Q - What are the various modes of tendering issued for procurement of materials by IR ? Discuss the need for adopting particular mode of tendering and also specify financial limits for issuing these tenders in normal circumstances.
Ans. The various modes of tendering issued for procurement of materials by IR are :
Ans. The various modes of tendering issued for procurement of materials by IR are :
(a) Open Tender
(b) Limited Tender
(c) Single Tender
(d) Special Limited Tenders
(e) Global Tender
(a) Open Tender:
This system of invitation of tender by public advertisement in the most open and public manner possible is called open tender. This is generally adopted in all cases in which the estimated value of purchase is over Rs. 10 lakh in normal circumstances.
(b) Limited Tender:
This system may ordinarily be adopted in the cases of the estimated tender value of which does not exceed Rs. 10 lakh. In case of items whose approved list of vendors is issued by centralized agency i.e. RDSO/Production Units (PUs)/CORE etc., this system may be adopted in the case of purchases, the estimated value of which does not exceed Rs. 2 crore.
Under this system enquiries are to be issued only to the firms who are borne on the approved list of suppliers for the particular item. While issuing such enquiries, it should be ensured that the last successful supplier is invariably included. The enquiries may be issued to a minimum number of three firms and a maximum of 7 or 8 against each other. Whenever a large number of firms are registered for a group/items, it may be ensured that enquiries are sent to all of them by rotation. However, the minimum/maximum number of enquiries to be sent against each tender be varied at the discretion of the competent authority as circumstances warrant. There is also no objection to the issue of limited tender enquiries to the firms not on approved list, provided justification for the same is recorded. In respect of cases falling within the purchase powers of officers below the rank of Dy.CMM, the approval of Dy.CMM should be obtained. In respect of cases falling within the purchase powers of Dy.CMM, the approval CMM and cases in any falling within the purchases powers of CMM the approval of COS should be obtained.
Under this system enquiries are to be issued only to the firms who are borne on the approved list of suppliers for the particular item. While issuing such enquiries, it should be ensured that the last successful supplier is invariably included. The enquiries may be issued to a minimum number of three firms and a maximum of 7 or 8 against each other. Whenever a large number of firms are registered for a group/items, it may be ensured that enquiries are sent to all of them by rotation. However, the minimum/maximum number of enquiries to be sent against each tender be varied at the discretion of the competent authority as circumstances warrant. There is also no objection to the issue of limited tender enquiries to the firms not on approved list, provided justification for the same is recorded. In respect of cases falling within the purchase powers of officers below the rank of Dy.CMM, the approval of Dy.CMM should be obtained. In respect of cases falling within the purchase powers of Dy.CMM, the approval CMM and cases in any falling within the purchases powers of CMM the approval of COS should be obtained.
(c)Single Tender:
This system may be adopted in case of purchase of items in following cases.
1. Proprietary articles where it has been possible to certify that a similar article, which could be used in lieu is not manufactured /sold by any other firm (PAC ‘C’ certified), Purchase powers are of different officers Are upto their level of acceptance.
2. For Non-Proprietary articles in normal circumstances. COS/CMM : Upto Rs. 3 lakhs, Invitation of single tender and purchase require personal approval of COS/CMM.
3. For Non-Proprietary articles in emergencies affecting maintenance, out turn, operation etc.. COS/CMM : Upto Rs. 5 lakhs, Invitation of single tender and purchase require personal approval of COS/CMM.
(d) Special Limited Tender:
Except in respect of emergency purchases and safety items, this system may be applied to orders, in estimated value of which is Rs. 10 lakhs and above, with the sanction of the General Manager, subject to the following condtions:-
(a)That sufficient reasons exist which indicate that it is not in the public interest to call for tenders by advertisements.
(b) That the demand is so urgent that any additional expenditure involved by the elimination of open competition must be incurred.
(c)That in the case of proprietary articles, the sanction of the General Manager is necessary only if it is not possible to certify that a similar articles is not manufactured or sold by any other firm which could be used in lieu.
(e) Global Tender: This system is adopted in case of import purchase. The proposed import procurement should be approved from the essentially aspect by the Head of User Department and concurred in by the associate finance.
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