Preparation of NIT, Special Condition of Cement.pptx

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1. Preparation of NIT, Special Condition of Cement and Steel, Invitation of Tenders for Works, Publicity of Tender, Time Limit for Publicity of Tenders PRESENTED BY Er . Baljit Singh AE(CIVIL)

2. Client Requisition : A formal request in written or it may be in electronic mode like through e-mail for obtaining service. Administrative Approval (A/A) & Expenditure Sanction (E/S) : Communication of formal acceptance of the proposals by the competent authority of the Administrative Ministry/ Department requisitioning the work. So after receiving the client requisition, there are some work that we have to execute before submitting the preliminary estimate to client. Preparation of enabling estimate for preparation and submission of preliminary estimate (PE) to client for accord of Administrative Approval (A/A) & Expenditure Sanction (E/S) . The enabling estimate should be prepared after consultation with the client to assess and appreciate their requirements. Enabling estimate/Cost : The enabling estimate should give Rough Cost based on probable plinth areas requested by client and should incorporate estimated expenditure to be incurred on the following activities:- Site survey, Soil investigation Appointment of Architectural consultant, if required 2

3. Appointment of Structural consultant, if required Appointment of E&M consultant, if required Other essential preliminary steps connected with preparation of detailed project reports. Model of the project, if required Assessment of services such as water supply, electricity, drainage and sewerage etc. Finally A/A & E/S of enabling estimate by the client. Preliminary Estimate : Estimate prepared for construction/repair/maintenance works based on plinth area cost basis with CPWD Plinth Area Rates (PAR) or any other method without detailed items of work for obtaining A/A & E/S. The preliminary estimate shall be prepared on the basis of the preliminary drawings prepared by the Senior Architect, and shall appropriately indicate in the history sheet the items that are included or excluded in the estimate. . While forwarding the PE to the client department for accord of A/A & E/S, an indication is given in the history sheet that the cost and time of the project is liable to revision due to probable escalation in cost of construction apart from reasons such as change in scope, area, design and specifications etc. if so desired by the client at a later date. 3

4. After approval of Administrative Approval (A/A) & Expenditure Sanction (E/S), Our next step to make detailed estimate. Detailed Estimate : Complete and comprehensive estimate of a work, based on the rates given in the SOR for those items covered by it and on market rates for the remaining items, supported by detailed drawings and specifications. But before preparing detailed estimate, it has to be noted that the following activities need to be done in advance. Appointment of consultant for site survey, soil investigation, obtaining local body approvals, architectural, structural and E&M services, wherever required. Discussion with the client to assess and appreciate their requirements, incorporation of the same and preparation of the detailed architectural plans and specifications. Approval of the detail architectural plans by the client. Preparation of detailed working drawings including all architectural detailing. Submission of the plans to the Local Bodies / ASI / Fire Department /Civil Aviation Authority / EIA Clearance from Environment and Forest Department for their approval, if required . 4

5. Preparation of Structural drawings. Preparation of services drawings. Approval of plans by the Local Bodies. Technical sanction : A “technical sanction” amounts to a guarantee that the proposals are technically sound , and that the estimates are accurately prepared and are based on adequate data. Technical Sanction Authority : The authority who approves the detailed estimate and issues Certificate of Technical Sanction for the work. 5

6. Preparation of NIT 6

7. Content Notice inviting tender Bidding system Pre bid conference Type of contract Type of call tender Justification Form to be used for contract Performa of schedule Earnest money Performance guarantee Integrity pact Bid type 7

8. Notice Inviting Tender (NIT) Tender is an invitation/offer in writing from owner to the contractor to execute some specified works at specified cost in specific time . An invitation/offer made by owner and acceptance of that offer by the contractor is called as an “ Agreement ” An agreement which is enforceable by law is a “ Contract ” . The Tender Notice is a brief description of the job being tendered which is to be published in newspaper and on the internet. The internet is a very cost effective way of publishing the tenders. 8

9. Bid : “Bid” (including the term ‘tender’, ‘offer’, ‘quotation’ or ‘proposal’ in certain contexts) means an offer to supply goods , services or execution of works made in accordance with the terms and conditions set out in a document inviting such offers . 9

10. Initial Criteria for Eligibility Contractors who fulfil the following requirements shall be eligible to apply. Joint ventures/Consortium and Special Purpose Vehicles are not accepted. 1. Eligibility Criteria for Work Experience To become eligible for participating in the bid process, the bidders shall satisfy the following work experience criteria: Should have satisfactorily completed the similar works as mentioned below during the last 7 (Seven) years ending last date of the month previous to the one in which tenders are invited. For this purpose, cost of work shall mean gross value of the completed work including cost of material by the Government/Client but excluding those supplied free of cost. This should be certified by an Officer not below the rank of Executive Engineer/ Project Manager or equivalent. Three similar works each of value not less than 40% of estimated cost put to tender (ECPT) or Two similar works each of value not less than 60% of ECPT or One similar work of value not less than 80% of ECPT completed during last 7 years ending previous day of last date of submission of bids 10

11. 2. Eligibility Criteria for Financial Eligibility The bidding capacity of the contractor should be equal to or more than the estimated cost of the work put to tender. The bidding capacity shall be worked out by the following formula: Bidding Capacity = {[A x N x 2] - B} Where, A = Maximum turnover in construction works executed in any one year during the last five years taking into account the completed as well as works in progress. The value of completed works shall be brought to current costing level by enhancing at a simple rate of 7% per annum. N = Number of years prescribed for completion of work for which bids have been invited. B = Value of existing commitments and ongoing works to be completed during the period of completion of work for which bids have been invited. The bidder should have sufficient number of technical and administrative employees for the proper execution of the contract. The bidder shall have to submit a list of these employees stating clearly how these would be involved in this work within 15 days of award of work 11

12. Solvency or net worth certificate. Average annual financial turnover during last three year in balance sheets duly audited by Chartered accountant. Bidders should not have incurred any loss (profit after tax should be positive) in more than two years during available last five consecutive balance sheets in financial year, duly certified and audited by chartered accountant . The bidder should not have been barred/black listed by the Central Government/State Government, or any entity controlled by it, from participating in any tender, and the bar subsists as on the Bid Due Date, such bidder would not be eligible to submit the BID. The bidder should upload AFFIDAVIT FOR NON-BLACK LISTING in Form – F . 12

13. To become eligible for short listing, the bidder must secure at least fifty (50%) percent marks in each (section A, B, C and D) and sixty (60%) percent marks in aggregate. 13

14. Technical Bid : Technical bid contain all technical details about the project, the method of how the project will be done, detailed specification of the materials or equipment that is part of quote and the time frames for execution. Everything related to how the project will be executed from technical point of view shall be included in this proposal. Financial bid : The financial bid is all about money. Indicates the financials involved in delivering service/product as per the detailed specification of Technical/Product evaluation bid. In financial bid contractor quote rate either based on item rate or percentage based as mentioned in contract. 14

