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La Gazette de L' État de Poudouchéry

The Gazette of Puducherry

PART - I

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EXTRAORDINAIRE

EXTRAORDINARY

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14 {

No.

Poudouchéry

Mardi

Juillet

2015 (23 Asadha 1937)

No.

Puducherry

Tuesday

14th

July

2015

[ 429 ]

GOVERNMENT OF PUDUCHERRY

CONFIDENTIAL AND CABINET DEPARTMENT

CHIEF VIGILANCE OFFICE

(G.O. Ms. No. 3, dated 2nd July 2015)

ORDER

In the G.O. Ms. No. 1, dated 21-2-2013 of the Chief Vigilance Office,

Puducherry, e-Procurement has been made mandatory for tendering of goods, works

and services costing ` 10 lakh and above through the Government e-Procurement

portal of Union territory of Puducherry viz. https://pudutenders.gov.in complying

the guidelines of Ministry of Commerce and Industry, Department of Commerce

(Supply Division), New Delhi, which is monitoring and funding this Mission Mode

Project (MMP) under National e-Governance Plan (NeGP). In the G.O. Ms. No. 3,

dated 24-10-2013 of the Chief Vigilance Office, Puducherry, orders were issued

reducing the threshold limit of e-Tendering from ` 10 lakh and above to ` 5 lakh

and above, in order to scale up the volume of procurement through e-Tendering mode.

430

LA GAZETTE DE L’ETAT

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430

2. At present the payment towards tender fee and earnest money

deposit (EMD) are collected from the bidders through demand drafts by the

tendering department. The scanned copy of the demand drafts are uploaded by

the bidders in the tendering portal and the original demand drafts are sent to the

tendering departments before tender closing date. The tender fee is non-refundable

and credited to Government account. After award of contract to the successful

bidder (L1), the earnest money deposit of other bidders are returned and the earnest

money deposit of successful bidder (L1) alone is retained till the completion of

contract.

3. In order to ensure complete confidentiality and anonymity in tendering

process and to simplify the payment/refund procedure, payment towards earnest

money deposit and tender fee shall be collected online by integrating the

e-Procurement portal of Union territory of Puducherry with the payment gateway

aggregation services of State Bank of India viz., SBIePay. A Memorandum of

Understanding (MoU) with State Bank of India has been executed in this connection

on 15-5-2015. This facility will be introduced by this administration during the

launch of Digital India Week, planned from 1st - 7th July 2015.

4. The following are the features and process for the online payment

mechanism for e-Procurement system of Union territory of Puducherry.

Payment mode: The bidders shall make payments only through internet

banking mode. A bidder shall make online payments using his/her internet banking

enabled account with any of the 30 banks as per the Annexure "B" enclosed.

To facilitate the bidders having account with other banks which are not included

in the list, State Bank of India shall open a zero balance current account and issue

net banking login credentials to enable the bidders to make payment.

As the payment amount is high and problems of charge-back transactions

are to be handled, it is recommended to remove debit, credit/credit card payments

in this system. Payments through other bank accounts through NEFT/RTGS mode

is currently not available in SBIePay. Hence, State Bank of India will develop this

functionality in due course, so as to have hassle-free payment on the part of bidders

who do not have account in the banks listed in the Annexure "B".

Pooling account: The amount towards tender document fee and earnest

money deposit of a respective tender shall be collected in a pooling/collection

account of e-Procurement portal. To enable this provision, Union territory of

Puducherry has authorised State Bank of India, Puducherry main branch to open

a common polling account for collecting tender documents fees and earnest money

deposit amount vide G.O. Ms. No. 1, dated 13-1-2015. Accordingly, State Bank of

India, Puducherry main branch has opened a common pooling account bearing

Number 34805026965 in the name and style of "Government of Puducherry e-Tender

SBIePay". The amount of earnest money deposit of all unsuccessful bidders shall

be refunded automatically to the bidder's account by the e-Procurement system

during stage-wise evaluation of bids.

Payment/Collection process through internal routing accounts: A bidder

desirous of taking part in a bid, shall login to Union territory of Puducherry e-Tender

website: https://pudutenders.gov.in selects the required tender, initiates payment.

He will be directed to the payment gateway page of SBIePay where he will have

the option to make payment through internet banking. Payments made by the

bidders will be credited to the pooling Account A/c. No. 34805026965 on T+1 basis,

"T" being the date of transaction in the e-Tender Portal.

