This document provides an overview of purchase procedures for autonomous educational organizations. It discusses key concepts like what constitutes a purchase, public procurement guidelines, tendering processes, evaluation methods, payment terms, and different types of purchases. The document outlines rules and considerations around obtaining competitive quotes and bids, assessing technical and financial viability of suppliers, establishing reasonable pricing, and ensuring transparency in procurement. Overall, it aims to educate on following applicable laws and best practices for efficient, economical and fair public purchasing.
This document consists of the Procurement Procedures Manual for Public Procurement in Ekiti State. The document was published by the Bureau of Public Procurement, Ekiti State Nigeria.
This document consists of the Procurement Procedures Manual for Public Procurement in Ekiti State. The document was published by the Bureau of Public Procurement, Ekiti State Nigeria.
The International Journal of Engineering and Science (The IJES)theijes
The International Journal of Engineering & Science is aimed at providing a platform for researchers, engineers, scientists, or educators to publish their original research results, to exchange new ideas, to disseminate information in innovative designs, engineering experiences and technological skills. It is also the Journal's objective to promote engineering and technology education. All papers submitted to the Journal will be blind peer-reviewed. Only original articles will be published.
The papers for publication in The International Journal of Engineering& Science are selected through rigorous peer reviews to ensure originality, timeliness, relevance, and readability.
Tender and Bidding in Construction ProjectsIJERA Editor
Construction Industry plays a key role in the process of economic transformation and growth. Export of projects and services indicate a country's progress in technology and export performance. Most of the companies are versed only with engineering and technology. The decision to bid is a major financial decision because of two reasons. First, the contractor assumes substantial costs for the preparations of the estimates and the tender at the risk of not recovering them if he is not awarded the job. Second, andmost importantly, thecontractor commits himself to investment in the construction of the project if he wins the bid.
Lotus Procure is a system that can automate all the tendering activities. One can refer to the system as an e-Tendering System, e-bidding system, e-procurement system or Electronic Tendering System. Automating the entire tendering process that involves procuring services and goods refer to activities starting from purchasing the requisition to when the contract is awarded. The tendering process involves authenticating important information before it is accessed and transferred from one user to another. Users of the system are the buyers and suppliers. Since the system ensures the necessary security measures are in place, the procurement process becomes transparent. Other advantages that such a system presents include ease in forecasting the demand and reducing the risks associated with security of supply and price fluctuations
The International Journal of Engineering and Science (The IJES)theijes
The International Journal of Engineering & Science is aimed at providing a platform for researchers, engineers, scientists, or educators to publish their original research results, to exchange new ideas, to disseminate information in innovative designs, engineering experiences and technological skills. It is also the Journal's objective to promote engineering and technology education. All papers submitted to the Journal will be blind peer-reviewed. Only original articles will be published.
The papers for publication in The International Journal of Engineering& Science are selected through rigorous peer reviews to ensure originality, timeliness, relevance, and readability.
Tender and Bidding in Construction ProjectsIJERA Editor
Construction Industry plays a key role in the process of economic transformation and growth. Export of projects and services indicate a country's progress in technology and export performance. Most of the companies are versed only with engineering and technology. The decision to bid is a major financial decision because of two reasons. First, the contractor assumes substantial costs for the preparations of the estimates and the tender at the risk of not recovering them if he is not awarded the job. Second, andmost importantly, thecontractor commits himself to investment in the construction of the project if he wins the bid.
Lotus Procure is a system that can automate all the tendering activities. One can refer to the system as an e-Tendering System, e-bidding system, e-procurement system or Electronic Tendering System. Automating the entire tendering process that involves procuring services and goods refer to activities starting from purchasing the requisition to when the contract is awarded. The tendering process involves authenticating important information before it is accessed and transferred from one user to another. Users of the system are the buyers and suppliers. Since the system ensures the necessary security measures are in place, the procurement process becomes transparent. Other advantages that such a system presents include ease in forecasting the demand and reducing the risks associated with security of supply and price fluctuations
PPRA rules 2004, Rules relating to Procurement by procuring agencies i.e. Institutions coming under the Federal Government. Guidelines for procurement. Topic relating to commercial functions of Government's procurement agencies
The present topic describes the defination, types, content of typical tender notice, step by step procedure, 3-bid and 2-bid system of tenders, earnest money deposit, security deposit, unbalanced tender.
