Medical Equipment Manual

ESIC - Medical Equipment Manual

Disclaimer: This Document is only for Guiding purpose of procuring entities. Care has been taken
to ensure that the contents of this manual are accurate and up to date as per the prevailing
Guidelines of Public procurement, however the procuring entities are advised to do due diligence
and check the latest guidelines and other instructions from the original sources viz. GFR provisions,
GeM Terms and Conditions, CVC Guidelines, Manual of Procurement of Goods, Make in India
Guidelines, Model Tender document any prevailing guidelines issued by Government of India inter-
alia.
In case of any conflict between the provisions stipulated in this manual and in any of the prevalent
original source at the time of Procurement, the provisions contained in the extant law and the
original instructions shall prevail.
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INDEX:
S. Title Page No.

No.
1. Terminology 04
2. Introduction 05
3. Equipment Procurement Guidelines 07
4. Steps involved in Equipment procurement 09
5. Equipment Procurement cycle 10
6. Demand Generation 11
7. Evaluation of Demand 12
8. Technical Specification framing committee 16
9. GeM Bid Creation Committee 17
10. GeM/GFR provisions 18
11. Bid Opening Committee 32
12. Technical Evaluation of bids 33
13. Price Bid opening and Rate finalization 34
14 Equipment Management and Maintenance Guidelines 38
15 Equipment audit 43
16 Hospital Management Committee 45
17 Guidelines for condemnation of medical equipment 47
18 Important Circulars 55
19. Annexure I (Performa of Equipment -demand performa) 63
20 Annexure II (Consignee Receipt Certificate) 67
21 Annexure III (Inspection Report) 68
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22 Annexure IV (Installation & commissioning certificate) 69
23 Annexure V (Final Acceptance Certificate) 70
24 Annexure VI (Format for capturing unutilized equipment 71
25 Annexure VII (Equipment Audit Format) 72
26 Annexure VIII (Inventory Record Management) 74
27 Annexure IX (Fault reporting Performa) 75
28 Annexure X (Equipment log Book) 77
29 Annexure XI (Equipment history sheet) 78
30 Annexure XIII (Factsheet of equipment recommended for 80

condemnation)
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1. Terminology
A. "Bid" (including the term ‘tender’, ‘offer’, ‘quotation’ or ‘proposal’ in certain contexts) means
an offer to supply goods, services or execution of works made in accordance with the terms
and conditions set out in a document inviting such offers.
B. "Procurement process" means the process of procurement extending from the assessment of
need; issue of invitation to pre-qualify or to register or to bid, as the case may be; the award
of the procurement contract; execution of contract till closure of the contract.
C. "Procuring entity" means any Ministry or Department of the Central Government/ESIC or a
unit/authorized department thereof or its attached or subordinate office/institutions etc to
which powers of procurement have been delegated.
D. “e-Procurement” means the use of information and communication technology (specially the
internet) by the procuring entity in conducting its procurement processes with bidders for the
acquisition of goods (supplies), works and services with the aim of open, non-discriminatory
and efficient procurement through transparent procedures;
E. Policy: A document system which provides a logical framework and rationality of
decision making for the achievement of intended objectives.
It provides guidelines to be followed in order to achieve our objectives. It has
three parts: objective, strategy and resource.
F. Equipment Maintenance: A set of activities conducted to keep an equipment

in optimum working condition and consists of periodic inspection, preventive
maintenance, and corrective maintenance.
G. Medical Equipment: The complex equipment that is used for diagnosis, treatment
and monitoring purpose. The different uses can be classified as below:
I. Diagnostic – Used in estimation of body potentials, blood values, imaging and

laboratory equipment.
II. Therapeutic – Used with radiation energy, prosthetic and orthopedic

equipment used in resuscitation, special treatment and surgical support
including the gas supply system.
III. Monitoring of body parameters and analysis of hospital environment.
IV. General – Equipment used in routine patient care, CSSD etc.
V. Medical Equipment may be used for medical research and education.
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ESIC MEDICAL EQUIPMENT MANUAL
2. INTRODUCTION:
Employees State Insurance Corporation (ESIC) is a Social Security Scheme providing medical care and
cash benefit in the contingencies of sickness, maternity, disablement and death due to employment
injury to workers. Medical care is provided through a network of 160 hospitals, 08 Medical college 03
PGIMSRs 1502 Dispensaries and 89 DCBOs.
Equipment along with Manpower and Infrastructure are the mainstay for smooth functioning of all
hospitals and play an important role in providing quality medical care to ESIC Beneficiaries.
ESIC Equipment Manual is a comprehensive guiding document with current policies covering all aspects
of equipment life cycle with a vision to ensure efficient procurement of medical equipment, optimal
utilization, periodic maintenance, proper upkeep, Condemnation and timely replacement in adherence
to statutory policies of Govt. of India for Public procurement.
Equipment Manual comprises of mainly:
Section Heading
A Equipment Procurement Procedure and Guidelines
B Equipment Management and Maintenance Guidelines including Equipment Audit
C Equipment Condemnation Guidelines
Need for Medical Equipment Manual:
With the introduction of GeM portal for procurement in recent years, updates in procurement
guidelines and enhancement of Delegation of Powers of Deans/ Medical Superintendents of ESI
Hospitals , the above existing illustrative documents have been aligned with the current public
procurement guidelines issued by Government of India and revision in Delegation of Powers from ESIC
Hqrs, however user units must ensure due diligence and adhere to prevailing Public procurement
guidelines issued by Government of India from time to time.
Vision of the Medical Equipment Manual:
This Manual is intended to provide guidelines to ESIC User Units and to ensure that all essential
and Life Saving Medical Equipment required for provision of medical services at ESI Hospitals for
timely and effective treatment of ESIC Beneficiaries are procured, remains functional and utilized
efficiently following Existing Policies/ Guidelines of Government of India.
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Mission of the Medical Equipment Manual:
To Procure all essential and Life Saving Medical Equipment following Statutory Policies/ Guidelines
of Government of India ensuring effective and efficient procurement, maintain all medical
equipment to the appropriate standards as prescribed by equipment manufacturer, so as to ensure
that all medical equipment to be used provides the best health care services to patients (IPs, staff,
pensioners & beneficiaries) should be safe, efficient, effective, reliable and long lasting and
condemnation of the Medical Equipment is carried our timely with replacement as and when
required.
Objectives of t h e Medical Equipment Manual:
The objectives of this Medical Equipment Manual are to provide guidelines for ESI Hospitals for:
a) Effective and efficient procurement of Medical Equipment following Statutory

Policies/ Guidelines of Government of India.
b) Optimal utilization of Procured Equipment with Maximum availability and reliability
of equipment
c) Periodic maintenance and Proper upkeep of Medical Equipment with Minimum
downtime and Maximum Uptime ,
d) Prevention of wastage of consumables and spares
e) Condemnation of the Medical Equipment and timely replacement.
THE FIVE R’s OF PROCUREMENT:
i) Right Quality: The right quality that suites the needs of the Respective Hospital (in case of
Medical Equipment) for which Technical Specifications will be the most vital ingredient.
ii) Right Quantity: Right quantity should be procured keeping in mind the interest of the
Organization.
iii) Right Price: The price should be just right for the quality and quantity and should not be
abnormally high or low for the quality and quantity ordered.
iv) Right Time and Place: The equipment should be purchased only when required and at
delivered at the right place.
v) Right Source: The source of must have just right financial capacity and technical capability
for the need. (demonstrated through satisfactory past performance of contracts of same or
similar nature).
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SECTION A
3. EQUIPMENT PROCUREMENT PROCEDURE & GUIDELINES
Hospital Equipment: Hospital equipment will include Medical Equipment, Instruments and Medical
Furniture.
3.1 Procurement of equipment is decentralized in ESIC i.e Deans/Medical Superintendents of

respective ESIC Medical Institutions have the delegated authority to procure Equipment in accordance
with Medical Equipment Norms issued by ESIC Hqrs in concurrence with local Finance & Accounts as
per Delegation of Powers (DoP).
3.2 ESI corporation follows the General Financial Rules, GeM Terms and Conditions, Manual of
Procurement of Goods, Manual of procurement of Services, Model Tender Document issued from the
Deptt. Of Expenditure, Ministry of Finance and guidelines issued from the Central Vigilance
Commission, Govt. of India for procurement of equipment and allied services.
3.3 Equipment beyond Delegation of Power of Dean/ Medical Superintendent or outside ESIC norms
are sanctioned by ESIC Hqrs.
3.4 Procurement of Medical Equipment is done through GeM (Government e Marketplace) in

adherence to GFR Rule 149 (as reproduced below) and any amendments thereof:
Rule 149- Government e-Market place (GeM). Government of India has established the Government
e-Marketplace (GeM) for common use Goods and Services. GeM SPV will ensure adequate publicity
including periodic advertisement of the items to be procured through GeM for the prospective
suppliers. The Procurement of Goods and Services by Ministries or Departments will be mandatory for
Goods or Services available on GeM. The credentials of suppliers on GeM shall be certified by GeM
SPV. The procuring authorities will certify the reasonability of rates. The GeM portal shall be utilized
by the Government buyers for direct on-line purchases as under:
(i) Up to {Rs.25,000/-} through any of the available suppliers on the GeM, meeting the
requisite quality, specification and delivery period.
(ii) Above Rs.25,000/- and up to Rs.5,00,000/- through the GeM Seller having lowest price
amongst the available sellers of at least three different manufacturers, on GeM, meeting
the requisite quality, specification and delivery period. The tools for online bidding and
online reverse auction available on GeM should be used by the Buyer even for
procurements less than Rs 5,00,000.
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# Note: User units are advised to opt for online bidding and Reverse Auction as the
preferred option. Justifications to be recorded in file if not opting for online bidding and
RA.
(iii) Above Rs.5,00,000/- through the supplier having lowest price meeting the requisite
quality, specification and delivery period after mandatorily obtaining bids, using online
bidding or reverse auction tool provided on GeM.
# Note: Both Online bidding and Reverse Auction to be mandatorily opted by user units.
Justifications to be recorded in file if Reverse Auction is not opted.
(iv) The invitation for the online e-bidding/reverse auction will be available to all the existing
Sellers or other Sellers registered on the portal and who have offered their
goods/services under the particular product/service category, as per terms and
conditions of GeM.
(v) The above-mentioned monetary ceiling is applicable only for purchases made through
GeM. For purchases, if any, outside GeM, relevant GFR Rules shall apply.
(vi) The Ministries/Departments shall work out their procurement requirements of Goods and
Services on either "OPEX" model or "CAPEX" model as per their requirement/ suitability
at the time of preparation of Budget Estimates (BE) and shall project their Annual
Procurement Plan of goods and services on GeM portal within 30 days of Budget
approval.
(vii) The Government Buyers may ascertain the reasonableness of prices before placement
of order using the Business Analytics (BA) tools available on GeM including the Last
Purchase Price on GeM, Department's own Last Purchase Price etc.
(viii) A demand for goods shall not be divided into small quantities to make piecemeal
purchases to avoid procurement through L-1 Buying / bidding / reverse auction on GeM
or the necessity of obtaining the sanction of higher authorities required with reference
to the estimated value of the total demand.
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4. Steps Involved in Equipment Procurement
(i) Demand Generation.
(ii) Evaluation of demand.
(iii) Approval for initiating procurement.
(iv) Constitution of Technical Specification and Cost Estimation Committee.
(v) GeM Bid Creation Committee
(vi) Technical Evaluation Committee.
(vii) Price Bid Opening Committee - to open, assess price reasonability & finalize price.
(viii) Financial concurrence followed by final sanction by Dean/ Medical Superintendent.
(ix) Issue of supply order.
(x) Receiving of the equipment, inspection, installation & commissioning, training of manpower
inter-alia.
(xi) Final Acceptance Certificate.
(xii) Updation of Online Inventory
(xiii) Processing of Payment.
(xiv) Updation of entry in Medical Equipment Dashboard.
All the procedures are to be completed as per Terms & Conditions and Timelines of GeM.
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5. Equipment Procurement Cycle
Demand Estimation
Demand of equipment raised by respective Department (Assessment of existing facility, referral data, patient load, cost benefit, ESI equipment norms,
Mandatory requirement of NMC in case of Medical Colleges)
Planning
Adequate Manpower and infrastructure, Availability of mandatory requirements, Mandatory Certifications, Cost estimation, Availability of Budget, Cost Benefit
Analysis vetted by local F& A, Recommendations of Deans/MSs
Equipment within ESIC Norms and DoP Equipment beyond DOP or outside ESIC Norms
Sanction/approval to be sought from Hqrs

