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BHARAT SANCHAR NIGAM LIMITED(A Government of India Enterprise)MANUAL OF PROCUREMENTOFGOODS/EQUIPMENTin BW UNIT(Effective from March 2019)Bharat Sanchar Nigam LimitedBharat Sanchar Bhawan, JanpathNew Delhi - 110001Visit us at: www.bsnl.co.inBSNL Procurement Manual for BW UnitPage 1

INDEX1.PREAMBLE . 5-71.1. Introduction . 51.2.Purchase of goods for purchase up to Rs 25000/- . 61.3.Purchase of goods by Purchase Committee . 61.4.Open/Advertised Tender . 61.5.Limited Tender . 61.6.Bidding System . 71.7Rate Contract .71.8.E-Procurement . 7CHAPTER - 2. 8-112.GUIDELINES FOR USER SECTIONS . 82.1. Role of the User Section . 82.2.Need/ Quantity . 82.4.Estimated Rates . 92.5.Deciding the Eligibility Criteria . 92.6.Guidelines for Framing the Specifications and Technical Requirements. 92.7.Special Instructions to Bidders and Special Conditions of Contract . 102.9.Authorities competent to purchase goods and their Purchase Powers . 112.10. Check-List for Requisition for Procurement of Material . 11CHAPTER - 3. 12-183.BID DOCUMENTS . 123.1. Preparation of Tender Enquiry Document . 123.2.Standard Tender Enquiry Document . 123.3.Section-1–Detailed Notice Inviting Tender (DNIT)& Newspaper NIT. . 133.4.Section-2 – Tender Information . .133.5.Section-3–Scope of work,Tech.Specs./Requirements & SOR .133.6.Section-4 Part A - General Instructions to Bidders(GIB) .143.7.Section-4 Part B - Special Instructions to Bidders (SIB) . 143.8.Section-5 Part A–General (Commercial) Conditions of Contract (GCC) . .163.9.Section-5 B – Special (Commercial) Conditions of Contract (SCC) .163.10. Section 9 – Price Schedule . 17BSNL Procurement Manual for BW UnitPage 2

3.11. Pre-bid clarifications and amendments in the tender document . 17CHAPTER - 4. 19-884.STANDARD TENDER ENQUIRY DOCUMENT . . 20SECTION – 1 Part A - DETAILED NIT . 21SECTION - 2 – TENDER INFORMATION .25SECTION-3 Part A - SCOPE OF WORK . 27SECTION-3 PART B - TECH. SPECS./ REQUIREMENTS .28SECTION-3 PART C - SCHEDULE OF QUANTITIES .29SECTION-4 PARTA - GENERAL INSTRUCTIONS TO BIDDERS (GIB) .30SECTION –4 PART B - SPECIAL INSTRUCTIONS TO BIDDERS . .46SECTION-4 PART C - E-TENDERING INSTRUCTIONS TO BIDDERS .47SECTION-5 PART A - GENERAL (COMMERCIAL) CONDITIONS OFCONTRACT 56SECTION-5 PART B - SPECIAL (COMMERCIAL) CONDITIONS OFCONTRACT . . . .71SECTION-5 PART C - GENERAL CONDITIONS of AMC . . .72SECTION-6 . .73PART A- UNDERTAKING & DECLARATION .73PARTB - NEAR RELATION CERTIFICATE . . . 74SECTION -7 - PROFORMAS . . . . . . 75PART A - BID BOND GUARANTEE . . . . 75PART B - PERFORMANCE GUARANTEE . . .77PART C - LETTER OF AUTHORISATION FOR ATTENDING BID OPENING .79PART D - Model Amendment Letter Intimating Conditions for ExtensionOF DELIVERYPERIOD . . . .80PART E - Model Amendment Letter for Extension of Delivery Period .82SECTION- 8 - BIDDER'S PROFILE AND QUESTIONNAIRE . . 84SECTION-9 . . .86PART-A - BID FORM . . .86PART-B (I) - PRICE SCHEDULE FOR INDIGENOUS EQUIPMENT .88BSNL Procurement Manual for BW UnitPage 3

