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Stores Purchase

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About

 
Stores Purchase Department is one of the Departments in the Government Secretariat under Government of Kerala. This Department is under the control of Minister of Finance. It consists of four sections to fulfill its duties.
 
Responsibilities of the Department
 
  1. The Stores Purchase Department of the Secretariat shall deal with the following:
    1. The recommendations of the Departmental Purchase Committees are to be dealt with in the Stores Purchase Department in the following cases:
      1. Where the finance member disagrees with the other members
      2. Cases in which there is any special relaxation from Stores Purchase Rules or Provisions of the Kerala Financial Code>
    2. Preparation of the Statements of:
      1. Directory of Purchases (half yearly)
      2. List of purchases of I.S.I. certified goods (quarterly)
      3. Preparation of the list of products offered by Government Undertaking
    3. All correspondence relating to import licenses and release of foreign exchange.
    4. Blacklisting, banning and other penalties.
    5. Registration of firms, re-registration & verification of competence of registered firms.
    6. General questions relating to stores purchase like correspondence with the Government of India and the D.G.S. & D.,issue of general instructions and orders on stores purchase from time to time.
    7. Setting up and organizing Price Fixation Committees for fixing the price of products to be supplied by Public Sector and Cooperative Enterprises in the State.
    8. Issue clarifications on provisions in the Stores Purchase Manual, as required.
    9. Make arrangements for modifying provisions in the Stores Purchase Manual, when required.
       
  2. The Stores Purchase Department may also publish in their website an updated list of the following for ready reference to the other departments:
    1. The list of approved and blacklisted/banned firms
    2. Latest guidelines of Central Vigilance Commission applicable to the State
    3. Other relevant orders issued by the Government related to Stores Purchase
       
  3. The Stores Purchase Department will conduct inspection of purchase files of Government Offices/PSUs/Autonomous Bodies/Local Bodies/Universities and institutions utilising grant-in-aid of Government. The purchasing officers/department shall make available all relevant records to the inspection team and shall render all possible assistance as required by them.

 

Stores Purchase Department- Stores Purchase Manual -Revised Edition 2013 (pdf)

(Revised as per G.O (P) No.3/2013/SPD, dated 21.06.2013)

Organization Structure


 

 

Dr. T.M Thomas Isaac
Minister for Finance and Coir
 Room No. 131, 2nd Floor,
North Block, Secretariat
Thiruvananthapuram
Phone: 0471-2333294 & 2333254
Mob: 9447733600
Fax: 0471-2334648
E-mail: min.fin@kerala.gov.in
drthomasisaac@gmail.com
   
Department Office Ground Floor
South Block
Secretariat
Statue
Thiruvananthapuram
   
Shri. Rajesh Kumar Singh IAS
Additional Chief Secretary
Room No. 396
First Floor
Near South Conference Hall
Main Block, Secretariat
Ph: 0471- 2518292,  2327586
Mob: 9868861954
E-mail: acs.finance@kerala.gov.in,
rajeshks@ias.nic.in
   
Shri. Sanjay M. Kaul IAS
Secretary 
Room No. 392
Ist Floor
Main Block,
Secretariat
Ph-0471-2326436, 2518695
Fax-0471-2328980
Mobile: 9447011901
E-mail: secy-exp.fin@kerala.gov.in

WEBSITE

www.spd.kerala.gov.in

 

 

 

Department Sections

 
 
A1
1. Application for Registration of firms as approved suppliers (Initial registration)
2. Renewal of Registration
3. All kinds of pump sets and its spare parts including motors.
4. Preparation of the List of firms registered with Stores Purchase Department
 
A2
1. Electronic Equipments, Computer accessories
2. Audio visual equipments 
3. Amendments to Stores Purchase Manual, Manual of Material Administration 
4. e-procurement
5. Stock file of Rate Contracts settled in the Stores Purchase Department
6. Maintenance of Rate Contract Register.
 
