Indian Institute of Technology Kharagpur
STORES & PURCHASE SECTION
Procedure for Preparing / Pr
Processing
ocessing of
Purchase Files - 2020
Flow Diagram of Purchase Procedure
Preparation of
Purchase Proposal
Estimated Value
(EV) of Goods
Administrative and/or Budgetary
Approval from CA
Yes Repeat Order basis
Purchase through Check
(if the same
Gem (Flow Availability in
equipment was
GeM
Diagram-3) purchased earlier
(GFR - Rule 149) If Rate Contract on Lowest
available for the quotation basis)
NO item (Flow Diagram – 2)
(Flow Diagram - I) (Circular no:
IIT/PO/EQ-27/S&P
(Institute has rate /2015 dt:07.09.2015)
contracts for Computer,
Chemicals etc. )
By Local Purchase By PNC Basis By Tendering Process
Committee(LPC) (Flow (Flow Diagram5) Flow Diagram6)
Diagram4) (GFR - Rule 166) ( GFR – Rule 158, 161&162 )
(GFR – Rule 155)
Rate Contract (Flow Diagram– 1) Repeat Order (Flow Diagram – 2)
(Rate contract for Computers, Chemicals etc.) (Circular no: IIT/PO/EQ-27/S&P /2015 dt:07.09.2015)
1. Rate Contract Order copy 1. Purchase Order copy (Order must be issued
2. Approved minutes of CP & NMC (if item on L1 basis)
related to Computer,software,etc) 2. Certificate (complying the rules for Repeat
3. Justification Order as per Circular )
4. Brief Research Activity and Technical 3. Justification
Write-up 4. Brief Research Activity and Technical
5. Requisition Form Write-up
6. Form – A (ERP Fund Booking ) 5. Requisition Form
6. Form – A (ERP Fund Booking )
Forward to S & P
Section
Send for Audit Vetting Send to Account
Section for
Allocation of Fund
Approval on
Award of Work financial
Order/ PO Concurrence and
for issuing the
PO/WO by CA
Flow Diagram of GeM (Flow Diagram– 3)
(GFR – Rule 149 )
Select product from GeM
If Air
Conditioner Send to
Purchase Chairman, RAC
Printout of the selected GeM product to Stores
& Purchase Section
Estimated Value (EV) <25,000 - EV > 25,000 – By three different OEM
Direct Purchase.GeM contract Comparison/Bidding/RA will be created
placed from S&P on receipt of fund by S&P
booking
Technical bids sent to department for comparison
Financial bid opened by S&P on receipt of
technically qualified vendors list from department
S& P Section Send
to Accounts Send to Department for fund booking (L1)
Section for
allocation of Fund
Financial Concurrence / Approval of
Competent Authority
Award of GeM Contract
Local Purchase Committee (Flow Diagram – 4) (GFR Rule 155)
( 2,50,000>Estimated value > 25,000 )
Justification for Purchase through Local
Purchase Committee (LPC)
Committee Approval by
Competent authority
Market Survey / get Quotation from vendors
Minutes of LPC (as per
format)
Approval of LPC Minutes by CA
Send to S&P Section with documents as Sent to audit
per checklist attached section for Audit
Vetting
Accounts section
Award of Work generates the
Approval on
Order/ PO financial
financial
concurrence
Concurrence
from ERP.
by CA
PNC (Flow Diagram - 5 )
(GFR – Rule 166)
Proprietary Certificate (PNC)
and quotation from OEM
(Format Attached)
Proprietary Certificate
(PNC) from Department
(Format Attached)
Send to S&P Section (PNC Quotation Sent to audit
value>= 2lakhs ) with documents as per section for Audit
checklist attached Vetting
If foreign purchase
Send to S&P section with documents as per
checklist(import) attached
Accounts section
generates the
Award of Work Approval on financial
financial
Order/ PO Concurrence by CA
concurrence
from ERP.
Flow Chart of Tendering Purchase (Flow Diagram - 6)
(GFR Rule 161 – ATE, Rule 162 – LTE , Rule 163 – Two Bid System )
DPC/Tender Committee
Approval of Tender
Document
CPPP and Institute
Website Upload
Technical Bid
Opening
Opening of Price Technical Evaluation, Tech. Comparative Statement and
Bid recommendation for opening of Price Bids for
technically Qualified Bidders
Send to S&P Section ( L1
Preparation of DPC/Tender Committee value >= 2lakhs ) with
Comparative Recommendation documents as per
Statement
checklist attached
If foreign purchase
Send to S&P section with documents as
per checklist (import) attached
Approval on Accounts section Sent to audit
Award of Work financial generates the section for Audit
Order/ PO Concurrence financial Vetting
by CA concurrence
from ERP.
Annual Maintenance Contract (AMC) (Flow Diagram – 7)
(GFR – Rule 169)
Renewal of AMC New AMC
Purchase order copy (AMC
Quotation from Vendor (if
item should not be within
any change in quotation
Warranty Period)
T&C or AMC Value
justification need to be
approved from CA)
Quotation from vendor
Justification of AMC
Fund Booking from ERP with
Requisition form send to S&P
Section with documents as per
the checklist attached
Accounts section
generates the
financial
concurrence
from ERP.
