1 2 3 4 5 6 7 8 sanction of estimates - indian...

WORKS

S.No. Description of Item Authority PHOD/CHOD HOD Dy.HOD Senior Scale

1 2 3 4 5 6 7 8 1 Ordinary repairs and maintenance to Chapter VII of Engg. Full powers Full powers. Full powers Nil Nil

service buildings, staff quarters, water Code. supply, sanitation installations, work shops & sheds chargeable to revenue for which, budget allotment has been made.Note: 1. These powers are to be exercised without Finance Concurrence.2. The rules relevant to preparations of estimates should be followed

2 Sanction of Estimates Item No.40(1)(a) of Bd's Full powers Full powers Full powers Nil Nil

Sanction of estimates chargeable to Capital lr No.F(X)II/97/PW/4 Dt: Upto Rs.8 crores in Upto Rs.5 crores Upto Rs.50 lakhs Fund; Depreciation Reserve Fund, Develop 16.9.97& No.F(XC)II/2000 each case. in each case. in each case. ment Fund and Open Line Works Revenue PW/2 dtd.27.6.00, 9.5.01 (for the works itemised in the works Progra- and 30.4.02. mme or approved by the higher authority or included in list of approved works). Note:1. Finance vetting is necessary.2. Work to be administratively approved by the competent authority.

4. Material Modification : All material modification should be put upto GM for sanction. Where Railway Board's sanction is required, the case should be routed through GM.

3 Estimates for Deposit Works: Para 1417 of Mecha- CME- Rs.25 lakhs Nil Nil Nil Nil To sanction estimate for works chargeable nical code & item 46 only. to other Govt. Department, Local bodies or of GM's SOP. private individuals.Note :-1. Finance vetting is necessary.2. The estimated amount for the work should be deposited with RWF before commencement of the work.

Jr. Scale/ Asst. Officer

3. This power will also apply for sanction of sub-estimates or detail estimate which may form part of a work, the abstract estimate of which has been sanctioned by higher authority.

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4 To sanction an excess over estimate Chapter VII of Engg. CME - Full powers Nil Nil Nil Nil for deposit works. Code. provided original

Note: 1 Finance vetting is necessary. 2 The excess cost should be fully deposited by the applicant in advance.

5

a)

Nil Nil

b)

Nil Nil

c) Survey Estimates

Nil Nil Nil Nil

d) M&P estimates

Nil Nil Nil

Note1. Finance Vetting is necessary.2. Provisions contained in Item No. 40(2) of G.M's delegation of powers shall apply.3. No powers to incur any excess over the percentage provision for works, establishment and general charges.

estimate has been sanctioned by him

Sanction of excess over estimates (sanctioned by higher authority) at the time of preparing revised/completion estimate.

Other than M&P and surveys ( for itemised works and LAW items )

Due to cost escalation upto 50% of the original estimate

Due to cost escalation upto 50% of the original estimate

Due to cost escalation upto 50% of the original estimate Other than M&P and surveys ( for itemised works

and LAW items ) Other than cost escalation upto 10% of the original estimate.

Other than cost escalation upto 10% of the original estimate.

Other than cost escalation upto 10% of the original estimate.

Item No. 40(3) of GM's delegation.

Upto 20% of the original estimate

Item No. 40(2)(2) of GM's delegation.

Full powers upto 30% of original cost or Rs. 25 lakhs whichever is less

Full powers upto 20% of original cost or Rs. 15 lakhs whichever is less

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5. These are the overall variations in the original estimate and cannot be exceeded even if more than one revised estimate is sanctioned.6. This delegation will not affect rules in force regarding material modification in para 1109 to 1113 of Engg. Code.

6 To incur expenditure on trial & experimental Para 587 & 740 of CME - Full powers Nil Nil Nil Nil

works and special works chargeable to reve- Finance Code. Upto Rs.2 lakhs in nue within the sanctioned budget allotment & each case. subject to restrictions imposed by the Code Rules, Rly Board & G.M. from time to time.Note: Finance concurrence is necessary.

