Stores branch of CO/RO

1. Stores branch of CO/RO

2. Fundamental Principles of Public Buying • Efficiency, economy and transparency • Every authority delegated with the financial powers of procuring goods shall have the responsibility and accountability to bring efficiency, economy, transparency. • The procuring authority should be satisfied that the selected offer adequately meets the requirement in all respects • That the price is reasonable and consistent with the quality required • The procuring authority must place on record, in precise terms, the considerations which weighed with it while taking the procurement decision. • All materials received shall be examined, counted, measured or weighed when delivery is taken and approved quality and specifications are checked by a responsible officer.

3. Rules governing purchase of stores • Purchase of goods upto the value of Rs.15,000/ only on each occasion may be made without quotations or bids on the basis of a certificate • Purchase of goods costing above Rs. 15000/ and upto Rs.1,00,000/ on each occasion may be made on the recommendations of a duly constituted Local Purchase Committee • The committee will survey the market to ascertain the reasonableness of rate, quality and specifications and identify the supplier

4. Purchase through Central Purchase Organisation • DG S&D will prepare and maintain item-wise list of eligible and capable suppliers (Registered suppliers) • DG S&D will host the specifications, prices and other salient details of different rate contracted items, appropriately updated on the website

5. Payment procedure of purchases made through DG S&D • Initially DG S&D makes payment to the contractors by cheque • Simultaneously, DG S&D sends debit vouchers directly to concerned PAO and sends an advice to RBI directing it to debit the balance of DOP • RBI debit the DOP account and submits the clearance memo to PAO • Vouchers received at PAO will be sent to the concerned purchasing office for confirmation • After getting the confirmation on vouchers, charge the corresponding Head of Account of Purchasing Office

6. Purchase of rate –contracted goods directly • In case of purchase of rate contracted goods directly, the conditions for purchase be in line with those specified in the rate contract. • The department shall make its own arrangement for inspection and testing of such goods where required. (Rule 147)

7. Purchase of goods by obtaining bids • Advertised Tender Enquiry: If estimated value is above Rs. 25 lakhs • Limited tender Enquiry: When estimated value is upto Rs.25 lakhs • Single tender Enquiry: only a particular firm is the manufacturer of the required goods. Proprietary Article certificate is to be obtained

8. Contents of bidding Document • Chapter 1: Instructions to Bidders • Chapter 2: Conditions of Contract • Chapter 3: Schedule of requirements • Chapter 4: Specifications and allied Technical Details • Chapter 5: Price Schedule • Chapter 6: Contract form • Chapter 7: Other standard forms, if any, to be utilised by the purchaser and the bidders

9. Two-bid system • Technical bid consisting of all technical details along with commercial terms and conditions • Financial bid indicating item-wise price for the items mentioned in the technical bid

10. Bid security • Bid Security (EMD): Should be between 2% to 5% of the estimated value of the goods to be procured. • To be furnished along with the bid. • To be credited to UCR. • Not required to obtain from bidders regd with Central Purchase orgn, National Small Industries Corporation or the concerned Ministry or dept • Bid security of unsuccessful bidders to be returned after expiry of final bid validity and latest on or before the 30th day after the award of the contract

11. Performance security • 5% to 10% of the value of the contract • It can be Account payable Demand Draft, fixed deposit receipt from a commercial bank, Bank guarantee • Performance guarantee should remain valid for a period of sixty days beyond the date of completion of all contractual obligations, including warranty obligations of supplier. • Bid security to be returned to the successful bidder on receipt of performance security.

12. Tender document • Bidding document to self-contained and comprehensive • Minimum level of experience, past performance, technical capability, financial position • The procedure, date, time and place for sending the bids • Date, time and place of opening of the bid • Terms of delivery • Provision to be made to enable the bidder to question the bidding conditions

13. Tender document • Suitable provision for settlement of disputes, emanating from the resultant contract • The bidding document should indicate clearly that contract will be interpreted under Indian Laws • The bidders should be given reasonable time to send their bids • The bids should be opened in public and authorised representatives of the bidders • Mandatory components of tender forms are given from slide no.21 to 28

14. Tender Process • In case of contracts of special nature for procurement of sophisticated and costly equipment, pre-bid conference for clarifying issues may be held, ahead of bid opening date. • Negotiation with bidders after bid opening is discouraged, but in exceptional circumstances, may be resorted with lowest evaluated responsive bidder. • The award of tender should be done within one month from the date of recommendations • In case of L-1 backing out , re-tender • If the lowest bidder is not in a position to supply the full quantity required, the remaining quantity be ordered from the next higher responsive bidder at the rates offered by the lowest responsive bidder

15. Procurement of services • Preparation of scope of the required work/service eligibility and pre-qualification criteria • Estimating reasonable expenditure • Identification of likely sources • Preparation of Terms of reference • Preparation and issue of request for proposal

16. Procurement of services • Two-bid system with technical and financial bids sealed separately • Evaluation of technical bids • Evaluation of financial bids of the technically qualified bidders • Consultancy by nomination • Monitoring the contract, by a task force approach and continuously monitoring the performance

