Copy No. :__)© CE TeAL STORE Capy ute of oe Meg S ” > % & g = ONWARD TO GLORN % Dighi Hills, Alandi Road, Pune - 411 015. SOP FOR EXECUTION OF PROJECTS, PROCUREMENT AND ACCOUNTING OF ALL TYPE OF STORES, EQUIPMENTS, TRAINING AIDS AND BOOKSa sop FOR EXECUTION OF PROJECTS, PROCUREMENT AND ACCOUNTING OF ALL TY PE OF STORES, EQUIPMENTS, TRAININING AIDS AND BOOKS INTRODUCTION | The Army Institute of Technology is one of the premier Engineering Colleyes in the Country. The institute caters exclusively to the ‘ards of retired and serving Army personnel. In order to run the institute efficiently it 1s necessary to carry out a variety of projects for maintenance of the institute as well as to improve existing infrastructure. Hence, there is a requirement to lay down proper procedures to be followed for implementation of projectsiprocurement of equipment. This SOP as per the succeeding paragraphs Is to be followed as a broad guideline for carrying out all types of purchases pertaining to the Institute AIM 2 The aim of this instruction is to lay down guidelines for budget estimates, procurement & accounting for all types of stores and equipment required for efficient funcuoning of the Army Institute of Technology SCOPE 3. The SOP covers following aspects related 10 various procurement! purchases ~ (a) Budgeting (b) Financial powers (c) Procurement (d) Tendering process (2) Accounting (f) Payments BUDGET 4 To facilitate realistic financial planning, budget forecast for the requirement Pertaining to next finaneial yecr i.e from Apr to Mar will be projected by the principal by 31 Jan of the previous financial year bringing out clearly the following aspects'~ (a) Funds budgeted for the current year (b) Funds received during the current year (c) Budget Estimate projected for next year as under :- 1Ist Qtr Und Qu Hird Qtr) Vth Qtr Tonal Apr a Apr-Jun Jul-Sep Sep-Dee__| Jain “Mar Mar cReeuring [ | Non Recurring - Total S$ Large sariation m the projected requirement of funds trom those budgeted in previous years hoth in capital and recurring expenditure will be justified in brief along with a ist of major tems with costs © The management committee will approve the budyet and make tentative allocation of fund. This will be for planning purpose only and actual transactions will be cared out after obtaining proper sanctions. Changes if any. 19 the budvet W be made at any time during the financial year aly obtaining the coneurrence of the Director ion of Purchases The purchases will be classified under 7 Classifi follows ones. ~ (a) Capital (of permanent nature (b} Consumables Expendables FINANCIAL POWERS ae 4 8 The competent financial authority for ac penditure saneeon for a project as per para 2 of HQ Souborn ee (AWES ath lener no 8305001 AIT 4 dt 26 Jul 2000 waltbe as under = ad a Les Upterfs 1.50,000/+ 7 Up Rs3.00,000~ i on un Chee Untumited we : Mest cle f'- Linendal Powys lem hers Fn Cory dyed Ffrooly - f-mnen dane} emclui ed heatan Ph,FINANCIAL POWER Article 8 of Standard Operating Procedure (SOP) for execution of project: Procurement and accounting of all type of stores. equipment and training aids and books is inserted fresh as under ( Authority ~ HQ AWS letter No- BeS741/P AWS ai | Nov 201] and letter No~B/45902/AmdVC/AWES dt [Noy 2011) 8 Financial Power (a) Budgeted. Financial powers of various authorities of Army Colleges/Institution would be as under - Monthly Ceiling Appointment Per Transaction n Rs! (in Rs) Registrar 30,000.00 3.00,000.00 (6) | Principal 40,000 00 4.00.000.00 [(e). | Director 60,000.00 6,00,000.00 (4) Chairman 1.90,000.00 19.00.9000 00 pap, (e) | IMC 2.25.000.00 22 50,000: 00 (f | Patron of College 3.25,000.00 32.50.00 09 {g) | Chairman Board of 6,50.000.00 65.00,000 00 Administration (h) | Patron Board of 12,50.000 00 No Limit Administration | be of * —_|_ (i) Chairman Executive Upto 25 lacs No Limit Committee AWES a | Iz Ig ls Excludes expenditure on account of pay & allowances, electricity! water bills, examination / affiliation fees, rent and repair of buildings, messing charges. annual contract for security services. maintenance of electric gadgets and college magazine(®), Non Budgeted Financial powers of various authorities of Army Colleges/Institutions would be as under: - s. Appointment Per Transaction Monthly Ceiling Re Rs (in Rs) | (2) Principal 20,000.00 2.00.000.00 (e) Director 45,000.00 (| ensign 7 7 95,090.00 | {e) _| smc 1,10,000.00 11.00,000 00 | ©) Patron of Collage 1.60,000.00 16,00.090.00 ‘Charman Goedel =) Administration 32.50,000.00 ) | Patron Board of | | a 12.50,000.00 No Limit Administration SS (hj) | Chairman Executive _| Commitee awes Upto 25 ta No Limit 1 {c), Powers to Requilarise Losses Powers to regularize lasses out of college fund would be as under - | Authorities College Fund (Cash) Stores/Properties | bought from College | { - - Fund Not due to Due to Notdueto Due to theft, theft, fraud or theft, fraud theft, fraud fraud or | gross neglect orgross or gross gross (Rs) neglect neglect neglect rs) ts) ry Principal/Head of the - 5 2000.00 L Institute 7 | Hl - Director | 10.000.00 5,000.0 30,000.00 7.500 00 0 Chairman IMC 15,000.00 7500.00 37.500 00 10,000.06 imc | 20,000.00 10,006.00 _ 40.080.00 15,000 00 [Patron ofthe College | 40,000.00 20.00.00, 150.000 00Authorities College Fund (Cash) — Stores/Properties bought from College Fund | ____ a Notdueto Due to Notdueto Due to theft, theft, fraud or theft, fraud theft, fraud fraud or | bross neglect orgross or gross gross (Rs) neglect neglect neglect — — Rs) (Rs) (Rs) Chairman Board of 50,000.00 25,000.00 2.00,009.00, 89,000.00 | Administration i sf ___ Patron Board 1,00,000.00 0,000.00 3.00.00000 + 00,000.00 pacininstetigrt | Chairman, Executive Above Above Above Above Committee; AWES 1,00,000.00 50,000.00 3.00.00000 1,00,000 00 Note Financial Powers to regularize losses are maximum which can be utilized in a financial year (SK Lahiri y Brig (Reul) Direotor DE: OUDec 201 vv =PROCURE 9 The procurement procedure will be further classified as under - (ay Upto Rs 10.000/- Appendix \ thy Rs 10,00) = Rs 90.000 - Appendis B yor Rs 8U,0GL = to Rs 3,00,000~ Appendix ¢ (d) Rs 3,00,001 - and above Appendix 'D (d) Emergent purchases (e) Procurement ex -CSD TENDERING PROCESS 10 Limited tendering Due to the presence of a large number ot logally gssembled sub stindard products in the market in the communication & computer field it 18 essential that limited tendering to short listed vendors of repute (preferably OEMs & thew authorized dealers) Be cart ied out in certain projects [1 Proprietary items procurement Proprietary item procurement mis De vrsorted fo bused on the furnishing of the certificate to that efTac" bv the supple & acceptance of the same by the user In the case of expansion or replacement of exieting ns use hardware of 10 inerease the eapaenty oF software procurement from the orwinal supplier may be resorted to on a singe vendor basis for tensuriny companbilty” This aspect should be brought out clearly 11 the briet descripon of the project and the TEC proceedings 12 Procurement Ex CSD Any item may be procured directly through (SD available For all sue tems, the purchase may be carried out directly ssithout tendering, TEC or PNC However. a final sanetion will be obtaned trom the CEA. While forwarding the case for approval, only the CSD bill ill be Med 13. Emergent Purchases Emergent purchases may be resorted to for ay lue less than Rs 90,000;- \ register will be maintained for this ster, which will be nem of + purpose Any such stem required will be mentioned in ther put up ty the Director for apron On approval of Directoy procedure as given fh Appendix °' sill be followed Such purchases should be exeepnonal rather than routine 4 Situation reducing 10 single vendor after TEC evaluation —\ single endor snuation may resull after tendering 1F only a single vendor responds to a eovey or the bids of other vendors are rgjected by the TEC In ll such eatses feendenny sill normally be resorted to. However, i excel le vendor may be resofted 10 alter obtatns jonah eases penniisstan procurement fom 4 34 of the CFA1 Repeat Orders Repeat orders may be placed after obtaining CFS sanction subject to the following - {al Repeat order is placed within 6 months from the dt of orginal Supply Order (b) ‘There has been no downward trend in prices (cl Repeat Order is for a quantuy less than the oriinal order 16 Library Two months before the end of the term a board of professor lecturer under the professor LC