CHAPTER-5 - BID BOND GUARANTEE OR EARNEST MONEY DEPOSIT(EMD) . .89CHAPTER-6 - OPENING OF BIDS . . 91-94CHAPTER-7 - Scrutiny of Tender . 95CHAPTER-8 - Check list for Requisition of Equipment/Goods before placingpurchase order . . . . .96116CHAPTER-9 - PERFORMANCE BANK GUARANTEE .97CHAPTER-10 - ADVANCE PURCHASE ORDER 101ADVANCE PURCHASE ORDER FORMAT .102CHAPTER-11 PURCHASE ORDER . . .106PURCHASE ORDER FORMAT . . . 107CHAPTER-12 - PRICING AND PRESERVATION OF THE TENDERDOCUMENTS . 111CHAPTER-13 - CONCESSIONS TO MSE UNITS . .112CHAPTER-14 - COPIES OF LETTERS/ CIRCULARS/ ANNEXURES. .113CHAPTER-15- GUIDELINES FOR TAKING ACTION AGAINST VENDORS 125WHO DEFAULTAPPENDIX-1 TO SECTION 4 PART A UNDER CHAPTER 4 forSTANDARD TENDER ENQUIRY DOCUMENT .136-143BSNL Procurement Manual for BW UnitPage 4

CHAPTER – 11. PREAMBLE1.1. Introduction1.1.1. BSNL's aim is to procure the material of the specified quality, at the mostcompetitive rates, in a fair, just and transparent manner. Procurement is animportant activity in BSNL as about 50% of its budget is used forprocurement of materials. Consequent upon corporatization of Departmentof Telecom Services & Department of Telecom Operations into a CorporateEntity i.e. BSNL, a need has been felt to modify the existing procurementprocedure being followed by BSNL Corporate Office as well as by TelecomCircles so as to cut down the procurement time in the present liberalizedtelecom market. This is all the more necessary as BSNL is facing increasingcompetition in all types of services and has to respond quickly forprocurement of materials as well as its utilization so as not only to keep itsmarket share in the emerging telecom scenario but also to expand andacquire new market segments.1.1.2. For Building Works/ Procurement of Services, BSNL BW unit has beenfollowing CPWD Manual and other related documents/guidelines as issuedby BSNL from time to time. However the provisions of this ProcurementManual are meant for procurement of goods only as outlined in Para 1.1.5below.1.1.3. In addition to above, there are items which are procured by BW Unit of BSNLin course of execution of Building Works for BSNL and works (called externalworks) of other government organizations/departments/entities. These re/workstations,Curtains,signage/name plates/logo, horticulture items like plants,turf etc, tower material and part thereof, foundation stone /inauguration stone,flower/bouquet, festoons, construction chemicals, anti-termite chemicals,building materials for completion of balance work, computer & computerperipherals, site equipment / tools etc.1.1.4. This manual contains the detailed procedures, guidelines to be followed byBSNL BW unit to ensure smoother and faster decision making. While theManual aims at providing broad procedures for procurement of goods, thedecision regarding the competent authority should be taken on the basis ofSchedule of Delegation of Administrative and Financial Powers issued byCorporate Office. For purchase of goods by a purchase committee, whereverapplicable, the procedure shall be as defined in defined below.1.1.5. With the formation of BSNL as a corporate entity in a Liberalized TelecomMarket where BSNL has to compete with a large number of competitors, it isimperative for BSNL to serve in the competitive environment. For such ascenario, it is essential not only to see the cost of materials being procuredbut also the time required for its procurement as well as successfulBSNL Procurement Manual for BW UnitPage 5

