SCHEDULE OF POWERS ON GENERAL MATTERS - Indian Railway oct 2008.pdf · central railway schedule of...

CENTRAL RAILWAY

SCHEDULE OF POWERS ON GENERAL MATTERS

SOPGEN-2008

CHAPTER II - STORES MATTERS

Effective From October 2008

P R E F A C E

� The last Schedule of Powers on Stores matters was issued in the year 2007.

� Since then several revisions to the delegation of purchase powers have been issued by Railway

Board from time to time. There was a pressing need to issue a fresh and up-to-date “SOPGEN” on

Stores matters.

� I am glad that Central Railway Stores Department is issuing new “SOPGEN” Chapter II – Stores Matters effective from October’ 2008.

� This new ‘SOPGEN’ will be highly useful for the Officers and Staff of Central Railway Stores Department as well as the User Departments in dealing with the Stores matters in smooth and effective manner.

� The delegation of Powers specified in this Schedule are made with due regard to the need for

decentralization and for effective administration at various managerial levels and is in exercise of Powers vested in the General Manager as detailed in Annexure-II to Chapter V of the Indian Railway Finance Code Vol-I and other Indian Railway Codes and orders issued by the Railway

Board from time to time and in consultation with FA&CAO. The powers have been delegated to PHODs, CHODs, SAG, JAG, Sr.Scale & Jr.Scale Officers in HQ, Workshops as well as DRMs,

ADRMs, JAG, Sr.Scale & Jr.Scale Officers in the divisions and depots as laid down in this schedule.

MUMBAI CST. (SOWMYA RAGHAVAN) Date: 30 -09-2008 GENERAL MANAGER

CENTRAL RAILWAY

I N D E X

Sub Chapter Contents Page No.

… Instructions 1

1. Purchase of Non-DGS&D items 3

2. Purchase of DGS&D items 17

3. Emergency Purchases of DGS&D items 19

4. Approval of quantities, signing of indents/ purchase orders. 20

5. Constitution of Tender Committee. 22

6. Signing of Proprietary Article Certificates 24

7. Local purchase of materials by Stores Officers 25

8. Local purchase of materials by other than Stores Officers 28

9. Refund and forfeiture of Earnest Money deposit and Security deposit 30

10 Deviations from IRS conditions of Contract 33

11. Advance payment 35

12. Quantity and Price Variation Clauses 39

13. Import Purchases 43

14. Price Preference 45

15. Wavier and Write off 46

16. Extension of Delivery dates 47

17. Stock Adjustments 50

18. Cancellation of orders 52

19. Arbitration awards 53

20. Offloading of printing work 54

21. Tenders for stitching of garments. 57

22. Registration/banning of firms 58

23. Sale of Scrap & Overstock materials 59

24. List of Annexures

I Cost of Tender Documents

II Earnest Money Deposit and Security Deposit

III Guidelines on Risk Purchases

IV Signing of Non-stock indents

V Register of acceptance of arbitration awards

VI Register of correction slips

67

68

70

71

72

73

INSTRUCTIONS

1. This delegation of powers is in supersession of all the previous ones. Reference to this schedule of powers be made by the code word “SOPGEN 2008”.

2. The powers of purchase contained in this SOPGEN will be exercised by the officers of Stores

department, Engineering department and officers of other departments as specified against

individual items.

3. Unless otherwise specified, all sanctions of financial nature affecting railway receipt and expenditure should be accorded only with prior concurrence of the associate finance. If finance concurrence is not required for an item, it has specifically been mentioned against the item.

4. Schedule of powers indicated in this booklet are as per the instructions issued by Railway Board and

other Competent Authorities till date.

5. Correction slips embodying amendments to the specific items in this schedule will be issued serially

numbered as and when necessary. 6. If the provisions of Codes and Railway Board’s letters are modified, relevant items of this Schedule of

Powers will also stand modified to that extent. This does not apply for items where the existing powers have been restricted by the GM.

7. Wherever the powers of the authorities are shown separately by their respective post/grade, these

authorities alone can exercise these powers to the extent mentioned. But where no authority is

indicated by designation, then the authorities indicated in the heading of the column shall exercise the powers to the extent mentioned therein. The authorities concerned shall exercise the powers delegated within their area of responsibility.

8. No official is empowered to suspend the exercise of or to withdraw the powers of officials subordinate to him in respect of powers delegated in this schedule and the powers cannot be exercised by any other official for or on their behalf.

9. Wherever the delegation is “upto” certain monetary limit, it means that the powers delegated are

upto the monetary limit inclusive.

10. Instructions issued by Railway Board not covered in this SOPGEN will prevail.

MUMBAI CST. (SOWMYA RAGHAVAN) Date: 30-09-2008 GENERAL MANAGER

CENTRAL RAILWAY

Sub Chapter - 01 Purchases of Non- DGS & D Items

Extent of powers delegated to

Headquarter Officers Divisional Officers

Reference Item No.

Sub item no.

Nature of Powers PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs

Sr.DMM/ Dy.CMM(D) DMM/SMM(D) ADMM/AMM(D)

Remarks

1 2 3 4 5 6 7 8 9 Para 132-S

2.01 Direct Purchase of Stores including stationery and printing

Non-DGS&D items.

Bd’s L. 2007/F(S)I/PW/ 7/ 1 dt. 07-12 -07, 2007/RS (G)/779/1 dt 04-04-08 &COS O.O.No. 10/CR/ RB/0028/ 08 dtd 09-07-08

2.01 1. 1.1

Through Advertised Tenders Invitation of Open / Advertised tenders

PHODs/ CHODs Upto Rs. 50 crores SAG Upto Rs.1.5 crores

SG/JAG Upto Rs. 30 lakh.

Nil Nil

Bd’s L. 2007/F (S)I/PW/7/1 dt. 07-12-07 & COS O.O.No. 10/CR/ RB/0028/08 dtd 09-07-08

2.01 1.2 Acceptance of tenders


SG/JAG Upto Rs. 30 lakh

Nil Nil

Note: (1) The monetary limit for direct purchase applies to the value of each article or inter-connected articles purchased at a time and that the indents should under no circumstances be split up to bring them within the prescribed limits. (2) Where the value of tender is Rs 10 lakhs and over, tenders will be considered by a duly constituted tender Committee as per Para No. 2.05. (3) The exercise of these powers would be subject to the conditions mentioned in para 233 of the Department of Supplies OM dated 18-11-80 (4) AGM's Power is upto Rs.25 crores for acceptance of the tenders and GM's power is upto Rs.50 crores for acceptance of the tenders, including import tenders. (5) All indigenous purchase proposals as well as purchase proposals involving foreign exchange valued over Rs 50 crores should be submitted to Railway Board duly approved by GM.



Reference Item No.

Sub item no.


Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 Bd's L.no. 2007/F (S)I/PW/7/1 dt. 07-12-07 & 2007/ RS(G) /779/1 dt 04-04-08

2.01

2. 2.1

Through Limited Tenders in normal circumstances Invitation of limited tenders for other than Safety items.

Upto Rs. 10 lakhs

SG/JAG Upto Rs. 10 lakhs Sr. Scale Upto Rs. 5 lakhs Jr. Scale Upto Rs. 2 lakhs

Nil

As per item No. 2.01.4 & 2.01.5

Note: (1) Powers delegated against 2.01.2./2.1 & 2.2 are for issue of limited tenders only. Finance concurrence is not necessary for issuing limited tender upto Rs.10 Lakhs. (2) Prior finance concurrence and AGM's sanction should be obtained for invitation of limited tenders beyond the estimated value of Rs.10 Lakhs for both, stock and non-stock items. However, where the panel of firms has been approved by GM as a standing measure, this processing is not necessary. In such cases approval of the official competent to purchase has to be obtained before issue of L.T. (Auth-Rly. Bd.’s L.No.73 /RS (G)/779/ 30/Pt.II dt.17.1.95, 6-9-99, 16-9-99 & 99/RS(G)/709/2/IC dt 17-7-2000)



Reference Item No.

Sub item no.


Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 Bd's L.no. 2007/F (S)I/PW/7/1 dt. 07-12-07, 2007/RS (G) /779 /1 dt 04-04-08 & 28-07-08 & 2001/F (S)I/PW7/2 dt 05-09-03

2.01 2.2. Invitation of limited tenders for Safety Items

AGM Upto Rs. 5 crores PHODs/ CHODs/ Upto Rs. 2 crores SAG Upto Rs. 1 crore

SG/JAG Upto Rs.30 lakhs

Nil As per item No. 2.01.4 & 2.01.5

(3) The ex-post facto sanction of GM is not necessary, if the value of L.T. on opening exceeds upto 15% over the estimated value. Beyond this limit, the ex-post facto sanction of the Competent Authority is required to be obtained. (Auth- Rly. Bd.’s L.No.83/F (S)I/ PW-7/1 dt.4.7.89).

(4) Vetting of indents is necessary – Above Rs 50,000/- for items other than safety items. (5) Vetting of indents is necessary – Above Rs 1 lakh for safety items as defined in Board’s letter no 99/RS(IC)/ 165/SRC dt 19-04-2000 (circulated vide C.Rly’s letter no. DYCMM(CIII)/Safety-Vital/ 2008 Dtd 08-05-08, listed on C.Rly. website no http:// 10.31.3.3.) subject to 10% test check by Accounts.



Reference Item No.

Sub item no.


Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 Bd'sL.No. 2007/F(S)I/PW/7/2 dt.07-12-07,2007/ RS(G) / 779/1dt 04-04-08, 28-07-08 & COS O.O.No. 10/CR/ RB/0028/08 dt 09-07-08

2.01 2.3

Acceptance of limited Tenders for other than Safety items


SG/JAG Upto Rs.30 lakhs Direct acceptance Upto Rs. 10 lakhs

Sr.Scale Upto Rs. 5 lakhs

Jr.Scale Upto Rs. 2 lakhs


Note: 1) Vetting of Purchase Orders is necessary – Above Rs.4 lakhs for items other than safety items. 2) Urgency certification in case of receipt of a single quotation against limited tender if prices are found to be reasonable should be done by JAG level officer for all purchase upto Rs 50,000/- and SAG level officer for purchases above Rs 50,000/-.

Bd's L. no & 2001/F(S)I/PW7/2dt 05-09-03, 2007/ F(S)I/PW/7/2 dt. 07-12-07, 2007/RS (G) /779/ 1 dt 04-04-08,28-07-08 & COS.O.ONo.10/ CR/RB/ 0028/08 dtd 09-07-08

2.01 2.4 Acceptance of limited Tenders for Safety items

PHODs/ CHODs Upto Rs. 15 crores SAG

Upto Rs.1.5 crores

SG/JAG Upto Rs. 30 lakhs

Direct acceptance Upto Rs. 10 lakhs

Sr. Scale Upto Rs. 5 lakhs

Jr.scale Upto Rs. 2 lakhs


Note: 1) Vetting of Purchase orders is necessary –Above Rs.8 lakhs for safety items as defined in Board’s letter no 99/RS(IC)/165/SRC dt 19-04-2000 (circulated videC. Rly’s L.no. DYCMM(CIII)/Safety -Vital/2008 Dtd 08-05-08, listed on C.Rly. website no http:// 10.31.3.3) subject to 10% test check by Accounts 2) Urgency certification in case of receipt of a single quotation against limited tender if prices are found to be reasonable should be done by JAG level officer for all purchase upto Rs 50,000/- and SAG level officer for purchases above Rs 50,000/-.



Reference Item No.

Sub item no.


Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 Bd's L. No 2007/RS (G) /779/ 1 dt 04-04-08 and 28-07-08

2.01 2.5

Invitation of limited tenders in Emergency at the discretion of the purchase officer.

AGM Upto Rs 5 crores PHODs/ CHODs Upto Rs.2 crores SAG Upto Rs. 1 crore

SG/JAG

Upto Rs. 30 lakhs

Nil As per item No. 2.01.4 & 2.01.5.

Bd's L .no 2007/F (S)I/PW/ 7/1 dt 07-12-07 & COS O.O.No. 10/CR/ RB/0028/08 dtd 09-07-08

2.01 2.6 Acceptance of limited tenders in Emergency.



