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Tender

1. A Presentation on Tender & Contract By SANJAY KUMAR, SSE/TRD/ APDJ, N. F. Railway

2. Definition of Tender A tender is a formal process where organizations invite bids from suppliers or contractors to provide goods or services at a specified cost. It's a competitive bidding system that ensures transparency, fairness, and the best value for the organizations. The process of inviting and receiving such offers is also known as "tendering”.

3. Types of Tenders An open tender is a type of procurement process where any interested Supplier or contractor is invited to submit a bid for providing goods or services. In an open tender, the tender notice is publicly advertised, allowing all potential bidders to participate. This process is designed to maximize competition, ensure transparency, and provide equal opportunities for all qualified suppliers or contractors. Open tenders are often used by governments and public sector organizations to maintain fairness and achieve the best value for money . Open Tender :

4. Bidder4 NIT(Notice for Inviting Tender ) Tender Notice (To invite Online, Publicly through newspapers ) Submission of bids Bid Evaluation & Selection of Qualified bidder Tender Award to Qualified bidder Bidder1 Bidder2 Bidder3 Bidder….. Open Tender :

5. Limited Tenders A limited tender is a procurement process where only a select group of suppliers or contractors are invited to submit bids for a project or the provision of goods or services. Unlike an open tender, which is advertised publicly and open to all qualified bidders, a limited tender restricts the bidding process to specific vendors who are chosen based on certain criteria, such as their expertise, experience, or past performance. Limited tenders are often used when there is a need for specialized services, when time constraints are a factor, or when the number of potential suppliers is limited. This method can streamline the procurement process, but it may also reduce competition. To ensure fairness and transparency, the criteria for selecting the invited bidders should be clearly defined and justifiable.

6. Bidder4 Preparation of NIT(Notice for Inviting Tender ) Tender Notice (Only the pre-qualified suppliers are invited to submit their bids. ) Submission of bids Bid Evaluation & Selection of Qualified bidder Tender Award to Qualified bidder Bidder1 Bidder2 Bidder3 Bidder5 Limited Tenders

7. Single Tenders A single tender is a procurement process where only one supplier or contractor is invited to submit a bid for a project, service, or supply of goods. This approach is typically used in specific situations where there is only one known or qualified source capable of providing the required goods or services. Single tenders may be used when: The goods or services are highly specialized or unique. There is an urgent need, and no other suppliers can meet the deadline .

8. Preparation of NIT(Notice for Inviting Tender ) Tender Notice ( Send the tender invitation to one selected bidder) Submission of bid Bid Evaluation Tender Award Bidder1 Single Tenders

9. Tender Process Overview Preparation of Estimate Preparation of Tender Schedule Preparation of NIT (Notice Inviting Tender) Preparation of Tender Notice / E-Tender Notice Opening of Tender & Download the bidder documents Tender Evaluation Submission of PG Money Tender Award Contract Award

10. How to process tender online 1. Goto web site : www.ireps.gov.in Click on it

11. How to process tender online 1. Goto web site : www.gem.gov.in

12. Tender Requirements from NIT 1. Eligibility Technical Criteria in works contract: 10.1 Technical Eligibility Criteria: (a) The tenderer must have successfully completed or substantially completed any one of the following categories of work(s) during last 07 (seven) years, ending last day of month previous to the one in which tender is invited: Three similar works each costing not less than the amount equal to 30% of advertised value of the tender, or Two similar works each costing not less than the amount equal to 40% of advertised value of the tender, or One similar work each costing not less than the amount equal to 60% of advertised value of the tender. Work experience certificate from private individual shall not be considered. work experience certificate issued by Public listed company having turnover 500 Cr. May be accepted Note

13. 2. Eligibility Technical Criteria in works contract: 13 The tenderers shall submit requisite information as per Annexure-VIB, along with copies of Audited Balance Sheets duly certified by the Chartered Accountant/ Certificate from Chartered Accountant duly supported by Audited Balance Sheet. 10. 2 Financial Eligibility Criteria: The tenderer must have minimum average annual contractual turnover of V/N or 'V' whichever is less; where V= Advertised value of the tender in crores of Rupees N= Number of years prescribed for completion of work for which bids have been invited. The average annual contractual turnover shall be calculated as an average of “total contractual payments” in the previous three financial years, as per the audited balance sheet. However, in case balance sheet of the previous year is yet to be prepared/ audited, the audited balance sheet of the fourth previous year shall be considered for calculating average annual contractual turnover.

