Government of Himachal Pradesh Directorate of …

1 GovernmentofHimachalPradeshDirectorateof Industries StorePurchaseOrganization (Misc)F(6-10)4/80-111 Dated, A(3)5/2005dated12-08-2009 issuedbythePrincipalSecretary(Finance)ha snotifiedHimachalPradeshFinancialRules, ,inexerciseofthepowersvestedinmeunderRul e192ofHPFR,2009andinconsultationwiththeG ovt., theDepartment/Boards/ (Appendix10toHPFR,1971 Vol-II) , (Misc)F(6-10)4 (Industries) totheGovernmentofHimachalPradesh, (F)2-4 ,DistrictIndustriesCentres/Membersecreta ries, , , , , ProcedureandRulesforthepurchaseofStoresb yallDepartmentsandoffices ofGovernmentofHimachalPradesh. The StateGovernmentwhilemakingitmandatoryfor alltheprocurementagenciesundertheGovernm enttofollowthetenderingprocessinpublicpr ocurement, thatthereisa needforstandardprocurementproceduresuppo rtedbytheprocurementreformssuchase-Gover nment Procurement(e-GP)soastorendertheprocesso fprocurementofgoods, , ,2009thedetailedinstructionsandguideline sforprocurementofgoodsand Department/Corporations/Boards/Autonomou sBodiesandOtherPublicSectorUndertakingss pendasizeableamountofits a d efollowingau n i f o r m,systematic,efficientandcosteffectivepr ocedure, ,fairness oc ed ur esmustconformtoexemplarynormsofbestpract icestoensureefficiency, achievewhathasseenstatedintheaboveparagr aph,itisessentialthatthepurchaseofficial sbeprovidedwithalltherequiredrules,regul ations,instructions,directionsandguidanc eonbestpracticesintheformofdetailedinstr uctionsandguidelinesforprocurementsofgoo ds& , ,Rulesshallbepurchasedbytherespectivedep artmentsthroughtheirrespectiveDepartment alStandingPurchaseCommitteeswhichshallbe constitutedwiththe priorapprovalofthe FinanceDepartment, ,HPwill.

2 Importedmachineryandequipmentandallother storesavailableex-stockinIndiashallbemad ethroughtheStoresDepartmentorStandingPur chaseCommittee, theStorePurchaseOrganisationforarranging supplywithinthecurrentfinancialyearasito rdinarilytakes6 i t ,theyshouldconformtoISIC odeofspecificationdeterminedbytheStateGo vernment, , shallbemadewhenthesamestoresarerequireda gainbutinnocaseshallaparticularmakeorbra ndbeinsistedupon, (i)TheHeadsofDepartmentsshallconsolidate theirnormalandrecurringrequirementsofsto resasdefinedin annexureI,andplaceindentsontheController ofStores, ,directindentsfromsubordinateofficers,as nominatedbyHeadsofDepartmentsfromtimetot ime,shallbeentertainedbytheControllerofS tores.(ii)Whileplacingtheindents, , , limitedTenders (i) Indiaoraccreditedagentswhoselistsaresent bytheindentingofficer, snoticethatthepowerisreservedtorejectany orallthetendersreceived, correctionsinthetenderandnon-compliancew iththisconditionwillrenderthetendersliab letorejection.

3 (ii)Theadvertisementshallbe issuedand , ) ,however,foremergentdemandsmaybeissuedby theControllerofStoresfromtimetotime.(iv) Aperiodof3weeksfromthedateofpublications hallbegivenforthereceiptoftenders, thecompetentauthoritytodecidethenatureof urgentdemand.(v)Thetendersreceivedinmanu alformshallbecollectedinalockedboxtobeop enedonthedayfixedforthepurposeandintheca seofe-tenderingbids/tendersshallbereceiv edinconcernedorganization swebportal.(vi)Thetendershallbeopenedbya panelof3 Gazettedofficers, ,atleastafortnightinadvancetoenablehimto deputehisnominee.(vii)Thetendersreceived tillthefixedtimeanddatewillbeopenedbythe panelofofficers,whoshallsignallsheetsint hetenderformswhereratesaregivenandinthep resenceofsuchtendererswhomaybepresentatt heopening.(viii)Allalterationsorcuttings inthetendersshallbeinitialledbythepanelo fofficers.(ix) , :-(i)Thetendersshallbesubmittedinasealed cover,dulysuperscribedgivingtheserialnum berofthetenderandthedateofopeningand addressedtotheControllerofStores,Himacha lPradesh;4(ii) ;(iii)Theenvelopesshallbemarkedas TECHNICALBID AND FINANCIALBID inboldandlegibleletterstoavoidanyconfusi on;(iv)Initially,onlytheenvelopemarked:T ECHNICALBID bidshallbeconveyedinbidopeningsession.

