Office of the Dean (Planning and Development)Office of the Dean (Planning and Development)
NATIONAL INSTITUTE OF TECHNOLOGY NATIONAL INSTITUTE OF TECHNOLOGY TIRUCHIRAPPALLITIRUCHIRAPPALLI
REVISED PURCHASE PROCEDUREREVISED PURCHASE PROCEDURE(Illustrative brochure)(Illustrative brochure)
Plan/Non-plan FundPlan/Non-plan Fund
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Important Note
This document is prepared based on the minutes of 32nd BoG related to Revised Purchase norms.
This document presents a detailed explanation related only to the revised purchase procedure (reference cited above). To view the original document/ minutes of 32nd BoG, the following link in NITT Website may be used.
http://www.nitt.edu/home/righttoinfoact/purchase-norms-revised.pdf
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Contents
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S.No. Topic Slide No.
1 General instructions 4
2 General instructions (cost of EMD, tender documents, notification time etc)
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3 Constitution of Purchase committee and approving authority 6
4 Procedure for item(s) costing up to Rs. 15,000 – Direct Purchase 7
5 Purchase procedure for item(s) costing above Rs. 15,000 and up to Rs. 1,00,000/Occasion – Limited Quotations, single bid
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6 Purchase procedure for item(s) costing above Rs. 1,00,000 – Open Tender System
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7 Procedure for Purchase through Repeat Order/NITT Rate Contract/ DGS&D Rate Contract
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General Instructions
• For all purchases, the file reference number (allotted by Dean P&D office) should be mentioned.
• Set the specifications broad enough to encourage more than one bidder for competitive bidding.
• At each stage of purchase, proceed further after obtaining the purchase committee approval.
• Director’s Nominee: Any Dean other than Dean(P&D)- or any Professor who is not a member in the same committee may be co-opted as member. Director’s nominee will be from a department other than the one processing the purchase.
• EMD and Tender cost is not required for purchase through quotations upto Rs. 1 Lakh. However, minimum three quotations is required for processing the purchase.
• Pre-bid meeting with suppliers may be scheduled on or after one week from the date of tender advertisement and before opening of the technical bid. Record the proceedings. Amendments (if any) need to be published in the NITT website immediately after the pre-bid meeting. • For items costing above Rs. 1 Lakh, pre-bid meeting is optional. • For item(s) costing above Rs. 25 Lakhs, Pre-bid meeting is mandatory.
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General Instructions
Particulars EMD
For works estimated to cost upto Rs. 10 Crores 2% (Two percent) of the estimated cost
For works estimated to cost more than Rs. 10 Crores
Rs.20 Lakhs + 1% (one percent) of the estimated cost in excess of Rs. 10 Crores.
Earnest Money Deposit (EMD):
Tender Cost:Particulars Tender Cost (Rs.)
Works costing upto Rs.3 Lakhs NIL
Works costing more than Rs.3 Lakhs and upto Rs.50 Lakhs 150
Works costing more than Rs.50 Lakhs and upto Rs.2 Crores 500
Works costing above Rs.2 Crores 1000
Time-Span for publishing tenders: (Time-Span between the date of call-for- tenders and the date of opening-of-tenders) :
Particulars Days
Works costing upto Rs.10 Lakhs 10
Works costing more than Rs.10 Lakhs and upto Rs.50 Lakhs 14
Works costing more than Rs.50 Lakhs 21
Works costing more than Rs.50 Lakhs and bids are expected from foreign origin
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Value of Purchase Specification /Purchase committee CFA* for approving Purchase committee
Up to Rs. 15,000/ sanction No Committee Direct purchase by HoD
Above Rs. 15,000 and up to Rs. 1,00,000
1. HoD - Chairman2. Initiating Faculty-Convener3,4. Two NITT Faculty- Members5. DR. Accounts – Member
Dean (P&D)
Above Rs. 1,00,000 and up to Rs. 5,00,000
1. Dean P&D - Chairperson2. HoD or nominee - Convener3. Initiating Faculty-Member4,5. Two NITT Faculty- Members6. DR. Accounts – Member
Deans committee
Above Rs. 5,00,000 1. Dean (P&D)- Chairperson 2. Director’s nominee -Member3. HoD - Convener4. Initiating Faculty-Member5,6. Two NITT Faculty -Members 7,8. Two experts from other Govt. Institutes/University/Industry/R&D Labs9. Registrar-Member10. DR. Accounts – Member
Director
Constitution of Purchase committee
*CFA – Competent Finance Authority 6
Purchase procedure for item(s) costing upto Rs. 15,000 – Direct Purchase
Get the approval from HoDClick here for format
Obtain File No. from Office of the Dean (P&D)
Proceed with the Purchase
Submit the following documents in the Bill Section for payment
Original Cash Bill/Invoice with Dept. stock entry
note
Certificate
Click here for format
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Equipment/Item has a File No
Get the approval from HoD
Click here for format
Obtain Dean (P&D) approval for the purchase committee Click here for format
Minute the recommendations of the Purchase committeeClick here for format
Purchase procedure for item(s) costing above Rs. 15,000 and up to Rs. 1,00,000/Occasion – Limited Quotations, single bid
Else, extend the due date after approval by HoD
Prepare comparative statement
Click here for format
Conduct Purchase committee meeting & record the
recommendationsClick here for format
Send the enquiries to the suppliers approved by the purchase committee
Click here for format
Open the bids on the scheduled date if the number of suppliers responded is >= 3
Prepare Draft PO and POClick below for format
Draft PO PO 8
Obtain Financial SanctionClick here for format
If the number of suppliers responded is still < 3, provide a certificate (click for format) and
proceed
Equipment/Item has a
File No
Install the equipment and process the payment
with the following documents
Follow-up the payment and obtain an
acknowledgment of payment from supplier
End
Purchase procedure for item(s) costing above Rs. 15,000 and upto Rs. 1,00,000/Occasion – Limited Quotations (contd..)
