Frequently Asked Questions (FAQ) Related to Supplier Registration

1. What is supplier registration in e-Procurement portal? 2. Which authority in Government of Karnataka registers contractors in eProcurement portal? 3. How is registration in e-Procurement portal different from legacy registration process already followed by few of Government of Karnataka departments? 4. Why is supplier registration in e-Procurement platform required? 5. I am already registered/empanelled in one of GoK departments. Is registration in eProcurement platform still required? 6. Is registration in e-Procurement portal department specific or tender specific? 7. How much should I pay for registration and how long is my registration valid? 8. I want to register in e-Procurement portal. What systemic infrastructure do I require? 9. Why should I enter PAN number during registration? 10. What is a Class-III DSC? 11. Why do I require Class-III DSC for registration? 12. Is there anything I should specifically look for when I purchase Class-III DSC? 13. I have purchased Class-III DSC from one of the 4 vendors empanelled by GoK and in my DSC the CN field has additional information besides the name (e.g. Lakshmi Narayan 1223900 Dwaraka Limited Chittoor). With such certificate, can I register as a supplier/contractor in e-Procurement platform? 14. Why are suppliers required to submit Power of Attorney (PoA) as a pre-requisite for supplier registration? 15. Should Power of Attorney/Affidavit be submitted in a format prescribed by Government of Karnataka?

16. Does GoK require contractors to submit a physical copy of Power of Attorney/Affidavit/Board resolution? 17. What if the person seeking registration in e-Procurement is not authorized to represent the entity on behalf of which he/she seeks registration through board resolution/power of attorney? 18. I have logged into e-Procurement platform to register my entity (i.e. company/partnership/sole proprietorship) for the 1st time. What user-type should I select: i) Authorized signatory ii) Nominated user? 19. The entity (i.e. company/partnership/sole proprietorship) I represent is already registered in e-Procurement platform and Mr. X registered as authorized signatory of my entity. In this background, can I also register in e-Procurement platform as an additional representative of my entity? If yes, what procedure should be followed for such registration? 20. Should nominated users have to pay supplier registration fees? 21. Why are bank name, branch name, branch code and IFSC number, account type and bank account number information collected from suppliers/contractors during registration? 22. Can contractors/suppliers change bank account information after submitting their supplier registration application? 23. Why is phone number and e-mail address information sought during supplier registration? works and Services)? 24. Briefly explain the procedure for supplier registration? 25. I have not received login-id and password in my e-mail address after I had submitted application. What should I do? 26. I have already made payment of Rs. 500 as supplier registration fees through NEFT/OTC. Yet, I am not able to submit application to registrar for evaluation. Why is the delay?

27. It has been more than 2 working days since I made payment of supplier registration through NEFT/OTC and still payment status is shown as ver_pending. What should I do?

Frequently Asked Questions (FAQ) Related to Supplier Registration

1. What is supplier registration in e-Procurement portal? The process by which full-fledged access to use e-Procurement portal is provided to individuals/companies is referred to as supplier registration. Only those registered in e-Procurement platform will be allowed to respond to tenders published in the portal of Government of Karnataka (GoK).

2. Which authority in Government of Karnataka registers contractors in eProcurement portal? The Centre for e-Governance implementing agency for e-Procurement project evaluates all supplier registration applications and does the registration activity.

3. How is registration in e-Procurement portal different from legacy registration process already followed by few of Government of Karnataka departments? Registration in e-Procurement portal is done to address the following objectives: To verify if the person seeking registration is actually whom he says he is (i.e. confirming that Mr. X actually is Mr. X and not registered using someone elses name) A company registered in e-Procurement platform is a valid entity A person seeking registration in e-Procurement platform has the required authorization to participate in Government of Karnataka tenders The portal registration is not done to verify the ability of contractors to perform a certain type of work or deliver a certain good or service.

