MAHAGENCO VENDOR Registration Policy-Process

MAHAGENCO VENDOR Registration Policy

As a part of VENDOR Development, MAHAGENCO has formulated a Procurement Policy which helps
VENDORS enter into business with MAHAGENCO with ease.
To ease access to MAHAGENCO process for registration, MAHAGENCO has implemented Simple Vendor
Registration process in new Secured e-Tendering System (SeTS).

Using SeTS Vendor can,

 Fill the vendor/company details online
 Upload documents online
 Pay registration fees online using payment gateway
 Use any VALID Digital Signature Certificate issued by Licensed Certifying Authority approved by the
Controller of Certifying Authorities (GOI).
 Add ITEM/s online to their profile by themselves

With reference to this policy VENDOR can register with MAHAGENCO in the following Categories:

1. Open Tender Vendor: Vendor who can participate in MAHAGENCO’s OPEN tenders across any of the
MAHAGENCO Offices/Plant.

To register under this category, VENDOR just needs to upload following documents in MAHAGENCO’s
Secured e-tendering System (SETS).

 Company Incorporation Certificate

 PAN
 VAT/TIN
 PO Details (Optional)
 Authorized Dealer Certificate valid for 3 years from manufacturer – Only for Authorized dealer

Once uploaded, location Purchase Executive will approve the VENDOR in system.

After approval, VENDOR can participate in OPEN tenders published on MAHAGENCO’s website.

2. Original Equipment Manufacturer (OEM): As name indicates, OEM enquiries can be sent to a single
VENDOR registered under this category.

Approved Open Tender Vendors OR Limited Tender VENDORS can upgrade themselves as OEM Vendor
category just by submitting the following documents to the office of respective Power Station’s Chief
Engineer or Chief Engineer (CPA) at HO, Prakashgad.

To qualify under this category, VENDOR has to submit following documents:

 Company Incorporation Certificate

 PAN
 VAT/TIN
 PO Details (Optional)
 Turnover certificate for last 3 years
 Items to be supplied under OEM category
 Name of Power station units where OEM intends these items to be supplied

Once submitted, Chief Engineer-CPA will verify the documents and seek approval of Competent Authorities
MAHAGENCO VENDOR Registration Policy-Process

3. Limited Tender Vendor: “Limited Tender” is a unique concept introduced by MAHAGENCO for
Manufacturers only, wherein best of both the worlds i.e. Enquiry and Open Tender can be had. This has
been introduced for standardization of the supply sources and at the same time maintains a healthy
competition.
Limited Tenders are basically enquiries for an item/s that are directly sent to a group of VENDORS
approved for that particular item/s.

Approved Open Tender Vendors OR Original Equipment Manufacturer (OEM) VENDORS can upgrade
themselves to Limited Tender category just by submitting the following documents to the office of respective
Power Station’s Chief Engineer or Chief Engineer (CPA) at HO,Prakashgad.

 Company Incorporation Certificate

 PAN
 VAT/TIN
 PO Details (Optional)
 List of 10 largest Order
 Client details of 10 reputed clients to whom the items supplied
 Turnover certificate for last 3 years
 Factory License
 Factory Inspection – Mandatory

Once submitted, Chief Engineer-CPA will verify the documents and seek approval of Competent Authorities

List of approved Limited Tender ITEMS and its Vendors is published at “Limited Tender: Approved
Vendors/Items” on the Home page of Secured e-tendering System (SeTS).
MAHAGENCO VENDOR Registration Policy-Process

VENDOR Registration and ITEM Addition Process

 MAHAGENCO Vendor Registration Process

1. Register Now
• New VENDOR to click on Register Now
• Fills the Representative details
• Log-IN details (User Name / Password)

2. Add Category-Items -Company Details

• Select the category for supply or works
• Add ITEMS using search / select option
• Upload Company Incorporation Certificate

3.Upload Statutory Details

• Upload Statutory details like PAN/TAN

4. Add Management Details

• Add Company Management details

5.Add Past Performance Details(Optional)

• Upload evidence like PO for the past performance.

6. Payments(Online)
• Vendor to selct Location, where he/she wants to register ed
• Make ONLINE Payment using Gateway

7. Approval
• After SUCCESSFUL payment, VENDOR registration application goes to Respective
Purchase Engg of the location
• VENDOR notify over mail & SMS for the same
MAHAGENCO VENDOR Registration Policy-Process

 ITEM Addition to Vendor Profile

1.MAHAGENCO ITEM Codification - Logic

2.ITEM Addition by VENDOR

Approved VENDOR Login to SeTS

Clicked - Vendor Dash Board --> Edit --> Primary Details --> Add
Items

Clicked Select Items --> Add Details

• Clicked "Search" option - Allows VENDOR to search ITEM by Name or

Code
• Clicked "Select" option - Allows VENDOR to narrow-down selection as per
ITEM Codification Logic

Clicked Save

• Auto Approval of ITEM

• ITEM will be added to VENDORs profile