i

(For official use only) GOVERNMENT OF INDIA

MINISTRY OF RAILWAYS(RAILWAY BOARD)

STORES DIRECTORATE

RULES FOR ENTERING INTO SUPPLY CONTRACTS

Updated Embodying Railway Boards Instructions issued upto 31-12-2008(4th Edition)

OCTOBER-2009For circulars from 01-01-2009 please see:homeabout Indian railwaysrailway board directoratesstorescirculars

ii

PREFACE FOR FOURTH EDITION1. Ministry of Railways (Railway board) in their letter no 85/RS(G)/779/31 dated 02/01/2008 constituted a committee consisting of the officers mentioned below to review the compendium "Rules for entering into supply contracts" and revise/ update the same incorporating all instructions/orders regarding award of tenders including invitation of tenders, formation of tender committee, negotiations, etc. to make it useful for the officers/staff dealing with the purchase of Railway Stores. (a) (b) (c) (d) 2.1 C.O.S., Southern Railway FA & CAO/WST/SR CMM/Shell/ICF Chairman Member Member

One Dy. CMM each to assist them

The review was completed over a period of 3 months from Feb-2008 to May-2008. However, it was learnt that purchase powers and policy guidelines with respect to tendering and purchase were being reviewed/revised by Board. It was proposed to review all the chapters again for incorporation of all the policy directives and enhancement in purchase powers issued up to 31/12/2008. Board was also advised vide Southern Railway Policy letter No.S.Policy/11 dated 09/02/2009 about the review. This book is prepared subject wise and divided into specific chapters. The annexures have been regrouped and consolidated with chapter demarcation for easy reference. The compendium is purely intended to serve as a guide for official use only and should not be quoted as an Authority in any official reference/contracts/documents or produced in a Court, and should be treated as a confidential document. Reference wherever necessary should always be made to the original orders on the subject. Errors or omissions or any suggestion for inclusion of any matter, or for the improvement or amendment of any particular provision contained herein may be addressed to the Secretary (Stores), Railway Board, New Delhi through proper channel. The committee would like to extend its appreciation of the valuable services rendered by the Staff of Policy Section, Stores Finance Section and Printing Press, Southern Railway.

2.2 3.

4.

5.

(C. ILANGOVAN) COS/S.RLY Chairman

(SUJATHA JAYARAJ) FA&CAO/S&W/S.RLY Member

(K. SHUNMUGARAJ) CMM/Shell/ICF Member

iii

Government of India Ministry of Railways (Railway Board) o.85/RS(G)/779/31 The General Manager (Stores), Southern Railway, Chennai. Sub : Revision/updating of Compendium "Rules for entering into supply contracts". Ministry of Railways have decided to constitute a Committee of the officers mentioned below, which will review the compendium "Rules for entering into supply contracts April, 2000" compiled by Southern Railway and revise/update the same incorporating all policy instructions /orders regarding award of tenders, including invitation of tenders, formation of Tender Committee, negotiation etc. to make it more useful for the officers/staff dealing with the purchase of Railway Stores:a) b) c) d) COS, Southem Railway FA & CAO(WST) / Southern Railway CMM/Shell/ICF One Dy. CMM, each to assist them. : : : Chairman. Member Member Dated: 02/01/2008

Secretarial assistance in this regard will be provided by Southern Railway. EDRS(P) may be contacted by the committee whenever any information concerning imports is required by them. Ministry of Railways desires that the Committee should complete the revision/ updating of the said compendium in 3 months time. A sample bidding document for import as well as loc al purchase should also be given in the compendium for guidance. This issues with the concurrence of Finance Directorate of Ministry of Railways. Sd/Trilok Kothari) DRS(IC)/Rly Bd

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CONTENTS Chapters Title PART I PURCHAS E - AN OV ER VIEW P1CI P1C2 P1C3 P1C4 Purchase-an Over View Canons of Financial Propriety & Legal Aspects of Purchasing & Ethics in Buying Material Management - Outline Registration of Firm PART II TENDER SYSTEM P2C1 P2C2 P2C3 P2C4 P2C5 P2C6 Calling of Tenders Opening of Tenders Constitution of Tender Committees Consideration of Tenders Purchase from SSI, KVIC & Women's Development Corporations E-Procurement PART III CONCLUSION OF CONTRACT Acceptance of Tenders Payment Terms Variation Clauses Price Preference Acceptance of Price Preference PART IV IMPORTS P4 Imports PART V P5C1 P5C2 P5C3 P5C4 ENFORCEMENT OF CONDITIONS AGAINST DEFAULTI NG SUPPLI ERS Extension of Delivery Period Levy of Liquidated Damages Risk Purchase Recovery of RP Loss, GD, LD, Etc PART VI MISCELLANEOUS EMD. SD, Guarant ee Bond Firm Price Contracts- Effect of Inc reas e in Prices H/O of Rly Property to Outsiders Indigeneous Development of Imported items Local Purchase Procurement of Stores - Provisioning Procurement of Proprietory items Dealing with the Rly. Board Contracts Procurement from approved sources & Quality Supplies 89 93 97 101 79 15 28 33 38 57 59 1 3 7 9 Pg. No.

P3C1 P3C2 P3C3 P3C4

61 64 68 76

P6C1 P6C2 P6C3 P6C4 P6C5 P6C6 P6C7 P6C8 P6C9

105 112 113 116 117 120 123 126 135

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INDEX TO ANNEXURESPART I CHAPTER 1 S. No 1 Annx. No. I/1-01 Page No 145

Year 1997

Boards letter no. Ministers note

Date 28.03. 97

Subject Need for introducing transparency and Competitiveness in procurement of materials Trans parency in Purchase contracts awarded on nomination basis

2

2008

I/1-02

2008/RS(G)/779/2

14.02. 08

145

PART I CHAPTER 2 1 1980 I/2-01 80/RS (G) 779/58 10.11. 80 Canons of financial propriety Revision to P ara 131-S to the In dian Railway Code for Stores Department.

150

PART I CHAPTER 3 ---------------- NIL -----------------PART I CHAPTER 4 1 1976 I/4-01 66/RS (G)363/(II) 28.01. 76 Automatic Registration with D. G. S. & D of Small Scale Units registered with N. S. I. C. Automatic Registration with D. G. S. & D. of Small Scale Units registered with N.S.I.C. Recommendations No. 64, 65, 66, 67, 68 & 69 of the 2nd and Final Report of the COIMRegistration of firms of Railways Automatic Registration with D. G. S, & D./ Railways of Small Scale Units registered with N. S. I. C. Registration of firms as Approved Suppliers -Amendments in the application form Registration of firms Recognition of Registration of the SSI Units with N.S.I. C under Single Point Registration Scheme Registration of firms Registration of Small Scale Industrial Units under Single Point Registration Scheme Automatic Registration of firms with N.S.I.C.

151

2

1976

I/4-02

66/RS (G)/363/II

25.08. 76

154

3

1978

I/4-03

76/RS (G)/164/16

24.02. 78

157

4

1978

I/4-04

78/RS (G)/363/2

25.02. 78

164

5

1980

I/4-05

76/RS (G)/164/16

08.08. 80

165 166 166 168 168

6 7

1981 1983

I/4-06 I/4-07

76/RS (G)/164/16 83/RS (G)/363/2

31.03. 81 21.10. 83

8 9

1984 1987

I/4-08 I/4-09

76/RS (G)/164/16 85/RS (G) /363/2

03.09. 84 30.06. 87/ 02.07. 87 13.10. 89

10

1989

I/4-10

89/RS (G)/11/16

169

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S. No 11 12

Year 1989 1991

Annx. No. I/4-11 I/4-12

Boards letter no. 76/RS (G)/164/16 88/RS (IC)/7511/ 5

Date 19.10. 89 16.05. 91

Subject Registration of Firms on Railways Vendor Rating evaluation report on the Main Frame Computer ICIM 6060 of CR based on the Steering Committee guidelines. Vendor evaluation on Railways & PUs. Revokation of banning of business dealings with fraudulent firms. Procurement of quality material weeding out of firms manufacturing sub-standard quality materials Cart el formation vendors by approved

Page No 169

170

13 14 15

1997 1999 2001

I/4-13 I/4-14 I/4-15

95/RS (IC)/165/34 91/LS/54/ 7(487) 99/RS (G)/709/ 4

30.06. 97 09.12. 99 09.02. 01

172 178

179

16 17 18 19 20 21

2002 2002 2002 2002 2003 2005

I/4-16 I/4-17 I/4-18 I/4-19 I/4-20 I/4-21

2001/RS/(G)/779/4 2001/RS/(G)/779/4 99/RS/(G)/1709/ 1 2002/RS(G)/753/1 2003/RS/(G)/11/ 3 2002/LS/54/7/Pt-I

05.08. 02 05.08. 02 12.09. 02 08.11. 02 17.07. 03 28.01. 05

181 182 183 184

Guidelines for approval of vendors in order to prevent cart el formation Quality improvement with vendors Registration of firms on Railways Monitoring of performanc e approved vendors of

184

Inspection of material by Inspection Agencies against firms which have been banned or against whom the proposal for banning is in progress Instructions regarding vendor assesment and approval for critical and safety items. Trans parency in purchase Validity of Government purchase registration issued by National Small Industries Corporation Limited Cart el formation by RDSO approved vendors Recommendation of Multi Disciplinary Task Force on Assets and maintenance failure for establishing near Zero Defect Regime regarding Procurement procedure for Stores ManagementDevelopment of new interested Vendors thorugh the mode vof advertising in newspapers Recommendation of Task Force on Tendering Procedures - Regarding calling of Global tenders t o check cartel formation by RDSO approved sources

185

22

2005

I/4-22

99/RS/(G)709/1Pt. I

11.03. 05

185 186 187

23 24

2005 2005

I/4-23 I/4-24

99/RS (G)/ 709/1 95/RS (G)/363/1

03.05. 05 06.12. 05

25 26

2006 2006

I/4-25 I/4-26

2003/RS/(G)11/3 2005/RS/(G)709/1Pt. I

19.10. 06 17.11. 06

188

189

27

2006

I/4-27

2001/RS/(G)/779/4

12.12. 06

190

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PART II CHAPTER 1 S. No 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 Year 1956 1956 1958 1968 1969 1969 1969 1977 1977 1978 1979 1979 1979 1981 1981 1983 1987 Annx. No. II/ 1-01 II/ 1-02 II/ 1-03 II/ 1-04 II/ 1-05 II/ 1-06 II/ 1-07 II/ 1-08 II/ 1-09 II/ 1-10 II/ 1-11 II/ 1-12 II/ 1-13 II/ 1-14 II/ 1-15 II/ 1-16 II/ 1-17 Boards letter no. 55-B (C) 2498/(35&36)/ XIII F(X)II-56/Misc/27 58-B (C)-2498/11/4 Report 68/WI/CT/25 69/RS (G)779/12 69-F(S)I-PW 43/ 69/F(S)1/PW/4/3 77/RS (G)/779/17 77/ WI /CT/ 40 77/RS (G)/779/12 70F(S )I/PW-7/1 F(X)I-79/17/ 1, 78/RS (G)/777/1 64/RS (G)/385/1 64/RS (G) /365/1 83/RS (G) /779/55 87/RS (G)/753/2th

Date 13.01. 56 20.12. 56 30.05. 58 12.07. 68 04.06. 69 08.07. 69 02.09. 69 20.06. 77 24.10. 77 11.08. 78 06.03. 79 26.03. 79 31.12. 79 19.02. 81 18.03. 81 18.04. 83 30.12. 87

Subject Allowing time for tendering Delay in dealing with the Tenders Selection of Contracts inviting open tenders Supply of Railway Cont ractors. LT to unregistered firms Revision of COS powers Single Tender Powers Issue of LT to unregistered firms Timely availability of tender papers Tender Samples Enhancement of COS Powers Facilities to NSIC firms Deletion of clause 0704 of I. R. S. conditions ST purchase from S.A.I.L., TIS CO, IIS CO purchase IIS CO from S.A.I. L., TIS CO, on through to

Page No 193 193 193 194 194 195 196 197 197 198 199 202 203 204 206 207

material

Consideration of surcharge Freight to pay traffic

COS powers to mak e Single Tender purchase from stock yards/Buffer imports of SAIL/ TISCO/ IIS CO Limited Tender purchas e Payment terms for Plant and Machinery contract invoking erection and commissioning. Warranty clause in the tenders for procurement of unit exchange spares Warranty clause in the tenders for procurement of unit exchange spares Expeditious placement of nonferrous virgin Metal purc hase orders. Inclusion of unregistered firms for calling Limited Tender

