मानक समन्वय एवं ननगरानी ववभाग

हमारा संदभभ: एस सी एम डी/ जी–4 09-09-2023

ववषय: मानकों के ननर्ाारण और समीक्षा के लिए अनुसंर्ान एवं ववकास पररयोजनाओं के लिए दिशाननिे श

ईसी द्वारा ववधर्वत अनुमोदित 'मानकों के ननर्ाभरण और समीक्षा के लिए अनुसंर्ान एवं ववकास
पररयोजनाओं के लिए ददशाननदे श' को अनुपािन के लिए सभी तकनीकी ववभागों में पररचालित ककया
गया है ।

इस संबंर् में उपयोग ककए जाने वािे 'अनस

ु ंर्ान एवं ववकास पररयोजनाओं के लिए संदभभ की शर्तों का
टे म्पिेट' भी संिग्न है ।

(ए के बेरा)
प्रमुख, मानक समन्वय एवं ननगरानी ववभाग

उपमहाननिे शक (आई आर, एस सी एम एवं एम एस सी)

सभी तकनीकी वेभागों को पररचालित

STANDARDS COORDINATION AND MONITORING DEPARTMENT

Our Ref SCMD/G-4 09-09-2023

Subject: Guidelines for Research & Development Projects for Formulation and Review of
Standards

The revised ‘Guidelines for Research & Development Projects for Formulation and
Review of Standards’ duly approved by EC is circulated to all Technical Departments for
compliance.

The ‘Template for the Terms of Reference for the R&D Projects’ to be used in this regard
is also attached.

(A K Bera)
HSCMD
DDG (IR, SCM & MSC)

Circulated to All Technical Departments

 Doc no. SCMD/R&D Guidelines/20230909

GUIDELINES FOR RESEARCH & DEVELOPMENT PROJECTS

FOR FORMULATION AND REVIEW OF STANDARDS

1 INTRODUCTION

Bureau of Indian Standards (BIS), as the National Standards Body of India is responsible for
formulating Indian Standards for products, processes and services. In the pursuit of this
endeavour, it has so far developed more than 22000 Indian Standards. Action Research and
Research & Development Projects have always been part of the standardization process.
However, there has been a growing realisation in the context of the increasing diversification,
innovation and complexities in the manufacturing sector and evolution of services and also due
to the fast pace of changes in the manufacturing and services landscapes, research &
development projects have to be made an integral part of the standardization process. The idea
is that in principle no standard should be developed without intensive and insightful research
work, which is not confined only to the review of the existing literature and focus group
discussions on the subject chosen for standardization, but also covers the detailed field level
study of the existing processes and practices in product manufacturing and service delivery.
This requires a large network of domain area experts to carry out the research & development
work. The existing network encompasses only a small segment of experts, who are either
associated with technical committees as members or belong to some R&D organizations. The
Memorandum of Understanding with the premier educational institutions imparting technical
and professional education opens the window to the opportunities to expand this network
substantially by utilizing the intellectual capital that resides with the faculty and the research
scholars in these institutions. This association is conceived not only as a way to promote
research & development work necessary for standards formulation but also to enrich the
research ecosystem in these educational institutions.

2 OBJECTIVES

Objectives of this Scheme are to:

2.1 support and commission research & development projects to generate knowledge,
empirical data and insights that would help in formulating new standards and updating
& upgrading the existing Indian standards;

2.2 expand the network of domain area experts to carryout research & development projects
in the areas related to standardization and conformity assessment; and

2.3 enrich the research ecosystem in the educational institutions imparting technical and
professional education.
3 RESEARCH & DEVELOPMENT PROJECTS

3.1 Research & development projects under these guidelines are described as follows:

A project aimed at comprehensive, in depth and incisive study of a product, process or service
or all taken together in respect of a subject under standardization, encompassing literature
review, analysis of the data from secondary sources, collection and analysis of data from
primary sources and stakeholder consultations.