4 (v)Theenvelopemarkedas FINANCIALBID shallberetainedinthecustodyWithoutbeingo pened;(vi)TheTECHNICALBID shallbeevaluatedinamannerprescribedinadv ance,withoutreferencetothepriceandreject anyproposal/bidwhichdoesnotconformtothes pecifiedtechnicalcriteria;(vii)Themandat oryandnon-mandatorydocumentsshouldspecif icallybementionedinthetenderdocument;(vi ii)Duringthetechnicalevaluationnoamendme ntsinthetechnicalproposalshallbepermitte d;(ix)TheFINANCIALBID shallbeopenedpubliclyatatime,dateandvenu eannouncedandcommunicatedtothetechnicall yqualifiedbiddersinadvance;(x)Aftertheev aluationandapprovalofthetechnicalproposa l,the FINANCIALBID withinthebidvalidityperiod, ;(xi) ,acomparativestatementofratesshallbeprep aredandinthecaseife- (i)Dueconsiderationshallbegiventotheview sofIndentingOfficerandwhenitisnotpropose dtoacceptsuchrecommendations, )Whenitisnecessarytoaccepttendersotherth anthelowest,Tenderscrutinycommitteescrut inizingthetendersshallrecordinwritingthe reasonsforacceptingthetendersotherthanth elowest.

5 (iii)IntheStoresDepartmentsuchpowersfora cceptanceoftendersasmaybeapprovedbyGover nmentfromtime totime,shallbe exercisedandabovethelimitssoprescribed,p riorapprovalofGovernment,intheIndustries Departmentshallbeobtained, (i)Theamountofearnestmoneyshallbedeposit edbythetendererwiththeirtenders, ,000 ,000 ,000 ,50,000 ,00,000/-Note; (iii) ,asandwhenthenameofafirmisincludedinthea pprovedlistofcontractorsanditdepositsthe appropriatepermanentearnestmoney, ,whicharealsoregisteredwiththeStateStore PurchaseOrganisation, (ii)Whenbigfirmsdonotcomplywiththisrequi rementorcertifythattheyhavealreadydeposi tedthesecuritywiththeDirectorGeneralofSu ppliesandDisposalsorareregisteredwiththe department,thequestionofforegoing theearnestmoney ) ,000thetenderersshallnotordinarilyberequ iredtofurnishearnestmoneyiftheauthorityi nvitingthequotationsissatisfiedastothefi nancialpositionofthefirm.

6 (iv)The localregisteredenterpriseswhicharealso registeredwith andberegulatedinthefollowingmanner, ,000 ,000 ,000 ,00,000 ,00,000 , tendernoticesandpurchasesmadedirectfromt hemanufacturersortheiraccreditedagents, ,however, ,butwhereitisdeemednecessary,inviewofthe ratesquotedwithintimebeinghighorotherwis enotacceptable, (1)Wherethesuppliersarerequiredtoquoteon theprescribedtenderform,thefollowingtend erfeeisfixed:-EstimatedvalueoftheorderCo stoftender(i)UptoRs ) (iii) (2)Theseshallbeavailableforsaleatthefoll owingplacesoranyotherplacewhichmaybenoti fiedfromtimetotime:-a)attheofficeoftheCo ntrollerofStores, )attheofficeoftheGeneralManager,District IndustriesCentresinHimachalPradesh,Deput yDirectorofIndustries,Singlewindowcleara nceagencies,(SWCA),Baddi, , )HimachalPradeshPavilionPragatiMaidan, themontheproductionofattestedcopyofvalid registrationcertificate.

7 (3) (a) ,theauthoritynextabovetheindentingoffice r,maybeconsultedbeforerejection,andiftha tauthorityrecommendsthatthepurchasebeeff ectedonthebasisofthenumberoftendersrecei vedandcertifiesthattheratesintender,prop osedtobeaccepted,are reasonable,suitableactionshallbetakenint heStoresDepartmentafterreferringthematte rtotheauthoritynextabovethatordinarilyco mpetent (b)AdvertisedTenderSystem:-(1) (tenlacsrupees)andaboveorsuchlimitasmay (2)TheControllerofStores/PublicProcureme ntEntityhavingitswebsiteshallalsopublish allitsadvertisedtenderenquiriesonthewebs iteandprovidealinkwithwebsite.(3)TheCont rollerofStores/PublicProcurementEntitysh allalsopostthecompletetenderdocumentsini tswebsiteandpermit suchadownloadedtenderdocumentsarepriced, thereshallbeclearinstructionsforthebidde r topaytheamountalongwiththebid.(4) , ,Ifthedemandhappenstobevery urgent,theauthoritynextabovetheindenting officer,maybeconsultedbeforerejection,an difthatauthorityrecommendsthatthepurchas ebeeffectedonthebasisofthe numberoftendersreceivedandcertifiesthatt heratesintender,proposedtobeaccepted,are reasonable,suitableactionshallbetakenint heStoresDepartmentafterreferringthematte rtotheauthoritynextabovethatordinarilyco mpetenttosanctionpurchase.

