Minutes of the meeting of the Purchase and Expenditure Committee held on 04.07.2022 and 06.07.2022 at Mahavir Vaatsalya Aspataal in connection with finalization of rates quoted by different firms in response to tender notice published on 28.05.2022 for supply of Naivedyam items.

As per direction a tender notice was published on 28.05.2022 in two local daily newspapers i.e. “The Times of India” and “Dainik Jaagran”  inviting tenders from interested suppliers  to submit quotations in sealed covers within ten days of publication of tender notice  for supply  of items (Sugar, Chana Daal, Kaju, Kishmish and Elaichi) for Naivedyam Division of Mahavir Mandir, Patna.

In response to the tender notice, total 14 sealed covers were received from interested suppliers, out of which tenders of M/s Sachin Traders, M/s. M.P. Traders, M/s. Harsh Kumar Gupta, M/s Shiv Shankar Gupta, M/s Raj Nandan Singh and M/s. Jitendra Kumar have been received within the stipulated time. Tenders from M/s. Mac India, M/s Anil Trading Company, M/s. Manju Devi, M/s Praveen Kumar, M/s Manglam Traders, M/s. Vishnu Traders were received after the due date for submission of tenders. However, the Committee resolved to consider all the tenders siting equal of opportunities should be provided to all the venders.  An information to this effect was given to the Committee in the meeting of the Committee on 17.06.2022 and the Committee has been pleased to direct the Senior Manager, Manager and the Accountant put their signature on the tenders and prepare a comparative chart before submitting the same for necessary action.

               A meeting of the Purchase and Expenditure Committee was held on 04.07.2022 and 06.07.2022 at Mahavir Vaatsalya Aspataal to finalize of rates quoted by different firms in response to tender notice published on 28.05.2022 for supply of Naivedyam items. The meeting was attended by the following members :-

1. Shri Visheshwar Nath Mishra,                                                 Chairman

Director (Finance)

• Shri A.K. Ganguly, C.A.                                                                 Member
• Shri I.C. Verma,                                                                                Member
• Shri Bir Bahadur Singh, Manager                                           Convener
•  Sri R. Sheshadri                                                                              Special invitee

As directed in the meeting of the Committee held on 17.06.2022, Shri P.S. Chandran, Senior Manager and Shri Sahil Raj, Accountant were also present.

Accordingly, the sealed covers were opened and signed by the Senior Manager, Manager and the Accountant and a comparative chart of the rates quoted has also been prepared, which is produce before the committee on 04.07.2022 the comparative chart is stated below:-

COMPARATIVE CHART OF RATES QUOTED BY DIFFERENT FIRMS FOR SUPPLY OF NAIVEDYAM ITEMS IN RESPONSE TO TENDER NOTICE PUBLISHED ON  28.05.2022 

Before the Committee on 04.07.2022 only three tenderers i.e. M/s Sachin Traders, M/s M.P. Traders and M/s Mangalam Traders were present and also quoted their negotiated rates on separate sheets.  Rest tenderers have not attended before the Committee on 04/07/2022 . As per discussion, the Committee has given one more chance and directed them telephonically to be present on next date i.e. on 06.07.2022.  On this day only M/s Anil Trading Company, M/s Vishnu Traders, Shri Raj Nandan Singh and Shri Jitendra Kumar were present before the Committee. M/s Anil Trading Company again quoted the same rates on a separate sheet except for Chana Daal for which they have quoted Rs. 60.80   per kg as against the previously quoted rate of Rs. 60.50. But M/s Vishnu Traders, Shri Raj Nandan Singh and Shri Jitendra Kumar has not revised the earlier quoted rates. However, M/s MAC India,   M/s. Manju Devi, M/s. Praveen Kumar, M/s. Harsh Kumar Gupta and M/s. Shiv Shankar Gupta did not attend before the

Committee despite requests made to them over telephone by senior manager of the Mandir

As per quoted rates on separate sheets by the aforesaid tenderers,  a tabulation chart  has been prepared, which is kept below:-.

COMPARATIVE CHART OF  RATES QUOTED BY DIFFERENT FIRMS WHO WERE PRESENT BEFORE THE EXPENDITURE COMMITTEE ON 04.07.2022 AND 06.07.2022 FOR SUPPLY OF NAIVEDYAM ITEMS IN RESPONSE TO TENDER NOTICE PUBLISHED ON  28.05.2022 

The matter relating to rates, quality and supply of the respective items were discussed with Shri R. Sheshadri, Incharge, Naivedyam Division also and He has given his Consent on the quality of material based on samples provided by vendors.

Hence, base d on tender and renegotiation after getting concurrence of in charge, Sri R. Sheshadri the following suppliers are short listed 

                            For Sugar L – 31

1. Sri Rajnandan Singh                       =  Rs. 40.00/Kg
2. M/S M.P. Traders                            =Rs. 40.50/Kg  (Agreed to Supply  at minimum rates also)
3. M/S Sachin Traders                         = Rs. 40.50/Kg 
4. M/S Anil Trading Company           = Rs. 40.50/Kg 

For Chanadal (Raja Brand)

1. M/S Anil Trading Company  = Rs. 60.80/ kg
2. M/S M.P. traders                       = Rs. 61.50/ Kg            (Agreed to supply at minimum rates also)
3. M/S Sachin traders                   =Rs.  61.50/kg

       For Kishmish (kandhari)

1. M/S Mangalam traders          = Rs. 230/Kg
2. Sri  Jitendra Kumar               = Rs. 240/Kg
3. M/S Anil Trading Company = Rs.  245/ Kg

           For kaju ( 11.340 kg/Tin)

1. Sri Jitendra Kumar                 = Rs. 600/Kg
2. M/S Anil Trading Company = Rs. 610/Kg
3. M/S Mangalam traders          = Rs. 610/Kg

         For Elaichi (7 mm )

1. M/S Mangalam traders          = Rs. 790/Kg
2. Sri Jitendra Kumar                 = Rs. 810/Kg
3. M/S Harsh Kumar Gupta     =  Rs. 825/Kg

The committee recommends the per kg rate as per for destination supply on under noted terms and conditions :-

• Prior making supply sample should be approved by Mr. R. Sheshadri
• Supply to be made within two days from valid order issued by Manager/ Sr. Manager on recommendation of Mr. R. Sheshadri.
• Rates are inclusive of G.S.T and freight.
• Rates shall be valid for 6 months unless revised by Mahavir Mandir.
• A under taking shall be obtained from vendors about rates and quality of the product.
•  TDS/TCS shall be deducted from bills if supply exceeds Rs. 50 Lakhs as per I.T. Rules.
• Payment shall be released after due submission of bills alongwith supply made and on confirmation of storekeeper and Mr. R. Sheshadri (in charge) with in 15 days from the submission of bills .

               We recommend to purchases first from the L- 1 Vendor only if L-1 refuses to supply then only order shall be placed to L-2 only after the approval of Manager/Sr. Manager of Mandir but inn every case the quality shall be insured by incharge Naivedyam Division .

The recommendation /decision of the committee to be placed before honorable Secretary.

  ( A.K. Ganguly)                                   (I.C.Verma)                                             (V.N.Mishra)