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Tele : 23019646 Policy No 03/2016
E2 Works (PPC) Sub Dte Dte of Works, E-in-C's Branch Integrated HQ of MoD (Army) Kashmir House, Rajaji Marg, New Delhi — 110011
A/37696/12-158/Pol/E2W(PPC) 3 I Mar 16
List `A'& 'B'
SOP FOR E-PROCUREMENT
1. Reference Government of India, Ministry of Finance Office Memorandum No 10/3/2012-PPC dated 30 Mar 12 and 09 Jan 14.
2. SOP on e-procurement is enclosed herewith.
3. This is for your information and necessary action.
pito-1-J
(KK l'epswal) Brig DDGVV (PPC & Est) For E-in-C
Enclosure : As above.
Copy to:-
QMG's Branch / DG LWE
HQ of MoD (Navy) / Dte of Wks 'A' Block, New Delhi.
IHQ of MoD (Air Force) / Dte of Wks VayuBhawan, Rafi Marg New Delhi — 110106.
I-IQ IDS / Works Dte
HQ SFC
DAT':
tc)y
bfri4e4 GS;{J
HD Cik
Coast Guard HQ National Stadium Complex New Delhi — 110001.
GS Branch / DG FP
QMG's Branch / ADGTE
HQ CME PUNE
Faculty of Construction Management, CME Pune
Internal
ADG ESP E2W (Army/TC) E2W (Navy)
E2W (Air) E2W (Des) E2W (Est)
E4 (Utility) E5 (Budget) E6 (Arch)
E8Contracts)
/AU- tomation Cell For uploading on MES website.
Fir•ST DAK/AUTOMATIO!,,i
voAOok.. h92tcm e,(0-- 031ArAlic K■e_,<C \04,0 \j
3
Enclosure (Refer Para 2 of E-in-C's Branch letter No A/37696/12-158/Pol/E2W (PPC) dated3 I Mar 16)
SOP FOR E-PROCUREMENT
1 Introduction.
(a) As per the Office Memorandum (OM) No 10/3/2012/PPC dated 30 Mar 12 issued by Department of Expenditure to all Ministries/ Departments of Central Government need to commence e-procurement.
(b) All procurement with estimated value of Z 5 lakh and above will be compulsorily processed through e-procurement wef 01 Apr 15 and further down to Z 2 lakh wef 01 Apr 16.
(c) Commencement of e-procurement in any organisation is a simple or straight forward process and does not require any technocrat or IT wizard.
(d) For facilitating e-procurement, portal for MES has already been created by NIC and the portal is http\\www.eprocuremes.gov.in (MES portal).
(e) The present version of the software on MES portal uses only the e-tendering module. The bidder management is addressed to a limited extent. The rest of the modules to cater for other aspects to procurement will be incorporated when the system matures.
(f) In present scenario, it has been decided that e-tendering module will be used for supply and procurement to avoid any further delay in implementation of e-procurement.
(g) This SOP for e-procurement is to help the formations/ units, who embark on the information highway to procure goods and services through e-procurement.
(h) The term tender in this SOP will cover quotation/ job order/ supply order.
2. Digital Identity Feature. The migration of procurement process from physical to online has resulted in establishing the digital identify of the buyers and sellers on e-procurement system; some of the important aspects of the online identity are explained below: -
(a) User ID. In order to access the e-procurement system, every user is required to provide two-stage authentication. The first authentication is based on a user name and password and second is based on Digital Signature Certificate (DSC). The user name and password provided by the Nodal Officer for official users. The vendors are required to register themselves with the CPP portal and
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create their user ID themselves. The user name is non-transferable and each user is provided with a unique user name.
(b) Digital Signature Certificate (DSC). The DSCs are an integral part of the e-procurement process. They have to be used by both government official as well as bidders, to ensure the security of the transactions, authentication of the users of the system and digital signing of the documents published in the e-procurement site at various point of time. DSCs are legal requirement as per Indian IT Act. DSCs are non-transferable and each user is responsible for its safe custody. The DSC once associated with a user ID cannot be associated with any other user ID in the system.
3. Hardware and Software Requirement for e-procurement.
(a) Provision of computer system with standard configuration.
(b) Printer and scanner.
(c) Windows XP or higher Operating System.
(d) Microsoft office with MS-excel.
