No-T-15017/12/2005/P-III National Rural Road Development Agency Ministry of Rural development Government of India

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1 No-T-15017/12/2005/P-III National Rural Road Development Agency Ministry of Rural development Government of India 5 th Floor, 15 NBCC Tower, Bhikaji Cama Place, New Delhi Dated 24 th August, 2009 Minutes of the Meeting on Project for e-procurement under PMGSY by NIC A meeting to discuss the implementation plan of eprocurement was held on 18 th August, 2009 in UNNATI Krishi Bhavan. The meeting was chaired by DG, NRRDA and was attended by DG NIC, MD NICSI, representative of States, officials of Ministry of Rural Development, NRRDA, NIC & NICSI. List of participants is given in Annexure-I. 2. At the outset DG, NRRDA & JS(RC) welcomed the participants and mentioned that the Ministry has approved the project proposal submitted by NIC for implementing e-procurement under PMGSY. He highlighted the criticality of time required in process of procurement of works under PMGSY and indicated that as per the provisions, the award of work should be completed within 3 months, however, few projects are being awarded in stipulated time frame and it has been observed that many projects take substantial time in award. With availability of robust IT solutions procurement can be handled more efficiently. Andhra Pradesh has been pioneer in this field and has demonstrated the benefits of e- tendering. Apart from savings in direct cost such as advertisement, there are indirect savings by in lower tender premiums due to increase in competition among the bidders and better transparency. States like Haryana, Chhattisgarh, Madhya Pradesh, Karnataka, Gujrat and Orissa have also taken a lead and adopted electronic tendering for PMGSY works. In Orissa, the NIC software GePNIC has been used and now functioning seamlessly for last one year. 3. Based on the feed back from the States in the e-procurement workshop held on 18th March, 2009, 18 States have indicated their willingness to use NIC software for e-procurement under PMGSY. On the basis of preparedness and their enthusiasm, the e-procurement is

2 proposed to be rolled out in 11 States including Himachal Pradesh, Maharashtra, Punjab, Rajasthan, Sikkim, Tripura, Uttar Pradesh and West Bengal in the first phase. Since the e-procurement is already operational in the States of Haryana and Orissa, it has been decided to extend support to these States through NIC for hardware etc. The States of Bihar, Jharkhand, Kerala and Manipur have also shown keen interest in taking up e-procurement during the current financial year; therefore, it has been decided to include these States also in the first phase itself. It emerged that major work-load in the PMGSY is being handled in the States of Uttar Pradesh and Bihar and success of this project in these two States would be critical. 4. DG, NIC while thanking the DG, NRRDA for arranging a meeting on such an important project, stated that NIC has developed a generic e-procurement system to facilitate Government Departments across various States to bring in more transparency and efficiency in the entire procurement process. Highlighting the important features of the project, he stated that it has two factor authentication online bid submission, automated notifications, facility for payment gateway interface and user friendly operations. He assured full support of NIC in successfully implementing the e-procurement project. 5. MD, NICSI assured installation of requisite number of servers required to facilitate smooth implementation of the project. She further stated that NICSI has a fully trained team to facilitate the implementation of the project. The feedback received from the States will be of great help in further streamlining the project. 6. Senior Technical Director, NIC, made a presentation on e- procurement defining the roles and responsibilities of Ministry of Rural Development, NRRDA, State Governments/SRRDA, NIC & NICSI. He also made mention about the special features of the project which include formation of a Core Team for interaction with NIC/NICSI, twoday Workshop on e-procurement to be held in Delhi, issuance of DSC etc. A copy of the presentation made during the meeting is given in Annexure II. 7. Responses by the States: West Bengal has already started the implementation of the project in March, 2009 using the NIC software. They have also designed a solution for online technical evaluation of the bids.

