How to Comply with Tamil Nadu’s Procurement Guidelines 2025? [From Government Sources Only!] Other Services

Tamil Nadu has emerged as one of the most industrially and economically advanced states, whose economy is growing at9.69% with approximately ₹17.23 lakh crore GSDP (Gross State Domestic Product). The state is growing across various sectors, including manufacturing, services, agriculture, and more. 

As the state continues to expand, government departments, public sector undertakings, and state entities frequently issue tenders, aiming to develop the state. However, there are certain guidelines released by the Tamil Nadu state government to regulate the procurement process, and every contract/supplier must know about it. 

In this blog, we'll delve deep into Tamil Nadu procurement process guidelines and procedures so that you can properly execute tenders. Let's begin the blog!

Understanding Public Procurement Processes in Tamil Nadu

The Public Procurement Process refers to a set of structured procedures through which government departments, public sector undertakings, and state entities acquire goods, services, and works from external suppliers and contractors. This process is essential for maintaining transparency, fairness, and accountability in government spending, promoting efficient use of public funds. 

Here, we've mentioned seven simple steps through which the public procurement process is conducted. 

Stage 1: Identification of Need 

The procurement process begins when a government agency or department identifies a need for certain goods, services, or works to achieve specific objectives. 

Stage 2: Issuing Tender 

Once the need is confirmed, the government agency starts preparing a document that outlines technical specifications, bidding instructions, terms and conditions, and evaluation criteria. It allows bidders to understand the project's expectations. 

After preparing a tender document, the government or procuring entity publishes a tender through various channels, mainly the e-procurement channel of Tamil Nadu. 

Stage 3: Advertisement of Tender 

Tenders must be advertised through government websites, newspapers, and public procurement portals to attain wider reach, allowing procuring agencies to receive the most qualified leads. 

Stage 4: Bid Submission and Evaluation 

At this stage, interested tenderers submit technical and financial bids while adhering to procuring rules and regulations. The concerned authorities evaluate tenders based on technical specifications, quality, compliance with the requirements, and price to ensure that the project is assigned to the most qualified bidder who can deliver the best value for money. 

Stage 5:  Awarding the Contract

Once the evaluation is done, the procurement authority awards the contract to the winning bidder, who has potentially offered the best price, technical excellence, and compliance with requirements. A contract is signed between both parties, outlining the clear expectations and delivery timelines. 

Stage 6: Contract Execution and Monitoring

The Procurement Agency closely monitors the project throughout to ensure that the contract terms are met, including timelines, quality, and compliance with specifications. 

Stage 7: Final Inspection and Payment 

When the bidder delivers the works, the procuring agency makes a final inspection to ensure that everything is aligned with the contract terms act. If the works meet the required standards, the procuring entity issues a certificate of completion to the vendor and makes the final payment. 

Standard Procurement Guidelines of Tamil Nadu Government

Listed below are some of the standard public procurement guidelines. Click here to download the state government official guidelines. 

Related to Publicity: 

• The District/State Tender Bulletin Officer must publish the District/State Tender Bulletin at least once every week, if via electronic mode. 

• The Tender Bulletin Officer must publish all Notices Inviting Tenders and intimations of acceptance of tenders received up to 24 hours before the actual publication of the bulletin. 

• The Tender Bulletin Officer must deliver the Tender Bulletin to the registered subscriber via email and publish tender bulletins on the dedicated website, which the State Tender Bulletin Officer administers. 

• The Notice Inviting Tenders and decisions on tenders must be published in the State Tender Bulletin during:

(i) When the value of procurement exceeds ₹25 lakh

(ii) When the Tender Inviting Authority is  Secretary to Government,

or a head of a Government department, Local Authority, or the Chief Executive of a Public Sector Undertaking, Statutory Board, Apex Cooperative Institution, University, or State Level Society formed by the Government. 

(iii) When the Tender Inviting Authority deems it fit. 

Related to Notice Inviting Tenders and Tender Documents 

• The tender document should contain a detailed description of the technical specifications that are proposed to be procured. 

• There must be a condition in the Tender Document that all the contractors and subcontractors hired by the main contractors should be registered with the Construction Workers Welfare Board as required under the Building and Other Construction Workers (Regulation of Employment and Conditions of Service) Act, 1996 (Central Act 27 of 1996).]

