MANGANESE ORE (INDIA) LIMITED - .2018-05-06  VI TENDER ENQUIRY 32 Preparation of Tender Enquiry,

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    PURCHASE MANUAL

    OF

    MANGANESE ORE (INDIA) LIMITED

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    I N D E X

    CHAPTER CONTENTS PAGE

    I ORGANISATION 6

    II OBJECTIVE & PURCHASE POLICIES 7

    Advertised Tenders, Limited Tenders,

    Limited Tenders for Safety Items, Single

    Tender, Operating of Rate Contracts, Repeat

    Orders, Commodities with Administered

    price, Committee Purchase, Emergency

    Purchase, Purchase of Sundry Items,

    Spot Purchase/Cash Purchase

    III DELEGATION OF POWERS 14

    IV REGISTRATION OF SUPPLIERS 15

    Registration of Suppliers for Safety

    Items, Constitution of Inspection Team,

    Procedure of Registration for all items,

    De-registration, Vendor Rating, Penal

    Action against Suppliers - Suspension

    and Banning of Business.

    V INDENTING PROCEDURE P & M 28

    New/Addition Requirement, Replacement

    Requirement, Flow of Indents, Normal

    checks in processing Indents, Advance

    Action for procurement.

    VI TENDER ENQUIRY 32

    Preparation of Tender Enquiry, Price Variation Clause,

    Two Part/Three Part,Tendering, Earnest Money/

    Security Money, Performance Bank Guarantee,

    Deviations, Submission of Tenders, Cost of Tender

    Papers, Free Supply of Tender Papers,

    Extension of Due Date of Tenders,

    Receipt of Tender, Delayed / Late Tender,

    Opening of Tenders one cover system,

    two/three cover system. Certain vital conditions for NIT.

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    CHAPTER CONTENTS PAGE

    VII ANALYSIS OF OFFERS, PLACEMENT OF 45

    ORDERS AND COMPLETION OF SUPPLY

    Comparative Statement for One/Two Cover System

    Methods for arriving at the evaluated

    price, Scrapping of Tender and issue of Fresh

    Enquiry, Finalization of Purchase Proposals

    Constitution of Tender Committee, Technical

    Evaluation of Bids, Duties & Responsibilities

    of Tender Committee, Evaluation Report,Types

    of Contracts fixed quantity contract, rate

    contract, running contract, contents of supply

    order, completion of contract, short supply,

    amendments, procedure for extension of delivery

    period, extension of delivery date in contracts

    containing price variation clause, cancellation

    of supply order, price increase without consulting

    finance, risk purchase, negotiation and distribu-

    tion of orders, qualification criteria for items

    other than Explosives, Purchase preference for

    PSUs, Trial/Development order, procurement

    From Ancillary Units, Inspection Criteria,

    Third Party Inspection, Inspection of Safety

    Items etc.

    VIII PROGRESS & FOLLOW UP 64

    IX PAYMENT TO THE SUPPLIERS 65

    Paying Authorities,

    Payment for Trial Orders.

    Payment through Bank.

    X Tender System of Purchase and the laws 67

    attracted by the resultant contracts

    XI AMENDMENTS & CHANGES IN THE 81

    MANUAL & Flow chart detailing the

    approving authority itemwise

    Annexure-I Form of application for enlistment as approved supplier 83

    Annexure-II A Indent for Capital Item 87

    Annexure-II B Indent for Revenue Items 88

    Annexure III General Terms and Conditions of Tender Enquiry 90

    Annexure-IV Integrity Pact 119

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    P R E A M B L E

    MISSION

    To promote excellence in Materials Management towards national

    prosperity through sustainable development.

    Code of Ethics

    As a guiding principle of professional conduct, all purchase and other executives of

    Manganese Ore (India) Limited will abide by the following codes of ethics:

    To consider first the total interest of Maganese Ore (India) Limited in all transactions

    without impairing the dignity and responsibility of ones office.

    To provide level playing field to all bidders/contenders.

    To buy without prejudice seeking to obtain the optimum bargain in all transactions.

    To subscribe and work for honesty and truth in buying to denounce all forms and

    manifestations of commercial malpractices and eschew anti-social practices.

    To accord a prompt and courteous reception so far as conditions will permit, to all who

    call up on legitimate business mission.

    To respect ones obligations and those of ones organization consistent with good

    business practice.

    To promote a healthy and harmonious buyer seller relationship.

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    APPLICABILITY OF PURCHASE MANUAL

    This Manual is a guideline and all purchases are to be regulated as per procedure laid

    down therein. However, in some specific cases, it may become necessary to arrange

    materials by adopting methods not indicated in the manual. In such case, specific

    approval of Chairman cum Managing Director of Manganese Ore (India) Limited,

    hereinafter referred as CMD of MOIL will have to be obtained before initiating such

    action, detailing the reasons as to why procurement becomes necessary not as per the

    guidelines of the Purchase Manual.

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    CHAPTER I

    O R G A N I S A T I O N

    1.1 Manganese Ore(India) Limited is a Government Undertaking under the Ministry of Steel,Government of India.The company has Board of Directors

    headed by Chairman cum Managing Director.

    Background of the company

    Manganese Ore (India) Limited (MOIL) a Miniratna PSU was originally

    set up in the year 1896 as Central Province Prospecting Syndicate which was

    later renamed as Central Provinces Manganese Ore Company Limited

    (CPMO), a British Company incorporated in the UK. In 1962, as a result of

    an agreement between the Government of India and CPMO, the assets of the

    latter were taken over by the Government and MOIL was formed with 51%

    capital held between the Govt. of India and the State Governments of

    Maharashtra and Madhya Pradesh and the balance 49% by CPMO. It was in

    1977, the balance 49% shareholding was acquired from CPMO and MOIL

    became a 100% Government Company under the administrative control of

    the Ministry of Steel.

    At present, MOIL operates 10 mines six located in the Nagpur and

    Bhandara districts of Maharashtra and four in the Balaghat district of Madhya

    Pradesh. All these mines are about a century old. Excepting