research designs and standards organisation manak … -7.1-1(1).pdf · iso9001:2008 document no....

ISO9001:2008 Document No. MC-F-7.1-1 Version No.2.0 Date effective:13/01/2014

Document Title : Vendor Registration form for Fresh/Renewal/Up-gradation

Printed on: 2014/01/10 Prepared by Issued by. of17

RESEARCH DESIGNS AND STANDARDS ORGANISATION

Manak Nagar, Lucknow-226011

lR;eso t;rs

MC-F-7.1-1

Vendor Registration form for (Fresh/Renewal/Up-gradation)

1.0 Amendment History:

S.No. Date of Amendment Version Reasons for Amendment

1. NA 1.0 First issue under the upgradation of documentation for ISO9001:2008

Approved by ED/M&C on File No: M&C/Admn/II/22 of

Policy on 18/01/2011

2. 20-05-2013 1.1 Amended according to procedure order for legal scrutiny of legal

documents in vendor approval cases (fresh/renewal). Approved by

ED/M&C on File No: M&C/Admn./II/22 on 22/05/13

3. 07.01.2014 2.0 Amended as per Apex document of Vendor application processing

(QO-D-7.1-6) for legal scrutiny of documents. Approved by ED/M&C

on file No. M&C/Admn./II/22 on 08.01.2014




Date of Purchasing of the application…………………

Date of submission of application……………………..

Note:

1.Validity of this form is six months only from the date of purchase.

2.Please read the instructions given in the Vendor approval guidelines(MC-G-7.4-2201)

booklet to get registered with RDSO, before filling the application form.

(Where the space provided against any item is insufficient, the information should be

furnished on a separate sheet of paper, which should be appended to this form)

SECTION I: DETAILS OF ITEM FOR WHICH APPROVAL SOUGHT

Directorate

Item Name

Sub Item Name

SECTION II: GENERALDETAILS

New Vendor/Existing Vendor

Name of the firm

Office Address

Telephone no.




Fax Nos.

Email

Work Address

Name of MD/CEO/Proprieter

Details of Contact person

Name of Contact Person

Designation

Mobile No

SECTION-III: FACTORY DETAILS

Description of Works

Total land area( in sqm) all units

Total covered area (in sqm) all units

Description of Manpower

No. of persons employed

Managerial

Supervisory

Skilled Artisan




Unskilled Artisan

Daily Hours of working

Weekly closing if any

Plans for future expansion, if any

Annual Production capacity of the Item

Whether firm is registered under Indian Factories/Companies Act.

Excise registration No.

Sales Tax registration No.

Annual turn over of the firm for the last two financial years (Details from the audited balance sheet shall only be furnished)

SECTION IV: PAST PERFORMANCE

Details of important orders executed in past, in reference to the supplies made for similar item

Is the firm is set up a green field project for approval of item (or)firm is already in the similar business

If firm is already in a similar business, please furnish the following:

Name of few similar items manufactured

Central Govt. Clients

State Govt. Clients

Others Clients Volume of annual production of similar item




Whether another unit/factory of the firm is already registered with RDSO for supply of any other category of stores /components. If yes. Please indicate registration no., description & Drg. No. of stores for which it registered.

SECTION –V: ISO CERTIFICATION OF WORKS

Date of obtaining ISO:9001 certification first time

Certification agency

Whether the scope cover the item under approval

Other certificates pertaining to Quality/environment/health/safety etc. if any

SECTION –VI: DETAILS OF DIGITAL SIGNATURE

Name of certifying agency

ID of the holder

Date of issue

Validity

SECTION VII: DOCUMENTS TO BE ATTACHED

QAP as per the standard format

Self compliance of the STR

Annexure to STR

Copy of ISO certificate

Copy of Digital Certificate




Copy of latest Electricity bill

Copy of Factory license for SSI / NSIC

Copy of Ownership of the factory (Lease/partnership Deed or Memorandum of Article of Association). (If the original is in other than Hindi/English language, translated copy of the notarized document shall be attached) *only first two pages & last two pages shall be scanned and sent.

Copy of the receipt of Bank on payment of charges through RTGS.

SECTION VIII: DETAILS OF PAYMENT OF CHARGES Total charges to be paid towards Fresh registration fee Rs.15,000/-

RTGS Transaction No.

