The Estimate Sheet should be submitted in duplicate to COS' office one copy should be returned to the Depot alongwith an extract of estimate sheets Para S. Guidelines on filling up Contract Estimate Sheets.
However, in actual practice there may be variations. Cases may occur where the quantities ordered for the contract period prove to be either excessive or in-sufficient. The depots prepare their contract estimate sheet a few months in advance of the contract period. This gives an opportunity for an automatic review of the current contract period which is interim period for the next contract period.
Depending upon the actual position, requirements for the interim period and contract period should be calculated by the depot. There may be cases that the estimated requirement shown by the depot would be negative indicating that the depot is having excess stock. The estimated requirement submitted by the depot may also show variations from actual average consumption in the past. In all such cases the depot should give adequate remarks explaining the reasons for such differences.
True Issue. Proforma for Consolidation of Depot Estimate. The consolidation may be done on a suitable proforma which will be referred as "Contract Grouping and Allotment Form. Contract period Grouped by Checked by Guidelines on preparing Contract Grouping Forms. The complete information of all the depots for that item should be indicated on one sheet.
For the purpose of consolidating the demand as various depots the contract estimate sheet submitted by the depots should be examined critically. Variations between average consumption and estimated consumption as shown by the depots should be reviewed to assess its effect on inventory and modifications if necessary should be made. The position of covered and uncovered dues should be reconciled with the records of the purchase section namely History-cum-Rate Card S- and the position in the depot's sheets should be updated as required.
The list of surplus and overstocks available on the Railway should invariably be consulted. The consolidation may show a net requirement for the railway as a whole which will be required to be procured or it may show net availability of excess 'stocks plus dues' for the railway as a whole, which may be distributed to the depots.
Action for Procurement. For other items, procured directly by COS' office, the Grouping Form will be sent to the Purchase Section concerned for taking purchase actions. The Grouping form or an extract of it for part quantity for indents items will also be forwarded to the Purchase Section where an emergency purchase is required in view oflow stock position.
The Purchase Section will initiate purchase action and open a case with the contract Grouping Form or its extract. Advise to Depots. The duplicate copy of the depot's estimate sheet will also indicate changes made by COS' office in the depot's estimate. The Contract Grouping Form will indicate the actions being taken to meet depot's requirement.
It will also contain instructions for transfer of excess stocks from one depot to another, if necessary. Normally it will indicate the net quantity which is being procured for the railway as a whole as well as the various depots.
In cases where direct purchase action is being taken by COS' office, the copy returned to the depot should showthe case No. Submission of Recoupment Sheet by Depots.
The Depot will submit a recoupment sheet, in duplicate, to COS' office, for further procurement. The recoupment sheet will essentially include the same details which have been given under para S, except that there would be no estimated requirement for interim or contract period.
In lieu of the same the Depot will make recoupment for a quantity equal to "maximum". As the method of procurement suggests, there would be no time table for submission of the recoupment sheets and this will be submitted as and when an occassion arises. Variations between average consumption and estimated consumption should be reviewed and modifications, if necessary. The position of covered and uncovered dues should be reconciled with the records of the purchase sections, namely History-cum-Rate Card S and the recoupment sheet submitted by the depot should be updated as required.
Before deciding on procurement action, availability of overstock or surplus on the railway should also be checked up. Any quantity, which is required after scrutiny should be sent to the purchase section for initiating procurement action.
Advice to the Depot. The purchase section will! The other copy of the recoupment sheet will be sent back to the depot for information. This copy will show the position as corrected or modified in COS' office as well as case No. Review of Current Contracts. In such cases no further procurement action is necessary. On the other hand, the existing contracts for supply should be reviewed and outstanding quantities should be modified or cancelled as far as possible, keeping in view the contractual obligations.
Re-distribution of physical stocks available with the depots as well as quantities outstanding on contracts should also be done. Purchase Order No Modification Advice No From : Controller of Stores To. Dear Sirs,. All other terms and conditions remain unchanged.
