ORGANIZATION
OF STORES BRANCH
COS
CMM
DY CMM/ Sr DMM
SMM/DMM
AMM
Ch OS DMS/DSK
OSI/ OSII WARD KEEPER
HC STORE
KHALASI
SC/CL
Stores Depots:
In Southern Railways , there are 5
Divisional stores set-ups and 23 stores depots (including 3 divisional stores
depots) spread all over the states of Tamil Nadu and Kerala. The stores depots
have been listed below with the place code and its location……
The stores department of Southern
Railway supplies nearly 14000 items of raw materials, spare parts and
consumables required for the maintenance of Railway assets and operation of
services through its 23 stores depots located at various locations in Southern
Railway. For enabling systematic management of the purchase and warehousing
functions all these items are categorized into 79 major groups with each item
being given a unified 8 digit price ledger number, all over the Indian
Railways.
Characters of 8 digits:
1, 2 digits Major groups; 3, 4 digits
Sub groups; 6, 7 digits Serial No
8 digits Check digit
DETAILS OF STORES
DEPOTS ON SOUTHERN RAILWAY
|
S.No
|
Place code
|
Office Name
|
Place/Station
|
|
1
|
00
|
General Stores Depot
|
Perambur
|
|
2
|
01
|
Loco Stores Depot
|
Perambur
|
|
3
|
02
|
Mechanical Stores Depot
|
Golden Rock,Trichy
|
|
4
|
07
|
General Stores Depot
|
Palghat
|
|
5
|
08
|
Diesel Stores Depot
|
Erode
|
|
6
|
09
|
Branch Stores Depot(Eng)
|
Arakkonam
|
|
7
|
10
|
Traction Stores Depot
|
Tambaram
|
|
8
|
11
|
Signal Stores Depot
|
Podanur
|
|
9
|
12
|
Press Stores Depot(Rly printing press)
|
Royapuram/Chennai
|
|
10
|
13
|
General Stores Depot
|
Erode
|
|
11
|
14
|
Divisional Stores Depot
|
|
|
12
|
17
|
Wagon Production
|
Golden Rock,Trichy
|
|
13
|
18
|
Diesel Stores Depot(Diesel work shop)
|
Golden Rock,Trichy
|
|
14
|
19
|
Diesel Stores Depot(Diesel shed)
|
Golden Rock,Trichy
|
|
15
|
20
|
General Stores Depot
|
Quilon
|
|
16
|
21
|
Electric Loco Stores Depot
|
Arakkonam
|
|
17
|
22
|
Electric Loco Stores Depot
|
Erode
|
|
18
|
23
|
Diesel Stores Depot
|
Ernakulam
|
|
19
|
24
|
General Stores Depot
|
Golden Rock,Trichy
|
|
20
|
25
|
Coach Maintenance Stores Depot
|
Basin Bridge/Chennai
|
|
21
|
26
|
Diesel Stores Depot
|
Tondiarpet/Chennai
|
|
22
|
27
|
Traction Stores Depot
|
Avadi
|
|
23
|
28
|
Carriage Stores Depot
|
Perambur
|
Purchase Section
|
Group Of Stores
|
Description Of Stores
|
04
|
30,32,33,34,36
|
Carriage and wagon spares
|
44
|
37,38,39
|
Carriage and wagon spares
|
WP
|
37,38,71,73
|
Wagon production
|
21
|
00 to 09
|
Steam loco spares
|
31,35
|
E.M.U. coaches, B.G and M.G. spares
| |
13
|
10,15
|
Diesel loco spares
|
28
|
12
|
Diesel loco spares
|
43
|
11
|
Diesel loco spares
|
29
|
13,14
|
Diesel loco spares
|
01
|
74,84
|
Wire ropes, chains, oil lamps, buckets, refractory, asbestos and class sheets
|
60,85
|
Track maintenance tools, ball and roller bearings
| |
06
|
82,83
|
Hospital equipments and stationary
|
09
|
75,91
|
Rubber, plastic, canvas and leather goods non-ferrous metals
|
27
|
79
|
Cloth, personal equipments, cotton and woolen products
|
40
|
77,81
|
Paints, enamels acids, chemicals
|
10
|
80,86,92
|
Petroleum products, fire fighting equipments, coal, coke fuel oil