15. Bidding Systems Bidding systems are designed to achieve an appropriate balance between the countervailing needs for Right Quality , Right Source and the Right Price under different complexities/ criticality of Technical requirements and value of procurements. In certain critical and complex requirements, the technical and financial capability of Source of supply becomes an important determinant for value for money. Depending on the complexity and criticality Technical of requirement , Criticality of capability of Source and value of procurement , following types of bidding systems may be used. 1) Single Stage Bidding System. Single Stage Single Bid/ Envelope System (1S1E) Single Stage Two Envelope Systems (1S2E) Single Stage Multiple Envelope System (1S3E) 2) Two Stage Bidding with Expression of Interest ( EoI ). 15

16. 1. Single Stage Bidding System In single stage bidding, all bids are invited together in a single envelope or in multiple envelopes system. This bidding system is suitable where technical requirements are simple or moderate; capability of source of supply is not too crucial and the value of procurement is not too high Single Stage Single Bid/ Envelope System (1S1E) Where it is feasible to work out the schedule of quantities and to formulate detailed specifications for Works and capability of contractor isn’t critical and value of procurement is low or moderate, the single envelope system may be adopted, where eligibility, technical/ commercial and financial details are submitted together in the same envelope. This is the simplest and the quickest bidding system. The lowest responsive priced bid that meets the eligibility criteria, technical and commercial requirements laid down in the bid documents is declared as successful and awarded the contract. 16

17. Single Stage Two Envelope Systems (1S2E) In technically complex requirements but where capability of source of supply is still not crucial and value of procurement is not low, a two envelope system may be followed If required, Technical specification and techno-commercial conditions may be modified, after the pre-bid conference in the two envelopes. The pre-bid conference is to be organised before the bid submission date. It may be necessary to issue the pre-bid conference minutes to all participants/ upload to the web-portals and some revised RfQ / RfP documents where necessary The tenderers should be asked to bifurcate their quotations in two envelopes. The first envelope, called the techno-commercial bid, contains the eligibility, technical quality and performance aspects, commercial terms and conditions and documents sought in the tender, except the price and relevant financial details. In the second envelope, called the financial bid, the price quotations along with other financial details are submitted. Both the envelope are to be submitted together in a sealed outer envelope, as it would not be desirable to invite financial bids after opening of techno-commercial bids The techno-commercial bids are to be opened in the first instance on the bid opening date and time, and scrutinized and evaluated by the tender committee (TC) with reference to parameters prescribed in the tender documents and responsive, eligible and technically compliant bidders are decided 17

18. Thereafter, in the second instance, the financial bids of only the techno-commercially compliant offers (as decided in the first instance above) are to be opened on a preannounced date and time for further scrutiny, evaluation, ranking and placement of contract. The financial bids of technically non-compliant bidders should be returned unopened to the respective bidders by registered acknowledgement due/ reliable courier or any other mode with proof of delivery. In e-Procurement, financial bids of technically non-compliant offers would not get opened. Single Stage Multiple Envelope System (1S3E) W here the procurement is moderately complex and the time, effort and money required from the bidder to participate in a tender is not very high, instead of a separate stage of Pre-Qualification bidding a clear-cut, fail-pass qualification criteria can be asked to be submitted. In the first instance on the bid opening date only the qualification envelope (also containing the EMD and other eligibility documents) is opened and evaluated to qualify the responsive bidders who pass the qualification. Rest of procedure is same as two envelope system for only qualified bidders. Rest two envelopes of unqualified bidders are returned unopened to the respective bidders by registered acknowledgement due/ reliable courier or any other mode with proof of delivery 18

19. 2. Two Stage Bidding with Expression of Interest ( EoI ) There are instances where the Works to be procured are of complex nature and the procuring organization may not possess the full knowledge of either the various technical solutions available or the likely Contractors for such Works. To meet the desired objectives of a transparent procurement that ensures value for money simultaneously ensuring up gradation of technology & capacity building- it would be prudent to invite a two-stage Expression of Interest ( EoI ) Bids and proceed to explore the market and to finalize specifications based on technical discussions/ presentations with the experienced Contractors in a transparent manner. The procedure for two stage bidding shall include the following, namely In the first stage of the bidding process, the procuring entity shall invite EoI bids containing the broad objectives, technical and financial eligibility criteria, terms and conditions of the proposed procurement etc without a bid price. On receipt of the Expressions of Interest, technical discussions/ presentations may be held with the short-listed Contractors, which are prima facie considered technically and financially capable of executing the proposed work, giving equal opportunity to all such bidders to participate in the discussions. 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 19

20. Conti………. 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 bidders. Proper record of discussions/ presentations and the process of decision making should be kept. In revising the relevant terms and conditions of the procurement, if found necessary as a result of discussions with the shortlisted bidders, the procuring entity shall not modify the fundamental nature of the procurement itself. In the second stage of the bidding process, the procuring entity shall invite bids from all those bidders whose bids at the first stage were not rejected, to present final bid with bid prices in response to a revised set of terms and conditions of the procurement; and Any bidder, invited to bid, but not in a position to execute the work due to modification in the specifications or terms and conditions, may withdraw from the bidding proceedings without forfeiting any bid security that he may have been required to provide or being penalised in any way, by declaring his intention to withdraw from the procurement proceedings with adequate justification . 20

21. Pre-bid conference Before submission of tenders, there shall be a pre-bid conference to clarify the doubts of the contractors, besides discussions on any additional suggestion proposed by the contractors. If found necessary, a corrigendum to the tender documents would be issued and would be put up on e-tendering portal for information of all contractors and thereafter no further query/condition shall be entertained. The NIT approving authority shall decide the time gap between pre-bid conference and last date of submission of technical bid based on the importance and complexity of work to avoid extension in the last date of submission of tender. 21

22. Types of Contract There are different basis for linking payments to the performance of Contract (called types of contracts) – each having different risks and mitigation measures. Bids are called and evaluated based on the type of contract. The choice of the type of contract should be based on Value for-Money ( VfM ) with due regard to the nature of Work. Adoption of an inappropriate type of contract could lead to a situation of lack of competition, contractual disputes and non-performance/ failure of the contract. Standard forms for all the types of contract mentioned below are available with Public Works Organizations like CPWD and the same may be used for calling the tenders. Each type of contract is described briefly in subsequent paras, and criteria are suggested for their adoption. Mostly used types of contracts are. Lump sum (Fixed Price) Contract This form is used for work in which contractors are required to quote a lump sum fixed price figure for completing the works in accordance with the given designs, specifications and functional requirements . Bidder’s price is deemed to include all elements of cost – no arithmetical correction or price adjustments are allowed during evaluation and execution. Lump sum contracts are easy to administer because it is a fixed price for a fixed scope and payments are linked to clearly specified outputs/ milestones. 22