(e) A utility to create pdf file.
(f) Internet connection.
(g) Java version as specified on NIC site.
4. Pre-requisite for Government Officials for using MES Portal of e-procurement.
(a) Acquire DSC. To carryout e-procurement, the authorised users of the user organisation will be required to obtain valid DSC. DSC for departmental users will be obtained from certifying agency of NIC (NICCA) which is authorised by CCA (Controller of Certifying Authority) of Government of India (Gol). Payment for DSC for department users will be borne by the department from Miscellaneous Minor Head 800 Sub Head 565/19. Some of the certifying agencies from where DSC can be acquired by department users are as under: -
(i) NICCA.
(ii) TCS.
(iii) SIFY
(iv) I ncode.
(v) E-mudra.
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(b) Details of DSC to be acquired by department users are as under: -
(i) Class of DSC Minimum Class II.
(ii) Type of Certificate - With Organisation name.
(iii) Category Signing and Encryption.
(iv) Validity Two years from date of issue.
(c) Selection/ Nomination of Nodal Officer. NIC has already created Nodal Officers for MES at different level for e-tendering. In present scenario, same Nodal Officers will be responsible for creation of departmental users for job order/ supply order. Proposals have been received from various formations/ units to nominate separate Nodal Officer to avoid any interference between tendering and quotation process, which should be implemented after creation of separate tree for e-procurement parallel to the e-tendering on e-procurement site in consultation with NIC.
(d) Organisational Hierarchy for Mapping on the CPP Portal.
(i) NIC has already created organisational structure/ hierarchy for MES as under: -
(aa) Level 0 - Ministry of Defence.
(ab) Level 1 - E-in-C's Branch
(ac) Level 2 - CE Command & CE Zone
(ad) Level 3 - CWE/ GE/ AGE (I)
(ii) There are designated Nodal Officers for each level upto Level 2. Level 3 are users unit for which their Nodal Officer is CE Zone who will authorise/ create users within the organisation for various role of e-procurement as under: -
(aa) Tender Creator (Procurement Officer Administrator).
(ab) Tender Publisher (Procurement Officer Publisher).
(ac) Bid Opener/ Opening Officer (Procurement Officer Opener).
(ad) Bid Evaluator (Procurement Officer Evaluator).
(iii) The various roles defined for e-procurement are: -
(aa) Tender Creator. Tender Creator will be responsible for filling up and uploading the details of a tender enquiry/ corrigenda/
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award of contract. He will also be responsible for timely and accurate creation of tender on MES portal with his DSC. Tender creator will be any officer/ JCO/ NCO/ clerk who can type vital details of a tender on internet, thereby, creating a tender online. He will be from the section calling for quotations for various purchases.
(ab) Tender Publisher. Tender Publisher will be responsible for publishing the tender enquiry/ corrigenda/ award of contract created by the tender creator. Tender Publisher will be responsible for timely publishing after due scrutiny of created items on MES portal with his DSC. It will be responsibility of the Tender Publisher to conclude the published tender to its logical end ie either 'Award of Contract' or 'Cancellation of Contract' or 'Retender' within the original bid validity period. Tender Publisher will be Section Head of the section calling for quotation for various purchases, he will check tender created by tender creator, edit and allow its visibility on internet, thereby, publishing it. It required more than one publisher can be created at one level in the absence of section head.
(ac) Bid Opener. Bid Opener will be authorised to decrypt and download the bids received from the bidders. He will also be responsible for decryption and opening of tender on pre-scheduled date and time, on MES portal with his DSC. Bid Opener will be any officer of MES formation/ unit other than officers of section responsible for quotation.
(ad) Bid Evaluator. The role of Bid Evaluator will be assigned to anyone member of Tender Evaluation Committee headed by the Accepting Officer (AO) from the tender inviting office. The Bid Evaluator will upload the decision of the Tender Evaluation Committee at various stages in the MES portal. Bid Evaluator will be responsible for timely and accurate evaluation of tender on the MES portal in compliance with the decision of Tender Evaluation Committee with his DSC. Bid Evaluator will be Section Head of the section calling for quotation or AO as decided by AO.
(e) Procedures for Assigning Role of User by Nodal Officer.
(i) The users, after obtaining DSC, will forward a user application form (as per Appendix 'A' enclosed) to Nodal Officer giving their email ID and mobile number along with other information as per Appendix 'A'.
