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RIGHT TO INFORMATION ACT

MATERIALS MANAGEMENT DEPARTMENT

[FORMERLY KNOWN AS “STORES DEPARTMENT”]

RIGHT TO INFORMATION ACT, 2005

4 (1) (b) Publish within one hundred and twenty days from the enactment of this Act,-

(i) The particulars of its organization, functions and duties;

The Materials Management Department [Stores Organization] is headed by Controller of Stores (COS) assisted by 2 Chief Materials Managers (CMMs), 4 Deputy Chief Materials Managers (Dy.CMMs), 4 Senior Materials Managers (SMMs) 2 Asst. Materials Managers and 1 Secy. to COS at Asst. Materials Manager (AMM) level at Headquarters office.

The Stores Headquarters discharges the functions of Headquarters of the department of over seeing the Administration of the Stores set-up in the field units and the purchase function. On South Western Railway, there are 3 Divisional Stores set-ups and 6 Stores Depots (including 1 Divisional Stores Depot) spread over in the States of Karnataka and Goa. The General Stores Depot at Hubli, The Mechanical & General Stores Depot at Ashokapuram/Mysore and the Construction wing of HQ at Bangalore Cantonment are managed by Dy.CMMs. Other depots are managed by AMMs or SMMs. The Divisional Stores set-ups are managed by Sr. DMM in Bangalore & Mysore, and by DMM in Hubli.

The Office of the Controller of Stores (COS) and Workshops & Stores Accounts Office of South Western Railway are located at the Joint Office complex at First Floor, East Zone, New GM office Building, Gadag Road, Hubli-580020. The Office of the General Manager is situated at Club Road, Keshwapur, Hubli which is around 3 Kms away from The Office of the Controller of Stores (COS) and Workshops & Stores Accounts Office.

"Citizens of India are requested to go through the following before seeking information from Materials Management Department, South Western Railway":

1.It is not open to ask the quality of the action on the information with prefixes such as "Why, What, When and whether".

2.Reports classified as Confidential/secrets cannot be disclosed.

3.The party who seeks the information has to seek the information as a Citizen of India under his signature.

4.Any information not related to Public interest or activity can not be disclosed.

5.As per RTI Act 2005, applicant has to remit a fee of Rs.2/- per page x no. of sheets for obtaining information.

6.There is limitation for keeping records under safe custody as the nature of work in Controller of Stores Office necessitates dealing with papers of voluminous nature.

Due to space constraint and also the relevancy of keeping the files as records, the files are to be kept as record, as per the following time frame:

Files/Particulars

Period

Purchase Case files

6 Years

Auction Registers

6 Years

Attendance Registers

7 Years

All other correspondence

6 Years

Public/Citizens are requested to seek the information which may fall within the retention period, prior to which, it may likely to be turned down, as the limitation period exceeds.

7. The Right to Information provision has to be only to seek information and the requests are not to resort as grievance redressal. It is once again requested to go through the above Paras before seeking any information from Controller of Stores, South Western Railway after paying the stipulated fees.

(This web page is subject to addition / revision / deletion based on CIC's directives)FUNCTIONS AND DUTIES OF THE MATERIALS MANAGEMENT DEPARTMENT: The Materials Management Department is in-charge of -

(a)Purchase/Procurement of stock and non-stock items.

(b)Stocking and supplying of stock items to its own consignees.

(c)Disposal of scrap: Identification, mobilization, Custody and Sale of scrap.

(d)Supply of Uniforms to the Railway staff.

GENERAL STORES DEPOT:

There is one General Stores Depot, which is located at Hubli, and one Mechanical & General Stores Depot which is located at Ashokapuram/Mysore for serving the requirement of Railway stations and small consumers, imprest holders etc. in the divisions. In addition to these, divisional purchase Organization is functioning in each division under the administrative control of Sr.Divisional Managers/ Divisional Managers for assisting the Divisions in Stores matters and to liaison with COS Office. Besides, these Divisional setups also arrange small value purchases and monitor supply of Uniforms to staff.

