Cos Option Clause Q O1

OFFICE
OF THE
FINANCIAL ADVISER AND CHIEF ACCOUNTS OFFICER (S&W),

STORES FINANCE SECTION,
RAIL NILAYAM, IInd FLOOR,
SECUNDERABAD
No.ASF/Q 01
Dt.
29-03-2013
Dy.CMM/C&W
Sub : Procurement of Coupler body - Exercising of (+) 30%
quantity
Option Clause.
Ref : Your Note No:34 to 43 of Case file No. 38.12.1300.
-oOoThe proposal resubmitted in connection with exercising of (+) 30%
Option Clause on the above subject item Purchase Orders has been
examined.
It is observed that the rates received in subsequent tender (ie.,
opened on 28.02.13) for the above subject item are on higher side. The
rate received from lowest technically suitable offer is Rs.20,400/-, whereas
the instant Purchase Orders rates are varying from Rs.19,299 to
Rs.19,390. In view of the financial advantage to Railways, finance
concurrence is hereby signified for exercising (+) 30% Option Clause on (i)
M/s. Frontier alloy steels Ltd, Kanpur for a quantity of 733 Nos, (ii)
M/s.Rausheena Udyog Ltd, Kolkata for a quantity of 90 Nos and on
(iii) M/s.Rine Engineering Ltd, Baddi for a quantity of 73 Nos with
original terms and conditions with in Delivery Period.
The above concurrence is subject to the following:
(i)
Obtaining the Sanction of original accepting authority, ie.,

COS.
(ii)
Obtaining the personal approval of PHOD for utilization the NS

indent as per Railway Board directives.
(iii)
Fixing reasonable delivery schedule for the enhanced

quantity.
(iv)
Ensuring availability of funds during the current financial

year.
(v)
Getting the MPOs vetted by Stores Finance section.

This issues with the approval of FA&CAO/S&W.
Encl : The concerned file.

( A.K.GANESHAN )
Sr.AFA/SF
For
FA&CAO/S&W.
NOTE/1
Sub : Procurement of Coupler body - Exercising of (+) 30%
quantity
Option Clause.
Ref : Dy.CMM/C&Ws Note No:34 to 43 of Case file No.
38.12.1300.
-oOoA proposal seeking finance concurrence for operating (+) 30%
option clause on the above subject item, received from
Dy.CMM/C&W, which is placed at Folio-1 may kindly be perused.
For procurement of the above subject item Six Purchase
Orders have been placed on 3 firms viz., (i) M/s. Frontier Alloy Steels
Ltd, Kanpur (AIR-Rs.19390 each) (ii) M/s.Rausheena Udyog Ltd,
Kolkata (AIR- Rs.19299.51 each) and (iii) M/s.Rine Engineering Pvt
Ltd, Baddi (AIR- Rs.19299.51 each) with the acceptance of COS for
a total value of Rs.6,30,98,961.14 (L/F-N/30).
Now, Stores branch is proposing to exercise (+)30% quantity
option clause on the above three firms as the demands are available
for the subject item.
The proposal has been examined and the following are the
observations:
Earlier, when a proposal for exercising (+)30% option clause on

M/s. Rausheena Udyog Ltd, Kolkata (AIR- Rs.19,299.51 each)
(Folio-4) was submitted to this office for concurrence, this office
returned the proposal with some observations, placed at Folio-3,
which may kindly be perused. The proposal was initiated based
on the recommendations of the subsequent tender committee,
which had recommended to exercise option clause on M/s.
Frontier Alloy Steels Ltd, Kanpur (AIR-Rs.19,390 each) as the
rates received in subsequent tender on 27.09.12 are on higher
side (AIR- Rs.19,969.18). The performance of all the three firms
was also not submitted. As such, the proposal was returned with
some observations (Folio-3).
Now, Stores branch has resubmitted the proposal duly
invoking option clause on other two firms also as the rates (AIRRs.20,400 each) received in subsequently opened tender on
28.02.13 (L/F-282) are on higher side. The case is under
finalization with SAG tender committee.
ii
Necessary ANE (L/F-285) and one NS indent (L/F-248) are

available in the case file to cover the proposed option quantity.
However, the personal approval of PHOD (CME) for utilizing the
NS indent is not placed in the case file. It is stated that it is under
process.
(PTO)
iii
NOTE/2
As advised earlier by this office, the supply position of all
the three firms is submitted as mentioned below.
S.N
o
Name of the firm
01
M/s. Frontier Alloy Steels Ltd, 2444

Kanpur (DP-30.09.13)
Nos
1503 Nos 61.50%
02
M/s.Rausheena Udyog Ltd, 450 Nos

Kolkata (DP- 31.07.13)
M/s.Rine Engineering Pvt Ltd, 364 Nos
Baddi (DP- 31.03.13)
180 Nos
40%
120 Nos
33%
03
Ordered
Qty
Supplied
Qty
% of
supply
As it can be seen from the above that the firm M/s.

Rine Engineering Pvt Ltd, Baddi has supplied only 33% of
originally ordered quantity even though the DP is expiring
on 31.03.2013. In case of other two firms the DP is
available upto 31.07.13 and upto 30.09.13. However, it is
certified by the stores department that the performance of
all the firms is satisfactory. Since the rate of instant POs
are financially beneficial when compared with the
subsequently opened tender, we may agree for the
proposal on the above three firms.
iv
1
2
3
4
5
The financial implications of the proposed option clause are

as follows:
Original Value of the three POs.
`.
6,30,98,961.1
4
3258 Nos
932 Nos
Nil
896 Nos
Original Qty in the POs.

(+) 30% option quantity
Qty already utilized under option clause
Now proposed qty under option clause
(a) Frontier alloy 733 Nos
(b) Rausheena 90 Nos
(c) Rine Engineering 73 Nos
6
Value of the proposed option Qty
`.1,73,58,690
7
Total Value of the POs after exercising (+)
`.8,04,57,651
30% option clause
.14
8
Competency of Sanction required
COS
In view of the financial advantage, if approved we may concur
the above proposal.
With the exercise of above option clause, the revised value will
be with in the powers of original accepting authority ie., COS. As
such, the proposal requires the concurrence of FA&.CAO/S&W.
Submitted for kind perusal and orders please.
SSO(A)/
(SF)
NOTE/79
Sub : Procurement of Resin Impregnated pleated filter paper
- Exercising of (+) 30% Option Clause.P.O.No:91275
Dt:22.05.12
Ref :Dy.CMM/DSLs Note No:32 of Case file No.
DSL/10/11/2855.
option clause on the above subject item, received from Dy.CMM/DSL,
which is placed at Folio- 100/C may kindly be perused.
For procurement of the above subject item One Purchase
Order has been placed on M/s. G.S.Products, Dehradun at an all
inclusive rate of Rs.2022.075 per number and at a total value of Rs.
8,68,82,496.53 with the acceptance of COS (L/F-N/23).
Now, it is proposed to exercise (+)30% quantity option clause
on the above firm as the demand is available for the subject item.
observations:
1.0
The proposal is being initiated based on the recommendations
of the subsequent tender committee. It is stated that a new tender
was opened on 12.02.2013 for the subject item. The All inclusive
rate accepted in the new tender is Rs.2150.40 each (AIR). As the
rates of instant PO is lower than the subsequent tender and
financially beneficial to Railways, SAG tender committee has
recommended to invoke (+)30% option clause (L/F-153) on the
instant PO for a total quantity of 12,890 Nos, which was accepted by
GM.
2.0
It is certified by the stores department that the performance of
the firm is
satisfactory. However, it is observed from Stock
position slip (L/F-148) that the firm has not commenced the supplies
till date. Out of ordered quantity of 42,967 Nos, the firm has to
supply 8,000 Nos within 31.12.2012 and balance 34,967 Nos, from
01.04.2013 to 30.09.2013. As per Railway Board guidelines, the
performance of the firm should be satisfactory, while exercising the
option clause.
3.0 The financial implications of the proposed option clause are as
follows:
Original Value of the PO.
4
5
6

Total Value of the PO after exercising (+)

30% option clause
Rs.8,68,82,49
6.
42,967
Nos
12,890
Nos
Nil
12,890 Nos
Rs.26,06,454
7
Rs.11,29,47,0
43
COS
NOTE/80
4.0
Necessary ANE is available (L/F-148) in the case file to cover
the proposed option quantity.
5.0
In view of the poor performance of the firm, put up for orders
whether to concur the proposal to exercise (+)30% option clause on
the above firm or otherwise please.
SSO(A)/(SF)
Sr.AFA/(SF)
NOTE/6
In continuation to the section note at pre-page, Dy.CMM/S&T
has resubmitted the proposal (Flag
) in response to this office
observations placed at Flag - , which may kindly be perused.
As advised by this office, the quantity has been redistributed
among the two firms covering the correct consignee as per orders
placed on the firms.
The financial implications of the proposed option clause are as
follows:
1
Original Value of the POs.
2
3
4
5

(a) M/s. Continental Telepower
Industries/New Delhi - 39.45kms
(b)M/s.SPM Power & Telecom
Rs.3,02,15,38
7.
309.7kms
92.91kms
Nil
92.91kms
6
7
8
Pvt ltd/HYB- 53.46kms.

30% option clause
Rs.90,64,616
Rs.3,92,80,00
3.
COS
As the subsequent tender committee has already

recommended to exercise option clause on the above two POs, as
the rate received is on higher side, if approved we may concur the
proposal.
The proposal has the administrative approval of CMM/E (Flag).
SSO(A)/(SF)
Sr.AFA/SF
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 18-04-2013
Dy.CMM/DSL
Dt:22.05.12
Ref : Your Note No:32 of Case file No. DSL/10/11/2855.
-oOoThe proposal received in connection with exercising of (+) 30%
Option Clause on the above subject item Purchase Order has been
examined.
rate accepted from lowest offer is Rs.2150.40, whereas the instant
Purchase Order rate is Rs.2022.07. In view of the financial advantage and
as recommended by SAG tender committee, finance concurrence is
hereby signified for exercising (+) 30% Option Clause on
M/s.G.S.Products, Dehradun for a quantity of 12,890 Nos with
(i) Obtaining the Sanction of original accepting authority, ie., COS.
(ii)
Ensuring that no lower rates have been received in terms of para
3.3 of
Railway board letter No:99/RS(G)/779/5 Dt:12.03.10.
(iii)
Fixing reasonable delivery schedule for the enhanced quantity.
(ii) Ensuring availability of funds during the current financial year.

(iii)

( A.K.GANE
SHAN )
Sr.AFA/SF
FA&CAO/S&W.
For
NOTE/81
Sub : Procurement of Bed sheets Handloom bleached.
Exercising of (+) 30% Option Clause on M/s.Ushamas Handloom
Tex/Madurai (P.O No:92062 Dt: 28.08.12)
Ref : Dy.CMM/S&Ts Note No:38 to 41 of Case file No.
79.11.1448.92062.
-oOoA proposal seeking finance concurrence for operating (+) 30% option
clause on the above subject item, received from Dy.CMM/S&T, which is
placed at Folio-103/C may kindly be perused.
For procurement of the above subject item one Purchase Order has
been placed on M/s. Ushamas Handloom Textiles /Madurai (AIRRs.134.70 per No.) with the acceptance of COS for a total value of
Rs.2,95,87,528.50 (L/F-N/23).
Now, it is proposed to exercise (+)30% quantity option clause on the
above firm as the demand is available.
The proposal has been examined and the following are the observations:
i
Stores branch stated that a new tender has been opened on 22.03.2013,
in which higher rates (Rs.144.00-L/F-491) were received for the subject
item. The tender is under finalization with SAG tender committee. In view
of the financial advantage when compared with the new tender rates, the
proposal is being initiated to exercise option clause on the above firm for
a quantity of 86,492 Nos as against the option quantity (1,01,379 Nos)
available in the PO. Earlier, for a quantity of 14,887 Nos option clause was
exercised on the same firm, for which finance concurrence was also
signified by this office with the approval of FA&CAO/S&W (Note/72/73)
vide letter placed at Folio-93/C, which may kindly be perused.
ii
Necessary ANE (L/F-493/494) for a quantity of 331586 Nos is available in

the case file to cover the proposed option quantity.
iii
The financial implications of the proposed option clause are as follows:
2
3
4
5
6
Original Qty in the PO.

Rs.4,55,19,305.
70
3,37,931 Nos
1,01,379 Nos
14,887 Nos
86,492 Nos
Rs.1,16,50,472.
7
8
9
Total Value of the PO after exercising (+) 30%

option clause
Delivery period available upto
00
Rs.5,91,75,057.
00
COS
30-04-2013
NOTE/73
iv
It is certified by the stores department that the performance of

the firm is satisfactory. The firm has supplied 1,90,000 Nos as
against the originally ordered quantity of 2,19,655 Nos.
The original DP of the firm is available upto 30.04.13.
With the exercise of above option clause, the revised value will be
with in the powers of original accepting authority ie., COS. The
administrative approval of CMM has been obtained for exercising option
clause (Folio-103). As such, the proposal requires the concurrence of
FA&CAO/S&W.
In view of the above, if approved we may concur the above
proposal.
SSO(A)/(SF)
Sr.AFA/(SF)
FINANCIAL
OFFICE OF THE
ADVISER AND CHIEF ACCOUNTS OFFICER (S&W),
SECUNDERABAD
No.ASF/Q 01
Dt. 29-04-2013
Dy.CMM/S&T
Sub : Procurement of Bed sheets Handloom bleached.
Exercising of (+) 30% Option Clause on M/s.Ushamas
Handloom Tex/Madurai (P.O No:92062 Dt: 28.08.12)
Ref : Your Note No:38 to 41 of Case file No.
79.11.1448.92062.
examined.
rate received from Lowest tenderer is Rs.144.00, whereas the instant
Purchase Order rate is Rs.134.70. In view of the financial advantage,
finance concurrence is hereby signified for exercising (+) 30% Option
Clause on M/s. Ushamas Handloom Tex/Madurai for a quantity of
86,492 Nos with original terms and conditions with in Delivery Period.
(i)
Obtaining the Sanction of original accepting authority, ie., COS.
(ii)

3.3 of
(iii)
(iv)
year.
(v) Getting the MPOs vetted by Stores Finance section.
( A.K.GANE
SHAN )
Sr.AFA/SF
FA&CAO/S&W.
For
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 10-04-2013
Dy.CMM/S&T
Sub : Procurement of 2 core X 25sqmm Power cable - Exercising of
(+) 30%
Option Clause on (a) M/s.Continental Telepower
Industries/New
Delhi & (b) M/s.SPM Power & Telecom Pvt ltd/HYB.
Ref : (i) Your Note No:21 to 51 of Case file No. PS.56-11-1032.
(ii) This office letter No:ASF/QO1 Dt:19.02.2013, 05.03.2013 &
26.03.13
examined.
rates of the instant purchase orders are financially beneficial to Railways.
Further, the subsequent tender committee has also recommended to
invoke option clause on these two firms. In view of the financial
advantage, finance concurrence is hereby signified for exercising (+) 30%
Option Clause on M/s. Continental Telepower Industries/New Delhi
for a quantity of 39.45kms & on M/s.SPM Power & Telecom Pvt
ltd/HYB for a quantity of 53.46kms with original terms and conditions
with in Delivery Period.
(i)
(ii)
Obtaining the personal approval of PHOD for utilizing the NS

indents to cover the option quantity as per Railway Board
guidelines.
(iii)
Ensuring that no lower rates have been received in terms of

para 3.3 of
(iv)
Fixing
reasonable
delivery
schedule
for
the
enhanced
quantities.
(v)
Ensuring availability of funds during the current financial year.
(vi)


( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
NOTE/83
Sub : Procurement of Axel Box housing finish.
Exercising of (+) 30% Option Clause on M/s.Rine
Engineering Pvt ltd (P.O No:90554 Dt: 14.03.13)
Ref : Dy.CMM/C&Ws Note No:27/28 of Case file No.
PC.30.12.1102.
option clause on the above subject item, received from Dy.CMM/C&W,
which is placed at Folio-105/C may kindly be perused.
been placed on M/s. Rine Engineering Pvt ltd, Baddi (AIR- Rs.9,200/- per
No.) with the acceptance of CMM for a total value of Rs.35,88,000 (L/FN/19).
Now, Stores branch is proposing to exercise (+)30% quantity option
clause on the above firm as the demand is available.
observations:
1.
Stores branch stated that a new tender has been opened on

24.01.2013, in which higher rates (Rs.10,100/--L/F-167) were
received for the subject item. The JAG tender committee of the new
tender has recommended to exercise (+)30% option clause on the
subject PO for a quantity of 117 Nos (L/F-168). In view of the
financial advantage when compared with the new tender rates, the
proposal is being initiated to exercise option clause on the above
firm for a quantity of 117 Nos.
2.
Necessary ANE (L/F-166) is available in the case file to cover the

proposed option quantity on CRS/TPTY.
3.
It is certified by the stores department that the performance of the

firm is satisfactory. However, it is observed from the History sheet
that the firm has not yet started the supplies though extension was
given from 30.04.13 to 31.07.13. Stores branch is stating that DD is
ahead. However, there is a financial benefit of Rs.900/- per one
number.
4.

follows:
2
3
4
5
6


30% option clause
8
9
Rs.
35,88,000.00
390 Nos
117 Nos
Nil
117 Nos
Rs.10,76,400.
00
Rs.46,64,400.
00
CMM
31-07-2013
with in the powers of original accepting authority ie., CMM. As such, the
proposal requires the concurrence of Sr.AFA/SF.
SSO(A)/(SF)
Sr.AFA/(SF)
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 02-05-2013
Dy.CMM/C&W
Sub : Procurement of Axel Box housing finishExercising of (+)
30% Option
Clause on M/s.Rine Engineering Pvt ltd (P.O No:90554 Dt:
14.03.13)
Ref : Your Note No:27/28 of Case file No. PC.30.12.1102.
examined.
It is observed from the History sheet that the firm has not yet
commenced its supplies even after extending the Delivery Period from
30.04.13 to 31.07.13 with LD and with Denial clause. As such, the
performance of the firm may not be Satisfactory.
In terms of Para 3.4 of Railway Board letter No: 99/RS(G)/779/5
Dt:12.03.10, for exercising (+)30% option clause, the performance of the
firm should be satisfactory. The performance of the firm needs to be
improved to invoke option clause on the firm.
Hence, the proposal is returned herewith.
( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
0.
0
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 07.05.2013
Dy.CMM/C&W
Sub : Procurement of Flap Door for Box N and Box NH Sto RDSO
Drawing No/WD90007-S 1 Exercising of (+) 30% Option
Clause.
Ref : Your Note No:34 of Case file No. PW 38-12-1900.
examined.
In view of the financial advantage to Railways, finance concurrence
is hereby signified for exercising (+) 30% Option Clause on M/s.N.S.
Engineering Projects Pvt. Ltd. /Kolkatta a quantity of 450 nos. @
Rs. 4500(AIR) with original terms and conditions with in Delivery Period.
(i)
(ii)

3.3 of
(iii)
(iv)
(v)

Ensuring availability of funds during the current financial year

( A.K.GANE
SHAN )
Sr.AFA/SF
FA&CAO/S&W.
For
NOTE/85
Sub :- Procurement of Hydraulic oil servo system HLP.68
Exercising of (-)30% option clause. P.O.No:91077 Dt:05.05.2012.
Ref :- Dy.CMM/Gs Note No. 23 to 24 of Case file No:PO.80.11.1152.
-oOoA proposal seeking finance concurrence for operating (-) 30% option clause
on the above subject item, received from Dy.CMM/G, is placed at Folio-107/C which
may kindly be perused.
One Purchase Order has been placed for procurement of the above subject
item on M/s.Hindustan Petroleum Corporation Ltd/Chennai (L/F-106) for a
quantity of 1,35,360 LTRS at a total value of Rs..1,14,82,588.80 with the
acceptance of CMM/G (L/F-N/11).
Now, it is proposed to exercise (-) 30% option clause on the subject P.O No.
91077 Dt: 05.05.12 for a quantity of 40,407 LTRS.
(i)
It is proposed to invoke (-) 30% quantity option clause on the above

subject P.O, as the rate received in the tender opened recently ie on
10.04.2013, from lowest technically suitable offer is Rs.79.26 per litre
(L/F-127-129), whereas the instant PO rate is Rs.84.83per litre (L/F-106).
Earlier, (+)30% option clause was exercised on this firm as the rates
received in the subsequent tender are on higher side.
(ii)
It is observed from the case file that the firm was advised to accept the
lower rate of Rs.79.26 per litre, but the firm refused to accept the offer.
The firm still has to supply 40,407 ltrs only. Though the (+)30% quantity
works out to 40,608 Ltrs, the balance quantity to be supplied by the firm
is only 40,407 ltrs. As such, it is proposed to cancel 40,407 ltrs duly
exercising (-)30% option clause on the firm.
(iii)
As the original tender was finalized with JAG tender committee and
accepted by CMM, the above proposal requires the concurrence of
Dy.CAO/S&W for exercising (-)30% option clause.
(iv)
The proposal to exercise (-)30% option clause has the approval of CMM
(Folio-107).
In view of the above, if approved we may concur the proposal to exercise

(-)30% option clause on the above firm.

SSO(A)/(SF)
Sr.AFA/(SF)
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
2013
Dt. 09-05-
Dy.CMM/C&W
Sub : Procurement of Axel Box housing finish.
Exercising of (+) 30% Option Clause on M/s.Rine Engineering Pvt ltd
(P.O No:90554 Dt: 14.03.13)
Ref : Your Note No:27/28 of Case file No. PC.30.12.1102.
-oOoThe proposal received in connection with exercising of (+) 30% Option
Clause on the above subject item Purchase Order has been examined.
It is observed that the rates received in subsequent tender (ie., opened on
24.01.2013) for the above subject item are on higher side when compared with the
rates of the instant purchase order. Further, the subsequent tender committee has
also recommended to invoke option clause on the above Purchase Order. In view of
the financial advantage, finance concurrence is hereby signified for exercising (+)
30% Option Clause on M/s. Rine Engineering Pvt ltd, Baddi for a quantity of
117 Nos with original terms and conditions with in Delivery Period.
1.0
2.0
Obtaining the Sanction of original accepting authority, ie., CMM.
Ensuring that no lower rates have been received in terms of para 3.3
of
3.0
Fixing reasonable delivery schedule for the enhanced quantities.
4.0
5.0

( A.K.GANESHAN )
Sr.AFA/SF
For
FA&CAO/S&W
NOTE/85
Sub : Procurement of Battery Box .. Exercising of (+) 30% Option
Clause
on M/s.Sri Vari Metal Works (P) ltd/Hosur (P.O No:90284
Dt: 07.02.13)
Ref : Dy.CMM/C&Ws Note No:24/25 of Case file No. PO.30.11.1903.
-oOoA proposal seeking finance concurrence for operating (+) 30% option clause
on the above subject item, received from Dy.CMM/C&W, which is placed at Folio109/C may kindly be perused.
For procurement of the above subject item one Purchase Order has been
placed on M/s. Sri Vari Metal Works (P) ltd/Hosur (AIR- Rs.14634.50 per No.) with
the acceptance of CMM for a total value of Rs.87,80,700 (L/F-N/17).
Now, Stores branch is proposing to exercise (+)30% quantity option clause
on the above firm as the demand is available.
1.0 Stores branch stated that a new tender has been opened on 22.01.2013, in
which higher rates (Rs.15134.05 L/F-284) were received for the subject item.
The JAG tender committee of the new tender has recommended to exercise
(+)30% option clause on the subject PO for a quantity of 180 Nos (L/F-285). In
view of the financial advantage when compared with the new tender rates, the
proposal is being initiated to exercise option clause on the above firm for a
quantity of 180 Nos.
2.0 A copy ANE (L/F-300) is available in the case file to cover the proposed
option quantity on CRS/TPTY.
3.0 It is certified by the stores department that the performance of the firm is
satisfactory. However, it is observed from the History sheet that the firm has
supplied only 24 Nos as against the ordered quantity of 600 Nos. Stores
branch is stating that DD is ahead. However, there is a financial benefit of
Rs.500/- per one number.
4.0 The financial implications of the proposed option clause are as follows:
Rs.

option clause
87,80,700.0
0
600 Nos
180 Nos
Nil
180 Nos
Rs.26,34,210.00
Rs.1,14,14,910.
00
CMM
15-05-2013
With the exercise of above option clause, the revised value will be with in the
powers of original accepting authority ie., CMM. As such, the proposal requires the
concurrence of Dy.CAO/S&W.
In view of the financial advantage involved and as recommended by JAG
tender committee of subsequent tender, if approved we may concur the proposal.
SSO(A)/(SF)
Sr.AFA/(SF)
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
05-2013
Dt. 13-
Dy.CMM/G
M/s. Hindustan Petroleum Corporation Ltd/Chennai
Ref :- Your Note No. 23 to 24 of Case file No:PO.80.11.1152.
-oOoThe proposal received in connection with exercising of (-) 30% Option
As the firm has not accepted for the lower rate received in subsequently
opened tender on 10.04.2013 for the subject item, finance concurrence is
hereby signified for exercising (-) 30% Option Clause on M/s. Hindustan
Petroleum Corporation Ltd/Chennai against PO No:91077 dt:05.05.2012 for
a quantity of 40,407 ltrs.
1.0
2.0

( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
05-2013
Dt. 15-
Dy.CMM/C&W
Clause
Dt: 07.02.13)
Ref : Your Note No:24/25 of Case file No. PO.30.11.1903.
22.01.2013) for the above subject item are on higher side when compared with
the rates of the instant purchase order. Further, the subsequent tender committee
has also recommended to invoke option clause on the above Purchase Order. In
view of the financial advantage, finance concurrence is hereby signified for
exercising (+) 30% Option Clause on M/s. Sri Vari Metal Works (P) ltd/Hosur
for a quantity of 180 Nos with original terms and conditions with in Delivery
Period.
1.0
CMM.
2.0
para 3.3 of
3.0
4.0
5.0

( P.CHANDRASEKHAR
BABU )
Sr.AFA/SF
For FA&CAO/S&W
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
05-2013
Dt. 15-
Dy.CMM/C&W
Clause
Dt: 07.02.13)
22.01.2013) for the above subject item are on higher side when compared with
the rates of the instant purchase order. Further, the subsequent tender committee
has also recommended to invoke option clause on the above Purchase Order. In
exercising (+) 30% Option Clause on M/s. Sri Vari Metal Works (P) ltd/Hosur
for a quantity of 180 Nos with original terms and conditions with in Delivery
Period.
1.0
CMM.
2.0
para 3.3 of
3.0
4.0
5.0

( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W
NOTE/87
Sub : Coverage of Railway Carriage Fan brushless DC(BLDC)
Exercising of (+) 30% Option Clause on M/s.General Auto
Electric
Corporation/Mumbai (P.O No:92145 Dt: 07.09.12)
Ref : Dy.CMM/Elecs Note No:51/52 of Case file No. PE.45.12.1.92145
clause on the above subject item, received from Dy.CMM/Elec, which is
For procurement of the above subject item five Purchase Orders have
been placed on (i) M/s. Western Electric & Trading co./Delhi (AIR- Rs.3475/each)
(ii) M/s. Light Engg.Corpn/Solan/HP (AIR- Rs.2749.95)
(iii) M/s.Kapsons Industries Ltd/Jalandhar (AIR- Rs.2749.95)
(iv) M/s.General Auto Electric corporation/Mumbai (AIR- Rs.2700)
(v) M/s.Pyramid Electronics/H.P. (AIR- Rs.3475)
with the acceptance of COS for a total value of Rs.41945647.10 (L/FN/29).
clause on M/s.General Auto Electric corporation/Mumbai as the demand is
available.
1.0
Stores branch stated that a new tender has been opened on 20.03.2013,
in which higher rates (Rs.3420.00 L/F-340) were received for the subject
item. As such, the tender committee of new tender also discussed with
regards to exercising of quantity option clause and recommended to
invoke option clause on the above firm for a quantity of 183 Nos (L/F-407).
In view of the financial advantage when compared with the new tender
rates, the proposal is being initiated to exercise option clause on the
above firm. Earlier, option clause was exercised on M/s. Light
Engg.Corpn/Solan/HP (AIR- Rs.2749.95) & on M/s.Kapsons Industries
Ltd/Jalandhar (AIR- Rs.2749.95)
1.0 A copy of ANE (L/F- 370 ) is available in the case file to cover the
proposed option quantity.
2.0
firm is satisfactory. However, it is observed from the History sheet that
the firm has not started the supplies even after extending the DP upto
31.05.2013. When the proposal was returned to certify the performance of
the firm, Stores branch is stating that the firm is a Part-II RDSO approved
source and the performance of the firm is satisfactory.
(P.T.O)
NOTE/88
3.0
Original Value of the 5 POs.
2
3
4
5
6
7

Total Value of the POs after exercising (+) 30%
option clause (including already option clause
exercised POs)
8
9
Rs.
4,19,45,647.10
611 Nos
183 Nos
Nil
183 Nos
Rs.4,94,100.00
Rs.4,50,41,206.
75
COS
31-05-2013
powers of original accepting authority ie., COS. As such, the proposal requires the
concurrence of FA&CAO/S&W and sanction of COS.
In view of the financial advantage involved and as recommended by SAG
tender committee of subsequent tender, if approved we may concur the proposal.
SSO(A)/(SF)
Sr.AFA/(SF)
NOTE/90
Sub : Procurement of Cone assembly to M/s.NEI/Jaipur Drg No:BP200923 .. Exercising of (+) 30% Option Clause on M/s.National
Engineering Industries Ltd/Jaipur (P.O No:92562 Dt: 29.10.12)
Ref : Dy.CMM/Elecs Note No:16/17 of Case file No. PA.85.11.1363.
been placed on M/s. National Engineering Industries Ltd/Jaipur (AIRRs.2147.20 per No.) with the acceptance of CMM for a total value of
Rs.47,64,635.91 (L/F-N/14).
1.0
The subject item is a PAC item (L/F-9) of M/s.NEI/JAIPUR. Stores branch
stated that a new tender was opened on 05.04.2013, in which the same firm
has quoted higher rate (Rs.3008.44 L/F-61) for the subject item. However,
the tender is not yet finalized and is under negotiation stage. In view of the
financial advantage when compared with the new tender rate, the proposal
is being initiated to exercise option clause on the above firm for a quantity of
665 Nos.
2.0
A copy of Shortfall ANE (L/F-65) is available in the case file to cover
the proposed option quantity of M&G/GTPL.
3.0
It is certified by the stores department that the performance of the firm is

satisfactory. It is stated that the firm has supplied 1344 Nos (60%) as
against ordered quantity of 2219 Nos
4.0
2
3
4
5
6
7

option clause
8
9
Rs.
47,64,635.91
2219 Nos
665 Nos
Nil
665 Nos
Rs.14,27,888.00
Rs.61,92,523.91
CMM
31-08-2013
NOTE/91
With the exercise of above option clause, the revised value will be with in
the powers of original accepting authority ie., CMM. As such, the proposal
requires the concurrence of Sr.AFA/SF.
The proposal has the approval of CMM (F-113/C) for exercising option
clause.
In view of the financial advantage involved, if approved we may concur
the proposal.
SSO(A)/(SF)
Sr.AFA/(SF)
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
14-06-2013
Dt.
Dy.CMM/Elec
Sub : Procurement of Cone assembly to M/s.NEI/Jaipur Drg No:BP200923 .. Exercising of (+) 30% Option Clause on
M/s.National
Engineering Industries Ltd/Jaipur (P.O No:92562 Dt:
29.10.12)
Ref : Your Note No:16/17 of Case file No. PA.85.11.1363.
It is observed that the rates received in subsequent tender (ie., opened
on 05.04.2013) for the above subject item are on higher side when compared
with the rates of the instant purchase order. Further, the subsequent tender
committee has also recommended to invoke option clause on the above
Purchase Order. In view of the financial advantage, finance concurrence is
hereby signified for exercising (+) 30% Option Clause on M/s. National
Engineering Industries Ltd/Jaipur for a quantity of 665 Nos with original
terms and conditions with in Delivery Period.
1.0
2.0
3.3 of
3.0
4.0
5.0

BABU)
(P.CHANDRASEKHAR
Sr.AFA/SF
For FA&CAO/S&W
NOTE/92
Sub : Procurement of Low maintenance lead acid loco battery
under
(+) 30% Option Clause (P.O No:92027 Dt: 24.08.11 & 91775
Dt:25.07.12)
Ref : Dy.CMM/Elecs Note No:38/39 of Case file No. PE.25.11.2905.
placed at Folio- 115/C may kindly be perused.
For procurement of the above subject item two Purchase Orders
have been placed on M/s. The Bharath battery Mfg co.pvt
ltd/Kolkata & on M/s.Exide Industries Limited/Kolkata (AIRRs.10329.82 per No.) with the acceptance of CMM for a total value of
Rs.1,10,32,247.76 (L/F-N/29).
clause on the above two firms as recommended by subsequent tender
committee.
1.0
The proposal is being initiated based on the recommendations of the
subsequent tender committee which was opened on 11.01.2013. It is
observed that higher rates were received in subsequent tender. As such,
the tender committee discussed in their minutes about exercising of option
clause in Last Purchase Orders to get financial advantage. However, it is
not mentioned specifically in the Recommendations of the proceedings. As
such, this office insisted to obtain CMMs approval for exercising option
clause. But, the proposal was resubmitted again and again stating that
CMM has already accepted for exercising option clause. The proposal was
submitted to this office on 09.04.13 ie., after expiry of Delivery Period
ie.,29.03.13 stating that advance acceptance letters were already issued
to the firms as there is no time to obtain finance concurrence. As such,
there is no option, except to concur the proposal. In view of the financial
advantage, we may signify post-facto finance concurrence to the proposal.
2.0
follows:
1
Original Value of the two POs.
Rs.
1,10,32,247.76
2
3
4
5
6
7
8
9

option clause
1068 Nos
320 Nos
Nil
320 Nos
Rs.33,05,542.40
Rs.1,43,37,790.
16
CMM
29-03-2013
NOTE/93
3.0
It is certified by the stores department that the performance of the firms
is
satisfactory. It is stated that the above two firms have supplied
the material
within the delivery date.
4.0
Necessary ANE is available in the case file to cover the above option quantity
The proposal has the approval of CMM (L/F-281/C) for exercising option clause.
In view of the financial advantage involved, if approved we may concur the
proposal.
SSO(A)/(SF)
Sr.AFA/(SF)
NOTE/1
Sub : Procurement of Densified thermal bonded polyster blocks..
under (+) 30% Option Clause (P.O No:90206 Dt: 28.01.13)
Ref : Dy.CMM/Gs Note No:27/28 of Case file No. PO.75.12.1342.
clause on the above subject item, received from Dy.CMM/G, which is placed at
Flag A may kindly be perused.
placed on M/s. Savithri Engg Products, Sirmour (AIR- Rs.880 per No.)
with the acceptance of CMM for a total value of Rs.86,87,360 (L/F-N/21).
clause on the above firm on the basis of a NS indent received from CRS/TPTY.
1.0
Stores department stated that a new tender was floated for
procurement of 1080 Nos of the subject item based on a NS indent received
from CRS/TPYS. The tender was opened on 21.05.2013 and it is observed that
the L1 tenderer who quoted Rs.825.66 is a RDSOs Part II firm. As per extant
rules the firm is eligible for developmental order ie.,15% of NPQ. But, the firm
stated that part quantity not acceptable. As per rules in vogue, full quantity
can not be placed on the above firm. Then, the quantity should be placed on
L2 firm, but the firm has quoted Rs.941.46 per No, which is higher by 6.98%
when compared to LPO. As such, Dy.CMM/G discharged the Tender and
advised to invoke option clause in LPO. As such, the proposal is being
submitted to this office for signifying concurrence to exercise quantity option
clause for a quantity of 1080 Nos.
2.0
1
2
3
4
5
6
7
8
9

option clause
Rs. 86,87,360.
9872 Nos
2962 Nos
Nil
1080 Nos
Rs.9,50,400.
Rs.96,37,760.
CMM
12-11-2013
NOTE/2
3.0
It is certified by the stores department that the performance of the firms is

satisfactory.
4.0
Necessary vetted NS indent is available in the case file to cover the above
option quantity for 1080 Nos.
The proposal has the Administrative approval of CMM (Flag A) for
exercising option clause.
the proposal.
SSO(A)/SF
Sr.AFA/SF
NOTE/1
Sub : Exercising of (-)30% option clause on P.O.No.92328
Dt:27.09.2012
(Procurement of Electrodes IRS Class A2 size 4.00 X
450mm..)
-oOoA proposal seeking finance concurrence for operating (-) 30% option
For procurement of the above subject item two Purchase Orders have
been placed on M/s. Asian Arc Electrodes Pvt ltd and on M/s.Seth
Electrodes Pvt Ltd (AIR- Rs.9.35 per mtr) with the acceptance of CMM for
Now, Stores branch is proposing to exercise (-)30% quantity option
clause on the above firm as the rates received in subsequent tender are on
lower side.
1.0
procurement of the subject item and the tender was opened on 22.05.2013. It
is observed that the L1 tenderer has quoted Rs.8.32 per metre, which is
lower than the subject PO rate. As such, Stores department vide their letter
placed at L/F-266 advised the firm
M/s. Asian Arc Electrodes Pvt ltd,
Noida to accept the lower rate or (-)30% option clause will be operated. As
the firm did not accepted the lower rate, Stores department is proposing to
exercise (-)30% option clause on the above firm. As such, the originally
ordered quantity will be reduced for a quantity of 2,16,033 mtrs.
2.0
With regards to another firm in the same tender, it is understood that
the firm has supplied the entire quantity in the month of March 2013 itself. As
such, there is no chance to invoke (-)30% option clause on this firm.
3.0
2
3
4

Rs.67,29,437.30
.
7,20,111 mtrs
2,16,033 mtrs
Nil
5
6
7
8
Now proposed reduced qty under option clause

Revised quantity in the PO
option clause
9
10 Delivery period available upto
2,16,033 mtrs
5,04,078 mtrs
Rs.20,19,908.55
Rs.47,09,528.75
CMM
30-11-2013
NOTE/2
requires the concurrence of Dy.CAO/S&W.
exercising (-)30%option clause.
In view of the lower rates received in subsequent tender, if approved we
may concur the proposal to exercise (-)30% option clause.
SSO(A)/SF
Sr.AFA/SF
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
2013
Dt. 03-06-
Dy.CMM/G
Sub : Exercising of (-)30% option clause on P.O.No.92328 Dt:27.09.2012
(Procurement of Electrodes IRS Class A2 size 4.00 X 450mm..)
-oOoThe proposal received in connection with exercising of (-) 30% Option Clause
on the above subject item Purchase Order has been examined.
As the firm M/s.Asian Arc Electrodes Pvt ltd, Noida has not accepted the lower
rate received in subsequent tender, which was opened on 22.05.13, finance
concurrence is hereby signified for exercising (-)30% option clause on the above
firm for a quantity of 2,16,033 mtrs subject to:
1.0
2.0


( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
2013
Dt. 05-07-
Dy.CMM/G
under (+) 30% Option Clause (P.O No:90206 Dt: 28.01.13)
M/s. Savithri Engg Products, Sirmour.
-oOoThe proposal received in connection with exercising of (+) 30% Option Clause
rates of the instant purchase order. In view of the financial advantage, finance
concurrence is hereby signified for exercising (+) 30% Option Clause on
M/s.
Savithri Engg Products, Sirmour for a quantity of 1080 Nos with original terms
and conditions with in Delivery Period.
1.0
2.0
Ensuring that no lower rates have been received in terms of para 3.3 of
3.0
4.0
5.0

(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
No.ASF/Q 01
2013
OFFICE OF THE
SECUNDERABAD
Dt. 10-07-
Dy.CMM/Elec
Sub : Procurement of Low maintenance lead acid loco battery under
(+) 30% Option Clause (P.O No:92027 Dt: 24.08.11 & 91775
Dt:25.07.12)
Ref : Your Note No:38/39 of Case file No. PE.25.11.2905.
rates of the instant purchase orders. Further, the subsequent tender committee of
new tender also recommended to invoke (+)30% option clause on the above two
firms. However, the proposal was submitted to this office after expiry of the original
D.P. In view of the financial advantage involved, post-facto finance concurrence is
hereby signified for exercising (+) 30% Option Clause on
M/s. The Bharath
Battery Mfg Co.Pvt ltd/Kolkata for a quantity of 128 Nos and on M/s.Exide
Industries Limited/Kolkata for a quantity of 192 Nos with original terms and
conditions.
1.0
2.0

3.0
4.0
5.0
This issues with the approval of Dy.CAO/S&W.

(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
FINANCIAL
No.ASF/Q 01
2013
OFFICE OF THE
SECUNDERABAD
Dt. 10-07-
Dy.CMM/G
under (+) 30% Option Clause (P.O No:90287 Dt:07.02.13 & 90288
Dt:07.02.13) M/s.Durable Polymers/Lucknow & M/s. Savithri
Engg Products, Sirmour.
Ref : Your Note No:21/22 of Case file No. PO.75.12.1209..
on the above subject item Purchase Orders has been examined.

rates of the instant purchase order. As the subsequent tender discharged due to
high rates and in view of the financial advantage involved in instant purchase
orders, finance concurrence is hereby signified for exercising (+) 30% Option Clause
on M/s.Durable Polymers/ Lucknow & M/s. Savithri Engg Products, Sirmour
for a quantity of 306 Nos each, with original terms and conditions with in Delivery
Period.
1.0
2.0

3.0
4.0

5.0
6.0
Ensuring reduction of enhanced quantity from the future tenders.


(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
NOTE/95
Sub : Coverage of Carbon brush block for Hitachi.
under (+) 30% Option Clause.
Ref : Dy.CMM/Elecs Note No:25/26 of Case file No. PE.25.11.4187.
on the above subject item, received from Dy.CMM/Elec, which is placed at Folio117/C may kindly be perused.
For procurement of the above subject item three Purchase Order have been
placed on (i) M/s. Mercen India Pvt Ltd/Bangalore Part-I (AIR- Rs.254.83 per
No.)
(ii) M/s.Assam Carbon Products Limited /Patancheru Part-I
(AIR Rs.254.83) &

(iii) M/s.Mercen India Pvt Ltd/Bangalore Part-II
(AIR- Rs.243.03 per No.) with the acceptance of CMM for a total value of
Rs.1,30,14,620.61 (L/F-N/16,17,18).
Now, Stores branch is proposing to exercise (+)30% quantity option clause on
the above three firms on the basis of a Stock ANE/NS indent received from units.
1.0
Stores department stated that a new tender was floated for procurement of
the subject item and was opened on 24.04.2013. It is observed that the rates
received in new tender are on higher side (AIR- 256.05/284.50 per No). As
such, JAG tender committee of the subsequent tender recommended to
exercise (+)30% option clause on LPOs ie., on the above three POs.
2.0

satisfactory. The firm M/s. Mercen India Pvt Ltd/Bangalore Part-I & M/s.Assam
Carbon Products Limited/Patancheru Part-I have supplied 67% of the originally
ordered quantity. The firm M/s.Mercen India Pvt Ltd/Bangalore Part-II has
supplied the entire quantity with in D.P.
3.0
2
3
4
5
6
7

option clause
8
9
Rs.1,30,14,114.
13 .
51,507 Nos
15,451 Nos
Nil
15,451 Nos
Rs.39,04,114.13
Rs.1,69,18,734.
74.
CMM
31-07-2013
NOTE/96
4.0
Necessary ANE and one vetted NS indent is available in the case file to
cover the above option quantity for 15,451 Nos.
5.0
It is proposed to exercise option clause on M/s. Mercen India Pvt Ltd/Bangalore

Part-I & M/s.Assam Carbon Products Limited/Patancheru Part-I for a quantity of
6316 Nos each and on the firm M/s.Mercen India Pvt Ltd/Bangalore Part-II for a
6.0
The proposal has the Administrative approval of CMM (Folio-117/C) for

exercising option clause on the above three firms.
7.0
powers of original accepting authority ie., CMM. As such, the proposal

proposal.
SSO(A)/SF
Sr.AFA/SF
NOTE/1
Sub : Procurement of Diesel Loco Starter Battery 8 V, 450 AH Exercising of (+) 30% Option Clause on M/s.Celtek Batteries
Private Ltd, SBC.
Ref : Dy.CMM/Elecs Note No:24 to 29 of Case file No. PE-45-12-1104.
clause on the above subject item, received from Dy.CMM/Elec, which is placed
at Flag A may kindly be perused.
For procurement of the above subject item one Purchase Orders has
been placed on M/s. Celtek Batteries Private Ltd, SBC (AIRRs.32,006.42 per No) with the acceptance of CMM for a total value of
Rs.81,93,643.52 (L/F-N/20).
(i)
The proposal is being initiated based on a Non-Stock indent received from

Dy.CEE/S/LGD (L/F-271) and one ANE for the CP 2014-15 (L/F-289). It is
proposed to procure 76 Nos by exercising (+)30% option class in the instant
Purchase Order.
(ii)
Earlier, the proposal was returned with some observations vide letter placed
at Flag-B, which may kindly be perused. As the performance of the firm is
not satisfactory and financial justification for invoking option clause was not
submitted, the proposal was returned.
(iii)
In response to finance observations, Stores department resubmitted the

proposal duly enclosing a tabulation statement of Northern Railway (L/F278), in which higher rates were, received (AIR-Rs.33487.49). As the rates in
instant purchase order are lower side, Stores department requested this
office to concur the proposal.
(iv)
Again, this office returned the proposal vide letter placed Flag-C advising
that, to invoke option clause, the performance of the firms should be
Satisfactory. It was further advised to resubmit the proposal after
completion of sufficient supplies by the firm.
(v)
Now, as the firm has supplied their first lot of 110 Nos (43%) with in DP ie.,
before 31.05.2013, Stores department has resubmitted the proposal to
exercise option clause on the firm. The firm has to supply their second lot of
146 Nos with in 31.08.2013. However, Stores department certified that the
performance of the firm is satisfactory. As such, it is proposed to invoke
option clause on the above firm for a quantity of 76 Nos.
NOTE/2
(vi)
With regards to rate reasonability, it is stated that a new tender was

opened in this Railway on 21.06.2013, wherein higher rates were
received (AIR- Rs.35,194.47) for the subject item. Hence, it is financially
justified to exercise option clause on the above firm.
(vii)
Necessary ANE (L/F-289) and one vetted NS Indent (L/F-271) are available
in the case file to cover the option quantity.
(viii) Administrative approval of CMM/E is available in the case file for

(ix)
1
2
3
4
5
6
7
8
9

option clause
Rs.81,93,643.52
256 Nos
76 Nos
Nil
76 Nos
Rs.24,32,487.92
Rs.1,06,26,131.
44.
CMM
31-08-2013
In view of the financial advantage involved, if approved we may

concur the proposal.
within the powers of original accepting authority, ie.,CMM. As such, the
proposal requires the concurrence of Dy.CAO/S&W.
SSO(A)/SF
Sr.AFA/SF
No.ASF/Q 01
2013
OFFICE OF THE
SECUNDERABAD
Dt. 29-07-
Dy.CMM/Elec
Sub : Coverage of Carbon brush block for Hitachi. under (+) 30%
Option Clause.
Ref : Your Note No:25/26 of Case file No. PE.25.11.4187.
-oOoThe proposal received in connection with exercising of (+) 30% Option Clause on
the above subject item Purchase Orders has been examined.
rates of the instant purchase orders. As the subsequent JAG tender committee also
recommended to exercise option clause on the Last Purchase Orders in view of the
financial advantage involved, finance concurrence is hereby signified for exercising (+)
30% Option Clause on M/s. Mercen India Pvt Ltd/Bangalore Part-I & M/s.Assam
Carbon Products Limited/Patancheru Part-I for a quantity of 6316 Nos each and
on the firm M/s.Mercen India Pvt Ltd/Bangalore Part-II for a quantity of 2819
Nos., with original terms and conditions with in Delivery Period.
1.0
2.0


3.0
4.0

5.0
6.0

(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
FINANCIAL ADVISER
OFFICE OF THE
AND CHIEF ACCOUNTS OFFICER (S&W),
SECUNDERABAD
No.ASF/Q 01
2013
Dt. 29-07-
Dy.CMM/Elec
Sub : Procurement of Diesel Loco Starter Battery 8 V, 450 AH Exercising of (+) 30% Option Clause on M/s.Celtek Batteries
Private Ltd, SBC.
Ref : Your Note No:24 to 29 of Case file No. PE-45-12-1104.
the above subject item Purchase Order has been examined.
rates of the instant purchase order. In view of the financial advantage involved,
finance concurrence is hereby signified for exercising (+) 30% Option Clause on
M/s.Celtek Batteries Private Ltd, SBC for a quantity of 76 Nos, with original terms
and conditions with in Delivery Period.
1.0
2.0
3.0
4.0
5.0
6.0

(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
NOTE/97
Sub : Procurement of Electrodes class A 2, medium size 4.00 x 450mm
to PL No.76010739. - Exercising of (+) 30% Option Clause on
M/s.Classic Electrodes (India) Ltd, Kolkata.
Ref : Dy.CMM/Gs Note No:22 of Case file No. PB.76-12-1017.
-oOoA proposal seeking finance concurrence for exercising (+) 30% option
Folio-119/C may kindly be perused.
For procurement of the above subject item two Purchase Orders have been
placed on M/s.Classic Electrodes (India) Ltd, Kolkata for a quantity of
14,76,915 mtrs and at a total value of Rs.1,22,87,932 with the acceptance of
CMM (L/F-N/20).
above firm for a quantity of 1,11,192 mtrs as per the recommendations of the
tender committee.
1.0
On verification of the case file, it is observed that a new tender was

opened for the subject item on 22.05.13, wherein lower rates were
received when compared to LPO rates. The all inclusive rate of Last
purchase Orders rate was Rs.9.34 per mtr. But, the all inclusive rate
received in new tender is Rs.8.32. As such, (-)30% option clause was
exercised on LPO (No.92328) ie., M/s.Asianarc Electrodes (P) Ltd,
Noida for a quantity of 2,16,033 mtrs. Though one more LPO was also
available with higher rates, as the firm supplied the entire quantity before
finalization of the present tender, (-)30% option clause could not be
operated on the firm.
2.0
Since 2,16,033 mtrs quantity was operated against (-)30% option clause
against LPO No:92328 on M/s.Asianarc Electrodes (P) Ltd, Noida,
some quantity ie., 1,04,841 mtrs were covered in the new tender itself
with lower rate. The balance quantity ie., 1,11,192 mtrs is now being
covered under the present P.O, which was finalized recently, as per the
advice of finance member of the TC ie., Dy.CAO/S&W (Para 2.5 of NOTE/16
of Link file).
3.0
Though the instant Purchase order is having 4,43,074 mtrs under (+)30%
option clause, 1,11,192 mtrs is only being covered under (+)30% option
clause as recommended by TC vide para 5.1 of Note/19 of Link file.
4.0
Stores branch is certifying that the performance of the firm is Satisfactory.

