1. ROLES & RESPONSIBILITIES AS BID CO-
ORDINATOR

2.  Tendering is the process of making an
offer, bid or proposal, or expressing
interest in response to an invitation or
request for tender. Organizations will
seek other businesses to respond to a
particular need, such as the supply of
goods and services, and will select an
offer or tender that meets their needs
and provides the best value for
money.
 Tender request documents; also
referred to as invitations to tender,
Requests for Tender (RTF), Requests
for Proposal (RFP) etc

3.  Government departments, offices and
agencies.
 Private sector companies and businesses.
 Non Government Organizations.
 Overseas markets and businesses.

5.  SALES TAX DEPT./ TIN NO.
 SERVICE TAX DEPT.
 EPF DEPT.
 ESI DEPT.
 DIGITAL SIGNATURE CLASS-III.
 PAN NO. -INCOME TAX DEPT.
 ISO CERTIFICATION.
 DIC->MSME->NSIC.
 CURRENT A/C IN BANK.
 LIMIT IN BANK FOR BANK GUARANTEE.
 ENLISTMENT IN GOVT. DEPT.

6.  WORK COMPLETION CERTIFICATE &
LOA.
 MANPOWER LIST.
 T&P/T&T/EQUPIMENT LIST.
 REQUIRED LICENCE ACCORDING WORK.
I.E. LABOUR LICENCE/ GROUP
INSURANCE/ TANSIT INSURANCE
(MARINE CARGO).

8. GOVERMENT
PORTALS
PRIVATE SITE
SUBSCRIPTIONS
TENDER SEARCH

11. STEP:1
• http://eprocure.gov.in/eprocure/app
• REGISTERATION WITH COMPANY DETAILS /
• SOME SITES CHARGE PORTAL FEE
STEP:2
• GET THE LOGIN ID AND PASSWORD ON REGISTERED E-MAIL ID.
• SIGNING WITH LOGIN ID AND PASSWORD.
• MAP THE DIGITAL SIGNATURE.
STEP :3
• SEARCH THE WORK CONTRACTS
• SERACH THE PROCUREMENT & SUPLLY CONTRACTS

12. SERVICE: REPAIR AND
MAINTENANCE
PROCUREMENT
AND SUPPLY

13. TENDER PARTICIPATION IN TWO WAY
CONSORTIUM
{USING CREDENTIALS OF SUB-
CONTRACTOR/SUPLLIER /
DEALER}
DO THE
AGREEMENT
GET THE
AUTHORIZED
DEALERSHIP
CERTIFICATE
USING OWN
CREDENTIALS

14. STEP:1
SEARCH THE
TENDER ON
PORTAL
STEP:2
DOWNLOAD NIT
(NOTICE
INVITING
TENDER)
STEP:3
READ THE PQR
(PRE-
QUALIFICATION
REQUIREMENTS)
STEP:7
GET THE
APPROVAL
STEP:6
IF,
PARTICIPATION IS NEEDED
TO BE DONE WITH THE
CREDENTIAL OF OTHER
PARTY (AGREEMENT WITH
THE SUB-CONTRACTOR)
STEP:4
DOWNLOAD THE
COMPLETE
TENDER
DOCUMENTS &
DO MEETINGS
STEP:5
DISCUSSION AND COORDINATION WITH DEPARTMENTS
TECHNICAL
AND SALES
DEPARTMENT
FINANCE
DEPARTMENT
LEGAL
DEPARTMENT

15. STEP:8
PREPARATION OF
COST OF TENDER
DOCUMENTS IN THE
FORM D.D/BANKER’S
CHEQUE OTHERS
STEP:9
PREPARATION OF EMD
IN THE FORM D.D/FDR/
BANK GUARANTEE/
BANKER’S CHEQUE
OTHERS
STEP:10
ADD
PREQUALIFICATION
REQUIRED
DOCUMENTS
STEP:11
DULY FILLED , SIGNED
AND STAMPED THE
TENDER DOCUMENTS
& PQR DOCUMENTS
STEP:12
IF , MANUAL TENDER
THEN FILL THE PRICE
BID ALSO
STEP:13
SCAN ALL THE
DOCUMENTS FOR
E-TENDERING
STEP:14
SEND THE HARD
COPY OF
DOCUMENTS
STEP:15
ATTACHED THE ALL
DOCUMENTS ON
PORTAL
STEP:16
FILL THE BOQ /PRICE
BID ONLINE

16. TENDER DOCUMENTS PREPARATION:
•COST OF TENDER DOCUMENT/ NSIC CERTIFICATES.
•EMD (EARNEST MONEY DEPOSIT)/ NSIC CERTIFICATES.
•ISO CERTIFICATION.
•SERVICE TAX, SALES TAX, PAN CARD, PF , ESI, ECS
FORM.
•ITR FOR PAST THREE YEARS.
•BALANCE SHEET , P&L FOR PAST THREE YEARS.
•TURNOVER CERTIFICATE FOR PAST THREE YEARS.
•WORK ORDERS / LETTER OF AWARDS WITH
COMPLETION CERTIFICATES PERFORMED LAST SEVEN
YEARS.
•ANNEXURES/ FORMS/ DECLARATION/ AFFIDAVIT/
AGREEMENT/ INTEGRITY PACT.
•GROUP INSURANCE, PF CHALLANS, SERVICE TAX
CHALLANS, LABOUR LICENSE, INDEMNITY BOND.
•EMPLOYEE LIST/DETAILS.
•EQUIPMENTS/T& P LIST.
•BAR CHARTS/ WORK COMPLETION SCHEDULE.
•OTHERS AS PER TENDER REQUIREMENTS.
•DULY SIGNED AND STAMPED EACH PAGE OF THE
TENDER DOCUMENTS.

