Engineers India Limited

JUL 2013

SINGLE (PRICED) PART BIDDING

METHODOLOGY

July 2013 2

INTRODUCTION

Engineers India Ltd (EIL) as a part of execution of various projects for its clients is

involved in procurement of variety of materials and equipments. Under the current

system of limited enquiries for items, where neither technical vendor data is required

nor any technical deviations / stipulations are permitted, the bids are invited under

one of the following options:-

I) Composite bids: comprising of technical and commercial information including

prices in a single bid/envelope.

II) Two part bids: technical / un-priced bid and priced bid are invited in separate

envelopes. Price bids are opened after determining techno-commercial

acceptability of bids.

In continuation of our endeavor to achieve fast and efficient procurement, EIL

intends to implement a fast track bidding process for selected items in which only

price bids shall be invited from bidders.

July 2013 3

IDENTIFIED ITEMS

SINGLE (PRICED) PART BIDDING METHODOLOGY shall be initially adopted for Indigenous

enquiries issued for following items under which only price bid shall be obtained from the

bidders:-

PIPING PIPELINES ELECTRICAL STATIC

EQUIPMENTS

INSTRUMENTATION

PIPIES FLANGES HV CABLES VESSELS PRESSURE GAUGES

FLANGES FITTINGS MV CABLES COLUMNS DRAFT GAUGES

FITTINGS COMMUNICATION

CABLES & FA CABLE

TEMPERATURE GAUGES

GASKETS SIGNAL CABLES

BOLTS & NUTS THERMOCOUPLE EXTN

CABLE

STANDARD

VALVES

GAUGE GLASS & COCKS

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SALIENT ASPECTS

SINGLE (PRICED) PART BIDDING shall be initially done only for Indigenous

enquiries.

If a Bidder submits the price bid, it shall be construed that the Bidder has

accepted all Technical requirements and Commercial Terms & Conditions as per

Bidding Document in totality.

Following documents shall only be furnished by the Bidder :-

Priced Bid strictly in the Price Schedule format issued with the RFQ.

Latest Annual Financial Report including Profit & Loss Statement and

Balance Sheet.

Duly filled up Form-I indicating applicable Freight, Taxes & Duties and other

information as per the Format.

Any other document like Integrity Pact, Power of Attorney etc if required.

Any enclosure other than those mentioned above or any deviation on Technical /

Commercial conditions of RFQ shall lead to rejection of the bid.

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SALIENT ASPECTS

Original Integrity Pact (IP) shall be submitted at EIL within the bid due date.

If applicable, authenticated MSE certificate shall be submitted at EIL within

the bid due date & time in physical form failing which applicable advantage

shall not be extended to the bidder.

Bidders shall furnish firm Freight charges in price schedule /FORM-I. In

case freight is not indicated it shall be deemed that freight charges are

included and accordingly evaluation / ordering shall be done.

If Bidder indicates Freight “extra at actuals” / “to pay basis”, offer shall be

rejected.

Taxes & Duties as quoted by the Bidder in Form-I shall be considered for

evaluation / ordering. In case the same is not quoted, prevailing rates shall

be considered for evaluation / ordering. However, in case Service Tax / ED/

Sales Tax /VAT on Freight is not specified, the same shall be considered as

Not Applicable.

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SALIENT ASPECTS

EIL does not intend to issue any commercial or technical queries and therefore

any conditional statements in the offer which render the evaluation inconclusive

shall result in rejection of the bid. An example of such a statement is that “part

order is acceptable subject to mutual discussion”.

Bid validity shall be 30 – 45 days from the final bid due date.

Bidder to quote only for items in line with their enlisted capability with EIL.

Time for submission of bids shall be 1-2 weeks.

The bidding methodology above is tentative and is being discussed in order to

keep bidders apprised and to obtain their feedback. Actual terms & conditions

may vary and shall be detailed in the enquiry document.

July 2013 7

IMPLEMENTATION IN E-PROCUREMENT

EIL is resorting to e-procurement in a major way, and implementation of Single

(price) Part Bidding in e-procurement cases shall be our priority.

In order to achieve the same a macro enabled MS-Excel workbook shall be issued

along with enquiry containing 2 works sheets as under :

A) Form-I : Bidders shall select suitable drop down options and enter requisite

information, taxes & duties, freight charges etc.

B) Form-II : Once bidder enters all details as required in Form-I and accepts all

terms & conditions by marking tick in the specified check boxes, then only he

shall be allowed to fill the Form-II (price schedule work sheet).

Prior to editing Form-I Bidders shall enable macros in “Excel Options”

Bidder shall select suitable drop down option against each rows. For example

against Excise Duty including Edu. Cess, bidder shall first select its applicability i.e.

“YES” / “NO” under drop down menu. If “YES” is selected then only he shall be able

to fill applicable rate in the adjacent cell. If “NO” is selected, the adjacent cell shall

remain locked.

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IMPLEMENTATION IN E-PROCUREMENT

Similarly, for freight charges drop down options would be “NIL” / “Quoted in Price

Schedule” / “Quoted in percent”. If bidder selects “Quoted in Price Schedule” , he

shall fill freight charges in the Price Schedule format (i.e. FORM-II). In case “Quoted

in percent” is selected, the adjacent cell shall become editable, wherein bidder shall

enter freight percent.

For Part Order Acceptance: Bidder can select “Accepted”/”Not Accepted”/ “Accepted

subject minimum Order Value”/ “Accepted subject Minimum Freight”. Bidder can

select suitable option and indicate Minimum Order Value acceptable or Minimum

Freight Acceptable as applicable.

Illustrative screen shots are enclosed in following slides.

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IMPLEMENTATION IN E-PROCUREMENT

SAMPLE SCREEN SHOT 1: FORM-I

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IMPLEMENTATION IN E-PROCUREMENT

SAMPLE SCREEN SHOT 2 : FORM-I

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IMPLEMENTATION IN E-PROCUREMENT

Provisions for those deviations which are loadable as per RFQ document, shall

be there in the FORM-I itself. Bidder may select option acceptable to him.

Example: For acceptance to Price Reduction Schedule (PRS), the drop down

option shall be there listing possible deviation which Bidder may take.

SAMPLE SCREEN SHOT 3 OF FORM-I

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IMPLEMENTATION IN E-PROCUREMENT

The applicable rate of loading shall be in line with the provisions of the RFQ document.

SAMPLE SCREEN SHOT 4 OF FORM-I

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IMPLEMENTATION IN E-PROCUREMENT

SAMPLE SCREEN SHOT 5 OF FORM-I

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IMPLEMENTATION IN E-PROCUREMENT

SAMPLE SCREEN SHOT OF FORM-II

July 2013 15

FEED BACK

Our target is to implement the proposed Single (priced) Part Bidding Methodology by 16-Aug-

2013.

Dear Suppliers, with your support we look forward to upgrade to a faster and more efficient

procurement system.

Kindly send your feedback / queries / suggestions to below mentioned email ids by 26-July-

2013 so that due consideration and redressal of your concerns can be taken up before

implementation.

Ms. Sunita Mitra

AGM (C&P)

s.mitra@eil.co.in

Mr. Shashank Tinku

Sr. Engineer (C&P)

shashank.tinku@eil.co.in

July 2013 16

www.engineersindia.com

Thank You