Procurement Management Support System The Making of PMSS

Procurement Management Support System The Making of PMSS and Go Live Training!

Making of PMSS q The need for developing a centralized software that allow more than 200 engineering higher education institutions spread across the states in India to carry out procurement in an efficient and consistent manner was felt from the experiences of major deviations from agreed procurement arrangements and poor capacity observed in implementation of TEQIP Phase 1 ended in 2009. q As part of the project preparations, Go. I and Bank agreed to develop Procurement Management Support System (PMSS) to help the institutions manage procurement worth about US$ 200 Million in the project. q PMSS was developed over a period of almost 1 year. Through a competitive selection, Compulink Software Ltd. Pune, India was selected for the development. It involved efforts from TEQIP NPIU and a national Level Experts Committee of 9 faculty members from the reputed engineering colleges and continous professional and technical support from the Bank Procurement Team to ensure a successful development. 2

Making of PMSS q During the requirement gathering phase NPIU and Compulink consultants visited central and state level institurtions (NIT Durgapur, Walchand College of Engineering, Sangli, SPFU Hyderabad & Osmania university Hyderabad from where web-conferencing was done with 6 other collages to understand the process followed during TEQIP-I). q During the development phase, interim release were made. 3 day review meetings were conducted at NPIU after each release and the application was demonstrated. Inputs were obtained from NPIU, Experts Committee and The World Bank, which helped, shape PMSS to best suite the needs of users. q After the final development an intensive User Acceptance Test (UAT) session was conducted and final tweaking of PMSS was done. q A pilot training for first time users from 14 centrally financed National Institutes of technology (NITs) were organised in Pune India in March 2011. First time users reported they could complete learning and navigating software in 30 mts. Reflecting the user friednly nature and ease of navigation of the software. q PMSS goes live on 1 April 2011 hoping to change the way in which procurement is managed in this major central program 3

Welcome PMSS is a web based procurement management support system that standardizes the procurement process of goods, works and services under TEQIP Phase II project. 4

What is PMSS q Standardizes the procurement process under TEQIP Phase II project q Provides end-to-end procurement process flow q Provides standard document formats defined by World Bank q Provides guidance to follow the procurement process. q Generates real time reports at institution, state and national level q Provides alerts about pending/forthcoming procurements q Helps in contract management q Provides a common interface to raise queries 5

PMSS Modules e-Dashboard : • Shows alerts and • Informative graphs on procurements PMSS – MIS : • Generates reports • Useful in monitoring procurement Procurements : • Procurement plan creation • Procurement Plan approvals • Procurement initiation to closure is done in this module 6 Configuration : • Allows setting up Institution details • Allows other configurations e. g. providing Departments details, Purchase committee details etc Request/ Queries : This module is used for posting queries related to procurement process or technical queries on PMSS

PMSS: limitless Options and Opportunities q Preparation of Procurement Plans by Institutions q Interface forwarding Plans for Approval of NPIU q Provisions to revise with delegated thresholds for approval at Institute, State PFU and NPIU Level q Based only on the Plan, Institutes can Initiate and complete Procurement of Goods and Works following Shopping, NCB, ICB, etc. PMSS generates letters, adverts, bid documents, contracts, evaluation reports etc. Prior review in built at all stages required q Similarly, PMSS also has service procurement following QCBS, FBS, LCS and SSS q PMSS can track contracts after award for delivery and payments q PMSS alerts users on various activities bid to be issued as per Plan, bid opening, evaluation schedules, delivery times, bid and performance security expiry, application of LD, etc. q A range of MIS reports can be generated for institute, state and national levels for procurement monitoring, post review etc. 7

Navigation Prepare/ Revise Plan: This node is used to create/ revise the procurement plan Old Plans: This node is used to view the old-revised plans These nodes are used to Initiate, Perform (In Progress), Complete, Cancel procurements 8 Approvals : This node is used by Director/ SPFU/ NPIU to approve the plans

Procurements Module Procurement • Shopping – Goods/Works • Direct Contracting – Goods/Works • Procurement Plan ØPlan Creation ØPlan Revision • Procurement Plan Approval • Competitive Bidding Ø National Competitive Bidding (NCB) Goods/Works ØInternational Competitive Bidding (ICB) ØLimited International Bidding (LIB) • Services Ø Methods for selection of Firms Ø Methods for selection of Individual Consultants 9

Step 1: Plan Creation Procurement plan is created to define all the procurements for the stipulated plan period. o Define the Procurement Plan for procurement of Goods, Works and Services o Two tabs are provided – Goods/Works and Services. o Select the appropriate tab, click ‘Add’ within the tab and define the package/ service. 10

Step 2: Add Goods/Works Package A package is group of items to be purchased together. Package can be awarded to a single supplier/ contractor o Follow the steps mentioned on the popup and enter the required Data. 11 o Click ‘Save’ to save the Data. o Click ‘Department-wise Breakup’ and enter the breakup, if the item is being procured for multiple departments.