207 208 208

18 19

1988 1988

II/ 1-18 II/ 1-19

79/ RS (G) 779/8 Pt 85/RS (G)/779/21

06.01. 88 27.01. 88

20

1988

II/ 1-20

88/RS (G)/779/12

06.05. 88

210

21

1988

II/ 1-21

88/RS (G) /779/12

09.08. 88

210

22 23

1989 1990

II/ 1-22 II/ 1-23

89/ RS (G)/753/1 77/RS (G)/17

13.10. 89 16.10. 90

211 212

v

S. No 24

Year 1990

Annx. No. II/ 1-24

Boards letter no. 86/RS (l)/874/6-A udit Para 91/RS (G)/779/3 87/RS (G)/753/2

Date 16.11. 90

Subject Incurrence of Extra expenditure on account of non-exercise of the Option Claus e. Procurement spares of c apital assets

Page No 213

25 26

1991 1991

II/ 1-25 II/ 1-26

12.06. 91 20.11. 91

213

Delegation of GM's powers to the Cont roller of Stores to accept single tender purchase from stock yards/buffer im ports of M/s. SAIL TISCO, IIS CO in respect of items and to make 100 per c ent payment in advanc e to them. Postal despatch of L. T. Enquiries by Regd. Post & receipt of acknowledgement there of. Procurement policy of Paint Brushes and Varnish to IS Specification Delegation of General Manager's powers to the COSs to accept SingleTender Purchase Order from Stockyard/Buffer Import, M/s. SAIL, TIS CO, IISCO in respect of Steel items and to make 100 per cent payment in advance to them. Manufacture of Railway items by Ordnanc e Factories. Inclusion of Option Clause in the contracts for requirements of continuing nature. IRS Conditions of Contract inclusion of option clause therein. Procurement of Quality Spares. Cost of Tender Forms Refund of Tender Fee Procedure for procurement of steel consequent on decontrol of steel prices. Operation of Option Stores Contracts. Clauses in

214

27

1992

II/ 1-27

89/RS (G)/779/13.

11.02. 92

215

28 29

1992 1992

II/ 1-28 II/ 1-29

92 RS (G)/164/S C/7 87/RS (G)/753/2

23.07. 92 19.10. 92

215

216

30 31

1993 1993

II/ 1-30 II/ 1-31

92/RS (G)/363/1 93/RS (G)/779/5

08.04. 93 31.05. 93

217 217 218 219 220 220 221

32 33 34 35 36

1993 1995 1997 1997 1997

II/ 1-32 II/ 1-33 II/ 1-34 II/ 1-35 II/ 1-36

No.93/RS(G 73/RS (G)779/30 Pt.ll. 95/RS (G)/796/ 97/RS (G)/779/8 RS(S)/92/747/1.

06.09. 93 17.01. 95 10.01. 97 04.08. 97 03.12. 97

37 38 39 40 41

1999 1999 1999 2000 2001

II/ 1-37 II/ 1-38 II/ 1-39 II/ 1-40 II/ 1-41

93/RS (G)/779/5 Pt. 99/RS (G)/709/1 99/RS (G)/709/1 99/RS (G)/709/2-IC 2000/RS(G/779/22

26.05. 99 06.09. 99 16.09. 99 17.07. 00 12.02. 01

221 222 224 227 228 229

Proper maint enance of assets quality procurement of stores. Proper maint enance of assets quality procurement of stores Procurement of quality stores from approved vendors Incorporation of specific time frame for approval of drawing / prototype in the contract Quality of material

42

2001

II/ 1-42

99/RS (G)/709/4- IC

23.02. 01

vi

S. No 43 44

Year 2002 2002

Annx. No. II/ 1-43 II/ 1-44

Boards letter no. 99/RS (G)/709/4 2000/RS(IC)/165/8/Pt.

Date 03.12. 02 03.12. 02

Subject Quality of material Putting up & down loading Tender Documents on Internet (Stores Cont ract) Exemption from payment of Excise Duty on Freight Charges Powers of purchase of COS/ CMM etc. Increasing transparency procurement / sale in

Page No 230 231

45 46 47 48 49

2003 2003 2004 2004 2005

II/ 1-45 II/ 1-46 II/ 1-47 II/ 1-48 II/ 1-49

2000/RS(G)/779/4 2001/F(S)-I/PW7/2 2003/RS(G)/779/13 78/RS (G)/777/1 87/RS (G)/753/2

25.08. 03 05.09. 03 04.02. 04 07.05. 04 09.02. 05

232 233 235 237

Warranty clause for procurement of items Delegation of General Managers powers to COS & CMM to accept single tender PO from stockyard / buffer import of M/s SAIL, TIS CO, IIS CO and RINL in respect of steel items and to make 100% payment in advance to them Corrigendum -Delegation of General Managers powers to COS & CMM to accept single tender P O from stockyard / buffer import of M/s SAIL, TISCO, IIS CO and RINL in respect of steel it ems and to make 100% payment in advance to them Operation of 30% option clause in Stores Contracts. IRS conditions of contract inclusion of option clause therein Pre-inspection of materials by M/s RITES/ RDS O Delegation of General Managers powers to COS & CMM to accept single tender PO from stockyard / buffer import of M/s SAIL, TIS CO, IIS CO and RINL in respect of steel items and to make 100% payment in advance to them Improving vigilance administration increasing transparency in procurement/ Sale etc,- use of website regarding Floating of Global Tenders Delegation of General Managers powers to COS & CMM to accept single tender PO from stockyard / buffer import of M/s SAIL, TIS CO, IIS CO and RINL in respect of steel items and to make 100% payment in advance to them

238

50

2005

II/ 1-50

87/RS (G)/753/2

15.02. 05

239

51 52 53 54

2006 2006 2006 2006

II/ 1-51 II/ 1-52 II/ 1-53 II/ 1-54

2006/RS(G)/779/2 93RS (G)/779/5 Pt.II 2000/RS(G)/379/2 87/RS (G)/753/2

23.03. 06 13.04. 06 09.08. 06 01.09. 06

239 240 241

241

55

2006

II/ 1-55

99/RS (G)/779/2

04.09. 06

242 243

56 57

2006 2007

II/ 1-56 II/ 1-57

2006/RS(G)/779/11 87/RS (G)/753/2

12.12. 06 30.11. 07

244

vii

S. No 58

Year 2007

Annx. No. II/ 1-58

Boards letter no. 2007/F(S)1/PW7/1

Date 07.12. 07

Subject 1. Constitution of Tender Committee and A uthority competent to accept stores purchases on Zonal Railways and PUs 2. Value limit for advertised and limited tenders

Page No

244

59 60

2008 2008

II/ 1-59 II/ 1-60

2007/RS(G)/779/1 2000/RS(G)/379/2

04.04. 08 27.05. 08

Powers of purchas e of COS/CMM. etc Pre-inspection of safety items procured from non RDSO approved sources Enhancement in the minimum value of tenders for inclusion of option clause in the supply contracts Operation of 30% option clauase in Stores contracts Submission of sealed sample from indenting department / Depot Delegation of powers of purchase of COS/CMM etc. Confirmation in tender file regarding uploading of NIT and tender documents on the website Specimen copy of bid document for indigenous tender

246

250

61

2008

II/ 1-61

93/1/RS (G)/ 779/ 5 Pt.II

03.06. 08

251

62 63 64 65

2008 2008 2008 2008

II/ 1-62 II/ 1-63 II/ 1-64 II/ 1-65

2006/RS(G)/779/2 2008/RS(G)/777/1 2007/RS(G)/779/1 2008/RS(G)/779/2

04.06. 08 23.06. 08 28.07. 08 07.11. 08

252 253 254

256

66

II/ 1-66

257

PART II CHAPTER 2 1 2 1960 1961 II/ 2-01 II/ 2-02 59-B (C)-3129 61/WS/LCT/41 27.12. 60 23.10. 61 Importance of dealing with Tenders correctly Acceptance of Tenders--Reasons for accepting higher rates to he recorded Acceptance of Tenders-Reasons for accepting higher rates to be recorded Receipt, accountal and refund of Earnest Money paid by Tenderers Recommendation No. 19 of the P. A. C. contained in their 13th Report (1963-64) Loss due to irregular rejection of a lower Tender Procedure for Tender OpeningDiscussions in the C. O. S. Conference held on 13th and 14th September 1977 261

261

3

1961

II/ 2-03

61/ W5/LCT/14

21.12. 61

262

4 5

1961 1963

II/ 2-04 II/ 2-05

63-A C./III/28/4 63-B (C)-PA C/III/ 13(19)

13.06. 63 09.10. 63

263

264

6

1978

II/ 2-06

78/RS (G)177915

30.03. 78

265

viii

S. No 7

Year 1979

Annx. No. II/ 2-07

Boards letter no. 78/W1/CT/47 (Task Force) dated 3rd March 1979 79/RS (G)/657/2

Date 03.03. 79

Subject Report of the Task Forc e on Vigilance Recommendation No. 212 Opening of Tender-ensuring presence of aut horised representatives of the tenderers Non-acceptance late/delay ed/post-dated Tenders. Procurement of Limited Tenders Stores of

Page No 266

8

1980

II/ 2-08

22.03. 80

268

9 10 11 12

1983 1989 2004 2004

II/ 2-09 II/ 2-10 II/ 2-11 II/ 2-12

78/RS (G)/779/5 83/F (S) I/PW7/1 99/RS (G)/779/2 99/RS (G)/779/2

20.08. 83 04.07. 89 23.09. 04 07.12. 04

269 269 269 270

through

Receipt and Opening of Tenders Procedure for Tender Opening

PART II CHAPTER 3 1 1970 II/ 3-01 70/WI/CT/32 7/09.9.70 Constitution of Tender Committee for consideration of Tenders Task Force Report on Vigilance Association of Accounts Representatives with Tender Committees Irregularities in the award of contract against limited Tenders Irregularities in the award of Contract against Limited Tenders Procurement of Imported Stores Decentralisation of work regarding procurement and distribution of Stationery articles-abolition of Government of India Stationery Office, Calcutta and its branches at New Delhi, Bombay and Madras. Constitution of Tender Committee Foreign exchange payments Constitution of Tender Committee Procedure for dealing with tenders Constitution of TC - track fittings Constitution of TC Forwarding of Tender cases Delegation of powers to GMs 273

2

1978

II/ 3-02

74 A. C. III/30/6

29.06. 78

273

3

1984

II/ 3-03

84/ RS (G)/771/1

23.02. 84

274

4

1984

II/ 3-04

84/RS (G)/777/ 1

14.04. 84

274 275

5 6

1987 1987

II/ 3-05 II/ 3-06

87/Rs (G)/772/2 87/RS (G) 779/27

20.08. 87 30.12. 87

275

7 8

1990 1992

II/ 3-07 II/ 3-08

85/F (S) I/PW/1 92/F(FE X)1/1

28.02. 90 28.05. 91 01.06. 92

276 277 281 282 282 284 285

9 10 11 12 13

1993 1993 1997 1998 2001

II/ 3-09 II/ 3-10 II/ 3-11 II/ 3-12 II/ 3-13

93/RS (G)/645/1/PA C-165 86/F(S)1/PW-7/2 85/F(S)-I/PW-7/1. RSP/98/4100 (Policy) F(X)II-2001/PW/6

11.03. 93 13.09. 94 19.11. 97 15.01. 98 21.09. 01

ix

S. No 14

Year 2001

Annx. No. II/ 3-14

Boards letter no. 2001/F(S)I/PW7/2

Date 12.10. 01

Subject Constitution of Tender Committee and Authority Competent to accept purchase on Railways/Production Units. Stores Zonal

Page No

285

15

2001

II/ 3-15

2001/F(S)I/PW7/2

12.10. 01

Powers of COS/CMM, etc Powers of COS/CMM, etc

purchase

of

287

16

2001

II/ 3-16

2001/F(S)-I/PW7/2

20.12. 01

purchase

of

288

17

2002

II/ 3-17

2002/F(FE X)1/1

09.01. 02

Enhancement of powers of General Managers for imports Powers of COS/CMM, etc Powers of COS/CMM, etc purchase of

