EPROCUREMENT

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E-PROCUREMENT
In Directorate General of Supplies Disposal
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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

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Background - Organization

• DGSD - 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

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Background Role

• DGSD is engaged in diversified activity like-
• Conclusion of Rate Contracts for over 350 product
  categories involving 20000 items besides spares
  etc.
• 6000 GoI users spread across the country
• Serves / facilitates over 10000 tenderers
  including 2600 DGSD registered suppliers,
• Pre-despatch inspection against DGSD 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
  2004-05
• DGSD provides single point contact for Govt
  users and vendors/suppliers for procurement of
  commonly used goods

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E-Procurement - Benefits

• 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

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Challenges (1)

• Integration of Nation wide spread of DGSD
  Purchase and QA offices
• Multiple Matrices of Rate Contract as against
  Single/Limited Matrix of Fixed Quantity (Ad-hoc)
  Contracts
• 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

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Challenges (2)

• Adherence to GFR, DGSD 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.

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DGSD Website (http//www.dgsnd.gov.in)

• A comprehensive DGSD website facilitates
• A single access point for DGSD officers,
  suppliers and customers
• Downloading of DGSD 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.

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DGSD Website (http//www.dgsnd.gov.in)

• Provides access to Indentors page and Vendors
  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

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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 Jul05
• Rate Contract Module 220 RC cases since Jul05
  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

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e-Tendering

• E-Tendering System (https//dgsnd.govtprocurement.
  com)
• 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

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e-Tendering - Benefits

• To DGSD -
• 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 DGSD
• No physical visits to DGSD
• No pressure of cartel
• Increased opportunities

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e-Payment

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

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THANK YOU
15
MATRIX OF EFDEF EB TENDERS OPENED ON 06-10-2005
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

PICTORIAL PRESENTATION ONLY IN RESPECT OF TWO
FIRMS OUT OF 33 BIDDDERS
16
MATRIX OF XLPE (LT) TENDERS OPENED ON 29-09-2005
88 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