15202101 Sip Report3

UnderstandingThe ProcurementProcessOf Utkalika&PreparingThe ProcurementManual
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“Understanding The Procurement Process Of Utkalika (OSCHC)
&
Preparing The Procurement Manual”
Name-Priyadarshi Das
Roll no- 15202101
MBA:- (2015-2017)
Faculty Guide : Corporate Guide:
Prof. Subrat Sarangi Mr. Adityanarayana Jena
KIIT UNIVERSITY MANAGER,(Finance)
BHUBANESWAR OSCHC LTD. BHUBANESWAR
SCHOOL OF MANAGEMENT, KIIT UNIVERSITY
BHUBANESWAR-751024

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I. Certificate Of corporate Guide
TO WHOM SO EVER IT MAY CONCERN
This is to be certify that PRIYADARSHI DAS, a student of KIIT School of Management,
Bhubaneswar, bearing Roll No. 15202101, undertook a project on "Understanding The
Procurement Process At Utkalika & Preparing The Procurement Manual "at
Utkalika(Odisha State Co-operative Handicrafts Corporation Ltd.), Bhubaneswar from 2nd
May2015 To 2nd July 2015
He has completed the project under the guidance of Mr. Adityanarayana Jena,
Finance Manager, UTKALIKA(OSCHC LTD.), Bhubaneswar. He is a sincere and hard working
student with pleasant manners. We wish all success in his future endeavours.
Mr. Adityanarayana Jena
Finance Manager
O.S.C.H.C LTD

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II. Certificate Of Faculty Guide
This is to certify that this project report titled "Understanding the Procurement Process at
Utkalika & Preparing the Procurement Manual" is an original work of Mr. Priyadarshi Das
executed under my supervision.
Prof. Subrat Sarangi
School Of Management
KIIT University

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III. Declaration
This is to declare that I have carried out this project work myself as apart fulfilment of MBA
program at School of Management, KIIT University under the guidance of Prof. Subrat
Sarangi. The work done is original and has not been copied from anywhere else and has not
been submitted to any other University/Institute for an award of any Degree/Diploma.
Priyadarshi Das
15202101
KIIT School Of Management

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IV. Acknowledgement
I am grateful to Mr. Adityanarayana Jena, my corporate guide at Utkalika (OSCHC Ltd.)for
not only providing me the opportunity to work in the field of operations of Utkalika in
procurement department but also for extending all support, that I needed in order to successfully
complete my project. My sincere appreciation also goes to Prof. Subrat Sarangi who guided
me at each step of for successfully completion of this project work. I would also like to express
my gratitude to Mrs.Gayatri Pattnaik Managing Director OSCHC Ltd. for her regular
guidance. Last but not the least,my sincere thanks to all the branch managers, suppliers &
officials for their co-operation by way of providing me the important data which was vital for
completion of this project.
Priyadarshi Das
15202101
KIIT School Of Management

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INDEX
Contents Page No.
1.0) Executive Summary 7-8
2.0) Introduction 9-11
2.1 )Utkalika (OSCHC LTD.) Industry- An Overview 9-10
2.2) Company Profile 10
2.3) Vision Of Utkalika(OSCHC LTD.) 11
2.4) Mission Of Utkalika(OSCHC LTD.) 11
3.0 )Objective 12
3.1 )Scope Of The Study 12
4.0 )Literature Review 12-16
5.0) Methodology 17
6.0)Findings: 17
6.1) Existing Procurement Policy At Utkalika 17-18
6.2) The Procurement Manual 19-84
7.0)Discussions 85
8.0)Recommendations 85-86
9.0)Conclusion 86
10.0)Bibliography 87
11.0)Annexure
Process Maps using MS-VISIO
88-91

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1.0) Executive Summary
The project was conducted in order to "Understand The Procurement process of Utkalika
(OSCHC Ltd.) & Preparing The Procurement Manual”.
Company Profile and Background
Utkalika (Odisha State Co-operative Handicrafts Corporation Ltd.) is Co-operative society or
organization of Odisha which is funded & controlled by the Government Of Odisha. Its main
aim is to promote handicraft & art textiles products of the artisans of the state on commercial
basis. It has 14 sales branches all over India along with the Exhibition sales where both the
handloom & handicraft products of the artisans/weavers of Odisha are sold.
Project Details
The project assigned was to understand the procurement process of UTKALIKA & preparing the
Procurement Manual. This project held a greater importance for the company as it involved
preparing the procurement manual, which is one of the most important documents for the
company which streamlines the process of procurement & provides the guidelines for effective
procurement process.
Responsibilities and Expected Outcome
The particular project involved understanding the procurement process of Utkalika in the 1st
place which required getting to know the perception of various suppliers about the existing
procurement process of the company. Data collection included collecting various documents
related to procurement like Purchase order form, Indent form, Tender enquiry form etc. also it
required getting to know the company’s sourcing of items inside out. It also included mentioning
all the processes associated with the procurement process through process maps using MS-
VISIO Last but not the least it required preparing the most vital document of all The
Procurement Manual data which would not only improve my knowledge base but also provide
the company with a document which will guide the company in streamlining its procurement
process for effective procurement.

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Impact Of The Effort
The success of my project would ensure the implementation of effective procurement/purchase
process of Utkalika. The project will guide the company’s officials involved in procurement to
streamline the process of procurement and establish a set of generalised principles for this
process to meet the industry’s best practice. I was appreciated for the hard work that I had put in
over the last two months by moth my Corporate Guide & Faculty Guide.
Learning and Key Takeaway
I learnt how real purchase/procurement process happens in a company. I learnt about the various
ways of procuring an item or no. of items. I learnt how various important processes work like
B2B tendering, Material purchase requisition, Consignment purchase, supplier selection etc. Last
but not the least I prepared one of the most important documents of the company i.e. the
Procurement manual.

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2.0) Introduction
2.1) UTKALIKA (OSCHC LTD.) INDUSTRY- An Overview
The role of professionals in management has assumed special importance in the present
day business world. However mere theoretical knowledge is not enough for success of a
business. There should be real life experience and deep understanding about company’s need for
Procurement Process & its related activities. In the current study to emphasize this aspect, the
system of project work has been introduced. This project consists of 2 month practical training in
UTKALIKA(OSCHC LTD.) , Bhubaneswar.
The Orissa State Co-operative Handicrafts Corporation (Utkalika) is an apex level
cooperative society registered under cooperative society Act-1962. UTKALIKA(OSCHC LTD.)
is one of co-operative society of Odisha Government situated at Bhubaneswar.
The Odisha State Co-operative Handicrafts Corporation Ltd. is a commercial
organization. Its main aim & ambition is to promote handicraft & art Textiles products of the
artisans of the state on commercial basis.
A suitable Marketing & Procurement Policy is to be devised to co-up with present market
system.
There are 15 sales branches of Utkalika
1. Market Building Branch BBSR(UTK01)
2. Airport Branch BBSR(UTK02)
3. Cuttack Branch(UTK03)
4. Rourkela Branch(UTK04)
5. Puri Branch(UTK05)
6. Jeypore Branch(UTK06)
7. Sambalpur Branch(UTK07)
8. Pipili Branch(UTK08)
9. New Delhi Branch(UTK09)
10. Kolkata Branch(UTK52)

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11. Pune Branch(UTK53)
12. Hyderabad Branch(UTK54)
13. Mumbai Branch(UTK55)
14. Bangalore Branch(UTK56)
15. Exhibition Branch(UTK95)
UTKALIKA(OSCHC LTD.) is the 2nd highest revenue generating handicrafts & handlooms
company in the state with the largest artisans & weaver network.
2.2) COMPANY PROFILE:
 Odisha State Co-operative Handicrafts Corporation, Utkalika, started in 1965..Its
affiliated to Stare Co-operative Societies provide a Co-operative organizational setup for
promoting handicraft & art textiles products of the artisans of the state on commercial
basis.
 UTKALIKA(OSCHC LTD.) is organizing marketing facilities for the artisans of the rural
Odisha and hence giving them incentive to produce more products.
 Its aim is to serve the poorest of the poor artisans and weavers of Odisha.
 UTKALIKA(OSCHC LTD.) is the practicing high ethical standards in its business .

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2.3) VISION OF UTKALIKA (OSCHC LTD.)
“TO BE A PREMIER HANDICRAFTS ORGANIZATION OF THE COUNTRY.”
2.4) MISSION OF UTKALIKA (OSCHC LTD.)
 Short term goal
i.) Sale target of Rs 25.00 crores for the year 2015-2016.
ii.) Complete automation of Business turnover.
iii.) Rs 50.00 crores operational profit by the year 2019-20.
iv.) All accumulated loss to be squared up by the end of 2019-20.
v.) To achieve ratio of sales Handicrats:Handloom 60:40.
 More no of co-op. Societies are to be empanelled to become member societies of the
corporation.
 As per the sale target there should be stock hoarding capacity of the branches to make
successful roll-over twice in a year which means the stock hoarding should be 50% of the
target.
 There should be a flexibility mark-up policy of different mark –up for different crafts.
 Planning of rebate/discount structure basing upon the festive occasion.
 Properly codified of the stock with inventory management.
 Annual clearance sale with high percentage of discount policy to be adopted by the way
of age tracking of the items.
 Opening of New sales outlets.
 Regularly launching of new items for sale at outlets.
 Sale outlet must be renovated & proper display to attract the customers.
 Quick distribution of stocks to branches as per their indent.

