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e-GP System Features

3.1. e-GP Portal

3.1.1 Access to Public Procurement Information General public registered and non-registered users of the e-GP ‘System shall access to public records and information to the fullest, extent through the e-GP Portal (i.e. owned by CPTU/IMED) of e-GP System consistent with laws acts rules and government instructions applicable in Bangladesh. Applicable laws and regulations include the Public Procurement Act 2006 and the Public Procurement Rules 2008 along with subsequent amendments, and also address CPTU/IMED, procuring entities; ‘ Tenderers; Applicants,- Contractors, Consultants and Suppliers have duties- and statutory obligations to protect the interests and; rights of die concerned stakeholders.

3.1.2. Access to e-GP System features Alt the e-GP System users must accept .the terms and conditions of using the e-GP system on the registration page before submitting registration information. CPTU/IMED shall have the right to modify clauses of the terms and conditions without prior notice. To access the e-GP System securely, users should use appropriate web browsers and their associated security settings. However: because of the rapid development of new browsers and new security, measures come up frequently, users need to update or install pew components and configuration settings as and when these come into effect. The user must provide/use appropriate form of authentic signature (e-Signature or digital Signature whichever accepted by the e-GP System) for the authentication of the digital documents, which may be post-verified with due diligence to confirm the authenticity. If the e- Signature found not be authentic, necessary action shall be taken according to the law of land. Users arc responsible for maintaining the confidentiality of their password and are fully responsible for all activities that occur using their account (email ID and password as their eSignature).Use of any form of signature should comply with the requirements of the prevailing IT Act of Bangladesh. The efforts required for acquiring, maintaining security, management, and all applicaple cost for acquiring signatures (e-Signature or digital signature) are the responsibility of users. CPTU/IMED does not bear any responsibility of misuse; loss, stealing by anybody of those signatures of the users.

3.1.3. Disclaimer and Privacy policy CPTU/IMED reserves the right, in its sole discretion, to correct any errors or omissions in any part of the e-GP System and to make changes to the e-GP System and to the materials, products, programs, services or prices described in the e-GP portal at any time without prior notice. In no event shall CPTU/IMED and/or third parties be liable for any damages including, but not limited to, dicrel or indirect or consequential damages or any damages including, but not limited to, errors or omissions, delays or incomplete transactions, planed or unplanned e-GP Portal downtime or inaccessibility of the e-GP Portal, insufficient time to submit tender, lost user identities, session outages or accidental page closures, indirect or consequential damages or any damages whatsoever arising from use, loss of user data, whether in action of transaction, negligence or other action, arising out of or in connection with the use of the e-GP System. The information and other materials included on the e-GP portal and system may contain inaccuracies and typographical errors. CPTU/IMED docs not warrant the accuracy or completeness of the information and materials or the reliability or any statement or other information displayed or distributed by the procuring entities through the e-GP System, CPTU/IMED docs not warrant that the functions contained in the e-GP system shall be uninterrupted or error free or that those defects shall be corrected or that this e-GP System or the server that makes it available shall be free of viruses or bugs. CPTU/IMED docs not warrant full functionality, accuracy or reliability of any material, CPTU/IMED may terminate, change, suspend or discontinue any aspect of the e-GP System, including the availability of any features of the system, at any time without notice or liability. CPTU/IMED shall not share or sell the personal or Business identifiable information with any other persons or organizations without the prior consent of the owner, unless required by the e-GP System to carry out its defined functions or required by the law of land. Use of the e-GP System shall only be used for lawful purposes that do not infringe the rights of or restrict or inhibit the use of the system by any third party. Such restriction or inhibition includes, but is not limited to, conduct which is intended to mislead, or is defamatory, or which may harass, cause distress or inconvenience to any person and the transmission of obscene or offensive content or interruption of the normal flow of content within the e-GP System. The e-GP System shall use the e-GP Data Center server time as the reference time for all time-bound activities of procurement processes. The e-GP System Administrator may notify users by displaying notices, alerts and statements about the scheduled maintenance and possible interruption of the e-GP System. The e-GP System may send e-GP System related promotional information to its users. The e-GP System keeps all private information of its users in encrypted form in database and shall not be accessible to any user without sufficient authority and access permissions.

