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Stores Purchase Department is one of the Departments in the Government secretariat under Government of Kerala. This Department is under the control of Minister for Finance.

The Organisation

Stores Purchase Department consists of the following sections: - Stores Purchase (A) Department, Stores Purchase (B) Department, Stores Purchase (IW - I) Department, Stores Purchase (IW - II) Department and Stores Purchase (OS) Department.

The subjects being dealt with by the Department are as follows:

Stores Purchase (A) Department

A1
1. Application for Registration of firms as approved suppliers (initial registration).
2. Papers relating to all kinds of pump sets and its spare parts including motors.
3. Periodical Certificate on
(i) important orders issued.
(ii) surprise inspection by Joint Secretary and Under Secretary.
(iii) P.A.C recommendation and its implementation.

4. Preparation of following statements.
(a) Directory of purchase (half yearly)
(b) List of purchase of ISO certified goods(quarterly)
(c) List of products of Govt. Undertakings.

1. Table Fans, Electrical goods
2. Storage Batteries & M.T.Batteries
3. Electronic Calculators
4. Radio and P.A equipments and Audio visual equipments
5. Amendments to S.P.Manual and also Manual of Material Administration and
General Papers regarding Stores Purchase.
6. Maintenance of Stock File of Rate Contracts settled in the S.P.Dept.
7. Maintain of R.C.Register.

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, yearn etc...
7. Rate Contract for Office Steel Furniture
8. Display Boards
9. Timber
10. All papers relating to purchase of furniture

1. Preliminary and Miscellaneous papers relating to registration of firms.
2. Removal of registration
3. List of firms registered with S.P.Dept.
4. Chemicals and Plant Protection equipment
5. Insecticides for Agricultural purposes
6. Ferrous and Non-ferrous materials such as metal claps M.S.rods etc...
7. Green manure and deeds for agricultural purposes
8. All papers relating to purchase of Computer Accessories (vide office order
No. 1/05/SPD dated 20.1.05.)

Stores Purchase (B) Department

1. Establishment, Cash and Accounts
2. Periodical reports of
i. Important papers relating to socio-economic development pending with Govt.of India
ii. Monthly Business Statement
iii. PR inspection Statement
3. Receipt and Refund of deposits
4. Fire Extinguishers, Cycles
5. Monthly Business Statements and Departmental Conference
6. Interpellations and Miscellaneous Papers

1. Motor Vehicles and accessories and spare parts.
2. Fabrication of water tender
3. Motor Works, drainage and sanity materials
4. G.I.Pipes and specials polytheline pipes
5. Rate Contract for Retreading of tyres
6. Weights, Measures and Weighing Instruments
7. Dietary Articles
8. Pad Locks

1. Surgical Instruments and Hospital equipments
2. Refrigerators, Air Compressors, Air Conditioners, Air Coolers, Water Collers, Cooling
arrangements, Cold Storage and Freezers
3. Dairy equipments
4. Plant and Heavy Mechinery(Road Rollars), Concrete Mixers, Vibrators, Tractors,
Bullozers, Dumbers etc...
5. Agricultural Machinery, Textile and Printing Machinery
6. Marine Engines, Boats, Rugs etc..
7. Clocks and Time pieces
8. Import Licence and foreign exchange
9. Medicines and drugs, chemicals and insecticides for use in hospitals
10. Gases and Gas Cylinders
11. Lathes
12. Workshop machinery and equipments other machinery not specified elsewhere.

1. Fuel Oil and Lubricants
2. X-ray plant and equipments
3. Photographic materials
4. Laboratory equipments for schools and colleges
5. Books and periodicals and stationery articles
6. Surveying, Drawing and Mathematical instruments
7. Rate Contract for sewing machines
8. Cement
9. Blacklisting and banning of dealings with firms keeping of a register for the purpose
10. Tyres, Tubes and Flaps

Stores Purchase (IW - I) and Stores Purchase (IW - II) Department

Stores Purchase Inspection and follow up action thereon in respect of all State Government Offices, PSUs etc... under the Government of Kerala are the main works being dealt with by the Inspection Wings of the Department.

The Stores Purchase Department deals with the following works also: -

(l) The recommendations of the Departmental Purchase Committees are to be dealt with in the Stores Purchase Department in the following cases:-

(a) Where the Finance member disagrees with the other members.
(b) Cases in which there is any special relaxation from Stores Purchase Rules or Provisions of the Kerala Financial Code.

(2) Settling of Rate Contract.

(3) Preparation of the Statement of: --
(a) Directory of purchases (half yearly).
(b) List of purchase of I. S. 1. Certified goods (quarter1y)
( c) Preparation of the list of products of Government undertakings.

( 4) All correspondence relating to import licenses and release of foreign exchange.

(5) Blacklisting, banning and other penalities.

(6) Registration of firms.

