PROCUREMENT PROCEDURES IN ICDS

National Institute of Public Cooperation & Child

Developent
!" Siri Institutional #rea" $au% &has" Ne' Delhi ( ))**)+
PROCUREMENT PROCEDURES IN ICDS
), R#TION#-E
ICDS is expanding to all the blocks of the country. The expansion of the scheme
depends on trained personnel and a dedicated channel of supplies to the
Projects. It is imperative to focus and streamline the supplies to ICDS Projects
in order to minimie disruption in services and ensure smooth delivery of
services. To!ards this end" a revie! of procurement procedures of ICDS
supplies has been mooted. #itherto" the procedures !ere available in the form
of $overnment %rders &$%s' and Circulars issued by the then Department of
(omen ) Child Development and the present *inistry of (omen ) Child
Development. The $%s + Circulars are generally comprehensive and meticulous
albeit limited to the subject at hand. It is proposed to consolidate the
Procurement Procedures in the form of a ready reckoner on the lines of
Procurement Procedures issued for Sarv Shiksha ,bhiyan &SS,' to facilitate the
implementing partners in procuring ICDS items in a timely" transparent and
judicious manner.
., SC$EM#TIC P#TTERN
The scheme of Integrated Child Development Services is a centrally sponsored
programme and implemented through the State $ovts. !ith cent percent
financial assistance from the Central $overnment for inputs other than
supplementary nutrition. Since the States !ere not providing ade-uately for
supplementary nutrition due to financial constraints" the Central $ovt. has" from
the year .//01/2" decided to provide financial assistance to the States upto 0/3
of the financial norms or 0/3 of the actual expenditure incurred by the States
on supplementary nutrition" !hichever is less.
The scheme further provides that Central Social (elfare 4oard" 5oluntary
%rganiations" local bodies" P6Is &!herever these are functioning efficiently'
etc. are to be actively involved in this programme for implementation" soliciting
community support etc.
.
The cost of all inputs as provided in the scheme is met by the *inistry of
(omen and Child Development in the centrally sponsored Projects.
The implementation of the ICDS Scheme necessarily entails procurement of
infrastructure" services and other operational inputs vi. *edicine 7its" PS8
7its" items for Supplementary 9utrition" I8C *aterial" 8-uipment and
:urniture and 5ehicles" !ithin the parameters of the Scheme.
The responsibility for the implementation of ICDS Scheme rests !ith the State
$ovts. and therefore the a!ard and administration of contracts under the
scheme rest !ith the State $ovts. It should be ensured that the ICDS funds are
used only for the purposes for !hich they are granted" !ith due attention to
considerations of economy and efficiency and !ithout regard to political or
other non1economic influences or considerations.
/, SUPPORT 0OR IMP-EMENTIN1 ICDS
The nature of support in the scheme can be broadly divided into the follo!ing
categories;
i' Infrastructure < 4uilding+accommodation for ,(C
ii' Services including recruitment of personnel
iii' Items of operational inputs
Infrastructure2 The Scheme provides that accommodation of ,ngan!adi
Centre shall be provided by the community free of rent. #o!ever" !herever
such accommodation is not available" a provision for payment of rent for ,(C
is available depending on the location of ,(C < =rban" rural and tribal.
Services and Recruitent of Personnel2 ,ll ICDS functionaries are State
$ovt. employees" except ,((s and #elpers !ho are honorary !orkers. The
,((s and #elpers are paid fixed amount of monthly honorarium as may be
decided by the $ovt. from time to time. The regular employees are recruited
by the State $ovt. as per the recruitment rules and conditions of services are
applicable to each category.

Operational Inputs2 5arious items of procurement and existing budgetary
ceiling prescribed by the $ovt. of India are in Table >.
?
Table )2 Ites and 3ud4etar5 Ceilin4 in ICDS Schee
S,No, Ite 3ud4etar5 Ceilin4
>. *edicine 7its 6s.2//+1 per ,(C+P,
.. PS8 7its 6s.0//+1 per ,(C+P,
?. Contingencies@ 6s.2//+1 per ,(C+P,
6s.?/"///+1 CDP%+P,
6s.0/"///+1 DP%+P,
State Cell < 6s.2/"/// &!ith less than 0/
Projects' P,
6s.A/"/// &!ith 0/ to .// Projects'
6s.>"//"/// &!ith more than .// Projects'
B. I8C@@ 6s..0"/// per Project+P, to all
8xcept
Cakshad!eep" Dadar ) 9agar #aveli and Daman
) Diu
6s.0/"///+1 per Project+P,
0. *onitoring and 8valuation
*echanism @@@
6s. .//+1 per annum &%perational'
2. 6ent 6s..//+1 per ,(C p.m. in 6ural+Tribal Projects
6s. D0/+1 per ,(C p.m. in =rban Projects
D. P%C CDP%+DP% < 6s.0/"///+1 P,
State Cell 1 6s.2/"///+1 P,
A. 8-uipment+:urniture &one
time1non1recurring'
,(C 1 6s.0"///+1
CDP% < 6s.E>"D//+1
Distt. < 6s.E>"D//+1
State &i' 6s.2/"///+1 &:or less than 0/ Projects
&ii' 6s.>"./"///+1 &:or more than 0/
projects'
E. Supplementary 9utrition 6s...// per child per day
6s...D/ *alnourished child
6s...?/ Pregnant ) Cactating mothers
@ 8ven though norms have been specified for each level" the State $ovts. may re1allocate and re1
distribute the contingent amount amongst ,(Cs" CDP %ffices" District %ffices and State Cells
adhering to overall norms" keeping in mind the re-uirement and specific needs
The contingent amount may also be utilied for replacement of !eighing scales and other e-uipment
at all level. If it is absolutely essential" this amount may also be utilied for purchase of ne!
e-uipment like Computers" provision of Internet connections" :ax machines" Ferox machines and
essential furnitures.
&9o. >1. &iv'+.///1CD.> dated >.E..///'
@@ The State $ovts.+=T ,dministration may divide the financial allocation amongst projects+districts
and state depending on priority" needs and re-uirements" keeping the overall State+=T limit intact.
&9o.>1. &iii'+.///1CD.> dated >/.A..///'
@@@ The cumulative amount available !ith the State $ovt. for the purpose may be utilied for the
activities like; printing of records" registers" replacement+repair of !eighing scales" computeriation
of project office+district+state cell+data entry" maintenance of hard!are" internet+81mail.
&9o.>21A+.///1*8 dated .2.E..///'
B
6, 1ENER#- PRINCIP-ES O0 PU3-IC 3U7IN1
8very ,uthority delegated !ith the financial po!ers of procuring goods in
public interest shall have the responsibility and accountability to bring
efficiency" economy" transparency in matters related to public procurement and
for fair and e-uitable treatment of suppliers and promotion of competition in
public procurement.
The procedures to be follo!ed in making public procurement must confirm to
the follo!ing yardsticks ;1
i' 4ulk re-uirement of store for state office and district level offices should
be assessed at the beginning of the financial year.
ii' The specifications in terms of -uality" type etc." as also -uantity of goods
to be procured" should be clearly spelt out keeping in vie! the specific
needs of the procuring organiation. The specifications so !orked out
should meet the basic needs of the organiation !ithout including
superfluous and non1essential features" !hich may result in un!arranted
expenditure. Care should also be taken to avoid purchasing -uantities in
excess of re-uirement to avoid inventory carrying costsG
iii' %ffers should be invited follo!ing a fair" transparent and reasonable
procedureG
iv' The procuring authority should be satisfied that the selected offer
ade-uately meets the re-uirement in all respectsG
v' The procuring authority should satisfy itself that the price of the selected
offer is reasonable and consistent !ith the -uality re-uiredG
vi' ,t each stage of procurement the concerned procuring authority must
place on record" in precise terms" the consideration !hich !eighed !ith
it !hile taking the procurement decision.
!, -E8E-S O0 PROCUREMENT
The items re-uired for implementation of ICDS programme !ill be procured at;
&a' Community+village level &b' Project levelG &c' District level and &d' State
level. The procurement procedures as laid do!n in the State $overnment 6ules
0
and Central $overnment 6ules communicated through different guidelines and
circulars from time to time should be strictly follo!ed.
The various levels and items normally procured are given belo!. The items
mentioned against each are indicative and implementing agencies may cumulate
the re-uirements and procure any item at block" district" state level keeping in
vie! the financial norms indicated.
Ites to be procured at #n4an'adi Centre -evel
>. Items+*aterial for general use
.. 4athroom items
?. =tensils
B. Play items
0. 6egisters etc.
Ites to be procured at Pro9ect -evel
>. :urniture+e-uipment+computer etc.
.. Contingent items related to stationery
?. Teaching learning material
B. Items related to *others+*ahila *andal meeting
0. Printing material
District -evel
>. %ffice e-uipment for DP%+P%
.. %ffice furniture for DP%+P%
?. 6eading materials+supplementary material
B. Documentation of best practices at the project level
0. ,ids and appliances and other re-uirement for handicapped+disabled
children
2. %ffice contingencies
D. #iring of vehicles
A. *aintenance of e-uipment and vehicles
E. Printing !ork+material
>/. S9P
>>. 8ducational kits for ,dolescent $irls
2
State -evel
Computers and its accessories
%ffice e-uipment
%ffice furniture
8-uipment for distance education
,ids and appliances and other re-uirement for disabled children
%ffice contingencies
#iring of vehicles
*aintenance of e-uipment and vehicles
Printing !ork
8ngagement of 9$%s
8ngagement of experts+ resource persons
+, PROCUREMENT P-#N
1 The preparation of a procurement plan is an essential need+re-uirement
1 The procurement plan covering e-uipment" goods" vehicles and consultancy
services and resource support shall be prepared on a firm basis for Ist year
of the programme and on a tentative basis for the subse-uent years
1 Procurement plan shall be prepared every year for proper monitoring and
implementation
1 The procurement plan shall be sent to the *inistry of (omen and Child
Development" $%I
1 The procurement plan shall be prepared contract !ise
1 The method of procurement shall be based on the value of contract
1 In case the procurement activity could not be completed in a year as per the
plan and the same is to be carried over to the next year" a reference to this
effect should be made to the *(CD" $%I stating the reasons for not
procuring the items in the particular year. It should also be mentioned to the
*(CD that except for the carry for!ard of the procurement" all other
procedures remain unchanged
1 It shall be ensured that the procurement is based on actual need
D
:, MET$ODS O0 PROCUREMENT UNDER ICDS
>. %pen tenders
.. Cimited tenders
?. Single Tender
B. (ithout Tender and
0. Through Cocal Community
:,) Open Tenders
%pen Tender is the competitive bidding procedure normally used for public
procurement in the country and may be the most efficient and economic !ay of
procuring goods by their nature or scope. The procedure shall provide for
ade-uate competition in order to ensure reasonable prices" and methods used in
the evaluation of tenders and the a!ard of contracts shall be made kno!n to all
bidders and not be applied arbitrarily.
Steps; 5arious steps involved in procurement under %pen Tender procedure are
given belo!;
&a' 9otification+,dvertising
&b' Issue of tender documents
&c' Submission of tender documents
&d' Public opening of tender
&e' 8valuation
&f' Selection of lo!est evaluated responsive tender based on post -ualification
&g' 9egotiation !ith C1I &if necessary'
&h' Contract a!ards" and
&i' Contract performance
Notification/Advertising: Timely notification of bidding opportunities is essential in
competitive bidding;1
&a' Invitation to bid shall be published in ne!spapers and at least in one
national 8nglish daily" if estimated value is 6s..0 lakhs and above.
&b' State $ovt. having its o!n !ebsite should also publish all its advertised
tender en-uiries on the !eb site and provide a link !ith 9IC !ebsite. It
should also give its !ebsite address in the advertisements in ne!spapers.
A
&c' If it is noted in the invitation for tender that 8arnest *oney is to be
deposited by the supplier+contractor" the bid of a supplier+contractor not
complying !ith this re-uirement shall be rejected. In the case of deposit
of 8arnest *oney" the existing StateHs procedure may be follo!ed.
#o!ever" it is desirable that a level playing field be created in this regard.
&d' In a package the 8arnest *oney is indicated taking into account all the
items. This cannot be changed later on. %nce it is decided that the
contract is for a package" the 8arnest *oney for that package is to be
indicated and the same cannot be changed according to each item.
&e' The last date for receipt of tender shall be the day follo!ing the date for
close of the sale of tender documents.
