CITY PROPERTIES MAINTENANCE COMPANY

BANGALORE LIMITED
____________________________________________________________________________

Procedure for Purchasing Process

1. Objective

1.1 To provide CPMCBL with the procedure for Purchasing of Materials.

1.2 Availability of Stock.

1.3 Ensure that purchases made as per Master available & minimum stock level.

2. Scope

1.1 Applicable to purchase of uniforms , Hygiene materials & Safety Equipments

including its accessories to provide service to the customers.

3. Responsibility : Process owner \ Manager.

Input Requisition, Minimum Stock Level / New

orders

Enablers / Resources P.O., Information & Approved Suppliers

List

Issue of Material & Acessories &

Output
updated stock register

5. Key Operating Procedure

5.1 Planning

5.1.1. Purchases are done based on Requisition from concerned Process Owners \ orders
or reliable anticipated orders and Minimum Stock Level for the following process
like Technical, Safety & Security and Administration.

5.1.2. Excess / Spare Stock, if any, is checked on receipt of stock.

5.1.3. Purchases are planned from approved suppliers.

PREPARED BY : APPROVED BY: Section No. SOP-03

Rev. no : RO
Date : 01/01/2010
Page no : 1 of 3
SWAMY-MR ATUL KUMAR – COO
 CITY PROPERTIES MAINTENANCE COMPANY
BANGALORE LIMITED
____________________________________________________________________________

5.2 Development of the Plan

5.2.1 Based on the requirement received from the concerned Process Owner\ stores in-
charge in form Material Requisition Slip in form R\PUR\MRS\01 for New Business,
w.r.t the minimum stock level, the Plan for the Purchase of Uniforms & Accessories
is developed by the HOD’s in consultation with the COO.

5.2.2 Manager Purchase\ Process Owner initiates purchase activity obtaining quotation
from atleast 3 suppliers for a particular item. Purchase In-charge \ Concerned
Process Owner on receipt of the quotation, reviews the quotation in case of any
clarification sought out with the supplier and considers the L1 supplier and
forwards the quotation along with the material requisition slip to COO for his
approval if the value is lessthan one lakh. Wherever the value of the items is more
than one Lakh, COO forwards to Director for approval. Once the quotation is
approved, CPMCBL enters into rate contract are listed under approved supplier list
R\PUR\ASL\02. Wherever monopoly items purchased CPMCBL places Purchase
Order duly reviewed and approved by COO.

5.2.3 The Copy of the Rate Contract is forwarded to the concerned Process owner for
indenting purchase.

5.2.4 Wherever CPMCBL purchases items from the supplier on the rate contract,
requirements are communicated through email.

VERIFICATION OF PURCHASED PRODUCT :

5.2.5 When the items are received at Help Desk, he checks for the physical quantity
against the supplier DC and invoice. The details of the DC is recorded in DC
Register, and intimates the concerned Process Owner, the same is verified by the
concerned process owner along with the Stores In-charge who have intended for
the item and verification of the purchased product is carried out by the process
owners and then the item is accepted, it is entered in the Material In Register as in
form No. R \ PUR \MIR\03. The details of the are entered in the DC Register in
form No. R\PUR\DCR\04 and the concerned Process Owners counter sign this
register for having received the items. Accepted DC along with invoice is
forwarded to accounts for payment.

5.2.6 wherever new suppliers are identified, information are captured on Supplier
Registration Form R\PUR\SR\05 and a trial P.O is raised and on complete
satisfaction of the Product \ Service, the supplier is enlisted in the approved
suppliers list and the list is updated. Once in six months the supplier’s performance
is evaluated and rating of suppliers as in form no. R\ PUR \SRT\06 are
done as specified in the quality manual.

Supplier rated below 60% consecutively is deleted from Approved Suppliers List.
Approved Suppliers list is reviewed once in six months and updated and
approved by COO.

PREPARED BY : APPROVED BY: Section No. SOP-03

Rev. no : RO
Date : 01/01/2010
Page no : 2 of 3
SWAMY-MR ATUL KUMAR – COO
 CITY PROPERTIES MAINTENANCE COMPANY
BANGALORE LIMITED
____________________________________________________________________________

Issue of Items :
1. Issue of items through Issue register R\PUR\MIR\07 to the inventors / individuals
are against their requisition.
2. Stock book is updated against issue of items R\PUR\SSR\08.
3. Available of stock is checked w.r.t. minimum stock level of intends
and purchase order raised based on the requirements.

Periodic checks :

1. Monthly checks are carried out on the stock against stock register.
2. Short falls if any are investigated, analysed and regularised.

Identification, Storage & Preservation :

1. Security : Uniforms and accessories on receipts are segregated as
pants, shirts, belts, caps, badges, Hand Held Metal Detector, Walky Talky
etc.

2. Hygiene : Chemicals , Cleaning agents are stored at identified

location identified with shelf life.

3. Technical : Spare for Compressor, D.G., Fire Safety Equipment, Lift

Evacuation, STP, UPS, Batteries, Multi Stack Parking Plumbing Items are
identified with Tag \ Location.

4. Items received are entered in the Stock book, item wise and stored in
their allotted locations \ Racks.

5. Preservatives like naphthalene balls and others as applicable are used.

6. Stock Book is updated against receipts of items.

6.0Records

6.1. Material Requisition Slip - R \ PUR \MRS \01

6.2. Approved Supplier List - R \ PUR \ASL \02
6.3. Material In-Register - R \ PUR \MIR \03
6.4. DC-Register - R \ PUR \DCR \04
6.5. Supplier Registration - R \ PUR \SR \05
6.6. Supplier Rating - R \ PUR \SRT \06
6.7. Material Issue Register - R \ PUR \MIR \07
6.8. Stores Stock Register - R \ PUR \SSR \08

7.0Measurements / Key Performance Indicators

7.1. Purchase v/s achieved.

PREPARED BY : APPROVED BY: Section No. SOP-03

Rev. no : RO
Date : 01/01/2010
Page no : 3 of 3
SWAMY-MR ATUL KUMAR – COO