DR.

HARISINGH GOUR
VISHWAVIDYALAYA SAGAR
(M.P.)
(A CENTRAL UNIVERSITY)

REVISED PURCHASE MANUAL

2019

Page 1 of 94
 CONTENTS
1. Abbreviations
2. Introduction
3. Important notes
4. Fundamental principles of public buying
5. Terminology and abbreviations
6. Competent authorities to purchase goods & services
7. Delegation of financial powers
8. Classification of stores
9. Maintenance of record
10. Transfer of stores
11. Category of firms, registration & blacklisting
12. Stages of purchase
13. Write off, condemnation and disposal of stores
14. Formation of condemnation committee
15. General procedure to write-off the unserviceable materials/ items
16. Procedure for auction
17. Annual maintenance contract
18. Repeat orders
19. Branded items
20. Documents required to be kept in any purchase proposal file
21. Special precautions to be taken in respect of imported items
22. Payment terms
23. Payment of small amounts in foreign currency
24. Payment by credit card
25. Procurement of services
26. Outsourcing of services
27. Annexure

Page 2 of 94
 ABBREVIATIONS
1. ACASH Association of Corporations and Apex Societies of Handlooms
2. AMC Annual Maintenance Contract
3. BEE Bureau of Energy Efficiency
4. BG Bank Guarantee
5. PBG Performance Bank Guarantee
6. BIS Bureau of Indian Standards
7. C&AG Comptroller and Auditor General of India
8. CA Competent Authority
9. CFR Cost and Freight
10. CHA Custom House Agent
11. CIF Cost Insurance and Freight
12. CIP Carriage and Insurance Paid
13. CIPP Code of Integrity for Public Procurement
14. COMPAT Competition Appellate Tribunal
15. COTS Commercially Off The Shelf (Items)
16. CPCB Central Pollution Control Board
17. CPO Central Purchasing Organizations
18. CPPP Central Public Procurement Portal
19. CPSE Central Public Sector Enterprise
20. CS Consumable Store
21. CVC Central Vigilance Commission
22. CVO Chief Vigilance Officer
23. DGS&D Directorate General of Supplies and Disposals
24. DSC Digital Signature Certificate
25. EC Executive Council of the Vishwavidyalaya
26. ECS Electronic Clearing System
27. EFT Electronic Funds Transfer
28. EMD Earnest Money Deposit
29. EoI Expression of Interest (Tender)
30. FC Finance Committee of the Vishwavidyalaya
31. FOB Free On Board
Page 3 of 94
32. FOR Free On Rail
33. FOT Free On Truck
34. GCC General Conditions of Contract
35. GCS General Conditions of Sale
36. GeM Government Electronic Market
37. GFR General and Financial Rules, 2017
38. GoI Government of India
39. GRIR Goods Receipt and Inspection Report
40. GST Goods and Services Tax
41. GTC General Terms & Conditions
42. HOD Head Of the Department
43. IEM Independent External Monitor
44. INCOTERMS International Commercial Terms
45. IP Integrity Pact
46. IRDA Insurance Regulatory and Development Authority
47. ISI Indian Standards Institute
48. ISO International Organization for Standardization
49. KVIC Khadi and Village Industries Commission
50. L1 Lowest Bidder
51. LC Letter of Credit
52. LD Liquidated Damages
53. LoA Letter (Notification) of Award also called Acceptance of Tender
54. LoI Letter of Intent
55. LTAS Limited Time Assets Stores
56. LTE Limited Tender Enquiry
57. MeitY Ministry of Electronics and Information Technology
58. MHRD Ministry of Human Resource Development
59. MoEF Ministry of Environment and Forests
60. MRP Maximum Retail Price
61. MSE Micro and Small Enterprise
62. MSME Micro Small and Medium Enterprises
63. NCS Non-Consumable Store
Page 4 of 94
64. NEFT National Electronic Funds Transfer
65. NIC National Informatics Centre
66. NIT Notice Inviting Tender
67. NSIC National Small Industries Corporation
68. OEM Original Equipment Manufacturer
69. OPEX Operating Expense (model of acquisition/procurement)
70. OTE Open Tender Enquiry
71. PAC Proprietary Article Certificate
72. PBG Performance Bank Guarantee
73. PO Purchase Officer
74. PPP Public Private Partnership
75. PQB Pre-qualification Bidding
76. PQC Pre-qualification Criterion
77. PR Purchase Requisition/Indent
78. PSU Public Sector Undertaking
79. PVC Price Variation Clause
80. QA Quality Assurance
81. RA/eRA Electronic Reverse Auction
82. RBI Reserve Bank of India
83. RC Rate Contract
84. RfP Request for Proposals (Document)
85. RTGS Real Time Gross Settlement
86. RTI Right to Information
87. SD Security Deposit
88. SLA Service Level Agreement
89. STE Single Tender Inquiry
90. TCS Tax Collected at Source
91. TDS Tax Deducted at Source
92. ToR Terms of Reference
93. UGC University Grants Commission
94. VC Vice Chancellor of the Vishwavidyalaya

Page 5 of 94
 PURCHASE MANUAL
A. Introduction

The Vishwavidyalaya spends a sizeable amount of public money through its budget for
purchasing various types of goods, research equipments and hiring services for providing and
improving higher education facilities in the region. It is imperative that expenditure incurred
for procuring goods and services in the Vishwavidyalaya must be made through a uniform,
systematic, efficient and cost effective procedure, in accordance with the relevant rules and
regulations of the Central Government.

The Ministries / Departments have been delegated powers by the Government of India to make
their own arrangements for procurement of goods and services according to their needs under
the Delegation of Financial Power Rules which have to be exercised in conformity with the
orders and guidelines issued by competent authorities covering financial, vigilance, security,
safety, counter trade and other regulatory aspects. After up-gradation of this University as a
Central University on 15-01-2009, it is required to formulate and adopt a Purchase Policy and
Procedure for procurement of goods and services as per Central Government Rules and
Regulation. This Manual is intended to provide a comprehensive compendium of relevant
statutory provisions, rules, regulations, orders and guidelines on the subject of public
procurement in the Vishwavidyalaya.

B. Fundamental principles of public buying

Every authority delegated with the financial powers of procuring goods in public interest shall
have the responsibility and accountability to bring efficiency, economy and transparency in
matters relating to procurement of goods and services and for fair and equitable treatment of
suppliers and promotion of competition in public procurement.

The procedure to be followed in making public procurement must conform to the following
yardsticks:
1. The specifications in terms of quality, quantity and type etc. should be clearly spelt out keeping in
view the specific needs of the different departments of the Vishwavidyalaya;

2. Care should also be taken to avoid purchasing quantities in excess of requirement to avoid
inventory carrying costs;

3. Offers should be invited following a fair, transparent and reasonable procedure;

4. The procuring authority should be satisfied that the selected offer adequately meets the
requirement in all respects;

5. The procuring authority should satisfy itself that the price of the selected offer is reasonable and
consistent with the quality required;

6. Provision of adequate and timely supply of material to the Vishwavidyalaya is of prime

importance for carrying out meaningful and uninterrupted operation of the academic and
administrative departments of the Vishwavidyalaya;

Page 6 of 94
7. Procedure for procurement should be devoted to purchase of goods and services in a fair and
transparent manner following five R’s i.e. Right Quality, Right Quantity, Right Price, Right Time
and Place and Right Source;

8. Every executive should exercise the same vigilance in respect of expenditure incurred on any
account as a person of ordinary prudence would exercise in respect of expenditure o f his own
money;

9. No one should exercise its powers of sanctioning expenditure which will be directly or indirectly
to its own advantage;

10. No finance executive should concur any expenditure, which is likely to involve at later date
expenditure beyond its own power of concurrence;

11. The amount of allowances (such as traveling allowances) granted to meet the expenditure of a
particular type, should be regulated in such a manner that the allowance on the whole does not
become a source of profit to the recipient;

12. The expenditure should not be prima facie more than the occasion demands;

13. Notification of MHRD/CVC/UGC/ Government of India regarding procurement of Goods and

Services should be incorporated and same be placed for information before FC;

14. Any contradiction arises regarding any of the content of the Purchase Manual with GFR-2017, the
provision of the GFR, 2017 will prevail.

C. Terminology
Standard terminology has been adopted in this Manual. In certain areas, there may be two or
more widely used terminologies bearing the same meaning as mentioned below:
S. No. Terminology Meaning
1 University/ Dr. Harisingh Gour Vishwavidyalaya, Sagar (M.P.)
Vishwavidyalaya
2 Purchase Officer Registrar of the Vishwavidyalaya
3 Indenter The authority sending a requisition for procurement of
goods and services.
4 Goods It includes all articles, material, commodities,
furniture, fixtures, raw material, spares, instruments,
machinery, equipment etc., purchased or otherwise
acquired for the use of the University

5 Competent Authority Authority in respect of the power to be exercised under

Central University Act, 2009.

6 Tender, Bid, Offer received from a supplier

Quotation
7 Tenderer, Bidder An entity who seeks to supply goods by sending tender
/ bid

Page 7 of 94
 8 Notice Inviting Advertisement containing brief details of the
Tenders / Bids requirement.
9 Earnest Money Monetary guarantee furnished by a Tenderer along
Deposit /Bid Security with its tender.

D. Competent Authorities to purchase goods & Services:

S. No. Competent authorities to purchase goods/ Purchasing powers
services

1 Head of the Department/ Officer in-charge of Up to ₹ 25,000 under GFR-154

Section/ Deans of Schools/ Directors of the
Centers
Subject to budget availability and
administrative approval
2 Deans of the Schools/ Directors of the Centers Up to ₹ 2,50,000 under GFR-
155
3 Central Purchase Committee through Store & More than ₹ 2,50,000
Purchase Department

E. Delegation of Financial Powers:

S. No. Name of Authority/ Officer Powers of Financial

Sanction
1 Vice-Chancellor Full power
2 Registrar/ Deans of the Schools/ Directors of the Up to Rs. 2,50,000
Centers

Note: 1 Sanctioning powers stipulated above shall be applicable for payments from approved
annual budget allocated to the different departments by the Vice- Chancellor.
2. Separate administrative approval from the Registrar (up to Rs. 2,50,000) and the Vice-
Chancellor (above Rs. 2,50,000) is required if the proposal of expenditure is beyond the
approved annual budget.
3. Payment under the head of LTC/ Children Education Allowance/ Hostel Subsidy/ Medical
Reimbursement/ GPF withdrawal/ Scholarship/ Fellowship/ Electricity/ Telephone will be
made after the approval from the Registrar (up to Rs. 2,50,000 ) and from the Vice-
Chancellor (above Rs. 2,50,000). It is further clarified that no further approval is required at
the time of payment if the amount is not exceeding the earlier sanction.
4. For Adjustment of Advances, the Finance Officer shall have the full authority to adjust the
advances after passing the bills by Internal Audit. It is further clarified that administrative
approval is required for the purpose.
Page 8 of 94
 5. After approval of the expenditure, mentioned in above point no. 1,2 & 3, the bills will be paid
after passing by Internal Audit of the Vishwavidyalaya. For adjustment of the advances, there
is no need of separate approval for adjustment of advances and therefore, the files related to
adjustment of advances will be disposed of as per point no. 4 if the expenditure is not
exceeded the original advance.
6. Details of the File Movement System are mentioned in Appendix- XIV.

F. Classification of stores:
There are three types of stores and all the departments will maintain the records
according to the following classification:
1. Non-Consumable Stores (NCS)

Stores satisfying anyone of the following conditions shall be classified as non -

consumable stores:
(a) Stores which are intended to be used over prolonged periods before becoming
unusable, or obsolete,
(b) Stores having a significant disposal value,
(c) Stores which are sub-systems, or parts of an equipment, which can be potentially
repaired and reused, and
(d) Stores which are either fabricated, or assembled equipment, and which if bought as a
single item would have been classified Non-Consumable Stores.
All non-consumable stores have to be entered into the Asset Register of the
Vishwavidyalaya and the NCS Stock register of the appropriate Department.
Examples: Plant machinery, equipment, fabricated equipment, instruments, assembled
instruments, motors, gas cylinder, workshop machines, furniture, books etc.
(examples are indicative and not exhaustive)
2. Limited Time Asset Stores (LTAS)

Stores satisfying anyone of the following conditions shall be classified as LTAS.

(a) stores which have significant value when purchased but rapidly lose their
value/relevance with the lapse of time and have very little or negligible disposal value,
and/or
(b) stores which can be upgraded either by replacing components/parts or which can be
rendered obsolete by the release of new versions or editions.

Page 9 of 94
 All LTAS shall be entered into the Limited Time Asset Stores Register of the
Vishwavidyalaya and in a separate Limited Time Asset Stock Register in the appropriate
Department.
Examples: Computers, disk and other peripherals drives which are computer accessories,
software, printers, monitors, UPS, telephones, mobile etc. (examples are indicative
and not exhaustive)

3. Consumable Store (CS)

Stores satisfying anyone of the following conditions shall be classified as CS:

(a) stores which exhaust with lapse of time,
(b) Stores which are rendered unusable due to normal wear and tear,
(c) Stores which do not have significant disposal value, and
(d) Spares of equipment which do not fall either in the NCS or LTAS category.

The CS shall be entered in the CS Stock register of the appropriate department. For projects,
the CS shall be entered in the CS Stock register for the project.
Examples: Chemicals, medicines, stationery items, printer ribbons and cartridges, pen drive,
floppies, CD ROMs, magnetic tapes, chips and electronic components like
resistors, capacitors, connectors etc, electrical components like wire switches,
plugs, bulbs, cells, tool-bits and hand tools etc. (examples are indicative and not
exhaustive).

If the spares are purchased for fabricating or manufacturing any equipment, such spares are to
be treated as Non Consumable items. However, if a spare is purchased to replace any spare of
an equipment, such spare be treated as CS, provided such spare do not add any value to
original equipment. In case of a dispute regarding the classification of an item, the decision of
the Vice Chancellor shall be final.

G. Maintenance of Record :
Each Department shall maintain the following three separate registers i.e. NCS Stock Register,
LTAS Stock Register and Consumables Stock Register. Items in the different categories
purchased by the Department shall be entered in the appropriate register. Register includes
IUMS Store and Purchase module.

Page 10 of 94
The records pertaining to stores must be maintained by the Vishwavidyalaya, departments,
sections, units in such a manner so that to facilitate proper stock verification, write-off and
revaluation of stores, besides the transfer of stores from one department to another.
1. The Vishwavidyalaya shall maintain a record of all purchases in respective stock register
i.e. NCS Register, LTAS Register and CS Register of the departments/ units individually as
well as by the Department of Stores & Purchase of the University. Each entry must
contain at least the following information:

(a) purchase order number and date,

(b) brief specification of the item,

(c) date of entry in the Asset Register,

(d) name of the department, and

(e) cost and project number (if applicable).

The total value of all the assets entered in the Asset Register during the financial year shall
indicate the value of the assets to be capitalized in the balance sheet of the corresponding
financial year.

2. Each project shall also maintain stock registers for NCS /LTAS and CS Register for
different category items purchased under the project. Each register must have
consecutively numbered pages after following the certification of page and the indexing,
which shall be at the beginning of the register. The register should have following
certificate on the first page:

"Certified that this register contains a total of pages and each page has been
consecutively numbered on both sides from-------------- to---------------"

Date: Signature of HOD/ Officer In-charge

3. The concerned Department of the S&P Department (as per financial delegation) shall be
the custodian of all Stores, purchase records pertaining to NCS and LTAS items of the
University (including those for projects). All original documents related to any such
purchase (including for inquiries, report of purchase committee, sanction sheet,
purchase order, invoice/bill, delivery challan, and inspection reports etc) shall remain
with concerned Department after purchase is complete. These records / documents will

Page 11 of 94
 be maintained for such periods as may be stipulated by Government Financial Rules of
the Central Government. After the stipulated period, the record / documents may be
destroyed with the specific approval of the Vice-chancellor.

4. All HODs/PIs shall propose to constitute a committee to conduct an annual stock

Verification of all CS items on the previous stock register of the department/ project at
the end of financial year. The committee shall submit a report in the approved format to
the HOD/PI for onward transmission to SPO/DORD (for project). The SPO/DORD shall
be responsible for issuing a notice for annual stock verification every year.
5. Once a year the HODs/PI shall constitute a Stores Survey and Physical Stock Verification
committee of at least three members. This Committee shall survey all the NCS and LTAS
stores and recommend write-off for NCS items which are not useable and not
serviceable and revaluation for LTAS items which have become obsolete. For NCS, the
committee shall record the reason for recommending write-off. For LTAS the committee
shall revalue the LTAS and report all those items which may be considered to be as of no
value with reasons recorded. HODs/PI shall forward the report to the Regist rar for
approval. This report subsequently shall be sent to S&P for necessary action.

H. Transfer of Stores

1. Transfer of stores within the Vishwavidyalaya from one department to another can be
done by using the approved format. For transfer of items whose individual value is greater
than 1,00,000/-, the explicit written approval of the Vice-chancellor will be required. The
transfer must be duly recorded in the relevant register of both the Departments.

2. Transfer of stores from the University to another institute/college/ university / industry

can be done only with the explicit written approval of the Vice-Chancellor. In case of
project purchase, the transfer of stores on specific instructions of the sponsoring agency
can be done with the explicit approval of the Vice-chancellor.

3. Subsequent to transfer of stores as mentioned above, the appropriate Stock and Asset
Registers shall be suitably updated. The value of stores so transferred shall be deducted
front the capitalized assets of the institute as indicated in the balance sheet.

Page 12 of 94
 4. The Vishwavidyalaya receives various types of gifts, donations and non-returnable
samples/components under various schemes as complimentary, sales promotion or in
kind etc from various universities, laboratories, manufacturers, suppliers and even
persons. A consolidated record in this regard is maintained by the Stores & Purchase
Section in respective stock registers. The concerned departments/user sections are,
therefore, required to maintain the inventory/details of such items/gifts/ samples in
their own records and a confirmation to this effect is to be sent to the Store & Purchase
Section within a period not exceeding one month from receipt of such
items/gifts/samples.

I. Category of Firms, Registration & Blacklisting:

There shall be the following categories of firms for inviting quotations for purchase of
materials/services/ equipments/instruments etc. if item(s) is/are not available on GeM or cost
of the item on GeM is more than market rate.

1. Local Registered Firms:

(a) Local (within municipal area of Sagar) general suppliers, authorized
agents/distributors of the manufactures/service providers and firms undertaking job
works can be registered with the University as per the procedure mentioned in
Appendix -IV.
(b) For obtaining such registration, the firms shall be required to be registered with GST
registration number, Tax Payer Identification No (TIN) and PAN should have allotted
to them. The firm must maintain an office/shop/show room registered in its own
name, in the market/ industrial area or another suitable place and should have a bank
account wherein the payments may be sent directly in the bank.
(c) Credentials including manufacturing capacity, quality control facilities, past
performance, after-sales service, financial background etc. of the firm shall be carefully
verified by the Vishwavidyalaya.
(d) The registered firms shall be liable to be removed from the list of approved firms if they
fail to abide by the terms and conditions of the registration or fail to supply the goods
on time or supply sub-standard items/goods or make any false declaration to the
Vishwavidyalaya or for any other grounds which, in the opinion of the
Vishwavidyalaya, is considered to be against the public interest.

