No. P&C-2/2(1)/99

Directorate General of Supplies & Disposals

(Planning & Co-ordination Directorate)

Jeevan Tara Building, 5, Parliament Street

New Delhi – 110 001

Circular No. 43 Dated 02.12.1999

Sub: Committee to formulate a document on “Quality Control Methods & Procedures” – Constitution of.

A suggestion has been received that Inspection Process Schedules and the procedures and practices followed by QA Wing for capacity/registration/sampling procedures etc. be incorporated into DGS&D Manual to bring in transparency.

2. It has, therefore, been decided that just as purchase conditions of contract have been formulated in a document called 1001, QA Wing would prepare a similar document on ‘Quality Control Methods and procedures’ in a separate booklet from which can be a priced document.

3. To work out this document it has been decided to constitute a committee under the Chairmanship of ADG(QA).

4. The constitution of the Committee would be as under:

1) ADG(QA) - Chairman

2) DDG(QA) HQs. - Member

3) DDG(QA) Delhi Circle - Member

4) DDG(CDN) - Member

5) Rep. of NTH - Member

6) Rep. of BIS - Member

7) Director(QA-CDN) - Member Secretary

8) Any other member ADG(QA) may like to associate.

5. The Committee may please submit its report by 31^stJan., 2000.

6. This issues with the approval of DG(S&D).

(J.P. Agrawal)

Director (P&C)

All members of the Committee

PPS to DG(S&D)

ADG(A)

DDG(S)

DDG(CDN)

Directorate General of Supplies & Disposals

(Planning & Coordination Directorate)

Jeevan Tara Building, 5, Parliament Street

New Delhi – 110 001

Circular No. 44 Dated 07.12.99

Sub: Monitoring System for timely conclusion of Rate Contract

Ref: Circular No. 36 dated 28.10.99

As per the time schedule, the approval for conclusion of R/Cs for cases upto Rs. 5 crores should be available 75 days in advance. 45 days are available for implementation i.e. negotiation with L1 and others and 30 days for issue of R/Cs but whereas the time schedule as presently existing does not call for any change but wherever the proposals are approved without counter offers and negotiations and since such approvals should be available 75 days in advance of expiry of R/Cs, it is left to the discretion of the concerned Purchase Directors to ensure that all parallel formal R/Cs are issued well before the expiry of the R/C in any case at least 15 days in advance. Where, however, the negotiations become inevitable, the parallel R/Cs in such cases also should issue 15 days in advance.

2. For the purpose of monitoring, instructions already exist. It may be further emphasized that all Purchase Directorates on the first day of the month shall undertake threadbare analysis of the cases falling under their control and submit the same through DDG concerned to ADG(A) pointing out the delays, if any, and the steps being taken to avoid delays in the instant case as well as in future. The reports so emerging shall be duly incorporated in the monthly report to be forwarded by DG to Secretary (Supply).

(P.V. Mathew)

Deputy Director (CDN)

STANDARD DISTRIBUTION

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File No. CDN-1/RC/13(6)/93

Copy to:

Shri S.A. Siddiqi, Dy. Secretary, Deptt. Of Supply, Nirman Bhawan, New Delhi

No. CDN-3/8(5)/II/CPAC/27/95-Pt

Government of India

Directorate General of Supplies & Disposals

Planning & Coordination Directorate

5, Parliament Street : Jeevan Tara Building

New Delhi – 110 001

Circular No. 45 Dated 13.12.99

Sub: Nomination of Public Grievance Officers in DGS&D

Nomination of Public Grievance Officers in DGS&D as indicated in the Circular No. 32 dated 26.08.99 was reconsidered and the following decisions/ medications have been made.

1. Grievances relating to Supply as well as Quality Assurance aspects will be received and processed at DGS&D Hqrs., Regional Offices and the Field Offices of Quality Assurance Wing.

2. The Public Grievance Office will be at the level of Director.

3. The Director (Complaints & Public Relations), DGS&D Hqrs. Office will be the Public Grievance Officer for grievances relating to both for Supply Wing as well as Quality Assurance Wing.

4. In the Regional Offices of DGS&D at Calcutta, Chennai and Mumbai the Directors of Supplies (including Textiles) and the Directors of Quality Assurance have already been designated as Public Grievance Officers. Director (QA) (Northern Zone) has also been similarly designated as Public Grievance Officer. On the same lines, Jamshedpur, Kanpur, Ahmedabad, Bhilai , Bangalore, Mohali, Chandigarh and Hyderabad are also hereby notified as Public Grievance Officers for Quality Assurance Wing. However, they shall also act as Public Grievance Officers for Supply Wing related grievances and shall forward them to the Public Grievance Officer i.e. Director of Supplies of the respective Regional Office.

5. The field Offices of Quality Assurance Wing headed by Dy. Director/ Asstt. Director (QA) will be called as Local Public Grievance officers. Any grievances relating to Quality Assurance Wing received by these Local Public Grievance Officers will be forwarded to their respective Directors of QA Wing, if these cannot be resolved satisfactorily at the local level. Grievances relating to Supply Wing received by these offices will be forwarded to the concerned Regional Directors of Supplies for further necessary action.

6. All the Supply as well as QA Offices of DGS&D will display the name of the Public Grievance Officer or Local Public Grievance Officer as the case may be, prominently in their office, in English, Hindi/ Regional Language.

7. The display board should also indicate the next higher officer’s name and address to facilitate the public to send their grievance in case they are not satisfied with the action taken at the local office level.

8. At the Director’s level Public Grievance Offices the public may also be informed that they will be free to approach the concerned Regional Dy. Director General for redressal of their grievances if they so desire.

9. All Public Grievance Officers should invariably send a statement giving details of grievances received, redressed and outstanding with reasons thereof in the proforma already circulated, to Director (C&PR), DGS&D (Hqrs) so as to reach him latest by 5^th of each month.

The above instructions are issued with the approval of Director General (S&D). Separate instructions regarding Staff Grievance Officers have been issued by Director (Admn.).

(A. Krishnamurthy)

Director (P&C Unit)

1. All concerned offices of DGS&D (Supply & QA Wing)

2. Under Secretary, Deptt. Of Supply, Nirman Bhawan, New Delhi 110 011

3. Director (C&PR/MIS-II), DGS&D, New Delhi 110 001

Directorate General of Supplies & Disposals

(Planning & Coordination Directorate)

Jeevan Tara Building, 5, Parliament Street

New Delhi – 110 001

Circular No. 46 Dated 15.12.99

Sub: Post Tender Negotiations

Attention is invited to Circular No. 1 dated 13.01.99 and subsequent Circulars No. 16 dated 3.05.99 and 19 dated 1.06.99 on the subject cited above.

2. The matter was further considered by the Central Vigilance Commission as some of the Organizations have sought certain clarifications from them. The clarifications issued by the Commission vide their communications No. 98/GRD./1 dated 15.03.99 and No. 3(V)/99/9 dated 1.10.99 regarding applicability of CVC’s instructions dated 18.11.98 to Public Sector and to the Projects pertaining to World Bank and other international agencies are enclosed for guidance and strict compliance by all the Purchase Officers.

Encl: As above

(P.V. Mathew)

Dy. Director (CDN)

STANDARD DISTRIBUTION

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File No. CDN-1/29(17)/II/84

No. CDN-2/10(65)/99

Government of India

Directorate General of Supplies & Disposals

Planning & Coordination Directorate

5, Parliament Street : Jeevan Tara Building

New Delhi – 110 001

Circular No. 47 Dated 20.12.99

Sub: Allocation of new items identified for bringing on DGS&D R/C

The SRC in its meeting held on 18.11.99 had approved the bringing of following items on R/C and its allocation to the Directorates as indicated against the item:-

i) ribular Steel Poles for overhead - DDG (Cal)

powerlines Bituminized and Galvanized

ii) Tapered Galvanized Steel Tubes for - HW Dte.

telecommunication poles to DOT Specn.

iii) C.I. Sockets for poles to DOT Specn. - HW Dte.

It has now been decided to allocate items (ii) & (iii) also to DDG (Calcutta) as these are allied to item (i).

(J.P. Agrawal)

Director (P&C)

Standardised Distribution

No. CDN-2/14(1)/97

Government of India

Directorate General of Supplies & Disposals

Planning & Coordination Directorate

5, Parliament Street : Jeevan Tara Building

New Delhi – 110 001

Circular No. 48 Dated 20.12.99

Sub: Amendment Letters to contracts – issue of.

During the execution of contracts concluded, occasions may arise to issue amendments to any of the terms agreed to. For certain amendment to be issued in a contract like extension of delivery period, a standard format has been devised to be followed by the Directorates.

2. As per the standard format of amendment to be issued in a contract for extension of delivery period the Purchaser’s rights are reserved for denying in price increase and also reserves the right for levy of liquidated damages in terms of the conditions of the contract.

3. During the course of examination of a case it was noticed that after the contract was issued in Oct., 1990 a number of amendment letters were issued with typographical error indicating that price increase would be admissible during the extended DP period, instead of indicating that no price increase would be admissible during extended DP. That is, due to oversight/typographical error in RR and denial clause on the said A/L ‘no’ word was left out in respect of price increase. The same mistake was repeated in the subsequent amendment letters while extending the delivery period from time to time. Taking advantage of the lapse occurred, the firm referred the case to arbitration for claiming the decretal amount, The sole arbitrator published the award in favour of the firm for payment towards price variation. The claimant firm on getting the award in their favour filed a petition for converting the award into a law suit and that various objections raised by the UOI were rejected by the Court thereby incurring great financial loss to the Govt.

4. All Purchase officers are advised to exercise utmost caution while issuing the Amendment Letters so as to avoid recurrence of such instances/cases in future.

(J.P. Agrawal)

Director (P&C)

Standard Distribution

No. CDN-1/DDO/II/Misc/95-96

Government of India

Directorate General of Supplies & Disposals

Planning & Coordination Directorate

5, Parliament Street : Jeevan Tara Building

New Delhi – 110 001

Circular No. 49 Dated 22.12.99

Sub: General Terms and conditions governing the Rate Contract and instructions to Direct Demanding Officers and consignees – DGS&D 1001

The following amendments are made in the provisions of Form DGS&D 1001:-

a) The existing para 2.2 of DGS&D – 1001 will now read as under:-

2.2 This rate contract will be operated by the Indentors of the Central Government to be called as the Direct Demanding Officers (DDOs) in addition to the officers of the DGS&D. There will not be a separate list of DDOs specifying particular Ministry/Department or an Indentor of the Central Government as a DDO for operating DGS&D Rate Contracts. It would be suffice if the Supply Order placed by any Central Government Ministry/ Department or the office of the Central Government contain an undertaking to the effect that the authority placing the Supply Order is a Central Government Department/ Office.

b) Add the following after clause 3.1 as clauses 3.1.1 and 3.1.2

3.1.1 The Supply Order placed by the DDOs in DGS&D Form No. 131 may also include an indication with regard to the availability of funds and also carry the following financial certificate:-

Financial Certificate

(a) We are a Central Government Department drawing funds from the Consolidated Fund of India.

