CHECK LIST FOR CORRECT PREPARATION & SUBMISSION OF NON STOCK INDENTS: Compliance details No Particulars Yes No NA

A Preparation of indent 1 Whether essentiality and consolidation certificate attached as per DGM circular? 2 Whether all columns in indent filled up ie main, P.L. group, sub group, demandno&Date etc? 3 Whether the indentor/consignee details are correctly given along with code? 4 Whether allocation is furnished correctly? 5 Whether quantity, rate, unit of purchase and value indicated both in figures & words? 6 Whether the correct and full description is furnished for tendering purposes with the details

of latest specification and drawing including amendments if any?

7 Whether sufficient copies of drawing /specification enclosed to enable floating of e-tender? 8 Whether purpose of purchase with office seal of indentor is furnished? 9 Whether justification for non-stock indent is enclosed wherever necessary? 10 Whether the indented description matches with the budgetary offer 11 Whether last purchase details like LPR,firm’s name & PO nos /likely suppliers are furnished

along with full and latest postal address, email, fax etc?

12 Whether Non stock certification issued by depot officer? 13 Whether Special conditions like delivery schedule, packing, shelf life etc if any indicated? 14 Whether Bill Passing / Bill Paying Officer clearly indicated in the indent? B Finance vetting, funds provision and competent authority sanction 15 Whether associate finance vetting is obtained as per latest SOP (for safety items > 2 lakhs and

other items > 1 lakhs)?

16 Whether funds provided and certified in the current financial year? 17 Whether copy of A/c check note on vetting and compliance there of furnished? 18 Whether budgetary offer received from manufacturers, authorized dealers or agents enclosed

(in case of first time purchase)?

19 Whether sanction of competent authority is enclosed as per latest SOP of Stores matters? Whether indent is signed by competent authority as per SOP of Stores Matters ( in Rs.)

Jr.Scale Sr.Scale JAG CWM/SAG/ADRM CHOD/PHOD of user Dept in HQ

20

Upto 10000 Upto 50000 50000 – 2 Lakhs 2 - 10 Lakhs Above 10 Lakhs

C PAC items 21 Whether PAC in standard form submitted in case of PAC items? 22 Whether PAC is unqualified one (ie ) 6b & 6c of PAC certified?

Whether PAC is signed by the competent authority, as per the following norms :

PHOD/CHOD SAG Officer JAG / SG Indenting Officer

23

Above Rs.3 Lakhs Upto Rs.3 Lakhs Upto Rs.75,000 Upto Rs.25,000

24 Whether demand is for OEM spares with manufacturer part No/Cat.No. and PAC given.? D Procurement restricted from approved sources 25 Whether RDSO/DLW/CLW/ICF/RCF approved source item? 26 Whether BHEL/ABB/ELGI/MICO price list /agreement item? 27 Whether centralized procurement item i.e. Rly. Board/ICF/RSK/DLW/DMW/CLW? 28 Whether demand is for RSP work? (Advance copy of unvetted demand)? 29 Whether Safety/Vital/Passenger Amenity/Cleanliness item? E. Miscellaneous / General 30 If M&P item, reference to M&P sanction from Rly. Bd/GM’s out of turn furnished? 31 Whether for purchase of staff car, copy of specific Rly. Bd. sanction enclosed? 32 Whether any demand for the same item is pending? (if so give details) 33 Whether demand is urgent/emergent –certified by DRM/PHOD? 34 Whether RC item of DGS&D, Production unit of Zonal Rly.? 35 Whether corrections / alterations in demand are duly attested? 36 Inspection Agency – RDSO / RITES / DQA / Consignee specified ? 37 Sample if any required for feel,finish,texture etc indicated ? 38 Whether Unique Indent Number has been assigned ? 39 Whether “Material to be delivered to“ clearly indicated, if the same different from consignee 40 Whether Indent related to any other purchase? If so details furnished ?

Signature of the Indenting Official.

Encl: Delegation of powers for non stock demands, essentiality and consolidation certificate details, PAC format.

Delegation of powers for Non stock demands/requisitions ( Revenue & Planned Works)

(Authority: Railway Board letter No.2005/RS(G)/779/7 dated 28.05.2007; & GM/S.Rly letter No. G.203/P/III/Vol.II/Stores .03.08.2007 )

*** In case JAG / SG Officer is not posted then non-stock requisition to be signed by: ADRM for divisional requirements; CWM for workshop requirements; SAG Officer for construction and other requirements; In the absence of ADRM, DRM will be the Controlling/Approving Officer ** All non-stock purchase at Headquarter will require consolidation and certification for essentiality of purchase and finance vetting as laid down in Board’s letter no: 2007/RS(G)/779/1 dated: 16-02-2009 as detailed below The value limits for financial vetting of non-stock demands will be as under: S.No Item Delegation

a. Vetting of non-stock demands/ requisitions

1. For safety items -above Rs. 2 lakhs, (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. 2. For items other than safety items-above Rs. 1 lakh.

All Non-stock purchase at depot/divisional level will require essentiality of purchase as follows: 1. For Safety items -Essentiality Certification for requisitions valuing upto Rs.2 lakhs by field level

officer at JAG/SG level and for requisitions exceeding Rs.2 lakhs by field officer at SAG level i.e. CWM/ADRM/DRM etc..

2. For items other than safety items -Essentiality Certification for requisitions valuing upto Rs.1 lakh by field level officer at JAG/SG level and for requisitions exceeding Rs.1 lakh by field officer at SAG level i.e. CWM/ADRM/DRM etc..

3. All Non Stock purchase at Head Quarter will require consolidation & essentiality of purchase to be certified by at least SAG level officer of consuming Department in Headquarter.

4. The vetting is deemed to cover both concurrences for the procurement as also the certification of funds availability.

5. All N.S. Indents for HSD Oil/Furnace Oil and coal used for traction purposes will be prepared by Chief OS/Fuel as indentor, AME/Fuel as Controlling Officer and DY.CME/P&F will be the

approving Officer.

Level of signing of Non-Stock requisitions / indents for procurement through-Local Purchase / Spot Purchase, Tenders at Divisional / Depot

level, Tenders at HQ level **

No Value of Non-Stock requisition *

Indenting Official / Officer

Controlling Officer

Approving Officer Finance Vetting

1 2 3 4 5 6

1 Upto Rs.10,000/- only in value.

Supervisor / Dealing Clerk

Sr.Supervisor/ Section In Charge

JS Officers & SS officers in absence of JS officers.

Not Necessary

2 Above Rs. 10,000/- & upto Rs. 50,000/- only in value

Sr.Supervisor/Asst. Officer

Asst. Officer SS Officers & JAG/SG officers in absence of SS officers.

Not Necessary

3 Above Rs.50,000/- & upto Rs.2 lakhs only in value.

Asst.Officer Sr.Scale JAG/SG Officer *** As given below

4 Above Rs.2,00,000/- & upto Rs.10 lakhs only in value.

Asst.Officer/ Sr.Scale

JAG/ Branch Officer

CWM/ ADRM/SAG Officer of the user Department

As given below

5 Above Rs. 10,00,000/-

Sr.Scale Branch officer/JAG

CWM/ ADRM/SAG

CHOD/PHOD of the user department in HQ.

As given below