kerala state electricity board limted

KERALA STATE ELECTRICITY BOARD LIMTED

PROCUREMENT MANUAL

2017

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Registered Office: Vydyuthi Bhavanam, Pattom, Thiruvanathapuram-

695004.Website: www.kseb.in

ABBREVIATIONS

KSEBL - Kerala State Electricity Board Limited

SCM - Supply Chain Management.

BVM Best Value for Money

EMD - Earnest Money Deposit

OEM - Original Equipment Manufacturer

PSU - Public Sector Undertaking

NABL - National Accreditation Board for LaboratoriesCPRI - Central Power Research Institute

R&D - Research & Development

GTP - Guaranteed Technical Particulars

RFVR - Request for Vendor Registration

GST - Goods and Service Tax.

FA - Financial Adviser

LA & DEO - Legal Advisor and Disciplinary Enquiry Officer

BIS - Bureau of Indian Standards

IEC - International Electro Commission

ISO - International Organization of Standardisation

BVQI - Bureau Veritas Quality International.

DNV - Det Norske Veritas

MAAT - Minimum Average Annual Turnover.

GCC - General Conditions of Contract

SCC - Special Conditions of Contract

CIN - Corporate Identity Number

SSI - Small Scale Industries

HSN - Harmonised System Nomenclature

PO - Purchase Order.

QR - Quality Rating

VR - Vendor Rating

PR - Price Rating

SR - Service Rating

PL - Lowest Price obtained for the Goods being bidded

PQV - Price quoted by the Vendor being evaluated for bidded Goods

ARU - Account Rendering Unit

SBU - Strategic Business Unit

GeM - Government e- Market

NIT - Notice Inviting Tender

DSC - Digital Signature Certificate

RA - Registration Authorities

SBI - State Bank of India

NEFT - National Electronic Fund Transfer

GRPT - Group Transfer

UTR - Unique Transaction Reference

RTGS - Real Time Gross Settlement

PAC - Probable Amount of Contract

VPP - Value Payable Post

PQ - Pre-Qualification

QA - Quality Assurance

FAT - Factory Acceptance Test

SAT - Site Acceptance Test

QAP - Quality Assurance Plan

SD - Security Deposit

PSD - Performance Security Deposit

MCLR - Marginal Cost of Fund based Lending Rate

INDEX

Chapter No.Section

No.Details

Page

No.

1 INTRODUCTION1.1 About the Organisation

1.2 Aim and Objectives of the Procurement Manual

1.3 General Principles of Procurement

1.4 Procurement of Goods in KSEBL

1.5 Conflicts with the contents in this Manual

1.6 Date of effect and Revisions of the Manual

2 VENDOR REGISTRATION AND MANAGEMENT

2.1 Identification of Eligible & Qualified Vendors

2.2 Eligibility criteria for Vendor Registration

2.3 Registration of Vendors

2.4 Documents to be attached along with the application for Registration

2.5 Assessment of Limit for participation in bids

2.6 Vendor Approval Committee

2.7 Renewal of Registration

2.8 Cancellation of Registration

2.9 Fees for Registration/Renewal

2.10 Certificate for Registration/Renewal

2.11 Refusal of Registration or Renewal

2.12 Blacklisting of Vendors

2.13 Validity of Registration

2.14 Change in address of the Vendor

2.15 Maintenance of Vendor’s Rating Card

2.16 Vendor Rating (VR)

2.17 Documents to be submitted by Registered Vendors

3 GENERAL PRINCIPLES OF PROCUREMENT

3.1 Principles of Procurement

3.2 Authorities competent to procure Goods

4 PROCUREMENT PLANNING

4.1 Forecast of Requirement

4.2 Approval of Procurement Plan

4.3 Sanction for Purchase

5 GENERAL GUIDELINES FOR PROCUREMENT

5.1 Procurement Process

5.2 Mode of Procurement

5.3 Purchase without Quotations

5.4 Purchase on Rate Contract

5.5 Purchase by Inviting Quotations

5.6 Single Tender

5.7 Limited Tender

5.8 Global Tender

5.9 Open Tender

5.10 Preparation of Tender documents

5.11 Earnest Money Deposit

5.12 Amendments/Corrigendum

5.13 Pre-bid meeting of Bidders

5.14 Bid opening and Evaluation

5.15 Preliminary verification of bids

5.16 Opening of Technical bid

5.17 Opening of Price bid

5.18 Performance Security Deposit

5.19 Execution of Agreement

5.20 Re-Tender

6 DELIVERY OF GOODS

6.1 Delivery Period

6.2 Sample

6.3 Packing & Marking as per IS

6.4 Delivery of Goods

6.5 Extension of Delivery period

6.6 Despatch of Goods after expiry of Delivery Period

6.7 Transit Cum Storage Insurance

6.8 Force Majeure

6.9 Penal Provisions

6.10 Termination of Contract

6.11 Foreclosure of Contract

6.12 Settlement of Grievances and Disputes

7 QUALITY ASSURANCE AND QUALITY CONROL

7.1 Quality Assurance

7.2 Inspection

7.3 Inspection and dispatch

8 PAYMENT FOR SUPPLY OF GOODS8.1 Payment

8.2 Advance Payment

Form ANNEXURESA Application for Vendor Registration

B Application for Vendor Renewal

C Vendor Factory Inspection and Analysis Report

D Vendor Evaluation Format

E Undertaking to refrain from illegal practices

F Certificate of Vendor Registration

G Format of Quotation Notice

H Notice Inviting Tender

I Bid Form

J Format of Bid Agreement

K Register for Tender/Quotations

L Register for E-Tender

M Format of Bank Guarantee for Security Deposit

N Format of Performance Bank Guarantee

O Format for Contract Agreement

P Format of Supplemental Agreement

Q Format of Bank Guarantee for Advance Payment

R Format of Letter of Acceptance

S Format of Inspection Summary

Chapter 1

INTRODUCTION

1.1. About the Organisation

KERALA STATE ELECTRICITY BOARD Ltd (KSEBL) is the largest Government

owned Public Sector power utility in the State of Kerala conducting electricity

business, having various functional units. The primary objective of KSEBL is to

provide quality power at affordable cost on demand to the consumers of the State of

Kerala and to act as a catalyst for total development of the State. The said objective

has to be met within the regulatory frame work provided under Electricity Act, 2003.

1.2. Aim and Objectives of the Procurement Manual

Supply Chain Management (SCM) department and other functional units need to

procure different types of Goods, Equipments Tools, Plants, Designs, office

equipments and other Goods to discharge the duties and responsibilities assigned to

them for the smooth conduct of the business of the KSEBL. It is therefore imperative

that uniform, systematic, efficient and cost effective procedures are required for

procurement of Goods.

The Financial powers are delegated to various levels of officers and such delegated

powers for procurement have to be exercised in conformity with the orders and

guidelines issued by competent authorities’ covering financial, vigilance, security,

safety, countertrade and other regulatory aspects.

To achieve what has been stated in the above paragraphs, it is essential that the

purchasing officials must be provided with all the required rules, regulations,

instructions, directives, and guidance on best practices in the form of a Manual which

will henceforth act as the guiding document for all kinds of purchases of Goods in

KSEBL.

This manual is intended to have a user friendly & speedy procurement system in

KSEBL, and also aimed to:

Ensure transparency, promote competition, accountability, fair and equitable

treatment of bidders, enhance efficiency, economy, safeguard interest of the

organization, and adopt mechanism to the elimination of arbitrariness in the

entire field of procurement process.

1.3. General Principles of Procurement

1.3.1 As accepted internationally, the best Value of Money (BVM) is considered to be

one of the general principles applicable throughout the various stages of

procurement process. While procuring Goods, the officers and staff involved in

the procurement activity need to ensure that the optimal outcome has been

achieved considering all relevant factors such as costs and benefits, risks and

resources etc over the entirety of the product or service life cycle.

1.3.2 The procurement activities of KSEBL shall be conducted in a transparent manner

ensuring competition, fairness and elimination of arbitrariness in the system, so as to

enable the prospective bidders to formulate competitive bids with confidence. Some

of the important measures to achieve the same are:

(i) The text of the bid document should be user-friendly, comprehensive,

unambiguous, and relevant to the objective of the purchase. The common terminology

used in the industry should be preferred.

(ii) The specifications of the required Goods should be framed giving sufficient details

in such a manner that it is neither too restrictive as to deter potential bidders or

increase the cost of purchase nor too sketchy to leave scope for sub-standard supply.

The specifications must meet the essential requirements of KSEBL. Efforts should

also be made to use standard specifications, which are widely known to the industry.

(iii) The bid document should clearly mention the eligibility criteria to be met by the

bidders such as minimum level of experience, past performance, technical capability,

manufacturing capability/facilities, financial position, ownership or any legal

restriction, etc.

(iv) The procedure for preparing and submitting the bids, deadline for submission of

bids, date, time & place of public opening of bids, requirement of earnest money and

performance security, parameters for determining eligibility of bids, evaluating and

ranking of bids and criteria for acceptance of bid and conclusion of contract should

be incorporated in the bid document in clear terms.

(vi) Bids shall be evaluated in terms of the criteria incorporated in the bid document.

No other conditions shall be considered while evaluating the bids.

(vii) Sufficient time should be allowed to the bidders to prepare and submit their bids.

(viii) Suitable provisions should be kept in the bid document allowing the bidders

reasonable opportunity to clarify the bid conditions, bidding process, and/or rejection

of its bid and the settlement of disputes, if any, emanating from the resultant contract.

(ix) It should be made clear in the bid document that bidders are not permitted to alter

or modify their bids after expiry of the deadline for receipt of bid till the date of

validity of bids and if they do so, their earnest money will be forfeited.

(x) Negotiations with the bidders may be generally discouraged. However, in

exceptional circumstances, where price negotiations are considered unavoidable, the

same may be resorted to, but only with the lowest evaluated eligible bidder, after duly

recording the reasons for such action.

(xi) Any Government directives in connection with the public procurement duly

adopted by KSEBL, are binding to all the procurements in KSEBL.

1.3.3 Procurement procedures must conform to exemplary norms of best practices to ensure

efficiency, economy and accountability in the system. To achieve this objective, the

following key areas should be taken care of:

(i) To reduce delays, each functional units should prescribe appropriate time frame for

each stage of procurement, delineate the responsibility of different officials and

agencies involved in the purchase process and delegate, wherever necessary,

appropriate purchase powers to the lower functionaries with due approval of the

competent authority.

(ii) Each functional head should ensure conclusion of contract within the original

validity of the bids. Extension of bid validity must be discouraged and resorted to

only in absolutely unavoidable, exceptional circumstances under intimation to the

competent authority, after duly recording the reasons for such extension.

1.4. Procurement of Goods in KSEBL

The Goods procurement in KSEBL is done through either Centralised procurement

from the corporate office for the usage across all functional units or Decentralised

procurement by the functional heads in field units. The powers are delegated for

procurements to various level of officers based on the extent of activities they need to

carry out for the organization.

1.5. Conflicts with the contents in this Manual

Any difficulties or conflict arising in the provisions or guidelines in this manual shall

be brought to the attention of the purchasing authority as and when it is noticed, who

shall prepare a detailed report on the issue and seek approval from the Board for the

same, and to make the order an integral part of this manual.

1.6. Date of effect and Revisions of the Manual

This manual will be valid with effect from the date of approval by KSEBL. KSEBL

is at the liberty to bring the amendment, addition, deletion and revisions on full or any

part of this manual, as many times as it feels necessary. Any such revisions will be

duly notified in the website of KSEBL/circulated across the organization.

Any deviation from the manual shall be made with the prior approval of the

Board of Directors.

Chapter 2

VENDOR REGISTRATION AND MANAGEMENT

2.1 Identification of Eligible & Qualified Vendors

The success of procurement contract is mainly connected with the capability of the

manufacturer/Vendor/Supplier. Pre-qualification is a method to select such competent

vendors having financial and technical capabilities in line with the requirement of the

particular objective.

Hereafter the term Vendors shall mean Original Equipment Manufacturers.

The KSEBL shall follow a regular system for identification and enlisting qualified, eligible

competent Vendors by the method prescribed in this manual. This process can be adopted for

all the Goods which may be prescribed by the KSEBL from time to time. The Vendors so

registered with the KSEBL shall be able to fulfil and follow the terms of procurement

procedure prevailing in the KSEBL.

While inviting RFV, the registering authority shall specify the minimum qualifying criteria

for the vendor against each good and the prospective vendor will be evaluated on a Pass/Fail

scale.

It should be made clear in the notification for the registration of Vendor that, registration by

itself do not guarantee that the contracts for Goods or supply of Goods for works (including

turnkey contracts) would be awarded to the registered vendors.

The registered vendors shall be made use of both for Centralized purchases / procurements /

contracts at Corporate SCM level and for decentralised purchases / procurements / contracts

by the authorised field officers based on the powers delegated to them. The Suppliers for

Works executed by the KSEBL, including those executing turnkey works, shall procure and

supply Goods only from the Vendors registered with the KSEBL. Generally, if the Vendor is

not registered for any Goods to be supplied against a work contract, Goods shall be procured

only after successfully completing the registration of the Vendor of said Goods with the

KSEBL. However, in case of a Vendor who has not been registered earlier but who is having

good repute, suo-moto registration can be initiated by KSEBL on a case to case basis.