(b) The expenditure involved for this purchase has received the sanction of the competent financial authority.

(d) I have been fully authorized by the Department to sign the Supply Order and incur the liability in s respect of the stores being ordered.

NAME OF THE DIRECT

DEMANDING OFFICER

DESIGNATION

OFFICE/ DEPARTMENT

DATE:

3.1.2 Placement of indents by the Departments other than the Central Government Departments will be with pre-deposit of requisite funds as per the following guidelines, by a Demand Draft or crossed cheque drawn on the Reserve Bank of India/State Bank of India duly marked “On Government Account Only”, in favour of the Chief Controller of Accounts, Department of Supply, New Delhi.

(i) In the case of Rate Contracts on F.O.R. Destination basis where the prices are fixed (without any price variation), the Indentor should provide funds equal to basic price indicated in the R/C plus 1% Departmental Charges.

(ii) However, where the prices of F.O.R. Station of Despatch besides the aforesaid funds, additional funds to the extent of 5% of the basis price will also be provided.

(iii) In case of the Rate Contract with provision for price variation, the Indentor should provide funds as above plus 10% of the basic prices.

During the process of coverage if it is found that funds already provided as above are inadequate for any reason, additional funds would be called before actual coverage.

Note: Unutilized balance of deposits must be claimed by parties by an application direct to the Chief Controller of Accounts. Separate application should be submitted for each case. Unclaimed deposits will lapse to Government, refund of which will be possible only under Rules governing refund of such lapsed Deposits.

Clause 24 REVOCATION/ CANCELLATION OF RATE CONTRACT:

Since the R/C is a standing offer and is merely a document embodying various terms of the standing offer made by the contractor for acceptance by the purchaser either party namely, R/C holder/ the purchaser can legally revoke/ cancel the Rate Contract at any time during the currency of the Rate Contract giving a notice of 45 days. The revocation of Rate Contract on the part of the R/C holder shall take effect 45 days from the date of the communication of revocation is received by the Purchaser. The cancellation of the rate contract by the Purchaser shall take effect 45 days from the date of issue of letter notifying the short-closure.

The notice-cum-cancellation of Rate Contract letter to be issued by the Purchaser is given in Annexure – V and the R/C holder can revoke the Rate Contract by making an application in the Form given in Annexure –VI.

(P.V. Mathew)

Deputy Director (CDN)

STANDARD DISTRIBUTION

(Notice-cum-Cancellation letter)

Annexure-V

Government of India

Directorate General of Supplies & Disposals

Planning & Coordination Directorate

5, Parliament Street : Jeevan Tara Building

New Delhi – 110 001

(Applicable where the Purchaser decided to short close the RC)

No._______________________ Dated_________________

M/s___________________

_______________________

Subject : Rate Contract for supply of ___________________________

valid upto _________________________.

Dear Sir,

(a) It has been observed that there has been a notable downfall in the prices after conclusion of the R/C and that the stores are now obtainable on much lower rates (if it is possible to indicate a definite price at which the stores are now obtainable, the same can be counter offered to the R/C holder for their acceptance).

(b) The quality of goods supplied against the R/C so far have not been to the required standard in as much as there have been complaints from the user Departments in this regard, and

a)________________

b)________________

c)________________

(d) Any other reasons which can be indicated.

Note: Purchase Officer has to assign any one or the other reasons as relevant.

-2-

2. In view of the above, it has been decided to short close the subject Rate Contract after _________________ (allow 45 days from the date of issue of the letter). The Rate Contract may be treated as Cancelled/Withdrawn after ________________(date given for the withdrawal of the R/C). Any order placed by the Direct Demanding Officers after the expiry of the notice period shall not be executed by you.

Yours faithfully,

For and on behalf of the Purchaser

named in the schedule.

REVOCATION-CUM-CANCELLATION LETTER

Annexure – VI

(Applicable where R/C is revoked by the R/C Holder)

The Director General of Supplies & Disposals

_________________________________

Subject: Rate Contract for supply of ___________________

valid upto __________________ .

Sir,

It is not possible for us to continue to supply against the subject Rate Contract for the following reasons:

(a)

(b)

In terms of Clause – 24 of DGS&D 1001, I / We hereby revoke the Rate Contract which will take effect 45 days from the date of receipt of this communication by your office. Formal cancellation letter may be issued at the earliest.

Yours faithfully,

(M/s____________)

Note for the Purchase Officer:

The Purchase Officer is expected to issue the cancellation letter counting 45 days from the date revocation letter is received in the DGS&D stating that:

“In view of your letter dated ________________ the Rate Contract is hereby treated as short closed/ withdrawn with effect from_____________ .

All orders placed prior to this cancellation are, however, to be executed at the earliest”.

Directorate General of Supplies and Disposals

(Planning and Co-ordination Directoate)

Jeevantara Building: 5 Parliament Street,

New Delhi 110001

Circular No.: 1 Dated 6.1.2000

Sub:-Information Technology Directorate –Setting up of.

It has since been decided to rename the existing Electronic and Instruments Directorate (EI Directorate) as Information Technology Directorate (IT Directorate)

2. The above newly created IT Directorate will handle the following items:-

i) Trans receivers and their accessories and other communication systems.

ii) Computer systems, Personal Computers and Peripherals.

iii) Projection systems.

iv) FAX Machines

v) EPABX Exchange etc.

vi) UPS Systems.

vii) Electronics Calculators.

viii) Any other item involving information technology as may emerge in due course.

ix) Other items presently handled by earlier EI Directorate and Indents from Indian Meteorological Department and Central Ground Water Board for electronic related items/instruments.

3. Director(IT), in consultation with concerned DDG will assign the items to the various sections as such that the work distribution shall be equitable as far as possible. To start with two sections will be allocated for handling of items relating to Information Technology. While doing so, items listed at (i) to (iv) above will be assigned to one section.

This issues with the approval of D.G.

(P.V. MATHEW)

Dy.Director (P&C Unit)

STANDARD DISTRIBUTION:

File No:CDN-1/18(18)/99

Directorate General of Supplies and Disposals

(Planning and Co-ordination Directoate)

Jeevantara Building: 5 Parliament Street,

New Delhi 110001

Circular No.: 2 Dated 10.3.2000

Ref:- Para C below para 16.3.1 of DGS&D Manual.

In the case of Procurement of Jute, DS&D, Calcutta adopted the following procedure regarding the price to be paid for supplies made against the requisition orders placed by them. The price payable will be lower of the following two:-

1 Price payable in the month in which the supplies were originally due;

2 Price payable in the month in which the supplies was actually mad.

One such requisition order was placed on a particular firm for supply of specified number of bales by a particular date. The requisition order does not indicate any price and the price clause indicates that the price will be notified in the Gazette of India by the Govt. of India, M/o Textiles, New Delhi.

The above requisition order was followed by the supply order placed on the firm. The supply order made it clear that the supplier should not dispatch the goods after expiry of the delivery period.

The Jute Commissioner, Commissioner’s office amended the last date for manufacture of the bags, giving 15 day’s more time stating that sufficient time was not available for mills to complete manufacturer and supply the allocated quantity. DS&D Calcutta issued an amendment letter accordingly refixing the delivery date.

The price per 100 bags of the month in which the supply was due originally was about 10% higher than that of the subsequent month in which the supplies were actually made and into which month the date of delivery had been extended by the Jute Commissioner and DS&D Calcutta. When the firm submitted their bill, they asked for the rate of the earlier month in which the supply was to have been originally made. COA paid the bill at the lower price of the subsequent month. The firm objected and preferred a bill for difference. COA referred the matter to DS&D Calcutta for advice.

DS&D Calcutta intimated COA Calcutta that the price of the earlier month is to be paid per 100 bales. COA’s office id not write back to DS&D Calcutta that rate was written as 100 bales instead of 100 bags. One bale is equal to 300 bags COA treated the clarification given by DS&D Calcutta as if it was reading 100 bags and extended the same, which was issued for one particular supply order, to another 28 orders placed by DS&D Calcutta around the same time. This resulted in ever payment of several lakhs, which has since been received from the firms bills, after it was pointed out by Audit.

To avoid recurrence of such cases all concerned Purchase Officers are instructed to be careful in future and ensure that original D/P as well as the actual date of supply should be kept in view while releasing the payments against bills for Jute supplies so that lower of the two rates namely – one prevailing on the date of original D/P and the other as on the actual date of supply is paid. Further, before releasing the payment the rates as notified by the Jute Commissioner for the month in which the supplies are made, are duly ascertained so as to decide the actual price to be paid.

(O.B. CHAKRAVARTY)

DY.DIRECTOR(P&C)

STANDARD DISTRIBUTION

File No.CDN-4/2(2)/99-C Dt.10.03.2000

Copy to:

- CCA, NEW DELHI

- COA, CALCUTTA

- Mr. V.K. Sharma, Under Secy., in reference to endorsement to D.O. ltter No.14(2)/99-Pol dt.21.1.200 addressed to Shri I.P. Gupta, DD(Report). O/O the Pr. DAE&SM, AGCR Bldg, I.P. Estate, New Delhi

No.CDN-1/2(1)/2000

Directorate General of Supplies and Disposals

Planning and Co-ordination Unit

Parliament Street :New Delhi 110001

Circular No.3 Dated 4.2.2000

Sub: Establishment of J&K Cell in DGS&D.

It has since been decided to create a J&K Cell in DGS&D Head Quarter office at New Delhi which will act as a nodal point of reference and of problem/grievance redressal for the J&K Industry.

2. The J&K Cell will consist of the following officers:

1 Shri A. Krishnamurthy, DSG(P&C Unit)

2 Shri M.A. Khan, Dy.Director(QA)

3 Shri O.B. Chakravarty, DD(P&C Unit-4)

3. All the Purchase Directorates/Quality Assurance Centres are requested to apprise the above Cell of any information/problem/grievance relating to J&K Industry.

(A. KRINAMURTHY)

DSG(P&C)

STANDARD DISTRIBUTION:

Also copy to:

1) Shri K.C. Saha, Joint Secretary, Deptt. of Supply, Nirman Bhawan, New Delhi

2) PS to MOS (Commerce & Supplies), Udyog Bhawan, New Delhi

Directorate General of Supplies and Disposals

(Planning and Co-ordination Directorate)

Jeevantara Building: 5 Parliament Street,

New Delhi 110001

Circular No.: 4 Dated 8.2.2000

Deptt. of Supply have conducted a study of about 10 cases of the Rate Contracts and pointed out the delays in issue of formal Rate Contracts. Ih has further been pointed that the main delay occurring in the typing and reneo. As directed by Secretary(Supply), a meeting was taken by ADG(A) where JS(Supply) and DS(IF) also participated and from DGS&D was attended by DDG(CDN), Director(Admn.), DD(A-11), DS(WL) and DS(OC). The following decisions were taken:-

i) There is need to have a paper control/monitoring on the timely printing of the R/Cs through roneo. To facilitate that, it was decided to:-

a) That there is a readjustment of allocation of roneo machines keeping in view the location of the Dtes. and the load of work.

b) A register will be placed with each of the Roneo Operators to record the entries on the time of receipts of indents and number of copies required and the time of delivery. The entries in this register shall be made by the Dealing Assistant concerned.