4. Why is supplier registration in e-Procurement platform required?

From GoK point of view, supplier registration ensures that contractors participating in tenders are valid entities. From contractor point of view, registration is a pre-requisite for participating in government tenders. 5. I am already registered/empanelled in one of GoK departments. Is registration in e-Procurement platform still required? Yes. Even if already registered in one or more of GoK departments, contractors will still need to register in e-Procurement portal. Only registered contractors will be allowed to participate in tenders floated in e-Procurement platform. 6. Is registration in e-Procurement portal department specific or tender specific? No. Registration is a one-time activity and contractors registered in the portal can participate in all tenders floated in the portal as long as their registration is valid. 7. How much should I pay for registration and how long is my registration valid? Contractors shall pay a sum of Rs. 500 for registration, which will be valid for a period of 1 year from the date of registration. Subsequently, contractors will have the option to renew their registration by paying a nominal fee of Rs. 100 per year. 8. I want to register in e-Procurement portal. What systemic infrastructure do I require? To complete registration successfully, contractors will require the following: A valid PAN number Class-III Digital Signature Certificate (DSC) issued by one of the 4 empanelled vendors seeking registration; refer to URL: https://eproc.karnataka.gov.in/eportal/obtain_digital_certificate_contractors.seam Valid Power of Attorney (PoA) issued in Government of Karnatakas format; refer to URL: https://eproc.karnataka.gov.in/documents/POAFinalTemplateGoKv3.0dated7thDecember2007.doc A computer with reliable internet connectivity with the following software installed: Internet Explorer 6.0 and above Java Run-time Environment (JRE) ver. 6.0 downloadable at the URL: http://java.sun.com/javase/downloads/index.jsp Valid and active e-mail account

9. Why should I enter PAN number during registration? PAN details will be used to verify if the entity seeking registration is valid. 10. What is a Class-III DSC? As per the IT Act of 2000, the 4 empanelled Certification Authorities (CA) are authorized to verify the identity of an individual and issue DSC. For issuing a Class-III DSC, a representative of CA will meet the individual seeking registration in person and verify if he/she is one seeking DSC. 11. Why do I require Class-III DSC for registration? Centre for e-Governance the agency authorized to register contractors in eProcurement platform relies on Class III DSC to verify if the person seeking registration is actually whom he says he is (i.e. confirming that Mr. X actually is Mr. X and not registered using someone else name). As GoKs e-Procurement portal is a commerce site, a Class-III (the most advanced form of verification as per IT Act of 2000) DSC was posed as requirement. 12. Is there anything I should specifically look for when I purchase Class-III DSC? Is there anything I should specifically look for when I purchase Class-III DSC? The Government of Karnatakas e-Procurement portal picks-up details given in CN field of Class-III DSC and automatically fills up the field titled Name of person registering on the portal. Please ensure that the CN field in Contractor DSC contains only the name of person and no other information. 13. II have purchased Class-III DSC from one of the 4 vendors empanelled by GoK and in my DSC the CN field has additional information besides the name (e.g. Lakshmi Narayan 1223900 Dwaraka Limited Chittoor). With such certificate, can I register as a supplier/contractor in e-Procurement platform? No. If additional information was found besides name of individual in CN field of DSC, the application of the concerned supplier/contractor will not be accepted. The individual seeking registration in e-Procurement platform should procure a new certificate and ensure that CN field has name information only.

14. Why are suppliers required to submit Power of Attorney (PoA) as a prerequisite for supplier registration? To ensure that a person seeking registration in e-Procurement platform has the required authorization to participate in Government of Karnataka tenders 15. Should Power of Attorney/Affidavit be submitted in a format prescribed by Government of Karnataka? Yes. Situation one: If an individual seeking registration in e-Procurement platform was appointed as lawful attorney (e.g. through a board resolution) of the company/consortium/joint venture on behalf of which he seeks registration, he/she shall submit an affidavit Besides the affidavit, a copy of board resolution shall also be provided. Situation two: A Power of Attorney (Download Here) shall be provided in a format prescribed by GoK in case of the following situation: The representative of a company/consortium/joint venture seeking registration in e-Procurement platform has not been nominated as the lawful Attorney/authorized representative directly through board resolution. Instead, he/she was nominated in turn by a company representative appointed as the lawful Attorney/authorized representative through a board resolution Situation three: If an individual seeking registration is a sole proprietor, he/she shall provide an affidavit certifying that he/she is authorized to participate in tenders floated in e-Procurement platform on behalf of the entity he/she represents 16. Does GoK require contractors to submit a physical copy of Power of Attorney/Affidavit/Board resolution? No. It will be adequate if a scanned copy of Power of Attorney/Affidavit/Board resolution is uploaded while submitting application. It will be ideal if scanned documents could be uploaded in .pdf format. 17. What if the person seeking registration in e-Procurement is not authorized to represent the entity on behalf of which he/she seeks registration through board resolution/power of attorney?