|
93
|
Timber
| |
11
|
42
|
General electrical fittings
|
45
|
Train lighting cells, train lighting items
| |
12
|
40
|
Cables, conductors and wires
|
41,43
|
Insulators and insulating materials, electrical measuring instruments
| |
46,47
|
Electrical sub-station transmission and distribution equipments, electrical machinery and parts
| |
26
|
25,28
|
A.C.loco spares
|
05
|
50
|
Telegraph and telephone equipments and spares
|
52,54,55
|
Wireless and electronic equipments, mechanical signal and inter-locking equipment, single and double wire
| |
07
|
70,78
|
Abrasives, furniture, kitchenware
|
71,72
|
Brushes, bamboo products, small tools
| |
73
|
Hardware fasteners, rivets, bolts
| |
14
|
90
|
Metals, ferrous and Ferro alloys including wires
|
16
|
65
|
Plants and machinery including cranes
|
66,76
|
Spares for plant and machinery, electrodes, cutting and welding accessories
| |
67
|
Road motors, auto-trucks, material handling equipments and spares
| |
35
|
56,61,62
|
Electrical signal equipments, building material pipes and pipe fittings
|
STORES
ACCOUNTS
DY
FA&CAO/Stores
Sr AFA/Sales,
Sr AFA/GSD, Sr AFA/IC
FINANCIAL CONTROL OVER STORES EXPENDITURE – STORES
FINANCE SECTION
I.
TENDER OPENING
Representatives from Stores Finance – generally
Section Officers are to witness the opening of bulletin tenders daily. Besides
witnessing the opening of the tender boxes by the staff of stores branch, they
must certify the offers group wise by rounding of the commercial terms like
rate in figures and words, freight, FOR/FOB, payment clauses, any
correction/overwriting/modification is duly authenticated by certified signatory.
II.
QUANTITY VETTING
Vetting of Indents/ANEs: 
Stock Item:
1.
A-Category: vetted by Associate
finance. Quantity tendered to be
verified with respect to expected annual consumption (EAC) approved by
COS/CMM. Buffer is taken for 1 month and
for Safety/Vital items it is 2 months.
If EAC being adopted is more than 10% of the last three year’s annual
consumption, then it is to be indicated in the observation while verifying the
tabulation statement.
2.
B-Category: Vetting not required. Buffer is taken for 2 months and for Safety
item it is 3 months.
3.
C-Category: Quantity tendered to be verified with respect
to EAC approved by competent authority.
Vetting of Non-Stock Items Indents
1.
In terms of Railway Board Lr No
2007/RS(G)/779/1 dt 16-10-08, vetting of NS demand requisition is required only
for Safety items above 2 lakhs and 1 lakh for other than Safety item.
2 lakhs and 1 lakh for other than Safety item.
2.
Essentiality certificate for
requisition of Safety item valuing upto 2
lakhs by Field officer at JAG level and above 2
lakhs for SAG level i.e. CWM/ADRM/DRM is needed.
2
lakhs by Field officer at JAG level and above 2
lakhs for SAG level i.e. CWM/ADRM/DRM is needed.
3.
Similarly, essentiality
certificate for requisition of items other than Safety items valuing upto 1 lakhs by Field officer at JAG
level and above 1 lakhs for SAG level i.e.
CWM/ADRM/DRM is needed.
1 lakhs by Field officer at JAG
level and above 1 lakhs for SAG level i.e.
CWM/ADRM/DRM is needed.
4.
