PURCHASE POLICY/PRODECURE OF STORES

K.L. CHAWLA (HSAS)

FINANCIAL ADVISOR(RETD)
FINANCE DEPARTMENT
HARYANA
 PROCUREMENT PLAN
• Lost quarter rush for the purchase of store items is not a prudent financial
practice.
• Store items be procured in a manner that the budgetary provision for the same
are utilized in a spread manner throughout the year.
• Department may prepare their procurement plan for the year especially where
the budget provision are known.
• The expenditure of the year will be phased out in four quarters viz

20% 1st quarter

25% 2nd quarter
25% 3rd quarter
30% last quarter

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 PURCHASE POLICY/ PROCEDURE OF STORES
PROCUREMENT OF STORES IN CONFIRMITY WITH THE
POLICY DECISION/GUIDELINES ISSUED BY GOVT OF HARYANA, DEPTT. OF
INDUSTRIES & COMMERCE, LETTER NO. G.O. NO. 2/2/2010 41 & ii DATED 28TH MAY,
2010 & STORE PURCHASE RULES CONTAINED IN CHAPTER 15 OF PFR VOL-I READ
WITH APPENDIX 14 OF PFR VOL-II

1. PURCHASE POLICY/PROCEDURE
a. All articles & material including dead stock of the nature such as plant,
machinery, instruments, furniture, equipment & fixtures etc. covered under
the definition of store items will be purchased either through DGS&D or rate
contracts issued by him (DGS&D) except the items
required by the Govt department which are non store items DGSND
b. The electrical material be purchased through electrical engineer
Haryana(PWD B AND R)
c. Computers and peripherals items will be purchased through HARTRON
d. Non store items be purchased by inviting tenders/quotation
By Inviting Quotation- Up to Rs. 20000
By inviting tender - Exceeding Rs 20000
Without Inviting Quotation- Not exceeding Rs 500 at a time, total value of such
purchase during the financial should not exceed Rs 5000
e. All the cases regarding arranging the rate contact will be decided by the High
Powered Committee.
2. Competency - Procedures

• Purchase should not be split up so as to avoid the necessity of obtaining the

sanction of higher authority required with the reference to the total amount of
the order.
• In selecting the tender to be accepted the financial outstanding of the
individuals/firms tendering must be taken into consideration in addition to all
other relevant factors.
The terms of contact must be precise and definite and there must be no room
for ambiguity or misconstruction therein.
3.To Make Purchase Committee [18-C]
• Where it is not possible to obtain comparative tenders or quotation
OR
• To lay down comprehensive and compete specification.
• May be made by the competent authority.
• Where amount involved exceeds the powers delegated to the officers the
approval of higher authority be obtained.

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3a PROCUREMENT OF MATERIAL FROM APPROVED SOURCES

Items for which it is declared as an approved source

As per the state Government letter no. 6/03/2007-4IB-II dated: 14-02-2008
1.Prison Department
All items manufactured by Jail Factories.
2.Sainik Pariwar Bhawan, Chhachhrauli
For stitching of uniforms of class-IV employees and Drivers for District Ambala
only.
3.Adult Blind Trg. Centre, Panipat Andh Vidyalaya Blind Relief Section, Hissar
S.C.Inst. for Blind, Ambala Cantt.
Re-canning of chairs
4.Chief Conservator of Forest
Round & sawn Timber, Firewood and Crates
5.Khadi & Village Industries
Hand made paper items manufactured by units financially assisted by KVIB.
6.Mahila Ashram Karnal,Rohtak & Faridabad
For stitching of Govt. uniforms in respective districts.
7.National Association for Blind, Faridabad
Recanning of chairs of offices of Faridabad
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8.Training Cum Production Centres, Gurgaon, Hissar and Raipur Rani run by
Haryana Welfare Society for Deaf
Only for respective districts for following:-
1. Stitching of Uniforms
2. Candles
3. Book binding
9. Hartron
1. Nodal agency for Computerization
a) Electronics Quartz Clock.
b) Time clocks
c) Time cum Temperature Clock
2. Teaching Aids and Training Kits
a) Teaching Aids.
b) Teaching Kits.
3. Voltage Stabilizers/Power Supplies
a) Voltage Stabilizers.
b) Power supplies.

