At Pronomina Engineers Pvt. Ltd., we recognize that reliable vendors, suppliers, subcontractors, equipment providers, and service partners play an important role in the successful execution of our engineering, construction, and infrastructure projects.

Our Vendor Policy establishes the general principles and expectations that guide vendor registration, evaluation, selection, procurement, performance monitoring, and business relationships. We aim to develop long-term partnerships based on quality, safety, transparency, fair business practices, and mutual trust.

This policy applies to vendors and prospective business partners supplying materials, equipment, manpower, technical services, transportation, subcontracting, and other project-related products or services to Pronomina Engineers Pvt. Ltd., as applicable.

1. Purpose of the Policy

The purpose of this policy is to:

• Establish a consistent approach to vendor registration and evaluation.
• Promote fair, transparent, and responsible procurement practices.
• Ensure the quality and suitability of materials, equipment, and services.
• Encourage compliance with applicable laws, regulations, and project requirements.
• Promote workplace safety and responsible environmental practices.
• Build dependable business relationships that support timely project delivery.
• Reduce procurement risks through appropriate documentation and performance monitoring.

2. Scope of Vendor Categories

This policy may apply to the following vendor categories:

• Construction materials and industrial product suppliers
• Heavy equipment, machinery, and tool suppliers
• Equipment rental and leasing providers
• Civil construction and infrastructure subcontractors
• Piling, foundation, and geotechnical service providers
• Soil investigation and laboratory testing agencies
• Rock anchoring and slope stabilization specialists
• Electrical, mechanical, and utility service providers
• Manpower and technical staffing agencies
• Transportation and logistics providers
• Safety equipment and consumables suppliers
• Engineering consultants and other professional service providers

Pronomina Engineers Pvt. Ltd. may extend or modify these categories according to its business activities and project requirements.

3. Vendor Registration and Onboarding

Vendors seeking to work with Pronomina Engineers Pvt. Ltd. may be required to complete the vendor registration process and provide relevant business information.

Depending on the vendor category, the following documents may be requested:

• Company profile or business introduction
• Business registration or incorporation documents, where applicable
• PAN and GST registration details, as applicable
• Relevant licences, permits, and certifications
• Bank account verification details
• Product catalogues, technical specifications, or equipment lists
• Experience records and project references
• Quality assurance and safety documentation, where applicable
• Authorized representative and contact information

All information submitted must be accurate, current, and complete. Vendors must notify the company of material changes to their registration details, legal status, ownership, banking information, or operational capabilities.

Registration or inclusion in the vendor database does not automatically guarantee approval, empanelment, a purchase order, subcontract, or future business.

4. Vendor Evaluation and Selection

Vendor selection will be based on suitability for the relevant procurement or project requirement. Evaluation criteria may include:

Quality and technical capability: Ability to meet agreed specifications, drawings, standards, and performance requirements.

Commercial competitiveness: Reasonable pricing, transparent quotations, and overall value for money.

Delivery and availability: Ability to supply the required materials, equipment, or services within agreed timelines.

Experience and reliability: Relevant industry experience, previous performance, available resources, and client references.

Legal and regulatory compliance: Possession of applicable registrations, licences, permits, and certifications.

Safety and environmental practices: Ability to meet applicable site safety requirements and environmental obligations.

Service and support: Responsiveness, maintenance support, warranty provisions, and issue resolution, where relevant.

The company may seek quotations from one or more vendors, conduct technical or commercial comparisons, request clarifications, inspect facilities, verify documents, or undertake other appropriate due diligence.

5. Procurement and Purchase Orders

Procurement and vendor engagement should be supported by appropriate written documentation, according to the nature and value of the transaction.

Vendors are expected to:

• Provide clear and itemized quotations.
• Specify quantities, rates, taxes, delivery charges, lead times, and payment terms.
• Identify deviations from requested technical specifications.
• Confirm acceptance of applicable purchase order or work order conditions.
• Obtain written approval for changes in scope, price, quantity, or delivery schedule.
• Supply only the approved materials, equipment, or services.
• Submit invoices and supporting documents as required.