&f' %rdinarily" the minimum time to be allo!ed for submission of bids should
be three !eeks from the date of publication of the tender notice or
availability of the bidding document for sale" !hichever is later.
Tender Documents: ,ll $ovt. purchases should be made in a transparent"
competitive and fair manner" to secure best value for money. Standard State
$overnmentHs tender documents should be used. The sale of tender document
should begin only after the publication of notification for tender in ne!spaper. The
tender documents shall furnish all information necessary for a prospective bidder to
prepare a tender for the goods to be provided.
The text of the bidding document should be self contained and comprehensive
!ithout any ambiguities. ,ll essential information !hich a bidder needs for
sending responsive bid" should be clearly spelt out in the bidding document in
simple language. The bidding document should contain" inter1alia;1
a' the criteria for elibility and -ualifications to be met by the bidders such as
minimum level of experience" past performance" technical capability"
manufacturing facilities and financial position etc.G
b' eligibility criteria for goods indicating any legal restrictions or conditions
about the origin of goods etc." !hich may re-uired to be met by the
successful bidderG
c' the procedure as !ell as date" time and place for sending the bidsG
d' date" time and place of opening of the bidG
e' terms of deliveryG
E
f' special terms affecting performance" if any.
The basis for tender evaluation and selection of the lo!est evaluated tender shall be
clearly outlined in the instructions to tenders and+or the specifications. Tender
documents should be made available to all !ho seek them" regardless of registration
status and they should be allo!ed to bid.
Technical Specification: Technical specifications and -uantity re-uired should be
prepared before tendering. Specifications for the items to be procured should be
dra!n up in every case !ith clarity. 9o deviations from the specifications after
opening of tender should be allo!ed.
Validity of Tender: 4idders shall be re-uired to submit tender valid for the period
specified in the tender documents. 9ormally" the bid valid period shall not exceed
E/ days.
Earnest Money: To safeguard against a bidderHs !ithdra!ing or altering its bid
during the bid validity period in the case of advertised or limited tender en-uiry"
4id Security &also kno!n as 8arnest *oney' is to be obtained from the bidders
except those !ho are registered !ith the Central Purchase %rganisation of the State
$ovt." 9ational Small Industries Corporation &9SIC' or the concerned State
*inistry or Department. The bidders should be asked to furnish bid security along
!ith their bids. ,mount of bid sercurity should ordinarily range bet!een .3 to 03
of the estimated value of the goods to be procured. The exact amount of bid
security" should be determined accordingly by the State Department and indicated
in the bidding documents. The bid security may be accepted in the form of ,ccount
Payee Demand Draft" :ixed Deposit 6eceipt" 4ankerHs Che-ue or 4ank $uarantee
from any of the commercial banks in an acceptable form" safeguarding the
purchaserHs interest in all respects. The bid security is normally to remain valid for
a period of forty1five days beyond the final bid validity period.
4id securities of the unsuccessful bidders should be returned to them at the
earliest after expiry of the final bid validity and latest on or before the ?/
th
day after
the a!ard of the contract.
Standards and Technical specifications: ,s far as possible" the implementing
agency shall specify the generally accepted standards of technical specifications.
=nbiased technical specification shall be prepared !ith no mention of brand names
and catalogue numbers.
>/
Tender documents should State clearly !hether the bid prices !ill be fixed or price
adjustment !ill be made to reflect any changes in major cost components of the
contract.
Terms and Methods of Payment: Payment terms shall be in accordance !ith the
practices applicable to the specific goods+items and !orks. Tender documents
should specify the payment method and terms offered.
onditions of ontract: The contract documents shall clearly define the scope of
!ork to be performed" the goods+items to be supplied" the rights and obligations of
the implementing agency and of the Supplier or Contractor" and the functions and
authority of the engineer" architect" or construction manger" if one is employed by
the implementing agency" in the supervision and administration of the contract.
Performance Security: i' To ensure due performance of the contract" Performance
Security is to be obtained from the successful bidder a!arded the contract.
Performance Security is to be obtained from every successful bidder irrespective of
its registration status" etc. Performance Security should be for an amount of 03 to
>/3 of the value of the contract. Performance Security may be furnished in the
form of an ,ccount payee Demand Draft" :ixed Deposit 6eceipt from a
Commercial bank" 4ank $uarantee from a Commercial bank in an acceptable form
safeguarding the purchasers interest in all respects.
ii' Performance Security should remain valid for a period of sixty days beyond the
date of completion of all contractual obligations of the supplier including !arranty
obligations.
iii' 4id security should be refunded to the successful bidder on receipt of
Performance Security.
Tender opening: The time for the tender opening should be the same as the deadline
for receipt of tenders or promptly thereafter.
Tenders shall be opened in public" that is" bidders or their representatives shall be
allo!ed to be present.
,ll tenders received should be opened and the name of the bidder and total amount
of each bid shall be read out at the time of bid opening.
9o bid should be rejected at bid opening except late tenders" !hich shall be
returned unopened to the bidder.
>>
*inutes of bid opening must be prepared.
Confidentiality; ,fter the public opening of tenders" information relating to the
examination" clarification" and evaluation of tenders and recommendations
concerning a!ards shall not be disclosed to bidders or other persons not officially
concerned !ith this process until the successful bidder is notified of the a!ard.
E;aination of Tenders
&a' The implementing agency shall ascertain !hether the tenders.
&i' meet the eligibility re-uirements specified
&ii' have been properly signed
&iii' are accompanied by the re-uired securities and are valid for the
period specified in the tender document
&iv' are substantially responsive to the tender documents" and
&v' are other!ise generally in order
&b' If a bid is not substantially responsive" that is" it contains material deviations
from or reservations to the terms" conditions" and specifications in the tender
documents" it shall not be considered further. The bidder shall not be
permitted to correct or !ithdra! material deviations or reservations once
tenders have been opened.
Tender Evaluation and Coparison
&a' 4ids received should be evaluated in terms of the conditions already
incorporated in the bidding documentsG no ne! condition !hich !as not
incorporated in the bidding documents should be brought in for evaluation of
the bids. Determination of a bidHs responsiveness should be based on the
contents of the bid itself !ithout recourse to extrinsic evidence.
&b' 4idders should not be permitted to alter or modify their bids after expiry of the
deadline for receipt of bids.
&c' 9egotiation !ith bidders after bid opening must be severely discouraged.
