PROCEDURES AT MATERIAL ORGANISATION
REGISTRATION WITH MO (KARWAR)
The Material Organisation, Karwar registers manufacturers and their
authorised dealers for supply of goods to the Indian Navy. Registration
with the organization is mandatory before a firm can be entertained for
soliciting tender enquiries. However, in cases of open tenders, all firms
capable of supplying items even if not pre-registered are encouraged to
participate in the tender.
Firms interested in registering with the organization may download the application form from the website which can also be obtained from the office on payment. Those firms downloading the same from the website are required to deposit the amount while submitting the form
Duly completed forms along with documents as enumerated in the form and a demand draft of Rupees Fifty only (for DGQA registered firms) or Rupees One Hundred (for non-DGQA registered firms) are accepted in the office on Tuesdays between 14:00 hrs till 16:00 hrs. The same will also be accepted by post.
PARTICIPATION IN TENDER ENQUIRIES
All firms registered with the organization
besides DGQA registered firms are eligible to participate in tender enquiries.
Besides, firms who are capable of supplying a particular item may intimate
their willingness to participate in an enquiry. The normal types of tender
enquiry resorted to by this office are limited tender where the office
forwards enquiries to selected list of firms, and open tender where the
enquiries are published in the leading national dailies and all firms
fulfilling the pre-requisites are eligible to tender quotations
Tenders may be sought in two-bid system or single bid system. In case of the two-bid system, the tenderers are required to forward samples/ technical specifications in a separate sealed envelope which is opened on the tender opening date and only those qualifying in the same are considered for commercial bidding. However, both the technical and commercial bids are required to reach the designated authority prior to the tender opening date failing which the same would be summarily rejected.
Tenderers will be deemed to have read and accepted the standards conditions of contract.
NEGOTIATIONS
Technical and commercial negotiations are conducted at the organization
and only the lowest bidder will be called for the same, if deemed necessary.
POST-CONTRACTUAL OBLIGATIONS/ PROCEDURES
All contracts concluded by this organization are governed by the standard
conditions of contract, salient features of which are as follows
DELIVERY
Delivery period promulgated in the purchase order are
required to be strictly adhered to and performance in this respect has
a bearing on consideration for future tender enquiries. The required date
promulgated in the contract specifies the date by which the items are
required to be delivered to the organization post inspection. Any delays
will attract liquidated damages at the rate of 0.5% per week
subject to a maximum of 10%.
DELIVERY ACCEPTANCE
Duly inspected/ inspection waived items are accepted
by the controllerate of warehousing between 0930 hrs till 1500 hrs on
working days (Mon-Fri). It is advised that suppliers
take adequate precautions to ensure transports reach the organization
prior to the last hour to avoid inconvenience. Besides the transporter
should be provided with all necessary documents such as photocopies of
purchase orders, exemption certificates and inspection notes to avoid
delays at the state check-posts and organization main gate
PAYMENT
All payments as per government rules are made post receipt
of material at the organization against the following documents :
- (a) Form NSO-25
- (b) Delivery Chalan
- (c) Inspection note copies 1,2 and 5 duly endorsed by the consignee
INSPECTION
All goods contracted by this organization are liable to
be inspected by designated inspection authorities unless otherwise specified.
Items are inspected against ordered specifications. Firms are advised
to intimate proposed quality assurance plan to the designated inspector
immediately on receipt of purchase order and to obtain inspection requirements
well in advance to avoid delay in meeting delivery schedules.