But, it is observed that the firm not yet started the supplies. However, to
get the lower rate advantage, the proposal has been submitted to this
office as per the recommendations of the TC.
NOTE/98
5.0
The DP of the firm is available upto 30.06.2014.
6.0
Administrative approval of Dy.CMM/G is available in the case file for

7.0
4
5

6
7

option clause
8
9
Rs.1,22,87,932.
00
14,76,915
mtrs
4,43,074
mtrs
Nil
1,11,192
mtrs
Rs.9,25,117.00
Rs.1,32,13,049.
00
CMM
30-06-2014

the proposal, as recommended by JA grade Tender Committee of New tender.
With the exercise of above option clause, the revised value will be within
the powers of original accepting authority, ie.,CMM. As such, the proposal
SSO(A)/SF
Sr.AFA/SF
NOTE/1
Sub : Procurement of 2 Core x 25 Sqmm Power Cable.
Ref : Dy.CMM/S&Ts Note No:33 to 40 of Case file No.
PS.56.12.1032.
clause on the above subject item, received from Dy.CMM/S&T, which is placed
at Flag A may kindly be perused.
been placed on (i) M/s.Cabcom Cables Ltd/Delhi. Part-II (AIRRs.107278.49 per Km) & (ii) M/s.Continental Telepower Industries/ New
Delhi (Part-II) (AIR- Rs.108473.85 per Km) with the acceptance of COS for
a total value of Rs.3,18,98,483.34 (L/F-N/27&30).
clause on the above two firms on the basis of NS indents received from
various S&T units.
1.0
It is observed that a tender was opened in South Eastern Railway for the
procurement of the subject item in which higher rates (L/F) were
received when compared with the updated rates of instant purchase
order rates. As such, the proposal is being submitted to this office for
signifying concurrence to exercise quantity option clause on both the
firms.
However, it is observed that the rate (Rs.94,921.70) received from
Part-II firm in South Eastern Railway tender is lower than M/s.Cabcom
Cables Ltd/Delhi (Part-II)(Rs.1,08,370.95) of this Railway when
updated, vide Folio-489 of Link file. As such, it is not correct to exercise
option clause on this firm.
With regards to another Part-I firm ie., M/s.Continental Telepower
Industries/ New Delhi of this Railway, their updated rate
(Rs.1,09,566.31) is lower than SE Railways latest rate (Rs.1,20,180.20).
Hence, we may exercise (+)30% option clause on this firm.
2.0
Earlier, the proposal was returned to Stores department duly advising to

submit the supplies made by both the firms to judge the satisfactory
performance of the firms. Now, Stores department submitted that the
firm M/s. Continental Telepower Industries/ New Delhi has already
dispatched 193.78 kms of cable (77.47%) for which some RDSOs
inspection certificates and calling for inspection certificates were

submitted. As such, we may agree for exercising option clause on this
firm only. As the firm M/s.Cabcom Cables Ltd/Delhi has not commenced
the supplies, Stores department is also not recommending exercising
option clause on this firm.
NOTE/2
3.0
1
2
3
4
5
6
7
8
9

follows:
Original Value of two POs.

option clause
4.0
Rs.31898483.34
250.370 Kms
75.111 Kms
Nil
75 Kms.
Rs.81,35,538.75
Rs.4,00,34,022.
09
COS
10.08.2013
Necessary vetted NS indent are available in the case file to cover the
above option quantity for 75kms with funds availability in the current
financial year.
5.0
With the exercise of above option clause, the revised value will be with
in the powers of original accepting authority ie., COS. As such, the
proposal requires the concurrence of FA&CAO/S&W.
6.0


to exercise option clause on M/s.Continental Telepower Industries/New
Delhi only.
SSO(A)/SF
Sr.AFA/SF
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
07-08-2013
Dt.
Dy.CMM/S&T
Sub : Procurement of 2 Core x 25 Sqmm Power Cable.
M/s.Continental Telepower Industries/New Delhi.
Ref : Your Note No:33 to 40 of Case file No. PS.56.12.1032.
It is observed that the rate of the instant Purchase Order is lower when
compared with the rates received recently in South Eastern Railway for the
same subject item. In view of the financial advantage, finance concurrence is
hereby signified for exercising (+) 30% Option Clause on M/s.Continental
Telepower Industries/New Delhi only for a quantity of 75 kms, with original
terms and conditions with in Delivery Period. With regards to another firm,
M/s.Cabcom Cables Ltd/Delhi (Part-II), as the rates received from Part-II
source in SE Railway are lower when compared to the updated rates of the
above firm, it is not correct to exercise (+)30% option clause on this firm.
Moreover, the firm has not yet commenced the supplies till date.
1.0
2.0
para 3.3 of
3.0 Fixing reasonable delivery schedule for the enhanced quantities.
4.0 Ensuring availability of funds during the current financial year.
5.0 Ensuring reduction of enhanced quantity from the future tenders.
6.0 Getting the MPOs vetted by Stores Finance section.
(A.K.GANESHAN)
Sr.AFA/SF
FA&CAO/S&W
For
NOTE/1
Sub : Procurement of Decorative Thermosetting synthetic resin bonded
laminated sheet star dust gray under (+) 30% Option Clause.
Ref : Dy.CMM/Gs Note No:17/18 of Case file No.PO.75.12.1230.
been placed on (i) M/s.RB Polyboards Ltd/SC. Part-I (AIR- Rs.1002.25
per Number) & (ii) M/s.Shri Dhaniram Laminates Pvt Ltd/ Raipur (PartII) (AIR- Rs.999.00 per Number) with the acceptance of CMM for a total
value of Rs.1,13,32,939 (L/F-N/13).
clause on the firm
M/s.RB Polyboards Ltd/SC on the basis of the
recommendations of subsequent tender committee.
1.0
It is proposed to exercise (+)30% quantity option clause on
M/s.RB Polyboards Ltd/SC as the rates received in subsequent tender
are on higher side. It is stated that a new tender was opened on
28.05.2013 in which the lowest firm quoted Rs.1098/- per number,

whereas the subject POs rate is 1002.25 per number. As such, the
subsequent tender committee has recommended to exercise (+)30%
quantity option clause on the above firm (L/F-260) as the rate of the
subject PO is cheaper.
However, it is observed that one more Last Purchase Order was
also available with lower rate ie.,Rs.999.00 on M/s.Shri Dhaniram
Laminates Pvt Ltd/ Raipur. But, the convener has not mentioned the
above rate or name of the firm in subsequent TC minutes, which seems
to be not correct.
When this office returned the case file to submit the reasons for
the same, Dy.CMM/G has stated that on finalization date of subsequent
tender the Delivery Period of the firm was expired. As such, the same
was not mentioned in the TC and not operated (+)30% option clause.
This office also advised Stores department to submit the supply position
of M/s. Shri Dhaniram Laminates Pvt Ltd/ Raipur, but Stores department
did not submitted the same.
2.0
It is stated that the performance of the firm, M/s.RB Polyboards
Ltd/SC is satisfactory as the firm has supplied its 1st lot with in D.P.
NOTE/2
3.0
Necessary ANE is available in the case file (L/F-38) for covering
the above option qty.
4.0
follows:
1
2
3
4
5
6
7
8
9
Original Value of two POs.

option clause
Rs.1,13,32,939
9616 Nos
2885 Nos
Nil
2885 Nos
Rs.28,91,491.25
Rs.1,25,29,127.
25
CMM
30.09.2013
5.0
in the powers of original accepting authority ie., CMM. As such, the
6.0

In view of the above, put up for orders whether to concur the proposal
as recommended by subsequent SAG tender committee of new tender or
otherwise please.
SSO(A)/SF
Sr.AFA/SF
NOTE/1
Sub : Procurement of Anti wear Hydraulic oil - Exercising of (+) 30%
Option Clause on M/s.Indian Oil Corporation Ltd,
Secunderabad.
Ref : Dy.CMM/Gs Note No:17/18 of Case file No. PO.80-12-1201.
-oOoA proposal seeking finance concurrence for exercising (+) 30% option
Flag A may be perused.
For procurement of the above subject item One Purchase Order has
been placed on M/s. Indian Oil Corporation Ltd, Secunderabad for a
quantity of 1,61,443 Ltrs at a total value of Rs.1,27,95,972.18 with the
acceptance of CMM (L/F-N/15)
above firm immediately for a quantity of 40,407 Ltrs as per the
recommendations of the tender committee.(Folio - Para 2.3 of Note/8 of Link
file)
1.0
On verification of the case file, it is observed that a new tender
was opened for the subject item on 10.04.13, wherein lower rates were
purchase Orders (M/s.HPCL/Chennai)rate was Rs.84.83 per Ltr,
whereas the all inclusive rate received in new tender is Rs.79.26ps per
Ltr (M/s.IOCL/SC). As such, (-)30% option clause was exercised on LPO
No.91077 ie., on M/s.HPCL/Chennai for a quantity of 40,407 Ltrs.
Now, as there is a necessity of the material and financial advantage, it is
proposed to exercise (+)30% option clause on
M/s. Indian Oil
Corporation Ltd, Secunderabad to cover the above mentioned
option quantity.
2.0
The proposal is being initiated based on the recommendations of
the subsequent tender committee as per para 2.3 of Note/8 of Link file.
3.0
Earlier this office communicated finance concurrence for
exercising (-)30% option clause on M/s.HPCL/Chennai, in view of the
lower rates received in subsequent tender, for a quantity of 40,407 Ltrs
vide this office letter placed at Flag B.
4.0
Stores branch is certifying that the performance of the firm is
Satisfactory.
5.0
The DP of the firm is available upto 30.09.2013.
6.0
within the powers of original accepting authority, ie.,CMM. As such, the
NOTE/2
7.0
for
The Administrative approval of CMM/G is available in the case file

exercising the above option clause.(Flag A)
8.0
follows:
1
2
3
4
5
6


option clause
Competency of Sanction required (Upto Rs.2
Crores)
8
9
Rs.1,27,95,471.
71
1,61,443 Ltrs
48,433 Ltrs
Nil
40,407 Ltrs
Rs.32,02,658.82
ps
Rs.1,59,98,131.
00
CMM
30-09-2013
In view of the financial advantage involved, we may concur the proposal

of invoking (+)30% option clause on M/s. Indian Oil Corporation Ltd,
Secunderabad, as recommended by JA grade Tender Committee of New
tender.
Submitted please.
Sr.AFA/SF
Dy.CAO/S&W
OFFICE
OF THE
SECUNDERABAD
No.ASF/Q 01
20-08-2013
Dt.
Dy.CMM/G
Sub : Procurement of Electrodes class A 2, medium size 4.00 x 450mm
to
PL No.76010739. - Exercising of (+) 30% Option Clause on
M/s.Classic Electrodes (India) Ltd, Kolkata.
Ref : Your Note No:22 of Case file No. PB.76-12-1017.
As the rates received in recently opened new tender are on lower side,
(-)30% option clause was exercised on LPO ie., M/s.Asianarc Electrodes (P) Ltd,
Noida for a quantity of 2,16,033 mtrs. To cover the same, since the rate of the
subject PO is financially advantageous to Railways, finance concurrence is
hereby signified to exercise (+)30% option clause on M/s.Classic Electrodes
(India) Ltd, Kolkata for a quantity of 1,11,192 mtrs only.

1.0
2.0
para 3.3 of
(A.K.GANESHAN)
Sr.AFA/SF
FA&CAO/S&W
For
OFFICE
OF THE
SECUNDERABAD
No.ASF/Q 01
21-08-2013
Dt.
Dy.CMM/G
Ref : Your Note No:17/18 of Case file No.PO.75.12.1230.

with the rates of the instant purchase order. In view of the financial advantage
to Railways and as recommended by subsequent tender committee, finance
concurrence is hereby signified for exercising (+) 30% Option Clause on M/s.
RB Polyboards Ltd/SC for a quantity of 2885 Nos valuing Rs.28,91,491.25,
with original terms and conditions with in Delivery Period.
1.0
2.0
para 3.3 of
(A.K.GANESHAN)
Sr.AFA/SF
FA&CAO/S&W
For
NOTE/99
Sub : Coverage of Brushless Alternator 25KW (Without ERRU/RRU)
Ref : Dy.CMM/Elecs Note No:23 of Case file No.PE.45.12.1004.
at folio-121/C may kindly be perused.
For procurement of the above subject item three Purchase Orders have
been placed on (i) M/s.BHEL Electrical Machines Ltd/Kasargad. Part-I
(AIR- Rs.2,24,999.38 per set) (ii) M/s.Kerala Electrical & Allied Engg.Co.
Ltd/ Kerala (Part-I) (AIR- Rs. 2,24,999.38 per set) & (iii)
M/s.P.D.Steels/Mohali Part-II (AIR- Rs. 2,24,999.38 per set) with the
acceptance of CMM for a total value of Rs.89,89,981.50 (L/F-N/16) with
(+)30% option clause.
clause on the above three firms on the basis of the recommendations of
subsequent tender committee.
1.0
It is proposed to exercise (+)30% quantity option clause on the
above three firms, as the rates received in subsequent tender are on
higher side. It is stated that a new tender was opened on 23.04.2013 in
which the lowest Part-I firm quoted Rs.2,25,140/- per set (L/F-240),
whereas the subject POs rate is Rs.2,24,999.38 per set(L/F-228). As
such, the subsequent tender committee has recommended to exercise
(+)30% quantity option clause on the above three firms (L/F-243) as the
rates of the subject POs are cheaper.
2.0
It is stated that the performance of the above three firms is
satisfactory as the firms M/s.BHEL Electrical Machines Ltd/Kasargad
and M/s.Kerala Electrical & Allied Engg.Co. Ltd/ Kerala have supplied
their 1st lot with in D.P/extended D.P. Though the third firm
M/s.P.D.Steels/Mohali has not yet started to supply the material,(D.P is
available upto 10.10.2013) the rate of the firm is lower than the above
two firms. As such, it is advantageous to exercise option clause on this
firm also.
3.0
A copy of ANE is available in the case file (L/F-238) for covering
the above option qty.
4.0
The proposal has the Administrative approval of CMM (Folio121/c) for exercising option clause.
(PTO)
NOTE/100
5.0
follows:
1
2
3
4
5
6
7
8
9
Original Value of the three POs. (L/F-N/16)

Original Qty in the 3 POs. (L/F-N/15)
Value of the proposed option Qty (F-121/c)
option clause
6.0
Rs.89,89,981.50
40 sets
12 sets
Nil
12 sets
Rs.26,96,994.42
Rs.1,16,86,975.
92
CMM
31.10.2013
in the powers of original accepting authority ie., CMM. The original TC
was finalized by Sr.AFA/SF, but the revised value after exercising
(+)30% option clause exceeds Rs.1 Crore. As such, the proposal
In view of the above, if approved we may concur the proposal.
Submitted please.
Sr.AFA/SF
Dy.CAO/S&W
OFFICE
OF THE
SECUNDERABAD
No.ASF/Q 01
28-08-2013
Dt.
Dy.CMM/G
Sub : Procurement of Anti wear Hydraulic oil - Exercising of (+) 30%
Option Clause on M/s.Indian Oil Corporation Ltd,
Secunderabad.
Ref : Your Note No:17/18 of Case file No. PO.80-12-1201.
As the rates received in recently opened new tender (ie., on 10.04.13)
are on lower side, (-)30% option clause was exercised on LPO ie.,
M/s.HPCL/Chennai for a quantity of 40,407 ltrs. To cover the same, as there is
a necessity of the material and the rate of the subject PO is financially
advantageous to Railways, finance concurrence is hereby signified to exercise
(+)30% option clause on M/s.Indian Oil Corporation Ltd, Secunderabad
for a quantity of 40,407 ltrs valuing Rs.32,02,658.82 ps only.
1.0
2.0 Ensuring that no lower rates have been received in terms of para 3.3
of

(A.K.GANESHAN)
Sr.AFA/SF
FA&CAO/S&W
For
OFFICE
OF THE
SECUNDERABAD
No.ASF/Q 01
02-09-2013
Dt.
Dy.CMM/Elec
Sub : Coverage of Brushless Alternator 25KW (Without ERRU/RRU)
Ref : Your Note No:23 of Case file No.PE.45.12.1004.
Clause on the above subject item Purchase Orders has been examined.
with the rates of the instant purchase orders. In view of the financial
advantage to Railways and as recommended by subsequent tender
committee, finance concurrence is hereby signified for exercising (+) 30%
Option Clause on
(i) M/s.BHEL Electrical Machines Ltd/Kasargad for a
quantity of 5 sets,
(ii) M/s.Kerala Electrical & Allied Engg.Co. Ltd/
Kerala for a quantity of 4 sets & (iii) M/s.P.D.Steels/Mohali for a quantity of 3
sets valuing Rs.26,96,994.42, with original terms and conditions with in
Delivery Period.
1.0
2.0
para 3.3 of
(A.K.GANESHAN)
Sr.AFA/SF
FA&CAO/S&W
For
NOTE/101
Sub : Coverage of Set of 120 Ah VRLA Batteris capacity 6V, 120 Ah
Ref : Dy.CMM/Elecs Note No:30 to 34 of Case file No.PE.45.12.1396.
clause on the above subject item, received from Dy.CMM/Elec, which is placed at
For procurement of the above subject item four Purchase Orders have been
placed on (i) M/s.Microtex Energy Pvt Ltd/Bangalore (Part-II)(AIRRs.1,25,834.32 per set) (ii) M/s.Exide Industries Ltd/Kolkata (Part-II) (AIRRs. 1,25,834.32 per set), (iii) M/s.Amara Raja Batteries Ltd/Tirupati (PartI) (AIR- Rs. 1,28,477.92 per set) & (iv) M/s.HBL Power Systems
Ltd/Hyderabad (Part-I) with the acceptance of COS for a total value of
Rs.3,86,02,061.84 (L/F-N/22) with (+)30% option clause.
on the above four firms on the basis of the recommendations of subsequent
tender committee.
1.0
Earlier, the proposal was returned with some observations, as the
MPOs were submitted to this office directly without obtaining finance
concurrence. In terms of Railway Board letter No:99/RS(G)/779/5
Dt:12.03.2010, finance concurrence is required for exercising (+) 30%
option clause. When the proposal was returned by this office,(Folio125,124/C), CMM commented that (Folio-123/C) the views expressed
by finance are against the spirit of checks to be made while
exercising option clause. It is nothing but duplication & redundant
activity. However, the stores department has resubmitted the proposal
duly submitting the requisite information.
In subsequent tender committee proceedings, the accepting
authority ie., COS has accepted the tender committee recommendations
(Para 7.0 (L/F-209)), wherein exercising of (+)30% option clause on Last
Purchase orders was not mentioned. It was discussed at Para 3.2.1 to
exercise option clause on LPOs, but not mentioned in the recommendations
at Para 7.0. Further, to exercise option clause, the performance of the firms
should be satisfactory and Delivery Period should also available, these
aspects were not discussed in TC minutes.
The spirit of issuing the Boards letter is perhaps to ensure invoking

option clause duly ensuring economic purchase and adopting all inventory
management methods. Further, the time lack between option available and
exercising the same is in most of the cases for apart. In order to judge the
parameters, such as supply position, demand last but not least rate
analysis is of paramount importance. Hence finance concurrence for
invoking option clause is neither redundant nor duplication of work as
opined by CMM/Elec.
NOTE/102
If Purchase Officer still feels that finance concurrence is not necessary
and is duplication of work for exercising option clause, we may advise to
approach Railway Board for necessary amendments for invoking option
clause.
2.0
above four firms, as the rates received in subsequent tender are on
which the lowest Part-I firm quoted Rs.1,28,577.92 per set (L/F-208)
and lowest Part-II firm quoted Rs.1,25,834.32 per set, whereas the
subject POs rates are Rs.1,28,477.92 per set and Rs.1,25,834.32
respectively. As such, the subsequent tender committee has
recommended to exercise (+)30% quantity option clause on the above
four firms (L/F-213) as the rates of the subject POs are cheaper for PartI & same for Part -II.
3.0
It is stated that the performance of the above four firms is
satisfactory as the above four firms have supplied the entire material
with in D.P.
4.0
A photo copy of ANE is available in the case file (L/F-218) for
covering the above option qty. It is stated that the original copy is
placed in the subsequent tender case file which is under scrutiny for
vetting of Draft Purchase Orders by this office.
5.0
The proposal has the Administrative approval of CMM (Folio123/C) for exercising option clause.
6.0
follows:
1
Original Value of the four POs. (L/F-N/22)
2
3
4
5
6
Original Qty in the 4 POs.


option clause
8
9
Rs.3,86,02,061.
84
302 sets
90 sets
Nil
90 sets
Rs.1,15,04,863.
60
Rs.5,01,06,915.
44
COS
31.03.2014
7.0
In view of the above, if approved we may concur the proposal to

exercise (+)30% quantity option clause for a quantity of 90 sets.
Submitted please.
Sr.AFA/SF
Dy.CAO/S&W
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
20-09-2013
Dt.
Dy.CMM/Elec
Ref : Your Note No:30 to 34 of Case file No.PE.45.12.1396.
advantage to Railways and as recommended by subsequent tender
committee, finance concurrence is hereby signified for exercising (+) 30%
Option Clause on
(i) M/s.Microtex Energy Pvt Ltd/Bangalore for
a quantity of 13 sets,
(ii) M/s.Exide Industries Ltd/Kolkata for
a quantity of 9 sets
(iii) M/s.Amara Raja Batteries
Ltd/Tirupati for a quantity of 27 sets &
(iv) M/s.HBL Power
Systems Ltd/Hyderabad for a quantity of 41 sets valuing
Rs.
1,15,04,863.60, with original terms and conditions with in Delivery Period.
1.0
2.0
para 3.3 of
When the case file was returned duly
finance concurrence, CMM/Elec has commented
expressed by finance are against the spirit
made while exercising option clause. It
duplication & redundant activity.
advising to obtain
that the views
of checks to be
is nothing but
In this connection it is once again reiterated that the spirit of

issuing the Boards letter is perhaps to invoke option clause duly
ensuring economic purchase and adopting all inventory management
methods. Further, the time lag between option clause available and
exercising the same, in most of the cases are far apart.
-2In order to judge the parameters, such as supply position,
demand, last but not the least rate analysis is of paramount
importance. Hence finance concurrence for invoking option clause is
neither redundant nor duplication of work as opined by CMM/Elec.
If Purchase Officer still feels that finance concurrence is not
necessary and is duplication of work for exercising option clause, it is
advised to approach Railway Board for necessary amendments for
invoking option clause.
(A.K.GANESHAN)
Sr.AFA/SF
FA&CAO/S&W
For
NOTE/1
Sub : Imposing of lower rate on the instant POs, consequent upon
receipt
of lower rates in subsequent tender- Procurement of UTS tickets
100 X 64mm.
.
Ref : Dy.CMM/S&Ts Note No:21 to23 of Case file No.PP/83/13/1508
(UTS tickets).
-oOoA proposal seeking finance concurrence, for imposing lower rate on the
instant POs received from Dy.CMM/S&T, which is placed at Flag A may kindly
be perused.
For procurement of 2,25,000 rolls of UTS tickets of 100 X 64mm size,
two Purchase Orders have been placed on (i) M/s.Rational Business
Corporation Pvt Ltd/Delhi (L/F-287) and on (ii) M/s.Hindon Engg Pvt
Ltd/New Delhi (L/F-279) for a total value of Rs.74,76,750/-, with the
acceptance of CMM/Elec (L/F-N/17) with (+)30% option clause.
Stores branch stated that recently one new tender was opened on
14.08.13, wherein lower rates were received for the subject item. As such, it is
proposed to impose lower rate on M/s.Rational Business Corporation Pvt
Ltd/Delhi only, as the other firm, M/s. Hindon Engg Pvt Ltd/New Delhi
has completed their supplies.
1.0
In subsequent new tender, the firm M/s. Rational Business
Corporation Pvt Ltd/Delhi, has quoted Rs.33.09, which is Rs.0.14ps
lower than the instant Purchase Order rates of Rs.33.23. As such, tender
committee has recommended to impose lower rate on M/s. Rational
Business Corporation Pvt Ltd/Delhi as the firm has agreed for the
same. We may agree for the same as the rate is beneficial to Railways.
2.0
On detailed verification of the case file, this office pointed out that
why lower rate or (-)30% option clause was not exercised on the other
firm ie., M/s.Hindon Engg Pvt Ltd/New Delhi. As such, this office
advised stores branch to submit a copy of TC minutes and reasons for
not exercising
3.0
After submission of a copy of TCP of subsequent tender committee
(L/F-328), it is observed that convener stated in the TC minutes that, the
firm has already executed the ordered quantity. As such, (-)30% could
not be operated. But, it is seen from the case file (L/F-312) that the firm
has not yet completed its supplies. Further, it is observed that, after
pointed out by finance, stores branch sent a letter (L/F-313) to the firm
to accept the lower rate or (-)30% option will be imposed. Then the firm
has accepted the lower rate vide their letter placed at L/F-315, by which
Railway is getting savings to a tune of Rs.3780/-.
NOTE/2
In view of the above, if approved we may concur the proposal
of imposing lower rate on both the firms, ie., M/s. Rational
Business Corporation Pvt Ltd/Delhi for a quantity of 40,500 Nos
and on M/s.Hindon Engg Pvt Ltd/New Delhi for a quantity of
27,000 Nos.
As the original TC of the instant tender was finalized with JAG
tender committee with Sr.AFA/SF as finance member, the proposal
SSO(A)/SF
Sr.AFA/SF
FINANCIAL
No.ASF/Q 01
09-2013
OFFICE OF THE
SECUNDERABAD
Dt. 25-
Dy.CMM/S&T
Sub :- Imposing of lower rate on the instant POs, consequent upon
receipt of lower rates in subsequent tender- Procurement of UTS
tickets
100 X 64mm.
Ref :- Your Note No:21 to23 of Case file No.PP/83/13/1508 (UTS tickets).
-oOoThe proposal received in connection with exercising of (-) 30% Option
As both the firms have accepted for the lower rate received in
subsequently opened new tender ie., on 14.08.2013, for the subject item,
finance concurrence is hereby signified for exercising (-) 30% Option Clause
immediately duly imposing lower rate of Rs.33.09 on M/s.Rational Business
Corporation Pvt Ltd/Delhi against PO No:91515 dt:25.06.2013 for a quantity
of 40,500 Nos and on M/s.Hindon Engg Pvt Ltd/New Delhi against PO
No.91516 for a quantity of 27,000 Nos..
1.0
CMM.
2.0

( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W
NOTE/103
Sub : Coverage of Air Brake Hose Coupling assembly under (+) 30%
Option Clause.
Ref : Dy.CMM/C&Ws Note No:49 to 51 of Case file No.PW.38.12.1543
clause on the above subject item, received from Dy.CMM/C&W, which is
placed at Folio-12 /C may kindly be perused.
For procurement of the above subject item four Purchase Orders have
been placed on (i) M/s.Sridhar Rubber & Engg.Products (P) Ltd, Vijayawada
(Part-I)(AIR- Rs.802.25 each) (ii) M/s.Avadh Rubber/Lucknow (Part-I) (AIR- Rs.
802.25 each), (iii) M/s.Indorub Industries/Gurgaon (Part-II) (AIR- Rs. 760.41
each) & (iv) M/s. ASP sealing products Ltd/New Delhi (Part-II) (AIR- Rs. 760.41
each) with the acceptance of COS for a total value of Rs.1,58,57,159.65 (L/FN/29) with (+)30% option clause.
clause on the above first three firms as the rates received in subsequent new
tender are on higher side.
1.0
It is stated that a new tender was opened on 17.09.2013 in which
the lowest technically suitable Part-I firm quoted Rs.873.00 each (AIR)
(L/F-403) and lowest Part-II firm quoted Rs.802.25 each, whereas the
subject POs rates are
Rs.802.25 each and Rs.760.40 each
respectively. The new tender is not yet finalized. However, as the
Delivery Period of the firm M/s.Avadh Rubber/Lucknow is about to
expire on 30.09.2013, Stores department is proposing to exercise
(+)30% option clause on the above three firms. The firm M/s. ASP
sealing products Ltd/New Delhi has already completed its supplies vide
L/F-351. As there is a rate difference of Rs.71 each, it is financially
advantageous to Railways in exercising quantity option clause on the
above three firms.
2.0
It is stated that the performance of the above three firms is

satisfactory. However, it is learnt that the firm M/s.Sridhar Rubber &
Engg.Products (P) Ltd, Vijayawada has supplied 1500 Nos, (35%),
M/s.Avadh Rubber/Lucknow, has supplied 5600 Nos (60%) &
M/s.Indorub Industries/Gurgaon has supplied 2850 Nos (60%) as on
date.
3.0
Two ANEs are available in the case file (L/F-410, 412) for covering the
above option qty. The proposal has the Administrative approval of
COS (Folio-127/C) for exercising option clause.
NOTE/104
follows:
1
2
3
4
5
6
7

option clause
8
9
5.0
Rs.1,58,57,159.6
5
18327 Nos
5498 Nos
Nil
5498 Nos
Rs.43,51,692.42
Rs.2,02,08,852.0
7
COS
21.10.13/30.09
.13
30.10.13

the proposal to exercise (+)30% quantity option clause for a total quantity of
5498 Nos ie., on (i) M/s.Sridhar Rubber & Engg.Products (P) Ltd, Vijayawada
for a quantity of 1292 Nos (ii) M/s.Avadh Rubber/Lucknow for a quantity of
2794 Nos & on (iii) M/s.Indorub Industries/Gurgaon for a quantity of 1412
Nos.
Further, we may advise to reduce the above option quantity in the
subsequent new tender and finalize the same.
Submitted please.
Sr.AFA/SF
Dy.CAO/S&W
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
30-09-2013
Dt.
Dy.CMM/C&W
Sub : Coverage of Air Brake Hose Coupling assembly under (+) 30%
Option Clause.
Ref : Your Note No:49 to 51 of Case file No.PW.38.12.1543
advantage to Railways, finance concurrence is hereby signified for exercising
(+) 30% Option Clause on (i) M/s.Sridhar Rubber & Engg.Products (P) Ltd,
Vijayawada for a quantity of 1292 Nos (ii) M/s.Avadh Rubber/Lucknow for a
quantity of 2794 Nos & on (iii) M/s.Indorub Industries/Gurgaon for a quantity
of 1412 Nos. valuing Rs.43,51,692.42, with original terms and conditions with
in Delivery Period.
1.0
2.0
para 3.3 of
It is further advised that the above option quantity of 5498 Nos may be
reduced in the quantity to be procured in the subsequent new tender, which
was opened on 17.09.2013.
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
NOTE/105
Sub : Coverage of Break Beam complete under (+) 30% Option
Clause.
P.O.No:90576 Dt:15.03.2013 M/s.Sushila Engg.Works, Howrah.
Ref : Dy.CMM/C&Ws Note No: 16 to 17 of Case file No.PC.30.12.1494.
been placed on M/s.Sushila Engg.Works, Howrah (AIR- Rs.2049.20 each) with
the acceptance of CMM for a total value of Rs.87,66,477.60 (L/F-N/11) with
clause on the above firm as the rates received in subsequent new tender are
on higher side.
1.0
the L1 tenderer has quoted Rs.2074.05 Ps each whereas the subject
POs rate is Rs.2049.20 each. The new tender was finalized by tender
committee duly recommending to exercise (+)30% option clause on
the above subject firm (L/F-552). As such, Stores department is
proposing to exercise (+)30% option clause. As there is a rate
difference of Rs.25 each, it is financially advantageous to Railways
in exercising (+)30% quantity option clause on the above firm.
2.0
It is stated that the performance of the firm is satisfactory. However,

it is observed from the list of outstanding purchase orders kept at
L/Folio-541, that the firm has supplied part quantity ie., 1150 Nos as
against the originally ordered quantity of 4278 Nos.
3.0
One vetted short fall ANE is available in the case file (L/F-565) for
covering the above option qty.
4.0
The proposal has the Administrative approval of Dy.CMM (Folio130/C) for exercising option clause.
(PTO)
NOTE/106
5.0

1
Original Value of the PO. (L/F-534)
2
3
4
5
6


option clause
8
9
Rs.87,66,477.6
0
4,278 Nos
1,283Nos
Nil
1,283 Nos
Rs.26,29,123.6
0
Rs.1,13,95,601
.20
CMM
30.11.2013
In view of the financial advantage involved in the proposed option clause, if

approved we may concur the proposal to exercise (+)30% quantity option clause
for a total quantity of 1,283 Nos on M/s.Sushila Engg.Works, Howrah.
Submitted please.
Sr.AFA/SF
Dy.CAO/S&W
NOTE/1
Sub : Coverage of Housing for tranction bar under (+) 30% Option
Clause.
P.O.No:29447 Dt:17.12.2012 on M/s.Kharaghpur Metal
Reforming India Pvt.Ltd, Kharagpur.
Ref : Dy.CMM/Elecs Note No: 16 to 17 of Case file No.PA.29.12.5009.
placed at Flag A may kindly be perused.
been placed on M/s.Kharaghpur Metal Reforming India Pvt.Ltd, Kharagpur
(AIR- Rs.30,382.14 per unit) with the acceptance of CMM for a total value of
Rs.40,10,442.48 (L/F-N/11) with (+)30% option clause.
on higher side.
1.0
the L1 tenderer has quoted Rs.64,887.90 each whereas the subject
POs rate is
Rs. 30,382.14 per unit which is more than double to the
instant POs rate. The new tender is not yet finalized, but when the firm
was asked to attend negotiation for rate reduction, the firm refused to
reduce the rate vide their letter placed at L/F-79. As such, Stores
department is proposing to exercise (+)30% option clause on the
instant Purchase Order. As there is a rate difference of Rs.34,506 each,
it is financially advantageous to Railways in exercising (+)30%
quantity option clause for a quantity of 40 Nos on the above firm.
2.0
It is stated that the performance of the firm is satisfactory. It is

further stated that the firm has already supplied the entire ordered
quantity.
3.0
The Delivery Period of the subject PO is expiring on 15.10.2013.

Time and again the Stores department is submitting (+)30% quantity
option clause proposals on the last minute ie., before expiry of DP,
leaving no time to finance for proper scrutiny of the proposal. Though
the subsequent new tender was opened on 13.08.2013, Stores
department has taken two months time to submit the proposal to
Accounts department. As such, once again Stores department should
be advised to comply with the Railway Board guidelines in this regard.
(PTO)
NOTE/2
4.0
One Stock ANE is available in the case file (L/F-81) for covering the
above option qty.
5.0

6.0
follows:
2
3
4
5
6


option clause
8
9
Rs.
40,10,442.48
132 Nos
40 Nos
Nil
40 Nos
Rs.12,15,285.6
0
Rs.52,25,728.0
8
CMM
15.10.2013
In view of the financial advantage involved in the proposed option clause, if

approved we may concur the proposal to exercise (+)30% quantity option clause
for a total quantity of 40 Nos on M/s. Kharaghpur Metal Reforming India Pvt.Ltd.
concurrence of Sr.AFA/SF.
Submitted please.
SSO(A)/SF
Sr.AFA/SF
NOTE/1
Sub : Coverage of Rubber Buffer Spring under (+) 30% Option
Clause.
P.O.No:90814 Dt:10.04.2013 on M/s.Tayal and Co/Baddi.
placed at Flag A may kindly be perused.
been placed on M/s. Tayal and Co/Baddi (AIR- Rs.2950 per set) with the
acceptance of CMM for a total value of Rs.70,91,800 (L/F-N/10&11) with
on higher side.
1.0
the L1 tenderer has quoted Rs.2986.75ps per set. The instant POs rate
is
Rs. 2950/- per set, which is less in rate by Rs.36.75 per set.
The new tender has been dropped duly recommending to exercise
(+)30% option clause in the instant Purchase Order(L/F-198), as the
quantity to be procured is very less after deducting option clause
quantity. As such, Stores department is proposing to exercise (+)30%
option clause on the instant Purchase Order. As there is a rate
difference of Rs.36.75 per set, it is financially advantageous to
Railways in exercising (+)30% quantity option clause for a quantity of
721 sets on the above firm.
2.0

it is observed from the History sheet placed at L/F-200, that the firm
has not yet commenced its supplies. But, while approving for
exercising option clause, Dy.CMM/C&W stated that the firm has

supplied its first lot quantity of 962 sets.(L/F-201 to 203)
3.0
The Delivery Period of the subject PO is available upto 31.03.2014.
4.0
One Shortfall ANE pertaining to CRS/TPTY, duly vetted by associate

finance, is available in the case file (L/F-197) for covering the above
option qty. However, it is observed that the original consignee in the
subject PO is M&E/LGD, whereas the proposed quantitys consignee is
CRS/TPTY. The firm is charging Rs.10/- towards freight charges from
Himachal Pradesh to LGD in the instant PO conditions. It is not known
whether the firm will agree to supply the material to CRS/TPTY at the
same rate.
(PTO)
NOTE/2
5.0
The proposal has the Administrative approval of Dy.CMM/C&W (Flag

A) for exercising option clause.
6.0
follows:
1
2
3
4
5
6
7
8
9

option clause
Rs. 70,91,800
2404 sets
721 sets
Nil
721 sets
Rs.21,26,950
Rs.92,18,750
CMM
31.03.2014
SSO(A)/SF
Sr.AFA/SF
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
17-10-2013
Dt.
Dy.CMM/C&W
Sub : Coverage of Break Beam complete under (+) 30% Option
Clause.
P.O.No:90576 Dt:15.03.2013 M/s.Sushila Engg.Works, Howrah.
Ref : Your Note No: 16 to 17 of Case file No.PC.30.12.1494.
with the rates of the instant purchase order. In view of the financial
advantage and as recommended by subsequent tender committee, finance
M/s.Sushila Engg.Works, Howrah for a quantity of 1283 Nos
valuing
Rs.26,29,123.60, with original terms and conditions with in Delivery Period.
1.0
Obtaining the Sanction of original accepting authority, ie., CMM
2.0
para 3.3 of

(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
NOTE/107
Sub : Coverage of POH kit for 203mm air brake cylinder under (+)
30% Option Clause.
P.O.No:90901 Dt:18.04.2013 on M/s.PEW Engg.Pvt Ltd/Howrah.
Ref : Dy.CMM/C&Ws Note No: 42 to 43 of Case file No.PO.30.13.3582.
placed at folio-132/C may kindly be perused.
been placed on M/s. PEW Engg.Pvt Ltd/Howrah (AIR- Rs.239.20 per set) with
the acceptance of Dy.CMM/C&W for a total value of Rs.19,73,639.20 (L/FN/35) with (+)30% option clause.
on higher side.
1.0
the L1 tenderer has quoted Rs.241.50 per set. The instant POs rate is
Rs.239.20 per set, which is less in rate by Rs.2.30 per set. The new
tender has been finalized by the tender committee duly recommending
to exercise (+)30% option clause on the instant Purchase Order (L/F300). As such, Stores department is proposing to exercise (+)30%
option clause on the instant Purchase Order. As there is a rate
difference of Rs. 2.30 per set, it is financially advantageous to

2475 sets on the above firm.
2.0

has not yet commenced its supplies. When the same was pointed out
by this office, consignee vide his letter placed at L/F-314 stated that
the supplies were satisfactorily completed by the firm.
3.0
4.0
One Stock ANE is available in the case file (L/F-317) for covering the
above option qty.
5.0
The proposal has the Administrative approval of Dy.CMM for

exercising option clause on the above firm.
(PTO)
NOTE/108
6.0
follows:
Original Value of the PO. (L/F-290/291)
2
3
4
5
6
7

option clause
8
9
Rs.
19,73,639.20
8251 sets
2475 sets
Nil
2475 sets
Rs.5,92,020
Rs.25,65,659.2
0
Dy.CMM
18.11.2013
In view of the financial advantage involved in the proposed option

clause, if approved we may concur the proposal to exercise (+)30% quantity
option clause for a total quantity of 2475 sets on M/s. PEW Engg.Pvt
Ltd/Howrah.
in the powers of original accepting authority ie., Dy.CMM. As such, the
Submitted please.
SSO(A)/SF
Sr.AFA/SF
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt.
21-10-2013
Dy.CMM/C&W
Sub : Coverage of POH kit for 203mm air brake cylinder
P.O.No:90901 Dt:18.04.2013 on M/s.PEW Engg.Pvt
Ltd/Howrah.
Ref : Your Note No: 42 to 43 of Case file No.PO.30.13.3582.
examined.
opened on 04.06.2013) for the above subject item are on higher side
when compared with the rates of the instant purchase order. In view of
the financial advantage and as recommended by subsequent tender
committee, finance concurrence is hereby signified for exercising (+)
30% Option Clause on M/s.PEW Engg.Pvt Ltd/Howrah for a quantity of
2475 sets valuing Rs.5,92,020, with original terms and conditions with
in Delivery Period.
1.0
Dy.CMM
2.0
para 3.3 of
3.0 Fixing reasonable delivery schedule for the enhanced

quantities.
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
28-10-2013
Dt.
Dy.CMM/G
under (+) 30% Option Clause (P.O No:90287 Dt:07.02.13 & 90288
Dt:07.02.13) M/s.Durable Polymers/Lucknow & M/s. Savithri
Engg Products, Sirmour.
advantage involved in instant purchase orders, finance concurrence is hereby
signified for exercising (+) 30% Option Clause on M/s.Durable Polymers/
Lucknow for a quantity of 1705 Nos & on M/s. Savithri Engg Products,
Sirmour for a quantity of 1704 Nos, with original terms and conditions with
in Delivery Period. Out of 4021 Nos of option quantity available in the above
mentioned Purchase orders, 612 Nos already availed on the above two firms
for which finance concurrence was communicated by this office letter of even
no: dated 10.07.2013.
1.0
2.0
para 3.3 of
3.0
4.0
5.0


(A.K.GANESHAN)
Sr.AFA/SF
FA&CAO/S&W
For
NOTE/109
Sub : Coverage of Set of valve regulated lead acid battery of 1100
Ah capacity under (+) 30% Option Clause.
P.O.Nos:92371 Dt:03.10.12 on M/s.Exide Industries Ltd/Kolkata,
P.O.No.92372 Dt:03.10.12 on M/s.Amara Raja Batteries Ltd/
Tirupati, P.O.No 92373 Dt:03.10.12 on M/s.Microtex Energy Pvt
Ltd/Bangalore.
Ref : Dy.CMM/Elecs Note No: 36 to 37 of Case file No.PE.45.12.1230.
clause on the above subject item, received from Dy.CMM/Elec, is placed at
folio-134/C, which may kindly be perused.
been placed on (i) M/s.Exide Industries Ltd/Kolkata (ii) M/s.Amara Raja
Batteries Ltd/ Tirupati (AIR- Rs.10,57,296.15 per set) & (iii) M/s.Microtex
Energy Pvt Ltd/ Bangalore (AIR- Rs.10,49,104.94 per set) with the acceptance
of AGM/SC for a total value of Rs.13,29,57,196.18 (L/F-N/30) with (+)30%
option clause.
clause on the above three firms as the rates received in subsequent new
1.0 It is stated that a new tender was opened on 08.08.2013 in which the
rates received are on higher side ie., Rs.11,37,111.26 &
Rs.11,27,583.25 per set. The instant POs updated rates are
Rs.10,69,921.94 & Rs.10,61,730.73 per set,(L/F-329) which is less in
rate by Rs.67,189.32 per set. The new tender has been finalized by the
SAG tender committee duly recommending to exercise (+)30% option
clause on the instant Purchase Orders (L/F-331). As such, Stores
instant Purchase Orders. As there is a rate difference of Rs.67,189.32
per set, it is financially advantageous to Railways in exercising
(+)30% quantity option clause for a quantity of 38 sets on the above
three firms. However, the subsequent tender committee has
recommended only 37 sets to exercise option clause on the instant
purchase orders.
2.0

M/s.Exide Industries Ltd/Kolkata has supplied only 2 sets out of 56 sets

and the firm M/s.Amara Raja Batteries Ltd/ Tirupati has supplied only 4
sets out of 38 sets originally ordered. The firm M/s.Microtex Energy Pvt
Ltd/ Bangalore has not yet commenced its supplies. But, the Stores
department is certifying that the firms have supplied the quantity
scheduled to be supplied with in DP as ascertained from consignees.
3.0
The Delivery Period of the subject POs is available upto 30.04.2014.

NOTE/110
4.0
One Stock ANE No:13050545 dt:09.05.13 is available in the

subsequent tender case file at Folio-10 for covering the above option
qty.
5.0
The proposal has the Administrative approval of CMM/E for

6.0

follows:
Original Value of the three POs. (L/F-N/30)
2
3
4
5
6
7

30% option clause
8
9
Rs.
13,29,57,196.18
126 sets
38 sets
Nil
38 sets
Rs.4,00,95,341.60
Rs.17,30,52,537.78
AGM/SC
30.04.2014
powers of original accepting authority ie., AGM/SC. As such, the proposal requires
the concurrence of FA&CAO/S&W.
SSO(A)/SF
Sr.AFA/SF
NOTE/112
Sub : Coverage of LED signal aspects (SHUNT, ROUTE & CALLING
ON) under (+) 30% Option Clause on M/s.RT Vision
Technologies (P) Ltd/Noida.
Ref : Dy.CMM/S&Ts Note No: 30 to 35 of Case file No.PS.56.12.5168.
clause on the above subject items, received from Dy.CMM/S&T, which is
For procurement of the above subject item eleven Purchase Orders
have been placed on M/s.RT Vision Technologies (P) Ltd/Noida (All inclusive
Rates of SHUNT- Rs.5,750, Route- Rs.5,750 & Calling On- Rs.6,850 per No.)
with the acceptance of COS for a total value of Rs.2,25,97,150 (L/F-N/22)
with (+)30% option clause.
clause on the above firm as the rates received in subsequent new tender of
this Railway and other Railways are on higher side.
1.0
It is stated that a new tender was opened on 10.10.2013 in this
Railway, wherein the L1 tenderer has quoted(L/F-396) Rs.5,880 for
SHUNT, Rs.5,880 for ROUTE and Rs.7,035 for CALLING ON. In other
Railways also the tenderers have quoted higher rates when compared
to the instant POs rates. However, the new tender is not yet finalized.
But, it is stated that the quantity in new tender will be reduced after
exercising this option clause. As such, Stores department is proposing
to exercise (+)30% option clause on the instant Purchase Orders. As
there is a rate difference of Rs.130 on Shunt and Route and Rs.185 on
Calling on, it is financially advantageous to Railways in exercising
(+)30% quantity option clause for a quantity of 1167 Nos on the above
firm as proposed by Stores branch.
2.0

further stated that the firm has completed its supplies against all the
POs, for which stores branch has submitted inspection certificates
issued by RDSO for the ordered quantity.(L/F-353)
3.0
4.0
Three Stock ANE copies are available in the case file (L/F-370,369,368)
for covering the above option qty. It is learnt that the original copies
were kept in subsequent fresh tender.
(PTO)
NOTE/113
5.0 The proposal has the Administrative approval of CMM (Folio-138/C)
for exercising option clause.
follows:
1
Original Value of eleven POs.
2
3
4
5
6
7

30% option clause
8
9
Rs.
2,25,97,150
3889 Nos
1167 Nos
Nil
1167 Nos
Rs.67,80,650
Rs.2,93,77,800
COS
08.11.2013

option clause for a total quantity of 1167 Nos (Shunt-544Nos, Route-559Nos
& Calling on-64 Nos on M/s. RT Vision Technologies (P) Ltd/Noida.
in the powers of original accepting authority ie., COS. As such, the proposal
requires the concurrence of FA&CAO/S&W.
Submitted please.
Sr.AFA/SF
Dy.CAO/S&W
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
06-11-2013
Dt.
Dy.CMM/S&T
Technologies (P) Ltd/Noida.
Ref : Your Note No: 30 to 35 of Case file No.PS.56.12.5168.
It is observed that the rates received in subsequent new tender (ie.,
opened on 10.10.2013) and in other railways tenders, for the above subject
item are on higher side when compared with the rates of the instant purchase
orders. In view of the financial advantage involved in instant purchase orders,
finance concurrence is hereby signified for exercising (+) 30% Option Clause
on
M/s.RT Vision Technologies (P) Ltd/Noida for a total quantity of 1167
Nos (Shunt-544Nos, Route-559Nos & Calling on-64 Nos) with the original
terms and conditions of the Purchase Orders with in Delivery Period. It is
advised that while finalizing the subsequent tender the above mentioned
quantities, aspect wise, may be reduced from the procurable quantity.
1.0
Obtaining the Sanction of original tender accepting authority, ie.,
COS.
2.0
para 3.3 of

3.0
4.0
5.0


(A.K.GANESHAN)
Sr.AFA/SF
FA&CAO/S&W
For
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
07-11-2013
Dt.
Dy.CMM/Elec
Sub : Coverage of Railway carriage fan brushless 110 voltsunder
(+) 30% Option Clause on M/s.General auto Electric Corpn,
Mumbai.
Ref : Your Note No: 33 to 34 of Case file No.PE.45.13.1110.
Clause on the above subject item Purchase Order has been examined and the
following are the observations.
1.0
No rate comparison has been made to justify the invoking of
(+)30% option clause on the subject firm. As such, it is advised that the
subject PO rate may be compared with other railway rates for the
subject item, if not available in this railway.
2.0
It may be certified that no lower rates are available in this
railway, other than the subject Purchase Order rate.
3.0
It is noticed from the case file that a new tender for the subject
item has already been uploaded in IREPS with a due date of opening on
22.11.2013. As the DP is available upto 13.12.13, the proposal may be
resubmitted after seeing the trend of the rates obtained in new tender.
4.0
The performance of the firm is certified as Satisfactory. But, it is
observed from NN-85 sheet placed at Folio-287/C that both the firms
have not yet started their supplies.
5.0
The subject item is a stocked item in MFT & LGD depots with
sufficient stocks and the present demand of Non-stock is for revenue
demands. As such, the material to be catered through stock. The
reasons for placing NS indent and procuring the same item under
(+)30% option clause may be furnished.
(A.K.GANESHAN)
Sr.AFA/SF
FA&CAO/S&W
For
No.ASF/Q 01
2013
OFFICE OF THE
SECUNDERABAD
Dt. 20-11-
Dy.CMM/S&T
Sub: Procurement of LED signal lighting units (Red, Yellow & Green)
M/s.R.T.Vision/Noida
Ref: Your Note No.32 to 34 of case file No.56.13.1177
opened on 18.10.2013) of this railway, for the above subject item are on
higher side when compared with the rates of the instant purchase order. In
view of the financial advantage involved in instant purchase order, finance
M/s.R.T.Vision/Noida for a total quantity of 616 Nos (Green 164Nos, Yellow
203Nos & Red 249 Nos) with the original terms and conditions of the
Purchase Order with in Delivery Period. It is advised that while finalizing the
subsequent tender the above mentioned quantities, may be reduced from the
procurable quantity.
1.0
Obtaining the Sanction of original tender accepting authority, ie.,
COS.
2.0
para 3.3 of
3.0
4.0
5.0


(S.THIRUVALLUVAN)
AO/SF
For FA&CAO/S&W
NOTE/114
Sub : Supply of Paint anti corrosive bituminous black under (+) 30%
Option Clause on M/s.P.K.Industries, Jallahandhar city.
Ref : Dy.CMM/Gs Note No: 23 to 27 of Case file No.PO.77.12.1168.
clause on the above subject item, received from Dy.CMM/G, which is placed
at Folio-141/C may kindly be perused.
been placed on (i) M/s.P.K.Industries, Jallahandhar city & (ii) M/s.Pushker Paint
Industries (All inclusive Rate Rs.75.26 & Rs.76.51per Ltr) with the acceptance
of CMM for a total value of Rs.93,92,369.30 (L/F-N/18) with (+)30% option
clause.
clause on the firm M/s.P.K.Industries, as the rates received in subsequent
new tender of this Railway are on higher side.
1.0
Earlier, the proposal was returned with some observations vide
folio-140/c (ante), which may kindly be perused. The Delivery Period of
the subject Purchase Order has already been expired on 31.10.2013.
In response to finance observations, the stores department has
resubmitted the proposal on 12.11.2013.
2.0
Railway, wherein the TC of the subsequent tender recommended to
exercise (+)30% option clause in the instant Purchase Order (L/F-373)
as the rates received in fresh tender are on higher side. As such, Stores
instant Purchase Order. As there is a rate difference of Rs.3.49 to
Rs.4.74 per litre, it is financially advantageous to Railways in
exercising (+)30% quantity option clause for a quantity of 22,205 ltrs
on the above firm as proposed by Stores branch.
3.0
As the other firm M/s.Pushker Paint Industries had refused to
accept (+)30% option clause at the tender finalization stage itself, the
accepting authority accepted for the same. Hence, option clause is not
being exercised on this firm.
4.0

further stated that the firm has already supplied the first lot quantity
for which the replies received from the depots are placed at L/F-382 &
383.
(PTO)
NOTE/115
5.0
The Delivery Period of the subject PO has already expired on

31.10.2013. As per Railway Board guidelines, (+)30% option
clause should be exercised with in the original/extended delivery
period.
6.0
A copy of the Stock ANE is placed in the case file (L/F-385) for
covering the above option qty.
7.0
8.0
follows:

1
2
3
4
5
6
Original Qty in the instant PO.


30% option clause
8
9
9.0
Rs.
93,92,369.30
74015 Ltrs
22,205 ltrs
Nil
22,205 ltrs
Rs.16,90,796.0
6
Rs.1,10,83,165
.36
CMM
31.10.2013
with in the powers of original accepting authority ie., CMM. As
such, the proposal requires the concurrence of Dy.CAO/S&W.
In view of the financial advantage involved in the proposed
option clause, we may agree for the proposed option clause
proposal. But, to exercise option clause, DP should be available,
which has already been expired in the present case. The
subsequent tender committee also recommended and finalized
the TC.
In view of the above, orders are solicited whether to concur
the proposal.
SSO(A)/SF
Sr.AFA/SF
FINANCIAL
No.ASF/Q 01
2013
OFFICE OF THE
SECUNDERABAD
Dt. 18-11-
Dy.CMM/G
Sub: Procurement of Vinyl coated upholstery fabric by exercising
(+)30%
option clause on M/s.Milton Industries Ltd/Ahmedabad.
Ref: Your Note No.13 to 17 of case file No.PO.75.12.1223.
Option Clause on the above subject item Purchase Order has been examined.
In addition to the instant Purchase order No:90527 dt:13.03.2013, there
are two more purchase orders bearing No:57005 (F-192) & 70050 (F-191)
Dt:13.03.2013 were placed on the same firm ie., M/s.Milton Industries
Ltd/Ahmedabad with same all inclusive rate. But, the same was not brought
out in the minutes of the subsequent tender committee as well as in (+)30%
option clause proposal. The reasons for not mentioning the last purchase
orders in the subsequent TC minutes and (+)30% option clause on those POs
may be furnished. It is the duty of the Convener to bring out to the notice of
other members of the tender committee when rate advantage is involved.
Henceforth, it is advised that all (+) option clause proposals may be
submitted duly mentioning all the purchase orders with all inclusive rates
placed in the same tender for the respective items.
Further, the proposal is resubmitted on expiry of the DP ie., on

12.11.2013 (DP expired on 31.10.2013). As per rules in vogue, the (+)30%
option clause proposals should be processed and concurred with in the
validity of original/extended DP.
The proposal is returned herewith.
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
OFFICE OF THE
SECUNDERABAD
Dt. 03-12-2013
No.ASF/Q 01
Dy.CMM/C&W
Sub: Procurement of Adapter by exercising (+)30% option clause.

