2017

UNIVERSITY OF ALLAHABAD

[ PROCUREMENT PROCEDURE 2017]

This Manual outlines the procedures to be adopted for the purchase of various kinds of goods and services by
Departments/Schools/Centres/Central Facilities/Units/Sections, both from University’s main account as well as from
the projects funds and constituent colleges.
 INDEX

Para. No. Particulars Page No.

1. Introduction 6

2. Goods & Services 6

3. Purchase & Stores Department 7

4. Purchase Committee 7

4.1 Central Purchase Committee (CPC) 7

5. Mode of Procurement 8

5.1 Purchase of goods without quotation 8

5.2 Purchase of goods by Central Purchase Committee 8

5.3 E-Publishing 8

5.4 E-Procurement 8

5.5 Limited Tender Enquiry (LTE) 9

5.6 Advertise Tender Enquiry (ATE) 9

5.7 Two Bid System 10

5.8 Single Tender Enquiry 10

5.9 Purchase of goods directly under DGS&D rate contract or 11

General Electronic Market (GeM)

5.10 Rate contract with Registered Vendors 11

5.11 Maintenance Contract 12

5.12 Imports 12

6. Stages of Procurement 13

6.1 Annual Requirement Report (ARR) 13

6.2 Indents 13

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6.3 Processing of ARR/Indent by P&SD 13

6.4 Bid Security 14

6.5 Performance Security 14

6.6 Opening of Quotations/Tenders 14

6.7 Purchase Sanction 14

6.8 Purchase Order & Receipt of Goods 15

6.9 Terms of Payment 15

7. Purchase of Books, Publications, Periodicals & Journals 16

for Library

7.1 Book & Journals Purchase Committee 16

7.2 Good Offices Committee (GOC) 16

7.3 Terms of Supply: Books 16

7.4 Terms of Supply: Journals 17

Model Tender Document 19

Forms: I to IX 20-34

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 PROCUREMENT PROCEDURE - 2017

This Manual outlines the procedures to be adopted for the purchase of various kinds of goods and services by
Departments/Schools/Centres/Central Facilities/Units/Sections, both from University’s main account as well as from
the projects funds and Constituent Colleges.
Every Head of the Department/School/Centre/Project Investigator and Principle of constituent colleges making
purchases shall have the responsibility and accountability to bring efficiency, economy, and transparency in matter
relating to public procurement and for fair and equitable treatment of suppliers and promotion of competition in
public procurement.
The procedure to be adopted for the purchase of diverse kind of equipment and
stores required by the various users of the University should be in consonance with the
wider objective to achieve excellence in all activities of the University be it academic,
research or extension. Such procedures, therefore, should address to the needs and
aspirations of the actual users and at the same time promote building conducive
environment much needed for the furtherance of University activities. The related
aspects of accounting, record keeping, inventory stock verification, Asset register etc.
will need proper attention so as to make the overall stores and purchase systems
efficient and transparent. Emphasis should be laid on the use of office automation to
achieve efficiency and responsiveness in functioning.
The procedure to be followed in making public procurement must conform to the following yardsticks:
i. The specifications in terms of quality, type etc., as also quantity of goods to be procured, should be clearly spelt
out keeping in view of the specific needs of the University. Quantity of items / services to be procured should be
clearly indicated in the quotation enquiry so as to get more competitive rates. The specifications so worked out
should meet the basic needs of the University without including superfluous and non-essential features, which
may result in unwarranted expenditure.
ii. Care should also be taken to avoid purchasing quantities in excess of requirement to avoid inventory carrying
costs.
iii. Offers should be invited following a fair, transparent and reasonable procedure.
iv. A demand for goods should not be divided into small quantities to make piecemeal purchases so as to avoid
necessity of obtaining sanction of higher authority required with reference to the estimated value of the total
demand;
v. The procuring authority should be satisfied that the selected offer adequately meets the requirement in all
respects.
vi. The procuring authority should satisfy itself that the price of the selected offer is reasonable and consistent
with the quality required.
vii. At each stage of procurement the concerned procuring authority must place on record, in precise terms, the
considerations which weighed with it while taking the procurement decision.
viii. All major procurement proposals should be included in the annual budget of the University.
ix. It must be ensured that funds are available for purchase of goods and no liability incurred in anticipation of
funds/grants.
x. It must be ensured by the University that suppliers of goods and services are paid their dues within the time
specified in the purchase order/contracts.
xi. The Officers and Staff of the University responsible for procurement should process all papers in a speedy and
transparent manner, answering queries from indenting departments as well as from suppliers with courtesy
and accuracy.
xii. The purchase procedure should be simple, transparent, unambiguous and should be implemented by spending
a reasonable quantity of administrative time and effort.

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 AT-A-GLANCE
Purchase proposal initiated by Intender in
the prescribed format (Form No. P&SD-5).

Finance Officer to mention grant and grant

of financial approval in Form No. P&SD-5

Vice Chancellor for

Administrative Approval of financial
approval in Form No. P&SD

If the value of product is If the value of the product is above If the value of the
below `25,000/-. `25,000/- and below `25,00,000/-. product is above
`25,00,000/-

Purchase The number of Suppliers should be The quotation will

Officer will issue more than three in procurement be invited through
Purchase Order. through Limited Tender Enquiry (LTE). Advertise Tender
Enquiry (ATE)

The Quotations will be opened in

the meeting of Central Purchase
Committee (CPC) to ascertain L-1
bidder

The purchase officer will issue Purchase

order to L-1 bidder after pre audit and
necessary approval from competent
authority

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 Purchase of items through Government E-Market Place (GeM)

Purchase proposal initiated by Intender in

the prescribed format (Form No. P&SD-5).

Finance Officer to mention grant and grant

of financial approval in Form No. P&SD-5

Vice Chancellor for Administrative

Approval of financial approval in Form
No. P&SD

If the value of product is If the value of the product is above If the value of the
below `50,000/-. `50,000/- and below `30,00,000/-. product is above
`30,00,000/-

Order will be placed on GeM The rate will be compared with at least 3
by Purchase officer /Chairman, OEMs available on GeM and the order will The purchase will be done
CPC to any supplier meeting through online bidding or
be placed by Purchase officer /Chairman,
requisite quality, specification reverse auction available on
CPC to the seller having lowest rate
GeM. Order will be placed
and delivery period meeting requisite quality, specification and by Purchase Officer or
delivery period Chairman, CPC
.

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 Introduction
General Financial Rules of the Central Government provide that all Government purchases should be
made in a transparent, competitive and fair manner to secure best value for money. Public
procurement procedure is also to ensure efficiency, economy and accountability in the system.
In pursuance of the above provisions, the university decides to adopt a procedure to procure
goods and services as detailed in the succeeding paragraphs.
2. Goods & Services
2.1. Goods and Services include all the articles, material, commodities and consumables, whether,
indigenous or imported, services and manpower, commonly required for university use, namely:
Goods:

I. Furniture for classrooms, Laboratories, Hostels, Libraries, and Offices etc.

ii. Electrical Goods & Equipments including Fans, Gen-sets, Invertors, Batteries etc.
iii. Electronic Gadgets, including water coolers, Refridgerators, Air Conditioners etc.
iv. Sanitary & Plumbing items,
v. Computers & accessories,
vi. Office Equipments including Almirahs, Photocopiers, Printers, Scanners, Projectors etc.
vii. Paper, Stationery Items & Office Consumables,
viii. Printing of Forms and Stationery,
ix. Computer Software,
x. Laboratory Equipments/Major Scientific Equipments,
xi. Laboratory Chemicals, consumables, Glass Ware etc.
xii. Live Stock,
xiii. Uniform and liveries,
xiv. Medical Equipments, medicines & allied goods
xv. Motor Vehicles etc.
Services:

xvi. Security Services,

xvii. Sanitation & other Labour Contract Services,
xviii. Advertisement Services,
xix. Computerization, Net-working and Automation Services.
xx. Hiring of Transport etc.
2.2. Goods exclude Books, Publications, Periodicals etc. for library and for procurement of these items,
terms of supplies as decided by the Good Offices Committee, constituted under orders of the
Government of India, shall prevail. Details in this regard are at Para 7.
Books related to official rules, regulations, methods and Dictionaries etc. for office use may,
however, be purchased as goods.

