INTER PLANT STANDARD – STEEL INDUSTRY

VENDOR REGISTRATION & IPSS: 3-01-001-18

(Third Revision)
RENEWAL
IPSS
Formerly:
Corresponding Indian Standard does not exist
IPSS:3-01-001-06
(Part A, B &C)
(Second Revision)

0. FOREWORD

0.1 This Inter Plant Standard was prepared by the Standards Committee on
Materials Management, IPSS 3:1 with the active participation of
representatives of Indian Steel Industry (SAIL, RINL, Tata Steel, JSPL) and
also organizations (Mecon, Dastur & Co.) associated with steel industry. It
was adopted in January, 2018.

0.2 This standard was first published in 1993, first revision done in 2001 and
second revision done in February, 2006.

In the present revision, the standard, which was earlier sub-divided into
three parts (Part-A, Part-B and Part-C) has been merged into a single
document for ease of reference. The standard stresses online submission
of application / details from prospective vendors and to the extent feasible,
processing of vendors’ applications for registration / renewal is also
envisaged through online mode.

0.3 The reviewed Standard details the key elements / data-fields to be used in
the online module on the vendor registration / renewal portal. Manual
formats used earlier are therefore discontinued. Care has been taken to
reflect the process changes brought in by increasing use of technology &
online modules in the field of materials management.

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In the event of any legal dispute related to the interpretation of any

particular clauses, the provisions stated in the relevant statute or Act or
Government Order, in vogue, shall be considered as authentic. This
document has the status of only a reference document and not a legal
document.

1. SCOPE

1.1 This Inter Plant Standard aims at providing objective and step-wise
guidance in vendor registration & renewal process in steel plants. Its
objective is also to reflect the process changes brought in by increasing use
of technology & online modules in the field of materials management.

1.2 The Standard is mandatory for SAIL. Organizations other than SAIL may
adopt to suit their requirement.

2. Terminology used in this Standard:

2.1 Vendor Master: Structured arrangement of all vendors with due mapping
of supply or service categories and other details in computer database.

2.2 SOP: Standard Operating Practice for an activity

2.3 DRO: Direct Reporting Officer

2.4 HOMM: Head of Materials Management of Plant / Unit

2.5 Lead Plant: A plant / unit entrusted with processing & disposal of vendors’
applications for regular registration or renewal as the case may be, along
with maintenance & updation of Vendor Master on behalf of the Company.

2.6 MIS: Management Information System

2.7 Vendor Registration Committee (VRC): An inter-plant standing committee

entrusted with processing of all applications for vendor registration &
renewal. HOMM of the Lead Plant will be the ex-officio Chairman of the
VRC and functionaries of vendor cell, if any at each plant / unit will be ex-

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officio members of the VRC. In the absence of vendor cell, HOMM of each
plant / unit may nominate member / alternate member for VRC. Convener
of VRC may be nominated by the HOMM of the Lead Plant.

2.8 Capacity Assessment: A process of due diligence normally followed by

Company to assess the technical, financial, manufacturing, testing facilities,
etc. of a vendor, based on its application submitted to the Company. The
capacity assessment can be carried out the Company by engaging its own
officials or by engaging a Third Party, as found feasible. The Company may
even decide to register a vendor without capacity assessment for
operational reasons.

2.9 Registration Certificate: A document containing the details of the vendor

with Vendor Code and the items / services with Item / Service Code(s) for
which Limited Tender Enquiry (LTE) may be issued to it by any plant/unit of
the Company. The certificate may be issued – online or offline as decided
by the Company - under the signature of HOMM of the Lead Plant and shall
specify the period of its validity. For practical reasons of data management
and MIS, validity of such certificate may be kept co-terminus with the last
date of a Financial Quarter in which the certificate expires.

2.10 Regular / New Registration: First time issue of Registration Certificate to a

vendor. Regular / new registration of a vendor may be done with or without
capacity assessment and after submission of specified fees, if any.

2.11 Provisional Registration: Creation / recommending creation of specific

vendor code for a vendor in the vendor master on limited period basis
(maximum up to one year) for case-specific purpose e.g. issuance of tender
enquiry. Any action for registering a vendor on provisional basis will be
taken at respective plant / unit level with the approval of HOMM of the plant
/ unit and information to this effect will be given to the Lead Plant (central
agency) for registering the vendor as a regular one. Provisionally registered
vendor(s) shall be de-registered in case they fail to complete the process of

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regular / new registration within specified time-frame as decided by the

Company.

2.12 Deemed Registration: Creation of specific vendor code for reputed

manufacturers (industry leaders) and all Government establishments /
enterprises, which on their own may not take initiative to get registered as
regular / new vendor with the Company. No capacity assessment and
application fees shall be required in such cases. Deemed registration may
be done with permanent validity and without issuing a Registration
Certificate. However, details of product range of such vendors may be
obtained by the Lead Plant and shared with all plants / units.

