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Tender Enquiry

1. This is an important activity which requires care and vigilance. The actions required are:

(a) Planning of TE: There is no set number laid down as to the number of cases which must be combined to float a tender. It will depend on the type of procurement and urgency of the procurement. However, the effort will be to combine as many cases as possible. Each tender enquiry will be numbered as per the serial of the Indent and TE register and will be pre-fixed by TE followed by PV if it is a PVMS item. If it is not a PVMS item then it will be prefixed only by TE.In cases under modernization or any UN mission or any special followed by MoD, UN mission name or procurement, TE will be such distinct nomenclature so that it will be easier to recognize. On tender enquiry forms the full format will be given i.e. File No/DGAFMS/DG2S/Indent No/ TE No / Year.

(b) Issue of Tender Document: The TE will be dispatched/issued to authorized representatives of firms and on deposition of stipulated amount in the form of Demand Drafts favouring The President of India. However Tenders will be issued free of cost to firms under Small Scale Industries and other such firms notified by the Govt. In case of advertised tenders, the tender documents will be issued / dispatched after receipt of writtenrequest along with tender cost. In case of PAC procurement or limited tender enquiry, tender documents will invariably be sent by Regd Post. Limited enquiry will only be resorted to items listed as acceptable from limited sources in PVMS or for items available on valid DGS&D rate contracts or for urgent procurement where there is very short time.

(c) Collection of Tenders: The firms will be asked to deposit the tenders in the tender box kept in the reception office of L & M Block. No individual will accept the tender documents from the firms. When a tender is received by post the diary clerk/ assistant will deposit the same in the tender box immediately and make an entry to the effect in the dak diary. A Board of Officers, as detailed by DG 2 (Plg) will collect sealed tenders only from the tender box at specified time on specified days. In case of PAC procurement, the Section Officer or other officers of the concerned sectionmay accept the sealed tender documents directly.

Tender Opening

2. Tenders will be opened by a Board of Officers detailed for the purpose on specified days and time in the presence of representatives of the firms.

3. Tender Opening Register, maintained by DG - 2 (Plng) will be completed in all respect such as TE No, Nomenclature of the item / eqpt, number of firms and their name, whether technical bids and commercial bids submitted or not and signature with name of the Presiding Officer of the day.

4. Only the technical bids will be opened and not repeat not the commercial bids. The technical bids will be handed over to the section in charge.

5. Price bids which are not to be opened at this stage will be kept under safe custody of Dir AFMS (Plng). These will be opened by a Board of Officers only after due approval has been accorded on the TEC report by CFA. The BOO will be utmost careful while opening the Price Bids. The Price Bids will be checked for any alterations, additions and the same will be mentioned on the price bids so that chances of subsequent manipulations can be eliminated. These will be encircled and signed by the BOO. Prices in numbers and figures will be encircled and signed. After opening of the price bids the same will be handed over to the section in charge under which the case is being pursued after duly recording all the relevant details in the register maintained by DG (Plng). The price bids will be opened in presence of representatives of the participating firm as far as possible. However, if a representative could not be present due to non-communication or urgency of opening the price bids, then details of the offers made by all firms will be provided to him after receiving a written request.

6. CST will be prepared within one week of price bid opening and submitted for approval of competent authorities. CST will be kept under proper safety and security. Contents of CST will not be divulged till the same is approved. Under no circumstances copy of CST will be provided to any body.

Technical Evaluation

7. Technical Evaluation is a very important step in the tendering process. Technical Evaluation will be carried for which the procedure followed will be as under:

(a) After receiving the technical bids, the section in charge will send the duplicate technical bids of all participating firms to the Technical Evaluation Committee (TEC) along with a Technical Assessment Sheet duly filled in with relevant details along with a copy of the QRs.

(b) Technical Evaluation Committees will be constituted under the aegis of Sr Consultants Surgery or Medicine as the case may be. The TEC will have at least two specialists of the concerned field and as far as practicable from two different units. In case specialists are posted only in one unitthen the evaluation may be carried out by a single specialist. However, all TEC reports must be countersigned by the respective Sr Consultants.

(c) Technical Evaluation will be carried out in Yes / No format against each QR point. Firms who are 100% QR compliant only will be accepted. In case of minor variations the same must be justified in unequivocal terms. However essential QR points must be strictly adhered to.

