RTI
1.0 Brief Introduction:
Based on Internal Audit query viz. “Purchase Requisitions raised for Emergency purchase and for which PO’s have not been placed even after expiry of delivery period as mentioned in the requisition by EY, P-15B & OTS Dept.”, a spot check was conducted by Vigilance Dept.
1.1 Background:
The scrutiny of total 29 Nos. Emergency/ Fast Track PRs (22 PRs of EY-Comm, 02 PRs of P15B-Comm and 01 PR of OTS Dept), which were raised during the period April 2021 to June 2021, was carried out based on Internal audit Dept’s. queries. During scrutiny of records, following observations were made:
(a) In several instances, there were significant delays in PO placement and extended delivery timelines. This defeats the purpose of emergency procurement and points to systemic gaps, with the possibility of procedural misuse to bypass normal tendering procedure for procurement.
(b) Additionally, the absence of implementation of strict validity period for POs under fast track emergency procurement committee / emergency PR results in making these cases comparable to normal tendering processes, thereby weakening accountability and defeating the objective of urgent procurement.
1.2 Implementation:
Based on the investigation, following Systemic Improvements have been suggested by Vigilance department in order to avoid such situation in future and requested for implementation:
(a) A strict validity period for order placement and delivery under fast track emergency procurement committee / emergency PR should be followed.
(b) Delivery extensions under fast track emergency procurement committee / emergency PR should be strictly prohibited, except in unavoidable circumstances with the approval from not below the Functional Director level along with proper justification.
(c) Emergency purchase requisitions must be initiated only after approval of AoN/AIP as per Delegation of Powers with adequate and cogent justification.
(d) Approving authorities should ensure that normal tendering options have been explored and not serving the purpose before resorting to fast track emergency procurement committee / emergency PR.
(e) Repeated extensions of tender closing dates should be avoided and permitted only in rare cases with justification.
1.3 Impact and Benefits:
Based on above investigation, CMD has issued a circular no. CH/85/2025 on 28.07.2025 for implementation of the aforesaid Systemic Improvements suggested by Vigilance Dept. which would ensure the sole purpose of initiating Emergency Fast Track procurements.
