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Revised Norms of Tender Acceptance on 2nd/ Subsequent Call

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Government of West Bengal
Finance Department
Audit Branch

No. 6989-F(Y) Dated 19th November, 2018

MEMORANDUM

Sub: Revised Norms for acceptance of tenders with less than 3 qualified bids on 2nd or subsequent calls

The State Government in order to facilitate expeditious implementation of development and welfare programmes of the State Government, the Finance Department introduced the Financial Adviser (FA) System in the year 2012 vide Finance Department Memo. No. 152-FB dated 27.04.2012 through which the Administrative and Financial Powers were decentralised and delegated to the Administrative Departments by incorporating an FA Setup as a specialised integrated branch of Finance Department within each Administrative Department.

2. Now in order to delegate higher financial power for acceptance of tenders with less than 3 qualified bidders in 2nd or subsequent calls, para II B and II C of FD Memo No. 925-F(Y) dated 14.02.2017 is revised as follows:

Para II B: Where the delegated power of the Additional Chief Secretary/ Principal Secretary/ Secretary-in-Charge (HoD) for according administrative approval is Rs. 10 crores, the HoD will be able to accept tenders with less than 3 bidders up to Rs 5 crores after verifying all the details as per the checklist (Annexure I) provided with this Memorandum. Similarly, for Departments having delegated financial power for according administrative approval up to Rs. 20 crores, tenders with less than 3 bidders can be accepted by the HoD up to Rs. 10 crores.

Para II C: Beyond the limits specified above, the files should be referred to Finance Department for acceptance along with specific recommendations of the FA and HoD in the Annexure I.

3. However, prior to such acceptance of tenders, the HoD shall examine:

i. Whether there was sufficient publicity given to the Tender in adequate no. of newspapers having appropriate territorial coverage and readership, Departmental Website (if any) and e-Tender Portal;

ii. Whether the EMD was received online through the e-Tender Portal;

iii. Whether the minimum mandatory period for submission of bids as per Financial Rules was available to bidders from the date of publication in newspapers, Departmental Website (if any) and e-Tender Portal;

iv. Whether the Tender Inviting Authority (TIA) has provided sufficient reasons justifying and recommending acceptance of the selected bid and finds the quoted rate reasonable;

v. Whether the Technical Criteria were reviewed and revised by the TIA, if necessary, before 2nd or subsequent calls of the Tender;

vi. Whether the Eligibility Criteria like Minimum Average Annual Turnover, Net Worth, Packages Tendered, Credentials, etc. did not restrict fair competition among the prospective bidders;

vii. Whether in case of Non-Schedule Item(s) market rates have been suitable assessed by the TIA to ascertain reasonability of quoted rate(s);

viii. Whether the Departmental Tender Committee has examined the Tender and recommended acceptance and found the quoted rate reasonable;

ix. Whether the Financial Adviser Setup has recommended acceptance or re-tender;

x. Any other aspects and factors as required and deemed fit.

4. Accordingly, Annexure-I of FD Memo No. 925-F(Y) dated 14.02.2017 as revised vide FD Memo No. 4378-F(Y) dated 13.07.2017 has been suitably modified and enclosed herewith.

5. This order comes into operation with immediate effect.

Sd/- H.K. Dwivedi
Additional Chief Secretary to the
Government of West Bengal

No. 6989-F dated 19.11.2018, Source