(c ) The Director will nominate a Dy.Director where the Roneo machine has been placed to supervise/monitor the activities on roneo machine and the delay occurring, if any, shall be brought to the notice of the Director concerned as well as Director(admn.), DD(Admn.) would also have random check.

Purchase officers are requested to see the above instructions.

(P.V. MATHEW)

Dy.Director (P&C Unit)

STANDARD DISTRIBUTION:

On File No.CDN-1/13(6)/93

Copy alongwith a copy of the note dated 25.1.2000 is forwarded to Director(Admn.) for further necessary action.

Deptt. of Supply, (S.A. SIDDIQUI), Dy. Secretary.

Directorate General of Supplies and Disposals

(Planning and Co-ordination Unit)

Parliament Street, New Delhi 110001

Circular No.: 5 Dated 22 .3.2000

Sub: Indication of Supplier code in R/C Numbering.

Ref: Circular No.35 dated 20.9.99.

****

With the computerization of CCA Office, it has been decided to incorporate the supplier’s code as well as the numbering of R/C so that any details required like drawal value, payment made etc. can be retrieved as and when required.

2. Instructions have already been issued vide circular No.35 dated 20.9.99 regarding numbering of the rate contract. Purchase Directorates were also directed to following a uniform pattern i.e. position of the first 24 characters should be fixed as under:-

“Dte. Section/RC-8 Digit Store Code/expected month and year of commencement of R/C, other details.”

3. With the decision to incorporate the suppliers’ code number, the R/C numbering will be as per the following example:-

PP-3/ 06010400/112000/DO488/0151.

4. The Directorates should ensure that the stores code number, period of R/C, suppliers’ code number and the contract number are to be put together in that order while numbering the R/C.

5. It is seen that some of the Directorates continue to indicate the description of stores, paying authority in the R/C numbering. These details need not be shown.

6. The above numbering system calls for familiarization of suppliers’ code by each section of the Dte. It is suggested that the Directors may advise the sections to indicate the supplier’s code number below the name of the firm, while preparing the Ranking Statement.

With the above pattern of numbering the rate contract, the suppliers will have to indicate the same numbering while preferring their bills with the CCA office, which in turn will facilitate the CCA Office to make their date entry easier.

(P.V. MATHEW)

Dy.Director (P&C Unit)

STANDARD DISTRIBUTION:

ON FILE NO:CDN-1/4(112)/I/93

DIRECTORATE GENERAL OF SUPPLIES & DISPOSALS

(PLANNING & CO-ORDINATION UNIT)

CIRCULAR NO.6 Dtd. 1.3.2000

Sub: Submission of Purchase Proposal for Rate Contrct.

Ref:-Circular No.23 dated 10.6.99.

Purchase proposals for conclusion of Rate Contract are to be submitted as per the format enclosed with the Circular No.23 dated 10.6.99.

2. It has further been decided that proposals for Rate Contract may be submitted to Deptt. of Supply with the Price Chart (enclosed at Annexure’A’) in addition to other details in the present format. The eligible firms may be reckoned as per the information regarding registration available with the Purchase Directorate as on the date of submission of proposal to Deptt. of Supply. Wherever, Purchase Directorates have any practical problems to fill up proforma, the name may be highlighted in the I.D. Note to the Deptt. of Supply.

3. All Purchase Officers may please see for compliance.

(P.V. MATHEW)

Dy.Director (P&C Unit)

STANDARD DISTRIBUTION:

On file No.CDN-1/ 9(13)/II/91-Vol.III

ANNEXURE’A’

RATE CHART

Sl.No. Item LLPP HLPP LOWEST RATE PROPOSED PROPOSED RATE

RECEIVED RATE HIGHER THAN

(in % age)

Rs Rs Rs Rs Rs

------------------------------------------------------------------------------------------------------------

ELIGIBLE FIRM NON-ELIGIBLE LLPP HLPP

FIRM

DIRECTORATE GENERAL OF SUPPLIES & DISPOSALS

JEEVANTARA BLDG., PARLIAMENT STREET, NEW DELHI

(PLANNING & CO-ORDINATION UNIT)

P&C-4

CIRCULAR NO.7 Dtd. 2.3.2000

Sub: :Lapses in payment of decretal amount.

During examination in Vigilance Directorate as per direction of DOS, certain lapses were noticed which are being brought to the notice of all concerned with the relevant facts of the case, for avoiding recurrence of such errors in the future.

The facts of the case are as follows. The Sole Arbitrator made an award in favour of UOI allowing partial claim against RP case. The arbitration award was challenged by UOI in the Mumbai High Court. However the firm filed a petition in the Delhi High Court for making the award a Rule of Court. As per the terms of the contract the firm was not legally entitled to file a petition in the Delhi High Court. Necessary objections were filed by the UOI in the Delhi High Court, but they were over-ruled as the objections filed by UOI contained some factual errors and the amended/corrected objections were not filed within the stipulated time. The application for condoning the delay in filing the reply was also not filed.

As per the petition filed by UOI in the Mumbai High Court against the arbitration award, the Mumbai court desired some information which was available in the file with the office at Mumbai but an unnecessary reference was made to the Litigation Branch at Headquarters, thereby delaying timely reply. As the case was decided in the Delhi High Court ex-parte in favour of the firm. The case was not defended properly either at Delhi High Court or at Mumbai High Court.

The factual errors in defending the delay in following up the case in the courts and also not applying for condonation of the delay after a long time showed lack of application of mind, carelessness and communication gap between the purchase and Litigation Directorates.

All Purchase Officers are advised to pay proper attention to such cases and avoid recurrence of such lapses in future.

(O.B. CHAKRAVARTY)

DY.DIRECTOR(P&C)

All Purchase Officers at Hqrs. and Regions

File No.CDN-4/3(13)/4/94

No.J-11004/200/P&C-2

Government of India

Directorate General of Supplies & Disposals

(Planning & Co-ordination Directorate)

Jeevan Tara Building, New Delhi 110001

Circular No.8 Dated 9.3.2000

Subject :-Bringing new items on DGS&D RC.

All Purchase Dtes. are aware that details of items presently on DGS&D Rate Contract is available on DGS&D website.

As and when a new item is brought on RC details regarding the same are also to be put on the website for general information.

All Purchase Directorates are, therefore, advised to ensure that as and when new items are brought on RC action is taken to put the details on DGS&D website.

(J.P. Agrawal)

Director(P&C)

Standard Distribution

DIRECTORATE GENERAL OF SUPPLIES & DISPOSALS

(PLANNING & CO-ORDINATION UNIT)

JEEVANTARA BLDG, 5, SANSAD MARG

NEW DELHI 110001

CIRCULAR NO: 9 Dated 23.3.2000

Sub:-Alterations in Tenders- regarding.

Vigilance Directorate investigated two cases of World Bank and found some irregularities in the form of hand written entries in the tender documents. Tender Opening officers were asked to give the clarifications to which they stated that these entries were not there at the time of tender opening. When the case was shown to DG, it was felt that this may be brought to the notice all tender opening officers to reiterate the instructions contained in the DGS&D Manual at Para 8.14.10 which reads as follows:-

“Alterations in tenders, if any, made by the firms, should be initialed legibly by he officer opening the tenders to make it perfectly clear that such alterations were present on the tenders at the time of opening. Wherever any erasing/cutting is observed, the substituted words should be encircled and initialed and the fact that erasing/cutting of the original entry was present on the tender at the time of opening be also recorded.”

(P.V. MATHEW)

Dy.Director (P&C )

STANDARD DISTRIBUTION:

On File No. CDN-1/5(1)/93/Pt.

DIRECTORATE GENERAL OF SUPPLIES & DISPOSALS

PLANNING & CO-ORDINATION UNIT

PARLIAMENT STREET : NEW DELHI I

CIRCULAR NO: 10 Dated 4.4.2000

Sub: Re-structuring of Purchase Directorates and transfer of R/C Items to the Regions.

With the approval of Department of Supply, it has been decided to reorganize the existing Purchase Directorates in the Headquarters. The number of Purchase Directorates in the HQ will be reduced from 14 to 12 by merging DM Directorate with OC Directorate and MS Directorate with WMT Directorate.

2. The revised structure of WMT Directorate and OC Directorate will be as follows :

WMT Directorate –Total 6 Units

a) The existing WMT work to be organized in three units.

b) The existing MS Dte.’s Purchase work to be organized in two units including residual work of disposal.

c) One unit to look after the residual work of Kanpur.

OC Directorate - Total 5 Units

a) The existing OC work to be organized in four units.

b) The existing DM Dte. work to be organized in one unit and if necessary a part of unit of this can be allocated to one of the existing units of OC Dte.

Section-wise distribution in these two directorates shall be as per Annexure enclosed.

3. Utilisation of surplus Directors (ISS)

(a) Identification of new items on R/C –

One of the surplus Directors will be designated as Director(RCP) –Rate Contract Promotion. He shall be responsible for –

i) To identify new items for R/C.

ii) Dropping of low drawal items.

iii) Transfer of items to the regions.

iv) Market Intelligence Cell

v) To gather information and take appropriate action where R/C items purchased by other Departments directly.

vi) Monitoring of timely conclusion of R/Cs.

(b) The second surplus Director will be designated as Director(Litigation) to be responsible for monitoring of litigation matters (Arbitration as well as Courts) at Headquarters as well as Regions. ADG(P), who looks after Litigation Aspects, will separately work out the precise area of responsibility to ensure that there is no overlapping of functions amongst Purchase and Litigation branches.

4. Transfer of R/C Items from Hqrs. to Regions

(i) Eighteen R/C items being handled in the Headquarters stands transferred to the Regions as indicated in the Annexure enclosed.

(ii) While implementing the above transfer of R/C items, the Headquarters Directorates may follow guidelines indicated below:

(a) Cases, where the Headquarters Directorate have initiated action and issued enquiry will be transferred to the concerned Region after opening of tenders. While transferring the case, the details regarding last purchase price, the performance of R/C holders and other details available will also be passed on to the Region.

(b) Cases where the tenders have already opened and proposals are under consideration, will be processed by the concerned Headquarters Directorate till finalization of the contracts. After conclusion of the contracts only, the cases will be transferred to the Regional offices.

(c) Cases where inquiry has been issued/scrapped subsequently due to the change in the specification etc., it is adviseable for the Headquarters Directorate to process the case till conclusion of the contrct.

(d ) Cases, where actions to renew the rate contract are yet to be initiated, the concerned Region, where the item has now been centralized, will take immediate action for timely renewal and conclusion of rate contract. The Regions should collect the requisite details from the concerned Headquarters Purchase Directorate.

5. Relaxation/Deviations in policies

All cases where decisions have been taken in relaxation/deviation of the existing policies/guidelines contained in the DGS&D Manual shall be consolidated and coordinated by Director(Planning & Coordination). Concerned Purchase Directorates will inform Director(P&C) of all such cases where relaxation has been allowed.