A fresh Purchase will be arranged at your risk and expense if necessary. Item No. From To. Delivery Date This modification is issued subject to the conditions prescribed on the reverse. This modification is issued subject to the conditions that all taxes and duties if imposed during the extended period of delivery will be borne by the supplier.
For and on behalf of the President of India. Reasons for Cancellation :—. Not required. As you are unable to supply as per your letter quoted. As you have failed to supply. Annual contract quantity completed and the item has been closed. Please note that an amount equal to the liquidated damages for delay in the supply of the stores after the expiry of the contract delivery period shall be recovered from you for the extended period notwithstanding the grant of this extension.
You may now tender the stores for inspection in. Stores, if any, already tendered by you for inspection but not inspected will now be inspected accordingly. The above extension of delivery date will also be subject to the following further conditions:—.
Please intimate immediately your acceptance of the extension on the above conditions. Please note that in the event of your declining to accept the extension on the said conditions or your failure after accepting acting upon this extension to deliver.
The stores. The outstanding quantity of stores. Five copies of this form should be prepared and distributed, one to the Accounts Officer, Stores, one to the Inspecting officer, one to the Main Depot for the item of stores, and one to the Contractor, the fifth being retained as office copy.
Any such increase or decrease of quantities should be posted into the Position Cards S. Material Outstanding with Firms. It may, however, suit the supplying firm to leave the matter as it is, because of their having a more profitable avenue for disposal other than to the railway.
In order to deal with the matter in the most advantageous manner to the railway, such obligatory quantities should not be purchased as a matter of course, but timely notices should be issued requesting those firms, who wish the balance of any of the obligatory quantities to be drawn to notify the Controller of Stores, stating the quantity.
As the material so ordered does not represent the current consumption, particulars of such obligatory purchases should be noted on all relevant documents.
The completed Grouping Forms S. Similarly when there is an excess stock exceeding the requirements of the current and the new contract periods, the Grouping Forms should be forwarded to the Surplus Stock Section. Tender Schedules. Those items which are serially catalogued in the Price List of class to one specification, and which differ only in dimensions may be grouped in one tender schedule.
This has the advantage of making contracts more attractive to supplying firms, while at the same time reducing the number of contracts. The average rate, which is always available from the Price List should then be applied to each batch of forms S.
For the remaining batches of grouped items which aggregate to one thousand rupees or over, copies of the Tender Schedules for each group should be prepared and arrangements made for the letting of contracts or for the preparation and issue of excess stock distribution statements items by item to the Main Depot. Items Procured by a Central Agency. The indents will show distribution of quantity to the various consignees. Suitable endorsement instructing the central agency for forwarding copies of the contracts to the various consignees should also be given.
The list of such items received from other Railways should be also be taken into account. Wherever surplus or overstock exists, the same should be distributed to meet the requirements of the depots. Efforts should a 1 so be made to make use of surplus and overstocks as substitutes for requirement of other items also. Shop Manufactured Items. These items should be grouped on the Grouping Forms S. The manufacture of such articles is not to be put in hand, however, until the Depot Officers place Stock Requisitions on Workshops S.
These requisitions will be placed when the stocks teach the indicated minimum quantity. Acceptance of Tenders. Form No. All vendors supplying common use goods and services to Railways are advised to get themselves registered with GeM portal www. Quick Links. Other Useful Links. Checkout the links in the bottom strip of the page for more information and downloads.
All existing and prospective vendors interested to supply materials to the railways are requested to participate through Google online Video call link or link is also available on BLW official Website Vendor Information Tab North Central Railway is organizing a Vendor Meet on All our regular as well as prospective vendors are invited to attend this Vendor Meet. The vendor may contact at e-Mail pcmmhqncr gmail. Northern Railway is organizing a Vendor Meet on Our regular Vendors are cordially invited to attend this Vendor Meet.
Interested Vendors may contact through email on sudhir.
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