A Session on eTendering for budding entrepreneurs and technically for anyone who:
✅ Is interested in starting their own business in the Govt. Sector,
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This session is designed for anyone interested in the current online tendering processes being followed by all the Central and State Govt. and PSU Organizations like Railway, CPWD, ONGC, OIL, NRL, IOCL, AAI, Sarva Sikhsha, NHM etc.
This session was supposed to cover the following things, but is not limited to:
★ What is a tender?
★ The procurement process.
★ The organizations who release tenders.
★ Tenders in our State.
★ Type of Tenders
★ Type of Bids
★ Tender working
★ Overheads Working
★ Documents for Submission
Preliminary findings _OECD field visits to ten regions in the TSI EU mining r...OECDregions
Preliminary findings from OECD field visits for the project: Enhancing EU Mining Regional Ecosystems to Support the Green Transition and Secure Mineral Raw Materials Supply.
RFP for Reno's Community Assistance CenterThis Is Reno
Property appraisals completed in May for downtown Reno’s Community Assistance and Triage Centers (CAC) reveal that repairing the buildings to bring them back into service would cost an estimated $10.1 million—nearly four times the amount previously reported by city staff.
Working with data is a challenge for many organizations. Nonprofits in particular may need to collect and analyze sensitive, incomplete, and/or biased historical data about people. In this talk, Dr. Cori Faklaris of UNC Charlotte provides an overview of current AI capabilities and weaknesses to consider when integrating current AI technologies into the data workflow. The talk is organized around three takeaways: (1) For better or sometimes worse, AI provides you with “infinite interns.” (2) Give people permission & guardrails to learn what works with these “interns” and what doesn’t. (3) Create a roadmap for adding in more AI to assist nonprofit work, along with strategies for bias mitigation.
Jennifer Schaus and Associates hosts a complimentary webinar series on The FAR in 2024. Join the webinars on Wednesdays and Fridays at noon, eastern.
Recordings are on YouTube and the company website.
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Monitoring Health for the SDGs - Global Health Statistics 2024 - WHOChristina Parmionova
The 2024 World Health Statistics edition reviews more than 50 health-related indicators from the Sustainable Development Goals and WHO’s Thirteenth General Programme of Work. It also highlights the findings from the Global health estimates 2021, notably the impact of the COVID-19 pandemic on life expectancy and healthy life expectancy.
Jennifer Schaus and Associates hosts a complimentary webinar series on The FAR in 2024. Join the webinars on Wednesdays and Fridays at noon, eastern.
Recordings are on YouTube and the company website.
https://www.youtube.com/@jenniferschaus/videos
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About Potato, The scientific name of the plant is Solanum tuberosum (L).Christina Parmionova
The potato is a starchy root vegetable native to the Americas that is consumed as a staple food in many parts of the world. Potatoes are tubers of the plant Solanum tuberosum, a perennial in the nightshade family Solanaceae. Wild potato species can be found from the southern United States to southern Chile
Synopsis (short abstract) In December 2023, the UN General Assembly proclaimed 30 May as the International Day of Potato.
40. 40
What is Purchase?
Purchasing also known as procurement.
Means buying of all the materials, services,
works needed by the organization.
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PUBLIC PROCUREMENT
What is Public Procurement / public buying?
Public buying is different from private
buying in many ways.
Public buying needs to be transparent and
follow applicable rules, regulations and
existing policies.
48. Rule 137 OF GFR – 2005
Fundamental principles of public buying
Every authority delegated with the financial
powers of procuring goods in public interest shall have the
responsibility and accountability to bring efficiency,
economy, transparency in matters relating to public
procurement and for fair and equitable treatment of
suppliers and promotion of competition in public
procurement.
49. 299. Contracts
(Article 299, Constitution of India)
(1) All contracts made in the exercise of the executive
power of the Union or of a State shall be expressed to be
made by the President, or by the Governor of the State,
as the case may be, and all such contracts and all
assurances of property made in the exercise of that
power shall be executed on behalf of the President or the
Governor by such persons and in such manner as he may
direct or authorise.