Page 13 of 94
 (e) The firm will be registered for a fixed period, normally up to 3 years, depending on the
nature of the supplies to be made by them. At the end of the period, the registered
firms willing to continue with registration should be required to apply afresh for
renewal of registration as per procedure given in annexure-V. New firm may also be
considered for registration at any time, provided they fulfill all the required
conditions.
(f) All the firms should be registered with the Stores and Purchase Department (S&P) for
supplies of specific items, including direct supply.

2. Outside Firms

The firms situated outside the municipal limits of Sagar, must be manufacturing or authorized
dealers/agents/ stockiest/suppliers/service provider of manufacturer. Purchase can be made only
from those reputed sellers who have GST registration, MPTT registration, Shop Act registration,
PAN (Income Tax), Tax Payer Identification No (TIN) and relevant Excise registration, wherever
applicable. Such firms shall be required to provide a valid authority in this regard.

3. Black listing of Firms

Black-listing of firm can be done on the recommendations of the HOD/PI and with approval of
Competent Authority. The Officer-In-charge of Stores & Purchase Section shall process all such
cases reported by the Department/ Centers. A committee specially constituted by the Vice-
chancellor shall examine the case and shall submit its recommendations to the Competent
Authority for final action. The information on such firms shall be promptly and widely
disseminated. by Officer-In-charge of Stores & Purchase Section to all concerned.

J. Stages of Purchase:

The procurement of material in the Vishwavidyalaya can be divided into the

following:
1. Budget Allocation

2. Prioritization of purchase of material within the budget;

3. Mode of Procurement;
4. Placing of the Indent by the Department Heads and other officers concerned
5. Calling for tender/quotations and processing of tender papers by the department or S&
P department as the case demands;
6. Evaluation of the tenders / quotations by the Central Purchase Committee;
Page 14 of 94
 7. Submission of the papers to the competent authority for sanction
8. Placement of purchase orders
9. Payment to the supplier
I. BUDGET ALLOCATION

No purchase will be made in the Vishwavidyalaya unless there is a specific budget provision for
such a purchase based on the necessity of the user requirements and availability of budget, the
indents should be prioritized under “urgent” and “Planned” categories. Accordingly, the
requirements of different departments on hand have to be placed.

II. PRIORITIZATION OF PURCHASE OF MATERIAL WITHIN THE BUDGET

After the budget allotment as per the availability of the funds, each department/ section will
prioritize the purchase material with the consultation of faculty/ members of the department/
section and get the sanction from competent authority or body as applicable in the University.

3. MODE OF PROCUREMENT

(a) Purchase of goods without quotation-(under GFR-154)

Purchase of goods up to the value of Rs. 25,000 (Rupees Twenty Five Thousand only) on each
occasion may be made without inviting quotations or bids on the basis of a certificate to be
recorded by the competent authority in the following format:

" I........................., am personally satisfied that these goods purchased are of the r equisite quality
and specification and have been purchased from a reliable supplier at a reasonable price."

(b) Purchase of goods by purchase committee – (under GFR-155)

Purchase of goods costing above Rs. 25,000 (Rupees Twenty Five Thousand) and up to
2,50,000 (Rupees Two Lakh and Fifty Thousand only) on each occasion may be made on the
recommendations of a duly constituted Local Purchase Committee consisting of three
members of an appropriate level as decided by the Head of the Department/ Center/ Section of
the University The committee will survey the market to ascertain the reasonableness of rate,
quality and specifications and identify the appropriate supplier. Before recommending
placement of the purchase order, the members of the committee will jointly record a certificate
as under:-

"Certified that we ...................................., members of the purchase committee are jointly and
individually satisfied that the goods recommended for purchase are of the requisite

Page 15 of 94
 specification and quality, priced at the prevailing market rate and the supplier recommended
is reliable and competent to supply the goods in question."

NOTE

I. The Committee for above mentioned purchase shall be proposed by the Head of The
Department and approved by the Dean in case of teaching departments. For Research
Projects, the Committee shall be proposed by PI and forwarded by the Head & Dean of
concerned School and approved by the Director, R & D. For non – teaching
departments/ sections, the purchase committee shall be proposed by the concerned
Officer and approved by the Registrar.

II. If the required items especially related to the Teaching/ Research Departments are not
available on GeM portal or in the local market and the purchase is below Rs. 2,50,000,
the Committee may adopt e-mail/ online or other method for inquiry / survey for
deciding the quality and reasonability of rate.

III. A demand for goods should not be divided into small quantities to make piece meal
purchases to avoid the necessity of obtaining the sanction of higher authority required
with reference to the estimated value of the total demand.(GFR-157)

(c) Composition of the Committees at different levels

S. No. Purchase up to….. Structure of the Purchase Committee

1. For purchase up to No need of any purchase committee
Rs.25,000/- under GFR
Rule No.154
2. For purchase above A minimum 3 member Purchase Committee from the
₹25,000/- and up to department/ section for each occasion proposed by the
₹2,50,000/- Head and approved by Dean/ Director or the Registrar
as the case may be.
3. Purchase above ₹ 2,50,000 A Central Purchase Committee shall be constituted as
per Ordinance 21.
The said committee shall be proposed by In-charge, S &
P Department and approved by the Vice -Chancellor for
one year.
4. Technical Committee & As per the requirement of purchase and also for each
Financial Committee occasion or as recommended by Central Purchase
Committee.

Page 16 of 94
(d) Purchase of goods under Rate Contracts conducted by the Vishwavidyalaya

With a view to establishing reliable sources for procurement of goods commonly required such
as Chemicals & Glassware and Stationery in the different academic Department/ Units/
Sections, the University will process for Registered Suppliers under Rate Contract. An item
wise list of eligible and capable supplier will be prepared by the Vishwavidyalaya through a
certain process and such suppliers will be called Registered Supplier for the stipulated items.
The Academic Departments/ Units/ Sections shall purchase the items under rate contract
through the Registered Supplier directly during the rate contract period which may be for one
to three years depending upon the nature of the goods.

(e) Government e- Market place (GeM) (GFR- 149)

Government of India has established the Government e-Marketplace (GeM) for common use
Goods and Services. GeM SPV will ensure adequate publicity including periodic advertisement
of the items to be procured through GeM for prospective suppliers. The Procurement of Goods
and Services by Ministries or Departments will be mandatory for Goods or Services available
on GeM. The credentials of suppliers on GeM shall be certified by DGS&D. The procuring

authorities will certify the reasonability of rates. The GeM portal shall be utilized by the
Government buyers for direct on-line purchases as under :-

I. Up to Rs.25,000/- through any of the available suppliers on the GeM, meeting the
requisite quality, specification and delivery period.

II. Above Rs.25,000/- and up to Rs.5,00,000/- through the GeM Seller having lowest
price amongst the available sellers (excluding Automobiles where limit of ₹ 30.0 lakh
will continue), of at least three different manufacturers, on GeM, meeting the
requisite quality, specification and delivery period. The tools for online bidding and
online reverse auction available on GeM can be used by the Buyer if decided by the
competent authority for purchases below ₹ 5,00,000/-.

III. Above Rs.5,00,000/- through the supplier having lowest price meeting the requisite
quality, specification and delivery period after mandatorily obtaining bids, using
online bidding or reverse auction tool provided on GeM.

IV. The invitation for the online e-bidding/ reverse auction will be available to all the
existing Sellers or other Sellers registered on the portal and who have offered their
goods/services under the particular product/service category, as per terms and
conditions of GeM.
Page 17 of 94
 V. The above mentioned monetary ceiling is applicable only for purchases made
through GeM. For purchases, if any, outside GeM, relevant GFR Rules shall apply.

VI. In case of non-availability of item on GeM or higher price than market value, the
item(s) may be procured through other modes following relevant rules of GFR 2017.

VII. The Ministries/Departments shall work out their procurement requirements of

Goods and Services on either “OPEX” model or “CAPEX” model as per their
requirement/ suitability at the time of preparation of Budget Estimates (BE) and
shall project their Annual Procurement Plan of goods and services on GeM portal
within 30 days of Budget approval.

VIII. The Government Buyers may ascertain the reasonableness of prices before
placement of order using the Business Analytics (BA) tools available on GeM
including the Last Purchase Price on GeM, Department’s own Last Purchase Price etc.

IX. A demand for goods shall not be divided into small quantities to make piecemeal
purchases to avoid procurement through L-1 Buying / bidding / reverse auction on
GeM or the necessity of obtaining the sanction of higher authorities required with
reference to the estimated value of the total demand.

(f) Purchase of goods by obtaining bids (GFR 158)

Except in cases covered under GFR rule No.154,155 and 149 above, the University shall
procure goods by following standard method of obtaining bids in :

I. Open Tender of Advertised Tender Enquiry

II. Limited Tender Enquiry
III. Two- Stage Bidding
IV. Single Tender Enquiry
V. Electronic Reverse Auction

(g) E-Publishing (GFR 159)

I. It is mandatory for all Ministries/ Departments of the Central Government, their
attached and Subordinate Offices and Autonomous/Statutory Bodies to publish their
tender enquiries, corrigenda thereon and details of bid awards on the Central Public
Procurement Portal (CPPP).

II. Individual cases where confidentiality is required, for reasons of national security,
would be exempted from the mandatory e-publishing requirement. The decision to
Page 18 of 94
 exempt any case on the said grounds should be approved by the Secretary of the
Ministry/ Department with the concurrence of the concerned Financial Advisor. In
the case of Autonomous Bodies and Statutory Bodies’ approval of the Head of the
Body with the concurrence of the Head of the Finance should be obtained in each
such case. Statistical information on the number of cases in which exemption was
granted and the value of the concerned contract should be intimated on a Quarterly
basis to the Ministry of Finance, Department of Expenditure.

III. The above instructions apply to all Tender Enquiries, Requests for Proposals,
Requests for Expressions of Interest, Notice for pre Qualification/ Registration or
any other notice inviting bids or proposals in any form whether they are advertised,
issued to limited number of parties or to a single party.

IV. In the case of procurements made though DGS&D Rate Contracts or through any
other Central Procurement Organizations (CPOs) only award details need to be
published.

V. These instructions would not apply to procurements made in terms of provisions of

Rules 154 (Purchase of goods without quotations) or 155 (Purchase of goods by
purchase committee) of General Financial Rules.

(h) E-Procurement(GFR 160)

I. It is mandatory for Ministries/ Departments to receive all bids through e-

procurement portals in respect of all procurements.

II. Ministries/ Departments which do not have a large volume of procurement or carry
out procurements required only for day-to-day running of offices and al so have not
initiated e-procurement through any other solution provided so far, may use e-
procurement solution developed by NIC. Other Ministries/ Departments may either
use e-procurement solution developed by NIC or engage any other service provider
following due process.

III. In individual case where national security and strategic considerations demands
confidentiality, Ministries/ Departments may exempt such cases from e-
procurement. after seeking approval of concerned Secretary and with concurrence of
Financial Advisers.

IV. In case of tenders floated by Indian Missions Abroad, Competent Authority to decide
the tender, may exempt such case from e - procurement.
Page 19 of 94
 (i) Open Tender/ Advertised Tender Enquiry (GFR 161)

The open tender method should normally be followed for all procurement of goods of
estimated value of Rs. 25 lakh (Rupees Twenty Five Lakh) and above. Splitting of indents, in
order to bring it outside the ambit of open tender method is strictly prohibited.

Notice inviting tenders shall be given in at least one largest circulated national Hindi daily for
procurement worth more than twenty five lakh or more.

The University should also post the complete bidding document in its website and permit
prospective bidders to make use of the document downloaded from the website. The price of
the bidding document, if any, the payment mode of the bid price should be clearly indicated.

The notice inviting tenders shall be short, clearly worded and unambiguous. It should give a
brief description of the item/ equipment to be procured, the qualification requirement for the
supplier, the last date up to which tender papers shall be supplied (when required) the date of
receipt of completed tenders, the date, time and venue of opening of tenders. Detailed
technical specifications should not be given in the notice at all; they should only be given along
with the tender papers. In addition, the notice can be put in the website of the lab and or other
dedicated websites for such purposes.

(j) Limited Tender Enquiry (Rule 162)

Limited tender method may normally be followed in all procurement of goods when
estimate value is up to Rs. 25 lakh. However, this method can also be followed even in
procurement of material worth more than Rs 25 lakh when:

a) The Indenting Officer certifies that the demand is urgent and any additional expenditure
incurred through open advertisement shall not be fruitful. Such ‘urgency’ should have prior
approval of competent authority.

OR

b) When the sources of supply are definitely known and the possibility of fresh source s of
supply being available is remote.
OR
c) If the Open Tender is not in public interest, in all such cases, the invitation to bids must
be sent to parties of comparable reputation in market.
The number of supplier firms in Limited Tender Enquiry should be more than three. If the
procurement is for branded products, a minimum of three quotations for each brand from

Page 20 of 94
different registered dealers should be obtained. In no case, single quotation shall be accepted
for comparison of price by the Purchase Committee.
For instance, if the requirement is for the installation of air-conditioning system with no
specific brand, and six brands are proposed to be examined, the Purchase Department should
obtain three quotations FOR EACH BRAND from different suppliers and not one quotation for
each brand from different suppliers. This is essential to ensure proper comparison of price and
quality.

(k) Single Tender Enquiry (GFR 166)

Single tender method shall be followed only in rare cases where it is in the sure knowledge of
both the Purchase Committee and the indenter that the goods/equipment to be procured is
manufactured only by a particular manufacturer and there is no other option for the University
except to go in for this good/equipment. Intentionally adding restrictive clauses to favour a
single source should be avoided at all costs. All such cases of procurement on single tender
basis must be approved by the competent authority on specific recommendations of the
Purchase Committee, only after he satisfies himself that such procurement is unavoidable.
Spare parts of equipments procured on single tender basis from the manufacturers or from
their authorized dealers can be decided by the Purchase Committee.

(l) Two bid system

For purchasing high value plant, machinery etc., of a complex and technical nature, bids may be
obtained in two parts as under:-

Technical bid consisting of all technical details along with E.M.D wherever applicable.

Financial bid indicating item-wise price for the items mentioned in the technical bid along
with commercial terms and conditions.

After obtaining bids, the usual purchase procedure is required to be followed.

(m) Tendering through Website

I. Worldwide publicity by putting the complete specifications on the University Website is

required to be resorted to.

II. Soft copies of the website records are required to be maintained by using archival
techniques.

Page 21 of 94
III. After obtaining the quotation/ bids through website, the usual purchase procedure is
required to be followed.

(n) Buy-back purchases

Buy-back of items like Computers, Scanners, Servers, laptops, LCD Projectors, Printers,
Photocopiers, Faxes, Refrigerators and the like of five-year vintage or more can be made
subject to the following conditions to replace an existing old item(s) with a new and better/
upgraded model

I. The approval of the competent authority for declaring the item as obsolete etc. has to be
obtained.

II. Prices be obtained from various bidders and the bids should clearly mentio n that the offer
is under buy-back scheme and the buy-back price be mentioned separately.

III. Once the purchase is completed, the original value of the item is written off from the books
of the respective labs/Departments/Section/Projects and Purchase Department.

(o) Time period allowed to bidders

The following minimum time limit may be allowed to the bidders so that they can quote their
best possible prices

I. Limited tender Three weeks

II. Open tender Four weeks

III. Global tender Six weeks

However, in case of urgency, the time period can be reduced but proper justification for the
same has to be furnished and accepted by the Purchase Committee.

(p) Transparency in Tendering System

When the equipment/plant to be procured is of complex nature and the procuring organization
may not possess the full knowledge of the various technical solutions available in the market to the
desired objectives of a transparent procurement that ensures value for money spent
simultaneously ensuring up-gradation of technology & capacity building.

Such procurement cases where technical specifications need to be reiterated more than once, it
would be prudent to invite Expression of (EOI) and proceed to finalize specifications based on
Page 22 of 94
technical discussions/ presentations with the experienced manufacturers/suppliers in a
transparent manner. In such cases, two stage tendering process may be useful and be preferred.
During the first stage of tendering acceptable technical solutions can be evaluated after calling for
the Expression of interest (EOI) from the leading experienced and knowledgeable
manufacturers/suppliers in the field of the proposed procurement. The broad objectives,
constraints etc. could be published while calling for EOI. On receipt of the EOI, technical
discussions/presentations may be held with the short-listed manufactures/suppliers, who are
prima facie considered technically and financially capable of supplying the material of executing
the proposed work. During these technical discussions stage the procurement agency may also
add those other stake holders in the discussions who could add value to the decision making on
the various technical aspects and evaluation criteria. Based on the discussions/presentations so
held one or more acceptable technical solutions could be decided upon laying down detailed
technical specifications for each acceptable technical solution quality bench marks, warranty
requirements, delivery milestones etc., in a manner that is consistent with the objectives of the
transparent procurement. At the same time care should be taken to make the specifications
generic in nature so as to provide equitable opportunities to the prospective bidder. Proper record
of discussions/ presentations and the process of decision making should be kept.

4. PLACING OF THE INDENT BY THE HEAD OF THE DEPARTMENT/OTHER OFFICIALS

Whenever an indent is placed by the Head of the Department/ other concerned official, he has
to ensure that the following details accompany it

(a) A detailed description of the item/service required including summary of its function
and detailed specifications including whether the requirement is fresh or additional or
replacement

(b) Non availability of the item and necessity for procurement of such item/service

(c) The estimated cost of the item/service, last purchase price if any

(d) The list of available vendors, their addresses, past experiences if any.

(e) A certificate to the effect that the item is of proprietary nature, if it has to be bought from
a known, single source. (This certificate shall be given by the indenter, which shall be duly
approved by the Competent authority).

(f) Emergency purchase certificate, in case of purchase is to be made on emergent basis.

(g) Budget provision certificate duly linking with the Project/ scheme.

Page 23 of 94
(h) All indents should invariably indicate whether the requirement of a particular item is in
replacement of existing one or for a new item. If the requirement is for replacement of
the existing item, suitable certificate of ‘obsolete condition has to be enclosed with the
approval of the competent authority.

(i) In case of replacement of the existing item, the proposal of buyback, if any, applicable
should be clearly specified by the Indenting authority.

(j) In cases of proposals of civil and electrical works, involvement of the Officials from
Engineering Department of the University is compulsory for the purpose of technical
specifications and supervision of execution.

(k) The indent will then be sent to the Purchase Department which will check it for
correctness of details and will decide the mode of procurement.