2.2 Eligibility criteria for Vendor Registration

A Vendor seeking registration is required to furnish evidence that is considered

appropriate to establish that Vendor is a legal entity. The KSEBL may deny the registration of a Vendor for reasons directly related to its

capability and availability of resources to successfully perform the contract. Vendor shall be an Original Equipment Manufacturer. While applying for registration, Vendors should specify the list of Goods or Goods for

which registration is sought. Manufacturing firm should have minimum five years’ experience in the field of

design, fabrication, manufacture and successful supply, testing & commissioning of

the particular Goods to any power sector utilities or PSUs and they should have three

years satisfactory operation/service record for supply and service support for the

Goods offered. For decentralised purchases, the purchasing officer shall ensure that the Goods offered

by an authorised dealer shall only be from a registered Vendor for that item. Goods offered shall fully satisfy the technical specifications and ratings of such Goods

and same shall be successfully tested in NABL accredited Lab or CPRI or any other

lab approved by Government of India or accredited independent international labs. For Vendors having previous experience with KSEBL, their Performance for previous

contracts with the KSEBL shall be satisfactory. Manufacturing Vendors shall have valid factory licence. Vendors who are suspended / blacklisted/banned by KSEBL or other power utilities or

PSUs, shall not be eligible for re-registration for a period of FIVE years or as

specified in the blacklisting order. Registration requests shall not be entertained from such Vendors whose stake holders

have any interest in Vendors which are in the deregistered/banned list of the KSEBL. Vendors shall be financially sound enough to fulfil the contract, for which they are

getting registered, satisfactorily.

Manufacturing Vendors shall have satisfactory quality control system. Vendors shall have unblemished track record in execution of contracts. Manufacturers should possess required infrastructure, machinery and qualified

manpower. Only those Vendors who submit all the required details in the prescribed form of

application together with the prescribed Certificates/documents and fees will be

considered for registration/renewal or otherwise. With the advent of new technologies and innovations due to continuous R&D in the

power sector, it may be required to adopt new technology products, which is

considered beneficial for KSEBL. This may necessitate allowing registration of new

entrants for these new technology products. These vendors may be registered, as a

special case for a specified duration, after successfully demonstrating their new

technology products. Such new technology can be introduced as a pilot scheme to

assess its acceptability by the organization with cost benefit impact. In this case

relaxation can be made for the qualification criteria for minimum experience as

mentioned above. The Pilot project on new technology may be approved as per the

procedure described hereunder.(1) The result/experience of implementation of such pilot scheme by any

organization, preferably power utilities in the country, if available, would be

recorded.(2) The feasibility reports of such pilot scheme/project is required to be prepared

by a team of at least two technical officers/innovation committee, specifying

the cost and benefit of a particular scheme for its implementation as a pilot.

The project will be approved by the Full Time Directors.(3) In case of proprietary Goods, proposal from single Vendor can be accepted on

the terms, conditions and technical specification as agreed by the said Vendor

with other power utilities, if available. Else the terms, conditions and technical

specification shall be approved by the Board after due verification.(4) Such pilot projects shall not result into restricted competition for future

contracts.

(5) On completion of pilot project/scheme the result of such project/scheme shall

become the base for adopting the new technology in other areas of Board as

per normal procedure.(6) The new technology Goods implemented shall be monitored for its

performance for a period of three years, during which time the Vendor

registered for this Goods will be under probation. In case of failure or non-

satisfactory performance during this period, the Vendor will be automatically

de-registered

2.3 Registration of Vendors

2.3.1 Procedure for One-Time Registration & Periodical Renewal

KSEBL will maintain a register of vendors in an e-register format to track the item wise

vendors for each item of Goods, with history of registration, renewal, Vendor rating,

blacklisting history etc. This list called the ‘Lists of registered vendors and Goods’ will be

the basis of KSEBL to understand the Vendor base, their rating and initiate the strategy for

increasing competition.

However if a registered Vendor is not participating in consecutive three bids with their valid

offers, their registration to that particular good /segment of Goods will be cancelled without

intimation. The Vendor will be given a notice to this effect when they fail to participate in

two tenders for which Vendor was eligible to participate.

Notwithstanding to any of the above, KSEBL is at liberty to resort to open tender in

appropriate cases.

2.3.2 Time frame for Vendor Registration process

The submission of request for registration (Annexure-A) in response to a Request for

Vendors (RFV) does not in any way make KSEBL liable to accept it. KSEBL is not bound to

accept any request or to assign reasons for the rejection of any request and the decision of the

competent authority in this regard shall be final. When a request is rejected on confidential

grounds such information shall be recorded and kept confidential and no action for libel shall

lie against KSEBL.

Vendor registration shall not be an alternative to avoid the mandatory tender procedure

followed by KSEBL in all purchases.

2.4 Documents to be attached along with the application for Registration

(1) Latest annual return filed before the income tax authorities and audited annual

statement of accounts for preceding five years.(2) Product wise annual turnover for quantity and amount(3) GST Registration number of the firm with HSN code of the item. (4) Registration certificate (if registered under companies Act/Partnership Act) (5) A copy of the Memorandum and Article of Association (In case of limited Company)

or Partnership deed as the case may be.(6) List of registered/authorised dealers of the Vendor for each Goods seeking

registration.(7) Copies of supply orders for five years placed by Power Utilities/State / Central PSUs.(8) Complete list of Goods for which registration is sought.(9) The Vendor shall furnish performance certificates from the users for satisfactory

performance of the Goods for which registration is sought for a minimum period of

three (3) years prior to the date of application for registration.(10) Valid Factory license certificates.(11) List of Machinery installed and proof of their Monthly and annual production

capability for each Goods. (12) Details of Orders in Hand received from other Purchasers as on the date seeking

registration. (13) Details of Manufacturing and Testing Procedures, Document Management Plan,

Quality Management etc followed by the Vendor(14) Quality assurance plan being followed by the Vendor(15) Technical specification of Goods with drawing (16) Attested Copies of valid type test certificate (complete in all respects from CPRI or

other NABL accredited independent testing agencies) for tests carried out as

stipulated in the latest version of BIS/IEC for the respective products. For imported

Goods, type test certificates from accredited independent testing centres shall be

acceptable provided they are submitted with English Translation. The Test Certificate

shall be within five years as on the date of registration and shall remain valid during

the period of registration. (Note: Revalidation of the test certificates on expiry during the

registration period shall be done by the firm without fail)(17) Details of qualified personnel, Tools & Plant of the manufacturer etc(18) Testing equipment and facilities available

(19) Valid quality certification from BVQI/DNV/BIS.(20) Approval certificate of the product by BIS/IEC(21) The application for registration should accompany the details of black listing by

KSEBL or any other organization, if any.(22) The Vendor shall furnish an undertaking that he / she shall not resort to restrictive

trade practices or collude with stakeholders of KSEBL in a way that is detrimental to

the interest of KSEBL. (Annexure-E)

2.5 Assessment of Limit for participation in bids

For each Goods the vendors shall furnish the MAAT (Minimum Average Annual Turnover)

for the previous three years for each type of Goods for assessment of the upper ceiling limit

for participation in the bids.

Each Vendor shall be allowed to participate in the bids up to its MAAT (Minimum Average

Annual Turnover) for the best three years out of previous five years for each Goods for

which he has been qualified.

All other pre-qualification requirement will be evaluated based on Annexure-A&B.

2.6 Vendor Approval Committee

2.6.1 After evaluation of Vendors through an objective evaluation based on Annexure-

C&D, by respective committees, for each type of Goods specifying the Financial,

Technical and General competencies of Vendor for each type and class of Goods as

mentioned in the Vendor registration process document, the registering authority will

put up proposal to Vendor approval committee for approval of registration.

2.6.2 The Vendor approval Committee shall be comprising of

Director (Finance) as Chairperson

All Full time Directors ( Members)

Financial Adviser (Member)

LA&DEO (Member)

Chief Engineer (SCM) as the Convener of the Committee.

2.7 Renewal of Registration

Vendors who desire to renew the registration shall submit application in the prescribed form

(Annexure-B) six months before expiry of the validity of registration along with the

prescribed documents.

Application for renewal of registration shall be submitted with the documents prescribed

above.

2.8 Cancellation of Registration

KSEB shall have absolute discretionary powers to cancel the registration of a Vendor in the

following circumstances.

Any information or document submitted by the Vendor is subsequently found false. If the Vendor does not participate continuously in three Bids without valid

justification. Poor performance of the Vendor in execution of contracts or Fails to execute a

contract partly or fully or fails to execute it satisfactorily. Poor track record in the after sales support of the supplied Goods or failure in

properly attending to a service call. Inadequate or poor performance of the Goods / service provided under contract with

the KSEBL. If declared bankrupt or insolvent. No longer has the technical staff or equipment considered necessary. Fails to update the validity of the relevant certificates during the period of registration. Blacklisting of the Vendor by KSEBL or any other power utilities / PSU’s

2.9 Fees for Registration/Renewal

Non-refundable fees at the following rates shall be levied from the Vendors for

registration/renewal of registration. Fees shall be remitted in favour of Vendor Registration

authority by such method as specified in the form of application.

Note: The above rates are subject to revision by Board, if required

2.10 Certificates for Registration/Renewal

A certificate of Registration/renewal of registration shall be issued to the registered Vendors.

The certificate in Annexure-E and the list of registered Vendors uploaded in the website shall

invariably contain the following details.

Name of Vendor with CIN no (in case of companies) / SSI Reg No (for SSI)

Full postal address with e-mail id & contact no.

Registration no. & date in the Register of Vendors

GST No

Goods for which registration has to be given in the following format

Sl. No Description

of Goods

Type/capa

city/model

number

HSN

code

Goods/A

sset code

Qualified PAC

limit up to in

Lakhs

Due date of expiry of registration

Existing Vendor Rating Index, if done earlier

Copy of the valid registration/renewal of registration certificate shall be attached with each

and every Bid submitted by the Registered Vendor.

2.11 Refusal of Registration or Renewal

Application for registration/renewal of registration relating to the following Vendors shall be

summarily rejected.

Vendors who are suspended by Power Utilities or Central or State Government

or PSU’s, if their request for registration or renewal falls during their period of

Suspension Vendors who have been blacklisted by the KSEBL or other Power Utilities or

Central Government or any State Government or PSUs. Newly formed companies providing Standard or regular Goods who have not

commenced supply of Goods. Commission agents. Any other matters which has lead to cancellation of registration as stated above

2.12Blacklisting of Vendors

The following registered or non-registered Vendors shall be blacklisted for FIVE years from

business dealings with the KSEBL.

Vendors who are banned or blacklisted by State/Central Government/PSUs or other

Power utilities will be banned as above or for the period mentioned in the black listing

order of the concerned entity, whichever is later. Vendors who default supplies habitually. Vendors with poor track record of after sales support Vendors supplying Goods having poor performance in field Vendors who have not participated in three consecutive bids for which they are

eligible to participate. Vendors which engage in malpractices like bribery, corruption, fraud, substitution of

bids, evasion or habitual default in payment of any tax levied by law.

In case the Vendor back out of the commitment or has issues as indicated above, besides the

steps for blacklisting of the firm, all the expenses and damages caused to KSEBL by any

breach of contract by the Vendor shall be paid by the Vendor to KSEBL, and may be

recovered from him under the provisions of the Revenue Recovery Act in force in the State.

The period of blacklisting of the defaulting Supplier/Vendor will be five (5) years or for

indefinite period as decided by the Board and will involve immediate cancellation of all

business with the Board. The blacklisting of the Supplier/Supplier should be notified to all

Power Utilities in the country. The names list of suspended / blacklisted / banned Vendors

shall be uploaded to the website of KSEB. The list may be forwarded to the purchase

departments of other utilities also.

2.13Validity of Registration

Once a firm has been registered as a Vendor, such registration shall remain valid for three

years from the date of registration, unless it is cancelled by KSEBL for valid reasons. Date of

registration shall be the date of intimation by KSEBL as registered Vendor in Form-E. The

list of Registered Vendors shall be uploaded to the website of the KSEBL.

2.14Change in address of the Vendor

Change in address of the Vendor shall be communicated to KSEBL within 15 days of such

change with valid supporting documents.

2.15 Vendor Rating (VR)

The philosophy of Vendor Rating aims to help the Board to procure Goods from a Vendor

who is able to deliver the products of good quality, at competitive prices with deliveries at a

stipulated pace and post delivery service, for achieving planned and operational targets.

Assessment of these qualifications of a Vendor, on a single point scale, to help grading the

performance of a Vendor is called Vendor Rating. The Vendor getting the highest rating will

be regarded as V1 (similar to L1) and the others as V2,V3,V4 etc in the descending order of

their rating for the purpose of distribution of quantities of Goods to be ordered and for

inviting limited tenders as the case may be. However, the ordering rate (price) for

procurement will be the lowest evaluated price out of the rates quoted by the vendors

selected for ordering on Vendor Rating basis.