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3.0) Objective
 To understand the procurement process happening at Utkalika(OSCHC Ltd.).
 To find out the perception of the suppliers about the purchase process of Utkalika through
supplier visits.
 To streamline the procurement process into various parts mentioning each part clearly and
mentioning all the process through process maps using MS-VISIO.
 To prepare the generalized Procurement Manual for Utkalika..
 To introduce the new tendering concept in the manual.
3.1) Scope Of The Study
This study is a part of the summer internship for duration of 2 months that started on 2nd May
2015 and completed on 2nd July 2015. The project was carried out in the premises of the Head
office of Utkalika in Bhubaneswar. Project work involved day to day interactions with the
procurement officials and frequent interactions with the suppliers.
4.0) Literature Review
In the age of technological advancement Logistics and supply chain managers
are looking for ways to drive more value from their purchasing and procurement operations.
Whether it may be pressure from demanding customers, the emergence of lower-cost
competition from global sources, or the complexity of supply chains, executives are finding that
the time-honoured emphasis on low- cost purchasing just isn’t cutting it anymore.
As a result, the topics of purchasing, procurement, and strategic sourcing are all receiving
considerable attention as organizations try to improve the overall efficiency and effectiveness of
their supply chains.
Purchasing:-The transactional function of buying products and services. In a business setting,
this commonly involves the placement and processing of a purchase order. Typically, this
activity follows the conduct of a formal sourcing process.

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Procurement:-Refers to the process of managing a broad range of process that are associated
with a company’s need to procure goods and services that are required to manufacture a
product(direct) or to operate the organization(indirect).Example activities within the
procurement process include product/service sourcing, supplier selection, price negotiation,
contract management, transaction management and supplier performance management.
Strategic Sourcing:- Essentially, the strategic sourcing process is broader and more
comprehensive than the procurement process. Strategic sourcing takes the process further,
focuses more on supply chain impacts of the procurement and purchasing decisions, and works
cross-functionally within the business to help achieve the organization’s overall business goals.
Item Procurement Importance Matrix
Distinctives
 High risk, low value
 Engineered items
Criticals
 High risk,High Value
 Unique Items
 Items critical to final product
Generics
 Low risk,low value
 Office supplies
 MRO Items
Commodities
 Low Risk ,high Value
 Basic Production items
 Basic packaging
 Logistics Services
Importance Of Procurement Policy
All organisations, however big or small should have a procurement policy; a statement defining
what they will and won’t buy, how they’ll buy it and from whom. In many organisations the
policy will be made up of unwritten rules that everyone is aware of that no one would contravene
but the employees and management could do better if they consciously sat down and defined the
policy. In some organisations the procurement policy will be limited to doing a credit check on a
potential supplier. That’s a good start but there’s so much more that could improve the
procurement process.

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The process of defining your organisation’s procurement policy should involve getting together
the people who make buying decisions and deciding on what are the important criteria for your
organisation. There will be some criteria that should be generic to all organisations. Sandy
Duncan MCIPS, Head of EMS Product Development at Santia Consulting Ltd, defines three sets
of criteria against which you should test suppliers:
1. Are the suppliers cowboys and would you let them through the door let alone do business with
them? You need to establish whether suppliers comply with regulations and standards as a
baseline criterion.
2. Are the suppliers financially sound? Are they going to be around to fulfil your contract and
beyond?
3. Once the baseline criteria have been established, you need to make sure that the supplier you
do business with is the best performer out of the competition.
However, some criteria used for testing suppliers will differ significantly between organisations.
For example for some organisations the main deciding factor will be price. For others price will
be important used in conjunction with a quality standard. For some organisations, price and
quality will be tempered with a commitment to fair trade or sustainable and green procurement
principles.
The damage that can be caused to a business by doing business with the wrong supplier can’t be
underestimated. The wrong supplier could mean the dodgy supplier who acts in an unscrupulous
manner, the supplier who goes out of business before fulfilling the contract, the supplier who
simply can’t keep up with day to day quality and performance standards. All of these outcomes
could be disastrous for your business.
Once you have involved the people from across your organisation that make buying decisions
and decided on what are the important criteria for your organisation in procurement, you need to
implement the criteria. This might be one of the hardest parts of any procurement policy in an
organisation as it involves a cultural change for many employees. Employees might have been
used to buying whenever they wanted from whomever they wanted. However, employees need
to be persuaded that channelling purchases through a predefined process will save the
organisation time, money and could ultimately save the organisation’s reputation one day.

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Procurement planning is the process of deciding what to buy, when and from what source.
During the procurement planning process the procurement method is assigned and the
expectations for fulfilment of procurement requirements determined.
Procurement Planning is important because:
1. It helps to decide what to buy, when and from what sources.
2. It allows planners to determine if expectations are realistic; particularly the expectations of
the requesting entities, which usually expect their requirements met on short notice and over a
shorter period than the application of the corresponding procurement method allows.
3. It is an opportunity for all stakeholders involved in the processes to meet in order to discuss
particular procurement requirements. These stakeholders could be the requesting entity, end
users, procurement department, technical experts, and even vendors to give relevant inputs on
specific requirements.
4. It permits the creation of a procurement strategy for procuring each requirement that will be
included in the procurement plan. Such strategy includes a market survey and determining the
applicable procurement method given the requirement and the circumstances.
5. Planners can estimate the time required to complete the procurement process and award
contract for each requirement. This is valuable information as it serves to confirm if the
requirement can be fulfilled within the period expected, or required, by the requesting entity.
6. The need for technical expertise to develop technical specifications and/or scope of work for
certain requirements can be assessed, especially where in-house technical capacity is not
available or is non-existent.

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7. Planners can assess feasibility of combining or dividing procurement requirements into
different contract packages.
The Procurement Plan is the product of the procurement planning process. It can be developed
for a particular requirement, a specific project, or for a number of requirements for one or many
entities in the public or private sectors.
The Procurement Manual is important because:
1. It lists all requirements expected to be procured over a period of time.
2. From it the procurement schedule is developed, which establishes the timelines for carrying
out each step in the procurement process up to contract award and the fulfilment of the
requirement.
3. It allows for the consolidation of similar requirements under one contract or the division of a
requirement into several contract packages for economies of scale.
4. From the number of requirements on the procurement plan, the procuring entity can
determine beforehand any need for additional staffing, including external assistance for the
purpose of completing all procurement requirements listed on the procurement plan.
5. It allows for the monitoring of the procuring process to determine how actual performance
compares with planned activities, and thus to alert the pertinent departments and adjust the
procurement plan accordingly.
6. It enhances the transparency and predictability of the procurement process.

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5.0) Methodology:
The methods which are involved in this project are data collection, manual drafting etc.
The primary data about the procurement at UTKALIKA was collected from the various suppliers
through no of supplier visits & various procurement officials. The secondary data was collected
from various documents like supplier registration form, indent form, tender enquiry form etc.The
process maps were drawn using MS-VISIO engulfing the processes.
6.0) Findings:
6.1) Existing Procurement Policy At Utkalika:
Procurement plan is the key plan of the corporation which should be prepared in such a manner
by which Corporation could able to achieve its goal.
Quality procurement is a vital in a business organization like us which not only marketed the
products of the various artisans inside the state but also in outside of the state & abroad. Besides,
this corporation also took the responsibility for keep up alive the languishing crafts of the state.
The Corporation is affecting business/Procurement in different ways.
1. Direct Purchase Through Tendering
2. Consignment Purchase
3. SIS Purchase
4. Exhibition Purchase
5. E-Marketing Purchase
On the above categories purchase is being done through direct & indirect. Indirect
procurement should against consignment, SIS & Exhibition purchase, where purchase formalities,
price decision & revision of purchase price is not required. On the other hand in direct purchase
the purchase formalities are required, such as price fixation, quality, stock entry coding system
etc.

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To achieve the target, the procurement policy is to be strengthened by adopting following
process.
i) Purchase order is being raised in favour of concerned enrolled
artisans/societies/SHG/SSI.
ii) On arrival of stocks storekeeper/store manager expert of concerned craft should
verify the quality & specification.
iii) Procurement is being made centrally at the head office level as per the indent
quarterly/Time bound/Special indent of the branches.
iv) Procurement Committee to be constituted taking experts in the concerned crafts
for quality & fixation of new price.
v) Appointment of Designer –cum-quality manager.
vi) Proper coding, supplier code for easy tracking of items.
vii) Proper physical arrangement for stock keeping.
viii) Introduction of age tracking system for all products.
ix) Procurement network should be enlarged through empanelment of
societies/SHGs/SSIs/artisans.
x) Special tribe should be taken for procurement of items from state.
xi) All the products should be codified with narration of items while despatch to
branches.
xii) Introduction of New items.
xiii) All the branch managers are advised to submit the customers’ comments quarterly
which will be taken care by the store manager during the next procurement.
xiv) Sound procurement policy with flexibility in purchase. Procurement to be made
as per the demand/indent of the branch so that unwanted procurement could be avoided.
xv) A price list of products of crafts is maintained at store, Account & Audit section.
xvi) Category wise of supplier in three grades i.e. ‘1’, ‘2’ & ‘3’ basing upon specific
criteria.
xvii) Criteria/Norms to be fixed for enrolment of suppliers, its fee & disqualification of
suppliers.

