Procurement Manual

CHAPTER - 17

MODEL FORMATS

CHAPTER - 17

MODEL

FORMATS

A large number of documents are used for various purposes in the day-to-day working of the Contracts-(E&M) Division of the Corporate Office as well as Procurement Wings of all projects. These are in different forms such as Registers, Statements, Enquiries, Purchase Orders, Order Amendments, Bank Guarantees, Indemnity Bonds etc.

2.0

It is considered appropriate that uniformity is maintained in using While it shall be recognized that every

these documents, at all projects.

proforma cannot be standardized; following are some of the Model Formats enclosed:

APPENDIX NO.

TITLE

REFERENCE OF CHAPTER NO.

Application for Registration of Vendors.

II

Vendor Registration Certificate.

APPENDIX NO.

TITLE

REFERENCE OF CHAPTER NO.

III

Purchase Requisition. Proprietary Article Certificate and / or

IV

Source Standardisation Certificate. Essentiality Certificate for

Procurement.

VI

Purchase Requisitions Register

VII

P.R. Data Sheet .

VIII

Notice Inviting Tenders (N.I.T.)

10

IX

Tender Documents Sales Register. Forwarding Letter of Tender

10

Documents.

10

XI XII

Principals Letter of Authority. Questionnaire Tenderers. to be Filled by

10

10

APPENDIX NO.

TITLE

REFERENCE OF CHAPTER NO.

XIII

Summary of Terms & Conditions of Tender.

10

XIV

Summary of Prices Quoted.

10

XV

Schedule of Deviations .

10

XVI

Statement Time.

of Tenders Received in

10

XVII

Statement

of

Tenders

Received

10

Late/Delayed.

XVIII

Authorisation Letter to Attend Tender Opening.

10

XIX

Statement of Tender Opening.

10

XX

Statement of [Link]. Received.

10

APPENDIX NO.

TITLE

REFERENCE OF CHAPTER NO.

XXI

Comparative Statement of Prices and Important Terms & Conditions.

10

XXII

Purchase Orders Register .

10

XXIII

Authorisation [Link].

Letter

to

Release

10

XXIV

Proposal for Extension of Contractual Delivery Period. Letter Conveying Extension of

10

XXV

Contractual Delivery Period .

10

XXVI

Statement Guarantees.

of

Performance

Bank

10

Authorization XXVII

Letter

to

Release 10

Security Deposits/ Performance Bank Guarantees.

APPENDIX NO.

TITLE

REFERENCE OF CHAPTER NO.

XXVIII

Bank Guarantee in Lieu of Earnest Money Deposit.

10

XXIX

Bank

Guarantee

for

Contract

10

Performance.

XXX

Bank Guarantee for Release of Advance Payment.

10

XXXI

Extension of Validity of Bank Guarantee.

10

XXXII

Indemnity Bond for Release of Initial Advance Payment.

10

XXXIII

Local Purchase Requisition.

13

XXXIV

Statement Effected.

of

Local

Purchases

13

XXXV

Consumption Purchases.

Status

of

Local

13

XXXVI XXXVII

Local Purchases Register. Details of Procurement Records Destroyed.

13 16

****

APPLICATION FOR REGISTRATION OF VENDORS (To be furnished by the vendor on his letterheads)

1.

Name of the Organization

2.

Complete Postal Addresses Telephone Nos. Fax Nos. E-Mail [Link].

: : : :

i) Registered/Head Office

ii) Regional/Branch Offices

iii) Works

3.

Whether Registered with any Govt. Deptt/P.S.U.(If so, attested copies of Registration Certificates shall be enclosed) :

4.

Organizational set up of the Company, with full details :

5.

a) In case of Companies, date & place of Registration and certified copies of Memorandum of Association and Articles of Association shall

be furnished. Names, complete postal

addresses and particulars of all the Directors, including their telephone Nos. shall be furnished :

b) In case of Partnership firms, names of all the Partners and their complete postal addresses shall be furnished. Attested copies of Partnership deed shall also be enclosed :

c) In case of Sole Proprietor/Individual, full name, complete postal address and full details of business shall be furnished :

6.

Names and complete postal addresses of all the sister concerns :

7.

Whether already Registered with NHPC or applied for Registration in any other name(s) :

8.

a) A copy of the solvency certificate, granted by a Ist Class Magistrate or a Certificate of the Banker about turnover of transactions and financial soundness shall be enclosed b) Annual Reports/Balance sheets of the :

last 3 (three) financial years, duly attested by a Chartered Accountant shall be enclosed :

9.

Income Tax, Central & Local Sales Tax Registration Nos., and copies of I.T.C.C. & S.T.C.C. shall be enclosed :

10.

Details of relatives, employed in NHPC (giving full particulars i.e., Names, Designations and the Departments/Units, in which they are currently working). :

11.

Categories of items, for which Registration is sought. :

12.

If you have been

supplying equipments/materials to reputed

customers, please furnish following details :

Sl. No.

Name of the customer

Qty. supplied

Items supplied

Value of supplies (Rs.)

Year of supplies

(Also furnish copies of credentials, issued by reputed customers)

13.

List of Plant

& Machinery, installed at your works, for

manufacture of relevant items :

Sl. No.

Name of the Plant & Machinery

Technical Specifications

Qty.

Year of Installation

14.

If you are an accredited Distributor/Stockist/Dealer, furnish the following details :

Sl. No.

Products

Name of the Manufacturer

Ref. No. & Date of accreditation

Validity

(Also furnish copy of Certificates) 15. Details of Testing & Measuring machines/instruments, existing at

your works : Sl. No. Name of the Testing Machine Technical Specifications Qty. Year of Purchase

16. If you have been approved by a reputed third party inspection agency, furnish the following details :

Sl. No.

Name & Postal address of the Inspection Agency

Materials supplied

Names of customers

Year of supply

17.

Address of the nearest Branch/Service Centre, from where after-sales-service would be provided : :

18.

Enclose 3 (three) sets of Catalogues/ Pamphlets/Leaflets/Brochures/Specification Sheets of Products manufactured/ marketed by you.

19.

It is hereby certified that the aforesaid information/data is true, correct and complete to the best of my knowledge and belief and that no material information has been willfully suppressed.

Station ____________ Date______________

Signature Name Designation

_______________ _______________ _______________

Official Seal of the Company

NATIONAL HYDROELECTRIC POWER CORPORATION LTD.

VENDOR

REGISTRATION CERTIFICATE (By Regd. Post)

No._______________

Date:____________

To M/s. _______________ ____________________ ____________________ ____________________ Address of Works : ________________________ ________________________ ________________________

Names of all the Directors/Partners/Sole Proprietor of the Organization

Sl. No.

Names

Status

Tel. Nos.

Sub: Registration of Vendors.

Ref: Your application No.___________ Dated_________.

Dear Sirs,

National

Hydroelectric

Power

Corporation

Ltd.,

Faridabad/(Headquarters of the concerned project) are pleased to enlist you as one of the Registered Vendors. You are allotted the Registration No.____________, which is valid till __________. Please quote this

number and date, in all future correspondence with us. Any change either in the constitution or in the Management of your Company shall promptly be intimated to the undersigned, by Regd. letters.

2.0

You are eligible to participate in the future procurement

programme of the Corporation, in regard to the following items : Sl. No. Brief description of Technical specifications Items and Reference Standards (IS/BS/IEC) Monetary Limit, if any, for Individual P.O.

3.0

Your above registration shall, however, be effective from the date

your deposit of sum of Rs._________ (Rupees _________ only), towards the refundable Security Deposit (non-interest bearing), by a crossed Demand Draft, drawn in favour of NHPC Ltd., payable at

Faridabad/(Headquarters of the concerned project).

4.0

This Registration Certificate is valid for ____ years, reckoned from

the date of issue. The Corporation may at its sole discretion extend the validity of registration, for a further period of 1 (one) year, based on your performance. You shall, however, furnish relevant documents to the

Corporation, atleast 2 (two) months before the date of expiry of this Registration, for scrutiny and renewal.

5.0

The Corporation reserves the right to itself to terminate/cancel this

Registration, at any time during its validity, without assigning any reason of whatsoever nature to you.

Thanking You,

Yours faithfully, For & on behalf of NHPC Ltd.,

Signature :________________ Name :________________

Designation:_______________

*****

APPENDIX - III (Page 1 of 4)

NATIONAL HYDROELECTRIC POWER CORPORATION LTD.

PURCHASE REQUISITION

To : The Head, Contracts (E&M) Division, Corporate Office, NHPC, Sector-33, FARIDABAD-121003 (Haryana)

No.__________________ :_____________

Date

Sub:

Procurement of (brief description)_______________________ _______ _______________for ___________________Project/ _______________ Division of Corporate Office.