Nil As per item No. 2.01.4 &

2.01.5

Note: (1) Finance concurrence is not necessary in case of emergency purchases provided emergency is recorded in writing. COS/CMM will be free to decide when and for what quantity and in what manner (i.e. type of tender to be floated) such emergency purchases should be made. (Bd's L.No.83/ F(S)I/PW/7/1/dt.2-3-94) (2) Where the value for tender is above Rs.10 lakhs, tenders will be considered by a duly constituted Tender committee as per Item 2.05. (3) AGM’s powers for acceptance are above Rs. 15 crores & upto Rs. 25 crores and GM’s powers are above Rs. 25 crore & upto Rs. 50 crores for items required in emergency.



Reference Item No.

Sub item no.


Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 Bd's L. no. 2007/F (S)I/PW/ 7/1 dt 07-12-07 & 2007/RS (G)/779/1 dt 04-04-08 & 28-

07-08

2.01 2.7 Invitation of limited tenders for items for which approved list is issued only by centralized agency RDSO/PU/CORE.

AGM Upto Rs 5 crores PHODs/ CHODs Upto Rs. 2 crores SAG Upto Rs. 1 crore


Nil Nil

Bd's L. no.2007/ F(S)I/PW/7/1 dt 07-12-07 & COS O.O.No. 10/CR/ RB/0028/08 dtd 09-07-08

2.01 2.8 Acceptance of limited tenders for items for which approved list is issued only by centralized agency RDSO/PU/CORE.


SG/JAG Upto Rs.30 Lakhs Sr. Scale Upto Rs. 5 lakhs Jr. Scale Upto Rs. 2 lakhs

Nil Nil

Note: These powers are to be exercised subject to the following conditions: (i) As a general rule open tender

be invited for the tender having estimated value more than Rs 10 lakhs.

(ii) Tender enquiries are issued

only to those firms, for which approved list is issued only by centralized agency RDSO/ PU/CORE for Supply of the items under procurement.

(iii) The approved RDSO / PU /

CORE panel adopted should be upto-date.

(iv) Individual case is referred to

finance, for scrutiny and concurrence before issue of the tender enquiry costing Rs. 10 lakhs & above.

(v) No Accounts concurrence is

required for calling L.T. below Rs. 10 lakhs subject to normal procedure of purchase being followed.



Reference Item No.

Sub item no.


Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 Bd's L.no. 2001/F (S)I/PW/7/2 dt 12.10.01 2007/F (S)I/PW/ 7/1 dt 07-12-07 and 2007/RS (G) /779/ 1 dt 04-04-08 & COS O.O.No. 10/CR/ RB/0028/08 dt 09-07-08

2.01 2.9 Acceptance of limited tender in case where only one tender is received in response to first call of limited tenders.


SG/JAG Upto Rs. 30 lakhs Sr. Scale Upto Rs. 5 lakhs Jr. Scale Upto Rs.2 lakhs

Nil Nil Note: 1) These powers are to be exercised only if limited tender enquiry has been issued to firms who have supplied or are likely to supply the materials and prices obtained are reasonable. Full reasons should be recorded justifying the course of action. 2) The urgency has to be certified by not less than SAG Officers for all purchases above Rs. 50,000/- and by JAG Officers for purchase upto Rs.50,000/- and prices are found to be reasonable. Note: If only a single quotation is received against the LT, the tender should normally be re-invited except in case of urgency. 3) For non-stock purchases, it would be necessary to obtain urgency certificate from the indenting department’s SAG Officer for all purchases above Rs. 50,000/- and by JAG Officers for purchases upto Rs.50,000/- and prices are found to be reasonable, before the file is put up to respective Stores Purchase Officer for dispensing with retendering.



Reference Item No.

Sub item no.


Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 Bd.’s L. No.2007/RS(G)/ 779/1 dt 04-04-08

2.01

3. 3.1 3.1.1

Through Single Tenders (Invitation & acceptance)

Non-proprietary articles without finance concurrence

In normal circumstances

COS/CMM Upto Rs 3 lakhs

Nil Nil Nil Note: Invitation of Single tender will require the personal approval of COS/CMM.

Bd.’s L.no 2007/RS (G)/779/1dt 04-04-08

2.01 3.1.2 In emergent situation affecting repair, maintenance, outturn, operation etc. to be recorded in writing.

COS/CMM Upto Rs. 5 lakhs

Nil Upto Rs. 7,500/- (83/F(S)/1/PW/7/1 dt. 2-3-94)

Nil Note: 1) Emergency to be certified for stock items by JAG Officer for purchases upto Rs. 50,000/- and by SAG Officer for purchases above Rs. 50,000/-. 2) For non-stock items the urgency has to be certified by not less than SAG Officers for all purchases above Rs. 50,000/- and by JAG Officers for purchase upto Rs. 50,000/- and prices are found to be reasonable.



Reference Item No.

Sub item no.


Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 Bd.’s L.no 2007/F (S)I/PW/7/2 dt 07-12-07, 2007/RS (G)/ 779/ 1 dt 28-07-08 & COS O.O.No. 10/CR/ RB/0028/08 dtd 09-07-08

2.01 3.2 3.2.1

Single Tender purchase against PAC. Invitation & Acceptance of Single tender for Proprietary articles where it has been possible to certify that a similar article, which could be used in lieu is not manufactured/ sold by any other firm. (PAC ‘c’ certified)

PHODs/ CHODs Upto Rs. 15 crores SAG

Upto Rs.1.5 crores

SG/JAG

Upto Rs. 30 lakhs Sr. Scale

Upto Rs. 5 lakhs Jr. Scale

Upto Rs. 2 lakhs

Proforma for PAC:- Item No 2.06.1 may be referred.

Bd.’s L. no. 2007/ F(S)I/PW/7/2 dt.07-12-07, 2007/RS (G)/779/ 1 dt 28-07-08

2.01 3.2.2 Invitation & Acceptance of Single tender for where it has not been possible to certify that a similar article, which could be used in lieu is not manufactured/ sold by any other firm. (PAC ‘a’ certified)

PHODs/ CHODs Upto Rs. 5 lakhs SAG

Upto Rs.3 lakhs

SG/JAG

Upto Rs. 2 lakhs Sr. Scale Upto Rs. 1 lakh Jr. Scale Upto Rs.50,000/-



Reference Item No.

Sub item no.


Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 Office order No 03/CR/S/0002/03 dt 21-01-03

2.01 3.3 Local purchase of Stock / Non-stock items on ST basis covered by PAC where it is certified that a similar article, which could be used in lieu is not manufactured, sold by any other firm in the country. (PAC ‘c’ certified)

SG/JAG Upto Rs 10,000/- Sr.Scale Upto Rs 5,000/- Jr.Scale Upto Rs 2,000/-

Note: 1) The technical specification of the item being procured on PAC basis must be approved by CWM in case of Workshops and by the Shed-Incharge (minimum JA level) in case of Sheds. 2) A monthly statement of items purchased on PAC basis should be submitted to COS,CME/CEE and FA&CAO. 3) Depot/Divisional Stores officers must ensure reasonableness of rates of items procured. These may be confirmed with HQrs.if required.

Bd.’s L.no 2007/RS (G)/779/1 dt 04-04-08

2.01 3.4 To accept Single Tender Purchase from stockyards Buffer imports of M/s. SAIL, TISCO, IISCO, RINL in respect of Steel items.

PHOD/CHOD Upto Rs. 3 crores SAG Upto Rs 2 crores

Nil Nil Nil Note: The Board have permitted to purchase the following items as per main producers (plants) and Stockyard Prices. 1. Blooms and slabs. 2. Billets 3. R. C. Squares. 4. Bars, rounds in coils & in Straight length. 5. Flats 6. Seamless Bars 7. Requirement of steel for outstation

consignees will be met with from the nearest stockyards of M/s. SAIL,TISCO, IISCO and RINL in exceptional cases if material is not available in the stock yard the same will be arranged from Bombay stockyard.



Reference Item No.

Sub item no.


Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 8. Authorized representative of

COS will part with the cheque for advance payment only after confirming from the stockyard that the material is physically available for immediate collection and despatch to the ultimate consignee.

Bd.’s L.no 2007/RS (G)/779/1 dt 28-07-08

2.01 3.5 Purchase of oils and lubricants marketed by Public Sector Undertakings on single tender basis.

COS Upto Rs 3 crores in each case CMM Upto Rs 2 crores in each case

Nil Nil Nil Note: 1. With finance concurrence and

to make 100% Proforma Invoice payment to the firms without going into the formalities of tender committee’s examination.

2. Open/Limited tender is to be called in place of Single tender in case prices are not government administered.

Bd.’s L.no 2007/RS (G)/779/1 dt 28-07-08

2.01 3.6 Invitation and acceptance of Single tender-- For Developmental items.

COS Upto Rs. 5 lakhs CMM Upto Rs. 3 lakhs


Nil Nil Note: 1) Proposal for purchase of developmental items should have the approval of PHOD of concerned department and concurrence of FA&CAO. 2) Indent should clearly mention that it is a developmental item to be purchased on Single tender. The details and addresses of the sources to be given along with the indent.



Reference Item No.

Sub item no.


Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 Bd.’s L. No. 2007/RS (G)/779/1 dtd 04-04-06+8

2.01 4. Powers of Divisional Stores Officers and Depot Stores Officers for purchase through normal mode of tenders (Open, Limited, Bulletin and Single Tenders) in terms of para 328-S of Stores code Vol.I (Invitation and Acceptance) (a) For stock items urgently required. (b) For non-stock items required for

the purpose of train operation, rolling stock maintenance, signaling and track maintenance, passenger amenity items, items required for ART & ARMV, cleanliness, touch and feel items, safety items, urgent sanctioned project related items.

For (a) and (b) both. Sr.DMM/Dy.CMM(Depot) Upto Rs.3 lakhs per case DMM/SMM(depot) holding independent charge Upto Rs 3 lakhs per case DMM/SMM (depot) other than holding independent charge Upto Rs 1.5 lakhs per case ADMM/AMM(depot) holding independent charge Upto Rs 1.5 lakhs per case ADMM/AMM (depot) other than holding independent charge Upto Rs 1 lakh per case

Note: (i)These powers should be

exercised within available budgetary limits and each demand allocation and primary unit.

(ii) These powers to be exercised

within annual ceiling limits fixed by COS in consultation with finance.

(iii) Vetting of purchase orders

above Rs 3 lakhs for Safety items is necessary as defined in Board’s letter no 99/RS(IC)/165/SRC dt 19-04-2000 (circulated vide C.Rly’s letter no. DYCMM(CIII) / Safety-Vital/2008 Dtd 08-05-08, listed on C.Rly. website no http://10.31.3.3) subject to 100% post check for POs above Rs 2 lakhs.

(iv) Vetting of purchase orders

above Rs 2 lakhs for other than Safety items is necessary.



Reference Item No.

Sub item no.


Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 Bd.’s L. No. 2007/ RS(G)/ 779/1 dtd 04-04-08

2.01 4. Contd.

(c) For Stock items and Non-stock items not covered in (a) and (b) above.

Sr.DMM/DYCMM(Depot) Upto Rs 2 lakhs per case. DMM/SMM (depot) holding independent charge Upto Rs 2 lakhs per case. DMM/SMM (depot) other than holding independent charge Upto Rs 1 lakh per case. AMM(Divn)/AMM (depot) holding independent charge Upto Rs 1 lakh per case.

Note: (i) These powers should be


(ii) These powers to be exercised


(iii) Vetting of purchase orders

above Rs 3 lakhs for Safety items is necessary as defined in Board’s letter no 99/RS(IC)/ 165/SRC dt 19-04-2000 (circulated vide C.Rly’s letter no. DYCMM(CIII) / Safety-Vital/2008 Dtd 08-05-08, listed on C.Rly. website no http://10.31.3.3) subject to 100% post check for POs above Rs 2 lakhs.

(iv) Vetting of purchase orders




Reference Item No.

Sub item no.


Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 Rly.Bd’s letter no 2007/RS (G) /779/1 dt 04-04-

08.

2.01

5.

Placement of purchase orders on other railway units by depot/ divisional officers for material assistance.

Sr.DMM/DYCMM(Depot) Upto Rs 5 lakhs per case. DMM/SMM (depot) holding independent charge Upto Rs 5 lakhs per case. DMM/SMM (depot) other than holding independent charge Upto Rs 2 lakhs per case. ADMM/AMM (depot) holding independent charge Upto Rs 2 lakh per case ADMM/AMM (depot) holding other than independent charge Upto Rs 1 lakh per case.

