1. Introduction
Sammaan Foundation is committed to a transparent, fair, and efficient procurement process to ensure the responsible use of funds. This policy establishes guidelines for purchasing goods and services while maintaining accountability and cost-effectiveness.
2. Objectives
The objectives of this procurement policy are:
- Ensure procurement is conducted in a transparent, ethical, and cost-effective manner
- Promote fair competition and select vendors based on merit.
- Maintain proper documentation for all procurement activities.
- Prevent conflicts of interest and financial mismanagement
3. Procurement Categories
The foundation’s procurement activities include:
- Goods : Office supplies, equipment, food, medicines, and other essential materials.
- Services : Professional consulting, maintenance, security, and transportation.
- Works : Infrastructure repairs, renovations, and facility development.
4. Procurement Process
Vendor Selection & Approval
- Vendors are selected through competitive bidding, direct sourcing, or long-term
partnerships.
- A minimum of three quotations must be obtained for purchases above ₹50,000.
- Vendors are assessed based on quality, pricing, reliability, and compliance with legal
requirements.
- A vendor approval committee reviews and finalizes selection.
Purchase Approval & Documentation
- All purchase requests must be approved by an authorized officer.
- Purchase Orders (POs) must be issued for all procurements, except petty expenses.
- A procurement register is maintained to track all transactions.
Payment Terms
- Payments are made via bank transfers or cheques to ensure traceability.
- Advance payments, if necessary, are subject to approval and proper justification.
- Final payments are made only after verifying the delivery of goods/services.
5. Ethical Standards & Conflict of Interest
- Staff involved in procurement must not have personal relationships with vendors.
- Any potential conflict of interest must be declared and addressed appropriately.
- Kickbacks, bribes, or any unethical behavior will lead to strict disciplinary action.
Emergency Procurement
- In urgent cases, procurement may be done without competitive bidding but must be
justified and documented.
- Emergency purchases must be reported to the Board of Trustees.
7. Monitoring & Compliance
- Internal audits are conducted periodically to ensure adherence to the procurement policy.
- Non-compliance cases are reviewed, and corrective actions are taken.
Policy Review & Amendments
- The procurement policy is reviewed annually by the Board of Trustees.
- Necessary amendments are made to reflect legal and operational changes.