Please procure the subject material/equipment/works/services. Relevant information/data/documents are furnished/enclosed, as per the details given below:

Sl. No.

Item

Whether furnished/ enclosed (Yes or No)

1. 1.

2. Administrative approval of the Competent Authority, along with the following :

3.

APPENDIX III (Page 2 of 4)

1.

2. i) Essentiality Certificate for procurement. ii) Approved Technical Specifications. iii) Project Specific Information. iv) Special Conditions of Contract.

3.

2. 3.

Sanctioned/Estimated Cost (Rs.) Budget provision (specify the financial year also) (Rs.)

4.

Names & complete postal addresses of likely sources for supply of requisitioned Goods and/or Services, meeting the specifications & qualifying criteria, if any.

5. 6.

Delivery requirements at site. Suggested mode of transportation of Equipments/Materials.

7.

Whether Proprietary/Source Standardised purchase and/or Works/Services. If yes, enclose duly approved Proprietary Article Certificate (P.A.C.)/Source Standardisation Certificate.

APPENDIX - III (Page 3 of 4)

8.0 Summary of enclosures to the Purchase Requisition

i)______________

ii)______________

iii)_____________

iv)______________

Signature of H.O.D./H.O.P:_______________

Name Designation

:_______________

:_______________

Name of the Project/Division of the Corporate Office : ______________

(To be filled in by the Contracts Division, Corporate Office/ Procurement Cell of Concerned Project) Date :____________ 1) Check for completeness of the P.R. : P.R. Checked and found to be in order/ not in order

2) Date of returning the P.R. to the indentor (if P.R. is not found to be in order)

: ______________________________

APPENDIX - III (Page 4 of 4)

3) Regd. No., allotted to the P.R.

:_______________________________

4) Date of registration of the P.R. : ________________________________

Signature of the Section In-charge of Contract/Proc. Cell :_____________________ _

Name Designation

: _____________________ : _____________________

*****

APPENDIX - IV (Page 1 of 2)

NATIONAL HYDROELECTRIC POWER CORPORATION LTD

PROPRIETARY ARTICLE AND/OR SOURCE STANDARDISATION CERTIFICATE

No.

Date :

Sub: Procurement of (brief description)_____________________________ for __________ Project/ _________ Division of Corporate Office.

1.0

*Certified that the subject equipments/materials are of Proprietary

nature and that similar items, being manufactured/marketed by other manufacturers/suppliers, do not meet the intended use.

2.0

*Certified that the subject equipments/materials are source for procurement from

standardized

M/s._____________________________ _________________for a period of _______years with effect from_______

3.0

*Certified that Spares/Components/Accessories, requisitioned for

procurement, are manufactured/marketed by M/s.____________________ and that no other make is acceptable, since these are required to be fitted on the Original Equipment, being manufactured/marketed by the said firm.

APPENDIX - IV (Page 2 of 2)

Signature of H.O.P./H.O.D. (Not below the rank of C.E. )

________

Name

: ___________

Designation

:___________

Name of the Project/ Division of Corporate Office :___________

N.B: * Delete, whichever is not applicable

*****

APPENDIX - V (Page 1 of 1) NATIONAL HYDROELECTRIC POWER CORPORATION LTD.

ESSENTIALITY CERTIFICATE FOR PROCUREMENT

No.: ________________

Date:_______________

Sub:

Procurement of (brief description) _____________________ for Project/ ____________Division of Corporate

__________________ Office.

1.0

Certified

that

the

proposed

procurement

can

not

be

deferred/dispensed with. 2.0 Certified that the proposed expenditure on account of procurement equipment would be met out of the Budget

of the subject

Estimate/Revenue Budget for the year 200 200 .

Signature of H.O.P./H.O.D.: _______________

Name Designation Name of the Project/

: _________________ : _________________ :_________________

Division of Corporate Office.

*****

APPENDIX - VI (Page 1 of 1)

NATIONAL HYDROELECTRIC POWER CORPORATION LTD. PURCHASE REQUISITIONS REGISTER

Sl. No.

Date of receipt of the P.R.

Name, Designation and Division of

Brief description of the equipments/ materials

Qty.

Value of the P.R. (Rs.)

Delivery requirement at site

Special remarks, if any, on the P.R.

Registration No. of the P.R. (No./Fin. Year)

the Purchase Requisitioner 1 2 3

*****

APPENDIX - VII (Page 1 of 3)

NATIONAL HYDROELECTRIC POWER CORPORATION LTD.

P.R. DATA SHEET

Regd. No. and Dt. of the Purchase Requisition:_________________________

P.R. received from Brief description of equipments/ materials

: ________________________________

: ________________________________

Sl. No. 1. 1.

Item

Expected Date/ Period

Actual Date 4.

2. Date of receipt of P.R., complete in all respects.

3. Not Applicable

2.

Date of issue of N.I.T./Tender Enquiries. Rev. 00

*3.

Date of issue of P.Q. Bid documents.

Rev. 01 Rev. 02 Rev. 00

*4

Date of receipt & opening of P.Q. Bids.

Rev. 01 Rev. 02

APPENDIX - VII (Page 2 of 3) 1. 5. 2. Date of issue of Bid documents. Rev. 00 Rev. 01 Rev. 02 6. Date of receipt of Bids & opening of Technocommercial Bids. Rev. 00 7. Date of opening of Price Bids. Rev. 01 Rev. 02 Rev. 00 Rev. 01 Rev. 02 3. 4.

8.

Date of issue of Letter of Award.

9.

Date of signing of Contract or issue of Purchase Order.

* Delete whichever is not applicable

Signature of the Section In-charge :__________________

Name

: __________________

Designation

: __________________

APPENDIX VII (Page 3 of 3) 10.0 Summary of revisions :

Sl. No.

Item

Revision No.

Signature of the Section Incharge

Date

Remarks

NATIONAL HYDROELECTRIC POWER CORPORATION LTD.

NOTICE INVITING TENDERS

National Hydroelectric Power Corporation Ltd., invites sealed Tenders, in triplicate, for the supply of following items, from reputed manufacturers/sole selling agents/accredited distributors/dealers/stockists :

Sl. No.

Tender Specification No.

Description of materials

Qty.

E.M.D. Non-refundable (Rs.) Tender Fee (Rs.)

1.0 Requests for tender documents shall be addressed to the Chief Engineer (ContractsE&M), separately against each Tender Specification at the address given below alongwith remittance of prescribed non-refundable tender fee of Rs.-------by

crossed Demand Drafts, drawn in favour of NHPC Ltd., payable at Faridabad/ Head Quarter of the Project and issued by nationalized/scheduled banks. 2.0 3.0 Last date for receipt of requests for issue of tender documents is ___________. Mere issuance of tender documents shall not be construed that such a tenderer is considered qualified for Contract / Purchase Order.

4.0

NHPC will not be responsible, in any way, for late and/or non-receipt of requests for issue of tender documents, due to postal delay or any other reason. Similarly, NHPC will not be responsible in regard to late and/or non-receipt of tender documents, sent through post.

5.0

Sealed tenders shall be opened on the Date & at the Time, specified in the tender documents, in presence of accredited representatives of tenderers, who choose to be present at the venue on the date and time specified for opening of tenders, in the respective tender documents.

6.0 7.0

NHPC reserves the right to cancel this NIT without assigning any reason thereof. Address for Communications:

(Designation of the Project Officer) National Hydroelectric Power Corporation Ltd., Postal Address of the Corporate Office /Project [Link].____________ Fax No.__________E-Mail:____________

For & on behalf of NHPC Ltd.,

Designation of the Project Officer

N.B.:

1. This format is applicable for Local Competitive Bidding only. 2. HOD of Contracts / HOP of Projects may make appropriate additions/modifications in the above text, as deemed fit.

*****

NATIONAL HYDROELECTRIC POWER CORPORATION LTD.

NOTICE INVITING TENDERS

National Hydroelectric Power Corporation Ltd., invites sealed Tenders, in triplicate, for the supply of following items, from reputed manufacturers/sole selling agents/accredited distributors/dealers/stockists :

Sl. No.

Tender Specification No.

Description of materials

Qty.

E.M.D. Non-refundable (Rs.) Tender Fee (Rs.)

7.0 Requests for tender documents shall be addressed to the Chief Engineer (ContractsE&M), separately against each Tender Specification at the address given below alongwith remittance of prescribed non-refundable tender fee of Rs.-------by

crossed Demand Drafts, drawn in favour of NHPC Ltd., payable at Faridabad/ Head Quarter of the Project and issued by nationalized/scheduled banks. 8.0 9.0 Last date for receipt of requests for issue of tender documents is ___________. Mere issuance of tender documents shall not be construed that such a tenderer is considered qualified for Contract / Purchase Order.

