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SUB CONTRACT PROCEDURE 2010

1
SUB – CONTRACT PROCEDURE
2010

Bharat Electronics Limited


(A Government of India Enterprise)
Registered & Corporate Office
Outer Ring Road, Nagavara,
Bangalore - 560 045

SUB CONTRACT PROCEDURE 2010


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SUB – CONTRACT PROCEDURE – 2010

CONTENT LIST

PARA NO SUBJECT PAGE NO.

1.0 Introduction 3

2.0 Objectives 3

3.0 Reasons for Sub – contracting 3

4.0 Responsibilities of the Departments / Officers 4

4.1 Responsibilities of Indenting Department / Officer 4

4.2 Responsibilities of Industrial Engineers 7

4.3 Responsibilities of Sub - contracts Department / Officer 7

4.4 Responsibilities of Finance Officers 10

4.5 Responsibilities of Quality Control Officer 11

5.0 Establishment of Vendors 11

6.0 Delegation of Powers 13

7.0 Placement of Orders 14

7.1 Ordering Procedure at IED Estimated Prices 14

7.2 Repeat Orders 14

7.3 Ordering Procedure by Tendering Procedure 15

7.4 Price Negotiation in respect of Tendered items 16

7.5 Price Preference to PSUs/SSI 17

8.0 Sub - contract / Service Orders 17

9.0 Bank Guarantee and Insurance 18

10.0 Material Accountal on Issues and Receipts 19

11.0 Dispatch of Materials 21

12.0 Receipt of Materials 22

13.0 Inspection and Drawal 22

14.0 Recovery of Material Cost 24

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15.0 Payment Terms 25

16.0 Tooling 26

17.0 Review of Sub contract Orders 26

18.0 Assistance to Sub – contractors 27

19.0 Amendment to Sub - contract Orders / Repeat Orders 27

20.0 Role of Central Sub - contracts Department (At BG CX) 28

21.0 General Terms and Conditions 29

22.0 Vendor Rating 29

ANNEXURE 1 Check List for Purchase Request 30

ANNEXURE 2 Request For Quotation (RFQ) 31

ANNEXURE 3 Questionnaire for Vendor Registration 32

ANNEXURE 4 Procedure for De-Registration, Suspension and 35


Banning of Firms

ANNEXURE 5 Purchase-Order Release Procedure 38

ANNEXURE 6 General Bank Guarantee 45

ANNEXURE 7 Bank Guarantee for Advance 47

ANNEXURE 7a Advance Payment 48

ANNEXURE 8 Certificate By Vendors for Material Lying 59


With Vendors

ANNEXURE 9 General Terms and Conditions 61

ANNEXURE 10 General Terms and Conditions (For BOM Order) 62

ANNEXURE 11 Vendor rating report 65

ANNEXURE 12 Splitting of Order Quantity-CVC Guidelines 72

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SUB – CONTRACT PROCEDURE – 2010

1.0 INTRODUCTION
The procedure to be followed in sub-contract matters were laid down, interalia, in the Office Order
No. HO / 591 / 012 DT.:1.10.1996 and subsequent amendments. A review of these procedures was
made in year 2006 taking in to account existing needs of the company, the context of its multi – unit
operations and the special characteristics akin to the situation in the high technology field in which
the company is operating. Keeping in view the implementation of SAP in all units / SBU, amended
Sub – contract procedure has been revisited to incorporate suitable changes inline with processes /
activities in SAP. Based on this review the following procedures are laid down for adopting by all
the units.

2.0 OBJECTIVES
The objectives of all sub-contract activities in Bharat Electronics are to ensure that:

2.1 The required materials / services to prescribed specifications are outsourced from reliable
vendors, in right quantities, at the right times and at right prices.

2.2 Fair and consistent practices are followed in sub–contracting with a view to establish long-
term business relationships with the vendors.

2.3 The total ‘lead time’ for procurement is reduced to the minimum.

2.4 Sub – contracting should be in areas both of low / high technology to achieve the optimum
cost benefits, along with the benefits for diverting the efforts to high – technology areas.

2.5 Capital investment in infrastructure intensive and low-end areas is minimised.

2.6 The economics and legal interests of the company are safeguarded at all times.

2.7 Import substitution is achieved at a faster rate.

3.0 REASONS FOR SUB – CONTRACTING:


The need for sub – contact to outside agencies arises due to the following reasons:

3.1 The manufacturing / service facility is available in the unit but cannot be executed due to
capacity constraints in the following areas:

a) Items of fabrication including machining, sheet metal work etc.

b) Service jobs like plating, painting, heat treatment, Screen printing, Engraving etc.

c) Electronic assembly work like cable forms, cable assembly, PCB assembly, sub – unit
/ Unit assembly, etc & electronic units testing like PCB assembly, sub – unit etc.

d) Whole equipment assembly (including fabrication, assembly, testing and also


environmental testing)

e) Secondary operations like moulding, spot welding, die / wire bonding, tinning,
Branding, assembly and testing of active and passive components
SUB CONTRACT PROCEDURE 2010
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f) Manufacture of PCB blanks (single-sided, double-sided and multilayer).

g) Manufacture and assembly of transformers, coils and chokes, etc.

h) Packing cases for finished equipment and components (either carpentry or any other
type).

i) Photo-copying, Printing, Binding, Drafting, and preparation of Technical Catalogues,


Marketing Leaflets and Technical Literature related works.

j) Development of product from Schematic drawings, involving the works like, Circuit
design, PCB lay-outs, first–off sample manufacturing, Testing and Software
development.

3.2 The facilities are not available in the unit for some of the operations / process, in the
manufacturing chain like:

Industrial tailoring, FRP moulding, rubber mouldings, plastic mouldings, castings, Forgings,
extrusions, springs, Nameplates etc & for some special jobs like Aluminium skinned shelters,
FRP shelters, metal forming, etc.

3.3 No hardware manufacturing facility is available in the unit.

4.0 RESPONSIBILITIES OF THE DEPARTMENTS / OFFICERS

4.1 RESPOPNSIBILITIES OF INDENTING DEPARTMENT / OFFICER

The indenting department is normally the production control department in the production set
up. It shall establish the need and quantum of sub – contract, taking into account the in –
house facility / capacity available by adopting the following steps:

4.1.1 Based on sale order, run the MRP in SAP using transaction code ZPP002 and check with free
stock pegging. Before running MRP production control shall maintain MRP, Accounting,
Costing, Work Scheduling, Valuation and Quality views including J1ID table for all the
manufactured parts and assemblies for the ensuing year. MRP than shall be run using SAP for
generating planned orders. Planned orders shall then be converted into Production orders and
PRs using transaction Mass / Individual conversion of planned orders to production order/
PRs.

4.1.1.1 List of manufactured parts and assemblies shall be derived from the MRP run (bill of
materials) by production control. After ascertaining the capacity available in-house items to
be out sourced (sub-contracted) are identified and consolidated list of (MRP of) items (to be
sub-contracted) is prepared. In cases where production control is not able to generate
consolidated MRP at a time, individual PR may be raised wherein production control should
certify that in-house capacity has been explored.

4.1.2 However, if for any reason the items could not be included in the MRP; individual Purchase
Request for items to be Sub-contracted (Vendor Material/ BEL Material/ Service) may be
raised.

4.1.3 Assist the vendors in any technical clarifications needed.

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4.1.4 Check that an up-to-date drawing exists in SAP for all the items Sub-Contracted, so as to
enable the sub-contract department to have easy access to the drawings which will in turn cut
short the lead time.

4.1.5 Specimen Purchase Requests used in SAP are shown below:

Fig: 1 Purchase Request (Vendor Material) CNB/DNB/FNB TYPE

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Fig: 2 Purchase Request (BEL Material) CSC/DSC/FSC TYPE

Fig: 3 Purchase Request for Service (GNB/FNB TYPE)

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4.1.6 List of PRs, with a Checklist (Annexure – 1) giving information regarding PR along with a
copy of updated drawing with proper vetting by Project-in-charge will be sent to respective
Sub-Contract Department for further action.

While issuing the Purchase Requests (PRs), the indenter should ensure that, all vital
information is incorporated in PR, so that; Sub-contract Department will have all necessary
information, about the parts identified for procurement. Details of materials to be issued by
BEL on FREE OF COST basis, shall be clearly indicated in the PR.

4.2 RESPONSIBILITIES OF INDUSTRIAL ENGINEERS

4.2.1 IED/MS should estimate unit price, for all new items for sub-contracting.

4.2.2 Maintain Unit Cost Estimates for all manufactured parts / assemblies which consists of

i) Labour cost only, where materials are supplied free of cost by BEL.

ii) Labour cost and Material cost where no materials are supplied by BEL.

iii) Special Tool cost, if any, to be paid to supplier for design, fabrication and use for
BEL items only.

4.2.3 Negotiate with the vendor on price variations, and arrive at a consensus price fair to both the
parties up to value Rs. 25,000. For value above Rs. 25,000.00, as a member of Price
Negotiation Committee, consisting of representatives of IED/MS, Sub-Contract and Finance,
arrive at a consensus price fair to both the parties. In case of common items among divisions,
ensure common rate for subcontract.

4.2.4 Work out the standard rates per hour periodically (the periodicity shall be two years) of each
category of operations for different Category of Vendors, in concurrence with Finance. The
Sub-contracts department will use these rates for entering into Annual rate contract.

4.2.5 Assist the indenting department, in the aggregation of standard man-hours for in-house &
sub-contract items.

4.2.6 While calculating unit price, IED/MS will consider the following:

- Development work done by the vendors against BEL’s jobs.


- Shop made tools which may not be considered as the property of BEL.
- The complexity and learning curve.
- The economics of volume.

4.3 RESPONSIBILITIES OF SUB-CONTRACT DEPARTMENT / OFFICER

4.3.1 Take out a list of all pending PRs at regular intervals from SAP. Scrutinise the PR(s), check
the previous sub-contract details and performances by the previous supplier (s). Based on the
history of parts subcontract to decide whether to place Repeat Order as per clause 7.2 or go
for Enquiry as per clause 7.1.

4.3.2 To issue Request for Quotation (RFQ) (Annexure – 2), analyze the quotations received and
prepare comparative statements.

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4.3.3 To hold negotiations with the tenderers, after taking the competent authority’s approval, on
prices, delivery, terms of payment or other conditions, wherever required, in association with
Finance, IED/MS and Indenter, wherever necessary.

