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CHAPTER 9 |
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STORES |
9.1.1 Track machine base depot shall have a Store Depot attached to it. The Store Depot shall be under the charge of a DSK working under AEN/XEN incharge of Base Depot.
9.1.2 The senior section engineer incharge of a machine or group of machine shall not hold any imprest under him.The materials issued to the machine and the corresponding releases shall be accounted for through monthly MAS returns to the base depot.
9.2 Inventory
Control
9.2.1 Pricing of items and Consumption
Each SSE/TM incharge of base depot shall maintain a record in which the cost of various items used in his machine and their normal consumption is entered. The supervisor should maintain close liaison with the DSK to ensure that pricing of the materials is done correctly and that the prices are revised to keep them current from time to time. This will ensure "cost consciousness" on the part of the supervisors.
9.2.2 Estimated Annual Requirements
The stock position, consumption trends and the estimated annual requirements should be reviewed periodically by AEN/XEN incharge of base depot and estimated Annual Requirement revised regularly based on consumption trends.
i) Dead-stock items should be segregated i.e. items which are not at all required in the foreseeable future due to obsolescence, change in design etc. These items should be put up before the Survey Committee and suitably disposed off.
ii)Items which are damaged due to storage handling etc. should be surveyed and suitably disposed off according to the recommendations of the Survey Committee.
iii)Items which are not likely to be required in the near future on the railway should be offered to other Railways and CPOH work shop Allahabad..
iv)Every endeavour should be made by the AEN incharge of the Base Depot to utilise the existing stock by making suitable modifications to the extent possible.
9.2.4 Control over Consumption
The officer incharge of the Base Depot should identify specific items, for the renewal of which, the machine-in-charge will have to seek approval from the SSE who will personally check the item before authorising such replacement. As regards the Base Depot replacement will be authorised specifically by SSE (Track Machines) after personal inspection.
i) A list of fast moving spares should be prepared by the Officer incharge of the Base Depot. A monthly review of the consumption of the fast moving items should be done at the Depot level. SSE/Base Depot should maintain a record in which he should enter the stock position of the materials affecting the day to-day working. This record will help the officer incharge of the Base Depot to pinpoint the items to be dealt with on priority. Specimen proforma for entries to be made in this record which may be called "Chasing Register" is shown as follows:
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Sr. No. |
Date |
Items Required |
Stock position in Stores |
Remarks |
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ii) Only such items which are affecting adversely the working of Base Depot should be entered in this register.
i) Whenever procurement action is initiated the following shall be ensured:
a) that the estimated Annual Requirement/Average Annual consumption based on which procurement action is proposed is correct and current;
b) that subsequent to a design change or modification done since the time of last review, no obsolescence of the product has resulted;
c) selective procurement possible in times of financial stringency based on realistic technical appreciation of the requirements;
d) for proprietary, items, necessary certificate duly signed by the competent authority shall accompany the recoupment sheet/balance return.
ii) Wherever essential, the indents shall be accompanied by detailed specifications, drawings and list of firms duly approved by the competent authority and enquiry shall be sent only to the list of approved firms. The offers received shall be sent to the nominated engineering officer for technical scrutiny and recommendations for acceptance. The order shall be placed after obtaining the acceptance of competent authority.
9.3 Procedure for Procurement of Materials
9.3.1 The officers of Engineering Department, dealing with track machines, shall have the powers to procure spares. consumables and small tools to meet the requirements of track machines, as available to the officers of Stores Department in corresponding posts (CE equivalent to COS, CTE/MC equivalent to CMM, Dy. CE equivalent to Dy. COS and SEN/MC equivalent to SSO).
9.3.2 All rules and procedures as laid down for procurement by the Stores Department, shall be followed by Engineering Department while exercising powers as per para 9.3.1 above.
9.3.3 The tender Committee wherever necessary may be constituted with the Engineering Officers of appropriate level as a Convenor and the other members from Finance and Stores as per the schedule of powers delegated on the zonal railways.
9.3.4 Items to be procured from trade:
These items shall be recouped keeping 12 months requirements as the limit.
9.4 Procedure Regarding
Approved Suppliers of Indigenous Spares
9.4. 1 Zonal railway shall classify the spares required for various groups based on the commonality of the manufacturing process or the source of supply.
The groups can be formed broadly as given below:-
a) Mild steel components
b) Alloy steel, heat treated and ground components
c) Grey iron castings
d) Alloy steel castings
e) Engine filters and other components
f) Hydraulic filters
g) Hydraulic hoses
h) Pneumatic hoses
i) Seals and '0' rings
j) Conveyor belts and conveyor chains
k) Hydraulic cylinders
1) Hydraulic pumps, motors, valves and other hydraulic components
m) Printed Circuit Boards (PCBs)
n) Bearings
o) Tamping tools
p) Tamping unit components
q) Excavating chains
r) Oils and lubricants
s) Nuts/bolts and fasteners
t) Other consumables
9.4.2 The railway shall maintain the list of approved suppliers of various groups and important indigenous spares shall normally be procured from the list of approved suppliers.
9.4.3 The railways shall periodically carry out the performance review of the list of approved suppliers for various groups and take action to update the same.
9.4.4 During the stages of development or trial of new indigenous items of spares or constant deterioration in quality of supply of a proven product, the railway shall resort to balancing import.
9.5 Procedure
for Inspection and Acceptance of Materials
The inspection and acceptance of materials shall be done by nominated official of Track Machine Organisation and kept on record
(i) An adequate cash imprest (Rs. 25, 000/- or more) shall be provided with the officer incharge of the Base Depot for emergency purchases of essential stores and for day to day repairs of plants, tools and machinery.
(ii) An adequate cash imprest (Rs. 10, 000/- or more) shall be provided with the officer incharge of a machine group for emergency purchase and repairs of machine components.
(iii) The cash imprest available shall be reviewed on the zonal railways every three years
Officers dealing with Track Machines shall be delegated special powers for repairs/purchase of spares/components to meet the emergency requirements.
9.8 Purchase of Items
for Which DGS&D Rate Contract Exists
Officers of Track Machines Organisation in Sr. Scale and above shall be designated as Direct Demanding Officers.
9.9 Purchase of Items
(Other than DGS&D) Through Running Rate Contract
A running rate contract may be entered into with OEM or his authorised agent for supply of such spares.
9·10 Annual
Maintenance Contract
These may be entered into with OEM/his authorised agent on a single tender basis for carrying out repairs to machines and/or for supply of spares.
9.11 Other Modes of
Repairs Through Contracts
a) On single tender basis with OEM/his authorised agent
b) By tender/quotation from service/repair agents as per schedule of powers applicable to works contracts.
For better inventory control, the Base Depot and the headquarters of the Track Machines organisation shall be provided with the requisite computer facilities. Suitable software shall be developed for inventory management.
