Purchase PolicyAccording to Notification of Government of West Bengal, Finance Department, Audit Branch, No.3103-F(Y), Kolkata 27th July 20221.Introduction Raja Narendra Lal Khan Women’s College spends a sizeable amount of its budget for purchasing various types of goods and undertaking works to discharge the duties and responsibilities assigned to it. It is imperative that these purchases and works are made and undertaken following a uniform, systematic, efficient, transparent and cost-effective procedure, in broad conformity with the established guidelines of relevant public institutions in charge of ensuring probity and / or the relevant rules and regulations of the Government. This manual, to be known as Raja Narendra Lal Khan Women’s College purchase & Work Manual, has been framed also keeping in view the special circumstance and requirements of Raja Narendra Lal Khan Women’s College. Amendments, modifications and clarifications of this manual should be made with and notified with the approval of the Finance Committee and the Governing Body of Raja Narendra Lal Khan Women’s College. In the matter of any interpretation or disputes regarding any clause/ provision of this manual, the decision of the Finance Committee and the Governing Body of the College shall be final and binding. 2. PROCUREMENT OF GOODS 2.1 Purchase of goods without obtaining any quotation or bids up to the value of Rs. 25,000/- 2.2 Purchase of goods costing Rs. 25,001/- and up to Rs. 1,00,000/- by College Purchase Committee by obtaining quotations Purchase of goods costing Rs. 25,001/-( Rupees Twenty five thousand one) and up to Rs. 1,00,000/-(Rupees one Lakh) on each occasion is to be made on the basis of quotations (at least four quotation from reliable firms having trade licence, pan card, vat & service tax registration whenever necessary with necessary credentials) which shall be opened in presence of willing agents. In such cases of purchase by invitation of quotations, procurement shall be finalised on the recommendation of a duly constituted the College purchase Committee. The College Purchase Committee will ascertain the reasonableness of rate, quality and specification and identify the appropriate supplier. The specifications so worked out should meet the basic needs of the organisation without including superfluous and non-essential features. Care should be taken to avoid purchasing quantity in excesses of requirement. Normally the lowest quotation is to be accepted, if the quality and specifications are otherwise comparable. Before placement of the purchase order, the approval of the Principal is required. In these cases, notices inviting quotations shall be displayed in office notice boards and the College website. This is mandatory. 2.3 Purchase of goods costing Rs. 1,00,001/- and above E-tender process shall be followed for purchase of goods costing Rupees five lakh one and above(As per Notification of Government of West Bengal, Finance Department, Audit Branch, No.3103-F(Y), Kolkata27th July 2022) . E-tenders shall be floated through the tender portal www.wbtenders.gov.in for procurement value up to rupees ten lakh with brief advertisement in two daily newspapers (one English and one Bengali), while for procurement value above rupees ten lakh, advertisements in three daily newspapers (one English and one Bengali) will be required. Minimum period for submission of tenders will be two weeks in cases up to rupees ten lakh, three weeks in cases up to rupees one cores and four weeks beyond it. Note: In all cases, the quotations/bids/tenders shall be received from at least three quotationers/bidders/tenderers. If, in any case, the numbers of eligible participants become less than three then tenders should be invited afresh. If the response to the re-tender is also from less than three participants, tender should be invited afresh. If the response to the third tender/bid is also less than adequate, that may be accepted with the approval of the Principal. 2.4. Purchase of goods directly under Directorate General of Supplies and Disposals (DGS & D) and National Informatics Centre Services Incorporated (NICSI) rate contract Order to the given only to the firm enlisted in DGS & D and NICSI schedule of rate contracts. The firm may directly or through his authorised suppliers may supply the items. The prices to be paid for such goods shall not exceed those stipulated in the rate contract and the other salient terms and conditions of the purchase should be in line with those specified in the rate contract. In other words, materials for which the Director General of Supplies and Disposals (DGS & D) and National Informatics Centre Services Incorporated (NICSI) rate contracts are available can be purchased directly from the enlisted agencies of DGS & D and NICSI at approved rate contracts. In case of bulk purchase, the enlisted agencies of DGS & D and NICSI be requested to offer special discount for educational institution. Note: (i) A demand for goods should not be divided into small quantities to make piece meal purchase to avoid the necessity of compiling with requisite formalities. (ii)In respect of bulk purchase through DGS & D and NICSI rate contract, due consideration should be adhered to while availing of discount as educational institution. When the supplier or contractor has exclusive rights in respect of the goods or services and no reasonable alternative or substitute exists. For instant
3. PUBLICATION OF TENDER Note 1: Tender notice shall always be given due publicity in the manner indicated above and detailed below. The use of intermediate general suppliers should be discouraged. Open tender for supply of articles or stores or for execution of works shall be invited in the following manner. Manner of Tender