4.3.4 Maintain source list and prepare Purchase Orders in SAP, and release Purchase Orders, as per
release strategy in SAP issued by IS (CO) (Annexure - 3), after obtaining competent
authority’s approval, as per delegation of powers, as stipulated by Corporate office and
vetting by Finance and monitor the progress of sub-contract order.

4.3.5 Assume full responsibility for issual, accountal and collection of materials, to and from the
vendors. Fulfill all the Government formalities, in the material transactions. Ensure that all
statutory procedures and formalities as applicable, from time to time, (in respect of Excise
duty/Sales Tax, etc.) are complied with.

4.3.6 Initiate steps for a) Registration of new Vendors, b) Approval of firms for inclusion in Source
List using ZMM 007, c) Updating Source List and d) Vendor Rating.

4.3.7. Enter into Annual Rate Contract with the Vendors, including finishing process (like plating,
painting, etc.)

4.3.8 Obtain Bank Guarantee for the relevant amount from the vendors, as applicable and ensure
that, the Vendors obtain the Insurance Policy for high values, wherever applicable. This will
be done by Central Sub-Contract in case of BG Cx and respective Sub-Contract Departments
in case of other units.

4.3.9 Co-ordinate with Finance for prompt payments to the vendors, on time and for the recoveries,
if any, from the vendors and to act as a single window of the company, for the vendor-related
issues.

4.3.10 Specimen Purchase orders Vendor Material/BEL Material/ Service is shown below:

Fig: 4 Purchase Order (Vendor Material)

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Fig: 5 Purchase Order (BEL Material)

Fig: 6 Purchase Order (BEL Material) Bill of Material

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Fig: 7 General Purchase Order (Service)

4.4. RESPONSIBILITIES OF FINANCE OFFICERS

4.4.1 Ensure that the prescribed rules and procedures have been followed and the cannons of
financial propriety have been observed at the time of entering into Annual Rate Contract.
Also, vet the Purchase Orders before it is issued (applicable for orders, with value exceeding
Rs. 25,000).

4.4.2 Associate with IED/MS in finalizing standard rates per hour. Also, act as a member of Price
Negotiation Committee.

4.4.3 Make prompt payments to the vendors, as per the payment terms.

4.4.4 Central Sub-Contract department in case of BG Cx and respective Sub-Contract Departments


in case of other units shall have the primary responsibility of maintaining the Bank Guarantee
obtained by divisions while Finance department will have the responsibility of monitoring the
same.

4.4.5 Associate with Vendor Committee, for establishing new Vendors.

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4.5 RESPONSIBILITIES OF QUALITY CONTROL OFFICER

4.5.1 Follow the procedure laid down in the Quality Manual, for ensuring the Quality of the
incoming materials.

4.5.2 Rationalise the volume of inspection of incoming materials, by inspecting the same at
Vendor’s premises.

4.5.3 Associate with the Sub-contracts department for selection / evaluation/ approval/ deletion of
vendors and to audit the processes of the vendor.

4.5.4 Educate the vendors on defect-prevention and to train them on Statistical Process
Control techniques.

5.0 ESTABLISHMENT OF VENDORS

As Quality, Delivery and Cost are of prime importance, extreme care is to be taken in the selection
and establishment of Vendors, in each category, to have a healthy competition. The process of
establishment of vendors shall include the following steps:

A. Registration of New Vendors/Development of Alternate Sources


B. Source List & Vendor Rating
C. De-registration, Banning and Suspension of Vendors.

A. REGISTRATION OF NEW VENDORS/DEVELOPMENT OF ALTERNATE


SOURCES

5.1 Generally, once in a year during April/May and as and when required, insertions may be
made in Newspapers or any media, including e-Tendering for registration of new Vendors,
giving the description of the jobs that are intended to be Sub-contracted and asking the
interested firms, to apply for Registration. A time period of 15 days shall be given to
Vendors, to submit applications, in response to the advertisement. This activity is to be
executed by Central Sub-Contract department in case of BG Cx and respective Sub-Contract
Departments in the case of other units.

5.2 The firms, who respond to advertisements, will be given a questionnaire (Annexure-3), to fill-
in and return, along with necessary supporting documents. The questionnaire may also be
given to parties, who approach BEL on their own.

5.3 Vendor Evaluation Committee is appointed by Unit Head/Competent authority, comprising


the following representatives:

a) Head of the Production Division Chairman


(Central Sub-Contracts Division Head in case of BG Cx)
b) Head of Sub-Contracts of respective SBU/Division Member
(Central Sub-contracts in case of BG Cx) Secretary
c) Representative of IED/MS Member
d) Representative of Production Control/ Indenter Member
e) Representative of Finance Member
\ f) Representative of Quality Control Member
g) Representative for Specialized process like Co-opted Member
PCB, PCB Assembly Lead lining etc.

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This committee will study the filled-in Questionnaires, along with the enclosed supporting
documents submitted by new Vendors, short-list suitable Vendors and inspect their premises,
for assessing their capabilities and infrastructure. If, the facilities available with
the Vendor is adequate in all respects and the Vendor meets the required criteria, the
Committee will recommend for Registration as Vendor for approval by competent authority.
Subsequently, a Vendor Code is allotted.

B. SOURCE LIST and VENDOR RATING

5.4 Once registered, Trial Orders (maximum of TWO) will be given, to assess the performance of
Vendor, with reference to Quality, Delivery and Price.

5.5 A separate Vendor Evaluation Committee, involving, representatives from Sub-Contract,


Quality and Production Departments, will be constituted by SBU/Unit Head, for assessing the
performance of Registered Vendors. The senior-most member in the committee shall be
Chairman of the committee. This Committee will review the performance of Registered
Vendors.

5.6 The assessment of performance is based on, System Generated Vendor Rating and
subsequently, the Committee shall recommend for approval to the Unit Head, only if, the
Vendor Rating is above desired benchmark (fixed by the Vendor Committee of respective
Unit/SBU), for inclusion in Source List. The process of approval will be executed by Central
Sub-Contract department in case of BG Cx and respective Sub-Contract Departments in case
of other units.

5.7 Source List should consist of:

(i) Vendors approved by the SBU/Unit Head after giving trial order and assessing
the performance by the Committee, as explained above, and

(ii) Vendors continuously giving good performance in regular supplies and whose
Vendor rating is above bench mark.

5.7.1 Source List is updated, as and when, new Vendors are approved for inclusion and it is a
continuous process.

5.8 Review of Source List is to be carried out once a year during April/May.

C. DEREGISTRATION/SUSPENSION/BANNING OF VENDORS

5.9 If the performance of any Vendor in Source List, is not satisfactory, to the desired level, during the
process of procurement of parts from Vendors, there will be a need for discontinuation of services of
Vendors, based on their performance regarding quality, delivery and ethical practices. Any unethical
behavior shall call for action against the vendor of deletion from the vendor list / banning /
suspension / Encashment of Bank Guarantee as considered appropriate by GMs / SBU Heads / Unit
Heads / Functional Director in accordance with procedure ref. no 18869/IB/MS Dated:12.01.2009
(Refer to Annexure-4.)

5.10 The Approved list of Vendors is classified, according to the nature of work they can handle, such as
(1) machining, (2) special machining, (3) fabrication, (4) welding (5) assembly (6) whole assembly
etc. as well as by the capacity available. The firms will be in categories A, B & C as under:

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Category ‘A1’
Large Public Sector/State Sector firms with adequate in-house R&D, Engineering,
Production and Quality Control.

Category ‘A2’
Large Private Sector Industries or Medium Public Sector/State sector Firms with adequate in-
house Engineering, Production and Quality Control.

Category ‘B’
Medium or Small Private Industries without much Engineering, but with adequate
Production and Quality Control.

Category ‘C’
Small Scale Industries including BEL Ancillary units with requisite Production facilities

NOTE: Qualitatively, firms coming under category A1 and A2 are deemed to require no assistance
from BEL and would undertake the job based on the order. Firms coming under Category ‘B’
may need some engineering support only. Firms coming under Category ‘C’ require not only
engineering support but also a careful check of quality.

5.11 On the pattern of loading, the capacities in BEL Industrial Estate is fully explored to give
maximum encouragement to the ancillaries and the preference should be in the order of
Category ‘C’, ‘B’, ‘A2’ & ‘A1’.

6.0 DELEGATION OF POWERS.


In case of Sub-contract matters, the delegation of powers to various levels of executives shall be
made by competent authority, as per sub-delegation of powers, from time to time. However, the
extent of powers delegated in respect of Sub-Contract, is mentioned below:

**“6.1 Delegation of Powers:

In case of Sub Contract matters, the delegation of Powers to various levels of executives shall
be made by Competent authority, as per the sub delegation from time to time. However, the
extent of powers delegated in respect of sub contract is mentioned below:
Sub Delegation of Powers
Sl S/C Head Divisional Unit Head/ GM/ Director (BC) /
Nature of Powers
No materials Head SBU Head Director (OU)
` ` ` * (`)
1 Approval of Sub Contract Upto ` 1 lakh Upto ` 3 Upto `100 lakhs Upto`1000 lakhs
Orders at IED Rates lakhs (single vender) (single vendor)
and ` 200 lakhs and ` 2000 lakhs
(multiple vendors) (multiple vendors)
2 Single Tender Upto `15,000 Upto`50,000 Upto `100 lakhs Upto `1000 lakhs

3 Limited Tender Upto`1,00,000 Upto Upto `200 lakhs Upto `2000 lakhs
`3,00,000
4 Cases where other than the Nil Upto `. Upto ``100 lakhs Upto ``1000 lakhs
original lowest Tenderer is 15,000
proposed to be chosen (For
reasons to be recorded)
5 Cases where orders are Nil Upto Upto`100 lakhs Upto `1000 lakhs
proposed on more than one `15,000
party at different rates (For
Reasons to be recorded)

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Sub Delegation of Powers
Sl S/C Head Divisional Unit Head/ GM/ Director (BC) /
Nature of Powers
No materials Head SBU Head Director (OU)
` ` ` * (`)
6 Cases where the prices Nil Nil Upto ` 100 lakhs Upto ` 1000 lakhs
proposed to be accepted
exceed Bharat Electronics
manufacturing costs
7 Repeat Orders Nil Upto`3 lakhs Upto`100 lakhs Upto `100 lakhs
Upto 100 % of the value of (single vendor) (single vendor)
the original order at the and `200 lakhs and `200 lakhs
same price within 12 months (multiple vendors) (multiple vendors
of the original order and no
price decline in the market

* Functional Directors will be the competent authority to approve proposals in their respective
functional areas viz. Director (BC) for purchase proposals in respect of Bangalore Complex, Director
(OU) for purchase proposals in respect of Other Units, Director (R&D) in respect of D&E proposals
from CRL, Director (HR) for proposals from HR function, Director (Marketing) & Director
(Finance) for proposals from their respective functional areas. However in respect of BG and Other
Units, Director (BC) and Director (OU) will be the approving authority for all purchase proposals
across the various functional areas. ”
(** amended vide Office Order No. HO/591/024 dated 16.09.2011).

