Para 4.17.3 — GOODS_MANUAL

2. Terms and Conditions: a) Procurements by such agencies would have to conform to these Procurement Guidelines. b) Usual formalities for preparation, budgetary provisions, and approval/ signing of invoices. c) The Indent, in such cases, in the format prescribed by such Organisations, should be signed by an officer to whom such powers have been delegated.

4.17.3 Procurement through Centralized Agencies or other Organizations. 1. Departments/ Organisations that have not built up their own capability for procurement may engage procurement agents (for individual procurement or as outsourcing of service) with the approval of the Competent Authority. Many canalized agencies authorised by the government and some CPSEs provide end-to-end procurement services, i.e., framing procurement documents, bidding process, evaluation, and contract management. Possibilities of other Ministries/ Departments or their attached and subsidiary offices having spare-able quantities of required material may be explored. In such cases, Indents can be placed on them to supply requirements at mutually agreed terms. Procurements by such agencies would have to conform to these Procurement Guidelines. In such cases, a Service Contract can be placed on them for procurement services at mutually agreed terms.

3. Purchase through Other Organisations - Risks and Mitigations:

Risk Mitigation 1. Since it is a purchase by a third party, the Indent must be detailed and self-sufficient to ensure all Technical and Commercial requirements. Mitigation strategies are to ensure vetting and certificates from technical, finance and procurement wings about the completeness of Indent before despatch. In critical and large procurements, liaison may be maintained with the procuring agency. 2. There is also a risk of delays in the finalisation of the contract by the Procuring agency, which may not be responsive to the indenting organisation's urgencies, especially if procurement involves clubbing of Indents from several organisations. To mitigate such risk, a liaison may be maintained with the procuring agency. In case abnormal delays occur, small procurements to tide over urgencies may be made directly. 3. Another risk is that the Supplier may not feel answerable to the Indentor and may not be responsive towards delivery, quality, and after-sales support. If problems arise, a dilatory tripartite correspondence may be required. To mitigate this, proper commercial clauses may be included in the Indent to ensure the supplier's responsiveness to the Indentor. Liaison with the Procuring agency would also mitigate such risks.

Chapter 4: Modes of Procurement and Tendering Systems d) FA of the Department may sign a declaration about the availability and reserving of the required budgetary provisions. e) Modalities of procurement, inspection, and tracking of supplies and Payments may be settled with the organisation.

Chapter 5: Bid Invitation Process 5.1. Preparation and Uploading/ Floating of Tender Documents 5.1.1 Model Tender Documents

Department of Expenditure (DoE), Ministry of Finance, Government of India has issued Model Tender Documents for Procurement of Goods85 (October 2021), Procurement of NonConsultancy Services86 (October 2021) and Procurement of Consultancy Services87 (April 2023). Procuring Entities are urged to customise relevant MTD to prepare tender documents for their procurements. Guidance notes annexed to the MTDs detail the process of customisation of MTD for an Organisation and each procurement.