2.16 Maintenance of Vendor’s Rating

The purchasing authority or an assigned officer shall maintain a close watch on the

performance of each Vendor against each purchase order placed on him. For this purpose, a

‘Vendors’ Rating Card shall be maintained. The details indicating the Vendor name,

description of Goods supplied, PO number, Date of PO, Quantity ordered, rate, stipulated

schedule of deliveries shall be filled in the Rating card by the purchasing authority at the

time of placement of the purchase order. Further details regarding quantities offered for

inspection/despatch and quantities accepted there against, will be noted in respective

columns from time to time and the quantity/quality ratings will be worked out for each

consignment as well as for the entire supply on completion of the contract.

Vendor Rating will be calculated as per the formula given below:-

VR = 0.6 PR + 0.3 QR + 0.1 SR

Where PR = Price Rating

QR = Quality Rating

SR = Service Rating

The formulae for working out the Price, Quality and Service rating shall be as follows:-

Price Rating

Price rating shall be worked out as follows:-

PR = PL

PQV

Where PL = Lowest price obtained for the Goods being bidded.

PQV = Price quoted by the Vendor being evaluated for bidded Goods.

Quality Rating

The Quality rating of the Vendor shall be arrived as the product of Quantity Rating and

Performance rating (Quantity Rating * Performance Rating). A rating less than 50% on

Quality rating and Service rating on consecutive three contracts will lead to disqualification

of the registration of the Vendor.

QR = Quantity Rating x Performance Rating

Where,

Quantity Rating = Quantity offered /supplied on due date x 100

Quantity due on that Date

Performance Rating = Quantity with no failures within Contract period x 100

Quantity supplied

In working out the quantity rating, the quantities offered on each occasion will first be counted

against the quantities already due on earlier occasions and the net quantity after such deductions

will alone be counted against that due on the latest occasion. (ie late supply is not considered in this

evaluation). For example let 10 panels are required in the first lot, but only 8 sets were delivered.

Subsequently let 11 panels are delivered in the second lot against the requirement of 10 panels, but

only 9 panels will be considered for rating evaluation.

If no supply has been made by the Vendor till the stipulated initial delivery schedule, obviously no

QR can be worked out and in such cases QR will be taken as ZERO.

Service Rating

The Service rating of the Vendor shall be arrived based on the performance quality of the

after sales support / service offered by him for the Goods supplied against the reported

complaints

Service Rating = Quantity rectified within the Contract Period x 100

Quantity that reported faulty during contract period

The Rating of the Vendor arrived as above will be indicated in a column provided for

the purpose in the Rating Card.

Note: This Vendor rating will be given weightage during the renewal of the registration, for

inviting limited tender/ quotations, for splitting/ apportioning of bidded quantities etc..

2.17 Documents to be submitted by Registered Vendors

The bidders already registered with KSEBL should submit the following documents while

participating in tenders of KSEBL.

1. Latest solvency certificate and updated annual accounts post registration

2. Acceptance of delivery schedule

3. Price schedule

4. Acceptance of KSEBL's payment, penalty and warranty conditions.

5. Compliance to Guaranteed Technical Parameters (GTP) and specifications.

Chapter 3

GENERAL PRINCIPLES OF PROCUREMENT

3.1 Principles of Procurement

The competent authorities processing the purchases shall adhere to the prescribed procedures

and maintain financial propriety. The Purchasing Officers shall observe adequate vigil to

safeguard the interest of KSEBL. The following principles set the framework for managing

procurement requirements and also within which Officers entrusted with the function must

work.

3.1.1 Transparency

Transparency in procurement means that the information on the procurement process must

be available to everyone unless there are valid and legal reasons to keep certain information

confidential. The bid document must contain sufficient details so that the interested parties

shall be able to understand it, in order to determine if they are qualified to compete and all

other pertinent details regarding the purchase.

3.1.2 Integrity

The principle of integrity is twofold. It should include the integrity of the procurement

process and also the integrity of the officers involved. Bidders should have a clear

understanding of the requirement and know how they will be evaluated.

3.1.3 Economy

This principle places emphasis on the need to manage KSEBL funds responsibly such that

the prices paid for Goods are reasonable and represent good value for the funds expended on

them.

3.1.4 Openness

The principle of openness means that procurement opportunities should be open to all

qualified firms and individuals concerned. Confidential and proprietary information of

bidders participating in the procurement process shall not be available to public.

3.1.5 Fairness

Decision making and actions should be unbiased and there should be no preferential

treatment. All bids should be considered on the basis of their compliance with the terms of

the documents. A contract should only be signed with the bidder whose bid is compliant and

responds best to the objectives of the requirement in terms of technical capability and price.

3.1.6 Competition

This principle is that competition leads to reasonable price, quality and good for the

company. All qualified bidders should be allowed to participate by submitting their bids.

Procurement requirements should be widely disseminated to increase the chances of a good

market response leading to the award of competitively priced contracts.

3.1.7 Accountability

Accountability means to be responsible for one’s actions and decisions and have obligation

to answer to a designated authority on the consequences of those actions and decisions.

3.2 Authorities competent to procure Goods

3.2.1 The authority to procure Goods is delegated to the officers in KSEBL according to the

Administrative & Financial powers delegated to them as per Board Orders issued from

time to time.

3.2.2 Various Committees constituted by KSEBL from time to time shall exercise the

powers assigned to them for procurement of Goods in accordance with the guidelines

prescribed in the Manual.

3.2.3 All specific orders of KSEBL related to Purchase from central PSU , Purchase of

spares (proprietary item) etc shall be binding in that respect.

Chapter 4

PROCUREMENT PLANNING

4.1 Forecast of Requirement

4.1.1 Adherence to time schedule

Each and every authority of the KSEBL irrespective of whether it is delegated with

powers to purchase any Goods, shall strictly follow the time schedule indicated below

for enabling forecasting of item-wise quantity of Goods required for the ensuing

financial year.

Table1 : Tentative Schedule of activities for Procurement process

Activity Authority Time Limit

Requirement Assessment & Data entry

in the SCM softwareAll subordinate Offices 1st July to 15th July

Initial Scrutiny of the data Concerned ARU Heads 15th July to 31st JulyDetailed scrutiny and finalisation of

consolidated SBU wise report (Annual

Plan with Requirement Schedule)

generated from SCM Software

Corporate Planning (shall

coordinate with the

concerned SBU Heads,

Finance and SCM)

1st August to 15th

August

Preparation of Purchase Plan SCM 15th August to 1st

September

Submission and Approval of the Full

Board

SCM 1st September to 30th

September

4.1.2 Assessment of Requirement.

All staff and officers of KSEBL who are responsible for assessment and reporting of

item-wise quantity of Goods required for the ensuing financial year and those officers

who are responsible for scrutinising such details shall exert utmost care and ensure that

the final estimate is not inflated or deflated.

Items that are in the pipeline in various stages of purchase shall not be taken into account

for procurement estimation.

4.1.3 Estimation of Goods requirement

Item-wise requirement of Goods for each financial year shall be assessed before 30th

June of the previous financial year.

In order to finalise the total requirement of Goods for the ensuing financial year,

online system for collection and compilation of data in the SCM software shall be

followed. For this purpose planning and scheduling of each work in all the SBUs shall

be properly carried out by the concerned field officers using the SCM software

platform provided for the purpose.

The concerned officers shall ensure sufficient safety stock of fast moving and essential

Goods while preparing the estimates. Safety stock level shall be fixed at a maximum of 15

%, after analyzing historical data.

After assessing the requirement from the field through SCM software, a Committee under

the concerned functional Directors comprising of all Chief Engineers concerned and Chief

Engineer (SCM) shall review the Goods requirement for the ensuing year and finalize the

procurement plan subject to budget allocation. Procurement plan shall contain month wise

details of Quantities and Goods to be procured through Centralized and Decentralized mode.

4.2 Approval of Procurement Plan

The proposal for approval of the Procurement Plan along with recommendation of the

Committee as mentioned above shall be placed before the Board. The approved plan

shall be reviewed by the above Committee periodically to ensure the timely

procurement.

4.3 Sanction for Purchase

Whenever there is a necessity for purchase of Goods, the Purchasing Officers shall

ensure that proper sanction on the basis of budget provision has been issued for such

purchase. Generally, brand names shall not be mentioned in the sanction for purchase.

Sanction for a project in which the required Goods and their cost are specified in

detail shall be considered as equivalent to sanction for procurement of the Goods

included in the approved project. Wherever it is economical and administratively

convenient, procurement may be made through GeM (Government e Market) also.

Chapter 5

GENERAL GUIDELINES FOR PROCUREMENT

5.1 Procurement Process

Depending on the nature of the Goods required, quantity, value involved and the

period of supply, the purchasing authority shall fix the appropriate mode of purchase

as per the prevailing delegation of financial powers and standing instructions of the

KSEBL. The various modes of purchase to be adopted for this purpose are indicated

below.

5.2 Mode of Procurement

The mode of procurement shall be decided in accordance with this manual.

Purchasing officers shall not resort to piece meal procurement to circumvent the

provisions in this manual, in normal circumstances. Emergency procurement

processes shall be initiated only when adherence to the procedure enunciated here is

likely to lead to breach of timelines imposed by relevant statutes and regulations. In

such cases, reasons shall be recorded properly and subsequently got ratified by Full

Time Directors.

5.3 Purchases without Quotations

In situations when any Goods are urgently required, purchase without inviting

quotations/tender may be made subject to the condition that the estimated cost of such

Goods does not exceed the limit delegated by KSEBL, prevailing at the time of

purchase. Such a system of purchase shall not be followed as a common practice.

Piece meal purchases to avoid quotation/tender shall be avoided. The Purchasing

Officer shall record full justification for such purchases in the file.

5.4 Procurement on Rate Contract

Procurement of a decentralised item may be carried out without inviting quotations,

through rate contract, at the rate published by the centralised procurement authority

available in the SCM SARAS software of KSEBL, based on the lowest basic rate

recorded for that item, in the previous three months. Purchase on rate contracts shall

be made after collecting necessary security deposit.

5.5 Purchase by inviting Quotations

If the cost of Goods is within the delegated financial powers of the purchasing

authority concerned, the same may be purchased by inviting quotations from

registered Vendors. Procurements on the basis of quotations shall be made only if a

minimum number of three competitive quotations are received.

5.6 Single Tender

In single tender system of purchase, tender may be obtained from a single

manufacturer or agent of the manufacturer in respect of the particular Goods or

proprietary Goods. Single Tender system shall not be followed as a common practice.

It shall be resorted to only in any of the following special circumstances.

The Goods required are manufactured by a single manufacturer only so that there is

no possibility of getting competitive bid. Such bids are to be accepted from original

equipment manufacturers (OEM) or for procuring proprietary items, where no

alternate substitute exists. It is unavoidable to purchase the Goods from a particular source due to emergency

and to safeguard the interest of KSEBL. For standardisation of machinery or component or spare part or Goods on the advice

of a competent expert or expert committee.

In the event of resorting to Single tender system in exceptional circumstances, full

justification shall be recorded in the purchase file and permission may be obtained

from next higher authority for doing so. Concrete assurances, terms and conditions

regarding supply of spares and accessories required for items thus purchased shall be

made part of the bid and subsequent agreement. Spares / accessories for proprietary/

OEM items which were procured prior to this manual may be purchased as per the

original conditions at the time of purchase.

Single response to an open/limited tender cannot be termed as single tender.

5.7 Limited Tender

Limited tenders invited shall be invited from all the registered vendors in respect of

the particular Goods. All the approved vendors for the particular Goods shall

invariably be intimated in writing/e-mail/e-tender site as the case may be. The

purchasing authority shall ensure that registered vendors receive the bid documents

and that they will get a minimum of 10 days for submitting their offers after receipt of

the bid documents. If the number of bids received is less than three, extension of time

may be allowed in the first instance by issuing notice to all vendors including those

who have already submitted bids.

In case the total number of bids received is less than three even after the extended

period, the bids received as on the extended date may be processed and finalised on

merits.

If the total number of registered Vendors is less than five for an item of Goods,

procedure for open tender detailed in this chapter shall be followed.

If the bids received in a limited tender process are unacceptable due to financial or

other reasons, the purchasing authority is empowered to cancel the process and opt for

open tender.

Note:

However if a registered Vendor is not participating in consecutive three bids with

their valid offers, their registration to that particular Good /segment of Goods will be

cancelled without intimation. The Vendor will be given a notice to this effect when

they failed to participate in two Tenders for which Vendor was eligible to participate.

Notwithstanding to any of the above, KSEBL is at liberty to resort to open tender in

appropriate cases.

5.8 Global Tender

In the following situations Global Tenders shall be invited.

Required Goods are not available within the country Available Goods within the country are of inferior quality More competitive bids are expected from abroad

In the event of inviting Global Tenders, copies of the Tender notice may be forwarded

to appropriate Indian Embassies abroad and Foreign Embassies within the country with

request for publicity, besides resorting to other sources of publicity.