Step 4: Add Services A Service is Firm based or an Individual Consultant based service that can be procured o Enter the required Data o Click ‘Save’ to save the Data. 12

Step 5: Submit Plan for approval Procurement Plan is submitted for approval so that planned procurements can be reviewed o Ensure all packages and services along with their Tentative timelines are defined. o Click ‘Submit Procurement Plan’. The plan will be sent to respective approving authority depending on type of the institution Ø For CFI : NPIU Ø For State-sponsored Institution : SPFU and then to NPIU o Before sending for approval, the plan will be validated against the available budget. 13

Step 6: Plan Approval o On approval from the concerned authorities, the plan status will change to approved. . o After the plan is approved, procurements can be initiated 14

Initiate Procurements 15 o The approved procurements will be seen under the Initiation Node. o Click on the package/ service to be initiated, provide the ‘Actual Financial Section Date’ (i. e. internal, procurement sanction date) and save. o Timelines can be revised using the ‘Revise Timeliness‘ link. o Click on ‘Click here to Proceed’ to start the procurement.

Shopping - Goods 16

Stage 1: Invitation Letter This stage is primarily used to generate Invitation Letters o Click on ‘Step 1: Fill Below Details and Save‘, enter the date and click save. o Click on ‘Step 2: Enter Item Details’, in the shown subtab click on item name (s) and enter data. o Click on ‘Step 3: Add Evaluation Questions, If Required’, add/ delete evaluation questions, if required. on the popup enter the data and click save. o Click on ‘Step 4: Enter Supplier Details’, in the shown subtab add details of the suppliers whom invitation letter will be sent. o Click on ‘Step 5: Define Payment Terms’, two payment terms will be shown in the subtab. Enter expected delivery period for the payment terms. o Click on ‘Step 6: Generate Invitation Letters’ , generate invitation letters for added suppliers. o Click on ‘Step 7: View & Print Invitation Letter ‘. In the shown subtab, download or email the invitation letters to the suppliers. 17

Stage 2: Quotation Opening In this stage Quotation Opening is performed and responsive quotations are identified. o. Click on ‘Step 1: Print Quotation Opening Form’, this form can be used during manual Quotation Opening process. o Click on ‘Step 2: Enter Quotation Opening Data’, enter the data and click save. Click ‘Enter Quotation Opening Data’ link. On the popup enter data for all the suppliers. o Click on ‘Step 3: Upload Quotation Opening Form & Minutes’, upload the Quotation Opening form and Quotation Opening Minutes in the shown subtab. 18

Stage 3: Quotation Evaluation In this stage, evaluation is performed and lowest evaluated responsive supplier is identified. o. Click on ‘Step 1: Print Quotation Evaluation Form’, this form can be used during manual evaluation process. o Click on ‘Step 2: Enter Quotation Evaluation Data’, on the popup enter data for all the suppliers. o System will evaluate and display the Lowest Responsive Supplier. o Click on ‘Step 3: Upload Quotation Evaluation Form’, upload the Quotation Evaluation Form and Minutes of meeting in the shown subtab. 19

Stage 4: Recommendation for Award In this stage appropriate responsive supplier can be recommended. If the lowest evaluated responsive supplier (L 1) is not acceptable by the committee , then another supplier can be selected in this stage Select the appropriate Supplier, enter the comments and save. 20

Stage 5: PO Generation In this stage the Purchase Order is generated and Payment terms are updated. o Click on ‘Step 1: Fill below details’ , enter PO generation date and click Save. o Click on ‘Step 2: Generate Purchase Order‘, enter data on the popup and save. Click on ‘Print PO’, this will generate the Purchase Order. o Click on ‘Step 3: View/Update Payment Details ‘, update data for each payment term. o Click on ‘Step 4: Upload Purchase Order’, upload the Purchase Order in the shown subtab. 21

Stage 6: GRN and Payment Tracking In this stage Goods received details are captured and Payment tracking is performed. o Click on ‘Step 1: Fill GRN Details’ , as and when Goods are received enter data in the shown subtab. o Click on ‘Step 2: Enter Payment Details ‘, update payment details as and when payments are made. 22

Shopping – Works o Shopping – Works follows this process o The basic stages and steps of Shopping Works are similar to those of Shopping Goods 23