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3. Purchase & Stores Department

3.1 There shall be a Purchase Officer who shall be in-charge of Purchase and Stores Department (P&SD)
headed by a Deputy Registrar or an Assistant Registrar or an faculty member as nominated by the
Hon’ble Vice-Chancellor.
3.2 P&SD will be responsible for procurement, storage & issue of the goods & hiring of services for all the
units of the university namely teaching departments of the university, various projects running in the
university, university Institutes, Constituent Colleges, University Centers, University Guest House,
University Hostels, various offices of the university & various committees constituted from time to
time for specific purpose like conducting entrance tests etc.
3.3 P&SD shall not be responsible for following type of procurements:
i. Specific items to be procured for “Confidential Work” relating to Examinations, Tests & issue
of Degrees.
ii. Civil Works including construction, renovation, repair, maintenance etc.
iii. Petty items of daily use procured by the HoDs from imprest, subject to provisions at Para of
5.1 & 5.2 of this Procurement Procedure.
iv. Purchases made by the Co-ordinators of Seminars/Conferences etc., subject to the
provisions of Para 5.1 & 5.2 of this Procurement Procedure.
v. Kitchen consumables & food items procured by Hostels, Guest House etc.
vi. Any purchases as provided under Para 5.1.
4. Purchase Committees
There shall be a Central Purchase Committee constituted by Honorable Vice Chancellor.
4.1. (i) Central Purchase Committee (CPC)
There shall be a Central Purchase Committee, consisting of five members as detailed
below:
a. A Faculty member not below the rank of Professor Chairman
(Nominated by Hon’ble Vice Chancellor)
b. Registrar or his nominee: Member
c. Finance Officer or his nominee: Member
d. Two Faculty members nominated by Honorable VC Member
*
e. HoD of the indenting department: Special Invitee
f. Indenter (Project Investigator for project purchases) Special Invitee
g. Purchase Officer: Member Secretary
NOTE: (I) HoD as mentioned at para 4.1 (i),(e) above, means Head of a teaching department of the
University, Director of an Institute, Project Investigator for project purchases, Principal of a College,
Coordinator of a Centre, Head of an office of the university, Librarian of central Library, DSW in
case of Hostels, University Engineer in case of a purchases relating to Electrical Goods, Electrical
Gadgets, Sanitary and Plumbing items, Controller of Examination for purchases relating to his
department including Hiring of Vehicles for examination, Coordinators of the Entrance Test
Committees for related purchases, Proctor for Security Services, SMO of the University Dispensary
for Medicines etc., Chairman, ICT Cell for purchase of Computer, Software and Networking etc. and
Registrar for office equipment, office consumable and for various services.
NOTE: (II) Quorum will be of four members with mandatory presence of the officials mentioned at
Sl. No. a and c above.

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 NOTE: (III) Chairman, if considers necessary, may invite any person as special invitee in a meeting
for a particular purchase.
NOTE: (IV) CPC shall be responsible for procurement of goods or services of value above
`25,000/- as per procedure prescribe in para 5.2 to 5.10 below.
5. Mode of Procurement:
The administrative approval of Hon’ble Vice-Chancellor is mandatory for the all the purchase except
Petty items of daily use procured by the HoDs from their imprest grant. The indenter will request the
Hon’ble Vice-Chancellor for administrative approval giving complete description of items and
approximate cost. The intender will mention the appropriate grant from which purchase has to be
made along with copy of proof of allocation of the grant to their Unit. If the grant allocation is not
known to the intender, he will route the file for grant of administrative approval through Finance
Officer. The Finance Officer will mention the appropriate grant through which purchase has to be
made before sending the request to Hon’ble Vice-Chancellor. The Finance Officer may send the file
back to intender, if the appropriate grant is not available to intender or his Unit.
5.1 Purchase of goods without quotation (GFR-154)
Purchase of goods upto the value of `25,000/- (Rupees twenty five Thousand) only on each occasion
may be made without inviting quotations or bids on the basis of a certificate to be recorded by the
competent authority* in the following format.
“I, ___________________, am personally satisfied that these goods purchased are of the
requisite quality and specification and have been purchased from a reliable supplier at a reasonable
price.”
*Note: Competent authority for this Para means the HoD as mentioned in Note I of Para 4.1(i).
5.2 Purchase of goods by Central Purchase Committee
Purchase of goods costing above `25,000/- (Rupees Fifteen Thousand) only and up to
`2,50,000/- (Rupees One Lakh) only on each occasion may be made on the recommendations of the
CPC. The committee will survey the market to ascertain the reasonableness of rate, quality and
specifications and identify the appropriate supplier. Before recommending placement of the
purchase order, the members of the committee will jointly record a certificate as under.
“Certified that we the members of the CPC of ……………………., jointly and individually satisfied
that the goods recommended for purchase are of the requisite specification and quality, priced at the
prevailing market rate and the supplier recommended is reliable and competent to supply the goods
in question.”
Note: CPC, if considers convenient, may invite more than three quotations from authorized/registered
venders, for purchases up to `2,50,000/- also.
5.3 E-Publishing
i. It is mandatory to publish their tender enquiries, corrigenda thereon and details of bid awards
on the Central Public Procurement Portal (CPPP) of Government of India.
ii. The Specified items to be procured for “Confidential Work” relating to Examinations, Entrance
Tests & issue of Degrees where confidentiality is required may be exempted from the
mandatory e-publishing requirement subject to approval of Honorable Vice Chancellor.
iii. The above instructions apply to all Tender Enquiries, Requests for Proposals, Requests for
Expressions of Interest, Notice for pre Qualification/ Registration or any other notice inviting
bids or proposals in any form whether they are advertised, issued to limited number of parties
or to a single party.
iv. These instructions would not apply to procurements made in terms of provisions of Para 5.1
(Purchase of goods without quotations) and 5.2 (Purchase of goods by purchase committee) of
General Financial Rules.
5.4 E-Procurement

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 i. The University will prefer to receive all bids through e-procurement portals in respect of all
procurements. The university will use e-procurement solution developed by NIC till the
development of its own solution.
ii. The above is not applicable to the procurements made by University DGS&D Rate Contracts or
Government e-Market place (GeM)
iii. The Specified items to be procured for “Confidential Work” relating to Examinations, Entrance
Tests & issue of Degrees where confidentiality is required may be exempted from the
mandatory e-publishing requirement subject to approval of Honorable Vice Chancellor.
iv. These instructions would not apply to procurements made in terms of provisions of Para 5.1
(Purchase of goods without quotations) and 5.2 (Purchase of goods by purchase committee) of
General Financial Rules.
v. In case of tenders floated by Indian Missions Abroad, the Vice Chancellor may exempt such
case from e-procurement.
5.5 Limited Tender Enquiry (LTE)
i. This method may be adopted when estimated value of the goods to be procured is above
`2,50,000/- and up to `25,00,000/- Copies of the biding document (Form No. P&SD I & II) should be
sent directly by speed post/registered post/courier/e-mail to firms which are borne on the list of
registered suppliers for the goods in question as referred to above. The number of suppliers firms in
Limited Tender Enquiry should be more than three. Further, web based publicity should be given for
limited tenders. Efforts should be made to identify a higher number of approved suppliers to obtain
more responsive bids on competitive basis. Sufficient time should be given for submission of
quotations.
In all such cases, the invitation to bids must be sent to parties of comparable reputation and
market share. For instance, if the requirement is for the installation of air-conditioning system and
the intention is to get it done from major firms, such notices must be sent only to reputed national or
multinational firms and not to local manufactures/agencies. On the other hand, if the intention is to
encourage local manufactures/agencies, queries should be sent to local manufactures/agencies only
and not to major firms. This is necessary to ensure proper compression.
ii. Purchase through LTE may be adopted even where the estimated value of the procurement is more
that Rupees twenty five lakhs, in the following circumstances:
a. The competent authority certifies that the demand is urgent and any additional expenditure
involved by not procuring through advertised tender enquiry is justified in view of urgency.
He should also put on record the nature of the urgency and reasons why the procurement
could not be anticipated
b. There are sufficient reasons, to be recorded in writing by the competent authority,
indicating that it will not be in public interest to procure the goods through advertised
tender enquiry.
c. The sources of supply are definitely known and possibility of fresh source(s) beyond those
being tapped, is remote.
5.6 Advertise Tender Enquiry (ATE)
i. Subject to exceptions incorporated under Para 5.3(ii) above, invitation to tenders by
advertisement should be used for procurement of goods of estimated value `25,00,000/-
(Rupees Twenty Five lakh) and above.
Advertisement in such cases should be given on Central Public Procurement Portal (CPPP)
at www.eprocure.gov.in and on GeM. An organization having its own website should also
publish all its advertised tender enquiries on the website.