3.2. Centralized Registration

3.2.1 Common Registration Guidelines All users (stakeholders/actors) must be registered in the e-GP System under an appropriate user category .of procurement process in order to have appropriate access points and to get working dashboards with authorized functions in e-GP System. Registration shall be done through the online registration page of the e- GP System followed by due diligent post verification’ if CPTU considers it finds it necessary. The intended user must provide all required information, digital documents, and accept, the terms and conditions of e-GP System use and should be aware of the disclaimer and privacy policy of the e-GP System. If any misinformation is identified or any document submitted found false, and the user does not correct that information, the user account shall be cancelled or suspended and appropriate action shall be-taken according to the law of land. Original hard copy credential verification will be carried out by CPTU/1MED for e-GP system until the facility of online verification of credentials for authentication is available in Bangladesh. Any registration may be cancelled at anytime due to violation of any of the clauses of Terms and Conditions of e-GP System. Users should choose a unique User ID (Email: ID) and corresponding Password, acceptable to the System, to gain subsequent access to the c- GP System Users should upload mandatory documents in electronic form scanned documents in the form or popular formats supported by e-GP System like PDF, Word, JPG, GIF, PNG) and provide information required in those documents online to establish’ their identity, qualification “and related experiences as required in PPR-2008 along with subsequent amendments. This information shall be stored in private and secured space provided to the .user by the e-GP system. Users may be charged and/or waived specified amount o£ money for different categories of use including Registration, transactions, Subscription and periodic renewal, additional storage space, facilities to use specific features/modules of the e-GP System laid different services from the Operation, maintenance 4iid management entity. CPTU/IMED shall have the rights to set reasonable charges or Waiver [to promote the use of the e-GP System and sustainability of the system in long run. Users must comply with the terms & conditions^ privacy policy, and disclaimer. Users need to read the terms and conditions, privacy policy and disclaimers and the “Accept” during the registration application process. Users may fill-in the non-mandatory information provided in the registration form at the time of/registration or any time later after primary registration. The ©-GP System may use any additional reliable and secured human verification methods or security codes, (e.g. CAPTCHA to protect from unsolicited spamming and automated registrations.- Membership for using the e-GP System shall ‘be Completed, when the user responds to the e-mail link sent to the respective 6-mail of successful registrants as notified by the system after post verification. The concept of single sign-on shall apply and the same/updated information provided at registration can be used across all procurement activities until its validity expires. Users may sign-on again to enter confidential and sensitive information such as payment information. The users shall be automatically lodged out by the system if the user remains idle for specific period of time. Users should properly logout from the e-GP System after using the system. The users may update their profile details with authenticated information anytime through the dashboard in secured environment. User ID and username cannot be changed. Users may cancel their registration provided that they have no obligations pending to any party while using e-GP System.

3.2.2 Tenderer/Applicant/Consultant Registration Tenderers, Applicants and Consultants may register as a single entity or, in Joint Venture (JV) or association with sub-Contractors’ or sub- Consultants in compliance with the Public Procurement- Rules 2008 along with subsequent amendments, and applicable .procurement guidelines, filling in an application form .provided by the System for registration before using the e-GP System- Tenderers, Applicants and Consultants may visit CPTU/IMED ‘e-GP Users Registration Desk` with the original, credential documents used during online registration process or send the documents via registered post or cornier service for the post-verification for, authenticity. Tenderers, Applicants and Consultants also must include, envelope return address written or typed, and with required postal stamp or bank draft in the name of Director General, Central Procurement Technical Unit(CPTU). Tenderers/Applicants/Consultants registered into the e-GP System will have access to the procurement opportunities of public agencies, participate in the tendering/proposal submission processes, track contract awards and manage the contract and deliverables etc.

3.2.3 Procuring Agency (PA)/Procuring Entity (PE) Registration- PA/PEs should seek approval From the CPTU to create a Procuring Agency account with authentic PA/PE identity information. PA/PEs should register in the e-GP System to access different facilities and activities of procurement processes, annual procurement planning, procurement document preparation, evaluation, contract award, contract management, internal procurement process workflow management, tracking payments, deliverables, etc., through the available features and modules of the e-GP System. PA/PEs should provide entity details, and other required information in order to complete the Registration Form, but the CPTU reserves the right to make any changes in fields of the Registration Form, if required. The e-GP System will generate a unique application number and the Procuring Agency should refer to the unique number while seeking assistance from CPTU. A secured Dashboard provides PA/PEs with the capacity to create as many internal users as required for the procurement process of the procuring entity. Procuring entity reserves the right to define the number of users for the procurement process to use e-GP System.