23. There may be tendency for the Contractor to cut corners on quality and scope of work by saving on resources employed. Disputes may arise due to different possible interpretations of quality and scope of work. The contract should include provision for evaluation of quality and scope of work and certificate for its acceptability may be recorded. As time is not linked to the payment, there may be tendency for the Contractor to save on deployment of resources which may result in time-over-run. While the payments are not linked to time, the assignment should be monitored per month to ensure that the progress of work per month is in line with planned and estimated time-line; lump sum service contracts should be used mainly for assignments in which the quality, scope and the timing of the Work are clearly defined . Lump sum contracts may be used where the Works can be defined in their full physical and qualitative characteristics and risk for change in quantity or specification, and unforeseen difficulties and site conditions (for example, hidden foundation problems) are minimal. Thus is suitable for stereotype/ repetitive residential buildings or other structures for which standard drawings are normally available. It is also suitable for minor bridge works, chimneys, bins/ silos, overhead tanks, etc. whether on Department’s design or that of the contractor. 23

24. The contractor shall be paid from time to time as per the schedule specified in the contract or the full amount on completion of the work. In The concept of priced “activity schedules” may be used, to enable payments to be made on the basis of percentage completion of each activity. Detailed measurements of work done in a lump sum contract are not required to be recorded, except in respect of additions and omissions. No reference is made in the contract to the departmental estimate of the work, prevailing SOR or the quantities of work to be done. Payment of additions and omissions is regulated by prevailing SOR as agreed upon while approving the tender or the rates. 2. Item rate (Unit Rate) Contract For item rate tenders, contractors are required to quote rate for each individual items of work on the basis of Bill of quantities (BOQ) provided by the Procuring Entity in the Bid Documents. Reasonable variations in quantities can be allowed during the execution in terms of the contract. This is the most commonly used contract type for civil works. The payment is made at the rate set out in the contract for the measured quantity within prescribed range [usually +/- 15 (fifteen) percent per item] of the estimated quantity of the initial BOQ. 24

25. This type of contract is suitable for all types of major works such as buildings, bridges, culverts, roads, sewer lines, irrigation works, and carries the least risk of uncertainty for the parties. Specifications, design, drawings and contract conditions (including availability of land, forest clearance, social and environmental impact assessment, where applicable) have to be critically appraised before the initiation of procurement process, in order to minimize the incidence of internal inconsistencies, variations, and situation of claims/ disputes or contract failure. 3. Percentage Rate Contract For percentage rate contract, the contractors are required to quote rate as overall percentage above or below the total estimated cost. This type of contract works best when the work does not involve major design process and directions, and simple drawings are sufficient for execution. This type of tender can be used in respect of for small and routine types of original works for which estimates can be made based on available schedule of rates and all repair works e.g. levelling and development works including such works as storm water drainage, water supply and sewer lines. 25

26. Bills for percentage rate contracts shall be prepared at the estimated rates for individual items only and the percentage excess or less shall be added or subtracted from the gross amount of the bill. The payment is made for the measured quantity. Contract provisions are made to determine the price of the items not included in SOR. In the absence of a standard schedule of rates, a project-specific schedule of items and their rates is drawn. 26

27. 4. Engineering, Procurement and Construction (EPC) Contracts The NITI AAYOG vide OM No. N-14070/14/2016-PPAU dated 5th September, 2016 have communicated the decision taken by Cabinet Committee on Economic Affairs (CCEA) regarding substituting of item rate contracts by EPC (Turnkey) contracts , wherever appropriate. In pursuance to above, erstwhile MoUD (Works Division) vide its OM No 28012/11/2016-W-3 Dated 29 th November 2016 have issued directions which inter-alia include that cutoff value of projects, above which all contracts will be taken up under EPC methodology, will be Rs 100 Cr. This figure will be as decided and notified by the MoHUA / CPWD from time to time. After the receipt of requisition for the work, the client organizations are advised that they need not engage Design/Structural Consultants as the same would be part of the EPC tender. The detailed planning is the responsibility of the contractor but the monitoring is done by the Engineer in Charge. For works undertaken in the EPC mode, sanction is obtained on the basis of Detailed or Preliminary Project Report as per feasibility and requirement and submitted as per understanding with the client. The concept design, preliminary drawings and specifications based on detailed requirements of the work, in consultation with the client, is prepared before framing of the PE. The NIT approving authority decides whether to get these tasks done in-house or from outsourced agencies with recorded reasons. If done in-house, the concerned Architectural unit prepares the concept design, preliminary drawings and specifications based on detailed requirements of the work, in consultation with the client. 27

28. The Preliminary Estimate (PE) or Preliminary Project Report (PPR) or Detailed Project Report (DPR) or any other document submitted for obtaining Administrative Approval and Expenditure Sanction defines accurately the scope of the work in terms of outcomes and performance parameters. The following details are obtained to enable Preliminary Project Planning (PPP) (both Engineering and Architecture) for preparation of the PE or PPR or DPR : Document showing ownership of land duly certified by the client that the same would be in a position to be handed over to the contractor upon award of work free from all encumbrances and encroachments. Boundary of the plot(s) either constructed or demarcated and free from dispute. Topographical Map of the site. Geotechnical Data (which includes a study of foundation system of structures including private structures - in the vicinity and is as per codal provisions for the proposed structures) Sources of the Bulk Services required as well as approved waste dumps for waste disposal. 28

29. Mandatory (e.g. fire, lift, EI, WS and SI etc.) as well as optional (HVAC, STP, RO, UPS, DG, SPV, Solar water heating etc.) services for each building/structure required by the client and found feasible. Statutory Approvals required. Soil investigation report is appended in the NIT for indicative purpose only. The responsibility of investigations, designing, planning, procurement, construction, safety, quality, and risk of engineering lies with the contractor and the same is incorporated in the NIT. If required, an enabling sanction to cover the cost of activities under para 5 above is obtained by submitting an Enabling Estimate. 29

30. For works undertaken by CPWD in the EPC mode, the Contractor takes the full responsibility for the design and execution and provisions of Para 64 (Technical Sanction) etc. of the CPW Departmental Code are not applicable. Only the scope, description of work, specifications, approved conceptual drawings for engineering and architectural planning, and schedule of quantities (if available) and as provided in the contract document, is kept on record and a No Objection Certificate is recorded by the Engineer in Charge for the drawings prepared and submitted by the contractor after proof check, before the same is released for execution. The contractor gets NOC for the design from NIT approving authority for functional aspects and aesthetics and from the approved proof check agency for engineering and architectural considerations. The officers of the CPWD are responsible for broad oversight of these aspects without being expected to examine the design. The tender document is approved by the authority competent to accord technical sanction for the work of similar value in the non-EPC mode (i.e. traditional item-measurement basis) by officer of Chief Engineer and above rank. NIT approving authority may incorporate special and particular conditions in the contract document as per specific requirements of the project. 30

31. For EPC contracts, the NIT approving authority ascertains the reasonableness of prices using analytical methods such as tendered amount for similar works whose tenders were accepted in the recent past, PAR rates duly enhanced by the current cost index and any other method approved by the NIT approving authority for ascertaining the reasonability of the tendered amount of the L1 bidder. The acceptance of financial bid is approved by the authority competent to approve the financial bids for the work of similar value in the non-EPC (traditional item measurement basis) contracts. Submission of measurements, in case of EPC contracts, is only for record purpose. Payment of bills of the contractor is made on basis of stage-wise completion of work as per terms of the contract. 31

