STORES MATTERS - North Central Railway zone...7/2 Dt. 5.9.03 No. F(X)II-2004/PW/7 dt. 14.09.2004 Board,s letter No. 2007/F(S)I/PW7/1 dt. 07-12-2007. Board's letter no. 2007/RS (G)/779/1

219 NCR/SOP/August/2012 Stores Matters

STORES MATTERS PART – I PURCHASE Headquarters Officers Divl. Officers Depot Officer S.No Particulars Authority

COS CMM Dy.CMM SMM AMM Sr.DMM/DMM SMM/Depot AMM/Depot

Full Powers Rs.2 Crore Rs. 30 Lakhs

Rs.5 Lakhs

Rs. 2 Lakhs

Upto their Normal Purchase Powers as mentioned in para no. 5 of SOP Part-IV Field Matters

1 Approval of quantity for purchase before initiating purchase action for both stock and non-stock items.

Board’s letter no. 76/RS(G)/779/36 dated 2.2.88 & 76(RS(G)/779/36 Pt.I dated 19.11.97(Ref.Under which SOP issued: GM/G’s L.No. 98-G/O/Pt.V & 84-S/SOP/Pt.XV/Stores matters/SI dtd.2.7.98 No. 97/RS/G/779/22 dt.27.03.02 Board,s letter No. 2007/F(S)I/PW7/1 dt. 07-12-2007. Board's letter no. 2007/RS(G)/779/1 dt. 04-04-2008 Board's letter no. 2007/RS(G)/779/1 dt. 28-07-2008 Board’s letter no.2007/RS(G)/779/1 dated 03/09/2008 & dated 16/10/2008.2007/RS(G)779/1 dtd.16.02.2009

Note: 1. AAC for items with purchase value between Rs. 30 lakhs to Rs 2 Crores to be approved by CMM and those beyond Rs. 2 Crores by COS. Depot should submit estimate sheets for stock items of ‘A’ category duly vetted by Associate finance. For ‘B’ Category items, where the projected EAC by depots exceeds by more than 10% of the average of last three years consumption, estimate sheet will go to depot as usual and will require associate finance’s vetting. When the projected EAC is equal to / less than / or exceeds by less than 10% of the average of last three years consumptions it will not require associate finance vetting. EAC of such B category items will be approved by CMM/HQ. No vetting by associated finance is required for C category items. All Indentors should submit non-stock demands vetted by Associate Accounts, if required as per Note no.5 mentioned below. Note: 2. Above powers are same for approval of quantities before placement of indent on centralized procurement agency or floating of tenders for direct purchase. Note: 3. Vetting of indents to be placed on Centralized procurement agency by COS office: 3.1 Above Rs. 8 lakhs for safety items as defined in Board's letter no. 99/RS(IC)/165/SRC dated 19/04/2000 subject to 10% test check by accounts. 3.2 Above Rs. 4 lakhs for items other than safety items. Note: 4 Vetting of Purchase Orders: 4.1 Above Rs. 8 lakhs for safety items as defined in Board's letter no. 99/RS(IC)/165/SRC dated 19/04/2000 subject to 10% test check by accounts. 4.2 Above Rs. 4 lakhs for items other than safety items. Note:5: Vetting of non-stock demands/requisitions:

1.1 For Safety Items- above Rs.2 lakhs, (Safety items as defined in Board’s letter no. 99/RS(IC)/165/SRC dated 19/04/2000) subject to 10% test check by accounts.

1.2 For items other than safety items- above Rs. 1 lakh. 1.3 All non – stock purchase at depot /divisional level will require essentiality of purchase as follows:

For safety items- Essentiality certification for requisitions valuing up to Rs. 2 lakhs by field level officers at JAG/SG level and for requisitions exceeding Rs. 2 lakhs by field officers at SAG level i.e. CWM/ADRM/DRM etc. For items other than safety items- Essentiality certification for requisitions valuing up to 1 lakh by field level officers at JAG/SG level and for requisitions exceeding 1 lakh by field officer at SAG level i.e. CWM/ADRM/DRM

All Non – Stock purchase at headquarter will be require consolidation & essentiality of purchase to be certified by at least SAG level officer of consuming department in headquarter.


Headquarters Officers Divl. Officers Depot Officer

S.No Particulars Authority COS CMM Dy.CM

M SMM AMM Sr.DMM/ DMM SMM/Depot AMM/

Depot Rs. 15 Crores

Rs. 2 Crores

Rs. 30 lakhs

Rs. 5 Lakhs

Rs. 2 Lakhs NIL NIL NIL 2 Purchase through

Advertised tenders Direct purchase of stores peculiar to railways including stationery and printing items. (Non-DGS&D/ Non Rly Bd’s items)

Board’s letter no. 85/F(S)/1/PW-7/1 dated 27.5.87 and 83/G/(S)/1PW/71 dated 15.2.89 and 88/RS/(G)/777/1 dated 16.8.88 and 85/F/(S)/1/PW-1/1/1 dated 1.12.93 and F(X)/11/91/PW1/3 dated 13.12.91 and 85/F(S)/1PW-7/1 dated 19.11.97 & CS-18, BD’s L/No 2001/F(S)1/PW7/2 dated 12.10.2001 and dt. 20.12.2001 No. 2001/F(S)-1/PW 7/2 Dt. 5.9.03 No. F(X)II-2004/PW/7 dt. 14.09.2004 Board,s letter No. 2007/F(S)I/PW7/1 dt. 07-12-2007. Board's letter no. 2007/RS (G)/779/1 dt. 04-04-2008

Note: 1. The competence to exercise above powers will be decided by including ED & ST and all statutory

levies; however the quantum of option clause will continue to be excluded from the value of tenders. 2. The total value of a tender will be the criteria to decide the competent authority for acceptance

where purchase proposals are put up in parts. Tenders above Rs. 10 lakhs to be put up to competent authority for acceptance by appropriate tender committee.

Note 3. Constitution of Tender Committee will be as under. S.No Value of Limit Acceptance by Tender Committee

Stores Consumer Deptt. Finance 1. Above Rs. 10 Lakhs & upto Rs. 30 Lakhs JAG Sr. Scale Sr. Scale Jr. Scale

2. Above Rs. 30 Lakhs & upto Rs. 1 Crore SAG JAG JAG Sr. Scale

3. Above Rs. 1 Crore & upto Rs. 2 Crore SAG JAG JAG JAG


S.No Particulars Authority Headquarters Officers Divl. Officers Depot Officer

S.No Value of Limit Acceptance by Tender Committee

Stores Consumer Deptt. Finance

4. Above Rs. 2 Crore & upto Rs. 15 Crore PHOD/CHOD SAG SAG SAG

5. Above Rs.15 Crore & upto Rs. 25 crores AGM PHOD/CHOD PHOD/CHOD SAG

6. Above Rs. 25 Crores & upto Rs. 50 Crores GM (upto his powers of purchase

cases and beyond Rs. 50 crores sent to Board)

PHOD/CHOD PHOD/CHOD PHOD/CHOD

3.1 However for imported stores powers of zonal railways are restricted to Rs. 50 crores CIF {Board’s Letter No. 2002/F(FEX)1/1 dt. 19-12-2007} 3.2 For imported stores procurement can be initiated only after Finance concurrence and GM’s approval. All purchase proposals involving or not involving foreign exchange

valued over Rs. 50 Crores are to be submitted to Railway Board, duly approved by GM, for obtaining approval of the competent authority. (Board’s Letter No. 2007/F(S)I/PW7/1 dt. 07-12-2007) in case of establishment, which does not have AGM, acceptance by GM will cover Rs. 15 crores to Rs. 50 crores.

3.3 The structure & composition of Tender Committee 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 GM.

3.4 Deleted as the same is mentioned in SOP para 1 3.5 Store member of the Tender Committee will put up the proceedings direct to Accepting Authority.

3.6

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.



S.No Particulars Authority COS CMM Dy.CMM SMM AMM Sr.DMM/

DMM SMM/ Depot

AMM/ Depot

Rs. 10 Lakhs Rs. 10 Lakhs

Rs. 10 lakhs

Rs. 5 lakhs

Rs. 2 lakhs

Please refer para no. 5 of SOP Part-IV Field Matters

3(a)

Issue of Limited tenders / BT in normal circumstances


Rs. 10 lakhs

Rs. 5 lakhs

Rs. 2 lakhs

Please refer para no. 5 of SOP Part-IV Field Matters

3 (b)

Direct acceptance of Tenders

Board’s letter no. 85/F(S)/1/PW-7/1 dated 27.05.87 & 83/F/S/1/PW/1 dated 15.02.89 and 83/F(S)/1/PW-7/1 dated 19.12.93 and 2001/F(S)-1/PW-7/2 dated 5.9.03 No. 200 Board,s letter No. 2007/F(S)I/PW7/1 dt. 07-12-2007. Board's letter no. 2007/RS(G)/779/1 dt. 04-04-2008

Note: (1) For purchases valued above Rs. 10 lakhs calling of limited tender require prior finance concurrence and

AGM’s approval subject to the conditions laid down in para 331-S being satisfied. After the mode of tender has been approved by the competent authority, powers as per item (2) will be applicable

2) All POs, which do not require finance vetting may also be got noted in the liability register for strict budgetary control.

3) Post audit of transactions below Rs. 10 lakhs should be conducted thoroughly and cases of serious irregularities if any, should be reviewed at the level of COS & FA&CAO for necessary remedial action.

4) Attention is also invited to the Board’s existing instructions according to which , if only a single quotation is received against the Limited Tender, the tenders should normally be re invited except in case of urgency where also the urgency has to be certified by an officer not less than a JAG officer, for all purchases up to Rs.50000/- , and by SAG officer for purchase above Rs. 50,000/- & prices are found to be reasonable.

In case of Non stock items, the urgency is to be certified by the respective JAG/SAG indenting officer. 5) These powers are to be exercised only in case of urgency subject to tender enquiries having been issued to

the last and likely suppliers and prices obtained being reasonable. Full reasons should be recorded by the purchase officer justifying the course of action.

6) Normal powers of purchase will be available when a single quotation is received against a re-tender. 7) To invite all types of global tenders: COS-Full powers up to his power of acceptance with FA&CAO's

Concurrence. These powers have been delegated personally to COS and FA&CAO. These powers are not to be delegated down below.

8) Acceptance of all types of global tenders & release of FE and payment through letter of credit/TT: COS/CMM- up to their power of acceptance for indigenous tenders.



S.No Particulars Authority COS CMM Dy.CMM SMM AMM Sr.DMM/DMM SMM/ Depot

AMM/ Depot

Rs.2 Crore Rs.1 Crore Rs. 30 Lakhs NIL NIL NIL Nil

NIL

Rs.2 Crore Rs.1 Crore Rs. 30 Lakhs NIL NIL NIL NIL NIL

4.a To approve invitation of limited tenders in emergencies (at the discretion of COS/CMM)

4.b To approve invitation of limited tender for which approved list is issued only by centralized agency/RDSO/PU/CORE

Board’s letter no. 83/F(S)/1/PW-7/1 dated 09.07.84 & 17.12.93 and 2001/F(S)-1/PW-7/2 dated 05.09.03 Board,s letter No. 2007/F(S)I/PW7/1 dt. 07-12-2007. Board's letter no. 2007/RS(G)/779/1 dt. 04-04-2008 Board's letter no. 2007/RS(G)/779/1 dt. 28-07-2008

Note: 1. No finance concurrence is required. 2. Cases beyond Rs. 10 Lakhs to be examined by a tender committee. 3. AGM's power is upto Rs. 5 crores



S.No Particulars Authority COS CMM Dy.CMM SMM AMM Sr.DMM/DMM

SMM/ Depot

AMM/ Depot

Rs.2 Crore Rs.1 Crore

Rs. 30 Lakhs NIL NIL NIL NIL NIL

5. To approve invitation of limited tender for safety items.

Board’s letter no. 83/F(S)/1/PW-7/1 dated 14.9.87, 19.12.93, 02.03.94 & para 328-S and Board’s L/No. 83/F(S)1/PW-7/1 Dt.02/03/94 Para 328 of Stores Code Bd’s L/No. 2001/F(S)-!/PW 7/2 dt. 20.12.2001 Board,s letter No. 2007/F(S)I/PW7/1 dt. 07-12-2007. Board's letter no. 2007/RS(G)/779/1 dt. 04-04-2008 Board's letter no. 2007/RS(G)/779/1 dt. 28-07-2008

Note: 1. No finance concurrence is required. 2. Beyond Rs. 2 crores the powers are as follows: AGM upto Rs. 5 Crores. 3. Cases beyond Rs. 10 Lakhs to be examined by a tender committee.

Full Powers Full Powers

Rs. 50,000/- NIL NIL NIL NIL NIL

6.

Powers for classifying requirements as very urgent for dispensing with calling of fresh tenders in cases where a single offer has been received against limited tenders.

Board’s letter no. 76/F(S)/1/PW-4/1 dated 05.10.76 and 83/F(S)/1P/7/1 dated 17.12.93 & 02.03.94 and Bd’s L/No 2001/F(S)/1/PW7/2 dt. 20.12.2001

Note: Refer to para 4 to 6 of note under Sr. No.3(b)



S.No Particulars Authority COS CMM Dy.CMM SMM AMM Sr.DMM/DMM

SMM/ Depot

AMM/ Depot

7. Purchase through single tender

Rs. 15 Crores Rs. 2 Crores

Rs. 30 Lakhs

Rs. 5 Lakhs

Rs. 2 Lakh

Upto their Normal Purchase Powers as mentioned in para no. 5 of SOP Part IV Field Matters

7.1 Invitation of Single tender for proprietary items where it has been possible to certify that a similar article, which could be used in lieu is not manufactured / sold by any other firm. ( PAC 'c' certified)

Board’s letter no. 83/F(S)/1/PW-7/1 dated 27.05.87 & Board’s letter no.88/R/PG(G)/779/28 dated 25.03.92 & 83/F(S)/1/PW-7/1 dated 02.03.94 and CS No. 18 and No. 88/RS(G)/770/28 dt. 25.03.92 RB’s L/No 83/F(S)/1/PW-7/1 dt. 02.03.94 Bd’s L/No 2001/F(S)/1/PW-7/2 dt. 20.12.2001 Board,s letter No. 2007/F(S)I/PW7/1 dt. 07-12-2007. Board's letter no. 2007/RS(G)/779/1 dt. 04-04-2008 Board's letter no. 2007/RS(G)/779/1 dt. 28-07-2008

Note: Authority competent to sign Proprietary articles certificate is as under 1. Indenting Officer upto Rs. 25000/- 2. Dy. HOD/JAG/SG officer of consuming department upto Rs. 75,000/- 3. HOD/SAG officer of consuming deptt. Upto Rs. 3 Lakh 4. PHOD/CHOD of consuming deptt above Rs. 3 Lakh.

7.2

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

Board’s letter no. 83/F(S)/1/PW-7/1 dated 09.07.84, 17.12.93 & 02.03.94 . Board's letter no. 2007/RS(G)/779/1 dt. 28-07-2008


Rs. 2 Lakhs

Rs. 1 Lakhs

Rs. 50,000/-

NIL NIL NIL


Headquarters Officers

Divl. Officers Depot Officer S.No Particulars Authority

COS CMM Dy.CMM SMM AMM Sr.DMM/DMM SMM/Depot AMM/ Depot

Rs. 3 Lakh

Rs. 3 Lakh NIL NIL NIL NIL NIL NIL

7.3 Invitation of Single Tender for non-proprietary articles without finance concurrence in normal circumstances.

Board’s Letter No.83/F(S)1/PW-7/1 dated 09.07.84, 17.12.93 & 02.03.94 & RB’s L/No. 83/F(S)/1/PW-7/1 dt. 02.03.94 and Bd’s L/No 2001/F(S)/1/PW7/2 dt. 20.12.2001, Bd’s L/No. 2001/F(S)-1/PW-7/2 dt. 5.9.2003 Board's letter no. 2007/RS(G)/779/1 dt. 04-04-2008

Note: In case beyond Rs. 5000/- & upto Rs. 10,000/- the power to decide in adopting single tender system should be exercised at a level not lower than a JAG stores officers, Invitation of single tender & purchase will require personal approval of COS/CMM, No finance concurrence is required.

Rs. 5 lakhs

Rs. 5 lakhs NIL NIL NIL NIL NIL NIL

7.4

Invitation of Single Tender for non-proprietary articles without finance concurrence in emergencies effecting maintenance, outturn, operation etc.

Board’s Letter No.83/F(S)1/PW-7/1 dated 09.07.84, 17.12.93 & 02.03.94 & RB’s L/No. 83/F(S)/1/PW-7/1 dt. 02.03.94 and Bd’s L/No 2001/F(S)/1/PW7/2 dt. 20.12.2001, Bd’s L/No. 2001/F(S)-1/PW-7/2 dt. 5.9.2003 Board's letter no. 2007/RS(G)/779/1 dt. 04-04-2008

Note: DRM’s powers are Rs. 7500/ item. No finance concurrence is required. Proposal for invitation of single tender & purchase will require personal approval of COS/CMM.

7.5 Invitation of Single tender-Developmental Items

Board’s Letter No.83/F(S)1/PW-7/1 dated 09.07.84, 17.12.93 & 02.03.94 & RB’s L/No. 83/F(S)/1/PW-7/1 dt. 02.03.94 Board's letter no. 2007/RS(G)/779/1 dt. 28-07-2008


Rs. 2 Lakhs

NIL NIL NIL NIL NIL



Divl.

Officers Depot Officer S.No Particulars Authority

COS CMM Dy.CMM SMM AMM Sr.DMM/

DMM SMM/Depot AMM/ Depot

Rs. 3 Crores Rs. 2 Crores NIL NIL NIL NIL NIL NIL 7.6 Purchase of oils and lubricants marketed by Public Sector Undertakings in Single tender basis.

Board’s letter no. 86/RS(G)/779/46 dated 7.4.88 & 8.8.88 Board's letter no. 2007/RS(G)/779/1 dt. 28-07-2008

Note: 1. In each case with finance concurrence and to make 100% advance payment to the firms without going into the formalities of tender committee's examination. 2. Limited Tender to be called in place of Single Tender in case prices are not government administered.

Board’s letter no. 87/RS(G)/753/2 dated 30.12.87 & 15.10.92 & Bd’s L/No. 87/RS(G)/753/2 dt. 30.12.87 & 15.10.92 & 87/RS(G)/753/2 dt. 14.12.01 Board's letter no. 87/RS(G)/753/2 dt. 01-09-2006 Board's Letter no. 87/RS (G)/753/2 dt. 30-11-2007 Board's letter no. 2007/RS(G)/779/1 dt. 04-04-2008 & 87/RS(G)/753/2 dtd. 15.04.2011

Rs. 3 Crores

Rs. 2 Crores

NIL NIL NIL NIL NIL NIL 7.7 To accept Single Tender purchase from Stock Yards/buffer imports of M/s. SAIL, TISCO, IISCO, RINL in respect of Steel items and to make 100% payment in advance to them.

Note: 1. These powers including 100% advance payment require no tender committee or finance concurrence. 2. Quotation/price list from all the local stock yards should be obtained. 3. At the lowest possible reasonable price subject to availability of items. 4. Reasons for ignoring most economical stock yard price on account of non-availability on the days of

purchase to be recorded in writing by COS/CMM. These powers are temporary and being extended by Rly. Board from time to time. Presently Board has extended the validity of the powers till 31.03.2013

7.8

Purchase of Non ferrous metals viz. Tin, Antimony, copper and lead from MMTC and other PSUs (canalizing agency) on single tender basis.

Board’s letter no. 75/RS(G)/769/1 dated 22.07.75 & dated 12.01.75 and No. 76(G)/753/2 dated 14.07.82 & Bd’s L/No 89/RS(G)/753/1 Dt. 13.10.89 Bd’s L/No 2001/F(S)1/PW-7/2 dt. 20.12.2001

Rs. 3 Crores Rs. 40 Lakhs Rs. 10 Lakhs

Rs. 2 Lakhs

NIL NIL NIL NIL



Divl. Officers Depot Officer

S.No Particulars Authority COS CMM Dy.CMM SMM AMM Sr.DMM/

DMM SMM/Depot AMM/ Depot

Direct procurement of stores by COS for which DGS&D has entered into rate/running contract, if stores are required urgently or can be more conveniently obtained locally or from nearer station.

Board’s letter no. 81 AF/(S)1/PW-7/1 dated 28.04.81 & Bd’s L/No 2001/F(S)1/PW-7/2 dt. 20.12.2001 Board's letter no. 2007/RS (G)/779/1 dt. 04-04-2008

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 8.

Note These powers can be exercised if it can be established that supplies can not be obtained within delivery period against Rate Contract. The COS may at his discretion make direct purchase, if stores are urgently required or can be more conveniently obtained locally or from nearer station. (Store code para 707 & 802(i))



S.No Particulars Authority COS CMM Dy.CMM SMM AMM Sr.DM

M DMM ADMM Dy.

CMM SMM AMM

9. Placement of supply order against DGS&D rate/running contract.

Board’s L/No 83/S/(G)/164/1/DA/III dated 10.06.93, 19.08.93 & Bd’s L/No 97/RS(G)/779/13 dated 28.08.97 & Bd’s L/No 2001/F(S)/1/PW7/2 dt. 20.12.2001 & 28.12.2001, Bd’s L/No. 2001/F(S)-1/PW-7/2 dt. 5.9.2003&dt. 07.07.04 Board,s letter No. 2007/F(S)I/PW7/1 dt. 07-12-2007. Board's letter no. 2007/RS(G)/779/1 dt. 04-04-2008

Full Powers Upto Rs. 2 Crores

Rs. 30 Lakhs

Rs. 5 Lakhs

NIL Rs. 3 Lakh per case

Rs. 1.5

lakhs per case

Rs.1 lakh per case

Rs. 3 Lakh per

case

Rs. 1.5

lakhs per case

Rs.1 lakh per case

Note only for Powers of Divisional stores and depot Stores Officers for placement of supply orders against DGS&D rate contracts.

Note: 1. DMM/SMM (Depot) independent Incharge: Same as that of Sr. DMM/Dy. CMM (Depot). 2. Assistant DMM/AMM (Depot) Independent Incharge: Same as that of DMM/SMM (Depot) other than Independent Incharge. 3. Above powers to be exercised with in annual ceiling limits which may be decided by COS in consultation with Associate Finance. 4. These powers to be exercised with in available budgetary limits and each demand allocation and primary unit.



Divl. Officers Depot Officer S.No Particulars Authority COS CMM Dy.CMM SMM AMM Sr.DMM/

DMM SMM/ Depot

AMM/Depot

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

Bd’s L/No 2001/F(S)/1/PW7/2 dt.12.10.01 & dt. 20.12.01

Full Powers Full Powers Full Powers NIL NIL NIL NIL NIL

Note: 1. In case of non-stock items certificate regarding availability of funds to be obtained from indenting officer. All indents

will require vetting and signatures of Dy.CAO/S&W. 2. Express indents for stores placed on DGS&D/Railway Board to be accompanied

by the urgency certificate signed by CMM/COS. Headquarters Officers Divl. Officers Depot Officer

S.No Particulars Authority COS CMM Dy.CMM SMM AMM Sr. DMM

DMM ADMM Dy. CMM SMM AMM

Full powers Full powers

Full Powers

Upto Rs. 30 Lakhs

Full powers

up to Rs. 5

Lakhs


11. Signing of purchase orders/ contracts.

Board’s Letter No. 2007/F(S)I/PW7/1 dt. 07-12-2007 Board's letter no. 2007/RS(G)/779/1 dt. 04-04-2008

12 Local purchase of items of small value both stock and non-stock.

Para 711(S) as amended vide ACS 191/S & Board’s letter no. 79(S)1/PW-7/4 dated 05.12.80 and letter no. 957(S)POL/PW-7/1 dated 05.03.97 ACS No. 191-S to Para 711-S & Bd’s L/No 2001/F(S)1/PW-7/2 Dt. 05.09.03 Board's letter no. 2007/RS(G)/779/1 dt. 04-04-2008

Rs. 1 lakh per case

Rs. 1 lakh per case

Rs. 1 lakh per case

Rs. 1 lakh per case

Rs. 1 lakh per case

Rs. 1 lakh per case

Rs. 1 lakh per case

Rs. 1 lakh per case

Rs. 1 lakh per case

Rs. 1 lakh per case

Rs. 1 lakh per case


Note: 1. (a) For items costing upto Rs. 10000/- single quotation may be obtained but quotation from more than one firm are necessary for item costing above Rs. 10000/-

(b) In case of Proprietary items normal power will apply. 2. SMM & AMM in the depot not having independent charges shall exercise this power upto Rs.50000/-- and Rs.30000/-- per item respectively. 3. This power shall also be applicable when offers are invited through Bulletin/Limited tenders for making local purchase. 4. Stock items will be purchased in proven emergency. 5. (i) The purchase will be subject to an aggregate monthly ceiling of Rs.10 lakhs (stock & non-stock) for depot/Divl. Stores Officer excluding Dy. CMM (CWE&G)/JHS. It will

include purchases made by placing order against DGS&D rate contracts. (ii) The purchase will be subject to an aggregate monthly ceiling limit of Rs. 20 lakhs for non-stock & no ceiling Limit for stock item for Dy. CMM (CWE&G)/JHS. It will include

purchases made by placing order against DGS&D rate contracts. (iii) The aggregate monthly ceiling limit (stock & non-stock) for purchases for construction organisation by each of the three Divisional Stores officers would be Rs. 5 lakhs/month,

in addition to the aggregate monthly ceiling limit of Rs. 25 lakhs/month for ALD, JHS & Rs. 20 lakhs/per month AGC Division. It will include purchases made by placing order against DGS&D rate contracts. The consignee/Paying Authority for the orders relating to construction would be Executive/Accounts of construction.

6. Computers parts / peripherals should be procured, as per item no. 6(d) of SOP on IT matters. All other T&P items should be procured after obtaining finance concurrence, wherever required and sanction of competent authority as per relevant Para of concerned SOP or orders prevalent.

7. Local purchase of non-stock items should be supported by an Essentiality Certificate issued by a JAG officer for indent value upto Rs. 10000/- and by a SAG officer for indent valuing above Rs. 10000/- & upto Rs. 50000/- subject to following exception:-

“Sr. DEE/Sr. DME for loco sheds and Dy. CE in-charge for TMC/L/JHS, CPOH/ALD, Br. line & CSP/ALD can sign Essentiality Certificate upto Rs. 50000/-.”



S.No Particulars Authority COS CMM Dy.CMM SMM AMM Sr.

DMM DMM ADMM Dy. CMM SMM AMM

13. Local purchase of stock & Non-stock items of stores other than Rate/Running contract items entered into by DGS&D upto Rs. 10000/- per item but not exceeding Rs. 1,00000/- in aggregate per month separately for stock and non-stock items.

Para 701 & 711/A of Stores Code Board’s letter no. 79/F(S)/PW/7/4 dated 20.12.80 No. 99/RS (G)/779/22 Pt. IV dt. 22.12.2004

1. DRMs only full powers. ADRMs full powers subject to overall limit of DRM not being exceeded. Selection grade/JAG officers in the Division upto Rs. 3000/- per item but not exceeding Rs. 22500/- in aggregate per month subject to overall limit of DRM not being exceeded. Sr. Scale officers in Division upto Rs. 2000/- per item but not exceeding Rs. 15000/- in the aggregate subject to overall limit of DRM not being exceeded. Jr. Scale/Asstt. Officers in divisions upto Rs. 1000/- per item but not exceeding Rs. 6000/- in aggregate per month subject to overall limit of DRM not being exceeded.

2. CCM – Full powers for PRS cases only. CCM/CR, full powers subject to overall limit of CCM not being

exceeded. Selection grade/JAG officer in PRS upto Rs. 3000/- per item but not exceeding Rs. 26500/- in aggregate per month subject to overall limit of CCM not being exceeded.

3. CWM holding independent charge of Workshop upto Rs.2500/- per item but not exceeding Rs. 25,000/- in

aggregate per month. JA grade officers holding independent charge of workshops upto Rs. 2500/- per item but not exceeding the limit of Rs. 25000/- in aggregate per month. Sr. Scale officers in the workshop upto Rs. 500/- per item but not exceeding Rs. 5000/- in aggregate per month provided over all limit of CWM/JAG officer I/C of workshops not being exceeded. Jr. Scale/Asstt. Officer in workshops upto Rs. 300/- per item but not exceeding Rs. 3000/- in aggregate per month provided overall limit of CWM/JAG officers I/C of workshop not being exceeded.

4. Works Managers, Workshop Asstt. Elec. Engg. Holding I/C of workshop and XENs , DSTEs, DMEs, DEEs who

do not work directly under the control of DRMs upto Rs. 1000/- per item but not exceeding Rs. 10,000/- in the aggregate per month.

Note: 1. These powers should be exercised for purchase of stores and equipment connected with operational and maintenance purposes only.

2. Purchase of stock items will be made in case of emergency and subject to prior concurrence of finance Register showing details of such purchases should be maintained and copies of all sanctions be forwarded to the concerned Accounts Officer who will keep a watch over the ceiling limit.

3. AENs incharge of sub-divisions at stations where Associate finance is not available can exercise these powers without prior finance concurrence




COS CMM Dy.CMM SMM AMM Sr.DMM/DMM SMM/Depot AMM /Depot

14. To accept tenders with price variation clause. 14.1 Price variation due

to variation in prices of steel based on wholesale price index

NRLy. PO No. 1670 dated 15.5.92 & Board’s letter no. 87/RS/G/779/9 dated 17.11.92 & Bd’s L/No. Bd’s L/No. 70/RS(G)/779/46 dt. 13/3/81 and dt. 11.01.82 Bd’s L/No. 2001/F(S)1/PW7/2 dt. 12.10.2001 Board,s letter No. 2007/F(S)I/PW7/1 dt. 07-12-2007.

Rs. 15 Crores

Rs. 2 Crores

Rs. 30 Lakhs

Rs. 5 Lakhs

NIL NIL NIL NIL

14.2 Price variation due to variation in the MMTC price of non-ferrous metals and prices of other inputs if such prices are published by a recognized body like IEEMA

Bd’s L/No 70/RS(G)/779/46 dated 13.3.81 and CS-18 & Bd’s L/No. 2001/F(S)1/PW7/2 dt. 12.10.2001 Board,s letter No. 2007/F(S)I/PW7/1 dt. 07-12-2007.

Rs. 15 Crores

Rs. 2 Crores

Rs. 30 Lakhs

Rs. 5 Lakhs

NIL NIL NIL NIL

14.3

Variation in exchange rate for imported raw material/finished product.

Bd’s letter no. 70/RS(G)/779/46 dt. 13.3.81 & CS-18 & Bd’s L/No 2001/F(S)1/PW&/2 Dt.12.10. 01&2007/F(S)/PW7/1dated 7/12/2007

Rs. 3 Crores Rs. 40 Lakhs


14.4

Statutory variation in custom duty on imported raw material/finished product.

Bd’s L/No. 55/645/4/RE(G) dt. 28.03.57 & 2001/F/(S)1/PW7/2 dt. 12.10.01



Note: 1) Abnormal condition should not be accepted as a matter of course, instead attempts should be made to get such conditions withdrawn by the tenderer. 2) Prior financial concurrence is not necessary for accepting tenders with conditions covering statutory variation in price but in respect of other variations Associate Finance and Law

Officer should always be consulted. 3) The base price, the Factors to affect them and the methodology to arrive at price variation claims should always be settled in advance.



Divl. Officers Depot Officer S.No S. No

Particulars

Authority COS CMM Dy.CMM SMM AMM Sr.DMM/DMM SMM/Depot AMM/

Depot

15. Acceptance of Force Majeure Clause

15.1 Railway’s / DGS&D standard Force Majeure Clause

Board’s letter no. 75/RS(G)148/1 dated 27.09.77 & 03.07.78 & CS 18 & Bd’s L/No. 75/RS(G)148/1 dt. 27.9.77 & 3.7.78 and Bd’s L/No 2001/F(S)1/PW7/2 dt. 12.10.01 & 20.12.01 Board,s letter No. 2007/F(S)I/PW7/1 dt. 07-12-2007.

Rs. 15 Crores

Rs. 2 Crores

Rs. 30 Lakhs

Rs. 5 Lakhs

NIL NIL NIL NIL

Rs. 15 Crores

Rs. 2 Crores

Rs. 30 Lakhs

NIL NIL NIL NIL NIL 15.2 Non-Standard Force Majeure Clause

Board’s letter no. 75/RS(G)148/1 dated 27.09.77 & 03.07.78 & CS 18 & Bd’s L/No. 75/RS(G)148/1 dt. 27.9.77 & 3.7.78 and Bd’s L/No 2001/F(S)1/PW7/2 dt. 12.10.01 & 20.12.01 Board,s letter No. 2007/F(S)I/PW7/1 dt. 07-12-2007.

: Note: 1. Force Majeure may not be accepted normally for orders value below Rs. 5 Lakhs 2. 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.




S.No Particulars Authority COS

CMM Dy.CMM SMM AMM Sr.DMM/

DMM SMM/ Depot

AMM/ Depot

Rs. 15 Crores

Rs. 2 Crores

Rs. 30 Lakhs

Rs. 5 Lakhs

Rs. 2 Lakh


16 a) Waiver of Earnest Money in case of other than Advertised tenders for purchase of stores from firm’s other than Govt. deptt , firms registered with NC Rly., Manufacturers and their accredited agents and NSIC units.

Board’s L/No. 57/156/1/RS/(G) dated 12.04.61 and 86/RS/(S)/709/14 dated 05.12.86 and 86/RS/(G)/155/1 dated 11.9.87 and Jt. Stores and A/c PO 69 dated 15.01.89 and CS 18 & Bd’s L/No 2001/F(S)1/PW-7/2 dt.12.10.01 Board,s letter No. 2007/F(S)I/PW7/1 dt. 07-12-2007. Board's letter no. 2004/RS (G)/779/11 dt. 24-07-2007 Board's letter no. 2007/RS(G)/779/1 dt. 04-04-2008

Note: 1. In Non - TC cases, waiver of EMD shall be done without finance concurrence while in TC cases no seperate finance concurrence is needed.

Waival of EMD in case of Advertised Tenders The Earnest Money (EMD) shall be taken from all tenderers against advertised tenders subject to following exemptions: (a) Venders registered with NSIC upto the monetary limit of their registration for theitems 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 Railways etc. for those specific items for which they are on approved list. (d) Manufacturers and their accredited agents. (e) Other Railways, Govt. Departments.


Headquarters Officers Divl. Officers Depot Officer S.No

S.No Particulars Authority COS CMM Dy.CMM SMM AMM

Sr.DMM/DMM SMM/Depot AMM/ Depot

Rs. 15 Crores

Rs. 2 Crores

Rs. 30 Lakhs

NIL NIL NIL NIL NIL 16 b) Waiver of security deposit in case of other than Advertised tenders for purchase of stores from firms other than Govt. Deptt. SSI units registered with NSIC as per DGS&D order No. 119 dated 16.8.75 and firms registered with NC Rly for tendered item.

Board’s L/No. 57/156/1/RS/(G) dated 12.04.61 and 86/RS/(S)/709/14 dated 05.12.86 and 86/RS/(G)/155/1 dated 11.9.87 and Jt. Stores and A/c PO 69 dated 15.01.89 and CS 18 & Bd’s L/No 2001/F(S)1/PW-7/2 dt.12.10.01 & L/No 78/RS(G)/155/1 dt. 15.09.80 Board,s letter No. 2007/F(S)I/PW7/1 dt. 07-12-2007. Board's letter no. 2004/RS (G)/779/11 dt. 24-07-2007

Note: 1. In case of Global tender Earnest Money/Security Deposit must be insisted upon from all firms. Powers should

be exercised where considered justified in the public interest. 2. Above powers are applicable for TC cases, while, for Non TC cases, Waiver of S.D for purchase value upto Rs.

5 Lakh with the personal approval of COS and upto Rs. 2 Lakh with the approval of CMM will not require finance concurrence. In T.C. cases no separate Finance concurrence is needed.

Those firms approved by RDSO, DLW, CLW, ICF & CORE for the supply of items but not registered with Zonal Railways be exempted from earnest money and security deposit for those specific items (Rly Bd’s L/No. 88/RS(G)/779/36 dated 03.06.96)

Waival of SD in case of Advertised Tenders : (i) Safety items : The security deposit (SD)/Performance Guarantee shall be taken from all items for contracts for all safety items placed against

advertised tenders and global tenders subject to following exemptions: (a) Venders registered with NSIC up to the monetary limit of their registration for the items ordered. (ii) Other than Safety items: The security deposit (SD) shall be taken from all firms for contracts for items other than safety items placed against

advertised tenders and Global Tenders subject to following exemptions: (a) Venders registered with NSIC up to the monetary limit of their registration for the items ordered. (b) Venders registered with Railways upto the monetary limit of their registration for the items tendered/trade groups of the items ordered. (c) Venders on approved list of RDSO/PUs/CORE Railways etc. for those specific items for which they are on approved list or other Railways Govt.

Departments on their specific request and on merits of the case as considered by tender committee.


Headquarters Officers Divl. Officers Depot Officer S.

No Particulars Authority COS CMM Dy.CM

M SMM AMM Sr.DMM/DMM SMM/Depot AMM/ Depot

Rs. 10 lakhs in each case

Rs. 10lakhs in each case

Rs. 5 lakhs in each case

17. (a)

Acceptance of deviation from IRS conditions of contract without prior financial concurrence ( in direct acceptance cases)

** Note (i) In direct acceptance case – one level higher than normal powers of acceptance but not below the level of JA Grade. (ii) In TC case – normal power of acceptance of tender.

Rs. 15 crores Rs. 2 crores

Rs. 30 lakhs

17. (b)

Acceptance of deviation from IRS conditions of contract without prior financial concurrence(in TC Cases)

Board’s L/No 70/F(S)/1PW-7/1 dated 17.07.71 and 84/RS(G)/779/25 dated 18.12.84 & 2001/F(S)1/PW7/2 dt. 05.09.03 Board's letter no. 2007/RS(G)/779/1 dt. 04-04-2008

** Normal power of acceptance of tender.

Rs. 15 Crores

Rs. 2 Crores

Rs. 30 Lakhs

Rs. 5 Lakhs

NIL NIL NIL NIL 18. 98% payment to well known firm of commercial standing against inspection and railway receipt.

Board’s Letter no. 67/RS(G)753/1 dated 10.05.68 and CS-18 & Bd’s L/No 84/RS(I)/163/1/RRC dt. 05.01.85, 2001/F(S)/1/PW7/2 dt. 20.12.01 Board,s letter No. 2007/F(S)I/PW7/1 dt. 07-12-2007.

Note: These powers will be exercised with finance concurrence. Where ,however, the purchase is through a Tender committee, no separate finance concurrence is required.



Divl. Officers Depot Officer S. No Particulars Authority

COS CMM Dy.CMM SMM AMM Sr.DMM/DMM SMM/Depot AMM/ Depot

Rs. 15 Crores

Rs. 2 Crores

Rs. 30 Lakhs

Rs. 5 Lakhs

Rs. 2 Lakh


19. 100 % Advance payment against inspection and railway receipt in case of despatch by Rail & receipted challan signed by gazetted officer in case of despatch by Road to PSUs

Board’s letter No. 77/RS(G)/779/29 dated 03.01.78, CS No. 18 Board,s letter No. 2007/F(S)I/PW7/1 dt. 07-12-2007. Board's letter no. 2007/RS (G)/779/1 dt. 04-04-2008

Note: These powers will be exercised with finance concurrence. Where, however, the purchase is through a Tender Committee, no separate finance concurrence is required.

NIL NIL NIL NIL NIL NIL NIL NIL 20. a

Advance payment with the order.

Board’s letter no. 64/RS/(G)/385/1 dated 07.09.79 and 84/RS/(G)/779/25 dated 18.12.84. 79/RS(G)/753/1 dt. 22.04.79, 87/RS(G)/779/21 dt. 13.01.88 2005/RS(G)/779/1 dt 02.11.2006 Note:-AGM has powers upto 30% of the value of contract subject to maximum of Rs. 3 lakhs

Rs. 10 Lakh

Rs.5 Lakh NIL NIL NIL NIL NIL NIL

20 b.1

100% advance payment against proforma invoice with finance concurrence ( in direct acceptance cases)

Note: Above powers can be exercised with finance concurrence only.

Rs. 15 crore Rs. 2 crore

Rs. 30 lakhs NIL NIL NIL NIL NIL

20. b.2

100% advance payment against proforma invoice (in TC Cases)

Bd’s L/No 64/RS(G)/385/1 dt. 7.9.79 & 84/RS(G) /779/25 dt. 18.12.82 Bd’s L/No2001/F(S) 1/PW7/2 dt. 20.12.01, Bd’s L/No: 2001/F(S)-1/PW-7/2 dt. 05.09.2002 Board's letter no. 2007/RS (G)/779/1 dt. 04-04-2008 Board's letter no. 2007/RS(G)/779/1 dt. 28-07-2008

Note: In TC cases COS upto his powers of acceptance.





M SMM AMM Sr.DMM/ DMM SMM/Depot AMM/Depot

Rs. 1 Lakh Rs. 1 Lakh

NIL NIL NIL NIL NIL NIL 21 A Acceptance of 100% Advance payment against BG for purchase of spares for machinery and plant items of proprietary nature

Bd’s L/No.87/RS/(G)/753/1 dated 29.02.68 and 09.05.97, NR’s Correction Slip No. 98-G/O/Pt.6 dt. 28.12.99

Note: 1) DRM is competent to accept 100% advance payment upto a limit of Rs. 10000/- in each case with finance concurrence.

2) It should be ensured that sufficient safeguards like Bank guarantee is provided so that the interest of the Govt. is protected in the event of failure of supplies, defective supplies and short receipts, etc.

3) Finance concurrence is required for above Rs. 1 Lakh .

Full powers to AGM only 21 B Standing/Blanket sanction upto

a period of 3 years for acceptance of non-standard conditions e.g. payment terms, liquidated damages, risk purchase clause, arbitration clause, etc. quoted by firms of repute.

Board’s letter no. 79/RS(G)/753/1 dated 8.4.81

Note: This power is to be exercised with the finance concurrence.

Rs. 3 Lacs Nil Nil Nil Nil NIL NIL NIL 22. In case of non-competitive telecom products of ITI for which ITI is sole supplier, approval of 25% Advance Payment along with the order and balance 75% payment on the basis of Proforma invoice against inspection and Dispatch or 100% payment on the basis of Performa invoice against proof of inspection and dispatch.

Board’s letter no. 86/RS(G)/753/2 dated 21.5.86 and CS 18 , Bd’s L/No. 2001/F(S)-1/PW-7/2 dt. 12.10.01 & 20.12.01

Note: These powers will be exercised with finance concurrence Where the purchase is through a Tender Committee, no separate finance concurrence is required.




COS CMM Dy.CMM SMM AMM Sr.DMM/DMM SMM/Depot AMM/

Depot Rs. 25 Lakhs Nil Nil Nil NIL NIL NIL NIL 23 100% Advance payment

alongwith the order for non-ferrous metals procured from MMTC or other PSU (canalizing agency)

Board’s L/No. 76/RS(G)/753/2 dated 3.8.84

Note: These powers will be exercised with finance concurrence. Where, however, the purchase is through a Tender Committee, no separate finance concurrence is required.

NIL NIL NIL NIL NIL NIL NIL NIL 24 50% Advance payment alongwith the order for supply of telecomm Equipments including cables to M/s Hindustan cables.

Board’s letter No. 76/RS/(G)/753/2 dated 18.06.88

Note: GM is competent to sanction 50% advance payment of value of the order. These powers are not delegated to lower authorities.

Full powers upto amended

value of contract within

Rs. 15 Crores

Full powers

upto amended value of contract

within Rs 2 Crores

Full powers

upto amended value

of contract within

30 Lakhs.

Full powers

upto amended value of contract

within Rs. 5

Lakhs

NIL NIL NIL NIL 25. To vary the quantity of any item in a Contract provided the value of the amended contract does not exceed the powers of the authority who approved the original contract and subject to conditions of 628/C/F-Vol. I and 441 S (plus +/minus - 30%)

628-F(Vol I) CS-18 Board,s letter No. 2007/F(S)I/PW7/1 dt. 07-12-2007.

Note: These powers can be exercised with finance concurrence.




M SMM AMM Sr.DMM/DMM SMM/Depot

AMM/Depot

Full powers for contracts entered

under him or GM’s powers

Rs. 2 Crore

Rs. 30 Lakhs

Rs. 5 Lakhs

Rs. 2 Lakh

Upto their Normal Purchase Powers as mentioned in para no. 5 of SOP Part-IV Field

Matters

26. Cancellation of contracts (where SD @ 10% has not been taken) at firm’s risk and cost as per clause 0702(b) of IRS conditions of contract.

Para 132-S (item 5) Bd’s L/No. 2001/F(S)1/PW7/2 dated 12.10.2001 & dt. 20.12.2001 Board,s letter No. 2007/F(S)I/PW7/1 dt. 07-12-2007. Board's letter no. 2001/RS (G)/779/14 dt. 21-09-07 Board's letter no. 2007/RS(G)/779/1 dt. 04-04-2008

Note: 1. These powers can be exercised without finance concurrence. 2. 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 venders Registered with NSIC up to the monetary limit of their registration for the items ordered). Whenever such contracts are rescinded, Security Deposit shall be forfeited.

3. In respect of orders for materials other than Safety Items whether 10% SD has been taken from the firms, Risk Purchase clause may be deleted and in case of default by such firms the SD shall be forfeited.

4. Case not covered under 2 & 3 above Risk Purchase provision shall continue.

Rs. 2 Crore

Rs. 30 Lakhs

Rs. 5 Lakhs

Rs. 2 Lakh

Upto their Normal Purchase Powers as mentioned in para no. 5 of SOP Part-IV Field

Matters

27. Cancellation of contracts without financial repercussions or with general damages.

Board’s letter no. 76/RS(G)/753/2 dated 3.8.84 Board,s letter No. 2007/F(S)I/PW7/1 dt. 07-12-2007. Board's letter no. 2007/RS(G)/779/1 dt. 04-04-2008

Full powers for contracts

entered under him or GM’s

powers Note: These powers can be exercised with finance concurrence.



Divl. Officers Depot Officer S.N

o Particulars Authority COS CMM Dy.CMM SMM AMM Sr.DMM/D

MM SMM/Depot AMM/Depot

Full powers for contract entered into under his/

or GM’s powers

Rs. 2 Crores Rs. 30 Lakhs.

Rs. 5 Lakhs

Rs. 2 Lakh

Upto their Normal Purchase Powers as mentioned in para no. 5 of SOP Part-IV

Field Matters

28 Action for failure to deliver stores within the stipulated period. 1) Cancellation of the contract and recovery of any loss or damages which the railway may sustain by reason of such failure on the part of contractor or forfeiture of SD or 2) Purchase stores at the risk and cost of the contractor’s risk where SD @ 10% was not taken or 3) Recover from the contractor liquidated damages @ 2% of the contract price of the consignment per month or part thereof during which the supply may be in arrears upto the amount of loss sustained by the railway.

Para 132-S(item 4), Bd’s L/No. 2001/F(S)1/PW7/2 dated 12.10.2001 & dt. 20.12.2001 Board,s letter No. 2007/F(S)I/PW7/1 dt. 07-12-2007. Board's letter no. 2007/RS(G)/779/1 dt. 04-04-2008

Note: No finance concurrence is required.



Divl. Officers Depot Officer S.

No Particulars Authority COS CMM Dy.C

MM SMM AMM Sr.DMM/ DMM SMM/Depot AMM/

Depot Full powers for contract entered into under his/

or GM’s powers


Rs. 5 Lakhs.

Rs. 2 Lakh


Field Matters

29. A

Refixation of delivery period

Bd’s L/No. 2001/F(S)1/PW7/2 dated 12.10.2001 & dt. 20.12.2001 Board,s letter No. 2007/F(S)I/PW7/1 dt. 07-12-2007. Board's letter no. 2007/RS(G)/779/1 dt. 04-04-2008

Note: Finance concurrence is required only in case of order valued above Rs. 50000/.

29. B Extension of Delivery date (445 S) and Imposition & Waiver of penalties. Full Powers NIL NIL NIL NIL NIL NIL NIL 29

B (i)

Contract approved by or on behalf of GM or Railway Board

Bd’s L/No. 86/RS(G)/77/8 dt. 29.02.88 & 22.02.90 and SI 866 dt. 27.04.88

These powers are subject to finance concurrence & conditions laid down in para 445 (S)

Rs. 15 Crores


Rs. 5 Lakhs

Rs. 2 Lakh


Field Matters

29.B (ii)

Other contracts: 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.

Bd’s L/No. 73/RS(G)/ 779/59 dt. 27.02.80 & 02.01.87 Bd’s L/No. 84/RS(IC)/ 165/1/RRC dt. 05.01.85, Bd’s L/No: 2001/F(S) 1/PW-7/02 dt. 12.10.2001 & 20.12.2001 SI 866 dt. 27.04.88 Board,s letter No. 2007/F(S)I/PW7/1 dt. 07-12-2007. Board's letter no. 2007/RS(G)/779/1 dt. 04-04-2008

Note: 1) Finance concurrence is necessary. 2) Inspecting officers have no rights. 3) Accepting authority will exercise the powers.




No Particulars Authority COS CMM Dy.CMM SMM AMM Sr.DMM

/DMM SMM/Depot AMM/Depot

Rs. 15 Crores Rs. 2 Crores Rs. 30

Lakhs Rs. 5 Lakhs

Rs. 2 Lakh


Field Matters

29 B

(iii)

Cases where 29 B (ii) is not applicable.

Bd’s L/No. 73/RS(G)/ 779/59 dt. 27.02.80 & 02.01.87 Bd’s L/No. 84/RS(IC)/ 165/1/RRC dt. 05.01.85, Bd’s L/No: 2001/F(S) 1/PW-7/02 dt. 12.10.2001 & 20.12.2001 Board,s letter No. 2007/F(S)I/PW7/1 dt. 07-12-2007. Board's letter no. 2007/RS(G)/779/1 dt. 04-04-2008

Note: 1) The inspecting officers of stores depot & in case of direct delivery orders the controlling officers of the

consignee may extend the delivery dates in respect of a) Orders upto Rs.50,000/- for delay upto 6 months. b) Orders valued over Rs. 50,000/- upto Rs. 100000/- for delays upto 21 days provided the initial DP does not

exceed 6 months.


Rs. 5 Lakhs.

Rs. 2 Lakhs


30. Waiver of liquidated damages if indentor certifies No. Loss/inconvenience in case of late deliveries.

Bd’s L/No: 2001/F(S) 1/PW-7/02 dt. 12.10.2001 & 20.12.2001 Board,s letter No. 2007/F(S)I/PW7/1 dt. 07-12-2007. Board's letter no. 2007/RS(G)/779/1 dt. 04-04-2008

Full powers for contract entered into under his/ or GM’s powers

Note: (i) These powers can be exercised without finance concurrence. (ii) In cases where higher prices have been paid for earlier delivery and / or the contract

includes pre estimated damages, finance concurrence will be necessary and this is applicable for Time preference order.


Rs. 5 lakhs.

Rs. 2 Lakhs


31. Forfeiture/with holding of EM/SM


Full powers for contract entered into under his/ or GM’s powers

Note: These powers can be exercised without finance concurrence.




M SMM AMM Sr.DMM/DMM SMM/ Depot

AMM/Depot


Rs. 5 lakhs.

Rs. 2 Lakhs


32. Refund of Security Deposit after satisfactory completion of order.


Full powers for contract entered into under his/ or GM’s powers Note: These powers can be exercised without finance concurrence.

Rs. 15 Crores


Rs. 5 Lakhs

Rs. 2 Lakhs


33 A (1)

Fabrication contract like fabrication of garments, body building of vehicles, other fabrication contracts using railway’s raw material handling contracts.

Bd’s L/No. 2001/F(S)1/PW7/2 dt. 12.10.2001 & dt. 20.12.2001 Board,s letter No. 2007/F(S)I/PW7/1 dt. 07-12-2007. Board's letter no. 2007/RS(G)/779/1 dt. 04-04-2008

Note: All rules & procedures relating to purchase of stores will be applicable.

Rs. 15 Crores


Rs. 5 Lakhs

Rs. 2 Lakhs


33 A (2)

Printing Contracts by out side press..

Bd’s L/No. 2001/F(S)1/PW7/2 dt. 12.10.2001 & dt. 20.12.2001 Board,s letter No. 2007/F(S)I/PW7/1 dt. 07-12-2007. Board's letter no. 2007/RS(G)/779/1 dt. 04-04-2008

Note: All rules & procedures relating to purchase of stores will be applicable.




No Particulars Authority COS CMM Dy.CMM SMM AMM Sr.DMM/

DMM SMM/Depot AMM/Depot

33 B

Deleted

Full Powers Full Powers Full Powers

NIL NIL NIL NIL NIL 34 To waive off operation of clauses relating to risk purchase, liquidated damages and arbitration appearing in IRS conditions of contract for purchase orders valued upto Rs. 25,000/- each at post contract stage.

Board’s L/No. 77/RS(G)779/29 dated 7.12.81 Board's letter no. 2007/RS(G)/779/1 dt. 28-07-2008 Para no. 439(a) of Store Code-I

Note: 1. No finance concurrence is required. 2. COS may also waive operation of clauses relating to 'Liquidated damages', 'Risk Purchases' and 'Arbitration' appearing in the contract valued upto Rs. 5 lakhs at the post contract stage in order to avoid disproportionate administrative expenditure in small recoveries.

Rs. 15,000/- Rs. 15,000/-

Rs. 5000/-

Rs. 2000/-

NIL NIL NIL NIL 35 (a)

Waiver of recovery of liquidated damages and loss due to risk purchase in cases where recoveries could be made only by resort to arbitration or legal action (in such cases suitable action such as delisting be considered against the defaulting firms)

Board’s letter no. 77-79/RS(G)/779/29 dated 3.1.78 & 79/RS/G/779/29 dt. 1.10.85 & Board’s letter No. 77/RS(G)/779/29 dtd. 3.4.98

Note: No finance concurrence is required.

Rs. 1 Lakhs Rs. 50000/- Rs. 25000/-

NIL NIL NIL NIL NIL 35 (b)

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

Board's letter no. 2007/RS(G)/779/1 dt. 28-07-2008 Note: These powers should be exercised with utmost care only and only when all other modes of recovery except

through arbitration and legal action have been exhausted. Suitable administrative action should be taken against defaulting firm.



No Particulars Authority COS CMM Dy.CMM SMM AMM Sr.DMM/D

MM SMM/ Depot

AMM/Depot

NIL NIL NIL NIL NIL NIL NIL 36 Acceptance of arbitration awards against any dispute arising out of a contract subject to the conditions laid down in item 36of Board's letter no. F(X)11/86/PW/6 Dt. 5.5.87

Bd's L/No. F(X)1186/PW/6 Dated 5.5.87 GM/G's Letter no. 98-G/O dt. 27.12.88 Board's letter no. F(X)/11/1/PW dated 13.12.91 &CS18 & Bd's L/No 2001/F(S)1/PW7/2dt. 12.10.2001

Full powers to accept arbitration awards in respect of contracts with value less than Rs. 3 crores

Note : Arbitration awards in respect of contracts value of which exceeds Rs. 3 Crores will be accepted by GM.

NIL NIL NIL NIL NIL NIL Full power

Full power

37 To enter into contract for cutting grass in railway premises.

Note: These powers are to be exercised with finance concurrence

38 To incur expenditures on renewal of licence fee for storage of spirit.

Full powers with finance concurrence.

Full powers upto Rs. 200 p.a. with finance concurrence.

NIL NIL NIL NIL NIL NIL




COS CMM Dy.CMM SMM AMM Sr.D

MM DMM Dy.CMM SMM AMM

39

POWERS FOR HIRING OF PRIVATE TRANSPORT

Full powers upto Rs.15 crores

Full powers

upto Rs.3 crores

Rs.20 Lakhs.

NIL NIL Upto Rs.20 Lakhs

NIL Upto Rs.20 Lakhs

NIL NIL 39.A

Invitation of open tenders with finance concurrence for hiring of private transport for transporting material meant for railway.

Board’s L/No. 89/RS(G)/363/5 dt. 9.2.95 & 14.2.95 & CS No. 5 Board’s L.No. 89/RS(G)/365/5 Pt. Dated 28.04.2000 N C Rly. Stores Instruction No.21/NCR.. dt. 06.04.05 Northern Railway SOP Para no.39A

Note: 1. Subject to COS/CMM clearly recording the specific nature of the exceptional circumstances warranting the

decision. 2. Invitation of Open Tenders against sanctioned estimates shall be without finance concurrence. 3. Payment should be made on receipt of goods in complete and satisfactory condition by the consignee. 4. Transit Risk will be on the contractor’s account. 5. Bulk movement of steel and POL will be by Rail.

. Rs. 50,000/- with annual

expenditure upto Rs. 4 Lakhs

Rs. 50,000/- with annual

expenditure upto Rs. 4 Lakhs.

Rs. 40,000/- with annual

expenditure upto Rs. 4 Lakhs.

NIL NIL NIL Dy.CMM/depot – upto

Rs. 40,000/-

NIL 39.B

Invitation of Limited tenders/Quotation with finance concurrence for hiring of private transport for transporting material meant for railway.

Board’s L/No 89/RS(G)/363/5 dt. 9.2.95 and 14.2.95 & CS No. 5 Board’s L.No. 89/RS(G)/365/5 Pt. Dated 28.04.2000 W.Rly. Stores Instruction No. 11RB136WR508 dt. 29.11.2003

Note: 1. GM has full powers subject to finance concurrence. 2. Approved list of transporters will be necessary. If an approved list does not exist, the same will be prepared by

Depot Incharge, in consultation with associated finance. The approved list will be valid for 2 years. The list will be reviewed annually and deletions made, if required. At least two quotations should be obtained from the approved list of contractors.


39.C

Acceptance of open tenders for hiring of private transport for transporting railway material on the recommendations of tender committee.

Board’s L/No 89/RS(G)/363/5 dt. 9.2.95 and 14.2.95 & CS No. 5 Board’s L.No. 89/RS(G)/365/5 Pt. Dated 28.04.2000 W.Rly. Stores Instruction No. 11RB136WR508 dt. 29.11.2003 Northern railway SOP Para no.39B.

Full powers upto Rs.15 crores

Full powers upto Rs.3

crores

Rs. 20 Lakhs

NIL NIL Rs.20 Lakhs

NIL Rs.20 Lakhs.

NIL NIL

Note 2: Constitution of Tender Committee will be as under:

Tender Committee S.No. Value Acceptance by Stores Consumer Deptt. Finance

1. Up to Rs. 20 Lakhs JAG Sr.Scale Sr.Scale Sr.Scale 2. Above Rs.20 Lakhs & upto Rs.3 Crores SAG JAG JAG JAG 3. Above Rs.3 Crores & upto Rs.15 Crores. PHOD SAG SAG JAG

4 Above Rs15 Crores & upto Rs25 Crores AGM P/CHOD P/CHOD P/CHOD

5. Above Rs15 Crores & upto Rs50 Crores GM P/CHOD P/CHOD P/CHOD




COS CMM Dy.CMM SMM AMM Sr.DMM/DMM

SMM/Depot

AMM/Depot

Rs. 50,000/- with annual expenditure upto Rs. 4 Lakhs

Rs. 50,000/- with annual expenditure upto Rs. 4 Lakhs.

Rs.40,000/- with annual expenditure upto Rs. 4 Lakhs.

NIL NIL NIL NIL NIL 39.D Acceptance of Limited tender for hiring of private transport for transporting railway material.

Board’s L/No 89/RS(G)/363/5 dt. 9.2.95 and 14.2.95 & CS No. 5 Board’s L.No. 89/RS(G)/365/5 Pt. Dated 28.04.2000 W.Rly. Stores Instruction No. 11RB136WR508 dt. 29.11.2003 NCR SOP on Works Matter.

Note: 1. In normal circumstances, open tenders shall be invited for contract value above Rs. 50,000/- and the

contract shall be settled based on the recommendations of the Tender Committee and acceptance of the competent authority.

2. The Limited Tender should be from the contractor born on the approved list.

Constitution of Tender Committee will be as incorporated in 39© -Note 2. Note: B: Constitution of Tender Committee for Limited tenders would be like open tender.


Headquarters Officers Divl. Officers Depot Officer S.No Particulars Authority

COS CMM Dy.CMM SMM AMM Sr.D

MM DMM

Dy.CMM

SMM AMM

Nil Nil Nil Nil Nil Nil Nil 39 E Invitation of single tender for hiring of private transport for transporting railway material

Full powers up to Rs.20 lakhs

only with finance

concurrence at SAG level

Note: All cases above RS. 20 lakhs will require sanction of AGM

39 F Acceptance of single tender for hiring of private transport for transporting railway material on the recommendation of an appropriate level Tender Committee (as per open tender committees constitution)

Full powers up to Rs.50 lakhs in each case

Full powers up tp Rs.10

lakhs in each case

Nil Nil Nil Nil Nil Nil

Full powers Upto Rs. 15 Crores in each case

Upto Rs. 5

Crores in

each case.

Upto Rs. 1

Crores in each case.

NIL Rs. 1 Crore

in each case.

Nil Rs. 1 Crore

in each case.

NIL NIL 39 G To sign contract and subsidiary agreement on behalf of President of India up to Rs.15 Crores in each case provided the award of contract has had the sanction of the competent authority and is vetted by finance.

Para 1259 of Engg. Code and CS No. 15 GM’s L/No 98-G/C/Pt.-6 dt. 24.05.01 Northern Railway SOP Para no.39F

Note: DMM/SMM (Depot) Independent incharge: same as that of Sr.DMM/Dy.CMM(Depot)

Full powers Up to Rs.1 lakhs

Full powers Up to Rs. 50,000/-

Nil Full powers Up to Rs. 5,000/-

with a sealing of Rs.40,000/- p.a.

39 H Hiring of private transport for railway materials when railway transport can not be arranged in emergencies.

Note: 1. Quotation from more than one firm to be obtained where value exceeds Rs. 20,000/- per occasion. 2. Finance concurrence will be necessary where value exceeds Rs..40,000/- per occasion.

Note: for SN. 39A. to 39 F 1. Bulk movement of Steel and POL should be only by Rail. 2. EMD and SD are essentially to be called for in all bulk contracts. However, in exceptional cases, when the value of the contract is very low i.e. below Rs. 50,000/- and the

contract is meant as a one-time requirement or to meet an emergency situation, EMD and / or SD can be waived by the accepting authority, with associate finance concurrence. Security Deposit, wherever applicable, shall be @ 10%, after adjusting the amount of Earnest money already submitted.

3. As per Board’s instructions, private transport has to be hired subject to departmental transport facilities being fully utilised. As such, Depot officers must certify before transport contract is entered into, that the departmental transport available with the depot is full utilised. This must be ensured at the time of execution of the contract, transportation by road should be kept to the bare minimum. Associated accounts should also keep a watch on the expenditure on transportation by road.

4. For distribution of material within the Railways, depot officers should frame the terms and conditions safeguarding Railway’s interest as well as to perform the function of distribution of material in the most efficient manner possible.


5. Transit risk will be to contractor’s account. 6. In case of pre-inspected material, the payment shall be made on receipt of goods with Inspection Certificate. Otherwise, payment should be released only on receipt and

acceptance of the material. 7. Conditions mentioned in SN. 1,5 & 6 are applicable for supply of material against all the Railways from suppliers against Purchase Contract. 8. As far as distribution of material within the Railway is concerned, the function is to be performed by the respective depot officers to make the material available to various imprest

holders and other indentors spread all over the Railway. In view of Railway Board’s letter, depot officers are being empowered to enter into Road Contract for material being distributed by them to various consignees.

9. These powers will be exercised only by stores officers and utilised only for transportation of material on depot transfer and for distribution of material to consignees by depots ( including divisional depots). These powers should be utilised in cases where transportation of material through stores delivery van is not functional.

S.No. Particulars Authority Estimated value of

Non-Stock Requisition

Signing Authority Approving Authority

Upto Rs. 10,000/- only JS officer. (SS officer in absence of JS officer)

JS officer. (SS officer in absence of JS officer)

Exceeding Rs.10,000/- but not exceeding Rs. 50,000/- only in value.

SS officer. (JAG/SG officer in absence of SS officer)

SS officer. (JAG/SG officer in absence of SS officer)

Exceeding Rs.50,000/- but not exceeding Rs. 2lakhs.

JAG/SG officer (In case JAG/SG officer is not posted then non-stock requisition to be signed by: (i) ADRM for divisional requirement. (ii) CWM for workshop requirement. (iii) SAG officer for construction and other requirement.

JAG/SG officer (In case JAG/SG officer is not posted then non-stock requisition to be signed by: (i) ADRM for divisional requirement. (ii) CWM for workshop requirement. (iii) SAG officer for construction and other requirement.

Exceeding Rs.2 lakhs but not exceeding Rs. 10 lakhs.

Counter signed by CWM/ADRM/SAG officer of the user department.

Counter signed by CWM/ADRM/SAG officer of the user department.

40 Powers relating to approval of quantities and signing of Non-Stock indents / requisitions by various departments

84/RS(G)/645/9 dated 24.05.85 Railway Board's letter no. 2005/RS (G)/779/7 dt. 28/05/2007 Board’s letter no. 2007/RS(G)/779/1 dated 16.10.08

Exceeding Rs. 10 lakhs. Counter signed by CWM/ADRM/SAG officer of the user department.

Personal approval of PHOD/CHOD of the user department in HQ.

Note: (i) All non-stock purchase will require consolidation and essentiality of purchase to be certified as mentioned below:

a) For Safety Items: Essentiality Certification for requisitions valuing upto Rs.2 Lakhs by field level officer at JAG/SG level and for requisitions exceeding Rs. 2 lakhs by field officer at SAG level i.e. CWM/ADRM/DRM etc. will be needed.

b) For items other than Safety items: Essentiality Certification for requisitions valuing upto Rs. 1 lakh by field level officer at JAG/SG level and for requisitions exceeding Rs. 1 lakh by field officer at SAG level i.e. CWM/ADRM/DRM etc. will be needed.

(ii) Non-stock requisition will require vetting as per Note no. 5 of SOP para 1.


Headquarters Officers Divl. Officers Depot Officer S.No Particulars Authority

COS CMM Dy.CMM SMM AMM Sr.DMM/ DMM SMM AMM

Full powers upto their level of acceptance of the

tenders.

Nil Nil Nil Nil Nil Nil Nil 41 Airlifting of items in import contracts. These powers to be exercised with personal concurrence of FA&CAO

Board’s letter no. 98/F(FEX)17/1/ Airlifting dated

26.03.2008

Note: GM has full powers for air-lifting of stores in all cases in which the CIF cost of the import is within the powers of procurement delegated to them.


PART II STORES (GENERAL)

Headquarters Officers Divl. Officers Depot Officers S.


M SMM AMM

Sr.DMM/ DMM Dy.CMM SMM AMM

(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12) 1. To sanction estimates for additional

tools and plants for subordinate officers chargeable to capital and revenue

Rs. 50000/- Rs. 25000/- Rs. 5000/-

Nil Nil Rs. 5000/-

Rs. 5000/- Nil Nil

2 Adjustment against various parts of stock adjustment account mentioned in para 2740-S. Part I: Differences between actual balance and the balance in the priced ledgers discovered by Accounts stock verifiers at the time of stock verification under taken departmentally paragraph 132-S Item No.17 of the code for stores Deptt. Part II: differences between actual balances and balances in priced ledgers brought to the notices in connection with the reconciliation of Depot Card ledgers with the priced ledgers of the accounts office. Part III: Difference in accounts arising out of the revision of rates.

Item 17 of para 132-S/76/RS(G)/779/47 dated 15.11.76(ACS No.140-S)

Rs. 10000/- for each individual case




Nil Nil Rs.5000/- for each individual case


Rs.2000/- for each individual case ( for officers having independent charge)


NOTE: 1. These powers may be exercised provided the adjustments are a) Not due to gross negligence carelessness or dishonesty of any Rly. Employee. b) Not due to different method of measurement adopted by the Accounts Department’s stock verifier and other Departments. c) Such that FA & CAO agrees that these need not be referred to the G.M. 2. The limit of Rs.10000/- does not apply to the COS who under this Schedule has full power to adjust the difference between book rate and sale value in the case of sales by

auction or tender. 3. Upto Rs.10000/- in respect of adjustment under part III only due to fluctions in Market rates.

a) To write off shortages of articles of dead stock, losses of cash, stores and tools and plants in stock and in transit on Revenue Account and to sanction adjustments affected in numerical Accounts verifications undertaken departmentally or by Accounts Deptt.

Item 18 of para 132-S and item 44 Ann.II chapter V IRFC vide Bd’s letter No. F(X)/11/86/PW/6 dated 5.5.87

i) When a railway employee is in any way responsible

Rs. 50000/- in each case



Nil

Nil

Nil

Rs.1000/- in each case

Nil

Nil

3

ii) When a railway employee is not in any way responsible

Rs.1. 0 lakhs in each case

Rs. 50000 /-in each case


Nil

Nil

Nil







/DMM Dy.CMM SMM AMM

(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12) b) For exercising these powers on Revenue Account

i) When a railway employee is in any way responsible

Rs. 2000/- Nil

Nil

Nil

Nil

Nil

Nil

Nil

Nil

ii) when the adjustments are not due to negligence, carelessness or dishonesty of any Rly. employee or the adjustment arise out of Accounts deptt. verifications

Rs. 5000/- Nil Nil Nil Nil Nil Nil Nil Nil

NOTE: 1) Finance concurrence should be taken relating to loss of cash. In all cases, finance concurrence should be obtained if amount exceeds Rs.1000/- in each case. 2) Cases of loss involving more than Rs.50000/- or presenting unusual features of revealing serious defects in procedure should be referred to Board.

4 To sanction repair and maintenance of motor vehicles, material handling equipments, plant and machinery & office equipments etc.










NOTE: 1. Associate finance concurrence is not necessary upto Rs.10000/- provided no add-ons are there. 2. Quotations from 3 reputed firms or more should be obtained in each case if the cost exceeds Rs.2000/- and orders placed after examining competitive rates. 3. A copy of the orders when placed should be furnished to the Accounts Officers concerned without delay and the details of purchase, repairs carried out on various occasions

with the cost are furnished with the bills. 4. Single tender/single quotation may be accepted with the original manufacturer/authorized dealer upto a monetary limit of Rs.10000/- by PHODs/Co.Ord. HODs/DRMs on

certification that the repairs are of a sophisticated nature and have to be undertaken by the original manufacturer/authorized dealer. If amount is above Rs.10000/- it will require GM’s personal sanction with FA & CAO’s concurrence.



No Particulars Authority COS CMM Dy.CMM SMM AM

M Sr.DMM

/DMM Dy.CMM SMM AMM

(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12) 5 Awards to Railway Stores Deptt.

staff Rs. 1000/- Rs. 500/- Rs.250/- Nil Nil Nil Rs.500/- Nil

Note : finance concurrence is not required.

6 For printing work by outside press Para-1030 of Financial code vol. I., 1129-S

Upto the limit of their powers of purchase



Nil Nil Rs.50000/- per item per case

Nil Nil Nil

Note : 1. These powers shall not be exercised for printing cash value items. The necessity for printing non-standard forms shall be carefully examined by the Head of Department concerned.

2. Annual Ceiling Limit of Div. Stores Officers Rs.1 lakh in emergent cases.


PART – III SALE

Headquarters Officers Divl. Officers Depot Officers S. No. Particulars Authority

COS CMM Dy.CMM SMM AMM

Sr.DMM /DMM

Dy.CMM SMM AMM

(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12) 1 Subject to observing the

prescribed rules for tenders auction, survey and classification of Stores for sale of :- i) Unserviceable Rails and

Sleepers ii) Ferrous and non-ferrous and

other categories of scrap iii) Condemned rolling stock and

machinery. iv) Unserviceable over-stock

surplus and obsolete stock.

2310 – S 2312 – S Rly.Board’s letter No. 2001/RS/(S)/709/20 dated 28.03.2002.

a) By Auction

Full Powers Full Powers Full Powers

Nil

Nil

Nil

Full Powers

Nil

Nil

b) By Tender : Invitation of tender and acceptance.

Full Powers upto his purchase

powers

Full Powers upto his purchase powers

Full Powers upto his purchase powers

Upto Rs. 1 lakh

Nil Nil Nil Nil Nil

NOTE: A. These powers will be exercised by officers of Stores deptt. and Divisional Stores Officers only. B. (1) (For Auction) Auction will be subject to provisions of relevant paras in Stores code and extant orders of Railway Board and orders of GM(S). (2) Depot officers in JAG will exercise full power. (3) Divisional Stores officers will exercise this power for disposal of those items which are not required to be returned to Stores Depot. C. (1) When the sale value is above Rs. 1 Lakh, the tender should be processed through tender committee duly constituted with following composition. Accepting authority Stores Deptt Consuming Deptt. Accounts Deptt.

a) Rs. 1 Lakh to Rs. 10 Lakhs : JAG Sr. Scale Sr. Scale Jr. Scale b) Rs. 10 Lakh to Rs. 40 Lakhs : SAG JAG JAG Sr. Scale c) Over Rs. 40 Lakhs : PHOD/CHOD SAG SAG JAG

(2) If as a condition of sale, freight is to be borne by the administration cost of such freight should be taken into consideration in computing the loss. (3) Technical member of the tender committee will be civil Engg. Deptt. officers for Rail, sleepers and other items exclusively used by Civil Engg. Deptt. and for other items

technical member will be officer of Mechanical deptt.




/DMM Dy.CMM SMM AMM

(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12) 2 For sale by auction or tender. 2314 – S 2316 –

S 2836 –IRCM & 1713 – E

a) Of unserviceable wooden Sleepers, rejected wooden sleepers, empty cement bags and empty drums, unserviceable crockeries, cutleries and unserviceable building materials, etc.

Full power Full power Full power Full power

Nil Full power Full power Full power Nil

b) Of waste paper and time expired records.

Full power Full power Full Powers

Nil Nil Full power Full power Full power Nil

c) Direct sale to Railway employees for their bonafide use, items as per (a) above and approved list at approved price with concurrence of Accounts.

Full power Full power Nil Nil Nil Full power Full power Full power Full power (Rs.500/-)

3 Subject to observance of the rules regarding fixation of selling price, levy of freight, incidental and departmental charges and ensuring adequate stock for meeting Railway’s own needs, to sell Railway Stores directly to :

Other Railways :- Full power Full power Full Powers upto his purchase power.

Nil Nil Nil Rs. 2.0 lakh. Rs. 75,000/-

Rs. 75,000/- (only for AMMs of

sheds)

a)

NOTE : 1. Sale to other Railway will be as per the Stores Code provision. 2. Depot officers will exercise these powers after examining stock and dues position, if stock and dues position is not satisfactory, they should not exercise these

powers at all.




/DMM Dy.CM

M SMM AMM

(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12) b) Railway Contractor for use in

Railway works, other Government projects and undertaking and to local authorities to meet their emergent need.

Rs. 1 Lakh Same as in Column 4

Same as in Column 4


c) Quasi-Railway Institution. 2309 – S 2311 –S Rly.Board’s letter No. 65/74/ 113/RS-(S) dated 19th Oct. 1968.


Same as in Column 4


d) Private Parties :-

i) Surplus unserviceable and obsolete Stores.


Nil Nil Nil Nil Nil Nil Nil

ii) Surplus and overstock of steel Rs. 1 Lakh Same as in Column 4

Nil Nil Nil Nil Nil Nil Nil

4 (a) Extension of time for depositing balance payment after the auction

Item no. 12 of para 132-S Railway Board’s letter No. 2001/RS(S) 709/20 dt.24.09.2002 & letter no.2012/RS(S)/709/4 dtd.29.05.12

Full powers upto 20 / 40 days as the case may be, subject to condition that time allowed should not be beyond 40 days from the date of auction with levy of interest charges.

Same as in Column 4

Same as in Column 4

Nil Nil Nil Same as in Column 4

Nil Nil

(b) forfeiture of earnest money/lot Full Powers Full Powers Full Powers

Full powers

(c) Extension of Delivery period or enforcing / waiving of ground rent in connection with delivery of scrap to contractor

Item no. 12 of para 132-S

Full powers

Rs.1 crore in each case.

Rs.5 lakhs in each case


Nil Nil See note 3 below.

Nil Nil


Headquarters Officers Divl. Officers Depot Officers S. No Particulars Authority

COS CMM Dy.CMM SMM AMM Sr.DMM /DMM Dy.CMM SMM AMM (1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12) NOTE : 1. Financial concurrence is not necessary in cases where it is clarified that no loss has been suffered by the Railways. 2. Powers for extension of time or waiver of ground rent may be exercised subject to the condition that the railway has suffered no loss by such extension or waiving.

The facts must be recorded in writing in each case. In case of contracts entered into by a higher authority COS cannot exercise this power unless he is specifically authorised to do so in terms of the contract.

3. Depot officers can extend delivery period upto one month on payment of ground rent for removal of sold lots of scrap. Delivery period 21 days without ground rent can be extended if delay is considered due to administrative reasons. The responsibility should be fixed on account of administrative reasons. Monthly statement of such extensions should be sent to COS office explaining the administrative reasons and action taken to prevent their recurrence in future.

4. Free delivery time shall be maximum 50 days from the date of auction. This time can be extended up to 65 days by COS/CMM at the time of auction depending on complexity of lot or even after auction in case Railway Administration is responsible for delay. However, beyond 65 days, delivery can be given only after imposing ground rent. In exceptional circumstances when delay is purely due to fault of Railway Administration, delivery time can be extended without ground rent with personal approval of GM/AGM.

5. If the purchaser fails to deposit balance sale value for a sold lot within the allowed period of 20 days from the date of auction and requests for an extension of this period, the Railway Administration, may at its discretion, on the merits of the case, allow further time not beyond 40 days from the date of auction, subject to the levy of interest charges, However, the Earnest Money shall stand forfeited, if the balance sale value is not deposited by the purchaser within the said period of 40 or 20 days as the case may be.

(d) Cancellation of lots due to administrative reasons without finance concurrence.

Item 12 of 132-S, GM’s Memorandum No.G.203/P/III/Vol.3 of 9.1.71 G.203 /P/ III/Vol.9 dt.7.2.92 (C.S. No.11)

Full Powers

Full Powers

Full Powers Nil Nil Nil Full Powers Nil Nil

5 Acceptance of bid below reserve price

Full Powers Full Powers

Full Powers upto 10% below reserve price.

Note: Specific reasons for accepting bid below the reserve price should be recorded. The reason should be sent to COS after the acceptance in a separate sealed cover for information.

6 Acceptance of payment in respect of materials revealed in excess of the advertised quantity in auction/tender sales at the time when delivery is in progress

P.O.O. No. S.226/II dt.9.4.58 GM’s Sn. No.S.226/SOP/Stores/98 dt.9.9.98

Nil Nil Nil Nil Nil Nil Depot officers to accept payment at the rate already decided upto maximum of 10%.

Nil Nil




/DMM Dy.CMM SMM AMM

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

To Classify stores as ‘Dead Surplus’ reclassify stores in stock and rate them as ‘second hand’ or ‘scrap’ and to write down the value of ‘surplus’ or obsolete stores in books

Item 13 of para 132-S para 2223-S Rly. Bd’s letter No. 2003/RS(G)/777/2 dt.04.6.2004. & dt.20.10.2009.

Rs. 5 lakh per item subject to the recommendation of the survey committee

Rs. 3 Lakhs for each item subject to the recommendation of the survey committee

Rs. 1Lakh for each item subject to the recommendation of the survey committee

Nil Nil Nil (i) Rs.1 Lakh per item subject to the recommendation of the survey committee. (ii) Rs.5000/- for each item without recommendation of the survey committee.

i) Rs.25000/- per item subject to the recommendation of the survey committee. (ii) Rs.5000/- for each item without recommendation of the survey committee (for officers holding independent charge)

(i) Nil (ii) Rs.5000/- for each item without recommendation of the survey committee (for officers holding independent charge)

NOTE : 1) Items costing more than Rs.5000/- should be offered to other railways. 2) Items costing more than Rs.1000/- should be offered to user's deptts. Or other depots. 3) Beyond Rs. 10lakh case to be put up to GM for approval. 4) Item means total stock value of the item & not unit value.

7.1 To approve survey sheets for auction/sale of scrap.

GM/G’s letter No. 98/G/O dated 4.10.88 & No..3-S/0/1/Pt.XV / S-10/Survey Sheet dt.1.5.97

Full powers subject to the

recommendation of the survey

committee

Full powers subject to the

recommendation of the survey

committee


Nil


PART – IV FIELD MATTERS

Divl. Officers Depot Officers S. No Particulars Authority

Sr.DMM/DMM Dy.CMM SMM AMM 1. Acceptance of stores dispatched after

the expiry of delivery period by the consignee

a) Delay upto 6 months for order valued upto Rs. 3 Lakhs.

Full Powers Full Powers Full Powers Full Powers

b) Delay upto 21 days for orders valued between Rs. 3 lakhs to Rs. 6 lakhs provided the initial delivery period does not exceed 6 months.

RB’s letter No. 78/RS(G)/779/59 dated 20.02.80 102 and Board’s letter No. 86/RS(G)/77/12 dated 2.1.87 Board's letter no. 2007/RS (G)/779/1 dt. 28-07-2008

Full Powers Full Powers Full Powers Full Powers

Full Powers Full Powers Full Powers Full Powers c) Acceptance of excess/short supply by depot officers without formal amendment to contract

Board's letter no. 2007/RS(G)/779/1 dt. 28-07-2008 Note: Upto 5% of the value of contract or Rs. 3 lakhs whichever is less subject to total value of

receipt not exceeding normal purchase power of COS.

NOTE: 1. These powers cannot be exercised in respect of the following categories of orders: a) Orders placed against urgent requirements. b) Orders where higher prices have been paid for early delivery i.e. time preference orders. c) Orders for supply of stores subject to severe market fluctuations. d) Orders in which provision is made for recovery of pre-estimated damages. 2. For all other orders, valued over Rs. 6 lakhs prior extension of delivery period from the purchase office will be necessary.

2 To write off losses due to breakage or leakage in transit when the commercial branch or firms cannot be held responsible for loss

Item No. 18 of Para 132-S and Board’s letter No. 76/RS(G)/779/47 dated 15.11.76





NOTE : 1. Finance concurrence is required for cases beyond Rs.500/- 2. Claims upto Rs.50/- need not be preferred and loss written off directly by the Stores Officers.

3 Enforcing or waiving of ground rent in connection with rejected material

Full Powers Full Powers Full Powers Upto the limit of Rs.450/- or 3 months

whichever is less

Note : 1. Finance concurrence is required for cases more than Rs.5000. 2. Assistant DMM/AMM (Depot) Independent Incharge: Full Powers.

4 Hiring of material handling equipment by depot officers

Board's letter no. 2007/RS(G)/779/1 dt. 04-04-08

NA Upto Rs. 20000/- per case with monthly limit of Rs. 2 lakhs

- -

Note: 1. SMM(Depot independent Incharge) upto Rs. 10000/- per case with monthly limit of Rs.1lakh. 2. AMM (Depot-Independent Incharge) upto rs. 5000/- per case with monthly limit of Rs.50000/-


Divisional Officers Depot Officers

S.No Particulars Authority Sr. DMM

DMM, (other than

independent incharge)

ADMM (other than independent

incharge)

Dy. CMM

SMM (other than independent

incharge)

AMM (other than independent

incharge) Rs. 3 lakhs per

case Rs. 1.5 lakhs

per case Rs. 1lakh per case Rs. 3

lakhs per case

Rs. 1.5 lakhs per case

Rs. 1lakh per case

Powers of Divisional Stores Officers and Depot Stores Officers for purchase of items through normal mode of tenders (Open, limited, Bulletin and Single Tenders) in terms of Para 328-S of Store CodeVol.I i) For stock items urgently required and ii) For non-stock items required for the purpose of train operation, rolling stock maintenance, signalling and track maintenance, passenger amenity items, items required for ART & ARMV, cleanliness, touch and feel items, safety items, urgent sanctioned project related items.

Note: 1. DMM/SMM (Depot) Independent Incharge: same as that of sr. DMM/Dy. CMM (Depot). 2. Assistant DMM/AMM(Depot) Independent Incharge: Same as that of DMM/SMM (Depot) other than

independent incharge. 3. Above powers to be exercised with in annual ceiling limits which may be decided by COS in consultation

with associate finance. 4. These powers to be exercised within available budgetary limits and each demand allocation and primary

unit.

Rs. 2 lakhs per case

Rs. 1lakh per case

Rs. 1lakh per case Rs. 2 lakhs per

case

Rs. 1lakh per case

Rs. 1lakh per case

5.

iii) For stock items & non-stock items not covered in (i) &(ii) above


Note: DMM/SMM (Depot) Independent Incharge: same as that of sr. DMM/Dy. CMM (Depot).


Divisional Officers Depot Officers

S.No Particulars Authority Sr. DMM

DMM, (other than

independent incharge)

ADMM (other than independent

incharge)

Dy. CMM

SMM (other than independent

incharge)

AMM (other than independent

incharge) Rs. 5lakhs per case

Rs.2lakhs per case

Rs.1lakh per case

Rs. 5lakhs

per case

Rs.2lakhs per case

Rs. 1lakh per case

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


Note: 1. DMM/SMM (Depot) Independent Incharge : same as that of sr. DMM/Dy.CMM(Depot). 2. Assistant DMM/AMM(Depot) Independent Incharge: Same as that of DMM/SMM(Depot) other than

independent incharge.

Documents

STORES MATTERS - North Central Railway zone...7/2 Dt. 5.9.03 No. F(X)II-2004/PW/7 dt. 14.09.2004 Board,s letter No. 2007/F(S)I/PW7/1 dt. 07-12-2007. Board's letter no. 2007/RS (G)/779/1