3.2.4 Scheduled Bank (SB) Registration Financial Institutions/Banks authorized by the Bangladesh Bank are allowed to register for collecting fees for selling of procurement documents and other applicable fees, providing Bank Guarantees, tracking, and processing payments or both (Refer to Appendix 1). Scheduled Banks should seek approval from the CPTU to create any such service provider account. Secured Dashboard provides banks to create as many internal users as required for using the e-GP System, Scheduled bank reserves (he right to define the number of users for the banking process to use e-GP System.

3.2.5 Development Partner Registration Prior approval from the CPTU is required to create- any such Development partners account (i.e. The World Bank, ADB, JICA, DFID, etc.) Development partners may be provided with facilities to upload their Procurement guidelines, review the progress of development partner funded projects and others. Secured Dashboard provides DPs to create as many internal users as required for using e-GP System.

3.2.6 Opening & Evaluation Committee and Approval ‘Authorities Registration Prior permission from relevant Procuring Agency or Procuring Entity is required to register any such Committee member (Refer to Appendix 2), Committee is allowed to register as:

(i) Tender/ Application’ Proposal Opening Committee (TOC/POC)
(ii) Tender/Application^ Proposal Evaluation Committee (TEC/PEC) Opening and Evaluation Committees get access to the e-GP System, only for specified and restricted times for specific procurements defined by the procuring agencies/entities for submitting evaluation results and reports and should fully comply with the requirements of the Public Procurement Rules 2008 along with subsequent amendments and other guidelines if any. Procuring Agencies/Entities will register the required Approving Authorizes as provisioned in the PPR – 2008 and subsequent amendments, related to the procurement for the completion of procurement process. and map the roles in procurement workflow of e- GP System,

3.2.7 e-GP System Administrators and Auditors Registration Prior permission from the CPTU/IMED is required to register any such e-GP System Administrators and Auditors. CPTU shall define the e-GP System Administrators and Auditors qualifications. e-GP System administrators get access to the e-GP System tools for e- GP Portal configuration, user management, creating- and updating the standard procurement template library, data import and export, report generations from PROM IS. Updating of content in the e-GP system, and managing unregistered Procuring entities and other, users.

3.2.8 e-GP System Operation, Maintenance. Management (OM&M) Entity Registration Prior permission from the CPTU/IMED is required for any such e-GP System OM&M registration Prior permission from the CPTU/IMED is required for e-GP OM&M users get access to the e-GP System tools for e-GP Portal configuration, workflow set up for Procuring entities, data entry, call center facility, user registration, management, verification of credential, and access to other features delegated by CPTU/IMED Prior permission From the CPTU/IMED is required for access for creating and updating the standard procurement template library, data import and export, report generations from PROMIS, update and moderation of contents in e-GP system, managing unregistered Procuring entities and other users.

3.2.9 Media Registration Prior permission from the CPTU/IMED is required for any such Media registration The Media users get access the e-GP System tools for obtaining procurement related information, updates, news announcement and press releases.

3.3 Annual Procurement Plan (APP) Preparation and Publication

3.3.1 Procuring agencies/entities should prepare their annual procurement plan (Refer to Appendix 3) in the format prepared by the CPTU through the e-GP dashboard as required by the PPA 2006 and PPR- 2008 along with the subsequent amendments in Act and Rules. The APP must be prepared and published in the e-GP System to carry out any procurement activities by procuring agencies/entities through e-GP System. The e-GP system will guide the agencies/procuring entities with online support tools and forms for providing draft, update of APP and publishing facilities. ‘l*he e-GP System provides facility to procuring agencies and entities to revise and update the Annual Procurement Plan through appropriate approval from the authority.