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4. Measuring Instruments:
a) Voltmeter
b) Wattmeter.
c) Ammeter.
d) Avometer/ Multimeter/ VTVMS.
e) Galvanometer.
f) DPMS.
g) LCR Bridges.
5. Oscilloscopes Testing Instruments:
a) Oscilloscopes.
b) AF Oscillators.
c) R.F.Signal Generators
d) FM-AM Signal Generators,synthesized signal generator
6. Battery Eliminators
7. Batteries & Battery Chargers
8. Scientific Instruments:
a) Digital Temperature Indicator
b) Wheatstone/Kelvin Bridges
c) D.C.Potentiometers.
9. Microscopes
10. Intercom Systems
11. Weight Boxes
12. Emergency Lights
13. EPABX/EPAX
14. Electronics Cash register
15. Electronic Type Writer
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16. Telephone Diallers
17. Push Button Telephones
18. Word Processor/Personal computers
19. TV Boosters
20. Telescope for schools & colleges
21. TVs, VCRs and VCPs
10.
Haryana Forest Dev. Corporation Ltd.
Eucalyptus, Timber and Fire wood
11.
Nurseries of Horticulture/ Agriculture Deptt./ HUDA/ Tourism
Corporation.
For supply of Fruits and Ornamental Plants subject to condition that these
nurseries will compete with open market.
12.
Non Conventional Energy Sources Deptt. Haryana.
Solar Water Heating System, SPV Lighting System etc.
As per the state Government letter no. 6/3/2008-4IB-II dated: 20-11-
2008
13.
Rosin and Turpentine, Nahan
Phenyl and turpentine oil
As per the state Government letter no. 6/6/2007-4IB-II dated: 01-09-
2009 8
 14.
Haryana Forest Dev. Corporation Ltd.
Barbed Wire
As per the state Government letter no. 6/1/2009-4IB-II dated: 15-10-2010

15.
Haryana Forest Dev. Corporation Ltd.
Round & Sawn Material of various Timber, Wooden Furniture, Firewood & Crates
As per the state Government letter no. 4/5/2011-4IB-II dated: 14-05-2012
16.
HAFED
Vegetable Oils manufactured by them only
Purchase from local market without inviting quotations
Value of article to be purchased shall not exceed Rs. 500 at a time total value of
such purchase made during the financial year should not exceed Rs. 5000.

3b Purchase of stores from manufacturers/dealers

1. The quotation/tender be invited from manufacturer as well as its dealers.
2. The rates quoted by both in the same purchase case be considered as one
offer.
3. The order will be placed on that firm only which have quoted lower rates. 9
 4.Powers Of Purchase Committee

A. LOCAL PURCHASE COMMITTEE

• ONLY SMALL & EMERGENCY PURCHASES BY CONSTITUTING LOCAL PURCHASE
COMMITTEE
• CONSISTING NOT LESS THEN THREE SENIOR MEMBER OF THE INSTITUTION
• RECOMMENDATION OF LOWEST PRICE ON PREVAILING MARKETS RATES
AT LEAST THREE QUOTATION
• ALL QUOTATIONS SHOULD BE ATTESTED &VERIFIED BY ALL THE MEMBER
PURCHASE SHOULD BE WITH IN THE POWERS OF LOCAL PURCHASE OF STORE AS
DELIGATED BY STATE GOVT.FROM TIME TO TIME.

• The committee shall inspect the article supplied and would approve the same.
• In the event of disagreement in the purchase committee the matter will be referred
to the institution.
• Minimum three quotation will be required for affecting the purchase on competitive
rates. If it is not possible the reason to be recorded and approved by the competent
authority.
• The quotations from the sole manufacturer and agents dealing inspects of the same
items may be also invited.