7

To sanction completion Report for a work Nil Nil

Note: 1 While preparing completion report brief explanation should be furnished for: (I) Excess of not less than 10% or Rs.25000 whichever is less, over the estimated provision under each sub work. (ii) Saving of not less than 20% or Rs.1 lakh whichever is less, occurring under any subwork. 2. These powers are subject to the variation being within the powers of sanctioning authority for excess over estimate. 3. All CRs should be reconciled with Works Register and Accounts vetting obtained.

8 TENDERS/CONTRACTS/AGREEMENTS: Item No.47 of Board's Full powers Full powers Upto Rs.50 lakhs Nil Nil To invite open tenders in respect of sanction- letter No.F(X)II/97/PW in each case ed work except zonal contracts. 4 dt 16.9.97. Note: 1 Tender conditions to be standardised for different types of works. Finance concurrence is necessary if deviations are resorted to in the standard formats. 2 Prior finance concurrence is necessary for two packet system and tenders invited for consultancy. For entering into consultancy contract, GM's personal approval is required.

4. For other than LAW items these powers are subject to the condition that the total cost of works (including the excess) does not exceed the powers of the original sanctioning authority. For LAW items the total cost including excess should be regulated as per the provisions contained in Item No. 40(2) (i) and 40(4) (ii) of GM's delegations of powers.

7. Revised M&P estimates involving material modification costing more than Rs. 5 lakhs each have to be referred to Railway Board (Authority : Board's letter No. FXII/94/PW/3 dated 2.8.95).

Para 1706 of Engg. Code

Full powers in respect of works sanctioned by them



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3 Prior approval for calling tenders may be obtained from the competent authority who can accept such tenders. 4 All tenders involving foreign exchange should have prior administrative approval of GM.

9 To call for special limited tenders for Rly Board's letter Upto Rs.30 lakhs Nil Nil Nil Nil works. No.94/CE-1/CT/4 in each case for

dt 17.10.02. works of specialised nature only.

Note: 1 This requires finance concurrence. 2 Notwithstanding the provision above, competent authority may invite open tenders in the following circumstances:- a) In the event of insufficient response to tender from contractors borne on the approved list. b) When the work is of special nature and contractors with requisite experience are not available on the approved list. c) When ring formation is suspected. 3 Tenderers from whom SLT are to be invited should preferably be more than six but not less than four.

10 To dispense with tender and to invite Rly Bd's letter No.94/ Upto Rs.2 lakhs in Upro Rs.2 lakhs in Upto Rs.1 lakh in Nil Nil and accept quotations. CE-1/CT/4 dt 17.10.02 each case subject each case subject each case subject

to overall annual to overall annual to overall annual limit of Rs.10 lakhs limit of Rs.10 lakhs limit of Rs.5 lakhs per financial year. per financial yr. per financial yr.

Note: 1 Normally the powers to dispense with calling of tenders should be exercised sparingly. The circumstances under which quotations are to be called should be spelt out. 2 These powers will be exercised by the officers with their own admn. approval. No separate admn. approval is necessary. 3 Quotations should normally be invited atleast from three well experienced contractors/agencies not necessarily borne on the approved list.

5 These powers are to be exercised with Finance concurrence.

Zonal Contracts11.1 To call for open tenders in Civil Engineering Para 1209 of Engg. Full powers Full Powers Full powers Nil Nil

department only. Code Note: 1 Finance concurrence is necessary.

4 A register showing full particulars of works authorised through quotations will be maintained by the officer having powers to dispense with calling of tenders. The register may also be sent to associate finance while seeking their concurrence.

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2 The currency of zonal contract should be for a period of one or two years duration..

11.2 To accept tenders for zonal contract. Full powers Full powers Upto Rs.5 lakhs Nil Nil

Note :- 1. Finance concurrence is necessary.2. The currency of the zonal contract should be for a period of one or two years duration.

