AGRICULTURAL AND PROCESSED FOOD PRODUCTS EXPORT DEVELOPMENT AUTHORITY, NEW DELHI CENTRAL PURCHASE PROCEDURE RULES 2008

Transcription

1 AGRICULTURAL AND PROCESSED FOOD PRODUCTS EXPORT DEVELOPMENT AUTHORITY, NEW DELHI INTRODUCTION CENTRAL PURCHASE PROCEDURE RULES 2008 Fundamental principles of Public Buying Officers procuring goods in public interest shall have the responsibility and accountability to bring efficiency, economy and transparency in matters relating to purchase in public interest. Accordingly, the standards of financial propriety are required to be adhered to and officers are expected to exercise the vigilance in respect of expenditure incurred from public money as a person of ordinary prudence would exercise in respect of expenditure of his own money. The main objective of these procedures is to make the purchases of stores in such a way as to encourage the cost effectiveness and optimum utilization. As per the provision laid down under GFR-2005 (Annexed) herewith. The stores used in these rules will apply generally to all articles and materials purchased or otherwise acquired for the official used in APEDA, including not only expendable and issuable articles in use or accumulated for specific purpose but also articles on dead stock of the nature electronic instruments, furniture, stationery, printing material, books, publications, periodicals in a library and also to the services. The rules will apply for the following items:- (I) STORE 1) Stationery including Computer Stationery 2) Furniture / Fixture 3) Electronic Equipments (II) LIBRARY CPP RULES,

2 1. Books 2. Subscription for periodicals (III) SERVICES 1) Printing of books, News Letter, Manuals and any other type of publication. 2) Printing of letter Heads, envelops and any other printed formats. 3) Engagement of contractors e.g. Taxi hire service, three wheeler service. 4) Empanelment of advertisement agencies. 5) Event management companies IV) PROJECT BASED PURCHASES The expenditure on stores and services as enumerated above should be incurred subject to the following rules and other Govt. Rules which apply to such expenditure. PURCHASE AND ACQUISITION OF STORES: The following are instructions for purchases of stores under the provisions mentioned hereunder for the supply of articles as per the requisition/indents received from the different divisions. These instructions also apply to the Officers deputed at Regional Centres. The Administration Division has been identified as the Central Purchase Division. The Head of the Department of Central Purchase Division (CPD) namely the Division head of Administration Department shall take initial steps to start the Procurement procedure as per the procedure laid down elsewhere in these rules. CPP RULES,

3 The indenting divisions should judge the requirements well in advance for goods as well as for services, defined in these rules, and file their claims with the CPD in the prescribed proforma. Wherever their needs are of urgent nature, the concerned departments must highlight the same on the face of the Requisition/Indent. The justification for any delay on part of the requesting divisions for urgent requirements must be communicated to the CPD. The job order for the store and services to be issued by Administration (CPD) only. It will be quite simple to monitor the store/services activities. The agencies selected for services or the agencies selected for the supply of store, shall remain empanelled for a period of not exceeding one year. Their terms may be reviewed after every one year. The action to be taken by CPD well in advance to call the quotations from the other parties, wherever the rules so provide. The efforts shall be made to procure the items from Super Bazars, Kendriya Bhandar, State Emporia, and other Govt. Agencies. LEAVES FOR PURCHASE OF GOODS OR FOR DECIDING THE AGENCIES FOR SERVICES. The following levels have been defined for purchase of goods or for deciding agencies for services Level of Committee Limits upto which the purchase may be made Head of Administration Department Wherever the purchase or the (Divisional Head) limit of services does not exceed the value of Rs.15,000/- 2. Alpha Committee Wherever the purchase or the limit of services does not CPP RULES, (GFR-145)

