Professional Documents
Culture Documents
Reference Handbook
under
TABLE OF CONTENTS
Abbreviations Acronyms
PS Procurement Specialist
Abbreviations Acronyms
BG Bank Guarantee
Chapter – II : Procurement provisions in the Project Agreement
CHAPTER I
General Introduction
1. The Articles of Agreement require the Bank to ensure that the proceeds of
Loan/ Credit are used for the purposes intended with due attention to
economy and efficiency and without regard to political or other non-economic
influences or considerations.
2. Accordingly, Bank has developed Guidelines for procurement of Goods,
Works and Consultancy, which represent:
• Accumulated experience of the Bank/ IDA; and
• Good public procurement practices on a global scale.
3. Impartial administration of procurement among all eligible bidders is essential
to maintain Bank's ability to raise financial resources from its member
countries and in the capital markets.
4. Procurement is an important aspect of Bank's operations. It is a critical
element in project implementation and unless it is carried out efficiently and
promptly, the full benefits of the Project cannot be realized. Bank loans/
credits are normally disbursed as expenditures are incurred. Since delays in
procurement, delays disbursements, every effort should be made to ensure
prompt handling of procurement.
5. Good procurement practices alone cannot ensure that the Bank assisted
Projects will achieve their developmental goals, but these will definitely
enhance the developmental effectiveness. However, poor procurement
practices virtually guarantee that these development goals will not be fully
achieved.
6. The responsibility for the execution of the Project and therefore for the award
and administration of the contracts under the Project rests with the Borrower.
7. Role of procurement is critical for:
• Ensuring satisfactory implementation;
• Ensuring speedy transfer of resources by way of disbursement;
• Achieving economy and efficiency; and
Chapter – II : Procurement provisions in the Project Agreement
12. Salient features of the Bank’s policies and procedures for selection,
contracting and monitoring of consultants for projects financed by loan from
IBRD or credits/ grants from IDA are :-
CHAPTER II
Procurement provisions in the Project Agreement
Procurement provisions in the Project Agreement Schedule 2 “Procurement and
consultant’s services” annexed to Project Agreement (National Agricultural
Innovation Project) stipulate the procurement procedures. These are reproduced
below :-
Section I : General
A. All goods, works and services (other than consultants’ services) shall
be procured in accordance with the provisions of Section I of the
“Guidelines : Procurement under IBRD Loans and IDA Credits” dated
May 2004 (the Procurement Guidelines), and with the provisions of this
Schedule.
B. Other Procedures
The Procurement Plan shall set forth those contracts, which shall be
subject to the Association’s Prior Review.
CHAPTER III
Applicable Procurement Guidelines
1. PROCUREMENT PLAN
The Borrower shall promptly inform the Bank of any delay or other
changes in the scheduling of Procurement process, which could
significantly affect the timely and successful implementation of the project
contracts, and agree with the Bank on corrective measures.
2. PROCUREMENT GUIDELINES
NOTE :
1. The Development Credit Agreement and Project Agreement govern the legal
relationship between the Borrower and the Bank and the Guidelines are made
applicable to procurement of goods, works and consultant’s services for the
project as provided in the Project Agreement.
2. The rights and obligations of the Borrower and the provider of goods, works and
consultant’s services for the project are governed by the bidding documents,
Chapter – III : Applicable procurement Guidelines
Request for Proposals and by the contracts signed by the Borrower with the
provider of goods, works and services and not by these Guidelines or the
Development Credit Agreement and Project Agreement.
3.2 The Right to Information Act (RTI) has come into force in India since
October 2005. The Act gives to the Public, legal rights to get information
about the utilization of public funds, progress reports of ongoing projects,
state circulars, contracts, etc. The new law, places India among 55
countries in the World to have such legislations.
3.3 The Karnataka Govt., have taken lead to enact transparency in Public
procurement Act 1999 which has come into force with effect from 4th
October, 2000. The Tamilnadu Govt. have also followed and enacted
such a legislation in the State. Some of the other State Govts also have
initiated efforts to enact laws and bring Public procurement in the ambit of
legal environments. The Act is intended to streamline procedure in Public
Procurement and also ensure accountability in Public Procurement.
> In the case of Contracts with supplier of the Purchaser country, the
dispute to be referred to adjudication or Arbitration in accordance with
the Laws of the purchasers country.
> The World Bank should not be named as Arbitrator.
> In case of the contract with an Indian supplier the Arbitration and
Reconciliation Act 1996 will be applicable.
> Important features of the act are:
The parties are free to determine the number of arbitrators
provided that such number shall not been an even number.
A person of any nationality may be an arbitrator. Unless
otherwise agreed by the parties.
In case of disagreement on a procedure for appointing Arbitrators,
each party shall appoint one Arbitrator and the two appointed
Arbitrators shall appoint the third Arbitrator who shall act as the
presiding Arbitrator.
If the appointing procedures as explained does not work and
party fail to appoint Arbitrators, the appointment shall be made,
upon request of a party, by the Chief Justice of India or any
person or institution designated by him.
In the case of appointment of sole or third Arbitrator in an
International Commercial Arbitration, the Chief Justice of India or
institution designated by him may appoint an arbitrator of a
Nationality other than the nationalities of the parties.
The Arbitral tribunal is not bound by the code of Civil Procedure
1908 or the Indian Evidence Act 1872; the parties are given
freedom on the procedures to be followed by the arbitral tribunal
in conducting it’s proceedings.
The parties shall be treated with equality and each party shall be
given a full opportunity to present his case.
The decision of the arbitral tribunal shall be made by a majority of
all its members.
The arbitral tribunal shall specify :-
i) The party entitled to costs
ii) The party who shall pay the costs
iii) The amount of costs or method of determining that
amount
iv) The manner in which costs shall be paid
In addition ,the Bank may Sanction /declare the firm ineligible either
indefinitely or for a particular period.
6. WARRANTY
6.1 Warranty and AMC for the duration and life of the equipment are
desirable. We have to be careful in deciding the period for which they are
to be provided.
6.2 Laboratory equipments with short life may require shorter warranty period
and AMC. Providing a very long warranty with AMC may add to cost
without being fruitfully utilized as the length of commitment does have an
effect on price.
7.2 In line with World Bank guidelines to give maximum publicity to the
Tenders and related procurement activities, all General Procurement
notices, Expression of Interest (EOI) notices, Bid Documents, Contract
award notices will be uploaded on the website .
Chapter – III : Applicable procurement Guidelines
APR
JULY
AUG
JAN
APR
AUG
DEC
AUG
MAY
JUNE
FEB
MAR
MAY
JUNE
JULY
SEPT
OCT
NOV
JAN
APR
FEB
MAR
MAY
JUNE
JULY
SEPT
OCT
NOV
DEC
JAN
FEB
MAR
SEPT
OCT
NOV
DEC
COST in
AND PROCUREMENT
Lakh / INR
QUANTITY
APPRAISAL
REVISED
ACTUAL
APPRAISAL
REVISED
ACTUAL
CHAPTER IV
To be adopted where :
(a) Goods and equipments packages are estimated to cost US$ 1
million and above.
(b) Irrespective of value, where supplies need import and entail
payment in foreign currency;
(c) Generally for all contracts in which foreign firms can be expected to
participate.
Requirement :
Publication of General Procurement Notice, followed by specific
Invitation for Bids (IFB) in United Nations Development Business
online (UNDB online) and in the Development Gateway’s dgMarket.
Bank will arrange for its publication. The General Procurement Notice
shall be updated annually for all outstanding procurement;
Transmission of IFB to embassies and trade representatives of
countries of likely suppliers/ contractors of the equipment and
materials required and also to those who have expressed interest in
response to the General Procurement Notice;
Publication of IFB in at least one national newspaper having wide
circulation in all regions of country;
Publication of IFB in the departmental website
Use of Bank’s standard bidding document;
Sale of bidding document to start only after publication of IFB in
UNDB and national newspaper(s);
Bidding period 45 to 90 days from date of start of sale of bidding
documents.
Steps :
Notification/Advertising;
issue of Bidding Document;
Chapter – IV : Methods of Procurement – Salient Features
submission of Bids;
public opening of bids;
evaluation;
selection of lowest evaluated responsive bid – based on post
qualification ;
Contract Award; and
Contract performance
To be adopted where :
Where ICB would not be most economic and efficient method of
procurement and where other methods are deemed more appropriate;
and/ or
As provided in the Legal Agreement
Provisions of paragraphs 3.3 and 3.4 of the Guidelines shall apply for
NCB contracts. National Competitive Bidding is a competitive bidding
advertised nationally for procuring goods/ works, which by their nature or
scope are unlikely to attract foreign competition. Currency specified shall
be Indian Rupees for bidding as well as payment. However, foreign
bidders are not to be precluded from participation, if they wish to bid, but
they are also to be paid only in Indian Rupees. Domestic preference will
not be applicable.
To be adopted where
The contract values are more than US$ 50,000 equivalent for Goods/
Works per contract;
Works are scattered geographically or spread over time;
Works are labour intensive;
The goods and works are available at prices below international
market; or
Foreign firms are not likely to be interested; and
Advantages of ICB are clearly outweighed by the administrative and
financial burden involved.
Requirement
Publication of IFB in newspapers having wide circulation in the
country;
Publication of IFB in the departmental website
Use of Bank’s standard bidding documents;
Sale of bidding documents to start only after publication of IFB in
newspapers
Bidding period 30 to 90 days from date of start of sale of bidding
documents;
Bid amount and payment in local currency; and
If foreign firms wish to participate, they shall be allowed to do so.
Chapter – IV : Methods of Procurement – Salient Features
Steps
Same as in ICB
2.10 Shopping
Steps
Issue of requests for quotations;
Evaluation of quotations by preparation of comparative statement;
Selection of the lowest responsive offer; and
Issue of purchase order.
Steps
Invite quotation proposal; and
Issue purchase order
Chapter – IV : Methods of Procurement – Salient Features
The items of Goods & Works not procured in accordance with the agreed
provision in loan agreement between borrower and the Bank & as further
elaborated in the procurement plan, mayl be declared by Bank, as
misprocurement. The Bank does not finance such expenditure and may
cancel that portion of the loan allocated to the goods and works that have
been misprocured.
4.2 Warranty: Warranty and Annual Maintenance Contract (AMC) for the
duration of the life of the equipment are desirable but we have to be
careful in deciding the period for which they are to be provided.
Laboratory equipment may get obsolete with time and there is a need to
replace them. Providing a very long warranty with AMC coverage may
therefore add to the cost without being fruitfully utilized as the length of
commitment does have an effect on price. A Warranty with AMC coverage
of around 5 years (2+3 years or 3+2 years, respectively) may be preferred
to begin with. The AMC can be extended beyond this period if the
equipment remains serviceable and is to be continued. The World Bank
suggests that the Warranty period of 24/27 months should be provided,
only if it is an accepted industry standard for the equipment being
procured. Otherwise, this may result in reduced competition and increased
cost. The period should therefore, be stipulated after ascertaining the
normal industry standards. Bank Guarantee (BG) coverage for AMC
should invariably be obtained so that the supplier or his agent has
continued interest in maintaining the equipment.
4.4 Training: Training for use of critical equipment is necessary and should
form part of the incidental services. However, free training at the
manufacturers’ end if located in a foreign country, will add to the cost and
should be asked for only when it is considered essential. Otherwise non-
utilization of this provision will only mean payment of a hidden cost,
remaining unused. Further the break-up of the cost of training must be
obtained at the time of bidding itself. Also, the nature and scope of training
should be clearly defined in the bid documents.
4.5 On-site Service: Unless onsite service is provided for both warranty and
AMC, there may be problems, wherein the bidder may agree to provide
replacement of parts but the work involved with documentation, import,
customs clearance, insurance, etc. for replacement of parts may fall on the
purchaser.
4.8 Indian Laws: The Bidding Document should indicate that the relevant
contract would be interpreted as per Indian Laws.
4.10 Payment Schedule: The payment schedule should generally be: (i) ten
percent as advance, (ii) seventy percent on shipment (in case of imported
items), or proof of delivery in case of indigenous supply; and (iii) twenty
percent on final acceptance.
QCBS uses a competitive process for selection among short listed firms.
Provision of Section-II of the Guidelines : Selection and Employment of
Consultant’s by World Bank Borrowers – May 2004 describes in detail the
procedures for QCBS.
To be adopted where :-
(a) Selection process takes into account the quality of the proposal and
the cost of services in the selection of the successful firm.
Requirement :-
Publication of General Procurement Notice followed by specific
Request for Expression of Interest (REOI) in United Nations
Development Business online (UNDB online) and in the Development
Gateway’s dgMarket. Bank will arrange for its’ publication. The
General Procurement Notice shall be updated annually for all
outstanding procurement;
Transmission of Request for Expression of Interest (REOI) to
embassies and trade representatives of countries of likely consulting
firms and also to those who have expressed interest in response to
the General Procurement Notice;
Chapter – IV : Methods of Procurement – Salient Features
Steps
The Selection process shall include the following steps :-
(a) Preparation of TOR
(b) Preparation of cost estimate and the budget;
(c) Advertising;
(d) Preparation of the short list of consultants;
(e) Preparation and issuance of the RFP [which should include the
Letter of Invitation (LOI); Instructions to Consultants (ITC); the TOR
and the proposed draft contract];
(f) Receipt of proposals;
(g) Evaluation of technical proposals; consideration of quality;
(h) Public opening of financial proposals;
(i) Evaluation of financial proposal;
(j) Final evaluation of quality and cost; and
(k) Negotiations and award of contract to the selected firm.
To be adopted where:-
QBS is appropriate for the following type of assignments :-
(a) Complex or highly specialised assignments for which it is difficult
to define precise TOR.
(b) Assignments that have a high downstream impact
(c) Assignments that can be carried out in substantially different
ways.
Steps
(i) All the relevant provisions of Section – II (QCBS) shall apply
whenever competition is used. Advertisement for Expression of
Interest is not required when single source selection is used.
Where to be adopted
This method is appropriate only when the assignment is simple and can be
precisely defined and when the budget is fixed.
Chapter – IV : Methods of Procurement – Salient Features
Steps
(i) All the relevant provisions of Section – II (QCBS) shall apply
whenever competition is used. Advertisement for Expression of
Interest is not required when single source selection is used.
To be adopted where :
This method is only appropriate for selecting consultants for assignments
for a standard or routine nature.
Steps
(i) All the relevant provisions of Section – II (QCBS) shall apply
whenever competition is used. Advertisement for Expression of
Interest is not required when single source selection is used.
To be adopted where :
This method may be used for small assignments for which the need for
preparing and evaluating competitive proposals is not justified.
Steps
Same as in QCBS except that the short listed firm with the most
appropriate qualifications and references shall be asked to submit a
combined technical and financial proposal and shall then be invited to
negotiate the contract.
To be adopted where :
Single Source Selection of consultants does not provide the benefits of
competition in regard to quality and cost, lacks transparency in selection,
and could encourage unacceptable practices. Therefore, Single Source
Selection shall be used only in exception cases.
Steps
• Individual consultants are selected on the basis of their
qualifications for the assignment
• Advertisement is not required
• Consultants do not need to submit proposals
• Consultants shall be selected through comparison of qualifications
of at least three candidates among those who have expressed
interest in the assignment or have been approached directly by the
Borrower.
• Individual consultants may be selected on a sole source basis with
due justification in exceptional cases such as
(a) continuation of previous work that the consultat had
carried out and for which the consultant was selected
competitively
(b) total expected duration less than six months
(c) emergency situations resulting from natural disasters
(d) when the individual is the only consultant qualified for the
assignment.
Borrowers are responsible for preparation of the shortlist and shall give
first consideration to those firms expressing interest, which possess the
Chapter – IV : Methods of Procurement – Salient Features
relevant qualifications. The shortlists shall comprise six firms with a wide
geographic spread, with no more than two firms from any one country and
at least one firm from a developing country, unless qualified firms from
developing countries are not identifiable.
Lump Sum contracts are used for assignments in which the content and
the duration of the work are clearly defined. Payment is made upon
delivery of outputs. The main advantage of this type of contract is that it is
easy to administer.
Lump Sum contracts are widely used for :
a) Feasibility studies.
b) Environmental studies.
c) Detailed design of a standard structure.
3. Misprocurement
Chapter V
“1.6 To foster competition the Bank permits firms and individuals from all
eligible countries to offer goods, works, and services for Bank-
financed projects. Any conditions for participation shall be limited to
those that are essential to ensure the firm’s capability to fulfill the
contract in question.
1
Bid Evaluation Standard forms enclosed as Annexure 1.
Chapter – V : Detailed Procurement Procedures and Formats of International
Competitive Bidding (ICB)
Any firm may bid independently or in joint venture confirming joint and
several liability, either with domestic firms, and/or with foreign firms, but
the Bank does not accept conditions of bidding which require mandatory
joint ventures or other forms of mandatory association between firms.
(c) Validity of Bids and Bid Security (Refer paragraph 2.13 and
2.14 of Guidelines)
(v) bid security should be valid for 45 days beyond the bid
validity period;
(a) Bidding documents should be made available for sale, to all those
who intended to participate in the bidding, for a minimum period 6
weeks. It should range from 6 to 12 weeks depending on the value
and nature of contract.
(b) Bidders should be permitted to deposit their bids on any day during
the bidding period. Receipt of bids should not be restricted to few
days or last day only. Bidders should be permitted to send their
bids either by post or hand or in person on any day during the
bidding period.
Chapter – V : Detailed Procurement Procedures and Formats of International
Competitive Bidding (ICB)
(c) Last date of receipt of bids and opening of bids should be next day,
following the close of the sale of bidding documents. If the day
happens to be holiday, the last date for receipt and opening of bids
shall be the next working day. The time of bid opening should be
the same as for the deadline for receipt of bids or promptly
thereafter (15 to 30minutes later to allow sufficient time to take the
bids to the venue announced for public bid opening). All bids
received should be opened in the presence of bidders’
representatives who choose to attend and shall sign a register
evidencing their attendance.
(c) A substantially responsive bid is one which confirms to all the terms
and conditions of bidding document without material deviation. The
determination of bid’ responsiveness is to be based on the contents
of the bid itself without recourse to extrinsic evidence. Deviations
from or objections or reservations to critical provisions such as
those concerning Bid Security under ITB Clause, Applicable Law,
and Taxes and duties under GCC Clauses will deem to be a
material deviation. In addition, Deemed Export Benefit under ITB
Clause, Performance Security, Warranty, Force Majeure under
GCC Clauses are also to be treated as critical provisions for the
above purpose.-(Clause references are of SBD Goods).
(d) Bidder should not be requested or permitted to alter their bid after
the deadline for receipt of bids. The purchaser shall ask bidders for
clarification needed to evaluate the bids but shall not ask or permit
bidders to change the substance or price of their bids after the bid
opening. Requests for clarifications and the bidders’ responses
shall be made in writing.
(g) The evaluation of a bid will exclude and not take into account:
• In case of goods manufactured in India or goods of foreign
origin already located in India., sales and other similar taxes
which will be payable on the goods if contract is awarded to
the bidder;
• in case of goods of foreign origin offered from aboard, custom
duties and other similar import taxes which will be payable on
the goods if the contract is awarded to the bidder; and
• any allowance for price adjustment during the period of
execution of the contract if provided in the bid.
(h) The comparison shall be EXW price of the goods offered from
within India, such price to include all costs as well as duties and
taxes paid or payable on components and raw material
incorporated or to be incorporated in the goods, and the CIF or CIP
price of the goods offered from outside India.
(i) Evaluation of the bids should take into account, in addition to the
bid price and the price of incidental services, the following factors in
a manner and to extent specified in the bidding documents:
• Costs of inland transportation, insurance and other costs
within India incidental to delivery of the goods to their final
destination:
Chapter – V : Detailed Procurement Procedures and Formats of International
Competitive Bidding (ICB)
(k) Bonus or additional credits for bid evaluation should not be given for
offered features that exceed the required standards or
specifications i.e. additional horse power or capacity unless there is
a specific provision for this in the bidding document.
(m) Bidders offering goods from within India must ascertain themselves
availability of deemed export benefits, which they have considered
in their offer and purchaser will not compensate the bidder in case
of failure to receive such benefits for any reason, whatsoever. Any
such duties & taxes additionally payable during the performance of
the contract will be to the bidder account and no separate claims on
this behalf shall be entertained by the purchaser. Where the bidder
has quoted taking into account the Deemed export benefits, he
must provide all information required for issue of Project Authority
Certificate in terms of the Import Export Policy along with his bid.
This certificate will be issued on this basis only and no subsequent
change will be permitted. Where the purchaser issues such
certificate, Excise Duty will not be reimbursed separately.
(o) Discounts if any offered along with the bid itself or before the last
date and time for the receipt of bids shall be taken into account for
evaluation. Discounts if any offered after the last date and time for
the receipt of bids shall not be taken into account for evaluation.
Chapter – V : Detailed Procurement Procedures and Formats of International
Competitive Bidding (ICB)
However if the bidder who has offered the discount after the last
date and time for receipt of bids happens to be the lowest evaluated
bid (without the discount being taken into consideration), the
discount could be availed of at the time of award of contract and
placement of supply order.
9. Single Bids:
Where only one bid is received, efforts should be made to ascertain the
reason. If it is determined that publicity was not adequate, bid
specification or any of terms were restrictive or unclear, bid should be
cancelled and invited afresh after amending the specifications/terms.
Regardless of value, if all bids are proposed to be rejected and bid are to
re-invited, the Bank’s should be consulted before such action. Bank does
not favour negotiations even with the lowest evaluated responsive
bidder.
Borrower should seek the Bank’s prior approval for the first request for
extension, if it is longer than four weeks, and for all subsequent requests
for extensions, irrespective of the period.
(i) The purchaser shall award the contract, within the period of validity
of bids, to the bidder whose bid has been determined to be
substantially responsive to the bidding documents and who has
offered the lowest evaluated bid price provided further that the
bidder is determined to perform the contract satisfactorily and
meets the specified qualification criteria.
(ii) A bidder shall not be required, as a condition of award, to undertake
responsibilities for work not stipulated in the bidding documents or
otherwise or modify the bid as originally submitted.
CHAPTER VI
• Invitation to bid
• Instructions to bidders
• Form of bid
• Conditions of Contract, both general and special
• Specifications and drawings
• List of goods or bill of quantities
• Delivery time or schedule of completion
• Price schedule
• Bid security form
• Contract form
• Performance security form
• Advance security form etc.
(c) Validity of Bids and Bid Security (Refer paragraphs 2.13 and
2.14 of Guidelines);
(iv) Bid security should be valid for 45 days beyond the bid
validity period;
Liquidated damages not exceeding 0.5% per week (for goods) and
0.05% per day (civil works) of the value of the delayed goods,
services or works subject to a maximum of 10% of the contract
value are normally to be specified for delays in completion of works
or supply of goods. Once the maximum limit is reached, the
purchaser may consider for termination of the contract pursuant to
provisions in the contract.
Chapter – VI : Detailed Procurement Procedures and Formats - National
Competitive Bidding (NCB)
(k) Mobilization Advances:
(a) Bidding documents should be made available for sale, to all those
who intended to participate in the bidding, for minimum period of 30
days. It should range from 30 to 90 days depending on the value
and nature of contract;
(b) Bidders should be permitted to deposit their bids on any day during
the bidding period. Receipt of bids should not be restricted to few
days or last day only. Bidders should be permitted to send their
bids either by post or hand over in person on any day during the
bidding period.
(c) Last date of receipt of bids and opening of bids should be the next
day, following the close of sale of bidding documents. If that day
happens to be a holiday, the last date for receipt and opening of
bids shall be the next d\working day. The time of bid opening
should be the same as for the deadline for receipt of bids or
promptly thereafter (15 to 30 minutes later to allow sufficient time to
take the bids to venue announced for public bid opening). All bids
received should be opened in the presence of bidder’s
representatives who choose to attend and shall sign a register
evidencing their attendance.
(d) Bidders should not be requested or permitted to alter their bid after
the deadline for receipt of bids. The Employer/Purchaser shall ask
bidders for clarifications needed to evaluate the bids but shall not
ask or permit bidders to change the substance or price of their bids
after the bid opening. Requests for clarification and the bidders'
responses shall be made in writing.
(i) Evaluation of bids shall include Excise duty but shall exclude and
not take into account sales and other similar taxes which will be
payable on the goods.
(j) Evaluation of the bids should take into account, in addition to the
bid price and the price of incidental services, the following factors in
a manner and to the extent specified in the bidding documents:
(l) Bonus or additional credits for bid evaluation should not be given for
offered features that exceed the required standards or
specifications i.e. additional horse power or capacity unless there is
a specific provision for this in the bidding document;
(o) Discounts if any offered along with the bid itself or offered before
the last date and time for the; receipt of the bids shall be taken into
account for evaluation. Discounts if any offered after the last date
and time for receipt of the bids shall not be taken into account for
evaluation. However, the bidder who has offered the discount after
the last date and time for receipt of bids happens to .; be the lowest
evaluated bid (without the discount being taken into consideration),
the discount could be availed of at the time of award of contract and
placement of supply order.
Suggested format for the preparation of the bid evaluation report for goods
is attached (Annexure 2).
Chapter – VI : Detailed Procurement Procedures and Formats - National
Competitive Bidding (NCB)
10. Single Bids:
Where only one bid is received, efforts should be made to ascertain the
reasons. if it is determined that publicity was not adequate, bid
specifications or any of terms were restrictive or unclear, the bid should be
cancelled and invited afresh after amending the specifications/terms.
Regardless of value, if all bids are proposed to be rejected and bids are to
be reinvited, the Bank should be consulted before such action. Suggested
format for seeking Bank's clearance is attached. (Annexure 2) Bank does
not favour negotiations even with the lowest evaluated bidder.
In the case of civil works, the system of rejecting bids outside a pre-
determined margin or "bracket" of prices should not be used without prior
clearance with the Bank.
