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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. 100/-
as cost of “Q’/ Registration form, Rs. 100/-
bearing cost of vendor Trade Group Book and Rs. 1000/-
as Registration Fee for Dealer/Trader/ISO certified/DGS&D registered
Firm etc 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. 1200/-
for ordinary post / hand delivery for 12 monrths
and Rs. 2000/- for registered post for 12 months )
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) and registration fee of
Rs.1000/- to the Chief Cashier/SERly. 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) and they are also advised to deposit Rs. 1000/ - as registration fee with Bulletin Subscription
as stipulated to the Chief Cashier/SERly/GRC .
(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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