DELEGATION OF POWERS IN RESPECT OF STORES ......3b) RB’s letter No.88/RS (G)/779/14 Pt. DT....

C 1

USOP (Stores) August’17

DELEGATION OF POWERS IN RESPECT OF STORES MATTERS

Sl.No.

Authority Nature of Power COS CMM Dy. CMM SMM AMMOther

OfficersRemarks

1 RB’s letter No.

88/RS(G)/779/14

Pt. DT. 06.01.17(Sl. No. 1A & 1B) &

Sl. No. 2.1

APPROVAL OFQUANTITIES FORPROCUREMENTFor purchase

through tender /placing indents for

Stock & Non Stockitems.

Full Power Above Rs.45

Lakh & uptoRs.4 Crores

Above Rs.8

Lakh & uptoRs.45 Lakh

Above Rs.3

Lakh & uptoRs.8 Lakh

Upto Rs.3

Lakhs

Refer note

i, ii & iiibelow

Finance

concurrenceis not

necessary

NOTE: i) Dy. CMM-D/Sr. DMM/SMM-D/AMM-D/DMM/AMM can approve quantity upto their power of purchases.

ii) Level of signing as Approving Officer in Non Stock Requisitions (which interalia also certifies essentiality of requirement) :

a. PHOD/CHOD of User Department in HQ – Exceeding Rs.15 Lakhs.(Should be countersigned by CWM / ADRM / SAG Officer & the same should be personally approved byPHOD / CHOD of the user department in HQ.)

b. CWM/ADRM/SAG officer of the User Department – Exceeding Rs.3 Lakhs but not exceeding Rs.15 Lakhs.

c. JAG/SG Officer – Exceeding Rs.75,000/- but not exceeding Rs.3 Lakhs. (In case JAG/SG Officer is not posted thennon-stock requisition to be signed by :

ADRM for Divisional requirements. CWM for Workshop requirements. SAG Officer of the User Department for Construction and other requirements.)

d. Sr. Scale Officer – Exceeding Rs.15,000/- but not exceeding Rs.75,000/- (JAG/SG Officers in absence of Sr.Scale Officer).

e. Jr. Scale Officers – Upto Rs.15,000/- (Sr. Scale Officers in absence of Jr. Scale Officer).(Railway Board’s letter no.2005/RS(G)/779/7 dated 06.05.2015)

iii) Non Stock Requisitions are pre-formatted proposals. The signature of sanctioning authority and vetting should beobtained on the same.

iv) All Non Stock Requisitions above Rs.2.5 Lakh for Non-safety & Rs.5 Lakh for Safety items should be vetted byAssociated Accounts. Ref. RB’s letter No.88/RS(G)/779/14 Pt. DT. 06.01.2017 (Sl. No. 2.5)

Sl.No.

Authority Nature of Power COS CMM Dy. CMM SMM AMMOtherOfficer

s

Remarks

2

a) RB’s letter No.

88/RS(G)/779/14 Pt.DT. 06.01.2017.

(Sl. No. 1.2)

APPROVAL FOR CALLINGOF TENDERS

Advertised Tenders Full

Power*

Above

Rs.45 Lakh& upto Rs.4

Crores

Above Rs.8

Lakh & uptoRs.45 Lakhs

Above Rs.3

Lakh & uptoRs.8 Lakhs

Upto Rs.3

Lakhs

Nil. Financeconcurrence

is notnecessary

b) RB’s letter No.88/RS(G)/779/14 Pt.

DT. 06.01.2017.

(Sl. No. 1.1A)

Limited Tenders In normalcircumstances.

Rs.25Lakhs

Rs.25Lakhs

Rs. 25 Lakhs Rs.8 Lakhs Rs.3Lakhs

NILFinance

concurrence

is notnecessary

c) RB’s letter No.88/RS(G)/779/14 Pt.

DT. 06.01.2017(Sl. No. 1.1 B & 1.1 C)

Invitation of Limited Tender.

(i) In emergencies (atdiscretion of COS/CMM)

(ii) For Safety items.

(iii) For items for whichapproved list is issued only bycentralized agency/RDSO/PU/CORE.

Dy. CMM - Upto Rs. 45 LakhsCMM - Upto Rs. 4 Crores

COS - Upto Rs. 10 Crores.AGM – Upto Rs. 20 Croes.

(ii) & (iii)

AMM – Upto Rs. 3 Lakhs

SMM – Upto Rs. 8 LakhsDy. CMM - Upto Rs. 45 Lakhs

CMM - Upto Rs. 4 CroresCOS - Upto Rs. 10 Crores.

AGM – Upto Rs. 20 Croes.

Financeconcurrence

is notnecessary

C 2


*For Global Tenders: Concurrence of Finance (on the essentiality of import based on Railway Board’s letter No.2008/RS(G)/779/12 dated

09.11.2015) and approval of COS upto his power of acceptance will be needed. These powers are not to be delegated down below.

NOTE: 1

i. The authority to issue limited tender in emergency and for safety item has been kept as per acceptance power to avoid any anomalies.

ii. Except in case of emergency & safety items, for purchases value above Rs. 25 Lakhs, calling of limited tenders in conditions laid downin para 331-S will require finance concurrence and AGM's approval.

iii. Tenders are invited from approved / registered sources. In case offers are to be invited from unapproved / non-registered sources,approval of next higher authority, minimum at JAG is to be obtained.

iv. Attention is also invited to the existing Board’s instructions according to which if only a single quotation is received against the limitedtender, the tender should normally be re-invited except in case of urgency where also the urgency has to be certified by an officer notless than a JAG Officer for all purchases upto Rs.8 Lakh, and by SAG officer for purchase above Rs.8 Lakh- and prices are found to bereasonable. ( RB letter No. 88/RS(G)/779/14 pt. dated 06.01.2017). Normal powers of purchase will be however available when asingle quotation is received against a re-tender.

Sl.

No. Authority Nature of Power COS CMM Dy. CMM SMM AMMOther

OfficersRemarks

2.d)(i) RB’s letterNo.

88/RS(G)/77

9/14 Pt. DT.06.01.2017

(Sl. No. 2.21)

Invitation of SingleTender for Proprietyitems where it hasbeen possible to certifythat similar articleswhich could be used inlieu is notmanufactured / sold byany other firm (PAC 'C'is certified).

COS/CMM/Dy. CMM / SMM / AMM - Up to their level of Acceptance Financeconcurrence isnot necessary

(d)(ii) RB’s letter

No.88/RS(G)/77

9/14 Pt. DT.

06.01.2017(Sl. No.

2.22)

Invitation of SingleTender for where ithas not been possibleto certify that similararticles which could beused in lieu is notmanufactured / sold byany other firm (PAC 'A'is certified).

Rs.15 Lakh Rs.8 Lakh Rs.5 Lakh Rs.3 Lakh Rs.1 Lakh Nil Financeconcurrence isnot necessary

e) RB’s letter

No.88/RS(G)/779/14 Pt.

DT. 06.01.17(Sl. No. 2.2)

Single Tender for Non-propriety articles innormal circumstances.

Upto Rs.8 Lakh

Upto Rs.8 Lakh

Nil Nil Nil (Refer Note I,ii below).

Financeconcurrence isnot necessary

f) RB’s letter

No.88/RS(G)/779/14 Pt.

DT. 06.01.17(Sl. No. 2.2)

Single Tender for Non-Propriety articles inemergent situationsaffecting maintenance,outturn, operations

Upto Rs.25 Lakh

Upto Rs.25 Lakh

Nil Nil Nil Nil Financeconcurrence isnot necessary

NOTE:i. SAG officers / DRM Upto Rs.10,000/- for computer system controlled by them. (Not exceeding the monthly limit of local purchase of

stationery stores).ii. DRM Upto Rs. 7,500/- each case (not exceeding the limit of local purchase power vide item 14C.iii. Invitation of single tender and purchase will require personal approval of COS/CMM.

Sl.No.

Authority Nature of Power COS CMM Dy. CMM SMM AMMOther

OfficersRemarks

g) RB’s letter

No.88/RS(G)/779/14 Pt. DT.

06.01.17 (Sl.No.2.23)

Invitation of Single

Tender - Developmentalitems.

Rs.15 Lakh Rs.8 Lakh Rs.5 Lakh Nil Nil Nil Financeconcurrence

is notnecessary

C 3


Sl.No.

Authority Nature of Power COS CMM Dy. CMM SMM-P AMM-P OtherOfficers

Remarks

3a)

RB’s letter No.88/RS

(G)/779/14 Pt. DT.

06.01.17(Sl. No. 1A & 1B)

ACCEPTANCE OFTENDERSAcceptance of tenders for directpurchase of stores peculiar toRailways includingstationery and printing items.

UptoRs . 200Crore.

AboveRs.45Lakh &UptoRs 4Crore

Above Rs.8Lakh & UptoRs . 45 Lakh.

AboveRs.3Lakh &Upto Rs.8 Lakh

Upto Rs.

3 LakhRef (i)below

Financeconcurrence

is notnecessary

NOTE:i. DRM – Upto Rs.25,000/- per case(for procurement of small items of equipment Cost of which is chargeable

to ordinary revenue)ii. For imported stores powers of Zonal Railways are restricted to Rs.4 Crore CIF. Once permission has been

granted by GM. COS is authorized to finalise purchase involving foreign exchange Upto Rs.1 crore withconcurrence of FA & CAO.

iii. Powers to permit Airlifting of Railway Stores upto 200 Kg. is delegated to COS and GM’s power is enhancedto 500Kg. This power is to be exercised with concurrence of FA&CAO.

iv. For imported stores procurement can be initiated only after finance concurrence and AGM’s approval.v. The structure and composition of Tender committee (Annexure A) should not be altered locally excepting in

an individual case, for reasons to be recorded and with the concurrence of FA & CAO and approval of G. M.vi. Finance vetting is not necessary for issuing purchase order and connected post contractual modification

valued upto Rs.8 Lakh for non-safety item and upto Rs.15 Lakh for safety items, except for 100% paymentagainst proforma invoice.

vii. Powers of acceptance given to Dy. CMM, SMM-P & AMM-P are for direct acceptance cases only.

Sl.No.

Authority Nature of Power COS CMM Dy. CMM SMM AMM OtherOfficers

Remarks

3b) RB’s letter No.88/RS

(G)/779/14 Pt. DT.06.01.17 (Sl. No. 2.20)

Single tender purchase of oils and lubricantsmarketed by PSUs such as IOC, BPC,BALMER LAWRIE & HPC etc. prices ofwhich are controlled or administered by theGovt. 2007/ RS/(G)779/1 dt 28.07.08 ItemNo. 3.

UptoRs.10Crore

UptoRs.5Crore

Nil Nil Nil Nil Financeconcurrence is

necessary

3c) RB’s letter No.88/RS

(G)/779/14 Pt. DT.

06.01.17(Sl. No.2.16)

Purchase of steel fromstockyards, acceptance of stockyard offersfrom SAIL, TISCO, IISCO & RINL on singletender basis and to make 100% payment inadvance. 2007/RS(G)/779/1 dt.4.4.08. ItemNo. 17.

UptoRs.10Crore

UptoRs.5

Crore.

