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GOVERNMENT OF PUDUCHERRY

CONFIDENTIAL AND CABINET DEPARTMENT

CHIEF VIGILANCE OFFICE

(G.O. Ms. No. 1, Puducherry, dated 6th February 2018)

NOTIFICATION

The Department of Expenditure, Procurement Police Division, Ministry

of Finance, New Delhi has communicated that the e-Auction portal viz.,

https://eauction.gov.in, developed by National Informatics Centre is of great

financial advantage and a transparent system for the disposal of scrap/condemned

items and has been used by few States like Maharashtra and West Bengal to

conduct e-Auction of sand, timber, etc.

2. e-Auction package is operational and necessary training are being

imparted in e-Procurement Cell, Chief Secretariat, Puducherry for successful

implementation. The Government Departments have been entrusting the sale of

condemned vehicles to Government Automobile Workshop, Puducherry for auction.

Some Departments are utilizing the services of private vendors/adopting conventional

Registered with the Registrar

of Newspapers for India

under No. 10410

Registered No. PY/44/2018-20

WPP No. TN/PMG(CCR)/WPP-88/2018-20

Dated : 13-2-2018

Price : ` 4-00



La Gazette de L' État de Poudouchéry

The Gazette of Puducherry

PART - I



EXTRAORDINAIRE

EXTRAORDINARY



Publiée par

Published by



Autorité

Authority

` 4-00

Prix : ` 4-00

Price : ` 4-00







2018 }

|

13 {

No.

Poudouchéry

Mardi

Février

2018 (24 Magha 1939)

No.

Puducherry

Tuesday

13th

February

2018

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method for auction of sale of scrap/condemned items, issue of fancy numbers for

vehicles, auction of Toddy shops, etc., Henceforth, all Departments shall migrate

to Government e-Auctioning system after getting hands-on training in this

connection. Some institutions viz., Puducherry Seed Certification Agency,

PONCARE, PAPSCO have successfully conducted e-Auction for disposal of

condemned goods.

3. For the convenience of Department users/bidders, demo-e-Auction site

viz., http://demoeproc.nic.in/e-Auction/app is available for conducting demonstration

prior to real-time auction. The system facilitates both Single-Lot and Multi-Lot

Auctions. Single-Lot Auctions are for items that are similar in nature and are

auctioned at a single event. In the case of Multi-Lot Auctions, similar items with

varying quality/price/other factors are auctioned and each lot will be conducted

separately but, simultaneously under single Auction-ID. In order to ensure Security

and valid participation, bidder credential are verified using two factor

authentication viz., username/password and Digital Signature Certificate.

Notice Inviting Auction (NIA)

The Officer competent to publish Notice Inviting Auction in case of

conventional Bids will host the Notice Inviting Auction in portal. Simultaneously,

a notification should also be published in the newspaper, as per the existing rules,

preferably containing details such as brief description of auction, closing date, etc.,

All the auction documents shall be uploaded in the auction website by the Auction

Inviting Authority using his Digital Signature Certificate. The auction documents

published by the Auction Inviting Authority will appear in the portal as “Active

Auctions”. The published auction will be for specific period of time till the last

date of submission of bids as mentioned in the Notice Inviting Auction after which

the same will be removed from the list of Latest Active Auctions.

Procedure for Conducting e-Auction

The Auctioning Department may appraise the value of scrap (or) engage

an expert to arrive at the reserve price of scrap which is the minimum acceptable

price, prior to the auction.

Auction Inviting Authority/Departmental users shall register in the

e-Auction portal. Each Department shall nominate a Nodal Officer for liaisoning

with NIC and the Core Committee (e-Procurement) for the purpose of implementing

e-Auction. In the software, Nodal Officer will have the responsibility of identifying

and creating Departmental user accounts and assign roles such as Auction Admin

and Auction Publisher. The Digital Signature Auction Certificate (Digital Signature

Certificate Class II, Signing and Encryption) issued under sub-section (4) of section 35

of the Information Technology Act, 2000 is mandatory for e-Auction transactions

at various points of time such as auction Creation/Publishing/Payment Approval/

Bid Evaluation, Award of Contract, etc., The Departmental users engaged in

e-Procurement and e-Auction activities may revalidate their Digital Signature

Certificate prior to its expiry.