17. • This is to certify that our offer is exactly in line with
your tender enquiry. This is to expressly certify
that our offer contains no deviation either
Technical or Commercial in either direct or indirect
form.
No Deviation
Declaration
• We hereby undertake that we have studied and
understood all the terms and conditions as
mentioned in tender document(including ITB,
GCC, SCC and Technical Specifications of
items)and we agree to abide by the same
unconditionally.
Undertaking
• We hereby declare that , we have not been
banned/de-listed/blacklisted from business by
any PSU or Govt. Department during the last
three years.
Declaration for
De-Listing
Declaration
regarding taxes &
duties
All applicable taxes & duties including ED, VAT/sales
tax, Service Tax, other levies and charges etc. on
items against tender specification have been
mentioned in the price bid.

18. ESTIMATED
COST
TAXES &
DUTIES
PACKAGING
/FORWARDING
/INSURANCE
MAKE/MODELS

19.  SERVICE TAX 14.5% {@14%+0.5% Swachh Bharat Cess
(SBC)}.
 SALES TAX/VAT APPLICABLE
STATWISE(UP @14% , against FORM ‘C’ @2%).
 ENTRY TAX APPLICABLE STATWISE (i.e.
5% for H.P.)
 EXCISE DUTY IF APPLICABLE.
 ENVIRONMENTAL CESS.

20. 0 5 10 15 20
Category 1: DISMANTLING OF THE
UNIT.
Category 2: POST-DISMANTLING
INSPECTION &TESTING/…
Category 3 : ROOT CAUSE ANALYSIS.
Category 4 :REPAIR OF THE
DISMANTLED ASSEMBLIES AT…
Category 5 :REPAIR OF THE
DISMANTLED ASSEMBLIES AT…
Category 6: REASSEMBLY & RE-
COMMISSIONING OF THE UNIT AT…
Days
work
Chart Title

21.  TECHNICAL /
COMMERCIAL BID
OPENING
 FINANCIAL BID OPENING

22. STEP-1
• RECEIPT OF LETTER OF INTENT (if negotiation or clarification of rates is not
required)
STEP-2
• RECEIPT OF LETTER OF AWARD
STEP-3
• AGREEMENT PROCEES WITH DOCUMENTS
• 1) STAMP PAPERS. 2) SECURITY DEPOIST @10% OR CAN MERGE EMD.
STEP-4
• MOBILIZATION WITH MACHINES, MANPOWER, MATERIAL,
MONEY AND DETAILED RECORD.
STEP-5
• GET THE LABOUR LICENCE
• GET THE GROUP INSURANCE
STEP-6
• GET THE DAILY WORK PROGRESS REPORT
• LIASIONING WITH SITE IN-CHATRGE
• COMPLETION OF WORK
• PAID SALARY MONTHLY AND WAGES OF EMPLOYEE OR WORKERS
• DEPOSIT EMPLOYEE PROVIIDENT FUND MONTHLY
LOWEST BID (L1)

23. STEP-7
• PREPARATION & SUBMISSION OF FINAL BILL / RUNNING BILL WITH
DOCUMENTS :
• 1) MASTER ROLL. 3) LETTER OF AWARD COPY.
• 2) PF CHALLAN. 4) SERVICE TAX CHALLAN.
• 5) INDEMINITY BOND. 6) INSURANCE COPY, Etc.
STEP-8 • RECEIVE THE PAYMENT AS PER PAYMENT CLAUSE.
STEP-9
• GET THE WORK COMPLETION CERTIFICATE.
STEP-10
• RECEIVE THE SECURITY AMOUNT AFTER SUCCESSFUL
COMPLETION OF DEFECT LIABILITY PERIOD (12 or 18 month).
STEP-11
• DE-MOBILIZATION OF SITE.
STEP-
12
• RECORD SUBMISSION IN HEAD OFFICE.

24.  PREPARATION OF COMPARATIVE STATEMENT.
 RE-EVALUATION OF RATES.
 FIND OUT THE ALL POSSIBLE REASONS AND
TRY TO SOLVE IT.
 PREPARATION FOR FUTURE TARGET.
 KEEP THE RECORD: SAVE IT MANUALLY AND
ELECTRONICALLY.
 REQUEST LETTER FOR EMD RETURN.

25. EMD
Details
Work in
progress
T&P
Details
Employee
Details
Payment
Details
Tax
Details
Bills
Details
Expenses
Details
LOA : Letter
of Award
Details
Security
Deposit
Details
Suppliers
Details
Material
Details /
Store
Details
Contract-
wise
Correspon
dence
Work
Invoices
Bank
Details
Web-
portals
details
Certificatio
n details
Vehicles
details
Stationery
Completed
Project
Details