E-PROCUREMENT In Directorate General of Supplies & Disposal

E-Procurement - Components  E-Purchase  Registration  Store coding  Technical Particulars  Evaluation of Bids  Award of Rate Contract  E-Inspection / Supply  Supply Order  Inspection  Dispatch Details  Receipt Details  E-Tendering  Tender Notice  Tender enquiry  Bid submission  Bid opening  E-Payments  Bill submission  Processing  Payments  Debit Adjustments  Status  Complaints

Background - Organization DGS&D - a Central Purchase Organization under Govt of India  Headquartered at New Delhi with three regional purchase offices in Metros and 27 QA offices in major industrial towns  Purchase directorates organized commodity wise to facilitate maintenance of data, market intelligence, technological advancement in product and processes  Quality Assurance offices located near users and industry to facilitate quick response  Technical and multi-disciplinary workforce including two Group “A” engineering services recruited thru UPSC  ISS (purchase) officers posted in other ministries to assist in procurement of exclusive item

Background – Role  DGS&D is engaged in diversified activity like-  Conclusion of Rate Contracts for over 350 product categories involving items besides spares etc.  6000 GoI users spread across the country  Serves / facilitates over tenderers including 2600 DGS&D registered suppliers,  Pre-despatch inspection against DGS&D contracts and direct orders on request  Formulate procurement policies and procedures  Cargo clearance at major ports  Provide consultancy in the procurement management  Goods procured worth over Rs 3500 Crs during  DGS&D provides single point contact for Govt users and vendors/suppliers for procurement of commonly used goods

 Increased Transparency & Wider Competition  Simplify & Speed Up Tendering Processes  Real Time Generation Of Detailed & Accurate Data – Elimination Of Human Error  Seamless Sharing Of Information  Ease Of Operation & Quicker Decision  Comprehensive Website To Facilitate Tendering, Contracting, Ordering And Retrieval Of Information To Authorized Functionaries - Online Interaction Avoiding Physical Visits  Facilitating Pre And Post Contract Management  Reduction In Cost Of Government Purchases E-Procurement - Benefits

Challenges (1) Integration of Nation wide spread of DGS&D Purchase and QA offices Multiple Matrices of Rate Contract as against Single/Limited Matrix of Fixed Quantity (Ad-hoc) Contracts Multiple Matrices Integration of large Govt user base including those in far flung areas (over 6000) Tenderers spread across the country (over 10000) Registration of vendors (over 2600) Management of over 2500 Contracts and 60,000 supply orders Different Purchase Directorates have different requirements

Challenges (2) Adherence to GFR, DGS&D Manual, CVC Guidelines and other Instructions issued by Government Interface With External Agencies like NSIC, DGQA (Defence), BIS etc. People and Process Change management Technical challenges like IT Infrastructure, Data Security, backups, etc.

DGS&D Website –( A comprehensive DGS&D website facilitates – A single access point for DGS&D officers, suppliers and customers Downloading of DGS&D Manual, forms, conditions of contract, circulars Notices, agenda and minutes of the Consultative Meetings Suppliers registration Download of summary and full text of Parallel Rate Contracts Creation and Hosting of Tender enquiries & tender notices and corrigenda Rate contracts, Technical specifications, Store directory.

DGS&D Website –( Provides access to Indentor’s page and Vendor’s page for the following activities – Indentors Page- Online placement of supply orders Entering Receipt Particulars of stores Intimation regarding shortages/quality Suggestions for bringing new items on RC Vendors page Online inspection call Entering dispatch particulars Online submission of Bills Suggestions for bringing new items on RC The web site and Application Software is designed, developed, implemented and maintained by National Informatics Centre (NIC), New Delhi

e-Procurement Solution – Interactive Modules - Current Status Store Directory – Coding of All RC items Complete Registration module – Database of all registrations (over 2600) Tender module – Tender Notices & Tender Enquiries – 225 RC cases since Jul’05 Rate Contract Module – 220 RC cases since Jul’05 involving over 1300 parallel RCs. Other Parallel Rate Contracts not due for renewal placed on database Inspection Module Supply order module- Lateral entry of over 5000 supply orders Inspection note module – over 3800 inspection notes

e-Tendering E-Tendering System ( – Online Publishing & download of tender enquiries Supplier registration Online bid submission by suppliers Online bid opening & witness by suppliers Spot Price Comparative Chart Security Audit by STQC 65 RC tenders opened online Over 600 bids submitted through e-tendering The e-Tendering system is implemented and maintained by M/s. C1 India Pvt. Ltd., New Delhi

e-Tendering - Benefits To DGS&D - Greater Transparency Reduced process cycle time Reduced costs Improved image Instant availability of real time information Cartel Breaking To Suppliers- Reduced costs Convenience of transacting online with DGS&D No physical visits to DGS&D No pressure of cartel Increased opportunities

e-Payment E-Payment System Documents receipt Bill submission Processing Payments Debit adjustments

MATRIX OF EFDEF EB TENDERS OPENED ON PICTORIAL PRESENTATION ONLY IN RESPECT OF TWO FIRMS OUT OF 33 BIDDDERS 20 ITEMS 33 FIRMS 6 PARAMETERS Price Registration BIS Licence Technical compliance Compliance to Special & General Terms & Conditions Excise Duty Sales Tax Past Performance – 3 yrs SSI Status Terms of Delivery Delivery Period

MATRIX OF XLPE (LT) TENDERS OPENED ON ITEMS 38 FIRMS 6 PARAMETERS Price Registration BIS Licence Technical compliance Compliance to Special & General Terms & Conditions Excise Duty Sales Tax Past Performance – 3 yrs SSI Status Terms of Delivery Delivery Period PICTORIAL PRESENTATION ONLY IN RESPECT OF TWO FIRMS OUT OF 38 BIDDDERS