Tender Process | TAHDCO
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Tender Process
Salient Features of Tamil Nadu Transparency in Tender Act, 1998 and Rules 2000
The Government of Tamil Nadu have framed the rules as Tamil Nadu Transparency in Tender Rules, 2000 in
G.O.Ms.No.446 Finance (Salaries) Department dated.26.09.2000 based on Tamil Nadu Transparency in
Tender Act, 1998 to ensure open and fair procedures while undertaking construction and procurement of
goods and services by the Government and Governmental organizations.
Regulation of Tender
No tender shall be invited or accepted by any authority after the commencement of this Act, except in
accordance with the procedure specified in this Act and rules made there under.
Method of Tendering
Procurement of different categories shall be effected by the following methods of tendering namely :Piece-work contract
Lump sum contract
Turn-key contract
Multistage contacting including pre-qualification and two cover system
Fixed rate contract
The Tender inviting authority shall decide the method of tendering to be followed in each case having
regard to the category, size and complexity of the Procurement.
Tender Bulletin
It means the bulletin published for each district or State, containing details of invitation and acceptance of
tender.
District Bulletin
The bulletin officer is the officer who is responsible for publishing the tender bulletin in district or State. The
tender bulletin officers are appointed by the Government. The District Tender bulletin shall be published by
the District Bulletin officer at least once in every week.
The notice inviting tenders and decisions on tenders in all cases where the value of tender exceeds Rupees
Five lakhs and below Rupees Twenty Five lakhs shall be published in the District Tender Bulletin of the
district.
State Bulletin
The State Tender bulletin shall be published by the State Bulletin officer at least once in every week.
The notice inviting tenders and decisions on tenders shall be published in the State Tender Bulletin in cases
where,
The value of procurement/work exceeds Rupees Twenty Five lakhs.
In any other case where the tender inviting authority deems it fit.
Publication of Notice Inviting Tenders in Newspapers
The following procedure to be adopted in the matter of release of advertisement in details:
(G.O.Ms.No.108 Information and Tourism (Advt.) Department dated.28.05.1999)
For works in
For purchase of
No of Details in which advertisement
Rs.
Materials/Instruments in Rs.
is to be Published
No publication of Tender Notice would be
Works costing
less than Rs.10 Less than Rs.5 lakh
lakhs
Works costing
Rs.10-25 lakhs
Between Rs.5-10 lakh
Between Rs.10-25 lakh
lakhs
Works costing
Rs.100-500
In two Tamil Dailies at District Level.
All editions in one Tamil daily and one
English daily at state level.
One English daily in Southern Edition and
Between Rs.25-100 lakh
lakhs
one Tamil daily in all editions of
Tamilnadu
Works costing
Rs.500-5000
however be sent to all registered
contractors in the concerned Department
Works costing
Rs.25-100
necessary in dailies. Tender notices shall
Between Rs.100-5000lakh
lakhs
One English daily in all Edition and one
Tamil daily in all editions of Tamilnadu
Works costing
more than
More than Rs,5000 lakh,
Indian Trade Journal
Rs.5000 lakhs
Minimum Time Limit for Submission of Tenders
The minimum time limit for submission of tenders.
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Minimum Time Limit for Submission of Tenders
The minimum time limit for submission of tenders.
Up to Rupees 2 crores in value : 15 days.
Above Rupees 2 crores in value : 30 days.
Any reduction in time stipulated above has to be specifically authorized by an authority superior to the
tender inviting authority for reasons to be recorded in writing.
E-Tendering
Tenders may download the tender documents from the designed website at free of cost without any
hindrance, for open tenders of value exceeding Rs.10 Lakhs. (Refer : G.O.Ms.No.177,Finance
(Salaries) Department Dated 22nd May 2007)
Earnest Money Deposit
While submitting a tender, the tenderer has to deposit with the department an amount as notified in the NIT
which is ordinarily not exceeding 1% of the value of the contract by means of demand draft, bankers
cheque, specified small savings instruments or where the procuring entity deems fit, irrevocable bank
guarantee in a prescribed form. Any tender submitted without EMD in the approved form shall be summarily
rejected provided that any category of tenders specifically exempted by the Government from the payment
of EMD will not be required to make such a deposit.
