Purchase request form for R&C projects

Section -1: To be filled in by the PI of project

(A)Project information

A-1 Name of Project:

A-2Project identification no. :

A-3 Name of PI:

A-4 Department:

(B)Item details

B-1Name of Item:

B-2Name and broad specifications

Of item:

(Separate sheet of detailed

Specifications to be attached)

B-3 Estimated cost:

B-4 Whether propriety (Yes/No):

B-5Whether item is available on Gem portal(Yes/No) :

B-6If yes, whether propriety

Certificate attached
(Yes/No):

B-7Reason for purchasing

Propriety item:

B-8Whether any specific make is required (Yes/No):

B-9If yes, reason for preferring

Specific make:

B-10If no to B-5 and B-7, are the

Specifications generic in nature (Yes/No):

B-11Name of at least three

Potential suppliers (if item is not propriety)

(C)Other information

C-1Chargeable head/sub-head of

Project:

C-2Whether amount is available

With project (Yes/No)

C-3 Proposed method of purchase:

Open tender in newspaper (above25lacs): Two

Bid system, Limited tender

(Between2.50 lac and 25lac):

(TWO BID SYSTEM ONLY), Committee

Purchase (below Rs.2.50 lac):

C-4 Proposed committee for

Evaluation of quotations/tender Member-1:

(ii) Or (iii)Member-2:

Member-3:

Member-4:

C-5 Total sanctioned amount:

C-6 Amount received till date:

C-7 Amount expenditure in chargeable head:

C-8 committed Amount:

C-9 Expenditure bills submitted

C-10 Amount available under

Chargeable head ondate:

I declare that the above requested item is useful for the above project and funding agency has no objection in its purchase. I take sole responsibility of any objection by funding agency on this purchase.

I also certify the reason- ability of the rates and own the responsibility of the same and funds are available to process these bills from project.

Signature of PI

To be filled-in by Dean (R&C) office

Total sanctioned amount (as per grant letter):

Amount received till date:

Amount available underChargeable head on date: Office In-charge

Approved/not approved for initiating purchase process

Dean (R&C)

Annexure ’A’

Steps for carrying out purchase under R&C projects

  1. The Committee will be dealing with proposal of purchase above the limit of the PI i.e. currently ` 50,000/- may be adjusted in accordance with the change in limit time to time by order.
  2. PI would fill in the purchase request form and submit to Dean(R&C) office.
  3. Dean (R&C) office would examine availability of funds.
  4. Dean (R&C) would provide administrative approval for requested purchase as per the process and through the committee mentioned in the form.
  5. If the request is not approved, reason for the same would be recorded and provided to PI.
  6. PI would process the purchase as per GFR and project specific guidelines.
  7. If release of advertisement is required, Dean(R&C) shall be supported by Registrar office would provide support for the same.
  8. In case of advertisement in newspaper, cost of advertisement would be charged from project.
  9. On request of PI, common advertisement may be released for few items/projects. This would help in saving advertisement cost to the project.
  10. After receiving quotations, the PI would prepare comparative statement and give its recommendations.
  11. In case of two bid system, approval of R&C purchase committee would be required for opening of price bids. PI would send the recommendations for evaluation of technical bids to Dean(R&C) office for approval of the committee.
  12. Comparative statement and recommendations based on price bids are to be placed before the R&D purchase committee.
  13. Upon recommendation of the committee, the file would be sent for internal audit.
  14. Upon clearance from internal audit, approval of Director would be taken before placing order.
  15. After obtaining approval of the Director, file may be sent to Store for placing of purchase order.
  16. The store shall send a copy of PO to Dean (R&C) and PI for records.