3.2 The duration of a project shall not exceed six months counted from the date of the award
of the project to acceptance of the final report by the Sectional Committee concerned, provided
that the Sectional Committee must not take more than one month to give its decision on the
final report. Further provided that the time taken by the Sectional Committee for giving its
decision shall not be counted. The Sectional Committee may extend the duration but for not
more than 2 months in special circumstances, the reasons for which shall be recorded in the
minutes of meeting of the Sectional Committee.

3.3 The upper limit for expenditure for a project shall be Rs 10 lakhs (including taxes) only.

3.4 BIS will publish a list of research & development projects along with Terms of
Reference (ToR) on Standardization portal or any other suitable digital platform.

3.5 If any organization or an expert on behalf of an institute wants to propose a research &
development project on any new and emerging area in which they have expertise, they can do
so through the same platform for the consideration of the Sectional Committee.

4 TERMS OF REFERENCE (ToR)

4.1 The ToR of Research& development project shall be prepared by the Sectional
Committee concerned, and shall contain:

a) Title, background and objectives of the study;

b) Expected research methodology (brief information, for example, survey, testing,
industry visits, etc.);
c) Scope of study;
d) Outline of the tasks and final deliverables expected from the Proposers;
e) Methods of review, schedule for submitting the 1st draft report and project completion
report;
f) Any support or inputs to be provided to the Proposer; and
g) Maximum duration of project and timelines for submission of proposal.
4.2 While preparing the Terms of Reference (ToR) the sectional committee may consider the
following points as a research & development project may include one or mix of the following:

a) Secondary research based on internet or published information including authentic data

sources;
b) Survey based research (including industry visits) to ascertain prevailing market
conditions and practices, standards in use, industry and consumer preferences,
availability of infrastructure, technical capabilities, comparative trends, economic trends;
c) Ascertaining compliance to existing and proposed standards through testing, review of
past test reports, other validation and verification checks; and
d) Basic and innovative research to establish normative criteria. Criteria may include
performance, health, safety, environmental impact.

5 APPROVAL OF COMISSIONING OF THE RESEARCH AND DEVELOPMENT

PROJECTS

5.1 There shall be a Review Committee for approving the projects recommended by the
Sectional Committee. The composition of Review Committee shall be as follows:

DDG (SCMD) : Chairperson

DDG (Standardization) concerned : Member
DDG (Certification) : Member
DDG (Labs) : Member
Officer in-charge for research works in SCMD : Member Secretary

5.2 The Head of Technical Department concerned and Member Secretary of the Sectional
Committee shall apprise the review committee about the project and explain the rationale
behind the proposed research & development project.

6 ELIGIBILITY CRITERIA

6.1 The following shall be eligible for carrying out research & development projects under
the Scheme:

a) Academic institutions & universities having MoU with BIS and faculties and research
scholars thereof;
b) Member(s) of Technical Committees of BIS.

6.2 Faculties and research scholars shall submit proposals through their institute. Members
of technical committees belonging to any association/organization shall submit the proposals
through their association/organization. Members of technical committees in personal capacity
can submit their proposals directly to BIS, however if carrying out a research & development
project requires collaboration with any institution/organization, concurrence of the same shall
also be submitted.
7 PROCEDURE FOR APPLICATION

7.1 Submission of Proposal

7.1.1 Applications for undertaking research & development projects shall be submitted in the
manner prescribed by the Bureau and within the prescribed timelines,

7.1.2 Proposer(s) shall submit their proposal in a “single stage - two envelope bid system”
consisting of separately sealed “Technical and Financial proposals”. The Technical Proposal
shall be submitted as per format prescribed in Annex A and the Financial Proposal shall be
submitted in the format prescribed as per Annex B, clearly specifying expected expenditure
against each element such as manpower, equipment (shall not include computer hardware and
software), travelling, testing, consumables, stationery, overheads, etc.

7.1.3 There shall be maximum one proposal from one institute on a given subject.

7.1.4 No contractual obligation whatsoever shall arise until a formal agreement is signed and
executed between the Bureau and the Proposer.

