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New Purchase PolicyThe Tender cum Purchase Committee of our institution is responsible for overseeing the procurement of goods and services. This committee ensures that the process is transparent, competitive, and in line with the institution's policies. Here's an overview of the key roles and responsibilities:
Responsibilities:
1. Needs Assessment: Identify and assess the needs of the institution for goods and services.
2. Tender Preparation: Draft detailed specifications and requirements for the items or services needed.
3. Advertisement: Publish tenders through appropriate channels to invite bids.
4. Bid Evaluation: Assess the received bids based on predetermined criteria, such as cost, quality, and compliance with specifications.
5. Vendor Selection: Select the most suitable vendor(s) based on the evaluation.
6. Contract Management: Negotiate and finalize contracts with selected vendors.
7. Record Keeping: Maintain detailed records of the procurement process for accountability and future reference.
8. Budget Management: Ensure the procurement stays within the allocated budget.
9. Reporting: Provide regular reports to the institution’s management on procurement activities and outcomes.
Process:
1. Requirement Identification: Departments submit their procurement needs.
2. Market Survey: Conduct a market survey to understand current prices and availability.
3. Tender Document Preparation: Prepare tender documents including terms and conditions, technical specifications, and evaluation criteria.
4. Approval and Advertisement: Obtain necessary approvals and publish the tender.
5. Pre-bid Meeting: Hold a meeting with prospective bidders to clarify doubts and provide additional information.
6. Bid Submission and Opening: Collect bids and open them in the presence of committee members.
7. Evaluation: Evaluate bids based on criteria like price, quality, delivery time, and compliance.
8. Award of Contract: Award the contract to the selected vendor(s).
9. Delivery and Inspection: Ensure timely delivery and inspect goods/services for quality.
10.Payment and Closure: Process payment and close the tender after successful delivery and inspection.
Best Practices:
- Transparency: Ensure the entire process is transparent to avoid any allegations of favoritism or corruption.
- Fairness: Provide equal opportunity to all potential vendors.
- Efficiency: Streamline the process to avoid delays.
- Compliance: Adhere to institutional, local, and national procurement regulations.
By following these guidelines, the Tender cum Purchase Committee can effectively manage procurement processes, ensuring the institution gets the best value for its expenditures.
Chairperson:
Dr. Runu Das (Principal)
Convenors:
Dr. Manoj Sharma, Associate Professor, Department of Commerce
Dr. Koushik Mukherjee (Joint convener) Assistant Professor, Department of Microbiology
Members of the Committee:
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