6. The above instructions will come into force with immediate effect.

(P.V. MATHEW)

DD (P&C Unit )

STANDARD DISTRIBUTION:

F.No.P-01033/1/00/P&C-1

Annexure to

Circular No.10

WMT DIRECTORATE

WMT-1

1. Hand tools

2. Radial drilling Machine

3. Bench type drilling Machine

4. Welding Electrode

5. Pneumatic tools equipments

6. Pneu tools spares (OEM & Wilfit category)

7. Air Compressor

8. Air Compressor spares (OEM & Wilfit category)

9. Transformer type & Rectifier type welding sets

10. Diesel engine & Motor Generator DC Arc welding sets

11. OA Welding & cutting sets

WMT-2

1. SS & SC Lathes

2. Milling Machine

3. Capstan Lathe

4. CNC Lathe

5. CNC Milling machine

6. CNC vertical turning centre

7. Old case of SDP-4, SDP-5 and SDP-6

WMT-3

1. Coated abbresives

2. Steel files

3. Hacksaw Blade

4. Shaping machine

5. Planner

6. Hacksaw Machine

7. Sever cleaning and server rodding machine.

8. Old cases of SDP-1, SDP-2 & SDP-3

WMT-4

1. Soft Wood

2. Hard Wood

3. Plywood (Civil)

4. Plywood(Defence)

5. Pre-Laminated MDF

6. MDF

7. Wood Particle Board

8. Pre-Laminated Particle Board

9. Laminated Sheets.

Any other wood based item approved by the S.R.C.

WMT-5

1. Toughened/Laminated Safety Glass

2. Glass Mirror

3. Glass Sheets

4. Umbrella

5. Ferro Silicon

6. Pre-Fabricated Structure

7. Indelible Ink

8. Autoglow

9. White Mark Writing Board

Any other new item approved by S.R.C. other than wood based itme and residual work of Disposal Dte.

WMT-6

All cases transferred from DS&D, Kanpur.

OC DIRECTORATE

OC-1

1. Alumina Ferric

2. Acid Hydrochloric

3. Acid Sulphuric

4. Soap Liquid

5. Soap Soft

6. Soap Laundry

7. Explosive and Accessories

8. Insecticidal Space Spray

9. Disinfectant Fluid

10. Disinfectan-cum-Deodourising Fluid

OC-2

1. Polish Metal Liquid

2. Lubricants Automotive & Secondary

3. Lubricants Industrial

4. Greases

5. Chlorine Tablets

6. Bandage Cloth

OC-3

1. Industrial Gases

2. Dry Compressed Air

OC-4

1. Transformer Oil

2. Primary Oil (DGBR and Civil)

3. Rifle Oil

4. Bitumen

5. Bitumen Emulsion

OC-5

Drug items.

R/C items Transferred from Hqr. Purchase Directorates to Regions:

(a) DS&D, Mumbai

1. Hot Dipped Galvanised Steel Wire

2. Acid Hydrochloric

3. Acid Sulphuric

4. Powrah

5. Pneumatic Tools and Equipments

6. Ammonia Printing Machine

7. Beaters Steel.

(b) DS&D, Calcutta

1. Crow Bar

2. Sluice Valve (Small)

3. Sluice Valve(Large)

4. Power Supply DC

5. Ferro Silicon

6. Linolium

7. Steel Files.

1. GRP Squating Pan

2. Document Binder

3. Typewriter(Manual)

4. Typewriter(Electronics)

DIRECTORATE GENERAL OF SUPPLIES & DISPOSALS

(PLANNING & CO-ORDINATION UNIT)

PARLIAMENT STREET, NEW DELHI 110001

CIRCULAR NO.11 Dtd.20.4.2000

Sub:- Anticipated drawals and level of competent officers to approve the proposal of R/Cs –Change in the level of competent officers on account of change in the drawals.

Certain problems/delays have been pointed out in timely conclusion of Rate Contracts due to change in the competent authority while processing the case. Such a situation occurs due to non-availability of the actual drawal values in the initial stages and delays in furnishing the vetted drawal reports by the responding R/C firms.

2. The minimum competent level for conclusion of R/C is Director of Supplies. It has been decided that even where the competent authority to decide the case gets changed due to change in the drawal value, the officers who have dealt the case upto the DDG level should continue to see the case. For example, when a case attracting the powers of Deptt. of Supply comes down to the ADG power due to change in the drawal value, the concerned DDG who has processed the case till that time would continue to see the case and the proposal would be submitted to ADG through concerned DDG.

3. Similarly, in respect of cases handled at the level of ADG if the drawl values goes up subsequently, attracting the powers of DG or Deptt. of Supply, the concerned ADG should continue to process the case and seek the approval of DG or Deptt. of Supply as the case may be. Concerned DDG will also be associated.

4. Similar procedure for submission of files may be followed in respect of cases handled at the level of DDG.

5. As per the present policy, the State Governments, PSUs etc. have to place their indents on DGS&D with the pre-deposit of funds, if they want to utilize the DGS&D Rate Contract. These agencies also place direct orders for R/C items and conclude contracts with the proviso for pre-despatch inspection by our Quality Assurance Wing. On receipt of such Non-Departmental orders, the QA Wing will keep the concerned Purchase Directorate and Market Intelligence Cell of DGS&D informed of the price at which the orders have been placed by such agencies for the item on Rate Contract so that a comparison of R/C price vis-à-vis such direct order price will be possible.

6. This issues with the approval of DG.

(P.V. MATHEW)

DY.DIR.(P&C)

STANDARD DISTRIBUATION

FILE No.CDN-1/10(74)/87

Directorate General of Supplies & Disposals

Jeevan Tara Bldg., Sansad Marg,

Planning & Co-ordination Unit

P&C-4 Section

Circular No. 12 Dated 4.5.2000

Sub: Procurement of ISI marked stores through Rate Contract.

There are some items which have to be procured mandatorily with ISI mark. Para 13.7(c )(ii) given directions that at the planning stage it can be decided whether stores with ISI mark only are to be procured. Depending upon the planning decision, suitable clauses should be incorporated in the Tender Enquiry and the resultant contract. These clauses have now been standardized for the Tender Enquiry and for Rate Contract as follow:

Clause to be incorporated in the Tender Enquiry

“The contract as a result of this Tender Enquiry shall be entered into only for stores having ISI mark. The tenderers hold ISI mark on the date of tender opening or who obtain the ISI mark within 90 days of the date of tender opening would be eligible for Rate Contract. In no case, the supplies against this RC shall be accepted after the expiry of the validity of the BIS licence unless os permitted by BIS. It shall be the responsibility of the contractor to obtain renewal of the licence expiring during the currency of the Rate Contract and/or obtain the permission of the BIS that they are permitted to continue to supply the stores to ISI mark pending renewal.”

Clause to be included in the Rate Contract

“The supplies against this Rate Contract shall be only for stores having ISI mark. In no case, the supplies against this Rate Contract shall be accepted after the expiry of the validity of the BIS licence unless so permitted by BIS. It shall be the responsibility of the contractor to obtain renewal of the licence if expiring during the currency of the Rate Contract and/or obtain the permission of the BIS that they are permitted to continue to supply the stores to ISI mark pending renewal.”

The above clause should henceforth be incorporated in the Tender Enquiry and in the Rate Contract for all the items, having ISI mark mandatory and also for other items intended to be purchased with ISI marking. QA Wing shall identify the mandatory item at the time of TP checking.

2. Leaving apart those items, which are to be purchased mandatorily with ISI marking, according to Para 7.18.2 of DGS&D Manual, by an administrative decision it is enjoined upon the DGS&D to buy only ISI marked goods and in the alternate to buy goods conforming to IS Specification where (i) either ISI marked goods are not available or (ii) the process of ISI marked goods are not competitive. In other words, while no price preference will be available for ISI marked goods, these will enjoy purchase preference, other things being equal.

3. In the light of the above administrative decision, continuous efforts need to be made to get supplies of ISI marked stores through Rate Contract.

4. A committee constituted under the chairmanship of ADG(QA) has identified 16 items which could be procured with ISI marking only. These items are listed as under :-

S.No. Name of item Directorate

1. Fluorescent Tube ES

2. GLS Lamps (above 100 W) ES

3. Electrical Accessories ES

i) Lamp Holder Beyonet type ES

ii) Ceiling Rose Surface type ES

iii) Flush Piano type ceiling Rose ES

iv) Switch socket outlet piano type ES

v) Switch socket outlet flush socket

cover ES

4. PVC Adhesive Tapes ES

5. MCBs ES

6. Exhaust fans ME

7. Steel Conduit Pipes HW

8. PVC Conduit Pipes HW

9. C.I. Spun Pipes HW

10. Overhead Tanks HW

11. Pressure Cooker HW

12. Water Meter Domestic ST

13. Chain Pulley Blocks ST

14. A.C. Pressure Pipes SC

15. A.C. Sheets SC

16. Barbed Wires SC

5. The above items for which the Purchase Directorates are in the process of renewal of Rate Contract may kindly incorporate the clauses in the Tender Enquiry and Rate Contract as given above so that only ISI marked, stores are purchased.

(O.B. CHAKRAVARTY)

Dy.Dir.(P&C)

Standard Distribution

On file No.CDN-4/6(15)/II/98 dated .05.2000

DIRECTORATE GENERAL OF SUPPLIES & DISPOSALS

(PLANNING & CO-ORDINATION UNIT)

JEEVAN TARA BLDG, 5 SANSAD MARG

NEW DELHI 110001

CIRCULAR No.13 Dated 7.5.2000

Sub:-Indication of store-code in Tender Enquiry.

Ref:-Circular No.35 dated 22.9.1999 and Circular No.5 dtd.2.2.2000.

It has been decided in the meeting held under the Chairmanship of ADG(A) pm 1.3.2000 that all Purchase Dtes. should indicate the Store-code in all tender enquiries invariably in future and that NIC should accordingly amend their software package. Store code should also be given on all indents received by MIS Dte. for allocation to Purchase Directorates.

2. Regional Supply officers will also be required to put store code at the Tender Enquiry stage.

3. All the Purchase Directorates may please see for strict compliance.

( P.V. MATHEW)

DY.DIR.(P&C)

STANDARD DISTRIBUTION

FILE No. CDN-1/4(112)/I/98-Vol.III

DIRECTORATE GENERAL OF SUPPLIES & DISPOSALS

(PLANNING & CO-ORDINATION UNIT)

JEEVAN TARA BLDG, 5 SANSAD MARG

NEW DELHI 110001

CIRCULAR No.14 Dated 10.5.2000

Sub:-Restructuring of Purchase Directorates & Transfer of R/C items to Regions.

Ref:-Circular No.10 dated 4.4.2000.

In partial modification of Circular No.10 dt.4.4.2000, it has been decided to allocate the following work to RCP Directorate and Litigation Monitoring Directorate :-

RCP Directorate:

(i) Receiving suggestions for conclusion of R/C for new items and processing them on file.

(ii) Interacting with Purchase Directorates, QA Wing, Users Deptts., Trade Bodies, BIS etc. for the new items.