7.2 The proposals shall inter-alia consist of the following:

7.2.1 In respect of the research & development projects put up by the Bureau:

a) Details of the Project team along with the organization/institution associated with;
b) The CV of the Project leader and expert/expert(s) to be associated with the project and
a letter from organization authorizing Project Leader and expert/expert(s) to undertake
the research as proposed.
c) A write up on the understanding of the scope and objectives of the project.
d) Methodology (sampling size, if applicable) to be adopted for the proposed study with a
clear road map and time plan for completion of the project;
e) Stage wise timelines for completion of the project.

7.2.2 In respect of research & development projects proposed by any expert/organization:

a) Details of the Project team along with the organization/institution associated with;
b) The CV of the Project leader and expert/expert(s) to be associated with the projects and
a letter from organization authorizing Project Leader and expert/expert(s) to undertake
the study as proposed.
c) Objective that will be achieved and scope of the project clearly highlighting the need
of such study and what would be the final deliverable;
d) Methodology (sampling size if applicable) to be adopted for the proposed study with a
clear road map and time plan for completion of the project;
e) Details of infrastructure facilities available for the project, in the institution and
additional facilities required (if any) for carrying out research.
 f) Stage wise timelines for the completion of the project

7.3 The Head of the concerned institution while forwarding the application and nominating
the project leader shall certify that:

a) the core facilities (land, buildings, laboratory, manpower and other infrastructure etc.)
are available and will be provided to the Project Leader to work on the proposed project,
b) the organization will discharge all its obligations, particularly in respect of management
of the financial assistance given, and
c) no other funding is being received/sought for the project proposed to be sanctioned by
BIS.

8 PROCEDURE FOR APPROVAL WITHIN BIS

8.1 There shall be a Research Evaluation Committee (REC) to evaluate the proposals
received, the composition of which shall be as follows:
DDG (PRT) : Chairperson
Head (CMD) concerned : Member
Head (LPPD) : Member
Head of the Technical Department concerned : Member
Director Finance : Member
Two Experts from the Sectional : Members
Committee concerned
Head (SCMD) : Member Secretary
*The experts shall be nominated by the Sectional Committee and the nominated members shall
give a declaration to the effect that there is no conflict of interest with respect to the project.

8.2 The evaluation and selection will be as per Quality and Cost Based Selection (QCBS)
method (Rule 192, GFR 2017) which is explained in Annex C.

8.3 The criteria for evaluation of technical proposal shall be as under:

Sl Criteria Max. Score by
No. Marks REC
1 Profile of key individual/individuals to be associated with the 10
research project
2 Experience of the individual/organisation in conducting 20
research projects in the relevant discipline
3 Understanding of Scope, Objectives and deliverables 15
4 Methodology 30
5 Work plan/Execution strategy 15
6 Chapterisation, contents and lay out of the proposed report 10
TOTAL 100
Note: REC may call for a presentation by the proposers if deemed necessary.
8.4 The minimum qualifying marks shall be 70. All the proposals with marks below 70 shall
be considered rejected.

8.5 REC may refer back, advise changes for reconsideration or reject any proposal.

8.6 REC shall open the financial proposals (bids) within 7 days from completion of technical
evaluation.

8.7 A final score sheet of all the proposers shall be made as detailed in Annex C and the
proposer getting the highest combined score shall be selected for awarding the project.

8.8 The member secretary (REC) shall send the selected proposals to DG/DDG
Standardization concerned, as per their delegated powers, for consideration and approval for
sanction of the project.

8.9 After the approval of project, the member secretary (REC) shall inform the concerned
technical department and the proposer regarding the decision.

8.10 After the sanction of fund is approved, the draft agreement (prepared in line with model
agreement given at Annex D, to be modified on case-to-case basis) shall also be prepared by
the Member Secretary (Sectional Committee), clearly highlighting the payment term. The Head
(Technical Department) shall sign the agreement on behalf of BIS in all cases.

8.11 In case the proposer to whom the project is awarded declines to take up the project, the
Research project shall be awarded to the proposer getting the next highest combined score
among the qualified proposers.

9 SIGNING OF AGREEMENT AND ISSUING OF SANCTION LETTER

9.1 After receipt of duly signed agreement from the proposer and after the receipt of the
approval of competent authority, a sanction letter shall be issued by the concerned Head
(Technical Department) to the organization/individual member. The project would be
considered to have commenced from the date the sanction letter is issued.