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6.2) The Procurement Manual
Preface
The procurement manual provides the essential information and brief step –by-step
procedures for procurement both handloom & handicraft items for Utkalika(Odisha State Co-
Operative Handicrafts Corporation).This document is intended to guide the procurement
officials directly involved in the procurement activities. It also intends to help in
understanding the procurement process and to achieve uniformity in procurement process
followed by Utkalika(OSCHC).the rights and obligations of the purchaser and the suppliers
will be governed by various ways like tender documents and by contracts signed by the
suppliers with the company not by the guidelines in this document.
However the procurement manual is only a guideline document and the procurement of all the
items pertaining to Utkalika(OSCHC) will be carried out by this document. But exceptional
cases are always considered where special procurement takes place when there is sudden
requirement.
To achieve the better acceptability of the manual and to understand the difficulties at
organization level, draft procurement manual should be sent to all the departments of the
organization and various sales branches for their comments & suggestions. After
consideration of all the suggestions and doing corrections it should be sent to the Managing
Director for approval.

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Chapter 1
Introduction
1.0 Introduction
This manual lays down the procedure and guidelines for procurement of handicrafts &
handloom items for Utkalika (Odisha State Co-operative Handicrafts Corporation).The
objective is to streamline the procurement activities of the organization & to acquaint various
departments of the organization with the procedure so as to enable them to work in close
coordination with the procurement department for procuring right quantity and quality of
materials at the right time, and right price from the right source with minimum investment in
materials Inventory.
However, if any deviation to the procurement manual and the laid down procedures therein is
considered essential for exceptional cases of procurement, specific approval of the Managing
Director need to be obtained.
1.1 Procurement function
The procurement function starts with the raising of indent by the concerned sales
branches. After approval by the competent authority, the indent gets converted into
MPR(Material Purchase Requisition) and sent to purchase department for initiating purchase
action. Depending on the type of indent, its value and nature of the items indented, purchase
department initiates action to issue tender inquiry. After receipt of same is evaluated,
negotiation if required is conducted and order is placed after approval of the competent
authority with concurrence of finance. The order is followed up till the completion of delivery

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of the items and file is closed for the respective period. There is an another way in which
Utkalika (Odisha State Co-operative Handicrafts Corporation) procures the required items for
them i.e. the consignment purchase system where some underprivileged suppliers whose
annual income is very less (< Rs2,00,000) are encouraged to provide their manufactured items
to the company on a consignment basis. This type of procurement is also one of the CSR
initiative taken up by Utkalika(OSCHC). This serves the motto of the company i.e. serving the
poorest of the poor artisans of Odisha.
1.2 Guidelines
i. Since the purchase orders are basically contracts, the relevant provisions of the Indian
Contracts act, arbitration act, sales of goods act and all other laws and statues of land are
applicable to contracts entered into by Utkalika(OSCHC) with suppliers.
ii. Managing Director will issue guidelines as to which items will be procured centrally. All other
items will be purchased by the procurement department.
iii. Amendments and modifications of procurement manual can only be made with Managing
Director’s approval.
Iv. Power to interpret the provisions in this manual or to decide specific cases of procurement in
variation to specified procedural provisions of the manual with reasons/justifications recorded
in writing will rest with the Managing Director.
v. Financial limits/provisions in this manual whenever in conflict with the delegation of powers,
provisions, under the latter will apply unless otherwise approved by competent authority.

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CHAPTER 2
Materials Planning
2.0 Based on the requirement & planning for the various quarters/months detailed budget
estimate for procurement of both handloom & handicraft products/items are to be prepared at the
unit level i.e. the store level and submitted for approval of the competent authority. After
approval, the details of allocation are communicated to various sales branches for planning the
indents for procurement. Indents are to be raised from time to time taking the available stock;
orders in process/in hand & lead time into consideration. Indents of some items are raised by the
head office. indents are to be made in standardized computer format. Indents are to be placed
before the screening committee which will generally sit after all the indents are received from
various sales branches. Screening committee will be chaired by the Managing Director and will
have all the branch managers of various sales branches and finance manager. The screening
committee will examine the indents with reference to stock in hand, pending purchase orders,
pending indents, pattern of previous indents and pending MPRs, last 3 years consumption pattern
and procurement lead time. Except for long delivery items, indents for other items shall not be
cleared normally if stock in hand, pending P.O. Quantity, pending indent quantity & MPR
quantity taken together exceed the highest of last 3 years annual consumption..Proper
justification has to be given for items not falling under normal category. Indent is to be approved
by the competent authority after budget allocation and clearance of the screening committee.
Indents of highest grossing items are not to be placed before the screening committee but to be
directly submitted to the authority through finance department for approval. The approved indent
in triplicate copies sent to procurement department, the supplier & the sales branches from which
the indents came from. The procurement department (for both HC & HL) scrutinizes the indents
for its completeness and incase any deficiency or deviations, sends the indents to the respective
sales branches for clarification. Complete indents & the indents after clarifications from the
respective sales branches are converted into MPR after allocation of computerized indent code
number. Then 3 copies of the computerized indents are made then one of them is sent to the

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supplier of the respective items and two copies will be retained with procurement department for
procurement action & finance department for incurring the finance after the supply is complete.
However for some antique items/new designed items/new to the market products/urgently
required items both for HC & HL procurement planning is to be done by the procurement
department of both the divisions. Considering the requirement & screening committee’s decision
detailed proposal of the quantity to be procured. After the concurrence of finance by the finance
department approval for this procurement is obtained. Then the procurement of these items are
done by the procurement department as like the general items procedure.
Purchase of the items are to be planned in such a way that the procurement department gets
sufficient time to invite tenders (excluding the consignment items purchase) and place order and
at the same time the inventory is maintained at optimal level to cater the normal needs for the
ongoing period.
Type Bid System
Emergent Tender Single Bid
Single Tender Single Bid
Limited Tender Type 1 Single Bid
Limited Tender Type 2 Two Part Bid

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CHAPTER-3
Mode Of Purchase
3.0 There are 3 type of procurements which are followed in Utkalika(OSCHC) i.e. direct
procurement from the suppliers, through SIS and through consignment. Corporation is
maintaining a credit purchase system. Procurement is being made centrally at the head office
basing upon on the quarterly indent/time bound indent/special indent submitted by the branches.
3.1 Direct Procurement from the suppliers is done through tendering method. There are no of
tendering methods which are used in this method. Tendering process takes place for both the
divisions separately with separate set of suppliers in bidding process.
3.1.1 Single Tender
Single tenders are those tenders where enquiry is issued to s single supplier. Single tenders are
considered under the following cases:
(i) Proprietary purchase from original items suppliers or his sub-suppliers and exclusive
distributor for items which are made or produced or distributed by one having
exclusive contract with the company.
(ii) Standardized product, where for reasons of quality & uniformity, Utkalika(OSCHC)
has decided to procure a particular brand of a product. However such items shall be
reviewed by the company from time to time.

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In the above cases, quotations are to be obtained either directly from the manufacturer/artisans or
his/her contractor or his agents/authorized distributor/subsidiary of the items are not marketed
directly by the artisans/weavers/manufacturers.
3.1.2 Limited Tenders Or Closed Tenders
Limited Tenders are those tenders for which the enquiry is issued only to a limited number of
prequalified/shortlisted approved manufacturers/artisans/firms. Normally, such enquiries are
issued to the firms which are registered with the company for the subject items or coded items.
According to this coded items the suppliers are coded too in regards with their respective item
code. However enquiry can be issued to other firms/suppliers/artisans which are considered
suitable for the purpose.
Limited tender enquiries are to be issued for items whose specification and source of supply are
known. The number of parties to whom limited tender enquiries are to be issued may be decided
depending on the nature of the purchase. If a single tender offer is issued or a single offer is
found technically suitable against a limited tender enquiry, such tender is also to be treated as a
case of single tender.
3.1.3 Repeat Order:
Repeat orders are those orders which are placed on the suppliers at the same terms and
conditions of the previous order except for the quantity and delivery. Repeat orders can be
considered only if there is no downward movement of the prices. Repeat orders can be placed
within or after 1 month of the placement of original order. Repeat orders can be placed if the
original order has been placed through competitive tendering to the supplier who has won the
tender. However for ease of delivery and urgent requirements, the items which have been
purchased from single source, repeat order can be placed. The total item value under repeat order

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shall not exceed 100% of the original order item value. Subject to above, repeat order can be
approved by the authority who has approved the original order.
In exigencies a second repeat order not exceeding the original order item value can be placed
recording sufficient justification with the approval of higher authority. For cases where original
order placement have been approved by the Managing Director.
3.1.4 Rate Contracts:
A rate contract is a contract for supply of registered items at specific rates during the period
covered under the contract. Rate contracts can be for an estimated quantity to be supplied during
the period of contract or can be a running contract against which orders are placed to supply
specified quantities at different point of time as per the requirement at the rates, terms and
conditions of the contract. The rate contracts are to be concluded preferably with the
manufacturers or their sole agents/distributors through negotiation.
3.1.5 Petty Purchase:
All petty purchases (as per value limits defined in the delegation of powers can be made by the
concerned procurement head of the 2 divisions with or without financial concurrence as the case
may be, subject to non-availability certificate from the sales branches in accordance with the
delegation of powers(DOP).

