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Purchase Procedure

 
 
Purchases are made by inviting Public / Global Tenders.
 
 
Tender Advertisement : -
   
A
Advertisement of Tender Notices are published for wide publicity in English News paper in following area.
 
   
i )
Mumbai/Pune/Ahmedabad.
ii )
Delhi/Calcutta.
iii )
Madras.
   
   
B
It is also given in Regional News Papers as below : -
   

Area

Language

Mumbai 
Gujarati
Nagpur
Hindi
Nasik
Marathi
Aurangabad
   
   
C
Tender Document :-
   
It is a standard document and consists of -
i )
Instruction to Tenderers.
ii )
General Terms & Conditions of Tender.
iii )
Special Terms & Conditions
iv )
Schedule of requirement, prices and break up of prices.
v )
Questionnaire to Tenderer.
vi )
Technical Specification, if applicable.
vii )
Price Variation Formula, if applicable.
   
 
D
Following important information is given in Advertisement.
   
i )
Tender No.
ii )
Description of Material.
iii )
Estimated Amount.
iv )
Tender Fee.
v )
Due date & Time (Hrs.) for submission of tender.
vi )
Due date & Time (Hrs.) for opening of tender.
vii )
The aspects like reservation of item for SSI Sector and material requirement with ISI mark are indicated.
 
viii )
The tender documents are supplied in triplicate.
 
The address for issue, receipt and opening of tender is - Office of the Technical Director (Stores)
 
Maharashtra State Electricity Board,
1st floor, Prakashgad, Prof. Kanekar
Marg, Bandra (E), Mumbai - 400 051.
 
 
OPENING OF TENDERS:-
   
i )
The tenders are opened in presence of the representatives of the tenderers and MSEB Officers. The details like prices, delivery period and terms and conditions related to the evaluation of offers such as Excise duty, Sales tax etc. are read out at the item of tender opening.
 
ii )
Annexure "C" regarding acceptance of matching with lowest acceptable rate submitted alongwith officers is read out.
 
   
   
OPENING OF ANNEXURE B "C" (Regarding Matching Rate):-
   
 
Confirmation for acceptance of the order at the lowest acceptable rate in Annexure "C" (forrn enclosed with the tender documents) is required to be submitted in a separate sealed cover duly Superscribing Tender No. and Due date and Time of submission on or before 3 prn on the same date of the next month of tender opening or earlier as prescribed in the tender document when required.
 
 
   
EVALUATION OF TENDERS:-
   
i )
Distribution of Material - The offer not in conformity with standardised terms and conditions of the tender in toto are not evaluated.
 
 
Compliance of qualifying requirements wherever specified is also checked. No correspondence is made with the tenderer about deviations in their offer.
 
ii )
EHV and Generation Material , Post Tender negotiation with tenderers for withdrawal of Technical/ Commercial deviations in offer are permitted without affecting original prices and ranking of tenderers.
 
 
After receipt of technical evaluation report form indenting department the purchase Proposal is prepared and submitted to Competent authority for decision.
 
 
Factory of New Tenderers are inspected by our Inspection Wing.
 
After receipt of decision purchase orders are placed by respective Purchase Groups,
 
 
   
 
IMPORTANT GENERAL TERMS AND CONDITIONS
   
   
11 Earnest Money Deposit:-
   
i )
The Tenderer should pay E.M.D. alongwith Tender.
ii )
The Tendeawithout payment of E.M.D. are summarily rejected unless
   
   
Tenderer is having a valid Permanent Bank Guarantee of Rs. Five Lakh with Central Purchase Agency of the Board
 
   
   
Tenderer is exempted on account of statutory directives as below:
 
All Government and Semi Government Institutions under Government of Maharashtra and Zilla Parishad in Maharashtra and fully owned undertaking of any State Government and Government of India (for the item manufacture4 by such instituions / units)
 
 
SSI Unit permanently registered with the Directorate of Industries, Maharashtra only for the items mentioned in their Permanent Registration Certificate.
 
 
SSI Unit registered with National Small Industries Corporation (NSIC) and Small Industries Services Institute of Government of India only for the items manufactured by them.
 
 
If exempted from payment of E.M.D., Documentary evidence should be produced. New firms should get the B.G. approved from Bank. Guarantee Section before due date of submission of Tender, in prescribed form of the Board.
 
 
E.M.D. should be 3% of the offered value upto Rs. 1,75,000/- and thereafter, 1% of the balance offered value. The maximum E.M.D. payable against the tender shall be limited to Rs. Five lakhs.
 
