The following procedure to be adopted for registration of firms with E. Co. Railway:
1 (a) As East Coast Railway has been carved out of S.E. Railway, registered suppliers of S.E. Railway shall be considered as registered suppliers of East Coast Railway for the same trade group/groups for a period of one year i.e. up to 30.09.2004 or up to the validity of the registration with S.E. Railway whichever is earlier. However they will have to make payment of registration fee and subscription for a period of one year for Stores Bulletin to be issued from 01.10.2003 to 30.09.2004. On compliance of the same, they will be issued registration certificate. On expiry of this period, they will be required to apply for renewal of the registration as per extant procedure. However, as we do not have the particular necessary for registration, while applying for renewal they will have to submit questionnaire form duly filled in with all required document as if they are applying for fresh registration. For this purpose, a questionnaire form will be sent to the firms while issuing their initial registration itself. For intimating all registered sources of S. E. Railway a suitable insertion will be made in the Stores Bulletin issued by S. E. Railway, with a request to all the registered firms of SER to apply for registration with ECoR along with registration fee and subscription amount as mentioned above.
(b) SSI firms registered with NSIC under single point registration scheme (other than those already covered under 1(a) above) shall be considered for automatic registration as per extant rules as and when they apply. The Sr. Scale Officer in charge of Enlistment Section shall be competent to approve enlistment of such firms for appropriate trade group(s).
(c) Firms registered with DGS&D, DGTD, RDSO, other Zonal Railways or Production Units such as DLW, CLW & ICF (other than those already covered under 1(a) above), since the capacity/capability of them has already been examined by the above agencies and no further inspection by this Railway will be necessary. The firm shall be considered for registration on the basis of registration certificate of such agencies along with other documents. The JAG/SG Officer in charge of Enlistment Section will be competent to approve enlistment of such firms for appropriate trade group(s).
(d) All other firms not covered above if considered capable prima facie will be considered for registration after inspection of the firm by a Railway officer as per extant procedure. The SAG Officer in charge of Enlistment Section will be competent to approve enlistment of such firms for appropriate trade group(s).
2. The firm under categories 1(b), (c) & (d) seeking registration with East Coast Railway will have to apply for the same to the Controller of Stores/ECoR/BBS as per the following paras:
(a) Procedure for registration with East Coast Railway as per Annexure I will be displayed on the notice board or made available to the firms approaching the office for registration.
(b) The formal application for registration will be made by the firms in prescribed form (Copy enclosed as Annexure II). The instructions for filling up the same have been appended to the Annexure – II.
(c) In order to get the questionnaire form and Vendor Trade Group Book, the interested suppliers should make a request to the Controller of Stores, East Coast Railway, Rail Vihar, Chandrasekharpur, Bhubaneswar-751023 in writing giving the details of their line of business and items manufactured by them. In case of authorized agents of reputed manufacturers, the copy of agency certificates should also be enclosed along with the request letter and performance of last two years. The suppliers who are registered with DGS&D, NSIC, other Railways, Production Units, RDSO and DGTD should enclose a copy of registration certificate issued by that organization along with the request letter. NSIC firms will be issued Questionnaire form free of cost.
(d) The firm considered to be prima facie suitable for registration will be advised through a letter (Annexure – III) to deposit the following amount under head of allocation no. Z-652 (COS/ECoR) with the Chief Cashier, East Coast Railway, Chandrasekharpur, Bhubaneswar or any other cash office of this Railway:
- Rs. 20/- towards the cost of questionnaire form,
- Rs.100/- towards registration fee and
- Rs.40/- towards the cost of Vendor Trade Group Book
It is not mandatory for firms to purchase the Vendor Trade Group Book. The local suppliers may deposit the above amount in cash with Chief Cashier directly. The outside suppliers may send the above amount by Money Order to the Chief Cashier.
(e) The original Money Receipt issued by the Chief Cashier should be submitted to the Controller of Stores, (Enlistment Section), East Coast Railway, Chandrasekharpur, Bhubaneswar-751 023 and on getting the original Money Receipt, the questionnaire form and Vendor Trade Group Book (if demanded and cost paid for) will be supplied to the intending suppliers. The suppliers who are located outside Bhubaneswar may send the original Money Receipt by post in which case the questionnaire form along with the Vendor Trade Group Book will be sent by post. For issue of Questionnaire form, covering letter as per Annexure – V shall be used. NSIC firms will not be required to make payment for questionnaire form or towards registration fee. However if they need Vendor Trade Group Book, they will be required to pay the cost thereof.