&d' Contract should ordinarily be a!arded to the lo!est evaluated bidder !hose bid
has been found to be responsive and !ho is eligible and -ualified to perform the
contract satisfactorily as per the terms and conditions incorporated in the
corresponding bidding document.
>.
&e' The implementing agency shall prepare a detailed report on the evaluation and
comparison of tender setting forth the specific reasons on !hich the
recommendation is based for the a!ard of the contract.
E;tension of 8alidit5 of Tender2 ,n extension of bid validity" if justified by
exceptional circumstances" shall be re-uested in !riting from all bidders" &of valid
tenders only' before the expiration dated only !ith the prior approval of the
,ccepting ,uthority. 4idders shall have the right to refuse to grant such an
extension !ithout forfeiting their 8arnest *oney" but those !ho are !illing to
extend the validity of their bid shall be re-uired to provide a suitable extension of
8arnest *oney.
Post <ualification of 3idders2 If bidders have not been pre1-ualified" the
implementing agency shall determine !hether the bidder !hose bid has been
determined to offer the lo!est evaluated cost has the capability and resources to
effectively carry out the contract as offered in the bid. The criteria to be met shall
be set out in the tender documents" and if the bidder does not meet them" the bid
shall be rejected. In such an event" the implementing agency shall make a similar
determination for the next lo!est evaluated bidder.
#'ard of Contract;
&a' Implementing agency shall a!ard the contract" !ithin the period of the validity
of tenders" to the bidder !ho meets the appropriated standards of capability and
resources and !hose bid has been determined &i' to be substantially responsive
to the tender documents and &ii' to offer the lo!est evaluated cost.
&b' Single offers received in response to the call for open tenders should also be
considered for a!ard if it is determined that publicity !as ade-uate" bid
specifications+conditions !ere not restrictive or unclear and bid prices are
considered reasonable.
Repeat Orders
Purchases under open tender method may be increased over the -uantity originally
ordered as per the prevailing State procedure by repeat orders after recording
reasons" provided that such orders shall not be given after a period exceeding one
month from the date of the expiry of last supply made and also subject to the
condition that prices have since not reduced and purchases !ere not made on urgent
basis.
>?
Re9ection of #ll Tenders
&a' Tender documents usually provide that implementing agency may reject all
tenders. 6ejection of all tenders is justified !hen there is lack of effective
competition" or tenders are not substantially responsive. #o!ever" lack of
competition shall not be determined solely on the basis of the number of
bidders. If all tenders are rejected" the implementing agency shall revie! the
causes justifying the rejection and consider making revisions to the conditions
of contract" design and specifications" scope of the contract" or a combination
of these" before inviting ne! tenders.
&b' If the rejection of all tenders is due to lack of competition" !ider advertising
shall be considered. If the rejection is due to most or all of the tenders being
non1responsive" ne! tenders may be invited.
&c' 6ejection of all tenders and re1inviting ne! tenders" irrespective of value"
shall be referred to the competent authority for approval.
:,. -iited Tender
&a' $oods including office e-uipment" furniture" computers" !eighting scales"
reading material" supplementary nutrition" hiring of vehicles" PS8 kits"
medicine kits and operation and maintenance of e-uipment estimated to cost
upto the financial ceiling prevailing in States or less per contract may be
procured under contracts a!arded under the Cimited Tender System.
&b' Cimited Tender is a procurement method based on comparing price -uotations
obtained from several suppliers" usually at least three to ensure competitive
prices. ,s far as possible" Cimited Tender en-uires !ill be issued to those
firms" !hich are borne on the list of approved contractors+suppliers.
&c' The re-uests for -uotations shall be made indicating the description
specification and -uantity of the goods" as !ell as desired delivery time and
place. Iuotations shall also be obtained by telex or facsimile. The evaluation
shall follo! sound public or private sector practices. The terms of the
accepted offer shall be incorporated in a purchase order.
>B
Steps for -iited Tender Procureent
&a' Identifying items for purchase"
&b' Caying do!n specifications for the items identified"
&c' 8stimating total numbers and costs of items identified based on approximate
unit costs.
&d' Identifying likely agencies from !hom -uotations can be invited &minimum
three" but A1>/ agencies !ould ensure more competitive rates'"
&e' %btaining approvals of competent authority for items to be purchase along !ith
specifications" estimated costs and agencies from !hom -uotations should be
invited"
&f' Issuing letters of invitations based on approvals"
&g' Processing -uotations received" obtaining orders to competent authority for
placing of orders for supply.
&h' Issuing letters placing orders for supply" specifying period in !hich the delivery
is to be completed"
&i' 8nsuring inspection of items at the point of production &before delivery' for
proper -uality control. The inspection is re-uired to be undertaken by a group
constituted by the implementing agency"
&j' 8nsuring timely supply of items" and
&k' *aking payments after delivery in satisfactory condition.
:,/ Sin4le Tender
&a' , Single Tender system may be adopted in case of articles !hich are
specifically certified as of propriety nature or in cases !here only a particular
firm is the manufacturer of the articles demanded. $oods including books"
teaching materials" child1learning items and operation and maintenance of
e-uipment etc may be procured under contracts a!arded under the single
tender system.
&b' The single tender system !ithout competitions shall be an appropriate method
under the follo!ing circumstances;
&i' 8xtension of existing contracts for goods a!arded !ith the prescribed
procedures" justifiable on economic grounds"
>0
&i' Standardiation of e-uipment or spare parts to be compatible !ith
existing e-uipment may justify additional purchases from the original
supplier
&ii' The re-uired item is proprietary and obtainable only from one source"
&iii' 9eed for early delivery to avoid costly delays" and
&iv' In exceptional cases" such as in response to natural disasters.
&v' 6ate contracts of Directorate $eneral of Supplies and Disposals &D$S
)D' and of the State $overnments shall also be an appropriate method
under Single Tender system
:,6 Procureent 'ithout Tender
Purchase of items or group of items estimated to cost less than the financial
ceiling prevailing in the State on each occasion may be made !ithout inviting
tenders+-uotations" provided this does not involve any splitting of purchases.
The purchase !ould be carried out on the basis of a certificate recorded by the
competent authority in the follo!ing format ;1
JI"KKKKKK.." am personally satisfied that the goods purchased are of
re-uisite -uality and specification and have been purchased from a reliable
supplier at a reasonable price.L
:,! Procureent throu4h -ocal Counit5
, Purchase Committee involving community and the ,nga!adi (orker shall
be constituted at the village level. The Committee !ould consist of three
*embers. The composition of the Committee !ould be decided by the State
$ovts. on the pattern such Committees already existing at the grass root level.
