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Procurement Policy - Polli Bangla

Procurement Policy


01. Introduction

02. Objectives

03. Store Maintenance Procedure

04. Procurement Procedure    

05. Stock and Fixed Asset Register

06. Common Terms Used in Procurements

07. Terms and Conditions of Contract 

08. Office equipments Maintenance 

09. Inventory

  1. Annexure:
  2. Stock Register
  3. Comparative Statement

iii. Indenting from

  1. Requisition Slip

Procurement Policy


I ho Process of obtaining the Purchase of Goods/Raw materials/Supplies of an organization. In regarding this store is important section of an organization to maintain records of all procured materials. Procurement and supplies of all official materials is done through store section in time. It’s mentionable that official activities fully depend on the proper procurement and supply of the store section.


  • To Procure qualitative materials;
  • To Supply the official materials, to the different sections of Palli Bangla Unnayan Shohojogita Sangstha.
  • To maintain records properly;
  • To prepare store related necessary statement and reports. :


Store maintenance procedure:

The following procedure should be maintained for store maintenance –

Stock Register all official materials will be recorded in the stock-register (Procurement and supply)

(Annexure – i)

Comparative Statement means a compilation of all received quotation/ tender for Authorities decision.

(Annexure – ii)

Indents are written orders for purchases, usually endorsed by Finance or Budget officers. Most organization require annual indents be prepared at the beginning of each financial year. When advance assessment is not possible, emergency indents are processed.

(Annexure- iii)

Requisition Slip all official materials will b& supplied through requisition slip with the proper approval.

(Annexure – iv)


Procurement procedure:

The following procedures are introduced for procurement of goods locally subject to budget provision in respective heads of Accounts and financial power conferred upon different drawing and disbursing officers of Palli Bangla Unnayan Shohojogita Sangstha

  1. To be purchased goods worth about tk 5,000.00 without any tender.
  2. A committee consisting of two members including indenting officer will be allowed to purchase goods worth above tk 5,000.00 and the goods hot over tk 10,000.00 through spot quotation. The quotation will have to be procured from at least three shops/firms for this purpose. Where three shops/firms are not available two quotations from two shops/firms will serve the purpose. A committee consisting of two officers may be set up to purchase goods from any place situated outside the local office through spot quotation. Accordingly to this procedure the concerned officer may take advance from the concerned Accounts purchasing goods.
  • The goods worth above tk 10,000.00 and the goods worth not over tk 30,000 will be purchased through limited tender. The limited lender will be considered by a tender committee consisting of three members. For such case an advertisement will have to publish in the daily local news papers (if any) and on the notice board.
  1. All types of goods worth above tk 30,000.00 will have to be purchased through upon tender publishing in the news papers.



  1. A purchase order approved by the Chief Executive of the organization shall be prepared and offered to selected supplier/service provider before purchasing anything.
  2. Quotation shall be collected in cases of purchases, which involve expenditure of a substantial amount.
  • All the purchase shall match (he approved project needs
  1. Payment to suppliers shall be made through “Account payee” cheque only (except exceptional cases)
  2. Payment shall be made after receipt of goods.

Stock and Fixed asset register:

A Stock Register shall be maintained for all consumable items (e.g. stationery, office upkeep materials etc.) and a fixed assets register for all fixed assets.

  1. There shall be column for Date, Description, Ref., Voucher Ref., Amount, Value, Receipts, issue, Balance etc.
  2. Separate pages shall be used in the register for different materials and assets.
  • The receipt and issue of materials shall be recorded in the register at each time of transactions as a part of updating the balance.
  1. Fixed Assets shall be used only for project purposes and in no circumstances shall be transferred to other projects or gold.
  2. A responsible person or a small team shall be authorized to verify the existences and examine the condition of the fixed assets as well as the outstanding balance of material at least twice a year especially at the end of the financial year.



OPEN TENDER, whether national or worldwide, has to be advertised in the press and any prospective bidder can participate in the tender subject to conditions re earnest money etc.

