St.

John Institute of Management & Research,

Palghar.

MMS 2010-11

Topic – Tender & Quotations

Sub – Costing and Accounting

INDEX
 PAGE
S.R. CONTENTS NO.
NO.
1. Introduction to tenders and quotations

2. Types of tenders and submissions

3. Submission of Tenders
4. Procedures of Tenders

5. Examples of tenders

6. Sources

INTRODUCTION

What is a Tender?
"Tender" means an invitation to offer for an item/items or work. All Public Sector
purchases/Contracts in India, over a certain value has to be publicly notified
through Tender Notices which are advertised through All India Newspapers, Trade
Journals, Departmental Publications and Notice Boards, and now on Internet.

Tender
“Tender” means any offer for supply of goods or services received from a supplier
in response to an invitation to tender published in newspaper.
A strictly controlled process for inviting bids for goods and services in as wide and
competitive a market as practical. This places the contract under the Trust’s and/or
the NHS terms and conditions. The term tender is also used to describe the offers
received from suppliers.

Quotations.
What is a quotation and when to use it ?

A quotation is a document that a vendor or service provider would give to a

customer to describe specific goods and services that they may provide and its
cost. Besides the term quotation can also be referred by other terms like Bid,
Quote, Estimate, Tender & Proposal .
“Quotation” means any offer for supply of goods or services received or collected
from a supplier other than a tender.

All about tenders

Who Floats a Tender?
A buyer which can be either Government or Large Private Company , can float
a Tender as and when they need to buy Goods, hire services or construct
something. Generally tenders are floated by Government as it is a mandatory
requirement for them.

A Seller which can be either Government or Large Private Company , can float
a tender for selling used machinery, scrap or surplus products. Generally
Government floats sell tenders it is a mandatory requirement for them.

Why Tenders?
Tenders are open invitation to buy or sell goods/services/contracts. Those who
are interested in supplying what has been advertised, can respond to a Tender &
submit their best competitive offer. The best competitive offer (Lowest Bidder
or L1)is generally selected & the contract is awarded to L1 Bidder.
Why Tenders are published in Newspapers?
Tenders are published in newspapers for the following reasons;
- It is a mandatory requirement for Government Organization form
Transparency point of view.
- For wider publicity & ensuring better & higher response from bidders from
across the world.
- To ensure that everyone gets equal opportunity to participate in a tender &
transparency is maintained.
- As per CVC (Central Vigilance Commission), now tenders can be also
published on Websites.
- The cost of publishing Tender in Newspaper is very high, and hence the same
is recovered from bidders by means of selling them Tender Documents Fee.
- This is also a good tool that ruling Government (political party in Power) has
to control the media (the press) from writing against them. If you publish
articles against the Government, the Government will stop giving tender
advertisement in that newspaper.

Types of Tenders ?

There are various types of Tender’s, some of them are listed below;

# Open Tender - In Open Tender anyone can participate. The participant has to
ensure that they fulfill the minimum pre-qualification criteria specified in the
tender document to qualify. If they do not meet the pre qualification criteria,
their bid will be rejected & they will loose the document fees they have paid. It
is necessary that open Tender is advertised in newspaper. The Lowest Bidder or
L1 generally wins the contract.
# Limited or Closed Tender - In Limited Tenders, only pre qualified or
empanelled bidders are allowed to participate. As Limited Tenders are not
advertised in newspapers, other bidder generally do not come to know that such
tender is floated. The Lowest Bidder or L1 generally wins the contract.

# ICB or International Competitive Bidding - In such tender companies from

outside India can also participate in Indian Tenders.

# NCB or National Competitive Bidding - In such tender only Local or Indian

companies can participate. Companies registered in other countries cannot
participate.

# RFP or Request for Proposal - In RFP a company is supposed to submit

only the Technical proposal. Indicative price bid can also be invited, if so
required by Buyers. Once RFP round is over, RFQ or Request for Quote can be
invited from shortlisted Bidders.
Another purpose of RFQ is to understand the current technology available in
the market. For e.g. if a new power plant is to be built, the government can float
an RFP stating that it wants to build a 1000 MW power plant, different Bidder
will submit their response stating that they can build either Thermal, Nuclear,
Solar, Fuel, Coal based plant. On the basis of response from different bidders,
buyer will select either of the technology & then float a fresh tender or just
invite bids from pre qualified bidders.

# RFQ or Request for Quote - In RFQ, a company has to submit their best
offer & on the basis of this decision the contract is awarded. For example if
someone wants to buy 1 Window AC, only RFQ is floated because no
Technical pre qualification is required as it is a standard product.

# Singe Envelope Bidding - In such Tender both Technical Bid & Price bid is
submitted in a same envelope. Both Technical & Price Bid is opened
simultaneously & bid is awarded on the spot.

# Two Envelope Bidding - In such Tender, Technical Bid & EMD is submitted
in one Envelope & Price Bid is submitted in Second sealed envelope. Both
Envelopes are then put in a Big Envelope, is sealed & submitted. First
Technical bid containing EMD is opened & price bid of only those bidder who
are found technically qualified are opened subsequently at a later date.

# Multiple Envelope Bidding - In such Tender, EMD is submitted in 1st

Envelope, Technical Bid is Submitted in 2nd Envelope & Price Bid is
submitted in 3rd envelope. If required pre qualification bid can be submitted in
separate envelope. First EMD envelope & pre Qualification envelope is opened.
Than Technical envelope are for only those bidders who pre qualify is opened.
In last those who are found technically qualified, their price bid is opened.

# Pre Bid Meeting - In some tenders which are of high value pre bid meeting is
allowed. In pre bid meeting, Buyer & Bidders get together & buyer tries to
resolve the queries of one or many bidders. The pre bid meeting is scheduled on
a specific day, where all bidder can remain present or can post their queries on
or before the pre bid meeting date.

All queries of those who are present or who have mailed are read out and
clarification is provided.

# Corrigendum - If any change/correction is to be made in Tender Notice or

Tender Document, the same can be made by issuance of corrigendum. Please
note that Corrigendum can only be issued before the due date & time of tender
submission expires. Against a Tender, any number of corrigendum can be
issued.
- Corrigendum is issued after pre bid meeting to post clarifications.
- Corrigendum is issued in case tender due date is extended

# Addendum - If any new content is to be incorporated in Tender Document,

the same is done by means of issuance of Addendum. However in many
 Tenders, it is also done by issuing a corrigendum notice.

Submission of Tenders
• Every invitation shall state that no tender will be received unless it is enclosed
in a plain sealed envelope which bears the word "Tender" - followed by the
subject to which it relates but no other name or mark indicating the sender. The
Tenderers are required to submit two identical copies of the tenders and all
supporting documentation.

• All tenders shall be kept in the custody of the Head of Asset Management and
Property Services who shall be notified of the persons to whom tenders have
been sent and the last date and time for receipt of those tenders. All tenders
should be held by the Head of Asset Management and Property Services until
the agreed date and time specified for their opening. In the case of contracts to
be let by the Head of Asset Management and Property Services tenders shall
be addressed to and held by the Head of Internal Audit prior to opening, and
the Head of Asset Management and Property Services.

• The Head of Asset Management and Property Services shall be notified of the
titles and description of the contract, the names of all contractors invited, and
the closing date and time for receipt of tenders. No tender will be considered
valid unless it is received before the date and time specified for its return.

• All tender envelopes received shall be date-stamped immediately on receipt

with the date and time of receipt by the Head of Asset Management and
Property Services or an officer designated by the Head of Asset Management
and Property Services.

• The Head of Asset Management and Property Services shall maintain a tender
register in which the date and time of receipt of all tenders shall be recorded by
an officer of that same Division. The Head of Asset Management and Property
 Services shall identify and record separately all tenders received late or opened
in error.

• The Head of Asset Management and Property Services shall ensure that all
tenders are kept in a locked, fireproof cabinet until required for opening.

Aims and Objectives

The key objective of the tendering system is, within the constraints imposed by
prescribed financial limits and without compromising the level of quality required,
to award the most appropriate contract to the most suitable contractor at the most
advantageous price.

This objective can be achieved by adhering to detailed procedures on:-

1. Selection and invitation to tenders;
2. Receipt and safe custody of tenders and records;
3. Opening and recording of tenders;
4. Evaluation and acceptance of tenders.
5. Quotations are slightly different because formal tendering procedures do not
apply. Quotations are sought for contracts which are below the financial
limits set for tendering.
However, the key objective for quotations remains the same.

Roles and Responsibilities

The detailed procedure for arranging tenders is applied principally by the
Supplies Department through which bids for goods and services are requested.
This does not include quotations and tenders for building works that are obtained
by the Estates Department. In cases where the Trust utilizes another NHS body for
procurement services (e.g. SEC Collaborative Procurement Hub) then at all times
the Tender policy applies to that body.
 A Tender Notice gives the following details:
 Type of Item/Work enquired for.
 Name and Address of the Tender Authority
 The Tender Enquiry reference Number/Date
 The cost and the last date for collection of Bid Document
 Earnest Money Deposit - This deposit is refunded to unsuccessful Tenderers
 Due Date/Time -The last Date/Time for submission of Tender papers
 Opening Date -The date, time and venue of opening of the sealed Tenders in
presence of representatives of Tenderers
 Pre-qualification of Tenderers - The criteria/qualifications that will be
considered before issuing Tender Documents to a Tenderer.
 Estimated cost of Item/Work - Mentioned in selected Tenders
 Any other Instructions/Information

What is TenderPulse.com?
Tenderpulse.com is India's First Tender Web Daily, focused on Business through
All India Tenders. The Web-Daily offers a structured approach to reach Tenders of
user's choice. Unique features like Tenders Opening Today, Last Day For
Collection of Bid-Documents, Online Bid-Documents, Post-Tender Reports,
Classified Ads, Key Word Search, Advanced Search, Host of new features and
services being added regularly- makes tenderpulse.com the most comprehensive,
interactive portal catering to every service and activity of Business.

Finding out about private and public contracts

1. You can find out about private sector contracts in a
number of ways:-
• build contacts with potential customers
• advertise in local and national newspapers
• advertise in trade and professional magazines covering your area of business
• research contracts outside your business sector which may produce secondary
contracts for you, eg if a new office block is built, it will need desks, carpets,
signage, stationery, cleaning and laundry
• follow up press and other reports - a company may be expanding or sub-
contracting part of a big order
• network and pick up information from other businesses
1. You can identify public sector contracts by:-
• Following up contract notices published in newspapers and trade magazines.
• Monitoring online government tender notices - find information about
government contracts on the Supply2.gov.uk website (registration
required) - Opens in a new window.
• Searching free for 'above threshold' contracts (with a value that exceeds the
threshold above which an invitation to tender must be published throughout the
European Union (EU) - you can search for 'above threshold' contracts on the
Tenders Electronic Daily (TED) website (registration required) - Opens in
a new window.
• Finding out about the Small Business Research Initiative (SBRI). This
provides funding for innovative products that could help solve a specific
problem a government department or public sector organization wants to solve.
Successful applicants receive a development contract for the full cost of
demonstrating the feasibility of their technology and the opportunity for
subsequent funding for prototype development, whilst retaining the intellectual
property. See our page on the Small Business Research Initiative in our
guide on support networks and facilities for innovation and R&D.

Selection and Invitation to Tender

Companies selected for tender must be reviewed for quality of product or service
and for technical and financial competence. The Trust should ensure that a
sufficient number of invitations to tender are sent to firms to ensure adequate
competition.
As well as the contract specifications the invitation to tender must clearly indicate:-
1. the time and date for return of tenders
2. that tenders should be returned in a plain, sealed package (or envelope) supplied
by the Trust. The pre-printed label (or envelope) should bear the word “Tender”
followed by the reference to which it relates and the latest date and time for the
receipt of such tender.
3. Every tender for goods, materials, services or disposals shall embody such of the
NHS Standard Contract Conditions as are applicable.

Receipt and Safe Custody of Tenders and Records

1. The recipient of the tenders should immediately endorse the envelopes with the
time and date of receipt.
2. Envelopes opened inadvertently should be resealed immediately. Their contents
should not be examined further once their identity as tender documents has been
identified.
3. The tender documents should then be passed unopened to the designated
custodian.
4. The designated custodian should identify and record all tenders received by the
closing date and identify separately all those received late.
5. The custodian should not be involved in any other part of the tendering system.

