(1) The procuring entity may prepare a registered panel of eligible bidders of good conduct on the basis of duly set criteria for subject matters of procurement that are essential and required frequently to fulfil public needs but other details like quantity, time and place of delivery are not definitely known in advance. Such registration or empanelment shall be for a period of three calendar years from the date of registration, subject to submission of updated documents on annual basis, with provision for renewal, subject to sub-rule (7) below of this rule, and the bidders so empanelled shall be listed with the procuring entity as registered bidders.
(2) The procuring entity may prepare separate panels for different subject matters of procurement or for different categories of procurement like goods, works, services;
also registration may be done for different classes of contractors or suppliers based on their capability for executing contract orders of different monetary limits in the relevant category of requirements, financial soundness, facilities and resources available with them, etc. The monetary limits shall be carefully assessed and fixed keeping in view the banker reports, capacity and capability of the firm or contractor and other financial information indicated in the balance sheets, profit and loss statements, etc.
(3) The provisions for pre-qualification of bidders contained in section 18 of the Act shall apply to such registration of bidders.
(4) The procedure for registration of bidders shall be the same as prescribed for prequalification proceedings under sub-rule (2) of rule 18 of these rules. The procuring entity shall invite applications for registration of bidders in the same manner as prescribed for Open Competitive Bidding through Notice Inviting Bids ensuring the widest possible competition.
(5) The procurement of a subject matter shall be done by the procuring entity from amongst the registered bidders within the limit of delegation of financial powers by sending request for proposals and financial bids to all of them and uploading these in the State Public Procurement Portal. They shall also be eligible to participate in other methods of procurement if they meet the eligibility, qualification and other criteria of that procurement.
(6) New bidders and contractors shall be considered for registration at any time if they fulfil the required criteria and conditions and apply for such registration. The procuring entity shall upload the details of the criteria, conditions, time frames and procedure for registration of new bidders, firms and contractors in the State Public Procurement Portal and the Departmental website.
22
(7) The registration of bidders may be renewed after expiry of the three years subject to the fulfilment of the conditions thereof, the prescribed eligibility and other criteria as well as satisfactory performance during the previous registration period.
(8) The concerned procurement entity shall upload the list of registered bidders and contractors in the State Public Procurement Portal and update it regularly.
(9) Subject to the provisions in the Act and these rules, the registration of the bidders by concerned procuring entities shall be done in accordance with the criteria that may be prescribed by the State Government in the respective Administrative Departments from time to time:
Provided that the existing register of bidders or contractors under the Public Works and other Departments or Bodies or Agencies shall be continued, as already prescribed, in the meantime, on condition that the lists of such registered bidders and contractors shall be uploaded in the State Public Procurement Portal within 30 days of the enforcement of these rules.