(I) The Se<1io•c< 119. 143.
Panchayat Sa111i1i or the Zila Parishad \hall keep the follo"ing principle~ in IKO:md 193 viC\\' ,..,hilc cntcrin!! into con1rac1s or ag.rcc1ncnts affecting rhe Fund:-
(a) Every contract made by the Pancha)al Sarniti or the Zila Pnrishad for any Stun or property of an a1n0unt of valu~ ~,xcc~ding rupees rcn thousand shall be in wri ting and shall he s igned on hchalfofthe Panchayal S;uniti or the Zi la Parishad by the Executive Orticcror the Chief Executive O l'llcer. as the case may be:
l'rovided that the sanction 10 the incurring o f expenditure involved has been accorded by the competent authority.
(b) F.vcn in the case,_ where a formal" ritten contract is not made. no order for supplic> should be placed without at lcasr a written agreement as 10 the price and quality of supplies.
90 l'lJN.11\B (iOVT. GAZ. (EXTRA). JANUARY <J. :2014 (PAlJSA 19. 1915 SAKt\l
(2) The 1er111s of 1he coniract mu,1 he 1weci,c aml tklini1e and 11111,1 ha' c the prior appro,al of the Pa1u.:ha~:.u \,11u1t1 or the /.ilc1 Par1~had. a\ 1hc t:a::,c rnay be. and then: 1nust be no r<)(>11l h>r :.11nhiguit~ or 1ni:>Ct.lll~truc11on 1hcreln.
(J) i\"i fltr a' possih!e, the ClHHracl 11'•1) llOl :-~ndure 111on: thnn n period or three yen rs. ii should in v11riHbly 1nt:l11d..: prov 1.:> i<'n fl)r un<.:ondi1 it1nul l'>l'\vcr ll I revocation , 01· cancel lation by the P•111chay;H Sa1nili ln· the /.ilu J>afi~had at any ti1ne c.)n 1hc expiry of six 1non1hs n(Hit.:c tc.l that cffet:t
(4) Standi•rd fonn of ~ontr111 . .:-1 a~ nrc in U\C in lhc various f)cpc1rt1ncnts of the Stale C iO•emmem for \'ari<>u' purpc"'"' .J1<>uld be ;idop1ed "hcrc•cr p<»~ibk, and their tcnns ~hould be ~ubji..·ctcd h) alh:<111ah.: prior $t:rutin~.
(5) The lcrms of contracl. <lllCc cnl.:rcd 111111. should not be •uricd wi1hou1 the previou1> C<H1scnt of the co1npch.:n1 au1horily. No pnynh.:11110 a contractor by \vay of co1npcn!>al ion or 01hcr\visc c.Htl:"I idc 1 hi.!' stncl 1enns of co111 ruct or in excess·of1hc contract rales llHt)' be authol'i"cd vvithout the prior up11roval of the com1>clcn1 a111hori1y.
(6) No contract involving an unccnain or indclinne I iabilily or any condil ion of an unusuaf character should be emcr<"d inlu.
(7) Provision mus1 be mad~. in co111r:1ch for ~afoguarding 1he l'nnchayal Samiti or the Zila Parishad propeny cn1ru~1cd 1~ a ~on1ractur.
(8) As for a< possibk expen legal and linancia l advice s hould be wken while drniling lhc deed and hefore ii is finally entered in10, especially when the amoun1 of 1he contracl exceeds rupees live lacs so a, lo avoid any complical ion al a la1er stage.
(9) (3) whenever practicable and advnmageous. con1rac1 Sh<)uld l>c cnlcred inlo only aflcr lenders have been open I) rnvited:
(b) lhe Panchayai Samili or 1hc Zila Parishad, as the case ma) he. shall determine up lo wha1 limi1. no1 excci.:ding rupees live lacs. tenders may be dispensed wi1h. In such cases 1he purcha>e shall be m;idc a11hc lowc>t market ra1es by inviting quo1a1ions or al rnie co1nrac1s. which shall be kepi (lllrcconl fornudio llurposes:
(c) when 1cndcrs are invited, they shall l>e tabulated and scrutin11<.'d by lhe Execu11ve Ofliccr or the Chief l:.xecu11ve Officer, as the case may be. and then placed before 1he Panchayat Samili or 1he Zila Parishad with his recommendation for orders;
(d) the lowest tender shall ordinarily be acccp1ed. Where for valid reasons.