5. CALLING FOR TENDER / QUOTATIONS AND PROCESSING OF TENDER PAPERS BY THE

DEPARTMENT OR S&P DEPARTMENT, IF THE PURCHASE IS MORE THAN RS.2,50,000

The tender documents which comprise the detailed technical specifications, conditions of contract,
the proforma in which the tender is to be submitted and such other material as may be made
available free of cost (in soft form) to prospective bidders to promote competition.

The tender document for purchase of equipment must include a clause that the successful bidder
shall furnish an unconditional Performance Bank Guarantee valid till 60 days after the warranty
period from a scheduled bank for 10% or higher if decided by the Competent authority. It
should be presented within a period of 15 days of the placement of order where full payment is to
be made on L/c or on delivery, failing which the contract shall be deemed as terminated. In cases
where part payment is made on delivery & part on installation, the performance BG shall be asked
for at the time of release of final payment. The PBG should remain valid for a period of 60 days
beyond the date of completion of warranty obligations in rare cases where goods have been
procured on proprietary basis etc. the matter of non-furnishing of Performance Guarantee, if any,
may be brought to the notice of the Competent Authority for his decision.

Bid security should be refunded to the successful bidder on receipt of Performance Security. It
shall be clearly mentioned in the tender document for purchase of equipment that if the
vendors have supplied identical or similar equipment to other Universities/ Institute, the
details of such supplies for the preceding three years shall be given together with the prices
eventually or finally paid.
The EMD shall always be collected by NEFT/ RTGS, DD or bankers Cheque or bank guarantee.
Page 24 of 94
The EMD of unsuccessful bidders shall be returned within 15 days of the award of the contract.
All tenders received without EMD shall be summarily rejected. Firms registered with DGS&D,
NSIC and Govt. Public Undertakings who are exempted from payment of EMD may be allowed
exemption. But it must be verified that such registration include the item they are offering
which are manufactured by them and not for selling products manufactured by other
companies. In rare cases however, if the bidder is well known and highly reputed, the matter
may be brought to the notice of the competent authority for his decision.
The rate of EMD will be 2 % of the estimated tender value. After awarding the tender,
Performance Guarantee (either retaining 2%EMD or full new performance guarantee with
returning the 2% EMD).

6. EVALUATION OF THE TENDERS / QUOTATIONS BY THE CENTRAL PURCHASE

COMMITTEE

(a) Receipt of Tenders:

I. Tenders shall be received through online mode only. EMD should be received in original
along with sample, if desired.

II. There should be superscription on cover of EMD and/ or sample along with tender number and
date. This should reach the Vishwavidyalaya in due time.

III. Tenders/ quotations for items costing less than Rs. 2.50 lakhs and are received in open
condition or through fax or e-mail or telegram or telex within the due date and time shall
not be rejected but shall be accepted at the risk of the bidder if the same is presented to the
S&P Department before the expiry of the due date and time.

(b) Late/Delayed Tenders

Tenders received after the specified time and date of opening are treated as "Late"
while tenders received after the last date specified for receipt of tender but before the date of
opening of the tender are treated as'' Delayed".

Such tenders shall be marked as late/delayed as the case may be and filed. They shall not be
opened at all and be returned to the bidders in their original envelope without opening. This
clause also covers late receipt of original EMD and / or samples.

Page 25 of 94
(c) Opening of the Tenders:

The tenders shall be opened by the officials having right to open tenders. Separate notice of
opening of the tender need not be sent to the bidders before opening of the technical or
commercial bid as in case of e-tendering all concerned person get notified directly by e-tendering
portals.

(d) Tender Evaluation Committee: There should be a tender evaluation committee for
evaluation of technical and financial bids. The committee may comprise of internal as well as
external members.

(e) Evaluation of the Tenders:

I. A neat comparative statement of the tenders opened shall be caused to be made by the S
& P Department shall contain details as desired in technical bid for technical comparative
statement and a financial comparative statement may be downloaded from CPP portal or
may be prepared as the case may be. The final landing cost of Purchase after all discounts,
taxes must be mentioned on the comparative statement for indigenous items. Where
there is no mention of packing, forwarding, freight, insurance charges, such offers shall
be rejected as incomplete. This condition must be indicated in bold letters in the tender
document/ enquiry itself. The comparative statement shall be without any cuts and
erasers and shall neatly give the quoted price both in figures and in words. The Purchase
section shall be directly responsible if the statement is later found to be shabby and w ith
additions, alterations, cuts and erases. When bids are received in different currencies,
the comparative statement shall clearly give the exchange rate on the date of opening of
the bid and the quoted price in rupees.
II. After the order is placed separate photocopies of the comparative statement may be taken
and kept in a presentable form to be produced on demand by audit.

III. Evaluation of tenders must be done in a scientific and logical manner. It is not always
necessary that the lowest quoted price shall finally emerge as the lowest evaluated
price. It may be that the lowest bidder has not quoted according to the specifications and
has left out certain items asked for. His bid eventually may not even be responsive. Thus
evaluation of tenders is a serious exercise which should not be done mechanically.
Extraneous considerations, that is, considerations that were not mentioned in the
technical and of other specifications, shall not be a cause for rejecting a tender as non
responsive.
Page 26 of 94
IV. If the bidder has quoted certain optional items, these items should not be taken into
consideration for the evaluation of the bid. Wherever two bid systems is followed, the
Purchase can arrive at a basket of items to be procured which may well be Cmmittee
different from what they had initially advertised. In all such cases, the parties who have
been found technically suitable should be asked to quote for all these items.

V. Wherever feasible the Purchase Committee should examine the samples of

materials/goods proposed to be examined and a suitable recording should be made in the
Purchase Committee minutes to the extent that the sample material/goods have been
examined and satisfied with the quality and specifications. In case of purchase of
equipment and other goods whose samples cannot be examined at the University, the
Purchase Committee members at their discretion should visit the suppliers place to
examine the equipment and record the findings in the Purchase Committee minutes. If the
Purchase Committee is of the opinion that such an examination is not necessary, the same
shall be recorded in the Purchase Committee minutes.

The Purchase Committee should also refer to the records of Purchase Department of the
University and other documentary proof submitted by the Tenderer to determine the past
performance of the supplier while evaluating the tenders and a suitable recording s hould
be indicated in the minutes of the purchase committee.

VI. Conditional tenders shall not be accepted.

VII. A tender shall not reject simply because certain details which do not have appreciable
bearing on the price quoted are missing. In such case a quick reference could be made
with the approval of the Purchase Committee, to the concerned bidder for proper
evaluation of the tender.

VIII. The evaluation report shall clearly bring out the

a) Technical acceptability of the offer

b) Reasonability of the price quoted

c) Reasonability of the delivery period offered.

IX. No tender shall be technically rejected on flimsy grounds or on such vague grounds as
unsatisfactory service during earlier purchases without providing any documentary
proof. The reasonability of the price quoted can only be the arrived at by making formal
inquiries from other clients who have made similar purchases and by taking into account

Page 27 of 94
 last purchase price. It must be borne in mind that the margin of profit in scientific
equipment is usually large and hence there is considerable scope for negotiation with the
lowest bidder. Negotiations must only be done with the lowest bidder wherever
necessary.

7. SANCTION FOR PURCHASE

(a) After the vetting of the indent, the Purchase Officer shall move a file for purchase of
the said item/service to the Registrar.

(b) If the value of the purchase is less than Rs 2,50,000/- the Registrar will accord
sanction to the purchase and send the file to the Finance Section for further
necessary action.

(c) If the value purchases proposed exceeds Rs 2,50,000/-, the Registrar shall move the
file to the Hon’ble Vice Chancellor for approval.

(d) After the approval from the Vice Chancellor the file shall be sent to the Finance
section for further action.

(e) If any of the sub-items purchased thereafter exceeds the sanction of the Vice-
Chancellor fresh sanction of the Vice-Chancellor shall necessarily be taken.

(f) The finance member of the Purchase Committee shall ensure that all the financial
parameters are fully complied with before according his concurrence.

8. PLACEMENT OF ORDER

(a) Once the purchase proposal is approved and the competent authority sanctions the expenditure,
the Purchase Officer (In-charge S&P for purchase through S&P section or HoDs/Dean/Director/
Officers in case of other purchases or PI & Director R&D in case of project purchases) shall
prepare the purchase order and arrange for its delivery to the vendor. The purchase order
should contain the make and model of the item with description, rate, quantity ordered, amount
and terms & conditions like Delivery schedule, Place of Delivery, Payment terms, taxes & duties,
any other charges like packing, forwarding, transportation, insurance etc., discounts offered by
the firm, warranty period, training if any etc.. Suitable clauses like Option clause for repeat
order, Arbitration Clause, force majeure Clause and Liquidated damage Clause etc. may be
incorporated in the supply order wherever applicable. The order shall also contain the
inspection procedures to be followed for inspecting the ordered goods for acceptance and the
probable time needed for inspection. Orders for equipments shall be dispatched to the vendor
in two copies with an instruction that the vendor has to return one copy duly signed as a token
Page 28 of 94
 of the acceptance of the order. In case the order confirmation is not received within twenty-one
days, it shall be presumed that the vendor has not accepted the order and further action has to
be initiated as per the conditions given in the tender document etc. The copies of or ders shall be
distributed to Stores, Indenting division and Finance (along with a copy of the sanction memo)
as soon as the orders are placed.

(b) Purchase Order Register

The Purchase Order so placed should be serially numbered with new serial number being
allotted from April to March every year.

Maintenance of a Purchase Order Register is mandatory. A review of pending purchase orders

should be made periodically and necessary follow up action taken with the firms concerned for
expediting the supplies.

The Register should be submitted with a closing as indicated below to the Registrar on 5 th of
every month and to the Vice-Chancellor once in six months i.e., 5 th January and 5th July every
year. The register should be closed to the end 25 th of previous month to the closing date.

Opening Balance : XXXX (A)

Purchase Orders issued

From …… to ……….. : XXXX (B)

Total (A+B) : XXXX (C)

Supplies received : XXXX (D)

Closing Balance (C-D) : XXXX (E)

(c) Follow up of Purchase orders

Once order has been placed, it is the duty of Purchase Officer to ensure that the vendors supply
what has been ordered in time. He shall continuously be in touch with the indenter department
and in the event of the material not being received in time; he shall contact the vendor
immediately and ensure that the material is received as quickly as possible. He shall also keep
a list of vendors who are habitual defaulters and who supply sub-standard material, so that
prompt action may be taken to blacklist such vendors

9. PAYMENTS

A copy of the purchase order/work order/service order may be sent to concerned Department,
Finance, Administration and Internal Audit Department so that while processing the bill for

Page 29 of 94
 payment, they may be linked with the P.O. and make an endorsement as paid & cancelled. The

unpaid P.O.s will be reviewed at the end of 31st March and report given to Accounts Section
quantifying the outstanding to account for them as O/S Liabilities in the Balance Sheet.

In case of payment towards civil works if any ordered payment will only be made after necessary
record measurement by Estates/Campus Development.

(a) Receipt of materials

On receipt of the equipment etc, the Stores Department shall take steps for installation and
commissioning. Upon satisfactory commissioning, suitable entries in the Assets Registers (in
respect of durable and long life items) or in the Stock Register (in respect of consumable items)
shall be made. These details are required to be noted on the back side of the invoice / bill with
proper attestation bearing full signature with date and stamp.

For this purpose, Stores Section as well as all Sections of the Departments of the University
and Centre/ Units /Study Centre should maintain an Assets Register (in respect of durable
and long life items) or in the Stock Register (in respect of consumable items).

(b) Inspection of the materials

The indenter should inspect the materials as soon as it arrives and have to normally adhere to
the schedule given by him at the time of placing the indent. Normally the concerned indenting
division should ensure completion of inspection within ten days of receipt of advice from the
stores. For imported equipments the packing may be opened in the presence of the Indian
agent to avoid short/ damaged supply due to improper packing. In any case the inspection shall
be completed within the validity period of the insurance policy so that the claims for shortage/
damage if any can be lodged with the insurance company. Failure to inspect the material within
the time schedule shall make the Indentor and the concerned Project leader responsible for the
loss.

Once the inspection is complete and the indentor certifies the inspection report, stores should
ensure that the bill containing the stock entry reference and copy of the inspection report is
sent to Purchase within three working days after the inspection is over. The Purchase wing
shall send the same directly to accounts within four working days for payment and then
the accounts must arrange payment to the vendor within five days from the date of receipt of
bill. If for any reason, the payment is held up beyond the period stipulated, the matter shall be
brought to the notice of the Director for his decision.

Page 30 of 94
(c) Computerization of Purchase records

The University shall computerize all the areas of purchase management to the maximum extent
possible and develop a suitable package for this purpose through a competent IT firm. This will
ultimately result in better efficiency, more speed in performing the duties and, also, reduction
in the overall expenditure.

The above procedure shall supersede the existing purchase policy. In respect of areas, which
are not covered in the above purchase policy & procedure, the provisions contained in the
General Financial Rules-2005 of Govt. of India shall be operative.

(d) Power to interpret and relax the rules

I. In case of any doubt on the interpretation of this procedure or any suggestion for
improvement, the matter can be referred to the Vice-Chancellor

II. Executive Committee of the University or the Vice-Chancellor with the approval of the EC
is authorized to relax any provision(s) contained in the Manual in exceptional cases with
reasons to be recorded for such exemption or relaxation.

(e) Write off, Condemnation and Disposal:

An item may be declared surplus or obsolete or unserviceable, if the item is of no use to the
University or when the item is beyond economical repair or may be rendered surplus, obsolete
or unserviceable. Under such circumstances the property and equipment be disposed off in the
best interest of the University as per the following guidelines with prior approval of the Vice-
Chancellor:
I. Wherever possible, the stores equipment is traded under buy back scheme, so as to
reduce the cost impact on the new stores equipment.
II. If the above option is not "available, the property and equipment be sold out rightly
with due procedures.
(f) Formation of Condemnation Committee:
To decide that the items are obsolete and unserviceable or of no use, a Condemnation
Committee shall be constituted. This Committee shall consist of:
I. Head of the concerned Department/Centre/Section -Chairman

II. One Dy. Registrar, or equivalent - Member

III. In-charge (S&P), or his nominee – Member

IV. In-charge (Internal Audit), or his nominee – Member

V. Technical expert or his equivalent- Member

Page 31 of 94
(g) General Procedure to write -off the unserviceable Materials/Items

I. The items to be declared as obsolete, “surplus” or unserviceable should be examined by

Condemnation Committee and after examining the item, the committee will declare an
item of stores as obsolete, surplus or unserviceable and recommended for their disposal.
The committee should take into account the prescribed or stipulated life period of the
stores. In case, such period is not in record, the committee should examine the
conditions of stores and suitable reasons to write off the item. If the item has become
obsolete, surplus unserviceable on account of negligence, fraud or mischief on the part of
employee, the same should be brought out clearly and responsibility should be fixed and
losses made good.
II. Where the "life period" has been prescribed on any item and the same is already over, it
should normally be taken as enough ground for declaring the item obsolete and
unserviceable. However, the condition of the item should still be thoroughly examined to
see whether the item could be put to further use.
III. In other cases, where the life period is not over or no life period has been prescribed or
stipulated, the reason for declaring the item unserviceable should be clearly recorded
such as, may be normal wear and tear, excessive use in public interest, accidental fire,
flood and other natural calamities, damage due to insect, rats etc.
IV. Authority competent to purchase a store shall be competent to declare the store as
obsolete surplus unserviceable
V. The condemnation Committee shall submit its recommendations in the prescribed form
(i.e. FORM GFR-10) obtainable from the Store Purchase Section after ensuring that items
have become unserviceable, obsolete due to wear and tear and is beyond economic
repairs. Separate GFR-10 form should be filled for items/ equipments of value below Rs.
2,5O,OOO/- and above Rs.2,5O,OOO/- respectively.
VI. After approval of the Vice-chancellor on the recommendations of Condemnation
Committee, Head of the Department /Section shall forward a copy of the Vice-
Chancellor’s approval to the convener of the Auction Committee with copy to Store
Purchase Section.
VII. Actual physical disposal of items which has been written-off will be done only after the
Vice-Chancellor has approved the recommendations of the write-off condemnation
committee.
VIII. After recommendation of Condemnation Committee and approval of the Vice- Chancellor,
process for auction shall start.
Page 32 of 94
IX. For auction, an Auction Committee shall be constituted. The Auction Committee shall
consist of

(i) Nominee of Vice Chancellor Chairperson

(ii) Registrar or his nominee Member

(iii) Finance Officer, or his nominee Member

(iv) In-charge (Internal Audit), or his nominee Member

(v) Security Officer or his nominee Member

(vi) Officer-in-Charge (R&D) or his nominee Member

(vii) In-charge (S& P) Member Secretary

(h) Procedure for Auction:

I. After approval of the Vice-chancellor on the recommendations of Condemnation

Committee, Head of the concerned Department/Section shall forward a copy of the Vice-
chancellor’s approval to the Member Secretary, Auction Committee.
II. The concerned department / section / center, shall make arrangement to remove the
condemned articles/materials from the Department/ Section concerned to the place
earmarked for their temporary storage, within a week from the date of receipt of the
copy of the condemnation report. Items to be disposed off shall be under the custody of
the Member Secretary, Auction Committee until their disposal.
III. The unserviceable materials shall be disposed of at least once in a year through open /
sealed tendering.
IV. The Auction Committee shall decide the mode of auction. As far as possible, the disposal
would be through university tender notice/press tender notice where interested parties
would be issued tender forms to quote the rate under sealed cover.
V. The tenders shall be accompanied with earnest money deposit for items/ stores, by way
of demand draft drawn in favour of the Registrar, Dr. H.S. Gour Vishwavidyalaya, Sagar
(M.P.).
VI. Tenders received without Earnest Money Deposit would be straight away rejected, or
shall not be entertained;
VII. The tender forms along with the terms and conditions may be obtained from the office
of the Central Store on payment of Rs.500/- (Rupees Five Hundred only).

