TPC & DELIGATIONOF POWERSLAKSHMAN SINGHJWM/OFILKN

Procurement MethodologyThe following steps are involved in Local purchase of an item:-Scrutiny of SHIS or computerized MPS. This becomes an authority for taking procurement action. Taking decision whether procurement to be made by open tender or limited tender or single tender.Preparation of vender list to whom T.E. are required to be issued in case limited or single T.E. These are issued to registered contractors only.Issue of TE:- In case of LTE or STE the tenders are issued directly to the contractors. In case of open TE , it is sent to DAVP for advertising in news papers.

Procurement Methodologyv) Opening of tenders on scheduled date and time.

vi) Preparation of CST and Recommendation of user to be obtained.

vii) Preparation of brief of the case and circulated to all members of TPC.

viii) The dates of the meetings of TPC should be notified sufficiently in advance so that the briefs and relevant files can be studied by the committee members

TPCTender purchase Committees (TPCs) have been constituted under orders of OFB(OFB Order no.359/BS dt.21.02.1989) as amended from time to time. Scrutiny of tenders for purchase of stores at Headquarters as well as factories detailed hereunder:-

TPCAll Members should be made to resolve differences through personal discussion instead of making to and fro reference in writing. Where it is considered necessary to keep record of such discussion, agreed minutes should be drawn up and recorded.Financial consultation is distinct from financial concurrence

TPCThe basic purpose in delegating powers is to enable the factories to keep readiness the inputs and achieving the production targets without any let up or hindrance. The exercise of powers in consultation with finance is intended to bring in financial expertise in the decision making process.

TPC at OFBLeval IFor procurement of store above Rs. 50 Crores RE and FE.& above Rs. 3 Corers Re for Single Tender/ Proprietary items

TPC at OFB(B)Level II (A) For Procurement of Stores value between Rs. 35 Crores and Rs.50 Crores. RE &FE(B) In The case of Single Tender and proprietary Items, the Committee exercise the financial power between Rs.2 Crores to Rs. 3 Crores.

TPC at OFB(C ) Level III (A) For Procurement of Stores valued between Rs. 20 Crores and 35Rs. Crores (B) Upto Rs. 2 Crores in case of Procurement of Single tender and Proprietary items.

TPC at FactoriesLevel IFor purchases of stores/ components etc. exceeding Rs. 5 Crores & up to 20 Crores in each case.

TPC at FactoriesLevel II:For Purchase of stores/ components etc. exceeding Rs.1 Crore and up to Rs. 5Crores in each case.

TPC at Factories Level III;For Purchase of stores/ components etc. exceeding Rs. 25Lakhs and up to 1Crores in each case.

TPC at Factories( C) level IV;For Purchase of stores/ components etc up to Rs. 25 Lakhs in each case.

NoteDue to unforeseen reasons, if the Chairman of any TPC is out of station or on leave, the next senior member of the relevant TPC may conduct its proceedings, depending upon the urgency. However, the minutes of the TPC meeting will be got approved by the Chairman of the relevant TPC on his return.

Preparation of TPC minutes Minutes of the TPC proceedings clearly bringing out its recommendations/ decisions should be prepared by the Member Secretary immediately after the committees deliberations are concluded. He should get all the copies of the minutes signed by all the Members and distribute the copies to each Member.TPC recommendations/decisions will provide necessary authority for placing orders only after completion of above formalities.

PREPARATION OF BRIEF FOR TPCThe brief giving details as per the following Performa be prepared by the purchase Officer.Name of Store:Whether Single Source/PAC:Type of Tender Enquiry:Date of issue & Opening of TE:No. of Established firms available

PREPARATION OF BRIEF FOR TPCWhether any established firm &past suppliers has been excluded from TE? If so, Reason thereof:Quotation received from No. of firms:Tender Quantity:Quantity in MP Sheet;Delivery required as per TE: Likely Value of order;

PREPARATION OF BRIEF FOR TPCLast Purchase Rate (LPR) giving details of S.O. and name of firm:Lowest Rate Received:Ist Lowest:IInd Lowest:Average proven capacity of firms quoting; (Based on orders executed in last 3 years or last 3orders which ever is covering more period)

PREPARATION OF BRIEF FOR TPCRequirement:- End Store, Unit Requirement, Target for the Year. Requirement for the YearTotal availability since 1st April of the year:Total Dues (if any portion of the Dues are doubtful, the fact should be brought out with clear reasons including remedial measures taken)

PREPARATION OF BRIEF FOR TPCNet deficiency, with justification, if TE qty. is different:Date of recommendatory TPC-I (for cases being sent to OFB) of Factory:Date of sending the case to OFB:Remarks:Recommendation of Fy. TPC-I

CRITERIA FOR TENDER SELECTIONThe TPC will give proper weight age to each of the following factors whiles selecting the offers.Price quotedDelivery PromisedCapability and reliability of the concerned firms (s) as indicated by their past performance and the latest facilities. Load factor i.e. whether the concerned firm is already holding orders and if so, how much more they can be realistically expected to supply within the required DP.Comparison may also be made with price of similar stores.

DIFFERENCE OF OPNION In case where it is not possible to come to consensus and differences persist amongst members of TPC, the reasons for dissent of a member should be recorded. When chairman of the TPC finds the dissent as unconvincing, he can overrule such dissent notes after recording reasons for doing so clearly. Chairman of TPC shall be fully responsible for such decisions.

After the decision is taken in such cases, the matter will be brought to the notice of next higher authority.

PREPARATION OF TPC MUNUTES:Minutes of the TPC proceedings clearly bringing out its recommendations /decisions should be prepared by the Member Secretary immediately after the committees deliberations are concluded. He should get all the copies of the minutes signed by all the Members and distribute the copies to each Member. TPC recommendations/decisions will provide necessary authority for placing orders only after completion of above formalities.

LAKSHMAN SINGHJWM/OFILKN