(ii) Nodal Officer will create the above users and will assign role on MES portal during creation of user accounts, the password will be automatically emailed to the respective authorised users in their email ID and mobile number.
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(iii) Nodal Officer can assign more than one role to one person.
(iv) Nodal Officer cannot perform any of the above roles.
(f) Mapping of DSC. After creation of user profile by Nodal Officer, the user will be automatically mapped, whenever user will login for the first time on MES portal using DSC. After mapping, all users will be able to deliver their role on the MES portal.
5. Pre-requisite for Bidders for using MES Portal of e-procurement.
(a) Acquire DSC. The bidders will obtain the DSC from any certifying agency which is authorised by CCA of Gol. Some of the certifying agencies from where DSC can be acquired by bidders are as under: -
(i) TCS.
(ii) SIFY.
(iii) Incode.
(iv) E-mudra.
(b) Registration/ Enrolment on MES portal. In order to submit the bid, the bidders have to get themselves registered online on the MES portal(http:\\eprocuremes.gov.in) using the 'click here to enrol' option available on the Homepage, following the link given on same page with valid DSC. The online registration of bidders on the MES portal will be free of cost and one time activity. The registration will be in the name of bidder, whereas DSC may be either of bidder himself or his duly authorised person.
6. Guidelines for using MES portal. Details are placed at Appendix S'.
7. Training. Training of dealing staff to be conducted under the HQ CE Command arrangement in consultation with contract section as same portal of e-tendering to be used for e-procurement.
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Appendix `A' (Refer Para 4 (e) (i) of SOP on e-procurement issued vide E-in-C's Branch letter No A/37696/12-158/Pol/E2W (PPC) dated Mar 16)
Government e-Procurement System https11eprocuremes.qov.in
Request form for Tenders Administration Account
Personal Details 1. Title* : Mr / Mrs / Ms / Dr / Shri 2. First Name* :
Last name* : 3. Date of Birth* : (DD / MM / YY) 4. Login ID* say [email protected] :
(Login ID should be individual's personal id not designation based id) _ 5. Organisation Name* : 6. Department / Circlet :
Division* : Designation* : 7. 8. Addressl* : 9. Address2 : 10. District: 11. City* : i PIN Code : 12. Correspondence Email ID* :
(Correspondence Email ID can be same as Login ID. All the correspondence will be sent only the correspondence Email ID)
13. Phone : +91- STD : No. : 14. • Fax : +91- STD : No. : 15. Mobile* . (All the SMS correspondence will be sent only to this Mobile number)
User Roles : Nodal Officer /
Tender Creator / Publisher / Bid Opener / Evaluator (select one or more as applicable)
16.
Date : Signature of Tender Inviting Authority
Seal • Name :
Note. The requested tender administration account details will be communicated by email.
Disclaimer. This account is meant for publishing and maintaining the Tenders information on e-Procurement System Tenders Portal. The sole responsibility of the accuracy and validity of user information/ contents in the Tender documents will rest with the authorised user of the account ie the concerned Tender Inviting Authority is responsible for Tender Administration. NIC will be responsible only for ensuring the system performance and security.
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Appendix 'B' (Refer Para 6 of SOP on e-procurement issued vide E-in-C's Branch letter No A/37696/12-158/Pol/E2W (PPC) dated Mar 16)
GUIDELINES FOR USING MES PORTAL
1. Basic Details. A tender creation form which can be used to record the vital details before processing to create the tender online is enclosed as Annexure I. The form is self explanatory. However, option to be considered under certain titles are enumerated below: -
(a) Tender Type. Tender type would be 'Open' for all tenders irrespective of cost. In special case and based on its merit, it can be 'Limited' or `Closed Limited' but prior approval of Next Higher Engineer Authority (NHEA) will be taken for tender type other than `Open'.
(b) Form of Tender. It will be selected from options based on nature and format of tender.
(c) Number of Cover. It will be two-cover system. Normally all procurement will be single stage two-cover system.
(i) Cover 1. Fee/ pre-qualification/ technical.
(ii) Cover 2. Financial.
In special case number of cover may be one as brought out at Para 1 (a) above.
(d) Tender Category. It will be selected from options based on nature of tender.