library will go into the consolidated requirement of books, periodical & journals. This will be projected to the Manas the Prneipal for approval and books. periodical & journals pracu accordingiy ment cil thro 17 To meet the immediate requirements during the term an amount of Rs | lakh will be earmarked for each term towards purchase of library books on as required basis The professor UC library will recommend the procurement, which will be cvordinated by the OIC hbrary and anproved by the Principal before forwarding to th CFA for sanction [8 Acceptance of Equipment ‘Machinery and Stores The procedure to be followed 1s as under - (a) Supplier will deliver the equipment/machinery and. stores to concerned department ‘Laboratories with challan/delivery mvoie tby Concerned HOD will ensure that the recerved store ire checked as per chullan delivery invoice and supply order Department will detail a standing board of one lecturer and one assistant every month to check accept reject the stores reteived Any diserepaney: between supply: order and challan delivery invoice will be brought to the nouce of the HOD On rejection of any tem for any reason the same will be deleted trom the chatlan delivery invoice (el One copy “the challan delivery invoice will be handed over to the upplier duly receipted and other will be sent to Central store duly’ signed for receipt of the stores by the concerned department (d) tn case of equipment/machinery, detailed functional check will be carried out by the lecturer in charge Lab/Workshop/Computer Centre from the receipt of the equipmentimachinery and perusal and within 1S) day ce certificate put win 16 the concerned HOD for aceeptan onward submission to centias storesACCOL TING 19 Accounting of Stores The procedure to be followed is given below - Go After receipt of bill in Central store, UC Central stores vill tally the bill with the challan delivery invoice for quantity of ens stu actually delivered Rate, qty will also be tallied with the purchase order (b) The concerned department will forward a copy of Acceptance board duly endorsed with their remarks to the central stores within 15 days of receipt of equipment (c) If stores received are correet in all respects, two copies of receipt voucher will be prepared by the central stores (One for central stores and other for finance section), Stores will be taken on ledet charge in central Store |. means of goods receipt voucher as per Appendin 4 (d) Two copies of Internal Issue voucher as per Appendis “F> vill be prepared by the Central stores on the basis of Goods Receipt youcher and issued (0 concerned department/Lab/Workshop'Computer Centre tor taking on their charge and signatures. Department concerned one copy of the Internal issue voucher to Central store and other will be retained by the Department euin All the stores accounting documentsiledgers are auditable documents Accordingly proper accounting of all stores will be mantained by LC Central store and concerned department Lab Workshop Computer Centre. (Refer Activity Flow Chart for acceptance and accountng of store at Appendix 'G' ) PAYMENTS 20 Payment of Bills The following actions will be completed belore releasing pay ment to the vendor - 4) After completion of all achons andieated in para 18 & 19 above. bills alongwith other supporting documents will be forwarded by the Central stores through the Principal on Noting Sheet to Finance Section through the project co-ordinator for making payment 10 the firm goneeitied This will be routed through the Principal tht The Finance Section of AIT. will check the bills for coreetness, 1 all the documents are in order and that the stores recessed are ¢ supply order and have been taken on ledger charge ensur instic) On saustving himself’ of the correctness. the nm charge Finanee seetion will prepare cheques for the firm and put up the pothiny sheet ‘alongwith the cheques to the Director through the Jt Director for approval and signatures siuned cheques he will ensure their dispatch to the 1s returned to the central stores. as id) On recety concerned firm with the docums appheable CONCLUSION 2} In any organization, it is essential that certain guidelines are laid down to rewulate financial transactions Utmost care has