6.2 RELEASE OF PURCHASE ORDERS IN SAP

Purchase Orders are to be released in SAP as per guidelines issued by IS (CO). Refer
Annexure 5

6.3 SIGNING OF PURCHASE ORDERS

After the proposal for Sub-contract has been approved as per the delegation of Powers in Para
6.1 the following level of Sub - contract Officers are authorized to sign the Sub-contract
orders.
Level of the Executives up to Rs

E – I / E –II 25,000
E – III 1,00,000
E – IV 2,00,000
E – V or Head (Sub-Contract) FULL POWERS

7.0 PLACEMENT OF ORDERS

7.1 ORDERING PROCEDURE AT IED ESTIMATED PRICES

7.1.1 For the items up to order value of Rs. 25,000, sub-contracts department shall select proper
Vendor, out of the Approved list of vendors, and offer IED price. If the vendor is not satisfied
with the price, he shall be called for negotiation with IED, for arriving at a
consensus price, which is fair to both the parties. Finance should be associated while
negotiating the prices

7.1.2 If the order value exceeds Rs. 25,000 Tendering Process is to be followed as per Para 7.3

7.2 REPEAT ORDERS: Repeat Orders, for quantities up to 100% of original order quantity,
shall normally be placed on the same vendors who supplied them earlier, within a period of
One year. The additional quantity of 100% shall be including amendments to various orders,
SUB CONTRACT PROCEDURE 2010
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for the originally ordered part. If for some valid reasons the repeat order cannot be placed on
this vendor, the item shall be treated as a new item and Para 7.1.1 to be followed. For repeat
orders, no increase in unit price shall be allowed; instead, efforts should be made to get price
reduction from the supplier.

7.2.1 Repeat Orders against a previous order may be considered under the following circumstances,
where-in:

a. Parts ordered vide original P.O. have been delivered successfully.

b. Original order did not cover urgent/emergent demand.

c. Original order is not placed, to split the required quantities, with a view to avoid
approval of the competent authority.

d. There is no downward trend in price, as ascertained through market intelligence.

e. The firm is prepared to hold the same prices, terms and condition, including delivery
schedule as per the original order.

f. The requirement is for jobs of identical nature/specification, nomenclature etc, Minor


improvements in specifications or phasing out of products due to obsolescence,
should not be precluded from purview of repeat order.

g. The original order placed, should be on the basis of lowest (negotiated) price and was
not on delivery preference.

7.3 OREDRING PROCEDURE BY TENDERING PROCESS

7.3.1 When no Approved Vendors are available for a new item/job/process, the procedure for
Establishment/Registration of Vendors has to be followed as per Para 5.0. Limited Tender
Enquiries to be sent among the established Vendors only.

7.3.1.1 If Approved/Established Vendors are less than or equal to FIVE, enquiries are to be sent to
all the Vendors (minimum of THREE vendors shall be established in each category). In case
more than FIVE Approved/Established Vendors are available, a minimum of FIVE Vendors
to be sent Tender Enquiries, to encourage sufficient competition and to get fair price. Reasons
for selecting these Vendors to be specified, like, a) insufficient volume of work, b) unutilized
capacity of vendor is certified, c) past performance records and Order Book position of the
Vendors, etc. When enquiries are issued for the next time, for the same job, remaining
vendors to be given preference, in order not to promote a certain group of vendors, but to
give opportunity to all Vendor.

7.3.1.2 Prequalification / post Qualification shall be based entirely upon the capability and
resources of prospective bidders to perform the particular contract satisfactorily, taking in to
account of their,
1) Experience and past performance on similar contracts for last 2 years
2) Capabilities with respect to personnel equipment and manufacturing facilities
3) Financial standing through latest ITCC Annual report (balance sheet and profit and
loss account) of last 3 years.
The quantity, delivery and value requirement shall kept in view, while fixing the PQ criteria.
No bidder should be denied prequalification / post qualification for reasons unrelated to its
capability and resources to successfully perform the contract.

This clause is governed by corporate circulars or office orders issued from time to time.

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7.3.1.3 SPLITTING OF ORDER QUANTITY :

If splitting of the requirement would be to the advantage of the Company in maintaining the
time schedule, the same should be decided before calling for tenders. In all such cases, the
same should be made clear to all the tenderers while calling for the tenders. Where it
becomes necessary to split the order, the order may be split on L1 and higher bidders in
ascending order of their quotes at L1 rates. Refer to circular No. 21326/18/07-08/CO-VIG
dated 31st May 2007 (Annexure-12).

7.3.2 Limited Tender Enquiries shall be sent to:


a) Approved Vendors,
b) Ancillary Units, wherever exists and
c) New Vendors, for trial and subsequent evaluation

7.3.3 RFQ (ANNEXURE-2) should indicate Tender opening date, time and place. Also, Vendors
are to be informed in the enquiry that they are welcome to be present during the Tender
opening (in respect of OPEN/LIMITED Tenders only).

7.3.3.1 It is preferred to use e-Procurement to the maximum extent, to avoid errors in the process of
Tendering. E-Procurement procedure to be implemented in toto as per the guidelines issued
by IS (CO) from time to time.

7.3.4 Estimated value shall be made before the enquiry is sent. In Units/SBUs, where Industrial
Engineering Department (IED) does not exist, estimation of cost shall be made by Production
Control Department, based on drawings.

7.3.5 Depending upon the estimated cost of the job, minimum notice period shall be given for
submitting quotation as follows:
i) upto Rs. 1.0 Lac – 1 week
ii) Rs. 1.0 Lac – Rs. 5.0 Lac – 10 days and
iii) Above Rs. 5.0 Lacs – 2 weeks

7.3.6 In normal process quotations shall be received through sealed covers only. However in case
of Quotation through Fax/e-mail, Head SC dept shall receive, sign, keep in a closed envelope
and drop in Tender box, to maintain secrecy. For this, a dedicated FAX/personalized e-mail
ID by Sub-Contract Head should be maintained.

7.3.7 Tenders to be opened by Tender Opening Committee, comprising of representatives from


Finance and Sub-Contract Departments. Comparative statements are to be prepared by Sub-
Contract Department. Evaluated L1 shall be arrived at, taking into account, the Total
Cost to BEL.

7.3.8 When there is only a single response to the limited tender enquiries, it should normally be re-
tendered. If, on account of urgency or other reasons (to be recorded), it is proposed not to re-
tender, it may be treated as a case falling under Para 7.3.9.

7.3.9 Where, on account of urgency, the Head of the sub-contracts Department proposed to contact
only one source, or to give a notice of less than the duration indicated in Para 7.3.5, Head of
Sub-Contract Department shall obtain a certificate duly recording the reasons for the urgency
and for selecting a particular source, from the indenting Divisional Head.

7.3.10 The response received from the parties shall be referred to IED/ Indenter to examine the
reasonableness of the prices, before placing the Order.
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7.4 PRICE NEGOTIATION IN RESPECT OF TENDERED ITEMS

7.4.1 Where the lowest offer received is higher than the estimated rates, it shall be negotiated by a
Price Negotiation Committee, which shall be constituted by competent authority, with
representatives from Sub-Contract Department, Production Control, Finance, IED/MS and
Indenter (in cases other than Production Control). The committee is headed by Senior Officer
among, head of Sub-contract department, Production Control, Finance, IED and indenter (if
other than Production Control representative) as a member.

The Negotiation shall be with the lowest tenderer (L1) only. The negotiated price has to be approved
by the competent authority as per Para 6.1. If the response to the tender is considered inadequate or
the results of the negotiations are not satisfactory or a ring is suspected, the committee shall carefully
consider the merits of the re-tendering, and also finalize the list of parties to be addressed in case of
re-tendering.

7.4.2 The following guidelines, issued by CVC shall be followed while negotiating with L1:

i) Negotiation will be held with L1 only, as an exception and only in case of proprietary
items or in items with limited source of supply. Counter offer to vendor will also
amount to negotiation.

ii) Negotiation will be held after due application of mind and after recording valid,
logical reasons to justify negotiations. The Committee recommending negotiations
will be responsible, if, negotiations have unnecessarily delayed the release of order.
The Committee should also record explanations, in case of inability to obtain desired
results.

iii) Approval for award of Contract should not exceed one month from the date of
submission of recommendations. For approval at higher levels, 15 days may be added
at each level. The overall time frame should be within validity period of tender.

iv) When L1 backs out, there should be re-tendering, among the remaining Vendors and,
if sufficient time is available, include some more Vendors.

7.5 PRICE PREFERENCE TO PUBLIC SECTOR UNDERTAKINGS /SMALL


SCALESECTOR / INDIGENOUS SUPPLIERS, ETC.

Guidelines regarding price preferences for particular categories of suppliers, as issued by


Government of India, from time to time, may be kept in view while taking purchase
decisions.

7.5.1 Government guidelines on purchase preference for Central Public Sector Enterprises (CPSEs)
are issued from time to time. It is to be noted that ban on post tender negotiation does not
mean that policy of Government of India for purchase preference for public sector should not
be implemented. In such cases CPSEs though not L1, may be considered, as per Government
guidelines in force.

7.5.2 Under no circumstances CPSEs should be used as a shield or a conduit for getting costly
inputs or for improper purchases. Justification on economic and other grounds should be
gone into before considering such proposals.

