Annexure 4 — GOODS_MANUAL

(Refer Para 1.5-1, 2.3, 7.1-3 and 7.6.10-3) A suggested structure of SoPP131 is given below. However individual threshold values (wherever not specified in GFR/ DFPR) would depend on the respective circumstances of various Organisations. Threshold value in Rupees (Lakh) Levels of Powers -> Level 1 is entry-level, and Level 5 is the highest, e.g., Secretary. LEVEL 1 2 3 4 5 Indents initiation, approvals and Signing, Including formulation of Technical Specifications Technical Approval Administrative, Budgetary Approval Initiation, Signing & Submission Approval and Signing of PAC Approval and Signing of Urgency Certificate for SLTE or acceptance of Single offer received against LTE Approval & Justification for STE without PAC Approval for Floating of Tenders of Various Types including. Selection of Mode of Procurement and Biding System, Short-list of Bidders for LTE/ SLTE, Tender Documents Preparations, including parameters of MTD and variation there-from in AITB, SCC, Eligibility/ Pre-Qualification Criteria, Decisions of Bid Cost, EMD/ PBG; Quantity, Slicing/ Packaging of requirements; non-standard payment terms, Advance Payment, Stage Payments, Proforma invoice payment, Exchange Rate Variations, Price Variations Clauses, LC payments etc OTE/ LTE/ PAC tenders as per Norms STE without PAC Tender GTE Tenders Single Stage Two Envelope System Prequalification Tender Two Stage or Single Stage three Envelopes EoI Tenders Approval of Retendering of a discharged tender after the second attempt Competent Authority (CA) for Evaluation and Acceptance of Tenders Procurement without calling Quotation Procurement Through a Purchase Committee Direct Approval of Tenders Without Tender Committee To accept Single Tender Purchase of Steel Items from Steel PSEs or Petroleum Products from Petroleum PSEs Tender Committee Composition (including Member Secretary thereof) as well as designated level of CA for Acceptance of TC Recommendations for Various Slabs of Estimated Tender Value. Normally, there should be standing Tender Committees. Slab 1 (Rs 10 Lakh to 50 Lakh) – Level 2 officers’ TC, Acceptance by Level 3 Officer Slab 2 (Rs 50 Lakh to 2 Crore) – Level 3Officers’ TC acceptance by Level 4 Officer Slab 3 (Rs 2 Crore 25 Crore) – Level 4 officers’ TC acceptance by Level 5 Officer Higher levels and other type of TC to suit local requirements, Acceptance at Sec level Approval of acceptance of Single Offer against GTE/ OTE/ LTE and acceptance of unsolicited Offers in LTE against urgency certificate by the indentor Formulation and Placement of Contracts

Annexure 4: Suggested Structure of Schedule of Procurement Powers (SoPP)

Contracts after following the Tendering Process Acceptance of Special Conditions with the concurrence of Finance before Award of Contract as per recommendation of TC/ CA Acceptance of 100% Payment against Proforma Invoice Other Variations demanded by Suppliers in exceptional circumstances. Post Contract Powers, including. Bill Passing and Payments, Handing over assets/equipment/ material/ utilities to Contractor; Extensions with or without LD, or approvals of Variations, Contract Closure, Terminations, Arbitrator appointment, Accepting and sanctioning Court and Arbitration award Waiver of Liquidated Damages Write off Losses due to the impossibility of recovery of General Damages, Liquidated Damages, and Rejected Goods. Acceptance of Goods by Consignee after the expiry of the delivery period for small value/ marginal delays Acceptance of Excess or Short deliveries upto 5% of total quantity and to treat contract as closed. Allowing the release of Time-barred claims Disposal of Scrap Approval of Declaration of Materials as Scrap, with and without formality of Survey Committee. (Includes nomination of Survey Committee) Decision of Mode of Procurement, Preparation of Catalogues for Auction and Tender Documents for Tenders Approval of Reserve Price Fixation. (Includes nomination of officers/ committee to decide the Reserve Price) Acceptance of Tender Committee Recommendation/ Conduct of Auctions (including acceptance of bids) Extension of period to deposit Balance Sale Value or Date of Delivery of Materials

Annexure 5: Purchase Requisition (Indent) for Goods (Non-stock) Indenting Office_____________________________________________________________________________________________ Purchase Requisition for Goods (Non-stock) (Send in duplicate and separate requisitions to be furnished for each Trade Group)

Manual for Procurement of Goods, Second Edition, 2024 i) Description, technical specification, and quantity are in conformity with the guidelines in the Procurement Manual for Goods. ii) Technical and financial approvals at appropriate levels as per DFPR have been obtained.

Details of items Sr No Description/Specification/ Drawing/ Sample Unit Past Consumption Available Stock, if any Total Qty. Indented Estimated/Past Purchase Rate Last Purchase Reference Total Estimated Cost Yr-3 Yr-2 Yr-1 a b c d e l m Estimate name/ number Allocation: No Code No Is the proprietary certificate attached? Yes, reference/ No It is certified that all.

iii) Funds are provisioned for in the budget. iv) The quantity indented does not exceed any sales, consumption, or usage limits of requirements, if any laid down by competent authority. Signatures Office Superintendent Signature Indenting officer

Annexure 6: Purchase Requisition Register for Indentors __________________________ (Name of Indenting Office) Purchase Requisition (PR) Register for Indentors (To be prepared and maintained by the intending divisions) Name of Procuring Entity to whom PRs sent ___________________________________________________________________________

Sr. No. Description Qty. PR No. And date Date of submission Ascertained from Procuring Entity Date of Receipt of Material Remarks Tender No: and opening date Contract Ref & Date Qty. Name of the Supplier 257deliv ered Date 1 2 3 4 5 6 7 8 9 10

Manual for Procurement of Goods, Second Edition, 2024 Indenting Officer Office Superintendent Annexure 7: Purchase Requisition Register for Procuring Entity

Manual for Procurement of Goods, Second Edition, 2024 Procuring Entity___________________________________________________________________________________________ Purchase Requisition (PR) Register for Procuring Entity (To be prepared and maintained by the Procuring Entity)

Procuring Officer Office Superintendent 1) The register will be reviewed and signed by the Head of Office every month. 2) A summary will be prepared and submitted to HoD every quarter.

Date / Sr No Tender File No. PR No. and Date Description Qty . Date of Recei pt of PR Indentor Tender Type/ Date of Floating Date of Tender Opening Contract Number and Date Suppli er Qty . Delive ry Date Sr. No. of Contract Progress Register Remar ks 1 2 3 4 5 6 7 8 9 10 11 12 13 14