Check  list  for  examination  of  Procurement  (Works/  Purchases/  Services)  Contracts

I.   Pre-Award Stage

1.  Financial and Technical sanction of competent authority is available.

2.  Adequate and wide publicity is given. Advertisement is posted on website and

tender documents are available for downloading.

3.  Convenient tender receiving/opening time and address of the tender receiving

officials/tender box are properly notified.

4.  In  the  case  of  limited  tender,  panel  is  prepared  in  a  transparent  manner

clearly publishing the eligibility criteria. The panel is updated regularly.

5.  Pre-qualification criteria are properly defined/ notified.

6.  Short  listed  firms/consultants  are  fulfilling  the  eligibility  criteria.  There  is  no

deviation from notified criteria during evaluation.

7.  Experience certificates submitted have been duly verified.

8.  Tenders/bids are opened in the presence of bidders.

9.  Corrections/omissions/additions etc., in price bid are properly numbered and

attested and accounted page –wise. Tender summary note/ Tender opening

register is scrupulously maintained.

10.  Conditions  having  financial  implications  are not altered after opening of the

price bids.

11.  In case of consultancy contracts (a)Upper ceiling limit is fixed for consultancy

fee and  (b) Separate rates for repetitive works are fixed.

B.  Post-award stage

(a)   General

1.  Agreement  is complete with all  relevant  papers  such  as  pre-bid  conference

minutes, etc.

2.  Agreement is page-numbered, signed and sealed properly.

3.   Bank Guarantee is verified from issuing bank.

4.   Insurance  policies, labour licence, performance guarantee are  taken as per

contract.

5.   Technical personnel are deployed as per contract.

6.   Plant and equipment are deployed as per contract.

7.   Action for levy of liquidated damages is taken in case of delay/default.

(b)   Payments to contractors

1.   Price escalation is paid only as per contract.

2.   Retention Money/Security Deposit is deducted    as per contract.

3.   Recovery of Mobilisation & Equipment advance is made as per the provisions

in the contract.

4.   Recovery  of  I.Tax  &  Works  Contract  tax  is  made  as  per  provisions  in  the

contract.

5.   Glaring  deviations  are  supported  with  adequate  justification  and  are  not

advantageous to the contractor.

(c)   Site Records

1.  Proper system of recording and compliance of  the instructions issued to the

contractors is maintained.

2.  Proper record of hindrances is maintained for the  purpose of timely removal

of the hindrance and action for levy of liquidated damages.

3.  Mandatory  tests  are  carried  out  as  per  the  frequency  prescribed  in  the Agreement.