General Financial Rules, 2005

PURCHASE PROCEDURE (RELEVANT E TRACTS FOR SAS PART !! PAPER V!!"

G#$ern%en& #' !n(ia )inis&r* #' Finance De+ar&%en& #' E,+en(i&ure

INDEX
PROCURE)ENT OF GOODS AND SERV!CES
! !! PROCURE)ENT OF GOODS PROCURE)ENT OF SERV!CES

!!! OUTSOURC!NG OF SERV!CES D!SPOSAL OF STORES

(UNDER !NVENTOR- )ANAGE)ENT CHAPTER OF GFR"

CONTRACT )ANAGE)ENT FOR)ULA FOR PR!CE VAR!AT!ON CLAUSE GFR ./ GFR .1 Re+#r& #' Sur+lus, O0s#le&e an( Unser$icea0le S&#res '#r Dis+#sal Sale Acc#un&

PURCHASE PROCEDURE GENERAL F!NANC!AL RULES 2 2005 CHAPTER 3 4

PROCURE)ENT OF GOODS AND SERV!CES

!5 PROCURE)ENT OF GOODS

Rule .655 This chapter contains the general rules applicable to all Ministries or Departments, regarding procurement of goods required for use in the public service. Detailed instructions relating to procurement of goods may be issued by the procuring departments broadly in conformity ith the general rules contained in this !hapter. Rule .645 De'ini&i#n #' G##(s 7 The term "goods" used in this chapter includes all articles, material, commodities, livestoc#, furniture, fi$tures, ra material, spares, instruments, machinery, equipment, industrial plant etc. purchased or other ise acquired for the use of %overnment but e$cludes boo#s, publications, periodicals, etc. for a library. Rule .6/5 Fun(a%en&al +rinci+les #' +u0lic 0u*in8 7 Every authority delegated ith the financial po ers of procuring goods in public interest shall have the responsibility andaccountability tobring efficiency, economy, transparency in matters relating to public procurement and for fair and equitable treatment of suppliers and promotion of competition in public procurement. The procedure to be follo ed in ma#ing public procurement must conform to the follo ing yardstic#s &' (i) the specifications in terms of quality, type etc., as also quantity of goods to be procured, should be clearly spelt out #eeping in vie the specific needs of the procuring organisations. The specifications so or#ed out should meet the basic needs of the organisation ithout including superfluous and non'essential features, hich may result in un arranted e$penditure. !are should also be ta#en to avoid purchasing quantities in e$cess of requirement to avoid inventory carrying costs* (ii) offers should be invited follo ing a fair, transparent and reasonable procedure* (iii) the procuring authority should be satisfied that the selected offer adequately meets the requirement in all respects* (iv) the procuring authority should satisfy itself that the price of the selected offer is reasonable and consistent ith the quality required* (v) at each stage of procurement the concerned procuring authority must place on record, in precise terms, the considerations hich eighed ith it hile ta#ing the procurement decision.

Rule .615 Au&9#ri&ies c#%+e&en& &# +urc9ase 8##(s 7 +n authority hich is competent to incur contingent e$penditure may sanction the purchase of goods required for use in public service in accordance ith ,chedule of the Delegation of .inancial /o ers 0ules, 1234, follo ing the general procedure contained in the follo ing rules. Rule .6:5 Pr#cure%en& #' 8##(s re;uire( #n %#0ilisa&i#n 7 /rocurement of goods required on mobilisation and5or during the continuance of Military operations shall be regulated by special rules and orders issued by the %overnment on this behalf from time to time. Rule .<05 P#=ers '#r +r#cure%en& #' 8##(s 7 The Ministries or Departments have been delegated full po ers to ma#e their o n arrangements for procurement of goods. In case ho ever, a Ministry or Department does not have the required e$pertise, it may pro6ect its indent to the !entral /urchase 7rganisation (e.g. D%,8D) ith the approval of competent authority. The indent form to be utilised for this purpose ill be as per the standard form evolved by the !entral /urchase 7rganisation. Rule .<.5 Ra&e C#n&rac& 7 The !entral /urchase 7rganisation (e.g. D%,8D) shall conclude rate contracts ith the registered suppliers, for goods and items of standard types, hich are identified as common user items and are needed on recurring basis by various !entral %overnment Ministries or Departments. Definition of 0egistered suppliers is given in Rule .<2 0el#=5 The !entral /urchase 7rganisation ill furnish and update all the relevant details of the rate contracts in its eb site. The Ministries or Departments shall follo those rate contracts to the ma$imum e$tent possible. Rule .<25 Re8is&ra&i#n #' Su++liers 7 (i) 9ith a vie to establishing reliable sources for procurement of goods commonly required for %overnment use, the !entral /urchase 7rganisation (e.g. D%,8D) ill prepare and maintain item' ise lists of eligible and capable suppliers. ,uch approved suppliers ill be #no n as :0egistered ,uppliers:. +ll Ministries or Departments may utilise these lists as and hen necessary. ,uch registered suppliers are prima facie eligible for consideration for procurement of goods through ;imited Tender Enquiry. They are also ordinarily e$empted from furnishing bid security along ith their bids. + <ead of Department may also register suppliers of goods hich are specifically required by that Department or 7ffice. (ii) !redentials, manufacturing capability, quality control systems, past performance, after'sales service, financial bac#ground etc. of the supplier(s) should be carefully verified before registration. (iii) The supplier(s) ill be registered for a fi$ed period (bet een 1 to = years) depending on the nature of the goods. +t the end of this period, the registered supplier(s) illing to continue ith registration are to apply

(iv)

afresh for rene al of registration. Ne supplier(s) may also be considered for registration at any time, provided they fulfil all the required conditions. /erformance and conduct of every registered supplier is to be atched by the concerned Ministry or Department. The registered supplier(s) are liable to be removed from the list of approved suppliers if they fail to abide by the terms and conditions of the registration or fail to supply the goods on time or supply substandard goods or ma#e any false declaration to any %overnment agency or for any ground hich, in the opinion of the %overnment, is not in public interest.