(7) General questions relating to stores purchase like correspondence with the Government of India and the D. G. S. and D., issue of general instructions and orders on stores purchase from time to time.

Important officials of Stores Purchase Department

Important officials of Stores Purchase Department are the following:

1.Dr.P. Prabhakaran I.A.S,
Additional Cheif Secretary,
Office (Direct)PABX,
Room No.396,
Ist Floor, Main Block,
Secretariat, Thiruvananthapuram.
Phone: 0471-2327586, 2518292.

2.Shri.A Divakaran,
Additional Secretary, Room No.345,
Ground Floor, Main Block, Secretariat,
Thiruvananthapuram
Phone: 0471-2321128, 2518250

3. Shri. M.K. Sreejith,
Under Secretary,
Ground Floor, Main Block.
Secretariate,Thiruvananthapuram
Phone:0471-2518491

Stores Purchase Department render advice and remarks in the case of purchases and other related matters of Administrative Departments in the Government Secretariat.

Officers in Charge of Right to Information Act

Disclosure of Information under Section 4 (1) (b) of the Right to Information Act.
The following are the officers concerned with the subject.

1. Assitant State Public Information Officers

Shri. S.D. Sunil Kumar
Section Officer
Store Purchase (A) Department

Smt. Vasanthakumari. B,
Sectuion officer
Store Purchase (B) Department

Shri. Muhammed Ismail Kunju.S,
Section Officer
Store Purchase (IW-I) Department

Shri. A. James Raj
Section Officer
Store Purchase (IW-II) Department

2. State Public Information Officer - Shri. M.K. Sreejith
Under Secretary,
Stores Purchase Dept.

3. Appellate Authority - Shri. A Divakaran
Additional Secretary.

Registration of Firms with Stores Purchase Department

Classes of firms to be registered:-Firms are classified into three groups according to the nature of their business. The groups are manufacturers, stockists and commission agents. Only manufacturers and stockists are e1igible for registration, by the Stores Purchase Department.

Manufacturers are divided into large scale units and small scale industries including cottage industries" A certificate issued by the Director of Industries and Commerce or other appropriate authority will be accepted for purposes of this classification. Industrial co-operatives will be included under small scale industries, if they are certified as such by appropriate authority.

Application for Registration

(a) Every firm who wants to register its name should apply for registration in the form prescribed in Appendix XVIII. The price of the form shall be Rs.100. (Rs. one hundred only) * which inclusive of sales tax.

(b) Every applicant is required to produce the following documents along with his application: -
(i) Income tax clearance (or exemption) certificate.
(ii) Sales tax 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 Kerala Government or other
Government/Local Bodies.
(vi) Complete list of stores in which registration is sought

Note—(1) Public undertakings fully owned by Government of Kerala or
in which the Government have more than 50 per cent of shares are
exempted from producing documents mentioned as (i) to (v) above.

(2) If only copies of the documents mentioned as (i)above are produced they should be attested either Gazetted Officer or by a Notary public.

Form for Application for Registration

APPENDIX XVIII
Form for Application for Registration
GOVERNMENT OF KERALA
STORES PURCHASE DEPARTMENT, THIRUVANANTHAPURAM
Application for Registration of Firms in the Approved List

N. B.-(i) Unless complete and definite answers are given to the questions below, the application is liable to be ignored.
(ii) Separate sheets may be used where the space provided is not sufficient.
1. Name of firm (in block letters)
2. (a) Address
Head office
Branches'

(b) Name and address of allied or associated firms

3. Telegraphic address (if any)
4 (a) Date Of commencement of business
(b) Working capital.

*5. Is your firm registered under

(a) The Indian Companies Act, 1913 or 1956
(b) The Indian Partnership Act, 1932
(c) Any Act- not who are the owners
(Please give full address-see also declaration below).
(d) The Indian Factories Act'

6. Are you a manufacturer If so, please give
(i) Details of stores manufactured, specifying each item separately
(ii) Full address of factory or workshop' owned by you (with documentary proof of ownership)

7. Are you a manufacturer's agent
If so, please give
(i) Name and address of each manufacturer
(ii) Stores manufactured by each
(iii) Letter of authority appointing you as Agents, in original, which must indicate whether the
manufacturers will also deal with Government direct or only through your agency.
If so, please give
(i) Items of stores stocked
(ii) The quantity and value of stocks held at present and of which you are the owner
(iii) Addresses of godown(s) where stocked

8.Are you a stockist only?
9. Names and permanent addresses of the Proprietors or Partners or Directors, etc.
9-A. Name, designation and addresses (of the persons signing this application)
10. Name and full address of your bankers "" stating the name in which the account stands
11.Are you on the list of approved contractors of the following and if so, give details of Registration: --
(i) Director General of Supplies and Disposals
(ii) Any State Government
(iii) Any other authority

12. Did you apply for registration with this Department before;
if so, with what result.

13.Has any one in the Kerala Government Service
any interest in the business (other than being a
share-holder in the case of joint stock companies)

14.Give details of any contracts executed during the
last two years for any Government Department.

