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System Improvements

Description in English

System Improvements

 

1.0       Indicating quoted amount and rebate in the tender opening register

 

During a preventive check, it was noticed that afew departments are not indicating the quoted rate and the rebate offered by the bidders in the tender opening register, which is jointly witnessed by the tender opening committee and the representative of the bidders. This left a scope for later manipulations in the bid. In view of the above the instruction of Railway Board vide their letter no 72/W1/CT/36 dtd 18.08.1972, has been reiterated as follows:

“The Tender opening committee should prepare an ‘on the spot statement’ giving details of the quotations received and other particulars like the prices, taxes/duties, EMD, any rebates etc. as read out during the opening of tenders.  A proper tender opening register in a printed format should be maintained containing information viz. date of opening including extensions, if any, names and signatures of all the person present to witness the tender opening which should include the bidder’s representative also”.

 

2.0   Assessement of extent of component failures before taking up repair work

 

During course of investigation of a complaint,14 nos. of quotation contracts pertaining to repair of M&P items were scrutinized.  It was noticed that in 03 cases, the nature and extent of repair was similar for all the equipments in a work order.  No technical assessment of the equipments was done to ascertain the extent of component failures. As a result the following system improvements have been advised and implemented:-

 

“In case of repair of equipment like Exhaust fans, man coolers, light fitting etc. having a no. of components, the failed components etc. should be assessed through appropriate means and then the estimate of repair should be prepared.   In case it is not possible to assess the extent of required repair by opening/dismantling of each equipment, the same should be done jointly by the firm and CLW representative and the repair work for each equipment to be recorded for overall estimate and payments to be made on the basis of this. For the replaced components, the released material should be deposited to CLW by the contractor and the same to be taken into the ledger and then disposed.”

 

2.1       The items of work should be technically defined


During complaint investigation it was found that in a few contracts awarded on quotation basis, the descriptions of itemized work contents were not specific, leaving immense scope for substandard work.  Therefore the following system improvement has been advised and implemented.

 

“The description of itemized works in a works tender/quotation tender must be technically defined and specifically quantified. While preparing tender/quotation schedule, each item of work must include appropriate drawing number/specification as applicable.  Where no drawing/specification is applicable, the description of the item of work must be elaborated to include all the technical requirements.  The quantity of each item of work especially in case of quotation works also must be indicated in the schedule after proper assessment.”

 

3.0 Separation of U.L. NO. for items having different values

 

During a preventive check, it was noticed that an item with the description “Scrap Copper Cable Cut Pieces below and above 12mm dia” was accounted for under common U.L. no. 982101781312A.  However, scrap Copper Cable Cut pieces below 12mm dia is sold @ Rs. 215/- per Kg and the cut pieces 12mm dia and above is sold @ Rs. 361/- per Kg.  The accountal as a whole for both the items is being maintained in a single BIN Card though kept and sold separately.  This leaves scope of manipulation.Therefore, it has been advised to maintain 2 separate UL nos., one for ‘Cable Cut Pieces of 12mm dia and above’ and other for ‘Cable cut pieces of below12mm dia’ and the same has been implemented.

 

4.0       Publishing of the Bill passing status on web site.


A complaint has been investigated, wherein it was alleged that payment against his bill was not made even after a period of 8 months had elapsed. During investigation it was revealed that the bill was processed and a consolidated cheque on SBI/CRJ was issued with instruction to credit the firm’s bank a/c within 3 months. However since the payment was made through RTGS(on line transfer of fund), the firm had not received any information for the same.

 

In view of the above, the following system improvement has been advised to executive and the same has been implemented:

 

 “As soon as the cheque is generated, the statement showing details of the bills passed should be published on the CLW’s official website.”

 

5.0   Recovery of Diet Charges from employees of other Railways undergoing treatment in CLW.

 

The preventive check was carried out in the area of recovery of diet charges from Salary bill of Railway employees who are treated in the Railway Hospital.  As per extant rules the employees with Band Pay + Grade Pay more than Rs.7, 450/- are required to pay the diet charges.  It was seen that while the diet charges are being recovered from the Railway Employees drawing pay from CLW but the diet charges of Railway employees of other Railway Units treated at CLW Hospital is not being recovered. Therefore, in such cases, the executive department has been advised to ensure collection of diet charges through main cash counter before releasing of patients.



Source : Welcome to CLW Official Website ! CMS Team Last Reviewed on: 18-11-2014  

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