51. 1. Contact several vendors to find the best price.
2. A purchase discount / a trade discount can affect
prices.
3. Purchaser should be able to take advantage of a
quantity discount or a cash discount.
Quantity discount: a discount that a vendor gives to a buyer who places large orders.
Cash discount : an amount deducted from the selling price for payment within a
specified time period
GETTING RIGHT PRICE
52. Factors affecting the Right Price
Early Advance
Payment
without Bank
Guarantee
Advance
Payment against
Bank Guarantee
Payment within
30 days after
receipt of
Materials
Payment
Against
Delivery
Payment after
30 days from
date of receipt
of Materials
53. 53
REASONABLE PRICE
Important:
Last purchase price of same (or in its
absence, similar) item.
Current Market Price of the same or
similar item.
Price of raw materials which goes into the
item.
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L1’s PRICE ABOVE“REASONABLE”
LIMIT
• At first, we need to recheck the correctness of the
estimated value.
• If estimated price is the same then :-
• Price negotiation with the lowest technically accepted
tenderer.
• Re-tender with wide publicity with same terms and
conditions or with suitable modifications if necessary.
• IF L1’s PRICE IS BELOW REASONABLE LIMIT,
WHAT TO DO?
56. TYPES OF TENDERS
Expression of Interest
Public Tender
Limited Tender
Global Tender
Request for Proposal (RFP)
Request for Quotations(RFQ)
E-tender
Percentage Rate Tender
61. As per GFR-170:
It is security for not withdrawing /altering bid
once submitted.
It is charged 2% - 5% of bid value.
EMD is also known as Bid Security / Bid Bond.
EARNEST MONEY DEPOSIT
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PERFORMANCE SECURITY
As per GFR-171:
To ensure due performance of the contract,
performance security is taken from bidders.
It is charged 5% to 10% of Purchase Value.
Taken in the from of DD or Performance Bank
Guarantee.
Validity of PBG can very for 1 to 2 years.
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TECHNICAL SPECIFICATIONS &
STANDARDS OF ITEMS
• Technical Specification and Standards of items
can be done by:
Reference sample.
Drawings.
Written technical specifications.
In many tenders, we may have to use combination
of two or more methods to make it more specific
to the bidders.
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TECHNICALLY ACCEPTABLE SUPPLIER
A supplier who fulfils following two
criteria are technically accepted
suppliers:
• Eligibility Criteria
• Qualification criteria.
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ELIGIBILITY CRITERIA
• Supplier should be registered with
Government as Company, etc, having valid
PAN, Service Tax number, Gumasta
Licence, authorised Indian Agent, etc. as
per the Government norms.
• Suitable stipulations are to be incorporated
to ensure above norms in tender
documents.
• Many organisations do Vendor Registration
to confirm above facts before hand.
68. 68
QUALIFICATION CRITERIA
• The tenderer should be technically
capable with acceptable past record and
also financially sound to deliver the
goods as required.
• To ensure above, suitable stipulations to
be incorporated accordingly in the tender
enquiry document.
69. Tender Opening Procedure
Quotation / Tenders must be opened in the presence of
three members.
Suppliers may be allowed to attend tender opening
meeting.
All tenders / quotations including cover must be signed by
all members of the committee / Indentor or their
representative.
All corrections, overwriting should be attested by the
bidder and duly initialed by tender opining committee.
70. TENDER EVALUATION METHODS
1. Quality and Cost Based Selection (QCBS)
2. Quality Based Selection (QBS)
3. Fixed Budget Selection (FBS)
4. Least Cost selection (LCS)
71. 71
TENDER
EVALUATION
(Two Envelop Model)
Technical Evaluation
Sanction of Estimate
Procedure of Inviting Tender
Technical Credentials
Project Delivery
Validity of Tender
Eligibility of Tenderer
Experience and capability
Quality & Functionality
73. PAYMENT TERMS
Variety of payment terms & conditions are:
1) 100% payment after delivery & acceptance.
2) 100% payment against delivery.
3) Part payment in instalments.
4) Advance payment to party.
5) Payment through Letter of Credit.
6) Wire Transfer.