Only the person authorized through board resolution/power of attorney will be allowed to register in e-Procurement platform. Please note that the applicants name printed in DSC and the name specified in board resolution/power of attorney has to match verbatim. 18. I have logged into e-Procurement platform to register my entity? (i.e. company/partnership/sole proprietorship) for the 1st time. What user-type should I select: i) Authorized signatory ii) Nominated user Authorized signatory 19. The entity (i.e. company/partnership/sole proprietorship) I represent is already registered in e-Procurement platform and Mr. X registered as authorized signatory of my entity. In this background, can I also register in eProcurement platform as an additional representative of my entity? If yes, what procedure should be followed for such registration? The authorized signatory (i.e. Mr. X) of your entity registered in e-Procurement platform has to nominate you in e-Procurement platform as nominated user . During the nomination, authorized signatory will register DSC of nominated user. After nomination is done, nominated user will follow the same procedure as authorized signatory to register in e-Procurement platform. 20. Should nominated users have to pay supplier registration fees? Yes. Each supplier user (i.e. both authorized signatory and nominated user) registered in e-Procurement platform shall pay a sum of Rs. 500 for registration with one year validity from the date of registration. Subsequently, renewal of registration will be made for a nominal fee of Rs. 100 per year. 21. Why are bank name, branch name, branch code and IFSC number, account type and bank account number information collected from suppliers/contractors during registration? The bank account information submitted by suppliers/contractors will be used for the following purposes: Bank account number is one of the criteria used to reconcile payments received over National Electronic Fund Transfer (NEFT) mode. Hence, suppliers/contractors are requested to ensure that bank account from which they do

NEFT and bank account number given in supplier registration module is one and the same Refund of Earnest Money Deposit (EMD) money and other refunds will be made electronically through NEFT mode to the account number specified by contractors in supplier registration module Due to the two above mentioned reasons, contractors are requested to ensure that account details are inputted accurately in e-Procurement system to the last digit. 22. Can contractors/suppliers change bank account information after submitting their supplier registration application? Yes. Suppliers/contractors are allowed to edit their bank account information after their registration. However, as refunds are electronically made to account numbers specified in supplier registration module, contractors are requested to accurately input their bank account information at the onset.

23. Why is phone number and e-mail address information sought during supplier registration? e-mail information inputted by contractors/suppliers will be used to communicate temporary (i.e. one-time usage only) password details. All tender related communications (e.g. bid submission confirmation) will be sent to the e-mail address inputted by contractors in their application. As e-mail information is critical, contractors/suppliers are requested to input their e-mail address accurately to the last digit. Phone number will be used by Centre of e-Governance (nodal agency for implementation of e-Procurement) and government departments alike to seek clarifications on tenders submitted by contractors in GoK e-Procurement system.

24. Briefly explain the procedure for supplier registration? The following are the key steps involved in supplier registration: Sign-up in e-Procurement platform to create a new account Upload DSC information from which applicant name will be automatically pickedup by e-Procurement application Enter entity (company/partnership/sole proprietor) details Input PAN information correctly

Upload Power of Attorney/board resolution/affidavit information as appropriate (refer to question 15 in this FAQ for relevant information) Enter contact information Enter statutory details Submit application to generate Login-id and password 1st key step Pay supplier registration fees of Rs. 500 through any of the following 4 paymentmodes: i) Credit Card ii) Direct Debit iii) NEFT and iv) Over the Counter (OTC) Submit application to registrar for evaluation after payment of Rs. 500 was successfully made. Only after this step was completed, application will reach the registrar in Centre for e-Governance 2nd key step Registrar evaluates application and registers contractors after certain completing certain verifications. If necessary, registrar in CEG will contact contractors/suppliers to gather additional information. 25. I have not received login-id and password in my e-mail address after I had submitted application. What should I do? Kindly contact e-Procurement Help Desk immediately and log a compliant. The Helpdesk will trigger action to do a root-cause analysis of the situation and take initiative to solve the problem. 26. I have not received login-id and password in my e-mail address after I had submitted application. What should I do? The payments made through NEFT/OTC will take between 1-2 working days to reach pooling account of Government of Karnataka maintained in Axis Bank. Only after payment receipt is conformed, contractors will be allowed to submit their applications to registrar. The delay can be avoided if payment can be made through any of the following two real-time payment options: i) Credit Card ii) Direct Debit (for Axis Bank account holders only).

27. It has been more than 2 working days since I made payment of supplier registration through NEFT/OTC and still payment status is shown as ver_pending. What should I do? Reconciliation of payments made by NEFT/OTC is automatically done based on the following information: NEFT: Bank account number & amount; NEFT number & amount

OTC: OTC number & amount; e-Procurement reference number & amount If there was mismatch between Management Information System (MIS) information provided by GoKs principal bank and information provided by contractors in their application, e-Procurement application will not be able to autoreconcile and confirm payment receipt. In which case, accounts officer in CEG will manually match a payments pending reconciliation with pending supplier registration applications. In this regard, please note that accounts officer will be able to manually reconcile payments only if amount deposited by contractors seeking registration is accurately Rs.500. In this background, kindly contact e-Procurement help desk if payment status was ver_pending 2 working days after payment was made.