Indian Railway Codes and Manuals-Stores code- Vol-I-Chapter-6 (VI)
CONTRACTS ESTIMATES
601. Estimates
for Procurement.—The Controller of Stores has to estimate in advance the
requirement of each item he holds in stock with a view to make timely
procurement. The actual procurement may be through a Central
Agency (DGS&D, Railway Board etc.) or directly by the Controller of
Stores.
For items procured through a Central Agency the estimate
should be prepared on annual requirement basis to be submitted to the Central
Agency as per the schedule fixed by them.
The 12 months period for which the requirement is estimated
is called "Contract Period". The period between the date of
preparation of the Estimate Sheet and the beginning of the contract period is
called "Interim Period". Estimate of requirement is made
simultaneously for the contract period as well as Interim Period.
For items procured by the Controller of Stores directly,
the estimate may be on annual basis or on maximum/minimum basis as decided by
Controller of Stores.
ANNUAL PROCUREMENT SYSTEM
602. Time
Table.—Before the Controller of Stores can estimate the quantities required for
the interim period and contract period for the entire railway, he has:
(i) to obtain detailed information from the Depots of their
estimated requirements. (S-603 to 608 &615).
(ii) to consolidate the information thus obtained so as to
arrive at the total estimated requirement forth
Railway.(S610,611&616).
(iii) to review the current contracts for supplies of
stores in light of the actual balances of requirement known from these
estimates and with a view to modify the scope of supplies under these
contracts. (S 618).
For efficient working of the procedure a total time table
laying down the dates by which the several stages of the working of
preparation, scrutiny and consolidation of the estimates should be completed
should be framed by each railway. The time table will ensure that requirement
of various depots is simultaneously received in COS' office.
For convenience of work, this time table should be arranged
groupwise and should ensure that the work is distributed uniformally over the
year.
602 (A). Depending upon the time table fixed by the
Controller of Stores, the Depots in turn should decide upon their own time
table to ensure timely submission of their contract estimates to the Controller
of Stores.
603. Contract
Estimates of Depots.—The basic purpose of the annual estimate sheet is to
advise the requirement of Depot for the contract as well as interim
period. It should also contain adequate data so that checking
is possible in COS' office. A typical coverage of data
may be as indicated below:—
Depot
PL No.
Unit
Nomenclature
Contract Period
Consumption during last 3 years
During current year
Average rate of consumption
Estimated rate of consumption
(Reasons for variations, if any, between average
consumption and estimated consumption should be recorded).
Stock on hand
Covered dues
Uncovered dues
Estimated requirement for the interim period
Estimated requirement for the contract period
However where additional information is available in the
computerised system the extent of such information may be determined by the
COS.
The Estimate Sheet should be submitted in duplicate to COS'
office one copy should be returned to the Depot alongwith an extract of
estimate sheets (Para S. 617).
604. Deleted.
605. Guidelines
on filling up Contract Estimate Sheets.—Theoretically speaking the requirement
for the interim period should be NIL and for the contract period it should be
12 months average consumption. However, in actual practice there may be
variations. Cases may occur where the quantities ordered
for the contract period prove to be either excessive or in-sufficient.
The depots prepare their contract estimate sheet a few months
in advance of the contract period. This gives an opportunity for an automatic
review of the current contract period (which is interim period for the next
contract period). Depending upon the actual position, requirements for the
interim period and contract period should be calculated by the depot.
There may be cases that the estimated requirement shown by
the depot would be negative indicating that the depot is having excess
stock.
The estimated requirement submitted by the depot may also
show variations from actual average consumption in the past. In all such cases
the depot should give adequate remarks explaining the reasons for such
differences.
606. Deleted.
607. Deleted.
608.
True Issue.—In making up their forecast, the Depot should take into
consideration "True Issues" only. "True Issues" or, as they
are generally termed, "consumption" comprise that portion of the
ordinary stores issues for which ordinary stores stock is maintained.
"True Issues", therefore, exclude depot transfers, issues to
non-recurring capital works, sales, adjustments and other non-recurring issues
and include only issues to home line indentors against regular routine demands
and to recoup imprest stock.
609. Deleted.
610. Proforma
for Consolidation of Depot Estimate.—Annual estimate sheets received from
various depots will be consolidated in COS' office for taking necessary action
on the requirement of the Railway as a whole.
