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G O VER N M EN T OF ODISHA
W O RK S DEPARTM ENT
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O FFICE M EM O RANDUM

File No.07556900012016- /W, dated, S ' \ D -«\>

Sub: Electronic Receipt, Accounting and Reporting of Cost of Tender Paper and
Earnest M oney D eposit on subm ission of bids.

1. The State G overnm ent have been working on form ulation of rules and procedures for
Electronic receipt, accounting and reporting of the receipt of Cost of Tender Paper

and Earnest M oney Deposit on subm ission of bids through the e-procurem ent portal

of G overnm ent of Odisha i.e. “https://tendersodisha.qov.in” for som e time past.

2. Electronic receipt of cost of tender paper has been successfully tested through SBI

paym ent gateway. Now it has been decided to introduce electronic receipt of Cost of

Tender P aper and Earnest Money Deposit on subm ission of bids through

paym ent gateway o f designated banks such as SBI/ICICI Bank/HDFC Bank for all

G overnm ent D epartm ents, State PSUs, Statutory C orporations, A utonom ous Bodies
and Local Bodies etc. in phases(AN N EXU R E-l). The process outline as well as
accounting and reporting structure are indicated below:

a) It will be carried out through a single banking transaction by the bidder for multiple
paym ents like C ost of Tender Paper and Earnest Money D eposit on subm ission of
bids

b) Various paym ent m odes like Internet banking/ NEFT/RTG S of Designated Banks and

their A ggregator Banks as well can be accessed by the intending bidders.

c) Reporting and accounting of the e-receipts will be made from a single source.

d) Credit of receipts into the G overnm ent accounts and to the designated Bank account of

the participating entities indicated in Para 2 above would be faster.

3. Only those bidders who successfully remit their Cost of Tender Paper and Earnest
Money D eposit on subm ission of bids would be eligible to participate in the

tender/bid process. The bidders with pending or failure paym ent status shall not be able

to subm it their bid. Tender inviting authority, State P rocurem ent Cell, NIC, the
designated Banks shall not be held responsible for such pendency or failure.
4. Banking arrangem ent:
a) Designated Banks (SBI/ICICI Bank/HDFC Bank) paym ent gateway are being integrated

with e-P rocurem ent portal of G overnm ent of Odisha (https://tendersodisha.gov.in)

b) The Designated Banks participating in Electronic receipt, accounting and reporting

of Cost of Tender Paper and Earnest Money D eposit on subm ission of bids will

nom inate a Focal Point Branch called e-FPB, who is authorized to collect and collate all

e-Receipts. Each such branch will act as the Receiving branch and Focal Point Branch

notwithstanding the fact that the bidder might have debited his account in any of the

bank's branches while m aking payment.

5. Procedures of bid subm ission using electronic paym ent of tender paper cost and

EMD by b id d e r :

a) The bidders have to log onto the O disha e-P rocurem ent portal

/ httpc7/tPnH»rSnrtisha.aov.in) using his/her digital signature certificate and then search

and then select the required active tender from the “Search Active T ender option. Now,

subm it button can be clicked against the selected tender so that it comes to the My

Tenders” section.

b) U p lo a d in g of P r e q u a lific a tio n /T e c h n ic a l/F in a n c ia l b id : The bidders have to upload

the required Prequalification /Technical/Financial bid, as m entioned in the bidding

docum ent and in line with W orks D epartm ent office m em orandum No.7885/W

dt.23.07.2013.

c) Electronic paym ent o f tender paper cost and EMD : Then the bidders have to select

and subm it the bank name as available in the paym ent options .
i. A bidder shall m ake electronic paym ent using his/her internet banking enabled

account with designated Banks or their aggregator banks.

ii. A bidder having account in other Banks can make paym ent using NEFT/RTGS

facility of designated Banks.

• O nline NEFT/RTG S paym ent using internet banking of the bank in which

the bidder holds his account, by adding the account num ber as mentioned

in the challan as an interbank beneficiary.

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d) Bid subm ission: O nly after receipt of intimation at the e-P rocurem ent portal regarding

successful transaction by bidder the system will activate the ‘Freeze Bid S ubm ission’
button to conclude the bid subm ission process.

e) System generated acknow ledgem ent receipt for successful bid subm ission:

System will generate an acknow ledgem ent receipt fo r successful bid subm ission. The

bidder should m ake a note of ‘Bid ID’ generated in the acknow ledgem ent receipt for
tracking their bid status.

