Tele : 23019638 E2 Works (PPC) Sub Dte Dte of Works, E-in ...
Transcript of Tele : 23019638 E2 Works (PPC) Sub Dte Dte of Works, E-in ...
Tele : 23019638 E2 Works (PPC) Sub Dte Dte of Works, E-in-C's Branch Integrated HQ of MoD (Army) Kashmir House, Rajaji Marg, New Delhi — 110011.
A/37696/12-158/Pol//E2W (PPC) Oct 18
HQ Chief Engineer Southern Command Eastern Command Western Command Northern Command South Western Command
ADG (Projects) ADG (NEI) ADG (North)
SOP FOR PROCUREMENT OF GOODS AND SERVICES ON GOVERNMENT E-MARKET PLACE (GeM)
1. A copy of 'Draft SOP for Procurement of Goods and Services on GeM', prepared by HQ CE Central Command has been uploaded on the MES website.
2. It is requested to forward your comments on the draft SOP to reach this office by 31 Oct 18.
3. For information and necessary action please.
01‘' (Vvek Pathak) Col Dir (PPC) For E-in-C
Copy to:-
ADGVV Sectt (E-3 Cell)
ADG ESP
E5 (Budget)
E8 (Contract)
Automation Cell
For information and request to provide comments/ inputs, if any.
- For uploading on the MES website please.
DRAFT SOP FOR PROCUREMENT OF GOODS & SERVICES ON GeM PORTAL
1. References :-
(a) General Financial Rule 2017 Procurement of Goods Rule 142 to Rule 206.
(b) Dte of Wks, E-in-C's Branch, IHQ of MoD (Army), New Delhi letter No A/37696/12-114/Pol/E2W (PPC) dt 13 May 2014.
(c) Dte of Wks, E-in-C's Branch, IHQ of MoD (Army), New Delhi letter No A/37696/12-114/Pol/E2W (PPC) dt 23 Nov 2015.
(d) Dte of Wks, E-in-C's Branch, IHQ of MoD (Army), New Delhi letter No A/37696/12-114/Pol/E2W (PPC) dt 14 Jan 2016.
(e) Dte of Wks, E-in-C's Branch, IHQ of MoD (Army), New Delhi letter No A/37696/12-158/Pol/E2W (PPC) dt 18 Oct 2016.
(f) Dte of Wks, E-in-C's Branch, IHQ of MoD (Army), New Delhi letter No A/37696/12-158/Pol/E2W (PPC) dt 08 May 2017.
(g) Ord Services Computer Centre, MGO's Branch, OS Dte IHQ of MoD (Army), New Delhi letter No 22868/e-Proc/OSCC(CICP TG) dt 04 Oct 2017.
2. Aim. The aim of the SOP is to stream line the procedure of local/direct
procurement of goods and services through Govt Electronic Market place.
3. What is Gem. Govt Electronic Market place is one stop on-line market
place to common use goods and services for Government users. This has been
hoisted by DGS&D, New Delhi.
4. Procurement Method. The following methodology of procurement will be followed:-
(a) Rule 149 of Govt E-market place (GeM). The procedure of procurement
of goods and services by the officers of MES thorough GeM will be mandatory
for goods and services available on GeM. Any other procurement methodology
will be adopted only if the stores are not available on the GeM portal.
(b) Rule 154-Purchase of goods without quotation. Purchase of goods
costing upto Rs15,000/- (Rupees fifteen thousand) on each occasion may be
made without inviting quotations or bids, on the basis of certificate. The
purchase will be carried out as per para 5 (a) (ii) of Table 'B' of RMES. The
certificate to be recorded by the competent authority in the following format.
Contd 2/-
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" I am personally satisfied that these goods purchased are as per the
requisite quality and specifications and have been purchased from a
reliable supplier at the reasonable prices".
(c) Rule 155-Purchase of goods by Purchase Committee. Purchase of
goods costing upto Rs15,000/- (Rupees fifteen thousand) and upto 2,50,000/-
(Rupees two lakhs fifty thousand) on each occasion may be on the
recommendation of duly constituted Local Purchase Committee consisting of
three members of appropriate level, as decided by Head Of the Office before
recommending placement of supply orders. The members of committee will
jointly record a certificate as under:-
"Certified that we the members of the Purchase Committee are jointly and
individually satisfied that goods recommended for purchase are of the
requisite specifications and quality, priced at the prevailing market rate and
the supplier recommended is reliable and competent to supply the goods
in question and it is not debarred by the department".
5. In case of goods requirement urgently and where the delay in procurement may
be detrimental to the services, the Purchase Committee may resort to purchase of the
items available on GeM. In such cases, the following points are to be kept in mind by
Purchase Committee :-
(a) Purchase Committee will select the vendors from enlisted suppliers with department.
(b) Purchase committee will collect the bids from the vendors within twenty
four hours after detailment.
