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GENERAL INSTRUCTIONS - DOMESTIC VENDORS (FOR SERVICE)

Quotation:
1. Offer should be sent to procurement department .
2. Each quotation should be quoted with Toshiba format & Terms
3. Offer should be included as per TOSHIBA demand.

Purchase Order:
1. Order Acknowledgement should be sent within 24Hrs of receipt of Purchase Order (PO). This is to verify
that you have received the PO.
2. Order Acceptance i.e. General terms and conditions / Annexure as per Purchase Order. This should be sent
within 2 working days, after the receipt of the Order.

Basic requirements:
1. PPE equipments are must (including safety helmet, Safety shoe, safety belt, Boliersuit, Gloves, mask and etc.)
2. Service equipments should be safety and good working conditions
3. All services related equipments is vendor scope.
4. License holders (Drivers should submit their mandatory documents)
5. For Vehicles and special equipments should submit their mandatory documents
6. If more than a day, Vehicles and special equipments should submit pollution certificate

Price:1. Without procurement departments acceptance no additional cost will be accepted

Service Category:
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General Service
Training
Calibration service
Manpower service (for support)
Machine breakdown service
Fabrication service (For welding)
Erection and commissioning (For New Machine and Retrofit)
Warranty period services
Rental Services
AMC Services (For Machine, Software and IT equipments)
IT Services (For Software development, Installation, New update and Repair)
Packing Services (Including Material)
Others

Service:1. Service (Promise Date) in Purchase Order is based on Vendors commitment and End user Demand Delay
service is not acceptable.
2. Delay in service will affect vendor payments and Toshiba manufacturing schedule.
3. The vendor should inform about the dispatch of Rental Materials before 2-3 days in advance.
4. Materials delivered before 4PM will be accepted and Gate Entry will be prepared on that day subject to
original documents.
5. Materials should be dispatched along with support documents. Soft copy of documents to be sent in
advance for verifications.
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GENERAL INSTRUCTIONS - DOMESTIC VENDORS (FOR SERVICE)

INVOICE Support Documents :


1. Gate Entry permits form
2. HR Audit Form (if TOSHIBA Approved Contractor)
3. Original Invoice along with seal and signature ( System Print format)
4. If Rental ( Inward and Outward Documents)
5. Other Mandatory & Support documents.

Information:
1. Multiple purchase orders and single invoice is not acceptable
2. Without PO number and PO Date documents invalid.
3. All documents should be sent or submit procurement department (buyer name) for immediate action.
4. Documents proof (Gate entry, Attendance proof, Over time proof, Service proof) require for procurement
verification and payments

LD Clause:
In case of delay in completion schedule as defined in the LOI / PO above where the contractor is
solely responsible for such delay, then the owner is entitled to levy an amount equivalent to 0.5% of the
supply value per week of delay up to 5% of the supply value (Non delivered portion) as liquidated damages.
The owner shall not resort to any deduction of LD towards activities of interim nature like drawing approval
etc., so long as the final delivery commitment is met by the contractor. The LD shall be deducted from the
final payment after the reasons of delays are established as contractors default after mutual discussions.

Communication Address :
PROCUREMENT DEPARTMENT
Kind Attn: < Buyer Name - as per PO >
TOSHIBA JSW POWER SYSTEMS PVT. LTD.
Sr. No - 74-95, Vaikkadu Village, Andarkuppam Check Post,
Manali New Town, Chennai - 600 103.
Phone: +91- 44 - 30666500

Service Information Mail id :

TJPS-Procurement-chn@toshiba-tjps.in
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SERVICE PROVIDER GATE ENTRY DOCUMENTS FOR SUPPLIERS

1. Identity Cards (Any one)


2. WCP / ESI Proof
3. PF / EPF Proof

Employees' state
Insurance
Aadhaar Card

Company ID Card

PAN CARD

Employee
Provident Fund

Election ID Card
(Voter ID)

India Driving license


(OR)
Form 11
(Refer PDF attachment icon)

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SERVICE WORK & PAYMENTS Flow Chart ( For Domestic )

Vendor / Supplier

Quotation

Procurement
Department

Vendor / Supplier

Purchase Order

Statutory
Compliance

Order Confirmation

Service Confirmation
& Schedule
confirmation

Procurement
Department

Service
(TOSHIBA JSW)

Procurement
Confirmation

Documents Proof
(for Service )

Service Completion

Purchase Order
Confirmation

GRN Entry

End User
Inspection

Finance Department

Final Confirmation

Documents Process

Final Payments

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