Sanction from Competent Authority (MS/Deans)
Subject to availability of starting the respective services, initiation of procedure for procurement at Hospital Level
and concurrence of local F & A adhering to all procurement guidelines of GoI/ GFR/ CVC/ GeM/ MII etc.
Generic specifications have been framed for maximum participation, Statutory approval/exemptions of Make in India and all GeM/GFR/CVC & Public
Procurement guidelines. Adequate advertisement/time given as per GFRs, Preferably more than one technically qualified bids should proceed for financial
opening., Cost Benefit Analysis duly vetted by local Finance & Accounts, Price reasonability has been assessed,
Procurement
Installation/Commissioning
Inventory & Documentation
Processing of Payment
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6. Demand Generation:
A. Demand for procurement of equipment from user Department can fall under any of the
categories described as below: -
(i) New Requirement: To initiate new facility for delivery of medical services.
(ii) Capacity Augmentation: Equipment caters to specified number of patients. However, when
patient load increases, the department ascertains that the existing facility needs to be
augmented to address increase in requirement/patient load by procuring additional equipment.
(iii) Demand against condemnation: In specific cases, equipment life is ordinarily described in
equipment manual by the OEM (Original Equipment Manufacturer). If life of equipment is not
mentioned by the OEM, the average life span of capital equipment is generally around 10 years.
If the equipment is condemned as per the existing parameters as defined in Condemnation
policy of ESIC Hqrs, request for equipment is raised against condemnation. Condemnation of
existing equipment should be done as per specified criteria and purchase of new equipment
(against condemnation) should be initiated in advance to ensure continuity of patient care
services. Decision may be taken on specific recommendations of the User department after
evaluation of all parameters.
B. Demand will be generated by the Head of the Department (HoD) of the concerned department
in prescribed Equipment demand Performa with justification and after evaluation of:
(i) Approval of ESIC Headquarters (in cases where equipment is being procured for start of new
service/s)
(ii) Need, quantum of referral load, cost-benefit analysis, inter-alia.
(iii) Sanction of manpower from ESIC Headquarters (if applicable)
(iv)Availability of technical and paramedical manpower, nursing personnel and ancillary staff for
operating the equipment in the to be established Department/already established department
(as the case maybe).
(v) Availability of adequate space, electricity and other infrastructural requirements (as the case
maybe).
(vi)All mandatory & statutory approvals for example- AERB (Atomic Energy Regulatory
Board)/PNDT(Pre-Conception and Pre-Natal Diagnostic Techniques Act)/BMW (Biomedical
Waste) for disposal of waste etc.
Demand shall be approved by Dean/MS in consultation with Local Finance & Accounts.
Note: Demand of equipment shall be updated under provision of Future Requirements of
Medical Equipment Dashboard, if category for Equipment exists.
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C. EQUIPMENT DASHBOARD-FUTURE REQUIREMENTS
• Demand for the Equipment under process of procurement shall be updated under
provision of Future Requirements of Medical Equipment Dashboard, if category for
Equipment exists in the Medical Equipment Dashboard under:
1. New Requirement,
2. Capacity Augmentation,
3. Demand Against Condemnation
• If Demand is against Condemnation, then the demand shall be linked with already
condemned equipment in Medical equipment Dashboard.
7. Evaluation of Demand
Medical store on receipt of the demand, shall complete its due diligence in terms of existing
Inventory, Condemnation details etc. and shall process the demand for approval of Dean/
Medical Superintendents as per latest existing Delegation of Power and availability
of Equipment in existing ESIC Equipment Norms
Process the demand for approval of Dean/ Medical Superintendents as per latest existing
Delegation of Power and availability of Equipment in existing ESIC Equipment Norms.
For equipment beyond Delegation of Powers and/or outside ESIC Equipment Norms (with
unit cost more than Rs.One Lakh), sanction will be given by ESIC Hqrs.
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Following parameters may be considered for evaluation of Demand: -
(i) Requirement in terms of need,
(ii) Availability of infrastructure and Manpower,
(iii) Patient Inflow,
(iv) Cost benefit analysis including referral pattern,
(v) Clinical advantages and capacity building provision,
(vi) All other parameters specified in equipment demand performa.
A committee may be constituted at respective institutions for evaluation of demand for medical
equipment.
Whenever a demand is received from a specific department, other departments of the Hospital
should be coordinated for consolidation of demand for respective medical equipment before
procurement.
New Requirements for demand estimations for newly commissioned

Hospitals/Dispensaries/DCBOs to have a timeline process and nodal officer of concerned
Hospital to execute the tasks within the timeframe and adhere to all Public procurement
guidelines.
Note: Provision of attending meeting through Video conferencing in all the committees
wherever required.
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8. Technical Specification and Cost Estimation Committee.
8.1 Technical Specification and Cost Estimation Committee will be constituted with due
approval of Dean/ Medical Superintendent.
8.2 Scope of Technical Specification and Cost Estimation Committee and general guidelines
for framing specifications:
a) The Technical Specifications should provide a level playing field and ensures the
widest competition
b) Frame generic specifications for the equipment to be procured.
c) Cost estimation- Based on available purchase orders of corresponding period
with similar or matching specifications/ market survey/other documents
interalia. Some other methods for establishing the estimated cost in the indent
and tender evaluation are:
i. Estimated rate in past indents of the same goods;
ii. Last purchase price of this or similar or nearly equivalent requirements;
iii. Costing analysis based on costs of various components/raw materials of
the item;
iv. Rough assessment from the price of the assembly/machine of which the
item is a part or vice versa;
v. Through the internal or external expert costing agencies; and
vi. As a last resort, rough assessment from the opportunity cost of not using
this item at all;
d) MoHFW guidelines for specifications should be utilized, wherever
available/applicable.
e) The committee shall formulate eligibility parameters including technical

(generic) specifications & financial parameters including turnover, EMD &
security deposit as per prevailing Government of India guidelines.
f) All specifications and financial parameters should be in adherence to all statutory

guidelines of Government of India for Public procurement GFR, CVC, GeM, Make in
India for local content etc. Prevailing orders of Deptt of Pharmaceuticals & Deptt of
Expenditure to be concurrently used as MII is a dynamic process.
g) Make in India certifications such as BIS/CDSCO/ ISO etc. should mandatorily be

part of specifications.
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h) Technical Specifications should normally be based on standards set by the

Bureau of Indian Standards (BIS), wherever such standards exist. Preference
should be given to procure the goods which carry the BIS mark.
i) All major equipment (costing more than Rs.05 Lakhs) should have on-site
warranty of 05 years and CMC of 05 years (after expiry of warranty period). For
Equipment costing upto Rs. 05 Lakhs, User department/Committee as specified
in the Equipment manual shall specify warranty/CMC
j) Firm should be asked to quote rates with Comprehensive Maintenance Contract

(CMC) for five years after completion of warranty and should be assessed for
the purpose of declaring L1 Bidder.
k) Bid/Tender should include a clause that availability of Spares/Reagents/

consumables/accessories etc shall be ensured by the bidder for complete
lifespan of the equipment or 10 years (whichever is more).
l) Bidders should specify whether only OEM spares/ Reagents/

consumables/accessories etc are compatible or substitutes for the same from
other sources can also be used without compromising the warranty and optimal
functionality of equipment.
m) There should be provision for free of cost software up gradation (wherever

applicable).
n) Any additional parameter needed for bid creation on GeM shall be within the
scope of the Technical Specification and Cost Estimation Committee.
o) While framing the specifications , principles of Life Cycle cost (which includes
capex & opex) may also be considered.
8.3 The Committee shall place its recommendations for opting demonstration of the
equipment required (if any) and the mode by which the demonstration of listed equipment.
The demonstration hence sought shall be taken from all bidders who have met the pre
qualification criteria. Medical stores shall inform all such firms the time date and venue for
demonstration in writing after giving sufficient time for the same. This clause shall be suitably
incorporated while creating e-bid. Cost of demonstration should be borne by the bidder.
8.4 Specification framed by the Technical Specification and Cost Estimation Committee shall
be submitted by Store-in charge to Dean/Medical Superintendent for approval.
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8.5 Dean/Medical Superintendent must ensure due diligence while approving technical
specification and estimated cost for the equipment to be procured.
8.6 Technical Specification and Cost Estimation Committee will consist of the following
members:
S.No. Estimated Cost Technical Specification and Cost Estimation Committee.
1. Upto Rs 02 Lakhs Technical Specifications will be framed by the user Deptt.
2 Rs 02 Lakhs to Rs 05 1. Store Manager /Store Officer /In charge Stores /

Lakhs Medical Officer looking after Stores.
2. Representative(s) of user Department(s).
3. Representative from other Department of same
Hospital.
3. Rs. 05 lakhs to Rs. 50 1. AMS/DMS/Representative of MS or Dean
lakhs 2. Store Manager /Store Officer /In charge Stores /
Medical Officer looking after Stores.
3. Representative of user Department.
4. Representative from other ESIC/ESIS Hospital.
5. Representative from Central/State Medical Supply
corporations or other Government procurement
agencies/other Government Hospital
4. Rs. 50 Lakhs and Technical Specifications to be framed at ESIC Hqrs.
above Committee to include Specialists from ESI institutions,

External Government Institutions like AIIMS, DGHS, GB
Pant Hospital etc.
Note: Vetting of Cost estimation recommended by the above Committee to be done by F&A.
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9. GeM Bid creation Committee
9.1 Dean /Medical Superintendent shall constitute a Purchase Officer/ GeM purchase
committee for making Direct Purchase / creating bid (as the case may be) on GeM portal. The
composition of GeM Bid Creation committee shall be as under: -
S.No. Total Purchase Value Composition of the Committee

1. Upto Rs. 25,000/- GeM Buyer in consultation with user
department.
2. Above Rs. 25,000/- and up 1. GeM Buyer (Preferably from Medical Store),
to Rs. 5,00,000/- 2. Representative from local Finance &
Accounts,
3. Representative from User Department.
3. Above Rs. 5,00,000/- 1. GeM Buyer (Preferably from Medical Store),
2. Representative from local Finance &
Accounts,
3. Representative from User Department.
9.2 Procurement should be done through Government e-marketplace (GeM).
9.3 Latest GeM terms and conditions and timelines should be followed for all procurement.
10 Some of the parameters to be considered for procurement through GeM are as below:
A. Enabling provisions of Rule 149 of General Financial Rules- 2017
B. Enabling provisions of Rule 149 of General Financial Rules- 2017 as amended from time
to time regarding procurement through GeM and necessary guidelines and terms and
conditions thereon:
GeM portal may be utilized by the Government buyers for on-line purchases as under: -
i. GFR rule 149 allows direct on-line purchases on GeM up to INR 25,000/- through
any of the available suppliers on the GeM, meeting the requisite quality, specification
and delivery period. However, this is subject to procuring authorities certifying the
reasonability of rates. While making such direct on-line purchase below INR 25,000/-
, the buyer should have approval of competent authority and should also record
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reasons for selecting the specific product in case lowest priced products are not
being accepted / ordered.
ii. Above Rs.25,000/- and up to Rs.5,00,000/- through the GeM Seller having lowest
price amongst the available sellers of at least three different manufacturers, on GeM,
meeting the requisite quality, specification and delivery period. The tools for online
bidding and online reverse auction available on GeM should be used by the Buyer
even for procurements less than Rs 5,00,000.
User units are advised to opt for online bidding and Reverse Auction as the
preferred option. Justifications to be recorded in file if not opting for online
bidding and RA.
iii. Above Rs.5,00,000/- through the supplier having lowest price meeting the requisite
quality, specification and delivery period after mandatorily obtaining bids, using
online bidding or reverse auction tool provided on GeM.
Both Online bidding and Reverse Auction to be mandatorily opted by user units.
Justifications to be recorded in file if Reverse Auction is not opted.
iv. Proprietary Article Certificate (PAC) Buying: While making procurement under PAC
Buying on GeM, it is the responsibility of the Buyer to ensure that compliances with
the conditions / rules as laid down under GFR, 2017, as amended from time to time
or the Procurement Guidelines of ESIC, as the case may be, is met before initiating
procurement under PAC:
(a) To make procurement on proprietary basis on the GeM Portal after obtaining
the requisite approvals / PAC certificate from competent authority fulfilling all
conditions laid down as per Rule 166 of GFR-2017, the Buyer can use PAC
filter provided on GeM for selecting a specific model/ make available from a
particular GeM Seller.
(b) In case of all the PAC procurements, the Buyers are advised to carry out extra
due diligence in establishing the reasonableness of prices before placement
of contract as per Para (vii) of Rule -149 of GFR-2017.
v. e-Bidding and Reverse Auction (RA) on GeM:
(a) The e-Bidding / RA module of GeM is a tool provided to the Buyer(s) for
organizing bidding / RA from GeM Sellers of the particular product
category for a pre-defined requirement i.e. quantity, technical parameters
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for Goods/ Services of the particular product category required for one or
more Buyers / Consignees.
(b) The technical parameters and warranty of the item identified by the Buyer
shall be base parameters of the item for conducting e- Bidding / RA for
the required Goods/Services.
(c) In bid documents, Buyers can incorporate suitable eligibility criteria and
additional terms and conditions only using various filters and ATC module
available in e-bidding / RA modules of GeM.
(d) In case, two or more acceptable bidders are found to have quoted identical
lowest bid price, Buyer has to conduct Reverse Auction for the required
Goods among all technically qualified bidders in case of bids for Goods.
(e) Against any bidding or RA conducted on GeM, if a bidder quotes Nil