Rule .<65 Enlis&%en& #' !n(ian A8en&s 7 +s per the !ompulsory Enlistment ,cheme of the Department of E$penditure, Ministry of .inance, it is compulsory for Indian agents, ho desire to quote directly on behalf of their foreign principals, to get themselves enlisted ith the !entral /urchase 7rganisation (eg. D%,8D). <o ever, such enlistment is not equivalent to registration of suppliers as mentioned under Rule .<2 a0#$e. Rule .<<5 Reser$e( !&e%s 7 The !entral %overnment, through administrative instructions, has reserved all items of handspun and hand oven te$tiles (#hadi goods) for e$clusive purchase from >hadi -illage Industries !ommission (>-I!). It has also reserved all items of handloom te$tiles required by !entral %overnment departments for e$clusive purchase from >-I! and5or the notified handloom units of +!+,< (+ssociation of !orporations and +pe$ ,ocieties of <andlooms). The !entral %overnment has also reserved some items for purchase from registered ,mall ,cale Industrial ?nits. The !entral Departments or Ministries are to ma#e their purchases for such reserved goods and items from such units as per the instructions issued by the !entral %overnment in this regard. Rule .<55 Purc9ase #' 8##(s =i&9#u& ;u#&a&i#n 7 /urchase of goods upto the value of 0s. 1@,AAA5' (0upees .ifteen Thousand) only on each occasion may be made ithout inviting quotations or bids on the basis of a certificate to be recorded by the competent authority in the follo ing format. :I, BBBBBBBBBBBBBBBBBBB, am personally satisfied that these goods purchased are of the requisite quality and specification and have been purchased from a reliable supplier at a reasonable price.: Rule .<45 Purc9ase #' 8##(s 0* +urc9ase c#%%i&&ee 7 /urchase of goods costing above 0s. 1@,AAA5' (0upees .ifteen Thousand) only and upto 0s. 1,AA,AAA5' (0upees 7ne la#h) only on each occasion may be made on the recommendations of a duly constituted ;ocal /urchase !ommittee consisting of three members of an appropriate level as decided by the <ead of the Department. The committee ill survey the mar#et to ascertain the reasonableness of rate, quality and specifications and identify the appropriate supplier. Cefore recommending placement of the purchase order, the members

of the committee ill 6ointly record a certificate as under. :!ertified that e B, members of the purchase committee are 6ointly and individually satisfied that the goods recommended for purchase are of the requisite specification and quality, priced at the prevailing mar#et rate and the supplier recommended is reliable and competent to supply the goods in question. : Rule .</5 Purc9ase #' 8##(s (irec&l* un(er ra&e c#n&rac& 7 (." In case a Ministry or Department directly procures !entral /urchase 7rganisation (e.g. D%,8D) rate contracted goods from suppliers, the prices to be paid for such goods shall not e$ceed those stipulated in the rate contract and the other salient terms and conditions of the purchase should be in line ith those specified in the rate contract. The Ministry or Department shall ma#e its o n arrangement for inspection and testing of such goods here required. (2" The !entral /urchase 7rganisation (e.g. D%,8D) should host the specifications, prices and other salient details of different rate contracted items, appropriately updated, on the eb site for use by the procuring Ministry or Department. Rule .<15 + demand for goods should not be divided into small quantities to ma#e piece meal purchases to avoid the necessity of obtaining the sanction of higher authority required ith reference to the estimated value of the total demand. Rule .<:5 Purc9ase #' 8##(s 0* #0&ainin8 0i(s7 E$cept in cases covered under Rule .<5, .<4 an( .</(.", Ministries or Departments shall procure goods under the po ers referred to in Rule .<0 above by follo ing the standard method of obtaining bids in & (i) +dvertised Tender Enquiry* (ii) ;imited Tender Enquiry* (iii) ,ingle Tender Enquiry. Rule .505 A($er&ise( Ten(er En;uir*5 (i) ,ub6ect to e$ceptions incorporated under Rules .5. an( .5<, invitation to tenders by advertisement should be used for procurement of goods of estimated value 0s. D@ la#h (0upees T enty .ive ;a#h) and above. +dvertisement in such case should be given in the Indian Trade Eournal (ITE), published by the Director %eneral of !ommercial Intelligence and ,tatistics, >ol#ata and at least in one national daily having ide circulation. (ii) +n organisation having its o n eb site should also publish all its advertised tender enquiries on the eb site and provide a lin# ith NI! eb site. It should also give its eb site address in the advertisements in ITE and ne spapers. (iii) The organisation should also post the complete bidding document in its eb site and permit prospective bidders to ma#e use of the document do nloaded from the eb site. If such a do nloaded bidding document is priced, there should be clear instructions for the bidder to pay the amount by demand draft etc. along ith the bid.

(iv)

(v)

9here the Ministry or Department feels that the goods of the required quality, specifications etc., may not be available in the country and it is necessary to also loo# for suitable competitive offers from abroad, the Ministry or Department may send copies of the tender notice to the Indian embassies abroad as ell as to the foreign embassies in India. The selection of the embassies ill depend on the possibility of availability of the required goods in such countries. 7rdinarily, the minimum time to be allo ed for submission of bids should be three ee#s from the date of publication of the tender notice or availability of the bidding document for sale, hichever is later. 9here the department also contemplates obtaining bids from abroad, the minimum period should be #ept as four ee#s for both domestic and foreign bidders.

Rule .5.5 Li%i&e( Ten(er En;uir*5 (i) This method may be adopted hen estimated value of the goods to be procured is up to 0upees T enty'five ;a#hs. !opies of the bidding document should be sent directly by speed post5registered post5courier5e'mail to firms hich are borne on the list of registered suppliers for the goods in question as referred under Rule .<2 a0#$e. The number of supplier firms in ;imited Tender Enquiry should be more than three. .urther, eb based publicity should be given for limited tenders. Efforts should be made to identify a higher number of approved suppliers to obtain more responsive bids on competitive basis. (ii) /urchase through ;imited Tender Enquiry may be adopted even here the estimated value of the procurement is more than 0upees t enty' five ;a#hs, in the follo ing circumstances. (a) The competent authority in the Ministry or Department certifies that the demand is urgent and any additional e$penditure involved by not procuring through advertised tender enquiry is 6ustified in vie of urgency. The Ministry or Department should also put on record the nature of the urgency and reasons hy the procurement could not be anticipated. (b) There are sufficient reasons, to be recorded in riting by the competent authority, indicating that it ill not be in public interest to procure the goods through advertised tender enquiry. (c) The sources of supply are definitely #no n and possibility of fresh source(s) beyond those being tapped, is remote. (iii) ,ufficient time should be allo ed for submission of bids in ;imited Tender Enquiry cases. Rule .525 T=# 0i( s*s&e% 7 .or purchasing high value plant, machinery etc. of a comple$ and technical nature, bids may be obtained in t o parts as under &' (a) Technical bid consisting of all technical details along ith commercial terms and conditions * and (b) .inancial bid indicating item' ise price for the items mentioned in the technical bid.