LIMITED TENDER is resorted to where purchases are periodic and regular. In this case invitation to lender is made only to a limited number of firms of repute or firms who have already been enlisted.

SINGLE TENDER, means a tender to particular firms. This procedure is adopted in case of proprietary items of purchase with a single source of supply.


REPEAT ORDER means placement or purchase order at the same rate with a supplier who has supplied the same items previously.

RATE & RUNNING CONTRACT means a contract for supply of stores at agreed rates during a specified period covered by the contract. By agreement both parties fix up the minimum quantity which is to be supplied during contract period.

PURCHASE THROUGH NEGOTITAONS means that purchase is made by mutual agreement between the buyer and the supplier, whether within or outside the purview of tender.

TENDER SCRUTINY refers to comparative analysis of offers received as to their prices, terms of delivery and specifications.

MULTIPLER TENSERS are those bids which are submitted by a tender in the name of his clerk, partner, agent or representative besides his own legitimate tenders. They are indicative of fraud or collusion and should be distinguished from “alternate tenders”, which means offering a choice of two or more things.

F.A.S means “Free along side” and involves following obligations on the part of the supplier:

  1. i) The supplier will clear cost of goods supplied.
  2. ii) The supplier will arrange for packing according to specifications.

iii)         The supplier will arrange for transportation from the place of manufacture or storage up to the port, railway sides or air terminal and will have no obligation for loading.

F.O.B Stand for free on Board” and mean that the supplier will have all the obligations of an F.A.S contract and in addition he will be responsible for loading of the goods into the carrier and bear cost thereof.

  1. &.f stand for “Cost & Freight” and mean that the supplier will have all the obligations of an F.O.B. contract and in addition he will clear the freight charged for carrying the goods.

C.I.F mean “Cost, Insurance & Freight”, in which case the supplier takes over the responsibility for payment of insurance charges over and above “C.&.F.”.

F.O.R stands for “Free on Rail”. F.O.R. contract is of two kinds i.e. “F.O.R station of dispatch contract”, in which case the supplier delivers goods up td the loading point, paying all costs of packing & transportation up to that point and “F.O.R. Destination Contract”, in which case the supplier undertakes all obligations of an “F.O.R. Station of dispatch Contract” plus, the railway freight up to the destination.

FREE DELIVERY CONTRACT stipulates that the buyer will lift goods from the premises of the supplier and will he bear all loading, unloading and carrying costs.


SHIPPING DOCUMENTS have to be submitted by the supplier through the bank effecting payments for international purchases and usually include:

Inspection report


Packing list

Manufacturers warranty & testing certificate

Catalogue & other literature

Non-negotiable copy of bill of lading

Freight memo

Insurance policy

A/T stands for “Acceptance of Tender” and means a purchase contract issued following finalization of tender.

BILL OF- LADING refers to a document executed by the Master of a ship, by which he makes himself responsible for safe delivery of goods specified in the document.

L.D or Liquidated damage assessed as a percentage of the total value of the contract in payable by suppliers for delayed delivery or any other violation of the contract provisions.

L/C stand for Letter of Credit which is established by the purchaser,- instructing the correspondent bank of the supplier to effect stipulated payment for supply of specified goods on production of shipping documents.