   
   
Security Deposit: -
     
 
The tenderer should agree for payment of Security Deposit. The supplier shall pay Security Deposit within 15 days from the date of receipt of order at the rate for 10% of the value of the order unless having valid permanent Bank Guarantee of Rs.5 Lakhs with MSEB. For SSI units in Maharashtra Security Deposit applicable is 3% of the order value subject to maximum of Rs. 50000/-. For orders value upto Rs.50000/- in case of by SSI units and Rs.25000/- in case of Register suppliers on the list of Development Commissioner (Industry) and Stores Purchase Officer no security deposit is payable. SSI Units having industries outside of Maharashtra State are not eligible for exemption in Security deposit.
 
   
   
Prices: -
 
The prices should be quoted only on FOR Destination basis for supplies at various places in Maharashtra inclusive excise duty, sales tax, Risk in transit, freight and other charges if any showing the break up.
 
   
   
Validity: -
 
The tenderer should keep the offer valid for acceptance upto and including last date of calendar month, covering the date of completion of 180 days from the date of opening of tender and shall also agree to extend the period of validity required by the Board.
 
   
   
Payment: -
     
 
The tenderer should accept Boards prescribed payment terms of 100% payment within 60 days from the date of receipt of entire lot by A/C payee cheque
 
   
   
Liquidated Damages: -
     
 
Tenderer should accept Board's terms for liquidated damages for late delivery. In case the materials are not delivered within the period stipulated in the order liquidated damages @1/2% per week or part of week on the price subject to a maximum of Cumulative ceiling of 10% on the contract value.
 
   
   
Delivery period: -
     
 
It is mandatory on the part of the tenderer to quote the delivery on the monthly basis. The offer shall be rejected if the commencement period and rate of delivery per month are not indicated by the tenderer. Delivery period is reckoned from the date if issue of Letter of Award.
 
   
   
Sample: -
   
 
Wherever applicable / required as per tender details sample should be submitted with the offer failing offer is rejected.
 
   
   
Post Tender Deviations: -
   
 
In case of EHV and Generation material post Tender negotiation with Tenderers for withdrawal of Technical and Commercial deviations in the offer are permitted without affecting original prices and ranking of the tenderer.
 
   
   
ALERTS
 
   
 
Sr. No.
Tender No.
Changed Items
Changes
1)
    Postponement of due date of   submission and opening    
2)
    Change in Technical   Specification    
3)
    Deleted Items    
4)
    Added Items    
5)
    Short Tender Notice    
6)
    Change in Quantity    
7)
    Cancellation of Tender    
8)
    Prepone of due date of   submission of Annexure"C"    
9)
    Corrigendum    
10)
    Validity extension desired   upto__________  
   
 
PRICE VARIATION: -
 
 
Payment to the suppliers are made as per rates accepted in the order. However, to account for changes in Market conditions, exchange rates in currancies, Basic prices of some metals etc., concept of payment on Price Variation basis has seen accepted by M.S.E.B. for this purpose price variation formula is introduced for some of the items like Oil, Salt, Conductor, Cables, Transformers, Switchgears etc.
 
 
 
Sample P.V. formulae are enclosed in Annexure 'A ' .
i )
Weather proof Cable
ii )
H.T. and L.T. Stay Sets
iii )
G. I. Pins
iv )
XLPE Aluminium Cables
v )
PVC insulated cables
vi )
Power Transformers of rating above 8 MVA for voltages upto and including 245KV
vii )
Auto Transformers above 8 MVA and 245 KV
viii )
Switchgear and Control Gear
ix )
Transformer Oil
   
 
TECHNICAL SPECIFICATIONS: -
   
 
While procuring the material detailed specifications of the items is given seperately alongwith Tender Documents. However, some Guaranteed Technical Specifications in case of some important items are enclosed in Annexure - "B".
 
   
i )
Transformers
ii )
Isolators
iii )
Insulators
iv )
A.C.S.R. Conductor
v )
Item Rates
   
 
  Items purchased by the C.P.A. are requred to be despatched to our Major Stores/Stores Centres spread all over Maharashtra. However in few cases some of the items (400KV material) are directly required to be despatched to sub station/Power Station sites. The stores section is working under Deputy Chief Engineer (Store Management), Dharavi, Mumbai.
 
 
A organisational chart of SM.Wing is shown below. Similarly a list giving details such as Telephone Nos. Telegraphic address,Fax Nos., Officers Name and Designation is also given.
 
 
   
 
 

 

 

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Last Modified: Tuesday, 23-Oct-2007 14:34:18 IST
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