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 SANCTION OF DIRECT PURCHASE BY THE HEAD OF THE
OFFICE THROUGH LOCAL PURCHASE COMMITTEE
To Sanction expd. On direct HOO Office Upto Rs. 2000/- in each case.
purchase stores from the local Ad. Dept Upto Rs.30,000 in each case.
market in emergent circumstances, HOD Upto Rs. 20,000 do
when it is not possible to exhaust
the approved sources of supply.
Controlling Upto Rs. 10,000 do
officer provided emergency is clearly explained
in the sanctioning order while exercising
these powers.
To Sanction expd. On direct Heads of the Upto Rs. 7000/- for any one item on each
purchase stores from the local office occasion subject to the condition that the
market after exhausting all the aggregate purchase relating to such an
approved sources of supply item during the course of financial year
mentioned in Appendix 17 of the do not exceed the amount of Rs. 15000/-
Punjab Financial Rules, Volume II Ad. Dep
Upto Rs.1,00,000 in each case
and the rate contract arranged by
the Director, Supplies and Disposal, HOD
Haryana, If available. Upto Rs. 75,000 for any one Item during a
finiancal year in respect of each HOO
under his control
Controlling
officer Upto Rs. 25,000 do 11
 B. PURCHASE OF NON STORE ITEMS

THE GIVEN BELOW ITEMS REQUIRED BY THE GOVT DEPARTMENT WHICH ARE NOT
STORE ITEMS OF DGS&D HARYANA,THE TENDERS/QUOTATION WILL BE CALLED
AND PROCESSED BY THE CONCERNED DEPARTMENT AT THEIR LEVEL ,EXERCISING
THE POWERS AS DELEGATED
SPARE PARTS OF BUSES BY TRANSPORT DEPARTMENT.
 READY TO EAT FOODS ITEMS BY WOMEN AND CHILD DEVELOPMENT DEPTT.
 FISH/PRAWN SEEDS/FEEDS BY FISHERIES DEPTT.
 PRINTING AND STATIONARY BUT NOT PRINTING MACHINERY AND PHOTOSTAT
EQUIPMENT.
 FOOD GRAINS AND FOOD STUFFS.
 CEMENT,STONE,ROAD METAL,BRICKS &SAND.
 SPARE PARTS OF MACHINERY ALREADY INSTALLED PROVIDED PURCHASE MADE
FROM THE ORIGINAL MANUFACTURES OR THEIR AGENTS.
 PAPER, PHOTOCOPIER AND OTHER ALLIED ITEMS RELATING TO PRINTING AND
STATIONARY DEPTT.
 HORTICULTURE ITEMS ETC.
The purchase of all above items shall be made by inviting tenders/ quotations 12
 5.Purchase By Inviting Quotation

•Quotation would be invited in respect of purchases up to rupees 20000/. With

specifications of the material clearly laid down
• Quotations would be invited from a good number of leading and relevant
reputed manufactures/dealers.
• At least fifteen days clear notice is given excluding the day of dispatch and
receipt at the time of floating quotation.

• .

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• The letters involving quotations are dispatched under the certificate
of posting.
• Full specifications of the item required be given in the enquiry letter
mentioning all the requirement size, quality of material brands to be
used etc depending upon the nature of the item.
• Quotations received be opened on the due date and time and signed
with date by officials.
• If it is not possible to open the quotation on the due date of opening
these should be opened on the first available opportunity.
• The envelope received with the quotation be preserved an attached
with the respective quotation.
• Minimum three quotations will be required for affecting the purchase
on the competitive rates.

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•Where there are numerous firms manufacturing/dealing in respect of some of
the items, the enquiries be made from a good number of relevant firms
including those which coated last time.
•If it is not possible to obtain three quotation for the reason to be recorded
and approved by the competent authority.
• If it is not possible and purchase is proposed to be made on single quotation,
lower of the two or on higher rates, the reason there of may be recorded in
writing while taking sanction.
• While comparing the rates of the different parties the impact of Sale Tax
invariably be kept in view and concessional Sale Tax certificate be should to
avail the concession.

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•Where there are numerous firms manufacturing/dealing in
respect of same of the items, the enquiries be made from a good
number of relevant firms including those which coated last time.
•If it is not possible to obtain three quotation for the reason to be
recorded and approved by the competent authority.
• If it is not possible and purchase is proposed to be made on
single quotation, lower of the two or on higher rates, the reason
there of may be recorded in writing while taking sanction.
• While comparing the rates of the different parties the impact of
Sale Tax invariably be kept in view and concessional Sale Tax
certificate be should to avail the concession.

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 As far as possible the payment terms be negotiated on bill
basis or at the most accept 90% payment against delivery
and the balance 10% payment within 30 days after the
supply/installation of material/equipment to the satisfaction
of the institute.