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3.1.6 Emergency Purchase:
Emergency purchases are those purchases which are required to meet urgent requirements of the
company. Emergency purchase items are firstly notified by the sales branches to the head office
with proper explanation of requisite reasons also with the specified indents. Upon arrival of these
indents they are reviewed by the 2 procurement heads of the 2 divisions. After their approval
either the indent is verified or rejected and then the indent is sent to the Managing Director for
approval. After the approval from the Managing Director the indent is sent to finance department
for concurrence of finance. These purchases are generally direct purchases. Sometimes these
purchases are done through consignment basis. Such direct purchases will be adjusted against
annual budget of respective departments. All emergency purchases and issues will be recorded in
the day book of the department. Monthly report for all emergency purchases is to be submitted
by the procurement heads of the 2 divisions to
i) the finance department
ii) the Managing Director’s record
Emergency purchases above the ceiling limit provided in the delegation of powers are to be mate
by the procurement heads of the 2 divisions only against respective indents received from the
sales branches.
Depending upon the nature of the emergency any one of the following modes of the purchase
can be adopted.
i) Consignment purchase from underprivileged artisans/suppliers
ii) By hand collection of sealed offers through limited tender enquiry.

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iii) By committee purchase through spot limited tender enquiry. The committee will have
at least two members of respective divisions Finance Manager and procurement head.
iv) If the item(s) is (are) proprietary or standardized or from single source, quotation may
be through E-mail/postal enquiry.
v) Through limited tender enquiry.
3.1.7 Import Substitution And De-Proprietarisation:
For import substitution and de-proprietarisation, single/limited tendering mode will be adopted
and orders can be placed on more than one party on trial basis at different rates after negotiation
and with the approval of the competent authority till one or more parties successfully develops
the item(s).However ,the landed unit rates of trial order should normally not be more than that of
the proprietary supplier. In case one party develops, the items(s)( and his offer is technically and
commercially acceptable, the party’s product will be treated as acceptable substitute until other
parties are developed. Once more than one party is developed, purchases shall be made through
limited tendering process by floating tenders to the developed supplier as well as to the
proprietary supplier.
3.1.8 Mode Of Tendering & Short Listing Of Suppliers/Vendors:
At the time of submitting indents/proposals for administrative approval, mode of tendering &
bidders list shall be proposed for approval of competent authority as per DOP.
Short-listing of vendors will be jointly done by the concerned indenting officer ( may be the
branch sales heads) & procurement heads of both the divisions, with number of parties in words
duly signed by the concerned officials, in the office of Managing Director before the indent is

29
submitted to the screening committee for approval. While short-listing the vendors, concerned
officers will consider the following:
I) Producing capability for the items required
II) Dealership status in case of the contractor or the dealer.
III) Financial capacity to execute the order.
IV) Past performance in case of old vendor & credentials in case of the new vendor.
V) Black-listing/suspension/banning orders of Utkalika(OSCHC) other companies and
government
VI) Is the vendor had previously adhered to the deadline of delivery.
VII) Equitable distribution among all registered capable vendors.
VIII) Availability of alternative sources/substitutes in case of single tender.
3.2 E-Procurement :
E-procurement and E-sourcing refers to the use of electronic capabilities to conduct
activities and processes relating to procurement and sourcing.
3.2.1 Utkalika(OSCHC) procures no of handicrafts & handloom items which are generally sold
through E-Commerce platform. The software solution partner of the company provides
various analytical tools via SAAS to the company to procure items through the E-channel
like RFI/RFQ/RFP management, online negotiation tools, collaboration tools etc. which
helps the company in many aspects like reducing paper-works, reducing the sourcing
time, lower cycle time, and improved communications.

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The no. of suppliers who are registered in this portal is very less as of now but is
expected to grow in the near future. At the time of online payment to the suppliers via a
confirmation mail the forms of registration regarding the E-procurement are sent to the
existing suppliers. After registration these suppliers are selected for the E-commerce
business of Utkalika(OSCHC) through various E-commerce websites. When E-
commerce orders come through various portals then these suppliers are notified via auto-
generated mail, the supplier who provides the item early in the race with regulated price
is selected for the race rather than tendering process. In E-Procurement
3.3 Consignment Purchase:
This kind of purchase is generally for the category 3 suppliers, underprivileged
artisans/weavers. Both handloom & handicraft items are purchased from the above
mentioned suppliers on a consignment basis. Special tribes’ artisans/weavers are taken
care of in this kind of procurement. Special discounts are given to these special tribe
artisans/weavers.
3.4 SIS Purchase
SIS stands for shop-in-shop. In this method of purchase the supplier who cannot own a
shop to sell his/her goods due to financial problems or some artisans/weavers who wants
to showcase their new products to the customers but does not find requisite amount of
finance to own a shop are invited to sell their products in the premises of the various sales
branches itself where they are given a special area in the branch premises to sell their
product. For this kind of purchase they have to first register with the company proving the
stipulated amount decided by the company itself. After registration & payment by the
interested & needy suppliers, the company chooses various suitable suppliers from the list
of suppliers to provide them the SIS facility. For any SIS sale the suppliers have to give a
certain percentage of earnings to the company.

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3.5 Types of Suppliers
Utkalika (OSCHC) categorizes its various suppliers on the basis of their annual income,
amount of goods sold in a year, size of the firm etc.
There are generally 3 category of suppliers which are listed below:
Category Annual Income Peoples In The Firm
1 >Rs10,00,000 >50 or 30-50
2 Rs2,00,000-Rs 5,00,000 10-30
3 <2,00,000 <10

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Chapter 4
Tendering Procedure
4.0 Bid System
Single part bidding or two part bidding system can be adopted for limited tendering. Single
part bidding shall be done for limited tenders when procuring items, whose technical and
commercial conditions are well defined and known to the bidders. If technical &
commercial; conditions are such that specific confirmations are required from the bidders
two part bidding shall be allowed. There cannot be standard bid formats for two part tenders
since terms and conditions will vary from case to case. Hence Techno-commercial bid
formats are to be prepared separately for each case.
The objectives of the two part bidding are as follows:
I) To select only techno-commercially acceptable bidders.
II) To ensure that the price does not influence ordering decision at the cost of quality. In
two part bidding, the tenderers are to be advised to submit two separate sealed covers
i.e. techno-commercial bid and price bid, duly super scribing the relevant bid title.
Both the covers arte to be kept inside one cover which shall also to be sealed and
submitted on or before the date and time fixed for opening the tender.
4.1 Tender fees:
A tender fee to be fixed on case to case basis but not exceeding Rs 500/-(rupees five hundred)
only inclusive of taxes. The tender fee specified will not be applicable to the category 3suppliers
or the agencies which have government of Odisha undertakings and others for which specific
exemption has been granted by Utkalika(OSCHC).The tender fee is to be deposited through
demand draft/pay orders/online payment in favour of Utkalika(OSCHC).

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4.2 Earnest Money Deposit:
Bidders may be asked to deposit Earnest money as per the slab given below:
Sl. No. Estimated Value Work EMD Amount(Rs.)
1 Upto Rs 20,000 Rs 200.00
2 Rs 20,000-40,000 Rs 400.00
3 Rs 40,000-60,000 Rs 600.00
4 Rs 60,000-80,000 Rs 800.00
5 Rs 80,000-1,00,000 Rs 1,000.00
6 Rs 1,00,000-1,20,000 Rs `1,200.00
7 Rs 1,20,000-1,50,000 Rs 1,500.00
8 Rs 1,50,000-2,00,000 Rs 2,000.00
9 Rs 2,00,000-2,50,000 Rs 2,500.00
10 Rs 2,50,000-5,00,000 Rs 5,000.00
11 Rs 5,00,000-10,00,000 Rs 10,000.00
12 Above Rs 10,00,000 Rs 12,000.00

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The category 3 suppliers, government agencies, SSI govt. units and other firms who have been
granted specific exemption by Utkalika(OSCHC) are exempted to pay the EMD. In all other cases i.e.
for both category 1 & category2 suppliers EMD is mandatory & which shall not be asked to the
bidding firms before bid submission. However in some specific cases EMD can also be asked .with
the approval of the authority. The EMD may be submitted either in the form of Demand draft/Pay
Order/Online Payment in favour of Utkalika(OSCHC).The EMD will be returned to all the
unsuccessful bidders immediately after finalization of the order and its acceptance by the successful
bidder. The EMD of the successful bidder will be returned after they accept the order and submit
security deposit or contract cum performance bank guarantee, as the case may be. If the successful
bidder accepts the order but fails to submit the security deposit the EMD will be forfeited.
4.3.1 Security deposit:
In specific cases, security deposit may be asked with approval of competent authority. In those cases
interest free security deposit of 5% of the contract value is to be submitted by the successful bidder
either in the form of demand draft/Pay order in favour of Utkalika(OSCHC)which shall be valid for a
period of 6 months including claim period of 3 moths beyond the committed delivery period towards
fulfilment of obligations in the purchase order. Security deposit shall be returned to the supplier after
successful execution of the order subject to recovery of claim, if any.
4.3.2 Contract-Cum-Performance Bank Guarantee:
Wherever considered necessary the supplier will be asked to submit a composite contract-cum-
performance bank guarantee for 10% of the contract value as per Utkalika(OSCHC)‘s format, which
will led towards successful execution of the contract and order delivery. The bank guarantee shall
remain valid till expiry of the guarantee period excluding the claim period of three months. In all such
cases security deposit requirement shall not be applicable.