4 exceed the value of Rs.1,00,000/- but not less than Rs.15,000/- (GFR-146) 3. Beta Committee Wherever the purchases or the limit of services does not exceed the value of Rs.25,00,000/- but not less than Rs.1,00,000/- 4. Gama Committee Wherever the purchase or the limit of services exceeds the value of Rs.25,00,000/ DEFENITION OF COMMITTEES (i) Alpha Committee The committee shall consists of One member of CPD and the other from the Budget & Finance Division and one member from the concerned division for which purchase service is made. The members shall be nominated by the Head of Departments of the respective divisions. (ii) Beta Committee The Committee shall be headed by Dy.General Manager (Adm.) with representative from (B&F) and concerned Division of rank not less than AGM. (III) Gama Committee The Committee shall be headed by GM (ADM) with AGM (B&F) and Division head of the concerned division as representatives. The Financial and Administrative Powers have already been delegated to the officials at different levels of the organization. The recommendations of the Committee should be put up to the concerned authority, who in turn finally approve the proposal Administratively pending further Financial Scrutiny. CPP RULES,

5 CRITERIA FOR PROCUREMENTS. 1.) The goods and services of contingent nature upto the value of Rs.15,000/- per shall be straightway purchased by the Head of the Administration Division as per the provisions of GFR-145 (Annexed). But wherever the activity relates to long term service, viz. Printing etc. the goods and services should be availed through the empanelled agencies. However efforts shall be made by the Head of Administration Division to make purchase only from the Super Bazar, Kendriya Bhandar, State Emporia and other govt. agencies. Although purchases from other agencies may also be procured wherever there is justification, by obtaining minimum three quotations. 2. The Alpha committee shall recommend to make purchases or decide agencies for services through the local city survey and shall put up to the Competent Administrative Authority for approval. On approval of proposal and rates, the administration (CPD) shall take steps to issue the job order for store / services following the order of steps defined elsewhere in these rules. Purchase or services should be made by obtaining quotations from the empanelled agencies. In case there are no empanelled agencies limited tender procedure should be adopted as per GFR 151 (Annexed). 3. The Beta Committee shall recommend to make purchases or decide agencies for services through the tender to be invited by the Committee from the local suppliers/agencies or obtaining quotations from empanelled agencies. CPP RULES,

6 4. The Gama Committee must procure/decide the agency for the store/service through the quotation to be invited through the newspaper advertisement. Based on the Comparative statement and evaluation, the Committee shall make recommendations to the Competent Authority. STEPS TO PURCHASE THE STORE (1) On receipt of requisition /Indents, the CPD will scrutinize the requisition/indent and decide the quantity for procurement based on the stock available. (2) The quotation shall be invited either from the local parties and/or through advertisement by CPD, as per the level of Committee. Wherever required, the CPD shall invite quotations from such vendors stating clearly the specifications and the terms and conditions, quantity etc. Wherever the agencies are on panel, the quotation shall be invited only from those agencies. (3) The quotations shall be received and opened in the presence of the members or their nominees in case Divisional Head is member of the respective committees. The each and every page of the quotations having details on Price, Terms etc. shall be signed by the Committee members. (4) The CPD shall prepare the comparative statement of all the responsive quotations received. The responsive quotations mean the quotations which fulfils the technical requirements, make our store or Brand etc. and to be CPP RULES,

7 evaluated from Financial point of view. The shortlisting of responsive quotations shall make the comparison more effective. (5) The concerned level committees viz. Alfa, Beta or Gama shall evaluate the quotations preferably in a joint meeting. (6) The committees shall recommend to concerned Competent Authority for approval of purchases. (7) In all cases prior approval shall be taken by the CPD for purchase of store. (8) Wherever the requirement is of continuous nature, the Committee shall empanel the agencies for a period not exceeding two years or the period of likely requirements. (9) The Admin. (CPD) shall negotiate with the lowest quotations (L 1) as per the proposal of the Committee. (10) On approval by the Competent Authority, the CPD shall place award order to the recommend and approved agency only. (11) On receipt of material in the Store, the necessary entries should be made in the Assets Register or Stock Register or the register to be made from time to time with the approval of CPD head of Deptt. CPP RULES,

