CONTENTS - Central Public Works Department

238 SECTION 37
37.7 Direct Demanding Officers
(1) In Central PWD, normally the Executive Engineers are authorised as Direct Demanding Officers
by the DGS&D. The Executive Engineers should invariably take steps to get their names included
as Direct Demanding Officers, for which they should take up the matter, wherever required, through
their Superintending Engineers. Items for which a rate contract exists, the order may be placed
direct with the concerned firm, provided the name of the indenting officer is included by the DGS&D
in the list of Direct Demanding Officers. The list of such items is revised from time to time by the
DGS&D, and such items are indicated in the booklet issued by them every 6 months, titled “List of
stores on rate/running contracts”.
(2) A large number of Executive Engineers of CPWD have been declared as Direct Demanding
Officers for placing supply orders against items that exist on the rate contracts of DGS&D. It has,
however, come to the notice of this Directorate that supply orders are placed without verifying
availability of funds or budget provision, and in certain cases, for quantities far in excess of their
immediate requirement.
(3) The indenting officers should not enter into direct correspondence with the suppliers or their agents
in cases where the work of procurement is entrusted to the DGS&D.
37.8 Precautions on drafting of indents
(1) It has also come to notice that while placing supply orders, all the columns are not filled in, and the
quantities are not mentioned in words, with the result that the quantities can be easily tampered
with. A few cases of issue of fake supply orders have been pointed out by DGS&D.
(2) The following instructions should be strictly adhered to while placing the supply order against
DGS&D R/C items:
(i) All the columns of the supply order should be filled in and supply order signed and affixed with
seal of the DDO.
(ii) The quantities, rates, and amounts against each item should be given in figures as well as in
words. Where the rates/charges, such as incidental charges, cannot be ascertained fully, the
approximate rates and amount should be given, both in figures and words.
(3) The specifications of the stores that are required should be carefully decided before placing indents
on the DGS&D so that changes can be avoided after the contract has been finalised as far as
possible. Where Indian Standard Specifications are not available, specifications as consistent with
the requirement of safety, security and end use of the stores according to necessities of the structures
and installations, may be decided having regard to technical limitations of indigenous productions.
(4) All Supply Orders in respect of RCs available online be placed by DDOs on online through their
web-site (www.dgsnd.gov.in). The instructions/guidelines issued by the O/o DGS & D are available
in their web-site can be referred. (Added as per OM/MAN/165)
37.9 Financial sanction
(1) The indentor should ensure that necessary financial sanction of the competent authority exists
before the demand is placed on the DGS&D. No indent would be complied with unless it is
accompanied by a certificate over the signatures of the indentor to the effect that:
(a) The expenditure involved in the indent including the estimated cost of freight and the departmental
charges (in the case of non-Government and Deposit works), has received the sanction of the
competent authority. The indent will give an indication as to whether the stores indented for are
required for bonafide use or for non-Government and Deposit works.
(b) Funds are available to meet the expenditure under the proper head in the sanctioned budget
allotment of the indenting Department/office.
(c) A sanction shall not lapse if tenders have been accepted (in the case of local or direct purchase
of stores) or the indent has been placed (in the case of Central Purchases) on the DGS&D
within the period of one year of the date of issue of that sanction, even if the actual payment in
whole or in part has not been made during the said period.