Extension of bid validity shall not be allowed without the prior concurrence
of the Bank (i) for the first request for extension if it is longer than eight
weeks; and (ii) for all subsequent requests for extension irrespective of the
period (such concurrence will be considered by Bank only in cases of
Force Majeure and circumstances beyond the control of the Purchaser /
Employer);
(i) The Employer/Purchaser shall award the contract, within the period
of validity of bids, to the bidder whose bid has been determined to
be substantially responsive to the bidding documents and who has
offered the lowest evaluated bid price provided further that the
bidder is determined to perform the contract satisfactorily and
meets the specified qualification criteria.
Rate contracts entered into by DGS&D are not acceptable as substitute for
NCB procedures. Such contracts will however, be acceptable for
procurement under national shopping procedures. (Rate contracts of State
Governments, Super Bazar, Janatha Bazar are not acceptable even under
national shopping, but they can be considered as one quotation).
6. Bill of Quantities should have a separate schedule for those general items,
which are not covered in analysis of rates adopted for estimation.
Works Goods
5% of contract price 5 to 10% of contract price
8. Samples
12. Minimum bidding period for NCB- 30 days and ICB- 45 days (from the date
of Publication of IFB in press /UNDB or the date the documents are made
ready for sale, whichever is later).
13. Bidding documents should be made available for sale till a day prior to the
last date of receipt of bids. The time for the public bid opening should be
the same for the deadline for receipt of bids or promptly thereafter (to
allow only sufficient time to take the bids to the place announced for public
bid opening).
Bidders could submit their bids either by post or in person on any day
during the bidding period. Bids should be received only at one place and
should be kept in safe custody till the stipulated time of opening.
15. No preference to any bidders or class of bidders, either for price or for
other items and conditions.
17. All bids received should be opened and read out at the time of bid
opening, which should be immediately after the deadline for submission of
bids. No bids should be rejected at bid opening except for late bids, which
should be returned unopened to the Bidder. Minutes of Bid opening must
be prepared and one copy forwarded to the World Bank through the
Project Implementation Unit, National Agricultural Innovation Project
(NAIP) for information.
18. No negotiations.
19. Evaluation of bids should be made strictly in terms of the provisions and
criteria disclosed in the bidding document.
20. Single bids should also be considered for award if it is determined that
publicity was adequate, bid specifications/conditions were not restrictive or
unclear and bid prices are considered reasonable.
21. Award should be in favour of the lowest evaluated responsive bidder, who
is determined to be qualified to perform the contract satisfactorily.
22. Evaluation and award decision of bids including the World Bank review
should be completed within the initial period of bid validity. An extension of
bid validity, if justified by exceptional circumstances shall be requested in
writing from all bidders (of valid bids only) before the expiration date. The
extension shall be for the minimum period required to complete evaluation,
obtaining necessary approvals and award of contract. In the case of fixed
price contracts the bid validity period may be extended a second time only
if the bidding documents or the request for extension shall provide for
appropriate adjustment of the bid price to reflect changes in the cost of
inputs for the contract over the period of extension. Such an increase in
the bid price shall not be taken into account in the bid evaluation. In the
case of prior review contracts, the Bank’s prior approval will be required for
(1) a first extension of the validity period if the period of extension exceeds
eight (8) weeks; and any subsequent extension of the bid validity period.
23. For works valued Rupees ten million and above the construction
method(s)/ Program and quality control details submitted by the bidders in
response to Clause 4.3 (k) of ITB (W2) should be examined for
acceptability before finalizing the award recommendations; this should be
attached to the contract agreement for facilitating monitoring during
implementation.
26. In the case of civil works splitting in award of contracts shall not be carried
out. When two or more bidders quote the same lowest price, an
investigation should be made to determine any evidence of collusion,
following which:
27. Under ICB/NCB bids should not be invited on the basis of bidders quoting
a percentage premium or discount over the estimated cost of the
Employer.
Prior Review:
Post Review:
CHAPTER VII
Note: Most of the state governments/central agencies have stipulation that the
field implementing agencies should procure material either from State
Industries Corporations or Super Bazar. Such a stipulation is not
acceptable to the Bank. This is already agreed with the Borrower.
Project Implementation Unit should seek necessary exemption from
3
Formats enclosed as Annexure 3.
Chapter – VII : Detailed Procurement Procedures and Formats- Shopping
competent authorities at the initial stage of the project itself and convey the
same to the implementing agencies. Procurement made contrary to
agreed procedures would not be eligible for financing under the
credit and amount claimed and disbursed for such procurement
would be adjusted from future applications.
1. Quantity ordered should not vary more than that indicated in the invitation
of quotations. In case of additional demand, fresh quotations should be
invited. Repeat orders are not acceptable.
CHAPTER VIII
Provisions under paragraph 3.6 and 3.7 of the Guidelines shall apply for
procurement under Direct Contracting:
1. In respect of books and periodicals, direct order could be placed with the
publisher at the published rate list. Discounts as given by the publisher
himself (for example in book Exhibitions) could be availed of. However if it
is intended to procure the books or periodicals through an agent or dealer,
quotations as per national shopping procedures should be invited
requesting for the competitive discounts which the agents would offer on
the published rate list of books and periodicals, prepare comparative
statement and place order with the lowest offer.
8. Proper record of the direct contracting procurement should be kept and the
stipulated ceilings in the Legal Agreement adhered to.
Chapter –IX :Detailed Procurement procedures and formats – Force Account(FA)
CHAPTER IX
Works estimated to cost less than $30,000 equivalent per contract might
be procured either:
(ii) The works under the project estimated to cost US$ 10,000 or more
proposed under force account procedures will require prior approval
from the World Bank.
Chapter – X : Procurement procedures and formats for Selection of Consultants
Chapter – X
Procurement procedures and formats4 for Selection of Consultants
2. ELIGIBILITY
Consultants may associate with each other in the form of a joint venture
or of a sub-consultancy agreement to complement their respective areas
of expertise, strengthen the technical responsiveness of their proposals
and make available bigger pools of experts, provide better approaches
and methodologies, and, in some cases, to offer lower prices. Such an
association may be for the long term (independent of any particular
assignment) or for a specific assignment. If the Borrower employs an
association in the form of a joint venture, the association should appoint
one of the firms to represent the association; all members of the joint
4
Evaluation report forms enclosed as Annexure 4.
Chapter – X : Procurement procedures and formats for Selection of Consultants
venture shall sign the contract and shall be jointly and severally liable for
the entire assignment. Once the short list is finalized, and Requests for
Proposals (RFP) are issued, any association in the form of joint venture
or sub-consultancy among short-listed firms shall be permissible only
with the approval of the Borrower. Borrowers shall not require
consultants to form associations with any specific firm or group of firms,
but may encourage association with qualified national firms.
4. SELECTION OF CONSULTANT
The selection process should be fair and transparent and normally all
requests calling for Expression of Interest should be advertised in at
least one National Newspaper. Simultaneously, the copy of
advertisement and other relevant details essential for bidders to
submit ‘ Expression of Interest’ may be posted on the departmental
website, reference of that should be available in the advertisement
in the newspaper. For contracts estimated to cost more than US$
500,000, a copy of request for Expression of Interest (EOI) shall be
advertised in UNDB online and dg/Market shall also be sent to local
offices of various High Commissions/Embassies in India. The low value
contracts where cost of advertising out weighs the benefits likely to
accrue due to open competition can be through a pre-determined
shortlist of consultants.
The Employer shall be responsible for preparing the TOR for the
assignment. TOR shall be prepared by person(s) or a firm specialized in
the area of the assignment. The scope of the services described in the
TOR shall be compatible with the available budget. TOR shall define
clearly the objectives, goals, and scope of the assignment and provide
background information (including a list of existing relevant studies and
basic data) to facilitate the consultants’ preparation of their proposals. If
transfer of knowledge or training is an objective, it should be specifically
outlined along with details of number of staff to be trained, and so forth,
to enable consultants to estimate the required resources. TOR shall list
the services and surveys necessary to carry out the assignment and the
expected outputs (for example, reports, data, maps, surveys). However,
TOR should not be too detailed and inflexible, so that competing
consultants may propose their own methodology and staffing. Firms
shall be encouraged to comment on the TOR in their proposals. The
Employer’s and consultants’ respective responsibilities should be clearly
defined in the TOR.
For all projects the Borrower is required to prepare and submit to the
Bank a draft General Procurement Notice. The Bank will arrange for its
publication in US Development Business only (UNDB online) and in the
Development Gateway’s dgMarket. To obtain expressions of interest,
the Borrower shall include a list of expected consulting assignments in
the General Procurement Notice, and shall advertise a request for
expressions of interest for each contract for consulting firms in the
Chapter – X : Procurement procedures and formats for Selection of Consultants
5.1.5 Preparation and Issuance of the Request for Proposals (RFP) {refer
paragraph 2.9 of Guidelines)
The LOI shall state the intention of the Employer to enter into a contract
for the provision of consulting services, the details of the client and the
Chapter – X : Procurement procedures and formats for Selection of Consultants
The ITC shall contain all necessary information that would help
consultants prepare responsive proposals, and shall bring as much
transparency as possible to the selection procedure by providing
information on the evaluation process and by indicating the evaluation
criteria and factors and their respective weights and the minimum
passing quality score. The ITC shall not indicate the budget (since cost
is a selection criterion), but shall indicate the expected input of key
professionals (staff time). Consultants, however, shall be free to prepare
their own estimates of staff time necessary to carry out the assignment.
The ITC shall specify the proposal validity period (normally 60-90 days).
The Employer should allow enough time for the consultants to prepare
their proposals. The time allowed shall depend on the assignment, but
normally shall not be less than four weeks and more than three months.
During this interval, the firms may request clarifications about the
information provided in the RFP. The Employer shall provide these
clarifications in writing and copy them to all firms on the short list (who
intend to submit proposals). If necessary, the Employer shall extend the
deadline for submission of proposals. The technical and financial
proposals shall be submitted at the same time. No amendments to the
technical or financial proposal shall be accepted after the deadline. To
safeguard the integrity of the process, the technical and financial
proposals shall be submitted in separate sealed envelopes. The
technical envelopes shall be opened publicly immediately after closing
of receipt of technical bids by a committee of officials drawn from the
relevant departments (technical, finance, personnel etc., as considered
appropriate), after the closing time for submission of proposals. The
financial proposals shall remain sealed and shall be kept in safe custody
until they are opened publicly. Any proposal received after the closing
time for submission of proposals shall be returned unopened. In all
Chapter – X : Procurement procedures and formats for Selection of Consultants
The evaluation of the proposals shall be carried out in two stages: first
the quality, and then the cost. Evaluators of technical proposals shall not
have access to the financial proposals until the technical evaluation,
including any Bank reviews and no objections, is concluded. Financial
proposals shall be opened only thereafter. The evaluation shall be
carried out in full conformity with the provisions of the RFP.
The Employer shall normally divide these criteria into subcriteria. For
example, subcriteria under methodology might be innovation and level
of detail. However, the number of subcriteria should be kept to the
minimum that is considered essential. The weight given to experience
can be relatively modest, since this criterion has already been taken into
account when short-listing the consultant. More weight shall be given to
the methodology in the case of more complex assignments (for
Chapter – X : Procurement procedures and formats for Selection of Consultants
After the evaluation of quality is completed, and the Bank has issued its
no objection (if this is prior-review case) the Employer shall inform the
consultants who have submitted proposals the technical points assigned
to each consultant shall notify those consultants whose proposals did
not meet the minimum qualifying mark or were considered non-
responsive to the RFP and/or TOR, indicating that their financial
proposals will be returned unopened after completing the selection
process. The Employer shall simultaneously notify the consultants that
have secured the minimum qualifying mark, and indicate the date and
time set for opening the financial proposals. In such a case, the opening
date shall not be sooner than two weeks after the notification date. The
financial proposals shall be opened publicly in the presence of
Chapter – X : Procurement procedures and formats for Selection of Consultants
The Employer shall then review the financial proposals. If there are any
arithmetical errors, they shall be corrected. For the purpose of
comparing proposals, the costs shall be converted to a single currency
preferably Indian Rupees., as stated in the RFP. The Employer shall
make this conversion by using the BC selling exchange rates for those
currencies as per exchange rate quoted by an official source e.g. State
Bank of India. The RFP shall specify the source of the exchange rate to
be used and the date of exchange rate, provided that the date shall not
be earlier than four weeks prior to the deadline for submission of
proposals, nor later than the original date of expiration of the period of
validity of the proposal.
The total score shall be obtained by weighing the quality and cost
scores and adding them. As an illustration, in a case where technical
score weightage is 80% and cost weightage is 20%, a firm scoring 80%
marks in technical score and 70% marks in financial score, the total
weighted score would be 80x0.8+70x0.2=78%. The weight for the “cost”
shall be chosen, taking into account the complexity of the assignment
and the relative importance of quality. The proposed weightages for
quality and cost shall be specified in the RFP. The firm obtaining the
highest total weighted score shall be invited for negotiations.
than the original estimate. In the latter case, the feasibility of increasing
the budget, or scaling down the scope of services with the firm should
be investigated in consultation with the Bank. Before all the proposals
are rejected and new proposals are invited, the Borrower shall notify the
Bank, indicating the reasons for rejection of all proposals, and shall
obtain the Bank’s “no objection” before proceeding with the rejection and
the new process. The new process may include revising the RFP
(including the short list) and the budget. These revisions shall be
agreed upon with the Bank.
The selected firm should not be allowed to substitute key staff, unless
both parties agree that undue delay in the selection process makes such
substitution unavoidable or that such changes are critical to meet the
objectives of the assignment. If this is not the case and if it is
established that key staff were offered in the proposal without confirming
their availability, the firm may be disqualified and the process continued
with the next ranked firm. The key staff proposed for substitution shall
have qualifications equal to or better than the key staff initially proposed.
negotiations. However, if the client was to define ceilings for unit prices
of certain reimbursables (like travel or hotel rates), they should indicate
the maximum levels of those rates in the RFP or define as per diem in
the RFP.
After the award of contract, the borrower shall publish in UNDB online
and in dgMarket the following information :-
a) the names of all consultants who submitted proposals;
b) the technical points assigned to each consultant;
c) the evaluated price of each consultant;
d) the final point ranking of the consultants;
e) the name of the winning consultant and the price, duration, and
summary scope of the contract. The same information shall be
sent to all consultants who have submitted proposals.
Any consultant whose proposal was not selected, may request the
Borrower for explanation of grounds for not qualifying his proposals.
General
This section describes the selection methods other than QCBS and the
circumstances under which they are acceptable. All other relevant
provisions of Section II (QCBS) shall apply whenever competition is
used
Chapter – X : Procurement procedures and formats for Selection of Consultants
This method is appropriate only when the assignment is simple and can
be precisely defined and when the budget is fixed. The RFP shall
indicate the available budget and request the consultants to provide
their best technical and financial proposals in separate envelopes, within
the budget. TOR should be particularly well prepared to make sure that
the budget is sufficient for the consultants to perform the expected
tasks. Evaluation of all technical proposals shall be carried out first as in
the QCBS method. Then the price proposals shall be opened in public
and prices shall be read out aloud. Proposals that exceed the indicated
budget shall be rejected. The Consultant who has submitted the highest
ranked technical proposal among the rest shall be selected and invited
to negotiate a contract. The publication of the Award of contract shall be
as described in paragraph 2.28.
This method may be used for very small assignments for which the need
for preparing and evaluating competitive proposals is not justified. In
such cases, the Employer shall prepare the TOR, request expressions
of interest and information on the consultants’ experience and
competence relevant to the assignment, establish a short list, and select
the firm with the most appropriate qualifications and references. The
selected firm shall be asked to submit a combined technical-financial
proposal and then be invited to negotiate the contract. In case
negotiations fail with this firm, the next best-qualified firm may be asked
to submit proposal and invited to negotiate the contract.
The Borrower shall publish in UNDB online and in dgMarket the name of
Chapter – X : Procurement procedures and formats for Selection of Consultants
the consultant to which the contract was awarded and the price,
duration, and scope of the contract. This publication may be done
quarterly and in the format of a summarized table covering the previous
period.
When continuity for downstream work is essential, the initial RFP shall
outline this prospect, and, if practical, the factors used for the selection
of the consultant should take the likelihood of continuation into account.
Continuity in the technical approach, experience acquired, and
continued professional liability of the same consultant may make
continuation with the initial consultant preferable to a new competition
subject to satisfactory performance in the initial assignment. For such
downstream assignments, the Employer shall ask the initially selected
consultant to prepare technical and financial proposals on the basis of
TOR furnished by the Employer, which shall then be negotiated.
The Borrower shall publish in UNDB on-line and in dgMarket the name
of the consultant to which the contract was awarded and the price,
duration, and scope of the contract. This publication may be done
quarterly and in the format of a summarized table covered the previous
period.
Chapter – X : Procurement procedures and formats for Selection of Consultants
6. Types of Contracts
6.1 Lump Sum (Firm Fixed Price) Contract : Lump sum contracts are
used mainly for assignments in which the content and the duration of the
services and the required output of the consultants are clearly defined.
They are widely used for simple planning and feasibility studies,
environmental studies, detailed design of standard or common
structures, preparation of data processing systems, and so forth.
Payments are linked to outputs (deliverables), such as reports,
drawings, bills of quantities, bidding documents, and software programs.
Lump sum contracts are easy to administer because payments are due
on clearly specified outputs.
the services are related to activities by others for which the completion
period may vary, or because the input of the consultants required to
attain the objectives of the assignment is difficult to assess. This type of
contract is widely used for complex studies, supervision of construction,
advisory services, and most training assignments. Payments are based
on agreed hourly, daily, weekly, or monthly rates for staff (who are
normally named in the contract) and on reimbursable items using actual
expenses and/or agreed unit prices. The rates for staff include salary,
social costs, overhead, fee (or profit), and, where appropriate special
allowances. This type of contract shall include a maximum amount of
total payments to be made to the consultants. This ceiling amount
should include a contingency allowance for unforeseen work and
duration, and provision for price adjustments, where appropriate. Time-
based contracts need to be closely monitored and administered by the
Employer to ensure that the assignment is progressing satisfactorily and
that payments claimed by the consultants are appropriate.
7. Important Provisions
7.1 Currency. RFPs shall clearly state that firms may express the price for
their services, in the currency specified in RFP. If RFP allows proposals
in more than one currencies, the date & the exchange date for
converting all the bid prices to Indian Rs. shall be indicated in RFP.
7.2 Price Adjustment. To adjust the remuneration for foreign and/or local
inflation, a price adjustment provision may be included if its duration is
expected to exceed 18 months. Exceptionally, contracts of shorter
duration may include a provision for price adjustment only in exceptional
cases when local or foreign inflation is expected to be high and
unpredictable.
7.5 Bid and Performance Securities. Bid and performance securities may be
dispensed with for consultants’ services. Their enforcement is often
subject to judgment calls, they can be easily abused, and they tend to
increase the costs to the consulting industry without evident benefits.
However, in cases where Employer feels that such securities are
required he would not be barred from doing so.
7.6 Conflict of Interest. The consultant shall not receive any remuneration in
connection with the assignment except as provided in the contract. The
Chapter – X : Procurement procedures and formats for Selection of Consultants
7.10 Applicable Law and Settlement of Disputes. The contract shall include
provisions dealing with the applicable law, which should be the law
applicable in India and the forum for the settlement of disputes.
Chapter – XI : Review procedures and documents to be submitted to Bank
CHAPTER XI
__________________________________________________________
A. Review procedures :
3. Post Review :
With respect to each contract which is not a Prior Review contract and
excluding contracts on account of which withdrawals form the loan are to
be made on the basis of Statesman of Expenditure, the Borrower shall
furnish to be Bank, promptly after its signing and prior delivery to the Bank
of the first application for withdrawal of funds for the loan account in
respect of such contract, one conformed copy of such contract together
with the Post Award Review Checklists (Formats attached as Annexure -
5) duly completed and accompanied with the enclosures stipulated in the
checklist, for clearance of the bank and assignment of WBR.
Chapter – XII
Incoterms 2000
Introduction
Use of Incoterms
Incoterms are not implied into contracts for the sale of goods. The
contract should expressly refer to the rules of interpretation as defined
in the latest revision of Incoterms, for example, Incoterms 2000 and
arbitrators will look at: 1) the sales contract, 2) who has possession of
the goods, and 3) what payment, if any, has been made.
Organization of Incoterms
Incoterms 2000
Group E Ex Works
EXW
Departure (...named place)
Free Carrier
FCA
(...named place)
Free On Board
FOB
(...named port of shipment)
Delivered at Frontier
DAF
(a named place)
Delivered Ex Ship
DES
(...named port of destination)
Not all Incoterms are appropriate for all modes of transport. Some
terms were designed with sea vessels in mind while others were
designed to be applicable to all modes. The following table sets out
which terms are appropriate for each mode of transport.
Chapter – XII : Incoterms 2000
Incoterms 2000
Ex Works
EXW
(...named place)
Carriage Paid To
CPT
(...named port of destination)
All modes of transport
including multimodal Carriage and Insurance Paid To
CIP
(...named port of destination)
Delivered at Frontier
DAF
(...named place)
Free On Board
FOB
(...named port of shipment)
Delivered Ex Ship
DES
(...named port of destination)
Delivered Ex Quay
DEQ
(...named port of destination)
Helpful Definitions
named.
7. Export and Import Customs Clearance—It is usually desirable that
export customs formalities be handled by the seller and import
customs formalities be handled by the buyer. However, some trade
terms require that the buyer handle export formalities and others
require that the seller handle import formalities. In each case the
buyer and seller will have to assume risk from export and import
restrictions and prohibitions. In some cases foreign exporters may
not be able to obtain import licenses in the country of import. This
should be researched before accepting final terms.
8. Added Wording—It is possible, and in many cases desirable, that
the seller and buyer agree to additional wording to an Incoterm. For
example, if the seller agrees to DDP terms, agreeing to pay for
customs formalities and import duties, but not for VAT (Value Added
Taxes) the term “DDP VAT Unpaid” may be used.
9. Packing—It is the responsibility of the seller to provide packaging
unless the goods shipped are customarily shipped in bulk (usually
commodities such as oil or grain). In most situations it is best if the
buyer and seller agree in the sales contract on the type and extent of
packing required. However, it may not be possible to know
beforehand the type or duration of transport. As a result, it is the
responsibility of the seller to provide for safe and appropriate
packaging, but only to the extent that the buyer has made the
circumstances of the transport known to the seller beforehand.
If the seller is responsible for packing goods in an ocean or air freight
container it is also his responsibility to pack the container properly to
withstand shipment.
10. Inspection—These are several issues related to inspections: a) the
seller is responsible for costs of inspection to make certain the
quantity and quality of the shipment is in conformity with the sales
contract, b) pre-shipment inspections as required by the export
authority are the responsibility of the party responsible for export
formalities, c) import inspections as required by the import authority
are the responsibility of the party responsible for import formalities,
and d) third-party inspections for independent verification of quality
and quantity (if required) are generally the responsibility of the buyer.
The buyer may require such an inspection and inspection document
as a condition of payment.
11. Passing of Risks and Costs—The general rule is that risks and
costs pass from the seller to the buyer once the buyer has delivered
the goods to the point and place named in the trade term.
Chapter – XII : Incoterms 2000
CHAPTER – XIII
The Custom & Excise tariff provides for exemption on Goods procured for the
World Bank funded project. The relevant notifications are attached for ready
reference as Attachment XIII/1. For availing such exemptions, the latest
provisions may be referred to the Custom Tariff of India and Central Excise Tariff.
6
Exemption from Customs and Excise tariff enclosed as Annexure- 6.
Annexure 1 to Chapter – V
Annexure - 1
Annexure –1 to Chapter – V
Table of Contents
- 98 -
Annexure 1 to Chapter – V
1. The evaluation forms and guide contained in this document provide step-
by-step procedures for the evaluation of bids solicited through ICB. In all
instances, the bidding and evaluation procedures described in the
Instructions to Bidders (ITB) of the actual bidding document used should be
followed.
- 99 -
Annexure 1 to Chapter – V
D. Standard Cover
Contract Name:
Identification Number:
Date of Submission:
- 100 -
Annexure 1 to Chapter – V
E. Letter of Transmittal
If the contract is subject to prior review, the bid evaluation report should be
attached with a Letter of Transmittal from the Borrower ministry, department, or
agency responsible for communications with the Bank. The letter should highlight
conclusions and offer any additional information that would help to expedite
review by the Bank. In addition, any unresolved or potentially contentious issues
should be highlighted. The letter should be sent to the Chief of the Sector
Operations Division or the Country Operations Division responsible for the loan,
unless another Bank official has been designated by the Bank for such
correspondence.
Note: When subject to post review, the evaluation report and the signed contract
should be submitted to the Bank before sending (or with) the pertinent
Application for Withdrawal, Special Commitment, replenishment of the
Special Account, or, in case of a Statement of Expenditures, retained for
storage for eventual retrieval. (See Guidelines, Appendix 1, and the Loan
Agreement.)
- 101 -
Annexure 1 to Chapter – V
Table 1. Identification
1
Cite source and date if other than Staff Appraisal Report.
2
If response is “no,” items 2.2(b), 2.4(b), and 2.6(b) in Table 2 may be left blank,
unless the Bank’s prior review was specifically requested.
- 102 -
Annexure 1 to Chapter – V
- 103 -
Annexure 1 to Chapter – V
- 104 -
Annexure 1 to Chapter – V
etc.
1
For single currency option (see Annex I, para. 6(d)(ii)), secondary currencies are expressed in column e as a
percentage of the total bid price.
2
Describe any modifications to the read-out bid, such as discounts offered, withdrawals, and alternative bids. Note
also the absence of any required bid security or other critical items. Refer also to Annex I, para. 2 herein.
- 105 -
Annexure 1 to Chapter – V
etc.
Note: For explanations of headings, see Annex I, para. 5 herein. Additional columns may be needed, such as for
responsiveness to technical conditions. See example in Annex IV.
- 106 -
Annexure 1 to Chapter – V
etc.
Note: Only bids accepted for preliminary examination (Table 5, column g) should be included in this and subsequent
tables. Columns a, b, and c are from Table 4 (columns a, d, and e, respectively).
1
Corrections in column d may be positive or negative.
2
If the discount is offered as a percent, column h is normally the product of the amounts in columns f and g. Refer to para.
6(c). If the discount is provided as an amount, it is entered directly in column h. A price increase is a negative discount.
