1. Rajasthan Municipal General Purchase and Contract Rules, 1974
- Basis: Section 298, 80 & 297 of Rajasthan Municipal Act, 1959
- Total Rules: 17
Rule 1: Short Title & Commencement
- Short Title: Rajasthan Municipal General Purchase and Contract Rules, 1974 (राजस्थान नगरपालिका सामान क्रय एवं अनुबंध नियम 1974)
- Commencement: One month after publication in the official gazette (राजपत्र).
Rule 2: Definitions
- "Board": Includes all three - Municipal Corporation (निगम), Council (परिषद), and Municipality (पालिका).
- "Purchasing Officer (क्रय अधिकारी) / Requesting Officer (मांग करता अधिकारी)": Refers to the Chief Municipal Officer (CMO).
Rule 3: Purchase of Materials and Execution of Work by Tender
| Expenditure Amount (₹) | Process |
|---|---|
| Up to 10K | Purchase without quotation |
| 10K - 1 Lakh | Purchase with three quotations |
| Above 1 Lakh | E-Tendering is required |
Rule 4: Time Limit for Purchase of Materials
| Expenditure Amount (₹) | Time Limit (Days) |
|---|---|
| Up to 1 lakh | 7 |
| 1 lakh - 10 lakh | 10 |
| 10 lakh - 1 Crore | 15 |
| Above 1 Crore | 30 |
- Starting Point for Time Calculation: Date of publication of the notice in the newspaper.
Rule 5: Re-Tendering
- If a tender receives an insufficient or inadequate number of bids, re-tendering is required.
Rule 6: Procedure for Obtaining Tenders
| Tender System | Description | Value Limit (₹) |
|---|---|---|
| Open Tender (खुली निविदा) | Public advertisement (सार्वजनिक विज्ञापन) | Above 5K |
| Limited Tender (सीमित निविदा) | Direct invitation to a limited number of firms | Below 10K |
| Single Tender (एकल निविदा) | Invitation to only one firm | Up to 1K |
Rule 7: Blacklisting
- The **State Government can blacklist firms/individuals for supplying poor quality materials.
- Blacklisted firms cannot participate in future tenders.
Rule 8: Ensuring Quality Control
- Inspection: By Purchasing Officer (CMO) or authorized officer after supply is received.
- Purchasing Officer is personally liable for ensuring proper sampling.
- Sample Size: At least 10% of items should be taken for comparison with samples. If less, record the reason.
- Rejection: If the Purchasing Officer rejects the goods, the supplier bears the cost of returning and replacing the items.
- Decision Time: Purchasing Officer must decide on acceptance/rejection within 7 days.
- Stock Register Inspection: Finance Committee members (under Section 283) can inspect stock and purchase registers.
- Exemptions: The above procedures do not apply to purchases from:
- Specific organizations
- राष्ट्रिय कपडा विभाग लिमिटेड
- राजस्थान हथकरघा परियोजना लिमिटेड
- राजस्थान राज्य बुनकर संघ
- राजस्थान राज्य कृषि उद्योग निगम
- Authorised Khadi Bhandar
- Cooperative wholesale Upbhokta bhandar
- Registered Seller with high credibility
- Authorized repair of fire fighting vehicles from original manufacturer (up to ₹25,000)
- Spare parts for Motor vehicles (up to ₹1,000)
- Purchases from Government departments/undertakings
- When the state government allows exemption
- Specific organizations
- Limited tenders may be used for purchases below 10,000 if:
- Advertising is not in the public interest or
- The officer certifies the need is emergent.
Rule 9: Charges for Tender Forms
| Tender Value (₹) | Charge (₹) |
|---|---|
| Up to 10K | 20 |
| 10K - 1 lakh | 50 |
| 1 lakh - 5 lakh | 100 |
| 5 lakh - 1 Crore | 200 |
| Above 1 Crore | 500 |
Rule 10: Time Limit for Inviting Tenders for Public Works
| Construction Cost (₹) | Time Limit (Days) |
|---|---|
| Up to 1 lakh | 7 |
| 1 lakh - 10 lakh | 10 |
| 10 lakh - 1 Crore | 15 |
| Above 1 Crore | 30 |
- Calculation: From the date of notice publication to the deadline for tender submission.
Rule 11: Publication of Tenders
If estimated cost < ₹2000 Purchase Officer can use Approved Contractor with Rate fixed by PWD.
| Estimated Cost (₹) | Publication Media |
|---|---|
| Up to 20K | Local daily, weekly, or fortnightly newspapers approved by the State Government. |
| 20K - 10 lakh | Prominent daily newspaper of the State. |
| Above 10 lakh | All-India newspaper and a prominent daily newspaper of the State. |
Rule 12: Earnest Money
- No tender will be considered without the required earnest money deposit.
