ANNEXURE

GUIDELINES ON THE METHODS AND PROCEDURES OF CENTRALIZED PROCUREMENT

SYSTEM INTRODUCED BY GOVT.OF KERALA

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.
 2

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.

DUTIES & RESPONSIBILITIES OF THE SERVICE PROVIDER ( KELTRON)

14) RFP Preparation, Specifications and SLA shall be in consultation with the Technical
Committee of KSITM.
15) M/s. KELTRON shall publish e-tender from OEM Bidder/Authorized supplier under the
monitoring of KSITM.
16) The EMD for the tender is fixed at Rs. 5 Lakhs ( max ) for different line of items and Tender
Fee shall be Rs.25000/- + GST as applicable.
17) Pre- Bid meeting shall be arranged to avoid any vendor locking situations. Decision to
change the RFP terms and conditions and Specification shall be only in consultation with
the Technical Committee of KSITM.
18) Rate Contract will be valid for 6 months from the date of signing of the contract.
19) Evaluation of Bids shall be in consultation with Technical Committee of KSITM.
20) KELTRON will upload the IT Items Rate details with the Price of each item in the Online
Procurement Management portal.
21) Orders shall be placed on three Bidders viz. L1, L2 and L3 Bidder in the predetermined

ratio i.e. 60% quantity on L1, 30% on L2 and 10% on L3 after acceptance of L1 price by L2
and L3 Bidders. In case if L2, L3 does not agree to match the price of L1, the shares of L2
and L3 shall be awarded to L1 bidder. If the L1 bidders fail to supply the item, the party
shall be blacklisted and EMD/SD/PBG will be forfeited. SLA and Contract agreement shall
be executed by KELTRON with L1,L2 and L3.
 3

22) KELTRON shall issue purchase order to OEM/Bidders/partner after obtaining order from
Department/PSU. Supplier shall deliver the items onsite and provide comprehensive
onsite support for hardware equipment.
23) The complete details of hardware items including Item Description, Serial Number, Make,
Model Number etc shall be available in the online portal.
24) KELTRON engineer will visit the site of installation, verify and sign installation certificate,
submit to departmental official for counter signature.
25) Countersigned Delivery chalan and installation Report of the items and other details shall
be uploaded in the online portal, by KELTRON. [ Initially these documents will be signed
physically, but digitally signed in the next phase. ]
26) Open source Device Compatibility issues to be addressed by KELTRON with support of
KSITM / ICFOSS.
27) Installation Verification team shall consist of Supplier, KELTRON engineer and
Department /PSU official.
28) Installation details shall be made available in the Online portal and each member of the
team shall certify the equipment/ items received as per the tender Specification.
29) KELTRON Engineer shall upload the Photo of equipment in the portal till geo-tagging
facility is ready in the PORTAL.
30) Supplier shall provide complete support for Hardware and OS issues and resolve them
immediately.
31) If any service calls / complaints from departments , KELTRON shall raise tickets with OEM
/ Vendor and make entries in the PORTAL for SLA calculations.
32) KELTRON shall provide the support for various softwares, Browsers and its versions, DSC,
Office suit, PDF Reader Plug-in like Java, etc related issues, Virus/Malware Removal, etc.
33) Once the department/ PSU confirms the completion of installation, KELTRON shall submit
the letter to KSITM with Department/PSU Letter, Invoice and Installation Certificate for
release of payment.
34) KSITM will transfer the amount after necessary internal approvals.
35) KELTRON shall release the payment to supplier within the prescribed time.

36) The penalty with respect to the service delivery, will be as per the RFP Finalized by KSITM
Technical Committee.
37) For the issues outside the scope of OEM/Supplier ( like various software, Browser, DSC,
Office, PDF Reader Plug-in like Java, etc and related issues, Virus/Malware Removal, etc)
KELTRON engineer shall provide full support. Penalty in this regard will remain the same
 4

as applicable to the OEMs. The maximum time resolution for solving technical issue is 24
Hours. If the issue remains unsolved for more than 24hrs ( working hours ) from the time
of service call, Rs.100/- ( or as refixed by KSITM ) shall be deducted as penalty for each
day from the 2nd day onwards. Maximum penalty is capped to 2% of the product value
of the item to which penalty is applied.
38) The Online portal shall have the provision to calculate the penalty quarterly. KELTRON
shall deposit the penalty amount to KSITM TSB Account /Govt Treasury.
39) KELTRON shall provide the Application admin user account to KSITM to monitor the
activities. The user account shall have full permission to verify all activities in the portal.
40) KELTRON shall sign an MOU with KSITM in this regard.

General
41) Updations in the guidelines, if any, will be issued by Director, KSITM and will be uploaded
in the Portal.

