Purchase Policy

At Drishti Foundation Trust, our purchase policy reflects our commitment to transparency, accountability, sustainability, and ethical procurement in line with our mission to protect the environment, promote higher education, and empower communities across India. With more than a decade of service, and as an NGO holding Special Consultative Status with ECOSOC since 2017 and accreditation from the United Nations Environment Programme (UNEP), we uphold international best practices when making purchases for our operations, projects, and community initiatives.

Our procurement process supports the diverse work we do in research & development, river rejuvenation, ocean cleaning, water conservation, pond cleaning, tree plantation & maintenance, wildlife protection, disaster management, and biodiversity conservation. Every purchase we make is not just a transaction it is an investment in sustainable impact.

Purpose of the Purchase Policy

This Purchase Policy aims to provide clear guidelines for how the Drishti Foundation Trust procures goods and services. It outlines the principles, standards, and procedures that ensure all purchases are ethical, environmentally responsible, financially accountable, and mission-driven.

By maintaining a clear policy, we:

• Ensure compliance with applicable laws and regulations.
• Maintain donor trust through transparency in spending.
• Promote environmentally sustainable purchasing choices.
• Support local and ethical suppliers.
• Obtain the best value while meeting quality standards.

Scope of the Purchase Policy

This policy applies to:

• All goods and services purchased for the Foundation’s programs, events, and operations.
• All team members, contractors, volunteers, and partners involved in procurement decisions.
• Both domestic and international purchases, including online orders and field project acquisitions.

It applies equally to operational purchases (e.g., office supplies, IT equipment) and project-specific purchases (e.g., saplings for tree plantation, water quality testing equipment, rescue gear for wildlife protection, boats for river clean-up drives, etc.).

Principles Guiding Our Purchases

As an organization dedicated to environmental protection and community welfare, our purchase decisions are guided by the following principles:

1. Transparency and Accountability – All purchases must follow documented procedures and be recorded for financial audits.
2. Value for Money – We ensure quality products and services at competitive prices while considering long-term durability and sustainability.
3. Sustainability – Preference is given to products that are eco-friendly, recyclable, or made from sustainable materials.
4. Local Empowerment – Where feasible, we prioritize local suppliers to support regional economies and reduce our carbon footprint.
5. Fair and Ethical Practices – We avoid suppliers involved in unethical labor practices, environmental violations, or corruption.
6. Alignment with Mission – Purchases must directly or indirectly contribute to our conservation, education, and community development goals.

Types of Purchases Covered

Our purchasing activities include, but are not limited to:

• Project Materials: Saplings, seeds, soil, bio-fertilizers, water testing kits, ocean cleaning equipment, protective gear, rescue tools, disaster relief kits.
• Operational Supplies: Office furniture, stationery, IT hardware/software, maintenance tools.
• Services: Professional consulting, research services, training workshops, transportation, printing, event logistics.
• Outreach Materials: Educational booklets, awareness posters, eco-friendly merchandise for campaigns.

Procurement Process

We follow a step-by-step procurement process to ensure efficiency and compliance:

1. Needs Identification

A purchase request begins with identifying a legitimate need, whether for a field project, administrative use, or event.

2. Approval Process

Requests are reviewed and approved by the relevant department head or project manager, and for significant expenses, by the Trust’s procurement committee.

3. Vendor Selection

Vendors are evaluated based on quality, price, delivery capacity, ethical standards, and sustainability credentials. For large purchases, at least three competitive quotations are obtained.

4. Purchase Order (PO) Issuance

A formal Purchase Order is created, detailing the item/service, quantity, specifications, price, and terms.

5. Delivery & Inspection

Goods/services are inspected upon receipt to ensure they meet agreed specifications. Defective or non-compliant items are returned or replaced.

6. Payment

Payments are made according to the agreed terms, through secure and traceable channels. No cash transactions are entertained for major purchases.

7. Record Keeping

All documentation — quotations, purchase orders, invoices, receipts — is stored for audit and compliance purposes.

Ethical and Sustainable Sourcing

As a UNEP-accredited NGO, our purchases reflect our environmental ethics:

• Eco-friendly materials (biodegradable, recycled, energy-efficient).
• Low-emission transport for goods delivery where possible.
• Sourcing from certified sustainable suppliers (FSC-certified wood, fair-trade products, etc.).
• Avoidance of harmful chemicals in cleaning and agricultural products.

Donor-Funded Purchases

When purchases are funded by donations or grants:

• Funds are used strictly for the intended purpose.
• Donors can request detailed purchase reports.
• All donor-funded purchases are tracked separately for accountability.

This ensures that every rupee donated by individuals, corporations, or funding agencies is utilized exactly as promised.

Online Purchases

For online purchases (e.g., software licenses, educational materials, specialized tools):

• We use only secure, reputable platforms.
• Payments are processed through encrypted payment gateways.
• Purchase confirmations and digital invoices are stored electronically for auditing.

Refunds and Returns

While the Drishti Foundation Trust is primarily a non-profit and not a retailer, there are situations where we may seek refunds or returns:

• If goods are damaged or defective upon delivery.
• If services are not provided as per agreement.
• If specifications are not met.

In such cases, our team works with the supplier to replace the product or secure a refund in compliance with the vendor’s return policy.

Conflict of Interest in Purchasing

To maintain integrity:

• No staff member may approve purchases from a vendor in which they or a family member have a financial interest, unless fully disclosed and approved by the Board.
• Gifts, commissions, or personal benefits from vendors are strictly prohibited.

Emergency Purchases

In situations such as disaster relief operations where time is critical (e.g., floods, cyclones, wildfires), expedited purchase procedures may be followed. In such cases:

• The priority is rapid delivery of relief materials (food, medicine, shelter kits, rescue tools).
• Post-event documentation is completed to ensure accountability.

International Purchases

When importing equipment or materials:

• We comply with all customs regulations and import laws.
• Preference is given to goods that meet international environmental and safety standards.
• All taxes, duties, and shipping details are transparently documented.

Payment Terms

• Payments are made only after receipt and inspection of goods/services unless advance payment is contractually required.
• Advance payments are made only with written approval from senior management.
• All payments are made through traceable banking channels.

Data Protection in Purchasing

During the procurement process, we may collect vendor contact details, bank account information, and tax details. This information is:

• Stored securely.
• Used solely for procurement and compliance purposes.
• Never shared with unauthorized third parties.

Monitoring and Review of Purchases

The Procurement Committee conducts periodic reviews to:

• Assess supplier performance.
• Ensure purchases align with budgetary and mission objectives.
• Identify opportunities for more sustainable sourcing.

Policy Updates

This Purchase Policy is reviewed annually or when there are significant changes in laws, donor requirements, or operational needs. Updated versions will be published on our official website www.drishtifoundation.org.

Contact for Purchase Queries

For any questions, concerns, or vendor registration inquiries related to our purchase policy:

Drishti Foundation Trust
G-502,Merlin Sparsh, Narol-Aslali Highway,Narol,Ahmedabad-382405
Email: info@drishtifoundation.org
Website: www.drishtifoundation.org

Our Commitment

Purchasing is more than procurement—it’s a reflection of our values, our respect for donor trust, our environmental ethics, and our mission to make a difference. Every rupee spent is directed toward sustainable change, community empowerment, and ecological restoration in India.

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

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