3.4 Electronic Tender Document Preparation (ETDP)

3.4.1 Dynamic Forms Library Dynamic Forms for preparing electronic tender documents and for other activities of the procurement process shall be prepared and updated only by the CPTU or the entity authorized by the CPTU. Procuring entities may change and update only the specific sections of the template and its contents. For example. General Condition of Contract clauses can be modified only through Special/Particular Conditions of Contract, adding rows for additional items, or removing unrelated forms or other items as appropriate and with expert sign-off in compliance with PPA and PPR. Procuring entities get access to all the available standard procurement document templates for preparing Invitation to Tender, Proposal and documents for procurement of goods, works and services. Procurement Agencies/procuring entities may get online help to select the appropriate online, tender document, or template forms preparing the tender document, for the intended procurement. e-GP portal should provide library of online tender document sections with templates forms for online submission counterpart to toe Standard Tender Documents (STDs) available now in CPTU website. CPTU shall provide forms to be selected by thp.PE and the tenderers/ Applicants/ Consultants will be able to download and complete the forms online electronically. Procuring Entities shall provide guidance and safeguards assure the validity of the online forms so that the system can guide users to find the correct form and prevent them from filling incorrect forms.’Agencies also shall provide clear instructions; PE shall make sure the tender documents are complete and correct before publishing finally on The e-GP portal’.

3.4.2 Tender/Application/Proposal Preparation The Tenderers/Applicable/Consultants must prepare their Tenders/proposals online, and documents required to be uploaded within die time specified in the Invitation for Tenders/Proposals after signing of die same with the e-Signature or Digital Signature, whichever applicable; by their authorized representative. Tenderers/Applicants/Consultants should allocate sufficient time to read the document thoroughly to understand what is being asked for and preparing and submitting the Tender/ Application/ Proposal online. Submission must be completed before the deadline of submission time. Tenderers/Applicants/Consultants should ensure that all the forms have been completed correctly and sufficiently for which Tender/Application/ Proposal is being prepared. Tenderers/Applicants/Consultants should ensure that all questions and matters raised in the Tender document have been addressed. Tenderers/Applicants/Consultants should adequately address all selection criteria, making sure to demonstrate ability to meet the requirements stipulated in the Tender/Application/ Proposal documents. Tenderers/Applicants/Consultants should keep track -of any amendments issued during the tender period and ensure that these are included in the tender/Application/proposal response, Tenderers/Applicants/Consultants must submit their tender response before the closing time late tenders/ applications/ proposals, even if a few seconds late, are ineligible for consideration. The e-GP System shall automatically reject such late tenders/Proposals. All soil of documents kept in the tenderer’s/Applicant /Consultant’s briefcase (virtual web space allocated to tenderer/Applicant/Consultant in e-GP system) will remain unless the allocated size exceeds.

3.5. e-Tendering

3.5.1 e-Advertisement Procuring Entities should prepare Invitation for Tenders/Proposals using the online template available from their secured Dashboard. The detailed description of the Goods/Works/Services, time-schedule, conditions etc. including the tender documents/RFPs for e-Tendering shall be made available on the procurement opportunities section of the e-GP System and shall be available to all interested users to search and read the e-advisement. The Invitation for Render/Application/Proposal shall be published in the e-GP Portal by proper authority from the procuring entity. Notice shall be published in newspapers and commercial tender portal according to ICT Policy action No. 82. The date of tender notice published in the e-GP system shall be treated as the start date of Tender/ Application/ Proposal.

3.5.2 Online Entry/Uploading Tender Document Tenderers/Applicants/Consultants must submit their Tenders /proposals with documentation online, to be uploaded by the time specified in the Invitation for Tenders/Proposals after signing of the same’ with the e-Signature or Digital Signature, whichever is applicable, by their authorized representative. The Tender/ Application/ Proposal of only those Tenderers/ Applicants/ Consultants, who have submitted their Tender/ Application/ Proposal within the stipulated time, as per the tender time schedule, will be accepted by the e-GP system. The System will not allow submitting any document for the particular procurement after Tender/ Application/ Proposal submission deadline. The Tenderers/Applicants/ Consultants are responsible to plan their time sufficient to complete the documents upload, third party transactions like Tender security preparation and submission through banks, verify completeness of tender, and final submission of tenders documents for the specific tenders. Before final: submission, the tenderer/Applicant/ Consultant may upload documents, fill-in required online forms, modify and verily the documents, and complete other activities part by part.But attempt to submit incomplete tender will not be allowed by the e-GP System. System will provide acknowledgement of successful Tender/ Application/ Proposal submission.