to be taken to ensure that ne financial impropriety takes place [he orders given herein should be followed and a constant effort must be made to improve theseARMY INSTITUTE OF TECHNOLOGY DIGHI HILLS, PUNE-4 11015 STANDARD OPERATING PROCEDURE: ON CASH ADVANCES Introduction 1 At Present the Stalf of AIT is given cash advance for purchase of consume ctor AIT, Total amount payable to each items/mise items as approved by Dir without any upper limit 2. Therefore SOP on cash advance be adopted so as to follow uniform procedure on cash advance, Objective 3. The aim of this SOP is to lay down the qualifying parameters and the Procedure to be followed towards cash advance to staff for purchase of consumable/ misc. items on day to day basis Earmarked Cash Advance Amount 4. The Staff will be given cash advance up to. a maximum of Rs 5,000/- per transaction with monthly ceiling of Rs 30,000/- in emergent cases with the prior approval of Director, For expenditure beyond above limit approval of Chairman , AIT would be required, Cash advance Parameter 5. Cash advances only to HsOD / Incharge 6. Alladvances will be considered through branch/dept wise only. 7. All purchases will be planned in advance. 8. _ Items to be purchased against advance to be first entered in the Demand register and not on Minute Sheet for Director's approval.9. A purchase committee headed by teaching staff of Prot! Lect grade and compris # two members . preferably one member from Leet grade & One me 2 /Technical Staff will be nominated. from 10, In case tora! approved advance exceeds the expended aniount , tresh approval be taken I]. Once the advance is approved by Direetor , Account Branch will prepare for payment. Chi 12. Items purchased will be routed through Central store while settlement of advar after taken on ledger charge for non consumable items. 13. Settlement of advance with in 45 days from the date of advance taken. If the s could not be settled by due date Account Branch will be compelled to adjust t outstanding advance against the credit amount entitled to them on monthly Salary. Conclusion 14, The above procedure will be strictly adhered so that complete transparency exists. CS — P Shinde) Col Case No: AIT/Accts/2011 Joint Director Dated: 2\ Jul 2009 For DirectorPROCUREMENT PROCEDURE UP TO RS 10,000/- 1 tvorder to facilitate speedy procureme’~ wath minimum papery ra +~ following procedure will be adopted for all procurements up to Rs 10 ‘; (a) A mori purchase commuttee having a minimum,ef 3 members will be constituted every mentty under the orders of Direprér AIT to procure ull such stems Que (b) A demand register will be maintgifed Any item to be procured alongwith details of approximate costAiill be entered in to the register by the HOD In charge of the concesfed Dept. The regis. will be put up through Principal. Jt Director tothe Director for obtaining approval (¢) The purchase comprfftee will check prevailing market rates and procure the item at the Kwest rate A single bill only will be ubtained td) Paymepe“and accounting procedure as given in the SOP will be followed 2 Reter Sefrvity Flow Chart on page 2 of Appendix ‘A’ die frearndlenernt erclnecl ,AIT/Adm/4001 Dt 0 \ Jan 09 1, DIRECTOR’S SECRETARIAT AMENDMENT TO SOP FOR PROJECT, PROCUREMENT AND ACCOUNTING OF ALL TYPE OF STORES, EQUIPMENTS, TRAINING AIDS AND BOOKS Refer SOP for project, procurement and accounting of all type of stores, equipment, training aids and books. 2, Principal Hs OD All Dept The following amendment may please be carried out to the above mentioned SOP :- (a) For_Appendix ‘A’ Para 1 (a): A monthly purchase committee having a minimum 3 members will be constituted every month under thé orders of Director AIT to procure all such items. | (6) Read_Appendix ‘A’ Para 1 (a): A quarterly purchase committee having minimum 3 members will be constituted every quarter under the orders of Director AIT to procure all such items.ACTIVITY FLOW CH VRE (PURCHASES UPTO Rs 10,000/-) Fner deta Market sud en pprseuretment by snonthly board Receipt ot stores Taking change Ceonttal StareAppendix PROCUREMENT PROCEDURE UPTO RS 90,000/- All suvh projects fall under the power of the Director ATT The procedure to be followed will be as under - (a) The concerned dept