Charges/consideration, the bid shall be treated as non- responsive and
will not be considered.
vi. It is the responsibility of the Buyer (in all capacities i.e. as Buyer, Consignee, DDO,
Paying Authority etc.) to ensure that the procurement is done in compliance of
General Financial Rules and / or Rules Governing Public Procurement, all GeM terms
and conditions and other procurement Policies / Guidelines notified by the
government from time to time, including timely payments as per GeM terms and
conditions.
vii. While making procurement on GeM, the Buyers shall judiciously search and shortlist
items using filters such as quantity, technical parameters delivery period, warranty
period, consignee location(s), Seller’s eligibility etc. as per their approved
requirements.
viii. Buyers are not allowed to place any order at GeM prices outside GeM. The prices on
GeM are only applicable if the procurement is made through GeM portal.
ix. The Government Buyers may ascertain the reasonableness of prices before
placement of order using the Business Analytics (BA) tools available on GeM
including the Last Purchase Price on GeM, Department’s own Last Purchase Price
and also discount over MRP etc. Bidding should be considered as the preferred mode
of procurement above INR 25,000/-.
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x. While fixing delivery period in e-bid/ RA bid, buyers should not only take into
consideration the quantity required and the essentiality of requirement of that
quantity within stipulated time period but also the possible impact of shorter delivery
period on competition in e-bidding / RA.
xi. Splitting of demands by creating multiple Bids / RAs of same goods / services or
making repeated procurements of same Goods / Services through L-1 buying as per
rule 149(i) and 149(ii) of GFR-2017 are strictly prohibited on GeM.
xii. Efforts should be made by Buyer to get their past suppliers and prospective Sellers
on-boarded on GeM so as to ensure availability of sufficient Sellers on GeM. This
however will not apply for PAC procurement.
xiii. There shall be no Bid Security for Bids / RA having estimated value less than INR 5
lakh. The Buyer also has the option to select Bid Security between 0.5% to 5%. The
same should be valid for 45 days beyond the bid validity. No interest shall be payable
upon the Bid Security / EMD or any other amounts payable by the Seller to the Buyer
under the Contract. EMD of the successful bidders/ unsuccessful bidders shall be
returned as per terms and conditions of GeM and GFR.
#Note: ESIC institutions are advised to keep Bid security/EMD at 02% to 05% as
per GFR 2017. For equipment costing more than Rs 25Lakhs, EMD should be kept
as 05% of the bid value.
xiv. Exemption to MSME, Start Ups and other categories of prospective bidders as per
guidelines of Government of India and approved by Competent Authority may be
incorporated.
xv. Bid Security submitted by the bidder shall be forfeited, if the bidder:
(a) Withdraws or modify or impairs or derogates from the bid in any respect
within the period of validity of its bid; or
(b) If it comes to notice that the information / documents furnished in its bid
is false, misleading or forged; or
(c) Fails to furnish requisite performance security or sign contract agreement
within stipulated time required as per e-bid / RA conditions.
xvi. Bid to RA: While creating bid on GeM, Buyer shall have the provision to select Bid to
RA option. If this option is selected by the Buyer at the time of bid creation, Sellers
would be required to submit their Technical and Commercial bids before bid closure.
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After completion of technical evaluation by the Buyer, Reverse Auction would be

conducted as per Bid to RA qualification rule selected by the buyer as per terms and
conditions of GeM.
Note: It is the responsibility of GeM bid creation Committee to ensure that bid is
created as per approved specifications and financial parameters including turnover
criteria with no deviation.
10.1 Additional Guidelines for efficient Procurement:
(i) All efforts should be made to ensure 100% procurement through GeM. It is the
responsibility of respective Dean/Medical Superintendent to monitor the same.
(ii) Prebid meeting (wherever feasible) may be conducted
(iii)Equipment is to be procured from GeM following latest guidelines of GeM including
Custom Bidding, procurement through BoQ, Demand Aggregation, etc. (as applicable).
(iv) However, before exercising any other option as per GFR for procurement other than
GeM, GeM Availability Report and Past Transaction Summary (GeMARPTS) report with
a unique ID on GeM portal using his login credentials must be downloaded by buyer at
each instance of procurement and signed by all members of GeM Bid Creation
Committee. This report should be kept in records.
(v) Adherence to all statutory guidelines of Public Procurement including GeM, GFR, CVC &
Make in India, inter-alia.
(vi) Guidelines of Manual of Procurement of Goods 2022, Model Tender document (and any
amendments thereof) to be followed.
(vii) Public Accountability Principle: Procuring authorities are accountable to all

statutory bodies. The procuring authority, at each stage of procurement, must therefore
place on record, in precise terms, the considerations which weighed with it while making
the procurement decision from need assessment to fulfilment of need. The documents
and record will include particulars of issue, receipt, opening of the bids and the
participating bidders at each stage apart from those specified.
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10.2 Some of the important General Financial Rules (GFR 2017) for procurement are cited
below:
10.2.1 Purchase of goods without quotation (GFR Rule 154):
Purchase of goods upto the value of Rs. 25,000 (Rupees twenty-five thousand)
only on each occasion may be made without inviting quotations or bids on the basis of
a certificate to be recorded by the competent authority in the following format:
"I 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."
10.2.2 Purchase of goods by Purchase Committee. (GFR Rule 155):
In case a certain item is not available on the GeM portal, Purchase of goods
costing above [Rs.25,000 (Rupees twenty-five thousand only) and upto Rs.2,50,000/-
(Rupees two lakh and fifty thousand only)] on each occasion may be made on the
recommendations of a duly constituted Local Purchase Committee consisting of three
members of an appropriate level as decided by the Head of the Department. The
committee will survey the market to ascertain the reasonableness of rate, quality and
specifications and identify the appropriate supplier. Before recommending placement of
the purchase order, the members of the committee will jointly record a certificate as
under:
"Certified that we, members of the purchase committee are jointly and
individually satisfied that the goods recommended for purchase are of the requisite
specification and quality, priced at the prevailing market rate and the supplier
recommended is reliable and competent to supply the goods in question, and it is not
debarred by Department of Commerce or Ministry/ Department concerned."
10.2.3 Splitting of Demand of goods is not permitted as per GFR (GFR Rule 157):
A demand for goods should not be divided into small quantities to make piecemeal
purchases to avoid the necessity of obtaining the sanction of higher authority required
with reference to the estimated value of the total demand.
10.2.4 Limited Tender Enquiry (GFR Rule 162):
i. This method may be adopted when estimated value of the goods to be procured
is up to Rupees Twenty-five Lakhs.
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ii. Copies of the bidding document should be sent directly by speed post/registered
post/courier/ email to firms which are borne on the list of registered suppliers for
the goods in question as referred under GFR Rule 150.
iii. The number of supplier firms in Limited Tender Enquiry should be more than
three. Efforts should be made to identify a higher number of approved suppliers
to obtain more responsive bids on competitive basis.
iv. Limited Tender Enquiries should also be published on Central Public Procurement
Portal (CPPP) as per Rule 159.
v. Apart from CPPP, the tender enquiries should also be published on ESIC Website
at www.esic.gov.in.
vi. The unsolicited bids should not be accepted. However, a system should be
evolved by which interested firms can register and bid in next round of tendering.
vii. Sufficient time should be allowed for submission of bids in Limited Tender Enquiry
cases.
10.2.5 Advertised Tender Enquiry (GFR Rule 161):
For all procurement with estimated value of Rupees 25 lakhs, advertisement should be
given on Central Public Procurement Portal (CPPP) at www.eprocure.gov.in and on GeM
(as the case may be) under GFR Rule 161 as reproduced below:
(i) Subject to exceptions incorporated under GFR Rule154, 155,162 and 166,
invitation to tenders by advertisement should be used for procurement of goods
of estimated value of Rs. 25 lakhs (Rupees Twenty-Five Lakh) and above.
Advertisement in such cases should be given on Central Public Procurement
Portal (CPPP) at www.eprocure.gov.in and on GeM. All its advertised tender
enquiries should also be published on ESIC Website at www.esic.gov.in.
(ii) The organisation should also post the complete bidding document in its website
and on CPPP to enable prospective bidders to make use of the document by
downloading from the web site.
(iii) The advertisements for invitation of tenders should give the complete web
address from where the bidding documents can be downloaded.
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(iv) Global Tender Enquiry (GTE):
(a) Where 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 look for suitable competitive offers from abroad, the
Ministry or Department may send copies of the tender notice to the Indian
Embassies abroad as well as to the Foreign Embassies in India. The
selection of embassies will depend on the possibility of availability of the
required goods in such countries. In such cases e-procurement as per Rule
160 may not be insisted.
(b) No Global Tender Enquiry (GTE), however shall be invited for tenders up
to Rs 200 crore or such limit as may be prescribed by the Department of
Expenditure from time to time. Provided that for tenders below such limit,
in exceptional cases, where the Ministry or Department feels that there are
special reasons for GTE, it may record its detailed justification and seek
prior approval for relaxation to the above rule from the Competent Authority
specified by the Department of Expenditure.
ESIC is under Ministry of Labour. GTE provisions which require

channelization/approval through Labour Ministry to be processed
accordingly as per GTE prevailing instructions and GFR rules
(v) In order to promote wider participation and ease of bidding, no cost of tender
document may be charged for the tender documents downloaded by the bidders.
(vi) Ordinarily, the minimum time to be allowed for submission of bids should be
three weeks from the date of publication of the tender notice or availability of
the bidding document for sale, whichever is later. Where the Department also
contemplates obtaining bids from abroad, the minimum period should be kept as
four weeks for both domestic and foreign bidders.
10.2.6 Two bid system (simultaneous receipt of separate technical and financial bids)
(GFR Rule 163) as applicable for e-tendering on GeM/CPP Portal.
In two bid system, are obtained in two parts as under:
(i) Technical bid consisting of all technical details along with commercial terms and
conditions; and
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(ii) Financial bid indicating item-wise price for the items mentioned in the technical
bid.
The technical bids are to be opened at the first instance and evaluated by a competent
committee or authority.
At the second stage financial bids of only these technically acceptable offers should
be opened after intimating them the date and time of opening the financial bid for
further evaluation and ranking before awarding the contract.
10.2.7 Late Bids. (GFR Rule 165):
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.
10.2.8 Single Tender Enquiry. (Rule 166):
Procurement on Proprietary basis may be done in special circumstances in compliance

with GFR Rule 166 reproduced below:
Procurement from a single source may be resorted to in the following circumstances:

(i) It is in the knowledge 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) For standardisation of machinery or spare parts to be compatible to the existing sets
of equipment (on the advice of a competent technical expert and approved by the
competent authority), the required item is to be purchased only from a selected
firm.
Note: Proprietary Article Certificate in the following form is to be provided by the

Ministry/Department before procuring the goods from a single source under the provision
of sub Rule 166 (i) and 166 (iii) as applicable.
(i) The indented goods are manufactured by M/s …………

(ii) No other make or model is acceptable for the following reasons:
……………………………………….
(iii) Concurrence of finance wing to the proposal vide:…………………………
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(iv) Approval of the competent authority vide:

(Signature with date and designation of the indenting officer)
10.2.9 Transparency, competition, fairness and elimination of arbitrariness in the

procurement process. (GFR Rule 173):
All government purchases should be made in a transparent, competitive and fair

manner, to secure best value for money. Some of the measures for ensuring this are as
follows: -
(i) The bidding document should be self-contained with all essential information in
simple language. All guidelines of GoI for Startups and MSME should be followed with
necessary relaxations subject to meeting of quality & technical specifications. The
bidding document should contain, interalia
(a) Description and Specifications of goods including the nature, quantity, time
and place or places of delivery.
(b) The criteria for eligibility and qualifications to be met by the bidders such as
minimum level of experience, past performance, technical capability,
manufacturing facilities and financial position etc or limitation for participation of
the bidders, if any.
(c) Eligibility criteria for goods indicating any legal restrictions or conditions about
the origin of goods etc which may require to be met by the successful bidder.
(d) The procedure as well as date, time and place for sending the bids.
(e) Date, time and place of opening of the bid.
(f) Criteria for evaluation of bids
(g) Special terms affecting performance, if any.
(h) Essential terms of the procurement contract.
(i) Bidding Documents should include a clause that "if a firm quotes NIL charges/
consideration, the bid shall be treated as unresponsive and will not be
considered".
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(ii) Any other information which the procuring entity considers necessary for the bidders
to submit their bids.
(iii) Modification to bidding document:
(a) In case any modification is made to the bidding document or any clarification
is issued which materially affects the terms contained in the bidding document,
the procuring entity shall publish or communicate such modification or
clarification in the same manner as the publication or communication of the initial
bidding document was made.
(b) In case a clarification or modification is issued to the bidding document, the

procuring entity shall, before the last date for submission of bids, extend such
time limit, if, in its opinion more time is required by bidders to take into account
the clarification or modification, as the case may be, while submitting their bids.
(c) Any bidder who has submitted his bid in response to the original invitation
shall have the opportunity to modify or resubmit it, as the case may be, or
withdraw such bid in case the modification to bidding document materially affect
the essential terms of the procurement, within the period initially allotted or such
extended time as may be allowed for submission of bids, after the modifications
are made to the bidding document by the procuring entity: Provided that the bid
last submitted or the bid as modified by the bidder shall be considered for
evaluation
(iv) Suitable provision should be kept in the bidding document to enable a bidder to
question the bidding conditions, bidding process and/ or rejection of its bid. The
reasons for rejecting a tender or non -issuing a tender document to a prospective
bidder must be disclosed where enquiries are made by the bidder.
(v) Suitable provision for settlement of disputes, if any, emanating from the resultant
contract, should be kept in the bidding document.
(vi) The bidding document should indicate clearly that the resultant contract will be
interpreted under Indian Laws.
(vii) The bidders should be given reasonable time to prepare and send their bids.
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(viii) The bids should be opened in public and authorised representatives of the bidders
should be permitted to attend the bid opening.
(ix) The specifications of the required goods should be clearly stated without 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
extent feasible.
(x) Pre -bid conference: In case of turn -key contract(s) or contract(s) of special nature
for procurement of sophisticated and costly equipment or wherever felt necessary, a
suitable provision is to be kept in the bidding documents for one or more rounds of
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
etc. projected 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. The records of such conference shall be intimated to all bidders and,
shall also be exhibited on the website(s) where tender was published.
Corrigendum (if any), shall also be exhibited on the website(s) where tender was
published.
(xi) Criteria for determining responsiveness are to be taken into account for evaluating
the bids such as:
(a) Time of delivery.
(b) Performance/ efficiency/ environmental characteristics.
(c) The terms of payment and of guarantees in respect of the subject matter of
procurement.
(d) Price.
(e) Cost of operating, maintaining and repairing etc.
(xii) Bids received should be evaluated in terms of the conditions already incorporated
in the bidding documents; No new condition which was 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 without recourse to
extrinsic evidence.
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(xiii) Bidders should not be permitted to alter or modify their bids after expiry of the
deadline for receipt of bids.
(xiv) Negotiation with bidders after bid opening must be severely discouraged.
However, in exceptional circumstances where price negotiation against an adhoc
procurement is necessary due to some unavoidable circumstances, the same may be
resorted to only with the lowest evaluated responsive bidder.
(xviii) The name of the successful bidder awarded the contract should be mentioned
in the CPPP, Ministries or Departments/ESIC website and their notice board or bulletin.
(xix) Rejection of all Bids is justified when
(a) Effective competition is lacking.
(b) All Bids and Proposals are not substantially responsive to the requirements of
the Procurement Documents.
(c) The Bids'/Proposals' prices are substantially higher that the updated cost
estimate or available budget; or
(d) None of the technical Proposals meets the minimum technical qualifying
score.
(xx) Lack of competition in rule 173(xix) shall not be determined solely on the basis of
the number of Bidders. Even when only one Bid is submitted, the process may be
considered valid provided following conditions are satisfied:
(a) The procurement was satisfactorily advertised and sufficient time was given
for submission of bids.
(b) The qualification criteria were not unduly restrictive; and
(c) Prices are reasonable in comparison to market values
(xxi) When a limited or open tender result in only one effective offer, it shall be treated
as a single tender contract.
(xxii) In case a purchase Committee is constituted to purchase or recommend the

procurement, no member of the purchase Committee should be reporting directly to
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any other member of such Committee in case estimated value of procurement exceeds
Rs. 25 lakhs.
10.2.10 Buy-Back Offer (GFR Rule 176)
When it is decided with the approval of the competent authority to replace an existing
old item(s) with a new and better version, the department may trade the existing old
item while purchasing the new one. For 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 well 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. Further, suitable provision should also be kept
in the bidding document to enable the purchaser either to trade or not to trade the
item while purchasing the new one.
10.2.11 Integrity Pact: All ESIC institutions making procurement of goods and services
to include clause of Integrity Pact as per prevailing/latest ESIC guidelines/instructions.
10.2.12 Force Majeure Clause:
Force Majeure means extraordinary events or circumstance beyond human control such as an
event described as an act of God (like a natural calamity) or events such as a war, strike, riots,
crimes (but not including negligence or wrong-doing, predictable/seasonal rain and any other
vents specifically excluded in the clause). The implementation of Force Majeure clause should
be in adherence to prevailing GFR and Manual of Procurement of Goods.
10.2.13 Compliance to Public Procurement Policy for Micro and Small Enterprises (MSEs)
of Government of India:
From time to time, the Government of India lays down procurement policies to help inclusive
national economic growth by providing long-term support to micro, small and medium
enterprises and disadvantaged sections of society.
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Suitable clause for Compliance to Public Procurement Policy for Micro and Small Enterprises
(MSEs) of Government of India prevailing at the time of Procurement of Medical Equipment
should be incorporated in the bid document.
10.2.14 Compliance of Preference to Make in India Guidelines of Government of India:
Department for Promotion of Industry and Internal Trade (DPIIT) with a view to encourage
Make in India and promote manufacturing and production of goods and services in India
has specified minimum local content as per guidelines issued by Nodal Ministry for Class-I
and Class-II local suppliers, the same should be incorporated in the bid document.
The Eligibility of ‘Class-I local supplier’/ ‘Class-II local supplier’/ ‘Non-local suppliers’ for
different types of procurement should also be incorporated in the bid document as per the
prevailing guidelines of Nodal Ministry at the time of procurement for the equipment to be
procured.
(OM No. P-45021/2/2017-PP (BE-II) dt 16.09.2020 and amendments thereof).
Suitable clause for Compliance of Make in India Guidelines of Government of India prevailing
at the time of Procurement of Medical Equipment shall be incorporated in the bid document.
10.2.15 Compliance in respect of Guidelines of Government of India for procurement

from bidders from Country or Countries Sharing Land Border: Department of Expenditure
(DoE) vide OM F. No 6/18/2019-PPD dt 23.07.2020 has specified restrictions under Rule
144 (XI) of GFR 2017 in respect of procurement from bidders from Country or Countries on
grounds of defence and national security.
Suitable clause for Compliance of Restrictions under Rule 144 (xi) of GFR 2017 prevailing at
the time of Procurement of Medical Equipment shall be incorporated in the bid document.
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11. Bid Opening Committee
11.1 Opening of Bids: The bids received shall be opened by Bid Opening Committee duly
constituted and approved by the respective Dean/ Medical Superintendent.
11.2 The composition of the Bid Opening Committee shall be same as GeM Bid Creation
Committee.
11.3 The Bid Opening Committee shall open the bids on due date and time as incorporated
in the Bid and record the details in e-file to be approved by Competent Authority.
11.4 The proceedings of the Bid Opening shall be documented and signed by all the
Committee members.
11.5 The report of Bid Opening Committee shall be duly approved by the respective Dean/
Medical Superintendent.
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12. Technical Evaluation of Bids
Dean/ Medical Superintendent shall constitute a Technical Evaluation committee for evaluation
of all bids received. The members of the Technical Evaluation committee for evaluation of bids
on the basis of estimated cost of the equipment under procurement shall be as below:
S.No. Estimated Unit Cost Technical Evaluation Committee
1 Upto Rs 05 Lakhs 1. Store Manager /Store Officer /In charge Stores /

2. Representative of user Department
3. Representative of Local Finance and Accounts (Not
below the rank of AD (F) ).
2 Rs 05 Lakhs to Rs 1. AMS/DMS/ Representative of MS or Dean
25 Lakhs 2. Store Manager /Store Officer /In charge Stores /
3. Representative of user Department.
4. Representative (concerned department) of other
ESIC/ESIS/Government Hospital.
5. Representative of Local Finance and Accounts (Not
below the rank of AD (F) ).
3 Rs. 25 Lakhs to Rs 1. AMS/DMS/ Representative of MS or Dean
2 Cr 2. Store Manager /Store Officer /In charge Stores /
3. Representative of user Department
4. Representative of other department of same
Hospital
5. Representative (concerned department) from
other ESIC/ESIS Hospitals
6. Representative from Central/State Medical
Supply corporations/other Government Hospital
7. Representative of Local Finance and Accounts
(Not below the rank of AD (F) ).
4 More than Rs.02 Cr ESIC Hqrs will additionally nominate representatives of
Medical Division and Finance Division.
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12.1 All bidders meeting the pre-qualification criteria will be evaluated by the Technical
Evaluation Committee (TEC) as described below.
A. Demonstration of Equipment:- (wherever applicable) should be strictly as per criteria

defined in the tender on a duly signed comparative sheet and should form a part of
recommendations by the Technical Evaluation Committee.
B. Technical eligibility parameters as per bid document will be prepared to assess the
bidders.
C. Comparative statement shall be prepared.
D. The Committee will evaluate the documents submitted by the bidders and all other allied
matters and then will give its recommendation for acceptance of the offer of particular
bidder.
E. In case Committee rejects the offer of any firm, it has to give the detailed reasons
thereof. The committee will keep a written record of their discussions on the file.
F. Recommendation of the Committee will be approved by Dean/ Medical Superintendent.
12.2 Representation Disposal:-Disposal of representations should be done before procedding

to next stage of procurement by the committee as per prevailing guidelines.
12.3 All prevailing guidelines of GeM for technical evaluation of Bids, uploading on GeM Portal
and representations interalia shall be mandatorily adhered.
13. Price Bid Opening and Rate Finalization Committee
13.1 Composition of Price Bid Opening and Rate Finalization Committee shall be as below:
a) Chairperson: AMS/DMS/Representative of MS or Dean