(e) Resubmission and withdrawal of tender by the bidder will always be
allowed before bid submission end date and time, however, offline submission of
tender by the bidder will not be permitted.
(f) Account Type Head. It will be 'Central Government Funded'.
(g) Number of Bid Openers. It will be 'two off three' or 'two off four' at the option of AO.
(i) Nomination of Opening Officer. The number of openers will be selected from list of openers available on MES portal at the time of creation of tender and message regarding opening of tenders will be automatically communicated to the Opening Officer (just after publishing of tender) on the mobile phone and email ID of selected Opening Officers [mobile number and email ID already provided by users during request for
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user creation (refer Appendix `A')]. Approval of AO will be taken to select the Opening Officers with at least one reserve depending on the availability.
(ii) Opening hire.
(aa) In two-cover system, the technical bid covering pre-qualification criteria are opened initially by opening officers.
(ab) Once two bid openers have used their private key to open the bids, the option to decrypt the bids is made available by the system.
(ac) The second bid opener who decrypts the bid, is given an option to either admit or reject the bid. The technical bid will be admitted provisionally and will be subject to approval of AO. The second bid opener will upload the technical bid summary to complete the technical bid opening process. On completion of this process, the status of tender will change to 'Process I complete'.
(ad) Physical presence of the vendors at the time of opening of bids is not essential as all participated vendors can view the technical bid opening event live online. They will also have access to all the documents submitted by all participating vendors as a part of technical bid.
(ae) The result of Technical Evaluation Committee (TEC) will be upload by Tender Evaluator for information of all concerned. Technical evaluation will be based on generally pre-qualification criteria and accordingly eligible vendors will be selected at this stage and system will filter only eligible vendors for opening of financial bid.
(af) Financial bid opening date and time can be decided only
after completion of technical evaluation and will be entered in the system by tender evaluator.
(ag) The financial bids can be opened only by the same opening officers who were authorised to open technical bids. The financial bid opening is also a live event and all participating vendors, whose bids are being opened, can view the event online. The MES portal generates Comparative Statement of Tenderer (CST) price and amount automatically once all the financial bids are decrypted.
(ah) The bids and CST will be signed by both the bid openers and will be handed over to Tender Evaluator for further processing.
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(ai) The bid opener who downloads the CST will upload the summary of bid opening to complete the bid opening process.
2. NIQ.
(a) NIQ will be uploaded in pdf file or jpg image.
(b) Format of NIQ is enclosed at Annexure II.
3. Work item details.
(a) Pre-qualification Details. As per NIT (refer Annexure II).
(b) Product category. A number of options are available on the website. The relevant category will selected from options based on nature of tender. If option is not available for required nature of work, in that case, product category will be 'Miscellaneous Services' and nature of work will be covered in product sub-category.
(c) Contract Type. It will be normally 'Tender'.
(d) Tender Value. Estimated value of the SO to be given.
(e) Bid Validity Date. As per policy issued from time to time.
(f) Contract Class. Others category to be selected.
(g) Should Allow Item Wise Evaluation.
Fee Details.
(a) 2% of estimated cost to be calculated for EMD. Since there is no security taken during registration of supplier, the EMD would be charged from all bidders.
(b) The integration of payment gateway in the CPP portal is under progress. Further, the guidelines for issue of e-Bank guarantee are still under consideration of RBI. Therefore, submission of tender fee or EMD in physical form cannot be dispensed off at present.
5. Critical Dates.
(a) Various critical dates to be considered for online tender are as under: -
(i) Publishing date.
(ii) Documents download/ sale start date.
(iii) Seek clarification start date.
Yes
No
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(iv) Seek clarification end date.
(v) Bid submission start date.
(vi) Bid submission close date.
(vii) Bid opening date.
(b) Critical dates will be decided by AO as per policy in vogue, however, transit time (for postal dispatch) should be discontinued.
(c) It is suggested that bid opening during rush hours should be avoided. Opening time to bids may be kept either early in the morning or late in the evening. It is not necessary that bids are to be opened at 1530 hrs only.
(d) Periods for Various Stages.
(i) Technical evaluation will be completed within 10 days of opening of technical bid.
(ii) Financial bid opening date and time will be decided after completion of technical evaluation and will be entered in the system by Technical Evaluator.