Direct Contracting o Direct Contracting follows this process o Direct Contracting is similar to Shopping except; o Quotations are invited from only one supplier/ contractor. Thus the condition on minimum three suppliers/ contractors does not exist for Direct Contracting. o Quotation Opening and Quotation Evaluation steps are not present for Direct Contracting. 24

NCB – Goods follows this process 25

Stage 1: Generation of Bid This stage is primarily used to generate the SBD document o Click on ‘Step 1: Enter Bid Details‘, enter the data and click save. o Click on ‘Step 2: Enter Bidder Instruction & SCC Information’, on the popup enter the data and click save. o Click on ‘Step 3: Add/View Item Specifications’, in the shown subtab click on item name (s) and enter data. o Click on ‘Step 4: Add/View Payment Terms’, three payment terms will be shown in the subtab, edit/ update the payment terms, as required. o Click on ‘Step 5: Define Additional Question, If Required’, add/ delete the evaluation/ post qualification question, if required. o Click on ‘Step 6: Generate SBD’, save the SBD and update the yellow sections in the SBD. o Click on ‘Step 7: Upload/ View SBD ‘, upload the final SBD in the shown subtab. 26

Stage 2: Advt. & Issue of Bid In this stage tender is floated and info of bidder purchasing bid is captured, if available o Click on ‘Step 1: Generate Advertisement‘, on the popup enter the data and click save. Click ‘Print Advertisement’ link to generate the advertisement. o Click on ‘Step 2: Enter/View Advertisement Details’, enter the data and click save. o Click on ‘Step 3: Upload/View Advertisement ’, upload the copy of Advertisement in the shown subtab. o Click on ‘Step 4: Add/View Bidder Details’, as and when Bids are issued, bidder data can be entered. o Click on ‘Step 5: Enter Prebid Meeting Information’, on the popup enter prebid meeting details, if any. o ‘Extension of Bid submission date (if required)’ link , can be used if there is extension of bid submission date. o ‘Upload Corrigendum (If any)’ link, can be used to upload the Corrigendum, if any. 27

Stage 3: Bid Opening In this stage Bid opening is performed and responsive bids are identified o Click on ‘Step 1: Add/View Bidder Details‘, add the bidders in the subtab. o Click on ‘Step 2: Print Bid Opening Form’, this form can be used during manual opening processes. o Click on ‘Step 3: Enter/View Bid Opening Data’, enter the data and click save. Click ‘Enter Bid Opening Data’ link, on the popup enter data for all the Bidders. o Click on ‘Step 4: Upload Bid Opening Document & Minutes’, upload the Bid opening doc and Bid opening Minutes in the shown subtab 28

Stage 4: Bid Evaluation In this stage evaluation is performed and lowest evaluated bidder is identified o Click on ‘Step 1: Print Bid Evaluation Form’, this form can be used during manual evaluation processes. o Click on ‘Step 2: Enter/View Bid Opening Data’, on the popup enter data for all the Bidders. o System will show the Lowest Responsive Bidder. Click ‘Post Qualification Criteria’ link and enter the post qualification details. o Click on ‘Step 3: Upload Bid Evaluation Details’, upload the Bid evaluation doc in the shown subtab 29

Stage 5: Recommendation for Award In this stage appropriate responsive bidder can be recommend. If the lowest evaluated responsive bidder (L 1) is not acceptable by the committee then another bidder can be selected in this stage o Select the appropriate Bidder, enter the comments and save. o Click on ‘Step 2: Generate Bid Evaluation Report’, save the BER and update the yellow sections in the BER. o Click on ‘Step 3: Upload/ View Bid Evaluation Report‘, upload the final BER in the shown subtab. 30

Stage 6: LOA, Contract Award and PO In this stage LOA, Contract Award and PO are generated and Payment terms are updated. o Click on ‘Step 1: Fill /View Acceptance Letter details’ , save the LOA generated date. o Click on ‘Step 2: Generate Letter of Acceptance’, this will generate the LOA. o Click on ‘Step 3: Generate Contract & PO‘, enter data on the popup and save. Click on Print PO, this will generate the PO. Click on Print Contract, this will generate the Contract. o Click on ‘Step 4: Enter/View Payment Details ‘, update data for each payment term. o Click on ‘Step 5: Upload PO, LOA & Contract Form’, upload the LOA, Contract and PO in the shown subtab. 31

Stage 7: GRN & Payments In this stage Goods received details are captured and Payment tracking is performed. o Click on ‘Step 1: Fill/View GRN Details’ , as and when Goods are received enter data in the shown subtab. o Click on ‘Step 2: Enter/View Payment Details ‘, update payment details as and when payments are made. o In case of amendments, if any use the ‘Fill Amendment Details, if required’ link. 32

