Vendor Registration Procedure

Transcription

1 Vendor Registration Procedure Process for the New Vendor registration / addition of new item / Shifting of premises/ Application for vendor registration to be made to the ACE (P&P), Regd. & Corporate Office, Urja Sadan, Nana Varachha Road, (South Gujarat) along with all documents duly signed & Stamped on each page. Application form for vendor registration is available on website ( which is to be filled in and submitted along with supporting documents duly notarized in two sets and non refundable registration fee in form of Demand Draft in name of Dakshin Gujarat Vij Company Ltd. payable at Surat (Gujarat). Sr. No. Location of Works/Factory Fee Amount 1 Gujarat based parties, i.e. whose works are located Rs.15, within Gujarat (fifteen thousand) 2 Outside Gujarat based parties, i.e. whose works are Rs.50, located outside Gujarat (fifty thousand) 3 Outside India based parties, i.e. whose works are Rs.2,00, located outside India. (two lacs) Sr. List of Notarized Documents No. 1 List of items / materials to be registered for supply with rating / description. The relevant IS number shall be mentioned. 2 Partnership deed or Memorandum of Article of Association. 3 Complete Audited balance sheet of last three year 4 Factory License 5 Registration Certificate 6 ISI / BIS / International Licenses 7 List of Machineries. 8 List of testing equipments List of order executed (for each item to be registered) along with details of highest 9 single value order give up name of purchase, order no. & date & date of supplies. 10 ISO 9001 certificates. 11 Copy of Pan Card 12 Telephone / Electricity bill ( Xerox Copy) 13 Type test report for each ratings/size of items to be registered not older five years. 14 Approved plan & site sketch of factory. 15 If premises are on lease base / rental base, registered documents are required. 16 Name and address of all the Partners / Directors. 17 The complete details of Partners / Directors involved in other company. Declaration that, none of the Partners or Directors is/are either a partner or on 18 Board of an entity, which is in default to GUVNL or any of its subsidiaries. Page 1

2 Note: I. DGVCL will register the items which are being used in DGVCL. Vendor registration is location specific as well as product specific. II. Submission of all documents is required for Vendor Registration but in absence of documents, application will not be processed and liable to be rejected and further communication will not be entertained. III. IV. In case the registration is not recommended / rejected, registration fees paid is not refundable. In case of shifting of factory premises of the registered vendor, such vendor has to pay re-registration charges towards registration fees and factory inspection shall be carried out as per norms. V. Factory inspection is mandatory in respect of new vendors, no inspection waiver request shall be considered. Factory inspection of existing vendors may be conducted every two years departmentally or through third party. Jurisdiction of DGVCL 1. Factory located within Gujarat:- Vendor registration shall be done by DGVCL whose factory is located under DGVCL s licensee area (i.e. Southern region of Gujarat State) 2. Vendors whose factories are located in Torrent Power Ltd. License area of Surat shall be the responsibility of DGVCL. 3. Factory located outside Gujarat:- For factory located outside Gujarat i.e. under area of Union Territory of Daman, Dadara and Nagar Haveli, Pondichhery and state Goa, Karnataka, Andhra Pradesh, Telangana, Tamilnadu, Kerala vendor registration shall be done by DGVCL. Page 2

3 Process of Re- registration for the Existing Vendor I. Upon expiry of validity period of Five years, Firm shall apply for re-registration by following prescribed procedure as stipulated hereunder, Existing vendor has to apply for re-registration at least two months before the date of expiry of registration, failing which the vendor shall not be consider as a registered vendor in the ensuing tenders floated after the date of application for re-registration. II. On expiry of vendor registration, the party has to apply fresh with all the relevant documents and registration fees as prescribed earlier. Process for change of name or ownership In case of change in name or ownership or control of company / firm of the registered vendor, Firm shall have to submit application with following documents as proof that such change is lawful/legitimate along with processing fees of Rs. 5000/- (five thousand) within 30 days of such change. (i) Latest renewed Factory License in the new name. (ii) Memorandum, and Articles of Association, (iii) List of Directors (iv) The company / firm need to confirm on duly Notarized Non-Judicial Stamp paper of Rs. 100/- that there is neither change in the infrastructure facilities nor in the design of product / items and that change is only in the name / ownership / control of the company / firm (Annexure-A). Page 3