will put up a prorect proposal for approval in principle Tue project proposal will be Avy to the Director through proper channels for his approval Sample format for project proposal 1s attached as Annexure | teApps 'B (b) Call for quotation as per Annexure 2 10 Appendix “B’ for the project will be floated by concerned dept through Jt Director (c) A minimum of 3 quotations will be obtained trom vendors dealing with the product (d) A technical evaluation of all products being offered will be carried out required (e) In case TEC board is convened the TEC board will be fivd to the Director for techmcal sanction Format of technical sanction 1s given at ‘Annes 3 to Appendix “B* (f) A comparative statement (CST) as per format at Annesure 4 fp Appendix °B” will be prepared on the basis of quotations rece 1 A PNC if necessary. Will be constituted under the orders of Director ALT The PNC will negotiate with the LI vendor (g) CST PNC minutes will be fwd to the Director for approval (h) Financial sanction will be given by the Director after which the sup oider will be placed Formats of financial sanction and supply order are uiven at Annes § and 6 respectively ty Appendix “B. ()) Payment and accounting procedure as given in SOP will be followed Refer Activity Flow Chart on page 2 of Appendix 'B'ACTIVITY FLOW CHART (PURCHASES UPTO Rs 90,000/-) “ Anintowal by Director | f Call Comparauve statement ection DY Dieectoe for Receipt sind inspection uf store Take charge m (Central StoreAuneaure 2 to Appy “I Tele 7137534 7137612 Amy Institute of Technol Exe 12111 143 Dighi Hills. Aland: Road Fay 7187534 Pune-#11 (1S Enquin No-AIT Str Date Due Date SUBJECT: CALL FOR QUOTATION Dear Sir This Institute 1s interested in the purchase of store equipment mentioned below. Please send your lowest quotation in sealed cover so as to reach this Institute con vr before the due date mentioned above Late quotations shall not be considered PLEASE QUOTE YOUR REGISTRATION AND SALES ‘TAX NOS ON THE QUOTATION Terms and conditions are attached SNo Description of stores! equipment Yours fanthlullsTERMS AND CONDITIONS | The quotations ould be addressed to the Principal, Army Insitute of Technology. Dight. Pune-41 1015 2 Salient specifications, trade name and sketches of the above mentioned apparatus held by your firm and country of origin of the items quoted should be indicated Technical literature where applicable must also be enclosed with quotations 3 If small accessories formng a part of the equipment: apparatis: ike ehaun belts. mounung arrangements, nuts and bolts, weights, hooks ete are not covered the rates quoted, should be mentioned separately 4 We are prepared to consider offers for material either of indigenous manufacture or of foreign make available from ready stock Any offer to supply on forward delivery basis under supplier’s own import quota license will also be considered 5. The price quoted may be as indicated in clause nuer tain road (a) For DiStination’ Dispatching Station by yoods! pas: (b) For free delivery and installation if applicable at the Army Institute of Technology. Digh, Pune-41 1015 We can provide Pune Municipal Octrot from outstation but not for supplies within the city mption Certificate for supplies 6 Rates both in figures and words should be quoted These should include packing and forwarding charges In case of quotation F OR Distination Insurances. should also be covered The wood should be insured in your favour against thet. loss, damage or breakave during transit, The insurance charges should not exceed 3% of the cost of material supplied 7 Your offer should be valid fora period 0 days from date of opening of the quotations tenaers 8 THE RAT’ OF SALES TAX, GENERAL TAX, EXCISE DUTY. OCTROI ete where applicable should be clearly indicated wherever chargeable This oti not eligible to issue 'C’ or 'D' forms However, the concessional rate of Central Sales Tax admissible to Research Institutions on purchase of scientific instruments equipments etc from certain states ike Maharashtra, Delhi, West Bengal ete 1s applicable to this Institution This Institute will issue form ‘H! for sales tax QUOTATION SHOULD BEAR SALES TAX NUMBERS ce as9 Discount offered if any, should be indicated as percentage of