akshay finance proposal.docx

East Central Railway,Mughalsarai

Finance section under Sr.Divnl. Finance Manager

Brief Note

Letter No.:-49/F/ 22/brief note/15 Dated: 16/12/2015

Tender Notice no:- SG/DSE/OT/12/15Tender no.:- 01 ============================= Rates verified with the tender schedule with the following observation:-

(1) It may be ensured that items & quantity taken in tender schedule are in conformity with those provided in sanctioned detail estimate.(2) Availability of fund under proper head of allocation during 2015-16 may be ensured.(3) Reasonableness of rates is to be ensured.(4) Credential of the tender may please be judged.(5) At least 3 LAR’s reference should be mentioned.(6) A clarification/ certification as to whether the participating tenders are appearing in the list of banning of bussiness/ black listed contrator or other wise should have been made in the B/note itself.(7) It may be ensured that quoted LAR’s are lowest,latest,unristricted and comparable LAR’s of similar nature of work and similar location.(8) It may ensured that photo copy of notice published in news papers are genuine & the date of publication has been personally verified by the executive.(9) It should be ensured and certified that no terms and conditions as per GCC has been changed without concurrence of FA&CAO and approval of GM.

(10) It should be ensured and certified that sold tender paper and tender documents downloaded from website are exactly the same as approved Tender document by the competent authority.

(11) Specific location of work must be endorsed at Tender stage as well on LAO & agreement,be ensured.

(12) Cost of lowest /higher offer is 13.42% below/above than Assessed cost.(13) TC may please be ensured and confirmed that location of work is available for the excution of subject work as per sanctioned estimate.(14)Tendere sign is not found in page no. 141,213 TC may please be seen.(15)Tendere 1/3 has submitted earnest money is the sape of TDR instead of DD (page no 140/A) TC may please be seen.(16) Special condition given by tendere at page no. 56 may please be seen by TC.

Sr.DFM/MGS



Brief Note


Tender Notice no:- SG/DSE/OT/12/15Tender no.:- 01 ============================= Rates verified with the tender schedule with the following observation:-

(01) It may be ensured that items & quantity taken in tender schedule are in conformity with those provided in sanctioned detail estimate.(02) Availability of fund under proper head of allocation during 2015-16 may be ensured.(03) Reasonableness of rates is to be ensured.(04) Credential of the tender may please be judged.(05) At least 3 LAR’s reference should be mentioned.(06) A clarification/ certification as to whether the participating tenders are appearing in the list of banning of bussiness/ black listed contrator or other wise should have been made in the B/note itself.(07) It may be ensured that quoted LAR’s are lowest,latest,unristricted and comparable LAR’s of similar nature of work and similar location.(08) It may ensured that photo copy of notice published in news papers are genuine & the date of publication has been personally verified by the executive.(09)It should be ensured and certified that no terms and conditions as per GCC has been changed without concurrence of FA&CAO and approval of GM.(10) It should be ensured and certified that sold tender paper and tender documents downloaded from website are exactly the same as approved Tender document by the competent authority.(11) Specific location of work must be endorsed at Tender stage as well on LAO & agreement,be ensured. (12) Cost of lowest /higher offer is 18.72% below/above than Assessed cost.(13) TC may please be ensured and confirmed that location of work is available for the excution of subject work as per sanctioned estimate.(14) Item no.20,21 of sanctioned detail estimate at page no.2,3 has not been taken in schedule of work.The reason for said item not taking in schedule of work may please be produced in the light of TC.

Sr.DFM/MGS



Brief Note


Tender Notice no:- SG/DSE/OT/12/15Tender no.:- ============================= Rates verified with the tender schedule with the following observation:-

(01) It may be ensured that items & quantity taken in tender schedule are in conformity with those provided in sanctioned detail estimate.(02) Availability of fund under proper head of allocation during 2015-16 may be ensured.(03) Reasonableness of rates is to be ensured.(04) Credential of the tender may please be judged.(05) At least 3 LAR’s reference should be mentioned.(06) A clarification/ certification as to whether the participating tenders are appearing in the list of banning of bussiness/ black listed contrator or other wise should have been made in the B/note itself.(07) It may be ensured that quoted LAR’s are lowest,latest,unristricted and comparable LAR’s of similar nature of work and similar location.(08) It may ensured that photo copy of notice published in news papers are genuine & the date of publication has been personally verified by the executive.(09)It should be ensured and certified that no terms and conditions as per GCC has been changed without concurrence of FA&CAO and approval of GM.(10) It should be ensured and certified that sold tender paper and tender documents downloaded from website are exactly the same as approved Tender document by the competent authority.(11) Specific location of work must be endorsed at Tender stage as well on LAO & agreement,be ensured. (12) Cost of lowest /higher offer is 7.95% below/above than Assessed cost.(13) TC may please be ensured and confirmed that location of work is available for the excution of subject work as per sanctioned estimate. (14) Sanctioned detail estimate item no. 11 has not been taken in schedule of work this may please be seen by TC.

Sr.DFM/MGS



Brief Note


Tender Notice no:- SG/DSE/OT/13/15 Dated 17.12.15Tender no.:- ============================= Rates verified with the tender schedule with the following observation:-

(01) It may be ensured that items & quantity taken in tender schedule are in conformity with those provided in sanctioned detail estimate.(02) Availability of fund under proper head of allocation during 2015-16 may be ensured.(03) Reasonableness of rates is to be ensured.(04) Credential of the tender may please be judged.(05) At least 3 LAR’s reference should be mentioned.(06) A clarification/ certification as to whether the participating tenders are appearing in the list of banning of bussiness/ black listed contrator or other wise should have been made in the B/note itself.(07) It may be ensured that quoted LAR’s are lowest,latest,unristricted and comparable LAR’s of similar nature of work and similar location.(08) It may ensured that photo copy of notice published in news papers are genuine & the date of publication has been personally verified by the executive.(09)It should be ensured and certified that no terms and conditions as per GCC has been changed without concurrence of FA&CAO and approval of GM.(10) It should be ensured and certified that sold tender paper and tender documents downloaded from website are exactly the same as approved Tender document by the competent authority.(11) Specific location of work must be endorsed at Tender stage as well on LAO & agreement,be ensured. (12) Cost of lowest /higher offer is 127.07% below/above than Assessed cost.(13) TC may please be ensured and confirmed that location of work is available for the excution of subject work as per sanctioned estimate. (14) Earnest money of Rs.183000/- is deposited in sape of TDR no.0192501 instead of DD/Banker’s cheque as per Rly Board letter no. 213/CE-I/CT/O/45/JV dt.22.09.2014 TC may please be seen.(15)Scruitny of Detail Estimate with tender schedule’s,as a example some items no.1,2,12,15,16,23 has not been taken in schedule of work and item no.26 in qty.100 no’s.as per detail estimate but the Tender Assessed Cost in qty.60 no’s is not correct TC may please be seen.

Sr.DFM/MGS

Note L.No.49/F/22/Misc/15

Dated 30.11.2015

Sub:- Procurement of 1000 Nos.of ordinary Mobile sets in lieu of GPH (General Purpose Handset) and OPH(Opeerational Purpose Handset).

Ref:- No.SG/DSE/Store/15/11 Dated 03.11.2015.

In reference of above proposal comes from Sr.DSTE/MGS for concurrence of Procurement of 1000 Nos. of ordinary mobile sets in lieu of GPH and OPH. The proposal has been examined and observation as under.

(1) Policy Gide lines of Rly Board/Hd.Qtrs. or providing mobile set to Non Gazetted is required to be made available in the case file . so that proper scrutiny of the proposal may be done under such guidelines.

(2) What will be use of existing GPH and OPH after providing mobile sets, needs to be delibrated and justified in financial point of view.

(3) How this expenditure to be incurred will be neutralize, may also be stated under policy guidelines.(4) Under which policy guideline /SOP/Para the proposal is instead for concurrence as well as sanction

of the competent authority which needs to be conformed and referenced. Submitted for order. SSO

East Central RailwayMughalsarai division

No. 49/F/03/Estt/15 Dated 16/12/2015

Sr.DEN/Co-OrdE.C.Rly.MGS

Sub:- Vetting of detail estimate against sanctioned work under GM’s Lump sum 20105-16( Estt.No. 103,108,109,110,111,112,/2015-16 For construction of LHS at LCs).

Ref:- Your letter No. W/P Estimate Dated 30.11.2015 Detail estimate No.

(1) 103/15-16 for Rs. 1,54,81,265/-(2) 108/15-16 for Rs.1,54,30,534/-

(3) 109/15-16 for Rs.1,56,90,192/- (4) 110/15-16 for Rs.1,54,81,264/- (5) 111/15-16 for Rs. 1,54,30,534/- (6) 112/15-16 for Rs.1,56,13,520/-

The above detail estimates is being again returned with following observation as under:

(1) The detail estimate cost needs to be established and justified as per modified para 3(a) of SOP Pt”A”.(2) Total break up of Estt. charges @ 7.83% and @1.3% does not match with provision in instant estimate please re checked and comply.

Sr. DFM/ECR/MGS

East Central RailwayMughalsarai Division

No. 49/F/03/Estt/15 Dated 04/01/2016

Sr.DSTEE.C.Rly.MGS

Sub:- Replacement of Signalling and Telecom Cable alongwith Signalling assets in DGO-KWD section for freight corridor work.

Ref:- Estimate no. 05T/DSTE/MISC/2009-10

The above Detail Revised Estimates is being again returned with following observation as under:

(1) Revised estimate is not prepaired as per schedule of rate enclosed at page no 508 to 511 of the case file.(2) New item should be shown separately in revised estimate.(3) Reason for delay in submission of revised estimate after lapse of one year may please be explained.

Sr. DFM/MGS


No. 49/F/03/Tender/15 Dated 05/01/2016

Sr.DEN/Co-Ord.E.C. Rly. MGS.

Sub:-Extension of bridge No. 57 & 58 between NBG-BSYA under AEN/Japla. Ref:- No. MGS/BT/Agt./1915/Sr.DEN(II) 2015-16 Dt. 08.12.15

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The above Tender case file is being returned with following observation as under:

(1) During verification of agreement it has been noticed that the DD was issued by SBI/Nabinagar on 24/09/2015 and submitted the same to department concern at Mughalsarai by the agency on same date, So possibility of issuing and submission on same date may please be confirmed & justified.

Sr. DFM/MGS

ConcurrenceL.No. 49/F/22/Misc./16 Dated 06/01/16

Sub:- Post Facto concurrence for acceptance of quotation under Dispensation of tender. Ref:- Note no. TATA SUMO VECTA 67-G-0113 Dt.29.12.15 ****************** In view of justification with facts and situation , The proposal under dispensation of Tender by calling quotation , which was accepted by the competent authority without finance concurrence, is being concurred post facto based on submitted final bill by the agency at the cost of Rs.4990/-.

(1) Post Facto Acceptance of competent authority is required on terms of item no II of SOP Pt. ‘A’ Work matter.(2) Clear availability of fund under proper head of allocation during 2015-16 is to be ensured .(3) Reasonableness of rate to be ensure.(4) Instructions laid down to foot note to item no. II of SOP’A’ work matter should be ensured.(5All the released material to be returned back to Rly.store and payment to be made as per actual work is performed by the agency.(6) This has been done only in one time measure and it should not be cited any instance in future even such type of lapses not be repeated.

Sr.DFM/MGS

East Central RailwayAccounts Department

Letter No.49/F/03/Estt/16 Dated 11.01.2016Sr.DEN II/ECR/MGS

Sub :- Improvement of wider FOB at Gaya etc. under ADEN/Gaya. Ref:-Letter no. W/P/ Estt. Dt. 10.12.15.

The above Detail Estimates is being again returned with following observation as under:

It observed from reply furnished by deptt. concern specially para 1,4,5 that one contract against sanctioned work under PH 53 is already in progress and an another estimate chargeable to revenue fund under reference is initiated for execution of better surface including stairs and ramps in same FOB at Gaya. Execution of a work under improvement in same location through different contract / estimate and fund (i.e. Grant -16 as revenue ) is not seems proper and justified. It is not clear as to why this work may not be executed through existing contract by variation /revision as per existing rules as procedure,it needs to be reviewed and justified. The entire justification pivots around improvement , which should be proposed either through works program or existing contract , not under revenue is meant for general repairs and maintenance .

Hence the detail estimate is un-vetted returned for proper clarification/compliance at your end please.

Sr.DfM/MGS


No. 49/F/22/Misc./16 Dated 08/01/2016

Sr.DCMECR/MGS

Sub:- Sanction of Imprest cash to meet necessary expenses during G.M’s Annual Inspection-15. Ref:- Note No. Com/Imprest Cash/GM/Insp/15 Mughalsarai,Dt.17.12.2012.

The above Proposal is being returned with following observation as under:

(1)The case file is mooted after administrative approval of DRM. (2) The expenditure of previous year may be furnished for better appreciation of the case.

Sr.DFM/MGS


No. 49/F/22/Misc./16 Dated 08/01/2016

Sr.DSTEECR/MGS Sub:- Procurement of 1000 no. of ordinary mobile sets in lieu of GPH (General Purpose Handset) and OPH (Operational Purpose Handset). Ref:- Note No. SG/DSE/CUG/15/ MGS Dated 08.11.15/14.12.15

The above proposal is being returned herewith un-concurred with the following obsertvation:-

(1) As per CSTE /HJP directive (P/9) S.N. 3 It stated that A draft JPO in this regard in consultation with Sr.DOM, Sr.DEE & Sr.DME for effective maintenance and operation of handsets .But proposal is silent about such JPO ,So case file is submitted along with JPO and guidelines of RDSO/Rly. Bd. regarding above subject. (2) Further it is observed that reply furnished by DSTE /MGS in S.N(4) is not satisfactory because SOP of item no.(I) of Pt. ’C’ belongs to procurement of item through requisition . So, proper SOP mentioned for concurrence of proposal, Rly. Bd./guideline should be also attached in the case file regarding purchases of handsets of non-Gazetted staff (operational).(3) Proper head of allocation & availability of fund and sanctioning /approval authority under which SOP Para should be explained and certified in the proposal.

Sr.DFM/MGS


No. 49/F/22/Misc./16 Dated 12/01/2016

Sr.DSTEECR/MGS Sub:- Final variation in Quantity in connection with the work:- (I) Re-placements of underground signal cables in Mughalsarai Division. (II) Provision of sliding Boom Barrier at 25 gates in GC & BD section of MGS. Division. Ref:- Note No. SG/DSE/OT/08/12/ Dated 22/01/13


(1) As per JPO no. 49/F/1/5/Variation Policy /10 dated 7/12/10 proper and technical remarks may be furnished in saving items column.(2) Present status of work may be endorsed in the case file.(3)Rate and quantity has been differed with schedule of work statement in schedule item no. (5) and schedule –II item no. (4).

Sr.DFM/MGS

East Central Railway,MughalsaraiFinance section under Sr.Divnl. Finance Manager

Brief Note


Tender Notice no:- SG/DSE/OT/13/15 Dated 17.12.15 ============================= Rates verified with the tender schedule with the following observation:-

(01) It may be ensured that items & quantity taken in tender schedule are in conformity with those provided in sanctioned detail estimate.(02) Availability of fund under proper head of allocation during 2015-16 may be ensured.(03) Reasonableness of rates is to be ensured.(04) Credential of the tender may please be judged.(05) At least 3 LAR’s reference should be mentioned.(06) A clarification/ certification as to whether the participating tenders are appearing in the list of banning of bussiness/ black listed contrator or other wise should have been made in the B/note itself.(07) It may be ensured that quoted LAR’s are lowest,latest,unristricted and comparable LAR’s of similar nature of work and similar location.(08) It may ensured that photo copy of notice published in news papers are genuine & the date of publication has been personally verified by the executive.(09)It should be ensured and certified that no terms and conditions as per GCC has been changed without concurrence of FA&CAO and approval of GM.(10) It should be ensured and certified that sold tender paper and tender documents downloaded from website are exactly the same as approved Tender document by the competent authority.(11) Specific location of work must be endorsed at Tender stage as well on LAO & agreement,be ensured. (12) Cost of lowest /higher offer is _________below/above than Assessed cost.(13) Remarks given by tender opening officials at page no. 346,414 & 430 T.C. may pleasi be seen .(14) Tenderer (3/4) has not been queted total value at page no. 424 T.C. may please be seen.(15) Tendere (2/4) (P-356) & (4/4)(P-455) has not been quoted rate in proper formate of Schdule of work (as per P-146) in view of tender notice no MGS/BT/Tender /Notice dt.10.10.15( p-132) . The above said tenderer has quoted rate in earliar Schedule of workformate (P-95) .T.C. may please be seen & finlised.(16) Tendere (2/4) has quoted rate with calculation for 364 days (P356) in earliar schedule of owrk formate T.C may please be seen.(17) Tenderer (2/4) has not fsubmitted Earnest money & cost of tender documents ,the form has mentioned NSIC ragistered form at page no. 362 in para 3,&,5.T.C may please be gudged.(18) Tenderer (4/4) has not submitted full tender documents (P-1 to 41) as prescribed by Rly. Admn.T.C.may please be seen.(19) Unsigned tender documents submitted by the tenderer from page no. 191 to 260,265 & 266.T.C. may please be seen.

Sr.DFM/MGS

Account DepartmentE.C.Rly./Mughalsarai

No.49/F/03/estimate/15 Dated,18/01/2016

Sub :- Counseling of road users at 13 nos. unmanned level crossing gate in BD Section by deploying gate counselors under Sr.DEN /II/MGS.

Ref :- :- Detailed estimate no:-134/15-16 **************

The above detail estimate for Rs.1209975/- (Rs.Twelve lakhs nine thousand nine hundred seventy five only) is vetted , subject to:

1 Sanction of competent authority in terms of SOP Para 3(f) of part ‘A’ - Works matter.2. Proposed items and quantities are as per actual requirement on site survey and reasonable, be ensured and certify.3. Used LARs are recent, un-restricted, comparable and lowest be ensured and certify.4. Strict adherence guidelines laid down under note (1)of Para 703E before sanction of detail estimate.5. Availability of fund under proposed head of allocation should be ensured.6. It may be ensured that proposed work has not been done earlier in same location.

Sr.DFM/ECR/MGS

Sr.DEN/II/ECR/MGS


Brief NoteLetter No.:-49/F/ 22/brief note/16 Dated: 19/01/2016

Tender Notice no:- SG/DSE/OT/14/15 Dated 28.12.15 ============================= Rates verified with the tender schedule with the following observation:-

(01) It may be ensured that items & quantity taken in tender schedule are in conformity with those provided in sanctioned detail estimate.(02) Availability of fund under proper head of allocation during 2015-16 may be ensured.(03) Reasonableness of rates is to be ensured.(04) Credential of the tender may please be judged.(05) At least 3 LAR’s reference should be mentioned.(06) A clarification/ certification as to whether the participating tenders are appearing in the list of banning of bussiness/ black listed contrator or other wise should have been made in the B/note itself.(07) It may be ensured that quoted LAR’s are lowest,latest,unristricted and comparable LAR’s of similar nature of work and similar location.(08) It may ensured that photo copy of notice published in news papers are genuine & the date of publication has been personally verified by the executive.(09)It should be ensured and certified that no terms and conditions as per GCC has been changed without concurrence of FA&CAO and approval of GM.(10) It should be ensured and certified that sold tender paper and tender documents downloaded from website are exactly the same as approved Tender document by the competent authority.(11) Specific location of work must be endorsed at Tender stage as well on LAO & agreement,be ensured. (12) Cost of lowest /higher offer is 5.17% below/above than Assessed cost.(13) TC may please be ensured and confirmed that location of work is available for the excution of subject work as per sanctioned estimate.(14) Tenderer (1/2) is submitted Earnest Money in the shape of TDR(Page no.141) instead of DD T.C. may please be seen.(15) Tenderer (2/2) is submitted tender form without sign by Gazetted Officer(Page no.144 ti 201) T.C.may please be seen.

Sr.DFM/MGS

East Central Railway Accounts Department

No.49/F/02/Estimate/16 MGS, dated:19/01/2016

Sub:-Detailed estimate No.103 /15-16 Construction of Limited High Subway at LC No.53 in BD section.

Ref :-Sr.DEN(II) vide estimate no. 103 /15-16 . ******

In view of Sr.DEN/II/MGS clarification vide letter No. W/P/Estimate Dated 11/01/2016 for work PH-30 and sanctioned under LAW Book 2013-14, the subject detailed estimate is vetted for Rs.1,23,94,288/- (One crore Twenty three lakhs Ninety four thousand two hundred eighty eight rupees only) subject to :-

1) Sanction of competent authority in terms of item No.3(a) of SOP Pt.’A’ works matter.2) Availability of fund should be well ensured before incurrence of any liabilities.3) Reasonableness of rates to be ensured and certified.4) It should be confirmed and certified that this work is appearing in current year’s LAW

Book 2015-16. 5) Proposed items and their respective quantities are need base & bare minimum and as

per actual requirement on site survey / within sanctioned scope of work .6) Excess over sanctioned cost is not leading to change in scope of work or

modification/material modification, be ensured and certified.

Sr. DFM/MGS

Sr.DEN/II/MGS





In view of Sr.DEN/II/MGS clarification vide letter No. W/P/Estimate Dated 11/01/2016 for work PH-30 and sanctioned under LAW Book 2013-14, the subject detailed estimate is vetted for Rs.1,23,84,097/- (One crore Twenty three lakhs eighty four thousand ninety seven rupees only) subject to :-

(1)Sanction of competent authority in terms of item No.3(a) of SOP Pt.’A’ works matter.(2)Availability of fund should be well ensured before incurrence of any liabilities.

(3)Reasonableness of rates to be ensured and certified.(4)It should be confirmed and certified that this work is appearing in current year’s LAW Book 2015-16.

(5) Proposed items and their respective quantities are need base & bare minimum and as per actual requirement on site survey / within sanctioned scope of work . (6)Excess over sanctioned cost is not leading to change in scope of work or modification/material modification, be ensured and certified.

Sr. DFM/MGS

Sr.DEN/II/MGS





In view of Sr.DEN/II/MGS clarification vide letter No. W/P/Estimate Dated 11/01/2016 for work PH-30 and sanctioned under LAW Book 2013-14, the subject detailed estimate is vetted for Rs.1,25,55,126/- (One crore Twenty five lakhs fifty five thousand one hundred twenty six rupees only) subject to :-





Sr. DFM/MGS

Sr.DEN/II/MGS



Sub:-Detailed estimate No.110 /15-16 Construction of Limited High Subway at LC No.57/C in BD section.


In view of Sr.DEN/II/MGS clarification vide letter No. W/P/Estimate Dated 11/01/2016 for work PH-30 and sanctioned under LAW Book 2013-14, the subject detailed estimate is vetted for Rs.1,27,30,414/- (One crore Twenty seven lakhs thirty thousand four hundred fourteen rupees only) subject to :-





Sr. DFM/MGS

Sr.DEN/II/MGS





In view of Sr.DEN/II/MGS clarification vide letter No. W/P/Estimate Dated 11/01/2016 for work PH-30 and sanctioned under LAW Book 2013-14, the subject detailed estimate is vetted for Rs.1,23,94,288/- (One crore Twenty three lakhs Ninety four thousand two hundred eighty eight rupees only) subject to :-


Book 2015-16 . 5) Proposed items and their respective quantities are need base & bare minimum and as



Sr. DFM/MGS

Sr.DEN/II/MGS





In view of Sr.DEN/II/MGS clarification vide letter No. W/P/Estimate Dated 11/01/2016 for work PH-30 and sanctioned under LAW Book 2013-14, the subject detailed estimate is vetted for Rs.1,25,55,126/- (One crore Twenty five lakhs fifty five thousand one hundred twenty six rupees only) subject to :-





Sr. DFM/MGS

Sr.DEN/II/MGS



Brief Note


Tender Notice no:- 22 of 2015-16(Open)-Engg/MGS

============================= Rates verified with the tender schedule with the following observation:-

(1) It may be ensured that items & quantity taken in tender schedule are in conformity with those provided in sanctioned detail estimate.(2) Availability of fund under proper head of allocation during 2015-16 may be ensured.(3) Reasonableness of rates is to be ensured.(4) Credential of the tender may please be judged.(5) At least 3 LAR’s reference should be mentioned.(6) A clarification/ certification as to whether the participating tenders are appearing in the list of banning of bussiness/ black listed contrator or other wise should have been made in the B/note itself.(7) It may be ensured that quoted LAR’s are lowest,latest,unristricted and comparable LAR’s of similar nature of work and similar location.(8) It may ensured that photo copy of notice published in news papers are genuine & the date of publication has been personally verified by the executive.(9)It should be ensured and certified that no terms and conditions as per GCC has been changed without concurrence of FA&CAO and approval of GM.(10) It should be ensured and certified that sold tender paper and tender documents downloaded from website are exactly the same as approved Tender document by the competent authority.(11) Specific location of work must be endorsed at Tender stage as well on LAO & agreement,be ensured. (12) Cost of lowest /higher offer is 15.72 % below/above than Assessed cost.(13) TC may please be ensured and confirmed that location of work is available for the excution of subject work as per sanctioned estimate.(14)Tenderer sign is not found in page no. 150,151 TC may please be seen.(15)Double page marking(P/203) intered in (I) Acknowledgement of Receipt of ITR-V & (II) Balance Sheet as on 31.03.2014 T.C may please be seen.(16) No page marking between (321-322)

Sr.DFM/MGS


No. 49/F/22/Misc(Qut.)/16 Dated 22/01/2016

Sr.DSC/MGS

Sub:-Repair of road vehicle No. UP-67-G-0008(Tata Sumo) under Sr.DSC Ref:- No. Proposal No. Nil Rs.7,450/-

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(1) Proposal with estimated cost of this work and sanctioned there on by the competent authority under SOP Para 17(I) of Pt.’A’ is not found available in the case file. Quotation has been called up directly with the approval of the competent authority under SOP para II of Pt.”A” , which appears a procedure lapses.(2) Recently a proposal for repair of same vehicle was concurred for Rs.4995/- (on 05.01.2015 ) and proposal is still silent upon spliting of work .It should be justified with adequate reason.(3) Proposal no. is found missing ,which needs to be mentioned clearly on the proposal.(4) fund availability under proper head of allocation should be certified and mentioned clearly on the proposal even proper SOP Para in which concurrence is call for.(5) Generally a warranty period of six month is provided by the repairing agency and as per office record it has not expired .So how second repair may be allowed in warranty period This may be reviewed and consent should be given at competent level i.e. Sr.DSC. Hence the is un-vetted returned for proper clarification/compliance at your end please.

Sr. DFM/MGS


No.49/F/02/Estimate/16 MGS, Dated:25/01/2016

Sr.DEN IIECR/MGS

Sub:-Preparation of Digital Plan and drainage system plan of Gaya yard by collecting field data.

Ref :-.Detail estimate No. 139/15-16 , Rs. 2,44,420/- ******

The above Detail Estimates is being again returned with following observation as under:

1. Proposel work is for preparation of plan from out side agency, which covers under “engaging/obtaining consultancy services “. So ,why it can not be initiated in SOP para 18 of pt ‘A’ –works matter needs to be justified and initiate a proposal first with administrative approval of DRM for prior concurrence in above said para.

2. Inspite of availability of infrastructure / advance equiped drawing /plan section and technical knowing hand having with engg. Dept., need of engaging consultancy services is required to be justified with facts and situations.

Hence the detail estimate is un-vetted returned for proper clarification/compliance at your end please.

Sr.DFM/MGS



Brief Note


Tender Notice no:- 22of 2015-16(Open)-Engg/MGS


(1) It may be ensured that items & quantity taken in tender schedule are in conformity with those provided in sanctioned detail estimate.(2) Availability of fund under proper head of allocation during 2015-16 may be ensured.(3) Reasonableness of rates is to be ensured.(4) Credential of the tender may please be judged.(5) At least 3 LAR’s reference should be mentioned.(6) A clarification/ certification as to whether the participating tenders are appearing in the list of banning of bussiness/ black listed contrator or other wise should have been made in the B/note itself.(7) It may be ensured that quoted LAR’s are lowest,latest,unristricted and comparable LAR’s of similar nature of work and similar location.(8) It may ensured that photo copy of notice published in news papers are genuine & the date of publication has been personally verified by the executive.(9)It should be ensured and certified that no terms and conditions as per GCC has been changed without concurrence of FA&CAO and approval of GM.(10) It should be ensured and certified that sold tender paper and tender documents downloaded from website are exactly the same as approved Tender document by the competent authority.(11) Specific location of work must be endorsed at Tender stage as well on LAO & agreement,be ensured. (12) Cost of lowest /higher offer is 2.49 % below/above than Assessed cost.(13) TC may please be ensured and confirmed that location of work is available for the excution of subject work as per sanctioned estimate.(14)Tender document page no. 16 and page no. 19 item no.(01)each sleeper is not mentioned in unit TC may please be seen.

Sr.DFM/MGS


No.49/F/22/misc./16 Dated:10/08/15

Sub:- Assessment of Reserve Price for award of Pay & Use toilets in circulating area at

AUBR station Ref :- Your office note no. Com/Pay & Use Toilet/AUBR/16 Mughalsarai Dt.21.01.2016 ************

The subject proposal on quotation basis has been examined and observed as under:-

The earlier vetting copy of Detail estimate at P/03. Approval for calling quotation given by DRM/MGS at P/10. Justification regarding urgency for calling quotation is on P/10. In view of above the proposal of lowest offered/rate value for Rs.3,98,335/-(Three lakh ninty eight thousand three hundred and thirty five rupees only/-),Dispensesation of Tender is Concurred in subject to:-(i) This requires the acceptance of the Competent Authority in terms of SOP para 11 of Part

“A” Works Matter.(ii) Clear Availability of fund under proposed head of Allocation should be ensured before

Incurring of any liabilities.(iii) Reasonableness of rates is to be ensured.(iv) Department has no other option to execute this work through open tender except

Quotation, be ensured before finalization. (v) Strict adherence to the guidelines laid contains in foot-note to above said SOP para.

This issues with the approval of Sr.DFM/MGS.

Sr.DFM/MGSSr.DCM/MGS



Brief Note


Tender Notice no:- 22of 2015-16(Open)-Engg/MGS ============================= Rates verified with the tender schedule with the following observation:-

(1) It may be ensured that items & quantity taken in tender schedule are in conformity with those provided in sanctioned detail estimate.(2) Availability of fund under proper head of allocation during 2015-16 may be ensured.(3) Reasonableness of rates is to be ensured.(4) Credential of the tender may please be judged.(5) At least 3 LAR’s reference should be mentioned.(6) A clarification/ certification as to whether the participating tenders are appearing in the list of banning of bussiness/ black listed contrator or other wise should have been made in the B/note itself.(7) It may be ensured that quoted LAR’s are lowest,latest,unristricted and comparable LAR’s of similar nature of work and similar location.(8) It may ensured that photo copy of notice published in news papers are genuine & the date of publication has been personally verified by the executive.(9)It should be ensured and certified that no terms and conditions as per GCC has been changed without concurrence of FA&CAO and approval of GM.(10) It should be ensured and certified that sold tender paper and tender documents downloaded from website are exactly the same as approved Tender document by the competent authority.(11) Specific location of work must be endorsed at Tender stage as well on LAO & agreement,be ensured. (12) Cost of lowest /higher offer is 12.50% below/above than Assessed cost.(13) TC may please be ensured and confirmed that location of work is available for the excution of subject work as per sanctioned estimate.(14) Only one sign of tender opening officials is found page no. 306,354 T.C may please be seen.(15) Over writing digit in page no. 453 T.C. may please be seen.

Sr.DFM/MGS



Sub:-Detailed estimate No.91 /15-16 Part estimate for carrying out the soil investigation with bore logs, soil testing.

Ref :- No. W/P/Estimate Dated 11.01.2016. ******

In view of Sr.DEN/II/MGS clarification vide letter No. W/P/Estimate Dated 11/01/2016 sanctioned under Pink Book Item No.306 of 2015-16, the subject detailed estimate is vetted for Rs.32,59,507/- (One Thirty two lakhs fifty nine thousand five hundred seven rupees only) subject to :-

1) Sanction of competent authority in terms of item No.3(f) of SOP Pt.’A’ works matter.2) Availability of fund should be well ensured before incurrence of any liabilities.3) Reasonableness of rates to be ensured and certified.4) Proposed items and their respective quantities are need base & bare minimum and as

per actual requirement on site survey / within sanctioned scope of work .

Sr. DFM/MGS

Sr.DEN/II/MGS



Brief Note


Tender Notice no:- 22 of 2015-16(Open)-Engg/MGS(27-31)


(1) It may be ensured that items & quantity taken in tender schedule are in conformity with those provided in sanctioned detail estimate.(2) Availability of fund under proper head of allocation during 2015-16 may be ensured.(3) Reasonableness of rates is to be ensured.(4) Credential of the tender may please be judged.(5) At least 3 LAR’s reference should be mentioned.(6) A clarification/ certification as to whether the participating tenders are appearing in the list of banning of bussiness/ black listed contrator or other wise should have been made in the B/note itself.(7) It may be ensured that quoted LAR’s are lowest,latest,unristricted and comparable LAR’s of similar nature of work and similar location.(8) It may ensured that photo copy of notice published in news papers are genuine & the date of publication has been personally verified by the executive.(9)It should be ensured and certified that no terms and conditions as per GCC has been changed without concurrence of FA&CAO and approval of GM.(10) It should be ensured and certified that sold tender paper and tender documents downloaded from website are exactly the same as approved Tender document by the competent authority.(11) Specific location of work must be endorsed at Tender stage as well on LAO & agreement,be ensured. (12) Cost of lowest /higher offer is 2.68% below/above than Assessed cost.(13) TC may please be ensured and confirmed that location of work is available for the excution of subject work as per sanctioned estimate.(14) No page marking between (483-484) .(15)Sanctioned estimate cost and tender assest cost is found mismatched T.C. may please be seen.(16) Vetted Deed of partnership copy has not been attached by tenderer M/S Jai Maa Sherawali

Construction,M/S Kashi Construction and M/S Glaxee T.C may please be seen.

Sr.DFM/MGS



Brief Note


Tender Notice no:- 22 of 2015-16(Open)-Engg/MGS(21-33)


(1) It may be ensured that items & quantity taken in tender schedule are in conformity with those provided in sanctioned detail estimate.(2) Availability of fund under proper head of allocation during 2015-16 may be ensured.(3) Reasonableness of rates is to be ensured.(4) Credential of the tender may please be judged.(5) At least 3 LAR’s reference should be mentioned.(6) A clarification/ certification as to whether the participating tenders are appearing in the list of banning of bussiness/ black listed contrator or other wise should have been made in the B/note itself.(7) It may be ensured that quoted LAR’s are lowest,latest,unristricted and comparable LAR’s of similar nature of work and similar location.(8) It may ensured that photo copy of notice published in news papers are genuine & the date of publication has been personally verified by the executive.(9)It should be ensured and certified that no terms and conditions as per GCC has been changed without concurrence of FA&CAO and approval of GM.(10) It should be ensured and certified that sold tender paper and tender documents downloaded from website are exactly the same as approved Tender document by the competent authority.(11) Specific location of work must be endorsed at Tender stage as well on LAO & agreement,be ensured. (12) Cost of lowest /higher offer is 8.49% below/above than Assessed cost.(13) TC may please be ensured and confirmed that location of work is available for the excution of subject work as per sanctioned estimate.(14) No page marking between (474-475),(579-280),(605-606)T.C. may please be seen.(15)Sanctioned estimate cost and tender assesd cost is found mismatched T.C. may please be seen.(16) Vetted Deed of partnership copy has not been attached by tenderer M/S Jai Maa Sherawali Construction and M/S Glaxee T.C may please be seen.(17) There is two cutting at page no. 558 T.C may please be seen.(18) D.D number is not mentioned by tenderer at page no.387 T.C.may please be seen.

(19) Tenderer Sl. no. 1/2 and 2/2 is not mentioned from page no. 127-298 T.C. may please be seen.(20)Marking of page no. 535 , 565 , 585 , 666 , and 724-727 are not mentioned between (534-536), (564-566), (584-586) , (665-667) and (723-728) T.C. may please be seen.

