ONLINE DGS&D REGISTRATION AND ENLISTMENT | DGS&D REGISTRATION PROCEDURE | DGS&D E-TENDERING DGS&D E-PROCUREMENT

ORGANISATION AND STRUCTURE

The Directorate General of Supplies and Disposals is the Government of India’s Central Purchase Organization, which is led by the Director-General. It is a subordinate office of the Department of Supply (Ministry of Commerce).

With three regional purchase offices in metros and 27 quality assurance offices in major industrial towns, the company is headquartered in New Delhi.

Purchase directors organized commodity-specific market intelligence, as well as product and process technical advancements.

To promote rapid response, Quality Assurance offices are strategically situated near users and industry.

IT COMPRISES OF FOLLOWING MAIN WINGS:

  • Purchase
  • Quality Assurance
  • Shipping-clearance and forwarding
  • Training and consultancy
  • Registration

CONTRIBUTIONS TO THE NATIONAL ACTIVITIES

Transportation section:

  • Road Construction & Inspection machinery.
  • Spare parts for a wide range of vehicles and equipment.

Projects to provide drinking water:

  • Pumps for the hands.
  • Alumina Ferric & bleaching powder that is stable, etc.

Ordinance Factories:

  • Machine Tools for Production.
  • Arms and ammunition machines with a special purpose.
  • Machines for CNC precision processing, inspection, and testing.

Fire Services:

  • Tenders for Crash Fire.
  • Snorkels and Hydraulic Platforms
  • Documents and supplies for firefighting.

Health Services:

  • Drugs and medicines.
  • Equipment for Specialized Hospitals.

Public Utilities:

  • Generating Sets, Automobiles & Spares
  • Cement, paper goods, and packing B-twill bags

Energy Conservation:

  • Evaporative air coolers, space air conditioners
  • Electronic and electromagnetic ballasts, laminated electrical light fittings, and emergency management
  • Paramilitary forces.
  • Uniforms & Clothing, Tents, FRP Shelters & Camping Equipment, Communication Equipment.
  • Automobiles/Vehicles, Recovery Vehicles, and Combat Equipment & Accessory.
  • Concertina coils and barbed wire, as well as night vision devices, are used in border fencing and lighting.
  • Utensils and Kitchen Equipment

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SCOPE AND FUNCTIONS:

Purchase and/or inspection of stores for the purpose of-

Central Government Ministries/Departments, including their attached and subordinate offices, as well as Union Territories

State governments, public undertakings, autonomous bodies, and quasi-public bodies, for example, are all included.

To coordinate the clearance and shipping of stores in accordance with DGS&D contracts.

Manufacturers, suppliers, stockists, and Indian agents of foreign manufacturers are all required to register.

The Training Directorate will provide Purchase and Quality Management training to government agencies and businesses.

PURCHASE WING

It conducts procurement activities such as rate price negotiations and ad hoc acquisitions.

The main procurement function is conducted at headquarters in New Delhi, and some R/Cs have been allocated to the three Regional Supply Offices in Mumbai, Chennai, and Calcutta.

  1. The indents for ad-hoc objects must be raised by the identifying departments in accordance with each office’s territorial jurisdiction, with the following exceptions:
  2. 1. Jute and jute products—Kolkata is the hub for jute and jute products.
  3. 2. Chennai is the hub for coir and coir goods.

QUALITY ASSURANCE WING

It assists the purchasing functions with technical issues.

Functions:

  • Inspection Policies and Quality Assurance Plans are being developed.
  • Creating contracting procurement requirements
  • Evaluation of vendors.
  • Firms and suppliers that are licensed as distributors, Indian agents for international manufacturers, and so on.
  • The standard of materials is assessed and certified.
  • At the consignee’s end, a quality audit of supplies is performed.
  • Involvement of indenters and businesses in the creation and revision of procurement requirements.
  • BIS interaction and constructive involvement
  • Failure of metallurgical products is tested and investigated.
  • As information centers in their respective states, with a focus on fostering stronger ties between industry and state governments.
  • Inspection of exports on behalf of friendly countries.

SUPPORTING UNITS:

Planning and co-ordination unit:

The planning and coordination unit is in charge of purchasing, quality assurance, disposal, and shipping policies and procedures.

Internal work-study: 

This unit performs methodology research, personnel evaluations and ensures that work is completed quickly.

Training and Consultancy:

DGS&D Officers and other organizations are trained by the Training Directorate in coordination with DOPT.

Management Information Services (MIS)

  • The MIS Directorate maintains a database of pre-and post-contract activities as an operational-cum-intelligence unit.
  • The MIS Directorate publishes DGS&D purchase brochures, market price bulletins, and the DGS&D annual administration report.
  •  

Public grievances and public relations cell

Market Intelligence cell (MIC) and cost cell:

  • MIC collects and compiles information on manufacturers, prices, and market patterns for a variety of R/C products.
  • Cost cell reports to the officer in charge of DGS&D’s IF Wing, and it draws on the experience of the Purchase & Quality Assurance Wing to carry out its responsibilities.
  • The purpose of this cell is to analyze and calculate a fair cost by comparing R/C prices to market prices.