The technical bid and the financial bid should be sealed by the bidder in separate covers duly superscribed and both these sealed covers are to be put in a bigger cover hich should also be sealed and duly superscribed. The technical bids are to be opened by the purchasing Ministry or Department at the first instance and evaluated by a competent committee or authority. +t the second stage financial bids of only the technically acceptable offers should be opened for further evaluation and ran#ing before a arding the contract.

Rule .565 La&e >i(s 7 In the case of advertised tender enquiry or limited tender enquiry, late bids (i.e. bids received after the specified date and time for receipt of bids) should not be considered. Rule .5<5 Sin8le Ten(er En;uir*5 /rocurement from a single source may be resorted to in the follo ing circumstances & (i) It is in the #no ledge of the user department that only a particular firm is the manufacturer of the required goods. (ii) In a case of emergency, the required goods are necessarily to be purchased from a particular source and the reason for such decision is to be recorded and approval of competent authority obtained. (iii) .or standardisation of machinery or spare parts to be compatible to the e$isting sets of equipment (on the advice of a competent technical e$pert and approved by the competent authority), the required item is to be purchased only from a selected firm. Note & /roprietary +rticle !ertificate in the follo ing form is to be provided by the Ministry 5 Department before procuring the goods from a single source under the provision of sub Rule .5< (i" an( .5< (iii" as applicable. "(i) The indented goods are manufactured by M5sFF..FFFFFF.. (ii) No other ma#e or model is acceptable for the follo ing reasons & FFFFFFFFF. FFFFFFFFF. FFFFFFFFF. (iii) !oncurrence of finance ing to the proposal vide & FFFFFF.. (iv) +pproval of the competent authority vide &FFFFFFFFF

(,ignature

ith date and designation of the procuring officer)"

Rule .555 C#n&en&s #' >i((in8 D#cu%en& 7 +ll the terms, conditions, stipulations and information to be incorporated in the bidding document are to be sho n in the appropriate chapters as belo &' !hapter G 1 & Instructions to Cidders.

!hapter G D & !onditions of !ontract. !hapter G = & ,chedule of 0equirements. !hapter G H & ,pecifications and allied Technical Details. !hapter G @ & /rice ,chedule(to be utilised by the bidders for quoting their prices). !hapter G I & !ontract .orm. !hapter G 3 & 7ther ,tandard .orms, if any, to be utilised by the purchaser and the bidders.

Rule .545 )ain&enance C#n&rac& 7 Depending on the cost and nature of the goods to be purchased, it may also be necessary to enter into maintenance contract(s) of suitable period either ith the supplier of the goods or ith any other competent firm, not necessarily the supplier of the sub6ect goods. ,uch maintenance contracts are especially needed for sophisticated and costly equipment and machinery. It may ho ever be #ept in mind that the equipment or machinery is maintained free of charge by the supplier during its arranty period or such other e$tended periods as the contract terms may provide and the paid maintenance should commence only thereafter. Rule .5/5 >i( Securi&* 7 (i) To safeguard against a bidderJs ithdra ing or altering its bid during the bid validity period in the case of advertised or limited tender enquiry, Cid ,ecurity (also #no n as Earnest Money) is to be obtained from the bidders e$cept those ho are registered ith the !entral /urchase 7rganisation, National ,mall Industries !orporation (N,I!) or the concerned Ministry or Department. The bidders should be as#ed to furnish bid security along ith their bids. +mount of bid security should ordinarily range bet een t o percent to five percent of the estimated value of the goods to be procured. The e$act amount of bid security, should be determined accordingly by the Ministry or Department and indicated in the bidding documents. The bid security may be accepted in the form of +ccount /ayee Demand Draft, .i$ed Deposit 0eceipt, Can#er"s !heque or Can# %uarantee from any of the commercial ban#s in an acceptable form, safeguarding the purchaser"s interest in all respects. The bid security is normally to remain valid for a period of forty'five days beyond the final bid validity period. (ii) Cid securities of the unsuccessful bidders should be returned to them at the earliest after e$piry of the final bid validity and latest on or before the =Ath day after the a ard of the contract. Rule .515 Per'#r%ance Securi&* 7 (i) To ensure due performance of the contract, /erformance ,ecurity is to be obtained from the successful bidder a arded the contract. /erformance ,ecurity is to be obtained from every successful bidder irrespective of its registration status etc. /erformance ,ecurity should be for an amount of five to ten

(ii) (iii)

per cent. of the value of the contract. /erformance ,ecurity may be furnished in the form of an +ccount payee Demand Draft, .i$ed Deposit 0eceipt from a !ommercial ban#, Can# %uarantee from a !ommercial ban# in an acceptable form safeguarding the purchasers interest in all respects. /erformance ,ecurity should remain valid for a period of si$ty days beyond the date of completion of all contractual obligations of the supplier including arranty obligations. Cid security should be refunded to the successful bidder on receipt of /erformance ,ecurity.

Rule .5:5 (."

A($ance +a*%en& &# su++lier 7 7rdinarily, payments for services rendered or supplies made should be released only after the services have been rendered or supplies made. <o ever, it may become necessary to ma#e advance payments in the follo ing types of cases &' (i) +dvance payment demanded by firms holding maintenance contracts for servicing of +ir'conditioners, computers, other costly equipment, etc. (ii) +dvance payment demanded by firms against fabrication contracts, turn'#ey contracts etc. ,uch advance payments should not e$ceed the follo ing limits & (i) Thirty per cent. of the contract value to private firms* (ii) .orty per cent. of the contract value to a ,tate or !entral %overnment agency or a /ublic ,ector ?nderta#ing* or (iii) in case of maintenance contract, the amount should not e$ceed the amount payable for si$ months under the contract. Ministries or Departments of the !entral %overnment may rela$, in consultation ith their .inancial +dvisers concerned, the ceilings (including percentage laid do n for advance payment for private firms) mentioned above. 9hile ma#ing any advance payment as above, adequate safeguards in the form of ban# guarantee etc. should be obtained from the firm.

(2"

Par& +a*%en& &# su++liers 7 Depending on the terms of delivery incorporated in a contract, part payment to the supplier may be released after it despatches the goods from its premises in terms of the contract.