The Committee !ould be responsible for purchase of articles or group of
articles to be used at the ,ngan!adi Centre estimated to cost less than the
prescribed financial ceiling. The State $ovts. !ould fix financial ceilings for
such Committees as per the State $ovt. Procurement 6ules.
The Committee !ould survey the market to ascertain the reasonableness of
rate" -uality and specifications and identify the appropriate supplier. 4efore
recommending placement of the purchase order" the *embers of the
>2
Committee !ill jointly record a certificate indicating" Jthe Purchase
Committee are jointly and individually satisfied that the goods recommended
for purchase are of the re-uisite -uality and specification" priced at the
prevailing market rate and the supplier recommended is reliable and
competent to supply the goods in -uestionL.
=, MET$ODS O0 PROCUREMENT 0OR M#>OR ITEMS UNDER ICDS
=,) Medicine &it
,s a vital input to provide the essential services of health checkup and referral
services under ICDS" each ,(C is provided every year !ith a *edicine 7it
consisting of easy to use and dispensable medicines to remedy common
ailments like cough and common cold" skin infections etc. The tentative cost
of each kit is fixed at 6s. 2//+1 per annum. The State $ovt.+=Ts are
responsible for procurement and distribution of medicine kits in the ,(Cs on
annual basis.
The list of medicines in the *edicine 7it presently supplied and the technical
specifications of these medicines" as finalied in consultation !ith *inistry of
#ealth and :amily (elfare" $overnment of India is at ,nnexure1I. The
State+=Ts may continue !ith the same kit or make modifications in the kit to
cater to the area specific needs in consultation !ith the #ealth Department of
the State $overnment. #o!ever !hile making modifications" it may be
ensured that the kit is simple and the medicines are dispensable by the ,((s.
$overnment of India favours the propagation and strengthening of the Indian
Systems of *edicines i.e. ,yurveda" =nani" Siddha etc. ,part from the
,llopathic medicine as suggested in ,nnexure1I" the State $overnments have
also been advised to include medicines belonging to ,yurveda or other Indian
Systems of *edicines in the 7it. This should be done in consultation !ith the
#ealth+IS*)# Department of the State $ovt.+=Ts and should follo!
standard pharmacopoeia parameters. , list of ,yurvedic medicines as
suggested by Secretary" Department of IS*)#" $overnment of India is
enclosed for reference at ,nnexure1II &detailed guidelines available in D(CD
Circular 9o. ./1>+EE CD1I dated ?>
st
*arch" .///'.
>D
The *edicine 7its should be procured by State $ovt.+=Ts at the state level by
follo!ing open tender system and procurement rules of State $ovts.
and guidelines provided by *(CD in previous sections. It should be noted
that $overnment has approved &vide Department of Chemical and Petro1
Chemical %* 9o. 0//>?+>+.//21S%&PI1I5' dated D
th
,ugust" .//2' grant
purchase preference exclusively to pharma CPS8(s and their subsidiaries in
respect of >/. specified medicine manufactured by them. The salient features
of the Purchase Preference Policy &PPP' are at ,nnexure1III. The State
$overnment should take advantage of the PPP !hile procuring medicines.
:urther" as per the extant $overnment Policy" the Central Public Sector
=ndertaking &CPS=' gets Purchase Preference upto >/3 over the large scale
private units &vide Department of Public 8nterprises %* 9o. DP8
>?&>.'+.//?1:inance 5ol.II dated >A+D+.//0. The advantage of these rules
should be taken !hile procuring *edicine 7its.
=,. Pre(school Education &it
The Pre1school 8ducation in angan!adi centres is provided through non
formal and play !ay method. It is a crucial component of the ICDS package
and aims at psycho1social" cognitive" conative and affective development of
child in a cogent and holistic manner.
6ecognising the t!o fold significance of early childhood education < its direct
influence on development of the child through early stimulation and its
potential contribution to the goal of universal elementary education" the
$overnment of India" for the purposes of provision of pre1school material" the
young children &/12 years' have been divided into t!o broad categories i.e.
&a' Infancy stage &/1? years'
&b' Pre1school age &?12 years'.
The State $overnments have been given the responsibilities to procure and
distribute PS8 7its to the angan!adi centres annually !ithin the financial
approved norms of 6s. 0//+1 for each kit per year &Detailed guidelines in
D(CD circular number 01.+./// CD I dated D
th
Muly" .///'.
The Pre1school kits should be procured each year for all operational
angan!adi centres in the State+=Ts N one kit for one angan!di centre. The
>A
State $overnments are re-uired to procure kits of t!o types < one for /1?
years age groups &7it ,' and other for ?12 years age group &7it 4'. 8ach
angan!adi could be provided one or other kit in alternate years.
The items in the kit should be multiple in terms of possible play activities and
concepts" durable" safe for children &non toxic and !ithout sharp edges
&manipulative" culturally and environmentally relevant" possessing fund value"
cost effective" easy to maintain and store and conducive to creativity and
problem solving. The State+=Ts $overnments could consult experts on 8arly
Childhood 8ducation" SC86Ts etc. for finaliation of items and their
specifications in pre1school kit depending upon the specific local needs. ,
suggestive list of items in the Pre1School 8ducation 7it is at ,nnexure1I5.
The pre1school kit should be procured by the State $overnment+=Ts
administration at the State+=Ts level or at the district level by the open tender
method follo!ing the procurement" purchase procedure as per the financial
limit of the concerned State $overnment+=Ts and guidelines provided in
previous sections.
=,/ Inforation" Education and Counication
The objectives of the I8C and Community *obiliation Component is to
create a!areness and build up image of ICDS programmeG stimulate demand
for ICDS servicesG affect and sustain behavioural and attitudinal changes in
child caring" nutrition and health statusG and muster and sustain community
participation. The activities for implementation of the I8C Component
include house to house visits" project and district level seminars" meetings"
regular nutrition and health education sessions !ith *ahila *andals"
distribution and use of slides" flash cards" flip charts" books" posters"
hoardings" ne!spaper advertisements" folk media" puppet sho!s" audio1visual"
electronic media etc.
