Note:- To digitally sign and submit a form, click here (http://dgserver.dgsnd.gov.in/formseal/client/web_pages/clientinst.jsp) to download a component. It is a one time activity.
Ø Advantages
in associating with DGS&D
Ø Benefits of
DGS&D and Computerisation Project to indentors
Ø Requirements
and Expectation from Indentors
Ø
Obtaining digital certificates for secure transaction
Ø
Instruction/Guidelines to
Indentors for usage of Indentor’s page
Ø Impotant Notice for Indentor regarding
user-id/password 
Ø Form for furnishing details of indentors and its users
ADVANTAGES IN ASSOCIATING WITH DGS&D
- Facility of bulk
purchase of lowest competitive price.
- Enables buying as &
when required.
- Saves effort involved in
tedious & frequent tendering.
- Just in Time
availability of supplies for inventory management.
- Availability of quality goods
with full quality assurance back-up.
- Rate contracts for Govt.
purchases concluded with registered firms
- Quality Assurance of
products at various stages of manufacture, commissioning & testing
- Preparation of technical
specifications for tender enquiry & technical evaluation of bids
- Vendor assessment for
placement of contracts and registration
- Testing & Evaluation
of stores
- Failure investigation of
stores
- Development of small
scale industries and KVIC units
- Quality Audit of
supplies at users end
- Provides single window
service by giving information about DGS&D functions to the indentors
& the industry
- Assisting BIS in
preparation and updating of National Standards
BENEFITS OF DGS&D WEBSITE & COMPUTERIZATION TO
INDENTORS
- Down loading of
DGS&D Manual, forms
- Downloading of tender particulars
/specifications
- Downloading tender
enquiries
- Downloading of Rate
Contracts documents
- Viewing the profiles of DGS&D registered
suppliers
- Forwarding feedbacks on
the consultative meetings for enforcing the departments requirements
- Downloading the various
purchase policy circulars, general terms and conditions
- Facilities for online
placement of supply orders and also for sending email to suppliers
- Entering the receipt
particulars of stores so that the
PAO can release/recover necessary amounts without delay
- Up-to-date checks and
balances for indentor’s account
- Indentor/Consignee wise
reports
- State wise registered
firms reports
- State wise users
consumption of RC items/cost
- Industries growth and
analysis to bring more firms on RCs
- Online Complaint in case
of non receipt, damage, complaints on the stores under the inspection note.
o Rate Contract Documents
o Placement of online Supply Orders,
o Stores Receipt Details Entry
o Vendor’s profiles
o Suggestions for bringing new items on Rate Contract
o Complaint against the Stores
o Instructions to Consignee on Acceptance/Rejection of stores
o General Terms & Conditions
o Important messages,
REQUIREMENTS AND EXPECTATION FROM INDENTORS
The user’s machines should have windows 2000 and above or
XP operating system with IE 5.0 and above
The user’s machine should have adobe reader version 6.0
It is preferable to load j-initiator with certificates and
jar files in the user’s system. These files can also be down loaded from the
icon Web-support files of DGS&D Site.
Whenever the users in need of help they can contact
the nearest offices as per addresses column of DGS&D site. They can also
contact the following officials namely Director (Computerization and Training)
Tele No 23362890 or Additional Director General (Quality Assurance) Tele No
23742225 for any help.
Regarding issue of
digital signature by NIC-CA, it may be noted that NIC-CA is charging lower rates and the most of the
Government Departments are interested in obtaining the digital signature
certificates from NIC-CA. However, it has been informed that the officers
applying for D.S.C. have to present themselves physically before the NIC-CA
officials. The officials of NIC-CA
authorized to issue DSCs are only available in
INSTRUCTION TO INDENTORS FOR PLACEMENT OF SUPPLY ORDER
(i) DDOs may continue to place Supply Orders manually for spares, industrial gases, cement, jute and NDP based items till further instructions by DGS&D as end-to-end software are under development.
(ii) While generating the Supply Orders through the system in case of any slab discount is applicable in the R/C, the discounted price is not reflected in online Supply Order as the field entries in the software for discount are yet to be incorporated. It would require chain of modules to be suitably modified. Therefore, DDOs should place online supply orders which may not calculate the total prices based on the slab discount, if applicable in the R/C. However, discounted prices shall be paid to the firm by the Paying Authority i.e. Controller of Accounts at the discounted rate mentioned in the R/C. The R/C terms & conditions shall override the terms and conditions of the Supply Order. A stipulation on the Supply Order that the R/C terms and conditions have overriding effect on the Supply Order has already been incorporated.
