TENDERING
SYSTEM
Prof. Dr. VIPIN KOUSHAL, MBBS, MHA(AIIMS)
Medical Superintendent cum HOD, Hospital
Administration, PGIMER, Chandigarh.
WHY TENDERING ?
For Efficient
Procurement
Procurement
Activities associated with provision of:
•Equipment
•Products
•Supplies (goods)
•Services
•Encompassing policy and strategy
•Developmental process
Principles of Procurement System
1. Transparency
2. Accountability
3. Efficiency
Price Quality
Service RIGHT Place
Time Quantity
Cost Effective
OBJECTI Ensure timely deliveries.
VES OF
GOOD Identify new reliable sources.
PROCUR
EMENT Buffer stocks and inventory
Control
Monitoring the procurement
records of the hospital.
Procurement
PLANNING
What Why When Where How
DOCUMENTATION
Procurement of
Buy back Officers Turnkey Projects Sample based
services
REQUISITION
Quantity Specification Scheduling
WHAT IS TENDER ?
Sensitive Cut or
to touch damaged
Immature
Showing
An offer of Care
a bid for a
contract
soft or
yielding Easily
texture broken
Process of making an offer of
a bid
OR
WHAT IS
Proposal or expressing
TENDERIN interest in an invitation
G?
Most suitable tendering format
Generic specifications
STEPS IN
TENDERI
Essential Terms & Conditions
NG Selection criteria and evaluation
process
PROCESS
Classification of Responsibilities
End user concerns
IMPORTANT POINTS IN TENDER
DOCUMENTS
Cost of Tender
Self Explanatory
Date of issue, Submission with place and date & time of
Opening
General Terms and Conditions
Instruction to Bidders
• Pre-bid Conference
• Inspection of Site
Bill of Quantities
Award Criteria
IMPORTAN
T POINTS Earnest Money
IN TENDER
DOCUMEN Performance Guarantee
TS Period of validity
Important Points in Tender
Documents
Special
Compliance to
needs : Tax
Statutory
Training and Exemptions
requirements
Demo
Maintenance
Warranty during and
after warranty
Payment Terms
Penalty Clauses
IMPORTAN Delivery Schedule
T POINTS
IN TENDER Inspection and Installation
DOCUMEN
TS Quality Control
Contd.../-
Completion Certificate
Force Majeure
IMPORTANT
POINTS IN
TENDER Dispute Resolution / Arbitration
DOCUMENTS
Cancellation /Termination Clause
GOI Deptts / Ministry
delegated full power to
PURCHAS Make own arrangement for
E OF procurement of
GOODS Goods
BY
OBTAININ Rule 141 of GFR – DGS&D
Rate Contract
G BIDS
RESERVED ITEMS (Govt
Instructions)
Methods of calling tenders
Single Bid
2 Bid System
Items do not involve technical
evaluation
Store items
SINGLE BID
SYSTEM Ensure adequate competition
Single response to open bid can’t be
termed as
single tender (technical reason to be
recorded)
Tender Enquiry
1. Advertised - Global
Two Bid -
System National
2. Limited
3. Single
Technical + Financial
TWO BID SYSTEM
Technical bid (Technical & comparative Terms)
Financial Bid
(1) & (2) = (3) Main Envelope
- First technical bid opened & evaluated
- Secondly Financial bids of technically
acceptable offers opened.
Rs. 25 Lacs or above
Indian Trade Journal Kolkota
ADVERTISE News Papers (at least three) having wide
circulation
D TENDER
ENQUIRY Org. Website / Nic Website
Indian Embassies abroad / Foreign
embassies in India
Minimum time for submitting of bids – 3/4
weeks
Limited number of vendors / firms
Registered Vendors
Upto 25 lacs
LIMITED
TENDER More than three firms
Speed Post / Registered Post / Courier / Email
Web based publicity
SINGLE TENDER
• PURCHASE WITHOUT GENERATING COMPETITION
• PROPRIETARY ITEM
• EMERGENCY PURCHASE
• COMPATIBILITY
Received in
duplicate Late Tender – out
- By hand rightly rejected
- By post
RECEIPT Tender Box –
& Transparent
manner
Prominent Place
- Easily accessible
CUSTOD - Two locks
Y OF Relevant tender to
To be opened by
TENDER two officials
be taken & entered
in a
challan
Tender opening committee
Open immediately after dead line of receipt
of
OPENIN
G OF Tenders
TENDER
S To be opened in presence of authorized
representatives of the parties filling tenders
(with letter of authorization)
Tenders are serially numbered
TENDER NUMBER AND NAME
OF ITEM
ARTICLE / NOMENCLATURE OF
STORE
AFTER
EMD FURNISH / OR NOT
OPENIN
G EVERY TENDER IS SERIALLY
NUMBERED
EACH PAGE INITIALIZED WITH
DATE
AFTER •Cutting / Blank pages are noted &
OPENING initialized with date
(CONT.)
•Scrutiny
•Evaluation
•L1
•Approval from competent authority
•Supply order
Copy of Agreement
SUPPL Amount of PBG
Y Letter of Credit
ORDE
Vetted by User Department
R
Acknowledgement by Vendor.
Purchaser’s order reference number and date
Supplier’s name and address
LEGAL Tender / Quotation references
LY Description of material :
VALID Specification
SUPPL Model
Y Brand name
ORDER Size
Quantity :
Number of units
Pack size/ weight
Packaging
Price of total value
Freight charges
Provision of Inspection
Payment Terms
Warranty Clause
AMC / CMC
LD Clause
Cancellation / Termination Clause
Less competition
Not meeting
specification
Scrappi
ng of High cost
Tender
Complaints
Enables management of entire tendering
process:
Requisition
NIT
E- Supply of Tender documents
TENDERING
Receipt of bids
Evaluation of bids
Award of contract
Execution of contract
Take
Home
Message
THANK YOU.