Sr.DFM/MGS



Brief Note


Tender Notice no:- 23 of 2015-16(Open)-Engg/MGS(P-10-13)


(1) It may be ensured that items & quantity taken in tender schedule are in conformity with those provided in sanctioned detail estimate.(2) Availability of fund under proper head of allocation during 2015-16 may be ensured.(3) Reasonableness of rates is to be ensured.(4) Credential of the tender may please be judged.(5) At least 3 LAR’s reference should be mentioned.(6) A clarification/ certification as to whether the participating tenders are appearing in the list of banning of bussiness/ black listed contrator or other wise should have been made in the B/note itself.(7) It may be ensured that quoted LAR’s are lowest,latest,unristricted and comparable LAR’s of similar nature of work and similar location.(8) It may ensured that photo copy of notice published in news papers are genuine & the date of publication has been personally verified by the executive.(9)It should be ensured and certified that no terms and conditions as per GCC has been changed without concurrence of FA&CAO and approval of GM.(10) It should be ensured and certified that sold tender paper and tender documents downloaded from website are exactly the same as approved Tender document by the competent authority.(11) Specific location of work must be endorsed at Tender stage as well on LAO & agreement,be ensured. (12) Cost of lowest /higher offer is 13.71% below/above than Assessed cost.(13) TC may please be ensured and confirmed that location of work is available for the excution of subject work as per sanctioned estimate.(14) Tenderer sign is not found at page no. 84,86,88 T.C. may plese be seen.(15) Difference between figure and in word at page no. 158 T.C. may please be seen.

Sr.DFM/MGS



Sr.DEN- IIECR/MGS

Sub:-Manning of unmanned level crossing No. 57 & 59 in BD Section under AEN/JPL.

Ref :- Note no. MGS/BT/23/Sr.DEN(II) Dt. 22.01.2016 ******

The above case file is being returned here with following observation as under:

1. Adequate reason in technical point of view for such variation should be recorded against each item, not in short term as stated.2. Overall percentage of schedule item should also be mentioned treating it one item.3. Only item no. 2,3 & 9 of schedule ‘B’ are called for concurrence , which is not clear and to be explained as to why other items increased/decreased more than 25% are not required of finance concurrence .It may please be reviewed and proposed correctly.

Therefore case files under reference are being returned herewith for proper clarification/compliance at your end.

Sr.DFM/MGS



Sr.DEN- IIECR/MGS

Sub:-Reconditioning of Points & Xing at GYA Yard MPO,KSTA,RFJ,PRY,GRRU & IMGE under ADEN/GYA. Ref :- Note no. TRE/REV/Part IV Dt. 19.01.2016

******

The above Detail Estimate is being returned here with following observation as under:

(1) Why this big value of work may not be proposed through PWP in advance planning which needs to be justified.(2) Exact location with track/Points and crossing no. is also required to be mentioned clearly.(3) The financial year’2015-16 will be expired till finalization of tender and expenditure will be incurred in financial year’2016-17. Hence it is proper to process it in financial year’2016-17 with clear availability of fund and necessary endorsement in relevant liability register.

Sr.DFM/MGS



Sr.DEN- IIECR/MGS

Sub:-Loading unloading and handling of various type of P Way materials in CTD & TD/Gaya under ADEN/Gaya.

Ref :- Estimate No. 20/TR(REV) /MGS/15-16 for Rs.61,45,071.09 ******


(I) How this loading/unloading/stacking work s being managed up till now , which needs to be deliberated.(II) Generally the activities like loading , unloading stacking are made provision in track / supply of blast estimate, as such the need of additional estimate/ contract is required to be justified with details.(III) As per Rly. Bd./Hd. Qtr’s guidelines three LAR’s should be used in averaging of rate for better rate appreciation.

Sr.DFM/MGS


No.49/F/04/Qut./16 MGS, Dated:16/02/2016

Sr.DSCECR/MGS

Sub:-Repair of Tata-Bus No. UP-67-G-0017/16 Dt.08/01/2016 Ref :- Note No. DSC/M/UP-67-G-0017/16 Dt. 02/02/2016 ******

The above Quotation/Proposal is being returned here with following observation as under:

During scrutiny of the proposal under dispensation of tender, no sanctioned proposal with prior finance concurrence under SOP para 17 of Pt.”D” Misc. matter is found available in the case file, which appears a procedure lapses, hence finance is not in position to concur the proposal under SOP para 11 of Pt.”A” .

Sr.DFM/MGS


No.49/F/22/Misc./16 MGS, Dated:16/02/2016

Sr.DSCECR/MGS

Sub:-Repair of road vehicle No. UP-67-G-0008 (Tata Sumo) under Sr.DSC/MGS

Ref :- No. Nil Rs. 7450/- ******

The above Proposal is being returned here with following observation as under:

(I) Within six months it is proposed again for repairing, so the following information’s like repairing details in a year, expiory of warranty period if any etc. to be furnished and justified the frequent repair.(II) Why the work could not be done in earlier repairing, which needs to be deliberated with adequate reasons

Sr.DFM/MGS





In view of Sr.DEN/II/MGS clarification vide letter No. W/P/Estimate Dated 11/01/2016 sanctioned under Pink Book Item No.306 of 2015-16, the subject detailed estimate is vetted for Rs.32,59,507/- (One Thirty two lakhs fifty nine thousand five hundred seven rupees only) subject to :-



Sr . DFM/MGS

Sr.DEN/II/MGS


No.49/F/03/Estimate/16 MGS, Dated: 17/02/2016

Sr.DEN- II ECR/MGS

Sub:- Improvement of wider FOB at Gaya etc under ADEN/Gaya. Ref:- Letter No. W/P/Estt Dt.02/02/2016.

*********************

The reply furnished against finance observation is not adequate and could not be justified it in revenue , hence our earlier observation is still stand and returned.

Sr.DFM/MGS



Brief Note




(1) It may be ensured that items & quantity taken in tender schedule are in conformity with those provided in sanctioned detail estimate.(2) Availability of fund under proper head of allocation during 2015-16 may be ensured.(3) Reasonableness of rates is to be ensured.(4) Credential of the tender may please be judged.(5) At least 3 LAR’s reference should be mentioned.(6) A clarification/ certification as to whether the participating tenders are appearing in the list of banning of bussiness/ black listed contrator or other wise should have been made in the B/note itself.(7) It may be ensured that quoted LAR’s are lowest,latest,unristricted and comparable LAR’s of similar nature of work and similar location.(8) It may ensured that photo copy of notice published in news papers are genuine & the date of publication has been personally verified by the executive.(9)It should be ensured and certified that no terms and conditions as per GCC has been changed without concurrence of FA&CAO and approval of GM.(10) It should be ensured and certified that sold tender paper and tender documents downloaded from website are exactly the same as approved Tender document by the competent authority.(11) Specific location of work must be endorsed at Tender stage as well on LAO & agreement,be ensured. (12) Cost of lowest /higher offer is 15.00% below/above than Assessed cost.(13) TC may please be ensured and confirmed that location of work is available for the excution of subject work as per sanctioned estimate.(14) No page marking between page (40-41) T.C. may please be seen.(15) Marking of page no 202,606 are not mentaion between page(201-203) & (605-607) T.C may please be seen.

(17) Double page marking at page no.(261-264) & (447) T.C.may please be sen.

Sr.DFM/MGS



Brief Note




(1) It may be ensured that items & quantity taken in tender schedule are in conformity with those provided in sanctioned detail estimate.(2) Availability of fund under proper head of allocation during 2015-16 may be ensured.(3) Reasonableness of rates is to be ensured.(4) Credential of the tender may please be judged.(5) At least 3 LAR’s reference should be mentioned.(6) A clarification/ certification as to whether the participating tenders are appearing in the list of banning of bussiness/ black listed contrator or other wise should have been made in the B/note itself.(7) It may be ensured that quoted LAR’s are lowest,latest,unristricted and comparable LAR’s of similar nature of work and similar location.(8) It may ensured that photo copy of notice published in news papers are genuine & the date of publication has been personally verified by the executive.(9)It should be ensured and certified that no terms and conditions as per GCC has been changed without concurrence of FA&CAO and approval of GM.(10) It should be ensured and certified that sold tender paper and tender documents downloaded from website are exactly the same as approved Tender document by the competent authority.(11) Specific location of work must be endorsed at Tender stage as well on LAO & agreement,be ensured. (12) Cost of lowest /higher offer is 16.20% below/above than Assessed cost.(13) TC may please be ensured and confirmed that location of work is available for the excution of subject work as per sanctioned estimate.(14) No page marking between page (352-353) T.C. may please be seen.

Sr.DFM/MGS


No.49/F/20/store/16 MGS, Dated:19/02/2016

Sr.DME/C & WECR/MGS

Sub:-Vetting of EAC against freight , coaching & common items of Mechanical Deptt. for the year’2017-18.

Ref (i) No. Rs/61-U/BOXN/Mgs/15 dt.28.01.2016 for freight items Rs.30,85,28,291.30 (II) No. Rs/61-U/BOXN/Mgs/16 dt.10.02.2016 for coaching & Common items Rs.2,96,35,618.50

Above EAC has been returned with following observation as under:

(1) Chargeble head of allocation is required to be furnished on EAC.(2) Budget allotted in last three years i.e.2014-15,15-16 & 16-17 in relevant head of allocation should be stated even demanded budget for the year’2017-18 through august Review’2016-17 and the photo copy of the same to be made vailable in the case file.(3) It should be confirmed and certified that those items and their respective quantities , which are involved in existing works contracts and to be supplied by the agency have not been taken or reduced in both of the EAC.(4) Basis of proposed rated to be stated.(5) During scrutiny it has been noticed that huse quantity of some items are available in hand and demanded full quantity as per exicting EAC, hence not agreeable . It should be reduced or dropped as per actual requirement, not to be proposed on tailor made to avoid any over- stocking and unnecessary blockage of Rly. revenue.

(6) If materials are/were not supplied by feeding depot or less supplied as mentioned in remarks column ,Then how it is justified to propose again, a review should be carried out with available office record and deliberated.

Sr.DFM/MGSEast Central Railway,Mughalsarai


Brief Note




(1) It may be ensured that items & quantity taken in tender schedule are in conformity with those provided in sanctioned detail estimate.(2) Availability of fund under proper head of allocation during 2015-16 may be ensured.(3) Reasonableness of rates is to be ensured.(4) Credential of the tender may please be judged.(5) At least 3 LAR’s reference should be mentioned.(6) A clarification/ certification as to whether the participating tenders are appearing in the list of banning of bussiness/ black listed contrator or other wise should have been made in the B/note itself.(7) It may be ensured that quoted LAR’s are lowest,latest,unristricted and comparable LAR’s of similar nature of work and similar location.(8) It may ensured that photo copy of notice published in news papers are genuine & the date of publication has been personally verified by the executive.(9)It should be ensured and certified that no terms and conditions as per GCC has been changed without concurrence of FA&CAO and approval of GM.(10) It should be ensured and certified that sold tender paper and tender documents downloaded from website are exactly the same as approved Tender document by the competent authority.(11) Specific location of work must be endorsed at Tender stage as well on LAO & agreement,be ensured. (12) Cost of lowest /higher offer is 20.98% below/above than Assessed cost.(13) TC may please be ensured and confirmed that location of work is available for the excution of subject work as per sanctioned estimate.(14) Dobule page marking at page no.16 T.C may please be seen.(15) Copy of current pink book may be attached to ensure that the work is alive in current financial year.(16) A statement showing the items & quantities provided in the tender schedule as well as taken in

sanctioned detail estimate may be enclosed and ensure that proposed items and quantities in the tender sechedule are containing in sanctioned estimate this may please look and judge by T.C.(17) The tender opening oficial has not endorsed the date of opening of tender on the envelop as well as in tender documents of tenderer 1/3,2/3,& 3/3 T.C. may please be seen.

Sr.DFM/MGS


No.49/F/03/contract/15-16 Dated:22/02/16

Sub :- Final variation in quantity in connection with the work- Earthing arrangements at location boxes, IPS, Axle Counters, Signal Post, Block Instruments etc. in MGS. Ref :- Your office note No.SG/DSE/OT/05/13 dtd.05-01-16.

*****************

The subject Proposal has been examined & observed as under:-

Administrative approval of ADRM/MGS is at NS/6. Contract termination notice is at P/392. Letter issue by S&T department for forfeited of EMD & PG is at P/391. Railway Board’s directive regarding termination of contract is at P/386. Variation statement is at P/399 to 401. Issue 07 days notice to contractor for fail to complete the work is at NS/4.

In view of ADRM/MGS Approval at NS-6 and Sr.DSTE. justification Under reference, the subject proposed in saving item no.1(a),(b) (3)&(4) of schedule –I, items no.(1) & (2) of schedule –II more than 25% (-). Due to decrease in quantities, is concurred in subject to :-

(1)Sanctioned of ADRM/MGS in terms of item no. 19(vii) in foot note 5 of SOP Part ‘A’ Works matter.

(2)It may be ensured that saving will not cause poor performance of work, loss of Rly. Revenue and contractor benefit.(3) It may be ensured that there is no change in scope of work due to saving in items.(4) It may be ensured that there is no Vitiation in contract after variation.(5) It should be ensured that proper termination and other formalities with forfeited of PG & EMD as per extant norms of Rly. Bd’s/HQ


Sr.DFM/MGS



Tender Notice no:- 26 of 2015-16(Open)-Engg/MGS


(1) It may be ensured that items & quantity taken in tender schedule are in conformity with those provided in sanctioned detail estimate.(2) Availability of fund under proper head of allocation during 2015-16 may be ensured.(3) Reasonableness of rates is to be ensured.(4) Credential of the tender may please be judged.(5) At least 3 LAR’s reference should be mentioned.(6) A clarification/ certification as to whether the participating tenders are appearing in the list of banning of bussiness/ black listed contrator or other wise should have been made in the B/note itself.(7) It may be ensured that quoted LAR’s are lowest,latest,unristricted and comparable LAR’s of similar nature of work and similar location.(8) It may ensured that photo copy of notice published in news papers are genuine & the date of publication has been personally verified by the executive.(9)It should be ensured and certified that no terms and conditions as per GCC has been changed without concurrence of FA&CAO and approval of GM.(10) It should be ensured and certified that sold tender paper and tender documents downloaded from website are exactly the same as approved Tender document by the competent authority.(11) Specific location of work must be endorsed at Tender stage as well on LAO & agreement,be ensured. (12) Cost of lowest /higher offer is 0.41% below/above than Assessed cost.(13) TC may please be ensured and confirmed that location of work is available for the excution of subject work as per sanctioned estimate.(14) Page no. 216 given by the tenderer (1/2) is fully blank page T.C. may please be seen.(15) Special terms & condition given by tendere at page no.310 may please be seen by TC.(16)Un signed documents submitted by the tenderer(1/2) at page no. (216 to 224),(226 to244),(247) and tenderer (2/2) at page no. (183 to 211) T.C. may please be seen.(17) Only one tender opening official has been signed at page no. 209 and tenderer number has not been marked T.C. may please be seen.

Sr.DFM/MGS


No.49/F/22/Misc./16 MGS, dtd:23/02/2016

Sub:- Accord sanction of one time cash imprest for Rs.20,000/-for payment of booking charge of Firing range at 2 Bn.BMP at Dehri-on0sone,Rohtas(Bihar) meeting other incidental expenses and conveyance of arms and ammunition to conduct range classification for RPF officers and staff of Mughalsarai Division.

Ref :- Your note no. DSC/M/Firing/2016 Dt.18.02.2016. ******

In view of Sr.DSC clarification vide note no. . DSC/M/Firing/2016 Dt.18.02.2016 remarks & administrative approval accorded by DRM/MGS at P/2. The subject proposal for one time cash imprest amounting to Rs.20,000/-( Twenty Thousand Only) in f/o Sr.DSC/MGS is concurred in, subject to:

(1) Sanction of DRM/MGS in terms of item no. 14 of SOP Pt.’D’ Misc. matter. (2) Clear fund availability and proper head of allocation during 2015-16 be ensured .

(3) Guidelines in codal Para 1050 to 1055 F 1 should be strictly followed. This issues with the approval of Sr.DFM/MGS.

Sr.DFM/MGS

Sr. DSC/MGS



Tender Notice no:- 26 of 2015-16(Open)-Engg/MGS(p-21-24)


(1) It may be ensured that items & quantity taken in tender schedule are in conformity with those provided in sanctioned detail estimate.(2) Availability of fund under proper head of allocation during 2015-16 may be ensured.(3) Reasonableness of rates is to be ensured.(4) Credential of the tender may please be judged.(5) At least 3 LAR’s reference should be mentioned.(6) A clarification/ certification as to whether the participating tenders are appearing in the list of banning of bussiness/ black listed contrator or other wise should have been made in the B/note itself.(7) It may be ensured that quoted LAR’s are lowest,latest,unristricted and comparable LAR’s of similar nature of work and similar location.(8) It may ensured that photo copy of notice published in news papers are genuine & the date of publication has been personally verified by the executive.(9)It should be ensured and certified that no terms and conditions as per GCC has been changed without concurrence of FA&CAO and approval of GM.(10) It should be ensured and certified that sold tender paper and tender documents downloaded from website are exactly the same as approved Tender document by the competent authority.(11) Specific location of work must be endorsed at Tender stage as well on LAO & agreement,be ensured. (12) Cost of lowest /higher offer is 3.98% below/above than Assessed cost.(13) TC may please be ensured and confirmed that location of work is available for the excution of subject work as per sanctioned estimate.(14) The tender opening oficial has not endorsed the date of opening of tender on the envelop as well as in tender documents of tenderer ( 1/2) & (2/2) T.C. may please be seen.(15) Dobule page marking at page no.170 T.C may please be seen.(16) D.D number is not mentioned by tenderer (2/2) at page no.162 T.C.may please be seen.

Sr.DFM/MGS


No.49/F/04/quotation/15-16 Dated:26/02/16

Sub:- Repair of Tata Sumo No. UP-67-G-0008 under Sr.DSC/Mughalsarai.

Ref :- Your letter no. DSC/M/UP-67-G-0008/2016 Dt.18.02.2016

************

The subject proposal on quotation basis has been examined and observed as under :-

Compliance of concurrence copy is at P/46. Approval for calling quotation given by Sr.DSC/MGS is at P/NS/4. Letter issued by Sr.DSC/MGS to quotationer on 08/01/2016 at P/33. Tender period considered for 07 days. Tender is open on Dt. 18/01/2016. In view of above the subject proposal for Rs.7450/-(Seven thousand four hundred fifty only/-),Dispensesation of Tender is concurred in, subject to:-

(i) This requires the acceptance of the Competent Authority in terms of SOP Para 11 of Part “A” Works Matter.