(iii) As the DDOs are facing the difficulty in getting the digital signatures from the Certifying Agencies. Therefore, it has been decided that for the time being, DDOs may generate the Supply Orders through the system and send printed copy of Supply Order duly ink signed to all concerned as per existing procedure. This facility has been allowed for three months only i.e. up to 31.12.07. Thereafter, placement of online supply orders with digital signature only shall be acceptable.
GUIDELINES TO INDENTORS FOR USAGE OF INDENTOR’S PAGE
These facilities are built under the head “Indentor’s
Page”. Users have visit the above DGS&D website and click the Indentor’s
Page. The system will launch a system support file of JVM and will prompt the
user for creation of new user-id /password. The users have to create their own
user-id/password. First time users have to fill in a form with certain details
to be registered as a user. These user-id/passwords can be used in future
whenever the users logon to Indentor’s Page. After signing in the users will be
able to see the above menu items.
Procedures for viewing and downloading Rate Contract Documents
Click the Rate Contract Document on the menu items
Select
the stores from the list for which Rate Contract to be viewed
Select
the Suppliers from the list for which Rate Contract to be viewed
Press
the button “Proceed” and select the items for view of RC
After
viewing click the print icon for printing the viewed documents.
The
documents can also be saved as a separate document.
Procedures for
placement of Online Supply Order and Status
Click
the Help and select the item entry
The Help Demo provided under the item entry will tour the
users how to feed the items in the supply orders
After this demo click the Help and select consignee
allocation
A similar Help Demo will tour the users how to feed the consignee
allocations in the supply orders
After learning from the help demo the users can feed the
supply orders directly.
The users can note down the system generated
Acknowledgement number to know the status of their supply order.
A
button to view the Supply order in DGS&D 131 form has been provided.
After viewing the Supply order the same can be printed by
pressing the printer icon.
If user is interested in sending email then email address
of the firm has to be typed and the button mail to supplier has to be pressed.
After successful run message the OK button has to be pressed.
Procedure for
Receipt Details Entry of Stores
The Stores Receipt Details Entry is required for online
payment system being launched by DGS&D. Therefore all the users are requested
to obtain digital certificates and avail the online services provided by
DGS&D.
Enter INote Date
Select the INote no
The users can also view the INote, Supply order and
despatch details if entered already
All the despatch details will be populated from the
despatch module entered by the suppliers.
The users have to enter the quantities received item wise.
If any discrepancies are noticed the same have to be entered in the system
All the other entries as required in the screen have to be
fed and finally save the details.
Procedures for
Searching the Vendor’s Profile.
Enter first three characters of the Vendor from the list for
which Registration Details of DGS&D registered firms to be viewed
Select the Supplier, works and items on the multiple
screens for minor items details
Enter first three characters of the items from the list for
which Registration Details of DGS&D registered firms to be viewed
Select the items, suppliers, works and work-wise items on
the multiple screens for minor items details
After
viewing, click the print icon for printing the viewed documents.
The
documents can also be saved as a separate document.
Procedures for
Suggestions for bringing new items on Rate Contract
Click the Suggestions on the menu items
Click the Application for new items from the submenu
Indicate whether you are a vendor or indentor and complete
address
Indicate the Item and brief specification
Indicate the major user’s name
Indicate the approximate annual Drawl and fill up all other
entries
After saving you will get an acknowledgement number to know
the status
In order to know the status click the status of application
and the status of the application will be shown whether pending or processed
Procedures for
Complaining against the Stores received through RC
Click the QA office
Enter the INote Date
Select the INote no
All the Supply order details will be populated from the
supply order module and also from the despatch module
The users have to select the nature of the complaint and
the quantities under dispute.
The users have to indicate the details of investigations
carried out with respect to governing specifications
All the other entries as required in the screen have to be
fed and finally save the details.
After saving you will get a system generated complaint to
know the status
Procedures for
down loading Instructions to Consignee on Acceptance/Rejection of stores ,
General Terms & Conditions, Important messages,
Important Circular
Directorate
General of Supplies & Disposals
(Planning
and Co-ordination Directorate)
New
Delhi-110 001
Circular No.6 dated 05-09-2008
Sub: Online
placement of Supply Orders by Direct Demanding Officer.
It has been decided with the approval of
D.G.(S&D) that w.e.f. 01-10-2008 in respect of R/Cs placed On-line, supply order which has not been placed on-line (manual
supply order) would not be taken into cognizance by the DGS&D, CCA and
other agencies and the DGS&D’s QA Wing would not do any inspection of those
supplies, which are offered for inspection based on such manual supply orders.
2. To implement the above said decision, it has been
decided to incorporate following clause through amendment in all existing
online R/Cs by all Directors of Purchase at Headquarters and Regions:-
“With effect
from First October Two thousand eight (01-10-2008), all Supply Order(s) against
the Rate Contract must be placed
by Direct Demanding Officer(s) on on-line through D.G.S.&.D web site (www.dgsnd.gov.in) (indentor’s page)
only. Supply order (s) in any other form
placed on or after 01-10-2008 shall not be valid and shall not be acted upon by
the contractor or any other concerned agencies.