2.13 Renewal of registration: Issue of fresh Registration Certificate with

extension of validity period only but without any other material change viz.
with the same details of the vendor or the items / services for which the
registration certificate was issued originally. Renewal of registration may be
with or without payment of any fees as decided by the Company and shall
be done provided there is no adverse report on the performance of the
vendor as assessed by the Company during the validity of registration.
However, while processing for renewal of registration, the Company may do
fresh capacity assessment of the vendor.

2.14 Re-registration: Issue of fresh Registration Certificate when any material

change is reported w.r.t. the details of the vendor or the items / services for
which the registration certificate was issued originally. Re-registration may
be with or without payment of any fees as decided by the Company.
Change in name of a firm due to mergers and acquisitions, etc. shall be
treated as re-registration. In such cases, the regular registration shall be
transferred in the name of the new firm duly supported by a Certificate from
the Registrar of Companies incorporating change in the name of the
Company. Inclusion of additional items / services shall also be treated as
re-registration.

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2.15 De-registration: Flagging of a vendor in Vendor Master & blocking the

issuance of tender enquiry during the validity period of Registration
Certificate. Adverse performance of the vendor as assessed by the
Company shall be the basis for de-registration and due intimation / mail-
communication shall be sent to the vendor.

3. PROCEDURAL GUIDELINES

3.1 Online system for central vendor registration may be adopted at Company
level wherein a central agency (Lead Plant) will scrutinize the data /
information submitted by the vendor and take decisions regarding further
processing of the application.

3.2 Requisite data / information as applicable for registration / renewal will be

collected / processed as per Annexure-I and Annexure-II. Online
application for renewal of registration shall be made by a registered vendor
at least a Quarter before the expiry of the validity. Advance intimation may
be e-mailed to the vendor by the Company in this regard.

3.3 Regular registration of a vendor may be done with or without capacity

assessment and after submission of specified fees, if any. Some factors for
waiver of capacity assessment may be considered as:

a) ISO certifications for particular category of items / services

b) BIS license holders.

c) Feedback on quality / past performance of the vendor from HOMM of

other plants / units in Indian Steel Industry

3.4 Third party engagement for capacity assessment of vendors may be

adopted to the extent feasible as decided by the Vendor Registration
Committee (VRC). Sustainability issues, environmental factors, safety
aspects practiced by a vendor may also be checked based on ISO or
relevant certificates.

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3.5 Capacity assessment report shall be submitted to the Convener of the VRC,
who will convene the VRC latest within one month of submission of report.
The VRC shall deliberate on the same and record its recommendation as
one of the following:

a) Issue of Registration Certificate to the vendor for specified Item / Service

categories

b) Need for re-assessing the capacity of the vendor for recorded reasons

c) Refusal of registration / renewal of the vendor for recorded reasons

3.6 The recommendation of VRC shall be put up to Chief Executive of the Lead
Plant for approval.

3.7 The outcome of any application of vendor must be informed to the vendor
within specified time schedule. The process must be completed within
maximum 6 months and outcome (acceptance or rejection) should be
communicated to the vendor.

3.8 Registration / Renewal Certificate and other intimations may be issued as

per specified Performa as indicated in Annexure-III to Annexure-V.

3.9 The existing list of registered vendors / vendor database may be updated /
augmented periodically as decided by the Company. Non-responsive, non-
active vendors should be deleted from the vendor database with due
intimation to such vendors.

3.10 Any action for registering a vendor on provisional basis will be taken at
respective plant / unit level and information to this effect will be given to the
central agency for registering the vendor as a regular one.

3.11 Centralized Vendor Master of a Company should be available to all

Purchasing / Contracting depts. across plants / units of the Company within
a specified time-frame as decided by the Company.

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3.12 Steel industry may explore to have a common vendor database / vendor
directory for greater convenience and use.

3.13 Validity Period and Fees for Registration / Renewal:

Registration Validity period of Fees Remarks
type RC (in USD for
foreign vendors
and in INR for
indigenous
vendors)
Deemed Permanent validity NIL
Registration
Provisional Temporary validity NIL Vendors whose
Registration for specified period, techno-commercial
generally not bid against Open /
exceeding a Global tender was
Financial Quarter found to be
(except for those acceptable by the
vendors as given Company shall
in Remarks automatically
column) qualify for
provisional
registration for one
year
Regular / New Manufacturers:
Registration Max. 5 years

Authorized
*Capacity
Dealers / Channel
assessment to be
Partners: Max. 3
As decided by done as per the
years limited up to
the Company decision of VRC
the validity period
of dealership
*Validity period may
be rounded off to
Traders: Max. 2
the last date of the
years
Financial Quarter,
as the case may
Re- Same as regular / Same as regular
be.
registration new registration / new
registration
Renewal of Same as regular / NIL
registration new registration