12 To issue Work Orders. Nil

Note:1. Finance concurrence is not necessary.2. Work orders of Rs. 1,00,001/- to Rs. 2,00,000 shall be issued by JAG officer with the approval of SAG Officer.3. The total value of work orders issued under zonal contracts should not exceed the contract value specified in the tender by more than Rs. 1 lakh or 20% whichever is greater.

13 To sign the contract and Rider agreement Para 1259E. Full powers Upto Rs.5 crores Upto Rs.1 crore Nil Nil on behalf of President of India in each case. in each case. provided award of contract has the sanction of the competent authority. Note: 1 Finance vetting of the agreement/contract is necessary. 2 Powers under this are to be exercised only after the acceptance of the tender by the competent authority. 3 Contract/Agreements are to be vetted by Law Officer where standard agreement does not exist.

5 Signing authority should be those empowered as per Ministry of Law Notification issued from time to time.

Para 1209 of Engg. Code

for 1 yr period & Rs. 10 lakhs for two year period

Rly Bd's letter No. 63/W2/OT/12 dt. 29.05.65 and No. 2001/CE-I/CT/17dt. 22.11.2001.

Upto Rs. 2 lakhs for each work

Upto Rs. 2 lakhs for each work

Upto Rs. 1 lakh for each work

Upto Rs. 25,000/- for each work

4 Rider Agreement to the main agreement shall be signed by the authority who signed the original agreement provided the approval of the accepting authority of the tender is obtained.

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14 Introduction of additional standard/ Nil Nil schedule items in contracts for works.

Note: 1 Finance concurrence is necessary, irrespective of the value.

3 . Providing suitable duly vetted special conditions in tender.

15 Introduction of new non-schedule Bd's letter No.87/W/1/ items in contracts. CT/10 dt. 17.3.88 & 94

CE-1/CT/37 dt 6.6.95.

15.1 Items which can be derived from SOR Full powers Full powers

Nil Nil

15.2 Items which cannot be derived from SOR Upto Rs.3 lakhs for Upto Rs.1 lakh for Upto Rs.25,000/- Nil Nil each item. each item. for each item.

Note : Applicable for Item 15.1 & 15.2. 1 Finance concurrence is necessary. 2 The excess should not exceed 25% of the original contract value. 3 The revised monetary value of the amended contract should not exceed their powers of acceptance of tender.

Board's letter No.87//W1/CT/10 dated 17.03.1988 and 94/CE.I/CT/37 dt. 6.6.95 and 94/CE-1/CT/4 dt. 17.10.2002

Full powers provided a) the excess does not exceed 50% of the original contract value and



b) the revised monetary value of the amended contract does not exceed their powers of acceptance



2 For the first 15% increase in the value beyond 25% of agreemental value, the rates will have a reduction of 2% in the incremental value of the agreement and for the next 10% increase in the value, rates will have an additional reduction of 2% in the further incremental value of the agreement.

Upto Rs. 25,000/- for each item

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4 In all cases, it should be ensured that the rates sanctioned for such non-schedule items are comparable to the rates for similar works executed in the area.

16 Para 1264 of Engg. concurrence before execution Code and Item 48 of of work. GM's SOP.

16.1 Mobilisation advance upto 10% of the Full powers as per Full powers as per Nil Nil Nil Contract value. accepted tender accepted tender

conditions. conditions.

16.2 Advance against new Machinery & Plant Full powers as per Full powers as per Nil Nil Nil Upto 10% of contract value or 75% of the accepted tender accepted tender value of the new Machinery and Plant conditions. conditions. brought to the site of work whichever is less. Note: Applicable for Items 16.1 & 16.2. 1. All advances mentioned above shall be subject to levy of interest as prescribed by Board.

