Purchase Policy

Purchase Policy – Drishti Foundation

At Drishti Foundation, we believe that every purchase, whether small or large, contributes to the impact we create in society. As an organization registered under the Rajasthan Society Act, 1958, with over 27 years of active grassroots work in public policy, research and development, environment, and higher education, we are committed to ensuring that all our procurement processes are transparent, ethical, cost-effective, and aligned with our mission. This Purchase Policy outlines the principles, procedures, and responsibilities involved in procuring goods and services, ensuring that resources are utilized in the most efficient and accountable manner.

Purpose of the Purchase Policy

The primary purpose of this Purchase Policy is to establish clear guidelines for the acquisition of goods and services necessary for Drishti Foundation’s programs, operations, and projects. The policy aims to ensure fairness in supplier selection, compliance with legal requirements, cost efficiency, and alignment with our sustainability goals. It also serves to maintain the highest level of integrity, preventing conflicts of interest and misuse of resources.

Scope of the Purchase Policy

This policy applies to all employees, volunteers, board members, and authorized representatives of Drishti Foundation who are involved in the purchasing process. It covers procurement related to:

  • Office supplies and equipment
  • Educational materials and research tools
  • Environmental and conservation equipment
  • Event and conference services
  • Consultancy and professional services
  • Technology and software solutions
  • Infrastructure and maintenance services

Principles of Ethical Procurement

Drishti Foundation follows strict procurement ethics to maintain the trust of our donors, partners, and beneficiaries. The principles include:

  1. Transparency – All procurement decisions must be open, traceable, and accessible for audit purposes.
  2. Fair Competition – Vendors and service providers should be given equal opportunity through fair tendering and selection processes.
  3. Value for Money – Selection is based not only on price but also on quality, reliability, and after-sales support.
  4. Accountability – Staff involved in purchases are responsible for ensuring that funds are used in compliance with donor agreements and legal requirements.
  5. Sustainability – Preference is given to suppliers who follow environmentally responsible and socially ethical practices.

Procurement Process

To ensure efficiency and compliance, the following steps are followed in the procurement process:

  1. Needs Identification – The requesting department identifies the need for a product or service and provides a detailed specification to the procurement team.
  2. Budget Verification – The finance team confirms that funds are available and allocated for the purchase.
  3. Supplier Identification – At least three potential suppliers are identified to ensure competitive pricing.
  4. Request for Quotation (RFQ) – Formal quotations are obtained from shortlisted suppliers.
  5. Evaluation and Selection – Quotations are evaluated based on price, quality, supplier reliability, and compliance with our ethical standards.
  6. Purchase Order (PO) – A formal purchase order is issued to the selected supplier.
  7. Delivery and Inspection – Goods or services are received and inspected to ensure they meet the agreed specifications.
  8. Payment Processing – Payment is made only after satisfactory delivery and approval by the authorized signatories.

Conflict of Interest

Employees or representatives involved in procurement must disclose any personal or financial interest in suppliers or vendors. Any situation that could create a perception of bias must be avoided to ensure integrity in the procurement process.

Vendor Selection and Management

Drishti Foundation maintains a database of approved vendors. To be listed as an approved vendor, suppliers must:

  • Provide valid business registration and tax documents
  • Demonstrate ethical labor and environmental practices
  • Maintain a track record of quality and reliability
  • Agree to comply with Drishti Foundation’s Code of Conduct for Suppliers

Vendors are periodically reviewed to ensure they continue to meet our standards. Poor performance or unethical behavior may result in removal from the approved list.

Emergency Procurement

In certain situations, such as natural disasters or urgent program requirements, emergency procurement may be carried out without following the full tender process. In such cases, the purchase must be authorized by senior management, and documentation must justify the emergency purchase.

Sustainable Purchasing

As part of our environmental commitment, Drishti Foundation actively promotes sustainable purchasing practices. This includes prioritizing products that are energy-efficient, recyclable, biodegradable, and sourced from socially responsible suppliers. Our aim is to minimize the environmental footprint of our operations while supporting suppliers who share our sustainability values.

Donor Compliance in Procurement

Many of our projects are funded by donors who have specific procurement guidelines. Drishti Foundation strictly adheres to these donor requirements, ensuring full compliance and transparency in reporting. Deviations from donor procurement rules require prior written approval.

Record Keeping and Auditing

All purchase-related documents, including RFQs, quotations, purchase orders, delivery receipts, and payment records, are stored securely for a minimum of seven years. These records are subject to periodic internal and external audits to ensure compliance with policy and legal requirements.

Monitoring and Review of Policy

The Purchase Policy is reviewed annually by the procurement committee and approved by the Board of Directors to ensure it remains relevant and effective. Updates are made in line with changes in legal requirements, donor guidelines, and industry best practices.

Training and Capacity Building

Drishti Foundation conducts regular training sessions for staff involved in procurement to ensure they understand the procedures, ethical standards, and compliance requirements. This ensures that our procurement process is consistent, fair, and aligned with organizational values.

Grievance Mechanism for Suppliers

Suppliers who feel they have been treated unfairly in the procurement process can file a grievance with the procurement committee. All complaints will be reviewed objectively, and suppliers will receive a written response within a reasonable time frame.

Drishti Foundation’s Purchase Policy reflects our commitment to transparent, ethical, and efficient procurement. Every purchase made contributes to the impact we create in public policy, research and development, environmental protection, and higher education. By maintaining high procurement standards, we ensure that every rupee spent furthers our mission while upholding trust among donors, partners, and communities we serve.

This policy is not just a set of rules—it is a reflection of our organizational integrity and a vital part of our journey to create a better, sustainable future. We welcome partnerships with vendors who share our vision and are committed to ethical and sustainable business practices.

“Reach out to explore collaborations, discover our initiatives, and contribute to creating meaningful, lasting change.”

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