3.5.3 Pre-Tender/ Application/ Proposal Meeting e-GP system carries out online Pre-Tender/ Application/ Proposal meetings on, the date, time and venue, if required, as stipulated in the tender notice/documents. Responses/clarifications of the queries relating to the-Tender or RFP document should be posted by Tenderers/Applicants/Consultants online before or during pre-Tender/ Application/ Proposal meeting. Details of the pre-tender meetings are given in the Business Process Reengineering (BPR) document (Refer to Appendix 2),

3.5.4 Tender/ Application/ Proposal Amendment To the extent permissible under the procurement rules the Procurement Agencies may amend the tender documents at’ any’ time prior to the deadline for receipt of tenders. Procuring entities shall issue an addendum and publish in the related section of the e-GP System and also send via an automated electronic means (i.e. email, sms) and make available online in the e-GP System for the information of the public and the prospective Tenderers/Applicants/ Consultants who have received the tender/Application document or RFP.

3.5.5 e-Lodgment A tender/application/proposal lodged electronically is deemed for all purposes to be the true and legal version, duly authorized and duly executed by the Tenderer/Applicant/Consultant and intended to have binding legal effect. E-Signatures / Digital signatures are necessary due to the security system for identity and authentication purposes. Identity of the Tenderer/Applicant/Consultant maybe verified with a follow-up due diligence process. Tender/Application/Proposal submitted via the e-GP System must be received in full prior to the closing time. The Tenderers/ Applicants/ Consultants acknowledge the receipt of Tender/Application/Proposal amendment through the system. If the electronic records entered online and files containing the Tender/Application/ Proposal are corrupt, contain a virus, or are unreadable for any reason, the tender will not be considered. It is strictly The Responsibility of the tenderer/applicant/Consultant to ensure the integrity, completeness and authenticity of the Tender /Proposal. Prior to submitting a tender/application/proposal electronically the Tenderer/Applicant/Consultant must ensure that all electronic records and files making up the Tender/ Application/ Proposal are completely viruses free using virus checking software, though e-GP system server also will check the uploaded files to ensure the files are completely virus free and will give alert to the user if any virus found. Tenderers/Applicants/Consultants acknowledge and accept, in respect of electronically transmitted tenders/proposals, that : Lodgment of large electronic files may take time and as such sufficient time must be allowed to fully transmit all files prior to the closing time. Files should be compressed into zip format for making size smaller. Procuring entities or the CPTU shall not be liable or responsible for the loss, damage, destruction or corruption of any Tender/ Application/ Proposal, however caused. Agencies/procuring entities, until after the Tender/ Application/ Proposal opening, may not discover corruption: or unreadable files submitted via the e-GP System. Faults in the Tenderers/Applicant’s/Consultant’s computer system are not the responsibility of the Procuring Entities or the CPTU and no extension to the closing time will be made because of the system faults of this kind. None of the users of e-GP system including Procuring Entity users and e-GP Administrators get to know the name, of, the tenderers/ applicants/consultants who purchased the documents and also lodged the tender/application/proposal until the*, tender s/applicant s/proposals are opened on the designated date and time of opening. Authorized PE user may know only the count of tender/applicant/proposal lodged. CPTU provides the online learning tools for tenderers/applicants/ consultants, but the providing trainings to the tenderers/ applicants/ consultants to use the system effectively are the responsibility of procuring entities. Procuring entities should prepare the, trainers on. e- GP system through the. Training for Trainers (TOT) (from CPTU. Operation, maintenance and management entity, when established, may conduct the training to tenderers/Applicants/Consultants/PE users and other users on agreed terms and conditions (Refer to Appendix 4), arid Disclaimer and Privacy Policy (Refer to Appendix 5)

