Date: 26 Dec 2025

Procurement Policy

MATA SUNDRI COLLEGE FOR WOMEN 

(UNIVERSITY OF DELHI) 

PROCUREMENT POLICY 

(As per GFR-2017, Government of India Procurement Rules, University of Delhi/UGC Guidelines) 

1. Introduction:- 

Mata Sundri College for Women, a constituent college of the University of Delhi, is committed to ensuring that the procurement of goods, works, and services is conducted in a transparent, fair, economical, efficient and accountable manner.

This Procurement Policy is formulated in accordance with: 

• General Financial Rules (GFR) 2017 (as amended from time to time) 
• University of Delhi guidelines, notifications, and ordinances 
• UGC norms 
• Government of India Procurement Manuals 
• CVC guidelines, wherever applicable 

This policy is designed to ensure compliance, promote good governance, and maintain proper documentation for internal, external, and ISO audits. 

2. Objectives of the Procurement Policy:- 

• To provide a standard framework for procurement across college departments. 
• To ensure transparency, competition, fairness, and value for money. 
• To maintain compliance with GFR-2017 and Government of India guidelines. 
• To streamline vendor selection, tendering, and documentation. 
• To ensure timely procurement while maintaining financial prudence. 

• To create proper records for audit and ISO quality assurance. 

   

3. Scope of the Policy:- 

This policy applies to all procurements involving: 

• Goods (equipment, furniture, consumables, lab items, IT items, etc.) 
• Services (AMC, software, maintenance, consultancy, manpower, etc.) 
• Civil, electrical, or maintenance works 
• Annual procurement or project-based procurement 

The policy covers procurements made by: 

• All Academic Departments 
• Administrative Offices 
• Library 
• Laboratories 
• Purchase Committee 

• Any other body/committee authorized by the Principal 

   

4. Procurement Principles:- 

All procurement shall follow the core principles laid down under GFR-2017: 

1. Transparency – clear procedures and documentation 
2. Competition – adequate participation of vendors 
3. Fairness and equity 
4. Economy and efficiency 
5. Accountability in decision making 
6. Best value for public money 

5. Procurement Methods (as per GFR-2017):- 

5.1 Purchase of Goods without Quotation – Up to ₹50,000 

• Allowed under GFR 154. 
• Purchase through GeM, local market, or authorized vendors. 
• Proper certification by the competent authority that: 

"I„ am personally satisfied that these goods purchased are of the requisite quality and specification and have been purchased from a reliable supplier at a reasonable price."  

5.2 Purchase Through Local Purchase Committee (LPC) – ₹50,001 to ₹5, 00,000 

• As per GFR 155 (LPC purchase). 
• Minimum 3-member LPC committee (as approved by Principal). 
• Survey of market & vendor comparison required. 
• LPC report must accompany the file. 

 

5.3 Purchase through Limited Tender Enquiry (LTE) - (As per GFR Rule 162) 

• Limited Tender Enquiry shall be used as per the financial thresholds prescribed in the Government of India Procurement Manual. 
• Quotations shall be invited from at least three registered/known/empanelled suppliers. 
• Tender/quotations shall be opened by the authorized committee on the due date and time. 
• A Comparative Statement (CS) shall be prepared for fair and transparent evaluation. 

 

5.4 Purchase Through Open Tender – Above ₹10, 00,000 

• As per GFR 160 & 161 (Open Tender). 
• Tender to be published on: 
• College website 
• University of Delhi website (if needed)            
• CPPP (if applicable) 

• Two-bid system (Technical & Financial) for complex procurements. 

   

5.5 Procurement through GeM 

• As per GFR 149 & 150. 
• GeM should be the first choice for procurement of listed items. 
• Mandatory for procurement above threshold limits set by GoI.

• Direct Purchase, L1, or Bid/RA modes to be used as per rules. 

   

5.6 Procurement of Works 

Follows CPWD/University of Delhi norms: 

• Annual repair & maintenance 
• Civil/electrical works 
• Quotations/tenders as per value 
• Supervision by Works Committee 

• Completion certificate required 

   

5.7 Proprietary Article Certificate (PAC) Purchases 

• As per GFR 154 & 166. 
• PAC certificate must be issued by the competent authority. 

• Supporting documents essential (OEM letter, product uniqueness justification). 

   

5.8 Rate Contracts 

• Purchase through valid DGS&D/GeM/University-approved rate contracts is allowed. 

   

6. Vendor Registration and Empanelment:- 

1. Vendors may be empanelled through open notice or University circulars. 
2. Vendors must provide: 
   • GST Registration o          PAN
   • Bank Details o  Past performance records 

3. Blacklisted/debarred vendors are not eligible. 

    

7. Procurement Committees:- 

7.1 Purchase Committee / Maintenance Committee / Building Committee 

• Constituted by the Principal as per norms followed in colleges of the University of Delhi. 
• Responsible for evaluating quotations/tenders and recommending suitable vendors. 
• Ensures compliance with GFR-2017, UGC, University of Delhi, and Government of India procurement rules. 
• Verifies the requirement of items/services and reviews comparative statements. 
• Assists in transparent tender opening and supports proper documentation for audit. 

• Members must maintain neutrality and avoid conflict of interest. 

   

8. Approval Authority:- 

All procurements must follow financial powers as per: 

• University of Delhi rules 
• College Bye-laws/Ordinances 

Chairman, College Governing Body / Principal is the final approving authority for all major procurements. 

9. Documentation Requirements:- 

Procurement file may contain: 

1. Indent/Requisition 
2. Availability of funds certificate 
3. Administrative approval & financial sanction
4. Mode of procurement justification (GFR reference) 
5. Comparative Statement (CS) 
6. Committee minutes 
7. Purchase order 
8. Delivery challans 
9. CRAC 
10. Bills & invoices 
11. Stock entry 
12. Payment approval 

Record retention will follow UGC/DU/GoI norms. 

10. Conflict of Interest and Ethical Standards:- 

• Committee members must maintain impartiality. 
• No procurement from relatives or biased vendors.

• Any conflict must be disclosed.

   

11. Emergency Procurement:- 

In urgent situations (as defined by competent authority): 

• Limited process may be followed 
• Proper justification & approval required 
• Must align with GFR 162 provisions 
•  

12. Review and Amendments:- 

• The policy will be reviewed every three years or earlier if required. 

• Amendments will align with updated GFR, GoI, UGC, and University of Delhi guidelines. 

   

13. Effective Date:- 

This Procurement Policy comes into effect after approval by the Competent Authority, Mata Sundri College for Women, and will be uploaded on the college website for public reference and ISO compliance. 

Disclaimer: Reference-Based Policy Framework:- 

This Procurement Policy is indicative in nature and is intended solely for the information and reference purposes. All procurements undertaken by the College Administration are carried out strictly in compliance with the rules, regulations, and guidelines issued and amended from time to time by the Government of India, University Grants Commission (UGC), and the University of Delhi. In the event of any discrepancy, the latest applicable norms of the Government of India/UGC/University of Delhi shall prevail.