(iii) If all participant bidders qualify in technical evaluation then financial bid will be opened within two days after completion of technical evaluation.
(iv) If any bidder is rejected in technical evaluation, then at least seven days gap will be given between technical evaluation and opening of financial bid, so that rejected bidder may represent their grievance to next higher authority (refer Para 10 of Annexure II of Appendix 'B').
(v) The financial bids of only those bidders whose technical bids have been accepted by the TEC will be available for opening.
(vi) Financial evaluation will be completed within 15 days of opening of financial bid.
(vii) Tender will be concluded to its logical end ie either 'Award of Contract' or 'Cancellation of Contract' or 'Retender' within the original bid validity period.
6. Bid Openers. Three or four bids openers (as selected at Para 1 (g) above) will be selected from the list of openers available on MES portal as already authorised by Nodal Officers posted at Area office only.
7. Work/ Item Document.
(a) Document type.
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(i) Tender Document. It will be in pdf format and will cover following details: -
(aa) Forwarding letter.
(ab) All terms and conditions.
(ac) Key specification of each item of BOQ if not included in BOQ
(ii) Additional Document.
(aa) In case rate quoted for a specific make mentioned in quotation, a separate letter specifying the make under firms letter head duly signed by the authorised representative/ proprietor would be uploaded.
(ab) Any additional document in pdf format, if required to be communicated to bidders.
(iii) BOQ (Price Bid).
(ac) BOQ will be prepared only on the template of BOQ available on MES portal.
(ad) It will be in excel format.
(ae) Item wise template for supply order and item rate template for job order to be used.
(af) In item wise BOQ template, the bidder may quote for any or all the tendered items and Ll will be decided for each item separately. The price will be framed in the standard latest BOQ template downloaded from MES portal and the same will be protected with password and will be uploaded online during creation of tender.
(ag) As far as item rate template is concerned, the same is widely used in e-tendering.
(b) Drawing/ Literature. If drawing/ literature are required to be uploaded, the same shall be uploaded in pdf format as additional document.
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Annexure I (Refer Para 1 of Appendix 'B' of SOP on e-procurement issued vide E-in-C's Branch letter No A/37696/12-158/Pol/E2W (PPC) dated Mar 16)
Government e-Procurement System Tender Work Input Form
TENDER INPUT FORM
(A) Basic details:
1 Tender Reference No. *
Tender Type * ❑2
Auction OSingle Open ElLimited DEOI
3 Form of Contract * HWork Contract (Auction (Service Contract (Buy ❑ Empanelment nSell EIBuy & Service
No. of Covers * ❑ I El C 4 4 5 Tender Category * (Goods in Works ❑ Services
6 Allow Resubmission * Yes No
Allow Withdrawal * Yes No
18 Allow Offline Submission * Yes No
9 Payment Mode * OOffline ❑ Online
•
9 (a) If Offline :
Instruments : OSS-Small Savings Instrument OBG-Bank Guarantee ❑ BC-Bankers Cheque ODD-Demand Draft
9 (b) .
If Online :
Banks : 1-11CICI /11 UTI ❑ SBI ❑ PNB
(B) Cover details:
No. of Covers
Cover type
Contents
2 -
Single Cover Fee/PrequaUTechnical/Financial
Two Covers (a) Fee/PrequaUTechnical (b) Financial
3
3 Covers (a) Fee (b) Prequal/Technical (c) Financial
15
Government e-Procurement System Tender Work Input Form
4 (a) Fee (b) Prequal (c) Technical (d) Financial
(C) NIT Document (only . jpg and .pdf files are supported)
SNo File name Type: Size: 1
(b) Work Item Details:
1 Work Item Title * 2
h----- 3 Work Description * . - -r- Pre qual. Details
4 Product Category * civil works electrical works Fleet Management
1Computer Systems
5 Product Sub Category 6 Contract Type * flTender n Empanelment
7 Tender Value * DINR I IUS EUR
8 Bid Validity days If other, specify
0120 n 9() I 6(n 30
9
10
Completion Period in months Location (Work/services/items) *
11 Pin code
12 Pre Bid Meeting * Yes No
If Pre Bid Meeting is Yes
12 (a) Pre Bid Meeting Place * Pre Bid Meeting Address * 12 (h)
13 Bid Opening Place *
14 Tenderer Class * A IiriC I JD E /