32. Single Point of Responsibility One of the main distinctive features of an EPC Contract is that the EPC Contractor is solely responsible for the Project. An EPC Contractor would undertake works such as designing, engineering, procurement, construction, commissioning and testing works. Hence, in the event there is an issue arising out of or in connection with the Project, the Employer will only need to refer the said issue to the EPC Contractor. The EPC Contractor would then be liable for any defects and rectifications of the same or to provide compensation to the Employer. Fixed Contract Price An EPC Contract requires the Works to be carried out and completed at a fixed price, which means that the EPC Contractor will be responsible for cost overruns and cost savings ("Contract Price"). However, the EPC Contractor may be able to claim additional costs in circumstances where the Employer has caused a delay to the completion of the Project or has placed a change order to the Works 32

33. Types of Call of Tenders 1. Restricted Tenders Restricted tenders are normally resorted under the following conditions with prior approval of DG, CPWD or any other authority designated by CPWD Directorate: The work is required to be executed with very great speed, and not all contractors are in a position to generate. The work is of special nature requiring specialized equipment, which is not likely to be available with all contractors. Where the work is of secret nature and public announcement is not desirable. Where the list of pre-qualified contractors is required to be shortened to a suitable limited number. For maintenance of VIP residences/ important buildings as decided by competent authority designated by the CPWD Directorate . 33

34. For works estimated to cost up to Rs 50 lacs or as intimated from time to time, the CE or any other authority designated by CPWD Directorate has full powers to approve the restricted list for call of tenders. For works estimated above Rs 50 lacs or as intimated from time to time, the ADG or any other authority designated by CPWD Directorate has full powers to approve the restricted list for call of tenders and also to dispense with the requirement of Pre- qualification. Procedure for preparation of restricted list of contractors/ consultants for secret works The concerned ADG/ any other authority as designated by the CPWD directorate from time to time, forms a committee by nominating three members not below the rank of Chief Engineer/CA. The Committee prepares a list of contractors/ consultant to execute the secret work. The list so prepared is approved by the concerned ADG/ any other authority designated by CPWD directorate 34

35. The bids are invited manually. The designated competent authority takes all decisions in regards to consultancy work for architectural/ structural / others services related to the work as well as calling of bids for the work. 2. Composite tender System of composite tendering shall be followed for all kind of building and road works (irrespective of cost). Apart from civil work and horticulture work, the composite tender should also include component of internal electric installations and other internal & external electrical works including services. Only one agency is fixed i.e. the main contractor who is responsible for executing the entire work. The Engineer in Charge of the major component of the work calls bids for the composite work. The cost of bid document (if any) and Earnest Money is fixed with respect to the combined estimated cost put to tender for the composite bid. 35

36. The officers of minor disciplines within their individual T/S powers, approve and submit the schedules for minor components of the work along with terms and conditions to the T/S Authority of the major component well in time. Technical sanction and approval of NIT for the combined work is accorded by the competent authority of the major component under whose T/S powers the total estimated cost of work falls, after combining the cost of major and minor components. If the combined amount of the detailed estimate for the composite work does not fall within the T/S powers of the official in-charge of the major component, then the same is sent to his/ her next higher authority competent to accord T/S and approve the NIT for the composite work. The officers of individual minor components prepare market rate justification of the minor components before opening of the technical bid(in case of two/three bid)/ financial bid (in case of single bid) and hand it over to the NIT approving authority. The NIT approving authority prepares the market rate justification of the total work before opening of technical bid. The eligible tenderers quote rates for various items of major as well as minor components of work. The lowest tenderer is decided based on quoted rates in respect of all the schedules attached in tender documents. 36

37. The Department lays down eligibility criteria for agencies responsible for execution of specialized components of works. Agencies engaged by the main contractor are required to fulfill the laid down criteria. In case the main contractor himself meets the required eligibility criteria as laid down by the Department for specialized work, he is allowed to execute the same after due verification etc. The main contractor gives detailed execution programme of the work which forms part of his agreement with the department. He indicates in the programme, the time/stage of the work when the agencies of specialized components of works will be deployed by him. The main contractor enters into MOU with agencies associated by him for execution of specialized component as per NIT conditions. Running payment for the major component is made by EE/Engineer in Charge to the main contractor. Running payment for minor components shall be made by the EE/DDH in charge or any other officer as notified by CPWD Directorate from time to time, of the discipline of minor component directly to the main contractor. 37

38. In case the main contractor intends to change any agency/agencies during the operation of the contract, he shall obtain prior approval of respective Engineer-in-Charge of the agreement. The new agency/agencies shall also have to satisfy the laid down eligibility criteria. In case Engineer in- Charge of respective discipline is not satisfied with the performance of any agency, he can direct the contractor to change the agency executing such items of work and this shall be binding on the contractor Supervision of various components of works will be carried out by concerned wings of the department under the overall co-ordination of the NIT approving authority or any other officer as notified by CPWD Directorate from time to time, as the case may be. Final bill of whole work shall be finalized and paid by the Engineer in Charge of major component. Other EEs/ DD(H) or any other officer as notified by CPWD Directorate from time to time will prepare and pass the final bill for their component of work and pass on the same to the Engineer in Charge of major component, for including in the final bill for composite work. Levy of Compensation under Clause 2, if any, and rescheduling of milestones as stipulated under clause 5, will be decided by an officer not below the rank of SE or any other officer as notified by CPWD Directorate from time to time, in charge of the major component in consultation with concerned officer in charge of minor discipline and on receipt of required information in this regard from Engineer in Charge of major discipline as well as concerned Engineer in Charge of minor discipline. 38

39. Levy of Compensation under Clause 2, if any, and rescheduling of milestones as stipulated under clause 5, will be decided by an officer not below the rank of SE or any other officer as notified by CPWD Directorate from time to time, in charge of the major component in consultation with concerned officer in charge of minor discipline and on receipt of required information in this regard from Engineer in Charge of major discipline as well as concerned Engineer in Charge of minor discipline. Same milestones are applicable for all components of work. The amount to be withheld under Clause 5 of the contract will be decided by the Engineer in Charge of the respective component. In the event of not achieving the necessary milestones as assessed from milestone bar chart, specified percentage of the tendered value of work will be withheld for failure of each milestone. The composite work is treated as complete when all the components of the work are complete. The completion certificate of the composite work is recorded by Engineer-in-charge of major component after record of completion certificate by the competent authorities of all other components. Arbitration case/Court case, if any, shall be handled by the Engineer in Charge of the major component or any other officer as notified by CPWD Directorate from time to time along with the support of the minor disciplines. 39

