TENDER COMMITTEE (निविदा समिति)
परिभाषा (Definition)
जब किसी खरीद (Procurement), कार्य (Works) अथवा अनुबंध (Contract) के लिए प्राप्त निविदाओं (Tenders) का मूल्य निर्धारित वित्तीय सीमा से अधिक हो, तो निविदाओं के मूल्यांकन एवं सिफारिश (Evaluation and Recommendation) हेतु एक समिति गठित की जाती है, जिसे Tender Committee (TC) कहा जाता है।
Tender Committee का मुख्य कार्य प्राप्त निविदाओं का निष्पक्ष, पारदर्शी एवं वित्तीय दृष्टि से परीक्षण कर सक्षम प्राधिकारी (Competent Authority) को उचित अनुशंसा (Recommendation) प्रस्तुत करना है।
Tender Committee का उद्देश्य
निविदाओं का निष्पक्ष मूल्यांकन करना।
प्रतिस्पर्धी दरों (Competitive Rates) को सुनिश्चित करना।
रेलवे के हितों की रक्षा करना।
वित्तीय अनुशासन एवं पारदर्शिता बनाए रखना।
सक्षम प्राधिकारी को वस्तुनिष्ठ (Objective) अनुशंसा प्रदान करना।
Tender Committee का गठन
Tender Committee का गठन उस प्राधिकारी द्वारा किया जाता है जो संबंधित निविदा को स्वीकार (Accept) करने के लिए सक्षम हो।
समिति का स्तर (Level of Tender Committee) सामान्यतः निविदा के अनुमानित मूल्य (Estimated Value) अथवा Tender Opening Date पर कुल मूल्य (Total Tender Value) के आधार पर निर्धारित किया जाता है।
Stores Tender Committee की संरचना
Railway Stores Procurement में सामान्यतः Tender Committee निम्न सदस्यों से मिलकर बनती है—
1. Stores Member (Convener)
Stores Department का प्रतिनिधि।
Tender Committee का Convener होता है।
समस्त अभिलेख एवं कार्यवाही का समन्वय करता है।
समिति की रिपोर्ट तैयार करता है।
2. Technical Member
उपयोगकर्ता विभाग (User Department) अथवा तकनीकी विभाग का प्रतिनिधि।
तकनीकी विनिर्देशों (Specifications) की जाँच करता है।
तकनीकी उपयुक्तता (Technical Suitability) का मूल्यांकन करता है।
3. Finance Member
Accounts/Finance Department का प्रतिनिधि।
वित्तीय परीक्षण (Financial Scrutiny) करता है।
दरों की उचितता (Reasonableness of Rates) पर टिप्पणी देता है।
वित्तीय नियमों के अनुपालन को सुनिश्चित करता है।
Tender Committee की प्रमुख जिम्मेदारियाँ
(A) Technical Evaluation
समिति यह जाँच करती है कि—
Tender Conditions पूरी हुई हैं या नहीं।
Specifications के अनुरूप सामग्री/कार्य है या नहीं।
Firm तकनीकी रूप से योग्य है या नहीं।
(B) Financial Evaluation
समिति निम्न बिंदुओं की जाँच करती है—
Quoted Rates
Comparative Statement
Last Purchase Rate
Market Rate
Reasonableness of Rates
(C) Commercial Evaluation
Delivery Schedule
Payment Terms
Warranty Conditions
Eligibility Conditions
Tender Committee Report (TCR)
Tender Committee अपनी जाँच के उपरांत एक विस्तृत रिपोर्ट तैयार करती है जिसे Tender Committee Report (TCR) कहा जाता है।
रिपोर्ट में सामान्यतः निम्न बिंदु शामिल होते हैं—
Tender Details
Firms Participated
Technical Evaluation
Financial Analysis
Finance Concurrence
Recommendation of TC
Recommendation of Tender Committee
Tender Committee स्वयं Tender Accept नहीं करती।
समिति केवल अनुशंसा (Recommendation) करती है।
इसके पश्चात रिपोर्ट सक्षम प्राधिकारी को भेजी जाती है जो—
Tender Accept कर सकता है।
Reject कर सकता है।
Further Clarification मांग सकता है।
Role of Convener
Tender Committee का Convener सामान्यतः Stores Officer होता है।
उसकी जिम्मेदारियाँ—
Meeting Convene करना।
Agenda तैयार करना।
Records उपलब्ध कराना।
Tender Committee Report तैयार करना।
Recommendation को Competent Authority को भेजना।
Important Principle
Tender Committee is only a recommending body and not an accepting authority.
अर्थात् Tender Committee केवल अनुशंसा करती है, अंतिम निर्णय सक्षम प्राधिकारी द्वारा लिया जाता है।
Difference Between Tender Committee and Accepting Authority
| Tender Committee | Accepting Authority |
|---|---|
| अनुशंसा करती है | अंतिम निर्णय लेती है |
| सामूहिक निकाय | एक सक्षम अधिकारी |
| Technical & Financial Evaluation करती है | Tender Accept/Reject करता है |
| TCR तैयार करती है | Acceptance Letter जारी करता है |
TENDER COMMITTEE (TC)
A Tender Committee (TC) is a multi-disciplinary committee constituted to evaluate tenders and make recommendations to the competent authority for acceptance of a tender.
In Railway procurement, tender cases above the prescribed financial limits are generally processed through a Tender Committee. The Committee examines all technical, commercial and financial aspects of the tender and submits its recommendations to the Tender Accepting Authority (TAA).
The Tender Committee is only a recommending body and does not have the power to accept a tender.
