The Purchase requirements of various departments and sections of this institution are being met by the purchase section.
a) Accounts Officer acting as Purchase Officer
b) Store Keeper
Store is attached with the administrative office.
c) Purchase Assistant
a) Purchase Order
For all items other than local purchase items, purchase order is issued to the supplier after considering the concerned department’s suggestions. The purchase order is issued in printed format after completing all formalities such as inviting quotations in necessary cases, confirmation of the quality of goods, suitability in accordance with our specification.
b) Supplier Selection
For all high value items, quotations are invited from competent suppliers. E-tender facility of Govt. of Kerala is used for purchases using government funds. The quotations so received will be verified and a comparative statement is prepared. This statement along with the quotations and the file is sent to the user department in order to find out whether the product conforms to specified purchase requirements. The expected time of delivery of the product will also be checked. After getting the consent of the user department, the file is placed before the purchase committee.
c) Purchase Committee
The purchase committee consists of the Principal as the Chairman and one member from Joint Director’s office as the government representative. Further, a senior faculty member as Nodal officer(e-tender), Accounts officer of the institution and department level concerned faculty will be part of the committee. The other purchases including management funds needs tender notice to be published in the college website. A minimum of three tenders should be there, which will be further scrutinized by the Internal purchase committee. Then the purchase order is issued to the supplier in a printed format. The terms of the supply agreed by both the parties are mentioned in the purchase order. The ability of the supplier to supply the required product in accordance with the institution’s requirements will also be verified. For low value items, enquiries are made with various traders and considering the quality and the price, order is given and local purchase is made.
d) Supplier Communications
For all high value purchase items, we will build a file in which communication will be made in writing with the suppliers and finally purchase order is issued in a printed format. Communications regarding local purchase are made over phone/e-mail. For all essential communications, records are made in the file. The department and the user department will ensure the adequacy of specified purchase requirements prior to the issuance of the purchase order to the supplier. The user department will make the inspection and other activities to ensure that the product ordered meets the specified purchase requirements.
e) Goods Receipt note
All the items purchased are entered in the stock register kept in the office and the entry will be recorded on the bill and goods receipt note is issued. Entries are made by the user department in their stock register also.
f) Supplier evaluation procedure and record
The performance of the supplier is assessed on the basis of the quality of the goods, time taken for the delivery of the goods etc. and grade is given to each party annually. While preparing the performance related data, the following things are considered.
On this basis, evaluation about each supplier is made, 60% weightage is given for the quality and 40% for the delivery.
g) Supplier re-evaluation Procedure & Records
If the supply is found delayed abnormally and the products are of substandard, there is no other alternative, but to blacklist such suppliers. After a given period, if the services of the supplier are found to be worthy, it should again assess his performances from other buyers. Samples of his goods and pamphlets will be invited to assess and re-evaluate his performance. If necessary, spot inspection by the user department will be made.