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Permalink Reply by Munesh Kumar on December 27, 2015 at 23:19

Dear Madam,

It seems you are trapped in to a problem/process which is unstructured and zig-zag. Actually you have not made your procurement policy and steps to be followed for book procurement (as I could get from your post). 

I would like to suggest you, "do all the work from beginning or just structure it as per followings,

1. Arrange a meeting with Purchase Committee, Library, and Finance Section to frame a purchase policy and steps which you will have to follow for book procurement and fix a discount of your library.

2. Inquire with vendors to supply the books. If they are agreeing send the book lists for quotation.

3. Make a comparative statement of quotations to get a vendor who is charging least and also having good reputation. Don't go any unknown vendor. Check their list of customers and book seller association membership certificate, take their PAN etc.

4. Put the comparative statement in front of committee, and let the committee decide to whom the order to be given in what size. 

5. Take the approval of committee's recommendations and make POs as per the recommendations and place the order. 

6. Choose GOC or bank rate (RBI) for currency conversion which one is suitable for you". 

These are the normal steps to be observed for book procurement. 

Still you have any doubt let us know.

Thank you. 

 

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Permalink Reply by Naurin Ashraf on December 28, 2015 at 19:05

Thank you very much Mr. Munesh Kumar for your kind guidance. Actually our institution is in its initial stage with scarcity of staff. In hierarchy I am the second person after the head of the institute. We do not have any Purchase Committee, and Finance Section to frame a purchase policy. It is a state Govt. Institute and establishment of our governing body in under process. I alone have to decide everything and convince our head.

But still your suggestion is so valuable for me. I can start from step 2.

Thanks

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Permalink Reply by Rokester Kharbihkhiew on December 28, 2015 at 19:40

Dear Madam

      I agreed with my friend Munesh on all the points and would like to suggest you few more points.

1. Fix the discount percentage, like what I did 25% for Foreign Editions and 20% for Indian Edition ( in consultation with the Library committee)

2. Empanel 5-10 trusted vendors in consultation with the Library committee ( not more than five members i.e you as convenor, any HOD as the chairman and three faculty members)

3. If and only if your empanelled vendors agreed with your term & conditions then proceed with the next step

4. Select Three to five empanelled vendors and sent the enquiry list of books to them regarding the latest publisher's Rate, edition and the time by which they can supply the books.

5. For me I select the vendor who can supplies the books at the earliest after checking the rates provided by that supplier is according to the publisher's rate.

Hope the suggestions will give you some ideas to start up your procurement process.

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Permalink Reply by Munesh Kumar on December 29, 2015 at 0:10

Thank you Ma'am

It is pleasure to help mutually.

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Permalink Reply by Siddhartha Shankar Ray on December 28, 2015 at 20:35

Dear Ms. Naurin,

I was away and thus could not reply to your queries. Sorry.

Now I think you received my feed backs.

Sincerely,

Siddhartha S. Ray

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Permalink Reply by Naurin Ashraf on December 28, 2015 at 22:14

Thanks to all of you

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