EAST COAST RAILWAY

BRIEFING NOTE FORMAT FOR STORES TENDER

(I) (i) Tender = Notice No. &nbs= p; &= nbsp; : …………………………..

&= nbsp; (ii) Date of opening &nbs= p; &= nbsp; :……………………R= 30;……

(II) No. of Tender pap= ers sold …….Nos.

&= nbsp; No. of Tender papers issued free of cost …….Nos.<= /p>

&= nbsp; (a) Nos. of offers received in time = ………..

&= nbsp; (b) Nos. of offers received- delayed = ; ………..

&= nbsp; (c) Nos. of offers received - late ………..=

(III) (a<= /span>) Type of Tender = ; (i) OPEN &nb= sp; :

&= nbsp; &nbs= p; &= nbsp; (ii) LT = ; = :

&= nbsp; &nbs= p; &= nbsp; (iii) SLT &nbs= p; :

&= nbsp; &nbs= p; &= nbsp; (iv) ST = ; :=

&= nbsp; (b) How many offers are unsolicited :

(IV) In case of Spl. Limited tender/Limited = ; : Confirmed/Not confirmed.

tender, confirmation of disp= atch of

tender documents by Regd. Po= st from

the dispatch register.

(V) (a<= /span>) Tender published on date, = :

&= nbsp; Names of News papers to be mentioned &= nbsp; 1……………………..

&= nbsp; &nbs= p; &= nbsp; &nbs= p; &= nbsp; &nbs= p; 2……………= ;………..

&= nbsp; &nbs= p; &= nbsp; &nbs= p; &= nbsp; &nbs= p; 3……………= ;………...

&= nbsp; (b) Interval period between date of :

publication and Date of opening (= should

not be less than 30 days = in case of open

tender) Authority:- RB’= ;s letter No.55/13/

C/2498/35 236/x111 dt.13.1.1956.

loaded offers &nb= sp; = &nb= sp; :……&= #8230;…………………….<= /span>

(VI) (a= ) Cost of Tender document &= nbsp; :………R= 30;…………………..

&= nbsp; (b) How many offers are accompanied:………&#= 8230;………………….

= with cost of Tender document

&= nbsp; (c) Whether the cost of Tender = ; :……………= ………………...

&= nbsp; document sold and downloaded

from website have been deposited

in full with Railway’s Casher

(d) How many offers are subm= itted

&nb= sp; without cost of Tender document :……………̷= 0;……………….

(e) How many offers are subm= itted

without Tender document &nbs= p; : …………………………̷= 0;…

(VII) Total value of this tender &= nbsp; &nbs= p; : …………………………̷= 0;…

(VIII) Tender Committee Level = &nb= sp; :

&= nbsp; (In terms of SOP item No. ………(Stores matter)

&= nbsp; the composition of T.C. taking into consideration the = all total cost i.e.

including Taxes freight etc. wi= ll be as under: 1)

&nbs= p; &= nbsp; &nbs= p; &= nbsp; &nbs= p; &= nbsp; 2)

&nbs= p; &= nbsp; &nbs= p; &= nbsp; &nbs= p; &= nbsp; 3)

Lowest value of this tender i.e. Rs.____________= ___

(IX) (a) Approval of Competent Authority = : &= nbsp; &nbs= p; (F/ )

&= nbsp; for calling tender is at &= nbsp; &nbs= p; &= nbsp;

&= nbsp; (b) Draft tender document duly &nbs= p; &= nbsp; : &= nbsp; &nbs= p; (F/ )

signed and kept at &= nbsp; &nbs= p; &= nbsp; &nbs= p;

(X) Description of Stores:<= o:p>

i) PL No. = &nb= sp; = &nb= sp; : …………………………̷= 0;.

ii) RDSO’s Specification No. &= nbsp; :…………………= …………..

iii) RDSO/Rly’s Drawing No. &= nbsp; :……………………= ;………..

iv) Whether it is a DGS&D RC = item = : = (Yes/No)

or not

v) If yes, please give RC No. & folio :……&= #8230;…………………….=

&nb= sp; reference

vi) Other specifications = :……………………R= 30;……..

(XI) Details of Samples if require= d as : Yes/No

per Tender condition &= nbsp; &nbs= p; Submitted/Not submitted.

(XII) (a) Vett= ed Requisition/Indent No. <= /span>:………………………̷= 0;….

(b) Reference to sanctioned estimate,

if any &nbs= p; &= nbsp; &nbs= p; &= nbsp; :……………………= ;……….

(XIII) Availability of Fund = &nb= sp; : Fund certification Yes/No.