Printing Work- As far as possible all printing work be

got from govt press only otherwise be got executed
from open market after following due procedure of
quotation

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The supplier shall dispatch material freight paid in all cases where there offer
is F.O.R. destination.
Comparative statement of rates shall be prepared and forwarded to the
competent authority for approval ON THE BASIS OF LOWEST VALID OFFER.
It may be certified by the committee that the lowest rate are as per prevailing
of market rates.
The Maximum period of delivery from the date of placing the order should be
specified.
The inspection of goods be carried out by the consignee at destination and
rejected goods shall have o be removed by the supplier within 10 days of
dispatch of advice from the indenting officer failing which goods will lie at the
supplier risk.
The approved sample shall be sealed and signed and preserved in the office
All containers will be deemed to be non returnable, unless when specifically
stated otherwise in the quotation
In case of any dispute the decision of the purchaser shall be final and binding
on the supplier without any reason.
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6. Tendering system Exceeding Rs 20000

1. All purchases valuing exceeding Rs. 20000 shall be advertised in 2 leading

newspapers by DPR. Hr.
2. Tenders be got published on 1st and 16th of every month.
3. Special tenders which requires urgency can be got published on any day.
4. A period of one month from the date of publication shall be given except in case of
urgent demands where the period be reduced two weeks.
5. The copy of tender notice is also dispatched to all the known supplier of concerned
items.
6. All registered suppliers of concerned items also be informed.
7. In case the item is ISI marked, the copy of tender is also sent to ISI license holders.
8. More than 5 lacs tenders have to be made available on website as well as on sale at
division office.
9. In case of documents having been loaded from internet, it shall also contain a
demand draft of Price of Forms as document fee.
10.Approximate delivery period indicated in schedule and tender.
11. Detailed specifications, quantity of stores required, FOR station and other
conditions are mentioned in the tender notice.
1. The specifications should be framed with a view to encouraging competition
rather than restricting / discouraging.
2. The quality standards including ISI marks etc, wherever applicable, should be
specifically mentioned.
3. The specifications should be GENERALISED, not Manufacturer/ Brand/ Make
specific.
 12 Place time and date of opening the tender be indicated.
13. It shall be specified in the tender notice that power to accept or reject the tender
will be rest with the deptt/ auth. and that too without assigning any reason.
14. FIRM MAY OFFER TECHNICHAL &FINANCIAL BIDS IN TWO SEPARATE SEALED
ENVELOPES ON THE DUE DATE & APPOINTED TIME .
15. FINANCIAL BIDS SHALL BE OPEN ED ONLY FOR THOSE TENDERERS WHO QUALIFY
TECHNICALLY & THEIR TECHNICAL BIDS ARE ACCEPTED.
16. CONDITIONAL TENDERS WILL NOT BE ENTERTAINED AT ALL AND LIABLE TO BE
REJECTED.
17. ALL PAGES OF THENDERS SHOULD BE SIGNED BY THE BIDDER.
18. RATES SHOULD BE WRITTEN IN FIGURES AS WELL AS IN WORDS.
19. The earnest money shall be deposited by the tenders with their tenders in form of
bank draft in favour of deptt.
20. The EMD would be @ 2% of the estimated value of the tender, subject to a ceiling of
Rs. 2 lakhs. The exact amount of EMD be indicated in the tender notice.
21. No EMD will be required for tenders for the value below Rs. 1 lakh.
22. Central or Haryana Public Sector Enterprises and “Approved Sources” as declared by
the industries deptt., Haryana, would be exempted from the deposit of EMD;
23. The Performance Security Deposit of the successful tendered shall be uniformly at
10% or the order value or estimated value of rate contract as per DGS&D norms.
24. The tenders submitted without EM be not opened &returned late tenders shall not
be considered. Deptt shall not be responsible for postal delay, if any.
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19. 25. Tenders shall be opened by the committee consisting three authorized officers on the fixed
date and time.
26. There should not be any alterations/ cuttings in the tenders shall be initialed by the panel of
officers.
27. After receipt of tenders, the comparative statement of rates is prepared and signed by the
officers and forward the same to CA for approval with their recommendation.
28. Samples, where required be obtained from the firms and entered in the register. The sample
duly signed by the members of committee be also preserved.
29. When it is necessary to accept tenders other than the lowest rates the approval of the higher
authority be obtained.
30. No payment for goods supplied be made unless stores duly inspected is received conform to the
prescribed specification or test or quality and correct in number and weight etc.
31. In case of machinery, if it is working satisfactorily then payment be made.
32. In selecting the tender to be accepted the financial position of the firm must be taken into
account.
33. The bidders may be required to quote the basic rates, the delivery/ transportation costs/
applicable taxes and duties, and the place of billing for the supply of stores clearly and
separately.
34. Clearly indicate the scientific parameters on which tests would be carried out, the sample/
quantum of tests.
35. Indicate the name of testing labs and as to who will bear the expenses on conducting the tests.
36. Clearly indicate the due date for delivery of supplies.
37. The supply order should contain the due date for offer of inspection by successful bidder after
taking into account the period required to complete the prescribe test/inspection.
38. Injudicious decision of inviting fresh tender resulting in extra burden be avoided.