rates. quoted separately 10. Specitic mention should be made whether delivery will be ex-stock or stores will have to be imported or obtained from the works and how much time will be required for delivery after receipt of the order The delivery time will have to be strictly adhered to in ease an order 1s placed against your offer I] Any additron alternation of text of rates must be duly attested with your ature Condinon of guarantee and warranty period where applicable should be indicated in the cotations 13, Samples are required : can be seen in the Central Stores Department of ALT for items at Ser Nos _ _ \4 Each quotation send by post 1s to be enclosed in double cover The inner cover should be SEALED WITH WAN AND SUPERSCRILED as quotation for - Your No __ dated and due date The outer cover should bear only the address of the office without any indication that there 1s 4 quotation within 15. In case any of the items mentioned in enquiry 1s on the current rate runni contract, copy of the contract rate be enclosed 16 The quotations {I be opened by the board 17. Payments for supplies will be made direct to the suppliers by crossed cheque only after receipt of the stores in good condition / bill, strictly within 30 days 18. Printed conditions of the tenders’ quotations shall not be binding on us 19. The acceptance of the qui: tion will rest with the Director, Army Institute of Technology, Dight. Pune-411 015. who does not bind him to accept the lowest quotation and reserves the night to reject or partially accept any or all the quotations received without assigniny any reason 20. The quotations are liable to be rejected if any of the above conditions are not complied withAnnexure $ to Appx *B? TECHNICAL APPR VAL FOR PROCUREMENT OF FOR AN AMOUNT OF = Technical approval of the Director AIT 1s hereby accorded tn prinerple for —--- lor it cost not exceeding Rs Direcior File MIT Datesorasic) if Aq p: = t == “S/N TNAINSAIVIS AATLVaVAIWODto Appx "B* SANCTION FOR PROCUREMENT OF - FOR AN AMOUNT OF - 0 | Approval and concurrence 1s hereby accorded on the recomnsndations of the PNC for» held on ~ at a cost OF Rs ~ 2 Orders tor procurement of = be placed on is hereby accorded for procurement 3. Technical approval and financial sanetion of + for an amount of from —-. File ChA DateAnnexure & to Appx Army Institute ¢" Technolo’ Dighi Hills Pune-411 01S SONo AIT Stores Date SUB: SUPPLY ORDER | Refer sour quotation No _ ad > With reference to the quotation cited above, you are requested 10 supply the following anucles on or before — as per the terms and conditions stated in this order Name of materials jag Gy Reqd [Rate Cost a — ee _ ‘Terms and Conditi | Store should be properly packed and delivered to this Instwute at ight Hills, Pane- Nols 2 The stores should be insured where necessary with to Director of Insurance (Gont ot Maharashtra) 14°) & 17° Bloor, New Delhi / Adnunsstranve Building, Opp Sachiabara Madam Camp Rd. Mumba-400032 RR through bank or VP-P will not be accepted Bills should be sent in QUADRUPLICATE showing taxes. if any “The stamped pre-receipt for an amount of the bil should be sent alongwith the bl & The articles supplied will have to be of good quality and confiemung 19 the specilications If found interior. the same will be retumed al your cost “The woods should be supplied within the agreed delivery period The receipt of this order may kindly be acknowledged immediatel Form) tor ST CST and octro exemption certificate ar 10. tems tu be supplied in full JL No part pas ment will be made 12 Payment de ts enclosed Yours fanhtulls 10PROCUREMENT PROCEDURE ABOVE RS 90,000/- AND UP TO RS 3,00,000/- The procedure to be followed will be as under - {ay The concerned dept will put up a project proposal for approval 0 principle The project proposal will be fivd to the Director through proper channels for his approval Sample format for project proposal 1s attached as Annexure | to Apps "B? {b) Call for quotation as per Annexure 2 to Appendix "B’ for the project will be floated by concerned dept through Jt Director (c) A minimum of 3 quotations will bev. sined from vendors dealing with the product (d) A technical evaluation of all products being offered will be carr ved out, if required (a) In case TEC