5.9 Open Tender

Open Tender system shall be followed for procurement of Goods as per the delegation

of powers prevailing in KSEBL. Tender notice shall be published in print media,

website and other possible sources of publication. Besides, such tender notice may be

sent to all registered vendors in such a manner that Vendors will get a sufficient time

period for submitting tenders. If the cost exceeds the financial limit prescribed for

inviting quotations, the Goods shall generally be procured through open tender

system. On occasions when the Purchasing Officer considers that open tender is

beneficial in the interest of KSEBL, open tender system shall be followed, even if the

delegation of powers permit invitation of quotations or limited tender.

If the number of tenders received is less than three, the time limit for submitting

tenders shall be extended in the first instance adopting the same publicity given to the

original NIT.

In case the total number of tenders received is less than three even after the extended

period and purchasing authority cannot resort to re-tender after the extended period

for valid reasons then the tenders received till the extended date may be processed and

finalised on merits after recording reasons.

5.9.1 E-tenders.

E-tender system shall be followed in the purchases of Goods costing above the amount fixed

by the KSEBL from time to time.

5.9.2 Manual Procurement Process

For procurement of Goods having total value less than Rs 5 lakhs, manual tendering

system may be followed. Single part tender system shall be followed in such case.

During manual tendering process, the bids received shall be kept in the safe custody

of the Purchasing Officer or other officer authorised by him.

5.10 Preparation of Tender Documents:

Tender/Quotation Notices shall be carefully drafted so that every tender notice shall

invariably contain the salient features of the Goods required, giving a clear idea of the

requirements and other information required by the prospective bidders.

Tender/Quotation notices may be issued in the prescribed forms with suitable

modifications/additions, if any. The Purchasing Officer shall prepare the tender

documents as per the standard bidding documents (SBD) published by the KSEBL. The

Notice Inviting Tender (NIT) shall be published in leading dailies and KSEBL website as

per the format for NIT is given as Annexure-H.

5.10.1 Technical & other Specification in terms of Functional Requirements

Technical as well as other specifications of required Goods shall be clearly indicated

in the tender documents. As far as possible standard specifications shall only be stipulated in the tender

documents.

Actual need with reference to functional requirement, essential end use of the item

and such other details shall be taken into consideration while incorporating technical

specification in the tender documents. Dimensional specification of the Goods shall be accurate with reference to the

effective use of such items and shall avoid specification of short/excess dimensions.

Dimensional specifications shall be indicated in metric system only. Wherever standardisation (BIS/ISO/IEC etc.) is available in respect of the procuring

items, requirement of such certification shall be indicated in the tender documents. Specification shall not contain any brand name, make or catalogue number of a

particular manufacturer in general except in cases where inclusion of such details is

inevitable, owing to technical reasons. Test certificates, if any necessary, in respect of

the Goods to be procured shall clearly be indicated in the tender documents.

5.10.2 Clarity in Specifications

Technical compatibility & efficiency shall be clearly defined in the tender

documents without ambiguity. In the case of Goods for which technical and other

specification will not convey the actual requirement, drawings may also be attached

with the tender documents to give a clear idea of the required item. Suitable

stipulations for submission of advance sample (before starting bulk production) by

the successful bidder shall be incorporated in the tender document. Clarifications

can be issued as corrigendum before the stipulated date mentioned in the tender

documents.

In order to ensure maintain the standards of technical specifications for Goods, the

Specification Approval Committee (SAC) constituted for each major item of

purchase shall review and update the specifications with proper revision

management at least once in two years. The committee may be consulted for

clarifying the technical matters during the course of a Contract, including pre-bid

clarifications on technical matters, if required. Drawing approvals are also to be

given by this Committee.

5.10.3 Training, Technical support, Post-sales service, Annual maintenance

Technical support, post-sales service, annual maintenance contract and such other

requirements shall be clearly specified in the tender documents. Penalty for

inadequate technical support, post-sales service may be mentioned.

5.11 Earnest Money Deposit

In all cases of Open Tenders and Limited Tenders for procurement of Goods, Earnest

Money Deposit (EMD) at the prescribed rate of the total cost of procurement (PAC)

shall be collected from the Bidder in the mode prescribed in the Notice Inviting

Tender except from category of Bidders specifically exempted by the KSEBL from

time to time.

5.12 Amendments/Corrigendum:

Amendments to a tender shall be done for extending dates, and/or modifying the scope or

terms and conditions. All amendments shall be carried out with the approval of the

competent authority. Any modification to a published tender shall be done only through a

Corrigendum at least one week before the due date of the submission of Bid.

In situations when there is significant change in the bid document consequent to the

modification/amendment or when the time left for submitting bids after such

modifications/changes is insufficient for the prospective bidders, time limit shall be

extended suitably. Suitable changes shall be made in the time schedule for opening of

bids, validity period of tender/EMD.

5.13 Pre-bid meeting of bidders

The Purchasing Officer shall have the discretion to convene Pre-bid meeting with

due intimation in NIT.

5.14 Bid opening and evaluation:

Only official(s) authorized by the Purchasing Authority shall open the bid at specified

schedule. A register in the format prescribed in the Annexures -K & L shall be prepared and

submitted to the Purchasing Officer.

5.15 Preliminary verification of Bids

Once the bids are opened, the Purchasing Officer shall verify the following :

1. The Receipt of EMD, Bid submission Fee and its validity

2. The scanned copy of Bid agreement

5.16 Opening of Technical Bid:

The Technical Bid of only those Bidders who conform to the conditions prescribed as

above shall be opened by the Purchasing Officer or an authorised officer as the case may

be.

5.16.1 Techno-Commercial Evaluation:

The bid documents shall be evaluated for techno-commercial compliance as per the

bid conditions and the bidders shall be selected after considering the remarks of the

Finance / Legal wing if required.

5.17 Opening of Price Bid:

The Price bid of only those bidders who conform to the conditions prescribed as above shall

be opened by the Purchasing Officer or an authorised officer as the case may be. The bidders

or their duly authorized representatives are having option to be present at the time of opening

of bid.

5.17.1 Price Bid evaluation and placing of Purchase Order:

The price bids are opened on the date and time specified and after evaluating the

same, summary shall be prepared. Purchase Order shall be placed accordingly to the

eligible bidder and the EMD of unsuccessful bidders shall be refunded / settled. The

said purchase order shall contain a specific time limit (say 15 days) within which the

successful bidder is bound to enter into a formal agreement with the Purchasing

Officer.

5.18 Performance Security Deposit (PSD): The successful Bidder shall furnish

performance security deposit equivalent to 10 (ten) percent of the Contract Value before

signing the Agreement. If PSD is furnished in the form of BG as per Annexure-N, it

shall be valid till the end of Contract Period, wherein the Contract Period means

scheduled delivery period with sanctioned extensions, if any, and Warranty / Guarantee /

Defects Liability period prescribed in the Purchase Order. Performance Bank Guarantee

shall be released within three months after the contract period incorporated in the purchase

order after assessing the Supplier's liabilities to KSEBL.

5.19 Execution of the Agreement: The successful bidder shall enter into a formal

agreement with the Purchasing Officer in the format prescribed in Annexure-O within

the time limit specified in the Purchase Order said above after remitting the requisite

Security Deposits, failure on which will nullify the contract without any further

communication.

If Security Deposit is furnished as Bank Guarantee, it shall be submitted in the

prescribed format as per Annexure-M and the same shall be kept under the safe

custody of the Purchasing authority after ensuring the validity of the said documents

with the banks concerned, maintaining proper registers.

5.20 Re-Tender

In cases where there is no bid or if bid/bids received is/are below the required number

(less than two), till the last date of acceptance, then KSEBL shall either opt for re

tendering or extending the last date of acceptance by 10 days (7 days in the case of

limited tender). Bid received during the first invitation shall not be opened in such

cases. If no bid is received during the extended time, re tender shall be resorted to as a

normal course. Before re tendering, KSEBL shall analyse the possible reasons for the

poor response of bids, the tender conditions, restrictive clauses, and lapse of adequate

publicity. In the case of re tendering, the tender submission days shall be cut short to

14 days.

Chapter 6

DELIVERY OF GOODS

6.1 Delivery Period

6.1.1 The period for delivery of the Goods ordered and completion of any allied service(s)

thereof (like installation and commissioning of the equipment, operators’ training, etc.) are to

be properly specified in the contract with definite dates considering factors like

drawing/document approval, testing and factory visit (if required as per bid conditions) as

per the time schedule specified below and the same shall be deemed to be the essence of the

contract.

Due date for signing of agreement along

with relevant documents like Accepted

PO, Security Deposit, Power of

Attorney, JV agreement (if applicable)

etc

15 working days from the date of

Purchase Order

Due date for submission of

drawings/documents for approval

Sixty (60) days from the date of

Purchase Order or as specified in the bid

Due date for approval of

drawings/documents

Ninety (90) days from the date of

Purchase Order

6.2 Sample

6.2.1The Purchasing Officer shall specify the time limit within which the sample of the

Goods, if required, in the bid. In case, where an advance sample is required to be approved

under the bid, the bidder shall submit the sample to the purchaser within the time specified in

the bid. In the event of the failure of the bidder to deliver the advance sample by the date

specified in the bid, the Purchasing Officer shall cancel the bid.

6.2.1 In the case of samples to be produced after the acceptance of the bid, the same has to

be complied within the time schedule specified in the bid. In the event of the failure of

the Supplier to deliver the sample by the date specified in the bid, the Purchasing

Officer shall cancel the contract and forfeit the Security Deposit.

6.2.2 The Supplier shall supply all samples free of cost. If the sample supplied is rejected

after examination and test, generally the sample or whatever remains of it will be

returned to the Supplier at his cost upon his specific request made within thirty (30)

days from the date of intimation of rejection.

6.3 Packing & Marking as per IS

6.3.1 The Supplier shall ensure that the Goods will be sufficiently and properly packed for

transport by rail, road and sea so as to prevent any loss or damage on arrival at the

respective destination. The packing/marking of the Goods shall be done by the

Supplier at his expense as per bid.

6.3.2 All packing cases, containers, packing and other similar Goods will not be returned

unless otherwise stated in the bid.

6.4 Delivery of Goods

6.4.1 The term “delivery” shall mean delivery of the Goods of required standard and quality

as per the delivery schedule at the specified destination / place of delivery indicated in

the Purchase Order.

6.5 Extension of Delivery Period

6.5.1 The time and the date for delivery of the Goods stipulated in the bid shall be the

essence of the contract, and delivery must be completed not later than the dates

specified. Generally, if the Supplier is unable to complete the supply within the

stipulated delivery period, the penal conditions as per the bid will be imposed.

However, on request by the Supplier in writing, the Purchasing Officer may extend

the delivery period, without invoking penal conditions, on valid reasons (to be

recorded) on a case-to-case basis.

6.5.2 In case, the delivery period is extended, the same shall be communicated by way of an

amendment to the Purchase Order with specific intimation regarding imposition of

penal provisions, if any. The amended order has to mention that, no extra price or

additional cost will be paid to the Supplier for the period so extended and the Supplier

has to accept the amended Purchase Order unconditionally within the time specified.

On failure, original provisions as per the contract will be invoked.

6.6 Despatch of Goods after expiry of Delivery Period

6.6.1 In the case of Goods despatched after the expiry of the delivery period, the purchasing

officer reserves the right to accept or reject the same. In case the Goods are accepted,

the payment will be made as per the provisions in the Purchase Order/Agreement.

6.7 Transit cum Storage Insurance

6.7.1 The Goods should be insured at the Supplier’s cost to the destination including 60

days storage at KSEBL’s stores after delivery of Goods.

6.7.2 Despatch Documents for Receipt of Goods

The Supplier has to ensure that all the relevant despatch documents/information of Goods

despatched are forwarded to the designated authority well in advance, so as to track the

movement/acceptance of Goods.

6.8 Force Majeure

In case the KSEBL is not able to discharge its obligations from time to time in respect

of this contracts due to reasons beyond the control of KSEBL, the Supplier is not

eligible for any compensation.

6.9 Penal Provisions

In every bid, there should be suitable provisions regarding the imposition of penalty and

liquidated damages in the case of delays/failure in supplies and performance of the Goods.

Such imposition of penalty and Liquidated Damages will be without prejudice to the other

remedies available to the Purchaser under the terms of the contract.

6.10 Termination of Contract

6.10.1 The contract shall be terminated by the Agreement Authority if any of the conditions

in the bid documents, purchase order and its amendments, if any and agreement is

violated by the Supplier and the same shall be intimated to the said Supplier. After

termination of the contract, KSEBL will be at liberty to arrange alternate purchase of

the Goods at the risk and cost of the Supplier.

6.11 Foreclosure of Contract

If KSEBL does not require the whole or part of the quantities contracted at any time, after

the award of the Contract, the Purchasing Officer shall give notice to the Supplier in writing

to that effect. The notice shall be issued thirty (30) days prior to the scheduled delivery date.