DDO shall
download the Supply Order and send an ink signed copy to the concerned paying
authority specified in the Rate Contract through Registered / Speed post
immediately after on-line placement of Supply Order(s)”.
3. The instructions would not be applicable in case of rate
contracts for item for which e-modules are under preparation viz. Primary Oil,
Industrial Gases, B.Twill Bags, Cement and spares and where on line R/Cs are
not available.
4. DDOs have been advised to place on-line supply orders vide
C&T letter No.M-12014/02/2007/C&T
dated 22-08-2008 (Copy enclosed). The same is also available on
DGS&D Web-site (www.dgsnd.gov.in)
Indentor’s page.
5. All QA Officers of DGS&D are advised
that w.e.f. 1st October,2008 they would not do any inspection of
those supplies which are offered for inspection based on manual supply orders
placed against on-line R/Cs..
6. All the Purchase and
QA Officers are requested to note the
above instructions for strict compliance.
(A.K.Jain)
Director (P&C)
No. M-12014/02/2007/C&T
Government of India
Department of Commerce (Supply Division)
DIRECTORATE GENERAL OF SUPPLIES & DISPOSALS
(C&T DIRECTORATE)
Jeevan Tara Building, Parliament Street,
New Delhi-110001.
DGS&D website: www.dgsnd.gov.in
Dated: 22 -08-2008
Subject: Online placement of Supply Orders against DGS&D Rate Contracts by DDOs– reg.
Reference: (i) Min. of
Finance, Deptt of Expenditure circular No. 8(5)/E.II(A)/ 2006 dated 10th
Jan, 2007 & (ii) DGS&D Circular No. M-12014/02/C&T/2007 dated 16th
March, 2007 and 10th May, 2007.
Please
refer to Ministry of Finance, Department of Expenditure circular No.
8(5)/E.II(A)/ 2006 dated 10th Jan, 2007 wherein it has been decided
that online placement of supply orders by DDOs
against the DGS&D Rate Contracts would become mandatory w.e.f. 1st
of April, 2007. DGS&D have made all
necessary arrangements with reference to DGS&D circular No.
M-12014/02/C&T/2007 dated 16th March, 2007 and 10th
May, 2007. These letters are available
on DGS&D website under the link ‘Indentors Page’.
2. It has
been decided by DGS&D that w.e.f. 1st October, 2008, only
supply orders placed online against DGS&D Rate
Contracts shall be entertained.
Accordingly any supply order placed manually will not be accepted. However, this will not be applicable in case
of rate contracts for items for which e-modules are under preparation viz.
Primary Oil, Industrial Gases, B.Twill Bags, Cement and Spares. DDOS shall
download the supply order and send an ink signed copy to the concerned paying
authority specified in the Rate Contract
through Registered/Speed post immediately after on-line placement of
Supply order(s)
3. In
view of above, all the DDOs are advised to place online Supply Orders against the DGS&D Rate Contracts.
(D.K. SINGH)
DIRECTOR (C&T)
To
- All Secretaries of the
Ministries/Departments in the Government of
- All Financial Advisers
of the Ministries/Departments in the Government of
Copy to:
- All Purchase & Quality
Assurance Directorates at DGS&D Hqrs.
- All DGS&D Regional
Purchase / QA offices & Sub Centres.
- All DDGs -Purchase
& Quality Assurance including Regional Offices
- Chief Controller of
Account, Deptt of Commerce(SD),
- DCOA, Mumbai / Chennai
/ Kolkata
- Technical Director,
NIC, DGS&D.
- Director(IF) DGS&D
- PPS to
DG(S&D)/ADG(S)/ADG(QA)
- Mrs. Indira
Murthi, Dy. Secretary, Department
of Commerce(Supply Divn), Udyog Bhawan, New Delhi-110001 – for
information.
|
GOVERNMENT
OF |
|
DEPARTMENT OF COMMERCE (SUPPLY
DIVISION) |
|
DIRECTORATE
GENERAL OF SUPPLIES & DISPOSALS |
|
(COMPUTERIZATION & TRAINING
DIRECTORATE) |
|
‘ |
|
5, SANSAD MARG, |
No:
M-12014/02/C&T/2007 Dated
16-03-2007
Sub: Creation of
Userid/Password of Direct Demanding Officers
(DDO) , Consignees to enable them to login DGS&D website for online
supplyorders.
Ref: Ministry of Finance,
Department of Expenditure circular No 8(5)/E-II(A)/2006 dated 10/01/2007.