PART-I ]

LA GAZETTE DE L’ETAT

431

Routing of tender fees and earnest money deposit amount to respective

Government department/PSU.

Based on the Government department code/ PSU code provided by NIC,

SBIePay will bifurcate the payment received from a bidder, into four components viz.,

(a)

Government department

. .

Earnest money deposit

(b)

Government department

. . Tender fees

(c)

PSUs/Autonomous bodies

. .

Earnest money deposit and

(d) PSUs/Autonomous bodies

. .

Tender fees

The parameters sent by NIC shall be in such a manner that SBIePay can

identify whether, the payment relates to :

(a) Government department or PSU

(b) If Government department the department code/office code/any

relevant treasury code to identify the respective Tender Inviting Authority (TIA)

Based on the above parameters, SBIePay shall generate a MIS file. Login

credentials for the SBIePay portal will be provided by SBIePay to the Directorate

of Accounts and Tresuries, Puducherry. Further, Directorate of Accounts and

Treasuries, Puducherry shall create a user for State Bank of India, Puducherry to

enable them to login and download the MIS file. State Bank of India, Puducherry

will login to the SBIePay portal and download the MIS file and reconcile the balance

in the pooling account.

Refunds: As directed by Union territory of Puducherry, processing of

refunds will be carried out in the following stages.

(a) After opening of bid (Incomplete bid or withdrawal of bid)

(b) After technical bid evaluation (Rejected bids)

As an end-of-day (EOD) activity, NIC e-Procurement system shall generate

an encrypted XML file for outward transactions, as per the format mutually agreed

upon by SBIePay and NIC, considering all the tenders opened on that particular

day, indicating-

(a) The list of bidders whose bids are incomplete/withdrawn.

(b) The list of bidders whose bids have been rejected following technical/

financial evaluation of bids.

SBIePay treats all the above cases as "Refund request" and processes the

XML file; and make available the processed file to State Bank of India, Puducherry

Branch through a secure mode, downloaded from SBIePay Server. State Bank of India,

Puducherry Branch is authorised to debit the pooling account with the total amount

mentioned in the MIS file and sends the funds to SBIePay by way of internal

transfer i.e., debiting pooling account at State Bank of India, Puducherry and

Crediting Nodal account at SBIePay, Mumbai. SBIePay upon receipt of funds from

State Bank of India, Puducherry shall process the refunds to the same bidder account

through which it was debited/received. This refund shall be made within 2 working

days from the date of generation of the MIS/XML files, by NIC e-Procurement

system.

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LA GAZETTE DE L’ETAT

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After award of contract, the earnest money deposit amount of L1 bidder

shall be remitted online to the District Treasury/respective PSUs account from the

pooling account of State Bank of India, Puducherry which is opened for e-procurement

portal of Government of Puducherry. However, State Bank of India, Puducherry/

SBIePay shall process the refunds, solely on the basis of refund files generated

by NIC e-Procurement system.

Refunds due to cancellation of tenders : Refunds due to cancellation of

tenders will be done as per the file generated by the NIC e-Procurement system.

For SBIePay it is a "refund request" and will be processed as enumerated above.

Settlement of funds with Government treasury/PSUs.: As an EOD activity,

the NIC e-Procurement system shall generate an encrypted file for inward

transactions, as per the format mutually agreed by SBIePay and NIC considering

all the tenders opened on that particular day. SBIePay shall make use of this file

for verification purpose and for generation of final MIS report for settlement with

Government departments and PSUs.

Government departments: On the next bank working day of tender opening,

SBIePay shall provide an MIS to State Bank of India, Puducherry, main branch in

a secure manner, which is downloadable by State Bank of India, Puducherry from

SBIePay Server. This MIS shall contain the tender fees as well as the earnest

money deposit details. The MIS pertaining to tenders of Government department

will be included in the "Puducherry Government Receipt Scroll" already being sent

by State Bank of India, Puducherry to the Government Treasury as per department

code-wise/TIA-wise, However, no challans will be made available to the Treasury

for these e-Payments received from the bidders.

PSUs/Autonomous bodies: On the next working day of tender opening,

SBIePay shall provide an MIS to State Bank of India, Puducherry, downloadable

by State Bank of India, Puducherry from SBIePay Server. This MIS shad contain

the tender fees as well as the earnest money deposit details. State Bank of India,

Puducherry Branch shall settle the funds with individual PSUs/Autonomous bodies,

by crediting the tender proceeds to the bank accounts of PSUs/Autonomous bodies

provided in the MIS of SBI. NIC e-Procurement system is required to pass the PSUs/

Autonomous bodies bank account details viz., account number, IFSC Code details

in the XML file to SBIePay system.