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7a. POST TENDER NEGOTIATION OF RATES- REVISED PROCESS
It has been decided to dispense with the existing procedure of holding negotiations with
the three lowest supplier firms vide G. O. No. 2/2/2010-4 I BII dated 28 May 2010.
henceforth:
1. If the lowest valid rates are observed not reasonable then
the negotiation would be held only with the L-1 and a counter- offer of reasonable rates
&be made to L-1.
1.In case the L-1 bidder does not accept the counter offer, the tender would be dropped
and recourse taken to invite fresh tenders.
2.Further, In case the L-1 does not have the capability/ capacity to execute the complete
order , the supply order in excess of the quantity quoted by L-1 could be placed with L-2 on
the rates quoted by L-1.
3.If the L-2 is also found to be reluctant to supply the stores at such counter offers of the
combined capacity of the L-1 and L-2 does not meet the supply of the complete order, the
balance supply order could be placed on L-3 at the rates offered by L-1.

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7b. PURCHASE PREFERENCE TO INDUSTRIAL UNIT LOCATED IN HARYANA
1. Upto 50% of the tendered quantities may be allowed to Industrial units located in Haryana on the lowest valid rates provided
2. Manufacture firm claim the purchase preference in their tender issued by the Industries Dept.
3. Submit registration certificate along with tender for the quoted items
4. Submit valid purchase preference certificate issued by Industries Deptt along with tender.
5. Submit an affidavit that their sale office for purpose of billing is based in Haryana and all bills will be raised from Haryana only.
6. The gross rates of the firm claiming purchase preference are not higher than 10% of the lowest valid gross rates received in tender
and the Haryana based firm agrees to the lowest gross rates.
7. Where more than one tenderer claim purchase preference and fulfill all the above conditions, 50% quantity covered under
purchase preference may be divided between them on proportionate basis keeping in view the quantity/ delivery period quoted by
them.

8. TECHNICAL SPECIFICATION OF GOODS/STORES TO BE PROCURRED

1. Would be framed with a view to encouraging completion.
2. The quality standard including ISI mark etc where applicable be specification mentioned
3. Specifications are generalized and not manufacturer/brand/make
4. If any specification is manufacturer/brand/make specific, indenting department will have to give well
reasoned/justification for the same.
5. Any change in technical specifications after publication of tender notice is normally not acceptable unless
cogent & well justified reason are given.
9. STANDARDIZATION OF QUALIFING REQUIRMENT(QRS) ELIGIBILITY OF PROSPECTIVE BIDDERS
Should be specified the necessary qualification/eligibility for the bidder as well as documents to authenticate the
same as under:
1) Number of years experience
2) Annual Turnover
3) Satisfactory supply to consumers
4) Net worth and installed capacity of supplier
5) QRS are authenticated through a prescribed certification/registration process (viz BIS certificate / ISI mark / registered with the
competent authority). 23
10. REPEAT ORDERS:
Can be placed with in 2 months of the date issue of original supply order.
 Value should not be placed for more than 25% of the quantities involved
in the original order.

 In case the requirements of additional stores are larger than 25% of the
original order, it should be indented afresh and go through a tendering
process.

 Be sure that there is no price fall.

