part – i purchase headquarters officers divl. officers...

SOP-08-SSS [1]

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

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 above Rs. 50000/ duly vetted by Associate Accounts. 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: 3.1 Above Rs. 1 lakh 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. 50000/- for items other than safety items. Note: 4 Vetting of Purchase Orders: 4.1 Above Rs. 8 lakh 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.

Headquarters Officers Divl. Officers

Depot Officer S.No Particulars Authority

COS CMM Dy.CMM

SMM AMM Sr.DMM/DMM

SMM/ Depot

AMM/ Depot

2 Purchase through Advertised tenders

Board’s letter no. 85/F(S)/1/PW-7/1 dated

Rs. 15 Crores

Rs. 2 Crores

Rs. 30 lakhs

Rs. 5 Lakhs

Rs. 2 Lakhs

NIL NIL NIL

SOP-08-SSS [2]

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

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

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

SOP-08-SSS [3]

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.


Depot Officer

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

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.

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

SOP-08-SSS [4]

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.



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)

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. Note:

1. No finance concurrence is required.

SOP-08-SSS [5]

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

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

2. Cases beyond Rs. 10 Lakhs to be examined by a tender committee. 3. AGM's power is upto Rs. 5 crores



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)



AMM/ Depot

SOP-08-SSS [6]

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. 5 Lakhs

Rs. 3 Lakhs

Rs. 2 Lakhs

Rs. 1 Lakhs

Rs. 50,000/-

NIL against the power of the Divn. Officer

NIL NIL

SOP-08-SSS [7]

Headquarters Officers


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. 5 Lakhs

Rs. 3 Lakhs

Rs. 2 Lakhs

NIL NIL NIL NIL NIL



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

SMM/ Depot

AMM/ Depot

SOP-08-SSS [8]

Rs. 3 Crores

Rs. 2 Crores

NIL NIL NIL NIL NIL NIL 7.6 Purchase of oils and lubricants marketted 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

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 13.12.2010

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

SOP-08-SSS [9]

8. 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



COS CMM Dy.CMM

SMM AMM

Sr.DMM 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 lakh per case

SOP-08-SSS [10]

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


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.

SOP-08-SSS [11]

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. 5lakhs/month, in addition to the aggregate monthly ceiling limit of Rs. 20 lakhs/month for ALD, JHS & 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/-.”

SOP-08-SSS [12]

Headquarters Officers Divl. Officers Depot Officer

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


Divl. Officers


COS CMM Dy.CMM

SMM AMM Sr.DMM/DMM

SMM/Depot

AMM /Depot

14. To accept tenders with price variation clause.

SOP-08-SSS [13]

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

Rs. 3 Crores

Rs. 40 Lakhs

Rs. 10 Lakhs

NIL NIL NIL NIL NIL

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

Rs. 3 Crores

Rs. 40 Lakhs

Rs. 10 Lakhs

NIL NIL NIL NIL NIL

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.



S.No S. No

Particulars

Authority COS CMM

Dy.CMM

SMM AMM Sr.DMM/DMM

SMM/Depot AMM/ Depot

SOP-08-SSS [14]

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.




CMM

Dy.CMM

SMM

AMM Sr.DMM/DMM

SMM/ Depot

AMM/ Depot

16 a) Waiver of Earnest Money in case of other than

Board’s L/No. 57/156/1/RS/(G) dated 12.04.61 and

Rs. 15 Crores

Rs. 2 Crores

Rs. 30 Lakhs

Rs. 5 Lakhs

Rs. 2 Lakh


SOP-08-SSS [15]

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.

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.


Divl. Officers

Depot Officer

S.No


CMM

Dy.CMM

SMM

AMM

Sr.DMM/DMM

SMM/Depot

AMM/ Depot

SOP-08-SSS [16]

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.


Divl. Officers

Depot Officer S. No

Particulars Authority COS

CMM Dy.CMM SMM

AMM Sr.DMM/ DMM

SMM/ Depot

AMM/ Depot

17. (a)

Acceptance of deviation from IRS conditions of contract without

Board’s L/No 70/F(S)/1PW-7/1 dated 17.07.71 and 84/RS(G)/779/25 dated

Rs. 10 lakhs in each case

Rs. 10lakhs in each case

Rs. 5 lakhs in each case

SOP-08-SSS [17]

prior financial concurrence ( in direct acceptance cases)

One level higher than normal powers of acceptance bu t not below the level of JA Grade.

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)

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.

SOP-08-SSS [18]

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

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.


Divl. Officers


COS CMM Dy.CMM

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 . 21 B Standing/Blanket sanction

upto a period of 3 years for acceptance of non-standard

Board’s letter no. 79/RS(G)/753/1

Full powers to AGM only

SOP-08-SSS [19]

conditions e.g. payment terms, liquidated damages, risk purchase clause, arbitration clause, etc. quoted by firms of repute.

dated 8.4.81 Note: This power is to be exercised with the finance concurrence.

