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| Date | 2018-03-28 |
|---|---|
| Type | Commercial Circular |
| Topic | reservation |
◼Firms who are Approved firms- 80% of tendered quantity if there are
STORES MATTERS Type of Tenders, TC, GeM Inventory control/ABC analysis/Contract management Part -II E-RA ▣ As per RB. Trans.cell lr. Dt. 28.03.2018 revised vide lr. Dt. 08.08.2019 E-RA to be invited where E-RA to be invited where ▣ Stores tenders value > Rs. 5 Cr. And works/service tenders value > Rs. 50 Cr. ▣ At least 3 proven/known/approved sources ▣ Vetting of finance and approval of PHOD is required to deviate from above. ▣ The offers which are technically/commercially suitable will be categorized as Qualified bids. The bids which are qualified are tabulated by the system as per category. By: R. Nagendra, B.Sc., B.Ed. Instructor(Stores)/MDZTI/SWR/DWR ▣ The offers which are technically/commercially suitable will be categorized as Qualified bids. ▣ The level of TC is decided based on the initial bid only ( TC which deliberated Tech. suitability) ▣ The bids which are qualified are tabulated by the system as per category and called for RA; ▣ E-RA is not preferred mode in case of stores tender, but can be called at the discretion of TIA Irrespective to the mode of tendering cases to be referred to TC as follows; Level of Tender Committee Value of the case Convener (Stores) Technical member Finance member Accepting auth. 50 lakhs-1Cr SS -- SS/JS JAG Above 1 cr-10 Cr. JAG JAG JAG SAG Above 10Cr-200 Cr SAG SAG SAG PHOD 200 Cr – 500 Cr PHOD PHOD PHOD AGM >500Cr PHOD PHOD PHOD GM Functions of TC ▣ As per recent guidelines, wherever SS officer is not available, JS officer can function as TC member with the approval of GM ▣ This is a temporary arrangement and as soon as SS officer becomes available, JS will cease to function as TC member. ▣ Technical member will scrutinize the offers technically and provides technical guidance to TC. ▣ Financial member will scrutinize the offer on financial point of view , rate reasonability unreasonable conditions quoted by firm etc., ▣ Stores member will be convener. Key points in a NS demand ▣ A proper allocation- it is very essential to mention a correct allocation and to ensure that funds are available in that allocation. ▣ Wherever the item is part of a sanctioned estimate- It is very much essential to project the funds under the project and under proper allocation till completion of payment and completion of FY in which payment is done. ▣ Example: An item is sanctioned under a project at a cost of Rs. 25 lakhs; Ensure that at least some amount is provided in current FY under that project. ▣ Then after placing NS demand it is to be ensured that budget is projected in ◼Budget Estimate (BE), ◼Revised Estimate and ◼Final modification till procurement is made and bills are passed. Post opening of tender ▣ In case of Direct acceptance cases ◼Concerned TAA will scrutinize the offer for technical suitability and Rate reasonability ◼If required will refer the case to the indenting officer for technical assistance ◼Rate reasonability if arrived at comparing with Last PO of Railways/PUs, recent purchase from any department/BQ ◼Then will accept the offer and issues Letter of Acceptance (LOA) and Purchase order. ▣ Tender committee cases: ◼Tender committee will scrutinize the offers for technical suitability and rate reasonability ◼TCM will draw the minutes and records their observations and give their recommendations as to accept or reject the offers ◼TC minutes will be put up to appropriate TAA. ◼TAA may accept/reject/modify the TC recommendations. TAA can even advise to reconduct the TC proceedings. ◼Once TCR is accepted, LOA/PO will be issued. ◼Whether it is DA or TC LOA to be issued within validity period quoted by bidder failing which extension of validity is to be obtained. ◼If firms denies to extend the validity under normal circumstances, Tender will be discharged and called afresh. Some policies and orders followed ▣ While considering offers following Purchase preference are followed ▣ For MSE firms- If they are not L1 but within 15% of L1- 25% (
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