• No repeat order:-

a) when original purchase made on short term quotations or on the basis

of spot purchase.
b) Where lowest rate ignored while making original purchase on account
of long delivery period or for want of test report/ tested samples.
c) When the quantity original order was reduced so as to bring the
purchase within the purview of the competent authority without
recording any reason.
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11. WARRANTY/ GUARANTEE
A. Warranty/ AMC/ CMC
1. The NIT should indicate the period of warranty(repair or replacement)/ AMC/CMC(Comprehensive
Maintenance Contract). preferred by the indenting department
2. Wherever required also confirmed from the bidder availability of spare parts of machine/equipment
from the manufacturer in the indent itself

B. DEFECTS NOTICED IN THE COURSE OF WARRANTY / GUARANTEE

1. Report to supplier or firm.
2. Firm will rectify the defects within reasonable time.
3. Show cause notice be issued if defects are not removed.
4. If firm fails to comply with the notice:-
i. The matter be reported to the director DGS&D Haryana.
ii. Legal action be initiated.
But
CAUTION BE TAKEN THAT STORES ARE NOT TEMPERED WITH- DEFECTS ARE NOT RECTIFIED.

12. INSTALLATION:
Take immediate steps for getting machinery installed/ commissioned to the satisfaction of deptt. Caution be
taken that the period of warranty/ guarantee is not expired on account of delay in its installation.
Henceforth, each indent for procurement of equipment/ machinery shall accompanied by a certificate from
the indenting organization to the effect that:
1. The organization has the resources/ capacity in position to use/ operate the equipment; and
2. The installation, including any site preparation, would be complete a head of the delivery of the
machinery/ equipment.

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13. RIGHT TO LEVY PENALTY BY INDENTING DEPTT In case the material offered by suppliers/firms for
inspection fails to meet the specifications stipulated in NIT/Order/Contract and the samples are
rejected by the inspecting committee the indenting deptt will have the right to levy penalty as under:
1. To levy a penalty at 0.1% of the order value in case the material offered for inspection fails during the
first inspection.
2. If fails during second inspection also increase the penalty to 0.25% of the order value.
3. In case fails during the third and final inspection, the firm will be liable for penal action Including
forfeitures of EMD, risk purchase, debarring/ blacklisting in future and no further opportunity for
inspection be provided.
4. In case of steel based items or cement manufactured items, the desirability of embossing or engraving
of the words “Haryana Government” may be assessed so as to minimize any possible malpractices.

14. Purchase of articles of proprietary items/ Cartel Formations./substitute /New products

The indenting department,
1. Should explore the possibility of use of alternate products and expert committee be constituted in this behalf.
2. May consider inviting global tenders to generate good competition from manufactures/dealers/suppliers.
3. As a caution, new item/product replacing the use items be tried on a pilot basis on a small scale to begin with.
4. complete switch over to new product be made only after trying/ testing and acceptability under field ground
condition
5. A condition may be incorporated in the tender document that the EMD is liable to be forfeited in case of
evidence of cartel formation by the bidder's)
6. In cases where cartel formation amongst the Manufactures-suppliers is apparent, the concerned Indenting
department are advised to file complaints with the competition Commission of India and/or other
appropriate forums
7. The orders will be placed on that firm only which has Quoted lowest rates
15. PAYMENT

STRICTLY WITH THE • Inspection note duly signed.

TERMS, 90% ON THE • Clear R.R. indicating that material loaded
PRODUCTION OF: on railway risk.

IF RR RECEIVED
• RR- CLEAR.
THROUGH BANK:
• INSPECTION NOTE.
SURE FROM BANK THAT
• INVOICE BEFORE ITS RETIREMENT
DOCUMENTS INCLUDE:

IF MATERIAL BOOKED ON • NO PAYMENT UNTILL PHYSICAL GOODS

G.R.( GOODS RECEIPT) RECEIVED.

Balance Payment • Within 30 days of Receipt of goods

CONSUMABLE ARTICLES
i.e. CHEMICAL, • 80%
CROCKERY AND • Supply made duly ensured
INFLAMMABLE LIQUID • R.R. at the owner’s risk.
etc.

