The document provides an overview of a procurement management and projects orientation programme at IIT Jammu. It discusses procurement of items like Aakash tablets, a visit to a national thermal power project, and the expectations of materials management which include end-to-end e-procurement and reverse auctions. It also outlines the different types of purchases, tender processes, import terms, and sections within materials management like dispatch, tendering, local purchasing, imports, and progress tracking.

1. Welcome
to
Orientation Programme on
'Purchase Management and Projects
in Central Higher Educational
Institutes’
@IIT JAMMU

17. PROCUREMENT OF AAKASH-II
17

21. NATIONAL THERMAL POWER PROJECT, NEW DELHI
JOINT WISIT OF INTERNAL AUDIT & MMD
MAY 2012.
21

39. Expectations of MMD
END TO END E-PROCUREMENT.
REVERSE AUCTION – Saving of money beyond
expectations.
FORWARD AUCTION
PURCHASE ORDER MANAGEMENT
VENDOR PERFORMANCE MANAGEMENT.

40. Expectations from the PI / Indentors

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TYPES OF PURCHASES
1. Direct Market Purchase without quotation. (upto Rs.
25,000).
2. Direct Market Purchase(LPC) (upto Rs. 2.50 Lakh).
3. Limited Tenders Enquiry(Upto Rs. 50 Lakh).
4. Advertised Tenders Enquiry (Above Rs. 50 Lakh)
5. Single Tender Enquiry ( Proprietary Item).
6. Purchase through other Rate Contract.
7. Repeat Orders.
8. Purchase through Buy-back offer.
9. GeM

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1. PURCHASE WITHOUT QUOTATION
• Purchase upto Rs. 25,000 on each occasion may be
made without inviting quotations by competent
authority.

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• Purchase of goods upto Rs. 2.50 Lakh on each occasion
may be made by an authorised committee through Market
Survey with due certifications.
• In case of web survey, printouts of survey of three
companies may be attached to proposal.
• In each case, copy of three indicative bids to be attached.
2. DIRECT MARKET PURCHASE-LPC

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3. LIMITED TENDER INQUIRY (LTI)
LTI to be issued for all purchases from Rs. 1 to Rs. 50
Lakh.
Enquiry should be sent to more than THREE parties.
Atleast three quotations should be received.
Otherwise, approval of competent authority required to
open 1 or 2 tenders.

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4. ADVERTISED / GLOBAL TENDER INQUIRY
All tenders above Rs. 50 Lakhs to be advertised in leading
newspapers.
Tender to be published on CPPP also.
In case of Global Tender more lead time can be given with
wider publicity.

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5. SINGLE TENDER INQUIRY (STI)
Single Tender Enquiry means purchasing without
competition.
STI should be used as exceptional cases.
Single Tender Inquiry to be issued when:
Parts of Existing Equipments.
AMC of Equipment by the sellers after Warranty
Proprietary Items-single source of supply.

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6. Rate Contract – Just in Time (JIT)
• Stationery Rate Contract.
• Gas Cylinders Rate Contract
• Chemical, Glassware and Labware Rate Contract.
• Uniform Rate Contract
• Pathology Services Rate Contract
• Medicine Rate Contract
• Custom Clearing Agent Rate Contract
• PC RATE CONTRACT
• Vehicle Rate Contract
• Laundry Services Rate Contract
• Furniture RC & Solar Light Supply RC now expired.

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INCOTERMS
EX-WORK
FOB
FCA
CIP
CIF
DDU
DDP

50. MOV04106.AVI

51. MOV04115.AVI

52.  Letter from the supplier for repair / replace / Letter from Indenter.
 Re-export Invoice and packing list & Gate Pass of IITB.
NOC from the Bank to re-export.
 Original Bill of Entry & Copy of PO.
 Letter to Dy. Commissioner, Customs.
 Covering letter to our clearing Agent.
Follow up of the same.
RE-EXPORT WORK
(25 to 50 cases P.A.)

