Sustainable Procurement

The Institute is committed to ensure transparent, efficient, and digital procurement processes in alignment with Government of India guidelines. In order to emphasize sustainability and accountability, the Institute has adopted an online procurement mechanism (GeM/CPPP) to streamline operations and reduce environmental impact.

Digital Procurement System

The Institute has implemented a completely digital workflow for procurement activities through GeM/CPPP, minimizing the use of physical documents. IIT(BHU) has rigorous and stringent purchasing rules derived from the GFR-2017(General Financial Rules) and are designed to not only protect public funds from unfair usages but also to demonstrate fair usages to the public. To procure any kind of items or to award any kind of contract, few measures are followed such as formation of Purchase committees, Tender procedure in compliance of GFR 2017, and due diligences of concerned Officers in their particular duties.

Adoption of GeM (Government e-Marketplace)

The requisite goods and services available on GeM are being procured mandatorily through Government e-Marketplace (GeM) by their registered users (buyers). The registration on GeM as seller, if required by Project Consultants for consultancy work is also available.

Being a Research Institute, the following procedure is being followed by the Institute that through direct purchase mode (i.e. through any of the available suppliers on the GeM) upto Rs.1,00,000/- through L-1 comparison basis (i.e. through the GeM seller having lowest price amongst the available sellers, of at least three different manufacturers, on GeM) from Rs. 1,00,001/- upto Rs. 10,00,000/- (with optional bidding above Rs.1,00,000/- However, for procurement above Rs. 10,00,000/- it will be mandatory on the part of the buyer to go for floating bid through GeM.

All buyers of the Institute are thus, advised to procure items through GeM only through catalogue mode. In the event of non-availability of goods and services on GeM through catalogue mode, such items may be procured through GeM Custom Bidding/GeM BOQ Bidding, as the case may be. Further, if the items could still not be procured through GeM, then the proposal be sent for approval of the Competent Authority for initiating procurement outside GeM, along with documents to support the attempts/efforts made to procure the item from GeM.

Outside GeM (Government e-Marketplace)

In the process of e-procurement, use of Central Public Procurement Portal (CPPP) and Institute website play an important role for wide publicity. All the tenders are floated online thereby ensuring wider reach, going paperless and awarding Tenders to the bidder after thorough Technical and Financial evaluation in accordance with GFR 2017.

Special Provisions (GFR 2017)

As per para 3(i) of the Government of India, Ministry of Finance, Department of Expenditure, Procurement Policy Division OM No. F.20/42/2021-PPD dated 05.06.2025, as communicated by the Ministry of Education, Department of Higher Education, Technical Section-I, vide its letter No. F. No. 7-13/2018-TS.I(Part-2) dated 10.06.2025 and 13.06.2025, the Director of the Institute has been permitted to make non-Government e-Marketplace (GeM) procurement of scientific equipment and consumables.

Accordingly, the faculty/staff of a Department/School/Office/Section/Unit, who is/are intending to make non-GeM procurement of scientific equipment and consumables above Rs. 2.00 Lakhs is/are required to send proposal(s), alongwith the documents in support thereof, to the Institute Purchase cell for seeking decision of the Director for initiating procurement outside GeM after generating GeM Availability Report and Past Transaction Summary (GeMAR&PTS) for the said scientific equipment and consumables. The GeMAR&PTS should be generated through generic search string (not brand/product specific).

The Proposals, so received from Departments/Schools/Offices/Sections/Units, for procurement outside GeM shall normally be processed normally on weekly basis. Therefore, the proposals received during Monday to Friday of a week shall be processed in the next week for seeking approval of the Director.

Necessary compliance with the decision taken in the meeting of the Independent External Monitors (IEMs) with the Institute Officials on 09.09.2025 in future cases, only with respect to the tenders/bids for value of Rs. 1 crore and above
  • In cases where less than three bids are received against any tender, prior approval of the Competent Authority must be obtained before proceeding with further evaluation or award of the tender.
  • For proprietary or specialized items, the option of inviting a Single Tender may be considered only after obtaining due approval from the Competent Authority.
  • A clear Penalty Clause (Liquidated Damages – LD) for delayed delivery must be incorporated in all tender documents. The standard rate shall be 0.5% of the undelivered value per week, subject to a maximum of 10% of the contract value.

Sustainable and Eco-Friendly Practices

In line with the Government’s vision of a green and digital India, the Institute promotes:

  • Minimal use of paper in all procurement-related activities
  • Digital approvals and e-signatures
  • Online documentation and record keeping
  • Reduction in carbon footprint through efficient processes

Web Link for procurements