Signing of PAC: Indenting
Officer – upto 25,000
25,000
i.
JAG/SG officer – 75,000
75,000
ii.
SAG officer – upto 3
lakhs
3
lakhs
iii. PHOD/CHOD – above 3
lakhs
3
lakhs
5.
In case of items required for
RSP, NS Indent has to be prepared invariably even if it is a stock item.
III.
TABULATION OF TENDER
As per the
MMIS (material management information system) programme, the vetting of
Tabulation Statement will be as under
•
If there are no special
conditions/PVC(price variation clause) etc., given by any tenderers on commercial
rate page, the IREPS (Indian Railway Electronic Procurement System) generated
tabulation statement duly signed by the tender opening official from Stores and
Stores Accounts shall be deemed as vetted tabulation statement and no further
vetting by Stores Finance is required.
•
However, any Brief Note
containing details of last purchase rate - LPR, availability of Option clause,
demand reference etc. should be got vetted from Finance before opening of
tenderers.
•
In case any updated manual
tabulation statement is required to be prepared for taking PVC/conditional
offer rate by tenderers with Account, such manual tabulation statement shall be
vetted by Accounts as per existing procedure.
Check Points
for verification of Brief Note:
•
Approval of competent authority
has been taken for floating a tender.
This should be verified with respect to SOP.
•
Description, drawing No.,
specification No. indicated in the demand to be verified with that tendered
•
Vetted original Indent is
placed on file and funds duly certified (more than 1 lakh).
1 lakh).
•
Original Indent is placed on
file and with funds duly certified (less than 1 lakh).
1 lakh).
•
Newspaper clipping is available
of file. The description of the item
therein should match with that tendered/indented.
•
In case of amendment to the
tender, copy of Corrigendum is available on file.
•
In case of Limited/Special
Limited tender attention of all approved sources has been drawn.
•
Special conditions enclosed to
the AT form to be highlighted while verifying the tabulation statement.
•
Tender documents not signed by
the tenderers and teem with financial implications not rounded off by the
tender opening officials should be brought out in the observations while
verifying the tabulation statement.
•
Counter offer with regard to
the tendered description quoted by tenderers, if any, should be specified.
•
Details of LPR/rate from
neighboring Railways have been incorporated in the tabulation statement duly
placing copies of the same in the case file.
•
Tenderers who quote
FOR/Destination to be highlighted while verifying the tabulation
statement. Split up of costs to be
called for purposes of bill passing.
•
Special conditions such as
SVC/PVC/FM/LD/ MODVAT/Discount clause have been highlighted.
•
Level of TC to be indicated as
per SOP.
•
Briefing Note to accompany
Tabulation Statement for Sr.Scale TCs onwards.
COS office Lr.No.S.232.P.2G &P dt.20-06-06 to be followed.
•
All sheets of the Tabulations
Statement have to be signed after verification.
IV.
VETTING OF DRAFT PURCHASE ORDERS
Two types of
POs are vetted by Stores Finance.
- More than 10
lakhs: Purchase involving more than
10
lakhs are finalized through a constitution of Tender Committee.
POs are made out with reference to TC
recommendations and acceptance.
- Less than 10
lakhs: Purchase involving less than
10
lakhs are directly finalized without going through the procedure of Tender
Committee.
- The above powers are
applicable only for Stores Branch and Stores Items of Civil Engineering
Branch.
- Medical Branch has
separate powers of delegation.
The
following points are to be scrutinized while vetting a PO.
•
PO has been prepared as per TC
recommendations and as per the orders of the accepting authority.
•
It should be ensured that there
are no contradictions between the PO and the Company ’s offer and subsequent
letters withdrawing/modifying certain clauses/conditions based on the Railway’s
request.
