CENTRAL PUBLIC PROCUREMENT PORTAL. System Administrators Guide for Tenders Meta Data transfer from Department Site to CPP Portal

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1 CENTRAL PUBLIC PROCUREMENT PORTAL System Administrators Guide for Tenders Meta Data transfer from Department Site to CPP Portal January 2012 For clarifications please mail to CPPP_DTXFER-001 Ver 1.0 Page 1

2 1. About CPPP Portal The primary objective of the Central Public Procurement portal is to provide a single point access to the information on procurements made across various Ministries and the line Departments. The Central Public Procurement (CPP) Portal is accessible at the URL and it has e-publishing and e- procurement modules. It will be mandatory for all Ministries / Departments of the Central Government, Central Public Sector Enterprises (CPSEs) and Autonomous and Statutory Bodies to publish on the CPP PortaL all their tender enquiries. 2. Objective of this document Various departments are using either in-house developed tender creation software or using a system developed by an Application Service Provider (ASP). The purpose of this document is to consolidate the meta data from various sites to the Central Public Procurement portal so that it becomes single point source for all the tenders of various government organizations. Only the meta data is taken as of now and the NIT and tender documents are to be retained in respective tender sites of tendering organizations. The NIT or other tender documents can be seen once the user clicks on the Tender Document link and the user will be taken to the respective portal. The target audience for this document are the system administrators of the organizations having their own tender sites and responsible for transferring the data to the CPP Portal. In the case of ASP model, it is the responsibility of the Department user to interact with the service provider and facilitate to transfer the required meta data to the Central Public Procurement Portal. CPPP_DTXFER-001 Ver 1.0 Page 2

3 3. Basic Requirements 3.1 User Registration To transfer the data to the CPPP, the concerned tendering organization should have registered in the CPP portal. This registration is a one time activity to ensure that only authorised users are transferring the data to the server. At the time of Registration, the required details are to be filled up and on approval of the same, the user will be permitted to carry out the XML transfer. At the time of XML transfer, the required credentials for the user will be checked and the user will be accepted to send the data only if the credentials are valid. The XML transfer cannot be carried out without proper registration and approval process. ** For transfer of data from CPWD and Railways tendering portal, the above registration is not required now. It is requested that they can share the XML data for sample tenders by mail and once the same is received, we will share the methods of automatic pushing of data to the CPP Portal. 3.2 Creation of Database Table required for data transfer It is suggested that a database table by name CPPP_TENDER_DETAILS may be created in the local Database. The structure in which the table is to be created is given below. CPPP_DTXFER-001 Ver 1.0 Page 3

4 4. Data Structure for data transfer Restricted characters Single Quote( ) and Percentage (%) are not allowed Refer Annexure-1 for Master Code All Date time format can be represented as YYYY-MM-DD HH:MI AM <XML_USER_ID> Will be assigned at the time of Registration by CPPP Portal Administrator <T_REF_NO> Not Null 500 characters Unique Tender Reference number for the tender from the Participating Organisation <TID> Not null 25 characters Tender ID generated by the system <T_TITLE> Not Null, 500 characters <T_DESC> Not Null, 2500 characters <T_PRE_QUAL> Can be Null, 2500 characters <T_LOCATION> Not Null, 250 characters <T_PINCODE> Can be Null, 250 characters <T_CURRENCY> Can be Null, 250 characters <T_FEE> Can be null, Double Precision <T_VALUE> Can be null, Double Precision <T_EMD> Can be null, Double Precision <T_PUB_DATE> Not Null, Published date and time, YYYY-MM-DD HH:MI AM <T_PREBID_DATE> Can be null, Pre bid meeting date and time, YYYY-MM-DD HH:MI AM <T_DOC_START_DATE> Can be Null Document sale / Download start date and time, YYYY-MM-DD HH:MI AM <T_DOC_END_DATE> Can be Null, Document sale / Download end date and time, YYYY-MM-DD HH:MI AM <T_BIDSUB_START_DATE> Not Null, bid submission start date and time, YYYY-MM-DD HH:MI AM <T_BIDSUB_END_DATE> Not Null, Bid submission end date and time, YYYY-MM-DD HH:MI AM <T_BID_OPEN_DATE> Not Null, Technical bid opening date and time, YYYY-MM-DD HH:MI AM <T_INVITING_OFFICER> Not Null, tender inviting officer name and designation, 500 characters <T_INVITING_OFF_ADDRESS> Not Null, Tender inviting officer address, 2500 characters <T_PROD_CAT> Not Null, Product Category code, integer <T_PROD_SUB_CAT> Can be null, Product Sub category, 250 characters <T_TENDER_TYPE> Not Null, Tender Type code, integer CPPP_DTXFER-001 Ver 1.0 Page 4