(ii) Clear Availability of fund under proposed head of Allocation should be ensured before Incurring of any liabilities.(iii) Lowest offer value is equal to asseessed, cost however reasonableness of rate/cost should be ensured at competent level.(iv) Strict adherence to the guidelines laid contains in foot-note to above said SOP Para.

Sr.DFM/MGS

Sr.DSC/MGS





In view of Sr.DEN/II/MGS note No. W/P/Estimate Dated 17/02/2016 The part estimate against sanctioned work under Pink Book Item No.306 of 2015-16, is vetted for Rs.17,79,463/- (Seventeen lakhs seventy nine thousand four hundred sixty three rupees only) subject to :-


per actual requirement on site survey / within sanctioned scope of work .5) Earlier vetted estimate of the same should be treated as cancelled.

Sr . DFM/MGS

Sr.DEN/II/MGS



Sub:- Repair of Tata Bus No. UP-67-G-0017 under Sr.DSC/Mughalsarai.

Ref :- Your letter no. DSC/M/Tata Bus 0017/16 Dt.18.02.2016

************


Approval for calling quotation given by Sr.DSC/MGS is at P/15. Survey Report attached at P/14. Letter issued by Sr.DSC/MGS to quotationer on 08/01/2016 at P/33. Tender period considered for 07 days. Tender is open on Dt. 22/01/2016. In view of above the subject proposal for Rs.49,800/-(Forty nine thousand eight hundred only/-),Dispensesation of Tender is concurred in, subject to:-

(i) This requires the acceptance of the Competent Authority in terms of SOP Para 17 of Part “D” Misc. Matter.

(ii) Clear Availability of fund under proposed head of Allocation should be ensured before Incurring of any liabilities.(iii) Reasonableness of rate to be ensured. (iv) Condition given in remarks column of Para 17 of SOP Pt.”D” Misc. matter should be ensured.

Sr.DFM/MGS

Sr.DSC/MGS


No.49/F/02/estimate/15-16 Dated-29/02/2016

Sr.DSTE/MGS

Sub:- Annual Maintenance contract of Train charting display system at MGS & GYA for 02 years.

Ref:- Sr..DSTE vide note no.SG/DSE/AMC/15-16 MGS dtd.11.12.2015. ****************

The subject d/estimate has been examined & observed as under:- Approval of DRM/MGS is at NS/3. Finance concurrence copy is available at P/16. Rate is based on authorized dealer M/S Sri Pitamber technologies Pvt. Ltd.,Nagpur (P/2).

In view of Sr.DSTE justification along with DRM/MGS approval(NS/3), the subject detailed estimate is vetted for Rs.6,58,236 /- (Six lakh fifty eighth thousand two hundred thirty six only) subject to:

(1) Sanction of competent authority in terms of SOP Para 3(f ) of Pt.’A’- Works Matter. (2) Availability of fund during year 2015-16 under proposed head of allocation should be ensured. (3) Reasonableness of rate should be ensured..

(4) Strict adherence guidelines laid down under Para 703E before sanction of detail estimate .

(5) Proposed items and their respective quantities are need base and bare minimum as per actual requirement be ensured.

(6) To ensure that no supply/stores items have been provided under “cash” column for purchase through work tender.

Sr.DFM/MGS


No.49/F/04/quotation/15-16 Dated:02/03/16 Sub:- Repairing of Modules of STM-1 & STM-4 “Tejas Model no. TJI00MC14,TJI00MCL” of OFC

Network System of MGS Division. Ref :- Your office note no.SG/DSE/Rep/15/08/21.09.2015. ************


The earlier vetting copy of Detail estimate is at P/09. . Compliance of vetted copy of D/estimate is at NS-5. The earlier concurrence copy of proposal is at NS-3. Compliance & approval of DRM/MGS is atNS-4. Remarks of DRM /MGS for work done through on quotqtion basis is obtained at NS-2. Approval for calling quotation given by ADRM/MGS at NS-6 Approval given by Sr.DSTE for name of authorized dealer on OEM basis which quotation is called

up NS-7 Justification regarding urgency for calling quotation is on NS-6.. In view of above the subject proposal for Rs.3,01,000/-(Three lakh one thousand rupees only/-),Dispensesation of Tender may be Concurred conditionally, if agreed to:- (i) This requires the acceptance of the Competent Authority in terms of SOP Para 11 of Part “A”

Works Matter.(ii) Clear Availability of fund under proposed head of Allocation should be ensured before Incurring

of any liabilities.(iii) Department has no other option to execute this work through open tender except Quotation, be ensured before finalization. (iv) Lowest offer value is equal to Vetted D/estimate amount, however reasonableness of rate/cost

should be ensured at competent level.(v) Strict adherence to the guidelines laid contains in foot-note to above said SOP Para.


Sr.DFM/MGS

Sr.DSTE/MGS



Sr.DSCECR/MGS

Sub:-Engagement of Private Security Guard in Railway European Colonies Mughalsarai.

Ref :- No. Nil Rs. 713414/- ******


I. Rate analysis chart should be approved by the competent authority.II. The latest rate list as issued by labour commissioner to be placed in the case file.

III. Compliance of Hd. Qtr’s finance observation to be made.

Sr.DFM/MGS


No.49/F/22/Misc./15 Dated:03/03/2016

Sub:- Provision of 129 Nos.of CUG SIM card of Air Tel Ltd.for Assitant Loco Pilot/Electrical working under Sr.DEE/OP/MGS Ref:-Your office letter No. SG/DSE/CUG/ 15 MGS Dt.07/12/15

The subject proposal has been examined & observed as under:-

The subject proposal was earlier returned by this office on dtd.20.11.2015& 29.12.15(P/20,28) .

Compliance of same is at P/27 &NS/3. Administrative approval of DRM/MGS is at NS/3. Sanctioned copy of detailed estimate under PH-64 in LAW BOOK regarding expenditure

neutrality is at P/25. Lists of staff for requirement of CUG is available at P/8 to 11.

In view of Railway Board directive vide letter no.2010/Tele/11(2)/3 Pt dtd.10.04.2015 and reply given by Sr.DSTE (P/13), the subject proposal for provision of 72 nos. of CUG SIM cards of Airtel ltd.for breakdown Staff of ARTs and 140T crane of MGS Division is concurred in, subject to:-

*

(1) This will require the sanction of DRM/MGS in terms of Para-4 of JPO no.08/07.(2) Strict adherence to guidelines laid down in JPO 08/2007 be ensured.

Sr DFM/ECR/MGS

Sr.DSTE E.C.R/MGS

East Central Railway

Accounts Department

No.49/F/22/misc./15-16 Dated:21/09/15

Sub :- Proposal for Provision of 72 nos. of CUG SIM cards of Airtel ltd. for breakdown staff of ARTs and 140T crane of MGS Division.

Ref:-SG/DSE/CUG/ART/15/MGS dtd.19.08.2015. ************** The subject proposal has been examined & observed as under:-

The subject proposal was earlier returned by this office on dtd.27.07.15(P/05) &14.08.15(P/5,12).

Compliance of same is at P/6,13. Railway Board directive regarding monthly rental zero of expenditure neutrality has issued

by director telecom at P/13. Lists of staff for requirement of CUG is available at P/8 to 11.

In view of Railway Board directive vide letter no.2010/Tele/11(2)/3 Pt dtd.10.04.2015 and reply given by Sr.DSTE (P/13), the subject proposal for provision of 72 nos. of CUG SIM cards of Airtel ltd.for breakdown Staff of ARTs and 140T crane of MGS Division is concurred in, subject to:-

1. This will require the sanction of DRM/MGS in terms of Para-4 of JPO no.08/2007.

2. Strict adherence to guidelines laid down in JPO 08/2007 must be ensured.3. It should be assured that no change shall be borne by the railways, as proposed.

This issued with the approval of Sr.DFM/MGS.

.Divl.Finance Manager, E.C.Rly./Mughalsarai.

Sr.DSTE/MGS



Sub:- MGS/BT/Quotation/05/Sr.DEN(II)/2015-16 Quotation for shifting of Insulation wires for increasing the Clear Standing Room of lines in different stations of MGS Division.(Location chart enclosed).

Ref :- Your office note no.MGS/BT/Q/05/Sr.DEN(II) Dt.19.01.2016 ************


Approval of Sr.DEN (II) regarding above subject is at P/13. Letter issued by Sr.DEN(II)/MGS to quotationer on 05/01/2016 is at P/19. Tender period considered for 07 days. Tender is open on Dt. 12/01/2016. Sanctioned Memorandum + D/estimate vetted copy is available at P/7 to 8. Justification regarding urgency for calling quotation is on P/6. Checklist is attached at P/39.

In view of above the subject proposal for Rs.60,966/-(Sixty thousand nine hundred sixty six only/-),Dispensation of Tender is Concurred in subject to:- (i) This requires the acceptance of the Competent Authority in terms of SOP Para 11 of Part “ A” Works Matter.(ii) Clear Availability of fund under proposed head of Allocation should be ensured before Incurring of any liabilities.(iii) Department has no other option to execute this work through open tender except Quotation, be ensured before finalization. (iv) Lowest offer value is 4 % above than assessed cost amount, however reasonableness of rate/cost should be ensured at competent level.(v) Strict adherence to the guidelines laid contains in foot-note to above said SOP Para.

Sr.DFM/MGS

Sr.DEN (II)/MGS


No.49/F/03/Estimate/16 MGS, Dated: 08/03/2016

Sr.DEN- II ECR/MGS

Sub:- Repair to leaky roof of staff quarter and service building at Gaya under AEN/Gaya. Ref:- Agt. No. MGS/BT/Agt/1812/Sr.DEN(II)/2014 – 15Dt.15.12.2014

*********************

In Reference to above Supplementary Agreement come fromSr.DEN/(II)/office on 02/03/2016 . During scruitiny it has been noticed that no revised estimate against approved variation is initiated for vetting/sanction of the competent authority which is assential before execution of suplly.Agmt.under prescribed rules and procedure.It should also be taken care in future. Hence the above subject case file is returned with above compliance.

Sr.DFM/MGS


Brief Note Letter No.:-49/F/ 22/brief note/16 Dated: 15/03/2016

Tender Notice no:- 18 Tender No :-sg/dse/ot/18-15 Dt.01/03/2016


(1) It may be ensured that items & quantity taken in tender schedule are in conformity with those provided in sanctioned detail estimate.(2) Availability of fund under proper head of allocation during 2015-16 may be ensured.(3) Reasonableness of rates is to be ensured.(4) Credential of the tender may please be judged.(5) At least 3 LAR’s reference should be mentioned.(6) A clarification/ certification as to whether the participating tenders are appearing in the list of banning of bussiness/ black listed contrator or other wise should have been made in the B/note itself.(7) It may be ensured that quoted LAR’s are lowest,latest,unristricted and comparable LAR’s of similar nature of work and similar location.(8) It may ensured that photo copy of notice published in news papers are genuine & the date of publication has been personally verified by the executive.(9)It should be ensured and certified that no terms and conditions as per GCC has been changed without concurrence of FA&CAO and approval of GM.(10) It should be ensured and certified that sold tender paper and tender documents downloaded from website are exactly the same as approved Tender document by the competent authority.(11) Specific location of work must be endorsed at Tender stage as well on LAO & agreement,be ensured. (12) Cost of lowest /higher offer is 18.81% below/above than Assessed cost.(13) TC may please be ensured and confirmed that location of work is available for the excution of subject work as per sanctioned estimate.(14) Cutting S.No.(14) & (33) at page no. 115 & 116.TC. may please be seen.(15) Double page marking at page no. 266 T.C. may please be seen.(16) No page marking between P/305-306 T.C. may please be seen.(17) Tenderer 3/3 has not submitted EMD & Tender documents cost and the same is also pointed out by the Tender opening official at P/265,302 T.C. may bplease be seen.

Sr.DFM/MGS


No.49/F/22/Misc./16 MGS, Dated: 15/03/2016

Sr.DSTE ECR/MGS

Sub:- Provision of 01 no of CUG SIM card of Air Tel Lstd.to Sri Balak Ram, Centra Vice President /ECRKU/HJP & PNM Incharge/MGS. Ref:- Yours.Note no. SG/DSE/CUG/Union /16/03 MGS Dt.08/03/2016.

*********************


(1) Administrartive approval of DRM/MGS needs to be obtained.(2) Availability of fund under proper head of allocation should be ensured.(3) Specification of adjustment against which estimate of D&G charges regarding neutrality of expenditure should be mentioned and copy is attached in the case file.

Sr.DFM/MGS



Tender Notice no:- Tender No :-SG/DSE/OT/17/15 Dt.08/03/2016


(1) It may be ensured that items & quantity taken in tender schedule are in conformity with those provided in sanctioned detail estimate.(2) Availability of fund under proper head of allocation during 2015-16 may be ensured.(3) Reasonableness of rates is to be ensured.(4) Credential of the tender may please be judged.(5) At least 3 LAR’s reference should be mentioned.(6) A clarification/ certification as to whether the participating tenders are appearing in the list of banning of bussiness/ black listed contrator or other wise should have been made in the B/note itself.(7) It may be ensured that quoted LAR’s are lowest,latest,unristricted and comparable LAR’s of similar nature of work and similar location.(8) It may ensured that photo copy of notice published in news papers are genuine & the date of publication has been personally verified by the executive.(9)It should be ensured and certified that no terms and conditions as per GCC has been changed without concurrence of FA&CAO and approval of GM.(10) It should be ensured and certified that sold tender paper and tender documents downloaded from website are exactly the same as approved Tender document by the competent authority.(11) Specific location of work must be endorsed at Tender stage as well on LAO & agreement,be ensured. (12) Cost of lowest /higher offer is 12.13% below/above than Assessed cost.(13) TC may please be ensured and confirmed that location of work is available for the excution of subject work as per sanctioned estimate.(14 Rate in word is wrongly mentioned in item no. 4 at P/77 i.e.(One thousand fifty only instead of One hundred fifty only) and item no. 9 at P/134 i.e.(Six thousand nine hundred each box instead of Six thousand nine hundred eight each box).T.C may please be seen.

Sr.DFM/MGS





(1) It may be ensured that items & quantity taken in tender schedule are in conformity with those provided in sanctioned detail estimate.(2) Availability of fund under proper head of allocation during 2015-16 may be ensured.(3) Reasonableness of rates is to be ensured.(4) Credential of the tender may please be judged.(5) At least 3 LAR’s reference should be mentioned.(6) A clarification/ certification as to whether the participating tenders are appearing in the list of banning of bussiness/ black listed contrator or other wise should have been made in the B/note itself.(7) It may be ensured that quoted LAR’s are lowest,latest,unristricted and comparable LAR’s of similar nature of work and similar location.(8) It may ensured that photo copy of notice published in news papers are genuine & the date of publication has been personally verified by the executive.(9)It should be ensured and certified that no terms and conditions as per GCC has been changed without concurrence of FA&CAO and approval of GM.(10) It should be ensured and certified that sold tender paper and tender documents downloaded from website are exactly the same as approved Tender document by the competent authority.(11) Specific location of work must be endorsed at Tender stage as well on LAO & agreement,be ensured. (12) Cost of lowest /higher offer is 66.90% below/above than Assessed cost.(13) TC may please be ensured and confirmed that location of work is available for the excution of subject work as per sanctioned estimate.(14) Two cutting in item no. 34(I) at page no.144 and item no. 52 at page no. 142 T.C may please be seen.(15) Single tenderer as participated against Open tender notice no. SG/DSE/OT/21/15 Dt. 20.01.2016 may please be looked by T.C.

Sr.DFM/MGS

East Central RailwayMughalsarai Division

No. 49/F/22/Misc/16 Dated 17/03/2016

Sr.DCM/MGS

Sub:-Repairing of Photo Copier Machine Studio-167 Ref:- Sr.DCM vide note no. Com/Photo Copier/MGS/16 Dt.15.02.16

****************************

The above Quotation is being returned with following observation as under:

(1) When was last repair done and also clarify that purchase cost is not exceed than repairable cost.(2) This office letter no. 49/1/7/estimate policy /08 Dt. 27.01.2009 of repair proposal checklist should be attached in the case file.(3) As per SOP Pt.”D” item no. 6(e) JAG has empowered for Rs.7500/- only for changing of drum but proposed amount on proposal is Rs.8500 under competency of DRM/MGS. So please review and examine .(4) In continuation as per 6(d) of Pt. ’D’ JAG officers has empowered only Rs. 5000/- for each machine and proposal for Rs. 13200/- hence approval of DRM/MGS is required.

Sr.DFM/MGS



Dy.CSTE/W ECR/MGS

Sub:- Proposal for loading of scrap signaling material in 15 MT truck, Transportation to GHZ/SPJ unloading and Stacking the same.

Ref:- Yours.Note no. Nil. *********************


Sanctioned copy of finance concurrence is not submitted along with the case file regarding the Hiring of truck, So the case file is re-submitted along with finance concurrence sanctioned copy.

Sr.DFM/MGS



Sr.DEN/IIECR/MGS

Sub:-Proposal for disposal of scrap water columns lying at Gaya. Ref :-Yours Note no. W/P/scrap /2016 Dt.01/03/2016 ******

The above Proposal is being returned here with following observation as under: (1)Authority letter regarding disposal of low value scrap in complete should be made available in the case file.(2) Finance concurrence is called up for disposal of scrap material valued up to 01 lakh and as per guidelines of HQ(P/9) finance concurrence is required only for addition of low value scrap items in the list as provided by HQ. Please review and act accordingly.(3) All of the low value scrap items should be searched out/listed and then proposal supported with list should be mooted department wise for concurrence instead of issolated .(4) It should be ensured and certified that deptt. has only 03 nos. water columns available, not splited.(5) Basis of scrap value calculation and standard weight type of material/ metals etc. should be confirmed and documentarily established. Calculation chart to be submitted dully signed / approved by the competent authority.

Sr.DFM/MGS

East Central Railway

Accounts Department

No.49/F/03/Estt./16 MGS, Dated:30/03/2016

Sr.DEN/IIECR/MGS

Sub:-Replacement of old damaged staff quarters at Burma Shell colony at Gaya(Type I -97,Type II-29 unit) under CWP.