Upto Rs.45Lakh

Nil Nil Nil Financeconcurrence isnot necessary

NOTE:i. LT to be called in place of ST in case price is not Govt. administered. Finance concurrence is not required for calling

of limited tenderii. Quotation/ price list from all the local stockyards should be obtained.iii. Procurement should be done at the lowest possible reasonable price subject to availability of items.iv. Reasons for ignoring most economical stockyards prices on account of non-availability on the days of purchase to

be recorded in writing by COS/ CMM if purchase is effected from the higher offer.v. In each case with finance concurrence for and to make 100% advance payment against P.I to the firms without

going into TC formalities. – for 3b only.

Sl.No. Authority Nature of Power COS CMM Dy. CMM SMM AMM

OtherOfficers

Remarks

3d) RB’s letter No.76/RS(G)753/2 dt.14.12.81, 7.8.84,89/RS(G) / 753/1 dt.13/10/89

Purchase of Non-ferrousmetals from MMTC & other PSUsi.e. M/s Hindustan Zinc Ltd. & M/sHindustan Copper Ltd. on singletender basis.

Full Power of purchase in

consultation with associatefinance, without going

through the formalities oftender committee.

Nil Nil Nil Nil Nil Financeconcurrence is

necessary.

C 4



OtherOfficers

Remarks

3e) RB’s letter No.

87/RS (G)/779/26 Dt.21.2.97

Acceptance for supplies byRoad Transport while placingPurchase Orders.

Full Power up to the power of AcceptanceFinance

concurrence isnot necessary

NOTE:i. Payment should be made on receipt of goods in complete and satisfactory condition by the consignee.

ii. Transit risk will be on the contractor's account.

iii. Bulk movement of steel and POL will be by Rail.

Sl.No. Authority Nature of Power COS CMM

Dy.CMM

SMM AMMOther

OfficersRemarks

3f) RB’s letter No.99/M/M & P/7/7 dt.13/3/00 & 24/3/00.Dy. G M (G)’s LetterNo. AW.3262/Pt.V dt.5/7/00

Procurement of Spares,consumable goods and small toolsfor manufacture & POHof 140 T Cranes and POH of TrackMachines

Nil. Nil. Nil. Nil. Nil. CWM/JMP – up toRs.25 Lakhs.

Financeconcurrence is

necessary

NOTE:i. Tender Committee, wherever necessary, is constituted with the Mechanical Officer of JAG Level as the convener and

other members of Finance and Stores Department are associated. It should, however, be seen that logistics forconstitution of TC and availability of officers at appropriate levels exists at Jamalpur Workshop.

ii. In case of Proprietary Articles, necessary certificates being accorded by the competent officer of the concerneddepartment.

iii. Purchase Policy/Rules/Procedures being followed by CWM/JMP in case of procurement made by him.

iv. The policies in respect of centralized procurable items through other agencies like Railway Board, DGS & D, RDSO etc.,is kept in consideration and suitable dispensations obtained, where and if necessary.

v. These powers are not delegated to further lower level and exercised by CWM/JMP only.


Dy.CMM

SMM AMM Other Officers Remarks

3g) RB’s letter No.

96/Track-III/TK/28 dt.9/9/98.99/M/M&P/7/7 dt.13/3/00.Dy. G M (G)’s letterNo. AW.3262/Pt.V dt:05/7/00

For emergency repairs andpurchase of spares incidental tosuch repairs for maintenance ofHydraulic Rescue devices andHydraulic re-railing equipment.

Nil. Nil. Nil. Nil. Nil. DRM – up to Rs. 1 lakh perbreak down with priorfinance concurrence.

DRM – up to Rs.10,000/-(without financeconcurrence)


necessary

NOTE: i. An overall ceiling of Rs. 20 (twenty) lakhs for Eastern Railway as a whole per annum is to be applied.ii. To restrict the expenses to the said ceiling, separate ceilings for the various divisions (or DRMs) be prescribed/fixed.

iii. The annual year for the said ceiling prescribed would be the financial year.iv. A register showing the details of expenditure incurred on each break down should be maintained so as to enable a watch being

kept over the ceiling limit prescribed.v. Procurement of spare parts along with the emergency repairs should not be piecemeal to avoid finance concurrence and the

purchase should be resorted to only when planned procurement has not materialized.

C 5


Sl.No.


Remarks

3h) RB’s letter No.88/RS(G)/779/14Pt. DT. 06.01.17.(Sl. No. 2.12)

Urgency certification in case ofreceipt of Single quotationagainst LT if prices are foundto be reasonable.

Above Rs.8Lakh

Above Rs.8lakh

Upto Rs.8Lakh

Nil Nil SAG - for allpurchasesabove Rs.8LakhJAG - for allpurchases upto Rs. 8 Lakh


3i) RB’s letter No.88/RS(G)/779/14Pt. DT. 06.01.17(Sl. No. 2.17)

To invite all types of GlobalTender.

Full power uptopower of

acceptance

Nil Nil Nil Nil Nil FA&CAO’sconcurrence isnecessary (onthe essentialityof import basedon RB’s letterNo.2008/RS(G)/779/12 dated09.11.15).

Note : (i) In respect to Sl No. 3h), Urgency certificate by officer (JAG/SAG) of stores department for stock items and officer of indentingdepartment for non-stock items.

(ii) For Global Tenders: Concurrence of Finance (on the essentiality of import based on RB’s letter No.2008/RS(G)/ 779/12 dated09.11.15) and approval of COS up to his power of acceptance will be needed. These powers are not to be delegated down below.

Sl.No.

Authority Nature of Power COS CMM Dy.CMM

SMM AMM OtherOfficers

Remarks

3j) RB’s letter No.2009/RS(G)/113/1DT. 29.1014

Purchase from KVIC/ACASH/Ordinance Factories of Ministry ofDefence on single tender basis –Dispensing with need for TenderCommittee.

(a) KVIC/ACASH

(b) Ordinance Factories (only forFog Signals).

Upto their normal acceptance power of purchase withoutgoing into the formalities of Tender Committee examination.

Nil.Finance

concurrenceis not

necessary

Sl.No.

Authority Nature of Power COS CMM Dy.

CMM


Remarks

4a) RB’s letter No.88/RS(G)/779/14 Pt. DT. 06.01.17(Sl. No. 2.7)

PURCHASE OFDGS&D ITEMS

In respect of Stores for whichDGS&D has entered intoRate or Running Contract,COS may on his discretionmake direct purchase, ifStores are urgently requiredor can be more convenientlyobtained locally or from anearer station.

Upto Rs.8 Lakhin each caseand notexceedingRs.25 Lakh ineach case perannum

Nil Nil Nil Nil Nil Financeconcurrence isnot necessary

4b) RB’s letter No.2006/RS(G)/66/Misc.dt.11.10.06

Direct purchase of DGS&Ditems for which noRate/Running Contractsexists.

Full Power up to the power of Acceptance Nil Financeconcurrence isnot necessary

4c) RB’s letter No. 69-F(S)-

1/PW-4/3 dt. 8/7/69, No.83/FS(1)/PW-7/1 dt. 9.7.84,

No. 2001/ F (S) I/ PW-7/ 2 dt05.09.2003. S-707 last lines.

Direct purchase of DGS&Ditems covered by Rate/Running Contracts inemergency at discretion ofCOS/CMM.

Rs.50

Lakh.

Rs.25

Lakh.

Nil Nil Nil Nil Financeconcurrence isnot necessary

4d) RB’s letter No.88/RS(G)/779/14 Pt. DT.06.01.17. (Sl. No. 2.6)

Placement of supply ordersagainst DGS&D Rate /Running Contract.

Full Power As per their level of

acceptance

Nil Nil Financeconcurrence isnot necessary

C 6


Sl.No.



Remarks

5

a) RB’s letter No.67/RS(G)753/1 dt 10.5.68 & CS18.

ACCEPTANCE OFPAYMENT TERMS98% advance payment towell known firm ofcommercial standingagainst inspection andRailway receipt.

Full Power up to the power of Acceptance Nil.Finance

concurrenceis not

necessary

b) RB’s letter No.77/RS(G)779 /29 dt 3.1.78 & CSNo.18.

100% advance paymentagainst inspection andRailway receipt to PSUs.

Full Power up to the power of Acceptance Nil. Financeconcurrenceis necessary

Sl.No.



Remarks

c) RB’s letter No.88 /RS(G)/779/14 Pt. DT. 06.01.17(Sl. No.2. 24)

100% advance paymentagainst proforma invoicewith finance concurrencein direct acceptancecases.

Rs.25 Lakh eachcase.

Rs.15 Lakheach case.

Nil Nil Nil Nil Financeconcurrenceis necessary

Note : 5 c) In TC cases power delegated to COS upto his power of acceptance.

d) RB’s letter No.77/RS(G)/779/29DT. 29.12.77 &.

(87/RS(G)/753/1dt.9.5.97

Acceptance of 100% advancepayment for purchase of sparesfor machinery and plant itemsand propriety nature articlesobtained from Govt. or Non-Govt. agencies after ensuringsufficient safeguard like bankguarantee.

Rs.2 Lakheach case.

Rs.2 Lakheach case.

Nil. Nil. Nil. DRMRs.10,000/-each case.

Financeconcurrenceis necessary

e) RB’s letter No.86/RS(G)/753/2dt2

1.5.86 & CS 18

In case of non-competitivetelecom products of ITI for whichITI is sole supplier, approval of25% advance payment alongwith the order & balance 75%payment on the basis ofproforma invoice againstinspection and dispatch paymenton the basis of proforma invoiceagainst proof of inspection &dispatch.

Nil. Nil, Nil. Nil. Nil. GM fullpower

Financeconcurrence

is necessary

f) RB’s letter No.

76/RS(G)/753/2 dt03.8.84.

100% advance payment along

with the order for non-ferrousmetals procured from MMTC or

other PSUs (canalizingagencies).

Rs.25 Lakhs. Nil. Nil. Nil Nil. Nil. Finance

concurrenceis necessary

5g) RB’s letter No.

76/RS(G)/753/2 dt18.6.88.

50% advance payment alongwith the order for supply oftelecom equipments includingcable to M/s Hindustan cable.

Nil. Nil. Nil. Nil. Nil. GM – fullpower

(not to bedelegated to

lowerauthorities )

Finance

concurrenceis necessary

NOTE: These powers from 5(b) to 5(g) will be exercised with finance concurrence. Where, however, the purchase is through tender

committee, no separate finance concurrence is required.

C 7



OtherOfficers

Remarks

6

a) RB’s letter No.87/RS(G)/779/9 dt.17.11.92 & 01.05.97.

ACCEPTANCE OFVARIATION CLAUSESPrice variation due tovariation in price of steelbased on ruling prices ofSAIL.

Full Power up to the power of Acceptance Nil Financeconcurrence isnot necessary

b) RB’s letter No.70/RS(G)/779/46 dt13.3.81 &87/RS(G)/779/9 dt.01.05.97.

Price variation due tovariation in the MMTCprice of non-ferrousitems on the rulingprices ofHCL/HZL/MMTC and forother inputs compositestandard formulapublished by recognizedbody like IEEMA.

Full Power up to the power of Acceptance Nil. Financeconcurrence isnot necessary

c) RB’s letter No.55/645/4/RE(G) dt.28.3.57.