8.0 SUB-CONTRACT/ SERVICE ORDER

8.1 Sub-contract Purchase order shall indicate clearly, the part number, description
SUB CONTRACT PROCEDURE 2010
19
/Specification, issue no. of the drawing, quantity, price, delivery schedule, Sale order no., and
the Bill of materials, including consumables, that will be provided by BEL ‘free of charge’
(Refer Fig. – 6). It shall also indicate the details of Tools, Inspection gauges, matching parts,
proto models supplied on returnable basis. In respect of materials to be provided by BEL, the
production control Department will determine the materials and the quantity needed for
executing each item and draw up a standard Bill of materials indicating the cutting and
machining allowances.

Whenever the sub-contractor requests for some consumables and other materials (although
originally meant to be procured by him), it can be issued on ‘free of charge’ basis with
suitable rate reduction keeping in view the “cost to BEL or price quoted by Vendor for that
item”, whichever is higher. The order shall be amended accordingly. Materials in BOM to be
issued on FREE OF CHARGE basis are to be part of Tender Form/Enquiry.

8.2 In respect of assembly jobs, exact quantity of materials is issued to the sub-Contractors. As
far as possible, exact materials are issued in matching quantities (Kit-launching) to avoid
delay in completing the orders.
.
8.3 The Sub-contract Purchase order shall clearly spell out either that the scrap generated be
returned by the vendor or where it is decided that the scrap material need not be returned, it is
enough if scrap value, estimated by IED/MS, at current price is deducted in labour charges
from the Vendor.

9.0 BANK GUARANTEE & INSURANCE

9.1 GENERAL BANK GUARANTEE

Sub-contract department shall obtain General Bank Guarantee from Scheduled Banks as
detailed below (ANNEXURE-6) from the established Vendors, on yearly renewable basis.

VALUE OF MATERIALS VALUE OF BANK GUARANTEE


AGAINST SUB-CONTRACT / ELECTRONIC ASSY FABRICATORS
SERVICE ORDERS (PER YEAR) VENDORS
RS RS RS
upto 1,00,000 10,000 10,000
1,00,001 T0 3,00,000 20,000 20,000
3,00,001 T0 10,00,000 30,000 20,000
Beyond 10,00,001 50,000 20,000

Central Sub-contract department, in case of BG Cx and respective Sub-Contract


Departments in the case of other units, shall have the primary responsibility of maintaining
the Bank guarantees, furnished by Vendors, while, Finance department will have the
responsibility of monitoring the same.

NOTE:

The value of the materials includes the basic cost and the material overhead. Cost of tools and
proto models supplied on returnable basis should also be included with material value for the
purpose of fixing the value for Bank Guarantee.

9.2 BANK GUARANTEE FOR ADVANCE


SUB CONTRACT PROCEDURE 2010
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Sub-contract Department shall obtain Bank Guarantee (from Scheduled Banks) from the
Vendors for an amount equal to the advances made against development work, fabrication/
development of tools, purchase of special test equipment and purchase of raw materials as per
ANNEXURE-7.

9.3 INSURANCE COVERAGE

If the value of materials supplied free of cost to the vendor is more than 2,00,000 / - at any
point of time, the sub-contract department should ensure that the vendor obtains Insurance
coverage in the joint names of BEL and the vendor for risks like Fire, Theft & Burglary,
Flood, Earthquake, Explosion, Riots, Strike, Malice Damage, Impact Damage, Lightning,
infidelity of the Sub-Contractor, etc. The premium shall be reimbursed by BEL to the vendor
after the finished items are delivered by the vendor.

NOTE: Ancillary Units of BG Cx need not furnish Bank Guarantee in respect of Para
9.1; however necessary Bank Guarantees/insurance is to be obtained from
them in respect of Para 9.2 & 9.3.

10.0 MATERIAL ACCOUNTAL ON ISSUES & RECEIPTS

10.1 Pull List for issue of materials to the sub-contractors will be taken from SAP (ZMM010), by
the sub-contracts Department. The materials shall be issued in exact quantities indicated in
the Bill of materials. This system of drawl of materials is applicable in the following cases:-

a) For all raw materials issued for fabricated items.

b) For all the purchased components issued for electronic assembly jobs including cable
forms, PCB assembly, sub-assembly and equipment. It is preferable to issue the
materials in matching quantities for receipt of finished items without delay.

Note: - In case the materials already drawn against a Sale order for in-house manufacturing
jobs, which are to be sub-contracted because of load conditions in the shop floor, such
materials will be first store returned and then drawn against Pull List and issued to the
sub-contractor. In such cases, a consolidated store Return Note and a consolidated
Pull List may be used.

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Fig: 8 Pull List

10.2 For jobs like plating, painting, Heat Treatment, Galvanising and any type of intermediate
operations, General Purchase order will be placed. In case of General Purchase orders, the
semi-finished items are routed to sub-contractor from the shop floor. In order to reconcile
between items sent from shop floor and received back from the sub-contractors, an up-to-date
register has to be maintained by the sub-contracts department, which should be available for
verification, at any time.

10.3 For the finished items received back from the sub-contractor, Purchase Order history as
shown below for an item can be seen from SAP against any Purchase Order

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Fig: 9 Purchase Order History

10.4 Performa accounts for the movements of materials to sub-contractors and their receipt back in
BEL will be maintained by sub-contracts department as per prevailing Central Excise and
CENVAT rules.

11.0 DESPATCH OF MATERIALS

11.1 LOCAL DESPATCHES

The sub-contracts department shall arrange the delivery of the materials to the sub-
contractors along with Excise Material Gate Pass generated using ZIGP001 and ZIGP007.
Acknowledgement should be obtained from the sub-contractors accordingly.

11.2 OUTSTATION DESPATCHES

The sub-contracts department shall forward the released materials issued against pull list
along with Excise Material Gate Pass generated using ZIGP001 and ZIGP007.to Shipping/
Transit Section of MM Division for onward transmission. Shipping/ Transit section shall
forward a copy of the packing – cum – delivery advice note with the supplier’s
acknowledgement to the sub-contract department. The sub-contracts department will
maintain the records pertaining to Excise documents.

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12.0 RECEIPT OF MATERIALS

12.1 The sub-contracts Department, shall review and control quarterly, the quantities of materials
issued, materials lying with the sub-contractors, quantities returned / yet to be returned using
SAP transaction code MBLB and ME2O or ZIPP011 or ZMM040. A report on these shall be
submitted to the production Head of the indenting division once in six months (as on 30th
September & 31st March)

12.2 Sub-contracts Department will also obtain a certificate (ANNEXURE-8), from each Vendor,
acknowledging the extent of materials lying in his possession, order-wise Once in a year as
on 31st March

Note: In SAP scenario, the FREE ISSUE materials issued against Orders, will be moved to
VENDOR STOCK using ZMM090/ZMM008 (Vendor location is considered as storage
location for RM). As and when the supplies are received and Goods Receipt (GR) is made the
FREE ISSUE materials stock will be accounted against that GR to the extent of supplies
received and balance outstanding with vendor can be monitored on daily basis using ME2O/
MBLB transaction for a vendor. Based on this report Sub - contract department will obtain a
certificate from each vendor, acknowledging the extent of materials lying in their possession,
order-wise once in a year as on 31st March

13.0 INSPECTION & DRAWAL

Supplies received from sub-contractors will be delivered to the respective SBU I.G. Stores. The
divisional I.G. Stores will prepare necessary GR (Use MIGO) and arrange for further inspection.
After inspection and acceptance, these items will be delivered to the Divisional / Departmental
stores. Further

a) Items accepted against GR will be drawn against SAP generated SR’s.

b) Items accepted against General Purchase Orders, Service Entry sheet will be prepared
by IG using ML81N transaction to the extent of Service job quantity accepted.

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Specimen GR and Service Entry Sheets are shown below:

Fig: 9 GR – Inspection Report

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Fig: 10 Service Entry Sheet

14.0 RECOVERY OF COST OF MATERIAL

Whenever, raw – materials, manufactured parts, components and consumables are issued to sub-
contractors on free of cost basis, the Head, Sub-Contracts will review all cases where materials have
not been returned either as finished product or as materials themselves at the time of closure of
orders. The cases will be categorized with recovery action as follows:

14.1 Orders completed with marginal shortages based on value.

Any short closure of Purchase orders, with proper justifications, to be put–up to Unit
Head/SBU Head for Approval.

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14.2 Where supplies have been totally rejected due to faulty materials supplied by BEL or wrong
instructions, modifications intimated subsequent to full or partial execution of job.

In this case, no recovery will be made but on advice from Head of sub-contracts department
in consultation with the Head of production control with Finance concurrence, the value will
be adjusted against the concerned production work order after obtaining approval of Unit
Head/SBU Head. An internal enquiry should be conducted in case of issual of faulty
materials and wrong instructions to fix responsibility for appropriate action.

14.3 Where supplies have been totally rejected.

In this case, the current purchase price of the material plus 5% will be recovered from the
sub-contractor on advice to Material Account, in addition to forfeiting the Bank Guarantee.

14.4 Where the material has been lost, the case should be treated as issue of materials on sale basis
and recovery should be effected accordingly.

14.5 Where materials have been misappropriated by sub-contractor and where the sub-contractor
has failed even to attempt to fulfill the orders and not returning the material issued:

These cases should be treated as issue of materials on sale basis and recovery effected
accordingly. In addition the following actions to be taken against the Vendor:

i) Forfeiture of Bank Guarantee, and


ii) Banning the Vendor from business
iii) File FIR with Police for misappropriation.

14.6 In all the above cases, sub-contracts department should furnish the quantity of raw –
materials outstanding with the sub-contractor for which the recovery value is to be worked
out. Finance will work out the value to be recovered from sub-contractors on the lines
indicated in the respective clauses. Finance will send monthly consolidated advice for
recovery to Bills Payable along with the Journal Entry passed, debiting code Head 584
(Materials issued to sub-contractors – Recoverable) and crediting to code Head 507)
Materials issued to sub-contractors free of cost ) to clear respective outstanding amounts
remaining in sub-contracts ledger. A copy of this advice should be endorsed to sub-contracts
department.

15.0 PAYMENT TERMS

15.1 PAYMENT OF ADVANCE

Advance payments, along with the Purchase Order or at intermediate points, should not be
entertained. In exceptional cases, where supplier insists upon such advance payment, can be
released against Bank Guarantee, as per ANNEXURE-7, from Scheduled Banks and the
same may be followed as per management guidelines issued vide circular Nos. 18281/99/010-001
dated 28-02-2007, 18281/99/010-009 dated 17th July 2008, 18281/99/010-006 dated 22nd April
2009 (Annexure-7a), and amended from time to time.

