MIME-Version: 1.0 Content-Location: file:///C:/D113A2B3/Guidelines_for_opening_of_tenders.htm Content-Transfer-Encoding: quoted-printable Content-Type: text/html; charset="us-ascii" EAST COAST RAILWAY

SYSTEM D= EVELOPMENT SRL.NO.1

 

EAST COAST RAILWAY<= o:p>

Office of the

Dy.FA&CAO(S&W)

Bhubaneswar.

 

No.EC= oR/Accts/S&W/Check-list No.1/      &n= bsp;            = ;            &n= bsp;            = ;             <= /span>Dt.22.5.06.

 

To

 

The COS, CE, CMD & FA&CAO(Con)/BBS

 

Sub:    Procedure regarding opening of tenders.

 

            =             T= he following guidelines are issued for strict compliance by all the tender ope= ning officials. The guidelines as stipulated in the codes/manuals and the instructions issued by Rly. Board from time to time are= to be followed along with above instructions.

 

Opening of tende= r: Tender should be opened at the specified time,= date and place by the officer nominated for this purpose in the presence of an Accounts Representative and the Contractor and/or their authorised representative who may choose to be present at the opening of tender is required, if the tender value is above Rs.10,000= in the presence of the intending tenderers (c.f.607F).

 

Precautions to be observed while opening the tenders:- The Officer who opens the tenders and the accounts representative witnessing the tender opening should follow the instructions as continued in para (1249-E) & (608-F):

 

i)&n= bsp;            = ;       Initial (with date) the cover containing the tender, front cover page of the tender= and every page of the tender on which the rates and special tender conditions a= re quoted;

ii)&= nbsp;           &nbs= p;     Initial (with date) all corrections in the schedule of quantities, schedule of materials to be issued and specification and other essential parts of the contract document;

iii)=             &nb= sp;   Mark and initial all over writings in red ink. The corrections, overwriting and omissions should be serially numbered and the total number of such correcti= ons etc. should be clearly mentioned at the end of each page of the schedule attached to the tender proper and attested with date;

iv)&= nbsp;           &nbs= p;   Clearly indicate on each page of the schedule attached to the tender, any ambiguiti= es in rates quoted by the tenderer in words and figures.

v)&n= bsp;            = ;     Should specifically record whether samples have been supplied or not along with the tender. (c.f. para 508F)

vi)&= nbsp;           &nbs= p;   The corrections and over writing should be allotted separate numbers i.e. corrections should start from 1,2,3  etc. and over writings should simi= larly start separately from 1,2,3 etc. and clearly marked.

vii)=             &nb= sp; The rates quoted in figures and words should be circled in such a manner as to = not leave any space after the starting or the ending digit/alpha.

viii)            Discounts if any allowed should also be circled as to not leave any space before star= ting or after the ending.

 

The names of the tenderers and the rates quoted by each tenderer should be read out, wherever practicable, to the tenderers or their representatives who ma= y be present at the time of opening of the tenders. While opening the tenders, no opportunity should be given to any tenderer to repudiate, amend or explain = the rate and or any condition quoted in the tender.  No tenders should be entertained f= rom any party in his private capacity who is directly or indirectly connected w= ith Government service or for which the specified earnest money has not been received. (c.f. para 609F)(p= ara-1250-E). It is to be ensured that the representatives are duly authorised/are authen= tic representatives and that they have signed in the tender register.

 

Delayed and Late= tender:- Delayed tenders i.e. Tenders received before th= e time of opening but after the due date and time of receipt of tenders should als= o be opened and dealt with in the same manner as tenders received before due date and time. “Late” tenders i.e. tenders received after the specif= ied time of opening should be opened by the concerned Branch Officer and marked distinctly preferably in red ink prominently on the envelope as well as on = the tender papers. A suitable remark in regard to both delayed and late tenders should be made both in the Tender Register as well as in the comparative statements. For dealing with “Delayed” and “Late” tenders instructions as issued by the Railway Board from time to time shoul= d be followed.

 

Tenders received= by post:- Tenders received by post should be entered in t= he Tender Register and the time of receipt should be recorded on the cover of = the tender and deposited in the tender box (Ref: Para-1247-E).

 

Procedure for Op= ening of tender box:-<= /p>

 

·         At the time of opening of the tender box, both the members of Opening Committee which includes a Gazetted Official from the Executive department and a Sect= ion Officer from the Accounts department along with the tenderers or their representatives who are present at the time should be shown the pasted slip= on the top of the box covering the horizontal slot and also the seal on the lo= ck being intact.

·         The seal should then be broken, the lock will be opened and all the tenders in = the box should be taken out and counted and empty box should be seen by the ope= ning committee and will be shown to other persons present.

·         All the tenders then be taken out from their envelops, and should be serially numbered.

 

Advance Tenders:= -

 

·         No. of Advance/Forward tenders found in the tend= er box is to be recorded.

·         It is to be ensured that they are put in separate envelopes/sealed covers duly initialed by Stores & Accounts representatives and re-dropped in the te= nder box.

 

Numbering:-=

 

·         It is to be ensured by the tender opening officials that all the tenders are machine numbered in four digits and date stamped. =

·         The total no. of offers received and placed in respective case files are to be counted, tallied and accounted for.

·         All the offers are to be machine numbered by six digit nos. <= /span>

·         It is to be ensured by the tender opening officials that the no. of offers indicated by four digit and six digit serial nos. have been reconciled for = the day.

 

            =             T= his issues with the approval of FA&CAO(F&S).=

 

 

Dy.FA&CAO(S&W)

E.Co.Rly./BBS

 

Copy to PS to FA&CAO for kind information of FA&CAO.

Copy to TA to FA&am= p;CAO (F&S) for kind information of FA&CAO(F&a= mp;S).

Copy to FA&CAO(T) for kind information.

Copy to Dy.CVO(S)/BBS and Dy.CVO(E)/BBS for kind information.

Copy to Dy.FA&<= span class=3DGramE>CAO(F&A) for information and necessary action.

Copy to Sr.DFMs/WAT= ,SBP,KUR for information & necessary action. =

Copy to Sr.AFA/MCS for information & necessary action.

Copy to Sr.AFA(SF), Sr.AFA(SA) & AFA(SF) for information & necessary action.=

Copy to all Sr.SOs of Stores Accounts branch for inform= ation & necessary action.=

 

 

 

Dy.FA&CAO(S&W)

E.Co.Rly./BBS