There upon, the Supplier shall be paid at Contract rate for Goods already supplied and for

those quantities in respect of which despatch clearance has been issued. The Supplier shall

not have any claim to any compensation what so ever, on account of any profit or advantage

which he might have derived had he supplied the entire Goods.

6.12 Settlement of Grievances and Disputes

If any dispute arises in respect of the Contracts, the Purchasing Officer and the Supplier shall

amicably settle the same. The dispute, if unresolved, shall be referred to the Grievance

Redress Committee (GRC) to be constituted by KSEBL for redressing such disputes. If the

Supplier is still aggrieved, then the Civil Courts at Thiruvananthapuram shall have the

exclusive jurisdiction to decide.

CHAPTER 7

QUALITY ASSURANCE AND QUALITY CONROL

7.1 Quality Assurance

The Quality Assurance (QA) process is needed to ensure process quality during

manufacturing and inspection stage in order to satisfy the standards of quality laid

down and to meet the purpose for which it is being procured while resorting to

procurement of Goods.

7.1.1 The Purchasing Officer shall ensure that the Goods which are intended to be procured

have been manufactured as per the relevant BIS/International standards & technical

specifications and are capable to meet the required performance standards. To achieve

the same, the bid document should specify the standards, details of inspection and

tests to be carried and stages and manner for carrying out the same.

7.1.2 Inspection has to be resorted to wherever necessary to ensure that the quality,

functions etc of the Goods ordered comply with specifications in bid. The Inspecting

Officer shall be conversant with the Goods, its specifications & Standards.

7.1.3 The Officer authorized to receive Goods should satisfy himself that the Goods are in

conformity with the specifications in the Purchase Order. Any Goods which do not

conform to specification or not as per approved samples or which is damaged or

defective in any respect should summarily be rejected.

7.2 Inspection

Inspection has to be resorted to wherever necessary to ensure that the quality,

functions etc of the Goods ordered comply with specifications in bid.

Any discrepancy, defects, deviations etc noticed during testing shall be duly notified

to the Supplier in writing in order to attend the same as per the conditions in Purchase

Order.

Depending on the nature of Goods being procured, usually, the following types of

inspection may be adopted.

7.2.1 Stage Inspection: This type of inspection has to be conducted for Goods

having long manufacturing process and for which quality of each component

has to be ensured during manufacturing process such as Power Transformers,

Circuit Breakers etc . These inspections may be carried out as many times as

required for the Goods.

7.2.2 Prototype Inspection: In a purchase order containing bulk quantity for

particular Goods of major equipments/items, a prototype inspection shall be

conducted as per approved drawings and GTP before issuing sanction for bulk

manufacturing. This procedure is preferred for all new designs proposed by

vendors.

7.2.3 Pre-Dispatch Inspection: When the Goods ordered are ready for Factory

inspection the purchaser will witness the various factory acceptance tests as

per approved Factory Acceptance Test (FAT) procedures. Only after successful

completion of the FAT, the clearance for dispatch of Goods shall be issued.

7.2.4 Inspection of Goods on receipt at consignee’s / user’s premises: Such

inspection is done on receipt of Goods at site before accepting the same

against the quantity and quality ordered as per the specification and standards.

Also samples will be taken and sent for Site Acceptance Tests(SAT), if

required, as per the Site Acceptance Test procedures. Only Goods accepted as

above shall be utilised for consumption.

7.2.5 Post installation Inspection: The inspection of the Goods installed at site

shall be carried out by competent authority for checking its readiness for

commissioning and discrepancies noticed shall be recorded and brought to the

notice of Supplier.

7.2.6 Testing & Commissioning of the Goods: The functional performance and

output of the Goods shall be ascertained during the testing and commissioning

of the same as per the Guaranteed Technical Particulars specified as per

accepted bid.

7.2.7 Inspection Test procedures and Formats

All Test procedures as per relevant standards shall be submitted by the Supplier to the

Purchasing authority 20 days in advance along with the inspection call letter for

approval.

Complete lot of the Goods or designated batches of Goods as per Purchase Order shall

be offered for inspection, as per the delivery schedule in the contract. All cost of

testing equipment, tools, manpower, Goods etc used during any of the above

inspection/testing shall be the responsibility of the Supplier as a part of the contract.

In special cases the purchase authority can waive the FAT safeguarding the interest of

KSEBL and reason must be recorded for such waiver.

7.2.8 Outside Testing Laboratories

If necessary to conduct type test, acceptance test or special test at outside laboratories,

when facilities for these tests are not available in-house with the Supplier, he may

obtain prior approval of the testing lab from KSEBL along with required Test

procedures and formats. Cost of such tests also would be borne by the Supplier.

7.2.9 Joint Investigation against Complaints relating to Quality / Other issues

In case a written complaint is received from the Supplier disputing rejection of Goods

by the purchaser’s inspecting officer, the same should be jointly investigated by a

team consisting of an authorized representative of the purchase department, a senior

representative of the inspecting agency, who is well conversant with the Goods and an

authorized representative of the Supplier. Detailed procedure to be followed in this

regard and the format of the joint inspection report (to be signed by all the team

members) are to be prescribed by the purchasing Department and the matter processed

accordingly for further necessary action.

7.3 Inspection and Dispatch

The Inspecting Officer after inspection of the Goods should submit a sealed Inspection

Report along with inspection summary as per format specified in Annexure-S with specific

recommendation for acceptance / rejection to the Purchasing Officer immediately after

satisfactory completion of inspection and witnessing tests. Representatives of both

Supplier/Manufacturer and KSEBL shall sign the test/inspection formats/Reports in proof of

the testing/inspection carried out. The inspected Goods, if required as per the bid conditions,

shall be stamped, labelled, marked or sealed, in such a way as to make subsequent

identification of accepted lots easy for the consignee/user. Rejection notes shall be issued by

the purchasing authority immediately for the Goods not meeting the contract requirements.

Inspection Report shall be sent to the purchasing authority within 15 days from the date of

inspection. After verification of the Inspection Report Purchasing authority shall issue

Goods Dispatch Clearance Certificate (MDCC) for the accepted quantity.

Chapter-8

PAYMENT FOR SUPPLY OF GOODS

8.1 Payment

8.1.1 Payment for supply of Goods shall normally become due only on acceptance of supplies in

full by the Purchasing Officer. Payments shall be made promptly as per the conditions in the

Purchase Order / Agreement or not later than forty five (45) days, whichever is earlier, after the

satisfactory completion of the delivery and acceptance and submission of proper tax invoice by the

Supplier with all relevant supporting documents and certification of Goods receiving authority in the

ARU (Circle/Division).

8.1.2 In the case of Bidders who are JV/Consortium, the Bidder shall specify the Lead Bidder and

the payment shall be made to the said Lead Bidder only who is executing the agreement on behalf of

JV/Consortium.

8.1.3 All payments shall be made either by RTGS/NEFT only to the Bank Account and Bank Branch

provided by the Supplier. The Supplier shall bear all bank charges related with payment.

8.1.4 In case of Contracts with price variation clause, part payment shall be made as above, but final

bill will be processed only after adjusting all the variation in prices assessed by the Purchaser as per

the IEEMA price variation formulae prescribed in the Purchase Order.

8.2 Advance Payment

Normally, payment for Suppliers shall be released to the Supplier only after all Goods have been

supplied and accepted by the Purchasing Officer.

However, KSEBL may consider advance payments in special cases and shall be limited to maximum

of 10% of total contract value. Interest at prevailing SBI Marginal Cost of fund based Lending

Rate (MCLR) + 3% shall be applicable to all advance payments. Recovery of advance payment

together with interest shall be affected from subsequent bills on pro-rata basis.

The advance payment shall be released only after obtaining a Bank Guarantee as per format in

Annexure-Q (from Banks accepted by KSEBL) from the Supplier for an amount equivalent to

advance amount and interest.

ANNEXURES

Annexure-A Application for Vendor Registration

VENDOR REGISTRATION FORM

1) Name of the Firm & full Address2) Type of Organisation & Year of

Establishment3) Goods/ Equipment/ Product for which

Vendor approval/Renewal is soughtA. GENERAL1) Location of the firma) Registered Office

Factory/ Works:2) Is the firm Registered

Registration No. and date3) Licensing Authority:

License No. and date4) Area of the Factory in Sq.Ft.

Area of constructed building in Sq.Ft.Scope of Expansion (Explain)

5) Name/s of the Product Manufactured:6) Since how many years they are

manufacturing these products7) Are the product accredited with

standard Certificate mark like ISC/ ISI/IEC etc.

8) Details of the Type Test Certificatesa) Tests carried out of NABL accredited

laboratoryb) Year and date during which the above

Type tests were carried out9) Details of Power supply arrangementa) Name of the Board/ Supply Utility,

R.R.No. and sanctioned loadb) DG set of Capacity10)

Details of the water facilities

a) Source-Borewell/ any other sourceb) If sufficient quantity of water

availablec) Curing tanker in case of poles11)

Details of Painting process adopted

B) PRODUCTION AND TECHNICAL COMPETENCE:

a) List of Machinery’s installed with date:

b) Brief report on the process of manufacture of the product (Enclose Flowchart):

c) Is the production fully labour orientedor semi labour oriented.

d) Is process automation implemented? If yes, level of automation including details

e) Do the firm possess manufacturing capability for the Goods for which Vendor approval is sought

C) EMPLOYMENT AND TRAININGTotal Strength of EmploymentSkilled LabourSupervisorPermanent LabourTemporary LabourTechnically qualified Engineers:Technically qualified Technicians:

D) QUALITY CONTROL & TESTING:a) Is there quantity Control Check

during Production?b) How Quality control is done on the

Raw Goods procured?c) Is there any Quality Assurance Plan

adopted? If so provide detailsd) Are the Technicians trained properly

for testing the product?e) List of Testing Equipments. Tools and

Plantsf) Are the Testing Equipments, Tools

and Plants Calibrated/ Date of Calibration?

g) Is there a well established testing facility for testing the Goods for which Vendor approval is sought? If Yes, Provide details of Test facilities

h) List of the routine tests carried out and witnessed during inspection as per IS/ IEC Standard

E) CAPACITY:a) Production Capabilityb) No. of orders on handc) How many are executedd) How many orders are on pipe line?e) List of the Suppliers of raw Goods

f) Transport facility of finished productF) FINANCIAL CAPABILITY:a) Annual Financial Report duly auditedb) Income Tax Clearance Certificatec) Sales tax clearance certificated) Annual Turn-overe) Profits/ losses for the last three yearsf) Value of Total orders on hand yet to

be executedg) Banking InformationG) PERFORMANCE:a) List of purchasers/ Orders Executedb) Quality of supplyc) Whether the firm has submitted

performance certificate from the public utility?

d) Whether the firm has been blacklisted/debarred earlier? If so furnish the details.

Certificate

We hereby certify that the information furnished above is true to the best of my/our knowledge and belief and enclosed copies of documents as per the given list. We hereby undertake that in the event of any of the above information found to be false orincorrect at a later date, KSEB Ltd is entitled to cancel the registration of our firm with KSEB Ltd/ ban the firm.

Signature of Authorized signatory

Name (in Capital letters)

Place : Designation

Date : Company Seal

Annexure-B VENDOR RENEWAL FORM

1) Name of the Firm & full Address2) Existing Vendor Registration Number

and expiry dateWhether Goods/ Equipment/ Product for which Vendor Renewal is sought is similar to the previous oneIf not, the following details shallbe filled up

A. GENERAL1) Location of the firma) Registered Office

Factory/ Works:2) Is the firm Registered

Registration No. and date3) Licensing Authority:

License No. and date4) Area of the Factory in Sq.Ft.

Area of constructed building in Sq.Ft.Scope of Expansion (Explain)

5) Name/s of the Product Manufactured:6) Since how many years they are

manufacturing these products7) Are the product accredited with

standard Certificate mark like ISC/ ISI/IEC etc.

8) Details of the Type Test Certificatesa) Tests carried out of NABL accredited

laboratoryb) Year and date during which the above

Type tests were carried out9) Details of Power supply arrangementa) Name of the Board/ Supply Utility,

R.R.No. and sanctioned loadb) DG set of Capacity10)

Details of the water facilities

a) Source-Borewell/ any other sourceb) If sufficient quantity of water

availablec) Curing tanker in case of polesB) PRODUCTION AND TECHNICAL

COMPETENCE:a) List of Machinery’s installed with

date:b) Brief report on the process of

manufacture of the product (Enclose Flowchart):

c) Is the production fully labour orientedor semi labour oriented.

d) Do the firm possess manufacturing capability for the Goods for which Vendor approval is sought

C) EMPLOYMENT AND TRAININGTotal Strength of EmploymentSkilled LabourSupervisorPermanent LabourTemporary LabourTechnically qualified Engineers:Technically qualified Technicians:

D) QUALITY CONTROL & TESTING:a) Is there quantity Control Check

during Production?b) How Quality control is done on the

Raw Goods procured?c) Are the Technicians trained properly

for testing the product?d) List of Testing Equipments. Tools and

Plantse) Are the Testing Equipments, Tools

and Plants Calibrated/ Date of Calibration?

f) Is there a well established testing facility for testing the Goods for which Vendor approval is sought?

g) List of the routine tests carried out and witnessed during inspection as per IS/ IEC Standard

E) CAPACITY:a) Production Capabilityb) No. of orders on handc) How many are executedd) How many orders are on pipe line?e) List of the Suppliers of raw Goodsf) Transport facility of finished productF) FINANCIAL CAPABILITY:a) Annual Financial Report duly auditedb) Income Tax Clearance Certificatec) Sales tax clearance certificate

d) Annual Turn-overe) Profits/ losses for the last three yearsf) Value of Total orders on hand yet to

be executedg) Banking InformationG) PERFORMANCE:a) List of purchasers/ Orders Executedb) Quality of supplyc) Whether the firm has submitted

performance certificate from the public utility?

d) Whether the firm has been blacklisted/debarred earlier? If so furnish the details.

