No. 6770-F(Y) Government of West Bengal Finance Department (Audit Branch) Nabanna, Howrah-711102. Email ID: [email protected] Dated, Howrah, the 26" December, 2023 MEMORANDUM Certain measures were introduced by this Department under Memorandum No. 3481-F(Y) dated 25.05.2023 to facilitate timely submission of bids by the bidders pending upgradation of the capacity of the e-procurement portal of the State Government. It has now been reported by National Informatics Centre (NIC) that the e-procurement portal is running slow and is unavailable at times due to unprecedented increase in load. While measures are being taken by NIC to upgrade the back-end infrastructure, the following steps are advised to be followed at the Tender Inviting Authority level as far as practicable for seamless operation of the portal : 1. Tender/bid documents need not be signed, stamped and scanned for upload. The pdf of the document may be uploaded directly and digitally signed. 2. Other Important Documents (OID) may be restricted to a maximum of only 4 documents per tender. 3. Unnecessary documents need not be uploaded. 4. Scanning of documents should be done at 150 dpi. 5. File extension type .rar may be discontinued except for World Bank and Asian Development Bank tenders. 6. Only .pdf files should be uploaded with minimum file size. 7. Bid closing may be planned for all Saturdays also. 8. Tender closing may be planned in a staggered way as per availability of slots. The portal has now been configured with a parameter 'Maximum Allowed Tender Closings per Slot' which indicates maximum number of tender closings allowed during a particular time slot. Once the maximum number of tender closings allowed per slot has been published, the system will show an error message and force the Department user to choose the next available slot. TIAs may accordingly select the next available slot/date. 9. Users should put a proper Tender Title. 10. The number of Corrigendum may be minimized to reduce the load on the portal. 11. Users should check the portal regularly for announcements and notifications, especially regardingcorrigendum. Sd/- Dr.M.Pant Additional Chief Secretary to the Government of West Bengal P.T.O
No. 6770/1(300)-F(Y) -2- Dated, Howrah, the 26" December, 2023 Copy forwarded for information and necessary action to:- 1) The Principal Accountant General (A&E), West Bengal, Treasury Buildings, Kol.-700 001. 2) The Principal Accountant General (Audit), West Bengal,Treasury Buildings, Kol.-700 001. 3) The Accountant General (Receipts, Works and Local Bodies Audit), West Bengal, C.G.O. Complex, 3" M.S.O., Buildings, 5" Floor, Block-DF, Sector-I, Salt Lake, Kolkata - 700 064. 4) The Principal Secretary to the Hon'ble Chief Minister, Government of West Bengal. 5) The Chief Secretary to the Government of West Bengal. 6) The P.S to Hon'ble Minister-of-State (IC), Finance Department, Government of West Bengal. 7) The Resident Commissioner, Government of West Bengal, A/2, State Emporia Buildings, Baba Kharak Singh Marg, New Delhi- 11 O 001. 8) The Additional Chief Secretary/Principal Secretary/Secretary _____________________________(All Departments). 9) The Commissioner Division (All). 10) The Special Secretary/Additional Secretary/Joint Secretary/Deputy Secretary, Finance Department. 11) The Department I Directorate. 12) The Director of Treasuries & Accounts, West Bengal, The New India Assurance Buildings, 4, Lyons Range, Kolkata - 700 001. 13) 14) The District Magistrate/District Judge/Superintendent of Police (All) The Sub-Divisional Officer (All). 15) The Pay & Accounts Officer, Kolkata Pay & Accounts Office-I, 81/2/2, Phears Lane, Kolkata - 700 012. 16) The Pay & Accounts Officer, Kolkata Pay & Accounts Office-II, P-1, Hyde Lane, Jawahar Buildings, Kolkata - 700 073. 17) The Pay & Accounts Officer, Kolkata Pay & Accounts Office-III, Subhanna, SGO Complex, 5" and 6" Floor, Plot No. 9, OF Block, Sector 1, Bidhannagar, Kol-700 064. 18) The Section & DD.O., Finance (Accounts) Department, West Bengal Secretariat, Nabanna, Howrah 711 102. 19) The Accounts Officer, West Bengal Secretariat, Bikash Bhawan, Salt Lake, Kolkata-700 091 20)Treasury officer, ~ Sri Sumit Mitra, Network Administrator, Finance Department, for uploading this Notification in the Finance Department Website. 22) Office copy. Depu e etary to the Government o West Bengal. C/Somnath Dutta/ 2023/Misc./6770
