DIRECTORATE GENERAL OF SUPPLIES & DISPOSALS

(Planning & Coordination 2)

List of Circulars/Instructions issued by P&C Directorate after 1.10.99 (when the new DGS&D Manual came into effect) till June, 2005

Sd/-

Dy. Director (P&C)

DIR.(ADMN.)

No. CDN-1/29(13)/11/91-Vol.III

Government of India

Ministry of Commerce

Directorate General of Supplies & Disposals

Jeevan Tara Building, New Delhi

Circular No. 34 Dated, the 26^th Oct., 1999

As per the existing guidelines, proposals for conclusion of Rate Contracts attracting the power of the Department of Supply are being sent through ID Note signed by the DDG concerned.

2. The format of ID Note, being forwarded to DOS, was reviewed and the same has been revised vide Annexure attached.

3. The Directors may ensure that w.e.f. 1.11.99 all Rate Contract purchase proposals to the DOS are sent in the revised format.

4. It is also suggested that even in respect of cases attracting the powers of officers upto the level of DG, Base Officers may be directed to submit the proposals as per the revised ID Note format.

(P V Mathew)

Deputy Director (CDN)

Standard Distribution

ANNEXURE

FORMAT FOR SENDING I.D. NOTE TO THE

DEPARTMENT OF SUPPLY REGARDING PROPOSALS

FOR RATE CONTRACT

SUB: CONCLUSION OF RATE CONTRACT FOR THE PERIOD

FROM TO .

1. Description of Stores.

(No. of items, categories

Specification changes, if any)

(mention in one line)

2. DETAILS OF CURRENT RATE CONTRACT

2.1 Original R/C Period with

Extensions, if any, relaxation, if any,

Special features, problems faced, if any.

2.2 Price criteria adopted/

Rates accepted i.e. LLPP/HLPP etc.

2.3 No. of R/C holders.

3. PROPOSED RATE CONTRACT

3.1 Estimated annual drawals/

Basis of estimation.

3.2 Date of issue of Advertised Date of Tender Opening

Tender Enquiry (ATI)

3.3 No. of offers received

R/C holders…………

New entrants………….

3.4 Late offers, if any.

3.5 Negotiations conducted, if yes

The reasons/dates thereof

3.6 Date of revised tender opening/

no. of offers received.

3.7 Ranking of offers (on

Inclusive basis) indicate also

The original quoted rates Annexure I

3.8 Performance statement

Including criteria Annexure II

:2:

4. PRICE SCENARIO

4.1 Price behaviour since

Conclusion of current Rate Contract

4.2 Market price during the

month of tender opening

4.3 Price indices of raw materials/

Other inputs.

4.4 Changes in duties structure,

If any.

5. RECOMMENDATIONS

5.1 The firms whose offers are

Prima facie un-acceptable and

proposed to be ignored

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S.NO. Name of the firms Reasons for not

Accepting the offer

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5.2 The firms who have quoted

Inconvenient terms which needs

Clarification Annexure III

5.3 Specific suggestions for conclusion of Rate Contract:

(a) Price Criteria

(b) Price Chart indicating the

original price quoted/proposed price

along with justification.

(d) relaxation in any order

MOPSID condition/special

Recommendation with justification

5.4 Final Proposal

6. APPROVAL OF D.G. (S&D)/FINANCE TO BE INDICATED

7. OFFER EXPIRY

8. RC Period

9. Drawals

Deputy Director General (Supplies)

DEPARTMENT OF SUPPLY

DIRECTORATE GENERAL OF SUPPLIES & DISPOSALS

(CO-ORDINATION DIRECTORATE)

Jeevan Tara Bldg. 5, Parliament Street

New Delhi – 110 001

Circular No. 35 Dated 20.09.1999

Sub: Uniformity in numbering of tender enquiries – regarding

It has been observed that different Directorates are following different pattern of giving number to their tender enquiries, which is not desirable in a computerized environment. Some examples are:-

1. Hw-2/RC-19041503/082000/Boot Brushes/1999-2000/42

2. ES-2/RC-14231200/HRC/99-2000/32

3. WMT-1/RC-4692/Electrodes/99-2000/11

4. MS-3/RC-11030102/071999/Fe Si/99-2000/Z3

5. PP-2/RC-06140400/091999/EHFC/P2

6. WL-5/RC-4685/Jersey(G.Tax)/98-99/65

2. All Purchase Directorates are directed to follow a uniform pattern, i.e. the position of the first 24 characters should be fixed as under:-

Dte-Sec/RC-8 Digit Store Code/expected month and year of commencement of RC/ other details. One example is:-

Fixed Position Optional

ST-4/RC-12109000/082000/ Item/RC Serial Number

WMT Directorate may code as WM, only for the sake of uniformity.

