SASF Procurement Policy

PURPOSE

The purpose of this Procurement Policy is to establish a transparent, efficient, ethical, and accountable process for the procurement of goods, services, and works required for the operation and execution of SAS Foundation’s programs and projects. This policy ensures compliance with applicable laws, donor requirements, and best practices.

SCOPE

This policy applies to all procurement activities undertaken by SAS Foundation, regardless of funding source, and is mandatory for all trustees, employees, volunteers, consultants, and interns involved in procurement processes.

CORE PRINCIPLES

Transparency: Procurement decisions shall be documented, open to review, and justifiable.
Accountability: Roles and responsibilities shall be clearly defined.
Fairness & Competition: Equal opportunity will be provided to all eligible suppliers.
Value for Money: Optimal combination of quality, price, and delivery timeline.
Integrity: Ethical practices and avoidance of conflicts of interest.
Sustainability: Preference to eco-friendly and socially responsible procurement.

ROLES AND RESPONSIBILITIES

ROLE	RESPONSIBILITY
Board of Trustees	Approve procurement policy and oversee compliance
President/Managing Trustee/Secretary	Sanction procurements above the threshold limit
Procurement Committee**	Review and approve quotations, vendor selections
Project Coordinators	Raise procurement requests and ensure need assessment
Finance Officer	Validate budget availability and process payments

**minimum 3 members including one Trustee

PROCUREMENT METHODS

ESTIMATED PROCUREMENT VALUE	METHOD
Up to ₹10,000	Petty purchase – single quote, approved by project coordinator
₹10,001 – ₹50,000	Minimum 2 written quotations
₹50,001 – ₹2,00,000	Minimum 3 written quotations + Procurement Committee review
Above ₹2,00,000	Open tender or limited tender based on nature of procurement

VENDOR SELECTION CRITERIA

Legal and tax-compliant (GST, PAN, etc.)
Relevant experience and qualifications
Cost competitiveness
Past performance and references
Ability to deliver on time
Preference to MSMEs, women-led, and local vendors, wherever feasible

DOCUMENTATION AND RECORD KEEPING

Purchase requisition
Comparative statement of quotations
Vendor evaluation sheet
Purchase order/contract
Delivery challan/invoice
Payment receipt and approval trail

ALL procurement records MUST be retained for a minimum of 8 years, or as per donor/audit requirements.

EMERGENCY PROCUREMENT

In urgent situations (e.g., disaster response), the President or Secretary may authorize immediate procurement with written justification. Regularization must be done within 7 days and placed on record.

CONFLICT OF INTEREST

All personnel involved in procurement MUST disclose any actual or perceived conflict of interest. Any such conflict MAY disqualify the concerned person from participating in that procurement process.

CSR & DONOR COMPLIANCE

For CSR-funded or donor-specific projects:

Procurement must follow donor guidelines in addition to this policy.
Donor-mandated reporting, audit trails, and disclosures must be maintained.
Preference will be given to vendors/partners aligned with UN SDGs.

ENVIRONMENTAL AND ETHICAL CONSIDERATIONS

SAS Foundation encourages:

Procurement of recyclable and eco-friendly materials
Engagement with vendors that follow fair labour practices
Avoidance of products harmful to the environment or communities

POLICY REVIEW

This policy shall be reviewed annually or as required to ensure relevance, compliance, and effectiveness. Recommendations for changes must be approved by the Board of Trustees.

ENFORCEMENT

Non-compliance with this policy may result in disciplinary action, cancellation of procurement, or legal recourse, depending on the severity of the breach.

ANNEXURE A: Procurement Request Form

PROCUREMENT REQUEST FORM

PROJECT NAME:
___________________________

DEPARTMENT / PROGRAM:
___________________________

DATE OF REQUEST:
___________________________

REQUESTED BY:
___________________________

DESIGNATION:
___________________________

ITEM(S)/SERVICE(S) REQUIRED:
___________________________

QUANTITY:
___________________________

ESTIMATED COST (INR):
___________________________

JUSTIFICATION / PURPOSE:
___________________________

BUDGET LINE ITEM (IF APPLICABLE):
___________________________

PREFERRED VENDOR(S) (IF ANY):
___________________________

REQUIRED DELIVERY DATE:
___________________________

MODE OF PROCUREMENT:

[ ] PETTY PURCHASE

[ ] QUOTATIONS

[ ] TENDER

[ ] EMERGENCY

SIGNATURE OF REQUESTOR:
___________________________

APPROVED BY (COORDINATOR/TRUSTEE):
___________________________

DATE:
___________________________

ANNEXURE B: Comparative Statement of Quotations

COMPARATIVE STATEMENT OF QUOTATIONS (CSQ)

S. No.	Vendor Name	Quoted Amount (INR)	Item Specification Match	Delivery Time	GST/Taxes	Total Cost	Remarks
1	________________	________________	________________	________________	________________	________________	________________
2	________________	________________	________________	________________	________________	________________	________________
3	________________	________________	________________	________________	________________	________________	________________

SELECTED VENDOR:
___________________________

REASON FOR SELECTION:

[ ] LOWEST COST

[ ] BETTER SPECIFICATIONS

[ ] FASTER DELIVERY

[ ] CSR/ENV. ALIGNMENT

[ ] OTHER: ___________________________

Reviewed by Procurement Committee:

1.
___________________________ (Name & Signature)

2.
___________________________ (Name & Signature)

3.
___________________________ (Name & Signature)

DATE:
___________________________

ANNEXURE C: Conflict of Interest Declaration

CONFLICT OF INTEREST DECLARATION FORM

I, ________________, involved in the procurement process for [ITEM/SERVICE] for SAS FOUNDATION, declare the following:

[ ] I HAVE NO CONFLICT OF INTEREST WITH ANY OF THE VENDORS OR SUPPLIERS INVOLVED.

[ ] I HAVE A POTENTIAL CONFLICT OF INTEREST (PLEASE DESCRIBE BELOW):

___________________________
___________________________

I confirm that I will act with complete impartiality and in the best interest of the FOUNDATION.

SIGNATURE:
___________________________

NAME:
___________________________

DESIGNATION:
___________________________

DATE:
___________________________

ANNEXURE D: Approved Vendor List Template

APPROVED VENDOR LIST

S. No.	Vendor Name	Goods/Services Provided	Contact Person	Phone/Email	PAN / GST No.	Address	Empanelment Date	Review Due
1	________________	________________	________________	________________	________________	________________	________________	________________

VENDOR ADDITION APPROVED BY:
___________________________ (Trustee/Committee)

DATE:
___________________________

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SASF Procurement Policy

PURPOSE

SCOPE

CORE PRINCIPLES

ROLES AND RESPONSIBILITIES

PROCUREMENT METHODS

VENDOR SELECTION CRITERIA

DOCUMENTATION AND RECORD KEEPING

EMERGENCY PROCUREMENT

CONFLICT OF INTEREST

CSR & DONOR COMPLIANCE

ENVIRONMENTAL AND ETHICAL CONSIDERATIONS

POLICY REVIEW

ENFORCEMENT

ANNEXURE A: Procurement Request Form

PROCUREMENT REQUEST FORM

ANNEXURE B: Comparative Statement of Quotations

COMPARATIVE STATEMENT OF QUOTATIONS (CSQ)

Reviewed by Procurement Committee:

ANNEXURE C: Conflict of Interest Declaration

CONFLICT OF INTEREST DECLARATION FORM

ANNEXURE D: Approved Vendor List Template

APPROVED VENDOR LIST

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