(iii) Referring the new items to the (a) Sub-Committee, (b) the QA Wing and (c ) the SRC, New suggestions received prior to scheduled SRC meeting whether considered by Sub-committee or not will also be placed for SRC consideration.

(iv) Arranging Sub-committee and SRC meetings at regular intervals.

(v) Allotting new items to the Purchase Directorates including the Regions and transferring the papers including TP received from QA Wing. In the case of Regions, the DDG(QA) concerned will send TP direct the DDG purchase.

(vi) Collecting he data from Purchase Directorates and the Regions regarding progress in conclusion of R/C for new items.

(vii) Expediting the Purchase Directorates and the Regions for conclusion of R/C for new items.

(viii) Preparing Control Chart for the new items with the held of MIS Directorate and Purchase Directorates.

(ix) Preparing monthly report regarding progress in conclusion of R/C for new items for submission to DG.

(x) Transferring existing items to the Regions with DG’s approval.

(xi) Collecting data from Purchase Directorates regarding maintenance of continuity of R/Cs for existing items and compiling a report for submission to DG.

(xii) Looking after the work of Market Intelligence Cell.

(xiii) Any other item of work to be specifically assigned.

Litigation Monitoring Directorate:

(i) Proposals regarding submitting policy procedure and system improvement matters relating to Arbitration and Litigation ( to be sent to P&C Unit).

(ii) Maintaining an up to date list of all Arbitration & Litigation cases.

(iii) Undertaking periodic check to ensure that for Court cases, progress(Cause) Registers are maintained by the Purchase Directorates and the Regions and they incorporate brief development of the case and the next hearing date in the Progress (Cause) Register.

A Master Progress (Cause) Register may be maintained in the Litigation Directorate in the Hqrs. The Purchase Dtes. in the Hqrs. may intimate the Litigation Directorate the information regarding next hearing date which may be incorporated in the Master Register.

(iv) Maintaining Limitation Register for Arbitration cases and advising the Purchase Directorates and the Regions to take action in time on the Awards given by the Arbitrators.

(v) Maintaining Limitation Register for Court cases and advising Purchase Directorates and the Regions to take action within the time frame laid down in the Court notices/Court judgments.

(vi) Expediting the Purchase Directorates and the Regions to take quick actions including steps for “Early Hearing’ and filing of ‘Execution Petition’ in cases of Awards/Judgements in favour of UOI.

(vii) Director of the Purchase Directorate to function as Member Secretary of the Committee stated as under regarding cases involving Govt. claim:

1. ADG(P) Chairman

2. OSD(Lit.) Member

3. DDG(S) (P&C Unit) Member

4. DDG in charge of

Litigation Dte. Member

5. DS(IF) Member

6. Director of the concerned Purchase Directorate

(viii) Collection data from the Purchase Directorates and the Regions and compiling monthly reports regarding progress of Litigation cases and R.P. & G.D. cases for submission to DG.

(ix) Any other item of work to be specifically assigned.

All the Purchase Officers are requested to note the above instructions for compliance.

(P.V. MATHEW)

DY.DIR.(P&C)

STANDARD DISTRIBUTION

File No. P-01033/1/00/P&C-1

Copy to:- Dy.Dir.(P&C-4) for placing on the policy file relating to Litigation/Arbitration.

No.A-14006/1/00-P&C-2

DIRECTORATE GENERAL OF SUPPLIES & DISPOSALS

(PLANNING & CO-ORDINATION DIRECTORATE)

JEEVAN TARA BLDG, 5 SANSAD MARG

NEW DELHI 110001

Circular No.15 Dated 22^nd May, 2000

Subject:-Association of NSG’s officers during Inspection of stores at firms premises alongwith officers of Q.A. Wing.

It has been decided with the approval of the Competent Authority that while carrying out inspection of stores meant for NSG, officers from NSG may also be associated alongwith officers of QA Wing.

2. All Purchase Directorates are accordingly directed to incorporate suitable provisions in the contracts for supplies of stores to NSG providing for joint inspection in association with the officers of NSG, in future. For the existing contracts also, suitable amendments may be issued with the consent of the firms, on the same lines.

(J.P. AGRAWAL)

Director(P&C)

Standard Distribution

DIRECTORATE GENERAL OF SUPPLIES & DISPOSALS

JEEVAN TARA BLDG, SANSAD MARG, NEW DELHI-I

PLANNING & CO-ORDINATION UNIT

P&C-4 SECTION

--------

CIRCULAR No.16 Dated:

Sub: Flexibility on determining service charges for procurement of stores against DGS&D contracts.

With the approval of Ministry of Finance, DGS&D has been allowed to levy flexible departmental charges within the range of 0.25% to 2% of the value of the stores in respect of ad hoc procurement on the analogy of similar flexibility already allowed in the case of quality assurance services. In this regard a provision has already been made in DGS&D Manual vide para 17.1.1.

2. To lay down the criteria for deciding the quantum of departmental charges the matter was under consideration of Deptt. of Supply. The QA wing are generally deciding the departmental charges keeping in view the competition in the market, potential of the organization and future expected workload. It was, therefore, felt that for procurement also no hard and fast rule can be evolved. The possible guidelines could be –

a) the volume of work to be entrusted.

b) the nature of the item whether to standard or highly complicated stores.

c) the likely competitors.

d) the information gathered as to the kind of service charges which were already been paid by that organization.

e) The agency who was serving them already.

f) The location of the Organations.

g) The competition in the market.

h) The potential of the organization and future workload

3. It has now been decided that the departmental charges shall be fixed keeping in view the above guidelines. The competent authority to decide the quantum of departmental charges for adhoc procurements will be at the level of DG(S&D) in consultation with the Finance and not below this level.

(O.B. CHAKRAVARTY)

DY.DIRECTOR(P&C)

Standard Distribution

File No.P-17002/1/00/P&C-4

DIRECTORATE GENERAL OF SUPPLIES & DISPOSALS

JEEVAN TARA BLDG, SANSAD MARG, NEW DELHI-I

PLANNING & CO-ORDINATION UNIT

P&C-4 SECTION

--------

CIRCULAR No.17 Dated:

Sub:-Consultancy Services to be rendered by DGS&D- general instructions.

The drill to be followed for processing and time scheduled for procurement activities is laid down in the Deptt. of Supply O.M. No.P-III-1(14)/94 dated 18.3.96 (copy enclosed) for procurement against World Bank Assistance Projects. It has now been decided that similar course of action is to be adopted even for general purchases particularly for procurement for the State Govt. and Public Sector Units.

2. Regarding consultancy coordinated efforts shall be made by the World Bank Dte. and the Institute for supply and Quality Management for extending the services of DGS&D for procurement of stores for the organsisation, not assisted by the World Bank keeping in the points listed below:-

a) The team shall work with an open mind and with complete freedon to approach likely indenting departments who may be engaging procurement agents. The services in the manner outlined in the Deptt. of Supply O.M. dated 18/03/96 shall be the guiding factor this team.

b) The team shall work out a necessary information base for projecting the strength of the DGS&D to the prospective Indenting Departments. The team will be free to make visits to these bodies wherever they may be located including outside Delhi.

c) The entire operation of the set up should be computerized and officers/staff working on this team should have knowledge of Computer or have aptitude to learn Computers.

d) To get additional clientale extraordinary efforts are required coupled with proper presentation by the team of dedicated officers. The officers assigned to this team should have aptitude and instinct to get positive results.

e) ADG Incharge will have the liberty to suggest suitable staff to be posted with the approval of DG and also to decide allocation of work as he deems fit. ADG Incharge should work out the requirements of infrastructure including augmenting the existing computer network.

f) The service charge to be levied for undertaking the job, may be worked out by the team under the leadership of ADG concerned, and quoted only after specific approval of DG and Finance is obtained.

g) The delegation of powers as presently available shall continue where DGS&D undertakes the total purchases including decision making. However, where DGS&D is engaged only as Consultant, in such cases the Committee headed by ADG will be fully competent irrespective of value to send their recommendation to the indenting Departments for obtaining approval of their competent level.

h) ADG will have fully power for the movement of his officers and for sanctioning other expenses, which may be necessary for maintaining liaison with the prospective beneficiaries Provisions of DFPR should be kept in view, while sanctioning the expenses.

i) Periodic review of the progress is to be made on a monthly basis. A report is to be submitted at the end of each month to DG/Secretary(Supplies) by the ADG(Incharge).

(O.B. CHAKRAVARTY)

DY.DIRECTOR(P&C)

Standard Distribution

On file No.P-17002/1/00/P&C-4

- 3 –

No.P-III-1(14)/94

Government of India

Ministry of Commerce

Department of Supply

(Poorti Vibhag)

“C” Wing, New Delhi

Dated the 18^th March_____

OFFICE MEMORANDUM

Sub:-Procurement by DGS&D for World Bank Assisted Projects.

The Directorate General of Supplies and Disposals (DGS&D) is the Central Purchase Organisation of the Government of India. As the Purchase Organisatin it has undertaken procurement work on behalf of some Government Departments for World Bank-Assisted Projects. A separate Cell (World Bank Cell) exists in the DGS&D for handling the procurements against World Bank- Assisted Projects.

2. The procurement against World Bank-Assisted projects is regulated by the guidelines issued by the World Bank in general and in terms of the Loan Agreements in respects of particular projects. The procedure followed by the DGS&D for making such procurements has recently been reviewed.

3. After the review it has been decided that DGS&D should use its expertise and take on the role of a consultant for such procurement. Through such consultancy, DGS&D will offers its vast experience to procurement agencies making purchase under Bold Bank projects. This consultancy service is in addition to the procurement work being done by DGS&D for World Bank projects, as per the existing procedure. Procuring agencies will, therefore, have the choice of using DGS&D services as a consultant or asking DGS&D to make the total purchases on their behalf.

4. The procedure for both options is given below:-

(A) where DGS&D is to make total purchases for procuring agencies under World Bank aided projects:

For World Bank Aided projects which are already in hand, DGS&D may continue to act as a procurement agency as hitherto. In the case of future projects, however, the borrowing Ministries/Departments will be given the following options which they will indicate in their indent.

(a) DGS&D will act as procurement agency for borrowing Ministries/Departments with the following modifications in the existing procedure.

(i) Between the borrowing Agency and DGS&D, the decision of the DGS&D awarding the contract should be final. The Borrowing Agency will be consulted before drawing up the specifications and also while evaluating the tenders. Once tenders are decided at the appropriate level, it shall not be changed by the Borrowing Agency.

(ii) The Tender Purchase Committees (TPCs) for all World Bank purchases will be one Committee chaired by ADG or DG depending on the level of purchase. In respect of purchase which fall outside the powers of DGS&D, the TPCs and Tender Advisory Committee (TACs) will be chaired by the Secretary, Department of Supply to expedite decisions.

(iii) The participation in the deliberations of DGS&D/Department of Supply of the borrowing Agency should be at an appropriate level consistent with the Chairmanship of the TPC. In the TPCs and TACs chaired by Secretary (Department of (Supply)/DG, the level of participation should be at least that of Joint Secy. and in the TPCs chaired by ADG. It should be at least Director/Deputy Secretary.