10 FUNDING

10.1 The mode of payment for Research & development projects shall be as follows:

a) First instalment up to a maximum of 30 percent of the total approved project cost would
be released after approval of the project.
b) Second instalment to the extent of 50 percent of the approved estimated cost would be
released on the submission of progress report along with the report on utilization of the
75 percent of the fund and acceptance of the same by the Sectional Committee.
 c) The balance amount shall be released after submission of the final project report along
with utilization certificate for the fund released and its acceptance by the Sectional
Committee.

10.2 Release of each instalment is subject to satisfactory progress, required stage - wise
deliverables and submission of the Utilization Certificate (UC) as per Form GFR12-A of GFR
2017 along with the statement of expenditure (SoE) issued by the Competent Authority.

11 PROGRESS REPORT AND MONITORING OF PROJECT

11.1 The relevant Sectional Committees of BIS will monitor the progress of project to ensure
that the project is progressing as per the planned arrangement. However, member secretary of
the concerned Sectional Committee under overall coordination of HoD would be the
controlling/link officer for Research & Development projects and would constantly monitor
the progress of the project every 30-45 days. Any delay in implementation of project should be
duly justified by the Project leader and shall be put up to Research Evaluation Committee
(REC) for approval.

11.2 The Sectional Committee shall review and give its acceptance of the progress reports
submitted, within 3 weeks.

12 SUBMISSION OF FINAL PROJECT REPORT (FPR)

12.1 The FPR must be detailed and should include information about:
a) the original objective(s) of the project,
b) how far these objective(s) have been achieved, and
c) how the results will benefit the development of the national standard(s) and
d) a copy of final working draft of the concerned standard(s) (wherever applicable)
e) include clear inferences, recommendations regarding their use in the proposed
standards,
f) all references used, raw data of surveys, sampling, testing and experiments,
g) undertaking that all the information presented is authentic.

12.2 FPR received in BIS would be put up to the concerned Sectional Committee, which will
take necessary action for preparation/revision of standard appropriately. The Project leader
shall assist in the disposal of comments received on the research project, draft standard and for
the preparation of the finalized draft, as may be desired by the Sectional Committee.

12.3 The proposer shall submit the Project Completion Report (PCR), within one month of
completion of project along with the Utilization Certificate of the fund released as per Form
GFR 12-A of GFR 2017 and the statement of expenditure (issued by the Competent Authority
-in case of Govt. organization / Charted Accountant in case of private organization).
13 RESULTS OF RESEARCH & DEVELOPMENT

13.1 Project Leader(s) would be encouraged to publish the results of research & development.
While doing so, acknowledgement to the effect that financial assistance was received from BIS
should be made in the research paper(s) published. BIS should be acknowledged in similar
type of other published work/press reports.

13.2 One re-print of each research paper(s) published as a result of the work done under the
BIS funds shall be sent to BIS as and when published.

14 INTELLECTUAL PROPERTY RIGHTS

14.1 Ownership of any intellectual property, including but not limited to confidential
information, know-how, patents, copyrights, design rights, rights relating to computer
software, and any other industrial or intellectual property rights, developed solely by Proposer
shall be vested with that Party.

14.2 Ownership of any intellectual property, including but not limited to confidential
information, know-how, patents, copyrights, design rights, rights relating to computer
software, and any other industrial or intellectual property rights, developed solely by the
Bureau shall be vested with that Party.

14.3 The Intellectual Property arising out as an outcome of research project undertaken under
these guidelines shall be vested with Bureau.

15 OPERATION OF FUNDS

15.1 The utilization certificate of the funds received in previous instalment (if any) to BIS
should be annexed with the Statement of all equipment, books, etc purchased out of the funds
certified by the Head of the organization. The name, description of the equipment, cost in
rupees, date of purchase, and the name of the supplier to be given in the list. The main
purpose/function of the equipment may also be mentioned against each item.

15.2 Any unspent balance lying with the organization should be refunded to BIS after the
finalization of the draft immediately, by means of demand draft or online transfer.

