1. A presentation on e-Procurement
Karnataka State Police
A presentation on e-Procurement
Sanjay Sahay
IGP PCW 1

2. 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

3. 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

4. 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.

5. 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

6. 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

7. Process Overview Contract Management / Catalogue Management
Indent Management
Payment
Estimate Creation
Measurement / Inspection
Estimate Approval
Preparation of Tender Document
Issue of Order
Process Overview
Tender Finalization
E-Tendering
Draft Tender Schedule
Tender Evaluation
Approval of Tender Schedule
Tender Opening
Publish of Tender
Submission of Bid
Supplier Registration

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. Karnataka State Police
Thank You 14