The document discusses issues related to the IFA system, specifically focusing on delays in payment audits and the involvement of IFAs in various stages of tendering and contract management. It highlights inefficiencies, time delays, and lack of clarity regarding the role of IFAs, along with recommendations for digital improvements and streamlined processes. The document emphasizes the need for a more strategic approach to IFA involvement, particularly for high-value projects.

1. IFA RELATED ISSUES
09 FEB 24
CWE (A) JODHPUR

2. IFA SYSTEM
IFA
Audit Check
of Payments
User MES
OLD SYSTEM
IFA
Audit
Check of
Payments
User MES
NEW SYSTEM More involvement of IFA Delay of min of 1-2 months
No cases w/o IFA at user
end
IFA for
NIT
IFA for Fin
Approval / TC

3. MANDATE OF IFA
Vetting of NIT
Issue of amdts / corrigendum
Finalisation of DOs / Star Rates
Regn / Upgradation of Firms
TEC : Member of IFA
Finalisation of Freak High / Low rates
IFA Concurrence before acceptance of Tender
PDC extension
Amendments to CA
Banning / debarring of Firms
Retendering post IFA concurrence
Tendering
Stage
Post
Contract
Mgt
Misc
Methodology not yet
formalised
Methodology not yet
formalised

4. TENDERING PROCESS
Adm Approval
Prep of DCS
Issue of TS
Prep of Tender
Document
Uploading of Tender
Opening of T Bids
Opening of F bids &
evaluation
Acceptance of tender
Submission of BG
Placing of WO & Start
of wk
Every time IFA will be involved
Timelines
2/3 Weeks
1 Weeks
3-4 Weeks
1 Weeks
1 Weeks
4 Weeks
12-14 Weeks
With IFA : 16-24 Weeks
Add 2-3 weeks for any bid
rejection / less than 7 bids
Vetting of NIT by IFA
1-4 Weeks
TEC & IFA Concurrence
2-6 Weeks
Delay due to IFA : 4 - 12 Weeks
No cost saving to govt

5. PROBLEMS
0
9 10
22
2
10
4 5
0
5
10
15
20
25
< 7 Days 7-15 Days 15-30 Days > 30 Days
NIT (41) IFA Concurrence (21)
Avg Time for NIT : 3 wks
Avg Time for Concurrence : 2
Weeks
Max Time for NIT : 35 Days
Delays
Resulting in bid validty getting expired
Retender : Higher rates in subsequent calls
Directly affecting User Satisfaction
Proposal asked in hard copy only : Sty reqmt
Obsns on petty issues resulting in wastage of time
IFA Perspective
 Manpower shortage
 Lack of knowledge

6. RECOMMENDATIONS
Incorporation of IFA on Defproc system and all things should be online
All actions of IFA should be Time Bound such as NIT, Concurrence
IFA not reqd in amdts / corrigendum / extn of dates / retender due to non
receipt of bids etc being routine matters
Regn / Upgradation of firms : IFA role is neither laid down nor ‘R’
Post Contract Mgt : No reqmt of IFA as all tasks are purely tech in nature
Option I : Cost inefficacy & No value addn : IFA system not ‘R’
Option II : IFA only for high value wk like EPC etc (more than Rs 25 cr)
Option III : Present System
Mov of cases / files must be online or on nic mail
Role of TC is duplicity as selection of bidders is system generated

7. 111111111`
DIRNS....

8. JAI HIND