Vigilance Compedium - CCL

CIRCULAR
No.CCL/CGM(CMC)/Circular/CTE/2008/910
Date:05/08.08.08
Listed below are some of the points as observed by the Chief Technical Examiner of CVC
during intensive examination of one of the contract related to transportation of coal of CCL:
1) Original contract agreement was found kept in a loose folder. It was not bound and
not kept under sealed cover. Also every page including pages detached NIT & GTC
was not signed by the concerned agreement signing authority. It is, therefore advised
that the original agreement duly signed must be kept sealed to prevent tampering.
2) Team observed that copy of the LOI/Letter of Award, copy of NIT and copy of
original schedule of rate on which the contractor had quoted their final rate were not
formed part of the agreement. As such copy of these documents must be made part of
the contract agreement.
3) Serial numbering of the pages of the contract agreement must be done.
4) Hindrance Register:- Proper Hindrance register must be maintained. In it, date &
time of occurrence and removal of a particular hindrance affecting the work must be
recorded. This is required for correct assessment of demurrage amount on account of
contractor’s fault.
5) Safety measures must be observed at work site strictly. No Contractors employees
should be allowed working at site without dust mask, safety shoes and safety helmets.
Proper safety signs etc must be displayed at the site of work.
6) In the R/A bills paid to the contractors, it is found that the rates for payments have
been adopted by adding the agreement rate plus escalation. This system is not in
order. All the running payments should be made @ agreement rate. Escalation bill
should be paid separately. From the paid bills it should be clear, what is the amount
paid against the work done and the amount of escalation paid under the contract.
7) As per contract, vocational training under rule 1966 is being agreed by CCL for all the
contractors’ workers from time to time. Appropriate recoveries for organizing the
training program by CCL must be made from the contractor.
In view of above, all concerned are advised to take further corrective/preventive steps and
ensure the compliance of the observations with respect to transportation/outsourcing
contracts under their jurisdiction.
CC :
This issues with the approval of competent authority.
(1) Director Technical (Operation), CCL
(2) CVO, CCL
(3) GM(Finance)d, CCL, Ranchi
(4) CGM/General Manager, All Areas of CCL
(5) Area Finance Managers, All areas of CCL.
(6) Staff Officer (Mining), All Areas of CCL.
Sd/-
CGM (CMC),
CCL, Ranchi