15.3 The Head of the concerned standardization department of BIS shall ensure that the project
leader submits the utilization certificate in the manner prescribed in Form GFR 12-A of GFR
2017.

15.4 Head of the Standardization department shall also ensure that the operation of funds is
monitored strictly as specified in Annex E. Further the Project Leader is also fully aware and
shall adhere to the obligations of his/her as given in this procedure.
 16 OTHER REQUIREMENTS

16.1 Organizations receiving financial assistance for research & development projects from
BIS would have to maintain separate accounts for each research project.

16.2 In the event of a Project Leader’s absence from his normal place of duty for two months
at a stretch, the Head of the organization would need to immediately nominate an Alternate
Project Leader(s) to supervise the implementation of the project and such a name has to be
approved in advance by BIS. In any event, a Project Leader shall give prior notice to BIS of
his intention to stay away from the project.

16.3 Items of equipment, etc should be purchased on the basis of the established rules and
procedures of the entity/organization.
16.4 Stock register of all equipment, books, etc purchased out of the funds shall be maintained.

16.5 Any capital-intensive equipment/devices purchased using financial assistance from BIS
for research & development projects shall be allowed to be retained by the proposer for their
research activity etc.

16.6 The organization shall have to ensure that expenditure with respect to TA/DA are made
only as per their own norms but under no circumstances the executive/business class air travel
or stay in a five-star hotel is made. The overhead expenses should not be more than 20 percent
of the cost of the project.

16.7 The Project Leader must ensure that the concerned organization’s newsletter would carry
information on the activities and accomplishments of the various projects funded by the BIS.

16 TERMINATION OF PROJECT:

The research & development project can be terminated in case of any of the following:

a) the approval of research & development project may be treated as withdrawn, if the
sanctioned research & development project does not commence within one month from
the date of receipt of the sanction letter, unless otherwise authorized by BIS;
b) A Proposer may request for the withdrawal of a research & development project even
after commencement of the project. In such case the entire fund given till that date shall
be refunded to the Bureau; and
c) if the Proposer fails to submit Progress report/Completed Project report within the
prescribed timelines.
The REC shall take decision on all cases of termination.
18 RESOLUTION OF DISPUTES

Dispute Resolution: In case of any dispute that cannot be resolved amicably, it shall be referred
to Sole Arbitrator appointed by the Director General of the Bureau of Indian standards, whose
decision shall be final and binding upon both the parties. The provisions of the Arbitration and
Conciliation Act, 1996, as amended from time to time, shall be applicable.
 ANNEX A

TECHNICAL PROPOSAL

1. Name of the Proposer and

Organization

2. Project title

3. Project leader

a) Title: Prof/Dr/Mr/Ms Sex

b) Name: M/F
c) Full official address

Mobile/Telephone
Fax
E-mail
d) Designation
e) Date of birth
f) Academic qualifications along
with year of completion

g) Experience

4. Other members of the research team (give name, address, experience and academic
qualifications for each member)

1. Name Designation:
Address:
Experience:
Academic Qualifications:
1. Name Designation:
Address:
Experience:
Academic Qualifications:

5. Research support availed/being availed/applied for by the Project leader from different
sources, including BIS, during the last 5 years:

Funding Title of the Duration (from Percentage of time devoted Amount in

agency project and mm/yyyy to /being devoted/to be lakh Rs.
reference number mm/yyyy) devoted, in man months
6. Details of facilities available with the institute/organization w.r.t. the research &
development project

Facilities Relevance to project

1.

7. Aims and significance of the project

(Include the current status of work in area, both in India and abroad, with appropriate reference
list at the end; identify lacunae, define question to be investigated; list briefly specific
objectives of investigation. ethical clearance be enclosed where necessary).

8. The CV of the Project leader and expert/expert(s) to be associated with the projects and a
letter from organization authorizing Project leader and expert/expert(s) to undertake the study
as proposed.

9. Objective that will be achieved and scope of the project clearly highlighting the need of such
study and what would be the final deliverable.

