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Hardware
APTS takes up procurement
of hardware, software, networking components and other IT goods and
services on behalf of government agencies (users). The IT goods and services are directly provided by the vendors to users
under the supervision of APTS. The entire procurement process is
steered by a committee called the Technical-Cum-Purchase Committee (TCPC)
which comprises representatives relevant government
departments and APTS staff.
APTS Procurement functions
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Assisting
the user department in finalizing specifications for goods and
services
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Estimating
cost for the indented goods and services
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Inviting
bids or Request For Proposal (RFP) from interested vendors
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Bid/RFP
evaluation by TCPC members
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Selection
of vendors raising purchase orders
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Follow
up on delivery
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Verification
of delivery and conduct of Acceptance Tests
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Bill
processing and payments to vendors
Vendor
Mailing List functions:
Rate Contract List Functions :
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Identifying
goods/services for rate contract
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Identifying
vendors for such items.
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Calling
quotes periodically for rate contract prices
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Finalizing
rate contract
APTS
Service Charges
The
Government of Andhra Pradesh vide GO Ms No.43, Dated 15-06 1998 has fixed the following service
charges for various services rendered by APTS to users:
SERVICE
CHARGES AND SERVICE OPTIONS
|
Service
Options |
Role
of APTS |
Role
of Departments |
Service
Charges |
|
Full
procurement or Evaluation Services |
Full
procurement cycle comprising finalizing technology, inviting
bids, evaluation of bids, identification of vendors, issue
of purchase order, acceptance testing and making payment to
vendor. |
To
indicate its requirement and to participate in the APTS
procurement process. |
5%
of the total cost |
|
Evaluation
and Acceptance Services |
Evaluation
of bids called by user, from the point of view of technical
and financial scrutiny. Acceptance testing of delivered
goods/services |
Finalization
of technical configuration, inviting bids, preparation of
comparative statement, issue of purchase order, and making
payment to vendor. |
3%
of the total cost |
|
Evaluation
Service |
Evaluation
of bids called by user from the point of technical and
financial scrutiny. |
Finalization
of technical configuration, invitation for bidding,
preparation of comparative statement, issue of purchase
order, making payment to vendor and Acceptance testing. |
2%
of the total cost |
|
Acceptance
testing Service |
Conduct
of Acceptance testing and verification whether they conform
to the specifications. |
All
tasks connected with the procurement except acceptance
testing
|
2%
of the total cost |
Philosophy of Procurement
Most
of the procurements undertaken by APTS on behalf of government
agencies are in the nature of technical
products/services. As a first step, the product/services procured
for user department should meet the minimum technical requirement,
before the product is considered for price evaluation. To meet the above
requirements, the tender evaluation is conducted in two broad
stages.
Technical
Evaluation:
For
large scale procurement, technical evaluation will comprise pre-qualification of bidders, followed by technical evaluation of
product/services. In other cases, the first stage will have only one
evaluation i.e. technical evaluation. Pre-qualification or technical
evaluation will be followed by financial evaluation in both the
cases. In brief, for large scale procurement, the procurement
process comprises a three step
evaluation and for other cases it consists of a two step evaluation. In
all these steps sequential process of evaluation is followed i.e.
product/ services being evaluated must pass through the first
step, before they can be considered for the second step. A product/service which does not qualify at
the first step will not be
considered for further evaluation.
Financial
evaluation:
Total
cost of ownership and product meeting user expectations form the
basic criterion for financial evaluation.
Role
of Technical-Cum-Purchase Committee (TCPC)
The
TCPC concept has been an integral part of
APTS in all their procurement procedures. The committee tries to ensure transparency in decision making
processes, wider
discussion forums and for full involvement of user department at all
stages of procurement.
APTS
Vendor Registration Process
APTS
deals in procurement of various goods and services indented by
various user departments. Registration of vendor is open in
following specific areas:
The
process for registration of vendors shall be by publication of an
advertisement in the daily newspaper having circulation through out
AP. This exercise is done every year in the month of
January/February.
Use
of Vendor database:
The
list of registered vendors is used by each of the divisions for one
or all the following purposes:
General
eligibility
Registration
of vendors shall be open to all firms located in Hyderabad (AP) or
having registered office (s) in Hyderabad (AP) at least for more than
12 months from the date of publication of notice inviting proposal
and are eligible to do business under relevant Indian laws as are in
force from time to time.
Vendors
marked/considered ineligible by APTS for registration, for the
reason of non- satisfactory past performance, corrupt, fraudulent or
any other unethical business practices, shall not be eligible for
registration.
Specific
Qualifications:
The
vendor should be a manufacturer/authorized representative of a
manufacturer and should be in business of manufacture/supply and
maintenance of the offered items/services for a minimum period of
one year in Hyderabad
(AP)
General
strength of organisation in relation to ability to provide
goods/services, technical capability to supply and maintenance goods
and services and financial strength for executing work order.
Satisfactory
track record of vendor for last one year in supply and maintenance
of goods.
At
least 1.) one service centre at Hyderabad with 5 service engineers
and 2.) three additional service centres spread across AP with at least
3 service engineers at each centre.
(Note - Condition no.1 is mandatory for all cases and condition
no.2 is mandatory for those vendors who wish to be registered for
supplies outside Hyderabad)
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