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Procurement Equipment under CRS

WELCOME. Procurement Equipment under CRS. 16 th July 2018. Important Points to start Procurement Process. Preparation of Procurement Plan by PI (Offline/ not in PMS) Identify the requirement/specification of the equipment Cost estimate and indicative timelines

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Procurement Equipment under CRS

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  1. WELCOME Procurement Equipment under CRS 16th July 2018

  2. Important Points to start Procurement Process • Preparation of Procurement Plan by PI (Offline/ not in PMS) • Identify the requirement/specification of the equipment • Cost estimate and indicative timelines • Selection of the appropriate procurement method • Approval of Procurement Plan from respective Institute Head • Approval by SPIU (Offline/ not in PMS) • Formation/ constitution of Purchase Committee • The committee should consists of the following members : • (a) Head of the institute • (b) TEQIP Coordinator • (c) Procurement coordinator • (d) Co- Principal Investigator (PI) • (e) Principal Investigator (PI)

  3. Procurement Mehods Transparency, Competitive, Justifiable • Methods Applicable : (As per the limit on funding on procurement) • National Shopping • Direct Contracting • Government e-Market (GEM)

  4. National Shopping (NS) - STEPS Identify

  5. Important Points - National Shopping (NS) • Requests should be addressed to more than three firms so as to ensure at least three quotations are received at the time of opening • Request for quotation shall be written and sent by letter, email etc. (with proof of receipt and record keeping) • Advertisement/RFQ should be uploaded in website and may be given in the Newspapers • Minimum of 14 days should be given for quotation submission from the date of issue of request. • The request shall include the complete requirement like Specification/description, quantity of the goods as well as the required delivery time and place for the goods or services, including any installation requirements as appropriate

  6. National Shopping (NS) • Quotation should be submitted in sealed envelope (No email submission) • Validity of quotation should not be less than 15 days. • Institute may impose Liquidated Damage clause • No bid security/EMD • Institute may take Performance Security • Prices must be in Indian rupees • Quotation should be compared (including taxes and all) and evaluated to the final destination.. • Issue of PO (before validity period) to the lowest responsive offer • Award decision and its rationale should be documented and kept for future reviews. • GEM items are permissible and states rules shall be applicable, if any.

  7. Direct Contracting Identify

  8. Direct Contracting • Equipment & LRs, specifically certified as proprietary or where there is sole manufacturer of the item and not obtainable from any other source. • Standardization of equipment or spare parts to be compatible with existing equipment may justify additional purchases from the original supplier • Extension of existing contracts for goods awarded with the prescribed procedures, justifiable on economic grounds • Justification is to be provided for opting Single source • Supplier’s/Manufacturer Proprietary Certificate • Ensure reasonableness of price by seeking additional information like comparison of prices with other similar transactions.

  9. GEM GUIDELINES • Government e-Market place (GEM) in lieu of shopping • Use of GeM is allowed up to US$ 30,000 in catalog mode. • Borrowers will record their assessment on reasonableness of price. • Respective state thresholds values shall be applicable in case GEM.

  10. Procurement Assessment & Monitoring Procurement of each equipment shall be recorded in separate file and shall contain: • Procurement Plan approved by approving authority with the minutes recorded. • The package/ equipment procured should be from the approved procurement plan. • Invitation letter/Tender document, as the case may be (refer format available on website). • Proof of time allowed for submission of bids/ quotation (Minimum 2-4 weeks as the case may be) • The advertisement/ Call for quotation/ Website proof etc. indicating efforts for maximum participation of vendor. • Minutes of pre-bid meeting (if any) with proof for presence of bidders. • Minutes of opening of quotations meeting of Institute Purchase Committee and all relevant documents NATIONAL PROJECT IMPLEMENTATION UNIT (NPIU)

  11. Checklist for verification of Procurement Items • Minutes of bid/ quotation evaluation reports should be signed by Purchase Committee as defined in presentation. • The minutes of meeting and other communications in case of extension in validity of quotations/bids, supply and delivery etc. • PO/ Contract. awarded should be available and PO/ Contract need to have timelines for payments • Separate Stock Registrar Centrally & equipment shown transferred to respective laboratory with the equipment shown in the stock register of laboratory also. • Bank guarantee in case of advance payment • The bills with installation/ commissioning/ testing/ training/ demonstration certified by respective committee as per T&C in PO/ Contract agreement and liquidated damage, penalty etc. recorded appropriately. • The label of TEQIP – III pasted on file (also on Equipment for unique identity). NATIONAL PROJECT IMPLEMENTATION UNIT (NPIU)

  12. Checklist for verification of Procurement Items • Equipment utilization register maintained in the concerned laboratory separately. • If the equipment is not working, communication regarding necessary follow up with the vendor. • Records for availability of EMD, EMD refunded (if any) and Performance Security (if any) are available. • In case of any dispute/ complaints with vendor regarding supply etc., relevant communication on actions taken. • All the documents/ proofs/ claims should be available in file. • All other documents related to Insurance, Bill of lading, customs clearance, license and permits, Cost escalations reasons and explanations etc. • The justification and minutes of PC, if procurement process is cancelled even after receiving adequate response and further repetitions. NATIONAL PROJECT IMPLEMENTATION UNIT (NPIU)

  13. Mechanism for Disposal of Complaints • The grievance/complaint must be given in writing with proper identity • In case of anonymous complaint, the decision of processing such complaint shall depend upon authority based on the severity and proofs attached with the complaint • The complainant has to lodge his complaint to the institute concerned first • If the institute does not take any decision or the complainant still remain aggrieved with the decision, the complainant may approach SPIU and wait for the timeline. • Complainant may approach NPIU further if not satisfied.

  14. Thank you.

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