The financial provision available for the component is 6s. .0"///+1 P.,. per
ICDS project excepting in the =Ts of Cakshd!eep" Dadra ) 9agar #aveli
>E
and Daman ) Diu !here it !ould be 6s. 0/"///+1 P.,. per Project since these
=Ts have only >" > and . Projects respectively.
The State $ovts.+=Ts are re-uired to devise suitable strategy and
implementation plan for I8C Component in the State and the lump1sum
provision available under the component based on the number of ICDS
Project may be divided amongst projects+districts and state depending on
priorities" needs and re-uirements !ithin overall State+=T limit.
The methods of procurement !ould vary from open tender to purchase
!ithout tender depending upon the financial value of each procurement and
!ould be carried out by follo!ing the State $ovt. 6ules and $uidelines
provided in the previous sections.
=,6 E<uipent and 0urniture
The Scheme has a provision of 6s. 0"///+1 per ,(C" 6s. E>"D//+1 each for
CDP %ffice and District Cell and 6s. 2/"///+1 for State Cells having less than
0/ Projects and 6s. >"./"///+1 for more than 0/ Projects" non1recurring one
time grant for the purchase of furniture and e-uipment. These items may be
procured by limited tender system+open tender system depending upon the
value of each procurement.
=,! Coputers ?$ard'are" Soft'are and accessories@

&a' *ost States have formulated policies on procurement and maintenance of
computer system in the State. The State Implementing ,gency should follo!
these procedures for the procurement of computers and its accessores. The
procurement procedure may be one of the follo!ing;1
&i' Cimited Tender System < Tenders are obtained from the State approved
list of vendors.
&i' Procurement through State 8lectronic Corporations +TT
Department+other State agencies provided they follo! State
$overnments prescribed procedure.
&ii' %pen Tender System
./
&b' Technical Specification should be very clear !ith reference to the latest
technology available in the market.
&c' Purchase Committee should be formed in !hich an expert from the IT
Department of the State should be a member
=,+ Printin4 'orA
&a' :or any printing !ork" the technical specification regarding the -uality of paper
for text and cover" sie of the book+article" number of pages etc. should be
specified !hile inviting tenders+-uotations.
&b' Depending on the value of the !ork involved" the method of procurement shall
be one of the follo!ing;1
&i' 6ate contract for printing approved by the State $overnment
&i' Cimited Tender System < minimum three -uotations should be obtained
from the approved list of printers. The authenticity and credibility of the
printer should be ascertained before giving the !ork orders.
&ii' %pen Tender System
=,: Contin4enc5
Contingency is provided under ICDS Scheme to ,(Cs" CDP %ffices" District
Programme %ffices and State+=Ts ICDS Cells for meeting the contingent and
operating expenses. The Scheme provides for contingencies upto 6s. 2//+1 per
,(C+P, for items like soaps" to!els" cleaning material etc. , list of 4asic
8-uipment of ,ngan!adi Centres under ICDS Programme is at ,nnexure15.
,s per the $uidelines issued by *(CD &9o.>1.&iv'+.///+CD1I dated
>.E..///'" the State+=T ,dministration may reallocate the contingent amount at
various levels keeping in mind the re-uirement and specific needs. The
contingency amount may also be utilied for replacement of !eighing scales
and other e-uipment at all levels. If it is absolutely essential" this amount may
also be utilied for purchase of ne! e-uipment like computers" internet
connection" fax machine" xerox machine and essential furnitures.
The procurement under this category may be done at the state+district+block+
village level by follo!ing limited tender+!ithout tender or through local
.>
community depending upon financial value of a single procurement and
follo!ing procurement rules as applicable in the state and guidelines indicated
in the previous sections.
=,= Suppleentar5 Nutrition
Supplementary 9utrition is given to children belo! six years of age and to
nursing and expectant mothers. Special attention is re-uired to be paid to the
delivery of Supplementary 9utrition to children belo! ? years of age. The type
of food &milk" pre1processed or semi1processed food or food prepared on the
spot from locally available food stuff' !ill depend upon local availability" type
of beneficiary" location of project" administrative feasibility etc. Supplementary
9utrition is being provided in the form of &i' on the spot cooked meal &ii' take
home ration and &iii' ready to eat food. %n average" supplementary nutrition
should be provided to the extent of ?// calories and >/gms. of protein per child"
0// calories and >01./ gms. of protein per pregnant !oman+nursing mother and
2// calories and ./ gms. of protein for severally mal1nourished child for ?//
days in a year. The financial norms per beneficiary are; /12 years Children 1 6s
.+childG mal1nourished children 1 6s. ..D/+ childG pregnant and lactating mothers
1 6s. ..?/ per beneficiary.
The #onHble Supreme Court has issued directions that Jthe Contractor shall not
be used for supply of nutrition in ,ngan!adis and preferably ICDS funds shall
be spent by making use of 5illage Community" Self1#elp $roups and *ahila
*andals for buying of grains and preparation of mealsL. The State $ovts.
!ould therefore be re-uired to identify appropriate $roups+*ahila *andals at
local level to provide Supplementary 9utrition as per the prescribed nutritional
and financial norms.
B POST(RE8IEC 37 1O8ERNMENT O0 INDI#
The contracts a!arded on procurement of goods + items and services by the
programme implementing agencies in the States !ill be post1revie!ed by
*(CD" $%I on a random basis. :or this purpose" all documents relating to the
..
a!ard of contract should be retained by the project implementing agencies and
made available to the revie! team of $%I as and !hen re-uired.
)*, MIS(PROCUREMENT
The goods and services that have not been procured in accordance !ith the
prescribed procedures outlined in these guidelines or other State $overnment
procurement procedures" as the case may be" shall be treated as mis1
procurement. The expenditure incurred on such procurement shall not be
eligible for financing from ICDS funds.
)), COMP-#INT $#ND-IN1 MEC$#NISM
In order to deal !ith complaints received from contractors+suppliers effectively"
a complaint handling mechanism should be available at the national level as
!ell as at State level" and immediate action initiated on receipt of complaints to
redress grievances. ,ll complaints should be dealt !ith at a level higher than
that of the level at !hich the procurement process is being undertaken and the
allegations made in the complaints should be thoroughly en-uired into. If found
correct" appropriate remedial measures should be taken by appropriate
authorities.
