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GOVERNMENT OF INDIAMINISTRY OF ENVIRONMENT AND
FORESTS
INSTRUCTIONS RELATING TO PROCUREMENT OF GOODS AND SERVICES
AND OUTSOURCING OF SERVICES
JUNE 2006
CHAPTER ONE
General Financial Rules 2005 and Delegation of Financial Powers
Rules, 1978 as amended from time to time lay down the procedures and
powers of the various Ministries and Departments of the Government of
India in matters relating to handling of public money. Rules 135 to 185 of
the General Financial Rules, 2005 specifically deal with procurement of
goods and services and outsourcing of services. Rule 135 states that
detailed instructions relating to procurement of goods may be issued by the
procuring departments broadly in conformity with the general rules
contained in Chapter 6 of GFR, 2005. Similarly Rule 164 lays down that
detailed instructions regarding procurement of services may be issued by the
concerned Ministries or Departments. Accordingly the following detailed
instructions are being issued for guidance and compliance by Ministry of
Environment and Forests including its subordinate units.
Apart from the provisions of the GFR, 2005 as applicable on case
to case basis, the additional instructions/conditions laid out hereinafter
shall also apply. Definition, meaning and interpretation of any word in the
instructions will carry the same definition, meaning and interpretation as in
the GFR.
PROCUREMENT OF GOODS:
1.1 Purchase of Goods valued upto Rs.1,000: Purchase of goods upto
the value of Rs.1,000 (Rupees One Thousand) only on each occasion
may be made as per GFR 145, without inviting quotations or bids on the
basis of a certificate to be recorded by the competent authority in the
following format:
“I …………… , am personally satisfied that these goods purchased
are of the requisite quality and specification and have been purchased
from a reliable supplier at a reasonable price”. As a rule it may be
ensured that certified quality products, if possible from authorized
dealers, are purchased.
1.2 Purchase of Goods valued above Rs.1,000 and upto Rs.15,000:
Purchase of goods upto the value above Rs.1,000 and upto Rs.15,000
only on each occasion may be made as per GFR 145, without inviting
quotations or bids on the basis of a certificate to be recorded by the
competent authority in the following format:
“I ……………, am personally satisfied that these goods purchased are
of the requisite quality and specification and have been purchased
from a reliable supplier at a reasonable price”. As a rule it may be
ensured that products of ISI certification and, if possible from
authorized dealers, are purchased.
1.3 Purchase of Goods valued above Rs.15,000 and upto Rs.100,000:
Purchase of goods costing above Rs.15,000 (Rupees Fifteen
Thousand) only and upto Rs.1,00,000 (Rupees One Lakh) only on each
occasion may be made as per Rule 146 of GFR, 2005 on the
recommendations of a duly constituted Local Purchase Committee
consisting of three members of an appropriate level as decided by the Head
of the Department. The Committee will survey the market to ascertain the
reasonableness of rate, quality and specifications and identify the
appropriate supplier. Before recommending placement of the purchase
order, the members of the Committee will jointly record a certificate as
under:
“Certified that we ……….., members of the purchase committee are
jointly and individually satisfied that the goods recommended for
purchase are of the requisite specification and quality, priced at the
prevailing rate and the supplier recommended is reliable and
competent to supply the goods in question”. As a rule it may be
ensured that ISI certified products and/or from authorized dealers and
or registered firms if available.
1.4 Purchase of Goods valued above Rs.100,000 and upto
Rs.25,00,000:
Goods costing above Rs.100,000 (Rupees One Lakh) only and upto
Rs.25,00,000 (Rupees Twenty Five Lakh) only on each occasion may be
procured through the method of Limited Tender Enquiry as per Rule 151 of
GFR, 2005. Copies of the bidding document should be sent directly by speed
post/registered post/courier/e-mail to firms which are borne on the list of
registered suppliers for the goods in question as referred under Rule 142 of
GFR 2005 (Regarding Registration of Suppliers). The number of supplier
firms in limited tender enquiry should be more than three. Further, web
based publicity should be given for limited tenders. Efforts should be
made to identify a number of approved suppliers to obtain more responsive
bids on competitive basis.
Sufficient time should be allowed for submission of bids in the
Limited Tender Enquiry cases.