17. Outsourcing of services • In the interest of economy and efficiency outsourcing of services may be done • Preparation of tender enquiry a. Details of work or service to be performed b. The facilities and inputs which will be provided c. Eligibility and qualification criteria d. The statutory and contractual obligations to be complied by the contractor

18. Outsourcing of services • For estimated value of the work or service upto Rs.10 lakhs or less limited tender enquiry may be issued. • The no. of contractors so identified for issuing limited tender enquiry should not be less than 6 • For estimated value of above Rs.10 lakhs advertised tender enquiry to be published in a national newspaper • Outsourcing by choice: detailed justification, circumstances to be explained and consultation with the Financial adviser is necessary

19. Tender publication • It is mandatory to publish tender enquiries on the Central Public Procurement Portal • The URL of CPP Portal is eprocure.gov.in

20. ePublishing System

21. Mandatory Components of tender form • Schedule of tender contains Tender no. Tender form cost Last date and time of receipt of tender Amount of earnest money deposit Date and time of opening tender Venue

22. Components of tender form • 1. Parties • 2. Addresses • 3. Earnest money • 4. Preparation and submission of tender • 5. Signing of tender • 6.Technical bid • 7.Commercial bid

23. Components of tender from • 8. Validity of bids • 9.Opening of tender • 10.Criterion for evaluation of tender • 11. Right of acceptance • 12. Communication of acceptance • 13. Time schedule for completion of work • 14. Security deposit • 15. Penalty

24. Components of tender form • 16.Natural calamity, strike etc • 17. Insolvency • 18. Breach of terms and conditions • 19. Subletting of work • 20.Right to call upon information regarding status of work • 21. Precautionary measures • 22. Samples or experience certificate

25. 25. Terms of payment • 26. Arbitration

26. Technical information and undertaking • 1. Name of the tenderer /concern • 2. Name of the concern (Sole proprietor or partnership firm or a company or a govt. department) • 3.ACG 67 receipt No. Dated Name of the Post Office(for EMD) • 4. Whether each page of NIT and its annexure have been signed and stamped • 5. Proposed date to start work • 6. Time required for completing the work • 7. List of important works undertaken during the last three years whose summary is enclosed

27. Technical information and undertaking • 8. Select list of major customers • 9. Brief details of project personnel to be deployed • 10. whether annual reports of the concern is enclosed • 11. Whether copies of balance sheet for the last three years enclosed • 12. Any other information important in the opinion of the tenderer • Parameters and technical specification for executing the work • Terms and conditions specific to the contract

28. Commercial information • Total price for the work inclusive of all kinds of incidental charges and all taxes •  Details

29. Annual maintenance contract • Required for sophisticated and costly equipment • Machinery is maintained free of charge during warranty period • Preference should be to award to OEMs (Original Equipment manufacturers) • Financial condition of AMC • Large scale network of maintenance personnel and offices

30. Important Components of AMC • Terms of Payment • Departments’ obligation • The time-limit within which work to be attended to be included • Penalty clause • In case of failure, liberty to get it repaired and the cost to be borne by the AMC

31. Steps involved in Disposal of obsolete stores • The committee will recommend • Recommendation is accepted by the competent authority • Issue of tender/auction • Disposal

32. Disposal of obsolete stores • A committee at appropriate level to be appointed • The committee shall consist of three members, one from administration, one from technical member having knowledge about the store and one from finance • Authority competent to purchase a store shall be competent to declare the store as obsolete

33. Disposal of obsolete stores • The committee should take into account the prescribed life –period of the stores • If the life-period is not over, the committee should examine the conditions of the items and record reasons • If an item has become obsolete on account of negligence/fraud or mischief of any govt. servant, it should be brought out.

34. Disposal of obsolete stores • Where the articles are sold by public auction, the Head of Office of any Gaz. Officer should invariably attend the auction and record the final bid • He should be present, when finally the articles are released when the process of weighing is involved. • A report of surplus of surplus stores should be prepared in form GFR-17

35. Hardware required for Project Arrow Office

36. Hardware required for Project Arrow Office • High-speed printer-One for every HO+one for those offices where the number of Postmen exceeds 50 • Laser printer-One laser printer for every delivery Post Office • Bar-code scanner- One barcode scanner for all counters except SB counters and also one each for each standby node+one for every 15 Postmen • Signature scanner-one for every 10 SB counters • UPS- 0.4 KVA x (No. of nodes+ servers) • Genset- Twice the capacity of UPS supplied

37. Weighing scale for PAPO • One 10 KG weighing scale for every MPCM Counter • If there are more than one MPCM counters, one of the weighing scales could be of 50 KG category • One weighing scale of 10 Kg may be supplied if here is a full time treasurer. • A separate weighing scale of 20 Kg category may be provided at delivery branch if there are more than 20 Postmen

38. Weighing scale for PAPO • One 10 KG weighing scale for every MPCM Counter • If there are more than one MPCM counters, one of the weighing scales could be of 50 KG category • One weighing scale of 10 Kg may be supplied if here is a full time treasurer. • A separate weighing scale of 20 Kg category may be provided at delivery branch if there are more than 20 Postmen

39. thank you