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ISO9001:2008 Document No. MC-F-7.1-1 Version No.2.0 Date effective:13/01/2014
Document Title : Vendor Registration form for Fresh/Renewal/Up-gradation
Printed on: 2014/01/10 Prepared by Issued by. Page 1of17
RESEARCH DESIGNS AND STANDARDS ORGANISATION
Manak Nagar, Lucknow-226011
lR;eso t;rs
MC-F-7.1-1
Vendor Registration form for (Fresh/Renewal/Up-gradation)
1.0 Amendment History:
S.No. Date of Amendment Version Reasons for Amendment
1. NA 1.0 First issue under the upgradation of documentation for ISO9001:2008
Approved by ED/M&C on File No: M&C/Admn/II/22 of
Policy on 18/01/2011
2. 20-05-2013 1.1 Amended according to procedure order for legal scrutiny of legal
documents in vendor approval cases (fresh/renewal). Approved by
ED/M&C on File No: M&C/Admn./II/22 on 22/05/13
3. 07.01.2014 2.0 Amended as per Apex document of Vendor application processing
(QO-D-7.1-6) for legal scrutiny of documents. Approved by ED/M&C
on file No. M&C/Admn./II/22 on 08.01.2014
ISO9001:2008 Document No. MC-F-7.1-1 Version No.2.0 Date effective:13/01/2014
Document Title : Vendor Registration form for Fresh/Renewal/Up-gradation
Printed on: 2014/01/10 Prepared by Issued by. Page 2of17
Date of Purchasing of the application…………………
Date of submission of application……………………..
Note:
1.Validity of this form is six months only from the date of purchase.
2.Please read the instructions given in the Vendor approval guidelines(MC-G-7.4-2201)
booklet to get registered with RDSO, before filling the application form.
(Where the space provided against any item is insufficient, the information should be
furnished on a separate sheet of paper, which should be appended to this form)
SECTION I: DETAILS OF ITEM FOR WHICH APPROVAL SOUGHT
Directorate
Item Name
Sub Item Name
SECTION II: GENERALDETAILS
New Vendor/Existing Vendor
Name of the firm
Office Address
Telephone no.
ISO9001:2008 Document No. MC-F-7.1-1 Version No.2.0 Date effective:13/01/2014
Document Title : Vendor Registration form for Fresh/Renewal/Up-gradation
Printed on: 2014/01/10 Prepared by Issued by. Page 3of17
Fax Nos.
Work Address
Name of MD/CEO/Proprieter
Details of Contact person
Name of Contact Person
Designation
Mobile No
SECTION-III: FACTORY DETAILS
Description of Works
Total land area( in sqm) all units
Total covered area (in sqm) all units
Description of Manpower
No. of persons employed
Managerial
Supervisory
Skilled Artisan
ISO9001:2008 Document No. MC-F-7.1-1 Version No.2.0 Date effective:13/01/2014
Document Title : Vendor Registration form for Fresh/Renewal/Up-gradation
Printed on: 2014/01/10 Prepared by Issued by. Page 4of17
Unskilled Artisan
Daily Hours of working
Weekly closing if any
Plans for future expansion, if any
Annual Production capacity of the Item
Whether firm is registered under Indian Factories/Companies Act.
Excise registration No.
Sales Tax registration No.
Annual turn over of the firm for the last two financial years (Details from the audited balance sheet shall only be furnished)
SECTION IV: PAST PERFORMANCE
Details of important orders executed in past, in reference to the supplies made for similar item
Is the firm is set up a green field project for approval of item (or)firm is already in the similar business
If firm is already in a similar business, please furnish the following:
Name of few similar items manufactured
Central Govt. Clients
State Govt. Clients
Others Clients Volume of annual production of similar item
ISO9001:2008 Document No. MC-F-7.1-1 Version No.2.0 Date effective:13/01/2014
Document Title : Vendor Registration form for Fresh/Renewal/Up-gradation
Printed on: 2014/01/10 Prepared by Issued by. Page 5of17
Whether another unit/factory of the firm is already registered with RDSO for supply of any other category of stores /components. If yes. Please indicate registration no., description & Drg. No. of stores for which it registered.