A3
1 . Textiles and Uniform Materials
2. Leather and Leather goods.
3. Coir and Coir products 
4. Woollen goods and surgical dressings
5. Nylon ropes and polythene bags
6. Cotton Waste, Bed cotton, yarn etc.
7. Steel and other related items
8. Global Tenders 
9. Display Boards
10. Timber
11. All papers relating to purchase of furniture
 
A4
1. Periodical Certificate on important orders issued
2. Surprise inspection by Additional Secretary and Under Secretary
3. PAC recommendation and its implementation
4. PUC recommendation and its implementation
5. Preparation of the following statements.
     a) Directory of purchase(half yearly)
     b) List of purchase of ISO certified goods (quarterly)
6. Electrical goods, photocopier etc.
7. Tubular Batteries & Motor Truck Batteries
8. Chemicals and Plant Protection equipment 
9. Insecticides 
10. Ferrous and non-ferrous materials such as metal claps M.S.Rods etc.
11.Green manure and deeds for agricultural purposes
12. Following items have to be prepared for information
     a) List of registered firms who has been specifically invited to quote in each instance.
     b) List of registered firms who have submitted tenders against enquiries.
     c) List of registered firms who have won contracts and who did not
     d) Those who have performed contracts satisfactorily and those who failed.
13. Diesel Generator
14. Lab Equipments
 
 
B1
1. Establishment, Cash and Accounts
2. Supply of Application form for registration of firms
3. Periodical reports of 
     (a) Monthly Business Statement and 
     (b) PR inspection Statement
4. Receipt and Refund of deposits including EMD and Security Deposit in respect of rate contracts.
5. Correspondence with DGS & D
6. Committee on Official Language
7. Fire Extinguishers, Fire Alarms .
8. Departmental Conference
9. Interpellations and Miscellaneous Papers
 
B2
1 . Motor Vehicles, accessories and spare parts
2.Fabrication of water tanker
3.Motor Works, drainage and sanitary materials
4. Rate Contract for tyres, Tubes, flaps
5. Weights, Measures and Weighing Instruments
6. Dietary Articles
7. Pad Locks, Tubes, flaps etc
8. Alcometer, RADAR
9. GI Pipes and special polythene pipes 
 
B3
1. Surgical Instruments and Hospital equipments
2. Refrigerators, Air Compressors, Air Conditioners, Air Coolers, Water Coolers, Cooling arrangements, Cold Storage and Freezers
3. Dairy equipments
4. Plant and Heavy Machinery (Road Rollers), Concrete Mixers, Vibrators, Tractors, JCB etc
5. Agriculture Machinery, Textiles and Printing Machinery
6. Marine Engines, Boats, Rigs etc. 
7. Import License and foreign exchange
8. Medicines and drugs, chemicals for use in hospitals
9. Gases and Gas Cylinders
10. Lathes
11. Workshop machinery and equipments other machinery not specified elsewhere
 
B4
1. Fuel Oil and Lubricants
2. Sea Safety Equipments
3 . X-ray plant and equipments
4. Photographic materials
5. laboratory equipments for Educational Institutions, 
6. Books and periodicals, Stationery Articles and Printing Machines
7. Surveying, Drawing and Mathematical Instruments
8. Rate Contract for sewing machines
9. Vaccum Cleaner
10. Echo Sounder, Mobile Phone
11.Glass.
 
 
 
Inspection of purchase files of various Government Departments, PSUs, Local Self Government Institutions, Autonomous Bodies etc. and follow up action thereon.
 
 
Inspection of purchase files of various Government Departments, PSUs, Local Self Government Institutions, Autonomous Bodies etc. and follow up action. 
 