Note II According to Notification of Government of West Bengal, Finance Department, Audit Branch, No.6932-F(Y), Kolkata 29th August 2013Introduction Raja Narendra Lal Khan Women’s College spends a sizeable amount of its budget for purchasing various types of goods and undertaking works to discharge the duties and responsibilities assigned to it. It is imperative that these purchases and works are made and undertaken following a uniform, systematic, efficient, transparent and cost-effective procedure, in broad conformity with the established guidelines of relevant public institutions in charge of ensuring probity and / or the relevant rules and regulations of the Government. This manual, to be known as Raja Narendra Lal Khan Women’s College purchase & Work Manual, has been framed also keeping in view the special circumstance and requirements of Raja Narendra Lal Khan Women’s College. Amendments, modifications and clarifications of this manual should be made with and notified with the approval of the Finance Committee and the Governing Body of Raja Narendra Lal Khan Women’s College. In the matter of any interpretation or disputes regarding any clause/ provision of this manual, the decision of the Finance Committee and the Governing Body of the College shall be final and binding. 2. PROCUREMENT OF GOODS 2.1 Purchase of goods without obtaining any quotation or bids up to the value of Rs. 10,000/- Purchase of goods up to the value of Rs. 10,000/-(Rupees Ten thousand) on each occasion may be made without inviting quotations/tender or bids by the Head/ In- Charge of and Administrative/ project coordinator, et.al. The purchasing authority shall certify that the purchase has been made at reasonable market price in such cases of purchase from the open market without tender/quotation. 2.2 Purchase of goods costing Rs. 10,001/- and up to Rs. 1,00,000/- by College Purchase Committee by obtaining quotations Purchase of goods costing Rs. 10,001/-( Rupees ten thousand one) and up to Rs. 1,00,000/-(Rupees one Lakh) on each occasion is to be made on the basis of quotations (at least three quotation from reliable firms having trade licence, pan card, vat & service tax registration whenever necessary with necessary credentials) which shall be opened in presence of willing agents. In such cases of purchase by invitation of quotations, procurement shall be finalised on the recommendation of a duly constituted the College purchase Committee. The College Purchase Committee will ascertain the reasonableness of rate, quality and specification and identify the appropriate supplier. The specifications so worked out should meet the basic needs of the organisation without including superfluous and non-essential features. Care should be taken to avoid purchasing quantity in excesses of requirement. Normally the lowest quotation is to be accepted, if the quality and specifications are otherwise comparable. Before placement of the purchase order, the approval of the Principal is required. In these cases, notices inviting quotations shall be displayed in office notice boards and the College website. This is mandatory. 2.3 Purchase of goods costing Rs. 1,00,001/- and up to Rs. 5,00,000/- by obtaining bids/tenders by the College Purchase Committee For purchase of goods costing rupees one lakh one and up to Rupees five lakh, all departments/ centres, etc. shall procure goods by obtaining bids/ tenders. In these cases, notices boards and the College website; in addition, the notice should be briefly inserted in at least one widely circulated Bengali/ English newspaper. Minimum period for submission of tenders in these cases will be seven working days. 2.4 Purchase of goods costing Rs. 5,00,001/- and above E-tender process shall be followed for purchase of goods costing Rupees five lakh one and above(As per Notification of Government of West Bengal, Finance Department, Audit Branch ,No.6932-F(Y),Kolkata29th August 2013) . E-tenders shall be floated through the tender portal www.wbtenders.gov.in for procurement value up to rupees ten lakh with brief advertisement in two daily newspapers (one English and one Bengali), while for procurement value above rupees ten lakh, advertisements in three daily newspapers (one English and one Bengali) will be required. Minimum period for submission of tenders will be two weeks in cases up to rupees ten lakh, three weeks in cases up to rupees one cores and four weeks beyond it. Note: In all cases, the quotations/bids/tenders shall be received from at least three quotationers/bidders/tenderers. If, in any case, the numbers of eligible participants become less than three then tenders should be invited afresh. If the response to the re-tender is also from less than three participants, tender should be invited afresh. If the response to the third tender/bid is also less than adequate, that may be accepted with the approval of the Principal. 2.5. Purchase of goods directly under Directorate General of Supplies and Disposals (DGS & D) and National Informatics Centre Services Incorporated (NICSI) rate contract Order to the given only to the firm enlisted in DGS & D and NICSI schedule of rate contracts. The firm may directly or through his authorised suppliers may supply the items. The prices to be paid for such goods shall not exceed those stipulated in the rate contract and the other salient terms and conditions of the purchase should be in line with those specified in the rate contract. In other words, materials for which the Director General of Supplies and Disposals (DGS & D) and National Informatics Centre Services Incorporated (NICSI) rate contracts are available can be purchased directly from the enlisted agencies of DGS & D and NICSI at approved rate contracts. In case of bulk purchase, the enlisted agencies of DGS & D and NICSI be requested to offer special discount for educational institution. Note: (i)A demand for goods should not be divided into small quantities to make piece meal purchase to avoid the necessity of compiling with requisite formalities. (ii)In respect of bulk purchase through DGS & D and NICSI rate contract, due consideration should be adhered to while availing of discount as educational institution. When the supplier or contractor has exclusive rights in respect of the goods or services and no reasonable alternative or substitute exists. For instant
3. PUBLICATION OF TENDER Note 1: Tender notice shall always be given due publicity in the manner indicated above and detailed below. The use of intermediate general suppliers should be discouraged. Open tender for supply of articles or stores or for execution of works shall be invited in the following manner.
Note II A minimum period, as stated below, shall be allowed for submission of the tenders from the final publication date. |
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