SECTION –V: ISO CERTIFICATION OF WORKS
Date of obtaining ISO:9001 certification first time
Certification agency
Whether the scope cover the item under approval
Other certificates pertaining to Quality/environment/health/safety etc. if any
SECTION –VI: DETAILS OF DIGITAL SIGNATURE
Name of certifying agency
ID of the holder
Date of issue
Validity
SECTION VII: DOCUMENTS TO BE ATTACHED
QAP as per the standard format
Self compliance of the STR
Annexure to STR
Copy of ISO certificate
Copy of Digital Certificate
ISO9001:2008 Document No. MC-F-7.1-1 Version No.2.0 Date effective:13/01/2014
Document Title : Vendor Registration form for Fresh/Renewal/Up-gradation
Printed on: 2014/01/10 Prepared by Issued by. Page 6of17
Copy of latest Electricity bill
Copy of Factory license for SSI / NSIC
Copy of Ownership of the factory (Lease/partnership Deed or Memorandum of Article of Association). (If the original is in other than Hindi/English language, translated copy of the notarized document shall be attached) *only first two pages & last two pages shall be scanned and sent.
Copy of the receipt of Bank on payment of charges through RTGS.
SECTION VIII: DETAILS OF PAYMENT OF CHARGES Total charges to be paid towards Fresh registration fee Rs.15,000/-
RTGS Transaction No.
Name of Bank
Place of payment
Amount Paid
Date of payment Purpose of payment
SECTION IX: DECLARATION Cartel formation
i) I hereby give an undertaking that my firm will not be a part of any cartel with other vendors and will be quoting competitive rates in the Tenders. I am aware that in case my firm is found quoting in cartel at any stage after its registration as RDSO approved vendor, my firm’s name is likely to be deleted from the list of approved vendors
(ii) I have gone through the general conditions for vendor registration and agreed to abide by the stipulations therein. The information submitted online is true as per my records and any changes having bearing on the nature of my business will be informed to RDSO promptly
ISO9001:2008 Document No. MC-F-7.1-1 Version No.2.0 Date effective:13/01/2014
Document Title : Vendor Registration form for Fresh/Renewal/Up-gradation
Printed on: 2014/01/10 Prepared by Issued by. Page 7of17
SECTION-X: Part-II to Part-I
(To be filled up only by those, seeking up gradation from pt-II to pt-I) STATEMENT FOR UPGRADATION OF REGISTRATION OF APPROVAL FROM pt-II TO pt-I
S.No.
Description of item(s)
Reference Specn.STR,Drg.
P.O.No. with date
Inspecting Authority
Consignee Details
Quantity Details
Details of Receipt Note
Whether the item fulfills the required criteria
Complaints/Performance report if any
Remarks
1 2 3 4 5 6 8 10 11 12 13
N.B. i) In case of insufficient space, statement to be submitted in a separate page as enclosure( mention enclosure no.) ii) Copy of the Purchase order (P.O.) & receipt note to be attached iii) For up gradation from Pt-II to Pt-I has to submit a self certified statement whether the product satisfies the requirements, described in Schedule of Technical Requirements (STR), MCG-2201, relevant specification and any other special criteria imposed Reply at column 11 yes or no if no reasons to be furnished in remarks column.
Date: Signature & Office Stamp
ISO9001:2008 Document No. MC-F-7.1-1 Version No.2.0 Date effective:13/01/2014
Document Title : Vendor Registration form for Fresh/Renewal/Up-gradation
Printed on: 2014/01/10 Prepared by Issued by. Page 8of17
ANNEXURE- A List of the documents to be sought from the vendors at the time of Fresh/Renewal of
registration/Name change/ Change of works address
SN HEADS LEGAL DOCUMENTS Requirements as
per legal cell
REMARKS
1A
STATUS OF VENDOR
SOLE
PROPRIETORSHIP
CONCERN
SELF DECLARATION/ AFFIDAVIT ON NON-
JUDICIAL PAPER OF APPROPRIATE STAMP DUTY
Notarised FORMAT AS PER ANNEXURE A-1
1B
STATUS OF VENDOR
PARTNERSHIP FIRM
PARTNERSHIP DEED AS PER ACT Attested by Notary
RECONSTITUTED PARTNERSHIP DEED
DISSOLUTION OF PARTNERSHIP
1C
STATUS OF VENDOR
REGISTERED COMPANY
CERTIFICATE OF INCORPORATION,
MEMORANDUM OF ASSOCIATION
ARTICLE OF ASSOCIATION
OWNERSHIP DETAILS / SHAREHOLDINGS OF
DIRECTORS AS ON THE DATE OF REGISTRATION,
NAME AND ADDRESS OF THE DIRECTORS AS ON
THE DATE OF APPLICATION FOR
REGISTRATION/RENEWAL.