Rs. 3 Crores

Rs. 40 Lakhs

Rs. 10 Lakhs

Rs. 2 Lakhs

Rs. 75,000 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.


Divl. Officers


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

SMM / Depot

AMM/Depot

Rs. 25 Lakhs

Rs. 25 Lakhs

Rs. 8 Lakhs

Rs. 1.5 Lakhs

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.

S.No Particulars Authority Headquarters Officers

Divl. Officers

Depot Officer

SOP-08-SSS [20]

COS CMM Dy.CMM 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


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


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



SMM/ Depot

AMM/Depot

SOP-08-SSS [21]

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

Rs. 2 Crores

Rs. 30 Lakhs.

Rs. 5 Lakhs

Rs. 2 Lakh


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


SMM/Depot

AMM/Depot


Rs. 2 Crores

Rs. 30 Lakhs. Rs. 5 Lakhs.

Rs. 2 Lakh


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.

SOP-08-SSS [22]

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. 2 Crores

Rs. 30 Lakhs Rs. 5 Lakhs

Rs. 2 Lakh


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.


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


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.

30. Waiver of liquidated damages if indentor certifies No. Loss/inconvenience

Bd’s L/No: 2001/F(S) 1/PW-7/02 dt. 12.10.2001 & 20.12.2001 Board,s letter No.

Full powers for contract

Rs. 2 Crores

Rs. 30 Lakhs

Rs. 5 Lakhs.

Rs. 2 Lakhs


SOP-08-SSS [23]

in case of late deliveries.

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

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. 2 Crores

Rs. 30 Lakhs

Rs. 5 lakhs.

Rs. 2 Lakhs


31. Forfeiture/with holding of EM/SM

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: These powers can be exercised without finance concurrence.


Divl. Officers

Depot Officer S. No


Sr.DMM/ DMM

SMM/ Depot

AMM/Depot

Rs. 2 Crores

Rs. 30 Lakhs

Rs. 5 lakhs.

Rs. 2 Lakhs


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

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: These powers can be exercised without finance concurrence.

Rs. 15 Crores.

Rs. 2 Crores

Rs. 30 Lakhs.

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.

SOP-08-SSS [24]

Rs. 15 Crores.

Rs. 2 Crores

Rs. 30 Lakhs.

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.


Divl. Officers

Depot Officer S. No

Particulars Authority COS CMM

Dy.CMM

SMM

AMM Sr.DMM/ DMM

SMM/ Depot

AMM/Depot

33 B Emergent printing jobs including printing of forms other than money value items, outside railway press, with associate finance concurrence (Emergency to be certified by DRM)

Rs. 10000/- per item subject to annual ceiling of Rs. 100000/-

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.

35 (a)

Waiver of recovery of liquidated damages and loss due to risk purchase

Board’s letter no. 77-79/RS(G)/779/29

Rs. 15,000/-

Rs. 15,000/-

Rs. 5000/- Rs. 2000/-

NIL NIL NIL NIL

SOP-08-SSS [25]

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)

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.


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.


Divl. Officers Depot Officer S.

No Particulars Authority

COS CMM Dy.CMM

SMM

AMM

Sr.DMM/ DMM

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 valueless 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

SOP-08-SSS [26]

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


Divl. Officers

Depot Officer S. No


Dy.CMM

SMM AMM Sr.DMM/ DMM

SMM/ Depot

AMM/Depot

39

POWERS FOR HIRING OF PRIVATE TRANSPORT

Full powers

Rs.50 Lakhs.

Rs.20 Lakhs.

NIL NIL NIL Dy.CMM/ depot – upto Rs. 20 Lakhs .

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

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

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



NIL NIL NIL Dy.CMM/depot – upto Rs. 40,000/-

NIL

SOP-08-SSS [27]

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/Limited tender for hiring of private transport for transporting railway material on the recommendations of tender committee.


Rs. 1 Crore

Rs.50 Lakhs.

Rs. 20 Lakhs

NIL NIL NIL Rs.20 Lakhs.

NIL


Divl. Officers

Depot Officer S. No

Particulars Authority


SMM/Depot

AMM/Depot



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

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

NIL 39.D Acceptance of Limited tender for hiring of private transport for transporting railway material without the recommendations of tender committee.


Note: 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.

