Transcript A presentation on e-Procurement

Karnataka State Police
A presentation on
e-Procurement
Sanjay Sahay
IGP PCW
1
End to end e-Procurement Portal of e-Governance Dept.
Why Unified ?
To have a single system meant to be used as a shared infrastructure
by all agencies in the State of Karnataka
Why End-to-End ?
To handle to entire procurement process from estimate/ indent
preparation, tendering, contract / catalogue management until
payment to supplier / contractor
Rationale for e-Procurement !
 To have an effective and efficient mechanism to enforce procurement
policy decisions consistently across all government departments /
agencies in the State of Karnataka
 To ensure competitive bidding, transparent bid evaluation, shortened
procurement cycle time, MIS-rich workflows and prompt payments to
suppliers / contractors.
 Structures
 Establishment of Project Management Unit (PMU)
 Establishment of training centers
 Deployment of robust hardware and software
 Conducting Third Party Audit
Rationale for Unified End-to-End e-Procurement
System
 To have a single point integration with external systems such as
treasury and payment gateways
 To generate State-level MIS capturing the entire procurement cycle of
all departments / agencies
 To enable contractors view the State as a single procurement entity
and participate in all tenders with one-time registration
 To enable government officials be accustomed to a single software,
irrespective of their department / agency.
Project Objectives
 To create infrastructure for effective implementation of procurement
policy of the State
 To enhance transparency and accountability
 To enable ease of access to contractor community
 To provide a common environment for all types of tenders
 To handle entire procurement process (end-to-end) and not just
tendering process
 To involve less paper, thereby, adopting green working
Registration
 Centralised registration of suppliers / contractors
 Suppliers need to procure Digital Signature Certificate for registration
 Suppliers can bid for all tenders published in e-Procurement portal
 Advantages for Suppliers

Free download of tender documents (No registration required to
download)

Secured data transfer using Digital Signature Certificate

One time centralized registration
Payment
Estimate Creation
Measurement / Inspection
Estimate Approval
Contract Management /
Catalogue Management
Indent Management
Preparation of
Tender Document
Issue of Order
Tender Finalization
Process Overview
Draft Tender Schedule
Tender Evaluation
Approval of Tender Schedule
Tender Opening
E-Tendering
Publish of Tender
Submission of Bid
Supplier Registration
Initiating e-Procurement
 Appointment of Nodal Officer
 Facilitating e-Procurement Cell to prepare Mapping Document
 Training the concerned officials
 Ensuring IT infrastructure and Internet Connectivity
 Identification of key officials for comprehensive understanding of the system
 Submission of Digital Signature Certificate Application Forms
 Informing Supplier Community on registration to e-Procurement portal
 Awareness on implementation of e-Procurement in the Department
8
Perceived Impact (Business Community)
 Enhanced transparency in tendering and procurement
 Free download of bid documents
 Reduction in travel and other miscellaneous expenditure
 Convenience in electronic submission of bids
 Ease of access anytime-anywhere
 Global participation
 Effective mechanism incorporating negative bidding
9
Perceived Impact (Department)
 Tender opportunities effectively publicized
 Instant retrieval of track-record on contractor’s performance
 Rich MIS data on various aspects of procurement at the State
government level
 Faster file movements with integrated file monitoring system
 Standardization of procurement procedures
 Increased participation (locally and globally)
10
E-tender
 The police department decided to go in e-procurement in the
month of June’09
 All tenders above Rs10 lakhs to be covered
 Initially Chief Office, TTM, State Intelligence, CID, SCRB and
Bangalore City Police to be covered
 SCRB identified as the Nodal Agency
11
e-Procurement
 State Nodal Officer nominated
 Nodal Officers for different units nominated
 Digital Signature Certificates obtained for Chief Office
 Work flow design created on portal
 Catalogue creation
 Training conducted. Another training planned
 Process of DSC creation/ work flow documentation for
other units initiated
12
e-Procurement
 First tender for 66 kit articles was issued on 10/08/09
Issues
• Change management- attitude and skill sets
• Lack of trained personnel
• Unconnected personnel also sent for training-waste of
resources
• Quality documentation
13
Karnataka State Police
Thank You
14