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4.3.3 Subject to any deduction which Utkalika(OSCHC) is authorized to make contract-cum-
performance bank guarantee shall be released after satisfactory execution of the contract. On the
breach of the contract by the supplier, contract cum performance bank guarantee shall be forfeited
whether or not the company has suffered a loss on this account and purchase order will be rescinded.
Forfeiture of contract cum performance bank guarantee does not prejudice Utkalika(OSCHC)’s rights
top make risk purchase and recover damages on account of such risk purchases. However credit may
be given for the contract cum performance bank guarantee forfeited in appropriate cases.
4.4 Classification Of Tenders:
4.4.1 Regular Tenders:
Tenders received on or before due date and time of tender submission will be treated as regular
tenders.
4.4.2 Delayed Tenders:
Delayed tenders are those tenders which have been posted before due date and time submission of the
tender, but are received after the due date and time of submission of the tender. In such cases, the
cover shall be initialed by the official opening the tender and kept with other tenders. Such tenders
may be considered with approval of the competent authority if the number of regular tenders are less
than required number provided the date of posting is prior to opening of tenders and clearly
identifiable from the postal stamping of the cover However, if the authority feels that number of
regular tenders received are not adequate considering the nature of the item or circumstances of the
case, he may approve opening of delayed tenders giving the reasons for doing so.

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4.4.3 Late Tender:
Late tenders are those tenders which have been actually posted or delivered and received after the due
date of tender submission. Such tenders shall not be considered.
4.4.4 Unsolicited Tenders/Offers:
Following Tenders/offers are called unsolicited Tenders/offers.
I) Tenders /offers received from parties to whom tender papers were not issued/sold.
II) In other cases, tenders/offers received from parties to whom enquiry has not been sent, except
those to whom the enquiry has been forwarded by the addressee to quote on their behalf.
III) Suo moto revised tenders/offers submitted by bidders after opening of bids. This applies to
both techno-commercial and price bids in case of two part bidding.
IV) Un-called for tenders/offers submitted by bidders after negotiation.
Such tenders shall not be considered.
4.5 Dispatch & Receipt Of Tenders:
While tender enquiries can be sent through Post/E-mail/SMS, the acceptable mode of receipt is
through post or deposit in the prescribed tender box only except where enquiry has been issued to a

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single supplier in which E-mail mode is also acceptable. Tenders Issued and received are to be
entered in the tender register chronologically specifying the date and time of the receipt.
4.6 Opening Of Tender:
As far as possible the tenders are to be opened on the due date and time specified. If the tenders are
not opened on the due date and time specified, specific approval of the competent authority is to be
taken furnishing reasons for extending the date of opening. In case of two-part tendering the techno-
commercial bid will be opened first and after Techno-commercial evaluation the price bids of only
acceptable bidders will be opened. Price bids of single part tender and techno commercial bids of two
part tender will be opened without financial concurrence and approval provided number of bids is
equivalent to number of enquiries sent or not less than required. However price bids of two part
tender will be opened after approval of the competent authority. In two part tenders if any tender(s)
is(are) received in composite form, the same shall be re-sealed by representatives of both procurement
departments and finance department immediately after opening. Such bidders will be asked to submit
separate sealed Techno-commercial bids, without any altercation/modification to the techno-
commercial conditions, for evaluation. All the tenders received shall be serially-numbered and signed
in all pages by the authorities of both financial and procurement department. Any over-writing or
corrections on the tender shall be encircled and initiated by both the persons with date.

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Chapter-5
Evaluation Of Tender
5.0 Single Part Tender:
Technical evaluation will be done by the indenter & commercial evaluation will be done by the
company’s procurement department. In case of single part tender involving more than one
supplier/vendor, no technical/commercial deviation which may have price impact shall be allowed. In
the event of any bidder taking such deviation, their offer shall be liable for rejection. the evaluation
should be done based on conditions given in the tender without asking for clarification which may
have price impact.
5.1 Two Part Tender:
Techno-commercial evaluation shall be done by the authorized committee as per delegation of
powers. A separate technical committee may be constituted by the M.D..Of the company for
technical evaluation wherever necessary.
During evaluation, if any technical or commercial clarifications are required the same shall be
obtained through correspondence or discussions with tenderers. The proposals for acceptance of
techno commercial bids, shall be prepared by the committee appointed by the M.D. and approved by
the authority before opening of bidding. Price bids of only techno-commercially acceptable parties
will be opened.
Where no committee is required as per DOP, the indenter i.e. the various branch managers will
scrutinize technical aspects and based on technical recommendation, Finance department will

39
examine the commercial aspects, obtain clarifications, if required and process the case for approval of
the authority for opening the price bids.
5.2 After opening of the price bids a comparative statement with pre-fixed technical/financial
loading if any will be prepared by the pro0curement department and checked by the financial
department. The person preparing/checking the comparative statement shall sign on the comparative
statement as token of their having prepared/checked the comparative statement.
5.3 Revised Price Bids:
Revised price bids are acceptable in following situations only in two-part tenders and that too before
opening of the priced bids.
i) Validity of the offer has expired.
ii) Revision in price by the bidder to withdraw deviation to conditions during techno-commercial
discussions.
iii) Post Tender change in specifications/terms and conditions has been asked for during the
validity period. However in case of minor changes sought in specifications, only
corresponding price implications will be allowed.
iv) Revised Price bids can also be called in sealed bids from all technically and commercially
acceptable bidders, as the case may be, when there is perceptible downward trend in market
condition during process of evaluation subject to financial concurrence and approval of
competent authority.

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CHAPTER-6
Negotiation
6.0 Negotiation shall be exception rather than rule & shall be resorted to if anyone or
combination of the following situations exist; and subject to guidelines issued by the company
from time to time.
i) Lowest price or price quoted by the single bidder is unreasonably higher than the
last purchase price.
ii) Price quoted by the single bidder for the first time purchases is unreasonably higher
than the estimated price.
iii) Sudden change in government policies and market rates of the items during the
period of tender finalization.
iv) Terms and conditions quoted by the bidder are not as per the tender and better
terms can be negotiated.
v) When more than one source is required.
vi) The bidders are suspected to have formed ring & quoted unreasonable rates.
6.1 When one source is adequate, negotiation will be held with the L1 bidder only
6.2 When more than one source is required or the lowest bidder has not offered for the full
tender quantity, negotiation will be held first with L1 bidder to freeze the acceptable L1
price. The frozen L1 price is then to be offered to all the technically acceptable bidders in
order of their position till the entire quantity is covered. After considering at least 10% higher

41
quantity for the l1 bidder provided he has offered for such quantity and is considered
acceptable, the remaining quantity will be distributed among bidders (who have matched L1
price) in order of bid status till the required numbers of sources/quantities are met. If required
number of sources/quantities could not be met even with above and uncovered quantity can
not be kept in abeyance till the next tender. Then negotiation will be held with the lowest
bidder who have not matched the L1 price to bring down the price to the extent possible and
order can be placed on them at that differential negotiated price with due approval of the
competent authority.
6.3 As per policy of the company, in a tender where category 2 & 3 suppliers are participating,
they are otherwise acceptable and none of them is the lowest bidder,25% quantity may be
offered to them at L1 rates. However, this percentage can be altered by the competent
authority depending on the performance, need & market conditions.
6.4 The negotiation shall be held by the designated committee as appointed by the MD,
Utkalika(OSCHC).
6.5 After negotiation, the proposal shall be submitted by the committee for financial
concurrence/approval of the competent authority.

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Chapter-7
Cancellation of Tender
7.0 Tenders may be cancelled under the following circumstances
i)Where there has been change in the indent specifications.
ii)When the items required are present in stock after physical inventory verification.
iii)Where tender received for the required items do not fulfil the required specifications
laid down in the Tender notice even after techno-commercial clarification.
iv)Where the prices quoted appears to be unreasonably high or ring prices seem to have
been quoted and there is a possibility of getting lower rates.
v)Where there is sudden slump in the price of the items in question after opening of
tenders.
vi)The requirement ceases to exist.
vii)Any other reason in interest of the company.
7.1 Reasons for cancellation of tender shall be recorded and approval to be taken from the
competent authority i.e. the Managing Director with concurrence of finance.

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CHAPTER -8
Ordering
8.0 Placement Of Purchase Order :
After the indent verification the purchase orders are placed. Purchase order shall be placed
strictly in accordance within the validity period.
Purchase orders are created for various products which are to be bought by the company in
respective quarters. In order to create a valid contract, reference of relevant documents and
correspondence shall be embodied on Purchase order and the Order shall be signed “For and
on behalf of the company” by the procurement officer. The purchase order is generated in
standardized computer format mentioning the items which are required & how many are to
be purchased at what price as per the tender prices. the purchase order shall be sent in
duplicate to the selected supplier and the selected supplier shall be advised to send the
duplicate copy duly signed as the token of acceptance by online sources or offline sources
like post, courier etc which should reach the head office of the company in maximum 7-8
days. But for underprivileged artisans/weavers/suppliers who have been given purchase order
based on their capacity only will have a maximum of 10-12 days to send their letter of
acceptance, falling which the order will be deemed to have been accepted by him/them.
Copies of purchase orders shall be sent to the finance, stores and other departments.
Pre-printed purchase order form as per format given in this manual shall be used for all
handloom/handicrafts items purchases. Special terms and conditions wherever required shall
be incorporated in the purchase order. Similarly if any of the printed terms and conditions are
not applicable, the same shall be deleted. Purchase order forms for specific rare items which
are decided to be bought by the company for various quarters shall be drafted on case basis
as per requirement. All the conditions/printed terms shall form part of all copies of purchase
orders.