• The Tender Document requires all tenderers to pay Earnest Money Deposit (EMD) ordinarily, not exceeding 1% of the project value, via an electronic mode of payment or in the form of a banker cheque, demand draft, specified small savings instruments, or where the procuring entity deems fit irrevocable bank guarantee in a prescribed form. 

• The Tender Document should clearly indicate if any variations in the commercial terms prescribed in the documents are permitted. 

• Payment terms for imports must be based upon standard terms of international trade, and the payment may be effected through irrevocable Letters of Credit drawn from banks. 

• The Tender Documents must contain the criteria to be adopted for evaluating the tenders and how the authorities will quantify or evaluate them. 

Related to Receipt of Tenders and Tenders Opening 

• The tenderer is mainly responsible for properly superscribing and sealing the cover in which the tender is submitted. Tender Inviting Authority must not be responsible for the accidental opening of the covers that are not superscripted and sealed as required in the tender documents before the appointed time for opening the tender. 

• Tender Inviting Authority must ensure that adequate time is provided for submitting tenders and the minimum time is allowed between the date of publication of the Notice Inviting Tenders in the relevant Tender Bulletin or in the newspapers, whichever is later, and the last date for submission of tenders, would be 15 days for tenders value up to ₹ two crores and 30 days for tender value of more than ₹2 crores. 

• No Tenderer is allowed to withdraw the tender after submitting it. 

• Tender opening time must be immediately after the closing time specified for the receipt of tenders, allowing enough time, however not exceeding one hour, for the transportation of the tender received to the place they are to be opened in the presence of bidders who choose to be present. 

• No changes should be permitted to the tenderer after opening the tender, except for the procedure prescribed in sub-section (3) of section 10 of the Act. 

• The constitution of a Tender Scrutiny Committee will be obligatory in all cases where the value of the procurement exceeds the limit as may be specified. 

How do you view Tamil Nadu tenders on TendersOnTime?

Here, we’ve mentioned a step-by-step process to view Tamil Nadu tenders on TendersOnTime. 

Step 1: Log In or Register 

Visit the TendersOnTime website through www.tendersontime.com.To proceed further, you must click on the Register or Login button located at the top right corner of the display. 

Step 2: Search for Tenders 

When you login and redirect to the site's homepage or dashboard, you need to type Tamil Nadu as a location in the Search Box and Advanced Search Selection. 

Step 3: Filter the Search Results 

You may also use advanced search features that allow you to find your preferred tenders based on tender type, industry type, tender status, and publication date. 

Step 4: Review Tender Details

Once you find your preferred tender opportunity, click on the tender title to view detailed information about the project, which may include the following: 

• Tender Description
• Bid Submission Date
• Eligibility Criteria
• Tender Documents
• Contact Information
• Project Timeline
• Bid Submission Guidelines 

It is better to download the tender document to gain in-depth information. For a glimpse of tender from Tamil Nadu, you may directly visit the page: https://www.tendersontime.com/india/tamil-nadu-tenders/

Frequently Asked Questions

Q1. What is the Tamil Nadu Tender Act? 

The Tamil Nadu Tender Act of 1998 refers to a legislative framework that mandates open advertisement for all government tenders for goods, services, and works. It is aimed to promote transparency, fairness, and accountability by reaching tender opportunities to a wider audience. Plus, it also increases the chances of identifying the most qualified vendor. 

Q2. What is the Procurement Act for Tamil Nadu? 

As the name suggests, the Procurement Act of Tamil Nadu governs the state procurement process by outlining tendering, bid evaluation, contract award, and dispute resolution. It promotes fairness and transparency in the tendering process. 

Q3. What is the cost of the tender schedule in Tamil Nadu?

The cost of the tender schedule in Tamil Nadu may vary from tender to tender and even issuing authority. 

Q4. Are procurement tender documents confidential? 

According to theProcurement Office, Procurement Tender documents are generally kept confidential during the bidding process to safeguard sensitive information and ensure fair competition. 

Q5. What is an RFP process?

An RFP (Request for Proposal) process is a structured way for organizations to solicit proposals from potential vendors for specified projects and services.