290

18

2003

II/ 3-18

2001/F(S)-I/PW7/2

09.01. 03

290

19

2003

II/ 3-19

2001/F(S)-I/PW7/2

27.01. 03

purchase

of

291

20

2003

II/ 3-20

99/RS (G)/779/2

08.05. 03

Instructions regarding drawing up of tender Committee Minutes Handling of Tender Cases Maintenance of A RT/ARMVformation of St anding S pot Purchase Committee Powers of COS/CMM, etc purchase of

291 292

21 22

2004 2004

II/ 3-21 II/ 3-22

2003/RS(G)/777/4/Pt.I 2002/RS(G)/779/12

06.02. 04 03.03. 04

293

23

2004

II/ 3-23

2001/F(S)-I/PW7/2

07.07. 04

293

24

2004

II/ 3-24

F(X) II/2004/PW7

14.09. 04

Delegation of powers for ent ering into contracts- inclusion of excise duty, sales tax etc Discharge of tender for procurement of Stores bey ond powers of General Manager Operation of option clause in supply contracts Competent Authority for purchase proposal Competent Authority for purchase proposal Vetting of indents

294

25

2005

II/ 3-25

2004/RS(G)/779/10

15.02. 05

294

26

2006

II/ 3-26

93/RS (G)/779/5/Pt.II

05.12. 06

295

27

2007

II/ 3-27

2004/RS(G)/779/10

01.02. 07

296

28

2008

II/ 3-28

2004/RS(G)/779/10

03.04. 08

297 298

29

2008

II/ 3-29

2007/RS(G)/779/1

03.09. 08

x

PART II CHAPTER 4 S. No 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 Year 1950 1958 1959 1960 1960 1960 1962 1963 1964 1965 1967 1968 1968 1968 1968 1973 1976 1976 1979 Annx. No. II/ 4-01 II/ 4-02 II/ 4-03 II/ 4-04 II/ 4-05 II/ 4-06 II/ 4-07 II/ 4-08 II/ 4-09 II/ 4-10 II/ 4-11 II/ 4-12 II/ 4-13 II/ 4-14 II/ 4-15 II/ 4-16 II/ 4-17 II/ 4-18 II/ 4-19 Boards letter no. 49/145/1/S 58-B (C) 3072 57-B (C)-3024 60/777/RS (G) 60/777/RS(G) 60/WI/DMF/ 10 61-B (C)-N (27) 63-TCII/ 6 64/W5/DL/SE/6 61/WII/CT/24 67/B(C)-PA C/III/72/16-17 67/WI/CT/32 63/747/29/ Track 68/WI/CT/15 68-B C-PA C/IV/23/20 73/RS (G)/779/59 76/RS (G)/779/18 76/F(S)/ I/PW-4/1 77/RS (G)/779/17 Date 12.06. 50 15.05. 58 28.05. 59 13.02. 60 14.09. 60 04.11. 60 28.02. 62/ 01.03. 62 13.09. 63 21.07. 64 31.10. 65 31.07. 67 25.05. 68 05.07. 68 15.07. 68 25.10. 68 12.11. 73 26.05. 76/ 11.06. 76 05.10. 76 23/27. 01. 79 07.04. 79 08.11. 79 26.10. 80 16.01. 81 01.08. 81 25.11. 81 11.12. 81 08.12. 82 Classification of Work Placement of Contracts on Unregistered firms through advertised tenders Stores contracts--Expeditious finalisation of Tenders Splitting of tendered quantity Splitting of tendered quantity Splitting of tendered quantity Non-acceptance of late tenders Stores Contracts--Expeditious Finalisation of Tenders Higher level Tender Committee Expeditious finalisation of tenders Subject Suggestion for inviting fresh tender Audit para defective agreement Handling Contracts Finalisation of Tenders within the period of validity of the offers Finalisation of Tenders within the period of validity of the offers Examining the capacity of tenderer to execute work Loss due to incorrect evaluation of tenders Scrutiny and the evaluation of Goods handling rates Negotiations wit h contractors Negotiations wit h contractors Report of PAC Award of contract Incorrect assessment of time in the assembly erection of Girders Tender-Rejection of lowest offer Report of PAC Stores Contracts--Extension of delivery period Stores contracts Consideration of unsolicited Offers Page No 298 299 300 300 301 302 302 303 304 304 306 306 308 308 309 309 310 311 311

20 21 22 23 24 25 26 27

1979 1979 1980 1981 1981 1981 1981 1982

II/ 4-20 II/ 4-21 II/ 4-22 II/ 4-23 II/ 4-24 II/ 4-25 II/ 4-26 II/ 4-27

79/RS (G)/779/16 76/RS (G)/779/36 79/RS (G)/779/41 79/RS (G)/779/41 71/RS (G)/777 79/RS (G)/779/16 72/WI/CT/12(P ) 79/RS (G)/ 779/16

313 314 314 315 315 315 316 316

xi

S. No 28 29 30 31 32 33

Year 1983 1983 1984 1984 1985 1987

Annx. No. II/ 4-28 II/ 4-29 II/ 4-30 II/ 4-31 II/ 4-32 II/ 4-33

Boards letter no. 79/RS (G)/1657/2 83/RS (G) 777/1 71/RS (G)/777 84/ W I/ CT/ 19 (Audit) 85/RS (G)/ 777/2 87/ RS (G) 779/ 12

Date 01.01. 83 11.04. 83 19.04. 84 30.07. 84 08.11. 85 19/ 23.06. 87

Subject Recovery of Risk Purchase loss E valuation of Tender Non- acceptance of late tender Tender-Rejection of lowest offer Non-acceptance of late tender Drawing out of technical specification

Page No 317 318 321 321 322 322

34 35 36 37 38 39 40 41 42 43 44 45

1988 1989 1990 1990 1990 1993 1994 1995 1996 1996 1997 1997

II/ 4-34 II/ 4-35 II/ 4-36 II/ 4-37 II/ 4-38 II/ 4-39 II/ 4-40 II/ 4-41 II/ 4-42 II/ 4-43 II/ 4-44 II/ 4-45

88/RS (G) 777/1 89/RS (G) 164/13 Pt 73/RS/(G)/779/30/Pt 79/RS (G)/164/16 90/CE -I/ CT/1 87/RS (G)/779/26 94/RS (G)/779/6 89/RS (G)/363/5 89-B C-SC/ 40 76/RS (G)/779/36 87/RS (G)/779/26/Pt. 76/RS (G)/779/36.

10.08. 88 10.08. 89 22.01. 90 20.11. 90 12.12. 90 14.05. 93 25.08. 94 09.02. 95 20.05. 96 29.11. 96 21.02. 97 06.10. 97/ 06.11. 97

Finalisation of Tenders in Railway Board Bias against new suppliers Placement of Trial /Developmental orders Consideration of unsolicited offer. Holding of negotiations. Despatch of "Smalls" consignments for Railway Consignees. Stores ContractsExpeditious finalisation of Tenders. Movement of materials by rail/road E valuation of offer Splitting of the tender quantity Movement of materials by rail/road Splitting of tender quantity

323 324 324 325 326 327 327 328 329 330 331 332 334 335 336 341 342 343 344

46 47 48 49 50

1999 1999 2000 2000 2000

II/ 4-46 II/ 4-47 II/ 4-48 II/ 4-49 II/ 4-50

99/RS (G)/779/5 89/RS (G)/363/5 99/RS (G)/779/2. 99/RS (G)/709/1 89/RS/(G)/363/5

15.06. 99 04.11. 99 01.03. 00 23.03. 00 28.04. 00

Expeditious settlement of Tenders. Movement of materials by rail/road Award of contract-procedure for conducting negotiations. Approval of firms for specific items Movement of Traffic/Materials by rail/road movement for the Railways own use. Expeditious settlement of purchase Applicability of CVCs instructions on post tender negotiation Improving Vigilance administration tenders

51 52

2002 2002

II/ 4-51 II/ 4-52

99/RS (G)/779/5 99/RS (G)/779/2

05.03. 02 14.11. 02

53

2003

II/ 4-53

99/RS (G)/779/2 Pt.1

16.04. 03

348

xii

S. No 54

Year 2003

Annx. No. II/ 4-54

Boards letter no. 2003/RS(G)/11/3

Date 08.05. 03

Subject Minutes of the meeting held on 10.03. 2003 at RDSO Lucknow regarding rationalisation of vendors Approval system. Exemption from submission of Income Tax Clearance Certificate (ITCC) by tenderers/ contractors Post contract commercial amendments to purchas e orders Delay ed/Lat e/Post Tender offers Placement of full quantity orders on sources under Part-II for items where there is no part I source Movement of traffic/materials by rail/road movement for the Railway 's own use. Undertaking by the members of tender committee / Agnecy Ordering on Approved Sources in Part II Report of the Committee on issue of Terms & Condition and other relat ed aspects of M&P procurement both import and indigenous Proper Maintenance of assets quality procurement of stores Procurement of items reserved to be purchased from RDSO approved firms Procurement policy for signalling, Telecommunication and Electrical Cables Cart el formation by RDSO approved vendors Movement of Material by Road Modification to Tender Condition Offer by FA X. Operation of Option clause in supply contracts Posting of CENVA T credit benefits availed on inputs calculation of excise duty Consideration of offers of Indian Agent Consideration of offers of Indian Agent

Page No

349

55

2003

II/ 4-55

2003/RS(G)/11/9

09.06. 03

353

56 57 58

2003 2004 2004

II/ 4-56 II/ 4-57 II/ 4-58

2003/RS(G/777/4 2003/RS(G)/777/5 99/RS (G)/709/1

25.11. 03 06.02. 04 28.04. 04

353 354 355

59

2004

II/ 4-59

2004/RS(G)/779/9

09.12. 04

355

60 61 62

2006 2006 2006

II/ 4-60 II/ 4-61 II/ 4-62

2004/V-I/ CVC/1/ 18 99/RS (G)/709/1 98/RS (G)/709/1

02.01. 06 05.05. 06 30.05. 06

356 356

357

63 64

2006 2006

II/ 4-63 II/ 4-64

99/RS (G)/709/1 99/RS (G)/709/4/Pt I

13.06. 06 19.07. 06

360

360

65

2006

II/ 4-65

2005/RS(G)/779/12

14.09. 06

361

66 67 68 69 70

2006 2006 2006 2006 2007

I/4-66 II/ 4-67 II/ 4-68 II/ 4-69 II/ 4-70

2003/RS/(G)11/3 2004/RS(G)/779/9 2005/RS(G)/779/1 93/RS (G)/779/5/Pt.II 2001/F(S) III/S T/5(Pt )

19.10. 06 08.11. 06 09.11. 06 05.12. 06 08.01. 07

361 362 363 364

364

71 72

2007 2007

II/ 4-71 II/ 4-72

99/RS (G)/779/2 99/RS (G)/779/2

10.01. 07 07.03. 07

365 366

xiii

S. No 73 74 75 76 77 78 79 80 81 82

Year 2007 2007 2007 2007 2007 2007 2007 2007 2007 2007

Annx. No. II/ 4-73 II/ 4-74 II/ 4-75 II/ 4-76 II/ 4-77 II/ 4-78 II/ 4-79 II/ 4-80 II/ 4-81 II/ 4-82

Boards letter no. 2007/F(S)I/CS T/ 1 99/RS (G)/709/1 Pt. I 2006/RS(G)/779/2 2005/RS(G)/779/12 2007/RS(G)/779/3 2003/RS(G)/777/4 2007/RS(G)/779/3 2007/RS(G)/779/3 2007/RS(G)/779/3 2007/RS(G)/779/3

Date 04.05. 07 29.06. 07 20.07. 07 23.07. 07 22.08. 07 10.09. 07 13.09. 07 14.09. 07 17.09. 07 17.09. 07

Subject Amendment in Central Sales Act,1956-Implications. Ordering on approved sourc es Inter-se position of tenders Procurement policy for LED signals Timely settlement of tenders Tender Committee proc eedingsEligibilty criteria Timely settlement of tenders Timely settlement of tenders Timely settlement of tenders Inter-se position of tenders in the tender for more than one item and / or consignee. Timely settlement of tenders Timely settlement of tenders Tendering process Negotiation with L1 Ordering on approved sourc es in Part II Tendering process-Negotiation with L1-pre-decided split ordering Modification to tender conditionsOffer by FA X-Import offers Enhancement / Delegation of powers for air-lifting of Stores Award of contract-P rocedure for conducting negotiations Counter offers

