To obviate the problem of tender fixing and to eliminate the human interface in the
bid submission process, Government has decided to make entire e-Procurement
process electronic. There are two items which are being submitted manually by the
Bidders in the designated offices in every tender. First, the Earnest Money Deposit
(EMD) is being done physically in shape of Demand Draft or Bank Guarantee.
Secondly, the Past Performance of the Bidders along with Documentary Evidence of
same with respect of completed or ongoing projects is being submitted manually. If a
bidder is submitting bids for ten projects in a year, then he/she has to submit his/her
performance information ten times! This not only increases the paper work but also
consumes lot of time in evaluating same by the designated authorities.
2. Proposed Solution
Systematic transformation is required to make the e-Procurement process
completely electronic from beginning to end. While EMD part can be automated by
using payment gateways offered by several banks, the second part needs to be
handled with help of a dynamic contractor database. The Contractor Database will
have license details, licensee details, work details, asset details, key personnel details
etc. To make it dynamic, the contractor database would be linked to an integrated
project management and monitoring system (called i-Prakalp) where in the current
project status would automatically update the contractor’s profile from time to time
as per transaction.
The dynamic contractor database would eliminate the need for a bidder to physically
submit the performance details or documents in each tender. By this process, the
manual submission of documents would be eliminated completely.
3. The Steps for Creating a Contractor Database
It is a fact that licenses for executing works (both civil & electrical) are issued by
various licensing authorities who are located across the State. At present, over
30,000 licenses are in vogue. In the first phase, it is proposed to digitize the data of
existing civil contractors only. Electrical contractor database would be taken up
subsequently. For this digitization, Crowd Sourcing technique is being adopted. An
online Crowd Sourcing Form (CSF) is being made available for contractors to fill in
their details online. To facilitate the process, a blank offline form is also made
available at Annexure-2, 2A, 2B & 2C (in this User Manual) for downloading so as to
capture the details in the forms before going for digitization.
After digitizing the details of license, licensee, projects on hand, assets, manpower,
financial status etc. and uploading the scanned copy of key documents like license,
PAN etc., the Contractor has to take print out and sign it then submit it to the
licensing authority. The sample of the printout for submission is at Annexure-3. Main
details of the CSF are also captured in ‘Contractors Copy’ which also is to be printed.
Government of Odisha | CDMS User Guide Page 4 of 21
A sample of same is at Annexure-4 of this user Manual. This will be retained by the
contractor as a proof of submission.
The job of licensing authority is to tag the Registration Form to CDMS (Contractor
Database Management System). Next step is to check the information provided by
the Contractor online in his Log In and make corrections, if any, and then submit it to
the CDMS for storing as Master Data. The tagging can be done by a Barcode reader.
At the same time, one Unique Contractor ID (7 digit) would be generated for each
contractor. Henceforth, the ID would be used by all Stakeholders to track the bids or
for project monitoring for the projects implemented by the contractor.
4. Steps to Update the Contractor Database
The updating of Contractor’s data can happen from three sources:
a) The contractor can update the status with respect to licensee (address/phone No.
etc) or manpower or assets which s/he possesses.
b) The Executing Agencies are to update the project details through ‘i-Prakalp’
application which would track each transaction like measurement, billing etc.
c) The licensing authorities would update the license status with respect to renewal
or up-gradation of the existing licensees thorough an ‘Online Licensing Module’
which is being developed. They will also be responsible to bring in the new
licensees into the CDMS Master by issuing appropriate licensees to fresh
- a) To make the e-Procurement process completely electronic
- b) To eliminate the submission of performance status by Bidders in paper form
- c) To make one common Contractor Database across the State and provide unique
Contractor ID to each Contractor
- d) To facilitate the technical evaluation online by designated authorities.
e) To integrate it with other e-Gov applications in project management so as to
update it in a systematic manner
The objectives of CDMS are as under:
6. Starting of Crowd Sourcing for CDMS
The offline Crowd Sourcing Form (CSF) is to be downloaded.
The CSF has two parts
- (a) Main Form
- (b) three Additional Forms. The three Additional Forms are to record
- (i) Projects implemented by the Licensee in past five years
- (ii) Licensee’s Assets/Machinery details and
- (iii) Details of Technical Manpower available with Licensee. One can take photocopy of the blank additional form as any as required for them.