Procurement System

Step 11

The User fills in the contract number and clicks on the search button.

Fig: Contract Management: step 11

Step 12

The User clicks on the Action button of claimed advance bill payment.

Fig: Contract Management: step 12

74 | P a g e
 Training Manual: National e-Government Procurement System

Step 13

The User fills the payment order date and clicks on the submit button.

Fig: Contract Management: step 13

Following above steps payment can be raised by Contractor and PE or Employer will process the payment.

75 | P a g e
Training Manual: National e-Government Procurement System

76 | P a g e