4. Exercise of these powers is subject to value of the contracts being within their power of acceptance.

17 To extend the date of completion of Para 445-S & 1266 Full powers in res- Full powers in res- Full powers in res Nil Nil contract subject to the provision of and 1267 of Engg. pect of contracts pect of contracts pect of contracts Para 1266-E. Code. accepted by them. accepted by them. accepted by them Note: 1 Letter of extensions shall be signed by the authority who signed the original contract after obtaining the approval of the accepting authority of the tender. 2 Subject to the offer not having been accepted against the other lower offers in the tender in consideration of earlier date of completion. 3 The delay will not cause loss or damage. 4 If any or both the conditions (2 & 3 above) are not satisfied, such extensions shall be given only in consultation with finance after taking legal advise if necessary.

To the grant of Advance to contractors with Finance

2. In tenders for works which are capital intensive and of a specialised nature, if the estimated value of tender exceeds Rs. 1 crore and if the work warrants grant of advance, suitable provisions should be included in the special conditions of the contract. 3. The advance granted to the contractors should be recovered in full from the 'on account ' bill by the time the value of the works reaches 75% of the original value of the contract. No advance must be given against old Plant and Machinery.

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18 Refund of Earnest Money and Security Para 1261-E. Full powers in res- Full powers in res- Full powers in res- Nil Nil Deposit. pect of contracts pect of contracts pect of contracts

accepted by them. accepted by them. accepted by them.Note:

19 Forfeiture of Earnest Money & Security Para 1243 & 1244 of Full powers in acco- Full powers in acco- Full powers in acco- Nil Nil Deposit. Engg. Code. rdance with the pro- rdance with the pro- rdance with the pro-

vision of tenders & vision of tenders & vision of tenders & for contracts accep- for contracts accept- for contracts accepted by them. ted by them. ted by them.

Note: Finance concurrence is not necessary.

20 To impose or waive off penalty. Para 1267 of Engg. Full powers in Full powers in res- Full powers in res- Nil Nil Code & Clause-62 respect of contracts pect of contracts pect of contracts of GCC. accepted by them. accepted by them. accepted by them.

Note: Finance concurrence is necessary for waival of penalty imposed and for imposition of penalty not in accordance with contract conditions.

21 To cancel tender and/or terminate contract Para 1270 of Engg. Full powers in Full powers in Full powers in Nil Nil Code and Clause-61 respect of contracts respect of contracts respect of contracts of GCC. accepted by them. accepted by them. accepted by them.

Note: 1. Finance concurrence is not necessary if it is in accordance with the conditions of contract. 2. Notice for termination of contract should be signed and issued by an authority not lower in rank than the original signing authority. 3. Legal opinion should be taken.

22 To let out Railway building on hire to Para 1960, 1962 and Full powers Full powers Nil Nil Nil persons or bodies working in the interest 1964-E.of Railway eg.,Railway Co-operative

Finance concurrence is not necessary, provided maintenance period or guarantee period if any, is satisfactorily completed and there are no dues to be paid or recovered from the contractor.

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Societies, Co-operative Credit Societies Note:

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1. Rental charges except where specified by Railway Board will be fixed by Dy.CE with the concurrence of Finance. 2. An agreement shall be drawn between the tenant and the Railway Administration to be vetted by Law and Finance Branch.

23 To sanction expenditure on essential Board's letter No.94/ CME - Upto Nil Nil Nil Nil

new works (other than replacement, LM(B)/10/8 dated Rs.10,000/- in each repairs and maintenance) in officers' 27.5.94 Para 1904-E. case provided total bungalows. amount does not

exceed Rs.3 lakhs for the financial yr.

Note: 1 These powers are to be exercised with Fin. Concurrence

24 To sanction payment of rent and taxes Note under Para-1040 Full powers Full powers Nil Nil Nil of building occupied as offices. Finance Code.Note:Finance concurrence is necessary.