• Panel interest will have to be paid by the

deptt for delays in payments to the suppliers
beyond the stipulated credit period indicated
in the supply order unless supported by
cogent reasons and approved by a higher
INTEREST FOR DELAYED authority as under:
PAYMENTS beyond the
• Interest on the defaulting amount @ Rs.25/-
credit rupees per 1 lakh per day of delay beyond the
Period to be paid by stipulated credit period.
Deptt. • Payment of such interest would be brought to
the notice of the Administrative Secretary of
the deptt and call for fixation of responsibility.
• That non –provision of adequate budget
would be no ground for the delay in payments
to the suppliers
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 PURCHASE COMMITTEES(GOVT NO.2/112004-41/B-II DT 6-5-2005)
A. Purchase of non store items

VALUE OF CASE COMPETENT AUTHORITY STANDING PURCHASE

COMMITTEE
Upto Rs 10 lakhs. Standing purchase committee 1. HOD or his representative.
(lower) at the level of head of 2. A representative of F.D. not
concerned deptt. below the rank of under
secty.
3. Technical expert, industries
deptt.
4. Any other technical expert of
the relevant field to be co-
opted as considered
necessary.
Between Rs 10 lakhs to Rs 30 lakhs. Standing Purchase Committee
(Higher) at the level of Financial 1. F.C.P.S. of concerned
Commissioner & Principal Secty of deptt.(chairman).
concerned deptt. 2. F.C.P.S.- F.D. or his
representative.
3. HOD of the indenting deptt
or his representative(
member secty).
4. Technical expert, industries
deptt.
5. Any other technical expert of
the relevant field to be co-
opted as considered
necessary.
Boards/ corporations/ federations(Hr) •All their purchase cases valuing below Rs. 50
lakhs at their own level.
•For purchase of common items the indent will
High Powered committee
be sent to D.G.S. & D.(Hr) for deciding rate
At the level of PGIMS contract after approval of higher purchase
Rohtak. committee and will purchase the stores against
the rate contract only..
•D.G.S.D.(Hr) will charge 1% processing
charges.
above Rs.50 lacs

Upto Rs 10 lakhs.

30
 B. All purchase cases of store items for which indents are received by DGS&D will be
decided by the following standing purchase committees.
Standing purchase Committee (Higher) Standing purchase Committee (Lower)
Value (10 to 30 lacs) Value below 10 lacs
Financial commissioner & Principal Secretory, Industries Director, Supplies & Disposals or his representative
Department (Chairman)
Financial Commissioner & Principal Secretory, Finance Head of the indenting Department or his representative.
Department or his representative.
Financial Commissioner & Secretory, Indenting Department Representative of the Finance department not below the
or his representative not below the rank of Deputy Secretory. rank of Under secretory.

Director Supplies & Disposal (member Secretory) Technical Expert, Industries Department

Head of Indenting Department Any other member to be co-opted as considered necessary.

Technical Expert, Industries Department

Any other member to be co-opted as considered necessary.

The quorum will be of four members The quorum will be of four members

HIGH POWERED PURCHASE COMMITTEE VALUEING ABOVE RS. 30 LACS

D The electrical material be purchased through Electrical Engineer Haryana (PWD B&R)
E Computer & its peripherals valuing less than one lac be purchased from open market on the rate
contract price of HARTRON for which the rates are available on website (Vide E & ITD HR No.
3/20/2000/3SIT/2553 Dated 18.8.2006 BUT The purchase valuing more than one lac be made through
HARTRON. 31
C.PURCHASE OF STORES FROM RATE
CONTRACTS ISSUED BY DGS+D(Hr)

Head of the Valuing upto Rs.

concerned deptt. 10 lakhs.

FC $ Principal Secty Between Rs 10

of the concerned lakhs to 30
deptt lakhs

Minister incharge Above Rs 30

of concerned deptt lakhs

32
D.PURCHASE OF STORES FROM APPROVED SOURCES & THE RATE CONTACT
ISSUED BY DIRECTOR GENERAL SUPPLIES & DISPOSAL GOVT OF INDIA

HEAD OF CONCERNED
• UPTO Rs 10 LAKHS
DEPTT

FC & PRINCIPAL SECTY • BETWEEN Rs 10 LAKHS TO 30 LAKHS

HIGH POWERED • ABOVE Rs 30 LAKHS

PURCHASE

33
IN CASE OF PURCHASE OF VEHICLE
The clubbing of indents of Govt. Dep't/ boards/ corporation will be got
decided from High Powered Purchase committee.