40. Preparation of Justification Justification Statement is prepared for checking the reasonability of rates before opening of tender based on the market rates of material and labour etc. prevailing on the last date of submission of tender. Market rates of labour , materials, cartage etc. are collected. Analysis of Rates of different Scheduled items in the Schedule of Quantity are prepared as per standard CPWD Analysis of Rates. The major items of the entire Schedule costing at least 90% of the overall estimated cost put to tender are analyzed, to work out the justified percentage on this basis. The items to be considered for analysis of rates are selected with the items having the highest estimated amount, and then the next lower amount in the descending order and so on, till at least 90% of the estimated cost put to tender is reached. Any other suitable method for working out the justification may also be adopted, depending upon the kind and complexity of work. The adoption of a particular method is decided judiciously by the authority competent to accept the tenders. 40

41. For justification if base rates of materials have been specified under Clause 10 CA, then base rates of the material as stipulated under clause 10 CA are considered for justification. Effect of taxes in justified cost is worked out as per circulars issued by the CPWD Directorate from time to time and available on the CPWD Website Contractors Profit & Over Heads (CP & OH) @ 15% is included in the analysis of rates of all Schedule & Non-Schedule items pertaining to Civil, Electrical and Horticulture works etc. for the purpose of estimation, justification and for payment of Extra items/ Substituted items/ Deviated quantities of items required to be sanctioned on market rates beyond deviation limit etc. carried out under the contract wherever applicable CP & OH@ 15% includes Contractor’s Profit @ 7.5 % and the Contractor’s Overhead @ 7.5 % to account for the following factors: Cost of Engineering Establishment deployed by the Contractor. Cost of effort in arranging Tools and Plants (T&P) and heavy machinery which have not been considered in the analysis of rates for the items included in the Schedule of Quantities of the work. 41

42. Cost of providing cleaner environment at site & labour welfare facilities. Cost of Quality Assurance set up enhancing testing lab. Cost of Office set up including engagement of necessary staff for computerized billing etc. Any expenditure incurred on Cost of Earnest Money/Performance Guarantee/ Security Deposits. Therefore no extra cost is to be added in justification on account of various factors mentioned above. No extra cost for T&P is to be added in Standard Analysis of Rates prepared either to work out estimated cost of item or market rate justification of the item for E&M works. 42

43. Forms to be used for contracts CPWD Form 6 This is Notice Inviting Tender Form, and in brief is known as NIT. It is required to be invariably issued in respect of works for which tenders are to be called. The Form includes the name of work, estimated cost put to tender, period of completion, time and dates of receipt and opening of tenders, and other relevant conditions. Care is required to be taken with regard to para 4 of CPWD Form 6, which provides two alternatives, viz. the site for the work is available, or the site for the work shall be made available in parts as specified. Only one of these two alternatives is required to be retained. It may be referred to regarding provisions to be made in the NIT while inviting tenders with specialized components such as plumbing, aluminum work, doors and windows shutters, painting, etc., for which there are agencies who are specialized in such fields. of works 43

44. It may be referred to regarding provisions to be made in the NIT when all the participating tenderers are to be paid by the Department for furnishing their drawings and design along with their technical bids in the case of lump sum tenders. It may be referred to regarding provisions to be incorporated in the NIT (Form 6) for composite tenders. It may be seen regarding provisions to be incorporated in the NIT (Form 6) for posting of tender notice on the website. CPWD Form 7 - Percentage rate tender CPWD Form 8 - Item rate Tender . CPWD Form 9 - Supply of materials CPWD Form 10 – Piecework CPWD Form 11 - Work order CPWD Form 12 – Lump sum contract . 44

45. Proforma of Schedules A to F SCHEDULE ‘A’ Schedule of quantities. SCHEDULE ‘B’ Schedule of materials to be issued to the contractor. SCHEDULE ‘C’ Tools and plants to be hired to the contractor 45

46. SCHEDULE `D’ Extra schedule for specific requirements/document for the work, if any. COMMERCIAL AND ADDITIONAL CONDITIONS & TECHNICAL SPECIFICATIONS as per NIT SCHEDULE `E’ Reference to General Conditions of Contract Name of work Estimate cost of tender Earnest money Performance guarantee Security deposit etc. 46

47. SCHEDUEL `F’ General CPWD contract form Department name Accepting authority – Engineering in charge for civil work Engineering in charge for E&M work Standard schedule of rate- Civil (Plinth area rate 2021) DSR -2021 (Civil work vol.1 and vol.2) Electrical- DSR-2018 Market rate offer non DSR items. Percentage on cost of material and labour to cover overhead and profit- 15%. Clauses of GCC. Milestones 47

48. Earnest Money According to the practice in Central PWD, earnest money is paid by each tenderer to enable the Government to ensure that a tenderer does not back out of his tender before its acceptance, or refuse to execute the work after it has been awarded to him. Rates of Earnest Money For works estimated to cost up to Rs 10 Crores or as notified from time to time: 2% (Two percent) of the estimated cost. For works estimated to cost more than Rs 10 Crores or as notified from time to time : Rs. Twenty lakhs plus 1% (one percent) of the estimated cost put to tender in excess of Rs. Ten Crores. In case of petty works costing Rs. 25,000/- or less the Executive Engineer may, at his discretion, dispense with the conditions for calling for Earnest Money. 48

49. Mode of Deposit Earnest Money The Earnest Money is accepted only in the following forms: In cash up to Rs.10,000. Treasury challan. Deposit at Call Receipt of a Scheduled Bank guaranteed by the Reserve Bank of India. Banker’s cheque of a Scheduled Bank. Demand Draft of a Scheduled Bank. Fixed Deposit Receipt (FDR) of a Scheduled Bank. A part of earnest money is acceptable in the form of bank guarantee also. In such cases 50% of earnest money or Rs. 20 lakh whichever is less, will have to be deposited in shape prescribed above and balance can be accepted in form of bank Guarantee issued by a scheduled bank. The FDR is pledged in favour of the tender inviting authority. It is in the tenderer’s own interest to keep the FDR valid as long as it is required. 49

50. When it is required that the earnest money is deposited in the Treasury/accredited Bank direct by the contractor, the Divisional Officer/Sub-Divisional officer prepares Challan. The classification is correctly noted in the column “Head of Account”. The earnest money for individual works are classified under the Head “Revenue Deposits”. The Challan in-duplicate is handed over to the contractor who pays the amount into the treasury or the Bank on behalf of the Divisional Officer/Sub- Divisional Officer. The receipted challan is sent by the contractor along with the tender. The MSME firms registered in NSIC under PP policy are exempted from payment of EMD for supply of goods and services only. Note: The Bank Guarantee submitted as a part of Earnest Money is be valid for a period of 90days for single bid works and 180 days for two bid system or more from the date of submission of the tender. 50

51. Refund of Earnest Money The earnest money given by all the tenderers except the lowest tenderer is refunded immediately after the expiry of stipulated bid validity period or immediately after acceptance of the successful bidder, whichever is earlier. Entry of Demand Draft/ Bankers’s cheque received as earnest money with the tenders is kept in the Tender Opening Register, and these need not be deposited in the bank except for the lowest tenderer. Objective of collecting EMD Restriction on unnecessary competition: Contractor with low sound financial position may also submit tender with low price which may late lead to great difficulties in completion of work. Thus provision of EMD will be restrict competition among sound financial contractor who are capable of completing work. Punishment: Contractor with no intension of work may quote low rates. They may punished by forfeiting EMD. Compensation: In case if lowest contractor refuses to do work it may allotted to second lowest contractor and EMD will be forfeited from lowest contractor. 51

52. Performance Guarantee The contractor shall submit an irrevocable Performance Guarantee of 5% (Five percent) of the tendered amount in addition to other deposits mentioned elsewhere in the contract for his proper performance of the contract agreement, (not withstanding and/or without prejudice to any other provisions in the contract) within period specified in Schedule 'F' from the date of issue of letter of acceptance. This period can be further extended by the Engineer-in-Charge up to a maximum period as specified in schedule 'F' on written request of the contractor stating the reason for delays in procuring the Performance Guarantee, to the satisfaction of the Engineer-in-Charge. This guarantee shall be in the form of Cash (in case guarantee amount is less than Rs. 10,000/-) or Deposit at Call receipt of any scheduled bank/Banker's Cheque of any scheduled bank/Demand Draft of any scheduled bank/Pay Order of any scheduled bank (in case guarantee amount is less than Rs. 1,00,000/-) or Government Securities or Fixed Deposit Receipts or Guarantee Bonds of any Scheduled Bank or the State Bank of India in accordance with the form annexed hereto. In case a fixed deposit receipt of any Bank is furnished by the contractor to the Government as part of the performance guarantee and the Bank is unable to make payment against the said fixed deposit receipt, the loss caused thereby shall fall on the contractor and the contractor shall forthwith on demand furnish additional security to the Government to make good the deficit. 52

53. The Performance Guarantee shall be initially valid up to the stipulated date of completion plus minimum 60 days beyond that, if the same is submitted by the agency on scheduled format I as per GCC . If the same is submitted on the format II as per GCC , then the Performance Guarantee shall be valid up to the stipulated date of completion plus minimum 6 months beyond that. In case the time for completion of work gets enlarged, the contractor shall get the validity of Performance Guarantee extended to cover such enlarged time for completion of work. After recording of the completion certificate for the work by the competent authority, the performance guarantee shall be returned to the contractor, without any interest. However, in case of contracts involving maintenance of building and services/any other work after construction of same building and services/other work, then 50% of Performance Guarantee shall be retained as Security Deposit. The same shall be returned year wise proportionately. 53

54. INTEGRITY PACTS Each year, governments spend huge sums of money on public procurement – funding roads, bridges, schools, housing, water and power supply, other community improvements. But with these vast expenditures, opportunities for corruption are rife. Integrity Pacts were developed as a tool for preventing corruption in public contracting . An Integrity Pact is both a signed document and approach to public contracting which commits a contracting authority and bidders to comply with best practice and maximum transparency. Article used in integrity pact while inviting tender: Article 1: Commitment of the Principal/Owner Article 2: Commitment of the Bidder(s)/Contractor(s) Article 3: Consequences of Breach Article 4: Previous Transgression 54

55. Article 5: Equal Treatment of all Bidders/Contractors/Subcontractors Article 6- Duration of the Pact Article 7- Other Provisions. 55

56. Bid Type There are mainly four type of bid used while publicity of tender. Percentage type Item rate type EOI ( Expression of interest) EPC (Engineering, Procurement and Construction) type 56

57. Tender Type Open Tender Open tendering is the main tendering procedure employed by both the government and private sector. Open tendering allow anyone to submit a tender to supply the goods or service required and offers an equal opportunity to any organization to submit a tender. This type of tender is most common for the engineering and construction industry. Open tendering provide the greatest competition among supplier/ contractors and has the advantage of creating opportunities for new or emerging supplier/contractor to try secure work. Limited Tender Limited tendering allow limited contract or only Bidders enlisted to quote their rate to supply the goods or service required . 57

58. Enlistment : Including the name of the contractor in the list of after verification of credentials . Class of Enlistment (Tendering Limits) (A sample classification - Source CPWD website ) 58

59. Special Condition of Cement and Steel 59

60. 1. The contractor shall, at his own expense procure and provide all materials including cement and steel required for the work. 2. The contractor shall procure all the materials in advance so that there is sufficient time to testing and approving of the materials and clearance of the same before use in work. 3. All materials brought by the contractor for use in the work shall be got checked from the Engineer-in-Charge or his authorized representative of the work on receipt of the same at site before use. 4. The contractor shall also employ necessary watch and ward establishment for the safe custody of materials at his own cost. 5. Contractor has to produce Manufacturers Test Certificate for each lot of cement & steel procured at site. 60

61. CONDITIONS FOR CEMENT : - The contractor shall procure Portland Pozzolana Cement (PPC) {conforming to IS:1489 (Part-I)}, as required in the work, from reputed manufacturers of grey cement such as ACC, Ultra tech, Vikram, Ambuja , Jaypee Cement, Century Cement & J. K. Cement or from any other reputed cement Manufacturer having a production capacity not less than one Million Tons Per Annum (MTPA) and as approved by ADG for that sub region. Supply of cement shall be taken in 50 Kg bags bearing manufacturer’s name and ISI marking. Samples of cement arranged by the contractor shall be taken by the Engineer- incharge and got tested in accordance with provisions of relevant BIS codes. In case test results indicate that the cement arranged by the contractor does not conform to the relevant BIS codes, the same shall stand rejected and shall be removed from the site by the contractor at his own cost within a week’s time of written order from the Engineer- incharge to do so. The cement shall be brought at site in bulk supply of approximately 50 tonnes or as decided by the Engineer-in-charge . 61

62. The cement godown of the capacity to store a minimum of 2000 bags of cement shall be constructed by the contractor at the site of work for which no extra payment shall be made. Double lock provision shall be made to the door of the cement godown . The keys of one lock shall remain with the Engineer-in-charge or his authorized representative and the keys of the other lock shall remain with the contractor. The contractor shall be responsible for the watch and ward and safety of the cement godown . The contractor shall facilitate the inspection of the cement go down by the Engineer-in-charge at any time. Conditions for cement proposed to be procured in silos may be approved by the Engineering charge along with mode of storage, measurement, testing and grade requirements. The cement shall be got tested by Engineer-in-charge and shall be used on work only after test results have been received. The contractor shall supply free of charge the cement required for testing. The cost of all testing shall be borne by the contractor. The actual issue and consumption of cement on work shall be regulated and proper accounts maintained as provided in relevant clause of the contract. The theoretical consumption of cement shall be worked out as per procedure prescribed in clause 38 of the GCC EPC and shall be governed by conditions therein. 62

