This document summarizes the e-procurement system used by Indian Oil Corporation Limited (IOCL). It discusses the objectives of transparency, equal opportunity, and global participation. It outlines IOCL's journey with e-tendering from 2010 to 2019. Critical success factors included an operational manual, collaboration with NIC, and continuous training. The system has led to successful portal adoption with over 80,000 registered users processing tenders from 1,000 locations. Benefits include increased bidder participation and transparency, reduced lead times, and environmental benefits from preventing paper usage. The system has received recognition with e-Gov and best performer awards.

1. e-Procurement @ IOCL
GEPNIC by NIC

2.  Objectives & Our Journey
 Critical success factors
 Successful portal adoption
 Functional benefits
 Performance benefits
 Green benefits
 Awards and Recognition
Table of Contents

3. ROBUST
MECHANISM
SECURITY &
COMPLIANCE
PAPERLESS
PARTICIPATION
Objectives
TRANSPARENCY
EQUAL
OPPORTUNITY
GLOBAL
PARTICIPATION

4. e-Tendering : Our journey
2010 2019
2011 2012 2013 2014 2015 2016 2017 2018
First Tender
May 2011
Help-Desk Setup
June 2011
1090 bids received in single
tender
Seamless bid opening done in couple
of minutes
January 2018
All Major Locations
covered
December 2012
Online EMD
November 2015
Reverse Auction
October 2017
Item-wise Technical Evaluation
August 2016
NDA Based &
Two-Stage
Tenders
December 2018
Process Manual
June 2016
755 bids received in single tender
August 2014

5. Critical Success Factors
Operational Manual
Process Manual
Collective
Wisdom
Collaboration
with NIC
Release
Management
Support
Infrastructure
Continuous
Training

6. Successful Portal Adoption
Tender’s are being processed from around 1000 locations of IOCL through NIC e-Tendering Portal.
Some key indicators of successful adoption of e-Tendering portal at IOCL are as shown below:
Registered Bidders
Tenders Published Tendering Officials
75
3359
8349
11427
14854
1889520427
15441
0
5000
10000
15000
20000
25000
Yearly Published e-Tenders
201
2838
5031
6247
7142
8071
8883 9513
0
1000
2000
3000
4000
5000
6000
7000
8000
9000
10000
No. of Department Users
813
8994
20767
41895
54405
68284
80862
93653
0
10000
20000
30000
40000
50000
60000
70000
80000
90000
100000
No. of Registered Bidders

7. Tender Creation
Bid Submission
Technical Bid Opening
Financial Bid Opening
Award of Contract
Techno-Commercial Evaluation
Financial Evaluation
Online EMD
Net Banking, RTGS/NEFT
Automatic
EMD Refund
Forfeit EMD
Forfeit EMD?
Yes
No
Rejected
Bids
Rejected Bids
Rejected
Bids
Online EMD Payment & Refund

8. Functional Benefits
IOCL e-Tendering Portal
Availability & Sharing of
Tender Documents across
IndianOil
Report
Management
Enhanced Bidder’s
confidence in online and
secure bidding process
Completely
Digital Process
Enhanced Bid
Participation
Better price
discoveries
Smooth EMD
Payment &
Refund
Reduction in
complaints and
litigation

9. Performance Benefits
Increased Bidder Participation
1.98
4.77 5.07 5.40
5.92 5.83 6.15 6.25 6.08
0.00
1.00
2.00
3.00
4.00
5.00
6.00
7.00
Manual
Tendering
2011-12 2012-13 2013-14 2014-15 2015-16 2016-17 2017-18 2018 - 19
(till
Sept'2018)
Average No. of bids received

10. Performance Benefits
Reduction in Procurement Lead time
128
108
95
89 89 91
83
73
0
20
40
60
80
100
120
140
2011-12 2012-13 2013-14 2014-15 2015-16 2016-17 2017-18 2018-19 (Till
Dec'2018)
Average Lead time

11. Prevented CO2 release
Green Benefits
Paperless Process Trees Saved
265
11857
29472
40337
52435
66699
72107
54507
0
10000
20000
30000
40000
50000
60000
70000
80000
Reams Saved
16
697
1734
2373
3084
3923
4242
3206
0
500
1000
1500
2000
2500
3000
3500
4000
4500
Trees Saved
1713
76724
190701
261006
339283
431584
466577
352691
0
50000
100000
150000
200000
250000
300000
350000
400000
450000
500000
Prevented CO2 release in
Atmosphere (in Pounds)

12. Awards and Recognition
e-GOV award for e-Procurement solution,
July 2013
Best Performer Award in e-Tendering
Dept. of Expenditure (Ministry of Finance),
MeitY and NIC, January 2018.