Page 33 of 94
VIII. The tender should be complete in all respects and should be duly signed. Late and
delayed tenders due to any reason including postal delays should not be considered.
Incomplete and unsigned tenders should not be considered at all. Offers sent through
fax/email will not be accepted.
IX. The party whose tender is accepted will be required to deposit the balance amount (after
adjustment of earnest money deposit) within a period of five days of the receipt of the
order/notification. If the amount is not deposited within the aforesaid period, the
acceptance of offer shall stand cancelled and the earnest money shall be forfeited.
X. After depositing the balance amount the party should lift the goods within a period of
seven days. If the goods are not removed within the said period, the tenderer shall have
no right or claim to the goods and whatever money have been deposited shall be
deemed to have been forfeited. The institute shall be free to dispose of the goods in any
manner as it may deem fit.
XI. A sale account of auction shall be prepared (in triplicate) in the prescribed form (GFR-
18) and shall be submitted to the Registrar duly signed by the Chairman/ Members
Secretary of Auction Committee.
XII. The University shall reserve the right to reject all or any tender without assigning any
reason. The decision of the Vice Chancellor in this behalf and all other matters relating
to the disposal shall be final and binding.
XIII. On receipt of the sale amount the department/ section/ store purchase section will
write off the auctioned items from the inventory/Asset Register.
XIV. For item not covered by the above procedure, special permission of The Vice -chancellor
shall be obtained.
XV. The Members Secretary, Auction Committee shall arrange for the handing over of
unserviceable materials to the successful tendered after the deposit of the auction
money in the cash section of the University.
XVI. If it is observed that very negligible value is quoted for items like Computers, Printers,
Typewriters and Furniture etc. It will be, therefore, appropriate, if the preference is
given to University employees while selling off the above items after taking approval
from the Vice-chancellor.
XVII. In case of any dispute, the jurisdiction of the matter should invariably remain with the
courts situated at Sagar City (M.P.)
XVIII. Cases not covered by the Stores & Purchase manual will be decided by the Vice -
chancellor in the interest of University.
Page 34 of 94
10. ANNUAL MAINTENANCE CONTRACT

Depending on cost and nature of the goods to be purchased, it may also be necessary to enter
into maintenance contracts for a suitable period either with the supplier of the goods or with
any other competent firm, not necessarily the supplier of the subject goods. Such maintenance
contracts are specially needed for sophisticated and costly equipment and machinery. It may
however be kept in mind that the equipment or machinery is maintained free of charge by the
supplier during its warranty period or such other extended periods as the terms of contract
may provide for. The paid maintenance should commence only there after wards.

The annual maintenance contract, repair contract, repair work from the manufacturer /
manufacturer's authorized supplier, in respect of various equipment in the department, may
be entered into by the HOD for maximum of 10% of the equipment cost or Rs 1,00,000/-
whichever is less. In all other cases, quotations will be invited and normal purchase rules shall
be adhered to. In case of renewal of the Annual Maintenance Contract, the following point s
may be taken care of while sending the proposal for renewal of Annual maintenance contract:

AMC should be from a prospective date. In order to ensure this, the HODs shall be required to
initiate action for renewal of AMC at least 90 days before the expiry of previous AMC. In case of
renewal, the service report flog book (copier) should be sent along with the proposal.

In case of any increase in the AMC cost when compared to previous AMC, necessary
justification for increase in price may be obtained from the firm and enclosed along with the
indent. Advance should be paid against bank guarantee, if the amount is more than
Rs.1,00,000/.

11. REPEAT ORDERS

Repeat orders are processed subject to the following conditions:-

(a) The repeat order can be made with no change in the rates, specifications as well as terms
& conditions of supply.

(b) The repeat order shall be placed within 180 days time from the date of the
quotations.
(c) Repeat order should be restricted up to Rs. 5,00,000 with no price variation from
previous purchase except statutory changes viz. tax..
(d) No repeat order will be placed for more than 30% of original demand.
(e) No repeat order will be placed if buy-back is involved in the purchase.
Page 35 of 94
12. BRANDED ITEMS

(a) Indenter / purchaser may record full justification as to why a particular brand has been
preferred.

(b) For such purchases, quotations are required to be called for either from the
manufacturer or from the authorized dealers only, with a view to get price advantage.

(c) It may a case of the purchase of propriety items.

13. DOCUMENTS REQUIRED TO BE KEPT IN ANY PURCHASE PROPOSAL FILE

A neatly arranged and prepared file (not loose sheets), serially numbered, may be opened,
keeping the following documents therein:
(a) Notice inviting quotations / tenders and / or a report of survey conducted.
(b) Copy of ‘in principle approval’, if available.
(c) Quotations / bids received (all in original)
(d) Report of the Technical Committee (in the case of two-bid system).
(e) Comparative Statement(s) -pre-negotiation and post-negotiation, signed by the
proposer on each.
(f) Purchase Proposal' in the prescribed format (see Annexure), duly obtaining the signatures
of the Purchase Committee members (wherever required).
Notes:

(a) Splitting of the quantities to be purchased, so as to bring them within the sanctioning
powers of lower authority is not permitted under any circumstances.

(b) In principle approval of the Vice-Chancellor/Pro-Vice-Chancellor is required before

initiating purchase proposal of (i) furniture items (beyond Rs. 2,50,000/-) (ii) air
conditioner (iii) laptop (iv) digital video camera. This procedure is applicable in respect
of purchases from the 'maintenance (non-plan)' and 'development (Plan)' budgets. In
respect of the 'project budget' it is, however required to be ensured that a provision for
such purchase(s) exists in the project sanction order.

As soon as approval of the appropriate authority is obtained for purchase of the articles
etc from a particular firm, a purchase order should be placed on the firm duly specifying
the terms & conditions of the University within the currency of the quotation by the
indenter. The enclosed form (Appendix III) may be used for placing purchase orders
giving the reference of the Sanction Order. Acknowledgement of purchase order is to be
obtained from the party). Each purchase order should be assigned a separate serial
Page 36 of 94
 number in each financial year commencing from serial number one on 1 st April and
ending the last serial number on the 31 st March. For this purpose a Purchase Order
Register should be maintained

14. SPECIAL PRECAUTIONS TO BE TAKEN IN RESPECT OF IMPORTED ITEMS

Following special precautions should be taken while making imports.

(a) Stores / Equipment shall be supplied against Open General License (OGL), which
are not included in the negative list to Import & Export Policy of Govt. of India.

(b) As far as possible direct purchase from the foreign manufacturers, (Principals)
should be resorted to.

(c) Where intermediary agencies / local representatives of the foreign manufacturers /

suppliers are involved in the import of foreign goods, an authorization letter /
certificate to this extent is required to be obtained. No agency commission is
required to be paid to such intermediary agencies / local representatives. This
aspect is required to be made clear in the Notice Inviting Quotations / Tenders as
well as in the Purchase Order.

(d) Customs Duty exemption available to the University (in accordance with relevant
statutes/rates as applicable from time to time) shall be mentioned in the enquiries
and purchase orders.

(e) L.C. is to be opened only after receiving the acknowledgement of Purchase Order
and Agreement from the Manufacturer / Supplier.

Following documents are required to be attached to the L.C. / T.T. proposal:

I. Copy of the purchase proposal approved by the competent authority.

II. Copy of the Purchase Order.
III. Order Acknowledgment.
IV. Proforma invoice containing the terms and conditions.
V. Form A1/A2
VI. Letter addressed to the S.B.I. Sagar (M.P.) in the prescribed form. It will however be
issued by the Finance Officer.
VII. Copy of the Agreement (whichever applicable)
VIII. L.C. Guarantee Form.

Page 37 of 94
 (f) Total value for the supply of Equipment as far as possible should be on DOOR
DELIVERY BASIS to the Vishwavidyalaya. Cost of equipment should include all such
charges viz. insurance, freight, loading unloading etc. No other payment should be
made in this regard.

(g) The supplier shall be responsible for obtaining necessary Export License /Permit
Authorization from the respective Government for exporting the Materials / Stores /
Equipment to India, and all expenses incidental to the execution of statutory and non
statutory obligations in this regard shall be to supplier's account.

(h) In case of LCs, bank charges outside India including confirmation charges, if any, shall
be to the supplier's account. The documents for payment shall be presented to the
purchaser's bank by the supplier within 21 days of shipment of Stores / Equipment.

15. THE PAYMENT TERMS SHALL BE AS FOLLOWS

90% of the order value would be released through LC upon shipment of

store/equipment and on presentation of the following shipping documents.

(a) Signed commercial invoice

(b) Original Airway bill or House Airway bill.

(c) Packing list

(d) Test Certificate

(e) Supplier's certificate to the effect that the contents in the case/package are not less
than those entered in the invoice and packing list.

I. Balance 10% would be released after submission of final acceptance certificate issued
by the University and receipt of the invoice for the 10%.

II. Where there is no Indian agent and no installation is involved, 100% of the order may
be paid and released through LC.

III. When value of any import is less than Rs. 5.00 lakh and the foreign manufacturer /
supplier insists upon 100% payment (as per the terms of quotation) then such a request
can be acceded to.

IV. Performance Bank Guarantee (PGB) may be obtained from the supplier/agent valid for
two months more than warranty period from the date of satisfactory installation and
commissioning.

Page 38 of 94
V. Foreign currency payments are to be made as per the RBI conversion rates. The
exchange rate would be either GOC rates or at RBI Rates.

VI. Letters of Credit opened for purchase of imported goods should be entered in a separate
register by the School/Department (academic and non-academic). The payments made
against the letter of credit should be noted in the register as and when the intimations
are received from the Bank. Internal Audit would ensure about maintenance of such a
register.

VII. The purchases of spares, consumables, journals, books, membership subscription, and
software costing upto US $ 5,000 may be made on foreign drafts / telegraphic transfers.
As and when the credit card system is available with the University e-purchase mode
may be considered. Such payments should also be entered separately in the LC Register
to watch the delivery of the goods.

VIII. Steps should be taken to ensure that the imported items are cleared through Customs
immediately. The F&A section is required to process the bills regarding Customs Duty,
freight charges and insurance within 2 working days, to avoid demurrage charges. All
payments towards demurrage up to Rs. 25,000/- sanctioned by the
Dean/HoDs/Coordinators under the powers vested upon them, should be reported to
the Vice-Chancellor detailing the circumstances under which demurrage charges had to
be incurred. Vice-Chancellor's prior sanction should be obtained for payment of
demurrage charges beyond Rs. 25,000/-.

All such cases shall be reported to the Finance Committee and Executive Council for
information.

(i) Pre-installation including site preparation requirements may be obtained from the
supplier, well before commencement of installation process.

(j) Suitable mechanism should be evolved to detect damages if any, in the imported
equipments at the time of inspection and to prefer claims with Insurance Companies,
Suppliers etc., well in time.

16. PAYMENT OF SMALL AMOUNTS IN FOREIGN CURRENCY

Payments in foreign currency up to the financial powers vested with the respective
sanctioning authority, in respect of the following items of expenditure, can be made at
the responsibility of the proposer. Payment proposal in foreign currency over and above

Page 39 of 94
 this limit need approval of the Vice-chancellor (duly routing the proposal through the
Finance Officer).

(a) Subscription/renewal of subscription to Scientific Organisations/Academic Societies

etc.

(b) Subscription for foreign journals.

(c) Import of consumables.

(d) Towards services rendered by foreign agencies.

(e) Examiners' fees / thesis valuation fees etc.

(f) Library: Upto US$ 5,000/- (or its equivalent with due approval of the Library
Committee)

Important

i. Payment through credit card is required to be made only in emergency situation, since
reconciliation of the accounts for such expenditure become difficult later.

ii. Subscription to journals, scientific organizations, academic societies may be done in

the name of the School concerned, so that the record of such subscriptions is available
at a central location.

17. PAYMENT BY CREDIT CARD

Payment by Credit Cards is permitted for miscellaneous expenditure on foreign

currency incurred on books, conference registration, journal and association subscription and
such other items:

(a) upto and equivalent to INR 50.000/- by Deans;

(b) upto and equivalent to INR 30,000/- by Principal Investigators for Project.

18. PROCUREMENT OF SERVICES

(a) CONSULTING SERVICES

I. "Consulting Service" means any subject matter of procurement (which as distinguished from
‘Non- Consultancy Services’ involves primarily non-physical project-specific, intellectual
and procedural processes where outcomes/ deliverables would vary from one consultant to
another), other than goods or works, except those incidental or consequential to the service,
and includes professional, intellectual, training and advisory services or any other service
classified or declared as such by a procuring entity but does not include direct engagement
of a retired Government servant.

Page 40 of 94
Note: These Services typically involve providing expert or strategic advice e.g. management
consultants , policy consultants, communications consultants, Advisory and project related
Consulting Services which include, feasibility studies, project management, engineering
services, finance, accounting and taxation services, training and development etc. (GFR 177)

II. The Departments of the University may hire external professionals, consultancy firms or
consultants (referred to as consultant hereinafter) for a specific job, which is well defined in
terms of content and time frame for completion or outsource certain services. (GFR 178)

III. This rule contains the fundamental principles applicable to the Vishwavidyalaya regarding
engagement of consultants. The Vishwavidyalaya shall ensure that they do not contrave ne
the basic rules contained under this clause. (GFR 179)

IV. Identification of Work I Services required to be performed Consultants.- (GFR 180)

Engagement of consultants may be resorted to in situation requiring high quality services for
which the concerned Department does not have requisite expertise. Approval of the competent
authority should be obtained before engaging consultant(s).

V. Preparation of scope of the required work I service: (GFR 181)

Departments should prepare in simple and concise language requirement, objectives and the
scope of the assignment. The eligibility and qualification criteria to be met by the consultants
should also be clearly identified at this stage.

VI. Estimating reasonable expenditure: (GFR 182)

Department proposing to engage consultant(s) should estimate reasonable expenditure of the

same by ascertaining the prevalent market conditions and consulting other organisations
engaged in similar activities.

VII. Identification of likely sources: (GFR 183)

(i) Where the estimated cost of the work or service is upto Rupees twenty five lakh,
preparation of the list of the potential consultants may be done on the basis of formal or
informal enquiry from other Departments or Organisations involved in similar
activities, Chambers of Commerce & Industry, Association of consultancy firm etc.

(ii) Where the estimated cost of the work or service is above Rupees twenty five lakh, in
addition to (i) above, an enquiry for seeking 'Expression of Interest from consultants
should be published in at least one national daily and Central Public Procurement Portal
and the University website. The website address should also be given in the
advertisements. Enquiry for seeking Expression of Interest should include in brief, the
broad scope of work or service, inputs to be provided by the Department, eligibility and

Page 41 of 94
 the pre-qualification criteria to be met by the consultant and consultant's past
experience in similar work or service. The consultants may also be asked to send their
comments on the objectives and scope of the work or service projected in the enquiry.
Adequate time should be allowed from getting responses from interested consultants.

VIII. Short-listing of consultants: (GFR 184)

On the basis of response received from the interested parties as per Rule 168 above,
consultants meeting requirements should be short-listed for further consideration. The
number of short listed consultants should not be less than three.

X. Preparation of Terms of Reference (TOR): (GFR 185)

The TOR should divide:-

(i) Precise statement of objectives;

(ii) Outline of the tasks to be carried out;
(iii) Schedule for completion of tasks;
(iv) The support or inputs to be provided by the Department to facilitate the consultancy.
(v) The final outputs that will be required of the Consultant;

XI. Preparation and Issue of Request for Proposal (RFP) : (GFR 186)

RFP is document to be used by the department for obtaining offers from consultants for the
required work / service. The RFP should be issued to the short listed consultants to seek their
technical and financial proposals. The RFP held contain:-

(i) A letter of Invitation.

(ii) Information to Consultants regarding the procedure for submission of proposa l.

(iii) Terms of Reference (TOR).

(iv) Eligibility and pre-qualification criteria in case the same has not been ascertained
through Enquiry for Expression of Interest.

(v) List of key position whose CV and experience would be evaluated.

(vi) Bid evaluation criteria and selection procedure.

(vii) Standard formats for technical and financial proposal.

(viii) Proposed contract terms.

Page 42 of 94
 (ix) Procedure proposed to be followed for mid-term review of the progress of the work
and review of the final draft report.

XII. Receipt and opening of proposals (GFR 187)

Proposals should ordinarily be asked for from consultants in 'Two-bid' system with
technical and financial in sealed envelope separately. The bidder should put these two
sealed envelopes together in an envelope duly sealed and submit the same to the
Department or university on the specified date and time at the specified place. On
receipt, the technical proposals should be opened first by the Department at the
specified time and place.

XIII. Late Bids – (GFR 188)

Late bids, i.e., bids received after the specified date & time of receipt, should not be considered.

XIV. Evaluation of Technical Bids (GFR 189)

Technical bids should be analyzed and evaluated by a Consultancy Evaluation Committee

(CEC) constituted by the Ministry or Department. The CEC shall record in detail the reasons for
acceptance or rejection of the technical proposals analyses and evaluated by it.

XV. Evaluation of Financial Bids of the technically qualified bidders (GFR 190)

The Department shall open the financial bids of only those bidders who have been declared
technically qualified by the Consultancy Evaluation Committee as per Rule 174 above for
further analysis or evaluation and ranking and selecting the successful bidder for placement of
the consultancy contract.

XVI. Consultancy by nomination (Rule 191)

The basis of selection of the consultant shall follow any of the methods given in Rule 192 to
194 as appropriate for the circumstances in each case.

XVII. Quality and Cost Based Selection (QCBS) (GFR 192)

QCBS may be used for Procurement of consultancy services, where quality of consultancy is of
prime concern.

(i) In QCBS initially the quality of technical proposals is scored as per criteria announced in
the RFP. Only those responsive proposals that have achieved at least minimum specified
qualifying score in quality of technical proposal are considered further.

Page 43 of 94
(ii) After opening and scoring, the Financial proposals of responsive technically qualified
bidders, a final combined score is arrived at by giving predefined relative weight ages for
the score of quality of the technical proposal and the score of financial proposal.

(iii) The RFP shall specify the minimum qualifying score for the quality of technical proposal
and also the relative weight ages to be given to the quality and cost (determined for each
case depending on the relative importance of quality vis-a-vis cost aspects in the
assignment, e.g. 70:30, 60:40, 50:50 etc). The proposal with the highest weighted
combined score (quality and cost) shall be selected.

(iv) The weight age of the technical parameters i.e. non- financial parameters in no case should
exceed 80 percent.

XVIII. Least Cost System (LCS) (GFR 193)

LCS is appropriate for assignments of a standard or routine nature (such as audits and
engineering design of non-complex works) where well established methodologies, practices
and standards exist. Unlike QCBS, there is no weight age for Technical score in the final
evaluation and the responsive technically qualified proposal with the lowest evaluated cost
shall be selected.

XIX. Single Source Selection/Consultancy by nomination (GFR 194)

The selection by direct negotiation/nomination, on the lines of Single Tender mode of

procurement of goods, is considered appropriate only under exceptional circumstance such as:

(i) tasks that represent a natural continuation of previous work carried out by the firm;
(ii) in case of an emergency situation, situations arising after natural disasters, situations
where timely completion of the assignment is of utmost importance; and
(iii) situations where execution of the assignment may involve use of proprietary techniques
or only one consultant has requisite expertise.
(iv) Under some special circumstances, it may become necessary to select a particular
consultant where adequate justification is available for such single-source selection in the
context of the overall interest of the Ministry or Department. Full justification for single
source selection should be recorded in the file and approval of the competent authority
obtained before resorting to such single-source selection.
(v) It shall ensure fairness and equity, and shall have a procedure in place to ensure that the
prices are reasonable and consistent with market rates for tasks of a similar nature; and
the required consultancy services are not split into smaller sized procurement.