- 107 -
Annexure 1 to Chapter – V
- 108 -
Annexure 1 to Chapter – V
etc.
Note: This table is to be used for SBDG and Option B of SBDLW. Columns a, b and c are from Table 6, columns a, b and i.
1
Column d is from Table 7.
2
Column f is the sum of bid prices in column e for each bidder.
- 109 -
Annexure 1 to Chapter – V
etc.
Note: This table is used for SBDSW and Option A of SBDLW. Columns a and b are from Table 6, columns a and i.
1
Columns c, d, and f are provided in the SBDLW Appendix to Bid and in the (Form of) Contractor’s Bid in the SBDSW.
2
Column h is from Table 7.
3
Column j is the sum of bid prices in column i for each bidder.
- 110 -
Annexure 1 to Chapter – V
etc.
1
Column b is from either Table 8, column f or Table 9, column j.
2
Each insertion in columns c, d, or e should be footnoted and explained in adequate detail, accompanied by calculations. Refer to
paras. 6(e), 6(f), and 6(g) respectively of Annex I
- 111 -
Annexure 1 to Chapter – V
etc.
1
Column b refers to Groups A, B, or C, as indicated by bidder, subject to verification by Borrower.
2
Column c is from Table 10, column f. If the lowest total price is from a Group A or Group B bidder, it is the lowest evaluated
bidder, and the remainder of the table need not be filled out. Columns d through h need to be filled out only for Group C bids.
3
Column d is the sum of costs in columns d and e from Table 10 plus other costs incurred within the Borrower’s country.
Footnotes should be provided to explain the significant components of column d.
4
Column g will be 15 percent of CIP Bid price.
5
Column h for Group A bidders is zero. Group B bids at this stage should no longer be compared. For Group C bidders, column h
is the product of columns e and g.
- 112 -
Annexure 1 to Chapter – V
Bidder Domestic Total Exclusions for Revised Total Preference Total Comparison
Preference Price2 Preference3 4
Price
Group1
(a) (b) (c) (d) (e) = (c) – (d) (f) (g) = (c) + (f)
etc.
1
Column b refers to Group A (eligible domestic bidders) or Group B (others) as indicated by bidder, subject to verification by
Borrower.
2
Column c is from Table 10, column f. If the lowest priced bid is from a Group A bidder, it is the lowest evaluated bidder, and the
remainder of the table need not be filled out.
3
Column d is the sum of costs in columns d and e from Table 10. An attachment should be provided to explain the significant
components of column d. Columns d and e may be left blank for Group A bidders.
4
Column f for Group A bidders is zero. For Group B bidders, column f is 7.5 percent of column e.
- 113 -
Annexure 1 to Chapter – V
- 114 -
Annexure 1 to Chapter – V
1. Identification, Tables 1, 2, and 3 provide for the filing of basic information on the
Bidding procurement process. This information is necessary to monitor
Process, and compliance with the Loan Agreement, and particularly paras. 2.7
Bid and 2.8 on advertising and notification of the Guidelines.
Submission
2. Bid Opening7 All bidders or their representatives are invited to attend the bid
opening, where bids are read out and recorded, along with a list
of attendees. The record is prepared for prompt transmittal to the
Bank. Copies should be sent to all bidders. Bid opening
procedures are described in the ITB. To assist in carrying out the
opening and preparing of the record, a checklist is provided in
Annex II. The checklist should preferably be filled out for each
bid during the actual reading out at the meeting. The reading
should be from the original version of each bid, and the actual
amounts and other key details read out should be circled for later
verification. If bids are expressed in a single currency, other
currency needs expressed as a percentage should be recorded.
It may also be desirable to read out exchange rates used by
bidders (see para. 6(d)(ii) in this Annex).
3. Bid Validity The duration of the validity of each bid should be the one
specified in the ITB and should be confirmed in the signed (form
of) bid. If exceptional circumstances occur in which award
cannot be made within the validity period, extensions in writing
should be requested of bidders, in accordance with the ITB (also
Guidelines, para. 2.56). Extensions to the validity of bid security
8
7
See Guidelines, para. 2.45. The record should be sent promptly to the Bank after bid opening and
therefore does not usually accompany the bid evaluation report.
- 115 -
Annexure 1 to Chapter – V
- 116 -
Annexure 1 to Chapter – V
- 117 -
Annexure 1 to Chapter – V
- 118 -
Annexure 1 to Chapter – V
12
Refers to unforeseen work. For details, see SBDLW, Section B, or SBDSW, Section 7.
- 119 -
Annexure 1 to Chapter – V
- 120 -
Annexure 1 to Chapter – V
7. Determination In the comparison of bids for works and for most goods, the
of Award corrected and discounted bid prices, together with
adjustments for omissions, deviations, and specified
evaluation factors, have been noted in Table 10. The bidder
with the lowest total is the lowest evaluated cost bidder at
this stage, subject to:
• Application of domestic preference, if any is allowed;
13
Similarly, a bid offering a choice of different product models is evaluated on the basis of the lowest price
offered by the bidder from among the models meeting the requirements of the bidding document.
14
The Bank on occasion may allow the use of the Merit Point System for the purchase of goods. If so, the
adjustments will be expressed in points. Refer to ITB (para. 26.5) of the SBDG and to the Bank directly
for details on bid evaluation using the point system.
- 121 -
Annexure 1 to Chapter – V
- 122 -
Annexure 1 to Chapter – V
- 123 -
Annexure 1 to Chapter – V
17
INCOTERMS 1990.
18
If the contract is signed without insurance coverage, the Borrower must provide the Bank with evidence
of alternative insurance payable in a freely usable currency to replace or repair such goods (Guidelines,
para. 2.27, and General Conditions of the Loan or Credit Agreement).
19
Note that SBDG—ITB para. 31 allows the Purchaser (Borrower) the right to unilaterally vary quantities
within set limits at the time of award.
- 124 -
Annexure 1 to Chapter – V
- 125 -
Annexure 1 to Chapter – V
20
If funds from the loan have already been disbursed, the Bank may seek reimbursement. Refer to
Guidelines para. 1.13 and Appendix 4, para. 3.
- 126 -
Annexure 1 to Chapter – V
Contract Reference:
Name of Bidder:
21
Read out and record model numbers of equipment.
22
If bid is for a package of contracts, the price for each lot or item should be read out.
- 127 -
Annexure 1 to Chapter – V
- 128 -
Annexure 1 to Chapter – V
5. Provide a copy of the rates requested for Table 7 and used in Tables 8 or
9.
8. Explain any cross-discount (para. 7(b)) not read out and recorded at bid
opening. In addition, attach copies of any evaluation reports for the other
related contracts awarded to the same bidder.
12. Provide evidence of alternative insurance (see footnote 17, Annex I).
13. Attach copies of any correspondence from bidders that raise objections to
the bidding and evaluation process, together with detailed responses.
- 129 -
Annexure 1 to Chapter – V
15. Submit bid evaluation with separate evaluation report from consultant, if
one was commissioned.
16. Ensure that the bid evaluation report is double-checked, paginated, and
complete, and includes a Letter of Transmittal. The Bank will only review
reports that are sent to it by the proper authorities.
- 130 -
Annexure 2 to Chapter – VI
Annexure - 2
Annexure 2 to Chapter - VI
Table of Contents
FORMATS
1. Criteria for pre or post qualification (for India conditions) 36
2. Minutes of Pre-Bid Meeting
3. Minutes of Bid Opening – (NCB)
4. Record of Bid Opening – (NCB)
5. Bid Evaluation Report for Civil Work – (NCB)
6. Assessment of Offers
7. Comparative Statements of responsive offers
8. Bid Evaluation Report for Goods & equipment– (NCB)
9. Assessment of Bids
10. Brief Details of Assumptions made in Evaluation
11. Comparative Statement of responsive offers
12. Details of Recommended Offer 1
13. Section VII – A : Qualification Requirements
14. Proforma for Performance Statement
15. Seeking Bank’s clearance for Rejection of Bids & re-invitation
- 131 -
Annexure 2 to Chapter – VI
- 132 -
Annexure 2 to Chapter – VI
(i) achieved a minimum annual financial turnover (in all classes of civil
works construction only) at least of value Rs. , M in anyone year
(two and a half times the estimated annual cash flow in the
contract);
(v) cement concrete work of not less than cum in any year (50% of the
expected peak rate of construction); each work in both excavation
and embankment (combined quantities) of not less than cum in
anyone year (80% of the expected peak rate of construction);
(specify additional criteria as required) (For domestic bidders,
turnover as well as cost of completed works of previous years shall
be given weightage at the rate of 10% per year based on the rupee
value to bring them to price level).
- 133 -
Annexure 2 to Chapter – VI
(ii) availability for this work of a project manager with no less than five
years experience in construction of similar civil engineering works
and other key personnel with adequate experience at required; and
G. Bidders who meet the minimum qualification criteria will be qualified only if
their available bid capacity is more than the total estimated cost of the
works, for which he has offered his bid. The available bid capacity will be
calculated as under:
C = Number of years prescribed for completion of the works for which the
bids are invited.
Note: The statements showing the value of existing commitments and on-
going works as well as the stipulated period of completion remaining for
each of the works listed should be countersigned by the Engineer- in-
charge, not below the rank of Executive Engineer. In the case of a joint
Venture, reference A and B would be determined based on details
pertaining to such partners who propose to undertake physical execution
of works and in proportion to their participation in the joint Venture.
- 134 -
Annexure 2 to Chapter – VI
H. Even though the applicants meet the above criteria, they are subject to be
disqualified if they have:
- 135 -
Annexure 2 to Chapter – VI
1. Package Number :
2. Description of Item/work :
3. Estimated cost :
5. Mode of Procurement :
Sl.No.Name Designation
1.
2.
3.
4.
5.
6.
- 136 -
Annexure 2 to Chapter – VI
2.
3.
4.
5.
6.
The issues raised by the various prospective bidders and the responses
given thereof are briefly recorded here under:
Technical Aspects
2.
3.
4.
Commercial aspects:
2.
3.
4.
*Do not mention the name of the bidder who made the query
- 137 -
Annexure 2 to Chapter – VI
1. Package Number :
3. Estimated Cost :
- 138 -
Annexure 2 to Chapter – VI
………………………………….…………………………………………………………...
1. The following bids were received by closing date and time i.e…………….
hours on ………….(date) were publicly opened in the presence of the bidders'
representatives listed below at ………………..hours on ……………..(date)
2.The following representatives of bidders are present during the bid opening:
- 139 -
Annexure 2 to Chapter – VI
2. Bidding document:
o Approval by World Bank/Govt.
o Variations from the approved document, if any. -Specifications and
drawings (approval).
o Implementation schedule and stipulated time for completion.
o Important bidding conditions, such as, price adjustment, if any, etc.
.1 (Enclose copy of bidding document with amendments if any, if
not sent earlier, Annexure I).
4. Bid response:
State number of offers received and the nationality.
Furnish details of offers received:
(i) In time
(ii) Late
Total
_________________
Furnish table of bid prices as read but at the bid opening meeting and
as converted (in increasing order of bid value):
- 140 -
Annexure 2 to Chapter – VI
1.
2.
3.
9. Recommendations:
Furnish important features of bid recommended for award such as :
o Advances
o Price adjustments, if any
o Performance security
o Additional security proposed for unbalanced bids, if any
o Bid validity
- 141 -
Annexure 2 to Chapter – VI
- 142 -
Annexure 2 to Chapter – VI
ASSESSMENT OF OFFERS
Name of bidder :
Bid price :
Credentials :.
Commercial assessment :
Capacity-cum-capability assessment :
- 143 -
Annexure 2 to Chapter – VI
_____________________________________________________________________________
Sl. No. Item of Schedule Quantity Unit Estimate Bidder 1 Bidder 1
_________ _________ _______
Rate Value Rate Value Rate Value
_____________________________________________________________________________
____________________________________________________________________________
Grand Total :
____________________________________________________________________________
- 144 -
Annexure 2 to Chapter – VI
2. Bidding document:
Briefly discuss and indicate:
-Details of approval by world Bank/Govt.
-Variations of the approved document, if any -Specifications (approval
reference, if any) -Requirement of accessories/space, if any -Delivery
requirements
-Important bidding conditions such as: -price adjustment -loading for
(a) delivery schedule
(b) payments schedule
(c) performance and productivity
(d) operating and maintenance costs
[Enclose copy of bidding document and amendments if any, if not sent
earlier (Annexure I)]
4. Bid response:
-Same number of offers received and the nationality
-Furnish details of offers received:
(i) In time
(ii) Late
Total
____________________________________________________________________________
- 145 -
Annexure 2 to Chapter – VI
_____________________________________________________________________________
SI.No. Name of bidder Bid price Brief Reasons
_____________________________________________________________________________
-Commercial aspects:
• omissions
• .inland transportation.
• delivlery
• deviation in payment schedule
• spare parts
• operation and maintenance
• performance and productivity etc.
-Technical criteria:
• efficiency
• productivity .
• training etc.
1
2
3
(Details in Annexure VI)
-Brief discussion of offers
-Determination of the lowest evaluated responsive bidder
8. Post qualification:
-State criteria, if any, outlined in the bid document.