Ref: Your Note No.26 to 28 of case file No.PW.38.13.2181.
-oOoThe proposal submitted in connection with exercising of (+) 30% Option Clause on
the above subject item Purchase Orders has been examined and the following are the
observations.
1.0
In terms of para 3.3 of Railway Board letter No: No:99/RS(G)/779/5 Dt:12.03.2010,

option clause can be operated only where there is a clear demand for additional
quantities and benefits accrue to Railways in terms of existing contractual rates
being reasonable/lower than newly opened tender rates. It is observed from the
proposal that no such exercise has been made to prove that the existing rates are
reasonable. As such, it is advised that latest rates obtained in neighboring Railways,
if not available in this Railway, may be compared to justify the rate reasonability.
2.0
Further, it is proposed to exercise option clause on both the firms at the ratio of
15:85 (Development order vs Regular order) which seems to be not correct. It is
prudent to utilize the full quantity available with M/s.Kalimata Ispat Industries Pvt
Ltd under (+)30% quantity as the all inclusive rate of the firm is lower when
compared to other firm. Railways will loose Rs.17,313.75 by operating quantity
option clause in the ratio of 15:85 as proposed by your office.
3.0
In terms of Para 3.4 of Railway Board letter No: 99/RS(G)/779/5 Dt:12.03.10, for
exercising (+)30% option clause, the performance of the firm should be satisfactory,
which is not certified by your office. As such, it is advised that latest SPS may be
called for from the depots and resubmit the proposal duly certifying the
performance of both of the firms. The performance of the firms needs to be
improved to invoke option clause on these two firms.
4.0
The proposals received without complying with Railway Board orders is distressing
to finance department.

(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
NOTE/1
Sub : Supply of V.Deep 6 grooved Axle Pulley under (+) 30% Option
Clause on M/s.Stone India Ltd/Kolkata.
Ref : Dy.CMM/Elecs Note No: 22 of Case file No.PE-45-12-1264.
been placed on (i) M/s.Stone India Ltd/Kolkata & (ii) M/s.HMTD Engg Pvt
Ltd/Navi Mumbai (All inclusive Rate Rs.22,929.17 per No) with the
acceptance of CMM for a total value of Rs. 42,41,896.45 (L/F-N/14) with
clause on the firm M/s. Stone India Ltd/Kolkata , as the rates received in
subsequent new tender of this Railway are on higher side.
1.0
Railway, wherein the TC of the subsequent tender, recommended to
exercise (+)30% option clause in the instant Purchase Order (L/F-163
ante para 8.1) as the rates received in fresh tender are on higher side.
As such, Stores department is proposing to exercise (+)30% option
clause on the instant Purchase Order. As there is a rate difference of
Rs.970.93 per No., it is financially advantageous to Railways in
exercising (+)30% quantity option clause for a quantity of 34 nos on
the above firm as proposed by Stores branch.
2.0
As the other firm M/s.HMTD Engg Pvt Ltd/Kolkata is delisted by
RDSO, as stated by stores department, at Note-22 of link file, option
clause is not being exercised on this firm.
3.0

further stated that the firm has already supplied the entire quantity
within the due date as placed at L/F-160.
4.0
5.0
It is stated that the Original Stock ANE is placed in the subsequent

tender case file which is under Finance vetting.
NOTE/2
6.0
The proposal has the Administrative approval of Dy.CMM/E (Folio-1/C)

for exercising option clause. Further CMM/E has already accepted the
subsequent tender Committee recommendations(L/F-162).
7.0

1
2
3
4
5
6
7
8
9
8.0
in

Qty already utilized under option
clause
Now proposed qty under option
clause
Total Value of the POs after
exercising (+) 30% option clause
Rs. 42,41,896.45
111 Nos
34 Nos
Nil
34 Nos
Rs.7,79,591.78
Rs.50,21,488.23
CMM
31.03.2014
the powers of original accepting authority ie., CMM. As such, the
clause, if approved, we may agree for the proposed option clause
proposal.
SSO(A)/SF
Sr.AFA/SF
No.ASF/Q 01
OFFICE OF THE
SECUNDERABAD
Dt. 11-12-2013
Dy.CMM/Elec
Sub: Procurement of Un insulated cadmium copper caternary wire by exercising
Ref: Your Note No.32 of case file No.46-13-1003.
observations.
1.0In terms of para 3.3 of Railway Board letter No: No:99/RS(G)/779/5 Dt:12.03.2010,
option clause can be operated only where there is a clear demand for additional
quantities and benefits accrue to Railways in terms of existing contractual rates being
reasonable/lower than newly opened tender rates. It is observed from the proposal that
no such exercise has been made to prove that the existing rates are reasonable. As
such, it is advised that latest rates obtained in neighboring Railways, if not available in
this Railway, may be compared to justify the rate reasonability.However, it is seen from
the case file that one fresh tender is floated for the subject item with due date on
29.11.2013. The rates/tabulation statement in the fresh tender obtained may be
furnished.
2.0In terms of Para 3.4 of Railway Board letter No: 99/RS(G)/779/5 Dt:12.03.10, for
exercising(+)30% option clause, the performance of the firm should be satisfactory.
The supplies made by the firm M/s.Hyvolt Electricals/Delhi as on date may be
furnished.
3.0Funds certification from the concerned executives on the NS indents placed at F-6 & F27 may be obtained.
(A.K.GANESHAN)
Sr.AFA/SF
For
FA&CAO/S&W
NOTE-116
Sub : Procurement of Vinyl coated upholstery Fabric for Non-AC coach.
Exercising of (+) 30% Option Clause on M/s.Milton Industries
Ltd/Ahmedabad.
Ref : Dy.CMM/Gs Note No:13 to 18 of Case file No. PE-75.12.1223.
at F-146/C may kindly be perused.
been placed on M/s. Milton Industries Ltd/Ahmedabad(AIR-Rs.94.20 per
metre) with the acceptance of COS for a total value of Rs.2,15,20,461(L/FN/10).

1.

letter placed at F-145 & 147, duly stating that in addition to the instant
Purchase order there are two more purchase orders placed on the
same firm ie. M/s. Milton Industries Ltd/Ahmedabad with same all
inclusive rate. But the same was not brought out in the minutes of the
subsequent tender committee as well as in (+30%) option clause
proposal.
In response to this office observations, stores department has
resubmitted the proposal,duly stating(F-149) that erroneously qty for
+30% option clause was calculated as per the stock PO instead of total
quantity of the contract accepted. Due to oversight +30% option
clause qty has been taken as 64,066 Mtrs only instead of 68,536 Mtrs.
Further it is stated that ANE copy is kept in the Orginal Case file
of subsequent tender, which is under signature of Accounts Member
(T.C.P).
2.
It is stated that a new tender was opened on 27.08..2013 in this

Railway, wherein the TC of the subsequent tender, recommended to
exercise (+)30% option clause in the instant Purchase Order as the
rates received in fresh tender are on higher side(L/F-212 Para 2.3). As
such, Stores department is proposing to exercise (+)30% option clause
on the instant Purchase Order. As there is a rate difference of Rs.0.70
per Metre., it is financially advantageous to Railways in exercising
(+)30% quantity option clause for a quantity of 68,536Mtrs on the
above firm as proposed by Stores branch.
3.

further stated that the firm has already supplied the entire quantity
within the due date as certified by Dy.CMM/CRS/TPTY & LGD(L/F-230231).
4.
The Delivery Period of the subject PO is expired on 31.10.201.

However,the stores Department has already advised the firm that
+30% option clause is being operated in the instant purchase order as
per the terms and condition of the original P.O(L/F-203).
5.
The proposal has the Administrative approval of COS (F146/C)for exercising option clause.

1
2
3
4

clause
clause
5
6
7
8
9

7.
Rs.
2,15,20,461.00
2,28,455Mtrs
68,536Mtrs
Nil
68,536Mtrs
Rs.64,56,090.0
0
Rs.2,79,76,552.
00
COS
31.10.2013
With the exercise of above option clause, the

revised value will be with in the powers of original
accepting authority ie., COS. As such, the proposal
In view of the financial advantage involved in the

proposed option clause, and as recommended by subsequent
tender Committee we may agree for the proposed option clause
proposal subject to reduction of 68,536Mtrs quantity in the
subsequent tender instead of 64,066 Mtrs.
SSO(A)/SF
Sr.AFA/SF
Sub : Coverage of Railway Carriage Fan brushless 110 Volts.under

(+) 30% Option Clause on M/s. Western Electric & Trading
Co./Delhi(P.O No:91625 Dt: 03.07.13)
Ref : Dy.CMM/Elecs Note No:35-36 of Case file No. PE.45.13.1110.
been placed on M/s. Western Electric & Trading Co/Delhi(AIR-Rs.3333.75 per
No) and M/s.General Auto Electric Corpn/Mumbai(AIR-Rs.3333.75 per No)
with the acceptance of COS for a total value of Rs.3,86,34,828.75(L/F-N/30).
Now, it is proposed to exercise (+)30% quantity option clause on M/S.
Western Electric & Trading Co/Delh. TC does not recommend on M/s. General
auto Electric Corpn/Mumbai as the performance of the firm is poor.
observations:
1.0 Subsequent tender was opened on 21.03.14 for the subject item. The All
inclusive rate accepted in the new tender is Rs. 3590/- per number as against
present PO rate i.e 3333.75. Hence it is proposed to operate (+)30% option
clause.
2.0 Performance of the firm is certified as satisfactory. Howerver, it is observed
from stock position slip(L/F.335) that the frim has supplied 8500 Nos out of
9851 Nos i.e suuplied 86% and for the balance eDP is much ahead(31.07.14).
3.0 Necessary ANE is available in the case file to cover the proposed option
clause.
4.0 CMM admin approval was obtained to operate option clause.
5.0 The financial implications of the proposed option clause are as follows:
1
Rs.
3,86,34,828.75
2
9851 Nos
3
2956Nos
4
Nil
clause
5
6
7
8
9

clause
(including already option clause
exercised POs)
2956 Nos
Rs.98,54,565
Rs.4,84,89,393.
75
COS
31-07-2014
requires the concurrence of FA&CAO/S&W and sanction of COS.
In view of the financial advantage involved in the present option
clause, if approved we may concur the proposal.
SSO(A)/(SF)
Sr.AFA/(SF)
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
30.12.2013
Dt.
Dy.CMM/DSL
Sub : Procurement of Set consisting of two outer tubes & two inner tubes &
reinforcing spring Exercising of (+) 30% Option Clause.
Ref : Your Note No:12 of Case file No. 10.13.2975.
In view of the financial advantage to Railways, finance concurrence is
hereby signified for exercising (+) 30% Option Clause on M/s.Rama Engineering
Works/Hyderabad a quantity of 1497 nos. with original terms and conditions
with in Delivery Period.
(i)
(ii)
Obtaining the Sanction of CMM.

(iii)
(iv)
(v)
(vi)

Ensuring availability of funds during the current financial year
It is advised that the above option quantity of 1497 Nos may be reduced in
the
quantity to be procured in the subsequent new tender
( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
02.01.2014
Dt.
Dy.CMM/Elec
Sub : Coverage of Railway carriage fan brushless 110 voltsunder
(+) 30% Option Clause on M/s.Western Electric and Tranding Co/Delhi.
-oOoThe proposal received in connection with exercising of (+) 30% Option Clause on the above
subject item has been examined and the following are the observations.
1.0 As the quantity required under NS indent is only 250 Nos, it may be adjusted from the stock
available, i.e 2320 nos as per SPS placed at F-292. Since the DP is far ahead, it would be prudent
to watch the market and appropriate action taken accordingly.
Further there is a cut in the budget provision under WMS recently,the
requirement needs to be reassessed and a certificate from CWM may be placed on
the file duly providing necessary funds now duly vetted by associated finance.
Encl: The concerned file
( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
16.01.2014
Dy.CMM/Elec
Sub : Supply of V.Deep 6 grooved Axle Pulley under (+) 30% Option
Clause
on M/s.Stone India Ltd/Kolkata.
Ref : Dy.CMM/Elecs Note No: 22 of Case file No.PE-45-12-1264.
Dt.
-oOo-
The proposal received in connection with exercising of (+) 30% Option

Clause on the above subject item has been examined.
In view of Revised Budget Grant advised by board(cut in the budget provision
under General Stores),the requirement needs to be re-assessed and a certificate
from the executive department may be placed on the file.
This issues with the approval of Dy.FA&CAO/S&W
Encl: The concerned file
( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
2014
Dt. 17-01-
Dy.CMM/G
Sub : Vinyl Coated upholstery Fabric for (NON-AC coach under (+) 30%
Option Clause on M/s.Milton Industries ltd/Ahmedabad.
It is observed that the rates received in subsequent new tender (ie., opened
on 27.08.2013), for the above subject item are on higher side when compared with
the rates of the instant purchase orders. In view of the financial advantage
involved in instant purchase orders, Post-facto Finance concurrence is hereby
signified for exercising (+) 30% Option Clause on
M/s.Milton Industries
Ltd/Ahmedabad for a total quantity of 68,536Mtrs with the original terms and
conditions of the Purchase Orders with in Delivery Period. It is advised that while
finalizing the subsequent tender the above mentioned quantities, aspect wise, may
be reduced from the procurable quantity.
1. Obtaining the Sanction of original tender accepting authority, ie., COS.
2. Ensuring that no lower rates have been received in terms of para 3.3 of
3. Fixing reasonable delivery schedule for the enhanced quantities.
4. Ensuring availability of funds during the current financial year.
5. Getting the MPOs vetted by Stores Finance section.
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
N-
Sub : Metal Cutting gas(LPG) for metal cutting Gas brazing under (+) 30%
Option Clause on M/s. BPCL/East Mumbai P.O No:92421 Dt:09.10.12)
& on M/s. Mahalaxmi LPG centre/SC P.O.No.92422 Dt:09.10.12.
Ref : Dy.CMM/Gs Note No:16 to 22 of Case file No. PO.81.12.1399.
on the above subject item, received from Dy.CMM/G, which is placed at Folio- 3/C
placed on M/s. BPCL/East Mumbai(AIR-Rs.110 Per Kg) and M/s.Mahalaxmi LPG
centre/SC(AIR-Rs.110 per Kg) with the acceptance of CMM for a total value of
Rs.1,66,75,010(L/F-N/13).
Now, it is proposed to exercise (+)30% quantity option clause on the above
two firms as the demand are available.
1.0 The proposal is being initiated based on the recommendations of the
subsequent tender committee. It is stated that a new tender was opened on
06.08.2013 for the subject item. The All inclusive rate accepted in the new
tender is Rs.112 per Kg(AIR). As the rates of instant POs are lower than the
subsequent tender and financially beneficial to Railways, JAG tender committee
has recommended to invoke (+)30% option clause (L/F-80) on the instant
POs(26287 Kgs on BPCL/East Mumbai and 11693 on Mahalaxmi LPG
Centre/SC)for a total quantity of 37980 Kgs.
2.0
satisfactory. However, M/s. Mahalaxmi LPG centre/Sc supplied only 8935.8
out of 38975 Kgs Balance still due to supply-30039.2, M/s BPCL/East
Mumbai supplied 11400 Kgs out of 12882 Kgs and 36400 Kgs out of 74741 KgsBalance still to supply-39823.Due date os supply is 31.03.2014.
3.0 Necessary ANE is available (L/F-85) in the case file to cover the proposed
option quantity.
4.0
DP is available upto 31.03.2014.
5.0
3
4

clause
clause
Total Value of the PO after exercising
(+) 30% option clause
5
6
7
8
Rs.1,66,75,01
0.
87623+38975
kg
37980 Kg
Nil
37980 Kg
Rs.41,77,800
Rs.2,08,52,81
0
COS
6.0 With the exercise

of
above
option
clause, the revised
value will exceed the powers of orginal accepting authority i.e CMM. As such,
the proposal requires sanction of COS with the councurrence of FA&CAO/S&W.
SSO(A)/SF
Sr.AFA/(SF)
NOTE/1
Sub :- Procurement of M S Flats Steel, Exercising of (-)30% option clause.
P.O.No:90.12.1156.1.90953.
Ref :- Dy.CMM/Gs Note No. 32 to 34 of Case file No:PB.90.12.1156.
item on M/s.The Sun Rolling Mills Pvt Ltd/Howrah(L/F-370) for a quantity of
199Mts at a total value of Rs..94,51,976.63 with the acceptance of CMM/G (L/FN/28).
90953 Dt: 26.04.13 for a quantity of 59.7 Mts.
(i)

22.11.2013, from lowest technically suitable offer is Rs.46,200 per Mts
(L/F-1390), whereas the instant PO rate is Rs.47,497.37 per Mt (L/F-N-28).
(ii)
lower rate of Rs.46,200 per mts, but the firm refused to accept the offer.
As such, it is proposed to cancel 59.7 Mts duly exercising (-)30% option
clause on the firm.
(iii)
As the original tender was finalized with Sr.Scale Officer

tender
committee and accepted by CMM, the above proposal requires the
concurrence of Sr.AFA for exercising (-)30% option clause.
(iv)
(Folio-1).

SSO(A)/(SF)
Sr.AFA/(SF)
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
31.01.2014
Dt.
Dy.CMM/G
Sub :- Procurement of M S Flats Steel, Exercising of (-)30% option clause.
P.O.No:90953 dated 26.04.2013.
M/s. The Sun Rolling Mills Pvt Ltd/Hwh.
Ref :- Your Note No. 32 to 34 of Case file No:PB.90.12.1156.
opened tender on 22.11.2013 for the subject item, finance concurrence is hereby
signified for exercising (-) 30% Option Clause on M/s. The Sun Rolling Mills Pvt
Ltd/Howrah against PO No:90953 dt:26.04.2013 for a quantity of 59.7 Mts.
1.0
2.0
3.0

It may be ensured that the present tender on hand should not be
finalized with
the rate higher than the subject PO rate.
( A.K.GANESHAN )
Sr.AFA/SF
For
FA&CAO/S&W
NOTE/1
Sub : Procurement of Densified thermal bonded polyster blocks DTBP
for SCN coaches - Exercising of (+) 30% quantity Option Clause.
Ref : Dy.CMM/G Note No:33 to 36 of Case file No. PO.75.13.5018.
-oOo-
A proposal seeking finance concurrence for operating (+) 30% option

at Folio-1 may kindly be perused.
been placed on M/s. Savithri Engg Products,Sirmour at an all inclusive
rate of Rs.880 per No and at a total value of Rs. 86,87,360 with the
above firm as the demand is available for the subject item.
1 Stores branch stated that a new tender has been opened on
27.09.2013, in which higher rates (Rs.968.60 per No-L/F-198) were
received for the subject item. The tender is under finalization with JAG
tender committee. In view of the financial advantage when compared
with the new tender rates, the proposal is being initiated to exercise
option clause on the above firm for a quantity of 1882 Nos as against
the option quantity (2962 Nos) available in the PO. Earlier, for a
quantity of 1080 Nos option clause was exercised on the same firm, for
which finance concurrence was also signified by this office with the
approval of Sr.AFA/SF (L/F-183), which may kindly be perused.
2 Necessary ANE (L/F-195 & 196) is available in the case file to cover the
3 The financial implications of the proposed option clause are as follows:
1
2
3
4
5
6
7
8
9

clause
clause
Total Value of the PO after
exercising (+) 30% option
clause(incl. part qty1080)
Delivery period expired on
Rs.86,87,360
9872 Nos
2962 Nos
1080 Nos
1882 Nos
Rs.16,56,160.00
Rs.1,12,93,920.0
0
COS
12.11.2013
NOTE/
4 It is certified by the stores department that the performance
of the firm is satisfactory. The firm has supplied the first
installment quantity.
5 The original DP of the firm expired on 12.11.2013. Further
stores branch Dy.CMM/G stated that firm has already been
advised, +30% option clause before the expiry of Orginal
Delivery date i..e on 11.11.2013(L/F-F-193) and in future the
option clause will be exercised well in advance.
6 With the exercise of above option clause, the revised value
will be with in the powers of original accepting authority ie.,
CMM. As such, the proposal requires the post facto
7 The proposal has the Administrative approval of CMM (L/F-N34) for exercising option clause.
In view of the financial advantage involved, if approved we
may concur the proposal.
SSO(A)/(SF)
Sr.AFA/(SF)
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 10.02.2014
Dy.CMM/G
Sub : Procurement of Densified thermal bonded polyster
blocks(DTBP) for
SCN coaches Exercising of (+) 30% Option
Clause.P.O.No:57031
Dt:23.07.2013
Ref : Your Note No:36 of Case file No. PO.75-13-5018.
examined.
Purchase Order rate is Rs.880/-. In view of the financial advantage and as
recommended by JAG tender committee, finance concurrence is hereby
signified for exercising (+) 30% Option Clause on M/s.Savithri Engg
Products,Sirmour for a quantity of 1,882 Nos with original terms and
conditions with in Delivery Period.
(vi)
CMM.
(ii)
3.3 of
(iii)
(vii)
year.
(viii)

This issues with the approval of Dy.FA&CAO/S&W.

( A.K.GANE
SHAN )
Sr.AFA/SF
FA&CAO/S&W.
For
N-3
In continuation to the above section notings at N-1 & 2, Dy.CMM/Genl has
resubmitted the proposal( L/F-N-23 &24), in response to this office observations
made vide (L/F- N-22 & 23) which may kindly be perused.
It is stated by Dy.CMM/Genl that original Delivery Date is upto 31.03.2014,
and supply postion as given by depots are satisfactory. However firms will be
advised to improve supplies.
Review of Quantity has already been done in the subsequent tender, as per
TCP at (L/F-F-82) duly taking 37980 Kg being proposed for coverage under +30%
option clause and the same has been accepted by competent authority at (L/F-F79). Further stated that Delivery period will be given as 30.06.2014 with payment
after 01.04.2014.
Submitted for kind perusal and order please.
A proposal seeking Finance concurrence for entering into Rate contract for a
further period of One Year with OEMS of HP, Samsung & Epson for supply of
catridge and Tonners on single tender basis received from CMM/E is placed at F-4.
Previously RC was entered into for one year on single tender basis with the
approval of AGM(L/F-1-6). Zonal RC for HP printers is due to expire on 05.05.2014.
However, it is proposed to enter into fresh rate contract with OEMS for supply of
catridges and Toners for HP printers and also for Samsung, Epson makes, as
and when current RCs expire to avail supplies directly from OEMs for better quality
of supplies, price advantage and expeditious coverage of demands.
1. The validity of HP zonal RC is expiring on 05.05.2014. However executive
proposing for extension much earlier i.e.3 months in advance.
2. Further, the validity of other two OEMs are expiring on 07.11.2014 &
01.12.2014. Extension of Rc on these two firms is also premature. It is not
correct to extend at an earlier date.
3. Earlier, while concurring the same proposal, FA&CAO/S&W has clearly
mentioned that based on our experience the contract can be extended
vide (Note8(L/F)) for which executive has not submitted the
performance of the firms.
4. We may advise the stores department to submit the details of supplies
made by the HP and its performance from the consignees.
In view of the above, if approved we may return the proposal with the above
observations.
SSO(A)/SF
Sr.AFA/SF
NOTE/1
Sub : Procurement of 490 HP Diesel Engine conforming to RDSOExercising of (+) 30% quantity Option Clause.
Ref : Dy.CMM/Elecs Note No:27 to 28 of Case file No. PE.45.12.5079
on the above subject item, received from Dy.CMM/Elec, which is placed at Folio-1/c
For procurement of the above subject item Three Purchase Orders have been
placed on M/s. Srinivasa Sales & Services P Ltd/BZA (AIR-Rs.20,58,940.30
each)with the acceptance of CMM for a total value of Rs.61,76,820.90 (L/F-N/21).
on the above firm as the demands are available for the subject item.
29.11.2013 for the subject item. The All inclusive rate quoted by lowest
tenderer in the new tender is Rs.24,45,000 per unit for which TC Recommended
to go for one round of negotiations. As the rates of instant POs are lower than
the subsequent tender and financially beneficial to Railways, JAG tender
committee has recommended to invoke (+)30% option clause (L/F-183) on the
instant PO(1 No on M/s. Srinivasa Sales & Services P Ltd/BZA.
2.0
satisfactory.(L/F.191).
option quantity.
4.0
DP is available upto 20.02.2014.
5.0
2
3


clause
clause
5
6
7
8

Rs.61,76,820.
90.
3Nos
1 No
Nil
1 No
Rs.20,58,940.
30
Rs.82,35,762
CMM
N/2
concurrence of Sr.AFA/SF and sanction of CMM.
In view of the financial advantage involved in the present option clause, if
approved we may concur the proposal.
SSO(A)/(SF)
Sr.AFA/(SF)
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
10.02.2014
Dt.
Dy.CMM/G
Sub: Supply of V deep 6 grooved Axle Pulley under (+)30% option clause on
M/s.Stone India Ltd/Kolkata.
Ref: Your Note No.22,23 of case file No.PE.45.12.1264.
observations.
During the Financial year 2013-14, Railway Board has curtailed the purchase
grant drastically. It is also learnt that the financial restrictions will continue to
remain even in the year 2014-15.
The annual estimated requirements AAC( Average Annual Consumption) of
various items of SCR are not in proportion with the budget available for each of
the user departments. As such action may be taken to review the annual
estimated requirements of all the items duly considering the availability of
funds in addition to the inventories available in stores depots as well as on
shops.
FINANCIAL
No.ASF/Q 01
18.02.2014
OFFICE OF THE
SECUNDERABAD
Dt.
Dy.CMM/Elec
Sub : Procurement of 490 HP Diesel engine Exercising of (+) 30% Option
Clause.
Ref : Your Note No:27,28 of Case file No. PE.45-12-5079.

29.11.2013) for the above subject item are on higher side. The rate quoted from
lowest offer is Rs.24,45,000, whereas the instant Purchase Order rate is
Rs.20,58,940.30/-. In view of the financial advantage, finance concurrence is
hereby signified for exercising (+) 30% Option Clause on M/s.Srinivasa sales &
service P ltd/BZA for a quantity of 1 No with original terms and conditions with
in Delivery Period.
(ix)
(ii)
(iii)
(x) Ensuring availability of funds during the current financial year.

(xi)
Getting the MPOs vetted by Stores Finance section after conducting
negotiation for the present tender on hand and also the rates obtained are
reasonable and advantageous to railway.
( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
NOTE/1
Sub : Procurement of Control Rod Exercising of (+) 30% quantity
Option Clause.
Ref : Dy.CMM/C&Ws Note No:14 of Case file No. 38.12.1485.
on the above subject item, received from Dy.CMM/C&W, which is placed at Folio-1/c
placed on M/s. General Stores and Engg Co Pvt Ltd/Kolkata(AIR-Rs.885.76
each No)with the acceptance of CMM for a total value of Rs.59,85,966.08 (L/FN/11).
on the above firm as the demand available for the subject item.
tender is Rs.920.23 per No(AIR). As the rates of instant PO is lower than the
subsequent tender and financially beneficial to Railways, Sr. scale tender
committee has recommended to invoke (+)30% option clause quantity (L/F-111)
on the instant PO for a total quantity of 2027 Nos, which was accepted by CMM.
2.0
satisfactory and 75% of the supply has been made(Placed at L/F-.
3.0

1
2
3
4
5
6
7

Rs.59,85,966.08.
6758 Nos
2027 Nos
Nil
2027 Nos
Rs.17,95,446
Total Value of the PO after exercising (+) Rs.77,81,402
30% option clause
8
COS
4.0
9
DP available upto
31.03.2014
Necessary ANE is available (L/F-121) in the case file to cover the proposed option
quantity.
5.0 In view of the financial advantage, if approved we may concur the above
proposal.
powers of original accepting authority ie., CMM. As such, the proposal requires
the concurrence of Sr.AFA/SF.
SSO(A)/(SF)
Sr.AFA/(SF)
NOTE/1
Sub : Procurement of Lock for CBC- Exercising of (+) 30% quantity
Option Clause.
Ref : Dy.CMM/C&Ws Note No:22 to 23 of Case file No. 38.13.1205.
on the above subject item, received from Dy.CMM/C&W, which is placed at Folio-1/c
placed on M/s. Atul Engineering Udyog Agra & on M/s.Rine Engg Pvt
Ltd/Baddi (AIR- Rs.1799.61 per No.) with the acceptance of CMM for a total
value of Rs.1,23,93,914.07 (L/F-N/18).
on M/s. Atul Engineering Udyog Agra (Part -II) as in the subsequent
tender opened on 19.12.2013 from Part II approved firm lower rates were
received i.e. Rs.1500/-(AIR) Placed at L/F-F.294). Since the M/s Atul
Engineering Udyog has accepted lower rate of 1500/-(AIR) placed at L/F-F273) it is financially beneficial to Railways.
tender is Rs.920.23 per No(AIR). As the rates of instant PO is lower than the
subsequent tender and financially beneficial to Railways, Sr. scale tender
committee has recommended to invoke (+)30% option clause quantity (L/F-111)
on the instant PO for a total quantity of 2027 Nos, which was accepted by CMM.
2.0
satisfactory and supplied 75% of the total quantity (Placed at L/F-117,118).
3.0

1
2
3
4
5
6
7
8
9

30% option clause
DP available upto
Rs.59,85,966.08.
6758 Nos
2027 Nos
Nil
2027 Nos
Rs.17,95,446
Rs.77,81,402
COS
31.03.2014
option quantity.
5.0 In view of the financial advantage, if approved we may concur the above
proposal.
SSO(A)/(SF)
Sr.AFA/(SF)
As per F-273, Atul Engineering udyog has agreed to accept (-)30% option
quanity for 516 Nos at lower rats i.e Rs.1500/-(AIR).But not for (+) 30% option
quantity, as such you are advised to take acceptance letter from the firm
separately for (+)30% quanity to supply @1500(AIR).
As per SPS placed at F-299, the performance of the firm is zero. The same
needs to be improved upon to consider (+)30% option clause proposal.
No.ASF/Q 01
2014
OFFICE OF THE
SECUNDERABAD
Dt. 18-03-
Dy.CMM/G
Sub : Procurement of Metal cutting gas(LPG) for metal cutting and brazing
Exercising of (+) 30% Option Clause.on M/s. BPCL/East
Mumbai,P.O.No:92421 Dt:09.10.12 & M/s.Mahalzmi LPG centre/SC
P.O.No.92422 Dt:09.10.12
Ref : Your Note No:16 to 25 of Case file No. PO.81.12.1399.
-oOoThe proposal received in connection with exercising (+) 30% Option Clause
27.09.2013) for the above subject item are on higher side. The rate accepted from
lowest offer is Rs.968.60, whereas the instant Purchase Order rate is Rs.880/-. In
view of the financial advantage and as recommended by JAG tender committee,
M/s.Savithri Engg Products,Sirmour for a quantity of 1,882 Nos with original
(xii)
(ii)
(iii)
(xiii)
(xiv)

This issues with the approval of Dy.FA&CAO/S&W.

( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
OFFICE
No.ASF/Q 01
2014
OF THE

SECUNDERABAD
Dt. 19-03-
Dy.CMM/G
Sub : Procurement of Metal cutting Gas(LPG) - Exercising of (+) 30%
quantity Option Clause.
Ref : Your Note No:16 to 25 of Case file No.PO.81.12.1399.
-oOoThe proposal resubmitted in connection with exercising of (+) 30% Option
06.08.13) for the above subject item are on higher side. The rates of the instant
purchase orders are financially beneficial to Railways. Further, the subsequent
tender committee has also recommended to invoke option clause on these two
firms. In view of the financial advantage, finance concurrence is hereby signified
for exercising (+) 30% Option Clause on M/s. BPCL/East Mumbai for a quantity of
26287 Kgs & on M/s.Mahalaxmi LPG/Centre/Sc for a quantity of 11693 Kgs
(i)
(ii)
(iii)
(iv)
Further, it is advised to furnish the usage of the subject item from the depots
and their inventories and forwarded to this office, as desired by FA&CAO/S&W
( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
NOTE/79
- Exercising of (+) 30% Option Clause.P.O.No:91275 Dt:22.05.12
Ref :Dy.CMM/DSLs Note No:32 of Case file No. DSL/10/11/2855.
clause on the above subject item, received from Dy.CMM/DSL, which is
been placed on M/s. G.S.Products, Dehradun at an all inclusive rate of
Rs.2022.075 per number and at a total value of Rs. 8,68,82,496.53 with the
acceptance of COS (L/F-N/23).
tender is Rs.2150.40 each (AIR). As the rates of instant PO is lower than the
subsequent tender and financially beneficial to Railways, SAG tender committee
has recommended to invoke (+)30% option clause (L/F-153) on the instant PO
for a total quantity of 12,890 Nos, which was accepted by GM.
2.0 It is certified by the stores department that the performance of the firm is
satisfactory. However, it is observed from Stock position slip (L/F-148) that the
firm has not commenced the supplies till date. Out of ordered quantity of
42,967 Nos, the firm has to supply 8,000 Nos within 31.12.2012 and balance
34,967 Nos, from 01.04.2013 to 30.09.2013. As per Railway Board guidelines,
the performance of the firm should be satisfactory, while exercising the option
clause.
3.0The financial implications of the proposed option clause are as follows:
1
4
5
6


30% option clause
Rs.8,68,82,49
6.
42,967
Nos
12,890
Nos
Nil
12,890 Nos
Rs.26,06,454
7
Rs.11,29,47,0
43
COS
4.1
Necessary ANE is available (L/F-148) in the case file to cover the
concurrence of FA&.CAO/S&W.
In view of the poor performance of the firm, put up for orders whether
to concur the proposal to exercise (+)30% option clause on the above firm or
otherwise please.
SSO(A)/(SF)
Sr.AFA/(SF)
NOTE/1
Sub : Procurement of Brake cylinder 355 mm .. Exercising of (+) 30%
Option Clause on M/s.Kayr Enterprises, Kolkata (P.O No:92012
Dt: 01.08.13)
Ref : Dy.CMM/C&Ws Note No:21 to 23 of Case file No. PO.38.13.1640.
-oOo-
A proposal seeking finance concurrence for operating (+) 30% option clause on the
above subject item, received from Dy.CMM/C&W, which is placed at Folio-1/C may kindly be
perused.
For procurement of the above subject item one Purchase Order has been placed on
M/s. Kayr Enterprises/kolkata(AIR- Rs.5839.91per No.) with the acceptance of CMM for a
total value of Rs.32,76,189.51 (L/F-N/13).
Now, Stores branch is proposing to exercise (+)30% quantity option clause on the
1. Stores branch stated that a new tender has been opened on 29.01.2014, in which
higher rates (Rs.6200.03 L/F-238) were received for the subject item. The JAG tender
committee of the new tender has recommended to exercise (+)30% option clause on
the subject PO for a quantity of 109 Nos(L/F-N-19) and Dy.CMM in his notings at
L/F-N-19 has dropped the subsequent tender and advised to process the quantity
under Option clause for 109 Nos . In view of the financial advantage when compared
with the new tender rates, the proposal is being initiated to exercise option clause on
the above firm for a quantity of 109 Nos.
2. A copy ANE (L/F-F.3) is available in the case file to cover the proposed option quantity.
3. It is certified by the stores department that the performance of the firm is
satisfactory. However, it is observed from the History sheet that the firm has supplied
25 Nos & 84 Nos to MFT and GTPL respectively well in advance on October 2013 as
against the original D.P. Dec2013, and DP is ahead i.e on 31.03.2013 for the
remaining quantity.Further stated that the firm is an RDSO Part-I approved source.
4. The financial implications of the proposed option clause are as follows:
Total Value of the PO after exercising (+) 30% option
clause
Rs. 32,76,189.51
365 Nos
109 Nos
Nil
109 Nos
Rs.6,36,550.19
Rs.39,12,739.70
CMM
31-03-2014
NOTE-2
With the exercise of above option clause, the revised value will be with in the powers of
original accepting authority ie., CMM. As such, the proposal requires the concurrence of
Sr.AFA/SF.
In view of the financial advantage involved and as recommended by JAG tender
committee of subsequent tender, if approved we may concur the proposal.
Sr.AFA/(SF)
SSO(A)/(SF)
OFFICE
No.ASF/Q 01
2014
OF THE

SECUNDERABAD
Dt. 20-03-
SMM/
Sub : Procurement of Metal cutting Gas(LPG) - Exercising of (+) 30%
quantity Option Clause.
-oOoIt is advised to furnish the details of usage of the subject item from the
depots(TPTY,GTPL) and its inventories as desired by FA&CAO/S&W.
.
( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
NOTE/1
Sub : Procurement of Brushless Alternator 4.5 K W (Without ERRU/RRU)..
Exercising of (+) 30% Option Clause on
M/s.Best & Crompton engg Ltd/Chennai(P.O.No.90629 Dt:22.03.13),
Stesalit Ltd/Kolkata(P.O No:90627 Dt:22.03.13)
Ref : Dy.CMM/Elec Note No:22 of Case file No. PE.45.12.1327.
-oOo-
M/s.
A proposal seeking finance concurrence for operating (+) 30% option clause on the
above subject item, received from Dy.CMM/Elec, which is placed at Folio-1/C may kindly be
perused.
For procurement of the above subject item three Purchase Order has been placed on
M/s. P.D.Steels/Mohali,(RDSO PT.II)(AIR-88100/- per set)(O/C not available as D.P.
expired), M/s. Best & Crompton Engg Ltd/Chennai(RDSO Pt.I)(AIR-Rs.88483.50 per set) &
M/s.Stesalit Ltd/Kolkata(RDSO Pt.I)
(AIR- Rs. 88483.50 per set) with the
acceptance of CMM for a total value of Rs.1,39,65,253(L/F-N/15).
Now, Stores branch is proposing to exercise (+)30% quantity option clause on the
1. The proposal is being initiated based on the recommendations of the

tenderer(RDSO PT.I) in the new tender is Rs.98,600 per set for which TC
Recommended to go for one round of negotiations. As the rates of instant
POs are lower than the subsequent tender and financially beneficial to
Railways, SAG tender committee has recommended to reserve its
recommendations for the quanity option clause in the LP Pos till the outcome
of negotiations with the Pt.I. source .Further it is stated by Dy.CMM/Elec that
suplimentary T.C. after negotiations
is under signature with finance member.
Negotiated rate of Part II source is Rs. 93270/-(AIR) and Part-I source is Rs. 95000/(AIR) which is higher than the LP rate.
2. A copy ANE (L/F-F.279) is available in the case file to cover the proposed option
quantity.
satisfactory. However, it is observed from the History sheet that the firm has supplied
75% of the PO quanity for PO.No.90627 Dt: 22.03.13) & 67% of the Po quanity for
PO.NO.90629 Dt:22.03.13
clause
Rs. 1,39,65,053
158Sets
35sets
Nil
35sets
Rs.33,25,000
Rs.1,72,90,053
CMM
31-03-2014
NOTE-2
With the exercise of above option clause, the revised value will be with in the powers of
original accepting authority ie., CMM. As such, the proposal requires the concurrence of
Dy.CAO/S&W.
In view of the financial advantage involved and as recommended by SAG tender

Sr.AFA/(SF)
SSO(A)/(SF)
OFFICE OF THE

SECUNDERABAD
No.ASF/Q 01
2014
Dt. 24.03-
Dy.CMM/Elec
Sub : Procurement of Brushless Alternator 4.5K W (without ERRU/RRU)...
Exercising of (+) 30% Option Clause on M/s.Best & Crompton Engg
Ltd/Chennai( PO No. 90629 Dt:22.03.13), M/s. Stesalit
Ltd/Kolkata(PO.NO.90627 Dt:22.03.2013)
Ref : Your Note No:28 of Case file No. PE.45.12.1327.
18.12.2013) for the above subject item is on higher side. The rate received from
lowest technically suitable offer (RDSO Pt.I) is Rs.95000/-, whereas the instant
Purchase Orders rates is 88483.50. In view of the financial advantage to Railways,
(i) M/s. Best & Crompton Engg Ltd/Chennai for a quantity of 21 sets,
(ii) M/s.Stesalit Ltd/Kolkata for a quantity of 14 sets with original terms and
(i)
(ii)

(iii)
(iv)
(v)

.
( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W
NOTE/1
laminated sheet - Exercising of (+) 30% quantity Option Clause.
Ref : Dy.CMM/Gs Note No:40 to 44 of Case file No.PO.75.13.1230.
at Folio-3 may kindly be perused.
For procurement of the above subject item Six Purchase Orders have been
placed on 4 firms viz., (i) M/s. Deco Mica Ltd/Ahmedabad(AIR-Rs.1095 each) (ii)
M/s.R B Poly Boards Ltd/SC(AIR- Rs.1098 each) and (iii) M/s.Wonder Laminates Pvt
ltd,Bishnupur(AIR- Rs.1098each) with the acceptance of COS for a total value of
Rs.2,87,87,490 (L/F-N/28).
(i)
The proposal is being initiated based on the higher rates received on

subsequent tender. It is stated that a new tender was opened on
tenderer (RDSO PT.II) in the new tender is Rs.1250 per unit. As the rates
of instant PO is lower than the subsequent tender, by exercising Option
clause will be economical to railways.The DP of M/s. R B PolyBoards is
expiring on 30.04.2014.
(ii)
A copy ANE (L/F-F. ) is available in the case file to cover the proposed option
quantity.
(iii)

satisfactory. However, it is observed from the PO that the delivery terms is after
01.04.2014,as such firm has not commenced the supplies till date. It is stated by
CMM/G that the D P has been deferred for supply after 01.04.2014 due to funds
constraints. However, the firm is Part II RDSO source and regular supplier.
(iv)

(+)30%option clause quantity,where DP available
Rs. 2,87,87,490
2052Nos
upto 30.04.14
(+)30% option clause quantity, where DP available
upto 30.08.14
clause
2113 Nos
Nil
Rs.45,73,170
Rs.3,33,60,660
COS
31-03-2014
In view of the above,DP for Deco Mica Ltd/Ahmedabad & Wonder Laminates
Pvt ltd,Bishnupur are much ahead i.e 30.08.2014 and the performance of the firms
are not established. Since DP of R B Poly Boards Ltd is expiring on 30.04.2014 if
approved we may process (+)30% option clause on R B Poly Boards Ltd/Sc and for
other two firms we may concur the proposal after satisfactory performance of
supplies.
SSO(A)/SF
Sr.AFA/SF
Dy.CAO/SF
FA&CAO/S&W
No.ASF/Q 01
2014
OFFICE OF THE
SECUNDERABAD
Dt. 18-03-
Dy.CMM/G
Sub : Procurement of Brake cylinder 355mmExercising of (+) 30% Option
Clause.on M/s. Kayr Enterprises/kolkata,P.O.No:92012 Dt:01.08.13
lowest offer is Rs.6200.03, whereas the instant Purchase Order rate is
Rs.5839.91/-. In view of the financial advantage and as recommended by JAG
tender committee, finance concurrence is hereby signified for exercising (+) 30%
Option Clause on M/s.Kayr Enterprises/Kolkata for a quantity of 109 Nos with
(i)
(ii) Ensuring that no lower rates have been received in terms of para 3.3 of
(ii)
(iv)
(v)

( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
NOTE/1
Sub : Supply of Thermo plastic Polyster Elastomer(Hytrel) lower
washer under (+) 30% Option Clause on M/s.Polymer Products
of india/Bangalore & M/s. Calster Steel Ltd/Calcuta.
Ref : Dy.CMM/C&Ws Note No: 23to 31 of Case file No.PC-30.12.1039.
been placed on (i) M/s. Polymer Products of india/Bangalore(Pt.II)(AIR
Rs.873.04)
(ii) M/s. Calster Steel Ltd/Calcuta(Pt.I)(AIR
Rs.892.25per No) with the acceptance of CMM for a total value of Rs.
1,51,29,898.57 (L/F-N/16) with (+)30% option clause.
(i)

28.02.2014 for the subject item. The All inclusive rate accepted by the
lowest tenderer (RDSO Pt.I) in the new tender is Rs.1001.01 per no. &
(RDSO Pt.II) is Rs.1035.00. As the rates of instant PO is lower than the
subsequent tender, by exercising Option clause is financially
advantageous to railways.
(ii)
The performance of the firm is satisfactory. Both the firms has

supplied the entire ordered quantity. The delivery period is refixed upto
30.11.2014.
(iii)
Necessary ANE is placed at F/259.
(iv)

follows:
1
2
3
4
5
6
7
8
9
(v)

clause
clause
Rs. 1,51,29,898.57
16981 Nos
5094 Nos
Nil
5094 Nos
Rs.45,21,685.3
Rs.1,96,51,583.87
CMM
30.11.2014
with in the powers of original accepting authority ie., CMM. As such,
the
clause, if approved, we may agree +30% option clause on
M/s.Polymer Products of India/Bangalore(Pt.II) against PO.NO.92025
dt:05.08.13 for a qunaity of 1220 Nos and on M/s. Calster Steel
Ltd/Calcutta(Pt.I) against PO.NO.91790 Dt:16.07.13 for a quanity of
3894 Nos.

SSO(A)/SF
Sr.AFA/SF
DY.CAO/S&W
NOTE/1
N/1
Sub : Supply of PVC insulated armored,unscreened underground
signaling cable size 12core * 1.5 sq mm under (+) 30% Option
Clause on M/s.Paramount Communication Ltd/New Delhi.
Ref : Dy.CMM/S&Ts Note No: 36 to40 of Case file No.PS.56.13.1019.
clause on the above subject items, received from Dy.CMM/S&T, which is
For procurement of the above subject item twelve Purchase Orders
have been placed on M/s.Paramount Communication Ltd/New Delhi
(All
inclusive Rates RS.1,61,718.30 per KM.) with the acceptance of AGM for a
total value of Rs.20,26,85,588.35 (L/F-N/22) with (+)25.07% option clause.
Now, Stores branch is proposing to exercise (+)25.07% quantity option
clause on the above firm as the rates received in subsequent new tender of
other Railways are on higher side.
1.0
It is stated that No tender will be opened subsequently for the
subject item in this Railway. But new tenders were opened on
18..03.2014 in other Railways,i.e in West Central Railway the L1
tenderer has quoted(L/F-830 to 832)basic rate of Rs.1,50,000. per
Km(Pt.I), in Northern Railways L1 tenderer has quoted(L/F-833-849)
Rs.1,79,780 per Km(basic rate). However, it is stated that rates cannot
be certified to be higher as the base date taken for PVC will not be
known and the PVC based on which the PO are issued cannot be
downloaded in the IREPS. Stores department is proposing to exercise
(+)25.07% option clause on the instant Purchase Orders. As there is a
difference in basic rate, it is financially advantageous to Railways in
exercising (+)25.07% quantity option clause for a quantity of 138.2 Nos
on the above firm as proposed by Stores branch.
2.0
This office has returned with some observations placed at folio
(L/F-N-39) which may kindly be perused. Stores branch in response to
our observations stated that updation of the price of M/s. Paramount
communications from Apr13 to Feb14 and that of W.C.Rly the PVC
base date being the same is placed at L/F.862 & 869. Updated rate of
WC.Rly is the same as S.C Rly, but higher as compared to N.Rly.
3.0

further stated that the firm has completed its supplies against the Pos
(L/F-806).Further stated that the firm has completed supplies against
the stock PO at F.727 for 125.365 Kms vide F.806 well within the
Delivery date. Since Sr.DSTE/Co-ord/SC vide F.807 has advised to
supply the material of 216.6 Kms only after March 2014 against Po due
to paucity of funds, the firm has not supplied the material.But as per
Sr.DSTE/SC Lr. Dated 10.04.2014 (L/F.876)the firm has supplied the 216
Kms on 03.12.13against the said PO. Out of 1253.325 Km,the firm has
supplied 341.365 Km as on date.
4.0
5.0
Thirteen Stock NS indent copies are available in the case file (L/F-815
to 828) for covering the above option qty. But all the indents pertain to
the period 2013-14 and funds certified for 2013-14.
6.0
7.0
1
2
3
4
5
6
7
8
9
The proposal has the Administrative approval of CMM (L/F-N-38)

for exercising option clause.
follows:
Original Value of eleven POs.
Rs.
20,26,85,588.35
1253.325Kms
314.208
Kms
Nil
138.2Kms
Rs.2,23,49,469.
06
Total Value of the POs after exercising (+) Rs.22,50,35,057
30% option clause
.41
AGM
20.06.2014
powers of original accepting authority ie., AGM. As such, the proposal requires the
concurrence of FA&CAO/S&W.
Submitted for orders please.
SSO(A)/SF
(On leave)
Sr.AFA/SF
Sr.AFA/M&P
Detailed section noting may please be seen.
Railway board letter no.99/RS(G)/779/S dated 20.05.2010 indicate that

(clause 3.1 to 3.4)option clause is to be operated where there is a clear
demand for additional quantities and benefits accrued to railways in terms of
existing contractual rates being reasonable/lower than the newly opened
tender rates.
The following recommendations are made:
(a). It is seen from the proposal that the performance of the firm M/s Paramount
Communications Ltd/New Delhi (Pt.I RDSO supplier)(Folio-2/C) indicate that
the performance is only 25% i.e (125+216=341 Kms) 216 Kms upto
03.12.2013, out
of the 1253.325 Kms. The delivery period is available upto 20.06.2014 in
almost all
the Pos. Hence the performance of the firm is reasonable.
(b). It is certified by COS videL/F. N-37 & 38 of Link file that there is a demand for
additional quantity of 138.2 Kms. These additional quantities are pertaining
to
the period 2013-14 and requirement of the same is to be ensured by the
consignee in the year 2014-15 duly allotting the funds. Further it is seen that
the
present requirement can be met from the 30% option quantity clause of the
existing POs i.e Qty tendered is 1194.46 Kms and accepted quantity is
1253.325 Kms . Hence the option clause can be exercised upto a percentage
of
25.07%. i.e 314.208 Kms. Hence the additional indent quantity of 138.2 Km
is
agreeable.
(c) AIR rate per Km is Rs.1,61,718.30/- is available for all the existing POs for
having
delivery period upto 20.06.2014. The North western railways AIR rate is
1,61,796.30/- per Km(LOA dt:27.09.2013), the Western Railway AIR is Rs.
1,62,601.73/- per Km(LOA Dt:24.02.2014), indicate that there is slight
advantage of
rate when compared to other railways.
(d). At present funds are made available based on the on account budget grant of
Rs.
160Cr. The consignee department and the stores department has to ensure the
availability of funds against the proposed procurement of additional quantity of
138.2 Kms under 30% option clause.
With the proposed additional quanitity of 138.2 Kms the total value of the POs
after exercising the (+) 25.07% option clause would be Rs.22,50,35,057.41/-.
The proposal requires the sanction of AGM with finance concurrence of
FA&CAO/S&W.
Submitted please.
Dy.CAO/S&W
FA&CAO/S&W
NOTE/85
item on M/s.Hindustan Petroleum Corporation Ltd/Chennai (L/F-106) for a
quantity of 1,35,360 LTRS at a total value of Rs..1,14,82,588.80 with the

(i)

(ii)
(iii)
(iv)
(Folio-107).