1D
STATUS OF VENDOR
JOINT VENTURE
MOU/ REGISTERED AGREEMENT
2
DECLARATIONS/UNDER
TAKINGS
IPR INFRINGEMENT Notarised FORMAT AS PER ANNEXURE A-2
CONFIDENTIALITY FORMAT AS PER ANNEXURE A-3
ASSESTS AND LIABILITIES/PLANT MACHINERY
OWNERSHIP
FORMAT AS PER ANNEXURE A-4
SISTER CONCERN FORMAT AS PER ANNEXURE A-5
CHANGES IN THE NAME AND ADDRESS
OWNERSHIP .
FORMAT AS PER ANNEXURE A-6
UNDERTAKING FOR LEGAL FORMALITIES AND
STATUTORY COMPLIANCES OF SUBMITTED
DOCUMENTS
FORMAT AS PER ANNEXURE A-7
3
STATUTORY
COMPLIANCES
(AS DEEMD NECESSARY
ON CASE TO CASE
BASIS)
SALES TAX REGISTRATION Attested by Notary
INCOME TAX RETURNS
LABOUR LAW S VIZ MINIMUM WAGES ACT
PAYMENT OF WAGES ACT WORKMEN'S
COMPENSATION ACT CONTRACT LABOUR
ABOLITION ACT ETC PROHIBITION OF CHILD
LABOUR
FACTORY REGISTRATION
PROHIBITION OF CHILD LABOUR
NATIONAL SMALL INDUSTRIES CORPORATION
REGISTRATION
SMALL SCALE INDUSTRIES REGISTRATION
REGISTRATION WITH ANOTHER STATUTORY
BODY WHOSE CLEARANCE IS MANDATORY
COMPLIANCE TO ANY LAW AND BYE LAWS
ANY OTHER STATUTORY COMPLIANCE AS
DEEMED FIT IN THE FACTS AND CIRCUMSTANCES
OF THE CASE
ISO9001:2008 Document No. MC-F-7.1-1 Version No.2.0 Date effective:13/01/2014
Document Title : Vendor Registration form for Fresh/Renewal/Up-gradation
Printed on: 2014/01/10 Prepared by Issued by. Page 9of17
4 OTHER DOCUMENTS POWER OF ATTORNEY FOR AUTHORISED
SIGNATORY IN CASE OF PROPRIETORSHIP
CONCERN/ RESOLUTION OF THE PARTNERS OR
BOARD OF DIRECTORS FOR AUTHORISED
SIGNATORY IN CASE OF PARTNERSHIP FIRM OR
REGISTERED COMPANY AS THE CASE MAY BE.
This should be
authenticated
ISO CERTIFICATE Attested by Notary
DIGITAL CERTIFICATE
ELECTRICITY BILL
LEASE DEED/MORTGAGE DEED
SALE DEED/ MUTATION
TRANSFER DEED
ANNUAL RETURN FILED BY THE COMPANY IN
FORM 20-B
ISO9001:2008 Document No. MC-F-7.1-1 Version No.2.0 Date effective:13/01/2014
Document Title : Vendor Registration form for Fresh/Renewal/Up-gradation
Printed on: 2014/01/10 Prepared by Issued by. Page 10of17
Annexure-A1 AFFIDAVIT
I, ……………….. son of …………………..aged about ………..years resident of ……………… do Hereby solemnly affirm as under – 1. That the deponent is the sole Proprietor of the Concern which runs in the name and
style of …………………………………………………………………………………..
2. That the office address of the aforesaid Proprietorship Concern is at……………………………………………………………………………………………
3. That the aforesaid Proprietorship Concern deals in (here mention the details of business). 4. That the deponent gives an undertaking that the proprietorship concern abides by all the
statutory obligations required to run his business.
5. That the deponent undertakes to inform RDSO about the change in name, address, workplace, ownership of business of the aforesaid proprietorship concern falling which the RDSO will be free to cancel the vendor ship without assigning any further opportunity.
DEPONENT VERIFICATION
I, declare that the contents of para 1 to 5 above are true as per my knowledge and nothing has been hidden.
DEPONENT
ISO9001:2008 Document No. MC-F-7.1-1 Version No.2.0 Date effective:13/01/2014
Document Title : Vendor Registration form for Fresh/Renewal/Up-gradation
Printed on: 2014/01/10 Prepared by Issued by. Page 11of17
Annexure-A2
UNDERTAKING FOR INFRINGEMENT OF IPR Indian Railways shall not be responsible for infringement of patent rights arising due to Similarity in design, manufacturing process, use of similar components in the design and development of this item any other factor not mentioned herein which may cause such a dispute. The entire responsibility to settle any such dispute/ matters lies with the manufacturers/suppliers. Details/design/documents given are not infringing any IPR and we are responsible in absolute and full measure instead of railways for any such violations. Data, specifications and other IP as generated out of interaction with railways shall not be unilaterally used without the consent of RDSO and right of Railways / RDSO on such IP is acceptable to firm.
