Planning, Monitoring & Purchase Committee

Functions of the Purchase Committee:

To get the necessary indents from the respective departments.
To get the approval of the indents from the purchase committee.
To get a minimum of two quotations from the approved vendors.
To analyze quotations provided by the vendor.
To ensure all documentation is accurately analyzed and completed.
To ensure that the supplies / services who had quoted comply with the Supplier Rating.
Seek clarification from suppliers / service providers where necessary, either orally / in writing without effecting the time frame.
To request technical input from HOD and relevant staff as required inviting to participate for the procurement related to their requirement.
In certain contexts, it may be appropriate for some or all members of the PC to be directly involved in the collection of quotations.
Ensuring proportionality, transparency, accountability and fairness in the procurement process.
Ensuring all relevant documentation is prepared prior to PC meeting.
Involvement in the evaluation discussion
Ensuring that the Quote Evaluation Form is completed accurately.
Ensuring all necessary procurement procedures are properly followed.
Ensuring samples are available for review, if required.
To finalize and issue the purchase order.

Responsibilities:

Chairman â€“ To approve the final purchase and issue necessary purchase orders.
Co-ordinator â€“ To shortlist the approved vendors, review of the quotations and submit the same to the chairman.
Member â€“ To collect the indents from the departments, call for quotations and verify with respect to the budget.