- 146 -
Annexure 2 to Chapter – VI
9. Recommendations:
-Furnish important features of recommended bid such as:
• .Bidders name
• Model, quantity and total bid price for:
-basic machine
-list of tools
-list of special accessories
-list of 2 years maintenance spares.
- 147 -
Annexure 2 to Chapter – VI
NCB
ASSESSMENT OF BIDS
S. No.
Name of bidder
Bid price
Credentials
- 148 -
Annexure 2 to Chapter – VI
NCB
(a)
(b)
(c)
(d)
- 149 -
Annexure 2 to Chapter – VI
NCB
Price
_____________________________________
Items Bidder's Name Bidder's Name Bidder's
Name
(v) Insurance
(xv) Ranking
- 150 -
Annexure 2 to Chapter – VI
NCB
Name of Bidder:……………………………………………..
1. Basic item
2. List of Tools
3. List of special
accessories & spares
_____________________________________
Total cost without duties
and taxes
_____________________________________
…………………
Total Cost:
____________________________________________________________________________
- 151 -
Annexure 2 to Chapter – VI
SECTION VII A
QUALIFICATION REQUIREMENTS
4. The Bidder shall furnish data to support that he has the financial and
production capacity to perform the contract and complete the supplies
within the stipulated delivery period.
- 152 -
Annexure 2 to Chapter – VI
Order Placed Order No. Description Value of Date of comple- Remarks Has the
By (full address and Date and quantity Order -tion of delivery indicating equipment
Of Purchaser) of ordered As per Actual reasons for been satisfy
equipment contract late delivery, actorily
if any -functioning?
(Attach
a certificate
from the
Purchaser
/Consignee)
1 2 3 4 5 6 7
____________________________________________________________________________________
________________________________________________________________________
…………………………………..
- 153 -
Annexure 2 to Chapter – VI
4. Package No. :
5. Description of Works :
6. Estimated Cost :
7. Publication of lFB :
- 154 -
Annexure 2 to Chapter – VI
17. GENERAL
Signature :…………………………
Name :…………………….
Designation :………………………...
- 155 -
Annexure 3 to Chapter – VII
Annexure 3
TABLE OF CONTENTS
FORMATS
- 156 -
Annexure 3 to Chapter – VII
OFFICE OF ………………………………………………………………………………
………………………………………………………………………………………
M/s
…………………………………………………………
…………………………………………………………
…………………………………………………………
…………………………………………………………
Dear Sirs,
*Where ISI certification marked goods are available in market, procurement should
generally be limited to goods with those or equivalent marking only.
3. `Quoted Price:
(a) The bidder shall quote for items in the format of quotation attached;
- 157 -
Annexure 3 to Chapter – VII
(c) The rates quoted for each item shall be fixed for the duration of the
contract and shall not be subject to adjustment.
5. Validity of quotations:
The quotation shall remain valid for a period not less than 45 days after
the deadline fixed for submission of quotations.
6. Evaluation of quotations:
The Purchaser will evaluate and compare the quotations determined to be
substantially responsive i.e., which are properly signed, and conform to the
terms and conditions and specifications in the following manner.
(a) The evaluation will be done excluding the sales tax. If the bidder
has included the sales tax in his quotation for the item rate, it will
treated as through it is exclusive of the sales tax and no down
loading of sales tax will be made;
(b) The evaluation would be done for all the items put together. The
items for which no rates have been quoted would be treated as zero
and the total amount would be computed accordingly. The bidder
who has quoted for partial quantity of anyone or more item(s) would
be treated as non- responsive. Purchaser will award the contract to
the responsive bidder whose total cost for all the items put together
is the lowest.
7. Award of contract:
(a) The Purchaser will award the contract to the bidder whose
quotation has been determined to be substantially responsive and
who has offered the lowest price as per para 6(b) above.
(b) The Purchaser reserves the right at the time of contract award to
increase or decrease the quantities of items indicated in para 2
above by 25% without any change in the unit price or any other
terms and conditions.
(c) The Purchaser prior to the expiration of the quotation validity period
will notify the bidder whose quotation is accepted of the award of
contract. The terms of the accepted offer shall be incorporated in
the Purchase order.
(d) Normal commercial warranty/guarantee shall be applicable to the
supplied goods;
(e) Payment shall be made immediately after the delivery of the goods
and their acceptance.
- 158 -
Annexure 3 to Chapter – VII
We look forward to receiving your quotations and thank you for your
interest in this project.
Yours Sincerely,
(Purchaser)
Name ……..
Address……
Telephone No………
. Fax No……..
- 159 -
Annexure 3 to Chapter – VII
FORMAT OF QUOTATION
(Bidder)
Name : ……………………………………………
Signature : ……………………………………………
Date : ……………………………………………
- 160 -
Annexure 3 to Chapter – VII
OFFICE OF ………………………………………………………………………………
………………………………………………………………………………………………
M/s
…………………………………………………………
…………………………………………………………
…………………………………………………………
…………………………………………………………
Dear Sirs,
3. `Quoted Price:
(a) The bidder shall quote for items in the format of quotation attached;
- 161 -
Annexure 3 to Chapter – VII
(b) All duties, taxes and other levies payable by the bidder (other than
Sales tax on the finished goods) shall be included in the item rate.
Sales tax if any should be quoted separately.
(c) The rates quoted for each item shall be fixed for the duration of the
contract and shall not be subject to adjustment.
(d) Rates or partial quantity of an item is not acceptable.
(e) Corrections if any shall be made by crossing out, initialing, dating
and rewriting.
(f) Telex or Facsimile quotations are not acceptable.
5. Validity of quotations:
The quotation shall remain valid for a period not less than 45 days after
the deadline fIXed for submission of quotations.
6. Evaluation of quotations:
The Purchaser will evaluate and compare the quotations determined to be
substantially responsive i.e., which are properly signed, and conform to the
terms and conditions and specifications in the following manner.
(a) The evaluation will be done excluding the sales tax. If the bidder
has included the sales tax in his quotation for the item rate, it will
treated as through it is exclusive of the sales tax and no down
loading of sales tax will be made;
(b) The evaluation would be done for each item separately. The items
for which no rates have been quoted would be treated as zero and
the total amount would be computed accordingly. The bidder who
has quoted for partial quantity of anyone or more item(s) would be
treated as non- responsive. Purchaser will award the contract to the
responsive bidder whose total cost for all the items put together is
the lowest.
7. Award of contract:
(a) The Purchaser will award the contract to the bidder whose
quotation has been determined to be substantially responsive and
who has offered the lowest price as per para 6(b) above.
(b) The Purchaser reserves the right at the time of contract award to
increase or decrease the quantities of items indicated in para 2
above by 25% without any change in the unit price or any other
terms and conditions.
(c) The Purchaser prior to the expiration of the quotation validity period
will notify the bidder whose quotation is accepted of the award of
contract. The terms of the accepted offer shall be incorporated in
the Purchase order.
(d) Normal commercial warranty/guarantee shall be applicable to the
supplied goods;
(e) Payment shall be made immediately after the delivery of the goods
and their acceptance.
- 162 -
Annexure 3 to Chapter – VII
We look forward to receiving your quotations and thank you for your
interest in this project.
Yours Sincerely,
(Purchaser)
Name ……..
Address……
Telephone No………
. Fax No……..
- 163 -
Annexure 3 to Chapter – VII
OFFICE OF ………………………………………………………………………………
……………………………………………………………………………………………
SUPPLY ORDER
To:
M/s
…………………………………………………………
…………………………………………………………
…………………………………………………………
…………………………………………………………
Dear Sirs,
2. Delivery Period : ……….days from the date of issue of this supply order.
5. Sales tax if any shall be extra as per prevailing and applicable rates.
- 164 -
Annexure 3 to Chapter – VII
Designation:……………………….
Signature :………………………….
- 165 -
Annexure 3 to Chapter – VII
- 166 -
Annexure 3 to Chapter – VII
…………………………………………………………
…………………………………………………………
…………………………………………………………
…………………………………………………………
Dear Sirs,
- 167 -
Annexure 3 to Chapter – VII
7. We look forward to receiving your quotations and thank you for your
interest in this project.
(Employer)
Name :…………………………….
Address :…………………………..
Tel. No.:……………………………
Fax No:…………………………….
_________________
! Delete if inapplicable
- 168 -
Annexure 3 to Chapter – VII
INSTRUCTION TO BIDDERS
SECTION –A
1. Scope of Works
(a) Total monetary value of construction works performed for each year
of the last 3 years;
(b) income tax clearance certificate from the concerned IT circle;
(c) report on his financial standing; and
(d) details of any litigation, current or during the last 3 years in which
the bidder is involved, the parties concerned and disputed amount
in each case.
4. Bid Price
a) The contract shall be for the whole works as described in the Bill of
quantities, drawings and technical specifications. Corrections, if
any, shall be made by crossing out, initialing, dating and rewriting.
b) All duties, taxes and other levies payable by the contractor under
the contract shall be included in the total price.
c) The rates quoted by the bidder shall be fixed for the duration of the
contract and shall not be subject to adjustment on any account.
- 169 -
Annexure 3 to Chapter – VII
5. Submission of Quotations
5.1 The bidder is advised to visit the site of works at his own expense and
obtain all information that may be necessary for preparing the quotation.
5.2 Each bidder shall submit only one quotation.
5.3 The quotation submitted by the bidder shall comprise the following:-
(a) Quotation in the format given in Section B.
(b) Signed Bill of Quantities; and
(c) Qualification information form given in Section B duly completed.
___________________
"Modify appropriately for the works for which quotations are being invited.
5.4 The bidder shall seal the quotation in an envelope addressed to the
…………………(Purchaser). The envelope will also bear the following
identification:-
* Quotation for ……………………………..(Name of the Contact)
* Do not open before …………….(Time and date of quotation opening).
5.6 Any quotation received by the …………….(Employer) after the deadline for
submission of quotations will be rejected and returned unopened to the
bidder.
6. Validity of Quotation
Quotation shall remain valid for a period not less than45 days after the
deadline date specified for submission.
7. Opening of Quotations.
Quotations will be opened in the presence of bidders or their
representatives who choose to attend on the date and time and at the
place specified in the letter of invitation.
9. Evaluation of Quotations
The Employer will evaluate and compare the quotations determined to be
substantially responsive i.e. which
(a) meet the qualification criteria specified in clause 3 above;
(b) are properly signed; and
(c) conform to the terms and conditions, specifications and drawings
without material deviations.
- 170 -
Annexure 3 to Chapter – VII
10.1 Notwithstanding the above, the Employer reserves the right to accept: or
reject any quotations and to cancel the bidding process and reject all
quotations at any time prior to .he award of contract.
10.2 The bidder whose bid is accepted will be notified of the award of contract
by the Employer prior to expiration of the quotation validity period.
13. Purchase of all construction materials including cement and steel as per
the specifications (ISI certification marked goods wherever available) shall
be the responsibility of the contractor.
- 171 -
Annexure 3 to Chapter – VII
SECTION-B
- 172 -
Annexure 3 to Chapter – VII
QUALIFICATION INFORMATION
1.3 Work performed as prime contractor (in the same name) on works of a
similar nature over the last three years.
- 173 -
Annexure 3 to Chapter – VII
1.6 Name, address, and telephone, telex, and fax numbers of the Bidders'
bankers who may provide references if contacted by the Employer.
- 174 -
Annexure 3 to Chapter – VII
QUOTATION
To:
Sir,
This quotation and your written acceptance of it shall constitute a binding contract
between us.
We understand that you are not bound to accept the lowest or any quotation you
receive.
We hereby confirm that this quotation is valid for 45 days as required in Clause 6
of the letter of invitation.
Yours faithfully,
Address : ……………………………………………………..
- 175 -
Annexure 3 to Chapter – VII
Dated:
…………………………………………………………
…………………………………………………………
…………………………………………………………
…………………………………………………………
Dear Sirs,
You are also requested to sign the agreement form and proceed with the
work not later than …………………………………..under the instructions of
the Engineer,…………………………... and ensure its completion within the
contract period.
With the issuance of this acceptance letter and your furnishing the
Performance Security, .contract for the above said work stands concluded.
Yours faithfully,
Authorized Signature
Name and title of Signatory
- 176 -
Annexure 3 to Chapter – VII
3.1 Payments to the second party for the construction work will be released by the first party
in the following manner :-
5. Completion time
The works should be completed in …………………..(months/weeks/days) from the date of
this Agreement. In exceptional circumstances, the time period in this clause may be
extended in writing by mutual consent of both the parties
6. If any of the compensation events mentioned below would prevent the work being
completed by the intended completion date, the first party will decide on the intended
completion date being extended by a suitable period:
a) The first party does not give access to the site or a part thereof by the agreed period.
b) The first party orders a delay or does not issue completed drawings, specifications or
instructions for executive of the work in time.
c) Ground conditions are substantially more adverse could reasonably have been
assumed before issue of letter of acceptance and from information provided to
second party or from visual inspection of the site.
d) Payments due to the second party are delayed without reason
e) Certification for stage completion of the work is delayed unreasonably.
- 177 -
Annexure 3 to Chapter – VII
7. Any willful delay on the part of the second party in completing the construction within the
stipulated period will render him liable to pay liquidated damages. @Rs.