Note: (1) These powers should be


(2) These powers to be exercised


(3) Vetting of purchase orders


(4) Vetting of purchase orders


Sub Chapter - 02. Purchase of DGS & D items



Reference Item No.

Sub item no.

Nature of Powers PHODs/

CHODs/ SAG

Other Officers

DRMs/ ADRMs

Sr.DMMs/ Dy.CMM(D) DMMs/SMM(D) ADMMs/AMM(D)

Remarks

1 2 3 4 5 6 7 8 9 2.02 Direct Purchase of Stores including stationery and printing

DGS & D Items

Stores code para 707 & 802 (i) Bd’s letter no. 2007/RS (G) 779/1 dt 04-04-08

2.02 1. Direct purchase of items for which DGS&D Rate/ Running contract exists and if and when it can be established that Stores are required urgently or can be conveniently obtained locally or from nearer station.

COS Upto Rs. 1 lakh In each case subject to ceiling limit of Rs 5 lakhs in each case per annum.

Nil Nil Nil Note: (1) It is ensured that the items dealt with by SAG/JAG are different, suitable records are kept to ensure that the ceiling limit of Rs. 5 lakh for the entire Railway is not exceeded. (2) These powers should not be exercised for purchase of office and other equipment not connected with operations and maintenance purposes. (3) List of items covered by Rate/ Running contract can be checked from the DGS&D site on Rail Net by all concerned.

Bd’s L. no. 81/ F(S)1/PW/67 dt.28.4. 81 & 86/RS (G)/779/ 7 dt. 30-9-88 & 23.11.89

2.02 2. Direct purchase of DGS&D item for which no Rate/ Running contracts exist.

Upto Rs. 1 lakh.

SG/JAG Upto Rs. 1 lakh Sr. Scale Upto Rs. 75,000/- Jr. Scale Upto Rs. 25,000/-

Nil Nil Note: (1) The present procedure in force regarding quantitative check of requirements by the associated finance valuing Rs.50,000/- and over for both stock and non-stock item will continue. (2) The value of Rs.1lakh for direct purchase applies to each case or to each tender containing similar articles or inter connected articles purchased at any one time. The demand under each item should in no circumstances be split-up to bring them within the prescribed limit.



Reference Item No.

Sub item no.

Nature of Powers PHODs/

CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 R.Bd's L. No. 2007/RS (G)/779/ 1 dt 04-04-08 & COS O.O.No. 10/CR/ RB/0028/08 dtd 09-07-08

2.02 3. To place orders against DGS&D Rate / Running contracts subject to the designation appearing as Direct Demanding Officer.

COS Full power CMM Upto Rs.1.5 crores

SG/JAG Upto Rs.30 lakhs Sr. Scale Upto Rs.5 lakhs

Nil

Sr.DMM/ DYCMM (depot) Upto Rs.3 lakh per case DMM/ SMM(depot) holding independent charge Upto Rs 3 lakh per case DMM/ SMM(depot) holding other than independent charge Upto Rs 1.5 lakh per case ADMM/ AMM (depot) holding independent charge Upto Rs 1.5 lakh per case ADMM/ AMM (depot) other than holding independent charge Upto Rs 1 lakh per case

Note for Divisional and Depot officers: 1. These powers to be exercised


2. These powers to be exercised

within available budgetary limits in each demand allocation and primary unit.

3. Vetting of purchase orders


4. Vetting of purchase orders


Sub Chapter - 03. Emergency Purchases of DGS & D items



Reference Item No.

Sub item no.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs

Sr.DMMs/ Dy.CMM(D) DMMs/SMM(D) DMMs/AMM(D)

Remarks

1 2 3 4 5 6 7 8 9 Para - 706–S & 802-S

2.03

Direct purchase of DGS&D items under established emergency including Printing & Stationary and items covered by Rate/Running contract.

Bd’s L. No 2007/ RS (G)/779/1 dt 04-04-08 & 28-07-08

2.03 1. Invitation of tenders PHODs/ CHODs Upto Rs.50 crores SAG Upto Rs.1.5 crores


Nil Nil

Rly.Bd’s.L.no. 2007/F(S)I/PW/7/2 dt.07-12-07 & O.O.No. 10.CR.RB/0028/2008 dtd 09-07-08

2.03 2. Acceptance of tenders PHODs/ CHOD Upto Rs. 15 crores SAG Upto Rs.1.5 crores

SG/JAG Upto Rs. 30 lakhs Sr.Scale Upto Rs 5 lakhs Jr.scale Upto Rs 2 lakhs

Nil Nil

Note: 1. COS may exercise emergency powers of purchases without finance concurrence upto Rs 25 lakhs in each case subject to this being advised by the tender committee where the value is Rs 10 lakhs or more. 2. Certification of emergency by purchasing officer approving the purchase. 3. Cases beyond Rs 25 lakhs will require finance concurrence and GM’s approval.

Sub Chapter - 04. Approval of quantities & signing of indents / purchase orders



Reference Item No.

Sub item no.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9

2.04

Approval of quantities & signing of indents/ purchase orders.

Bd’s LNo 2007/ RS (G)/779/1dt 04-04-08& COS O.O.No. 10/CR/ RB/0028/ 08 dt 09-07-08.

2.04

1. Approval of quantities proposed for purchases both stock and non-stock items prior to issue of tender/ placing of indents.

PHODs/ CHODs Upto Rs.50 crores SAG Upto

Rs.1.5 crores


Sr.Scale Upto Rs 5 lakhs

Jr.scale Upto Rs 2 lakhs

Nil Nil



Reference Item No.

Sub item no.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 COS O.O.No. 10/CR/ RB/0028/08 dtd 09-07-08.

2.04 2. Signing of indents on behalf of the GM for purchase of stores through DGS&D/Rly. Bd./DLW/CLW/ICF and other Centralized purchase agencies.

PHODs/ CHODs Upto Rs.50 crores SAG

Upto Rs.1.5 crores


Nil Nil Note: (i) All indents should be signed

after quantity has been approved as per sub-item (1.) above.

(ii) Vetting of indents: (a) Above Rs 8 lakhs for safety

items as defined in Board’s letter No.99/ RS(IC)/165/SRC dtd 19-04-2000 (circulated vide C.Rly’s letter no. DYCMM(CIII) / Safety-Vital/2008 Dtd 08-05-08, listed on C.Rly. website no http://10.31.3.3)subject to 10% test check by accounts.

(b) Above Rs 4 lakhs for items other than safety items.

(Rly. Bd’s letter no.2007/RS(G) /779/1 dtd 03-09-08.)

COS O.O.No. 10/CR/ RB/0028/08 dtd 09-07-08.

2.04 3. Signing of purchase orders.

PHODs/ CHODs Full power SAG

Full power

SG/JAG Full power Sr. Scale Upto Rs. 10 lakhs Jr. Scale Upto Rs.5 lakhs

DYCMM(D)/ Sr.DMM DMM/ DMM(Divn) Full power upto their power of purchase.

Sub Chapter - 05. Constitution of Tender Committee



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 Rly.Bd’s L. No. 2007/ F (S)I/PW/ 7/1 dt 07-12-07

2.05

The Constitution of Tender Committee for considering tenders and powers of acceptance in tenders for procurement of various types of Stores will be as under:

Tender Committee Value limit

Acceptance by

Stores Deptt. Consuming Deptt. Finance

1. Above Rs. 10 lakhs to Rs. 30 lakhs JAG Sr.Scale Sr.Scale Jr.Scale

2. Above Rs. 30 lakhs to Rs. 1 crore SAG JAG JAG Sr.Scale

3 A. Above Rs.1 crore to Rs. 1.5 crores (*) SAG JAG JAG JAG

3 B. Above Rs.1.5 crores to Rs 2 crores PHOD/CHOD SAG SAG JAG

4. Above Rs. 2. crores to Rs. 15 crores PHOD/CHOD SAG SAG SAG

5. Above Rs. 15 Crores to Rs. 25 Crores AGM PHOD/CHOD PHOD/CHOD SAG

6. Above Rs. 25 Crores to Rs. 50 Crores. GM PHOD/CHOD PHOD/CHOD PHOD/CHOD

(*) COS Office Order No.10/CR/ RB/0028/08 dtd 09-07-08

Note : 1) In case of any establishment, which does not have AGM, item 6 re-numbered, as item 5 will cover Rs. 15 crores and upto the limit

of GM’s powers.(Auth. Rly.Bd’s L. No. 2007/ F (S)I/PW/ 7/1 dt 07-12-07 ) 2) In case of only one FA&CAO, JAG level Finance officer will be member of tender committee upto Rs 8 crores 3) In case of only one SAG Stores officer, JAG level stores officer will be member of tender committee upto Rs 8 crores. 4) In case of only one SAG level officer in User Department, JAG level officer of user department will be member of Tender committee

upto Rs 8 crores. (Authority Rly.Bd’s letter no. 2007/RS(G) /779/1 dt 04-04-08)



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 Guidelines:

1) All indigenous purchase proposals as well as purchase proposals involving foreign exchange valued over Rs 50 crores should be submitted to Railway Board duly approved by GM. (Rly.Bd’s letters no 2007/ F (S)I/ PW/7/1 dt 07-12-07).

2) Level of Tender Committee and tender accepting authority in case of offers received in foreign currency (on FOB/C&F/CIF basis) should be decided as per Rly.Bd’s letter no 2003/RS.(G)/777/1 dtd 08-08-2008.

3) The total value of the tender will be the criterion to decide the competent authority for acceptance when purchase proposals against the tenders are put up in parts. As per RB’s L.No.F (X) II/2004/PW/7 dt. 14-9-04, Excise duty, Sales tax and all statutory levies may be included in the value of the tender for determining the level of competency of acceptance. However the quantum of ‘Option Clause’ will be excluded from the value of tenders. There may be some cases where though the total basic value may be less than Rs.10 lakhs but total commitment may exceed Rs.10 lakhs. In such cases Tender Committee procedure has to be followed up and is inescapable and under no circumstances direct acceptance of the offers by a JAG Officer be resorted to.

4) The Stores Member of the tender committee will put up the proceedings direct to the accepting authority. The structure and composition of Tender Committee should not be altered locally excepting in an individual case, for reason to be recorded and with the concurrence of FA&CAO and approval of General Manager.

5) The Tender accepting authority should be independent of the Tender Committee and should not work as Member of the Tender Committee. In case for certain reasons the officer competent to accept the Tender has to be a member of the Tender Committee, the recommendations of the Tender Committee, should be put up to his next superior officer for acceptance. (Rly.Bd's No.66/RS(G)/777 dt 30-9-80)

6) The Tender Committee at appropriate level should be constituted for considering the Tender for procurement of various type of Stores floated

by Stores Depts. irrespective of whether the item is of a proprietary or general nature. 7) COS may accept proposals for purchase from Government of India undertaking viz.MMTC, Hindustan Zinc Ltd. and Hindustan Copper Ltd.

in respect of non-ferrous metals upto the value within the powers of purchase of COS in consultation with finance without going through the formalities of Tender committee (Rly. Board's letter no.89/RS(G)/753/1 dated 13-10-1989).

8) The formality of examination of purchase by Tender Committee is not necessary in case of purchase of oils, lubricants on Single tender basis from public sector undertaking such as IOC/BPC/HPC etc. upto total value of Rs 3 crores in each case with 100% advance payment against proforma invoice provided the prices of these are administered or controlled. The petroleum products the prices of which are not administered or controlled are out of the preview of this delegation. (Board’s letter no 2007/RS(G)/779/1 dtd 28-07-08).

9) The acceptance or modification to or rejection of Tender Committee recommendations is left entirely to the discretion of the authority entrusted with this duty. Reasons for departing from the recommendations of the Tender Committee should invariably be recorded by the accepting authority.

Sub Chapter - 06. Signing of Proprietary Article Certificates



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 Bd's L. No.76/ RS(G)/ 779/55 dt.21-5-82 & 18-4-83 Bd's L.No. 2007/RS (G) /779/ 1 dt 04-04-08

2.06 1. Signing of Proprietary Article Certificates for procurement of PAC items.