Page No 367 368 369 370 371 371 372 373 373 374 375 375 377 379 380 382 382 383 384

83 84 85 86 87 88 89 90 91

2007 2007 2007 2007 2008 2008 2008 2008 2008

II/ 4-83 II/ 4-84 II/ 4-85 II/ 4-86 II/ 4-87 II/ 4-88 II/ 4-89 II/ 4-90 II/ 4-91

2007/RS(G)/779/3 2007/RS(G)/779/3 99/RS (G)/779/2 99/RS (G)/709/1 99/RS (G)/779/2 2005/RS(G)/779/1 98/F(FE X)17/1/Airlifting 99/RS (G)/779/2 99/RS (G)/779/2

18.09. 07 28.09. 07 15.10. 07 06.12. 07 15.02. 08 18.02. 08 26.03. 08 27.06. 08 22.10. 08

PART II CHAPTER 5 1 2 3 4 5 6 7 1989 1990 1995 1995 1995 1997 1998 II/ 5-01 II/ 5-02 II/ 5-03 II/ 5-04 II/ 5-05 II/ 5-06 II/ 5-07 89/RS (G)/363/25 90/RS (G)/113/1 95/RS (G)/363/1 95/RS (G)/363/1 89/RS (G)/363/5 Pt. 89/RS (G)/363/5. 95/RS (G)/363/1 16.11. 89 08.06. 90 07.04. 95 29.09. 95 06.10. 95 04.08. 97 12.06. 98 Review of Stores Purchase Policy Use of Handloom as Upholstery Material Non-purchase of items from S. S. I. Units Non-purchase of items from S. S. I. Units Purchase Preference to Small Scale industries/ KVIC. Single Tender through A CASH) Exclusive purchase from SS I Units. 386 389 381 392 393 394 398

xiv

S. No 8

Year 2004

Annx. No. II/ 5-08

Boards letter no. 2004/RS (G) /113/1

Date 09.06. 04

Subject Use of Khadi and Handloom variety, upholstery and linen in the trains, Railway Offices and Guest houses, etc., Use of Khadi and Handloom variety, upholstery and linen in the trains, Railway Offices and Guest houses, etc., Use of Khadi and Handloom variety, upholstery and linen in the trains, Railway Offices and Guest houses, etc., Use of Khadi and Handloom variety, upholstery and linen in the trains, Railway Offices and Guest houses, etc., Use of Khadi and Handloom variety, upholstery and linen in the trains, Railway Offices and Guest houses, etc., Supply of Bedroll items on trains by IRCTC Supply of Handloom Polyester Cotton Blended suiting and Shirting to Indian Railways. Procurement of Bedroll items by Railways-Policy reg. On-B oard services Supply of Stationery items by KVIC

Page No

406

9

2004

II/ 5-09

2004/RS (G) /113/1

24.06. 04

407

10

2004

II/ 5-10

2004/RS (G) /113/1

04.08. 04

408

11

2004

II/ 5-11

2004/RS (G) /113/1

14.10. 04

408

12

2005

II/ 5-12

2004/RS (G) /113/1

26.10. 05

409

13 14

2007 2007

II/ 5-13 II/ 5-14

2004/RS(G)/113/1 2006/RS(G)/509/2

20.03. 07 10.07. 07

411

411

15 16 17

2007 2007 2008

II/ 5-15 II/ 5-16 II/ 5-17

2004/RS(G)/113/1 2004/RS(G)/113/1 2008/RS(G)/113/1

09.08. 07 16.08. 07 03.03. 08

412 414 414

PART II CHAPTER 6 1 2006 II/ 6-01 2005/RSPF&EC/EProcurement/3 09.05. 06 E-Procurement Inclusion of condition of digital signat ure certificate for vendor approval / renewal Implementation of E-Procurement system (Phase-I) Detailed estimate for implementation of E-P rocurement Agreement between CRIS and Nort hern Railway Implementation of E-Procurement system (EPS) in Railways Joint Procedure order for EProcurement System Action plan for e-procurement implementation in 13 Zonal Railways

415

2 3 4 5 6 7

2006 2006 2006 2007 2007 2007

II/ 6-02 II/ 6-03 II/ 6-04 II/ 6-05 II/ 6-06 II/ 6-07

2006/RS(PF&E C)/EProcurement/3 CMM/C/EP/05-06 -CRIS/GM-P(V)/EPS/2 CMM/C/EProcurement/2004-05 2007/DRS(M)/01

15.09. 06 30.11. 06 -12.01. 07 27.04. 07 27.04. 07

415 416 426 433 434 438

xv

S. No 8

Year 2007

Annx. No. II/ 6-08

Boards letter no. 2006/RS(G)/509/7

Date 10.05. 07

Subject Progress of implementation of eprocurement project Implementation plan for eprocurement on Zonal Rlys & PUs Implementation of e-procurement system (EPS) Action plan for e-procurement implementation in 13 Zonal Railways/PUs Review of implantation of eprocurement Compliance of essential activities for implementation of EPS as per target fixed by Railway Board Review of implantation of eprocurement Implementation of e-procurement system (EPS) Training on NREPS system and setting up of helpdesk Implementation of e-procurement Project in for Indian Railways Implementation of e-procurement system (EPS) in Railways Implementation of e-procurement system (EPS) Rolling out of e-procurement Rolling out of e-procurement Rolling out of e-procurement Minutes of review meeting for implementation of e-procurement system held on 03.09.08 Implementation of e-procurement system (EPS) Implementation of e-procurement system (EPS)

Page No 440

9

2007

II/ 6-09

2006/RS(G)/509/7

16.05. 07

443

10

2007

II/ 6-10

2007/DRS(M)/EPS/01

24.05. 07

444

11

2007

II/ 6-11

CMM/C/EProcurement/2006-07

25.05. 07

445

12

2007

II/ 6-12

DRS (M)/2007EPS/01

17.07. 07

446

13

2007

II/ 6-13

2007/DRS(M)/EPS/01

24.08. 07

447

14

2007

II/ 6-14

DRS (M)/2004/EPS/01

16.10. 07

448

15

2007

II/ 6-15

CRIS/GM-P(V)/EPS/2

14.11. 07

449

16

2007

II/ 6-16

CRIS/GM-P(V)/EPS/14

30.11. 07

453

17

2008

II/ 6-17

DRSM/2007/EPS/01

17.03. 08

454

18

2008

II/ 6-18

CRIS/GM-P(V)/EPS/2

01.04. 08

454

19

2008

II/ 6-19

CRIS/GM-P(V)/EPS/13

07.04. 08

455 456 456 457

20 21 22 23

2008 2008 2008 2008

II/ 6-20 II/ 6-21 II/ 6-22 II/ 6-23

DRS (M)/2008/EPS/01 DRS (M)/2008/EPS/01 DRS (M)/2008/EPS/01 2006/RS(M)/EPS/01

25.08. 08 05.09. 08 05.09. 08 09.09. 08

457

24

2008

II/ 6-24

RS(M)2008/EPS/01

21.10. 08

461

25

2008

II/ 6-25

RS(M)2008/EPS/01

30.10. 08

462

xv i

PART III CHAPTER 1 S. No 1 2 3 4 5 Year 1976 1983 1989 1991 2003 Annx. No. III/1-01 III/1-02 III/1-03 III/1-04 III/1-05 Boards letter no. DGS&D O.O. No.18 74 A C III /30/6 K W 89/RS (G)/779/12 83/F (S)I/I/ IPW-7/1 99/RS (G)/779/5 Pt. I Date 01.01. 76 28.12. 83 27.09. 89 02.05. 91 28.08. 03 Subject Delivery period/Grace period/Downward trend in prices Tender Committee proc eeding Post Contract deviation from Specification -approval of policy. Vetting of Purchase orders Reduction of Finance Vetting stages in stores procurement Page No 467 467 468 468 469

PART III CHAPTER 2 1 1977 III/2-01 77/RS (G)/779/29 29.12. 77 Simplification of purchase procedure and delegation of powers in respect thereof Advance payment on the basis of receipt issued by Road Transport Agency-Procedure regarding Payment terms to M/s. Hindustan Cable Ltd. 100 % advance payment to the Supplier Advance payment through demand draft Procurement of non -ferrous metals through Public Sector Undertakings Powers to General Manager for sanction of advance payment thereto 95 Percent advance payment to the supplier. Inspection certificat e form Delegation of powers of accept ance of 100 percent advance payment to D.R.Ms. Delegation of powers for purchase of Oils and Lubricants marketed by Public sector undertakings (such as I.O. C. /B. P. C. etc.) on Single Tender basis from II-6 of the 46th C. O. S's Meeting with Railway Board Changes in purc hase conditions for future procurement of Machinery & Plant in respect of payment terms, inspection, installation & Commissioning, warranty terms etc.

470

2

1978

III/2-02

76/RS (G)/ 164/48

17.03. 78

471

3 4 5 6

1980 1981 1983 1984

III/2-03 III/2-04 III/2-05 III/2-06

76/RS (G)/753/2 79/RS (G)/753/1 76/RS (G)/753/2 76/RS (G)/753/2

18.06. 80 08.04. 81 13.06. 83 07.08. 84

471 471 472

472

7 8 9

1987 1987 1988

III/2-07 III/2-08 III/2-09

72/RS (G)/779/64 87/RS (G)/379/13 87/RS (G)/753/1

28.05. 87 03.08. 87 29.02. 88

473 474

474

10

1988

III/2-10

86/RS (G)/779/46

05.08. 88

475

11

1996

III/2-11

93/M (M & )/1063/36

25.06. 96

475

xv ii

S. No 12

Year 1997

Annx. No. III/2-12

Boards letter no. 87/RS (G)/753/1

Date 09.05. 97

Subject Delegation of Powers of Acceptance of 100 % Advance Payment to D.R.Ms. Terms& Conditions to be incorporated in tender & Purchase orders for releas e of payments through ECS/EFT Corrigendum - Terms& Conditions to be incorporated in tender & Purchase orders for release of payments through ECS/EFT Recommendation of the Task Force on tendering procedures regd. Advance to the suppliers Payment due to Price Variation Claus e and imposition of liquidated damages in contracts with staggered delivery schedule Fraudulent encashment of cheques

Page No 480

13

2005

III/2-13

2005/RS(G)/779/1

20.07. 05

481

14

2005

III/2-14

2005/RS(G)/779/1

25.08. 05

482

15

2006

III/2-15

2005/RS(G)/779/1

02.11. 06

482

16

2007

III/2-16

2006/RS(G)/779/12

22.03. 07

483

17

2007

III/2-17

2005/RS (G)/779/1

16.05. 07

484

PART III CHAPTER 3 1 1957 III/3-01 55/645/4/RE (G) 28.03. 57 Price Variation in Stores Contract for imported Stores Acceptance of Sea Freight Variation clause Verification of claims against Material Pric e Escalation Clause of contracts entered into with the various firms. Acceptance of variation in Railway Freight Verification of claims against Material Pric e Escalation Clause of Cont racts entered into with the various firms. Wages Escalation clause in Stores Cont racts for indigenous stores Provision in the cont ract in respect of Price Variation Effect of increase in prices in firm price contracts Acceptance of price variation claus e in Stores Contract for high value items 485

2

1967

III/3-02

67/RS (G)/145/3

25.08. 67

489

3

1969

III/3-03

69/RS (G)/145

21.04. 69

489

4

1969

III/3-04

69/RS (G) 145

05.06. 69

490

5

1972

III/3-05

69/RS (G)/145

08.02. 72

490

6

1976

III/3-06

70/RS (G)/779/46

18.05. 76/ 07.06. 76 03.09. 77

491

7

1977

III/3-07

77/LS/66/ DGS & D's O.O. 5 74/RS (G)/379/1

494

8

1979

III/3-08

25.06. 79

499

9

1981

III/3-09

70/RS (G) 779/46.

13.03. 81

501

xv iii

S. No 10

Year 1982

Annx. No. III/3-10

Boards letter no. 70/RS (G)/779/46.