(iv) All purchases above US $200,000 or roughly above Rs.66 lakhs, No Objection Certificate from World Bank should be obtained. When the World Bank does not give the No Objection Certificate the decision of the competent Authority in the DGS&D/Department of Supply, shall be final and the procurement through World Bank funds shall be given up and the Borrowing Agency if it so wants should procure it from their own funds. The Borrowing Agency should agree on this.

(b) Where DGS&D is to act as a consultant for World Bank aided Projects:

DGS&D will act as Consultant in accordance with the Memorandum of Understanding (copy enclosed) to be signed between DGS&D and borrowing Ministries/Departments.

5. All Ministries/Departments may please note the above instructions and also bring to the notice of the bidders.

(e) The evaluation report shall be prepared by DGS&D through a Committee consisting of :

1. ADG(S&D) - Chairman

2. DDG(Purchase) - Member

3. DDG(QA) -Member

4. Representative of the

borrowing Ministry, -Member

not below the rank Director

/Dy.Secy.

5. Director(Supplies) -Member Secretary

(f) The Borrower shall process the evaluation report and obtain the financial/ administrative approval of their competent authority as per the General Financial Rules, delegations or any instruction on delegation as are applicable within their Ministry. The DGS&D shall provide such additional information and/or clarification as may be required by the Borrower in this respect. The evaluation report as is approved by the competent authority may be forwarded by the Borrower to the Bank for obtaining No Objection Certificate.

(g) On receipt of No Objection Certificate from the Bank, DGS&D shall prepare a Draft Notification of Award and detailed contract which shall be signed by the Borrower and issued to the successful bidder.

(h) All further post-contract management on the contract shall be done by the Borrower. He may refer to DGS&D any maters for advice which he considers necessary.

(i) The Borrower would be responsible for dealing with all Parliamentary matters and other related Government obligations like Audit Scrutiny etc. connected with the services of the DGS&D. However, DGS&D would provide all the necessary information/details required for dealing with such matters.

(j) DGS&D undertakes to arrange pre-despatch inspection of stores the details of which shall be incorporated in the detailed contract.

(k) The payment for the stores supplied shall made by the Borrower through their Paying Authority.

(l) The time schedule for the various activities after receipt of indent/demand in DGS&D will be as under:-

i. Preparation of specification - 1 month

ii. Invitation of bids upto the time of - 2-1/2 months from the

opening of bids date of receipt of approved

specifications from the

Borrower.

iii. Technical/Commercial -Normally one month but

evaluation of bids not exceeding 1-1/2 months.

iv. To make available the notification -Two days.

of award after approval of Bank

v. Detailed contract to be made -10 days after issue of

available by DGS&D to the N.O.A.

Borrower.

(m) For rendering the above services, DGS&D shall charge _____ of the value of the contract including all Taxes and Duties for purchse and inspection activities and additional_______ for imported stores if the borrower entrusts the job of clearance to the DGS&D Port Consignee.

2. Any modifications to this Agreement can be carried out as are mutually agreed by the two parties.

3. Any dispute arising out of this Agreement shall also to be settled by mutual consultation.

Borrowing Agency Director General of Supplies &

Disposals

DIRECTORATE GENERAL OF SUPPLIES & DISPOSALS

(PLANNING & CO-ORDINATION UNIT)

JEEVANTARA BLDG., 5, PARLIAMENT STREET

NEW DELHI 110001

CIRCULAR NO.18 Dated 31.5.2000

Sub:-Request for Post Deposit Facility by New Delhi Municipal Council(NDMC).

Ref:-Circular No.30 dt.17.8.99.

Vide Circular No.30 dt.17.8.99, the New Delhi Municipal Council (NDMC) was treated as Post Deposit Party upto March, 2000, subject to prompt clearance of payments by them to CCA, Deptt. of Supply, New Delhi.

2. At the request of NDMC, New Delhi the position has been reviewed. It has been decided to extend the Post Deposit Facility to the New Delhi Municipal Council (NDMC) upto 31.3.2001. Chief Controller of Accounts, Deptt. of Supply, New Delhi will accept all the pending bills from the Suppliers in respect of their Supply Orders placed by NDMC on them after 31^st March, 2000 (the period upto which the NDMC was initially allowed this facility).

(P.V. MATHEW)

DY.DIR.(P&C)

STANDARD DISTRIBUTION

FILE No: CDN-1/CDN-3/10/PSU/AB/1/89/NDMC

Copy to:-

1. Er. D.N. Gupta, Chief Engineer (Elect.), New Delhi Municipal Council, Room No.1712, 17^th Floor, Palika Kendra, Sansad Marg, New Delhi –110001*.

2. Chief Controller of Accounts, Deptt. of Supply, Akbar Road, New Delhi-110011. He may kindly ensure that the debit vouchers are cleared by the NDMC, New Delhi in time.

*With reference to their letter No.143/PS/CEE/D dt.23.5.2000.

Immediate

Reminder

No.CDN-3/8(5)/II/CPAC/27/95

Directorate General of Supplies & Disposals

Planning & Co-ordination Unit

Planning & Co-ordination-3 Section

Jeevantara Building, 5 Sansad Marg,

CIRCULAR No.19 New Delhi - 110001 Dated 13-06-2000

Subject:-Operationalization and Implementation of Citizen’s Charter of DGS&D – Submission of Monthly Report regarding.

Please refer to DGS&D Headquarter’s Circular number 12 dated 16-04-1999 and subsequent reminder of even number dated 09-08-1999 wherein all the officers of DGS&D at Regions (Supplies as well as Quality Assurance) were requested to send the Monthly Report on 7^th of every month in respect of the appraisal of the commitments to the staff, achievements ensuring continuity of RCs etc., feedback from industry/indentors and the objectives/targets made in the Charger of DGS&D as a progressive step for effective implementation and operationalisation of Citizens’ Charter of the DGS&D.

It has been observed that only some offices are sending this Monthly Report whereas many Offices of the DGS&D are not submitting such Reports regularly. As the feedback called for in the Circular dated 16-4-1999 is essentially required to make proper and effective evaluation regarding implementation and operationalisation of the Citizens’ Charters’ of the DGS&D, all Offices of Supply and Quality Assurance Wing at Regions are again requested to send this Monthly Report invariably on regular basis. Non-compliance of the same would be viewed seriously.

(J.P. AGRAWAL)

DIRECTOR(P&C)

All DDGs/Directors of the DGS&D (Supply & Quality Assurance Wing) at Regions.

DIRECTORATE GENERAL OF SUPPLIES & DISPOSALS

(PLANNING & CO-ORDINATION UNIT)

CIRCULAR No.20 Dated 20

Sub: Conclusion of single R/C based on single _____ - Guidelines reg.

……

Para 13. 5 of DGS&D manual, inter-alia stipulate that proposals may be worked out for entering into par____ with minimum number of firms which in any case be not less than two. Instances have, however, come to notice that only one firm quoted against tender enquiries floated for conclusion of rate contracts for items other than OEM items and items reserved for KVIC/ACASH. Consequently rate contracts were concluded with only one firm. Conclusion of single rate contract based on single quotation in a way facilitates monopoly of the firm for all government supplies. This may be due to non-availability of other firms for such items or if available, id not quote for lack of information or may not be interested to take part in DGS&D tenders.

2. The guidelines given below may be followed by all the Purchase Officers where only one quotation has been received for such items

(i) It may be ensured that adequate publicity have been given. New items must be invariably published in National Newspapers irrespective of value.

(ii) To check with the QA Wing, BIS, DGQA(Defence), NSIC, likely users and other such agencies as to the sources of supply for such an item and to enquire through the regional supply/QA branches as to whcy such firms had not participated. If the information gathered suggests other sources of supply then R/C against single offer requires greater justification.

(iii) The users for such items need to be specifically identified and their reaction obtained about the need for bringing such an item on the R/C. For the ongoing R/Cs, it shall be possible based on the payments made by CCA.

(iv) It should be mandatory for the Purchase Officer to get a report from the Cost Cell about the justification of prices and that quoting firms must agree to the Book Examination Clause whi provision can be made use of not only by the Cost Cell at the time of justification the prices but also any time during the currency of the rate contract.

(v) R/C holders should be required to submit quarterly reports on sales made outside R/Cs duly certified that such sales are not at rates lower than R/C rates for whatever reasons.

(vi) The minimum competent level for such items should be Director General except OEM ITEMS like vehicles/spares.

3. All Purchase Officers are requested to follow the above guidelines and also review the ongoing rate contracts.

( P.V. MATHEW )

Dy. DIRECTOR(P&C)

Standard Distribution

CDN-1/RC/Misc.99 dt. 20-6-2000.

DIRECTORATE GENERAL OF SUPPLIES & DISPOSALS

JEEVAN TARA BUILDING, SANSAD MARG, NEW DELHI

PLANNING & COORDINATION UNIT

P&C –4 SECTION

______________

Date:- 28.6.2000

Circular No. 21.

Sub.:- Procurement of ISI Marked stores through R/c.

Ref. :- Circular No. 12 dated 4/5/2000.

Following may be substituted in the sub-para (ii) para 2 of the circular No. 12

FOR READ AS

(ii) The process of ISI marked goods are The prices of ISI marks goods are

not competitive not competitive

All other remains unaltered.

(O.B. CHAKRAVARTY)

DY. DIRECTOR (P&C)

Standard Distribution______________________________________________

File No. CDN-4/6(15)/11-00 Dated: 28.6.2000

DIRECTORATE GENERAL OF SUPPLIES & DISPOSALS

JEEVAN TARA BUILDING, SANSAD MARG, NEW DELHI

PLANNING & COORDINATION UNIT

P&C –4 SECTION

______________

Date:- 3.7.2000

Circular No. 22.

Sub.:- Jurisdiction for Settlement of Disputes.

As per Clause 28 of form DGS&D –230, the Booklet containing ‘INSTRUCTIONS TO TENDERING QUOTING AGAINST ENQUIRIES ISSUED BY DGS&D AND ITS REGIONAL OFFICES, the instructions on the subject roads as under:

“All questions, disputes or differences arising under or cut of or in connection with the contract if concluded shall be subject to the exclusive jurisdiction of the court within the local limits of whose jurisdiction the place from which the acceptance of tender is issued is situated.”

2. Further Clause 20 of DGS&D-68 (Revised) – Conditions of Contract Governing Contracts placed by the central Purchase Organisation – reads that irrespective of the place of the delivery, the place of performance of the place of the payment, under the contract, the contract shall be deemed to have been made at the place from which the acceptance of tender has been issued.

3. It has been reported by Purchase Directorates that of late the disputes and differences have been raised by the Trade even before placement of contract and the firms get stay orders on one pretext or other from the Courts where such firms are located. The purchase Officers have to go to such places to defend the case in the absence of any specific provision to defend the case from Delhi/Calcutta/ Chennai or Mumbai as the case may be.

4. Sometimes for Regional Office cases the advance contract is issued from the Hqrs., followed by the formal contract from the respective Regional Office which has invited the Tenders.

5. After due consideration of the above issued in consultation with Ministry of Law, it has been decided with approval of Department of Supply to amend the following clause in dGS&D-230 & DGS&D-68 (R) as follows:

contd/-…

-2-

(Clause 28 of DGS&D 230 at P. 14)

FOR

All Questions, disputes or differences arising under or out of or in connection with the contract if concluded shall be subject to exclusive jurisdiction of the court within the local limit of whose jurisdiction the place from which the acceptance or tender is issued is situated

READ

All Questions, disputes, or differences arising under or out of or in connection with the Enquiries issued or in connection with contract if concluded shall be subject to jurisdiction of the court within whose limits the place from where Tenders have been invited.

In Conditions of Contract:

(Clause 20 of DGS&D 68 at P. 40)

Irrespective or the place of delivery, the place of performance, or the place of payment under the contract, the contract shall be deemed to have been made at the place from which the acceptance of tender has been issued

Irrespective of the place of delivery, the place of performance or the place of payment under the contract or the place of issue of advance intimation or acceptance of tender, the contract shall be deemed to have been made at the place from where tenders have been invited.

6. All Purchase Officers may please note the above changes and incorporate them in all the enquiries and on resultant contracts.

7. The above instructions will come into force with immediate effect.

(O.B. CHAKRAVARTY)

DY. DIRECTOR (P&C)

Standard Distribution______________________________________________

File No. P-12003/1/00- P&C-4

Copy to:-

1. Publication Cell – for publishing in the monthly bulletin.

2. MIS Directorate.

3. CDN-2 – for making amendment in DGS&D –68 & 230.

4. Deptt. of Supply w.r.t. their I.D. Note No. 6(4)/2000 –pol. Dated 16.6.2000.

DIRECTORATE GENERAL OF SUPPLIES & DISPOSALS

JEEVAN TARA BUILDING, SANSAD MARG, NEW DELHI

PLANNING & COORDINATION UNIT

P&C –4 SECTION

______________

Date:- 4.7.2000

Circular No. 23

Sub.:- General Terms and Conditions Governing the Rate Contract and Instructions to Direct Demanding Officers and Consignees – DGS&D – 1001.

As per the amended provision in dGS&D-1001 in line with the instructions given in Circular No. 49 dated 22.12.99, DDOs have to provide financial certificate at the time of placement of the Supply Orders.

2. It has been reported by some of the R/C holders that they could not gent payment from the CCA for the supplies made against the Supply Orders in which DDOs have not given the above certificate.

3. The rate contract holders have to ensure availability of the above certificate. It has been decided with the approval of the DG (S&D) that all the Rate Contracts that will be issued w.e.f. 15.7.2000 will contain instructions predominantly inviting the attention of the Rate Contract holders that before entertaining the Supply Orders they should ensure the availability of following Certificate from DDOs:

a) They are Central Government Departments drawing funds from Consolidated Fund of India

b) The expenditure involved for the purchase has received the sanction of the competent financial authority

c) The funds are available under the proper head in the sanctioned Budget allotment for the year ______________ and

d) They have been fully authorized by the Department to sign the Supply Order and incur the liability in respect of the stores being ordered.

4. Purchase Directorates may also send a separate registered communication to all the Current Rate Contract holders inviting their attention to the requirement of above Certificate to be furnished by DDOs before entertaining the Supply Orders.

5. CCA, Deptt. of Supply is being appraised of above decision separately as per copy enclosed.

6. All Purchase Directorates are requested to take immediate action.

(P.V. MATHEW)

DY. DIRECTOR (P&C)

Standard Distribution_____________________________________________

File No. CDN-1/DDO/II/Misc./95-96

No. CDN-1/DDO/II/Misc./95-96

Govt. of India

Directorate General of Supplies & Disposals

(Planning & Co-ordination Unit)

Jeevan Tara Building, 5, Parliament Street

New Delhi – 110 001.

Dated:- 4.7.2000

The Chief Controller of Accounts,

Office of the Chief Controller of Accounts,

Department of Supply,

Akbar Road Hutments,

New Delhi.

Sub.:- General Terms and Conditions Governing the Rate Contract and Instructions to Direct Demanding Officers and Consignees – DGS&D – 1001.

As per the amended provision in DGS&D-1001 in line with the Instructions given in Circular No. 40 dated 22.12.99, DDOs have to certify at the time of placement of the Supply Order that:

a) They are Central Government Departments drawing funds from Consolidated Fund of India

b) The expenditure involved for the purchase has received the sanction of the competent financial authority

c) The funds are available under the proper head in the sanctioned Budget allotment for the year ______________ and

d) They have been fully authorized by the Department to sign the Supply Order and incur the liability in respect of the stores being ordered.

2. It has been reported by some of the R/C holders that they could not get payment from your office for the supplies made against the Supply Orders in which DDOs have not given the above certificate.

3. In this connection, CCA’s attention isinvited to the Instructions available to DDOs prior to introduction of DGS&D-1001. These instructions as contained in DGS&D Form-155 read as follows:

“The Direct Demanding Officers are only permitted to operate against the Rate Contract on the distinct understanding that the expenditure involved has received the sanction of Competent Financial Cuthority and that funds are available under the proper head in the sanctioned Budget allotment of the Indenting Deptt. in the year in which the cost (and the Department-in-Charges) (where liviable) will be adjusted”.

Contd./-…2..

-2-

4. The above instructions have been reiterated in form DGS&D-1001.

5. We have issued instructions to Purchase Officers to take suitable action as per Circular NO. 23 dated 4.7.2000.

6. In the meantime, it has been decided with the approval of DG (S&D) that you need not return the Bills for supplies made against Supply Orders placed for want of those Certificates in respect of Rate Contracts place prior to 15.7.2000 and that wherever such Certificates are not available, CCA can follow the procedure hitherto for adopted.

(P.V. MATHEW)

DY. DIRECTOR (P&C)

DIRECTORATE GENERAL OF SUPPLIES & DISPOSALS

JEEVAN TARA BUILDING, SANSAD MARG, NEW DELHI

PLANNING & COORDINATION UNIT

P&C –4 SECTION

______________

Date:- 7.7.2000

Circular No. 24

Sub.:- Negotiations with L1 and counter offer to other higher quoting firms etc.

In line with the DGS&D Manual provisions contained in Para 13.16, post tender negotiations should be avoided and Rate Contracts may be concluded without negotiations by following the guidelines given for the conclusion of parallel Rate Contracts with adequate number of firms within reasonable price range to meet the estimated drawals.

2. Where it is considered necessary to resort to the negotiations to conclude parallel Rate Contracts then the CVC guidelines are to be followed and counter offers are to be made as per the standardized format and responses to counter offers are to be received through tender box to be opened in public.

3. In line with the CVC guidelines, where negotiations are considered necessary for bringing more firms on R/C first it should be conducted with L1, the prices so agreed are to be counter offered to other higher quoting firms. Therefore, there are tow stage negotiations/counter offer.

4. The first stage negotiations with L1 requires a shorter time and the standard letter to be addressed can be simpler and also it need not be called through tender box in a sealed cover. The letter to be addressed to L1 will be in the format as at Annexure ‘A’ giving 15 days time to respond.

5. If L1 firm agrees to the rates offered, Rate Contract is to be issued and prices so agreed are to be counter offered to other higher quoting firms as 2^nd stage negotiation. In case L1 firm fails to respond within the time it may be taken as if they are not agreeable to the counter offer and in that event the reasonable price as determined may be counter offered to all the eligible firms including L1. For this 15 days time may be allowed and the standard letter to be addressed will be as per the format at Annexure ‘B’.

6. It has also been decided that in the Administration Section (A-13), a separate cell should be created i.e. “Tender Receipt Cell” which will receive the tender documents sent by the responding firms through registered post, courier and forward them to the concerned P&C Unit (Section-3). They will also guide the tenderers who want to make hand delivery of tender documents to put it into the Tender Box. The Tender Receipt Cell will maintain proper record of documents received through registered post/courier.

Contd./-…2.

-2-

7. Suitable instructions to the tenderers should be included in future tender enquiries/standard letter for counter offer that their responses to the tender enquiries/counter offers should be addressed to: -

“Tender Receipt Cell”

Directorate General Supplies & Disposals,

Jeevan Tara Building,

5, Parliament Street,

New Delhi – 110 001.

8. The above guidelines are brought to the notice of all concerned for strict compliance.

Encls.:- Annexure ‘A’ & ‘B’

(P.V. MATHEW)

DY. DIRECTOR (P&C)

Standard Distribution_____________________________________________

File No. CDN-1/CDN-3/Misc./TENDER/97

ANNEXURE ‘A’

FORMAT FOR COUNTER OFFER TO L1

No.

Government of India

Directorate General of Supplies & Disposals

Dated:

M/s.

Sub.:- This Office Tender Enquiry of even no. opened on _____________ for ________

Ref.:- Your quotation No. ___________________________ dated _______________ and subsequent correspondence resting with letter No. _____________________ dated _______________

Dear Sir,

With reference to above, it is informed that the prices quoted by you have been considered to be on the high side. Department considers reasonable prices at rates as indicated in the enclosed Annexure. Certain other terms and conditions quoted by you in your tender which are unacceptable have also been indicated in the enclosed annexure alongwith the terms which may be considered by the Department.

2. You are requested to submit your revised best-reduced rates within 15 days from the date of issue of this letter for the items indicated in the Annexure alongwith the confirmation of terms and conditions.

3. This invitation to negotiations is without prejudice to the terms and conditions as also validity of the offer as tendered/agreed to by you.

4. This is, however, without any commitment, whatsoever at this stage and without prejudice to the purchaser’s right to accept your original offer within its validity.

Yours faithfully,

(Asstt. Director)

for Director General of Supplies & Disposals

ANNEXURE ‘A’

FORMAT FOR COUNTER OFFER TO L1

No.

Government of India

Directorate General of Supplies & Disposals

Dated:

M/s.

Sub.:- This Office Tender Enquiry of even no. opened on _____________ for ________

Ref.:- Your quotation No. ___________________________ dated _______________ and subsequent correspondence resting with letter No. _____________________ dated _______________

Dear Sir,

2. You are requested to give the reduced revised rates alongwith the confirmation of terms and conditions. Your letter in sealed cover is to be addressed to Tender Receipt Cell superscribing with the enquiry No. ________________ to be opened on __________

Your response must reach this office by ________________ (indicate the time) on _____ and will be opened in public at _____________ on _____________. In case the response is sent by hand delivery, it should be put in the Tender Box by the due date and time.

3. Please note that in case your revised offer is not received by the due date and time as indicated above, you might lose the opportunity and consideration of your tender. It is the responsibility of the tenderers to clearly indicate the tender No. and date and time of tender opening on the cover of the tender. Any mistake on the part of the tenderers may result in the tender getting delayed and consequently not considered.

4. You are requested to submit your revised best-reduced rates only for the items indicated in the Annexure keeping your offer valid for acceptance till _______________.

Contd./-…2…

-2-

5. This invitation to negotiations is without prejudice to the terms and conditions as also validity of the offer as tendered/agreed to by you.

6. This is, however, without any commitment, whatsoever at this stage and without prejudice to the purchaser’s right to accept your original offer within its validity.

Yours faithfully,

(Asstt. Director)

for Director General of Supplies & Disposals

DIRECTORATE GENERAL OF SUPPLIES & DISPOSALS

JEEVAN TARA BUILDING, SANSAD MARG, NEW DELHI

PLANNING & COORDINATION UNIT

P&C –4 SECTION

______________

Date:- 25.7.2000

Circular No. 25

Sub.:- Negotiations with L1 and counter offer to other higher quoting firms etc.

Purchase Officers may please refer to Circular No. 24 dated 7.7.2000. This Circular provides the format as per which communications are to be sent to L1 firm and or to other higher quoting firms while resorting to counter offering. The Purchase Officers have to follow the guidelines given in para 13.16 of DGS&D Manual (page 190 and 206A) while resorting to negotiations/counter offering.

(C.L. BAUL)

DY. DIRECTOR (P&C)

Standard Distribution_____________________________________________

File No. CDN-1/CDN-3/Misc./TENDER/93

DIRECTORATE GENERAL OF SUPPLIES & DISPOSALS

JEEVAN TARA BUILDING, SANSAD MARG, NEW DELHI

PLANNING & COORDINATION UNIT

P&C –4 SECTION

______________

Date:- 21.8.2000

Circular No. 26

Sub.:- Calling for special capacity report.

At the time of planning stage of procurement either through adhoc or rate contract system, technical details as vetted by the Inspecting Authority need to be discussed particularly their direction regarding the requirement of tender sample/advance sample/special capacity reports on DGS&D/NSIC registered firms. (DGS&D Manual Para 7.18.1 and 13.7.1 9 (c) refer). For example; even though the suppliers registered with NSIC under single point registration scheme are considered at par with DGS&D registered firms, in respect of procurement of difficult items or items involving safety angle, the inspecting authority directs the Purchase Wing to call for special capacity reports in respect of those NSIC firms registered based on capacity verification by their own agency and not by DGS&D QA Wing.

2. With a view to bring more and more transparency in the procurement process, Quality Assurance Wing have prepared a list of 111 items (list enclosed) under the category of Difficult/Safety/Complaint prone items. For these items special Capacity Reports are to be obtained by the Purchase Directorate before considering the offer of NSIC registered firms, if their registration is not based on capacity assessment of our QA Wing. All the Purchase Directorates may please ensure that Tender Enquiry for these items will contain the following clause: -

“The Rate Contract will be awarded to firms who are registered with DGS&D/NSIC on the date of tender opening or who gets themselves registered without 90 days of tender opening. The item being brought on Rate Contract is considered as Safety/Difficult/Complaint prone item. Therefore, registration with NSIC should be base don the capacity verification by Quality Assurance Wing of DGS&D. DGS&D reserved the right to call for special capacity report in respect of firms not complying with the above requirement. Firms registered with NSIC without capacity verification by QA Wing of DGS&D should furnish the details of equipments they posses for manufacture of the stores and for quality control as per the proforma enclosed alognwith their tender.”

3. Adhoc procurement will be decided based on the responding firms technical and financial capabilities to execute the contract in line with the guidelines given in para 9.12 of DGS&D Manual.

Contd./-…2…

-2-

4. The Purchase Officers before awarding the rate contract should call for special capacity report in respect of such NSIC registered firms coming in the zone of consideration, if any such responded SSI firm is registered with NSIC without capacity verification by DGS&D QA Wing. However, if any such NSIC registered firm is the past R/C holder and supplied the stores to the required specification duly inspected by DGS&D QA Wing calling for capacity report may be dispensed with and they may be considered for award of rate contract subject to fulfillment of requirement.

5. All Purchase Officers are requested to take immediate action.

(C.L. BAUL)

DY. DIRECTOR (P&C)

Standard Distribution______________________________________________

File No. P-07018/1/00/P&C-1

Copy to: -

National Small Industries Development Corporation, New Delhi – they may kindly communicate to their Branch Offices regarding above decision for proper appraisal of the above requirement to all Small Scale Industries firms.

LIST OF DIFFICULT/SAFETY/COMPLAINT- PRONE ITEMS

S.No. Name of the Item.

HARDWARE DIRECTORATE

1. HDPE PIPES

2. C.I. SPUN PIPES

3. D.I. SPUN PIPES

4. PVC PIPE (SMALL)

5. HELMET FOR DEFENCE

6. SHELVING CABINET

7. HELMET FOR CIVIL

8. D.I. SPUN PIPES FITTINGS

9. TABLE & CHAIR

10. PRESSURE COOKER

11. BOOT BRUSHES

12. RACKS & FILING CABINET

13. HELMET CRASH

14. PVC PIPES (BIG)

ELECTRICAL STORES DIRECTORATE

15. UNDER GROUND ARMOURED CABLES

16. XLPE CABLES (LT)

17. G.L.S. LAMPS

18. COMPACT FLUROSCENT FITTINGS

19. H.P.S.V. LAMPS FITTINGS

20. H.P.S.V. LAMPS

21. MINIATURE CIRCUIT BREAKERS

22. ENERGY METERS

23. ELECTRICAL ACCESSORIES

24. COMBINATION FUSE SWITCH UNITS

25. SWITCH FUSE UNITS

26. PVC (ALUM) CABLE (SMALL SIZE)

27. PVC ALUM. CABLE (LARGE SIZE)

28. INTEGRATED CABLES

29. H.P.M.V. LAMPS

30. WELDING CABLE

31. ELECTRONIC BALLASTS

32. H.P.M.V. FTNG. & ACCESS.

33. COMPACT FLOURESCENT LAMPS

34. HAND HELD SEARCH LIGHT

35. HRC FUSE

36. SUBMIERSIBLE CABLE

37. CUT OUT

38. SUPER ENAMELLED COPPER WIRE

-2-

WOOL & LEATHER DIRECTORATE

39. BOOT ANKLE CANVAS (CIVIL)

40. BARRACK BLANKET

41. BOOT COMBAT (RI)

42. SHOES CANVAS (DEF.)

43. SHOES CANVAS (CIVIL)

44. BOOT ANKLE DMS (CIVIL)

45. HOSE FIRE FIGHTING

46. BOOT ANKLE DVS (DEFENCE)

47. SLEEPING BAG

48. COAT PARKA (CIVIL)

49. GLOVES LEATHER WHITE LINED

50. BOOT ANKLE CANVAS (DEFENCE)

51. COAT COMBAT

INFORMATION TECHNOLOGY DIRECTORATE

52. TRANSRECEIVERS

53. PHOTO COPIER MACHINE

54. PERSONAL COMPUTER * PERIPHERIALS

55. UPS SYSTEM

56. MISCROSCOPE

OIL AND CHEMICALS DIRECTORATE

57. LUBRICANTS A & S

58. GREASES

59. LUBRICANTS INDUSTRIAL

60. RIFLE OIL

61. INSECTICIDAL SPACE SPRAY

62. OIL TRANSFORMER

63. SOAP LAUNDRY\

64. SOAP SOFT

65. SOAP LIQUID

STEEL AND CEMENT DIRECTORATE

66. CEMENT OPC 33 GRADE

67. SPECIAL CEMENT (43 GRADE)

68. CEMENT OPC (53 GRADE)

69. CONCERTINA COIL

70. GALVANISED STEEL BARBED WIRE

71. CEMENT (SULPHATE RESISTING)

-3-

AUTOMOBILE DIRECTORATE

72. WIRELESS TELECOMMUNICATION BATTERIES

73. MOTOR TRANSPORT BATTERIES (CIVIL)

74. DRY BATTERIES (CIVIL)

STRUCTURAL DIRECTORATE

75. INDIGENOUS SPARES WILFIT (KOMATSU/BEML)

76. ROAD ROLLERS

77. SPARES ROAD ROLLERS (WILFIT)

78. MALLEABLE CAST IRON FITTINGS

79. GALVANISED STEEL CHAIN LINK (LARGE)

80. GALVANISED STEEL CHAIN LINK (SMALL)

81. FIRE EXTINGUISHER (CIVIL)

82. CHAIN PULLEY BLOCK

MECHANICAL ENGINEERING DIRECTORATE

83. WINDOW MOUNTED TYPE AIR CONDITIONER

84. SPLIT TYPE AIR CONDITIONER

85. WATER COOLERS

86. DESER COOLERS (STEEL BODY)

87. STEEL TRUNK

88. GEYSERS

89. INVERTER

90. SERVO VOLTAGE STABILISER

91. BATTERY CHARGER

92. HEAT CONVECTORS

WORKSHOP & MACHINE TOOLS DIRECTORATE

93. ELECTORDES

94. INDIGENOUR SPARES WILFIT (KOMATSU/BEML)

95. WILFIT & OEM/AIR COMPRESSOR

96. WILFIT & OEM SPARS FOR PNEU. TOOLS

MISCELLENOUS

97. PLYWOOD RESIN BONDED

98. TOUGHENED/LAM. SAFETY GLASS

DS&D, CALCUTTA DIRECTORATE

99. TICKET BOARD

100. CAPES & COATES

101. GROUND SHEET (CIVIL)

102. BAGS KITS UNIVERSAL

-4-

DS&D, MUMBAI DIRECTORATE

103. R.R. BITS

104. PNEUMATIC TOOLS & EQUIPMENTS

Directorate General of Supplies & Disposals

Sub: Provision of Computerized R/C No. on Bills

CCA office have reported that they are facing problem in linking the bills with the Rate Contract against which payment is to be made, as the Rate Contract No. has not been indicated on the bills.

Directorate General of Supplies & Disposals

Sub: Processing of cases in Arbitration/ Courts

File No. CDN-4/3(13)/1/94

Circular No. 41 Dated 24.11.99

Directorate General of Supplies & Disposals

Sub: Issue of Rate Contract in Standardised format – reg.

Standard Distribution

Directorate General of Supplies & Disposals

Sub: Committee to formulate a document on “Quality Control Methods & Procedures” – Constitution of.

Annexure-V

For and on behalf of the Purchaser

Subject: Rate Contract for supply of ___________________

STANDARD DISTRIBUTION

Standard Distribution______________________________________________

FOR

READ

Standard Distribution______________________________________________

Standard Distribution_____________________________________________

Standard Distribution_____________________________________________

FORMAT FOR COUNTER OFFER TO L1

FORMAT FOR COUNTER OFFER TO L1

Standard Distribution_____________________________________________

Standard Distribution______________________________________________

LIST OF DIFFICULT/SAFETY/COMPLAINT- PRONE ITEMS

HARDWARE DIRECTORATE

ELECTRICAL STORES DIRECTORATE

WOOL & LEATHER DIRECTORATE

INFORMATION TECHNOLOGY DIRECTORATE

OIL AND CHEMICALS DIRECTORATE

STEEL AND CEMENT DIRECTORATE

AUTOMOBILE DIRECTORATE

STRUCTURAL DIRECTORATE

WORKSHOP & MACHINE TOOLS DIRECTORATE

MISCELLENOUS

DS&D, CALCUTTA DIRECTORATE

DS&D, MUMBAI DIRECTORATE