2. TOPIC
Processing for Empanelment of
Security Agencies, Manpower
Agencies, Hiring of Building for
Regional Centre / Warehouse, Hiring of
Taxi, A.M.C. etc.
4. Important Inputs
A. Assessment of Requirement.
B. Budget Provisions.
C. The procedure under which the proposal
would be processed.
D. A Proper Tender Document.
E. A Proper Constituted Committee.
F. List of Prospective Bidders.
G. Issue of Advertisement.
H. Comparative Statement.
I. Minutes.
5. Assessment of Requirement
Hiring of Taxi:
If staff car is not provided or the existing staff car is
declared unserviceable then Regional Centre may
need to hire taxi for the following purposes:
A. Routine Administrative/Academic Activities to be
preformed by Regional Centre’s officers.
B. Visit to Local Learner Support Centres.
C. Visit to Outstation Learner Support Centres.
D. Visit for Examination Duties.
E. Visit for special occasions like Orientation
Programme/Workshop/other functions of the
University.
6. Hence, Regional Centre needs to assess
their requirement taking above into
account specifying for routine (both for
local and outstation purposes) as well as
special occasions.
This assessment has to be done based on
the past uses on daily basis and on
monthly basis.
7. Manpower Requirement
Regional Centre needs a complete review
as to how much manpower is needed. This
could be calculated based on the
followings:
A. Vacant positions (against which a daily
wager could be appointed).
B. Approved Manpower for the
special/seasonal occasions.
Please ensure that before initiating
tendering process, the requirement has
the approval of competent authority.
8. Requirement of Security Guards
In this segment also Regional Centre
needs to review their requirement of
guards for routine as well special
occasions.
Please ensure that the requirement
whether the routine or special
occasion has the approval of
Competent Authority.
9. Hiring of Building
Regional Centres may ensure that
while assessing the requirement for
space, the prospective plans of
Regional Centre’s activities are also
included and got approved from
competent authority. Please note that
need may not be taken as generalized
one rather each component is to be
projected, assessed and reflected.
10. A.M.C.
Regional Centre may normally assess
the requirement in such a way that all
the due AMCs fall in the same month.
This would facilitate the RC to take a
comprehensive action on this count
and would also save time.
11. Budget Provisions
Before initiating the proposal the unit has
to assess the financial implication viz-a-viz
the available budget in the concerned head
as even if the proposal is
concurred/approved, without budget
availability, it would not be possible to
implement the approved activity.
Needless to mention that if the budget is
less than the estimated cost a proposal for
reappropriation of budget may also be sent
simultaneously.
12. The Procedure under which the
Proposal would be processed
A. Purchase of Stationery /
Consumable /Non-Consumable items -
GFR-151.
B. Hiring of Taxi / Manpower
Agency/Security Agency – GFR -163 –
185.
C. Hiring of Building - GFR-163-185.
13. Tender Document
Hiring of Taxi
The NIQ should clearly have
the requirement of the Regional
Centre both for daily and for
monthly basis with different
segments e.g. AC/Non-AC
Indica/Indigo/Esteem/Innova
etc.
14. Empanelment of Manpower
Agency / Security Agency
Since the wages for Daily
Wagers/Security Guards are fixed by
the University through its periodic
office orders. Hence, this aspect
should be mentioned explicitly in the
NIQ and then only initiate to call
quotations seeking financial bid for
quoting their service charge +
applicable taxes.
15. Hiring of Building
The approved requirements and
the preferences should distinctly
be placed in the NIQ and also
prefer to have the two bid system
in this regard.
16. A.M.C.
Keep the following options:
A. Seek AMCs from OEMs which
confirms the norms as per GFR
if rates are found reasonable.
B. If the rates are found exorbitant
call for quotations giving the
required details of equipment to
be covered.
17. In all NIQs for the above
arrangements provisions of
Bid Security of 2 to 5%.
Performance security of 5 to
10% and appropriate Penalty
Clause should invariably be
included.
18. Constitution of a Committee
An appropriate committee is the prime
requirement as they would be the
functionaries, who would examine the received
technical/financial bids, draw comparative
statement and formulate the minutes.
Please ensure that the following members
are invariably present for such proceedings.
A. Two to Three officers from Regional Centre.
19. B. Three external members including a technical
as well as Finance and Accounts’
representative from adjoining offices and
Regional Centres respectively, if taking
member from an adjoining Regional Centre is
not feasible then, draw a penal of at least three
names both for technical as well as Finance
and Accounts’s representative from the local
government institute/offices and send it
Headquarters for approval of one member
each for Technical as well as Finance and
Accounts’s representatives and for including
them subsequently in the constituted
committee, which normally has a period of one
year as their term.
20. List of Prospective Bidders
An effort should be made to draw
a list of prospective bidders from
the local available resources e.g.
Newspaper, Yellow Pages and
Internet. Our effort should be to
draw a list of sufficient nos. of
bidders, so as to, invite a healthy
competition.
21. Issue of Advertisement
The issue of Advertisement is a matter
which needed an immediate attention of
the Regional Centre functionaries as
Regional Centre are to get the common
format of advertisement to be released in
respect of the following:
A. Purchase of Furniture and Equipment
beyond Rs. 25 Lakhs.
B. Hiring of Building.
Further, Regional Centres are to get the
release of Advertisement approved from
the Headquarters invariably.
22. Once the respective rules are ascertained
then float the NIQ to the prospective
bidders with a comfortable date line of at
last three to four weeks. Also put the NIQ
on regional centre’s website if the total
financial implication is beyond Rs. 1 lakh
(though there is no restriction to put the
proposal for less than Rs. 1 lakh on the
web site) for wider publicity. Further, if
the tender document is called in the two-
bid system, please ensure that the
information which could assess the
viability of the vendor are given so that
only sound vendors are short-listed and
put forward for opening of their financial
bids.
23. Open the quotations in the presence
of the representative of the
prospective bidders but please
ensure that the strength of your
constituted committee is full on this
day. Then draw the comparative
statement and the evaluation
minutes on the same day. Please
note that the minutes and
comparative statement are to be
drawn separately for technical as
well as financial bids in case of two-
bid system.
24. Comparative Statement
Once the quotations are opened and
examined, a proper comparative
statement, is to be drawn. It may be
ensured, that the proper L1 only is
recommended. In case of any
deviation, the matter may be
substantiated in the comparative
statement.
25. Minutes
Apart from drawing the comparative
statement the minutes are to be
formulated, in such a way, so that, the
holistic approach of the process is
reflected. Broadly it may include the
following:
A. Basis for assessment of requirement.
B. The details of process followed.
C. The outcome of the comparative statement
is covered.
D. Special recommendations, if any, are
given.
26. While sending the proposal to
headquarters, kindly ensure that all
the requisite papers i.e.:
• Assessed requirement
• NIQ and its insertion in Regional
Centre’s website
• Comparative statement and minutes
duly signed by the constituted
committee
• And the quotations received
are forwarded.