The auction parameters like start price, increment/decrement value, auction

fee, earnest money deposit, start date/time, end date/time, etc., are Template Driven

and these parameters can be customized to suit requirements of individual auctions

which adds flexibility within the existing auction framework. Auctioning Department

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LA GAZETTE DE L’ETAT

may include the photograph of the items proposed to be auctioned in the Auction

Notice. The Auctioning Department shall allow the bidders willing to participate in

the auction to inspect the items proposed to be auctioned.

For all purpose the server time displayed in the e-Auction Portal shall be

the time to be followed by all the users. The e-Auction software assigns role for

operation of the module for specific function. The terminologies used in the Portal

and their respective functions in the software are as follows;

(a) Application Administrator (NIC):

(i) Master Management;

(ii) Creation of user accounts to the Departments;

(iii) Blocking of access to Nodal Officer on Transfer; and

(iv) Blocking of User ID of Bidder on request from Nodal Officer of a

Department.

(b) Auction Inviting Authority (Department user):

(i) Creation of Auction;

(ii) Creation of Corrigendum/Addendum/Cancellation of Tender;

(iii) Viewing Auction History;

(iv) Publishing Auction Notice/Documents;

(v) Publishing of Corrigendum/addendum/cancellation of Tender;

(vi) Report Generation;

(vii) Approval of participants to participate in live Auction;

(viii) Evaluation of participants; and

(ix) Award of Auction.

Participation by the Bidders

(a) Portal Registration: The bidder intending to participate in the auction

is required to register in the Portal using his/her active personal/official e-mail ID

as his/her Login ID and attach his/her valid Digital Signature Certificate (DSC) to

his/her unique Login ID. This is a "one time activity and the bidder will have to

enter relevant information as asked for about the firm/contractor. Enrolment of

bidders in the e-Auction portal is free of cost. Use of Digital Signature Certificate

(Class II/Signing) issued from a registered Certifying Authority (CA) as stipulated

by Controller of Certifying Authorities (CCA), Government of India such as n-code,

sify, e-mudhra, etc., is mandatory for all the bidders. It is mandatory that the Digital

Signature Certificate issued in the name of the Authorized Signatory in respect Joint

Venture Company shall be used in the portal. Any third party/company/person under

a service contract (or) his/their subsidiaries (or) their parent companies shall be

ineligible to participate in the auction. Bidders can participate in the auction process

only after enrolment.

(b) Logging to the Portal: The Contractor/Bidder is required to enter his/

her login ID and password in the portal. The system will again ask to select the

Digital Signature Certificate and confirm it with the password of Digital Signature

Certificate as a second stage authentication. For each login, a user's Digital

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Signature Certificate will be validated against its date of validity and also against

the Certificate Revocation List (CRL) of the respective Certifying Authority (CA)

stored in system database. The system checks the unique login ID, password and

Digital Signature Certificate (DSC) and authenticates the login process for use of

the portal.

auction document of his choice and save it in his system to undertake necessary

preparatory work off-line to qualify in the auction and arrive the offer price.

(d) Payment of Earnest Money Deposit and Auction fee: (i) The bidder

shall provide the cost of the bid and the Bid Security/ Earnest Money Deposit in

the sealed cover superscribing the name of the auction and the address of officer

inviting auction. The Earnest Money Deposit/Bid Security and Auction fee payable

along with the bid shall be the amount as mentioned in the auction notice.

The bidder is not required to write his/her name (or) company name on the cover.

The original Fixed Deposit/Absolute Bank Guarantee shall be physically produced

before the Officer inviting for auction before the specified period mentioned in the

auction document. The bidder is also allowed to submit the original Fixed Deposit/

Absolute Bank Guarantee by Registered Post/Speed Post or any other delivery

system before the last date and time of approval of the participant.