Certificate

We hereby certify that the information furnished above is true to the best of my/our knowledge and belief and enclosed copies of documents as per the given list. We hereby undertake that in the event of any of the above information found to be false orincorrect at a later date, KSEB Ltd is entitled to cancel the registration of our firm with KSEB Ltd/ ban the firm.

Signature of Authorized signatory

Name (in Capital letters)

Place : Designation

Date : Company Seal

For office use only

Description of Goods Vendor Rating Remarks

Whether the Vendor registration can be renewed or not(Recommendation of the verifying authority shall be furnished here)

Annexure-C Factory Inspection& Analysis report

Annexure-D Vendor Evaluation Format

Annexure-E Undertaking to refrain from Illegal practices

UNDERTAKING TO REFRAIN FROM ILLEGAL PRACTICES

Declaration by prospective bidder

I/We …..............................................................................................declarethat I/We will not indulge in any unfair/unethical practices includingcolluding with the employees of KSEBL, colluding with co biddersand being a part of any cartel. Further I/We declare that I/We are notin any way related to any KSEBL’s official who is in charge of orhaving control of this contract / registration. If any suchattempt/information contrary to the above from my/our part comesinto notice, KSEBL is having every right to proceed against me/us. Inappropriate cases, KSEBL is having right to make good the lossbecause of any such unfair / unethical practice by forfeitingEMD/Security Deposit after terminating the contract/ registration.Further I /We understand that in such cases, KSEBL will have right toblacklist me/us barring me/us from participating either temporarilyor permanently from the tenders floated by KSEBL.

Signature of Authorized person

Annexure-F Certificate of Vendor Registration

This is to certify that M/S ------------------------------------------ is empanelled as a Vendor in KSEBL, based on your application for empanelment as a Vendor dated ---------------- as per the following details and conditions mentioned below. Sl. No Description of

Goods

Type/capa

city/model

number

HSN

code

Goods/A

sset code

Qualified PAC

limit up to in

Lakhs

This certificate of Approval is Valid Till………..……………………………………….only.

Terms & Conditions1. This empanelment as a Vendor is exclusively for supply of Goods in KSEBL only for the items mentioned

above.2. This empanelment is not an assurance of giving orders to the Vendor, but it is only qualifying the Vendor’s

eligibility to participate in the upcoming bids for purchase of Goods that are approved as per this certificate, subject to all terms and conditions specified in the Bid document.

3. Vendor needs to sign, stamp and return a copy of this certificate to KSEBL in token of acceptance within 15 days of the receipt of this correspondence.

4. Prospective Vendors shall not resort to formation of Cartel or Restricted Trade practices during the bidding, which makes them disqualified from the bidding in KSEBL.

5. All the conditions mentioned and agreed during the Vendor pre-qualification are binding on the bidder throughout the validity of this approval.

6. KSEBL is having the right to ask the bidder to produce any documents or to inspect the facilities, factory and offices of the bidder/Supplier at any time during the bidding or execution of the contract, to verify the credentials of the Vendor/Manufacturer, if additionally required.

7. It is the discretion of the qualified Vendor, whether to participate in the bids floated by KSEBL for procurement.However KSEBL will be disqualifying the Vendor who is not participating in consecutive three bids for which the Vendor was eligible to participate.

8. KSEBL is no way responsible for delay in noticing the bids published or submission of the bids in time and hence requested to keep a watch on the notifications for future bids, which will be published in the E-tender sitewww.etenders.kerala.gov.in and in KSEBL website www.kseb.in.

9. You should revalidate all the documents including type test certificates, BIS/BEE/’s’ mark (wherever applicable) Certificates etc from time to time during the entire period of registration, without any notice from this office.

10. If there is any change of address, change of name and change in design of manufacturing process etc of meters the same shall be immediately brought to the notice of this office to

http://www.kseb.in/

http://www.etenders.kerala.gov.in/

update the same. In case of shifting factory premises, you shall have to pay inspection fee (nonrefundable) for arranging factory inspection to ascertain the facility.

11. KSEB Limited reserves the right to cancel your registration at any time without assigning any reason.

12. Please note that this registration neither guarantee for the award of contract/order nor conferany right to demand of enquiries.

13. The registration will not apply to any of the Goods manufactured in other factories than those at which factory inspection is conducted in connection with Vendor registration process.

14. If the performance is found unsatisfactory or the firm is blacklisted by any of the power utilities KSEB Limited reserves the right to cancel your registration even before the expiry of registration period.

15. For consideration of renewal of registration, you have to submit a Registration form, six months prior to expiry of the validity of registration duly filled in, along with necessary documents and registration fee.

16. Our registered vendors have to maintain high standard of integrity and performance in respectof their dealing and supplies and generally endeavor to give no cause for complaints.

17. Copies of sales tax clearance (both central & state), balance sheet and profit & loss account statement shall be submitted every year. Factory license certificate shall also be submitted as and when renewed. Failing which registration will be treated as cancelled.

From now onwards, you can participate in the tenders invited by KSEB Limited under the abovesaid category of Goods for which your firm is registered. However with this registration, you willnot be exempted from paying of EMD, Security Deposit, Tender document fee etc. applicable asper tender conditions. You are also requested to register your firm immediately in the e-tendering portal of Govt. of Kerala (www.etenders.kerala.gov.in), applicable in KSEB Limitedand inform the status to this office at the earliest.

Place

Date:

(VENDOR APPROVAL AUTHORITY)

To

(Name, Address and Phone number of the Vendor)


Annexure-G Format of Quotation Notice

Quotation NoticeNo. (To be modified as applicable)

Date:

Details of Supply: Competitive quotations in sealed covers super scribed with the name of Goods and duedate of receipt of quotations are invited by the undersigned for supply of the following Goods.1. Specification of Item : (Specify here or attach separately)2. Quantity of Supply : (Quantity as per this quotation)3. Probable Amount of Contract (PAC) : (Amount in Rupees…………)4. E.M.D and mode of remittance : Rs……….. (Cash/DD/BG)5. Period of firmness : ………… months

6. Delivery period : Within …………. days from the date of order

7. Place of Delivery : ……………… …., ……………

8. Last date and time of acceptance of quotation : 9. Date and time of opening of quotation : 10. Sample : Random sample to be tested in the presence

of Designated officer of KSEBL

The successful bidder will have to execute an agreement in stamp paper worth Rs……..in the prescribed form after furnishing the security deposit of Rs .... within 7 days of receipt of purchase order. Failure to execute the agreement will result in forfeiture of E.M.D. unless specifically exempted. Other conditions prevailing in the K.S.E. Board for similar purchase will be applicable to this contract also.

(Quotation Inviting Authority)

Annexure-H Notice Inviting Tender

e-Procurement – Notice Inviting Tender (Two part tender)BID NO.KSEB/…../eP …../20…

Goods to be supplied

Bid documents available in site www.etenders.kerala.gov.in

Date of Pre- Bid meeting

Last date & time of Online Submission of Bids

Date &Time of opening of Pre-Qualification Bids

Probable Amount of Contract

Earnest Money DepositRs……../-(By Online payment through NEFT/SBI Internet Banking/ RTGS )

As a single payment

Bid Submission Fee

Rs………../- +(applicable tax )

(By Online Payment through NEFT/ SBI Internet Banking/ RTGS )

Availability of Bid formsCan be downloaded from the website: www.etenders.kerala.gov.in

All Communications shall be addressed to the (Purchasing Officer) only.

The Bid documents and other details may be downloaded from the website

www.etenders.kerala.gov.in. The EMD of Rs. …………./- and a non-refundable bid document fee of

Rs…………./- (including GST) a total of Rs………………./- (Rupees ………………………………………. only) shall

be remitted online to the account number given in the remittance form provided by the e-procurement




system for this particular bid. NEFT /RTGS/ SBI Internet Banking are alone allowed as Mode of

payment.

(Bidder should ensure that bid document fees and EMD are remitted as one single

transaction and not separate. Separate or split remittance for bid document fee and EMD

shall be treated as invalid transactions.)

All the bid documents are to be submitted online only and in the designated covers/ envelopes on

the above website. Bids shall be accepted only through online mode in the website and no manual

submission shall be entertained.

The scanned copy of agreement as per Appendix---–General Conditions of Contract and price bid

form mentioned in Annexure--- of Part ---of Tender, executed in Kerala stamp paper worth Rs.200/- each are

to be attached along with the bid. The bid shall be opened online at …………………. Office on the date and

time mentioned above by (Purchasing Officer) in the presence of the bidders /their representatives who

wish to attend at the above address. All other existing conditions related to the bids of KSEB Ltd will be

applicable in this bid also.

Originals of Agreement & Bid Form in Stamp Paper enclosed in a sealed envelope including the bid

number, shall be submitted to (Purchasing Officer) before date and time of opening of Bid.

All bidders participating in the Bid should have a valid Class-II or above Digital

Signature Certificate procured from any Registration Authorities (RA) under the Certifying

Agency of India. Details of RAs will be available on www.cca.gov.in. More details about the e-tendering

procedure will be available from National Informatics Centre, Thiruvananthapuram on all working days

from 10.30am to 5.30pm. (Phone No.0471-2577088, 2577188, 2577388 or 0484-2336006, 2332262

through e-mail:[email protected]). Further details can be had from

……………………. Office…………………

Kerala State Electricity Board Ltd,

…………………………... P.O

PIN

Phone –…………….. Fax: ………………..

Email –……………….

Dated: ……………..

Purchasing Officer

(Designation)

http://www.cca.gov.in/

Annexure-I Format of Bid Form

FORMAT- BID FORM

(To be submitted along with Price Bid)Date:

BID NO………… /20….. -……….

To

(Name and Address of Purchaser)

Gentlemen,

Having examined the conditions of contract and specification I/we, the undersigned offer to supply and delivery of …………………………. in conformity with the said conditions of Contract and specification for the sum of or such other sums as may be ascertained in accordance with the schedule of prices attached herewith and made part of this Bid.

We undertake if our bid is accepted, to commence delivery within ….....days and to complete delivery of all the items specified in the contract within …....days, calculated from the date of your purchase order.

If our bid is accepted we will obtain the Guarantee of a Bank in a sum not exceeding …% of the contract sum for the due performance of the contract.

We agree to abide by this bid for a period specified under ………. of Part – I and it shall remain binding upon us for acceptance by the KSEBL, at any time before the stipulated expiry. .

Until a formal contract is prepared and executed, our offer as per the price bid shall constitute a binding contract between us.

We understand that you are not bound to accept the lowest or any other bid you may receive.

Dated this …..............days of …............2017.

SIGNATURE(In the capacity of)

Duly authorised to sign bid for and on behalf of:

Witness:

Address:

Signature:

Annexure-J Format of Bid Agreement

BID AGREEMENTArticles of agreement executed on this………………………………………the … … … … … …

… … … … …………day of ………………………………………. Two thousand and …………………… Between the Kerala State Electricity Board Ltd. represented by (here enter the designation of the officer who has invited this tender ………………………………………………. (here in after referred to as “The KSEB Ltd)” of the one part-and Sri……………………… ……………………………………………. here enter name and address of the tenderer) hereinafter referred to as “The bounden” of the other part

WHEREAS in response to the invitation for tenders contained in Notification No………………………………… date ……………………….. inviting tenders the bounden has submitted to the KSEB Ltd a tender for the ………………………… specified therein subject to the terms and conditions contained in the said tender:

WHEREAS the bounden has also deposited with the KSEB Ltd a sum of Rs…… …… …… …… as earnest money for execution of an agreement undertaking the due fulfillment of the contract in case his tender is accepted by the KSEB LimitedNow THESE PRESENTS WITNESS and it is hereby mutually agreed as follows

1. In case the tender submitted by the bounden is accepted by the KSEB Limited and the contract for …………………………………………………………………………. …………………………………………is awarded to the bounden, the bounden shall within … … … … … … …… … … … …… …… …… …… …… …………….days of acceptance of this tender execute anagreement with the KSEB Limited incorporating all the terms and conditions under which the KSEB Limited accepts his tender.