(f) The instructions for filling up the same have been appended to the Annexure–II. All the columns of the questionnaire form should be filled up in ink or should be typed. If any information in respect of any column of the questionnaire form does not pertain to the suppliers, the remark "Not Applicable" should be given against that column. No column of questionnaire form should be left blank. The vendor trade group for which the supplier desires to get himself registered with the Railway should be indicated clearly as per Vendor Trade Group Book.
(g) The proprietor in case of proprietorship firm should sign the questionnaire form, by all partners or the authorized partners in case of partnership firm and by the Director or Managing Director in case of Limited Company. The questionnaire form should be signed by the authorized person on all the pages. The following essential documents should accompany with the questionnaire form:
- Current Income Tax Clearance Certificate.
- Trade License; Factory License.
- Documentary evidence of ownership of the land & building of office premises & factory premises or rent receipt for the same.
- Affidavit for the ownership of plant and machinery and quality control equipment.
- List of technical staff.
- Memorandum and Article of Association, Certificate of Incorporation, Listing of sitting Directors, Partnership Deed, Registration Certificate issued by the Registrar of Firms etc.
- Registration Certificates with NSIC/DGS&D/RDSO/ISO 9000/Other Railways.
- Copy of NSIC's review certificate attested by notary.
- Current dealership agreement from Principal along with SSI/NSIC certificate.
- Performance statement of this Railway or other Railways with documents like Inspection Certificate/R. Note etc.
- Audited Balance Sheet and Profit and Loss Account for last 3 years.
- Banker's certificate.
- ISO 9000/14000 certificate if available.
(h) The applications of all NSIC registered firms should be rooted through NSIC only.
(i) On receipt of the questionnaire form along with the requisite documents as mentioned above, initial scrutiny is to be made to ascertain if the application form is complete in all respects and the necessary documents have been submitted. If it is found that the questionnaire form has been filled up properly and all requisite documents have been submitted, the case will be put up to the concerned authority as per depending on the status of the firm as 1 (a), (b) or (d). A Railway Officer is to be deputed to inspect the supplier's office godown and factory to verify the capacity/capability of the supplier to manufacture and supply the material required by the Railway. A form as per Annexure IV is issued in this regard. On receipt of the inspection report, if the competent authority is satisfied about the capacity/capability, the supplier is to be registered with the Railway.
(j) The new firm will be considered for registration for an initial period of two years and their registration will be considered for renewal for three years at a time subject to satisfactory performance of the firm during initial registration period.
(k) After the registration of the supplier is approved by the competent authority, the intending suppliers are requested to deposit Bulletin fees with the Chief Cashier, East Coast Railway, Chandrasekharpur, Bhubaneswar-751 023 under head of allocation no. Z-652 (COS/ECoR) as subscription fee for weekly Stores Bulletin for a financial year. The bulletin tender is to be published bi-weekly and annual subscription fee for the same will be:
- Rs 800/- for receipt of Bulletin by hand/ordinary post.
- Rs. 1500/- for receipt of Bulletin by Registered Post.
(l) On receipt of the original Money Receipt issued by the Chief Cashier, East Coast Railway, Chandrasekharpur, Bhubaneswar, the registration certificate will be issued to the supplier giving the following details: -
- Registration No.
- Validity period of Registration.
- Monetary limit of order.
- Vendor Trade Group No. along with description;
- Validity of I.T.C.C.
(m) The firms will be considered for registration for following monetary limits:
- Those firm capable of executing supply order valuing Rs.40 lakhs and above.
- Those firm capable of executing supply order valuing Rs.10 lakhs to Rs.40 lakhs.
- Those firm capable of executing supply order valuing Rs.5 lakhs to Rs.10 lakhs.
- Those firm capable of executing supply order valuing Rs.1 lakhs to Rs.5 lakhs.
- Those firm capable of executing supply order valuing upto Rs.1 lakh.
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