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VENDOR REGISTRATION INFORMATION.
MATERIALS MANAGEMENT AND ITS APPLICATION IN INDIAN RAILWAYS.
Materials Management is related with
materials requirement by an organization to carry out its different
activities. By greater efficiency in materials management, an organization
can yield better result with proper utilisation of materials and manpower
planning. As head of this materials management department, namely Stores
Department, the Controller of Stores of S.E. Railway supervises all activities.
The South Eastern Railway’s Jurisdiction has been divided into four
divisions namely Adra, Chakradharpur, Kharagpur and Ranchi. The SE Railway have stocking Depot
at various places for different users covering all four divisions and major
workshops within its jurisdiction. The Stores Department maintains a list
of approved suppliers on the basis of Trade Groups. The Stores Department
adopts different mode of procurement for a wide range of item covering-
1)
DSL Loco spares, 2) Elec. Loco & EMU spares, 3) Carriage & Wagon
spares, 4) General Elec. & Traction distributions spares, 5) Signaling
& Telecommunications Spares, 6) Machine & Plant spares of various
kinds. 7) Clothing, tools, Electrodes, Paints and other General items, 8) Petroleum,
Oil & Lubricants, 9) Steel item including structural.
The
various mode of tendering is as given below:-
1)
Bulletin Tender: - A Bulletin is published every week for items required
and registered firms with SE Railway are invited to quote.
2) Limited
Tender: - Enquiries are issued to selective proven sources for special
items.
3) Advertised Tender; -
Advertised in leading national and regional newspapers.
4) PAC Purchase i.e,
Single Tender: - Where only one source exists.
Registration
of Vendor.
The
Stores department always encourages firms who come for vendor registration.
The vendors, who are either manufacturer or dealer/ trader, have to apply
to the COS/SER Rly/GRC requesting for enlistment as approved sources of
various spares as mentioned above.
Registration
/ Renewal of registration is done very carefully to improve supply source
and monetary limit is recommended on the basis of capacity cum capability
as under:-
A
-- Above Rs. 15,00,000/-
B
-- Above Rs. 10,00,000/- and upto Rs. 15,00,000/-
C
-- Above Rs. 5,00,000/- and upto Rs. 10,00,000/-
D
-- Above Rs. 2,50,000/- and upto Rs. 5,00,000/-
E
-- Above Rs. 1,00,000/- and upto Rs. 2,50,000/-
F
-- upto Rs. 1,00,000/-
Registration
Information
The firm, who is interested to get registered with SE Railway but does not
have its office/ factory in the geographical area of SE Railway, should get
themselves registered with respective Railways under whom the jurisdiction
lies. Before registration with SE Rly, the respective zonal Railway will be
asked for confirmation of the firms registration at that Railway. For such
firms who are under the working area of SE Railway, the following
information will be of great help.
A) Criteria for Registration of a
New Firm.
(I)
FOR THE FIRMS WHO ARE ALREADY REGISTERED WITH NSIC.
The intended NSIC registered firms should apply on their
letter head to the COS/SER/GRC with copy of valid NSIC certificate,
detailed company profile and VAT registration No. requesting issue of
“Q”/ Registration form. NSIC Regd. Firms are issued Registration/Q form
free of cost. The Registration/Q form alongwith other documents should be
deposited with respective NSIC unit who in turn will forward the same to this
Railway.
(II)
For SSI Units:-
SSI
Units are advised to get NSIC Purchase Enlistment Certificate from local
branch first and then approach as per normal procedure laid down for NSIC
registered firm.
(III)
For the firms who are registered with ICF, RCF, DGS&D, CLW, DLW,
RDSO, or ISO certificate holder:-
The firm should apply to the COS/SER/GRC with notarised copy
of valid certificate, as the case may be. If Railway finds the requesting
firm as prima facie eligible, firm will be advised through a letter to
deposit Rs. 10/- as cost of “Q’/ Registration form, Rs. 40/- bearing cost
of vendor Trade Group Book and Rs. 50/- as Registration Fee under head of
allocation No. Z-650- (COS) with the Chief Cashier/SER/GRC/Kol-43. The
amount may deposited either by cash or DD or Money Order. The original
Money Receipts, issued by the Chief Cashier have to be submitted by the
firm to get Registration/Q Form and Vendor Trade Group Book. The Firm may
send the original MR by post also. The Registration/Q form along with the
Vendor Trade Group Book will be send by post.
(IV)
For the Firms who are authorised Dealer/ Distributor/Agent of
a Principal Company.
The Firm may also apply to the
COS/SER/GRC with copy of valid dealership/ distributorship certificate of
the Principal Company alongwith audited Balance Sheets and P/L Account for
last two years.
After going through the documents the Railway will decide
whether the firm should be registered or not. In case of registration, the
firm will be advised to deposit Rs. 100/- to the Chief Cashier as per
denominations clarified in para (III).
In all cases, the Registration/Q form should be filed up
in ink and no column of the form should be left blank. The proprietor or
all partners or authorised signatory of a partnership firm or Director
should sign on every page of the Registration/Q form with office seal. All
documents accompanying Registration/Q form should be attested by Notary.
DOCUMENTS
TO BE ATTACHED WITH THE REGISTRATION FORM (MANDATORY)
(a)
Trade Licence/Factory Licence.
(b) Documentary evidence of
ownership of land and building of office premises & factory premises or
rent receipt.
(c) Affidavit for ownership of
Plant & Machinery with list of M & P installed in the factory.
(d) Audited Balance Sheets and
P/L Account for last two years.
(e) Performance Statement.
(f) Notarized copy of
registration certificate with other Railways, products units, DGS&D,
RDSO, ISO etc.
