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Description
Contract Tendering Training document sample
Document Sample
Unified e-Procurement Platform
of the State Govt. of Karnataka
Presentation Overview
Rationale for unified end-to-end e-Procurement platform
Project Development
− Project Objectives
− Business model
Architecture
− Functional
− Technology
− Institutional
Roll-out status
Process Reforms
Implementation experiences
− Perceived impact
− Key challenges
− Learning’s
2
Rationale
Rationale for Unified End-to-End System
Unified: A single system meant to be used as a
shared infrastructure by all agencies in the State
End-to-End: Entire procurement process from
estimate/ indent preparation, tendering, contract /
catalogue management until e-Payment will be
handled
4
Rationale for Unified End-to-End System
Rationale
An effective mechanism to enforce procurement
policy decisions consistently across all
government agencies in the State
Worth the heavy investments
− Establishment of PMU
− Investments in audit by 3rd party audit agency
− Selection of principal bank
− Establishment of training centers
− Robustness of hardware and software to ensure high
Quality of Service (QoS)
5
Rationale for Unified End-to-End System
Rationale
Single point integration with external systems such as
treasury and payment gateways
Generation of State-level MIS
Contractors view the State as a single procurement entity
− Register once, participate on all tenders in the State
− Get automated notifications about all tenders published in the
State
Government officers get accustomed to a single software
− Inter-department transfer of govt. employees
Implementation of unified end-to-end e-Procurement is a
Vision, Policy and Architectural decision.
6
Project Development
Project Objectives
Infrastructure for effective implementation of procurement
policy of the State
Enhanced transparency
Ease of access to contractor community
Availability of advanced procurement software to big,
medium and small procurement entities alike
Software to handle entire end-to-end procurement
processes and not just tendering
Consistent and sustainable contractor development
Less paper; environment friendly
8
Key Decisions Taken
Scope definition
• Start point: Estimate preparation by AEE
• End point: Payment to contractor
Detailing the processes
• Definition of Functional Requirements Specification (FRS)
Additional definitions
• Technology requirement specifications
• Security requirement specifications
• Operational requirement specifications
9
Key Decisions Taken
Service Level Agreement (SLA) Definitions
• Operational SLA
• Deployment SLA
Business model
• Public-Private-Partnership (PPP) model
• Transaction based model; “Pay per use”
• Contract pays transaction charges
• Slab-based payment
• Module specific pricing
• Separate payments for goods and works procurement
• PPP modeling
Bid Process Management
10
Defining Characteristics of GoK’s
e-Procurement System
• Envisioned as an end-to-end platform (i.e.) all stages of procurement
from indenting until payment will be handled electronically
• A single platform will be shared by all government agencies in the
State
• Fully PKI-enabled system
• Contractors will not be required to visit government offices to
participate in tenders and also for bid submission
• Payment due to contractors will be paid electronically using NEFT
• Implemented on Private-Public-Partnership (PPP) basis; the private
partner is paid on a transaction basis
11
Architecture
Functional Architecture
Contract
e-Tendering
Indent Management
Management
Catalogue
e-Auctions
Management
Suppliers and Buyers Master Data
e-Payment, Accounting and MIS
Dept. 1 Dept. 2 Dept. n… Supplier 1 Supplier 2 Supplier n
13
Technology Architecture
Flexible design
- A single instance of software
- Workflow configured as per dept specific requirements
- Driven by parameterized understanding of public procurement
processes
Programming language: Java
Application server: JBOSS
Database: MySQL
Workflow engine: JBPM
Entirely built upon open source technologies
14
Institutional Architecture
Chaired by Additional Chief
Steering Committee
Secretary, Govt. of Karnataka
Project Monitoring Committee Chaired by Principal Secretary,
e-Governance
Centre for e-Governance Headed by CEO
e-Procurement Cell Headed by Project Director
15
Sample Workflow
Asst Exec Engr As per delegation As per delegation of
(AEE) of powers AEE powers
Create detailed
Create abstract Approve abstract Approve detailed
Estimate & do rate
estimate estimate estimate
analysis
As per delegation EE as Tender Inviting
EE (TIA) of powers Authority (TIA)
Approve Draft Prepare Draft
Publish Tender
Tender Schedule Tender Schedule
EE as Tender EE as Tender Acceptance As per delegation
Contractors opening official Authority (TAA) of powers
Unlock tenders & Evaluate technical Approval of technical
Bid submission Bid Documents
Verify EMD Bid evaluation
As per delegation EE as TAA
EE as TAA of powers
Decrypt commercial
Contract Approval of commercial Proposals of technically
Award of contract
Management Bid evaluation Qualified bidders
16
Roll-Out Status
Project Statistics
Users Training
Government 1100 Govt. Officials 1827
Suppliers 2015 Contractors 258
Train-the- 92
Trainer
Tenders
1410 (Rs. 30,000 Cr.