Ref :-Estimate no.148/15-16 Rs. 12,12,52,873/- ******


1. As per referenced SOR’ 12 the rate of item No. 19,43,44,53,59,73,74 taken in estimate is found incorrect.

2. Pink book item no. detail of allocation should be brought out on record with clear fund availability.

3. Estimate of electrical general should be framed as per Rly. Bd./HQ’s recent guidelines and using LAR of this division to be compaired with the LAR of other division for better appreciation of rate.

4. Type of Qr. with location to be constructed is not clear from justification. Which needs to be mentioned clearly on the estimate.

5. Cost of Qr. construction should be assessed on per Qr./ unit like track estimate and then multiply with total no. of Qr.

6. This work is sanctioned as mainly for new construction of Rly.Qr. against replacement of old and damaged staff Qr. Under plan head 51, not for improvement of Rly. colony under plan head-52. So provision of cable ,2nd hand rail pole , transformer, VCB Panel submersible pump etc. in electrical genl. Estimate is not justified, but it should be made provision only the items of Qr. wiring. Please review the estimate and act accordingly.

7. Abandoned list of Qr. location wise duly signed by the competent authority against which new construction of Qr. to be made and proposed in the instant estimate is also required to be furnished.

8. The requirement of quarters needs to be reviewed in light of the facts that there has been reduction in staff strength over the years and quarters are surplus. The present position needs to be reviewed and position be confirmed.

Sr.DFM/MGS





(1) It may be ensured that items & quantity taken in tender schedule are in conformity with those provided in sanctioned detail estimate.(2) Availability of fund under proper head of allocation during 2015-16 may be ensured.(3) Reasonableness of rates is to be ensured.(4) Credential of the tender may please be judged.(5) At least 3 LAR’s reference should be mentioned.(6) A clarification/ certification as to whether the participating tenders are appearing in the list of banning of bussiness/ black listed contrator or other wise should have been made in the B/note itself.(7) It may be ensured that quoted LAR’s are lowest,latest,unristricted and comparable LAR’s of similar nature of work and similar location.(8) It may ensured that photo copy of notice published in news papers are genuine & the date of publication has been personally verified by the executive.(9)It should be ensured and certified that no terms and conditions as per GCC has been changed without concurrence of FA&CAO and approval of GM.(10) It should be ensured and certified that sold tender paper and tender documents downloaded from website are exactly the same as approved Tender document by the competent authority.(11) Specific location of work must be endorsed at Tender stage as well on LAO & agreement,be ensured. (12) Cost of lowest /higher offer is 9.07% below/above than Assessed cost.(13) TC may please be ensured and confirmed that location of work is available for the excution of subject work as per sanctioned estimate.(14) Three cutting in at page no.98 T.C may please be seen.

(15 Over writing at page no. 82 in item no. 5 T.C may please be seen.

Sr.DFM/MGS


Brief Note


Tender Notice no:- Tender No :-MGS/BT/124/Sr.DEN(II) Dt.11.03.2016


(1) It may be ensured that items & quantity taken in tender schedule are in conformity with those provided in sanctioned detail estimate.(2) Availability of fund under proper head of allocation during 2015-16 may be ensured.(3) Reasonableness of rates is to be ensured.(4) Credential of the tender may please be judged.(5) At least 3 LAR’s reference should be mentioned.(6) A clarification/ certification as to whether the participating tenders are appearing in the list of banning of bussiness/ black listed contrator or other wise should have been made in the B/note itself.(7) It may be ensured that quoted LAR’s are lowest,latest,unristricted and comparable LAR’s of similar nature of work and similar location.(8) It may ensured that photo copy of notice published in news papers are genuine & the date of publication has been personally verified by the executive.(9)It should be ensured and certified that no terms and conditions as per GCC has been changed without concurrence of FA&CAO and approval of GM.(10) It should be ensured and certified that sold tender paper and tender documents downloaded from website are exactly the same as approved Tender document by the competent authority.(11) Specific location of work must be endorsed at Tender stage as well on LAO & agreement,be ensured. (12) Cost of lowest /higher offer is 2.49% below/above than Assessed cost.(13) TC may please be ensured and confirmed that location of work is available for the excution of subject work as per sanctioned estimate.

Sr.DFM/MGS


Brief Note


Tender Notice no:- Tender No :-MGS/BT/127/Sr.DEN(II) Dt.11.03.2016


(1) It may be ensured that items & quantity taken in tender schedule are in conformity with those provided in sanctioned detail estimate.(2) Availability of fund under proper head of allocation during 2015-16 may be ensured.(3) Reasonableness of rates is to be ensured.(4) Credential of the tender may please be judged.(5) At least 3 LAR’s reference should be mentioned.(6) A clarification/ certification as to whether the participating tenders are appearing in the list of banning of bussiness/ black listed contrator or other wise should have been made in the B/note itself.(7) It may be ensured that quoted LAR’s are lowest,latest,unristricted and comparable LAR’s of similar nature of work and similar location.(8) It may ensured that photo copy of notice published in news papers are genuine & the date of publication has been personally verified by the executive.(9)It should be ensured and certified that no terms and conditions as per GCC has been changed without concurrence of FA&CAO and approval of GM.(10) It should be ensured and certified that sold tender paper and tender documents downloaded from website are exactly the same as approved Tender document by the competent authority.(11) Specific location of work must be endorsed at Tender stage as well on LAO & agreement,be ensured. (12) Cost of lowest /higher offer is 26.92% below/above than Assessed cost.(13) TC may please be ensured and confirmed that location of work is available for the excution of subject work as per sanctioned estimate. (14) Details of cost of tender documents is blank at page no. 122 T.C. may please be seen.

Sr.DFM/MGS


No.49/F/04/Qut./16 MGS, Dated:31/03/2016

Sr.DSTEECR/MGS

Sub:-Repairing of Motor Vehicle No. UP-67-G-0134 Ref :- Note No. SG/DSE/Veh/Rep./UP 67 G 0134 Dt.17.03.2016 ******

The above Quotation/Proposal is being returned here with following observation as under:

During scrutiny of the proposal under dispensation of tender, no sanctioned proposal with prior finance concurrence under SOP para 17 of Pt.”D” Misc. matter is found available in the case file, which appears a procedure lapses, hence finance is not in position to concur the proposal under SOP para 11 of Pt.”A” .

Sr.DFM/MGS


No.49/F/22/Misc./16 Dated:31/03/2016

Sr.DSTE E.C.R/MGS

Sub:- Provision of 45 Nos. of CUG SIM card of Air Tel Ltd.for Asstt. Loco Pilot Working under Sr. SEE/OP/MGS. Ref:- Your office letter no. SG/DSE/CUG/Guard/15-16Dt.10/03.16. ***********************


(1) The proposal is being related to CUG SIM card, administrative approval of DRM/MGS would be required.

(2) The proposed CUG under sub-estimate of LB/09-10 regarding expenditure neutrality needs to be explained with a copy of the current year’s LAW Book and certification of fund availability also previous allotment of CUG against this estimate should be explained.

Sr.DFM/ECR/MGS


No.49/F/04/Qut./16 MGS, Dated:31/03/2016

Sr.DSTEECR/MGS

Sub:-Shifting of Starter Signal at 3 mtrs.from G/J in MGS Divn. Ref :- Note No. SG/DSE/Quotation/Str./14 MGS Dt.08.03.16 ******

The above Revised Estimate is being returned here with following observation as under: 1. Earlier the tender was discharged by the accepting authority on account of “high rate “

offered by the tenderer/quotationer.Now a revised estimate is initiated stating it that the estimated rate is “too less”, which appears a contradiction and question is there that if it feels the estimate rate too less,then why it could not be accepted at tender stage. Please review and deliberated .

2. To review the rate the LAR of other division like DNR,DHN.SPJ,SEE should be called up and compaired with analyzed rate as done .

3. On which authority letter of Rly .Bd./HQ the man days , man power taken for rate analysis (P/10) ,needs to be referenced and justified for better rate appreciation.

4. Rate analyses should also be approved by atleast JAG officer.

Sr.DFM/MGS



Sr.DSTEECR/MGS

Sub:-Provision of BSNL Land line phone at GYA Crew lobby. Ref :- Note No. SG/DSE/CUG/16/3 MGS Dt.08.03.16 **********************

The reply furnished by your office is not adequate and justified for provision of both of the facility without guidelines of Rly. Bd/HQ, hence our earlier observation is still stands and returned again.

Sr.DFM/MGS


No.49/F/03/contract/16 - 17 Dated:05/04/16

Sub :- 2nd.and Final variation in quantity in connection with the work- Provision of ART & ARME double entry line and ancillary work At Gaya under ADEN/GYA. Ref :- DEN-II/ MGS letter no.MGS/BT/21/Sr.DEN-II Dt.31.03.2016. ***************** The subject Proposal has been examined & observed as under:-

. Administrative approval of ADRM/MGS is at N/10. Variation statement is at P/262 to 268. Vitiation statement is at P/269 to 270.

In view of ADRM/MGS Administrative approval at N/10 and DEN-II clarification Under reference, the subject proposed in saving of Sch. A-‘II’ and item no.6,9,12(a) & 12(b) of Sch.-‘B’ saving more than 25% is concurred in subject to:

(1) Sanctioned of ADRM/MGS is required in terms of SOP part ‘A’ item no.19(vii),note 5(b). (2) It may be ensured that saving will not cause poor performance of work, loss of Rly. Revenue and contractor benefit. (3) It may be ensured that saving amount will not be utilized in future and will not be executed through any other contract. (4) It may be ensured that there is no change in scope of work due to saving in items. (5) It may be ensured that there is no Vitiation in contract after variation.

Sr.DFM/MGS

Sr.DEN(II)/MGS


No.49/F/22/misc./16 Dated:05/04/16

Sub:- Engagement of Private Security Guard in Railway European Colony Mughalsarai.

Ref :- Your letter no. DSC/M/CR/PS/16 Dt.09.02.2016 ************

I. Rate analysis chart approved by the competent authority at P/25.II. The latest rate list as issued by labour commissioner at P/28-29.

III. Administrative approval of GM/ECR/HJP & DRM/MGS is at NS/03&04. In view of above the proposal is concurred and detail estimate is vetted for Rs.7,13,414/-(Seven lakhs thirteen thousand four hundred fourteen only/-) subject to:-

1) This requires approval of DRM on proposal.2) Detail estimate should be got sanctioned by the competent authority in terms of item No.3(f) of SOP Pt.’A’ works matter after compliance of (1) above. 3) Availability of fund should be well ensured within S L ‘2016-17 before incurrence of any liabilities.4) Reasonableness of rates to be ensured and certified.5)Proposed items and their respective quantities are need base & bare minimum and as per actual requirement on site survey.6) Strict adherence to the guidelines laid contains in note (i) to codal para 703E sanction of detail estimate.7) GM/HJP’s directives while according approval at NS/1 to NS/3 should be strictly followed.

Sr.DFM/MGS

Sr.DSC/MGS


No.49/F/22/misc./16 Dated:05/04/16

Sub:- Engagement of Private Security Guard in Railway European Colony Mughalsarai.

Ref :- Your letter no. DSC/M/CR/PS/16 Dt.09.02.2016 ************

. In view of approval granted by GM/HJP (NS/3) and administrative approval of DRM/MGS (NS/4) the proposal is concurred for Rs.7,13,414/-(Seven lakhs thirteen thousand four hundred fourteen only/-), in, subject to:-

1) Sanction of competent authority in terms of item No.3(f) of SOP Pt.’A’ works matter.2) Availability of fund should be well ensured before incurrence of any liabilities. This issued with the approval of DFM/MGS.

Sr.DFM/MGS

Sr.DSC/MGS


No.49/F/03/contract/16 - 17 Dated:05/04/16

Sub :- Construction of Type II(20 units) quarters in connection with replacement Of old damaged quarter Type I (30 units),Type II(20 units) in Hindelay and Loco west colony at Gaya under AEN/Gaya. Ref :- DEN-II/ MGS letter no.MGS/BT/255/Sr.DEN-II Dt.01.04.2016. ***************** The subject Proposal has been examined & observed as under:-

. Administrative approval of ADRM/MGS is at N/7. Variation statement is at P/343 to 351. Vitiation statement is at P/352.

In view of ADRM/MGS Administrative approval at N/7 and DEN-II clarification Under reference, the subject proposed of item no. 1 of Sch’B’ has been increased more than 25/in saving of Sch. ‘B’ and item no.02 & of Sch.-A‘IV’ saving more than 25% .

SSO/F



Brief Note


Tender Notice no:- 02 of 2015-16(open) RPF/MGSTender no.:- 02 ============================= Rates verified with the tender schedule with the following observation:-

(1) It may be ensured that items & quantity taken in tender schedule are in conformity with those provided in sanctioned detail estimate.(2) Availability of fund under proper head of allocation during 2015-16 may be ensured.(3) Reasonableness of rates is to be ensured.(4) Credential of the tender may please be judged.(5) At least 3 LAR’s reference should be mentioned.(6) A clarification/ certification as to whether the participating tenders are appearing in the list of banning of bussiness/ black listed contrator or other wise should have been made in the B/note itself.(7) It may be ensured that quoted LAR’s are lowest,latest,unristricted and comparable LAR’s of similar nature of work and similar location.(8) It may ensured that photo copy of notice published in news papers are genuine & the date of publication has been personally verified by the executive.(9)It should be ensured and certified that no terms and conditions as per GCC has been changed without concurrence of FA&CAO and approval of GM.(10) It should be ensured and certified that sold tender paper and tender documents downloaded from website are exactly the same as approved Tender document by the competent authority.(11) Specific location of work must be endorsed at Tender stage as well on LAO & agreement,be ensured. (12) Cost of lowest /higher offer is 12.95% below/above than Assessed cost.(13) TC may please be ensured and confirmed that location of work is available for the excution of subject work as per sanctioned estimate. (14)Tendere 1/2 has submitted earnest money is the sape of TDR instead of DD TC may please be seen.(15) No page marking between Page 154-155 T.C. may please be seen.

(16) It is to notice of TC that in tender notification(paper publication at P/96&97) as well as in foot noteof rate schedule (P/184) minimum eligibility criteria of 35% & 150% is called up for fulfil the eligibility and in other hand(tender condition P/150) it says different as no eligibility criteria is required,which appears a contridiction and might have been percisted a doubt in participation, resulting of less participation in the instant tender,TC may please be seen.(17) As per modified GCC’2014 the genral eligibility criteria of 150% has not been made provision in tender condition , TC may please be seen.

Sr.DFM/MGS



Sr.DENECR/MGS

Sub:-Construction of Type II (20 units)Qrt. Is connection with replacement of old damaged Qrt. Type d(30 units). Type II (20 units) in hindelay and Loco west colony at Gaya under AEN/Gaya. Ref:- Lettter No.B/Rep. old damage staff Qrts. R.N.S/16 Dt.22/03/2016.


1. During execution of work some new non-schedule items (sl.no. 3 to 7 of variation chart –P/344) were incorporated at the stage of Ist. variation and approval granted by ADRM in terms of SOP PARA 20(b) of pt. ‘A’- works matter.

2. In second variation again these items except sl.no.7 variated due to increase in individual quantity by more than 50% but no rate reduction clause has implemented as per SOP Para 19 of Pt-‘A’- works matter even proposal is also silent for concurrence, which needs to be reviewed and justified in prescribed rules and procedure with reference of proper sop para.

3. No previous instance should be cited , if done any by mistake as mere citing the precedence during discussion not as per codal provision does not justify the case.

Sr.DFM/MGS



Dy.CSTE/W ECR/MGS

Sub:- Proposal for loading of scrap signaling material in 15 MT truck, Transportation to GHZ/SPJ unloading and Stacking the same.

Ref:- Yours.Note no. Nil. *********************


(1) Proposed work is not related to this estimate because the sanctioned work is related to DFCCI work so please review and estimation accordingly.(2) Stacking machine is available or not if available why the work can not done through departmentally .

Sr.DFM/MGS



Sr.DEN- IIECR/MGS

Sub:-Reconditioning of Points & Xing at GYA Yard MPO,KSTA,RFJ,PRY,GRRU & IMGE under ADEN/GYA. Ref :- Estimate No. 31/TR(REV)/MGS/16-17

******


(1) The rate of schedule “A” item is not found as per referenced LAR, please check and rectify. (2) In compliance of earlier observation No.02,no list of location wise points & Xing with respective quantity & their no has been made available so far. Please mention also the same in the estimate.(3) In the estimate the work is defined for reconditioning of “points & crossing” and in compliance it says different as “Xing & switches” Please confirm, if any difference and state the actual work to be done.(4) As to why very old LAR’s of the year 2011,2012 & 2013 are used for estimation instead of the year’s 2014,2015 & 2016 which needs to be clarified with adequate reason and certified, if current LAR’s are not available.(5) Availability of fund needs to be explained and clearly certified.

Sr.DFM/MGS


No.49/F/03/estimate/16 Dated-13/04/2016

Sub :- Fabrication & Installation Traffic Barricade as per sketch.

Ref :- Nil ****************

The subject Detail/Estimate has been examined & observed as under:-

In view of Sr.DSC justification along with DRM/MGS administrative approval(NS/1), the subject detailed estimate is vetted for Rs.1,97,600 /- (one lakh ninety seven thousand six hundred only) subject to:

(1) Sanction of competent authority in terms of SOP Para 3(f ) of Pt.’A’- Works Matter. (2) Availability of fund during year 2016-17 under proposed head of allocation should be ensured. (3) Reasonableness of rate should be ensured..


(5) Proposed items and their respective quantities are need base and bare minimum as per actual requirement be ensured.

Sr.DFM/MGS

Sr.DSC/MGS



Sr.DENECR/MGS

Sub:-Construction of Type II (20 units)Qrt. Is connection with replacement of old damaged Qrt. Type d(30 units). Type II (20 units) in hindelay and Loco west colony at Gaya under AEN/Gaya. Ref:- Lettter No.B/Rep. old damage staff Qrts. R.N.S/16 Dt.22/03/2016.


The reply furnished by department concern is not adequate and justified as per 20(b) with limitation of variation under SOP Para 19 which is self explanatory , hence our earlier observation is still stands . Further it is added that variation statement is also a part of agt. and any variation is occurred second time in new non schedule item SOP Para 19 note (a) of Pt”A” will be applicable . Hence the above subject case file is returned for proper compliance.

Sr.DFM/MGS

Note


Sub :- Hiring of 01 No.Truck/Pickup van (Capacity one MT) with seating Capacity 4/6 person cargo box type for SSE/S/MGS for 02 years. Ref :- Nil

**************** The subject Detail/Estimate has been examined & observed as under:-

Remark & administrative approval of DRM/MGS is at NS/1&2. Estimate on the basis of SOR’12 of item no.021430 & 021440. Railway Board guideline regarding above subject is at P/7.