Rule .405 Trans+arenc*, c#%+e&i&i#n, 'airness an( eli%ina&i#n #' ar0i&rariness in &9e +r#cure%en& +r#cess 7 +ll government purchases should be made in a transparent, competitive and fair manner, to secure best value for money. This ill also enable the prospective bidders to formulate and send their competitive bids ith confidence. ,ome of the measures for ensuring the

above are as follo s&' (i) the te$t of the bidding document should be self'contained and comprehensive ithout any ambiguities. +ll essential information, hich a bidder needs for sending responsive bid, should be clearly spelt out in the bidding document in simple language. The bidding document should contain, inter alia* (a) the criteria for eligibility and qualifications to be met by the bidders such as minimum level of e$perience, past performance, technical capability, manufacturing facilities and financial position etc.* (b) eligibility criteria for goods indicating any legal restrictions or conditions about the origin of goods etc hich may required to be met by the successful bidder* (c) the procedure as ell as date, time and place for sending the bids* (d) date, time and place of opening of the bid* (e) terms of delivery* (f) special terms affecting performance, if any. ,uitable provision should be #ept in the bidding document to enable a bidder to question the bidding conditions, bidding process and5 or re6ection of its bid. (iii) ,uitable provision for settlement of disputes, if any, emanating from the resultant contract, should be #ept in the bidding document. (iv) The bidding document should indicate clearly that the resultant contract ill be interpreted under Indian ;a s. (v) The bidders should be given reasonable time to send their bids. (vi) The bids should be opened in public and authorised representatives of the bidders should be permitted to attend the bid opening. (vii) The specifications of the required goods should be clearly stated ithout any ambiguity so that the prospective bidders can send meaningful bids. In order to attract sufficient number of bidders, the specification should be broad based to the e$tent feasible. Efforts should also be made to use standard specifications hich are idely #no n to the industry. (viii) /re'bid conference & In case of turn'#ey contract(s) or contract(s) of special nature for procurement of sophisticated and costly equipment, a suitable provision is to be #ept in the bidding documents for a pre'bid conference for clarifying issues and clearing doubts, if any, about the specifications and other allied technical details of the plant, equipment and machinery pro6ected in the bidding document. The date, time and place of pre'bid conference should be indicated in the bidding document. This date should be sufficiently ahead of bid opening date. (i$) !riteria for determining responsiveness of bids, criteria as ell as factors to be ta#en into account for evaluating the bids on a common platform and the criteria for a arding the contract to the responsive lo est bidder should be clearly indicated in the bidding documents. ($) Cids received should be evaluated in terms of the conditions (ii)

already incorporated in the bidding documents* no ne condition hich as not incorporated in the bidding documents should be brought in for evaluation of the bids. Determination of a bid"s responsiveness should be based on the contents of the bid itself ithout recourse to e$trinsic evidence. ($i) Cidders should not be permitted to alter or modify their bids after e$piry of the deadline for receipt of bids. ($ii) Negotiation ith bidders after bid opening must be severely discouraged. <o ever, in e$ceptional circumstances here price negotiation against an ad'hoc procurement is necessary due to some unavoidable circumstances, the same may be resorted to only ith the lo est evaluated responsive bidder. ($iii) In the rate contract system, here a number of firms are brought on rate contract for the same item, negotiation as ell as counter offering of rates are permitted ith the bidders in vie and for this purpose special permission has been given to the Directorate %eneral of ,upplies and Disposals (D%,8D). ($iv) !ontract should ordinarily be a arded to the lo est evaluated bidder hose bid has been found to be responsive and ho is eligible and qualified to perform the contract satisfactorily as per the terms and conditions incorporated in the corresponding biddingdocument. <o ever, here the lo est acceptable bidder against ad'hoc requirement is not in a position to supply the full quantity required, the remaining quantity, as far as possible, be ordered from the ne$t higher responsive bidder at the rates offered by the lo est responsive bidder. ($v) The name of the successful bidder a arded the contract should be mentioned in the Ministries or Departments notice board or bulletin or eb site Rule .4.5 E''icienc*, Ec#n#%* an( Acc#un&a0ili&* in Pu0lic Pr#cure%en& S*s&e% 7 /ublic procurement procedure is also to ensure efficiency, economy and accountability in the system. To achieve the same, the follo ing #eys areas should be addressed &' (i) To reduce delay, appropriate time frame for each stage of procurement should be prescribed by the Ministry or Department. ,uch a time frame ill also ma#e the concerned purchase officials more alert. (ii) To minimise the time needed for decision ma#ing and placement of contract, every Ministry 5 Department, ith the approval of the competent authority, may delegate, herever necessary, appropriate purchasing po ers to the lo er functionaries. (iii) The Ministries or Departments should ensure placement of contract ithin the original validity of the bids. E$tension of bid validity must be discouraged and resorted to only in e$ceptional circumstances. (iv) The !entral /urchase 7rganisation (e.g. D%,8D) should bring into the rate contract system more and more common user items hich are frequently needed in bul# by various !entral %overnment departments. The !entral /urchase 7rganisation (e.g. D%,8D) should also ensure that the rate contracts remain available ithout any brea#.

Rule .425 >u*2>ac? O''er 7 9hen it is decided ith the approval of the competent authority to replace an e$isting old item(s) ith a ne and better version, the department may trade the e$isting old item hile purchasing the ne one. .or this purpose, a suitable clause is to be incorporated in the bidding document so that the prospective and interested bidders formulate their bids accordingly. Depending on the value and condition of the old item to be traded, the time as ell as the mode of handing over the old item to the successful bidder should be decided and relevant details in this regard suitably incorporated in the bidding document. .urther, suitable provision should also be #ept in the bidding document to enable the purchaser either to trade or not to trade the item hile purchasing the ne one.

II.