(ii) To qualify for participation in e-Auction the registered bidders shall

be required to upload scanned copy of necessary documents, as mentioned in

Auction Notice, before the last date of submission.

(iii) Bidders exempted from payment of Earnest Money Deposit will be

able to participate in the tender directly by uploading documentary evidences

toward his eligibility for such exemption.

Approval of Bids

(a) The bid approval-start date is specified during auction creation and

can be extended through corrigendum, in case the Number of bids received is not

satisfactory. Bids cannot be opened before the specified date/time.

(b) After the last date of online submission of pre-qualification documents

by registered bidders, the Auction Inviting Authority shall log-on to the portal

and download the pre-qualification documents submitted by the bidders for the

purpose of evaluation.

pre-qualification documents. In case, the online documents, on scrutiny are found

to be defective and/or inadequate, the bidder's profile shall be summarily rejected

online along with the justification/reason, which can be viewed online by the

concerned bidder. The system will not allow such bidders to participate in

e-Auction. Bidders who are found to be eligible during online scrutiny shall be

approved online by the Auction Inviting Authority. The e-auction pre-qualification/

approval status will be updated automatically in the registered bidders

online-profile before the starting date of e-Auction and system will generated e-mail

and SMS regarding approval/rejection and the same will be sent to all registered

bidders.

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LA GAZETTE DE L’ETAT

Live Auction

(a) The bidders who have been approved online by the Auctioning

Department can only participate in Live Auction. Bidders shall log on to the portal

with his/her Digital Signature Certificate to participate in the Live Auction.

(b) Details of e-Auction, end-time and automatically extended end-time, if

any, will be displayed in the dashboard.

(d) Each process in the e-auction is time-stamped and the system can

detect the time of log-in and log-out of each user including the bidder.

(e) The system generated real-time masking of identity of each bidders will

be in effect with each bidder being able to see only his own masked-ID, the real-time

highest bid-amount and the masked-ID of the corresponding highest bidder.

(f) The permissible increment amount which a bidder can quote shall be

determined by the Auctioning Department before commencing e-Auction and shall

be in effect during live e-Auction.

(g) No reduction in bid shall be submitted once it has been digitally signed

and sent by a bidder. Also new bids that are same as the current highest bid will

not be allowed by the system, thereby preventing tie of bids.

(h) The masked-ID and the bid amount of provisionally highest bidder (H1)

shall be displayed to all the participants immediately after the e-Auction is over.

(i) If, no bid is received the Auctioning Department may notify another

date in the portal by issuing corrigendum.

(j) If, online bidding continues even at the last minute (Elapsed time

interval) the auction end-time will be automatically extended by the system.

However, continuation of auction may be suspended at any time if, the Department

is of the opinion that the Auction may be concluded. The time period of extension

after end-time, say 10 minutes (or) 20 minutes will be fixed by Auctioning Department

prior to conducting Auction.

Auction Evaluation

Auction history in the e-Auction system generates a report containing the

rate quoted by the bidders from the start-time to end-time of a particular auction.

The Auctioning Department have to log-on to the portal to view the history and

can download it. Subsequently, the AIA may scan and upload the Evaluation-

Summary document, declaring the highest quoted bidder (H1).

Award of Auction

The Auction Inviting Authority shall notify acceptance of the sale to the

H1-bidder by mobile/e-mail and it will be confirmed by means of registered letter

addressed through post to the successful bidder. After receipt of quoted amount

and the taxes thereon, the auctioned item may be handed over to the H1 bidder.

The conditions stipulated under Rule 217-220 of General Financial Rules, 2017 for

disposal of condemned/scrap items through public auction shall be followed by

the auctioning Department.

V. CANDAVELOU,

Commissioner/Secretary (Finance)-cum-

Chairman, Core Committee (e-procurement).