In view of Sr.DSTE justification along with DRM/MGS administrative approval(N/2), the subject detailed estimate is vetted for Rs.7,87,374 /- (Seven lakh eighty seven thousand three hundred seventy four only) conditionally, if agreed to

(1) Sanction of competent authority in terms of SOP Para 3(f ) of Pt.’A’- Works Matter.

(2) Availability of fund during year 2016-17 under proposed head of allocation should be ensured. (3) Reasonableness of rate should be ensured..


(5) It may be ensured that proposed work has not been done earlier in same Location.

Submitted for further order please.

SSO/A



Sr.DSTEECR/MGS

Sub:-Provision of Automatic Fire detection and alarm system in IPS & Relay room at 46 stations of MGS.Division. Ref :- Letter No. SG/DSE/Estt/16 Dt. 7.4.2016

******


(1) The information desired by HQrs. has already been sent. Further, directives from HQrs.is considered necessary as to whether the work will be processed centrally at HQrs. for all division or otherwise.(2) Clear fund availability for one proposed work needs to be established w.i.f. SL-2016-17 and certified.

Sr.DFM/ECR/MGS



Sub :- Hiring of 01 No.Truck/Pickup van (Capacity one MT) with seating Capacity 4/6 person cargo box type for SSE/S/MGS for 02 years. Ref :- Nil

**************** The subject Detail/Estimate has been examined & observed as under:-

Remark & administrative approval of DRM/MGS is at NS/1&2. Estimate on the basis of SOR’12 of item no.021430 & 021440. Railway Board guideline regarding above subject is at P/7.

In view of Sr.DSTE justification along with DRM/MGS administrative approval(N/2), the subject detailed estimate is vetted for Rs.7,87,374 /- (Seven lakh eighty seven thousand three hundred seventy four only) in subject to:

(1) Sanction of competent authority in terms of SOP Para 3(f ) of Pt.’A’- Works Matter.

(2) Availability of fund during year 2016-17 under proposed head of allocation should be ensured. (3) Reasonableness of rate should be ensured..


Sr.DFM/ECR/MGS

Sr.DSTE/ECR/MGS

Account Department E.C.Rly./Mughalsarai

No.49/F/22/Misc./16 Dated:28/04/2016

Sub:- Procurement of 06 nos.of Digital Signature Certificate class III. Ref :-Sr..DSTE vide note no.SG/DSE/Estt/ 16 Dtd.25.04.2016.

****** The subject Proposal has been examined and observed as under:

The subject proposal was earlier returned by this office on dtd.21.04.2016 is at P/11.

Compliance of same is at P/12. Rate is based on PO is at P/ 08 & 09.

In view of Sr.DSTE/MGS clarification vide letter No. SG/DSE/Estt./16 dtd.25/04/16 the

proposal for Procurement of 06 Nos. Digital Signature certificate class III for Rs.10,082 /- (Ten thousand eighty two only) is concurred, in subject to :-

(1) Sanction of competent authority in terms of item no. 12 (a) (ii) of SOP Part ‘D’ Misc. matter.(2) Clear availability of fund under proper head of allocation during 2016-17 is to be ensured.(3) Instruction given in remarks column of item no. 12 of SOP Part ‘D’ misc.

matter should be ensured. (4) Reasonableness of rate should be ensured..

Sr.DFM/MGS

Sr.DSTE/MGS



Sr.DSTEECR/MGS

Sub:-Signaling maintenance contract for Mgs. Division(SectionSSE(sig)/2/Mgs. (DSTE/MGS).

Ref :- Note No. SG/DSE/OT/09/14 MGS Dt.04.04.16 ******

The above Revised Estimate is being returned here with following observation as under:

(1) What is the present status of fund, please attached the copy of current year’s regarding availability of fund during year 2016-17 under proposed head of allocation should be ensured in case file.(2) Each & every page of variation statement should be sign by at least Gaz. officers due to related for money value.(3) Vitiation statement attached in the case file.(4) As per JPO no. 49/F/I/5/variation policy /10 dtd.7.12.10 proper technical remark with full justification should be mentioned item wise in the variation statement.(5) What is present status of work ?(6) Sanctioned copy of variation is not attached in the case file.(7) A copy of sanctioned abstract cost may please be furnished.

SrDFM/ECR/MGS



Tender Notice no:- 35 of 2015-16(Open)-Engg/MGS Tender No :- 02


(1) It may be ensured that items & quantity taken in tender schedule are in conformity with those provided in sanctioned detail estimate.(2) Availability of fund under proper head of allocation during 2015-16 may be ensured.(3) Reasonableness of rates is to be ensured.(4) Credential of the tender may please be judged.(5) At least 3 LAR’s reference should be mentioned.(6) A clarification/ certification as to whether the participating tenders are appearing in the list of banning of bussiness/ black listed contrator or other wise should have been made in the B/note itself.(7) It may be ensured that quoted LAR’s are lowest,latest,unristricted and comparable LAR’s of similar nature of work and similar location.(8) It may ensured that photo copy of notice published in news papers are genuine & the date of publication has been personally verified by the executive.(9)It should be ensured and certified that no terms and conditions as per GCC has been changed without concurrence of FA&CAO and approval of GM.(10) It should be ensured and certified that sold tender paper and tender documents downloaded from website are exactly the same as approved Tender document by the competent authority.(11) Specific location of work must be endorsed at Tender stage as well on LAO & agreement,be ensured. (12) Cost of lowest /higher offer is 1 % below/above than Assessed cost.(13) TC may please be ensured and confirmed that location of work is available for the excution of subject work as per sanctioned estimate.(14) Over writing of date i.e.06.4.16 at page no. 131,140,142-143 T.C may please be seen.(15) Tender has been floated against thre estimate . But item no.,Quantity and amount of each estimate for floating tender is not clear at page no.28 to 31 in case file T.C. may please be seen.

Sr.DFM/MGS



Sr.DCMECR/MGS

Sub:- Provision of low capacity tube-well for piped drinking water Arrangement at 24 “E” category stations in order to eliminate MEA deficiency (provision of 02 taps on each platform). Ref:- (i) Detail Estt.No. Com/PL/LB/ 15-16/Tube well/Mgs /01 for Rs 1,99,72,356/-. (ii) DEN(1)Mgs letter Through Sr.DCM bearing Mo.W/P/Estt. Dtd.04.04.2016.

The above Estimate is being returned here with following observation as under:

Engg.Portion: (i) Sketch/drawing has no mention the distance of tube-well point to submersible panel/starter point for operation as well as water tank with capacity, taps etc. as per requirement of Comml. Deptt. bearing letter no. Com/PL/LB/15-16 Tube well/01 dt.12/9/15 (P/31).(ii) Actual activities made provision in the instant estimate to be clearly stated item wise in the estimate. (iii) No site incharge inspection report (stn.wise) on that basis it framed the estimate is not found available in the case file.(iv) If, design, capacity of tube well equipped with same facility for all of the 24nos:E” category station , Then why it may not be assessed the cost of one tube well like track estimate per km.and Then multiply with 24 nos.for total cost, which needs to be explained for better appreciation of estimating.

(v) The name of all stations where provision of low capacity tube well to be made are required To be mentioned on detail estimate with the approved list of “E” category station.(vi) Provision of 10% less D & G charges under austerity measure as directed by Rly.Bd. to be confirmed .Comml.Deptt: (i) It should be ensured and certified that estimation is made as per their actual requirement and to be facilited.Elect.(G): (i) Provision and need of 24 nos. of submersible pump with starter as 100% stand by /spare is not clear, which is required to be justified with Rly. Bd./HQ’s fixed norms and directives, otherwise it should be deleted. This should be taken care in future also.(ii) Similarly the extra provision of street light with pole in trac area,large no. of different capacity of light fittings, ceiling fans,glow sign beard, which was also adviced for delition by Comml. Deptt.(P/31) , are also required to be justified on site survey report and actual need base/bare minimum.(iii) This office last observation with advice on the strength of Hd.Qt’s guidelines upon provision of supply item and Their respective rate in the estimate bearing letter no.49/F/02/Esstt/16 Dt. 25/4/16 should be adheared to .(iv) In the light of above a review of estimate should be carried out at the level of at least Sr.DEE(G) with appropriate remarks in this regard.(v) At present all the existing damaged light fittings are being changed by LED light fittings stating technically & financially beneficial in respect of other light fittings. If so, then why LED fittings may not be preferred in This work , needs to be deliberated.

Sr.DFM/ECR/MGS

Status of outsourcing of department wise activities in MGS Divn.

Engg.Department

Sl No.

Activity Duration AmountRs.

Remarks

01 Maint.of track to SSM-BKJ Sec.

11 Months 78,76,045/- Estt.8/TR/Rev./MGS/15-16 (TC.Stage)

02 Councelers of Road users at 53 no. unmanned LC gate in ARA-SSM

12 Months up to 12.4.17

30,06,434/- Agt no. MGS/BT/117/Sr.DEN-I/15-16 Dt.12.4.16

03 Councelers of Road users at 13 no. unmanned LC gate in BD Section

12 Months up to 11.4.17

12,40,103/- Agt. No. MGS/BT/124/Sr.DEN-II dt.12.4.16

04 Hiring of vehicle for DEN/HQ/MGS

02 Years 5,4000/- Estt.no.32/13-14(under process for re tendering

05 Hiring of vehicle for Sr.DEN-I

02 Years up to 26.7.17

4,61,980/- Agt.no. MGS/BT/Agt/1950/Sr.DEN-I/15-16 Dt.31.3.15

06 Hiring of vehicle for Sr.DEN-II

02 Years up to 29.1.17

4,71,000/- Agt.no.MGS/BT/Agt./1925/Sr.DEN-II/15-16 dt.8.1.15

07 Hiring of truck for SE(P.Way) South

02 Years 12,99,288/- Tender notice no.25 of 15-16(under TCM)

08 Hiring of trucks for SE(P.Way)/BKJ

02 Years 9,82,680/- Tender notice no.22 of 14-15(under TCM)

09 Hiring of truck for SE(P.Way) CDMR

02 Years 27,51,504/- Agt.no.MGS/BT/111/Sr.DEN-I/14-15 Dt.20.4.15

10 Hiring of truck for AEN/DOS.

02 Years 26,20,480/- Agt.no.MGS/BT/112/Sr.DEN-I/14-15 Dt.7.7.15

Sr.DME/Power

01 Housekeeping of R.Room Shivganga

03 Years 33,93,379/- Under TCM

02 Housekeeping of R.Room no. 556

03 Years 58,90,224/- Agt.no.MP/136/RR/Shivashray/MGS/15 Dt/7.12.15

03 Hiring of vehicle for 03 Years 12,99,288/- Tender under process

break down

Sr.DME.C & W

01 Daily coach watering ofen-route trains at MGS

03 Years (up to 6.12.18)

3,21,10,875/- Agt.no.MC/8/Watering/14-17 Dt.7.12.15

02 Repair of Door locking arrangement of Boxnhl wagons in examination yard MGS

01 Year (up to 06.09.16)

6,96,298/- Work is going on

03 Comprehensive annual maintenance for 02 no. wild system at MGS

03 Years (up to 4.12.18)

59,91,840/- Work is going on

04 Mechanized washing of linen at Gaya

03 Years (up to 6.6.16)

66,36,989/- Agt.no. MC/11/Bed roll /MGS/12-15 Dt.11.4.13

05 Machined cleaning and watering at washing pit and OBHS

03 Years (up to 15.5.16)

3,30,81,654/- Agt.no.MC/12/Mech.Clg/OBHS/Gya/12 Dt.5.7.2013

06 Pest and rodent control of coaches in primary maintenance train at coaching deport Gaya

33 Months (up to 12.6.2016)

24,72,902/- Agt.no. MC/14/Pest control/Gaya/13 Dt.09.10.2013

07 Out sourcing for repair of B category un loadable wagons at WCC. MGS

06 Months(up to 11.5.2016)

27,14,276/- Agt.no.RS/WCC/B-Cat.Rep/MGS Dt.28.4.2015

08 Repair of weld cracks of site

01 Year 1,97,62,340/- Tender under process

stanchion of Boxnhl wagons

09 Cleaning of WCC,DRY & UDY

01 Year 11,38,340/- Agt.under signature

10 Periodic schedule of AMDB system of LHB coaches

03 Years 3,45,63,476/- Tender under proces

11. CTS works in MGS station

302 days 1,17,50,458/- Under TC stage.

Sr.DEE(TRS)

1. Electric loco body cleaning

3 years (upto 16.08.2016)

10,83,000/- Agt. 01/2013-14, dt:17/08/2013

2. Maintaining cleanliness sanitary and hygienic condition in ELS/MGS

2 years (upto 30.11.2016)

40,98,855/- Agt. 02/2014-15, dt:22.12.2014

3. Road transport contract for transportation of Railway material.

2 years. (upto 23.03.2017)

.35,72,540/- Agt. 01/2015-16 dt:09.04.2015

4. Hiring of multi utility vehicle for caring man and material to the break down /failure site for ELS/MGS

1 years. (upto 27.12.2016)

3,60,000/- Agt.03/2015-16 dt:25.01.16

5. Annual work contract for repairing work on mechanical equipment of elec. loco

2 years 23,72,250/- Under TCM

Sr.DEE(OP)

1. Outsourcing of 03 years. 25,20,961/- Agt. TRS/OPTG/RR/MGS,

running room at MGS.

Upto (31.01.2018)

dt:07.04.2015

2. Outsourcing of running room at Gaya.

3 years upto 24.01.2017

64,55,395/- Agt. TRS/OPTG/RR/GYA ,dt:24.04.2014

3. Outsourcing of vehicle for crew at MGS.

3 years (upto 28.04.2017)

15,35,190/- Agt. TRS/OPTG/JEEP Hiring /13, dt:11.08.2014

4. Outsourcing of cleaning of linen of MGS running room

3 years (upto 26.11.2016)

6,86,847/- Agt. TRS/OPTG/washing/RR /ETTC/MGS/13-15, dt:30.04.2014

5. Outsourcing of sand filling in electric loco at MGS

2 years (upto 07.01.2017)

1,83,911/- Agt. TRS/OPTG/sand filling/14-16 dt:02.06.2015

6. Outsourcing of data entry at crew lobby /MGS&GYA

1 year 8,37,675/- Agt. Stage.

Sr.DSTE

1. Hiring of vehicle for SSE /S/2/MGS,SSE/S/DOS,SSE/S/JPL & SSE/S/GYA

2years (upto 09.03.2017)

82,08,000/- Agt. SG/DSE/OT/06/14, DT:01.05.2015

Sr.DOM

1. Housekeeping of R.Room no.17

4 years (upto 31.01.2018)

51,99,936/- Agt:T/PL/OUTSOURCING/RR/MGS/13,dt:13.02.14

2. Cleaning and

3 years (upto 09.05.2017)

2,25,80,618/- Agt.T/PL/CLEAN/GC/MGS/13 dt:26.05.2014

sanitary work of station area in GC sec ARA-SSN

3. Cleaning and sanitary work of station area of BD sec

3 years (upto 22.04.2017)

69,60,929/- Agt.T/PL/CLEAN/BD/MGS/13 dt:05.06.2014

4. Outsourcing for printing of caution order and photo copy of official paper at MGS.

1 Year (upto 09.11.2015)

23,45,282/- Agt. T/PL/05/PCO/MGS/15, dt:30.11.2015

5. Hiring of vehicle for caring of guard & boxes

3 years (upto 28.08.2017)

53,01,720/- Agt. T/PL/CB/Hiring/MGS/14, dt:26.09.2014

6. Hiring of vehicle for crew management at Gaya

3 years. (upto 09.09.2017)

45,68,400/- Agt. T/PL/Hiring/GYA/14, Dt;10.11.2014

Sr.DSC(RPF)

1. Outsourcing of security arrangement at Elec.Loco at MGS

1 year. 54,65,225/- Under TCM.

2. Hiring of vehicle against condemn

1 Year 4,02,372/- Under TCM.

vehicle no.WB02J3940

CMS/MGS

1. Lifting & dispose of garbage of Railway colony

2 Years. (upto 16.09.2016)

6,24,000/- Work is going on.

2. Cleaning and sanitary work of station area at MGS.

3 Years. (upto 18.10.2018)

10,66,00,000/- Work is going on.

3. Cleaning and sanitary work of station area at GYA.

3 years. (upto July 2017)

1,74,00,000/- Work is going on.


No.49/F/22/Misc./16 MGS, dated:04/05/2016

Sub:- Procurement of furniture items for renovation of BIC office at DOS & SSM. Ref :- Sr.DCM/MGS vide Note No. Com/PL/LSG/15-16/TC/MGS/03 dtd.11.04.2016.

****** In view of Sr.DCM’s clarification vide letter No.

/PL/LSG/15-16/TC/MGS/03 dtd.11.04.2016 and sanctioned under DRM LSG’s 2015-16 in PH-53, the subject proposal is concurred for Rs.1,20,640 /- (One lakh twenty thousand six hundred forty only) in, subject to:

(1) Sanction of competent authority in terms of item No.27(c) of SOP Pt.’D’ Misc. matter.

(2) It should be ensured that amount/fund is available on current DRM LSG’s 2016-17. (3) Availability of fund should be well ensured before incurrence of any liabilities.(4) Reasonableness of rates be ensured and certified

(5) Procurement of furniture should be done through Store department. (6) It should be ensured & certified that there is no LAR/LPR(Store PO) is available for items which BQ has been taken. (7) It should be ensured that the proposed items of furniture for above office is as per norms/scale fixed by Rly. Bd./HQ.

This issued with the approval of Sr.DFM/MGS.

