Annexures to
MATERIAL MANAGEMENT
AND
PROCUREMENT MANUAL
For Ordnance Factories
ORDNANCE FACTORY BOARD
KOLKATA
NOVEMBER 2005
CONTENT
Annexure-1 Inter Factory Demand.
Annexure-2 Bank Guarantee Format for furnishing EMD.
Annexure-3 Bank Guarantee Proforma for furnishing Performance Security.
Annexure-4 Form of letter to be addressed to Bank for verification of BG.
Annexure-5 Format for refund of Security Deposit.
Annexure-6 Extract of Rule 189 & 190 of Central Accounts Receipt and Payment.
Annexure-7 Rule 190: Procedure for repayment of lapsed deposits.
Annexure-8 Instruction of tender and Instruction to Tenderer (DGOF/MM-1)
Annexure-9 Schedule to Tender (DGOF/MM-1B).
Annexure-10 Annexure to Schedule to Tender (DGOF-1C ).
Annexure-11 Tender (DGOF/MM-2).
Annexure-12 Special Instruction to the Tender (DGOF/MM-3).
Annexure-13 Compliance Statement (DGOF/MM-4).
Annexure-14 Standard Format of supply Order.
Annexure-15 Acknowledgement of A/T.
Annexure-16 Instruction to Tenderer (DGOF/MM-16)
Annexure-17 Special Instruction (DGOF/MM-27)
Annexure-18 Tender Enquiry Advertisement (DGOF/MM-15)
Annexure-19 Attendance Report for Tender Opening (DGOF/MM-18)
Annexure-20 Spot Comparative Statement (DGOF/MM-19)
Annexure-21 Data Sheet (DGOF/MM-22)
Annexure-22 Measures for reducing advertisement cost.
Annexure-23 Format for extension of DP(DGOF/MM-31)
Annexure-24 Extension of DP (DGOF/MM-32)
Annexure-25 Draft notice to supplier when supplies has neither acknowledged nor
Acted upon the DP Extension
Annexure-26 Extension of DP at reduced price.
Annexure-27 Performance note for not submitted advance sample (DGOF/MM-30)
Annexure-28 Letter for collecting additional information from the supplier after breach
Of contract.
Annexure-29 Short closure and cancellation of S.O.(DGOF/MM-33)
Annexure-30 Proforma for sanction of airlift.
Annexure-31 Letter for final payment (DGOF/MM-34)
Annexure-32 Closure of S.O.(DGOF/MM-37)
Annexure-33 MofD letter dated 11.6.1973 on Provision Procedure.
Annexure-34 OFB U.O.No. 10/6/mm dated 23.4.1999
Annexure-35 OFB letter no. 517/vendor/MM dated 7.8.1985
Annexure-36 OFB letter no. TU/TN/7401/Policy/Inventory dt. 21.5.1981
Annexure-37 Member/P&MM circular no.10/6/mm dated 8.10.1982
Annexure-38 Decentralization of Procurement of exclusive items
Annexure-39 Member/P&MM circular 10/6/MM dt. 30.12.1987
Annexure-40 DDG/SP circular No. 14/4/LP/MM dt. 4.10.1988
Annexure-41 Circular dated 27.12.90 from DDG/SP for purchase of ‘A’ class item
under OFB’s power.
Annexure-42 Mof D letter no. 4(14)/92-D(S-II) dated 7.8.92on placement of orders
On production agency.
Annexure-43 OFB circular no 14/4/LP/MM (VOL-XI) dated 7.6.95.
Annexure-44 OFB letter no 14/4/LP/MM (P&C) DATED 2.1.2002.
Annexure-45 OFB letter no 01/GENL/SP/3 dated 8.6.1990 on Procurement of imported spares: FE release.
Annexure-46 Clarifications on sale of NF-scrap to SSI units and export units
Annexure-47 Time frame for purchase case [single commercial bids]
Annexure-48 Time frame for purchase cases {Two bid system}
Annexure-49 Disposal of stores.
Annexure-50 Provisional payment of charged expenditure-revised procedure- regarding.
Annexure-51 INCOTERMS – 2000
Annexure-52 Standard form for intimating firms regarding rejection of their offer.
Annexure-53 Demand Note (Form A) to firm when Arbitral award is in favour of purchaser.
Annexure-54 Demand Note (Form B) to firm when the Arbitral award is against the purchaser and it has been decided not to go for appeal.
Annexure-55 SOP for Input Inspection.
Annexure-56 SOP for Vendor Registration and capacity verification.
Annexure-57 Procurement of stores on the basis of single vendor system.
Annexure-1
INTER FACTORY DEMAND
Date………..
No………………………….
To
The General Manager
…………………….Factory
(*…………………………/*Thro’ Inspector of………………………….)
Store / Specification DrawingOr
Pattern / Number
Or Quantity
required / Inspection by Factory or Ins Section / Date by which required / (a) Open extract
(b) Issue Order
(c ) Purchase & Issue / PDC
The above mentioned stores are required. General Manager
Only when I.S.Inspection is required in which case Factory
an additional copy for retention by Inspector will be necessary Indentor
Concurred in
D.A.C.A.F.A
………………Factory
(Indentor)
II
No………………. Date…………….
