Brief Guidelines for Purchase I. Financial & Sanction Powers: Sl. No.

Competent Financial Authority

NonConsumables (NCS)

Limited Time Assets Stores (LTAS)

All amount in lakhs Consumables Temporary (CS) Contingency Advance for equipment

Rs. in lakhs 01 02 03 04

Admin. Coordinator of COE R&D Coordinator Principal Investigator of the project Director

≤ 2.0

≤ 1.0

≤ 0.5

≤ 0.5

≤ 5.0 ≤ 0.5

≤ 5.0 ≤ 0.5

≤ 5.0 ≤ 0.5

-----

> 5.0

> 5.0

> 5.0

> 5.0

II. Process to be adopted for purchase of goods / services. Sl. No.

Quantum of Purchase

Methodology to be followed

1.

Purchase of goods for value upto Rs. 50,000/-

Purchase of goods upto the value of Rs. 50,000/- (Rupees Fifty Thousand only) on each occasion may be made on without inviting quotations / bids, subject to satisfaction about quality and cost of the goods on the basis of market survey made before purchasing the goods. A certificate shall be recorded by the competent authority in the following format: “I, ___________________, am personally satisfied that these goods purchased are of the requisite quality and specification and have been purchased from a reliable supplier at a reasonable price. Signature” Note: A demand for goods should not be divided into small quantities to make piece meal purchases to avoid the necessity of obtaining the sanction of higher authority required with reference to the estimated value of the total demand.

2.

Purchase of goods above for Rs. 50,000/upto Rs. 1,50,000/-

Purchase of goods costing more than Rs. 50,000/- and upto Rs. 1,50,000/- on each occasion may be made on basis of the recommendations of a duly constituted Local Purchase Committee consisting of at least three members of an appropriate level as decided by Competent Authority.

The committee will survey the market to ascertain the reasonableness of rate, quality and specifications and identify the appropriate supplier. Before recommending to placing the purchase order, the members of the committee will jointly record a certificate as under: “Certified that we members of the purchase committee are jointly and individually satisfied that the goods recommended for purchase are of the requisite specification and quality, priced at the prevailing market rate and the supplier recommended is reliable and competent to supply the goods in question.

3.

4.

Purchase above Rs. 1.5 lakhs up to Rs. 25 lakhs

Purchase above Rs. 25 lakhs

Signature” Note: A demand for goods should not be divided into small quantities to make piece meal purchases to avoid the necessity of obtaining the sanction of higher authority required with reference to the estimated value of the total demand. Except in cases covered under 1 & 2 procurement of goods shall be done through tendering process. Enquiry sent to all the registered, past suppliers and vendor’s who have taken part in previous tenders. Tender must be published on Institute website and Central Public Procurement Portal of Government of India website (http://eprocure.gov.in). Note: As per Govt. of India notification it is mandatory to publish the tenders on Central Public Procurement Portal and on Institute website. Except in cases covered under 1, 2 & 3 above procurement of goods shall be done through tendering process. Advertisements should be published in one national newspaper, one local popular newspaper and also to be published on Institute website and Central Public Procurement Portal of Government of India website (http://eprocure.gov.in). Note: As per Govt. of India notification it is mandatory to publish the tenders in one national newspaper, one local popular newspaper and also to be published on Institute website and Central Public Procurement Portal of Government of India. If the goods are available on valid Govt. rate contract (like: DGS&D, NISCI etc.), they can be procured by placing direct order to the listed firm.

5.

Though rate contract

6.

Procurement of services for hiring of consultant / out source of certain services for specific job, which is well defined in terms of content and time frame for its completion.

1.

If the estimated value of work is less than Rs. 10 lakhs, tender enquiry sent to all the possible known service provider (minimum 6).

2.

If the estimated value of work is above Rs. 10 lakhs, tender must be advertised / published on one national & local daily popular newspaper.

Single Quotation (Proprietary Article )

Single quotation should be entertained only if the item is:

7.

In both the above cases tenders must be published on the Institute website and Central Public Procurement Portal of Government of India website (http://eprocure.gov.in).

1)

2) 3)

Proprietary in nature: Proprietary item means that there is only one manufacturer of the item worldwide or item which do not have any substitute. The proprietary certificate has to be given by the manufacturer not by its representative. Spare parts of an existing equipment / machinery. To be acquired urgently: Written justification for the urgency should be given by the purchase committee and should be approved by the competent authority.

For clauses (1) & (2) Indenter must furnish a proprietary certificate (download from http://intra.iitj.ac.in:8080/offc.php) which has been duly approved by the

competent authority. 8.

Repeat Order

The repeat order shall be placed within 120 days’ time from the date of the opening of tender / quotation.  

III.

The repeat order can be made with no change in the rates, specifications as well as terms & conditions of supply. Any amended order shall not be considered for repeat order.

Steps to be adopted for procurements of Goods / Services. A. Purchase of goods up to Rs. 1.5 lakhs: Self Purchase 1) Indenter needs to draw an advance for the purpose from sanctioned budget with approval of competent authority. 2) In case of Non-consumables & LTAS items, intimation must be sent to central stores for entry in Asset register otherwise bills for payment / settlement will not be passed by account section / R&D Section. Purchase through Store & Purchase Section 1) Indenter needs to submit duly approved Indent to purchase for further process. Store & Purchase section will procure the goods with established process. B. Purchase of goods above Rs. 1.5 lakhs: 1) Finalization of specification, terms & conditions duly approved by committee (Annexure – I) constituted for propose. 2) Preparation of tender document based on the template available on Institute (http://intra.iitj.ac.in:8080/offc.php). The following should only be filled by the indenter:

website



Technical specifications of article to be purchased.



Names of possible vendors for limited tender.



Warranty period should be one to two years. For longer periods, it is preferable to ask for optional Annual Maintenance Rates.



Any special terms and conditions.

Other aspects of tender will be taken care by the Stores & Purchase Section. 3) Submission of tender file to Purchase section for further tendering process. A soft copy of the technical specifications should also be e-mailed to stores & purchase ([email protected]). 4) All the bids received will be opened by the committee, specified in (1), in the presence of bidders who are present at that time on the specified date & time as mentioned in the tender. Prior notification must be sent to the bidder. 5) Committee will evaluate all the bids; submit the report which was duly approved by competent authority (Coordinator, COE) along with comparative statement.

6) Indenter will prepare the purchase indent (Annexure – II) and submit to Purchase Section along with committee reports, comparative statement, all original bids, budget approval and other related documents. 7) After receipt of the goods indenter need to check the goods. If any defect is found intimation should be sent to the purchase section immediately. 8) After satisfactory installation goods need to enter in appropriate stock register (COE / Labs) and return the Inspection Report (IR) along with requisition slip to purchase section within 15 days. Laboratory incharge will maintain and coordinate with supplier for any repairing / servicing required during warranty / AMC period under intimation to Central store. C. Purchase of goods through rate contract / proprietary items / repeat order: 1) Submit duly approved purchase indent along with budget approval to purchase section for placing the order. 2) After receipt of the goods indenter need to check the goods. If any defect material found intimation be sent to the purchase section immediately. 3) After satisfactory installation goods need to enter in appropriate stock register (COE / Labs) and return the Inspection Report (IR) along with requisition slip to purchase section within 15 days. Laboratory incharge will maintain and coordinate with supplier for any repairing / servicing required during warranty / AMC period under intimation to Central store

Annexure – I

Annexure - II