1.5 Purchase of Goods valued above Rs.25,00,000:
1.5.1 Goods having estimated cost above Rs.25,00,000 (Rupees
Twenty Five Lakh) only may be procured through the method of
Advertised Tender Enquiry as per Rule 150 of GFR, 2005. Advertisement
in each case should be given in the Indian Trade Journal (ITJ), published
by Director General of Commercial Intelligence and Statistics, Kolkata and
published in one national daily having wide circulation.
1.5.2 An organization having its own web site should also publish all
its advertised tender enquiries on the web site and provide a link with NIC
web site. It should also give its website address in the advertisements in
ITJ and newspapers.
1.5.3 The organization should also post the complete bidding
document in its web site and permit prospective bidders to make use of the
document downloaded from the website. If such a downloaded bidding
document is priced, there should be clear instructions for the bidder to pay
the amount by demand draft, etc. along with the bid.
1.5.4 Ordinarily the minimum time to be allowed for submission of
bids should be three weeks from the date of publication of the tender notice
or availability of the bidding document for sale, whichever is later. Where
the department also contemplates obtaining bids from abroad, the
minimum period should be kept as four weeks for both domestic and
foreign bidders.
1.6 Registration of Suppliers:
With a view to establishing reliable sources for procurement of goods
commonly required for Government use, the Central Purchase
Organisation (e.g. DGS&D) will prepare and maintain item-wise lists of
eligible and capable suppliers. Such approved suppliers will be known as
“Registered Suppliers”. All Ministries or Departments may utilize these
lists as and when necessary. Such registered suppliers are prima facie
eligible for consideration for procurement of goods through Limited
Tender Enquiry. They are also ordinarily exempted from furnishing bid
security along with their bids. A Head of Department may also register
suppliers of goods which are specifically required by that Department
or Office.
1.6.1Credentials, manufacturing capability, quality control systems
past performance, after sales service, financial background, etc. of the
suppliers should be carefully verified before registration.
1.6.2The suppliers will be registered for a fixed period (between 1 to
3 years) depending on the nature of the goods. At the end of this period, the
registered suppliers willing to continue with registration are to apply afresh
for renewal of registration. New suppliers may also be considered for
registration at any time, provided they fulfil all the required conditions.
1.6.3 Performance and conduct of every registered supplier is to be
watched by the concerned Ministry or Department. The registered suppliers
are liable to be removed from the list of approved suppliers if they fail to
abide by the terms and conditions of the registration or fail to supply the
goods on time or supply sub-standard goods or make any false declaration to
any Government agency or for any ground which, in the opinion of the
Government, is not in public interest.
1.7 Reserved Items:
As per Rule 144 of GFR the Central Departments or Ministries
are to make their purchase for reserved goods and items from such units as
per instructions issued by the Central Government in this regard. The price
and purchase preference will be as per the instructions issued by the Central
Government from time to time.
1.8 Rate Contract :
The Ministry or Department shall follow the Rate Contract of DGS&D
to the maximum extent possible as per Rule 141 of GFR. The Indent Form
to be utilized for this purpose will be as per the Standard Form evolved by
the DGS&D as in Rule 140 of GFR.
1.9 Purchase of Goods directly under Rate Contract:
As per Rule 147 of GFR, Ministry or Department may procure such
rate contracted goods directly from suppliers. The prices to be paid for such
goods shall not exceed those stipulated in the Rate Contract and other salient
terms and conditions of the purchase should be in line with those specified
in the rate contract. The Ministry or Department shall make its own
arrangement for inspection and testing of such goods where required.
2.0 GUINDELINES FOR TENDERING
2.1 Classification of Goods:
The goods to be purchased have been categorized into Category I and
Category II for the purpose of applying appropriate decision rules. In
respect of goods included/to be included in Categories I and II, the decision
rules to be applied are as follows:
Category I: Minimisation of Price subject to a specified minimum
standard of quality.
Category II: Maximation of quality subject to constraint of cost where
quality is inherently subjective.
The indicative list of items included in the Categories I and II of goods
is in the Annexure.