(XIV) Allocation of Expenditure &= nbsp; : …………………………̷= 0;.

(XV) Whether PAC, if any, enclosed with : Yes/No (<= /span>F/ )

&= nbsp; the vett= ed Indent/Requisition duly

signed by Competent Authorit= y.

(XVI) Eligib= ility Criteria for tenderers, if any: …………………………̷= 0;…

as per Tender conditions= .

(XVII) Compliance of eligibility criteria as per Tender documents:-

Details of tenders	RDSO’s approval Railways approved list	Validity of approval	Monetary limit, if any
1^st lowest
2^nd lowest
3^rd lowest

(XVIII)(a) Whether each page of offer = ; &n= bsp; : Yes/No

<= span class=3DGramE>has been signed by Tenderer.

&= nbsp; (b) Whether the corrections, if any, :

have been duly encircled a= nd signed

by the Tender opening officials duly

mentioning the nos. of correctio= ns.

both in figures and words<= o:p>

(d) Are there any corrections, if yes, &= nbsp; :

are these authenticated by bidder.

(e) How many offers have been :

received= from RDSO/ICF/RCF

approved= sources and how many<= o:p>

are from other sources

(XIX) (a) Details of officers who opened the Tender:

&= nbsp; Shri ……………………… Designation …………………….=

&= nbsp;

&= nbsp; (b) Name of Suppliers/their representatives: Shri …………………..

&= nbsp; who witnessed the opening of Tender Shri …………………..

Shri …………………..

(XX) Details of Earnest Money deposit, if required:-

&= nbsp;

Sl.No	Name of Tenderer	Details of Earnest Money	Value	Validity
1
2
3

(XXI) Validity of offers (period)

(a) As per= Tender Notice: …………………F/

(b) Validi= ty of offers given by the Tenderers:-

Sl.No.	Tender Na= me	Offers va= lid up to/months
1
2
3

(XXII) Comparative statement is at &nbs= p; : &= nbsp; &nbs= p; (F/ )

(XXIII) Complete and latest information with regard to last purchase rate for =

the same/ similar stores/materials:

P.O.No.	Date	Consignee=	Rate

(XXIV) (A) Credentials submitted along with tender documents:-

&= nbsp;

Sl.No	Name of t= enderer	P.O.No. &= amp; date	Folio No.=	Remarks

&= nbsp;

(B) Performance of Vendor/Contractor on previous contracts:

Sl.No	Name of t= enderer	P.O.No. &= amp; date	Folio No.=	Remarks

(XXV) Legal vetting of power of Attorney/ &n= bsp; : Yes/No

Partnership Deed/joint ventures etc. =

in case of offers singed= with powers

of attorney etc.

(XXVI) Delivery schedule of Supply:

&= nbsp; As per Railways stipulated period of supply, the tenderers are expected <= /o:p>

to Complete the supply within………

However the following tenders have given differe= nt delivery schedule:

Sl.No.	Name of S= upplier	Delivery = schedule
1<= /p>
2<= /p>
3<= /p>

(XXVII) (a) Special condition/unusual &nbs= p; : 1)

conditions mentioned by the 2)

tenderer. &= nbsp; &nbs= p; &= nbsp; 3)

&nb= sp; (b) Have all the tenderers submitted= :

required documents as per tender

condition. Please furnish details of=

deviation, if any.

(XXVIII) Analysis of Reasonableness of Rates:-

&= nbsp; Annexure ‘B’__________________ showing the last/recently accepted <= /o:p>

rates for supply of same/si= milar items of stores to different consignee of

the same Railway/other Ra= ilways is attached.

(XXIX) Whether there is any valid option clause available to := …………….

&= nbsp; exercise in earlier purchase orders which are economical.

&= nbsp; Reference should= be given and such quantity covered to

be deducted from the present tendered quantity.

(XXX) Whether there is nay price/time preference claimed by any Central

PSU in thi= s tender ?

(XXXI) Whether any of the tenderer are SSI/KVIC/WDC/A CASH ?

(XXXII) Competent Authority to Accept this tender:-

(XXXIII) Brief History of the Tender:

(a) Whethe= r this tender is fresh procurement or

Risk Purchase ? If RP, whether the previous

case file is enclosed or not

(b) Other details:

&= nbsp; Signature &= nbsp; &nbs= p; Countersigned &= nbsp; Vetted

&= nbsp; (Name) &= nbsp; &nbs= p; (Name) = (= Name)

&= nbsp; Designation &= nbsp; De= signation of &nbs= p; Designation of

Officer/Supervis= er &= nbsp; Stores Officer = SO(A)/AFA(Stores)

Preparing the Briefing Note