Opening and Recording of Tenders

1. All eligible tenders should be opened at the same time, as soon as practicable,
after the time prescribed for their receipt.
2. As soon as practicable after the date and time stated as being the latest time for
the receipt of tenders, they shall be opened by two senior officers/managers
designated by the Chief Executive and not from the originating department
3. A member of staff from the originating department may be present as an
observer but must not take part in any of the procedures described in this section.
4. Every tender opened should be stamped with the date of opening and initialed
by
two of the authorized officers.
5. A register should be maintained which should record the following information:-
5.1 The names of all contractors invited, whether or not they have
submitted a tender;
5.2 An endorsement “Did Not Receive” should be made against the name of any
contractor who has not submitted a tender.
5.3 Against each entry the tender openers should record the amount of the tender;
5.4 Annotated details of any apparent alterations on the tender documents should
be entered onto the register. NB a report should be made in the record if on any
one tender alterations are so numerous that recording or annotation cannot
reasonably be carried out.
5.5 The tender openers should sign the register and record the
date of opening.
6 Any tenders received late and/or opened after the original opening session
should, if authorized as acceptable, be recorded in a similar manner as the
originals.

Tender Evaluation and Acceptance

NB. The purpose of the evaluation is to ensure that the most appropriate tender is
recommended for acceptance. It need not necessarily be the lowest priced tender.
1. The evaluation officer should observe the same degree of security and
confidentiality as everyone else in the tendering process.
2. The Trust should ensure that the evaluation officer has sufficient technical
ability to evaluate the detail of the tender.
3. All tenders should be evaluated on the same criteria.
4. Particular attention should be given to:-
4.1. Adherence to specification and other requirements,
4.2. Quality of product or service provided,
4.3. Rates and prices percentage adjustments and balancing items,
4.4. Ambiguities, qualifications and alternative offers.
5. If the lowest tender is not recommended for acceptance the reasons for this
should be set out in a permanent record by the evaluating officer and should be
available to the authorizing group/person.
6. Acceptance of a tender should be made within the validity period indicated in
the Invitation to Tender.
7. A letter of acceptance should be sent but should not seek to change the terms
and amounts previously tendered by the contractor.
8. Although the letter of acceptance forms the contract, it may be subsequently
supported by a deed if the Trust wishes the contract to be under seal,
9. Letters to unsuccessful tenders should not be dispatched until the successful
tenderer has acknowledged receipt of acceptance.
10. Unsuccessful tenderers may be supplied with information so that they are
aware of how their tender compared with others. To maintain confidentiality with
regard to the other tenderers a list may be published of the tenderers names in
alphabetical order and a separate list of tender values in ascending or descending
order.

Post Tender Negotiations and Admissibility of

Tenders
1. No late tenders should be accepted (regardless of circumstances) if the other
tenders received have already been opened.
2. Late tenders shall not be opened for consideration unless they were despatched
in good time but arrived late through no fault of the applicant. However, a tender
sent for example by second class post the day before the deadline would not be
deemed as being despatched in reasonable time or with reasonable effort.
3. Late tenders with an early company franking machine postmark should not be
accepted as this is no guarantee that the tender was posted in reasonable time.
4. Tenders which identify the name of the company on the envelope should not be
accepted. The name may be identifiable by a company stamp or a company
postal franking machine stamp bearing the company’s name.
5. Amended tenders (i.e. those amended by the tenderer upon his own initiative
either orally or in writing after the due time for receipt) shall not be considered.
6. If contact with the tenderer is needed to elucidate on technical points,
ambiguities etc before award of the contract this need not disqualify the tender.
7. Incomplete tenders (i.e. those from which information necessary for the
adjudication of the tender is missing) should be reported to the Chief Executive
and Finance Director who will decide whether and how further information should
be sought, or whether the incomplete tenders should be regarded as inadmissible
or whether re-tendering is desirable.
8. When the number of tenders received is less than the recommended minimum,
the Chief Executive and Finance Director shall decide whether re-tendering is
desirable.
9. Where only one tender/quotation is sought and/or received the Trust shall, as far
as practicable, ensure that the price to be paid is fair and reasonable.
10. Return of inadmissible tenders:-
10.1. Tenders deemed to be inadmissible for any of the above reasons should be
returned to the tenderer by an officer designated by the Chief Executive with an
explanation of why the tender is deemed to be inadmissible.
10.2. The designated officer should not be from the originating department but the
originating department should be informed of the explanation given.