Security Deposit
As soon as the tender has been accepted, the successful bidder has to deposit with the Department at an
amount as notified in the tender schedule at the time of execution of the agreement. The amount is kept as
check so that the contractor fulfils the terms and conditions of the contract and carries out the work
satisfactorily in accordance with the specifications. In case the contractor fails to fulfill the terms of contract,
the whole or part of this deposit can be forfeited by the department. The withheld amount for effective
performance of the contract, do not exceed 10% of the contract value or % amount stipulated in the
agreement.
Variation in quantity
The quantity proposed to be procured in the tender shall be indicated in the tender document and the tender
accepting authority shall ordinarily be permitted to vary the quantity finally ordered only to the extend of
25% either way of the requirement indicated in the tender document. The percentage of variation of items
of work for which there shall be no increase in rates shall be of 25%.
In case of procurement in special cases, it is necessary to have more than one supplier, the authority may
place orders on the tenderer quoting the lowest evaluated price for not less than 60% of the quantity
covered in the tender at the price quoted by him and place orders for the remaining quantity on the
tenders quoting the next lowest evaluated prices at the lowest evaluated price and shall specify in the
tender documents as per rule 31(4) of Tamil Nadu Transparency in Tenders Rules, 2000.
Exemptions in Tender Act
This act is not apply to procurement in the following certain cases.
During natural calamities and emergencies declared by the Government.
Available from single source only from a supplier or cases in which a particular supplier or contractor has
exclusive rights in respect of the goods or services or construction and no reasonable alternative or
substitute exists or where the procuring entity having procuring goods, equipment, technology from a
supplier or contractor determines that additional supplies must be procured from that specific supplier or
contractor for reasons of standardization and compatibility with the existing goods, equipment or
technology.
From the rate contracts of Director-General of Supplies and Disposals (DG&D) and Association of State
Road Transport Undertakings.
Cement from Tamil Nadu Cement Corporation Limited (TANCEM) and or of paper from the Tamil Nadu
Newsprints and papers Limited.
Applicability of Tender Act / Rules in cases of funded works
The procurement of Tamil Nadu Transparency in Tender Act, 1998, to the extent they are not consistent
with the procedure prescribed in the projects funded by International agreements or by International
Financial Agencies shall not apply.
Cost of Tender Documents
The Government departments which issue tender documents should notify that the cost of tender
documents inclusive of sales tax and also ensure proper accounting by requiring the cost of tender
documents and sales tax to be noted separately in column, head of account in the challan.
Sale Price of Tender Documents
For works costing up to and including Rs.10,000/works costing above Rs.10,000/- up to and including
Rs.2 Lakh
For works costing Rs.2 Lakh up to and including Rs.5
Lakh
For works costing above Rs.5 Lakh up to and including
Rs.10 Lakh
Rs.100/Rs.200/-
Rs.500/-
Rs.1000/-
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Lakh
For works costing above Rs.5 Lakh up to and including
Rs.10 Lakh
For works costing above Rs.10 Lakh up to and including
Rs.25 Lakh
For works costing above Rs.25 Lakh up to and including
Rs.50 Lakh
For works costing above Rs.50 Lakh
Rs.1000/-
Rs.2000/-
Rs.3000/Rs.5000/-
Note : Sales Tax (ST) and Surcharge (SC) are as applicable from time to time.
Evaluation of Tender :
Pre Qualification Procedures
1. The tender inviting authority shall for reasons to be recorded in writing provide for pre-qualification of
tenders on the basis of :
Experience and past performance in the execution of similar contracts
Capabilities of the tenderer with respect to personnel, equipment and construction or manufacturing
facilities.
Financial status and capacity.
2. Only the bids of pre-qualified bidders shall be considered for evaluation.
Two Cover System
A procedure under which the tenderers are required to simultaneously submit two separate sealed covers
one containing the earnest money deposit and the details of their capability to undertake the tender which
will be opened first and the second cover containing the price quotation which will be opened only if the
tenderer is found qualified to execute the tender.
Time taken for evaluation and extension of tender validity
The tenders remain valid for a period of not less than 90 days from the last date for receipt of tenders. The
validity period can be extended further if a contractor gives his consent in writing, specifying the period of
extension.
In case the evaluation of tenders and award of contract is not completed within extended validity period, all
the tenders shall be deemed to have become invalid and fresh tenders may be called for.
Determination of The Lowest Evaluated Price
Out of the tenders found to be substantially responsive after the initial examination, the tenderer who has bid
the lowest evaluated price in accordance with the evaluation criteria or the tenderer scoring the highest on the
evaluation criteria specified, as the case may be, shall be determined.
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