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ICDA shall be following certain methods in purchasing goods, equipment and services required for the need of the organization or its projects. Use of competitive bidding shall be a priority practice. The first criterion in choosing a supplier shall be the lowest bid. However, if a supplier does not provide the required level of service or an adequate guarantee, then the other criteria shall also be considered. ICDA shall specify in the file the reasons the lowest bid was not considered.
| For purchases under Rs. 5000/-, a price survey by telephone of two suppliers will be sufficient for determining the supplier. |
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| For purchases above the Rs.5000/-, a quotation/invoice shall be obtained from three local suppliers. |
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| Purchases from a sole source shall be explained in the purchase file. |
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Employees making purchases as part of the project activity or organizational work shall follow these mechanism.
| Requisition Form |
the employee requesting a purchase fills this form, has it approved by the executive Director and sends it to finance division. |
| Order Form |
the finance division issues the order form, after it is signed by the Executive Director. The concerned employee or the finance division will make the purchase successful on the basis of the order form. |
| Delivery Slip |
after the purchase has been made, a delivery slip will be issued by the finance division for the supplier, who will signed it and give it back to the finance division. |
All materials (capital in nature) purchased shall have entry in the stock register. The issue register shall be maintained to reflect the reason for issuing such materials and the person received.
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