•
PO terms and conditions viz.,
destination i.e. FOB, FOR destination etc., inspection agency i.e. RDSO,
RITES/Consignee, period of delivery, IRS conditions of contract, price, PVC
formula should be specified, applicable rate of ED and CST, freight cost, SVC,
MODVAT, payment terms, mode of despatch, EMD/SD, Guarantee terms, validity of offer
etc.
•
Counter offer acceptance has
been received from the Company s. POs
should not be placed unless the counter offer has been accepted by the Company unconditionally.
•
As per the Indian Contract Act,
an offer when accepted becomes a promise/contract. Therefore, in order to convert a proposal
into a contract, the acceptance should be absolute and unqualified.
•
An acceptance introducing new
terms or conditions varying from that of a proposal amounts to a counter
proposal and rejection of the original offer unless the party making the
proposal renews it or agrees to suggested modification.
•
In case of Stock items,
availability of funds is to be ensured.
•
If the value of the Non-stock
PO is more than that of the Indent on account of rate, revetting of Indent is
not required only additional funds have to be certified by the consignee. However, if the increase is on account of
quantity, then, revetting is required.
•
Developmental/Trial order
should be boldly indicated on the PO.
•
If Option clause is available
or not should also be indicated.
•
Risk purchase and details of
original POs should be clearly mentioned in the Risk purchase tender POs.
•
In case a Company does not accept certain conditions of advance
acceptance letter, POs should not be vetted and referred back to the TC.
Vetting of
POs valuing less than Rs.10 lakhs
These
comprise of POs where there are no TC for these cases and are prepared with
reference to the Company ’s offer.
•
The role of Accounts officer in
vetting in such POs acquires greater significance because these are the cases
which are accepted directly by the Purchase officer and they have not been
deliberated upon by a TC.
•
The following points are to be
scrutinized.
•
Description/specification
furnished are complete
•
Corrections made in the demand
have been attested
•
Demand is vetted if the value
exceeds Rs.2 lakhs in case of Safety item and Rs.1 lakh in case of other than
Safety items.
•
Quantity has been reviewed
•
Acknowledgements for limited
Tender/Bulletin Tender have been placed on the file
•
List of quality spares/RDSO
sources/ICF sources have been placed on the file
•
Status of offer
(solicited/unsolicited) with respect to
registration for the subject rate growth.
•
Rate reasonableness
•
Reasons for passing over and
acceptance of offers have been recorded on each offer as well on noting side
•
Samples have been submitted if
required
•
Technical suitability has been
obtained
•
PVC has been updated
•
Funds certification incase of
Non-stock item has to be certified by the consignee.
•
In case of Single offer for a
Limited/Bulletin tender, Urgency certificate has to be given by a officer not
less than the grade of SAG for above Rs.50,000 and by JAG for below Rs.50,000.
•
Apart from the above, rate
reasonableness should be certified and the enquiries should have been sent to
all the earlier suppliers and acknowledgements to be placed on the file.
•
If the value of Non-stock PO is
more than that of the Indent on account of rate, additional funds have to be
certified. However, if the increase is
on account of quantity the Indent has to be revetted by Associate finance.
•
NS requisition is to be countersigned
by competent authority.
•
Freight breakup given in case
of FOR destination, inspecting agency indicated, payment terms, price
preference/time preference, Standard Variation clause, SD, EMD, collection/waiver etc.
V.
FINANCE CONCURRENCE OF MISC PROPOSALS
Stores Finance section vets modifications
to purchase orders MPOs in all cases where financial implications are
involved. The following situation could
arise during the currency of contract and which will lead to modification of
POs.
•
Extension of delivery period
and the funds have to be booked to a different financial year as compared to
the original booking.
Check points
in the MPO while exercising 30% Option clause:
•
Contract is live i.e. delivery
exists or supply are yet to be completed.
•
30% Option clause is available
on the original PO
•
Demand is available and is
placed on the fie.
•
Approval of competent authority
has been obtained for exercising the Option clause.
•
Whether any tender for similar
item has been finalized subsequently at a lower rate.