board is convened the TEC board will be fed to the Director for techmcal sanction Format of technical sanction is given ut Annex 3 10 Appendix “B (b) A comparative statement (CST) as per format at Annexure 4 to Appendix “B* will be prepared on the basis of quotations revered. PNC if necessary. will be constituted under the orders of Director AIT The PNC will negotiate with the LI vendor (c) CST PNC minutes will be fwd to the CDA for approval (d) Financial sanction will be given by the CFA afier which the supply order will be placed. Sample formats of Financial sanetion and supply order are viven at Annex Sand 6 respectively to Appendix *B j) Payment and accounting procedure as given in SOP will be followed Refer Activity Flow Chart on nage 2 of Appendix 'CITY FLOW CHART A (PURCHASES UPTO Rs 3,00,000/-) Approval by CPA Call or quotation Tee ifrequired) PNe ofrequired Sanetion by CFA Iv Order keceipt and insti of stores Suppl Central store Payment byswe to Dept Acceptanee Certificate bx DeptAppendix “D* PROCUREMENT PROCEDURE ABOVE RS 3,00,000/- | For prowcis Over Rs three lakhs, preparatory activities will fallow the steps uiven below = Step | Bnei project proposal as per Annex | to Appendix °D” giving all the project details will be fiwd for obtaining approval of the CFA ‘The project proposal will invariably cover the following aspects - (2) Brief summary covering following aspects - ()) Present system if any (ii) Proposed system including upgradation if any required (in) Likely benefits (b) Coo of project (c) Fund status (4) Implementation’ Cost details Step 2 Procedure for tendering All purchases will be made by calling tenders from OEM) their »thorised dealers! reputed firms Wherever possible only OEMs or their authorised reps will be contacted Procedure to be followed for tendering 1s as under:~ (a) Limited tenders will be resorted to for all projects procurements (b) For all projects the suggested format of the tender document 1s given at Annex 2 to Appx ‘D’ (c) The tender inquiry will be in 2 parts (1) Formal technical offer (uy) Commercial offer’ The offer will cover details of tems cost with and without taxes! overheads separately (v) Generally, minimum of nvo weeks will be given to firms to respond to the tenders All tendering will be done by rexistered postStep 3 Opening of technical offer & Technical Evaluation vetne oF technical specification will be done by a technical evaluation committee which will be constituted under the orders of the Director ALT Step Recommendation of the TEC will be fwd to the Director AFT for his approval Format of tech approval is given at Annex 3 to Apps B Irrespective of the cost of the project, technical sanction will be wiven by the Director only Step 5 Constitunon of the PNC by the Director AIT Step.6 PNC will open the commercial quotes of those vendors recommended by the TEC in their presence Step 7 Preparation of a comparative statement CST The CST will be fwd to the Director for his approval Step $ Negotiations with the LI vendor Step The case will be fd to the C° \ for his approval The following docus wou. o¢ find for obtainmy CEA sancuon ~ (x Brief project proposal (b) Copy of tender inquiry (c) Onginal tenders (d) TEC report (e) PNC report alongwith CST Sanction of the CFA will be accorded as per format given at Annex $ 10 Appendix “B? Step 1 Issue of the supply order by the user The following points will be included in the ply order - (a) Scope of project (b) Items to be provided /services to be rendered (ce) Overall project cost (d) Delivery & instin period with LD clauses le) Payment terms:thy 1) tk) i) (m) Acceptance testinu Warranty terms & conditi 9 with LD Bank guarantee Uptime calculation, if applicable AMC terms if applicable Spares & consumables if applicable Sofiwarg upgrades if applicable Step 11 Supply ‘delivery instIn & commissioning, Step 12 Payment and accounting proce'lure as given in SOP will be followed Refer Activity Flow Chart on page 4 of Appendix 'D!ACTIVITY FLOW CHART (PURCHASES ABOVE Rs 3,00,000/-) Proves Approval by CFA, ingusrs Appeoval by. Director Approval by CFA Supply order Receipt & tssue oF Issue to Dept — | Acceptance certificate by Dept 4BRIEF PROJECT PROPOSAL 1 Project No 2 Sponsor Date of imation 4 Cost