Guidelines on the methods and procedures of centralized procurement system introduced by Government of Kerala

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centralized procurement

As per Government Order G.O(Rt) No.25/2018/ITD dated 01/02/2018 the Government have issued General Guidelines for detailing the procedures to be followed by State Departments / PSUs / LSGIs for placing the work order in the Government portal and its functionalities.

General Guidelines for departments / LSGs/government agencies etc.
1) The Departments registered for procurement through the Govt. portal www.cprcs.kerala.gov.in, will be provided with a user name and password for login.
2) The designated official from each Department/PSU/LSG etc and registered in centralized procurement PORTAL shall upload the IT Hardware requirement in the online portal developed by KSITM/KELTRON, as per the specification fixed by KSITM, for initial demand aggregation.
3) On finalization of the rates for commonly used IT hardware, Departments can choose the items required for procurement from the portal. Departments will have to fill up a questionnaire at the PORTAL to suggest appropriate specification of the PC / Laptop required for the department. [ For varied specification, refer para 12 ].
4) After choosing an item from the portal, the Department/PSU shall generate a proforma invoice from the portal. This is for getting necessary approvals from the appropriate authority for purchasing the items. The department / purchasing officer shall place the order to KELTRON thorugh the portal. The total value of the product as mentioned in the portal shall be transferred in advance, to KSITM TSB Account opened for this purpose ( details will be shared in the portal) , at the time of placing the order. The total value of the item will be inclusive of all taxes and service charges applicable to KELTRON. Necessary provisions has been added in the portal. A confirmation statement will be generated by the portal for record purpose.
5) After items are delivered at site, respective office authority shall countersign the delivery chalan.
6) Department/PSU Officials shall also countersign the installation certificate produced by KELTRON which is already verified and signed by their engineer.
7) Department/PSU official shall use Complaint Management System for the technical support during warranty period or KELTRON CALL CENTRE ( Toll free number ) or mail to rcservice@keltron.org. [ Call Centre number will be available in the portal ]
8) Department official requested to inform, If any issue remains unsolved within the specified time-lines (Including RFP Timeline) , The matter may be informed to KSITM.
9) PORTAL will have provision for department to reject whole or part of the items supplied by the supplier, if do not conform to the specification or conditions.

10) KELTRON shall issue a final tax invoice to the department for record purpose.
11) Departments need not execute separate agreement with KELTRON / supplier in this respect.
12) If the department indent for higher specification, then minutes of the departmental Technical Committee which recommended a higher specification to be uploaded. If the product with specification requested is not available in the portal then KELTRON will process and tender separately for such items. Department will also have the option to purchase those items from GeM with approval of the appropriate authority / SPD.
13) The rates are derived only for commonly used items such as PCs, Laptops, Printers , Scanners, Photocopiers etc. For different line of items not included in this centralized system, departments may continue to follow the present practice of procurement as per rules.

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