Para 3.7 — CONSULT_MANUAL

a) Registration is to establish genuine identification of the firm (e.g., for e-procurement portals, preferential procurement, and so on). b) Empanelment is to establish prima-facie capability for restricted tendering (not open tendering, e.g., limited tendering panels, also useful in special limited tenders). c) Pre-qualification and Multi-use Lists: i) Pre-qualification: Wherever the nature of the requirement dictates competition only among prequalified bidders (without vitiation of prices offered by unqualified bidders), prequalification may be done with open tendering in the prequalification bidding stage. ii) Approved List/ Multi-use List: If there are frequent requirements of such nature, prequalification may be done through an open process with an extended

3.7 Development of New Sources and Registration/ Empanelment/ Pre-qualification of Firms 1. Normally, in open tendering, there should be no restriction of prior registration. Entities may provide for registration after selection in unrestricted open tendering. Difference may be noted between registration, empanelment (maintaining a classified list of firms based on their experience usually required in case of limited tenders), and prequalification.

Manual for Procurement of Consultancy Services, Second Edition, 2025 validity of the Shortlist of Qualified Bidders (called List of approved Sources, in some organisations, e.g., Ministry of Railways), for example, one year or longer. The use of a List of Qualified Bidders is also known as a Multi-use list in many countries, as distinct from empanelment (e.g., Limited Tender Panel - which does not undergo a formal open tender pre-qualification/ EoI process). In such longterm Multi-use lists or Approved Lists, if any competent bidder applies for inclusion at any time, it should be examined as per the criteria of the original multi-use list.

2. However, since in common parlance, registration is a word interchangeably for the above three concepts, used by most of departments, this usage is being retained, though the distinction would be clear from the context of usage.

3. For goods and services not available on GeM, and for Works, the Head of Ministry/ Department may periodically register suppliers of goods and services that Department or Office specifically requires. Ensuring an up-to-date and current list of registered, capable, and competent suppliers/ consultants/ service providers facilitates efficiency, economy, and promotion of competition in public procurement, especially while floating a limited tender/ local purchase/ direct contracting. For such tenders, it may be possible to skip bidder qualification to avoid unnecessary repetition/ duplication of efforts, thereby saving time, especially in the case of emergency procurement. Registration of the supplier/ consultant/ service provider should be done following a fair, transparent, and reasonable procedure and after giving due publicity. Such registered suppliers should be on-boarded on GeM as and when the item or service gets listed on GeM.34 The list of registered Firms for the subject matter of procurement should be exhibited on websites of the Procuring Entity/ their eProcurement portals.

4. All Ministries/ Department may use such lists prepared by other Ministries / Departments as and when necessary. Registered Firms are ordinarily exempted from furnishing earnest money deposit/ bid security with their tenders for items, and Monetary Limits for which they are registered.

5. In cases where the firm is not considered capable and registration cannot be granted, the authority concerned shall communicate the deficiencies and shortcomings direct to the firms under intimation to the appellate authority. Where a request for re- verification and review is made by the firm (such a request can be made only after six months), along with any fee as prescribed by the Department, review shall be undertaken. Requests for re-verification after expiry of the said period would be treated as a fresh application and processing fee, if any prescribed, charged accordingly.

6. Procuring Entity shall retain its option to reassess firms already registered, at any later date, to satisfy itself about the current financial soundness/ credit worthiness, facilities available, and so on. Thereafter, Procuring Entity may decide to retain them as registered suppliers for the requirements and monetary limit earlier considered or with necessary changes as deemed fit. In case of adverse reports from the team of Procuring Entity’s officers who reassess the firm, Procuring Entity shall delete/ downgrade such firm from the registered suppliers list

7. Further details about procedure for registration is given in para 3.6 of the Manual for Procurement of Goods, 2024. (Rule 150 of GFR 2017)