10.0 NHPC will not be responsible, in any way, for late and/or non-receipt of requests for issue of tender documents, due to postal delay or any other reason. Similarly, NHPC will not be responsible in regard to late and/or non-receipt of tender documents, sent through post. 11.0 Sealed tenders shall be opened on the Date & at the Time, specified in the tender documents, in presence of accredited representatives of tenderers, who choose to be present at the venue on the date and time specified for opening of tenders, in the respective tender documents. 12.0 NHPC reserves the right to cancel this NIT without assigning any reason thereof. 7.0 Address for Communications:

(Designation of the Project Officer) National Hydroelectric Power Corporation Ltd., Postal Address of the Corporate Office /Project [Link].____________ Fax No.__________E-Mail:____________

For & on behalf of NHPC Ltd.,

Designation of the Project Officer

N.B.:

1. This format is applicable for Local Competitive Bidding only. 2. HOD of Contracts / HOP of Projects may make appropriate additions/modifications in the above text, as deemed fit.

*****

NATIONAL HYDROELECTRIC POWER CORPORATION LD.

TENDER DOCUMENTS SALES REGISTER

1. Tender Specification No.: _____________ 2. Brief Description of Items: ____________ 3. Mode of tendering : ___________ 4. Tender Documents Fee : Rs. ______ per copy 5. Opening Date of Sale: __________ 6. Closing Date of Sale: ___________

Sl. No.

Name & Postal address of the Company

Tender Documents FeeD.D. No., Date & Amount (Rs.)

Name & Branch of the issuing Bank

Date of forwarding the D.D. to the F&A Division

Remarks

****

NATIONAL HYDROELECTRIC POWER CORPORATION LTD.

FORWARDING LETTER OF TENDER DOCUMENTS (Applicable for multi-envelope system of tendering) (By Regd. post/by hand/by courier) No.______________ Date:__________

M/s ______________________ ______________________ ______________________

Sub: Tender documents against Tender Specification No._________ for procurement of _______________. Ref: Your letter No. ________________ dated ___________. Dear Sirs,

We acknowledge receipt of Rs. ___________ (Rupees___________ only) videcrossed D.D./Cash Receipt No._______ dated ________, towards the nonrefundable fee of tender documents, pertaining to the subject tender specification. We hereby forward a set of tender documents, as requested by you. Your specific attention is invited to the following, among other instructions contained in the documents: Ist

1.0

Tenders shall be submitted in 3 (three) separate shall contain Earnest Money Deposit

sealed envelops. The of

envelope

(E.M.D.)

Rs.________

(Rupees___________ only). Firms registered with NHPC/NSIC, are exempted from furnishing Earnest Money Deposit, provided that the monetary limit stipulated in the

Registration Certificate, issued to you, is not lower than the tendered price. E.M.D. may be furnished in any of the forms, described in Instructions to Tenderers (I.T.T.). Please read the I.T.T. carefully and thoroughly, before preparing and submitting your sealed tender. The Ist envelope shall be superscribed with the words Tender opening on _______at

Specification No.________________________, due for

______Hrs, Earnest Money Deposit or NHPC/NSIC Registration Certificate, as the case may be. Documentary evidence, in support of Qualification Requirements, shall be furnished in the IInd envelope. Technical details, alongwith deviations, variations and exceptions, if any, sought and commercial Terms & Conditions, shall also be furnished in the IInd envelope. A copy of the Price Schedule (Prices blanked out), shall also be furnished in the IInd envelope. The IIIrd envelope shall contain only the Price Schedule. The IInd envelope shall be superscribed with the words Tender Specification No._____________, due for opening on ___________at ______Hrs. IInd envelopes of only those tenderers shall be opened, whose Earnest Money Deposits or NHPC/NSIC Registration Certificates are found to be prima-facie in order. The IIIrd envelope shall be superscribed with the words Tender Specification No.________ due for opening on __________ at ________ Hrs.- Price Schedule. 2.0 Please fill in the blank spaces, in the Proforma Summary of Terms &

Conditions of Tender, contained in the tender documents. 3.0 4.0 The last Date & Time for receipt of sealed tenders is _________ upto __ Hrs. Sealed tenders (i.e., Ist envelope only) will be opened on ___________ at of the undersigned, in presence of accredited

__________ Hrs., in the office

representatives of tenderers, who choose to be present on the date and time specified above. Sealed Tenders in IInd envelope of those tenderers whose Earnest Money Deposits or NHPC/NSIC Registration Certificates are found in order shall be opened thereafter on said date in the presence of accredited representatives of tenderers.

5.0

Tenders shall be prepared on letter heads of respective tenderers, strictly in

conformity with the prescribed formats. Tenders shall be submitted, complete in all respects, in accordance with the instructions, contained in the tender documents. 6.0 Tender documents are not transferable.

7.0

All data, drawings and specifications etc., contained in the tender documents, Unauthorised use of any of these documents is not

are the property of NHPC. permitted.

Encl: Tender documents (1 set)

Yours faithfully, For & on behalf of NHPC Ltd.,

______________ (Signature)

________________ (Name)

________________ (Designation) _________________________________________________________________ N.B.: Appropriate changes may be made in the above text, in case of Single/Two Envelope system of tendering.

****

PRINCIPALS LETTER OF AUTHORITY (To be furnished by the Principals of the tenderer on the letter heads of the former)

No.______________

Date: ___________

To : The National Hydroelectric Power Corporation Ltd., NHPC Office Complex, Sector-33, Faridabad 121 003 (Haryana)

Ref : Notice Inviting Tenders No._____________ dated _________

Dear Sirs,

In connection with the above N.I.T., M/s.______________________ (Name and complete postal address of the tenderer) _________________have been authorized by us to act as our Agents, in terms of the Power of Attorney. We confirm that any tender/offer/commitment made by them, including prices, technical specifications, delivery schedules and other terms and conditions, shall be binding on us, as if the same have been made, offered and committed by us. We shall fully abide by the said prices, technical specifications, delivery schedules and other terms and conditions, tendered by our Agent. A Photostat copy of the Power of Attorney No._________ dated _______ duly notarized by a Notary Public is enclosed herewith.

This Letter of Authority is irrevocable and it will remain valid during the currency of the resultant Purchase Order, if any.

Thanking You, Yours faithfully,

Encl: As above Station : Date :

For & on behalf of ________________ Signature : _______________________ Name : _______________________

Designation : _____________________

(of the authorized representative of the Principals)

Official Seal of Principals:

*****

NATIONAL HYDROELECTRIC POWER CORPORATION LTD. QUESTIONNAIRE TO BE FILLED BY TENDERERS (To be furnished by the tenderer on his letter heads)

Sl. No. 1. 2. 3.

Description of information Name of the firm Nationality of the firm Complete address of Regd./Head Office i) Postal

Replies by the tenderer

ii) iii) iv) v) vi) 4. 5.

Telegraphic Telex Telephone Fax E-mail

Former name of the firm (if any): Type of the firm i) ii) iii) iv) Proprietary: Partnership: Private Ltd. Co.: Public Ltd. Co.:

6.

Year and place established :

7.

The firm is a

i)

Member of a group of Companies (if yes, give name, address, connection and description of other Companies) :

ii)

Subsidiary of a large organization (if yes, give full details of the holding Company) :

8.

Are you registered with any Government/ Public Sector Undertaking (if yes, give details) for supply of similar equipments, covered under the Specifications. :

9.

In which other lines of business are you financially interested ? :

10.

Do you have in-house testing facilities ? If not, where do you intend to get your products tested. :

11.

Have your Company ever been declared Bankrupt (if yes, give details)? :

12.

Do you intend to associate any other organisation for the supplies/works you intend to bid? If so, give full particulars thereof. Also, attach photocopies of letters from such associates, giving their consent to associate themselves with your

firm for executing resultant P.O./Contract, if any. :

13.

Nature and amount of Earnest Money furnished. :

14.

Delivery period quoted

15.

Whether the Prices quoted are firm/variable :

16.

Whether quoted prices are on Destination Site or F.O.R. Destination Railway Station or Ex-works basis. :

17.

Have you quoted Freight charges, applicable up to the destination Railway Station/site separately, in the tender? :

18.

Validity period of tender, reckoned from the due date of opening tenders. :

19.

Whether details of past experience are furnished in the required proforma. :

20.

Whether all technical particulars, drawings etc., are furnished and filled in all schedules, appended to the tender documents. :

21.

Rates of Central Sales Tax, Excise Duty etc. applicable on finished products (if concessional rates of C.S.T./E.D. etc., are applicable, specify the same and attach documentary evidence in support thereof) :

Station :_________ Date: __________ For & on behalf of ________________ Signature : __________________ Name : __________________

Designation: __________________ (of the authorized representative of the tenderer) Official Seal of the Company :

Note: The above Format may be modified as per the actual Tender requirements with the approval of the Head of Contracts(E&M) Divn. of C.O. or HOP, as the case may be.

