GUIDELINES FOR REGISTRATION OF FIRMS WITH DGS&D

1. What is Registration?

DGS&D, being the Central Purchase Organisation of Government of

India, has a system of registering firms for supply of various stores as

approved contractors.The main object of registration of firms as

approved contractors is to have a broadbased panel of technically

capable, financially sound and reliable sources of supply to whom

enquiries can be addressed for Government purchases. The stores

purchased by departments of Government of India, State Governments,

Public Undertakings etc through DGS&D cover almost all areas of

industrial production.

2. Eligibility & categories for registration.

All firms, who are in the business of manufacturing, stocking or

marketing of stores are eligible for DGS&D registration if otherwise

suitable, subject to specific conditions or restrictions stipulated in

this document.

Where such registration is granted based on manufacturing or

marketing agreements, it shall be the responsibility of the registered

unit to keep such agreements renewed at all times to keep their

registration valid for the period for which the registration has been

granted.

3. Categories for registration:

I) Registration of firms who supply indigenous items:

Such firms are registered in following categories. The application

form to b used for different categories of registration is given against

each category.

a) Manufacturers: (Form-A)

i) Indigenous firms having factory(s) of their own and being in the

opinion of the DGS&D capable of producting material of the required

standard.

ii) In case the firm do not own the factory but utilises the factory of

some other firms on lease or other arrangements for

manufacture/fabrication of the stores for which registration is sought,

it should have entered into a valid agreement to formalise such

arrangement with the firm owning the factory. The agreement should

valid at least for three years at the time of application. While

granting registration to such units the registration certificate should

clearly indicate the name of the lessor, the type of arrangment the firm

has with lessor and that in case lease or other arrangement in respect

of factory/works is terminated, the firms registration shall stand

terminated with effect from the date when the arrangement is terminated.

iii) The manufacturers shall be registered for a maximum period of five

years.

b) Assemblers: (Form-A)

This category is restricted to stores using major brought out items

such as Generating sets, water treatment plants, Air Conditioning Plants

in addition to community Health Workers Kits/DAI Kits required by

Ministry of Health and Family Welfare. Registration in this category

shall also be for maximum period of five years.

c) Converters: (Form-A)

This category is restricted to firms who by their own technical

facility make valud addition to the products like Computer Stationery,

X-ray Film, Teleprinter Rolls, Cine Raw Film, Photocopier Paper etc.

Registration in this category shall be for maximum period of five years.

d) Authorised agents/distributors of Indian manufacturers: (Form-B)

 The authorised agents/distributors of Indian manufacturers

themselves are registered with DGS&D. Such registration shall be

granted for a maximum period of five years or until their manufacturer

is registered with DGS&D, whichever is earlier.

e) Stockists for indigenous stores: (Form-B)

The registration of stockists for indigenous stores is restricted to

natural products like timber (provided the firms concerned furnish a

certificate from the State Forest Department to the effect that they are

forest lessee or that they purchase timber directly though Government

auctions), the Babool bark, hides and skins. Such registration shall be

granted for a maximum period of two years.

(Note: Firms in categories (b) & (c) may also avail of the facilities

provided under (a)(ii).

II) Registration of firms who supply imported stores:

Registration of firms who supply imported stores shall be made in

following categories. The form nos. to be used are given in brackets.

a) Foreign manufacturers and their accredited agents in India:

(Form-C Part I&II)

Foreign manufacturing firms and their accredited agents in India are

registered for a maximum period of five years or for the period for

which their Indian agent's agreement is valid. The foreign

manufacturing firms can also be registered without Indian agents if they

have necessary arrangements for aftersales service where required in

India.

b) Stockists of imported stores: (Form - D)

Stockists of imported stores are registered for such items for which

there is need for imported capacity on regular basis. Firms in this

category are required to be accredited by the foreign manufacturers and

should be holding stocks of the items regularly. Such registration

shall be granted for a maximum period of two years.

c) Suppliers of imported stores: (Form-E)

Firms having regular arrangement with a particular foreign

manufacturer for supply equipment and who adapt/tropicalise the

equipment to suit Indian conditions and can prove the performance of the

same at their premises in India shall be registered as suppliers. They

are required to produce documentary proof of import and certificate of

origin at the time of supply. They are also required to have

established facilities for after sales services for the equipment in

India. The registration in this category shall be granted for a maximum

period of two years.

(Note: Firms in categories (b) & (c) above are required to have valid

agreements entered into between them and their foreign principals).

3. What advantages flow out of registration?

The firms registered with DGS&D enjoy the following benefits:

a) Tender enquiries against demands which are not advertised, are sent

to the registered firms.

b) In case of advertised tender enquiries, copies of tender notices are

sent to registered firms giving them advance information to enable them

to purchase the Tender sets.

c) Rate Contracts and Running Contracts are generally awarded to

registered firms.

d) Although ordinary demands are mostly covered on registered suppliers,

operational/express/urgent demands are normally reserved for supply by

registered firms.

e) Earnest money and security deposit which are normally insisted upon
from unregistered firms, are waived partly or fully in the case of

registered firms who respond to the tender enquiries and secure orders.

4. General information:

It is important to note that registration with DGS&D is subject to

certain conditions as detailed in Appendix-C.

Firms desirous of supplying stores to Government through DGS&D may

note that being registered with DGS&D is only a part of the process.

Normally a case of registration takes about three months to get

processed after the firm has put in its completed application/cleared

the deficiencies pointed out as per Appendix-F after receipt of the

application. Adhering to this time limit will require prompt and clear

response from firms to the references where these are made during the

process. In case where a test report from a recognized laboratory is

required for processing the cases, firms are required to have their

products tested at their own expenses.

The firms are advised in their own interest to go through the

standard conditions of contracts as contained in the pamphlets titled

"Conditions of Contract governing contracts placed by the Central

Purchase Organisation of the Government of India", a priced publication

obtainable from:

(i) The Manager of Publications/Civil Lines, Delhi.

(ii) The Superintendent, Government Printing and Stationery,

Allahabad/Nagpur/Bombay/Patna.

(iii) The Superintendent, Government Press, Madras.

(iv) The Government of India Book Depot, 8 Hastings Street, Calcutta.

5. Cost of application form and processing fee.

The cost of application forms and processing fees payable for

different categories of registration shall as prescribed from time to

time by the competent authority. The present rates are as given

Appendix-B.

The application for firms who supply indigenous stores can be

obtained from any of the 20 designated Registration centres of QA Wing.

The application fee may be deposited in cash at the counters of DGS&D at

Headquarters or its Quality Assurance Circles/Registration circles and

the cash receipt obtained from cash counter is to be attached with the

application form in riginal.

For firms supplying stores of foreign origins, the application forms

could be obtained from the Registration Branch at DGS&D, New Delhi. The

firms located in the following countries can purchase the application

forms direct from the Indian Embassy/High Commission/Missions located in

their country against payment of an amount equivalent to the cost of the

application form in local currency.

(1) U.S.A (2) U.K. (3) Sweden (4) Australia

(5) Germany (6) Belgium (7) Switzerland (8) Netherland

(9) Italy (10) Denmark (11) Austria (12) Japan

(13) France

The processing fee may be paid by a crossed demand draft on any

Scheduled Bank drawn in favour of DGS&D, New Delhi. The firms may also

deposit the fee in the Reserve Bank of India by a treasury challan

indicating the following particulars:

Head of Account: 057 Supplies and Disposals,

Minor Head: "Other Receipts"

Sub-detailed Head "Other Items"

Adjustable by the Chief Controller of Accounts, Department of Supply,

New Delhi.
 The original treasury challan/bank draft should be attached to the

application for registration.

All foreign firms except those located in U.S.S.R and East European

Socialist Countries may deposit a sum equivalent to U.S.$ 200 in their

own currency (rounded off to the nearest higher half unit) at the

prevailing rate of exchange with the Indian Embassy in their country and

forward the receipt to DGS&D for obtaining the forms. Firms located in

Rupee payment countries may pay the fee in Indian Rupees.

For obtaining further details/guidance on the mode of payment of

processing fee etc. applicant firms are advised to get in touch with

the officer incharge of the nearest registration centre.

Purchase of forms or payment of processing fees does not ipso facto

confer any right on any applicant firm to claim registration. The

application will be scrutinized and the premises and factory of the

firms will be inpsected for verifying technical capacity/capability,

quality control arrangements etc. before registration is granted.

DGS&D also reserves the right to make such enquiries as are necessary to

verify the financial standing, goodwill and reliability of the applicant

firms.

The fee once paid is neither refundable nor transferable.

6. Authorities competent to deal with the applications for registration

and grant registration:

The authorities competent to deal with the applications and grant

registration shall be as per the delegation of authority given in

Appendix-D.

The officer receiving the registration application shall issue on

acknowledgement as per specimen at Appendix-E.

 The Appellate Authority for any representation or grievance

redressal would be the DDG(QA) concerned.

7. Signing of the application forms:

a) The application should be signed by the authorised signatory(ies) as

under:

Proprietorship Firms: Proprietor.

Partnership Firms: all partners.

Limited Companies: Managing Director or any of the Directors of the

firm duly authorised.

b) General Power of Attorney:

In case the application has been signed by a person holding power of

Attorney on behalf of an authorised signatory

(Proprietor/Partners/Directors), a copy of the Power of Attorney duly

attested by the Notary Public/Ist Class Magistrate should be furnished

alongwith the application.

The firms should ensure that the General Power of Attorney executed

in favour of the person signing the application for registration, must

authorise the person appointed as a constituted attorney to do the

following acts:

i) To sign for and on behalf of the firm.

ii) To bind the firm in all contractual obligations.

iii) To refer the disputes if any, arising out of contracts placed on

the firm by DGS&D or any of its regional officers to Arbitration under

the Indian Arbitration Act, 1940.

If the General Power of Attorney in respect of the person appointed

as a constituted attorney who had submitted the applications forms under

his signature, is later on withdrawn, revoked or becomes in-effective

for any reason whatsoever, then the firm concerned shall furnish a new
set of forms duly signed by a person appointed in his place to perform

the functions aforesaid by virtue of a new general Power of Attorney, a

copy of which duly attested by a Notary Public/Ist Class Magistrate

should be sent to the Registering Authority. All acts and deeds done by

the person under the previous General Power of Attorney after its

withdrawal or revocation, shall be deemed to have been done by the firm.

8. Showing last three years turnover of firms with loss/profit

in registration certificate.

To give a better picture of performance capability of the firm it

would be beneficial to show turnovers based on annual balance sheet

showing profit and loss account of the firm during the proceeding three

years of the registration. In those cases where auditing of the annual

balance sheets is not compulsory according to Income-tax Rules, a

certificate to this effect duly signed by the applicant shall be

accepted along with the unaudited balance sheets. Where it is a new

firm or started only one year or two years agao then it should be

mentioned against the turnover column "Not available, since new firm".

In such cases where no turnover can be indicated, then in the subsequent

years it will be responsibility of the firm to come with the relevant

details and have them incorporated in the certificate from time to time,

failing which registration can be withdrwan by DGS&D. Turnovers shall

be shown in the Registration Certificate based on Annual balancesheet

for the last three years instead of monetary limit.

9. Documents to be furnished by Indian firms with applications for

registration:

i) A copy of the Partnership Deed and extracts from Registrar of Firms

in Form A or equivalent(In case of Partnership concern).

ii) A copy of the Certificate of Incorporation alongwith articles of

association and Memorandum (in the case of a Limited Company).

iii) Copies of ownership documents in respect of firm's factory and

plant and machinery installed therein (in respect of manufacturers)

together with copies\ of valid agreements in case of utilisation of

factory of others.

iv) A General Power of Attorney(GPA) together with a copy of the

Resolution of Board of Directors (in case of companies) when the

application is signed by a person other than the Proprietor, Partners,

Managing Director/Director as the case may be. The GPA should satisfy

the requirements for the same as specified elsewhere in this document.

v) Copies of the last three years' Annual Report indicating the profit

and loss account and Balance Sheet.

vi) Permanent Registration with Director of Industries of the State if

the firm is an SSI Unit or Acknowledgement of the Memorandum submitted

to S.I.A. of Ministry of Industry in case of Non-SSI Units.

vii) Technical Papers: The manufacturing units are to furnish full

information of the technical knowhow, manufacturing facilities, Quality

Assurance facilities, Technical and skilled manpower available, the

items and the standard specifications to which the registration sought,

copies of licences of statutory authories and type test certificates as

applicable for the items in the prescribed format.

viii) Firms's current Income-tax Clearance Certificate (ITCC) in case of

Partnership and limited concerns and proprietor's current ITCC in case

of proprietorship concerns.

(Note: ITCC shall however not be required at the time of registration

in the category of Manufacturers as the same is required to be verified

by the purchase officers before the award of contracts. A note to this

effect should be given in the Registration Certificate).

ix) Performance Statement in Annexure-4.

x) Affidavit regarding banning in Annexure 3A/3B.

xi) Agency agreement giving details of agency commission and

confirmation of acceptance of payment in rupees (in respect of Indian

Agents of foreign manufacturers).

xii) For the registration of an Indian firm as authroised

agent/distributor, the firm shall furnish agency agreement and the

undertaking from the manufacturers as well as from their own side as per

the following details. Registering authorities will accept only

notarised copies of the various agreements/undertakings to be furnished

by the Manufacturers and authorised Agents/Distributors).

The manufacturers

a) that he does not have suffcient marketing arrangements in respect of

the specified territory or set of items to participate in Central

Government/DGS&D Purchases.

b) that he will accept the responsibility for the satisfactory execution

of orders placed on the authrorised agents/distributors.

c) that he will provide requisite inspection and testing facilities at

his works in respect of orders placed on authorized agents/distributors.

d) that the authorised agents/distributors price will not exceed that

which the manufacturer would have quoted.

e) that the manufacturer will declare the quantum of commission or the

margin of profit to which authorised agent/distributor is entitled.

f) that the request for inspection against a contract submitted by the

agents/distributors would be accompanied by a certificate from the

manufacturer that the stores covered under the request have been

manufactured by them and the stores offered and supplied would bear the
trade mark of manufacturer.

Authorised agents/distributors

a) that he will be repsonsible for all the contractual obligations

including quality aspects, replacement of parts/items and

warranty/guarantee obligations.

b) that he will be responsible for providing after-sale service where

necessary.

c) that he will indicate besides the quoted prices, the manufacturer's

price to him.

(Note: Registering authorities will accept only notarised copies of the

various agreements/undertakings to be furnished by the Manufacturers and

authorised Agents/Distributors).

10. Documents to be furnished by foreign firms with applications for

registration:

i) One set of catalogue, price list etc of the products manufactured.

ii) A capacity report from any of the inspection agencies recognised by

the Government of the country of the Manufacturer. in case of any doubt

regarding the status of the inspection agency that has submitted the

capacity report a reference will be made to the Embassy or the

representative of the country concerned in India. However, if the

information about the firm is available from Dun-Bradstreet Reference

Book or in other similar reference book, the same may be accepted in

lieu of capacity report as above. Special reports may, however, be

called from the Indian Missions in important cases.

(iii) For registration of Indian agents of foreign manufacturers, the

agency agreement between the foreign manufacturer and the Indian agent

giving details of agency commission and confirmation of acceptance of

 payment in Indian Rupees.

11. Communication of deficiencies of firms:

In cases where the firm is not considered capable and registration

cannot be granted, Director(QA) would communicate the deficiencies or

shortcomings direct to the firms under intimation to the DDG(QA) of the

concerned zone. This intimation would be despatched by registered post

to the applicatn firm. In case such firms apply for reverification of

their capability/within six months of the intimation, claiming to have

made good the deficiencies pointed out to them, the request will be

entertained without any processing fee by the registration office. Such

requests shall be entertained only once. Requests for reverification

after expiry of the said six months period would be treated as fresh

application and processing fee charged accordingly.

12. Items for which registration is not granted by DGS&D

DGS&D does not register suppliers of following items.

a) Food stuffs and forage

b) Lethal stores, weapons and explosives.

c) Straw, saw dust, Firewood and Charcoal.

d) Road Metal, bricks, stones, marble, surkhi, lime, sand, chalk

and other

similar building materials.

e) Wooden and cane furniture.

f) Beverages like tea, coffee, cocoa etc.

g) Photographic films

h) Aeroparts.

i) Marine craft.

j) Potable liquors including Brandy, whisky, Rum, Gin, Wines etc.

k) Tabacco Raw or finished, including Cigarettes, Cigars, beedies,

 Charoots.

l) Instrument landing system and allied equipment required by DGCA,

Air Borne control equipment and monitoring equipment.

m) Locomotives other than Diesel Loco Shunters.

n) Miner's Rescue equipment.

o) Diving Suits, Diving equipment and accessories.

p) Liquid paraffin, light I.P. Grade.

q) Liquid paraffin, Heavy I.P. Grade.

13. Additional registration applications:

All applications for additional registration as the case may be

shall be dealt with as in the case of initial registration on receipt

with the prescribed processing fee as given in Appendix -B. The

procedure and level of authority shall be same as that of initial

registration.

14. Procedure for noting down change in name and constitution of firms:

Requests for incorporating changes in name, address and constituion

of firms in their registration with DGS&D shall be handled as under:

a) Change in the name of a firm and/or their office address:

Requests for change in the name of a firm and/or their office

address should be addressed to the Registration Office/Centre who

granted the original regi[stration enclosing the original registration

certificate and duly supported by documentary evidence. In normal

course such changes shall be allowed simply on verification of

documentary evidence.

b) Change in constitution or location of the firm's manufacturing works

In the event of any change in the constitution of the firm or in the

location of their manufacturing works, the registration with DGS&D shall

lapse. The firm should surrender the original registration certificate

in such cases and apply for registration afresh.

15. Removal of firms from the list of approved contractors:

The Registration granted for a term period may be cancelled, if

necessary, with the approval of the Dy.Director General(QA) concerned.

16. DGS&D Bulletins/Booklet:

DGS&D, New Delhi is publishing every month a Bulletin which contains

information on Rate Contracts concluded/reviewed, notices of tenders

advertised by DGS&D along with other important information relevant to

the trade and indentors.

DGS&D is also bringing out a booklet "DGS&D Rate Contract - List of

Stores" once every year, listing out stores on DGS&D Rate Contract

giving comprehensive information on items on Rate Contracts with

validities, specifications, names and addresses of firms holding these

R/Cs and the prices for the items covered. This booklet can act as an

indispensable guide to all firms who wish to participate in DGS&D Rate

Contracts.

Details regarding prices/annual subscription for DGS&D Bulletin and

the annual booklet "DGS&D Rate contract -List of Stores" can be had from

Registration Centres.

Approved vendors may subscribe to DGS&D Bulletin/Booklet by paying

the annual subscription by makeing payment in cash or by A/c payee

Demand Draft in favour of DGS&D. This booklet/Bulletin can also be

obtained from the Tender Sales counter of DGS&D. Hqrs. at New Delhi,

Regional Supply Offices at Mumbai/Calcutta/Chennai and the various

Quality Assurance offices cum registration centres all over the country.
 APPENDIX-A

----------

JURISDICTION OF REGISTRATION CENTERS

-------------------------------------------------------------------------

Sl. Registration Centre Jurisdiction

No. (QA offices at these places)

-------------------------------------------------------------------------

For Imported Stores:

1. Director(Registration) All India

DGS&D,Jeevan Tara Building

5, Sansad Marg

New Delhi-110001

(Ph. 011-3360653)

For Indigenous Stores:

1. Director(QA),DGS&D Delhi with adjoining areas of Noida,

Delhi Circle, 4th Floor Ghaziabad and upto Roorkee/Dehradun,

Jeevan Tara Building South Haryana.

5,Sansad Marg

New Delhi-110001

(Ph. 011-3363513,3361899)

a) Dy. Director(QA),DGS&D Rajasthan

C-73 Shyam Marg,

Shastri Nagar,

Jaipur-302016

(Ph. 0141-306949)

2. Director(QA),DGS&D South Punjab, H.P.& North Haryana

 Kothi No. 917, Phase IV & Chandigarh.

SAS Nagar, Mohali-160059

(Ph. 0172-266277)

a) Dy. Director(QA), DGS&D North Punjab, Jammu and Kashmir

First Floor, (Except Textile stores)

6-A, New Jawahar Market

Model Town

Jalandhar City-144008

(Ph. 0181-225700)

b) Dy. Director(QA),DGS&D, Punjab, Himachal Pradesh and J&K

B-1/1095,Post Office, (for textile store only)

Street, Brindavan Road,

Civil Lines,

Ludhiana-141001

(Ph.0161-440486)

3. Director(QA),DGS&D, Uttar Pradesh (except Noida and areas

2A/220, Azad Nagar, from Delhi upto Roorkee/Dehradun).

Kanpur-208002

(0512-560920)

4. Director(QA),DGS&D, West Bengal

Nizam Palace,2nd M.S.

Building,234/4 Acharya

J.C.Bose Road

Calcutta-700 020

(033-2405080)

a) Assistant Director(QA) Orissa

 DGS&D, Tulshipur Road,

"Sivana" 34/B-3 Badambadi,

Cuttack-753 012.

(Ph.0671-612656),

b) Dy. Director(QA),DGS&D, Assam & other N.E States

House No.9, Das Colony, including Sikkim

P.O. Maligaon,

Distt. Kamrup(Assam)

Guwahati.

(Ph.0361-570577)

5. Director(QA),DGS&D, South Bihar except areas from Patna

P.O. Burma Mines, and upto Gaya/Bhagalpur/Dumka for

Jamshedpur-831007 Engineering items and entire Bihar for

(Ph. 0657-424480) metallurgical items.

a) Dy. Director(QA),DGS&D, North Bihar region and areas upto Gaya,

213,Pataliputra Colony, Bhagalpur and Dumka.

Patna-800013.

(Ph.0612-262983).

6. Director(QA),DGS&D, Maharashtra excluding areas from Pune to

Aayakar Bhavan Annexe, Lonavla/Aurangabad/Kolhapur, Daman,

New Marine Lines, Dadra & Nagar Haveli.

Mumbai-400 020.

(Ph.022-2032463)

a) Director(QA),DGS&D, Parts of Maharashtra from Pune upto

Prachit Bunglow, Lonavala, Aurangabad and Kolhapur,

2-B,Chandragupt Society, Belgaum and Goa.

Near Kothrud Bus Stop,

Paud Road, Kothrud,

 Pune-411029.

(Ph.020-5280303)

7. Directorate Quality Assurance Gujarat & Diu

Jawahar Saw Mill Compound,

Outside Shahpur Gate,

Shahpur,

Ahmedabad-380 004.

(Ph.079-25632976/96)

a) Dy. Director(QA),DGS&D, Madhya Pradesh

Old Income Tax Campus,

Opp. GPO A.B. Road,

Indore-452001.

(Ph.0731-707177)

8. Director(QA),DGS&D, Madhya Pradesh

60, Old Admn. Building, (for metallurgical items only)

Bhilai Steel Plant,

Bhilai-490001.

(Ph.0788-356198)

9. Director(QA)DGS&D, Tamil Nadu, Kerala,

Shastri Bhavan, Lakshadweep and Pondicherry and A&N

Islands

26-Haddows Road,

Nungambakkam,

Chennai-600 006.

(Ph.044-28276807,28273941

Fax. 044-28279861)

10. Director(QA),DGS&D, Karnataka except Belgaum

 Kendriya Sadan, 3rd Floor,

(D&F Wing), 17th Main Road,

Second Block, Koramangla,

Bangalore-560034.

(Ph.080-5537978)

11. Director(QA),DGS&D, Andhra Pradesh

Kendriya Sadan,

Ground Floor,

Sultan Bazat,

Hyderabad-500 195.

(Ph.040-4737355)

APPENDIX - B

Cost of Application Form and Processing Fees

S.l Charges
Description
No. (Rs.)
Price of application form (hard copy) irrespective of the category
1. 100
of registration. Forms sold on or prior to 1-1-2004 shall
not attract any extra charges (no charges will be
applicable if the application form is down-loaded from website).
Registration charges for indigenous items irrespective of the
2.
Category of registration.
3500 + Service Tax &
Educational Cess as
a) For SSI firms
applicable(presently @
12.36%)
5000 + Service Tax &
Educational Cess as
b) For Non-SSI firms
applicable(presently @
12.36%)

3. Registration charges for firms supplying imported stores

 20000 + Service Tax &
Educational Cess as
a) Manufacturers without Indian Agent
applicable(presently @
12.36%)
25000 + Service Tax &
Educational Cess as
b) Manufacturers with Indian Agent
applicable(presently @
12.36%)
5000 + Service Tax &
Educational Cess as
c) Stockists of imported spares
applicable(presently @
12.36%)
5000 + Service Tax &
Educational Cess as
d) Supplier of imported stores
applicable(presently @
12.36%)
5000 + Service Tax &
Enlistment of Indian Agents foreign principals under compulsory Educational Cess as
4.
registration scheme of Deptt. Of Expenditure applicable(presently @
12.36%)
5000 + Service Tax &
Additional registration charges for each item/size/rating where
Educational Cess as
5. proving tests (type tests) are also to be carried out as part of
applicable(presently @
registration.
12.36%)

The existing practice of levying registration charges for each manufacturing works or for
each principal ( in case of agents, stockiest and suppliers of imported stores) separately shall
continue. For registration of additional items also, full registration charges will be leviable.

