Purchase Committee

Role & Functions of the Committee

• Provide overall supervision and final approval for all college purchases.
• Ensure purchase procedures follow Government/University/Institutional norms.
• Approve purchase proposals, comparative statements, quotations and vendor selection.
• Authorize sanctions for equipment, laboratory items, furniture and IT materials.
• Oversee budget allocation, fund utilization and financial discipline.
• Resolve disputes related to procurement, vendor performance or quality.
• Sign off on purchase orders, bills, payment approvals and audit submissions.
• Guide committee members and ensure transparent, cost-effective purchasing.
• Coordinate the complete purchasing workflow from proposal to procurement.
• Collect purchase requirements from all departments with proper justification.
• Invite quotations, tenders or rate inquiries as per rules and deadlines.
• Prepare comparative statements of rates, specifications and vendor terms.
• Organize committee meetings, prepare minutes and action reports.
• Liaise with suppliers, verify delivery schedules and monitor compliance.
• Maintain purchase files, records, quotations, bills and warranty documents.
• Submit finalized proposals to the Chairman for approval.
• Review departmental purchase requirements and verify technical specifications.
• Ensure necessity, correct quantity, and suitability of proposed items.
• Assist in evaluating quotations and preparing comparison sheets.
• Recommend suitable vendors based on quality, reliability and price.
• Physically verify delivered items for quantity, quality and condition.
• Report discrepancies, defects or non-compliance to the Convener/Chairman.
• Assist in asset tagging, stock register entry and distribution to departments.
• Support annual review of stocks, consumption patterns and future needs.

Scope of the Committee

• Transparent, rule-based and budget-conscious purchasing
• Accurate documentation of quotations, comparative statements and bills
• Timely procurement of materials for smooth academic and administrative functioning
• Verification, distribution and stock maintenance of all purchased items