63. Cement brought to site and cement remaining unused after completion of work shall not be removed from site without written permission of the Engineer-in-charge. Damaged cement shall be removed from site immediately by the contractor on receipt of notice in writing from the Engineer-in-charge. If he does not do so within three days of receipt of such notice, the Engineer-in-charge shall get it removed at the cost of the contractor. The Steel manufacturers such as SAIL, TATA Steel Ltd., RINL, Jindal Steel & Power Ltd., and JSW steel Ltd. or their authorized dealers having valid BIS license for IS:1786-2008 The Steel manufacturers or their authorized dealers (as per following selection criteria) having valid BIS license for IS: 1786:2008 The procured steel should have following qualities: - Excellent ductility, bend ability and elongation of finished product due to possible refining technology. SPECIAL CONDITIONS FOR STEEL : - 63

64. Consumption of steel should be accurate as per design. Steel should have no brittleness problem in finished product. Steel should carry the quality of corrosion and earthquake resistance . Quality steel with achievement of proper level of Sulphur and phosphorus as per IS: 1786:2008. The contractor shall have to obtain Manufacturers Test Certificates / Test Certificates stating the process of manufacture, chemical composition and test sheet giving result of each mechanical test applicable to the material purchased and submit it to the Engineering- Charge in respect of all supplies of steel brought by him to the site of work. Each test certificate shall indicate the number of the cast to which it applies, corresponding to the number or identification mark to be found on the material. Samples shall also be taken and got tested for both chemical composition and physical properties (including bend and re-bend test) by the Engineer-in-Charge as per the provisions in this regard in relevant BIS codes. In case the test results indicate that the steel arranged by the contractor does not conform to the specifications , the same shall stand rejected, and it shall be removed from the site of work by the contractor at his cost within a week time or written orders from the Engineer-in-Charge to do so. 64

65. The steel reinforcement bars shall be brought to the site in bulk supply of ten tons or more as decided by the Engineer-in-charge. The steel reinforcement shall be stored by the contractor at site of work in such a way as to prevent distortion and corrosion and nothing extra shall be paid on this account. Bars of different sizes and lengths shall be stored separately to facilitate easy counting and checking. For checking nominal mass, tensile strength, bend test, re-bend test etc., specimen of sufficient length shall be cut from each size of the bar at random at frequency not less than that specified below: 65

66. The contractor shall supply free of charge the steel required for testing including its transportation to testing laboratories. The cost of testing of steel reinforcement shall be borne by the contractor. The actual issue and consumption of steel on work shall be regulated and proper accounts maintained as provided in relevant clause of the contract. The theoretical consumption of steel shall be worked out as procedure prescribed in clause 38 of the GCC EPC and shall be governed by conditions laid therein. In case the consumption is less than theoretical consumption including permissible variations, recovery at the rate so prescribed shall be made. In case of excess consumption, no adjustment needs to be made. Steel brought to site and steel remaining unused shall not be removed from site without the written permission of the Engineer-in-charge. Special conditions shall be incorporated by the NIT approving authority keeping in view the guidelines issued by the Directorate from time to time in this regard which are available on CPWD web site. 66

67. Clause 10CA - Payment due to variation in prices of materials after receipt of tender If after submission of the tender, the price of materials specified in Schedule F increases/ decreases beyond the base price(s) as indicated in Schedule F for the work, then the amount of the contract shall accordingly be varied and provided further that any such variations shall be effected for stipulated period of Contract including the justified period extended under the provisions of Clause 5 of the Contract without any action under Clause 2. The increase/decrease in prices of cement, steel reinforcement, structural steel shall be determined by the Price indices issued by the Director General, CPWD. For other items provided in the Schedule 'F', this shall be determined by the All India Wholesale Price Indices of materials as published by Economic Advisor to Government of India, Ministry of Commerce and Industry . Base price for cement, steel reinforcement, structural steel shall be as issued under the authority of Director General CPWD applicable for Delhi including Noida, Gurgaon, Faridabad & Ghaziabad and for other places as issued under the authority of Zonal Chief Engineer, CPWD and base price of other materials issued by concerned Zonal Chief Engineer and as indicated in Schedule 'F'. In case, price index of a particular material is not issued by Ministry of Commerce and Industry, then the price index of nearest similar material as indicated in Schedule 'F' shall be followed. 67

68. The amount of the contract shall accordingly be varied for all such materials and will be worked out as per the formula given below for individual material:- Adjustment for component of individual material where, V = Variation in material cost i.e. increase or decrease in the amount of rupees to be paid or recovered. P = Base Price of material as issued under authority of DG, CPWD or concerned Zonal Chief Engineer and as indicated in Schedule "F". For Projects and Original Works 68

69. Q = Quantity of material brought at site for bonafide use in the works since previous bill excluding any such quantity consumed in the deviated quantity of items beyond deviation limit and extra /substituted item, paid/to be paid at rates derived on the basis of market rate under clause 12.2. CIo = Price index for cement, steel reinforcement bars structural steel as issued by the DG, CPWD and corresponding to the time of base price of respective material indicated in Schedule 'F'. For other items, if any, provided in Schedule 'F', All India Wholesale Price Index for the material as published by the Economic Advisor to Government of India, Ministry of Industry and Commerce and corresponding to the time of base price of respective material indicated in Schedule ‘F’. CI = Price index for cement, steel reinforcement bars, structural steel as issued under the authority of DG, CPWD for period under consideration . For other items, if any, provided in Schedule 'F', All India Wholesale Price Index for the material for period under consideration as published by Economic Advisor to Government of India, Ministry of Industry and Commerce. 69

70. Invitation of Tenders for Works 70

71. Procedure for inviting tender Preparation of tender documents Issue of notice inviting tender or tender call notice Submission and opening of tender and their scrutiny Acceptance of tender and award of tender Stage1 PREPARATION Stage2 APPROVAL TO TENDER Stage3 DOCUMENTATION Stage4 INVITATION Stage5 PROCESSING Stage6 AWARD CONTRACT 71

72. Stage 1: Preparation Final completion of drawing, specification, measurement. Choose condition of contract. Approval of plans from local bodies. Technical Sanction. Parties involved: Architect, engineer, client, project manager. Stage 2: Approval to tender Discussion and decision on type of tender to be used: Open Tender Limited tender Stage 3: Documentation Letter of invitation to tender Instruction to bidder. 72

73. Schedule of quantities of work to be done and material, tool and plants to be supplied by the department if any Relevant approved drawing Schedule of rate Forms and of tender- CPWD-6, CPWD-7, CPWD-8 etc, and schedule A to F of GCC. Condition of contractor Complete Specification of work Schedule of additional information Sample copy of letter of acceptance Sample copy of bank guarantee for performance bond Sample copy of bank guarantee for advance payment Sample copy of EMD form in which it is to be paid Subsoil investigation report 73

