1. Introduction

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 applicants.

5. Objectives

  • a) To make the e-Procurement process completely electronic
  • b) To eliminate the submission of performance status by Bidders in paper form completely
  • 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.