No.005/CRD/012 Government of India Central Vigilance Commission ***** Satarkta Bhawan, Block ‘A’, GPO Complex, INA, New Delhi- 110 023 Dated the 3rd March, 2007 Circular No. 4/3/07 Sub:- Tendering process - negotiations with L-1. Reference is invited to the Commission’s circulars of even number, dated 25.10.2005 and 3.10.2006, on the above cited subject. In supersession of the instructions contained therein, the following consolidated instructions are issued with immediate effect:- (i) As post tender negotiations could often be a source of corruption, it is directed that there should be no post-tender negotiations with L-1, except in certain exceptional situations. Such exceptional situations would include, procurement of proprietary items, items with limited sources of supply and items where there is suspicion of a cartel formation. The justification and details of such negotiations should be duly recorded and documented without any loss of time. (ii) In cases where a decision is taken to go for re-tendering due to the unreasonableness of the quoted rates, but the requirements are urgent and a re-tender for the entire requirement would delay the availability of the item, thus jeopardizing the essential operations, maintenance and safety, negotiations would be permitted with L-1 bidder(s) for the supply of a bare minimum quantity. The balance quantity should, however, be procured expeditiously through a re-tender, following the normal tendering process. (iii) Negotiations should not be allowed to be misused as a tool for bargaining with L-1 with dubious intentions or lead to delays in decision-making. Convincing reasons must be recorded by the authority recommending negotiations. Competent authority should exercise due diligence while accepting a tender or ordering negotiations or calling for a re-tender and a definite timeframe should be indicated so that the time taken for according requisite approvals for the entire process of award of tenders does not exceed one month from the date of submission of recommendations. In cases where the proposal is to be approved at higher levels, a maximum of 15 days should be assigned for clearance at each level. In no case should the overall timeframe exceed the validity period of the tender and it should be ensured that tenders are invariably finalised within their validity period.
(iv) As regards the splitting of quantities, some organisations have expressed apprehension that pre-disclosing the distribution of quantities in the bid document may not be feasible, as the capacity of the L-1 firm may not be known in advance. It may be stated that if, after due processing, it is discovered that the quantity to be ordered is far more than what L-1 alone is capable of supplying and there was no prior decision to split the quantities, then the quantity being finally ordered should be distributed among the other bidders in a manner that is fair, transparent and equitable. It is essentially in cases where the organisations decide in advance to have more than one source of supply (due to critical or vital nature of the item) that the Commission insists on pre-disclosing the ratio of splitting the supply in the tender itself. This must be followed scrupulously. (v) Counter-offers to L-1, in order to arrive at an acceptable price, shall amount to negotiations. However, any counter-offer thereafter to L-2, L-3, etc., (at the rates accepted by L-1) in case of splitting of quantities, as pre-disclosed in the tender, shall not be deemed to be a negotiation. 2. It is reiterated that in case L-1 backs-out, there should be a re-tender. 3. These instructions issue with the approval of the Commission and may please be noted for immediate compliance. (Vineet Mathur) Deputy Secretary All Chief Vigilance Officers
No. 1079/ISGPP/CB-33/2019 Date: 12/09/2019 ORDER Finance Department has recently issued various orders regarding Gram Panchayats/Local Government procurement process. In case of any conflict observed between existing amendment /order /notification /guideline /letter/manual issued from Panchayats & Rural Development Department and the order issued from Finance Department, the order of Finance Department would prevail. A revised manual and revision on amendment shall be issued from Panchayats & Rural development Department soon. Yours faithfully, (Soumya Purkait, I.A.S.) Commissioner in P&RDD and Programme Director, ISGPP II Memo No.1079(60)/ISGPP/CB-33/2019 Date: 12/09/2019 Copy forwarded for information & further action: 1. The Additional Executive Officer (All) 2. The Additional District Magistrate (Panchayat), Purulia, S 24 Parganas, Paschim Medinipur 3. The District Panchayats and Rural Development Officer (All) 4. The District Coordinator for DCU, ISGPP II (All) (Soumya Purkait, I.A.S.) Commissioner in P&RDD and Programme Director, ISGPP II