DGS&D’s e-procurement platform besides modules for
internal usage also provides for the following on-line activities to be
performed by indentors:
(i) Placement of supply orders against DGS&D Rate
Contract (R/C).
(ii) Checking the despatch details against supply order placed.
(iii) Furnishing of consignee receipt certificate against the
supply orders by the consignees.
(iv) Debit adjustments against supplies made with accounts
officers of DDOs.
There are other online facilities such as giving
suggestions for bringing new items on Rate Contract etc. to indentors/ DDOs.
Informative portion of DGS&D website can be
accessed without login id by Govt departments and others. However, for interactive modules, mentioned
above, DGS&D has finalised a secure access control system to ensure that
only the concerned and authorised agency/ authority should have access to the
relevant modules/ documents/ data.
The supply order concludes the contract and is a
contractual document and in terms of the Information Technology Act 2000 (as
amended) should be digitally signed by DDO, i.e. by an authorised officer of
the user department placing supply order against the rate contract on the
firm. It is, therefore, necessary that
all officers of your organisation who are authorised to place supply orders
against DGS&D R/Cs obtain valid digital signature certificates from any of
the agency authorised for this purpose.
Further, details regarding authorised agency etc can be seen from the
DGS&D website www.dgsnd.gov.in
or DIT/ certifying authority website no. http://cca.gov.in.
In addition to the legal requirement of digital
signature of contractual documents, DGS&D e-procurement platform also
provides for secure access control system requiring unique login-id and
password to individual DDOs and consignees.
It has, therefore, been decided that each department/ organization would
nominate one or two coordinating and authenticating officers preferably in SAG
grade to whom user-id and initial password would be issued. The initial
password would be changed by the concerned user at the time of first
login. The user-id would be in maximum
12 alpha-numeric characters. The password would be minimum 4 characters and
maximum 8 characters. Upto 4 characters would be indicated by DGS&D to
identify the organization such as nrly for Northern Railway, bsf for Border
Security Force, crpf for Central Reserve Police Force etc. The remaining 6 characters would be utilised
by the concerned department/ organization to give unique login-id to their
respective DDOs/ consignees. The
authorised coordinating officers would be required to coordinate the allocation
of unique user ids for the DDOs and consignees of the organization. Each coordinating
officer of the department/ organization would prepare a list of officers and
allot them a user-id. The coordinating officers would also be responsible for
getting the application form and other documents filled up by the respective
DDOs/ consignees who would operate DGS&D R/C. The coordinating officers
from the departments should ensure no duplicating DDOs in their lists. They would be given initial password
thereafter. This password would be
changed by the user at the time of first login.
The coordinating officers are requested to identify
the DDOs and monitor further action for obtaining digital signature
certificates from any of the authorised agencies. They should also finalise the login-id of
these DDOs.
Each DDO placing the supply order may require the
goods to be despatched to a number of consignees of the organization. These consignees should be able to view the
information regarding the supply status by the firm after inspection and also
should be able to furnish the consignee
receipt certificate through
on-line CRC form. The organization
considering the volume of procurement, security etc has to decide whether these
consignees should also have digital signature certificates or can be asked to
furnish CRC through electronic signatures i.e. login and password system available.
In case the value of the consignment is more than Rs 100000 (one Lakh), the
consignee would have to have digital signature certificates to furnish CRC. In
case it is decided that some of the consignees would not be given digital
signatures certificate they would be given a unique login id and an initial
password which would be changed by them at the time of the first login.
It is possible that one particular office could be a
consignee for more than one DDO and therefore, master list of consignees for
that particular organisation is maintained. A special care need be exercised in
respect of consignees who have not been given digital signature. This master
list would be incorporated in DGS&D data base and could be used for
selection (from a drop down table) of individual consignee against a particular
supply order. This provision would be
incorporated in the system after the details have been finalised by the user
organization. All these consignees can
be selected through the master list while allocating them quantity against a
particular supply order.
Head of Department/ Organization are therefore,
requested to immediately take the following action for smooth operation of the
electronic supply order against DGS&D R/C:
(i) obtain
digital certificate for DDOs authorised to place the supply order against
DGS&D R/C.
(ii) decide
the details of the consignees who would not require digital signature
certificates but would operate only through electronic signature, i.e. login-id
and password for furnishing CRC etc.
(iii)
Finalise
login-ids of all DDOs and consignees.
(iv)
to
issue internal instructions to ensure that the DDO and/ or consignee who demit
the office either by transfer, superannuation etc are not able to operate the login-id,
digitally sign if not authorised to do so.
(v)
While
creating the user id, the characters such as
dot(.), Hyphen (-), dash (_) are allowed.
Special character such as # is not
allowed. The users should not leave space at the
beginning of the user id / password.
They are also requested to create the password in the lower case.