SCHEDULE OF POWERS ON STORES MATTERS ( Up Dated in ...

1 1 SCHEDULE OF POWERS ON STORES MATTERS ( Up Dated in February 2011 ) Sl. No. Reference to code Rule/ Board's orders/Local orders. Nature of POWERS Extent of POWERS Delegated to Remarks 1. APPROVAL OF QUANTITIES FOR PROCUREMENT SMM AMM 1 a) Items 1 & 2 of 132-S & 701-S 2001/F(S)I/PW7/2; Dt. (CS A/G/103; Dt. ) Rev. as per letter no. 2007/F(S)/PW7/1 dt. & 2007/RS(G)/779/1 , , & Approval of quantities (i) Before placement of indent on centralized Procurement agency (ii) For floating of tenders or direct purchase (see Note 1 & 2) Full POWERS Full POWERS Rs. 2 crores crores Rs. 30 lakhs Rs. 30 lakhs Rs. 5 lakhs Rs. 5 lakhs Rs 2 lakhs Rs. 2 lakhs Remarks : Stock and Non-stock Indents 1. Vetting of STOCK Indents and Purchase Orders (including Indents on centralized procurement agency) : (2007/RS(G)/779/1 dt.

2 , ). i) For other than safety items & Indents Value above Rs. 4 lakh should be vetted by finance. ii) For safety items (as defined in Board s letter no. 99/RS(IC)/165/SRC dt. ) & Indents Value above Rs. 8 lakh should be vetted by finance, subject to 10% test check by Accounts. All Purchase Orders which do not require vetting are also to be got noted in the liability register for better control. As regards stock items, presently even for POs valuing less than Rs,. 4 lakh, a list is being generated by EDP Centre and forwarded to Finance and the same procedure will be continued even for the cases upto Rs. 8 lakh in case of safety items. A list of Purchase Orders issued for Non-stock items which do not require finance vetting, has to be furnished by STORES Department every month to Accounts so that the Funds register could be updated.` 2. Vetting of non-stock demands / requisitions : (2007/RS(G)/779/1 dt. ). i) For safety items :Value above Rs.

3 8 lakh (as defined in Board s letter no. 99/RS(IC)/165/ SRC dt. ) subject to 10% test check by Accounts Essentiality Certification for requisitions valuing upto lakhs by field level officer at JAG/SAG level and for requisitions exceeding lakhs by field officer at SAG level CWM/ADRM/DRM etc. will be needed. ii)For items other than safety items above lakh. Essentiality Certification for requisitions valuing upto lakh by field level Officer at JAG/SG level and for requisitions exceeding lakh by field Officer at SAG level CWM/ADRM/DRM etc. will be needed. 2 Sl. No. Reference to code Rule/ Board's orders/Local orders. Nature of POWERS Extent of POWERS Delegated to Remarks 2 INVITATION OF TENDERS SMM AMM i) To invite Open Tenders in the normal course (Refer note 1, 2 & 13) Full POWERS Rs. 2 Crores lakhs Nil Nil 2 a) 324-S, 331-S, 332-S Rly.

4 Brd. Letter no. 2007/F(S) 2007/RS(G)/779/1 , (COS Policy Circular no. 10/RB 001/ICF 001/501; Dt. ) ii)To invite all types of global tenders. (Refer note and 13) Upto his power of acceptance for indigenous tenders with FA&CAO s concurrence. Nil Nil Nil Nil POWERS are to be exercised after approval of quantities in terms of serial No. 1 of item 1a) above. (Board s lr. No. 76/RS(G)/779/36; Dt. ) The POWERS under 2 (a) (ii) have been delegated personally to COS & FA&CAO. These POWERS are not to be delegated down below.(2007/RS(G)/779/1 dt. ) 2) Open tender shall be invited and Tender Committee shall be constituted for purchase above Rs. 10 lakhs. Different mode of Tendering can be approved by GM under the provisions of para 331-S & 332-S or by other specific authorities in exercise of their POWERS detailed in this SCHEDULE . 3) M&P items authorised for purchase by COFMOW are to be procured by placing indents on them and no tender for purchase should be invited except with the specific authorisation of COFMOW.

5 Bd s lr. 87/RS(G)/779/17; Dt. 3 Sl. No. Reference to code Rule/ Board's orders/Local orders. Nature of POWERS Extent of POWERS Delegated to Remarks 2 INVITATION OF TENDERS SMM AMM 2 b) 328-S Rly. Brd. Letter no. 2007/F(S) 2007/RS(G)/779/1 Limited Tenders/Bulletin Tenders in normal course for all items. Up to Rs. 10 lakhs Upto Rs. 10 lakhs Upto Rs. 10 lakhs Upto Rs. 5 lakhs Upto Rs. 2 lakhs 2 c) 328-S 2007/RS(G)/779/1 & Limited tenders in emergencies ( at the discretion of COS/CMM) Crores (AGM Upto Rs. 5 Crores) Rs. 1 Crore Rs. 30 lakhs NA NA 2 d) 328-S 2007/RS(G)/779/1 & Limited Tenders for safety items and items for which approved list is issued only by Centralised agency/RDSO/ PU/CORE Crores (AGM-Upto Rs. 5 Crores) Rs. 1 Crore Rs. 30 lakhs Upto lakhs. Upto Rs. 75,000/- 2 e) 706-S 81/F(S)/1/PW/7/1 dt.

6 A/G/103/ dt. Limited Tenders for DGS&D items not cover ed by Rate/ Running Contracts (See Note ). Upto Rs. 1 lakh. Upto Rs. 1 lakh. Upto Rs. 50,000 Upto Rs. 50,000 Upto Rs. 5,000 707-S 81/F(S)/1/PW/7/1; Dt. A/G/103 ; Dt. & 2001/F (S)I/ PW7/2; Dt. & 2007/RS(G)/779/1 Direct procurement of STORES by COS for which DGS&D has entered into rate/running contracts, if STORES are required urgently or can be more conveniently obtained locally or from nearer station (See Note , 6 & 7). Up to lakh in each case subject to ceiling limit of lakh in each case per annum Upto ,000 each purchase not exceeding Rs. 1 lakh in aggregate in each case in a year. Upto Rs. 6,000 at a time & upto Rs. 50,000 in a year for each item. Upto Rs. 2,000 at a time & upto Rs. 20,000 in a year for each item Upto Rs. 500 at a time & upto Rs. 2,500 in a year for each item.

7 4. The limit of lakh under item 2 e) applies to the value of each article or class of articles or inter connected articles to be procured at any one time. The demand at r each time should, in no circumstances be split up to bring it within these POWERS . COS will furnish periodically a list of items covered by Rate & Running Contracts to all the Purchase Officers. will obtain approval of COS/CMM for floating LT in emergencies. (2007/RS(G)/779/1 & ) 5. Direct purchases under item 2 f) may be resorted to in the event of failure/inability of the agency of DGS&D to comply with the Railway's demands. In case of failure of DGS&D dues, details of direct purchases made and the financial loss thereon shall be advised to the DGS&D for taking up with the defaulters for recovery of the loss.

8 7) The annual limit of Rs. 5 lakh shown under item 2f) is the combined limit for all officers for any given item of STORES . In order to ensure that this limit is not exceeded, suitable registers should be maintained and periodically checked. 2 f) 6. The POWERS under item 2 f) are to be exercised only when it is established that the supplies can not be arranged within the delivery period required against Rate / Running contracts or where local purchases may be made more conveniently recording reasons in each case. In respect of spare parts of vehicles and other Transport vehicles, COS has POWERS upto in each case, but not exceeding ,000/- in aggregate in any one year. (Bd's lr. (PM)/64/PW/7/1 dt. and 81/F (S) / 1/ PW/7/1 dt. 2001/F(S)/1/PW/7/2; Dt. ). wherever valid rate contracts are not available, rate contracts do not meet the requirements of the Railways in respect of specification, delivery requirement and quality considerations, Railway can go ahead with the direct procurement of materials after recording adequate justification for that purpose.

9 Wherever, there are failures against the rate contract in terms of timely delivery and quality of goods, such failures should be reported to DGS&D and direct alternate procurement action may be taken in order to ensure timely availability of quality materials to meet the needs of the Railways. (Brd s lr. No. 2005/RS(G)/779/13 ) 4 Sl. No. Reference to code Rule/ Board's orders/Local orders. Nature of POWERS Extent of POWERS Delegated to Remarks 2 INVITATION OF TENDERS SMM AMM 2g 330-S 83/F(S)/1/PW/7 /1; Dt. , & A/G/103 ; Dt. No. 1/84; Dt. & 2001/F(S)I/PW7/2; Dt. 2001/F(S)I/PW7/2; Dt. & CS No. 2 (A/G/103; DT. ) 2001/F(S)I/PW7/2; 2007/RS(G)/779/1 & Single Tender Non-PAC without Finance concurrence in normal course ( See Notes 8 (i), (ii), & 9) Rs. 3 Lakh Rs. 3 Lakh --------- -------- ----------- 2h 330S83/F(S)/1/PW/7/1; Dt.

10 , & A/G/103 dt. , ; ;&2001/F(S)I/PW7/2; Dt. & ;CS No. 2 (A/G/103; ) Bd s lr. No. 2001/F(S)I/PW7/2; Dt. 2007/RS(G)/779/1 & Single Tender Non-PAC items without Finance concurrence in emergencies affecting maintenance, out-turn operations etc. (See Notes 8 (i), (ii), & 9) Rs. 5 lakhs Rs. 5 lakhs ---------- ---------- ---------- 8) i) in exercising the POWERS under item 2 g) & 2h), the purchase officers should consider whether an existing Rate/ Running contracts can be utilised. These POWERS are to be exercised in emergent situations affecting repairs, maintenance, operation or outturn for which reasons should be recorded in writing. 8) ii) Invitation of Single Tender and purchase will require the personal approval of COS/CMM as per Rly. Board's Lr. no. 2001/F(S)i/pw7/2; dt. 9) A new clause has been incorporated vide No. 4/97; dt. In case GM s sanction is obtained at the stage of invitation of tenders for issue of ST/Non-PAC items, normal POWERS of purchase as per 3bi.