15.2 FINAL PAYMENT: 100% payment shall be made for the accepted quantity within 30 days
from the date of receipt of materials. The time duration of 30 days includes activities like, GR
preparation, Inspection, UD (Usage Decision) and payment. Final payment is for accepted
quantity, only after delivery and inspection, but, not against mere delivery.

SUB CONTRACT PROCEDURE 2010


27
15.3 Tooling cost, if any, will be paid for the accepted tool within 30 days from the date of acceptance of
first – off sample by BEL’s inspection.

15.4 MICRO, SMALL AND MEDIUM ENTERPRISES. These vendors are to be classified accordingly in
the BEL vendor master. The request received from the vendors to be scrutinised and classified by
Standards Department and suitably flagged in the vendor master list. The stores division to inspect and
accept the materials within stipulated time. The delay in acceptance and payment attracts interest and
penalties. In case of rejection, stores division has to inform the vendors promptly in time. Finance has to
ensure that payments are made within the due dates.

15.5 Sub-contracts Department will prepare the list of GRs cleared during the first week every month and
forward the same for further verification by finance and arranging payment. (USE QA33 for report).
Finance to review the bills cleared status using Fbl1n / Zfim023 reports for updating payments not
effected with in 30 days of receipt of materials. The final report of bills not paid within 30 days of
receipt of material may be sent to Unit/SBU Head, in the first week of every month for review and
action, indicating the status and reasons for pendency of bills.

15.6 Preferably, mode of payment should be through ECS/EFT/RTGS.

16.0 TOOLING

16.1 Special Tools, wherever cost is paid by BEL, shall become the property of BEL. These tools
will be used by the sub-contractor only on BEL orders.

16.2 A statistical register be maintained & updated regularly in respect of the tools that are
available with various sub-contractors where the tooling costs have been paid by BEL. This
directory shall be circulated amongst other divisions / units once in quarter to avoid
duplication if any.

17.0 REVIEW OF SUB-CONTRACT ORDERS

17.1 Sub-Contracts Department will review, in the last week of every month, the status of
manufacture of sub-contract items and the issues and receipts of items at sub-contractor’s end
using transaction codes ME2L/ ME2N/ ME2M/ ME2J.

NOTE: A single report consisting of PO No., Material, Item No, Short Text, Vendor, PO Date, PO
Release Date, Qty., Qty. To Be Delivered, Qty. To Be Invoiced, GR No, UD Code, Lot Size,
Invoiced Amount, Invoice Date, Invoice No, Miro Text, Vendor Advance, What Amount,
Amount Paid, Currency, Check No, C/E Date shall be used for monitoring the status of PO
item.

17.2 A quarterly review shall be made by a senior executive nominated by Unit/SBU Head, along
with sub-contracts and production control departments to review the status and issues
affecting the performance of sub-contracting activities and to take remedial measures to
address the issues.

17.3 Once a production / Assembly sale order is closed, all the sub-contract orders relating to that
sale order should be specially reviewed and action taken to finalize accounting of materials.

17.4 Sub-contractor-wise database shall be maintained by sub-contracts department indicating


order number, quantity, value, delivery date, and performance in terms of delivery, rate of
rejections and respective vendor rating.

SUB CONTRACT PROCEDURE 2010


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17.5 Sub-contracts department shall keep abreast of the developments outside, with regard to new
sources of sub-contracting which may need consideration, by the committee on vendor
establishment.

18.0 ASSISTANCE TO SUB - CONTRACTORS

18.1 The sub-contracts department is the agency to provide all the needed technical assistance to
the sub-contractors with the support of production control and quality control departments.

18.2 In case any sub-contractor needs assistance by way of special tools / gauges etc., sub-
contracts department may arrange to lend them on “RETURNABLE GATE PASS” using
transaction code ZIGP001 and ZIGP007. wherever possible, for execution of specific jobs.
These tools / gauges should be watched for prompt return within two weeks of the order
completion. Where the jobs are repetitive, efforts should be made to persuade the sub-
contractor to acquire the special tools / gauges.

18.3 When the tools / gauges are returned by the sub-contractor, as per the terms, with an
inspection certificate the sub-contract department shall hand it over to the divisional tool
stores. In case of damages / loss of tool, the cost has to be recovered as per “IED estimate/
Divisional Tool Crib Advice”

19.0 AMENDMENT TO SUB-CONTRACT ORDERS/ REPEAT ORDERS

Amendments to Sub-contract Orders are the changes made in any content of the original order, to
reflect a changed situation pertaining to the execution of the original order.

Amendment to sub-contract orders generally arises because of the following:

a) Necessity to modify the specification.


b) Extension of delivery date.
c) Amendment to quantity.
d) Change in terms of Payment
e) Transfer of another name as per request of the supplier
f) Necessity to short close the order.

19.1 MODIFICATIONS IN SPECIFICATIONS

Modification in specifications may be requested by the Indenting officer only, who had
originally approved the sub-contract with the concurrence of the indenting department,
subject to the condition that the quality of the material and price are not affected thereby. If
the manufacturing cost of the material is likely to change due to the modification, suitable
reduction in the price should be negotiated with the supplier. Concurrence of the Finance /
IED should be obtained before any modification / amendments to Purchase orders, where
financial concurrence has been obtained earlier.

NOTE:
1. If, modifications are being made even before the beginning of work with the Vendor, it
shall be treated as a new item and re-tendering shall be done as per Para 7.3
2. If, modifications are made after the progress of work with the Vendor, the same shall be
treated as Amendment to the original order.

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19.2 EXTENSION OF DELIVERY DATE

19.2.1 Change in the date of delivery, if requested by the supplier, may be considered and agreed to
by the officer approving the sub-contract in consultation with the indenting department
provided the reasons for requesting extension in delivery date put forward by the supplier are
justifiable and the order was not placed on TIME PREFERENCE basis. It should, however,
be ensured that there would be no extra financial commitment for the company due to the
extension of the delivery date (due to such development as increases in statutory levies, etc.)
and the same should be made very clear to the supplier while extending the delivery date.

19.2.2 Requests for extension of delivery date in cases where the order had been placed on time
preference basis should be rejected if alternate supplies can be arranged at the risk and cost of
the supplier. If this is not possible, extension of date subject to levy of liquidated damages
may be granted by the divisional Head/Unit Head not less than the rank of EVII, with
concurrence from Finance Department.

19.2.3 Requests for advancing the delivery date should be carefully examined and not normally be
accepted unless it is in the company’s interest to do so. Where they involve earlier payment
to the supplier as well, the concurrence of finance should be taken before acceding to the
request.

19.2.4. If material is not available for issue to sub-contractor as per BOM, Sub-Contract Head, in
consultation with Production Control, can amend the delivery schedule

19. 3 AMENDMENT TO QUANTITY.


Sub-contract order may be amended to incorporate additional requirement of same item
received from the indenting department or reduction in quantity ordered, with the
concurrence of the supplier. It may however be ensured that price reduction if any, owing to
increase in the quantity is availed of at the time of amending the order. Total of additional
quantity amended and quantity ordered through Repeat Orders, if any, should not
exceed200% of original ordered quantity, during a period of THREE years.

19.4 NECESSITY TO SHORT CLOSE THE ORDER


In case the balance quantity of material outstanding on the supplier is no longer required by
the indenting department, the order may be short closed to the extent of quantity already
supplied and accepted, with the concurrence of the supplier. If a supplier regrets his inability
to supply a small balance quantity left against an order, the same may be short closed with the
concurrence of the indenting department, provided the company would not be put to any
adverse consequences thereby.

20.0 ROLE OF CENTRAL SUB-CONTRACT DEPARTMENT (AT BANGALORE COMPLEX)

In Bangalore Complex, there shall be a Central Sub-contracts Department which shall be responsible
for the following functions, in co-ordination with the various SBU Sub-contract departments:
• Looking after the interests of the ancillary Units and to deal with the Government regarding
the same.
• Preparation of Annual Summary of the Sub-contract activities in the complex for submitting
to Management.
• Bringing out the Standard rates directory in association with Industrial Engineering &
Finance once in two years.
• Establishment of new Vendors / Exclusion of vendors in case of poor performance.
Preparation of vendor directory and its periodic updation.

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• Entering into Annual Rate Contract for Packaging, Plating, Painting, PCB etc.,
• Liaison regarding Sales Tax / Excise formalities.

• Issue of Form 37 / Form ‘C’ to vendors.


• Preserving and renewing the General Bank Guarantee.

21.0. GENERAL TERMS & CONDITIONS

Sub-contract / Service Orders released by BEL should accompany the ‘”GENERAL TERMS &
CONDITIONS TO SUB-CONTRACT / SERVICE ORDER” as per ANNEXURE – 9 for orders
with vendor material and ANNEXURE – 10 for orders with BOM from BEL.

22.0 VENDOR RATING

Based on the National Specification JSG: 015-1995, methodology for Vendor Rating procedure for
Sub-Contract parts has been arrived with quality, delivery (use transaction code ZQM053). The
details of the methodology are furnished at ANNEXURE – 11.)

A committee formed by SBU / units will review the vendor rating generated by SAP.