1 It II_ jIII On T. Others
15 Inviting Officer *
16 Inviting Officer Address * Phone/email:
4 Covers
IIrs Mins DD / MM / YYYY (F) Critical Dates:
(E) Fee Details:
1 1( a)
Tender Charges: Tender Fee
1 (e) Tender Fee Payable To 1 (f) Tender Fee Payable At * I (b) Processing Fee 1 (c) Surcharges 1 (d) Other Charges
EMD Fee Fixed . Percentage
2 (a) If EMD Fee is Fixed EMD Amount:
If EMD Fee is Percentage EMI) Percentage (%):
3 EMD Exemption Allowed Fu I :..: -..il • ! c:!'L%
3 (a) If EMD Exemption Allowed is Partial, EMD Exemption Percentage
Publishing Date
Document Sale Start Date
Seek Clarification End Date
Pre Bid Meeting Date
Bid Submission Start Date
Bid Submission End Date
Bid Opening Date LJ
I I Time
Government e-Procurement System Tender Work Input Form
(G) Bid Openers Selection:
Name/Designation Email ID BOI
8 B0203
17
(H) Uploading the Tender documents:(only pdf,jpg,xls ror files allowed)
SNo File name
2 3
Description Type Size:
4 5
Prepared by: Approved by:
Name/Designation Name/Designation
Date of updation:
Seal of the Office of the TIA;
Document download/ sale end date
Document download/ sale start date
Clarification end date
Clarification start date
Bid submission start date
Bid submission end date
Publish date Bid opening date
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Annexure II (Refer Para 2 (b) of Appendix 'B' of SOP on e-procurement issued vide E-in-C's Branch letter No N37696/12-158/Pol/E2W (PPC) dated Mar 16)
NOTICE OF QUOTATION
1. Name of work
2. Estimated cost
3. Period of completion
4. Approximate date of placing Supply Order/ Job Order :
5. Office
6. Probable critical date schedule of quotation will be as under: -
7 Pre-qualification Criteria.
(a) For MES Enlisted Supplier.
Supplier shall be enlisted with concerned authority as per supplier policy.
Note. Bidders not enlisted as supplier in MES with concerned authority may also apply, however, they can be considered if they meet eligibility criteria for selection as given for un-enlisted suppliers.
(ii) Documents to be uploaded by MES enlisted suppliers are as under:-
(aa) Scanned copy of application letter requesting issue of quotation.
19
(ab) Scanned copy of enlistment letter in MES along with its enclosures.
(ac) Scanned copy of Demand Draft on behalf of earnest money. (b) For Un-Enlisted Supplier. Bidders should fulfil all pre-qualification criteria for enlistment as supplier with concerned authority.
(c) Bidders not enlisted with MES will be required to upload the following necessary documents to prove their eligibility: -
(i) Scanned copy of application letter requesting issue of quotation.
(ii) Scanned copy of enlistment letter in any other department along with its enclosures, if any.
(iii) Scanned copy of all documents mentioned in Para 7 (b) above.
(iv) Scanned copy of Demand Draft on behalf of earnest money.
(v) Affidavit that the firm/ supplier has not been banned/ blacklisted by any Government Agency and there is no police complaint/ litigation pending in court regarding supply of stores to any Government Department or PSU.
Note. Authorised dealers of reputed makes/ companies shall upload the scanned copy of registration certificate issued by that company along with its enclosures in lieu of enlistment letter in any other department.
8. Online participation in bidding process does not constitute any guarantee for allowing the applicant in bidding process.
9_ An amount of 2% of estimated cost will be deposited towards earnest money in form of Demand Draft in favour of by all bidders. 10. All supporting documents as mentioned at Para 7 should be provided in hard copy before the bid opening date and time.
11. In the event of rejection of application/ participation in bidding process, the applicant/ bidder will be communicated via system generated SMS/ email. The applicant/ bidder can also access his user account on MES portal to find out admission/ rejection of his bid. The applicant/ bidder, if he so desires may appeal to the NHEA with a copy to the AO. No appeal/ presentation will be entertained after due date of receipt of financial bid. The decision of NHEA will be final and binding. No applicant/ bidder will be entitled for any compensation whatsoever for rejection of his application.
Dated :
Signature of BSO/ SBSO
A/