2. In case the bounden fails to execute the agreement as aforesaid incorporating the terms and conditions governing the contract the KSEB Limited shall have power and authority torecover from the bounden any loss or damages caused to the KSEB Limited by such breach as may be determined by the KSEB Limited, appropriating the earnest money deposited by the bounden and if the earnest money is found to be inadequate, the deficit amount may be recovered from the bounden and his properties movable and immovable also in the manner here in after contained.

3. All sums found due to the KSEB Limited under or by virtue of this agreement shall be recoverable from the bounden and his properties, movable and immovable under the provisions of the Revenue Recovery Act for the time being in force as though such sums are arrears of landrevenue and also in such other manner as the KSEB Limited may deem fit.

In witness where Sri…………………………………………………………..(here enter name and designation) for and on behalf of the KSEB Limited and Sri……………………… ……… … … … … … … … … … … …………………… the bounden have hereunto set their hands the day and year shown against their respective signatures.

Signed by Sri…………………………………………………………………………(date) In the presence of witness.

1.2.

Signed by Shri…………………………………………………………………………(date)In the presence of witness

1.2.

Annexure-K Register for Tender/Quotations

FORM OF REGISTER FOR RECEIPT AND OPENING OF TENDER/QUOTATION

(To be modified as applicable)

Tender/Quotation Number …………………………

Name of Item……………..

Tender Fee ………………

PAC…………EMD ….. , Due Date ………….. Date of opening ……………..

Sl. No

Name of Bidder

Date and time of Receipt

Method of receipt(whether by post/by hand/courier)

Initials of Head of Office / Designated Officer

Rate quoted by the bidder

Whether lowest/2nd lowest/highestetc

Name and signature of bidders or their representatives

Initials of Head Office / Designated Officer

1. Signature of Witnessing Officer

2. Signature of Designated Officer with remarks

Annexure-L Register for E-Tender

FORM OF REGISTER FOR E-TENDER

Two Part Tender/ Limited Tender

(To be modified as applicable)

Tender No …………………………

Name of Item……………..

Date of PQ bid / Price bid opening ……………..

Sl. No

Name of Bidder

Date and time of Receipt of Covercontaining originals of Bid Agreement, Bid Form, Power of Attorney etc..

Method of Receipt (whetherby post/by hand/courier)

Initials of Designated Officer

Name and signature of bidders or their representatives

Initials of Head Office / Tender opening Authority

1. Signature of the Witnessing Officer

2. Signature of Designated Officer with remarks

Annexure-M Format of BG for Security Deposit (SD)

FORMAT-SECURITY DEPOSIT

(To be used by Scheduled Bank)

In consideration of the Kerala State Electricity Board Limited (hereinafter called “the KSEB Limited”) having agreed to exempt ……………………………………………………………………… hereinafter called “the said Supplier (s) from the demand. (Under the terms and conditions of an Agreement dated to be executed as per order No..............................dated...................... for the supply of..........................................................made between …………………………… …… ……… ……………………and…………………………………………………………….…………………………………for………… …………… hereinafter called “the said Agreement) of security deposit for the due fulfilment by the said Supplier’s) of the terms and conditions contained in the said Agreement on production of a Bank guarantee of Rs. ………………………………(Rs) …………………………………………. (onlyWe……………………………………………………………………………Bank Ltd (hereinafter referred to asthe Bank’) do hereby undertake to pay to the KSEB Ltd an amount not exceeding Rs……………………………………………………(Rs)…………………………………………… only) against any loss or damage caused to or suffered by or would be caused to or suffered by the KSEB Ltd by reason of any breach by the said Contract (s) of any of the terms and conditions contained in the said Agreement.

We…………………………………………………Bank Ltd. Do hereby undertake to pay the amounts due and payable under the guarantee without any demur merely on a demand from the KSEB Ltd, stating that the amount claimed is due by way of loss or damage caused to or would be caused to or suffered by the KSEB Ltd, by reason of any breach by the said Supplier(s) of any of the terms and conditions contained in the said Agreement or by reason of the Supplier’s (s) failure to perform the said Agreement. Any such demand made on the Bank shall be conclusive, as regards the amount due and payable by the Bank under the guarantee. However, our liability under this guarantee shall be, restricted to an amount not exceeding Rs………………..

We…………………………………………………..Bank Ltd. Further agree, that the guarantee herein contained, shall remain in full force an effect, during the period that would be taken for the performance of the Agreement ad that it shall continue to be enforceable till all the dues of the KSEB Limited under or by virtue of the said Agreement, have been fully paid and its claims satisfied or discharged till the Chief Engineer (SCM) of KSEB Limited or other Engineer of the KSEB Limited in change of the Work, certifies that the terms and conditions of the said agreement have been fully and properly carried out by the said Supplier(s) and accordingly discharges the guarantee, Unless a demand or claimunder this guarantee is made on us in writing on or before the …………………………………………………… …we shall be discharged from all liability under the guarantee thereafter.

We……………………………………………………………………… Bank Ltd. Further agree with the KSEB Ltd that the KSEB Ltd shall have the fullest liberty, without our consent and without affecting in any manner or obligations hereunder to vary any of the terms and conditions of the said Agreement or to extend time of performance by the said Supplier (s) from time to time or postpone for any time or from time to time any of the powers exercisable by the KSEB Ltd against the said Supplier(s) and to forbear or enforce any of the terms and conditions relating to the said agreement and we shall not be relieved from our liability by reason of any such variation, or extension or forbearance being granted or allowed to the said Supplier (s) or for any of the forbearance act or omission

on the part of the KSEB Limited or any indulgence by the KSEB Ltd to the said Supplier(s)or by any such matter or thing whatsoever which under law relating to sureties would but for this provision have the effect of so relieving us.

To give effect to the guarantee it shall be competent for the KSEB Ltd to so act, as though the Bank were the principal debtor.

It is hereby expressly agreed and declared that this guarantee and the powers and provisions herein contained are in addition to and not by way of limitation of or substitution for any former or other guarantees or guarantee-here to-force-given by the Bank to the KSEB Limited and now existing uncancelled and this guarantee is not intend to and shall not revoke or limit such other guarantees.

We ……………………………………………………………………….. Bank Limited lastly undertakes not to revokes this guarantee during its currency-except with the previous consent of the KSEB Limited in writing.

Dated the…………………………. Day of……………………………………

For……… …………………………………………………Bank Limited,

………………………………………………………………

Telephone No. of Bank:

Fax No:

Email ID:

Annexure-N Format for Performance Bank Guarantee(PBG)

PERFORMANCE BANK GUARANTEE

BG No. Date:

This guarantee is made on this ............... day of ...................................... 20..... by ............................................... (complete postal address of the bank) hereinafter called 'the Bank', which expression shall unless repugnant to the context or meaning thereof shall include its successors and assigns.

WHEREAS the Kerala State Electricity Board Limited, a Company incorporated by the Government of Kerala under the Companies Act, 1956 having its registered office atVydyuthi Bhavanam, Pattom, Thiruvananthapuram, Kerala, PIN – 695 004, hereinafter called as 'the Purchaser', which expression shall unless repugnant to the context or meaning thereof shall include its successors and assigns in having agreed to exempt .............................................................................(hereinafter called “Supplier/Supplier(s)” which expression unless repugnant to the context and meaning thereof shall include its successors and assigns) from depositing with the Purchaser a sum of Rs. .................... towards Performance Security Deposit in lieu of the said Supplier/Supplier(s) having agreed to furnish a bank guarantee for the said sum of Rs. ......................... as required under the terms and conditions of Purchase Order No. ................................................. dated ............................... (hereinafter referred as the 'order') placed by the Purchaser on the said Supplier/Supplier(s) and on specific request on the part of the said Supplier/Supplier (s),we the Bank hereby unconditionally and irrevocably affirm and undertake-

(a) At the request of the Supplier/Supplier(s), we 'the Bank', do hereby unconditionally and irrevocably affirm and undertake that we are the Guarantor and are responsible to the Purchaser up to a total sum of `................ [Rupees ..................................................................... only] such sum being payable by us to the Purchaser immediately upon receipt of first written demand from the said Purchaser.

(b) We unconditionally and irrevocably undertake to pay to the Purchaser on an immediate basis, upon receipt of first written demand from the said Purchaser and without any cavil or argument or delaying tactics or reference by us to the Supplier/Supplier(s) and without any need for the Purchaser to convey to usany reasons for invocation of the guarantee or to prove the failure to perform on the part of the Supplier/Supplier(s) or to show grounds or reasons for the demand or the sum specified therein, the entire sum or sums within the limits of `........................... [Rupees ................... ......................... only].

(c) We hereby waive the necessity of the Purchaser demanding the said amount from the Supplier/Supplier(s) prior to serving the demand notice upon us.

(d) We further agree and affirm that no change or addition to or other modification to the terms of the agreement, shall in any way release us from any liability under this unconditional and irrevocable guarantee and we hereby waive notice of any such change, addition or modification. We further agree with the Purchaser that the Purchaser shall be the sole and exclusive judge to determine that whether or not any sum or sums are due and payable to him by the Supplier/Supplier(s), which are recoverable by the Purchaser by invocation of this guarantee.

(e) This guarantee will not be discharged due to the change in constitution of the Bank or the Purchaser. We undertake not to withdraw or revoke this guarantee during its currency/validity period, except with the previous written consent of the Purchaser.

(f) We unconditionally and irrevocably undertake to pay to the Purchaser, any amount so demanded not exceeding `................................... [Rupees ...................... only] notwithstanding any dispute or disputes raised by the Employer or anyone else in any suit or proceedings before any dispute review expert, arbitrator, court, tribunal or other authority, our liability under thisguarantee being absolute, unconditional and unequivocal. The payment so made by us under this guarantee to the Purchaser, shall be a valid discharge ofour liability for payment under this guarantee and the Supplier/Supplier(s) shall have no claim against us for making such payment.

(g) This unconditional and irrevocable guarantee shall remain in full force and effect and shall remain valid until ...............................and shall be extended from time to time for such period as may be desired by the Supplier/Supplier(s) on whose behalf this guarantee has been given.

Notwithstanding anything contained herein:

1. Our liability under this Bank Guarantee shall not exceed ............................. (value in figures) .................................... [value in words ...................................................].

2. This unconditional and irrevocable Bank Guarantee shall be valid with effect from...................... to ......................................

3. We are liable to pay the guaranteed amount or any part thereof under this unconditional and irrevocable Bank Guarantee only and only if the Purchaser serves upon us a written claim or demand on or before ........................... [validity date].

For and on behalf of the Bank[Signature of authorized signatory(ies)]Signature:Name :Designation:POA Number:Contact Nos. : Tel.......................................... Mobile.......................................................Fax No.EmailCommon seal of the Bank:Witness:1. 2.

Signature:Name:Address:Contact No. Tel. Mobileemail:

Note:1. For the purpose of executing the Bank Guarantee, the non-judicial stamp papers of appropriate value shall be purchased in the name of Bank which issues the Bank Guarantee.2. The Bank Guarantee shall be signed on all the pages by the Bank authority indicating their POA Nos. and should invariably be witnessed.

Annexure-O Format for Contract Agreement

APPENDIX-I

FORM OF AGREEMENT

Articles of Agreement made the …………………………………………………… … … … ………….day of………………………………………………Between Sri… …… …… …… …… …… …… ……(Purchase Authority), Kerala State Electricity Board Limited, Thiruvananthapuram acting for/onbehalf of the Kerala State Electricity Board Ltd herein after called the “KSEB Ltd”, a companyincorporated under the Companies Act, 1956 having its registered office at VydyuthiBhavnanam, Pattam, Thiruvananthapuram, PIN-695 004,of the one part andSri………………………………………………………… … ………………… ………………… ………… …… ……… ……………………………………………… ………… …………… …………… …………… of…… ……………… ……………………………………………………………………….and…………………………………………Company Limitedincorporated under the …………………………………………….. … … … … … … … … … ……………………………………….and having its registered Office at……………………………………………………………….. (herein after called the Supplier) of the otherpart.

WHEREAS the Supplier has tendered for the supply of articles for the use of KSEB Ltd asper Tender Notification No. ELE……………………………………………… …………..Dated……………………………….

And WHEREAS the KSEB Limited have been pleased to accept the contract in respect ofthe articles mentioned in the copy of order attached.

And WHEREAS the Supplier has security for the satisfactory fulfillment of this contractdeposited Rs………………. …………………………….. i.e., a sum equalto……………………………………………………………. percent of the value of the contract as perBank Draft No……………………………………dated ……… ……… ………… Bank GuaranteeNo…………………………………………………………………………………. Dated…………………………ofthe …………………………………………………………………Bank duly approved by the KSEB Limited

Now these presents witness and it is hereby mutually agreed as follows:-

1) The Supplier shall undertake to supply Goods according to the standard samplesand specifications. In other cases he should send samples to conform to the description givenin the schedule when required to do so approved samples will not be paid for and shall becomethe property of the KSEB Ltd, but may at the discretion of the KSEB Ltd be returned to theSupplier whose tender is accepted on the completion of his contract. All samples must beclearly labeled to show to what particular items tendered for they relate and should be ofsufficient size and quantity to enable the KSEB Ltd to compare supplies therewith.

