TCE CONSULTING ENGINEERS LIMITED SECTION: TITLE

TCE.M12-ME-CL-670- SHEET i OF iii

085

GENERAL CHECKLIST FOR PROCUREMENT

OF
MATERIAL HANDLING SYSTEM / EQUIPMENT

FILE NAME : M12MECL085R2.DOC

REV.NO. R0 R1 R2
ISSUE
INITIALS SIGN. INITIALS SIGN. INITIALS SIGN. INITIALS SIGN.

PPD.BY KRS Sd/- BVS Sd/- MG

CHD.BY - - VJ Sd/- BVS R2

APD.BY MLN/KG Sd/- MLN/RL Sd/- Sd/- DVL/RL

DATE 30.09.1993 30.03.2000 14.03.2003

FORM NO. 020R2

 TCE CONSULTING ENGINEERS LIMITED SECTION: CONTENTS

TCE.M12-ME-CL-670-085
GENERAL CHECKLIST FOR PROCUREMENT OF
SHEET ii OF iii
MATERIAL HANDLING SYSTEM EQUIPMENT

CONTENTS

SL.NO. DESCRIPTION SH.NO.

1.0 SCOPE 1

2.0 REFERENCE DOCUMENTS 1

3.0 PREPARATION OF SPECIFICATION 1

4.0 GUIDELINES FOR REVIEW OF BIDS 4

5.0 GUIDELINES FOR PREPARING PURCHASE

RECOMMENDATION 5

6.0 GUIDELINES FOR PREPARING PURCHASE

ORDER 5

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GENERAL CHECKLIST FOR PROCUREMENT OF
SHEET iii OF iii
MATERIAL HANDLING SYSTEM EQUIPMENT

REVISION STATUS

REV.NO. DATE DESCRIPTION

R0 30.09.1993 --

R1 30.03.2000 GENERALLY REVISED

R2 14.03.2003 GENERALLY REVISED

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GENERAL CHECKLIST FOR PROCUREMENT OF
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MATERIAL HANDLING SYSTEM EQUIPMENT

1.0 SCOPE

This checklist covers the general aspects of following procurement

activities for Material handling system/ equipment:

a) Preparation of specification
b) Review of tenders
c) Tender analysis and purchase recommendation
d) Preparation of purchase order

2.0 REFERENCE DOCUMENTS

2.1 Basic Study/concept note

2.2 Boiler area plan if applicable

2.3 Plot Plan

2.5 Design guides and checklists as applicable

2.5 General procurement guide for mechanical equipment, systems and site
works contracts – TCE.M12-ME-000-901.

3.0 PREPARATION OF SPECIFICATION

3.1 The following sections which will form part of the specification shall be
prepared specific to the project and system/equipment:

3.1.1 Section A-1 – Scope of enquiry

3.1.2 Section A3 –Instructions to Bidders

3.1.3 Section C

3.1.4 Section D and Data Sheets – A

3.1.5 Section F Schedules

3.1.6 Bid purpose drawings

3.2 GUIDELINES FOR PREPARATION OF SCOPE OF ENQUIRY -

SECTION A1.

3.2.1 For preparation of Section – A1, refer TCE.M12-ME-000-901.

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3.3 GUIDELINES FOR PREPARATION OF INSTRUCTIONS TO BIDDERS

SECTION - A3
Instructions to Bidders shall cover the following aspects:

3.3.1 Applicable documents which generally include client’s General Terms and
Conditions of Contract and bid purpose drawings.

3.3.2 Time of completion and work schedule indicating the completion period of
contract, submission of net work schedule, etc.,

3.3.3 Inspection of site by Bidder.

3.3.4 Services and facilities by the owner.

3.3.5 Vendors additional scope of work, if any.

3.3.6 Construction tools and materials.

3.3.7 Prices and rates.

3.3.8 Work execution and supervision.

3.3.9 Inspection

3.3.10 Validity of Tenders.

3.3.11 Bid evaluation

3.3.12 In the event of splitting up of contract for the system between two or three
Bidders, the vendors shall co-operate with each other and shall exchange
the information required for interface engineering. It shall be stated that no
extra cost will be paid in the event of changes required to meet the
design/layout requirements of another VENDOR though details may differ
from those assumed by one VENDOR at the bid stage/detail engineering
stage.

3.4 GUIDELINES FOR PREPARATION OF SECTION-C

3.4.1 Section-C for systems such as coal handling and ash handling system shall
cover the following aspects:

3.4.2 Codes and standards

3.4.3 System description

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3.4.4 Equipment to be supplied and erected by Vendor

3.4.5 Miscellaneous services for the Vendor such as shop inspection, start-up and
commissioning, start-up and essential spares and painting.