PUNJAD GOVT. GAZ. (EXTRA), JANUARY 9, 2014 91 (l'AUSA I<;, 1935 SAKA) it is not co11sider"tl dcsir~ble 10 accept the lowest 1ender, the reasons therefor, shall be clc~rly rccorclcd :and made avai lable for purposes Of audit;
Nole:--Where the lowest lender is in respect of more than one article. the comparative prii.:cs tendered may be considered e ither individually for each article or conjointly for all the articles or for specified groups of articles:
Provided that the in tention of the Panchayat Samiti or the Zila Parishad to acc~pt the lowest tender in any of these ways is made clear in the tender nm ice. If the tender is considered conjointly for all the art icles in each group the cost of all the artic les in ea~h group, shall be worked out with reference to the rates given in. each •.ender and the lowest tender shall be that according to which the total C<»I of the probable requirements of all the articles proposed to be taken together works out to be the lowest.
(e) the Pnnchayat Samiti or the Zila Parishad reserve the right t<> accept the tender item wise. group wise or as a whole, which fact sha II be made clear in the tender notice and the tenderer shal l be bound to supply the goods accordingly. In case he fails lo supply the goods, the earnest money deposited by him sha ll be forfeited;
( f) where the capacity to supply or the integrity of a tenderer, not otherwise blacklisted, is not known or where they are doubtful, his tender need not necessarily be rejected but such additional security as the Panchayat Samiti or the Zila ~arishad considers necessary shall, however, be ta.ken from the tenderer;
(g) where the lowest tender is rejected, the next higher tender shall be accepted subject ~o the approval of Panchayal Sam iii or the Zila Parishad. as the case may be, through resolution . Adequate reasons shant also be recorded for rejecting that lowest tender;
(h) in no case shall a tender be accepted at rates other than those specified . in that tender;
(i) there shall l>e no avoidable delay in 1hc disposal of1he tenders after they a.re opened;
(j) tenders shall be invited by the Executive Officer orthe Chief Executive Ollicer, as the case may be, in scaled covers in the most open und public manner possible, and invariably,·· ( l) by a notice in the regi9nal language of the Stale, pasted at the office of the Panchayat Samiti or the Zila Parishad, and at such .other places as the )ection.s 143 and 193 92 PUNJABGOVT.GAZ.(EXTRA),JANUARY9,2014 (PAUSAI 9, ~ 935 SAKA) Executive Officer or the Chief Exec~iive Of!icer, may deem fit; and
(2) by the.advertisement in at· least one English news paper and one regional language newspaper having wide circulation in the· Punjab State, where the cost is expected to exceed rupees five lacs; .
(3) every notice or advertisement" published under sub-clauses (i) and (ii);
shall state inter alia-
(i) the conditions under which , the officer from whom, and the. price, if any, for which a· copy of the schedule or quantities of the various kinds of articles can be obtained.
(ii) the precise forn1 in which the tender shall be made, i.e., whether the prices for the various articles are to be quoted and whether the comparative value of the tender shall be examined with ·reference to each article mentioned in the Schedule of quantities or for all articles conjointly orfor groups of such articles;
(iii) the time and place for presenting the tenders allowing a period of at least ten days from the date of publication of the notice at the office of the Panchayat Samiti or the Zita Parishad, as the case may be, or in cases falling under sub clause (2) of clause(j) appearance of the first advertisement in the newspaper;
(iv) the time an.d place· for opening the tenders;
(v) the amount of earnest money in the shape of bank instrument or RTGS/ book transfer for the purpose of tender and the nature .of the security which shall be required in case the tender is accepted;
(vi) the authority competent 10 accept the tenders;
(vii) that the authority competent to accept the tenders reserve the right to reject any or all of the tenders received without assigning any reason; and
(viii) that a tenderer who has withdrawn his tender, without valid reasons (to be decided by the authority competent to accept the tenders), shall be liable to have his subsequent tenders summarily rejected .
CHAPTER 9 Stores