ADDITIONAL INFO

MODULE NAME: PUBLIC PROCUREMENT OPERATIONS

UNIT NAME: PLANNING FOR PROCUREMENT
SPECIFICATIONS INVOLVING SAMPLE
In public procurement of goods, normally, purchase is to be done as per drawing/
standard/ specification, etc. and purchase as per sample is discouraged. In certain
national or international standards, there may be built in sample clause. Usually, such
clauses are stipulated to illustrate indeterminable characteristics such as shade/tone,
size, make-up, feel, finish and workmanship, etc. In some specifications, there may
not be a sample clause but such indeterminable characteristics may not be specified
and may be left to be agreed between seller and buyer. In either case, supply is to be
in conformity with an agreed sample in such respects only, whereas for the remaining
characteristics the supplies must be in conformity with the laid down standard. In such
cases also, calling for sample along with tender and deciding the tender on basis of
evaluation of sample may NOT be done. If desired, a purchasers sample may be put
on display for prospective tenderers, indicating the example of desired indeterminable
characteristics, which final supplies from successful bidder(s) will have to meet in
addition to meeting the specifications or drawings. In the tender enquiry, the
methodology and tests that will be done should be made clear for ensuring
compliance of supplies (and pre-production sample, if indicated) with the purchasers
sample. Such purchasers samples would also have to be later provided to successful
bidders for guidance. If required, in addition to or instead of purchasers sample,
provision for submission of a pre-production sample to the inspection agency/ user by
successful bidder(s) may be stipulated for indeterminable characteristics, before
giving clearance for bulk production of the supply.

Page