PHODs/ CHODs Above Rs.3 lakhs SAG Above Rs.75,000/- & upto Rs.3 lakhs

SG/JAG Above Rs.25,000/- Upto Rs. 75,000/- Indenting Officer Upto Rs.25,000/-

Nil Nil Note : (1) PAC should be signed by Officer of the Consuming Department for whom stores are procured & should be counter signed by the Officer at appropriate level if the value of purchase exceeds Rs.25,000/-. (2) The PACs should not be accepted by purchase officers as a matter of course and indenting officers should be advised to carefully evaluate the merits before signing such a Certificate (3) There may be cases where the quoted rate may be higher than the estimated rate recorded in PAC. In such cases, if the difference is more than 10%, the PAC will require correction in value as well as the demand. If the difference is 10% or less no back reference to indentor or PAC countersigning authority is necessary and cases can be finalized straightaway.

Sub Chapter - 07. Local purchase of Materials by Stores Officers



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1. 2. 3. 4. 5. 6. 7. 8. 9. Para 711-S Bd's L. No 79/ RS G/ 779/8 dt. 30-5-79, No.79/F (S) I/PW/ 72 dt.12-11-79, 95/F (S) Pol/ PW7/ 1 dt. 7-3-97, 84/RS (IC) /165/ 1/RRC dt.3-3-87,79/ F (S) I/ PW-7/4 dt. 5-12-80. and 2007/RS (G) /779 /1 dt 04-04-08

2.07 1. Local purchase of material of small value both stock and non-stock items in terms of para 711 of Stores Code.

Upto Rs.1 lakh per case.

SG/JAG. Sr.Scale & Jr.Scale Upto Rs. 1 lakh per case

Nil SG/JAG Sr.DMMs DMMs in divisions AMMs holding independent charge of the depot/divn. Upto Rs. 1 lakh per case .

Note : (i) Prior Finance concurrence is

not necessary. (ii) Local purchase on single

quotation basis upto Rs. 10,000/-each item. However quotations should be normally be invited from at least three reputed agencies.

(iii) These powers should be


(iv) These powers to be exercised


(Condition no. (iii) and (iv) above shall be applicable for depot & Divisions)



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1. 2. 3. 4. 5. 6. 7. 8. 9.

Guide Lines : (a) In the case of stock items the purchases are made only where:-

(i) The normal annual recoupment quantity does not exceed Rs. 1 lakh in value; or (ii) The stock of the item is precariously low & the same is urgently required. A certificate to that effect will be recorded by the

depot officer nominated for stock supply. and the quantity is not deliberately reduced with a view to bringing the purchase within the scope of this provision.

(f) Purchasing officer should maintain a register showing full particulars of orders arranged through local purchase. (g) The current rates quoted should invariably be compared with the last purchase rates and any large difference checked up before

making local purchase. (h) But for purchases done through super bazaar for local purchases, a single quotation upto Rs. 5,000/- per item could be accepted

as against the procedure of restricting such single quotation to Rs. 2,000/- per item (Bd's letter of 10-1-92) Para 717 of Stores Code.

(i) Liquidated Damages where the supplier has failed to deliver the material within the period fixed for delivery in the purchase orders

placed against local purchase cases should be levied. (j) However no LD shall be levied in the cases of refixation/deferment of Delivery Period when the same is done on administrative

grounds to be recorded in writing by the competent purchase authority. In case of refixation/deferment of delivery period, it should be ensured that there is no extra financial repercussion on Railway. If there is extra financial repercussion on Railway, Delivery Period should be refixed/deferred with the concurrence of associate finance.

(Authority Office Order No. 07/CR/S/0020/2008 DT: 14-05-08).



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1. 2. 3. 4. 5. 6. 7. 8. 9. Rly.Bd’s letter no 2007/RS (G) /779/ 1 dt 04-04-08.

2.07 2. Hiring of material handling equipment by depot officers.

DYCMM (Depot) Upto Rs 20,000/- per case with the monthly ceiling limit of Rs 2 lakhs SMM (Depot) Holding independent charge Upto Rs 10,000/- per case with the monthly ceiling limit of Rs 1 lakh AMM (Depot) Holding independent charge Upto Rs 5,000/- per case with the monthly ceiling limit of Rs 50,000/-

Note : (i) Register to be maintained to

watch adherence to the ceiling limit and to be produced to Accounts department.

(ii) Funds to be certified. (iii) Finance concurrence is

necessary.

Sub Chapter - 08. Local purchase of materials by other than Stores Officers



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 711 A-S. Bd’s L No.79/ F(S) I/ PW -7/4 Dt. 20-12-80 & 6-2-81 Jt.Stores & A/C Dept. POO No.1 of 1985

2.08 Local purchase of Stores other than those covered by Rate Running Contract entered into by DGS & D by other than Stores Deptt. Officers for Stock and Non-Stock items.

Construction Deptts PHODs/ CHODs/ SAG (Not attached to Stores deptts)Upto Rs. 5,000/- per item subject to a ceiling of Rs. 1 lakh in aggregate per month per Construction Deptt. for both stock & non-stock items put together. CCM (CR) (Power to be exercised personally by him) Upto Rs. 5000/- per item, subject to a ceiling of Rs. 1 lakh in aggregate

Construction Deptts. SG/JAG Officer (Not attached to Store deptts) Upto Rs. 2500/- per item, subject to a ceiling of Rs.25000/- in aggregate per month per construction unit for both stock and non-stock items put together. Sr. Scale/ Jr. Scale Officers holding independent charge of Workshop Upto Rs. 1000/- per item, subject

DRMs For Stock items in case of emergency Upto Rs 5,000/- per item but not exceeding Rs 50,000/- in the aggregate per month in consultation with the concerned Accounts Officer. For Non-stock items Upto Rs 10,000/- per item

SG/JAG holding independent charge of a unit & located far away from Divl./ HQrs. etc. whom DMM is unable to cater for their requirement Upto Rs. 2,500/- per item subject to Note No. 2 under Col. 7. Sr. Scale/ Jr. Scale Officers holding Indepen-dent charge of a unit located far away from the Divl. HQrs. Upto Rs.

Note : (1)These powers will be exercised by each Constn. Department subject to a ceiling of Rs. 1lakh in aggregate per month for both stock & Non-stock items put together. The total amount of Rs. 1 lakh could be distributed to lower level Officers as shown in Col. 6 subject to ensuring that the total expenditure in aggregate per month for both stock and Non-stock item put together does not exceed Rs.1 lakh for the Deptt. as a whole under the Co-Ord.HOD. To control the expenditure, the Co-Ord.HOD may allot a definite monthly amount to the Sub-ordinate Officers within the ceiling of Rs.1lakh mentioned above & ensure that this limit is not exceeded. (2) Officers located away from Divl. HQRs will exercise the power of purchase upto Rs. 5000/- per item for both stock & non-stock items but the ceiling of Rs. 1 lakh per month in aggregate for both stock and non- stock items put together for the division, as a whole shall be applicable to such purchases. It will be the duty of the OS (G) in the Divl. Office/ DRM office to see that the above monthly aggregate limit is not exceeded.



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 per month for both stock & non-stock items put together.

to a ceiling of Rs.10,000/- in aggregate per month per workshop. PZTS BSL Upto Rs. 5000/- per item subject to a ceiling of Rs. 10,000/- in aggregate per month

but not exceeding Rs 1 lakh in the aggregate per month. (Bd’s letter no 99/RS (G)/ 779/22/ PLIN dt 22-12-04)

1000/- per item, subject to a ceiling of Rs.10,000/- in aggregate per month per unit.

(3) For procurement of stock items certificate of ‘Out of Stock’ situation should be obtained from the concerned stocking depot. (4) For procurement of non-stock items urgency certificate from JAG Officer has to be on record for all purchases over Rs. 2,500/- per item. To have an effective control on expenditure as above DRM may consider definite part allotment on monthly basis (out of the ceiling limit of Rs. 1 lakh per month per division) to such of the officers who are located far away from Divl.HQs. to enable them to make urgent purchases in case DMM is unable to cater for their requirements. (5) A register showing details of such purchases should be maintained & copies of all sanctions should be forwarded to the associated Finance Officer to enable him to keep a watch over the ceiling limit. (6) Prior Finance concurrence is not necessary for purchase of non-stock items. (7) In case of stock items prior concurrence by associated finance is necessary for purchase over Rs. 1500/- in each case.

Sub Chapter - 09. Refund of Earnest Money Deposit and Security Deposit



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 Rly.Bd’s letter no.2003/RS(G)/779/5 dt 10-09-04, 2004/RS (G)/779/1 dt 24-07-07 & Office order No 04/CR/S/0019/08 dtd 29-04-08.

2.09 1. Refund of Earnest Money deposit.

Full powers upto their powers of purchase after the tender is finalized.

SG/JAG Full powers upto their powers of Purchase after the tender is finalized.

DRM/ ADRM Full powers upto their powers of purchase after the tender is finalized.

SG/JAG Sr.DMMs DMMs in divisions AMMs holding independent charge of the depot/ divn. Full powers upto their powers of Purchase after the tender is finalized.

Note : (1) Refund of EMD: a. EMD of unsuccessful bidders

should be returned within 30 days after the finalization of tender.. The purchase order preparing official will certify in the file on noting page that EMDs of all un-successful tenderers have been returned and then handover the file to associate accounts for precheck.

b. EMD should be refunded to the successful tenderers on receipt of the full amount of Security

money wherever called for. (2) The period of limitation for refund of Earnest Money deposit is three years as contained in Article 113 of Indian Limitation Act of

1963. Claims for refund of SD/EMD beyond this period should be treated as time barred claims and should ordinarily be refused and no such claim can be paid without the sanction of Railway Board in terms of revised Para 1019 of Indian Railway Accounts and Finance Code.

Rly.Bd’s letter no. 2003/RS(G)/779/5 dt 10-09-04, 2004/RS(G)/779/1 dt 24-07-07, 19-

2.09 2. Refund of Security Deposit.

Full powers in respect of contract which are within his powers of acceptance provided the contracts are

SG/JAG Sr. Scale/ Jr. Scale Full powers in respect of contract which are within his powers of

DRM/ ADRM Full powers in respect of contract which are within his

SG/JAG Sr.DMMs DMMs in divisions AMMs holding independent charge of the depot/

Note: (1) After completion of all

contractual obligations, Security Deposit should be returned to the successful supplier within 60 days. The following should also be ensured while refunding the SD:-



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 02-08 & Office order No 04/CR/S/0019/08 dtd 29-04-08.

satisfactorily completed.

acceptance provided the contracts are satisfactorily completed.

powers of acceptance provided the contracts are satis-factorily completed.

divn. Full powers in respect of contract which are within his powers of acceptance provided the contracts are satisfactorily completed.

a. For Stock items: While releasing of R-Note for the last consignment, depot officer should record No loss/ inconvenience certificate in remarks column. Such certification will be signed by depot officer on the R-Note before release of R-Note for the last consignment without fail.

b. For Non-Stock Items: Immediately on receipt of

information about compliance of order, consignees should be asked to submit NLC/CR giving 15 days time which should be followed by reminder after 15 days clearly indicating that “in case no reply is received within 15 days of this reminder, contract will be deemed to have been fully and satisfactorily complied and Security Deposit will be refunded to the firm”.

2) The period of limitation for refunds of Earnest Money as well as Security Deposit is 3 yrs as contained in Article 113 of the Indian Limitation Act of 1963 (Para 1.2.10 of Rules for entering into supply contracts)



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 2.09 3. Forfeiture of Earnest

Money and Security Deposit.

Full powers in accordance with the provision of the tender or contract. When such tenders or contracts are approved by GM/AGM the question of forfeiture will be decided by him.

SG/JAG Full powers in accordance with the provision of the tender or contract. When such tenders or contracts are approved by GM/AGM the question of forfeiture will be decided by him.

DRM/ ADRM Full powers in accordance with the provision of the tender or contract. When such tenders or contracts are approved by GM/AGM the question of forfeiture will be decided by him.

SG/JAG Sr.DMMs DMMs in divisions AMMs holding independent charge of the depot/ divn.

Full powers in accordance with the provision of the tender or contract.

When such tenders or contracts are approved by GM/AGM the question of forfeiture will be decided by him.

Note : Finance concurrence is not necessary.