Name of Bank

Place of payment

Amount Paid

Date of payment Purpose of payment

SECTION IX: DECLARATION Cartel formation

i) I hereby give an undertaking that my firm will not be a part of any cartel with other vendors and will be quoting competitive rates in the Tenders. I am aware that in case my firm is found quoting in cartel at any stage after its registration as RDSO approved vendor, my firm’s name is likely to be deleted from the list of approved vendors

(ii) I have gone through the general conditions for vendor registration and agreed to abide by the stipulations therein. The information submitted online is true as per my records and any changes having bearing on the nature of my business will be informed to RDSO promptly




SECTION-X: Part-II to Part-I

(To be filled up only by those, seeking up gradation from pt-II to pt-I) STATEMENT FOR UPGRADATION OF REGISTRATION OF APPROVAL FROM pt-II TO pt-I

S.No.

Description of item(s)

Reference Specn.STR,Drg.

P.O.No. with date

Inspecting Authority

Consignee Details

Quantity Details

Details of Receipt Note

Whether the item fulfills the required criteria

Complaints/Performance report if any

Remarks

1 2 3 4 5 6 8 10 11 12 13

N.B. i) In case of insufficient space, statement to be submitted in a separate page as enclosure( mention enclosure no.) ii) Copy of the Purchase order (P.O.) & receipt note to be attached iii) For up gradation from Pt-II to Pt-I has to submit a self certified statement whether the product satisfies the requirements, described in Schedule of Technical Requirements (STR), MCG-2201, relevant specification and any other special criteria imposed Reply at column 11 yes or no if no reasons to be furnished in remarks column.

Date: Signature & Office Stamp




ANNEXURE- A List of the documents to be sought from the vendors at the time of Fresh/Renewal of

registration/Name change/ Change of works address

SN HEADS LEGAL DOCUMENTS Requirements as

per legal cell

REMARKS

1A

STATUS OF VENDOR

SOLE

PROPRIETORSHIP

CONCERN

SELF DECLARATION/ AFFIDAVIT ON NON-

JUDICIAL PAPER OF APPROPRIATE STAMP DUTY

Notarised FORMAT AS PER ANNEXURE A-1

1B

STATUS OF VENDOR

PARTNERSHIP FIRM

PARTNERSHIP DEED AS PER ACT Attested by Notary

RECONSTITUTED PARTNERSHIP DEED

DISSOLUTION OF PARTNERSHIP

1C

STATUS OF VENDOR

REGISTERED COMPANY

CERTIFICATE OF INCORPORATION,

MEMORANDUM OF ASSOCIATION

ARTICLE OF ASSOCIATION

OWNERSHIP DETAILS / SHAREHOLDINGS OF

DIRECTORS AS ON THE DATE OF REGISTRATION,

NAME AND ADDRESS OF THE DIRECTORS AS ON

THE DATE OF APPLICATION FOR

REGISTRATION/RENEWAL.

1D

STATUS OF VENDOR

JOINT VENTURE

MOU/ REGISTERED AGREEMENT

2

DECLARATIONS/UNDER

TAKINGS

IPR INFRINGEMENT Notarised FORMAT AS PER ANNEXURE A-2

CONFIDENTIALITY FORMAT AS PER ANNEXURE A-3

ASSESTS AND LIABILITIES/PLANT MACHINERY

OWNERSHIP

FORMAT AS PER ANNEXURE A-4

SISTER CONCERN FORMAT AS PER ANNEXURE A-5

CHANGES IN THE NAME AND ADDRESS

OWNERSHIP .


UNDERTAKING FOR LEGAL FORMALITIES AND

STATUTORY COMPLIANCES OF SUBMITTED

DOCUMENTS


3

STATUTORY

COMPLIANCES

(AS DEEMD NECESSARY

ON CASE TO CASE

BASIS)

SALES TAX REGISTRATION Attested by Notary

INCOME TAX RETURNS

LABOUR LAW S VIZ MINIMUM WAGES ACT

PAYMENT OF WAGES ACT WORKMEN'S

COMPENSATION ACT CONTRACT LABOUR

ABOLITION ACT ETC PROHIBITION OF CHILD

LABOUR

FACTORY REGISTRATION

PROHIBITION OF CHILD LABOUR

NATIONAL SMALL INDUSTRIES CORPORATION

REGISTRATION

SMALL SCALE INDUSTRIES REGISTRATION

REGISTRATION WITH ANOTHER STATUTORY

BODY WHOSE CLEARANCE IS MANDATORY

COMPLIANCE TO ANY LAW AND BYE LAWS

ANY OTHER STATUTORY COMPLIANCE AS

DEEMED FIT IN THE FACTS AND CIRCUMSTANCES

OF THE CASE




4 OTHER DOCUMENTS POWER OF ATTORNEY FOR AUTHORISED

SIGNATORY IN CASE OF PROPRIETORSHIP

CONCERN/ RESOLUTION OF THE PARTNERS OR

BOARD OF DIRECTORS FOR AUTHORISED

SIGNATORY IN CASE OF PARTNERSHIP FIRM OR

REGISTERED COMPANY AS THE CASE MAY BE.