14. Minimum Eligibility Criteria for Single/two packet System inServices Contract: Work experience:- The bidder should have satisfactorily completed* in the last three previous financial years and the current financial years up to the date of opening of the tender, one similar single service contract** for a minimum of 35% of advertised value of the bid. ** Similar service contract means any contract that is so specified by the competent authority *Completed service contract includes ongoing service contract subject to payment of bills amounting to at least 35% of the advertised value of the bid. Minimum Eligibility Criteria for Single/two packet System in Services Contract:

15. Minimum Eligibility Criteria for Single/two packet System in Services Contract: ( i ) T1- Financial Turnover: - The bidder should have an aggregate financial turnover not less than 1.5 times of advertised Bid Value during the last three previous financial years and in the current financial year upto the date of opening of the tender. (ii) T2 Liquidity: The bidder should have access to or has available liquid assets, lines of credit and other financial means to meet cash flow that is valued at 5% of the estimated bid value net of applicant's commitments for other contracts . Financial Standing: The Bidders will be qualified only if they have minimum financial capabilities as below: -

16. Eligibility Criteria for Two packet System in Services Contract: Evaluation of Technical Bid to scrutinize the capability, financial strength, experience etc. of bidders. Technical criteria & minimum qualifying marks to be defined Evaluation of Financial Bid

17. Earnest Money Deposit (EMD) Purpose EMD ensures the bidder's seriousness and commitment to the tender process. The tenderer shall be required to submit the Bid Security with the tender for the due performance with the stipulation to keep the offer open till such date as specified in the tender, under the conditions of tender. Amount Refund EMD is refunded to unsuccessful bidders after the tender is awarded to the winning supplier. Value of the Work  Bid Security For works estimated to cost up to ₹ 1 crore 2% of the estimated cost of the work For works estimated to cost more than ₹ 1 crore ₹ 2 lakh plus ½% (half percent) of the excess of the estimated cost of work beyond ₹ 1 crore subject to a maximum of ₹ 1 crore The Bid Security shall be deposited during bidding as per GCC April/2022. The Bid Security shall be as under: . Note Shall be rounded off to the nearest ₹100. Any firm recognized by Department of Industrial Policy and Promotion (DIPP) as ‘Startups’ shall be exempted. 100% Govt. owned PSUs shall be exempt. Labour Cooperative Societies shall deposit only 50% of above earnest money deposit detailed above .

18. Performance Guarantee Money (PG Money) Purpose PG Money ensures the supplier's performance and fulfillment of the contract terms. Amount The successful bidder shall submit the Performance Guarantee (PG) money amounting to 5% of the original contract value. Other conditions The successful bidder shall have to submit a Performance Guarantee (PG) within 21 days from the date of issue of Letter of Acceptance (LOA). PG beyond 21 (Twenty one) days and upto 60 days -a penal interest of 12% per annum. After 60 days from the date of issue of LOA- the contract is liable to be terminated. P.G. shall be initially valid upto the stipulated date of completion plus 60 days beyond that. variation up to 25% (either increase or decrease). The Performance Guarantee (PG) shall be released after physical completion of the work.

19. Performance Guarantee in service contract : amounting to 5% of the contract value within 30 (Thirty) days from the date of issue of Letter of Acceptance (LOA) PG beyond 31 (Thirty one) days and up to 90 days -a penal interest of 15% per annum but a notice to be served after 60 days after 90 days from the date of issue of LOA- the contract is liable to be terminated Validity of PG – up to the stipulated date of completion plus 60 days beyond that variation up to 25% (either increase or decrease.) Shall be released after physical completion of work. 25 % of PG would be retained till the warranty/maintenance. If the penalty imposed exceed 50 % of the applicable maximum penalty, a PG equivalent to 25 % of the applicable PG shall be forfeited. If penalty exceeds 75 %- a PG equivalent to 50 % shall be forfeited.

20. Security Deposit Money (SD Money) Purpose PG Money ensures the supplier's performance and fulfillment of the contract terms. Amount The successful bidder shall submit the Performance Guarantee (PG) money amounting to 5% of the original contract value. Other conditions The Security Deposit shall be 5% of the contract value. in cash or Term Deposit Receipt issued from Scheduled commercial bank of India or irrevocable Bank Guarantee bond issued from Scheduled commercial bank of India, or may be recovered at the rate of 6% of the bill amount till the full Security Deposit is recovered. Security deposit recovered from the running bills can be returned after physical completion of work in lieu of Term Deposit Receipt/irrevocable Bank Guarantee for equivalent amount. Refund of Security Deposit: (a)Final Payment of the Contract/Maintenance Certificate issued, on expiry of the maintenance period Forfeiture of Security Deposit: in case contract rescinded in whole as per clause 62 (1) of GCC

21. Tender NIT

22. Tender Notice Invitation The customer invites qualified suppliers to submit bids for the required goods or services. Details The notice includes information like project description, timelines, and submission guidelines. Deadlines The notice specifies the deadline for bid submission and the date of bid opening. Contact The notice provides contact information for any clarifications or queries from bidders.

23. Tender Bid Submission Technical Bid Submission of documents demonstrating the bidder's technical capabilities. Commercial Bid Submission of the pricing and commercial terms for the proposed solution. Financial Bid Submission of the overall financial proposal, including costs and payment terms.

24. Tender Evaluation Eligibility Verification Ensuring bidders meet the specified eligibility criteria. Technical Evaluation Assessing the technical capabilities and compliance of the bids. Financial Evaluation Analyzing the commercial and financial aspects of the bids. Final Selection Selecting the most responsive and advantageous bid for award.

25. Tender Award Notification The successful bidder is informed about the contract award. Contract Signing The customer and the selected supplier sign a formal contract. Transition The supplier mobilizes resources to commence the contracted work.

26. Thank you