(c) The bids received from vendors shall be opened immediately at the
appointed time and date and rates shall be filled up in CST register.
(d) Certificate at per Para 4 above shall be rendered by Purchase Committee
on CST register and supply order shall be placed by the Competent Engineer Authority.
6. Purchase of goods and services under Para 160 of GFR 2017. Except in
case of Para 149, 154-155 of GFR 2017, the procurement of goods and services will be
carried out through e-procurement on www.epro.mes.qov.in for which SOP has already
been vide Dte of Wks, E-in-C;s Branch, New Delhi letter No A/37696/12-158/PollE2W
(PPC) dt 31 May 2016.
Contd ...3/-
-3-
7. Registration of supplier on GeM. The registration of supplier on GeM
Portal shall be carried out by HQ DGS&D, New Delhi. They are registered as sellers on
GeM portal. The sellers on GeM will be OEM and their authorized channel
partners/resellers (having any general authorization/dealer ship) of the OEM to sell their
product in open market an e-market.
8. Registration of user on GeM Portal. The following documents are mandatory
for registration on GeM portal as Primary Users as well as Secondary Users.
(a) NIC Mail ID.
(b) Mobile Number linked with Aadhaar No.
(c) Aadhaar Number.
9. HOO not below the rank of Colonel in case of Army officers and equivalent rand
of Director in case of IDSE officers will register as Primary Users on GeM portal.
Primary Users will create subordinate Secondary Users in the system with specific role
and responsibilities of Buyers, consignee, and PAO. The Secondary User in the
system shall be a responsible person approved by Primary User. The officer shall not
be below the rank of Section Officer/Sub Division Officer. The hierarchy of Primary User
and Secondary user in MES offices shall be as under :-
Zonal Chief Engineer
Chief Engineer (Primary User)
ACE/Dir (R)/S01 (R) (Secondary User)
SO1 (Adm) (Secondary User as Consignee)
PAO (GE Nearby)
CWE
1 CWE (Primary User)
1 SBSO (Buyer)
1 BSO (Buyer & Consignee) GE (PAO)
Contd...4/-
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10. Primary user can also create a supervisor in the system. The supervisor in the
system shall be equivalent to Director/Colonel rank officer. All the activities carried out
the Secondary Users in the GeM are notified to the concerned Supervisor Officer apart
from being notified to other concerned Secondary Users.
11. Registration of Primary User. HOO not below the rank of Colonel/Director in
respective MES HQ/offices will enter their employee ID (New ID to be created) and
Aadhaar Number in the system. Based on above information. HOO complete details
including official MC mail ID and mobile number linked with Aadhaar card shall be
populated in the remaining cells of "Primary user details". Primary users are required to
verify and ensure that details as populated from employee ID and Aadhaar card
database are correct and currently in use. The Primary Users are also required to
separately enter the official telephone numbers (land line/mobile) and NIC mail ID of
their reporting/Administrative officer in their organization. After details of Primary User
are validated by the system, a confirmation mail shall be sent to reporting Officer/
Administrative Officer in the buyer organization by the system for validating/authenticity
the Primary User. As soon as Reporting Officer/ Administrative Officer and
validation/authentication is received by the system, Primary User account is activated in
GeM. In MES the reporting Officer shall be as under:-
Primary User Reporting Officer/ Administrative Officer
(a) Chief Engineer Central Command (Primary User)
(b) Zonal Chief Engineer
(c) Commander Works Engineer
DGW (E-in-C's Branch)
Chief Engineer Central Command
Zonal Chief Engineer
(d) Garrison Engineer Commander Works Engineer
12. Procurement through GeM Portal
(a) Responsibility of Procurement of maintenance stores for GEs in AOR of
CWE are entrusted to the CWE. A representative of CWE and User rep will form
the part of 'Acceptance BOO'. The acceptance BOO will be convened by CVVE.
(b) Demand of maintenance stores should be worked out based on the
average consumption of each type of stores for past three years.
Contd...5/-
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(c) In order to cater for the lead time required for the procurement, the GE
should have at least on month requirement of stores while placing demand,
procurement may be reduced to one month since time required in placing supply
through GeM and supply of stores has been reduced to 15 to 30 days in lieu of
30 to 60 days and GeM being a dynamic system, prices of stores vary frequently.
Moreover, blocking of the Govt funds is for only one month requirement in lieu of
three months requirement earlier.
(d) Maximum/minimum Board of Officers shall be ordered by CWE and will be
approved by CWE and forwarded to Zonal Chief Engineer for perusal.
(e) Board of officers once approved by CWE would form the basis to generate
demand keeping in mind the balance in stores and consumption pattern.
(f) The demand should be forwarded to CWE on monthly basis which will be
consolidated and supply order will be placed by CWE.
(g) The delivery of materials should be made to concerned GE based on their approved demand.
