Stage 1 : Procurement framework for any existing service/ work to be collated and a proposed draft framework for the tender formulation has to be submitted to the tender approval committee. The standard bidding template for the procurement of services/ works shall be utilised.

Stage 2 : The Public Procurement consultant and the Chartered accountant comments on the draft and the comments of each of the members of the tender evaluation should be taken on record if any and a presentation on the tender structure should be organised and approval to host tender should be taken. Publication of tender should be on the website, CPPP/ GeM with newspaper box advertisement for all tenders of value greater than 5 lakhs. The role of the Public Procurement consultant and the Chartered accountant on the procurement framework should be taken on record and then the tender document put up for publication as mentioned herein above. The presentation shall specifically be structured as follows:

• Purpose of tender/ procurement activity
• General conditions of contract/ Special conditions of contract
• Scope of work
• Terms of reference
• Pre- qualification and technical parameters/ specifications
• Details of earlier price bids and contract awarded and functional or discontinued or extended and
• Clear reasons and justification for the present tender formulation exercise
• Tender estimates, budget provisions and payment milestones etc.
• Any other critical aspects that needs to be finalised prior to the publication of the tender proposed
• Methodology of assessment QCBS/ L1/ Financial evaluation formats etc
• Bidding format details
• Date and time lines for the entire tender process.

Stage 3 : Any corrigendum/ changes in tender document or extension should be published online and every member of the tender evaluation committee should be mailed.

Stage 4 : On the date for opening of the tender and the technical evaluation, the Supervisory custodian assisted by the primary tender custodian to hand over a detailed folder containing tender evaluation details to all tender evaluation committee members and mail to all the members of the evaluation committee for the online evaluation meeting which should be recorded.

Stage 5 : In case of two envelope or QCBS the technical estimates should be uploaded and there after the financial bids opened and finalised. Two digital signatures for opening the tender can be utilised on the CPPP platform as admissible and assigned role of tender openers.

Stage 6 : On selection of successful bidder a pre- contract meeting should be held wherein (a) contract and Service Level Agreement (SLA) based deliverables should be detailed and discussed (b) Payment milestones indicated (c) Office verification and contract compliance check mechanism should be elaborated (d) performance guarantee/ security amount and other relevant aspects should be finalised and a time bound execution of contract with all Service Level Agreements should be formalised and work orders issued thereof.

Stage 7 : For every contract awarded as finalised in the contract management framework for a particular contract/ work awarded, the chairperson of the contract management committee which is duly notified shall take step to convene the work contract/ services/ consulting contract review ideally on a weekly basis and in any case not later than a regular monthly basis, and submit a 'pre-formatted' framework based compliance / non compliance report and clear recommendation for the periodic clearance of bill amount alongside a specific recommendation if any for penal deduction if applicable for non compliance/ shortfall in the SLA compliance. This shall be as per a standard check list for each contract specifically.

Stage 8 : The Chartered Accountant, SEEPZ, SEZ and the Finance and Accounts Division I/C (PAO) shall examine the contract management committee recommendations and process for payments after confirmation of the fund availability, contract validity, appropriate approval on record of the competent authority etc In case of any penal SLA based deductions the approval of all members of the contract evaluation / award committee shall be recorded on file thereof and shall be mandatory.

Stage 9 : For all SEZ authority expenditures a monthly statement of accounts and expenditures shall be tabled in the SEZ authority for record and also shall be retained for all audit purposes.

Stage 10 : The sequential manner of tender formulation, award, contract management and Service Level Agreement compliance shall be followed by default and only in case of dire contingency shall an exception be made only by the formal approval of the Competent Authority. Such approval/ reason for deviation from the Standard Operating Procedure and sequence thereof shall be recorded in writing by competent authority with due reason and justification thereof.

(10) STANDARD OPERATING PROCEDURE FOR ALL MANNER OF WORKS IN SEEPZ, MUMBAI

For all nature of works as defined vide Rule 130,GFR, 2017 shall be undertaken in SEEPZ SEZ, Mumbai according to the following SOP and as per standard works procurement bidding formats routinely deployed by Public Works organisations (CPWD/State PWD/MES/Railways etc.

PARA 1 :

All proposed works should be mapped to the master plan of all physical assets in the SEEPZ Zone as per Master Plan layout.

The Zonation has to be done based on the broad organisational zonation for security related works showing the buildings as below

PARA 2 :
ESTABLISHMENT OF PROPER REFERENCE MASTER PLAN MAP WITH SUB ZONATION

Based on the one maps and the master plan for the land use in the SEEPZ area for each zone there shall be a proper record of the present state of the building/ infrastructure with photographs with date and time stamps and the statement of stakeholder (unit holder/ residential security installation/ fire installations etc.) for each building/ approach road/ drainage area and works related to electrical works/ plumbing works /maintenance and repair works/ original capital works. The above details shall be backed by block/ tentative estimates of the works cost and details thereof.

PARA 3 :
RECORDING THE 'AS ON DATE STATUS OF INFRASTRUCTURE WITH PHOTOGRAPHS AND STAKEHOLDER CONSULTATION

The above maps with the zonation and the block estimates and the photographic records and stake holder's inputs records shall form the basis of the zone wise per building works in terms of maintenance and repair works to be undertaken and this presentation/ detailed abstracts shall be placed before the DC, SEEPZ, SEZ for establishing the intent to procure and approve and process of mandatory approvals as per the GPR and CVC compliant systems, the processes for undertaking the Maintenance and Repairs works by recording the need and the intention to procure and spend amounts thereof by SEEPZ administration.