Services & Activities

 
 
 
1. Every firm which wants to register its name should apply for registration through online – website www.spd.kerala.gov.in. The application fee will be ` 500/- (Rupees five hundred only) plus taxes as applicable. The fee can be paid along with the prescribed registration fee through online. 
2. Every applicant is required to produce the following documents along with his application:-
     (i) Latest annual returns filed before Income Tax Authorities.
     (ii) Latest VAT clearance certificate.
     (iii) Registration Certificate (if registered under Companies Act or Partnership Act).
     (iv) Memorandum and Articles of Association.
     (v) Copies of supply orders placed by the Government of Kerala or other Government/Local Bodies/Central and State PSUs (minimum 5 numbers of supply orders).
     (vi) Complete list of stores in which registration is sought.
 
NOTE : Copies of the documents mentioned as (i) to (v) above should be attested either by a Gazetted Officer or by a Notary Public.
Registration Fee
 
1. Stores usually purchased for Government Departments are classified into ten groups (contained in Annexure 4 of revised SPM). Registration is effected in groups of stores. Every applicant has to pay a prescribed fee of ` 5000/- for each group along with the application. However, in the case of Micro, Small & Medium Enterprises, the fee payable is only `2500/- for each group. No refund of Registration fee will be made if a firm is denied Registration on valid grounds.
 
 
1. Every application for Registration is to be considered on merits. Each applicant is required to furnish all the information required in the form and all the documents required. If the application received is in order and if the prescribed fee has been received, confidential enquiries about the financial status, business capacity, relation with foreign firm, etc., will be made through Bank, Director of Industries & Commerce, Thiruvanathapuram, Purchase Officers concerned and through other State Governments or Local Bodies. If the results of the various enquiries proves satisfactory, the applicant's name may be registered. In the case of firms who are registered with the Directorate General of Supplies & Disposals, New Delhi, and are borne on the current list of the Director General, enquiries through Bank, etc., can be dropped. A reference to the Director General to ascertain whether the applicant is borne on their current list will be sufficient. No performance security is fixed for Registration of firms. Normally, the formalities and procedure for registration should be completed within three months.
 
NOTE: In the case of Public Undertakings fully owned by Government of Kerala or in which the Government have more than 50 per cent of shares, confidential enquiries regarding financial status, business capacity, etc., are not necessary.
 
2. A register of approved suppliers (Annexure 5) should be maintained by the Stores Purchase Department for entering the details of registration. When the registration is decided on, the necessary entries should be made in the Register. Simultaneously, a Registration Certificate in the prescribed form (Annexure 6) should be issued to the applicant.
 
3. A Registration number will also be assigned to each firm. This number will indicate at once the category of the firm (i.e., the manufacturer or stockists and class according to financial status) in which it is included, e.g. - No. 123/12/M/III/SPD, where 123 is the serial number, 12 the year 2012; M, the manufacturer, III the class of the firm and SPD, name of the Department.
 
4. For the purpose of classification according to Financial Status, firms are divided into four classes as follows:-
     (i) Firms who can take up contracts above ` 50 lakhs.
     (ii) Those who can take up contracts worth above ` 25 lakhs but below ` 50 lakhs.
     (iii) Those who can take up contracts worth above ` 10 lakhs but below ` 25 lakhs.
     (iv)Those who can take up contracts below ` 10 lakhs only.
 
 
Registration should be refused to the following categories of firms:
(i) Firms who have been blacklisted by the Central Government or any State Government.
(ii) Registration may be deferred in the case of newly formed companies who have not commenced any business in supplying stores.
(iii) Firms who do not furnish the required documents or other information.
(iv) Those without any financial status or permanent address.
(v) Commission agents other than sole distributors or territorial agents.
 
 
All registered firms should renew their registration on expiry of the period of current registration through online (website www.spd.kerala.gov.in). The fee for renewal is fixed at ` 2500/- for each group.
i. Payment of renewal fee should be made within one month from the date of expiry of the previous registration or renewal. The fee will be accepted for a period of two years with a penalty of ` 150/- per month. Thereafter the firm will forfeit its claim for renewal of registration and will have to apply for registration afresh as detailed in paragraphs 5.5 to 5.10 of the Stores Purchase Manual.
ii. Application for renewal should be made through online, should be preceded by payment of prescribed fee and accompanied by the following documents duly attested by a Gazetted Officer or Notary Public.
     (a) Latest copies of annual returns filed before Income Tax authorities.
     (b) Latest VAT Clearance Certificate.
     (c) List of contracts won and executed during the current registration period (within and outside the State).
     (d) List of contracts/supply orders [at least three or four orders/contracts won and executed during the current registration period (within and outside the State)].
     (e) Changes in ownership, constitution etc., if any.
     (f) Attested copy of the Latest registration/renewal certificate.
iii. Firms who prove to be good at work or worthy of retention in the Register should be given Renewal Certificates in the prescribed form through online (Annexure 7).
iv. If the formal application for renewal with the prescribed fee is received in the Stores Purchase Department by the appointed date, it should be deemed that the firm has applied in time.
v. No refund of renewal fee will be made if firm is denied renewal of registration on valid grounds.
 
 
In case of violation of terms and condition of the registration, the registration of the firm will be cancelled by giving prior notice. A registered firm is liable to be removed from the list of approved contractors, when,
(i) fails to renew registration within the prescribed time
(ii) fails to abide by the terms and conditions under which the registration has been given.
(iii) fails to secure a contract consecutively for three years
(iv) makes any false declaration to Government
(v) supplies Stores of inferior quality or uninspected Stores
(vi) renders services (including after sales services and maintenance services) of inferior quality than the contracted ones
(vii) fails to execute a contract or fails to execute it satisfactorily
(viii) the required technical/operational staff or equipment are no longer available with the firm or there is change in its production/service line affecting its performance adversely
(ix) is declared bankrupt or insolvent
(x) fails to submit the required documents/information for review of registration, where required
(xi) adopts unethical business practices, not acceptable to the government, and
(xii) any other ground which, in the opinion of the registering authority, is not in public interest
 
 
1. All Purchase proposals which do not fall within the powers of the Head of the Department and Administrative Department, except purchases under D.G.S & D Rate Contract/State Rate Contract, will be considered by the appropriate Departmental Purchase Committee. The factual accuracy of the materials placed before the Committee and the observance of the rules in undertaking the various steps before bringing the proposals to the Committee will be the sole responsibility of the Head of the Department. The Committee will scrutinize the proposals and take/make appropriate decision/recommendations. Any variation in the original sanction will require further reference to the Departmental Purchase Committee who made the original decision/recommendation of purchase sanction. The sanction for the purchase should show the actual specifications quoted in the tender.
 
2.Purchase proposals exceeding ` 6 crores up to ` 10 crores after being considered by the concerned Departmental Purchase Committee, should have the approval of the Minister concerned, whereas purchase proposals above ` 10 crores should be approved by both the Minister Concerned and the Minister in charge of the Stores Purchase Department, through the Principal Secretary, Stores Purchase Department. In all cases, the sanction will be issued by the Administrative Department.
 
3. The Departmental Purchase Committee may meet whenever necessary and at such time and place as may be decided by the Chairman. For effecting the Purchases needed for a year, the Committee should meet as far as possible before the commencement of that year. The steps necessary for this should be taken by the Head of the Department sufficiently early.
 
4. Subject to the condition that the reasons, in each case, should be clearly recorded and that the orders of the Minister concerned should be taken, the Departmental Purchase committee is authorized to exempt firms of established repute and standing from furnishing performance security, in special circumstances.
 
5. In respect of purchases costing below ` 60 lakh, the Secretary to Government and Chairman of the Departmental Purchase Committee is authorized:
     (i) to cancel orders or unexecuted portion of orders and to order the invitation of fresh tenders or quotations
     (ii) to extend the period of delivery and accept late supplies
     (iii) to order forfeiture of earnest money and performance security, etc.
 