9
 ii. The University should also publish all its ATE on the website and provide a link with NIC
website. It should also have its website address in the advertisements in Indian Trade
Journal and Newspapers.
iii. The University should also host the complete bidding document in its website and permit
perspective bidders to make use of documents downloaded from the website by payment
of the amount specified, if priced.
iii. Where the university feels that the goods of the required quality, specifications etc., may
not be available in the country and it is necessary to also look for suitable competitive offers
from abroad, Copies of the tender notice may be send to the Indian Embassies abroad as
well as to the foreign embassies in India. The selection of the embassies will depend on the
possibility of availability of the required goods in such countries.
iv. Ordinarily, the minimum time to be allowed for submission of bids should be three weeks
from the date of publication of the tender notice or availability of the bidding document for
sale, whichever is later. Where the user unit also contemplates obtaining bids from abroad,
the minimum period should be kept as four weeks for both domestic and foreign bidders.
v. All the terms, conditions, stipulations and information to be incorporated in the bidding
document are to be shown in the following headings:
a. Instruction to Bidders.
b. Conditions of Contract.
c. Schedule of Requirements.
d. Specifications and allied Technical Details.
e. Price Schedule (to be utilized by the bidders for quoting their prices)
f. Contract Form.
g. Other Standard Forms, if any, to be utilized by the purchaser and the bidders.
Note: A model tender document is annexed.
5.7 Two bid system
For purchasing high value goods of a complex and technical nature, bids may be obtained in two
parts as under:
a. Technical bid consisting of all technical details along with commercial terms and conditions;
and
b. Financial bid indicating item-wise price for the items mentioned in the technical bid.
The technical bid and the financial bid should be sealed by the bidder in separate covers
duly super scribed and both these sealed covers are to be put in a bigger cover which should
also be sealed and duly super scribed. The technical bids are to be opened first and
evaluated by a competent committee/person authorized by the CPC for the purpose. At the
second stage financial bids of only the technically acceptable offers should be opened by the
CPC for further evaluation and ranking before awarding the contract.
c. Pre-Bid opening meeting may be arranged, if considers necessary.
Late Bids:
In case of advertised tender enquiry or limited tender enquiry, late bids (bids received after
specified date and time for receipt of bids) will not be considered.
5.8 Single Tender Enquiry:
Procurement from a single source may be resorted to in the following circumstances:
i. It is in knowledge of the user unit that only a particular firm is the manufacture of the
required goods.

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 ii. In a case of emergency, the required goods are necessarily to be purchased form a
particular source and the reason for such decision is to be recoded and approval of
competent authority obtained.
iii. For standardization of machinery or space parts to be compatible to the existing sets of
equipment (on the advice of a competent technical expert and approved by the competent
authority), the required items is to be purchased only from a selected firm.
5.9 Purchase of goods directly under DGSD rate contract/GeM:
The University may directly procure goods under rate contract from DGS&D OR Government
e-Market place (GeM) on-line with following conditions:
i. Up to Rs.50,000/- through any of the available suppliers on the GeM, meeting the requisite quality,
specification and delivery period.
ii. Above Rs.50,000/- and up to Rs.30,00,000/- through the GeM Seller having lowest price amongst the
available sellers, of at least three different manufacturers, on GeM, meeting the requisite quality,
specification and delivery period. The tools for online bidding and online reverse auction available on
GeM can be used by the Buyer if decided by the competent authority.
iii. Above Rs.30,00,000/- through the supplier having lowest price meeting the requisite quality,
specification and delivery period after mandatorily obtaining bids, using online bidding or reverse
auction tool provided on GeM.
iv. The invitation for the online e-bidding/reverse auction will be available to all the existing Sellers or
other Sellers registered on the portal and who have offered their goods/services under the particular
product/service category, as per terms and conditions of GeM.
v. The above mentioned monetary ceiling is applicable only for purchases made through GeM. For
purchases, if any, outside GeM, relevant Rules of Purchase Procedure 2017 shall apply.
vi. The user unit shall make its own arrangement for inspection and testing of such goods where
required.
5.10 Rate contract with Registered Vendors
i. A Rate Contract is an agreement between the purchaser and the suppliers for supply of
specific goods and allied services, if any, at specified price and terms and conditions during the
period covered by the Rate Contract.
Based on requirements identified by the CPC the University may enter into rate contract
arrangements for specified items from one or more sellers for a specified length of time. The
details of such arrangements shall be negotiated by the CPC. The recommendations of the
committee shall be approved by the Competent Authority before they are formally adopted.
The period for which the Rate contract is valid will be counted from the day the rate contract
is formally adopted.
ii. The period of currency shall normally be one year which may be extended for succeeding
years. The contract shall remain alive for supply of stores ordered during the currency of the
contract.
iii. Registration/Enlisting of Venders may be done through LTE /ATE method.
iv. Rate contract should be placed only on registered and or reputed manufacturers or their
authorized distributors who are capable of supplying the stores as required.
v. In addition to all the usual terms & conditions, the following clauses should be included in all
rate contracts:
a. Fall Clause: The price charged for the stores supplied under the rate contract should in
no event exceed the lowest price at which the party sells the stores of identical
description to any other person during the period of the contract.

11
 b. The stores shall be supplied within a period of fortnight for supplies against ex-stock
deliveries. In case the firm does not supplied the item within the stipulated time
schedule, the cancellation of the purchase order can be considered.
c. Parallel rate contracts for similar items can be placed at any time during the period of
rate contract with one or more parties.
d. The rate contract can be terminated at any time by giving one-month notice.
5.11 Maintenance Contract
Depending on the cost and nature of goods to be purchased, it may also be necessary to enter
into maintenance contract(s) for suitable period either with the supplier of the goods or with any
other competent firm, not necessarily the supplier of the subject goods. Such maintenance contracts
are especially needed for sophisticated and costly equipment and machinery. It may however be
kept in mind that the equipment or machinery is maintained free of charge by the supplier during its
warranty period or such other extended periods as the contract terms may provide and the paid
maintenance should commence only thereafter.
5.12 Imports:
i. Any Goods can be purchased from foreign suppliers subject to restrictions on imports as
imposed by the Government of India from time to time.
ii. Provision of exemption in customs duty must be availed.
iii. Import should normally be made directly from the principal manufacturers. In the event a
purchase is made through an Indian agent of the foreign company, proof that the Indian
agent is an authorized agent of the foreign company must be obtained and must be part of
the documents pertaining to the purchases. Any commission of the agency which may be
payable to the Indian agent can be paid only in Indian Rupees (unless there is a change in
Government of India rules which may necessitate payment in foreign currency).
iv. In a foreign company has opened an office in India then it can authorize any Indian agent to
deal with the University.
v. Request for quotation for items to be procured through import may be sent through email,
in addition to registered post/speed post/courier/fax.
vi. Payment for import shall normally be made through a letter of credit. However, payment
can also be made by a draft, subject to the restrictions placed by the Reserve Bank of India.
In such a case FDD towards 100% payment can be kept ready and released on receipt of the
goods in good working condition and after testing & acceptance. If the supplier desired a
photocopy of the FDD, it may be sent to him to enable him to ship the goods.
vii. Advance/part payment to a supplier shall be as per GFR rule 172. However,
PI/HoD/coordinator may take advance for incidental expenses.
viii. Term of shipment should be on FOB/CIF price of that country depending on the situation.
ix. The Indenter (user) will be responsible for placing orders, opening/amending extending
letters of credit, insurance, clearance and transportation of goods, processing for short
shipped/damaged goods.
x. Services of clearing/consolidation agents may be availed for foreign consignments arriving
by air/sea. Such clearing agents shall be hired on the basis of agreed terms or single
consignment basis; whichever may be advantageous to the University.
xi. Acknowledgement of receipt of the goods in good condition, or rejection report, must be
sent to P&SD, within three days, falling which it will not be possible to lodge the claim of
damage to the Insurance Company and it will be presumed that materials supplied are
accepted to the indenter.

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6. Stages of procurement
6.1. Annual Requirement Report (ARR)
i. Every unit of the university shall submit its ARR in the prescribed format (P&SD-III), to the P&SD,
latest by 20th January of each calendar year, projecting their requirement for the ensuing financial
year in respect of all the Commodities, mentioned at Para 2.1 above. This may help the P&SD to
frame its annual procurement programme.
ii. Similarly concerned units may submit their ARR (P&SD-IV) in respect of the services required during
the ensuing financial year.
iii. Departments which regularly consume Lab chemicals, Lab consumables and Lab Glassware and
offices using paper including computer paper &photocopy paper, stationary, office consumables,
printed form & stationary etc. shall submit their ARR with full details, as required for an Indent.
6.2. Indents
i. An indent shall have all the details relating to the goods or Services required, Justification
for such requirement, quantity required, estimated cost, source of procurement i.e. details
of manufacturer and Suppliers/Venders & budgetary provision. (P&SD-V)
iii. Administrative approval of the competent authority shall be obtained before Submitting the
Indent to P&SD.
iv. In case of proprietary items, the Indent shall accompany a “Proprietary Article Certificate” in
following format; duly signed by all the members of the UPC:
a. ……………………. is a proprietary item.
b. It is manufactured/marketed by M/s. ……………………
c. No other make or model is acceptable for following reasons:
……………………………………………………………….
……………………………………………………………….
……………………………………………………………….
Note: Certificate from the manufacture/vendor may also be attached along with above Certificate.
6.3. Processing of ARR/Indent by P&SD
i. P&SD shall examine each ARR and Commodity wise total requirement may be consolidated.
Commodities for which total requirement for the entire university is up to or less than
`2,50,0000/- P&SD shall intimate the concerned units to peruse the procurement of that
commodity through CPC as per Para 5.1 & 5.2.
ii. In respect of the commodities for which estimated annual requirement exceeds
`2,50,0000/- P&SD shall submit its proposal before the CPC, suggesting the made of
procurement as mentioned at Para 5.4 to 5.11 above.
iii. After obtaining recommendation of the CPC regarding genuineness of requirement & mode
of procurement, P&SD shall obtain administrative approval of the competent authority,
before initiating further procurement process.
iv. Similarly, Indents received by the P&SD shall be submitted before the CPC for vetting the
mode of procurement. P&SD shall also ascertain the stock position from the central stores
wherever applicable.
vi. As per recommendations of the CPC, P&SD shall initiate procurement procedure as detailed
in Para 5.3 to 5.10 above.

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6.4. Bid Security
i. To safeguard against a bidder’s withdrawing or altering its bid during the bid validity period
in the case of advertised or limited tender enquiry, Bid Security (also known as Earnest
Money) is to be obtained from the bidders. The bidders should be asked to furnish bid
security along with their bids. Amount of bid security should ordinarily range between two
percent of five percent of the estimated value of the goods to be procured. The exact
amount of bid security should be determined accordingly and indicated in the bidding
documents. The bid security may be accepted in the form of Account Payee Demand Draft,
Fixed Deposit Receipt, Banker’s Cheque or Bank Guarantee from any of the commercial
banks in an acceptable form (P&SD-VII), safeguarding the purchaser’s interest in all respects.
The bid security is normally to remain valid for a period of forty-five days beyond the final
bid validity period.
ii. Bid securities of the unsuccessful bidders should be returned to them at the earliest after
expiry of the final bid validity and latest on or before the 30th day after the award of the
contract.
6.5. Performance Security
i. To ensure due performance of the contract, Performance Security is to be obtained from
the successful bidder awarded the contract. Performance Security is to be obtained from
every successful bidder irrespective of its registration status etc. Performance Security
should be for an amount of five to ten per cent of the value of the contract. Performance
Security may be furnished in the form of an Account payee Demand Draft, Fixed Deposit
Receipt from a Commercial bank, Bank Guarantee from a Commercial bank in an acceptable
form (P&SD-VIII) safeguarding the purchaser’s interest in all respects.
ii. Performance Security should remain valid for a period of sixty days beyond the date of
completion of all contractual obligations of the supplier including warranty obligations.
iii. Bid security should be refunded to the successful bidder on receipt of Performance Security.
6.6. Opening of Quotations/Tenders
i. Quotation must be opened in the presence of CPC. All quotations/tenders must be signed by
all members of the committee (along with date). Signatures are necessary on the covering
envelop, financial part of the bid and the part which contains the terms and conditions.
Negotiations may be done only with L-1 bidder, if required, on the approval of competent
Authority.
ii. In all purchases with multiple quotations, the report of the CPC should include the following:
a. A comparative statement of all dealers/sellers indicating all taxes, freight,
forwarding etc. up to the point of delivery (i.e. the total cost of the purchase).
b. The dealers from who purchases are recommended (L1 vendor).
c. In the event purchase is recommended not on the basis of lowest quotation, the
reason thereof shall be explicitly stated.
d. Any other relevant information.
iii. All the purchases exceeding `50,000/= must be pre-audited by the Internal Audit. This will
be applicable for purchases through CPC.
6.7. Purchase Sanction
I. As provided in preceding paragraphs, all the indents received in P&SD must accompany
administrative approval of the competent authority for procurement of the indented goods
or Services.
II. Similarly, it is provided that in case of ARR, the P&SD shall consolidate the requirement and
obtain administrative approval before initiating procurement procedure.

14
 III. After rates are finalized by the CPC, the P&SD shall submit the recommendation of CPC to
the Competent Authority, along with relevant documents, for approval of rates, venders &
also for financial sanction for the one time purchase.
IV. In case of rate contract, however, only approval of rate (including rate of allowable discount,
if any, and vender (including brand & manufacturer, if any) may be obtained. In such a case,
Indents received subsequently shall also accompany the financial sanction of the competent
authority.
6.8. Purchase Order & receipt of goods
i. All purchases, expect as mentioned at para 5.1 & 5.2, shall be made through a purchase
order P&SD IV placed on the seller by the P & SD, who shall be responsible for receipt of
goods and the subsequent dispatch of the receipted goods to the user unit.
ii. In Case of bulk supplies and for costly items competent authority, on the recommendation
of the CPC, may appoint a Committee to inspect that the goods supplied by the vendor are
as per specifications given in the tender.
iii. User unit must acknowledge the receipt of goods in good condition and as per specification
and acceptable, within 7 days of its receipt to the P & SD.
iv. Normally delivery of items purchased shall be done at the Central Stores. However, CPC may
ask the suppliers to deliver the items directly to the user unit in which case that unit shall be
responsible to inform the P&SD about such delivery, within seven days of receipt of the
items.
v. In the event of any shortage/damage/wrong supply, prompt action will be initiated by CPC
to rectify the same. In case the supplier fails to rectify it in a reasonable time, the matter
shall be referred to the legal cell to recover the full cost paid. CPC shall lodge Insurance
claims, and pursue them vigorously to realize the sum insured.
vi. Once the purchase has materialized satisfactorily, the items must be entered in the
appropriate stock register of the Central Stores and also that of the unit/project and in the
Asset Register of the university, where ever relevant.
vii. The payment order, signing of bills, signing of cheques for the processing of payments and
adjustment shall be in accordance with the university rules.
viii. Any increase in the price of item(s) ordered which is directly an entirely attributable to fresh
imposition or increase in Government levies and taxes may be allowed subject to furnishing
of sufficient valid written proof by the supplier.
ix. The Vice Chancellor may at his discretion permit deviations from any of the above provision
if he is satisfied that such deviations will be in the interest of the University and that the
insistence on the above provisions can cause inconvenience and delay.
x. All purchases/Rate Contract Arrangements will be audited by the Internal Audit (IA) of the
university except in the following circumstances for administrative approval:
a. Individual purchases done as per an existing Rate Contract arrangement,
b. A repeat order if there is no change in price.
xi. The rates should preferably be quoted both in words and figures. All cuttings, overwriting
should be duly initialed failing which the quotation/tender/bid shall be liable to be rejected.
6.9. Terms of Payment
i. The normal mode of payment is 100% on bill basis after receipt and acceptance of material
in good condition and In case of equipments & gadgets after its satisfactory installation and
commissioning.
ii. Ordinarily, payments for services rendered or supplies made should be released only after
the services have been rendered or supplies made. However, it may become necessary to
make advance payments in the following types of cases:

15
 a. Advance payment demanded by firms holding maintenance contracts for servicing
of Air-conditioners, computers, other costly equipment, etc.
b. Advance payment demanded by firms against fabrication contracts, turn-key
contracts etc.
c. Such advance payments should not exceed the following limits:
1. Thirty percent, of the contract value to private firms.
2. Forty percent, of the contract value to a State or Central Government
agency or a Public Sector Undertaking; or
3. In case of maintenance contract, the amount should not exceed the
amount payable for six months under the contract.
iii. While making any advance payment as above, adequate safeguards in the form of bank
guarantees in P&SO-IX etc. should be obtained from the firm.
iv. Depending on the terms of delivery incorporated in a contract, part payment to the supplier
may be released after it dispatches the goods from its premises in terms of the contract.
v. Advance payment may, however, be allowed in other cases also, only if absolutely
necessary, up to an amount not exceeding 90% of the price against bank guarantee of entire
value of tender, subject to approval of the Finance Officer and Vice Chancellor.
7. Purchase of Books, Publications, Periodicals & Journals for Library
7.1. Book & Journals Purchase Committee
There shall be a Committee for Purchase of Books, publications, periodicals & journals etc.
consisting of Dean Research as Chairman, Concerned Dean Faculty, Concerned HoD, Coordinators
and Finance Officer or his nominee as members and the Librarian as Member Secretary.
Committee shall consider the purchase of Books, Journals etc. as per list of books & journals received
from various Teaching Departments or purchase.
In the case of Constituent colleges, there shall be a Committee for Purchase of Books,
publications, periodicals & journals etc. consisting of the Principal as Chairman, Librarian of Central
Library of AU, two faculty Members nominated by the Principal and Finance Officer or his nominee
as members and the College Librarian / Incharge, Library as Member Secretary. Committee shall
consider the purchase of Books, Journals etc. as per list of books & journals received from various
Teaching Departments or purchase.
7.2. Good Offices Committee (GOC)
Purchases shall be made as per terms and conditions prescribed by the GOOD OFFICES COMMITTEE (GOC), a
voluntary organization, recognized by the Government of India to: (i). establish uniform terms for supply of books and
journals to libraries, (ii). to ensure a fair working margin to booksellers and (iii). to provide an efficient service to the
libraries. The terms of supply for Books and journals etc. as recommended by the GOC are given, with suitable
amendments, in Paras 7.3. & 7.4. below:
7.3. Terms of supply: Books
i. The price of book/ document will be as fixed by the publishers.
ii. The order shall remain valid for a period of eight weeks for foreign publication(s) and four
weeks for Indian publications. The supply period may be extended by the Librarian in genuine
cases; otherwise the order shall stand cancelled.
iii. The supplier shall append the following declaration on the bills:
a) Only latest editions/ reprints have been supplied and these are not remainder titles/ damaged
books with missing pages.
b) The prices have been correctly charged in accordance with the Publisher’s/ Importer’s/
Distributor’s Invoices without any handling/ postage charges.
c) The supplier must provide the Income Tax Permanent Account No. (PAN).
iv. The minimum discount accepted by the Library System of University of Allahabad will be-

16
 SN Type of Publication Minimum discount
01 Books/ Multi volume set of all categories except
Government publications with price upto Rs. 25000/- 15%
02 Books/ Multi volume set of all categories except
Government publications with price exceeding Rs. 25000/- 20%
03 Government Publications* 10%
(*There shall be no discount on such Government publications on which the
supplier(s) do not get any discount, on production of documentary evidence)

v. Foreign publication, if available at special Indian/ Asian price, must be supplied at Indian Price.
vi. Foreign Book(s) published/ reprinted more than three years ago shall not be supplied to the
Library in the subjects of Science.
vii. Conversion rate of foreign publications would be calculated as per Bank conversion rate on the
date of billing/ GOC Conversion rate, whichever is less.
viii. No postage/ freight charges will be paid.
ix. Only paperback editions should be supplied, except in the case where the book is published
only in hardbound.
x. Invoice in triplicate shall be submitted in the name of The Librarian, University of Allahabad or
Indenter i.e., HoD; Director; Coordinator and the Principal, as the case may be, mentioning the
order no. and date, giving ISBN, author, title, edition, name of publishers, year of publication
and price.
xi. Price quoted in invoice for all publications should be supported by purchase invoice along with
Publisher’s price proof.
xii. Price shown on Internet or website of the Publishers/ Suppliers shall not be accepted by the
Library as support of price verification.
xiii. In case of foreign publication, price in the currency of the country of publication may be
mentioned.
xiv. If a book supplied is a defective one, it will be returned even after books have been stamped
by the Library, at the cost of supplier(s).
xv. Any firm found having cheated the Library by supplying old, remaindered and damaged books
or having charged more than the actual publisher’s price, shall be punished by blacklisting and
EMD shall be forfeited.
xvi. In case of unsupplied book(s), a certificate of non-availability of that book(s) in the market
from Publisher/ distributor/ stockist of the publisher should be produced to the Library.
xvii. The University reserves the rights to change any or all of the above terms and conditions.
xviii. Disputes are subject to jurisdiction of Allahabad Court only.
xix. Books be subscribed from empanelled suppliers of the University only.
7.4. Terms of supply: Journals
i. The Subscription Agent(s) will acquire the Journals by AIR MAIL and supply them to us by
Registered post at regular intervals, preferably every week, at no additional cost to us for
air lifting/ air mail.
ii. Conversion rates as per Bank Exchange rates/ latest GOC circular (whichever is less).
iii. No Discount.
iv. The subscription Agent(s) will remit the full subscription to the publisher on behalf of the
University of Allahabad before submitting bills of Journals for advance payment and will
submit documentary evidence for such remittance and supply orders.
v. Full advance payment shall be made against all the bills of Journals. Bills should
accompany the Price-proof of Journals.
vi. The subscription Agent(s) shall submit bank guarantee equivalent to ten percent of the
amount of advance for two years along with the bills of Journals.
vii. Before allowing advance payment, there shall be an agreement between the University
and the subscription Agent(s) with provisions to ensure timely supply of Journals. There
shall be a penalty clause to pay back @ 1.25 times of the subscription of missing Journals.
viii. Claims for missing issues of Journals shall be made within 90 days of the publication of
issue, in case it is supplied directly by the publisher. In case of delivery by Subscription
Agent(s) the supply will be reviewed every quarter by the Library and the Agent(s).

17
 ix. Claims for missing issues of Journals should be settled within two years from the date of
payment.
x. Order must be processed immediately without delay. Advance payment must be made by
the Subscription Agent(s) to the publisher on behalf of University of Allahabad or College,
as the case may be, (as Subscriber) and invoice/ bill of subscription amount should be
submitted for payment along with the remittance proof, publisher’s price-proof and order
placed to publishers. The University shall pay the invoice/ bill within two months from the
date of receipt of the invoice/ bill.
xi. Supplementary bills shall not be submitted, except when subscription rate is changed by
the publisher and revised rate is paid by the supplier. Such a revised rate shall be paid by
the University on production of documentary evidence.
xii. No handling/ service charges will be paid even if there is no agency discount or short
discount allowed to the Subscription Agent(s) from the publisher.
xiii. If there is any discrepancy or inability to process our orders on time, the same should be
intimated immediately to this office.
xiv. If the publication of the Journal is behind the schedule, the same should be informed
accordingly along with the expected date of availability.
xv. The Subscription Agent(s) should ask the publisher of the journal to provide the online
access of the journals which are subscribed in print with online by the university or are
free with print subscription.
xvi. The Subscription Agent(s) should provide the URL of the Journals which are subscribed
print with online by the university or are free with print subscription on the University IP
ranges.
xvii. The Subscription Agent(s) would send a signed agreement on a non-judicial stamp paper
of Rs 100/- mentioning all the above terms and conditions in it.
xviii. The Subscription Agent(s) should submit the invoice in triplicate in the name of
Librarian, Central Library, University of Allahabad or Indenter i.e., HoD ; Director ;
Coordinator and the Principal, as the case may be, for the Journals of each subject
separately along with price-proof for the same.
xix. Journals be subscribed from empanelled suppliers of the University only.
7.5 Any amendment in Purchase Procedure-2017 shall be made only after the approval of Finance
Committee and Executive Council.

Note: In case of dispute, any contradiction in Purchase Procedure-2017 and GFR-2017, the provisions of
GFR-2017 will prevail.

18
 (Model Tender Document)

UNIVERSITY OF ALLAHABAD
(A Central University)

TENDER NOTICE No. :

Advertised Tender Enquiry (ATE)

Sealed tenders are invited from reputed manufactures or authorized dealers for supply of
……………………….. for class room & hostels of the University. Estimated cost of the goods is Rs……………
(Rs….......................only).

The tender document consists of two parts:

Part A:

Technical Bid with terms and conditions

Part B: Financial Bid

Detailed specifications and term and conditions are given in Annexure – I. to V

Bidders may submit the tender document in two separate sealed envelopes super scribed
“Technical Bid “and Financial Bid” respectively. The two sealed envelopes should reach the office of the Dean
Students Welfare on or before …………… up to …………… p.m. Technical Bid should accompany a D.D. amounting
to Rs …………./- (non-refundable) as cost of the document payable to the Finance Officer, University of Allahabad,
and also a D.D. of Rs. ………….. as Earnest Money Deposit (E.M.D.) payable to the Finance Officer, University of
Allahabad. E.M.D. will be refunded to the unsuccessful bidders within 10 days of finalization of the tender. In
case of successful bidders E.M.D. may be adjusted against Security Deposit without E.M.D. the technical-bid will
not be considered.

Envelopes containing Technical Bid will be opened on …………….. at ……….. p.m. Only two
representatives of the desired bidders may participate at the time of opening of Technical Bid.

Financial Bid of the technically qualified bidders may be opened on the same date or on a date to
be intimated after the finalization of the technical bid.

19
 Annexure – I

Proforma for submitting the Technical Bid

1. Name of the Bidder :

2. Postal Address :
3. Address of the factory Site :
(if original manufacturer)
4. Telephone/Mobile No. :
5. Owner/Authorized representative’s name, :
address and phone number
6. Year from which the bidder is in this business :
(Must have at least five years experience)
7. Turnover during last three years:
i. Financial Year ……..-………. :
ii) Financial Year ……..-……… :
iii) Financial Year ……..-……… :
(Documentary evidence must be attached)
8. PAN Number :
9. TAN Number :
10. CST Number :
11. Sales Tax Number :
12. Service Tax Number :
13. Whether ISO certified (please give number) :
14. Whether DGS&D registered :
(submit documentary evidence)
15. Whether Registered with the University in past :
(Give Details)
16. List of Government organizations to whom supplies
worth Rs.10 lakh and more have been successfully
made during last three years with certificates issued
by the competent authority.

17. Name of the issuing Bank along with No. & Date :
of the D.D. of Rs. ……………../- as cost of tender document
attached.
18. Name of the issuing Bank along with No. & Date :
of the D.D. of Rs. …….. ……. as E.M.D. attached.
19. Whether the bidder has been black-listed by any
Government Organization.
20. GST NO. :

Declaration

I ________________________________________, hereby, certify that information given above are true to

the best of my knowledge, and in any case/time, it is found to be incorrect, I will be debarred by the University.

Dated :

Signature of the bidder

20
 Annexure – II
(Forming part of the technical bid)

Specification of the goods

S.No. Description of the Items Requirement (in

Units)
1.

2.

3.

4.

5.

Note : Quantity is subject to change.

Signature of the bidder

21
 Annexure – III
(Forming part of the technical bid)

Technical Terms and Conditions of the Tender

1. The bidders should give full details of being the manufacturer or sole distributor or reseller of the items
with documentary evidence/authorization letter.
2. The bidders should have at least five years experience in the field.
3. Annual turnover for the preceding financial year should not be less than Rs. …………………………..
4. Company’s/Firm’s profile, legal registrations and income tax clearance certificate should be submitted
with the tender documents.
5. The bidders must not have a criminal record.
6. Certificates/documents showing the satisfactory performance of the orders and after sale service
status.
7. Along with tender documents, list of major clients with value of orders and actual date of completion
may also be submitted. This is specifically be mentioned that how many single orders of more than Rs.
10 lakh have been completed satisfactorily.
8. Bidders will affix monogram of the firm on each item of the furniture at the time of supply.

Signature of the bidder

22
 Annexure – IV
(Forming part of the technical bid)

General Terms and Conditions of the Tender

1. The tender is to be submitted in two part viz. “Technical Bid” and “Financial Bid” in two separate sealed envelopes
in the prescribed tender proforma separately. The financial bid will be opened only after acceptance of “Technical
Bid”.
2. Based on the evaluation of the technical bid submitted by the bidder, the Committee would shortlist them. The
shortlisted bidders may be asked to make a presentation after opening of the technical bid before the committee.
3. All the items in the tender document are independent and will be considered separately. A bidder may quote for
one or all the items. Detailed specifications, catalogue/literature of all the items quoted should be supplied with
the technical bid.
4. All items should be with onsite comprehensive warranty for minimum period of three years.
5. Goods found not to be as per specification will be required to be replaced at the cost of the bidder.
6. The supply period shall commence from the date of issue of confirm supply order and completion period may be
strictly 30 days.
7. Samples of furniture are to be shown/submitted at the time of final discussion/negotiation by shortlisted firms.
8. If the specification will not be found as per given specification, consignment may be refused at the discretion of the
University.
9. For the delayed supplies, liquidated damages @ 0.5% on entire cost of the order will be levied to the maximum of
10%. Incomplete or defective supply shall be viewed seriously and E.M.D. shall be forbided for liquidated damages
of the University.
10. The unit rates should be quoted inclusive of all taxes, duties, levies, freight, insurance, loading and unloading
charges etc.
11. Rates should be quoted F.O.R. destination at the unit of the University as mentioned in the supply order.
12. Payment will be made on receipt and acceptance of the goods.
13. Income Tax and other statutory deductions will be made as per rules.
14. Security deposit will be deducted @ 5% to 10% of the bill amount after adjusting the E.M.D. against it.
15. The quantities included in the tender can be increased or decreased at the discretion of the University.
16. Rates approved will remain valid for one year, except due to change in the rate of statutory taxes, duties and other
Government levies.
17. The blacklisted firms/companies at any stage need not to apply.
18. The lowest rate will not be claimed as claim of taking the order.
19. Purchase Officer, Purchase & Stores Department, University of Allahabad reserves the right to reject or accept any
tender without assigning any reason.
20. Purchase Officer, Purchase & Stores Department, University of Allahabad reserves the right to alter/modify any or
all conditions of this tender document.
21. Each bidder should clearly specify that the bidder agrees to abide by the conditions of this tender document on
their printed letter head indicating thereon Sales Tax Registration, FAX, Email, Telephone No. etc.
22. All pages of the tender document are to be signed and stamped by the bidder.
23. All disputes are subject to Jurisdiction of Allahabad only.

Certified that I/We agree to the contents of terms and conditions of the tender.

Signature of the bidder

23
 Annexure – V

Proforma for submitting the Financial Bid

Rates per Unit

Inclusive of all
Quantity
Sl. taxes, duties, levies,
Specifications Required in
No. freight, insurance,
Units
loading & unloading
charges. (Rs.)

1.

2.

3.

4.

5.

Signature of the bidder

24
 Form No. : P & SD - I
UNIVERSITY OF ALLAHABAD
Limited Tender Enquiry (LTE)
No. : Dated:
Dear Sir/s,

We intend to purchase following materials/items for ……………….. Kindly arrange to send your
QUOTATION giving lowest rates per unit alongwith terms and conditions in Sealed Cover addressed to
Purchase Officer, Purchase & Stores Department, University of Allahabad, Allahabad so as to reach this office on or
before ………………

THE WORD “QUOTATION”, OUR REFERENCE NUMBER AND DATE SHOULD BE MENTIONED ON THE COVER IN
BOLD LETTERS.

Sl. Rate per

Description of the Goods Quantity Required Total Cost
No. Unit
1.
2.

1. While submitting the quotation following should invariably be mentioned:

a) Name of the manufacturer of the item quoted alongwith brand name, if any.
b) Details of specification.
c) Lowest rate (F.O.R. destination).
d) Discount, if any.
e) Sales Tax /VAT at concessional rates as applicable to the Educational Institutions.
f) Period of validity – (minimum six months).
g) Firm delivery time from the date of receipt of confirmed order, condition of supply and terms of
payment.
2. If you are manufacturer of the items or if you have proprietary distribution/sales authorization, please
mention it in the quotation.
3. For items of equipment nature, the Instruction Manual, Diagram of the circuit drawing must be supplied
along with supply without which the delivery shall be incomplete.
4. Please fill in and return the Suppliers Profile Form.
5. Terms & Conditions as applicable are attached.

N.B.
1. Under no circumstances, unsealed quotation will be entertained in the office.
2. Quotations received after the due date shall not be considered.

Purchase Officer
Purchase & Stores Departments

25
 Terms & Conditions

1. Quotation received after due date and time shall be summarily ignored.
2. Unsolicited / conditional / unsigned tenders shall not be considered.
3. Complete specification with model and manufacturer name and address should be given while quoting.
Literature / Pamphlets should also be enclosed wherever applicable.
4. Rates must clearly indicate all taxes and discounts offered, if any.
5. No price negotiation will be entertained in normal course of action.
6. In case the products are available on DGS&D rate contract, may quote DGS&D rate contract rates
enclosing a copy of the rate Contract.
7. Delivery shall be given in 30 days of receipt of purchase order at the University Campus. The offered
delivery period shall have to be strictly adhered to, in case an order is placed.
8. IT, TT would be recovered as per rules. Kindly furnish your CST, UPTT and TIN Number in your quotation
for our records.
9. Payment shall be made on delivery and satisfactory installation of the equipment.
10. After sale & service will be provided free of cost up to warranty period. Charges after warranty period
may be quoted.
11. Tender conditions, if any, or otherwise sent with the tender shall not be binding on us.
12. The acceptance of the quotation will rest with the competent authority of Allahabad University, who
does not bind himself to accept the lowest quotation and reserves the right to himself to reject, or
partially accept any or all the quotation & received without assigning any reasons.
13. All the above instructions and our standard terms and conditions must be complied with, failing which
your offer may be liable for rejection.
14. All suits shall be in the courts of Allahabad Jurisdiction only.
15. Terms & conditions of purchase as per University rules shall be applicable.
16. Tender should be addressed to the Purchase Officer, Purchase & Stores Department, University of
Allahabad, Allahabad.
17. Vendor should have annual turnover of Rs. …….. lakh in supply related goods during last three years.
18. Vendor must enclose an authorization certificate of the company with tender document.
19. Successful bidder shall furnish an unconditional PBG / SD valid till 60 days after the warranty period
from any nationalized / scheduled bank for 10% of the total amount.
20. Liquidated damages (LD) rate for delay in delivery is 0.5% per week & max. 5% of the total amount.

26
 Form No. : P & SD - II

UNIVERSITY OF ALLAHABAD
Supplier Profile Form
1. Firm’s Name : _______________________________________
2. Owner’s Name : _______________________________________
3. Full Postal Address : 1. _____________________________________
_____________________ PIN ____________
2. _____________________________________
_____________________ PIN ____________
4. E-mail address : ________________________________________
5. Website address : ________________________________________
6. Contact Person’s Name : ________________________________________
7. Contact No. : Phone No. : Mobile No.:
Fax No.: City: State:
8. Sale Tax Registration No. : UPTT No.: ____________ CST No.: _________
(Enclose Xerox copy) TIN ____________
9. PAN : _____________________
(Enclose Xerox copy)
10. Shop Act Registration No : _____________________
(Enclose Xerox copy)
11. Excise Registration No. : ______________________
(Enclose Xerox copy)
12. Bank Account No: ______________________ (Statement of last
twelve months should be enclosed)
13. Manufacturer or Supplier : __________________________
(In case of supplier please enclose authorization from Principal)
14. List of the organizations to whom the materials have been supplied
15. Item(s) name, you want to supply : (Major category) _______________________
Item wise rate list, with available discount (if any), is attached.

Note : Supplier must print CST/GST NO./UPTT/TIN No. on their Letter Head / Bill / Quotations.

Signature with Seal

27
 Form No. P&SD-III

UNIVERSITY OF ALLAHABD

ANNUAL REQUIREMENT REPORT FOR THE YEAR …………….FOR GOODS

NAME OF THE UNIT …………………………………………………….

Sl.No. Description of the Quantity Estimated cost Name & Address

Goods Required (Item wise) including taxes Rs. of the Prospective
Vendors

Note:
1. Separate seats may be attached wherever required.
2. Full justification for the requirement may be given
3. In respect of consumables it may be certified that the requirement have been estimated on the basis of
consumption during last financial year and that of this financial year upto the month of December.

Signature of the HoD*.

*HoD as mentioned above, means Head of a teaching department of the University, Director of an Institute,
Project Coordinator for project purchases, Principal of a College, In-charge of a Center, Head of an office of the
university, Librarian for Central Library, DSW in case of Hostels, University Engineer in case of a purchases relating
to Electrical Goods, Electrical Gadgets, Sanitary and Plumbing items, Controller of Examination for purchases
relating to his department including Hiring of Vehicles, Coordinators of the Entrance Test Committees for related
purchases, Proctor for Security Services, SMO of the University Dispensary for Medicines etc., In charge Computer
Center for purchase of Computer, Software and Networking etc. and Registrar for office equipment, office
consumable and for various services.