(h) Make/Brand shall be considered on GeM portal as approved by concerned
Command Chief Engineer and approved by GOC-in-C or equivalent in Air
Force/Navy to bring uniformity in product quality and rates.
(j) The stores shall be received in Transit cell of Div stock and shall be
checked and passed by Acceptance BOOs convened by CWE and
representative of User and CWE form the part of BOOs.
(k) Procurement of stores, required for sanctioned jobs of CsWE and GEs
power will be done by CsWE. Separate demand, duly justifying the requirement,
will be given to the CWE at least on month in advance.
13. Direct Purchase. Keeping the above points in view, the procurement of stores
on GeM portal as per Rule 149 of GFR will be resorted to as under :- (a) On GeM purchase upto Rs 50,000/-. Purchase or Buyers are authorized to procure the stores/items through any of the available supplier on
GeM, meeting the requisite quality, specifications and delivery period. The
procuring authorities will certify the reasonability of rates. The items/stores will be add on cert and supply order may be placed to the selected supplier and
stores will be delivered within 15-30 days after date of supply order if acceptable by supplier.
Contd...6/-
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(b) Supplier may accept/reject the supply order within three days of placing
supply order.
(c) In case supplier rejects the supply order, entire process is required to be
repeated for placing fresh supply order.
(d) No action can be taken against supplier by the department which may be
considered as shortcoming of GeM.
(e) Purchase of goods above Rs 50,000/- and upto Rs 30,00,000/-
(i) In MES the Competent Authority may exercise the financial powers
as given in Para 5 (a) (i) of table `B' of RMES amended from time to time.
Purchasers/Buyers are authorized to purchase the items/stores through
GeM seller having lowest price amongst the available sellers of at least
three different manufacturers on GeM, meeting the requisite quality,
specifications and delivery period. The tools for online bidding and online
reverse auction available on GeM portal can be used by the Buyer if
decided by the competent authority. The procuring authorities will
certify the reasonability of rates.
(ii) In MES as per policy, the stores/items are required to be procured
from the sellers approved by the respective Chief Engineer Command and
available on GeM portal meeting the requisite quality, specifications and
delivery period. The tool for online bidding and online reverse auction will
be utilized by the Buyer for getting competitive rates among approved
sellers. The procuring authorities will certify the reasonability of rates.
(f) Purchase of goods above Rs 30,00,000/-. The may be resorted to
after getting prior approval of E-in-C's Branch, New Delhi. Stores Purchasers/
Buyers are authorized to purchase the items/goods through the seller having
lowest price meeting the requisite quality, specifications and delivery period, after
mandatorily obtaining bids using online bidding or reverse auction tool provided
on GeM. The procuring authorities will certify the reasonability of rates.
(g) The market prices of various goods and services as offered by sellers on
GeM and offer prices for getting best competitive rates, GeM recommends use of
bidding/reverse auction tool available on GeM Portal.
14. Buying from Single OEM. If the buyer wants to buy any specific OEM's
product, then PAC (Proprietary Article Certificate) buying can be opted in administrative
filter after obtaining necessary approval of competent authority and can buy without
comparing products from two different OEM's.
Contd...7/-
-7-
15. Procedure to make Procurement on GeM:-
(a) Buyer to log in to GeM portal.
(b) Select and cart the product as per requirement through application of
various filters.
(c) Buyers should apply filter carefully to define their requirement without
effecting the competitiveness.
(d) Select the proper buying method as per GFR 149 as under:-
(i) Direct Purchase.
(ii) Bidding.
(iii) Reverse Auction.
(e)
Create demand and process order.
(f)
Upload fund availability certificate.
(g)
Generate contract order & sanction order.
(h)
Supply order is placed. Seller to deliver goods and services to consignee
within stipulated delivery date and generate online invoice on GeM portal.
(j) Consignee to log in' after receipt of items.
(k) Generate Provisional Receipt Certificate (PRC) within 48 hours of receipt
of stores.
(I) Generate Consignee Receipt and Acceptance Certificate (CRAC) within
10 days of receipt of stores.
(m) After Generation of CRAC, the payment may be made to seller within ten
days. Therefore buyer will process the bill and forward to paying authority for time bound payment.
16. Creation of E-bid & Reverse Auction (a) E-bidding. As decided by Competent Authority, E-bid may be created to
procure the goods and services on GeM portal. In E-bid, buyers may add
additional specifications as per requirement and may notify the delivery period as
per their requirement. The E-bid will be valid for minimum period of 7 days. The
time for opening of bids and specifications, delivery period, other conditions may
be added and option to proceed to check is clicked. OTP generated on required
NIC mail ID/mobile No. Verify OTP and bid is created. Firstly, technical bid
opened on prescribed time and date. Thereafter, TEC is carried out and financial
bids are opened on receipt of L1 vendor, meeting requires specifications and
other terms and condition. Supply order is created on GeM portal.
Contd...8/-