PARA 4 :
BUDGET FORMULATION AND CONSIDERATION THEREOF IN SEZ AUTHORITY

A budget formulation exercise has to be done based on the block estimates and the realistic ability to implement the works and the pace at which the onboarding of the contractors and the management and time period for implementation shall be necessitated. Here, under the major head of infrastructure - there shall be capital and revenue heads of expenditure and thereafter as indicated in the master plan approach, zone wise building wise and specific aspects wise security related, waste management related, road and drainage related, public utility of electrical lighting related, building related, firefighting and other equipment related requirement which is to be fine-tuned based on the interaction with the accounts section and the Estate Section and provisioned in the SEZ authority for the budget approval and the in principal consent to spend funds for the works to be done based on the base line estimates.

PARA 5 :
ADHERENCE TO STANDARD OPERATING PROCEDURE (S.O.P) FOR WORKS IN SEEPZ

Based on the in-principal approval of the SE2 authority, there after the detailed technical estimates shall be prepared or in case of urgency based on the block tentative estimates and in pursuance of the GBR the Administrative Approval (A.A) shall be accorded and the same shall be done project wise based on a proper delegation of financial powers and is conditional to the passage of the budget in the Sh7 authority. The entire activity of processing the administrative approval and the subsequent process of issue of Financial Sanctions (F.S) and release of funds shall be as per the Standard Operating Procedure for Works in SEEPZ office.

PARA 6 :
FINALISATION OF PRELIMINARY ESTIMATES UNDER THE B.O.P BY THE INTERNAL TECHNICAL CELL FOR WORKS

The details shall be presented in an abstract form along with the block tentative estimates to the Engineering consultants who shall then outsourced to an implementing agency (MIDC/CPWD), whereafter then the agency's manner of work contract shall take over instead of the approach proposed with an embedded engineering consultancy in the SEEPZ, SEZ.

PARA 7 :
TECHNICAL ESTIMATES VALIDATION BY M.LD.C TECHNICAL CONSULTANT INDEPENDENTLY AS THIRD-PARTY VALIDATION

All estimates prepared by the in-house onboarded engineering consultant shall be countersigned and validated by the engineering consultancy as per the CPWD Schedule of rates or the Implementing authority (In case of agency such as MIDC) as works implementation and validation authority for the technical drawings, technical estimates as per the SOR and thereafter finalised as a project to be executed with individual project identity.

PARA 8 :
BIDDING AND AWARD OF WORKS

Evaluation of the bids and award of works by the Engineering procurement consultant and award of the work after due administrative approval and clearance of the proposal under the GFR framework to be adopted by the SEEPZ authority. The SOP for works shall specify the entire work flow and confirmation to the SOP shall be mandated as a GFR and CVC compliance mandate the works shall be awarded by the implementing agency (either MIDC or CPWD directly).

PARA 9 :
POST WORK AWARD AND CONTRACT AND WORKS MONITORING :

The weekly progress of award of the work and the progress thereof shall be monitored and reported by the Implementing agency and the engineers of SEEPZ and the weekly forum shall involve the officials from the accounts section and the estate section to enable clear clarity for the SEZ authority. The Implementation agency shall also provision for project management online platform for the projects to be monitored. or SEEPZ, SEZ shall host such online platform Separately a bi weekly review at the Core Strategy Group Meeting shall be held and the SEZ authority shall be apprised of the works progress in terms of percentage completion physically and financially.

PARA 10 :
CONFIRMITY TO S.O.P AND OVERSIGHT AND MULTIPLE VALIDATION SYSTEM WITHOUT COMPROMISING EXPEDIENCY:

Due processes for administrative approval revisions, revalidations etc and project implementation time lines shall be actively pursued by the Estate section Engineering section) in coordination with the SEEPZ authority. All physical works shall be electronically monitored with the photographic and measurement records and also the project management services shall be recorded for a pre-codified time line-based payment on physical progress mechanism which shall be reported to the SEZ authority

PARA 11 :
THIRD PARTY VALIDATION OF WORKS

For all works of worth more than 30 lakhs there shall be an independent third-party evaluation that shall be from empanelled agencies and on cost basis for which a methodology will have to be designed. Institutions like IIT, Mumbai, other engineering institutions, CPWD, etc can work as third-party evaluation experts. The third-party validation will be at the works a ward stage, construction stage and completion and commissioning stage and shall be as per specific terms and conditions for an independent third-party validation under contract.

PARA 12 :
FINANCIAL SANCTION AND RELEASE OF PAYMENT

All works would have to comply with this S.O.P for Works for SEEPZ and every financial sanction shall be mapped to the administrative approval that has been issued and all financial releases shall be after approval by a set process of the financial sanction and made by the PAO only after the validation of a certification of GFR and CVC compliance at all stages. For all statutory stages identified in the works process the validation and certification shall be inbuilt and embedded in the S.O.P.

(11) Constitution of Tender Evaluation and Acceptance Committee

In partial modification of Office Order no. 60/2022 dt.19.04.2022 and 112/2022 dt. 30.05.2022, the changes made in the tender evaluation and acceptance committee are as under:

The Committee will examine and ensure the compliance of the GFR provision and other laid down guidelines by the Govt. and shall submit its recommendations(s) for award of contract to the Competent Authority. In absence of the any of the Member/Chairperson of the Committee, the concerned Link officer will discharge the duties as Member/Chairperson of the Committee.

(12) Constitution of Committee for procurement of goods and service for DC Office and SEEPZ-SEZ Authority, through GeM or otherwise.reg

In supersession of all existing orders, it has been decided that for procurement of goods and services below Rs.2,00,000/- for DC Office and SEEPZ-SEZ Author through Gem Portal or otherwise, the following will be the members of Local Purchase Committee to examine all quotations/tenders thus received: