SCHEDULE OF POWERS ON STORES MATTERS...Rs.1,00,000/- (Rs.2,00,000/- for safety items) duly vetted by...

2

SCHEDULE OF POWERS ON STORES MATTERS PURCHASES

Item No.

PARTICULAR

HEAD QUARTERS OFFICERS DIVISIONAL OFFICERS Depot

officers Ref/Authority

AGM* COS CMM Dy.CMM SMM AMM DRM/ ADRM

Sr.DMM/DMM/AMM Dy.CMM/

SMM/AMM 1 2 3 4 5 6 7 8 9 10 11 12

1 QUANTITY APPROVAL Approval of quantities before placement of indent on centralized procurement agency like DLW/RCF/ CLW/ CORE etc. OR floating of tenders for direct purchase.

Full Powers

Full Powers

Upto

Rs.2 crores

Upto

Rs.30 lakhs

Upto

Rs.5 lakhs

Up to Rs.2 lakhs

NIL (i) Urgent requirement (Stock & Non-stock items) Sr.DMM/Dy.CMM (Depot) Rs.3 lakhs per case. DMM/SMM (Depot) (independent incharge) Rs.3 lakhs per case. DMM/SMM (Depot) (other than independent incharge) Rs.1.5 lakhs per case. ADMM/AMM (Depot) (independent incharge) Rs.1.5 lakhs per case. ADMM/AMM (Depot) (other than independent incharge) Rs.1 lakh per case. (ii) Normal requirement (Stock & Non-stock items) Sr.DMM/Dy.CMM (Depot) Rs.2 lakhs per case. DMM/SMM (Depot) (independent incharge) Rs.2 lakhs per case. DMM/SMM (Depot) (other than independent incharge) Rs.1 lakh per case. ADMM/AMM (Depot) Rs.1 lakh per case. (NOTE – Above powers to be exercised within annual ceiling limits which may be decided by COS in consultation with associate Finance.)

Rly. Bd.'s (i) letter No.2007/F(S)I/PW-7/1 dt.07.12.07 & (ii) 2007/RS(G)/779/1 dt.3.9.08, dt. 04.04.08, dt.16.02.09 dt.29.01.10

NOTE: (I) Depot should submit vetted AAC in the intimation sheet for stock items of A&B category, duly vetted by associated accounts. . (ii) 'A' category to be vetted by

Associated Accounts as per Rly. Bd's letter No. 88/RS(G)/779/43 dtd.21.10.02. If the proposed Estimated Annual Consumption (EAC) of 'B' category item is more than 10% of last 3 years Average Annual Consumption (AAC), this will require vetting by Headquarter Finance. (iii) All indentors should submit non stock demand/requisitions above Rs.1,00,000/- (Rs.2,00,000/- for safety items) duly vetted by Associated Accounts (iv) Regarding Buffer Stock, RB's letter No. 2002/RS(G)/779/16 dt.08.03.02 stipulates 1

month's buffer stock for all items except 3 months for indigenous Wheel Tyre Axle items and 6 months for imported Wheel Tyre Axle items. (v) Vetting is required for safety items indents above Rs.8 lakhs. For Indents of safety items below Rs.8 lakh, vetting is not required subject to 10% test check by Accounts. (RB's letter No.99/RS/IC/165/SRC dtd.19.04.2000 & 2007/RS(G)/779/1 dt.03.09.08 & 29.01.2010). For other than safety items finance vetting is required if the value exceeds Rs.4 lakhs. For indents other than safety items below Rs.4 lakhs, vetting is not required subject to 10% test check by Accounts.

2 Placement of Purchase orders on other Railway units by HQ/Depots/Divisional Stores officers for material assistance.

From Rs.2 crores to Rs.15 crores

From Rs.30 lakhs to Rs.2 crores

From Rs.5 lakhs to Rs.30 lakhs


Upto Rs.2 lalkhs

Nil Nil Sr.DMM/Dy.CMM (Depot) Rs.5 lakhs per case. DMM/SMM (Depot) (independent incharge) Rs.5 lakhs per case. DMM/SMM (Depot) (other than independent incharge) Rs.2 lakhs per case. ADMM/AMM (Depot) (independent incharge) Rs.2 lakhs per case. ADMM/AMM (Depot) (other than independent incharge) Rs.1 lakh per case. (NOTE – Vetting of Purchase orders is necessary before placement on other Railway units).

Rly. Bd.'s (i) letter No.2001/F(S)I/PW-7/2 dt.12.10.01 & 20.12.01 (ii) 2007/F(S)1/PW-7/1 dt.07.12.07 & (iii)2007/RS(G)/779/1 dt.04.04.08.

3

Item No.

PARTICULAR





SMM/AMM 1 2 3 4 5 6 7 8 9 10 11 12

3a PURCHASE THROUGH ADVERTISED TENDERS Purchase of Stores for Railways including stationery & printing items (Non-DGS&D/Non-Railway Bd. Item). Approval for calling tender.

Upto

Rs.25 crores

Upto

Rs. 15 crores

Upto

Rs.2 crores

Upto Rs.

30 lakhs Nil Nil (i) Urgent requirement (Stock & Non-stock items)

Sr.DMM/Dy.CMM (Depot) Rs.3 lakhs per case. DMM/SMM (Depot) (independent incharge) Rs.3 lakhs per case. DMM/SMM (Depot) (other than independent incharge) Rs.1.5 lakhs per case. ADMM/AMM (Depot) (independent incharge) Rs.1.5 lakhs per case. ADMM/AMM (Depot) (other than independent incharge) Rs.1 lakh per case. (ii) Normal requirement (Stock & Non-stock items) Sr.DMM/Dy.CMM (Depot) Rs.2 lakhs per case. DMM/SMM (Depot) (independent incharge) Rs.2 lakhs per case. DMM/SMM (Depot) (other than independent incharge) Rs.1 lakh per case. ADMM/AMM (Depot) Rs.1 lakh per case. (NOTE – Above powers to be exercised within annual ceiling limits which may be decided by COS in consultation with FA & CAO(S)

Nil Rly. Bd’s lr. No.(i) 2001/F(S)I/PW7/2 dt.12.10.01 & 20.12.01 (ii) 2007/F(S)I/PW7/1 dt.7.12.07 & (iii) 2007/RS(G)/779/1 dt.4.4.08.

3b PURCHASE THROUGH ADVERTISED TENDERS Purchase of Stores for Railways including stationery & printing items (Non-DGS&D/Non-Railway Bd. Item). Approval for acceptance of tender.


From Rs.2 crores to Rs. 15 crores


From Rs.5

lakhs to Rs.30 lakhs

From Rs.2 lakhs

to Rs.5 lakhs

Upto Rs. 2 lakhs

Nil

4* Purchase through Limited Tenders (approval for calling limited tender & acceptance) in normal circumstances (Non DGS&D, Non Rly. Board)

4a*

Calling of Bulletin Tenders – Limited

Upto

Rs.10 lakhs

Upto

Rs.10 lakhs

Upto

Rs.10 lakhs

Upto

Rs.5 lakhs

Upto Rs.2 lakhs

Nil (i) Normal requirement (Stock & Non-stock items) Sr.DMM/Dy.CMM (Depot) Rs.2 lakhs per case. DMM/SMM (Depot) (independent incharge) Rs.2 lakhs per case. DMM/SMM (Depot) (other than independent incharge) Rs.1 lakh per case. ADMM/AMM (Depot) Rs.1 lakh per case. (NOTE – Above powers to be exercised within annual ceiling limits which may be decided by COS in consultation with FA & CAO(S)

RB's Lr. No. (I) 2001/F(S)I/PW7/2 dt.12.10.01 & 20.12.01 (ii) 2001/F(S)I/PW7/2 dt.05.09.03 (iii) 2007/F(S)I/PW7/1 dt.04.04.08. Para-328S, 331S. (iv) 2007/F(S)/PW7/1 dt.07.12.07 & dt.04.04.08.

4b*

Acceptance of Bulletin Tenders – Limited





Upto Rs.2 lakhs

Nil

5* (a)

Purchase through Limited tender in emergency situation (at the discretion of COS/CMM) – approval for calling of tenders.

Upto

Rs.5 crores

Upto

Rs. 2 crores

Upto

Rs.1 crore

Upto Rs. 30 lakhs

Nil Nil Nil i) Urgent requirement (Stock & Non-stock items) Sr.DMM/Dy.CMM (Depot) Rs.3 lakhs per case. DMM/SMM (Depot) (independent incharge) Rs.3 lakhs per case. DMM/SMM (Depot) (other than independent incharge) Rs.1.5 lakhs per case. ADMM/AMM (Depot) (independent incharge) Rs.1.5 lakhs per case. ADMM/AMM (Depot) (other than independent incharge) Rs.1 lakh per case. (NOTE – Above powers to be exercised within annual ceiling limits which may be decided by COS in consultation with FA & CAO(S)

Rly. Bd’s lr. No.(i) 2001/F(S)I/PW7/2 dt.20.12.01 (ii) 2001/F(S)I/PW7/2 dt.5.9.03 & (iii) 2007/RS(G)/779/1 dt.4.4.08. Para328S. (iv) 2007/F(S)/PW7/1 dt/07.12.07 & dt. 28.7.2008

5 (b)*

To approve calling of Limited Tender for safety items.

Upto

Rs.5 crores

Upto

Rs. 2 crores

Upto

Rs.1 crore

Upto Rs. 30 lakhs

Nil Nil Nil

4

Item No.

PARTICULAR





SMM/AMM 1 2 3 4 5 6 7 8 9 10 11 12

5 (c)*

To approve calling of Limited Tender for items for which approved list is issued only by centralized agency/RDSO/PU/ CORE.

Upto

Rs.5 crores

Upto

Rs. 2 crores

Upto

Rs.1 crore

Upto Rs. 30 lakhs

Nil Nil Nil (i) Normal requirement (Stock & Non-stock items) Sr.DMM/Dy.CMM (Depot) Rs.2 lakhs per case. DMM/SMM (Depot) (independent incharge) Rs.2 lakhs per case. DMM/SMM (Depot) (other than independent incharge) Rs.1 lakh per case. ADMM/AMM (Depot) Rs.1 lakh per case. (NOTE – Above powers to be exercised within annual ceiling limits which may be decided by COS in consultation with associate Finance.

Rly. Bd’s lr. No.(i) 2001/F(S)I/PW7/2 dt.20.12.01 (ii) 2001/F(S)I/PW7/2 dt.5.9.03 & (iii) 2007/RS(G)/779/1 dt.4.4.08. Para328S. (iv) 2007/F(S)/PW7/1 dt/07.12.07.

NB: For purchases valuing above Rs.10 lakhs, calling of limited tenders requires prior Finance concurrence subject to compliance of conditions as per Para-328-S & Para-331-S. Extant procedure of Limited tender to be followed

6 (a)*

Purchase through Limited tender in emergency situation (at the discretion of COS/CMM) – acceptance of tenders.


From Rs.1 crore to Rs.2 crores

From Rs.30 lakhs to Rs.1 crore

Up to Rs.30 lakhs

Nil Nil Nil i) Urgent requirement (Stock & Non-stock items) Sr.DMM/Dy.CMM (Depot) Rs.3 lakhs per case. DMM/SMM (Depot) (independent incharge) Rs.3 lakhs per case. DMM/SMM (Depot) (other than independent incharge) Rs.1.5 lakhs per case. ADMM/AMM (Depot) (independent incharge) Rs.1.5 lakhs per case. ADMM/AMM (Depot) (other than independent incharge) Rs.1 lakh per case.

Rly. Bd’s lr. No.(i) 2001/F(S)I/PW7/2 dt.20.12.01 (ii) 2001/F(S)I/PW7/2 dt.5.9.03 & (iii) 2007/RS(G)/779/1 dt.4.4.08. Para328S. (iv) 2007/F(S)/PW7/1 dt/07.12.07.

6 (b)*

To accept Limited Tender for safety items.




Up to Rs.30 lakhs

Nil Nil Nil

6 (c)

To accept Limited Tender for items for which approved list is issued only by centralized agency/RDSO/PU/CORE.




Up to Rs.30 lakhs

Nil Nil Nil (i) Normal requirement (Stock & Non-stock items) Sr.DMM/Dy.CMM (Depot) Rs.2 lakhs per case. DMM/SMM (Depot) (independent incharge) Rs.2 lakhs per case. DMM/SMM (Depot) (other than independent incharge) Rs.1 lakh per case. ADMM/AMM (Depot) Rs.1 lakh per case. (NOTE – Above powers to be exercised within annual ceiling limits which may be decided by COS in consultation with associate Finance.

RB's Lr. No.(i) 83/F(S)I/PW1 dt.02.03.94, (ii) 2007/RS(G)/779/1 dt.04.04.08 & (iii) 2007/RS(G)/779/1 dt.28.07.08. Para-328S.

NB: Above powers to be exercised within annual ceiling limits which may be decided by COS in consultation with FA & CAO(S). All tenders costing above Rs.10 lakhs

will be accepted through Tender Committee where composition to be regulated as per Annexure-A.

5

Item No.

PARTICULAR





SMM/AMM 1 2 3 4 5 6 7 8 9 10 11 12

7 Urgency Certification in case of receipt of single quotation against Limited tender if prices are found to be reasonable.

Upto

Rs.5 crores

Upto

Rs.2 crores

Upto

Rs.1 crores

Up to Rs.50,000/-

Nil Nil As per Note (iii) below RB's Lr. No.(i) 2001/F(S)1/PW7/2 dt.20.12.01 (ii)2001/F(S)1/PW7/2 dt.05.09.03 (iii) 2007/F(S)I/PW7/1 dt.07.12.07 & (iv) 2007/RS(G)/779/1 dt.04.04.08

Note: (i) These powers are to be exercised only in case of urgency subject to Tender inquires have been issued to the existing and likely suppliers & rates obtained are reasonable. Speaking order should be recorded by the Purchase Officer/RC/Tender accepting authority justifying the course of action. (ii) Normal powers of purchase will be applicable when a single quotation is received against a re-tender. (subject to certification of reasonableness of rate). (iii) Urgency should be certified by JAG officer up to value Rs.50,000/- in each case and SAG officers above value Rs.50,000/- in each case of the concerned consuming department for non-stock item & for Stores department for stock items for HQ purchases. For depot/divisional purchase cases, by CWM/ADRM/DRM for non-stock item & for stock items CMM will certify for cases above Rs.50,000/- & JAG officer for consuming department for non-stock items & concerned Depot Stores Officer for stock items below Rs.50,000/-.

8 PURCHASE THROUGH SINGLE TENDER (Para-330S) 8.1 Invitation of Single

Tender for Proprietary items where it has been possible to certify that a similar articles, which could be used in lieu is not manufactured / sold by any other firm. (PAC where 'c' is certified) subject to the rates quoted being reasonable.

Upto

Rs.25 crores

Upto

Rs.15 crores

Upto

Rs.2 crores

Upto

Rs.30 lakhs

Upto

Rs.5 lakhs

Up to Rs.2 lakhs

Nil (i) Urgent requirement (Stock & Non-stock items) Sr.DMM/Dy.CMM (Depot) Rs.3 lakhs per case. DMM/SMM (Depot) (independent incharge) Rs.3 lakhs per case. DMM/SMM (Depot) (other than independent incharge) Rs.1.5 lakhs per case. ADMM/AMM (Depot) (independent incharge) Rs.1.5 lakhs per case. ADMM/AMM (Depot) (other than independent incharge) Rs.1 lakh per case. (ii) Normal requirement (Stock & Non-stock items) Sr.DMM/Dy.CMM (Depot) Rs.2 lakhs per case. DMM/SMM (Depot) (independent incharge) Rs.2 lakhs per case. DMM/SMM (Depot) (other than independent incharge) Rs.1 lakh per case. ADMM/AMM (Depot) Rs.1 lakh per case. (NOTE – Above powers to be exercised within annual ceiling limits which may be decided by COS in consultation with associate Finance).

RB's Lr. No.(i)2007/F(S)I/PW7/1 dt.07.12.07, (ii) 2007/RS(G)/ 779/1 dt.04.04.08 & (iii) 2007/RS(G)/ 779/1 dt.28.07.08 & dt.06.02.09. Signing of PAC. Indenting Officer – up to Rs.25,000/-. JAG/SG – Rs.75,000/-. SAG – up to Rs.3 lakhs. PHOD/CHOD – above Rs.3 lakhs. Power of Acceptance will be as per Item 3b.

6

Item No.

PARTICULAR

HEAD QUARTERS OFFICERS DIVISIONAL OFFICERS Depot officers

Ref/Authority AGM* COS CMM Dy.CMM SMM AMM

DRM/ ADRM

Sr.DMM/DMM/AMM

Dy.CMM/ SMM/AMM

1 2 3 4 5 6 7 8 9 10 11 12

8.2 Invitation & Acceptance of Single Tender for where it has not been possible to certify that a similar articles, which could be used in lieu is not manufactured / sold by any other firm. (PAC where 'a' is certified) subject to the rates quoted being reasonable.

From Rs. 3 lakhs to

Rs.5 lakhs

From

Rs.2 lakhs to Rs. 3 lakhs

From Rs. 1 lakh to

Rs.2 lakhs

From Rs. 50,000/- to

Rs.1 lakh

Up to Rs.50,000/-

Nil Dy.CMM(Depot)/Sr.DMM – Rs.2 lakhs, SMM/DMM – Rs.1 lakhs, AMM- Rs.50,000/-

RB's Lr. No. 2007/RS(G)/779/1 dt.28.07.08 & Signing of PAC. Indenting Officer – up to Rs.25,000/-. JAG/SG – Rs.75,000/-. SAG – up to Rs.3 lakhs. PHOD/CHOD – above Rs.3 lakhs vide RB’s letter No. 2008/RS(G)/779/9dt.06.02.09

8.3 Invitation & Acceptance of Single Tender for Non-proprietary articles without Finance concurrence in normal circumstances.

From

Rs.10,000/- to Rs. 3 lakhs

From

Rs.10,000/- to Rs. 3 lakhs

Upto Rs.10,000/-

Nil Nil Nil Nil Nil RB's Lr. No.(i)2001/F(S)I/ PW7/2 dt.27.01.03, (ii) 2001/F(S)I/PW7/2 dt.05.09.03 & (iii) 2007/RS(G)/779/1 dt.04.04.08.

Note: (i) Finance concurrence is required above Rs.3 lakhs for Item No.8.3. (ii) Invitation of Single Tender and purchase will require personal approval of COS/CMM. (iii) These powers cannot be re-delegated.

8.4 Invitation & Acceptance of Single Tender for Non-proprietary articles without Finance concurrence in emergencies effecting maintenance, out turn operation etc.

From

Rs.7,500/- to Rs.5 lakhs

From

Rs.7,500/- to Rs.5 lakhs

Upto Rs.7,500/-

Nil Nil Nil Nil Nil RB's Lr. No. (i)2001/F(S)I/PW7/2 dt.27.01.03, (ii) 2007/RS(G)/ 779/1 dt.04.04.08.

Note: (i) Finance concurrence is not required up to Rs.5 lakhs for Item No.8.4. (ii) These powers can not be re-delegated. (iii) Invitation of Single Tender and purchase will require personal approval of COS/CMM.

8.5 Invitation & Acceptance of Single Tender – Developmental items.

From Rs. 3 lakhs to

Rs.5 lakhs

From Rs. 3 lakhs to

Rs.5 lakhs

From Rs. 2 lakhs to

Rs.3 lakhs

Upto

Rs.2 lakhs

Nil Nil Nil Nil Nil RB's Lr. No.2007/RS(G)/779/1 dt.28.07.08.

8.6a

PURCHASE OF STEEL FROM STOCK YARDS: To accept single tender purchase from stock yard/buffer imports of M/s SAIL, TISCO, IISCO, RINL in respect of steel items and to make 100% payment in advance to them.

From Rs.2 Crore to Rs.3 crores

Upto

Rs.2 crores

Nil Nil Nil Nil Nil Nil RB's Lr. No.(i) 87/RS(G)753/2 dt.30.12.87 & 15/10/92, (ii) 87/RS(G)/753/2 dt.14.12.01, (iii) 64/RS(G)/385/1 dt.26.11.85, (iv) 87 RS(G)/ 753/2 dt.15.02.05, (v)87/RS(G)/753/2 dt.01.09.06, (vi)2007/RS(G)/779/1 dt.04.04.08.

Note:- (i) These powers for acceptance of stock yard offers with 100% advance payment can be exercised without going into the formalities of tender committee and without finance concurrence subject to following conditions. (a) After obtaining quotations/price-lists from all local stock yards. (b) At the lowest possible reasonable rate subject to

availability of items (c) Non-availability of items from the most economical stock yard, on the day of purchase, should be recorded in writing by the COS/CMM. (d) the quality must be ensured as per the required specifications and would be purchased against the works test certificate of the manufacturer. (ii) Powers are temporary and being

extended by Rly. Board from time to time. Presently Board has extended the validity of powers till dt. 31.03.2013 vide RB's Lr. No.87/RS(G)/753/2 dt.15.04.11.

7

Item No.

PARTICULAR

HEAD QUARTERS OFFICERS DIVISIONAL OFFICERS Depot officers


DRM/ ADRM

Sr.DMM/DMM/ AMM

Dy.CMM/SMM/AMM

1 2 3 4 5 6 7 8 9 10 11 12

8.6b Purchase of Oils & Lubricants marketed by Public Sector Undertakings in Single Tender basis with prior finance concurrence.

From Rs.2 Crore to Rs.3 crores

Upto Rs.2 crores

Nil Nil Nil Nil Nil Nil RB's Lr. No.2007/RS(G)/779/1 dt.28.07.08

Note:- (i) Finance concurrence is required for purchase on Single Tender & to make 100% advance payment to the firms without going into the formalities of Tender Committee's examination. (ii) Limited Tender to be called in place of Single Tender in case prices are not government administered.

8.6c Invitation of single tender for purchase of Poly Vastra, Bedsheets and Pillow Cover from M/S KVIC and Handloom variety of bedsheets and pillow covers from M/s ACASH

Upto Rs.25 crores

Upto Rs. 15 crores

Upto Rs. 2 Crores

Upto Rs. 30 lakhs

Upto Rs. 5 lakhs

Upto Rs. 2 lakhs

As per Item 41.a and b Board's letter no 2004/RS(G)/ 113/1 Dt. 14.10.2004. Power of Acceptance will be as per Item 3b.

Note: Normal procedure of acceptance I.e DA upto Rs. 10 lakhs and TC beyond Rs. 10 lakhs will be followed. 9 DIRECT PURCHASE OF DGS&D ITEMS UNDER NORMAL CIRCUMSTANCES.

Direct purchase of Stores by COS for which DGS&D has entered in to rate/running contract, if stores are required urgently and can be more conveniently obtained locally or from nearer Station.

Nil Upto Rs.1 lakh in each case subject to ceiling limit of Rs.5 lakhs (in each case) per annum

Nil Nil Nil Nil Nil Nil Nil RB's Lr. No.(i) 2001/F(S)1/PW7/2 dt.20.12.01 (ii) 2001/F(S)1/PW7/2 dt.05.09.03 & Para802 (i)S & 707S. (iii) 2007/RS(G)/779/1 dt.04.04.08.

Note: These powers are to be exercised only if it is established that supplies can not be obtained within delivery period against DGS&D rate. 10 PURCHASE AGAINST RATE/RUNNING CONTRACT To place Supply orders against

Rate/Running Contract of DGS&D.

Nil Full powers From Rs.30 lakhs to Rs.2 crores


Up to Rs.5 lakhs

Nil Nil Sr.DMM/Dy.CMM (Depot) Rs.3 lakhs per case. DMM/SMM (Depot) (independent incharge) Rs.3 lakhs per case. DMM/SMM (Depot) (other than independent incharge) Rs.1.5 lakhs per case. ADMM/AMM (Depot) (independent incharge) Rs.1.5 lakhs per case. ADMM/AMM (Depot) (other than independent incharge) Rs.1 lakh per case. (NOTE – Above powers to be exercised

within annual ceiling limits which may be decided by COS in consultation with associate Finance) These powers to be exercised within available budgetary limits and each demand allocation and primary unit.

RB's Lr. No.2001/F(S)1/PW7/2 dt.20.12.01, 28.12.01 & 07.07.03, (ii) 2001/F(S)1/PW7/2 dt.05.09.03 (iii) 2007/RS(G)/779/1 dt.04.04.08

8

Item No.

PARTICULAR

HEAD QUARTERS OFFICERS DIVISIONAL OFFICERS

Depot officers


DRM/ ADRM

Sr.DMM/ DMM/AMM

Dy.CMM/SMM/AMM

1 2 3 4 5 6 7 8 9 10 11 12

11 To sign indents placed on other purchase agencies viz. DGS&D, Railway Board, DLW, CLW, ICF, etc.

Nil Full Powers

Full Powers

Full Powers

Nil Nil Nil Nil Nil RB’s lr. No.(i) 2001/F(S)1/ PW7/2 dt.12.10.01 & 20.12.01 2000/F(S)III/Misc./9 dt 11-01-2001 and 06.02.2009.

Note:- (i) These powers will be exercised by officers of Stores Department only. In case of non-stock items, certificate regarding availability of funds should be obtained from indenting officer. (ii) All Indents will require approval & signature of JAG officer of Accounts Department. (iii) URGENT Indents for stores placed on DGS&D/Railway Board have to be accompanied by the urgency certificates signed by COS. (iv) Approval for Qty will be governed by Item no.1. Vetting of indents will be done by the Officers of Associated Finance as mentioned below. Value of the indent Level of Officers Up to Rs.1 Cr. JA Grade Rs.1 Cr. to Rs.3 Cr. SA Grade Above Rs.3 Cr. PHOD It should also be ensured that there is no splitting of indents as the amounts mentioned above represent the aggregate value of each item per year.

12 Signing of Purchase Orders Full Powers

Full Power

Full Power


Up to Rs.5 lakhs

Divisional Stores Officers and Depots Stores Officers up to their Power of acceptance.

RB's Lr. No. 2001/ F(S)1/ PW7/2 dt.12.10.01 & 20.12.01 (ii) 2001/F(S)1/PW7/2 dt.05.09.03 (iii) 2007/ RS(G)/ 779/1 dt.28.07.08.

Note: (i) Vetting of P.O is required above Rs.8 lakhs for safety items & Rs.4 lakhs for other than safety items. A 10% test check by Accounts for safety items below Rs.8 lakhs and for other than safety items below Rs.4 lakhs. (ii) Amount of P.O should be got noted in the Liability Register of Stores Finance for strict Budgetary control.

13 LOCAL PURCHASE OF MATERIALS OF SMALL VALUE Stock & Non-stock items in each case.

Up to Rs.1 lakh each case

Up to Rs.1 lakh each case

Upto Rs. 1 lakh each case

Up to Rs. 50,000/- Per case

Upto Rs. 25,000/- per case

As per Sl. No.38

Sr.DMM Up to Rs. 1 lakh per case. DMM Up to Rs. 50,000/- per case. AMM Up to Rs. 25,000/- per case.

Dy.CMM Up to 1 lakh per case. DMM Up to Rs. 50,000/- per case. AMM Up to Rs. 25,000/- per case.

RB's Lr. No.(i) 95/F(S)PDL/PW7/1 dt.07.03.97 & Sl. No.1086 dt.14.05.97 & Stores code Para 711S (ii) 79/RS(G)/779/8 dt.10.01.92. EcoR's O.O. No. (1) 07/ECoR/03/35 dtd.23.02.04 (2) 7/ECoR/04/69/3069 dt.02.08.05, (iii) 2001/F(S)1/TW7/2 dt.05.09.03 (iv) 87/RS(G)/279/227 Pt.1 dt.27.01.04 (v) 2007/RS(G)/779/1 dt.04.04.08, 06.02.2009 & dt.18.06.10.

Note: (i) For items costing upto Rs.10,000/- single quotation may be obtained but quotation from more than one firm are necessary for items costing above Rs.10,000/-. (ii) Conditions laid down in Para 711-S should be followed (iii) DGS&D items can be purchased only in cases of established emergency as per Item No.9. (Either no R/C exist or there no possibility of getting supplies from R/C firm keeping emergent situation in view). (iv) Up to Rs.1 lakh in each case. However for local purchase on single quotation basis will be up to Rs.10,000/- in each case. (v) As regards rates, MMIS implemented in ECoRly. may be referred for verifying rate reasonableness as per Railway Bd’s letter No. Dt 18/06/2010

9

Item No.

PARTICULAR


Depot officers


DRM/ ADRM

Sr.DMM/ DMM/AMM

Dy.CMM/ SMM/AMM

1 2 3 4 5 6 7 8 9 10 11 12

14 PRICE PREFERENCE Grant of price preference benefit for purchase of stores from small scale industries registered with National Small Scale Industries Corporation.

Clarification is sought for on the admissibility of price preference benefit to SSI units from Rly. Board.

15 TO ACCEPT TENDER WITH PRICE VARIATION CLAUSE: (Para 440 S). PVC to be incorporated as special conditions in tender documents.

15.1 Price variation due to variation in SAIL prices of steel & for other items as per W.P.1.

From Rs.15 crores to Rs.25 crores contract value


From Rs.30 lakhs to Rs.2 crores contract value

Up to Rs.30 lakhs contract value

Nil Nil Nil Nil Nil RB's Lr. No. (i) 55/645/4/RE(G) dt.28.03.57. (ii) 70/RS(G)/779/46 dt.13.03.81 & 11.01.82 (iii) 2001/F(S)1/PW7/2 dt.17.11.92, 22.08.95, 13.05.96 & 01.05.97, 12.10.01. (iv) 2007/F(S)1/PW7/1 dt.07.12.07 & dt.04.04.08.

15.2 Price variation due to variation in HCL/HZC, MMTC/STC prices of Non-ferrous metals and prices of other inputs if such prices are published by a recognized body like IEEMA.




Up to Rs.30 lakhs contract value

Nil Nil Nil Nil Nil

RB's Lr. No. (i) 55/645/4/RE(G) dt.28.03.57. (ii) 70/RS(G)/779/46 dt.13.03.81 & 11.01.82 (iii) 2001/F(S)1/PW7/2 dt.17.11.92, 22.08.95, 13.05.96 & 01.05.97, 12.10.01. (iv) 2007/F(S)1/PW7/1 dt.07.12.07 & dt.04.04.08.

15.3 Variation in exchange rate for imported stores.



Up to Rs.2 Crores contract value

Nil Nil Nil Nil Nil

15.4 Statutory variation in custom duty on imported stores.



Up to Rs.2 Crores contract value

Nil Nil Nil Nil Nil RB's Lr. No. (I) 55/645/4/RE(G) dt.28.03.1957. (ii) 2007/F(S)1/PW7/1 dt.07.12.07 & dt.04.04.08.

Note: (i) Finance concurrence is to be obtained in all cases. (ii) Price Variation Clause should normally be provided in NIT and contract documents. Non standard PVC clause is to be got vetted by associated Finance before incorporation in Tender schedule. (iii) For other indigenous items, composite standard formula (such as that published by IEEMA)

covering important items and wages can be provided. In cases where such a standard formula may not be readily applicable, an appropriate Price Variation Clause can be accepted keeping Board's guidelines in view in consultation with associate finance. (iv) If the total value of contract after allowing for price variation exceeds the powers of the authority which

approved the original contract, the sanction of the higher authority (within whose competence the revised amount lies) should be obtained (Para 440 S). (v) PVC may be incorporated using Wholesale Price Index (WPI) as published by the Economic Advisor to the Govt. of India.

10

Item No.

PARTICULAR


Depot officers


DRM/ ADRM

Sr.DMM/ DMM/AMM

Dy.CMM/ SMM/AMM

1 2 3 4 5 6 7 8 9 10 11 12

16 ACCEPTANCE OF FORCE MAJEURE CLAUSE: 16.1 Railway/DGS&D Standard

Force Majeure Clause as per IRS Conditions of Contract.




Upto Rs.30 lakhs contract value

Nil Nil Nil Nil Nil RB's Lr. No.(i) 75/RS(G)/148/1 dt.27.09.77 & 03.07.78, (ii) 2007/F(S)1/PW7/1 dt.07.12.07.

16.2* Non-standard Force Majure Clause.





Nil Nil Nil Nil Nil RB's Lr. No.(i) 75/RS(G)/148/1 dt.27.09.77 & 03.07.78, (ii) 2007/F(S)1/PW7/1 dt.07.12.07.

Note: (i) Non-standard Force Majeure Clause may be avoided as far as possible. However, if unavoidable, it may be accepted by the competent authority not below the level of Dy.CMM after prior opinion and finance concurrence. (ii) Standard Force Majeure Clause may be accepted by the competent authority at level not lower than Dy.CMM without finance concurrence.

16.3 Acceptance of deviation from IRS conditions of contract

without Finance concurrence except Proforma Invoice Payments.





Nil Nil Nil Nil Nil RB's Lr. No.(i) 2001 F(S)1/PW7/2 dt.27.01.03, (ii) 2007/F(S)1/PW7/1 dt.07.12.07 & (iii) 2007/RS(G)/779/1 dt.04.04.08.

Note: (i) Direct acceptance case – one level higher than normal powers of acceptance but not below the level of JAG (ii) In TC – Normal power of acceptance of tender. 17. Waiver of Earnest Money/Security Deposit. 17.1 Waiver of Earnest Money from

unregistered firms i.e. firms

not born on the approved list of Rly./Govt. Deptt./RDSO/PU/ CORE/NSIC/ Manufacturers or

their accredited agents.

From Rs.15 crores to Rs.25 Crores contract value


From Rs.30 lakhs to Rs.2 Crores contract value

Upto Rs.30 Lakhs contract value

Nil Nil Nil Nil Nil RB's L/No. (i) 57/155/ 1/ RS(G) dt.12/04/61. (ii) 86/RS(G)/155/1 dt. 11/09/87. (iii) 2007/F(S)/I/PW7/1 Dt.7.12.07, (iv) 2004/ RS(G)/779/11 dt. 24.7.07, dt.19.02.08 & No. 2004/RS(G)/779/11 dt. 15.10.2008.

17.2 Waiver of Security Deposit from unregistered firms i.e.

firms not borne on the approved list of Rly./ Govt. Deptt./RDSO/PU/ CORE/NSIC/ Manufacturers &

their accredited agents.



Upto Rs.2 Crores contract value

NIL NIL NIL NIL NIL Nil

NOTE FOR 17.1 & 17.2: (i) In case of firms which do not qualify for exemption from Earnest Money as per Board's extant instructions and where firms credentials are not known, Earnest Money should be insisted upon. (ii) In case of Global Tender against IDA Credit, Earnest Money/Security Deposit, must be insisted upon all firms. (iii) Exemption of Security Money in case of firms registered with ECo Rly. and with NSIC will be applicable to tenderers for such items for which they are registered. Further, for orders valued beyond the monetary limit for which a firm is registered, Security Money must be obtained for order value in excess of the monetary limit. (iv) Waiver of Earnest Money/Security Deposit will require finance concurrence. For tender committee cases separate finance concurrence for this purpose is not required. (v) For rest of the conditions Rly Bd's guidelines vide Lr. No.2004/RS(G)/779/11 dt.24.7.07 & 19.2.08 may be followed.

11

Item No.

PARTICULAR


Depot officers


DRM/ ADRM

Sr.DMM/ DMM/AMM

Dy.CMM/ SMM/AMM

1 2 3 4 5 6 7 8 9 10 11 12

18 Advance payment to firms 18.1 95% payment to firm against

Receipted Challan/Clear RR and Inspection Certificate except M&P items.




From Rs.5 lakh to Rs.30 lakh contract value

From Rs.2 lakh to Rs.5 lakh contract value

Up to Rs.2 lakh contract value

Nil Nil Nil RB's L/No. (i) 84/RS(1)/ 163/1/RRC dt.05/01/85. (ii) 2001/F(S)1/ PW7/2 dt.20/12/2001. (iii) 77/ RS(G)/ 779/29 dt.29.12.77. (iv) 2007/F(S)/I/PW7/1 Dt.7.12.07. (v) 98/RS(G)/ 709/1 dt. 30.01.2000. (vi) 98/RS(G)/709/1 dt. 30.5.06

18.2 98% payment to firm against Receipted Challan/Clear RR and Inspection Certificate for running Contracts except M&P items.




From Rs.5 lakh to Rs.30 Lakhs contract value

From Rs.2 lakh to Rs.5 Lakhs contract value

Upto Rs.2 Lakh contract value

Nil Nil Nil

18.3 M&P items- 80% payment on proof of inspection certificate and rail/road challan (Indigenous supply)


From Rs. 2 crores to Rs.15 Crores contract value


Upto Rs.30 Lakhs contract value

NIL NIL Nil Nil Nil RB's L/No. (i) 84/RS(1)/ 163/1/RRC dt.05/01/85. (ii) 2001/F(S)1/ PW7/2 dt.20/12/2001. (iii) 77/ RS(G)/ 779/29 dt.29.12.77. (iv) 2007/F(S)/I/PW7/1 Dt.7.12.07. (v) 98/RS(G)/ 709/1 dt. 30.01.2000. (vi) 98/RS(G)/709/1 dt. 30.5.06

18.4 M&P items- 80% payment against irrecoverable LC on proof of inspection certificate and shipping documents (Foreign supply)



Upto Rs. 2 Crores contract value

NIL NIL Nil Nil Nil

NOTE: (i) For value upto Rs.1 lakh, approval of COS/CMM should be taken without prior finance concurrence. Where, the purchase is through a tender committee no separate finance concurrence is required. (ii) Value of cases between Rs. 1 lakh to Rs.10 lakhs should be with finance concurrence. (iii) Balance 5% / 2% against Receipt Note for receiving the materials in good conditions. (iv) Against M&P item, balance 20% payment within 90 days after installation/ commissioning and proving out test of M&P (Performance Test Certificate) subject to submission of Bank Guarantee for an amount of 10% of contract value as warranty security. (v) The standard payment term against purchase other than M&P is 100%, 98% + 2% and 95%+5%. (vi) The standard payment term against M&P purchase is 80%+20%. 19 100% payment against Performa Invoice with prior Finance concurrence. 19a In direct acceptance cases. Upto Rs.10

lakhs Upto Rs.10 lakhs

Upto Rs.5 lakhs

Nil Nil Nil CWM/MCS, DRMs – Full power up to Depot/Divisional Stores officers power of purchase with Finance concurrence for PAC item only which is to be regulated

as per Item No.8.1 & 8.2.

RB's Lr. No.(i) 64/RS(G)/ 385/1 dt.07.09.79, (ii) 84/RS(G)/779/25 dt.18.12.82, (iii) 2007/RS(G)/779/1 dt.04.04.08 & 28.07.08 (iv) 2007/RS(G)/779/1 dt.17.05.10.

19b In Tender Committee cases Upto Rs.15 crores

Upto Rs.15 crores

Nil Nil Nil Nil Nil Nil Nil

12

Item No.

PARTICULAR


Depot officers


DRM/ ADRM

Sr.DMM/ DMM/AMM

Dy.CMM/ SMM/AMM

1 2 3 4 5 6 7 8 9 10 11 12

20 In case of non-competitive telecom products of ITI for which ITI is the sole supplier, approval of 25% advance payment along with the order and 75% payment on the basis proforma invoice against proof of inspection and dispatch.

Upto Rs.8 crores contract value or 30% of the value which ever is less.

Upto Rs.3 lakhs or 30% of the value which ever is less.

Nil Nil Nil Nil Nil Nil Nil RB's Lr. No.(i) 86/RS(G)/753/2 dt.21.05.86, (ii) 87/RS(G)/779/211.

Note: These powers will be exercised with Finance concurrence. 21 100% advance payment against

BG of equivalent amount in respect of contracts for spares for plant & machinery, proprietary and special tools. *Note: Finance concurrence is required above Rs.50,000/-

Rs.8 crores contract value

Upto Rs.1 lakh

Upto Rs.1 lakh

Nil Nil Nil Rs.10,000/- with Finance concurrence

Nil Nil RB's Lr. No.(i) 87/RS(G)/753/1 dt.29.02.88 & 09.05.97. (ii) 2001/F(S)1/PW7/2 dt.20.12.01. (iii) 77/RS(G)/779/29 dt.29.12.77.

22 100% advance payment with order upto Rs.2 crores to MMTC & other Govt. department for procurement of non-ferrous metals. Note: Finance concurrence is required.

Rs.2 crores contract value

Upto Rs.25 lakhs

Nil Nil Nil Nil Nil Nil Nil RB's Lr.No. 76/RS(G)/753/2 dt.07.08.84.

23 100% advance payment against BG equivalent amount in respect of contracts other than item s 20 to 22 above. Note: Finance concurrence is required above Rs.50,000/-

Rs.8 croes contract value*

Rs.1 lakh Rs.1 lakh

Rs.1 lakh

Nil Nil Nil Nil Nil RB's Lr. No.(i) 87/RS(G)/753/1 dt.29.02.88 & 09.0597. (ii) 2001/F(S)1/PW7/2 dt.20.12.01. (iii) 77/RS(G)/779/29 dt.29.12.77.

24 To vary the quantity of any item in a contract up to + 30% provided the value of the amended contract does not exceed the powers of the authority that approved the original contract and subject to conditions of Para 628 F Vol.1 & Para 441(S). Note: These powers will be exercised with finance concurrence.

From Rs.15 crores to Rs.25 crores of contract value


From Rs.30 lakhs to Rs.2 crores of contract value

From Rs.30 lakhs of contract value

Nil Nil Up to their powers of purchase as per item No.41. (a), (b), (e), (g).

RB's Lr. No.(i) 2007/F(S)I/ PW7/1 dt.07.12.07 (ii) 2007/ RS(G)/779/1 dt.04.04.08 (iii) 2006/RS(G)/779/2 dt.04.06.08. (iv) 93/RS(G)/ 779/5/Pt.II dt.03.08.08. (v) 99/RS(G)/779/5 dtd. 12.03.10 & 20.05.10.

Note: +30% option clause shall be exercised with prior Finance Concurrence, on availability of demand, during currency of the contract and non-availability of lower rate, CA to be determined duly taking into account the original value + additional value due to operation of +30% option clause.

13

Item No.

PARTICULAR


Depot officers


DRM/ ADRM

Sr.DMM/ DMM/AMM

Dy.CMM/ SMM/AMM

1 2 3 4 5 6 7 8 9 10 11 12

25 Termination/ Rescinding of

contract at firms' risk & cost as per Clause 0702(B) of IRS conditions of contract where 10% SD had not been taken.

Full powers in respect of contracts under his own powers of purchase & against contract sanctioned up to GM

Full powers in respect of contracts under his own powers of purchase & against contract sanctioned up to GM

Full powers in respect of contracts under his own powers of purchase







RB's Lr. No.2001/ RS(G)/779/14 dt.21.09.07. Guidelines as per part-v of chapter-3 of compendium for Rules entering in to supply contracts with amendments issued from time to time may be referred to.

Note: These powers may be exercised without finance concurrence subject to speaking orders recorded by the competent authority. 26 Action against suppliers for

failure to delivery stores within the stipulated period as per codal provision. (i) Cancellation of the contract and recovery of any loss or damage which the Railway may sustain irrespective of reason of such failure on the part of contractor, OR (ii) Purchase of stores at the risk & cost of the contractor OR (iii) Recover from the contractor liquidated damages @2% of the contract price of the consignment per month or part during which the supply may be in arrears upto 10% of value of delayed supplies. (iv) Forfeiture of SD at the rate of 10% of contract value, provided the same has been submitted as per contract conditions.

Full powers for contracts under his powers








RB's Lr. No.2003/RS(G)/779/9 dt.04.03.08, dt.28.04.08 & dt.06.02.09. Para 132-S (Item-4).

14

Item No.

PARTICULAR


Depot officers


DRM/ ADRM

Sr.DMM/ DMM/AMM

Dy.CMM/ SMM/AMM

1 2 3 4 5 6 7 8 9 10 11 12

27 Re-fixation of delivery period (To rectify the error in purchase order).

Full powers for contracts under his/ AGM/GM’s powers.

Full powers for contracts under his/ AGM/GM’s powers.

Full powers for contracts under his powers.






NOTE: Finance concurrence is not required, speaking orders of the competent authority to be recorded on file. 28 Extension of delivery dates (Para 445 S) and imposition and waiver of penalties. Purchase Officers except COS can grant extension of delivery period up to 50% of the

period of originally contracted delivery period. If the period of extension is more than 50% of the original contracted delivery period then such cases put up to next higher authority for approval.

28.1 Contract approved by or on behalf of GM or Railway Board.

Full power Nil Nil Nil Nil Nil Nil Nil RB's Lr. No.(i) 86/RS(G)/77/8 dt.29.02.88 & 22.02.90. Sl 866 dt.27.04.88.

Note: These powers are subject to Finance concurrence & conditions laid down in Para-445 S.

28.2 Other Contracts approved by COS and below.

28.2.1 *

Extension of delivery date for cases where acceptance is made on time preference basis and/or where contract includes pre-estimated damages and where loss is suffered but it is proposed to waive penalty. Note: Finance concurrence is necessary.



From Rs.5 lakhs to Rs.30 lakhs contract value


Upto Rs.2 lakhs of contract value

Nil Upto their power of purchase

Upto their power of purchase

RB's Lr. No. (i) 2007/ F(S)I/PW7/1 dt.07.12.07, (ii) 2007/ RS(G)/779/1 dt.04.04.08 (iii) Sl 866 dt.27.04.88. Para 132(4)S & Para 445 S.

28.2.2 Extension of delivery period where there is no time preference given as per item 28.2.1.





Up to Rs.2 lakhs of contract value

Nil Upto their power of purchase

Upto their power of purchase

RB's Lr. No. (i) 73/RS(G)/779/59 dt.27.02.80 & 02.01.87. (ii) 84/RS(IC)/165/1/RRC dt.05.01.85. (iii) 2001/ F(S)1/PW7/2 dt.12.10.01 & 20.12.01. (iv) 2003/ RS(G)/779/9 dt.04.03.08 & (v) 2007/RS(G)/779/1 dt.04.04.08.

15

Item No.

PARTICULAR


Depot officers


DRM/ ADRM

Sr.DMM/ DMM/AMM

Dy.CMM/ SMM/AMM

1 2 3 4 5 6 7 8 9 10 11 12

29 Waiver of liquidated damages and imposition of token LD for delayed supplies in exceptional circumstances.

Full powers for contracts entered under his/AGM/GM's powers





Nil Upto their power of purchase in each case. To be regulated as per Item No.41.

Upto their power of purchase in each case. To be regulated as per Item No.41.

RB's Lr. No. (i) 58/RS(G)/775 dt.31.10.74 & 17/29.09.80. (ii) 2003/RS(G)/779/9 dt.04.03.08 & 28.04.08 (iv) 2007/RS(G)/779/1 dt.04.04.08.

Note: (i) There should normally be no system of waiver of Liquidated Damages and imposition of Token Liquidated Damages for delayed supplies in supply contracts. System of waiver of Liquidated Damages and imposition of Token Liquidated Damages for delayed supplies in supply contracts will strictly be an exception rather than rule and only in situations where the circumstances leading to delays in supplies were beyond the control of supplier. (ii) Prior Finance concurrence is required. (iii) Railway should recover from the contractor as agreed Liquidated Damages and not by way of penalty, a sum equivalent to 2% (two percent) of the price of any stores (including elements of taxes duties, freight etc.) which the contractor has failed to delivery 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% of value of the delayed supplies.

30 Waiver of ground rent in case of rejection of materials in purchase contract.



From Rs.30 lakhs to Rs.2 crores of contract value

From Rs.5 lakhs to Rs.30 lakhs of contract value


Nil Nil JAG/ Independent SS- amount of ground rent upto Rs.25,000/-, SS/ independent JS- amount of ground rent upto Rs.15,000/-.

RB's Lr. No. (i)84/RS(IC)/ 165/RRC dt.05.01.85 (ii) 2007/F(S)I/PW7/1 dt.07.12.07 & (iii) 2007/RS(G)/779/1 dt.04.04.08.

Note: If the amount of ground rent exceeds Rs.25,000/- Finance concurrence is required. If amount of ground rent exceeds Rs.25,000/- for Divisional / Depot Stores Officers, waival at HQ level as per level of acceptance.

31 Forfeiture of Earnest Money and/or Security Deposit.

Full powers of contracts under his/AGM/GM's powers

From Rs.30 lakhs to Rs.2 crores value of contract

From Rs.5 lakhs to Rs.30 lakhs value of contract


Upto Rs.2 lakhs value of contract

Nil

Sr.DMM/Dy.CMM(Depot) Rs.3 lakhs per case

DMM/SMM (Depot)(IC) Rs.3lakhs per case

DMM/SMM

(Depot)(other thanIC)

Rs.1.5lakhs per case

Asst.DMM/AMM (Depot)(IC) Rs.1.5lakhs per case

Asst.DMMAMM(Depot)(other

than IC)

Rs.1 lakh per case

IC - Independent Charge

RB's Lr. No. (I) 2001/F(S)1/PW7/2 dt.12.10.01 & 20.12.01, (ii) 2001/RS(G)/779/14 dt.21.09.07, (iii) 2007/F(S)I/PW7/1 dt.07.12.07 & (iv) 2007/RS(G)/779/1 dt.04.04.08. Para -132 S Clause 15.

16

Item No.

PARTICULAR


Depot officers


DRM/ ADRM

Sr.DMM/ DMM/AMM

Dy.CMM/ SMM/AMM

1 2 3 4 5 6 7 8 9 10 11 12

32 Refund of Security Deposit after satisfactory completion of orders/contracts.

Full powers of contracts under his powers




Upto Rs.2 lakhs

Nil

Sr.DMM/Dy.CMM(Depot) Rs.3 lakhs per case

DMM/SMM(Depot)(IC) Rs.3lakhs per case

DMM/SMM (Depot)(other

thanIC)

Rs.1.5lakhs per case

Asst.DMM/AMM (Depot)(IC) Rs.1.5lakhs per case

Asst.DMMAMM(Depot)(other

than IC)

Rs.1 lakh per case

IC - Independent Charge

RB's Lr. No. (I) 2007/F(S)I/PW7/1 dt.07.12.07 & (iv) 2007/RS(G)/779/1 dt.04.04.08. Para -132 S Clause 15.

Note: These powers can be exercised without Finance concurrence.

33 Enter in to fabrication contracts like fabrication of garments & other fabrication contracts using Rly's raw materials.




From Rs.5 lakhs to Rs.30 lakhs contracts value


NIL NIL RB's Lr. No.(i) 2001/F(S)I/PW7/2 dt.12.10.01 & (ii) 2007/F(S)I/PW7/1 dt.07.12.07.

Note- Security Deposit towards cost of free supply items- Rly. will arrange to issue free supply items for the work of fabrication to the firms /contractors against submission of Bank Guarantee to cover the full cost of free supply material.

34 Variation of IRS conditions of contract – waival of operation of clauses relating to 'liquidated damages', 'risk purchases' & arbitration appearing in the contract at the post contract stage in order to avoid disproportionate administrative expenditure in small recoveries.

Upto Rs.5 lakhs

Nil Nil Nil Nil Nil Nil Nil RB's Lr. No.2007/RS(G)/779/1 dt.28.07.08.

Note: These powers will be exercised with Finance concurrence.

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

Upto Rs.1 lakh

Upto Rs. 50,000/-

Upto Rs. 25,000/

RB's Lr. No. 2007/RS(G)/779/1 dt.28.07.08.

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

17

Item No.

PARTICULAR


Depot officers


DRM/ ADRM

Sr.DMM/ DMM/AMM

Dy.CMM/ SMM/AMM

1 2 3 4 5 6 7 8 9 10 11 12

36 Acceptance of arbitration awards against any disputes arising out of a contract, subject to the conditions laid down in item 36 of Rly. Bd's Lr. No. F(X)II-2010//PW/2 dt.11.10.2010

Upto 5 lakhs in respect of each contract approved by them and by lower authorities.

RB's Lr. No. F(X)II-2001//PW/2 dt.11.10.2010 and Item No. 36 of GM’s delegation.

Note: Railway Board should be informed of the following details:- (i) Where payment to a contract as a result of the arbitrator's award exceeded by more than Rs.50,000/- of the amount considered due by the Railway Administration before the arbitration proceedings began. (ii) Where deficiencies in the General Conditions/I.R.S of contract or of procedure laid down by the Railway Board comes to light.

37 Recovery of loss due to Risk Purchase and General Damages, when forfeiture of security deposit (10%) is not available for existing orders/ contracts from other zonal Railways/ PUs and to file legal suits etc. To file legal suit, legal assistants of Law officers is to be taken).

From Rs.15 crores to Rs.25 crores value of contract

From Rs.2 crores to Rs.15 crores value of contract

From Rs.30 lakhs to Rs.2 crores value of contract




Nil Upto their power of purchases in each case

Upto their power of purchases in each case

RB's Lr. No. (I) 79/RS(G)/657/2 dt.01.01.83 & 20.12.01, (ii) 2001/ F(S)/1/PW7/2 dt.12.10.01, (iii) 2001/ RS(G)/779/14 dt.21.09.07 & (iv) 2007/F(S)I/PW7/1 dt.04.04.08.

Note: (i) In case where valid risk purchase has been made

Full Risk Purchase loss has to be claimed.

(ii) Risk purchase of the stores to the same specification as that of the cancelled Advertised tender at a lower rate.

The legal advice is no general damages can be claimed as no loss has been suffered. The case should be closed with the approval of the next higher officer and integrated Finance but the question of taking suitable administrative decision against the firm will have to be considered where necessary.

(iii) Cases where Risk purchase has been made at the same rate.

The legal advice is no general damages can be claimed as no loss has been suffered. The case should be closed with the approval of the next higher officer and integrated Finance but the question of taking suitable administrative decision against the firm will have to be considered where necessary.

(iv) Where Risk purchase has been made at higher rate.

Full cost of risk purchase i.e. differential amount should be claimed if a valid risk purchase has been made but to be on the safer side general damages should also be claimed in the alternative.

(v) Where risk purchase is not made

due to the withdrawal of the demand by the indentor or where the risk purchase has been made to a different specification.

General damages should be claimed where it is possible to establish the market rate and if not the case should be closed with the approval of the next higher officer, in consultation with Finance.

(vi) Where no loss has been suffered

but the suppliers can be held responsible for the breach and indentor has reported inconvenience, which however, could not be quantified in terms of money.

The legal advice is that no general damages can be claimed as no loss has been suffered. The case should be closed with the approval of the next higher officer in consultation with Finance but, the question of taking suitable administrative decision against the firm will have to be considered where necessary.

18

Item No.

PARTICULAR


Depot officers


DRM/ ADRM

Sr.DMM/ DMM/AMM

Dy.CMM/ SMM/AMM

1 2 3 4 5 6 7 8 9 10 11 12

37 (vii) Where risk purchase is not tenable but purchase is made at higher rates.

Since risk purchase is not tenable, market rate on date of breach or nearby date should be established and difference should be recovered as general damages from the defaulter. (If required, rate / date information can be taken from any other source/sister Railways). In case, it is not possible to establish rate on the date of breach/nearby date then actual loss suffered by the Railway or 10% General Damages (as per practice in vogue) whichever is less can be imposed. However if the firm represents then specific case can be closed with the approval of the next higher authority after taking legal advise in consultation with Finance but suitable administrative action against the firm will have to be considered.

(viii) Deletion of clause for Risk Purchase. Rly. Bd's Lr. No.2001/RS(G)/779/14 dt.21.09.07 & 15.10.2008..

(i) Risk Purchase clause action may be deleted for all orders for safety items, as levy of 10% Security Deposit has been made compulsory in all such orders (except in case of vendors registered with NSIC upto Rs.10 lakhs). Whenever such contracts are rescinded, Security Deposit shall be forfeited. Such failure shall be recorded & will be considered by Railways on merit in future cases. (ii) In respect of orders for materials other than safety items, where 10% security deposit has been taken from firms, Risk Purchase clause may be deleted and in case of default by such firms, the Security Deposit shall be forfeited. (iii) In such cases as covered under (I) & (ii) above (when 10% SD is taken) the quantities un-supplied shall be procured independently without risk and cost of the original firm/supplier. (iv) Adverse performance of such firms may be recorded and to be intimated to the approving authority and also to be taken into account in future tender cases on merit. (v) Such cases which are not covered under Para(i) & (ii) above (where 10% SD is not taken) Risk Purchase provisions shall continue for them as per existing guidelines.

38 Local purchase power of stores for Officers of other than Stores department for items not covered by rate/running contracts entered into by DGS&D.

A) DRMs – Rs.10,000/- per case for non-stock items which overall monthly ceiling limit of Rs.1,00,000/- per month and Rs.5,000/- per case for stock items with the overall ceiling of Rs.50,000/- per month of consultation with concern Accounts Officer. B) CWM/MCS – Rs.5,000/- per case for stock/non-stock items with the overall ceiling of Rs.1,00,000/- per month in consultation with concerned Accounts Officer. C) CEs(C), CSTE(C), CEEs(C) – Rs.5,000/- per case for stock/non-stock items with overall ceiling limit of Rs.50,000/- per month. D) All other HAG/SAG offiers of Rs.5,000/- per case of stock/non-stock items with overall ceiling limit of Rs.25,000/- per month. E) Dy.CMEs/Dy.CEEs/Dy.CSTEs/Dy.CEs/Dy.CSTE(Con)/Dy.CEEs(Con)/Dy.CEs(Con) holding independent charge of workshop/sheds - Rs.2,500/- per case for stock and non-stock items with overall ceiling limit of RS.25,000/- per month. F) WM/XEN/DSTE/DEE/DME holding independent charge of workshops/sheds and who do not work directly under the control of DRMs – Rs.1000/-per case for stock and non-stock items with overall ceiling limit of Rs.10,000/- per month. Note: 1) Single tender may be adopted for items costing upto Rs.2000/- in each case. 2) Limited tender system to be adopted for purchase above Rs.2000/- in each case. 3) The above powers may be re delegated by above officers in consultation with concerned Accounts Officers to lower authorities under them to extant considered necessary subject to overall financial limit of the powers delegated to them. A copy of such delegation should be sent to COS & FA&CAO (Stores) for information and record. 4) Records must be kept in executive and accounts office for watching overall monthly ceiling limit. 5) Extant local purchase procedure to be strictly followed. Authority: (i)Para 711 of Stores code Vol-1. (ii) Rly. Bd’s letter No. 99/RS(G)/779/22 Pt. IV dtd. 22.12.2004. (iii) Rly. Bd’s letter No. 99/RS(G)/779/22 Pt. II dtd. 2.1.2004 & No. 2008/RS(G)/779/9 dated 06.02.2009.

19

Item No.

PARTICULAR


Depot officers


DRM/ ADRM

Sr.DMM/ DMM/ AMM

Dy.CMM/ SMM/ AMM

1 2 3 4 5 6 7 8 9 10 11 12

39 Execution of Printing & Binding Work by an outside agency when the Railway Press is unable to undertake the job subject to the following conditions:- If a Railway Press is unable to undertake a work on account of pressure of work or lack of suitable facilities or the Railway has not press of its own, the work may be got executed in outside press with the sanction of GM or that the HOD or other lower authority if powers in this respect has been delegated to them by the GM. In arranging for printing work in outside presses, the general purchase policy should be followed.

Full powers

Upto Rs.5 lakhs in each case, excepting money value and machine numbered forms.

Upto Rs.50,000/- per case. Note: Excepting money value and machine numbered forms.

Upto Rs.25,000/- per case. Note: Excepting money value and machine numbered forms.

Upto Rs.3000/- per case. Note: Excepting money value and machine numbered forms.

For other officers, delegation as per Item No 43 of SOP (Misc. matters) to be followed. Finance concurrence is required in each case exceeding Rs. 25,000/- Authority- Para 711 (CS) Rly. Bd’s lr. No. 2008/RS(G)/779/9 dtd. 06.02.2009.

40 Signing of Non-stock requisitions and PAC.

40a Signing of non-stock requisitions: (for indenting departments)

Full Powers

PHOD/CHOD of the user Deptt. Full powers for NSR exceeding Rs.10 lakhs. Full powers.

SAG/CWM NSR from Rs.2 lakhs to Rs.10 lakhs to be signed by user Deptt.

JAG/SG officer – from Rs.50,000/- upto Rs.2 lakhs of the user Deptt.

Sr.Scale from Rs.10,000/- upto Rs.50,000/- of the user Deptt.

Jr.Scale upto Rs.10,000/- of the user Deptt.

ADRM from RS.2 lakhs to Rs.10 lakhs

RB's Lr. No.(i) 88/RS(G)/779/28, dtd.21.05.82 & 25.03.92 (ii) 2005/RS(G)/779/7 dt.28.05.07.

Note: (i) SS Officers will sign non-stock requisitions/indents in absence of JS officers. (ii) JAG/SG officers will sign non-stock requisitions/indents in absence of SS officers. (iii) In case JAG/SG officers is not posted then non-stock requisition signed by :- ADRM for divisional requirements, CWM for workshop requirements, SAG officers for Construction & other requirements. (iv) Non-stock requisitions will require vetting as per extent instructions. (v) Non-stock requisitions exceeding Rs.2 lakhs but not exceeding Rs.10 lakhs should be countersigned by CWM/ADRM/SAG officers of the user Deptt. (vi) Non-stock requisitions exceeding Rs.10 lakhs should be countersigned by CWM/ADRM/SAG officers and same should be personally approved by PHOD/CHOD of the user department of the HQ. (vii) All non-stock purchase at HQ will require consolidation & essentiality of purchase to be certified by at least SAG level officers of consuming departments in HQ.

40b Signing of Proprietary Article Certificate (For indenting departments)

Full powers

PHOD/CHOD Full powers

SAG up to

Rs.3 lakhs

JAG/SG officer – up to

Rs.75000/-

Indenting Officer – up to Rs.25,000/- RB's Lr. No.(i) 88/RS(G)/779/28, 25.03.92 (ii) 2007/RS(G)/779/1 dt.04.04.08.

20

Item No.

Particulars Sr.DMM/Dy.CMM

(Depot) DMM/SMM

(Depot) ADMM/

AMM (Depot) Ref/Authority

41a Powers of Divisional Stores Officers and Depot Stores Officers for purchase of items through normal mode of tenders (Open, Limited, Bulletin & Single tenders) in terms of Para 328-S of Stores Code Vol.I. a) For stock items urgently required and 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 sanction project related items.

Rs.3 lakhs per case

Rs.1.5 lakhs per case

Rs.1 lakh per case

RB's Lr. No.2007/RS(G)/779/1 dt.04.04.08

41b For Stock items & non-stock items not covered in (a) & (b) above. Rs.2 lakhs per cse

Rs.1 lakh per case

Rs.1 lakh per case

RB's Lr. No. 2007/RS(G)/ 779/1 dt.04.04.08

Note: (i) DMM/SMM (Depot) independent charge – same as that of Sr.DMM/Dy.CMM(Depot) i.e. Rs.2 lakhs per case.

41c Powers of Divisional Stores and Depot officers for placement of supply orders against DGS&D rate contract.

Rs.3 lakhs per case

Rs.1.5 lakhs per case

Rs.1 lakh per case

RB's Lr. No. 2007/RS(G)/779/1 dt.04.04.08

Note: (i) DMM/SMM (Depot) independent charge same as that of Sr.DMM/Dy.CMM(Depot) i.e. Rs.3 lakhs per case. (ii) ADMM/AMM (Depot) independent charge same as that of DMM/SMM (Depot) other than independent charge i.e. (Rs.1.5 lakhs per case). (iii) Above power to be exercised within annual ceiling limits which may be decided by COS in consultation with associated Finance.

41d Hiring of material handling equipment by Depot Officers. Upto Rs.20,000/- per case

Upto Rs.10,000/- per case

Upto Rs.5,000/- per case

RB's Lr. No. 2007/RS(G)/779/1 dt.04.04.08

Note: (i) Dy.CMM(Depot) up to Rs.20,000/- per case with a monthly limits of Rs.2 lakhs (ii) SMM (Depot – independent charge) up to Rs.10,000/- per case with monthly limit of Rs.1 lakh (iii) AMM (Depot-independent charge) upto Rs.5,000/- per case with monthly limit of Rs.50,000/-.

41e Placement of purchase orders on other Railway units by Depot/ Divisional officers for material assistance.

Rs.5 lakhs per cse

Rs.2 lakhs per case

Rs.1 lakh per case

RB's Lr. No. 2007/RS(G)/779/1 dt.04.04.08

Note: (i) DMM/SMM (Depot-independent charge) – same as that of Sr.DMM/Dy.CMM(Depot) i.e. Rs.5 lakhs per case. (ii) ADMM/AMM (Depot-independent charge) – same as that of DMM/SMM (Depot) other than independent charge i.e. (Rs.2 lakhs per case).

41f Acceptance of stores dispatched after the expiry of the delivery period by the consignee

RB's Lr. No. 2007/RS(G)/779/1 dt.28.07.08

Note: (a) Delay upto six months for ordr valued upto Rs.3 lakhs. (b) Delay upto 21 days for orders valued between Rs.3 lakhs to RS.6 lakhs provided the initial delivery period does not exceed six months. For all orders valued over Rs.6 lakhs prior extension of delivery period from the Purchase Office will be necessary.

41g Acceptance of excess/short supply by Depot Officers without formal amendment to the contract.

RB's Lr. No. 2007/RS(G)/779/1 dt.28.07.08

Note: Upto 5% of the value of contract or Rs.3 lakhs which ever is less subject to total value of receipt not exceeding normal purchase power of COS.

21

Item No.

PARTICULAR


Depot officers


DRM/ ADRM

Sr.DMM/ DMM/ AMM

Dy.CMM/ SMM/ AMM

1 2 3 4 5 6 7 8 9 10 11 12

42 Global Tender.

42a To invite all types of global tenders Full power upto Rs.15 crores

Nil Nil Nil Nil Nil Nil Nil RB's Lr. No. (i) 2007/F(S)I/PW7/1 dt.07.12.07 & (ii) 2007/RS(G)/779/1 dtd.04.04.08.

Note: Full powers upto COS's power of acceptance with FA&CAO's concurrence.

42b Acceptance of all types of global tenders & release of FE and payment through letter of credit/TT.

From Rs. 2 crores to Rs.15 crores

Upto Rs.2 crores

Nil Nil Nil Nil Nil Nil RB's Lr. No. (i) 2007/F(S)I/PW7/1 dt.07.12.07 & (ii) 2007/RS(G)/779/1 dtd.04.04.08.

43 Invitation of open/limited tenders with finance concurrence for hiring of private transport for transporting materials meant for Railway, handling contract shipping clearance, export contracts, contract for fabrication of Railway stores, contracts for repair/reconditioning of Railway equipments available with works contract conditions and also acceptance of such tenders for each case.

To be dealt as per Misc. SOP Item No.16(a).

22

Item No. Rly. Bd. Lr. No. Nature of Item AGM Power to SAG officer Power to DRM JAG SS JS

44a RB's Lr. No.96/Track-III/TK/28 dt.09.09.98

Planned procurement Track Machines Spares, Consumables and small Tools – Approval for Invitation / Calling of Tenders.

Upto Rs.25 crores

PCE Upto Rs. 15 Crores CTE/CE(TM)-Upto Rs. 2 crores.

Nil Dy.CE/TM- Upto Rs. 30 lakhs

XEN/TM upto Rs.5 lakhs.

AEN/TM upto Rs.2 lakhs.

44(b) RB's Lr. No.96/Track-III/TK/28 dt.09.09.98

Planned procurement Track Machines Spares, Consumables and small Tools – Approval for Acceptance of Tenders.

From Rs. 15 crores to Rs.25 crores

PCE from Rs. 2 Crores to Rs. 15 Crores CTE/CE(TM)- From Rs. 30lakhs to Rs. 2 crores.

Nil Dy.CE/TM- From Rs. 5 lakhs to Rs. 30lakhs.

XEN/TM From Rs. 2 lakhs to Rs.5 lakhs.

AEN/TM upto Rs.2 lakhs.

(1).Finance vetting is required for purchase orders costing more than Rs. 4 lakhs and for Indents valuing more than Rs. 1 lakh (Rly. Bd’s Lr. No. 2007/RS(G)/779/1 dtd 28.07.2008. (2) For value Rs. 10 lakhs or more open tender shall be done as per constitution in Annexure’B’ of DOP Stores Matter. (3) The Tender committee, wherever necessary, may be constituted with the Engg. Officer of appropriate level as the convenor and other members from Finance and Stores Deptt. as per the Schedule of Powers delegated on the Zonal Railways. Stores TC is to be followed. (4) Instructions laid down in the Rly. Bd’s letter No. 96/Track-III/TK/28 dtd 09.09.1998 shall be followed.

45 RB's Lr. No.96/Track-III/TK/28 dt.09.09.98

Emergency Repairs and Purchase of Spares incidental to such repairs of Item No.44 above (Track Machines).

Upto Rs. 5 lakhs per break down with finance concurrence.

PCE Upto Rs.4 lakhs per break down with finance concurrence. CTE/CE(TM)-Upto Rs. 2 lakhs per break down with finance concurrence.

DRM/ADRM Upto Rs. 2 lakhs per break down with Finance concurrence.

Dy.CE/TM- Up to Rs.1 lakh per breakdown without Finance concurrence where purchase of PAC spares is not involved. (i) Where purchase of PAC spares is involved, each PAC item costing more than Rs.50,000/- should be purchased with prior finance concurrence. The annual ceiling limit for such purchase and repairs will be Rs.15 lakhs.

XEN/TM Rs.50,000/- per break down without Finance concurrence. When purchase of PAC spares is not involved. The overall annual ceiling will be Rs.10 lakhs.

Note: (i) Cases exceeding Rs.4 lakhs would required AGM/GM's sanction with prior Finance concurrence. (ii) Procurement of spare parts along with the Emergency repair should not be piecemeal in order to avoid Finance concurrence and the purchase should be resorted to only when planned procurement has not materialized. (iii) The annual year for the ceiling prescribed would be the Financial year. (iv) A register showing the details of expenditure incurred on each breakdown should be maintained so as to enable a watch being kept over the ceiling limit prescribed and also to be recorded against each Track Machine. (v) The overall cealing limit for emergency repair/purchases of spares should not exceed Rs. 40 lakhs per annum for all authorities put together (XEN/TM, Dy.CE/TM, DRM, ADRM, CE/TM and PCE) This limit will be monitored by CE/TM. Authority- (1) Rly. Bd’s letter No. 96/Track-III/TK/28 dtd 09.09.1998. (2) Rly. Bd’s letter No. 78/WSC/TK/11 dtd 15.06.1978.

Item No. Nature of power AGM PHOD/CHOD DRM/CWM Divl. Officers, Extra Divl. Officers

& officers in HQ Remarks

46 Purchase of materials through Spot Purchase Committee

--- Upto Rs.10 lakhs per occasion

Upto Rs.5 lakhs per occasion

Nil As per procedure given at JPO- Annexure 'A' (three pages)

<<O>>

23

DOP IN RESPECT OF SALE MATTERS

Sl. No.

Nature of Powers COS CMM Dy.CMM SMM AMM Other

Officers Authority & Remarks

1 2 3 4 5 6 7 8 9

1 TENDER/AUCTION SALE a) Of over-stocks of ordinary, emergency and special stores.

Full Powers

Full Powers

Rs. 30 Lakhs.

Nil Nil Depot officers JAG/SG Rs. 30 Lakhs.

Item 9 of 132-S and 2307-S & Rly. Bd's letter No. 2008/RS(G)/779/9 dt. 06.02.2009

ECoR Office Order No.29/ECoR/04/51, dted.09.09.2004. No sale by Tender/Auction or any article of whatsoever category in the depot should be made unless the article has been recommended for sale by the Survey Committee (Para 2224-S) and their report approved by the competent authority (para2228—S). Non-stock items are also subject to similar procedure (2307-S). Tender Committee is to be constituted to finalise tenders for sale value of Rs.50,000/- and over. Tender Committee will be as per Annexure-C Reserve prices based on bids obtained in past

auctions and other information like published market rate of similar material, recent auction rate of similar material in depots nearby etc., should be fixed by the Controller of Stores or Depot Officer for each item of scrap sold. In respect of non-ferrous scrap and condemned rolling stock, reserve prices should be fixed by JA Grade auction conducting officer. Rly. Bd’s letter No.2001/RS(S)/709/20 dt.28.03.2002 & 13.03.2003. Approval of COS/CMM is necessary for acceptance of auction bids falling short of the reserve price by more than 10 per cent, with Finance concurrence. COS/CMM has full powers to accept the recommendations of Survey Committee in respect of disposal of scraps and also to adjust the difference between book value and sale value.

b) Of scrap and unserviceable surplus and obsolete stores

Full Powers

Full Powers

Full Powers

Nil Nil Depot officers Full powers JAG/SG

Item 11 of 132-S and 2310-S & Rly. Bd's letter No. 2008/RS(G)/779/9 dt. 06.02.2009 ECoR Office Order No.29/ECoR/04/51, dted.09.09.2004. Auction should be conducted only by JA Grade Divl/Depot/Headquarter Officer as per Bd’s lr No. No.2001/RS(S)/709/20 dt.28.03.2002. Under item 7(b), in the case of Permanent Way Materials released from Works the prescribed procedure to be followed including fixing of reserve price. In the case of condemned rolling stock the approval of prescribed authorities as per Railway Board’s letters in force is necessary.

c) Direct sale of stores with normal stock

Full Powers

Full Powers

Full Powers

Nil Nil Depot officers Full powers JAG/SG

Authority: Item 8 of 132-S and 2327-S & Rly. Bd's letter No. 2008/RS(G)/779/9 dt. 06.02.2009 ECoR Office Order No.29/ECoR/04/51, dted.09.09.2004. The power s mentioned are pertaining to sales to meet emergent needs of other government departments, railways, local bodies & to railway contractors for use in railway work. Sale of materials with normal stock is prohibited. However to meet the emergent needs of Govt. departments, Railways, local authorities or contractors for use on Railway works sale may be effected. The sale should be at book rate or purchase rate whichever is higher plus the usual percentage charges at the rate of 5 per cent for freight and 2 per cent for incidental charges and departmental charges at the rate of 12 ½ per cent on prime cost, freight and incidental charges. Departmental charges may be waived in any particular case with the sanction of the General Manager. However sale to other Govt. Railways should be at book rate of issuing depot as a available in previous month’s transaction register without the addition of any other charges. (para 2327-S to 2329-S). Finance concurrence is required.

24

Sl. No.

Nature of Powers COS CMM Dy.CMM SMM AMM Other

Officers Authority & Remarks

1 2 3 4 5 6 7 8 9

1 d) Direct sale of over

stocks and ordinary, emergency and special items. 1) Sale to Rly. Employees 2) Sale to Govt. Dept. and other Railways

Full Powers Full Powers

Full Powers Full Powers

Rs.1,000/- per occasion Rs.10,000/- per occasion

Rs.500/- per occasion. Rs.5000/- per occasion

Rs.300/- per occasion. Rs.3000/- per occasion.

Nil

Nil

Item 8 of 132-S 2308-S and 2330-S & Rly. Bd's letter No. 2008/RS(G)/779/9 dt. 06.02.2009

Note: Sale to other than 1. Railway Employees 2. Other Rlys & other Govt. Dept. 3. Public under taking should be resorted to only under exceptional

circumstances and such sale should be personally approved by COS.

Sale of materials with normal stock is prohibited. However to meet the emergent needs of Govt. departments, Railways, local authorities or contractors for use on Railway works sale may be effected. Thhe sale should be at book rate or purchase rate whichever is higher plus the usual percentage charges at the rate of 5 percent for freight and 2 percent for incidental charges and departmental charges at the rate of 12 ½ percent

on prime cost, freight and incidental charges. Departmental charges may be waived in any particular case with the sanction of the General Manager. However sale to other Govt. Railways should be at book rate of issuing depot as available in previous month’s transaction register without the addition of any other charges. (para 2327-S to 2329-S). Finance concurrence is required.

e) direct sale of surplus stores and scrap stores. i) Sale to other Rlys. And Govt. Dept. ii) Sale to Rly. Employees and private parties iii) Rerollable and Industrial scrap

Full Powers Full Powers upto Rs.10,000/-

Full Powers Full Powers Rs.5,000/-

Upto Rs.1 lakh Upto Rs.2,000/- in each case at rates fixed by COS Rs.3,000

Nil Nil Nil

Nil

Nil Nil

Nil Dy. CMM/ SMM/AMM (depot incharge) Rs.1,000/- in each case at rates fixed by COS Dy. CMM/ SMM/AMM (depot incharge) Rs.1,000/- in each case at rates fixed by COS

Item 8 & 11 of 132-S and 2330-S& Rly. Bd's letter No. 2008/RS(G)/779/9 dt. 06.02.2009

The rates at which surplus stores may be sold should be the book rates (which would have been suitably modified by the Survey Committee) or the rates at which similar articles have been sold in recent auction or tender sales, which ever may be higher. Where similar articles have not been sold at recent auction but have been withdrawn owing to the reserve price that had been fixed not having been reached, such prices should be taken to be the prices applicable in the case of these sales. Additional charges for freight, incidental charges and supervision vide paras 2328-S and 2329-S may be added at full or reduced rate or altogether foregone by the authority empowered to sanction the sales. In the case of petty sales the cost is payable strictly in advance to the Railway. Scrap and unserviceable, surplus and obsolete stores may be sold at book value or at a loss not exceeding Rs.200/- on each sale. The freight involved should also be taken into account in computing the loss (para 2331(a)-S and 2311-S. Railway may also submit tenders to dispose of over-stocks or surplus stores para 2325-S) Finance concurrence is required.

25

Sl.

No.

Nature of Powers COS CMM Dy.CMM SMM AMM Other Officers Authority & Remarks

1 2 3 4 5 6 7 8 9

1 f) Direct sale of books,

forms, stationery, petty stores and clothing for Class-IV staff.

Full Power Full Power Nil Nil Nil Nil Item 10 of 132-S and 2309-S & Rly. Bd's letter No. 2008/RS(G)/779/9 dt. 06.02.2009

The item may be sold to Railway Co-operative Credit Society, Railway Institutes, Govt. Railway Police Department, Indian Posts, and Telegraph Dept, Railway Battalion, Railway Regiment and other similar bodies at book rate or purchase rate whichever is higher levying freight, incidental and departmental charges.

2) (a) Extension of time and enforcing or waiving of ground rent in connection with the sale of scrap to contractors and cases of stores awaiting removal from railway premises.(Interest rate for delayed payment should be charged at 7% above the base rate of SBI).

Full Power Full Power Nil Nil Nil SG, JAG, SS (independent charge) depot officers- full power

Item 12 of 132-S & Rly. Bd's letter No. 2008/RS(G)/779/9 dt. 06.02.2009, R.B Lr. No. 2010/RS(S)/709/36 dt. 24.12.2010.. Provided the

railway has suffered no loss by such extension or waiving for which facts must be recorded in writing in each case

(b) For extension of time for delivery without ground rent and extension of time for payment without interest.

Full Power Full Power Nil Nil Nil Nil Item 12 of 132-S Finance Concurrence is necessary.

3) Cancellation of lots due to administrative reasons with finance concurrence.

Full Power Full Power Up to Rs. 30 lakhs

Nil Nil Upto Rs. 30 lakhs by auction conducting officer

Item 12 of 132-S

4) Acceptance of payment in respect of materials found in excess of the advertised quantity in auction/tender sales at the time when delivery is in progress.

To accept payment at the rate already decided upto a maximum of 10% of the total quantity of the lot withou7t finance concurrence

To accept payment at the rate already decided upto a maximum of 10% of the total quantity of the lot withou7t finance concurrence

Nil Nil Nil Depot/Divisional Officers to accept payment at the rate already decided up to a maximum of 10% of the total quantity of the lot without finance concurrence

26

Sl. No.

Nature of Powers COS CMM Dy.CMM SMM AMM Other Officers Authority & Remarks

1 2 3 4 5 6 7 8 9

5) Refund of ground

rent in respect of

scrap material sold.

Full Power Full Power Full

Power

Nil Nil Nil Prior Finance concurrence is necessary if the

amount exceeds Rs.1500/-.

6) Disposal of rejected

stores not removed by contractors within 21 days from the date of rejection by giving notice to the firm/vendor by registered post with A.D.

Full powers to dispose at the suppliers risk and cost.

Full powers to dispose at the suppliers risk and cost.

Nil Nil Nil SG/JAG Depot Officer –-up to Rs. 5 lakhs in each case.

2307-S & 310-S.

7) ACCOUNTING ADJUSTMENTS

a) Adjustments of difference between book value and sale value

Full Powers Full Powers Rs.10,000/- per item.

Rs.1,000/- per item-

Nil Rs.10,000/- per item for DRM/ADRMs

2307-S and 2310-S

b) adjustments as a result of fluctuation in market rate

Rs.10,000/- per item.

Rs.10,000/- per item.

Rs.5000/- per item.

Nil Nil Rs.10,000/- per item for DRMs

Item 17 of 132-S .

c)Acceptance of recommendation of survey committee to reclassify stores in stock as second hand or scrap

Rs.5,00,000/- per item.

Rs.3,00,000/- per item.

Rs.1,00,000/- per item.

Nil Nil Depot Stores officers JAG/SG/ – Rs.25,000/- per item, SMM- Rs. 10,000/- per item.

Railway Board’s letter No.2003/RS(G)777/2, dated 04.06.2004 and 04.02.05 & 20.10.09.

Item 13 of 132-S The recommendation of Survey Committee should be obtained vide para 2223-S for book value above Rs. 5000/- before reclassification. The powers of Depot Officers upto Rs.5000/- per item may be exercised without the recommendation of Survey Committee.

d) adjustment due to stock verification

Rs.5000/- per item.

Rs.5000/- per item.

Rs.3000/- per item.

Nil Nil DRM upto Rs.3,000/- per item.

Item 17 of 132-S & Rly. Bd's letter No. 2008/RS(G)/779/9 dt. 06.02.2009.

The powers may be exercised provided the difference is not due to negligence, carelessness or dishonesty of any employee or due to different methods of measurement adopted by the accounts stock verifiers and the Department and with finance concurrence.

27

Sl. No.

Nature of Powers COS CMM Dy.CMM

SMM AMM Other Officers Authority & Remarks

1 2 3 4 5 6 7 8 9

8) To write off shortages of articles of dead stock, losses of stores, tools and plants in stock and in transit on revenue account.

Rs.5000/- per item*.



Rs.250/- per item*.

Nil DRMs upto Rs.5000/- per item. Depot Officers upto Rs.1000/- per item.

. Item 18 of 132-S & Rly. Bd's letter No. 2008/RS(G)/779/9 dt. 06.02.2009.

* provided that the shortage, etc., is not due to negligence, carelessness or dishonesty of any Railway employee, and in cases arising out of Acounts stock verification with finance concurrence.

Every case of loss presenting unusual feature or revealing serious irregularities or exceeding Rs.50,000/- should be promptly brought to the notice of the Railway Board vide para 1802-GI. The monthly summary of the total amount written off, supported by details in each case when Railway employees are responsible and disciplinary action taken should be submitted

9 To sanction adjustments effected in the numerical account for verification undertaken departmentally or by the Accounts department

Rs.2000/- per item**.




Nil Depot Officers Rs.100/- per item**

. Item 18 of 132-S & Rly. Bd's letter No. 2008/RS(G)/779/9 dt. 06.02.2009.

Every case of loss presenting unusual feature or revealing serious irregularities or exceeding Rs.50,000/- should be promptly brought to the notice of the Railway Board vide para 1802-GI. The monthly summary of the total amount written off, supported by details in each case when Railway employees are responsible and disciplinary action taken should be submitted.

**where the loss is due to negligence, carelessness or dishonesty of any Railway employee and it is not possible to effect recovery from the employee.

10 Differences between actual balances and the balances in the priced ledgers brought to the notice in connection with the reconciliation of depot card ledger with the priced ledgers of Accounts office.

Upto Rs.5,000/- for each individual case.

Upto Rs.5,000/- for each individual case.

Upto Rs.3000/- for each individual case.

Nil Nil DRM/ADRM Upto Rs.5,000/- for each individual case. Dy.CMM(Depot) Upto Rs.3,000/- in each individual case. All open line and construction. DENs,DSTEs,DMEs,DEEs,WMs,SMM (Depot) and AMM (Incharge of Depots) upto Rs.500/- in each individual case. AMM/Depot, not in independent charge up to a limit of Rs.100/- in each individual case.

Rly. Bd's letter No. 2008/RS(G)/779/9 dt. 06.02.2009.

11 To approve survey sheet / accept the

survey committee recommendation for materials returned as Scrap.

Full power.

Full power

Up to Rs.25,000/- lot value.

Nil Nil Nil

1. S-2223,S-2228,S-2408, 2. Finance concurrence is not required.

NOTE- For items 1) a, b, c, d,e,f, if the sale is carried out through tendering system (open/Limited etc.) then the Tender Committee and TAA will be as per Annexure-C.

28

Annexure-A Procedure to be followed for Spot Purchase.

4. Preamble

This procedure will be applicable for purchase of materials on the spot in exceptional circumstances and without following the normal tendering systems by calling

offers through a visit to the premises of the firms by nominated officers i.e. the spot purchase committee (SPC) members.

5. Scope

Spot Purchase shall be resorted to in very exceptional circumstances, to be recorded in writing by PHODs/CHODs & DRMs/CWM and adhering to the conditions

and guidelines laid down hereunder:-

2.1 For the purchase of non-stock items required urgently for train operation and where demand could not be foreseen in advance and where cash purchase

powers are considered inadequate and emergency purchase through formal invitation of tenders etc. may take considerable time.

2.2 For the purchase of non-stock items which are required occasionally and where it is not possible to make a detailed specification and also for such items, the

quality of which available in the market keeps changing rapidly so that it is not possible to finalize the specification and materials can be purchased as an off

the shelf item.

2.3 Spot Purchase shall not be resorted to for purchase of such items where it is possible to frame a generalized specification and are required to be purchased

only from approved sources.

2.4 Spot purchase will only be made for those items which are required for train operations, passenger amenity items to be provided at the stations such as

purchase of furniture, fitting & equipments including almirahs, cup boards, racks, side tables, tables, chairs, sofas, cots, mattresses, bed sheets, pillows, wall

brackets, blankets, jugs, good quality buckets/mugs, dressing tables, mirrors etc. and items for general purpose if necessary subject to the conditions laid down

at 2.1, 2.2 & 2.3 above.

3.0 Purchase & Appointment of SPC

3.1 There should be proper sanction and vetted requisition as necessary & clear fund available for procurement of the non- stock item(s) through the spot purchase committee. The quantity to be procured is to be restricted to bare minimum. Quantity to be procured will be endorsed by PHOD/CHOD/DRM/CWM only.

3.2 All spot purchase proposals duly approved by DRMs, CWM, PHODs/CHODs of the consuming department shall be sent to Finance for concurrence through COS. 3.3 Purchase by Spot Purchase Committee shall be proceeded with only after all above necessary formalities for procurement, together with others like receipt of

non-stock requisitions, funds certification, finance concurrence and PHOD/CHOD/DRM/CWM’s approval having been obtained as the case may be. Spot Purchase Committee shall consist of three officers, one from Stores Department (to be nominated by COS), one from Accounts Department (to be

nominated by FA&CAO) and one from the indenting Department (to be nominated by concerned PHOD/CHOD). The officer from the indenting Department will

29

act as the convenor of the Spot Purchase Committee. At the Divisional level/Workshop level, the SPC shall be consisting of 3 (three) members as per Para 3.4 and the same shall be approved by DRM/CWM.

3.4 Constitution of Spot Purchase Committee will be as under

Sl. No. Value of Purchase Stores Deptt. Concerning Deptt Accounts Deptt.

1 Up to Rs. 2 lakh Jr. Scale Jr. Scale Jr. Scale

2 Up to Rs. 5 lakh. Sr. Scale Sr. Scale Sr. Scale

3 Up to Rs. 10 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 the items shall be taken into account for determining the value of purchase.

ii) Purchases through SPC will be limited to maximum of Rs. 10 lakh in each case (all items to be procured by a SPC). For the purchases beyond Rs. 10 lakh in value, spot

purchase committee need not be constituted & normal procurement procedure through Tender should be followed.

iii) PHOD/CHOD will have power to approve spot purchase for value up to Rs.10 lakhs per occasion. DRMs/CWM will have power to approve spot purchase for value up to Rs.5 lakhs per occasion. Other divisional officers and HQ officers will have no power.

3.5 Purchases are to be made by the Spot Purchase Committee by obtaining three or more quotations. Normal rules laid down for obtaining quotations and

acceptance thereof, as in case of cash purchase, shall be followed. The members of the SPC shall certify the reasonableness of rates of the items procured through SPC. The convenor would also certify about the acceptability of materials. The Spot Purchase Committee shall strictly adhere to the cannons of financial propriety.

3.6 The Committee shall draw up proceedings duly signed by all three members of the purchase committee, which will be made available to internal check/audit.

The proceedings should be brief and to the point, clearly indicating the following: - (a) Brief details of the offers obtained. (b) Recommendations along with reasonableness of rates for the recommended item or items. (c) Unusual terms & conditions and deviations if any, accepted, indicating clearly their financial implications. (d) Consignee. (e) Paying Authority. (f) Bill Passing Authority. (g) Any other points considered worth mentioning by the Committee.

3.7 The Purchase Order shall normally be placed on the firm in the format being used by Stores Department for Non-Stock items, giving description/ specification, quantity, rate, other terms and conditions etc. duly signed by the convenor of the Spot Purchase Committee. All the members will, however, sign the office copy of the Purchase Order.

3.8 All decisions in the matter of purchase shall be taken by the nominated Spot Purchase Committee and the same will final and will not require approval of higher

authority. In case of difference of opinion amongst the committee members, the matter shall be referred to the DRM/CWM/PHOD/CHOD concerned, as the case may be, who may take a decision at his own or in consultation with finance, if necessary. However, the reasons for taking the decisions shall be recorded on file.

3.9 Inspection: - Member of Indenting department preferably Gazetted officer, if required or called for shall do inspection of the material.

30

4.0 Payment 4.1 Payment to suppliers should normally be made after collection of the stores, duly inspected, through account payee cheque against firm’s bills or against the

Proforma Invoice (PI). In case payment is arranged on proforma invoice, the final invoice should be submitted to Accounts office within 15 days duly marked 'not for payment' with full accountal particulars. This will help Accounts office to make journalization wherever necessary to pass on the debits to final head.

4.2 The cheque shall be handed over after taking delivery of the material or at the time of delivery, as the case may be. In no case, payment shall be made to the firm in anticipation of the supply of material. A record of material having been received and payment having been made shall be kept in the case file by the convenor.

4.3 For purchase up to Rs. 50,000/- if payment is to be made in cash (similar to the large amount imprest holder) in exceptional cases at the time of delivery, the

cash amount may be drawn through pay order by the convener. While making payment through cash, the committee should ensure that the firm is Income Tax

Assessee with PAN card or not. The value of purchase should include the Basic Cost, separately showing the E.D with cess, Sales Tax/VAT, Freight, Entry Tax (if

applicable) showing Total Unit Rate. As regards E.D with cess and Sales Tax, the documentary evidence is to be attached. Registered No. of the firm is also to be seen.

If the item involves supply and installation, then service tax component is to be checked before arranging payment.

4.4 The material purchased shall be accounted for by an entry in the ledger book of the user department as is done for material received against regular purchase

orders. The convening member shall keep a record thereof in the case file. 4.5 The purchase shall be completed within 15 (fifteen) days from the date of appointment of the committee.

Sd/- Sd/- FA&CAO(F&S) CMM-I

31

Annexure-B Annexure to Schedule of Powers on Stores Matters

Note: A Tender Committee should be constituted in cases where the purchase is valued Rs.10 lakhs and over per item including proprietary items and other single tender cases. The Tender Committee should include an Accounts Officer as a Member. Note No.:1.1. The monetary limits for association of Tender Committee will be as follows.

A. Purchase Authority : Bd's Lr. No.2001/FSI/PW7/x dt.12.10.2001 & No.2007/RS(G)/779/1 dt.04.04.2008.

Value Limit Acceptance by Tender Committee

Stores Consuming Deptt. Finance

1 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 Above Rs.1 Crore to Rs.2 Crore SAG JAG JAG 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 (in units where there is no AGM, the accepting authority will be GM) PHOD/CHOD PHOD/CHOD SAG

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

7 Above Rs.50 Crores sent to Board

Note: i) The total value of a tender will be criterion to decide the Competent Authority for acceptance where purchase proposal against the tender are put up in parts.

ii) Stores Member of the Tender Committee will put up the papers direct to the accepting authority. iii) All purchase proposals not involving foreign exchange valued over Rs.50 Crores (CIF value) are to submit to Rly. Board duly concurred by FA&CAO and

approved by GM for obtaining the approval of the Competent Authority (RB's Lr. No. 2002/F(FEX)1/1 dt.02.06.04 & 2007/F(S)I/PW7/1 dt.07.12.07. iv) All purchase proposals involving foreign exchange require concurrence of FA&CAO and sanction of GM (up to Rs.50 Crores). Note: JAG level Tender Committee member in case of single SAG officer. 1. In case of only one FA&CAO, JAG level Finance officer will be member of Tender committee upto Rs. 8 Crores. 2. In case of only one SAG Stores officer, JAG level Stores officer will be member of Tender committee upto Rs. 8 Crores. 3. 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.

GENERAL INSTRUCTIONS: 1. In respect of Item No.4 post facto sanctions of Competent authority is not required, where the value of the limited tender exceeds up to 15% over the

estimated value. Beyond this, post facto sanction of the competent authority is required to be obtained. (RB's Lr. No. 83/F(S)/1/PW7/1 dt.04.07.89). 2. Post audit of the purchase transactions below RS.10 lakhs should be conducted thoroughly and cases of serious irregularities noticed, if any, should be

reviewed at the level of COS/FA&CAO for necessary remedial action. 3. All cases where the value of accepted tender/tenders in a case is equal to Rs.4 lakhs and above, the supply orders should be pre checked by Finance.

Supply orders placed against DGS&D Rate and Running Contract and on other Railways/Railways Production Units need not be sent for precheck. (RB's Lr. No. 2001/F(S)1/PW7/2 dt.12.10.2001). However, all Purchase Orders which do not require vetting i.e. upto Rs.4 lakhs and those placed on DGS&D Rate / Running Contracts, Railways/Railways Production Units may also be got noted in the liability register for strict budgetary control.

4. The values indicated under various columns of respective items refer to value of contract unless otherwise specified except for Item No.35. 5. These powers are to be exercised by officers of Stores department and officers of the Civil engineering department in case of procurement of track fittings

only.

32

Annexure-C

Authority to accept Tender Committee Recommendation for sale tender and auctioning agreement for sale of Permanent Way and Engineering materials

and sale of Plants and Machinery and other items of scrap of the Stores Department

Value of Tender Members of the Tender Committee Accepting Authority

Stores User Department Accounts

Upto Rs.25 lakhs SS SS JS/SS JAG

Above Rs.25 lakhs

upto Rs.50 lakhs

JAG JAG SS SAG

Above Rs.50 lakhs to Rs.1

Crore

SAG SAG JAG PHOD/CHOD

Above Rs.1 Crore SAG SAG SAG PHOD/CHOD

SCHEDULE OF POWERS ON STORES MATTERS...Rs.1,00,000/- (Rs.2,00,000/- for safety items) duly vetted by...

Documents

Transcript of SCHEDULE OF POWERS ON STORES MATTERS...Rs.1,00,000/- (Rs.2,00,000/- for safety items) duly vetted by...