2.2 Preparation and Evaluation of Tender Documents:
For procurement of goods of Category I and II, bids may be obtained in
two parts. In case of Category I goods, bids shall be called for qualifying
and financial bid. The illustrative proforma is enclosed at Annexure 2.2. In
this case, qualifying and financial bids shall be called for at the same in
separate sealed covers. In the first stage, only the qualifying bids shall be
opened by the Tender Evaluation Committee as constituted under these rules
as appropriate by the Head of Department. On the basis of the qualifying
bids, a statement of qualified tenderers shall be prepared. In the second
stage, the financial bids of such qualified tenders shall be opened by the
Tender Evaluation Committee and the job will be awarded to the lowest
tenderer. As per guidelines issued by the Central Vigilance Commission
vide its Office Order No.72/12/04 dated 10.12.2004, in order to maintain
transparency and fairness, it would be appropriate that organizations should
evolve a practice of finalizing the acceptability of the bidding firms in
respect of the qualifying criteria before or during holding technical
negotiations with them. Obtaining revised price bids from the firms,
which do not meet the qualification criteria, would be incorrect.
Therefore the exercise of short listing of the qualifying must be completed
prior to seeking the revised price bids. Moreover, the intimation of rejection
to the firms whose bids have been evaluated but found not to meet the
qualification criteria, along with the return of the unopened price bid, will
enhance transparency and plug the loop holes in the tendering system.
In case of Category II goods, two bids shall be called for technical and
financial bids as per Rule 152 of GFR. The technical bid consists of all
technical details along-with commercial terms and conditions. Financial bid
will indicate item-wise price for the items mentioned in the technical bid.
Technical bids are to be opened by the Purchasing Ministry/Department at
the first instance and evaluated by a competent committee or authority. At
the second stage, financial bids of only the technically acceptable offers
should be opened for the evaluation and ranking before awarding the
contract.
2.2.1 Transparency, competition, fairness and elimination of
arbitrariness in the procurement process should be taken care in the
preparation and evaluation of bid/tender documents as per Rule 160 of the
GFR.
(1) The text of the bidding document should be self contained
and comprehensive without any ambiguity. It will be helpful if
specifications are indicated in a wide zone instead of brands or
specifications applicable to one or a small number of suppliers. All essential
information needed by bidder should be clearly spelt out like criteria for
eligibility and qualifications to be met by bidders, eligibility criteria for
goods, date, time and place for sending the bids, date, time and place of
opening the bids, terms of delivery, special terms affecting performance if
any etc.
(2) Suitable provision in the bidding document to enable a
bidder to question the bidding conditions, bidding process and/or rejection
of its bids.
(3) Suitable provision for settlement of disputes.
(4) Interpretation of resultant contract under Indian laws.
(5) Reasonable time to send the bids.
(6) Opening of bid in public before authorized representative of
the bidders.
(7) Clear statement regarding the specifications of the required
goods. Use of standard specifications, if any, in most of the cases.
(8) Pre-bid conference: In case of turn key contract or contracts
of special nature for procurement of sophisticated and costly equipment the
provision for pre bid conference be made in the bid document to clarify
issues and clear doubts. The date, time and place of pre bid conference be
indicated in the bidding document itself.
(9) Criteria for determining responsiveness of the bids, criteria
as well as factors to be taken in to account for evaluating the bids on a
common platform and the criteria for awarding the contract to the responsive
lowest bidder should be clearly indicated in the bidding document.
(10) No new conditions should be brought in for evaluation of
the bids except already given in the bid document.
(11) No recourse to extrinsic evidence except the contents of the
bid itself.
(12) Bidders should not be permitted to alter or modify their bids
after expiry of the deadline for receipt of bids.
(13) No negotiation with bidders except with the lowest
evaluatedresponsive bidder in case of unavoidable circumstances with a
certificate to that extent.
(14) Contract should ordinarily be awarded to the lowest
evaluated bidder. However, where the lowest acceptable bidder against ad-
hoc requirement is not in a position to supply the full quantity required
quantity, as far as possible, be ordered from the next higher responsive
bidder at the rates offered by the lowest responsive bidder.
(15) Name of successful bidder may be placed on the web site or
the Notice Board of the Ministry.
3. PROCUREMENT OF SERVICES:
3.1 Classification of Services:
The services to be procured have been categorized into Category I, II
and III for the purpose of applying appropriate decision rules. In respect of
services included/to be included in Categories I, II and III, the decision rules
to be applied are as follows:
Category I: Routine Services - Service Test Quality and Minimum
Price.