(g) Partnership Deed.
(h) Original current Banker’s
certificate or notarized copy.
(i) For limited
company a memorandum of Articles of Association.
(j) Clear valid
Dealership/ Distributorship certificate of a Reputed Principal Company.
When
the application is received, following confirmation will be obtained first
before proceeding further:-
i)
Confirmation from Principal Company with validity and description of item.
ii)
Confirmation from Banker.
iii)
Confirmation from Zonal Railway, if they belongs to that area.
After
getting confirmation, a Railway Officer is deputed to inspect the firm’s
office, Godown and other establishments to verify the capacity
cum-capability. The inspection report as submitted by the Officer will be
enclosed with final case and that will be sent to the competent authority
for approval for registration.
The
registration section of SER on receiving the above form and documents
scrutinizes carefully and intimate the firm to submit some additional
documents if that are required before decision for registration. If NSIC
registered firm come from other Zonal Railway confirmation is sought
confidentially from that Zonal Railway regarding particulars of trade
groups, monetary limit and firm’s performance. The complete file with
proper reference is then finally put up to competent authority for
registration in the respective trade groups as per NSIC items with monetary
limit. If approval is granted for registration of firm, the firm will be
intimated to deposit bulletin subscription (Rs. 800/- for ordinary post /
hand delivery and Rs. 1500/- for registered post) in a financial year to
the Chief Cashier/SER/GRC/Kol-43 under allocation No. Z-650 -(COS) either
in cash or by DD or Cheque. Initially, provisional registration is done for
2 years (24 months) and the Registration certificate is issued to the
vendor giving the following details and Weekly Stores Bulletin is issued to
them regularly:-
(1)
Registration No.
(2) Validity period of
registration.
(3) Monetary limit of Purchase
Order.
(4) Vendor Trade Group No.
(B)
Criteria for Renewal of registration:
The renewal of registration is done on
the basis of satisfactory performance as Certified by concerned purchase
officers. Renewal of registration is offered for a period of 3 years (36
months) if the competent authority grants renewal of registration.
(I)
For NSIC Registered Firm.
The firms are advised to submit all
documents well before expiry of validity of registration. Documents
required are mentioned below: -
a)
NSIC
Enlistment Certificate with current validity ( Notarized)
b)
Banker’s Certificate (Notarized).
c)
Affidavit for ownership of Plant & Machinery (Notarized).
d)
Performance Statement during registration period. The firms are asked to
submit list of tender participation during registration period if they did
not receive any order during that period.
(II)
FOR DEALERSHIP/
DISTRIBUTORSHIP FIRM.
In this case, the firm have to submit
following documents:-
a)
Valid copy of dealership/ distributorship certificate.
b)
Banker’s Certificate (Notarized).
c)
Audited Balance sheets and profit & Loss Account for last two years.
d)
Performance Statement during registration period. The firms are asked to
submit list of tender participation during registration period if they did
not receive any order during that period.
The
enlistment section seeks confirmation from Principal Company and Banker.
If
that are received in proper format and performance is certified as
satisfactory, the final case is put up to the Competent Authority for
renewal of registration. If approved, the firm is advised to deposit
bulletin subscription for 3 years (36 months). On receiving money receipt
in original, the revalidated registration certificate is issued with a
validity of three years.
(III)
The firms with DGS&D, ISO etc certificate holders.
The
procedure for renewal of registration is same as stipulated in sub para
(I).
(C)
ENHANCEMENT OF MONETARY LIMIT AND INCLUSION OF ADDITIONAL TRADE GROUPS.
When any application requesting the
proposed change for monetary limit and Trade Groups is received, it is
critically reviewed by the concerned officer and performance factors are
judged from purchase officers concerned. If it is found that the firm have
received orders with higher values, the request for enhancement of monetary
limit may be processed for approval from the Competent Authority. In
between if the firm has received and completed supply order for other items
belonging to other Trade Group and/or they have been registered with NSIC,
their request for additional TG can be considered.
(D)
THE ADVANTAGE BENEFITS OF REGISTRATION.
The Registered suppliers of this
Railway will get the following benefits:-
I)
Stores Weekly Bulletin indicating the demands of the Railway will be issued
to the supplier during the financial year.
II)
There is a scope for inclusion of their names against limited tender
enquiries issued for special and urgent items, from time to time.
III)
No earnest money is required to be deposited along with the tender.
IV)
No security deposit is required to be submitted for order upto the monetary
limit for which they are registered with the Railway.
(E)
SUSPENSION / DE-REGISTRATION OF THE FIRM.
(I) SUSPENSION
Many firms are found to be
functioning un-business like or indulge in unethical practice. As per
vigilance directives business with these firms will be immediately
suspended. The case will then be handed over to nominate investigation
Officer from Stores or other agencies. Based on the findings of
re-investigation, recommendation for stoppage or suspension of dealing or
de-registration and the period of penalty proposed to be imposed. These
recommendations will be acted upon and a show-cause Notice shall be issued
to the firm clearly indicating the charges framed and the firm will be
given 2-3 weeks times for reply. The decision will be communicated to the
firm and the case will be confidentially reported to Railway Board and
Vigilance Branch for information. The decision of Controller of stores will
be final and after completion of penalty period, revocation of the
registration will be automatic. However, if 3 years period has elapsed
between registration/renewal and date of completion of imposed penalty,
renewal process will commence.
(II) DE-REGISTRATION:-
A
show-cause notice will be issued to the firm when it is observed that
firm’s performance is unsatisfactory or when firm is involved in unethical
trade practices. Firm’s case will be processed for de-registration, if
firm’s reply is found not satisfactory, order for de-registration will be
communicated to the firm.
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