Published Approx.)
Rs. 3500 cr. excluding
tenders in KRDCL
Tenders Closed on a 82 tenders
single day
Bid Submissions for a 174 Items – 85 bidders
single tender
18
19
Suppliers Registered
Ja
500
1000
1500
2000
2500
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Number of Suppliers Registered
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20
Value of Tenders
5000
10000
15000
20000
25000
30000
35000
0
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8
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Value of Tenders Published
8
Value of Tenders (Cumulative) in Rs. Cr.
De
c.
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Ja 8
n.
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Fe 9
b.
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Ma 9
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21
Cumulative No. of Tenders
200
400
600
800
1000
1200
1400
0
Ja
n
'0
Fe 8
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M
ar
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st
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.,
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Tenders Published
No 8
v.,
'
Months (May '08 - Apr '09)
De 08
c.,
' 08
Number of Tenders Published
Ja
n.
, '0
Fe 9
b.
, '0
M 9
ar
.,
' 09
Ap
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List of Notified Government
Agencies as on May 2009
S.no. Department name S.no. Department name
1 SSA (Sarva Shiksha Abhiyan) 14 BESCOM
2 KDLWS (Drug Logistics) 15 Dept of Youth Services
3 KPTCL 16 IGR
4 KBJNL 17 KSSCL (Seeds Corporation)
5 KREIS (Residential education) 18 KLAC (Land Army)
6 KRDCL (Road Development) 19 Dept. of Treasuries
7 PWD 20 IDD
8 e-Governance 21 Minor Irrigation
9 CEG 22 Mysore City Corporation
10 APMC (Agriculture Produce) 23 KSRTC (Road Transport)
11 K-SHIP 24 BDA
12 KSWC (State Warehouse) 25 KSRTC
13 KSDL (Soaps & Detergents)
22
Process Reforms
Process Reforms
Karnataka Transparency in Public Procurement (KTPP)
Act amended to provide legal backing to the initiative
Centralized Supplier Registration; register once and
participate in all tenders floated in e-Procurement platform
Receipt of EMD and tender processing fees using e-
Payment
− Credit Card, Direct Debit, NEFT and Over the Counter
Administration of software done by Govt.
− Workflow management
− Implementation of transfers and delegation of powers
Establishment of e-Procurement cell
24
Extract from KTTP Act
Section 18-A. E-Procurement
(1) There shall be a single unified e-procurement platform for all procurement
entity which may be notified under sub-section (2)
(2) With effect from such date, as may be specified by the Government, by
notification, a procurement entity in respect of a class of procurement, if any,
as may be notified shall procure its procurements through the e-Procurement
platform.
(3) Notwithstanding anything contained in this Act, the Government may
make rules, for specifying a separate procedure to be followed by
procurement entities notified under sub-section (2) for e-procurement through
e-procurement platform, and for non-application of other procedure of
procurement to e-procurement.
25
Implementation Experiences
Perceived Impact (Business Community)
Enhanced transparency in tendering and procurement
Free download of bid documents
Reduction in travel and other miscellaneous expenditure
Electronic submission of bids
Ease of access
27
Perceived Impact (Government)
Tender opportunities effectively publicized
Development of track-record on contractor’s performance
Rich MIS data on various aspects of procurement at the
State government level (both as-on-date and
accumulated MIS)
Faster file movements and integrated file monitoring
system
Enhanced efficiency measured through faster completion
of procure-to-pay cycle
Standardization of procurement procedures
28
Perceived Impact (Citizens)
Better utilization of tax-payers money
Real-time access to the status of works, goods
and services procured by the State (to be made
available soon)
29
Key Challenges
User readiness
Attitude and mindset
Availability of IT infrastructure
Skilled personnel
Network connectivity in user agencies
Change management
Standardization of procurement processes required for
development of a single instance software
30
Learnings
Successful deployment of software in Public Works
Department (PWD) in the pilot stage
Amendment to KTPP Act has been very helpful in rolling
out the system
Dedicated training centers and facilitation centers
Extensive handholding support requirements
Equitable sharing of risks and responsibilities with private
partner in PPP model
System administration by Government is good
Establishment of good robust e-Procurement cell is
essential
31
Future Roadmap…
• Framing e-Procurement Rules
• Organizing seminars and training workshops
• Rolling out Contract Management, Catalogue
Management and e-Auctions
• Implementation in all government departments /
organizations by the end of 2010
• Be a Role-Model on e-Procurement implementation
32
Thank You
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