6. Settlem ent o f Cost of Tender Paper:

a) Cost of Tender P aper : In respect of G overnm ent receipts on account of Cost of

Tender Paper, the e-P rocurem ent portal shall generate a MIS for the State

Procurem ent Cell (SPC). The MIS will contain an abstract of the cost of tender paper

collected with reference to Bid Identification Number. The State Procurem ent Cell

shall generate Bank-wise challans under the head of A ccount for Cost of Tender Paper

and instruct the designated Banks to remit the money to the proper head of account of
State G overnm ent. In respect of the cost of tender paper received through the e-

procurem ent portal, the rem ittance to the Cyber Treasury account will be made to the

Head of A ccount 0075-M isc. General S e rvice s-80 0 -0 the r Receipts -0097-Misc.
Receipts-02237-C ost of Tender Paper.
b) For the tim e being, the State Procurem ent Cell (SPC) will use over the counter payment
facility of the O disha Treasury portal. Thereafter, rem ittance through NEFT & RTGS will

be facilitated through the Odisha Treasury portal.

c) Similarly, in case of State PSUs, Statutory Corporations, A utonom ous Bodies and Local
Bodies etc. Cost of Tender Paper, the e-P rocurem ent portal shall generate a MIS for

the State P rocurem ent Cell (SPC). The MIS will contain an abstract of the cost of tender
paper collected with reference to Bid Identification Number. The cost of tender papers

will be credited to the registered Bank account of the concerned State PSUs, Statutory

Corporations, A utonom ous Bodies and Local Bodies etc

d) Bank will refund (in case the Tender Inviting A uthority (TIA) issues such instructions) the

tender fee and EMD to the bidder, in case the tender is cancelled before opening of Bid

as per direction received from TIA through e-procurem ent system.

e) Back-end Transaction Matrix of Electronic receipt of Cost of Tender Paper and Earnest

Money Deposit on subm ission of bids is enclosed in the Annexure-1.

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7. S ettlem ent of Earnest Money Deposit on subm ission of bids:
a) The Bank will rem it the Earnest Money Deposit on subm ission/cancellation of bids

to respective bidders accounts as per direction received from TIA through e-

procurem ent system.

8. Forfeiture of EMD :
Forfeiture of Earnest Money Deposit on subm ission of bid of defaulting bidder is

occasioned for various reasons.

a) In case the E arnest Money Deposit on subm ission of bid is forfeited, the e-

Procurem ent portal will direct the Bank to transfer the EMD value from the Pooling

A ccount of SPC to the registered account of the tender inviting authority.

b) The Tender inviting authorities of the G overnm ent Departm ents will deposit the

forfeited E arnest Money Deposit on subm ission of bid, in the State G overnm ent

Treasury under the appropriate head (8782-Cash R em ittances and Adjustm ents

between the officers rendering accounts to the sam e A ccounts O fficer-102-

p'W .R em ittances-1683-R em ittances-91028-R em ittances into Treasury) after taking

the am ount as a revenue receipt in their Cash Book under the head 0075-Misc.
General S ervices-00-101-U nclaim ed D eposits-0097-M isc. Receipts-02080-M isc.

Deposits and subm it the detail account to D.A.G., Puri as a deposit of the Division.

c) By clicking subm it button, system will initiate the forfeiture of EMD. System will not allow
the evaluator to edit the initiation after clicking the subm it button. Forfeiture option can

be carried out in phased m anner like one bidder at a time.

9. Role of the Banks:

a) Make necessary provision / custom izations at their end to enable the provision for online

paym ents I refunds as per this document.

b) Provide necessary real-tim e m essage to bidders regarding successful or unsuccessful

transactions during online paym ent processes and redirect them to e-P rocurem ent

website with necessary transaction reference details enabling them to subm it their bids.
c) The bank shall ensure transfer of funds from the pooling account to the G overnm ent

H ead/current account of PSU s/U LBs within the next bank w orking day as per the

directions generated from e-P rocurem ent portal.

d) Bank should provide tim ely reports and reference details to NIC enabling them to carry

out their role as stated below.

e) Refund of am ount to bidders as per the XML file provided by e-P rocurem ent system on

the next bank working day from the date of generation of the XM L file and also provide a

confirm ation to NIC on the same.

10. Role of State Procurem ent Cell:

a) Com m unicate requirem ents of G overnm ent departm ents/ State PSUs/ Autonom ous
Bodies/ ULBs online paym ent requirem ents to National Inform atics Centre / the
authorised Banks for m apping/ custom ization.

b) In every w orking day, the State Procurem ent Cell shall generate MIS from the e-
Procurem ent portal to ascertain the tender paper cost received in the e-Tendering

process separately bank-wise for the G overnm ent D epartm ent and the PSUs/ULBs.