Reconciliation and Balancing of Pooling Account of e-Procurement portal:

Pooling Account (A/c. No. 3480502965) is an escrow account, account held by the

Director, Directorate of Accounts and Treasuries, Puducherry. State Bank of India,

Puducherry Main Branch maintains the escrow account in trust for the Union

territory of Puducherry. Union territory of Puducherry authorises State Bank of

India, Puducherry Main Branch to debit the pooling account towards the settlement

with Treasury and PSUs/Autonomous bodies as per the XML/MIS files generated

from NIC e-Procurement system and by State Bank of India, Payment

Gateway (SBIePay) system. Union territory of Puducherry further authorizes State

Bank of India, Puducherry main branch to debit the pooling account towards refund

of earnest money deposit to the bidders as per the XML/MIS files received from

NIC e-Procurement system and by State Bank of India Payment Gateway

system (SBIePay).

In this background, it is imperative to reconcile the balance available in

the pooling account. The balance in the pooling account should always be equal

to the amount collected from the bidders in respect of opened tenders.

Hence, NIC, Chennai shall also provide MIS file containing the details of

opened tenders along with details of amount collected towards earnest money

deposit/tender fees. The balance in the pooling account shall be equal to the total

amount of the opened tenders as generated by NIC e-Procurement system.

PART-I ]

LA GAZETTE DE L’ETAT

433

SBIePay win process the MIS file and make it available to the Director,

Directorate of Accounts and Treasuries and State Bank of India, Puducherry branch

which is downloadable from SBIePay Server.

It is the responsibility of the Directorate of Accounts and Treasuries,

Puducherry and State Bank of India, Puducherry Main Branch to reconcile and

balance the pooling account. The e-Payment process flow is illustrated in

Annexure "A".

5. Roles and responsibilities: The following shall be the broad roles and

responsibilities of stakeholders:

Role of National Informatics Centre: (a) Customise e-Procurement software

and web-pages of Government of Puducherry (https://pudutenders.gov.in) to enable

the provision for online payment.

(b) Coordinate with SBIePay for integration of the online payment system

with e-Procurement system.

e-Procurement website to SBIePay payment page and provide/pass necessary

details/parameters to the banker during online payment process for identifying

details of department, tender fee, earnest money deposit, etc.

(d) National Informatics Centre shall make available all necessary reports

to the respective tender inviting authority detailing the amount received towards

tender document fees and earnest money deposit for each tender enabling the

tender inviting authority to qualify the bidders.

(e) Enable automatic generation of daily MIS files (irrespective of whether

there is tender opening or not) from e-Procurement system as per the terms and

conditions of the tender and Government directives and ensure delivery of the same

to SBIePay for enabling automatic refunds/settlement of funds.

(f) Map necessary bank accounts on e-Procurement system for enabling

transfer of funds from bidders to routing/pooling/settlement accounts.

(g) Providing alerts through SMS/e-mail as an acknowledgment of receipt

of payments made by bidders through payment gateway.

(h) Training to departmental users and bidders regarding e-Payment

system.

(i) Publish/update the list of banks included in the Payment gateway

service of SBIePay in the e-Procurement portal of this Union Territory.

Role of SBIePay : (a) Make necessary provision/customisations at their

end to enable online payments/refunds.

(b) Coordinate with National Informatics Centre for integration of Payment

Gateway/Aggregation System with e-Procurement portal.

or unsuccessful transactions during online payment processes and redirect them

to e-Procurement website with necessary transaction reference details enabling

them to submit their bids.

(d) SBIePay shall ensure providing required MIS to enable State Bank of

India, Puducherry to transfer funds from pooling account to the bank account of

Treasury/PSUs/Autonomous bodies on the next bank working day of opening

of bids.

434

LA GAZETTE DE L’ETAT

[ PART-I

434

(e) SBIePay should provide timely reports and reference details to NIC,

enabling them to carry out their role as stated above.

(f) Refund of earnest money deposits to bidders as per the MIS files

provided by NIC e-Procurernent system within 2 working days from the date of

generation of MIS file and also provide a confirmation to NIC e-Procurement system

on the same.

(g) Make provision for Help Desk for resolution of problems encountered

by bidders and for other unforeseen circumstances faced by the stakeholders.

