Document Checklist
This is a general guide, as specific requirements vary by tender and organization. Always refer to the tender document (RFP, NIT or BoQ) for exact details.
1. General Documents
- Company Registration Certificate: Proof of business registration (e.g., Certificate of Incorporation, Partnership Deed, or Proprietorship registration).
- GST Registration Certificate: Valid GSTIN for tax compliance.
- PAN Card: Permanent Account Number of the company or proprietor.
- Digital Signature Certificate (DSC): Required for e-procurement platforms like GeM or CPPP.
- Authorized Signatory Details: Power of Attorney or authorization letter for the person signing the bid.
2. Financial Documents
- Audited Financial Statements: Balance sheets and profit/loss statements for the last 2-3 years (as specified).
- Turnover Certificate: Certified by a Chartered Accountant to prove annual turnover meets tender requirements.
- Income Tax Returns (ITR): Filed ITRs for the last 2-3 years.
- Solvency Certificate: Issued by a bank to confirm financial stability (if required).
- Earnest Money Deposit (EMD): Proof of payment (demand draft, bank guarantee, or online transaction receipt), unless exempted (e.g., MSMEs).
3. Technical Documents
- Experience Certificates: Work completion certificates or contracts proving relevant experience (number of years/projects as per tender).
- Technical Specifications: Detailed documents showing compliance with the tender’s technical requirements (e.g., product specs, service capabilities).
- Certifications: ISO, BIS, or other industry-specific certifications, if applicable.
- Manpower Details: Information on staff strength, qualifications, or technical expertise (if required).
- Equipment and Infrastructure: Details of machinery, tools, or facilities available to execute the project.
4. Statutory and Compliance Documents
- EPF and ESI Registration: Proof of registration with Employees’ Provident Fund and Employees’ State Insurance (if applicable).
- Labor License: If the tender involves labor-intensive work.
- No Blacklisting Declaration: Self-declaration stating the company is not blacklisted by any government entity.
- Undertaking for Compliance: Declaration of adherence to tender terms, labor laws, and other regulations.
5. Bid-Specific Documents
- Technical Bid: Detailed proposal addressing the scope of work, methodology, and timelines.
- Financial Bid: Price quote in the specified format (e.g., Bill of Quantities – BoQ), including taxes and other costs.
- Bid Security Declaration: If EMD is exempted, a declaration committing to bid terms.
- Tender Acceptance Letter: Acknowledgment of tender terms and conditions.
- Pre-Bid Query Responses: Clarifications or documents submitted post pre-bid meeting (if applicable).
6. Additional Requirements
- Performance Bank Guarantee (PBG): If required post-award, prepare bank guarantee details.
- MSME/Startup Certificate: For exemptions like EMD waivers or relaxed eligibility (e.g., Udyam Registration for MSMEs).
- Bank Details: Cancelled cheque or bank certificate for payment purposes.
- Non-Disclosure Agreement (NDA): If the tender involves sensitive information.
- Other Specific Documents: As mentioned in the tender (e.g., quality test reports, client references).
Key Notes
- Verify Tender Requirements: Cross-check the tender document for specific documents, formats, and submission methods (online/offline).
- Organize Documents: Arrange documents in the order specified in the tender to avoid rejection.
- Check Validity: Ensure all certificates (GST, DSC, etc.) are valid at the time of submission.
- Digital Submission: For e-procurement, upload documents in PDF or specified formats and ensure DSC compatibility.
- Physical Submission: For offline bids, submit sealed envelopes (technical and financial bids separately, if required) with proper labeling.
- Keep Copies: Retain copies of all submitted documents and proof of submission (e.g., portal acknowledgment or courier receipt).
- Corrigenda: Monitor the tender portal for amendments or additional document requirements.
Tips
- Use a checklist specific to each tender to avoid missing critical documents.
- For complex tenders, consult a tender expert or legal advisor to ensure compliance.
- Register on platforms like GeM (gem.gov.in) or CPPP (eprocure.gov.in) to access tender-specific templates and guidelines.
This checklist is a starting point. Always tailor it to the specific tender’s requirements to ensure a compliant and competitive bid.