6. The minutes of the Departmental Purchase Committee should contain the following:
     (i) Details of the Publicity given to the tender notices;
     (ii) Number of tender notices taken by prospective bidders;
     (iii) Number of tenders received;
     (iv) Number of bids received in proper order;
     (v) Number of bids rejected and reason thereof (reason for rejection of each bid may be given separately);
     (vi) Among the valid bidders the details of the lowest quotation received, bidder details and the quoted amount;
     (vii) Whether lowest quotation/tender has been accepted;
     (viii) If not, the reasons for rejecting the lowest quotation (and other quotations lower than the one ultimately accepted by the Departmental Purchase Committee);
     (ix) Details of bidder and quotation ultimately accepted and the difference between the lowest quotation and the accepted quotation;
     (x) Views of the Departmental Purchase Committee as to whether retender is desirable and could lead to substantially lower bids;
     (xi) Specific Remarks on Guarantee/Warranty/Annual Maintenance Contract, etc.
     (xii) Any other relevant facts.
 
7. In addition to the above, the Administrative Department/Purchasing Officer should take care of the following points also:
     (i) The D.P.C. Meeting Notes must be in full satisfaction of all the points mentioned above.
     (ii) Ensure the availability of the Officer from Stores Purchase Department and Finance Department before deciding the date and time of the meeting.
     (iii) Notes for the DPC meeting must reach SPD at least three days before the meeting for scrutiny. 
     (iv) Copies of the Administrative Sanction, tabulation statement, newspaper advertisement (both regional language newspapers and leading English newspapers), Gazette Notification (published in the Stores Purchase Sheet of the Kerala Gazette),
             filled up proforma as stipulated in para 16.13 and minutes/report of Technical Evaluation Committee, if any, should be furnished.
     (v) Copy of the Tender Notification both English and Malayalam should be made available.
 
8. The notes for the Departmental Purchase Committee may also inter alia, contain information on the following:
     (i) Whether the Purchasing Officer has compared the existing prevalent market rates of the Stores/items for which the quotation/tender has been floated and if so, whether it is economical when compared with the bid amount;
     (ii) Whether samples have been insisted in the tender schedule and if not, the reasons therefore;
     (iii) If the item/store to be procured is of a sophisticated technical nature or needs technical evaluation, whether a technical committee with sufficient members for evaluating the articles/stores has been constituted?
            If so, whether the specific report of the committee has been made available for consideration by the Departmental Purchase Committee.
     (iv) Whether the Purchasing Officer has recorded the absolute necessity for procurement of the store/item particularly taking into account the average consumption use of the items/stores for the past 3 years.
     (v) Whether the Purchasing Officer has taken necessary steps to forecast the requirements in full for a definite period for 3 months, 6 months, one year and so as to avoid piece meal purchases and to observe Stores Purchase Rules strictly;
     (vi) Action taken by the Purchasing Officer to keep open the firmness period, if the same has not been kept open for acceptance and confirmation;
     (vii) Whether the Purchasing Officer has made any attempt to inspect and satisfy himself about the working of the unit/items/store which has been supplied by the bidder if any, on earlier occasion;
     (viii) Whether the Purchasing Officer has made any specific recommendation for consideration of the Departmental Purchase Committee; and
     (ix) Whether the tabulation statement containing full essential data/details of the tenders/quotations received vis-a-vis the evaluation report of the Purchasing Officer authenticated by the Purchasing Officer has been enclosed with the notes for the Departmental Purchase Committee.
 

Contact Us

 

 

Sl. No Department Sections. Phone No.
1

Stores Purchase (A) Department

 0471-2518109
2.

Stores Purchase (B) Department

 0471-2518492
3.

Stores Purchase (IW-I) Department

 0471-2518959
4.

Stores Purchase (IW-II) Department

 0471-2518033

 

1 Appellate Authority (Additional Secretary) 0471 -2518250
2. State Public Information Office (Under Secretary) 0471-2518491
3.

Assistant State Public Information Officer

 0471-2518109

 

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