b) GeM Buyer/Store Manager /Store Officer/ In charge Stores / Medical Officer
looking after Stores,
c) Representative of Local Finance & Accounts
13.2 Composition of Committee for Equipment costing more than Rs. 02 Crores: ESIC Hqrs
will additionally nominate representatives of Medical Division and Finance Division as members
of Price Bid Opening and Rate Finalization Committee.
13.3 The Committee shall open the price bid of technically eligible bidders, assess the price
reasonability and give final recommendations.
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13.4 In every recommendation for award of contract, this Committee shall give the following
declarations:
a) The price offered by eligible bidders is all inclusive of criteria as published in tender
(Cost of Equipment + Cost of CMC +Cost of consumables/accessories (if any)) for arrival
of L1.
The cost calculation of an equipment to be procured should be done on the basis of the
following:-
i. Cost of the equipment, and
ii. Cost of CMC/AMC including major components and accessories.
The cost should be decided on the basis of overall cost as above (i and ii) on life cycle
basis. L1 should be decided on the basis of the cost calculation as above of all the tender
submissions.
b) The GST quoted by the firm is uniform and in compliance to applicable HSN codes.
c) No conditional Financial bid has been received.
d) Rates recommended for final acceptance are reasonable.
13.5 The final recommendations of the Price Bid Opening and Rate Finalization Committee
will be approved and sanctioned by Dean/ Medical Superintendent after due Financial
concurrence.
13.6 However, it is the sole responsibility of Dean/ Medical Superintendent of the respective
institution to satisfy himself with reasonability of price for the equipment being purchased
before finalising the bid which shall be duly vetted by local finance and accounts.
13.7 Placement of Supply Order: After final approval and sanction of Dean/MS Supply Order
shall be placed by GeM Buyer on GeM portal as per prescribed guidelines.
13.8 Receipt of the delivery:
(i) Inspection: Nominated inspecting officer of the user department shall inspect the
received equipment and duly sign an inspection report which shall be kept in records
(Format At annexure II)
(ii) Installation, Commissioning, Training & Operationalization of the equipment: Certificate
to be submitted by the HOD of the respective department as per timelines of GeM.
(Format at annexure III)
(iii)Issuance of FAC (Final Acceptance Certificate) as per Annexure IV.
(iv) Consignee receipt-cum-acceptance certificate (CRAC) shall be generated only after
receipt of duly signed FAC (Final Acceptance Certificate) (Annexure V)
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(v) All certificates as per guidelines of GeM i.e. PRC, CRAC etc. shall be generated by
secondary users as per timeline of GeM.
13.9 Performance Security
13.9.1 To ensure due performance of the contract, Performance Security is to be obtained
from the successful bidder awarded the contract.
13.9.2 In case of contracts placed following e-Bidding / RA, Performance Security valid for 2
months beyond the date of completion of all contractual obligations including warranty
obligations, will be obtained from the successful Bidder, for ensuring due performance of the
contract.
13.9.3 While finalizing e- Bid / RA, ESI institutions shall indicate the percentage (%) of
Performance Security required to be submitted by successful bidders.
13.9.4 Performance Security should be between 03% to 10% or as per latest
instructions/guidelines issued by Government of India.
13.9.5 User institutions to refer latest prevailing Government of India guidelines.
13.9.6 In case of any extension as per GeM terms & condition, the seller shall be liable to
suitably extend the validity of the Performance Security. Such Performance Security must be
submitted by Seller to the user institution within 15 days of award of contract on GeM.
13.9.7 The performance security will be forfeited and credited to the procuring entity’s account
in the event of a breach of contract by the contractor.
13.9.8 Bid security should be refunded to the successful bidder on receipt of Performance
Security.
13.9.9 The payments to the seller shall become due only after receipt of Performance Security
by the ESI institution and verification of its genuineness.
13.9.10 No interest shall be payable upon the Performance Security / PBG or any other
amounts payable by the Seller to the Buyer under the Contract.
13.9.11 If the Seller fails or neglects to observe or perform any of his obligations under the
contract, it shall be lawful for the ESI institutions to forfeit either in whole or in part, the
Performance Security furnished by the Seller.
13.9.12 If the Seller duly performs and completes the contract in all respects the Buyer shall,
refund the Performance Security, as the case may be, to the Seller within 30 days of completion
of all contractual obligations including warranty obligations by the Seller.
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13.10 Verification of Bank Guarantees: Bank guarantees, either received in physical form or
electronic form, should be verified for its genuineness following prescribed method for the
same and the Organizations should do due diligence on genuineness of the Bank Guarantees
before acceptance of the same.
13.11 Payment:
a) To be completed as per GeM terms and conditions and timelines.

b) 100% payment will be released after issue of consignee receipt-cum-acceptance
certificate (CRAC) and on-line submission of bills as per existing guidelines &
timelines of GeM unless otherwise specified in STC/ATC.
13.12 All procuring entities may also take note of Circular No. C-11/15/14/14-CTE-Vig. Dated
03.03.2021 on the subject Common Irregularities noted in Procurement in ESIC-Systematic
Stage wise Analysis, issued from ESIC Headquarters office.
13.13 Updation in online inventory and Medical Equipment Dashboard:
(i) Details shall be updated mandatorily in online inventory with GRN for each Medical
Equipment procured.
(ii) Details shall also be updated in Equipment Dashboard.
(iii)If procurement is completed, the details shall be updated on future requirement

dashboard, and shall become legacy data.
(iv) The new equipment with all relevant details shall then become part of valid online data
on Medical Equipment dashboard under respective category.
(v) Data of equipment present on future requirement which ends in successful procurement
should deemed to be added in current inventory by the user and requirement shall show
successful completion/ or unsuccessful (as the case may be).
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SECTION B
14. Equipment Management and Maintenance Guidelines including

Equipment Audit
14.1 There is a necessity of certain guidelines to be followed by the users of medical

equipment so as to have maximum life of the equipment with minimum downtime and let
these equipment give the accurate results during their life.
14.2 These guidelines have been developed to ensure that medical equipment is stored,
deployed and maintained in such a way that the risks inherent in its use i.e. safety, radiation
effect etc. are minimised and accurate & reliable results are provided by these equipment.
14.3 The guidelines aim to ensure that whenever medical equipment is used, it is:
(i) Suitable for its intended purpose

(ii) Properly understood by appropriately trained users
(iii) Maintained in a safe and reliable condition.
14.4 Keeping Medical device safe and effective will require planned preventive maintenance
and breakdown maintenance services carried out by competent people
Mission:
To maintain all medical equipment to the appropriate standards as prescribed by equipment

manufacturer, so as to ensure that all medical equipment to be used to provide the best health
care services to patients (IPs, staff, pensioners & beneficiaries) should be safe, efficient,
effective, reliable and long lasting.
Objectives:
This guidelines are intended for the maintenance of medical equipment that ensures:
a) Maximum availability and reliability of equipment.

b) Minimum downtime and Maximum Uptime.
c) Maximum return on investment.
d) Prevention of wastage of consumables and spares.
e) Extended useful life of equipment.
f) Readiness of the equipment for emergency use whenever required.
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14.5 Life cycle of medical equipment:
The delivery of the best healthcare services depends heavily on medical equipment,
whether for life support, for diagnosis, for patient monitoring, or for the delivery of
therapies or teaching and research purpose.
The risks associated with the use of medical equipment can only be controlled by
managing the whole life-cycle of the equipment
14.6 Monitoring:
a. ESIC Hqrs shall monitor the Online Medical Equipment Dashboard for status and
functioning of equipment and issue instructions if required.
b. ESIS/ESIC Hospital: The tasks to be performed at hospital level are related
to:
(i) Inventory & Documentation
(ii) Commissioning & Acceptance
(iii) Monitoring of Use & Performance
(iv) Maintenance of The Equipment
(v) Periodic Equipment Audit
(i) Inventory a n d D o c u m e n t a t i o n :
It should be mentioned in the Tender Enquiry Document while floating the

tender that manufacturer/supplier has to provide CMC (for all the major
equipment(s) for five years after expiry of warranty. Inventory provides
information to support different aspects of medical equipment management.
The inventory of Medical Equipment should be maintained department wise

at store level for the equipment:
Maintenance contract - the process for fresh maintenance contract
(AMC / CMC) of the equipment should be initiated 3(three) Months before
the expiry of the warranty period / AMC / CMC. The necessary concurrence
from the finance department of the Institution required for renewal of
contract / fresh contract shall be taken well in advance so that equipment
remains functional and downtime is minimized. Also, the service provider
should be located preferably within the city limits.
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Insurance - All the costly equipment (costing more than Rs.05 Lakhs/unit)
should be covered under insurance for unforeseen circumstances,
calamities, accidents etc.
(ii) Commissioning and acceptance of t h e e q u i p m e n t :
The competent authority should ensure installation and commissioning of

the equipment by manufacturer/supplier. The process should be monitored by
in-house technical staff so that any technical matters can be noted and
recorded in the Maintenance Register (Annexure- II).
This occasion also provides an excellent opportunity for in- house technical
staff to gain familiarity with the new item and its operation. Ideally, in-house
technical staff should also attend the operator’s training session.
It is particularly important to bear in mind that normally the manufacturer/

supplier’s warranty starts the day equipment is installed in the hospital.
If equipment is not going to be used for some time after delivery, special
arrangements must be made with the supplier to define the warranty period.
Such an agreement should preferably be made in the purchase order.
Final Acceptance Certificate (FAC) to the supplier should not be issued

before the satisfactory performance has been confirmed by the in- house
technical staff.
Regarding equipment with Turnkey project like CT/MRI Scanner, CSSD etc., the
details will be handed over by the agency to the store manager or Medical
Superintendent or authorized person in the presence of Head of the
Department and in-house staff.
(iii) Monitoring of u s e and p e r f o r m a n c e :

It is important that user should make a safe use of the equipment and also
continuously monitor the performance of the equipment. User should also
keep a direct link with manufacture/supplier/service provider and observe
any supplier’s technical services. Such services should be recorded in the
Maintenance Register. This will also provide a good learning opportunity for
the in-house user.
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Many equipment will require daily/weekly inspection and simple

maintenance. This type of maintenance is vital for the continuous, safe,
effective and reliable operation of medical equipment so as to get accurate
and reliable results.
Daily/Weekly Inspection a n d Maintenance includes:

a. Visual Inspection
b. Performance T e s t s
c. Calibration
d. Checkout etc.
These tasks must be carried out by the users as per the manufacturer’s
instructions and suitable documentation should also be maintained for the
same. Any discrepancies if found, should be brought into the notice of the
controlling authority for necessary corrective action.
(iv) Maintenance of The Equipment:
Proper maintenance of medical equipment is essential to obtain sustained benefits and

to preserve capital investment. Medical equipment must be maintained in working order
and periodically calibrated for effectiveness and accuracy of the results.
The Maintenance consists of:
a. Planned Preventive Maintenance
b. Breakdown Maintenance
Planned Preventive Maintenance (PPM)
Planned Preventive Maintenance involves maintenance performed to extend the life of

the equipment and prevent its failure. Planned Preventive Maintenance is usually
scheduled at specific intervals and includes specific maintenance activities such as
lubrication, calibration, cleaning (e.g. filters) or replacing parts that are expected to
wear (e.g. bearings) or which have a finite life (e.g. tubing). The procedures and
intervals are usually established by the manufacturer. In special cases the user may
change the frequency to accommodate local environmental conditions.
Planned Preventive maintenance will be a statutory requirement for most of the medical
equipment. It will enhance the efficiency, effectiveness and reliability of medical
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equipment and must be carried out at appropriate frequency as suggested by the

manufacturer/service provider.
Each equipment on the inventory will show whether it is:
a. Maintained in-house
b. Maintained by external agency or manufacturer.
The conditions for preventive maintenance required for medical equipment can vary
due to factor such as type of equipment, age of the equipment, frequency of use of the
equipment, etc.
For above and rest of the Medical Equipment, advice of manufacturer/supplier/ service
provider should also be taken into consideration.
Note: -
1. Preventive Maintenance of all the equipment whether in use or not shall be done
periodically as advised by manufacturer / supplier, so that functioning status of the
equipment could be known and equipment is readily available whenever its use is
needed.
2. In critical care areas like Casualty, ICU, OT etc., if the number of equipment are
less (one or two), then authority may look into that a standby active unit should be
kept ready so that patient does not suffer in case the equipment in use goes out of
order.
3. Life of equipment and quality of testing: Ensure usage of good quality

consumables for prolonging life of equipment and maintaining quality of testing.
* Service report after every repair or schedule service (PPM) should be taken by the user
in which all the details like warranty on spare parts need to be added and same should
be updated in the inventory register as well as in the Maintenance Register. If any
deficiency is observed, the same may be communicated to service provider and Head of
the institution for necessary action. (Performance Bank Guarantee is meant for such
problems)
Breakdown Maintenance:
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Breakdown Maintenance is a task performed to identify, isolate, and rectify a fault so that
the out of order equipment, machine, or system can be restored to an operational
condition.
All medical equipment in use should be free from any fault or defect and all repair work
should be carried out to accepted standards by competent person(s).
Faulty or defective equipment shall not be used regardless of how minor is the problem
and must be reported in the first instance to the manufacturer/supplier/agency hired for
maintenance of the equipment as soon as possible.
(V) Periodic Equipment Audit
15. Equipment Audit
15.1 Equipment audit is a periodic evaluation system to measure the quality of

performance of the medical equipment.
15.2 At any given point of time, a substantial number of equipment in the hospital
may be non-functional. The reasons for the same could be:
(i) Want of Minor repairs

