Minutes of Meeting - Steering / Procurement Committee Meeting

GOVERNMENT OF THE PUNJAB
ENERGY DEPARTMENT
MINUTES OF MEETING – STEERING/PROCUREMENT COMMITTEE MEETING DATED 10.11.2012
Subject:
CHIEF MINISTER’S UJAALA PROGRAMMEE.
A meeting was held under the Chairmanship of Chairman P&D Board on 10-11-2012 at
10:00 am in the Committee Room of P&D Department to discuss the Progress Report of the subject
cited program and to seek guidance for further proceeding in the project. The discussion held and the
recommendations & decisions taken in the meeting are as under:
1) The Steering Committee decided that 60 days time is sufficient to deliver entire assignment. No
further extension was allowed.
2) The Steering Committee approved LDs @ 0.2% / day on undelivered SHS system instead of
total contract price.
3) The proposal about droppage of air lifting options in the bidding document was not approved.
4) The steering committee did not agree with mobilization advance. The committee was of the
view that opening of local LC in favor of contractor is sufficient.
5) The provision of local irrevocable confirmed at sight LC is sufficient for timely payment to the
contractor. The Steering Committee did not agree with the proposal of companies to pay LDs
by the Punjab Government on late payment
6) The reduction in Bid security prices from 2% to 1% was not agreed by the committee with the
reasoning that 2% bid security is only till signing of the contract with the successful bidder.
7) The Steering Committee approved LC opening and its operativeness with in two days of signing
the contract. The Steering Committee also sought comfort/support of Finance Department in
ensuring the time lines abide by the Accountant General and Treasury Office.
8) The time period for submission of bid along with prototype to one month was not agreed by
the Steering Committee, however the Steering Committee extended the bidding and
prototype submission time from 12-11-2012 to 16-11-2012 at 03:00 pm.
9) Addition of new JV partner was not agreed by the steering committee.
10) Droppage of installation through contractor was approved by the committee.
11) Trainers of TEVTA and PVTC department to be trained by the contractor.
12) Training to students by the trainers.
13) The trainers shall demonstrate the installation to the recipient and shall supply the system to
the recipient duly checked by the recipient and shall obtain a receipt in this regard form the
recipient.
14) Contractor shall maintain the store for the supply to the recipient in case of any damage during
the transportation from factory to the recipient.
15) The contractor shall also supply a small compass along with the prototype for the help of the
recipient for making it easy to install the solar panel in the correct direction. Contractor makes
the installation of prototype friendly by providing compass, screw driver or any other such
item.

16) The new Timeline for SHS system are as under:
Receipt of Bids 16-11-2012
Evaluation of Bids 19-11-2012
Redressal of grievances 20-11-2012
Prototype evaluation 20-11-2012
Financial bid opening 21-11-2012
Approval of bid 22-11.2012
Redressal of grievances 23.11.2012
Issuance of results 23.11.2012
Performance Guarantee 28.11.2012
Contract negotiation and signing 30.11.2012
Delivery of goods (60 days) 31.01.2013
17) Amendment In Technical Specifications by the committee is approved as under:
a) “30 AH SLA Gel battery” replaced with “minimum 28 AH SLA Gel type battery”
b) “LED lights having 100 lumens per watt” replaced with “LED lights having 80 lumens
per watt”
The meeting ended with the vote of thanks to and from the chair