This should be

authenticated

ISO CERTIFICATE Attested by Notary

DIGITAL CERTIFICATE

ELECTRICITY BILL

LEASE DEED/MORTGAGE DEED

SALE DEED/ MUTATION

TRANSFER DEED

ANNUAL RETURN FILED BY THE COMPANY IN

FORM 20-B




Annexure-A1 AFFIDAVIT

I, ……………….. son of …………………..aged about ………..years resident of ……………… do Hereby solemnly affirm as under – 1. That the deponent is the sole Proprietor of the Concern which runs in the name and

style of …………………………………………………………………………………..

2. That the office address of the aforesaid Proprietorship Concern is at……………………………………………………………………………………………

3. That the aforesaid Proprietorship Concern deals in (here mention the details of business). 4. That the deponent gives an undertaking that the proprietorship concern abides by all the

statutory obligations required to run his business.

5. That the deponent undertakes to inform RDSO about the change in name, address, workplace, ownership of business of the aforesaid proprietorship concern falling which the RDSO will be free to cancel the vendor ship without assigning any further opportunity.

DEPONENT VERIFICATION

I, declare that the contents of para 1 to 5 above are true as per my knowledge and nothing has been hidden.

DEPONENT




Annexure-A2

UNDERTAKING FOR INFRINGEMENT OF IPR Indian Railways shall not be responsible for infringement of patent rights arising due to Similarity in design, manufacturing process, use of similar components in the design and development of this item any other factor not mentioned herein which may cause such a dispute. The entire responsibility to settle any such dispute/ matters lies with the manufacturers/suppliers. Details/design/documents given are not infringing any IPR and we are responsible in absolute and full measure instead of railways for any such violations. Data, specifications and other IP as generated out of interaction with railways shall not be unilaterally used without the consent of RDSO and right of Railways / RDSO on such IP is acceptable to firm.

For M/s (Firm’s Name)

(Name & Designation of the Authorized Signatory)




Annexure-A3

UNDERTAKING REGARDING CONFIDENTIAL INFORMATION

I, …………………… son of ……………….aged about ………….years resident of ……………….do hereby solemnly affirm as under -

1. That the deponent is the Authorized signatory of (Name of the Sole Proprietorship Concern /

Partnership Firm / Registered Company).

2. That the deponent declares on behalf of (Name of the sole proprietorship concern/ partnership

firm/registered company) that no confidential information has been provided to RDSO and as such no claims shall be made against RDSO for infringement or leakage of any information.

DEPONENT

VERIFICATION


DEPONENT




Annexure-A4

UNDERTAKING REGARDING OWNERSHIP OF PLANT AND MACHINERY


1. That the deponent is the Authorized signatory of (Name of the Sole Proprietorship Concern /

Partnership Firm / Registered Company alongwith address) .

2. That the deponent hereby declares that the details of the plant and machinery of (Name of the

Sole Proprietorship Concern /Partnership Firm / Registered Company) situated at (address of the premises), and details of the ownership there of are enclosed as ANNEXURE-1&2 respectively.

3. The deponent further gives an undertaking that if at any time after approval is accorded,

some Machinery and Plant (M&P/T&P) is found deficient and the same is not informed to RDSO with reason for the same, then it would be presumed that proof of ownership was incorrect.

4. The deponent further undertakes that in eventuality as mentioned in para3 above, suitable

action against the (mention the Name of the Proprietorship Concern /Partnership Firm /

Registered Company) may be initiated by RDSO including delisting of the firm without assigning any further opportunity .Firms registration/approval for the item given by RDSO may be withdrawn with immediate effect.

DEPONENT

VERIFICATION


DEPONENT




Annexure-A5

UNDERTAKING REGARDING ALLIED/SISTER CONCERN


1. That the deponent is the Authorized signatory/Sole proprietor/Partner/Directors of (Name of

the Sole Proprietorship Concern /Partnership Firm / Registered Company alongwith address)

2. The particulars viz. Name, Father’s Name, age and address of the (sole proprietor of the proprietorship concern/partners of the partnership firm/Directors of the registered company) are as per ANNEXURE-1.

