1. Short Title & Commencement
   1. This Policy shall be called “Purchase Policy” of the Swami Rama Himalayan University.
   2. This Policy shall come into force from the date of approval of the Board of Governors of the University.
2. Definitions Unless it is repugnant to the context:-
   1. “Constituent Unit” means a constituent unit of the University.
   2. “Maintenance Department” means department (Biomedical, Engineering, Motor & Transport etc) engaged and responsible for maintenance of equipment, instruments, buildings, vehicles etc. of the University.
   3. “Purchase Committee” means committee constituted and responsible for executing the purchase process as per the purchase policy.
   4. “Requisite Item” means any goods, item, equipment, spare part, consumable, medicine etc required for efficient and smooth functioning and maintenance of the University and its Units.
   5. “Requisitioner” means a department or a constituent unit of the University raising requisition for purchase/procurement of Requisite Item.
   6. “University” means Swami Rama Himalayan University.
3. Scope of Policy This policy outlines the procedure for purchase/procurement of any/all Requisite Items required for smooth functioning of the University.
   1. The University shall adopt Sustainable and Green Procurement practices in all purchasing and contracting activities, wherever feasible.
   2. Preference shall be given to products and services that are environmentally friendly, energy-efficient, recyclable, reusable, biodegradable, and have minimal adverse impact on the environment.
   3. Vendors/Firms/Suppliers shall be encouraged to comply with applicable environmental laws, ethical labor practices, and sustainability standards.
   4. While preparing specifications and tender documents, due consideration shall be given to life-cycle cost, durability, energy consumption, waste generation, and disposal mechanisms.
   5. Preference may be given to suppliers offering eco-certified, locally sourced, and socially responsible products, subject to quality and cost-effectiveness.
   6. The Material Management Department and Purchase Committee shall ensure that sustainable procurement principles are integrated into evaluation and decision-making processes.
   7. Periodic review and awareness programs shall be conducted to promote sustainable procurement practices among stakeholders.
4. Competent Financial Authority The Chancellor of the University shall appoint an officer or constitute a committee for granting approval in principle and final approval for Purchase/Procurement of the Requisite items.
5. Raising of Demand/Indent
   1. A written/online requisition must be raised by the Requisitioner in the prescribed format describing therein the appropriate justification for purchase of Requisite Item. The requisition must be routed through proper channel as defined in Appendix ‘A’ and as amended by the University from time to time.
   2. In case of replacement/new acquisition of Requisite Item, indent/requisition shall invariably contain specifications & essential features of the Requisite Item, without mentioning any specific brand name, trade name, model, supplier’s name, model number. It should be clearly mentioned in the Indent/Requisition whether the item required is a replacement or new acquisition.
   3. The Material Management Department should send this requisition to the Finance Officer of the University for obtaining approval from the Competent Financial Authority if the Requisite Item is not available in the existing stock.
   4. If the Requisite Item is already included in the approved budget of the University, the Finance Officer after looking into cash flow & availability of the funds shall grant approval in principle and send the requisition to the Material Management Department for necessary action.
   5. If the Requisite Item is not included in the approved budget of the University, the Finance Officer after getting the approval in principle from the Competent Financial Authority shall send the requisition to the Material Management Department for necessary action.
6. Specifications and Rough Estimate of demanded Items The Requisitioner is expected to have the required expertise to identify as well as use the Requisite Item. Hence, the Requisitioners are required to carry out the appropriate search/survey through physical/online sources of the Requisite Item. It shall be the responsibility of the Requisitioner to ensure that all the specifications of the Requisite Item are mentioned in detail in the Requisition Form. The Requisitioner is also required to make adequate efforts to ascertain the rough estimated cost of the Requisite Item.
7. Types of Indents/Requisition FormsDepending on the nature/cost of Requisite Item the following types of Indents/Requisition Forms shall be used by the Requisitioner:
   1. Online Demand Form. The online demand form shall be used by the Requisitioner for Requisite Items held in stock of the central stores of the University.
   2. Indent Form. Indent Form as perAppendix ‘B’ shall be used by the Requisitioner for purchase of all common, recurring, consumable, quasi permanent Requisite Items and all single Fixed/Permanent Requisite Items costing upto Rs 1 (one) lakh only.
   3. Capital Requisition Form. Capital Requisition Form as per Appendix ‘C’ shall be used by the Requisitioner for purchase of all Fixed/Permanent Requisite Items costing more than Rs 1 (one) lakh.
8. Registration of Vendors/Firms/Suppliers For all Requisite Items readily available off the shelf, the Material Management Department shall maintain a list of Registered Vendors/Firms/Suppliers as per the guidelines as per Appendix ‘D’. The Eligibility for the prospective Vendors/Firms/Suppliers shall be decided by the Purchase Committee. The list of Registered Vendors/Firms/Suppliers shall be finalized by the Purchase Committee. The list shall be updated every year after following the prescribed procedure as notified by the University from time to time.
