TIES Procurement Policy Manual

Tropical Institute of Ecological Sciences (TIES)
www.ties.org

1. Introduction

The Tropical Institute of Ecological Sciences (TIES) is committed to conducting all procurement activities with integrity, transparency, efficiency, and sustainability. This Procurement Policy Manual provides a comprehensive framework to guide the acquisition of goods, works, and services required for institutional operations, research, training, community outreach, and project implementation.

This manual aligns procurement processes with TIES’ mission in ecological research and conservation, applicable legal and regulatory requirements, donor-specific procurement guidelines, and best practices in institutional governance and accountability.

1.1 Objectives of the Procurement Policy

• Ensure fairness, competition, and equal opportunity in procurement
• Optimize quality and value for money
• Establish uniform procurement procedures across TIES
• Prevent fraud, corruption, conflicts of interest, and mismanagement
• Ensure compliance with laws, policies, and donor requirements
• Promote environmentally responsible and ethical procurement

1.2 Scope and Applicability

This policy applies to all procurement activities undertaken by:

• TIES Headquarters
• Field Stations and Research Laboratories
• Project Offices and Community-based Programmes
• All funded research and conservation projects

Covered Procurement Categories:

• Goods: Laboratory equipment, field gear, office supplies, IT hardware, consumables
• Services: Consulting, training, maintenance, software, auditing, transportation
• Works: Construction, renovation, fabrication, and installation

2. Guiding Principles

• Transparency: All procurement processes shall be documented and auditable
• Accountability: Decisions must follow defined approval and reporting structures
• Value for Money: Consideration of cost, quality, reliability, and sustainability
• Competitiveness: Open and fair competition encouraged
• Ethical Conduct: Zero tolerance for bribery, favoritism, or conflicts of interest
• Sustainability: Preference for environmentally responsible procurement

3. Procurement Governance Structure

Executive Director (ED)

• Overall authority for procurement
• Approval of high-value and exceptional procurements

Procurement Committee (PC)

• Mandatory for procurements above ₹50,000
• Reviews bids and evaluation reports

Finance & Accounts Department

• Verifies budget availability
• Ensures compliance with accounting policies

4. Procurement Methods & Thresholds

• Up to ₹10,000: Direct Purchase (minimum one quotation)
• ₹10,001 – ₹50,000: Limited Tender (minimum three quotations)
• Above ₹50,000: Open / Competitive Tender
• Single Source: Allowed only with written justification and ED approval

5. Emergency Procurement

Emergency procurement may be undertaken during natural disasters, research field emergencies, critical equipment breakdowns, or urgent project needs. Written justification and post-facto documentation are mandatory.

6. Ethical, Environmental & Social Standards

• Zero tolerance for bribery, nepotism, or favoritism
• Preference for recyclable, energy-efficient, and locally sourced products
• Encouragement of women-led groups and ethical local enterprises

7. Internal Controls & Audit

• Segregation of procurement, approval, and payment functions
• Periodic internal and statutory audits
• Mandatory reporting of deviations

8. Grievance Redressal Mechanism

Complaints related to procurement irregularities, delayed payments, or unfair evaluation may be submitted by vendors, staff, or partners. All complaints will be reviewed within 10 working days by the Executive Director or an assigned committee.

9. Monitoring & Review

This Procurement Policy Manual shall be reviewed every three years and updated as required to reflect changes in laws, donor guidelines, or institutional needs.