NCB – Works o NCB – Works follows this process o The basic stages and steps of NCB Works are similar to those of NCB Goods 33

ICB o ICB follows this process o The basic stages of ICB are similar to those of NCB except; o At the advertisement stage ‘International site details’ and ‘UNDB’ published data can be inputted. o At every stage World Bank prior review is required thus after every stage package will go for World Bank review. 34

LIB o LIB follows this process o The basic stages of LIB are similar to those of ICB except; o Advertisement is not done in LIB, it is done by direct invitation. 35

QCBS 36

Stage 1: Generation of TOR This stage is primarily used to record date on which TOR has been approved by World Bank. o Click on ‘Step 1: Enter Bank NOC Details‘, enter the data and click save. o Click on ‘Step 2: Define Tech Eval Committee’, in the shown subtab add details about Technical Evaluation Committee members. o. Click on ‘Step 3: Upload TOR Document‘, upload the approved TOR Document in the shown subtab. 37

Stage 2: Advt. & Issue of EOI In this stage Advertisement is generated and EOI document is issued to consultants. o Click on ‘Step 1: Generate Advertisement‘, save the advertisement and update the yellow sections in the document. o Click on ‘Step 2: Fill Advt. Details’, enter the data and click save. o Click on ‘Step 3: Enter Consultant Details’, as and when a consultant request for EOI document, details about the consultant can be entered. o Click on ‘Step 4: Upload/View Advertisement’, upload the advertisement document in the shown subtab. 38

Stage 3: EOI Opening and Shortlisting In this stage EOI opening is performed and consultants are shortlisted for issuing RFP. o Click on ‘Step 1: Fill following Details‘, enter the data and save. o Click on ‘Step 2: Add/View Consultants’, add consultants in the shown subtab. o Click on ‘Step 3: Print EOI Opening Form’, this form can be used during manual EOI opening processes. o Click on ‘Step 4: Shortlisting of Consultants’, on the popup enter data for all the consultants. o Click on ‘Step 5: Upload EOI Opening & Shortlisting Minutes’, upload the EOI opening form and EOI Shortlisting Meeting document or Minutes in the shown subtab 39

Stage 4: RFP Preparation In this stage EOI opening is performed and consultants are shortlisted for issuing RFP. o Click on ‘Step 1: Fill following Details‘, enter the data and save. o Click on ‘Step 2: Instruction to Consultants’, on the popup enter data and save. o Click on ‘Step 3: Define Technical Criteria’, add/ delete the technical evaluation criteria. o Click on ‘Step 4: Define Milestones’, add/edit payment milestones. o Click on “Step 5: Generate RFP”, save the RFP document and update the yellow sections in the document. o Click on ‘Step 6: Upload RFP’, upload the RFP in the shown subtab 40

Stage 5: Issue of RFP In this stage RFP document is issued to shortlisted consultants. o Click on ‘Step 1: Generate Invitation Letters‘, generate invitation letters for shortlisted consultants. o Click on ‘Step 2: View/Print Invitation Letter’, view or print invitation letters in the shown subtab. o Click on ‘Step 3: Fill Pre-proposal Meeting details’, enter Pre-proposal Meeting details and save. o Click on ‘Step 4: Upload Pre-proposal Meeting Documents’, upload the Pre-proposal Meeting documents in the shown subtab. o ‘Extension of Proposal Submission Date (if required)’ link , can be used if there is extension of proposal submission date. o ‘Upload Corrigendum (If any)’ link, can be used to upload the Corrigendum, if any. 41

Stage 6: Technical Evaluation In this stage technical evaluation of all proposals is performed. o Click on ‘Step 1: Fill Following Details’, enter the data and save, o Click on ‘Step 2: Tech Proposal Opening Form’, this form can be used during manual technical proposal opening meeting. o Click on ‘Step 3: Tech Eval Report’, this form can be used during technical evaluation process. o Click on ‘Step 4: Enter Tech Proposal Opening Data’, on the popup enter data for all the consultants and save. Click on ‘Technical Evaluation’ link and enter technical evaluation data for all responsive consultants. o Click on ‘Step 5: Print Invitation Letter’, enter data and print invitation letter for financial proposal opening meeting to technically responsive consultants. o Click on ‘Step 6: Upload Opening Form and Eval Report’, upload technical proposal opening form and evaluation report document in the shown subtab. 42

Stage 7: Financial Evaluation In this stage financial proposal data is entered and combined evaluation of proposals is performed. 43 o Click on ‘Step 1: Fill Following Details’, enter the data and save, o Click on ‘Step 2: Print Financial Opening Form’, this form can be used during manual financial proposal opening meeting. o Click on ‘Step 3: Enter Financial Proposal Opening Data’, on the popup enter data for all consultants and save. System will perform combined evaluation and identify highest ranked consultant. o Click on ‘Step 4: View Score’, view combined score of all consultants in the shown subtab. o Click on ‘Step 5: Upload Financial Proposal Opening Form’, upload financial proposal opening form in the shown subtab.

