Tendering process cvc_guidelines
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This document discusses guidelines related to tender processing and CVC guidelines. It provides details on different types of tenders, methods of obtaining bids, standard bid documents, earnest money deposits, performance securities, and the tender evaluation process. It emphasizes principles of public procurement like efficiency, economy, transparency, and fair treatment of suppliers. It also summarizes some key CVC guidelines related to pre-award stages, negotiations, and guidelines on tenders and using websites for procurement.
Tendering process cvc_guidelines
- 1. PROCESSING OF TENDERSPROCESSING OF TENDERS ANDAND CVC GUIDELINESCVC GUIDELINES Kashi Nath Jha Dir., NICF
- 3. Fundamental Principle of PublicFundamental Principle of Public buyingbuying (A)Procurement of goods in Public Interest – i.Efficiency, ii.Economy, iii.Transparency (B) Fair & Equitable treatment of suppliers (C)Promotion of Competition
- 4. PUBLICPUBLIC PROCUREMENT :PROCUREMENT : YARDSTICKSYARDSTICKS Specifications in terms of quality Need based procurement (avoid excess) Fair, Reasonable & Transparent procedure Procurement Vs Requirement Reasonableness of Rate Each stage of procurement should be recorded
- 5. GFR: Rule 145GFR: Rule 145 Purchase of goods without quotation Value upto 15000/- Each occasion Certificate to be recorded by the competent Authority – “I,------ am personally satisfied that these goods purchased are of the requisite quality and specification and have been purchased from a reliable supplier at a reasonable price.”
- 6. GFR: Rule 146GFR: Rule 146 Purchase of goods by Purchase Committee >15000/- and upto 1Lac on each occasion Three members Committee as decided by the HoD Committee’s responsibilities a)Market Survey b)Reasonableness of Rates c)Quality & Specifications d)Identify appropriate supplier Joint Certificate by the Committee
- 7. Purchase of goods by obtainingPurchase of goods by obtaining bids(Tendering)bids(Tendering) Ministry / Departments of Govt. of India have been delegated full powers to make their own arrangements for procurement of goods Rule 141 of GFR says about Central Purchase Organisation (e.g. DGS&D) RATE CONTRACT
- 8. Types of TenderTypes of Tender In broader terms there are three types of tender : - A.Open Tender B.Limited Tender C.Single Tender
- 9. Method of obtaining bid :Method of obtaining bid : Advertised Tender Enquiry (open )Advertised Tender Enquiry (open ) Tender value >= 25 Lac Ad in Indian Trade Journal(ITJ) At least one National Daily having wide circulation Publish at own website & NIC website NIT to Indian Embassies abroad as well as foreign embassies in India Three Weeks time from date of publication of bid
- 10. GFR : 151- LIMITED TENDERGFR : 151- LIMITED TENDER Value up to 25 Lac Bid document should be sent to Regd. Suppliers by Speed Post/Regd Post/Courier/ e-mail No. of supplier firms in Ltd. Tender should be more than three Web based publicity N.B. – Sufficient time should be given in Ltd. Tender
- 11. Two Bid SystemTwo Bid System 1. Technical Bid (Tech. + Comm. Terms ) 2. Financial Bid (Item wise price ) (1) + (2) = (3) Main Envelop Firstly Tech. Bid shall be opened and evaluated Secondly Fin. Bid of Technically acceptable offer should be opened & evaluated
- 12. Single TenderSingle Tender If only a particular firm is the manufacturer Emergent need to procure from a particular source Technical reason to be recorded (standardization of machinery – HP, SONY etc. ) N.B. - Single response to an open bid can’t be termed as Single Tender
- 13. Standard Bid Document : -Standard Bid Document : - Instruction to Bidder Conditions of Contract Schedule of Requirement Specifications & allied Tech. details Price Schedule Contract Form Other Standard Forms
- 14. Earnest Money DepositEarnest Money Deposit To safeguard the interest of Deptt (withdrawal / alter the bid by bidder) Exemption – Regd. With Central Purchase Organisation / National Small Industries Corporation EMD - 2 % to 5% of estimated value Can be DD/ FDR/Banker Cheque /BG Unsuccessful bidders EMD should be returned /refunded at the earliest.