**** *

SUMMARY OF TERMS & CONDITIONS OF TENDER (To be furnished by the tenderer on his letter heads)

Please fill in the blank spaces and enclose it to your sealed tender, in triplicate, failing which your tender may be treated as non-responsive. Wherever any particular hereunder is not relevant to the Tender, words Not Applicable be written against such particular(s) :

1. 2.

Name of the Company/firm Central Sales Tax Registration No. & Date

: :

3.

General Sales Tax Registration No. & Date

4. 5.

D.G.S. & D. Registration No. & Date N.S.I.C./N.H.P.C. Registration No. & Date

: :

6. 7. 8.

Tender Enquiry No. & Date Tender No. & Date Prices quoted (Please confirm Prices quoted are as per the format of Price

: :

Schedules contained in the Tender Document) : 9. Unconditional discount, if any, offered :

10.

Terms of Payment (state whether you have accepted the terms of payment, contained in the tender document)

11.

Delivery period

12.

Earnest Money Deposit

: Rs.______________ (Rupees _____________only) by way of DD/Bankers Cheque No.________ dated_________, drawn in favour of NHPC Ltd., payable at Faridabad or B.G. No.__________ dated __________, issued by _____________Bank,___________.

13.

Confirm about the acceptance of all Techno-commercial

conditions of the Tender/Bid Document. Deviations, if any , may be mentioned. (if space is less, please attach a separate sheet) :

14.

Acceptance of Validity period as specified in the tender document :

15.

Certificate of Rates ( Please certify that the prices

quoted by you are your lowest offer and are the same, as applicable to other Government Departments / Public Sector Undertakings.) :

Encl: ___________

Station :_________ Date :_________ For & on behalf of _____________________ Signature :_________________ Name : _________________

Designation:________________ (of the authorized representative of the tenderer) Official Seal of the Company :

Note:- Information in the above format may be added or deleted with the approval of the HOP of Project or HOD of Contracts (E&M) Divn. of Corporate Office, as the case may be.

*** **

SUMMARY OF PRICES QUOTED (To be furnished by the tenderer on his letter heads) No. _________________ Date ____________

To: The National Hydroelectric Power Corporation Ltd., NHPC Office Complex, Sector-33, Faridabad 121 003 (Haryana)

Sub: Your Tender Specification/Enquiry No.____________________ for the supply of ______________________________________ for _________________________ Project. Dear Sirs, It is hereby confirmed that, except as otherwise stipulated in the Tender Specification and the statutory variations permitted as per the Contract, the following unit rates and other charges as mentioned in Price Schedule No. 1 to 5 enclosed herewith, will remain firm till the subject supplies are completely effected by us. Further, it is confirmed that no other charges would be payable by NHPC, in connection with our execution of the resultant Purchase Order. Unit rates and other charges are applicable for the entire scope of work, technical specifications and terms and conditions of the subject Tender Specification. All the terms and conditions, contained in the Tender Specification, are unconditionally accepted by us, except deviations, variations and exceptions, specifically mentioned by us in the Schedule of Deviations format. Yours faithfully,

Name of Bidder:_________________ Signature of Bidder:_________________

Price Schedule 1. For Ex-Works Supply of Plant, equipment, and mandatory Spare Parts

Item

Description of Items

Unit

Qty (1)

*EXW Unit Price (2)

EXW Total Price (1 x 2)

TOTAL (to Price Schedule 5. Grand Summary) in Figures TOTAL (to Price Schedule 5. Grand Summary) in Words

* Inclusive of Packing and Forwarding Charges

Name of Bidder: ________________

Signature of Bidder: ________________

Price Schedule 2. For Transportation Charges ( up to designated place) .

Item

Description of Items

Unit

Qty (1)

Unit Price FOR site (2)

Total Price (1 x 2)

TOTAL (to Price Schedule 5. Grand Summary) in Figures TOTAL (to Price Schedule 5. Grand Summary) in Words

Note:

The above transportation Charges shall include Transit insurance, Service Tax, if any, and all applicable Taxes and Duties enroute up to destination

Name of Bidder: ______________

Signature Bidder:

of _______________

Price Schedule 3. For Installation Services

Item

Description of Items

Unit

Qty (1)

Unit Price inclusive of applicable Taxes (2)

Total Price (1 x 2)

TOTAL (to Price Schedule 5. Grand Summary) in Figures TOTAL (to Price Schedule 5. Grand Summary) in Words

Note: The above installation charges shall include Service Tax, if any and all other applicable charges therein.

Name of Bidder: _____________

Signature Bidder:

of _____________

Price Schedule 4. Taxes and Duties Item Rate of Description Taxes/ of Taxes/duties/ duties/levies as applicable levies etc. on.. Amount on which Taxes/duties/levies applicable Taxes/duties/ levies payable Total Taxes/duti es/levies

Main Eqpt. 1 2 3 4

Mandatory Spares 5

Main Eqpt. 6

Mandatory Spares 7

payable (6+7) 8

TOTAL - TAXES AND DUTIES (to Price Schedule 5. Grand Summary) in Figures TOTAL - TAXES AND DUTIES (to Price Schedule 5. Grand Summary) in Words Note : 1. All applicable taxes & duties and other levies etc. on all items of Price Schedule No. 1 of our Price Bid are mentioned in this Schedule which shall only be taken into account for evaluation of our Price Bid. We also understand that except for statutory changes as stipulated in the Contract/ Supply Order, if any, Payment by the Employer on account of Taxes and Duties shall be limited to the amount mentioned in this Schedule. Name of Bidder: _______________

Signature Bidder:

of _______________

Price Schedule 5. Grand Summary

Item

Description

Total Price

Total of Price Schedule 1 : For Ex-Works Supply of Plant, equipment, and mandatory spare parts Total of Price Schedule 2 : For Transportation Charges ( up to designated place) Total of Price Schedule 3 : For Installation Services Sub-Total (Total of Price Schedule 1+ Total of Price Schedule 2 + Total of Price Schedule 3) Add Total of Price Schedule 4 : Taxes and Duties GRAND TOTAL with TAXES and DUTIES in Figures GRAND TOTAL with TAXES and DUTIES in Words

Name of Bidder: _______________

Signature Bidder:

of _______________

SCHEDULE OF DEVIATIONS

(Name of the Project) List of Deviations with Cost of Withdrawal

(Bidder's Name & Address) :

To :.......................................................... (Employer's Name & Address)

Dear Sir,

Following are the deviations proposed by us in compliance with the relevant clause of the Bid Document. We are also furnishing below the cost of withdrawal for the

deviations proposed by us. We confirm that we shall withdraw the deviations proposed by us at the cost of withdrawal indicated in this Schedule failing which our bid may be rejected and Bid Security forfeited.

Deviations : ------------------------------------------------------------------------------------------------------[Link]. 1. Clause No. 2. Deviation 3. Cost of Withdrawal 4.

-------------------------------------------------------------------------------------------------------

-------------------------------------------------------------------------------------------------------

In case no specific cost of withdrawal is mentioned against any item in column no. 4, cost of withdrawal of such deviations is NIL.

Date :

.................................

(Signature)..............................................

Place :

................................

(Printed Name)........................................

(Designation)...........................................

(Common Seal).......................................

*****

NATIONAL HYDROELECTRIC POWER CORPORATION LTD.

STATEMENT OF TENDERS RECEIVED

No. ____________

Date: ___________

Sub:

Receipt of Sealed Tenders/Pre-Qualification Bids, against the N.I.T No._______________________, due for opening on ___________ for supply of _________________________ for __________________________ Project.

Please find enclosed Sealed Tenders/Pre-Qualification Bids, received on or before ___________Hrs., from the following firms, in response to the above mentioned N.I.T.:

1._____________________________________________________

2._____________________________________________________

3._____________________________________________________

4._____________________________________________________

5._____________________________________________________

6._____________________________________________________

7._____________________________________________________

8._____________________________________________________

9._____________________________________________________

Kindly acknowledge receipt.

Encl: As above

In-charge (Tenders Cell) (Contracts-E&M) Division / Project

To :

The Chief Engineer (Contracts-E&M) Corporate Office, NHPC / In-charge Procurement Cell of the Project

*****

NATIONAL HYDROELECTRIC POWER CORPORATION LTD.