9. Tenders and Tendering ProcessThe notice/letter inviting quotations shall be short, clearly worded and unambiguous. It should give a brief description & specification of the Requisite Item(s) to be procured, eligibility for Vendor/Firm/Supplier, the last date of receipt of quotation etc. Wherever required/recommended by the Purchase Committee the Vendor/Firm/Supplier shall be required to submit Earnest Money Deposit (EMD), Performance Bank Guarantee (PBG), Late Delivery Clause, Fall Clause. Any one of the following types of tendering procedures shall be adopted by the Purchase Committee for procurement of Requisite Item as per their nature and cost:
   1. Single Tender Enquiry (STE) is addressed to one specific Vendor/Firm/Supplier. Procurement from a single source may be resorted with reasons to be recorded in writing in the following circumstances, after determining reasonableness of the rates:
      1. In a case of emergency/urgency, the Requisite Item are necessarily to be purchased from a particular source.
      2. On account of any other operational or technical requirement.
   2. Limited Tender Enquiry (LTE) through the Registered Vendors of SRHU. In LTE bidding system the tenders are specifically addressed to various vendors/firms/suppliers as per the vendor list maintained by the Material Management Department. Only those specific vendors/firms/suppliers to whom the LTE is addressed are allowed to respond to the LTE. For fast moving, recurring consumable items Limited Tender Enquiry from the registered vendors of the University shall be the mode of provisioning in order to ensure smooth and uninterrupted supply chain.
   3. Limited Tender Enquiry (LTE) through the Open Market. This method shall be adopted when there are no registered vendors/firms/suppliers for the Requisite Item, or whenever these Requisite Items are only exclusively available from the vendor/firm/supplier located at other far off cities/states. Limited Tender Enquiry shall be the mode of tendering where estimated value of the Requisite Item is generally below Rupees 20 (Twenty) lakhs. However if required the Purchase Committee may increase the limit so fixed on case to case basis. Normally, the number of suppliers/ firms in limited tender enquiry should be more than three.
   4. Open Tender Enquiry (OTE): The tender shall be placed on open source like newspapers, television advertisement, social media and web sites etc. The OTE may be used in case of Requisite Items which are fixed in nature, where reasonable delay in supply is acceptable, where the generic or commercial specifications are known. OTE must be adopted in all such cases in which the estimated value of the Requisite Item is more than Rupees 20 (twenty) lakhs. However if required the Purchase Committee may decrease the limit so fixed on case to case basis.
10. Purchase Committee (PC)There shall be minimum 02 (two) purchase committees for purchase/procurement of Requisite Item(s).
    1. For Requisite Items having value less than Rs 05 (five) lakhs
       • A Chairman to be nominated by the Chancellor
       • Materials Manager (vertical head) – member secretary
       • Finance Officer
       • Remaining Material Managers
       • Any other person as nominated by the Chancellor in consultation with the Chairman of the committee
    2. For Requisite Items having value more than Rs. 05 (five) lakhs
       • A Chairman to be nominated by the Chancellor
       • Materials Manager (vertical head) – member secretary
       • Finance Officer
       • Remaining Material Managers
       • Two person nominated by the Chancellor in consultation with the Chairman of the committee
       • Special Invitee(s) (can also be external) – to be invited by the Chairman as and when required
    3. The Appropriate Authority may constitute a separate/specific committee for purchase/selection/negotiation/procurement of any specific Requisite Item.
11. Role of Purchase Committee(s)
    1. All requisitions having financial approval in principle shall be placed before the respective Purchase Committee by the Material Management Department.
    2. The Purchase Committee shall process all the purchases and procurement cases from the tendering stages including selection of tendering process, selection of the vendor/firm/supplier, price negotiations and finalization of terms and conditions.
    3. The Purchase Committee shall maintain minutes of all the meetings.
    4. Quorum for meeting of the Purchase Committee shall be minimum 75% of the total members of the committee.
    5. All decisions/discussions made by/in the Purchase Committee are confidential in nature and the members of purchase committee are required to make utmost confidentiality on the decisions/discussions made by/in the Purchase Committee.
12. Emergency Purchases
    1. “Emergency Purchase” means a purchase when a situation arises that threatens the normal functioning of the unit/department of the University.
    2. The Head of the Constituent Unit of the University shall be the authority to consider a situation as “emergency” for the purchase of Requisite Items.
    3. Based on written communication from the Head of the Constituent Unit of the University, the authorized person of the Material Management Department shall do the price negotiation and place an order for procurement for the Requisite Item.
    4. Upper limit for Emergency Purchase shall be Rs 1 (one) Lakh only or as amended by the University from time to time.
    5. After procurement of the Requisite Item, the written communication along with all relevant documents justifying emergency and approval from the Head of the Constituent Unit shall be submitted by the Material Management Department to the finance department for postfacto approval and payment.
