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TENDER OPENING
TENDER EVALUATION BY TC
(Project)
TAA
AWARD OF CONTRACT
FOR CASES ABOVE RS.
10 CRORES through
concerned Director
TC at HQ
AWARD OF CONTRACT
BOARD/CHN
AWARD OF CONTRACT
48. EXTENSION OF VALIDITY OF OFFERS:
The Tender Committee should make all the efforts to ensure that the contract finalization decision
is taken as early as possible and within the original validity period of the tenders.
The tendency to request the tenderers to extend the period of validity of offers should be avoided.
This is of considerable importance, for, apart from the delay which would invariably occur in
covering the demand, and thereby cause delay in the receipt of stores by the consignee/ delay in
completing a specific work, there is also a risk of the firms refusing to accede to the request for
extension or the firm withdrawing the offers, or extending the offer with revised rates, all of
which might lead to avoidable expenditure.
In cases where seeking extension of the offers becomes inevitable, action should be taken up 8 to
10 days in advance of the expiry of offers and the letter asking for extension should be issued to
the firms at least one week in advance.
The letter seeking extension of offer should be issued under Postal Certificate in order to avoid
any complaints from the firms that they have not received such letters. For this purpose, the
acknowledgement of letters sent under Postal Certificate should be placed in the relevant case
file. Fax/E-mail can also be used for this purpose and relevant documents be placed in the file.
While submitting the purchase proposals / works proposal, it is essential that the date upto which
the offers are open/have been extended should be indicated clearly in the purchase proposals /
works proposal so that the final decision on the purchase proposals/ works proposal is taken at the
appropriate level within the validity period. In cases, where the offers have been extended due to
inescapable reasons, the fact must clearly be stated in the purchase proposal/works proposal as
under:
W& P Manual – 2012 Page 74