The consolidation may be done on a suitable proforma which
will be referred as "Contract Grouping and Allotment Form." A
suggested proforma is shown below:—
CONTRACT GROUPING AND ALLOTMENT FORM
611. Guidelines
on preparing Contract Grouping Forms.—Contract Grouping Form should
be prepared separately for each item of stock. The complete information of all
the depots for that item should be indicated on one sheet.
For the purpose of consolidating the demand as various
depots the contract estimate sheet submitted by the depots should be examined
critically. Variations between average consumption and estimated consumption as
shown by the depots should be reviewed to assess its effect on inventory and
modifications if necessary should be made. The position of covered and
uncovered dues should be reconciled with the records of the purchase section
namely History-cum-Rate Card (S- 637) and the position in the depot's sheets
should be updated as required.
The list of surplus and overstocks available on the Railway
should invariably be consulted.
The consolidation may show a net requirement for the
railway as a whole which will be required to be procured or it may show net
availability of excess 'stocks plus dues' for the railway as a whole, which may
be distributed to the depots.
612. Action
for Procurement.—The Contract Grouping form will be sent to the Central Indent
Section of COS' office for submitting indent to the Central Agency as per their
time table, for items which are centrally
procured. For other items, procured directly by
COS' office, the Grouping Form will be sent to the Purchase Section concerned
for taking purchase actions. The Grouping form or an extract of it for part
quantity for indents items will also be forwarded to the Purchase Section where
an emergency purchase is required in view oflow stock position. The Purchase
Section will initiate purchase action and open a case with the contract
Grouping Form or its extract.
613. Advise
to Depots.—One copy of the Contract Grouping Form along with duplicate copy of
depot's annual estimate should be returned to the depot by the Central Indent
Section in case of indents and by the Purchase Section in case of purchase, so
that the depots are advised of action taken by COS' office.
The duplicate copy of the depot's estimate sheet will also
indicate changes made by COS' office in the depot's estimate. The Contract
Grouping Form will indicate the actions being taken to meet depot's
requirement. It will also contain instructions for transfer of excess stocks
from one depot to another, if necessary. Normally it will indicate the net
quantity which is being procured for the railway as a whole as well as the
various depots.
In cases where direct purchase action is being taken by
COS' office, the copy returned to the depot should showthe case No. of Purchase
Section.
614. Deleted.
MAXIMUM/MINIMUM PROCUREMENT SYSTEM
615. Submission
of Recoupment Sheet by Depots.—As per para S-601, the Controller of Stores will
decide what items are to be procured on maxima/minima
basis. The procedure of procurement of items on maxima/minima
basis will be as detailed in para S-615 to S-617.
Recoupment action for such items will be initiated by the
Depot as soon as "stocks+dues" of the item comes to
"minimum+buffer" level. The Depot will submit a recoupment sheet, in
duplicate, to COS' office, for further procurement. The recoupment sheet will
essentially include the same details which have been given under para S-603,
except that there would be no estimated requirement for interim or contract
period. In lieu of the same the Depot will make recoupment for a quantity equal
to "maximum". The quantity may, however, vary from maximum to a
higher or lower level to cover demand/lead time variations.
As the method of procurement suggests, there would be no
time table for submission of the recoupment sheets and this will be submitted
as and when an occassion arises.
616. Scrutiny
of Recoupment Sheets in COS' Office.—The recoupment sheet after receipt in COS'
office should be critically examined. Variations between average consumption
and estimated consumption should be reviewed and modifications, if necessary.,
should be made. The position of covered and uncovered dues should be reconciled
with the records of the purchase sections, namely History-cum-Rate Card (S-637)
and the recoupment sheet submitted by the depot should be updated as
required.
Before deciding on procurement action, availability of
overstock or surplus on the railway should also be checked up. Any quantity,
which is required after scrutiny should be sent to the purchase section for
initiating procurement action.
617. Advice
to the Depot.—The recoupment sheet will be sent to the purchase section for
initiating procurement action, if there is a net requirement, otherwise it will
be filed. The purchase section will! initiate procurement
action and open a case with one copy of recoupment
sheet. The other copy of the recoupment sheet will
be sent back to the depot for information. This copy will show
the position as corrected or modified in COS' office as well as case No. of the
purchase section.