*…………………per day which will be deducted from payments due to him. The first
party may cancel the contract and take recourse and take recourse to such other action
as deemed appropriate once the total amount of liquidated damages exceeds 2% of the
contract amount.
*To be modified appropriately depending on the nature of the work.
(Note: *The amount of liquidated damages per day should be determined at 0.05% of the
contract value of the works and indicated here).
8.1 The first party shall be responsible for providing regular and frequent supervision and
guidance to the Second for carrying out the works as per qualification. This will include
written guidelines and regular site visit of the authorized personnel of the First Party, for
checking quality of material and construction to ensure that it is as per the norms.
8.2 The First Party shall supply 3 sets of drawings, specifications and guidelines to the
Second Party for the proposed works
8.3 Possession of the site will be handed over the Second Party within 10 days of signing of
the Agreement.
8.4 The Engineer or such other person as may be authorized by the First Party shall hold
meeting once in a month where the Second Party or his representative at site will submit
the latest information including progress report and difficulties if any, in the execution of
the work. The whole team may jointly inspect the site on a particular day to take stock of
activities.
8.5 The Engineer shall record his observations/instruction at the time of his site visit in a site
register maintained by the Second Party. The Second Party will carry out the instruction
and promptly rectify any deviation pointed out by the engineer. If the deviations are not
rectified, within the time specified in the Engineer’s notice, the first party as well as the
engineer nominated by it, may instruct stoppage or suspension of the construction. It
shall thereupon be open to the First Party or the engineer to have the deviation rectified
at the cost of the Second Party.
a) take up the works and arrange for its completion within the time period stipulated in
clause 5;
b) employ suitable skilled persons to carry out the works
c) regularly supervise and monitor the progress of work;
d) abide by the technical suggestions/direction of supervisory personnel including
engineers etc. regarding building construction;
e) be responsible for bringing any discrepancy to the notice of the representative of the
first party and seek necessary clarification;
f) ensure that the work is carried out in accordance with specifications, drawings and
within the total of the contract amount without any cost escalation;
g) keep the first party informed about the progress of work;
h) be responsible for all security and watch and ward arrangement at site till handing
over the building to the First Party; and
i) assume full liability towards any insurance against loss of materials/cash, etc. or
workman disability compensation claims of the personnel deployed on the works as
third party claims.
10. Variations
The Second Party in accordance with the approved drawings and specifications shall
carry out the works. However, if, on account of site conditions or any other factors,
variations are considered necessary, the following procedure shall be followed:
- 178 -
Annexure 3 to Chapter – VII
A) the Second party shall provide the Engineer with a quotation for carrying out the
Variation when requested to do so by the Engineer. The Engineer shall assess the
quotation, which shall be given within seven days of the request before the Variation
is ordered.
B) If the quotation given by the Second Party is unreasonable, the Engineer may order
the Variation and made a change to the Contract Price which shall be based on
Engineer’s own forecast of the effects of the variation on the Contractor’s costs.
C) The Second Party shall not be entitled to additional payment for cost, which could
have been avoided by giving early warning.
In the even of agreement not being reached, the matter will be referred for arbitration by a
Sole Arbitrator not below the level of retired Superintending Engineer, PWD to be
appointed by the first party. The Arbitration will be conducted in accordance with
The Arbitration and Conciliation Act, 1996. The decision of the Arbitrator shall be final
and binding on both the parties.
- 179 -
Annexure 3 to Chapter – VII
BILL OF QUANTITIES
We agree to execute the works in accordance with the approved drawings and technical
specifications at…………………. Percentage above/below the estimated rates, i.e., for a total
contract price of Rs………………..(amount in figures) (Rs…………………………………………
amount in words.)
- 180 -
Annexure 3 to Chapter – VII
FORMAT OF CERTIFICATE
Signature……………………….
Name & Designation……………
(Official address)……………….
Place :
Date:
Office Seal
*modify appropriately depending on the nature of the work.
- 181 -
Annexure 4 to Chapter – X
Annexure 4
Annexure 4 to Chapter – X
TABLE OF CONTENTS
The report can be used for all methods of selection described in the
Guidelines. Though it mainly addresses Quality- and Cost-Based Selection, each
section contains a note indicating the data and forms that are to be provided for
the other methods of selection.
The evaluation notice is sent to the Bank after the technical evaluation is
completed. It includes only Form IIB and a short explanatory note to flag
important aspects of the evaluation. Following the Bank’s no-objection to the
evaluation notice, the Borrower prepares Forms IVC and IVD and a short
explanatory note to highlight the most important aspects of the financial
evaluation.
- 182 -
Annexure 4 to Chapter – X
Country [INDIA]
Project Name : National Agricultural Innovation Project
- 183 -
Annexure 4 to Chapter – X
Contents
- 184 -
Annexure 4 to Chapter – X
3. Technical Describe briefly the meetings and actions taken by the evaluation
Evaluation committee: formation of a technical evaluation team, outside
assistance, evaluation guidelines, justification of subcriteria and
associated weightings as indicated in the Standard Request for
Proposals; relevant correspondence with the Bank; and compliance
of evaluation with RFP.
23
Section I applies to Quality- and Cost-Based Selection (QCBS), Quality-Based Selection (Quality-
Based), Fixed-Budget Selection (Fixed-Budget), and Least-Cost Selection (Least-Cost). Provide
appropriate information in the case of Selection Based on Qualifications (Qualifications) and Single-Source
Selection (SS).
- 185 -
Annexure 4 to Chapter – X
24
Section II. Technical Evaluation Report—Forms
24
Section II applies to Quality- and Cost-Based Selection (QCBS), Quality-Based Selection (Quality-
Based), Fixed-Budget Selection (Fixed-Budget), and Least-Cost Selection (Least-Cost). Supply
appropriate data in cases of Selection Based on Qualifications (Qualifications) and Single-Source
Selection (Single-Source) in Form IIA.
- 186 -
Annexure 4 to Chapter – X
2.2 Client:
(a) name
(b) address, phone, facsimile
2.7 Shortlist:
(a) names/nationality of 1.
firms/associations (mark domestic 2.
firms and firms that had expressed 3.
interest) 4.
5.
6.
(b) Submission to the Bank for no-
objection Date
(c) Bank’s no-objection Date
2.10 Contract:
(a) Bank Standard Time-Based Yes ____
Price adjustment: Yes_____ No ______
(b) Bank Standard Lump Sum Yes____
Price adjustment: Yes_____ No ______
(c) other (describe)
25
See Guidelines.
26
Required for large contracts (see Guidelines).
27
Indicate whether expressions of interest advertised in Web or hardcopy edition of UNDP.
- 187 -
Annexure 4 to Chapter – X
(b) methodology
(i) Weight
(ii) Weight
28
It is important that evaluators be qualified.
29
Maximum of three subcriteria per criterion.
- 188 -
Annexure 4 to Chapter – X
- 189 -
Annexure 4 to Chapter – X
Experience
Methodology
Proposed staff
Training
Local input
Total scorea
Rank
a. Proposals scoring below the minimum qualifying score of [number] points have been rejected.
- 190 -
Annexure 4 to Chapter – X
Methodology
Key staff
Training
Local input
Total
- 191 -
Annexure 4 to Chapter – X
NOTE:
For contracts above a threshold indicated in the Loan Agreement and requiring the
Bank’s no-objection of the technical evaluation report, financial proposals must not be opened
before the Borrower has received such no-objection. The technical evaluation (technical scores
in particular) cannot be changed following the opening of the financial proposals.
- 192 -
Annexure 4 to Chapter – X
30
Section III. Financial Evaluation Report—Award Recommendation—Text
[The text will indicate:
(a) any issues faced during the evaluation, such as difficulty in obtaining the
exchange rates to convert the prices into the common currency used for
evaluation purposes;
(b) adjustments made to the prices of the proposal(s) (mainly to ensure consistency
with the technical proposal) and determination of the evaluated price (does not
apply to Quality-Based (Quality-Based), Selection Based on Qualifications
(Qualifications), and Single-Source Selection (Single-Source));
Taxes are not taken into account in the financial evaluation whereas reimbursables are.]
30
Applies to QCBS, Fixed-Budget, and Least-Cost. For Quality-Based, Qualifications, and Single-
Source provide relevant information as indicated.
- 193 -
Annexure 4 to Chapter – X
31
Section IV. Financial Evaluation Report-Award Recommendation—Forms
31
Applies to QCBS, Fixed-Budget, and Least-Cost. For Quality-Based, Qualifications, and Single-
Source, provide relevant information as indicated.
- 194 -
Annexure 4 to Chapter – X
- 195 -
Annexure 4 to Chapter – X
32
J. Form IVB. Adjustments—Currency Conversion—Evaluated Prices
a. Comments, if any (e.g., exchange rates); three foreign currencies maximum, plus local currency.
b. Arithmetical errors and omissions of items included in the technical proposals. Adjustments may be positive or negative.
c. As per RFP.
d. 100 points to the lowest evaluated proposal; other scores to be determined in accordance with provisions of RFP.
e. Value of one currency unit in the common currency used for evaluation purposes, normally the local currency (e.g., US$1 = 30 rupees). Indicate
source as per RFP.
32
For Quality-Based, Qualifications, and Single-Source, fill out only up to column 3.
- 196 -
Annexure 4 to Chapter – X
Technical Financial
Evaluation Evaluation Combined Evaluation
Technical Weighted Financial Weighted
scoresa scores Technical scoresc scores Scores
Consultants’ names S(t) S(t) × Tb rank S(f) S(f) × Fd S(t) T + S(f) F Rank
- 197 -
Annexure 4 to Chapter – X
33
L. Form IVD. Fixed-Budget and Least-Cost Selection—Award Recommendation
Award recommendation To best technical score with evaluated price within To lowest evaluated price above minimum qualifying
budget. score.
Consultant’s name: Consultant’s name:
33
Fill in appropriate part of form.
- 198 -
Annexure 4 to Chapter – X
34
Section V. Annexes
34
Annex I applies to Quality-Based, Fixed-Budget and Least-Cost. For Qualifications and Single-
Source, it is replaced by a review of the strengths and weaknesses of the proposal, which may be
amended by one or several evaluators.
- 199 -
Annexure 4 to Chapter – X
Evaluators
Criteria/Sub-Criteria Maximum 1 2 3 4 5 Average
Scores Scores
Experience
-
-
-
Methodology
-
-
-
Key Staff
-
-
-
Transfer of Knowledge
(Traininga)
-
-
-
Participation by Nationalsa
-
-
-
Total 100
a. If specified in the RFP
- 200 -
Annexure 4 to Chapter – X
Total
a. Sometimes evaluations are made by groups instead of individuals. Each group (e.g.
financial group) has a weight. The group score is obtained by the weighted scores of the
members of the group. For example, the score of a group of three individuals scoring a,
b, and c would be ax + by + cz with x, y, and z representing the respective weights of the
members (x + y + z = 1) in this group.
b. Maximum marks as per RFP
- 201 -
Annexure 4 to Chapter – X
5.1 Loan/credit/grant
(a) number
(b) date of effectiveness
(c) closing date
(i) original
(ii) revised
35
Required for large contracts (see Guidelines).
36
Compare technical rank with rank in Form IVC.
37
Figure out technical scores with and without “local input” (Form IIB).
- 202 -
Annexure 4 to Chapter – X
38
P. Annex III. Minutes of Public Opening of Financial Proposals
MINUTES
[The minutes should indicate the names of the participants in the proposal opening session,
the proposal prices, discounts, technical scores, and any details that the Client, at its
discretion, may consider appropriate.
38
Annex III applies to QCBS, Fixed-Budget, and Least-Cost.
- 203 -
Annexure 4 to Chapter – X
[A Standard Request for Proposals must be used for World Bank-financed contracts in excess of
US$200,000. The Bank also recommends the use of the Standard Request for Proposals
document for smaller contracts to simplify its prior review (i.e., when the Borrower cannot issue
the document without the Bank’s no-objection). The Standard Request for Proposals is available
on the Bank’s Internet site (http://www.worldbank.org/html/opr/procure/conspage.html) and in the
Bank InfoShop at the following address:
39
Annex IV applies to all selection procedures (The Bank Standard Request for Proposals may be
used for Qualifications and Single-Source, with appropriate modifications).
- 204 -
Annexure 4 to Chapter – X
- 205 -
Annexure 5 to Chapter – XI
Annexure - 5
Annexure 5 to Chapter – XI
TABLE OF CONTENTS
FORMATS
- 206 -
Annexure 5 to Chapter – XI
11. * When the bid notice was published in UNDB? : NOT APPLICABLE [Being NCB].
12. Publicity
(National Press – Name of Date of publication: : 1. ……………………………………..
: 2. ……………………………………..
: 3. …………………………………….
13. Dates when the bidding documents were made. : From………….. to ………………
- 207 -
Annexure 5 to Chapter – XI
Signature :………………..
Name :………………………
Designation :……………….
Date :
1. * Clarify reasons for variations, if any, from the value as cleared by the Bank vide Sr. No. 20.
- 208 -
Annexure 5 to Chapter – XI
PREQUALIFICATION DETAILS
- 209 -
Annexure 5 to Chapter – XI
12.Publicity : : 1………………………………..