WORKSHOP STORES DEPOT:

Mechanical Stores Depot at Hubli and Mechanical & General Stores Depot at Ashokapuram/Mysore are attached with Hubli & Mysore workshops respectively to cater to the material requirement of workshops.

STORES DEPOTS ATTACHED TO LOCO SHEDS:

Diesel Locos, EMD sheds have Stores Depots attached to them to meet their materials requirements exclusively. These are Diesel Stores Depot/Hubli & Diesel Stores Depot/Krishnarajapuram/BangaloreDIVISIONAL STORES DEPOTS:

In addition to this, one Divisional Stores Depot is functioning at Bangalore under the control of AMM. Items of regular consumption required by the various indentors of the Railways are stocked in the Stores Depots.

On South Western Railway there are totally 4712 such stock items. The categorization of these items based on the end use is as follows: -

(a)Diesel Loco Spares 1710 Items

(b)Electric loco fittings 15 Items

(c)Carriage & Wagon 1144 Items

(d)General Electrical 519 Items

(e)S&T items 93 Items

(f)Other items including Engg. Consumable and General items 1231 Items

For enabling systematic management of the purchase and warehousing functions, all these items are categorized into 79 major groups with each item being given a unified 8-digit Price Ledger number all over the Indian Railways. These stock items are stocked in 6 Stores Depots as already stated above.

Procurement of stock items is done in the Headquarters purchase wing. The Stores Depot has the responsibility of maintaining the inventory, accountal of receipts and issues, inspection and acceptance of stores and feeding the necessary data for accountal and generation of recoupment memos which are done through the centralized computer system. In addition to procurement and warehousing of the stock items as detailed above, the Materials Management Department also arranges procurement of non- stock items by placing purchase orders against the non-stock indents received from the indenters, the supply of which is made directly to consignee at consignee end. Around 2000 to 3000 non-stock demands from the indentors are complied, by the Materials Management Department per annum.

(II) The powers and duties of its officers and employees;

Duty of purchase officers of the Materials Management Department is to arrange the right material at right price for the right quantity from right source at the right time & place, and to stock and issue the material to consignees attached to workshops, sheds and in Divisions on demand for the activities related to operation/manufacturing of RS, Railway Assets/maintenance activities.

The procurement is made mainly at Headquarters office vide powers delegated as under at present: Headquarters Officers Purchase Powers:

AMM up to Rs. 2 Lakhs (Direct Purchase)

SMM above Rs. 2 Lakhs and up to 5 Lakhs (Direct Purchase)

DY.CMM above Rs.5 Lakhs and up to Rs.10 Lakhs (Direct Purchase)

SMM above Rs. 10 Lakhs and up to 30 Lakhs (TC Cases- Accepted by Dy.CMM) DY.CMM above Rs. 30 Lakhs and up to 1 Crore (TC Cases- Accepted by CMM) CMM above Rs.1 Crores and up to Rs. 15 Crores(TC Cases- Accepted by COS) COS Above Rs. 15 Crores and up to Rs. 75 crores

Tender Cases Accepting Authority

Above Rs. 15 Crores up to Rs. 75 Crores- GM

Above Rs 75 Crores Railway Board

The Stores Officers at Depots in addition to their warehousing and issuing of materials to consuming departments as and when needed, also arrange for procurement of material up to the value of Rs.1,00,000/- through local purchase powers delegated to them. The Divisional Stores Officers in addition to liaisoning with branch officers in their material requirement and distribution of uniforms to eligible Categories of staff of other departments, also arrange for procurement of material of value of Rs. 1,00,000/- through local purchase powers delegated to them. The Senior Scale Stores officers at Depot / Division also arrange for purchase of Non-Stock and stock items upto the value of Rs.1,50,000 through normal mode of tendering. Sr.DMM/Dy.CMM at Depot/Division have purchase powers upto Rs.3 lakhs.

For items, covered either by R/C of DGS&D or by RGC of Rly. Board, Supply Orders are placed directly on firms as per the terms there in.

