Functions

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 the Inspection Wing 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.

Registration
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.

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.

Functions of Departmental Purchase Committee

All purchases which are not within the power of the Head of Department will be considered by the Departmental Purchase committee in Govt.. Head of the Department shall furnish the details of tenders obtained before the committee for Purchase Sanction. The concerned Administrative Department in Govt. will issue the Purchase Sanction in all these cases as a G O. Any variation in the original sanction will require further reference to departmental purchase committee who made the original decision/recommendation.

Purchase Committee & Technical Committee

Purchase committee is constituted in Govt. to consider purchases beyond the power of Heads of Departments and to issue Purchase Sanction after considering the effective tenders received at the department level. (Para 50 & 98). Technical Committee is constituted at department level to get the specification drafted if necessary due to the sophisticated nature of the article to be procured and to examine the proposals received from prospective suppliers whose products have complex technical nature (Para 24(f)).

 

1. Stores Purchase (A) Department
      Phone: 0471-2518109

1. Application for Registration of firms as approved suppliers (intial
    registration).
2. All kinds of pump sets and its Spareparts including motors.
3. Periodical certificate on:
    (i) important Orders issued.
    (ii) surprise inspection by Additional Secretary and Under
    Secretary.
    (iii  P.A.C. recommendation and its implementation.
     (iv) P.U.C. recommendation and its implementation.
4.  Preparation of the following statements.
    (a) Directory of purchase (half yearly)
    (b) List of purchase of ISO certified goods (quarerly)
    (c) List of products of Govt. Undertakings.
5.  Fans, Electrical goods, Photo copier etc.
6.  Tubular Batteries and Motor Truck Batteries
7.  Electronic Calculators, Computers and accessories
8.  Radio and P.A. equipments and Audio visual equipments
9.  Amendments to Stores Purchase Manual, Manual of Material
     Administration and General Papers regarding Stores Purchase.
10. e-procurement.
11. Stock File of Rate Contracts settled in the Stores Purchase
      Department.
12. Maintenancef of Rate Contract Register.
13. Textiles and Uniform Materials.
14. Leather and Lether goods.
15. Coir and Coir products.
16. Wools goods and surgical dressing.
17. Nylon ropes and Polythene bags.
18. Cotton Waste Bed Cotton, Yarn etc.
19. Rate Contract for Office Steel Furniture.
20. Display Boards.
21. Timber.
22. All papers relating to purchase, of furniture.
23. Preliminary and Miscellaneous papers relating to registration of
      firms.
24. Renewal of registration.
25. List of firms -registered with Stores Purchase Department.
26. Chemicals and Plant Protection equipment
27. Currency Sorting Machine
28. Insecticides for Agricultural purpose.
29. Ferrous and Non ferrous materials such as metal claps M.S. rods
      etc.
30. Green manure and deeds for agricultural purposes.
31. Following items have to be prepared for information:
     (a) List of registered firm 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.
32.  Departmental Purchase Committee Meetings and allied matters.
33.  Papers relating AMC for items mentioned in the above list.

2. Stores Purchase (B) Department
     Phone:0471- 2518492

1. Establishment, Cash and Accounts.
2. Supply of Application form for registration of firms
3. Periodical reports of:
    (i) important papers relating to socio-economic development
    pending with Government of India
    (ii) Monthly Business Statement and
    (iii)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 AIarms etc..
8.  Monthly Business Statements and Departmental Conference.
9.  Interpellations and Miscellaneous Papers.
l0. Motor Vehicles, accessories and spare parts.
11 Fabrication of water tender.
12. Motor Works, drainage and sanitary materials.
13. G. I. Pipes and specials, polytheline pipe
14. Rate Contract for tyres.
15. Weights, Measures and Weighing Instruments
16. Dietary Articles
17. Pad Locks
18. Surgical Instruments and Hospital equipments
19. Refrigerators, Air Compressors, Air Conditioners, Air Coolers,Water
      Coolers, Cooling arrangements, Cold Storage and Freezers
20. Dairy equipments
21. Plant and Heavy Mechinery (Road Rollars), Concrete Mixers,
      Vibrators, Tractors, JCB etc.
22. Agricultural Machinery, Textiles and Printing Machinery.
23. Marine Engines, Boats Rigs etc.
24. Clocks and Time pieces
25. Import License and foreign exchange
26. Medicines and drugs, chemicals and insecticides for use in
      hospitals
27. Gases and Gas Cylinders
28. Lathes
29. Workshop machinery and equipments,other machinery not
     specified elsewhere.
30. Fuel Oil and Lubricants
31. X-ray plant and equipments
32. Photographic materials
33. Laboratory equipments for Schools and Colleges, Chemical
      Examiners Lab, Government Analytic Lab, Public health Lab,
      Mining and Geology Development
34. Books and Periodicals, Stationery articles and Printing machines
35. Surveying, Drawing and Mathematical instruments
36. Rate Contract for sewing Machines
37. Cement
38. Blacklisting and banning
39. Tyres, Tubes and Flaps
40. Boats
41. Departmental Purchase Committee Meetings and allied matters
42. Papers relating to AMC for items mentioned on the above list

3. Stores Purchase (Inspection Wing I) Department
      Phone: 0471-2518959

    Inspection of purchase files of various Government Departments, PSUs,
    Local Self Government Institutions, Autonomous Bodies etc., and foll.ow up
    action thereon.

4,. Stores Purchase (Inspection Wing II) Department
      Phone: 0471-251 8033

    Inspection of purchase files of various Government Departments, PSUs,
    Local Self Government Institutions, Autonomous Bodies etc., and follow up
    action thereon.