STATEMENT OF TENDERS RECEIVED LATE / DELAYED

No.: ____________ Tender Specification/ Enquiry No.:______________ Brief description of materials :______________ Last date and time for receipt of sealed tenders:__________

Date :____________

Prescribed date and time for opening sealed tenders:__________

Sealed Tender Sl. No. Name of the Tenderer received on ____ at ___ Hrs. 1 2 3

Classification (Late/Delayed Tender)

Whether the tender is opened or returned unopened

Signature :_______________ Name : _______________

_________________ _________________ _________________ (of the representative of the Contracts-(E&M) Division of Corporate Office)/ Proc. Cell of Project

Designation:______________ (of the representative of Finance Wing)

*****

AUTHORISATION LETTER TO ATTEND TENDER OPENING (To be furnished by the tenderer on his letter heads)

No. ______________

Date: _____________

To :

The National Hydroelectric Power Corporation Ltd., NHPC Office Complex, Sector-33, Faridabad 121 003 (Haryana).

Ref :- Notice Inviting Tenders No._______________ dt._________________

Dear Sirs,

In response to the aforesaid N.I.T., we have submitted a sealed tender by hand/post/speed post/courier service on __________, which is due for opening on _________ at _______ Hrs.

We hereby authorize the following person(s) to attend the tender opening on the scheduled date and time. Specimen signature(s) of our accredited representative(s) in this regard are hereby attested.

Sl. No.

Name & Designation

Specimen Signature

Attestation

Thanking You, Yours faithfully, For & on behalf of ______________________

Station :__________ Date :____________

Signature ______________________________ Name ______________________________

Designation ____________________________ _____________________________________________________________________

N.B.:

1.

The duly filled in authorization letter, in the above format, shall be

presented before the tender opening committee of NHPC, failing which the tenderers representative(s) may not be allowed to attend opening. the tender

*****

NATIONAL HYDROELECTRIC POWER CORPORATION LTD.

STATEMENT OF TENDER OPENING

No.............................

Date.......................

Tender Specification/ Enquiry No. :_________

Tender Specification/ Enquiry issued on _________________

Description of material:________

Last date & time for receipt of sealed tenders:___________________

Sealed Tenders opened on___________

Sl. No.

Name of the tenderer

Tender received on

Tender received in sealed/open condition

Details of E.M.D.

Remarks Signature of the representative of the tenderer

1.

2.

3.

4.

5.

6.

Signature :_____________ Name : _____________

_____________ _____________ _____________ (of the representative of the Procurement Wing)

Designation : ____________ (of the representative of the Finance Wing)

*****

NATIONAL HYDROELECTRIC POWER CORPORATION LTD. STATEMENT OF [Link]. RECEIVED No........................... Tender Specification/ Enquiry No._________ Brief description of Equipments/materials :_______ Sl. Name of B.G/ D.D. No. & Date Amount Validity (Rs.) Bankers Cheque /D.D. B.G. forwarded to the Remarks Name of the Project : _____________________ Date....................... Sealed Tenders opened on: ________________

No. the tenderer

forwarded to the associated Banking Section on Finance Wing on

1.

2.

3.

4.

5.

6.

7.

8.

.. . Signature of duly authorized representative of F&A Wing for Tender Opening

. Signature of duly authorized representative of Procurement Wing for Tender Opening

*****

APPENDIX XXI
(Page 1 of 3)

NATIONAL HYDROELECTRIC POWER CORPORATION LTD.

COMPARATIVE STATEMENT OF PRICES AND IMPORTANT TERMS & CONDITIONS
Tender Specification/Enquiry No. :.. Sealed Tenders Opened on :

Name of the first tenderer M/s Sl. No. Brief Description of Materials Ex-Works Unit Rate (Rs.) Total ExUnit Qty.

Name of the second tenderer M/s.

Name of the third tenderer M/s..

Ex-Works Unit Rate (Rs.)

Total Ex-Works Price (Rs.)

Ex-Works Unit Rate (Rs.)

Total Ex-Works Price (Rs.)

Works Price (Rs.)

10

11

APPENDIX - XXI (Page 2 of 3)

10

11

1. 2. . 3 4. . 5 6. 7. 8.

Total Ex-works Price quoted Less Unconditional Discount, if any Add Excise Duty Add Concessional Central Sales Tax/ General Sales Tax Add Transit Insurance Charges Add Transportation charges up to site Add Inspection & Testing charges Add Loading on a/c of deviation in Terms of Payment

9.

Add other loadings (specify)

Total Evaluated Price for delivery at site (Rs.) : I II Validity of Tender Details of E.M.D. : :

APPENDIX - XXI (Page 3 of 3)

Checked & Vetted by Prepared by (Associated Finance Wing) (Representative of the Procurement Wing) (Procurement Wing) Checked by

Signatures ________________________ _____________________________

_______________________

Names

________________________

_______________________

_____________________________

Designations ________________________ _____________________________

_______________________

Date

________________________

_______________________

_____________________________

Verified by Tender Committee Members

Signatures: ________________________ _____________________________

_______________________

Names :

________________________

_______________________

_____________________________

Designations: ________________________ _____________________________

_______________________

Date:

________________________

_______________________

_____________________________

******

NATIONAL HYDROELECTRIC POWER CORPORATION LTD.

PURCHASE ORDER REGISTER

Sl.

Tender Name of the Project

Brief

Name P.O.

Value of P.O. (Rs.)

Delivery Period

Remarks

Signature of authorized representative of concerned Proc. Wing

No. Specification No. 1. 2.

Descri- of the No. & ption supplier Date

3.

4.

5.

6.

7.

8.

9.

10.

*****

NATIONAL HYDROELECTRIC POWER CORPORATION LTD. AUTHORISATION LETTER TO RELEASE [Link].

No.:__________________ From: The Contracts/ Proc. Wing To :

Date : ______________

The Associate (F&A) Wing

Sub: Release of Earnest Money Deposits ([Link].), against Tender Specficiation/Enquiry No.________ dated__________. Sealed tenders, received against the subject Tender Specification/Enquiry, have been finalized. You are, therefore, requested to release respective [Link]. of the following unsuccessful tenderers, by [Link]/ or to the duly authorized representative of the Bidder under intimation to us: [Link]. Name and complete postal addresses of Details of [Link]., submitted by unsuccessful tenderers. 1 2 them, alongwith their tenders. 3

Signature :____________ Name :____________

( of the authorized officer of the concerned Contracts / Proc. Wing)

*****

APPENDIX XXIV (Page 1 of 5)

NATIONAL HYDROELECTRIC POWER CORPORATION LTD.

PROPOSAL FOR EXTENSION OF CONTRACTUAL DELIVERY PERIOD

1. Purchase Order No. & Date

2. Name of the supplier

3. Brief description of equipments/ materials :

4. Total value of the P.O.

: Rs.

5. Equipments/Materials required for

Construction Project/O&M Power Station.

6. Mode of Tendering adopted

: Open Tenders/Limited Tenders/ Single Tender

7. Original Contractual Delivery Period

:
st

8. Is this the first extension sought by the supplier? (If not, furnish details of contractual delivery period extensions granted on earlier occasions).

extension granted upto

______________ 2nd extension granted upto ______________

APPENDIX XXIV (Page 2 of 5)

9. Is this extension sought, after having effected all the supplies.

Yes/No

10. Value of belated supplies, for which delivery period extension is now sought by the supplier.

Rs. ________

11. Present reference No. & Date of suppliers request, seeking extension of contractual delivery period

12. Extension of delivery period required

Upto _____________

13.

Whether any demonstrable ( anticipated ) loss, to the Corporation, on account of belated delivery/

Yes/No

non-availability of equipments/materials at site, has been reported by the Engineer-in-charge

14.

Basis of contractual prices

Firm/Variable

APPENDIX XXIV (Page 3 of 5) 15. Whether the proposed contractual deli-: very period extension has any direct/ indirect financial implication. (If yes, full details of the same may be furnished such as - price escalation due to Price Variation clause, Basic Price, Customs Duty, Excise Duty, Sales Tax, Octroi, Surcharge, and/or any other tax/levy/duty, beyond the original contractual delivery period).

16.

Grounds, on which extension of original contractual delivery period is sought by the supplier, alongwith

documentary evidences therefore, if any.

17.

Whether the above grounds are found : to be reasonable. (To be confirmed by the concerned Engineer-in-charge of the works/supplies)

18.

Whether the Indenting Division/ concerned project has accorded its concurrence for extending the contractual delivery period? ( If so, whether any specific recovery from the vendor is proposed by them?)

APPENDIX XXIV (Page 4 of 5) 19. Recommended that the

i)

contractual delivery period may be extended upto__________, without levy of any Penalty/ LD on the Supplier but without any additional financial implications whatsoever (including PVC beyond the originally stipulated Contractual Delivery/ Completion Schedule as well positive variations in taxes and duties , if any ), on the part of NHPC.