(ii) Lack of Preventive Maintenance
(iii) Lack of corrective Maintenance
(iv) Lack of essential Spares
(v) Electrical Faults
(vi) Unfavorable environmental conditions
(vii) Mishandling of equipment by untrained and unskilled manpower
(viii) Purchase of equipment without justifiable demand etc.
(ix) False Reporting, Willful Damage and Overuse than rated
15.3 For this, there is a need for periodic evaluation of the quality of performance of
the equipment in a hospital. If such an audit is performed, it will be an advantage to all
ESI Hospitals so that not only better utilization of medical equipment is ensured but
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also it contributes to the improvement in the quality of health care to beneficiaries and
judicious use of resources.
15.4 The Equipment Audit should be done by a committee (Equipment Audit

Committee) at Hospital Level on half yearly basis.
The Equipment Audit Committee should consist of:
1. AMS/DMS/Representative of MS or Dean.
2. Head of the concerned department
3. Medical Officer In-charge (Repair & Maintenance)/BME (if posted)
4. Representative from Administration
5. Representative from Finance Department
6. Hospital Store In-charge
7. Nursing Superintendent/Senior most Nursing Official/Representative
15.5 Focus of the Audit is to:
(i) Check the current status of the medical equipment

(ii) Analysis of the records such as Breakdown Register, Preventive maintenance
Register
(iii) Questioning the user about the usage and performance of the equipment.
(iv) Suggesting measures to optimally utilize the equipment for quality health
services.
15.6 Advantages of the equipment audit are to:
(i) Evaluate the performance and utilization of the equipment

(ii) Provide an objective method for planning of equipment procurement in future
(iii) Analyze various inadequacies (including downtime) in the utilization of an equipment
and recommendation of remedial measures (including training to the users) so as to
maximize the efficiency and effectiveness of the equipment.
(iv)Equipment Audit Format enclosed.
(v) Half Yearly Equipment audit certificate to be uploaded by respective ESI institutions
along with updation of details on Equipment Dashboard.
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16. Hospital Medical Equipment Management Committee:
16.1 For regular monitoring of functioning of Medical equipment, a Hospital Medical

Equipment Management Committee shall be constituted by Dean/ Medical Superintendent
for every department with following members:
(i) Head of Department (concerned Department)

(ii) ANS/DNS/STA
(iii) Senior Nursing staff/Technician Responsible/Nursing Officer In-charg e of Inventory
16.2 This Committee shall submit a weekly report duly signed by all committee
members:
(i) Unused/under used equipment,

(ii) Report faulty/breakdown equipment
(iii) consumables/accessories requirement
(iv)any other reason, inter-alia
(v) Inform Medical Stores for immediate redressal remedial measures for rectification
16.3 Checklist
Parameter To be Checked/Recorded
Name of Equipment
Functional status Functional/not functional
Date of last preventive maintenance activity and

checking of earthing parameters
Number of hours of usage and total test performed

in the previous week
Cleanliness of the machine
Any visible damages/leaks noticed
Any alarms of malfunction
Gaps identified (with date of breakdown)
Date of information to the Supplier/Service Provider

and Medical stores
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Date of visit of ARM/ESIC Engineer for checking of

electricity earthing
Details of backup arrangements put in place by the

deaprtment for providing the affected services
Action taken on previous meeting/Committee Report
16.4 Any discrepancies, if found, shall be brought to the notice of the Medical Stores to be
escalated to Controlling Authority for necessary corrective action.
 This shall also form the basis of Equipment Audit

 Format for capturing unutilized equipment is enclosed in annexure VI.
16.5 Equipment Dashboard: It is mandatory to enter complete details in the Equipment

Dashboard of ESIC for all Equipment for which provision has been made for entering data.
This data should be checked at least once a month and updated as and when a new equipment
is purchased or any data entry needs updation. The Equipment Dashboard entry should be
monitored by a nodal officer at hospital level. The same is being monitored by higher offices
of ESIC also.
16.6 Privacy and Protection of data of ESIC Beneficiaries:
16.6.1 Data of the ESIC Beneficiaries should not be shared with any OEM/Supplier/Vendor
through use of their equipment or otherwise. Suitable Clause for the same should be
incorporated in the Bid Documents forbidding sharing of Patient Data with any
OEM/Supplier/Vendor through Equipment Software or otherwise.Non Disclosure Agreement
(NDA) undertaking to be taken from bidders.
16.6.2 Proper instructions to be issued by respective Deans/ Medical Superintendents for

ensuring privacy & protection of patient sensitive data.
16.6.3 Suitable clause for provision of interfacing with ESIC online module/system should be
incorporated such that data from Equipment should be directly transferred to ESIC IT
application system.
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SECTION C
17. EQUIPMENT CONDEMNATION GUIDELINES
Guidelines for Condemnation of Old Medical Equipment in All ESIC Health Care Institutions
17.1 Criteria for condemnation of equipment:
A. Obsolete: Equipment may be declared obsolete on the basis of following category:
(A-I) Technically Obsolete: The equipment may be considered for condemnation when parts and
service support are no longer available. A certificate from the manufacturer / authorised service
agent may be obtained in this regard.
(A-2) Clinically Obsolete: The clinician using the device recommend replacement for clinical reasons
(e.g., Diagnostic Ultrasound imaging usually becomes clinically obsolete after a certain period due
to the rapid improvements in imaging technology, but can still be used and supported by the
supplier).
B. Hazardous Equipment: The safety of operating the equipment is paramount considering the
ergonomics of the health scenario of medical / para medical personnel. Some of the equipment
become hazardous during the functionality of the equipment over the years and their further use is
not only unsafe to the patients but also to the staff using the equipment. The equipment such as X-
Ray Machine, C-Arm, Cathode ray tubes of patient monitor, Cautery, Defibrillator etc., may pose a
threat to the health of the patient / medical / para medical personnel due to emitting radiation,
causing electric shock / burn etc. Therefore, it is essential that the Competent Authority keeps regular
update on such equipment in a time bound manner, in terms of hazardous nature of equipment.
C. Beyond economical repair:
Recurring expenditure on equipment plays an important role in determining life of the equipment in
terms of productive use of equipment. At times, the recurring expenses on the equipment become
more than the actual cost so as it becomes financially unviable. If total expenditure exceeds 2/3rd
of the current value including CMC / AMC expenditure of the equipment, it should be condemned.
The depreciation amount should also be taken into account for considering the equipment beyond
repair.
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D. Prescribed life by manufacturer: Each equipment's life is to be considered as quoted by

manufacturer in the supporting document. If it is not mentioned than the life of the equipment may
be taken as 10 years including warranty period.
E. Unforeseen Reasons. It is learnt from the past experience that the unforeseen reasons are
also responsible for damage of equipment. Equipment that has been damaged due to fire, accidents,
or any other unforeseen reasons needs to be certified as beyond repair by the authorised service
agency, it should be considered for condemnation
F. Miscellaneous:
 If equipment becomes unserviceable due to mishandling, fraud or mischief on the part of
employee(s) needs to be condemned and responsibility for the same should be fixed.
 Equipment that has been damaged by contamination (e.g. fungal infection) to be considered
for condemnation.
17.2 Composition of the Committee:
Based on the initial purchase value of equipment the Condemnation Committee is to be constituted
by the Medical Superintendent of the concerned Hospital for condemnation of the equipment which
are unfit for use as per the decision of user department. The details of the composition of
Condemnation Committee is as under:
S.No. Purchase Value of Composition of Condemnation Committee

Equipment
1. (a) For all equipment 1. AMS/DMS/ Representative of MS or

proposed to be condemned Dean.
which are worth upto Rs. 25 2. Concerned Head of Department.
Lakh but not more than Rs. 3. Representative from Finance &
25 Lakh. Accounts Division (Local Unit).
2. (b) The equipment 1. AMS/DMS/ designated

which are worth more than Nodal Officer.
Rs. 25 Lakh but not more 2. Concerned Head of
than Two Crore of their Department.
initial purchase value, a 3. SMO/HOD / Specialist of
concerned specialty from other ESI
Hospital / Govt. Hospital.
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Special Condemnation 4. External Technical Expert

Board may be constituted (from other
ESIC/ESIS/Government Hospital)
will be nominated by the MS of the
concerned Hospital.
5. Representative from
Finance & Accounts Division (Local
Unit).
3. (c) In case equipment is The proposal will be sent to Hqrs. Office

worth more than Two Crore for constitution of Condemnation
of their initial purchase Committee. The Committee will submit
value. the report to the Hqrs. for approval.
*Medical Store In-charge/nominated Officer shall coordinate the meetings for Condemnation.
17.3 Procedure to be followed for condemnation:
i Purchase and maintenance of records of all equipment should be maintained in the form of
a separate history sheet and log-book for each equipment. The contents and format of the
history sheet is annexed as Annexure -X, XI & XIII.
ii HOD / Unit In charge / Store In charge will identify the equipment for condemnation on the
basis of laid down criteria.
iii Even a single criterion is sufficient to consider the equipment for condemnation.
iv Keeping the cost of the equipment into the consideration the Competent Authority shall
constitute an appropriate Committee as mentioned above.
v The Committee will examine and deliberate on all the issues pertaining to the condemnation
of equipment in question.
vi After addressing, inter-alia, the issues mentioned under Annexure-I, the Committee will
submit its recommendation.
vii The equipment shall be write off after getting the approval of Competent Authority in
consultation with Finance Division of Hospital.
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17.4 Rule 217 Disposal:
Disposal of equipment etc should be as per the GFR Rule.
Any of the following procedures can be adopted for disposal of equipment after condemnation
subject to fulfil the guideline of GFR .
(a) Buy back to vendor should be encouraged if he is willing to accept.
(b) Sell to scrap dealers, Government recognized/approved organisations.
(c) Local destruction and disposal after the approval of the concerned authority.
(d) Auction.
Equipment which are hazardous in nature to be disposed of as per guidelines of Appropriate

