Message dated 27^th August 2007 from FC (Railways): Vigilance and DAR Issues

I have been noticing with concern some of the Vigilance/DAR cases against IRAS officers.  While these cases are being dealt with separately, I thought some of the issues/concern arising out of such cases could be shared with my fellow officers for guidance: -

(i)                 The compliance of required procedural formalities must be ensured and be included as a part of the minutes of the Tender Committee.

 

(ii)               The procedural deficiencies pointed out by Finance at any stage of the tendering process should be monitored for compliance and also commented upon in detail at the time of finalization of the tender.

 

(iii)             Observation or relevant data (if any) available in the briefing note should be deliberated in the T.C. Minutes.

 

(iv)             If tenders are called with reduction in period of tender notice, the same should be mentioned in the TC minutes along with the action taken by the Executive department to give adequate publicity to the NIT.

 

(v)               Framing of estimates should not be seen merely as an exercise of multiplying quantity with rates.  Estimates should be framed in a realistic manner, duly taking into account the technical requirements and the rates for such purpose should be based on the available LARs, LPRs and also market survey, wherever necessary.

 

(vi)             It is to be seen that all the documents relating to credentials (technical and financial) as are required as per the tender conditions are submitted along with the offer.  Deficiency, if any, should be deliberated in the T.C. minutes.

 

(vii)           Splitting of works should be avoided and finance should keep a watch on this aspect to the extent possible.

 

(viii)         Tender conditions which are unusual and/or restrictive should be given due attention as it results in limiting competition and also possibility of receiving higher rates.

 

(ix)              While finalizing tenders, the comparison of rates for various items of works shall be as per extant instructions on the subject issued from time to time.  Comparison shall be made with works of similar nature/description, similar/comparable circumstances and also rates obtained in the same/contiguous areas.  Wherever sufficient/current LARs are not available, market survey may also be resorted to.

 

(x)                Care should be taken to see that TC minutes are recorded in detail, leaving no room for ambiguity.  All the concerns/assumptions and circumstances leading to decision of a tender should be brought out in the minutes, as in hindsight it is only the record which speak for themselves.

 

Sudha Chobe