In case of stores like window air-conditioners, split air-conditioners etc., where testing
facilities are not available in recognized laboratories and type-testing is carried out by Quality
Assurance Officers as part of registration process, such type testing shall attract additional
charges as indicated at Serial No. 5 of above table.

APPENDIX-C

CONDITIONS OF REGISTRATION

1. Registered firms are to abide by the General Conditions of contracts

contained in DGS&D-68(revised) and DGS&D-1001 from time me to time.

2. It is obligatory on the part of the registered firms to furnish

performance statement in format prescribed in Annexure 4 every year

indicating all orders placed on them.

3. Registered firms are required to keep Registering Authority informed

about the changes in their product specification or dis-continuation of

production of any item for which they stand registered. This intimation

is to be given within a period of 15 days from the date of such change or

discontinuation.

4. Registered firms are required to furnish all the documents having

specific validity periods like BIS licence, lease agreement, Agreement

with the principal/manufacturers to registering authority as and when

they become due. Separate application shall be made for each such unit,

where a firm has more than one manufacturing units. Requests for change

in the name of a firm and/or their office address should be addressed to

the Registration office/Centre who granted the original registration

enclosing the original registration certificate and duly supported by

documentary evidence.In the event of any change in the constitution of

the firm or in the location of their manufacturing works, the

registration with DGS&D shall lapse. The firm should surrender the

original registration certificate in such cases and apply for

registration afresh.

5. All registered firms are expected to maintain absolute integrity,

follow a decent standard of business ethics and do nothing unbecoming of

a registered supplier.

6. Fresh application with prescribed fee shall be required to be made

after expiry of previous registration or for seeking additional

registration/change of specification.

7. The registration on the approved list does not gurantee award of any

contract. In their quotation against tenders, registered firms are to

quote their registration number, alongwith clear statement that the

tenderer is registered for that particular store with DGS&D.

8. In all future correspondence with the Registation Branch/

 Registereing Authority of DGS&D, approved vendors are always required to

quote the Registration No. given at the top of the registration letter.

9. Whenever registered firms are required to produce copy of their

registered certificate, copy of the original certificate complete with

all the amendments including additions/deletions etc is made theirafter

shall be produced.

10. The Government has right to add/delete any of the items and to amend

any of the terms and conditions included in the registration granted to

firms with effect from any date specified in the communication notifying

such change.

APPENDIX-D

DELEGATION OF AUTHORITY FOR REGISTRATION OF FIRMS

-------------------------------------------------------------------------

Sl. Category of Office where Authority Authority to approve

No. firms apply- the applica- to furnish --------------------

ing for tion is Inspection Inspection Grant

Registration accepted. report Report Regn.

-------------------------------------------------------------------------

(1) (2) (3) (4) (5) (6)

-------------------------------------------------------------------------

I. FOR INDIGENOUS STORES

a. MANUFACTURERS: Registration The QA office DQA having DQA having

b. ASSEMBLERS: Centre in having jurisdiction jurisdiction

c. CONVERTERS: whose jurisdiction over the over the Regd

jurisdiction over the works of the office of the

the Regd. works of the manufacturer firms. Regn.

office of manufacturer. letters may

the firms be issued

falls. directly by

this

authority

or by the

authority in

col.3 if the

approval is

communicated

to him.

d. SOLE SELLING DQA having N.A N.A Same as in

AGENTS/ jurisdiction Col.(2)

AUTHORISED over the

AGENTS/ Regd.office of

DISTRIBUTORS the corresponding

OF INDIAN Indian Manufacturer

MANUFACTURERS

e. Stockist for Registration QA office DQA having DQA having

indigenous centre under having juris- jurisdiction jurisdiction

stores. whose diction over over the over the

Regd.

jurisdiction the stocking stocking office of the

the Regd. depot of the depot of firms. Regn.

 office of firm. the firm. letters may

the firm be issued

falls. directly by

this
authority

or by the

authority in

col.3 if the

approval is

communicated

to him.

