Procurement Procedure
IIT Delhi, being a Govt. Institute, follows the Govt. Of India guidelines related to procurement of Goods and Services as incorporated in the General Financial Rules (GFR). These rules are designed to not only protect public funds from unfair usage but to demonstrate fair usage to the public. All common-use goods (computers, printers, furniture, etc.) and services must be procured through Government e-Marketplace (GeM). Only those who are officially registered as buyers on GeM may make the purchase.
Due diligence is required to ensure that items available on GeM are indeed procured through GeM. Items not available on GeM may be procured through an open tender process.
Inventory
All non-consumable equipment is recorded in the institute’s inventory database as a part of the purchase completion and vendor payment process. You will get to know the NC-form, which you will sign after the item is delivered. (There is a separate C-form for consumable items.)
The inventory database records an individual staff member (including faculty members) as responsible for that item. (You can view your inventory in ERP.) Your items remain in your inventory whether they remain functional or not. You will later have to follow the “write off” procedure to return old items to the store and have them deleted from your inventory. It is advisable to have old non-functional items written off, because such items take up space and could also be lost. Other than accounting for inventory on a regular basis, a faculty member must transfer all items recorded under their name to another staff member before superannuating and leaving IIT Delhi.
The SPS website has more detailed information on purchasing. visit: https://sps.iitd.ac.in/
Delegation of Financial and Administrative Powers to various Officers of the Institute: (related to Procurement)
| Nature of Delegation | Powers Delegated To | Process | Extent of Power Delegated |
|---|---|---|---|
| Financial | |||
| Cash Purchase above Rs. 5000/- has been discontinued | PI/Individual Faculty/Group A officer | Without Quotation: Purchase Can be made through e-Marketplace/ DGS&D portal/IITD Rate Contract directly from supplier Only those items which are (not available on GeM) |
Upto Rs.25000/- |
| Purchase of goods by purchase committee | PI/Head | Single Quotation through a duly constituted three members purchase committee. Purchase can be made through E-Marketplace (https//gem.gov.in) DGS&D portal/IIT Rate Contract/e- publishing (Only those items which are not available on GeM) |
Above Rs.25000/- to Rs.2.5 lakh (Payment can be made through Credit/Debit Card/ IRD Card/ Net Banking etc.) |
| Single Tender Enquiry Limited Tender Enquiry Advertised Tender Enquiry Two Stage Bidding | PI/Head Dean (R&D)/DD(O) |
Through GeM Procurement | Above Rs.2.5 lakh to Rs.10 lakh Above Rs.10 lakh to Rs.25 lakh |
| Electronic Reverse Auction | Director | Through GeM Procurement | Rs. 25 lakhs and above |
| Advances | |||
| Personal Computers, House Building Advance | Registrar | Full Powers | Within Budget Allocation |
| Sanction of TA | |||
| Sanction for Journeys abroad to attend Seminar, conference, Workshop& Symposia | Director Dean (Faculty) |
Full Powers (in respect of all staff) Rs. 2000/- as seed money |
|
| Sanction for Journey within India | Director (In respect of Dy. Directors/Deans/Registrar /HOD/Centre/Chairman/Vice -Chairman& Secretary/JEE/GATE) Dy. Director(Operations) (in respect of all Group A non Academic officers) Dean (S&P) (in respect of Librarian/Head T&P) HOD (in respect of their faculty and staff subject to the condition that the expenditure can be met out of the sanctioned allocation of the Deptt./Centre concerned) |
Full Powers |
For more Information, kindly visit: https://sps.iitd.ac.in/Notifications/GeM_Pur_Proc.pdf