Rule 13: Inspection Before Approval
- All goods are subject to inspection before approval. Inspection can occur during manufacturing, before supply, or after supply.
Rule 14: Competent Authority for Approvals
| Municipality | Expenditure Limit (₹) | Approving Authority |
|---|---|---|
| Municipal Corporation (Nagar Nigam) | Up to 25 Lakhs | Additional Commissioner (अतिरिक्त आयुक्त) / Deputy Commissioner (उपायुक्त) |
| Up to 1 Crore | Chief Executive Officer Cum Commissioner (आयुक्त) | |
| Up to 2 Crore | Mayor (महापौर) | |
| Up to 5 Crore | Finance Committee (वित्त समिति) | |
| Unlimited | Municipal Corporation (नगर निगम) - Full Powers | |
| Municipal Council (Nagar Parishad) | Up to 2 Lakhs | Commissioner (आयुक्त) |
| Up to 50 Lakhs | President (अध्यक्ष) | |
| Up to 1 Crore | Finance Committee (वित्त समिति) | |
| Unlimited | Municipal Council (नगर परिषद) - Full Powers | |
| Municipality (Nagar Palika) | Up to 1 Lakh | EO (Executive Officer) |
| Up to 25 Lakhs | Chairman (अध्यक्ष) | |
| Up to 50 Lakhs | Finance Committee (वित्त समिति) | |
| Unlimited | Municipality (नगरपालिका) - Full Powers |
Important Note: The above authorities exercise powers as per Section 81 of the Act.
Exceeding Budget: If actual income/expenditure exceeds the previous year's by more than 20%, approval is required from:
- State Government (for Corporations and Councils).
- Regional Deputy Director (for Municipalities).
No Increase: Approved administrative and financial sanctions cannot be increased later.
Time Limit for Completion:
| Cost of Work (₹) | Time Limit |
|---|---|
| Up to 5 Lakhs | 1 Month |
| 5 - 10 Lakhs | 2 Months |
| 10 - 50 Lakhs | 4 Months |
| 50 Lakhs - 1 Crore | 6 Months |
| Above 1 Crore | Determined by the Municipal Board |
- Payment Schedule :
| Percent of Project Completion | Percentage of Payment Issued |
|---|---|
| 25% | 12.5% |
| 50% | 40% |
| 75% | 75% |
| 100% | 100% |
- Project Management Consultant (PMC): Can be hired after Board approval if the department lacks resources for a specialized task.
- Refund of Earnest Money: To unsuccessful bidders within 7 days.
- Single Tender: May be accepted by Higher Authority if rates are reasonable, but the officer must justify why re-tendering is not in the Board's interest. Normal procedure is to re-tender.
Rule 15: Technical Approval
Technical Committee:
- The technical committee constituted by the State Government has full powers regarding technical approvals (पूर्ण शक्ति).
- This committee's approval supersedes the powers of individual officers mentioned below.
Individual Officers and their Powers:
| Officer | Designation Abbreviation | Sanctioning Limit (₹) | Notes |
|---|---|---|---|
| Superintending Engineer | SE | Up to 1.5 Crore | Should come from office of local bodies directorate |
| Executive Engineer | XEN | Up to 50 Lakhs | |
| Assistant Engineer | AEN | Up to 5 Lakhs | |
| Junior Engineer | JEN | Up to 1 Lakh |
Approval Process for amounts greater than 1.5 crore (₹):
- If The project is of larger value then the officers listed are unable to approve.
- Any estimate approval must first go to the technical commitee.
- The technical committee should act on any proposals within seven days.
- Local office is responsible for officially signing the document to be implemented.
Estimates
- Estimates must be prepared based on site inspection and the Basic Schedule of Rates (BSR) from the Public Works Department (PWD). This means that for a building to be built, the price is determined from the PWD's documents.
- The estimate should include:
- Site plan (स्थल योजना)
- Design drawings (डिजाइन रेखा चित्र)
- Structural design (संरचनात्मक डिजाइन)
- Technical notes (तकनीकी टिप्पणी)
- Three copies of the estimate must be prepared .
Rule 16: Compliance
- Contracts are not binding unless they comply with these rules and the Act.
Rule 17: Tender Format
- The tender format should be in accordance with the Rajasthan General Financial and Accounting Rules.