XX. Monitoring the Contract- (GFR 195)

The Department should be involved throughout in the conduct of consultancy, preferably by

taking a task force approach and continuously monitoring the performance of the
consultant(s) so that the output of the consultancy is in line with the University objectives.
Page 44 of 94
XXI. Public competition for Design of symbols/logos (GFR 196)

Design competition should be conducted in a transparent, fair and objective manner. Wide
publicity should be given to the competition so as to ensure that the information is accessible
to all possible participants in the competition. This should include publication on the website
of University, as also the Central Public Procurement Portal. If the selection has been by a jury
of experts nominated for the purpose, the composition of the jury may also be notified.

20. OUTSOURCING OF SERVICES

(a) Outsourcing of Services (GFR 197)

"Non-Consulting Service" means any subject matter of procurement (which as distinguished

from ‘Consultancy Services’), involve physical, measurable deliverables/ outcomes , where
performance standards can be clearly identified and consistently applied, other than goods or
works, except those incidental or consequential to the service, and includes maintenance,
hiring of vehicle, outsourcing of building facilities management, security, photocopier service,
janitor, office errand services, drilling, aerial photography, satellite imagery, mapping etc.

(b) Procurement of Non-consulting Services (GFR 198)

The University may outsource certain services in the interest of economy and efficiency and it
may prescribe detailed instructions and procedures for this purpose without, however
contravening the following basic guidelines.

(c) Identification of likely contractors (GFR 199)

The University should prepare a list of likely and potential contractors on the basis of
formal or informal enquiries from other Universities and Organizations involved in similar
activities, scrutiny of 'Yellow pages', and trade, journals, if available, web site etc.

(d) Preparation of Tender enquiry (GFR 200)

Department of Vishwavidyalaya should prepare a tender enquiry containing, inter alia:-

I. The details of the work or service to be performed by the contractors;

II. The facilities and the inputs which will be provided to the contractors by the
Ministry or Department;

III. Eligibility and qualification criteria to be met by the contractor for performing the
required work / service; and

IV. The statutory and contractual obligations to be complied with by the contractor.

Page 45 of 94
(e) Invitation of Bids (GFR 201)

I. For estimated value of non-consultancy service up to Rupees ten lakhs or less: The
Department of University should scrutinize the preliminary list of likely contractors as
identified as per Rule 199 above, decide the prima facie eligible and capable contractors
and issue limited tender enquiry to them asking for their offers by a specified date and
time etc. as per standard practice. The number of the contractors so identified for issuing
limited tender enquiry should be more than three.

II. For estimated value of non-consultancy service above Rupees ten lakhs: The Department
of University should issue advertised tender enquiry asking for the offers by a specified
date and time, etc., in GeM portal or on CPP portal and website of the University.

(f) Late Bids (GFR 202)

Late bids, i.e., bids received after the specified date and time of receipt, should not be
considered.

(g) Evaluation of Bids Received (GFR 203)

Department of University should evaluate, segregate, rank the responsive bids and select the
successful bidder for placement of the contract.

(h) Procurement of Non-consulting services by nomination (GFR 204)

Should it become necessary, in an exceptional situation to procure a non-consulting service

from a specifically chosen contractor, the Competent Authority in the Vishwavidyalaya may do
so in consultation with the Financial Adviser. In such cases the detailed justification, the
circumstances leading to such procurement by choice and the special interest or purpose it
shall serve, shall form an integral part of the proposal.

(i) Monitoring the Contract (GFR 205)

The Vishwavidyalaya should be involved throughout in the conduct of the contract and
continuously monitor the performance of the contractor.

(j) Any circumstances which are not covered in Rule 198 to Rule 205 for procurement of non-
consulting services, the procuring entity may refer Rule 135 to Rule 176 pertaining to
procurement of goods and not to the procurement of consulting services.

Page 46 of 94
 Dr.Harisingh Gour Vishwavidyalaya, Sagar (M.P.)
Purchase Proposal Request Form
Appendix –I
To,

Officer – In – charge,
Store & Purchase Division,
Dr. Harisingh Gour University,
Sagar – M.P. – 470 003

Department Indent No…………………Indent Date…………………

Department………………………………Quotation Attached (Y/N)
Indenter PF No :………………………………………..
Types of Material : Purchase Order Type
Consumable Normal
Non-Consumable Repeat Order
Limited Time Asset Rate Contract

Please tick where ever-applicable Item Category………..

(Please see the next page for Detailed info. of category)

Item Details of Required Items
Sl.No. Complete Stock Held Quantity Purpose Approx Approx
Description of item on date required Unit price Total cost
(Specification (Wherever
model, catalog No.) applicable
use separate sheet
if required

Total Cost

Budget Details
Sl.No. Department Name /Project No. Budget Head Budget Amt.

Suggested Supplier
Sl. No. Name Address

1. Whether items are available in Central Stores : Y / N

2. Certified that Allocation exist for the above Amount
Indenter’s Signature
HoD Signature
Name :………………………… (Signature) (Signature)
PF No……………………………………… Email………………………………………………
Page 47 of 94
 Dr.Harisingh Gour Vishwavidyalaya, Sagar (M.P.)
Purchase Proposal Request Form
Appendix -II
Requester’s Name :……………………………..….P.F. No.:…………………………………… Project
No.:…………………………………………………………………
Purchase order type : Normal / Rate Contract / Repeat Order No…………………………
Recommended Quotation No.:………………………………Dated…………………………
Delivery Period…………………………………………..Despatch Mode…………………..
S. No. Complete Description/Specification of items required QTY Unit Total Amount
Price (Rs.)

(Consumable /Non-Consumable/LTAS)

Total Cost Rs.

Other Charges Budget
Amount Project No. Project Head Amount
1. Excise Duty……………%
2. Sales Tax / Trade tax……………%
3. Freight
4. Packing & Forwarding
5. Transit Insurance
6. Specific Condition (if any)

Project Investigator’s Signature

Approved

Signature of HoD

Payment Terms Vendor’s Address

1. 90% against delivery
2. 80% against delivery M/s ________________________________
3. 90% against delivery through SBI, University,
Sagar ________________________________
4. 100% against installation Name : ________________________________
5. …………..% advance against Bank Guarantee
6. Any other specify – detailed overleaf ________________________________

Tel.No.:…………………….

Page 48 of 94
 **PLEASE MAKE ALL ENTRIES IN CAPITAL LETTERS.**

(IN TRIPLICATE)
Dr.Harisingh Gour Vishwavidyalaya, Sagar (M.P.)
REQUISITION FORM FOR IMPORTED ITEMS THROUGH IMPORT SECTION.

Appendix –III

DEPARTMENT_______________________ REQUISITION NO______________ Date__________________

INDENTOR’S NAME ________________________ PF NO._________________TEL NO______________

SOURCE OF FUND: ------------------------------------- NAME OF DEPT__________________ budget.des___________

PROJECT NO_________________ budget des__________
MODE OF SHIPMENT____________ Co nsumable _______________________________ Non Co nsu mable_____________________________
L T A _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
PARTICULARS OF GOODS REQUESTED FOR IMPORT:

Sl. PARTICULARS/DESCRIPTION OF THE ITEMS AS Qty COUNTRY OF VALUE IN VALUE IN INDIAN RS.
No. GIVEN IN QUOTATION / INVOICE OF THE IMPORT FOREIGN
SUPPLIER ( USE CAPITAL LETTERS ) CURRENCY
QUOTATION
NO………………………………
DATE ……………………………………………………
……………..
1.
2.
3.
4.
5.

TOTAL FOB VALUE =

TOTAL CIF/ C& F VALUE =
DISCOUNT IF ANY =
FREIGHT =
INSURANCE =
OTHER DETAILS / CHARGES IF ANY =_____________
Total
SUPPLIER’S ADDRESS LOCAL AGENT’S FULL ADDRESS
(IN CAPITAL LETTERS) (IN CAPITAL LETTERS)
___________________________ ____________________
___________________________ ____________________
___________________________ ____________________

INDENTOR / HOD / PROJECT INT.

FORWARDED BY

DORD
APPROVED BY

VICE-CHANCELLOR
(Signature with date of approval)
Enclosures :-
1. Proforma invoice (three copies)valid for 60 days
2. List of goods (6 copies)
3. end use certificate, NMLC, Proprietary Certificate
4. Check list duly
Page 49 of 94
 Dr.Harisingh Gour Vishwavidyalaya, Sagar (M.P.)
STORE & PURCHASE SECTION
SUPPLIER REGISTRATION FORM
Appendix -IV
Firm’s Name :__________________________________

Owner’s Name :__________________________________

Full Postal Address :1._________________________________

______________PIN__________________

2.__________________________________

______________PIN__________________

E-mail address :___________________________________

Website address :___________________________________

Contact Person’s Name :________________________________

Contact No. : Phone No.:________ Mobile No._______

: Fax No._________ City_____ State ____

GST Registration No. :.__________________________________

(Enclosed Copy)

PAN :___________________________________
(Enclosed Copy)

Shop Act Registration No. :___________________________________

(Enclosed Copy)

Excise Registration No. :__________________________________

(Enclosed Copy)

Current Bank Account No. :_____________________________

(Statement of last twelve months should be enclosed)

Manufacturer or supplier :_________________________________

(In case of supplier please enclose authorization of your Principal)
List of the organizations to whom the materials have been supplied

Items(s) name you want to supply : Major category

Computer Furniture Chemical Glassware Electronic Liveries Medicines

Scientific Equipment, Stationery etc______________________________

SIGNATURE WITH SEAL

Note : supplier must print GST Registration No. on their Letter Head / Bill / Quotations

Page 50 of 94
 Dr.Harisingh Gour Vishwavidyalaya, Sagar (M.P.)
STORE & PURCHASE SECTION
RENEWAL REGISTRATION FORM
Appendix -V
Firm’s Name :__________________________________
Owner’s Name :__________________________________
Full Postal Address :1._________________________________
_________________PIN_______________
E-mail address :___________________________________
Website address :___________________________________

Contact Person’s Name :___________________________________

Contact No. : Phone No.:________ Mobile No._______

: Fax No._________City______State ____

GST Registration No. :__________________________________

(Enclosed Copy)

PAN :_________________________________
(Enclosed Copy)

Shop Act Registration No. :__________________________________

(Enclosed Copy)

Current Bank Account No. :__________________________________

Manufacturer or supplier :__________________________________

(In case of supplier please enclose authorization of your Principal)
List of the organizations to whom the materials have been supplied
Items(s) name you want to supply : Major category
Computer Furniture Chemical Glassware Electronic Liveries Medicines
Scientific Equipment, Stationery etc_______________________________

SIGNATURE WITH SEAL

Note : supplier must print GST Registration No. on their Letter Head / Bill / Quotations

Page 51 of 94
 Dr.Harisingh Gour Vishwavidyalaya, Sagar (M.P.)
PROPRIETARY CERTIFICATE FORM
Appendix-VI

I hereby certify to the best of my knowledge and belief that the stores indented for are
of proprietary dealers being M/s…………………………………………………………………
………………………………………………………………………………………………………………………………………………
………………………………………………………………………………………………………………………………………………
And the requirement of the department will not be met by any substitute stores due to
the following reasons :
1……………………………………………………………………

2……………………………………………………………………
This is against purchase indent No………………………………..
Dated……………………………………………………………….

INDENTER SIGNATURE
Head of the Department Signatures
With Office seal

Date :

Page 52 of 94
 Dr.Harisingh Gour Vishwavidyalaya, Sagar (M.P.)
Appendix-VII
Certificate for claiming Central Excise Duty Exemption as per notification No.10/97-CE
dated 01.03.1997
Date:
The Dr. Harisingh Gour Vishwavidyalaya, Sagar( M.P.) is exempted from payment of Central Excise Duty in
terms of Notification No. ……………………………………………….and valid from …………… to…………., issued by the
………………………………
01. Name of the Institution Dr. Harisingh Gour Vishwavidyalaya,
(Issuing Organization) Sagar (M.P.)
02. Registration with Dept. of Scientific & Industrial Research.(Govt.of
India)
03. Name of the Manufacturer to
whom the certificate is issued
04 Quotation No. or Invoice No. and date of the Manufacturer
05. University’s Purchase Order No. & Date
06. Brief description of the items /Goods
07. Value of items on which Central Excise Duty exemption is being
claimed
08. Amount of Central Excise Duty exemption claimed

Certified that the purchase of the above goods for which full Central Excise Duty Exemption is claimed is
required for research purpose only by this University and this University is not engaged in any commercial activity.
Also certified that the university is registered with the …………………………………

Registrar

Page 53 of 94
 Dr.Harisingh Gour Vishwavidyalaya, Sagar (M.P.)
Appendix-VIII
ESSENTIALITY CERTIFICATE FOR CLAIMING CUSTOMS DUTY EXEMPTION IN RESPECT OF GOODS IMPORTED
BY PUBLIC FUNDED RESEARCH INSTITUTION FOR RESEARCH PURPOSE ONLY IN ACCORDANCE WITH THE
GOVERNMENT OF NOTIFICATION.51/96-Cus. Dt.23.7.1996
The Dr. Harisingh Gour Vishwavidyalaya, Sagar (M.P.) is exempted from payment of Central Excise
Duty in terms of Notification No ……………… and valid from ……………… to …………, issued by the
Ministry of ……………………….
01 Name of the Institution Dr. Harisingh Gour Vishwavidyalaya, Sagar
(Issuing Organization) (M.P.)
02 Registration with
03. Name of the foreign manufacturer /
supplier
04. a) Quotation No. or Invoice No. and date
of the foreign manufacturer / supplier
b) Invoice Amount
c) Airway Bill No. and date
05. University’s Purchase Order No. Date
06. Brief description of the items/ goods
07. Amount of Customs Duty payable after
claiming the exemption to the extent
Available.
Certified that the purchase of the above goods for which full Central Excise Duty Exemption is
claimed is required for research purpose only by this University and this University is not engaged
in any commercial activity. Also certified that the university is registered with the
……………………………………………………………

Registrar

Page 54 of 94
 Appendix–IX

PERFORMANCE BANK GUARANTEE

1
WHEREAS M/s ………………, having its registered office at ………………………………………
hereinafter called the Distributor in India for …………………………………, herein after called
“The supplier” for the supply of ………., in consideration of the Dr.Harisingh Gour
Vishwavidyalaya, Sagar (M.P.) India (hereinafter called “DHSGV”) P.O.No
DHSGV/……….dated………... placed an order for the due fulfillment by the said supplier of
the terms and conditions in the purchase order, on production of a Bank Guarantee for
Rs……….(Rupees …………….only). We ……….. Bank, (herein after referred to as “the Bank”)
at the request of supplier do hereby undertake to pay to the DHSGV an amount not
exceeding to Rs………… (Rupees……………………….. only).

2 We …………Bank do hereby undertake to pay DHSGV, the amounts due and payable
under this guarantee without any demur, merely on a demand from DHSGV stating that
the amount claimed is required to meet the recoveries due or likely to be due from the
said supplier. 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………. (Rupees
………………… only)
3 We undertake to pay to the DHSGV any money so demanded notwithstanding any
dispute or disputes raised by the supplier in any suit or proceeding pending before any
court or Tribunal relating thereto, our liability under this present being absolute and
unequivocal. The payment so made by us under this bond shall be valid and discharge of
our liability for payment there under and the Supplier shall have no claim against us for
making such payment.

4 We the …………Bank further agree that the guarantee herein contained shall remain in
full force and affect during the period that would be taken for the performance of the
said Agreement and that it shall continue to be enforceable till all the dues of the DHSGV
under or by virtue of the said Agreement have been fully paid and its claims satisfied or
discharged or till Registrar on behalf of the DHSGV certified that the terms and
conditions of the said Agreement have been fully and properly carried out by the said
…………and accordingly discharges this guarantee.

5 We, the ………….. Bank further agree that the DHSGV shall have the fullest liberty without
our consent and without affecting in any manner our obligations here under to vary any
of the terms and conditions of the said Purchase Order or to extend the time of
performance by the said contractor from time to time or to postpone for any time or
from time to time any of the powers exercisable by the DHSGV against the said supplier
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 being granted to the said supplier or for any forbearance act or
omission on the part of the DHSGV or any indulgence by the DHSGV to the said supplier
or by any such matter or thing whatsoever which under the law relating to sureties
would but for this provision have effect of so relieving us.
6 This guarantee will not be discharged due to change in the constitution of the bank or
the supplier.
7 We, the ………….. Bank lastly undertakes not to revoke this guarantee except with the
previous consent of the DHSGV in writing.
8 This guarantee shall be valid up to …………………… unless extended on demand by DHSGV
Not withstanding anything mentioned above, our liability against this guarantee is
restricted to Rs………/- (Rupees ……………… only). Not with standing anything contained
Page 55 of 94
 herein
a Our liability under this bank guarantee shall not exceed Rs………../- (Rupees
……………………….. only)
b Bank guarantee shall be valid up to ………………………..
c We are liable to pay the guaranteed amount or part thereof under this bank guarantee
only and only if you serve upon us a written claim or demand on or before
……………………..

Dated:
Signature & Seal of the Bank

Note: The above format contains specific clauses and expressions. These clauses and
expressions can vary depending upon the nature / type of agreement and situation.
Basic aspect to be kept in mind is that interest of DHSGV is fully protected.