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8.1 Amendment To Purchase Order:
Amendment to purchase orders can be issued if acceptable to both the parties. All
amendments involving financial implication shall have to be concurred by Finance and
approved by the competent authority.
8.2 Delivery & Maintenance Of Record At Store
Delivery of items is made by the supplier in various ways like courier, coming to the office
with the products, freight etc. After receipt of products at store, proper stickering will be
made with code No. of items. Issue to concerned branches after adding prevailing mark-up
challan. Stock entered in to stock register items, code wise and deduct as per challan.
8.2.1 Coding Process
IN 16 E 001 SS019
New Year Month Supply Craft code with item code
8.2 Delivery Extension:
The date of delivery is always specified along with the purchase order. The supplier is
expected to deliver the item within the stipulated. If the reason of delay is not attributable to the
supplier and the company has not suffered any loss, delivery extension without liquidated damage
or price reduction schedule, as the case may be, may be granted with the approval of the competent
authority without financial concurrence. In other cases, delivery extension shall be granted with or
without LD/PRS, full or part, with financial concurrence & approval of competent authority.

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CHAPTER – 9
Registration Of Suppliers
9.1 In order to have dependable sources of supply of required items of right quality at the
appropriate time, suppliers will be registered after ascertaining certain basic facilities
available with them. Performance of such registered suppliers shall be reviewed from
time to time.
The list of registered suppliers shall be kept up to date by the company by including any
additions in the list or removing or blacklisting names of such suppliers whose
performance & items delivery are not found up to the mark. Company will maintain the
following two lists:
a) Supplier’s priority list indicating the items.
b) Items list indicating the name (s) of suppliers.
Company will circulate the up to date list of registered suppliers together with the list of
items for which they are registered to all the sales branches for their information and
guidance. This list is to be circulated no of times in a year.
The names of suppliers added/deleted to/from lists should be circulated to all the sales
branches as and when they take place.

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9.1.1 Registration Of Suppliers For Items
i) For both handloom & handicraft items suppliers are registered through their
respective departments, full details of valid approval shall be noted against each
supplier.
ii) Both handloom & handicraft products have various sizes and various dimensions. A single
type of product can have no of different sizes & dimensions. In this case company decides to
have more than one supplier for the same item and floats online & offline registration forms
for various suppliers.
iii) After registering themselves through either online or offline portal company checks for
their requisite credentials and intimates them about the meeting with the selection team
mentioning date, address and type of product to carry with themselves.
iv) After the selection committee’s verification of the credentials the supplier(s) is (are)
selected and enrolled in the list.
9.2 Constitution Of Selection Team
A Selection Team exclusively for the purpose of registration of vendors/suppliers shall
be constituted by Utkalika(OSCHC). The Team shall consist of the following members:
a) Head of Purchase Department/Department of Handlooms.

47
b) Head of Purchase Department/Department of Handicrafts.
c) Manager of Finance Department.
d) Quality control Manager
The above Committee be formed with the approval of the Managing Director,
Utkalika(OSCHC), as the case may be.
The terms of reference of the selection team will be as follows:
The Team will check the products of the certain supplier when he/she/it comes with
his/her/its products to the premises of company if necessary, and obtain and ascertain
the following:
i) Bank reference : If necessary, confidential report will be obtained from the
Bankers concerned regarding the financial standing of the suppliers, as well as
the limits upto which they can be entrusted with order. Balance Sheet and
Income Statements may be verified also. The financial standing should be
based on the average 50% turnover of the similar item on preceding three
years.
ii) Capacity Verification : Report may be submitted after inspection of the firm’s
factory/workshop/go-down, if necessary, in order to ascertain their capability and
capacity as manufacturers/stockists, mentioning the details of the workshop

48
facilities, testing and quality control facilities, covered and uncovered space of
workshop, etc. and giving clear opinion whether they have the ability to
manufacture of the items as per specifications or not and their annual
manufacturing capacity and the annual turn over. To satisfy about the ownership
of factory/workshop/godown, etc. of the applicant firm, Rent Receipt, Electricity
Bill and Corporation/Municipality Certificate, etc. should also be verified.
iii) Tax Clearance Certificate: The firms will be asked to furnish Permanent
Income Tax Account No. They should also submit Sales Tax Registration
Certificate.
iv) Documents: All documents as required in the application form such as proof of
ownership certificate, memorandum and articles of association in the case of
Limited Companies, as the case may be, will be obtained from the firms for
record.
v) Technical assessment: This should be based on technical literature provided
by the firm and also on inspecting their office & workshop premises to get
satisfied in regard to technical competency of the firm for manufacture of
various items as detailed by them in the technical literature.
9.3 Procedure For Registration
9.3.1 (a) Indigenous manufacturers who own factory/workshop of their own and are, in the
opinion of the inspecting officers, capable of producing materials of the required
standard shall be registered. Inspecting team will be formed as per clause above.

49
(b) Sole Agent/Distributors in the case of imported stores and stockists in case there
are no agents/distributors in the locality for any particular type or class of items
shall also be registered. Their premises shall be inspected by the team before
registration.
(c) For Indigenous Items, where the manufacturers do not directly market their
products, Distributors, Authorized Dealers or Sole Agents can be considered
for registration under special circumstances.
For (b) & (c), a certificate from the original manufacturer should be obtained
to get satisfied about the bona-fide of such Distributors/Agents etc.
(d) SSI units registered with the Director of Industries of State Government will
also have to apply for registration and registration will be considered if they are
found capable of producing materials of the required standard on inspection of
their factory/works.
(e) There are also suppliers whose annual income is very less & they produce
items in few numbers but as per the government policy they have to be
registered under category 3 suppliers. Most of their items are purchased on the
basis of consignment.
(f) No security money will be charged for registration of the suppliers who are
registered under category 3.
(g) SSI Units registered with the Directorate of Industries of State Government
located in the State where there are workshops of the Company shall be
exempted from depositing security money.
9.3.2 Application from the supplier shall be received in the prescribed form to be obtained by
them on payment of Rs.100/- per set from the head office or sales branches in Odisha.

50
The payment of Rs.100/- shall be made in the form of Crossed Demand Draft/Postal
Order/Cash Payment/online payment and/or as may be decided by the company from
time to time.
This application may be submitted by the suppliers against an advertisement issued by
for development of new sources of supply. On receipt of the application in the Purchase
Department the registration section will scrutinize all the particulars given therein. If the
replies given to various questions indicate that the firm is not suitable for registration,
there will be no necessity for undertaking inspection of its premises or works and the
registration will be refused straightway. This registration exercise may be done
intermittently throughout the year.
9.3.3 (i) On receipt of all reports, each case will be examined in the registration section and
decided on its merits. Approval of the competent authority will be obtained for the
registration or refusal of registration to the firm.
(ii) Verification Of Documents:
All documents like SSI registration certificates, License, Government undertaking
approval etc. must be self-attested by the firm during submission. The concerned
officer will verify them with the original before registration is granted. Name of the
Officer who will verify such document should be indicated.
The registered firms will have to keep a standing deposit of Rs.5,000/- with
Utkalika(OSCHC) as the case may be in the form of Cash/Bank Draft. Keeping in
view the quantum of quarterly procurement, the amount of standing deposit may be
increased further.

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9.3.4 Period Of Registration:
Initially, all firms shall be registered for a period of two years only and registration shall
be renewed for another one year till reports are received on their performance. After
that registration on expiry may be renewed for a period of THREE YEARS, if the
reports are satisfactory.
9.3.5 In the case of State Govt. Units/Government undertakings registration shall be granted
based on the information received in their applications. The registration shall be given
for a period of SEVEN YEARS and renewed thereafter for similar period.
9.4 Registered Firms must submit Income Tax Clearance Certificate every year, failing
which their registration will stand invalid.
9.5 Removal Of Firm From The List Of Approved Suppliers:
Performance Monitoring:
The performance of each registered firm shall be monitored on a continuous basis
throughout the year by the concerned Head of Technical Dept. who shall submit
quarterly reports to the Purchase Department four times a year at the end of every
quarter, who in turn will note it during finalization of orders as well as for continuous
monitoring.
9.6 Deregistration Of Firms:
Any firm may be deregistered and its name removed from the approved list if
considered necessary by the competent authority, without communicating any reason to
the concerned firm. The action may be taken for any of the following conditions.

52
(a) If the Techno-Commercial Performance of the firm is found to be consistently
unsatisfactory over a period of time against orders placed on them or, after
carrying out vendor rating, the firm has been classified into Group D for two
consecutive years. Whenever a firm is classified as D category on vendor
rating, it should be informed accordingly and also be warned of the
consequences of being classified into Group D for two consecutive years.
(b) If any firm fails to supply materials against a valid purchase order for any
reason whatsoever.
(c) If any firm continuously resorts to submission of ambiguous and misleading
offers and/or resorts to submission of post tender modifications to undermine
the process of decision making.
(d) If any firm adopts any unethical commercial practices repugnant to normal
business practices. Deregistration/removal from the approved list shall be
completed with the approval of the Head of Purchase dept. of OSCHC as the
case may be.
(ii) In the event of deregistration/removal from the approved list, the sales
branches of the company Utkalika(OSCHC) are to be informed.
(iii) No firm once deregistered/removed from approved list will be
reinstated without the approval of the Managing Director.