Category II: High End Services - Weightage in the ratio of 65:35 for
quality and price respectively.
Category III: Unique Exceptional Services – Price limit to be fixed in
advance and not disclosed to the suppliers.
The indicative list of items included in the Categories I, II and III of
Services is in the Annexure.
3.2 Preparation and Evaluation of Tender Documents:
As provided under Rule 163 of GFR services of external
professionals, consultancy firms or consultants may be hired for a specific
job which is well defined in terms of content and time frame for its
completion or outsource certain services.
For procurement of services of Category I, bids may be obtained in
two parts. In case of Category I services, bids shall be called for qualifying
and financial bid. The illustrative proforma is enclosed at Annexure 2.2. In
this case, qualifying and financial bids shall be called for at the same in
separate sealed covers. In the first stage, only the qualifying bids shall be
opened by the Tender Evaluation Committee as constituted under these rules
as appropriate by the Head of Department. On the basis of the qualifying
bids, a statement of qualified tenderers shall be prepared. In the second
stage, the financial bids of such qualified tenders shall be opened by the
Tender Evaluation Committee and the job will be awarded to the lowest
tenderer.
For procurement of services of Category II, bids shall be on the basis
of technical and financial bids by giving weightage in the ratio of 65:35 for
quality and price respectively. For the purpose detailed procedure as
provided under Rules 165 to 177 of GFR should be kept in mind as to
identification of work, preparation of scope of work, estimating reasonable
expenditure, identification of likely sources, short listing of consultants,
preparation of Terms of Reference, Preparation and Issue of Request for
Proposals, Receipt and opening of proposals, late bids, evaluation of
technical bids, evaluation of financial bids of the technically qualified bids,
consultancy by nomination and monitoring the contract.
(1) Engagement of consultants may be resorted in situations
requiring high quality services for which there is no requisite
in-house expertise after obtaining the approval of the competent
authority.
(2) Scope of work should be prepared in simple and concise
language covering requirement, objectives and scope of the
assignment. The eligibility and prequalification criteria to be
met by the consultants should be clearly identified at this stage.
(3) Reasonable expenditure for engagement of consultant should be
ascertained based on the prevalent market conditions and
consulting other organizations engaged in similar activities.
(4) Where the estimated cost of the work is upto Rs.25 lakhs,
preparation of a long list of potential consultants may be done
on the basis of formal or informal enquiries from other
organizations involved in similar activities, chambers of
commerce and industry, association of consultancy firms etc.
(5) Where the estimated cost of the work or service is above Rs.25
lakhs, in addition to above, an enquiry seeking “Expression of
Interest” from consultants should be published in at least one
national daily and the Ministry’s web site. The website address
should also be given in the advertisement. Enquiry for seeking
Expression of Interest should include in brief, the broad scope
of work or service, inputs to be provided by the
Ministry/Department, eligibility and prequalification criteria to
be met by the consultants and consultant’s past experience in
similar work or service. The consultants may be asked to send
their comments on the objectives and scope of the work or
service projected in the enquiry. Adequate time should be
allowed for getting responses from interested consultants.
(6) On the basis of responses received from the interested parties as
above, consultants meeting the requirements should be short
listed for further consideration. The number of short listed
consultants should not be less than three.
(7) The Central Vigilance Commission vide its Office
Memorandum No. 12-02-1-CTE-6 dated 17.12.2002 laid down
that the following points must be kept in view while fixing the
eligibility criteria :
(A) For Civil/Electrical works :
(i) Average Annual Financial Turnover during the last 3
years, ending 31st March of the previous financial year,
should be at least 30% of the estimated cost.
(ii) Experience of having successfully completed similar
works during last 7 years ending last day of month
previous to the one in which applications are invited
should be either of the following:
a) Three similar completed works costing not less
than the amount equal to 40% of the estimated
cost, or
b) Two similar completed works costing not less than
the amount equal to 50% of the estimated cost, or
c) One similar completed work costing not less than
the amount equal to 80% of the estimated cost.
(iii) Definition of similar work should be clearly defined.
In addition to above, the criteria regarding satisfactory performance of
works, personnel, establishment, plant, equipment etc. may be incorporated
according to the requirement of the project.
