Para 4.8 — GOODS_MANUAL

4.8. Limited Tender Enquiry (LTE) LTE is a restricted competition procurement, where a preselected panel of vendors (on the list of registered suppliers for the subject matter of procurement) are directly approached for bidding for goods and services not available on the GeM portal. Bids from uninvited bidders are treated as unsolicited and are not entertained except in exceptional circumstances. However, Ministries/ Departments should evolve a system by which requests for registration of interested/ unsolicited firms should be decided before the bid in the next round of tendering. This mode provides a short and simple procedure but may not provide as good a VfM as in the case of open tendering, but it is still a good balance for procurements below a threshold. LTE procedures should be the default mode of procurement when the estimated value of procurement is between Rs. 5 lakh to Rs. 50 lakhs (Rupees Five Lakh to Fifty Lakh). (Rule 162 of GFR 2017)

4.8.1 Terms and Conditions 1. The shortlist of vendors from the list of registered suppliers for the subject matter of procurement to whom it is proposed to send tender documents shall be approved by the competent authority before floating the tender. 2. In case the number of registered bidders for an item is large and unwieldy, a transparent system of rotation of invitation to bid may be used to keep the invited shortlist to a manageable number (say 8 to 12). 3. In the off-line tendering, copies of the tender documents should be sent free of cost (except in case of priced specifications/ drawings) directly by speed post/courier/e-mail to the panel of vendors on the list of registered suppliers for the subject matter of procurement. Further, the Procuring Entity should also mandatorily publish its limited tender enquiries on GeM as well as on GeM- Central Public Procurement Portal (CPPP). Apart from GeM and GeM- CPPP, the organisations should publish the tender enquiries on the Department’s or Ministry’s website. 4. The minimum number of bidders to whom LTE should be sent is more than three. In case less than three approved vendors/contractors are available, LTE may be sent to the available approved vendors/contractors with the approval of the CA, duly recording the reasons. Efforts should then be made to identify a higher number of approved suppliers by the Supplier Registration section to obtain more responsive bids on a competitive basis. 5. A simplified Tender Document with brief terms and conditions (Annexure 8) should be used instead of a detailed Tender Document. In any case, all registered vendors, who normally are invited to quote in such limited tenders, have already acknowledged acceptance of “general conditions of contract” as part of the registration application, which is applicable to such procurements, in addition to these brief “terms and conditions” in LTE tender form. If necessary, specifications and drawings or any other document may be enclosed with the limited tender form.

6. In domestic tenders, any bid in foreign currency should be summarily rejected. 7. Since selected bidders are normally registered with the Procuring Entity, Bid Security and Performance Security are normally not taken in LTE.

a) Lot number; b) Description of material; c) Purchaser's name and address; d) Approximate quantity in the lot; e) The rate at which sold; f) Value realised; g) Reference to the cash remittance note, under which the value was remitted to the nominated cashier; h) Chief cashier or treasurer's receipt note and date; i) The amount of loading charges was recovered by the storekeeper.

Note: Information sought in S. No a) to h) shall be filled in by eASP in tabular form (Columns 1 to 8). Information pertaining to S.No. i) (Column 9) shall be filled by the storekeeper.

4.8. Delivery Order eASP will hand over, to the successful buyer, a delivery order authorising the Stores Department to make such a delivery after getting the requisite material value. The purchaser will approach the seller with the delivery order to allow him to lift the material. The validity of the delivery order is 60 (sixty) days from the date of the e-auction. The delivery order should show the following particulars: