S P I C

Procurement Policy

The following procedure has been approved to be followed by a committee consisting of ACEO, Centre Manager(SPIC), SO(SPIC) and Representative(s) of the department(s) for all the purchases being carried out at SPIC :-

• First of all empanelment of the vendors/agencies has been done for a period of one year after inviting Expression of interests from the interested eligible parties/firms.
  
• Receipt of requirement(s) at SPIC forwarded by respective department(s) through Department of IT for necessary processing.
  
• Forwarding of Performa invoice to respective department(s) according to the specifications submitted by the department(s) or specifications available in the open market for arranging sanction/payment at their end.
  
• Simultaneously to call the sealed quotations by a committee from the empanelled vendors and also to keep the rates of DGS&D, Hartron and other approved sources for reference and comparison.
  
• Opening of quotations by the committee in the presence of empanelled vendor(s) & representative(s) of the department(s). The presence of representative(s) of the department(s) is mandatory.
  
• If the committee finds the rates of the empanelled vendor(s) lower than the DGS&D, Hartron and other approved sources, placement of order in favour of the vendor(s) after holding further negotiations to reduce the prices. Otherwise to procure the required material at the DGS&D rates from the DGS&D approved vendor.
  
• Preparation of minutes of the meeting and forwarding of the same duly signed by committee & representative(s) of the department(s) for approval.
  
• Placement of recommendations of the committee before the Executive Committee of SPIC for formal approval.

Apart from above, the departments of Chandigarh Administration have already been allowed to procure consumables upto the value of Rs.20,000/- at their own.