Integrated Finance (IF) Wing:

  • The DGS&D has a complement of officers from the Department of Supply’s Integrated Finance Wing.
  • The Ministry of Finance’s Chief Advisor (Price) will advise the DGS&D on matters such as cost fixation of prices and the formulation of price variance clauses, among other things.

Liaison cells:

Railway & NSIC maintains a liaison cell in DGS&D to allow for proper contact with DGS&D while procuring products through DGS&D Contracts.

PRINCIPALS OF CONTRACT OF DGS&D

The DGS&D Contract Manual explains the elements and concepts of contract law, as well as the definition of various legal words.

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WHAT IS THE CONCEPT OF A CONTRACT?

When a proposal or offer is accepted, it becomes a commitment; a promise, and every collection of commitments that form the consideration for each other, becomes an agreement; and an agreement becomes a contract when it is made with the free consent of parties competent to contract, for a lawful consideration, and with a lawful item.

GOVERNING LAW IN PURCHASES MADE BY DGS&D:

The Sale of Goods Act of 1939 and the Indian Contract Act of 1872 regulates all sales and contracts rendered by the DGS&D.

GENERAL GUIDELINES FOR ENTERING INTO CONTRACTS BY THE DGS&D:

Without the execution of contract contracts, no work of any sort should be started.

A contract’s terms must be precise and without ambiguity.

Provision for liquidated damages recovery in the event of a contractor’s default

In addition to all other applicable considerations, the financial condition of the individuals and companies tendering must be considered when choosing the tender to be accepted.

Where a contract provides for escalation in labor overheads, customs duty, freight, and other costs, the reason for the calculation should be clearly stated.

A lump-sum deal can only be entered into under extreme circumstances.

REGISTRATION OF FIRMS

The Registration Branch in New Delhi registers businesses, and there are 27 Quality Assurance Wing offices designated as Registration Centers.

Firms are licensed for a certain period of time, depending on the registration type. Firms must reapply for registration at the end of this time span.

REGISTRATION ELIGIBILITY

Any company engaged in the manufacturing, stocking, or marketing of retail stores, whether based in India or abroad, is qualified for DGS&D registration.

CATEGORIES FOR REGISTRATION

Registration of firms who supply indigenous items:

  • Manufacturers: Indigenous businesses with their own factory(s).
  • If the company does not own the factory but uses the factory of another company, the company must have a valid agreement in place, which must be valid for at least three years at the time of application.
  • Manufacturers are required to register for a duration of 5 years.

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  1. Assemblers:

This category is limited to stores that use big purchased goods like generators, water treatment plants, and air conditioning plants, as well as Community Health Workers Kites/ Dai Kits required by the Ministry of Health and Family Welfare. Registration in this category is also limited to a maximum of five years.

  • Converters:
  • This category is limited to companies that add value to items such as computer stationery, X-ray film, Teleprinter rolls, Cine raw film, Photocopier paper, and so on, using their own technical facility.
  • This category’s registration will also be for a duration of 5 years.
  • Sole Selling Agents:
  • Indian manufacturers’ sole selling agents/authorized agents/distributors are registered with DGS&D.
  • The registration will be valid for a maximum of five years.
  • Stockists for indigenous stores:

Natural items such as wood, Babool bark, hides, and skins are excluded from stockiest registration for indigenous stores. This category’s registration will be for a duration of two years.

REGISTRATION OF FIRM WHO SUPPLY IMPORTED STORES:

Foreign manufacturers and their accredited agents in India 

For a duration of five years, foreign manufacturing companies and their licensed agents in India are registered.

Suppliers of /Imported stores:

Firms that have a standard supply agreement with a foreign manufacturer and adapt/tropicalize the equipment to fit Indian conditions will be registered as suppliers for up to two years.

Stockists of Imported Stores:

Firms in this category must be approved by international suppliers and maintain daily stock levels of the products. This registration is only valid for a maximum of two years.

APPLICATION FORMS

  • Firms that supply indigenous stores can receive an application from any of the QA Wing’s 27 designated Registration centers.
  • The application forms for companies supplying stores of foreign origin could be accessed from the Registration Branch of the DGS&D in New Delhi.
  • Companies in the following countries may obtain application forms directly from the Indian Embassy/High Commission/Mission in their country.

DOCUMENTS NEEDED FOR INDIAN FIRMS.