5 <T_TENDER_CATEGORY> <T_FORM_CONTRACT> <T_SECTOR> <T_STATE> <T_RETURN_URL> <T_REMARKS> Not Null, Tender Category code, integer Can be null, Form of contract code, integer Not Null, Sector Code, integer Not Null, State Code, integer Not Null, Text Can be Null, Text It should be ensured that the data pertaining to an Organization is unique. This uniqueness check is enforced at the time of uploading the data. The primary fields included for uniqueness checking is CPP Portal registration ID for XML data transfer, Tender Reference No and Tender ID. In case two records are having the same data in the primary fields, then the second record will not be inserted into the CPPP portal table. Not Null fields should necessarily have appropriate values in it. Null fields can be left blank. CPPP_DTXFER-001 Ver 1.0 Page 5

6 5. Sample XML Structure Restricted characters Single Quote( ) and Percentarg(%) are not allowed The XML Structure with a sample entry is shown below for one child node. Multiple child notes can be under one XML. xml version="1.0" encoding="utf-8" standalone="yes"?> <CPPPTENDER> <TENDERS> <XML_USER_ID>2011_ORGNCODE_1</XML_USER_ID> <T_REF_NO>2012/01/CPWD/001</T_REF_NO> <T_ID>2012_CPWD_1</T_ID> <T_TITLE>Distempering, painting, exterior painting of 75 nos</t_title> <T_DESC>Distempering, painting, exterior painting of 75 nos. D-type quarters and 122 nos. C-type quarters at Jagriti Vihar, MCL HQ. </T_DESC> <T_PRE_QUAL>AS PER NIT</T_PRE_QUAL> <T_LOCATION>Jagriti Vihar, MCL HQ., Burla</T_LOCATION> <T_PINCODE>620094,620095</T_PINCODE> <T_CURRENCY>INR</T_CURRENCY> <T_FEE>500.00</T_FEE> <T_VALUE> </T_VALUE> <T_EMD> </T_EMD> <T_PUB_DATE> :20 AM</T_PUB_DATE> <T_PREBID_DATE> :20 AM</T_PREBID_DATE> <T_DOC_START_DATE> :30 AM</T_DOC_START_DATE> <T_DOC_END_DATE> :30 AM</T_DOC_END_DATE> <T_BIDSUB_START_DATE> :30 AM</T_BIDSUB_START_DATE> <T_BIDSUB_END_DATE> :00 PM</T_BIDSUB_END_DATE> <T_BID_OPEN_DATE> :30 PM</T_BID_OPEN_DATE> <T_INVITING_OFFICER> RAKESH SHARMA, CE</T_INVITING_OFFICER> <T_INVITING_OFF_ADDRESS> No 2, CE CIRCLE, CHENNAI </T_INVITING_OFF_ADDRESS> <T_PROD_CAT>59</T_PROD_CAT> <T_PROD_SUB_CAT>Null</T_PROD_SUB_CAT> <T_TENDER_TYPE>2</T_TENDER_TYPE> <T_TENDER_CATEGORY>3</T_TENDER_CATEGORY> <T_FORM_CONTRACT>4</T_FORM_CONTRACT> <T_SECTOR>32</T_SECTOR> <T_STATE>26</T_STATE> <T_RETURN_URL> tenders.gov.in?tenderid=mp234568</t_return_url> CPPP_DTXFER-001 Ver 1.0 Page 6

7 </TENDERS> <TENDERS> <T_REMARKS> Give spl remarks relating to that tender here, if any </T_REMARKS> <XML_USER_ID>2011_ORGNCODE_2</XML_USER_ID> <T_REF_NO>2011-XYZ </T_REF_NO> <T_ID>2012_ORG_2<T_ID> <T_TITLE>Conversion of existing 2 lane to 4 lanes</t_title> <T_DESC>Upgradation of existing 2 lane to 4 lanes </T_DESC> <T_PRE_QUAL>AS PER NIT</T_PRE_QUAL> <T_LOCATION>Kaushik Vihar, Mumbai</T_LOCATION> <T_PINCODE>470094</T_PINCODE> <T_CURRENCY>Pl. Refer Tender Document</T_CURRENCY> <T_FEE>0.00</T_FEE> <T_VALUE> </T_VALUE> <T_EMD> </T_EMD> <T_PUB_DATE> :20 AM</T_PUB_DATE> <T_PREBID_DATE> :20 AM</T_PREBID_DATE> <T_DOC_START_DATE> :30 AM</T_DOC_START_DATE> <T_DOC_END_DATE> :20 AM</T_DOC_END_DATE> <T_BIDSUB_START_DATE> :30 AM</T_BIDSUB_START_DATE> <T_BIDSUB_END_DATE> :00 PM</T_BIDSUB_END_DATE> <T_BID_OPEN_DATE> :30 PM</T_BID_OPEN_DATE> <T_INVITING_OFFICER> RAKESH SHARMA, CE</T_INVITING_OFFICER> <T_INVITING_OFF_ADDRESS> No 2, CE CIRCLE, Mumbai </T_INVITING_OFF_ADDRESS> <T_PROD_CAT>72</T_PROD_CAT> <T_PROD_SUB_CAT>Null</T_PROD_SUB_CAT> <T_TENDER_TYPE>2</T_TENDER_TYPE> <T_TENDER_CATEGORY>3</T_TENDER_CATEGORY> <T_FORM_CONTRACT>4</T_FORM_CONTRACT> <T_SECTOR>32</T_SECTOR> <T_STATE>26</T_STATE> <T_RETURN_URL> tenders.gov.in?tenderid=mh4188</t_return_url> <T_REMARKS> Give spl remarks relating to that tender here, if any </T_REMARKS> </TENDERS> < Other tender XML entries will be listed here > </CPPPTENDER> CPPP_DTXFER-001 Ver 1.0 Page 7