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ANNEXURE - 1

CHECK LIST FOR PURCHASE REQUEST

PR NO: __________________ DATE: ___________________

Part No._______________________ Qty._________ ISSUE LEVEL ______


Part No._______________________ Qty._________ ISSUE LEVEL ______
Part No._______________________ Qty._________ ISSUE LEVEL ______
Part No._______________________ Qty._________ ISSUE LEVEL ______
Part No._______________________ Qty._________ ISSUE LEVEL ______

1. Are all MRP Views Maintained? :

2. Is Work Scheduling View Maintained? :

3. Are Accounting Views Maintained? :

4. Is Valuation type Maintained? :

5. Is Quality View Maintained? :

6. Is PR made in correct category? :

7. Is Acct. assignment Maintained? :

8. Is Item Category filled for DSC/CSC/GNB PR? :

9. Is G/L Account written correctly? :

10. Is J1 ID Table maintained :

11. Is PR request date filled? (In Item Qty/Dates tab) :

12. Is PR released date filled?(In Item Qty/Dates tab) :

13. Are All Items of PR released? :

14. Is PR Released Date & Delivery Dates written? :

15. Is Project name written in Tracking No. field? :

16. Is Project Engr. name written in Requisitioner Field? :

17. Is VETTED Drgs copy enclosed? :


(For fast ordering of items, In case of P1 status drawings, 5 sets of drawings are to be enclosed)

PROJ.ENGR NAME: ________________________ SIGN.______________

DATE : ___________________

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ANNEXURE - 2

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ANNEXURE – 3
BHARAT ELECTRONICS LIMITED
SURVEY AND REGISTRATION OF NEW SUB - CONTRACT VENDORS
(Questionnaire)

1. NAME AND ADDRESS OF THE FIRM

a) Name :
:
b) Postal Address :
:
c) Factory Address :
:
d) Category of Industry :
(Indicate Large / Medium / SSI/Others)

2. STATUS

a) Whether Proprietary / Partnership / Private :


b) Limited / Public Limited :

3. BRIEF BIO DATA OF THE PROPRIETOR / PARTNERS

a) Name of the Owner :


b) Owners Phone No. :
c) Partner Name, If any :
d) Phone Number :

4. WORK AREA / POWER CONSUMPTION

a) Land :
b) Building and Power Connection :

5. Date of Commencement and experience


In the Line :

6. No. of Employees employed :

7. CAPABILITY OF INDUSTRY

a) Design, Development, Manufacturing and


Testing :
b) Manufacturing and Testing
c) Manufacturing :

8. Details of Collaborators / Technical Assistance /


License Taken :

9. Details of Products / Services Currently


Dealt with (Attach Details) :

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10. Details of registration / Approvals Obtained :
(Attach relevant certificates)

a) SSI :
b) DGS & D :
c) BIS :
d) Govt. Departments :
e) PSU’s :

11. Production Facilities

a) List of Machinery and their capacities :


(List May be enclosed)
b) Capital Invested
Land :
Building :
Plant and Machinery :

12. ISO 9001/AS 9100 B Certified (Attach Copies) :

13. EMS 14001 Certified (Attach Copies) :

14. Tooling Facilities :

15. Inspection Facilities (Attach relevant List)

a) Availability of all essential Equipments for


Quality Control Measurements :
b) Calibration Facilities :
c) Is it independent of Production :
d) Strength of Inspection Personnel :
e) Inspection Instruments and Equipment :
f) Availability of consent from
Pollution Control Boards :

16. Major Customers whom you they have Dealt :


(Attach List)

17. Banker :

18. Particulars of other reputed Organisation with whom


Registered as approved firm :

19. Special Remarks / Observations :

SUB CONTRACT PROCEDURE 2010


35
FOR BEL USE

Date of visit by BEL Officials :

Easy accessibility to the Industry : Satisfactory / Not Satisfactory

Availability of all relevant operations : Satisfactory / Not Satisfactory

Availability of Storage Space : Satisfactory / Not Satisfactory

Adequacy of Inspection Facility : Satisfactory / Not Satisfactory

Knowledge of ISO Standards ; Satisfactory / Not Satisfactory

Knowledge of EMS issues : Satisfactory / Not Satisfactory

House Keeping : Satisfactory / Not Satisfactory

VISITED BY Signature Date

a) Representative of PC

b) Representative of Fabrication

c) Representative of Assembly

d) Representative of Quality

e) Representative of IED

f) Representative of SC

REMARKS: Approved / Not Approved


(Give reasons if not approved)

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ANNEXURE – 4

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ANNEXURE – 5
PURCHASE ORDERS RELEASE PROCEDURE:

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ANNEXURE – 6

BANK GUARANTEE FOR MATERIALS


(To be executed on stamp paper of Rs. 100.00)

1. In consideration of Bharat Electronics Ltd., ……..(hereinafter called BEL.,……) having agreed


to supply materials, components, tools, jigs and fixtures for the fabrication of components / Parts
/ Assemblies in accordance with various Sub - contract orders, placed on M/s. …………
(Hereinafter called Sub - contractor) subject to the Sub - contractor furnishing a Bank Guarantee
for an amount of Rs. ………… (Rupee …… Only) against the value of such materials,
components, tools, jigs and fixtures supplied under various sub contract orders placed by BEL
from time to time and to unconditionally and without demur pay to the extent of Rs………
2. That we (hereinafter called the “BANK”), accordingly at the request of the Sub - contractor
……. Herein expressly, irrevocably and unreservedly guarantee as principal obligors an amount
up to the total of ………..for the fulfillment of obligation towards any loss / damage to the
materials, components, tools, jigs and fixtures etc., supplied to the Sub - contractor. In the event
of BEL determines that ……..is in default, we hereby assume and undertake to pay forthwith to
BEL on demand without demur and without recourse to …… to the amount required by the
default, upto the maximum amount stated above.
3. Payment shall be made to BEL upon our receipt of BEL’s letter demanding the payment,
accompanied with written declaration stating:
(a) That the materials, components, tools, jigs and fixtures etc., supplied to the Sub -
contractor ….. has been lost / damaged.
(b) That ……….. was given written notice of default.
(c) That ……….. has failed to rectify the loss within thirty (30) days of such notice.
(d) That such condition of non performance exists as on the date of making the claim.
4. We hereby further agree that BEL shall have the fullest liberty, without affecting in any manner
our obligations hereunder with or without our consent and knowledge to vary any terms of the
Sub - contract order in consultation and mutual agreement with the party and either forbear or
enforce any of the terms and conditions relating to the Sub - contract order. The bank shall not be
relieved from its liability by reason of any such variation or indulgence by BEL or any such
matter or things whatsoever which under the law relating to the sureties would, but for this
provision, have the effect of so relieving the Bank. The bank guarantee shall be a continuing
Bank guarantee and shall not be discharged by any change in our constitution or in the charter of
our bank.
5. This Bank guarantee shall become operative upon the dispatch of the materials, components,
tools, jigs and fixtures etc., to the Sub - contractor ………. The Bank guarantee herein contained
shall remain in force and effect till twelve calendar months from the date of executing this
guarantee. However, BEL shall have no right under this guarantee after (A) twelve months from
the date of executing this guarantee unless notice of demand under this guarantee has been served
on the Bank during the continuance of this guarantee i.e., upto and inclusive last day of the
month completing the period of guarantee (B).
6. The liability of the Bank under this Bank guarantee will expire and all BEL’s right will be
forfeited upon the above mentioned expiry date and we shall be relieved and discharged from all
liabilities under this Bank guarantee unless any claim from BEL is received before the said
release date.

SUB CONTRACT PROCEDURE 2010


47
7. We undertake to pay to the company any money so demanded not withstanding any dispute or
disputes raised by the contractor(s) / supplier (s) in any suit or proceeding pending before any
court or Tribunal relating thereto our liability under this guarantee being absolute and
unequivocal.

Dated ………. Day of …….

Signature
For ………….. (Banks Name)

(Banks Seal)

(A) Here indicate no. of months sufficient to cover the last installment of delivery under the order
(B) Here indicate (date) last day of the month completing the period in (A).

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48
ANNEXURE – 7
BANK GUARANTEE FOR ADVANCE PAYMENT
(to be executed on Rs.100-00 stamp paper)

1. In consideration of M/s Bharat Electronics ltd., a company incorporated under the


Indian Companies Act having its Registered office at Outer Ring Road., Nagavara, Bangalore –
560 045, and its unit at …………………… (Hereinafter called the company which
expression shall unless excluded by or repugnant to the context includes their successors and
assigns) having agreed to effect advance payment of Rs. …………….. (Rs.
………………………….) to M/s ………… (Hereinafter called the supplier
which expression shall unless excluded by or repugnant to the context includes
their successors and assigns) for supply of …… in accordance with terms and conditions
contained in Purchase / Sub - contract order No……………… on production of a
deed of guarantee by a scheduled Bank / national Bank for Rs………. (Rupees
ONLY).
2. We…………having its office at ……….. do hereby undertake and agree to indemnify and keep
indemnified the said company to the extent of Rs…….. (Rupees ……) being the advance
payment made by the company in respect of the said contract, against any loss or damages, costs,
charges or expenses caused to or suffered by the said company by reason contained in the said
contract and to unconditionally pay the amount claimed by the said company on demand without
any demur to the extent of Rs…….(Rupees ……..)
3. We ….. further agree that the said Company shall be the sole hudge as to whether the said
supplier has committed any breach or breaches of any of the terms and conditions of the said
contract and to the extent of loss, damage, costs, charges and expenses suffered or incurred by
the said company on account thereof, and the decision of the said company that the said supplier
has committed such breach or breaches and as to the amount or amounts of loss, damage, costs,
charges and expenses suffered by the said company shall be final and binding on us.
4. That We, …….. further agree that the guarantee herein contained shall remain in force and effect
during the period that would be taken for the satisfactory performance of the said contract or till
the expiry of all guarantee and warranty periods in accordance with the terms and conditions of
the contract and that it shall continue to be enforceable till all the dues of the said company under
the said contract or by virtue of any terms and conditioned governing the said contract have been
fully paid and their claims satisfied and discharged and till the company certifies that the terms
and conditions of the said contract have been fully and properly carried out by the said supplier
and accordingly discharges this guarantee subject, however, that the said company shall have no
right under this guarantee after …………….unless a notice of demand under this contract has
been served upto and inclusive of ……….
5. We, …………. Lastly undertake not to revoke this guarantee during its currency except with the
previous consent of the said company in writing and agree that any change in the constitution of
the said supplier or the said bank shall not discharge our liability hereunder.
6. Notwithstanding anything contained herein above, our liability under this guarantee is restricted
to Rs…….. (Rupees…….) and subject to the condition that the cheque be released for an amount
of Rs……..(Rupees……..) in favor of M/s………… and our guarantee shall remain in force until
………..unless a demand /suit or action to enforce a claim under this guarantee is filed against
the said Bank in writing on or before……….all the said company’s rights under this guarantee
shall be forfeited and we shall be relieved and discharged from all liabilities there under.