3. That the deponent declares that he is aware of the provisions of ISO 9001:2008 Document No. QO-D-7.1-6 Version No.3.0 effective from 17-09-2012 regarding vendor application processing , especially para 4.3.1, 4.3.1.1, 4.3.1.2, 4.3.1.3 and 4.3.1.4 thereof regarding sister allied concern which are reproduced below:-

4.3.1.1 For proprietary firms: In case of proprietary firms, the firms qualifying

the following criteria shall be categorized as sister concerns.

All the firms owned by the same person shall be considered as Allied/sister

concerns.

4.3.1.2 For partnership firms :In case of partnership firms , the firms qualifying

the following criteria shall be categorized as sister concerns:

All firms having the same set of partners .

In case , any one or more partners, who has a profit sharing ratio of 20% or

more in the applicant firm as well as has any of the firms already

registered for the same item with RDSO, both the firms shall be considered

as sister concerns.

4.3.1.3 For companies: In case of companies established under the companies

Act, the firms qualifying the following criteria shall be categorized as sister concerns.

All companies having – “Majority” of Directors common.

Any one or more Directors, or any of his/her close relatives(father,

mother/step-mother, husband, wife, brother/step-brother, sister/step-sister,

son / step-son, daughter/step-daughter, son’s wife, daughter’s husband,

brother’s wife and sister’s husband has 1/3rd

or more share holding in the

applicant company as well as in any of the companies already registered

for the same item with RDSO, both the companies shall be considered as

sister concerns.

Common share holder having 1/3rd

shares




4.3.1.4 Other conditions:

In addition to this , the firms/companies operating from same office or

having same manufacturing works shall be treated as allied/ sister concerns.

4. That the deponent declares that under provisions of para 4.3.1, 4.3.1.1, 4.3.1.2,

4.3.1.3 and 4.3.1.4 mentioned in para 3 above (mention Name of the Sole Proprietorship Concern /Partnership Firm / Registered Company) is not a sister/Allied concern of any other Sole Proprietorship Concern /Partnership Firm / Registered Company registered as vendor in RDSO.

Or

That the deponent declares that under provisions of para 4.3.1, 4.3.1.1, 4.3.1.2,

4.3.1.3 and 4.3.1.4 mentioned in para 3 above (mention Name of the Sole Proprietorship Concern /Partnership Firm / Registered Company along with address) is a sister/Allied concern of(mention Name of the Sole Proprietorship Concern /Partnership Firm / Registered Company registered as vendor in RDSO along with address) and further declares that the details of Name, address, workplace, ownership and business of the aforesaid sister/Allied concern are as per ANNEXURE-2.

DEPONENT

VERIFICATION


DEPONENT




ANNEXURE-A6

UNDERTAKING REGARDING CHANGE OF NAME,ADDRESS, WORKPLACE & OWNERSHIP OF THE VENDOR


1. That the deponent is the Authorized signatory of (Name of the Sole Proprietorship Concern /Partnership Firm

/ Registered Company alongwith address) .

2. That the deponent hereby declares that any change in the name, address, workplace and ownership of the (Name of the Sole Proprietorship Concern /Partnership Firm / Registered Company) shall

be done as far as possible with prior intimation to RDSO.

3. The deponent further declares that if prior intimation regarding aforesaid change in the name,

address, workplace and ownership is not given for some genuine reasons then the same shall be intimated to RDSO forthwith and in any case not later than one week, failing which RDSO shall have the right to delist (Name of the Sole Proprietorship Concern /Partnership Firm / Registered Company

alongwith address) permanently without assigning any reason and the delisted vendor shall have no claim in consequence thereof against RDSO whatsoever.

DEPONENT

VERIFICATION


DEPONENT




Annexure-A7

UNDERTAKING FOR LEGAL FORMALITIES AND STATUTORY COMPLIANCES OF LEGAL DOCUMENTS SUBMITTED BY VENDOR

I, ……………… son of ……………… aged about …..... years resident of ………….. do hereby

solemnly affirm as under –

1. That the deponent is the Authorized signatory of M/s----------------------------------------------

2. That the all legal formalities and statutory compliances required for vendor registration in RDSO have been completed and all documents submitted in pursuance thereto, are legally correct. If any deficiency / non compliance is found on the part of (M/s ………………………) then RDSO shall have the right to delist the (M/s ………………….) permanently without assigning any reasons and the firm shall have no claim in consequence thereof against RDSO whatsoever.

DEPONENT

VERIFICATION I declare that the contents of para 1 to 2 above are true as per my knowledge and nothing has been hidden. DEPONENT

research designs and standards organisation manak … -7.1-1(1).pdf · iso9001:2008 document no....

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