PROCURE)ENT OF SERV!CES

Rule .465 The Ministries or Departments may hire e$ternal professionals, consultancy firms or consultants (referred to as consultant hereinafter) for a specific 6ob, hich is ell defined in terms of content and time frame for its completion or outsource certain services. Rule .4<5 This chapter contains the fundamental principles applicable to all Ministries or Departments regarding engagement of consultant(s) and outsourcing of services. Detailed instructions to this effect may be issued by the concerned Ministries or Departments. <o ever, the Ministries or Departments shall ensure that they do not contravene the basic rules contained in this chapter. Rule .455 !(en&i'ica&i#n #' @#r? A Ser$ices re;uire( &# 0e +er'#r%e( 0* C#nsul&an&s 7 Engagement of consultants may be resorted to in situations requiring high quality services for hich the concerned Ministry5 Department does not have requisite e$pertise. +pproval of the competent authority should be obtained before engaging consultant(s). Rule .445 Pre+ara&i#n #' sc#+e #' &9e re;uire( =#r? A ser$ice 7 The Ministries 5 Departments should prepare in simple and concise language the requirement, ob6ectives and the scope of the assignment. The eligibility and pre'qualification criteria to be met by the consultants should also be clearly identified at this stage. Rule .4/5 Es&i%a&in8 reas#na0le e,+en(i&ure 7 Ministry or Department proposing to engage consultant(s) should estimate reasonable e$penditure for the same by ascertaining the prevalent mar#et conditions and consulting other organisations engaged in similar activities. Rule .415 !(en&i'ica&i#n #' li?el* s#urces 7 (i) 9here the estimated cost of the or# or service is upto 0upees t enty'five la#hs, preparation of a long list of potential consultants may be done on the basis of formal or informal enquiries from other Ministries or Departments or 7rganisations involved in similar activities, !hambers of !ommerce 8 Industry, +ssociationof consultancy firms etc. (ii) 9here the estimated cost of the or# or service is above 0upees t enty'five la#hs, in addition to (i) above, an enquiry for see#ing KE$pression of InterestJ from consultants should be published in at

least one national daily and the Ministry"s eb site. The eb site address should also be given in the advertisements. Enquiry for see#ing E$pression of Interest should include in brief, the broad scope of or# or service, inputs to be provided by the Ministry or Department, eligibility and the pre'qualification criteria to be met by the consultant(s) and consultantJs past e$perience in similar or# or service. The consultants may also be as#ed to send their comments on the ob6ectives and scope of the or# or service pro6ected in the enquiry. +dequate time should be allo ed for getting responses from interested consultants Rule .4:5 S9#r& lis&in8 #' c#nsul&an&s 7 7n the basis of responses received from the interested parties as per Rule .41 a0#$e, consultants meeting the requirements should be short listed for further consideration. The number of short listed consultants should not be less than three. Rule ./05 Pre+ara&i#n #' Ter%s #' Re'erence (TOR" 7 The T70 should include (i) /recise statement of ob6ectives* (ii) 7utline of the tas#s to be carried out* (iii) ,chedule for completion of tas#s* (iv) The support or inputs to be provided by the Ministry or Department to facilitate the consultancy. (v) The final outputs that ill be required of the !onsultant* Rule ./.5 Pre+ara&i#n an( !ssue #' Re;ues& '#r Pr#+#sal (RFP" 7 0./ is the document to be used by the Ministry 5 Department for obtaining offers from the consultants for the required or# 5 service. The 0./ should be issued to the shortlisted consultants to see# their technical and financial proposals. The 0./ should contain & (i) + letter of Invitation (ii) Information to !onsultants regarding the procedure for submission of proposal . (iii) Terms of 0eference (T70). (iv) Eligibility and pre'qualification criteria incase the same has not been ascertained through Enquiry for E$pression of Interest. (v) ;ist of #ey position hose !- and e$perience ould be evaluated. (vi) Cid evaluation criteria and selection procedure. (vii) ,tandard formats for technical and financial proposal. (viii) /roposed contract terms. (i$) /rocedure proposed to be follo ed for midterm revie of the progress of the or# and revie of the final draft report. Rule ./25 Recei+& an( #+enin8 #' +r#+#sals 7 /roposals should ordinarily be as#ed for from consultants in KT o'bidJ system ith technical and financial bids sealed separately. The bidder should put these t o sealed envelops in a bigger envelop duly sealed and submit the same to the Ministry or Department by the specified date and time at the specified place. 7n receipt, the technical proposals should be opened first by the Ministry or Department at the specified date, time and place. Rule ./65 La&e >i(s 7 ;ate bids i.e. bids received after the specified date and time of receipt, should not be considered.

Rule ./<5 E$alua&i#n #' Tec9nical >i(s 7 Technical bids should be analysed and evaluated by a !onsultancy Evaluation !ommittee (!E!) constituted by the Ministry or Department. The !E! shall record in detail the reasons for acceptance or re6ection of the technical proposals analysed and evaluated by it.

Rule ./55 E$alua&i#n #' Financial >i(s #' &9e &ec9nicall* ;uali'ie( 0i((ers 7 The Ministry or Department shall open the financial bids of only those bidders ho have been declared technically qualified by the !onsultancy Evaluation !ommittee as per Rule ./< above for further analysis or evaluation and ran#ing and selecting the successful bidder for placement of the consultancy contract. Rule ./45 C#nsul&anc* 0* n#%ina&i#n 7 ?nder some special circumstances, it may become necessary to select a particular consultant here adequate 6ustification is available for such single'source selection in the conte$t of the overall interest of the Ministry or Department. .ull 6ustification for single source selection should be recorded in the file and approval of the competent authority obtained before resorting to such single'source selection. Rule .//5 )#ni&#rin8 &9e C#n&rac& 7 The Ministry 5 Department should be involved throughout in the conduct of consultancy, preferably by ta#ing a tas# force approach and continuously monitoring the performance of the consultant(s) so that the output of the consultancy is in line ith the Ministry 5DepartmentJs ob6ectives.

!!!

OUTSOURC!NG OF SERV!CES

Rule ./15 Ou&s#urcin8 #' Ser$ices 7 + Ministry or Department may outsource certain services in the interest of economy and efficiency and it may prescribe detailed instructions and procedures for this purpose ithout, ho ever, contravening the follo ing basic guidelines. Rule ./:5 !(en&i'ica&i#n #' li?el* c#n&rac&#rs 7 The Ministry or Department should prepare a list of li#ely and potential contractors on the basis of formal or informal enquiries from other Ministries or Departments and 7rganisations involved in similar activities, scrutiny of KLello pagesJ, and trade 6ournals, if available, eb site etc. Rule .105 Pre+ara&i#n #' Ten(er en;uir* 7 Ministry or Department should prepare a tender enquiry containing, inter alia & (i) The details of the or# or service to be performed by the contractor* (ii) The facilities and the inputs hich ill be provided to the contractor by the Ministry or Department* (iii) Eligibility and qualification criteria to be met by the contractor for performing the required or# 5 service* and (iv) The statutory and contractual obligations to be complied ith by the contractor. Rule .1.5 !n$i&a&i#n #' >i(s 7 (a" .or estimated value of the or# or service upto 0upees ten la#hs or less & The Ministry or Department should scrutinise the preliminary list of li#ely contractors as identified as per Rule ./: above, decide the prima facie eligible and capable contractors and issue limited tender enquiry to them as#ing for their offers by a specified date and time etc. as per standard practice. The number of the contractors so identified for issuing limited tender enquiry should not be less than si$. (0" .or estimated value of the or# or service above 0upees ten la#hs& The Ministry or Department should issue advertised tender enquiry as#ing for the offers by a specified date and time etc. in at least one popular largely circulated national ne spaper and eb site of the Ministry or Department.