  • Present Income-tax Clearance Certificate for the Firm/ Current Income-tax Clearance Certificate for the Proprietor.
  • Copies of the Annual Reports from the previous three years.
  • Form-A which includes a copy of the Partnership Deed as well as quotes from the Registrar of Companies.
  • Copies of ownership papers for the firm’s warehouse, as well as the plant and equipment that are built there.
  • When Proprietor, Partners, or Managing Director, a general power of attorney, as well as a copy of the Board of Directors’ Resolution (in the case of corporations).

DOCUMENTS NEEDED FOR FOREIGN FIRMS.

  • One collection of product catalogues, price lists, and other details.
  • A report on the capability from any of the inspection agencies recognized by the government of the Manufacturer’s country. In important situations, however, special reports from the Indian Missions may be requested.
  • For the registration of foreign manufacturers’ Indian agents, the firm must have an agency agreement with the foreign Manufacturer detailing the agency commission and confirmation of payment in Indian rupees.

SIGNING OF APPLICATION FORMS

Partnership firms: The application must be signed by both parties. 

Proprietorship firms: The application must be signed by the proprietor.

Limited Companies: The application must be signed by the Managing Director or any other properly appointed Director of the company.


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PROCESSING OF APPLICATIONS OF INDIAN FIRMS FOR REGISTRATION

The registration branch of the DGS&D or the registration center of the Quality Assessment Wing, as the case may be, will examine the application to ensure that it is relevant to their jurisdiction, that it is complete in all respects, and that it is supported by the processing fee and necessary documentation. The answers and data provided in the application are accurate and comprehensive, with no ambiguity or evasion. In the event that any flaws are discovered. The application will be returned to the applicant with a complete explanation of why it was denied.

RENEWAL AND ADDITIONAL REGISTRATION APPLICATIONS:

On receipt of the prescribed processing fee, all applications for Renewal or Additional Registration, as the case may be, will be treated in the same manner as the initial registration. The processes and authority levels will be the same as for initial registration.

REMOVAL OF FIRMS FROM THE LIST

  • If they do not follow the terms and conditions of the registration, the registration will be revoked.
  • If they make any false declarations to DGS&D, they will be prosecuted.
  • If stores of poor quality are supplied.
  • If a contract is not completed or is not completed satisfactorily.
  • In the event that you are declared bankrupt or insolvent.
  • If you do not send the necessary documents/information, you will be penalized.
  • Any reason that, in DGS&D’s view, makes the firm’s name remain on the list of registered suppliers unfit for public consumption

GROUNDS FOR BANNING OF BUSINESS

  • Concerns about defense, including the issue of state loyalty.
  • If the firm’s owner, employee, associate, or delegate is found guilty in a court of law of crimes involving moral turpitude in the course of business.
  • If the firm’s owner, employee, or delegate has engaged in unethical behavior such as bribery or corruption.
  • If the company refuses to return government dues for an extended period of time without providing sufficient justification.
  • If the company hires a government employee, the employee will be fired or suspended due to corruption.

PROCEDURE FOR SUSPENSION

  • The Registration Branch and DGS&D headquarters are notified of any suspension or banning cases.
  • After a thorough investigation, the case will be presented to the Director-General of Supplies and Disposals for instructions to begin the required suspension/banning proceedings.
  • If the Director-General agrees, a formal referral to the Chief Vigilance Officer and the Department of Supply will be produced.
  • The Chief Vigilance Officer of the Department of Supply will take more steps.
  • It should be noted that no contract of any sort should be entered into with a banned company.

EARNEST MONEY AND PERFORMANCE SECURITY

Earnest money deposit:

  • Earnest money deposits should be requested from tenderers competing against DGS&D, according to general financial laws.
  • The EMD will be paid at a rate of 2% of the store’s estimated value, subject to a ceiling of 2 lakhs.
  • The exact sum of EMD should be stated in the invitation to the Tender Enquiry/ Tender Notice, and it should be measured, taking into account the value of all the components.
  • EMD is not needed for tenders worth less than one lakh rupees.
  • Demand draughts, fixed deposit receipts, banker’s cheques, and bank guarantees (BG) from any of the Scheduled Commercial Banks can be approved in accordance with the format.
  • The effective tenderer’s EMD will be refunded until the contract’s Performance Security has been given.

BENEFITS OF DGS&D REGISTRATION

  • Contracts for government purchases were reached with registered businesses.
  • Registered businesses are excluded from having to pay an earnest money or security deposit.
  • Tender inquiries are given to small-scale businesses at no expense.
  • Tender notices are sent out in advance to all registered firms.

CONCLUSION

To summarize, DGS&D is the Indian government’s central purchasing body, reporting to the Ministry of Commerce and Industry. Its job is to finalize the rate contracts that government agencies can use to purchase common-use goods. In its current form, it was established in 1951 to provide procurement services to the Central and State Governments by placing Rate Contracts for common user products and contracts to meet their ad-hoc demands.

For more information, please contact us on info@trijuris.com or call us Mb. No. 85100 58386 or 9310 717274.