74. Stage 4: Invitation Based on selection of tendering method Open/Competitive/bid tender- Produce tender notice Selective/Limited- Short listed contractor will be invited to tender if they wish Stage 5: Processing List of all tender received along with the details of EM received should be prepared. It should be checked that every tender should be duly signed by contractor. The address of contractor should be clear and complete. Verification of contractor condition should be clear and complete. Rate should be mentioned in both figures and words, both should be same, if there is any difference then rate mentioned in words will be accepted. Calculation done by calculator and the total cost of work should be carefully checked. After tender have be en opened, a comparative statement is prepared in presence of the tender opening authority and got signed by them. 74

75. Then compare the rate of various tenders in respect of each item rate against the estimated rate. Stage 6: Award Contract Based on the comparative statement , usually the lowest tender is accepted, while accepting the tender, the tender accepting authority shall satisfy the following regarding the tenders. The financial status of each tenderer. Capacity to do work Past record as contractor such as experience, procurement of labourer etc. For valid reason, a tender other than the lowest can be accepted. The fact is to be submitted to the next higher authority. A report on this is to be submitted to next higher authority. A suitable reason is also mentioned in comparative statement. The tender accepting authority himself has to sign the comparative statement and record his remarks. 75

76. Two contractor have quoted the same lowest rate In case the lowest tendered amount of two or more contractors is same, such lowest contractors will be asked to submit sealed revised offer in the form of letter mentioning percentage/item rate above/ below on estimated cost of tender including all sub sections/sub heads as the case may be, but the revised percentage/item rate quoted above/below on tendered cost or on each sub section/ sub head should not be higher than the percentage/item rate quoted at the time of submission of tender. The lowest tender shall be decided on the basis of revised offers. In case any of such contractor refuses to submit revised offer, then it shall be treated as withdrawal of his tender before acceptance and 50% of earnest money shall be forfeited. If the revised tendered amount of two more contractors received in revised offer is again found to be equal, the lowest tender, among such contractors, shall be decided by draw of lots in the presence of SE of the circle, or CE of the zone EE(s) in-charge of major & minor component(s) (also DDH in case Horticulture work is also included in the tender), & the lowest contractors those have quoted equal amount of their tenders. 76

77. Name of the department inviting tender: Central Public Works Department (CPWD) Name of work and location Designation of officer inviting tender Last date and time of receipt of tender Time of completion and type of contract Period of availability of tender document Cost of tender document Earnest Money deposit to be paid Date, Time, and place of opening the tender Designation of the officer opening the tender Information to be given in a tender notice 77

78. Publicity of tender 78

79. As per Rule 159 and 160 of GFR 2017 , it is mandatory to e- publish 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, corrigenda thereon and details of bid awards on the Central Public Procurement Portal (CPPP) as well as web site of the Department and to receive all bids through e-procurement portals in respect of all procurements respectively. However, individual cases, where confidentiality is required for reasons of national security, such provision would be exempted. The decision to 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. All the tenders/quotations are to be published on CPWD portal which is linked to CPP portal. The URL address of the service provider for hosting the e-Tendering platform for CPWD shall be as per instructions from time to time. Presently, the e-Tendering platform for CPWD has been hosted by the service provider with URL address https://etender.cpwd.gov.in . The link of the service provider is available on CPWD web site. 79

80. Part A: Tender Details NIT/REP No- Name of work- Brief description for which the tender is being called for. Sub work/ packages- additional information given about tender but it is not mandatory. Tender type- Open limited. Competitive bidding type- NCB ( National competitive bidding) ICB ( International competitive bidding) Category of tender- Electrical Civil Horticulture 80

81. Type of work- Works Goods Services Bid type- Percentage Item rate EPC EOI (Expression of interest) Type of work- Electrical- Cables, switch gear and other control equipment Electrical – Motor and other equipment Electrical – Telephone/Water cooler/CCTV Civil – Road Civil – Building Civil – Treatment plant 81

82. Time allowed- time for execute the work Estimated cost- value of tender Bid submission date No of stage Last date and time receipt of pre bid queries Receipt of queries through – Interface or email Pre bid meeting- No Yes- then mention date and venue. Bid submission closing date Tender opening dates Cover section- Single bid system Two bid system Note-Choose one option while publicity of tender. Three bid system 82

83. In single bid system only mention financial bid opening date and time. In two bid system only mention technical cum eligibility and financial bid opening date and time. In three bid mention eligibility, technical and financial bid opening date and time. Bid validity period Bid validity expiry date After submit all above details tender ID will be generated. PART B Tender dashboard EMD details- Provision to add EMD credentials Amount EMD in favour of Mode of payment- DD, online payment, challan generation, Bank guarantee etc Upload tender documents- Provision to add multiple documents along with description related to tender. 83

84. Mandatory documents- Provision to add mandatory documents to qualify for tender like PAN CARD, Registration certificate, EMD etc. Covers – Provision to add cover for Eligibility bid, Technical bid and Financial bid. Bid openers- Provision add bid opener. One who upload/ invite tender can add one another person who can open bid. Edit tender details- Here user can edit previous enter details. Tender consulated view- Here user can view can view entire tender detail in single page. Finally after completing these steps we publish tender. 84

85. Time Limit for Publicity of Tenders 85

86. Time for publicity The following time limits between the date of uploading of tender on web site and the date of receipt of the tenders are desirable. However, these time limits may be varied by the NIT approving authority keeping in view the exigencies and complexity of the work. ( i ) 7 days in the case of works with estimated cost put to tender up to Rs. 5 crores (ii) 14 days in the case of works with estimated cost put to tender more than Rs. 5 crores If the banks are closed on the last date of submission of tenders, the date shall be postponed suitably to next working day. Uploading and Opening of Tenders In compliance to Committee of Secretaries proposal regarding govt. tenders at national level, specific days are fixed for different regions for inviting/ uploading of NIT and opening of tenders . 86

87. SCHEDULE FOR UPLOADING AND OPENING OF TENDERS The following schedule may be followed by every region for inviting/uploading the NITs for call of tenders as well as opening of tender: In case of exigencies of work or emergent situations the T/S Authority can allow to call and open tenders on any other day instead of specific fixed days. 87

88. 88

89. Maximum days for award of contract by CPWD Complete Time schedule of finalising the Tender process from the date of issuing the tender to date of issuing the contract, should be published in the Bid Documents 89

90. T IME SCHEDULE FOR SCRUTINY OF TENDERS Note: The time schedule given above relates to tenders other than lump-sum tenders. For the later type of tenders, two days more may be allowed at each stage. Period indicated above is in working days. *The SE will send his recommendation in the matter to the CE within 5 days of receipt of copy of tender papers from EE. 90

91. 4. In case of composite tender the EE while forwarding the tender to the Chief Engineer will send a copy of comparative statement of schedule related to other disciplines to the concerned EE and SE, who will send their recommendation along with justified rates etc. to the Chief Engineer within 5 working days of receipt of the paper. **AE(P)&EE(P) shall process the tender and put up the same to SE(P) within 7 days after receipt of recommendation in the matter from SEs concerned. 5. For Two Bid/Three Bid system, a period of 30 days from the date of opening of Technical Bid shall be provided for scrutiny and finalization of Technical Bids. 91

92. 92