Non-Gazetted Employees do not have purchase powers and they are assisting the officers in procurement process.

(iii) The procedure followed in the decision making process, including channels of supervision and accountability is covered under (1) Indian Railway Code for Stores Department Vol.I & II, Rules for Entering in to Supply Contracts as issued by Railway Board & as updated from time to time by circulars & (2) The following chapters in Schedule of Powers – Stores Matters, Part D:-

(a)Approval of quantity for procurement

(b)Invitation and tender for indigenous procurement

(c)Consideration tenders

(d)Signing of indents and Purchase Orders

(e)Operation of contracts

(f)Local Purchase

(g)Tender/Auction Sale

(iv)The norms set by it for the discharge of its functions;

The norms as given in the records mentioned below under Sl. No (v) are applicable for this also.

(v) The rules, regulations, instructions, manuals and records held by it or under its control;

1.Indian Railway Code for Stores Department

2.Rules for entering into contract(Confidential)

3.DGS&D Manual

4.IRS conditions of Contract

5.Schedule of Powers

6.General condition for auction sale of scrap materials

7.Rly.Board Circulars/Instructions

(vi)A statement of the categories of documents that are held by it or under its control:

a) In case of purchases,

1.Basic document – Stock Recoupment Sheet for stock item and Non-Stock indent for non stock requirements.

2.Purchase note for mode of tendering

3.Tender Schedule

4.Tabulation Statement of offers received against tenders

5.Technical Scrutiny of offers received from consignee based on the requirement and merits of the case, if required.

6.Tender Committee Minutes where applicable

7.Purchase Orders

b) In case of sales,

1.DS8- Condemnation Authorizing Certificate

2.Auction Catalogue

3.Tender Document for Sale

4.Bid sheet

5.Sale Advice

6.Delivery Order

(vii) The particulars of any arrangement that exists for consultation with, or representation by, the members of the public in relation to the formulation of its policy or implementation thereof;

The entire control for formulation and implementation rests with Railway Board located at New Delhi& Schedule of Powers is based on Rly. Board instructions, hence no arrangement exists here.

(viii) A statement of the boards, councils, committees and other bodies consisting of two or more persons constituted as its part or for the purpose of its advice, and as to whether meetings of those boards, councils, committees and other bodies are open to the public, or the minutes of such meetings are accessible for public;

As the entire gamut of the Purchase Policy is issued by Railway whether the minutes of the meeting of the body is accessible to public, are not known at Zonal level as this is dealt at Railway Board's level and only the decisions are forwarded for information, implementation & adherence.

(ix) A directory of its officers and employees;

Available at Portal maintained by DGM (G) under the heading "MATERIALS MANAGEMENT DEPARTMENT".

(x) The monthly remuneration received by each of its officers and employees, including the

system of compensation as provided in its regulations;

Available at portal maintained by CPO under the heading “Materials Management Department”.

(xi) The budget allocated to each of its agency, indicating the particulars of all plans, proposed

expenditures and reports on disbursements made;

Stores organization functioning under the control of Controller of Stores, proposes its requirements through a Budgetary Cycle comprising of (i) Budget Estimate in December of Previous Year (ii) August Review in August of Current Year (iii) Revised Estimate in December of Current Year and (iv) Final Modification in February of Current Year through the Accounts Department, which is then projected to Rly.Board from time to time. The initial Budget Estimate for next year sent in December receives Parliament approval & is published in Pink Book as budget Grant. The disbursement of the same is made through attached Accounts Officer.

(xii) The manner of execution of subsidy programs, including the amounts allocated and the

details of beneficiaries of such programs;

No subsidized program exists in Materials Management Department.

(xiii) Particulars of recipients of concessions, permits or authorizations granted by it;

Permits or authorization are not granted. The concessions given are as follows:-

BENEFITS EXTENDED TO REGISTERED FIRMS:

1.Eligible to participate in bulletin and limited tenders (Bulletin tenders: the purchase of items less than Rs. 10 lakhs in value will be made through the issue of bulletin tender. E-bulletin is sent by e-mail to all the registered supplier).

