Government of Himachal Pradesh Directorate of Industries

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.

2 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.

3 Directionsandguidanceonbestpracticesinth eformofdetailedinstructionsandguidelines forprocurementsofgoods& , ,Rulesshallbepurchasedbytherespectivedep artmentsthroughtheirrespectiveDepartment alStandingPurchaseCommitteeswhichshallbe constitutedwiththe priorapprovalofthe FinanceDepartment, ,HPwill ,importedmachineryandequipmentandallothe rstoresavailableex-stockinIndiashallbema dethroughtheStoresDepartmentorStandingPu rchaseCommittee, theStorePurchaseOrganisationforarranging supplywithinthecurrentfinancialyearasito rdinarilytakes6 i t ,theyshouldconformtoISIC odeofspecificationdeterminedbytheStateGo vernment, , shallbemadewhenthesamestoresarerequireda gainbutinnocaseshallaparticularmakeorbra ndbeinsistedupon, (i)TheHeadsofDepartmentsshallconsolidate theirnormalandrecurringrequirementsofsto resasdefinedin annexureI,andplaceindentsontheController ofStores, ,directindentsfromsubordinateofficers,as nominatedbyHeadsofDepartmentsfromtimetot ime,shallbeentertainedbytheControllerofS tores.

4 (ii)Whileplacingtheindents, , , limitedTenders (i) Indiaoraccreditedagentswhoselistsaresent bytheindentingofficer, snoticethatthepowerisreservedtorejectany orallthetendersreceived, correctionsinthetenderandnon-compliancew iththisconditionwillrenderthetendersliab letorejection.(ii)Theadvertisementshallb e issuedand , ) ,however,foremergentdemandsmaybeissuedby theControllerofStoresfromtimetotime.(iv) Aperiodof3weeksfromthedateofpublications hallbegivenforthereceiptoftenders, thecompetentauthoritytodecidethenatureof urgentdemand.(v)Thetendersreceivedinmanu alformshallbecollectedinalockedboxtobeop enedonthedayfixedforthepurposeandintheca seofe-tenderingbids/tendersshallbereceiv edinconcernedorganization swebportal.

5 (vi)Thetendershallbeopenedbyapanelof3 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.

6 (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.

7 (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.

8 (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.

9 (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.

10 (3)TheControllerofStores/PublicProcureme ntEntityshallalsopostthecompletetenderdo cumentsinitswebsiteandpermit suchadownloadedtenderdocumentsarepriced, thereshallbeclearinstructionsforthebidde r topaytheamountalongwiththebid.(4) , ,Ifthedemandhappenstobevery urgent,theauthoritynextabovetheindenting officer,maybeconsultedbeforerejection,an difthatauthorityrecommendsthatthepurchas ebeeffectedonthebasisofthe numberoftendersreceivedandcertifiesthatt heratesintender,proposedtobeaccepted,are reasonable,suitableactionshallbetakenint heStoresDepartmentafterreferringthematte rtotheauthoritynextabovethatordinarilyco mpetenttosanctionpurchase.