About Quotations
1. Competitive quotations are required where formal tendering procedures are not
adopted and where the intended expenditure or income during the total period of
the contract exceeds or is reasonably expected to exceed £5,000 but not exceed
£24,999.
2. Non-competitive quotations in writing may be obtained for the following
purposes:-
2.1. The supply of proprietary of other goods of a distinctive character and the
rendering of services of a special nature for which it is not, in the opinion of the
Chief Executive and the Finance Director, possible or desirable to obtain
competitive quotations;
2.2. The supply of goods or manufactured articles of any kind which are required
quickly and are not obtainable under existing contract; or
2.3. Financial limits determined by the Trust.
2.4. Where the goods or services are for building and engineering maintenance the
responsible works manager must certify that the Financial Limits
1. Every contract for building and engineering works which exceeds the sum of
£1,000,000 shall be executed under the common seal of the Trust. An official
letter of acceptance for every contract resulting from an invitation to tender shall
be issued for all building and engineering work in excess of £50,000.
2. Quotations or Tenders as appropriate should be obtained from at least 3
suppliers up to £49.999, 4 from £50,000 to £249,999 and a minimum of 5 over
£250,000.,
based on specifications or terms of reference prepared by, or on behalf of, the
Trust.
3. Every contract for supplies which exceeds the European Union Public
Procurement’s prevailing threshold (£101,323 Goods and Services) shall be
subject to Public Procedure requirements and rates as defined under European
Union Public Procurement Directives Supplies, Works and Services Contracts’
guidelines.
4. Competitive quotations shall be obtained in writing wherever possible from a
minimum of 3 suitable firms where the expenditure will be not less than £5,000
and not more than £25,000.
5. Where expenditure is expected to range from £1,000 to £4,999 then quotations
should be obtained in writing wherever possible from at least 3 suitable firms.
However, for building and engineering expenditure non-competitive quotations up
to £5,000 can be sought.
6. Tenders that are between £25,000 and the European Union threshold need to go
through the formal tendering procedure.
7. Tenders expected to exceed the European Union threshold should go through
both the formal tendering procedure and the European Union Journal Advert
procedure.

Waiving Tender Procedures

1. Formal tendering procedures may be waived in the following circumstances
2. In very exceptional circumstances where the Chief Executive decides that
formal tendering procedures would not be practicable or the estimated expenditure
or income would not warrant formal tendering procedures, and the circumstances
are detailed in an appropriate Trust record;
3. Where the requirement is covered by an existing contract;
4. Where national framework agreements are in place.
5. Where a consortium arrangement is in place and a lead organization has been
appointed to carry out tendering activity on behalf of the consortium members;
6. Where the timescale genuinely precludes competitive tendering but failure to
plan the work properly would not be regarded as a justification for a single tender;
7. Where specialist expertise is required and is available from only one source;
8. When the task is essential to complete the project, and arises as a consequence
of a recently
completed assignment and engaging different consultants for the new task would
be inappropriate;
9. There is a clear benefit to be gained from maintaining continuity with an earlier
project. However in such cases the benefits of such continuity must outweigh any
potential financial advantage to be gained by competitive tendering;
10. For the provision of legal advice and services providing that any legal firm or
partnership commissioned by the Trust is regulated by the Law Society for
England and Wales for
the conduct of their business (or by the Bar Council for England and Wales in
relation to the
obtaining of Counsel’s opinion) and are generally recognized as having sufficient
expertise in the area of work for which they are commissioned. The Director of
Finance will ensure that any fees
paid are reasonable and within commonly accepted rates for the costing of such
work.
Where it is decided that competitive tendering is not applicable and should be
waived, the fact of the waiver and the reasons should be documented and recorded
in an appropriate Trust record and reported to the Integrated Audit Committee at
each meeting.
5
1 All public bodies have a statutory duty under the Race Relation (Amendment)
Act 2000 to
“set out arrangements to assess and consult on how their policies and functions
impact on race equality.” This obligation has been increased to include equality
and human rights with regard to disability, age and gender.
2 The Trust aims to design and implement services, policies and measures that
meet the diverse needs of our service, population and workforce, ensuring that
none are placed at a disadvantage over others. This strategy was found to be
compliant with this philosophy.
3 Equality Impact Assessments will also ensure discrimination does not occur on
the grounds of Religion/Belief or Sexual Orientation in line with the protected
characteristics covered by the existing public duties.