10. Methodology (sampling size if applicable) to be adopted for the proposed study.
11. Road map (Stage wise timelines for the completion of the project) and time table for
completion of the project
12. Plan of work, methods and techniques to be used.
13. List of awards and honours conferred on the Project leader with dates.
14. Deliverables
15. Declaration and attestation:

I certify that all the details declared here are correct and
complete.
Date:
Signature of Project leader

12. Certificate of the institution:

This is to certify that
a) we have read the terms and conditions of the BIS Research & Development
Guidelines necessary for the compliance of the same.
b) the necessary institutional facilities are available and will be provided for the
implementation of this research proposal being submitted to the BIS for funding.
c) Full account of expenditure will be rendered by the institution.

Name of the head:

of the institution

Signature with date:

Seal:
 ANNEX B
FINANCIAL PROPOSAL FORMAT
[To be submitted on letterhead wherever applicable]

To:
Bureau of Indian Standards
Manak Bhavan, 9 Bahadur Shah Zafar Marg
New Delhi – 110002, India

Sub: Financial Proposal for Research & development Project on (Title: __________________)
for Bureau of Indian Standards (Research guidelines document no._____dated: ___-___-2023).

Dear Sir,

We are pleased to submit our Financial Proposal for Research & Development Project on (Title:
____________________) for Bureau of Indian Standards as per the terms and conditions of
the Research & Development guidelines document (Ref No.: ___________________ dated:
___-___-2023).

1. We hereby declare that our financial proposal is unconditional in all respects.

2. Our financial proposal is as follows:

3. Cost of the Project:

Sl no. Budget items Amount

1 Manpower cost
2 Consumables
[Chemicals, samples, testing glassware, stationery, books
etc, information search (from databases)]
3 Equipment
4 Travel
5 Any other/Overhead expenses
Total project cost
*Please write NA in case any item is not applicable
a) The prices should be quoted in Indian Rupees above by the proposer.
b) The quoted price should be inclusive of all applicable taxes and charges.
c) Fund shall be released after deducting TDS as per applicable provisions of GST and
income tax.
d) Justification of cost (for each item of equipment, consumables and travel. Quotation(s) for
equipment should also be enclosed).

Yours faithfully,
Date: (Signature of the Project leader)
Place: (Name and Designation of the proposer)
Name and Signature of the head of the institution
(Rubber seal of the proposer/institution/organization, as applicable)
 ANNEX C
Stage 1: Evaluation of Technical Proposal:
a) The proposal will be evaluated against the criteria defined at clause 8 in these
Guidelines. The proposer may be required to provide additional details as deemed
necessary by the REC.
b) Upon technical evaluation of each proposal, “Technical marks” out of 100 marks
will be assigned to every proposal.
c) The proposals with score 70 or more marks in technical evaluation, will qualify for
the evaluation of the financial proposal.
d) The proposer with the highest marks in technical proposal will be awarded 100
“Technical Score” and subsequently other proposers will also be awarded
“Technical Score” relative to the highest technical marks for the final composite
score calculation purpose e.g., if the highest technical marks is 90 then “Technical
Score” is (90/90) × 100 = 100, hence the proposer with highest technical marks will
score 100 “Technical Score”. Similarly, another proposer who scored 80 marks, will
get (80/90) x 100 = 88.88 “Technical Score”. Following formula will be used for the
“Technical Score” (TS) calculation:

Technical Score (TS)= Proposer’s Technical Marks X 100

Highest Technical Marks

e) The details of technical evaluation parameters are provided at clause 9.

Stage-2 Evaluation of Financial Proposal

a) The evaluation will be carried out if financial proposals are complete and
computationally correct.
b) Upon financial evaluation of each proposal, the lowest financial proposal will be
awarded 100 “Financial score”. The “Financial Score” of other proposer(s) will be
computed by measuring the financial proposal against the lowest financial
proposal. Following formula will be used for calculating “Financial Score”:

Financial Score (FS)= Lowest Financial proposal X 100

Proposer’s Financial Proposal

Stage-3 Computation of Combined Score

The “Combines Score” is a weighted average of the Technical and Financial Scores.
The ratio of Technical and Financial Scores is 70:30 respectively. The Combined Score
will be derived using the following formula:

Combined Score=[(TS x 0.70) + (FS x 0.30)]

The responsive proposers(s) will be ranked in descending order according to the
Combined Score, which is calculated based on the above formula. The highest-ranking
proposer as per the Combined Score will be selected for award of Research Project.
 ANNEX D

MODEL AGREEMENT
(To be modified on case-to-case basis)

This Deed of Agreement made this ______ day of ____________ (Month & Year) between
Bureau of Indian Standards having Head Office at Manak Bhavan, 9 Bahadur Shah Zafar Marg,
New Delhi – 110 002 (hereinafter called ‘BIS’, which expression shall, wherever the context
so admits, includes its successors and assigns) on one part and (name of the
organization/expert) (hereinafter called ______which expression shall, wherever the context
so admits, include their heirs, executors, administrators, legal representative and assigns) of the
other part, witness as follows:

1. Whereas (name of the organization/expert) through (name of the Project Leader) has
submitted a proposal to BIS pertaining to Research & development project titled _______ for
consideration and BIS has accepted the proposal.

2. That duration of the Research & development project shall be ___ months with periodic and
final reviews. The total cost of the project shall be Rs______/- (Rupees in words) for the
complete project. No further expenditure shall be borne by BIS on any account of this project
including escalation of time.

3. The fund would be utilised for the specific project/assignment as approved by BIS and shall
be spent within the specified time. Any portion of the fund which is ultimately not required for
expenditure for the approved purpose shall be duly surrendered to BIS.

4. (Name of the organization/expert) shall not entrust the implementation of the

project/assignment approved by BIS for which fund has been received to any other
institution/expert or to divert the fund received from BIS as assistance to any other
institution/expert/proposer.

5. (Name of the organization/expert) indemnifies BIS from any legal and/or financial
encumbrance arising out of any infringement of IPR/licensing of IPR/technology
transfer/commercialization.

6. (Name of the organization/expert) shall maintain an audited record in the form of a register
for permanent, semi-permanent assets acquired solely or mainly out of BIS fund. Once the
Research & development project is completed satisfactorily, the organization taking up the
Research project may retain the equipment/devices for their Research & development
activities, etc. The equipment procured through BIS fund should bear a label "BIS Funded".

7. BIS shall release the funds for the project as follows:

a) First instalment up to a maximum of 30 percent of the total approved project cost would
be released after approval of the project.

16
 b) Second instalment to the extent of 50 percent of the approved estimated cost would be
released on the submission of progress report along with the report on utilization of the
75 percent of the fund and acceptance of the same by the Sectional Committee.
c) The balance amount shall be released after submission of the final project report along
with utilization certificate for the fund released and its acceptance by the Sectional
Committee.

8. The completion of the Research & development project shall remain the responsibility of
(name of the organization/expert) even if the project leader is not available due to any reason
whatsoever. After completion of the project, a Project Completion Report giving details
(objective(s) achieved, raw data of surveys, sampling, testing and experiments) of shall be
submitted by the Project leader the original objective(s) of the project,

9. (Name of the organization/expert) shall ensure the completion of the project under the
guidance and supervision of any other faculty/researcher, if the nominated project leader would
not be available due to any reason. Such a faculty member/researcher can only be nominated
with the approval of BIS.

10. In case (name of the organization/expert) is unable to complete the project to the
satisfaction of BIS in stipulated time or extended time and leads to termination of the research
project, BIS shall be entitled to claim the refund of fund so sanctioned with interest @ 10
percent thereon from (name of the organization/expert).

11. The authority to extend the duration of the project shall rest with BIS.

12. BIS shall have the right to formulate monitoring methodology of the Research &
development project.

13. Dispute Resolution: In case of any dispute that cannot be resolved amicably, it shall be
referred to Sole Arbitrator appointed by the Director General of the Bureau of Indian standards,
whose decision shall be final and binding upon both the parties. The provisions of the
Arbitration and Conciliation Act, 1996, as amended from time to time, shall be applicable.