(national press-name and date : 2 ……………………………….
of publication) : 3………………………………….
- 210 -
Annexure 5 to Chapter – XI
Indicate
i) Form : …………………………..
ii) Amount : …………………………..
iii) Validity : ……………………………
(Attach a copy of the instrument)
Signature…………………….
Name……………………….
Designation………………..
Date ………………..
____________________________________________________________________________
*Clarify reasons for variations if any from the value as cleared by the Bank vide S.No. 20.
- 211 -
Annexure 5 to Chapter – XI
……………………………… …………………………………………
- 212 -
Annexure 5 to Chapter – XI
PROCUREMENT
CHECKLIST FOR POST-AWARD REVIEW OF CONTRACTS
2 Bidding Document :
- 213 -
Annexure 5 to Chapter – XI
6.0 Evaluation :
6.1 Has award been made to the lowest responsive : Yes/No
Bidder? (Give rank lowest, or second lowest or third
Lowest, etc. Award should be made to the
lowest responsive bidder)
- 214 -
Annexure 5 to Chapter – XI
6.3 a) Has the bidder who has been awarded the contract : Yes/No
furnished information about his capability and
financial response to stipulation made in ITB?
B) Are you satisfied that he has the appropriate :……………………………..
Standards Of capability and financial resources :……………………………..
to execute the work As required on the basis :………………………………
of information furnished? Comment briefly. :………………………………
6.6 Were any negotiations held with the bidders after :…………………………..
opening of bids? If yes, whether Bank’s clearance : ………………………….
was obtained before holding Negotiations and when? :…………………………..
If Bank’s clearance was not obtained why?
(Bank does not favor any negotiations.)
6.7 Whether the award was made within the original : : Yes/No
bid validity?
7.0Award of Contract:
7.1 Name of contractor :………………………………….
7.2 Date of award of contract :………………………………
7.3 Date of signing of contract :……………………………..
7.2 Contract value as awarded : Rs………………………….
7.3 number and date : ……………………………..
7.4 Date of start of work : ……………………………..
7.5 Stipulated time of completion of work :………………………………
8 PERFORMANE SECURITY :
8.2 Defects liability period : ……………………………months
8.3 Validity as required :…………………………….months
8.4 Has the successful bidder furnished :Yes/No
performance security in an acceptable
form in various currencies,
In accordance with conditions of contract?
If so, indicate
a) Amount and currencies in proportion : Rs…………………………………
to the currencies of payment
- 215 -
Annexure 5 to Chapter – XI
b) Form :………………………………………
c) Validity :………………………………………
(Performance security should remain
valid as required – Attach a copy
of the instrument.)
9 ENCLOSURES:
Signature…………………..
Name………………………
Designation………………..
Date : ……………………
- 216 -
Annexure 5 to Chapter – XI
PROCUREMENT
CHECKLIST FOR POST-AWARD REVIEW OF CONTRACTS FOR GOODS AND
EQUIPMENT
1. General
1.1 Name of Project :………………………………..
1.2 Procurement package number or SAR Reference :………………………………..
1.3 Description of Goods :…………………………………
1.4 Estimated cost of Goods :Rs………………………Lakhs
1.5 Stipulated period of completion :………………………. in months
1.6 Whether the method of procurement adopted : i) Yes/No ii) ICB/LCB
Is in accordance with the project agreement
2. BIDDING DOCUMENT
2.1 Whether bidding document used for this work : Yes/No
Is according to the standard model?
2.2 If no, list the deviations from standards : : 1…………………………
2…………………………
3………………………….
2.3 Whether price adjustment clause provided? : Yes/No
(Provide when period of completion is
more than 18 months)
2.4 Bid Security
a) Whether the guidelines have been followed : Yes/No
In filling the Bid Security? If no, give reasons :………………………………
b) What is the percentage/amount?
(No exemption should be permitted to any :………….%………….Rs…….
bidder or any class of bidders)
2.5 Whether any preference on price or other conditions: Yes/No
Allowed in the bidding document/ award to any
Bidder or class of bidders?
If, yes, list the preferences.
(No preferential treatment should be given to any bidder
or class of bidders either for price or for conditions unless
specifically cleared with the Bank and stipulated in the
project agreement)
2.6 Does the bidding document provide for advances? : Yes/No
If so, give details. : ……………………………..
3.1 Whether the bids for this item(s) were previously :Yes/No
Rejected And are being reinvented? If yes,
whether Bank’s clearance Was obtained?
Give reference (Bids should not be rejected without
Bank’s prior consultation-ref. para 2.60 of
Procurement Guidelines)
3.2 Date of invitation of bids : ……………………………
3.3 Publication of NIT : 1…………………………..
(give names of national newspapers and : 2…………………………..
- 217 -
Annexure 5 to Chapter – XI
publication) : 3…………………………..
3.4 Dates when bidding documents were made :from………….to…………..
Available for sale (should generally be
30 to 60 days; if not specify reasons?)
4. PRE-BID CONFERENCE
6.0 EVALUATION:
6.5 Were any negotiations held with the bidders after : Yes/No
Opening of bids? If yes, was Bank’s clearance
Obtained before negotiations and when?
(Bank does not favour negotiations)
- 218 -
Annexure 5 to Chapter – XI
8 PERFORMANCE SECURITY
8.1 Specified warranty period :…………………….. months
8.2 Validity as required : …………………… months
8.3 Has the successful bidder furnished : Yes/ No
Performance Security in an acceptable form
in specified currency As per conditions of
contract as required?
If so, indicate.
a) Amount in the currency of the contract : ……………………………..
b) Form :……………………………..
c) Validity :……………………………..
(Attach copy of instrument)
9.0 ENCLOSURES
Signature …………………………
Name …………………………….
Designation……………………….
Date …………………….
- 219 -
Annexure 5 to Chapter – XI
Form I-B
FORCE ACCOUNT
Name of Project : Year
Name of Sub-Project From the beginning of During the month Total to the end of
credit upto the end of under reporting month under reporting
previous (Rs.) (col 2+3)
(Rs.) (Rs.)
(1) (2) (3) (4)
TOTAL FOR
PROJECT
Signature:…………………….
Date :………….
- 220 -
Annexure 5 to Chapter – XI
FORM 1-C
NATIONAL SHOPPING
Value permissible under National Shopping as per Project Agreement : Rs. …………
Name of Sub-Project From the beginning of During the month Total to the end of
credit upto the end of under reporting month under reporting
previous (Rs.) (col 2+3)
(Rs.) (Rs.)
(1) (2) (3) (4)
_____________________________________________________________________________
Signature:…………………….
Name & designation …………
FORM : N. SHOPPING IC
- 221 -
Annexure 5 to Chapter – XI
1. Name of Project :
2. Credit/Loan Number :
If not/reasons thereof
- 222 -
Annexure 5 to Chapter – XI
20. Enclosure:
(one copy of the final contract with Appendix)
Signature: ....................................
Name: .....................................
Designation: ......................................
Date: .........................................
- 223 -
Annexure 5 to Chapter – XI
- 224 -
Annexure 5 to Chapter – XI
13. Whether the negotiations were held with the best : Yes/No
technically ranked firm and draft contract with
Appendix finalized ? If yes, when ? Give dates.
If the contract is not finalized with the best
technically ranked firm, with whom has the
contract finalized ? Give reasons.
………………………………………
20. Enclosure
[a copy of the final contract with Appendices]
Signature : ………………………..
Name : ………………………..
Designation ………………………..
Date : ………………………………
- 225 -
Annexure 6 to Chapter – XIII
Annexure 6
TABLE OF CONTENTS
FORMATS
- 226 -
Annexure 6 to Chapter – XIII
As amended vide Customs Notification No. 85/99 Cus dated 6-7-99, Customs
Notification No. 119/99 dated 2-11-99.
Provided that the importer, at the time of clearance of the goods, produces
before the Assistant Commissioner of Customs or Deputy Commissioner of
Customs, as the case may be, having jurisdiction:-
(b) imported for use in project that has been approved by the
Government of India and financed (whether by a loan or a
grant) by an international organisation listed in the said
Annexure, a certificate from an officer not below the rank of
Deputy Secretary to the Government of India, in the Ministry
of Finance (Department of Economic Affairs) that the said
goods are required for the execution of the said project and
the said project has duly been approved by the Government
of India;
- 227 -
Annexure 6 to Chapter – XIII
(ii) in case the said goods are intended to be used in a project financed
(whether by a loan or a grant) by the World Bank, the Asian
Development Bank or any international organisation, other than
those listed in the Annexure, and the project has been approved by
the Government of India, a certificate from the executive head of
the Project Implementing Authority and countersigned by an officer
not below the rank of a Joint Secretary to the Government of India,
in the concerned Line Ministry in the Government of India, that the
said goods are required for the execution of the said project and
that the said project has duly been approved by the Government of
India, and
(iii) in case the said goods are intended to be used in a project financed
(whether by a loan or a grant) by the World Bank, the Asian
Development Bank or any international organisation, other than
those listed in the Annexure, and the said project has been
approved by the Government of India for implementation by the
Government of a State or a Union Territory a certificate from the
executive head of the Project Implementing Authority and
countersigned by the Principal Secretary or the Secretary
(Finance), as the case may be, in the concerned State Government
or the Union Territory, that the said goods are required for the
execution of the said project, and that the said project has duly
been approved by the Government of India for implementation by
the concerned State Government; [Substituted vide Customs
Notification No. 119/99 dated 2-11-99] [Substituted vide Customs
Notification No. 85/99 dated 6-7-99]
Explanation For the purposes of this notification,-
- 228 -
Annexure 6 to Chapter – XIII
ANNEXURE
(Above Sl. No. 8 has been added vide Cus. Ntf. No. 107/2001, Dt.
12/10/2001.)
(Above Sl. No. 7 has been added vide Cus. Ntf. No. 75/2001, Dt. 06/07/2001.)
[Annexure has been added vide Customs Notification No. 119/99 dated 2-11-
99]
- 229 -
Annexure 6 to Chapter – XIII
Total
3. It is also certified that no other similar certificate to any other party has been
granted for the same supplies detailed above, under the same contract referred
to above.
(Name)
National Director
National Agricultural Innovation Project
Indian Council of Agricultural Research,
Dept. of Agricultural & Education,
Ministry of Agriculture, Govt. of India
Counter Signed by
(Name)
[Joint Secretary or
above rank of Govt. of India,]
[duly sealed with signed]
- 230 -
Annexure 6 to Chapter – XIII
1. This is to certify that the goods consisting of [Good’s name] ordered by [name
Ordering authority] on behalf of Indian Council of Agricultural Res.
(I.C.A.R), Dept. of Agril. Res. & Edu., Ministry of Agriculture, New Delhi
vide their Notification of Award No. [Contract No. ] for Rs _______ (in words)
against Form 'D' on M/s [Supplier’s Name] India are required for execution of
National Agricultural Innovation Project (NAIP).
2. The said Project has been financed by the World Bank under Credit No.
4161-IN & 4162-IN and that the project has been duly approved by
Government of India.
3. The goods covered by the said contract are exempt from payment of Excise
Duty in terms of Central Excise Notification No. 108/95 Central Excise dated
28.08.95 and No. 7/98- Central Excise dated 02.06.98 of Central Excise and
Salt Act, 1944.
(Name) (Name)
[Joint Secretary or National Director
above rank of Govt. of India,] National Agricultural Innovation Project
[duly sealed with signed] Indian Council of Agricultural Research,
Govt. of India
- 231 -
Annexure 6 to Chapter – XIII
The Central Sales Tax The Central Sales Tax The Central Sales Tax
(Registration & Turnover) Rules, 1957 (Registration & Turnover) Rules, 1957 (Registration & Turnover) Rules, 1957
FORM D FORM D FORM D
Form of Certificate for making Govt. Form of Certificate for making Govt. Form of Certificate for making Govt.
Purchases Purchases Purchases
[See Rule 12 (1)] [See Rule 12 (1)] [See Rule 12 (1)]
(To be used when making purchases (To be used when making purchases (To be used when making purchases
by Government not being a registered by Government not being a registered by Government not being a registered
dealer) dealer) dealer)
Name and address of office of issue: Name and address of office of issue: Name and address of office of issue:
I.C.A.R., Govt. of India, National I.C.A.R., Govt. of India, National I.C.A.R., Govt. of India, National
Agricultural Innovation Project, 5th Agricultural Innovation Project, 5th Agricultural Innovation Project, 5th
Floor, KAB-II, Pusa, New Delhi – 12 Floor, KAB-II, Pusa, New Delhi – 12 Floor, KAB-II, Pusa, New Delhi – 12
To To To
M/s [Supplier’s name and address] M/s [Supplier’s name and address] M/s [Supplier’s name and address]
Certified that the goods [goods name] Certified that the goods [goods name] Certified that the goods [goods name]
ordered for in our purchase order No. ordered for in our purchase order No. ordered for in our purchase order No.
[Contract no. & date] Quantity [Contract no. & date] Quantity [Contract no. & date] Quantity
_______ purchased from you for Rs _______ purchased from you for Rs _______ purchased from you for Rs
_________ _________ _________
Seal of the duly Authorised Seal of the duly Authorised Seal of the duly Authorised
Officer of the Government Officer of the Government Officer of the Government
- 232 -