Accepted and returned
To
The G.M. GM
………………………Factory ……………….Factory
(Indentor) (Supplier)
Copy to:
The D.A.C.A.F.A…………………. …………….....Factory
(Supplier)
Annexure-2
BANK GUARANTEE FORMAT FOR FURNISHING EMD
Whereas…………………………………………………………………………………………….
(hereinafter called the “tenderer”)
has submitted their offer dated …………for the supply of………………………………………………..
(hereinafter called the “tender”
know all men by these presents that we…………………………………………………………………….
Of…………………………………having our registered office at…………………………………………
(hereinafter called the “bank”
are bound unto…………………………………..in the sum of……………………………………………..
( hereinafter called the “Purchaser”)
for which payment will be truly to be made to the said purchaser, the bank binds itself, its successors and assigns by these presents. Sealed with the Common Seal of the said bank this……………….day of……...
……………….19…/20…..
THE CONDITIONS OF THIS OBLIGATION ARE:
(1) If the tenderer withdraws or amends, impairs or derogates from the tender in any respect within the period of validity of the tender.
(2) If the tenderer having been notified of the acceptance of his tender by the purchaser during the period of its validity.
a. If the tenderer fails to furnish the Performance Security for the due performance of the contract.
b. Fails or refuses to execute the contract.
We undertake to pay the purchaser up to the above amount upon receipt of its first written demand, without the purchaser having to substantiate its demand, provided that in its demand the Purchaser will note that the amount claimed by it is due to it owing to the occurrence of one or both the two conditions, specifying the occurred condition or conditions.
This guarantee will remain in force up to and including 45 days after the period of tender validity and any demand in respect thereof should reach the Bank not later than the above date.
……………………….
(Signature of the Bank)
Annexure-3
BANK GUARANTEE PROFORMA FOR FURNISHING PERFORMANCE SECURITY
In consideration for the President of India (hereinafter called “the Government”) having agreed the exempt……………………………………(hereinafter called “the said Contractor (s)” from the demand, under the terms and conditions by an agreement dated…………………made between…………………………………and……………………..of Performance Security for the due fulfillment of the said contractor (s) of the terms and conditions contained in the said agreement on production of Bank Guarantee for Rs………………. (Rupees……………………………………..
(indicated in the name of the Bank)
Bank”) at the request of…………………….Contractor (s) do hereby undertake to pay to the Government an amount not exceeding rs…………………… against any loss or damage caused to or suffered would be caused to or suffered by the Government by reason of any breach of the said Contractor (s) of any of the terms or conditions in the said agreement.
2. We ……………………… do hereby undertake to pay the amount due and payable under this Guarantees without any demur, merely on a demand from the Government stating that the amount claimed is due by way of loss or damage caused to or would be caus4ed to or suffered by the Government by reason of breach by the said contractor (s) of any of the terms and conditions contained in the said agreement or by reason of the contractor (s)’s failure to perform the said agreement. Any such demand made on the Bank shall be conclusive as regards the amount due and payable by the Bank under this guarantee. However, our liability under this guarantee shall be restricted to an amount not exceeding Rs…………………………..
3. We undertake to pay the Government any money so demanded notwithstanding any dispute or disputes raised by the contractor (s) / supplier (s) in any suit or proceeding pending before any court or Tribunal relating thereto liability under this present being absolute and unequivocal.
The payment so made by us under this Bond shall be a valid discharge of our liability for payment there under and the contractor (s) / supplier (s) shall have no claim against us for making such payment.
4. We ……………………. Further agree that the guarantee herein contained shall remain in full force and effect during the period that would be taken for the performance of the said Agreement and that it shall continue to be enforceable till all the dues of the Government under or by virtue of the said Agreement have been fully paid and its claim satisfied or discharged or till ……..that the terms and conditions of the said Agreement have been fully and properly carried out by the said Contractor (s) and accordingly discharges this uarantee. Unless a demand or claim under this uarantee is made on us in writing on or before the ……………….guarantee thereafter.
5. We …………………….further agree with the Government that the overnment shall have the fullest liberty without our consent and without affecting in any manner our obligations hereunder to vary any of the terms and conditions of the said Agreement or to extend time of performance by the said Contractor (s) from time to time or time or to postpone for any time or from time to time any of the powers excisable by the Government against the said contractor (s) and to forebear or enforce any of the terms and conditions relating to the said greement and we shall not be relieved from our liability by reason of any such variation or extension being granted to the said contractor (s) or for any forbearance, act or omission on the part of the Government or any indulgence by the Government to the said contractor (s) or by way such matter or thing whatsoever which under the law relating to sureties would, but for this provision, have effect of so relieving us.
6. Notwithstanding anything contained herein above our liability under the guarantee is restricted to Rs……………….. and shall remain in force until. Unless a claim or suit under this guarantee if filed with us on or before ………………. ALL OUR RIGHTS UNDER THE GUARANTEE SHALL BE FOREFEITED and the Bank shall be relieved and discharged from all liabilities therein.
7. This Guarantee will not be discharged due to the change in the constitution of the Bank or the Contractor (s)/ Supplier (s).