(B) For Store/Purchase Contracts:
Prequalification/Post Qualification shall be based entirely upon the
capability and resources of prospective bidders to perform the particular
contract satisfactorily, taking into account their (i) experience and past
performance on similar contracts for last 2 years (ii) capabilities with respect
to personnel, equipment and manufacturing facilities (iii) financial standing
through latest ITCC, Annual Report (balance sheet and Profit and Loss
Account) of last 3 years. The quantity, delivery and value requirement shall
be kept in view, while fixing the PQ criteria. No bidder should be denied
prequalification/post qualification for reasons unrelated to its capability and
resources to successfully perform the contract. These instructions are also
available on CVC’s website, http://cvc.nic.in
O.M.No.12-02-1-CTE-6 dated 7th May, 2004 of the Central Vigilance
Commission stipulates that the prequalification criteria specified in the
tender document should neither be made very stringent nor very lax to
restrict/facilitate the entry of bidders. It is clarified that the guidelines issued
are illustrative and the organizations may suitably modify these guidelines
for specialized jobs/works, if considered necessary. However it should be
ensured that the PQ criteria are exhaustive, yet specific and there is fair
competition. It should also be ensured that the PQ criteria are clearly
stipulated in unambiguous terms in the bid documents.
Vide Office Order No.33/7/03 dated 9.7.2003, the CVC has reiterated
that whatever prequalification, evaluation/exclusion criteria etc. which the
organization wants to adopt should be made explicit at the time of inviting
tenders so that basic concept of transparency and interests of equity and
fairness are satisfied. The acceptance/rejection of any bid should not be
arbitrary but on justified grounds as per the laid down specifications,
evaluation/exclusion criteria leaving no room for complaints as after all the
bidders spend a lot of time and energy besides financial cost initially in
preparing the bids and, thereafter, in following up with the organizations for
submitting various clarifications and presentations.
CVC vide its Office Order No.68/10/05 dated 25.10.05 clarified the
following with regard to negotiations with the L-1 bidder:
(i) There should not be any negotiations. Negotiations if at all shall
be an exception and only in the case of proprietary items or in the
case of items with limited source of supply. Negotiations shall be
held with L-1 only. Counter offers tantamount to negotiations
and should be treated at par with negotiations.
(ii) Negotiations can be recommended in exceptional circumstances
only after due application of mind and recording valid, logical
reasons justifying negotiations. In case of inability to obtain the
desired results by way reduction in rates and negotiations prove
infructuous, satisfactory explanations are required to be recorded
by the Committee who recommended the negotiations. The
Committee shall be responsible for lack of application of mind in
case its negotiations have only unnecessarily delayed the award of
work/contract.
Further it has been observed by the Commission that at times the
competent authority takes unduly long time to exercise the power of
accepting tender or negotiate or retender. Accordingly, the model time
frame for according such approval to completion of the entire process of
Award of tenders should not exceed one month from the date of submission
of recommendations. In case the file has to be approved at the next higher
level a maximum of 15 days may be added for clearance at each level. The
overall time frame should be within the validity period of the
tender/contract. In case of L-1 backing out there should be re-tendering as
per extant instructions.
CVC vide its Office Order No.98/DSP/3 dated 24.12.2004 has issued
guidelines regarding participation of consultants in tender process. It has
made the following recommendations:
A firm which has been engaged by the PSU to provide goods or works
for a project and any of its affiliates will be disqualified from providing
consulting services for the same project. Conversely a firm hired to provide
consulting services for the preparation or implementation of the project, and
any of its affiliates, will be disqualified from subsequently providing goods
or works or services related to the initial assignment for the same project.
Consultants or any of their affiliates will not be hired for any assignment,
which by its nature, may be in conflict with another assignment of the
consultants.