618. Review
of Current Contracts.—The consolidation of depots requirements (S-611 &
616) may show a net requirement for the Rail way as a whole for which further
procurement action should be taken (S-621 & S-617).
There may, however, be cases that the consolidation shows
net availability of excess 'stocks+dues' for the Railway. In such cases no
further procurement action is necessary. On the other hand, the existing
contracts for supply should be reviewed and outstanding quantities should be
modified or cancelled as far as possible, keeping in view the contractual
obligations. Re-distribution of physical stocks available with the depots as
well as quantities outstanding on contracts should also be done.
619. Deleted.
STORES DEPARTMENT
MODIFICATION/CANCELLATION OF PURCHASE ORDER
*Please note that the following alterations have been
carried out in respect of Estimate Advice/ Acceptance of Tender/Purchase Order
mentioned above. All other terms and conditions remain unchanged.
*Please note that the Purchase Order mentioned above has
been cancelled for the quantity mentioned below. A fresh
Purchase will be arranged at your risk and expense if necessary.
CONDITIONS
1. Please note that an amount equal to the liquidated
damages for delay in the supply of the stores after the expiry of the contract
delivery period shall be recovered from you for the extended period
notwithstanding the grant of this extension
You may now tender-------------------------------------the
stores--------------------- for inspection in
balance of stores
terms of this letter. Stores, if any,
already tendered by you for inspection but not inspected will now be inspected
accordingly.
2. The above extension of delivery date
will also be subject to the following further conditions:—
(a) That no increase in price on account of any statutory
increase in or fresh imposition of Customs Duty, Excise Duty, Sales Tax or on
account of any other tax or duty leviable in
respect of stores specified in the purchase order which takes place
after....................................shall be
admissible on such of the said stores as are delivered after the said date;
and
(b) That notwithstanding any stipulation in the contract
for increase in price on any other ground no such increase which takes
place after *....................................shall be admissible on such of
the said stores as are delivered after the said date.
(c) But, nevertheless, the purchaser shall be entitled to
the benefit of any decrease in price on account of reductions in or remission
of Customs duty, Excise duty, Sales tax or on account of any other tax or duty
or on any other ground as stipulated in the price variation clause
which takes place after the expiry of the
above mentioned date namely *....................................
3. Please intimate immediately your
acceptance of the extension on the above conditions. Please
note that in the event of your declining to accept the extension on the said
conditions or your failure after accepting acting upon this extension to
deliver
The stores
--------------------------------------------------within
the delivery period as here extended the
The outstanding quantity of stores
contract shall be cancelled and outstanding quantity of the
stores shall be purchased at your risk and cost under the terms of the
contract.
*Give here the date of expiry of the original delivery
period in all extensions.
620. Five
copies of this form should be prepared and distributed, one to the Accounts
Officer, Stores, one to the Inspecting officer, one to the Main Depot for the
item of stores, and one to the Contractor, the fifth being retained as office
copy. Any such increase or decrease of quantities should be
posted into the Position Cards (S.635).
621. Material
Outstanding with Firms.—Cases occur where towards the end of a contract period
for any class, the quantity of an item of stores which the railway is under
obligation to draw from the firm has not been fully drawn. It
may, however, suit the supplying firm to leave the matter as it is, because of
their having a more profitable avenue for disposal other than to the railway. In
order to deal with the matter in the most advantageous manner to the railway,
such obligatory quantities should not be purchased as a matter of course, but
timely notices should be issued requesting those firms, who wish the balance of
any of the obligatory quantities to be drawn to notify the Controller of
Stores, stating the quantity. As the material so ordered
does not represent the current consumption, particulars of such obligatory
purchases should be noted on all relevant documents.
622. Deleted.
623. The
completed Grouping Forms (S. 610) should be sorted into two batches, one batch
containing items in stock where there are no demands during the present or the
new contract period; this batch should be handed over to the Surplus Stock
Section. Similarly when there is an excess stock
exceeding the requirements of the current and the new contract periods, the
Grouping Forms should be forwarded to the Surplus Stock Section.
624.
Tender Schedules.—After the compilation of estimates on the Grouping Form (S
610) the forms for items of a class that are to appear in one schedule for the
purpose of advertising for tenders should be made into separate batches. Those
items which are serially catalogued in the Price List of class to one
specification, and which differ only in dimensions may be grouped in one tender
schedule. This has the advantage of making contracts more attractive to
supplying firms, while at the same time reducing the number of contracts.
Examples of such items are the various sizes of crucibles, twist drills, files,
screws, fire-bricks, brush ware &c. The average rate, which is always
available from the Price List should then be applied to each batch of forms
(S.610) to find the total value of the tender schedule and any batch which aggregates
to less than one thousand rupees for the annual requirements should be set
apart and endorsed accordingly. For the remaining batches of grouped items
which aggregate to one thousand rupees or over, copies of the Tender Schedules
for each group should be prepared and arrangements made for the letting of
contracts or for the preparation and issue of excess stock distribution
statements items by item to the Main Depot.
625.
Items Procured by a Central Agency.—For items procured by central agencies (DGS
& D, Railway Board, etc.) indents in the prescribed form should be
submitted as per the time-table. The indents will show distribution of quantity
to the various consignees. Suitable endorsement instructing the central agency
for forwarding copies of the contracts to the various consignees should also be
given.
626. Deleted.
627.
Forcing (if Surplus/Overstock.—While finalising further procurement action in
COS' office in terms of para 611 & 616, the list of surplus and overstock
items available on the railway should be consulted. The list of such items
received from other Railways should be also be taken into account. Wherever
surplus or overstock exists, the same should be distributed to meet the
requirements of the depots.
Efforts should a 1 so be made to make use of surplus and
overstocks as substitutes for requirement of other items also.
628.
Shop Manufactured Items.—Shop manufactured items should be indicated on
Contract Estimates (S. 603). These items should be grouped on the Grouping
Forms (S. 610) in the usual manner, and a list of such items, when summarized,
should be forwarded to the Chief Mechanical Engineer in order that he may have
a forecast of the annual requirements. The manufacture of such articles is not
to be put in hand, however, until the Depot Officers place Stock Requisitions
on Workshops (S. 1437). These requisitions will be placed when the stocks teach
the indicated minimum quantity.
629. Acceptance
of Tenders.—The successful tenderers, for contracts should be notified on the
following form of their tenders having been
630. Three
copies of the above form will be prepared and distributed as follows :
1 st
foil.........................................................Office copy
2nd foil...................................................will
be sent to the Inspecting Officer.
3rd
foil..........................................................will be sent to
the firm.
631. Deleted.
632. The
Main and Subsidiary Depot.—The Main depot is responsible for arranging required
stock from the Controller of Stores and distributing the same to the Subsidiary
Depots. In the procedure outlined in this chapter 'Depot' means a main depot
only, who will submit annual estimate sheet/recoupment sheet to the COS'
office.
The subsidiary depots only keep a watch on their stocks and
as soon as the stock of an item has depleted to the level of the minimum
quantity, demands are promptly placed on the main depot.
633. Deleted.
634. Deleted.
635. History-cum-Rate
Card.—An index card should be maintained in COS'office for each stock item.
This card should be kept by the purchase section dealing with the item. This
card gives a complete history of past procurement and also gives the position
of all the current dues, covered as well as uncovered.
The position card would normally contain the following
information. It can logically be divided into two portions.—
(a) Details of the stock item and past
consumption &
(b) Details of dues and past
purchases.
(a) Details of the Stock Item and its Past
Consumption.—
1. PL Number
2. Brief Description
3. Unit
4. Specification number
5. Drawing number
6. Name of central agency—in
case of centrally procured items only.
7. Date of submission of -do-
indents.
8. Estimated annual
requirement
9. Maximum/Minimum
10. Annual consumption year wise and
depot wise consumption should be recorded.
(b) Details of Dues and Past Purchases.—
1. Depot's demand
No./Indentor's Requisition No.
2. Quantity
3. Purchase Case No.
4. PO No. or A/T No. and
date
5. Firm's name
6. Quantity
7. Rate
8. Unit
9. Delivery period
10. Details of despatches
& depot's receipts
11. Remarks.
636. Guidelines
for filling-up 'History-cum-Rate Card'.—It will be observed that the card acts
as a ready reference for the Controller of Stores as regards the particulars of
rates and types of contracts placed. For any desired period the consumption of
the item is also available depotwise as well as for the entire Railway. The
position of the current dues is available including balance quantity still to
be supplied by the firms. Care should be taken in filling up this card
accurately and keeping it up-to-date.