Objective of Tender Committee
The main objectives of constituting a Tender Committee are:
To ensure transparency and fairness in procurement.
To obtain the most economical and competitive offer.
To safeguard Railway interests.
To ensure compliance with procurement rules and procedures.
To provide an independent and objective evaluation of tenders.
Constitution of Tender Committee
The Tender Committee is constituted by the authority competent to accept the tender.
The level of the Tender Committee is generally decided on the basis of the estimated value of the tender or the total value of the tender as on the date of opening of the tender.
Composition of Stores Tender Committee
In Stores Department procurements, the Tender Committee generally consists of the following members:
1. Stores Member (Convener)
The Stores Officer acts as the Convener of the Tender Committee.
Functions:
Coordinates all Tender Committee activities.
Arranges meetings of the Committee.
Collects and circulates all relevant records.
Prepares the Tender Committee Report (TCR).
Submits the recommendations to the competent authority.
2. Technical Member
The Technical Member represents the user department.
Functions:
Examines technical specifications.
Assesses technical suitability of the offers.
Evaluates compliance with tender conditions.
Advises on technical merits and demerits.
3. Finance Member
The Finance Member represents the Accounts/Finance Department.
Functions:
Conducts financial scrutiny.
Examines the reasonableness of rates.
Reviews financial implications.
Ensures compliance with financial rules.
Duties and Responsibilities of Tender Committee
The Tender Committee is responsible for:
A. Technical Evaluation
Examination of technical specifications.
Verification of eligibility criteria.
Assessment of capability of tenderers.
Determination of technical responsiveness.
B. Commercial Evaluation
Examination of delivery schedule.
Review of payment terms.
Verification of warranty and guarantee conditions.
Examination of special commercial conditions.
C. Financial Evaluation
Comparison of quoted rates.
Analysis of Last Purchase Rate (LPR).
Assessment of market rates.
Determination of reasonableness of rates.
Identification of the lowest acceptable offer.
Tender Committee Report (TCR)
After detailed examination of the tender, the Tender Committee prepares a Tender Committee Report (TCR).
The report generally contains:
Brief details of the tender.
List of participating firms.
Technical evaluation.
Commercial evaluation.
Financial analysis.
Justification of rates.
Finance Member’s observations.
Recommendations of the Committee.
Recommendations of the Tender Committee
The Tender Committee may recommend:
Acceptance of the lowest suitable offer.
Acceptance of another offer with proper justification.
Negotiation with eligible tenderers, where permissible.
Retendering in the interest of the Railway.
Cancellation of the tender, if necessary.
Role of the Convener
The Convener plays a key role in the functioning of the Tender Committee.
Major responsibilities include:
Convening meetings.
Maintaining records.
Coordinating among members.
Preparing the Tender Committee Report.
Forwarding recommendations to the Tender Accepting Authority.
Tender Accepting Authority (TAA)
The Tender Accepting Authority is the competent authority empowered to take the final decision on the tender.
The TAA may:
Accept the recommendations.
Modify the recommendations with recorded reasons.
Reject the recommendations.
Seek further clarification from the Tender Committee.
Important Principle
The Tender Committee is a recommending body, whereas the Tender Accepting Authority is the decision-making authority.
Therefore, the Tender Committee cannot accept a tender on its own.
Difference between Tender Committee and Tender Accepting Authority
| Tender Committee | Tender Accepting Authority |
|---|---|
| Recommends the tender | Accepts or rejects the tender |
| Collective body | Competent authority |
| Evaluates technical, commercial and financial aspects | Takes final decision |
| Prepares Tender Committee Report | Issues acceptance |
| Has no acceptance powers | Has acceptance powers |
Advantages of Tender Committee System
Ensures transparency in procurement.
Prevents arbitrary decision-making.
Provides collective expertise.
Protects Railway interests.
Ensures proper financial scrutiny.
Promotes accountability and fairness.
LDCE / Group-B Examination Points
Important Definitions
Tender Committee:
A committee constituted to evaluate tenders and make recommendations to the competent authority.
Tender Committee Report (TCR):
A report containing the evaluation and recommendations of the Tender Committee.
Tender Accepting Authority (TAA):
The authority empowered to take the final decision regarding acceptance of a tender.
One-Line Questions
Q. Who constitutes a Tender Committee?
Ans. The competent Tender Accepting Authority.
Q. Who acts as Convener in a Stores Tender Committee?
Ans. The Stores Member.
Q. What are the three members of a Stores Tender Committee?
Ans. Stores Member, Technical Member and Finance Member.
Q. Can a Tender Committee accept a tender?
Ans. No. It is only a recommending body.
Q. What is the main function of a Tender Committee?
Ans. Evaluation of tenders and recommendation to the competent authority.
Golden Examination Definition
“A Tender Committee is a multi-disciplinary committee constituted to evaluate tenders and recommend the most suitable offer to the competent authority for acceptance in accordance with prescribed rules and procedures.”
LDCE / Group-B Examination Points
One Line Questions
Q. Tender Committee का गठन कौन करता है?
Ans. Competent Tender Accepting Authority.
Q. Stores Tender Committee का Convener कौन होता है?
Ans. Stores Member.
Q. Tender Committee में सामान्यतः कितने सदस्य होते हैं?
Ans. Three – Stores, Technical and Finance Member.
Q. Tender Committee का मुख्य कार्य क्या है?
Ans. Evaluation and Recommendation of Tender.
Q. क्या Tender Committee Tender Accept कर सकती है?
Ans. No. It is only a recommending body.