28
 Form No. P&SD - IV

UNIVERSITY OF ALLAHABD

ANNUAL REQUIREMENT REPORT FOR THE YEAR …………….FOR SERVICES

NAME OF THE UNIT …………………………………………………….

Sl.No. Description of the Requirement Estimated cost Name & Address

Services Required including taxes if of the Prospective
any (Rs.) Vendors

Note:

1. Separate seats may be attached wherever required.

2. Full justification for the requirement may be given.

Signature of the Chairman and Members of UPC.

29
 Form No. : P & SD - V

UNIVERSITY OF ALLAHABAD
Form of Indent
To,
Purchase Officer
Purchase & Store Department,
University of Allahabad,
Allahabad.
Name of the Indenting Unit : _________________________________
(All of the columns are required to filled)
Details of Required Items:
Complete Description of
Stock Held on
Items Use separate Sheet, if Approx
Date Quantity Approx Total
S. N. Required (Do not mention Purpose Units Price
(Wherever Required Cost (`)
make and model unless it is a (`)
applicable)
proprietary item)

Total Cost (in Rs.):

Budget Details:
S. N. Unit Name/Project No. Budget Head Amount Sanctioned Amount Spent Amount Available

Suggested Suppliers, if any:

S. No. Name Address

Certified that Allocation exists for the above Amount Administrative Approval Granted

Finance Officer/HoD Vice Chancellor

Whether items are available in Central Stores: Y/N

In-charge Stores

30
 Form No. : P & SD - VI

UNIVERSITY OF ALLAHABAD
( Purchase Order )
No. :
Dated :
M/s. ____________________________
________________________________
________________________________
________________________________

Sub : Supply of ………………………… for ………………………………………

Ref. : ATE/LTE No. ………………… dated …………….

Your tender for supply of ………. for University ……………… has been accepted by the University.
Please arrange to supply following items of …………………….. to the Central Stores of the University:

Sl. Rate per Unit Total Amount

Item Quantity
No. ( Rs.) (Rs.)

Terms & Conditions :-

1. Supply is to be made within 30 days of receipt of this letter.
2. Goods are to be supplied as per specifications mentioned in the ATE/LTE.
3. Goods found not to be as per the specifications will be required to be replaced at the cost of the
vendor.
4. Rates include all taxes, duties, freight, insurance and transportation including loading / unloading
charges up to the destination.
5. Income Tax and other taxes will be deducted from the bill as per rules.
6. Security deposit @ …. of the bill amount will be adjusted from your EMD and amount in excess of EMD, if
any, will be deducted from the bill before making payment. This amount will be retained till warranty
period.
7. Warranty period for the supplied goods will be ………. years.
8. The Vendor will fix their respective monogram on the ………... they will supply (for manufacturers only).
9. In case supplies are not made within the stipulated period and time is not extended (considering the
circumstances beyond control of the vender etc.), penalty @ 0.5% of the value of supply order will be
imposed for each day/week of delay and the amount will be deducted from the bill.

PURCHASE OFFICER
(PURCHASE & STORES DEPTT.)

31
 Form No. : P & SD/VII

BID SECURITY FORM

Whereas ………………….(hereinafter called “the Bidder”) has submitted its bid dated ………………….. (date of
submission of bid) for the supply of
……………………… (name and/or description of the goods) (here in after called “the Bid”).

KNOW ALL PEOPLE by these presents that WE ………….. (name of bank) of …………. (name of country), having
our registered office at …………. (address of bank) (here in after called “the Bank”), are bound unto ……………. (name
of Purchaser) (here in after called “the Purchaser”) in the sum of …………………. For which payment well and truly to
be made to the said Purchaser, the Bank binds itself, its successors, and assigns by these presents.
Sealed with the Common Seal of the said Bank this ……….. day of ………..

THE CONDITIONS of this obligation are:

1. If the Bidder withdraws its Bid during the period of bid validity specified by the Bidder on the Bid Form; or
2. If the Bidder, having been notified of the acceptance of its bid by the Purchaser during the period of bid
validity:

a) fails or refuses to execute the Contract Form if required; or

b) fails or refuses to furnish the performance security, in accordance with the Instruction to Bidders.

We undertake to pay the Purchaser up to the above amount upon receipt of its first written demand,
without the Purchaser having to substantiate its demand, provided that in its demand the Purchaser will note that
the amount claimed by it is due to it, owing to the occurrence of one or both of the two conditions, specifying the
occurred condition or conditions.

This guarantee shall remain in force upto and including forty five (45) days after the period of the bid
validity, and any demand in respect thereof should reach the Bank not later than the above date.

……………………………………
(Signature with Seal of the Bank)
Date : _____________
Address: ___________________
_______________________________________
(Name & Address of Bidder)

32
 Form No. : P & SD - VIII

PERFORMANCE SECURITY FORM

To : ______________________________ (Name of Purchaser)

WHEREAS ____________________________________ (Name of Supplier) hereinafter called “the Supplier” has

undertaken, in pursuance of Contract No………. dated ……….. to supply …………………………………………………………………..
(Description of Goods and Services).

AND WHREAS it has been stipulated by you in the said order that the Supplier shall furnish you with a Bank
Guarantee by a recognized bank for the sum specified therein as security for compliance with the Supplier’s
performance obligations in accordance with the order.

AND WHEREAS we have agreed to give the Supplier a Guarantee:

THEREFORE WE hereby affirm that we are Guarantors and responsible to you, on behalf of the Supplier, up to a
total of ……………………………………. (Amount of the Guarantee in Words and Figures) and we undertake to pay you,
upon your first written demand declaring the Supplier to be in default under the order and without cavil or
argument, any sum or sums within the limit of ………………………. (Amount of Guarantee) as aforesaid, without your
needing to prove or to show grounds or reasons for your demand or the sum specified therein.

This guarantee is valid until the …… day of ……….

Signature and Seal of Guarantors (Bank)

………………………………….
………………………………….
………………………………….
Date ……………..
Address …………………………
…………………………………..
…………………………………..

All correspondence with reference to this guarantee shall be made at the following address:
____________________________________________________________________________________________
___________________________________________
(Name & address of the Bidder)

33
 Form No. : P & SD - IX

BANK GUARANTEE FORM FOR ADVANCE PAYMENT

To: _________________________________________ (Name of Purchaser)

_________________________________________ (Address of Purchaser)
_________________________________________ (Name of Contract)

Gentlemen,
In accordance with the provisions of the Purchase Order No. ………………. dated …………….. M/s.
…………………………………………………….. (Name and address of Supplier) (here in after called “the supplier”) shall deposit
with (name of purchaser) a bank guarantee to guarantee his proper and faithful performance under the said Clause
of the Contract in an amount of (amount of guarantee * ……………………………… in words).

We, the …………………………………………… (bank or financial institution), as instructed by the Supplier, agree
unconditionally and irrevocably to guarantee (name of Purchaser) on his first demand without whatsoever right of
objection on our part and without his first claim to the Supplier, in the amount not exceeding

_______________________________________ (amount of guarantee)*

(in words).

We further agree that no change or addition to or other modification of the terms of the Contract to be
performed there under or of any of the Contract documents which may be made between ………………………….. (Name
of Purchaser) and the Supplier, shall in any way release us from any liability under this guarantee, and we hereby
waive notice of any such change, addition or modification.

This guarantee shall remain valid and in full effect from the date of the advance payment received by the
Supplier under the contract until

Yours truly,

Signature and seal :

Name of Bank/ :
Financial Institution :
Address :
Date :

* Amount is to be inserted by the bank or financial institution representing the amount of the Advance
Payment

34