Variation in ex-change rate forimported raw mate-rial/finished product


d) RB’s letter No.Para 3.3 chapter III,Rules for entering intosupply contracts.

Statutory variation intaxes, duties & levies.


e) RB’s letter No.70/RS(G)/779/46dt.13.3.81.

Wage Escalation,Railway freightvariation


Sl.No.


Remarks

7

a) RB’s letter No.75/RS(G)/148/1 dt.27.9.77 & CS 18.

ACCEPTANCE OF FORCEMAJEURE CLAUSE

Railway’s DGS&D standardforce majeure clause.

Full Power up to the power of Acceptance Nil Nil Financeconcurrence

is notnecessary

b) RB’s letter No.Board’s letter dt.18.12.89

Non-standard Force Majeureclause

Full Power up to the power ofAcceptance

Nil. Nil. Nil. Financeconcurrence

is notnecessary

NOTE:i. Force majeure may not be accepted normally for orders value below Rs.40000/-.ii. Non-standard force majeure clause may be accepted by the competent authority not below JAG officer

with prior consultation of Law Officer and Finance Concurrence.

C 8


Sl. No. Authority Nature of Power COS CMM Dy. CMM SMM AMM OtherOfficers

Remarks

8.

a) RB’s letter No.57/155/1/RS(G)dt.12.04.61,86/RS(G)/155/1dt.11.9.87,2003/RS(G)/779/5 dt.10.09.04.

EARNEST MONEY &SECURITY DEPOSITS

Waival of Earnest Money inall tender cases.

Full Power up to the power of Acceptance Nil. Financeconcurrence is not

necessary

8.(b) RB’s letter No.2004/RS(G)/779/1dt.24.07.08 & 19.2.08.

Exemption of Earnest Moneyand Security deposits.

Refer C- 9. Nil. Financeconcurrence is not

necessary8.(c) Para 132/ 15 (ii) &

clause 0504 ofconditions of contract &RB's letter No.2004/RS(G) / 779/11 dt.24.7.07.

Forfeiture/ withholding ofEarnest Money & SecurityDeposits.


necessary

8.(d) RB’s letter NoPara 132/15 (i)86/RS(G)/164/0/1dt.18.8.87 & 2004/ RS(G)/779/11 dt.24.7.07.

Refund of Security Depositafter satisfactory completionor order.


necessary

8.(e) RB’s letter NoPara 132/15 (i)86/RS(G) /164/0/1 dt.18.8.87 & 2004/ RS(G)/779/11 dt.24.7.07.

Refund of EMD tounsuccessful bidders.

Full Powers Nil Financeconcurrence is not

necessary

NOTE :In case of Global tender Earnest Money/ Security Deposit must be insisted Upon from all firms.Guidelines for exemption for (EMD) and SD as per Board's letter No 2004/RS(G)/779/11 dated 24.7.07, 19.2.08 & 15.10.08Earnest Money Deposit.1). The Earnest Money Deposit (EMD) shall be taken from all tendered against advertised tenders subject to following exemptions.a. Venders registered with NSIC up to the monetary limit of their registration for the items tendered.b. Venders registered with Railways upto the monetary limit of their registration for the items tendered/trade groups of the items tendered.c. Venders on approved list of RDSO/PUs/CORE/Railway etc. For those specific items for which they are on approved list.d. Manufactures and their accredited agents.e. Other Railways, Govt Departments.(II) The amount of EMD to be taken in advertised tenders, wherever applicable, will be 2% of the estimated tender value subject to an upper limit of :a. Rs. 5 lakh for tenders valuing up to Rs. 10 crores andb. Rs. 10 lakh for tenders valuing above Rs.10 crores

Security Deposit – (Railway Board’s letter No.88/RS(G)/779/14/Pt. dated 06.01.2017)

(i) Safety items no waival of SD is permissible for safety item above Rs.25 lakh in all tender case. The security Deposit (SD) Performance Guaranteeshall be taken from all firms for contracts for all safety items placed against advertised tenders and Global tenders.

(ii) Other item safety item : The security Deposit (SD) shall be taken from all firms for contract for items other than safety items placed againstadvertised tenders and Global tenders subject to following exemptions.

a. Venders registered with NSIC up to the monetary limit of their registration for the items orderedb. Venders registered with Railways upto the monetary limit of their registration for the items ordered/trade groups of items ordered or venders on

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

(iii) The usual security deposit, should, however be taken in case the contracts are placed on unregistered/unapproved firms or for items for which aparticular firm is not registered/approved

(iv) The amount of SD to be taken, wherever applicable, will be 10% of the total value of contract subject to upper ceiling of Rs 10 lakh for contractvaluing up to Rs. 10 crore & Rs. 20 lakh for contract valuing above Rs.10 crore.

Upper limit on amount of EMD &SD may be enhanced suitably for tender cases/contracts valuing beyond the acceptance powers of GMs/AGMs.However the same should be dearly specified in tender documents and purchase orders/contracts.

Validity of EMDEMD should remain valid for a period of 45 days beyond the final bid validity period.Validity of SDSecurity Deposit should remain valid for a minimum period of 60 days beyond the date of completion of all contractual obligations of supplier final bid

validity period.NB:i. For global tenders the instruction issued vide Board's letter No. 93/RS(G)/779/9 dated19.05.1994 will continue to be followed. However upper limit

could be enhanced suitably as indicated in point 3 above.ii. For procurement of M&P the detailed guidelines/instructions as contained in Boards letter No.93/RS(G)/709/1 dated 30.05.2006 may continue to be

C 9


followedAbove instructions should be flowed scrupulously.

Note : Return of EMD(i) EMD of the unsuccessful bidders should be returned to them 30 days after expiry of final bid validity.

(ii) EMD should be refunded to the successful tenders on receipt of security moneyReturn of SDAfter completion of all contractual obligations, SD should be returned to the successful supplier within 60 daysSubsequent to the issue of Board's instructions as contained in Board's letter of even no. dated 24.07.2007, on the subject of EMD & SD, the issue of

SD has further been reviewed for single tender, limited tender and special limited tenders, on a reference from Railway Board's letter no. 2004/RS(G)/779/ii dated19.02.08 and 15.10.08.(1) For procurement of safety items above Rs.25 lakh, Security Deposit is mandatory in all tender cases.(2) For procurement of safety items upto Rs.25 lakh existing rules on SD shall apply.(3) For procurement of items other than safety items, the existing rules on SD shall apply i.e. SD shall be taken from all firms subject to existing exemptions as

given for advertised & global tenders i.e.(i) Vendors registered with NSIC upto the monetary limit of their registration for the items ordered.(ii) 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 Govt. Departments on their specific request and onmerits of the case as considered by tender committee.

(4) For SD - No exemption for vendor registered with NSIC for safety items.

Sl.No.



Remarks

9(a)(i)

RB’s letter No.88/RS(G)/779/14 Pt. dt.06.01.2017.Sl. No. 2.8

DEVIATIONAcceptance of deviationfrom IRS conditions ofcontract without priorfinancial concurrence. Indirect acceptance cases.

One level higher than normal power of acceptance but not belowthe level of JAG.

Nil Financeconcurrenceis notnecessary.

9(a)(ii)

RB’s letter No.88/RS(G)/779/14 Pt. dt.06.01.2017.Sl. No. 2.8

Acceptance of deviationfrom IRS conditions ofcontract without priorfinancial concurrence. InTender Committee cases.

Normal power of acceptance of tender. Nil Financeconcurrenceis notnecessary.

9 (a)(iii)

RB’s letter No.88/RS(G)/779/14Pt. DT. 06.01.17.(Sl. No. 2.25)

Variation of Indian Railwaysstandard condition ofcontract.

COS may also waive operation ofclauses relating to liquidateddamages, "Risk Purchases" and"Arbitration" appearing in the contractvalued up to Rs.15 Lakhs at the postcontract stage in order to avoiddisproportionate administrativeexpenditure in small recoveries.

Nil Nil Nil Nil Nil Financeconcurrenceis notnecessary

b) RB’s letter No.79/RS(G)/753/1dt. 08.4.81.

Standing/Blanket sanctionup to a period of 3 yrs. foracceptance of non-standardconditions e.g. paymentterms, liquidated damages,risk purchase clause,arbitration clause etc. quotedby firms of repute.

Nil Nil Nil Nil Nil Nil Financeconcurrenceis notnecessary

c) 628-F (Vol-1) andCS-18 & para441 -S.

To vary the quantity of anyitem in contract provided thevalue of the amendedcontract does not exceedpowers of the authority whoapproved the originalcontract and subject toconditions of 628/C/F-Vol. 1 and 441 S. (Note iibelow).

Full Power up to the power of Acceptance Nil Financeconcurrenceis notnecessary.(Financeconcurrenceis required foroperation of30% optionclause)

C 10


Sl.No.



Remarks

d) Para 440-S Increase in rate of items instores contract at postcontract stage in which pricevariation clause is included.

Full Power up to the power of Acceptance Nil. Financeconcurrenceis notnecessary

NOTE:i. This power is to be exercised with finance concurrence except where mentioned otherwise. Where, however, the purchase is

through tender committee, no separate finance concurrence is required.ii. If total value exceeds the power of authority who approved original contract, sanction of next higher authority within whose

competence as to amount it lies, should be obtained.iii. In cases where (+)30% option qty has been added to contract originally sanctioned by Railway Board, option clause, in post

contractual stage may be approved by General Manager with concurrence of FA&CAO subject to stipulation laid down underPara (i) of Railway Board's letter No. 2007/RS(G)/779/5 dated 14.07.2008.

iv. In Sl. No. 9(a) (iii) For contracts upto Rs 15 Lakh, RP may be waived by COS/CMM in individual cases by imposing GD @10%of outstanding value of contract without Finance Concurrence. For contracts above Rs 15 Lakh, RP may be waived byCOS/CMM in individual cases by imposing GD @10% of outstanding value of contract.

Note A The above decision should be taken before floating of the fresh tender. Further to the extent SD has been taken {say of value“A” (which is less than 10% value of contract),in such cases, the GD will be leviable only for the difference amount i.e GDleviable (say ‘B’) will be equal to 10% of outstanding value of contract minus the value of SD submitted(A). In such cases, SDamount ‘A’ shall be forefeited and the ‘GD” amount ‘B’ shall be recovered from the firm.

Note B For contract more than Rs. 15 lakh, whenever R.P. is being waived without levying GD, COS/CMM will take finance concurrence.


OtherOfficers

Remarks

10.

a)

82/FS-1/PW-7/1 Dt. 13/7/82

RS (POL)/ 58/ 91/0501/ PolicyDt. 6-8-92

SIGNING OF INDENTSAND CONTRACTS

To sign indents placed on otherpurchase agencies viz. DGS&D,Railway Board, DLW, CLW, ICFetc.

Fullpower

Fullpower

Full Power upto the power

of Acceptance

Nil Nil Nil. Financeconcurrence isnot necessary

NOTE : (i) In case of non-stock items certificate regarding availability of funds to be obtained from indenting officers. All indents will require vetting &signature of Finance officer of appropriate level as per Rly. Bd’s letter No. 2014/F(S)/1/Misc./12 dtd. 24.12.2014.

(ii) Express indents for stores placed on DGS&D/Railway Board to be accompanied by the urgency certificates signed by COS.


Dy.

CMMSMM AMM

OtherOfficers

Remarks

10 b) RB’s letter No.88/RS(G)/779/ 14Pt. dt. 06.01.17.

(Sl. No. 2.3, 2.4)

Vetting of Indents andPurchase order.

Nil Nil Nil Nil Nil i) Above Rs.15 lakh for safety itemssubject to 10% test-check byaccounts.

ii) Above Rs.8 lakh for other than

safety items. However, all the

purchase order which do notrequired vetting, may also be got

noted in the liability register for strict

budgetary control.

Note : In case of vetting of indent, level of Finance officer will be as per Railway Board’s letter No. 2014/F(S)/1/Misc./12 dtd. 24.12.2014.


OtherOfficers

Remarks

10 c) RB’s letter No.88/RS(G)/779/14 Pt. DT.06.01.2017(Sl. No.2.19)

Signing of PAC. PHOD / CHOD – Above Rs.15 lakhSAG Officer – Up to Rs.15 LakhJAG / SG Officer – Rs.3 Lakh

Indenting Officer(JS/SS) – Up to Rs.75,000/-

Finance concurrence isnot necessary

Note : Modified format of Annexure ‘B’ is attached.

C 11


Sl.No.

Authority Nature of Power COS CMM Dy.

CMM


Remarks

11.a)

Para 132-S & RB’sletter No.2003/RS(G)/779/9dt.4.3.08, 28.4.08 & No.88/RS(G)/779/14 Pt.DT. 06.01.17(Sl.No.2.4)

DELIVERY PERIODRefixation of delivery period / extension ofDelivery Period without Liquidated damage.


Nil Finance concurrence isnecessary for order valuedabove Rs.8 lakh for nonsafety items and 15 lakh forsafety items.

b) RB’s letter No. 58/RS(G)/775 dt. 31.10.74,Para 132-S &2003/RS(G)/779/9dt.4.3.08 & 28.4.08

To extend the date of delivery or date ofcompletion of contracts with liquidateddamage @ 2% of the contract price permonth or part thereof for the consignment forwhich the supply may be in arrears.However, the upper limit of recovery ofliquidated damages will be 10% of value ofdelayed supplies irrespective of delays,unless otherwise provided, specifically in thecontract. (see note (i) below).


Nil Finance vetting is notrequired.

NOTE :

i) Finance vetting shall not be required for DP extensions with liquidated damages for any value of contracts. However, at the

time of DP extension, it may be seen if any lower rate is received against subsequent accepted offer, an attempt is to be

undertaken accordingly to impose LD or lower rate, considering difference of defaulting PO rate and subsequent accepted

lower rate vis-à-vis LD whichever is higher. In case subsequent lower rate is applied finance vetting is necessary for such

amendment.

ii) COS would be the competent authority to grant extension of delivery Periods in respect to tenders accepted by

GM/AGM/Railway Board.

iii) There will be no concept of provisional extension of Delivery Period.

iv) Imposition of TLD / waiver of LD should be exercised as per guidelines laid down under RB's letter No. 2003/RS(G)/779/9

dated 4.3.08. The system of waiver of LD and imposition of TLD for delayed supplies will be an exception rather than rule.


Dy.CMM

SMM AMMOther

OfficersRemarks

12

a)

S-132, RB’s letterNo.78/RS(G)/775 dt.9.9.68,589/RS(G)/775 dt.31.10.74,2003/RS(G)/779/9dt.4.3.08 &28.4.08

WAIVAL OF CLAUSE/PENALTIESi) Waiver of full liquidated

damages of imposition ofToken LD if indentor certifiesno loss/no inconvenience incase of late deliveries. OR

ii) Where loss is incurred butcannot be quantified in termsof money. OR

iii) Where loss is not incurredbut certain inconvenience iscaused which can bequantified in terms of money.

iv) Where loss is not incurredbut inconvenience is causedwhich cannot be quantified interms of money.


Nil.

Finance concurrence is not necessary.

For cases falling under ii), iii) & iv), at leaseToken LD or the loss incurred which ever ishigher to be imposed but the upper limit ofrecovery of Liquidated damages will be 10%of value of delayed supplies irrespective ofdelays, unless otherwise provided,specifically in the contract to be imposed.

Note :- Normally there should not be any need to call loss / inconvenience certificate from consignee and consequently waiver of LD /imposition of Token LD for delayed supplies. In supply contracts it will be an exception rather than rule. Such certificates should notbe issued by consignee/indentor suo-moto and never be given to suppliers. However, in situations where the circumstances leadingto delays in supplies were beyond the control of supplier, purchase officer can call no loss / inconvenience certificate and exerciseabove powers as an exception.

C 12


Sl. No. Authority Nature of Power COS CMM Dy. CMM SMM AMM OtherOfficers

Remarks

12 b) RB’s letter No.88/RS(G)/779/14 Pt.DT. 06.01.2017(Sl. No. 2.25)

To waive of operation of clausesrelating to risk purchase,liquidated damage RiskPurchase and arbitrationappearing in the contract (valueupto Rs.15 lakh each) at postcontract stage in order to avoiddisproportionate administrativeexpenditure in small recoveries.

Rs. 15 lakheach case

Nil Nil Nil Nil Nil. Financeconcurrence isnecessary

12 c) RB’s letter No.79/ RS (G) 779/29 dt. 01.10.85and77/ RS (G) 779/29 dt. 03.4.98.

Waiver of recovery ofliquidated damages and lossdue to risk purchase in casewhere recoveries could bemade only by resort toarbitration or legal action

Rs.15000/-

each case.

(RecoveryAmount)

Rs.15000/-

eachcase.

(Recovery

Amount)

Rs.15000/-

each case.(RecoveryAmount).

Rs.15000/-

each case.(RecoveryAmount).

Nil. Nil. Financeconcurrence isnot necessary

NOTE:i. The stipulations as indicated in Board's letter No. 58/ R8(G)/775 dt. 09.9.68 that ‘while doing so the reasons, therefore,

must be fully recorded on relevant files' may be incorporated.ii. Similar stipulations as indicated in Board's letter No.58/ RS (G)/775 dt. 17/29.9.80 may be incorporated.iii. COS may also waive operation of clauses relating to liquidated damages, risk purchase and Arbitration appearing in the

contract valued up to Rs.5 Lakhs at the post contract stage in order to avoid disproportionate administrative expenditurein small recoveries.

Sl.No.


Remarks

12 d) RB’s letter No.88/RS(G)/779/14Pt. DT. 06.01.17(Sl. No. 2.26)

To write off loss due to RiskPurchase GD & LD.

Upto Rs.1.5Lakh

UptoRs.75,000/-

UptoRs.40,000/

Nil Nil Nil Financeconcurrence isnecessary.These powersshould beexercised withutmost care onlyand only whenall other modesof recoveryexcept througharbitration andlegal action hasbeen exhausted.Suitableadministrativeaction should betaken againstdefaulting firms.

C 13


Sl.No. Authority Nature of Power COS CMM Dy. CMM SMM AMM Other

OfficersRemarks

13.

a) RB’s letter No.76/RS(G)753/3dt. 3.8.84.

CANCELLATION OF CONTRACT

Cancellation of contract withoutfinancial repercussions.

Full Power up to the power of Acceptance Nil Financeconcurrence isto be doneconcurrently atMA vettingstage.

b) RB’s letter No.76/RS(G)753/3dt. 3.8.84.

Cancellation of contract with generaldamages.


c) Para 132-S(item-4)

Action for failure to deliver storeswithin the stipulated periods.

i) Cancellation of the contractsand recovery of any loss of damageswhich the Railway may sustain byreason of such failure on the part ofcontractor or,

ii) Purchase stores at the riskand cost of the contractor's risk.


Sl.No.


Remarks

14(a)

RB’s letter No.88/RS(G)/779/14 Pt.dated 06.01.2017(Sl. No. 2.13)

Local purchase of itemsof small value (bothstock & Non-stock).Under stores code S -711 & S-711B.

Dy. CMM in the Depot and Divisions - Local purchase up to Rs. 1 Lakhfor Stock and Non- Stock item & power of purchase on single quotationup to Rs. 25,000/-.

Financeconcurrence is notnecessary butvetting of purchaseorder may berequired asstipulated in itemNo.10(b).

SMM in the Depot and Divisions (Both for Independent and other thanIndependent Charge) - Local purchase up to Rs. 75,000/- and power ofpurchase on single quotation up to Rs. 5,000/-.AMM in the Depot and Divisions (Both for Independent and other thanIndependent Charge) - Local purchase up to Rs. 50,000/- and power ofpurchase on single quotation up to Rs. 5,000/-.

Note :i. Cash imprest of stores officers may be recouped for maximum 4 times in a month and cash purchases of non stock/Stock items

should be made within this monthly ceiling.ii. For items costing upto Rs.25.000/- single quotation may be obtained but quotation from more than one firm are necessary for

items costing above Rs.25,000/-. Local purchase on single quotation basis upto Rs.25,000/- each item is permitted for COSvide SN 13.

iii. In case of propriety items normal power will be applied.iv. Purchase of stock items by depots should be done as per conditions given under S-711.v. Finance vetting, Non Availability certificates from feeding depot as well as approval of ADRM will be required for purchase of

stock items by Divisions.vi. Computer hardware/software, furniture, fax machine, key telephone etc. against Non-stock demand should be procured with

approval of competent authority as mentioned in SOP Part-D.vii. All safety items should be procured only from approved sources. List of safety items and current approved sources therefore

may be obtained from the PHOD of the concerned department.viii. Indenting Officers should clearly certify that the quantity is not deliberately reduced with a view to bring the purchase within the

scope of this provision.ix. The Divisions / Depots / Sheds Officer will ensure that before making purchase, the fund is available.

C 14


x. DGS&D items will be purchased either in emergency or when no rate / running contract is available and is valid.xi. The enhancement in the quantum of annual ceiling limit of Stock items (local purchase) by Divisional / Depot Officers is to be

processed separately by COS on annual basis in consultation with associate finance.


Dy.CMM

SMM AMMOther

OfficersRemarks

14(b)

Para 701 & 711/A ofstore code 79/F (S)/Pdt. 05.12.80.

Local purchase of stock andnon-stock items of stores (except rate contract/ runningcontract items entered into byDGS&D and stationary stores)by other than stores officers.

Nil Nil Nil Nil NilSAG – Rs.8,000/-but not exceedingRs.200,000/- inaggregate per year.JAG – Rs.4,000/-but not exceedingRs.50,000/- inaggregate per year.

Financeconcurrence isnecessary

NOTE:

i. DRM – upto 10,000/- per item for Non stock but not exceeding 100,000/- per month aggregate.ii. CWM – upto 5000/- per item but not exceeding 50,000/- per month for stock & non stock items.iii. Works Manager holding independent charge of workshop upto Rs. 2.000/- per item, but not exceeding Rs.

20,000/- in aggregate per month, separately for stock and non-stock items.iv. XEN/ DSTE/DEE/DME etc. who do not work directly under the control of DRMs - upto Rs.2,000/- per item,

but not exceeding Rs. 20.000/- per month, separately for stock and non-stock items.v. These powers should be exercised for purchase of Stores and equipment connected with operational &

maintenance purpose only.vi. Purchase of stock items will be made in case emergency and subject to prior concurrence of finance.