3.5.6 Tender/ Application/ Proposal Opening The Procuring Entities receiving the tenders/Proposals should form a Tender Opening Committee (TOC)/Proposal Opening Committee (POC). Formation of TOC/POC is described in Business Process Reengineering (BPR) document (Appendix -2). Access to the Dashboard for the TOC/POC available only after the specified Tender/ Application/ Proposal opening date/time. The Committee members should fill out the Tender/ Application/ Proposal Opening Sheet generated by the system asperPPR-2008 requirements. Access to the technical and/or financial proposals to TOC/POC shall be available only at the specified date and time configured in the e-GP System by the Procuring entities according to opening date and time stipulated in the Tender/RFP documents. Tenderers/Applicants/ Consultants may physically be present at the Tender/ Application/ Proposal opening; otherwise Tenderer/ Consultants may choose to participate online during the Tender/ Application/ Proposal live opening session, where the TOC/POC may post the tender opening records. Tender/ Application/ Proposal opening information shall be posted under the specific tender/RFP section of the Dashboard of Tenderers and Consultants, and also may be sent through email alerts, if preferred by the Tenderers/Consultants. Online Tender/ Application/ Proposal opening schedule and specific web address for the Tenderers/Applicants/ Consultants to participate in the online Tender/ Application/ Proposal opening meeting/conference shall be specified in the Invitation to Tender/RFP issued by the procuring entities.

3.6. e-Evaluation

3.6.1 Formation of Evaluation Committees The Procuring Entities receiving the Tenders/ Applications/ Proposals should form a Tender Evaluation Committee (TEC)/ Proposal Evaluation Committee’(PEC). Formation of TEC/PEC is described in Business Process Reengineering (BPR) document. Procuring Entities should ensure that die so formed Committees have sufficient knowledge and are conversant the available tools offered by the e-GP system, i.e. the way to enter, view, update scoring criteria, and weightings .automated analysis of Tenders/Proposals, audit trails and reporting etc. Procuring Entities should make the e-GP systems available to evaluation committee members with the applicable features that support work How and evaluation processes. Members of the evaluation committee members also may receive the auto notification (via email or SMS as configured in preference for auto-notified lion) from the e-GP System as soon as the user is created.

3.6.2 Use of e-GP system by evaluator Access to the Dashboard for the Evaluation Committee shall be available only after the specified date/time and the e-GP system has been configured by the Procuring entities. Al the outset, the committee members should fill out and sign the declaration individually before evaluation and joint edification after evaluation provided online by the system as per PPK-2U0& requirements. Access to the technical and/or financial proposals to TEC/PEC shall be available only at the specified date and time configured in the e-GP System by the Procuring entities. Evaluators should follow The predefined workflow set-up by The Procuring entity to evaluate tender/ Application Proposal documents. e-GP system will automatically generate draft results of the evaluation lo assist the evaluators. Evaluators should. review the auto-generated reports, update and complete the entire required evaluation main*, based on the stipulated criteria and sought facts in tender RFP documents to complete the evaluation e-GP System shall not allow the I:\aluators lo alter any data provided by the Tenderer Applicant ^Consultants and agreed final report by the committee that may determine the winner Tenders/ Applications Proposals alter submission of The final data to The e-GP system TKC/PLC members may conduct the negotiation online or offline, ii negotiation is applicable to specific procurement type as per PPR-200S along with the subsequent amendments, and upload the negotiated report lo e-GP System. If any modification required, evaluator may seek permission from the proper authority to update the value in the evaluation record matrix the system will record any such alterations.

3.7 Approval, Notification of Award (NOA) and Contract Signing

3.7.1 Approval of the Evaluation Report will he routed in e-GP system through the workflow to appropriate Approving Authority as stipulated in PPR-2008 along with subsequent amendments

3.7.2 Procuring entity will -issue NOA to successful evaluated tenderer/ applicant/, consultant online. (i.e. via Tenderer/applicant/consultant dashboard, email, SMS as configured, in preference settings);

3.7.3 Tenderer/Applicant/Consultant must acknowledge the receipt of the NOA ;and carry out the necessary formalities as indicated in the NOA and tender/application/RFP documents.

3.7.4 e-GP system provides the facility to sign the contract online between Procuring Entity and the tenderer/application/consultant, but may also choose to sign offline in compliance with the PPR-2008 along with the subsequent amendments. ln case of offline Contract signing, PH must enter the contract details, contract documents, and schedules of delivers, contract execution plan in e-GP system.

3.7.5 The e-GP system will publish the Contract award information on e-GP Portal as and when Contract, is signed and ‘system is updated by the Procuring entity.