SSO(A)/(SF)
Sr.AFA/(SF)
NOTE/1
Sub : Procurement of Pre Printed,pre-perforated UTS tickets- Exercising of (+)
30%
Option Clause.P.O.No:93135 Dt:18.12.13.
Ref :Dy.CMM/S&Ts Note No:23 of Case file No. 83.13.1522.
-oOo-
A proposal seeking finance concurrence for operating (+) 30% option clause
on the above subject item, received from Dy.CMM/S&T, which is placed at Folio- 1/C
For procurement of the above subject item One Purchase Order has been
placed on M/s. Devharsh Infotech Pvt Ltd, Mumbai at an all inclusive rate of
Rs.38.11 per roll and at a total value of Rs. 42,87,375 with the acceptance of CMM
(L/F-N/16).
firm as the demand is available for the subject item.
1.0 The proposal is being initiated based on the higher rates received in the
subsequent tender. It is stated that a new tender was opened on 10.01.2014 &
tender is Rs.42.20ps per roll (AIR). As the rates of instant PO is lower than the
subsequent tender and financially beneficial to Railways,CMM has
recommended to invoke (+)30% option clause (L/F-N-23) on the instant PO for a
total quantity of 33750 Rolls.
2.0
satisfactory. However, it is observed from Receipt Note(L/F 175) that the firm has
supplied 50,000 Rolls and for the balance DP is much ahead.
3.0
Necessary ERM is available in the case file to cover the porposed option
clause (L/F-181).
4.0
1
2

4
5
6


30% option clause
Rs.42,87,375.
112500
Rolls
33750
Rolls
Nil
33750Rolls
Rs.12,86,212.
5
Rs.5573587.5
CMM
5. With the exercise of above option clause, the revised value will be with in the
6. In view of the financial advantage involved in the proposed option clause, if
approved, we may agree for the proposed option clause proposal.
SSO(A)/(SF)
Sr.AFA/(SF)
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
16.04.2014
Dt.
Dy.CMM/G
Sub : Procurement of Pre printed, Pre perforated UTS tickets -Exercising of
(+) 30% Option Clause.on M/s.Devharsh Infotech Pvt Ltd,
Mumbai,P.O.No:93135 Dt:18.12.13.
Ref : Your Note No:22 to 23 of Case file No. PP.83.13.1522.
10.01.2014 & 14.03.2014) for the above subject item are on higher side. The rate
accepted from lowest offer is Rs.42.20 per Roll, whereas the instant Purchase Order
rate is Rs.38.11 per Roll. In view of the financial advantage and as recommended
by Stores branch, finance concurrence is hereby signified for exercising (+) 30%
Option Clause on M/s.Devharsh Infotech Pvt Ltd/Mumbai for a quantity of
33,750 Rolls with original terms and conditions with in Delivery Period.
(i)
(ii) Ensuring that no lower rates have been received in terms of para 3.3 of
(iii)
(iv)
(v)

( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
NOTE/1
Sub :- Procurement of Yoke for CBC--Exercising of (-)30% option clause.
P.O.No:90871 & 90872, Dt:17.04.2013.
Ref :- Dy.CMM/C&Ws Note No. 56 to59 of Case file No:PW.38.12.1250.
on the above subject item, received from Dy.CMM/C&W, is placed at Folio-1/C
which may kindly be perused.
Four Purchase Order has been placed for procurement of the above subject
item on (i).M/s.Burn Standard Co Ltd/Kolkata(option clause not applicable)
(L/F.F-275),(ii).M/s.Rausheena Udyog Ltd/Kolkata(option clause not
applicable) (L/F-F-274), (iii).M/s.Siena Engineering (P) Ltd/Indore(L/F.F273),(iv).
M/s.Rine
Engineering
Pvt
Ltd/Baddi(L/F.F-270Hindustan
Petroleum Corporation Ltd/Chennai (L/F-106) for a quantity of 1,35,360 LTRS
at a total value of Rs..1,14,82,588.80 with the acceptance of CMM/G (L/F-N/11).
(i)

(ii)
(iii)
(iv)
(Folio-107).

SSO(A)/(SF)
Sr.AFA/(SF)
NOTE/1
Sub : Exercising of (-)30% option clause on P.O.No.91239 Dt:29.05.2013
(Procurement of Buffer Plunger)
Ref : Dy.CMM/C&Ws Note No:15,16 of Case file No. PC.30.12.2378.
on the above subject item, received from Dy.CMM/C&W, which is placed at Flag A
placed on M/s. Global Alloys Pvt Ltd(AIR- Rs.4620.47 for LGD & Rs.4665.47
for TPTY per No) with the acceptance of CMM for a total value of
Rs.1,85,22,059.36 (L/F-N/11).
Now, Stores branch is proposing to exercise (-)30% quantity option clause
on the above firm as the rates received in subsequent tender are on lower side.
1.0 Stores department stated that a new tender was floated for procurement of
the subject item and the tender was opened on 26.02.2014. It is observed that
the L1 tenderer has quoted Rs.4025.30 per No for CRS/TPTY &
Rs.40000.30 per No for M&E/LGD, which is lower than the subject PO rate.
As such, Stores department vide their letter placed at L/F-246 advised the firm
M/s. Global Alloys Pvt Ltd/Kanpur to accept the lower rate or (-)30% option
clause will be operated.
2.0 Delivery period
31.03.2014.
for
the
subject
Purchase
order
expired
on
3.0 M/s. Global Alloys Pvt Ltd Vide their Letter dated 19.03.14(L/F-250)
&03.04.2014 (L/F-256)did not accepted the lower rate,as they have supplied
3556 Nos to LGD & TPTY and balance 432 Nos have already inspected by RITES
and I.C. issued on 15.03.2014. But stores branch stated that as per history
sheet L/F-251 to 255 quantity supplied and accepted by the consignees are
1993 Nos only and Outstanding quantity is 1995 Nos, as such now it is
proposed to exercise (-)30% option clause on the firm. Hence, the originally
ordered quantity will be reduced for a quantity of 1,196 Nos.
4.0
accepted by CMM, the above proposal requires the post-facto concurrence of
5.0 The proposal to exercise (-)30% option clause has the approval of CMM
(Folio-107).
SSO(A)/(SF)
Sr.AFA/(SF)(On leave)
Sr.AFA/M&P
In continuation to the above section notings at pre page, Dy.CMM/C&W has

resubmitted the proposal (N/21 to 23 of L/F) asking for withdrawl of (-)30% option
clause and Imposing Lower rate @ Rs.4000.30 each for unsupplied quantity of 432
Nos as the firm is agreeing for lower rate for the balance unsupplied quantity as on
date of issue of letter for imposing (-)30% option clause i.e 10.03.14.
As per the facts given by the executive and as per history sheet , finance has
concurred (-)30% option quantity vide Lr.No.ASF/Q01 dated 20.05.2014.
Now executive department stated that, as per latest supply position
furnished by LGD & TPTY, it is observed that TPTY quantity of 2125 nos has been
offered for inspection before tender opening 26.02.14 and LGD quanity, last
inspection call has been given on 07.03.14 for 432 Nos were outstanding to supply
as on date of issue of letter for imposing (-)30% option clause. Hence executive is
requesting to withdraw (-)30% concurrence letter for 1196 Nos and vet the MPO at
lower rate @4000.30 per No for 432 Nos which was supplied after 10.03.2014(i.e
(-)30% letter).
Further it is certified by Dy.CMM/C&W that most care will be taken for seeking
finance concurrence for operation of +/-30% option clause duly furnishing the
required facts after getting confirmation from the feeding depots. Staff have been
advised to be more carefull before processing option clause proposals.
Firm vide their letter dated 28.08.2014(L/F.F-307) has agreed to supply at Rs.
4000.30 for the balance quantity of 432 Nos which was supplied after the issue of
letter for imposing (-)30% option clause.
As the firm has already supplied the entire ordered quantity within due date
i.e 31.03.2014 and the consignee received the entire quantity,we doesnt have
option for cancelling the quantity. But we have an option to impose lower rate for
the balance quantity which was supplied later i.e after the issue of letter for
imposing (-)30% option clause i.e. only for 432 Nos. so that
financially
advantageous to Railways is not lost, and as the firm is also agreeing for lower rate
for 432 Nos @ Rs.4000.30 per no, if approved we may withdraw (-)30% option
clause letter No.ASF/QO1 dated 20.05.2014 and vet the MPO for 432 Nos at Lower
rates.
Submitted for order please.
SSO(A)/SF
Sr.AFA/SF
FINANCIAL
No.ASF/Q 01
12.05.2014
OFFICE OF THE
SECUNDERABAD
Dt.
Dy.CMM/G
Sub:- Supply of PVC insulated armored, unscreened underground signaling
cable size 12 core *1.5 sqmm under +30% option clause on M/s. Paramount
communications ltd/New delhi.
Ref:- Your Note No. 36 to 40 of case file No. PS.56.13.1019.
***
The proposal submitted in connection with exercising of (+) 30% Option Clause on
observations.
1. Firm has supplied 341.365 Kms out of 1253.35 i.e only 25% of the ordered
quantity, this shows that the requirement is not urgent. The same may be
clarified to exercise option clause. Further it may confirmed whether the
requirement is low for the above period or the supply is less.
2. The urgency of material i.e 138.2 Kms to operate under 30% option clause
from various consignee may be furnished.
3. It is mentioned that the performance of the firm is satisfactory even though
firm has supplied only 25%, the reasons for the same may be placed on file.
Further Original DP for some of the consignee expired on 20.02.2014 but
material not received, the reasons for the same may be placed on file.
4. Since all the NS indents pertains to the previous years i.e 2013-14. It may be
confirmed whether the quantity is required during the current year, if so
necessary funds certification for the current year may be obtained and
placed on file.
Encl: Concerned case file.
( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
In continuation to the above section notings at N-44 & 45, Dy.CMM/Genl has
resubmitted the proposal( F-23 &24), in response to this office observations made
vide (L/F- N-44 & 45) which may kindly be perused.
It was stated by Dy.CMM/G that regarding supply against pending PO the
intial DP was upto 30.04.14 which has been extended upto 30.06.14 , as the
material were offered for inspection by firm in time, but Rites has raised issue on
specification with RDSO which is under clarification from BIS. Hence it was stated
that as far as firm is concerned, they have offered material for inspection in time
and there are regular suppliers and has supplied the stock orders. As such the
performance of the firm is certified as satisfactory.
Further stated that current tender has been also finalized on same firm at
higher price, it will be in Railways financial interest to avail the option clause.
Further in the current tender, tender committee has recommended and accepted
to avail 2113 Nos through option clause(L/F-447) for PL NO.75403419.
SSO(A)/SF
Sr.AFA/SF
1. Since the DP for the PO.Nos 91806 &57027 has expired and quantity still to
supply is 1545 sets. As such it is stated that to consider option clause the
performance of the firms is to be satisfactory. Hence to invoke option clause
firms performance has to be improved upon.
2. Finalized T C recommendation copy for tender opened on 26.03.14 may be
placed on file to assess rate reasonability.
3. Copy of ANE may be placed on file.
NOTE/85
Sub :- Procurement of Finger Contact segment Assembly for Reverser/CTF
Ref :- Dy.CMM/Elecs Note No. 17 to 19 of Case file No:PO.25.13.4512.
on the above subject item, received from Dy.CMM/Elec, is placed at Folio-1/C which
item on M/s.ACME Engg Works/Kharagpur(L/F) for a quantity of 381 Nos at
a total value of Rs.37,14,464.25 with the acceptance of CMM/E (L/F-N/ ).
91786 Dt: 16.07.13 for a quantity of 114 Nos.
(i)
It is proposed to invoke
subject P.O, as the rate
23.04.2014, from lowest
), whereas the instant PO
(-) 30% quantity option clause on the above

received in the tender opened recently ie on
technically suitable offer is Rs.
Per No(L/Frate is Rs.9749.25 per No (L/F- ).
(ii)
lower rate of Rs
per No, but the firm refused to accept the offer. The
firm still has to supply
Nos only. As such, it is proposed to cancel
114Nos duly exercising (-)30% option clause on the firm.
(iii)
Sr.AFA/SF exercising (-)30% option clause.
(iv)
(Folio-107).

SSO(A)/(SF)
Sr.AFA/(SF)
NOTE/1
Sub :- Procurement of Equalising stay for lower spring beam, Exercising of
(-)30% option clause. P.O.No:30.12.3650.1.90485 Dt:10.03.14.
Ref :- Dy.CMM/C&Ws Note No.22 of Case file No:PC.30.12.3650.
on the above subject item, received from Dy.CMM/C&W, is placed at Folio-1/C
Two Purchase Order have been placed for procurement of the above subject
item
on
M/s.HRS
Engineers,Howrah(L/F-301)
for
a
quantity
of
494Nos(Development
order)
@743/&
on
M/s.M.S.Chain
Industries/HWH( L/F.300) for a quantity of 3730( Regular order) @747.95 at a
total value of Rs.31,65,650.50 with the acceptance of CMM/M (L/F-N/8).
Now, it is proposed to exercise (-) 30% option clause on the subject P.O
No.90485 Dt: 10.03.14 for a quantity of 148 Nos.
(i)

27.12.13, from lowest technically suitable offer(Development order) is
Rs.733 per Nos (L/F-305), whereas the instant PO rate is Rs.743 per No
(L/F-N-7).
(ii)
lower rate of Rs.733 per No, but the reply from the firm till date for
acceptance of lower rate not received. As such, it is proposed to cancel
148 Nos duly exercising (-)30% option clause on the firm.
(iii)
As the original tender was finalized with JAG Level tender committee and
accepted by CMM, the above proposal requires the concurrence of Sr.AFA
for exercising (-)30% option clause.
(iv)
(Folio-1).

SSO(A)/(SF)
Sr.AFA/(SF)
FINANCIAL
No.ASF/Q 01
2013
OFFICE OF THE
SECUNDERABAD
Dt. 19-05-
Dy.CMM/C&W
Sub :- Procurement of Euqlising stay for lower spring beam Exercising of
(-)30% option clause. P.O.No:90485 Dt:10.03.2014.
M/s. HRS Engineers, Howrah
Ref :- Your Note No. 22 of Case file No:PC.30.12.3650.

signified for exercising (-) 30% Option Clause on M/s. HRS Engineers/Howrah
against PO No:90485 dt:10.03.2014 for a quantity of148 Nos.
1.0
2.0


( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W
NOTE/1
Sub : Coverage of POH kit of injection moulded high performance
P.O.No:91806 Dt:17.07.2013 and 57027 Dt:17.07.2013 on
M/s.Jai Polypan Pvt Ltd/Jaipur.
-oOo-
A proposal seeking finance concurrence for operating (+) 30% option

placed at folio-1/C may kindly be perused.
been placed on M/s. Jai Polypan Pvt Ltd/Jaipur(AIR- Rs.1,682per set) with the
acceptance of CMM/M for a total value of Rs.66,69,130 (L/F-N/13) with
on higher side.
1.0
It is stated that a new tender was opened on 26.03.2014 in which the
L1 tenderer has quoted Rs.2006.56 per set. The instant POs rate is Rs.1682/per set, which is less in rate by Rs.324.56per set. The new tender has been
droped by the tender committee duly recommending to exercise (+)30%
option clause on the instant Purchase Order (L/F-136). As such, Stores
department is proposing to exercise (+)30% option clause on the instant
Purchase Order. As there is a rate difference of Rs. 324.56 per set, it is
financially advantageous to Railways in exercising (+)30% quantity option
clause for a quantity of 1189 sets on the above firm.(Total Diff is Rs.3,85,902)
2.0
It is stated that the performance of the firm is satisfactory. However, it is

observed from the History sheet placed at L/F-127, that the firm has supplied
2420 out of 3965 sets i.e (61%supplied).
3.0
The Delivery Period of the subject PO is expired on30.04.2014. However the

executive advised the firm for operation of (+)30% vide L/F.126 and the
same has been accepted by the firm vide L/F.132.
4.0
One Stock ANE is available in the case file (L/F-135) for covering the above
option qty.
5.0
The proposal has the Administrative approval of CMM/M for exercising

option clause on the above firm.
(PTO)
NOTE/2
6.0

follows:
option clause
Rs. 66,69,130
3965 sets
1189 sets
Nil
1189 sets
Rs.19,99,898
Rs.86,69,028
CMM
30.04.2014

option clause, if approved we may concur the proposal postfacto
to exercise (+)30% quantity option clause for a total quantity of
1189sets on M/s.Jai Polypan Pvt Ltd/Jaipur.
With the exercise of above option clause, the revised value
will be with in the powers of original accepting authority ie., CMM.
As such, the proposal requires the concurrence of Sr.AFA/SF.
Submitted please.
SSO(A)/SF
Sr.AFA/SF
NOTE/1
Sub : Procurement of Oil Machinery/General purpose
machinery oil ..
Exercising of (+) 30% Option Clause on M/s.IOC/SC
(P.O No:91906 Dt: 23.07.2013)
Ref : Dy.CMM/Gs Note No:23 to 25of Case file No.
PO.80.13.1005.
option clause on the above subject item, received from Dy.CMM/G, which
is placed at Folio-1/C may kindly be perused.
been placed on M/s. Indian Oil Corporation Ltd/Secunderabad (AIRRs.75.65 per Ltr.) with the acceptance of COS for a total value of
Rs.2,52,59,535 (L/F-N/20).
observations:
1.0
It is stated that a new tender was opened on 02.05.2014 in
which the L1 tenderer has quoted Rs.91.32 per Lr. The instant PO
rate is Rs.75.65 per Ltr, which is less in rate by Rs.15.67per Ltr. As
such, Stores department is proposing to exercise (+)30% option
clause on the instant Purchase Order. as it is financially
advantageous to Railways in exercising (+)30% quantity option
clause for a quantity of 1,00,170Ltrs which was approved by CMM.
(Total Diff in rate is Rs.15,69,663.9)
2.0
A copy ANE (L/F-298,299) is available in the case file to
cover the proposed option quantity on MFT & LGD depots.
3.0
It is certified by the stores department that the performance
of the firm is satisfactory. However, it is observed from the
History sheet that the firm has supplied 1,39,020 Ltrs against first
lot to all depots (L/F/301-304) and against the second lot, firm has
submitted proforma invoices to depots, they have submitted pay
orders to accounts, cheques are yet to be cleared, after the receipt
of the payments the second lot will be supplied by firm being the
advance payment and delay is on accout of Railways only.As such it
is certified that the performance of the firms is certified as
satisfactory.

Rs.

option clause
2,52,59,585
.09
3,33,900 Ltrs
1,00,170 Ltrs
Nil
1,00,170 Ltrs
Rs.75,77,860.50
Rs.3,28,37,445.
59
CMM
31.05.2014
with in the powers of original accepting authority ie., COS. As such, the

SSO(A)/(SF)
Sr.AFA/(SF)
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 20-05-2013
Dy.CMM/C&W
Sub :- Procurement of Buffer Plunger Exercising of (-)30% option
clause on
M/s. Global Alloys Pvt ltd, P.O.No:91239 Dt:29.05.2013.
Ref :- Your Note No. 15,16 of Case file No:PC.30.12.2378.

-oOoThe proposal received in connection with exercising of (-) 30%
examined.
As the firm has not accepted for the lower rate received in
subsequently opened tender on 26.02.2014 for the subject item,
Postfacto finance concurrence is hereby signified for exercising (-) 30%
Option Clause on M/s. Global Alloys Pvt Ltd/Kanpur against PO
No:91239 Dt:29.05.2013 for a quantity of 1196Nos.
1.0
2.0


( A.K.GANESHAN
)
Sr.AFA/SF
FA&CAO/S&W
FINANCIAL ADVISER
AND
For
OFFICE OF THE
CHIEF ACCOUNTS OFFICER (S&W),

SECUNDERABAD
No.ASF/Q 01
Dt. 20.05.2014
Dy.CMM/C&W
Sub : Procurement of POH kit of injection moulded high
performance
Exercising of (+) 30% Option Clause.on M/s.Jai Polypan Pvt
Ltd/Jaipur,P.O.No:91806 Dt:17.07.2013 and 57027
Dt:17.07.13.
Ref : Your Note No:21 to 22 of Case file No. PC.30.12.3653.
-oOoThe proposal received in connection with exercising (+) 30% Option
opened on 26.03.2014) for the above subject item is on higher side. The
rate quoted by the lowest offer is Rs.2006.56 per set, whereas the
instant Purchase Order rate is Rs.1682/- per set. In view of the financial
advantage and as the subsequent tender has been droped by the tender
committee duly recommending to exercising the (+)30% option clause,
Postfacto finance concurrence is hereby signified for exercising (+) 30%
Option Clause on M/s.Jai Polypan Pvt Ltd/Jaipur for a quantity of 1189
sets with original terms and conditions with in Delivery Period.
(i)
(ii) Ensuring that no lower rates have been received in terms of para
3.3 of
(iii.) Fixing reasonable delivery schedule for the enhanced quantity.
(iv.)

year.
(v.)

( A.K.GANE
SHAN )
Sr.AFA/SF
FA&CAO/S&W.
For
OFFICE OF THE
SECUNDERABAD
Dt. 23.05.2014
No.ASF/Q 01
Dy.CMM/C&W
Sub: Procurement of Adapter by exercising (+)30% option clause.

Ref: Your Note No.31 of case file No.PW.38.13.2181.
-oOoThe proposal submitted in connection with exercising of (+) 30% Option
Clause on the above subject item Purchase Orders has been examined and the
1.0
In terms of para 3.3 of Railway Board letter No: No:99/RS(G)/779/5

Dt:12.03.2010, option clause can be operated only where there is a clear
demand for additional quantities and benefits accrue to Railways in terms
of existing contractual rates being reasonable/lower than newly
opened tender rates. It is observed from the proposal that no such
exercise has been made to prove that the existing rates are reasonable.
As such, it is advised that latest rates obtained in neighboring Railways, if
not available in this Railway, may be compared to justify the rate
reasonability.
2.0F-249, Non stock indent under RSP is for the year 2013-14, whereas the
proposl is processed during the current financial year. Hence necessary
funds certification in the current financial year may be obtained and
placed on file.
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
FINANCIAL
No.ASF/Q 01
23.05.2014
OFFICE OF THE
SECUNDERABAD
Dt.
Dy.CMM/G
Sub:- Procurement of Decorative Thermosetting synthetic resin
bonded
laminated sheet- Exercising of (+)30% option cause on M/s.
R.B Poly Boards Ltd/SC against PO.NO.29314 & 57029.
Ref:- Dy.CMM/G Note no. 44 & 45 of case file No.PO.75.13.1230.
***
The proposal submitted in connection with exercising of (+) 30%
examined and the following are the observations.
1. Supply position after 01.04.2014 to till date maybe placed on file.

Further, when two extensions were given and LD is levied,can we
say that the performance of the firm is satisfactory.
2. As against PO.No.91821 dt 18.07.13 & 29315 Dt:19.07.13, po
placed on M/s. Wonder Laminates & Deco-Mica Ltd DP expired on
31.01.14. The reasons for not exercising the option clause on the
above firm may also be placed on file.
This issues with the approval of FA&CAO/S&W
(A.K.GANESHAN)
Sr.AFA/SF
For
FA&CAO/S&W
FINANCIAL ADVISER AND

STORES
OFFICE OF THE
FINANCE SECTION,

SECUNDERABAD
No.ASF/Q 01
04.06.2014
Dt.
Dy.CMM/G
Sub:- Procurement of Bed sheets Handloom bleached- Exercising of
(+)30% option cause on M/s.All India Handloom Fabrics/BB,
PO.No.91643 Dt:04.07.13 & on M/s. Gujarat Handloom
Society/ADI PO.No.91644 Dt:04.07.13.
Ref:- Dy.CMM/E Note no. 32,33 of case file No.PP.79.12.1448.
***
Option Clause on the above subject item Purchase Orders have been
1. In terms of Para 3.3 of Railway Board Lr.No.99/RS(G)/779/5

Dt:12.03.10, for exercising (+)30% option clause, the performance of
the firm should be satisfactory. It is seen from the case file that M/s.
All India Handloom Fabrics/BB has to supply 35000Nos in Apr14 &
35000 Nos in June , but so far the firm has not commenced the
supplies. As such performance of the firm is to be improved upon to
consider option clause.
2. Latest updated SPS may be placed on file.
3. A copy of ANE may be placed on file for exercising option clause.
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 04.06.2014
SMM/C&W
Sub : Procurement of Pin Dia 50*120 Electroplated for bogie etc
Dt:21.03.13 on M/s.
Soni engineering Works/HWH.
Ref : Your Note No:21,22 of Case file No.PC.30.12.1516.
examined.
opened on 113.11.2013) for the above subject item are on higher side.
The rate accepted from lowest offer is Rs.60.56, whereas the instant
Purchase Order rate is Rs.57.34. In view of the financial advantage and as
recommended by JAG tender committee, finance concurrence is hereby
signified for exercising (+) 30% Option Clause on M/s.Soni Engineering
Works/HWH for a quantity of 12,022 Nos with original terms and

(i)

Dy.CMM.
3.3 of
(iii) Fixing reasonable delivery schedule for the enhanced quantity.
(iv). Ensuring availability of funds during the current financial year.
(v). Getting the MPOs vetted by Stores Finance section.
( A.K.GANE
SHAN )
Sr.AFA/SF
FA&CAO/S&W.
FINANCIAL
No.ASF/Q 01
05.06.2014
For
OFFICE OF THE
SECUNDERABAD
Dt.
Dy.CMM/G
Sub:- Procurement of Finger contact segment- Exercising of
(+)30% option cause on M/s.ACME Engg Works/Kharagpur,
PO.No.91787 Dt:16.07.13.
Ref:- Dy.CMM/Elec Note no. 19,20 of case file No.PA.25.13.4824.

***

the firm should be satisfactory. It is certified that the performance of
the firm is satisfactory, but as per the case file the firm has not
commenced the suuplies and DP is upto 10.06.2014 only. As such
performance of the firm is to be improved upon to consider option
clause.
2. Finalized T.C.minutes for the tender opend on 23.04.14 may be
3. Detailed calculation sheet for updating base price (subsequent
tender) may be placed on file along with documentary evidence for
base prices of silver.
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
In continuation to the above section noting at 46, Dy.CMM/Genl has

resubmitted the proposal , in response to this office observaytions
made vide (L/F.465) which may kindly be perused.
It was stated by Dy.CMM/G that regarding DP extension, the
reasons for giving first extension was the financial constraints faced
by the Railways and with the consent of Mechancal dept (L/F.N-37)
DP was refixed upto 30.04.14. Second extension was given upto
30.06.14 with LD as per firms request, as RITES
FINANCIAL
No.ASF/Q 01
19.06.2014
OFFICE OF THE
SECUNDERABAD
Dt.
Dy.CMM/G
Sub:- Procurement of Impregnated compressed laminates- Exercising
of (+)30% option cause on M/s.Composite Boards Pvt
ltd/Chennai.
Ref:- Dy.CMM/G Note no. 21-22 of case file No.PO.93.12.1029.
***
1. It is observed from the case file that the firm has supplied 1667
Nos(i.e 34% supplies of the total ordered quantity) for which the
information
made available on the file.The complete details of
supplies made against Po.NO.29350 dt.05.08.13, Po.No.57037
Dt:05.08.13 to be furnished to guage the performance.
2. As regards to supply of 2ndlot, delivery period is fast approaching as
such it may be confirmed and details furnished as to whether the
firm has offered the material for inspection/dispatched/material
received in the depot and accounted for.
The file is returned herewith.
Encl: case file
(A.K.GANESHAN)
Sr.AFA/SF
For
FA&CAO/S&W
FINANCIAL
No.ASF/Q 01
19.06.2014
OFFICE OF THE
SECUNDERABAD
Dt.
Dy.CMM/G
Sub:- Procurement of Striker casting wear plate- Exercising of (+)30%
option cause on M/s.Melbrow Engg works pvt ltd/Kolkata.
Ref:- Dy.CMM/G Note no. 21 of case file No.PW.30.06.2014.
***
Nos(i.e 50% supplies of the total ordered quantity) for which the
information made available on the file.As regards to supply of 2 ndlot,
delivery period is fast approaching i.e 30.06.2014 as such it may be
confirmed and details furnished as to whether the firm has offered
the material for inspection/dispatched/material received in the depot
and accounted for to guage the performance for invoking option
clause.

Encl: case file
(A.K.GANESHAN)
Sr.AFA/SF
For
FA&CAO/S&W
NOTE/1
Sub : Procurement of Decorative Thermosetting synthetic
resin bonded
laminated sheet - Exercising of (+) 30% quantity
Option Clause.
Ref : Dy.CMM/Gs Note No:40 to 44 of Case file
No.PO.75.13.1230.
-oOoA proposal seeking finance concurrence for operating (+)
30% option clause on the above subject item, received from
Dy.CMM/G, which is placed at Folio-1 may kindly be perused.
For procurement of the above subject item Six Purchase Orders
have been placed on 3 firms viz., (i) M/s. Deco Mica Ltd/Ahmedabad(AIRRs.1095 each) (ii) M/s.R B Poly Boards Ltd/SC(AIR- Rs.1098 each) and
(iii) M/s.Wonder Laminates Pvt ltd,Bishnupur(AIR- Rs.1098each) with
the acceptance of COS for a total value of Rs.2,87,87,490 (L/F-N/28).
observations:
letter placed at Flag-B, which may kindly be perused. As the
extensions was given twice with LD charges. In such case, how the
performance of the firm was certified satisfactory? Further the reasons
for not exercising the option clause on M/s. Wonder Laminates may be
placed on file.
In response to finance observations, Stores department
resubmitted the proposal stating against Po.NO.29314 & 57029 on
M/s.R.B.Poly Boards Ltd/SC DP extension was given two times. The
reason for giving first extension was the financial constrainsts faced
by the Railway and with the consent of Mechanical department. DP
was fixed upto 30.04.14. Second extension was given upto 30.06.14
with LD as per firms request , as Rites could not take up inspection
though firm has offered the material in time for inspection. As such it
is stated by stores branch that in both the cases , there is no fault of
the firm. Hence it is stated that the performance of R.B.Poly Boards
Ltd/Sc has been certified as satisfactory, in the subsequent tender the
firm was recommened for placement of bulk order.
Regarding operation of O/clause against M/s. Wonder Laminates, it
is stated that DP of subject orders expired on 31.01.2014 and option
clause could not be utilized as price trend was not available till current
year tender opened on 07.03.2014.
observations:
1. The proposal is being initiated based on the higher rates received
in the subsequent tender. It is stated that a new tender was

opened on 07.03.14 for the subject item. The All inclusive rate
accepted in the new tender is Rs.1224.63 per No. As the rates of
instant PO is lower than the subsequent tender and financially
beneficial to Railways and AGM has recommended to invoke
(+)30% option clause (L/F-N-447) on the instant PO for a total
quantity of 2052 Nos. by exercising Option clause will be
economical to railways.The DP of M/s. R B PolyBoards is expiring on
30.06.2014 for Pl.No.75403651.
2.
A copy ANE (L/F-F.416) is available in the case file to cover the proposed
option quantity.
3.
It is certified by the stores department that the performance of the firm

is satisfactory. However, it is seen from the case file that firm has
submitted the material for inspection to Rites in time , But Rites has raised
issue of specification with RDSO which is under clarification from BIS and
material not received in the consignees.
4.

(+)30%option clause quantity,where DP available
upto 30.06.14
(+)30% option clause quantity, where DP available
upto 30.08.14
Value of the proposed option Qty i.e 2052 Nos
Rs. 2,87,87,490
2052Nos
2113 Nos
Nil
Rs.45,73,170
Rs.3,33,60,660
clause
COS
30-06-2014
proposal requires the concurrence of FA&.CAO/S&W.
In view of the above,DP for Deco Mica Ltd/Ahmedabad & Wonder
Laminates Pvt ltd,Bishnupur are much ahead i.e 30.08.2014 and the
performance of the firms are not established. Since DP of R B Poly Boards
Ltd is expiring on 30.06.2014 if approved we may process (+)30% option
clause on R B Poly Boards Ltd/Sc and for other two firms we may concur
the proposal after satisfactory performance of supplies.
SSO(A)/SF
Sr.AFA/SF
Dy.CAO/SF
FA&CAO/S&W
FINANCIAL
No.ASF/Q 01
26.06.2014
OFFICE OF THE
SECUNDERABAD
Dt.
Dy.CMM/G
Sub:- Procurement of Electrodes class A2- Exercising of (+)30%
option cause on M/s.Classic Electrordes India
ltd/Kolkata.agaisnt Po.No.91087 Dt:17.07.13.
Ref:- Dy.CMM/G Note no. 28 of case file No.PB.76.12.1017.
***
Mtrs(i.e 60% supplies of the total ordered quantity) for which the
information made available on the file.As regards to supply of 2 ndlot,
delivery period is fast approaching i.e 30.06.2014 as such it may be
confirmed and details furnished as to whether the firm has offered
and accounted for to guage the performance for invoking option
clause.
2. Finalized T.C.minutes after negotiation for the tender opend on
23.04.14 may be placed on file to assess rate reasonability.
Encl: case file
(A.K.GANESHAN)
Sr.AFA/SF
For
FA&CAO/S&W
FINANCIAL
No.ASF/Q 01
05.06.2014
OFFICE OF THE
SECUNDERABAD
Dt.
Dy.CMM/G
Sub:- Procurement of Finger contact segment- Exercising of
(+)30% option cause on M/s.ACME Engg Works/Kharagpur,
PO.No.91787 Dt:16.07.13.
Ref:- Dy.CMM/Elec Note no. 19,20 of case file No.PA.25.13.4824.
***

the firm should be satisfactory.Since the firm has not commenced the
supplies, as such the performance of the firm is to be improved upon
to consider option clause.
2. Funds certification during the current financial year may be
furnished.
3. As the quantity required under NS indent is only 800 Nos, it may be
adjusted from the stock available. Since the DP is far ahead, it
would be prudent to watch the market and appropriate action taken

accordingly.
Encl: case file
(A.K.GANESHAN)
Sr.AFA/SF
For
FA&CAO/S&W
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
26.06.2014
Dy.CMM/G
Sub:- Procurement of Decorative Thermosetting synthetic resin
bonded
laminated sheet- Exercising of (+)30% option cause on M/s.
R.B Poly Boards Ltd/SC against PO.NO.29314 & 57029.
Dt.
Ref:- Dy.CMM/G Note no. 40-45 of case file No.PO.75.13.1230.

***
1. When the material has not been cleared for inspection, how the
performance can be certified as satisfactory and how correct is it
to exercise option clause may be clarified.
Encl: case file
(A.K.GANESHAN)
Sr.AFA/SF
For
FA&CAO/S&W
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
2014
Dt.
27-06-
Dy.CMM/C&W
Sub : Procurement of POH Kit - Exercising of (+)30% Option Clause
on M/s. Knorr Bremse INDIA Pvt Ltd/Faridabad against PO
No.92214 Dt. 27-08-2013 and M/s. Escorts Ltd/Faridabad
PO No.92215 Dt. 27-08-2013.
Ref : Dy.CMM/C&W Note/15 of case file No. PW.38.13.2019.
***
The proposal submitted in connection with exercising of (+)30% Option
Clause on the above subject item Purchase Orders has been examined and
the following are the observations.
1. In terms of Para 3.3 of Rly Bd Lr.No.99/RS(G)/779/5 Dt.12-03-10,
for exercising (+)30% Option clause, the performance of the firm
should be satisfactory. But against PO.No.92214 dt. 27-08-13 the
firm has supplied 40% only out of the total ordered quanity. Since
delivery period is fast approaching i.e., 30-06-2014 as such, it may
be confirmed and details furnished as to whether the firm has offered
and accounted for to guage the performance for invoking Option
clause.
2. As per F/190c, M/s. Escorts Ltd. has been informed regarding
invoking of (+)30% Option clause. The reasons for not informing the
other firm i.e M/s. Knorr Bremse India Pvt Ltd. may be furnished.

Encl : case file
( A.K.
GANESHAN )
Sr.AFA / (SF)
For FA&CAO/S&W/SC
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
09.07.2014
Dy.CMM/C&W
Pvt
Sub:- Procurement of FRP Loure Shutter for 2 feet wide windowExercising of (+)30% option cause on M/s.Excel Composites
Ltd/Kolkata,PO.No.91293 Dt:03.06.2013.
Ref:- Dy.CMM/C&W Note no. nil of case file No.PW.30.12.1263.
***
Dt.


the firm should be satisfactory.Since the firm has supplied 262 Nos
Out of total ordered quantity of 2692 Nos,as such the performance of
the firm is to be improved upon to consider option clause.
2. Even though tender opened on 27.03.2014, the benefit has not been
availed for operation of (+) 30% option clause before the expiry of
original Delivery period,the same may be clarified.
3. A letter was addressed to firm for availing the benefit of (+) 30%
option clause,acceptance letter received from the firm the same may
be placed on file.
4. Finalized T.C minutes for the tender opened on 27.03.2014 to be
Encl: case file
(A.K.GANESHAN)
Sr.AFA/SF
For
FA&CAO/S&W
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 11.07.2014
Dy.CMM/Elec
Sub : Procurement of Railway Carriage Fan Brushless 100 volts.
Dt:03.07.13 on
M/s. Western electric & Trading Co/Delhi
Ref : Your Note No:35 to 36 of Case file No.PE.45.13.1110.
examined.
rate accepted from lowest offer is Rs.3590 per number, whereas the
instant Purchase Order rate is Rs.3333.75 per number. In view of the
financial advantage and as recommended by SAG tender committee,
Clause on M/s.Western Electric & Trading Co/Delhi for a quantity of
1. Obtaining the Sanction of original accepting authority, ie., COS.
2. Ensuring that no lower rates have been received in terms of para
3.3 of
3. Fixing reasonable delivery schedule for the enhanced quantity.

( A.K.GANE
SHAN )
Sr.AFA/SF
FA&CAO/S&W.
For
NOTE/1
Sub :- Procurement of CMS Xings 60 Kg 1 in 12 to RDSO Drg No.T4220.
Ref
14/TPC/01

:- Dy.CE/TP Lr.No.W.503/13/CMS Xings 60 Kg1 in 12/13-
& 05 dated 19.06.14.

-oOoA proposal seeking finance concurrence for operating (-) 30%
option clause on the above subject item, received from Dy.CE/TP, is
placed at Folio-1/C which may kindly be perused.
Two Purchase Order have been placed for procurement of the
above subject item on M/s.Voestalpine VAE VKN india PVt
Ltd/Delhi(AIR-1,73,078.21) for a quantity of 158 sets and
M/s.Vossloh Beekay Castings Ltd/bhilai for a quantity of 213 sets at
a total value of Rs.2,73,46,357.18 with the acceptance of PCE(L/F-N/31).
Now, it is proposed to exercise (-) 30% option clause on P.O No.05
dated 20.01.2014 on M/s. Voestalpine vae vkn India Pvt Ltd/Delhi for a
quantity of 48 sets.
Earlier, the proposal was returned with some observations vide letter
placed at Flag-B, which may kindly be perused. As the executive has not
exercising the (-) 30% option clause on M/s.Vossloh Beekay Castings
Ltd/bhilai and was not intimated accordingly in time before
commencement of supplies
In response to finance observations, Dy.CE/TP resubmitted the
proposal duly stating that as the stock of the material has become NIL
and there was heavy demand from the field to track renewal works on 60
kg rails. The firm have also been apprised of the urgent requirement of
material and firm has taken expeditious action and supplied bulk
quantity with the first quarter itself and completed the order much ahead
of the schedule.Hence (-) 30% option clause could not be operated on
M/s. Vossloh Beekay Castings Ltd/bhilai.
observations:
(i)
It is proposed to invoke (-) 30% quantity option clause on the

above subject P.O, as the rate received in the tender opened
recently ie on 05.03.2014, from lowest suitable offer is
Rs.1,61,870.30 per set(L/F-383 at N-27), whereas the instant PO
rate is Rs.1,73,078.21 per set. Firm and RDSO has been

informed for invoking of (-)30% quantity vide F-367,368.
(ii)
As the original tender was finalized with SAG tender committee

and accepted by PCE, the above proposal requires the
concurrence of FA&CAO/S&W for exercising (-)30% option
clause.
(iii)
The proposal to exercise (-)30% option clause has the approval

of PCE (Folio-N/43).

exercise
(-)30% option clause on M/s.Voestalpine Vae Vkn India PVt
Ltd/Delhi
SSO(A)/(SF)
Sr.AFA/(SF)
FINANCIAL
No.ASF/Q 01
17.07.2014
OFFICE OF THE
SECUNDERABAD
Dt.
Dy.CMM/S&T
Sub:- Procurement of Bed Sheets Handloom bleached-Exercising of
(+)30% option cause on M/s.All India Hanloom fabrics/BB
PO.No.91643 Dt:04.07.2013.
Ref:- Your Note no.37 of case file No.PP.79.12.1448.
***

Option Clause on the above subject item have been examined and the

the firm should be satisfactory.Since the firm has supplied 35,000
Nos Out of total ordered quantity of 1,16,000Nos(ie. 30%only),as such
the performance of the firm is to be improved upon to consider option
clause.
2. Latest rates obtained in neighboring Railways, if not available in this
Railway, may be compared to justify the rate reasonability.

Encl: case file
(A.K.GANESHAN)
Sr.AFA/SF
For
FA&CAO/S&W
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
22.07.2014
Dt.
Dy.CMM/C&W
Sub:- Procurement of Brake Beam support to Casnub-Exercising of
(+)30% option cause on M/s.Melbrow Engg Works Pvt Ltd/Kolk
PO.No.91029 Dt:19.05.2014.
Ref:- Your Note no.19 of case file No.PW.38.13.2053.
***

the firm should be satisfactory. Since no supplies are made yet by the
firm and DD is far ahead, case may be dealt accordingly duly
fulfilling the above norms before resubmission.
Encl: one case file
(A.K.GANESHAN)
Sr.AFA/SF
For
FA&CAO/S&W
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 30.07.2014
Dy.CMM/S&T
Sub : Procurement of Bed sheets Handloom bleached.Exercising of
(+) 30% Option Clause.P.O.No:91643 Dt:04.07.13 on
M/s. All India Handloom Fabrics mktg co op soc ltd/Mumbai
Ref : Your Note No:32 to 38 of Case file No.PP.79.12.1448.
examined.
rate accepted from lowest offer is Rs.167/- per number, whereas the
instant Purchase Order rate is Rs.149/- per number. In view of the
Clause on M/s.All India Handloom FabricsMktg Co-Op Soc
Ltd/Mumbai for a quantity of 34800Nos with original terms and
1. Proposal is agreed to as there is a financial advantage. However, it is
not clear as to how invoking option clause will improve stock postion.
The stores department instead of invoking option clause should
prevail on supplier to supply material.

3.3 of
( A.K.GANE
SHAN )
Sr.AFA/SF
FA&CAO/S&W.
For
In continuation to the above section notings at N-1 & 2,

Dy.CMM/Genl has resubmitted the proposal( L/F-N-56), in response to this
office observations made vide (L/F- N-55) which may kindly be perused.
Observations as against M/s. R.B.Poly Boards ltd/Sc:
It is stated by Dy.CMM/Genl that M/s. R.B.Poly Boards Ltd/SC has
offered material for inspection by RITES and inspection process is going
on and material is expected to be cleared shortly. However, as per the
firms letter at F/477 of link file so far RITES is not undertaking the
inspection as the clarification form BIs has not received by RITES and
hence requested to change the inspection clause from RITES to
consignee. As such the performance cannot be judged.
Observations as against M/s. Wonder Laminates Pvt Ltd/WB as
against PO No.91819 Dt:18.07.13
in the subsequent tender. It is stated that a new tender was

accepted in the new tender is Rs.1224.63 per No. As the rates of
instant PO is lower than the subsequent tender and financially
beneficial to Railways and AGM has recommended to invoke
(+)30% option clause (L/F-N-447) on the instant PO for a total
quantity of 898 Nos. by exercising Option clause will be economical
to railways.The DP of M/s. Wonder Laminates is expiring on
31.08.2014 for Pl.No.75403419. financial implication is 1224.631098=126.63 per number.

2.
A copy ANE (L/F-F.416) is available in the case file to cover the proposed
option quantity.
3.
It is certified by the stores department that the performance of the firm

is satisfactory. It is seen from the case file that firm has submitted the
entire ordered quantity with the original DP.
2
3
4
5
6
7

30% option clause
Rs.2,87,87,49
0.
2992 Nos
898 Nos
Nil
898 Nos
Rs.9,86,004
Rs.2,97,73,49
4
COS
proposal requires the concurrence of FA&.CAO/S&W.
In view of the above,DP for Deco Mica Ltd/Ahmedabad & Wonder
Laminates Pvt ltd,Bishnupur are much ahead i.e 30.08.2014 and the
performance of the firms are not established. Since DP of R B Poly Boards
Ltd is expiring on 30.06.2014 if approved we may process (+)30% option
clause on R B Poly Boards Ltd/Sc and for other two firms we may concur
the proposal after satisfactory performance of supplies.
SSO(A)/SF
Sr.AFA/SF
Dy.CAO/SF
FA&CAO/S&W
Review of Quantity has already been done in the subsequent

tender, as per TCP at (L/F-F-82) duly taking 37980 Kg being proposed for
coverage under +30% option clause and the same has been accepted by
competent authority at (L/F-F-79). Further stated that Delivery period will
be given as 30.06.2014 with payment after 01.04.2014.
OFFICE
OF THE

SECUNDERABAD
No.ASF/Q 01
Dt. 11.08.2014
Dy.CMM/S&T
Sub : Procurement of Decorative Thermosetting synthetic resin
bonded
laminated sheet..- Exercising of (+) 30% Option
clause.P.O.Nos:91819
Dt:18.07.13(Pl.No.75403419 star dust grey)on M/s. Wonder
Laminates
Pvt Ltd/WB.
Ref : Your Note No:56 of Case file No.Po.75.13.1230.
examined.
rate accepted from lowest offer is Rs.1224.63 per number, whereas the
instant Purchase Order rate is Rs.1098 per number. In view of the
Clause on M/s.Wonder Laminates Pvt Ltd/WB for a quantity of
898Nos with original terms and conditions with in Delivery Period.
1 Obtaining the Sanction of original accepting authority, ie., COS.
3.3 of
3..
4.
5..
As regards to M/s. R.B.Poly Boards Ltd/SC, since performance is not

established and any delay in inspection cannot be taken as satisfactory
performance as such, option clause against M/s.R.B.Poly Boards is not
agreed to. Hence, it is advised to resubmit the case after satisfactory
performance.
Contd2
-2As
regards
to
Po.No.91817
Dt:18.07.13
on
M/s.
Deco
Mca
Ltd/Ahmedabad, since DP is expiring on 30.08.14, you are advised to

process 30% option clause well in advance with complete details viz.
performance etc. so as to avail the benefit of option clause as
recommended TC in the subsequent tender.
( A.K.GANE
SHAN )
Sr.AFA/SF
For FA&CAO/S&W.
NOTE/83
Sub : Procurement of Shank wear plate. Exercising of (+)
30% Option Clause on M/s.Melbrow Engg works Pvt
Ltd/Kolkata(P.O No:93132 Dt: 18.12.13)
Ref : Dy.CMM/C&Ws Note No:15 of Case file No.
PW.38.13.1237.
been placed on M/s. Melbrow Engg Works Pvt Ltd/Kolkata (AIRRs.86.40/- per No.) with the acceptance of Dy.CMM for a total value of
Rs.15,38,179.20(L/F-N/10).
observations:
1 It is stated that a new tender was opened on 01.08.2014 in which the
lowest quoted rate is Rs.125.80 per Number(AIR) (L/F-161), whereas
the subject POs rate is Rs.86.40 per number. The new tender is not
yet finalized. However, as the Delivery Period of the firm M/s.Melbrow
Engg Works Pvt Ltd/Kolkata is about to expire on 25.08.14, Stores
above firm. As there is a rate difference of Rs.39.40 per number, it is
financially advantageous to Railways in exercising quantity option
clause on the above firm.
2.1
Necessary indent is available in the case file to cover the
3.1
of the firm is satisfactory. It is observed from the History sheet
that the firm has supplied 13348 Nos out of the total ordered
quantity of 17803 Nos and DD is ahead i.e 25.08.2014 for the
balance quantity.(supplied 75% quantity).
3.2
4.
Delivery period is upto 25.08.2014.

follows:
2
3
4
5
6
7

30% option clause
8
9
Rs.
15,38,179.20
17,803Nos
5,341 Nos
Nil
5,341 Nos
Rs.4,61,462.4
Rs.19,99,641.
6
Dy.CMM
25.08.2014
with in the powers of original accepting authority ie., Dy.CMM. As such,
the proposal requires the concurrence of Sr.AFA/SF.
In view of the financial advantage, if approved we may concur the

above proposal, subject to decreasing the 5341 Nos in the subsequent
tender.
SSO(A)/(SF)
Sr.AFA/(SF)
N/42
Operation of option clause should be in tune with Boards
Lr.No.99/RS(G)/779/5 dated 12.03.2010. However, it is observed that vide
N/39, M/s. Sunder Synthetics has been recommended for partial operation
of option clause, based on which a proposal has been sent for finance
concurrence, which is not acceptable as it is in deviation to Boards
directives.
The balance net procurable quantity in this tender ought to have
been offered to Part I source i.e. M/s.Sunder synthetic at the first instance
with the option to increase the net procurable quantity itself. In view of the
fact that the counter offer to part II souce was not accepted by the firm.
The course of action available is as under:
1. To prevail over M/s. Sunder synthetic to except the balance net
procurable quantity at his orginal accepted rate for which PO has
been issued duly convening a supplementary T.C.
2. Invoking of option clause as per the guidelines of Rly Board letter
dated 12.03.10 after compliance of various parameters thereof.
File is returned herewith.
Sr.AFA/SF
N/42
Operation of option clause should be in tune with Boards
Lr.No.99/RS(G)/779/5 dated 12.03.2010. However, it is observed that vide
N/39, it has been recommended for partial operation of option clause on
M/s. Sunder Synthetics,based on which a proposal has been sent for
finance concurrence, which is not acceptable as it is in deviation to Boards
directives as stated above.
The balance net procurable quantity in this tender ought to have
been offered to M/s.Sunder synthetic at the first instance itself with a
condition to increase upto the net procurable quantity during the validity
of the offer i.e 07.06.14. M/s. Deco meca has conveyed unwillingness to
accept counter offer much in advance to the validity of the tender.
In view of the above, necessary suitable action needs to be taken to
prevail over M/s. Sunder Synthetics for extending the validity of offer
further and balance net procurement quantity finalized by convening the
TC.
File is returned herewith.
Sr.AFA/SF
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 22.08.2014
Dy.CMM/C&W
Sub : Procurement of Shank wear plate. Exercising of (+) 30%
Option
Clause on M/s.Melbrow Engg works Pvt Ltd/Kolkata(P.O
No:93132 Dt:
18.12.13)
Ref : Dy.CMM/C&Ws Note No:15 of Case file No. PW.38.13.1237.
examined.
rate accepted from lowest offer is Rs.125.80 per number, whereas the
financial advantage , finance concurrence is hereby signified for
exercising (+) 30% Option Clause on M/s.Melbrow Engg Works Pvt
ltd/Kolkata for a quantity of 5341 Nos with original terms and
1. Obtaining the Sanction of original accepting authority, ie., Dy.CMM.
3.3 of
5. Conditions stipulated in the instant PO.
( A.K.GANE
SHAN )
Sr.AFA/SF
FA&CAO/S&W.
For
NOTE/1
Sub : Procurement of Carbon brush block for Hitachiunder (+) 30%
Option
Clause.
Ref : Dy.CMM/Elecs Note No:28,29,32,33 of Case file No. PE.25.13.4582.
option clause on the above subject item, received from Dy.CMM/Elec,
For procurement of the above subject item three Purchase Order
have been placed on (i) M/s. Mercen India Pvt Ltd/Bangalore Part-I
(AIR- Rs.255.45 per No.)-Development order (ii) M/s.Assam Carbon
Products Limited /Patancheru Part-I (AIR Rs.282.72) & (iii)
M/s.Mercen India Pvt Ltd/Bangalore Part-II (AIR- Rs.255.45 per
No.)-Regular order with the acceptance of CMM for a total value of
Rs.1,30,92,125.43 (L/F-N/22).
clause on the above two Part I source firms M/s. Mercen India Pvt
Ltd/SBC,M/s. Assam Carbon Products Ltd/Patancheru and on M/s. Mercen
India Pvt Ltd/SBC Pt.II will be exercised after satisfactory performance.
observations:
1.1
Stores department has stated that a new tender was opened
on 07.03.2014. It is observed that the rates received in new tender
are on higher side (AIR- 285.10 per No for development order), (AIR
Rs.301.12 per unit for regular order). As such, JAG tender
committee of the subsequent tender recommended to exercise
(+)30% option clause on LPOs ie., on the above three POs.(Rate
Diff is 285.10-255.45=29.65 per unit for development order
purchase orders and 301.12-282.72=18.4 per unit for
regular order purchase orders)
2.1
of the firms is
satisfactory. The firm M/s. Assam Carbon
Products Limited/Patancheru Part-I
has supplied entire total
ordered quantity (100% supplied)& M/s. Mercen India Pvt
Ltd/Bangalore Part-I have supplied12000 Nos out of 21353 total

ordered quantity ie. 56% of the originally ordered quantity.
3.1 The financial implications of the proposed option clause are
as follows:
1
2
3
4
5
6
7

option clause
8
9
6.0
Rs.1,30,92,125.
43 .
47,452 Nos
14,236 Nos
Nil
10,677 Nos
Rs.28,43,909.82
Rs.15936035.25
CMM
28.08.2014
Necessary ANE is available in the case file to cover the above

option quantity for 14,236Nos.
The proposal has the Administrative approval of CMM (Folio-N/29)
for exercising option clause on the above three firms.
7.0

concur the proposal on two firms i.e. M/s. Mercen India Pvt Ltd/SBC Pt.I
for a quantity of 6406Nos & M/s. Assam Carbon Products Ltd/Patancheru
for a quantity of 4271 Nos.
SSO(A)/SF
Sr.AFA/SF
N/28
Option
clause
has
to
be
exercised
within
the
original/extended delivery period and should be valid on date. As
the DP in this case has expired on 31.05.14 a proposal may be
mooted duly not extending but refixing the currecy of the contract
for the +30% option clause quantity in view of the financial
advatange to Rlys.
Further, though the LOA in this regard has been addressed to
firm on 02.05.14, an acceptance/confirmation letter from firm is not
available on file.
Sr.AFA/SF
FINANCIAL
No.ASF/Q 01
25.08.2014
OFFICE OF THE
SECUNDERABAD
Dt.
Dy.CMM/S&T
Sub:- Procurement of Relay Plug in type -Exercising of (+)30% option
clause on M/s.Urban Engg Association Pvt Ltd/Kolkata
PO.No.49098 Dt:18.07.14.
Ref:- Your Note no.14 to 16 of case file No.PS.56.14.5004.