Original Cash Bill/Invoice with
Dept. stock entry note
ECS-Mandate Form
Click for format
Pre-stamped receipt
Click for format
Performance Security (Bank
guarantee) Click for format
Send the PO to the successful supplier with
Customs/Excise duty exemption certificate
Click here for exemption certificate
(Print and get the attestation from
Registrar)
Certificate
Click for format
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Obtain Master Sanction order
Obtain CFA approval for purchase committee Click below for format
1-5 Lakh 5 Lakh & above
Conduct purchase committee meeting and minute the recommendations
Click below for format1-5 Lakh 5 Lakh and above
Two bid Tender
Click for format
Verification by DR Accounts
Purchase procedure for item(s) costing above Rs. 1,00,000 – Open Tender System
Newspaper/Web advertisement
1-5 Lakhs(NITT Web
Ad.)
Submit Soft-copy of the tender document for NITT
Web Ad.
NITT Web Ad.: One day before the date of Newspaper Ad.
Start
Prepare Tender Document
Single bid Tender (only for Proprietary
items) Contact DR
(Accounts) for format
Proprietary Certificate
Certificate-1Certificate-2
5 Lakhs and above(NITT Web Ad.+ Ad. in 3 News papers (1
English Daily at national level+2
Local Dailies )Click here for News paper Ad. format
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Conduct Pre-bid meeting (Read Slide-4 for details)
Open Technical Bid*Do not open the price bid
Prepare technical comparative statement
Click below for format1-5 Lakh 5 Lakh & above
Minute the Purchase committee Recommendations
Click below for format 1-5 Lakh 5 Lakh & above
Prepare price comparison statement Click below for format
1-5 Lakh 5 Lakh & above
Minute the Purchase committee Recommendations
Click below for format 1-5 Lakh 5 Lakh and above
Proceed further only if the number of supplier(s) responded is >= 3 , else, Extend the due date after
approval by Dean (P&D)
Intimate technically qualified supplier over post/email/fax the date of opening of price bid and
return EMD of technically rejected supplier(s)
Open Price bid*Do not open the price bid of
technically non-qualified supplier(s)
Purchase procedure for item(s) costing above Rs. 1,00,000 – Open Tender System (contd..)
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Obtain Financial SanctionClick below for format
1-3 Lakhs 3 Lakhs & above
If the number of suppliers responded is still < 3, provide a certificate (click for format) and proceed
Submit tender cost (DD) @ Bill section
Install the equipment and process the payment with the following
documents
Follow-up the payment and obtain an acknowledgment of payment
from supplier
End
Original Cash Bill/Invoice with Dept. stock entry
note
ECS-Mandate Form
Click for format
Pre-stamped receipt
Click for format
Performance Security (Bank
guarantee) Click for format
Send the PO to the successful supplier with Customs/Excise duty exemption
certificate and get the order acceptance
Click here for exemption certificate
(Print and get the attestation from
Registrar)
Purchase procedure for item(s) costing above Rs. 1,00,000 – Open Tender System (contd..)
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Prepare Draft PO and POClick below for format
Draft PO (1-3 Lakh 3-5 Lakh 5 Lakh & above) PO
Return the EMD of L1 after receiving
performance security
Return the EMD of unsuccessful
bidder(s)
Get the approval from CFA according to the value of
purchase
Obtain approval from CFA for the purchase committee
Minute the Purchase committee Recommendations approving the purchase through Repeat Order/NITT
Rate Contract/DGS&D Rate Contract (Use the format according to the value of purchase)
Prepare Draft PO and PO (According to the value of purchase)
Procedure for Purchase through Repeat Order/NITT Rate Contract/ DGS&D Rate Contract
Certificate for Repeat OrderClick below for format
Certificate-1 Certificate-2
The remaining procedure is similar and according to the value of purchase
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Obtain Financial Sanction (Use the
format according to the value of purchase)
For any clarifications/suggestions, please contact me at [email protected]
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