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Procurement including order processing. G.K.Bhoi Dy. Manager (CS),Itarsi. Purpose.

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Procurement including order processing

Procurement including order processing


Dy. Manager (CS),Itarsi


The Works and Procurement Policy and Procedure document (hereinafter referred to as the ‘WP Policy and Procedure') provides guidelines to expedite decision making process in POWERGRID by consolidating, simplifying and streamlining the various steps to be followed in the process of award of contracts for procurement of goods, works & services as well as during its implementation on the ground.


  • The intent of the document is also to make the policies and procedures more systematic, transparent and easy to administer with major thrust on expeditious and decentralized decision making, accountability & responsibility, during different stages of processing of award of contracts including its implementation on the ground.


Primary considerations
Primary Considerations procedures more

While undertaking the actions towards award of Contracts and its

implementation on the ground, the same shall be generally guided by the following primary considerations:

(a) To make available the needed goods, equipment, material, works and services in the right quality and quantity, at the right time and at the right price after giving fair and equal chance to tenderers/ bidders, so as to obtain the optimum value for each unit of expenditure.

(b) Economy and efficiency in implementation of the project

procurement of goods, works and services in question.

(c) To provide an opportunity to all eligible qualified bidders to compete for providing goods, works and services.


(d) To encourage the development manufacturing industries/ agencies.

(e) Transparency in the procurement process and timely actions.

  • Thus It should be kept in mind that all actions towards award of Contracts and its implementation on the ground have to be fair, consistent, transparent and based on highest standard of ethics.

  • The requirements and objectives can be best realized in an efficient and effective manner through the WP Policy and Procedure which have been elaborated under Pre-Award (covered in this volume i.e., Vol.-I) and Post-Award

  • (covered in Vol.-II).



  • Approval of Project concept by ED(Engg.)

  • Advice to Region for walk-over survey by SEF

  • (System Engineering and Feasibility)

  • Advice to Region for Preliminary Survey by SEF

  • 4 Advance Expenditure Sanction for Preliminary

  • Survey, Press Notifications, etc.

  • In-principle approval of the project/scheme by CEA (Internal Zero Date)

  • Input from region for FR based on walk-over survey


  • 7. Preparation of FR (feasibility report) agencies.

  • 8. Internal approval of FR by CMD

  • Finalisation and approval of Package List

  • Techno Economic Clearance of CEA(Central electricity authority)/ FR clearance by Sub-Committee of POWERGRID Board.

  • 11 Input from region for BOQ and NIT cost estimate

  • based on preliminary survey

  • Finalisation of BOQ for NIT Cost Estimate


  • 13 Preparation and approval of NIT cost estimate agencies.

  • 14 Preparation of following sections/ part of bidding

  • documents including approval thereof from

  • Management, wherever required:

  • (a) Qualifying Requirements

  • (b) Technical Specifications

  • (c) Bill of Quantity (BOQ)

  • (d) Data Requirement Sheets and other technical

  • documents

  • (e) GCC.

  • Bid Proposal Sheets (BPS), SCC etc

  • 15 Compilation and preparation of complete set of

  • bidding documents

  • 16 Approval for calling of tenders i.e. approval of NIT

  • Proposal.


  • Issuance of NIT i.e. publication of NIT in newspaper agencies.

  • Period for sale of Bidding Documents( 45days)

  • Submission of bids (both envelopes) & Opening of 1st envelope (7 days after close of sale of bidding documents)

  • 20 Examination of 1st envelope, seeking clarification, if required, and submission of recommendation by tender committee.

  • Approval for opening of 2nd envelope in respect of qualified bidders only

  • Opening of 2nd envelope


23 Evaluation of techno-commercial & price bids by tender committee and submission of evaluation report with recommendations to Management (within 4 weeks of bid opening)

24 Approval of recommendations for award of Contract by POWERGRID Management

25 Post bid discussions/ negotiations with bidder and its approval

26 Placement of LOA after vetting by Finance,Engineering and QA&I


CHECK LIST FOR PROPOSAL/NIT/LOA committee and submission of evaluation report with recommendations to Management (within 4 weeks of bid opening)



  • 2. FOR NIT / LOA committee and submission of evaluation report with recommendations to Management (within 4 weeks of bid opening)