RULES, REGULATIONS AND GUIDELINES OF PURCHASE PROCEDURE AND OTHER FINANCIAL NORMS
Ambedkar college is a Govt Degree college established in 1991 and it runs under the Department of Education (Higher), Govt. of Tripura. Hence, it follows all necessary the rules and regulations as prescribed in the ‘Delegation of Financial Powers Rules’ (DFPR) laid down by the Finance Department, Govt. of Tripura, from time to time for the process of purchase process like any other govt institution.
The college gets funding mainly from two different sources, viz. Directorate of Higher Education (DHE), Govt. of Tripura and from other central assistance scheme like University Grant Commission (UGC), RUSA, NEC etc for procurement of materials /equipment/furniture etc. under different plans/schemes.
Fund allocated from DHE for specified purpose through the Letter of Credit (LOC) first goes to the principal and then forwarded to the Finance Section and to the Drawing and Disbursing Officer (DDO) for necessary action. Following the instruction of DDO the finance section notify the matter to the member secretary of Higher Purchase Committee (HPC)/ Lower Purchase Committee (LPC) according to the prescribed monetary limits, i.e. LPC within 3.0 lakhs and HPC above Rs. 3.0 lakhs up to Rs. 20 lakhs. The member secretary then convene a meeting of HPC/LPC recommend the purchase process and forms a Tender committee to bring transparency in the process of scrutiny of tenders/quotations, and formally informs the outcome of the meeting to the DDO and Principal for further necessary action. Usually the HPC/LPC recommends invitation of tender or quotation in accordance with the rules laid down by the Department of Finance, Govt. of Tripura. Following the discussion taken through the aforesaid process, tender/quotation gets posted in the college website and published in two or three local Bengali or English news papers. Sealed tenders/quotations received within due date are opened and scrutinised in presence of the head of the institution, member secretary and members of LPC/HPC, members of the Tender Committee and bidders present on that date. Thereby a statement of comparison of rates for different products is prepared and parties for supply of different good used to be selected separately for each item on the basis of the lowest rate. Materials which are urgently needed to maintain day to day office work procured from local co-operative as per govt direction.
Fund received from the UGC, RUSA, NEC etc. under any scheme, for which proposal submitted by the institution after the approval by the respective committee, through the sanctioning order first goes to the head of the institution, i.e. Principal/ Principal i/c. Then the same is forwarded to the conveners/coordinator of Committee and Development Committee for information and necessary action. As a follow up action the convener convenes a meeting of the committee members in the presence of the Principal, DDO, members, Development Committee and HPC/LPC to finalise the purchase process. Thereafter follows the same aforesaid purchase procedure principal placed supply order to the party/parties.
Extracts from the Delegation of Financial Powers Rules and Govt. Memorandum
Following are few extracts from the Delegation of Financial Powers Rules, Tripura, 2011, pertaining to the aforesaid process for purchase followed in the college.
(a) The Administrative Departments shall constitute LOWER PURCHASE COMMITTEE (LPC) with the Head of Office as Chairman, two Officers to be nominated by the concerned Head of the Department as the Members out of them at least one should be from some other Department and the Officer-in-charge concerned with the stores/service/works in the Establishment to which it relates as the Member-Secretary.
(b) The Administrative Departments shall constitute HIGHER PURCHASE COMMITTEE (HPC) Officer of any other Department to be nominated by the concerned Department as the Member and the Officer-in-charge concerned with the stores/service/works in the Establishment to which it relates as the Member-Secretary. A representative of the Department of Industries shall be a permanent invitee in all meetings.
22.2 – The financial ceilings up to which rates and terms of contracts for purchase of store/service contracts/ execution of works may be recommended by various committees shall be as follows:
DFPR 22.5 – Power to Decide Single Tender: These are two types, viz. (i) Single tender adopted in case of articles which are specifically certified as of proprietary nature of when it is within the knowledge of the procuring agency that only a particular firm is the manufacturer of the store demanded and (ii) Single tender received in response to widely published open tender.
In both these cases, the rates may be finalized by the respective Committees according to financial powers, provided that the Chairman of the respective Purchase Committee is satisfied that the article required is of proprietary nature or the Notice Inviting Tender was widely published, as the case may be and records his views in this respect in the proceedings of the meeting.