Date 11.01. 82

Subject Guidelines for acceptance of price Variation Clause in Stores Cont racts for High value Items Book Examination Clause -Special conditions of Contract Book Examination Clause -Special conditions of Contract Rate Cont ract-Fall Clause Rate Cont ract-Amendment to the Fall clause of Stores by holders of old RC at reduced rates during the currency period of the new RC awarded at higher rates Rate Cont racts- Fall Clause. Acceptance of Price Variation Claus e in Stores Contracts for Steel Stems. Acceptance of Price Variation Claus e in Stores Contracts for Steel and Non-ferrous items Acceptance of Price Variation Claus e in Stores Contracts for Steel items Acceptance of Price Variation Claus e in Stores Contracts for Steel and Non-ferrous items Fall Clause

Page No 502

11 12 13 14

1983 1983 1986 1988

III/3-11 III/3-12 III/3-13 III/3-14

82/RS (G)/777/2 82/RS (G)/777/2 86/RS (G)/779/16 DGS&D O.O No. 99

27.01. 83 18.03. 83 04.12. 86 10.11. 88

502 503 504

506

15 16

1988 1992

III/3-15 III/3-16

86/RS (G)/779/16 87/RS (G)/779/9

21.12. 88 17.11. 92

507 507

17

1995

III/3-17

87/RS (G)/779/9

22.08. 95

508

18

1996

III/3-18

87/RS (G)/779/9

13.05. 96

509

19

1997

III/3-19

97/RS (G)/779/9

01.05. 97

510 510

20

2008

III/3-20

2008/RS(G)/779/8

02.06. 08

PART III CHAPTER 4 1 2 3 4 5 6 7 8 1959 1960 1961 1961 1962 1972 1972 1984 III/4-01 III/4-02 III/4-03 III/4-04 III/4-05 III/4-06 III/4-07 III/4-08 56/363/13/ RS (G) 56/796/RS (G) 56/796/RS (G) 61/ RS (D)/167/3 60/768/4/RS (G) 69/RS (G)779/24 BPE/1(52)/Adv. Fin./71 83 LS/66/ 1 (RLO) 01.05. 59 18.02. 60 23.02. 61 04.05. 61 04.08. 62 24.01. 72 08.02. 72 21.01. 84 Procedure for purchase of Railway Stores from Small Scale Industries Purchase of Stores at higher cost for earlier delivery Purchase of Stores at higher cost for earlier delivery Procedure for purchase of Railway Stores from Small Scale Industries Method of determining price preference for indigenous stores Pricing policies of Public Enterprises Pricing policies of Public Enterprises. Price preference to Public Sector Enterprises in competition with Privat e Sector Undertakings. 512 513 514 515 516 516 517 518

xix

S. No 9 10 11 12 13

Year 1987 1989 1989 1989 1991

Annx. No. III/4-09 III/4-10 III/4-11 III/4-12 III/4-13

Boards letter no. 85/RS (G) 363/2 88/RS (G)/164/20-CA-III 80/RS (G)/779/63/ Pt. III 89/RS (G)/363/25 85/RS (G)/363/2/

Date 12.10. 87 20.04. 89 26.05. 89 16.11. 89 28.10. 91

Subject Procedure for purchase of Railway Stores from Small Scale Industries Facilities to be provided to Small scale Units Inclusion of clause for Price Preference to PSUs Price Preference to KVIC/WDC/ SSI/ PSU. Government's Purchase and Price Preference Policy-Grant of benefits to the Small Scale Sector. Price Preference for indigenous products/ex-stock imported stores over Imported stores subject to import assistance. Government's Purchase and Price Preference Policy Grant of benefits to the Small Scale Sector. Purchase preference to Public Sector Enterprises in competition with private sector enterpris es Govt Purchase and price preference policy-Grants of benefit to small scale units Purchase preference for products and services of Central Public Sector Enterprises Government price preferenc e policy Grants of benefit to SSI. Promoting sale coir product Govt Price /Purc hase preferenc e policy-Grant of benefits to SSI/PSEs Implementation of Purc hase Preference Policy Extension of Purchase P reference Policy for products and services of Cent ral public Sector Enterprises (CPSEs) bey ond 31.03. 2004 Extension of Purchase P reference Policy for products and services of Cent ral public Sector Enterprises (CPSEs) bey ond 31.03. 2005 Purchase preference policy for products and services of Central Public Sector Enterprises

Page No 519 521 522 523

526

14

1995

III/4-14

95/RS (G)/768/1

17.08. 95

527

15

1998

III/4-15

85/RS (G)/363/2

16.11. 98

528

16

2000

III/4-16

98/RS (G)/779/10(CS)

30.05. 00

530

17

2000

III/4-17

95/RS (G)/363/1

11.09. 00

531

18

2000

III/4-18

92/RS (G)/363/1 PEs

26.09. 00

531

19 20 21 22 23

2001 2001 2001 2003 2004

III/4-19 III/4-20 III/4-21 III/4-22 III/4-23

95/RS (G)/363/1 95/RS (G)/ 363/1 95/RS (G)/363/1 92/RS (G)/363/1 PEs 92/RS (G)/363/1 PEs

07.03. 01 13.07. 01 31.08. 01 26.08. 03 24.11. 04

532 533 535 536

538

24

2005

III/4-24

92/RS (G)/363/1 PEs

28.07. 05

539

25

2008

III/4-25

92/RS (G)/363/1 PEs

24.01. 08

541

xx

PART IV S. No 1 Year 1966 Annx. No. IV/1-01 Boards letter no. 65/74A/39/ES (G) Date 13.09. 66 Subject Disputes/Claims pending with suppliers against Contracts for supply of steel Delegation of power to release " Free Foreign Exchange during the half-year October 1973March 1974 Purchase of Imported Stores on F. O. B. /F. A. S. basis Air Post Parcel Airlifting of imported materials Cargo handling charges/Port Liner Term charges in respect of Shipments from U. K. and Continent Air-freighting of Railway Cargo Procedure for contracting on FOB/ FAS basis with Government Depts / PSU Quotation of Agency Commission in respect of imported Goods Delay in finalisation of Tenders involving Foreign exchange Airlifting of Railway Stores-Need to restrict. Delegation of enhanc ed powers for release of Foreign exchange. Import by Railways - D. G. T. Ds Clearance Procedure for shipping arrangements through the Ministry of Surface Transport Airlifting of imported materials Clarification regarding payment of Agency commission etc. in foreign contracts Indian Agents of Foreign SuppliersPolicy on Delay in finalisation of Tenders E valuation of Bids involving financial package Discount and Exchange Rates to be adopted. Page No 547

2

1973

IV/1-02

73/F (E X) 24/DP/13, Pt. II

04.12. 73

547

3

1975

IV/1-03

75/RS (G)/ 145

14.07. 75

549 550 551

4 5 6

1976 1976 1979

IV/1-04 IV/1-05 IV/1-06

76/F (E X) 23/3 Vol. II 76/F (FX)/ 1 77/RSF/794

27.09. 76 21.12. 76 28.09. 79

552

7 8

1980 1982

IV/1-07 IV/1-08

80/RSF/794 77/RSF/794

12.09. 80 05.08. 82

553

553

9

1982

IV/1-09

82/F (F. Ex.) 24. 1/CLW/11 83/F (FE X)/3/1 84/F (F. E X) 5/2 82/F(F.E. X) 1/1 84/Dev. Cell/ ILMI/Policy

16.11. 82

564

10 11 12 13

1983 1984 1986 1986

IV/1-10 IV/1-11 IV/1-12 IV/1-13

26.10. 83 15/21. 08.84 12.01. 86 11.02. 86

565 566 566 567

14

1987

IV/1-14

85/RSF/794/5

13.10. 87

568 572 572

15 16

1988 1989

IV/1-15 IV/1-16

87/F (F. E X) 1/1 82/F (F. E X) 1/I Pt I

12.09. 88 28.03. 89

17 18 19

1989 1989 1989

IV/1-17 IV/1-18 IV/1-19

89/RS (G)/779/6 87/ F (F. E X) 1/ 3 89/F (F.E X) 1/

26.04. 89 19.05. 89 30.05. 89

573 573 574

xxi

S. No 20

Year 1989

Annx. No. IV/1-20

Boards letter no. 86/F (F. E X) 105/ Trg/7

Date 09.08. 89

Subject Inclusion of clause regarding overseas training in the tender document for Procurement of M & P Equipments. Indian Agents of Foreign Suppliers Policy on Enhancement of powers for airlifting of Railway Stores Procedure regarding Shipping arrangement. Payment of agency commission to Indian Agent for W TA Contracts. Draft ParaLoss due to short receipt of material imported from abroad. Shipment of general liner cargo from US Ports. Enhancement of EMD in respect of import tenders Shipment of Governmental Cargo from USA Criterion for evaluation and comparis on of bids in import tenders- Date of exchange rate to be adopted Valuation of contracts for payment of Marine Ins urance Premium for import Shipment of governmental cargoes from other than U. S. A Shipping arrangements through the Ministry of Surface Transport Ocean transportation of cargo review & policy Inclusion of a Clause in global tenders Criteria for evaluation and comparis on of bids in import tenders E valuation of Tender Bids Discount and exchange Rates

Page No

579

21

1992

IV/1-21

89/RS (G)/779/6

13.11. 92

579

22 23

1993 1993

IV/1-22 IV/1-23

92/F (FE X) 1/1 SC-18013/1/92-ASO-(II)

24.05. 93 25.05. 93

581

581

24

1993

IV/1-24

89/RS (G)/779/6 92/BC-DLW/2

16.06. 93

583

25

1993

IV/1-25

30.06. 93

583

26

1993

IV/1-26

87/RS (G)/779/28 93/RS (G)/779/9 SC-22011/1/94

17.08. 93

584

27 28

1994 1994

IV/1-27 IV/1-28

19.05. 94 13.07. 94

586

586

29

1994

IV/1-29

92/F(FE X) 1/1.

10.08. 94

587

30

1994

IV/1-30

94/FS (POL)/IS/6

11.10. 94

589

31

1995

IV/1-31

SC-22011/1/94ASO. II 85/RSF/794/5

15.02. 95

589

32

1995

IV/1-32

05.12. 95

590

33

1996

IV/1-33

SC-11014/1//94-ASO. II/VOL III 97/RS (G)/779/18

27.02. 96

592

34

1997

IV/1-34

28.11. 97/ 02.12. 97

593

35

1997

IV/1-35

96/RS (G)/11/13

22.12. 97

594

36

1999

IV/1-36

99/F (FE X) 1/1

03.02. 99

595

xxii

S. No 37

Year 1999

Annx. No. IV/1-37

Boards letter no. 96/RSF/794/1 2002/F(FE X)1/1

Date 14.12. 99

Subject Shipping arrangements through the Ministry of Surface Transport Delegation of powers to COS for purchase through imports Inspection of Safety / critical items by RA/DRA, purchase from Europe for use in India Delegation of power to General Managers Procedure for determination of the level of Tender Committee and Tender Acceptance Authority in case of offers received in foreign currency (on FOB/ C&F /CIF basis) Specimen copy of bid document for imports

Page No 598

38

2003

IV/1-38

28.02. 03

599

39

2003

IV/1-39

No 99/RS(G)/379/1

23.05. 03

600

40 41

2007 2008

IV/1-40 IV/1-41

F(X)II-2007/PW/4 2003/RS(G)/777/1

14.11. 07 08.08. 08

600

601

42

IV/1-42

602

PART V CHAPTER 1 1 1959 V/1-01 57/779/81 RS(G) 21.12. 59 Acceptance of supply of stores excess or short of the quantity stipulated on Purchase orders. Purchase of Stores at Higher Cost on earlier delivery. Acceptance of Stores despatched after the expiry of delivery period by the Consignee. Acceptance of stores despatched after the expiry of delivery period by the Consignee. Acceptance of Stores despatched after the expiry of delivery period by consignee Acceptance of supply of Stores excess or short of the quantity stipulated on Purchase orders. Acceptance of Stores despatched after the expiry of delivery period by the consignee. Acceptance of stores dispatched after the expiry of Delivery Period by the consignee Proforma for issue of delivery period extension Powers regarding penalties for failure to deliver stores within the stipulated time.

609

2 3

1962 1977

V/1-02 V/1-03

56/769/RS (G) 73/RS (G)/779/59

30.04. 62 22.01. 77

609

610

4

1977

V/1-04

78/RS (G)/779/59

22.04. 77

614

5

1980

V/1-05

73/RS (G)/779/59

27.02. 80

615

6

1980

V/1-06

80/RS (G)/779/22

16.06. 80

616

7

1980

V/1-07

78/RS (G)/779/59

20.06. 80

616

8

1987

V/1-08

86 / RS (G) / 779 /12.

02.01. 87

617

9 10

1987 1988

V/1-09 V/1-10

86/RS (G) 779/37 86/RE (G)779/8

16.06. 87 29.02. 88

618

619

xxiii

S. No 11

Year 1990

Annx. No. V/1-11

Boards letter no. 86/RS (G)/779/8

Date 22.02. 90

Subject Powers to grant extension in delivery period or levy of penalties for failure to deliver Stores within the stipulated time. Revision of Schedule of Powers for acceptance of stores dispatched after the expiry of the delivery period by the consignee-P ara 16 of the th Minutes of the 56 Periodical Conference of COSs held on 13 & th 14 June 2002 at New Delhi Power to accept excess short supply by Depot Officers without formal amendment to the contract

Page No

620

12

2003

V/1-12

2003/RS(G)/779/1 (1/03)

21.02. 03

621

13

2003

V/1-13

98/RS (G)/779/10(CS)

25.02. 03

622

PART V CHAPTER 2 1 1962 V/2-01 58/775/RS (G) 19.11. 62 Levy of liquidated damages against the suppliers for not complying with purchase orders within the stipulated delivery period. Levy of liquidated Damages Levy of liquidated damages against the suppliers for not complying with Purchase orders within the stipulated delivery period Levy of Liquidated damages Recovery of General damages Levy of liquidated damages Levy of Liquidated Damages Levy of liquidated damages Simplification of purchase procedure and delegation of powers inrespect thereof Delegation of powers of waival of Recovery of liquidat ed damages and loss due to Risk Purchase Recovery of Liquidated damages for delayed supplies during extended delivery period in supply contracts Corrigendum - Recovery of Liquidated damages for delayed supplies during extended delivery period in supply contracts Recovery of Liquidated damages for delayed supplies during extended delivery period in supply contracts (LD)

622

2 3

1967 1968

V/2-02 V/2-03

58/RS (G)/775 68/RS (G)/775

10.05. 67 07.06. 68

629

630

4 5 6 7 8 9

1968 1971 1974 1980 1981 1983

V/2-04 V/2-05 V/2-06 V/2-07 V/2-08 V/2-09

58/RS (G)/775 70/RS/G/779/49 58/RS (G)/775 58/RS (G)/775 ASF/RP/478 77/RS (G)779/29

09.09. 68 23.02. 71 31.10. 74 17/ 29.09. 80 04.06. 81 23.05. 83

630 631 631 633 634 635

10

1998

V/2-10

79/RS (G)/779/29

03.04. 98

636

11

2008

V/2-11

2003/RS(G)779/ 9

04.03. 08

636

12

2008

V/2-12

2003/RS(G)779/ 9

28.04. 08

637

13

2008

V/2-13

2003/RS(G)779/ 9

20.10. 08

638

xxiv

PART V CHAPTER 3 S. No 1 2 Year 1958 1976 Annx. No. V/3-01 V/3-02 Boards letter no. 58/777/RS (G) 64/RS (G)/779/49 /Appendix VI-AB/CR. 3 4 5 1987 1988 1996 V/3-03 V/3-04 V/3-05 77/ RS (G)/779/29 86-B C-C/7 88/CE -I/ CT/31 24.07. 87 14.07. 88 29.01. 96 Date 17.07. 58 18.11. 76 Subject Placing of Risk Purchase Orders with the defaulting firms I. R. S. conditions of Contract Revision/Addition of Clause 0300(a) and 0702(b) Risk purchas e action against firms removed from Part I approved list Draft Audit paragraph - loss due to Ineffective risk purchase action Loss on account of failure to observe the provisions for enforcement of risk action. Purchase of 6 Quad Jelly filled underground screened cables Deletion of clause for Risk Purchase Page No 639

641

642 643

643

6 7

2007 2007

V/3-06 V/3-07

2006/RS (G)/ 779/2 2001/RS (G)/ 779/14

16.01. 07 21.09. 07

644 644

PART V CHAPTER 4 1 1975 V/4-01 75/RS (G)/775 25.06. 75 Recovery of Risk purchase loss, general damages, liquidated damages. Outstanding Claims, including Risk Purchase Costs, against defaulting Cont ractors. 645

2

1990

V/4-02

88-B C-Rlys/4

7.09.90

649

PART VI CHAPTER 1 1 2 3 1961 1964 1969 VI/1-01 VI/1-02 VI/1-03 57/155/1/RS (G) 63/RS (G)/155/1 F (X) II-63/BN/2 12.04. 61 30.04. 64 30.09. 69 Earnest money and Security Deposit for Stores contracts Earnest Money and Security Deposit in Stores Contracts Guarant ee Bonds offered by banks to Railways in connection with the execution of contracts, etc. Guarant ee Bonds offered by Banks to Railways in connection with execution of Contracts etc. Guarant ee Bonds offered by banks to Railways for E arnest Money Deposit Guarant ee Bond offered by the Banks to Railways In connection with execution of contracts etc, Guarant ee Bond offered by Banks to Railways Forged Bank Guarantee Bond 653 654

654

4

1969

VI/1-04

F(X)II-63/EN/1

31.12. 69

655

5

1971

VI/1-05

F (X) II-63/EN/2

22.05. 71

656

6

1974

VI/1-06

F(X)II-63/BN. 2 (Pt.) Vol. II F (X) I1-63/BN-2, F (X) I-77/19/2

06.12. 74/ 19.12. 74 16.08. 75 21.09. 77

657

7 8

1975 1977

VI/1-07 VI/1-08

660 661

xxv

S. No 9 10

Year 1978 1985

Annx. No. VI/1-09 VI/1-10

Boards letter no. 78/ WI / CT/ 43 (Policy) F (X) I-85/19/ 1

Date 22.12. 78 10.05. 85

Subject EMD - rounding off Bank Guarantee Scheme Furnishing of Guarantee by the Bank clarification. Bank Guarantee Scheme Complaints regarding Acceptance as SECURITY of BONDS of Indian Railways Financ e Corporation Receipt, Accountal and Refund of EMD / S.D Waiver of Earnest Money Deposit. Recovery of SD Acceptance of KRCL Bonds as Security Report of the Committee on issue of Earnest Money and Security Deposit from Public Sector Undertaking (PSUs) Guarant ee Bond submitted by Cont ractors- Streamlining of procedure-reg. Guarant ee Bond submitted by Cont ractors- Streamlining of procedure-reg. Guarant ee Bond submitted by Cont ractors- Streamlining of procedure-reg. Recommendation of the Task Force on Tendering Procedures Reg. A voiding handling of cash in submission of Earnest Money (EMD) and Security Deposit (SD) Earnest Money Deposit and Security Deposit for Stores Tenders Earnest Money Deposit(EMD) and Security Deposit (SD) for Stores Tenders Acceptance of Bank Guarantees submitted by Contractors/ Suppliers Corrigendum - Earnest Money Deposit(EMD) and Security Deposit (SD) for Stores Tenders Withdrawal of Exemption from payment of Security Deposit (S D) in Supply Contracts for procurement of Safety Items, in case of SSI units registered with NS IC

Page No 661 662

11 12

1986 1987

VI/1-11 VI/1-12

F (X) 1-84/ 18/1 F (X) 1-82/18/2

01.09. 86 18.02. 87

665

667

13 14 15 16 17

1987 1987 1990 1993 2004

VI/1-13 VI/1-14 VI/1-15 VI/1-16 VI/1-17

86/RS (G)/164/C/1 86/RS (G) 155/1 90/RS (G) 775/1 F (X) 1-93/18/2 2003/RS(G)/779/5

18.08. 87 11.09. 87 07.05. 90 05.11. 93 10.09. 04

667 670 671 672

672

18

2005

VI/1-18

2005/AC-II/25/19

08.09. 05

673

19

2005

VI/1-19

2005/AC-II/25/19

05.10. 05

677

20

2005

VI/1-20

2005/AC-II/25/19

02.12. 05

678

21

2006

VI/1-21

2004/RS(G)/779/11

30.11. 06

679

22 23

2007 2008

VI/1-22 VI/1-23

2004/RS(G)/ 779/11 2004/RS(G)/779/11

24.07. 07 19.02. 08

680

682

24 25

2008 2008

VI/1-24 VI/1-25

2008/RS(G)/779/2 2004/RS(G)/ 779/11

29.04. 08 06.08. 08

683

685

26

2008

VI/1-26

2004/RS(G)/ 779/11

15.10. 08

685

xxv i

PART VI CHAPTER 2 S. No 1 Year 1980 Annx. No. VI/2-01 Boards letter no. 74/RS (G)/379/1 Date 14.07. 80 Subject Effect of increase in prices in firm price contract Page No 686

PART VI CHAPTER 3 1 1972 VI/3-01 72/746/ Track 11.05. 72 Audit Report - Loss due to excess supply of Railway scrap to a sleeper manufacturer at the controlled rates. Furnishing of Bank Guarant ee in respect of transactions between two Public Sector Enterprises or between a Public Sector Enterprise and Government Department Handing over Railway property to outside parties - Indemnity Bond instead of Bank Guarantee. Handing over Railway property to outside parties Indemnity Bonds instead of Bank Guarantee. Procurement of Non-ferrous metal through PSU advanc e payment. Stores contract acceptance of conditions for advance payment Advances payment along with the order Delegation of powers to COS Delegation of powers to COS. Advance Payments to PSU Procurement of Non-ferrous metals through PSU - Advance payment. Stores Contract- Acceptanc e of Conditions advance payment Stores contract --Accept ance of condition for payment of advanc e along with orders. Furnishing of Bank Guarant ees in respect of transactions between two Public Sector Enterprises or between a Public Sector Enterprise and Government Department. Payment terms for M&P contracts involving erection and commissioning.

687

2

1972

VI/3-02

F(X)I-72/BN/1

23.11. 72

688

3

1976

VI/3-03

73/RS (G)/779/51

28.06. 76

690

4

1978

VI/3-04

73/RS (G) /779/51

27.01. 78

691

5 6 7 8 9 10 11 12 13

1978 1979 1979 1979 1980 1980 1981 1982 1986

VI/3-05 VI/3-06 VI/3-07 VI/3-08 VI/3-09 VI/3-10 VI/3-11 VI/3-12 Vi/3-13

76/RS (G)/753/2 79/RS (G)/753/1 73/RS (G)/779/51 64/RS (G)/385/1 64/RS (G) 385/1 76/RS (G)/753/2 76/RS (G)/ 753/2 79/RS (G)/752/1 86/RS (G)/753/2

14.04. 78 21.04. 79 28.06. 79 07.09. 79 25.10. 80 15.11. 80 14.12. 81 17.08. 82 21.05. 86

692 692

694 698 699 699 700 701

701

14

1987

VI/3-14

F(X) 1-86/19/1

23.02. 87

702

15

1988

VI/3-15

85/RS (G)/779/21

27.01. 88

703

xxv ii

PART VI CHAPTER 4 S. No 1 Year 1969 Annx. No. VI/4-01 Boards letter no. 68/DEV.CE LL/IGRI/48 Date 01.07. 69 Subject Indigenous development of imported items Page No 705

PART VI CHAPTER 5 1 2 1979 1979 VI/5-01 VI/5-02 79/RS (G) /779/8 79F(S ) I/PW-7/2 30.05. 79 12.11. 79 Local purchase of materials of small value Local purchase of materials of small value advance Correction Slip no. 191/5 Cash purchase- Current Accounts against Cash Imprest Local purchase of small value Local purchase of Stores through Cash imprest Local purchases of materials other than petty purchases Local Purchase of Materials. Local purchase of Stores through Cash Imprest. Local Purchase of materials Divisionalisation of Stores Local purchase of Stationery and other articles by Government offices outside Delhi. Local Purchase of Stores through Cash Imprest. Local Purchase of material of Small value. Local purchase of Stationery & other Articles by the Central Govt. Offices located in Delhi/ New Delhi and outside Delhi. Local Purchase of Materials. Local Purchase of Material of small value Recommendations of High level Committee on Dissaster Management regarding Purchase powers to Divisional and HQ Mechanic al for ART/ARME Rolling Stock 707

708

3 4 5 6 7 8 9 10 11

1980 1982 1982 1982 1983 1983 1987 1987 1989

VI/5-03 VI/5-04 VI/5-05 VI/5-06 VI/5-07 VI/5-08 VI/5-09 VI/5-10 VI/5-11

69/RS (G)/779/3/KW 79/RS (G)/779/8 79/RS (G)/779/8 79/RS (G)/779/8 79/RS (G) /779/8 79/RS (G)/779/8 79/RS (G)/779/8-Pt. 84/ RS (IC)/165/1/ RRC 87/RS (G)/779/27

04.11. 80 16.06. 82 04.09. 82 22.11. 82 01.02. 83 06.04. 83 19/24. 02. 87 03.03. 87 26.05. 89

709 710 710 711 712 712 714 714 718

12

1993

VI/5-12

79/RS (G)/779/8/Pt. II

29.03. 93

720

13 14

1997 1997

VI/5-13 VI/5-14

95/F(S)P ol/PW7/1 87/RS (G)/779/27

07.03. 97 06.10. 97

720

721

15 16 17

1998 2003 2004

VI/5-15 VI/5-16 VI/5-17

97/RS (G)/779/16. 2001/F (S)-1/PW-7/2 99/RS (G)/779/22 Part II

12.10. 98 05.09. 03 02.01. 04

722 723

724

xxv iii

S. No 18

Year 2004

Annx. No. VI/5-18

Boards letter no. 87/RS (G)/779/27/Pt I

Date 27.01. 04

Subject Local Purchase of Stationery and other articles by the Central Government offices located in Delhi/ New Delhi and outside Delhiinstructions regarding Enhancement of purchase powers for Local Purchase of Stores under Para 711(A) Local Purchase of Stationery and other articles by the Central Government offices located in Delhi/ New Delhi and outside Delhi. Coorrigendum- Local Purchase of Stationery and other articles by the Cent ral Government offices located in Delhi/New Delhi and outside Delhi.