* ii)

contractual delivery period/time of

completion may

be extended

upto____________, on the existing Terms Contract.

and Conditions of the

iii)

contractual delivery period may be extended upto _________, subject to recovery of Rs._____ _____________(Rupees

______________________________only)from the supplier on account of imposition of penalty/liquidated damages/ reduction in the contract price.

___________________ (Signature of the Recommending Authority/Engineer-in-charge)

APPENDIX XXIV (Page 5 of 5)

Financially Concurred ________________________ (Name) ___________________________ (Designation)

____________________________________________________________

NB * Delete whichever is not applicable.

APPENDIX -XXV
(Page 1 of 3)

NATIONAL HYDROELECTRIC POWER CORPORATION LTD.

LETTER CONVEYING THE EXTENSION OF CONTRACTUAL DELIVERY PERIOD

(By [Link])

No:____________________

Date :_______________

To:
M/s. .. ..

..

Sub: Purchase Order No:_______________________________ dtd.________________.

Ref:

Your

Letter

No.________________________

dtd.

____________________.

APPENDIX XXV (Page 2 of 3) Dear Sirs,

In your letter under reference you have sought for extension of contractual delivery period. In view of the circumstances explained in your aforesaid letter, the contractual delivery period is hereby extended from __________till _________. 2.0 This extension of contractual delivery period is subject to the following further

conditions : i) that no increase in price either on account of any statutory increase or fresh imposition of customs duty or excise duty or sales tax or on account of any other tax or duty leviable in respect of stores covered by the subject Purchase Order, after ________ shall be admissible on such of the said stores, as are delivered after the said date,

ii)

that notwithstanding any stipulation in the P.O. for increase in price etc., on any other ground, no such increase, which takes place after ___________ shall be admissible on such of the said stores as are delivered after the saiddate,

Procurement Manual

Chapter - 17

APPENDIX XXV (Page 3 of 3)

iii) nevertheless, the Corporation will be entitled to the benefit of any decrease in price either on account of reduction in or remission of customs duty or excise duty or sales tax or on account of any other tax or on any other ground, including price variation clause, if any, stipulated in the subject Purchase Order, which occurs after the above mentioned date (i.e.,_______________).

3.0 This extension of contractual delivery period is, without prejudice to other rights of the Corporation, under the subject Purchase Order.

4.0 All other terms and conditions of the subject Purchase Order shall remain unaltered. Yours faithfully,
For & on behalf of NHPC Ltd.,

Signature : ______________________ Name : _______________________

Designation: ______________________

____________________________________________________________
NB : This format is applicable to cases, wherever extensions of contractual delivery periods are required to be granted, for reasons attributable to the concerned supplier only. However, if the reasons are not attributable to the concerned supplier, appropriate modifications may be made in this format.

*****

Procurement Manual

Chapter-17

APPENDIX-XXVI (Page 1 of 99)

NATIONAL HYDROELECTRIC POWER CORPORATION LTD.

RECORD OF PERFORMANCE BANK GUARANTEES (To be maintained by the Engineer-in-charge or his duly authorized representative)

Sl.

P.O.

Delivery

Name P.B.G. Name of the No., Date & Value of the

Validity Renewed Reof P.B.G. validity of P.B.G. up to

Signature the

No. No., Date & Value

marks of official

period supplier

issuing up to Bank

maintaining this record

10

*** **

NATIONAL HYDROELECTRIC POWER CORPORATION LTD.

AUTHORIZATION LETTER TO RELEASE

SECURITY DEPOSITS/PERFORMANCE BANK GUARANTEES

No._________ Date :___________

From : ( The office of Engineer-in-charge) NHPC

To : Associate Finance (Holding the Security Deposit/PBG)

Sub:

Release of Security Deposit/Performance Bank Guarantee against the Purchase Order/Contract No._____________ dated ________________.

The supplier/contractor had submitted the Security Bank Guarantee for

Deposit/ Performance

Rs.________ (Rupees _____________ only) in the form of

cash/D.D./B.G. No.______ dt._________. Since the supplier / contractor has fulfilled all the obligations as stipulated in the P.O./Contract, you are requested to release the aforesaid Security Deposit/ Performance Bank Guarantee, to the said

supplier/contractor, at the following address by Regd. Post or their duly authorized representative , under intimation to this office. M/s.______________________ __________________________ __________________________

Signature : ________________ Name : ________________

*****

APPENDIX XXVIII (Page 1 of 2) BANK GUARANTEE IN LIEU OF EARNEST MONEY DEPOSIT BANK GUARANTEE

Date: _______________________ [Name of Contract]

To: [Name and address of Employer]

WHEREAS [name of Bidder] (hereinafter called the Bidder) has submitted its Bid dated [date of bid] for the performance of the above-named Contract (hereinafter called the Bid)

KNOW ALL PERSONS by these present that WE [name of bank] of [address of bank] (hereinafter called the Bank), are bound unto [name of Employer] (hereinafter called the Employer) in the sum of: [amount], for which payment well and truly to be made to the said Employer, the Bank binds itself, its successors and assigns by these presents.

Sealed

with

the

Common .

Seal

of

the

said

Bank

this____________day

of__________20_____

THE CONDITIONS of this obligation are the following:

1. If the Bidder withdraws its Bid during the period of bid validity specified by the Bidder in the Bid Form, or

2. If the Bidder, having been notified of the acceptance of its Bid by the Employer during the period of bid validity a) b) fails or refuses to sign the Contract Agreement when required or fails or refuses to issue the performance security in accordance with the bidding documents,

APPENDIX XXVIII (Page 2 of 2) c) refuses to accept the arithmetical corrections made in accordance with the bidding documents.

WE undertake to pay to the Employer up to the above amount upon receipt of its first written demand, without the Employer having to substantiate its demand, provided that in its demand the Employer will note that the amount claimed by it is due to it, owing to the occurrence of one or both of the two above-named conditions, and specifying the occurred condition or conditions. Notwithstanding anything contained herein above our liability under this Guarantee is limited to Rs.. (Rupees . only) and our Guarantee shall remain in force until . day of ,200., unless a claim or demand under this Guarantee is made on us in writing, on or before , we shall be discharged of all liabilities under this Guarantee thereafter. WITNESS ................................................ (Signature) ................................................ (Name) ................................................ (Official Address)

(Signature) ..............................

(Name) ....................................

................................................. (Designation with Bank Stamp)

................................................. Attorney as per Power of Attorney No. ....................... Dated ....................................... ****

APPENDIX XXIX (Page 1of 3)

BANK GUARANTEE FOR CONTRACT PERFORMANCE Bank Guarantee (On non-judicial stamp paper of appropriate value)

Bank Guarantee No. ................. Date .................................. To, [Employers Name & Address] Dear Sirs,

In consideration of the .... [Employers Name] ........ (hereinafter referred to as the Employer which expression shall unless repugnant to the context or meaning thereof, include its successors, administrators and assigns) having awarded to M/s ..... [Contractors Name] ..... ....... with its Registered/Head Office at ............................. (hereinafter referred to as the Contractor, which expression shall unless repugnant to the context or meaning thereof, include its successors administrators, executors and assigns), a Contract by issue of Employers Notification of Award No. ................ dated .................. and the same having been unequivocally accepted by the contractor, resulting into a Contract bearing No. ................. dated ............... valued at ................ for .................. and the Contractor having agreed to provide a Contract Performance Guarantee to the Employer for the faithful performance of the entire Contract equivalent to .......(*)........ % (.......... percent) of the said value of the Contract.

We ............ [Name & Address of the Bank] ......... having its Head Office at ................. (hereinafter referred to as the Bank, which expression shall, unless repugnant to the context of meaning thereof, include its successors, administrators, executors assigns) do hereby guarantee and undertake to pay the Employer, on and

APPENDIX XXIX (Page 2 of 3) demand any and all monies payable by the Contractor to the extent of .............. (*) ............... as aforesaid at any time upto ................ (@) ........... [days/month/year] without any demur, reservation, contest, recourse or protest and/or without any reference to the Contractor. Any such demand made by the Employer on the Bank shall be conclusive and binding notwithstanding any difference between the Employer and the Contractor or any dispute pending before any Court, Tribunal, Arbitrator or any other authority. The Bank undertakes not to revoke this guarantee during its currency without previous consent of the Employer and further agrees that the guarantees herein contained shall continue to be enforceable till the Employer discharges this guarantee.