The procurement is normally initiated on depot's demand,
namely annual estimate sheet or recoupment sheet. However, in exceptional cases
a requisition from the indentor may also be processed for direct
procurement.
The purchase case No. is the basic reference point. While
advising the depot of the action taken on their demand (para S-613 &
S-617), the case No. should invariably be communicated, so that the depots can
find out current position of their dues from COS' office without any
difficulty.
Despatch advises received from the firms should be promptly
recorded. R.O. No. of the Receipt Note issued subsequently by the depot after
receipt of materials should also be recorded.
The actual consumption of the depots from year to year
should be carefully recorded in the card. This information is available from
annual estimate sheet/recoupment sheet submitted by the depot.
637. Deleted.
638. Deleted.
639. Deleted.
640. When
there is more than one current contract for an item of stores on account of
railways' requirements having been divided between two or more firms, a watch
should be exercised to see that a disproportionate quantity is not drawn
inadvertently from any of the firms.
641. Deleted.
PERMANENT WAY MATERIALS
642. Arrangements
for purchase of permanent-way materials.—Unlike other kinds of stores, the
estimate of permanent way materials to be purchased or manufactured by the
railway workshops in the ensuing year will be made by the Chief Engineer as
laid down in paragraph 643 to 645.
643. A
forecast, of all permanent-way materials required for the ensuing financial
year should be made. On this forecast depends the guarantee of a sufficiency of
stocks to meet the likely demands. The forecast is best made by extracting the
average annual consumption for the last three years, separately for open line,
special works, ordinary maintenance, &c, from the daily reports of
materials issued (S. 1333) striking the average for one year and correcting it
in the light of any special circumstances likely to affect the estimate for the
ensuing year. To this corrected average should be added the figures for the
renewal and construction programme for the ensuing year and a percentage
allowance for a small reserve. This total should then be compared with the
estimated available stocks in the permanent way depots on the 1st of April of
the ensuing year and the difference would yield a fairly close estimate of the
material to be purchased (or manufactured). Other arrangements for the
advertising or calls for tenders and the letting of contracts by the
Administration or of placing of indents on the Railway Board should be made on
the same lines as for other stores. Agreements for the supply
of permanent way fittings should contain a clause to the effect that the
railways will have the option to vary the total quantity to the extent of 10
per cent.
644. Items
procured through Railway Board.—Indents for centrally procured items will be
submitted to the Railway Board as per the time-table fixed by the Board. The
following items are being procured centrally:
1. Rails
2. Sleepers—All types namely steel, cast
iron, concrete and wooden.
3. Fish-plates
4. Points and crossings.
5. Track machineries and Plants
6. Development Items
The list of development items as well as other items for
which indents are to be submitted to the Railway Board is decided from time to
time by the Railway Board and Railways are advised accordingly.
645. Items
procured by the Railway.—All items other than the centrally procured items will
be purchased by the Zonal Railway directly, following the normal procedure for
procurement of stores.
646. Deleted.
Multiple choice questions:
- The Controller of Stores must estimate the requirement
of each item in advance to:
- a) Avoid overstocking
- b) Ensure timely procurement
- c) Reduce transportation costs
- d) Simplify accounting procedures
Answer:
b) Ensure timely procurement
- For items procured through a Central Agency, the requirement
is estimated on:
- a) Monthly basis
- b) Quarterly basis
- c) Annual basis
- d) Bi-annual basis
Answer:
c) Annual basis
- The period between the preparation of the Estimate
Sheet and the beginning of the contract period is called:
- a) Transition Period
- b) Interim Period
- c) Preparation Period
- d) Lead Time
Answer:
b) Interim Period
- When estimating requirements, the Controller of Stores
must:
- a) Estimate for the contract period only
- b) Estimate for the interim period only
- c) Estimate for both the contract and interim periods
- d) Estimate based on previous year's consumption
Answer:
c) Estimate for both the contract and interim periods
- To estimate the quantities required, the Controller of
Stores must first:
- a) Consult external suppliers
- b) Obtain detailed information from depots
- c) Conduct market research
- d) Review last year’s sales
Answer:
b) Obtain detailed information from depots
- Which document helps in consolidating the annual
estimate sheets received from various depots?
- a) Contract Grouping and Allotment Form
- b) Purchase Order Form
- c) Supply Chain Assessment Form
- d) Stock Inventory Report
Answer:
a) Contract Grouping and Allotment Form
- "True Issues" in depot forecasts exclude:
- a) Issues to home line indentors
- b) Recouping imprest stock
- c) Depot transfers
- d) Routine demands
Answer:
c) Depot transfers
- The main purpose of the annual estimate sheet from
depots is to:
- a) Record last year's consumption
- b) Advise the requirement for contract and interim
periods
- c) Analyze supplier performance
- d) Track delivery schedules
Answer:
b) Advise the requirement for contract and interim periods
- If a depot's estimated requirement is negative, it
indicates:
- a) A need for emergency purchase
- b) Excess stock
- c) Underestimation of demand
- d) A pending shipment
Answer:
b) Excess stock
- Once the Contract Grouping Form is prepared, it is sent
to the:
- a) Depot Manager
- b) Finance Department
- c) Central Indent Section or Purchase Section
- d) Supplier
Answer:
c) Central Indent Section or Purchase Section
- The Contract Grouping Form returned to the depot
indicates:
- a) The estimated consumption for the next period
- b) The quantity of stock procured for the railway
- c) The estimated cost of procurement
- d) The supplier's performance rating
Answer:
b) The quantity of stock procured for the railway
- The contract estimate sheet prepared by the depots
should include:
- a) Last year's consumption only
- b) Consumption data for the last 3 years and current
year
- c) Estimated cost per unit
- d) Supplier contact information
Answer:
b) Consumption data for the last 3 years and current year
13.Under the Maximum/Minimum
Procurement System, recoupment action by the depot is initiated when:
- a) Stock levels fall below maximum level
- b) Stock levels exceed maximum level
- c) Stocks plus dues reach minimum plus buffer level
- d) Stocks reach zero level
Answer: c) Stocks plus dues reach
minimum plus buffer level
14.The recoupment sheet submitted by
depots for the Maxima/Minima procurement system:
- a) Must include estimated requirements for interim and
contract periods
- b) Will be submitted based on a fixed timetable
- c) Includes the same details as the contract estimate
sheet except for interim or contract period estimates
- d) Does not require approval from the Controller of
Stores
Answer: c) Includes the same details
as the contract estimate sheet except for interim or contract period estimates
15.The scrutiny of recoupment sheets
in the Controller of Stores' office involves:
- a) Reviewing variations between average and estimated
consumption
- b) Only checking the stock levels
- c) Ignoring uncovered dues
- d) Automatically approving all recoupment sheets
Answer: a) Reviewing variations
between average and estimated consumption
16.After scrutiny, if there is a net
requirement in the recoupment sheet, it is sent to:
- a) Depot Manager
- b) Purchase Section for procurement action
- c) Finance Department
- d) Supplier directly
Answer: b) Purchase Section for
procurement action
17.If the consolidation of depot
requirements shows a net availability of excess 'stocks+dues' for the Railway:
- a) Procurement action should be taken immediately
- b) Existing contracts should be reviewed and modified
or cancelled as necessary
- c) Additional orders should be placed
- d) No action is required
Answer: b) Existing contracts should
be reviewed and modified or cancelled as necessary
18.In the case of an extension of
the delivery date, the supplier is:
- a) Entitled to increase the price due to statutory
duties
- b) Not entitled to increase the price for any reason
- c) Allowed to increase the price based on market rates
- d) Entitled to a fixed increase in price
Answer: b) Not entitled to increase
the price for any reason
19.The completed Grouping Forms are
sorted into two batches; the items with no demands are forwarded to:
- a) Purchase Section
- b) Finance Department
- c) Surplus Stock Section
- d) Main Depot
Answer: c) Surplus Stock Section
20.For items procured by a Central
Agency, the indents submitted should:
- a) Include the total quantity required without
distribution details
- b) Be prepared monthly
- c) Show distribution of quantity to various consignees
- d) Be submitted directly to the suppliers
Answer: c) Show distribution of
quantity to various consignees
21.While finalizing procurement
action, the Controller of Stores’ office should consult the list of:
- a) Only new items required
- b) Surplus and overstock items available
- c) Items from the previous contract period
- d) Items pending for delivery
Answer: b) Surplus and overstock
items available
22.The manufacture of
shop-manufactured items is initiated when:
- a) The annual estimate is prepared
- b) The Chief Mechanical Engineer gives approval
- c) Depot Officers place Stock Requisitions on Workshops
- d) The Controller of Stores issues a directive
Answer: c) Depot Officers place
Stock Requisitions on Workshops
23.Liquidated damages for delay in
supply of stores after the expiry of the contract delivery period:
- a) Are recovered from the supplier for the extended
period
- b) Are waived if the supplier provides a valid reason
- c) Are automatically applied without any notice
- d) Are not applicable if the extension is granted
Answer: a) Are recovered from the
supplier for the extended period
24.The acceptance of tenders for
contracts is notified to the successful tenderers through:
- a) Email communication
- b) A standard notification form
- c) A telephone call
- d) Personal meeting
Answer: b) A standard notification
form
25.For the distribution of the
acceptance form of tenders, the second foil is sent to:
- a) The firm
- b) The Inspecting Officer
- c) The Accounts Officer
- d) The Controller of Stores
Answer: b) The Inspecting Officer
26.In the procurement process, the
main depot is responsible for:
- a) Only keeping a watch on stock levels
- b) Arranging required stock from the Controller of
Stores and distributing to subsidiary depots
- c) Submitting monthly reports to the Controller of
Stores
- d) Directly purchasing items from suppliers
Answer: b) Arranging required stock
from the Controller of Stores and distributing to subsidiary depots
27.The History-cum-Rate Card
maintained in the Controller of Stores' office should contain:
- a) Only current stock levels
- b) A complete history of past procurement and current
dues
- c) Details of suppliers’ financial status
- d) The names of all depot managers
Answer: b) A complete history of
past procurement and current dues
28.The History-cum-Rate Card acts as
a reference for:
- a) Stock levels in the main depot only
- b) The financial status of suppliers
- c) Particulars of rates, types of contracts, and
consumption depot-wise
- d) Details of delivery schedules only
Answer: c) Particulars of rates,
types of contracts, and consumption depot-wise
29.When despatch advises are
received from the firms, they should be:
- a) Ignored if stocks are sufficient
- b) Promptly recorded on the History-cum-Rate Card
- c) Sent to the Finance Department
- d) Verified with the supplier
Answer: b) Promptly recorded on the
History-cum-Rate Card
30.The procurement process is
normally initiated based on:
- a) Random checks
- b) Depot’s annual estimate sheet or recoupment sheet
- c) Supplier recommendations
- d) Monthly sales reports
Answer: b) Depot’s annual estimate
sheet or recoupment sheet
31.In cases where more than one
contract exists for an item, it is important to:
- a) Draw proportionate quantities from each firm
- b) Favor the lowest priced contract
- c) Draw maximum quantities from the preferred supplier
- d) Cancel the less favorable contracts
Answer: a) Draw proportionate
quantities from each firm
32.The forecast of permanent-way
materials required for the ensuing financial year is made by:
- a) The Chief Mechanical Engineer
- b) The Finance Department
- c) The Chief Engineer
- d) The Depot Manager
Answer: c) The Chief Engineer
33.The estimate for permanent-way
materials is best made by:
- a) Taking last year’s consumption and doubling it
- b) Extracting the average annual consumption for the
last three years and adjusting for special circumstances
- c) Consulting with suppliers directly
- d) Following the demands of the highest-consuming depot
Answer: b) Extracting the average
annual consumption for the last three years and adjusting for special
circumstances
34.Agreements for the supply of
permanent way fittings should include a clause allowing the railway to vary the
total quantity by:
- a) 5 percent
- b) 15 percent
- c) 10 percent
- d) 20 percent
Answer: c) 10 percent
35.Indents for centrally procured
items are submitted to the Railway Board:
- a) Whenever the depot feels it is necessary
- b) According to a time-table fixed by the Board
- c) Annually without exception
- d) Directly to the suppliers
Answer: b) According to a time-table
fixed by the Board
36.Items such as rails, sleepers,
fish-plates, and track machineries are procured:
- a) Locally by each depot
- b) Centrally by the Railway Board
- c) By the Zonal Railway directly
- d) By the Finance Department
Answer: b) Centrally by the Railway
Board
37.Items other than the centrally
procured items will be purchased by:
- a) The Finance Department
- b) Zonal Railway directly
- c) Chief Engineer’s office
- d) Depot Managers
Answer: b) Zonal Railway directly
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