Constitution of Tender Committee will be as under: (For Depot)

S.No Value Limit Acceptance by Tender Committee

Stores

Other Department

Finance

1. Upto Rs. 5 Lakhs. Dy.CMM/Depot Jr. Scale -- Jr. Scale

2 Above Rs. 5 Lakhs and upto Rs. 10 Lakhs. Dy.CMM/Depot Sr. Scale -- Jr. Scale

3. Above Rs. 10 Lakhs and upto Rs. 20 Lakhs.

Dy.CMM/Depot Sr. Scale Sr.Scale Sr. Scale

4. Above Rs. 20 Lakhs and upto Rs. 50 Lakhs.

CMM JAG JAG JAG

5 Above Rs.50 Lakhs and upto Rs. 1 Crore. COS SAG SAG SAG

SOP-08-SSS [28]

Note: B : Constitution of Tender Committee for Limited tenders would be as under

S.No Value Stores Accounts Other Department

Accepting Authority

Stores Finance

1. Upto Rs. 1 Lakhs. Jr. Scale Jr. Scale SAG

2 Rs. 1 to 5 lakhs Sr. Scale Sr. Scale SAG

3. Rs. 5 to 15 lakhs JAG JAG JAG SAG




SMM/ Depot

AMM/Depot

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

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

Full powers Full powers upto Rs. 5 Crores in each case

Full powers upto Rs. 2 Crores in each case.

Full Powers upto Rs. 50 Lakhs in each case.

NIL Sr.DMM, Rs.75 Lakhs in each case. DMM - NIL

SMM – NIL, Dy.CMM – Rs. 20 Lakhs in each case

NIL

SOP-08-SSS [29]

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

40 Powers relating to approval of quantities and

84/RS(G)/645/9 dated 24.05.85

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

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

SOP-08-SSS [30]

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.


signing of Non-Stock indents / requisitions by various departments

Railway Board's letter no. 2005/RS (G)/779/7 dt. 28/05/2007

Exceeding Rs. 10 lakhs.


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

Note: (i) All non-stock purchase at HQ will require consolidation and essentiality of purchase to be certified by at least SAG level officer of

consuming department in Headquarters. (ii) Non-stock requisition will require vetting as per extant instructions.

PART II STORES (GENERAL)

Headquarters Officers Divl. Officers Depot Officers S. No


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

SOP-08-SSS [31]

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)

Headquarters Officers Divl. Officers Depot Officers S. No


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. 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.

SOP-08-SSS [32]

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





Depot Officers S. No


Sr.DMM /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.

SOP-08-SSS [33]

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.




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. 1000/-

Rs.500/- 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


Depot Officers S. No. Particulars Authority

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

SOP-08-SSS [34]

M /DMM

(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



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.

SOP-08-SSS [35]




Sr.DMM /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.




Sr.DMM /DMM

Dy.CMM SMM AMM

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

SOP-08-SSS [36]

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 19

th

Oct. 1968.

Rs. 1 Lakh

Same as in Column 4

Same as in Column 4


d) Private Parties :-

i) Surplus unserviceable and obsolete Stores.

Rs. 1 Lakh

Same as in Column 4

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 or

Full powers upto 30 days.

Same as in Column 4

Same as in Column 4

Nil Nil Nil Full powers to grant extension of time upto 14 days for payment with levying full interest charges accrued

Nil Nil

(b) forfeiture of earnest money/lot

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

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



Particulars Authority COS CMM Dy.CMMSMM AMM Sr.DMM Dy.CMM SMM AMM

SOP-08-SSS [37]

/DMM

(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 suc hextension 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.

(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




Sr.DMM /DMM

Dy.CMM SMM AMM

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

SOP-08-SSS [38]

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.

Rs. 1 lakh per item subject to the recommendation of the survey committee

Rs. 25000/- for each item subject to the recommendation of the survey committee

Rs.10000/- for each item subject to the recommendation of the survey committee

Nil Nil Nil Rs.2000/- for each item without recommendation of the survey committee

Rs.2000/- for each item without recommendation of the survey committee (for officers holding independent charge)

Rs.2000/- 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. 1 lakh 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

c) Acceptance of excess/short Board's letter no. Full Powers Full Powers Full Full Powers

SOP-08-SSS [39]

Powers supply by depot officers without formal amendment to contract

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 branchor 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


Upto the limit of Rs.450/- or 3 months whichever is less

Note : 1. Finance concurrence is required for cases more than Rs.5000.

4 Hiring of material handling equipment by depot officers


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)

5. Powers of Divisional Stores Officers and Depot Stores Officers for purchase of items through normal mode

Board’s letter no. 85/F(S)/1/PW-7/1

Rs. 3 lakhs per case


Rs. 1lakh per case



Rs. 1lakh per case

SOP-08-SSS [40]

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. 1lakh per case

Rs. 1lakh per case


Rs. 1lakh per case

Rs. 1lakh per case

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

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: 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)

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

Board’s letter no. 85/F(S)/1/PW-7/1 dated

Rs. 5lakhs per case

Rs.2lakhs per case

Rs.1lakh per case

Rs. 5lakhs per case

Rs.2lakhs per case

Rs. 1lakh per case

SOP-08-SSS [41]

assistance. 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. 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.

part – i purchase headquarters officers divl. officers...

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