The Employer shall have the fullest liberty, without affecting in any way the liability of the Bank under this guarantee, from time to time to extend the time for performance of the Contract by the Contractor. The Employer shall have the fullest liberty, without affecting this guarantee, to postpone from time to time the exercise of any powers vested in them or of any right which they might have against the Contractor, and to exercise the same at any time in any manner, and either to enforce or to forbear to enforce any covenants, contained or implied, in the Contract between the Employer and the Contractor or any other course or remedy or security available to the Employer. The Bank shall not be released of its obligations under these presents by any exercise by the Employer of its liberty with reference to the matters aforesaid or any of them or by reason of any other act or forbearance or other acts of omission or commission on the part of the Employer or any other indulgence shown by the Employer or by any other matter or thing whatsoever which under law would, but for this provision have the effect of relieving the Bank.

The Bank also agrees that the Employer at its option shall be entitled to enforce this Guarantee against the Bank as a principal debtor, in the first instance without proceeding against the contractor and notwithstanding any security or other guarantee the Employer may have in relation to the Contractors liabilities.

APPENDIX XXIX (Page 3 of 3) Notwithstanding anything contained herein above our liability under this Guarantee is limited to (*).. (Rupees . only) and our Guarantee shall remain in force until (@). day of ,200., unless a claim or demand under this Guarantee is made on us in writing, on or before , we shall be discharged of all liabilities under this Guarantee thereafter.

Dated this .................... day of ..................... 20........ at ................................. WITNESS ................................................ (Signature) ................................................ (Name) ................................................ (Official Address) (Name) ..................................... ................................................. (Designation with Bank Stamp) ................................................. Attorney as per Power of Attorney No. ........................ Dated ....................................... (Signature) ...............................

Notes: 1.

(*) (@)

This sum shall be ten percent (10%) of the Contract Price This date will be sixty (60) days beyond the Defects liability period as specified in the Contract.

2.

The stamp papers of appropriate value shall be purchased in the name of guarantee issuing Bank.

******

APPENDIX-XXX

(Page 1 of 4) BANK GUARANTEE FOR RELEASE OF ADVANCE PAYMENT

Bank Guarantee

(On non-judicial stamp paper of appropriate value)

Bank Guarantee No. ______________

Date:_____________________

To: [Name and address of Employer]

Dear Sirs,

In consideration of the .... [Employers Name] ........ (hereinafter referred to as the Employer which expression shall unless repugnant to the context or meaning thereof, include its successors, administrators and assigns) having awarded to M/s ..... [Contractors Name] ..... ....... with its Registered/Head Office at ............................. (hereinafter referred to as the Contractor, which expression shall unless repugnant to the context or meaning thereof, include its successors administrators, executors and assigns), a Contract by issue of Employers Notification of Award No. ................ dated .................. and the same having been unequivocally accepted by the contractor, resulting into a Contract bearing No. ................ dated ............... valued at ................ for .................. [Name of Contract] .............. (hereinafter called the Contract and the Employer having agreed to make and advance payment to the Contractor for performance of the above Contract amounting ....................... (in words and figures) as an Advance against Bank Guarantee to be furnished by the Contractor.

APPENDIX-XXX

(Page 2 of 4)

We ............... [Name & Address of the Bank] ........... having its Head Office at ................... ................... (hereinafter referred to as the Bank, which expression shall, unless repugnant to the context of meaning thereof, include its successors, administrators, executors and assigns) do hereby guarantee and undertake to pay the Employer, immediately on demand any or, all monies payable by the Contractor to the extent of .............. [advance amount] ..................... as aforesaid at any time upto ................ (@) ........... without any demur, reservation, contest, recourse or protest and/or without any reference to the Contractor. Any such demand made by the Employer on the Bank shall be conclusive and binding notwithstanding any difference between the Employer and the Contractor or any dispute pending before any Court, Tribunal, Arbitrator or any other authority. We agree that the guarantee herein contained shall be irrevocable and shall continue to be enforceable till the Employer discharges this guarantee.

The Employer shall have the fullest liberty, without affecting in any way the liability of the Bank under this guarantee, from time to time to vary the advance or to extend the time for performance of the Contract by the Contractor. The Employer shall have the fullest liberty, without affecting this guarantee, to postpone from time to time the exercise of any powers vested in them or of any right which they might have against the Contractor, and to exercise the same at any time in any manner, and either to enforce or to forbear to enforce any covenants, contained or implied, in the Contract between the Employer and the Contractor or any other course or remedy or security available to the Employer. The Bank shall not be released of its obligations under these presents by any exercise by the Employer of its liberty with reference to the matters aforesaid or any of them or by reason of any other act or forbearance or other acts of omission or commission on the part of the Employer or any other indulgence shown by the Employer or by any other matter or thing whatsoever which under law would, but for this provision have the effect of relieving the Bank.

APPENDIX-XXX

(Page 3 of 4)
The Bank also agrees that the Employer at its option shall be entitled to enforce this Guarantee against the Bank as a principal debtor, in the first instance without proceeding against the contractor and notwithstanding any security or other guarantee the Employer may have in relation to the Contractors liabilities.

Notwithstanding anything contained herein above our liability under this Guarantee is limited to ..[advance amount]..and our Guarantee shall remain in force until (@). day of ,200., unless a claim or demand under this

Guarantee is made on us in writing, on or before , we shall be discharged of all liabilities under this Guarantee thereafter.

Dated this .................... day of ..................... 20........ at .................................

WITNESS

................................................ (Signature)

................................. (Signature)

................................................ (Name)

.................................... (Name)

................................................ (Official Address)

................................................ (Designation with Bank Stamp)

................................................ Attorney as per Power of Attorney No. ........................

Dated ......................................

APPENDIX-XXX

(Page 4 of 4)
Notes: 1. (@) This date will be ninety (90) days beyond the date of Completion of the Facilities.

2.

The stamp papers of appropriate value shall be purchased in the name of guarantee issuing Bank.

APPENDIX-XXXI (Page 1 of 3)

EXTENSION OF VALIDITY OF BANK GUARANTEE (On non-judicial stamp paper of appropriate value)

No.:______________ To :

Date :________________

* The National Hydroelectric Power Corporation Ltd., NHPC Office Complex, Sector-33, Faridabad-121 003 (Haryana)

Sub: Extension of Validity of the Bank Guarantee No.______ dated _______for Rs.__________(Rupees____________________________ only)

favouring yourselves, which is valid till ______________ on account of M/s.___________________, in respect of P.O. No.__________________dated _________(hereinafter called the Original Bank Guarantee)

Dear Sirs,

As per the request made by M/s._____________, we ___________Bank, having its Registered/Head Office at _________ and Branch Office at ___________, hereby extend our liability under the above No.________ dated _________ for from______, to expire on _________. a mentioned Original Bank Guarantee

further period of _________ years/months

APPENDIX-XXXI (Page 2 of 3)

Except to the extent stated above, all the other terms and conditions of the Original Bank Guarantee shall remain unaltered and binding on us. Please treat this as an integral part of the Original Bank Guarantee, to which it may be attached by you.

Dated this ______day of ____,200_ at ______

In presence of

WITNESS

................................................ (Signature)

................................. (Signature)

................................................ (Name)

.................................... (Name)

................................................ (Official Address)

................................................ (Designation with Bank Stamp)

................................................ Attorney as per Power of Attorney No. ........................

Dated ......................................

_____________________________________________________________

N.B. : 1.

*In case of Projects/Units of NHPC, complete postal address thereof may be typed, in place of the address of the Corporate Office.

APPENDIX-XXXI (Page 3 of 3)

2.

The non-judicial stamp paper, of appropriate value, shall be purchased in the name of the Bank, which proposes to execute the extension of the Bank Guarantee. The non-judicial stamp paper shall be used within 6 (six) months, reckoned from the date of having purchased it.

3.

Contents of this proforma shall not be altered, while executing the extension of the Bank Guarantee.

4.

All cuttings/over-writings/erasures shall bear initials and official seal of the authorized executive of the concerned Bank.

*****

APPENDIX-XXXII (Page 1 of 5)

INDEMNITY BOND FOR RELEASE OF INITIAL ADVANCE PAYMENT ( In case of Advance Payment to Govt. Deptt. / PSUs, wherever applicable )

INDEMNITY BOND (To be executed by the contractor on non-judicial stamp paper of appropriate value)

No.______________

Dated:________

THIS INDEMNITY BOND

is made this ______________ day of

________200_ by ____________ (Contractors Name)____________, a Company registered under the Companies Act, 1956, having its Registered/Head Office at ______________ (hereinafter called the Contractor, which expression shall include its successors and permitted assigns) in favour of the National Hydroelectric Power Corporation Ltd., a company incorporated under the Companies Act, 1956, having its Registered Office at Sector 33, Faridabad-121 003 (Haryana)

______________(hereinafter called the Employer, which expression shall include its successors and assigns).

WHEREAS the Employer has awarded the Contract for ________________ vide its Purchase Order/Letter of Award/Contract No.______________ dated ____________ (hereinafter called the Contract) to the Contractor, in terms of which the Employer is required to release initial Advance payment to the Contractor for successful execution of the Contract. AND WHEREAS by virtue of Clause No.______ of the said Contract, the Contractor is required to execute an Indemnity Bond in favour of the Employer for the initial Advance payment to be released by the Employer for the purpose of successful performance of the Contract (hereinafter called the Advance).

