Procurement Policy

1. Policy Overview & Scope

1.1 Objective

The primary purpose of this Procurement Policy is to establish a transparent, competitive, and highly structured operational framework for all acquisitions, material purchasing, and service contracting executed under the account of Raja Education & Bahuuddeshiya Society. This policy ensures optimal resource utilization, high asset quality, and absolute accountability across all spending tiers.

1.2 In-Scope Operations

This policy applies uniformly to all procurement activities undertaken by Executive Board members, full-time and part-time institutional staff, contracted personnel, field workers, and external consultants associated with the society. It covers:

Centralized Head Office procurement.
Individual school, junior college, and vocational center acquisitions.
Field-level project procurement for community welfare, health camps, and environmental programs.

1.3 Document Control

Policy Name: Procurement Policy
Policy Code: REBS-PP-2026-V1
Effective Date: May 18, 2026
Review Cycle: Annual

2. General Procurement Guidelines & Thresholds

2.1 Core Spending Threshold

All new capital expenditures, vendor selections, and material payments exceeding a threshold of Rs. 10,000 are strictly bound by the compliance terms of this policy.

2.2 Mandatory Three-Quotation Rule

Before placing a formal purchase order or initiating a payment for goods or services above the core threshold, a minimum of three (3) independent vendor quotations must be actively secured.
Requisitions must obtain these quotations in a verifiable written format, either via official business email or on a signed corporate letterhead.
The procurement committee will rigorously assess the incoming submissions, selecting the optimal vendor based on a balanced evaluation of material quality, cost-efficiency, and delivery capabilities.

3. Procurement Workflows

When an institutional procurement request exceeds the baseline threshold of Rs. 10,000, it must be funneled into one of two clear, web-friendly administrative pathways depending on the nature of the items:

Pathway A: General Bill-Based Procurement

This pathway is reserved for standard, routine institutional purchasing, such as recurring school stationeries, emergency health drive masks, sanitizers, or immediate vocational center raw materials.

Quotation Collection: Secure a minimum of three competitive written vendor quotations.
Digital Submission: Upload and submit the preferred vendor quotation to the direct supervisor or function head.
Supervisor Approval: Secure formal, documented approval from the supervisor via the central digital portal or official institutional email prior to purchase.
Execution & Logging: Finalize the transaction, accept delivery, and route the verified bill directly to the finance desk for reconciliation.

Pathway B: Contractual Agreements & Work Orders

This pathway is mandatory for large-scale, structured, or project-based procurement, such as bulk ordering school bags and textbooks for 1,200+ students, acquiring vocational tailoring machinery, or ordering organic farming infrastructure.

Bidding & Selection: Execute the standard competitive bidding process with three written quotes and select the optimal vendor.
Work Order Issuance: Issue a formal, written Work Order (WO) or Purchase Order (PO) detailing clear terms of supply and baseline execution timelines.
Order Confirmation: Transmit an official confirmation to the vendor via a hard-copy institutional letter or secure corporate email accompanied by the signed work order.
Implementation Tracking: Formally initiate project milestones and provide mandatory weekly project status updates to all core stakeholders.

4. Delivery Verification & Advanced Inventory Serialization

Physical Inspection: Upon arrival of the procured items at our designated school campuses or community centers, a mandatory physical inspection must be performed to confirm alignment with the approved work order benchmarks.
QR Asset Serialization: To maintain systemic transparency and ensure strict multi-tenant audit logging, bulk materials and fixed assets (such as school desks, laboratory computers, sewing equipment, or large-scale community supply lots) must be serialized upon intake.
Late-Binding Inventory Logs: The central administration utilizes a dedicated system framework to generate up to 25,000 unique, URL-based late-binding QR codes. These codes must be affixed to the physical inventory and synchronized immediately with the central backend database to prevent asset misallocation or leakage.

5. Monitoring, Reporting, & Closure Framework

Weekly Stakeholder Briefings: For all ongoing procurement and infrastructural rollouts, the coordinating officer must provide a structured progress update every single week to all relevant management stakeholders and committee overseers.
Closure & Final Reporting: Upon successful completion of the delivery and final implementation phase, the tracking officer must compile and submit a comprehensive Work Order Completion Report.
Payment Finalization: This report must be accompanied by the final payment completion certificate, verified invoices, and digital asset registry signatures before the transaction ledger can be formally closed by the finance desk.

6. Contact & Compliance Desk

For specific guidance regarding vendor onboarding, quotation evaluation matrices, or to report a variance in procurement compliance, contact the central administrative authority:

Central Management Location: Shakil Ahmad Urdu High School, Malvipura, Pimpalgaon Raja, District Buldhana, Maharashtra State, India.
Official Compliance Monitoring Email: urdupraja@gmail.com
Administrative Reporting Lines: +91 94054 57145 | +91 70207 34483

+91 94054 57145

urdupraja@gmail.com

Pimpalgaon Raja, Dist. Buldhana, M.S., India

Raja Education & Bahuuddeshiya Society