8 6. Data Validations The following validations are carried out before inserting the data into the Database. The validity of the user is checked once the user connects to the server at the time of invoking the data transfer. Once the user is found to be a valid user, further actions are allowed. In case the credentials are missing or wrong, the user is informed of the same. In case wrong credentials are provided successively for more than 5 times, the source IP is blocked from which the request emanated For valid users, the following validations at the data level is carried out. All date fields are validated for the format YYYY-MM-DD HH:MI AM. Text fields should not include Single Quote and Percentage (, %) symbols. All numeric fields are checked for numeric characters without comma separator. All coded fields are checked for correctness of the master codes The return URL may be linked to take the user to view the full document page, wherever applicable. Appropriate error messages are indicated against each record that are not transferred correctly to the CPPP Portal. Data Validations at Server End 1. Validity of the user credentials for meta data transfer 2. The Hashing value of XML file after transfer is checked and inserted only if the hash matches. 3. Validations for date and other not null fields are checked before uploading the records. CPPP_DTXFER-001 Ver 1.0 Page 8

9 7. Master Data Master tables that are relevant for transferring the meta data are listed below with the values associated with these tables in Annexure-A. State Master: This is the master list for State/UT Codes. Tender Type Master: The various types of tenders will be listed here. Form of Contract Master: This master will indicate the form of Contract such as Item Rate etc., Sector Master: This the master list for indicating the sector codes for sectors such as Agriculture, Power etc. Product Master: This is the master list for product categories. Ministry/Department Master: This is the master list for Ministries / Departments. Initially only 2 entries are given for convenience. Tender Category: This indicates the major category such as Goods, Works, Services etc., CPPP_DTXFER-001 Ver 1.0 Page 9

10 ANNEXURE - A A) State / UT Master Entries (XML Field T_STATE = StateID) State ID StateName State ID StateName Andaman and Nicobar (UT) 19 Lakshadweep (UT) 1 2 Andhra Pradesh 20 Madhya Pradesh 3 Arunachal Pradesh 21 Maharashtra 4 Assam 22 Manipur 5 Bihar 23 Meghalaya 6 Chandigarh (UT) 24 Mizoram 7 Chhattisgarh 25 Nagaland Dadra and Nagar Haveli (UT) 26 Orissa 8 9 Daman and Diu (UT) 27 Puducherry (UT) 10 Delhi 28 Punjab 11 Goa 29 Rajasthan 12 Gujarat 30 Sikkim 13 Haryana 31 Tamil Nadu 14 Himachal Pradesh 32 Tripura 15 Jammu and Kashmir 33 Uttar Pradesh 16 Jharkhand 34 Uttarakhand 17 Karnataka 35 West Bengal 18 Kerala B) Tender Type Master entries (XML Field T_TENDER_TYPE= TypeID) Type- ID Tender_Type 1 Open 2 Limited Expression of Interest 3 4 Auction C) Form of Contract (XML Field T_FORM_CONTRACT = ContractID ContractID Form Of Contract 1 Piece-work 2 Lump-sum 3 Turn-key 4 Multi-stage 5 Fixed-rate 6 Supply 7 Works CPPP_DTXFER-001 Ver 1.0 Page 10