8. We, …………………….. lastly undertake not to revoke this Guarantee during its currency except with the previous consent of the Government in writing.
Dated the …………………………… date of …………………….. 1999/2000
For…………………………………………………...
( indicate the name of Bank )
Signature…………………………………………….
Name of the officer………………………………….
( in block capital)
Designation of
Code No……………………………………..
Name of the Bank and Branch……………………
Annexure-4
FORM OF LETTER TO BE ADDRESSED TO BANK FOR VERIFICATION OF BANK GUARANTEE
REGISTERED ACKNOWLEDGEMENT DUE
To
……………………………..i) Bank Concerned
……………………………..ii) head office of the Bank
Sub: Bank Guarantee- Verification of.
Sir,
With reference to our Contract No…………………………………placed on ………………… a Bank Guarantee No…………………….dated……………..for Rs……………issued from…………. Bank located at ………………….(Photostat copy of Bank Guarantee enclosed) has been received.
It is requested that the genuineness of the Bank Guarantee may be verified and intimated to the undersigned at the earliest.
Encl. : As above.
Yours faithfully,
( )
For and on behalf of the Purchaser
Annexure-5
FORMAT FOR REFUND OF SECURITY DEPOSIT
To
The…………………………..
(Purchase Officer)
……………………………….
……………………………….
Sir,
This refund of Performance Security Deposit amounting to Rs………………...(Rupees……
………….. only) against us and therefore its repayment may please be arranged. Necessary receipt duly stamped is given hereunder in Part-B.
It is certified that I/ We, have not received any complaints from the consignees regarding non-receipt, shortage or defects in the stores supplied under the contract.
(Signature of the Contractor)
PART-B
Received from ………………… the sum of Rs………………amount in refund of my/ our Performance Security Deposit in full in respect of-
Contract No………………………………………………………………
Station……………………………………………………………………
Dated……………………………..
(Contractor’s dated signature)
( Revenue Stamp for sums exceeding Rs. 20/- should be affixed )
PART-C
( TO BE FILLED BY THE PURCHASE OFFICER )
It is certified that no demands against the above contractor are outstanding in the record of this office and that the instant Security Deposit is free from Government Claims in terms of clause 7(4), 18 and 18A of General Conditions of Contract as far as A/T No……………….. is concerned and can be refunded to the Contractor by A/c Payee Cheque.
Signature……………………….
Designation…………………….
PART-D
( FOR USE IN ACCOUNTS OFFICE )
Pay Rs……………………………………….(Rupees………………………………)
Annexure-6
EXTRACT OF RULES 189 AND 190 OF CENTRAL ACCOUNTS
RECEIPT AND PAYMENT
“Rule 189. LAPSED DEPOSITS- (1) At the close of March every year.
(a) deposits not exceeding twenty-five rupees unclaimed for one whole account year, or residuary balances not exceeding the said amount out of deposits partly repaid during the year then closing and
(b) all deposits or balances in excess of the aforesaid amount, unclaimed fpr more than three complete account years, shall be credited to the Government under the Consolidated Fund, keeping necessary note in the register of deposits. In the case of deposits, the detailed accounts of which are kept by departmental officers, a list of deposits and balances thus lapsing shall be prepared by them and sent to the Accounts officer in accordance with the relevant directions.
NOTE 1: For the purpose of this rule, the age of a repayable item or of a balance of it. May be reckoned as dating from the time when the item or the balance, as the case may be, was initially deposited. If, however, a repayable item deposited by a party in connection with a contract or supply order is on request, decided to be reckoned as deposit against a subsequent contract or supply order awarded to the same party, the age of the item will be calculated with reference to the date of the latter.
NOTE 2 : (1) Such of the deposits (or balances of deposits ) referred to in (b) of sub-rule (1) which pertains to contract, supply order that are under litigation or arbitration shall not be deemed as “ unclaimed deposits” for the purpose of crediting to Government under this rule. They should, nevertheless, be listed out distinctly along with relevant particulars so as to facilitate action for releasing the deposit, or for forfeiting it, depending on the judgement or award at the conclusion of the litigation or arbitration. Relevant xlaim will require pre-check by the Accounts Officer before repayment.
(2) However, in the case of certain departments such as Central Public Works department and Salt Department, which maintain detailed account of deposits themselves, the age for the purpose shall be reckoned with reference to the provisions in the concerned authorized departmental regulations.
Annexure-7
RULE 190: PROCEDURE FOR REPAYMENT OF LAPSED DEPOSITS
(1) Deposits, the detailed accounts of which are required to be kept by the departmental officer and which are credited to Government under provisions of Rule 189 cannot be repaid without pre-check by the Accounts Officer. On receipt of bill in Form GAR 46 (along with the original departmental receipts issued to the refundees) from the departmental officer concerned, the Accounts Officer will pass the bill after checking that the item is covered to the credit of Government and that the claimant’s identity and title to the money are certified by the departmental officer who signs the application for the refund. The amount of the bill may, wherever necessary, be paid to the departmental officer on affixing his signature in token of receipt in the space provided for “Claimants’ signature” in the bill after scoring these words.