Sr.DFM/ECR/MGS

Sr.DCM/ECR/MGS





(1) It may be ensured that items & quantity taken in tender schedule are in conformity with those provided in sanctioned detail estimate.(2) Availability of fund under proper head of allocation during 2015-16 may be ensured.(3) Reasonableness of rates is to be ensured.(4) Credential of the tender may please be judged.(5) At least 3 LAR’s reference should be mentioned.(6) A clarification/ certification as to whether the participating tenders are appearing in the list of banning of bussiness/ black listed contrator or other wise should have been made in the B/note itself.(7) It may be ensured that quoted LAR’s are lowest,latest,unristricted and comparable LAR’s of similar nature of work and similar location.(8) It may ensured that photo copy of notice published in news papers are genuine & the date of publication has been personally verified by the executive.(9)It should be ensured and certified that no terms and conditions as per GCC has been changed without concurrence of FA&CAO and approval of GM.(10) It should be ensured and certified that sold tender paper and tender documents downloaded from website are exactly the same as approved Tender document by the competent authority.(11) Specific location of work must be endorsed at Tender stage as well on LAO & agreement,be ensured. (12) Cost of lowest /higher offer is 7.08 % below/above than Assessed cost.(13) TC may please be ensured and confirmed that location of work is available for the excution of subject work as per sanctioned estimate.(14) In rate column above/below not in figure at P/159 T.C. may please be seen.(15) Earnest money is given by the tenderer 2/2 in sape of FDR instead of DD between P/313-314 T.C. may please be seen.

(16) Cost of work at page no.17 & 18 has not match with Assessed cost T.C. may please be seen.

Sr.DFM/MGS





(1) It may be ensured that items & quantity taken in tender schedule are in conformity with those provided in sanctioned detail estimate.(2) Availability of fund under proper head of allocation during 2015-16 may be ensured.(3) Reasonableness of rates is to be ensured.(4) Credential of the tender may please be judged.(5) At least 3 LAR’s reference should be mentioned.(6) A clarification/ certification as to whether the participating tenders are appearing in the list of banning of bussiness/ black listed contrator or other wise should have been made in the B/note itself.(7) It may be ensured that quoted LAR’s are lowest,latest,unristricted and comparable LAR’s of similar nature of work and similar location.(8) It may ensured that photo copy of notice published in news papers are genuine & the date of publication has been personally verified by the executive.(9)It should be ensured and certified that no terms and conditions as per GCC has been changed without concurrence of FA&CAO and approval of GM.(10) It should be ensured and certified that sold tender paper and tender documents downloaded from website are exactly the same as approved Tender document by the competent authority.(11) Specific location of work must be endorsed at Tender stage as well on LAO & agreement,be ensured. (12) Cost of lowest /higher offer is 36.65 % below/above than Assessed cost.(13) TC may please be ensured and confirmed that location of work is available for the excution of subject work as per sanctioned estimate. (14) D.D. No.is not mentioned at P/123 & 229 T.C. may please be seen.(15) Details of cost of tender columns are bland at P/176 T.C. may please be seen.

Sr.DFM/MGS

Note

No.49/F/02/Estimate/16 Dated:06/05/2016

Sub :- Connectivity of EPABX Exchange at OCC/MGS with IR exchange/MGS Ref :-Estimate no. 14T/DSTE/SUB/DFCCIL/2015-16 ************** In view of Sr.DSTE/MGS clarification vide letter No. SG/DSE/Estt./16 dtd.13/04/16.the detailed estimate for Rs. 14,57,583 /- (Fourteen lakh fifty seven thousand five hundred eighty three only) may be considered for vetting with the following stipulation, if agreed to:

(1) Availability of fund during 2016-17 should be well ensured before incurrence of any liabilities.

(2) Administrative approval by competent authority required in terms of SOP Para 3(g) of Pt.’A’- Works matter . (3) Reasonableness of rates to be ensured. Submitted for further order please. (4) The vetted detail estimate should be accepted by the authority of DFCCIL &ensured to deposit money in Rly. account before execution of work. (5) It should also be ensured that proposed items & quantities are as per actual requirement on site survey.

(6) Strict adherence to guidelines laid down in para 1138 ‘E’ must be ensured before going ahead.

SSO/F



Tender Notice no:- SG/DSE/ST/01/16 Tender No :-


(1) It may be ensured that items & quantity taken in tender schedule are in conformity with those provided in sanctioned detail estimate.(2) Availability of fund under proper head of allocation during 2016-17 may be ensured.(3) Reasonableness of rates is to be ensured.(4) Credential of the tender may please be judged.(5) At least 3 LAR’s reference should be mentioned.(6) A clarification/ certification as to whether the participating tenders are appearing in the list of banning of bussiness/ black listed contrator or other wise should have been made in the B/note itself.(7) It may be ensured that quoted LAR’s are lowest,latest,unristricted and comparable LAR’s of similar nature of work and similar location.(8) It may ensured that photo copy of notice published in news papers are genuine & the date of publication has been personally verified by the executive.(9)It should be ensured and certified that no terms and conditions as per GCC has been changed without concurrence of FA&CAO and approval of GM.(10) It should be ensured and certified that sold tender paper and tender documents downloaded from website are exactly the same as approved Tender document by the competent authority.(11) Specific location of work must be endorsed at Tender stage as well on LAO & agreement,be ensured. (12) Cost of lowest /higher offer is 10.42 % below/above than Assessed cost.(13) TC may please be ensured and confirmed that location of work is available for the excution of subject work as per sanctioned estimate. (14) Two cutting at page no.81 T.C. may please be seen.(15) Cutting and overwriting at P/52 S.L.No. 1 & 8 in word column T.C. may please be seen.

Sr.DFM/MGS

Note

No.49/F/22/RP/15 MGS, dtd:30/10/2015

Sub:- Fixation of Reserve Price for Cycle-Scooter Parking stand at SSM station. Ref :- Sr.DCM/MGS vide Note No. Com/Cycle-Scooter stand/SSM/16 /MGS

dtd.19.04.2016 ****** The subject proposal has been examined & observed as under:-

The subject proposal was earlier returned by this office on dtd.23.10.15(P/277) . Compliance of same is at P/282. letter of Termination and forfeited EMD of successful tenderer is at P/275. T enderer receiving & information of termination is at P/276.

Now, in view of Sr.DCM’s clarification vide letter No. Com/Parking Stand /Delha /Gaya/15/MGS dtd.29.10.2015,The proposal for fixation of reserve price for Auto stand at Delha side Gaya station (circulating area ) for 03 years for Rs .15,28,227/-(fifteen lakhs twenty eight thousand two hundred twenty seven only) may be considered for concurrence with the following stipulation, if agreed to:

1. Approval of DRM is required for proposed fixation of reserve price as per Para 5.1 of CC 29 of 2015 should be ensured. 2. The guidelines contained in Railway Board’s letter no.2004/TG-iv/8/P dtd.14.05.2015 (CC 29 of 2015 Para) should be strictly adhered to. 3.It may be ensured that the proposed rate of parking/license fee is not below the

parking rates prevailing at important place in the same city/area. 4.It may be ensured that the proposed assessment is for round ‘o’ clock, so that Railway

revenue may not be lost. 5.It may be ensured that there is no objection of firm in location of parking space for

any type of encroachment. 6. Prior Finance concurrence is required for calling of open tender in terms of SOP “E & F”

of item no.18 - Commercial matter, be ensured.

Submitted for further order pl.

SSO

ADFM-1



Sr.DSTEECR/MGS

Sub:-Provision of Lighting protection System in GC section (CDMR,MTGE,KTQ) in MGS.Division. Ref :- Estimate no. DSTE/DRM/LSG/12-13/01

******

The above Revised Estimate is being returned here with following observation as under:

(1) The status of progress of work is to be explained. (2) Continuance of the proposed work in current year’s L.S.G. need to be explained and a copy of the same be enclosed in the case file. (3) The revised estimate may be processed with proper justification and competency as per new SOP Pt. ‘A’ work matter establishing the variation on ‘Price Escalation ’ and other then price escalation . (4) The case file is mooted after duly variation statement with vitiation statement in the Case file & adequate justification for revised estimate / proper reason for excess in items as per J.P.O.no. 49/F/1/15/variation policy /10 dtd.7.12.10 per item wise mentioned in the variation statement.

Sr.DFM/MGS


No.49/F/04/Agt./16 MGS, Dated:10/05/2016

Sr.DEN- IIECR/MGS

Sub:-Reconditioning of Points & Crossing at Gaya yard,MPO and KSTA under AEN/GYA. Ref :- Note no. MGS/BT/21/Sr.DEN II DT. 08/09/2015

******

The above Tender case file is being returned with following observation as under:

During rate verification of Supplementary Agreement it has been noticed that total value of Supl. Agt. has gone up in respect of original sanction estimated cost, for which a revise estimate should be got sanctioned by the competent authority prior finance vetting .This may please be ensured and complied properly.

Sr. DFM/MGS

Note No.49/F/22/misc./16-17

Dated: 12/05/16 Sub :- Proposal for procurement of TV for the work “DOS” Improvement of Booking office, PRS office, Enquiry, circulating area, second class waiting hall etc.. Ref :- Sr.DSTE vide note no.SG/DSE/Estt./16/MGS Dated: 26/04/16. =============

The case file has been examined and observed as under :- The subject proposal vide N/1 duly endorsed by Sr.DSTE for procurement of one TV

(32” inch LED TV item no.23 of the detail sub estimate at P/4) at an approx cost of Rs.31,900 /-

Rate is based on Sony Bravia at P/10. In view of Sr.DSTE’s/MGS clarification vide letter no. SG/DSE/Estt./16 dt.

26.04.16 at P/11. The proposal for procurement of TV ( 32” LED TV for the cost of Rs.31,900/-) (Thirty one thousand nine hundred only) may be considered for concurrence with the following stipulation, if agreed to:

1. Approval and recommendation of DRM/MGS is required before sending to Hd. Qtrs.2. Approval of AGM in consultation with Hd. Qtrs. finance for dispensation of ban in terms of Hd. Qtrs. Finance letter No.ECR/FIN/Policy/2009 dtd.24.09.09.3. Availability of fund under proper head of allocation during 2016-17 under Current year’s LSG may be ensured.4. Procurement of TVs should be done through store department in usual manner.5. Proper accountal of TVs is to be ensured.6. To ensure and certify that the proposed size and modal is admissible for use at station as per laid down norms. Submitted for further order please.

SSO/F



Sr.DCMECR/MGS

Sub:-Proposal for Procurement of furniture items. Ref :- Note no. Com.office furniture/MGS DT. 29/04/2016

******

The above proposal is being returned with following observation as under:

(1) Proper book value of all proposed items as per office record is necessary to be consider for condemnation .(2) The last purchase details of proposed furniture is to be explained and attached. (3) Approval of competent authority and memorandum for condemnation of furniture to be enclosed in the case file.(4) Purchase proposal to be processed as per norm and scale prescribed in standardization approved by HQ’s.(5) Estimation should be done on the basis of LPR/PO/Store (HQ) PO rather than BQ. and also duly approved by CA needs to ensured for items for which no LAR’s/Po available .(6) Clear Availability of fund under proposed head of Allocation should be ensured before Incurring of any liabilities.

Sr.DFM/MGS


No. 49/F/04/Quot/16 Dated 18/05/2016

Sr.DSTEE.C.Rly.MGS

Sub:- Proposal for repairing of Motor vehicle no.UP-67-G-0134. Ref:- Note no. SG/DSE/Veh REP/UP-67G013 Dt. 16.2.16


(1) When was last repair done? The complete profile of the vehicle and details of major repair under taken so far needs to be explained as per records.(2) Survey committee report of repairable parts should be submitted in the case file with consent of mechanical department .(3) B.Q should be certified by at least Gaz. officer for its conformity .(4) Clear availability of fund 2016-17 under proposed head of allocation and the liability register sent along with the case file with proper endorsement.

Sr.DFM/MGS

East Central Railway Accounts Department No.49/F/22/misc./16-17 Dated: 18/05/16

Sub :- Proposal for procurement of TV for the work “DOS” Improvement of Booking office, PRS office, Enquiry, circulating area, second class waiting hall etc.. Ref :- Sr.DSTE vide note no.SG/DSE/Estt./16/MGS Dated: 26/04/16. ****************

The case file has been examined and observed as under :- The subject proposal vide N/1 duly endorsed by Sr.DSTE for procurement of one TV

(32” inch LED TV item no.23 of the detail sub estimate at P/4) at an approx cost of Rs.31,900 /-

Rate is based on Sony Bravia at P/10. In view of Sr.DSTE’s/MGS clarification vide letter no. SG/DSE/Estt./16 dt.

26.04.16 at P/11. The proposal for procurement of TV ( 32” LED TV for the cost of Rs.31,900/-) (Thirty one thousand nine hundred only) is concurred,in subject to:

1. Approval and recommendation of DRM/MGS is required before sending to Hd. Qtrs.2. Approval of AGM in consultation with Hd. Qtrs. finance for dispensation of ban in terms of Hd. Qtrs. Finance letter No.ECR/FIN/Policy/2009 dtd.24.09.09.3. Availability of fund under proper head of allocation during 2016-17 under Current year’s LSG may be ensured.4. Procurement of TVs should be done through store department in usual manner.5. Proper accountal of TVs is to be ensured.6. To ensure and certify that the proposed size and modal is admissible for use at station as per laid down norms.

Sr.DFM/MGSSr.DSTE/MGS


No. 49/F/22/Misc./Qut./16 Dt. 18/05/2016

Sr.DSC/MGSSub :- Repair of Vehicle No. Up-67-G-0113

Ref :- Note no.DSC/M/0113/2016 Dt.26.04.16

During scrutiny of the case it has been noticed that recently a proposal for servicing with small repair of same vehicle was concurred on 06/01/2016 under dispensation of tender by calling quotation (P/27).

In a very short time it has been approached by driver/Kh. Help. for repair of same vehicle(P/28 to P/30) and some common items like change of mobil, mobil filter , diesel filter etc. are found in both of the proposal, so question is there that :

(i) Norms of stipulated time for changing of mobil, filter etc. should be confirmed and documentarily established.

(ii)1st. repair proposal was concurred on 06/01/16 and 2nd.repair approached first on 07/01/16 (Reverse of P/28),So why this work under 2nd. Repair could not be made/incorporated in earlier repair, which needs to be reviewed and justified with adequate reason.

(iii) How it is not a case of spilling may also be justified. Hence the above subject case file is returned for proper compliance.

Sr.DFM/MGS



Sub:-Detailed estimate No.9 /16-17 Part estimate for Geotechnical investigation, In detail for proposed ROB at LC NO. 29 in BD Section of MGS Division.


In view of Sr.DEN/II/MGS note No. W/P/Estimate Dated 04/05/2016 The part estimate against sanctioned work under Pink Book 2016-17, is vetted for Rs.17,79,463/- (Seventeen lakhs seventy nine thousand four hundred sixty three rupees only),in subject to :-



Sr . DFM/MGS

Sr.DEN/II/MGS



Brief Note


Tender Notice no:-36 of 2015-16(Open)-Engg/MGS Tender no.:- 01


(1) It may be ensured that items & quantity taken in tender schedule are in conformity with those provided in sanctioned detail estimate.(2) Availability of fund under proper head of allocation during 2016-17 may be ensured.(3) Reasonableness of rates is to be ensured.(4) Credential of the tender may please be judged.(5) At least 3 LAR’s reference should be mentioned.(6) A clarification/ certification as to whether the participating tenders are appearing in the list of banning of bussiness/ black listed contrator or other wise should have been made in the B/note itself.(7) It may be ensured that quoted LAR’s are lowest,latest,unristricted and comparable LAR’s of similar nature of work and similar location.(8) It may ensured that photo copy of notice published in news papers are genuine & the date of publication has been personally verified by the executive.(9)It should be ensured and certified that no terms and conditions as per GCC has been changed without concurrence of FA&CAO and approval of GM.(10) It should be ensured and certified that sold tender paper and tender documents downloaded from website are exactly the same as approved Tender document by the competent authority.(11) Specific location of work must be endorsed at Tender stage as well on LAO & agreement,be ensured. (12) Cost of lowest /higher offer is 15.18% below/above than Assessed cost.(13) TC may please be ensured and confirmed that location of work is available for the excution of subject work as per sanctioned estimate.

Sr.DFM/MGS



Sr.DEN- IIECR/MGS

Sub:-Construction of Limited High subway at LC No. 31,43,32/C,35/C, 25,39,37,13 sanctioned in LAW Book & Estt. No. 150 to 157 of 15-16

Ref :- Letter No. W/P/Estt. Dt. 04.05.2016 ******

The above Estimate is being returned with following observation as under:

(1) Compliance against this office observation specially no 3 & 4 is found un-complied, which would be required proper compliance. (2) In respect of compliance item no. 1 & 2 it is further observed that; (i) The work is originally sanctioned in the year’2012-13 and detail estimate initiated in the year’2016-17,so delay reason should be brought out on record. (ii) It should be ensured & certified that the detail estimate has neither been framed/vetted /sanctioned earlier nor been executed through any other programme/sources. (iii) Current Law Book mo. (year’2016-17) is required to be furnished. (iv) Approved drawing /plan on which basis the detail estimate has been framed, to be furnished. (v) Reason for increase in estimated value (detail estimate) in respect of initial sanctioned cost should be deliberated with compliance of condition for restricted percentage on account of price escalation and other than price escalation.

Sr.DFM/MGS


No. 49/F/22/Misc./Qut./16 Dt. 23/05/2016

Sr.DSC/MGS Sub :- Repair of Vehicle No. Up-67-G-0008

Ref :- Note no.Nil Rs. 7490/-

While going through the file in details , it found that three repairs initiated within seven months through separate proposal which has been listed by this office as Anex “A”, so following information /clarifications are required to be furnished;

i. Total expenditure occurred up till now on account of repair & maintenance to be given with break-up of year-wise expenditure.

ii. No repair is proposed/done within warranty period , be ensured and certified.iii. Adequate reason for frequent repair is also required to be furnished and justified

specially in financial point of view. On this issue a consent of Sr.DSC should be taken. iv. This work has not been split up for the purpose of bringing it within the ambit of

condition i.e. without finance concurrence be ensured and justified. v. Two different statement of vehicle driver(P/51 and P/52) for defectives is not clear , please justify with adequate reason. Hence the above subject case file is returned for proper compliance.