------------------------------------------------------------------------

-----------------------------------------------------------------------

II. FOR IMPORTED STORES

a. FOREIGN MANUFA- DQA(Regn) Inspection DQA(Regn.) DQA (Regn.)

CTURERS WITH at Hq. Agency rec- at Hq. at Hq.

OR WITHOUT ognised by

INDIAN AGENTS Govt.of the

country or

by the

respective

Merchant

Chamber of

Commerce &

Industry.

b. STOCKISTS OF -do- The QA office DQA having -do-

IMPORTED having juris- jurisdiction

 STORES diction over over the

the stocking stocking depot

depot of the

firm.

c. SUPPLIERS OF -do- QA office DQA having -do-

IMPORTED having jurisdiction

STORES jurisdiction over the works

of works of

the supplier

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APPENDIX-E

Acknowledgement

M/s............................. Date........

...............................

...............................

(Indicate the Name of Applicant firm and address)

Sub: Your application for registration with DGS&D

no...................dated...........

Sir,

Your application for registration with DGS&D as .............has

been received in duplicate along with the following documents:

1. Application form fee coupon of Rs.25/- and the processing fee of

Rs.......

2. Notarized copy of permanent SSI certificate

3. Affidavit as per Annexure-3A/3B of Application form.

4. Trading, Profit and Loss Accounts and Balance Sheets for the last
three years.

5. General Power of Attorney in favour of person signing the

application.

6. Performance statement in format as per Annexure-4 of application.

7. Ownership documents:

a) Original/Photo copy of propery tax receipt of the premises.

b) Attested/notarised copy of lease deed (valid for a minimum period of

three years.)

c) Any other proof of Ownership (indicate nature of documents).

8. List showing names and addresses of the Bankers and Accounts Nos.

9a) List of Plant & Machinery installed in each department.

b) List of personnel employed.

c) Items for which registration is required with detailed specifications

etc.

d) Write up on quality control measures adopted by the firm for ensuring

quality of raw materials, boughtout items, for assemblies, and inprocess

quality control.

e) Details of quality control equipments and testing facilities available

in the factory.

f) Copies of Type Test reports from independent lab, etc.

10. Papers relating to the Constitution of Firm:

a) In case of Limited Companies:

i) Copy of Memorandum and Articles of Association.

ii) Certificate of Incorporation (photocopy duly notarised).

iii) List of sitting Directors with Address

b) In case of partnership Firm:

i) Entry in Form 'A'or equivalent from the Registrar of Firms

(photocopy duly notarised).

ii) Copy of partnership deed (duly notarised)

11. Two copies of Annexure A and B.

Your application has been allotted case file No....................

In all future correspondences, please invariably quote your case File No.

If you do not get your registration with 3 months from this date, please

contact or write to the Director of Quality Assurance................

(Full address and telephone No. of Controlling DQA to be indicated by

application receiving official).

Yours faithfully

(Name & Signature)

Designation &

Stamp of official

receiving the application.

APPENDIX-F

Deficiency Letter

No.......................

Government of India

Department of Supply

Directorate General of Supplies & Disposals

O/o the Dy.Dir/Director of Quality Assurance

(Address of the office)

 Dated........

M/s ........................

.............................

..............................

Sub: Registration of your firm with DGS&D as approved Contractor.

Ref: Your application for registration submitted on..........

Dear Sir,

Please refer to your above cited application for registration with

DGS&D. After scrutiny of the application/documents submitted by you and

the technical assessment of your manufacturing works it has not been

possible to consider your firm favourable for registration at present for

the following items due to the deficiencies noted against each.

-------------------------------------------------------------------------

Items Deficiencies

-------------------------------------------------------------------------

------------------------------------------------------------------------

In case you are not satisfied with the above observations, you may

present your case to DDG(QA).................Zone within 30 days under

information to this office. Otherwise you are requested to make up the

deficiencies and approach this office for reassessment. You are also

welcome to seek any assistance/guidance on the above from the

undersigned.

Yours faithfully
 ( )

Dy.Director of Q.A

for Director General of Supplies &

Disposals.

Copy to:

1. Dy.DG(QA) ......zone for informtion

2. Director(QA) ......Circle for information.