A Bid Reference Number (also known as Tender Reference Number or Tender ID) is a unique alphanumeric code assigned to a specific tender notice published by a government organization. It acts as the file number for that procurement opportunity.
When you ask “what is Bid Reference Number,” you are looking for the key that allows you to search for the tender documents on portals like CPP Portal or GeM. Without this number, you cannot download the BOQ, submit your quote, or check the results.
What Does Bid Reference Number Mean?
It is the organizer’s internal code. It helps distinguish between thousands of tenders.
- Reference Number: Internal file number (e.g., PWD/Roads/2023/05).
- Tender ID: The system-generated unique ID (e.g., 2023_PWD_12345_1).
On the CPPP website, the Tender ID is the most accurate way to search, as Reference Numbers can sometimes be duplicated across different departments.
Why Bid Reference Number is Important
- Search: It is impossible to find a specific tender among lakhs of active tenders without this number.
- Communication: Any query you email to the department must quote this number in the subject line.
- Payment: The Tender Fee and EMD (Earnest Money Deposit) payment must be tagged to this specific reference number.
Where is Bid Reference Number Used?
- NIT (Notice Inviting Tender): It is printed at the very top of the advertisement in newspapers.
- Demand Draft: You must write this number on the back of the DD submitted for EMD.
- Technical Bid: Your cover letter must reference this number.
How to Find or Check Bid Reference Number
In Newspapers:
Look for the bold text usually titled “Tender Notice No.”
On eProcure Portal:
1. Go to the portal.
2. Click “Tenders by Organisation”.
3. Navigate to the department.
4. The list will show “Tender Reference Number” and “Tender ID” side by side.
Example of Bid Reference Number
Ref No: NHAI/12023/Tech/05
Tender ID: 2023_NHAI_998877_1
Common Problems or Errors
- Typo: Confusing ‘O’ with ‘0’ or ‘/’ with ” prevents search results. Use copy-paste where possible.
- Retender: If a tender is cancelled and re-issued, the Reference Number might stay similar (with /R1 added), but the Tender ID will change completely. Always bid on the latest ID.
Important Things to Remember
- Always note down the “Bid Closing Date” associated with the Reference Number.
- Download the Tender BOQ only after verifying the Reference Number matches your target project.
- For awarded contracts, check what is Work Order Number.
Frequently Asked Questions
Is Bid Reference Number same as Tender ID?
They serve the same purpose but are different. Reference Number is created by the department (manual format). Tender ID is created by the software (e.g., 2023_DEPT_123_1) and is unique across the entire portal.
How do I search for a tender using the Reference Number?
Use the “Advanced Search” option on the eProcurement website. Enter the Reference Number in the designated field to find the exact document.
What is a Corrigendum in relation to Bid Reference?
A Corrigendum is an official modification to the tender. It is always published linked to the original Bid Reference Number to notify bidders of changes in dates or specs.
Can two tenders have the same Reference Number?
Ideally no, but sometimes different departments might use generic numbers like “Tender/01”. That is why searching by the system-generated “Tender ID” is safer.
Where do I put the Bid Reference Number in my proposal?
It should be in the subject line of your cover letter, on the EMD envelope, and on the top of every document you submit manually or digitally.