Regions will also have the 2 character code as under:-

DSD (Calcutta) - CA

DSD (Chennai) - CH

DSD (Mumbai) - MB

DSD (Mumbai Tex) - MT

3. All Purchase Directorates may see for strict compliance.

(P.V. Mathew)

Dy. Director (CDN)

STANDARD DISTRIBUTION

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

DIRECTORATE GENERAL OF SUPPLIES & DISPOSALS

(PLANNING & COORDINATION UNIT)

JEEVAN TARA BLDG., 5, PARLIAMENT STREET

NEW DELHI – 110 001

Circular No. 36 Dated 28.10.99

Sub: Monitoring System for timely conclusion of R/Cs

As per the existing guidelines vide Para 13.7.1 (B) (1) (Annexure 36) on Page 455-456 of the DGS&D Manual for timely conclusion of R/C, 45 days are available for issue of formal Rate Contracts, after approval by Deptt. of Supply. This period includes time required for making counter offers and obtaining response and analysis thereof. Secretary (S) has emphasized the need for timely conclusion of R/C after the decision from the competent authority. He has further directed that whenever decisions are communicated by the Deptt., the R/Cs should be issued immediately.

2. There may be situations when the L1 price (i.e. reasonable/acceptable) has already been identified from amongst is received Rate Contract is to be issued straightaway to such L1 firms (including those quoting lower price but because of their background not considered for determining L1). Thereafter counter offers are to be made to other higher quoting firms. Normally this exercise must be finished in less than 45 days.

3. In other situations, the reasonable/acceptable L1 price is not available but has to be determined after due analysis and approval of competent authority. In line with the above directions of Deptt. of Supply, for timely conclusion of R/Cs within 45 days available, following time frame is also to be adhered to for each anticipated activity starting from the approval of Deptt. of Supply till conclusion of R/C:-

Time frame Time

for the available

activity for R/C

i) Negotiation with L1 10 35

award of R/C

ii) Counter offer to higher 20 15

quoting firms/opening of

revised offers/analysis

iii) Award of parallel R/Cs 15 -

4. There should be continuous monitoring by the concerned Directors/ DDGs and efforts should be made to issue the R/Cs immediately and to have minimum gap between the award of parallel R/Cs. Director General will also monitor timely conclusion of R/Cs in the DG Senior Officer Meetings.

5. In respect of Rate Contracts, attracting the powers of DG/Deptt. of Supply, DDGs would submit the position of the cases to DG/ Deptt. of Supply where major delays are anticipated in conclusion of the R/C. In cases upto ADG powers similar action will be taken by the concerned Directors.

(P.V. Mathew)

Dy. Director (CDN)

STANDARD DISTRIBUTION

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FILE NO. CDN-1/RC/13(6)/93

Directorate General of Supplies & Disposals

(Planning & Coordination Directorate)

Jeevan Tara Building, 5, Parliament Street

New Delhi – 110 001

Circular No. 37 Dated 29.10.99

CORRECTION SLIP TO CONDITIONS OF CONTRACT DGS&D – 68 (R)

The following may be added at the end of the payment clause No. 19(2) (i) and in clause 16(4) under freight :-

“In case any particular consignee/indentor has desired in writing that the goods be despatched using the services of M/s Container Corporation of India Ltd. (CONCOR) then a distinct receipt known as the ‘Inland Way Bill’ issued by CONCOR shall be accepted in lieu of Railway Receipt”.

In sub-clause 14(2) (b) and 19 (2)(i) after the words ‘Railway Receipt’ add the words ‘or Inland Way Bill’.

A photocopy of the format of Inland Way Bill is enclosed for information of all.

(O.B. CHAKRAVORTY)

Deputy Director (CDN)

STANDARD DISTRIBUTION

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CDN-4/21(1)/97

Directorate General of Supplies & Disposals

(Planning & Co-ordination Directorate)

Jeevan Tara Building, 5, Parliament Street

New Delhi – 110 001

Circular No. 38 Dated 08.11.1999

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.

2. All Purchase Directorates are, therefore, requested to indicate a clause in the Rate Contract to the effect that Suppliers should indicate the Computerized R/C No. as given in R/C documents, in the bill claimed by them.

