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This guide outlines the systematic approach for managing departmental budgets through the tendering process. It covers budget planning, including capital and revenue divisions, with a focus on new, continued, and maintenance work. Key steps include approval processes, tender preparation, evaluation criteria, and the negotiation phase leading to work orders. Additionally, it outlines reporting requirements and the tracking of tender history, ensuring transparency and accountability in procurement.
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Purchase Through Tendering System • Plan for the budget for The Department • Yearly budget • Capital • Revenue • Both of these can be divided into 3 categories • New work • Continued Work • Maintenance
Purchase Through Tendering System • Approval of the Department Budget • Consolidation of Budget of All Departments • Individual Work Details • This can be divided into 3 categories • New work • Continue • Maintenance • Administrative Approval for Individual Work
Purchase Through Tendering System • Tender Preparation with the following details • General Terms and Condition • Specific to this tender • Open or Restricted • Advertisement in news paper • Sale of Tender Document
Purchase Through Tendering System • Pre bid Meeting. The following info to be given: • Date of the meeting • Name of the attendees • Minutes of the meeting • During this meeting some of the conditions may change e.g. last date • Receipt of Tender and the EMD
Purchase Through Tendering System • Technical Bid opening. Evaluation during this is done on the basis of the points given in the tender conditions e.g. • Turnover for the last three years • Number of Branch offices • Maximum amount of a Single contract carried out • Similar work done in other Companies • Mandatory deviations allowed / disallowed • Short Listing the Companies on the technical bids (Can use weighted averages) • Return EMD, unopened financial bid to the unsuccessful parties
Purchase Through Tendering System • Intimate short listed parties for opening of the financial / commercial bid. • Opening of commercial bid • Comparison of financial bid on the basis of Simple / weight age average as per technical bid. • Short Listing the parties.
Purchase Through Tendering System • Negotiation with short listed parties (Optional) • Final Shortlist of parties with Rank(If first party does not do, second party can be given the work) • Send work order to the selected agency(party)
Purchase Through Tendering System • If the work order has given to the party and party does not accept the work, forfeit the EMD and put other penalties as per tender terms. • Send work order to the agency selected next. • Acceptance by Agency (Party). • Advance to be paid or security deposit to be received as per tender condition. • Return EMD of the remaining agencies. • Receipts of the Goods / Services.
Purchase Through Tendering System • Acceptance of Goods / Services (Deduction if any) • Receipt of the Bill (can be part bill) • Bill Approval • Payment. • Update tender - Escalation Clause. • After final payment. Return Security Deposit if any.
Purchase Through Tendering System • REPORTS:- • Plan for a Budget • Budget approved for a Dept/all dept • Individual Work Detail • Individual Work Approved • Budget utilized/unutilized • Tender • Advertisement Details for a Tender
Purchase Through Tendering System • Tender sold to Parties • Tender received from parties • Pre Bid meeting details • Technical Bib opening details • Parties short listed after technical bid and there score • EMD and commercial bid returned to parties
Purchase Through Tendering System • Financial bid opening details • Comparison of financial bid • Short list of parties after financial bid and there rank • Work order details • Stamp paper agreement. • Tender history.