15.Give details of the stores against which your
name is to be registered (give the list of stores in
triplicate).

16 .Have you remitted the prescribed registration fee ?
If so, give amount and date of remittance.

17. Where you or any other persons interested in the
business removed/black-listed from the list of
approved suppliers of this or any other Government.

18. Have you been paying Income_tax and Sales
tax regularly?
If so, attach certificates to that effect from
the authorities concerned.

DECLARATION TO BE MADE BY THE APPLICANT
[Vide Question 5 ('c)]

We ....................................………………………………………………………….
(name of * Partners/ Proprietors/ or Directors) do hereby declare that the entries made in this application form are true to the best of our knowledge and also that we shall be bound by the acts of our duly, constituted Attorney Mr…………………………………...
who has signed. This application and of any other person who in future may be appointed by us in his stead to carry on the business of the concern whether an intimation of such change is given to you or not.
We have lead the conditions of registration and have; accepted them.

Signature of Partners, Proprietors or Signature and designation
Directors of unregistered firms of persons signing this application:

Place:
Date:

Note:- All subsequent changes in constitution of a firm, affecting the accuracy of the answers now given should be promptly communicated to the Secretary, Stores Purchase Department, Government Secretariat, Thiruvananthapuram.

*Strike out items not applicable.

Registration Fee

Rule 84. Stores usually purchased for Government Departments are classified into nine groups (Appendix VII). Registration is effected in groups of stores. Every applicant has to pay a prescribed fee of *Rs. 400 for each group along with the application. However, in the case of Small Scale Industries and Cottage Industries, the fee payable is only*' Rs.200 for each group. No refund of Registration fee will be made if a firm is denied Registration on valid grounds.

Conditions of Registration

1. The registration should be renewed before the validity expires. This certificate should be returned with the application for renewal.
2. Application for renewal will be accepted without penalty' if presented within a period of one month from the date of expiry of the previous registration or renewal and with penalty of
Rs. 25 (Twenty Five) per mensem upto two years. The application should "be supported by the prescribed fee and necessary tax clearance certificates.
3. Any change of address should be notified promptly.
4. The registration No. should be quoted in all tenders/ quotations submitted by the firm. They
should also certify that they are registered for the articles tendered for.
5. Registration may be cancelled for any of the following reasons:--
(i) Failure to renew registration within the prescribed time.
(ii) Failure to observe the instructions given in the tender notices including schedule.
(iii) Failure to quote in response to invitations to tender on four successive occasions.
(iv) Submission of four successive quotations all of which are 50 per cent or
more above the quotation ultimately accepted.
(v) Failure to secure a contract during the first three years period after registration.
(vi) Failure to perform a contract or contracts satisfactorily and in
accordance with the obligations of the contract.
(vii)Any grounds which in the opinion of Government render
the retention of the contractor's name on the list of approved
contractors undesirable in public interest.

Renewal of Registration

Rule 91. (a) The fee for renewal is fixed at Rs. *150 for each group subject to a maximum of *Rs. 600 for more than four groups.
(b) Payment of the 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 Rs. 25 (Twenty five) per mensem. Thereafter the firm will forfeit its claim for renewal of registration and will have to apply for registration afresh as detailed in para 93 of the Stores Purchase Manual.
(c) Application for renewal should be made in simple letter form, should be preceded by payment of prescribed fee and accompanied by the following documents:-
(i) Latest Income Tax Clearance Certificate.
(ii) Latest Sales Tax Clearance Certificate:
(iii) List of contracts won and executed during the current registration period (within and outside the State).
(iv)Changes in ownership, constitution etc., if any.
(d) Firms who prove to be good at work or worthy of retension in the Register should be given
Renewal Certificates in the prescribed form (Appendix XXI).
(e) Renewals of registrations should be made annually.
(f) 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.
· Revised by: G. O. - (P) 8/94/SPD dated 17-6-1994.

Cancellation of Registration

Rule 92. The registration will be cancelled and the name of a registered firm removed from the
Register for anyone of the following reasons:--
(i) Failure to renew registration within the prescribed time.
(ii) Failure in tendering to observe the instructions given in the tender forms including schedule
thereto.
(iii) Failure to quote in response to invitations to tender on four successive occasions.
(iv) Failure to secure a contract or consecutively for three years.
(v) Failure to perform a contract or contracts satisfactorily in accordance with the obligations of
the contract.
(vi) Any grounds which in the opinion of Government render the retention of the contractor’s name on the list of approved contractors undesirable in public interest.
Rule 93. Firms whose names have been removed from the Register for any of the above reasons will be allowed to re-register after two years, if an assurance is forthcoming that the failure will not be repeated.