Page No

724

19

2004

VI/5-19

99/RS (G)/779/22 Part IV

22.12. 04

725

20

2005

VI/5-20

87/RS (G)/779/27

12.12. 05

726

21

2006

VI/5-21

87/RS (G)/779/27

29.03. 06

727

PART VI CHAPTER 6 1 1978 VI/6-01 75/RS (G)/754/8 27.08. 78 Recommendations of the Committee on Inventory Management Approval of quantities required before initiating purc hase action Vetting of purchase orders Quantity vetting of Stock Items by Associate Finance- Estimate Sheets. Indication of Estimate/last Purchase rates on Indents Buffer Stocks Quantity vetting of Stock items by Associate Finance Monetary Limits for approving quantity for purchas e before initiating purchase action Monetary Limits for approving quantity for purchas e before initiating purchase action Clarification regarding vetting of Non-Stock requisitions for safety items valuing more than Rs. 40,000 but less than Rs. 1.0 lakh

728

2

1979

VI/6-02

76/RS (G)/779/36

06.01. 79

729 730 730

3 4

1988 1989

VI/6-03 VI/6-04

86/RS (G)/779/7 88/RS (G)/779/43

30.09. 88 11.12. 89

5

1989

VI/6-05

89/RS (G)/779/17

15.12. 89

731 732 732

6 7

2002 2002

VI/6-06 VI/6-07

2000/RS(G)/779/16 88/RS (G)/779/43/Part

08.03. 02 21.10. 02

8

2003

VI/6-08

76/RS (G)/779/36/Pt.I

08.06. 03

733

9

2003

VI/6-09

76/RS (G) 779/36/Pt.1

02.09. 03

734

10

2003

VI/6-10

99/RS (G)/779/22/Pt III

27.11. 03

734

xxi x

S. No 11

Year 2007

Annx. No. VI/6-11

Boards letter no. 2005/RS(G)/779/7

Date 28.05. 07

Subject Revision of Power of User Departments for signing of Non-Stock demands / requisitions.

Page No

735

12

2008

VI/6-12

2007/RS(G)/779/1

16.10. 08

Enhancement in vetting limits of non stock demands / requisitions

736

PART VI CHAPTER 7 1 2 3 4 1982 1983 1985 1985 VI/7-01 VI/7-02 VI/7-03 VI/7-04 76 RS (G)/779/55 76/RS (G)/779/55 82-B C-PA C/ VII/ 102 84/RS (G) 363/EC 83/Rec no. 124. 21.05. 82 18.04. 83 25.03. 85 20.11. 85 Procurement of propriet ary Articles, Procurement of propriet ary articles. Laying down procedure and policy of procurement PAC items Purchase of propriet ary items-Publishing the details in the Railway Stores Bulletins/ Indian Trade Journal Procurement of spares for Diesel and Electric locos Procurement of spares for Diesel and Electric locos Procedure for procurement of items supplied by PAC 737 738 739

740

5 6 7

1987 1989 1992

VI/7-05 VI/7-06 VI/7-07

73/RS (G)/779/30Pt.II 73/RS (G)/779/3O/Pt 88/RS (G)/779/39

30.03. 87 17.02. 89 17.06. 92

740 742 742

PART VI CHAPTER 8 1 1990 VI/8-01 87/RS/(G)/ 779/11 12.01. 90 Simplification of the procedure of finalisation of contracts placed by the Railway Board Cent ralising of Procurement in the Railway Board. Finalization of Stores Tenders beyond the accepting powers of GMs Signaling items Centralised for procurement in the office of Railway Board. Submission of Completion Reports against Railway Board Contracts. Operation of Option Clause in Stores Cont racts. Operation of Option Clause in Stores Cont racts. Decentralization of proc urement of Electrical Loco Cables

743

2 3

1990 1990

VI/8-02 VI/8-03

69/RS (G)/645/1 (B ) RSP/90/4100

08.02. 90 01.03. 90

744

745

4

1990

VI/8-04

89/RS (G)/645/1(B)

26.09. 90

746

5 6 7 8

1992 1997 1998 2000

VI/8-05 VI/8-06 VI/8-07 VI/8-08

87/RS (G)/779/11. 93/RS (G)/779/5/Pt. 93/RS (G)/779/5 Pt. 99/RS (G)/779/13

23.06. 92 08.09. 97 15.12. 98 16.02. 00

747 748 748 749

xxx

S. No 9

Year 2000

Annx. No. VI/8-09

Boards letter no. RE(S)11/98/9300/7/1

Date 07.04. 00

Subject Dispensation for direct procurement of urgent requirements of 4 and 6 Quad 0.9 mm Railway Signalling Cables by the Railways. Decentralization of proc urement of Electric Loco Cables conforming to RDS O Specification No.SPEC/E14/01(Rev. II) Pt.II-1993 Decentralization of proc urement of Rly. Boards centralized items Decentralization of proc urement of Loco Batteries 110v, 75 AH and transformer oil for Electric Loco EMU and Ttraction sub-Stations Trans formers. Decentralization of proc urement of Loco Batteries 110v, 75 AH Procurement of hard Coke for Zonal Railways Amendment of Stores Code. Role of Appreciation Committee Decentralisation of proc urement of Electrical items Decentralisation of proc urement of Electrical items Decentralisation of proc urement of Air Brake and CB C Components Decentralisation of proc urement of Clothing, Petroleum and Lubricant items Decentralisation of proc urement of Signalling and Telec omunication items Decentralisation of proc urement of Electrical items. Decentralisation of proc urement of Electrical items. Procurement of Steam coal for Zonal Railways Amendment of Indian Railways Stores Code Submission of Indents for WTA items to Railway Board

Page No

750

10

2000

VI/8-10

99/RS (G)/779/13

26.07. 00

750

11 12

2001 2001

VI/8-11 VI/8-12

99/RS (G)/779/13 99/RS (G)/779/13

02.02. 01 26.03. 01

752

752

13

2001

VI/8-13

99/RS (G)/779/13

18.04. 01

753

14

2001

VI/8-14

99/RS (G)/779/10(CS)

30.05. 01

754

15 16

2001 2001

VI/8-15 VI/8-16

2000/RS(G)/777/1 99/RS (G)/779/13

13.07. 01 04.09. 01

754 755

17

2001

VI/8-17

99/RS (G)/779/13

04.09. 01

756

18

2001

VI/8-18

99/RS (G)/779/13

04.09. 01

757

19

2001

VI/8-19

99/RS (G)/779/13

04.09. 01

757

20

2001

VI/8-20

99/RS (G)/779/13

04.09. 01

758

21

2001

VI/8-21

99/RS (G)/779/13

11.10. 01

759

22

2002

VI/8-22

99/RS (G)/779/13

28.01. 02

760

23

2002

VI/8-23

98/RS (G)/779/10

23.07. 02

760

24

2002

VI/8-24

2002/RS(W TA)-149/MTC

18.11. 02

761

xxxi

S. No 25 26 27 28 29

Year 2003 2003 2003 2003 2003

Annx. No. VI/8-25 VI/8-26 VI/8-27 VI/8-28 VI/8-29

Boards letter no. RS(POL)/58/91/501/200 2(2/03) 99/RS (G)/779/4(7/03) 99/RS (G)/779/13(5/03) 2003/RS(G)/777/1 Pt.1 99/RS (G)/779/13 Pt.I

Date 18.02. 03 25.05. 03 02.06. 03 09.07. 03 23.12. 03

Subject Supply of Ultra Low Sulphur Diesel Supply of items centralized at DLW directly from the vendors to DCW Decentralisation of proc urement of Motor Spirit (Petrol) items Routing of Stores tenders and accepting authority in Boards Offic e. Procurement of 12 cylinder crankshafts (PL 10142680) for WDP I Locomotive.

Page No 761 762 763 763

764

30 31 32

2005 2005 2006

VI/8-30 VI/8-31 VI/8-32

2005/Sig/CA-III/ 26 2005/RS(G)/779/12 2005/RS(G)/779/12

18.08. 05 06.09. 05 19.04. 06

Procurement of IPS through supply contract Procurement of IPS, Cables and Batteries through supply contract Procurement policy for Signaling, Telecommunication and Electrical Cables Purchase of 64 KBPS Modems against RC Procurement against DGS&D Rate Cont racts Procurement of Huck Bolts for Wagons Procurement of Gears and Pinions for electric locomotives through Rate Cont ract Procurement through DGS&D Rate Cont ract- Quality of Supplies Revision of List of items as contained in Appendix VI of the Indian Railway Stores Code (Vol.I) (Revised Edn 1990) Procurement policy for LED Signals Decentralisation of proc urement of CORE controlled items Quality of materials supplied by RC holders of DGS& D Amendment to Purchase Order placed against tenders of Railways/ PUs beyond the acceptance powers of General Managers Decentralisation of proc urement of CORE controlled items

764 765

765

33 34 35 36

2006 2006 2006 2006

VI/8-33 VI/8-34 VI/8-35 VI/8-36

99/RS (G)/779/2 2005/RS(G)/779/13 2005/RS(G)/779/1 2006/RS(G)/11/3

19.04. 06 04.07. 06 21.08. 06 08.09. 06

766 767 768

769

37 38

2006 2006

VI/8-37 VI/8-38

2006/RS(G)/66/Misc 98/RS (G)/779/10(CS)

11.10. 06 01.11. 06

771

772

39 40 41 42

2007 2007 2007 2008

VI/8-39 VI/8-40 VI/8-41 VI/8-42

2001/SIG/SGF/ 12(LED) RE(S)/14/11/ 82/0012.Pt 2005/RS(G)/779/13 2007/RS(G)/779/5

18.06. 07 13.11. 07 19.12. 07 14.07. 08

775 776 777

780

43

2008

VI/8-43

RE(S)/14/11/ 82/0012.Pt

15.07. 08

781

xxxii

S. No 44

Year 2008

Annx. No. VI/8-44

Boards letter no. 2008/RS(G)/779/10

Date 21.10. 08

Subject Nomination of DLW as a nodal agency for arranging the items required for maintenance of GM Locos

Page No

782

PART VI CHAPTER 9 1 2 3 4 5 1995 2000 2003 2004 2004 VI/9-01 VI/9-02 VI/9-03 VI/9-04 VI/9-05 73/RS (G)/779/30 Pt. II 99/RS (G)/709/2-1C 2002/RS(G)/709/2 99/RS (G)/709/4 99/RS (G)/709/1 26.10. 95 17.07. 00 04.12. 03 03.03. 04 28.04. 04 Procurement of Quality Spares. Procurement of Quality Stores from Approved Vendors Procurement of Stores on Life Cycle Cost (LCC) basis Quarterly list or rejection during pre inspection by RDSO Placement of full quantity orders on sources under Part-II for items where there is no Part I source Proper Maintenance of Assets Quality Procurement of Stores Applicability of VA T in Place of Loc al Sales Tax/CS T Procedure regarding return of Commercial offers/EMD in two packet system Necessary Safeguards for Packing Materials and M&P for their safe transit Raising the limit for the purpose of 30% option clause. 782 783 784 793