53. NON-PO ITEMS CUSTOM CLEARANCE
Non Purchase Order purchases are those imported goods
which are purchased by the Indentor by direct order and lying
in Custom Office in the name of MMD / IIT Bombay.
 For this , we receive alert from FEDEX / DHL, etc.
Indentor issues letter to MMD for clearance and project
code.
Preparation of Custom related documents like CD
certificate, Declaration form, Import Export Code, DSIR
Copy, Authority letter to courier agency to clear from Custom
House and covering letter for carrier.

54. COMPLICATED IMPORT CASES
Vitamin powder imported by CTARA .
Re-exported two equipment to US, while coming, US
made it one.
Perishable culture landed Mumbai Airport Friday
night.
M/s Toshvin delivered equipment with lower
specification that quotation.
Identification sticker of equipment of CESE was not
clear.

55. COMPLICATED LOCAL PURCHASE CASES
(5 to 10 PA)
M/s Victory Genset did not supply 625 Genset for 2 years. Penalized
for Rs. 8.00 Lakh. Legal case / settled.
M/s Ocimum-Bio did not supply item after taking advance of Rs. 8.80
Lakh.
M/s AC WORLD employees used to steal copper pipes in night of
installed ACs by them. Caught and jailed. Company Blacklisted. Labour
Commissioner hearing went for long period.
M/s Datawind of Aakash-II, penalty imposed of Rs. 29 Lakh.
M/s Machwel supplied 700 chairs to H-14 at very low rate, sub-
standard chairs, replaced all on holding payment and guarantee.

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PROGRESS SECTION
Receipt and distribution of equipment (2 to 10 per
day.)
Alert to Dept. on arrival of material, arranging
Forklift for heavy items.
Stationary procurement. Distribution and
maintenance stock of Stationary of all Department.
Procurement and distribution of all kind of gases of
the Institute.

57. Preparation of Empty Gas Cylinder Cylinders,
making gate pass, re-filling of Cylinders, etc.
Attending Survey Committee Meetings.
Renewal of License, procurement and
distribution of Spirit, Alcohol and BMC license
for storage of LPC gas cylinders.
Handling Cash Imprest of MMD.
PROGRESS SECTION

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Attending write-off meetings, survey the items and assess current estimated value
and categorization of E-AUCTION & GENERAL LOT.
Mailing list to MSTC, arranging inspection date of scrap.
LINK - MSTC
Taking Reserve Price from the Dept./ Section, uploading same on MSTC software.
Checking Bid details, sending Bid details to the concerned Dept.
After receiving Sale Order and payment from MSTC, depositing to Cash Section.
Preparing IIT B sale order and follow-up for the pickup the material.
If the Bid is rejected then to re-auction at the earliest.

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DISPOSAL OF SCRAP THROUGH SPOT QUOTATION
 Preparing Tender Document for newspaper advt . in classified adds.
 Arranging Tender Opening Meeting, after approval placing sale order
with H1.
 Returning EMD to un-successful vendors and follow-up of picking of the
same.
HAZARDOUS CHEMICALS AND WASTE DISPOSAL
Apply for NOC to Maharashtra Pollution Control Board for such disposal.
Co-ordination with various Departments and Safety Officer of IIT
Bombay for preliminary Survey of Hazardous Materials.
Inviting Mumbai Waste Management Limited (MWML) for survey. Take
estimate, after approval, place Disposal Order. Follow up of safe
disposal and payment to the party.

62. RADIO-ACTIVE
WASTE
DISPOSAL OF
IIT BOMBAY
IN 2013, MMD
DISPOSED OFF
RADIO-ACTIVE
WASTE OF
ELECTRICAL
DEPARTMENT
THROUGH
ATOMIC ENERGY
REGULATORY
BOARD.

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Organizational Chart of Materials Management Division

65. 65
Dispatch Section

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Tender Section / Front Office / E-Auctions /
E-Tendering

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LOCAL PURCHASE SECTION

68. 68
IMPORT SECTION

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PROGRESS SECTION