7. Executed this ……………………………..at…………………………..

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ANNEXURE – 7a

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ANNEXURE – 8
(CERTIFICATE TO BE TAKEN FROM VENDOR FOR MATERIAL LYING AT HIS WORKS)

CONFIRMATION BY THE VENDOR

It is certified that all the Material, Qty and Value listed in enclosure, which are received by us against
various orders placed by you, are lying with us and is available in the stock of our Company as on 31st
MAR’

SIGN.:

NAME:

SEAL OF THE COMPANY

SUB CONTRACT PROCEDURE 2010


61
Enclosure - 1

OUT PUT LIST OF ME2O (Copied to Excel Sheet) is the enclosure for vendor to confirm. / MBLB report
can also be used.

SUB CONTRACT PROCEDURE 2010


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ANNEXURE – 9

GENERAL TERMS AND CONDITIONS (FOR PURCHASE ORDERS – VENDOR MATERIAL)

01. RAW MATERIAL WILL NOT BE SUPPLIED BY BEL.

02. SUPPIER HAS TO MANUFACTURE ITEMS AS PER DRG.

03. ALL DIMENSIONS ARE CRITICAL AND IMPORTANT.

04. SUPPLIER HAS TO FABRICATE/ MILL/ TURN/ MOULD/ WELD/ BEND/ DRILL/ TAPP/ GRIND,
ETC.AS PER DRG.

05. IN CASE OF THE SUPPLY BEING REJECTED, THE SAME SHOULD BE REPLACED ON FREE
OF COST.

06. FIRST ARTICAL APPROVAL TO BE SOUGHT FROM BEL- QA BEFORE BULK SUPPLY.

07. RE-WORKS IF ANY SHOULD BE ATTENDED ON FREE OF COST.

08. FINISHED PARTS SHOULD BE NEATELY PACKED AND SUPPLIED.

09. KINDLY ACKNOLEDGE ACCEPTANCE OF ORDER IN RETURN POST/E-MAIL/FAX.

10. PLEASE SEND COPIES OF DELIVERY CHALLENS TO MANAGER, SC/ MR WITHOUT FAIL.

11. DELIVERY / LIQUIDATED DAMAGES

The time for and the date of delivery of the stores stipulated in the Purchase Order shall be deemed to be the
essence of the contract, and delivery must be completed not later than the dates specified therein. Should the
supplier fail to deliver the stores or any consignment thereof within the period prescribed for such delivery,
BEL shall be entitled at their option:
a) To recover from the supplier agreed liquidated damages, and not by way of penalty of sum of 0.5 %
(2.5% in case of purchase orders placed on time preference basis) of the value of any stores not
supplied in time for each week of delay or part of a week with a ceiling of 10 % (25% in case of
purchase orders placed on time preference basis), or
b) To purchase elsewhere, at the risk and cost of the supplier, the stores not delivered, or
c) To cancel the Purchase Order.
In the event of action being taken under b) & c) the supplier shall be liable for any loss which BEL may
sustain but the supplier shall not be entitled to any gain on repurchase made against default.

12. MATERIAL ANALYSIS AND DIMENSIONAL REPORT TO BE SUPPLIED AT THE TIME OF


DELIVERY.

13. PAYMENT TERMS: 100% PAYMENT WITHIN 30 DAYS AFTER THE ACCEPTANCE OF THE
ITEMS BY BEL QA.

14. EXCISE DUTY EXEMPTION: THE ITEMS ORDERED AGAINST THIS ORDER IS EXCLUSIVELY
MEANT FOR THE DEFENCE PRODUCTION. THEREFORE, AS PER THE CENTRAL EXCISE
EXEMPTION NOTIFICATION NO. 63/95 DATED 16.03.1995 AND SUBSEQUENT CENTRAL
EXCISE CLARIFICATIONS, THE ITEM SUPPLIED TO BHARAT ELECTRONICS LTD FOR
DEFENCE PRODUCTION IS EXEMPTED FROM PAYMENT OF CENTRAL EXCISE
DUTY.THEREFORE NO CED IS APPLICABLE AGAINST THIS ORDER

SUB CONTRACT PROCEDURE 2010


63
15. PRIOR APPROVAL HAS TO BE TAKEN FROM BEL FOR ITEMS WITH DEVIATIONS.

16. SUPPLIER SHOULD INFORM BEL TO TAKE NECESSARY ACTION WHILE / AFTER
EXECUTING THE ORDER IN CASE OF ANY NON-CONFORMITY FOUND IN THE PRODUCT
NOTIFIED.

17. SUPPLIER SHOULD ESTABLISH AND MAINAIN RECORDS TO PROVIDE EVIDENCE OF


CONFIRMITY TO THE REQUIREMENTS AND THE SAME SHOULD BE MADE AVAILABLE TO
BEL / OUR COUSTOMERS AND REGULATORY AUTHORITES. IN ADDITION, REGULATORY
AUTORITIES SHALL HAVE THE AUTHORITY TO VISIT AND VERIY AT THE SUPPLIER /
ORGANISATION PREMISES AS AND WHEN REQUIRED.

18. SUPPIER FURNISH PROCESS DETAILS AND OTHER APPLICABLE RECORD INCLUDING
SUB-TIER SUPPLIER INFORMATION WHEREEVER APPLICABLE.

19. PLEASE FURNISH A LETTER OF COMMITMENT FOR SAFETY, HEALTH AND PERIOD OF
FIVE YEARS.

20. THE INFORMATION REGARDING SUSPECT NON-COFIRMITY / NON-CONFIRMING


PRODUCT/ ITEM DISPATCHED, IF ANY SHALL BE INFORMED IN WRITING TO THE
COMPANY (BEL) WITHIN 12 HOURS OF IDENTIFICATION / OBSERVATION / REALISATION
OF THE SAID NON-COFIRMITY / NON-CONFIRMING PRODUCT / ITEM WITHOUT FAIL.

21. PLEASE FOLLOW THE GUIDELINES OF ENVIRONMNTAL MANAGEMENT SYSTEMS (EMS:


ISO 14001:2004) LIKE PREVENTION OF POLLUTION OF AIR, WATER, AND LAND. FOLLOW
ENVIRONMENT STATUTORY RECYCLE AND REUSE TO CONSERVE NATURAL RESOURCES.
INCULCATE ENVIRONMENTAL AWARNESS AMONG ALL YOUR EMPLOYEES.

22. FOR CLARIFICTION PLEASE CONTACT: CONCERNED SUB - CONTRACT HEADS/ PERSON
ON THEIR PHONE NO. / EMAIL ADDRESS.

ANNEXURE 10

GENERAL TERMS AND CONDITIONS (FOR BOM ORDERS)

01. RAW MATERIAL WILL BE SUPPLIED BY BEL.

02. SUPPIER HAS TO MANUFACTURE THE ITEM AS PER DRG.

03. ALL DIMENSIONS ARE CRITICAL AND IMPORTANT.

04. SUPPLIER HAS TO FABRICATE/ MILL/ TURN/ MOULD/ WELD/ BEND/ DRILL/ TAPP/ GRIND,
ETC.AS PER DRG

05. IN CASE OF THE DELIVERED SUPPLY BEING REJECTED, THE SAME SHOULD BE
REPLACED ON FREE OF COST.

06. FIRST ARTICAL APPROVAL TO BE SOUGHT FROM BEL BEFORE BULK SUPPLY.

07. RE-WORKS IF ANY SHOULD BE ATTENDED ON FREE OF COST.

08. FINISHED PARTS SHOULD BE NEATELY PACKED AND SUPPLIED.

SUB CONTRACT PROCEDURE 2010


64
09. KINDLY ACKNOLEDGE ACCEPTANCE OF ORDER IN RETURN POST/E-MAIL/FAX.

10. PLEASE SEND COPIES OF DELIVERY CHALLENS TO MANAGER,SC/MR WITHOUT FAIL.

11. DELIVERY / LIQUIDATED DAMAGES

The time for and the date of delivery of the stores stipulated in the Purchase Order shall be deemed
to be the essence of the contract, and delivery must be completed not later than the dates specified
therein. Should the supplier fail to deliver the stores or any consignment thereof within the period
prescribed for such delivery, BEL shall be entitled at their option:

a) To recover from the supplier agreed liquidated damages, and not by way of penalty of sum of 0.5
% (2.5% in case of purchase orders placed on time preference basis) of the value of any stores
not supplied in time for each week of delay or part of a week with a ceiling of 10 % (25% in
case of purchase orders placed on time preference basis), or
b) To purchase elsewhere, at the risk and cost of the supplier, the stores not delivered, or
c) To cancel the Purchase Order.
In the event of action being taken under b) & c) the supplier shall be liable for any loss which BEL
may sustain but the supplier shall not be entitled to any gain on repurchase made against default.

12. DIMENSIONAL REPORT TO BE SUPPLIED AT THE TIME OF DELIVERY.

13. PAYMENT TERMS: 100% PAYMENT WITHIN 30 DAYS AFTER THE ACCEPTANCE OF THE
ITEMS BY BEL QA.

14. EXCISE DUTY EXEMPTION : THE ITEMS ORDERED AGAINST THIS ORDER IS
EXCLUSIVELY MEANT FOR THE DEFENCE PRODUCTION. THEREFORE, AS PER THE
CENTRAL EXCISE EXEMPTION NOTIFICATION NO. 63/95 DATED 16.03.1995 AND
SUBSEQUENT CENTRAL EXCISE CLARIFICATIONS, THE ITEM SUPPLIED TO BHARAT
ELECTRONICS LTD FOR DEFENCE PRODUCTION IS EXEMPTED FROM PAYMENT OF
CENTRAL EXCISE DUTY.THEREFORE NO CED IS APPLICABLE AGAINST THIS ORDER

15. PRIOR APPROVAL HAS TO BE TAKEN FROM BEL FOR ITEMS WITH DEVIATIONS.

16. SUPPLIER SHOULD INFORM BEL TO TAKE NECESSARY ACTION WHILE / AFTER
EXECUTING THE ORDER IN CASE OF ANY NON-CONFORMITY FOUND IN THE PRODUCT
NOTIFIED.

17. SUPPLIER SHOULD ESTABLISH AND MAINAIN RECORDS TO PROVIDE EVIDENCE OF


CONFIRMITY TO THE REQUIREMENTS AND THE SAME SHOULD BE MADE AVAILABLE TO
BEL / OUR COUSTOMERS AND REGULATORY AUTHORITES. IN ADDITION, REGULATORY
AUTORITIES SHALL HAVE THE AUTHORITY TO VISIT AND VERIY AT THE SUPPLIER /
ORGANISATION PREMISES AS AND WHEN REQUIRED.