FOR ANY OTHER ITEM

If DGS & D(Hr) arrange lower rates than DGS & D Govt of India, the
purchase shall be made by the deptt/ boards/ corporation/ federation
against the rate contract issued by Director, supplies of Disposal, Haryana.
17. ACCOUTABILITY FOR FINANCIAL INREGULARITIES CONNECTED WITH PURCHASE
PURCHASE OF STORES
1) NOT FROM APPROVED SOURCES
2) WITHOUT EXSHASTING APPROVED SOURES OF SUPPLY
3) WITHOUT QUOTATION
4) WITHOUT TENDERING TRANSPERIENCY/PUBLICITY AND LACK OF COMPETITION
5) WITHOUT ADEQUATE REASON OF ACCEPTING TENDER OTHER THAN LOWER
6) INVITING FRESH TENDERS/RE-TENDER NOT IN JUDICIAL MANER RESULTING IN MORE PAYMENT
THEN TO PREVIOUS PURCHASE
7) FAILURE TO COMPLETE ALL NECESSARY FORMALITIES INCLUDING OBTAINING OF SANCTION TO
EXPENDITURE BEYOND COMPETENCY
8) RATES PAID IN EXCESS OF THOSE ENTERED IN THE CONTRACT/AGREEMENT
9) PURCHASE MAID LARGELY IN EXCESS OF REQUIREMENT
10) PURCHASE OF MATERIAL OF INFERIOR QUALITY
11) ACCEPTING AF MATERIAL WITHOUT STACKING COUNTING & INSPECTION REPORT
12. NON RECEIPT OF SHORTAGE CERTIFICATE FROM RAILWAY AUTHORITY.
13. PAYMENT RELEASED ONLY ON THE BASIS OF G.R.
14. CONSUMABLE ARTICLES NOT DESPACHED DULY INSURED
15. DEFECT OF INSTALLATION NOT POINTED OUT WITH IN THE PERIOD OF WARRANTY/GUARANTEE
16. FAILURE TO INDICATE THE PERIOD OF WARRANTY (REPAIR OR REPLACEMENT/AMC/CMC)
COMPREHENSIVE MAINTENANCE CONTRACT.
17. INSPECTION NOTES ISSUED BY THE COMMITTEE WITHOUT CHECHING THE QUALITY 35
19. ACKNOWLEDGE THE MATERIAL WITHOUT IT ACTUALLY RECEIVED.
20. NOTICES NOT ISSUED TO THE BRANCH OFFICES/AUTHORISED AGENT
IN CASE OF PROPRIETARY ITEAMS.
21. ENHANCE EXCISE DUTY PAIDTO SUPPLIER WITHOUT THE FIRM
ACTUALLY PAID TO GOVT.
22. DRAW AMOUNTS AND RETAIN THEM IN THE FORM OF BANK DRAFT
BEYOND THE CLOSURES OF THE FINANCIAL YEARS.
23. LOCAL PURCHASE MADE FROM SAME FIRM AGAIN AND AGAIN
24. AWARDING OF PRINTING WORK TO SAME FIRM OVER SO MANY YEARS.
25. PURCHASE MADE FROM SAME FIRM ON THE VARIOUS FAKE NAMES
26. POST TENDER NEGOTIATION OF RATES NOT MADE AS PER REVISED
PROCEDURES
27. REPEAT ORDER PLACED:-
(i) WHEN ORIGINAL PURCHASE MADE ON SHORT TERM
QUOTATIO/SPOT QUOTATION
(ii)WHEN THERE IS PRICE FALL.
28. PROVIDING OF VEHICLES ON HIRING BASIS WITHOUT INVITING
TENDERS – COVERING MAXIMUM/MINIMUM KM IN A MONTH.
29. NOT INDICATING IN THE NIT IN RESPECT OF POWERS TO ACCEPT OR
REJECT THE TENDERS WILL BE REST WITH THE DEPARTMENT AND
THAT TOO WITHOUT ASSIGNING ANY REASON
30. PAYMENT OF LAND MADE TO THE LAND OWNERS WITHOUT GETTING
THE MUTATION RECORDED WITH THE REVENUE RECORD IN THE NAME
OF PURCHASER. 36