FAQs for Vendors of IITH

Q. How can I register as a vendor with IIT Hyderabad?
Reply: To register as a vendor with IIT Hyderabad, please fill the Google form available at the following link:

https://forms.gle/6kj5f4PnS3Ms2ECP6

Q. Is vendor registration mandatory before participating in tenders?
Reply:  It is not mandatory; however, registration will ease and expedite the payment process.

Q. Where can I find procurement/tender notices?
Reply: Tender notices regarding Goods/equipment (related) are published on:

• The official website of IITH at the following link: https://www.iith.ac.in/tenders/#Equipments%20&%20Purchases

• The Government e-Marketplace (GeM)
  
• CPP Portal (https://eprocure.gov.in)
  

Q. Are MSMEs given any preference at IITH ?
Reply: Yes, IITH adheres to the Government of India’s procurement guidelines, as updated from time to time.

Q. Is EMD (Earnest Money Deposit) or Bid Security required?
Reply: It depends on the type of tender and would be specifically mentioned in the tender document.

Q. Which seller categories are eligible for Bid Security (EMD) exemption?

Reply: The following categories of Sellers are exempted from Earnest Money Deposit (EMD) or Bid Security:

1. Micro and Small Enterprises (MSEs):
   MSEs holding a valid Udyam Registration, who are manufacturers of the offered product/service (primary product/service in case of a bunch bid with total value-wise evaluation), are eligible for exemption. This is subject to:

• Specific confirmation at the time of bid submission
• Claiming EMD exemption
• Credentials validated through the Udyam Registration website of the Ministry of MSME and supporting documents uploaded during the bidding process and verified by the Buyer.
  Note: State Government Buyers may restrict the exemption to MSEs from their respective states by specifying it in the Additional Terms and Conditions (ATC) of the bid. In the absence of such ATC, eligible MSEs from all states are exempted.

2. Start-ups recognized by the Department for Promotion of Industry and Internal Trade (DPIIT), holding a valid Startup Recognition Certificate. This certificate must be uploaded during the bidding process for EMD exemption and will be validated by the Buyer. The bidder must ensure that the turnover for any financial year does not exceed the limits specified in the certificate/scheme.
3. Organizations such as KVIC, ACASH, WDO, Coir Board, TRIFED, and Kendriya Bhandar.
4. Sellers who have undergone Vendor Assessment for the primary product/service for which the bid or RA has been invited and hold a valid Vendor Assessment Report or Vendor Assessment Exemption confirmation. These documents must be uploaded and will be verified by the Buyer.
5. Sellers/Service Providers with an annual turnover of ₹500 Crore or more in at least one of the past three completed financial years.
6. Sellers/Service Providers holding a valid BIS License for the primary product category, with credentials validated through the BIS database and supporting documents.
7. Central and State PSUs.

Q: Am I exempted from the EMD fee if I am registered with MSME as a trader (not a manufacturer)?

Reply: No, you are not exempted from the EMD fee if your MSME is registered only as a trader. According to GeM, only those MSMEs that are manufacturers of the product or service providers can get EMD exemption.

Traders are not eligible for this benefit, even if they are MSME-registered.

So, if you are registered as a trader and not as a manufacturer or service provider, you will have to pay the EMD fee.

Q. What are the typical documents required to participate in a tender at IITH ?
Reply: Common documents include:

• Company registration certificate
  
• PAN, GST registration
  
• Past experience/performance
  
• Financial statements
  
• Technical specifications/compliance
  
• Authorization letters (if not OEM)

Q. IITH bank details for Tender Fee payment

Reply: The details are as follows:

• Account Name: IIT Hyderabad
• Account Number: 30412797764
• Bank Name: SBI
• IFSC Code: SBIN0014182

Q. What is the payment process?
Reply: Payment is made after successful delivery and acceptance of goods/services. Submission of invoice, delivery challan, and any installation report (if applicable) is required. Payment cycles may vary between 15-30 days.

Q. Are advance payments made?
Reply: No advance payments are made.

Q. How is TDS or other taxes handled?
Reply: IITH deducts TDS as per applicable income tax rules. Vendors must ensure proper GST invoicing.

Q. Are there penalties for delayed delivery?
Reply: Yes, Liquidated Damages (LD) are usually applicable as per tender/PO terms (commonly 0.5% per week up to a max of 10%).

Q. How to contact for tender, Purchase Order, Payment and Delivery related queries?
Reply: The contact details are as follows:

• Email: office.stores@iith.ac.in

• Phone: 040 2301 6823
             040 2301 6071
             040 2301 6072

• Mobile: 8331036158