City College Jayanagar is committed to maintaining transparency and accountability in the procurement of all non-recurring and recurring assets for the institution. The following procurement policy ensures an efficient, competitive, and fair procurement process for the purchase of equipment, consumables, and other assets.

1. Transparency in Procurement:

• The college follows a transparent procurement process for both non-recurring (capital expenditures like equipment and infrastructure) and recurring (consumables and supplies) purchases.

2. Request for Procurement:

• At the start of each academic year, Heads of Departments (HoDs) are required to submit request letters outlining their department’s needs for equipment, consumables, and other academic resources.
• The request should include a detailed justification for the items requested, including their relevance to the curriculum or research needs.

3. Approval Process:

• The request letters are forwarded to the Principal and subsequently submitted to the Management Committee for approval.
• Once reviewed, the proposal is sent to the Honorable Secretary of the City College Jayanagar Trust for final purchase approval.

4. Vendor Quotations:

• Upon receiving approval from the Honorable Secretary, the department proceeds to obtain at least three quotations from different vendors.
• Vendors are selected based on their reputation, pricing, and quality standards. If possible, priority is given to vendors who support sustainable and ethical sourcing practices.

5. Comparative Analysis:

• A comparative statement is prepared by the requesting department, comparing the three quotations based on factors such as price, quality, delivery time, and warranty terms.
• The most cost-effective and high-quality vendor is selected, following approval from the Honorable Secretary.

6. Evaluation of Vendor Performance:

• In addition to pricing, the past performance of the vendor in terms of product quality, after-sales support, and timely delivery is taken into account when selecting the vendor.

7. Final Purchase Order:

• After the vendor is approved, a purchase order is prepared by the respective department. This order is reviewed and signed off by the Principal and the Honorable Secretary.
• The purchase order clearly outlines the quantity, specifications, price, and delivery terms for the items being procured.

8. Order Placement and Delivery:

• The purchase order is then issued to the selected vendor, and the vendor confirms the order by providing a delivery schedule.
• On receiving the items, the respective departmental heads verify the items for quality, quantity, and compliance with the purchase order specifications.

9. Stock Entry and Bill Certification:

• The received items are recorded in the departmental stock register and tagged with a unique identifier (if applicable).
• The Head of Department certifies the bills, verifying that all items match the purchase order, and submits them to the Finance Department for final processing of payment.

10. Payment and Documentation:

• Payments to vendors are processed only after the successful verification and certification of the items by the concerned departments.
• All documentation related to the procurement (purchase order, quotations, invoices, delivery notes, etc.) is maintained for audit purposes.

11. Sustainable and Ethical Procurement:

• The college encourages procurement from vendors that promote sustainable and environmentally friendly products.
• Ethical sourcing practices are emphasized, ensuring that vendors follow fair labor practices and reduce environmental impact.

12. Periodic Review and Monitoring:

• The Procurement Committee periodically reviews the procurement process to ensure efficiency and compliance with institutional standards.
• Vendor performance is monitored regularly to maintain quality standards for future procurement activities.

13. Emergency Procurement:

• In case of urgent requirements, such as lab equipment breakdowns or immediate academic needs, an emergency procurement process can be initiated.
• This expedited process allows departments to secure essential items swiftly, subject to approval from the Principal and Honorable Secretary.

This Procurement Policy ensures that City College Jayanagar maintains a transparent, efficient, and ethical procurement process that meets the academic and operational needs of the institution.