of proyect Brief Summary 6 Fund status IMPLEM! Recommended Director AIT Recommended Not Recommended COS (Patron) JON, ( OST DETAILS Annexure 1 to Appx BD" Approved / Not approved GOC-in-C (Patron-in-Chiel) 5Annexure 2 to Appx 'D* TENDER DOCUMENT Tele 7157612 Exin 143 Army Institute of 1 -vhnoleys Fay 7157534 Dighi Hills, Aland: Road Pune-4 11015 Date AIT/Stores To a Sir. | Army Institute of Technology, hereinafter referred 10 as Customer as interested in purchasing (a) Only the enclosed formats in original will be used All sheets wil be submitted ts allied with the Companies stamp and signature of the authorised iansio% of the company Additional sheets, duly authenticated, may be attached to elucidate specifications or clarify specific issues. (b) Costs indicated in offer for each item should be the landed cost of the item. giving. break up of basic cost of item, excise, all types of taxes specitied separ ately. levies and freivht ete {c) Total cost for the per urit item considering all the Lanes as well as the total costs for the full quantity to be supplied will be indicated {d) Technical and commercial offers will be submitted an spestls Yormats enclosed veh this tender document in separate envelopes: marked Technical Offer" and "Commercial Offer" respectively (Onl OEMs or their authorised representative shall quote 9 behalf of the OEMs T products being quoted will be IMs products except where speertivalls 6market at the vendor's risk and cost. The mode and method of such risk purchase would he at the total discreuon of the customer X Method of Payment of Liquidated Damages The amount charged us liquidated damayes shall be deducted by the Customer from the amount due ivr payment ty the Vendor If the amount of such LD exceeds the payments due 10 the vendor the vendors shall wittun 30 (tury) days make payment to the customer in full and tinal settlement ot claims failing which the Bank Guarantee will be encashed 10 make good the anwunt eyceeding the payments due to the vendor jauntenance Backup 9 Warrany Vendors will provide free on site comprehensive warrant for the complete systems Network for a minimum period of one year or higher as provided by OFM During the warranty, the vendor will repair/replace without am cost an equipment part accessory. which becomes. defective During the warranty period all warranty benefits received by vendor from the OEMs. for any equipment pertaining to third parties will be pessed on in to the Customer, The Customer may invoke the bank guarantee in case \endor fails 10 ensure rectification of defects within one week of the defect beine inumated Vendor will ensure 99% systems availability during the warranty period ems ul consumable nature that may not be 1. ced free on account of defect/malfimiction must be specified clearly wn the offer Failure to provide this Information shall be treated as all stems components consumables are covered under warranty. Software update will be provided tree of cost dunny warranty Warrant fronality ol} 1) Sustem Maintenance During Warranty, In. order 10. ensure tun systems supplied dunng warranty period. \endor shall provide the follwing (a) Vendor will ensure that the system continues (0 perform i exactly the same manner as at the time of acceptance (b) Maintenance On Site preventive maintenance will be carried out bs vendor once every 2 months 11, System Maintenanc» Bevond Warranty Period. In order to ensure functionality of system | dunng the fe time (Seven Years) vendor shall guarantee to provide Spares/Component backup support and system software support for this entre duration 12. Conditions during Warranty The vendor should fulfill following conditions durin; the warranty Any failure in the system or a subsystem thereof should be recitied wali complaint tay maximum period 48 hours of’ (b) I the system is down beyond 48 hours, penalty at the rate of Ry S00 (Re Five hundred only) per day will be charged or recovered out of the Bank Guarantee held towards the warranty. In case of any systenvsub system bene down for more than seven working day's. Customer has the ention to get it repaired from any suntuble ayency at she risk and cost to be bome by ine vendor. which will be deducted fron the Banh Guarantee due to vendor