Policy No.RB/CE/10/2003 

GOVERNMENT OF INDIA
MINISTRY OF RAILWAYS
(RAILWAY BOARD)

Addressed to :

               As per list attached. 

               Sub:     Issue of instructions in regard to drawing up of self-contained and self-explanatory TC Minutes.

             While investigating one of the Vigilance cases on zonal railways, it has been noticed by Vigilance Branch that the lowest bidder (L-1) was bypassed on the ground of unsatisfactory credentials and tender was awarded to second lowest tenderer (L2) at a higher rate.  Although, the decision of Tender Committee was considered justified, the decision was not adequately substantiated with reasoning in the tender minutes.  In this connection, Central Vigilance Commission has also observed that Tender Committee should have brought out, in more details, the reasons for considering the credentials of L-1 as unsatisfactory and also the reasonability of rates, counter-offered to L-2. 

            Incidentally, the estimated value of the work was shown as 2.06 lakh in the minutes whereas the offer recommended for acceptance was more than one crore & even the T.C. members did not put dates under their signature. The actual estimated cost, as per tender notice and briefing note, was Rs.1,04,11,500/-. 

            Therefore, it is reiterated that T.C. minutes should be self-contained and TC should clearly bring out the reasons, in detail for bypassing the lowest/lower offers & T.C. should do thorough check of the figures indicated in Minutes & members should also put dates under their signature.

            This issues with the concurrence of Finance and Vigilance Directorates of Railway Board.
 

                                                                                                (PARMOD KUMAR)
                                                                                      Exec.Director, Civil Engg.(G)
Railway Board