13. Spot Purchases
    1. 1. Spot purchases are normally allowed for purchase of instruments/tools at exhibition/conferences organized by association of the concerned department and are based on open market prices.
       2. For every spot purchase, prior approval from the Head of Constituent Unit and the Finance Department is mandatory.
       3. Upper limit for Spot Purchase shall be Rs 1 (one) Lakh only or as amended by the University from time to time. Amount for spot purchases cannot exceed the amount as decided and notified by the University from time to time.
       4. The following certificate shall be submitted by the person(s) authorized for the spot purchase:
    “With prior approval dated………. granted by……………..I (name of the person authorized to make spot purchase)…………………..have personally purchased the instruments/tools for smooth functioning of the constituent unit, as per the attached invoice, and I am satisfied that these goods are of requisite quality and specification and have been purchased from a reliable supplier at a reasonable price.” Signature: Designation: Department: Date:
14. Consumables & Local Purchase
    1. Preparation of list/scale of Consumables: In case of consumable (medical and non-medical) items, the Material Management Department shall prepare a list of these items based on the average consumption pattern of at least one year.
    2. On finalization of the list/scale of Consumables, the Material Management Department shall obtain the estimated cost through Last Purchase Price (LPP), Market Survey or budgetary quote from a suitable vendor/firm/supplier and forward the proposal to the Finance Officer for obtaining Approval in Principle from the Competent Financial Authority. The same procedure shall be followed for all stand-alone indents of consumable items not covered under any existing Rate Contracts.
    3. Once Approval in Principle is granted, the Material Management Department shall obtain quotations from all registered vendors/firms/suppliers as approved by the Purchase Committee. The quotations shall be opened by the Purchase Committee and requisite commercial comparatives shall be prepared by the Material Management Department. The Purchase Committee shall further process the case till selection of appropriate vendor/firm/supplier, price negotiation and finalization of terms and conditions. Thereafter, the case file shall be submitted to the Finance Department for obtaining final approval from the Competent Financial Authority.
    4. On receipt of final approval, the Material Management Department shall execute the Rate Contract or Purchase Order with the selected vendor/firm/supplier.
15. Procurement of Spare Parts
    1. Requisition for spare parts shall be raised by the concerned maintenance department in the prescribed format along with quotation from the supplier. The requisition shall be submitted to the Finance Department for financial approval.
    2. For spare parts costing one lakh or less than one lakh, the Material Management Department and the concerned maintenance department shall negotiate the price with the respective vendor/firm/supplier and accordingly place the purchase order.
    3. For spare parts costing more than one lakh, the Material Management Department shall place the order with the respective vendor/firm/supplier once the price is negotiated by the Purchase Committee.
16. 16. Procurement of Fixed Assets
    1. The requisition for fixed assets shall be raised by the Requisitioner in the prescribed format as per clause 7 and shall be sent to the Material Management Department through proper channel.
    2. The Material Management Department shall forward the requisition to the Finance Officer for obtaining Approval in Principle from the Competent Financial Authority of the University.
    3. The Finance Officer, after adopting the process mentioned in clauses 5.4 and 5.5, shall send the approved or disapproved requisition to the Material Management Department along with observations or remarks of the Competent Financial Authority.
    4. On receipt of Approval in Principle, the Material Management Department shall place the requisition before the Purchase Committee, which shall decide the tender process for the requisite fixed asset.
    5. The Material Management Department shall proceed with the tendering process as decided by the Purchase Committee. It is mandatory to obtain quotations from a minimum of three vendors/firms/suppliers.
    6. The vendors/firms/suppliers shall submit quotations in two separate sealed envelopes, one containing technical specifications and the other containing the financial bid along with terms and conditions.
    7. In the technical bid, the vendors/firms/suppliers shall specifically mention the specifications and particulars along with essential features and expected life of the requisite items.
    8. In the financial bid, the vendor/firm/supplier shall clearly mention the cost of the requisite item, payment terms, delivery schedule and terms and conditions for after-sales service.
    9. After receipt of technical and financial bids, the Material Management Department shall hand over the envelopes to the Chairman of the Purchase Committee.
    10. The technical bid shall be opened first in the presence of representatives of the Material Management Department and one member of the Purchase Committee designated by the Chairman.
    11. The vendors/firms/suppliers may be asked to give presentations on technical specifications to the end user or the received technical specifications may be forwarded to the end user for comments.
    12. The Purchase Committee may seek assistance from any outside expert before taking a final decision on the choice of make.
    13. After finalization of technical specifications, the financial bid shall be opened in the presence of the Finance Officer or his representative, one member of the Purchase Committee designated by the Chairman and representatives of the Material Management Department. A comparative chart shall be prepared by the Material Management Department, signed by all present and submitted to the Chairman Purchase Committee.