In case any individual staff is found responsible" suitable disciplinary
proceedings should be initiated against such staff under the Civil Service
Conduct 6ules at national level or the Classification" Control and ,ppeals 6ules
at the State level as the case may be. The receipt of any illegal gratification by
staff should be considered as misconduct" and should result in disciplinary
proceedings against such staff" in addition to penalties under the la!.
The existing provisions under the la!" the discipline and appeal rules and the
po!ers of the Central+State 5igilance Commission should be strictly follo!ed
to deal !ith the complaints of contractors+suppliers.

.?
Annexure-I
Medicine &its
S,N
o,
Product Nae Pharaceutical
Standard
Stren4th Dosa4e
0or
Dt5,Re<d,in
one Unit
PacA
-abellin4
Instruction
Si%e of Unit
PacA
Specification
a. Paracetamol Tablets
IP
Indian &IP'
Pharmacopoeia
>EE2
0// mg Tablets 0// tabs.x >
Mar
,s per tech.
specification
Mar diaOA.
mm &outer' P
>mm Mar
height !ith
cap O >/.
mm P mm
&outer'
0// tabs. To be
packed in a !hite
#DP8 Mar of B2/
ml %:C !ith a
label printed on
D0 $S* P 03
Indian chromo
art paper in .
colours !ith
sie ; >//x00
mm P > mm
b. Paracetamol Syrup
IP
I P < >EE2 >.0 mg+0
ml
Syrup 0//ml x >
bottle
,s per tech
specification
4ottle dia O
DD P > mm
&outer'
4ottle height
!ith cap P
>20 P . mm
&outer'
0// ml Syrup to
be packed in a
!hite #DP8
bottle of 00/ ml
%:C !ith a label
printed on D0
$S* P 03
Indian Chromo
art paper in .
colours !ith >//
O 2/ mm P > mm
sie
.B
c. *ebendaole Tabs
IP
I P < >EE2 >// mg Tablets B0/ tabs. ,s per tech.
specification
Mar diaO00.0
P > mm
&outer' Mar
height !ith
cap O 02P.
mm &outer'
B0/ tabs. To be
packed in a !hite
#DP8 Mar of >>0
ml %:C !ith a
lable printed on
D0 $S*P03
Indian Chromo
art paper in .
colours !ith sie
E/x.A mm P >
mm
d. 4anyl 4enoate
,pplication IP
I P < >EE2 .03 !+! Cotion 0// ml x >
bottle
,s per tech.
specification
Mar dia O DD
mm P > mm
&outer' Mar
height !ith
cap O >20P.
mm &outer'
Same as
Paracetamol
Syrup i.e. S.9o..
only colour of
bottle !ill be
blue to avoid
mix1up
e. Chloramphenicol
8ye %intment
I P < >EE2 >3 !+! 8ye
%intment
?.0g x >/
tubes
,s per tech.
specification
20x.DxA.
&ht'
mmP>mm
?.0g ointment
packed in
,luminium
collapsible tube
!ith !hite #DP8
cap printed in .
colours !ith base
colour !hite and
such >/ tubes
packed in a
?//P03 $S*
!hite duplex
board printed in
.0
. colours
f. Sulphacetamide
Sodium 8ye Drops
IP >/3 !+!
I P < >EE2 >/3 !+! 8ye drop >/ ml x 2
vials
,s per tech.
specification
DBx0/xA/
&ht'
mmP>mm
8ye drops packed
in >/ ml amber
vial !ith the help
of rubber plug
and ,l seal ./
mm and a label
made up of
D0P03 $S*
!hite Indian
chromo art paper
printed in .
colours pasted on
it !ith sie
D0x.0 mm P >
mm !ith a
sterilied eye
dropper packed
in a CDP8
polybags.
Therefore each
carton !ill have
2 vials of eye
drops !ith 2
droppers and
carton !ill be
made up of ?// P
03 !hite duplex
board printed in
. colours.
g. $ention 5iolet .3 1 .3 !+v Solution > bottle x ,s per tech. Dia of bottle >// ml solution
.2
!+v 8xternal
,pplication
>//ml specification O BEP>./
mm &outer'
#eight of
bottle &after
sealing' O
>/AP. mm
packed in amber
glass bottle =PS
type1III !ith a
rack sie of .0
mm" !ith a
%DC" >./ ml P 0
ml and sealed
!ith a silver
colour 6%PP cap
.0 mm !ith a
label printed on
D0P03 $S*
Indian chromo
art paper in .
colours !ith sie
A/ x B0 mm P >
mm
h. :ovidone Iodine
%intment
=SP 03 !+! %intment
8xternal
,pplication
0gmx0tubes ,s per Tech.
specification
E/x.Dx?0
&ht' mm P >
mm
0 g. ointment
packed in a
,luminium
collapsible tube
internally
lac-uered !ith a
!hite #DP8 cap
!ith a piercing
pointer inside.
Tube to be
printed . colours
on !hite ground
and such 0 tubes
packed in a ?// P
.D
03 $S* !hite
duplex board
printed in .
colours.
i. ,bsorbent B//
Cotton 6oll of gms
I P >EE2 ,s per I
P < >EE2
,bsorbent
Cotton
B// gm x .
rolls
,s per tech.
specification
1 Packing in rolls
of B// gms of a
continuous lap.
(ith light !eight
paper running
under the entire
lap" folded over
the edges rightly
and evently
rolled enclosed
and sealed in a
!ell closed
container. 8ach
roll shall be
legible marked
!ith
manufactureHs
name" month and
year of
manufacturer and
itHs !eight and
9%T
ST86ICIS8D
j. Cotton 4andage Cotton
bandage shall
strictly
confirm to
1 1 0cm x 0
mtrs. F >
doen
,s per tech.
specification
1 8ach bandage of
0 cm x 0 mtres.
Shall be made
into rolls" neatly
.A
Schedule :&II'
of Drugs and
Cosmetics ,ct
>EB/ and rules
KK" >EB0 as
to IS. A2?1
>EA0 &second
revision'.
Cotton yarn
used for
manufacture of
Cotton
4andage shall
be as per IS ;
>D>1>EA0.
Cloth shall be
!oven in plain
!eave !ith
!ell formed.
Selvedge and
free from
!eaving
defects from.
It shall also be
free filling
siing or
dressing
material and
shall be
bleached and
shall be cut to
and securely
!rapped
!ithblue bro!n
paper and glued
leaving the ends
uncoverd. Such
>. rolls shall be
securely !rapped
in a draft paper
and glues and
again !rapped in
a layer of B/
micron thick
polythene fill.