25 To issue plant from Engg./Mech.Plant Para 1906 & 1921- Full powers Full powers Full powers Nil Nil reserve works and on loan to other Railways, Stores code, Govt. Departments or Private bodies. Bd's lr.No.64/WE/CT/

55 dt 27.3.67 & 23.2.80

Note: 1. Finance concurrence is necessary. 2. Applicable hire charges shall be levied. 3. All precautions to safeguard Rlys property should be taken.

26 Supply of Water to RWF by Outsiders. Board's letter No.74/ Full powers Full powers Full powers Nil Nil

EB/3000 dt 14.1.75. Note: 1. Finance concurrence is necessary.

2 To ensure that the overall ceiling of Rs.3 lakhs is not exceeded, all cases including electrical works should be got entered in a register to be maintained by Dy.CE's office before obtaining sanction of the competent authority. Each case will be endorsed for admissibility.

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2. Should be exercised only during water scarcity and emergency. 3. Agreement should be vetted by Finance and Law Officer if it is not on standard form.

27 Water tap connection to outsiders including Board's letter No.74/ Full powers as per Full powers as per Full powers as per Nil Nil Railway contractor doing Railway work. EB/3000 dt 14.1.75. contract conditions contract conditions contract conditions Note: 1. Prior Finance concurrence & approval of General Manager should be obtained for providing water tap connection to outsiders where there is no contractual obligations.

2. All charges incidental in providing the facility to outsiders should be collected in advance. 3. The water charges at the rates accepted by the competent authority should be collected in advance. 4. Formal agreement shall be entered into in consultation with Law Officer.

28 Disposal of live and dead trees by sale Board's letter No.74/ Full powers. Full powers. Full powers. Nil Nil

or auction. EB/3000 dt 14.1.75. Note: 1. Finance concurrence is not necessary. 2. Reserve price should be fixed prior to sale/auction. 3. Reserve price should be reviewed by a JAG Officer once in 6 months.

29 Purchase of seeds and saplings for tree CME - Upto Rs.1 Upto Rs.50,000/- Upto Rs.25,000/- Nil Nil

plantation. lakh in each case. in each case. in each case. Note: 1. The above powers are to be exercised on one time basis during the plantations. 2. The procurement of saplings should be made from the Government Nurseries. 3. Programme for tree plantations should be approved by GM. 4. For purchases from other than Government Agencies, approval 0f Co-ordinating HOD should be obtained. 5. Finance concurrence is not necessary.

30 To sanction temporary electric connec- tions for lighting in Railway Institutes, Full powers Full powers Nil Nil Nil House of Railway employees and other areas on special occasions.

4. Approval from other concerned Central/State Govt. may be obtained before felling any tree.

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31 To sanction electric connection to contractors, shops, commercial organisa- Full powers Full powers Nil Nil Nil tions, banks, post office, schools & wel- fare organisation within RWF complex.

32 To sanction temporary electric connec- Full powers Full powers Nil Nil Nil tions for short durations to contractors in execution of Railway work in RWF premises. (Finance concurrence is not required if the connection is given in accordance with contractual obligations). Note: Applicable for 30, 31 & 32. 1.The estimated cost duly verified by Accounts should be deposited by the party before commencement of work. 2. No connection shall be sanctioned to any place under illegal occupation by Railway staff or outsiders. 3. Conditions laid down against item 52 of GM's SOP should be followed. 4. Supply should be utilised for bonafide requirements and power used in inescapable circumstances. 5. The energy consumption charges will be intimated by Dy.CEE to concerned for recovery of the same from contractors.

33 To Register the names of contractors in Board's letter No.94/ Full powers for Full powers for Full powers in Nil Nil

the approved list or to downgrade and CE-1/CT/4 dt 17.10.02 Class-A. Class-B & C. respect of Class-D delete the names. Note:

34 To transfer Machinery and Plant from Full powers Full powers Full powers Nil Nil one work to another. Note: 1. Finance concurrence is not necessary.