Sub Chapter - 10. Deviations from IRS conditions of Contract



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 Bd's letter No.77/RS(G)751/8 dt.4-10-78 & 80/ RS(G) 779/25 dt.18-12-84 (Ann.II/4-36) Rly.Bd’s letter no 2007/RS (G) /779/1 dt 04-04-08. O.O.No. 10/CR/ RB/0028/08 dtd 09-07-08.

2.10. 1. Deviation from IRS conditions of contract without prior financial concurrence.

PHODs/ CHODs Upto Rs.15 crores SAG Upto

Rs.1.5 crores

SG/JAG Upto Rs 30 lakhs In direct acceptance cases— One level higher than normal powers of acceptance but not below the level of JAG.

Full power for contract valued Upto Rs.5000/- in each case.

Nil Note : (1) This power will not be applicable to items covered elsewhere in this SOPGEN. (2)This power cannot be exercised for advance payment beyond 98%. (3) DRM's can use powers for making 100% advance payment upto Rs. 5000/- in each case for purchase of spares for machinery and plant items of proprietary nature (Board’s letter No.87/RS/ (G)753/1 dtd 29-2-88). It should however be ensured that sufficient safeguards like Bank Guarantee is provided to protect the interest of the Govt. in the event of failure of supplies, defective supplies & short receipt etc. (4) TC will deliberate the IRS condition before acceptance of deviations. (5) Instructions of Railway Board/HQrs issued from time to time be observed.



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 Bd's letter No.76/ RS(G) 148/1 dt. 27-9-77

2.10

2. 2.1

Acceptance of F.M. Clause With Rly’s. Std. Force Majure Clause

PHODs/ CHODs Full powers within their powers of purchase.

SG/JAG Sr.Scale Jr. Scale Full powers within their powers of purchase.

Nil Nil Note : As far as possible Force majure clause may not be included in respect of contract below Rs.5000/- especially when orders are not placed on reputed firms/ manufacturers.

Board's letter dt. 18-12-89 and COS O.O.No. 10/CR/ RB/0028/08 dtd 09-07-08

2.2 With non-standard Force Majure Clause.

PHODs/ CHODs Upto Rs.15 Crores SAG Upto Rs.1.5 crores

SG/JAG Upto Rs.30 lakhs Sr. Scale Jr. Scale Nil

Nil Nil Note: Non-standard FM Clause may be accepted by the competent authority for purchase but not below the level of DYCMM, in consultation with the law Officer & Finance concurrence, obtained before hand.

COS O.O. No. 10/CR/ RB/0028/08 dtd 09-07-08

2.10 3. Acceptance of unguaranteed delivery terms and other unusual conditions for contracts.


SG/JAG Upto Rs. 30 lakhs Sr. Scale Jr. Scale Nil

Nil Nil

Sub Chapter - 11. Advance Payment



Reference Item

No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs

Sr.DMM/ Dy.CMM(D) DMM/SMM(D) ADMM/AMM(D

Remarks

1 2 3 4 5 6 7 8 9 2.11 1. Acceptance of Non-

Standard advance payment terms subject to the conditions laid down in Col. 9.(Bd's orders for advance payments vide 1. 75/RS (G)/779/44 of 26-10-76 to M/s.BHEL 2. 76/RS (G) /753/2 dated 18-6-80 along with the order upto 50% of value of the order not exceeding Rs. 50 lakhs to M/s. Hindustan Cable Ltd. & 3. No.77/RS (G)/753/2 dt 3 & 7.8.84 upto a maximum of (Rs.2 crores) for procurement of non ferrous metals to MMTC and other public sector under-taking powers vested in GM/CAO (C) will apply.

Full power within his powers of purchase.

SG/JAG Full power within his powers of purchase. Sr./Jr. Scale Nil

Nil Nil Note : (1) No finance concurrence is necessary for the advance payment upto 95%. With the prior finance concurrence of the FA&CAO to advance payment beyond 95% and upto the limit of 98% being made on proof of despatch after inspection of the material by the nominated authority for contracts valued above Rs. 1lakh and upto Rs.15 Crores in each case and that this concession is allowed to firm of repute and of sound commercial standing keeping in view the provision of Code para 2815-S. (2) Finance concurrence is not necessary in respect of firms in whose favour AGM's standing sanction is available. But competent sanction has to be taken in each case. (3) COS can sanction in consultation with FA&CAO advance payment of Rs.25 lakh including acceptance of unusual terms and condition quoted by MMTC, HZL Ltd., HCL Ltd. and other Public Sector undertakings in their offers for the supply of



Reference Item

No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 Non-ferrous metals. (Railway Board's letter No.76/RS(G) 753/2 of 14-12-81,8-8-1989 & 13.10.89) (4) COS/CMM can sanction in consultation with FA&CAO advance payment upto 25% of value of the order to M/s I.T.I. Bangalore in each case with in their powers of purchase subject to maximum of Rs.2 lakh,(Railway Board's letter No.79/RS(G)/753/2 dtd 16-1-1982). (5) Without any ceiling limits this will apply to all Non-competitive products of I.T.I. Authority No.86/RS(G)/753/2 dtd 21-5-86. (6) Where such payments are authorized without inspection, Bank Guarantee should be obtained. (7) COS can allow 100% advance payment to M/s SAIL, TISCO, IISCO & RINL in case of purchase of steel from stockyard on single tender basis upto Rs 75 lakhs.(Auth.Bd’s letter no 87/RS(G)/753/2 dt 01-09-2006). (8) CMMs can allow 100% advance payment to M/s SAIL, TISCO, IISCO & RINL in case of purchase of steel from stockyard on single tender basis upto Rs 50 lakhs.(Auth.Bd’s letter no 87/RS(G)/753/2 dt 01-09-2006).



Reference Item

No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 (9) Firm’s final bill duly receipted by consignee should be submitted to bill paying authority under intimation to purchase office.

R.Bd’s.L. no 2007/ RS(G) /779/ 1 dt 04-04-08 and 28-07-

08.

2.11 2. 100% advance payment against proforma invoice with finance concurrence.

In direct acceptance cases -

COS Upto Rs 10 lakhs CMM Upto Rs 5 lakhs In TC cases - COS Upto Rs.15 crores

Nil Nil NIl Note : 1) 100% advance payment

should be made in case of reputed firms and firms of good commercial and financial standings with finance concurrence.

2) Firm’s final bill duly receipted

by consignee should be submitted to bill paying authority under intimation to purchase office.

3) 100% payment will be made

against Proforma Invoice only after Inspection Certificate.

4) After receipt and acceptance

of materials by consignee, the consignee will submit details of materials received and accepted /rejected both to the purchase officer and the bill paying officer.

5) In case of rejection of stores,



Reference Item

No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 the consignee/ depot officer will take immediate action to notify rejection to the firm and ask for immediate replacement under intimation to purchase officer.

6) The depot officer/consignee

will keep a close watch on receipt of replacements. In case of delay in replacements, he will advise COS office for taking further necessary action.

7) Sanction of COS/CMM (as

per the sanctioning power) being obtained in terms of Rly.Bd’s letter no.2007/ RS(G)/779/1 dtd 28-07-08.

Sub Chapter - 12. Quantity and Price Variation Clauses



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 4 4 I - S Bd's letter No. 2007/RS(G)/779/1 dtd 28-07-08.

2.12 1. To vary the quantity of any item in a contract, provided the value of the amended contract does not exceed the powers of the authority that approved the original contract provided also that the Indian Railway Code Rules relating to control over expenditure are not contravened thereby.

Full powers in respect of contracts approved by them.

SG/JAG Sr.Scale Jr. Scale Full powers in respect of contracts approved by them.

DRM/ ADRM Full powers in respect of contracts approved by them.

SMM(D)/ DMM Full power in respect of contracts approved by them.

Note : (1)Finance concurrence is necessary for variation in quantity exceeding 5% or Rs 3 lakh which ever is less. (2) The P.O. may be treated as completed and accepted by the depot officers if the deliveries are short or excess upto 5% of the total value of the contract or Rs.3 lakh which ever is less and payment be made without issue of formal amendment to the POs and without reference to the indentor subject to provision that value of supplies for purchase does not exceed normal purchase powers of C.O.S. (3) Quantities accepted by Depot Officers/Inspecting Officers of the consuming Deptt. will require post-facto formal acceptance of COS which should be obtained. COS’s approval in turn be communicated to the accepting officer and FA&CAO. (4)In respect of Contracts approved by G.M./A.G.M.,C.O.S./ C.M.M. can approve variation in quantity upto a limit of 10% provided conditions contained in para 441-S are satisfied.



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 2.12 2. To accept Tenders

with price variation and escalation terms

2.12 2.1 Variation in the price of ferrous and non-ferrous metals

Full powers in respect of tender which he is competent to accept.

SG/JAG Sr. Scale/ Jr. Scale Full powers in respect of tender which he is competent to accept.

Nil Nil

Rly.Bd's L no.74/ RS(G)/ 379/1 dt. 25-6-79 70/RS(G)779/ 46 dt.11-1-82 & 5/7-6-76 69/RS(G)145 dt 5-6-69

2.12 2.2 Wage Escalation. Full powers in respect of tender which he is competent to accept


Nil Nil

Note : (1) Abnormal conditions should not be accepted as a matter of course instead attempts should be made to get such conditions withdrawn by the Tenderers. (2) The price variation formula, the base prices and the factors that affect them to arrive at the price variation claims should always be settled in advance. Railway Board stipulate PVCs applicable to Railway Board contracts placed on various firms. In case of placement of POs on these firms directly by COS, PVC as per Rly.Bd.’s contract may be stipulated with prior consultation of finance. (3) The price variation shall be provided in the contract where no raw material assistance is required by the suppliers and where delivery is not linked to the receipt of raw material. (4) Price variation shall be applicable for both increase or decrease. (5) P.V.Clause may be accepted in stores contracts irrespective of delivery period but a specific time lag between the date of change in



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 2.12 2.3 Railway Freight

variation. Full powers in respect of tender which he is competent to approve.

SG/JAG Sr. Scale Jr. Scale Full powers in respect of tender which he is competent to approve.

Nil Nil the parameters and the date of their becoming operative needs to be stipulated in the clause and should also be subject to ceiling where possible. (6) Variation in Railway freight is to be treated as unusual condition of contract for which finance concurrence is necessary. (7) Wage escalation clause may be accepted only for supply of indigenous stores, in very special cases and only if the tenderers insist on the same.

Code para

440- S

2.12 2.4 Increase in rates of items in Stores contracts at post contract stage.

Full powers in respect of contracts approved by him under his own powers with finance concurrence provided the conditions prescribed in para 440-S are fulfilled.

SG/JAG Full powers in respect of contracts approved by him under his own powers with finance concurrence provided the conditions prescribed in para 440-S are fulfilled. Sr. Scale

Jr. Scale Nil

Nil Nil Note : (1) Variations in rate for which PVC provision has been made in the contract itself shall not be deemed to constitute a variation provided that they are carried out only to the extent and or by order of the authority specified in the contract. (2) Finance concurrence shall be obtained in respect of variations involving financial implications. (3) All variations shall be set out in a subsidiary agreement commu-nicated to the Contractor through a letter duly signed by the authority which signed the original contract.



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 2.12 3. Statutory variation in

Taxes, duties and levies.

Full powers in respect of tenders which he is competent to accept.


Nil Nil Note : (1) Prior finance concurrence is not necessary for accepting tenders with conditions covering statutory variation in price but in respect of other variations, associate finance and Law Officer should always be consulted. (2) Prior finance concurrence is necessary before issue of Modification Advice if there is variation in statutory levies. (3) Unless otherwise specifically asked for in the offer and agreed to in terms of the contract no claim on account of variation in the Government taxes and duties or fresh imposition thereof should be entertained.

Sub Chapter - 13. Import Purchases



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 Rly.Bd’s letter no 2007/RS(G)/779/1 dt 04-04-08

2.13 1. Invitation of Global tenders

COS Upto Rs. 15 crores

Nil Nil Nil Note : Finance concurrence is necessary.

Rly.Bd’s letter no. 2007/F(S)1/PW7/1 dtd 07-12-07, 2007/RS (G) /779/ 1 dt 04-04-08 & COS O O.No. 10/CR/ RB/0028/08 dtd 09-07-08

2.13 2. Acceptance of all types of global tenders and release of Foreign Exchange and payment through letter of credit/TT.