11 8 Buy 9 Sale D) Sector Master (XML Field T_SECTOR = SectorID) SectorID SectorName SectorID SectorName 1 Multi-Sectoral 25 Commerce 2 Industry 26 Cooperatives 3 Law & Judiciary 27 Crime, Law & Order 4 Election & Legislature 28 Economy 5 Power and Energy 29 Education & Training 6 Science and Technology 30 Employment & Labour 7 Transport 31 Local Administration 8 Administration & Management 32 Mines & Minerals 9 Agriculture and Food 33 Planning & Development 10 Information Technology & Communication 34 Public Sector Undertakings & Joint Ventures 11 Environment and Forest 35 Rights & Social Justice 12 Finance & Revenue 36 Rural Development 13 Foreign Affairs 37 Sports & Youth Affairs 14 Housing & Infrastructure 38 State Governments & UT 15 Human and Social Development 39 Textiles 16 Defence 40 Tourism 17 Security 41 Urban Development 18 Health, Family Welfare & Medical 42 Utility Services 19 Water Resources 43 Miscellaneous 20 Art, Culture & Entertainment 44 Railways 21 Banking, Finance & Insurance 45 Aviation 22 Central Government 46 Petroleum and Natural Gas 23 Chemicals & Fertilizers 47 Steel & Iron 24 Civil Supplies / Public Distribution System CPPP_DTXFER-001 Ver 1.0 Page 11

12 E) Product Master (XML Field T_PROD_CAT = ProdCode) Prod- Code Product Name Prod- Code Product Name 1 Agricultural/ Forestry 54 Consultancy 2 Air-Conditioner 55 Metals 3 Uniforms/Curtains/Clothes 56 Ceramics 4 Civil Works General 57 Oil/Gas/Lubricants 5 Computer Data Processing 58 Mining 6 Computer Hardware 59 Coal 7 Computer Manpower 60 Entertainment/Musical Instruments 8 Computer Software/Web Site 61 Sports Goods/Equipments 9 Electrical Work/ Equipment 62 Miscellaneous 10 Electronics Equipment 63 Cable/ Wire 11 Food Products 64 Railways 12 Furniture/ Fixture 65 Abrasives 13 Hotel/ Catering 66 Castings / Foundries 14 Housekeeping/ Cleaning 67 Instrumentation 15 Machineries/ Mechanical Equipment 68 Mechanical Equipment 16 Pesticide 69 Paints / Enamels 17 Publishing/Printing 70 Pipe / Fittings 18 Stationery 71 Raw Material / Ore / Alloys 19 Support/Maintenance Service 72 Refractories 20 Shipping/ Transportation/ Vehicle 73 Sanitory Work 21 UPS 74 Timber 22 Packaging 75 Welding Equipments/Service 23 Information Technology/Telecom 76 Residential Properties 24 Industrial/Medical GAS 77 Animal and Animal Feeds 25 Fire & Safety 78 Automobile Ancillaries 26 Documentary film,video film 79 Aviation Equipments 27 Pumps/Motors 80 Bio-Fertilizer Production Materials 28 Weighing/Measuring System 81 Bus Body Construction 29 Health & Medicines 82 Civil Works - Bridges 30 Bearings 83 Civil Works - Buildings 31 Air Compressor 84 Civil Works - Canal 32 Network /Communication Equipments 85 Civil Works - Highways 33 Textile 86 Civil Works - Others 34 Chemicals/Minerals 87 Civil Works - Roads 35 Security System / Service 88 Civil Works - Water Works 36 Audio-Visual Equipment 89 Gypsum 37 Access Control System 90 Handicrafts 38 Architecture/Interior Design 91 Jute Products Micro Nutrient Chemicals/Printed Polythene Covers 39 Medical Equipments/Waste Explosive 93 Pipe Laying Works 41 Non-Explosive 94 Solar Water Heater Water Equipments/ Meter/ Drilling/ Boring Solid Waste Management 43 Metal Fabrication 96 Stones/Granite CPPP_DTXFER-001 Ver 1.0 Page 12

13 44 Adhesives 97 Surgical Sutures 45 Aviation 98 Supply, errection and Commissioning 46 Warehouse 99 Aids and appliances for the disabled 47 Cargo / Containers 100 Non Dairy Items 48 Government Stock/Security 101 Crane Services 49 Land/Building 102 Hiring of Vehicles 50 Power/Energy Projects/Products 102 Repair Works 51 Iron/Steel Materials 103 Hiring of Goods 52 Survey 104 Maintenance Contracts 53 Scrap/Disposables 105 Metals Ferrous 106 Metals - Non Ferrous F) Ministry / Department Master entries <Ministry Code> - <Name of the Ministry> <Department Code> <Name of the Department> G) Tender Category ( Field T_TENDER_CATEGORY = TenderCategory) Tender Description Category 1 Goods 2 Services 3 Works *-*-*-*-* CPPP_DTXFER-001 Ver 1.0 Page 13

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