2) No representation for enhancement of rates once accepted will be considered.

3) The approximate quantities to be supplied are shown in the copy of orderNo……………………………………………………………………………………………… here with attachedwhich shall be treated as part of this agreement as nearly as can be foreseen. But they aremerely estimates of quantities that may be required for general guidance of tenders, and theKSEB Ltd in no case binds itself to purchase any quantity at all during the period of contract ifno necessity arises therefore but the Supplier shall. Supply any quantity of any article at therate tendered by him, for that article up to 25 percent, in excess of the estimated quantityquoted and in the event of his inability to do so or to offer a suitable alternative to the

satisfaction of the KSEB Ltd, the KSEB Limited is at liberty to purchase the articles an article ofsimilar quality from elsewhere and should the price of the articles so purchased be in excess ofthe tendered rate to deduct the difference of cost from the Suplier’s bills or his security deposit,as the case may be The Supplier shall not however be entitled to the excess, if any, of thetendered rate over such purchase amount.

4) In case the Supplier fails to supply and deliver any of the articles and thingstendered for by his within the time provided for delivery of the same or in case the Suppliercommits any breach of any of the covenants, stipulations and agreements here in contained andon his part to be observed and performed, then and in any such case, it shall be lawful for theKSEB Ltd (if it shall think fit to do so) by an order in writing to put an end to this contract, and incase the KSEB Ltd shall have incurred, sustained or been put to any costs damage or expensesby reason of this contract having been so put an end to or in case any difference in price,compensation loss, costs, damages, expenses or other money shall then or at any time duringthe continuance of this contract be payable by the Supplier to the KSEB Limited under and byvirtue of this contract it shall be lawful for the KSEB Ltd from and out of any moneys for the timebeing payable or owing to the Supplier from the KSEB Ltd under or by virtue of this contract orotherwise to pay and reimburse to the KSEB Ltd all such costs, damages and expenses theymay have sustained, incurred or been put to by reason of this contract having been so put anend to as aforesaid, and also all such difference in price, compensation loss, costs, damages,expenses and other moneys as shall for the time being be payable by the Supplier aforesaid.

5) Every notice hereby required or authorised to be given may be either given to theSupplier personally or left at his residence or last known place of abode or business or may behanded over to his agent personally or may be addressed to the Supplier by Post at this usual orlast known place of abode or business and if so addressed and posted shall be deemed to havebeen served to Supplier on the date on which in the ordinary course of Post a letter isaddressed and posted would reach his place of abode or business.

6) All payments to the Supplier will be made by the Purchasing Officer by Online paymentthrough NEFT/ SBI Internet Banking /RTGS only.

7) The Supplier shall not assign or make over the contract or the benefits or burdensthere of or any part there of to any other person or person or body corporate. The Supplier shallnot underlet or sublet to any person or body corporate the execution of the contract or any partthereof without the consent in writing, of the KSEB Limited The KSEB Ltd shall have absolutepower to refuse such consent or rescind such consent (if given) at any time, if they are notsatisfied with the manner in which the contract is being executed and no allowance orcompensation shall be made to the Supplierr or the subSupplier upon such rescission. Providedalways that if such consent be given at any time, the Supplier shall not be relieved from anyobligation, duty or responsibility under this contract.

8) In case the Supplier becomes insolvent or goes into liquidation or makes orpropose to make any assignment for the benefit of his creditors or propose any compositionwith his creditors for the settlement of his debts or carries on his business or the contract underinspection on behalf of his creditors, or in case any receiving order or orders for theadministration of his estate are made against him, or in case the Supplier shall commit any actof insolvency, or in case in which under any clause or clauses of this contract, the Supplier shallhave rendered himself liable to damages amounting to the whole of his Security Deposits, thecontract shall thereupon, after notice given by the Purchasing Authority, KSEB Limited to theSupplier, be determined and the Chief Engineer, may complete the contract in such time andmanner and by such person as the KSEB Ltd shall think fit. But such determination of theSupplier shall be without any prejudice to any right or remedy of the KSEB Ltd against theSupplier or his sureties in respect of any breach of contract Committed by the Supplier.

9) All expenses and damages caused to the KSEB Limited by any breach of all or anyof the terms of this contract by the Supplier shall be paid by the Supplier to the KSEB Ltd andmay be recovered from him.

9) (a)The final payment will be made only on production of an undertaking by theSupplier/ Supplier that all taxes and duties payable to the Central/ State GovernmentDepartments/ Agencies due to this supply/ contract have been paid by him and if any claim isreceived in future from any Central/ State Government Departments/ Agencies under existinglaws regarding this supply/ contract, the Supplier/ Supplier shall be liable to pay the same.

10) The Security Deposit shall, subject to the conditions specified herein be returned to theSUpplier within three months after the expiration of the contract, but in the event of any disputearising between the KSEB Ltd and the Supplier, the KSEB Ltd shall be entitles to deduct out ofthe deposits or the balance thereof, until such dispute is determined the amount of suchdamages, costs, charges and expenses as may be claimed the same may also be deducted fromany other sum which may be due at any time from the KSEB Limited to the Supplier.

11) The Supplier/here by declares that the Goods sold to buyer under this contract shall be ofthe best quality (and workmanship) and shall be strictly in accordance with the specificationsand particulars contained/mentioned in the copy of the order mentioned in clause 3 here of andthe Supplier/here by guarantees that the said Goods/stores/articles would continue to conformto the description and quality aforesaid for a period of ………………………………. Days/monthsfrom the date of delivery of the said Goods to the KSEB Limited and that notwithstanding thefact that the KSEB Ltd (Inspector) may have inspected and/or approved the said Goods, if duringthe aforesaid period of ……………………….days/months the said Goods/stores/articles bediscovered not to conform to the description and quality aforesaid or have deteriorated and thedecision of the Board in that behalf will be final and conclusive the KSEB Limited will be entitledto reject the said Goods articles or such portion thereof as may be discovered not to conform tothe said description and quality. On such rejection of Goods will be at the Supplier’s risk and allthe provisions herein contained relating to rejection of Goods etc, shall apply, The Supplier shallif so called upon to do replace the Goods etc, or such portion thereof as is rejected by the KSEBLimited Otherwise the Supplier shall pay to the KSEB Ltd such damages as may arise by reasonof the break of the conditions herein contained. Nothing herein contained shall prejudice anyother right of the KSEB Ltd in that behalf under this contract or otherwise.

12) The terms & conditions given in this agreement and/or the Order referred to inClause 3 above, shall supersede all the terms and conditions contained in the tender/ quotationsubmitted by the Supplier or in the covering letter forwarding the said tender/quotation. Wherethe Supplier’s terms and conditions are at variance with this agreement and/or the order for thesupply, the latter shall prevail.

13) In case where a successful bidder after having made partial supplies fails to fulfill thecontracts in full, all or any of the Goods not supplied may, at the discretion of the purchasingofficer be purchased by means of another tender/Quotation or by negotiation from the nexthigher bidder who had offered to supply already and the loss, if any, caused to the KSEBLimited shall thereby together with such sums as may be fixed by the KSEB Ltd towardsdamages the recovered from the defaulting, bidder.

14) Even in cases where no alternate purchase are arranged for the Goods notsupplied the proportionate portion of the Security Deposit based on the cost of the Goods notsupplied at the rate shown in the tender of the defaulter shall be forfeited and balance aloneshall be refunded.

15) Any disputes arising out of this contract will be subject to the exclusivejurisdiction of Civil Courts at Thruvananthapuram.

In witness where of the parties hereto have hereunto set their hands the day and yearfirst above written.

Signed and sealed delivered by......................................................................................……………………………………………………………………………………………………………………………………………........Chief Engineer(SCM), acting for and on behalf of the Kerala State ElectricityBoard Ltd..

In the presence of :

Witness 1.

2.

Signed sealed and delivered

by ……………………………………

In the presence of:- Supplier

Witness:- 1

Witness:- 2

Annexure-P FORM OF SUPPLEMENTAL AGREEMENT

SUPPLEMENTAL AGREEMENT executed the ……………………………………day of

……………………………between ………………………………… (here after called the “Supplier”) of

the one part and the (The Purchasing Officer) (hereafter called the Kerala State Electricity

Board) of the other part.

WHEREAS the Supplier has offered as per the letter No………………………………………

dated…………………………….. to supply additional quantity of Goods mentioned in the order

No……………………………………… dated…………………………… at the same rates, terms and con-

ditions of the existing agreement executed between the aforesaid parties on the

……………………. (hereafter called the principal agreement)

AND WHEREAS the Kerala State Electricity Board have in their order

dated………………………………… have ordered to supply additional quantity.

NOW THESE PRESENTS WITNESS AND IT IS HEREBY MUTUALLY AGREED between the Ker-

ala State Electricity Board Ltd and the Supplier to supply the additional quantity on same terms

and conditions enumerated in the principal agreement.

Save as varied as aforesaid all the terms and conditions of the principal agreement shall

remain in full force and effect.

IN WITNESS WHEREOF Shri………………………………………………………….(here enter the

name and designation) for and on behalf of the Purchasing Officer have hereunto set their

hands.

Signed, sealed and delivered by……………………………………………………………………………. (here

enter the designation) for and on behalf of the Purchasing Officer.

In the presence of witness.

1.

2.

Signed, sealed and delivered by Shri……………………………………………………………… for

and on behalf of the Supplier and also in such other manner as the KSEBL may deem fit.

In the presence of witness

1.

2.

Annexure-Q FORM OF BANK GUARANTEE (for Advance Payment)

Where as the Kerala State Electricity Board Ltd., Thiruvananthapuram (hereinafter calledthe purchaser) has placed an order with Messer’s …………………………………………………………(hereinafter, called the Supplier) in the terms of P.O No …………………………………………………………………….. and the Supplier’s acceptanceNo……………………………………….. for the supply of ………………………………… ……………………………………………… and whereas one of the conditions of the agreement made………………………………………………(date) was that the KSEB Limited should make advancepayment of ………………………% of the contract cost including taxes of the Goods despatchedagainst Bank Guarantee from a Schedule Bank together with the despatch documents for a sumequal to the amount of payment.

In consideration of the KSEB Ltd having agreed to pay to the Supplier such advancepayment as aforesaid in accordance with the terms & conditions of the agreement, the……………………… (Bank) hereby undertake that it will in the event of the Supplier, failing, todeliver the Goods in accordance with the conditions of the agreement pay to the KSEB Ltd ondemand—any sum or sums which may from time to time be demanded by the KSEB Ltd afterthe date there of upto a maximum of Rs……………………… (……………in words) being theamount of …………………….. % advance payment, which at the date of the demand by the KSEBLtd has been paid as aforesaid and which has not under the terms of this or any otherundertaking been reimbursed.

This undertaking is not revocable by notice but will continue with full force until (a)payment has been made to the KSEB Limited by the Bank of aggregate amount payable hereunder or (b) delivery of all items of the Supplier’s acceptance of order No…………………to theKSEB Ltd in accordance with the conditions of the agreement, which ever shall first occur.

Not withstanding any of the foregoing provisions contained in this contract, it isunderstood that the guarantee shall not continue to be in force beyond ………………… monthsfrom the date of execution hereof.

In witness thereof we have here-unto set our hand and seal this ……… ……… ………………………Day of ………………………………. Two thousand and ………………

Date:

Place:

Witness

1.

2.

Annexure-R LETTER OF ACCEPTANCE

FromThe Purchasing Officer

To

Dear Sirs,

Sub:- Supply of ………. ………under …………… Scheme of KSEB Limited – reg.

Ref:-

You are hereby informed that KSEB Ltd is pleased to accept your offer for supply of

……..You are requested to supply …. Nos of…………… at an All Inclusive unit Rate of Rs……

(Basic Price – Rs......., freight – Rs......., insurance – Rs......, GST @ ...% - Rs...........-).

You may proceed with your preliminary works for production of……... The detailed

Purchase Order follows.

Yours faithfully,

PURCHASING OFFICER

Annexure-S INSPECTION SUMMARY

ANNEXURE-S

INSPECTION SUMMARY

Proto inspection Mass inspection Stage inspection Final inspection

Lot No. Full quantity

1 Purchase Order No.

2 Date of inspection

3 Name of manufacturer

4 Name of Goods

5 Total quantity offered (Serial No.)

6 Random selection of quantity (Serial No.)

7 Tests Witnessed

8 Any test failed during inspection? If yes, what remedial measures taken?

9Whether test results confirm relevant stan-dards/approved drawing/ technical specifica-tions?

10 Discrepancies/ remarks/comments regarding tests

11 Whether test results found satisfactory and ac-ceptable?

12 Whether any deviation noted in the make/type/design from GTP/approved drawing/ technical specification?

13 Whether the firm agreed to rectify the defects before despatch?

14 Recommendation of the inspecting officer- whether the Goods can be accepted and cleared for despatch?

15 Name, designation and signature of the in-specting officer with date