- 15. Performance SecurityPerformance Security From the successful bidders Amount – 5% to 10% DD/FDR Should be valid for 60 days beyond the date of completion of all the contractual obligations of the supplier including warranty Bid Security should be refunded on receipt of Performance Security
- 16. Process at a glanceProcess at a glance Estimate (Qty. and Amount) EOI – Expression of Interest RFP/RFQ – Request for Proposal / Quotation PBC – Pre Bid Conference NIT – Notice Inviting Tender APPROVAL WEB PUBLICITY EMD – Earnest Money Deposit BIDDING TOC – Tender Opening Committee (Tech) APPROVAL
- 17. Process at a glanceProcess at a glance TOC – Tender Opening Committee(Fin. Bid) APPROVAL TEC – Tender Evaluation Committee APPROVAL PO - Purchase Order AWARD OF CONTRACT SD - Security Deposit AGREEMENT REFUND OF EMD NOTICE / WEB PUBLICITY ABOUT AWARD OF CONTRACT(Downloadable form)
- 18. EVALUATION PROCESS - microEVALUATION PROCESS - micro Tender is sealed Tender documents must clearly specify evaluation criteria. Two types of Bids: ◦ Technical ◦ Financial Tender evaluation to be in accordance with evaluation criteria.
- 19. EVALUATION PROCESS - microEVALUATION PROCESS - micro Time taken for evaluation and extension of tender validity. Process of tender evaluation to be confidential until the award of the contract is notified. Difference between TOC (Tender Opening Committee) & TEC (Tender Evaluation Committee)
- 20. EVALUATION PROCESS - microEVALUATION PROCESS - micro The factors for initial examination: ◦ Whether the tenderer meets the eligibility criteria ? ◦ Whether the crucial documents have been submitted & duly signed / attested ? ◦ Whether the requisite EMD (Earnest Money Deposit) has been furnished ?
- 21. EVALUATION PROCESS - microEVALUATION PROCESS - micro Satisfaction of Conditions specific to the contract Sample Testing Capacity Evaluation. Turnover Statutory documentation Arrival at Outcome Price of the bid Determination of L-1, L-2, L-3…… Determining Reasonableness of the L-1 Rates Recommendation for Negotiation (if require)
- 22. CVC Guidelines: Pre-Award StageCVC Guidelines: Pre-Award Stage Financial and Technical sanction of competent authority is available. Adequate and wide publicity is given. Advertisement is posted on website and tender documents are available for downloading. Convenient tender receiving/opening time and address of the tender receiving officials/tender box are properly notified. In the case of limited tender, panel is prepared in a transparent manner clearly publishing the eligibility criteria. The panel is updated regularly. Pre-qualification criteria are properly defined/ notified.
- 23. CVC Guidelines: Pre-Award StageCVC Guidelines: Pre-Award Stage Short listed firms/consultants are fulfilling the eligibility criteria. There is no deviation from notified criteria during evaluation. Experience certificates submitted have been duly verified. Tenders/bids are opened in the presence of bidders/their authorised representative. Corrections/omissions/additions etc., in price bid are properly numbered and attested and accounted page –wise. Tender summary note/ Tender opening register is scrupulously maintained. Conditions having financial implications are not altered after opening of the price bids.
- 24. CVC Guidelines: NegotiationsCVC Guidelines: Negotiations Circular No. 4/3/07, 3rd March, 2007 As post tender negotiations could often be a source of corruption, it is directed that there should be no post-tender negotiations with L-1, except in certain exceptional situations. Such exceptional situations would include, procurement of proprietary items, items with limited sources of supply and items where there is suspicion of a cartel formation. The justification and details of such negotiations should be duly recorded and documented without any loss of time.
- 25. Latest guideline of CVC on negotiationLatest guideline of CVC on negotiation
- 26. Procurement of Works, Goods and Services - Guidelines on Tenders/Use of website http://cvc.nic.in/proc_works.htm