--------------------------------
 File No.ITCell-2/120/2017-ITD

GOVERNMENT OF KERALA
Abstract

Electronics & Information Technology Department – Centralized Procurement and

Rate Contract System(CPRCS) for Government Departments, Autonomous
Institutions, Public Sector Undertakings, Boards, Corporations, Universities, Local
Bodies etc. – Tender by KELTRON for Desktops, Photocopiers and Scanners -
Finalizing the Rate contracts for the items tendered and qualified - Rates approved -
Orders issued.
ELECTRONICS & INFORMATION TECHNOLOGY (IT CELL) DEPARTMENT
G.O.(Rt)No.128/2019/ITD Dated,Thiruvananthapuram, 29/06/2019
Read: 1 G.O(Ms)No.24/2017/ITD dated 18/11/2017.
2 G.O(Rt)No.25/2018/ITD dated 01/02/2018.
3 Letter No. TVM/ITBG/CGM/048/19-20 dated 20/06/2019.

ORDER

As per the Government order read as 1st paper above, Government

accorded sanction for implementing a Centralized Procurement System in
Government for the purchase of commonly used Hardware items such as
Desktops, Laptops, Printers, Scanners etc through an online Government portal
(http://cprcs.kerala.gov.in/) developed for this purpose. M/s KELTRON is
entrusted as the service provider for deriving rates of hardware items through
competitive e-tender process.

2. Based on the specification approved by the Technical Committee of

KSITM for the CPRCS tender, KELTRON floated 3 separate tenders for
Desktops, Scanners and Photocopiers.The Technical Committee approved the
technical and financial bid which was qualified in the tender process.

3. M/s KELTRON as per their letter read as 3 rd paper above, submitted

the proposal containing the rates of the IT equipment qualified in the tender as
detailed below, for approval in Government and for uploading in the portal.
 File No.ITCell-2/120/2017-ITD

Unit price
updated in Make & Model
Sl.
No Item Description the portal (
INR ) (incl.of
L1 L2 L3
TSP & GST)
DESKTOPS
1. Desktop Medium-End-Ubuntu (Intel 30527 HP Acer Dell
Processor)
2. Desktop Medium-End-Ubuntu (AMD 29625 HP Acer Lenovo
processor)
3. Desktop Medium-End-Win 10 Home (Intel 32875 Acer Lenovo Dell
Processor)
4. Desktop Medium-End-Win 10 Home (AMD 32507 Acer Hp Lenovo
processor)
5. Desktop Medium-End-Win 10 Pro (Intel 40129 Dell Acer Hp
Processor)
6. Desktop Medium-End-Win 10 Pro (AMD 39111 Hp Acer Lenovo
processor)
7. Desktop High-End-Ubuntu (Intel Processor) 42816 Acer Dell Lenovo
8. Desktop High-End-Ubuntu (AMD processor) 39993 Acer x x
9. Desktop High-End-Win 10 Home (Intel 45025 Acer Dell Lenovo
Processor)
10. Desktop High-End-Win 10 Home (AMD 42202 Acer x x
processor)
11. Desktop High-End-Win 10 Pro (Intel 52633 Acer Dell Lenovo
Processor)
12. Desktop High-End-Win 10 Pro (AMD 49811 Acer x x
Processor)
PHOTOCOPIER
1. A3 Network MFP(Entry Level) 39270 HP x x
2. A3 Network MFP(Medium) 58906 HP x x
SCANNER
1. A3 Sheetfed scanner 85904 Canon x x
2. A4 Sheetfed scanner 19819 Fujitsu Canon x

4. Government have examined the matter in detail and are pleased to

approve the rates of the IT equipment mentioned in the above table, derived at
the tender floated by KELTRON, for CPRCS.

5. The variation / inclusion of tax or cess, if any, imposed by the

Government from time to time during the validity of the tender period, shall be
applicable on the rates of the approved items.
 File No.ITCell-2/120/2017-ITD

6. KELTRON shall upload the rates in the procurement portal immediately

and open the Government portal for the departments and institutions enabling
them for procurement of IT equipment.

6. Keltron shall strictly adhere to the tender conditions, while processing

purchase order.
7. The validity of the rate shall be for six months from the date of
publication of rate in the portal.

