(a) Without inviting quotation -
(i) All purchases of products and goods, execution of works and hiring of services up to an amount of Rs. 15000/- (Rupees fifteen thousand) only on each occasion may be made without inviting quotations or bids on the basis of a certificate to be recorded by the competent authority in the following format:- “I, _____________________________________, am personally satisfied that these goods purchased are of requisite quality and specification and have been purchased from a reliable supplier at a reasonable price.”
(ii) All purchases of products and goods, execution of works and hiring of services above Rs. 15000/- (Rupees fifteen thousand) only and upto Rs 1,00,000/- (Rupees One lakh) only on each occasion may be made on the recommendation of a Local Purchase Committee consisting of three members duly constituted by the Vice-Chancellor for the purpose and the Purchase Committee shall survey the market to ascertain the reasonableness of rates, quality and specifications and identify the appropriate supplier.
(iii) Before recommending placement of the purchase order, the members of the Committee shall jointly record the following certificate, namely:- “Certified that we ………………,the 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.”
(b) By inviting quotations - The purchase or procurement process through the Limited Tender Enquiry for an amount up to rupees twenty five lakhs is to be conducted by a Purchase Committee duly constituted by the Vice-Chancellor for the said purpose.
(c) Limited Tender Enquiry-
(1) In case of purchase of items, execution of works, hiring of services whose estimated value not exceeding rupees twenty five lakhs, a minimum of four sealed tenders or quotations shall be called for or collected.
(2) For the purposes of Limited Tender Enquiry, the following procedure shall be adopted, namely:-
(i) copies of the bidding document shall be sent directly by speed post or registered post or courier or e-mail to firms which are borne on the list of registered suppliers for the goods in question with the Nalanda University, till the time Nalanda University prepares a list of registered suppliers of its own, the list of registered suppliers of Directorate General of Supplies and Disposals may be used or suppliers may be identified by informal enquiries.
(ii) The number of supplier firms shall be more than three and efforts shall be made to identify a higher number of approved suppliers to obtain more responsive bids on competitive basis.
(iii) The notice of tender shall be displayed at prominent places in the concerned Department and the University.
(iv) The notice of tender and the bidding document shall be put on the web site of the University and on the CPP Portal through MEA.
(v) A period of not less than three weeks shall be allowed for submission of bids and if the circumstances so warrant, this time period may be curtailed by the competent authority for reasons to be recorded in writing.
(d) Advertised Tender Enquiry –
(1) Where the estimated cost of products and goods, execution of works and hiring of services is above rupees twenty five lakhs, tenders shall be invited through an open tender enquiry and the process shall be conducted by the Procurement Committee and advertisement for this purpose shall be given in at least one national daily having wide circulation and also posted on the web-site of the University as well as on the CPP Portal through MEA.
24 THE GAZETTE OF INDIA : EXTRAORDINARY [PART III—SEC. 4]
(2) As far as possible, the advertisement shall also be inserted in the Indian Trade Journal.
(3) The period for submission of bids shall be three weeks from the date of publication of the notice of the tender:
Provided that the said period may be curtailed for reasons to be recorded in writing.
(4) Purchase through Limited Tender Enquiry may be adopted in the following cases even if the estimated value of the procurement is more than rupees twenty five lakhs if –
(i) the competent authority certifies that the demand is urgent and any additional expenditure involved by not procuring through advertised tender enquiry is justified in view of the urgency and the nature of the urgency and reasons why the procurement could not be anticipated should also be recorded in writing.
(ii) the competent authority may, for reasons to be recorded in writing, indicate that it is not possible to procure the goods through advertised tender enquiry in the public interest.
(iii) the sources of supply are definitely known and there is no possibility of fresh source beyond those being tapped.
(e) Single Tender Enquiry- Procurement from a single source may be resorted to in the following circumstances, namely:-
(1) It is in the knowledge of the University that only a particular firm is the manufacturer of the required goods.
(2) In a case of emergency, the required goods are necessarily to be purchased from a particular source and the reason for such decision is to be recorded and approval of the competent authority obtained.
(3) (a) The required item is to be purchased only from a selected firm for standardization of machinery or spare parts to be compatible to the existing sets of equipment (on the advice of a competent technical expert and approved by the competent authority).
(b) Propriety Article Certificate in the following form is to be provided by the concerned department or branch before procuring the goods from a single source, namely:-
(i) the intended goods are manufactured by M/s …………………………………………………………………….;
(ii) no other make or model is acceptable for the following reasons, namely:…………………………………………
(iii) concurrence of the Finance Wing of the University has been obtained, vide………………………..........................;
(iv) approval of the competent authority has been obtained vide………. .
Assignment of Works to Public Works Organizations
18. The following procedure may be applied:-
(i) The University at its discretion may directly execute repair work estimated to cost upto Rs 10 Lakh after following due procedure indicated under Rule 132 of GFR.
(ii) The University may, at its discretion, assign repair works estimated to cost above Rs 10 Lakh and upto Rs 30 Lakh to any Public Works Organization, which includes State Public Works Divisions, other Central Government organizations authorized to carry out civil or electrical works such as Central Public Works Department (CPWD), Military Engineering Services (MES), Border Road organizations etc., or Public Sector Undertaking set up by the Central or State Government to carry out civil or electrical works.
(iii) All original works costing up to Rs 10 Lakh shall be assigned by the University to a Public Works Organizations as defined in 18(ii) above.
(iv) All original works estimated to cost above Rs. 10 lakhs and repair works estimated to cost above Rs. 30 lakhs may be got executed through a Public Works Organization as defined in 18(ii) above in consultation with the Ministry of Urban Development through Ministry of External Affairs.
¹Hkkx IIIµ[k.M 4º Hkkjr dk jkti=k % vlk/kj.k 25 Committees for Purchases and Procurement