Procurement Services Rendered
Procurement services are made under two categories.
• Capital Items
• Consumable Items
Procedure
- The Faculties, Academic Departments and Administrative Division, Hostels and Library are allocated funds annually for the procurement of capital items.
- Each Faculty/ Department/ Division are expected to maintain their expenditure report on capital fund utilization.
- Only online submission of the following forms (as applicable) through MIS are accepted by the he supplies Division for the procurement of equipment / consumables.
- SD 1 –Consumable Items
- SD 2 – Capital Items
- SD4 – Invoice Assembling / Manufacturing of equipment and items.
- SD 5– Assembling and commencing of capital equipment invoice & settlement form
- Foreign Purchase Requisition Form
- Foreign Purchase Approval Form
- Detailed specifications should be clearly indicated in the form itself or in a separate sheet and it shall not to be related with brand names, catalog numbers or country of manufacture.
- An approximate value of the item should be indicated. Approval should be obtained from the appropriate approving authority and sent to the Supplies Division.
- Foreign suppliers’ addresses should be sent when goods/ equipment have to be purchased from foreign countries.
- The quotation/ tenders will be called/ published based on the specification of the items requested.
- Minimum bid submission shall be provided 21 days for national competitive bidding, 14 days for limited national bidding and 5 days for shopping to the local tenders and 28 days for international bidding.
- Quotations /tenders are opened on the indicated date of closure of quotations (Local and Foreign)/tenders and will be sent to the Head of Department or to the Technical Evaluation Committee as applicable, for evaluation and recommendation.
- Recommendations should be given after evaluation of the quotations / tenders based on the following limits,
- If the value is less than Rs. 500,000 – Head of Department and respective Dean of the Faculty.
- If the value is more than Rs. 500,000 – Technical Evaluation Committees appointed by the Vice Chancellor.
- The recommendation should be based on the specifications/ general and special tender conditions sent to the vendors.
- If any clarification needs to be obtained it should be requested through the Senior Assistant Bursar / Supplies.
- Offering letter /Purchase Order is raised to the vender after obtaining approval from the appropriate approving authority for the recommended items and a copy of the purchase order is sent to the Department.
- Propriety certificate and no alternative equipment or products with equivalent performance characteristics should be obtained for the purchase of propriety nature of goods /equipments (single source)
- A Material Requisition Note should be produced to the Stores to collect the goods with the recommendation of Head of Department / Division and the approval of the Senior Assistant Bursar/Supplies.
- If the item is of a capital/ inventory goods nature, two copies of Issue Notes are issued to the user Department/ Division. The Pink Copy of the issue note should be sent to the Finance Division with the certification of the Head of Department / Division after entering the item into the Department inventory. The Yellow Copy is retained at the user Department/ Division.
- If the item is of a consumable goods nature, an Issue Note is sent to the user Department after entering the relevant details by the Finance Division.
- A Quality Report should be submitted to the Supplies Division to settle the payment of procured items
- A Material Return Note should be used to return to the Stores any item which does not comply with the specification.
- The general Stores will be closed for two weeks by mid of December in each year to carry out the annual verification.