4 Procedure for vendor registration for the prospective Vendor under Vendor development policy To create more competition for supply of material or product used in DGVCL, DGVCL shall follow the following Vendor Development Policy: 1. The prospective Vendor shall pay the amount of Vendor registration fees initially while expressing the interest to avail the Vendor development scheme to obtain Vendor Registration as per Vendor Registration Procedures and require to fill Vendor registration Application Form, if he is not already registered as a Vendor for the material / product. All the guidelines for Vendor Registration shall be followed. 2. The type test, whenever and wherever applicable, shall be carried out on the proto-type materials/ products as per Companies technical specifications at National Accredited Board for Laboratory (NABL) or accredited third party Laboratory approved by the International Forum in case of foreign manufacturer/ products. The proto-type materials/products shall fulfill all the technical requirement of Companies like technical specifications, specified drawings, guaranteed technical parameters, manufacturing quality plan, etc. 3. The materials / products shall be supplied at the designated location specified by the concerned Companies, at the cost of Vendor. The vendor has to arrange for loading/unloading, transportation of goods, Insurance coverage from transit-storage to performance monitoring period at no extra cost to the company. 4. The price of the materials/products shall be the lowest price at which similar product/material is purchased at the time of delivery of the material (from new party) or the price offered by such Vendor, whichever is lower. If rate of New bidder / product is not available, then lowest purchase price of regular supplier at the time of delivery of the material or the price offered by such Vendor, whichever is lower shall be considered. 5. If performance is not satisfactory, no payment shall be given to the supplier. The period of the performance and performance parameters shall be informed to the Vendor. 6. For the purpose of deciding the satisfactory performance, the performance level such as success rate/failure rate of the materials/products supplied by regular suppliers could be considered as bench mark. The performance of materials/products supplied under Vendor Development Policy shall be compared with that of similar materials/products supplied by regular suppliers. Page 4

5 7. The quantity of materials/products to be supplied by prospective Vendor under Vendor Development Policy shall be as per performance trial needed under the Vendor Development Program and shall be the minimum quantity required for meaningful evaluation of the performance of the materials/products. Such quantity shall be decided by the concerned company depending upon the type of materials/products. Accordingly, order shall be issued on the above guidelines % payment towards materials/products shall be released after successful performance of the materials/products for a period of six months against the Bank Guarantee of 100% of Order value and balance 50% payment shall be released after one year of satisfactory performance of the first batch of materials/products supplied. The B.G. should be valid up to and including the guarantee period. 9. On successful completion of one year performance, the Vendor shall be considered as New- II for the purpose of evaluation in the subsequent regular tender until fulfill the condition of regular vendor, where such Vendor participates for the first time. If the Vendor participates in the bid when his materials/products are under observation for performance under Vendor Development Policy, then that Vendor shall be considered as New-I for the purpose of evaluation in the tender. 10. If the materials/products are supplied and/or installed (wherever applicable) by the Vendor under Vendor Development Policy, he shall be responsible for collection of rejected materials at his cost for safe disposal within the time specified by the company. If such material is not collected by the Vendor within specified time limit, the companies shall recover ground rent and safe custody charges from him for the period for which it remains with the companies. The company must recover ground rent and custody charges which shall be notified from time to time through separate circular by the company. Page 5

6 LIST OF DOCUMENTS REQUIRED FOR CHANGE OF NAME: 1. Undertaking letter format as per Annexure A. 2. Latest renewed Factory License in the new name. 3. Memorandum and Articles of Association. 4. List of Directors Annexure A (On duly Notarized Non-Judicial Stamp Paper of Rs.100/-) UNDERTAKING We, M/s. address do hereby declare that the name of our Company/ Firm has been changed from M/s. to M/s. pursuant to MOA/Amalgamation. We, through this undertaking confirm that there is neither change in the infrastructure facilities nor in the products / items and that change is only in the Name / Ownership / Control of the Company / Firm only. We shall be liable and responsible to execute the Orders placed vide A/T No. and Vendor Registration given by (Name of subsidiary Company) and agree to fulfill all the obligations related to it. Place : (Shri : ) For and on behalf of M/s. Date : Page 6

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