Packet of
bandage shall be
legibly marked
!ith
manufactureHs
name" month and
year of
manufacturer"
length &m'. !idth
&cm' and 9%T
ST86ICIS8D.
.E
form bandages
of sie 0 cm
!idth x mtrs.
Cength1
k. 4ooklet in 6egional
Canguage
Sample brochure
has to enclosed
and the bidder
enclosed the
same duly
printed and
!ritten in
6egional
Canguage in each
kit.
?/
Annexure -II
-ist of #5urvedic Medicines as su44ested b5
Departent of ISM&$" 1overnent of India for
inclusion in the Medicine &it for #n4an'adi centres
under ICDS Schee
S,No, Nae of the Medicine Therapeutic Use
>. Puranavadi *andoor &Tablet' :or anaemia" oedema during
pregnancy etc.
.. Saubhagya Shunthi &$ranules' :or post1delivery uterine
problems" e.g. body pain"
and abdominal problems"
lactation related problems
etc.
?. 7esharbala Tail Talla &4ody massage oil' for
strengthening the abdominal
muscles of the mother" body
massage" body ache" etc.
B. ,yush $hutti &Tablet' :or common ailments of
babies like indigestions"
intestinal discomfort" etc.
0. 4al 6asayana &Table' :or nutritional supplements
of proteins calcium and
essential minerals for
children of Q to 0 years age.
2. ,rk Mi!an &Ci-uid' :or promotion of appetite"
indigestions" etc.
D. ,rk Pudina :or intestinal discomfort"
pain" etc.
?>
Annexure-III
Preferential purchase polic5 for certain edicines
The salient features of the Preferential Purchase Policy &PPP' are as under2
i' PPP in respect of a maximum of >/. medicines !ould be applicable to
purchases made by *inistries+Departments" PS=s" ,utonomous 4odies" etc.
of the Central $overnment. It !ould be valid for a period of five years.
ii' This !ould also be applicable to purchase of >/. drugs made by State
$overnments under health programmes !hich are funded by $overnment of
India. &e.g. purchases under 9ational 6ural #ealth *ission etc.'
iii' PPP !ill extend only to Pharma CPS8s and their subsidiaries &i.e. !here
Pharma CPS8s o!n 0>3 or above shareholding'.
iv' It !ould be applicable to a maximum of >/. medicines. The list of >/.
medicines !ould be revie!ed and revised by Department of Chemical )
Petrochemicals as and !hen re-uired taking care not to include any item
reserved for SSI units.
v' The Purchasing Departments+PS=s+autonomous bodies etc. of the Central
$overnment may invite limited tenders from Pharma CPS8s and their
subsidiaries or purchase directly from them at 9PP, certified+notified price
!ith a discount up to ?0 per cent.
vi' The purchasing departments !ould purchase from Pharma CPS8s and their
subsidiaries subject to their meeting $ood *anufacturing Practices &$*P'
norms as per Schedule R*H of the Drugs ) Cosmetic 6ules. If no Pharma
CPS8 is forthcoming to supply these >/. medicines" the purchasing
departments !ould be at liberty to purchase from other manufacturer.
vii' If the Pharma CPS8s or their subsidiaries !hich has the benefic of PPP" fail to
perform as per the purchase order" they !ould be subject to payment of
li-uidated damages or any other penalty included in the contract.
viii' The medicines covered under Drug ) Price Control %rder &DPC%' !ould be
supplied at the rates fixed by 9ational Pharmaceuticals Pricing ,uthority
&9PP,' rates minus discount up to ?0 per cent.
?.
ix' In case of medicines not covered under DPC%" prices !ould be got certified
from 9PP," only for the limited purpose of supply to Central $overnment
Departments and their Public Sector =ndertakings" autonomous bodies etc.
%n the certified price" Pharma CPS8s and their subsidiaries !ould provide
discount up to ?0 per cent.
x' The Preferential Purchase Policy &PPP' as contained in Department of Public
8nterprises %* 9o. DP8.>?&>.'+.//?1:in.5ol.II dated >A.D..//0 !ould not
be applicable to Pharma CPS8s.
3efore considerin4 an5 such purchase preference" the purchase or4ani%ation should
checA the latest directives in this re4ard for necessar5 action, Purchase Preference
provision shall invariabl5 be part of the Notice Invitin4 Tender ?NIT@,
??
Annexure-IV
-ist of Su44estive Material for PSE &it in ICDS
>. :it in Pule < %ne Set
.. *ulti use concept set < %ne Set
?. *agnet < %ne Set
B. Toy (heel ,ssembly < %ne Set
0. #uman Parts < %ne Set
2. Shape 4oard < %ne Set
D. 8lephant < %ne Set
A. :ish < in 4o!l < %ne Set
E. 4uilt < up < 4eakers < %ne Set
>/. 4ell &brass' < %ne
>>. 6ubber 4all < %ne
>.. Coloured Counting 4eads < %ne Set
>?. Circle Stock < %ne Set
>B. :lannel 4oard < %ne
?B
Annexure V
-ist of Ites E E<uipent for #n4an'adi Centre
, number of small items+e-uipment !ill be needed for each ,ngan!adi centre for
educating non1formal preschool education and supplementary nutrition feeding activities.
Ites for 4eneral use
Small mats or durries
%ne closed self &for storing e-uipment'
%ne or t!o !ooden racks
Co! !ooden chair and table for the ,ngan!adi !orker
:irst ,id 4ox !ith supplies of basic drugs for Common ,ilments&*edicine 7it'
, 9ational :lag
%ne locally made mud 5essel &!ith a tap and a lid 'for keeping drinking !ater
:iles " register and records
#ealth Cards S
*ud (all area for painting S no cost
&itchen E<uipent
Tumblers " plates and spoon"
T!o to three vessels !ith lids of cooking
7erosene !ick stove
3athroo E<uipent
T!o buckets or vessels or storing !ater
T!o mugs
?0
T!o Soap containers
:our to!els
Disinfectant fluid
4rooms" brushes and other cleaning material
Indoor Pla5 E<uipent
(ooden building blocks of different sies
Counting frames
Paints" brushes and coloured chalks sticks
%ne dholak &beating drum'
Three scissors
?2