(d) As far practicable technical evaluation may be completed within three weeks time.

(e) The TEC reports of cases exceeding the financial powers of DGAFMS will invariably be put up to DGAFMS for approval. For cases within the powers of DGAFMS, all Single Vendor Situation (SVS) cases will invariably be put up to DGAFMS for approval. Other cases may be put up to DGAFMS for his directions in case of any difference of opinion or if asked for by the DGAFMS or as decided by Addl DGAFMS (E&S).

TPC / PNC

8. TPC / PNC will be held as per financial powers specified vide Govt of India, Min of Defence Letter No 14 (1) / 98 / D (Medical) dated 11 Jun 2003 and extensions there of and this office letter No 42189 / DGAFMS / DG 2S / Policy / Fin Power dated 8 Jun 2004. TPC / PNC meetings will be held regularly every fortnight. Less number of cases should not be a reason for not holding TPC / PNC meetings.

9. Briefs for the TPC / PNC meetings will be prepared incorporating all relevant details such as correct nomenclature, qty, consignee, estimated cost, number of firms quoted and accepted in technical evaluation, last purchase price (LPP), Unit cost, accessories if quoted, etc. All necessary information must be provided which will help the TPC / PNC in taking decisions.

10. The Chairman TPC will be briefed the day prior to the meeting. Firms also must be informed about the meeting and advised to come with proof of last supply of similar equipment as well as proof of reasonableness of price quoted.

11. The discussions held and decisions taken will be noted by the RPO / Dy Director and get the same signed by the Chairman of TPC / PNC and other members. The participating representative of the firm will be asked to submit their acceptance of the decisions in writing at the earliest. Proper minutes of the meeting will be prepared within three working days and submitted for signature of all members and submitted for approval by DGAFMS.

12. After the approval of the minutes by DGAFMS, ATs will be prepared and submitted for approval / signatures within one week.

13. In the event of the TPC / PNC differ its decision to a later date for want of insufficient information or inability of the firm's representative not being able to convince or accept the terms of TPC / PNC, the same will be recorded. If the decision is for re-tendering then the whole process will re-start with the same TE number.

Issuing of ATs and Amendments

14. ATs will be signed by officials as per directions of DGAFMS on delegation of powers and issued to the firm within one week of approval of minutes of PNC. All subsequent amendments to ATs will be processed and approved on file by competent authorities before the same is issued. Once an amendment is approved the same may be signed by the RPO except in amendments which has financial implications which will be signed by DDG (Prov) only.

For Purchases beyond the Financial Powers of DGAFMS

15. Any indent which has an estimated cost beyond the financial powers of DGAFMS will be sent to MOD from vetting of QR, approval of TEC report, approval of CST and subsequent PNC meeting. After the approval of minutes of PNC meeting, DGL will be prepared and submitted to the MOD for approval and signature. Once Govt Letter is issued, ATs will be prepared and submitted for signature and subsequent issue.

AT Format

16. Standard format as is being used will continue to be used. However amendments or additions may be done to ATs depending issuance of fresh policy guide lines from time to time by competent authorities. AT will be numbered serially in the form of "File No / DGAFMS / DG 2S / Indent No / TE No / AT No / Year".

17. An AT Register will be maintained which will contain all relevant details as that given vide para 8 above as well the actual negotiated cost of the eqpt, Delivery period.

18. Once an AT is issued the firm will be asked to give it's acceptance of the same and deposit Performance Bank Guarantee of amount as stipulated from time to time. A track will be kept of the supply compliance and adherence to time schedule.

Forwarding of Bills for Payment

19. Bills submitted by firms will be recorded in the dak register and processed expeditiously. There should not be unnecessary delay. The claims must be processed within a reasonable period and submitted to PCDA for payment or returned to the firm if required. However in case of minor clarifications, the same may be sought from the from over telephone or conveyed on visitors' day.

20. All actions must be prompt, time bound, without unnecessary delay without compromising on the quality and quantity. The section must portray a humane face to all those with whom it deals without deviating from procedures.

Summary

21. The above SOP is a guideline with a view to stream line the laid down procedures so that every functionary is clear of the procedures to be followed and to emphasize on timely actions on procurement of equipment which are so much essential to the Armed Forces for better patient care.