3.8 e-Contract Management

3.8.1 Contract progress monitoring and control The Procuring Entities-;should nominate individuals for managing contracts, shall have the required knowledge, skills, and abilities to effectively carry out their responsibilities by using the’ Dashboard provided in the e-GP system; E-GP System provides the standard forms and entry spaces to record the different activity and events of the Contract execution under e- contract Management System. Procuring Entities should keep updated contract, with the project schedules, deliverables, Service Level Agreements if any, specifications, amendments and other information in the e-GP system. Procuring Entity (PE) or a person nominated by PE must measure time and cost against the budget and contract specifications. The. projected time required to complete the contract will also be assessed to detect deviations from the plan through the e-GP system dashboard/ The performance of the work must be checked to ensure that the targets are being met and accordingly update the data in the e-GP system to reflect .., the actual status of the contract. The designated official(s) should upload inspection reports photographs and other: documents that may be appropriate in relevance to the contract.

3.8.2 Certification and payment processing The e-GP System provides the standard forms or issuing different types of certifications such as acceptance certificates, quality certificates, etc. The designated officers) responsible for evaluating performance of the contract must carefully review the contractor’s requests submitted online for payments to verify the accuracy of all charges and work performed, as e-GP system does not have automated tools to verify the physical performance in the field. The designated officers must verify receipt of goods and performance of services and works in accordance with the contract prior to authorizing payment of invoices online. Contract management will be fully based on the workflow process configured for the specific procuring entity,

3.8.3 Contract agreement administration The e-GP System also provides a tracking mechanism for all contract agreements. The designated officials should check contract status; contracted parties, contract period, goods, works, and services severed and contract points to make any decision during contract agreement administration. If any contract needs to be amended the e-GP System brings up the auto alerts for required actions. The designated official must record appropriate reason before any such extensions.

3.9 General

3.9.1 Workflow Configuration and Management Authority Register The e-GP System is based on the procurement process workflow, which is based on the delegation of financial power (DoFP). The e-GP system workflow verifies the Authority Register stored in the system for each procuring entity to carry out the procurement transactions in compliance with the DoFP and process defined in the PPR-2008. e-GP System should provide a data entry form available for the procuring entities to capture detailed personal information, and department/ section information, role and responsibility information, e-Signature/digital signature (whichever is applicable), detailed contact information and the authorization level of the user to make part of the procurement workflow process. Procuring Entity must determine the different authorization levels for each user to perform certain activities. Workflow Mapping The Procuring Entity should create workflow from its Dashboard for centralized, distributed and/or hybrid kinds of’ procurement management hierarchies to complete procurement transaction cycles to accomplish any procurement activity involving all required resources and transparent roles/authorities. The Procuring Entity should create its own workflow mapping to provide, flow for each procurement process indicating specific department, designation/role, rights and permissions to perform and automate necessary tasks. The Procuring Entity may have rights to change .the workflow mapping during the procurement process, as and when required with the permission from the appropriate authority in PE.

3.9.2 Common Instrument Numbering Instrument Numbering Process Procuring Entity should ensure that each contract, or-any other agreement is uniquely numbered in order to facilitate MIS on spend analysis, Contractor/Supplier/Consultants performance or/and any other such analysis. The e-GP system also provides its internal number for each transactions and items. Records and References The Procuring Entity should accept the system guided format to create any reference, record or modification of an existing record or reference number.

3.9.3 Personalization/Customization/Configuration e-GP system Configuration The Procuring Entity should configure the e-GP System to fit with the existing procurement practice as per PPA-2006 and PPR-2008 along with subsequent amendment and the Business Process Reengineering (BPR) of this guideline, Agency specific Workflow configuration

3.9.3,2.1 The Procuring Entity should configure the workflow on the e-GP System to fit with their procurement workflow; Workflow mapping must be done at the time of initial configuration of e-GP system before carrying out any functional transactions in e-GP System. Major Actors Specific Dashboard and User Interface The Procuring Entity should ensure’ that1 an actor-specific User Interface and Dashboard have been created to perform activities as per the user’s permission, and facilitated by necessary tools including fonts & pdf writer to complete activities. Auto Alerts e-GP System shall provide The auto alerting systems (via email, RSS feed or SMS) for the users (opted for preference to rcceive such alters) to get the required message alert on specific events in the procurement process.