Page 56 of 94
 Appendix–X
Proforma of Agreement
to be entered into with foreign manufacturer / supplier for purchases directly made
from the foreign manufacturer / supplier
Contract for supply of*……………………………………...
Vide Quotation Ref:
An agreement made on this ……… day of ……………… between the Dr.Harisingh Gour
Vishwavidyalaya, Sagar (M.P.) India (hereinafter called the “DHSGV”) and M/s.
……………………………… hereinafter called the “foreign manufacturer/ supplier”), which
expression shall, wherever the context so admits or implies include the representatives,
executives, administrators, successors or assigns of the ONE part, and the University’s
Authorised Officers, successors or assigns of the OTHER part.
WHEREAS the University is desirous of purchasing and installing * ………………
at the premises of the University as per the technical specifications mentioned in the P.O.
No………………………. Date ………………… for the sum of ……………... (FOB price) subject to the
conditions herein set forth.
Now these present witness and the parties hereto hereby agreed as follows:

1 That the supply would be made against a consideration of the sum of ***……………… to be
paid by the University to the foreign manufacturer / supplier through****………………….
Freight, insurance, handling and documentation as per the terms agreed upon in the
Purchase Order. The foreign manufacturer / supplier shall execute the supply of
equipment and complete the Purchase Order in a thorough and workmanlike manner
…………………………… …………
* Name of the machinery / instrument / parts / appliances / things.
** Name of the School / Department *** FOB price
**** Mention the mode of payment, such as LOC, Demand Draft, and Telegraphic (Wire)
Transfer. Also make a mention (as pr the situation) whether 90% would be released on
proof of payment and balance 10% on actual delivery / installation / commissioning.
2 The foreign manufacturer / supplier is required to submit a bank guarantee bond of
`………….to be retained by the University and which can be released by the University after
the warranty period of ……year(s) is over. If the supplier does not provide a bank
guarantee, then 10% of FOB cost would be retained by the University till the warranty of
…..year(s) is over.
3 That the foreign manufacturer / supplier shall be responsible for the adequacy, strength
and accuracy of all the system (machinery, equipment, parts, appliances and things)
supplied by the foreign manufacturer/ supplier for the purpose of the contract, as per the
specifications claimed by the foreign manufacturer / supplier in their published catalogue
/ quotation
4 That the foreign manufacturer / supplier shall arrange to deliver the whole of the
machinery / equipment / parts / appliances / things as specified in the said specifications
/ quotation / purchase order, to the nearest port and the University shall make
arrangements for taking delivery, clearance, transport and placing of all the equipment
etc. so received at the site of installation.
5 That the University shall obtain pre-installation requirements from the foreign
manufacturer / supplier and complete all necessary requirements at its own cost before
the commencement of installation by the foreign manufacturer /supplier
6 That the foreign manufacturer / supplier shall send a factory-trained engineer to
install the machinery / equipment free of charge at a mutually convenient time
after confirmation of safe arrival of the equipment at the University premises. The
Page 57 of 94
 foreign manufacturer / supplier shall bear the travel, living and other cost of the
engineer / labour.
7 That on installation, the site engineer shall arrange with the University to have a
test run of the machinery / equipment / part as per the specifications given in the
published catalogue / date sheet / quotation.
8 That after the installation and satisfactory testing of the System (machinery /
equipment / parts etc.) the University shall, if satisfied with the performance of
the system as expected from the specifications, shall grant and deliver a certificate
in duplicate that the machinery / equipment is in working order to the satisfaction
and that the same is in conformity with the specifications. One of the duplicate
certificates shall be given to the supplier. Such delivery and handing over shall
amount to and be considered as handing over and the delivery to the University
within the meaning of this contract.
9 That during a period of twelve months from the date of installation and handing
over the system (machinery, equipment, part etc.) to the University or fifteen
months from the date of shipment whichever is earlier, if there shall be found any
defect in the system either due to faulty workmanship or due to bad materials, the
same shall be rectified or replaced by the foreign manufacturer / supplier s at
their own cost.
10 That the foreign manufacturers shall pay the University 1% of the total cost of the
system per week of delay in delivering the System and in no case shall exceed 5%
of the total cost. Liquidated Damages will not be applicable where the cause of
delay is not attributable to the foreign manufacturer / supplier.
11 That any dispute arising out of this contract shall be referred to the University,
and if either of the parties hereto is dissatisfied with the decision, the dispute shall
be referred to the decision of the Arbitrator, who should be acceptable to both the
parties, to be appointed by the Vice- Chancellor of the University. The decision of
such Arbitrator shall be final and binding on both the parties
12 All disputes are to be settled within the jurisdiction of Sagar (M.P.) courts.

In witness whereof the parties have here to set their hands this day and this year
above written.

In the presence of
1
2
Signed on behalf of the Manufacturers

In the presence of:

1

Registrar
Dr. Harisingh Gour Vishwavidyalaya, Sagar( M.P.)

Page 58 of 94
 Appendix–XI
Proforma of Agreement
to be entered into with Indian Representative of foreign manufacturer / supplier for
purchases made through Indian Representative
Contract for supply of *………………………………………….
By …………………………………………………………………

Vide Quotation Ref: ………………………Date………………

An agreement made on this ………. day of ……………. between the Dr.Harisingh Gour
Vishwavidyalaya, Sagar (M.P.) , India (hereinafter called the “University”) and M/s.
…………………..(hereinafter called the “Representatives”) representing their
principals……………….. (hereinafter called the “foreign manufacturers” or “foreign supplier” as
the case may be), which expression shall, over the context so admits or implies include the
representatives, executives, administrators, successors or assigns of the ONE part, and the
University’s Authorized Officers, successors or assigns of the OTHER part.
WHEREAS the University is desirous of purchasing and installing** ………………….. at the
premises of the University as per the technical specifications mentioned in the data sheet
enclosed to the Purchase Order No…………………………...………, Date ………………. for the sum of
……………….. (FOB price) subject to the conditions herein set forth.
Now these present witness and the parties hereto hereby agree as follows:
1 That the supply would be made against a consideration of the sum of `………………….. to be paid
by the University to the foreign manufacturers supplier, through***…………………….. Freight,
insurance, packing, handling and documentation as per the terms agreed in the Purchase
Order. The supplier shall execute and complete the Purchase Order in a thorough and
workman like manner.
___________________________________________________
* Name of the instrument or equipment or part or article or goods.
** FOB price
*** Mention the mode of payment such as LoC, Demand Draft, and Telegraphic (Wire)
Transfer.
Also make a mention (as per the situation) whether 90% would be released on proof of
shipment and balance 10% on satisfactory installation and acceptance.
2 The representative is required to submit a bank guarantee bond of `………….to be retained by
the University and which can be released by the University after the warranty period of
……years is over. If the representative does not provide a bank guarantee, then 10% of FOB
price would be retained by the University till the warranty period of …..Year (s) is over.
3 That the Representatives shall be responsible for the adequacy, strength and accuracy of all
the Systems (machinery, equipment, parts, appliances and things) supplied by the foreign
manufacturer / supplier for the purpose of the contract, as per the specifications claimed by
the foreign manufacturer / supplier in their published catalogues / quotation.
4 The representative shall arrange to deliver the whole of the machinery / equipment / parts /
appliances / things as specified in the said specifications / quotation / purchase order, to the
nearest port (viz …………****) and the University shall make arrangements for taking delivery,
clearance, transport and placing of all the equipment so received at the site of installation.
5 The University shall obtain pre-installation requirement from the foreign manufacturer /
supplier and its Indian representative and complete all necessary requirements at its own
cost before commencement of the installer by the supplier.
6 That the Indian representative shall send a factory-trained engineer to install the equipment
free of charge at a mutually convenient time after confirmation of safe arrival of the
Page 59 of 94
 equipment at the University premises. The Indian representative shall bear the travel, living
and other cost of the Engineers / Labour...
7 That the representatives shall be responsible for and shall pay all expenses of every kind of
injury etc. caused by any accident to all persons employed by him or on his behalf during the
course of installation and commissioning of the system supplied by the principal.
8 That on installation, the representative shall arrange with the University to have test run of
the machinery / equipment /part as per the specifications given in the published catalogue /
data sheet / quotation.
9 That after the installation and satisfactory testing of the System (machinery, equipment, parts
etc.) the University, if satisfied with the performance of the system as expected from the
specifications shall grant and deliver a certificate in duplicate that the equipment is in
working order to the satisfaction and that the same is in conformity with the specifications.
One of the duplicate certificates shall be given to the supplier. Such deliver and handing over
shall amount to and be considered as handing over and the delivery to the University within
the meaning of this contract
10 That during a period of twelve months from the date of installation and handing over the
system to the University or fifteen months from the date of shipment whichever is earlier, if
there shall be found any defect in the system either due to faulty workmanship or due to bad
materials, the same shall be rectified or replaced by the foreign manufacturer/ supplier
through their representatives at their own cost.
11 No agency commission will be payable to the Indian representative
12 That the foreign manufacturer / supplier or his Indian representative shall pay to the
University @ 1% of the total cost of the system per week of delay in delivery of the system
which in no case shall exceed 5% of the total cost. Liquidated Damages will not be applicable
where the cause of delay is not attributable to the foreign manufacturer / supplier /
representative
13 That any dispute arising out of this contract shall be referred to the University, and if either of
the parties hereto is dissatisfied with the decision, the dispute shall be referred to the
decision of an Arbitrator, who should be acceptable to both the parties, to be appointed by the
Vice-chancellor of the University. The decision of such Arbitrator shall be final and binding on
both the parties.
14 All disputes are to be settled within the jurisdiction of Sagar (M.P.) courts
In witness whereof the parties have here to set their hands day and year above written

In the presence of
1.
2.
Signed on behalf of the representatives iIn the presence of
1.
2.
Signed on behalf of the University

……………………………………………………………

**** Mention name of the sea port or air port

Page 60 of 94
 Appendix–XII
PAYMENT OF GST
DECLERATIONS TO BE OBTAINED FROM THE SERVICE PROVIDER

Note: Whenever and wherever it is found that any Service Provider has included the element of GST in h
then a declaration containing under mentioned clauses (i) may be included in the service order to be
separately be obtained from him or (iii) may be included as a distinct item in the ‘terms & conditions’. Thi
submitted by the Service Provider to University) is required to be enclosed to each bill raised by the Servi
submitted to F&A for payment.

Clauses of declaration
1 Certified that we are not covered by general exemption(s) contained in any of GST
Notifications.
2 Certified that we are registered with the GST Department as a Service Provider and our GST
Registration No. is ……………………….

3 Certified that we are filing our GST returns with …………………………

Signature of the Service Provider

Page 61 of 94
 Appendix–XIII

Check-list for procurement contracts (purchases, works, and services).

(Drafted duly taking guidance from Central Vigilance Commission Circular No.21105/06
Date 01.05.2006)
I Pre-Award Stage:
1 Financial and Technical sanction of competent authority should be available
2 a Adequate and wide publicity is given
b Advertisement and tender documents are posted on University website and
tender documents are made available for downloading by making a specific
mention in the Notice itself (precautions and conditions governing the down
loading are required to be highlighted in the Notice itself).
c However, if on account of any specific and valid reason down loading is not
considered allowable, then specific mention about such a prohibition is required
to be made in the Notice itself.

3 Convenient and sufficient tender or quotation receiving / opening time is given

and address of the tender receiving officials / tender box location are properly
notified
4 In the case of limited tender, panel of contractors / suppliers is prepared In a
transparent manner clearly publishing the eligibility criteria. The panel is
updated regularly
5 Pre-qualification criteria are properly defined / notified
6 It is to be ensured that the short listed firms / consultants fulfill the eligibility
criteria during valuation. There is no deviation from notified criteria
7 Experience and past performance certificates submitted by the contractors /
suppliers are required to be verified
8 Representatives of the bidders may be invited and allowed while opening the
quotations /Tenders / bids (preferably where contract value or purchase value
exceeds Rs.10 Lakh) (pl. refer Para 4.1)
9 Corrections / omissions/ additions etc, in price bid are property numbered and
attested and accounted page –wise. Tender summary note, tender opening
register is scrupulously maintained,
10 Conditions having financial implications are not altered after opening of the price
bids.
11 In case of consultancy contracts (a) upper ceiling limit is fixed for Consultancy fee
and (b) separate rates for repetitive works are fixed
12 Liquidated damage clause is included in the purchase order, more particularly
when escalation has been agreed upon by MANUU
II Post-award stage:
A General
1 It is required to be ensured that Agreement is in complete shape with all relevant
papers such as Pre-bid conference minutes, etc.
2 Agreement with page-numbers, signed and sealed properly
3 .Bank Guarantee is verified from issuing bank.
4 Insurance policies, labor license, performance guarantee are obtained as per
contract and requirement.
5 It is required to be ensured that technical personnel are deployed as per contract
/ agreement.
Page 62 of 94
 6 Plant and equipment are supplied / deployed as per purchase order / contract.
7 Action for Levy of liquidated damages is initiated in case of delay / default.
B Payments to contractors / suppliers
1 Price escalation, if any, is paid only as per contract / purchase order / agreement
2 Retention Money / Security Deposit is deducted as per contract
3 Recovery of any type of advance (such as advance payment, mobilization advance
and equipment advance etc.) is made as per the provisions in the work order /
purchase order / contract
4 Recovery of taxes such as Income-Tax, Works Contract Tax, VAT, SERVICE TAX
etc., is made as per the prescribed rates and as provided in the work order /
contract
5 Glaring deviations are supported with adequate justification and are not
advantageous to the contractor / supplier.
6 Declarations (as prescribed in Annexure 9 and 10 are obtained wherever Service
Tax and VAT have been claimed in the bills
C Site Record
1 Proper system of recording and compliance of the instructions issued to the
contractors / suppliers is maintained.
2 Proper record of hindrances is maintained for the purpose of timely removal of
the hindrance and action for levy of liquidated damages
3 Mandatory tests are carried out as per the frequency prescribed in the
agreement.

Page 63 of 94
 Appendix XIV
Movement of the Files
S.No. Nature of Movement of Files
Purchase/
Payment
1. Purchase under For Purchase of goods from HOD/ Dean/ Director /Section Head/PIs
GFR-154 of projects with record of budget head and balance amount
( up to Rs. 25000)
To
Director (R&D) for research projects
Finance Section, in other cases
for recording of Budget provision & entry of proposed
expenditure & Sanction
To
Registrar for approval
To
Internal Audit Cell
for checking the stock entry of the items and procedure of
purchase & passing the payment
To
Finance Section

for payment

Note: 1.The purchase should be within the allocated budget

of the Department/ Section
2. Files related to the payment which are not covered under
allocated budget and the special issues will first move to
the Registrar/ Vice –Chancellor for approval and after that
the file will move as the process mentioned above

2. Purchase under For purchase of goods from HOD/ Dean/ Director /Section
GFR-155 Head/ PIs of projects with proposed purchase committee
( up to
Rs.250000) To
The Registrar/ Dean/ Director
For approval of Purchase Committee as well as the proposed
purchase
To
Director, R&D (for research projects)

Finance Section (other cases)

for recording of Budget provision & entry of proposed

expenditure
To
Concerning Department/ Section
For Purchase after approval
To
Internal Audit Cell
For checking the stock entry of the item and procedure of
purchase & passing bill for payment
Page 64 of 94
 To
Finance Section

For payment

Note: 1. The purchase should be within the allocated budget

of the Department/ Section
2. Files related to the payment which are not covered under
allocated budget and the special issues will first move to
the Registrar/ Vice –Chancellor for approval and after that
the file will move as the process mentioned above
3. Purchase ( above For purchase of goods from HOD/ Dean/ Director /Section
Rs.250000) Head of purchase proposal with proposed purchase committee
To
Director, R&D (research projects)
Finance Section (other cases)
For recording of Budget provision & entry of proposed
expenditure
To
The Registrar/ The Vice- Chancellor( as per the financial
powers)
For approval of Purchase proposal

To
Store & Purchase Department
For information to concerning department & completion of
purchase process and supply of goods/ items to concerning
department and process for payment
To
Internal Audit Cell
For checking the stock entry of the item and procedure of
purchase & passing the bills for payment
To
Finance Section

Note: 1. The purchase should be within the allocated budget of

the Department/ Section

2. Files related to the payment which are not covered under

allocated budget and the special issues will first move to
the Registrar/ Vice –Chancellor for approval and after that
the file will move as the process mentioned above
4. Other Files
i. GPF Advance/ Applications will be received in Finance section
Telephone bills/ To
Light bills Registrar/ Vice Chancellor
for approval of payment
To
Internal Audit Cell
For checking the procedure of payment & passing the bills for
payment
Page 65 of 94
 To
Finance Section
For payment
Note: Files related to the payment which are not covered
under allocated budget and the special issues will first
move to the Registrar/ Vice –Chancellor for approval and
after that the file will move as the process mentioned above
ii. Final payment of Applications will be received in concerning Department/
GPF & other Section and after processing from Department/ Section, the files
Retirement will move
benefits/Childre To
n Education The Registrar/ Vice- Chancellor for administrative approval
Allowance/ LTC/ as per the financial powers
Medical To
Reimbursement Internal Audit Cell
For checking the procedure of payment & passing the bills for
payment
To
Finance Section
For payment
Note : Files related to the payment which are not covered
under allocated budget and the special issues will first
move to the Registrar/ Vice –Chancellor for approval and
after that the file will move as the process mentioned above
iii. Scholarship Applications will be received in the Scholarship Section/ R & D/
DOSA Office and after processing from the concerned office,
the files will move
To
Registrar/ Vice Chancellor
for approval
To
Internal Audit Cell
For checking the claim & passing the bills for payment
To
Finance Section
For payment
Note: Files related to the payment which are not covered
under allocated budget and the special issues will first
move to the Registrar/ Vice –Chancellor for approval and
after that the file will move as the process mentioned above
iv. Examination Bills related to Examination Section will be received in the office
of the COE
To
Finance Section
For recording of expenditure as per budget
To

Internal Audit Cell

For checking the claim / bills & passing the bills for payment
To
Registrar/ Vice- Chancellor
Page 66 of 94
 for approval as per the financial powers
To
Finance Section
For payment
Note: Files related to the payment which are not covered
under allocated budget and the special issues will first
move to the Registrar/ Vice –Chancellor for approval and
after that the file will move as the process mentioned above

v. Construction / Bills related to Construction/ Repair & Maintenance will be

Repair & received in the UE Office and after processing from the UE
Maintenance Office the files will be moved
To
Finance Section
For recording of expenditure as per budget
To
Registrar/ Vice- Chancellor
for approval as per the financial powers
To
Internal Audit Cell
For checking the payment & passing the bills for payment
To
Finance Section
For payment
Note: Files related to the payment which are not covered
under allocated budget and the special issues will
first move to the Registrar/ Vice –Chancellor for
approval and after that the file will move as the
process mentioned above

vi. Files related to From concerned Department, the employee will move the
TA/DA file with the approval of Journey by Head/ Dean/ Section
Head
To
Registrar/ Vice- Chancellor
for approval as per the financial powers
To
Internal Audit Cell
For checking the claim & passing the bills for payment
To
Finance Section
For payment
Note: Files related to the payment which are not covered
under allocated budget and the special issues will
first move to the Registrar/ Vice –Chancellor for
approval and after that the file will move as the
process mentioned above

Page 67 of 94
vii. Files related to From Account Section
Salary/ arrears of After receiving pay data from different departments and
salary/ calculation of arrears from concerning section
Remuneration / To
Honorarium Registrar and Vice- Chancellor
For approval of payment
To
Internal Audit Cell
For checking the payment & passing the bills for payment
To
Finance Section
For payment
Note: Files related to the payment which are not covered
under allocated budget and the special issues will first
move to the Registrar/ Vice –Chancellor for approval and
after that the file will move as the process mentioned above
viii. Files related to From concerned employee with the due forwarding of Head/
adjustment of Dean or Section In-charge
advance To
Account Section
For processing of the file

To
Internal Audit Cell
For checking the expenditure & passing the bills for
adjustment/ payment
To
Finance Section
For adjustment & payment
Note : Files related to the special issues will first move to
the Registrar/ Vice –Chancellor for approval and after that
the file will move as the process mentioned above
ix TA of Expert/ From Concerned Department by Head/ Dean/ Section Head/
Member of COE
Council/ TO
Committee/ Internal Audit (for pre audit)
Examiner For checking the claim & passing the bills
TO
Registrar/ Vice Chancellor
for approval as per financial powers
To
Finance Section
for Payment
Note: 1. Approval of journey should be attached
3. Approval for journey by other than Air India

Page 68 of 94
 Doctor HarisinghGour Vishwavidyalaya, Sagar (M.P.) 470 003
(A Central University)
(Established under The Central Universities Act 2009

Phone No 07582 265808,

FAX No.07582 265228
Appendix XV
TENDER NO:DHSGSU/Dept. /SP/year/Number Date:
NOTICE INVITING TENDER FOR PURCHASE OF
FURNITURE/EQUIPMENT/ SERVICE

TABLE OF CONTENTS
S.NO. DESCRIPTION PAGE NO.
01 ABOUT THE VISHWAVIDYALAYA
02 BRIEF OF TENDER
03 CRITICAL DATES OF TENDER
04 PROCEDURE FOR SUBMITTING BIDS
05 TECHNICAL QUALIFICATION CRITERIA

06 TECHNICAL BID
07 PRICE BID
08 ANNEXURE – I (TECHNICAL SPECIFICATION)
09 ANNEXURE – II (GENERAL TERMS AND CONDITIONS)
10 ANNEXURE – III ( UNDERTAKING )
11 ANNEXURE – IV (NO NEAR RELATIVE CERTIFICATE/ DECLARATION)
12 ANNEXURE – V ( PROFORMA OF BANK GUARANTEE FOR BID SECURITY)
ANNEXURE –VI ( PROFORMA OF BANK GUARANTEE FOR PERFORMANCE
13 SECURITY)
14 ANNEXURE –VII ( DRAFT AGREEMENT FORMAT)
15 ANNEXURE – VIII (BIDDER’S WARRANTY)
16 ANNEXURE – IX (INSTRUCTIONS FOR ONLINE BID SUBMISSION)
17 ANNEXURE – X (EXEMPTION/ RELAXATION CLAIM FORM)
18 ANNEXURE - XI ( SIMILAR WORK CERTIFICATE/DECLARATION)

Page 69 of 94
 ABOUT THE VISHWAVIDYALAYA: Doctor HarisinghGour Vishwavidyalaya Sagar (A Central
University), formerly University of Saugor, was established on 18th July 1946 by Dr. Sir Hari
Singh Gour (founder VC) by his lifetime saving. The University is situated 5 Km. east of Sagar city
and its campus covers an area of 1312.89 acres over Pathatiya Hills connected to the Vindhya
Range, surrounded by lush green forest (about 100 acres) within its campus and has effectively
contributed to the maintenance and preservation of ecosystem and its biodiversity. It is one of
the finest picturesque campuses in India. The NAAC appointed by UGC has awarded 'A' Grade re-
accreditation to this University. This University is declared as a Central University w.e.f. 15th Jan
2009. The University is developing in a congenial peaceful disciplined and enthusiastic
atmosphere.