Approval of
Award of Work financial
Order/ PO Concurrence
and placing by
CA
Check List for Purchase through Tendering (Indigenous)
S. Description Page
No number/details
(All the fields are
mandatory )
1. a) Whether Administrative approval for purchasing the :
same was taken (if any)
b) Whether approval of CP & NMC was taken (if any) :
c) Certificate of non availability in GeM :
2. Letter of Enquiry / Tender Document (signed copy) :
3. No. of Enquiry Floated in
a) CPPP (Copy of CPP Portal) :
b) Institute Website (Screen shot of Institutes’ website) :
4. No. of Quotation Received :
5. Comparative Statement
1. Technical Compliance and General Terms & :
Conditions statement (Recommendations of the :
Committee ) :
2. Commercial bid
6 Tender Fee Status :
EMD Status of L1 :
EMD status of other bidders (ex: L2,L3..) :
7. Whether Purchase recommended by the DPC on lowest :
quotation Basis / Quality Basis / Single Quotation
Basis
8. Justification :
9. Brief research Activity & Technical Write-up :
10. Payment Terms of L1 bidder (Must comply with :
Tender )
11. Validity of offer / quotation :
12. Delivery Period (must comply with Tender)
13. Warranty quoted by L1 (must comply with Tender :
Ex: 1. Onsite Comprehensive Warranty
2. Onsite Warranty )
14. Purchase Requisition :
15. Form – A (approved ERP Fund booking )
16. Tax & other charges :
17. Total Amount :
Signature of Head/Chairman/PIC
Check List for Purchase through Tendering (IMPORT)
S. Description Page
No number/details
(All the fields are
mandatory )
1. a) Whether Administrative approval for purchasing the :
same was taken (if any)
b) Whether approval of CP & NMC was taken (if any) :
c) Certificate of non availability in GeM :
2. Letter of Enquiry / Tender Document :
3. No. of Enquiry Floated in
a) CPPP (Copy of CPP Portal) :
b) Institute Website (Screen shot of Institutes’ website) :
4. No. of Quotation Received :
5. Comparative Statement
1. Technical Compliance statement and General Terms :
& Conditions statement :
2. Commercial :
6 Tender Fee Status :
EMD Status of L1 :
EMD status of other bidders (ex: L2,L3..) :
7. Whether Purchase recommended by the DPC on lowest :
quotation Basis / Quality Basis / Single Quotation Basis
8. Justification :
9. Brief research Activity and Technical Write-up :
10. Purchase Requisition :
11. Form – A ( Fund booking ) :
12. Shipping Term(INCOTERM) :
13. Country of origin certificate :
14. Name & Country of port of shipment :
15. Payment Terms of L1 bidder (Must comply with Tender ) :
16. Validity of offer / quotation :
17. Delivery Period (must comply with Tender)
18. Warranty quoted by L1 (must comply with Tender Ex:1. :
Onsite Comprehensive Warranty 2. Onsite Warranty )
19. Certificate of readiness of the site(civil/electrical)
20. Total FCA Price (Foreign Currency) :
Signature of Head/Chairman/PIC
Check List (PNC)
S. Description Page
No number/details
(All the fields are
mandatory )
1. a) Whether Administrative approval for purchasing the :
same was taken (if any)
b) Whether approval of CP & NMC was taken (if any) :
c) Certificate of non availability in GeM :
2 Budgetary Approval
3. Letter of Enquiry / Tender Document :
4 Proprietary Certificate from the Vendor(as per the
format of Institute)(Signature & Seal of the Head
Concerned )
5 Proprietary Certificate from the Department (as per
the format of Institute)(Signature & Seal of the Head
Concerned )
6. Authorization Letter from OEM (if quotation is :
received from Dealer/Distributor )
7. Justification :
8. Brief research Activity & Technical Write-up :
9. Purchase Requisition
10. Form – A (approved ERP Fund booking )
11. Total Amount :
Signature of Head/Chairman/PIC
Check List for AMC
S. Description Page
No number/details
(All the fields are
mandatory )
1 a) Whether Administrative approval for purchasing the :
same was taken (if any)
b) Whether approval of CP & NMC was taken (if any) :
:
2 OEM Certificate :
3 Authorization Letter from OEM (if quotation is :
received from Dealer/Distributor )
4 Warranty Certificate :
5 Installation Certificate :
6 Purchase Order copy :
7 Purchase Requisition :
8 Form – A (approved ERP Fund booking ) :
9 Total Amount :
Signature of Head/Chairman/PIC
CHECK LIST (PNC-IMPORT)
S. Description Page
No number/details
(All the fields are
mandatory )
1. a) Whether Administrative approval for purchasing the :
same was taken (if any)
b) Whether approval of CP & NMC was taken (if any) :
c) Certificate of non availability in GeM :
2 Budgetary Approval
3. Letter of Enquiry / Tender Document :
4 Proprietary Certificate from the Vendor(as per the :
format of Institute)
5 Proprietary Certificate from the Department (as per :
the format of Institute)
6. Authorization Letter from OEM (if quotation is :
received from Dealer/Distributor )
7. Justification :
8. Brief research Activity and Technical Write-up :
9. Purchase Requisition
10. Form – A ( Fund booking ) :
11. Shipping Term(INCOTERM) :
12. Country of origin certificate :
13. Name & Country of port of shipment :
14. Payment Terms :
15. Validity of offer / quotation :
16. Delivery Period :
17. Warranty Ex:1. Onsite Comprehensive Warranty 2. :
Onsite Warranty )
18. Certificate of readiness of the site(civil/electrical) :
19. Total FCA PRICE :
Signature of Head/Chairman/PIC
