10.tender Procedure: S.Suresh Senior Manager/ STC
10.tender Procedure: S.Suresh Senior Manager/ STC
10.tender Procedure: S.Suresh Senior Manager/ STC
TENDER PROCEDURE
S.Suresh
Senior Manager/ STC
The following Act and Regulations are to be kept handy when dealing with a tender process.
Based on the above, the BQR has been followed for larger quantity of procurement in general as
follows:
Should possess ISI Certificate from BIS
Past Experience – Should have supplied at least 25% of Tendered Qty. (Tendered material or
Higher Size or Higher Rating put together during the preceding 10 Years) & End User Certificate is
a must.
Annual Turn Over – Should be at least 25% of the Tender Value in any one of the last 3 Year.
Bidder should be a direct participant
Technical – Type Test Certificate should be furnished from a Govt. recognized lab (Date of test
before 2/3/4/5 years as the case may be)
Note: The quantity of past experience and turnover may be varying case to case as proposed by the
Tender inviting authority and approval of competent authority.
New Entrant Clause:
The New entrant clause may be included in the BQR for the tender value above Rs.2 Crores. The
exemption for the New Entrant as follows:
Past Experience – NIL or Less
Annual Turnover – NIL or Less or both
Eligible for Maximum 20 % of the Tendered quantity if Quoted L1
If the technical specification is to be modified fully, then a committee approved by the respective Director,
comprising of technical personnel, for preparing the technical specification and after preparation, that
should be approved by the competent authority before incorporation in the tender specification. If any slight
modification, then it has to be approved by the respective Director before incorporation in the tender
specification.
Notice for Inviting Tender:
The tender inviting notice for publishing in the News Papers should be given to the Civil Design
Department. As per the value of the tender, the publication in the Newspaper can be called for as per the
G.O.No.392, dt.18.08.2009.
The tender specification should be uploaded in our respective web sites and TN government website
(www.tn.gov.in)and in the State tender bulletin of Tamilnadu.
Kinds of Tender
1. Open Tender :
In Open Tender anyone can participate. The participant has to ensure that they fulfill the minimum
pre-qualification criteria specified in the tender document to qualify. If they do not meet the pre-
qualification criteria, their bid will be summarily rejected. It is necessary that open Tender is
advertised in newspaper. The Lowest Bidder or L1 generally wins the contract.
2. Limited Tender :
Bid document should be sent to Regd. Suppliers by Speed Post/ Regd. Post/ Courier/ e-mail
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No. of supplier firms in Ltd. Tender should be more than three
No need for Web based publicity
3. Single Tender :
If only a particular firm is the manufacturer
Emergency need to procure from a particular source
Technical reason to be recorded (standardization of machinery – HP, SONY etc.)
Note: Single response to an open bid can’t be termed as Single Tender
Note: As per Clause 4.3 of Tender Regulations, 1991 wherever the estimated value of procurement
exceeds Rs.10 lakhs and estimated value of work contract exceeds Rs.25 lakhs, the P.O. Placing
Authorities has to necessarily float tenders under Two Part Tender System.
Period of Tender Notice:
Minimum 15 days notice for Tender value of less than Rs.2 Crores.
Minimum one month for Tender value of above Rs.2 Crores.
Note: First Extension may be given by the Inviting Authority and the second extension may be given by
the Committee only (for valid reasons specified in the Rules, 2000).
Clarification before Opening of Tender: If any clarification sought by the tenderer 48 Hours before
opening of Tender must be clarified and any clarifications given, that must be sent to the tenderers who
have bought the specification from us.
Tender Scrutinizing:
Read the tender offer carefully page by page and paste flags wherever necessary.
Verify the BQR conditions as stipulated in the Specification and prepare a statement.
Examine the Type Test results and Genuine of the Certificate (if any doubt arises, call for the
original for comparison) or check the same with the field for technical feasibility.
Make note of Deviation with respect to Commercial and Technical and clarify with the tenderer for
confirmation.
Prepare the Price Bid Open Note for approval.
Preparation of Note seeking approval for the opening of Price Bid
INTRODUCTION - Scope
NEED - Requirement, Stock, Consumption, Pipe Line
GENERAL - Budget Approval, Value
TENDER EVALUATION
NIT, Dt. Opened, List of Tenderers
EMD: List of qualified tenderers and proposed rejected tenderers with respect to EMD must
be discussed.
BQR: List of qualified tenderers and proposed rejected tenderers with respect to BQR must
be discussed.(A table for BQR qualification/ non qualification must be prepared and put up
with the note as Annexure)
COMMERCIAL EVALUATION – Validity (normally 180 days), Delivery, BG (SD cum
Performance), etc, must be discussed.
TECHNICAL EVALUATION – Guaranteed Technical Particulars offered in tabular column as
Annexure and regard to testing of Samples must be discussed.
DEVIATION – Commercial and Technical deviations with any clarification sought from the
tenderer must be discussed.
RECOMMENDATION: Recommendation of the Tender Inviting Authority should be briefed.
DECISION POINTS: Points could not be decided by the Tender Inviting Authority may be
discussed for taking decision by the committee.
Tamil
1 Nadu 90.00 11.25 5.06 10.00 111.25 L1
Firm
Other
2 State 89.00 11.13 2.00 12.00 114.13 L2
Firm
By seeing the above the TN firm has become the Evaluated L1 Tenderer and all the consideration
regarding to the L1 tenderer should be passed to them.
Comparison: The present quoted rate should be compared to the latest PO placed on the tendered
material and the increase/ decrease with Raw materials price increase/ decrease and prepare a table.
Negotiation: A negotiation should be carried out in spite of increase/ decrease of the price with the raw
materials price decrease/ increase. The negotiation committee comprises of Tender Inviting Authority
(CE), Concerned SE and one Accounts Personnel.
Reasonableness of Negotiated Price: The proposed negotiated price should be compared to the price
of latest POs placed for the tendered material in the other states.
Quantity Allocation: !00% order should be made on L1 tenderer.
Evaluation and Award of tenders in Special Cases:
If the tender inviting authority decides for multiple sources of supply, then lowest tenderers listed in strict
ascending order and after matching of L1 value, the allocation can be made accordingly.
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Note: The monthly manufacturing capacity of the L1 tenderer may be taken into account (from the NSIC
Certificate) while allocation of quantity with respect to the delivery schedule.
(This article has been written with up to date amendments and revisions. Any future amendments/
instructions issued regarding tender have to be incorporated then and there)