3 Uttar Pradesh has identified the core teams and the nodal officers. 479 officers and 130 contractors have been imparted training. 138 digital signature cards have been issued to officers and the action has been initiated to issue DSC to the contractors. Tripura is in the process of starting the project. Since PMGSY is being implemented through NBCC and HSCL, the State would like to include representatives from these organizations in core team for e- procurement. It was agreed that Tripura may include two representatives each from NBCC and HSCL to spear head the project and the Nodal officer may be from the State PWD. Sikkim has taken the policy decision for adopting the e-tendering for the works of value more than Rs Crore. For PMGSY, the State desired to have hand holding & training support. It was indicated that all tenders under the programme would be required to follow e- procurement upon implementation of this project. Rajasthan has already identified core teams and nodal officer. Issuance of Digital signature certificate is being processed for the officers. Orissa has already implemented e-tendering. However, they would take advantage of experience of evaluation of technical bids by West Bengal Government. Orissa flagged the issue regarding On-line payment of EMD. The State has put in place the Appellate Authority and has developed the code of conduct etc also. Maharashtra expressed willingness to start the project as soon as possible. Himachal Pradesh has conducted a workshop on e-procurement. The nodal officer and the core team have been identified. State needs extensive training and hand-holding support. Haryana is already implementing the project through a private vendor. As of now, they are not planning to switch over to the NIC platform. As such, Haryana need not be included in this project. Bihar has already started preparing processes. nodal officer have been identified. Core team and the 8. In his concluding remarks, DG, NRRDA & JS(RC) indicated the immediate action required from the State was to identify one nodal

4 officer who would act as a team leader for this project and shall coordinate with NIC/NICSI and NRRDA. The State was also required to identify a core-team of two officers from the department who would spear-head this project in the State. States were requested to send the names of these officers by The meeting ended with Vote of Thanks to the Chair. (Prabha Kant Katare) Director (Projects-III) Distribution: 1. Shri B. K. Gairola, Director General, NIC, Deptt. of Information Technology, Ministry of Communications and Information Technology, A-Block, C.G.O. Complex, Lodhi Road New Delhi Smt. Junu Kailay, MD, NICSI, 6th Floor, Hall No.2&3, NBCC Tower, Bhikaji Cama Place, New Delhi Shri Shashi Shekhar Sharma, Secretary, Rural Works Department, Government of Bihar, 5 th Floor, Vishveshvaraiya Bhavan, Bailey Road, Patna , Bihar. 4. Dr. P. C. Kapoor, Principal Secretary, Public Works Deptt., Govt. of Himachal Pradesh, Shimla, Himachal Pradesh. 5. Shri Baldev Singh, Secretary, Department of Rural Development, Govt. of Maharashtra, 1 st Floor, Room No. 157 Main, Mantralaya, Mumbai , Maharashtra. 6. Shri Kulbir Singh, Secretary, Department of PWD (Roads & Bridges), Government of Punjab, Secretariat, Chandigrah, Punjab. 7. Shri Dinesh Kumar Goyal, Principal Secretary, Public Works Department, Government of Rajasthan, Jaipur, Rajasthan. 8. Shri A. K. Ganeriwala, Secretary, Rural Management & Development Department, Government of Sikkim, Gangtok , Sikkim. 9. Shri Yash Pal Singh, Commissioner & Secretary, Public Works Department, Government of Tripura, Secretariat Complex, Agartala, Tripura. 10. Shri Rohit Nandan, Principal Secretary, Department of Rural Development, Government of Uttar Pradesh, Civil Secretariat, Lucknow , Uttar Pradesh.