Stage 8: Recommendation and Contract Generation In this stage recommendation is performed and contract is generated with recommended consultant. 44 o Click on ‘Step 1: Recomm. Details’, enter the data and save, o Click on ‘Step 2: Negotiation Details’, enter negotiation meeting details and save. If negotiations fails, next ranked consultant can be selected for negotiations. o Click on ‘Step 3: Contract Details’, on the popup enter contract details and save. o Click on ‘Step 4: Define Milestones’, add/edit payment milestones. o Click on ‘Step 5: Generate Contract’, save the contract document and update the yellow sections in the document. o Click on ‘Step 6: Upload Contract’, upload the contract form in the shown subtab

Stage 9: Contract Award and Payments In this stage Payment tracking is performed. o Click on ‘Step 1: Enter Contract Sign Date’, enter the data and save, o Click on ‘Step 2: Print Prior Review Checklist’, save the generated prior review checklist. o Click on ‘Step 3: Upload Signed Copy of Contract’, upload the final signed contract form in the shown subtab o Click on ‘Step 4: Track Milestone’, update delivery and payment details as and when payments are made. 45

Individual Consultants – Competitive follows this process 46

Stage 1: Generation of TOR In this stage activities related to TOR approval are performed. Technical Evaluation Committee is defined which is involved in evaluation of technical proposals. o Click on ‘Step 1: Fill below details(Bank NOC)’ , enter the data and click save. o Click on ‘Step 2: Define Tech Eval Committee‘, add members in the shown subtab. o Click on ‘Step 3: Upload TOR document’, upload the TOR in the shown subtab. 47

Stage 2: Shortlisting In this stage short-listing is performed o Click on ‘Step 1: Add/View Consultant’ , add consultants in the shown subtab. o Click on ‘Step 2: Shortlisting Of Consultant‘, enter short listing data for all consultants on popup and save. o Click on ‘Step 3: Recommendation Details’, enter the data and click save. 48

Stage 3: Contract Generation In this stage the contract terms are defined and contract is generated o Click on ‘Step 1: Fill below details(Contract Terms)’ , select the appropriate contract type, enter the data and click save. o Click on ‘Step 2: Define payment terms‘, add the payment terms in the shown subtab. o Click on ‘Step 3: Generate Contract’, this will generate the contract. o Click on ‘Step 4: Upload Signed Copy of Contract’, upload the contract in the shown subtab. 49

Stage 4: Track Payment In this stage information about actual Payment is captured o Click on ‘Step 1: Track payment‘, update payment details as and when payments are made. 50

PMSS – Reports Sr. No. 51 Reports 1 Status Of Completed Civil Works 2 Details Of Contract Placed (On-Going) Civil Works 3 Civil Works Under TEQIP 4 Details Of Tenders Yet To Be Floated For Civil Works 5 Orders Already Placed 6 Details Of Orders Placed During The Reporting Period 7 Details Of Tenders Floated Under TEQIP 8 STATUS OF EXPENDITURE UPTO REPORTING MONTH UNDER TEQIP 9 Delivery Status Report 10 Procurements Not Awarded To Lowest Bidder 11 Delayed Payment Report 12 Institution Rating Report

PMSS – Alerts Sr. No. 52 Alerts Alert Mode 1 15 days & 7 days prior to last submission date of the Plan email 2 Procurements to be initiated in this week e-dashboard & email (7 and 2 day before) 3 Bid opening meetings planned in this week e-dashboard 4 Payments to be made in this week e-dashboard & email 5 Bids To Be Opened in this month e-dashboard 6 15 days before Bid validity expiry date email 7 Evaluation Reports to be Sent e-dashboard 8 Orders to be Placed e-dashboard 9 Bid opening data not feed in PMSS within 2 days email – System lock

Request/ Queries Module is an interface used for answering the queries/ requests raised by the users. v User Submits a request/ query through this module Ø User can add attachments to the request/ query Ø Email is sent to NPIU and respective SPFU v NPIU & SPFU can see the request/ query Ø Provide resolution to the request/ query using discussion thread feature or otherwise Ø Email is sent to user v Requestor can see the comments and close the request 53

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