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“Original validity period of tender expired on………….Tenderers requested to extend the offers
upto……………This is first extension, second extension, third extension etc.”
When purchase proposals / works proposal are submitted after extension of offers, it should be
mentioned therein that such and such firms have not agreed to extend the offers and have not been
taken into consideration, such and such firms have agreed to the extension proposed and
confirmations from such and such firms are yet to be received.
Tenderers whose quotations cannot be considered otherwise for obvious reasons such as
unsatisfactory capacity report, late / delayed tender / technically rejected, should not be requested
for extension of their offers.
All Dealing Officers who are to implement the decision regarding purchase / works /
services should make sure that the decision regarding purchase / works / services as recorded by
the competent authority is clear for taking further action. If there is any doubt, the file should be
put up immediately to the competent authority for clarification.
49. PROPOSAL FOR CONTRACTS & PURCHASE ORDER/ WORK
ORDER:
After the Comparative Statement has been prepared by dealing officer/ generated from
machine and ranking of the techno-commercially accepted bidders are ascertained, the contract
proposal is made in the specified format on the L1 bidder.
NIT complied contract proposal with total financial involvement, after being checked and
recommended by Tender Committee to be placed before TAA.
The Purchase Order / LOA / LOI / WO is to be issued under the signature of concerned Purchase
Officer/Chief Purchase Officer/Chief Materials Manager or the designated authorities as
per relevant DFP.
The purchase order/ LOA / LOI /WO not to be delivered by hand and shall be
invariably despatched by registered post/courier/speed post. However, a copy of the original order
may be delivered by hand to the concerned vendor on request, after the original is despatched.
50. ESTIMATED TIME FOR CONCLUSION OF PURCHASE
ORDER:
Considering pre-tendering, tendering & post tendering activities, the following time frame
has been made for finalization of a purchase order from the date of receiving Indent, complete in
all respects:-
W& P Manual – 2012 Page 75