PHOD/CHOD Upto Rs. 15 crores SAG Upto Rs.1.5 crores

Nil Nil Nil Note : 1) GM’s approval for release of

foreign exchange is necessary above Rs.15 crores

2) FA&CAO’s concurrence is necessary.

3) All indigenous purchase proposals as well as purchase proposals involving foreign exchange valued over Rs 50 crores should be submitted to Railway Board duly approved by GM.

Bd’s L.no. 98/F(FEX)17/1/Airlifting dt 26-03-08

2.13 3. Powers for Airlifting of Stores.

COS Full powers upto his level of acceptance

of tenders.

Nil Nil Nil Note : 1) GM’s powers for air-lifting of

Stores are upto Rs 50 crores in all cases in which the CIF cost of the import is within the powers of procurement.

2) These powers are to be exercised personally by GM and COS only, as the case may be with the personal concurrence of FA&CAO.



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 2.13 4. Variations of FOB cost

of Proprietary articles.

COS Full power in respect of Tenders valued upto Rs.30,000/- in each case.

Nil Nil Nil

Bd's letter No. 6 7/ R S/ (G)/145/ 3 dt. 25- 8 - 67

2.13 5. Variations due to cost of raw materials susceptible to sharp price fluctuations.


Nil Nil Nil

2.13 6. Variations in exchange rate and customs.


Nil Nil Nil

Note : (1) Prior finance concurrence will

be necessary for all variations.

(2) Variation in sea freight will

require FA&CAO’s concurrence and AGM’s sanction as the purchase officers have no powers to accept this change.

(3) The GMs have been

delegated powers to authorize in consultation with their FA&CAO, Foreign Exchange expenditure under free resources upto CIF value of Rs. 50 crores in each case vide RB’s L. No. 98/F(FEX) 17/1/Airlifting dtd 26-03-08.

Sub Chapter - 14. Price Preference



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 Bd's.L.No 56/363/ 13/RS(G) dt. 1-5-59, 61/RS/D/ 167/13 dt.4-5-61 89/RS(G)/363/ 25 dt. 16.11.89.

2.14

Price preference to products of Small Scale Industries recognized by the National Small Scale Industries Corporation over other large-scale industries for unreserved items.

Full Powers. Upto their powers of purchase

SG/JAG Sr.Scale Jr. Scale Full powers. Upto their powers of purchase

Nil

Nil

Note : (1) A suitable and reasonable price preference upto a maximum of 15% shall be given to KVIC/ WDC, Registered SSI Units

over large Scale units, actual quantum being decided in each case on merits in consultation with Finance. (2) Where large scale Private Sector Unit is not competing, the purchase preference would be in favour of KVIC/WDC etc., SSI

Units and PSUs in that order. To the extent the requirements can be met by KVIC or WDC etc. or both, purchases may be made from them, taking into consideration any preference indicated by the purchaser. Where a large Scale Private Sector Unit is also competing, PSUs would have a price preference of upto 10% and KVIC/WDC etc., SSI Units upto 15% over the lowest acceptable offer from the large Private Sector Units, in such a case it would be ensured that before utilizing the capacity of the PSUs or large Scale Private Sector Units all offers from KVIC, WDC etc. and SSI Units within the ceiling price inclusive of price preference indicated above have been utilized. These guidelines should be observed meticulously, since Govt. has not decided on any price preference in favour of PSUs over KVIC, WDC etc. and SSI Units. In effect the KVIC, WDC etc., SSI Units will have a 5% price preference over PSUs.

Sub Chapter - 15. Waiver and write off

Extent of powers delegated to Headquarter Officers Divisional Officers

Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 Bd's letter No. 77/RS(G) 772/29 dt.7-12-81,79/RS(G) 79/29 dt.1-10-85,86/RS (G)779/38 dt.9-12-87,77/RS (G)779/29 dt. 29-12-77 & 2007 / RS(G)/ 779/1 dt 28-07-08

2.15 1. To waive operation of clauses relating to ‘Liquidated damages’, ‘Risk purchase’ and ‘Arbitration’ as a standing measure of the IRS Conditions of contract appearing in the contract valued upto Rs. 5 lakhs at the post contract stage in order to avoid disproportionate administrative expenditure in small recoveries.

COS Full power.

Nil Nil Nil Note :

(i) Penal action like forfeiture of Security Deposit, recovery of amount due against other contracts, de-registration on merit of each case should be taken against defaulting firm.

(ii) Finance concurrence is

necessary.

Bd.’s L. No. 2007 / RS(G)/ 779/1 dt 28-07-08

2.15 2. To write off loss due to risk purchase. general damages, liquidated damages.

COS Upto Rs.1 lakh CMM Upto Rs. 50,000/-

SG/JAG Upto Rs 25,000/-

Nil Nil Note : These powers should be exercised with utmost care only and only when all other modes of recovery except through arbitration and legal action have been exhausted. Suitable administrative action should be taken against defaulting firms.

Sub Chapter - 16. Extension of Delivery dates



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 Para 445-S

2.16 1. To extend delivery dates or date of completion of contracts (with Liquidated damages)

Full powers in respect of contracts accepted by them.

SG/JAG Sr.Scale/ Jr. Scale Full powers in respect of contracts accepted by them.



Note : (1) Extension may be granted only when the conditions prescribed in para 445-S are fulfilled. (2) Letter of extension shall be signed by the authority who signed the original contract.

(3) All extension of delivery dates will be with LD/DC and in cases of delays in contractual delivery, full LD will be levied as per IRS conditions of contract and being a contractual provision no request for LD waival will be considered, notwithstanding any past instances of such waiver or levy of token LD.

(4) A sum equivalent to 2% (Two Percent) of the price of any stores (including elements of taxes, duties, freight, etc) which the supplier has failed to deliver within the period fixed for delivery in the contract or as extended for each month or part of a month during which the delivery of such stores may be in arrears where delivery thereof is accepted after expiry of the aforesaid period, subject to a maximum of 10% (Ten percent) value of the delayed supplies will be recovered from the supplier as LD.

(Authority: Rly.Bd’s letter no. 2003/RS(G)/779/9 dtd 04-03-08 and 28-04-08.) Bd's letter No. 5 9 / R S ( G ) 775 dt. 29-9-80

2.16 2. Power to extend delivery date without liquidated damages and waival of liquidated damages in respect of contracts valued more than Rs. 25,000/- and upto Rs.1 lakh and where supplies are delayed on account of (i)Shortage of raw

material, fuel, power. (ii)On account of steep

rise in prices of industrial inputs.

Full power SG/JAG Full power. Sr. Scale Upto their powers of purchase.

Nil Nil Note : (a) While exercising these powers (i) No finance concurrence is

needed. (ii) No loss / no inconvenience

certificate from the indentor is necessary.

(b) These powers will not apply in the following contracts.

(i) Where higher prices have been paid for earlier delivery (Z-Order/ Time preference order).

(ii) Where the contract included pre-estimated damages.



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 (c) For contract valued over

Rs. 1 lakh the extent instructions should be followed in terms of para 445-S

Para 445-S (Bd’s letter no 2007/RS(G)/779/1 dt 28-07-

2008).

2.16 3. Acceptance of Stores dispatched after the expiry of delivery period by the consignee.

Depot officer/consignee/ Inspecting Officer may exercise powers at their discretion in accepting delayed supplies in respect of both indigenous and imported contracts as per following limits. (i) Orders Valued Upto Rs. 3 lakhs ---- Delay upto six months. (ii) Orders Valued over Rs. 3 lakhs to 6 lakhs --- Delay upto 21 days provided the initial Delivery Period does not exceed 6 months.

Note : (1) For all other orders valued over Rs. 6 lakhs prior extension of delivery period from the purchase office will be necessary. (2) A sum equivalent to 2% (Two Percent) of the price of any stores (including elements of taxes, duties, freight, etc) which the supplier has failed to deliver within the period fixed for delivery in the contract or as extended for each month or part of a month during which the delivery of such stores may be in arrears where delivery thereof is accepted after expiry of the aforesaid period, subject to a maximum of 10% (Ten percent) value of the delayed supplies will be recovered from the supplier as LD.

(Authority: Rly.Bd’s letter no. 2003/RS(G)/779/9 dtd 04-03-08 and 28-04-08.)



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 Office Note No 02/CR/ S/009/04 dtd 31-3-04 Rly.Bd’s letter no. 2003/RS(G)/779/9 dtd 04-03-08 and 28-04-08

2.16 4. Extension of delivery date : 1. Where loss is

incurred and can/ cannot be quantified in terms of money.

2. Where loss is not incurred but inconvenience can be quantified in terms of money.

3. Where loss is not incurred, inconvenience is incurred but it cannot be quantified in terms of money.

4. Where neither loss nor inconvenience is caused.

COS Upto the powers of acceptance of GM. CMM Upto the powers of his acceptance.

SG/JAG Sr. Scale Jr. Scale Full powers Upto their powers of purchase.

Nil Nil Note : (1) All extension of delivery dates

will be with LD/DC and in cases of delays in contractual delivery, full LD will be levied as per IRS conditions of contract and being a contractual provision no request for LD waival will be considered, notwithstanding any past instances of such waiver or levy of token LD.

(2) A sum equivalent to 2% (Two

Percent) of the price of any stores (including elements of taxes, duties, freight, etc) which the supplier has failed to deliver within the period fixed for delivery in the contract or as extended for each month or part of a month during which the delivery of such stores may be in arrears where delivery thereof is accepted after expiry of the aforesaid period, subject to a maximum of 10% (Ten percent) value of the delayed supplies will be recovered from the supplier as LD.

Sub Chapter - 17. Stock Adjustments



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 Adjustment against various parts of stock adjustment account mentioned in para 2740-S.

2.17 1.

Part I : Differences between actual balance and the balance in the priced ledgers discovered by Accounts stock verifiers at the time of stock verification under taken departmentally Paragraph 132-S Item No. 17 of the code for Stores Deptt. Part II : Difference between actual balances and balances in priced ledgers brought to the notice in connection with the reconciliation of Depot Card ledgers with the price ledgers of the accounts office.

COS

Full powers CMMs

Upto Rs. 10,000/- in each individual case.

SG/JAG Upto Rs. 5,000/- in each case. Sr. Scale

Upto Rs. 2,000/- in each case.

Upto Rs. 10,000/- in each individual case.

SG/JAG Sr. Scale Officers holding independent charge may exercise powers corresponding to the same grade as per HQ.

Note : (1) These powers may be exercised provided the adjustments are: (a) Not due to gross negligence carelessness or dishonesty of any Rly. employee. (b) Not due to different method of measurement adopted by the accounts department’s Stock verifier and the department. (c) Such that FA&CAO agrees that these need not be referred to the GM. (d) The power shown in Col.6. for SG/JAG and Sr.Scale Officers at HQ will also be exercised by the officer of equal rank in the depots. (e) The powers delegated to Sr.Scale Officer in HQRs can be exercised by Dy.CM(P&S)BY and AMMs in independent charge of the depot.

(f) Losses/gains valued beyond Rs.10,000/- will need concurrence and GM’s sanction for regularization.



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 Part III :

Difference in accounts arising out of the revision of rates.

(2) The limit of Rs. 10,000/- does not apply to COS, who under this Schedule has full power to adjust the difference between book rate and sale value in the case of sales by Auction or tender. (3) Upto Rs. 10,000/- in respect of adjustment under part III only due to fluctuations in Market rates. (4) COM has power to carry out adjustments of coal discrepancies revealed in the departmental survey upto the limit of Rs. 10,000/- for each individual case. (5) CME has powers to carry out adjustment in respect of accumulations of coke dust upto limit of Rs.1,000/-every year in each workshop.

2.17 2. Adjustment of differences between actual balance and card balance dis-covered at the time of Accounts stock verifications, where there is gross negligence, careless-ness or dishonesty on part of Rly. employees.

Upto Rs. 20,000/- in each case.

Nil Nil Nil Note : Action should be initiated against negligent/ dishonest employee. Finance concurrence is necessary before obtaining competent sanction.

Sub Chapter - 18. Cancellation of orders



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 Para 441-S

2.18

Cancellation of orders.

Full powers for contracts falling within their powers of purchase.

SG/JAG Sr. Scale/ Jr. scale Full powers for contracts falling within their powers of purchase.