53
9.7 Vendor Rating :
Selection of vendors/sources with a consistent record of maintaining adequate standards
in respect of quality of products and reliability in supply is an important step in having a
flexible procurement system. Introduction of an objective assessment of Vendor
Performance is therefore, considered necessary towards achievement of this objectives.
Vendor performance may be evaluated on the following three major parameters:
1. Quality
2. Delivery
3. Price
In order to implement a Vendor Rating System, data has to be collected in regard to
performance with respect to various parameters, such as price, quality and delivery
against each order placed on different Vendors. This should necessarily involve the
active support of the user Department. The Vendor Rating System can be adopted only
after head office clarifies its merits.
9.7.1 Quality Performance :
It can be measured by the ratio of quantity of materials supplied as per specifications
against total quantity of supply. The quality performance index can be obtained by the
following rule :

54
Quality Performance Index (QPI)
=
{( 𝑄𝑎 + 0.5 ∗ 𝑄𝑟) ∗ 100}
𝑄𝑠
Qa = Quantity accepted as per specifications
Qr = Quantity accepted after replacement
Qs = Quantity supplied
If any material/equipment has been accepted after
Rectification/repair/replacement weight-age should be taken as 50%, instead of 100%.
9.7.2 Delivery Performance
If the supply is delayed beyond contractual delivery period, the company may suffer loss
due to machine down time etc. Hence this aspect has to be given due consideration. The
delivery performance index will be obtained as per the following rule :

55
In case of completed supply
Delivery Performance Index (DPI)
= [(
𝑄𝑎
𝑄𝑐
) + (
𝑄𝑏
𝑄𝑐
) ∗ (
𝑇𝑎
𝑇𝑐
)] ∗ 100
Where
Qa = Quantity supplied in Time
Qc = Quantity Ordered
Qb = Quantity supplied beyond original delivery period
Tc = Original delivery period in days
Ta =No. of days taken to complete supply, including delayed supply.

56
In case of incomplete supply, after expiry of extended delivery period
Delivery Performance Index (DPI)
= [(
𝑄𝑎
𝑄𝑐
) + (
𝑄𝑏
𝑄𝑐
) ∗ (
𝑇𝑎
𝑇𝑐
) ∗ 0.5] ∗ 100
Ta = No. of days taken upto the last delivery dame
Here the index is given 50% weight-age as the delivery is not completed even after
extension of delivery period.
9.7.3 To judge the price performance of a vendor, price reliability is an important criterion.
The Price Performance Index may be obtained by the following rule :

57
Price Performance Index (PPI)
= [2 − (
𝑄𝑝
𝑂𝑝
)] ∗ 100
Qp = Quoted Price
Op = Ordered Price
If the PPI is less than Zero, the value will be taken as Zero. Thus the vendor who has
been awarded with the order at quoted rate will score the maximum index of 100 and
other vendors will score lower indices. Vendors quoting twice or more will score zero.
9.7.4 Composite Index :
Composite Index will be obtained by giving weight-age to the above three performance
parameters as below :
Quality
Performance 40%
Price Performance 40%
Delivery
Performance 20%
The Composite Index of Performance will be obtained by applying the following rule:
Composite Performance Index = (0.4xQPI + 0.4xPPI + 0.2xDPI)

58
9.8 Classification of Vendors :
From the above rules, it may be seen that a vendor may score a maximum of 1000
points as its Composite Performance Index (CPI). Based on the average CPI, calculated
over a period of at least one year for all orders placed on the particular vendor, the
vendors may be classified into four different groups:
GROUP
a) Vendors scoring an average CPI of 80-100 A
b) Vendors scoring an average CPI of 50-79 B
c) Vendors scoring an average CPI of 30-49 C
d) Vendors scoring an average CPI less than 30 D
9.8.1 Preference may be given to ‘A’ Group vendors, in distribution of order quantity,
when orders are placed. The actual quantum of preference will be decided by the
Tender Committee.
9.8.2 A vendor who is classified in ‘D’ Group for two consecutive years should either be de-
registered or removed from the approved list for sending limited tender enquiries. If
they participate in an advertised tender in 2 cover system, their prices bids should not be
opened. In all other cases, their offer should not be considered.
9.8.3 Vendor rating guidelines as approved by OSCHC should be followed for procurement of
all types of items of both handlooms and handicrafts

59
9.8.4 Notification of performance to vendors:
All registered/enlisted/regular vendors should be apprised of the methodology of vendor
rating. They should also be apprised of their Composite Performance Index every year
to encourage them to improve upon their rating.
9.8.5 Progressive Implementation:
In a organization like OSCHC obtaining accurate and documented information about
delivery, acceptance of products/items etc. from various units is a time consuming job.
An extensive data-base preferably in a computerized environment has to be developed
in a progressive way by the Purchase Department of the company to effectively
implement a vendor rating system detailed above.
However, for certain items a list of vendors may be drawn, who may be brought under
the vendor rating scheme at the first instance. The system may be extended to other items
of lesser criticality progressively thereafter.
For items, where performance can measure in number of days of working, a ranking
system based on number of hours of working of the products supplied by various
vendors in last one year may be developed. The performance details should be obtained
from the HOD of the concerned technical departments.
9.8.6 Interaction with the suppliers
Purchase department Executives will have discussions with the suppliers on technical
matters to mutually update each other’s knowledge on the latest developments/value
engineering efforts regarding their products.

60
9.9 Penal Action Against Suppliers:
9.9.1 Blacklisting of Business:
If the performance of any supplier is found to be unsatisfactory, or if the conduct of the
supplier(firm) is under suspicion, or in the event of any breach of the conditions as
stipulated in the general terms and conditions of the supply contract, committed by the
supplier or a partner of the supplier, the competent authority (MD of OSCHC as the
case may be) may consider whether such default on the part of the supplier,
consequence of breach or the allegations are of a serious nature and whether pending
full examination/ investigation, it would be advisable to continue business dealing with
the firm. If the competent authority decides that it would not be in the interest of the
Company to continue such business, pending full investigation/examination, it may
cease business dealings with the firm. The order of blacklisting should specify whether
all subsisting Contracts/Supplies are ceased for the time being or whether the order
relates to specific Contracts/Supplies. The order of blacklisting would operate for a
period of not more than six months unless withdrawn earlier.
The competent authority of OSCHC can suspend the entire business dealings covered
under the existing contract in whole or any part thereof any time by giving the supplier
notice in writing of such effect and the anticipated duration of such suspension, as per the
relevant clauses and sub-clauses of the general terms and conditions of supply of stores
of contract.
The concerned department of the company should ensure that the final
examination/investigation of the case is completed well within period of six months or
within the anticipated duration of blacklisting/suspension order notified to the supplier
firm whichever is earlier.
9.9.2 The order of blacklisting must be communicated to all the departments as well as the
sales branches of OSCHC as the case may be. Copy of the order of blacklisting relating
to any supplier must be forwarded to the various departments as may be necessary. The
purchase department on receipt of any such suspension/blacklisting order will ascertain

61
the performance of the firm where the firm is supplying stores under any other contract.
On examining the investigation report, OSCHC will decide whether the blacklisting
order issued by the company will stand for further period or not or even to suspend the
business dealings with the firm.
9.9.3 If it is felt necessary to impose suspension of business dealing with the firm,
Utkalika(OSCHC) with the approval of Managing Director will put forward a suspension
notice to the firm with copies to all sales branches.
9.9.4 During the period of blacklisting, the competent authority may review the order of
blacklisting on receipt of a representation from the firm, if any. If the competent
authority considers in the light of its review that the order may be revoked, it may do so.
Order revoking the blacklisting order should be communicated to the firm with copy to
all concerned.
9.9.5 However, if full investigation/examination is not completed within six months and the
competent authority considers that blacklisting order should continue beyond that
period, the firm may be issued a show cause notice by the competent authority giving
21 days time to furnish a written statement of defense. If the reply is not satisfactory,
the blacklisting period beyond six months may be extended till the full investigation is
completed. However, it must be ensured that the investigation/examination of the case
is not delayed indefinitely. Extension of blacklisting period beyond one year should
have the approval of the authority.
9.10 After full investigation of the matter is completed, OSCHC will take the following
actions
i) If the facts and evidences justify any penal action against the firm as detailed at
para 9.9.5, such action should be taken.
ii) Otherwise, the suspension order should be revoked forthwith, under intimation
to all concerned.
For further actions the relevant stipulations contained in the relevant clauses of the
General terms & conditions of the supply order/contract will prevail upon.

62
9.11) Banning Of Business:
Banning of business should be considered in the following cases:
i) If the Directors, Proprietors, Employees, Partners of any Representative of the firm
is/are found guilty of offences involving any security consideration including loyalty
to the State, in connection with business dealings with OSCHC.
ii) If the Director, Proprietor or Partner, Manager or any Representative of the firm is
convicted by a court of law for offences in relation to its business dealing with any
State Government/Central Government or any Public Sector Undertaking or any
private company.
iii) If there are strong reasons to believe that the Directors, Proprietors, Managers or any
Representative of the firm has/have been guilty of malpractices such as bribery,
corruption, fraud, substitution of tenders, interpolation, etc.
iv) Wilful suppression of facts or furnishing or wrong information or manipulated or
forged documents by the firm or using any other illegal/unfair means.
v) Drawing double payment or submitting invoice for double payment for the supply
of same materials or carrying out the same job/work.
vi) Supplying defective items and failure to replace the defective items even after
reasonable extension is given to the firm for rectification/replacement of the
defective materials or carrying out defective/poor quality job, not conforming to
specifications of the contract and failure to rectify it within the stipulated time.
vii) Failure to pay legitimate dues to OSCHC including dues arising out of Risk
Purchase and when OSCHC is satisfied that this is not due to any reasonable
dispute which would attract proceedings in arbitration or a Court of Law.

