Understanding the Tender Process on Haryana eProc Portal

Author: Tata nexarc | Published on: 3 July 2024 | 5 min read

Table of contents:

The Haryana e-Procurement System, commonly known as Haryana eProc, has revolutionized government tendering in the state. Launched in 2014, this platform has streamlined procurement processes, enhancing transparency and efficiency. In 2023, Haryana eProc facilitated over 50,000 tenders worth ₹75,000 crores, showcasing its significant impact on state-level procurement.

Haryana eProc serves as a centralized portal for all government tenders in the state. It digitizes the entire tendering process, from publication to award. The system's importance lies in its ability to reduce paperwork, minimize human intervention, and provide equal opportunities to all vendors. This article will guide you through the intricacies of the tender process on Haryana eProc portal, covering everything from tender types to best practices for participation.

Types of Tenders on Haryana eProc Portal

Haryana eProc supports various tender types to cater to different procurement needs:

1. Open Tenders: These are publicly accessible tenders where any eligible vendor can participate. In 2023, open tenders constituted 70% of all tenders on Haryana eProc.

2. Limited Tenders: Restricted to pre-qualified vendors, these tenders are used for specialized procurements. They made up 20% of tenders in 2023.

3. Single Tenders: Used in rare cases where only one vendor can fulfil the requirement. These accounted for less than 5% of tenders.

4. Global Tenders: Open to international vendors, these tenders are used for high-value or specialized procurements. They represented about 5% of total tenders.

Each type serves a specific purpose. For instance, the Public Works Department often uses open tenders for infrastructure projects, while the Health Department might use limited tenders for specialized medical equipment.

Read more about: Panchayati Raj Tenders in Haryana

Tender Lifecycle on Haryana eProc

The tender lifecycle on Haryana eProc follows a structured process:

1. Creation and Publication: Departments create and publish tenders on the portal. In 2023, the average time from creation to publication was 3 days.

2. Tender Notice Period: This period allows vendors to prepare bids. The minimum notice period is typically 21 days for most tenders.

3. Bid Submission Phase: Vendors submit their bids electronically. In 2023, 95% of bids were submitted in the last 48 hours of the deadline.

4. Bid Opening and Evaluation: Bids are opened and evaluated electronically. The average evaluation time in 2023 was 15 days.

5. Award of Contract: The winning bidder is selected and awarded the contract. In 2023, 80% of contracts were awarded within 30 days of bid opening.

Accessing Tender Information

Navigating Haryana eProc is user-friendly. The 'Tender Search' section allows filtering by department, tender type, or value. In 2023, the most searched departments were Public Works (30%), Urban Local Bodies (25%), and Health (15%).

To stay updated, vendors can set up email alerts for relevant tenders. In 2023, over 100,000 alert subscriptions were active, ensuring vendors never miss an opportunity.

Pre-Bid Activities

Before submitting a bid, vendors must complete several pre-bid activities:

1. Tender Fee Payment: Usually ranges from ₹500 to ₹10,000, depending on tender value.

2. EMD Submission: Typically, 2-5% of the tender value, refundable for unsuccessful bidders.

3. Pre-bid Meetings: Attended by 60% of potential bidders in 2023, these meetings clarify tender requirements.

Bid Preparation and Submission

Successful bid preparation requires attention to detail. In 2023, 25% of bids were rejected due to incomplete documentation. Key steps include:

1. Technical Bid Preparation: Includes company profile, experience certificates, and technical specifications.

2. Financial Bid Preparation: Detailed cost breakdown adhering to the tender's format.

3. Document Upload: All documents must be in specified formats, typically PDF.

4. Digital Signature: Mandatory for bid submission. In 2023, 98% of bids were digitally signed.

Bid Opening Process

Bid opening on Haryana eProc is transparent and systematic:

1. Technical Bid Opening: Conducted first to assess eligibility and technical compliance.

2. Financial Bid Opening: Only for technically qualified bidders.

In 2023, the average time between technical and financial bid opening was 7 days.

Bid Evaluation

Evaluation criteria are predefined in the tender document. In 2023:

- 70% of tenders used the Least Cost Selection method

- 20% used Quality and Cost Based Selection

- 10% used other methods like Fixed Budget Selection

Award of Contract

The winning bidder is issued a Letter of Intent (LOI) through the portal. In 2023, 95% of LOIs were issued within 7 days of financial bid opening. Contract signing typically follows within 14 days of LOI issuance.

Post-Tender Activities

After contract award, vendors must:

1. Submit Performance Security: Usually 5-10% of contract value.
2. Manage Contract through Portal: Including milestone tracking and payment requests.
3. Participate in Vendor Rating: In 2023, 85% of completed contracts received vendor ratings.

Grievance Redressal

Haryana eProc provides a robust grievance redressal mechanism to ensure fairness and transparency in the procurement process. This system allows vendors to address issues at various stages of the tender process.

In 2023, 500 grievances were filed through the portal, with an average resolution time of 15 days. This marks a 20% increase in grievances compared to 2022, reflecting growing vendor engagement with the redressal system.

Key features of the grievance redressal mechanism include:

1. Online Complaint Filing: Vendors can file complaints directly through the Haryana eProc portal. In 2023, 95% of grievances were filed online, streamlining the process.
2. Tiered Resolution System: Complaints are addressed at multiple levels:
   • Level 1: Departmental Nodal Officer (resolves 60% of cases)
   • Level 2: State Nodal Officer (handles 30% of cases)
   • Level 3: High-Power Committee (addresses 10% of complex cases)
3. Time-Bound Resolution: The system mandates resolution within 30 days. In 2023, 80% of grievances were resolved within 20 days.
4. Transparency in Process: Complainants can track the status of their grievances in real-time. This feature saw a 95% usage rate among complainants in 2023.
5. Appeal Mechanism: Vendors unsatisfied with the initial resolution can appeal to higher authorities. In 2023, 15% of resolved cases were appealed.
6. Common Grievances: The top issues in 2023 included:
   • Technical glitches during bid submission (30%)
   • Disputes over disqualification (25%)
   • Clarity on tender specifications (20%)
   • Issues with EMD refunds (15%)
   • Others (10%)
7. Feedback Loop: Resolved grievances inform system improvements. In 2023, this led to 10 major updates to the Haryana eProc platform.

The effectiveness of this system has contributed to increased vendor confidence. A survey in late 2023 showed that 85% of vendors felt the grievance redressal mechanism was fair and efficient, up from 70% in the previous year.

Transparency and Anti-Corruption Measures

Haryana eProc employs several anti-corruption measures:

1. Audit Trails: Every action is logged and timestamped.
2. Real-time Tracking: Tender status is visible to all stakeholders.
3. Bid Encryption: Prevents tampering of submitted bids.

In 2023, these measures led to a 30% reduction in corruption-related complaints compared to the previous year.

Best Practices for Participating in Tenders

To succeed on Haryana eProc:

1. Check the portal daily for new tenders.
2. Review tender documents thoroughly.
3. Submit bids well before the deadline.
4. Keep your vendor profile updated.

Conclusion

Haryana eProc has significantly improved the tendering process in the state. With over 1 lakh registered vendors and a 99.9% uptime in 2023, it has become an indispensable tool for government procurement. As Haryana moves towards complete digitization of procurement, understanding and effectively using this platform is crucial for businesses looking to secure government contracts.