***

the firm should be satisfactory. Since no supplies are made yet by the
firm and DD is far ahead, case may be dealt accordingly duly
fulfilling the above norms before resubmission.
2. A copy of indent duly vetted by associate finance may be placed on
file for exercising option clause.
3. The rate reasonability comparision is done with southern Railway,
tender opened on 16.04.14 i.e before the acceptance of present tender
i.e 22.05.14, which is not correct. As such, it is advised that latest
rates(after the date of finalization of present tender) obtained in
neighboring Railways, if not available in this Railway, may be compared
to justify the rate reasonability.
Encl: one case file

(A.K.GANESHAN)
Sr.AFA/SF
For
FA&CAO/S&W
NOTE/1
Sub : Procurement of Hanger Block for Bolster suspension under
(+) 30%
Option Clause against M/s. Sarita Forgings Pvt Ltd/Ludhiana &

M/s.Emson
Tools Manufacturing corp ltd/Ludhiana.
Ref : Dy.CMM/C&Ws Note No:35,36,45 of Case file No. PC.30.12.1192.
For procurement of the above subject item two Purchase Order
have been placed on (i) M/s. Emson Tools Mfg Corpn /Ludhina,Part-I
(AIR- Rs.160.20 per No.) (ii) M/s.Sarita Forgings Pvt Ltd/Ludhiana
Part-I (AIR Rs.160.2 per No) with the acceptance of CMM/M for a total
value of Rs.74,98,000.80 (L/F-N/18).
Now, it is proposed to exercise (+)30% quantity option clause on
the above firms as the demand is available for the subject item.
observations:
1.1
Stores department has stated that a new tender was opened
on 28.02.2014 for the subject item. The All inclusive rate accepted
in the new tender is Rs.176(AIR)per No. As the rates of instant PO is
Rs.160.20,lower than the subsequent tender. In view of the
financial advantage when compared with the new tender rates, the
proposal is being initiated to exercise option clause on the above
firms for a quantity of 14,042 Nos against M/s. Emson Tools Mfg
Corpn(8425 Nos) & M/s.Sarita Forgings Pvt Ltd(5617 Nos).
2.

firm is
satisfactory. M/s. Emson Tools Mfg Corpn has supplied
26950 nos out of 28082 Nos total ordered quantity( supplied 96%).
M/s. Sarita Forgings Pvt Ltd has supplied 12359Nos out of 18722
Nos total ordered quantity(supplied66%).
3.
Delivery period is available upto 08.09.14 for M/s. Emson Tools

Manufacturing corpn ltd/Ludhina, 07.10.14 for M/s. Sarita forgings
Pvt ltd/ludhaina.

follows:
1
Rs.74,98,000.
80.
2
4
5
6


30% option clause
46,804
Nos
14,042
Nos
Nil
14,042 Nos
Rs.22,49,528.
4
Rs.97,47,529.
2
CMM
NOTE/2
6.0
7.0
8.0
In view of the financial advantage involved, if approved we
may concur the proposal
SSO(A)/(SF)
Sr.AFA/(SF)
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 26.08.2014
Dy.CMM/C&W
Sub : Procurement of Hanger Block for Bolster suspension.
Exercising of (+)
30% Option Clause on M/s.Emson Tools Manufacturing corpn
Ltd/Ludhiana against Po.No.91348 Dt:10.06.13,M/s. Sarita
Forgings
Pvt Ltd/Ludhiana against PO.No.91344 Dt:10.06.13.
Ref : Dy.CMM/C&Ws Note No:35,36,45 of Case file No.
PC.30.12.1192.
examined.
rate received from lowest technically suitable offer is Rs.170/- per
number, whereas the instant Purchase Orders rate is Rs.160.20 per
number. In view of the financial advantage to Railways, finance
(i) M/s. Emson Tools Manufacturing corpn Ltd/Ludhiana for a
quantity of 8,425 Nos, (ii) M/s.Sarita Forgings Pvt Ltd/Ludhaian for
a quantity of 5,617 Nos with original terms and conditions with in
Delivery Period.Total PO Value including the additional (+)30% quantity
works out to Rs. 97,47,529.2.
1. Obtaining the Sanction of original accepting authority, ie., CMM.
3.3 of

( A.K.GANE
SHAN )
Sr.AFA/SF
FA&CAO/S&W.
For
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 27.08.2014
Dy.CMM/Elec
Sub : Procurement of Carbon brush block for Hitachi. Exercising
of (+)
30% Option Clause on M/s.Mercen India Pvt Ltd/Bangalore
Pt.I, M/s.
Assam Carbon Products Ltd/Patancheru Pt.I
Ref : Dy.CMM/Elecs Note No:28,29,32,33 of Case file No.
PW.38.13.1237.
examined.
rate received from lowest technically suitable offer is Rs.170 per number,
whereas the instant Purchase Orders rate is Rs.160.20 per number. In
view of the financial advantage to Railways, finance concurrence is
hereby signified for exercising (+) 30% Option Clause on (i) M/s.
Frontier alloy steels Ltd, Kanpur for a quantity of 733 Nos, (ii)
M/s.Rausheena Udyog Ltd, Kolkata for a quantity of 90 Nos and on

(iii) M/s.Rine Engineering Ltd, Baddi for a quantity of 73 Nos with
Total PO Value including the additional (+)30% quantity works out
to Rs. 1,59,36,035.25/-.
3.3 of
10.
Getting the MPOs vetted by Stores Finance section by
27.08.14 positively.
( A.K.GANE
SHAN )
Sr.AFA/SF
FA&CAO/S&W.
For
Sub : Procurement of Outer Spring for Casnub.under (+)

30% Option
Clause on M/s. Rahul Precision Works Pvt
Ltd/Pithampur
(P.O.No:91813 Dt:18.07.13)
Ref
: Dy.CMM/C&Ws Note No:26 of Case file No.
PW.38.13.2123.
Dy.CMM/C&W, which is placed at Folio- 1/C may kindly be perused.
For procurement of the above subject item three Purchase
Order have been placed on two firms i.e.M/s.Rahul Precision Works
Pvt Ltd/Pithampur(AIR-Rs.777.52 per Number) and M/s. Frontier

Springs Ltd/Kanpur(AIR- Rs. 777.52) with the acceptance of CMM/M
for a total value of Rs.66,56,348.72(L/F-N/14).
on M/s. Rahul Precision Works Pvt Ltd/Pithampur only against
Po.NO.91813 dt:18.07.13 as the demand is available for the subject
item, as against other firm M/s. Frontier Springs Ltd/Kanpur delivery
period expired on 25.11.2013 well before the opening of
subsequent tender as such option clause not exercised.
observations:
1. It is stated that a new tender was opened on 14.08.2014 in which
the lowest firm has quoted rate of Rs.1060.50 per Number(AIR)
(L/F-232), whereas the subject POs rate is Rs.777.52 per number.
The new tender is not yet finalized. However, as the Delivery Period
of the firm M/s.Rahul Precision Works Pvt Ltd/Pithampur is about to
expire on 25.09.14, Stores department is proposing to exercise
(+)30% option clause on the above firm. As there is a rate
difference of Rs.282.98 per number, it is financially advantageous
to Railways in exercising quantity option clause on the above firm.
2. Performance of the firm is certified as satisfactory. Howerver, it is
observed from stock position slip(L/F.335) that the frim has supplied
2526 Nos out of 5137Nos i.e suuplied 49% and for the supply of
balance quantity DP is available upto 25
3. .09.2014.
4. Necessary ANE is available in the case file to cover the proposed
option clause.
5. CMM approval was obtained to operate +30% option clause.
6. The financial implications of the proposed option clause are as

follows:
1
2
3
4
5
6
7
8
9
Rs.
66,56,348.72
5137 Nos
1541Nos
Nil
clause
1541 Nos
clause
Rs.11,98,158.3
2
Total Value of the POs after Rs.78,54,507.0
exercising (+) 30% option clause 4
exercised POs)
CMM
25.09.2014

In view of the financial advantage involved in the present
option clause, if approved we may concur the proposal.
SSO(A)/(SF)
Sr.AFA/(SF)
NOTE/1
Sub : Procurement of Knuckle Pivot Pin with washerExercising of

(+) 30% Option Clause against M/s. Melbrow Engg
Works Pvt
Ltd,P.O.No:92819 Dt:05.11.13.
Ref :Dy.CMM/C&Ws Note:17 to 20 of Case file
No.PW.38.3.1267.
oOoA proposal seeking finance concurrence for operating (+)
Order has been placed on M/s.Melbrow Engg Works Pvt
Ltd/Kolkata at an all inclusive rate of Rs.209.6 per number and at
a total value of Rs. 38,35,260.80 with the acceptance of CMM (L/FN/11).
observations:
the lowest firm has quoted rate of Rs.234.55(AIR) per number for
MFT and Rs.233.85 for RYPS (L/F-347), whereas the subject POs
rate is Rs.209.6 per number, lower than the subsequent tender. In
view of the financial advantage TC recommends to operate 30%
option clause on the above firm. As there is a rate difference of
Rs.24.95 per number, it is financially advantageous to Railways in
exercising quantity option clause on the above firm.
2. It is certified by the stores department that the performance of the
firm is
satisfactory. The firm has supplied the entire ordered
quantity within the delivery period. DP is extended/refixed upto
28.11.2014.
3.0
as follows:
1
Rs.38,35,260.
80
18298 Nos
3
4
5
6


30% option clause
5,489 Nos
Nil
5,489 Nos
Rs.11,50,494.
4
Rs.49,85,755.
2
CMM
NOTE/2
4.1
5.1
In view of the financial advantage and as per the recommendation
in the subsequent TC, if approved we may concur the proposal to
exercise (+)30% option clause on the above firm for a quantity of
5489 Nos.
SSO(A)/(SF)
Sr.AFA/(SF)
OFFICE OF THE
STORES FINANCE SECTION,RAIL NILAYAM, IInd
FLOOR,SECUNDERABAD
No.ASF/Q 01
Dt. 08.09.2014
Dy.CMM/S&T
Sub : Procurement of underground Railway jelly filled 6
quadd cables
for signaliing and telecom installation etc.Exercising
of (+) 30%.
Option Clause on M/s.Sri Ram cables Pvt Ltd/Bhaiwadi
Alwar
(Pt.I) (P.O No:90665 Dt: 02.04.14,54010
dt:21.03.14,29063
dt:24.03.14)
Ref : Your Note No:88 to 90 of Case file No.PS.56.12.5248.
examined.

opened in E.Cos.Rly & NF Rly on 21.08.14 &18.08.14 respectively) for the
above subject item are on higher side against Part I firm only. The rate
received from Lowest tenderer is Rs.2,71,002.25 per Km(AIR), whereas
the instant Purchase Order rate is Rs.2,37,073.35 per Km. In view of the
financial advantage, finance concurrence is hereby signified for
exercising (+) 30% Option Clause on M/s. Sri Ram Cables Pvt
Ltd/Bhaiwadi Alwar Pt.I firm for a quantity of 121 Km only against
PO.NO.90665,54010,29063 dt:02.04,21.03,24.03.14 with original
terms and conditions with in Delivery Period.The Total value of the
purchase order after exercising +30% O/C is Rs.21,34,94,475.13
(i)
Obtaining the Sanction of original accepting authority, ie., GM.
(ii)

3.3 of
(iii)
(iv)
(v)

Further,against Part II firm(M/s. Gee Cab Inds Ltd/Rajasthan,

as the rates of subsequent tender is lower than the instant PO you are
advised to review the case and (-)30% option clause may be
processed immediately.
( A.K.GANE
SHAN )
Sr.AFA/SF
For FA&CAO/S&W.
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 09.09.2014
Dy.CMM/C&W
Sub : Procurement of Outer Spring for casnub. Exercising of (+)
30%
Option Clause on M/s.Rahul Precision Works Pvt
Ltd/Pithampur
(P.O No:91813 Dt:18.07.13)
Ref : Dy.CMM/C&Ws Note No:26 of Case file No. PW.38.13.2123.
examined.
rate quoted by the lowest offer is Rs.1060.50 per number, whereas the
exercising (+) 30% Option Clause on M/s.Rahul Precision Works Pvt
Ltd/Pithampur for a quantity of 1541 Nos against PO.NO.91813
dt:18.07.13with original terms and conditions with in Delivery Period.
3.3 of
( A.K.GANE
SHAN )
Sr.AFA/SF
FA&CAO/S&W.
FINANCIAL
For
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 15.09.2014
Dy.CMM/DSL
Dt:02.05.13 on M/s.
G.S.Products/Dehradun.
Ref : Your Note No:36 to 42 of Case file No. DSL/10/12/2855.
examined.
rate accepted from lowest offer is Rs.2227.05 each, whereas the instant
Purchase Order rate is Rs.2121 per number. In view of the financial
advantage and as recommended by SAG tender committee, finance
M/s.G.S.Products, Dehradun for a quantity of 10,140 Nos with
original terms and conditions with in Delivery Period. The total value of
the PO after exercising +30% option clause is Rs. 9,31,96,740(though the
values of the tender finalized is less, the instant case was accepted by
GM being the original accepting authority, the sanction is to be obtained
from GM for invoking option clause).
(i)
Obtaining the Sanction of original accepting authority, ie., GM
(ii)
3.3 of
(iii)
(iv)
(v)

( A.K.GANES
HAN )
Sr.AFA/SF
For FA&CAO/S&W.
Sub : Procurement of Modified ElastomericPads..under (+)
30% Option
Clause on M/s.Howrah forgings
Ltd/Kolkata(P.O.No:91007
Dt:01.05.13)
Ref
: Dy.CMM/C&Ws Note No:72-73 of Case file No.
PW.38.12.1145.
For procurement of the above subject item Four Purchase
Order have been placed on four firms i.e.M/s.M/s. Aryan Exporters P
ltd/Lucknow(Part.I)(AIR-Rs.973.32per
Number),
M/s.Tayal
and
Co/Mohali
(Part
I)(AIRRs.973.32),
M/s.Howrah
Forgings
Ltd/Kolkata(Part
II)(AIR-868.04)
and
M/s.
MGM
Rubber
Company/Kolkata(Part II)(AIR-868.04) with the acceptance of COs
for a total value of Rs.8,91,15,619.96(L/F-N/36).
on M/s. Howrah Forgings Ltd/Kolkata, PO.NO.91007 dt:01.05.13
only as the demand is available for the subject item and as per the
recommendations of subsequent TC, as against other firms M/s.
Aryan Exporters P Ltd/Lucknow rate is high compared to Part II, M/s.
Tayal and co/Mohali defaulter firm supplies not made, M/s. MGM
Rubber company/Kolkata delivery period expired on 31.08.13

before the opening of subsequent tender as such option clause not
exercised.
observations:
1. The proposal is being initiated based on the recommendations of
the subsequent tender committee. It is stated that a new tender
rate accepted in the new tender is Rs.920.23 each (AIR). As the
rates of instant PO is (AIR-868.04) lower than the subsequent
tender and financially beneficial to Railways, SAG tender committee
has recommended to invoke (+)30% option clause (L/F-F/492) on
the instant PO for a total quantity of 4,235 Nos, which was
accepted by COS.
2.
Performance of the firm is certified as satisfactory. The firm has

supplied the entire ordered quantity.
option clause.
4. Earlier, this office has returned the proposal for sending the
proposal duly refixing the DP. In response Dy.CMM/C&W has refixed
the DP for the subject PO upto 31.10.14 and the same is approved
by COS (L/F/N-73).

follows:
1
2
3
4
5

Rs.8,91,15,619.96
14,115 Nos
4,235Nos
Nil
clause
4,235 Nos
clause
6
7
8
9

Rs.36,76,149.40
Total Value of the POs after Rs.9,27,91,769.36
exercised POs)
COS
31.10.2014

will be with in the powers of original accepting authority ie., COS.
As such, the proposal requires the concurrence of FA&CAO/S&W.
In view of the financial advantage involved and as per the
recommendations of SAG TC, if approved we may concur the
proposal.
SSO(A)/(SF)
Sr.AFA/(SF)
FINANCIAL ADVISER
AND
OFFICE OF THE
STORES FINANCE SECTION,RAIL NILAYAM, IInd FLOOR,

SECUNDERABAD
No.ASF/Q 01
Dt. 01.10.2014
Dy.CMM/S&T
Sub : Procurement of under ground signaling 30 core * 1.5sqmm
cable.
- Exercising of (+) 30% Option Clause.on M/s.Krishna
Udyog/Sirmour.
Ref : Your Note No:87 to 90 of Case file No.PS.56.12.1174.
examined.
rate quoted by the lowest offer is Rs.4,42,908.45 per Km, whereas the
instant Purchase Order rate is Rs.3,74,722.20 per Km. In view of the
Clause on M/s.Krishna Udyog/Sirmour against PO.No.48162,62515
54060,29360,54059,49201,23069,26050,36037,92063 dt:07.08.13, for a
quantity of 54 Kms with original terms and conditions with in Delivery
Period. The total value of the PO after exercising +30% option clause is
Rs. 26,92,64,505.98.
(i)
(ii)
Obtaining the Sanction of original accepting authority, ie., GM

3.3 of
(iii)
(iv)
(v)

Further, as regards to DP extension, prior finance concurrence

ought to have been taken in terms of I.No.5 Note i(b) of SOP for
extension of DP in this case being AGM acceptance case. However, as the
extension is granted with full LD and DC the case is treated as fait
accomply and post facto finance concurrence is hereby signified for
extension of DP with full LD and DC.
Sanction of GM may be obtained as above.
This issues with the approval of FA&CAO.
( A.K.GANES
HAN )
Sr.AFA/SF
For FA&CAO/S&W.
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 26.09.2014
Dy.CMM/C&W
Sub : Procurement of Modified Elastomeric Pads- Exercising of
(+) 30%
Option Clause.P.O.No:91007 Dt:01.05.13 on M/s. Howrah
Forgings
Ltd/Kolkata.
Ref : Your Note No:72 to74 of Case file No. PW.38.12.1145.
examined.
rate accepted from lowest offer is Rs.920.23 each, whereas the instant
Purchase Order rate is Rs.868.04 per number. In view of the financial
advantage and as recommended by SAG tender committee, finance
M/s.Howrah Forgings Ltd/Kolkata for a quantity of 4,235 Nos with

original terms and conditions with in Delivery Period. The total value of
the PO after exercising +30% option clause is Rs. 9,27,91,769.36.
(i)
Obtaining the Sanction of original accepting authority, ie., COS
3.3 of
(iii)
(iv) .
(v).


( A.K.GANES
HAN )
Sr.AFA/SF
For FA&CAO/S&W.
OFFICE
OF THE
RAIL NILAYAM, IInd FLOOR,SECUNDERABAD
No.ASF/Q 01
10.10.2014
Dt.
Dy.CE/TP
Sub :against
Procurement of Buffer Plunger, imposing of lower rate
PO.NO.91239 dt:29.05.13 on M/s. Global Alloy Pvt

Ltd/Kanpur.
Ref :- Your note No.17 to 23 of case file No.PC.30.12.2378.
Oo-
The proposal received in connection with operating lower rates on

the above subject purchase orders has been examined.
As the firm has supplied the entire ordered quantity within the date
of issue of letter for imposing lower rate i.e 10.03.2014, except 432 Nos
which was supplied after 17.03.2014. Hence, Finance concurrence is
hereby signified for 432 Nos of Buffer Plunger against PO.NO.91239 dated
29.05.13 in favour of M/s.Global Alloy Pvt Ltd/Kanpur duly imposing lower
rates as per tender opened on 26.02.2014 i.e @ Rs.40000.30 per No(AIR)
for the quantity of 432 Nos.
This office finance concurrence letter No. ASF/QO1 dated 20.05.2014 is
withdrawn.
This issue with the approval of Dy.CAO/S&W.
( A.K.GANESHAN )
Sr.AFA/SF
For
FA&CAO/S&W
NOTE/1
Sub : Procurement of Diesel Locos starter battery 8V 450
AH(LM)
under (+) 30% Option Clause (P.O No:92373 Dt:
13.09.13 & 92374
Dt:13.09.13)
Ref : Dy.CMM/Elecs Note No:22 to 24 of Case file No.
PE.45.13.1104.
Dy.CMM/Elec, which is placed at Folio- 1/C may kindly be perused.
For procurement of the above subject item two Purchase
Orders have been placed on M/s.Mysore Thermo Electric P
Ltd/SBC & on M/s.Celetek Industries P Ltd/SBC(AIRRs.35158.90 per No.) with the acceptance of CMM for a total
value of Rs.1,63,84,047.40 (L/F-N/18).

option clause on the above two firms as recommended by
subsequent tender committee.
observations:
1. Stores department has stated that a new tender was opened on
20.06.2014 for the subject item. The All inclusive rate accepted in
the new tender is Rs.36192.19 (AIR)per No. As the rates of instant
PO is Rs.35158.90,lower than the subsequent tender. In view of
the financial advantage when compared with the new tender rates,
the proposal is being initiated to exercise option clause on the
above firms for a quantity of 140 Nos against M/s.Mysore Thermo
Electric P Ltd/SBC(84 Nos) & M/s.Celetek Industries P Ltd/SBC(56
Nos). Difference in rate is Rs.1033.29per number.
firm is satisfactory. M/s. Mysore Thermo electrick P Ltd/SBC has
supplied 163 Nos out of 280 Nos total ordered quantity( supplied
58%). M/s. Celtek Industries P Ltd/SBC has supplied 83Nos out of
186 Nos total ordered quantity(supplied 45%) and Delivery
schedule is ahead for the balance quanity i.e 31.12.14.
follows:
1
2
3
4
5
6
7

30% option clause
Delivery period upto
8
9
NOTE/2
Rs.1,63,84,047
.40
466 Nos
140 Nos
Nil
140 Nos
Rs.49,22,246
Rs.2,13,06,293
.4
COS
31.12.2014
9.0
Necessary ANE is available (L/F-226 to 230) in the case file to
cover the proposed option quantity.
10.0 With the exercise of above option clause, the revised value
will change the powers of original accepting authority ie., COS. As
such, the proposal requires the concurrence of FA&CAO/S&W.
11.0 In view of the financial advantage involved, if approved we
may concur the proposal
SSO(A)/(SF)
Sr.AFA/(SF)
NOTE/1
Sub : Procurement of FRP Loure Shutter.. - Exercising of (+)
30%
Option Clause.P.O.No:91293 Dt:03.06.13, M/s.Excel
Composites
Pvt Ltd/Kolkata.
Ref :Dy.CMM/C&Ws Note No:21 to 27 of Case file
No.PW.30.12.1263.
Order has been placed on M/s.Excel Composites Pvt
Ltd/Kolkata, M/s. Fibro Plastichem india pvt Ltd/Kolkata(DP
expired before opening of subsequent tender i.e.
30.11.2013, hence option clause not operated) at an all
inclusive rate of Rs.836.30 per number and at a total value of Rs.
25,54,896.5 with the acceptance of CMM (L/F-N/10).
observations:
1.0
The
proposal
is
being
initiated
based
on
the
recommendations of the subsequent tender committee. It is stated
that a new tender was opened on 127.03.2014 for the subject item.
The All inclusive rate accepted in the new tender is Rs.895.34 for
MFT and LGD depot and Rs.935.34 for TPTY, BZA,GTPL. As the rates
of instant PO is lower than the subsequent tender and financially
beneficial to Railways, TC has recommended to invoke (+)30%
option clause (L/F-332) on the instant PO for a total quantity of 917
Nos. Further the latest rates downloaded from IREPS site for the
subject item is Rs. 914.84 which is higher than LPO rate i.e 836.30.
2.0
of the firm is
satisfactory. The firm has supplied 1048 Nos
against ordered quantity of 3055 Nos. (supplied 34%). DP is ahead
for the balance quantity i.e 31.12.2014.
3.0
as follows:
1
2
3
4
5
6
7

(+) 30% option quantity available
30% option clause
Rs.42,58,439.
60.
5092 Nos
917 Nos
Nil
917 Nos
Rs.7,66,887.1
Rs.50,25,326.
7
CMM
NOTE/2
4.0
5.0
In view of the poor performance of the firm, put up for orders
whether to concur the proposal to exercise (+)30% option clause on the
above firm or otherwise please.
SSO(A)/(SF)
Sr.AFA/(SF)
NOTE/1
Sub : Procurement of Lead Acid battery set 6V-120 Ah
exercising of (+) 30% Option Clause against
Po.No:90903 dt:06.05.14 on M/s. HBL power systems
Ltd/HYd
Ref : Dy.CMM/Elecs Note No: 27 to 29 of Case file
No.PE.45.13.1089.
Dy.CMM/Elec, is placed at folio-1/C, which may kindly be perused.
Order has been placed on M/s.HBL Power Systems Ltd/HYD at
an all inclusive rate of Rs.1,14,653.38 per set(updated price is
1,05,331.61)and at a total value of Rs. 3,53,13,241.04 with the
acceptance of COS (L/F-N/18).
observations:
the rates received are on higher side ie.,Part I- Rs.1,09,362.62 per
set. The instant POs updated rates Part I firm is Rs.1,05,331.61
per set,which is less in rate by Rs.4031.01 per set. The new tender
has been finalized by the SAG tender committee duly
recommending to exercise (+)30% option clause on the instant
Purchase Orders (L/F-282). As such, Stores department is proposing
to exercise (+)30% option clause on the instant Purchase Orders.
As there is a rate difference of Rs.4031.01 per set, it is financially
clause for a quantity of 93sets on the above firm.
firm is
satisfactory. Firm has supplied 192sets out of ordered
quantity of 308sets i.e supplied 62%) and DP is ahead for the
balance quantity i.e 31.12.2014.
3.0
as follows:
1
2
3
4
5
6


30% option clause
8
9
Rs.3,53,13,24
1.04
308 sets
93 sets
Nil
93 sets
Rs.97,95,839.
73
Rs.4,51,09,08
0.77
COS
31.12.2014
NOTE/2
4.1
Necessary ANE is available in the case file to cover the
5.1
will be with in the powers of original accepting authority ie.,COS.
As such, the proposal requires the concurrence of FA&CAO/S&W.
in the `subsequent TC, if approved we may concur the proposal to
exercise (+)30% option clause on the above firm for a quantity of
93sets with PVC upper sealing may be pegged down to rates
obtained in the tender opened on 24.06.2014..
SSO(A)/(SF)
Sr.AFA/(SF)
OFFICE OF THE

SECUNDERABAD
No.ASF/Q 01
Dt.17-10-2014
Dy.CMM/Elec
Sub : Procurement of Diesel Locos Starter battery 8V 450 AH(LM)
under (+) 30% Option Clause.(PO.NO.92373 dt:13.09.13 &
PO.NO.92374 dt:13.09.14) on M/s. Mysore Thermo Electric P
Ltd/SBC, M/s.Celetek Industries P Ltd/SBC.
Ref : Your Note No:22 to 24 of Case file No. PE.45.13.1104.
20.06.14) for the above subject item are on higher side. The rate accepted in the
new tender is Rs.36,192.19(AIR)-, whereas the instant Purchase Orders rates is
Rs..35158.90. In view of the financial advantage to Railways, finance concurrence
is hereby signified for exercising (+) 30% Option Clause on (i) M/s. Mysore
Thermo Electric P Ltd/SBC against PO.NO.92373 dt13.09.13 for a quantity of
84Nos, (ii) M/s.Celetek Industries P Ltd/SBC against PO.NO.92374
dt:13.09.13 for a quantity of 56Nos with original terms and conditions with in
Delivery Period. The total value of the contract including 30% option clause is
RS.2,13,06,293.4
1. Obtaining the Sanction of COS,as the value exceeds the original
accepting authority level.
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
1. AAC of tatkal reservation forms is shown as 1 crore, the approval

for the same may be placed on file.
2. The authority to change from paper printing yellow to paper
printing
pink
may
be
furnished.
Further,the
detailed
justification/caluculation sheet for previous AAC i.e 5000 paper
printing yellowGSM reels may be placed on file.
3. In view of the improvement and increase in online booking the
necessity for enhancement from 5000 to 20000 may be reviewed
again and justified accordingly.
4. The increase of AAC is 4 times the previous AAC, the consumption
for the last three years is low, as such enhancement of AAC may be
reviewed once again and procurement made accordingly.
Sr.AFA/SF
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt.21-10-2014
Dy.CMM/Elec
Sub :Procurement of Lead Acid Battery set 6V -120 Ah under
(+) 30% Option Clause.(PO.NO.90903 dt:06.05.14) on
M/s. HBL power Systems Ltd/Hyb.
Ref : Your Note No:27 to 29 of Case file No. PE.45.13.1089.
new tender is Rs.1,09,362.62 per set(AIR)- with PVC based on HZL lead price of
Rs. 1,72,300), whereas the instant Purchase Orders rates duly updating with PVC
is Rs.1,05,331.61per set. In view of the financial advantage to Railways, finance
concurrence is hereby signified for exercising (+) 30% Option Clause on M/s. HBL
power systems Ltd/HYb against PO.NO.90903 dt06.05.14 for a quantity of
93 sets with PVC upper sealing pegged down to rates obtained in the tender
opened on 24.06.2014 and with original terms and conditions with in Delivery
Period. The total value of the contract including 30% option clause is
RS.4,51,09,080.77
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
FINANCIAL
No.ASF/Q 01
Dt. 27.10.2014
Dy.CMM/C&W
OFFICE OF THE
SECUNDERABAD
Sub : Procurement of Knuckle Pivot Pin with washerExercising of

(+) 30% Option Clause against M/s. Melbrow Engg
Works Pvt
Ltd,P.O.No:92819 Dt:05.11.13.
Ref :Dy.CMM/C&Ws Note:17 to 23 of Case file
No.PW.38.13.1267.
oOoThe proposal received in connection with exercising of (+) 30%
examined.
rate quoted by the lowest offer is Rs.234.55 for MFT and Rs.233.85 for
RYPS per number, whereas the instant Purchase Order rate is Rs.209.6
per number. In view of the financial advantage , finance concurrence is
hereby signified for exercising (+) 30% Option Clause on M/s.Melbrow
Engg Works Pvt Ltd/Kolkata for a quantity of 5489Nos against
PO.NO.92819 dt:05.11.13 with original terms and conditions with in
Delivery Period. The total value of the contract including 30% option clause is
RS.49,85,755.2.

3.3 of
( A.K.GANE
SHAN )
Sr.AFA/SF
FA&CAO/S&W.
For
NOTE/1
Sub : Procurement of MOH Kit for ELGI compressor type RR20100 Exercising of (+) 30% Option Clause on M/s.AAR VEE
pneumatic services/Hyb(P.O No:91493 Dt: 07.07.14)
Ref : Dy.CMM/Elecs Note No:18 to 20of Case file No.
PA.29.13.1043.
-oOoAs such, Sr. scale tender committee of the subsequent tender
recommended to exercise (+)30% option clause A proposal seeking
finance concurrence for operating (+) 30% option clause on the above
subject item, received from Dy.CMM/Elec, which is placed at Folio-1/C
been placed on M/s. AAR VEE Pneumatic Services /HYD (AIRRs.44547.31/- per set.) with the acceptance of CMM for a total value of
Rs.31,18,311.70(L/F-N/14).
observations:
1. It is stated that a new tender was opened on 19.08.2014 in which the
lowest quoted rate is Rs.48,556.60 per set(AIR) (L/F-161), whereas
the subject POs rate is Rs.44547.31per set. TC recommended to
place regular order for 10 sets with counter offering the LPO AIR @
Rs.44547.31 per set and TC recommended to operate +30% for 36
sets on M/s. AAR VEE Pneumatic services/Hyd against the LPO.
Hence, Stores department is proposing to exercise (+)30% option
clause on the above firm, it is financially advantageous to Railways
in exercising quantity option clause on the above firm.
firm is satisfactory. It is stated that the firm has supplied 63 NOs
out of ordered quantity of 120sets and DD is ahead i.e.28.02.15 for
the balance quantity.(supplied 52% quantity).

follows:
1
2
3
4
5
6


30% option clause
8
9
Rs.
31,18,311.70
120 sets
36 sets
Nil
36 sets
Rs.16,03,703.
16
Rs.47,22,014.
86
CMM
28.02.2015
4. Necessary indent is available in the case file to cover the proposed

option quantity.
5. Delivery period is upto 28.02.15.
above proposal, i.e. 36sets on M/s AAR VEE Pnuematic services/HYd
against Po.No.91493 dt:07.07.14.
SSO(A)/(SF)
Sr.AFA/(SF)
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 31.10.2014
Dy.CMM/Elec
Sub : Procurement of MOH Kit for ELGI compressor RR20100- Exercising of (+) 30% Option Clause against M/s.AAR
VEE Pneumatic Services/HYB ,P.O.No:91493 Dt:07.07.14.
Ref :Dy.CMM/Elecs Note:18 to20 of Case file
No.PA.29.13.1043.
examined.

rate quoted by the lowest offer is Rs.48,556.60 per set, whereas the
instant Purchase Order rate is Rs.44,547.31 per set. In view of the
exercising (+) 30% Option Clause on M/s.AAR VEE Pneumatic
Services /HYD for a quantity of 36 sets
against PO.NO.91493
dt:07.07.14 with original terms and conditions with in Delivery Period. The
total value of the contract including 30% option clause is RS.47,22,014.86.

3.3 of
( A.K.GANE
SHAN )
Sr.AFA/SF
FA&CAO/S&W.
For
NOTE/1
Sub : Procurement of Air Brake Hose Coupling assembly
under (+) 30% Option Clause-Reg.
Ref : Dy.CMM/C&Ws Note No:88 to 89 of Case file
No.PW.38.13.1543
-oOo-
A proposal seeking finance concurrence for operating (+)

Dy.CMM/C&W, which is placed at Folio-1/C may kindly be perused.
For procurement of the above subject item five Purchase
Orders have been placed on (i) M/s.A.B.Elastro Products Pvt
Ltd/Kolkata(Part-II)(AIR- Rs.755.06each)(DP expired on 07.11.14) (ii)
M/s.IMT Cables Pvt Ltd/New Delhi(Part-II) (AIR- Rs. 755.06each)(DP
expired on 20.08.14), (iii) M/s.Avadh Rubber Haridwar(Part-I) (AIRRs.838.08 each) (iv)M/s.The General Rubber Co. Pvt Ltd/New
Delhi(Part I)(AIR- Rs.838.08 each)& (v).M/s. ASP sealing products
Ltd/New Delhi (Part-I) (AIR- Rs. 755.06 each)(DP expired on
05.09.14) with the acceptance of COS for a total value of
option clause on (i) M/s.A.B.Elastro Products Pvt Ltd/Kolkata(Part-II),
(ii). M/s.Avadh Rubber Haridwar(Part-I),(iii)M/s.The General Rubber
Co. Pvt Ltd/New Delhi(Part I), as the DP for M/s. A.B.Elastro Products
Pvt Ltd/Kolkata expired on 08.11.14, option caluse cannot be
exercised on the above firm,as the rates received in subsequent
new tenders are on higher side.
observations:
1. It is stated that a new tender was opened on 25.02.14 &
26.09.14 in which the lowest technically suitable Part-I firm
quoted Rs.909.41 each (AIR) (L/F-640) and lowest Part-II firm
quoted Rs.837.64each, whereas the subject POs rates are
Rs.838.08 for Part I source and Rs.755.06 for Part II source. The
tender openend on 25.02.14(AIR_873.04) has been droped and
advised to exercise option clause (L/F./582). It is financially
advantageous to Railways in exercising quantity option clause
on the above firms.
2. It is stated that the performance of the above firms is
satisfactory. However, it is learnt that the firm M/s.Avadh
Rubber/Haridwar has supplied 4320Nos, (70%),DP is ahead ie.
05.02.15 for the balance unsupplied quantity.(ii).M/s.The General
Rubber has supplied Nil Nos (0%) as on date. In view of the
above 30% option clause may be exercised on Avadh
Rubber/Haridwar as DP is expiring on 05.02.15 and xecutive will
be advised to process 30% on other firm M/s. The General
rubber after satisfactory performance.
3. Necessary indent for 800 Nos is available in the case file to

cover option clause.
4. The financial implications of the proposed option clause are
as follows:
1
2
3
4
5
6
7

option clause
8
9
Rs.1,34,50,655.2
6
12342Nos
3702Nos
Nil
1851Nos
Rs.15,51,286.08
Rs.1,50,01,941.3
4
COS
05.02.15
concur the proposal to exercise (+)30% quantity option clause for a total
quantity of 1851Nos only ie., on (i) M/s.Avadh Rubber/Haridwar for a
quantity of 1851 Nos against PO.No.90924 dt.07.05.14 only and
executive will be advised to process the case of M/s. General Rubber co P
Ltd/NDLS after satisfactory performance and as against expired purchase
orders(M/s. A.B.Elasto Products Pvt Ltd,M/s. IMT Cables Pvt Ltd & ASP
Sealings Products ltd) executive will be advised to take consent from the
firms for accepting 30% option clause and refix the DP for the enhanced
quantity and resubmit the case, so that financial advantage is not lost.
Submitted please.
SSO(A)/SF
Sr.AFA/SF
Dy.CAO/S&W
FA&CAO/S&W
N-1
Sub : Metal Cutting gas(LPG) for metal cutting Gas brazing under
(+) 30%
Option Clause on M/s. BPCL/East Mumbai P.O No:92467
Dt:20.09.13).
Ref : Dy.CMM/Gs Note No:13 to 16 of Case file No. PO.81.13.1419.
is placed at Folio- 1/C may kindly be perused.
For procurement of the above subject item one Purchase Order
placed on M/s. BPCL/East Mumbai(AIR-Rs.112 Per Kg) with the acceptance
of CMM for a total value of Rs.51,09,440(L/F-N/12).
the above two firms as the demand is available.
The proposal
observations:
has
been examined
and
the
following
are the
1. It is stated that a new tender was opened on 28.07.2014 for the

subject item. The All inclusive rate accepted in the new tender is
Rs.116 per Kg(AIR). As the rates of instant POs is lower than the
subsequent tender(Rs.112/- per Kg) financially beneficial to
Railways, Hence, Stores department is proposing to exercise
(+)30% option clause on the above firm, it is financially
advantageous to Railways in exercising quantity option clause on

the above firm
firm is satisfactory. However, M/s BPCL/East Mumbai supplied
18100 Kgs out of 45620 Kgs -Balance still to supply27520(supplied 40%).Due date of supply is 31.03.2015.
3. Necessary ANE is available (L/F-61) in the case file to cover the
4. DP is available upto 31.03.2015.
follows:
1
2
3
4
5
6
7
8

clause
clause
N/2
Rs.51,09,440.
45620 kg
13686 Kg
Nil
13686 Kg
Rs.15,32,832
Rs.66,42,272
CMM
6. With the exercise of above option clause, the revised value will be
such, the proposal requires the concurrence of Sr.AFA/SF..
In view of the financial advantange if approved the proposal may
be concurred for a quantity of 13686 Kg on M/s. BPCL/East Mumabi
against Po.NO.92467 dated 20.09.13.
SSO(A)/SF
Sr.AFA/(SF)
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 07.11.2014
Dy.CMM/G
Sub : Procurement of Metal cutting gas(LPG) for metal cutting and
brazing
Exercising of (+) 30% Option Clause.on M/s. BPCL/East
Mumbai,P.O.No:92467 Dt:20.09.13.
rate accepted from lowest offer is Rs.116/- per Kg, whereas the instant
Purchase Order rate is Rs.112/- per Kg. In view of the financial advantage
and as recommended by JAG tender committee, finance concurrence is
hereby signified for exercising (+) 30% Option Clause on M/s.BPCL/East
Mumbai for a quantity of 13686 Kg with original terms and conditions
with in Delivery Period.The total value after exercising +30% option
clause is Rs. 66,42,272/-.
(i)
(ii)

3.3 of
(iii)
(iv.)
(v.).

( A.K.GANE
SHAN )
Sr.AFA/SF
FA&CAO/S&W.
For
NOTE/1
Sub : Supply of POH kit of self lubricating polyester etc.

under (+) 30% Option Clause on M/s.Black Burn & Co
Pvt Ltd/Calcutta.
Ref : Dy.CMM/C&Ws Note No:18 to 23 of Case file No.PC30.12.2201.
For procurement of the above subject item one Purchase
Order is
placed on (i)Black Burn & Co Pvt Ltd/Kolkata(AIR
Rs.7049.78 per set) with the acceptance of CMM for a total value of
Rs. 1,18,92,978.86 (L/F-N/12) with (+)30% option clause.
observations:
on subsequent tender. It is stated that a new tender was opened on

13.03.14 for the subject item. The All inclusive rate accepted by the
lowest tenderer in the new tender is Rs.7381.27 per set. The new
tender has been finalized by the JAG tender committee duly
Purchase Orders (L/F-204). As such, Stores department is proposing
to exercise (+)30% option clause on the instant Purchase Order. As
there is a rate difference of Rs.331.49 per set, it is financially
clause for a quantity of 506 sets on the above firm.
2. The performance of the firm is satisfactory. The firm has supplied
the entire ordered quantity. The delivery period is refixed upto

30.11.2014.
(iii). Necessary ANE is placed at F/210.
(iv). The financial implications of the proposed option clause are as
follows:
1
2
3
4

clause
Rs. 1,18,92,978.86
1687 Sets
506 sets
Nil
5
6
7
8
9

506 sets
clause
Value of the proposed option Qty Rs.35,67,188.68
Rs.1,54,60,166.21
CMM
30.11.2014
N/2
be with in the powers of original accepting authority ie., CMM.
As such, the
proposal requires the concurrence of
Dy.CAO/S&W.
proposed option clause, if approved, we may agree +30%
option clause on M/s.Black Burn & Co Pvt Ltd/Kolkata
against PO.NO.91651 dt:04.07.13 for a qunaity of 506 sets
SSO(A)/SF
Sr.AFA/SF
DY.CAO/S&W
NOTE/1
Sub : Procurement of 300AH Low Maintenance Lead Acid
stationary cells exercising of (+) 30% Option Clause
against Po.No:49109 dt:11.08.14 and 23078
dt:11.08.14 on M/s.PowerBuild Batteries Pvt
ltd/Bangalore.
Ref : Dy.CMM/S&Ts Note No: 22 to 23 of Case file
No.PS.56.13.5352.
Dy.CMM/S&T, is placed at folio-1/C, which may kindly be perused.
For procurement of the above subject item Two Purchase
Orders have been placed on M/s.Power Build Batteries Pvt
Ltd/Bangalore(Pt.II) at an all inclusive rate of Rs.5352.85 per
No+ Tool Kit price@ Rs.1582.5 per set(updated price is 5182.66
per No.+1582.5 for Tool kit per set)and at a total value of Rs.
55,97,031.5 with the acceptance of CMM (L/F-N/19).
observations:
the rates received are on higher side ie.,Part II- Rs.6279.79 per
no+ 1585.67 for tool kit. The instant POs updated rate is
Rs.5352.85 per No.,which is less in rate by Rs.1097.12 per no.
The new tender has not been finalized, since DP is expiring on
15.11.2014, stores branch is proposing for exercising (+)30%
option clause on the instant Purchase Orders,as it is financially
clause for a quantity of 312 Nos on the above firm.
firm is
satisfactory. Firm has supplied the entire ordered
quantity(F.213,214).
follows:
1
2
3
4
5
6


30% option clause
8
9
Rs.55,97,031.
5
1041
312 Nos
Nil
312 Nos
Rs.16,79,584.
2
Rs.72,76,615.
7
CMM
15.11.2014
NOTE/2
4.2
5.2
will be with in the powers of original accepting authority ie.,CMM.
In view of the financial advantage, if approved we may concur
the proposal to exercise (+)30% option clause for a quantity of
312sets on M/s. M/s.PowerBuild Batteries Pvt ltd/Bangalore against

PO.NOs. 49109 dt:11.08.14 and 23078 dt:11.08.14. with PVC upper
sealing may be pegged down to rates obtained in the tender
opened on 17.10.2014 and the quantity proposed in 30%
option clause should be reduced from the subsequent tender.
SSO(A)/(SF)
Sr.AFA/(SF)
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt.14.11.2014
Dy.CMM/Elec
Sub :Procurement of 300 AH Low Maintenance Lead Acid stationary
cells under (+) 30% Option Clause against PO.NO.49109 .
dt:11.08.14 and 23078 dt:11.08.14 on M/s Power Build
Batteries
Pvt Ltd/Bangalore
Ref : Your Note No:22 to 23 of Case file No. PS.56.13.5352.
17.10.14) for the above subject item are on higher side. The rates quoted in the
new tender is Rs.6279.79 per No +1585.67 per set for tool kit- with PVC based on
HZL lead price of Rs. 1,62,000), whereas the instant Purchase Orders rates duly
updating with PVC is Rs.5182.66 per No+1582.5 for tool kit. In view of the
financial advantage to Railways, finance concurrence is hereby signified for
exercising (+) 30% Option Clause on M/s. Power Build Batteries
Pvt
Ltd/Bangalore
against
PO.NO.49109
dt11.08.14
and
Po.NO.23078
dt:11.08.14for a quantity of 252 Nos and 60 Nos respectively with PVC upper
sealing pegged down to rates obtained in the tender opened on 17.10.2014 or
actual whichever is lower and with original terms and conditions with in
Delivery Period and the option quantity of 312 Nos should be reduced from the
subsequent tender. The total value of the contract including 30% option clause is
RS.72,76,615.7
5.
tenders.
Ensuring reduction of enhanced quantity from the future

(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt.14.11.2014
CMD/SC
Sub:-
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
OFFICE OF THE
FINANCIAL ADVISER AND CHIEF ACCOUNTS OFFICER(S&W),
SECUNDERABAD
No.ASF/Q 01
17.11.2014
Dt.
Dy.CMM/C&W
Sub : Supply of POH kit of self lubricating
polyester etc. under (+) 30% Option Clause on
M/s.Black Burn&CO Pvt Ltd/Kolkata against
P.O.No:91651 Dt:04.07.13.
Ref : Your Note No:18 to 23 of Case file
No.PC.30.12.2201.
-oOoThe proposal received in connection with exercising
of (+) 30% Option Clause on the above subject item
Purchase Order has been examined.
It is observed that the rates received in subsequent

tender (ie., opened on 13.03.14) for the above subject
item are on higher side when compared with the rates of
the instant purchase order. In view of the financial
advantage and as recommended by subsequent tender
committee, finance concurrence is hereby signified for
exercising (+) 30% Option Clause on M/s.Black Burn & Co
Pvt Ltd/Kolkata for a quantity of 506sets, with original
terms and conditions with in Delivery Period. The total
value
including
+30%
option
clause
is
Rs.1,54,60,166.21/-.
1. Obtaining the Sanction of original accepting authority, ie., CMM
2. Ensuring that no lower rates have been received in terms of
para 3.3 of
3.
quantities.
4.
year.

(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
FINANCIAL
No.ASF/Q 01
Dt. 17.11.2014
Dy.CMM/C&W
O FFICE OF THE
SECUNDERABAD
Sub : Supply of Thermo Plastic Polyster Elastomer(Hytrel) lower

washer
Exercising of (+) 30% Option Clause.on M/s. Polymer
Products of
India/Bangalore & M/s/ Calster Steel Ltd/Kolkata against
P.O.No:92025 of 05.08.13, 91790 dt:16.07.13.
Ref : Your Note No:23 to 31 of Case file No. PC.30.12.1039.
rate accepted from lowest offer is Rs.1001.01 per No for Part I firm,
whereas the instant Purchase Order rate is Rs.892.25 per no for Part I
firm and Rs.873.04 for Part II firm. In view of the financial advantage and
as recommended by JAG tender committee, finance concurrence is
hereby signified for exercising (+) 30% Option Clause on M/s.Polymer
Products of India/Bangalore against PO.NO.92025 dt 05.05.13 for
a quantity of 1220 Nos and on M/s. Calster Steel Ltd/Kolkata
against pO.NO. 91790 dt.16.07.13 for a quantiy of 3874 nos Total
5094 Nos with original terms and conditions with in Delivery Period.The
total value after exercising +30% option clause is Rs. 1,96,51,583.87/-.
3.3 of
4.
5.
This issues with the approval of Dy.CAO/S&W

( A.K.GANE
SHAN )
Sr.AFA/SF
FA&CAO/S&W.
For
NOTE/85
Sub :- Procurement of ERC Mk-IIII to RDSO drawing No. T-3701.