EXAMPLE OF TENDER:-
Government of India
BHABHA ATOMIC RESEARCH CENTRE
Fuel Reprocessing Division

North Site,
Trombay,
Mumbai - 400
085.
NOTICE INVITING TENDERS

Tender Notice No. FRD/PP/EE&I/10-11/05

1. Sealed tenders in single part are invited on behalf of the President of India by
Head,
Fuel Reprocessing Division, NRG, BARC, Trombay, Mumbai –400 085 for the
following works from contractors having adequate experience and capabilities to
execute such magnitude of similar works and who have similar experience with
different units of Department of Atomic Energy (DAE), Nuclear Power
Corporation of
India Ltd., Public Sector Undertakings and also those working in and around PP
and having adequate experience in the following works
 1. Description of work: Fabrication and installation of partition in UPS room and LT room
at Plutonium plant, Trombay, Mumbai- 85.

2. Estimated cost:
Rs.7, 87,500/- (Rupees Seven Lakhs Eighty Seven
Thousand Five Hundred Only)

3. Completion period: 04 Calendar Months.

Rs.500/- in cash (Non Refundable)

4. Cost of Tender:

5. Earnest Money Deposit: Rs.15,750/-

6. Period of Sale of Tender: January 31 2011 to February 7th 2011
ST

7. Last Dt. and Time : 14th February, 2011 (Up to 1500 Hrs.)

For receipt of tender

8. Dt. & time of opening tender: 14th February, 2011 at 1530 Hrs

.
Note:- Earnest Money Deposit (EMD) of Rs.15,750/- to be submitted along with tender
document, issued in favour of Accounts Officer, BARC, in any of the forms viz. (a)
Receipted Treasury Challan, or (b) Deposit at Call receipt/fixed deposit receipt/DD of a
Scheduled Bank.

2. Tender document is prepared in single part consisting of the tender document that
includes form for tender agreement, conditions of contract, special instruction to the
tenderers, technical specifications, Schedule of Quantities, list of Free Issue materials,
etc. Submission of application for purchase of tender is from January 31st 2011 to
February 4th, 2011 on working days (Monday to Friday) between 10.00 to 16.00 hrs.
and tender document will be sold to the eligible tenderers from January 31st 2011 to
February 7th, 2011. Application received after February 4th shall not be considered for
issue of tender. The application should be submitted along with:

(a) Average annual financial turnover from project work of Fabrication and installation of
partition should be at least Rs.3,15,000/-, during last 5 years ending 31st March
2010. This should be duly audited by a registered Chartered Accountant.
(b) Should not have incurred loss in more than two years during the last five years and
shall not be under court receivership or under liquidation.
(c) Year-wise list of work carried out during last 5 years as well as list showing the cost
of works in progress.
(d) Proof of work experience in similar field for jobs undertaken in BARC, NPCIL,
CPWD, HWD, NTPC, HPCL, IOL, PSUs, Central Govt. Departments in
successfully completed of following magnitude during the last five years:-
 i) Three similar work each of value not less than Rs.02.36 Lacs. Or
ii) Two similar works each of value not less than Rs.03.94 Lacs. Or
iii) One similar works of value not less than Rs.5.91 Lacs.
For this purpose, ‘cost of work’ shall mean gross value of the completed work
including the cost of material supplied by the Client, but excluding those services
provided at site free of cost.
(e) List of available plant & machinery.
(f) List of technical manpower along with organizational structure.