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3.13 General Notes:

a) Online / internet searches should be made by the Purchasing / Contracting

Depts. for enhancement of vendor base especially for the items / services in
which sufficient no. of vendors are not registered with the Company.

b) Periodically, as decided by the Company, open tender advertisement(s)

may also be published on the Company’s portal inviting applications from
the intending vendors.

c) The list of vendors with whom business dealings have been suspended or
banned as per the laid down procedure of the Company shall be maintained
on the Company’s portal for ready reference and information of all plants /
units.

d) Notwithstanding the above guidelines on the centralized vendor

registration and renewal, the same as a regular process in SAIL shall
come into effect only after due approval of SAIL management. Until
then the existing system in vogue at plant / unit shall continue to
maintain the continuity of the registration & renewal process.

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Annexure-I

ONLINE APPLICATION FOR VENDOR REGISTRATION

(Registration / renewal of any vendor is need-based and Company reserves

the right to reject any application without assigning any reason)

1. GENERAL INFORMATION

1.1 GENERAL

Name of the firm/company ______________________________________

1.2 Address

STD Code: _______________ Phone: ____________ Fax: ____________

E-mail: ___________________ Website: __________________________

Registered Office Address

STD Code: _______________ Phone: ____________ Fax: ____________

E-mail: ___________________ Website: __________________________

1.3 Name & designation of Chief Executive / Director / Proprietor / Partners

________________________________________________

1.3.1 Name & designation of contact person

________________________________________________

Phone No. (Office) _______________ (Residence) _________________

Mobile No. __________________

1.4 Constitution of the firm ______________________________

(Public Ltd Co/Private Ltd Co/Partnership/Proprietorship/Joint Sector/
Cooperative)

Dropdown box

CIN: (Corporate Identity No.) in case Ltd. Company, etc.

LLA No. in case of Partnership firms:

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Please enclose / upload:

a) In case of Limited companies, an attested copy each of:

i) Memorandum of Articles of Association

ii) Certificate of Incorporation

b) In case of Partnership:

i) Attested copy of Partnership Deed

c) In case of Proprietorship/Joint Sector/Cooperative:

i) Attested copy of Registration Certificate

1.5 Statutory Registration (attested copies to be enclosed)

1.5.1 GSTIN ______________________ (State wise)

a. GST registration: Normal / Composite.

b. Trade License:

c. Drug License: (If any)

d. Pollution Control clearance:

e. Excise & VAT details:

(For the suppliers of the items where ED / VAT are still applicable)

1.5.2 UAM (Udyog Aadhar Memorandum) No ______________________

EM Part-2 (if applicable): ________________________

1.5.3 PAN ___________________

1.5.4 BIS License No__________________

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1.5.5 ISO details:

SERIES NO. CERTIFYING UNDER REMARKS

AGENCY PROCESS / NOT
CERTIFIED
(if applicable)
ISO

OHSAS

TQM

TPM

SA-8000

1.5.6 Start-up India details, If any:

1.5.7 Make in India (Local content):

2. TECHNICAL

2.1 If Manufacturer:

2.1.1 Registration applied for:

Sl.No. ITEM CAPACITY

1.
2.

2.1.2 Are you an MSME unit? (Tick the appropriate box)

Dropdown box

2.1.3 Company status, SC/ST or General

Dropdown box

2.2 If authorized dealer / trader:

2.2.1 Give name of items with which you are dealing ______________________

Please enclose attested copy of the Dealership Certificate with validity

period

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3. MANUFACTURING / QUALITY CONTROL/INSPECTION FACILITIES

3.1 MANUFACTURING FACILITY

SL. ITEM SIZE/ CAPACITY QUANTITY REMARKS

No.

3.2 GIVE DETAILS OF MACHINERY ERECTED AND FUNCTIONING

SL. DESCRIPTION CAPACITY MAKE REMARKS

No.

3.3 TESTING FACILITIES

DETAILS OF TEST BED/INSTRUMENTS/APPARATUS FOR QUALITY

CONTROL AT STAGE INSPECTION AND FINAL INSPECTION

SL. ITEM SPECIFICATION QUANTITY REMARKS

No.

4. FINANCIAL POSITION

4.1 Name and address of your bankers and account Nos. with MICR No.

4.2 Balance sheet for the past three years (please attach)
4.3 Profit & Loss statement for the past three years (please attach)
-------------------------------------------------------------------------------------
Year Turnover
-------------------------------------------------------------------------------------
5. REFERENCES OF YOUR MAJOR CUSTOMERS
(With Registration details)

a) Govt.
b) PSU
c) Pvt. Sector

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Declaration by the vendor

On behalf of M/s _________________________________, I/We hereby

undertake that at no stage of business our Company will resort to adopt any
unethical means like offering bribes to your staff in lieu of getting business.
Also, if any of your employees / representatives makes a demand which is
unethical in nature, our Company would not succumb to such pressure and
would immediately bring to notice of concerned authorities of the respective
units.