Vendors should not treat informal discussions, preliminary enquiries, or requests for quotations as authorization to begin work or dispatch goods. Work or supply should proceed only after the appropriate authorization has been issued by an authorized company representative.

6. Quality Standards and Inspection

Vendors must ensure that all supplied materials, products, equipment, and services comply with agreed specifications, applicable standards, and project requirements.

Where applicable, the company may require:

• Product data sheets and technical specifications
• Manufacturer certificates or test reports
• Material inspection and quality records
• Calibration certificates
• Equipment inspection and maintenance records
• Samples or demonstrations before approval
• Site inspections or verification before acceptance

Non-conforming, damaged, defective, counterfeit, or unauthorized materials may be rejected, subject to the applicable contractual terms. The vendor may be required to replace, repair, rectify, or otherwise address non-conformities in accordance with the agreed purchase order, work order, or contract.

7. Delivery and Project Coordination

Vendors must coordinate deliveries and service deployment with the designated company representative or project team.

Vendors are responsible for:

• Meeting confirmed delivery and mobilization schedules.
• Providing accurate dispatch and delivery information.
• Using suitable packaging and transportation methods.
• Ensuring safe handling and unloading arrangements within their agreed scope.
• Communicating anticipated delays as early as possible.
• Obtaining approval before making material substitutions or schedule changes.
• Providing delivery challans, inspection records, and other required documentation.

Repeated delays or failures to meet agreed commitments may affect future vendor evaluations and engagement decisions.

8. Health, Safety, and Environmental Responsibilities

Vendors and subcontractors working at company or client project sites must comply with applicable safety laws, site-specific safety rules, and relevant contractual requirements.

Depending on the activity, vendors may be required to:

• Provide appropriate personal protective equipment to their personnel.
• Ensure that workers are suitably trained and competent.
• Operate equipment safely and maintain required inspection records.
• Follow site access, permit-to-work, and emergency procedures.
• Report accidents, incidents, unsafe conditions, and near misses promptly.
• Handle, store, and transport materials safely.
• Prevent unauthorized disposal of waste or hazardous materials.
• Comply with applicable environmental protection requirements.

Vendors must not undertake activities beyond their approved scope or disregard reasonable safety instructions issued by authorized site personnel.

9. Ethical Business Conduct and Anti-Bribery

Pronomina Engineers Pvt. Ltd. expects vendors to maintain high standards of honesty, fairness, and professional conduct.

Vendors must not:

• Offer, promise, authorize, or provide bribes or improper benefits.
• Request or offer kickbacks in connection with procurement decisions.
• Misrepresent product quality, pricing, qualifications, or experience.
• Submit forged, misleading, or falsified documents.
• Engage in collusion, bid manipulation, or other unfair procurement practices.
• Use confidential company information for unauthorized purposes.
• Offer personal benefits to influence an employee’s procurement decision.

Any actual or potential conflict of interest should be disclosed to the appropriate company representative. Gifts, hospitality, and business courtesies must not be used to influence business decisions or violate applicable law or company requirements.

10. Labour Practices and Human Rights

Vendors are expected to comply with applicable labour and employment laws and maintain responsible workplace practices.

This includes, as applicable:

• Prohibiting forced labour and unlawful child labour.
• Maintaining lawful employment and wage practices.
• Providing a safe and respectful working environment.
• Preventing harassment, discrimination, and abusive treatment.
• Maintaining legally required employment and statutory records.
• Ensuring that personnel deployed to project sites have the necessary skills and authorization.

Subcontractors and manpower agencies must ensure that their workforce arrangements comply with applicable legal and contractual requirements.

11. Pricing, Invoicing, and Payment

Vendors must submit accurate quotations, invoices, tax details, and supporting documents in accordance with the relevant purchase order, work order, or agreement.

Invoices should include the applicable purchase order reference, description of goods or services, quantities, agreed rates, taxes, and any other required information.