Rule .125 La&e >i(s 7 ;ate bids i.e. bids received after the specified date and time of receipt, should not be considered. Rule .165 E$alua&i#n #' >i(s Recei$e( 7 The Ministry or Department should evaluate, segregate, ran# the responsive bids and select the successful bidder for placement of the contract.

Rule .1<5 Ou&s#urcin8 0* C9#ice 7 ,hould it become necessary, in an e$ceptional situation to outsource a 6ob to a specifically chosen contractor, the !ompetent +uthority in the Ministry or Department may do so in consultation ith the .inancial +dviser. In such cases the detailed 6ustification, the circumstances leading to the outsourcing by choice and the special interest or purpose it shall serve shall form an integral part of the proposal. Rule .155 )#ni&#rin8 &9e C#n&rac& 7 The Ministry or Department should be involved throughout in the conduct of the contract and continuously monitor the performance of the contractor.

GENERAL F!NANC!AL RULES 3 2005

!NVENTOR- )ANAGE)ENT
(0?;E, 0E;+TIN% T7 DI,/7,+; 7. ,T70E,) Rule .:45 Dis+#sal #' G##(s5 (i) +n item may be declared surplus or obsolete or unserviceable if the same is of no use to the Ministry or Department. The reasons for declaring the item surplus or obsolete or unserviceable should be recorded by the authority competent to purchase the item. (ii) The competent authority may, at his discretion, constitute a committee at appropriate level to declare item(s) as surplus or obsolete or unserviceable. (iii) The boo# value, guiding price and reserved price, hich ill be required hile disposing of the surplus goods, should also be or#ed out. In case here it is not possible to or# out the boo# value, the original purchase price of the goods in question may be utilised. + report of stores for disposal shall be prepared in .orm %.0 ' 13. (iv) In case an item becomes unserviceable due to negligence, fraud or mischief on the part of a %overnment servant, responsibility for the same should be fi$ed. Rule .:/5 )#(es #' Dis+#sal 7 (i" ,urplus or obsolete or unserviceable goods of assessed residual value above 0upees T o ;a#h should be disposed of by & a) obtaining bids through advertised tender or b) public auction. (ii" .or surplus or obsolete or unserviceable goods ith residual value less than 0upees T o ;a#h, the mode of disposal ill be determined by the competent authority, #eeping in vie the necessity to avoid accumulation of such goods and consequential bloc#age of space and, also, deterioration in value of goods to be disposed of. (iii" !ertain surplus or obsolete or unserviceable goods such as

CHAPTER 2 /

(iv)

e$pired medicines, food grain, ammunition etc., hich are haMardous or unfit for human consumption, should be disposed of or destroyed immediately by adopting suitable mode so as to avoid any health haMard and 5 or environmental pollution and also the possibility of misuse of such goods. ,urplus or obsolete or unserviceable goods, equipment and documents, hich involve security concerns (e.g. currency, negotiable instruments, receipt boo#s, stamps, security press etc.) should be disposed of 5 destroyed in an appropriate manner to ensure compliance ith rules relating to official secrets as ell as financial prudence.

Rule .:15 Dis+#sal &9r#u89 A($er&ise( Ten(er. (i) The broad steps to be adopted for this purpose are as follo s & a) /reparation of bidding documents. b) Invitation of tender for the surplus goods to be sold. c) 7pening of bids. d) +nalysis and evaluation of bids received. e) ,election of highest responsive bidder. f) !ollection of sale value from the selected bidder. g) Issue of sale release order to the selected bidder. h) 0elease of the sold surplus goods to the selected bidder. i) 0eturn of bid security to the unsuccessful bidders. (ii) The important aspects to be #ept in vie hile disposing the goods through advertised tender are as under &' (a) The basic principle for sale of such goods through advertised tender is ensuring transparency, competition, fairness and elimination of discretion. 9ide publicity should be ensured of the sale plan and the goods to be sold. +ll the required terms and conditions of sale are to be incorporated in the bidding document comprehensively in plain and simple language. +pplicability of ta$es, as relevant, should be clearly stated in the document. (b) The bidding document should also indicate the location and present condition of the goods to be sold so that the bidders can inspect the goods before bidding. (c) The bidders should be as#ed to furnish bid security along ith their bids. The amount of bid security should ordinarily be ten per cent. of the assessed or reserved price of the goods. The e$act bid security amount should be indicated in the bidding document. (d) The bid of the highest acceptable responsive bidder should normally be accepted. <o ever, if the price offered by that bidder is not acceptable, negotiation may be held only ith that bidder. In case such negotiation does not provide the desired result, the reasonable or acceptable price may be counter'offered to the ne$t highest responsive bidder(s).

(e)

(iii)

In case the total quantity to be disposed of cannot be ta#en up by the highest acceptable bidder, the remaining quantity may be offered to the ne$t higher bidder(s) at the price offered by the highest acceptable bidder. (f) .ull payment, i.e. the residual amount after ad6usting the bid security should be obtained from the successful bidder before releasing the goods. (g) In case the selected bidder does not sho interest in lifting the goods, the bid security should be forfeited and other actions initiated including re'sale of the goods in question at the ris# and cost of the defaulter, after obtaining legal advice. ;ate bids i.e. bids received after the specified date and time of receipt should not to be considered.

Rule .::5 Dis+#sal &9r#u89 Auc&i#n 7 (i) + Ministry or Department may underta#e auction of goods to be disposed of either directly or through approved auctioneers. (ii) The basic principles to be follo ed here are similar to those applicable for disposal through advertised tender so as to ensure transparency, competition, fairness and elimination of discretion. The auction plan including details of the goods to be auctioned and their location, applicable terms and conditions of the sale etc. should be given ide publicity in the same manner as is done in case of advertised tender. (iii) 9hile starting the auction process, the condition and location of the goods to be auctioned, applicable terms and conditions of sale etc., (as already indicated earlier hile giving vide publicity for the same), should be announced again for the benefit of the assembled bidders. (iv) During the auction process, acceptance or re6ection of a bid should be announced immediately on the stro#e of the hammer. If a bid is accepted, earnest money (not less than t enty'five per cent. of the bid value) should immediately be ta#en on the spot from the successful bidder either in cash or in the form of Deposit'at'!all'0eceipt (D+!0), dra n in favour of the Ministry or Department selling the goods. The goods should be handed over to the successful bidder only after receiving the balance payment. (v) The composition of the auction team ill be decided by the competent authority. The team should ho ever include an officer of the Internal .inance 9ing of the department. Rule 2005 Dis+#sal a& scra+ $alue #r 0* #&9er %#(es 7 If a Ministry or Department is unable to sell any surplus or obsolete or unserviceable item in spite of its attempts through advertised tender or auction, it may dispose off the same at its scrap value ith the approval of the competent authority in consultation ith .inance division. In case the Ministry or Department is unable to sell the item even at its scrap value, it may adopt any other mode of disposal including destruction of the item in an eco'friendly manner. Rule 20.5 + sale account should be prepared for goods disposed of in .orm

%.0 14 duly signed by the officer ho supervised the sale or auction.