Similar works means: Supply, Fabrication and installation of MS/Aluminum/Glass

partition in nuclear plant.

Note: Original documents shall be produced for verifications if required.

The tender documents can be purchased from the office of Head, Fuel Reprocessing
Division, Bhabha Atomic Research Centre, North Site, Trombay, Mumbai – 400 085

on any working day between 10.00 hrs. to 16.00 hrs. on payment of amount

mentioned above in cash from January 31st 2011 to February 7th, 2011

3. Tenders are required to be submitted in two separate sealed and super scribed
envelopes containing and indicating the following.

I. First Envelop : Earnest Money Deposit

II. Second Envelop Tender Document

Both these envelops shall then be placed in another sealed envelop and
submitted to the tender inviting authority duly superscripted with the name of the
work and due date

I First Envelope EMD

II Second Envelope Tender Document

It will be obligatory on all tenderers to return tender document along with

drawing at the time of opening the tender whether they are making the bid or
not. Making of photocopies of the tender document and drawings is prohibited.

4. Tenders, will be received up to 15:00 hrs on 14.02.2010 in the office of the Head,
Fuel Reprocessing Division, Bhabha Atomic Research Centre, North Site, Trombay,
Mumbai 400 085 and will be opened on the same day at 15:30 hrs in the presence of
attending tenderer’s. Tenders not accompanied with Earnest Money Deposit are liable
for rejection.

5. Tenders with any condition including conditional rebate shall be rejected. However,
tenders with unconditional rebate will be accepted.

6. The time allowed for carrying out the work will be 04 (four) calendar months to be
reckoned from the 15th day after the date of written order to commence the work or
from the first day of handing over of the site, whichever is later, in accordance with
the phasing, if any, indicated in the tender documents.

7. Tender will be kept valid for 90 (ninety) days from the date of opening the tender.

8. In case the last date of sale and / or the date of receipt and opening of tender is
declared as holiday, the respective date shall be treated as postponed to the next
working day, correspondingly.
9. Tenders are to be on the prescribed form of Bhabha Atomic Research Centre.
Tenderers should quote in figures as well as in words the rates and amounts tendered
by them. The amount for each item should be worked out and the requisite total
given. All corrections shall be attested by the dated initials of the tenderer. The
tenderers not tendering for this work after purchase of the tender documents must be
2
 return the tender documents and drawings to the office of the undersigned within 10
days from the date of tender. However, the cost of tender document will not be
refunded.

10. When a contractor signs a tender in an Indian Language, the total amount tendered
should also be written in the same Language. In the case of illiterate contractors the
rates and the amounts tendered should be attested by a witness.

11. The contractor whose tender is accepted will be required to furnish by way of security
deposit for the due fulfillment of his contract, such sum as will amount to 5% of the
contract value of work. In addition, the contractor shall be required to deposit an
amount equal to 5% of the contract value of the work as Performance Security within
15 days after the date of issuing of letter of acceptance/work order and in any case
before commencement of the work. Performance Security of 5% can also be accepted
in the form of Bank guarantee, fixed deposit receipts of Scheduled bank or in the
form of Government Securities.

The Security Deposit will be collected by deductions @ 10% of the gross amount of
the running bill of the contractors till the sum (along with the sum already deposited
as Earnest Money if EMD is submitted in the form of Demand draft) will amount to
5% of the contract value of work. The Security deposit will also be accepted in the
form of Governments Securities, Fixed deposit Receipts of Scheduled Bank and State
Bank of India. The Security deposit shall be endorsed in favour of the Accounts
Officer, BARC, Trombay.

12. If the successful tenderer, fails to furnish the prescribed performance guarantee on or
before stipulated dates of commencement the President of India or his successors in
office shall without prejudice to any other right or remedy, be at liberty to forfeit the
said earnest money absolutely. Further if the successful tenderer, fails to commence
work within 1/8th of the stipulated time, the President of India or his successors in
office shall without prejudice to any other right or remedy available in law, be at
liberty to forfeit the said earnest money and the performance guarantee absolutely.