793

6 7 8

2006 2006 2008

VI/9-06 VI/9-07 VI/9-08

99/RS (G)/709/1 2006/F(S)-I/VA T/1 2007/RS(G)/779/6

29.03. 06 27.04. 06 22.01. 08

794 794

796

9

2008

VI/9-09

2008/RS(G)/779/4

30.04. 08

797

10

2008

VI/9-10

2006/RS(G)/779/2

08.08. 08

798

xxxiii

SUPPLEMENTARY CHRONOLOGI CAL INDEX OF ANNEXURES 1950 1956 1956 1957 1958 1958 1958 1959 1959 1959 1960 1960 1960 1960 1960 1961 1961 1961 1961 1961 1962 1962 1962 1962 II/ 4-01 II/ 1-01 II/ 1-02 III/3-01 II/ 4-02 II/ 1-03 V/3-01 III/4-01 II/ 4-03 V/1-01 II/ 4-04 III/4-02 II/ 4-05 II/ 4-06 II/ 2-01 III/4-03 VI/1-01 III/4-04 II/ 2-02 II/ 2-03 II/ 4-07 V/1-02 III/4-05 V/2-01 49/145/1/S 55-B (C) 2498/(35&36)/ XIII F(X)II-56/Misc/27 55/645/4/RE (G) 58-B (C) 3072 58-B-2498/11/4th Report 58/777/RS (G) 56/363/13/ RS (G) 57-B (C)-3024 57/779/81 RS(G) 60/777/RS (G) 56/796/RS (G) 60/777/RS(G) 60/WI/DMF/ 10 59-B (C)-3129 56/796/RS (G) 57/155/1/RS (G) 61/ RS (D)/167/3 61/WS/LCT/41 61/ W5/LCT/14 61-B (C)-N (27) 56/769/RS (G) 60/768/4/RS (G) 58/775/RS (G) 12.06. 50 13.01. 56 20.12. 56 28.03. 57 15.05. 58 30.05. 58 17.07. 58 01.05. 59 28.05. 59 21.12. 59 13.02. 60 18.02. 60 14.09. 60 04.11. 60 27.12. 60 23.02. 61 12.04. 61 04.05. 61 23.10. 61 21.12. 61 28.02. 62/01 .03.62 30.04. 62 04.08. 62 19.11. 62 Suggestion for inviting fresh tender Allowing time for tendering Delay in dealing with the Tenders Price Variation in Stores Contract for imported Stores Audit para defective agreement Selection of contracts through inviting open tenders Placing of Risk Purchase Orders with the defaulting firms Procedure for purchase of Railway Stores from Small Scale Industries Handling Contracts Acceptance of supply of stores excess or short of the quantity stipulated on Purc hase orders. Finalisation of Tenders within the period of validity of the offers Purchase of Stores at higher cost for earlier delivery Finalisation of Tenders within the period of validity of the offers Examining the capacity of tenderer to exec ute work Importance of dealing with Tenders correctly Purchase of Stores at higher cost for earlier delivery Earnest money and Security Deposit for Stores contracts Procedure for purchase of Railway Stores from Small Scale Industries Acceptance of Tenders--Reasons for accepting higher rates to he recorded Acceptance of Tenders-Reasons for accepting higher rates to be recorded Loss due to incorrect evaluation of tenders Purchase of Stores at Higher Cost on earlier delivery. Method of determining price preference for indigenous stores Levy of liquidated damages against the suppliers for not complying with purchase orders within the stipulated delivery period. Receipt, accountal and refund of Earnest Money paid by Tenderers Scrutiny and the evaluation of Goods handling rates

1961 1963

II/ 2-04 II/ 4-08

63-A C./III/28/4 63-TCII/ 6

13.06. 63 13.09. 63

xxxiv

1963

II/ 2-05

63-B (C)-PA C/III/ 13(19)

09.10. 63

Recommendation No. 19 of the P. A. C. contained in their 13th Report (1963-64) Loss due to irregular rejection of a lower Tender Earnest Money and Security Deposit in Stores Cont racts Negotiations wit h contractors Negotiations wit h contractors Disputes/Claims pending with suppliers against Cont racts for supply of steel Levy of liquidated Damages Report of PAC Acceptance of Sea Freight Variation clause Award of contract Levy of liquidated damages against the suppliers for not complying with Purc hase orders within the stipulated delivery period Incorrect assessment of time in the assembly erection of Girders Supply of Railway material to Contractors. Tender-Rejection of lowest offer Levy of Liquidated damages Report of PAC Verification of claims against Material Price Escalation Clause of contracts entered into with the various firms. LT to unregistered firms Acceptance of variation in Railway Freight Indigenous development of imported items Revision of COS powers Single Tender Powers Guarant ee Bonds offered by banks to Railways in connection with the execution of contracts, etc. Guarant ee Bonds offered by Banks to Railways in connection with execution of Contracts etc. Constitution of Tender Committee for consideration of Tenders Recovery of General damages Guarant ee Bonds offered by banks to Railways for Earnest Money Deposit Pricing policies of Public Enterprises Verification of claims against Material Price Escalation Clause of Cont racts entered into with the various firms. Pricing policies of Public Enterprises.

1964 1964 1965 1966 1967 1967 1967 1968 1968

VI/1-02 II/ 4-09 II/ 4-10 IV/1-01 V/2-02 II/ 4-11 III/3-02 II/ 4-12 V/2-03

63/RS (G)/155/1 64/W5/DL/SE/6 61/WII/CT/24 65/74A/39/ES (G) 58/RS (G)/775 67/B(C)-PA C/III/72/16-17 67/RS (G)/145/3 67/WI/CT/32 68/RS (G)/775

30.04. 64 21.07. 64 31.10. 65 13.09. 66 10.05. 67 31.07. 67 25.08. 67 25.05. 68 07.06. 68

1968 1968 1968 1968 1968 1969

II/ 4-13 II/ 1-04 II/ 4-14 V/2-04 II/ 4-15 III/3-03

63/747/29/ Track 68/WI/CT/25 68/WI/CT/15 58/RS (G)/775 68-B C-PA C/IV/23/20 69/RS (G)/145

05.07. 68 12.07. 68 15.07. 68 09.09. 68 25.10. 68 21.04. 69

1969 1969 1969 1969 1969 1969 1969 1970 1971 1971 1972 1972

II/ 1-05 III/3-04 VI/4-01 II/ 1-06 II/ 1-07 VI/1-03 VI/1-04 II/ 3-01 V/2-05 VI/1-05 III/4-06 III/3-05

69/RS (G)779/12 69/RS (G) 145 68/DEV.CE LL/IGRI/48 69-F(S)I-PW 43/ 69/F(S)1/PW/4/3 F (X) II-63/BN/2 F(X)II-63/EN/1 70/WI/CT/32 70/RS/G/779/49 F (X) II-63/EN/2 69/RS (G)779/24 69/RS (G)/145

04.06. 69 05.06. 69 01.07. 69 08.07. 69 02.09. 69 30.09. 69 31.12. 69 7/09.9.70 23.02. 71 22.05. 71 24.01. 72 08.02. 72

1972

III/4-07

BPE/1(52)/Adv. Fin./71

08.02. 72

xxxv

1972

VI/3-01

72/746/ Track

11.05. 72

Audit Report - Loss due to excess supply of Railway scrap to a sleeper manufacturer at the controlled rates. Furnishing of Bank Guarant ee in respect of transactions bet ween two Public Sector Enterprises or bet ween a Public Sector Enterprise and Government Department Stores Contracts--Extension of delivery period Stores contracts Delegation of power to release " Free Foreign Exchange during the half-year October 1973 March 1974 Levy of liquidated damages Guarant ee Bond offered by the Banks to Railways In connection with execution of contracts etc, Recovery of Risk purchase loss, general damages, liquidated damages. Purchase of Imported Stores on F. O. B. /F. A. S. basis Guarant ee Bond offered by Banks to Railways Delivery period/Grace period/Downward trend in prices Automatic Registration with D. G. S. &D of Small Scale Units registered with N. S. I. C. Wages Escalation clause in Stores Contracts for indigenous stores Consideration of unsolicited Offers Handing over Railway property to outside parties Indemnity Bond instead of Bank Guarantee. Automatic Registration with D. G. S. &D of Small Scale Units registered with N. S. I. C. Air Post Parcel Classification of Work I. R. S. conditions of Contract Revision/Addition of Claus e 0300(a) and 0702(b) Airlifting of imported materials Acceptance of Stores despatched after the expiry of delivery period by the Consignee. Acceptance of stores despatched after the expiry of delivery period by the Consignee. Issue of LT to unregistered firms Provision in the cont ract in respect of Price Variation Forged Bank Guarantee Bond Timely availability of tender papers

1972

VI/3-02

F(X)I-72/BN/1

23.11. 72

1973 1973

II/ 4-16 IV/1-02

73/RS (G)/779/59 73/F (E X) 24/DP/13, Pt. II

12.11. 73 04.12. 73

1974 1974 1975 1975 1975 1976 1976 1976 1976 1976 1976 1976 1976 1976

V/2-06 VI/1-06 V/4-01 IV/1-03 VI/1-07 III/1-01 I/4-01 III/3-06 II/ 4-17 VI/3-03 I/4-02 IV/1-04 II/ 4-18 V/3-02

58/RS (G)/775 F(X)II-63/BN. 2 (Pt.) Vol. II 75/RS (G)/775 75/RS (G)/ 145 F (X) I1-63/BN-2, DGS&D O.O. No.18 66/RS (G)363/(II) 70/RS (G)/779/46 76/RS (G)/779/18 73/RS (G)/779/51 66/RS (G)363/II 76/F (E X) 23/3 Vol. II 76/F(S)/ I/PW-4/1 64/RS (G)/779/49/Appendix VIAB/CR. 76/F (FX)/ 1 73/RS (G)/779/59 78/RS (G)/779/59 77/RS (G)/779/17 77/LS/66/ DGS& D's O.O. 5 F (X) I-77/19/2 77/ WI /CT/ 40

31.10. 74 06.12. 74/19 .12.74 25.06. 75 14.07. 75 16.08. 75 01.01. 76 28.01. 76 18.05. 76/07 .06.06 26.05. 76/11 .06.76 28.06. 76 25.08. 76 27.09. 76 05.10. 76 18.11. 76

1976 1977 1977 1977 1977 1977 1977

IV/1-05 V/1-03 V/1-04 II/ 1-08 III/3-07 VI/1-08 II/ 1-09

21.12. 76 22.01. 77 22.04. 77 20.06. 77 03.09. 77 21.09. 77 24.10. 77

xxxvi

1977 1978 1978

III/2-01 VI/3-04 I/4-03

77/RS (G)/779/29 73/RS (G) /779/51 76/RS (G)/164/16

29.12. 77 27.01. 78 24.02. 78

Simplification of purchase procedure and delegation of powers in respect thereof Handing over Railway property to outside parties Indemnity Bonds instead of Bank Guarantee. Recommendations No. 64, 65, 66, 67, 68 & 69 of the 2nd and Final Report of the COIM Registration of firms of Railways Automatic Registration with D. G. S, & D./ Railways of Small Scale Units registered with N. S. I. C. Advance payment on the basis of receipt issued by Road Transport Agency-Procedure regarding Procedure for Tender Opening-Discussions in the C. O. S. Conference held on 13th and 14th September 1977 Procurement of Non-ferrous metal through PSU advance payment. Task Force Report on Vigilance-Association of Accounts Represent atives with Tender Committees Tender Samples Recommendations of the Committee on Invent ory Management EMD - rounding off Approval of quantities required be fore initiating purchase action Placement of Contracts on Unregistered firms through advertised tenders Report of the Task Forc e on Vigilance Recommendation No. 212 Enhancement of COS Powers Facilities to NSIC firms Stores contracts--Expeditious finalisation of Tenders Stores contract acceptance of conditions for advance payment Local purchase of materials of small value Effect of increase in prices in firm price contracts Advances payment along with the order Delegation of powers to COS Cargo handling charges/Port Liner Term charges in respect of Shipments from U. K. and Continent Splitting of tendered quantity Local purchase of materials of small value advance Correction Slip no. 191/5 Deletion of clause 0704 of I. R. S. conditions

1978

I/4-