3.4.6 Equipment and services to be provided by others

3.4.7 Design, availability, maintenance and layout requirements (as applicable).

3.4.8 Specific performance/technical requirements of electrical works and other

general requirements (as applicable).

3.4.9 Terminal Points

3.4.10 Bid evaluation/penalty

3.4.11 Performance tests and guarantee requirements

3.4.12 Safety and sequential interlocks and permissive conditions for starting and
stopping of equipment.

3.4.13 Procedure for performance testing

3.4.14 List of essential spares required for three years trouble free operation.

3.4.15 List of maintenance tools and tackles

3.4.16 Quality assurance plan

3.4.17 System Data Sheets Furnishing the Following Data / Information:

(a) Fuel and water analysis, if applicable

(b) Drawings/documents to be submitted along with the bid.

(c) Drawings, calculations and technical data to be submitted after award of

contract to the Purchaser/Consultant. These drawings/data shall be
listed in two categories as follows:

(i) for review and approval and those

(ii) required for reference/further engineering by consultant. The

drawings/data furnished for reference/further engineering may be
reviewed and commented by consultants, wherever required. The
VENDOR shall revise/ furnish additional data as required.

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However, such drawings/ data will not be approved by the

consultant/ purchaser. The correctness of the details furnished in
such reference documents shall be the responsibility of the
VENDOR.

3.5 GUIDELINES FOR PREPARATION OF DATA SHEETS-A OF

SECTION - D
Data sheets-A shall be prepared based on the basic study and the design
guides listed under reference documents of the respective checklist/
procurement guides.

3.6 GUIDELINES FOR PREPARATION OF VARIOUS SCHEDULES OF

SECTION – F
Section F shall be prepared based on guidelines given in document
No.TCE.M12-ME-000-901.

4.0 GUIDELINES FOR REVIEW OF BIDS

4.1 After receipt of the bids, the following items are to be checked while
analysing the Bids:

4.1.1 In case any Bidder offers alternative(s) which is/ are technically superior
and it is beneficial to the client, if that alternative(s) is/are adopted, client
should be advised to obtain price change for including such alternative(s)
by all the Bidders. For such an acceptable alternative, suitable amendment
shall be issued after obtaining concurrence from the client.

4.1.2 Check for the capacity (Rated and design) of the system and equipment.

4.1.3 Review deviations from the specification, if furnished in the schedule for
deviations and check for acceptability of these deviations. If the deviations
are not acceptable ask the Bidder to comply with the specification. Even if
the deviations are acceptable, ask the Bidder to indicate the price change, if
any, for compliance with the specification. This may be required for
comparison purposes.

4.1.4 Though deviations indicated elsewhere other than those indicated in

schedule of deviations are not acceptable as per the specification the write-
ups and salient features of the offers shall also be reviewed carefully for
any deviations.

4.2 EVALUATION FOR COMMERCIAL TERMS AND CONDITIONS

4.2.1 For review and evaluation please refer document

No.TCEM12-ME-000-901.

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MATERIAL HANDLING SYSTEM EQUIPMENT

5.0 GUIDELINES FOR PREPARING PURCHASE

RECOMMENDATION

5.1 For general aspects of preparing purchase recommendation refer

TCE.M12-ME-000-901.

6.0 GUIDELINES FOR PREPARING PURCHASE ORDER:

Purchase order shall be prepared covering the following details:

6.1 List all reference documents such as NIT specification amendments, offers,
clarification letters to Bidder and replies, Minutes of meeting with the
Bidder (If any) and letter of intent.

6.2 Scope of supply

6.3 Terminal Points

6.4 Equipment and services by others

6.5 General Terms and conditions including commercial terms

6.6 Brief Technical specifications of major equipment which are not to be

changed during detail engineering subsequent to order placement. In case
other details which are likely to change during detail engineering are
included, suitable note shall be given indicating the same considering the
deviations accepted.

6.7 Total contract price and break-up of prices under major headings like
design and engineering, supply (FOR site) of Electrical and Mechanical
Items, Civil and structural works, Erection, Testing and Commissioning
and Taxes and Duties.

6.8 It is preferable to append the following documents with the purchase order :

6.8.1 Copies of amendments

6.8.2 Copies of clarification letters sent to the successful Bidder and replies to the
clarification letters.

6.8.3 Copies of minutes of meeting with the successful Bidder

6.8.4 Any other relevant correspondence with the successful Bidder.

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