(P.V. Mathew)

Dy. Director (CDN)

STANDARD DISTRIBUTION

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

Copy to:

1. Director (MIS), DGS&D, New Delhi

2. Chief Controller of Accounts, Deptt. of Supply, Akbar Road, New Delhi.

Directorate General of Supplies & Disposals

(Planning & Co-ordination Directorate)

Circular No. 39 Dated the 8^th Nov., 1999

Sub: Processing of cases in Arbitration/ Courts

The procedure being followed reviewed in a Meeting in the Chamber of D.G. on 27.10.99, attended by all ADGs, DDGs and Director of Purchase. The following decisions were taken:

a) Existing procedure as enumerated in the Chapter 18 of DGS&D Manual effective from 1.10.99 should be strictly followed.

b) In all such Arbitration/ Courts cases, officers from the level of AD (Base Officer) to Director & above must write their full names below their signatures for the sake of identification in the future. In this regard, the officers may also like to issue necessary instructions to their PAs/PSs.

c) Periodical review as envisaged in the DGS&D Manual guidelines must be undertaken and necessary action taken promptly after the review.

d) This review shall be undertaken by the Director (Purchase) on first Monday of the month. If Monday is a holiday, the review shall take place on the next working date. A report regarding critical cases may be prepared on the same day and submitted to DDG concerned. If any case requires further attention, this may be brought up by the DDG at the Senior officers’ Meeting.

e) Director of Purchase shall maintain a diary and keep a watch on all critical cases.

f) MIS Dte. has a computerized list of Litigation cases. Purchase Sections should feed latest position in each case including next hearing date so that the date remains up-to-date. Purchase Sections should also feed new cases (which are not on the MIS list) so that the MIS Data bank becomes complete

g) All court cases must be shown to at least Director of Purchase irrespective of its value.

h) The Litigation Section shall maintain a register regarding each Arbitration and each Court Case. The development regarding each case and the inputs received from Govt. Counsel, Ministry of Law, JFO (Litigation) and Purchase Sections should also be recorded in this register.

All Purchase Directorates at Headquarters and the Regions are requested instructions for strict compliance.

(O.B. CHAKRAVARTY)

Deputy Director (CDN)

STANDARD DISTRIBUTION

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

No. CDN-4/MR/GF/92/Vol.II

Directorate General of Supplies & Disposals

Planning & Coordination Directorate

5, Parliament Street : Jeevan Tara Building

New Delhi – 110 001

Circular No. 41 Dated 24.11.99

All Purchase Directorates are aware that based on the information given by them every month several reports are being sent to Deptt. of Supply.

2. The information being furnished by the Directorates for preparation of the following Reports viz:-

1) Monthly Report from DG to Secretary (Supply) on Important Activities/Events of DGS&D.

2) Monthly Summary to Cabinet Secretary

3. Both the above two Reports include the following information:-

a) Value of the purchase made from SSI Units

b) Rate Contracts concluded.

4. It is brought to the attention of Directorates that while furnishing the information with respect to value of purchase from SSI Units, they may give data with respect to ad hoc purchases only.

5. Similarly, while furnishing the details on Rate Contracts concluded, the Report may clearly list out separately Rate Contract concluded with :

i) Small Scale Industries.

ii) Public Sector Unit,

iii) Large Scale Sectors.

6. All the Directorates are requested to keep note on the above requirement and include the above information while furnishing the same from the month of ending Nov., 99 onwards.

(O.B. CHAKRAVARTY)

Dy. Director (CDN)

To:-

1. All Purchase Dtes., at Hqrs. and Regions.

2. All DDGs of Purchase.

3. ADGs and DG

4. Deptt. of Supply, Nirman Bhawan, New Delhi.

Directorate General of Supplies & Disposals

(Planning & Co-ordination Directorate)

Jeevan Tara Building, 5, Parliament Street

New Delhi – 110 001

Circular No. 42 Dated 29.11.1999

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

Ref: Circular No. 17 dated 10.05.99 and 18 dated 19.05.99

Standard R/C format was circulated vide circular No. 17 dated 10.05.99 and further clarifications regarding indication of parallel R/Cs were issued in circular No. 18 dated 19.05.99 while issuing rate contracts vide the standard format purchase officers may include the following clause in schedule ‘c’:-

“All the R/C particulars including prices in respect of individual R/Cs are available on DGS&D website which can be accessed by all. The access code of DGS&D website is “http://www.nic.in/commin/dgsnd”.

2. MIS Directorate/ National Informatic Centre would update the date available on the website every month and website should indicate the fact of such updation with specific date e.g. updated upto________________.

3. All purchase Directorates/ MIS and Computer Centre are requested to note the above instructions for compliance.

(P.V. Mathew)

Dy. Director (CDN)

Standard Distribution

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File No. CDN-1/13(14)/RC Format/99