18. SUPPIER FURNISH PROCESS DETAILS AND OTHER APPLICABLE RECORD INCLUDING
SUB-TIER SUPPLIER INFORMATION WHEREEVER APPLICABLE.

19. PLEASE FURNISH A LETTER OF COMMITMENT FOR SAFETY, HEALTH AND PERIOD OF
FIVE YEARS.

SUB CONTRACT PROCEDURE 2010


65
20. THE INFORMATION REGARDING SUSPECT NON-COFIRMITY / NON-CONFIRMING
PRODUCT/ ITEM DISPATCHED, IF ANY SHALL BE INFORMED IN WRITING TO THE
COMPANY (BEL) WITHIN 12 HOURS OF IDENTIFICATION / OBSERVATION / REALISATION
OF THE SAID NON-COFIRMITY / NON-CONFIRMING PRODUCT / ITEM WITHOUT FAIL.

21. PLEASE FOLLOW THE GUIDELINES OF ENVIRONMNTAL MANAGEMENT SYSTEMS (EMS:


ISO 14001:2004) LIKE PREVENTION OF POLLUTION OF AIR, WATER, AND LAND. FOLLOW
ENVIRONMENT STATUTORY RECYCLE AND REUSE TO CONSERVE NATURAL RESOURCES.
INCULCATE ENVIRONMENTAL AWARNESS AMONG ALL YOUR EMPLOYEES.

23. FOR CLARIFICTION PLEASE CONTACT: CONCERNED SUB - CONTRACT HEADS/ PERSON
ON THEIR PHONE NO. / EMAIL ADDRESS.

SUB CONTRACT PROCEDURE 2010


66
ANNEXURE – 11
09.05.2008
VENDOR RATING REPORT

1. Transaction code : ZQM053

2. Input :
a. Purchasing Organisation (Options: BEPO, NYPO, SIPO) - Mandatory
b. Plant (E.g. If the report has to be run for an entire company code - say BG complex, then type
11*. Similarly 13* for Ghaziabad etc)
c. Period (All GRs made during the period will be considered) - Mandatory
d. Vendor (Report can be run for a vendor, a list of vendors, or for all vendors)
e. Radio button group1: Option to run report for Purchase parts or Sub-contract parts. (Quality
rating and delivery rating calculations are different for Purchase parts and Sub-contract parts)
f. Radio button group2: Option to choose either a summary report (Ranking list) or Detail
report (with GR line items).
g. Check-boxes: Option to run report either for foreign vendors only, for local vendors only, or
for both.

3. Logic in picking up data:


a. GRs for which UD is made completely only are picked up. (That is, cases where UD is not
made, or UD is made partially are not considered)
b. Weightage for Quality Rating is 60 and for Delivery Rating it is 40. So the total Vendor
rating is for 100. (Service parameters are not considered)
c. Quality rating is considered as 100% (that is, 60) wherever account assignment is “F” or “K”
in Purchase Orders. In these cases, there will not be any option for people in Inspection area
to enter the quantity accepted / rejected.
d. In case of purchase parts, quantity posted under “Return delivery” is considered as rejected
and in case of sub-contract items, quantity posted under “Blocked stock” will be considered
as rejected.
e. In case of staggered delivery mentioned in PO, delay in delivery is calculated with respect to
the latest delivery date.
f. Foreign Purchase : PO types IMP, IMD, DEE, DEC
Local Purchase : PO types INC, IND
Sub - contract : PO types CSP, DSP, FSP, ESP
g. In case of Foreign POs, days delayed will be [Invoice Date (MIRO) – Delivery Date in PO].
In case of local POs, days delayed will be [GR Posting Date – Delivery Date in PO].

4. Output:
a. Summary Report (Same for Purchase and Sub-contract parts)
Summary report has the following fields:
¾ Vendor Code,
¾ Vendor Name,
¾ Country key,
¾ Quality Rating,
¾ Delivery Rating
¾ Vendor rating
When the report is run for both foreign and local vendors, users can filter the output based on
the field “Country Key”. For example, filtering on Country Key = IN will give local vendors;
whereas filtering on Country key ≠ IN will give all foreign vendors. The report can
also be sorted on any field.

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67
b. Purchase Parts – Detail
Detail report has the following fields:
¾ GR number and Posting date in GR / Invoice Date
¾ PO number and date
¾ Country key – to filter on Foreign and Local Vendors
¾ Plant – useful when the report is run for a set of plants
¾ Purchasing group – records can be filtered on purchasing group. (However, quality,
delivery and vendor ratings will be displayed for the vendor as a whole only, and not
for a purchasing group).
¾ PO type
¾ Delivery Date (in PO)
¾ Days delayed: GR/Invoice Date - DD mentioned in PO
¾ Material number
¾ Inspection Lot number
¾ Quantity received is GR quantity
¾ Quantity accepted will be quantity posted to unrestricted use against UD ACCP
¾ Quantity accepted on deviation will be quantity posted to unrestricted use against UD
ACUD.
¾ Quantity rejected will be Quantity posted to “Return Delivery” (For information only)
¾ Quality Rating is calculated as follows:
a= (Total GR qty Accepted / Total GR Qty) *100
b= ([Total GR qty accepted on deviation * 0.4] /
total GR qty) * 100

Final Quality Rating = (a+b) * 0.6

¾ Delivery Rating is calculated as follows: Score is picked based on the Delivery


schedule mentioned in Purchase Procedure. [For foreign vendors, Invoice Date in
“MIRO” is considered in place of GR Date.]

Delayed delivery in no of Delivery rating


weeks
Before or on time 100%
0 to 1 week 90%
1 to 2 weeks 80%
2 to 3 weeks 70%
3 to 4 weeks 60%
4 to 5 weeks 50%
> 5 weeks 0%

Final delivery rating = delivery rating * 0.4

¾ Vendor Rating = Quality Rating + Delivery Rating


¾ Vendor Type: Displays “Local” or Foreign (For information only, cannot filter on this
field)
¾ Account Assignment – E (Sale Order), Q (Project), F (Internal Order), K (Cost center)
or Blank (Free stock). In case of “F” or “K”, quality rating is taken as 100%, that is
full score 60 is taken.
NOTE that Quality, Delivery and Vendor Ratings appear on a row coloured green, at the
end of all records for a vendor. Sub-total is displayed for Quantities received, accepted,
accepted on deviation and Rejected for each vendor. A grand total is displayed for the
above mentioned 4 fields at the end of the report.

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c. Sub-contract – Detail
Detail report has the following fields:
¾ GR number and Posting date in GR
¾ PO number and date
¾ Country key – to filter on Foreign and Local Vendors
¾ Plant – useful when the report is run for a set of plants
¾ Purchasing group
¾ PO type
¾ Delivery Date (in PO)
¾ Days delayed: GR Date - DD mentioned in PO
¾ Material number
¾ Inspection Lot number
¾ Quantity received will be GR quantity
¾ Quantity accepted will be quantity posted to unrestricted use against UD code ACCP
¾ Quantity accepted on deviation will be quantity posted to Unrestricted Use against
UD code ACUD
¾ Quantity accepted on rework will be quantity posted in unrestricted use against UD
code ARWK
¾ Quantity accepted after replacement will be quantity posted to unrestricted use against
UD code ACRP
¾ Quantity rejected will be Quantity posted to “Blocked stock” (For information only)
¾ Quality Rating is calculated as follows: a=
(Total GR qty Accp / Total GR Qty) *100
b= ([Total GR qty Accp after rework * 0.5] /total GR qty) * 100
c= ([Total GR qty Accp on replacement*0.4]/total GR qty) * 100
d= ([Total GR qty Accp on deviation * 0.7]/ total GR qty) * 100

Final Quality Rating = (a+b+c+d) * 0.6

¾ Delivery Rating – Score picked based on the Delivery schedule mentioned in


Purchase Procedure.

Delayed delivery in no Delivery rating


of days
Upto 5 (and before or on 100%
time)
6 to 10 95%
11 to 15 85%
16 to 20 70%
21 to 25 50%
26 to 30 25%
More than 30 0%

Final delivery rating = delivery rating * 0.4

¾ Vendor Rating = Quality Rating + Delivery Rating


¾ Vendor Type: Displays “Local” or Foreign (For information only, cannot filter on this
field)
¾ Account Assignment – E (Sale Order), Q (Project), F (Internal Order), K (Cost center)
or Blank (Free stock). In case of “F” or “K”, quality rating is taken as 100%, that is
full score 60 is taken.
NOTE that Quality, Delivery and Vendor Ratings appear on a row coloured green, at the
end of all records for a vendor. Sub-total is displayed for Quantities received, accepted,
accepted on deviation and Rejected for each vendor. A grand total is displayed for the
above mentioned 4 fields at the end of the report.
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NOTE: If vendor rating has to be run for huge data, for example – for all vendors for 1 year in a
plant, please run the report in background.

Running the report in background:


a. After entering the relevant inputs, in the menu, choose Program Æ Execute in Background.
b. In the pop-up “background print parameters” choose the relevant printer and settings. Click the green
tick mark.
c. In the pop-up “Start time” Click on the button “Immediate”. Click on “Save”. [Next to “Check”
button below]
d. A message is displayed informing that the background job was scheduled for zqmr0047.
e. After the report has finished executing, check the output by clicking on “System Æ Own spool
requests”.
f. Choose the relevant spool request number and click on the “Type”.
g. Then, “Graphical display of spool request (request no)” is displayed. Click on “Settings” and change
the “Display Area” to the maximum number of pages of the spool.
h. Once all the pages are displayed on the screen, from menu Spool request Æ Forward Æ Save to
Local file. In the pop-up choose “Spreadsheet”. Enter a name to the file and save in the required
path.

SCREENSHOTS (SAMPLE DATA)

Sample Input for Purchase Parts, Summary report:

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Vendor Evaluation Summary report:

Vendor Evaluation Detail Report (part1):

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Vendor Evaluation Detail Report (part2):

Quality, Delivery
and Vendor ratings
for the vendor are
displayed on the
green band. Ignore
the zeros printed in

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Sample Input for Sub-contract Parts, Detail report:

Vendor Evaluation Detail Report (part2) – Sub-contract:


(part1 will be same as Detail report – part1 of Purchase parts)

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Annexure-12
(Para 7.3.1.3

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