Exercising of (-)30% option clause. P.O.No:14 dt 26.02.2014
on
M/s. Kalimatha Ispat Industries Pvt Ltd/Kolkata, PO.No.17
dt:02.05.14
on M/s. Suray Coach Builders Pvt Ltd/Banglore.
Ref
:Dy.CE/TPs
Note
No.
57-58
of
Case
file
No:W.503/1/30/ERC/201314/TPC/13,14,15,17.
option clause on the above subject item, received from Dy.CE/TP, is
Four Purchase Order has been placed for procurement of the above
subject item on
1. M/s. Surya Coach Builders Pvt Ltd/Bangalore for a quantity of
8,57,618 Nos AIR@ Rs.60.17 PVC updated rate is Rs. 62.43.
2. M/s. Mansh Forgins Pvt Ltd/Kokkata for a quantity of 10,54,393 Nos
AIR
@Rs.62.67/-( Party supplied full ordered quantity) hence -30% is
not exercised.
3. Kalimata Ispat Industries Pvt ltd/Kolkata for a quantity of 3,51,464
Nos AIR @ Rs.62.23, PVC updated rate is Rs.64.48.
4. M/s. Mak Engineering Industries/Kolkata for a quantity of 1,05,750
Nos AIR @ Rs.63.67)(Exectuive not proposed the reasons for the
same is called for).
with the acceptance of PCE(L/F-N/41).
Now, it is proposed to exercise (-) 30% option clause on the subject
P.O Nos. 14 Dt: 26.02.14 against M/s. Kalimata Ispat Industries Pvt
Ltd/Kolkata for the balance unsupllied quantity of 48582 Nos and on
Po.No.17 dt:02.05.14 against M/s. Surya Coach Builders Pvt
LTD/Bangalore for a quantity of 2,57,285 Nos.
observations:
(i)

above subject P.Os, as the rate received in the tender opened
recently ie on 26.09.14, from lowest technically suitable offer L1

is Rs.62.28 per No for Part II firm and Rs. 62.34 per No for Part I
firm, whereas the instant PO rate after PvC updation is Rs. 62.43
for Part I firm and Rs.64.48 for Part II firm
(ii)
It is observed from the case file that without asking the firm to
agree for lower rates, executive has directly advised a letter to
firm stating reduction of contractual quantity upto 30% of
ordered quantity as per clause No.18. Since due date of the
Po.NO.14 dated 26.02.14 is expiring on 25.11.2014 and as
proposed by PCE, if approved we may exercise -30% option
clause.
(iii)
As the original tender was finalized with SAG tender committee

and accepted by PCE, the above proposal requires the
concurrence of FA&CAO/S&W for exercising (-)30% option
clause.
(iv)

of PCE (Folio-N/57).

exercise
(-)30% option clause on the above two firms i.e M/s.
Kalimata ispat Industries Pvt Ltd for a quantity of 48582 Nos and
against M/s. Surya Coach Builders Pvt Ltd for a quantity of 2,57,285
Nos and after receipt of remarks from executive
(-)30% option
clause on M/s. Mak Engineering Industries/Kolkata will be processed.
SSO(A)/(SF)
Sr.AFA/(SF)
NOTE/85
Exercising of (-)30% option clause. P.O.No:91077
Dt:05.05.2012.
option clause on the above subject item, received from Dy.CMM/G, is
One Purchase Order has been placed for procurement of the above
subject item on M/s.Hindustan Petroleum Corporation Ltd/Chennai
(L/F-106) for a quantity of 1,35,360 LTRS at a total value of
Rs..1,14,82,588.80 with the acceptance of CMM/G (L/F-N/11).
P.O No. 91077 Dt: 05.05.12 for a quantity of 40,407 LTRS.
observations:
(i)

recently ie on 10.04.2013, from lowest technically suitable offer
is Rs.79.26 per litre (L/F-127-129), whereas the instant PO rate is
Rs.84.83per litre (L/F-106). Earlier, (+)30% option clause was
exercised on this firm as the rates received in the subsequent
(ii)
It is observed from the case file that the firm was advised to
accept the lower rate of Rs.79.26 per litre, but the firm refused
to accept the offer. The firm still has to supply 40,407 ltrs only.
Though the (+)30% quantity works out to 40,608 Ltrs, the
balance quantity to be supplied by the firm is only 40,407 ltrs.
As such, it is proposed to cancel 40,407 ltrs duly exercising
(-)30% option clause on the firm.
(iii)
As the original tender was finalized with JAG tender committee

and accepted by CMM, the above proposal requires the
concurrence of Dy.CAO/S&W for exercising (-)30% option
clause.
(iv)

of CMM (Folio-107).

exercise
SSO(A)/(SF)
Sr.AFA/(SF)
N/1
Sub :
exercising of
Procurement of UIC type rubber vestibule Assembly.
(+) 30% Option Clause on M/s. Escorts

Ltd/Faridabad(P.O.No:91581
dt:28.06.13), M/s. Ameenji rubber Pvt Ltd/Sc(P.O.No.91580
dt:28.06.13).
Ref:Dy.CMM/C&Ws Note No:16,17,23to26 of Casefile No.
PC.30.13.3621.
Order have been placed on M/s.Ameenji rubber Pvt Ltd/Sc(AIRRs.29,470.90per Number) and M/s.Escorts Ltd/Faridabad(AIRRs.28,885.92) with the acceptance of CMM/M for a total value of
Rs.1,39,58,533.78(L/F-N/13).
Earlier, the proposal was returned with some observations
vide letter placed at Flag-A, which may kindly be perused. As the
performance of the firm is not satisfactory and financial justification

for invoking option clause was not submitted, the proposal was
returned.
resubmitted the proposal duly giving the supply position and stated
that in the subsequent tender higher rates were received (AIRRs.36950 for Part I and Rs.32384.96 for Part II firm). As the rates in
instant purchase order are lower side, Stores department requested
this office to concur the proposal.
observations:
the lowest Part I firm has quoted rate of Rs.36950/- and Part II firm
has quoted Rs.32384.96per Number(AIR), whereas the subject POs
rate is Rs.29470.9 for Part I firm and Rs.28885.92 for Part II firm.
The new tender is not yet finalized. However, as the Delivery Period
of the firm M/s.Ameenji Rubber and M/s. Escorts Ltd is about to
expire on 15.12.14(refixed DP), Stores department is proposing to
exercise (+)30% option clause on the above firm. As there is a rate
difference of Rs.7479.1 per number for Part I firm,since,
subsequently tender opened on 10.09.2014 rates are higher, it is
financially advantageous to Railways in exercising quantity option
clause on the above firms i.e M/s. Ameenji rubber Pvt Ltd/SC for a
quantity of 107 Nos against Po.No.91580 dt:28.06.13 and on M/s.
Escorts Ltd/Faridabad for a quantity of 36 Nos against Po.No.91581
dt:28.06.13.
2. Performance of the firm is certified as satisfactory. Howerver, it is
observed from stock position slip(L/F.335) that M/s. Escorts Ltd has
supplied the entire ordered quantity and M/s. Ameenji Rubber has
supplied 77.87% of Po quantity ie. Supplied 278 Nos out of 357
Nos.
option clause.
follows:
1
Rs.
2
3
4
5
6
7
8
9
1,39,58,535.78
Original Qty in the POs.(357+119
476Nos
Nos)
(+) 30% option quantity(107+36)
143Nos
Nil
clause
143 Nos
clause
Rs.41,93,279.4
2
Total Value of the POs after Rs.1,81,51,815.
exercised POs)
CMM
15.12.2014

As such, the proposal requires the concurrence of Dy.CAO/S&W.
option clause, if approved we may concur the proposal on M/s.
Ameenji Rubber against Po.No.91580 dt:28.06.13 for a quantity of
107 Nos and on M/s. Escorts Ltd against PO.No.91581 dt:28.06.13
for a quantity of 36 Nos.
SSO(A)/(SF)
Sr.AFA/(SF)
Dy.CAO/S&W
NOTE/1
Sub : Procurement of Low Mintenance diesel Loco starter battery 8 V 500
AH
capacity. under (+) 30% Option Clause.
Ref : Dy.CMM/Elecs Note No:43 to 47 of Case file No. PE.45.13.1056.
For procurement of the above subject item five Purchase Order
have been placed on (i) M/s.Celtek BatteriesPvt Ltd/SBC(Pt.I) (AIR
Rs.41569.55 per unit updated AIR- Rs.40893.27 per unit) (ii) M/s.HBL
Power Ltd/HYB Part-I(AIRRs.41569.55 per unit and updated AIR is
Rs.40892.86)(iii)M/s.Star Battery Ltd/ Part-I (AIR- Rs.41569.55 per
unit- DP expired on 30.08.2014(before finalization of TC)(iv). M/s.
Mysore Thermo Electric P Ltd/SBC/Part II(AIR Rs 40102.01- DP
expired before opening of subsequent tender) & (v). M/s.
Southern Batteries P Ltd/SBC/ Part II(AIR-40102.01- DP expired
before opening of subsequent tender) with the acceptance of CMM
for a total value of Rs.75,41,188.35 (L/F-N/22).
clause on the above two firms(M/s. Celtek Batteries Pvt ltd/SBC & M/s.
HBL Power Ltd/HYB on the basis of a Stock ANE/NS indent received from
units.
observations:
the rates received are on higher side ie.,Part I- Rs.41,077.37 per
unit. The instant POs updated rate is Rs.40,893.27 per unit.,which
is less in rate by Rs.184 per unit. As such, Sr. scale tender
committee of the subsequent tender recommended to exercise
(+)30% option clause on the instant Purchase Orders,as it is
financially advantageous to Railways in exercising (+)30%
quantity option clause for a quantity of 19 Nos( i.e on M/s. Celtek
Batteries Pvt Ltd/SBC for a quantity of 5 Nos and on M/s. HBL Power
Ltd/HYb for a quanity o 14 Nos).
firms is
satisfactory. The firm M/s. Celtek Batteries Pvt
Ltd/SBC has supplied 18 Nos on 16.12.2014(F/297) and M/s. HBL
Power Systems have offered their material for RITES Inspection vide
G.NO.HBL/HRO/SCR/LMLA 14-15/51/SMH dated 01.12.2014 (F/300)
and the material delivered within the due date i.e 31.12.2014.
3.
Necessary ANE
option quantity.
is available in the case file to cover the above

follows:
1
2
3
Original Qty in the POs(for All Pos).

(+) 30% option
quantity(18+48=66*30/100=19)
Value of the proposed option Qty @ 40893.27/Total Value of the POs after exercising (+) 30%
option clause
4
5
6
7
8
9
Rs.75,41,188.35
.
66 Nos
19 Nos
Nil
19 Nos
Rs.7,76,972.13
Rs.83,18,160.48
CMM
31.12.14
&08.01.15
proposal requires the concurrence of Dy.CAO/S&W(original accepting
member).
concur the proposal against M/s. Celtek Batteries Pvt Ltd against
Po.No.90479 dt:11.03.14 for a quantity of 5 Nos and on M/s. HBL Power
Ltd/Hyb against Po.NO.90477 dt:11.03.14 for a quantity of 14 Nos as DP
is expiring on 31.12.2014 with PVC upper sealing pegged down to rates
obtained in the tender opened on 14.08.14 or actual whichever is lower.

SSO(A)/SF
Sr.AFA/SF
N/1
Sub : Procurement of Valve regulated Lead Acid Battery of 2 V -1100AH

capacity.
Exercising of (+) 30% Option Clause against Po.No.92848
dt.06.11.14,92959
dt:25.11.13,92487 dt:06.11.14.
For procurement of the above subject item three Purchase Orders
have been placed on (i)M/s.Microtex Energy Pvt Ltd/SBC Part-II (AIRRs.11,27,583.25per set updated price is Rs. 11,01,582.48)(ii) M/s.HBL
Power Systems Ltd/Hyb Part-I (AIR Rs.11,37,111.26 per set
updated price is Rs.11,10,950.48 per set)&(iii)M/s.Exide Ind
Ltd/Kolkata Part-I(AIR-Rs.11,37,111.26 per set updated price is
Rs. 11,10,950.48243.03 per set.) with the acceptance of AGM for a

total value of Rs.11,12,08,231.24 (L/F-N/35).
clause on the above three firms on the basis of a Stock indent received
from units(F.429 to435).
observations:
rate accepted in the new tender is Rs.11,11,527.66 per set for Part
I source and Rs. 11,01,581.74 per set for Part II source. As the rates
of instant PO, PVC updated rate is Rs.11,10,950.48 for Part I source
and Rs.11,01,582.48 per set for Part II firm i.e lower than the
subsequent tender and financially beneficial to Railways. Further, it
is seen that though there is no significant difference in the rates
received from Part II source, the rate is lower than the Part I rate
received in the present tender by Rs.9945.18 per set by exercising
option clause at a lower rate on Part II source there will be savings.
Hence SAG tender committee has recommended to exercise option
clause and procure 13+10+8=31sets)against the instant POs(L/F411ante), which was accepted by COS, but as per actual quantities
against three Pos is (24+43+31=98 sets and
option clause
quantity is 98*30%= 29 sets only. Hence, +30% option clause will
be exercised for 29 sets only.
firms is
satisfactory. The firm M/s.Microtex Energy Pvt
Ltd/SBC has supplied 12sets out of 24sets(i.e 50% supplied) DP is
ahead for the balance unsupplied quantity i.e 31.03.15. M/s.HBL
Power Systems Ltd/HYB has supplied 24 sets out of 43sets(i.e 56%
supplied) DP is ahead for the balance unsupplied quantity i.e upto
30.03.15. M/s.Exide Ind Ltd/Kolkata has supplied 15sets out of 31
sets i.e supplied 48%, DP is ahead for the balance unsupplied
quantity i.e upto 30.03.15.
N/2
3.
1

follows:
Rs.11,12,08,231.2
4
2
3
4
5
6
7
8
9
Original Qty in the POs.(24+43+31=98)

(+) 30% option quantity(7+13+9=29)
30% option clause
98 sets
29 sets
Nil
29 sets
Rs.3,29,09,530.47
Rs.14,41,17,761.7
1.
AGM
31.03.15
4.

option quantity for 29 sets.
5.
In view of the financial advantage if approved option clause will be

exercised on(i).M/s.Microtex Energy Pvt Ltd/SBC Part-II
against Po.No.92848 dt:06.11.13 for a quantity of 7 sets,
(ii).M/s.HBL Power Systems Ltd/Hyb against PO.No.92959
dt:25.11.13 for a quantity of 13sets and (iii). M/s.Exide Ind
Ltd/Kolkata against Po.No.92847 dt:06.11.13 for a quantity
of 9 sets. (Total 7+13+9-29 sets only)
6.0
The proposal has the Administrative approval of CMM (Folio-N/51)

for exercising option clause on the above three firms.
7.0
with in the powers of original accepting authority ie., AGM. As
such, the proposal requires the concurrence of FA&CAO/S&W.
in the `subsequent TC, if approved we may concur the proposal to
exercise (+)30% option clause on the above firms for a quantity of
29sets as mentioned above, with PVC upper sealing pegged
down to rates obtained in the tender opened on
218.07.2014.
SSO(A)/SF
Sr.AFA/SF
Dy.CAO/S&W
N/1
Sub : Procurement of Brushless Alternatore 4.5 K W etc. Exercising of

(+) 30%
Option Clause against(i). Po.No.91302 dt:17.06.14 on M/s. Stone
India Ltd/Kol,
(ii)PO.No.91301 dt:17.06.14 on M/s.Kapsons Industries
Ltd/Jalandhar,
(iii).Po.NO.91300 dt:17.06.14 on M/s.I.C.Electrical Co Pvt Ltd/NDLS
For procurement of the above subject item five Purchase Orders
have been placed on three firms(i)M/s.Stone India Ltd/Kol Part-I (AIRRs.95,000per No
(ii)M/s.Kapsons Industries Ltd/Jalandhar
Part-II(AIR Rs.93270/-per no) & (iii)M/s.I.C.Electrical Co Pvt
Ltd/NDLS Part-I(AIR-Rs.95000/- per no with the acceptance of CMM
for a total value of Rs.1,32,39,450 (L/F-N/26 ).
clause on the above three firms on the basis of a Stock ANE/NS indent
received from units(f/340,349 of link file).
observations:
rate quoted in the new tender is Rs.98,784.40 per no for Part I
source and Rs.97,949.99 per no for Part II source. As the rates
of instant PO is Rs.95,000/- per no and Rs.93270/-per no, lower
than the subsequent tender and financially beneficial to
Railways. The TC recommended to cover the tender quantity of

20 Nos under 30% option clause duly dropping the procurement
on the subsequent tender as the rates quoted are on higher side
and further under stock demand the requirement is 75 Nos.
2. It is certified by the stores department that the performance of
the firms is
satisfactory. The firm M/s.Stone India
Ltd/Kol has supplied the 1st lot i.e 24 Nos well in time and for the
balance unsupplied quantity 18 Nos DP is ahead i.e on 28.02.15
& 30.06.15.(supplied-57%) M/s.Kapsons Industries Ltd/Jalandhar
has supplies the 1st lot well in time i.e 25 Nos and DP is ahead
for the balance unsupplied quantity of 10 Nos i.e on 28.02.15 &
30.06.15.(supplied-71%), M/s. I.C.Electrical Co Pvt Ltd/NDLS has
supplied 38 Nos (1st Lot) and for the balance unsupplied quantity
of 25 Nos DP is ahead i.e on 28.02.15(supplied-60%).
N/2
3.
1
2
3
4
5
6
7
8
9

follows:
Original Qty in the POs.(42+35+63=140)
(+) 30% option quantity(13+11+19=43)
30% option clause
Rs.1,32,39,450
140 Nos
43 Nos
Nil
43 Nos
Rs.40,65,970
Rs.1,73,05,420
CMM
30.06.15
4. Necessary ANE/ NS indent is available in the case file to cover the

above option quantity for 43 sets.
5. The proposal has the Administrative approval of CMM (Folio-N/51) for
6. In view of the financial advantage if approved option clause will be
exercised on M/s.Stone India Ltd/Kol Part-I against Po.No.91302
dt:17.06.14 for a quantity of 13Nos, on M/s.Kapsons
Industries Ltd/Jalandhar against PO.No.91301 dt:17.06.14 for

a quantity of 11Nos and On M/s.I.C.Electrical Co Pvt Ltd/Ndls
against Po.No.91300 dt:17.06.14 for a quantity of 19 Nos (Total
13+11+19=43 Nos only).
the proposal requires the concurrence of Dy.CAO/S&W.
SSO(A)/SF
Sr.AFA/SF
Dy.CAO/S&W
NOTE/1
Sub :Procurement of Hand Brake Wheel..under (+) 30%
Option clause on M/s.Melbrow Engg Works Pvt
Ltd/Kolkata against Po.No.90093 &49011 of 23.01.14.
Ref : Dy.CMM/C&Ws Note No: 24,25 of Case file
No.PC.38.14.1607.
Orders have been placed on (i) M/s.Melbrow Engg Works Pvt
LTd/Kolkata(All inclusive Rate Rs.746 for TYPS and Rs. 742/- for MFT
per No) with the acceptance of CMM for a total value of Rs.
42,41,896.45 (L/F-N/12) with (+)30% option clause.
option clause on the firm M/s.Melbrow Engg Works Pvt Ltd/Kolkata,
as the rates received in subsequent new tender of this Railway are

on higher side.
observations:
1 The proposal is being initiated based on the higher rates
received on subsequent tender. It is stated that a new tender
rate accepted by the lowest tenderer in the new tender is
Rs.774.45 for RYPS and Rs. 775.50 for MFT. The new tender has
been finalized by the JAG tender committee duly recommending
to exercise (+)30% option clause on the instant Purchase Orders
(L/F-483). As such, Stores department is proposing to exercise
(+)30% option clause on the instant Purchase Order. As there is
a rate difference of Rs.28.45 per No, it is financially
advantageous to Railways in exercising (+)30% quantity
option clause for a quantity of 1981 Nos on the above
firm(Dy.CMM/RYPS-866 Nos & Dy.CMM/G&S/MFT-1115 Nos).
2 It is stated that the performance of the firm is satisfactory. It is
certified that the firm has supplied 4232Nos out of 5884 Nos
against Po.NO.90093 dt:23.01.14, and DD is ahead for the
balance quantity i.e upto 30.12.14(supplied 72%) and against
PO.No.49011 the firm has supplied the entire ordered quantity of
720 Nos (100% supplied)
3 The Delivery Period of the subject PO is available upto
30.12.2014.
4 Necessary ANE is available in the case file to cover the proposed
option quantity.
5 The proposal has
CMM(Folio-N/24).
the
Administrative
approval
of
N/2
6 The financial implications of the proposed option clause
are as follows:
1
2

Original Qty in the instant
Rs. 44,74,896
6604 Nos
3
4
5
6
7
8
9
PO(5884+720=6604).
clause
clause
Competency of Sanction
required
1981 Nos
Nil
1981Nos
Rs.14,73,366
Rs.59,48,262
CMM
30.12.2014
7 With the exercise of above option clause, the revised value will
be within
the powers of original accepting authority ie.,
CMM. As such, the proposal requires the concurrence of
Dy.CAO/S&W.
option clause, if approved, we may agree for the proposed
option clause quantity of 1981 Nos on M/s. Melbrow Engg
Works Pvt Ltd/Kolkata against PO.No.90093 & 49011
dt:23.01.14.
SSO(A)/SF
Sr.AFA/SF
Dy.CAO/S&W
N/1
Sub :
Procurement of supply and installation and
commissioning and
testing of Microprocessor processor Based Locomotive
Control
system....under (+) 30% Option Clause on
M/s.Medha Sevo
Drives Pvt Ltd/HYB against Po.NO.29092,49081,49082
dated
19.02.13.
Ref
: Dy.CMM/DSLs Note No:57-59 of Case file
No.DSL.12.12.5031.
Dy.CMM/DSL, which is placed at Folio- 1/C may kindly be perused.
For procurement of the above subject item Four Purchase
Order have been placed on M/s.Medha Servo Drives Pvt
Ltd/HYB(AIR-Rs.36,53,923.04 per set)with the acceptance of GM for
a total value of Rs.21,92,35,382.40(L/F-N/41).
on
M/s.
Medha
Servo
Drives
Pvt
Ltd/HYB,
PO.NO.29092,49081,49082 dt:19.02.13, as the demand is available
for the subject item to the extant of 13 Nos only and as per the
recommendations of subsequent TC placed at F/443 ante).
observations:
the subsequent tender committee at SAG level placed at
(L/F.441,442). It is stated that a new tender was opened on
16.07.14 for the subject item. The All inclusive rate quoted in the
new
tender
is
higher(REMMOLT+MBCS=AIRRs.4,10,625.45+33,04,466.49=37,15,091.94) as compared with
the instant PO rate Rs.36,53,923.04 and SAG tender committee
has recommended to drop the present tender and advised to
invoke +30% option clause on the instant Pos(L/F.443ante)so that it
is financially benefit to Railways and the same was accepted by

COS(F/441 TO 443). Difference in rate is Rs.37,15,091.94Rs.36,53,923.04=Rs.61,168.90*13Nos=Rs.7,95,195.70).
2.
Performance of the firm is certified as satisfactory. The firm has

supplied 33sets out of 60sets (i.e supplied 55%)and DP is ahead for
the balance quantity i.e upto 31.01.15.
3.
Necessary NS indent is available in the case file to cover the

proposed option clause(L/F-F454 to 458) for 13 Nos
N/2
follows:
1
Rs.21,92,35,382.4
0
2
60sets
3
(+) 30% option quantity available 16 sets
for
4
Nil
clause
5
13sets
clause
6
Rs.4,75,00,999.52
7
Total Value of the POs after Rs.26,67,36,381.9
exercised POs)
8
GM
9
31.01.2015
will be with in the powers of original accepting authority ie., GM.
As such, the proposal requires the concurrence of FA&CAO and
approval of COS before putting up the case file to GM.
recommendations of SAG, TC, the proposal can be considered and
conconcurrence signified for a quantity of 13sets against M/s.
Medha
Servo
Drives
Pvt
PO.NO.s.29092,49081,49082 dt:19.02.13
Ltd/Hyb
against

Sr.AFA/(SF)
Dy.CAO/S&W
FA&CAO/S&W
FA&CAO
N/1
Sub : Procurement of side frame key for CTRB under (+)

30%
Option Clause on M/s.Industrial Forge and Engg Co
Ltd/Jamshedpur against Po.NO.90939 dt:07.05.14.
Ref
: Dy.CMM/C&Ws Note No:17,18 of Case file
No.PC.38.13.1143.

Order have been placed on(i). M/s.Industrial Forge and Engg Co
Ltd/Jamshedpur(AIR-Rs.93.75
per
No),
(ii).Vivekananda
Forging/howrah(Firm failed to supply material till date, hence TC
does not recommend for operation of option clasue)with the
acceptance of CMM for a total value of Rs.64,50,093.75(L/F-N/11 ).
on M/s. Industrial Forge and Engg Co Ltd/Jamshedpur against
PO.NO.90939 dt:07.05.14 only as the demand is available for the
subject item and as per the recommendations of subsequent TC.
observations:
a. The
proposal
is
being
initiated
based
on
the
recommendations of the subsequent tender committee. It is
stated that a new tender was opened on 16.10.14. The All
inclusive rate accepted in the new tender is Rs.94.99. As the
rate of instant PO is lower thatn the subsequent tender and
financially beneficial to Railways, TC has recommended to
invoke (+) 30% option clause (L/f.200)on the instant PO for a
total quantity of 8256 Nos.
b. Performance of the firm is certified as satisfactory. The firm
has supplied the entire ordered quantity of 27520 Nos.
c. Necessary indent is available in the case file to cover the
proposed option clause.
d. Delivery period is available upto 10.01.2015.
e. CMM approval was obtained to operate +30% option clause.
N/2
f. The financial implications of the proposed option clause are
as follows:
1
Rs.64,50,093.75
2
3
4
5
6
7
8
9

for
clause
clause
exercised POs)
27520 Nos
8256 Nos
Nil
8256 Nos
Rs.7,74,000
Rs.72,24,093.75
CMM
10.01.2015

will be with in the powers of original accepting authority ie.,CMM.
recommendations of TC, if approved we may concur the proposal
on M/s. Industrial Forge and Engg Co Ltd/Jamshedpur for a quantity
of 8256 Nos against PO.No.90939 dt:07.05.14.
SSO(A)/(SF)
Sr.AFA/(SF)
O FFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 04.12.2014
Dy.CMM/C&W
Sub : Procurement of side frame key for CTRB under (+) 30%
option
clause on M/s.Industrial Forge and Engg Co Ltd/Jamshedpur
against
Po.NO.90939 dt:07.05.14.
Ref : Dy.CMM/C&Ws Note No:17,18 of Case file No.PC.38.13.1143.
rate accepted from lowest offer is Rs.94.99 per No for Part I firm,
whereas the instant Purchase Order rate is Rs.93.75 per No. In view of
the financial advantage and as recommended by JAG tender committee,
Clause on M/s.Industrial Forge and Engg Co Ltd/Jamshedpur
against PO.NO.90939 dt:07.05.14 for a quantity of 8256Nos with
original terms and conditions with in Delivery Period.The total value after
exercising +30% option clause is Rs.72,24,093.75/-.
3.3 of

( A.K.GANE
SHAN )
Sr.AFA/SF
FA&CAO/S&W.
FINANCIAL
For
O FFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 04.12.2014
Dy.CMM/C&W
Sub :
exercising of
(+) 30% Option Clause on M/s. Escorts

Ltd/Faridabad(P.O.No:91581
dt:28.06.13), M/s. Ameenji rubber Pvt Ltd/Sc(P.O.No.91580
dt:28.06.13).
Ref:Dy.CMM/C&Ws Note No:16,17,23to26 of Casefile No.
PC.30.12.2041.
-oOo-oOoThe proposal received in connection with exercising (+) 30% Option
rate accepted from lowest offer is Rs.36950 per No for Part I firm and
Rs.32384.96 per no for Part II firm, whereas the instant Purchase Order
rate is Rs.29470.90 per no for Part I firm and Rs.28885.92 for Part II firm.
In view of the financial advantage and as recommended by JAG tender
30% Option Clause on M/s.Escorts Ltd/Faridabad against

PO.NO.91581 dt 28.06.13 for a quantity of 36Nos and on
M/s.Ameenji rubber against PO.NO.91580 dt.28.06.13 for a
quantiy of 107nos Total(36+107=143Nos) with original terms and
conditions with in Delivery Period.The total value after exercising +30%
option clause is Rs. 1,81,51,815.2/-.
3.3 of
5 Getting the MPOs vetted by Stores Finance section.
( A.K.GANE
SHAN )
Sr.AFA/SF
For FA&CAO/S&W.
O FFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 04.12.2014
Dy.CMM/Elec
Sub : Procurement of Valve regulated Lead Acid Battery of 2 V -1100AH
capacity.
Exercising of (+) 30% Option Clause against Po.No.92848
dt.06.11.14,92959
dt:25.11.13,92487 dt:06.11.14.
&&&
The proposal received in connection with exercising (+) 30% Option

new tender is Rs.11,11,527.66 per set for Part I source, and Rs. 11,01,581.74 per
set for Part II source- with PVC based on HZL lead price of Rs. 1,48,200), whereas
the instant Purchase Orders rates duly updating with PVC is Rs.11,10,950.48 for
Part I source and Rs. 11,01,582.48 per set for part II firm. In view of the financial
advantage to Railways and as recommended by SAG tender committe, finance
concurrence is hereby signified for exercising (+) 30% Option Clause on (i).M/s.
Microtex Energy Pvt Ltd/SBC Part II against PO.NO.92848 dt:06.11.13 for a
quantity of 7sets (ii).M/s.HBL Power Systems Ltd/Hyb against Po.No.92959
dt:25.11.13 for a quantity of 13sets and (iii). M/s.Exide Ind Ltd/Kolkata against
PO.NO.92847 dt:06.11.13 for a quantity of 9 sets with PVC upper sealing
pegged down to rates obtained in the tender opened on 18.07.2014 and with
original terms and conditions with in Delivery Period. The total value of the
contract including 30% option clause is RS.14,41,17,761.71

1. Obtaining the Sanction of original accepting authority, ie., AGM.
3.3 of
( A.K.GANE
SHAN )
Sr.AFA/SF
For FA&CAO/S&W.
NOTE/1
Sub : Procurement of FRP Loure Shutter for 2 feet wide
window.exercising of (+)
30% Option Clause against Po.No.91293 dt:03.06.13 & 91294

dt:03.06.13-reg.
Ref : Dy.CMM/C&Ws Note No:21,22,25 to 28of Case
fileNo.PC.30.13.1263.
have been placed on M/s.Excel Composites Pvt Ltd/Kolkata &
M/s.Fibro Plastichem India Pvt Ltd/Kolkata(AIR- Rs.836.30per No.)
with the acceptance of CMM for a total value of Rs.42,58,439.60 (L/FN/10).
clause on M/s. Excel Composites Pvt Ltd/Kolkata only as against M/s. Fibro
Plastichem India Pvt Ltd/Kolkata Delivery period expired on 31.12.2013
i.e before the new tender is opened(Hence option clause not exercised).
observations:
1
The proposal is being initiated based on the higher rates

rate accepted by the lowest tenderer in the new tender is
Rs.895.34 for Mft and Lgd and Rs.935.34 for TPTY, BZA,GTPL.
whereas the instant PO rate is Rs.836.30 per No. The new tender
has been finalized by the JAG tender committee duly
Purchase Order. As such, Stores department is proposing to
exercise (+)30% option clause on the instant Purchase Order. As
there is a rate difference of Rs.59.04 per No, it is financially
option clause for a quantity of 917 Nos on M/s. Excel Composites
Pvt Ltd/Kolkata against PO.No.91293 dated 03.06.13.Further, in
the tender opened on 28.07.14 the rates are higher i.e
Rs.914.84per No.
2 It is stated that the performance of the firm is satisfactory.
It is certified that the firm has supplied 1458 Nos out of 3055
Nos and DP is ahead for the balance quantity i.e 23.12.14,

further,1597 Nos are put up for inspection (supplied-48%).
3 The Delivery Period of the subject PO is available upto
23.12.14.
4.

proposed option quantity
NOTE/2
5.. The financial implications of the proposed option clause are
as follows:
1
2
3
4
5
6
7
8
9

clause
clause
required
Rs. 42,58,439.60
3055 Nos
917 Nos
Nil
917Nos
Rs.7,66,887.1
Rs.50,25,326.7
CMM
23.12.2014
With the exercise of above option clause, the revised

value will be with in the powers of original accepting authority
ie., CMM. As such, the proposal requires the concurrence of
Sr.AFA/SF.
option clause, if approved, we may agree for the proposed
option clause proposal against Po.No.91293 dt:03.06.13 for
a
quantity of 917 Nos on M/s. Excel composites Pvt
Ltd/Kolkata.
SSO(A)/SF
Sr.AFA/SF
NOTE/1
Sub : Procurement of Carbon Brush Block for Hitachi.. - Exercising of
(+) 30%
quantity Option Clause-reg.
Ref : Dy.CMM/Elec Note No:28,29,32 to36,39 of Case file No.
PE.25.13.4582.
option clause on the above subject item, received from Dy.CMM/E, which
is placed at Folio-1 may kindly be perused.
For procurement of the above subject item three Purchase Order
have been placed on (i) M/s. Mercen India Pvt Ltd/Bangalore Part-II
(AIR- Rs.255.45 per No.)-Development order (ii) M/s.Assam Carbon
Products Limited /Guwahati Part-I (AIR Rs.282.72) & (iii)
M/s.Mercen India Pvt Ltd/Bangalore Part-I (AIR- Rs.282.72 per No.)Regular order with the acceptance of CMM for a total value of
Rs.1,30,92,125.43 (L/F-N/22).
clause on M/s. Mersen India Pvt Ltd/Bangalore Part II firm, earlier the
proposal was not concurred due to non availability of performance. As

against other two part I firms option clause already exercised(concurred
vide Lr.No.A/SF/Qo1 dated 26.08.2014).
observations:
1 Stores department has stated that a new tender was opened on
07.03.2014. It is observed that the rates received in new tender are on
higher side (AIR- 285.10 per No for development order Part II firm), (AIR
Rs.301.12 per unit for regular order Part I firm). As such, JAG tender
committee of the subsequent tender recommended to exercise (+)30%
option clause on LPOs ie., on the above three POs.(Rate Diff is
285.10-255.45=29.65 per unit for development order purchase
orders and 301.12-282.72=18.4 per unit for regular order
purchase orders), as it is financially benefit to Railways.
2 It is certified by the stores department that the performance of the
firms is
satisfactory. The firm M/s. Mercen India Pvt
Ltd/Bangalore Part-II has supplied 7,500Nos out of 11,863Nos total
ordered quantity ie. 63% of the originally ordered quantity.
3 Necessary ANE is available in the case file to cover the above option
quantity.
4 The proposal has the Administrative approval of CMM (Folio-N/29) for
N/2
1
2
3
4
5
6

Rs.1,30,92,125.
43 .
47,452 Nos
14,236 Nos
10,677Nos
3,559 Nos
Rs.9,09,146.55
7
8
9

option clause
Rs.1,68,45,181.
8
CMM
08.12.2014
concur the proposal on. M/s. Mercen India Pvt Ltd/SBC Pt.II for a quantity
of 3,599Nos against Po.No.92599 dt:03.10.13.
SSO(A)/SF
Sr.AFA/SF
Dy.CAO/S&W
NOTE/1
Sub : Procurement of Spring Plank for CASNUB-22 HS Bogie conforming
to WD17 under (+) 30% Option Clause (P.O No:91335 Dt:20.06.14 &
91336
Dt:20.06.14)
Ref : Dy.CMM/C&Ws Note No:15,16,17,20,21,26 of Case file No.
PC.38.13.1154.
have been placed on M/s.Anand sales corporation/Kolkata- Part II
firm(AIR-9267.34) & M/s.Devvrat Industrial corporation/KolkataPart I firm (AIR- Rs.9313.41 per No.) with the acceptance of Dy.CMM
clause on the above two firms as recommended by subsequent tender
committee(F/144).
observations:
1 Stores department has stated that a new tender was opened on
25.07.14. It is observed that the rates received in new tender are on
higher side (Part I AIR-Rs.9652.28, Part II AIR-Rs.9603.30 per No). As
such, JAG tender committee of the subsequent tender recommended to
exercise (+)30% option clause on LPOs(F/144) ie., on the above two
POs.(Rate Diff is 9652.28-9313.41=338.87per unit for Part I
source and 9603.30-9267.34=335.96per unit for Part II source),
as it is financially benefit to Railways.
2 It is certified by the stores department that the performance of the
firms are
satisfactory. The firms has supplied the entire
order quantity.
3 Necessary ANE is available in the case file to cover the above option
quantity(F/163).
4 The proposal has the Administrative approval of Dy.CMM(Folio-N/15) for
5 Delivery period for the two Pos extended/refixed upto 23.01.2015.
1
Rs.
2
3
4
5
6
7
8

option clause
19,53,420.46
210 Nos
63 Nos
Nil
63Nos
Rs.5,86,007.71
Rs.25,39,428.17
Dy. CMM
the powers of original accepting authority ie.,Dy.CMM. As such, the
In view of the financial advantage involved and as recommend in
the subsequent TC, if approved we may concur the proposal on.
M/s.Anand Sales Corporation/Kolkata Part II for a quantity of 16Nos
against PO.No.91335 dt:20.06.14 & on M/s.Devvrat Industrial
corporation/Kolkata Pt.I for a quantity of 47Nos against Po.No.91336
dt:20.06.14.
SSO(A)/SF
Sr.AFA/SF
OFFICE
OF THE

SECUNDERABAD
No.ASF/Q 01
Dt. 05.12.2014
Dy.CMM/C&W
Sub : Procurement of Spring Plank for CASNUB-22 HS Bogie conforming
to WD17 under (+) 30% Option Clause (P.O No:91335 Dt:20.06.14 &
91336
Dt:20.06.14)
Ref : Dy.CMM/C&Ws Note No:15,16,17,20,21,26 of Case file No.
PC.38.13.1154.
-oOo-oOoThe proposal resubmitted in connection with exercising of (+) 30%
examined.
rate accepted from lowest offer is Rs.9652.28per No for Part I firm and
Rs.9603.30per no for Part II firm, whereas the instant Purchase Order
rate is Rs.9313.41per no for Part I firm and Rs.9267.34 for Part II firm. In
view of the financial advantage and as recommended by JAG tender
30% Option Clause on M/s.Anand Sales Corporation/Kolkata(Part II
firm)against PO.NO.91335dt 20.06.14 for a quantity of 16 Nos
and on M/s.Devvrat Industrial Corpn/Kolkata(Part I firm) against
PO.NO.91336
dt.20.06.14
for
a
quantiy
of
47
Nos
Total(16+47=63Nos) with original terms and conditions with in Delivery
Period.The total value

Rs.25,39,428.17/-.
after
exercising
+30%
option
clause
is

(i)

Dy.CMM.
(ii)

para 3.3 of
(iii)

quantity.
(iv)

year.
(v)
The concerned file.

( A.K.GANESHAN )
Sr.AFA/SF
FA&CAO/S&W.
For
OFFICE
OF THE

SECUNDERABAD
No.ASF/Q 01
Dt. 05.12.2014
Dy.CMM/Elec
Sub : Procurement of Carbon Brush Block for Hitachi.. - Exercising of
(+) 30%
quantity Option Clause-reg.

Ref : Dy.CMM/Elec Note No:28,29,32 to36,39 of Case file No.
PA.25.13.4582.
examined.
opened on 07.03.14) for the above subject item are on higher side i.e
Rs.301.12- Part I firm, Rs. 285.10 for Part II firm) when compared with the
rates of the instant purchase orders(Rs. 282.72 for part I firm and Rs.
255.45 for Part II firm). As the subsequent JAG tender committee also
recommended to exercise option clause on the Last Purchase Orders in
view of the financial advantage involved, finance concurrence is hereby
signified for exercising (+) 30% Option Clause on M/s. Mercen India Pvt
Ltd/Bangalore Part-II for a quantity of 3559 Nos each, with original
terms and conditions with in Delivery Period. concurrence for other firms
M/s Assam Carbon Products Part I firm and M/s. Mercen India Pvt Ltd Part I
firm already conveyed vide Lr.No.ASF/Q01 dated 26.08.14.
3.3 of
5. Ensuring reduction of enhanced quantity from the future tenders.
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
O FFICE
OF THE

SECUNDERABAD
No.ASF/Q 01
Dt. 08.12.2014
Dy.CMM/C&W
Sub : Procurement of Hand Brake wheel . exercising of (+) 30%
Option
Clause on M/s.Melbrow Engg Works Pvt Ltd/Kolkata against
Po.No.90093& 49011 of 23.01.2014
Ref:Dy.CMM/C&Ws Note No:24,25 of case file No.PC.38.14.1607.
rate accepted from lowest offer is Rs.774.45 for RYPS & Rs.775.50 for
MFT, whereas the instant Purchase Order rate is Rs.746/- for TYPS and
Rs.742/- for MFT. In view of the financial advantage and as recommended
by JAG tender committee, finance concurrence is hereby signified for
exercising (+) 30% Option Clause on M/s.Melbrow Engg Works Pvt
Ltd/Kolkata against PO.NO.90093 dt 23.01.14 for a quantity of
1765Nos and
on Po.NO.49011 dt:23.01.14 for a quantiy of
216nos Total(1765+216=1981Nos) with original terms and conditions
with in Delivery Period.The total value after exercising +30% option
clause is Rs. 1,59,48,262/-.
2.
3.3 of

( A.K.GANE
SHAN )
Sr.AFA/SF
For FA&CAO/S&W.
OFFICE OF THE
STORES FINANCE SECTION,RAIL NILAYAM, IInd
FLOOR,SECUNDERABAD
No.ASF/Q 01
Dt. 12.12.2014
Dy.CMM/DSL
Sub : Procurement of supply and installation and commissioning
and testing
of Microporciessor Processor based Locomotive Control
system
Exercising of (+) 30%.Option Clause on M/s. Medha Servo
Drives Pvt
Ltd/Hyb against Po.Nos.29092,49081,49082 dated 19.02.13
Ref : Your Note No:57 to 59 of case file No. DSL/12.12.5031.
examined.
All Inclusive rate quoted in the new tender is higher (REMMOLT+MBCSRs.37,15,091.94) as compared with the instant PO rate Rs.36,53,923.04,
as such SAG tender committee has recommended to drop the present
tender and advised to invoke +30% option clause on the instant POs so
that it is financially benefit to Railways, finance concurrence is hereby
signified for exercising (+) 30% Option Clause on M/s.Medha Servo
Drives Pvt Ltd/Hyb against PO.NO.29092,49081,49082 dt
19.02.13 for a quantity of 13sets as proposed with original terms
and conditions with in Delivery Period.The total value after exercising
+30% option clause is Rs. 26,67,36,381.92/-.
1. Obtaining the Sanction of original accepting authority, ie., GM.

3.3 of
( A.K.GANE
SHAN )
Sr.AFA/SF
For FA&CAO/S&W.
NOTE/79
Sub : Procurement of Axle Box Housing .- Exercising of
(+) 30%
Option Clause.P.O.No:91265 Dt:31.05.13 against M/s.
Rine
Engineering Pvt Ltd/Baddi.
Ref :Dy.CMM/C&Ws Note No:14,15,18 to 22 of Case file No.
PC/30.12.1102.
Order has been placed on M/s. Rine Engineering Pvt Ltd/Baddi
at an all inclusive rate of Rs.10,100/- per number and at a total
value of Rs. 72,31,600 with the acceptance of CMM (L/F-N/10).
observations:
rate accepted in the new tender is Rs.10,351.16 each (AIR). As the
rates of instant PO is lower than the subsequent tender and
financially beneficial to Railways, JAG tender committee has
recommended to invoke (+)30% option clause (L/F-265ante) on the
instant PO for a total quantity of 214 Nos.
firm is
satisfactory. The firm has supplied the entire order
quantity of 716 Nos with in the delivery date.
3. The delivery period was refixed upto 20.01.2015 vide F./281.
follows:
1
2
3
4
5
6


30% option clause
Rs.72,31,600
716 Nos
214 Nos
Nil
214 Nos
Rs.21,61,400/
Rs.93,92,997.
14
COS
NOTE/80
5. Necessary ANE is available (L/F-268) in the case file to cover the
7. In view of the financial advantage involved and as recommend in
the subsequent TC, if approved we may concur the proposal on.
M/s. M/s. Rine Engineering Pvt Ltd/Baddi for a quantity of
214Nos against PO.No.91265 dt:31.05.13

SSO(A)/(SF)
Sr.AFA/(SF)
NOTE/1
Sub : Procurement of PVC insulated, armoured unscreened
underground power cable size 2 Core * 25sqmm under
(+) 30% Option Clause.
Ref : Dy.CMM/S&Ts Note No:119 to122of Case file
No.PS.56.13.1032.

Dy.CMM/S&T, which is placed at Folio-1/C may kindly be perused.
For procurement of the above subject item twenty one
Purchase Orders have been placed on Nine firms(i) M/s.Scot
Innovation Wires & cables Pvt Ltd Part II firm(AIR-113275 per Km)minus option clause not exercised as the firm supplied the entire
ordered quantity (ii). M/s. Finecab Wires and cables Pvt Ltd part II
firm (AIR-109539.76 per Km)(DP expired, hence option clause not
exercised),(iii). M/s.Advance cables Technologies Pvt Ltd part II(AIR113275/-) (executive will be advised to process a proposal for
minus option clause)(iv). Atlanta Tele cables(part II firm)(AIR113270/-) DP expired before opening of new tender, hence option
not exercised) (v). CMI Ltd(part II firm) (Air-109539.76) contract
terminated and BG forfeited(vi). M/s.Tirupati Plastomatics Pvts Ltd
Part I firm(AIR-113461.08/-) DP expired before opening of new
tender, hence option clause not exercised(vii.) M/s. Kanhha cables
Pvt Ltd Part I firm(AIR-113461.08/-- DP expired before opening of
new tender(viii)M/s.Paramount communications Ltd Part I firm (AIR113461.08/-) DP expired before opening of new tender(ix). M/s.
J.K.CablesLtd-Part I firm(AIR-1,13,461.08)- exeutive proposed to
operate option clause as the rates obtained in the subsequent
tender are on higher side- with the acceptance of COS for a total
value of Rs.9,46,92,597.08(L/F-N/66) with (+)30% option clause.
option clause on M/s. J.K.Cables Ltd Part I firm as the rates obtained
in the subsequent tender are on higher side and as against other
firms DP expired in some cases before opening of the subsequent
tender,hence option clause not exercised.
observations:
1. It is stated that a new tender was opened on 05.12.2014 in
which the lowest technically suitable Part-I firm quoted
Rs.1,27,815-(AIR) (L/F-1009), whereas the subject POs rates
updated is Rs. 1,20,447.49(AIR). The new tender is not yet
finalized. However, as the Delivery Period of the firm
M/s.J.K.Cables Ltd is about to expire on 29.12.2014, Stores
department is proposing to exercise (+)30% option clause on
the above firm as it is financially advantageous to Railways in

exercising quantity option clause.
2. It is stated that the performance of the above firm is

satisfactory. However,
it is learnt that the firm M/s.J.K.Cables Pvt ltd has supplied
167.765 Km out of total ordered quantity of 218.18 Km( supplied
-77%).
3. Necessary indent is available for a quantity of 145 Km.
as follows:
1
Original Value of the Nineteen POs. (L/F-N/66)
2
3

available(218.18*30%)
option clause
4
5
6
7
8
9
5.0
Rs.9,46,92,597.0
8
837.99 Km
65.454Kms
Nil
65.454 Kms
Rs.78,83,769.79
Rs.10,25,76,366.
87
COS
29.12.2014

will be with in the powers of original accepting authority ie.,
COS. As such, the proposal requires the concurrence of
FA&CAO/S&W.

concur the proposal to exercise (+)30% quantity option clause for a
total quantity of
65.454 kms on (i)M/s.J.K.Cables Ltd against
Po.Nos.29031
dt:24.01.14,34012
dt:24.01.14,23017
dt:24.01.14,54005 dt:24.01.14,62505 dt:24.01.14 with PVC upper
sealing may be pegged down to rates obtained in the
tender opened on 05.12.2014.Further, we may advise to reduce
the above option quantity in the subsequent new tender and
finalize the same.
Submitted please.
Sr.AFA/SF
Dy.CAO/S&W
OFFICE
OF THE
FINANCIAL ADVISER AND CHIEF ACCOUNTS OFFICER
SECUNDERABAD
(S&W),
No.ASF/Q 01
Dt. 22.12.2014
Dy.CMM/C&W
Sub : Procurement of Air Brake Hose Coupling assembly
under (+) 30% Option Clause-reg.
Ref : Your Note No:88 to 89 of Case file No.PW.38.13.1543.
-oOoThe proposal received in connection with exercising of (+)
30% Option Clause on the above subject item Purchase Orders has
been examined.
It is observed that the rates received in subsequent tender
(ie., opened on 25.02.14 & 26.09.14 for the above subject item are
on higher side when compared with the rates of the instant
purchase orders. In view of the financial advantage to Railways,
finance concurrence is hereby signified for exercising (+) 30%
Option Clause on (i) M/s.Avadh Rubber/Haridwar for a quantity of
1851 Nos against PO.NO. 90924 dt:07.05.14 only with original
terms and conditions with in Delivery Period. Further, as regards to

M/s. General Rubber Co P Ltd/NDls after satisfactory performance
the case may be processed for concurrence and as against expired
purchase orders(M/s. A.B.Elasto Products Pvt Ltd, M/s.IMT cables Pvt
Ltd & ASP sealins Products ltd) it is advised to take consent from
the firms for accepting 30% option clause and refix the DP for the
enhanced quantity and resubmitted so that financial advantage is
not lost.
para 3.3 of
3.
quantities.
4.
year.
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
O FFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 22.12.2014
Dy.CMM/C&W
Sub :
Option
Procurement of Axle housing
. exercising of (+) 30%
Clause on M/s.Rine Engineering Pvt Ltd/Baddi against Po.no.

91265
dt:31.05.13.
Ref:Dy.CMM/C&Ws
No.PC.30.12.1102.
Note
No:14,15,18
to
22
of
case
file

Purchase Order rate is Rs.10,100/- . In view of the financial advantage
and as recommended by JAG tender committee, finance concurrence is
hereby signified for exercising (+) 30% Option Clause on M/s.Rine
Engineering Pvt Ltd/Baddi against PO.NO.91265 dt 31.05.2013
for a quantity of 214Nos with original terms and conditions with in
Delivery Period.The total value after exercising +30% option clause is Rs.
93,92,997.14/-.
3.3 of
( A.K.GANE
SHAN )
Sr.AFA/SF
For FA&CAO/S&W.
In continuation to the section note at pre-page, Add.CMD has

resubmitted the proposal duly clarifying(F/60/C) in response to this
office observations placed at F/59/C, which may kindly be perused.
It is certified by Addl CMD that 500 Nos of equipments were
supplied before the expiry of the contract period i.e 09.09.2014 and
No local purchase were made after the expiry of rate contract
period(F/60/C).
As regard to entering into rate contract is time consuming, it
is clarified that due to typing error it was typed as Rate contract
instead of open tender is time consuming.
In view of the above, if approved we may signify the
concurrence as proposed to enter into Rate contract for a period of
2 years for procurement of Hearing Aid on Open Tender Basis as
against Limited tender proposed, for smooth running of hosipital
and timely supplies to patients.
FA&CAO/S&W may accord approval.
Submitted please.
Sr.AFA/SF
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
29.12.2014
Dy.CMM/S&T
Dt.
Sub : Procurement of PVC insulated, armoured unscreened

underground power cable size 2 Core * 25sqmm under (+)
30% Option Clause against
Po.Nos.29031,34012,23017,54005,62505 dated 24.01.2014.
Ref : Dy.CMM/S&Ts Note No:119 to122of Case file
No.PS.56.13.1032.
-oOo-oOoThe proposal received in connection with exercising (+) 30% Option
on 05.12.2014) for the above subject item is on higher side. The rate obtained
from lowest offer is Rs.1,27,815, whereas the instant Purchase Order updated
rate is Rs.120447.49/- . In view of the financial advantage and as DP is expiring
on 31.12.2014, finance concurrence is hereby signified for exercising (+) 30%
Option Clause on M/s.J.K.Cables Ltd against PO.NO.29031 dt:24.01.14 for
a quantity of 12.084 Km, Po.NO.34012 dt:24.01.2014 for a quantity of
26.019 Km , Po.No.23017 dt:24.01.2014 for a quantity of 2.25Km,
PO.NO.54005 dt:24.01.14 for a quantity of 18.633 Km and
Po.NO.62505
dt:24.01.14
for
a
quantity
of
6.468Km
total
quantity(12.084+26.019+2.25+18.633+6.468=65.454) with PVC upper
ceiling pegged down to rates obtained in the tender opened on 05.12.2014
and with original terms and conditions with in Delivery Period.The total value
after exercising +30% option clause is Rs. 10,25,76,366.87/-.

Further, if rates are reduced after negotiation then COS should not operated
option clause. Since, DP of the firm is expiring on 29.12.2014, option clause is
agreed to, subject to final rate being higher in the subsequent tender opened on
05.12.14, than the present rate.
This issues with the approval of FA&.CAO/S&W
( K.HEMA )
AAO/SF
For FA&CAO/S&W.
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
30.12.2014
Dt.
Dy.CMM/Elec
Sub : Procurement of Low Mintenance diesel Loco starter battery 8 V 500

AH
capacity. under (+) 30% Option Clause.
on 14.08.14) for the above subject item is on higher side. The rate obtained
from lowest offer is Rs.41,077.37 per unit for PartI firm, whereas in the instant
Purchase Order updated rate is Rs.40,893.27 per unit. In view of the financial
advantage and Sr. Scale tender committee recommendation
finance
M/s.M/s. Celtek Batteries Pvt Ltd against PO.NO.90479 dt:11.03.14 for
a quantity of 5 Nos and on M/s.HBL power Ltd/Hyb against
PO.No.90477
dt:11.03.14
for
a
quantity
of
14
Nos
total
quantity(5+14=19 Nos) with PVC upper ceiling pegged down to rates
obtained in the tender opened on 14.08.14 or actual whichever is lower and

with original terms and conditions with in Delivery Period. The total value after
exercising +30% option clause is Rs. 83,18,160.48.
( K.HEMA )
AAO/SF
For FA&CAO/S&W.
NOTE/1
Sub : Procurement of M.S Flats .exercising of (+)30%
Option Clause
against Po.No.90733 dt:11.04.14 on M/s. Pushpa Ispat
Pvt
Ltd/SC.
Ref : Dy.CMM/Gs Note No:35 of Case fileNo.PB.90.13.1156.
Dy.CMM/G, which is placed at Folio- 1/C may kindly be perused.
For procurement of the above subject item a Purchase Order
is placed on M/s.Pushpa Ispat Pvt Ltd/SC(AIR- Rs.46,200 per
MT) with the acceptance of CMM/G
for a total value of
Rs.44,35,200/- (L/F-N/25).
observations:
1
The proposal is being initiated based on the higher rates

was opened on 20.08.2014 for the subject item. The All
inclusive rate accepted in the subsequent tender is
Rs.47,831.64 per Mt, whereas the instant PO rate is Rs.
46,200 per MT. In view of the financial advantage and as per
the recommendation of JAG tender committee (+)30%
quantity option clause for a quantity of 28.8 MT on
M/s.Pushpa Ispat Pvt Ltd/Sc against PO.No.90733 dt:11.04.14.
2 It is stated that the performance of the firm is satisfactory.

The material was inspected and passed for a quantity of 96
MT (total ordered quantity) vide IC at F-285The Delivery
Period of the subject PO is expiring on 31.12.2014.
3. Necessary ANE is available in the case file to cover the
4.
The financial implications of the proposed option clause
are as follows:
1
2
3
4
5
6
7
8
9

clause
clause
required
Rs. 44,35,200
96MT
28.8MT
Nil
28.8MT
Rs.13,30,560
Rs.57,65,760
CMM
31.12.2014

Sr.AFA/SF.

proposed option clause, if approved, we may agree for
the
proposed
option
clause
proposal
against
Po.No.90733 dt:11.04.14 for a quantity of 28.8Mt on
M/s.Pushpa Ispat Pvt Ltd
SSO(A)/SF
Sr.AFA/SF
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 31.12-2014
Dy.CMM/G
Sub : Procurement of M.S Flats .exercising of (+)30% Option
Clause
against Po.No.90733 dt:11.04.14 on M/s. Pushpa Ispat Pvt
Ltd/SC.
examined.
rate accepted from lowest offer is Rs.47,831.64 per MT, whereas the
instant Purchase Order rate is Rs.46,200. In view of the financial
advantage and as recommended by JAG tender committee, finance
M/s.Pushpa Ispat Pvt Ltd/SC for a quantity of 28.8MT against
Po.NO.90733 dt:11.04.14 with original terms and conditions with in
Delivery Period. The total value after exercising +30% option clause is Rs.
57,65,760.

