Office of the Dean (Planning and Office of the Dean (Planning and Development) Development) NATIONAL INSTITUTE OF TECHNOLOGY NATIONAL INSTITUTE OF TECHNOLOGY TIRUCHIRAPPALLI TIRUCHIRAPPALLI REVISED PURCHASE PROCEDURE REVISED PURCHASE PROCEDURE (Illustrative brochure) (Illustrative brochure) Plan/Non-plan Fund Plan/Non-plan Fund 1
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Office of the Dean (Planning and Development)Office of the Dean (Planning and Development)
NATIONAL INSTITUTE OF TECHNOLOGY NATIONAL INSTITUTE OF TECHNOLOGY TIRUCHIRAPPALLITIRUCHIRAPPALLI
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.
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