Full powers for contracts falling within their powers of purchase

Full powers for contracts falling within their powers of purchase.

Note: If cancellation is without financial repercussions, concurrence of finance is necessary in respect of contracts exceeding Rs. 25,000/-.

Sub Chapter - 19. Arbitration awards



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 Bd's L.No. 69/ W1/ CT/27 dt. 17-4-78. 69/O/I Item 36 A of Ann.II to Ch.V F.C. Vol.I.

2.19

Payment of Claims settled by Arbitration Award against any dispute arising out of a contract subject to the Rly.Bd being informed of the details of cases. 1. Where payment to a contractor as a result of the Arbitrator's Award exceeds by more than Rs.50,000/- the amount considered due by the Railway Administration before the Arbitration proceeding begins. 2. Where deficiencies in the general conditions of contract or of procedure laid down by the Rly. Board came to light.

PHODs/ CHODs Full powers in respect of contracts, the value of which is less than Rs. 5 lakhs.

Nil Nil Nil Note : A Report in the prescribed proforma as per Annexure-V should be submitted to GM.

Sub Chapter - 20. Off-loading of printing work



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 Para 129 - S Bd's L. No.74 - SB3000 dt.14-1-75

2.20 To accept tenders/ quotations subject to observance of Rules & orders regarding consideration of tenders. 1. Off loading of Printing & Binding work to an outside agency, when the Railway Press is unable to undertake the job.

PHODs/ CHODs Upto Rs.1crore in value SAG Upto Rs. 50 lakhs in value

SG/JAG Upto Rs. 5 lakh in value. Sr. Scale Supdtt. Printing &Sty Upto 5,000/- in value. Jr. Scale Nil

(i)Printing of Std. forms & books may place orders on outside presses without Consultation with COS provided quantity to be got printed does not exceed the quarterly require-ments of forms or books as per the fixed schedule for the

Nil Note : (1) The printing of safety propaganda material in the Division may be allowed with the personal approval of DRMs / ADRMs and the demand for the printing of safety propoganda material and selection of quotation shall be got vetted by the Sr.DFMs concerned. (2) Exercise of the power by the ADRMs will be within the limit fixed for the Divisions. (3) These powers shall not be exercised for value bearing forms. (4) Off loading to be done if COS / Dy.CM(P&S)BY certified that printing work can not be undertaken in Railway Printing Press. (5) The necessity for the adoption of non-standard local forms should be carefully examined and accepted by the Head of Department concerned.



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 OTHERS

(A)For other than Safety propoganda. Upto Rs. 50,000/-per year per deptt. (B)For Safety Propaganda COM/CSO Upto Rs. 5,000/- in each case & Rs. 1lakh per deptt. as a Whole.

Divisions if the usual supply from the printing press has not been received. Simultaneously with placing of each order an advice giving full particulars

should

be sent to COS. (ii) Printing of non-standard forms &books in urgent cases upto Rs. 5,000/- in each case. (iii) For printing

(6) DRMs / ADRMs may also make blocks upto a maximum rate of Rs.500/- per block in connection with printing of staff bulletins, Subject to the condition that the total expenditure for printing of staff bulletins should not exceed Rs.10,000/- per annum. (7) PZTS/BSL may place orders on outside presses without consultation with COS provided the quantity to be printed does not exceed the quarterly requirement of the forms or books as per the fixed schedule if the usual supply from the printing press has not been received. Simultaneously with the placing of such orders and advice giving full particulars should be sent to COS. Printing of non-standard forms and books in urgent cases upto Rs.2,000/- in each case.



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 of staff

bulletins upto Rs 10,000/- per annum

(iv)For printing safety literature upto Rs 10,000/- per annum (v) For printing of other items not covered under (i) to (iv) above such as invitation card/Handouts for inauguration/ ceremonial

occasion upto Rs 1000/- per item.

Sub Chapter - 21. Tenders for stitching of garments



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 Bd’s .L. No 2007/ F(S)I/PW-7/1 dt 07-12-2007, 2007/RS(G)/779/1 dtd 04-04-2008 and COS O.O.No. 10/CR/ RB/0028/08 dtd 09-07-08

2.21

To Invite Tenders & accept the same for Stitching of Railway Garments.


SG/JAG Upto Rs. 30 lakhs Sr. Scale Upto Rs.2 lakhs Jr. Scale

Nil

Nil

Nil

Note : Finance concurrence is necessary in case exceeding Rs. 25,000/- in value.

Sub Chapter - 22. Registration / Banning of firms



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9

2.22 1. To register/de-register the names of Contractors/ Suppliers in the approved list of the zonal Railway or to remove names.

COS/CMM Full Power

Nil Nil Nil

Note : Following procedure be adopted for registration : (i) NSIC firms and firms who are registered with the Zonal Railways can be offered registration on demand. Financial

performance may be checked if considered necessary. (ii) Firms registered with DGS&D/ on approved panel by RDSO/ICF/CLW/ DLW etc. can be offered registration on demand. (iii) Firms holding R/C, RGC with DGS&D/ other Railways may be offered registration on demand. (RB’sL. No. 89/RS(G)363/2

dt. 3/7.6.89. Other firms:

(i) Pre-inspection of firms’ premises by a nominated officer and report is must. (ii) Examination of other documents & report by Competent Authority. (iii) Validity of registration to be kept for 2 yrs. And renewal process should be completed within next 1 yr. to keep with Rly.

Bd.’s directives of renewal after every 3 yrs. The firm will continue to enjoy benefits of registration till completion of 3 yrs. from the date of renewal. (RB’sL.No. 66/RS(G)363(ii) dt. 28.1.76, 25.8.76 & 3.4.84 & No. 76/RS(G)/164/16 dt. 18/24.2.78).

2.22 2. Suspension of dealing

with the firm. COS/CMM Full power

Nil Nil Nil

Note : SG/JAG/SS/JS : Recommendation powers:

(i) Firms whose dealings with the Railways are considered un-business like. (ii) Firms whose supplies have been rejected more than once in a period of 3 months being inferior to requisite specifications. (iii) Firms whose dealings are suspected to be fraudulent.

The above firms can be put on suspension by COS/CMM immediately after getting report for certain specific period.

Sub Chapter - 23. Sale of Scrap & overstock materials



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 2.23

Power to sanction

sale subject to observing the prescribed rules for tenders, auction, survey and classification of stores for sale of : i. Unserviceable rails

and sleepers etc. ii. Ferrous & non-

ferrous and other categories of scrap.

iii. Cond. rolling stock

& Machinery iv. Unserviceable

Overstocks, Surplus & Obsolete stores.

Note : (1) Auctions will be subject to

provision of relevant para in Stores Code and extant orders of Rly.Bd.

(2) For sale by tender, a tender

committee will be constituted as per item 2.23.2.

(3) Bids which are accepted as

subject to approval of COS by auction presiding officer will be approved/ rejected by CMM/COS.

2.23 1. By Auction Full Power SG/JAG in HQrs. Full Power

Nil SG/JAG in depots Full Power

Auction in Stores Depot should not be conducted by an officer below the JAG level. Reserve Price of all the lots should be fixed only by the JAG Officer conducting the auction.(Auth. Rly.Bd’s letter no 2001/RS(S) /709/20 dt 24-09-2002)



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 2.23 2. By advertised tender. PHODs/

CHODs Upto Rs.3 Crore in each case. SAG Upto Rs. 1 crore in each case.

SG/JAG Upto Rs. 15 lakh in each case Sr. Scale Upto Rs. 1 lakh in each case Jr. Scale Upto Rs.50,000/- in each case

Nil Nil Note : For sale by tender, a tender committee at prescribed level will be constituted if value exceed Rs.1 lakh or above, as per Stores Code para 2322. The constitution of tender committee for sale of Railway materials is given below:-

Constitution of tender committee for considering tenders invited for SALE of Railway material and powers of acceptance of the same will be as under :

Tender Committee Members

Sr.No Value limit Accepting

Authority Stores Deptt. Scrap Returning

Deptt.

Accounts Deptt.

1 Above Rs. 1 lakh to Rs. 15 lakh JAG Sr. Scale Sr. Scale Jr. Scale

2 Above Rs. 15 lakh to Rs. 50 lakh SAG JAG JAG Sr. Scale

3 Above Rs. 50 lakh to Rs. 1 Crore SAG JAG JAG JAG

4 Above Rs. 1 Crore to Rs. 3 Crores PHOD SAG SAG SAG

5 Above Rs. 3 Crore

AGM PHOD PHOD PHOD

Note : Since there are no specific orders from the Railway Board, these powers are delegated locally, under G.M.'s sanction.



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 2.24

Disposal of low value

scrap like empty drums, rubber, hosepipes, vaccum brakes, waste paper etc in divisions.

2.24 1. By limited tender. Nil Nil Nil Sr. DMM/ DMM Upto Rs. 25,000/- in each case.

Rly.Bd’s letter no 2001/RS(S)/ 709/20 dt 24-09-2002 and C.Rly’s letter no S.120.T. Policy.XII/Part-II dt 14/1/03. Further tender enquiry will be issued to local firms in addition to display on Notice Board.

2.24 2. By Auction Nil Nil Nil Sr. DMM/ DMM Upto Rs 50,000/- in each case.

Rly.Bd’s letter no 2001/RS(S)/ 709/20 dt 24-09-2002 and C.Rly’s letter no S.120.T. Policy.XII/Part-II dt 14/1/03.

2.25 Direct sale of small quantities of authorized materials at approved prices to Railway employees for their bonafide use.

Full Power SG/JAG Sr. Scale Full Power Jr. Scale (Hqrs) Upto Rs. 1,000/- in each case.

Nil SG/JAG DMM in divisions /depots Full Power

Note : (1) Approved prices for different items will be fixed in consultation with Finance. (2)Only items at scales authorized by COS from time to time can be sold.



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 2.26 To sell overstock of

ordinary emergency, and special stores by inviting open tenders or submitting tenders subject to observance of the rules of tender and selection of items for sale.

PHODs/ CHODs Upto Rs. 3 Crores in each case. SAG Upto Rs.1 crore in each case.

SG/JAG Upto Rs. 15 lakh in each case Sr. Scale Upto Rs. 1 lakh in each case. Jr. Scale Upto Rs.50,000/- in each case

Nil Nil Note : Rates will be settled in consultation with Associate Finance.

2.27 Sanctioning sale to other Railways/ Production Units.

Full Power SG/JAG Upto Rs. 15 lakh in each case Sr. Scale Upto Rs.1 lakh in each case. Jr. Scale Nil

Nil Nil Note : Approval of respective CMM/ Dy.CMM should be obtained before sparing quantity to other Railways.

2.28 Subject to observance of rules regarding fixation of selling price, levy of freight incidental and departmental charges and ensuring adequate stock for meeting Rly's

PHODs/ CHOD Upto Rs. 3 Crores in each case. SAG Upto Rs. 1 crore

SG/JAG Upto Rs. 15 lakh in each case Sr. Scale Upto Rs. 1 lakh

Nil Nil Note : (1)Rates will be settled in consultation with Associated Finance. (2)Subject to extant rules in force and Rly. Board's directives. (3) Sale to Rly. contractors for Rly. Work and private parties will



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 own needs to sell Rly. Stores directly to other Govt. project and Undertakings/ Deptt. and to local authorities to meet their emergent needs.

in each case. in each case. Jr. Scale Nil

require AGM's approval with Finance concurrence.

2.29 Refund of Earnest Money Deposit to unsuccessful tenderers.

Full Powers. SG/JAG For sale contract valued upto Rs. 1 crore. Sr. Scale For sale contract valued upto. Rs. 15 lakh Jr. Scale For sale contract valued upto Rs. 1 lakh

Nil Sr. DMM/ DMM For sale contract upto Rs 25,000/-.

Note : Item no 2.24.1. with reference to powers delegated in column no. 8.

2.30 Refund of Security Deposit in sale contract on its satisfactory completion.

Full Power. SG/JAG For sale contract valued upto Rs 15 lakh in each case



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 Sr. Scale For sale contract valued upto Rs. 1 lakh.

2.31 Refixing payment without interest on Administrative grounds for lots sold by auction.

Full Power. SG/JAG For sale of lots upto Rs. 15 lakh in each case

Nil Nil This will require finance concurrence.

