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State of Punjab - Section

Section 9 in Punjab Water Supply and Sewerage Board (Purchase Procedure)

9. Invitation of Tenders.

- 9.1. On receipt of requisition from the S.E's, consolidated index of equipments and material to be purchased will be drawn by the Purchase Section. Against the approved quantity, Executive Engineer (Purchase) will initiate procurement action by inviting tenders clearly indicating the quantities and specifications of the material, to be purchased.
9.2Copies of Notice Inviting Tenders both open and limited shall also be displayed on the notice board of the PWSSB.
9.3NIT shall be issued in the proforma prescribed in schedule (A) alongwith the following forms and documents to the suppliers who request for it and deposit the fee of postal charges etc. as approved by the Managing Director from time to time.
(i) Instructions to tenderers (Schedule 'B') 1 copy
(ii) Tender Form containing specifications as prescribed inSchedule 'C' 1 copy
(iii) Terms and conditions of contract as prescribed inSchedule 'D' 1 copy
9.4The notices issued for tenders shall be chronologically entered in a register of enquiries/tender notices maintained in the purchase section and S.No. shall be allotted to them in the same order. NIT shall clearly indicate the date by which the quotations must reach the purchase section as well as the date on which tenders shall be opened. Tenderers shall be asked to quote their rates as well as the schedule of delivery for each item included in the NIT in duplicate alongwith one copy of tender form (Schedule 'C'), the instructions to the tenderer (Schedule 'B') and terms and conditions of the contract (Schedule 'D') duly signed at each page and at any alteration/overwriting.
9.5Tenders shall be opened on the due date jointly by two officers of purchase section (one not below the rank of Executive Engineer) and also by a representative of the Board Finance/Account Department not below the rank of Accounts Officer. All will put their dated initials on all the pages of the Tender and also encircle the rates quoted under their initials. Any alteration/cutting and overwriting in the rates or any important term/condition noticed at the time of opening of tenders shall be specifically recorded by indicating the finally quoted figures/words under the officers dated attestations. Where for any unavoidable reasons the tenders cannot be opened on the due date, the date shall be extended by purchase section with the prior approval of Managing Director and such extended date be notified to all concerned and through press where required. The tenders will then be opened on the extended date. In no case the date for opening of tenders prescribed in the NIT shall be preponed. In case the date of opening falls on a holiday or holiday is subsequently declared on that day, the tenders will be received and opened on the next working day following the holiday at the same time.
9.6Tender should be accompanied with earnest money as specified in the NIT in the form of demand draft/deposit receipts in favour of "Managing Director, Punjab Water Supply and Sewerage Board, Chandigarh," or it should be deposited in cash in the Head Office and receipt thereof must accompany the tender. Earnest money through cheque/Bank guarantee shall not be accepted. The tender should be in a sealed envelope and demand draft/call deposit receipt/receipt of cash deposit should be attached outside this envelope and these should then be put into another sealed envelope properly superscribed "Tender for the supply of....................due on..................as called for in the tender notice No............... dated..........." Tender received late or telegraphic tenders will not be opened/entertained. Tenders received without earnest money shall normally not be considered except at the discretion of the Managing Director/Purchase Committee.
9.7Only tenders submitted upto the due date and the time on the prescribed form in schedule 'C' accompanied by duly signed terms and conditions of contract and other schedules etc. as specified in the NIT and any tenders which are incomplete in these aspects shall be liable to be rejected.
9.8Tenders submitted by the firms who did not purchase a set of tender document/specification as required shall not be opened and words "Ineligible tenders documents/specification not purchased" shall be written on the envelope and returned to the firm after taking the order of the Managing Director.
9.9All tenders involving any major departure from the prescribed terms and conditions or otherwise containing ambiguous and vague terms shall be rejected, after recording detailed reasons in this behalf by the Authority competent to purchase.
9.10Tenders received after due and time shall not be opened. Such tenders shall be labelled as "late tender not to be considered" on receipt under dated signature of the officer concerned and the tender paper alongwith earnest money, if any, be returned to the firm after obtaining the approval of the Managing Director. Photostat copy of the envelope will be retained in the record.
9.11Where tenders have been invited in two parts i.e. Part-I containing the proposals/technical data and Part-II containing the cost, Part I will be opened, evaluated and rated with a view to assess their suitability. After the evaluation of Part-I, Part-II will be opened only of those firms approved by the authority competent to purchase.