14. Undertaking given by project leader, if any, shall be part of the agreement.

15. (Name of the organization/expert) shall be responsible for discharge of all its obligations
of the project through the nominated project leader or any other expert/expert(s) in case of
necessity particularly in respect of management of financial assistance given to them. (Name
of the organization/expert) shall refund any excess/unutilized amount of the fund to BIS.

16. Release of subsequent instalments is subject to satisfactory progress, required stage - wise
deliverables and submission of the Utilization Certificate (UC) as per Form GFR12-A of GFR
2017 along with the statement of expenditure (SoE) issued by the Competent Authority.

17. (Name of the organization/expert) shall ensure that Project leader shall give presentation
on the progress of project to BIS as and when directed by BIS for continuation of the project,
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and shall assist in the disposal of comments received related to the Research & development
Project.

18. The project shall be deemed to have been commenced from the date of release of sanction
letter.

19. (Name of the organization/expert) shall ensure that while publishing the results of research
& development, acknowledgement to the effect that financial assistance so received from BIS
be made in the research papers published/ other published work/ press reports.

20. Procedure for screening/evaluation, selecting, monitoring Research & development

projects prescribed in “Guidelines for Research & Development Projects for Formulation and
Review of Standards’ shall be part of the agreement.

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 ANNEX E

OPERATION OF FUNDS AND PROGRESS REPORT

1. Title of the Project: Project number:

2. Name & Address of Project leader: Date of Commencement:

dd/mm/yyyy

3. Details of Equipment Purchased (if any):

Date of purchase/
placing order for
Name of equipment Cost Supplier
each item of
equipment

NOTE - The equipment fund once fixed cannot be enhanced. Project leaders are advised to
give authenticated estimates of the cost of equipment. Equipment should invariably be
purchased within 1 month from the date of receipt of the fund and/or sanction letter.

4. Fund received____________.
5. Expenditure made in Rupees: (Please provide the details)

Expenditure Amount Taxes (as Total

applicable)
Manpower cost
Consumables
Equipment
Travel
Others
Grand Total

6. Amount saved (if any) from the last instalment: Rs_______________.

7. Date on which scheme will complete its normal tenure of months ____________________.

8. Whether extension beyond normal tenure has been requested. Yes /No.

If yes, justification for extension and programme of work to be completed. Also mention
as to why the work could not be completed as per the original plan.

{Extension beyond normal tenure should be requested at the Project Monitoring Session
before end of tenure (as given in ToR)}.

9. Constraints (if any) faced in the progress of work and suggestions to overcome them.

10. Any deviation from original plan with its nature and cause.

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11. List of publication giving full bibliographic details accrued from this project (copies of
the paper (s) should be enclosed).

12. Summary of work done (200 words).

13. Proposed programme of work for the next month (1000 words).

14. Detailed Progress Report enlisting the objectives in beginning briefly (up to five pages
maximum).

Signature of Project leader

Date:

Note: No column should be left blank; write not applicable (NA), wherever applicable.

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 TEMPLATE FOR THE TERMS OF REFERENCE FOR THE R&D PROJECTS
(Refer to the Guidelines on R&D Projects issued vide note SCMD/R&D dated xx-09-23)

1. Title of the Project: Mention the title of the project.

2. Background:
a) Mention the Technical Committee and Division Council the project is related to;
b) Mention the standard / document no. for the standard under development or review
to which the project is related to;
c) Briefly explain the rationale for the commissioning of the project.

3. Scope: Mention the scope of the project.

4. Expected Deliverables: Mention the outcome of the project.

5. Research Methodology:
Mention the essential components of the methodology like mid-term review, focus group
discussions, visits to the manufacturing units and/or laboratories, collection and testing
of samples etc. with the details of the sample size for them as applicable.

6. Requirement for the CVs:

Mention the requirement for the CVs of the persons to be engaged for the project.

7. Timeline and Method of Progress Review:

Suggest the stagewise timelines including that for the submission of the first draft, final
draft and the report and the mechanism for the review of the progress.

8. Support BIS will Provide:

Indicate the support BIS may provide in terms of the standards, other publications,
information regarding manufacturers and labs etc.

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