Authority.
i An 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 book value, guiding price and reserved price, which will be required while disposing
of the surplus goods, should also be worked out. In case where it is not possible to work
out the book value, the original purchase price of the goods in question may be utilised.
A report of stores for disposal shall be prepared in Form GFR - 10.
iv In case an item becomes unserviceable due to negligence, fraud or mischief on the part
of a Government servant, responsibility for the same should be fixed.
v Sale of Hazardous waste/Scrap Batteries/Electronic waste: Scrap lots comprising of
hazardous waste, batteries etc. shall be sold keeping in view the extant guidelines of
Ministry of Environment & Forest. Prospective bidders of such lots of hazardous
waste/scrap batteries/ e-waste should be in possession of registration, valid on the date
of e-Auction and on the date of delivery, as recycler / pre-processor agency.
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17.5 Rule 218 -Modes of Disposal.
17.5.1Surplus or obsolete or unserviceable goods of assessed residual value above Rupees Two
Lakh should be disposed of by:
(a) obtaining bids through advertised tender or
(b) public auction.
17.5.2 For surplus or obsolete or unserviceable goods with residual value less than Rupees
Two Lakh, the mode of disposal will be determined by the competent authority, keeping in
view the necessity to avoid accumulation of such goods and consequential blockage of space
and, also, deterioration in value of goods to be disposed of. Ministries/ Departments should, as
far as possible prepare a list of such goods.
17.5.3 Certain surplus or obsolete or unserviceable goods such as expired medicines, food
grain, ammunition etc., which are hazardous or unfit for human consumption, should be
disposed of or destroyed immediately by adopting suitable mode so as to avoid any health
hazard and/or environmental pollution and also the possibility of misuse of such goods.
17.5.4 Surplus or obsolete or unserviceable goods, equipment and documents, which involve
security concerns (e.g. currency, negotiable instruments, receipt books, stamps, security press
etc.) should be disposed of/ destroyed in an appropriate manner to ensure compliance with
rules relating to official secrets as well as financial prudence.
17.6 Rule 219- Through Advertised Tender.
17.6.1 The broad steps to be adopted for this purpose are as follows.
(a) Preparation of bidding documents.
(b) Invitation of tender for the surplus goods to be sold.
(c) Opening of bids.
(d) Analysis and evaluation of bids received.
( e) Selection of highest responsive bidder.
(f) Collection of sale value from the selected bidder.
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(g) Issue of sale release order to the selected bidder.
(h) Release of the sold surplus goods to the selected bidder. (i) Return of bid
security to the unsuccessful bidders.
17.6.2 The important aspects to be kept in view while disposing the goods through advertised
tender
(a) The basic principle for sale of such goods through advertised tender is ensuring
transparency, competition, fairness and elimination of discretion. Wide publicity
should be ensured of the sale plan and the goods to be sold. All the required terms
and conditions of sale are to be incorporated in the bidding document
comprehensively in plain and simple language. Applicability of taxes, 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 asked to furnish bid security along with their bids. The
amount of bid security should ordinarily be ten per cent. of the assessed or reserved
price of the goods. The exact bid security amount should be indicated in the bidding
document.
(d) The bid of the highest acceptable responsive bidder should normally be
accepted. However, if the price offered by that bidder is not acceptable, negotiation
may be held only with that bidder. In case such negotiation does not provide the
desired result, the reasonable or acceptable price may be counter offered to the next
highest responsive bidder(s).
( e) In case the total quantity to be disposed of cannot be taken up by the highest

acceptable bidder, the remaining quantity may be offered to the next higher bidder(s)
at the price offered by the highest acceptable bidder.
(f) Full payment, i.e. the residual amount after adjusting the bid security should be
obtained from the successful bidder before releasing the goods.
(g) In case the selected bidder does not show 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 risk and cost of the defaulter, after obtaining legal advice.
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17.6.3 Late bids i.e. bids received after the specified date and time of receipt should not to be
considered.
17.7 Rule 220- Through Auction.
i A Ministry or Department may undertake auction of goods to be disposed of either directly

or through approved auctioneers.
ii The basic principles to be followed 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 wide publicity in
the same manner as is done in case of advertised tender.
iii While 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 while giving vide
publicity for the same), should be announced again for the benefit of the assembled
bidders.
iv During the auction process, acceptance or rejection of a bid should be announced
immediately on the stroke of the hammer. If a bid is accepted, earnest money (not less
than twenty-five per cent. of the bid value) should immediately be taken on the spot from
the successful bidder either in cash or in the form of Deposit-at-Call- Receipt (DACR), drawn
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 will be decided by the competent authority. The team
should however include an officer of the Internal Finance Wing of the department.
17.8 Rule 221 Disposal at scrap value or by other modes: 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 of the same at its scrap value with the approval
of the competent authority in consultation with Finance 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.
17.9 Rule 222: A sale account should be prepared for goods disposed of in Form GFR 1 1
duly signed by the officer who supervised the sale or auction.
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17.10 Rule 223 (1) Powers to write off.
All profits and losses due to revaluation, stock-taking or other causes shall be duly recorded
and adjusted where necessary. Formal sanction of the competent authority shall be obtained
in respect of losses, even though no formal correction or adjustment in government accounts
is involved. Powers to write off of losses are available under the Delegation of Financial Powers
Rules
17.11 Rule 223 (2) Losses due to depreciation.
Losses due to depreciation shall be analysed, and recorded under following heads, as
applicable:
i. Normal fluctuation of market prices;

ii. Normal wear and tear;
iii. Lack of foresight in regulating purchases; and
iv. negligence after purchase.
17.12 Rule 223 (3) Losses not due to depreciation.
Losses not due to depreciation shall be grouped under the following heads
(i) Losses due to theft or fraud;
(ii) Losses due to neglect;
(iii) Anticipated losses on account of obsolescence of stores or of purchases in excess of

requirements;
(iv) Losses due to damage, and
(v) Losses due to extra ordinary situations under 'Force Majeure' conditions like fire, flood,
enemy action, etc.;
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Figure-I
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Figure-II
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Annexure I
Proforma Of Equipment Demand Proforma
Section — I — General Information

1. Name of E.S.I.C Hospital
2. Sanctioned bed strength of the hospital
Year of sanction
Commissioned bed strength
3. Pls specify the PG courses/DNB courses if the institute
is having these
4. No. of dispensaries referring patients to the hospital
5. Average bed occupancy of the Hospital for
last one year
Section — II- Details of Equipment

Name of the Dept. for which the equipment is
required
2. Date of sanction of ESIC Hqrs for Service to be
started with copy (if applicable)
3. Date of issue of sanction of manpower from ESIC
Hqrs (if applicable)
4. OPD attendance of Department
5. Indoor attendance of the department
6. Average Bed Occupancy Of The Department for Last
One Year
7. Name of the Equipment
8. Number of equipment required
9. Whether the equipment is essential as per NMC Norms
10. If additional requirement of equipment is
indicated, give following details: -
• Number of existing equipment
• Work load of existing equipment

Specific need for additional equipment with full
justification
Average MONTHLY interventions done for which the
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equipment is needed additionally

(surgeries/deliveries etc.) and
• percentage rate of increase from last year

11. Whether the Equipment is required as
a) First Purchase
b) Additional Equipment
Replacement (against Condemnation)
12. Whether the equipment is meant to be used with
accessories
13. List of Accessories, if required with cost:
i) Name Cost
ii)
iii)
14. A) Total approximate cost of Equipment inclusive of
warranty of 5 years and CMC of 5 years
B) Total approximate cost of accessories (if any)
The list of accessories with breakup cost duly signed
by HOD should be enclosed.
15. Documentary proof used for Cost assessment
16. Whether the demand has been captured online in

future requirement of equipment dashboard
17. If yes, please mention the online transaction
number
18. If the equipment is to be purchased for the first
time, how was the facility being provided till date?
19. If patients were referred to other institutions,
indicate: -
a) The number of patients referred in past one year
b) Expenditure incurred on referral for the past
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one year with respect to eqquipment requested

(online UTI datasheet to be enclosed wherever
possible)
20. A) If equipment is required on replacement basis YES/NO
B) Status of condemnation of Equipment Condemned/Under process
C) Please enclose duly approved condemnation
Certificate from competent authority (if condemned)
Section — III - Staff, Space and Norms
1. Number of Specialists, Senior Residents, GDMO’s sanctioned and in position in the department
Sanctioned In-Position
i) Specialists
ii) GDMO’s
iii) Senior Residents
2. Number of Nursing Officers and Technical Paramedical Staff sanctioned and in position in the
department
Sanctioned In-Position
i) Nursing Officers
ii) Technical Param edical Staff
3. Whether adequate space is available
or not
4. Whether round the clock electric supply,
if required, is available or not? If not,
what alternative arrangement has
been made
5. Whether the equipment shall be
operationalized and made functional
for 24x7 use (if applicable)
Whether the Equipment is covered In Norms- Yes/No
6
under ESIC norms? Department Name:
If yes, please indicate page Number Item S.No:
and item Number
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If the equipment is not covered

7.
under ESI Norms, give explanatory
justification for purchase.
SIGNATURE of HOD
NAME OF HOD
DATE:
Remarks (if any)
Comments of Store In charge:
1. Recommendations
2. Whether budget vailable
 Final Comments of Dean/ Medical Superintendents (Approved/ Not

Approved/ Any other comment):
SIGNATURE (M.S/Dean of the Hospital)
*Note: - 1. Only Requests for approval/sanctioning of equipment beyond Delegation of Powers of

Medical Superintendent/Dean or outside ESI norms to be sent to Hqrs in the above perfroma.
2. Proposal should be submitted with explanatory justification.
3. Specification/cost estimation to be framed by Technical Committee as per

procedure, before sending the proposal.
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Annexure II
Consignee Receipt Certificate (To be given by consignee’s authorized representative)
The following store(s) has/have been received in good condition:
1) GeM Contract/Purchase Order No. & date: __________________________________________
2) Supplier’s Name: ______________________________________________________________
3) Consignee’s Name & Address: _________________________________________________
4) Name of the item supplied: ____________________________________________________
5) Quantity Supplied: ___________________________________________________________
6) Serial No/Batch Number of the Equipment _____________________________________
7) Scheduled date of delivery of the consignment: _________________
8) Actual date of receipt of consignment by the Consignee. _____________
9) Signature of the Consignee with date:______________________________________________
10) Signature and Name of Authorized Representative of User Department with date: ____________
11) Signature of In charge Hospital Stores with date: ______________
Seal of the Consignee: _________________________________________________________
Page 67 of 81
Annexure-III
Inspection Report Performa
Name of Equipment
Mode of Procurement
(GeM/CPP/Others)
Tender/GeM Contract No
NOA/Award Letter No
Date of Receipt
Name of Supplier
OEM/Make
Model
Serial No(s)
Quantity Ordered
Quantity Received
Quantity Accepted
Quantity Rejected
Inspecting Officials HOD (User Dept)
Representative of Stores
Inspection Report (Remarks)
Certified that-
The above goods excepts as specified in rejected column have been physically inspected found
according to specification (Tender/GeM Contract……..)
Authorized Representative of Supplier Inspecting Officials of ESIC Institution
Page 68 of 81
Annexure IV
Installation & Commissioning Certificate
Subject: Certificate of commissioning of equipment
1. This is to certify that the equipment(s) as detailed below has/have been received in good
condition along with all the standard and specified accessories (as per tender terms &
Conditions).
2. All the received Equipment(s) has/ have been installed and commissioned as per
(a) GeM Contract No. _____________________________Date___________
(b) Description of the equipment_______________________________
( c) Quantity received (Number of equipment)
(d) Scheduled date for completion of installation/commissioning_________
(e) Actual date of completion of installation/commissioning_____________
(f) Penalty for late delivery (at ESIC institution) Rs. ___________________
(g) Penalty for late installation Rs.________________
Details of accessories/items not yet supplied and recoveries to be made on that account:
Sl. No. Description Amount to be recovered

Remarks, if any
i)
ii)
1. The acceptance test has been done to User Department satisfaction.