CONTRACT )ANAGE)ENT
Rule 2065 (." +ll contracts shall be made by an authority empo ered to do so by or under the orders of the /resident in terms of +rticle D22 (1) of the !onstitution of India. +ll the contracts and assurances of property made in the e$ercise of the e$ecutive po er of the ?nion shall be e$ecuted on behalf of the /resident. The ords Nfor and on behalf of the /resident of IndiaO should follo the designation appended belo the signature of the officer authoriMed in this behalf.

CHAPTER 2 1

(2"

Note 1& The various classes of contracts and assurances of property, hich may be e$ecuted by different authorities, are specified in the Notifications issued by the Ministry of ;a from time to time. Note D & The po ers of various authorities, the conditions under hich such po ers should be e$ercised and the general procedure prescribed ith regard to various classes of contracts and assurances of property are laid do n in 0ule D1 of the Delegation of .inancial /o ers 0ules, 1234. Rule 20<5 General +rinci+les '#r c#n&rac& 7 The follo ing general principles should be observed hile entering into contracts& (i) The terms of contract must be precise, definite and ithout any ambiguities. The terms should not involve an uncertain or indefinite liability, e$cept in the case of a cost plus contract or here there is a price variation clause in the contract.

(ii)

,tandard forms of contracts should be adopted herever possible, ith such modifications as are considered necessary in respect of individual contracts. The modifications should be carried out only after obtaining financial and legal advice. In cases here standard forms of contracts are not used, legal and financial advice should be ta#en in drafting the clauses in the contract. (a) + Ministry or Department may, at its discretion, ma#e purchases of value upto 0upees one la#h by issuing purchase orders containing basic terms and conditions& (b) In respect of 9or#s !ontracts, or !ontracts for purchases valued bet een 0upees one la#h to 0upees ten la#hs, here

(i)

(iv)

tender documents include the %eneral !onditions of !ontract (%!!), ,pecial !onditions of !ontract (,!!) and scope of or#, the letter of acceptance ill result in a binding contract. (c) In respect of contracts for or#s ith estimated value of 0upees ten la#hs or above or for purchase above 0upees ten la#hs, a !ontract document should be e$ecuted, ith all necessary clauses to ma#e it a self'contained contract. If ho ever, these are preceded by Invitation to Tender, accompanied by %!! and ,!!, ith full details of scope and specifications, a simple one page contract can be entered into by attaching copies of the %!! and ,!!, and details of scope and specifications, 7ffer of the Tenderer and ;etter of +cceptance. (d) !ontract document should be invariably e$ecuted in cases of turn#ey or#s or agreements for maintenance of equipment, provision of services etc. (v) (vi) No or# of any #ind should be commenced ithout proper e$ecution of an agreement as given in the foregoing provisions. !ontract document, here necessary, should be e$ecuted ithin D1 days of the issue of letter of acceptance. Non'fulfilment of this condition of e$ecuting a contract by the !ontractor or ,upplier ould constitute sufficient ground for annulment of the a ard and forfeiture of Earnest Money Deposit. !ost plus contracts should ordinarily be avoided. 9here such contracts become unavoidable, full 6ustification should be recorded before entering into the contract. 9here supplies or special or# covered by such cost plus contracts have to continue over a long duration, efforts should be made to convert future contracts on a firm price basis after allo inga reasonable period to the suppliers5contractorsto stabiliMe their production 5e$ecution methods and processes. E$planation & + cost plus contract means a contract in hich the price payable for supplies or services under the contract is determined on the basis of actual cost of production of the supplies or services concerned plus profit either at a fi$ed rate per unit or at a fi$ed percentage on the actual cost of production. (viii) (a) /rice -ariation !lause can be provided only in long'term contracts, here the delivery period e$tends beyond 14 months. In short'term contracts firm and fi$ed prices should be provided for. 9here a price variation clause is provided, the price agreed upon

(vii)

should specify the base level viM, the month and year to hich the price is lin#ed, to enable variations being calculated ith reference to the price levels prevailing in that month and year. (b) + formula for calculation of the price variations that have ta#en place bet een the Case level and the ,cheduled Delivery Date should be included in this clause. The variations are calculated by using indices published by %overnments or !hambers of !ommerce periodically. +n illustrative formula has been appended to these rules at +ppendi$ '1@ for guidance. (c) The /rice variation clause should also specify cut off dates for material and labour, as these inputs taper off ell before the scheduled Delivery Dates. (d) The price variation clause should provide for a ceiling on price variations, particularly here escalations are involved. It could be a percentage per annum or an overall ceiling or both. The buyer should ensure a provision in the contract for benefit of any reduction in the price in terms of the price variation clause being passed on to him. (e) The clause should also stipulate a minimum percentage of variation of the contract price above hich price variations ill be admissible (e.g. here resultant increase is lo er than t o per cent. no price ad6ustment ill be made in favour of the supplier). (f) 9here advance or stage payments are made there should be a further stipulation that no price variations ill be admissible on such portions of the price, after the dates of such payment. (g) 9here deliveries are accepted beyond the scheduled Delivery Date sub6ect to levy of liquidated damages as provided in the !ontract, the liquidated damages (if a percentage of the price) ill be applicable on the price as varied by the operation of the /rice variation clause. (h) No price variation ill be admissible beyond the original ,cheduled Delivery Date for defaults on the part of the supplier. (i) /rice variation may be allo ed beyond the original ,cheduled Delivery Date, by specific alteration of that date through an amendment to the contract in cases of .orce Ma6eure or defaults by %overnment.