8 (12) After verification of Store, Assets etc. the bills shall be put to the Budget & Finance Division for payment along with all the details of Prior Approval or recommendations of the Committees. STEPS FOR SELECTION OF AGENCIES FOR SERVICES (1) On receipt of requisition/indents, the CPD will scrutinize the requisition/indent. (2) The quotation shall be invited either from the local parties and/or through advertisements by CPD, as per the level of Committee. Wherever required, the CPD shall invite quotations from such Agencies stating clearly the specifications and the terms and conditions, quality etc. Wherever the agencies are on panel, the quotation shall be invites only from those agencies. (3) The quotations shall be received and opened in the presence of the members or their nominees in case Divisional Head is a member of the level committees. The each and every page of the quotations having details on Price, Terms etc. shall be signed by the Committee members. (4) The CPD shall prepare the comparative statement of all the responsive quotations received. The responsive quotations mean the quotations which CPP RULES,

9 fulfils the technical requirements, make or store or Brand etc. and to be evaluated from Financial point of view. The shortlisting of responsive quotations shall make the comparison more effective. (5) The concerned level committees viz. Alfa, Beta or Gama shall evaluate the quotations preferably in a joint meeting. (6) The committees shall recommend to the Concerned Competent Authority for approval of purchases. (7) In all cases prior approval shall be taken by the CPD for services. (8) Wherever the requirement is of continuous nature, the Committee shall empanel the agencies for a period not exceeding two years or the period of likely requirements. (9) The Admin. (CPD) shall negotiate with the lowest quotation (L 1) as per the proposals of the Committee. (10) On approval by the Competent Authority, the CPD shall place award order to the recommended and approved agency only. (11) After satisfactory completion of the services, the CPD shall put up the bill to Budget & Finance Division alongwith the Note of Prior approval, recommendations of the committee, all relevant correspondence, the comments on the satisfactory completion of report etc. CPP RULES,

10 STEPS FOR PURCHASE OF BOOKS FOR LIBRARY (1) On receipt of requisitions/indents containing complete details of name of book, author, publisher etc., the CPD (Library) will scrutinize the requisition / indent. (2) The CPD shall take the advance approval for purchase of books. (3) Subsequent to advance approval, the Librarian shall make the purchases and put up the bills for approval of Budget & Finance. (4) The Librarian shall make the entries of all books purchased for official purpose in the Accession Register to be maintained as per the format given in GFR. (5) In all cases prior approval shall be taken by the CPD for purchase of books whether for giving as gift or for official purpose. (6) To minimize the proceedings, the Committee may recommend to empanel the agencies for a period not exceeding one year specially for the magazines and journals. POINTS TO BE EVAUATED THROUGH COMPARATIVE STATEMENT CPP RULES,

11 (i) (ii) (iii) (iv) (v) (vi) (vii) The name of the Agency / Supplier. The name of the Product / Work / Job Order The price of the Product. The make of the products or brand name The total quantity indented for supply. The total value of the product to be supplied or services preferably all levies and taxes. The discount (if any) offered by the supplier / contractor for early payment (viii) The payment schedule (viz. on supply, or installation, on commissioning etc.) (ix) (x) (xi) (xii) The delivery period. The warranty or guarantee. The conditions as to Annual Maintenance contract. The authorized suppliers certificate etc. (xiii) The after sales service network etc. (xiv) The Financial position of the supplier / contractor. (xv) The Income Tax Certificate in respect of major job/work order. STOCK VERIFICATION / ASSETS VERIFICATION / LIBRARY ACCESTION REGISTER VERIFICATION ETC. CPP RULES,

12 After the closing of the Financial year, the Central Purchase Division with the assistance of Budget & Finance Division shall verify and prepare the report for the perusal of the Internal Auditors and also for the auditors of Comptroller and Auditor General of India. The Report shall have all the details of the store, Assets and Library books and must be in agreement with the books of accounts of APEDA. Wherever the assets, stores etc. have been destroyed or sold as junk, the CPD division shall put up the note to B&F division to write off the value of the assets and store, not represented in monetary value, with the permission of Chairman. GENERAL FINANCIAL RULES Wherever there is any ambiguity, the rules as contained in General Financial Rules 2005 may be referred. ****************** CPP RULES,