8. The settlement of payments to the OEMs/vendors for the items

installed, shall be expedited by KSITM and KELTRON.
(By order of the Governor)
VINOD. G
JOINT SECRETARY
To:
The Principal Secretary (Finance & SPD), Govt. of Kerala.
The Principal Secretary (Industries), Govt. of Kerala.
The Principal Accountant General (Audit)Kerala, Thiruvananthapuram
The Accountant General (A & E) Kerala, Thiruvananthapuram.
The Director, Kerala State IT Mission, Thiruvananthapuram.
The MD, KELTRON, Thiruvananthapuram.
The Finance Department
The Stores Purchase Department
The I&PRD, Web & New media
Stock file / Office copy
Forwarded /By order
Signature Not Verified
Digitally signed by SAJEEV K
Date: 2019.06.29 14:33:40 IST
Reason: Approved
Section Officer
 File No.ITCell-1/30/2019-ITD

GOVERNMENT OF KERALA
Abstract
Electronics & Information Technology Department – Centralized Procurement and
Rate Contract System(CPRCS) for Government Departments, Autonomous
Institutions, Public Sector Undertakings, Boards, Corporations, Universities, Local
Bodies etc – Tender by KELTRON for Mid level Laptops - Finalizing the Rate
contracts for the items tendered and qualified - Rates Approved - Orders issued.
ELECTRONICS & INFORMATION TECHNOLOGY (IT-CELL) DEPARTMENT
G.O.(Rt)No.163/2019/ITD Dated,Thiruvananthapuram, 16/08/2019
Read:- 1. G.O(Ms)No.24/2017/ITD dated 18/11/2017.
2. G.O(Rt)No.25/2018/ITD dated 01/02/2018.
3. Letter No. TVM/ITBG/GM/098/19-20 dated 14/08/2019.
ORDER

As per the Government order read as 1 st paper above, Government accorded

sanction for implementing a Centralized Procurement System in Government for the
purchase of commonly used Hardware items such as Desktops, Laptops, Printers,
Scanners etc through an online Government portal (http://cprcs.kerala.gov.in/)
developed for this purpose. M/s Keltron is entrusted as the service provider for
deriving rates of hardware items through competitive e-tender process.

2. Based on the specification approved by the Technical Committee of KSITM,

KELTRON floated tender for Midlevel Laptop with Ubuntu, Midlevel laptop with win
10 Home, Midlevel Laptop With Win 10 Prof, Highlevel Laptop with Ubuntu,
Highlevel Laptop with Win 10 Home Highlevel Laptop With Win 10 Prof vide tender
No. KSEDC/ITBG/ITP/9409 dated 10.06.2019.

3. M/s KELTRON as per their letter read as 3 rd paper above, submitted the
proposal containing the rates of Mid level laptops qualified in the said tender as
detailed below, for approval in Government and for uploading the rates in the CPRCS
portal:
 File No.ITCell-1/30/2019-ITD

Unit Price
updated in
Product (Make & Model)
Sl. Item Description portal
No. (Inclusive of
TSP, GST &
Cess) (in INR) L1 L2

Midlevel Laptop with

1 22,896
Ubuntu Lenovo V330- Coconics choiz
14IKB c1314

Midlevel Laptop with win

2 27,722
10 Home Lenovo V330- Coconics choiz
14IKB c1314w

Midlevel Laptop with

3 33,762
Win 10 Prof Lenovo V330- Coconics choiz
14IKB c1314 w

Government have examined the matter in detail and are pleased to approve the
rates of the Mid level laptops mentioned in the above table, derived at the tender floted
by KELTRON for CPRCS.

Since M/s Coconics, the L2 bidder has agreed to match the L1 price, 50% of
the orders shall be given to them as per the tender condition.

KELTRON shall upload the rates in the procurement portal immediately and
open the Government portal for the departments and institutions enabling them to
perform the procurement of IT equipment.

KELTRON shall strictly adhere to the tender conditions, while processing

purchase order.

The validity of the rate shall be for six months from the date of publication of
rate in the portal.

The settlement of payments to the OEMs / Vendors for the items installed shall
be expedited by KSITM and KELTRON.

(By order of the Governor)

M. SIVASANKAR
SECRETARY

To:
 File No.ITCell-1/30/2019-ITD

The Additional Chief Secretary (Finance & SPD), Govt. of Kerala.

The Principal Secretary (Industries), Govt. of Kerala.
All HODs/Nodal Officers, Kerala.
All Autonomous bodies and Public Sector Undertakings.
All Universities in Kerala.
The Principal Accountant General (Audit)Kerala, Thiruvananthapuram.
The Accountant General (A & E) Kerala, Thiruvananthapuram.
The Director, Kerala State IT Mission, Thiruvananthapuram.
The MD, KELTRON, Thiruvananthapuram.
Finance Department
Stores Purchase Department
I&PRD, Web & New media
Stock file /Office copy

Forwarded /By order

Signature Not Verified
Digitally signed by SAJEEV K
Date: 2019.08.16 15:57:58
IST
Reason: Approved

Section Officer