DOs&DON'Ts DOs 1. Be conversant with the current rules and regulations before taking any decision. 2.

Use your discretion properly to avoid any miscarriage of justice. 3. Be dispassionate while taking decisions so that no undue favour accrues to any on. 4. Allow adequate and reasonable minimum time (as prescribed) for opening of all tenders to encourage proper response and adopt competitive tendering system. 5. Estimate the cost of the work/supply carefully before calling for tender and the same needs to be reflected in NIT/tender. 6. Ensure that the technical specifications/terms & conditions are not tailor-made to favour a particular firm. 7. Ensure that rating of the offers received is done properly after evaluating the special conditions also. 8. Ensure that the tender committee is properly constituted with officers of specified level. 9. Ensure that tender committee considers reasonableness of rates with reference to previously accepted rates of same/nearby units, prevalent market rates etc. 10. Record relevant reasons for overlooking the lowest offer if it is not acceptable. 11. Ensure maintenance of proper records of work including MBs etc. 12. Conduct negotiations only in exceptional cases, in accordance with CVC guidelines. 13. Get approval of competent authority before asking the contractors to do any additional work not covered in the contract agreement. As far as possible avoid Ex-postfacto regularizations. 14. Any modifications in the scope of the work being executed on contract, should be done with the prior approval of competent authority and after following the proper procedure.

15. While accepting the material from the contractor, do check whether it has been inspected by the authority nominated for the purpose. 16. Be vigilant about contract clauses relating to increase/decrease in prices, revision of taxes and duties and in granting extension to completion period/delivery dates. 17. Be vigilant about requests for change of inspection clauses as such requests should not result in clearing a product/service which otherwise do not comply with the tender conditions. 18. Ensure that risk purchases are completed within the stipulated time schedule and the risk purchase claims are lodged on the defaulting suppliers/contractors promptly without delay. 19. Ensure that sealed quotations are always obtained from genuine firms who can quote competitive rates. 20.Ensure that the number of vacancies are assessed carefully and approved, before starting selection process. 21.Ensure that the Selection Committee for recruitment is properly constituted and selection process is completed transparently at each stage. DON'Ts 1. Do not delay files/papers put up before you. 2. Do not forget to put a date under your signature as absence of date may create suspicion about your motives in certain situations. 3. Do not be part of the Selection Board if any of your near relative is appearing for selection. 4. Dont change eligibility condition after submission of bids. 5. Do not take part in the Tender Committee meetings if any of your near relative is one of the tenderers. 6. Do not nominate officers whose name appears in the ODI or Agreed list on the tender committees for evaluation of tenders.

7. Do not exercise the powers of the accepting authority in case you have been a member of the Tender Committee, unless specifically empowered.

8. Do not advise the Tender Committee prior to their deliberations on the suitability or otherwise of any particular offer. 9. Do not award works on quotations in a routine manner and strictly follow annual financial limits laid down. 10.Do not allow execution of work without proper sanctioned work order except in special circumstances and obtain sanction of appropriate authority promptly. 11. Do not allow the Contractor to first execute only those items considered more profitable by him at his discretion so that contractors interest in completing the whole work continues. 12. Do not allow staff under your control to work for the contractors under any pretext. 13.Do not exceed your powers in any matter, wherever approval of higher authority is to be taken, ensure that such approvals are taken in advance before taking any action. 14. Do not nominate an officer in the Selection Board/Committees, if his name appears in the ODI or Agreed List . 15. Do not change the constitution of the Selection Board/Committee for a Selection in a routine manner except in unavoidable circumstances. 16. Do not pass the bills with erasures or alterations unless same is attested by the bill signing authorities. 17. Do not delay refund of Earnest Money/Security deposit to the contractors after the work or supply has been successfully completed and other conditions of contract have been fulfilled.

18. Do not delay refund of earnest money to the unsuccessful tenderers after the tenders have been finalized. 19. Do not delay in passing/verifying contractors/suppliers bill. 20. Do not allow the contractor to see the concerned staff in the bill passing/tender processing sections without proper permission from the concerned officer. 21. Do not fail to exercise specified sample check of work before verifying/passing the bills.