5 11. Dr. M. N. Roy, Principal Secretary, Panchayati Raj & Rural Development Department, Government of West Bengal, Jessop Building (Ist Floor), Kolkata , West Bengal. 12. Shri K. K. Jalan, Secretary, Public Works Department (B&R), Government of Haryana, Room No.207, 2 nd Floor, Mini Secretariat, Haryana Civil Secretariat, Sector-7, Chandigrah, Haryana. 13. Dr. Tara Dutt, Commissioner- cum-secretary, Department of Rural Development, Government of Orissa, Bhubaneshwar, Orissa. 14. Shri D. C. Mishra, Sr. Technical Director, NIC, Deptt. of Information Technology, Ministry of Communications and Information Technology, A-Block, C.G.O. Complex, Lodhi Road New Delhi Smt. Anubha Goyal, Technical Director, NIC, Krishi Bhawan, New Delhi. 16. Shri Jitendra Kumar, Director (RC), MoRD, Krishi Bhavan, New Delhi. 17. Shri Sanjay Kumar Rakesh, Director (RC), MoRD, Krishi Bhavan, New Delhi. 18. Shri H. K. Srivastava, Director (Projects-I), NRRDA 19. Shri A. D. Kapaley, Director (Projects-II), NRRDA 20. Shri R. Chauhan, Director (F&A), NRRDA 21. PS to JS (RC) & DG NRRDA, Krishi Bhawan, New Delhi.

6 List of Participants Annexure-1 1. Shri B. K. Gairola, Director General, NIC 2. Smt. Junu Kailay, MD, NICSI 3. Shri Shashi Shekhar Sharma, Secretary, RWD Bihar. 4. Dr. P. C. Kapoor, Principal Secretary, PWD Himachal Pradesh. 5. Dr. Tara Dutt, Secretary, Rural Development Department, Orissa. 6. Shri Manoj Kumar Singh, CEO, UPRRDA, Uttar Pradesh 7. Shri Chaman Lal, Chief Engineer, PWD Haryana. 8. Shri Arun Kumar Sharma, Chief Engineer, PWD Himachal Pradesh. 9. Shri C. D. Fakir, Chief Engineer, Rural Development & Water Conservation Department, Maharashtra. 10. Shri H. L. Meena, Chief Engineer PMGSY, PWD Rajasthan. 11. Shri Bikram Das, Chief Engineer, WBSRDA, West Bengal. 12. Shri R. B. Thapa, Add. Chief Engineer, RM&DD, Sikkim 13. Shri T. Sandeep, Dy. Director, IT Deptt., Sikkim 14. Shri Rajiv Mehra, STO, UPRRDA, Uttar Pradesh 15. Shri P. Bhattacharya, IT Nodal Officer. 16. Shri Ganesh Khadange, NIC 17. Shri Nihar Ranjan Biswel, NIC, Bhubneshwar 18. Shri N. Paul Varghese Mathai, NIC, Kolkata 19. Shri Naresh Thakral, Executive Engineer PMGSY, PWD Rajasthan. 20. Shri D. C. Mishra, Sr. Technical Director, NIC 21. Smt. Anubha Goyal, Technical Director, NIC. 22. Shri Jitendra Kumar, Director (RC), MoRD. 23. Shri Sanjay Kumar Rakesh, Director (RC), MoRD. 24. Shri H. K. Srivastava, Director (Projects-I), NRRDA 25. Shri A. D. Kapaley, Director (Projects-II), NRRDA 26. Shri R. Chauhan, Director (F&A), NRRDA 27. Shri Prabha Kant Katare, Director (Projects-III), NRRDA 28. Shri Rakesh Kumar, Assistant Director, NRRDA

7 Annexure - II 18/08/09 NIC/NICSI 1 NRRDA / Ministry of Rural Development Providing approval for the project. Forming a Core Team for Interaction with NIC/NICSI. Releasing funds to NIC/NICSI as per the Cost Estimates indicated in project report. Issuing directives/instructions to States from time to time on the project management and regarding action to be taken by states. Applying for Toll free number facility to the concerned department for the Central help desk. At the end, Issuing certificate to NIC/NICSI indicating the successful completion of the project to facilitate proper closure of the project by NICSI. 18/08/09 NIC/NICSI 2