implementation so as to make its presence felt among various competitors.Thus, not only the cost and time factor is required to be taken intoconsideration but at the same time the cost of opportunity lost due to longgestation period of procurement and implementation is also to be taken intoconsideration i.e., the business opportunity is also one of the most importantfactors for implementation of any such venture/project. Hence, under suchcircumstances, it is essential to take an overall view for cost of material, timefor procurement, method of procurement as well as business opportunity forany such venture/project. In such a situation, the Management Committee /BSNL Board may decide the methodology to be adopted for suchprocurement taking into consideration cost, time as well as businessopportunities as situation warrants. Following methodologies can be adopted:1.2.Purchase of goods for purchases worth up to Rs 25,000/In a situation where the requirement is of an immediate nature and absolutelyessential in the interest of work, purchase up to Rs 25,000/- (Rs twenty fivethousand only) on each occasion may be made as per Rule 154 of GFR2017.Purchase may be made at SDE (C) level. However EE(C) shall becompetent authority to decide the urgency, in writing.1.3.Purchase of goods by purchase committeefor purchases worth aboveRs 25,000/- and upto Rs 2,50,000/Purchase of goods costing above Rs 25,000/- and up to Rs 2,50,000/- oneach occasion as per Rule 155 of GFR 2017 may be made on therecommendation of a duly constituted Local Purchase Committee consistingof three members of appropriate level as decided by the competent authorityi.e. SE (C).Generally committee shall consist of EE (C) concerned, AGM orequivalent nominated by User Section and FO to CE (C).Therecommendations of the committee shall be approved by SE (C) andpurchase be made by EE (C) concerned thereafter.1.4.Open/Advertised TenderThis mode may be used for procurement of goods estimated to cost Rs 2.5Lakhs and above as per Rule 161 of GFR 2017.However this mode may beadopted for goods estimated to cost below Rs 2.5 Lakhs also.Limited TenderThis mode as per Rule 162 of GFR 2017 is generally to be adopted forprocurement of goods estimated to cost upto Rs 25 Lakhs. The tenderdocuments are issued to only those suppliers/vendors which are registeredwith BSNL.The BSNL BW unit shall register suppliers/vendors in a fair andtransparent manner for a fixed period (between one to three years).1.5.BSNL Procurement Manual for BW UnitPage 6

1.6.Bidding SystemFor the purpose of Clause 1.4 and 1.5 above, following systems of biddingmay be adoptedi) Single stage single envelope systemThis may be followed where qualitative requirements and technicalspecifications are clear, capability of source of supply is not critical andvalue of procurement is low to moderate. In this system eligibility details,technical/commercial and financial quote/details are submitted togetherin same envelopeii) Single stage two envelope systemIn case of technically complex requirements and capability of source ofsupply is not crucial and value of procurement is not low, this system maybe followed. The first envelope should contain eligibility, technical andperformance aspects, commercial terms and conditions and biddocument and instruments of cost of bid document and Earnest moneydeposit (EMD) sought in the tender. The second envelope should containfinancial/price quote along with other financial details. Both the envelopes,duly sealed, should be placed in third outer sealed envelope. The firstenvelope containing techno-commercial bid shall be opened first. Thesecond envelope containing financial bid of only those bidders shall beopened which qualify after evaluation of techno-commercial bid.1.7.Rate Contract RouteCertain routine items/ services of mass consumption and recurring natureare required in the organization, but their precise quantity may not be known.In such cases, the rate contract (RC) route of procurement may be adoptedvalid for a specific period not exceeding a year. BSNL should have own ratecontracts and should not depend on other agencies for this purpose.1.8.E-ProcurementProcurement through e-procurement and e-tendering should be encouraged.E-Tendering is the carrying out of the tendering process through the Internet,using e-tendering software applications. This promotes competition for thetender, and provides a process that is efficient for both the buyer andsuppliers and a selection process that is transparent to bidders. The processresults in a host of tangible and intangible benefits to both parties. The ERPproject is being implemented and this would provide a platform for eprocurement in BSNL. Meanwhile a set of instructions in this regard has beenbrought out in Section-4 part C under Chapter 4 of the Manual. It has beendecided to process the Procurement cases of amount of Rs Two lakhs andabove through e-tendering method.***BSNL Procurement Manual for BW UnitPage 7

CHAPTER – 22. GUIDELINES FOR USER SECTIONS2.1. Role of the User Section2.1.1. The User Section (i.e. the Unit that has raised the requisition e.g. Planning/Operations/ Marketing/ Administration/ any other unit) is primarilyresponsible for providing details in respect of technical and functionalrequirement and quantity along with broad specifications or other uniquefunctional requirements.2.1.2. Delay in finalization of tenders often leads to delay in project completion.Often, the delay could be avoided if the tender conditions and requirementsare framed meticulously. Some of the common reasons for delays arementioned below: The eligibility conditions being too restrictive, the unsuccessful biddercomplains/ goes into litigation. The technical requirements are too idealistic and many bidders areunable to meet some or the other requirement. This leads to loading/rejection/ relaxation and hence associated delays. Contradictory clauses in the bid document. The technical requirement getting amended during pre-bid clarificationleading to ambiguity. As a result, the loading, etc. is challenged bybidders.2.1.3. In this chapter, broad guidelines are provided which should be kept in viewbefore floating a tender enquiry. The correct decision will continue to dependon experience and good judgment of the concerned sections.2.2. Need/ Quantity2.2.1. The starting point of the procurement process for any item is estimation orforecast of its requirements to be reflected in the tender documents. Theprice of the item has a bearing on the quantity being tendered for example,higher the quantity, more the chances of price being lower for the same item.2.2.2. Provisioning is the basis for any purchase. Excessive provisioning withouttaking into consideration the important aspects like available stock,outstanding dues/supplies, past consumption pattern and the average life ofthe equipment/ item etc. results in infructuous expenditure both in term ofprocurement cost and the inventory carrying cost. The projection andprovisioning must be judicious and justified depending on various factorsincluding usage pattern. One time purchase for project or capital equipment/spares should be properly justified taking into account the obsolescencefactor, etc.BSNL Procurement Manual for BW UnitPage 8