DFPR 22.6 ---Power to Decide Negotiated Tender: (i) Where rate is obtained from a single party (as distinct from receipt of a single tender in response to a Notice Inviting tender or quotation) or where an unsolicited tender or quotation or offer is received without any tender having been invited, whether negotiation is held thereafter or not, such negotiated tender shall be finalized only by the Higher Purchase Committee for contracts up to final ceiling laid down above for the Lower Purchase Committee (i.e. Rs. 3.00 Lakhs) while cases involving an amount more than Rs. 3.00 lakhs up to Rs. 20 lakhs Departmental Purchase Committee and those above Rs. 20 lakhs shall be finalized with the approval of SAB/WAB. Such cases of finalization of tender by negotiation should be generally avoided and may be resorted to only in cases or emergencies when it is established that the supply/purchase cannot be delayed to adhere HPC/DPC/SAB/WAB should be satisfied that there is valid reason for adopting this procedure and such reasons should be recorded in writing in the proceedings of the meeting. (ii) Where tenders are invited and thereafter negotiation is made with the lowest or other renderers, such cases will be finalized by the Committees according to the financial ceiling limit laid down above.
22.7 The Head of the Department shall be competent to accept the tenders recommended by the Lower Purchase Committee and the Secretary of the Department to accept tenders recommended by the Higher Purchase Committee while the Department shall be competent to accept tenders recommended by the Departmental Purchase Committee as well as rates recommended by Supply/Work Advisory Board.
(i) The party for the supply shall be selected taking into account the lowest cost in transportation if applicable.
(ii) The Departments may furnish list of the Direct Demanding Officer for different independent wings of their Department authorizing an officer not bellow the rank of Head of the Department for the wing. If the Secretary of the Department does not find suitable Head of Department below him to authorize to act as DDO, the Secretary himself may act as DDO for availing the facility of DGS & D rate contract.
(iii) The indents/supply order shall be placed subject to the fulfillment of following conditions : - (a) Purchase by the State Government Department against DGS &D Rate Contracts as DDO is to be made strictly within the sanctioned budget. (b) The debits raised by the Chief Controller of Accounts, Department of Supply are to be promptly accepted.
(iv) From 1st February, 1995 no indents shall be placed with the DGS & D, but the DDOs shall place orders directly with the selected supplier as per terms of DGS & D rate contract and make payment directly as per terms of contract after obtaining proper sanction of the competent authority.
As per the Chief Secretary Govt of Tripura ‘s Memorandum and Registrar of Co-Op societies Memorandum vide nos F.1-3(13)/Cons/Co-op/2006 dated 03-04-2007 and f.1-3(13)/cons/coop/2006/10,521-59 dated 19/09/2013, both cash and credit purchase can be made from Tripura state co-op consumers Federation ltd and Primary Level co-Op Socities to avoid lengthy procedure of inviting quotations etc every time.and it would be beneficial for the Govt. departments if all the stationeries, other requirements etc. are purchased from the co-op Societies.
Lower Purchase Committee
Lower Purchase Committee (LPC)
In persuasion of the delegation of Financial Rule 2011, Govt. Tripura, the college constituted a LPC (lower purchase committee) to look after any procurement related matters. All purchase cases of the college upto Rs. 3 lakhs will be decided by this committee.
The formation of the committee for the current session as resolved in the last General meeting held during is as follows
Chairman : Dr. Subrata Sharma, Principal In Charge
Member Secretary : Sri. Satyajit Das
Member :1. Sri. Biplab Majumder, D.D.O
2. Ms. Lalthannguri Sailo
3. Sri. Manmohan Debnath
4. Sri. Shyamal Biswas
Higher Purchase Committee
Higher Purchase Committee (HPC)
In persuasion of the delegation of Financial Rule 2011, Govt. Tripura, the college constituted a HPC (higher purchase committee) to look after any procurement related matters. All purchase cases of the college up to Rs. 20 lakhs are being decided by this committee.
The formation of the committee for the current session as resolved in the last General meeting held is as follows
Chairman : Dr. Subrata Sharma, Principal In Charge
Member Secretary : Sri. Satyajit Das
Member : 1. Sri. Biplab Majumder, D.D.O
2. Dr. Bijan Deb
3. Sri. L.T.Muana Darlong
4. Sri Lait Mohan Debbarma, Head Clerk.