    14. The Purchase Committee shall fix a date, time and place for calling the selected vendors/firms/suppliers for price negotiation, payment terms and conditions for after-sales service. If required, onsite demonstration of the requisite item may be sought.
    15. After negotiations and final selection of the vendor/firm/supplier, the case file along with minutes of the Purchase Committee shall be forwarded to the Finance Officer for obtaining final approval from the Competent Financial Authority.
    16. On receipt of final financial approval, the purchase or work order shall be placed by the Material Management Department.
17. Placing Purchase Order
    1. All purchase orders shall be placed by the authorized persons of the Material Management Department.
    2. All purchase orders shall clearly mention the full description of the Requisite Item(s) to be purchased, terms and conditions for payment, delivery schedule, mode of delivery, penalty clause if any, taxes and duties, other charges such as packing, forwarding, transportation and insurance, discounts offered, warranty, submission of Bank or Performance Guarantee where applicable and other terms and conditions as decided by the Purchase Committee.
    3. The purchase orders shall be handed over to the vendor/firm/supplier with signature of acknowledgement. Confirmation of the order shall be received within one week of placing the order. If confirmation is not received within one week, it shall be presumed that the vendor/firm/supplier has not accepted the order and the order shall be placed with another vendor/firm/supplier as decided by the Purchase Committee.
    4. Copies of purchase orders shall be sent to the office of the Chairman Purchase Committee, Finance Department, respective Head of the Constituent Unit, respective department and the Biomedical Engineering Department or Engineering Department, as applicable.
    5. Follow-up of orders: shall be the responsibility of the Material Management Department to ensure that the vendor/firm/supplier complies with the terms and conditions of the Purchase Order.
18. Receiving of Goods/ Items
    1. All Requisite Items shall be received by the Material Management Department. All the items shall be opened by the Material Management Department in presence of representative of vendor/firm/supplier, representative of Biomedical Engineering Department and a person nominated by the end user department. The Biomedical Engineer, representatives of Material Management Department and person nominated by the end user department shall properly inspect the specifications, material state, and the quantity/quality of the goods/items/equipment/material received.
    2. Report of defects/discrepancies/shortage, if any, shall be immediately intimated by the Material Management Department to the vendor/firm/supplier in writing.
    3. The claims for damage, if any, can be lodged immediately with the insurance company by the respective party (vendor/firm/supplier or the University).
    4. After inspection if goods/items/equipment/material/parts received are as per the Purchase Order, entry of every goods/items/equipment/material shall be recorded in the stock register maintained by the Material Management Department and then issued to the Requisitioner. The vendor/firm/supplier be asked to fix the date and time for installation of the goods/items/equipment/material/parts.
    5. The goods/items/equipment/material/parts shall be installed in presence of Biomedical Medical Engineer and representative of department concerned. Installation of goods/items/equipment/material/parts shall be to the satisfaction of the Requisitioner, Biomedical Engineering/Engineering/Motor Transport Department.
    6. The Material Management Department shall send the invoice alongwith installation report/ quality assurance report to the Finance Department for payment.
19. Payment to Vendors/ Suppliers The Finance Department shall ensure that timely payment is made to the vendor/ supplier as per the terms & conditions mentioned in the purchase order.
20. Coding of Items A code should be allotted by Material Management Department to each and every fixed asset before issuing the same to the respective department/unit.
21. Category of Stores For inventory management the Material Management Department shall maintain the following category of stores:-
    1. Consumable Stores: Items/stores/goods that get consumed and have nil residual value are termed as Consumable Stores. Few examples of the consumable stores are cleaning detergents, soaps, disinfectant fluids, paint, paper, paper pins, laboratory reagent etc.
    2. uasi-permanent Stores: Items/stores/goods that get mostly consumed/utilized but have some residual/scrap value. Few examples are Plastic Buckets, Mugs, Padlocks, Printing cartridges etc.
    3. Fixed Assets or Permanent Stores: Items/stores/goods/equipment that are permanent in nature and have certain life span, have relatively higher cost factor, and have considerable residual/scrap value after their optimum shelf life. Such items are known as Permanent Stores. Few examples of Fixed Assets or Permanent Stores are Steel Cupboards, Steel/wooden Furniture, Window/Split AC, Televisions, Personal Computers, Medical/Electrical equipment, and other equipment etc.
    4. Engineering Stores: All cases of Structural Construction, Civil Work, Electrical and Mechanical work including items required for day to day maintenance of infrastructure.
    5. Respective Unit/Department Stores: Each Constituent Unit and Department of the University shall maintain its own stores at the Unit/Department level. The Material Management Department shall ensure that these stores are maintained and audited periodically.

The University reserves the right to interpret, alter, amend, modify, cancel or withdraw any provision mentioned herein above in this policy without any notice.