3.3 of

( A.K.GANE
SHAN )
Sr.AFA/SF
FA&CAO/S&W.
For
NOTE/1
Sub : Procurement of Pin with Bulb cotter..exercising of
(+)30%
Option Clause against Po.No.90061 dt:22.01.14 on
M/s.Debasis
Industries/Howrah.
Ref : Dy.CMM/C&Ws Note No:17 to 18 of Case
File No.PW.38.13.1800.
Orders
have
been
placed
on
M/s.Debasis
Industries/Howrah(AIRRs.42.03
per
No),
M/s.T.B.S.Engineering Works/Howrah(AIR-Rs.42.03 per No)
(DP expired on 30.05.14 i.e before opening of new tender,
hence option clause not exercised) with the acceptance of
Dy.CMM for a total value of Rs.11,90,205.54/- (L/F-N/12).
observations:
1. The proposal is being initiated based on the higher rates

inclusive rate accepted in the subsequent tender is Rs.42.60
per No, whereas the instant PO rate is Rs. 42.03 per No. In
view of the financial advantage and as DP is expiring on
06.01.15 (+)30% quantity option clause for a quantity of
1731 Nos on M/s.Debasis Industries/Howrah against
PO.No.90061 dt:22.01.14.
2. It is stated that the performance of the firm is satisfactory.
The firm has supplied 5701 Nos out of total order quantity of
5769Nos. The Delivery Period of the subject PO is expiring
on 06.01.2015.
3. Necessary ANE is available in the case file to cover the
as follows:
2
3
4

clause
clause
5
6
7
8
9
Rs.
11,90,205.54
28318Nos
1731Nos
Nil
1731Nos
Rs.72,753.93
Rs.12,62,959.4
7
Dy.CMM
06.01.15

ie.,Dy.CMM. As such, the proposal requires the concurrence of
Sr.AFA/SF.
In view of the financial advantage involved and as per
the
TC recommendation in the subsequent tender, if
approved, we may agree for the proposed option clause
proposal against Po.No.90061 dt:22.01.14 for a quantity of
1731 Nos on M/s.Debasis Industries /Howrah.
SSO(A)/SF
Sr.AFA/SF
NOTE/1
Sub : Procurement of Flexible PolyVinyl chloride(PVC)..exercising of
(+)30%
Option Clause against Po.No.90459 dt:06.03.14 on M/s.Responsive
Industries/Mumbai.
Ref : Dy.CMM/Gs Note No:15 to 17 of Case fileNo.PO.75.13.1416.
is placed at Folio- 1/C may kindly be perused.
For procurement of the above subject item a Purchase Order was
placed on M/s.Responsive Industries/Mumbai(AIR- Rs.5397.85 per
No) with the acceptance of CMM/G for a total value of Rs.55,59,785.50/(L/F-N/11).
observations:
rate quoted by the L1 in the subsequent tender is Rs.10,641.80
per No, whereas the instant PO rate is Rs.5,397.85 per No. The
new tender is not yet finalized. However, as the Delivery Period
of the firm M/s.Responsive Industries/Mumbai is about to expire
on 31.12.2014, Stores department is proposing to exercise
(+)30% option clause on the above firm as it is financially
advantageous to Railways in exercising quantity option clause.
2.
It is stated that the performance of the firm is satisfactory.

The firm has supplied 1030Nos before the Delivery Period
3.


as follows:
1
2
3
4

clause
clause
5
6
7
8
9

Rs.55,59,785.5
0
1030Nos
309Nos
Nil
309Nos
Rs.16,67,935.6
5
Rs.72,27,721.1
5
CMM
31.12.2014

ie.,CMM. As such, the proposal requires the concurrence of
Sr.AFA/SF.
proposed option clause, if approved, we may agree for the
proposed option clause proposal against Po.No.90459
dt:06.03.14 for a quantity of 309Nos on M/s.Responsive
Industries/Mumbai.

SSO(A)/SF
Sr.AFA/SF
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 31.12-2014
Dy.CMM/G
Sub : Procurement of M.S Flats .exercising of (+)30% Option
Clause
against Po.No.90733 dt:11.04.14 on M/s. Pushpa Ispat Pvt
Ltd/SC.
examined.
rate accepted from lowest offer is Rs.47,831.64 per MT, whereas the
instant Purchase Order rate is Rs.46,200. In view of the financial
advantage and as recommended by JAG tender committee, finance
M/s.Pushpa Ispat Pvt Ltd/SC for a quantity of 28.8MT against
Po.NO.90733 dt:11.04.14 with original terms and conditions with in
Delivery Period. The total value after exercising +30% option clause is Rs.
57,65,760.

3.3 of
( A.K.GANE
SHAN )
Sr.AFA/SF
FA&CAO/S&W.
For
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 31.12-2014
Dy.CMM/G
Sub : Procurement of Flexible PolyVinyl chloride(PVC)..exercising of
(+)30%
Option Clause against Po.No.90459 dt:06.03.14 on M/s.Responsive
Industries/Mumbai.
Ref : Dy.CMM/Gs Note No:15 to 17 of Case fileNo.PO.75.13.1416.
examined.
rate quoted by the lowest offer is Rs.10,641.80 per No, whereas the
instant Purchase Order rate is Rs.5397.85 per No. In view of the financial
advantage and as the Delivery Period of the subject Po is expiring on
31.12.2014 , finance concurrence is hereby signified for exercising (+)
30% Option Clause on M/s.Responsive Industries/Mumbai for a
quantity of 309Nos against Po.NO.90459dt:06.03.14 with original terms
and conditions with in Delivery Period. The total value after exercising +30%
option clause is Rs. 72,27,721.15.

3.3 of
It is further advised that the above option quantity of 309 Nos may
be reduced in the quantity to be procured in the subsequent new
tender, which was opened on 19.12.2014.
( A.
K.GANESHAN )
Sr.AFA/SF
FA&CAO/S&W.
For
NOTE/1
Sub : supply of Modified Elastomeric Pads.. under (+) 30%
Option
Clause, against M/s.Basant Rubber factory Ltd/Mumbai
& M/s.Prag Industires India Pvt Ltd/Lucknow.
Ref : Dy.CMM/C&Ws Note No:43 to 47of Case file
No.PW.38.13.1145.
For procurement of the above subject item four Purchase
Orders have been placed on (i) M/s.Basant Rubber Factroy
Ltd/Mumbai, Part I firm(AIR- Rs.972 per No) (ii) M/s.Prag
Industries India Pvt ltd Part I firm(AIR- Rs.972 per No.), (iii)
M/s.MGM Rubber company/Kolkata Part II firm(AIRRs.920.23 per No) & (iv)M/s.Howrah Forgings Ltd/Kolkata Part
II firm(AIR- Rs.920.25per No) with the acceptance of COS for a
total value of Rs.6,90,83,864.66(L/F-N/32) with (+)30% option
clause.
option clause on M/s. Basanth Rubber Factory Ltd & M/s. Prag
Industries India Pvt Ltd only as regards to other firms performance
is not satisfactory, hence option clause not exercised.
the L1 Part I tenderer has quoted AIR Rs.1048.82 per No. The
instant POs rate is AIR Rs.972 per No, similarly, the rates
quoted by L1 Part II firm is AIR- Rs.967.42, whereas the Instant
PO rate is AIR- Rs.920.23 per No. The new tender has been
dropped as the rates received are on higher side and duly
recommending to exercise (+)30% option clause in the instant
Purchase Order(L/F-454), as the quantity to be procured is
35,289 Nos the excess Qty of 27,627 Nos available and 30%
option clause at lower rate for 21,609Nos put together works out
to 48,867 Nos representing 13 months requirements that will be
very much sufficient for next CP. Hence it is proposed not to
procure any quantity against the present tender and recommend
to discharge the tender and drop the procurement action. As
such, Stores department is proposing to exercise (+)30% option
clause on the instant Purchase Orders. As it is financially

option clause for a quantity of 21,609 Nos on the above firms.
Since the Performance of the firms M/s. MGM Rubber Company
and M/s. Howrah Forgings Ltd/Kolkata are Poor, executive has
not recommended for option clause and procurement action for
a quantity of 16207 Nos only.
However, it is observed that M/s. MGM Rubber Co/Kolkata &
M/s.Howrah Forgings Ltd/Kolkata has not commenced the
supplies, hence option clause cannot be exercised and as
against M/s. Prag industries India P Ltd/Lucknow the
firm has supplied 10,805 Nos out of total ordered
quantity of 21610 Nos(supplied 50%),and DP is ahead for
the balance unsupplied quantity i.e upto 30.06.15, Hence
option clause is exercised on the above firm for a
quantity of 6483 Nos, as against M/s. Basant Rubber Factory
Ltd/Mumbai the firm has supplied 8,104 Nos against 32,415
Nos(supplied 25%only) and DP is ahead for the balance quantity.
As the supplied quantity is only 25% option clause will be
exercised after satisfactory performance.
3. The Delivery Period of the subject PO is available upto
30.06.2015.
4. Necessary Indent is available to cover the proposed option
clause quantity.
as follows:
1
2
3
4
5
6
7

option clause
8
9
Rs.6,90,83,864
.66
72033 Nos
21,609 Nos
Nil
6483 Nos
Rs.63,01,476
Rs.7,53,85,340
.66
COS
30.06.2015
In view of the financial advantage and as per the recommendations
of the subsequent tender committee option clause is exercised on M/s.
Prag Industries India Pvt Ltd for a quantity of 6483 Nos against
Po.No.91809 dt:12.08.14. and as against other firms after satisfactory
performance option clause will be exercised.
SO(A)/SF
Sr.AFA/SF
Dy.CAO/S&W
NOTE/1
Sub :- Procurement of Non Asbestos L type composite Brake Blocks.
Exercising of (-)30% option clause. P.O.No:92059
Dt:12.09.14.
Ref :- Dy.CMM/Dsls Note No. 28,29 of Case file No:Dsl.11.13.3690.
option clause on the above subject item, received from Dy.CMM/DSL, is
Three Purchase Orders have been placed for procurement for the
above subject item on (i).M/s.BIC Auto Pvt Ltd/New Delhi, Part II firm(AirRs.525/- per No) (ii). M/s.Industrial Laminates Pvt Ltd/Mumbai, Part I
firm(Air- Rs.543) (iii). Rane Brake Lining Ltd/Chennai, Part I firm(AIRRs.543) for a total quantity of 15,883 Nos at a total value of
Rs.85,24,158/- with the acceptance of CMM/M (L/F-N/16).
P.O No. 92059 Dt:12.09.14 for a quantity of 1,392 Nos. As against other
firms, Delivery period expired and total ordered quantity supplied within
the DP expired on 31.07.14, Hence (-) 30% option clause not exercised.
observations:
(i)

recently ie on 30.09.14, from lowest technically suitable offer is
Rs.521 per No(L/F-209), whereas the instant PO rate is Rs.543/per No.
(ii)
It is observed from the case file that it has been proposed to

exercise minus 30% option clause in view of the poor quanlity of
the material supplied. The firm still has to supply 4641Nos.
(iii)
As the original tender was finalized with JAG tender committee

and accepted by CMM, the above proposal requires the
concurrence of Sr.AFA/SF for exercising (-)30% option clause.
(iv)

of CMM (Folio-N/29).

exercise
SSO(A)/(SF)
Sr.AFA/(SF)
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 05.01.2015
Dy.CMM/C&W
Sub : Procurement of Pin with Bulb cotter..exercising of
(+)30%
Option Clause against Po.No.90061 dt:22.01.14 on

M/s.Debasis
Industries/Howrah.
Ref : Dy.CMM/C&Ws Note No:17 to 18 of Case
File No.PW.38.13.1800.
examined.
rate accepted from the lowest offer is Rs.42.60 per No, whereas the
instant Purchase Order rate is Rs.42.03 per No. In view of the financial
Option Clause on M/s.Debasis Industries/howrah for a quantity of
1731Nos against Po.NO.90061dt:22.01.14 with original terms and
conditions with in Delivery Period. The total value after exercising +30%
option clause is Rs. 12,62,959.47.

3.3 of
( A.
K.GANESHAN )
Sr.AFA/SF
FA&CAO/S&W.
For
OFFICE
OF THE

SECUNDERABAD
No.ASF/Q 01
05.01.2015
Dt.
Dy.CMM/C&W
Sub : Supply of Body side arrangement under (+)30%
Option
Clause.
Ref : Dy.CMM/C&Ws Note No:81 to 87 of Case File No.
PW.38.13.5058.
-oOo-

Clause on the above subject item Purchase Order has been examined and
the following are the observation.
1. The procurement was made in the month of OCT2013 and the TC
recommended to drop the procurement and advised to operate 30%
option clause as the rates received are same. As such whether the
subject item is required at this juncture may be furnished, since the
time taken for procurement of the subject item was long back i.e 1
Year 3 months.
2. It is advised to compare the rate with other railways for the subject
item, if not available in this railway to justify the rate reasonability. In
reply it is furnished that L1 rate of Rs 79635.15 against Tender
opened on 04.09.14 in Southern Rly has been compared and option
clause proposal was processed. Whereas, it is noticed that the rate of
instant PO is Rs.82,425.11(Regular order) and Rs.76,524/(development order). Hence, the L1 rate quoted in the subsequent
tender is lower than the Instant PO rate. The same may be clarified.
3. Details supply position may be furnished with documentation. The

DP is upto 31.01.15, as such immediate action may be taken in order
to avail Financial advantage to Railways. Further, whether the firm
has offered the material for inspection/dispatched/material received
in the depot and accounted may be furnished.
The case file is returned herewith.
Encl: case file
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
OFFICE
OF THE
SECUNDERABAD
(S&W),
No.ASF/Q 01
Dt. 09.01.2015
Dy.CMM/C&W
Sub : Supply of Modified Elastomeric Pads.. under (+) 30%
Option
Clause, against M/s.Prag Industires India Pvt
Ltd/Lucknow.
Ref : Dy.CMM/C&Ws Note No:43 to 47of Case file
No.PW.38.13.1145.
been examined.
(ie., opened on 05.11.2014 for the above subject item are on higher
side when compared with the rates of the instant purchase orders.
In view of the financial advantage to Railways and SAG TC

recommendations , finance concurrence is hereby signified for
exercising (+) 30% Option Clause on (i) M/s.Prag Industries India
Pvt Ltd/Lucknow for a quantity of 6483 Nos against PO.NO. 91809
dt:12.08.14 only with original terms and conditions with in Delivery
Period. Further, as regards to M/s. MGM rubber co, M/s.Howrah
forgings Ltd,M/s. Basant Rubber Factory Ltd, it is advised that after
satisfactory performance option clause may be processed.
para 3.3 of
3.
quantities.
4.
year.
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
NOTE/1
Sub : Procurement of Side frame friction liner..exercising of (+)30%
Option Clause against Po.No.91142 dt:28.05.14 on M/s.Melbrow
Engg Works
Pvt Ltd/Kolkata.
Ref : Dy.CMM/C&Ws Note No:29,30 of Case fileNo.PW.38.13.1134.
-oOo-
A proposal seeking finance concurrence for operating (+) 30%

For procurement of the above subject item a Purchase Order was
placed on M/s.Melbrow Engg Works Pvt Ltd/Kolkata(AIR- Rs.204.35
per no) with the acceptance of Dy.CMM/C&W for a total value of
Rs.17,90,321.30/- (L/F-N/19).
observations:
received in subsequent tender. It is stated that a new tender was
quoted by the L1 in the subsequent tender is Rs.284.50 per No,
whereas the instant PO rate is Rs.204.35 per No. The new tender
is dropped and JAG Tender committee recommended to operate
option clause as it is financially advantageous to Railways in
exercising option clause(F/179 of Link file).
2.

The firm has supplied 7198Nos entire ordered quantity before
the Delivery Period(F/175)
3.


as follows:
1
2
3
4

clause
clause
5
6
7
8
9
Rs.17,90,321.3
0
7198Nos
2159Nos
Nil
2159Nos
Rs.4,41,191.65
Rs.22,31,512.9
5
Dy.CMM
05.02.2015

ie.,Dy.CMM. As such, the proposal requires the concurrence of
Sr.AFA/SF.
proposed option clause, if approved, we may agree for the
dt:28.05.2014 for a quantity of 2159Nos on M/s.Melbrow
Engg Works Pvt Ltd/Kolkata.
SSO(A)/SF
Sr.AFA/SF
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 12.01.2015
Dy.CMM/C&W
Sub : Procurement of Side frame friction liner..exercising of (+)30%
Option Clause against Po.No.91142 dt:28.05.14 on M/s.Melbrow
Engg Works
Pvt Ltd/Kolkata.
Ref : Dy.CMM/C&Ws Note No:29,30 of Case fileNo.PW.38.13.1134.
examined.
rate quoted by the lowest offer is Rs.284.50 per No, whereas the instant
Purchase Order rate is Rs.204.35 per No. In view of the financial
Option Clause on M/s.Melbrow Engg Works Pvt Ltd/Kolkata for a
quantity of 2159 Nos against Po.NO.91142 dt:28.05.2014 with original
terms and conditions with in Delivery Period. The total value after exercising
+30% option clause is Rs. 22,31,512.95.

3.3 of

( A.
K.GANESHAN )
Sr.AFA/SF
FA&CAO/S&W.
For
NOTE/1
Sub : Procurement of body side arrangement- Exercising of
(+) 30%
quantity Option Clause on M/s. RamaKrishna
engg/Howrah.
Ref : Dy.CMM/C&Ws Note No:81,86to 89 of Case file
No.38.13.5058.
Dy.CMM/C&W, which is placed at Folio-1 may kindly be perused.
Orders have been placed on 2 firms viz., (i) M/s.Modern Hitech
Products
Pvt
ltd/Kolkata
(AIR-Rs.76,524/per
No)
(ii)M/s.Ramakrishna Engg/Howrah(AIR- Rs.82,425.11each) with
the acceptance of COS for a total value of Rs.3,27,60,035.20(L/FN/70).
option clause on M/s.RamaKrishna Engg/Howrah as the demand is
available for the subject item, and after satisfactory performance
option clause will be exercised on M/s. Modern Hitech Products Pvt
Ltd/Kolkata.
observations:
(i)
Earlier, the proposal was returned with some observations

vide letter placed at Flag-B, which may kindly be perused. As
the instant purchase order rate is higher than the subsequent
tender opened rate opened on 04.09.2014 at southern Railway,
the proposal was returned.
(ii)

resubmitted the proposal duly endorsing the file to
FA&CAO/S&W, Stores department requested this office to concur
the proposal.
(iii)
It is stated by the stores department that L1 firm M/s. Uma

fabrication does not have performance as per SCR. Hence the
rate cannot be taken as base rate for comparison. Further, it is
stated that the tender was not finalized so far (position taken
over phone).
(iv)
As per tender eligibility conditions(L/F/N-54) the tenderer must

have supplied the same/similar items to SC Rly or other zonal
Rlys and documentary evidence must be furnished along with
their offer evidencing the execution of such purchase orders.
Hence rate justification not made. Further, it is to state that
without the outcome of the tender opened on 04.09.2014 the
case cannot be concluded.
(v)
Necessary NS indent (L/F-1075) is available in the case file to

(vi)
It is stated that the performance of the firm is satisfactory. The

firm has supplied 180Nos out of 360Nos, original Delivery period
is valid upto 05.02.2015(F/1088)
(vii)

as follows:
1
2
3
4

clause
clause
5
6
7
8
9

Rs.3,27,60,035
.20
400Nos
120Nos
Nil
108Nos
Rs.89,01,911.8
8
Rs.4,16,61,947
.08
COS
05.02.2015

ie.,COS. As such, the proposal requires the concurrence of
FA&CAO/S&W.
In view of the non justification of rate, put up for orders
whether to concur the proposal to exercise (+)30% option clause
on the above firm or otherwise please.
SSO(A)/(SF)
Sr.AFA/(SF)
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 28.01.2015
Dy.CMM/C&W
Sub : Procurement of Body side arrangement ..- Exercising of (+)
30%
Option Clause on M/s. RamaKrishna
Engg/Howrah,P.O.No:79069
Dt:27.06.14.
Ref : Your Note No:81,86 to 89 of Case file No. PW.38.13.5058.
-oOo-
The proposal received in connection with exercising of (+) 30%

examined.
opened on 04.09.2014 in Southern Railway) for the above subject item
L1rate is lesser than the present tender rate is on higher side. With
reference to Dy.CMM/C&W remarks that the firms doesnt have
performance on SCR, since the condition of performance on SCR is not
mandatory as performance on other Railways is accepted for awarding
tender. However, it remains to be seen whether this firm will get the PO
from Southern Railway till such time, the acceptability of this rate cannot
be confirmed. TC may go for negotiation also. Since DP of M/s.
Ramakrishna is available only upto 05.02.2015. Therefore it is advised to
either wait till offer of M/s. Uma fabricated (L1) is decided upon or
operate (+)30% option clause on rate of Rs. 79635.15 on M/s. Rama
Krishna Engg taking the firm rate prima-facie, with original terms and
(i)
(ii)
(iii)

Obtaining the Sanction of original accepting authority, ie., COS.0.

para 3.3 of
(iii) Fixing reasonable delivery schedule for the enhanced quantity.
(iv.) Ensuring availability of funds during the current financial year.
(vi.)
( A.K.GA
NESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
NOTE/1
Sub : Procurement of 80 column Dot Matrix printers for
printing UTS
tickets- Exercising of (+) 30% Option Clause on M/s

Atlantis
Enterprises, P.O.No:20070 dt:22.09.2014.
Ref :Dy.CMM/S&Ts Note No:24,25of Case file
No.PS.59.14.5015.
Dy.CMM/S&T, which is placed at Folio- 1/C may kindly be perused.
Order has been placed on M/s.Atlantis Enterprises/Mumbai at
an all inclusive rate of Rs.10,542 per number and at a total value of
Rs.76,21,866 with the acceptance of CMM (L/F-N/15).
observations:
in the subsequent tender. It is stated that a new tender was opened
on 09.01.2015 for the subject item. The All inclusive rate L1 quoted
in the new tender is Rs.13,230 each (AIR). As the rates of instant
PO is Rs. 10,542 per No, lower than the subsequent tender and
financially beneficial to Railways, Since the DP is expiring and the
finalization of new tender will take time, as such Dy.CMM/S&T
proposed to operate (+)30% option clause and the same was
approved by CMM(L/F/N-25)
firm is
satisfactory. The firm has supplied the entire ordered
quantity of 723 Nos on 22.12.2014.(supplied 100%)
follows:
1
2
3
4
5
6
7

Rs.76,21,866.
723Nos
217 Nos
Nil
217 Nos
Rs.22,87,614
Rs.99,09,480
8
9
30% option clause

Delivery period
CMM
29.01.2015
NOTE/2
4. Necessary non stock indent is available (L/F-168) in the case file to
such, the proposal requires the concurrence of Sr.AFA/SF.
In view of the financial advantage and as Delivery period of the
subject item is expiring on 29.01.2015, if approved we may concur the
proposal to exercise (+)30% option clause on M/s. Atlantis
Enterprises/Mumbai for a quantity of 217 Nos against Po.No.20070
of 22.09.2014, duly deducting the proposed 30% option clause
operated quantity in the subsequent tender.
SSO(A)/(SF)
Sr.AFA/(SF)
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 28.01.2015
Dy.CMM/S&T
Sub : Procurement of 80 column Dot Matrix printers for printing UTS
tickets- Exercising of (+) 30% Option Clause on M/s Atlantis
Enterprises, P.O.No:20070 dt:22.09.2014.
Ref :Dy.CMM/S&Ts Note No:24,25of Case file No.PS.59.14.5015.
examined.
The file has been received for concurrence today i.e on 28.01.2015,
even though subsequent tender was opened on 09.01.2015 wherein
higher rates were received. The firm has completed the supplies in full on
22.12.2014. File was approved by CMM for processing 30% option clause
on 23.01.2015 and there is considerable delay for sending the file to
finance though the DP is available upto 29.01.2015 only. This scenario
has infact happened time and again and brought to the notice of the
Stores Department. As already suggested by finance through FA&CAO

that there should be a full proof system in exercising +/-30% option
clause by default and it was suggested to programme accordingly so as
to avail financial benefit by the Railways. It is once again reiterated that
necessary action may please be taken to process the files well in time for
financial gain by Railways.
rate quoted by the lowest tenderer is Rs.13,230 per No, whereas the
instant Purchase Order rate is Rs.10,542 per No from the same firm. In
view of the financial advantage and as the delivery period is expiring on
29.01.2015, finance concurrence is hereby signified for exercising (+)
30% Option Clause as proposed on M/s.Atlantis Enterprises /Mumbai
for a quantity of 217Nos against Po.NO.20070 dt:22.09.2014 with original
terms and conditions with in Delivery Period and MPO released forthwith
duly reducing the 30% option quantity in the subsequent tender. The total
value after exercising +30% option clause is Rs. 99,09,480.

3.3 of

( A.
K.GANESHAN )
Sr.AFA/SF
FA&CAO/S&W.
For
In continuation to notings at pre-page and a letter addressed to

Dy.CMM/S&T (vide F-8/C) may please be perused. The file has been resubmitted
by COS office with the observation of Dy.CMM/E stating that there was funds
shortage and consignee has directly communicated to the firms for not to supply
the material till the funds are available. In this situation imposition of full LD to
the firm are not in order which leads to legal complications. Further, all the
requisite evidence including CSTE certification for postponement of supply is at
N/4 & F-124 to 129 of link file and COS office has proposed for extension/waival
of DP without LD as endorsed at F/N-4 & N/8 respectively.
It is evident from the above facts that there is interference by the
consignee in corresponding with the firms directly without routing through COS.
COS has taken a serious view and directed that any modifications has to be
invariably done through the competent authority only which is placed at F.122
of link file.
The case was dealt originally at AGM level, but changed subsequently on
account of operation of (+)30% option clause which falls under the powers of
General Manager due to increase in total value of the Purchase orders(exceeded
above Rs.25Cr). As such the proposal requires the concurrence of FA&CAO.
In view of the above orders are solicited.
Sr.AFA/SF
Dy.CAO/S&W
FA&CAO/S&W
NOTE/1
Sub :- Procurement of underground Railway Jelly 6 Quadd cable for signaling
and telecom installation etc., Exercising of (-)30% option clause on M/s.
Gee Cab Inds Ltd/Alwar, P.O.No:62507 dt:05.05.14.
Ref :- Dy.CMM/Elecs Note No. 106 of Case file No:PS.56.12.5248.
-oOoA proposal seeking finance concurrence for operating (-) 30% option clause on
the above subject item, received from Dy.CMM/Elec, is placed at Folio-1/C which
Three Purchase Orders have been placed for procurement of the above
subject item on(i)M/s.Gee Cab Inds Ltd/Alwar at an all inclusive rate of
Rs.2,35,893.57 per Km for SC and Rs.2,38,893.57 per Km for BZA for a quantity of
113.267 Kms at a total value of Rs.22,47,54,238.15 with the acceptance of GM (L/FN/67).
62507 Dt:05.05.14 for a quantity of 33.98Kms.
(i)

21.10.2014, from part II lowest technically suitable offer(AIR) is
Rs.2,39,257.75 per Km (L/F-1083), whereas the instant PO updated rate
duly taking the PVC element is Rs.2,59,759.80 per Km (L/F-1051).
(ii)
lower rate i.e Basic rate of Rs.1,60,942.15per km to BZA
consignee(L/F.1054) with PVC base month as Aug2014, but the firm
refused to accept the offer. As such, it is proposed to cancel 33.98Kms duly
(iii)
As the original tender was finalized with SAG tender committee and
accepted by GM, the above proposal requires the concurrence of FA&CAO
for exercising (-)30% option clause.

SSO(A)/(SF)
Sr.AFA/(SF)
NOTE/1
Sub :- Procurement of Non Asbestos L type Composite Brake Blocks
Exercising of (-)30% option clause on M/s. Industrial laminates I Pvt
Ltd/Mumbai, P.O.No:92059 Dt:12.09.14.
Ref :- Dy.CMM/Dsls Note No.28-30 of Case file No:Dsl.11.13.3690.
the above subject item, received from Dy.CMM/G, is placed at Folio-1/C which may
kindly be perused.
A Purchase Order has been placed for procurement of the above subject item
on M/s.Industrial Laminates India Pvt Ltd/Mumbai(L/F-15) for a quantity of
4641Nos at a total value with other PO Rs.85,24,158 with the acceptance of CMM/M
(L/F-N/16).
92059 Dt: 12.09.14 for a quantity of 1392 Nos.
(i)

30.09.2014, from lowest technically suitable offer is(AIR) Rs.521per No
(L/F-208), whereas the instant PO rate is Rs.543per No(L/F-N-15).
(ii)
Further, as per special condition of contract firms offer is accepted pending

joint inspection report from RDSO. In case of adverse joint inspection report
from RDSO (-)30% option clause will be exercised. Since the report issued
by Joint inspection committee is negative executive has processed for

(-)30% option clause.
(iii)
Sr.AFA/SF for exercising (-)30% option clause.
(iv)
(Folio-N-29).

SSO(A)/(SF)
Sr.AFA/(SF)
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
05.02.2015
Dt.
Dy.CMM/
Sub :- Procurement of Non Asbestos L type Composite Brake Blocks
Exercising of (-)30% option clause on M/s. Industrial laminates I Pvt
Ltd/Mumbai, P.O.No:92059 Dt:12.09.14.
Ref :- Dy.CMM/Dsls Note No.28-30 of Case file No:Dsl.11.13.3690.
opened tender on 30.09.2014 for the subject item and in view of the adverse joint
inspection report, finance concurrence is hereby signified for exercising (-) 30%
Option Clause on M/s. Industrial Laminates India Pvt ltd/Mumbai against PO
No:92059dt:12.09.14 for a quantity of 1392 Nos.
( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W
In continuation to the section note at pre-page, Dy.CMM/c&w has

resubmitted the proposal (Flag-A) in response to this office observations
placed at Flag - B, which may kindly be perused.
Earlier this office has concurred the proposal against M/s. Prag
Industries India Pvt ltd only(F/3/C) and as against the other three firms
executive has been advised to process the case after satisfactory
performance.
In response executive has resubmitted the proposal duly submitting the
performance of the firms.
1. As already mentioned at pre page that a new tender was opened on
05.11.14 in which the L1 Part I tenderer has quoted AIR Rs.1048.82 per No.
The instant POs rate is AIR Rs.972 per No, similarly, the rates quoted by L1
Part II firm is AIR- Rs.967.42, whereas the Instant PO rate is AIR- Rs.920.23
per No. The new tender has been dropped as the rates received are on
higher side and duly recommending to exercise (+)30% option clause in
the instant Purchase Order(L/F-454), as the quantity to be procured is
35,289 Nos the excess Qty of 27,627 Nos available and 30% option clause
at lower rate for 21,609Nos put together works out to 48,867 Nos
representing 13 months requirements that will be very much sufficient for
next CP. Hence it is proposed not to procure any quantity against the
present tender and recommend to discharge the tender and drop the
procurement action. As such, Stores department is proposing to exercise
(+)30% option clause on the instant Purchase Orders. As it is financially
advantageous to Railways in exercising (+)30% quantity option clause for
a quantity of 21,609 Nos on the above firms.
2. It is stated that the performance of the firm is satisfactory. However, it is
observed that M/s.Howrah Forgings Ltd/Kolkata has supplied the full
quantity of 3141 Nos and as against M/s. MGM Rubber Co/Kolkata &
M/s.Basant Rubber factory Ltd/Mumbai performance is poor, hence option
clause now exercised on M/s. Howrah Forgings Ltd/Kolkata only.
3. The Delivery Period of the subject PO is available upto 31.03.2015.
4. Necessary Indent is available to cover the proposed option clause quantity.

1
2
3
4

clause
clause
5
6
Rs.6,90,83,864
.66
72,033 Nos
21,609 Nos
6,483Nos
942 Nos
Rs.8,66,875.5
7
8

Rs.7,62,52,216
.16
COS
In view of the financial advantage and as per the recommendations of the
subsequent tender committee option clause is exercised on M/s. Howrah Forgings
Ltd/Kolkata for a quantity of 942 Nos against Po.No.92422 dt:27.10.14. and as
against other firms after satisfactory performance option clause will be exercised.
SO(A)/SF
Sr.AFA/SF
Dy.CAO/S&W
FA&CAO/S&W
NOTE/1
Sub : Exercising of (-)30% option clause on P.O.No.92429 Dt:28.10.14 & 92428
dt:28.10.14.
(Procurement of Silent Block for anchor link of BG coaches.)
Ref : Dy.CMM/C&Ws Note No:20 of Case file No. PC.30.13.1301.
on the above subject item, received from Dy.CMM/C&W, which is placed at Flag A
placed on M/s.B.D.Bansal Steel Industries/Mumbai and on M/s.Associated
Engineering Stores/Kolkata (AIR- Rs.580.99 per No) with the acceptance of
CMM/M for a total value of Rs.1,19,00 418.17 (L/F-N/12).
Now, Stores branch is proposing to exercise (-)30% quantity option clause
on the above firm as the rates received in subsequent tender are on lower side.
1. Stores department stated that a new tender was floated for procurement of
the subject item and the tender was opened on 30.12.2014. It is observed
that the L1 tenderer has quoted AIR Rs.485.19 per No, which is lower than
the subject PO rate. As such, Stores department vide their letter placed at L/F320,321advised the firms to accept the lower rate or (-)30% option clause will
be operated. As the firm did not accepted the lower rate(L/F.322,323), Stores
department is proposing to exercise (-)30% option clause on the above firms.
As such, the originally ordered quantity will be reduced for a quantity of
3687Nos on M/s. B.D.Bansal Steel Industries/Mumbai and for a quantity of
2458Nos on M/s. Associated Engineering Stores/Kolkata.
1
2
3
4

(-) 30% option quantity
clause
Now proposed reduced qty under
Rs.1,19,00,418.1
7.
20,483 Nos
6,145 Nos
Nil
6,145 Nos
option clause
6
14,338 Nos
7
Rs.35,70,183.55
8
Total Value of the PO after exercising Rs.83,30,234.62
(-) 30% option clause
9
CMM
10.06.2015
NOTE/2
3. The proposal to exercise (-)30% option clause has the approval of CMM (FolioN-29).
the powers of original accepting authority ie., CMM/M. As such, the proposal
In view of the lower rates received in subsequent tender, if approved we
may concur the proposal to exercise (-)30% option clause against Po.No.92428
dt:28.10.14 on M/s. Associated Engineering Storees/Kolkata for a quantity of
2458Nos and against PO.NO.92429 dt:28.10.14 on M/s.B.D.Bansal Steel
Industries/Mumbai for a quantity of 3687 Nos.
SSO(A)/SF
Sr.AFA/SF
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
11.02.2015
Dt.
Dy.CMM/C&W
Sub : Supply of Modified Elastomeric Pads.. under (+) 30% Option
Clause, against M/s.Howrah Forgings Ltd/Kolkata.
Ref : Dy.CMM/C&Ws Note No:53of Case file No.PW.38.13.1145.
on 05.11.2014 for the above subject item are on higher side when compared
advantage to Railways and as per SAG TC recommendations , finance
concurrence is hereby signified for exercising (+) 30% Option Clause on (i)
M/s.Howrah Forgings Ltd/Kolkata for a quantity of 942 Nos against PO.NO.
92422 dt:27.10.14 only with original terms and conditions with in Delivery
Period. Further, as regards to M/s. MGM rubber co,M/s. Basant Rubber Factory
Ltd, it is advised that after satisfactory performance option clause may be
processed.

(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
NOTE/1
Sub : Procurement of Spindle for Hand Brake.- Exercising of (+)
30% Option Clause.P.O.No:92298 Dt:14.10.14 against M/s. Shiv
Shakti Industries/Howrah.
Ref :Dy.CMM/C&Ws Note No:26,27,28 of Case file No.Pw.38.13.1528.
clause on the above subject item, received from Dy.CMM/C&W, which is placed
at Folio- 1/C may kindly be perused.
been placed on M/s. Shiv Shakti Industries/Howrah at an all inclusive rate of
Rs.820.40 per number and at a total value of Rs.25,85,900.80 with the
acceptance of Dy.CMM/C&W (L/F-N/20).
tender is Rs.827.50each (AIR). As the rates of instant PO is lower than the
subsequent tender and financially beneficial to Railways, JAG tender
instant PO for a total quantity of 946 Nos on RYPS.

satisfactory. The firm has supplied the entire order quantity of 2071 Nos out
of the total ordered quantity of 3152 Nos and DP is ahead for the balance
quantity.(supplied 66%).
3. The delivery period is available upto 20.02.2014.
1
2
3
4

clause
clause
5
6
7
8

Rs.25,85,900.
80
3152 Nos
946 Nos
Nil
946 Nos
Rs.7,76,098.4
/Rs.33,61,999.
2
CMM
5. Necessary ANE is available (L/F-600) in the case file to cover the proposed
option quantity.
powers of original accepting authority ie., Dy.CMM. As such, the proposal
7. In view of the financial advantage involved and as recommend in the
subsequent TC, if approved we may concur the proposal on. M/s.Shiv Shakti
Industries/Howrah for a quantity of 946Nos against PO.No.92298
dt:14.10.14.
SSO(A)/(SF)
Sr.AFA/(SF)
FINANCIAL
No.ASF/Q 01
12.02.2015
Dy.CMM/C&W
OFFICE OF THE
SECUNDERABAD
Dt.
Sub : Procurement of Spindle for Hand Brake.- Exercising of (+)

30% Option Clause.P.O.No:92298 Dt:14.10.14 against M/s. Shiv
Shakti Industries/Howrah.
Ref :Dy.CMM/C&Ws Note No:26,27,28 of Case file No.Pw.38.13.1528.
lowest offer is Rs.827.50, whereas the instant Purchase Order rate is Rs.820.4. In
M/s.Shiv Shakti Industries/Howrah for a quantity of 946Nos against
Po.No.92298 dt:14.10.14 with original terms and conditions with in Delivery Period.
The total value after exercising +30% option clause is Rs. 33,61,999.2(Which exceed the
powers of original accepting authority).
As such the concurrence is signified subject to the following:

( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
In continuation to the section note at pre-page, Dy.CMM/G has
resubmitted the proposal (Flag-A) in response to this office observations
placed at Flag - B, which may kindly be perused.
Earlier this office has concurred the proposal against M/s.Wonder

Laminates Pvt Ltd/WB only(F/6/C) and as against the other firms (M/s.R.B.Poly
Boards & M/s. Deco Mica Ltd/Ahmedabad) executive has been advised to
process the case after satisfactory performance.
In response, executive has resubmitted the proposal duly submitting the
performance of the firm M/s. R.B.Poly Boards.
(i)
As already mentioned at pre page that the proposal is initiated based
on the higher rates received in the subsequent tender. It is stated that a
new tender was opened on 07.03.14 for the subject item(procurement for
the CP period 01.02.2015 to 31.01.2016). The All inclusive rate accepted in
the new tender is Rs. 1224.63 per No. As the rates of the instant PO is
Rs.1098per No, lower than the subsequent tender and financially beneficial
to Railways and SAG Tender committee has recommended for exercising
(+)30% option clause and the same was accepted by AGM(L/F-N-447) for a
total quantity of 2052 against Pl.No.75403651 and for a quantity of
2113Nos against Pl.No.75403419.As such, Stores department is proposing
to exercise (+)30% option clause on M/s. R.B.Poly Boards against
Pl.No.75403419 for a quantity of 898Nos and against Pl.No.75403651 for a
quantity of 2052 Nos, as it is financially advantageous to Railways in
exercising (+)30% quantity option clause.
(ii)
A copy ANE (L/F-F.417) is available in the case file to cover the proposed option
quantity.
(iii)
satisfactory. However, it is observed from the PO that the firm has supplied total
ordered quantity against Pl.no.75403419 and against Pl.No.75403651 firm has
supplied 57% quantity i.e supplied 5496 out of the total ordered quantity of
9590Nos and DP is ahead for the balance quantity i.e upto 31.03.2015.
(iv)
Rs. 2,97,73,494
(+)30%option clause quantity, where DP
2052Nos
available upto 30.04.14 Pl.No.75403651
(+)30% option clause quantity, where DP
2113 Nos
available upto 30.08.14 Pl.NO.75403419
Pl.No.75403419-898Nos
Qty Now proposed
Pl.No.75403419 -898Nos
Pl.No.75403651-2052Nos
Rs.32,39,100
Rs.3,30,12,594
option clause

COS
31-03-2015
In view of the above, if approved we may concur the proposal for exercising
(+)30% option clause on M/s.R.B.Poly Boards against Pl.no75403419 and
Pl.NO.75403651 for a quantity of 898and 2052Nos respectively.
SSO(A)/SF
Sr.AFA/SF
Dy.CAO/S&W
FA&CAO/S&W
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
18.02.2015
Dt.
Dy.CMM/C&W
Sub : Exercising of (-)30% option clause on P.O.No.92429 Dt:28.10.14 & 92428
dt:28.10.14. (Procurement of Silent Block for anchor link of BG coaches.)
Ref : Dy.CMM/C&Ws Note No:20 of Case file No. PC.30.13.1301.
signified for exercising (-) 30% Option Clause on M/s.Associated Engineering
Stores/Kolkata against PO No:92428 dt:28.10.14 for a quantity of 2458Nos and on
M/s.B.D.Bansal Steel Industries/Mumbai against Po.No.92429 dt:28.10.14 for a
quantity of 3687Nos.

1. Obtaining the Sanction of original accepting authority, ie., CMM/M.
( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W
NOTE/1
Sub : Procurement of Metalised Carbon Strips - Exercising of (+) 30%
Option Clause on M/s.Mersen India Pvt Ltd/SBC,P.O.No:90914
dt:31.01.14.
Ref :Dy.CMM/Elecs Note No:17,18of Case file No.PA.25.13.4496.
been placed on M/s.Mersen India Pvt Ltd/SBC at an all inclusive rate of
Rs.4083.70 per number and at a total value of Rs.58,39,691 with the
acceptance of CMM/E (L/F-N/14).
1. The proposal is being initiated based on the higher rates received in the
subsequent tender. It is stated that a new tender was opened on 30.01.2015
for the subject item. The All inclusive rate quoted by the lowest offer in the
new tender is Rs.4160.75per No(AIR), the new tender is not finalized and DP
of the instant PO is expiring on 26.02.15 and as the rates of instant PO is
lower than the subsequent tender and financially beneficial to Railways, As
such CMM/E has proposed to proposal for operating +30% option clause in the
instant PO so as to avail financial benefit and decrease the proposed option
clause quantity in the subsequent tender.
satisfactory. However, it is observed that firm has supplied 519Nos out of
the total ordered quantity of 1430Nos(supplied 36%)
1
2
3
4
5
6


Delivery period
8
9
Rs.58,39,691.
1430 Nos
429 Nos
Nil
429 Nos
Rs.17,51,907.
3
Rs.75,91,598.
3
CMM
26.02.2015
NOTE/2
4. Necessary ANE is available to cover the proposed option quantity.
powers of original accepting authority ie.,CMM. As such, the proposal requires
proposal for a quantity of 429Nos on M/s.Mersen India Pvt Ltd/Bangalore
against PO.NO.90914 dt:31.01.14 duly reducing the option clause quantity of
429Nos in the subsequent tender.
SSO(A)/(SF)
Sr.AFA/(SF)
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
24.02.2015
Dt.
Dy.CMM/Elec
Sub : Procurement of Metalised Carbon Strips - Exercising of (+) 30%
Option Clause on M/s.Mersen India Pvt Ltd/SBC,P.O.No:90914
dt:31.01.14.
Ref :Dy.CMM/Elecs Note No:17,18of Case file No.PA.25.13.4496.
Lowest tenderer is Rs.4160.75 per No(AIR), whereas the instant Purchase Order rate
is Rs.4083.70 per No(AIR). In view of the financial advantage, finance concurrence is
hereby signified for exercising (+) 30% Option Clause on M/s. Mersen India Pvt
Ltd/SBC for a quantity of 429Nos against Po.No.90914 dt:31.01.14 duly reducing the
30% option clause quantity in the next tender with original terms and conditions
with in Delivery Period. The total value of Po after exercising (+) 30% option clause
is Rs.75,91,598.3.
2.. Ensuring that no lower rates have been received in terms of para 3.3 of
(A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W
NOTE/85
Sub :- Procurement of Motorised Boom Lock for Elecrically operated lifting
Barrier Exercising 30% quantity at lower rate on M/s. Globe Scott
Motors Pvt Ltd/Gujarat against P.O.No:70109 dt:03.09.14.
Ref :- Dy.CMM/S&Ts Note No. 22,23 of Case file No:PS.56.14.5011.
-oOoA proposal seeking finance concurrence for operating 30% quantity at lower
rate on the above subject item, received from Dy.CMM/S&T, is placed at Folio-1/C
item on M/s.Globe Scott Motors Pvt Ltd/Gujarat for a quantity of 240Nos at a
total value of Rs.48,64,228.80 with the acceptance of CMM/E (L/F-N/14).
Now, it is proposed to exercise 30% quantity at lower rate on the subject P.O
No. 70109 dt:03.09.14 for a quantity of 72Nos(-30% option clause quantity).
(i)

07.10.2014, from lowest technically suitable offer is Rs.17994.25per
No(AIR), whereas the instant PO rate is Rs.20267.62 per No(AIR).
(ii)
lower rate of Rs.17994.25 per No(Air), but the firm has agreed to accept for
lower rate for 72 Nos subject to extending the delivery period upto
15.03.2015(F/97,99). Accordingly, calculation was made duly comparing
the prices with the present tender rate and by levy of LD on the previous
tender rate.The present PO AIR rate Rs.20,267.62 by levying full LD upto
march2015i.e 10%
would be 20267.62-2026.76=18240.858, but on
imposing lower rate it is Rs. 17994.25 per no only. Hence by extending the
DP upto 15.03.15 and supply the 1 st lot of 72 Nos at 17994.25 is financially
advantage to Railways.
(iii)
As the original tender was finalized with Sr scale tender committee and
Sr.AFA/SF for exercising 30% option clause quantity at lower rate duly
extending the DP upto 15.03.15..
(iv)
The proposal to exercise 30% option clause at lower rate has the approval
of CMM (Folio-N-22).

30% option clause quantity at lower rate i.e Rs. 17994.25 per no for 72 Nos.
SO(A)/(SF)
Sr.AFA/(SF)
OFFICE
OF THE
SECUNDERABAD
No.ASF/Q 01
26.02.2015
(S&W),
Dt.
Dy.CMM/G
laminated sheet..- Exercising of (+) 30% Option clause.P.O.Nos:91818
dt 18.07.13 against Pl.No.75403419 and PO.NO.29314,57029
dt:19.07.13
against Pl.No.75403651 on M/s.R.B.Poly Boards/SC.
Ref : Your Note No:76 of Case file No.Po.75.13.1230.
07.03.14) for the above subject item is on higher side. The rate accepted from
lowest offer is Rs.1224.63 per number, whereas the instant Purchase Order rate is
Rs.1098 per number. In view of the financial advantage and as recommended by

SAG tender committee, finance concurrence is hereby signified for exercising (+)
30% Option Clause on M/s.R.B.PolyBoards/SC for a quantity of 898Nos against
Pl.no.75403419,
Po.No.91818
dt:18.07.13
&
2052Nos
against
Pl.No.75403651, Po.NO.29314,57029 dt:19.07.13 with original terms and
conditions with in Delivery Period. The Total value of the PO after availing 30%
option clause is Rs.3,30,12,594.
3..
4.
5..


( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
OFFICE
OF THE
SECUNDERABAD
(S&W),
No.ASF/Q 01
25.02.2015
Dy.CMM/S&T
Sub :- Procurement of Motorised Boom Lock for Elecrically operated lifting
Barrier Exercising 30% quantity at lower rate on M/s. Globe Scott
Motors Pvt Ltd/Gujarat against P.O.No:70109 dt:03.09.14.
****
Dt.
The proposal received in connection with exercising of 30% quantity at lower

rate on the above subject item Purchase Order has been examined.
As the firm has accepted for the lower rate received in subsequently opened
tender on 07.10.2014 for the subject item, finance concurrence is hereby signified
for exercising 30% quantity at lower rate i.e @Rs.17994.25 per No(AIR) duly
extending the DP upto 15.03.15 on M/s.Globe Scott Motors Pvt Ltd/Gujarat
against PO No:70109 dt:03.09.14 for a quantity of 72Nos.
( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
25.02.2015
Dt.
Sub : Procurement of Air Brake Hose..- Exercising of (+) 30% Option clause-
Against M/s. A.B.Elasto Products Pvt Ltd & M/s. General rubber co Pvt
Ltd-Reg
Ref : Your Note No:113 of Case file No.PW.38.13.1543.
on the above subject item Purchase Orders has been examined and following are
the observations.
The delivery period of M/s. A.B.Elasto Products Pvt Ltd has expired on
31.10.14 and as already advised repeatedly by this office that option clause has to
be exercised within the original/extended delivery period and should be valid on
date. Instead of following the rules, insisting finance to concur the proposal after the
expiry of the DP is not understood. Purchase officer to please note that all proposal
should be sent well in advance with all the required information for obtaining
finance concurrence. So that there is no delay whatsoever to the advantage of
Railways.
Further, since there is financial advantage in invoking the option clause
against the said purchase order, file may be resubmitted duly refixing the delivery
period to concur the proposal.
As against M/s. General Rubber Co Pvt Ltd/NDLS, the firm has not supplied
the total ordered quantity till date as such option clause cannot be exercised. Hence
it is advised to process the case after satisfactory performance.
It is once again reiterated
that without validity of proposal need not be sent to finance. Please note and
comply.

( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W
NOTE/1
Sub : supply and installation of Heavy duty passenger escalator
- Exercising of (+) 30% Option Clause on M/s. Johnson Lifts Pvt

Ltd/Hyderabad -Reg
Ref :CMM/Elecs Note No:144 of Case file No. PE.47.13.5046
dt:25.02.15.
For procurement of the above subject item Nine Purchase Orders have
been placed on M/s.Johnson Lifts Pvt Ltd/Hyderabad at an all inclusive
rate of Rs.57,74,000 per number and at a total value of Rs. 10,39,32,000 with
the acceptance of COS (L/F-N/52,72) for 18+3 Nos.
1. The proposal is being initiated based on the higher rates received on

for the subject item. The All inclusive rate quoted by L1 is
Rs.71,90,000(excluding AMC charges ,as the rates of instant PO is lower than
the subsequent tender and as the DP is expiring on 26.02.2014, by exercising
Option clause is financially advantageous to railways. Hence, executive has
processed the file for exercising +30% option clause.
satisfactory. However, the firm has supplied the entire ordered quantity but
installation for some units are under process due to administrative reasons
1
2
3
4
5
6


30% option clause
Rs.10,39,32,0
00
18 Nos+3
6 Nos
Nil
6 Nos
Rs.26,06,454
7
Rs.15.58 Cr
AGM
4. Necessary NS indent are available to cover the proposed option quantity.
5. With the exercise of above option clause, the revised value will exceed the
powers of original accepting authority ie., AGM. As such, the proposal
requires the concurrence of FA&.CAO.
6. In view of the above, if approved we may concur the proposal as it is
financially advantageous to railways and DP of the subject PO is expiring on
28.02.2015. against M/s. Johnson Lifts Pvt Ltd/Hyd for a quantity of 6 Nos
and as against 1 Nos executive will be advised to process as per clause (viii)
of terms and condition of the subject Purchase orders to avail financial
benefit forth with.
SSO(A)/(SF)
Sr.AFA/(SF)
OFFICE OF THE
STORES FINANCE SECTION,RAIL NILAYAM, IInd FLOOR,SC
No.ASF/Q 01
Dt. 26.02.2015
CMM/Elec
Sub : supply and installation of Heavy duty passenger escalator
- Exercising of (+) 30% Option Clause on M/s. Johnson Lifts Pvt
Ltd/Hyderabad -Reg
Ref :CMM/Elecs Note No:144 of Case file No. PE.47.13.5046
dt:25.02.15.
Lowest tenderer is Rs.71,90,000 per No(excluding AMC charges)(AIR), whereas the
instant Purchase Order rate is Rs.57,74,000 per No(AIR)(excluding AMC charges). In
exercising (+) 30% Option Clause on M/s.Johnson Lifts Pvt Ltd/Hyderabad for a
quantity of 6Nos, duly reducing the 30% option clause quantity in the next tender
with original terms and conditions with in Delivery Period. Further, 1 No also has to
be operated as per clause no. viii of PO conditions. The total value of Po after
exercising (+) 30% option clause is Rs.15.58 Cr.
However, it is noticed that the specification(RDSO), mentioned in the present
PO and that of new tender varies, this aspect may be analyzed and action taken
accordingly.