3.2.1. Preparation of Terms of Reference :
As stated in Rule 170 of GFR, the Terms of Reference (TOR) should
include:
- Precise statement of objective
- Outline of the task to be carried out
- Schedule for completion of tasks
- The support or inputs to be provided by the
Ministry/Department to facilitate the consultancy
- The final output that will be required of the consultants
3.2.2 Preparation and Issue of Request for Proposal:
As detailed in Rule 171 of GFR, Request for Proposal is the
document to be used for obtaining offers from the consultants for
required work/service. It should be issued to the short listed
consultants to seek their technical and financial proposals. The
Request for Proposal should contain:
- A letter of Invitation
- Information to consultants regarding the procedure for
submission of proposal
- Terms of Reference
- Eligibility and Pre qualification criteria in case the same of has
not been ascertained through Enquiry for Expression of Interest
- List of key positions whose CV and experience would be
evaluated
- Bid evaluation criteria and selection procedure
- Standard formats for technical and financial proposal
- Proposed contract terms
- Procedure proposed to be followed for mid term review of the
progress of the work and review of the final draft report.
3.2.3 Receipt and Opening of Proposals:
As provided in Rule 172 of GFR, Proposals should be asked for from
consultants in ‘Two Bid’ system with technical and financial bids
sealed separately. The bidder should put these two sealed envelopes
in a bigger envelop duly sealed and submit the same by the specified
date and time at the specified place. On receipt the technical
proposals should be opened first at the specified date, time and place.
Late bids i.e. bids received after the specified date and time of receipt
should not be considered.
3.2.4 Evaluation of Technical Bids:
As under Rule 173 of GFR, Technical Bids should be analysed and
evaluated by a Consultancy Evaluation Committee constituted by the
Ministry or Department. The Committee shall record in detail the
reasons for acceptance or rejection of the technical proposals analysed
and evaluated by it. The Central Vigilance Commission vide Office
Order No.71/12/05 dated 9.12.2005 has advised that the members of
the Tender Committee should give an undertaking at the appropriate
time, that none of them has an personal interest in the
Companies/Agencies participating in the tender process. Any
Member having interest in any Company should refrain from
participating in the Tender Committee.
3.2.5 Evaluation of Financial Bids:
In accordance with Rule 175 of GFR, The Ministry or Department
shall open the financial bids of only those bidders who have been
declared technically qualified by the Consultancy Evaluation
Committee as per Rule 174 of GFR for further analysis or evaluation
or ranking and selecting the successful bidder for placement of the
consultancy contract.
3.2.6 In case of enhancement of scope of work, additional cost involved
may be estimated on the basis of additional man month required. The
same technical committee should evaluate the proposals. In such
circumstances it will be permissible to revise the TOR/scope of work
subject to a maximum of 25% through the life of the contract and
subject to maximum of 25% of increase in cost in case of
enhancement of work.
3.2.7 Procedure for Ranking:
For the purpose of ranking of bids called on two bid basis, weight
age is to given in the ratio of 65:35 to technical bid and financial
bid respectively. Firstly marks should be awarded on the basis of
technical evaluation done by the Committee taking into account the
technical evaluation criteria given in the bid document. The
highest mark should be taken as 100 and the resultant normalized
marks will be multiplied by 0.65. Similarly in case of financial bid,
lowest price quoted will be taken as 100 and the resultant normalized
marks will be multiplied by 0.35. The two scores, technical and
financial, will be added to determine the ranking of the bidders. The
successful bidder will be the one scoring the highest.
4. OUTSOURCING OF SERVICES :
Certain services may be outsourced in the interest of economy and
efficiency.
4.1 Identification of likely contractors:
A list of likely and potential contractors on the basis of formal or
informal enquiries from other Ministries or Departments and
organizations involved in similar activities, scrutiny of ‘Yellow
Pages’ and trade journals, if available, website etc.
4.2 Preparation of Tender:
The tender document should contain following details:
- Detail of the work or service to be performed by the
contractor;
- The facility and inputs which will be provided to the
contractor by the Ministry or Department;
- Eligibility and qualification criteria to be met by the
contractor for performing the required work/service;
- The statutory and contractual obligations to be complied
with by the contractor.
4.3 Invitation of bids :
4.3.1 For estimated value of work/service upto Rs.10 lakhs:
- Select eligible and capable contractor from the preliminary list
of likely contractors as identified above as per Rule 179 of
GFR, limited tender enquiry should be issued to them.
- Ask for their offers by a specified date and time etc. as
per standard practice.
- The number of contractors so identified for issuing limited
tender enquiry should not be less than six.