Payments will be processed in accordance with the agreed contractual terms and applicable legal requirements, subject to verification of invoices, delivery or service completion, acceptance where applicable, and submission of required documentation.

Payment periods, advance payments, retention amounts, credit terms, deductions, and other commercial conditions will be governed by the specific purchase order, work order, or agreement. This policy does not establish a universal payment timeline.

Vendors must notify the authorized company representative of discrepancies or payment-related concerns through the designated communication channel.

12. Confidentiality and Data Protection

Vendors may receive access to project documents, drawings, specifications, pricing information, commercial records, client information, or other confidential information during the course of business.

Vendors must:

• Use confidential information only for authorized business purposes.
• Prevent unauthorized access, disclosure, copying, or distribution.
• Protect drawings, digital files, credentials, and project records.
• Share information only with authorized personnel who require it for the engagement.
• Return or securely dispose of confidential information when required.
• Comply with applicable data protection requirements and contractual confidentiality obligations.

Confidential information must not be published, shared with third parties, or used for promotional purposes without appropriate written authorization.

13. Vendor Performance Monitoring

Vendor performance may be reviewed during and after an engagement to support procurement decisions and improve project outcomes.

Performance indicators may include:

• Product and service quality
• Delivery reliability and adherence to timelines
• Compliance with specifications and contractual requirements
• Responsiveness and communication
• Safety performance and regulatory compliance
• Accuracy of documentation and invoicing
• Resolution of defects, complaints, or non-conformities
• Overall commercial and operational reliability

The company may use performance records when considering vendors for future enquiries, procurement opportunities, or continued empanelment.

14. Non-Compliance and Corrective Action

Where a vendor fails to meet applicable policy, contractual, quality, safety, or compliance requirements, the company may take appropriate action based on the nature and severity of the issue.

Such action may include:

• Requesting clarification or supporting evidence.
• Issuing a corrective action request.
• Requiring replacement, repair, or rectification where contractually applicable.
• Suspending pending work or deliveries where permitted.
• Withholding acceptance or processing disputed invoices in accordance with the contract and applicable law.
• Restricting future enquiries or suspending vendor empanelment.
• Terminating an engagement in accordance with the applicable agreement.

Fraud, serious safety violations, bribery, falsified documents, or repeated material non-compliance may result in more serious action, subject to applicable law and contractual provisions.

15. Vendor Complaints and Grievances

Vendors may raise concerns regarding procurement procedures, quotation evaluations, payment discrepancies, delivery coordination, or business conduct through the designated company contact.

Complaints should include relevant facts, supporting documents, purchase order references where applicable, and the details of the authorized vendor representative.

Pronomina Engineers Pvt. Ltd. aims to review concerns professionally and handle commercially sensitive information appropriately. Submission of a complaint does not guarantee a particular outcome, but vendors are encouraged to raise genuine concerns through appropriate channels.

16. Policy Review and Amendments

Pronomina Engineers Pvt. Ltd. may revise this Vendor Policy from time to time to reflect changes in business operations, project requirements, procurement practices, or applicable law.

The current version published on the company’s website will serve as the general reference policy. Where a signed agreement, purchase order, work order, or other binding contract contains specific terms, the applicable contractual provisions will govern to the extent of any inconsistency, subject to applicable law.

17. Contact Us

For vendor registration, procurement enquiries, policy clarification, or business partnership opportunities, please contact Pronomina Engineers Pvt. Ltd. through the official contact details published on our website.

Pronomina Engineers Pvt. Ltd.

• Email: info@pronominaengineers.com
• Phone: 8445930025
• Address: 175, Kalina, Mumbai 400098
• Website: https://pronominaengineers.com/

Our Commitment

At Pronomina Engineers Pvt. Ltd., we believe responsible vendor relationships contribute to safer worksites, dependable supply chains, consistent quality, and successful project delivery.

We welcome business partners who share our commitment to integrity, accountability, quality, safety, and long-term collaboration.