For works contracts the selection of contractors should be carried out by a Selection Committee as laiddown in Item 3.2 of Board's letter No. 85/WI(T)23-GCC dated 31.01.86, 10.02.87 and 88/CE-1/CT/74 dated 17.9.1997.

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35 Variation in the rates of items in Contracts Full powers Nil Full powers Nil Nilfor WorksNote:1. Prior Finance concurrence is necessary.

36 Variation in quantities specified in Contracts(other than Zonal Contracts) I) increase in quantities specified in contracts Nil Nil Nil

Note : 1. Prior Finance concurrence is necessary.

4. Suitable special conditions should be provided in the Tender.

7. For Zonal Contracts refer Note under 11.2 of the schedule.

8. The powers are to be exercised subject to provisions in para 441 to 443 of Stores Code.

Para 1265(b) of Engg. Code

Upto 50% excess of the original contract value in respect of contracts which can be accepted by them

Upto 50% excess of the original contract value in respect of contracts which can be accepted by them

2. Total value of the amended contract should not exceed the powers of authority who approved the original contract. In case of contracts awarded by GM and Rly. Board, CE/SAG/CN can approve variation upto 25% of the accepted tender value or Rs. 25 lakhs whichever is less.

3. For the first 15% increase in the value beyond 25% of agreemental value, the rates will have a reduction of 2% in the incremental value of the agreement and for the next 10% increase in the value, rates will have an additional reduction of 2% in the further incremental value of the agreement.

5. While processing the tenders, efforts should be made to avoid vitiation during execution due to variation in quantities. Should vitiation occur despite this the sanction of the competent authority as per single tender has to be obtained.

6. In cases where the revised value of contract exceeds 50% of the accepted tender value, the provisions contained in para 1265 - E and 1268 - E should be complied with and GM's sanction should be obtained in terms of Board's letter No. 94/CE-I/CT/37 dated 06.06.95 in consultation with Associate Finance.

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ii) decrease in quantities specified in contracts. Nil Nil Nil

Note :1. The contracting authority can decrease the quantity upto 25% in the individual items without Finance concurrence.

3. It should be certified that the quantities proposed to be reduced will not be required in the same work at a later stage.

Full powers in respect of contracts accepted by them.

Full powers in respect of contracts accepted by them.

2. For decrease in items beyond 25% of individual items or 25% of contract agreement, the contracting authority can do so after obtaining No Claims Certificate from the contractor and with Finance concurrence giving detailed reasons for such decrease in quantities.

4. It should be ensured that due to decreased quantities, tender is not vitiated. In case of vitiation of the tender, sanction of the competent authority as per single tender is to be obtained.

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Constitution of Tender Committee and Accepting authority for Works TendersValue of the tender Composition of Tender committee Accepting Authority

Executive Dept Sister Dept. Accounts

1 Upto Rs. 5 Lakhs Sr.Scale Nil Jr.Scale JA Grade2 Sr.Scale Nil Sr.Scale JA Grade

3 Sr.Scale Sr.Scale Sr.Scale JA Grade

4 JA Grade JA Grade Sr.Scale SA Grade

5 JA Grade JA Grade JA Grade SA Grade

6 Above Rs.2 Crores up to Rs.8 Crores SA Grade SA Grade SA Grade GM

7 PHOD PHOD PHOD GM

Note:-

2. For acceptance of tenders for Zonal Contracts, kind attention is drawn to item 11.2.3. Tender Accepting Authority shall decide the sister department.

Sl.No.

Above Rs.5 lakhs and up to Rs.10 lakhsAbove Rs.10 lakhs and up to Rs.30 lakhsAbove Rs.30 lakhs and up to Rs.50 lakhsAbove Rs.50 lakhs and up to Rs.2 Crores

Above Rs.8 Crores up to Rs.40 Crores

1. For SINGLE TENDERS - Constitution of tender committee and accepting authority should be at least one step higher than the members nominated in case of open tender/limited tender except where GM is the accepting authority.

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