Indian Railways is one of the largest enterprises dealing with procurement life cycles. It has been a challenge to introduce digitalization and automation in procurement activities.
The overall objective has been to put in place standardised work processes leading to savings, process controls, reduction in complaints, better monitoring, ease of use and easy access to information.
Tendering process has been 100% switched to electronic mode with features like Tender publishing, Online bid submission, various types of evaluation criteria, and instant availability of tabulation after online tender opening. It has option of Global Tender, Reverse Auction and Machinery/Plant tenders. Requirement of "Complex Railway Board tenders" have also been provided in e-Tender module.
All depots of Indian Railways having offices spread across India have been provided the e-auction services for sale of scrap. The major features of this module include Lot publishing, Online bidding, maintaining encrypted "Reserve Price", decryption of Reserve Price (RP) & auto decision of bids, preparation and signing of bid sheet, Sale Release Order, Invoice etc. Facility of Unique Lien System to accept 10% EMD from bidders has also been provided in the system
This module provides functionality of evaluation of Technical Bids, TC and Non-TC cases, Technical Scrutiny, generating Letter of Acceptance, Counter Offer, Negotiation opening, Discharge of tenders, Re-tendering, Pass Over facility, etc. All these functionalities have been provided for Supply as well as Works tenders.
Through payment gateway facility of SBI, 100% online payment has been implemented in IREPS. Three separate integrations with SBI have been done, SBI Net banking, SBI Lien System and SBI e-Pay (Aggregator Module).
EMD refund can be initiated through the system for all the tenders whether finalized online or manual/offline. Proposal for refund is initiated by concerned officials and Pay order is generated once it is approved in IREPS.
IREPS Application is GST compliant. GST has been implemented for invoices of "Balance Sale Value" in e-auction Module. All e-tendering forms have been compliant to GST.
IREPS Mobile App has also been launched in Sep-2018 by Minister of Railways. Facility to search & enquire about tenders, auction and user manuals, public documents etc. are also available in this App. Login facility has also been provided in the App to vendors and Railway officers to view the information and download the desired reports.
This is a user profile management module which manages roles / access in the system for IREPS users of entire Indian Railways departments and posts/designations, units, division etc. Organization hierarchy has been designed in such a way that IREPS platform can be adopted by any other organization outside Railway domain.
Time & effort of Railway users has reduced substantially in tender publishing, tender opening and preparation of comparative statement, security arrangements & other preparations for conduct of auction, building and maintenance of auction halls etc.
IREPS promotes Paperless/Physical contactless working and direct & indirect cost savings for Railways as well as bidders. There by saving efforts of both Railway users and bidders. Bidders can participate in auction from any location and no restriction of physical presence is required.
E-enabling of business processes has resulted in time savings which users can utilize for other activities associated with efficient working. Reliable information is available 24x7 which has improved speed and quality of decision making.
IREPS increases overall Transparency, Global reach and time saving in entire life cycle of procurement. It has improved Railways process transparency and reduced time for each activity. This platform has enabled easy availability of quality information.
IREPS provides ease of doing Business through transparency and trust, reduced hassles and removal of entry barriers. The system has enabled bidders to participate in more number of tenders, irrespective of distances involved. Thus provides better opportunities to everyone.
Reduction in Contracting Time Cycle, Increased Competition that leads to savings, Standardization / Process Control, Reduction in Complaints, High level of Automation, Better Monitoring, Ease of use and easy Access to Information.