For M/s (Firm’s Name)
(Name & Designation of the Authorized Signatory)
ISO9001:2008 Document No. MC-F-7.1-1 Version No.2.0 Date effective:13/01/2014
Document Title : Vendor Registration form for Fresh/Renewal/Up-gradation
Printed on: 2014/01/10 Prepared by Issued by. Page 12of17
Annexure-A3
UNDERTAKING REGARDING CONFIDENTIAL INFORMATION
I, …………………… son of ……………….aged about ………….years resident of ……………….do hereby solemnly affirm as under -
1. That the deponent is the Authorized signatory of (Name of the Sole Proprietorship Concern /
Partnership Firm / Registered Company).
2. That the deponent declares on behalf of (Name of the sole proprietorship concern/ partnership
firm/registered company) that no confidential information has been provided to RDSO and as such no claims shall be made against RDSO for infringement or leakage of any information.
DEPONENT
VERIFICATION
I, declare that the contents of para 1 to 2 above are true as per my knowledge and nothing has been hidden.
DEPONENT
ISO9001:2008 Document No. MC-F-7.1-1 Version No.2.0 Date effective:13/01/2014
Document Title : Vendor Registration form for Fresh/Renewal/Up-gradation
Printed on: 2014/01/10 Prepared by Issued by. Page 13of17
Annexure-A4
UNDERTAKING REGARDING OWNERSHIP OF PLANT AND MACHINERY
I, …………………… son of ……………….aged about ………….years resident of ……………….do hereby solemnly affirm as under -
1. That the deponent is the Authorized signatory of (Name of the Sole Proprietorship Concern /
Partnership Firm / Registered Company alongwith address) .
2. That the deponent hereby declares that the details of the plant and machinery of (Name of the
Sole Proprietorship Concern /Partnership Firm / Registered Company) situated at (address of the premises), and details of the ownership there of are enclosed as ANNEXURE-1&2 respectively.
3. The deponent further gives an undertaking that if at any time after approval is accorded,
some Machinery and Plant (M&P/T&P) is found deficient and the same is not informed to RDSO with reason for the same, then it would be presumed that proof of ownership was incorrect.
4. The deponent further undertakes that in eventuality as mentioned in para3 above, suitable
action against the (mention the Name of the Proprietorship Concern /Partnership Firm /
Registered Company) may be initiated by RDSO including delisting of the firm without assigning any further opportunity .Firms registration/approval for the item given by RDSO may be withdrawn with immediate effect.
DEPONENT
VERIFICATION
I, declare that the contents of para 1 to 4 above are true as per my knowledge and nothing has been hidden.
DEPONENT
ISO9001:2008 Document No. MC-F-7.1-1 Version No.2.0 Date effective:13/01/2014
Document Title : Vendor Registration form for Fresh/Renewal/Up-gradation
Printed on: 2014/01/10 Prepared by Issued by. Page 14of17
Annexure-A5
UNDERTAKING REGARDING ALLIED/SISTER CONCERN
I, …………………… son of ……………….aged about ………….years resident of ……………….do hereby solemnly affirm as under -
1. That the deponent is the Authorized signatory/Sole proprietor/Partner/Directors of (Name of
the Sole Proprietorship Concern /Partnership Firm / Registered Company alongwith address)
2. The particulars viz. Name, Father’s Name, age and address of the (sole proprietor of the proprietorship concern/partners of the partnership firm/Directors of the registered company) are as per ANNEXURE-1.
3. That the deponent declares that he is aware of the provisions of ISO 9001:2008 Document No. QO-D-7.1-6 Version No.3.0 effective from 17-09-2012 regarding vendor application processing , especially para 4.3.1, 4.3.1.1, 4.3.1.2, 4.3.1.3 and 4.3.1.4 thereof regarding sister allied concern which are reproduced below:-
4.3.1.1 For proprietary firms: In case of proprietary firms, the firms qualifying
the following criteria shall be categorized as sister concerns.
All the firms owned by the same person shall be considered as Allied/sister
concerns.
4.3.1.2 For partnership firms :In case of partnership firms , the firms qualifying
the following criteria shall be categorized as sister concerns:
All firms having the same set of partners .
In case , any one or more partners, who has a profit sharing ratio of 20% or
more in the applicant firm as well as has any of the firms already
registered for the same item with RDSO, both the firms shall be considered
as sister concerns.
4.3.1.3 For companies: In case of companies established under the companies
Act, the firms qualifying the following criteria shall be categorized as sister concerns.