2. The supplier has fulfilled his contractual obligations satisfactorily or /The supplier has failed to
fulfill his contractual obligations with regard to the following: (Kindly, strike off whichever is
not applicable)
3. (a)……………………………… (b) ………………………….…. (c)………………………………
(d)……………………………...
4. The amount of recovery on account of failure of the supplier to meet his contractual
obligations.
Signature of Supplier
Signature of HOD of User Department

Page 69 of 81
Annexure V
Consignee Final Acceptance Certificate (To be given by consignee’s authorized representative)
This is to certify that the goods as detailed below have been received in good conditions along with
all the standard and special accessories in accordance with the contract. The same has been installed
and accepted
1) Contract/Purchase Order No. & date: _______________________________________
2) Supplier’s Name: ___________________________________________________________
3) Consignee’s Name & Address: ______________________________________________
4) Name of the item Supplied: ______________________________________________
5) Quantity Supplied: ____________________________________________________
6) Date of Receipt by the Consignee: _______________________________________
7) Date of Installation/Commissioning and Acceptance of Equipment: _________
8) The supplier has fulfilled its contractual obligations satisfactorily OR The supplier has failed to
fulfill its contractual obligations with regard to the following:
i)
ii)
iii)
9) The amount of recovery on account of failure of the supplier to meet his contractual obligations
is_____________ (here indicate the amount).
10) Signature of Authorized Representative of User Department with date: _______________
11) Signature of In charge Hospital Stores: _____________
12) Signature of Dean/MS
Seal of the Consignee:
_______________________________________________________
Note: CRAC should be issued by Medical Stores as per GeM format after receipt of FAC.
Page 70 of 81
Annexure-VI
Format for capturing unutilized/unused equipment
Page 71 of 81
Annexure-VII
Equipment Audit Format
State
Name of Hospital
Sanctioned Beds
Commissioned (operational) Beds
1 Department
2 Name of Medical Equipment
3 Qty
4 Make/Manufacturer
5 Model No.
6 Serial No.
7 Mode of Procurement (E-tender/GeM/Local Purchase through Committee/Other (pl
specify)
8 Name of Supplier with address and contact no, email
9 Total Cost of Equipment including /Peripherals/accessories etc
10 Cost of CMC/AMC
11 Date and Year of Purchase
12 Date of Purchase Order
13 Date of Delivery
14 Date of Installation
15 Date of Commissioning
16 Date of Final Acceptance Certificate (FAC)
17 Warranty (From)
18 Warranty (To)
19 CMC/AMC (From)
20 CMC/AMC (To)
21 Expected Life of Equipment
22 Average usage per month
23 Technical manual maintained (Y/N)
Page 72 of 81
24 Equipment History Sheet maintained (Y/N)

25 Equipment History Sheet filled and checked by HOD/nominated Senior official with
signature (Y/N)
26 Depreciation per year (Percentage)
27 Present Cost (after depreciation)
28 Expenditure on CMC/AMC/Repair, interalia, till date
29 Status:
a: Functional
b: Non-functional
c: Non-functional & Non-Repairable
d: Condemned
30 Reasons (if non-functional)

31 Downtime (in percentage)
32 Date of Condemnation (if condemned)
33 Name of official Responsible & Designation/Contact No
34 Remarks (if any)
Signature of Committee Members
1. 2. 3.
Signature of Store In charge
Signature of Dean/ Medical Superintendents
Page 73 of 81
Annexure-VIII
Formats for Maintenance/Repair/Inventory Management/Equipment Log Book
Inventory Record Management (Digital Record to be kept)
A record for each equipment should be kept in the department in the following format:
S.N Refere Name Qt Mak Date of Procure NO Uni Date of Date of Date of Deta Warra Validity Cumulat Current
o. nce of the y. e ment A t installa Commissi issue of ils of nty of ive status
request
ID/Ser Equip and from No. Co tion oning of Final PBG Period Mainten expendit of
generat
ial ment (wit st equipmen Accept (with ance ure on functio
Mod ed by GeM/
Numb h t ance Expiry contract Mainten ning
el HOD E-
er dat Certific Date) (CMC/A ance
for tender/
e) ate MC)
deman Donatio
(FAC)
d of n/
equipm Other/
ent.
The inventory must be updated periodically and/or on occurrence of any of the following events): -
a) Additional equipment has been procured /equipment is replaced by new one/received from other
institution,
b) Equipment has been condemned and is no longer in use,
c) Equipment has been transferred to another location.
Note: To ensure that all medical equipment are appropriately maintained, an inventory of equipment
must also be kept and maintained under the control of Store in Charge at Hospital/Institution level.
Responsibility: Store In charge, HoD of the user department, local F & A.
Page 74 of 81
Annexure-IX (Fault reporting Performa)
Repair and Maintenance Form
To be forwarded by user department, along with service report, estimate, or proposal (for
AMC/CAMC/ whichever is applicable)
1. Name of department /unit
2. Name of equipment
3. Serial no of equipment
4. Date of malfunction / breakdown / cessation of function
5. Details of malfunction / breakdown / cessation of function.
6. Date and time and name of service engineer called.
7. Signature of store in charge Signature of HoD
For repair and maintenance department use
1. Service department call detail
2. Date of visit
3. Service report no and date
4. Estimate date and amount.
5. Date proposal moved
6. Date of issue of supply order
7. Date equipment made functional
8. Date of payment
SIGNATURE I/C Stores
Page 75 of 81
Annexure IX (Supplementary Record Register)

Date Detail of workDate of call forDate of completion of RepairSignature ward
(Breakdown, PMS, Non-Repair /Department
Working Etc...)
Page 76 of 81
Annexure-X
Equipment Log Book
Total no of days equipment was not-functional- days x
100
ESSENTIAL INFORMATION SHEET FOR EQUIPMENT
Name of The Equipment
1
2 Whether Covered Under (Please Tick)
Date of Installation
3
Cost of Equipment
4
Amount Spent on Equipment till Date
5
(a) On AMC/CAMC
(b) On Repair
6 Details of Requisite Repair (As Per Service Report of The Engineer

of Firm)
7 Estimated Guarantee of The Required Repair as Per the Vendors

Estimate.
8 Estimated Guarantee of The Required Repair As Per The Estimate

Of HoD Of The User Department.
Is Machine Under AMC/CAMC Or Not

9
If Yes; Validity Period
If No; Please Give Reason, And Whether It Is Required or Not
10 Justification of HoD For the Repair
Any Other Information (Enclose Separate Sheet)

11
NOTE: TO BE FILLED BY USER DEPARTMENT, FOR EVERY REPAIR WORK.
Signature I/C
Signature HOD
Page 77 of 81
Annexure-XI
Equipment History Sheet
Name of Department:
Name of Equipment
Serial No of The Equipment
Date of Procurement
Cost of Equipment
Date of Installation
Name of Supplier
Address of Supplier
Contact Details of Supplier
Name and Tel. No. Of Contact Person
Spare Part Inventory If Any
Technical Manual If Any
AMC If Yes
Guarantee Period
Warrantee Period
Life of Equipment If Any
Up Time / Down Time (Annual)
Annual Cost of Maintenance
Comments of User Department Regarding
Utilization & Essentiality of Equipment
History of Repairs if any
Remarks
Signature I/C Stores Signature of HOD ( User Department)
Page 78 of 81
Annexure-XII
Checklist to be incorporated in HIS/ERP for management of Digital Inventory Record:
1. Sub Group Name (For Equipment Inventory, select Equipment, For Instrument
inventory select Instrument.)
2. Select Equipment Name
3. Mention Equipment Model If model not mentioned select Model Not Available)
4. Mention Manufacture, it should reflect automatically after selection of
Equipment Model
5. Serial No.
6. Equipment Status (Functional / Nonfunctional Repairable / Nonfunctional not
repairable / Installation Pending / Not in use)
7. Reason (Work properly/Site is not ready/Budget not Allocated/etc.)
8. Purchase Rate/Unit
9. Commissioning of Equipment
10. If received in Donation select Item is Donated
11. Stock Register Page No. where Equipment entry has been done
12. Received Date (Equipment received in store)
13. BID No. (Tender No.)
14. BID Date (Tender Date)
15. P.O. No. (Purchase Order No.)
16. P.O. Date s (Purchase Order Date)
17. Bill No.
18. Bill Date
19. Supplied by
20. Installation Start Date
21. Installation End Date
22. Company Contact Detail /Contact Number
23. Ref. No. Installation Copy Ref. No.)
24. Ref. Date
25. Scanned copy of File regarding Purchase Order, Installation report (upload)
Page 79 of 81
Annexure-XIII
Factsheet of the Equipment recommended for Condemnation
(Note: Include documentary evidence, in support of the data)
Name of the Department:
Name of the Equipment:
Site / Place of installation:
Current Location:
Sl. Details of the Equipment

No.
1. Make
2. Model No.
3. Supply Order No.
4. Serial No.
5. Manufacturer / Supplier
6. Indian Agent
7. Purchase Cost (In INR)
8. Date of Purchase
9. Date of Installation
10. Warranty Expired on
11. Total expenditure on repair (CMC /

AMC)
12. Depreciation amount
13. Non-functional / out of use since

when?
Page 80 of 81
14. Expected Functional Life as laid down

by the manufacturer
15. External Expert's
Recommendation, if applicable
16. Residual or Depreciated value of the
equipment (enclose calculation sheet)
17. Does the equipment have any Bio-
hazards, if so, necessary permission
from appropriate authorities to be
enclosed?
18. Stock Book Entry Page No.
19. Reason(S) For Condemnation (Please tick mark all that apply) :
Beyond economic repair
Inability to get spares
Clinically obsolete
End of life (as declared by manufacturer)
Running cost of equipment if very high
Any other (Specify)
20. This is being certified that this equipment has not been condemned earlier.
21. Notes:
1. Fill separate form for each equipment
2. Separate form is required if an equipment has come as an accessory with
the main equipment.
3. For additional information, please attach a separate sheet.
4. Price conversion in Indian rupees in case of imported equipment.
Page 81 of 81

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ESIC - Medical Equipment Manual

ESIC - Medical Equipment Manual

S. Title Page No.

3. Equipment Procurement Guidelines 07

4. Steps involved in Equipment procurement 09

5. Equipment Procurement cycle 10

8. Technical Specification framing committee 16

9. GeM Bid Creation Committee 17

10. GeM/GFR provisions 18

11. Bid Opening Committee 32

12. Technical Evaluation of bids 33

13. Price Bid opening and Rate finalization 34

14 Equipment Management and Maintenance Guidelines 38

16 Hospital Management Committee 45

17 Guidelines for condemnation of medical equipment 47

19. Annexure I (Performa of Equipment -demand performa) 63

20 Annexure II (Consignee Receipt Certificate) 67

21 Annexure III (Inspection Report) 68

22 Annexure IV (Installation & commissioning certificate) 69

23 Annexure V (Final Acceptance Certificate) 70

24 Annexure VI (Format for capturing unutilized equipment 71

25 Annexure VII (Equipment Audit Format) 72

26 Annexure VIII (Inventory Record Management) 74

27 Annexure IX (Fault reporting Performa) 75

28 Annexure X (Equipment log Book) 77

29 Annexure XI (Equipment history sheet) 78

30 Annexure XIII (Factsheet of equipment recommended for 80

F. Equipment Maintenance: A set of activities conducted to keep an equipment

I. Diagnostic – Used in estimation of body potentials, blood values, imaging and

II. Therapeutic – Used with radiation energy, prosthetic and orthopedic

III. Monitoring of body parameters and analysis of hospital environment.

IV. General – Equipment used in routine patient care, CSSD etc.

V. Medical Equipment may be used for medical research and education.

ESIC MEDICAL EQUIPMENT MANUAL

Equipment Manual comprises of mainly:

Need for Medical Equipment Manual:

Vision of the Medical Equipment Manual:

Mission of the Medical Equipment Manual:

Objectives of t h e Medical Equipment Manual:

a) Effective and efficient procurement of Medical Equipment following Statutory

THE FIVE R’s OF PROCUREMENT:

3. EQUIPMENT PROCUREMENT PROCEDURE & GUIDELINES

3.1 Procurement of equipment is decentralized in ESIC i.e Deans/Medical Superintendents of

3.4 Procurement of Medical Equipment is done through GeM (Government e Marketplace) in

4. Steps Involved in Equipment Procurement

(i) Demand Generation.

(ii) Evaluation of demand.

(iii) Approval for initiating procurement.

(iv) Constitution of Technical Specification and Cost Estimation Committee.

(v) GeM Bid Creation Committee

(vi) Technical Evaluation Committee.

(viii) Financial concurrence followed by final sanction by Dean/ Medical Superintendent.

(ix) Issue of supply order.

(xi) Final Acceptance Certificate.

(xii) Updation of Online Inventory

(xiii) Processing of Payment.

(xiv) Updation of entry in Medical Equipment Dashboard.

Sanction/approval to be sought from Hqrs

Inventory & Documentation

C. EQUIPMENT DASHBOARD-FUTURE REQUIREMENTS

3. Demand Against Condemnation

Following parameters may be considered for evaluation of Demand: -

(i) Requirement in terms of need,

(ii) Availability of infrastructure and Manpower,