Sr.DFM/MGS


Brief Note


Tender Notice no:-36of 2015-16(Open)-Engg/MGS Tender No.:- 02


(1) It may be ensured that items & quantity taken in tender schedule are in conformity with those provided in sanctioned detail estimate.(2) Availability of fund under proper head of allocation during 2015-16 may be ensured.(3) Reasonableness of rates is to be ensured.(4) Credential of the tender may please be judged.(5) At least 3 LAR’s reference should be mentioned.(6) A clarification/ certification as to whether the participating tenders are appearing in the list of banning of bussiness/ black listed contrator or other wise should have been made in the B/note itself.(7) It may be ensured that quoted LAR’s are lowest,latest,unristricted and comparable LAR’s of similar nature of work and similar location.(8) It may ensured that photo copy of notice published in news papers are genuine & the date of publication has been personally verified by the executive.(9)It should be ensured and certified that no terms and conditions as per GCC has been changed without concurrence of FA&CAO and approval of GM.(10) It should be ensured and certified that sold tender paper and tender documents downloaded from website are exactly the same as approved Tender document by the competent authority.(11) Specific location of work must be endorsed at Tender stage as well on LAO & agreement,be ensured. (12) Cost of lowest /higher offer is 75.86% below/above than Assessed cost.(13) TC may please be ensured and confirmed that location of work is available for the excution of subject work as per sanctioned estimate.(14) Only one sign of tender opening officials is found at page no. 429,432 & 599 T.C may please be seen.(15) No page marking between P/363 to 364 T.C. may please be seen.(16) Page no. 286 is not mentaion between page (285-287) T.C may please be seen.

Sr.DFM/MGS


No. 49/F/02/Estt./16 Dated 25/05/2016

Sr.DSTEE.C.Rly.MGS

Sub:- Comprehensive Annual maintenance contract of 41 nos. data Logger in MGS Division. Ref:- Note no. 07/DSTE/Rev/DL/2016-19 MGS Date-11.05.2016


1. The items and quantities provided is the existing contracts for MGS division should be explained and proposed items and quantities should be justified.

2. The rate of each items should be as per LAR of the existing contract rather than budgetary quotations reasonableness of budgetary rates needs to be justified as per LAR .

3. The proposed firm is OEM/Authorized dealer for all the proposed systems should be certified with authority letter .

4. Administrative approval of DRM/MGS should be required.

Sr.DFM/MGS



Sr.DEN- IIECR/MGS

Sub:-Proposal of scrap water columns lying at Gaya. Ref :- Note No. W/P/Scrap/2016 Dt 01.03.2016

In view of compliance (P/14) against finance observation (P/11) and on policy guidelines for inclusion of new low value item (P/9 item no.(iii)] in existing list as provided by DMM/MGS (P/10), The proposal is concurred in subject to:

i. This requires the approval of DRM/MGS in terms of SOP Para 3(a)of SOP Pt .”c” link with policy guidelines at P/9 & P/10.

ii. A memorandum of this item should be issued to include in existing list of low value scrap items as provided by HQ. with an intimation to this office.

iii. The guidelines contained in JPO No.ECR/SMM/COS/Sale /Policy /2014-15 dt. 19.03.2015 as communicated by DMM/MGS (P/9&P/10 should be strictly followed.

iv. Reserve price valuation of materials (scrap) should be fixed duly approved by the competent authority as per extent rules and procedure before going ahead and ensured the value of per item /per lot is below one lakh.

Check-Note: All the low value scrap items (per item/per lot) should be listed at the earliest and necessary action to be initiated under prescribed policy guidelines instead of isolated and piecemeal processing.

Sr.DFM/MGS


No.49/F/02/estimate/16 Dated,26/05/2016

Sub :- Preparation of digital lan and drainage system plan of Gaya yard By collecting field data. Ref :- :- Detailed estimate no:-139/15-16

**************The above detail estimate for Rs.2,44,420/- (Rs.two lakhs forty four thousand four

hundred twenty only) is vetted , in subject to:

1 Sanction of competent authority in terms of SOP Para 3(f) of part ‘A’ - Works matter.2. Proposed items and quantities are as per actual requirement on site survey and reasonable, be ensured and certify.3. Used LARs are recent, un-restricted, comparable and lowest be ensured and certify.4. Strict adherence guidelines laid down under note (1)of Para 703E before sanction of detail estimate.5. Availability of fund under proposed head of allocation should be ensured.6. Deptt. has no other option available to execute this work through departmental agency except out agency, be ensured.

Sr.DFM/ECR/MGS

Sr.DEN/II/ECR/MGS


No. 49/F/02/Estt./16 Dated 31/05/2016

Sr.DSTEE.C.Rly.MGS

Sub:- Connectivity of EPABX Exchange at OCC/MGS with IR Exchange/MGS Ref:- Letter no. SG/DSE/Estt./16 MGS Date-13.04.2016


(1) Rate is based on Benzfab Technologies Pvt. Ltd. (P/1),(BQ) for S.N.8 of D/E(P/8) and rest of estimation is based on PO & TEJAS INFOTEL Ltd. but it is not tally with statement of D/Estimate how ever the copy of PO is attached in the case file and instead of LAR/PO rate analysis done on the basis of 03 BQ and duly certify by at least Gaz. Officer for its conformity . (2) Items like Printer and DC to AC converter sl.no. 9 & 12 and all other supply items to be provided under “Store” column for procurement through store department.

Sr.DFM/MGS


No. 49/F/02/Estt./16 Dt. 31/05/2016

Sr.DSC/MGS

Sub:- Cooking arrangement in RPF Barrack at MGS-06 Nos, SSM-01,DOS-01,Gya-02,JPL-01 Nos for 90 days. Ref:- DSC/M/Cook/2016 dt.17.05.2016


1. On the strength of Rly. Bd’s directives (indicated as P/7) cooking arrangement (for one year only) through out sourcing on concurrence of Hd. Qtr’s finance and approval of GM/ECR.(as indicated P/11 & P/7).Existing contract against this sanction has been expired. Now a fresh proposal is initiated for further there months. So, question is there that this proposal will whether send to Hd. Qrs. for fresh sanction of further three months or at divisional level, which needs to be confirmed and proposal to be initiated accordingly.

2. Proposal should be submitted with administrative approval of DRM.3. Fund availability should be ensured and certified.

Sr.DFM/MGS

Concurrence

L.No. 49/F/22/Misc./16 Dated 06/06/16

Sub:- Concurrence for acceptance of quotation under Dispensation of tender. Ref:- Note no. ADSC/M/T.SUMO/0113/16 Dt.20.05.16 ****************** In view of justification with facts and situation and specially on compliance of Sr.DSC/MGS office letter no. ADSC/M/T.Sumo/0113/16 dt. 22.05.2016 the proposal under dispensation of Tender by calling quotation , is being concurred for Rs.7480/-.(Seven thousand four hundred eighty only).in, subject to:

(1) Sanctioned of competent authority in terms of item no II of SOP Pt.‘A’ Work matter.(2) Clear availability of fund under proper head of allocation during 2016-17 is to be ensured .(3) Reasonableness of rate to be ensure.(4) Instructions laid down to foot note to item no.(II) of SOP’A’ work matter should be ensured.(5All the released material to be returned back to Rly. Store and payment to be made as per actual work is performed by the agency.

Sr.DFM/MGS


No. 49/F/02/Re.Estt./16 Dated 07/06/2016

Sr.DSTEE.C.Rly.MGS

Sub:- Revised Estimate for the work of Provision of Lightening Protection system in GC Section (CDMR,MTGE,KTQ) in Mughalsarai Division. Ref:- Letter no. SG/DSE/Estt./5/16 MGS Date-17.05.2016

The above Revised Estimate is being returned with following observation as under:1. Ordinarily, Revised estimate is considered for vetting after acceptance of tender by the

competent authority on the basis of accepted rates. Why this could not be done in the instant case need to be explained.

2. Why realistic estimation i.e. proper LAR’s etc. could not be ensured at the time of framing detailed estimate needs to be explained and justified.

3. The work was sanctioned in the year 2012-13 and the work has not yet started. The necessity of the work be reviewed and position be confirmed.

4. Continuance of the proposed work in current year’s LSG be confirmed and a copy of the same be enclosed .

Sr.DFM/MGS


No. 49/F/22/Misc./16 Dated 07/06/2016

Sr.DSTEE.C.Rly.MGS

Sub:- Proposal for repairing of V-SAT at Aurangabad (town) PRS(SRO) Ref:- Note no. SG/DSE/V-SAT/16/05 MGS Date-10.05.2016


1. Proposed estimation on the basis of M/S HCIL Comtel Ltd. at P/1, but it is not clear, it is OEM/authorized dealer or not.

2. Rate analysis should be done on the basis of 03 (BQ) and duly signed by at least Gaz. officer for its conformity.

3. Clear availability of fund during 2016-17 under proposed head of allocation with proper endorsement in liability register and sent along with case file.

4. When was last repair done and clarify the purchase cost is not more than repair cost. 5. Details of last repairs under taken, if any.

Enc.: As aboveSr.DFM/MGS



Brief Note


Tender Notice no:-Sg/DSE/OT/01/16 Tender no.:-


(1) It may be ensured that items & quantity taken in tender schedule are in conformity with those provided in sanctioned detail estimate.(2) Availability of fund under proper head of allocation during 2016-17 may be ensured.(3) Reasonableness of rates is to be ensured.(4) Credential of the tender may please be judged.(5) At least 3 LAR’s reference should be mentioned.(6) A clarification/ certification as to whether the participating tenders are appearing in the list of banning of bussiness/ black listed contrator or other wise should have been made in the B/note itself.(7) It may be ensured that quoted LAR’s are lowest,latest,unristricted and comparable LAR’s of similar nature of work and similar location.(8) It may ensured that photo copy of notice published in news papers are genuine & the date of publication has been personally verified by the executive.(9)It should be ensured and certified that no terms and conditions as per GCC has been changed without concurrence of FA&CAO and approval of GM.(10) It should be ensured and certified that sold tender paper and tender documents downloaded from website are exactly the same as approved Tender document by the competent authority.(11) Specific location of work must be endorsed at Tender stage as well on LAO & agreement,be ensured. (12) Cost of lowest /higher offer is 32.73% below/above than Assessed cost.(13) TC may please be ensured and confirmed that location of work is available for the excution of subject work as per sanctioned estimate.(14) Bank D.D submitted by the firm M/S T.K.Enterprises has been addressed to bank authority for verification but no verification from Bank is found in the case file.T.C may please be seen.(15) One cutting at P/154 T.C. may pleas be seen.(16) Item no.1 rate differ with words & figure at P/216 T.C. may please be seen.

(17) No sign is found of Gaz. Officer at P/76 (Shedule of work) .T.C. may please be seen.(18) Earlier tender has been terminated with the approval of Sr.DSTE/MGS at (P/71) T.C. may please be seen.

Sr.DFM/MGS



Sub:- Construction of Limited High Subway at LC No.31 in BD section. Ref :-Sr.DEN(II) vide estimate no. 150 /15-16 . ******

In view of Sr.DEN/II/MGS clarification vide letter No. W/P/Estimate Dated 25/05/2016 for the subject work sanctioned under LAW Book 2015-16,PH-30, detail estimate is vetted for Rs.1,28,65,678/- (One crore Twenty eight lakhs sixty five thousand six hundred seventy eight rupees only) subject to :-


Book 2015-16. 5) Proposed items and their respective quantities are as per actual requirement on site

survey / within sanctioned scope of work .6) Excess over sanctioned cost is not leading to change in scope of work or

modification/material modification, be ensured and certified.7) As per reply dt.25.05.2016,the drawing is under preparation where as the detailed

estimate should be framed as per drawing duly approved by the competent authority. This may kindly be looked into by the sanctioning authority before according sanction.

8) The laid down criteria i.e. TVU for LHS/RUB/ROB has not been detailed, this also needs to be complied before obtaining sanction of the competent authority.

Sr. DFM/MGS

Sr.DEN/II/MGS




In view of Sr.DEN/II/MGS clarification vide letter No. W/P/Estimate Dated 25/05/2016 for the subject work sanctioned under LAW Book 2015-16,PH-30, detail estimate is vetted for Rs.1,27,04,441/- (One crore Twenty seven lakhs four thousand four hundred forty one rupees only) subject to :-







Sr. DFM/MGS

Sr.DEN/II/MGS



Sub:- Construction of Limited High Subway at LC No.32/C in BD section. Ref :-Sr.DEN(II) vide estimate no. 152 /15-16 . ******

In view of Sr.DEN/II/MGS clarification vide letter No. W/P/Estimate Dated 25/05/2016 for the subject work sanctioned under LAW Book 2015-16,PH-30, detail estimate is vetted for Rs.1,28,82,569/- (One crore Twenty eight lakhs eighty two thousand five hundred sixty nine rupees only) subject to :-







Sr. DFM/MGS

Sr.DEN/II/MGS



Sub:- Construction of Limited High Subway at LC No.35/C in BD section. Ref :-Sr.DEN(II) vide estimate no. 153 /15-16 . ******

In view of Sr.DEN/II/MGS clarification vide letter No. W/P/Estimate Dated 25/05/2016 for the subject work sanctioned under LAW Book 2015-16,PH-30, detail estimate is vetted for Rs.1,27,81,799/- (One crore Twenty seven lakhs eighty one thousand seven hundred ninety nine rupees only) subject to :-







Sr. DFM/MGS

Sr.DEN/II/MGS




In view of Sr.DEN/II/MGS clarification vide letter No. W/P/Estimate Dated 25/05/2016 for the subject work sanctioned under LAW Book 2015-16,PH-30, detail estimate is vetted for Rs.1,27,32,707/- (One crore Twenty seven lakhs thirty two thousand seven hundred seven rupees only) subject to :-







Sr. DFM/MGS

Sr.DEN/II/MGS




In view of Sr.DEN/II/MGS clarification vide letter No. W/P/Estimate Dated 25/05/2016 for the subject work sanctioned under LAW Book 2015-16,PH-30, detail estimate is vetted for Rs.1,27,84,052/- (One crore Twenty seven lakhs eighty four thousand fifty two rupees only) subject to :-







Sr. DFM/MGS

Sr.DEN/II/MGS




In view of Sr.DEN/II/MGS clarification vide letter No. W/P/Estimate Dated 25/05/2016 for the subject work sanctioned under LAW Book 2015-16,PH-30, detail estimate is vetted for Rs.1,23,30,132/- (One crore Twenty three lakhs thirty thousand one hundred thirty two rupees only) subject to :-







Sr. DFM/MGS

Sr.DEN/II/MGS




In view of Sr.DEN/II/MGS clarification vide letter No. W/P/Estimate Dated 25/05/2016 for the subject work sanctioned under LAW Book 2015-16,PH-30, detail estimate is vetted for 1,26,12,703/- (One crore Twenty six lakhs sixty twelve thousand seven hundred three rupees only) subject to :-







Sr. DFM/MGS

Sr.DEN/II/MGS

Note



Ref :- Your letter no. DSC/M/Sumo/UP-67-G-0008/2016 Dt.18.02.2016

************


Compliance of concurrence copy is at NS/9. Approval for calling quotation given by Sr.DSC/MGS is at P/NS/6. Letter issued by Sr.DSC/MGS to quotationer on 21/04/2016 at P/53. Tender period considered for 07 days. Tender is open on Dt. 29/04/2016. In view of ASC/MGS clarification vide letter No.DSC/M/Sumo-0008/2016 dt.25.5.2016 for the subject proposal for Rs.7490/-(Seven thousand four hundred ninety only/-),Dispensation of Tender is concurred if, agreed to:-


(ii) Clear Availability of fund under proposed head of Allocation should be ensured before Incurring of any liabilities.(iii) Lowest offer value is equal to assessed, cost however reasonableness of rate/cost

should be ensured at competent level.(iv) Strict adherence to the guidelines laid contains in foot-note to above said SOP Para.

SSO/F




Ref :- Your letter no. DSC/M/Sumo/UP-67-G-0008/2016 Dt.18.02.2016

************


Compliance of concurrence copy is at NS/9. Approval for calling quotation given by Sr.DSC/MGS is at P/NS/6. Letter issued by Sr.DSC/MGS to quotationer on 21/04/2016 at P/53. Tender period considered for 07 days. Tender is open on Dt. 29/04/2016. In view of ASC/MGS clarification vide letter No.DSC/M/Sumo-0008/2016 dt.25.5.2016 for the subject proposal for Rs.7490/-(Seven thousand four hundred ninety only/-),Dispensation of Tender is concurred in,subject to:-


(ii) Clear Availability of fund under proposed head of Allocation should be ensured before Incurring of any liabilities.(iii) Lowest offer value is equal to assessed, cost however reasonableness of rate/cost

should be ensured at competent level.(iv) Strict adherence to the guidelines laid contains in foot-note to above said SOP Para.(v) Proposed repair is economical and a mid way survey for condemnation should be done, if it gives frequent troubles.

SrDFM/MGS

Sr.DSC/MGS


No. 49/F/22/Misc./16 Dated 16/06/2016

Sr.DSTEE.C.Rly.MGS

Sub:- Procurement of 1000 nos. of ordinary mobile sets in lieu of GPH (Genral Purpose Handset) and OPH (Operational Purpose Handset). Ref:- Your’s letter no. SG/DSE/Store/15/11 MGS dt.27/05/16


In terms of Railway Board’s letter no. 2010/tele/TN/1 dt. 03/06.09.2010 and dated 13.09.2010, Mobile handsets are admissible only to GM,AGM,PHOD’s and DRM’s. There is no Railway Board’s guidelines available for providing mobile handsets to other Officers/Staff. Thus, Railway Board’s guidelines is essential to consider the case.

Sr.DFM/MGS


No.49/F/02/Estt./16 Dated- 17/06/2016

Sub:- Comprehensive Annual maintenance contract of 41 Nos. Data Logger in Mughalsarai Division.

Ref:- Your’s letter no. SG/DSE/Estimate/5/16 MGS dt.31.05.2016 ****************

The subject proposal has been examined & observed as under:- The subject proposal was earlier returned by this office on dtd.25.05.2016 is at P/14.

Compliance of same is at P/15.

In view of clarification vide note no.SG/DSE/Estimate/5/16 MGS dtd.31.05.2016 (P/15) The above Estimate for amounting Rs. 81,39,308 /- (Eighty one lakhs thirty nine thousand three hundred eight only) for Comprehensive Annual Maintenance contract of 41 Nos.Data Logger in Mughalsrai Division is concurred in, subject to:-

(1) Approval of DRM/MGS is required in terms of SOP Para 59 of Pt.’A’- Works matter . (2) Availability of fund during year 2015-16 under proposed head of allocation should be ensured. (3) Reasonableness of rates to be ensured . (4) After Approval/Sanction of above proposal the d/estimate should be got vetted.

Sr.DFM/MGS Sr.DSTE/MGS

akshay finance proposal.docx

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Transcript of akshay finance proposal.docx