The SPC shall generate bank-wise separate online challans from the Odisha
Treasury portal and make the rem ittance through over the counter facility or

NEFT/RTG S (as and when this functionality is available in Treasury portal) and issue
instruction to the bank for rem ittance of the receipt to the State G overnm ent account.

c) The State P rocurem ent Cell shall be responsible for providing challan details and
MIS in respect of the rem ittance towards tender paper cost to the Tender inviting

authorities fo r their record.

d) State P rocurem ent Cell shall m onitor the progress of e-Tendering by different

G overnm ent Departm ents / State PSU s/ Autonom ous Bodies / ULBs through MIS.
State P rocurem ent Cell shall m onitor and send m onthly progress reports to the
Governm ent.

e) The e-P rocurem ent system will generate a consolidated refund & settlem ent XML file

as an end of the day activity.

f) e-procurem ent system will provide a web service for Paym ent G ateway (PG) provider

to pull the encrypted refund and settlem ent details in XML file against a day.
g) Similarly, P aym ent G ateway (PG) provider will provide a web service to pull the

. refund and settlem ent status against a day.

h) e-procurem ent system will update the status accordingly for reconciliation report.

11. Role of National Inform atics Centre :

a) Custom ize e-P rocurem ent softw are’ and web-pages of G overnm ent of Odisha
(https://tendersodisha.qov.in) to enable the provision for electronic payment.

b) The NIC, O disha will m odify / rectify the errors in electronic data relating to the Chart

of Account.
c) NIC will provide an interface to organisations to download the electronic receipt data.

d) Enable autom atic generation of daily XM L files from e-P rocurem ent system and
ensure delivery of the sam e to the authorised Banks for enabling autom atic

refund/settlem ent of funds.

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e) NIC shall enable the e-P rocurem ent portal to generate MIS as required fo r the State

Procurem ent Cell in order to make rem ittance of the tender paper cost to the State
G overnm ent account using the O disha Treasury Portal.
12. Role of Cyber Treasury :

a) The cost of the tender paper deposited by the SPC using the O disha Treasury Portal

which will be accounted for by the Cyber Treasury and it shall subm it the accounts to
A.G. (O) as per the established process.

b) The Cyber Treasury will provide MIS as required to the SPC for the purpose of

accounting and reconciliation of the electronic rem ittances made to the State
G overnm ent account.
13. Redressal of Public grievances :

a) The State Procurem ent Cell, Odisha, National Inform atics Centre, O disha and the e-
FPB will have an effective procedure for dealing with, public com plaint for e-Receipt
related matters. In case, any m istake is detected by any of the stakeholders in reporting

of receipt of tender paper cost and EMD, either suom oto or on being brought to its

notice, the State P rocurem ent Cell, Odisha, National Inform atics Centre, Odisha unit,

Cyber Treasury and the bank will prom ptly take steps for rectification. The e-Focal Point
Branch of the participating Banks, National Inform atics Centre, Odisha and the State
Procurem ent Cell, O disha will notify the contact num ber and address of the Help Desk

for resolution of any dispute regarding e-Receipt.

14. Applicability and m odification of existing rules / orders:

The m odalities prescribed in this O ffice M em orandum for downloading of tender paper,
subm ission and rejection of bid, acceptance of Bids as well as refund and forfeiture of

earnest deposit will be applicable for electronic subm ission of bids through e-

procurem ent portal. Existing provisions regulating cost of Tender Paper and Earnest
Money Deposit in O PW D Code and O G FR would stand m odified to the extent

prescribed in this O ffice Mem orandum .

15. These arrangem ents would be made effective after signing o f MoU between the

designated Banks and the State Procurem ent Cell, firm ing up of Banking arrangem ents

and technical integration between designated Bank and e-P rocurem ent Portal.

1. This shall take effect from the date of issue of this Office Memorandum.
2. Accordingly, relevant existing codal / contractual provision exist vide Office Memorandum
No.6785AAI dt.09.05.2017 of W orks Department stands modified to the above extent.
3. This has been concurred in by the Finance Department vide their UOR No.-39-WF-l
dt.09.11.2017.

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Memo No. S' /W, dated, 3 - f
Copy forw arded to P. S. to H on’ble Chief Minister, O disha for inform ation and
necessary action.