63
viii) Commission of economic offence like evasion of Excise Duty, VAT, Customs
Duty, or any other legitimate taxes, levies, duties, etc. imposed by the
Government or local authorities etc.
ix) Continued and repeated failure to meet contractual obligations.
x) Revision of price and terms of offers within the validity period of the tender on a
habitual basis, in order to undermine the decision making process.
xi) Canvassing and lobbying to get undue favour from the Company.
xii) Formation of price cartels with other suppliers/contractors with a view to
artificially hiking the prices.
xiii) Any other misdeed which may cause financial loss or commercial
disadvantage to the Company.
Approving Authority For Banning:
MD of OSCHC is the competent authority to order banning of business with a firm. For
banning of business with OSCHC approval is to be accorded by MD and all the other
sales branch heads or mangers.
9.13 Period Of Banning:
The period should be a minimum of one year and should be decided based on the
gravity of the offence and the quantum of loss suffered by OSCHC.

64
Copies of all orders of banning of business issued by OSCHC must be forwarded to
and all other sales branches of OSCHC for actions as may be considered necessary.
Procedure For Banning:
Any proposal of banning of business should be put up by the concerned executive of the
purchase Department to the Head of the Department along with all relevant documents.
The HOD, in turn, will have the case investigated, if necessary with the assistance of
various departments and submit the case with his recommendation to the competent
authority i.e. MD of OSCHC.
In case the competent authority decides that action against a firm is called for, it may
recommend issue of a notice to the firm asking it to show cause why it should not be
banned for a specified period in view of the allegations against it. Details of the
allegations/charges may be appended to the show cause notice and the firm should be
asked to submit within 21 days a written statement of defense. All the correspondence
with the firm may be made by registered post. The show cause notice should be sent by
the HOD of the purchase Department.
On receipt of a reply of the show cause notice or where no reply is received, the
HOD may put up a proposal for either –
i) Exonerating the firm if the statement of defense of the firm is found to be satisfactory
and the charges framed against the firm are not substantiated.

65
ii) Banning of business dealings with the firm for a specified period.
On receipt of the order of banning of business with any firm OSCHC head office will
consider whether the offence committed by the firm is serious enough to warrant banning
of business with the firm forever. For this purpose the contracts/supplies with other firms
will have to be examined by the co-operative Handicrafts society.. It is decided to resort
to banning of business of the firm with OSCHC, a fresh show cause notice will have to be
issued to the firm giving it reasonable time to reply to the notice. Thereafter, the usual
procedure for banning of business is to be followed and a final order is to be issued with
the approval of Chairman, of the co-operative society.
Any copy of the order of banning of business received must be put to MD,OSCHC
within period of 30 days indicating whether further action is to be taken on the same.
This time limit is to be observed strictly.
If the competent authority, after going through the proposal of the HOD of purchase
department, decides to ban business dealings with a firm, an order to that effect should
be issued to the firm. The order imposing banning on the business dealings with the
firm should specifically mention whether the ban would extend for longer periods
because it is decided to do so and also the period of banning in number of years.
Copies of the order of the competent authority banning business dealing with any firm
should be sent to all managers of the sales branches concerned and during the period of
banning, no business dealing can be entered into with the firm. As far as possible, the
existing on-going contracts may also be terminated after observing the formalities
regarding termination as stipulated in the contracts.
If after an order is issued banning business with a firm, the firm comes up with any
appeal or representation seeking withdrawal or any modification of the order, the matter
should be decided under the order of Managing Director Utkalika(OSCHC).

66
UTKALIKA
EMAIL:
TEL.NO:
MOB.NO:
FAX NO(if applicable)
Supplier Registration form
TICK THE BOX FOR WHICH KIND OF ITEMS YOU ARE APPLYING
HAND-LOOMS HANDICRAFTS
A.General:
1.Name of the Firm/Supplier/Artisan/Weaver:
2.Regd.Office and Address:
Telephone No:
Mobile No:
Email:
Fax No(if applicable):
3.Branch office & Address(if any):
Telephone No:
Mobile No:
Email:

67
4.Factory or Workshop Address(if any):
Telephone No:
Mobile No:
Email:
5.Name & Address of the Contact person:
Telephone No:
Mobile No:
Email:
6.Nature of the business(please tick mark)
Govt.Sector Private
Organization
Proprietorship Co-operative
society
Partnership Underprivileged
Artisan/Weaver
7. a)Status of company: Manufacturer/Mfgr’s Agent/Authorized Dealer/Stockist/Trader
If any other please specify
b)SSI or not: YES/NO
8. a)Items for which
Registration is sought:
b)List of items manufactured :
(Enclose product catalogue)

68
9. List of important Clients:
(attach the proofs)
10. Annual Turnover for past 3 years:
11. Capital Employed:
B. Technical & Quality
12. Manufacturing Facilities:
(Attach details of Equipments used,
Capacity, year of manufacture)
13. Are your products are certified : YES/NO
By any organization before
(ex-BIS std)
14. Do you have your own systems to: YES/NO
Check quality of your products
C. Commercial:
15: Your Banker’s Name & Address:
(attach solvency certificate)

69
16. Bank Account No:
17. IFSC Code
:
18. Have you been assed for income tax: YES/NO
19. CST/ST Registration No. and Date (if any):
20. Do you have any Sister Concerns: YES/NO
If Yes Then
i)Name:
ii)Address:
iii)Phone/E-mail/Mobile
iv)Range of Products

70
INDENT
INDG/IMPORT REVENUE/CAPITAL
INDENT NO MPR NO.
DATE DATE
DEPARTMENT HL HC MATERIALS REQD.
BY
INDENTOR NO.OF ITEMS
GEN/PROP/STAND NORMAL/EMERG.
JUSTIFICATION
RECOMMENDED
SUPPLIERS
REMARKS

UnderstandingThe ProcurementProcessof Utkalika(OSCHC) &PreparingA ProcurementManual
71
ACTIVITY
ISSUE
OF
ENQUI
RY
OPENIN
G OF
TENDE
R
TECH.
EVALU
ATION
PROPO
SAL
CONC
URRE
NCE
APPRO
VAL
ORDE
R
DELIVE
RY
SCHEDULE
ACTUAL
CC QR YEAR ALLOCATED COMMITTED ESTIMATED
VALUE
BAL.VALUE
Indentor Procurement Head Screening Committee

72
Sl NO ITEM CODE &
DESCRIPTION
UOM QUANTITY Estimated
value
Last P.O.
Rate
Last P.O.
No.& Date

73
Sl No. Item
Code
UOM Stock
Qnty
Pending
Indent
Qnty.
Current Year
Consumption
2nd Year
Consumption
Last Receipt
Date
Indent
Qnty
Pending
P.O.
Qnty.
Pending
Mpr Qnty
Last Year
Consumption
3rd Year
Consumption
Last Issue
Date

74
TENDER APPROVAL FORM FOR MODE OF TENDERING & BIDDERS LIST
1.Description of the item of bid:
(specify the item code)
2.Division:(tick the appropriate box)
Hand-looms Handicrafts
3.Indent No.& Date:
4.Indent value: Rs
5.Indentor:
6.Type of Indent:(Tick the appropriate box)
Normal Emergency
7.Mode of Tendering:(Tick the appropriate box)
Proprietary
Standardised
Single Tender
Limited Tender

75
8.Bidders list:
Indenting Officer Procurement head Finance manager
Managing Director

76
PURCHASE ENQUIRY
UTKALIKA
E-Mail:
Tel.No: Mobile No-
To Please send your sealed
quotation in duplicate as per
terms and conditions overleaf
for the following items.
Enq.No.
Date:
Due on:
DELIVERY REQUIRED
BY________________
Sl.No. Item Code &
Description
Unit Quantity
For & on behalf of
Odisha State Co-operative Handicrafts Corporation

77
Standard Terms And Conditions Of Enquiry
1. Bidders are requested to quote their best prices considering the fact that price negotiation, if
required, may be held with the lowest tenderer only.
2. Unless otherwise specified all prices quoted must remain firm except for statutory variation in
taxes during contractual delivery period. Any increase in taxes after expiry of the delivery
period will be to supplier’s account. Price variation clauses if any should be clearly quantified
without any ambiguity with ceiling limits.
3. Quotations should be typewritten through specific computerized format and any correction or
over-writing should be initialed. Rates to be indicated both in words and figures.
4. In techno-commercial bids, the bidders should furnish a list of its suppliers chain and a
declaration that such suppliers under the bidder have no interest in any other bidders in respect
of the same tender.
5. No part of the contract nor any share or interest therein shall, in any manner or degree, be
transferred, assigned or sub-let by the seller directly or indirectly to any person, firm or
corporation whatsoever without the consent of in writing.
6. Samples if forwarded shall become property of the buyer i.e. Utkalika(OSCHC).
7. Sealed quotations in envelope super scribing tender enquiry no. and due date of opening must
be sent by registered or speed post or to be dropped in the tender box specified for the purpose.
Quotations received after specified date & time are liable to be rejected.
8. Quotation should be valid for a minimum period which is decided by the authority from the
date of opening of the tender.
9. Complete technical specifications should be sent with tender documents. Offers without
adequate technical specifications/information shall liable to be rejected.
10. Printed conditions on the back side of the offers will be ignored.
11. Unless otherwise agreed, payment shall be made by every 10th of the succeeding month after
receipt & acceptance. For negotiation of documents through bank, bank charges will be borne
by the supplier.
12. If tenderer is unable to quote against the enquiry, regret letter must be sent. Failure to do so
repeatedly may result in deletion of tenderer’s name from the approved suppliers’ list.
13. If the supplier is giving state sales tax & central sales tax then he/she must provide
VAT number.
14. Unless otherwise specified the items after delivery will be inspected by quality control officer
of OSCHC.It is a stage wise process which takes place after all the orders are received. After

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