TENDER SYSTEM
Procedure for call of Tenders:
Tender notice or Notice Inviting Tender
(NIT) will be approved by the officers for the works for which they are
competent to accord technical sanction. The Tender document will be prepared by
the concerned officers bringing greater transparency indicating the provisions
made in the estimates for items which are reimbursable to the contractor with
conditions therefore.
Tender invitation & finalization:
For works up to Rs. 50.00 lakh the
tender notice shall be published in District Edition of at least one vernacular
news paper with wide circulation. For the works costing more than Rs. 50.00
lakh, the tender notice shall be published in at least two news papers having
wide circulation at the state level. The Tender schedule should contain not
only quantities but also the rates worked out by the department and the amount
for each item and the total value of the contract. The Tenderer should indicate
his willingness to do the work, either at the estimated value of the work or at
a percentage less than the estimated value of the work. Authority should always
be reserved to reject any or all the tenders so received without the assignment
of a reason and this should be expressly stated in the advertisement.
Publicity to the tenders:
(a) Copies of tender notices may be sent to
all the divisions in that as well as neighboring circles for being exhibited
promptly on their notice board.
(b) Copies of Tender Notice may be sent to
all the registered contractors of the above mentioned divisions/circle.
(c) Copies of tender notice and paper
cutting should be recorded with tender documents.
(d) The tender notices should be sent only
to the particular class of registered contractors as specified in the Tender
Notice depending upon the value of the work.
Prevention of
collusion of Contractors:
Tender schedules shall be issued till a
date prior to the last date of submission of tenders. Once a contractor buys a
tender schedule, he is not permitted to return the schedule without quoting for
the work. After buying a tender schedule if a contractor does not tender for
the work, his E.M.D shall be forfeited.
Receipt of Tenders:
The Tenders shall be received at the
place and time as specified in the Tender notice. The contractor can submit the
tender either personally/through his agent or by post. In case of submission of
tender documents by post the delay in receipt of tender is to the account of
the tenderer only. Any tender received after the expiry of date and time for
its receipt will not be considered by the tender opening authority. Tenders
will be finalized by the respective officers for the works costing upto their
powers to accord technical sanctions. The time allowed for submission of tenders
from the date of publication of tender notice to the date of receipt of tenders
is 14 days for the first call and 7 days for the second call. A Format of the
Tender notice, format of tender and notice to tenderer
whose tender is under consideration, articles of Agreement are given in
Annexure both for lump sum and piece work contracts.
Cost of Tender
schedules:
The cost of tender schedules should be
fixed depending upon the number of pages, nature of print and cost of paper
etc., and expenditure incurred. The sale proceeds of tender schedule should be
appropriately accounted as revenue. The Cost of tender schedules is not
refundable.
Tender Premium:
For all works the ceiling of Tender
premium is 5 %.( as instructed by the Government in G.O.Ms.No.133, Irrigation
& CAD (PE. Reforms) Dept. dt. 20.11.2004). Even after repeated calls (as
specified above), if the tender premium is more than 5%, and if it is decided
not to accept such tenders the work can be awarded on nomination at the
estimated value to a contractor selected from the list of contractors maintained
by the department.
Discount Tenders:
Tender up to 15% less than the estimate
rate can be accepted. In such cases, the tenderers should be asked to produce a
bank guarantee for the amount equivalent to the less % quoted as compared to
the estimate value of the work put to tender.
Comparison of tenders:
In most of the cases, the tenders are
called for based on sanctioned estimates. But after receiving the tenders, the
rates in the sanctioned estimates should not be stated to be unworkable and the
tenders compared with modified higher rates based on some data on the plea that
the modified higher rates are workable ones. Tenders are invariably to be
compared and accepted with reference to the rates in the sanctioned estimates
only. If the rates in the sanctioned estimate are found unworkable with
reference to the current S.S.R./F.S.R. due to the lapse of time or wrong data
etc, the proper course would be either to submit revised estimate adopting current
schedule of rates before the tender call is made
for approval of the competent authority or to submit the tender along with the
data to competent authority justifying higher rates. The powers of accepting
tenders up to the permissible limits above the rates in the sanctioned
estimates should be used cautiously and only after making sure that the acceptance
of such tender is unavoidable.
Acceptance of Tenders:
No tender should be accepted from any
person directly or indirectly connected with Government Service. The Officer
opening the tenders should invariably date and initial all the pages of tender
document irrespective of whether they contain any correction, over-writing
etc., If there are corrections in the tender unattested by the tenderer, a note
of such correction should be made on the tender itself when it is opened. The
officer opening the tenders should keep a personal note of the total number of
tenders opened by him and verify therewith the number in the comparative
statement of tenders. Other things being equal, normally the lowest tender should
be accepted. In selecting the tender the financial status of the tenderer, his capability,
the security offered by him or the record of his execution of any works previously
should be taken into consideration. In cases where a tender other than the lowest
is accepted, a confidential record should be kept of the reasons for doing so, relative
merits of various bidders concerned should be discussed and cogent reasons to be
given for rejection of the lowest tender. This confidential record should be
produced to audit if required by audit.
The acceptance of the tender other than
the lowest should be reported to the next higher authority with due
justification. The next higher authority shall scrutinize the report carefully
and call for more details if necessary. The acceptance or rejection of tenders
is however left entirely to the discretion of the officer to whom the duty is entrusted
and no tenderer can demand the cause of rejection. Authority should always be reserved
to reject any or all of the tenders so received without the assignment of a
reason and this should be expressly stated in the advertisement. In the event
of two lowest tenders being of same denomination, decision shall be taken by
taking lots in the presence of the concerned parties or their nominees.