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33445/Adm-41/Nodal Offr IEM/l37E8

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Engineer-in -Chiefs Branch Military Engineer Services Dte of Contract Management Kashmir House, Rajaji Marg New Delhi-110 011

j bl Y:~ 2020

MENTIONING THE CONTACT DETAILS OF TENDER ISSUING AUTHORITY AND MENTION OF DETAILS OF IEMs IN TENDER DOCUMENTS

1. It has been reported that many desirous bidders are of late approaching IEMs on their mobile number regarding clarifications on provisions in tender documents and other requests in connection with bidding process. On enquiry it is found that the tender documents do not contain the contact details of the tender issuing authority. Similar calls are being made almost daily to the Nodal Officer also.

2. It needs no policy to mention the contact details, containing the address, phone number and email id of the tender issuing authority in the Notice Inviting Tender (NIT) and other documents forming tender. As per standard format of several documents of tender, address alongwith phone number of the tender issuing authority is to be mentioned. Appendix 'A' to NIT also shows such details to be given. With the advent of e-tendering, all means of communication is to be online or through email. It is therefore obvious that email address has to be given in the tender documents. With repeated cases of non-mention of such details in tender documents being reported, instructions were issued recently vide this HQ letter No. 33445/Adm-01/29/E8 dated 04 Feb 2020 to invariably mention such details in the tender documents. However the same is still not being followed in many cases of tendering.

3. Regarding the issue of mention of contact details of IEMs, reference is invited to Integrity Pact as circulated vide this HQ letter No. 66546/ManuaV29/E8 dated 05 Oct 2018. In the format of Integrity Pact, nowhere cellphone/mobile details ofIEMs were required to be mentioned. Thereafter specific instructions of MoD were conveyed vide this HQ letter No. 66546/ManuaVIP/53/E8 dated 06 May 2019 and 66546/ManuaVIP/54/E8 dated 07 May 2019 as per which following details were to be mentioned in the Integrity Pact :

(a) Names and email id ofIEMs (b) Name, contact (mobile) number and email id of Nodal Officer of MES

Modified Integrity Pact was circulated vide this HQ letter No. PC-66546/ManuaV62/E8 dated 28 Jun 2019. In Paras 10.1 and 10.2 of this Integrity Pact, specific details in r/o IE Ms and Nodal Officer to be mentioned are same as mentioned in Paras 3(a) and 3(b) above.

4. It is noted with concern that despite clear instructions, contact details which are essentially to be provided in tender documents are missing, and on the contrary contact details which are not to be provided are being mentioned. This is creating much inconvenience and disconcert to the IEMs since they are not meant to provide clarification about tenders. At the same time bidders are facing inconvenience due to inadequacy of contact details of tender issuing authority.

Contd/-

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5. All the formations are hereby once again directed that the existing instructions must be followed on providing relevant details as reiterated hereunder :

(a) Contact details including phone number, mobile no. (wherever possible) and email id of the office of tender issuing authority including such details of concerned officials of the Contract Section must be given in the NIT and such other place in tender like 'Tender Forwarding Letter' or 'Instructions to Tenderers' (Annexures 3A-V and 3A-VI of etendering chapter refer) .

(b) Only names and email id of the IEMs are to be given in the Integrity Pact. Wherever online portal module asks for details of IEMs during tender creation, only names and email id are to be mentioned.

(c) Name, contact (mobile) number and email id of Nodal Officer of MES.

6. All the formations must follow the instructions strictly. Any violation or deviation from the instructions will be considered as lapse on the part of the respective Accepting Officer and the head of Contract Section of that office and shall be dealt with as per relevant instructions on such matter.

Copy to : Shri Anjan Kumar Banerjee, IA&AS (Retd) IEM

Shri Hem Kumar Pande, IAS (Retd), IEM

CVO (MES & BRO) Kashmir House, Rajaji Marg New Delhi -110 011

Internal

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y (Bhavesh Kumar) Dir (Contracts) for Engineer-in-Chief

For information please.