2.32 Grant of extension for payment of balance sale value with or without interest charges.

PHODs/ CHODs Full Power SAG Full power for sale valued upto Rs. 1 Crore in each case.

SG/JAG for sale valued upto Rs. 15 lakhs in each case.

Sr. Scale For sale contract valued upto Rs. 1 lakh in each case

Nil Nil Note : 1) All case for grant of extension

of payment period without interest charges will require prior concurrence of Finance.

2) All cases, irrespective of value,

involving waival of interest will require sanction of HOD.

2.33 Extension in delivery period with or without ground rent.

PHOD/ CHOD Full Power SAG For sale contract value

SG/JAG For sale contract valued upto Rs. 15 lakh in each case.

Nil Sr.DMMs/ DMMs For sale contract valued upto Rs.50,000/- entered by Divisions.

Note : (1) Ground rent waival will be

considered only on Administrative Grounds with prior approval of HOD and concurrence of Finance.

(2) Where ground rent waival is to



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 Upto Rs.1Crore in each case.

Sr. Scale For sale contract valued upto Rs.1 lakh in each case. JAG /Sr. Scale Depot Officer. Note (3) to be referred. Jr. Scale For sale contract valued upto Rs.50,000/- in each case

be considered for reasons, other than administrative, same will require the following:

(a)Certificate from the stockholder that fresh lot formation is not affected due to non-removal of the last lot.

(b) Prior approval of HOD and concurrence of Finance is required.

(3)Depot officers are empowered

to extend delivery period upto 30 days with ground rent after examining subsequent auction rates/market rates.

2.34 Acceptance of bid below reserve price.

Full Power SG/JAG(HQ) Full Power upto 10% below reserve price.

Full power

Sr. DMM/ JAG depot Officer DMM(Divn) Full Power upto 10% below reserve price for disposal of low value scrap.

Note : Reasons for accepting bid below the reserve price should be recorded.



Reference Item No.

Sub. Item No.

Nature of Powers

PHODs/ CHODs/ SAG

Other Officers

DRMs/ ADRMs


Remarks

1 2 3 4 5 6 7 8 9 2.35 Approving Cancellation

of Sale at the risk of purchaser or otherwise with or without forfeiture of money (EMD or advance sale value or full value) in respect of goods or material not removed whether paid for or not paid for.

PHODs/ CHODs For contract valued Upto Rs. 3 Crore in each case SAG For contract valued upto Rs. 1 Crore in each case.

SG/JAG For contract valued upto Rs. 15 lakhs in each case Sr. Scale For contract valued upto Rs.1,00,000/ in each case Jr. Scale For contract valued upto Rs.50,000/- in each case

Nil Nil Note : Finance prior concurrence will be necessary if sale is being cancelled without any financial repercussions.

Annexure –I Cost of tender documents

Cost of Tender documents:

Tender Value Cost of tender documents

Upto Rs.15 lakhs each Rs. 500/-

Above Rs. 15 lakhs & upto Rs 50 lakhs each Rs. 1,000/-

Above Rs 50 lakhs each Rs. 2,000/-

(AUTHORITY: Rly.Bd’s.L.No.95/RS (G)/796/1 dt 10-01-97)

Annexure–II Earnest Money Deposit and Security Deposit

Earnest Money Deposit leviable for Stores Advertised tenders A. For purchase of materials. (i) Earnest Money Deposit (EMD) shall be taken from all tenderers against advertised tenders subject to following exemptions:

a. Vendors registered with NSIC upto the monetary limit of their registration for the items tendered. b. Vendors registered with Railways upto the monetary limit of their registration for the items tendered/trade groups of the

items tendered. c. Vendors on approved list of RDSO/PUs/CORE/Railways etc. for those specific items for which they are on approved list. d. Manufacturers and their accredited agents. e. Other Railways, Govt. Departments.

(ii) The tenderer will have to deposit EMD amount in advertised tenders, @ 2% of the estimated tender value subject to an upper limit of: a. Rs .5 lakh for tenders valuing up to Rs. 10 crores and

b. Rs.10 lakh for tenders valuing above Rs. 10 crores.

(iii) For Global tenders--- The limit of Earnest Money Deposit/Bid Security in import tenders will be as under: a. For tenders valuing upto Rs 10 crores ------- 2% of the estimated tender value subject to a ceiling limit of Rs 10 lakhs. b. For tenders valuing above Rs 10 crores ----- 2% of the estimated tender value subject to a ceiling limit of Rs 20 lakhs.

(iv) Upper limit for EMD may be enhanced suitably for tender cases/contracts valuing beyond the acceptance powers of GMs/AMs. The same should be clearly specified in tender documents and purchase orders/contracts.

(v) Earnest Money may be waived for PSUs for the group of items that are manufactured by them, PSUs owned by Ministry of Railways, PSUs that are registered with Production Units of Railways, Zonal Railways, CORE/ALD, RDSO or with NSIC.

(vi) In cases where PSU is not willing to or unable to pay earnest money the same may be considered for waiver in consultation with the Associate Finance.

(vii) EMD should remain valid for a period of 45 days beyond the final bid validity period.

(viii) For procurement of M&P, the detailed guidelines/instructions as contained in Board’s letter No 98/RS(G)/709/1 dated 30-05-06 should be followed.

a. For sale of scrap by tender : An earnest money equal to 5% of the sale value will have to be deposited by the tenderer for sale tender.

(Auth. Rly.Bd’s letters no. 93/RS (G)/779/9 dtd 19-05-94, 2003/RS(G)/779/5 dtd 10-09-04 &2004/RS(G)/779/1 dt 24-07-07 and 98/RS(G)/779/10(CS) dtd 30-10-07).

Security Deposit leviable for Stores tenders For Purchase of Materials

The following condition on SD may be read in supersession of para 0501 of IRS conditions of contract on the subject 0500 Security Deposit.

(1) Safety Items: For procurement of Safety items above Rs 10 lakhs, Security Deposit shall be taken in Single Tender, Limited Tender, Special Limited Tender, Advertised tenders and Global tenders subject to following exemptions:

a. Vendors registered with NSIC upto the monetary limit of their registration for the items ordered.

(2) For procurement of Safety items upto Rs.10 lakhs, existing rules on SD shall apply.

(3) Other than Safety Items: For procurement of items other than Safety items placed , SD shall be taken from all firms subject to existing exemptions as given for advertised & global tenders i.e.:- a. Vendors registered with NSIC upto the monetary limit of their registration for the items ordered. b. Vendors registered with Railways upto the monetary limit of their registration for the items ordered/trade groups for

items ordered or vendors on approved list of RDSO/PUs/CORE/Railways etc. for those specific items for which they are on approved list or other Railways, Govt. Departments on their specific request and on merits of the case as considered by tender committee.

(4) The usual security deposit will be taken in case the contracts are placed on unregistered/unapproved firms or for items for which a particular firm is not registered/approved.

(5) The amount of SD to be taken, wherever applicable, will be 10% of the total value of contract subject to upper ceiling limit of Rs.10 lakhs for contracts valuing upto Rs.10 crores & Rs. 20 lakhs for contract valuing above Rs.10 crores.

(6) Security deposit should remain valid for a minimum period of 60 days beyond the date of completion of all contractual obligations of supplier.

(7) Upper limit for SD may be enhanced suitably for tender cases/contracts valuing beyond the acceptance powers of GMs/AGMs with concurrence of finance. The same should be clearly specified in tender documents and purchase orders/contracts.

(8) Deduction of Security Deposit from the firm’s first bill can be considered in exceptional cases with COS’s personal approval without finance concurrence. (O.Order no. 34/99 dtd 24-11-99)

(9) For procurement of M&P, the detailed guidelines/instructions as contained in Board’s letter No 98/RS(G)/709/1 dated 30-05-06 should be followed.

For sale of scrap by tender: A Security deposit of 10% of the sale value will have to be deposited by the successful tenderer before ordering sale.

(Auth. Rly.Bd’s l. no.2003/RS(G)/779/5 dt10-09-04,2004/RS(G)/779/1 dt 24-07-07 & 19-02-08 and 98/RS(G)/779/10(CS) dtd 30-10-07 )

Annexure- III Guidelines on Risk Purchase Railway Board vide letter no 2001/RS(G)/779/14 dt 21-09-07 have discontinued with Risk Purchase action for all Safety items and 10% Security Deposit shall be taken from all the tenderers and shall be forfeited in case of failure except in case of vendors registered with NSIC upto the monetary limit of their registration for the items ordered. The condition on Risk purchase Para 0502 and Para 0702 of IRS conditions of contract is modified as given below. (1) Risk purchase clause action is deleted for all orders for Safety items as levy of 10% Security Deposit is compulsory

in all such orders (except in case of vendors registered with NSIC upto the monetary limit of their registration for the items ordered). Whenever such contracts are rescinded, Security Deposit shall be forfeited. Such failures shall be recorded and will be considered by Railways on merit in future cases.

(2) In respect of orders for materials other than Safety items, where 10% Security Deposit has been taken from firms,

Risk purchase clause is deleted and in case of default by such firms, the Security Deposit shall be forfeited. (3) In such cases as covered under (1) and (2) above, the quantities unsupplied shall be procured independently

without risk and cost of the original firm/supplier. (4) Adverse performance of such firms shall be recorded and shall be intimated to the approving authority and also

shall be taken into account in future tender cases on merit. (5) Such cases which are not covered under Para (1) and (2) above,Risk Purchase provisions shall continue for them

as per existing guidelines. (Authority: Rly.Bd’s letter no 2001/RS(G)/779/14 dt 21-09-07)

Annexure- IV Signing of Non-Stock requisitions

Authority Rly.Bd’s letter no. 2005/RS (G)/779/7 dtd 28-05-07 and COS office order no. 03/CR/S/0024/07 dtd 05-11-07

Signing of Non-stock requisitions :-

Level of signing of Non-stock requisitions/indents for procurement through

SN Value of Non-Stock requisition *

Local purchase /Spot Purchase

Tenders at divisional/depot level

Tenders at HQ

level **

1. Non-Stock requisition valuing upto Rs.10,000/- only.

JS Officers SS officers in the absence of JS officers.

2. Non-stock requisition exceeding Rs.10,000/- but not exceeding Rs.50,000/- only in value.

SS Officer. JAG/SG Officers in the absence of SS Officers.

3. Non-Stock requisition exceeding Rs. 50,000/- but not exceeding Rs. 2 lakhs.

JAG/SG Officer * * *

4. Non-stock requisition exceeding Rs. 2 Lakhs but not exceeding Rs.10 lakhs.

Should be countersigned by CWM/ADRM/ SAG Officer of the user department.

5. Non-stock requisition exceeding Rs.10 Lakhs but not exceeding Rs 20 lakhs.

Should be countersigned by CWM/ADRM/SAG Officer & the same should be personally approved by PHOD/CHOD of the user department in HQ.

6. Non-stock requisitions above Rs 20 lakhs Should be countersigned by PHOD/CHOD of the user department in HQ and approved by AGM

* Non-stock requisitions will require vetting as per extant instructions.

** All Non Stock purchase at Head Quarter will require consolidation & essentiality of purchase to be certified

by at least SAG level officer of consuming Department in Head quarter.

* * * In case JAG/SG Officer is not posted then non stock requisition to be signed by:

• ADRM for divisional requirements.

• CWM for workshop requirements.

• SAG Officer for construction and other requirements.

The above Powers for signing of Non-stock demands/requisitions will also be applicable for procurement of Non-stock items requisitions received against sanctioned M&P/RSP/WP. Copy of the Competent Authority’s approval should be submitted alongwith the non-stock requisition/indent.

Annexure-V Register Of Acceptance Of Arbitration Awards

Sr. No.

File No. Brief Description of contract and its value

Name of Contractor

Value of Claim

Brief Description of the dispute/ points for Arbitration

Name of Arbitrator/s

Whether Arbitration Award is against Railway/ Contractor

Amount Awarded

HOD’s Remarks

1 2 3 4 5 6 7 8 9 10

Annexure-VI Register of Correction Slips

Correction slips Correction slips

No. Date

Item No. Page No. Columns

affected No. Date

Item No. Page No. Columns

affected

SCHEDULE OF POWERS ON GENERAL MATTERS - Indian Railway oct 2008.pdf · central railway schedule of...

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