2.Exemption from payment of security deposit within the monetary limit for other than safety item.

3.Exemption from payment of EMD against open tenders and Special limited tender up to the monetary limit given to the firms.

4.Eligible to draw 95% and 98% advance payment against receipted challan and inspection certificate.

FACILITIES TO THE SSI UNITS REGISTERED WITH NSIC: a) Issue of tender sets free of cost.

b) Exemption from payment of earnest money deposit.

c) Waiver of security deposit up to the monetary limit for which the unit is registered except for safety items.

d) Preference is given for purchase of Khadi from KVIC & Handloom from ACASH. e) Price Preference of 15% over L1 firm is given for firms registered with SSI.

(xiv) Details in respect of the information, available to or held by it, reduced in an electronic

form;

The following details are available in SWR.Rly website www.swr.indianrailways.gov.in

1.Tenders advertised through newspapers for downloading by the suppliers and submission to purchase office along with requisite fee.

2.Details of Purchase orders/ Modification to Purchase Orders released

3.Auction schedule for sale of Railway material to public

4.Auction catalogue

5.Requisite particulars for vendor registration

(xv) The particulars of facilities available to citizens for obtaining information including the

working hours of a library or reading room, if maintained for public use;

a.Public can have access to the information available on Materials Management Department Website -www.swr.indianrailways.gov.in

b.There is no Information Centre at present.

c.There is no separate library or reading room for public at present.

(xvi) The names, designations and other particulars of the Appellate Authority,

Appeliate Authority, Chief Public Information Officer and the Asst.Public Information Officer in Head Quarters offiices, Hubli-580020:-

1.Shri. U. KrishnaMurthy, SDGM & Appellate Authority. Phone:0836-2289924, Mobile No.9731665003 2. Shri.C.S.Gupta, Deputy General Manager & Chief Public Information Officer Phone:0836-2289615, Mobile No:9731665007

3.Smt.. Anila Jhonson, ADGM & Public Information Officer Phone No: 0836-2289664, Mobile No.9731665012

Public Information Officer and the Asst.Public Information Officer in the Office of the Controller of Stores, Hubli-580020:-

1.Shri.R.C.Punetha, Dy.Chief Materials Manager/Sales & IC & Public Information Officer Phone: 0836-2289917, Mobile No:9731665758

2.Shri. Shrinivas J. Kulkarni, Asst.Materials Manager, Sales & IC, Asst. Public Information Officer Phone: 0836-2326634, Mobile No: 8861209682

(xvii) (a) Such other information may be prescribed and thereafter updated these publications

every year;

The information available in website is updated periodically, as and when advice/ amendment /

instructions received from Railway Board.

(b) Published all relevant facts while formulating important policies or announcing the

decisions which affect public;

This aspect is dealt only at Railway Board.

(c) Provided reasons for its administrative or quasi-judicial decisions to affected persons.

Yes, (1) through Arbitration governed by Arbitration Act 1996 embedded in IRS conditions of Contract.

(2) It shall be a constant endeavor of every public authority to take steps in accordance with the requirements of clause (b) of sub-section (1) to provide as much information suo moto to the public at regular intervals through various means of communications, including internet, so that the public have minimum resort to the use of this Act to obtain information.

- All purchase requirements of value more than Rs. 10 Lakhs are published in all leading newspapers through tenders which is open to public to participate and also uploaded in the website of South Western Railway for participating in Manual Tenders & EOT.

-All purchases of value more than Rs.10, 000/- are sent to valid registered suppliers by e-mail.

*Details of purchase valued above Rs 20 Lakhs are made available in S.W.Rly website.

*Auction Programs & Sold Rates are updated in South Western Railway website based on Quarterly auction program.

*The status of vendor registration and list of registered firms along with their trade group are updated in South Western Railway website on monthly basis.

*******




Source : South Western Railway CMS Team Last Reviewed on: 28-05-2015  


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