  1. The bidder should be a bonafide carrying contractor, enlisted with any Govt./ Semi-Govt. Organizations/NGOs, financially solvent and have sufficient experience in the line preferably having their own Coaster/Barge & trucks for this Work.
  2. The contractor should have good record in this line and produce certificates of his performance in support of his past experience.
  3. I he contractor will have to furnish an unconditional Bank Guarantee/Cash security of 50,000.00 only, in favor of PALLI BANGLA UNNAYAN SHOHOJOGITA SANGSTHA for due performance of the contract.
  4. Carriage shall include – loading, Unloading, weighment and proper stacking etc. as per directions.
  5. The contractor shall have to carry the materials in consignment, according to the delivery schedule given in the allotment letter. Apart from the general work-order, the successful bidder shall be issued individual instruction for carriage of separate consignment, the carriage of each consignment must be completed with /(Seven) days from the dale of receipt of such instruction.
  6. After taking delivery of the materials from Ware-house till handing over to PALLI BANGLA UNNAYAN SHOHOJOGITA SANGSTHA, the contractor shall remain liable for any loss/damage which might take place during the period of such custody of goods, for the loss or damage to the consignment during carriage including loading, unloading, weighment and stacking, compensation will be charged from the contractor at a rate which is one and half times the cost of the materials lost/damaged. They will be responsible for proper protection of goods from rain.
  7. All expenses of whatsoever type and nature, inclusive of unforeseen expenditure or charge. Govt. & other taxes will be borne by the contractor and will be deemed to be covered by the contractor’s rate for the carriage.
  8. The carrying contractor shall undertake the work immediately on issuance of the assignment letter. In case of failure or delay in taking up the work suitable section may be taken against the contractor. The contractor will be liable to pay any loss sustained there from.
  9. Should the contractor fail to carry and deliver stores strictly in accordance with instruction furnished to him, Palli Bangla Unnayan Shohojogita Sangstha may at its option either perform these functions or arrange the same by or through any other contractor as it consider appropriate. All costs, charges or damages incurred or suffered there by shall be to the account of the defaulting contractor and if such costs be not paid immediately on demand, these will either be deducted from the bills or received from the cash security/Bank guarantee and the purchaser may take measures to recover the balance if any from the contractor in any manner it deems fit, The contractor will in that case be required to replenish the cost within 30 day & of demand.
  10. The contractor will be valid up to — (date) — the volume of mentioned in the schedule may be increased or decreased tit the discretion of Palli Bangla Unnayan Shohojogita Sangstha, for which the contractor shall not claim any compensation.
  11. The contractor will be responsible to get confirmation of the delivery schedule and to complete other formalities and other necessary action at all stages.
  12. Contractor will be responsible to take proper care for custody and protection of the materials.
  13. Contractor will be responsible to take care when loading for proper delivery after weighment at Factory site and stacking properly according to the direction of the purchaser.
  14. Proper receipt on delivery of the materials in good condition is to be obtained from the purchaser.
  15. Payment will be made after submission of the bills in triplicate along with the materials receipt certificate from Palli Bangla Unnayan Shohojogita Sangstha.

16      Running payment may be made after carriage of each coignment.

  1. Tk. 50.000/- in the form of Bank Draft or Pay Order is to be deposited with the tender as Earnest Money which will be refunded after successful completion of this work.
  2. The Earnest money shall be forfeited and the work shall be allotted to other (s) if the selected parry fails to furnish Bank Guarantee within the stipulated period in the letter of intent.
  3. Both the Bank Guarantee and the Earnest money shall be forfeited if the party fails to execute work in time depending on the allotment of goods by competent authority.

Office Equipment Maintenance:

The Admin Officer should ensure that all equipment is periodically checked and prompt repairs and/or maintains undertaken.

Office equipment should be handled by skill personnel (Admin) concerned officials to ensure appropriate use. This, in particular, relates to use of the photocopier, installation of cartridges into computer printers, use of the overhead projector, slide projector, sending faxes, etc.

New staff should undergo a brief session on appropriate use of computers and other office equipment.

Palli Bangla Unnayan Shohojogita Sangstha ensures servicing of the Air Cooler once every year by the professional service providers.

The Concerned agency/vendor that supplied the office equipment should also provide maintence services on a yearly contract basis. Where this is lacking, yearly contracts can be signed with an alternative professional service provider.

Insurance policies should be taken up for the office, equipment and other fixed assets including the vehicle.

A fault noted in any equipment should be reported immediately to the Admin Officer or respective Officers -ill-charge.


An inventory listing will be prepared, maintained and updated regularly for all assets of Palli Bangla Unnayan Shohojogita Sangstha in the When new items are purchased, these should be immediately coded and entered into the register. The Admin Officers should undertake an annual physical stocktaking exercise, and report any abnormalities found. All items existing, whether fully depreciated or not should be listed.

Palli Bangla Unnayan Shohojogita Sangstha




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