(6) 9here contracts are for supply of equipment, goods etc, imported (sub6ect to customs duty and foreign e$change fluctuations) and 5 or locally manufactured (sub6ect to e$cise duty and other duties and ta$es), the percentage and element of duties and ta$es included in the price should be specifically stated, along ith the selling rate of foreign e$change element ta#en into account in the calculation of the price of the imported item. The mode of calculation of variations in duties and ta$es and .oreign e$change rates and the documents to be produced in support of claims for such variations, should also be stipulated in the !ontract. (#) The clause should also contain the mode and terms of payment of the price variation admissible. (i$) ($) !ontracts should include provision for payment of all applicable ta$es by the contractor or supplier. N;umpsumJ contracts should not be entered into e$cept in cases of absolute necessity. 9here lumpsum contracts become unavoidable, full 6ustification should be recorded. The contracting authority should ensure that conditions in the lumpsum contract adequately safeguard and protect the interests of the %overnment. Departmental issue of materials should be avoided as far as possible. 9here it is decided to supply materials departmentally, a schedule of quantities ith the issue rates of such material as are required to e$ecute the contract or#, should form an essential part of the contract. (a) In contracts here government property is entrusted to a contractor either for use on payment of hire charges or for doing further or# on such property, specific provision for safeguarding government property (including insurance cover) and for recovery of hire charges regularly, should be included in the contracts. (b) /rovision should be made in the contract for periodical physical verification of the number and the physical condition of the items at the contractors premises. 0esults of such verification should be recorded and appropriate penal action ta#en here necessary. ($iii) !opies of all contracts and agreements for purchases of the value of 0upees T enty'five ;a#hs and above, and of all rate and running contracts entered into by civil departments of the

($i)

($ii)

%overnment other than the departments li#e the Directorate %eneral of ,upplies and Disposals for hich a special audit procedure e$ists, should be sent to the +udit 7fficer and 5or the +ccounts officer as the case may be. ($iv) (a) The terms of a contract, including the scope and specification once entered into, should not be materially varied. (b) 9herever material variation in any of the terms or conditions in a contract becomes unavoidable, the financial and other effects involved should be e$amined and recorded and specific approval of the authority competent to approve the revised financial and other commitments obtained, before varying the conditions. (c) +ll such changes should be in the form of an amendment to the contract duly signed by all parties to the contract. ($v) Normally no e$tensions of the scheduled delivery or completion dates should be granted e$cept here events constituting force ma6eure, as provided in the contract, have occurred or the terms and conditions include such a provision for other reasons. E$tensions as provided in the contract may be allo ed through formal amendments to the contract duly signed by parties to the contract. +ll contracts shall contain a provision for recovery of liquidated damages for defaults on the part of the contractor. + arranty clause should be incorporated in every contract, requiring the supplier to, ithout charge, repair or rectify defective goods or to replace such goods ith similar goods free from defect. +ny goods repaired or replaced by the supplier shall be delivered at the buyers premises ithout costs to the buyer. +ll contracts for supply of goods should reserve the right of %overnment to re6ect goods hich do not conform to the specifications.

($vi) ($vii)

($viii)

Rule 2055 )ana8e%en& #' C#n&rac&s 7 (." Implementation of the contract should be strictly monitored and notices issued promptly henever a breach of provisions occur. (2" /roper procedure for safe custody and monitoring of Can# %uarantees or other Instruments should be laid do n. Monitoring should include a monthly revie of all Can# %uarantees or other instruments e$piring after three months, along ith a revie of the

progress of supply or or#. E$tensions of Can# %uarantees or other instruments, here arranted, should be sought immediately. (6" 9herever disputes arise during implementation of a contract, legal advice should be sought before initiating action to refer the dispute to conciliation and5or arbitration as provided in the contract or to file a suit here the contract does not include an arbitration clause. The draft of the plaint for arbitration should be got vetted by obtaining legal and financial advice. Documents to be filed in the matter of resolution of dispute, if any, should be carefully scrutiniMed before filing to safeguard government interest.

APPEND!CES
%.0 ' DAA@

P See 0ule DAH (vii) (b) Q FOR)ULA FOR PR!CE VAR!AT!ON CLAUSE The formula for /rice -ariation should ordinarily include a fi$ed element, a material element and a labour element. The figures representing the material element and the labour element should reflect the corresponding proportion of input costs, hile the fi$ed element may range from 1A to D@R. That portion of the price represented by the fi$ed element, ill not be sub6ect to variation. The portions of the price represented by the material element and labour element alone ill attract /rice variation. The formula for /rice variation ill thus be &

APPEND! 2 .5

/1 S / A

.Ta

M1 M T b
A

;1 ;
A

' /A

9here / is the ad6ustment amount payable to the supplier (a minus figure ill indicate a reduction in the !ontract /rice) /A is the !ontract /rice at the base level. . is the .i$ed element not sub6ect to /rice variation. a is the assigned percentage to the material element in the !ontract price. b is the assigned percentage to the labour element in the !ontract /rice. ;A and ;1 are the age indices at the base month and year and at the month and year of calculation respectively. MA and M1 are the material indices at the base month and year and at the month and year of calculation respectively. If more than one ma6or item of material is involved, the material element can be bro#en up into t o or three components such as M$, My 8 MM. 9here price variation clause has to be provided for services ( ith insignificant inputs of materials) as for e$ample in getting Technical assistance normally paid in the form of per diem rates, the price variation formula should have only t o elements viM. a high fi$ed element and a labour element. The fi$ed element can in such cases be @AR or more, depending on the mar#up by the supplier of the /erdiem rate vis'U'vis the age rates.
1

FOR) GFR ./ P See 0ule 12I (iii) Q Re+#r& #' sur+lus, O0s#le&e an( Unser$icea0le S&#res '#r Dis+#sal

Item No. .

/articulars of stores 2

Vuantity 5 9eight 6

Coo# -alue 5 7riginal purchase price <

!ondition and year of purchase 5

Mode of disposal (sale, public auction or other ise) 4

0emar#s

,ignature FFFFFFFFFFFFFFFFF Designation FFFFFFFFFFFFFFFF Date FFFFFFFFFFFFFFFFFFF.

FOR) GFR .1
P See 0ule DA1 Q Sale Acc#un&
Item No. /articulars of ,tores Vuantity 5 9eight Name and full address of purchaser <ighest bid accepted <ighest bid re6ected Earnest money realiMed on the spot Date on hich the complete amount is realiMed and credited into treasury 1 9hether the articles ere actually handed over on the spot. If not, the actual date of handing over of the articles ith quantities : +uctioneer"s !ommission and ac#no ledg ement for its payment .0

<