Vigilance Compedium - CCL

PROCEDURE TO BE ADOPTED FOR REPAIR OF OLD VEHICLE (LIGHT/HEAVY
VEHICLEs)
1. A departmental estimate shall be prepared and forwarded to Hqrs only if the estimated
expenditure exceeds the DOP of Area CGM/GM i.e. Rs.20,000/- or Rs.30,000/- per
annum per light vehicle or heavy vehicle respectively as the case may be, detailing
out the need for repair of the vehicle with reason/need/justification of repair through
outside agency.
2. “The estimate shall be prepared as per format in the history sheet attached with details
as per 7(a)I, II, III & IV with complete technical specification in the scope of work.
3. The HISTORY Sheet is to be filled up as per format enclosed and duly signed by all
concerned.
4. The proposal with note sheet shall be submitted for obtaining Administrative approval
of DT(O) with the following details:-
I) Inability certificate i.e. work cannot be done departmentally
II)
III)
IV)
A) Analysis of each item of Scope of Work of the estimate (with documentary
evidence) by the concerned Estimate initiating Engineer(E&M) shall be
recorded. (b)Estimate for the work to be executed duly recorded with its basis
and reasonability of rates taken in the estimate for different items.
Concurrence and vetting of the estimate by A.F.M. of the Area and CGM/GM
of the Area.
Urgency certificate for the proposed repair.
V) Post expected repair life of the vehicle after the proposed repair.
VI)
VII)
Techno-economics of the proposed repair cost as compared with the present
cost of the New Vehicle. The total cost of the repair shall include (a) The
estimated repair cost in the instant proposal + (b) Repair cost already incurred
during the present Financial Year + (c) Cost of spares to be provided
departmentally/Cost of spares issued during the year.
The proposal shall be duly certified for provision of required fund by Area
Finance Manager.
5. After obtaining the Administrative approval from competent authority, it may be
processed for issue of Tender Notice at “AREA LEVEL”, as per Contract
Management Manual for carrying out such contractual repair jobs, “observing all
required formalities as per rules and procedure”. The following guidelines are to be
followed strictly while inviting ‘Notice Inviting Tender’:
I. Preparation of Tender documents/NIT Document.
II.
Tender document shall include the following details;
General terms and conditions of the contract including commercial terms,
prequalification criteria/Eligibility criteria with definition of similar work
experience, EMD/SD Clause and DGS&D/NSIC/Governemnt approved
certificate for carrying out such repair jobs and CST/JST/VAT/ documents as