Procurement is done through the Stores unit of the Directorate of Purchase & Stores, an independent body under Department of Atomic Energy. Scope of Purchase include purchase of Raw materials, consumables, capital equipment furniture, stationery and spares for all sections of HWP-T upto the value of Rs.50,000/-

Value exceeding Rs.50,000/- is referred to & processed by Regional Purchase Unit at and DPS, Mumbai for values more than Rs. 10.00 lakhs and for imported items.

After evaluation of vendors a master list of vendors is maintained at stores unit

Indent with the VEC format after approval of Section Head is received by Assistant Stores Officer.

The stock position of the indented item and status of pending purchase order, if any, is indicated by ASTO in the indent.

Then the indent is sent for review to Value Engineering Committee headed by Dy. General Manager, and with Production Manager, Maintenance Manager, Pay and Accounts Officer as members and Assistant Stores Officer as member secretary.

After scrutiny, with the recommendation of the Value Engineering Committee, the indent is sent to competent authority for approval.

After approval the tender is floated by local purchase unit / Stores Regional Purchase Unit / Central Purchase Unit depending upon the estimated value / nature of the item as indicated below:

Tender enquiries are sent to minimum seven potential suppliers from the vendor list and those suppliers indicated by the indenting officer. For proprietary items single enquiry is sent.

The financial limit for different modes of purchases are as under:

• For value more than Rs. 10.00 lakhs, open/public tender is floated

• For value more than Rs. 20,000/- and less than Rs. 10.00 lakhs, limited tenders are floated

• Cash purchase can be done upto Rs. 1,000/-

• Telephonic quotations can be obtained for value more than Rs. 1,000/- and less than Rs. 20,000/-

• Two part tendering will be adopted for value more than Rs. 1.00 crore.
   

The quotations are opened on the due date and time in presence of Pay and Accounts Officer of the unit and those tenderers who wish to be present as per purchase procedures.

Comparative statements are prepared, checked and sent to Indenting Officer for evaluation of bids and vendors.

Purchase recommendations are made by Indenting Officer with due consideration for the technical suitability and price, reviewed by Section Heads, Accounts and approved by competent authority.

In case the actual value of the item to be purchased exceeds the power of the respective purchase unit, the file will be referred to the appropriate purchase units for endorsement or re-tendering.

Purchase order is released by respective purchase unit depending upon the value/nature of the item to be purchased as per the purchase procedures.

Follow up and expediting of delivery if required, is carried out by indentor/ ASTO.

Pre-Despatch Inspection as per the terms and conditions of purchase order is arranged by indentor after getting intimation from the supplier.

Shipping release is issued by the inspector after inspection

Supplies are received by ASTO, HWPT

Finally the material is taken into the stock by ASTO after obtaining a Functional Test Report (FTR) from the indentor.

Payment to the supplier is effected as delineated in the purchase order.