PURCHASE RULES OF THE PUNJAB STATE HUMAN RIGHTS COMMISSION.

1

A

All purchases, as per requirement of the Commission for the whole year, may be worked out and consolidated in the earlier months of financial year and put up before the Commission for approval and decision regarding periodicity of the purchases (s) to be made.

The competent functionary, while effecting a purchase, shall in the first instance, ensure and certify that the price is reasonable in terms of a similar purchase made on the last occasion.

 

B

The purchase of stores shall be made on annual/quarterly/ monthly basis to be decided by the Commission.

 

C

Before obtaining administrative approval, the budget provision/allocation under concerned expenditure sub head shall be ensured from the Accounts Branch.

2

A

No quotation will be required up to the purchase of Rs.1000/-(Rs. One thousand only) at a time subject to limit of Rs. 12,000/-(Twelve thousand) in a year.

For any purchase above Rs. 1000/- to Rs. 2000/- per item, minimum three quotations will be required.

(Purchase to be made by the DDO after due satisfaction under the Financial Propriety)

 

B

For any purchase above Rs. 2000 to Rs. 50,000 per item, six quotations will be required.

(Purchase to be made by the Purchase Committee after taking administrative & financial approval from the Secretary).  This will be subject to administrative / financial powers delegated by the competent authority.

 

C

For any purchase above Rs. 50,000/- per item sealed tenders will be required through press advertisement in the Tribune English Edition.

(Purchase to be made by the Purchase Committee after taking administrative & financial approval from the competent authority).

3

A

The quotations as well as tenders will be required to be called from reputed firms only.

 

B

The firms should have Sale Tax, Income Tax/VAT Number issued by the competent authority.

 

C

The firm should have own manufacturing unit or be an authorized agent of the reputed company/party.

4

 

It shall not be necessary to invite quotations/tender in the following cases:-

 

A

Purchase made from authorized dealer of specific brand at the fixed rate by their principals for the whole region/or country and the firm should certify that they have not supplied items at the lower rates than they are supplying to the Commission.

 

 

 

B

Purchase made from the Government department /institutions/ approved sources.

 

C

At rates approved by the Controller of Stores, Punjab.

 

D

At rates approved by the D.G.S. & D/Kendriya Bhandar.

5

A

The Purchase Committee/Tender Committee may consist of at least 3 permanent  members:-

1.      Under Secretary.

2.      Deputy Controller, (F&A) to explain financial procedure/rules adopted by the Commission.

3.      System Manager.

In the absence of any member, the next senior most official in the hierarchy of that wing would be replaced or represents.

For purchases above Rs. 50,000/- per item, the Purchase Committee/Tender Committee will be headed by the Secretary of the Commission.

6.

A

Each tender will be accompanied by earnest money @ 2 percent of the estimated cost of order/ material to be purchased or Rs. 10,000/- whichever is more.

 

B

In case of acceptance of tender, the tenderer will have to deposit a security equal to the 10 percent of the estimated cost of order/ material.

 

C

All quotations/ tenders shall be opened in the presence of tenderers by the Purchase Committee. The Accounts Branch will examine and put up the case to the Purchase Committee.

7

A

The comparative statement will be prepared by the concerned official/officer who has initiated the case before deciding the issue of acceptance or rejection of any quotation/tender.

 

Internal Audit of Purchases

With a view to check that the purchases are made by the DDO / Purchase Committee / Tender Committee  as per rules framed, an internal audit system be introduced.  An Internal Audit Committee of the following members may be constituted:-

1.                  Additional Registrar

2.                  Joint Registrar

3.                  Section Officer

 

This committee shall conduct internal audit of 5 % of major purchases made during a month and it shall submit its findings / report to the Commission through the Secretary of the Commission. 

 

Note:-

1.   If any Technical Expert is engaged from outside the Commission, an honorarium       of Rs. 1,000/- for the entire purchase at a time be given.

  1. Where there is a deviation, previous three instances/rates be taken into consideration and approved by the Commission.
  2. The Commission is authorized to reduce the number of quotations under 2 B from six to any number more than or equal to 3.