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STORES CONTRACTS

STORES CONTRACTS. By R. C. PUNETHA Dy.CVO/Stores/S.C.Rly. Main Functions of Stores Deptt. :-. Procurement of Stores (Stock & Non-stock) Storage of stores (stock) – Depot Mgmt. Disposal of scrap. Purchase Powers :-. Direct Acceptance : -

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STORES CONTRACTS

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  1. STORES CONTRACTS By R. C. PUNETHA Dy.CVO/Stores/S.C.Rly.

  2. Main Functions of Stores Deptt.:- • Procurement of Stores (Stock & Non-stock) • Storage of stores (stock) – Depot Mgmt. • Disposal of scrap

  3. Purchase Powers:- • Direct Acceptance: - AMM – 2 L, SMM – 5 L, Dy.CMM – 10 L • Tender Committee:- SMM – 10-30 L, JAG: 30 – 1 Cr. & 1 Cr. To 2 Cr. JAG (F) CMM: 2 – 15 Cr. COS: 15 – 25 Cr. & 25 – 50 Cr. CO-SAG(F) • Above 50 Cr. – Rly. Board

  4. Methods of Purchase:- Tendering System:- • OT/AT – (Two-packet bid) • OT for items restricted from appd. firms? • Spl. LT (precautions) • LT/BT; (precautions in LT) • Spot Purchase • Single Tender/PAC/Single offer

  5. PAC TENDER:- • Description of Articles : ……………………………… • Quantity : ……………………………… • Approximate Cost, if known : ……………………………… • Maker’s name and address : ……………………………… • Name of local Agent : ……………………………… • I approve the above purchase and I certify that:- (a) no other make/brand will be suitable (b) This is the only firm who is manufacturing/stocking this item. (c) A similar article is not manufacture/sold by any other firm which could be used in lieu. Note: Delete (a) or (c) whichever is not necessary.

  6. Issue of Tenders:- • Specifications • Tender Conditions • Eligibility Criteria • Tender by Sample

  7. Issue of Tenders Contd.:- • Notification of Tenders • Corrigendum • EMDs/DDs (Recent guidelines) • EMD @ 2%. Upper limit-5 L (upto 10 Cr.); 10 L (above 10 Cr.). Exemption – NSIC, Appd. Firms, Mfrs. & their authorised agents. • SD @ 10%. Upper limit – 10 L (upto 10 Cr.); 20 L (above 10 Cr.). Exemption – Safety items NSIC appd. Other than safety NSIC, Appd. Firms.

  8. Opening of Tenders:- • OT & Spl. LT cases • BT & LT cases • Brief Note • Tabulation vetting • Finance observations in TC cases

  9. Handling of Tenders:- • Tech. Suitability • Seeking Clarification from the firms • Sanctity of Tenders • Cases Studies:- Multi destination requirement vis-à-vis item offered at single point.

  10. Handling of Tenders Contd.:- Rate Reasonability:- • Indent Rate • Foreign Rly. Rate • Rate Analysis • Counter Offer

  11. Handling of Tenders Contd.:- • Negotiations – When rates are not reasonable • Negotiations with L1 Only • What is L1? • If L1 withdraws the offer - Re-tender. (Case Study) • Cartel-formation (Case Study – SIL Vs Sabwabco)

  12. Handling of Tenders Contd.:- • Issue of Advance acceptance • Issue of PO (at differential rates?) • Post-Contract Issues:- a) Extension of DP b) Levy of L.D. c) Risk Purchase (stands deleted since Sep. 07; linked with SD).

  13. Role of Finance Member in TC:-(Bd.’s ltr. No.74/AC/III/30/6 dt.29.06.78) • To ensure that financial interests are not lost sight of by the Commtt. • To advise and ensure that various codal provisions/rules are being complied and any deviation if there is suitably advised for appropriate sanction. • Being an independent person expected to look at the transactions in a dispassionate & objective manner.

  14. CVC Guidelines on Tenders:- • Putting of Tender on website with down- loadable facility. Details of the contracts finalized above certain limit also to be placed in the website. • Eligibility Criteria in the Tender Schedule • Splitting of quantity if pre-decided to be mentioned in the Tender Conditions. • E-Payment

  15. CVC’s Directive on use of Website:- • There are instances in which allegations have been made regarding inadequate/no publicity/non-availability of tender documents. • Therefore, in order to bring about greater transparency and curb the mal-practices, it has been made mandatory to publish the complete bid documents along with application form on the website of the organization (Rly.Bd.’s ltr.No.2003/V-1/CVC/1/21Dt.19-07-2004). (contd.)

  16. CVC’s Directive on use of Website:- Post on the website, summary every month, of all the tenders/works contracts of value more than One Crore Rupees of Engg./Mech/Elec/S&T/ Medical department, Rs.50 Lakhs for Commercial Dept. and all the purchases of value more than Rs.20 Lakhs done through Stores contract (Rly.Bd’s Lr. No.2004/V-1/CVC/1/18 Dt.13-04-2005).

  17. Thank you

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