BRIEF OF TENDER:
Quantity Cost of Estimated cost EMD
Tender of Equipment in Rs.
Work Description Document in Rs.

TENDER FOR PURCHASE OF --------- Nil

---------------------------

The Tender Document can be downloaded from website of the Vishwavidyalaya

http://www.dhsgsu.ac.in and CPPP site http://eprocure.gov.in/eprocure/app.

Tenders are invited under two-bid system, through online mode only, from established, reputed
and experienced manufacturers or their authorized representatives, agents/
distributors/wholesalers on behalf of Dr. Harisingh Gour Vishwavidyalaya, Sagar (M.P.), for
TENDER FOR PURCHASE OF --------------------------------------------------------------------------------------

Tender should be submitted on or before stipulated date as mentioned in the tender document
through online mode only. Manual bids shall not be accepted.

Registrar,
Dr. Harisingh Gour Vishwavidyalaya, Sagar(M.P.)

Page 70 of 94
CRITICAL DATES OF TENDER:
S. No. Particulars Date Time
01 Date & Time of Online Publication/Download of Tender
02 Date & Time pf Pre- bid Meeting
03 Bid Submission Start Date & Time
04 Bid Submission End Date & Time
Date & Time of EMD submission in original to the
05 Vishwavidyalaya
07 Technical Bid Opening Date

1. The bidder must read the prescribed terms & conditions and accept the same to proceed
further to submit the bids.

2. After downloading / getting the tender schedules, the Bidder should go through them
carefully and then submit the documents as asked/required, otherwise, the bid will be
rejected.

3. Submission of tender document confirms that bidder has unconditionally accepted all terms
and conditions stipulated in the tender document.

4. The bidder has to submit the tender document well in advance before the prescribed time to
avoid any delay or problem during the submission process.

5. In case the date of opening of tenders declared is a holiday or off day, the tenders shall be
opened on the next working day at given time.

Registrar,
Dr.HarisinghGour Vishwavidyalaya, Sagar (M.P.)

Page 71 of 94
1) PROCEDURE FOR SUBMITTING BIDS
i) Bids shall be submitted online only at CPPP website: http://eprocure.gov.in/eprocure/app.
Tenderers are advised to follow the instructions “Instructions for Online Bid Submission”
provided in Annexure- IX for online submission of bids.

ii) Tenders will have to be submitted in TWO PARTS i.e. (a) Technical Bid and (b) Financial Bid
through ONLINE mode only.

iii) EMD in original should be sent to the address as mentioned below in an envelope, duly super scribed as
EMD along with Tender No.:

TENDER FOR SUPPLY & INSTALLATION OF EQUIPMENT

EMD
TENDER NO. Dated:-

To
The Head,
Department of ---------------------------------
Dr.Harisingh Gour Vishwavidyalaya Sagar
(A Central University)
Sagar- 470003
Madhya Pradesh
From:- M/s........................
Contact No:.......................
E-mail ID:..........................

Page 72 of 94
2) TECHNICAL QUALIFICATION CRITERIA

i) The average annual turnover of the tenderer during the last three financial years (FY ----------------
----------------) should not be less than estimated cost of the equipment. Audited statement
showing turnover should be attached.

ii) The bidder must have successfully completed 01 similar work having contract value equal to
80% or more of estimated cost during last three years. The completion certificates of such
order(s) are required to be submitted.

iii) Earnest Money Deposit (EMD) should be submitted in form of Demand Draft/FDR or PBG in
favour of the Registrar, Dr Harisingh Gour Vishwavidyalaya Sagar. EMD should be sent by
Speed/ Registered post only. EMD of unsuccessful bidders will be refunded after finalisation
of the tender. No interest shall be payable on EMD. EMD may be deposited through NEFT/RTGS
to following detail (UTR No. Should be submitted in hard copy):

Name: The Registrar, Dr. Harisingh Gour Vishwavidyalaya, Sagar

Name of Bank: State Bank of India
Account No.: 10186725260
IFCS code: SBIN0001143
Branch: University Campus Sagar (M.P.)

iv) The firm must submit an Undertaking on its letter head that they have not been blacklisted by
any State Government/Central Govt./PSU Department/ Other Organization; not convicted by
court of law; accepted all terms and conditions of the tender document.

v) No Near Relative Certificate/ Declaration should be submitted as given in Annexure – IV.

vi) Copy of authorization Letter should be uploaded.

vii) Bidder’s Warranty should be uploaded (Annexure – VIII)

viii) Exemption/ Relaxation Claim (Annexure – X) along with requisite documents.

ix) Technical Specification sheet as per Annexure I.

3) TECHNICAL BID
The Technical bid should be submitted online having following documents in PDF format:
i) Signed and scanned copy of average annual turnover.
ii) Signed and scanned copy of successfully completed similar work certificate.
iii) Signed and scanned copy of EMD.
iv) Signed scanned copy of Undertaking Annexure- III.
v) Signed and scanned No Near Relative Certificate/ Declaration Annexure - IV.
Page 73 of 94
 vi) Signed and scanned copy of authorization letter to submit the bid.
vii) Signed and scanned copy of Bidder’s Warranty Annexure – VIII.
viii) Signed and scanned copy of Exemption/ Relaxation Form (Annexure – X) along with
requisite documents, if exemption/ relaxation claimed.
ix) Signed and scanned copy of Technical specification sheet (Annexure –I).

Bidders registered as MSEs will be allowed exemption in EMD, as per Rule 170 of GFR 2017 and
relaxation in respect of prior turnover and prior experience up 50% shall be granted to bidders
registered as Startups, as per Rule 173(1) of GFR 2017. Exemption and/ or relaxation can be
claimed by submitting copy of certificate/ license/ any other document as per the rules/norms.

4) PRICE BID
i) The Price bid should be submitted online in downloaded format.

ii) The price bids of only those firms will be opened who are found technically qualified after
evaluation technical bids, based on the documents & information submitted by the tenderer.

iii) The quoted rates should be inclusive of all taxes, loading, unloading, transportation and
installation charges etc.

iv) Unit Price can be quoted in INR only.

v) The Vishwavidyalaya will provide DSIR certificate on demand to bidder.

Page 74 of 94
 ANNEXURE-I
TECHNICAL SPECIFICATIONS

Name of Equipment:
SN.O Description Specification Offer made by Tenderer
(Yes/No/ Better)
1

3 Estimated cost

4 Warranty

Page 75 of 94
 ANNEXURE– II
GENERAL TERMS AND CONDITIONS

1. RATES:
i) Rates quoted should be in Indian Rupees (INR) on FOR destination at DR. HarisinghGour
Vishwavidyalaya Sagar (M.P.) on DOOR Delivery basis, inclusive of all the charges including all
taxes, packing, unpacking, loading, unloading, transportation and installation charges,
insurance and commissioning etc.

ii) The tendered rates shall remain valid and applicable during the whole execution period and the
supplier shall not be entitled to any price variation or escalation except for statutory changes.

2. VALIDITY:
i) The quoted rates must be valid for a minimum period of 120 days which shall be reckoned
from the date of opening for price bid.

ii) If tenderer denies honouring any purchase order or withdraws his/her offer during the said
validity period EMD or Performance Security Deposit shall stands forfeited.

3. WARRANTY/GUARANTEE:

i) Suppliers must give the comprehensive warranty in writing that everything to be supplied by them
hereunder shall be free from all defects and faults in material, workmanship and material shall be
in full conformity with the specifications. The period of warranty shall not be less than period as
mentioned in technical specification of the equipment from the date of successful installation.

ii) The supplier shall confirm that the goods supplied are new, unused and of the most recently
manufactured and that they incorporate all recent improvements in design and materials unless
provided otherwise in the contract.

iii) The supplier shall further warrant that all goods supplied shall have no defect arising from design
materials or workmanship or from any act or omissions of the supplier that may arise under
normal use of the supplied goods in the conditions prevailing in the Vishwavidyalaya.

iv) All charges about supply of spare parts, labour, travel, per diem and accommodation to supplier’s
staff, etc. shall be borne by the supplier during the period of warranty. The Vishwavidyalaya shall
not pay any additional charges for services rendered during the warranty period.

Page 76 of 94
 4. CONTRACT:

i) The technically qualified tenderer who is awarded the order will have to give acceptance within 07
days on receipt of such communication. Further, an agreement having terms and conditions laid
down in tender documents will require to be signed on prescribed format within 15 days of
acceptance of such order.

ii) The agreement would be signed on a non-judicial stamp paper of Rs 1000/- and cost of which is to
be borne by the qualified tenderer.

5. DEFECT LIABILITY CLAUSE:

i) In case of any loss, breakage / damage and manufacturing defects are detected in the supplied
material; it shall be replaced / repaired by the manufacturer/supplier free of cost and without any
charges whatsoever.

ii) The supplier will remain responsible for any defect arising out of defective or improper materials
or workmanship in the work during period of warranty and they shall be bound to make good the
same at their own cost or in case of failure to do so, the Vishwavidyalaya may cause the same to be
made good by other alternative agency and deduct the expense from any sum that may be due and
any time thereafter may become due to the supplier or from security deposit lying with the
Vishwavidyalaya. The maximum downtime during warranty period should not be more than a
week from the time the complaint is lodged.

6. DELIVERY& INSTALLATION:
i) Delivery, installation and commissioning of equipment at the Vishwavidyalaya will have to be
completed within time period of 60 days from date of issue of purchase order.

ii) Suitable extension of time may be granted on reasonable ground.

7. FORCE MAJEURE:

i) “Force Majeure” shall mean any event beyond the reasonable control of the purchaser and/ or
supplier notwithstanding the reasonable care of the party affected.

ii) If either party is prevented, hindered or delayed from or in performing any of its obligations
under the Contract by an event of Force Majeure, then it shall notify the other in writing of the
occurrence of such event and the circumstances there of within fourteen (14) days after the
occurrence of such event.

iii) Delay or non-performance by either party hereto caused by the occurrence of any event of Force
Majeure shall not:
a) constitute a default or breach of the Contract
Page 77 of 94
 b) give rise to any claim for damages or additional cost or expense occasioned thereby
c) If and to the extent that such delay or non-performance is caused by the occurrence of an
event of Force Majeure.

8. PERFORMANCE SECURITY DEPOSIT:

i) The successful tenderer (Supplier) will be required to furnish a performance security deposit
equal to 10% value of purchase order.

ii) The Performance Security Deposit shall be in the form of Demand Draft/FDR/Bank Guarantee
from any Nationalized Bank including SBI in favour of the Registrar, Dr. Harisingh Gour
Vishwavidyalaya Sagar.

iii) It shall be submitted within 21 days from the date of communication of award.

iv) It shall remain valid up to 60 days beyond all contractual/ obligations including warranty.

9. TERMS OF PAYMENT:

i) 90% payment will be made on successful delivery of the equipment and balance 10% payment
would be released after successful installation of equipment, training and submission of
Performance Security deposit i.e. 10 % of the order value.

i) The Vishwavidyalaya shall be at liberty to withhold any of the payments in full or in part subject to
recovery of taxes including TDS as applicable and recovery of penalty, if any.

ii) The payment mentioned in this point includes all types of payments due to the supplier arising on
account of this contract.

iii) All payments shall be made by NEFT/RTGS/DBT only after fulfillment of a) and b) above. Supplier
should provide bank account detail in the following format:

1 Name of Bank

2 Address of the Branch

3 IFSC

4 Bank Account No.

5 Type of Account

Page 78 of 94
10. PENALTY FOR DELAYED DELIVERY:

i) In the event of delayed delivery, Installation &Commissioning i.e. after the expiry of the period as
mentioned in P.O., the bidder shall be liable for a penalty deduction at a rate 1% per week of
delay to be computed on per day basis.

ii) The maximum levy of compensation shall be 5% of the contract value.

11. DISPUTE:
i) In case of any disputes, the decision of the Vice Chancellor of theVishwavidyalaya shall be final
and binding on the Bidders.

ii) ARBITRATION

The Contract is based on mutual trust and confidence. Both the parties agree to carry out the
assignment in good faith. If any dispute or difference of any kind whatsoever (the decision
whereof is not herein otherwise provided for) shall arise between the Vishwavidyalaya and the
Bidder/ contractor in connection with or arising out of the Contract, whether during the
contract period or completion and whether before or after the termination, abandonment or
breach of the contract, shall be referred to and settled by sole arbitration appointed by the Vice
Chancellor, Dr. Harisingh Gour Vishwavidyalaya Sagar (M.P.) who shall give written award of his
decision to both the parties.

iii) All legal disputes shall be subjected to jurisdiction of Sagar (M.P.) court(s) only.

12. TRAINING:
Training by expert team/application scientist shall be provided by the supplying company on the
specimen and operation of the equipment for adequate period after installation.
13. CLARIFICATION:
For any clarification with respect to technical specifications, please contact the Head, Department of ----
-------------------, Dr. Harisingh Gour Vishwavidyalaya Sagar (M.P.) on email id.: ----------------------------------

14. PARTIES:
The parties to the contract are the tendering firm and the Registrar, Dr. Harisingh Gour
Vishwavidyalaya, Sagar M.P.

15. ADDRESSES:
For all purposes of the contract including arbitration there under, the address of the firm
mentioned in the tender shall be final unless the firm notifies a change in address by a separate
letter sent by speed post/ registered post with acknowledgement due. The firm shall be solely
responsible for any omission/ error to notify change in address in aforesaid manner.

Page 79 of 94
16. GENERAL INSTRUCTIONS:

i) Any other term/rule/clause not specifically mentioned here, GFR 2017 shall be referred.

ii) Not more than one tender shall be submitted by one tenderer or tenderers having relationship.
Under no circumstances will father and son(s) or other close relations who have business
relationship with one another (i.e. when one or more partner(s)/ director(s) are common) be
allowed to tender for the same contract as separate competitors. A breach of this condition will
render the tenders of both parties liable for rejection.

iii) Tenderer who has downloaded the tender document from the Vishwavidyalaya website and/or
CPPP website shall not tamper/ modify the tender form including downloaded price bid template
in any manner. In case if the same is found to be tampered/ modified in any manner, tender will be
completely rejected and EMD would be forfeited and tenderer is liable to be banned from doing
business with the Vishwavidyalaya.

iv) Intending tenderers are advised to visit the website www.dhsgsu.ac.in regularly till closing date of
submission of the tender for any corrigendum/addendum/amendment which could be uploaded
subsequently against this tender.

v) No unsolicited correspondence shall be entertained after submission of the offer.

vi) Tenders received through any other mode than online shall not be accepted.

vii) If the bidder is an authorized representative in India, they are required to inform their technical
ability to take care of the problems in the system, if developed later within the warranty and outside
the warranty period. The responsibility of the Indian agent must be clearly specified.

viii) If an order is placed with the firm, the purchase shall be governed by an agreement as per the
University rules in force at the time.

ix) To safe guard the interests of the University, additional terms & conditions will be incorporated in the
purchase order, if needed.

x) The Bidder(s) must be authorized business partners of Global/National service providers of the
respective Software Packages.

xi) The Bidder(s) must enclose authorization letter from the respective global/ national service providers of
the above said Software particularly mentioning an undertaking that in case of default by the Bidder, they
(Global Service Provider) shall take over all the responsibilities of the Bidder.

xii) The Bidder(s) should not be involved in any Bankruptcy filing for protection from it.

Page 80 of 94
xiii) The necessary service support should be provided by Bidder(s) during the agreement period.

xiv) The Quantity is tentative and the Vishwavidyalaya reserves the right to change the quantity as per
its requirement at any stage.

xv) In case the tenderer withdraws, modifies or changes his/her offer during the validity period, bid is
liable to be rejected and the earnest money deposit shall be forfeited without assigning any reason
thereof.

xvi) Conditional bids shall be summarily rejected.

xvii) The tenderer shall quote only one specific make / model, options shall not be quoted. Quoting
of options and terms like better/ equivalent/latest/OEM etc. will lead to technical disqualification.

xviii) Quoted equipment should be complete in all aspects for its proper functioning including
required accessories, computer, software and printing device.

xix)Changes/amendments/ addendum/corrigendum, if any, in the tender document shall be

displayed on website of the University and CPP portal. No intimation shall be sent individually.
Bidders are requested to keep on checking the website for any such changes.

xx) The Vice-Chancellor, Dr. Harisingh Gour Vishwavidyalaya, Sagar (M.P.) reserves the right to accept
or reject any bid or tender and / or withdraw the Purchase Order without assigning any reasons,
whatsoever.