8) RTGS / NEFT payment (e-payment).
74. 74
INTERNATIONAL COMMERCIAL TERMS
(INCOTERMS)
• Published by the Internal Chamber of
Commerce, Paris.
The purpose of INCOTERMS is to provide a
set of International Rules dealing with the
relations between buyers and sellers in
foreign trade.
77. 77
RE-EXPORT
PROCEDURE
1.Letter from the Indentor to re-export the defective
equipments.
2. Consent letter from the foreign supplier that the company is
ready to repair or replace the same.
3. Copy o f the original purchase order.
4. Instructions from the Indentor giving the details of fund to
which the re-export charges to be debited.
5. DRMM will send a letter to SBI for obtaining No Objection
Certificate to re-export.
78. 78
ADVANCE PAYMENT TO SUPPLIERS
Rule 159 of GFR:
1. It may become necessary to make advance payments in the following types of
cases:
1. Advance upto 30% to 50% of the value of goods and services against Bank
Guarantee may be considered as normal advance payment.
2. Advance payment above 50% with or without Bank Guarantee to considered
as unsecured advance payment and to be avoided. May be approved in rare cases
as a special case with approval of competent authority.
79. E-PROCUREMENT
E-procurement means purchase using network through
software. In includes :
1. Indent management
2. E-Tendering
3. E-Auctioning
4. Vendor management
5. Catalogue management
6. Purchase Order Integration
7. Order Status
8. Ship Notice
9. E-Invoicing,
10. E-Payment
11. contract management
80. 80
TYPES OF PURCHASES
(As per General Financial Rules-2017)
1. Direct Market Purchase without quotation. (upto Rs.
25,000).
2. Direct Market Purchase(LPC) (upto Rs. 2 Lakh).
3. Limited Tenders Enquiry
4. Advertised Tenders Enquiry (Above Rs. 50 Lakh)
5. Single Tender Enquiry ( Proprietary Item).
6. Purchase through other Rate Contract.
7. Repeat Orders
8. Purchase through Buy-back offer.
81. 81
1. PURCHASE WITHOUT QUOTATION
• As per GFR -154
• Purchase upto Rs. 25,000 on each occasion may be
made without inviting quotations by competent
authority.
82. 82
• As per GFR -155
• Purchase of goods upto Rs. 2.00 Lakh on each occasion
may be made by an authorised committee through Market
Survey with due certifications.
• In case of web survey, printouts of survey of three
companies may be attached to proposal.
• In each case, copy of three indicative bids to be attached.
2. DIRECT MARKET PURCHASE-LPC
83. 83
3. LIMITED TENDER INQUIRY (LTI)
AS per GFR – 162
LTI to be issued for all purchases from Rs. 1 to Rs. 50
Lakh.
Enquiry should be sent to more than THREE parties.
Atleast three quotations should be received.
Otherwise, approval of competent authority required to
open 1 or 2 tenders.
84. 84
4. ADVERTISED / GLOBAL TENDER INQUIRY
As per GFR - 161
All tenders above Rs. 50 Lakhs to be advertised in leading
newspapers.
Tender to be published on CPPP also.
In case of Global Tender more lead time can be given with
wider publicity.
85. 85
5. SINGLE TENDER INQUIRY (STI)
As per GFR – 154
Single Tender Enquiry means purchasing without
competition.
STI should be used as exceptional cases.
Single Tender Inquiry to be issued when:
Parts of Existing Equipments.
AMC of Equipment by the sellers after Warranty
Proprietary Items-single source of supply.
86. 86
6. Purchase through other Rate Contract
• As per GFR – 148
• Purchase of item(s) can be made using DGS&D rate
contract without inviting quotations.
• Get valid DGS&D Rate Contract copy from bidders or
from DGS&D site.
• Process file under ' OTHER RATE CONTRACT' head in
OPS.
• Follow the same procedure for Institute Rate Contract.
87. 87
7. Repeat Order
• The repeat order is made without any change in the
rates, specifications as well as terms and conditions of
supply.
• The repeat order shall be placed within 180 days from
the date of original purchase order.
• No repeat order will be placed if buy-back is involved in
the purchase.
• Any amended order shall not be considered for repeat
order.