13. The acceptance of tender will rest with the Head, Fuel Reprocessing Division,
Bhabha Atomic Research Centre on behalf of President of India, who does not bind
himself to accept the lowest tender and reserves to himself the authority to reject any
or all of the tenders received, without assignment of any reason. All tenders in which
any of the prescribed conditions are not fulfilled or are incomplete in any respect are
liable to be rejected.

14. All rates shall be quoted on the proper form of the tender alone.

15. On acceptance of the tender, the name of the accredited representative(s) of the
contractor who would be responsible for taking instructions from the Engineer-In-
charge shall be communicated to the Engineer-In-charge.

16. Special care should be taken to write the rate in figures as well as in words and the
amounts in figures only, in such a way that interpretation is possible. The total
amount should be written both in figures and in words. In case of figures, the word
“Rs.” should be written before the figure of rupees and word “P” after the decimal
figures e.g. Rs. 1.25 p. and in case of the words the word “Rupees” should proceed
and the word ‘paise’ should be written at the end. Unless the rate is in whole rupees
and followed by the word ‘only’ it should invariably be up to two decimal places.
While quoting the rate in schedule of quantities the word ‘only’ should be written
closely following the amount and it should not be written in the next line.

17. The President of India through Head, Fuel Reprocessing Division, BARC, reserves to
himself the right to accept the whole or only part of the tender and the tenderer shall
be bound to perform the same at the rates quoted.
18. Sales Tax or any other Tax on material in respect of this contract shall be payable by
the contractor and Government will not entertain any claim whatsoever in the respect.
However, any change in the existing taxes and levies or new taxes and levies if
introduced by the Government after the receipt of offer as well as during the currency
of the contract will be duly considered and paid extra, the subject to documentary

3
 proof. For this purpose the tenderer may furnish the details of taxes and levies that
have been considered in the offer and rates assumed thereof.

19. The tender for works shall remain open for acceptance for a period of 90 days from
the date of opening of tenders. If any tenderer withdraws his tender within the validity
period or make any modification in the terms and conditions of the tender which are
not acceptable to the department, then the Government shall without prejudice to any
right or remedy, be at liberty to forfeit 50% (Fifty Percent) of the Earnest Money
absolutely.

20. The tender for the work shall not be witnessed by a contractor or contractors who
himself / themselves has/have tendered for the same work. Failure to observe these
conditions would render tenders of the contractors tendering as well as witnessing the
tender liable to summary rejection.

21. It will be obligatory on the part of the tenderer to sign the tender document for all the
component parts.

22. This Notice Inviting Tender shall form a part of the contract document.

23. Insurance of contractor personnel: Insurance of all contractor personnel working at Plant
site will have to be made by the Contractor at his own cost as per Government rules which
are in force at present and introduced from time to time.

24. The Contractor shall submit a detailed list of similar works carried by them for the
last 5 years including annual turnover and also works in hand (progress) in the
following proforma.

Name Name & Address of Value Completion Position Remarks

of Establishment under of Time as per Work in
work Whom work is being work contract progress
executed
1 2 3 4 5 6

25. Please note the following:

(i) Cheques for Earnest Money Deposit will not be accepted.
(ii) The tenders should be accompanied by Latest Solvency Certificate should of
value not less than 40% of the tender amount.
(iii) EMD amount to be submitted along with the tender document.
(iv) In the case of contractors in the approved list of State PWDs, CPWD or MES
evidence showing the appropriate and eligible class to which they belong shall be
submitted.
(v)Tender forms are not transferable.
(vi) The tender documents will not be sent by post or courier.
(vii)The contractors shall be vetted by the Security section of BARC.
(viii) Police verification certificates are to be obtained for all the labours to be
deployed for this work.

26. Please note that to enter B.A.R.C, photo identity (passport, driving license, voter’s I-
card, I-card issued by the employer etc.,) is a must. Prior confirmation on phone
25597257/1162/3103 shall have to be taken by the bidder so as to arrange for an entry
to BARC.
27. Canvassing in connection with tenders is strictly prohibited and the tenders submitted
by the contractors who resort to canvassing will be liable to rejection.

Head
Fuel Reprocessing Division
Bhabha Atomic Research Centre
For and on behalf of The President of India
Sources of Information:-
www.wikipedia.org
www.ask.com
www.in.com
www.businesstimes.com
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