Register showing details of such purchases should be maintained and copies of all sanctions be forwarded toconcern account officers who will keep a watch over the ceiling limit.

vii. Prior finance concurrence will be required and AENs may procure of XEN or may be provided with an imprestfor this purpose.


OtherOfficers

Remarks

14(c)

Subject toobser-vance ofthe procedure.

Power to makeemergent purchaseslocally of pretty storesfrom imprest cash.

Rs.2,000/- ineach case.

Rs.2,000/-in eachcase.

Rs.2,000/-in eachcase.

Rs.1000/-in eachcase.

Rs.1000/-in eachcase.

Other thanStores OfficerJAG & Sr.Scale withindependentcharge –Rs.2,000/-,Asstt. Officer –uptoRs.1,000/- ineach case.

Financeconcurrence

is notnecessary

NOTE:i. JAG at HQ and above of all departments: upto Rs 2,000/- in each caseii. JAG ( Independent) and above of all departments at Field: upto Rs 2,000/- in each caseiii. Sr. Scale (independent) of all departments at HQ & Field: upto Rs 2,000/- in each case.iv. Jr. Scale (Independent) of all departments : upto Rs. 1000/- in each case.

C 15


STORES GENERAL

NOTE: i. Payment should be made on receipt of goods in complete & satisfactory condition by the consignee.ii. Transit risk will be on the contractor’s account.iii. Bulk movement of steel & POL will be by Rail.iv. Finance vetting is not necessary for issuing purchase order & connected post contractual modification valued upto Rs.25,000/- except for

100% payment against proforma invoice, waiver of security deposit & non-IRS conditions.


OtherOfficers

Remarks

16 RB’s letter No.F (X) II/ 86/PW/6 dt.05.5.87,GM/G's letter No.98/G/O dt.27.12.88,F(X)II/1/PW dt.13.12.91 and CS 18.

Acceptance of arbit-ration awards againstany dispute arising outof a contract subject tothe conditions laiddown in item 36 ofBoard's letter no.F(X)ll/ 86/PW/6 dt:5.5.87 in consultationwith Sr. L.O.

Full power Full power Nil. Nil. Nil. Nil. Financeconcurrence isnecessary.

17 RB’s letter No.85/FS I/PW7/1 dt.27.5.87.

To invite tender andaccept the same forStitching of Railway'sGarments.

Full powerupto theirpower ofpurchase.




Fullpower

upto theirpower ofpurchase

.

Nil. Financeconcurrence isnecessary.

18 RB’s letter No.74-EB/300 dt.14.01.75.

To enter in to contractfor cutting grass inRailway premises.





Nil. Dy.CMM/SMM/AMM online withindependentcharge – Fullpowers

Financeconcurrence isnecessary.


OtherOfficers

Remarks

15. RB’s letter No.87/ RS (G) 779/ 26 partdt. 21.2.97 & 89/ RS (G)

363/ 5 dt. 28.4.00.

Transport Contracts:

Invitation and acceptance of

tenders/ quotations for hiring of

private transport for distribution/

collection of material meant for

Railway, Material handling

contracts, shipping clearance

Contracts/ export contract,

contract for fabrication of Rly.

Stores, contracts for repair /

reconditioning of Rly. Equipments

/vehicles with works contract

conditions.

Acceptance as per USOP / Part - "A" Works Contract.Financeconcurrenceis necessary.

C 16



OtherOfficers

Remarks

19.a)

Para 1807-1810 S To fix imprest of eachitem of consumablestores.

Nil. Nil. Nil. Nil. Nil. AGM –Full

power


b) Item 17 of para 132-

S,RB’s letter No.76/

RS (G)779/47

dt.15.11.76 (ACS

No.140-S)

To sanctionadjustment againststock adjustmentaccount

Rs.25.000/-

each case.Rs.25,000/-

each caseNil. Nil. Nil. Nil. Finance

concurrence isnecessary.

NOTE:

i. To be exercised with finance concurrence.ii. Provided adjustment is not due to:

(a) Negligence, carelessness or dishonesty of Railway employee.(b) Different methods of measurement adopted by the Accounts Deptt. stock verifiers and other

departments.(c) Such that the Chief Accounts Officer agrees need not be referred to the GM.


OtherOfficers

Remarks

20 item 44 of GMSOP.F(X)/ll/86/PW/6 dt. 05.5.87.

To write off shortages ofArticles of dead stock, lossof stores and tools & plant instock and in transit onRevenue Accounts and tosanction adjustmentsaffected in numericalAccounts for Verificationsundertaken departmentallyor by Accounts deptt.

a) When a Railwayemployee is in any wayresponsible.

b) When a Railwayemployee is not in any wayresponsible.

Rs.50,000/-

Rs.75,000/-

Rs.50,000/-

Rs.75,000/-

Rs.5,000/-

Rs.10,000/-

Nil.

Nil.

Nil.

Nil.

Dy.CMM online withindependentcharge –Rs.5,000/-

Nil (refernotebelow)

Financeconcurrence isnecessary

NOTE: Dy.CMM on line with independent charge – Rs.10,000/-, DMM/SMM-D/AMM-D/AMM on line with independent chargeup to Rs. 2000/-.

21 To write off losses of cash Rs.10,000/- Rs.5,000/- Nil. Nil. Nil. Nil. Financeconcurrence isnecessary.

NOTE:Finance concurrence should be taken relating to loss of cash of any amount. In other cases, finance concurrenceshould be obtained if amount exceeds Rs. 1,000/- in each case. Cases of loss involving more than Rs.50,000/- orpresenting unusual features revealing serious defects in procedure should be referred to Board.

C 17



OtherOfficers

Remarks

22) Para 713 to 715Genl. Code Vol. 1.

To sanction repairand maintenanceof motor vehicles,material handlingequipments, tool &plant, machineryetc.

Rs.20.000/-withoutFin. Conc.

Full powerwith Fin.Conc.

Rs.20.000/-without Fin.Conc.

Full powerwith Fin.Conc.

Rs.10.000/-without Fin.Conc.

Rs.20,000/-with Fin.Conc.

Rs.5.000/-withoutFin. Conc.

Rs.10,000/-with Fin.Conc.

Nil. a)Without FinanceConcurrenceDy.CMM/SMM online uptoRs.10,000/-AMM (independentcharge) uptoRs.5.000/-b) With FinanceConcurrenceDy.CMM/SMM online uptoRs.20,000/-AMM (independentcharge) uptoRs.10,000/-

As statedregardingFinanceconcurrence.

SALESl.No. Authority Nature of Power COS CMM Dy. CMM SMM AMM

OtherOfficers

Remarks

23) Paras 2306-S,2328-S & 2329-S,2327 S-II

Sale of stores toother ZonalRailway/PSUs &Railway projects atbook Rates.

Full Power Full Power Rs.3 Lakh. NIL Nil. Dy.CMM/SMM ofDepots– up toRs.1 lakh.AMM of depot –50,000/-


24) Para 2307-S Sale of overstocksof ordinaryemergency orspecial storesthrough advertisedtender.

Full Power Full Power Nil. Nil. Nil. Nil Financeconcurrence isnot necessary

25)

a)

b)

c)

d)

Para 2310S to2312 S, 2223 S.

Sale of scrapunserviceable,surplus and obsoletestores andadjustment of thedifference betweenthe book rate andsale subject to para2224-S.

By advertisedtender.

By Auction.

By Direct sale

Through BT/ LT

Full Power

Full Power

Full Power

Nil

Full Power

Full Power

Full Power

Nil

Nil.

Nil.

Nil.

Nil.

Nil.

Nil.

Nil.

Nil.

Nil.

Nil.

Nil.

Nil.

CE full power forscrap woodensleeper & bridgetimber only byadvertised tenders.CWM/DRM up toRs.50,000/- forwaste paper, oldrecords, brokenfurniture, cutlery etcby advertisedtender withrecommendation ofsurvey committeewherevernecessary.

Financeconcurrenceis notnecessary

NOTE:i. If as a condition of sale, freight is to be born by the administration, cost of such freight should be taken

into consideration in computing the loss.

C 18


ii. L/T & B/T should be avoided and in case of OT, TC should be constituted as per Annex. A/I. However,administrative approval for sale should be obtained as per item No.25(a).


OtherOfficers

Remarks

26 a) Authority:Item No. 12 of para132-S RB's letterNo.2001/RS(G)/709/20 dt.24.09.02 (Para33).

Extension ofPayment / DeliveryTime on Sale MatterExtension of time forpayment of balancesale value with fullinterest beyond 20days of FPT list within50 days from the dateof Auction.

Full Power FullPower

Nil Nil. Nil. Nil Financeconcurrence isnecessary

b) Extension of time forpayment of balancesale value with fullinterest beyond 15days but within theDP.


Nil. Nil. Nil. Nil. Financeconcurrence isnecessary

c) Extension of time forpayment of balancesale value withoutinterest or with waivalof interest withfinance concurrence.


Nil. Nil. Nil. Nil. Financeconcurrence isnecessary

d) Extension of DP with

full ground rent up to

15 days.

Nil. Nil. Nil. Nil. Nil. DepotOfficer –Full Power.


e) Extension of DP

beyond 15 days with

full ground rent/ token

ground rent or with no

ground rent.


UptoRs.5

Lakhs.SaleValue

Nil. Nil. Nil. Financeconcurrence isnecessary

NOTE:In case where full interest/ full ground rent is levied, no finance concurrence is necessary.

C 19



OtherOfficers

Remarks

27 a) S-2317 Direct sale

to Railway employees for items of

scrap like scrap wood, scrap wooden

sleepers ,packing cases, scrap empty

drums, saw dust , scrap durries,

carpets, scrap gunny, scrap tarpaulins

and rerollable iron & steel scrap

(suitable for structural purpose).

Rs.3.000/- Rs.3.000/- Rs.500/- Nil Nil

Dy.CMM on line –Rs. 1.500/-.SMM on line –Rs.1000/-.(CE– Rs.3,000/-,Sr.DEN–Rs.1,000/-DEN – Rs. 300/-(For scrap woodensleeper, bridgetimber, Grass, etc).


b) Sale of scrap materials including re-rollable iron and steel scrap tocharitable institute or Governmentaided institute.

Full powersubject tolimit of 30MT in amonth inrespect ofre-rollableiron & Steelscrap.

Full powersubject tolimit of 30MT in amonth inrespect ofre-rollableiron &Steelscrap.

Nil. Nil. Nil. Nil. Financeconcurrenceisnecessary

c) Sale of scrap materials to privateparty other than institute charitableand Government aided.

Rs.3000/- Rs.3000/- Nil. Nil. Nil. Nil. Financeconcurrenceisnecessary

d) Sale of permanent way materials tothe manufacturers of Railwaymaterials for testing purposes with theconcurrence of CE.

Full Power Full Power Nil. Nil. Nil. Nil.Finance

concurrenceisnecessary

28 Item No. 9, 17 ofpara 132-S.

To sanction adjustment of differencebetween Book Value and sale valueof over stock or surplus stores tostock adjustment account.

Full Power Full Power Nil. Nil. Nil. Nil. Financeconcurrenceis notnecessary

29 RBLetter No.2003/RS(G)/777/2 Dt 4-6-04,4-2-05, S-2223, Item no.13 of S-132.

To reclassify stores and rate them as'second hand' or scrap or deadsurplus. To write down the value ofsurplus or obsolete stores on thebooks.

Rs.100,000/-

per item.With surveycommittee

Rs.100.000/-

per item.With

surveycommittee

Rs.25,000/-

per item.With

surveycommittee

NIL NIL DyCMM-D= 25,000/-

SMM-D = 10,000 /-

(With SurveyCommittee)All Depot officersRs.2000/- peritem (withoutSurveyCommittee)


NOTE:i. Items costing more than Rs.2000/- should be offered to other Railways,ii. Before classifying an item costing below Rs. 2000/- as dead surplus, the depot officer where considered necessary

ascertained from the user department & other depots that the item is not likely to be utilized by them in next 2 years.

C 20


FIELD MATTERS

Sl.No.


Remarks

30 RB’s letter No.88/RS(G)/779/14 Pt. DT.06.01.2017(Sl. No. 2.27)

To accept late supplies attheir discretionagainst the orders placedby COS Office

Nil Nil Nil Nil Nil Depot Officersfull powersubject toconditionsstipulated inNote (i) – (iv)below.

Financeconcurrence is notnecessary

NOTE:i) These powers cannot be exercised in respect of the following categories of orders.

a) Orders where higher prices have been paid for early delivery i.e. time preference orders.b) Orders for supply of stores subject to severe market fluctuations.c) Orders in which provision is made for recovery of pre-estimated damages.

ii) For orders valued upto Rs.8 Lakh delay in supplies up to 6 months.iii) For orders valued between Rs.8 Lakh to Rs.15 Lakh, delay in supplies up to 21 days provided initial DP does not exceed 6 months.iv) For orders valued above Rs.15 lakh prior extension of delivery period from Purchase Officer will be necessary. No formal amendment

of purchase order for DP extension is required to account for (ii) & (iii) above

Sl.No.


Remarks

31 RB’s letter No.88/RS(G)/779/14 Pt. DT.06.01.2017(Sl. No. 2.28)

To accept excess / shortsupplies at their discretionwithout formalamendment to contract

Nil Nil Nil Nil Nil Depot Officer : Excess /short supply Upto +5%of the Contract value orRs.8 lakh whichever isless subject to total valueof receipt not exceedingnormal purchase powerof COS.

Financeconcurrence is notnecessary


OtherOfficers

Remarks

32 Para 2740-S. To order final bookingof unconnectedmaterial to stockadjustment accountpart-1 (a).

Fullpower

Fullpower

Fullpower

Nil. Nil. Dy.CMM/SMM/AMMindependentcharge - fullpower.


necessary

NOTE: This power at SL-32 can be utilized subject to concurrence of the respective Stores Accounts Officers.


OtherOfficers

Remarks

33(a)

Power to waive groundrent accrued due tonon-removal ofrejected materials byFirms within theprescribed period inexceptional circums-tances.

Full power Full power Full power Nil. Nil. Dy. CMM/SMM-D/AMMindependentChargeon line –Rs. 10,000/-each case.

Financeconcurrence isnecessary forwaival beyondRs.1,000/-.

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Sl.No.


Remarks

33(b)

RB’s letter No.88/RS(G)/779/14 Pt.DT. 06.01.2017(Sl. No. 2.14)

Hiring of materialhandling equipment byDepot officers.

1) Dy. CMM(Depot) - Upto Rs.50,000/- per case with monthly ceiling limit of Rs.5Lakh.2) SMM(Depot - Independent Charge) - Upto Rs.25,000/- per case with monthlyceiling limit of Rs.2.5 Lakh.3) AMM(Depot - Independent Charge) - Upto Rs.15,000/- per case with monthlyceiling limit of Rs.1.5 Lakh


33(c)

RB’s letter No.88/RS(G)/779/14 Pt.DT. 06.01.2017

(Sl.No. 2.9)

Purchase of itemsthrough normal mode ofTenders (Open, Limited,Bulletin and SingleTenders) in terms ofpara 328-S of StoresCode Vol.I.NB. 1) Notes at Sl. No.(vi) & (vii) under item No.2) BT and OT should bepreferred as the mode ofTendering.

(a) For stock items urgently required1) Sr. DMM/Dy. CMM(Depot) - Upto Rs.5 Lakh per case.2) DMM/SMM(Depot)-Independent InCharge - Upto Rs.5 Lakh per case.3) DMM/SMM(Depot)-Other than Independent InCharge - Upto Rs.2 Lakh percase.4) Asstt. DMM/AMM(Depot) - Independent InCharge - Upto Rs.2 Lakh per case.5) Asstt. DMM/AMM(Depot) - Other than Independent Charge - Upto Rs.1.5 Lakhper case.(b) For Stock Item not cover in (a) above.1) Sr. DMM/Dy. CMM(Depot) - Upto Rs.3 Lakh per case.2) DMM/SMM(Depot)-Independent Charge - Upto Rs.3 Lakh per case.3) DMM/SMM(Depot)-Other than Independent Charge - Upto Rs.1.5 Lakh percase.4) AMM(Division)/AMM(Depot) - Upto Rs.1.5 Lakh per case.For (a) & (b) above –These powers to be exercised within annual ceiling limits which may be decided byCOS in consultation with associate Finance(c) All Non-Stock items(including requisition for turnkey contract) –Depot/Divisional Stores Officers-(Sr. DMM/Dy.CMM(Depot)/DMM/SMM(Depot/Asstt. DMM/AMM(Depot)-Same as Direct acceptance and TC power of HQ stores officers of correspondinglevel. For TC cases, the acceptance will be done by CMM based on the delegationas given in Annexure – “A”.For (c) above-Funds availability certification to be given by Indentor on each demand ensuringthat liability during any financial year does not exceed the allotted budget.

Financeconcurrence isnot necessarybut vetting of POis required as pernote (vi) under3(a) and 10(b).

Note : Sr. DMM of division and Dy. CMM of depot can forward the Non stock indent/requisitions of value above 25 Lakhs to HQ forcoverage if they are not in a position to deal with the case due to lack of infrastructure/manpower.

Sl.No.


Remarks

33(d)


Placement of supplyorders against DGS&Drate contracts. (Powersof Divl. Stores & DepotStores Office)

1) Sr. DMM/Dy. CMM(Depot) - Upto Rs.5 Lakh per case.2) DMM/SMM(Depot)-Independent InCharge - Upto Rs.5 Lakh per case.3) DMM/SMM(Depot)-Other than Independent InCharge - Upto Rs.2 Lakh percase.4) Asstt. DMM/AMM(Depot) - Independent inCharge - Upto Rs.2 Lakh per case.5) Asstt. DMM/AMM(Depot) - Other than Independent InCharge - Upto Rs.1.5Lakh per case.Note : (a) Above powers to be exercised within annual ceiling limits which may bedecided by COS in consultation with associate finance. (b) These powers to beexercised within available budgetary limits and each demand allocation andprimary unit.

Financeconcurrence isnot necessarybut vetting ofpurchase ordermay be requiredas stipulated initem No.10(b).

33(e)


Placement of purchaseorder on other Railwayunits by Depot / Divl.Officers for materialassistance.

1) Sr. DMM/Dy. CMM(Depot) – Full Power on Book Rate2) DMM/SMM(Depot)-Independent Charge - Full Power on Book Rate.3) DMM/SMM(Depot)-Other than Independent Charge -. Full Power on Book Rate4) Asstt. DMM/AMM(Depot) - Independent Charge - . Full Power on Book Rate

Financeconcurrence isnot necessarybut vetting ofpurchase ordermay be requiredas stipulated initem No.10(b)..

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Sl.No.


Remarks

33(f)

RB's letter No.2007/RS(G)/779/1dt.4.4.08. Sl. No.12

JAG level TenderCommittee Member incase of single SAGOfficer.

1) In case of only one FA&CAO, JAG level finance officer will be member ofTender Committee up to Rs.8 Crores.2) In case of only one SAG Stores officer, JAG level stores officer will be memberof Tender Committee up to Rs.8 Crores.3) In case of only one SAG level officer in user department, JAG level officer ofuser department will be member of Tender Committee up to Rs.8 Crores.

Financeconcurrence isnot necessary.

Sl.No.

Reference to Code / RuleOrder

Nature of Power Other than Stores Officers

34. GM’s Inspection Note Sl.No. 6/9/00/GM/IIMSRcirculated vide GM’sletter no. G.300/16-1(G)/GM dt.8.9.2000

Procurement of furniture &almirahs / racks for stations,rest houses, retiring rooms,inspections carriage, crewbooking points, driver / guardlobby & technical schools.

DRMs (per annum) –i) Category – “A” station– Rs.1 Lakh

Category – “B” station – Rs.50,000/-Any other station – Rs.30,000/-Each School – Rs.50,000/-

ii) Crew Booking Points, Driver / Guard lobby, TechnicalSchools, Rest Houses, Running Rooms, Training Schools,Austerity Type, Primary Schools, Institutes & Any OtherRailway Schools – Rs.50,000/-, Inspections Carriage –Rs.20,000/-Note : The procurement shall be on new / replacementaccount. For new furniture expenditure may be kept to 30%of the total amount, subject to availability of fund.

Expenditure on these account should be limited to Rs.20 lakh each on HWH, SDAH & ASN Divisions and Rs.15 lakh forMLDT Division, chargeable to passenger amenities work / and revenue (upto Rs.5 lakh per Division under revenue).

This will be sanctioned by DRMs personally and concurred in by Sr. DFMs / DFMs.Note :: 1. The furniture to be procured should be durable and functional in nature.

2. Stations having broken furniture should be given priority. Old / Broken furniture should be condemned beforeprocurement of new furniture. Procedure in vogue for condemnation of furniture should be followed.

3. All purchases under this power must be entered into the dead stock register to be maintained at each station.4. Normal mode of procurement through stores department is to be followed and in emergent cases spot purchase

may be under taken following the procedure of existing JPO of spot purchase with the approval of theconcerned DRM with finance concurrence.

Sl.No.

Authority Nature of power Officers

35 RB’s letter No. 88/RS(G)/779/14Pt. DT. 06.01.2017 (Sl. No.2.18)

Release of FE and payment through letterof credit/TT (Board’s letter No. 2007/RS(G)/779/1 dated 4/4/42008, item No. 19 andBoard letter No. 2007/RS(G)/779/1 dated08.5.2014

COS/CMM – Upto their power of acceptance.

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ANNEXURE – “A”CONSTITUTION OF TENDER COMMITTEE

ANDAUTHORITY COMPETENT TO ACCEPT STORES TENDER

(Railway Board letter No. RB’s letter No. 88/RS(G)/779/14 Pt. DT. 06.01.17 Sl. No. 1B)

Sl. No. Value limit of TenderAcceptingAuthority

Constitution of Tender Committee

Stores Department Concern Deptt. Finance Deptt.

1. Rs.45 Lakhs to Rs.4 Crore SA Grade JA Grade JA Grade JA Grade

2. Rs.4 Crore to Rs.200 Crore PHOD/CHOD SA Grade SA Grade SA Grade

3. Rs.200 Crore to Rs.500 Crore AGM/CAO(Con) PHOD / CHOD PHOD / CHOD FA&CAO/ FA&CAO(Con)

4. Above Rs. 500 Crore GM PHOD / CHOD PHOD / CHOD FA&CAO/ FA&CAO(Con)

In case an item is indented by multiple departments, 3rd TC member will be from indenting department of indent having maximum quantities.

In Units where there is no AGM, the accepting authority will be GM against item 3 of above table.

It is reiterated that the total value of a tender will be the criteria to decide the competent authority for acceptance where purchase proposal againstthe tender which are put up in parts. The stores member of the tender committee will put the proceedings direct to the accepting authority.

In case of only one SAG Finance Officer, JAG level Finance Officer will be member of Tender Committee upto Rs. 120 Crs.

In case only one SAG Stores Officer, JAG level Stores Officer will be member of Tender Committee upto Rs. 120 Crs.

In case only one SAG level officer in user department, JAG level officer of user department will be member of tender committee upto Rs. 120 Crs.

For Track Items :

i) Officers of the same level from Civil Engg. Department will be the convener.ii) Officers of stores department of the same level shall be the third member.iii) Officers of the same level from Civil Engineering Department will be the accepting authority.

Track items are items as defined in stores code para 702.

The tern “General Manager” used in these rules is deemed to mean besides the General Managers of Railways, D.G/RDSO and ChiefAdministrative Officers working directly under the Railway Board.

2. Value limits for issue of Limited Tenders & Advertised Tenders :

The value limits for issue of LT & AT have also been revised as detailed below :

Sl. No. Item Proposed Delegation1. Open Tender System To be adopted by public advertisement in the most open and public manner as a general rule

subject to exceptions noted in paras 331-S and 332-S in all cases, in which the estimated valueof tenders to be received is above Rs.25 Lakhs.

2. Invitation of Limited Tender :(a) In normal circumstances

(a) COS / CMM - Upto Rs.25 Lakhs

3. Direct Acceptance powers for supply tender cases are revised as below :

Sl. No. Level Delegation1. AMM Upto Rs.3 Lakhs2. SMM Upto Rs.8 Lakhs3. Dy. CMM Upto Rs.45 Lakhs

4. It is reiterated that the total value of a tender will be the criterion to decide the competent authority for acceptance where purchaseproposals against the tender which are put up in parts. The Stores Member of the Tender Committee will put up the proceedings direct tothe accepting authority.

Note-1. Revised power of DA and TC cases as above will be applicable in all the T/cases opened after issue of modification in SOP forprocurement and tender. All cases opened prior to the issue of this modification in SOP will be dealt as per old power in SOP.2. The above modification in SOP is delegation of power for procurement & tender, all other issue will remain as per existing SOP.

C 24


ANNEXURE – “A/I”CONSTITUTION OF TENDER COMMITTEE

ANDAUTHORITY COMPETENT TO ACCEPT SALES TENDER

Board’s letter No. 88/RS(G)/779/14 Pt. DT. 12.03.15 and as per 2322 of Stores Code Vol-II

SL.NO.

Value limit of TenderAcceptingAuthority

Constitution of Tender Committee Members

Stores DepartmentScarp Returning

DepartmentFinance Department

1. Below Rs.2 Lakhs Direct Acceptance of JAG level Officers2. Rs.2 Lakhs to Rs.45 Lakhs JA Grade Sr. Scale Sr. Scale Jr. Scale

3. Above Rs.45 Lakhs to Rs.1.5Crore

SA Grade JA Grade JA Grade Sr. Scale

4. Above Rs.1.5 Crore to Rs.3Crores

SA Grade JA Grade JA Grade JA Grade

5. Above Rs.3 Crores to Rs.20Crores

PHOD / CHOD SA Grade SA GradeSA Grade /FA&CAO(SG)

6. Above Rs.20 Crores to Rs.40Crores

AGM PHOD / CHOD PHOD / CHODSA Grade /FA&CAO(SG)

7. Above Rs. 40 CroresGM PHOD / CHOD PHOD / CHOD

FA&CAO /FA&CAO(Con.)

Note : For sale of empty cartridge, TC and acceptance of tender should be directed by separate rules issuedby Railway Board vide letter No.75/Sec(SPL)/21/4 dt. 05-09-2006 and 20-10-2009 and so on.

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ANNEXURE – “B”

CERTIFICATE FOR PURCHASE OF PROPRIETY ARTICLES(REF. RLY. BOARD’S L/NO. 88/RS(G)/779/14 Pt. DT. 06.01.2017)

1. Description of Articles :(PL No.)

2. Quantity

3. Approximate cost (If known)

4. Maker’s Name and Address

5. Name of Local Agents and Address

6. I approve the above purchase and certify that :

a) No other Make/Brand will be suitable.

b) This is the only firm who is manufacturing/stocking this item.

c) A similar article is not manufactured or sold by any other firm which could be used, in lieu.

NOTE: Delete (a) or (c) whichever is not necessary.

Date :_______________ Signature *_ ____________________

Designation of Officer _______

* To be signed by

Upto Rs. 75,000/- - Indenting OfficerUpto Rs.3 lakh - JAG/Selection Grade OfficersUpto Rs.15 lakh - SAG Officer.Above Rs.15 lakh - PHOD / CHOD of the User Deptt.

C 26


JOINT PROCEDURE ORDER

Sub : Spot Purchase.

1.0 PREAMBLE:This procedure order will be applicable for purchase of materials in exceptional circumstanceson the spot without following the formal tendering system but by calling offers through physicalvisit to the premises of the firm by the nominated officers. There is no codal provision or anyguidelines / instructions of Railway Board on this mode of purchase called ‘Spot Purchase’.However, the same is resorted to by almost all Zonal Railways / Production Units to deal withemergent / un-usual circumstances with the approval of General Manager.

2.0 Scope :

Spot purchase shall be resorted to in very exceptional circumstances, to be recorded in writingby PHODs / CHODs, DRMs or CWMs and adhering to the conditions laid down hereunder:

2.1 For purchase of non-stock items urgently required where demand could not be foreseen inadvance and where cash purchase powers are considered inadequate and emergencypurchase through formal invitation of tenders etc. is likely to take considerable time.

2.2 For purchase of non-stock items which are required occasionally and where it is not possible tomake detailed specification and also for such items quality of which available in the marketkeeps changing rapidly and it is not possible to finalize the specification and materials can beobtained by personal examination like furniture (table, chair, almirah etc.) crockeries, linens,curtains, carpets other furnishing items etc.

2.3 Spot purchase shall not be resorted to for purchasing such items which have got detailedspecification and are required to be purchased only from approved sources and against Ratecontract.

2.4 Spot purchase power delegated on the basis of the High Level Committee’s report on DisasterManagement over Indian Railways will be in addition to the power mentioned in this JPO.

2.5 Purchase of material from MPLAD fund.

2.6 The spot purchase should not be resorted in a routine manner to bypass normal procurementprocess.

3.0 Procedure

3.1 There should be a proper vetted requisition with description duly supported with propersanction and clear fund availability for the non-stock item(s) intended for spot purchase. Thequantity is to be restricted to bare minimum.

3.2 Spot purchase proposals upto Rs.3 lakh for Divisions, Workshops can be sanctioned byDRM/CWM concerned respectively after concurrence of Sr.DFM / DFM (where Sr.DFM postdoes not exist) or Dy.FA&CAO(WS) / Sr.AFA (WS) (Where Dy.FA&CAO/WS post does notexist).

C 27


3.3 All spot purchase proposals for more than Rs.3 lakh for Divisions, Workshops after beingagreed in principle by DRM, CWM and all proposals irrespective of value for Headquarters(Open Line)/ Construction should be agreed in principle by PHOD / CHOD of the consumingDepartment / Construction Unit. The proposal should be concurred by FA&CAO(F&B) /FA&CAO(Con) and should be submitted to AGM / CAO(C) through COS for his sanction.

3.4 Purchase through Spot Purchase Committee should be proceeded with only after all necessaryformalities for procurement including fund certification, finance concurrence and approval ofcompetent authority as per 3.1, 3.2 and 3.3 above are completed.

3.5 Constitution of Spot Purchase Committee will be as under:

Sl.No.

Value of Purchase StoresDepartment

ConcerningDepartment

AccountsDepartment

1. Upto Rs.3 lakh Jr. Scale Jr. Scale Jr. Scale2. Above Rs.3 lakh to Rs.8 lakh Sr. Scale Sr. Scale Sr. Scale3. Above Rs.8 lakh upto Rs.30 lakh JAG JAG JAG

NOTE :i) If more than one item is to be purchased through the SPC at the same time, the total

value of all the items shall be taken into account for the purpose of determining thepurchase (Para 3.5)

ii) Purchase through SPC will be limited to maximum of Rs.30 lakh in each case (allitems taken together). For the purchases beyond Rs.30 lakh in value, normalprocurement process will be followed. In exceptional cases if any beyond Rs.30 lakhneeds to be processed through spot purchase, the same will require personal approvaland concurrence of GM and FA&CAO respectively.

3.6 Constitution of Committee :

Spot Purchase Committee will consist of three officers, one from Stores Department (to benominated by COS), one from Accounts Department (to be nominated by FA&CAO /FA&CAO(Con) and one from the indenting department (to be nominated by concerned PHOD /CHOD). The officer of the indenting department will act as the convener of the Spot PurchaseCommittee. After sanction of proposal by competent authority, proper file will be opened in theconvener’s office against the non-stock requisition.

3.7 The Committee will first make a market survey along with the sources suggested by theindenters, shall obtain three or more quotations as considered necessary by the committee.While obtaining the quotation for items to their specification, normal rules laid down forobtaining quotation as in the case of cash purchase will be followed. In conducting theirbusiness the committee shall give due regards to the cannons of financial propriety.

3.8 To expedite the spot purchase DRM / CWM or respective PHOD / CHOD at HQ may nominatestanding committee in their respective units.

3.9 The committee shall draw up proceedings clearly indicating the following:

a) Brief details of the offers obtained.

C 28


b) Recommendations along with reasonableness of rates for the recommended item oritems.

c) Unusual terms & conditions and deviation accepted, if any.d) Consigneee) Paying Authorityf) Delivery Dateg) Any other points considered worth mentioning by the committee.

3.10 The purchase order, generally in the normal Stores Department format, giving descriptionquantity and rate of the item(s) and other terms and conditions duly signed by the ConvenerMember of the Spot Purchase Committee shall be placed on the firm.

3.11 All decisions in the matter of purchase shall be taken by the Spot Purchase Committee and thesame will be final and will not require approval of higher authority. In case of difference ofopinion amongst the committee members, the matter shall be referred to the DRM / CWM forcase approved by them and in all other cases it shall be referred to PHOD / CHOD of indentingdepartment concerned for a final decision. However, the reasons for taking the decision shallbe recorded on file.

4.0 Payment

4.1 Payment to suppliers should normally be made after collection of the stores, through NEFT /RTGS / A/C payee cheque, against firm’s bills or against the Proforma Invoice (PI). On receiptof bill, it will be accepted by the convener or the consignee which will be further countersignedby the convener. Bills or Pay Order (in case of Proforma Invoice) will be accepted by theconsignee in token of receipt of material or materials to be supplied are as per terms andconditions finalized by SPC and as contained in Purchase Order. The convener willcountersign the bill or Pay Order and send to accounts for payment.

4.2 The payment shall be made after taking delivery of material. In no case, payment shall bemade to the firms in advance / anticipation of the supply of materials.

4.3 The material(s) purchased shall be accounted for by an entry in the ledger book of the userdepartment within a suitable time frame say within 15 (fifteen) days as is done for materialreceived against regular purchase orders.

4.4 The purchase shall be completed within 30 (thirty) days from the date approval of competentauthority failing which fresh approval of competent authority shall be obtained for purchase ofitems through Spot Purchase Committee.

This is issued with approval of General Manager and supersedes the earlier JPO on SpotPurchase.

Sd/-27.05.2015 Sd/-27.05.2015CMM / S FA & CAO / SG

C 29


JPO IN CONNECTION WITH FUND CERTIFICATION / VETTING OF NON-STOCK INDENT / REQUISITION FOR STREAMLININGPROCUREMENT OF MATERIAL

No. S/Policy/P/NSJPO Date : 06/05/2015

The following procedure should be followed in respect of all NS requisition / indent to avoid delay inprocurement, maintain transparency and sanctity of tender and its processing.

PARA – 1

If the value of the non-stock requisition exceeds the vetting limit as per Board’s guideline the quantity indented alongwith fund must be vetted by Associate Accounts Officer of the indenter before submitting to COS office forprocurement.

PARA – 2

(A) Both the Requisition approving officer and Associate Account Officer of Indenter should see that there is necessity ofitems for consumption.

(B) That adequate funds are available in the indenter budget for accepting the debit. For this purpose a mere certificate"fund exists" should be avoided and associate Accounts Officer should examine that approximate rate as well asquantity for which the fund has to be certified mentioned on the requisition placed by the indenter for vetting. Theestimated rate should be based on updated latest purchase rate / Letter of Acceptance / Market Price (as applicable forthe specific item) taking duties, taxes and freight etc. also into consideration to avoid re-certification of funds ofrequisitions during procurement stage. The indenting executive should give certificate to effect that the estimated rateindicated in requisition / indent is based on latest purchase / finalized / market rate (as applicable for the specific item).This certificate should not be more than 2 months old from the date of vetting.

(C) The certification of fund should be in clear terms i.e. the amount upto which fund has been certified should bementioned and requisition vetted by the Associate Accounts Officer.

(D) In case of non-stock requisition pertaining to Pink book, RSP, M&P etc. non-stock requisition can be generated.However, tender will be invited on confirmation from the CHOD / PHOD that funds will be provided before finalization ofthe tender.

PARA – 3

Once requisition is vetted further re-vetting is not required during procurement process and execution / completion ofsupply contract upto vetted quantity. The doing away of re-vetting (as per earlier JPO) of the indent / requisition will notaffect the procurement process, procedures and contract management and vetting of P.Os in any manner. However,the re-certification of the funds as available / required will be done by the concerned executive.

PARA – 4

(A) In all cases of procurement full fund certification / re-certification should be ensured.

(B) In case, requirement of re-certification of funds is required after opening of tender, the estimated rate of procurementwill be intimated by the convenor (Tender accepting authority in case of direct acceptance case) to technicaldepartment for rectification of funds. The certification / re-certification of fund should be certified on the body of NSR.

(C) The above fund re-certification / certification should be done by the executive before the consideration of tender byTender Committee. The re-certification / certification of the fund made by the executive will be accepted for all practicalpurposes for procurement process and execution / completion of supply contract. Maximum funds available should beprovided for procuring the maximum quantity required against an indent / requisition processed.

PARA – 5

C 30


Procurement should only be made against vetted requisition with fund certification. Procurable quantity should notexceed permissible limit as per the fund certified / re-certified. If part quantity is covered against a requisition / indentdue to fund constraint then the quantity covered and un-covered (due) should be recorded prominently on therequisition / indent by the Purchase Order signing authority and verified / vetted by the vetting authority of Purchaseorder. The balance NSR should be dropped and the quantity left un-covered due to non-availability of fund shall becancelled. Instead any future demand should be generated based on de-novo, zero base fresh reassessment ofdemand.

PARA – 6

The commitments already made in a financial year should be treated as the first charged against the budget allotmentat the beginning of new financial year, if necessary depending on delivery / placement of P.O. for NSR (revenuecases). The generation of fresh requisitions and vetting should be done only after providing necessary funds requiredfor previous commitments made. It will be the due and responsibility in indenting department to arrange funds forcommitment already made before generating fresh requisition. For other than revenue case where delivery is in thenext financial year, it is the duty and responsibility of indenting department to arrange fund for payment as percontractual agreement. The indenting department should be generate fresh indent / requisition only after makingprovision of funds for liability already incurred.

PARA – 7

All efforts should be made to submit requisition to COS office early duly vetting in the 1st quarter of financial year (April– June) so that the procurement process and utilization of fund can be achieved in the current financial year.

In order to avoid situations highlighted by Stores Department where Pos against L2, L3 etc. get released but not thatagainst L1, from now on all Pos pertaining to a particular tender should be sent to finance for vetting, returned byfinance after vetting or otherwise and issued at the same time. In case at the PO vetting stage fund against one ormore NSR is not available (a situation more likely to arise when PO issue spills over next FY), the re-distribution ofquantities will be done by accepting authority. To prevent any firm / tenderer from interfering in release of purchaseorders by his actions, individual purchase orders can be released with the approval of tender accepting authority orCOS.

PARA – 8

The vetting of PO will not be effected by the above changes, in provision of re-vetting and recertification of funds.

This supersedes earlier JPO at page C-28 of USOP Part-C and subsequent clarification / amendments and all otherJPOs issued earlier on this subject.

Sd/- 06.05.2015 Sd/- 06.05.2015CMM / S FA & CAO / SG

C 31


Sub :: Joint Procedure Order in connection with fund certification / Vetting of purchaseorder for procurement of Non-Stock Materials.

In continuation to the Joint Procedure Order in connection with fund certification /Vetting of purchase order for procurement of Non-Stock Materials issued by COS and FA&CAO(WST)vide letter No.FS/01/Policy dated 26.10.2006 and DGM/G’s letter No. G.176/17-W/Stores/USOP dated08.12.2006 on which FA & CAO(WST) made a reference vide his letter No. FS/01/Policy/2006-07 dated09.12.2006, following clarification is issued :-

1. For direct acceptance of stores purchases cases i.e. cases within Rs.5 Lakh it will be theresponsibility of the purchase officer to ensure that in case of purchase value exceeding 10%of the requisition value, re-vetting of the non-stock requisition is done by the AssociateAccounts Officer of the indenter before acceptance of the tender or before placement of theP.O. to finance for vetting.

2 (a) For tender committee cases i.e. those of value Rs. 5 lakhs and above where the purchasevalue exceeds 10% of the requisition value of non-stock requisition, the tender committee willsee this aspect and make a mention of this in their recommendation.

2 (b) Based upon the recommendation of T.C. re-vetting of non-stock requisition is to be done by theAssociate Accounts of the indenter before acceptance of the tender or before placement ofP.O. to finance for vetting.

This has the concurrence of FA&CAO (WST).

C 32


Sub : 1. Constitution of Tender Committee and Authority Competent to Accept Stores purchase on Zonal Railway & PUs.2. Value limit for floating advertised & Limited Tenders.

Ref : Railway Board letter No. 88/RS(G)/779/14 Pt. DT. 12.03.15 (Sl. No. 1B)

1. The Ministry of Railways have reviewed the Powers of Acceptance of Stores Tenders and have decided that in supersession ofthe existing instructions, the constitution of Tender Committee for considering tenders and powers of acceptance in Tenders forprocurement of various types of stores tenders will be as under :

SL.NO.

Value limit of TenderAcceptingAuthority

Constitution of Tender Committee

Stores Department Concern Deptt. Finance Deptt.

1. Rs.15 Lakhs to Rs.45 Lakhs Dy.CMM SMM Sr. Scale Jr. Scale

2. Rs. 45Lakhs to Rs.1.5 Crore CMM Dy.CMM JA Grade Sr. Scale

3. Rs.1.5 Crore to Rs.3 Crores CMM Dy.CMM JA Grade JA Grade

4. Rs.3 Crores to Rs.20 Crores COS CMM SA Grade SA Grade

5. Rs.20 Crores to Rs.40 Crores AGM COS PHOD / CHOD SA Grade

6. Above Rs. 40 Crores GM COS PHOD / CHOD PHOD / CHOD

*In Units where there is no AGM, the accepting authority will be GM against item 5 of above table.

It is reiterated that the total value of a tender will be the criteria to decide the competent authority for acceptance where purchase proposalagainst the tender which are put up in parts. The Stores member of the tender committee will put the proceedings direct to the acceptingauthority.

In case of only one SAG Finance Officer, JAG level Finance Officer will be member of Tender Committee upto Rs.12 Crs. As per Item No.

2.11 of RailwayBoard’s letter

dtd. 12.3.2015.

In case only one SAG Stores Officer, JAG level Stores Officer will be member of Tender Committee upto Rs. 12Crs.In case only one SAG level officer in user department, JAG level officer of user department will be member oftender committee upto Rs. 12 Crs.

For Track Items :

i) Officers of the same level from civil Engg. Department will be the convener. As per Item No. 1(i)of Railway Board’sletter dtd. 12.3.2015.

ii) Officers of Stores Department of the same level as convenor shall be the third memberiii) Officers of the same level from Civil Engineering Department will be the accepting authority.

Track items are items as defined in stores code para 702.

The tern “General Manager” used in these rules is deemed to mean besides the General Managers of Railways, D.G/RDSO andChief Administrative Officers working directly under the Railway Board.

2. Value limits for issue of Limited Tenders & Advertised Tenders :

The value limits for issue of LT & AT have also been revised as detailed below :

Sl. No. Item1. Open Tender System To be adopted by public advertisement in the most open and public manner as a general rule

subject to exceptions noted in paras 331-S and 332-S in all cases, in which the estimated value oftenders to be received is above Rs.15 Lakhs.

2. Invitation of LimitedTender : (a) In normalcircumstances

(a) COS / CMM - Upto Rs.15 Lakhs

3. Direct Acceptance powers for supply tender cases are revised as below :

Sl. No. Level Delegation

1. AMM Upto Rs.3 Lakhs2. SMM Upto Rs.8 Lakhs3. Dy. CMM Upto Rs.15 Lakhs4. Same level officer for Civil Engg. Deptt. for Track items.

5. It is reiterated that the total value of a tender will be the criterion to decide the competent authority for acceptance where purchaseproposals against the tender which are put up in parts. The Stores Member of the Tender Committee will put up the proceedingsdirect to the accepting authority.

C 33


RECORD OF CORRECTION SLIPS

Sl. No. of theSchedule

Correction Slip Authority for Correction Slip As appearing after correction

No. Date Letter no. Date

DELEGATION OF POWERS IN RESPECT OF STORES ......3b) RB’s letter No.88/RS (G)/779/14 Pt. DT....

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Transcript of DELEGATION OF POWERS IN RESPECT OF STORES ......3b) RB’s letter No.88/RS (G)/779/14 Pt. DT....