APPENDIX-XXXII (Page 2 of 5)

NOW, THEREFORE, this Indemnity Bond witnesseth as follows:

1.

That

in

consideration

of

the

Advance the total

of

Rs._______ Contract

(Rupees of

___________only),

against

Price

Rs.____________(Rupees ____________________only), being released to the Contractor for the purpose of successful performance of the Contract, the Contractor hereby undertakes to indemnify and keep the Employer indemnified, for the Advance.

2.

That the Contractor is obliged and shall remain absolutely responsible and takes all risks whatsoever, till the supplies are effected, in accordance with the terms and conditions of the Contract and its receipt and acceptance by the Employer at its project.

3.

That the Contractor undertakes that the Advance shall be used exclusively for the successful performance/execution of the Contract, strictly in

accordance with the terms and conditions and no part of the Advance shall be utilized for any other work or purpose whatsoever. It is clearly understood by the Contractor that non-observance of the obligations under this Indemnity Bond by the Contractor shall inter-alia constitute a criminal breach of trust on the part of the Contractor for all intents and purposes, including legal/penal consequences.

4.

That this Indemnity Bond is irrevocable. The Contractor undertakes that the Advance, being released by the Employer, is for the successful execution of the Contract and any failure on the part of the Contractor to execute the Contract, in part/full as per the terms and conditions of the Contract, shall be deemed to be a breach of the Contract and the Contractor shall forthwith return the Advance with interest at Medium Term Landing

APPENDIX-XXXII (Page 3 of 5) Rate (MTLR) being published by the State Bank of India, prevailing on the date of issue of advance upon demand by the Employer without any demur, reservation or protest and without reference to any Arbitrator or Tribunal or any other Authority whatsoever. 5. NOW THE CONDITION of this Indemnity Bond is that if the Contractor duly and punctually complies with the terms and conditions of this Bond to the satisfaction of the Employer, then the above Bond shall be void, but otherwise it shall remain in full force and virtue. 6. NOTWITHSTANDING anything contained herein above, this Indemnity Bond shall come into force from the date of actual payment of Rs.___ [amount of advance] ___ (Rupees ______________ only) by the Employer and that the liability under these presents is restricted to Rs._____ [amount of advance]___ (Rupees _______________________only) and shall be valid till such time the above Advance is adjusted in full against the Contractors bills for Payment due against despatch of the billable consignment as per terms of payment stipulated in the contract and the Contractor shall be deemed to have been relieved and discharged from all obligations of this Indemnity Bond, after the aforesaid period. IN WITNESS WHEREOF, the Contractor has hereunto set its hand through its authorized representative under the common seal of the Company on the day, month and year first above mentioned. In presence of :

APPENDIX-XXXII (Page 4 of 5) WITNESSES : 1. Signature :_____________ Name:________________ Complete Postal Address : For & on behalf of :________________ Signature: ________________ Name : ________________ Designation :_____________ (of the authorized representative of the Contractor)

II. Signature :_____________ Official Seal of the Company :___________ Name : __________________ Complete Postal Address: ________________ Notary Public

Signature : _____________________ Name Date :_____________________ :_____________________

Official Seal:___________________

N.B: 1. *This Indemnity Bond shall be executed by the authorized person and (i) in case of a construction Company, under the Common Seal of the Company or (ii) having the Power of Attorney, issued under the Common Seal of the Company, with authority to execute Indemnity Bonds and (iii) in case of (ii) above, the Original Power of Attorney, if it is specific for the Contract or a photostat copy of the Power of Attorney, if it is a General Power of

Attorney, shall be enclosed to this Indemnity Bond.

2.

The non-judicial stamp paper, of appropriate value, shall be purchased in the name of the Contractor, who proposes to execute this Indemnity Bond. The non-judicial stamp paper shall be used within 6 (six) months, reckoned from the date of having purchased it.

APPENDIX-XXXII

(Page 5 of 5)
3. Contents of this proforma shall not be altered, while executing this Indemnity Bond.

4. All pages of the Indemnity Bond shall invariably bear signatures and official seal of the Contractor, who is executing it.

5. All cuttings/over-writings/erasures, in this Indemnity Bond, shall bear initials of the authorized representative of the Contractor as well as official seal of the Company.

*****

NATIONAL

HYDROELECTRIC

POWER CORPORATION LTD.

LOCAL PURCHASE REQUISITION

P.R. No.:_______________________ Date:___________ Name of the Indenting Division :______________ :________ Cumulative total expenditure incurred till date on Local / Spot Purchases made, during the current Financial Year, by the Indenting Division : Rs.________________ Budget Provision : Rs.___________________ Section

Sl . N o. 1

Description of Materials

Unit

Qty.

Estimated Unit Rate (Rs.)

Estimated Total Price (Rs.)

Justification for Local Purchase

The following materials may please be procured through a Local Purchase Committee, on emergent basis (i.e., within ________ days):

Prepared :

Recommended :

Approved : Signature: ____________________ ____________________

______________________

Name :

_____________________

____________________

_____________________

Designation: __________________

_____________________

____________________

N.B.:

Enclose Proprietary Article Certificate (P.A.C.)/Source Standardisation

Certificate, duly got approved by the Officer, not below the rank of C.E./Chief.

*****

NATIONAL HYDROELECTRIC POWER CORPORATION LTD.

PARTICULARS OF LOCAL PURCHASES MADE

No._________

Date : ______________

1.

Brief description of materials and quantities, authorized for local purchase:

2.

Details of the market survey conducted :

Sl. No.

Names & addresses of the parties contacted

Assessment of the party

1.

2.

3.

3.

Name & complete postal address of the vendor, from whom Local Purchase has been effected :

4. Details of Purchase Order(s), issued by the Local Purchase Committee:

i)

P.O. No._________ Date ____________ (Wherever written Purchase Orders were issued by the rep. of the Proc. Wing):

ii)

Description of materials, quantities and total Price:

iii)

Payment made by cash/crossed cheque No._____________ dated ____________, drawn on __________________Bank for Rs._____________, payable at _______________________

5.

a) Certified that the duly constituted Local Purchase Committee has surveyed the market and issued the Purchase Order on the basis of most competitive prices of the surveyed market. b) It is also certified that the Quality/Specifications of the materials so purchased confirm to the requirement of the Project.

Names :_______________

_________________

________________

Designations: ___________ (Rep. of Indenting Divn.)

_________________ (Rep. of Finance Wing)

________________ (Rep. of Proc. Wing)

Signature

_____________

(of the Executive, who authorized the local purchase)

c.c: H.O.P., _______________ H.E. Project. c.c: F&A Divn.,____________ H.E. Project. _____________________________________________________________________ N.B.: The aforesaid particulars shall be submitted to the authority, who authorized the local purchase and his signature taken thereon, after effecting the local purchase.

*****

NATIONAL HYDROELECTRIC POWER CORPORATION LTD. CONSUMPTION STATUS OF LOCAL PURCHASES Brief Specifications of the Item: Sl. No. 1 1. Description 2 Local Purchases made as on date. 2. Items consumed in the course of work, due to emergency at ____________________ for _____________________ on date(s)_______________ 3. Balance items delivered at the Stores/Sub-Stores ____________________on date__________________ (Sl. No. 1 less Sl. No. 2 above) at Total Qty. 3 Total Value (Rs.) 4 Remarks 5

Signature Name

: ___________________ : ___________________ (Indentor)

Designation :____________________ Copy to : 1) Stores/Sub-Stores, ____________ H.E. Project. 2) G.M./C.E. for information.

** ***

APPENDIX - XXXVI

(Page 1 of 1) NATIONAL HYDROELECTRIC POWER CORPORATION LTD. LOCAL PURCHASES REGISTER

Section: Date: ________

Name of the Indenting Division: ____________________ ___________________

Sl. No.

Date

Brief escription materials urchased

Total Amount (Rs.)

e and complete postal address of the vendor

1.

2.

3.

4.

5.

*****

APPENDIX XXXVII (Page 1 of 1) NATIONAL HYDROELECTRIC POWER CORPORATION LTD. DETAILS OF PROCUREMENT RECORDS DESTROYED

Sl. No.

File/Register No.

Brief

File/

Date of Date of Ist IInd

Date of actual

Remarks

Names, Designations & Signatures of Executives, who supervised the destruction

description Register of record closed on

Review Review destruction

1.

2.

3.

4.

5.

6.

7.

8.

9.

*****