8 (5)Ifafterthetechnicalscrutinyoftender,o nlyoneortwofirmsqualifyforfinancialbid, ,8ratecontract/ (c) obtainingtendersfromonefirmincaseofartic lesofproprietarynatureavailablefromoneso urce:-Articlesofproprietarynatureshallbe purchasedaccordingtofinancialpowersdeleg atedtoofficers,afterobtaining, (d) (e)BynegotiationwithGovernmentInstitutio nsorGovernmentownedCorporations:-Purchas escanbeaffectedbynegotiationsfromGovernm entInstitutionsorGovernmentownedCorporat ionsbytheStoresDepartmentinexerciseofpow ersthatmaybedelegatedtoofficersof thatdepartmentbythecompetentauthority, ,corporationsandboardswhicharenotmanufac turedbyMicro&smallscaleindustrieswithint hePradeshmay (f)Bynegotiationwithprivatepartiesincase ofemergencies:-Thissystemshouldbeadopted verysparinglyinemergencies,andwhenitbeco mesnecessaryto doso,theattentionoftheauthoritynextabove theauthorityordinarilycompetent,bothinth eindentingdepartmentandintheStoresDepart ment, bedelegatedtoofficersofStoresDepartmentf romtimetotime, (g)BypurchaseCommitteeapprovedbyGovernme ntfromtimetotime:-Whereitisnotpossibleto obtaincompetitivetendersorquotationsorto laydowncomprehensiveandcompletespecifica tions, (h) ,atthetimeofconstitutionofthesecommittee s, :-(i)Purchasesaremadeaccordingtotheinstr uctions&guidelinesoftheStorePurchaseOrga nisationhereinandpolicyoftheGovernmentas inforcefromtimetotime.

9 (ii)Whilemakingpurchases, ,intime, (i)Byobtainingnoobjection/non-availabili tycertificate:- ,000/-peritemannually , (J)Byplacingdirectorderagainstratecontra ct.(i)theStorePurchaseOrganisationwill,t otheextentpossible, ,Governmentbodiesetc.,andthereisnorateco ntractbytheControllerofStores.(ii) :-ApprovalofGovernmentintheIndustriesDep artment,whoseauthorityshallbefinalshallb eobtainedincaseswheretheamountinvolvedex ceedsthatforwhichpowershavebeendelegated toofficersoftheStoresDepartment, :-Afterexhaustingallsourcesofsupplies, (irrespectiveofcost), , ,thearticlesmaybepurchasedfromothersourc es,andiftheratebehigher, contractforthesupply , (i)(1)PurchasePreference:Purchaseprefere ncemeansthepreferencetolocalMicroandSmal lScaleunitsinwhichwhileplacingorderspurc hasepreferenceshallbegiventolocalmanufac turersandatleast25%ofthe totalordersshallbeplacedwiththemonlowest approvedrates, (i)(1) ,whereitisnotpossibletoprocureatleast25% fromthelocalmanufacturers, (i)(2)ParallelRateContract.

10 Aparallelratecontractisacontractenteredi nto with theoneor morelocalm a n u f a c t u r i n gunit(s),onthelowestapprovedrates, whoseproductsfulfilthetechnicalrequireme nts laid downunderfollowingc o n d i t i o n s:-a)Ifthel oc a lunit(s)hadp a r t i c i p a t e d i n t h e o r i g i n a l t e n d e r a n d w a s f o u n d t o b et e c h n i c a l l yq u a l i f i e d ,w i t h o u t p r i o r a p p r o v a l of t h eG o v e r n m e n t.(b)Iftheunit(s) had not taken partintheoriginalt e n d e r,havingcomeintoproductionafterthetender wasopened,onlywiththepriorapprovaloftheG overnment.(c)Ifthe local unit(s) start manufacturing concerned items after opening of thetenders, such unit(s) canb econsideredfortheawardofparallel ratecontractwiththepriorapprovaloftheGov ernmentand also after the samples of the item(s) are approved by theController of )InthecaseofISIproducts,iftheunit(s)whic hhavetakenpartinthetenderwasnotinpossess ionoftheISIcertificateatthetimeofopening oftenders, Controller of Stores reserves the right to make offer of parallel rate contract underclauses a) to d) above to only those local unit(s) whose quoted ratesfall within 15% of thelowest quoted (ii)(a)AllGovernmentDepartments,autonomo usBodies,GovernmentCorporations,Boardset c.