Tender Deadline & Compliance Calendar

About the Tender Deadline & Compliance Calendar

A bid is lost as easily on a date as on a price: a pre-bid meeting missed, a clarification asked too late, an EMD bank guarantee that lapses while the tender is still under evaluation, a digital signature certificate that expires the evening before the bid closes, a performance guarantee that runs out before the defect liability period does. Keep every tender and every company document in one register and this calendar puts all their dates in order — the ones you type from the NIT, and the ones the rules add to them.

From the bid’s closing date and validity it works out when the bid validity ends and the day the EMD must stay valid to — 45 days beyond the final bid validity under the General Financial Rules; from the award, when the performance security is due and the day it must stay valid to — 60 days beyond completion of all obligations, the defect liability period included; when the two halves of the retention money come back; when to review a guarantee three months before it expires; and when to start renewing each certificate — DSC, ISO, labour and electrical licences, enlistments, the solvency certificate. It then checks the dates against each other and against your bids, and shows the agenda, the month and each person’s lane.

Your register stays in this browser. Without a pass the result stays a free preview: every date is counted and the next deadline shows, with the first rows of the agenda, the checks and the team lanes; choosing which dates to show, the reminders, the calendar file, the spreadsheets, printing and copying unlock with a Premium pass.

Common uses

• A tender cell keeping a dozen live bids, their pre-bid meetings and their guarantees in one view.
• A contractor checking that the EMD guarantee from the bank covers the whole validity before submitting.
• A finance team planning the extension of performance guarantees and the release of retention money.
• An office manager watching DSC, ISO and licence renewals so no bid is lost to an expired document.

The dates the calendar works out, and their rules

• Bid validity ends: the closing date (or the opening, if the NIT counts from it) plus the validity days.
• EMD valid until: 45 days beyond the final bid validity period — General Financial Rules, 2017, rule 170(i), and the Manual for Procurement of Works, para 5.1.1. A guarantee, a deposit receipt or a surety bond that ends earlier is flagged.
• EMD refund: an unsuccessful bidder’s EMD comes back after the final bid validity, by the 30th day after the award at the latest (rule 170(ii)); in a two-packet tender, within 30 days of the technical result. The successful bidder’s EMD comes back on receipt of the performance security (rule 171(iii)).
• Performance security due: the days the letter of award gives — generally 14 to 28 days after the notification of award for works (para 5.1.2).
• Performance security valid until: 60 days beyond the completion of all contractual obligations, warranty and defect liability included (rule 171(ii); para 5.1.2).
• Retention money: usually 5% of each running bill is withheld; half comes back with the taking-over certificate and half 60 days after the defect liability period, or with the final payment if that is earlier (para 5.1.3).
• Guarantee review: buyers review every guarantee that expires within three months each month (para 5.1.5); the calendar gives you the same date, so you extend or reclaim it in time.

A tender’s own NIT and contract decide: where they give other periods, type those instead.

Documents that bids depend on

• DSC: e-bids are signed and submitted with a digital signature certificate. One that expires before the closing time cannot sign the bid, so its renewal starts three weeks ahead by default.
• ISO certificates: run for a fixed cycle with surveillance audits; book the audit early.
• Enlistment and licences: a works department’s enlistment sets the class of work you may bid for; an electrical contractor licence and a labour licence are needed before the work starts.
• Solvency certificate: tenders usually ask for one issued recently, and banks take time to issue it.
• GST, Udyam, start-up recognition, NSIC: asked in most bids, and the basis of exemptions from EMD and preferences.

The calendar flags a document that expires before a bid you are preparing closes (renew it first), and one that expires while a submitted bid is still under evaluation (keep the renewed copy ready).

Reminders and the team

Choose the lead times for each kind of date — bids, securities, the contract, documents — from 30 days to two hours ahead. With a pass they ring as browser notifications while a tab of this page is open, and the calendar file carries them as alarms into Google Calendar, Outlook or a phone, where they ring with the browser closed; importing a newer file updates the same events. Give each tender and document an owner and the team view shows each person the next 30 days of their own dates; a backup of the register moves it to a colleague’s browser.

Sources

• General Financial Rules, 2017 — rule 170 (bid security), rule 171 (performance security)
• Manual for Procurement of Works — paras 5.1.1 (EMD), 5.1.2 (performance guarantee), 5.1.3 (security deposit and retention), 5.1.5 (monitoring of guarantees)
• Central Public Procurement Portal — where Central tenders and their corrigenda are published

Limitations

• The dates come from what you type: the NIT, any corrigendum and the contract decide. Re-check after a corrigendum moves a date.
• The rules applied are the Central Government’s General Financial Rules and Manual for Procurement of Works; State rules, PSU manuals and a tender’s own clauses may set other periods — type those instead.
• Reminders show while a tab of this page is open; for reminders with the browser closed, add the calendar file to your calendar.
• The register lives in this browser. Back it up, and open the backup on another device to share it; it does not sync by itself.
• Information for planning, not legal advice.

Privacy

On this device; its files download once

Your register — tenders, documents, team names and notes — is saved in this browser (local storage) and never uploaded. Backups and calendar files are made on your device.