Purchase Through Tendering System

1. Purchase Through Tendering System • Plan for the budget for The Department • Yearly budget • Capital • Revenue • Both of these can be divided into 3 categories • New work • Continued Work • Maintenance

2. Purchase Through Tendering System • Approval of the Department Budget • Consolidation of Budget of All Departments • Individual Work Details • This can be divided into 3 categories • New work • Continue • Maintenance • Administrative Approval for Individual Work

3. Purchase Through Tendering System • Tender Preparation with the following details • General Terms and Condition • Specific to this tender • Open or Restricted • Advertisement in news paper • Sale of Tender Document

4. Purchase Through Tendering System • Pre bid Meeting. The following info to be given: • Date of the meeting • Name of the attendees • Minutes of the meeting • During this meeting some of the conditions may change e.g. last date • Receipt of Tender and the EMD

5. Purchase Through Tendering System • Technical Bid opening. Evaluation during this is done on the basis of the points given in the tender conditions e.g. • Turnover for the last three years • Number of Branch offices • Maximum amount of a Single contract carried out • Similar work done in other Companies • Mandatory deviations allowed / disallowed • Short Listing the Companies on the technical bids (Can use weighted averages) • Return EMD, unopened financial bid to the unsuccessful parties

6. Purchase Through Tendering System • Intimate short listed parties for opening of the financial / commercial bid. • Opening of commercial bid • Comparison of financial bid on the basis of Simple / weight age average as per technical bid. • Short Listing the parties.

7. Purchase Through Tendering System • Negotiation with short listed parties (Optional) • Final Shortlist of parties with Rank(If first party does not do, second party can be given the work) • Send work order to the selected agency(party)

8. Purchase Through Tendering System • If the work order has given to the party and party does not accept the work, forfeit the EMD and put other penalties as per tender terms. • Send work order to the agency selected next. • Acceptance by Agency (Party). • Advance to be paid or security deposit to be received as per tender condition. • Return EMD of the remaining agencies. • Receipts of the Goods / Services.

9. Purchase Through Tendering System • Acceptance of Goods / Services (Deduction if any) • Receipt of the Bill (can be part bill) • Bill Approval • Payment. • Update tender - Escalation Clause. • After final payment. Return Security Deposit if any.

10. Purchase Through Tendering System • REPORTS:- • Plan for a Budget • Budget approved for a Dept/all dept • Individual Work Detail • Individual Work Approved • Budget utilized/unutilized • Tender • Advertisement Details for a Tender

11. Purchase Through Tendering System • Tender sold to Parties • Tender received from parties • Pre Bid meeting details • Technical Bib opening details • Parties short listed after technical bid and there score • EMD and commercial bid returned to parties

12. Purchase Through Tendering System • Financial bid opening details • Comparison of financial bid • Short list of parties after financial bid and there rank • Work order details • Stamp paper agreement. • Tender history.