4.3.2 For estimated value of work/service above Rs.10 lakhs :
- To issue advertised tender enquiry by a specified date and
time as per the standard practice.
- Advertise at least in one popular largely circulated national
newspaper and website of the Ministry or the Department.
4.3.3 Late bids received after specified date and time of receipt
should not be considered.
4.3.4 Evaluation of bids:
Bids should be evaluated, segregated, ranked and successful bidder
should be selected.
4.3.5 Monitoring the Contractor:
Performance and conduct of the Contractor should be continuously
monitored throughout the life of the contract.
5. The above instructions are being issued for the guidance and
compliance by Ministry including its subordinate and attached offices and
autonomous organizations as applicable.
Sd/-
*******
Annexure
CLASSIFICATION OF GOODS
CATEGORY I CATEGORY II
All Items of Stationery*, Bags,
Folders etc.
Exceptional items of furnishing,
carpets etc.
Tiles, Vertical Blinds, Floorings etc. Paintings, architectural/interior
designing
Standardized Furniture(ISI/ISO
specifications wherever possible)
Antivirus software and other specific
software
Purchase/Hiring of Vehicles Media Programmes
Package Drinking Water Specialized Printing
Air Conditioners Exceptional Furniture
CFL bulbs, tubes etc. Crockery and Items of Cutlery
UPS and Invertors, Desert Coolers,
Pedestal Fans
Books and Journals
Batteries, Table Lamps, Pen Stands
Liveries
Toiletries
Routine crockery and items of
cutlery, flasks
Photostat Machines, Fax Machines
Computer and peripherals
* For getting optimal value for money specifications regarding brand/GSM
of paper can be introduced.
CLASSIFICATION OF SERVICES
CATEGORY I
(ROUTINE SERVICES)
CATEGORY II
(HIGH END SERVICES)
CATEGORY III
(UNIQUE EXCEPTIONAL
SERVICES)Conservancy, Office Support
Services, Routine Printing Jobs
Advertisements and
Sponsored Articles
Exceptional Legal
Services, Professional
Services etc.
Maintenance of Indoor Plants Consultancy Services Exceptional Hospitality
Courier Services Maintenance for
Critical Equipment
AMC for Cleaning of Building Printing Services
Transportation Legal Services
AMCs for Office Equipments,
Computers, Car Repairs,
Furniture, Printing
Routine Professional Services
Working Lunch with
predetermined ceiling (5 to 6
places to be identified and
Routine Hospitality)
No.28016/1/2003-GAGovernment of India
Ministry of Environment & Forests(Principal Accounts Office)
Dated : June 28, 2006.
OFFICE ORDER
GA Division makes procurement on the behalf of all the divisions of the Ministry. However, it has been observed that budgetary provisions under Minor Head “Office Expenses (OE) and Other Charges (OC)” are distributed amongst all the divisions. Consequently there are a lot of difficulties in managing the budget.
2.With the approval of Secretary (E&F) it has now been decided that all the budgetary provisions under OE and OC heads under different divisions will be placed at the disposal of the General Administration Division in the beginning of each year starting fiscal year 2006-07 and only Director (GA) designated as Head of the Department will exercise the powers of HOD in the Ministry of Environment and Forests.
3. NAEB and NRCD will continue to exercise the powers as already delegated.
(DEEPAK DAS)Chief Controller of Accounts
All Divisional Heads
Copy to :1. Dy. Economic Adviser, PC Division 2. PPS to Secretary (E&F)
3. PPS to DGF & SS 4. PPS to AS&FA
5. PPS to AS (CC)6. PPS to AS (PA)7. All Officers
4. OUTSOURCING OF SERVICES :
Certain services may be outsourced in the interest of economy and
efficiency.
4.1 Identification of likely contractors:
A list of likely and potential contractors on the basis of formal or
informal enquiries from other Ministries or Departments and
organizations involved in similar activities, scrutiny of ‘Yellow
Pages’ and trade journals, if available, website etc.
4.2 Preparation of Tender:
The tender document should contain following details:
- Detail of the work or service to be performed by the
contractor;
- The facility and inputs which will be provided to the
contractor by the Ministry or Department;
- Eligibility and qualification criteria to be met by the
contractor for performing the required work/service;
- The statutory and contractual obligations to be complied
with by the contractor.