Page 81 of 94
 ANNEXURE- III
(To be submitted on letter head of the tenderer firm/organization)

UNDERTAKING

1. I/we also undertake that I/we have understood “Parameters and Technical Specifications” mentioned
in Annexure-I of the Tender and will undertake the same accordingly.
2. I/we undertake that I/we have carefully studied all the terms and conditions as mentioned in the
tender document and all terms and conditions are acceptable to me as a bidder.
3. I/we undertake that my firm/organisation-----------------------------------------(name of firm/
organisation) has not been blacklisted/ debarred by Central Govt./ State Govt./ Any Govt.
Organisation/ PSU.
4. I/we undertake that my firm/organisation-----------------------------------------(name of firm/
organisation) has not been convicted by court of law.
5. I/We further undertake that the information given in this tender is true and correct in all respect and
we hold the responsibility for the same.

Seal and signature of Tenderer along with official stamp

Page 82 of 94
 ANNEXURE- IV

NO NEAR-RELATIVE CERTIFICATE/ DECLARATION

(To be submitted by authorized signatory)
I ___________________________________________________ son/daughter/wife of Shri
_____________________________________________________________ __________ Authorised signatory of
M/s______________________________________________________________ __ (Name and address of the bidder) is
competent to sign this declaration and execute the tender document.

I ___________________________ resident of _________________________ hereby certify that none of relatives of

mine/proprietor/partners/directors is/are employed in the Dr. Harisingh Gour Vishwavidyalaya
Sagar (M.P.). In case at any stage it is found that the information given by me is false/ incorrect the
purchaser shall have the absolute right to take any action as deemed fit/without any prior information
to me.
The Information/documents furnished, along with the tender document are true and authentic to the
best of my knowledge and belief. I am well aware of the fact that furnishing of any false
information/fabricated documents would lead to rejection of my tender at any stage besides liabilities
towards prosecution under appropriate law.

(Signature of Authorized Signatory)

Full Name:
Date: Address:
Place: Seal:

Page 83 of 94
 ANNEXURE - V
PROFORMA OF BANK GUARANTEE FOR BID SECURITY
(to be stamped in accordance with relevant Act).
Ref: Bank Guarantee No. ……………………………
Registrar,
Dr.Harisingh Gour
Vishwavidyalaya, Sagar (M.P.)
Dear Sir,
In accordance with your NIT No. ……………………….… dated ………………………...
M/s ……………………………………………………………… having its registered/ Head office at
………………………………………….………………… wish to participate in the said bid.
As an irrevocable Bank Guarantee against Bid Guarantee for an amount of ……………………………………..
valid up to …………………………….., is required to be submitted by the bidder as a condition precedent
for participation in the said bid, which amount is liable to be forfeited on the happening of any
contingencies mentioned in the bid documents.
We, the ……………………………….. Bank at …………………………….. having our head office at
………………..………………………………. guarantee and undertake to pay immediately on demand by The
Registrar, Dr. Harisingh Gour Vishwavidyalaya, Sagar (M.P.) the amount*
…………………………………………… (in figures and words) without any reservation, protest, demur and
recourse. Any Such demand made by said owner shall be conclusive and binding on us irrespective of
any dispute or difference raised by the bidder.
This guarantee shall be irrevocable and shall remain valid up to ………………………………….. . If any
further extension of this guarantee is required, the same shall be extended to such required period
(not exceeding one year) on receiving instruction from M/s ………………………………… on whose behalf
guarantee is issued.
In witness whereof the Bank, through its authorized officer has set its hand stamped on this
………………………
Day of …………………………………… (Year) at ………………………………………….
Witness
Signature ……………………………………………. Signature
Name …………………………………………………. Name…………………………………………….
……………………………………… Designation …………………………………..
Address ………………………………….. Bank’s Common Seal ……………………..
Official Address …………………………………..

Page 84 of 94
 ANNEXURE- VI
PROFORMA OF BANK GUARANTEE FOR PERFORMANCE SECURITY
(To be stamped in accordance with relevant Act)
Ref: Bank Guarantee No. ……………………………
Registrar,
Dr.Harisingh Gour
Vishwavidyalaya, Sagar (M.P.)

Dear Sir,
In accordance with your NIT No. ……………………….… dated ………………………..
M/s ……………………………………………………………… having its registered/ Head office at
………………………………………….………………… has participated in the said bid .
As an irrevocable Bank Guarantee against Performance Guarantee for an amount
of…………………………………….. valid up to …………………………….., is required to be submitted by the bidder
as a condition precedent for commencement of the contract of supply of equipment, the amount is
liable to be forfeited on the happening of any contingencies mentioned in the bid documents and
contract agreement.
We, the ……………………………….. Bank at …………………………….. having our head office at
………………..………………………………. guarantee and undertake to pay immediately on demand by The
Registrar, Dr. Harisingh Gour Vishwavidyalaya, Sagar (M.P.) the amount*
…………………………………………… (in figures and words) without any reservation, protest, demur and
recourse. Any Such demand made by said owner shall be conclusive and binding on us irrespective of
any dispute or difference raised by the bidder.
This guarantee shall be irrevocable and shall remain valid up to ………………………………….. . If any
further extension of this guarantee is required, the same shall be extended to such required period
(not exceeding one year) on receiving instruction from M/s ………………………………… on whose behalf
guarantee is issued.
In witness whereof the Bank, through its authorized officer has set its hand stamped on this
………………………
Day of …………………………………… (Year) at ………………………………………….
Witness
Signature ……………………………………………. Signature
Name …………………………………………………. Name…………………………………………….
………………………………………………… Designation …………………………………..
Address ………………………………….. Bank’s Common Seal ……………………..
Official Address …………………………………..

Page 85 of 94
 ANNEXURE-VII

Agreement to be signed for supply of equipment

(To be signed on Non-judicial stamp paper of Rs. 1000/-)

This agreement is made on day of ___________ (Year) between the Registrar, Dr.Harisingh Gour
Vishwavidyalaya, Sagar – 470003,Tendering Authority hereinafter referred to as “The
Vishwavidyalaya”,
And

M/s …………………………………… a registered company with registered office at -------------------------

----called as "Supplier" and both the parties as mentioned above set forth and agree to abide by
the following terms of this agreement.

WHEREAS the "Supplier" has tendered for providing --------------------(name of equipment) for
Supply and Installation to “The Vishwavidyalaya”, as per the terms and conditions mentioned in
the tender document. Whereas such tender has been accepted by the Vishwavidyalaya and the
"Supplier" has deposited with the tendering Authority the sum of Rupees ………….=00 (Rs.
………….. only) as Performance SecurityDeposit for the fulfilment of this Agreement.

NOW IT IS HEREBY AGREED between the parties hereto as follows:

1. The " Supplier " has accepted the contract on the terms and conditions set out in the Tender
Inviting Notice No. …………………. dated ………… which shall hold good during period of this
Agreement.

2. Supplier agreed to provide the equipment at the rate mutually agreed upon and within time
period of --------------days from the date of receiving of purchase order issued by the
Vishwavidyalaya.

3. The Equipment is provided with a consolidated warranty of two years on all parts of the
equipment.

4. Supplier agreed to provide service and to respond to complaints so that the maximum
downtime during warranty period should not be more than 48 hours from the time the
complaint is lodged.

5. Upon breach by the " Supplier " of any of the conditions of the agreement, the Tendering
Authority may issue a notice in writing, determine the same and put an end to this agreement
without prejudice to the right of “The Vishwavidyalaya”, to claim damages for antecedent
breaches thereof on the part of the " Supplier " and also to reasonable compensation for the
loss occasioned by the failure of the " Supplier " to fulfil the agreement as certified in writing by
the Tendering Authority which certificate shall be conclusive evidence of the amount of such
compensation payable by the " Supplier " to “The Vishwavidyalaya”.

6. Upon the determination of this agreement whether by efflux of time or otherwise, performance
security deposit shall after the expiration of two months from the date of such determination
be returned to the "Supplier " without any interest and after deducting there from any sum due
by the "Supplier " to “The Vishwavidyalaya”, under the terms and conditions of this agreement.

Page 86 of 94
 7. The Tendering Authority may give notices in connection with the contract. In consideration of
the payments to be made by the University to the "Supplier" hereby covenants with the
University to provide the equipment and to cure defects therein, in conformity with all the
provisions of the Contract.

8. The Tendering Authority hereby covenants to pay the " Supplier " in consideration of the
equipment and the remedying of defects therein, the Contract Price or such other sum as may
become payable under the provisions of the contract at the time and in the manner prescribed
by the contract.

9. In case of not supplying items except the Tendering Authority shall be entitled to forfeit
performance security deposit of the Supplier.

10. In the event of action to be taken, the "Supplier" shall be liable for any losses, which the
Tendering Authority, may sustain on that account. The recovery by way of penalty shall be
made by deducting the amount from the bill/ claim of the " Supplier " be made good by a credit
note within the stipulated period for the purpose.

11. This agreement shall remain in force until the expiry of 02 months more than warranty period
of the equipment.

12. All other terms & conditions of the tender document will be part of the agreement.

Saving Clause: Notwithstanding whatever mentioned in the above clauses supplier will abide by
rule/norms/guidelines of Govt. of India issued from time to time.

IN WITNESS WHEREOF the parties have caused this Agreement to be executed by the hands of
duly authorized representatives on the day, month and year first before written.

Authorized Signatory Authorized Signatory

For and on behalf of For and on behalf of
M/s _________________________ Dr. Harisingh Gour Vishwavidyalaya, Sagar

Witness 1 _______________________ Witness 1 _______________________

Witness 2 _______________________ Witness 2 _______________________

Page 87 of 94
 ANNEXURE-VIII
BIDDER'SWARRANTY
M/s.-----------------------------------------------------------------------------------------------------------------
herein after referred to as "The Tenderer" having carefully studied the tender documents,
Specifications, etc. accompanying the tender for supply of the above mentioned Equipment and
desirous to submit the bid as per the Tender Document.

DO HERE BY WARRANTY THAT:

1. The tenderer is familiar with all the requirements of the bid documents.

2. The tenderer has investigated the site and satisfied, regarding the character and scope of the work
and local conditions that may affect the supply or its Performance.

3. The tenderer is satisfied that the supply can be performed and completed as required in the contract.

4. The tenderer accepts all risk directly or indirectly connected with the performance of the contract.

5. The tenderer has had no collusion with other contractors, with any of the men of the University, Sagar or
with any other person in preparation of the bid.

6. The tenderer has not been influenced by any statement or promise of the Officials of the University but
only by the bid documents.

7. The tenderer is financially solvent.

8. The tenderer is experienced and competent to perform the contract to the satisfaction of the Registrar of
the Vishwavidyalaya. The tenderer is also competent to take care of the problems in the system, if
developed later within the warranty and outside the warranty period.

9. The tenderer assures to provide parts and accessories of the equipment up to 10 years from date of
installation of the equipment.

10. The statements submitted with the bid are true.

11. The contractor is familiar with all general and special laws, acts, ordinances, rules and regulations of the
Municipal, District, State and Central Government that may affect the work, its performance or personnel
employed therein.

12. All the terms & conditions of the Supply Order will bind the bidder once his quote is accepted and
supply order issued.

Signature of the Tenderer along with official seal

Page 88 of 94
 ANNEXURE – IX
INSTRUCTION FOR ONLINE BID SUBMISSION

The bidders are required to submit soft copies of their bids electronically on the CPP portal, using
valid Digital Signature Certificates (DSC). The instructions given below are meant to assist the bidders
the bidders in registering on the CPP portal, prepare their bids in accordance with the requirements
and submitting their bids online on the CPP portal.
More information useful for submitting online bids on the CPP portal may be obtained at
http://eprocure.gov.in/eprocure/app.
REGISTRATION
1. Bidders are required to enrol on the e-procurement module of the Central Public Procurement
Portal(URL:http://eprocure.gov.in/eprocure/app) by clicking on the link “Online Bidder
Enrolment ” on the CPP portal which is free of charge.

2. As part of the enrolment process, the bidders will be required to choose a unique username
and assign a password for their accounts.

3. Bidders are advised to register their valid email address and mobile number as part of
registration process. These would be used for any communication from the CPP portal.

4. Upon enrolment, bidders will be required to register their valid Digital Signature Certificate
(Class II or Class III Certificates with signing key usage) issued by any Certifying Authority
recognized by CCA India (e.g. Sify/ nCode/ eMudra etc.) with their profile.

5. Only one valid DSC should be registered by a bidder. Please note that the bidders are
responsible to ensure that they do not lend their DSC’s to others which may lead to misuse.

6. Bidders then logs in to the site through the secured log in by entering their user ID/ Password
and the password of the DSC/e-Token.

SEARCHING FOR THE TENDER DOCUMENTS

1. There are various search options built in the CPP portal, to facilitate the bidders to reach active
tenders by several parameters. These parameters could Tender ID, Organization Name,
Location, Date Value, etc. There is also an option of advanced search parameters such as
Organization Name, Form of Contract, Location, Date, Other keywords etc. to search for a
tender published on the CPP Portal.

2. Once the bidders have selected the tenders they are interested in, they may download the
required documents/ tender schedules. These tenders can be moved to the respective ‘My
Tenders’ folder. This would enable the CPP Portal to intimate the bidders through SMS/E-mail
in case there is any corrigendum issued to the tender document.

3. The bidder should make a note of the unique Tender ID assigned to each tender, in case they
want to obtain any clarification/ help from the Helpdesk.

PREPARATION OF BIDS

1. Bidder should take in to account any corrigendum published on the tender document
before submitting their bids.
Page 89 of 94
 2. Please go through the tender advertisement and the tender document carefully to
understand the documents required to be submitted as part of the bid. Please note the
number of covers in which the bid documents have to be submitted, the number of
documents – including the names and content of each of document that need to be
submitted. Any deviations from these may lead to rejection of the bid.

3. Bidder, in advance, should get ready the bid documents to be submitted as indicated in the
tender document/ schedule and generally, they can be in PDF/ XLS/ DWF/ JPG formats. Bid
documents may be scanned with 100 dpi with black and white option which helps in
reducing size of scanned document.

4. To avoid the time and effort required in uploading the same set of standard documents
which are required to be submitted as a part of every bid, a provision of uploading such
standard documents (e.g. annual reports, auditor certificates etc.) has been provided to the
bidders. Bidders can use “My Space” or “Other Important Documents” area available to
them to upload such documents. These documents may be directly submitted from the “My
Space” area while submitting a bid and need not be uploaded again and again. This will lead
to reduction in the time required for bid submission process.

SUBMISSION OF BIDS
1. Bidder should log into the site well in advance for bid submission so that they can upload the
bid in time i.e. on or before the bid submission time. Bidder will be responsible for any delay
due to other issues.

2. The bidder has to digitally sign and upload the required bid documents one by one as indicated
in the tender document.

3. Bidder has to select the payment option as “offline” to pay EMD as applicable and enter details
of the instrument.

4. Bidder should prepare the EMD as per the instructions specified in the tender document. The
original should be posted to the concerned official latest by the last date as specified in the
tender document. The details of DD/ other accepted instrument, physically sent, should tally
with the details available in the scanned copy and the data entered during bid submission time.
Otherwise the uploaded bid will be rejected.

5. Bidders are requested to note that they should necessarily submit their financial bids in format
provided and no other format is acceptable. If the price bid has been given as a standard BOQ
format with the tender document, then the same is to be downloaded and to be filled by all the
bidders. Bidders are required to download the BOQ file, open it and complete the white
coloured (unprotected) cells with their respective financial quotes and other details (such as
name of bidder). No other format is acceptable.

6. All the documents being submitted by the bidders would be encrypted using PKI encryption
techniques to ensure the secrecy of the data. The data entered cannot be viewed by
unauthorized persons until the time of bid opening. The confidentiality of bids is maintained
using the secured Socket Layer 128 bit encryption technology. Data storage encryption of
Page 90 of 94
 sensitive fields is done. Any bid document that is uploaded to the server is subjected to
symmetric encryption using a system generated symmetric key. Further this key is subjected to
asymmetric encryption using buyers / bid openers public keys. Overall, the uploaded tender
documents become readable only after the tender opening by the authorized bid openers.

7. Upon the successful and timely submission of bids (i.e. after clicking “Freeze Bid Submission” in
the portal), the portal will give a successful bid submission message & a bid summary will be
displayed with the bid number and the date & time of submission of the bid with all other
relevant details.

8. The bid summary has to be printed and kept as an acknowledgement of the submission of the
bid. This acknowledgement may be used as an entry pass for any bid opening meetings.

ASSISTANCE TO BIDDERS

1. Any queries relating to the tender document and the terms and conditions contained
therein should be addressed to the Tender Inviting Authority for a tender or the relevant
contact person indicated in the tender.

2. Any queries relating to process of online bid submission or queries relating to CPP portal in
general may be directed to the 24X 7 CPP Portal Helpdesk.

Page 91 of 94
 ANNEXURE- X

EXEMPTION/ RELAXATION CLAIM FORM

I-------------------------------------S/D/W of ----------------------------------------- is authorized signatory of

M/s--------------------------------------------------------------------------------------------participating in tender
No.-------------------------------------------------------------------------------

I am claiming exemption/ relaxation for following clauses of technical requirement:

1.----------------------------------------------------------------------------------------------------------

2.-----------------------------------------------------------------------------------------------------------

3.------------------------------------------------------------------------------------------------------------

Copy(ies) of rules/ norms of Government of India and requisite registration/ license as mentioned
below is/ are attached for consideration:

1.--------------------------------------------------------------------------------------------------------------

2.--------------------------------------------------------------------------------------------------------------

3.-------------------------------------------------------------------------------------------------------------

Seal and signature of bidder

Page 92 of 94
 ANNEXURE- XI
(To be submitted on letter head of the tenderer firm/organization)

SIMILAR WORK CERTIFICATE/ DECLARATION

M/s -------------------------------------------------------has completed following similar works in respect of

the tender copies of the same are attached herewith:

S.N. Purchase order Particulars Amount in Rs.

number & date

Note: similar work means one work of supply and installation of equipment with
contract value 80% of estimated contract value or more OR two works of supply
and installation of equipment with contract value 60% of estimated contract value
or more, in last three years (FY -----------------------------------------) in State/Central
Government/PSU/Autonomous Body under Government/ Govt. Institutions /
Educational Institutions/ Large Pvt. Organizations.

Seal and signature of bidder

Page 93 of 94
 ANNEXURE – XII

(TO BE ISSUED BY PRACTISING COST/CHARTERED ACCOUNTANT ON THE LETTER HEAD )

CERTIFICATE OF TURNOVER

This is to certify that M/s______________________ (Agency Name & Address) is in the business of --------
---------------------------------------------------------------------------------------------------------------. Their
Turnover in each Financial Year during the preceding 03 (Three) years are as given below:

Year Turnover (In Rupees)

FY --------------------

FY --------------------

FY --------------------

This is further to certify that the above Turnover is in line with the Turnover declared by the Agency
in their Income Tax Returns filed under PAN NO. ____________.

Place:
Date:
Seal and signature of Cost/ Chartered Accountant

Page 94 of 94