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Vendor Comparison Sheet

form
PMC-PRC-FRM-003·v1.0-beta·⚠ Beta — review before use

This is a 'tulnatmak patrak' used to compare quotations from different suppliers for a specific material or service. It helps in making a technically and commercially sound decision before placing a Purchase Order.

ReferencesFIDIC Conditions of Contract, Sub-clause 4.4 (Subcontractors)CPWD Works Manual (Chapter on Procurement of Materials)General Financial Rules (GFR) - for PSU/Govt projectsCompany's Internal Procurement Policy / SOP
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📍 When to use this template
  • After receiving quotations from multiple vendors against a Purchase Requisition (PR).
  • Before finalizing the supplier and raising a Purchase Order (PO).
  • Filled by the Procurement Engineer/Officer, reviewed by the Project Manager and Commercial Head.
Sections & fields
Preview of the template structure. Download Excel to fill on site.
1Header Information6 fields
Project Name
_____________
Contract Package No.
_____________
VCS No. (Vendor Comparison Sheet No.)
_____________
Date
_____________
Purchase Requisition (PR) No. & Date
_____________
Material / Service Description
_____________
2Technical Comparison8 fields
Technical Specification (as per PR/BOQ)
_____________
Make / Brand Offered (Vendor 1)
_____________
Make / Brand Offered (Vendor 2)
_____________
Make / Brand Offered (Vendor 3)
_____________
Technical Compliance (Vendor 1)
_____________
Technical Compliance (Vendor 2)
_____________
Technical Compliance (Vendor 3)
_____________
Remarks on Technical Deviation (if any)
_____________
3Commercial Comparison (Landed Cost)11 fields
Item Description
_____________
Unit (MT, Nos, Sqm, etc.)
_____________
Quantity
_____________
Basic Rate (Vendor 1)
_____________
Basic Rate (Vendor 2)
_____________
Basic Rate (Vendor 3)
_____________
GST % & Amount
_____________
Freight / P&F Charges
_____________
Other Levies / Discounts
_____________
Total Landed Cost per Unit
_____________
Total Landed Value (for each vendor)
_____________
4Terms & Conditions Comparison6 fields
Delivery Period Offered (in days/weeks)
_____________
Payment Terms
_____________
Warranty / Guarantee Period
_____________
Validity of Offer
_____________
Inspection Clause (TPI/Client/Self)
_____________
Liquidated Damages (LD) Clause Acceptance
_____________
5Recommendation & Justification5 fields
Technically Qualified Vendors
_____________
Commercial Standing (L1, L2, L3...)
_____________
Selected Vendor
_____________
Justification for Selection (if not L1)
_____________
Vendor's Past Performance Record
_____________
6Approvals4 fields
Prepared By (Procurement Engineer)
_____________
Checked By (Commercial Manager)
_____________
Recommended By (Project Manager)
_____________
Approved By (Project Head / Authorized Signatory)
_____________
💡 Sample filled excerpt
Material: TMT Steel Fe500D, 12mm | Qty: 50 MT | Vendor 1 (Tata): Rs. 62,000/MT, Delivery 7 days | Vendor 2 (JSW): Rs. 61,500/MT, Delivery 10 days | Vendor 3 (Local Brand): Rs. 59,000/MT, Fails technical spec (test report not compliant). | Recommendation: Select Vendor 2 (JSW) as L1 among technically qualified vendors.
⚖ Compliance notes
  • Ensures transparency and fairness in procurement, a key requirement for internal and external audits.
  • Provides documented evidence for cost control and budget adherence as per project financial procedures.
  • Supports compliance with FIDIC Sub-clause 4.4 (Subcontractors) by demonstrating due diligence in selecting competent suppliers.
  • Fulfills procedural requirements of the CPWD Works Manual regarding competitive bidding for material procurement.
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