(h) Providing list of banks included in the Payment Gateway system to NIC,

from time to time, for publishing in the e-Procurement portal of Union territory of

Puducherry.

Role of SBI, Puducherry : (a) Download the MIS files with respect to

Collection/Refund/Settlement files on a daily basis.

(b) Debit the pooling account with the total amount to be refunded to the

bidders as per the MIS file and Credit the Nodal account of SBIePay to enable

SBIePay to process the refunds.

Treasury for Government departments and credit the Treasury account. Necessary

scroll in this connection to be provided to Treasury.

(d) Debit the pooling account with the total amount to be settled with

PSUs/Autonomous bodies and credit the respective bank accounts of the PSUs/

Autonomous bodies. Bank account numbers of the PSUs/Autonomous bodies will

be available in the settlement file.

(e) Download the MIS file containing the details of the outstanding

transactions for the opened tenders and reconcile the balance with the pooling

account.

Role of Core Committee (e-Procurement), Puducherry: (a) Communicate

online payment requirements of Government departments/ PSUs/ Autonomous

bodies to National Informatics Centre/SBIePay for mapping/customisation,

(b) Facilitate necessary structure of MIS to National Informatics Centre/

SBIePay in consultation with participating Government departments/State PSUs/

Autonomous bodies and Government Treasury.

Role of Government Treasury: (a) Provide details of Head of account in

respect of tender fee, VAT on tender fee, earnest money deposit to National

Informatics Centre to enable them to include the same in the MIS file for settlement.

(b) Settle the transactions head-wise, department-wise as per the scroll

provided by State Bank of India, Puducherry.

departments.

Role of Government departments/PSUs/Autonomous bodies: (a) Sensitise

the bidders regarding introduction of e-Payment facility in e-Procurernent portal.

(b) Amend the tender documents incorporating the details of e-Payment.

Autonomous bodies to National Informatics Centre for sending MIS.

PART-I ]

LA GAZETTE DE L’ETAT

435

Training on e-payment to Departmental users and to bidders shall be

conducted by NIC, Puducherry in the e-Procurement Cell, Chief Secretariat,

Puducherry. All the Heads of Departments, Boards, Corporations, Societies,

Autonomous/Statutory bodies of Government of Puducherry shall henceforth adopt

e-Payment system for the tenders floated through the Government e-procurement

portal in respect of procurement of goods, services and works with estimated value

of ` 5 lakh and above.

For any clarification, the helpline may be contacted at Ph:(0413)-2220225,

email-id: [email protected]

CHANDRAKER BHARTI,

Secretary to Government (Finance)-cum-

Chairman, Core Committee (e-Procurement).

————

Central Pooling a/c

SBI Puducherry

L1-EMD &

Tender Fees (All bidders)

transferred

Treasury a/c

SBI, Puducherry

PSU 1 a/c

Bank 1

PSU 2 a/c

Bank 2

PSU n a/c

Bank n

EMD & Tender Fees Transferred

via SBI Payment Gateway

SBIePay a/c

Mumbai

EMDs of

unsuccessful bidders

returned (stage-wise)

EMD of

unsuccessful bidders

returned (stage-wise)

Bidder 1 a/c

Bank 1

Bidder 2 a/c

Bank 2

Bidder n a/c

Bank n

436

LA GAZETTE DE L’ETAT

[ PART-I

436

ANNEXURE "B"

List of banks available m SBIePay

1. State Bank of India

2. State Bank of Bikaner and Jaipur

3. State Bank of Hyderabad

4. State Bank of Mysore

5. State Bank of Patiala

6. State Bank of Travancore

7. Bank of Maharashtra

8. Corporation Bank

9. Dena Bank

10.

Indian Bank

11.

Oriental Bank of Commerce

12.

United Bank of India

13.

Vijaya Bank

14.

City Union Bank

15.

Catholic Syrian Bank

16.

Federal Bank

17.

ING Vysya Bank

18.

Jammu and Kashmir Bank

19.

KarurVysya Bank

20.

South Indian Bank

21.

Tamil Nadu Mercantile Bank

22.

DCB Bank

23.

Lakshmi Vilas Bank

24.

Punjab and Sind Bank

25.

IDBI Bank

26.

Indusind Bank

27.

Syndicate Bank

28.

UCO Bank

29.

Andhra Bank

30.

Bank of India

online publication at “http://styandptg.puducherry.gov.in”

Government Central Press

Directorate of Stationery and Printing

Puducherry-9