Checklist-tenders

Check list for examination of Procurement (Works/ Purchases/ Services) Contracts

• Pre-Award Stage
• Financial and Technical sanction of competent authority is available.
• Adequate and wide publicity is given. Advertisement is posted on website and tender documents are available for downloading.
• Convenient tender receiving/opening time and address of the tender receiving officials/tender box are properly notified.
• In the case of limited tender, panel is prepared in a transparent manner clearly publishing the eligibility criteria. The panel is updated regularly.
• Pre-qualification criteria are properly defined/ notified.
• Short listed firms/consultants are fulfilling the eligibility criteria. There is no deviation from notified criteria during evaluation.
• Experience certificates submitted have been duly verified.
• Tenders/bids are opened in the presence of bidders.
• Corrections/omissions/additions etc., in price bid are properly numbered and attested and accounted page wise. Tender summary note/ Tender opening register is scrupulously maintained.
• Conditions having financial implications are not altered after opening of the price bids.
• In case of consultancy contracts (a)Upper ceiling limit is fixed for consultancy fee and (b) Separate rates for repetitive works are fixed.
• Post-award stage
• General
• Agreement is complete with all relevant papers such as pre-bid conference minutes, etc.
• Agreement is page-numbered, signed and sealed properly.
• Bank Guarantee is verified from issuing bank.
• Insurance policies, labour licence, performance guarantee are taken as per contract.
• Technical personnel are deployed as per contract.
• Plant and equipment are deployed as per contract.
• Action for levy of liquidated damages is taken in case of delay/default.
• Payments to contractors
• Price escalation is paid only as per contract.
• Retention Money/Security Deposit is deducted as per contract.
• Recovery of Mobilisation & Equipment advance is made as per the provisions in the contract.
• Recovery of I.Tax & Works Contract tax is made as per provisions in the contract.
• Glaring deviations are supported with adequate justification and are not advantageous to the contractor.
• Site Records
• Proper system of recording and compliance of the instructions issued to the contractors is maintained.
• Proper record of hindrances is maintained for the purpose of timely removal of the hindrance and action for levy of liquidated damages.
• Mandatory tests are carried out as per the frequency prescribed in the Agreement.