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 Benefits of
DGS&D and Computerisation Project to Vendors
Ø Requirements and Expectation from vendors
Ø Obtaining digital
certificates for secure transaction
Ø Guidelines
to Vendors for usage of Vendor’s page
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
Copy to:
29-05-2008
Sub:- Compulsory filing of online
bills against DGS&D Rate Contracts from 1st October, 2008.
Directorate General of Supplies & Disposals (DGS&D), a Central Purchase Organisation of Government of India, concludes rate contracts for common user goods required by different Government entities and provides a spectrum of services in procurement management. DGS&D has developed e-Procurement solution to perform online functions relating to purchase, tendering, inspection/Quality Assurance, post-contract activities and payments.
2. With effect from 1st October, 2008, it would be compulsory for suppliers holding Rate Contracts of Information Technology, Electrical Stores and Hardware Directorates of DGS&D, New Delhi, to submit the bills online and accordingly payment would also be made online. E-payment would be progressively made compulsory in other Directorates as well. However, with immediate effect, priority would be given to bills submitted online.
3. Arrangements have been made for free of cost walk-in training to the suppliers on submission of e-Bills on every Wednesday and Friday for two (2) hours from 10.30 a.m. to 12.30 p.m. in the Institute of Supply & Quality Management (ISQM hall), 3rd floor, DGS&D, Jeevan Tara Building, 5, Sansad Marg, New Delhi-110 001. All suppliers are advised to attend the training.
4. DGS&D is also imparting training to indenting Central Government Departments (DDOs) for placement of online Supply Orders in ISQM Hall, 3rd floor, DGS&D, Jeevan Tara Building, 5, Sansad Marg, New Delhi from 10.30 a.m. to 12.30 p.m. on Tuesday and Thursday. The training schedule is available on DGS&D website www.dgsnd.gov.in under the link ‘DDOs Training Schedule’.
(D.K. SINGH)
DIRECTOR (C&T)
BENEFITS OF DGS&D WEBSITE & COMPUTERIZATION TO
VENDORS
DGS&D has launched its website http://www.dgsnd.gov.in
with the following services:
Registration
Supply Orders Entry
Online Inspection Call
Store Dispatch Details Entry
Suggestions
REQUIREMENTS AND EXPECTATION FROM VENDORS
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.
OBTAINING
DIGITAL CERTIFICATES FOR SECURE TRANSACTION
In order to avail these facilities the users have to obtain
Class III digital certificates from any leading Certifying
Authorities such as MTNL, TCS, Safe script, GNFC as per IT Act 2000 as
indicated below.
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.
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.
The Registration Documents are being obtained for the
purpose of initiating the registration process and however the original
documents can be submitted to the Directorate or to the officer at the time of
visit. If any deficient documents are noticed a system generated memo will be
issued to the firm and the case can be processed only on receipt of the
complete documents.
View
the blank tour form to know how to feed the documents
The
compulsory fields are given with * mark
Select the type of vendor from the list
Select the QA Directorate. This will indicate the
jurisdiction of the Directorate. If the vendor wants to change the directorate,
the same can be done at this stage.
Enter the various fields such as Addresses, fee details,
commercial details, works details including multiple works and store details
and finally save the button.
The system generated Acknowledgement number can be noted by
the users to know the status of the Registration application form.
Online Status of
the application form
Click the Status of Application from the submenu
Enter the Acknowledgement Number already noted by the users
After submission the status will be shown as a message
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
Supply Order Entry
This procedure is given to suppliers in line with the
manual system of furnishing the certified copy of supply orders being furnished
by the suppliers. Whenever such supply orders are received the same are
verified by the officers of QA directorates of DGS&D and a letter is
generated to the users for confirmation of the supply orders. If no replies are
received from the indentors then the inspection
process continues and a note is affixed in the INotes
for PAO to verify the original order before release of the payment.
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 the 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 supplier is interested in sending email then email
address of the indentor has to be typed and the
button mail to indentor has to be pressed. After
successful run message the OK button has to be pressed.
Procedures for Online Inspection call against Supply Orders
The Online inspection calls can be done only to the supply orders
registered at a particular QA Directorates.
Click the QA office
Select the major stores
Select the Supplier
Select the Rate contract
Select the Supply order from the list
All the Supply order details will be populated from the
supply order module
The users have to enter the quantities being offered.
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 Icall reference number to know the status
Procedure for Despatch Details Entry of Stores
The Stores Despatch 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.
Click the QA office
Click the QA officer
Select the INote no
The users can view the Supply Order, Inspection note on
this screen
All the supply order details will be populated from the
supply order module
The users have to enter the quantities being despatched item wise
All the other commercial data entries as required in the
screen have to be fed and finally save the details.
If user is interested in sending email then email address
of the consignee has to be typed and the button mail to consignee has to be
pressed. After successful run message the OK button has to be pressed.
Procedures for
Suggestions for bringing new items on Rate Contract
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
Disclaimer –
This Supply Order has been placed based on data generated after placement of
the Rate Contract issued under the signature of authorized signatory. In case of any variation or discrepancy in rates and terms and
conditions etc. in this Supply Order and the Rate Contract issued by the Dte. to the supplier, the
rates and terms and conditions of the Rate Contracts issued by the Dte. to the supplier shall
prevail.