FA - cum - Addl. S ecretary to Governm ent

Memo No. V’Y lX J 's rJ o A/V, dated, ^ ~ \ „ \ ^

Copy forw arded to OSD to Chief Secretary, O disha / Sr. P S. to Developm ent
C om m issioner-cum -Additional C hief Secretary, O disha / Sr. P.S. to Additional Chief
Secretary, Finance for inform ation and necessary action.

FA - cum - Addl. Secretary/to G overnm ent

Memo No. Y~Y^ A/V, dated, S - l l r i;v -

Copy forw arded to All Departm ents / Managing Director, OB & CC Ltd.,

B h u b a n e s w a r / M anaging Director, OCC Ltd., Bhubaneswar for inform ation and necessary

action.

FA - cum - Addl. Secretary

Idl. S ecret to'G
io ^ oovernm
v e r r ent

M em o No. Y "> l\N , dated, ST- ) r I ")—

Copy forw arded to EIC (Civil), Odisha, Bhubaneswar / All C hief Engineers, O disha /

All Superintending E ngineers / All Executive Engineers (under W orks Departm ent) for

information and wide circulation among subordinate offices.

FA - cum - Addl.
jl. S ecretary to G ovem
overnm
m ent

Memo No. /W, dated, S • M X. •) >

Copy forw arded to the Principal A ccountant General (A&E), Odisha, Bhubaneswar /
Principal A ccountant General, Odisha, Puri Branch, Puri for inform ation and necessary

action.

FA - cum - Addl. S ecretary to G overnm ent

0
Memo No. AA/, dated, s - I •W
Copy forw arded to the Director, Treasuries & Inspection, Odisha, Bhubaneswar for

information and necessary action.

FA - cum - Addl. Secretary to'G overnm ent

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 ANNEXURE-I

Back-end Transaction M atrix of Electronic receipt and rem ittance of C ost of Tender

Paper and Earnest M oney D eposit on subm ission of bids

C ost of Tender Paper E arnest Money Deposit on

subm ission of bids

G overnm ent I. The p aym ent tow ards the cost of I. In case of tenders of G overnm ent

Departm ents Tender Paper, in case of Departm ents, am ount towards Earnest

G overnm ent Departm ents, shall be Money D eposit on subm ission of bids

collected in separate pooling shall be collected in a pooling account

accounts opened in Focal Point opened for this purpose at Focal Point

Branch called e-FPB of respective Branch called e-FPB of respective

designated banks [as stated in Para designated banks at Bhubaneswar,

2] at Bhubanesw ar on T+1 day. and the banks will remit the am ount to
respective bidder’s a c c o u n t w ith in tw o

w orking days on receipt of instruction

from TIA through refund and settlem ent

of e-procurem ent system.

II. W ith reference to the Notice Inviting II. In case of forfeiture of Earnest

T ender/ Bid Identification Number, M oney D eposit on subm ission of

the am ount so realised is to be bids, the e-P rocurem ent portal will

rem itted to G overnm ent Account direct the Bank to transfer the EMD

under the Head of A ccount 0075- value from the Pooling Account of

Misc. General S ervice s-80 0 -0 the r SPC to the registered account of the

R eceipts -0097-M isc. Receipts- tender inviting authority within two

02237-C ost of Tender Paper working days of receipt of instruction

through O disha Treasury Portal from TIA.

after opening of the bid.

State PSUs, I. In case of State PSUs, Statutory I. A m ount tow ards EMD on subm ission

C orporations, Autonom ous Bodies of bids shall be collected in a

Statutory
Corporations, and Local Bodies etc. the amount ■ separate pooling account of Focal

Autonom ous tow ards Cost of Tender Paper on Point Branch called e-FPB of

Bodies and subm ission of bids shall be collected respective designated banks at

Local Bodies in. separate pooling accounts B hubanesw ar and the banks will remit

opened in Focal Point Branch called the am ount to respective bidder’s

 e-FPB of respective designated account on receipt of instruction from
banks at B hubanesw ar on T+1 day. TIA through refund and settlem ent of

e-procurem ent system within two

working days from receipt of such
instruction.
II. The Paper cost will be transferred II. In case of forfeiture of Earnest Money
to the respective current accounts Deposit on subm ission of bids, the e-
of concerned State PSUs, Statutory P rocurem ent portal will direct the
Corporations, Autonom ous Bodies Bank to transfer the EMD value from
and Local Bodies etc. after opening the Pooling A ccount of SPC to the
of bid. registered account of the tender
inviting authority within two working

days of receipt of instruction from TIA.

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