3.9.4 Storage of records and documents Storage Formats The e-GP System has the ability to store records (name data) in either or both of the two languages (Bangla and English) where applicable in e-GP System. Archival requirements The Procuring Entity should ensure that all the completed documents have been archived by the system. A competent person should be assigned by the procuring entity to oversee the archival documentation and to do it manually in the ease of system failure. Confidentiality of records in e-GP system Any record, labeled as confidential or sensitive by the system, shall not ‘ be published or shared with any third party without written permission from the owner. e-GP system must have adequate measures to ensure that no users, including those with highest level of authorization (i.e, e-GP System Administrator), arc able to view / retrieve sensitive information. Any such access must be recorded in audit trail record log: for possible subsequent review.

3.9.5 Procurement Management Information System Monitoring and evaluation of procurement process The Procuring Entity shall provide necessary procurement related information to the system to generate various reports, to be used for compliance monitoring with procurement Acts and. rules, and procurement performance evaluation purposes. The Procuring Entity’Should’1 comply with the-‘ key procurement performance indicators to fulfill the requirement of PPR-2008 along with subsequent amendments,

3.9.6 Security and dispute resolution Audit logs The e-GP System should guarantee that all user and system activities related to “write” events and access to sensitive data through the e-GP System arc captured in the audit trail (or future auditing purposes. Only authorized auditors with specific permission may access the audit logs in presence of CPTU authorized representative. e-GP System should not allow access to modify the Audit trails. All the activities of each and every user from login to logout for any sessions shall be recorded along with the identity of the user, date and time. The information recorded in Audit trail database shall serve as sufficient evidence of action of any user in-e-GP System: Data Encryption The e-GP System keeps all private information of its users in encrypted form in database and shall not be accessible to any user without sufficient authority and access permissions The e-GP System keeps all draft and final procurement documents submitted to e-GP System in encrypted form and shall not be accessible to any user without sufficient .authority and access permissions. All data transmitted through the computing device (i.e. Computers, Mobiles, and any other devices which can be used to; do transactions with e-GP system) of authorized users to, e-GP System, and from e-GP System to users’ web browser shall be encrypted through Secured Socket Layer (SSL) encryption, CPTU shall keep its e-GP Data center and its data protected through external access using highly secured-firewalls intrusion detection technologies, etc. The methods and algorithm of data encryption used in e*GP System shall be approved, by CPTU, and may be revealed if the disclosure is required and requested to reveal for the resolution of any disputes. Dispute Resolution Dispute resolution in case of information theft, misuse, hacking, spamming, disclosure, misrepresentation etc. will be handled through the provisions made in prevailing procurement Acts and rules, Right to Information Act, IT Act and other relevant laws of land.

3.9.7 Subscriber Services Subscription Administration CPTU/IMED reserves the right to Setup, Configure and Administer the subscription of registered e-GP System users. CPTU/1MED may charge fees from it`s users for the use of e-GP system and its different services by taking approval from the competent authority. Charges/Fees CPTU/IMED may charge fees for user registration, verification of credentials, renewal of validity, training, providing procurement information, and other approved services for fees. CPTU/IMED may charge Fees to third-party website or application for specialized service of providing public information available in the c- GP System through web services or any other appropriate content delivery services. CPTU/IMED may introduce new fees for different procurement events, and review any fees structure for the e-GP system users, and subscribers.

3.10 Operation, Maintenance and Management Services

3.10.1 Operation, Maintenance and Management Arrangements The CPTU/IMED reserves the right to outsource operation, maintenance and management services of e-GP Data center, e-GP system and other related services to any third party for agreed period through adopting appropriate business model. The users of e-GP system are to be obliging such any agreement with any outsourced firm/company.

3.10.2 Service Standards The CPTU/IMED shall monitor, supervise and recommend the expected service standard provide by the outsourced firm/company to the stakeholders and e-GP system users.

3.10.3 Services Limitations The CPTU/IMED shall determine the access level to e-GP System and data center, quality of services, indicators for performance monitoring, and service limitations to the outsourced partners through a Service Level Agreement (SLA) for the sustainability of e-GP System m Bangladesh.

3.11. Future Extensions

3.11.1 The CPTU/IMED reserves the right to bring any changes to the system, service and or management structure at any time at any condition based on the experience lo comply with any changes in Acts,rules and other directives or lo make the system compatible with new technology, user friendly and useful lo the intended users.

3.12. Translation and Publication of Documents

3.12.1 No person shall without the prior approval of Government, be permitted to publish or translate this guideline issued under the PPA 2006 and PPR-2008.


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সূচীঃ PPR-08

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