2.3. Estimated Rates2.3.1. Estimated rates are often worked out in an adhoc, unprofessional andperfunctory manner. As estimated rate is a vital element in establishing thereasonableness of prices, it is important that the same is worked out in arealistic and objective manner on the basis of prevailing market rates, lastpurchase prices, economic indices for the raw material/ labour, other inputcosts and assessment based on intrinsic value of the item etc. If possibleand required a detailed analysis may be done to arrive at reasonably realisticestimated rates.2.3.2. The estimated rates should be worked out while keeping in view the aboveon case-to-case basis and should be vetted by finance wing before issue ofNIT.2.4. Deciding the Eligibility Criteria2.4.1. Credentials, manufacturing capability, quality control systems, pastperformance for the goods in question, facility for after-sales service,financial background etc. of the supplier(s) may be considered while framingthe eligibility conditions.2.4.2. In case there is a change in the eligibility conditions with reference to the lastsuccessful procurement of same item, or if the good is being procured forthe first time, then before issue of NIT it should be checked that sufficientbidders would meet the eligibility criteria. A vendor conference, before issueof NIT, with established suppliers, may be held, if required.2.4.3 The eligible Micro & Small Enterprises (MSEs) shall be given the preferencesas detailed in Chapter 13.2.4.4 Requirement for minimum financial turn over CriteriaThe prequalification criteria in respect of minimum annual financial turnoverof a bidder should be kept in such a way as to facilitate the participation ofmore bidders. It should neither be very stringent nor too lax. It should bedecided by the competent authority in terms of delegated powers on case tocase basis.2.4.5 Requirement for experience criteriaThe prequalification criteria in respect of experience of the bidder in respectof having performed similar works should also be part of eligibility.The criteriaregarding satisfactory performance of goods supplied or satisfactoryexecution of works etc. may be incorporated according to BSNL guidelines.2.5.2.5.1.Guidelines for Framing the Specifications and Technical RequirementsThe specification of the required good should be framed in such a mannerthat it attracts sufficient number of bidders. The specification, whilemaintaining the essential requirement of the user department, should not betoo restrictive or too lenient. Efforts should also be made to use standardspecifications which are widely known to the industry.BSNL Procurement Manual for BW UnitPage 9

2.5.2.The specifications in terms of quality, type etc., as also quantity of goods tobe procured, should be clearly spelt out keeping in view the specific needsof the user sections. The specifications so worked out should meet the basicneeds of the organization without including superfluous and non-essentialfeatures, which may result in unwarranted expenditure. Care should also betaken to avoid purchasing quantities in excess of requirement to avoidunnecessary inventory carrying costs.2.5.3. Specifications should call for new unused goods.2.5.4. Specifications shall aim at the latest proven materials &technology andprocurement of obsolete goods/ shall not be made.2.5.5. Specifications should have emphasis on factors like efficiency, suitability visa vis technical & functional requirements, use of environmental friendlymaterials, low maintenance cost etc.2.5.6. The specifications should also take care of the country’s mandatory andstatutory regulations, if any, applicable for the goods to be purchased.2.5.7. Except in case of proprietary purchase from a selected single source, thespecification must not contain any brand name, make or catalogu

BHARAT SANCHAR NIGAM LIMITED (A Government of India Enterprise) MANUAL OF PROCUREMENT OF GOODS/EQUIPMENT in BW UNIT (Effective from March 2019) Bharat Sanchar Nigam Limited Bharat Sanchar Bhawa

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