8 State Government/SRRDA Identification of nodal officer for smooth implementation of the project. Ensure participation of two nominated Officials for two-days National workshop on e- Procurement. Ensure submission of proper application for issuance of DSC for two nodal deptt officials who will operate the system from state HQ Acquire internet connectivity and desktop Systems at state level (HQ) for official usage. Provide proper officiating space with adequate ICT support for two contract level ICT manpower to be deployed by NIC/NICSI Apply & arrange toll-free number for state level HelpDesk to be operated by these two support manpower. Organize state level training programme for state/district level officials. Faculty will be provided by NIC/NICSI during a training. Ensure effective utilization of facility and GePNIC software. Provide feedback to NIC/NICSI project support system. 18/08/09 NIC/NICSI 3 NIC Over all Project Management in collaboration with NICSI, MRD/NRRDA and states Interfacing with the Ministry, states and NICSI and co-coordinating various activities. Participating in various consultation/workshop/seminar/meetings organized by the ministry Ensure smooth functioning of GePNIC s/w. Ensure timely availability of User manual and Self Learning online tutorial package. Ensuring the adequate participation of NIC State Unit and support from them to state nodal departments. Managing the project activities indicated above. However, NICSI will provide resources (i.e. manpower, hardware etc.) during the project as per its empanelment. Conducting periodic project review meetings based on schedule mutually agreed with MRD/NRRDA. 18/08/09 NIC/NICSI 4

9 NICSI Receive the fund as released by MRD for this project. Form a Central Project Management team. Execute the project activities as per approved proposal Participating in various workshop/seminar/meetings as per approved proposal. Ensuring availability of empanelled agencies for various tasks. Raise timely alert in case of any issue(s) adversely affecting the schedule, cost or scope of the project. Supply of H/W, S/W and Performing co-location, data center hosting services and ensure effective management of servers and uninterrupted Internet connection. 18/08/09 NIC/NICSI 5 Detailed activities of NICSI Hardware and Software procurement and installation Appointment of one programmer at Data Center for DB and Web Support Appointment of two programmers at NIC HQRS Appointment of programmers at NIC Chennai Appointment of one programmers at each NIC State Units Appointment of one Programmer each at SRRDA Appointment of prog asst at each State(1 FMP+1 State Call center) (seating arrangements/location (computers) to be decided by NRRDA/State) Engagement of faculty for the training at different States. Procurement of h/w and s/w for the help desk team Appointment of help desk contractors/vendors. Hardware & Software installation (Co-Location) at NICSI LND data center. Appointment of programmers at DR Site Hardware & Software installation for Disaster Recovery -data center. 18/08/09 NIC/NICSI 6

10 Central Project Team Initiate & Follow up for procurement and installation of s/w, h/w and other facilities as approved in the project. Monitoring the vendors for installation of the h/w and System s/w at Data Centers Ensure deployment of contract level manpower Coordinate with NIC-CA Division, HQ and get DSCs issued to officers /individuals Starting of the trainings at different States by the vendors in collaboration with State(Nodal & NIC State Unit) Conducting & organizing the National workshop. Feedback/Fresh Requirement collection on GePNIC Ensure periodic project review meetings Closure of the project 18/08/09 NIC/NICSI 7 NIC Chennai- Development Team Providing the specifications of the servers & s/w to NICSI Monitoring the vendors for installation of the h/w and System s/w at Data Centers & DR facility Ensure upkeep of GePNIC Release upgrades-implementation of the Changes as finalised with the ministry security audit of the GePNIC s/w Training of the contract level manpower (either directly or through ToT) and help desk/call center personnel. Installation of the Demo s/w at the Data Center (Servers) and dayto-day upkeep. Ensure Self-learning online tutorial package and use manual in english before training Roll out of GePNIC s/w 18/08/09 NIC/NICSI 8

11 11 States in the first phase 1. Arunachal Pradesh 2. Himachal Pradesh 3. Maharashtra 4. Manipur 5. Orissa 6. Punjab 7. Rajasthan 8. Sikkim 9. Tripura 10. Uttar Pradesh 11. West Bengal 12 Bihar * 13. Kerala* 14.J&K* 15.Jharkhand* 16.TamilNadu* 17.Uttarakhand* 18.Haryana* (* States will be taken up during the 2nd year of the project-as indicated in the project report) 18/08/09 NIC/NICSI 08/09/09 NIC 10

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