I / we further understand that whenever called upon to do so by your

Company , an “Integrity Pact” has to be signed by the Proprietor / Owner /
Partner / Director of M/s _______________________ or by their duly
Authorized Signatory. In case of failure to sign the Integrity Pact, I / we will
disqualify in the tendering process.

On behalf of M/s _________________________________, I/We hereby

also declare that the Proprietor / Partner / Director of M/s
_________________________ does not have any relationship / has
relationship with the employee(s) or Director (s) working in your Company,
the details of which has been disclosed in our online application.

Date: Name:
Place: Designation:

VERIFICATION

The information provided in the ONLINE APPLICATION is true to

the best of my knowledge and belief. In case the same is found
contrary, SAIL reserves the right to cancel the registration and also
can take any other action as deemed fit.

Applicant

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Annexure-II

ONLINE APPLICATION FOR VENDOR RENEWAL

(Registration / Renewal of any vendor is need-based and Company reserves the

right to reject any application without assigning any reason)

1. Original Registration Certificate Number & Date-:

(Scanned copy to be enclosed)

2. Any change in the production capacity/range

of products/additional facilities required/storage

facilities etc since last registration

(Yes / No) – Dropdown box to capture details

3. Constitutional change, if any, affected in

the name and style during the intervening

period since last registration

(Yes / No) – Dropdown box to capture details

supporting legal documents to be enclosed:

4. Whether renewal is desired for all the items

originally registered for or if any Item is to be

added / deleted (to be specifically mentioned):

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Declaration by the vendor

Same as Annexure-I

Date: Name:
Place: Designation:

VERIFICATION

The information provided in the ONLINE APPLICATION is true to

the best of my knowledge and belief. In case the same is found
contrary, SAIL reserves the right to cancel the registration and also
can take any other action as deemed fit.

Applicant

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Annexure-III

(Name of the Company with complete address)

M/s _________________________

______________________________

______________________________

REGISTRATION CERTIFICATE

We are pleased to register you as a Vendor of _______ (Plant/ Unit) for the
item/items listed below:

________________________________________________________________
_Sl. No. Category of Items Remarks
________________________________________________________________

Regn No. Supplier Code Area Code Status Code Validity

NOTE: i) We may not necessarily send all our enquiries for these category of
items as and when we are in the market. This registration does not
guarantee award of contracts.

ii) We reserve the right to demand from you such sureties as may be
necessary as an earnest of your fulfilling contracts/supply orders
which we may award you.

iii) We may eliminate your name from our panel without assigning any
reason.

iv) It shall be your responsibility to apply for renewal of Registration on

payment of stipulated renewal fee and production of requisite
documents 90 days in advance before expiry of Registration period
to keep your name in the register of approved suppliers.

Date:__________ Head of Materials Management (of Lead Plant)

(On behalf of the Company)

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Annexure-IV

(Name of the Plant/Unit with complete address)

M/s _____________________ Regn.No.______________________________

____________________________ Date ______________________________

______________________________ Supplier Code__________________________

Area Code___________________________

Status Code_________________________

ADDENDUM TO REGISTRATION CERTIFICATE

The following categories of items are hereby included in your REGISTRATION

NO. indicated above:
_________________________________________________________________
Sl.No. Category of Items Remarks
______________________________________________________________________________

All other terms and conditions of Registration shall remain unchanged.

Date:

Head of Materials Management (of Lead Plant)

(On behalf of the Company)

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Annexure-V

(Name of the Plant/Unit with complete address)

ENLISTMENT RENEWAL CERTIFICATE

We are pleased to renew the Registration of M/s __________________________

as an approved Vendor of (Name of the Plant / Unit) for the following items,
valid till _______________:

_Sl.No. Items Item Code Nos. Validity Remarks

______________________________________________________________________________

Regn No. Supplier Code Area Code Status Code

NOTE: i) This certificate is issued in lieu of the Original

Certificate dated _____________

ii) We may not necessarily send all our enquiries for these items
as and when we are in the market. This registration does not
guarantee award of contracts.

iii) We reserve the right to demand from you such sureties as may
be necessary as an earnest of your fulfilling contracts/supply
orders which we may award you.

iv) We may eliminate your name from our panel without assigning
any reason.

v) It shall be your responsibility to apply for renewal of Registration

on payment of stipulated renewal fee and production of requisite
documents 90 days in advance before expiry of Registration
period to keep your name in the register of approved suppliers.

Date:
Head of Materials Management (of Lead Plant)
(On behalf of the Company)

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