All companies having – “Majority” of Directors common.
Any one or more Directors, or any of his/her close relatives(father,
mother/step-mother, husband, wife, brother/step-brother, sister/step-sister,
son / step-son, daughter/step-daughter, son’s wife, daughter’s husband,
brother’s wife and sister’s husband has 1/3rd
or more share holding in the
applicant company as well as in any of the companies already registered
for the same item with RDSO, both the companies shall be considered as
sister concerns.
Common share holder having 1/3rd
shares
ISO9001:2008 Document No. MC-F-7.1-1 Version No.2.0 Date effective:13/01/2014
Document Title : Vendor Registration form for Fresh/Renewal/Up-gradation
Printed on: 2014/01/10 Prepared by Issued by. Page 15of17
4.3.1.4 Other conditions:
In addition to this , the firms/companies operating from same office or
having same manufacturing works shall be treated as allied/ sister concerns.
4. That the deponent declares that under provisions of para 4.3.1, 4.3.1.1, 4.3.1.2,
4.3.1.3 and 4.3.1.4 mentioned in para 3 above (mention Name of the Sole Proprietorship Concern /Partnership Firm / Registered Company) is not a sister/Allied concern of any other Sole Proprietorship Concern /Partnership Firm / Registered Company registered as vendor in RDSO.
Or
That the deponent declares that under provisions of para 4.3.1, 4.3.1.1, 4.3.1.2,
4.3.1.3 and 4.3.1.4 mentioned in para 3 above (mention Name of the Sole Proprietorship Concern /Partnership Firm / Registered Company along with address) is a sister/Allied concern of(mention Name of the Sole Proprietorship Concern /Partnership Firm / Registered Company registered as vendor in RDSO along with address) and further declares that the details of Name, address, workplace, ownership and business of the aforesaid sister/Allied concern are as per ANNEXURE-2.
DEPONENT
VERIFICATION
I, declare that the contents of para 1 to 4 above are true as per my knowledge and nothing has been hidden.
DEPONENT
ISO9001:2008 Document No. MC-F-7.1-1 Version No.2.0 Date effective:13/01/2014
Document Title : Vendor Registration form for Fresh/Renewal/Up-gradation
Printed on: 2014/01/10 Prepared by Issued by. Page 16of17
ANNEXURE-A6
UNDERTAKING REGARDING CHANGE OF NAME,ADDRESS, WORKPLACE & OWNERSHIP OF THE VENDOR
I, …………………… son of ……………….aged about ………….years resident of ……………….do hereby solemnly affirm as under -
1. That the deponent is the Authorized signatory of (Name of the Sole Proprietorship Concern /Partnership Firm
/ Registered Company alongwith address) .
2. That the deponent hereby declares that any change in the name, address, workplace and ownership of the (Name of the Sole Proprietorship Concern /Partnership Firm / Registered Company) shall
be done as far as possible with prior intimation to RDSO.
3. The deponent further declares that if prior intimation regarding aforesaid change in the name,
address, workplace and ownership is not given for some genuine reasons then the same shall be intimated to RDSO forthwith and in any case not later than one week, failing which RDSO shall have the right to delist (Name of the Sole Proprietorship Concern /Partnership Firm / Registered Company
alongwith address) permanently without assigning any reason and the delisted vendor shall have no claim in consequence thereof against RDSO whatsoever.
DEPONENT
VERIFICATION
I, declare that the contents of para 1 to 3 above are true as per my knowledge and nothing has been hidden.
DEPONENT
ISO9001:2008 Document No. MC-F-7.1-1 Version No.2.0 Date effective:13/01/2014
Document Title : Vendor Registration form for Fresh/Renewal/Up-gradation
Printed on: 2014/01/10 Prepared by Issued by. Page 17of17
Annexure-A7
UNDERTAKING FOR LEGAL FORMALITIES AND STATUTORY COMPLIANCES OF LEGAL DOCUMENTS SUBMITTED BY VENDOR
I, ……………… son of ……………… aged about …..... years resident of ………….. do hereby
solemnly affirm as under –
1. That the deponent is the Authorized signatory of M/s----------------------------------------------
2. That the all legal formalities and statutory compliances required for vendor registration in RDSO have been completed and all documents submitted in pursuance thereto, are legally correct. If any deficiency / non compliance is found on the part of (M/s ………………………) then RDSO shall have the right to delist the (M/s ………………….) permanently without assigning any reasons and the firm shall have no claim in consequence thereof against RDSO whatsoever.
DEPONENT
VERIFICATION I declare that the contents of para 1 to 2 above are true as per my knowledge and nothing has been hidden. DEPONENT