Kavensa Purchase Request
Approval requiredOffice technology refresh
PR-2026-01842 • Operations and Workplace Technology
- Request owner
- Aarav Sethi
- Cost centre
- OPS-4102
- Required by
- 18 Aug 2026
- Original budget
- ₹31,76,000
- Recommended award
- ₹23,64,000
- Budget remaining
- ₹8,12,000
Business justification
Requestor statementReplace end-of-life laptops used by operations, finance and customer-support teams; standardise USB-C docking; and expand shared displays in the Bengaluru and Mumbai collaboration rooms.
Recommended award scenario
Split award| Line item | Qty. | Recommended supplier | Net value |
|---|---|---|---|
| Recommended total | ₹23,64,000 | ||
Purchase request details
4 line itemsLine items and specifications
PR-2026-01842 • Page 2
| Item | Specification | Qty. | Required date | Budget |
|---|---|---|---|---|
| Business laptops | 14-inch, 16 GB RAM, 512 GB SSD, three-year onsite warranty | 36 | 18 Aug | ₹18,72,000 |
| USB-C docking stations | Dual-display support, 100 W power delivery | 36 | 18 Aug | ₹3,96,000 |
| 27-inch business displays | QHD, height-adjustable, USB hub | 24 | 22 Aug | ₹4,08,000 |
| Installation and asset tagging | Deployment, data handover and asset labels | 1 service | 29 Aug | ₹1,50,000 |
Mandatory requirements
- Three-year warranty
- India-wide onsite support
- Secure asset-tag data exchange
- Delivery in two locations
Evaluation weighting
- Commercial value — 45%
- Specification fit — 25%
- Delivery confidence — 20%
- Supplier performance — 10%
Competitive sourcing
3 responsesSupplier quotation overview
RFQ-2026-00918 • Page 3
| Measure | Hexa Systems | Novatek Office | Ardent Technologies |
|---|---|---|---|
| Total net value | ₹24,80,000 | ₹24,42,000 | ₹25,18,000 |
| Delivery | 22 days | 31 days | 19 days |
| Payment terms | 30 days | 45 days | 30 days |
| Technical fit | 98% | 96% | 94% |
| Supplier score | 91/100 | 86/100 | 88/100 |
Control evidence
Controls passedBudget and procurement policy
Page 4
Budget availabilityOPS-4102 has ₹31,76,000 available for the request.
PassCompetitive quotation requirementThree complete responses were received before the closing date.
PassPreferred supplier reviewTwo participants are preferred suppliers; one is qualified.
PassSplit-award justificationReviewer must confirm operational benefit and coordination ownership.
ReviewInformation-security requirementsAsset-data exchange and device controls were accepted.
PassSupplier assurance
Moderate overall riskRisk and performance review
Page 5
- 91 supplier score
- 98% technical fit
- Existing support contract
- 86 supplier score
- Longest delivery lead
- Preferred display supplier
- 88 supplier score
- Fastest delivery
- Higher commercial value
Audit record
12 recorded eventsRequest and approval history
Page 6
- Purchase request submittedAarav Sethi • Operations
- Budget reservedAutomatic control • OPS-4102
- RFQ issued to three suppliersMeera Kapoor • Procurement
- Supplier comparison completedThree complete quotations evaluated
- Business owner approvedArjun Sen • “Operational requirement confirmed.”
- Finance-controller decision requiredRhea Menon