1. Obtaining the Sanction of original accepting authority, ie., AGM.
2.
Ensuring that no lower rates have been received in terms of para 3.3
of
6. Necessary indents may be placed on the file to vet the MPOs. Since, the
same has not been made available.
(A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W
NOTE/1
Sub : Procuremnt of Paint Ready Mix Red Oxide .. under (+) 30% Option
Clause.
Ref : CMM/Elecs Note No:244 to 46 of Case file No. PO.77.13.1145.
on the above subject item, received from CMM/Elec, which is placed at Folio-1/C
placed on three firms i.e.,(i)M/s.Rahul Paints/Lucknow Pt-I(AIR- Rs.87.21 per
Ltr) (ii)M/s.Deb Paints Pvt ltd/Kolkata Part-I (AIR Rs.87.21 per Ltr)& (iii)
M/s.Vibgyor Paints & chemicals pondichery Part-II (AIR- Rs.83.24 per Lr)
with the acceptance of CMM/G for a total value of Rs.1,85,49,377.20(L/F-N/17).
two firms(M/s. Rahul Paints/Lucknow & M/s. Deb paints Pvt Ltd/Kolkata only). As
against M/s. Vibgyor Paints and chemicals Pondichery, Delivery period expired
before opening of the new tender, hence option clause not exercised.

tender Part I firm is Rs.87.73 per Lr(AIR). As the rates of instant PO is lower
than the subsequent tender and financially beneficial to Railways, JAG tender
instant PO for a total quantity of 54,612 Ltrs.
2. It is certified by the stores department that the performance of the firms are
satisfactory. The firm M/s.Rahul Paints has supplied 60,000Ltrs out of the
total ordered quantity of 1,09,220Ltrs(i.e 55% supplied) and as against M/s.
Deb Paints the firm has supplied 45,080ltrs out of the total ordered quantity of
72,820Ltrs i.e 62% supplied) and DP is ahead for the remaining supply
portion.
1
2
3
4
5
6
7

option clause
8
9
Rs.1,85,49,377.
20
182040 Ltrs
54,612 Ltrs
Nil
54,612 Ltrs
Rs.47,62,712.52
Rs.2,33,12,089.
72
COS
21.03.15/11.0
4.15
NOTE/2
4. Necessary indent is available in the case file to cover the above option
quantity.
5. The proposal has the Administrative approval of CMM/E (Folio-N-46 fo
Link file for exercising option clause on the above firms.
6. With the exercise of above option clause, the revised value will exceed the
powers of orginal accepting authority i.e CMM. As such, the proposal requires
sanction of COS with the councurrence of FA&CAO/S&W.
proposal on M/s. Rahul Paints for a quantity of 32,766Ltrs against Po.NO.90495
dt:11.03.14 and on M/s. Deb Paints for a quantity of 21,846Ltrs against
Po.NO.90496 dt:11.03.14.
SSO(A)/SF
Sr.AFA/SF
NOTE/1
Sub :- Procurement of underground Railway jelly filled 6 quadd cable for
signaling and telecom installation.., Exercising of (-)30% option
clause on M/s. Gee Cab Inds Ltd/Alwar against Po.No.
P.O.No:90.12.1156.1.90953.
Ref :- Dy.CMM/Gs Note No. 32 to 34 of Case file No:PB.90.12.1156.
kindly be perused.
Three Purchase Order has been placed for procurement of the above subject
item on M/s.Gee Cab Industries Ltd(L/F/N-63) for a quantity of 113.267Kms at a
total value of Rs.22,47,54,238.15 with the acceptance of GM(L/F-N/67).
62507 Dt: 05.05.14 for a quantity of 32.2Kms.
(i)

21.10.14, from lowest technically suitable offer Part II is Rs.2,39,257.75per
KM (L/F-1112), whereas the instant PO updated rate is Rs.2,59,759.80 per
km (L/F-1095). Further, SAG Tender committee has recommended to
exercise (-)30% option clause(L/F.1112) as the rates received in the
subsequent tender is lower than the instant PO.
(ii)
lower rate of Rs.2,39,257.75 per Km, but the firm refused to accept the
offer(L/F-1105). As such, it is proposed to cancel 32.2Kms duly exercising
(-)30% option clause on the firm. But the (-)30% works out to 33.98Km and
firm has to supply still a quantity of 37Km.
(iii)
As the original tender was finalized with SAG tender committee and
accepted by GM, the above proposal requires the concurrence of
FA&CAO/S&W for exercising (-)30% option clause.
(iv)
(L/f.N-107).

(-)30% option clause on the above firm for a quantity of 33.98km and not 32.2km
as proposed by CMM.
SSO(A)/(SF)
STORES
OFFICE OF THE
FINANCE SECTION,RAIL NILAYAM, IInd FLOOR,
SECUNDERABAD
No.ASF/Q 01
09.03.2015
Dt.
CMM/E
Sub : Procuremnt of Paint Ready Mix Red Oxide .. under (+) 30%
Option Clause.
Ref : CMM/Elecs Note No:44 to 46 of Case file No. PO.77.13.1145.
lowest offer is Rs.87.73 per Ltr, whereas the instant Purchase Order rate is Rs.87.21
per Ltr. In view of the financial advantage and as recommended by JAG tender
committee, finance concurrence is hereby signified for exercising (+) 30% Option
Clause on M/s.Rahul Paints/Lucknot Part I firm for a quantity of 32,766 Ltrs
against Po.No.90495 dt:11.03.14 & on M/s. Deb Paints Part I firm for a
quantity of 21,846 Ltrs against Po.NO.90496 dt:11.03.14 with original terms
and conditions with in Delivery Period. The Total value of the PO after availing 30%
option clause is Rs.2,33,12,089.72. With the exercising of +30% option clause the
revised value will exceed the powers of original accepting authority ie., CMM
1. Obtaining the Sanction of COS.

3..
4.
5..


( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
NOTE/1
Sub : Procurement of Jointless Grooved copper contact wire(107 Sq
mm) under (+) 30% Option Clause against P.O.No:29307
dt:18.12.14 on M/s. Om Sai Udyog Pvt Ltd/Kol.
placed on M/s.Om Sai Udyog Pvt Ltd/Kol (AIR- Rs.605374.95 per MT and
updated AIR rate is Rs. 5,48,120.56) with the acceptance of CMM/E for a
total value of Rs.39,65,205.92 (L/F-N/40) with (+)30% option clause.
on higher side.
1. It is stated that a new tender was opened on 09.01.2015 in which the L1
tenderer has quoted AIR of 5,99,806.79PMT whereas the instant PO
updated rate is Rs.5,48,120.56PMT, which is less in rate by Rs.51,686.23
per MT. The new tender has been finalized by the tender committee duly
recommending to exercise (+)30% option clause on the instant Purchase
Order (L/F-305)and drop the present tender. As such, Stores department is
proposing to exercise (+)30% option clause on the instant Purchase Order.
As it is financially advantageous to Railways in exercising (+)30%
quantity option clause for a quantity of 1.97MT on the above firm.
2. It is stated that the performance of the firm is satisfactory. The firm has
supplied the entire ordered quantity of 6.550MT(i.e Supplied 100%).
3. The Delivery Period of the subject PO is available upto 25.06.15
4. Necessary NS indent is available to cover the 30% option clause quantity.

1
2
3
4

clause
clause
5
6
7
8
9

Rs.39,65,205.9
2
6.55Mts
1.97Mts
Nil
1.97Mts
Rs.11,92,588.6
5
Rs.51,57,794.5
7
CMM
25.06.15

clause and as per the subsequent TC recommendations, if approved we may
quantity of 1.97Mts on M/s. OMSAI Udyog India Pvt Ltd/Kol with PVC upper
sealing may be pegged down to rates obtained in the tender opened
on 09.01.2015.
in the powers of original accepting authority ie., CMM/E. As such, the
Submitted please.
SSO(A)/SF
Sr.AFA/SF
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
10.03.2015
Dt.
Dy.CMM/G
Sub : Procurement of Laminated Plastic sheet..- Exercising of (+) 30%
Option clause- Against M/s.R B Poly Boards Ltd-Reg
on the above subject item Purchase Orders has been examined and following are
the observations.
The delivery period of M/s. R.B.Poly Boards against Po.No.91148 dt 28.05.14
has expired on 02.02.2015 and as option clause has to be exercised within the
original/extended delivery period and should be valid on date. Hence option clause
cannot be concurred.
( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W
FINANCIAL
No.ASF/Q 01
OFFICE OF THE
SECUNDERABAD
Dt. 09.03.2015
Dy.CMM/C&W
Sub:- Procurement of Pin for bolster spring -reg- Exercising of
(+)30% option cause on M/s.Annapurna Engg Works/Howrah,
PO.No.90342 Dt:14.02.14.
Ref:- Dy.CMM/C&W Note no. 17,18 of case file No.PC.30.13.1190.
***
The proposal submitted in connection with exercising of (+) 30% Option Clause
on the above subject item Purchase Orders have been examined and the following are
the observations.
1. In terms of Para 3.3 of Railway Board Lr.No.99/RS(G)/779/5 Dt:12.03.10, for

exercising (+)30% option clause, the performance of the firm should be
satisfactory. It is seen from the case file that M/s.Annapurna Engg
Works/Howrah has supplied 4449Nos out of the total ordered quantity of
16416Nos(i.e. supplied 27%only). As such performance of the firm is to be
improved upon to consider option clause.

(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
FINANCIAL
No.ASF/Q 01
10.03.2015
OFFICE OF THE
SECUNDERABAD
Dt.
Dy.CMM/Elec
mm) under (+) 30% Option Clause against P.O.No:29307
dt:18.12.14 on M/s. Om Sai Udyog Pvt Ltd/Kol.
Lowest tenderer is Rs.5,99,806.79 PMT(AIR), whereas the instant Purchase Order
updated rate is Rs.5,48,120.56PMT(AIR). In view of the financial advantage and as

per the subsequent TC recommendations, finance concurrence is hereby signified
for exercising (+) 30% Option Clause on M/s. Om Sai Udyog Pvt Ltd/Kol for a
quantity of 1.97MT against Po.No.29307 dt:18.12.14 with PVC upper sealing pegged
down to rates obtained in the tender opened on 09.01.2015 and with original terms and
conditions with in Delivery Period. The total value of the contract including 30% option clause
is RS.51,57,794.57.

2.. Ensuring that no lower rates have been received in terms of para 3.3 of
3.. Fixing reasonable delivery schedule for the enhanced quantity.
4.. Ensuring availability of funds during the current financial year.
5..Getting the MPOs vetted by Stores Finance section.
(A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W
NOTE/1
laminated sheet - Exercising of (+) 30% quantity Option Clause.
Ref : Dy.CMM/Gs Note No:56 to 58 of Case file No.PO.75.14.1230.
Folio-1 may kindly be perused.
been placed on 1 firm viz., (i) M/s.R B Poly Boards Ltd/SC(as requested by M/s.
Sunder Synthetics)(AIR-Rs.1224.63each)with the acceptance of COS for a
total value of Rs.22675249.08 (L/F-N/28).
1.

for the subject item. The All inclusive rate accepted (RDSO PT.I) in the new
tender is Rs.1328.70 per No. As the rates of instant PO (RDSO Pt.I Rate is Rs.
1224.63 per No. is lower than the subsequent tender, by exercising Option
clause will be financially advantageous to railways. Further subsequent TC
member recommended to operate +30% option clause accordingly 30%
option clause quantity has been reduced and new tender finalized.
2.
A copy Non stock indents(L/F-F368,369 ) are available in the case file to cover the
3.

satisfactory. However, it is observed that firm has supplied 3201Nos out of 6399(total
ordered quantity) (i.e supplied 50%) and DP is ahead i.e 30.09.2015 for the remaining
supplies.

1
2
3
4
5
6
7
8
9

clause
clause
Rs.2,26,75,249.08
6399Nos
1920Nos
Nil
1920Nos
Rs.23,51,289.6
Rs.2,50,26,538.
68
COS
30.10.15
With
the
exercise of above option clause, the revised value will be with in the powers of
original accepting authority ie., COS. As such, the proposal requires the
quantity of 1920Nos on M/s.R.B.Poly Boards Ltd/SC against Po.NO.91148
dt:28.05.14 for Pl.no.75403651.
SSO(A)/SF
Sr.AFA/SF
Dy.CAO/S&W
FA&CAO/S&W
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
11.03.2015
Dt.
CMM/Elec
Sub :- Procurement of underground Railway jelly filled 6 quadd cable for
signaling and telecom installation.., Exercising of (-)30% option
clause on M/s. Gee Cab Inds Ltd/Alwar against Po.No.62507
dt:05.05.14.
Ref :- Dy.CMM/S&Ts Note No. 107 to 108 of Case file No:PS.56.12.5248.
signified
for
exercising
(-)
30%
Option
Clause
on
M/s.GEE
CAB
Inds
Ltd/Rajasthan against PO No:62507 dt:05.05.14 for a quantity of 33.98Km instead

of 32.2Km as proposed(i.e (-)30% of the ordered quantity works out to
113.267Km*30%=33.98Km)
1. Obtaining the Sanction of original accepting authority, ie.,GM.
( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W
In continuation to the above section notings at N-1 & 2, Dy.CMM/C&W has

submitted the proposal( L/F-N-116), in response to this office observations made
vide (F/5/C) which may kindly be perused.
It is stated by CMM/M that original Delivery Date expired on 31.10.2014 and a
consent letter for operating +30% option clause was issued to the firm on
29.10.2014 itself(F/665 of L/F) and as such it is binding on firm to supply and on
railway to issue formal MPO. Further, DP for the subject PO has been refixed
upto 04.05.15 for operating the (+)30% option clause and the same was approved
by COS(L/F.N-116).
1. For procurement of the above subject item five Purchase Orders have been
placed on (i) M/s.A.B.Elastro Products Pvt Ltd/Kolkata(Part-II)(AIRRs.755.06each)(DP expired on 07.11.14) (ii) M/s.IMT Cables Pvt Ltd/New
Delhi(Part-II) (AIR- Rs. 755.06each)(DP expired on 20.08.14), (iii) M/s.Avadh
Rubber Haridwar(Part-I) (AIR- Rs.838.08 each) (iv)M/s.The General Rubber Co.
Pvt Ltd/New Delhi(Part I)(AIR- Rs.838.08 each)& (v).M/s. ASP sealing products
Ltd/New Delhi (Part-I) (AIR- Rs. 755.06 each)(DP expired on 05.09.14) with the
acceptance of COS for a total value of Rs.1,34,50,655.26 (L/F-N/55) with
2. It is stated that a new tender was opened on 25.02.14 & 26.09.14 in which the
lowest technically suitable Part-I firm quoted Rs.909.41 each (AIR) (L/F-640)
and lowest Part-II firm quoted Rs.837.64each, whereas the subject POs rates
are Rs.838.08 for Part I source and Rs.755.06 for Part II source. The tender
openend on 25.02.14(AIR_873.04) has been droped and advised to exercise
option clause (L/F./582). It is financially advantageous to Railways in exercising
quantity option clause on the above firm. Already this office has signified
concurrence for a quantity of 1851Nos on M/s. Avadh Rubber/Haridwar out of
the quantity(3702Nos) available under +30% option clause. Now executive is
proposing for a quantity of 741Nos on M/s.A.B.Elastro Products Pvt
Ltd/Kolkata(Part-II firm).
3. It is stated that the performance of the above firms is satisfactory. The firm
has supplied the entire ordered quantity of 2469Nos.
4.
A copy Non stock indents(L/F-F368,369 ) are available in the case file to cover the

1
2
3
4
5
6
7
Original Value of the PO.+30%

option clause qty of 1851Nos
clause
clause
Rs.1,50,01,941.34
12342Nos
3702Nos
1851Nos
741Nos
Rs.5,59,499.46
Rs.1,55,61,440.
8
COS
04.05.2015
With
the
exercise of
above
8
option
9
clause, the
revised value will be with in the powers of original accepting authority ie.,
COS. As such, the proposal requires the concurrence of FA&.CAO/S&W.
quantity of 741Nos on
M/s.A.B.Elastro Products Pvt Ltd/Kol against
PO.NO.90921 dt:07.05.14.
SSO(A)/SF
Sr.AFA/SF
Dy.CAO/S&W
FA&CAO/S&W
OFFICE
OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 16.03.2015
Dy.CMM/G
Sub : Procurement of Decorative Thermosetting synthetic resin
bonded laminated sheet star dust gray under (+) 30% Option
Clause.
to Railways and as recommended by subsequent tender committee, finance
RB Polyboards Ltd/SC for a quantity of 1920Nos against Po.No.91148 dt:
28.05.14 for Pl.No.75403651. The total value of the Po after exercising +30%
option clause works out to Rs.2,50,26,538.68 with original terms and
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
NOTE/1
mm) under (+) 30% Option Clause against
P.O.No:34144,54035,29277,36031 dt:08.12.14 on M/s. Om Sai

Udyog Pvt Ltd/Kol.
placed on M/s.Om Sai Udyog Pvt Ltd/Kol (AIR- Rs.5,66,099.98 per MT and
updated AIR rate is Rs. 5,48,120.56) with the acceptance of CMM/E for a
total value of Rs.1,815,4,826.36(L/F-N/22) with (+)30% option clause.
on higher side.
tenderer has quoted AIR of 5,99,806.79PMT whereas the instant PO
updated rate is Rs.5,48,120.56PMT, which is less in rate by Rs.51,686.23
per MT. The new tender has been finalized by the tender committee duly
Order (L/F-342)and drop the present tender. As such, Stores department is
proposing to exercise (+)30% option clause on the instant Purchase Order.
As it is financially advantageous to Railways in exercising (+)30%
quantity option clause for a quantity of 9.62MT on the above firm.
supplied the entire ordered quantity for PO.Nos.34144,29277,36031
dt:08.12.14 and as against PO.No.54035 dt:08.12.14 the firm as offered the
material for inspection and Rites has passed the same on 14.03.2015. DP
of the above PO is expiring on 25.03.2015.
4. Necessary NS indents are available to cover the 30% option clause quantity
(F.345 to 349).

1
2
3
4

clause
clause
5
6
7
8
9

Rs.1,81,54,826.
36
32.07Mts
9.62Mts
Nil
9.62Mts
Rs.54,45,881.8
0
Rs.2,36,00,708.
15
COS
25.03.15
In view of
the
financial
advantage involved in the proposed option clause and as per the subsequent
TC recommendations, if approved we may concur the proposal to exercise
(+)30% quantity option clause for a total quantity of 9.62Mts on M/s. OMSAI
Udyog India Pvt Ltd/Kol with PVC upper sealing may be pegged down to
rates obtained in the tender opened on 09.01.2015 against
PO.Nos.34144,54035,29277,36031 dt:08.12.14.
With the exercise of above option clause, the revised value will change the
powers of original accepting authority ie.,from CMM to COS. As such, the
Submitted please.
SSO(A)/SF
Sr.AFA/SF
NOTE/1
Sub : Procurement of CONTROL Rod under (+) 30% Option Clause
against P.O.No:90920 dt:07.05.14 on M/s.General Stores and engg
Co Pvt Ltd/Kolkata.
Ref : Dy.CMM/C&Ws Note No:14,15 of Case file No.PW.38.13.1485.
placed on M/s.General Stores and Engg Co Pvt Ltd/Kolkata(AIR- Rs.920.23 per
No with the acceptance of CMM/M for a total value of Rs.19,52,728.06(L/FN/11) with (+)30% option clause.
on higher side.
tenderer has quoted AIR rate of Rs.962.72per No. The instant PO AIR rate
is Rs.920.23 per No, which is less in rate by Rs.42.49per No. The New
tender was not finalized. Stores department is proposing to exercise
(+)30% option clause on the instant Purchase Order, as it is financially
advantageous to Railways in exercising (+)30% quantity option clause for
a quantity of 637Nos which was approved by CMM/M.
2.
It is stated that the performance of the firm is satisfactory. The firm has
supplied the entire ordered quantity of 2122Nos
4. Necessary indents are available to cover the 30% option clause quantity.
1
2
3
4

Rs.19,52,728.06
2122 Nos
637 Nos
Nil
clause
5
637 Nos
clause
6
Rs.5,86,186.51
7
Rs.25,38,914.57
In view of
8
CMM
the
financial
9
30.04.15
advantage involved in the proposed option clause, if approved we may concur
637 Nos on M/s. General Stores and engg Co. Pvt Ltd/Kolkata against
PO.No.90920 dt:07.05.14 duly reducing the +30% option clause quantity of
637 Nos in the subsequent tender.
With the exercise of above option clause, the revised value will be within
requires the concurrence of Sr.AFA/SF
Submitted please.
SSO(A)/SF
Sr.AFA/SF
NOTE/99
Sub : Procurement of Polymer pads under (+) 30% Option Clause.
been placed on (i) M/s.Prag Industries India Pvt ltd/dehradun PartII(AIR- Rs.4365.90 per No.) (ii) M/s.Avadh Rubber(Part-II) (AIRRs.4365.90per No) & (iii) M/s.Aryan Exporters P Ltd/Lucknow (Part-II)
(AIR- Rs. 4365.90 per No) with the acceptance of COS for a total value of
clause on the above three firms on the basis of the higher rates received in
the subsequent tender opened on 11.03.15.
1. It is proposed to exercise (+)30% quantity option clause on the above three
firms, as the rates received in subsequent tender are on higher side. It is
stated that a new tender was opened on 11.03.2015 in which the lowest PartII firm quoted Rs.4606.88 per No(L/F-335), whereas the subject POs AIR
rate is Rs.4365.90 per No. The new tender has not yet finalized. In view of
the financial advantage, executive has processed to exercise (+)30% quantity
option clause on the above three firms.
2. It is stated that the performance of the above three firms is satisfactory as
the firms M/s.Prag Industries India Pvt Ltd has supplied 1268 Nos out of the
total ordered quantity of 2113nos i.e (supplied 60%) and DP is ahead for the
balance unsupplied quantity, as against M/s. Avadh rubber/Dehradun the firm
has supplied the entire ordered quantity ie. (supplied 100%) and as against
M/s. Aryan Exporters Pvt Ltd/Lucknow the firm has supplied 325Nos out of the
total ordered quantity of 812 Nos (i.e supplied 40%) and DP is ahead for the
balance un supplied quantity upto 15.04.2015.
3. Necessary demand is available for covering the above option clause quantity.
4. The proposal has the Administrative approval of CMM/M (L/F-N-54) for
(PTO)
NOTE/2
follows:
1
2
3
4
5
6
7
Original Qty in the 3 POs. (L/F-N/15)

Value of the proposed option Qty (F-121/c)
option clause
8
9
Rs.1,77,34,285.
80
4062Nos
1219 Nos
Nil
1219 Nos
Rs.53,22,032.1
Rs.2,30,56,317.
9
COS
15.04.15/30.0
5.15

option clause for a total quantity of 1219Nos i.e on (i).M/s.Avadh
Rubber/Dehradun for a quantity of 341Nos against Po.No.90912 dt:06.05.14,
(ii). M/s. Prag Industries India Pvt ltd/Deradun for a quantity of 634Nos against
PO.No.90913 dt:12.08.14 and on (iii)/M/s. Aryan Exporters Pvt Ltd/Lucknow
for a quantity of 244Nos against PO.No.90914 dt:27.10.14 duly reducing the
+30% option clause quantity of 1219 Nos in the subsequent tender and as
the new tender has not yet finalized and as the DP is expiring on 15.04.2015
for M/s. Aryan Exporters Pvt Ltd , executive will be advised that concurrence
is subject to the rates after finalization of new tender is not below the instant
Po rate.
requires the concurrence of FA&CAO/S&W
Submitted please.
SSO(A)/SF
Sr.AFA/SF
Dy.CAO/S&W
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
20.03.2015
Dt.
Dy.CMM/C&W
Sub : Procurement of CONTROL Rod under (+) 30% Option
Clause against P.O.No:90920 dt:07.05.14 on M/s.General
Stores and engg Co Pvt Ltd/Kolkata.
Ref : Dy.CMM/C&Ws Note No:14,15 of Case file
No.PW.38.13.1485.
10.03.2015) for the above subject item is on higher side. The rate received
from Lowest tenderer is Rs.962.72 per No(AIR), whereas the instant Purchase
Order rate is Rs.920.23 per No(AIR). In view of the financial advantage,
finance concurrence is hereby signified for exercising (+) 30% Option Clause
on M/s.General Stores and Engg co Pvt Ltd/Kolkatal for a quantity of
637Nos against Po.No.90920 dt:07.05.14 and with original terms and conditions
with in Delivery Period. The total value of the contract including 30% option clause is
RS.25,38,914.57. Futher, it may be ensured that the tender opened on 10.03.15
for the subject item, rate should not be lower than the instant PO rate as the
new tender was not finalized.
2.. Ensuring that no lower rates have been received in terms of para 3.3
of
(A.K.GANESHAN )
Sr.AFA/SF
FA&CAO/S&W
FINANCIAL
No.ASF/Q 01
For
OFFICE OF THE
SECUNDERABAD
Dt. 24.03.2015
Dy.CMM/C&W
Sub:- Procurement of POH kit for air brake cylinder-reg- Exercising of
(+)30% option cause on M/s.Pew Engineering Pvt ltd/Howrah,
PO.No.92471 Dt:31.10.2014.
***
The proposal submitted in connection with exercising of (+) 30% Option
Clause on the above subject item Purchase Orders have been examined and the

the firm should be satisfactory. It is seen from the case file that
M/s.Pew Engineering Pvt Ltd/Howrah has offered the material for
inspection on 04.02.15 for a quantity of 1675Nos i.e only 31% of the
ordered quantity , and not furnished the details of material supplied,
further the balance 3613Nos quantity still to supply. As
such
performance of the firm is to be improved upon to consider option
clause.

(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
24.03.2015
Dy.CMM/Elec
Dt.
Sub : Procurement of Jointless Grooved copper contact wire(107

Sq mm) under (+) 30% Option Clause against
P.O.Nos:34144,54035,29277,36031 dt:08.12.14 on M/s. Om
Sai Udyog Pvt Ltd/Kol.
Ref : Dy.CMM/Elecs Note No: 26 to 31 of Case file
No.PE.46.13.5030.
on 09.01.2015) for the above subject item is on higher side. The rate received
from Lowest tenderer is Rs.5,99,806.79 PMT(AIR), whereas the instant
Purchase Order updated rate is Rs.5,48,120.56PMT(AIR). In view of the
financial advantage and as per the subsequent TC recommendations, finance
Om Sai Udyog Pvt Ltd/Kol for a quantity of 9.62MT against
Po.Nos.34144,54035,29277,36031 dt:08.12.14 with PVC upper sealing pegged
down to rates obtained in the tender opened on 09.01.2015 and with original
terms and conditions with in Delivery Period. The total value of the contract including
30% option clause is RS.2,36,00,708.15.

2.. Ensuring that no lower rates have been received in terms of para 3.3
of
(A.K.GANESHAN )
Sr.AFA/SF
FA&CAO/S&W
For
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt.
30-09-2013
Dy.CMM/C&W
Sub : Procurement of Air Brake Hose Coupling assembly under
(+) 30% Option Clause.
Ref : Your Note No:117 of Case file No.PW.38.12.1543
examined.
opened on 25.02.14 & 26.09.14 for the above subject item are on
higher side when compared with the rates of the instant purchase
orders. In view of the financial advantage to Railways, finance
(i) M/s.A.B.Elastro Products Pvt Ltd/Kol for a quantity of 741Nos against
PO.NO. 90921 dt:07.05.14 only with original terms and conditions with
in Delivery Period. Further, as regards to M/s. General Rubber Co P
Ltd/NDls after satisfactory performance the case may be processed for
concurrence and as against expired purchase orders(M/s.IMT cables Pvt
Ltd & ASP sealins Products ltd) it is advised to take consent from the
firms for accepting 30% option clause and refix the DP for the enhanced
quantity and resubmitted so that financial advantage is not lost.
3.3 of
(A.K.GANESHAN )
Sr.AFA/SF
FA&CAO/S&W
FINANCIAL
No.ASF/Q 01
For
OFFICE OF THE
SECUNDERABAD
Dt. 25.03.2015
Dy.CMM/DSL
Sub:- Procurement of resin impregnated pleated filter paper-Exercising
of (+)30% option cause on M/s.G.S.Products/Dehradun,
PO.No.91684 Dt:30.07.14.
Ref:- Dy.CMM/Dsl Note no. 29 of case file No.Dsl.10.13.3201.
***

M/s.G.S.Products /Dehradun against PO.No.91684 dt:30.07.14 has
supplied 1497 Nos only out of the total ordered quantity of 35224Nos.
As such performance of the firm is to be improved upon to consider
option clause.
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt.
30.03.2015
Dy.CMM/C&W
Sub : Procurement of Polymer pads under (+) 30% Option
Clause.
No.PW.38.13.2034.
with the rates of the instant purchase order. In view of the financial
advantage involved in instant purchase orders, finance concurrence is hereby

signified for exercising (+) 30% Option Clause on M/s.Avadh
Rubber/Dehradun for a quantity of 341Nos agains Po.No. 90912
dt:06.05.14, (ii) M/s.Prag Industries India Pvt ltd/Deradun for a
quantity of 634Nos against pO.No. 90913 dt:12.08.14 and on (iii).
M/s.
Aryan Exporters Pvt ltd/Lucknow for a quantity of 244Nos against
Po.No.90914 dt:27.10.14 duly reducing the total 30% option clause
quantity of 1219Nos in the subsequent tender and as the new tender
has not yet finalized and as the DP is expiring on 15.04.2015 for M/s.
Aryan Exporters Pvt Ltd, it is advised that concurrence is subject to
the rates after finalization of new tender is not below the instant Po
rate, with original terms and conditions with in Delivery Period. Total value of
the Purchase order after exercising 30% option clause is Rs.2,30,56,317.9
only
2. Ensuring that no lower rates have been received in terms of para 3.3
of
(A.K.GANESHAN)
Sr.AFA/SF
FA&CAO/S&W
FINANCIAL
For
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 30.03.2015
Dy.CMM/C&W
Sub:- Procurement of Control Rod -Exercising of (+)30% option cause
on M/s.General Stores and Engg Co Pvt Ltd/Kolkata,PO.No.91467
dt:02.07.14.
Ref:- Dy.CMM/C&W Note no. 18of case file No.PW.38.13.2188.
***
1. Finalized TC minutes for the tender opened on 17.03.2015 may be

placed on file to gauge the rate reasonability.
2. Further, the latest supply position made against the Po.No.91467 dt .
02.07.14may be placed on file.
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
NOTE/1
Sub : Procurement of Brushless Alternator 4.5 K W.Exercising of (+) 30%
Option Clause on M/s.Stone India Ltd/Kol, M/s.Kapsons Industries
Ltd/Jalandhar, M/s. I.C.Electrical Co Pvt Ltd/NDLS.
Ref : Dy.CMM/Elec Note No:43 to46, 49 of Case file No. PE.45.13.1043.
For procurement of the above subject item three Purchase Order has been
placed on (i).M/s.Stone India Ltd/Kol(RDSO PT.I)(AIR-95000/- per No),(ii).
M/s. I.C.Elec. Co Ltd/New Delhi(Pt.I firm)(AIR-Rs.95,000/-per No) &(iii).
M/s.Kapsons Industries Ltd/Jalandhar(RDSO Pt.II)(AIR-Rs.93,270/-per No)
with the acceptance of CMM for a total value of Rs.1,32,39,450(L/F-N/26).
on the above firm as the demand is available.
subsequent tender committee. It is stated that a new tender was

quoted by lowest tenderer(RDSO PT.I) in the new tender is
Rs.99890/- per NO and Part II firm AIR rate is Rs. 95,000/- per No. As
the rates of instant POs are lower than the subsequent tender and
recommended to reserve its recommendations for the quanity option
clause in the LP Pos till the outcome of negotiations with the Pt.I.
source.Further it is stated by Dy.CMM/Elec that suplimentary T.C. after
negotiations is under signature with finance member. Negotiated rate of Part
II source is Rs. 93270/-(AIR) and Part-I source is Rs. 95000/-(AIR) which is
higher than the LP rate.
7. A copy ANE (L/F-F.279) is available in the case file to cover the proposed option
quantity.
satisfactory. However, it is observed from the History sheet that the firm has
supplied 75% of the PO quanity for PO.No.90627 Dt: 22.03.13) & 67% of the Po
quanity for PO.NO.90629 Dt:22.03.13
clause
Rs. 1,39,65,053
158Sets
35sets
Nil
35sets
Rs.33,25,000
Rs.1,72,90,053
CMM
31-03-2014
NOTE-2
In view of the financial advantage involved and as recommended by SAG tender
Sr.AFA/(SF)
SSO(A)/(SF)
FINANCIAL
No. ASF/Q 01
Dy.CMM/C&W
OFFICE OF THE
SECUNDERABAD
Dt. 31.03.2015
Sub:- Procurement of Modified Elastomeric Pads-Exercising of (+)30%

option cause on M/s.M.G,M.Rubbers & on M/s. Basant Rubber
factory.
Ref:- Dy.CMM/C&w Note no. 38 of case file No.PW.38.13.1145.
***
The proposal submitted in connection with exercising of (+) 30 % Option
M/s.MGM Rubber against PO.No.91808 dt:12.08.14 has supplied
4275Nos only out of the total ordered quantity of 14867Nos(i.e 28%
supplied) . As such performance of the firm is to be improved upon to
2. As against M/s Basant Rubber Factory It is stated vide N/38 that firm
has supplied 19628Nos and balance to supply is 12787Nos, but as per
SPS at F.478 the firm has to supply still 17265Nos which is
contradictory. As such case may be resubmitted with latest SPS duly
updating the supplies.
(A.K. GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No. ASF/Q 01
Dt. 07.04.2015
Dy.CMM/DSL
- Exercising of (+) 30% Option Clause.P.O.No:91684 Dt:30.07.14
on M/s.
G.S.Products/Dehradun.
Ref : Your Note No:31 of Case file No. DSL/10/13/3201.
-oOoThe proposal submitted in connection with exercising of (+) 30 %
Option Clause on the above subject Purchase Order has been examined
and the following are the observations.
In terms of Para 3.3 of Railway Board Lr.No.99/RS(G)/779/5
firm should be satisfactory.
As per SPS placed on the file the quantity supplied is only 1497Nos,
but as per N/29 the quantity supplied is shown as 7000Nos which is
conflicting, the same may be clarified with necessary documents.
Since the DP of the said Purchase order is available upto
31.08.2014 and as the firm has supplied only 4% of the ordered
quantity), instead of processing the proposal time and again for exercising
option clause, it is advised to insist the firm to improve the supplies so as
to meet our requirements. After satisfactory performance only against the
said PO the case may be processed for concurrence.
(A.K. GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
NOTE/1
Sub : Procurement of All gear drive mechanism for electric lifting
barrier under (+) 30% Option Clause against
P.O.No:70098 dt:12.08.2014 on M/s.Global Signage and
Creativity.
Ref : Dy.CMM/Elecs Note No:17,18 of Case file
No.PS.54.13.5007.
which is placed at folio-1/C may kindly be perused.
has been placed on M/s.Global Signage and Creativity(AIR- Rs.32995/per No with the acceptance of CMM/E for a total value of
Rs.79,18,800(L/F-N/13) with (+)30% option clause.
option clause on the above firm as the rates received in subsequent
new tender are on higher side.
The proposal
observations:
has
been
examined
and
the
following
are
the

the L1 tenderer has quoted AIR rate of Rs.33665.63per No. The
instant PO AIR rate is Rs.32,995 per No, which is less in rate by
Rs.670.63per No. The New tender was not finalized.
Stores
instant Purchase Order, as it is financially advantageous to
Railways and DP of the subject Po is expiring on 22.04.2015. Hence
it is proposed to exercise (+)30% quantity option clause for a

quantity of 72Nos .
2.
It is stated that the performance of the firm is satisfactory. The

firm has supplied the entire ordered quantity of 240Nos

4. Necessary indents are available to cover the 30% option clause
quantity.
follows:
1
2
3
4
5
6
7

clause
clause
Rs.79,18,800
240 Nos
72 Nos
Nil
72 Nos
Rs.23,75,640
Rs.1,02,94,440
In
view
of the
financial advantage involved in the proposed option clause, if approved
we may concur the proposal to exercise (+)30% quantity option clause
for a total quantity of 72 Nos on M/s.Global Signage and Creativity
against PO.No.70098 dt:12.08.14 duly reducing the +30% option clause
quantity of 72 Nos in the subsequent tender and COS will be advised
that the concurrence is subject to tender opened on 24.03.2015 for the
subject item rate should not be lower than the instant PO rate as the
8
9
CMM
22.04.15
exceed 1Crore as such the proposal requires the concurrence of
Dy.CAO/S&W and sanction of CMM.
Submitted please.
SSO(A)/SF
Sr.AFA/SF
FINANCIAL
No.ASF/Q 01
OFFICE OF THE
SECUNDERABAD
Dt. 09.04.2015
Dy.CMM/C&W
Sub:- Procurement of POH kit-Exercising of (+)30% option cause on
M/s.Black Burn and Co Pvt Ltd/Calcutta, PO.No.92533
Dt:05.11.2014.
***
M/s.Black Burn and Co Pvt Ltd/Calcutta has not commenced the
supplies yet against the said PO. Hence performance of the firm is to
be improved upon to consider option clause.
2. Copy of indent to be placed on file for exercising option clause.
3. Finalized T.C.minutes for the tender opened on 26.03.2015 may be
placed on file to assess rate reasonability
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
FINANCIAL
No.ASF/Q 01
OFFICE OF THE
SECUNDERABAD
Dt. 09.04.2015
Dy.CMM/C&W
Sub:- Procurement of Set of valve regulated lead acid batteriesexercising of (+)30% option cause against (i) M/s.Microtex
Energy Pvt Ltd/SBC,against PO.No.91890 dt:22.08.14
(ii).M/s. Exide Ind Ltd/Kol against PO.No.91889 dt:22.08.14
and (iii) M/s.HBL power systems ltd/Hyb against Po.No.91888
dt:22.08.14
Ref:- Dy.CMM/Elec Note no.25,26 of case file No.PE.45.14.1021.
***
1. In terms of Para 3.2 of Railway Board letter No: 99/RS(G)/779/5
Dt:12.03.10, option clause should be operated only where there is a clear

demand for additional quantities and benefits accrue to Railways in terms
of existing contractual rates being reasonable/lower than newly opened
tendered rates. Hence, it is advised that the subject PO rate may be
compared with other railway rates for the subject item, if not available in
this railway to assess the rate reasonability.
firms should be satisfactory. It is seen from the case file that above
mentioned three firms have not commenced the supplies yet against the
said PO. Hence performance of the firm is to be improved upon to

(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
N/1
Sub : Procurement of Control Rod Exercising of (+) 30% quantity
Option Clause-Reg.
Ref : Dy.CMM/C&Ws Note No:18 to20 of Case file No.
38.13.2188.
which is placed at Folio-1/c may kindly be perused.
has been placed on M/s. General Stores and Engg Co Pvt
Ltd/Kolkata(AIR-Rs.559.22 each No)with the acceptance of Dy.CMM
option clause on the above firm as the demand available for the
subject item.
The proposal
observations:
has
been
examined
and
the
following
are
the
17.03.2015 for the subject item. The All inclusive rate quoted by L1 is
Rs.604.45(AIR) whereas the instant PO rate is Rs. 559.22 per No. The
New tender was not finalized. Stores department is proposing to
exercise (+)30% option clause on the instant Purchase Order, as it is
financially advantageous to Railways and DP of the subject Po is
expiring on 30.04.2015. Hence it is proposed to exercise (+)30%
quantity option clause for a quantity of 582Nos .
2. It is certified by the stores department that the performance of the firm
is satisfactory and the firm has supplied the entire ordered quantity
of 1940Nos.
1
2
3
4
5
6
7
8
9

30% option clause
DP available upto
Rs.10,84,886.80.
1940 Nos
582 Nos
Nil
582 Nos
Rs.325466.04
Rs.14,10,352.84
Dy.CMM
30.04.2015

option quantity.
above proposal to exercise (+)30% quantity option clause for a total
quantity of 582Nos on M/s.General Stores and Engg Co Pvt Ltd/Kolkata
against PO.No.91467 dt:02.07.14 duly reducing the +30% option clause
quantity of 582 Nos in the subsequent tender and COS will be advised
that the concurrence is subject to tender opened on 17.03.2015 for the
subject item rate should not be lower than the instant PO rate as the
in the powers of original accepting authority ie., Dy.CMM. As such, the
SSO(A)/(SF)
Sr.AFA/(SF)
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 15.04.2015
Dy.CMM/C&W
Sub:- Procurement of Constant Contact Polyurethene side bearer pad
-Exercising of (+)30% option cause on M/s.Prag Industries
India Pvt Ltd & M/s. Aryan Exporters Pvt Ltd.
Ref:- Dy.CMM/C&W Note no. 37,38 of case file No.PW.38.14.2198.
***
M/s.Prag Industries India Pvt Ltd, against Po.No. 92630 dt:13.11.14
has supplied 264Nos only out of 1320Nos total ordered quantity i.e
supplied 20% only) and as against M/s.Aryan Exporters Pvt
Ltd/Lucknow against PO.No.92631 dt:13.11.14 has supplied 1328Nos
out of total ordered quantity of 2454Nos. Hence performance of the
firm is to be improved upon to consider option clause.
placed on file to assess rate reasonability
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
FINANCIAL
No.ASF/Q 01
OFFICE OF THE
SECUNDERABAD
Dt. 15.04.2015
Dy.CMM/Elec
Sub:- Procurement of un insulated cadmium copper catenary wire
-Exercising of (+)30% option cause on M/s.Sight Sound
Electronics India Pvt Ltd/Delhi against PO.Nos.92490,62511,29248
dt:31.10.14.
Ref:- Dy.CMM/Elec Note no.32 to 35 of case file No.PE.46.13.5027.
***
the firm should be satisfactory in the present contract. It is seen from
the case file that M/s.Sight Sound Electronics India Pvt Ltd/Delhi
against the above POs, inspection has been done but the receipt of
material at the consignee end has not been furnished. As such details
of receipts may be placed on file to deal further.
3. PVC calculation sheet against the POs along with Documentary
evidence may be furnished to assess rate reasonability.

(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W

Dt:30.07.14.
Ref :Dy.CMM/DSL Note No:29 to31 of Case file No.DSL-10-133201.
-oOoCMM/M has resubmitted the proposal placed at flag A, duly seeking to accord
concurrence as proposed vide N/30 earlier and also made an endorsement to
discuss the issue with FA&CAO/S&W which may please be perused.
Earlier the case was returned twice due to non availability of performance
against the present contract(instant PO) placed at F/1 and F/2 which may
please be perused.
In terms of Railway Board Guidelines(Lr.No.99/RS(g)779/5 dated
12.03.2010 para 3.4)(placed at F/4,5) while exercising option clause on firm it
should be ensured that the performance of the firm on whom option clause is
proposed to be exercised is satisfactory in the present contract.
Further, it is seen from the case file that the firm has supplied 7000nos
out of the total ordered quantity of 35224Nos(i.e supplied 20% only) and the
delivery period is available upto 31.08.2015, as such instead of insisting finance
to concur option clause proposal it is advised the executive to advice the firm to
improve the supplies to meet the requirements.
Even though higher rates were received in the subsequent tender and it is
financially advantage to Railways, as per Boards guidelines for exercising option
clause 4 parameters are to be fulfilled viz( Performance, Demand/Indent,
Delivery period and Rate reasonability).
In view of the above, put up for orders whether to concur

the proposal as recommended by subsequent SAG tender committee of
new tender or otherwise please.
SSO(A)/Sf
Sr.AFA/SF
Dy.CAO/S&W
FA&CAO/S&W
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt.
16.04.2015
Dy.CMM/C&W
Sub : Procurement of All gear drive mechanism for electric lifting
barrier under (+) 30% Option Clause against
P.O.No:70098 dt:12.08.2014 on M/s.Global Signage and

Creativity.
No.PS.54.13.5007.
examined.
opened on 24.03.2015 for the above subject item is on higher side
when compared with the rates of the instant purchase orders. In view of
the financial advantage to Railways, finance concurrence is hereby
signified for exercising (+) 30% Option Clause on (i) M/s.Global Signage
and creativity for a quantity of 72Nos against PO.NO.70098
dt:12.08.2014, duly reducing the 30% option clause quantity in the next
tender with original terms and conditions with in Delivery Period.The
Total value of the Po after exercising +30% option clause is
Rs.1,02,94,440/-.
3.3 of
6. Necessary original Indent may be placed on file for vetting MPOs.
(A.K.GANESHAN )
Sr.AFA/SF
FA&CAO/S&W
For
NOTE/1
Sub : Procurement of Low Maintenance Lead Acid Loco battery
of 75AH capacity exercising of (+) 30% Option Clause on
M/s.(i) M/s. Southern Batteries Pvt Ltd/Bangalore (ii) M/s.
The Bharat Battery Mfg Co Pvt Ltd/Kolkata (iii). Mysore
thermo electric Pvt Ltd/Bangalore. against
Po.Nos:91298,91297,91296 dt:17.06.14.
Ref : Dy.CMM/Elecs Note No:31,32of Case file
No.PA.25.13.2905.
For procurement of the above subject item Three Purchase Orders
have been placed on (i) M/s.Southern Batteries Pvt Ltd/Bangalore,
Part II firm(AIR-12,124.25 per unit and update price is Rs.10950.36
per unit) (ii) M/s.Mysore electric (P) Ltd/SBC Part I firm(AIRRs.12187.13 per unit and updated rate is Rs. 11018.80 per
unit.), (iii) M/s.The Bharat Battery Mfg Co Ltd Part II firm(AIRRs.12187.13 per unit and updated rate is Rs. 11018.80 per unit)
with
the
acceptance
of
CMM
for
a
total
value
of
Rs.1,18,12,335.62(L/F-N/19) with (+)30% option clause.
option clause on the above three firms.
the L1 Part I tenderer has quoted AIR Rs.11,237.40 per unit
without Finance cost of SD. The instant POs updated rate is AIR
Rs.11,018.80 per unit, similarly, the rates quoted by L1 Part II firm
is AIR- Rs.11,125.33 per unit, whereas the Instant PO updated
rate is AIR- Rs.10,950.36 per unit. The new tender has been
dropped as the rates received are on higher side and duly
recommending to exercise (+)30% option clause in the instant
Purchase Order(L/F-231 ante), As such, Stores department is
proposing to exercise (+)30% option clause on the instant Purchase
Orders. As it is financially advantageous to Railways in exercising
(+)30% quantity option clause for a quantity of (43+148+99=290
Nos) on the above firms.
However, it is observed that M/s.Southern Batteries Pvt Ltd/SBC has
supplied 82 Nos out of total ordered quantity of 146Nos i.e supplied

56% and as against M/s. The Bharat battery mfg co pvt ltd has
supplied 375nos out of total ordered quantity of 494Nos i.e supplied
76% and as against M/s.Mysore thermo electric Pvt Ltd the firm has
supplied 197Nos out of 330Nos i.e supplied 60%.
3. The Delivery Period of the subject PO is available upto 30.04.2015.
4. Necessary Indent is available to cover the proposed option clause
quantity.
follows:
1
2
3
4
5
6
Original Qty in the 3PO(146+494+330).


option clause
8
9
Rs.1,18,12,335
.62
970Nos
290 Nos
Nil
290 Nos
Rs.35,31,563.8
6
Rs.1,53,43,899
.48
CMM
30.04.2015
in the powers of original accepting authority ie., CMM. As such, the proposal
In view of the financial advantage and as per the recommendations of
the subsequent tender committee option clause is exercised on
M/s.Southern Batteries Pvt Ltd/SBC against PO.No.91298 dt:17.06.14 for
a quantity of 43units and on M/s. Mysore Electric P Ltd/SBC against
PO.No.91296 dt:17.06.14 for a quantity of 99units and on M/s. The
Bharat Battery Mfg Co Ltd against Po.No.91297 dt:17.06.14 for a
quantity of 148Nos with PVC upper sealing may be pegged down
to rates obtained in the tender opened on 12.02.2015.
SO(A)/SF
Sr.AFA/SF
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt.
17.04.2015
Dy.CMM/C&W
Sub : Procurement of Control Rod under (+) 30% Option
Clause against P.O.No:91467 dt:02.07.14 on M/s.General
Stores and Engg Co Pvt Ltd/Kol.
No.PW.38.13.2188.
examined.
opened on 17.03.2015 for the above subject item is on higher side
when compared with the rates of the instant purchase orders. In view of
the financial advantage to Railways, finance concurrence is hereby
signified for exercising (+) 30% Option Clause on (i) M/s.General Stores
and Engg Co Pvt Ltd/Kol for a quantity of 582Nos against PO.NO.91467
dt:02.07.14, duly reducing the 30% option clause quantity in the next
tender with original terms and conditions with in Delivery Period.The
Total value of the Po after exercising +30% option clause is
Rs.14,10,352.84/-.
3.3 of
(A.K.GANESHAN )
Sr.AFA/SF
FA&CAO/S&W
For
NOTE/1
Sub : Coverage of LED signal aspects (SHUNT, ROUTE &
CALLING ON) under (+) 30% Option Clause on M/s.RT
Vision Technologies (P) Ltd/Noida & M/s. Power Technologies
Corporation.
Ref : Dy.CMM/S&Ts Note No: 36 to 38 of Case file
No.PS.56.13.1180.
option clause on the above subject items, received from Dy.CMM/S&T,
For procurement of the above subject item Six Purchase Orders
have been placed on(i) M/s.RT Vision Technologies (P) Ltd/Noida (All
inclusive Rates of Route & shunt- Rs.5,910,Calling on- Rs.6,940 per No.)
& (ii). M/s. Power Technologies Corporation(All inclusive Rates of Route
& shunt- Rs.5,910,Calling on- Rs.6,940 per No.) with the acceptance of
CMM for a total value of Rs.73,57,320(L/F-N/25) with (+)30% option
clause.
option clause on the above firms as the rates received in subsequent
new tender of this Railway on higher side.
The proposal
observations:
has
been
examined
and
the
following
are
the
30.12.2014 for the subject item. The All inclusive rate accepted is
Rs.5950/- for Route and Shunt and Rs.6950/- for Calling on, whereas the
instant PO rate is Rs.5910/- for Route & shunt and Rs.6940/- for Calling
on. As the rates of instant PO is lower than the subsequent tender and
recommended to invoke (+)30% option clause (L/F- 292Ante) on the
instant PO for a total quantity of 362Nos(Shunt-126,Route-183,Calling
on-53) on the above firms.
2. It is stated that the performance of the firms are satisfactory. The firm
M/s. R.T.Vision has supplied 50% of the ordered quantity and DP is
ahead for the balance quantity i.e 30.04.2015, as against M/s. Power
Technologies the firm has supplied 92% of the ordered quantity and DP
is ahead for the balance quantity.
3. The Delivery Period of the subject POs is expiring on 30.04.2015.
4. Necessary demands are available in the case file to cover the proposed
30% option clause quantity.
NOTE/2
5.The financial implications of the proposed option clause are as
follows:
1
2
3
4
5
6
7
8
9
Original Value of Six POs.

30% option clause
Rs. 73,57,320
1213 Nos
362 Nos
Nil
362 Nos
Rs.21,94,010
Rs.95,51,330
CMM
30.04.2015

clause, and as per the JAG Tender committee recommendations, if
approved we may concur the proposal to exercise (+)30% quantity
option clause for a total quantity of 362Nos((M/s.R.T.Vision-
144Nos(Shunt-50Nos, Route-73Nos & Calling on-21 Nos against

Po.No.91030
dt:19.05.2014
and
on
M/s.Power
Technologies216Nos(Shunt-75Nos, Route-110Nos, Calling On-31nos) against
PO.No.s91031,36012,29098,23060,54017 dt:19.05.2014
the proposal requires the concurrence of Dy.CAO/S&W.
Submitted please.
SSO(A)/SF
Sr.AFA/SF
Dy.CAO/S&W
NOTE/1
Sub : Procurement of Balmerol Prototrac Lube- Exercising of (+)
30%
Option Clause on M/s. Balmer Lawrie against P.O.No:91523
dt:10.07.14.
Ref :Dy.CMM/Gs Note No:16 to 20 of Case file No.PO.80.14.1235.
option clause on the above subject item, received from Dy.CMM/G,
For procurement of the above subject item One Purchase Order

has been placed on M/s.Balmer Lawrie & Co Ltd/Chennai at an all
inclusive rate of Rs.151.97/- per number and at a total value of
Rs.73,34,072.20 with the acceptance of CMM/G (L/F-N/11).
the above firm as the demand is available for the subject item.
Earlier, this office has returned the proposal twice which may
kindly be perused(F/80,81) to comply with Boards guidelines that the
existing contractual rate being reasonable than newly opened tender
rates.
In reply Dy.CMM/G has stated that the basic rate quoted by the
firm is same for the subject item i.e 116/-. The AIR difference is due to
reduction of ED from 14.42% to 14% which is applicable to Qty yet to
be supplied by the firm due to SVC as such the AIR of both instant and
subsequent tender rate is same.
The proposal
observations:
has
been
examined
and
the
following
are
the
1. The proposal is being initiated based on the requirement (new heading

at SMM/DSD/GTL depot). It is stated that a new tender was opened on
24.03.2015(F/87) for the subject item. The All inclusive quoted by the
L1(single offer) is Rs.151.41 whereas the instant PO rate is
Rs.151.41(duly apply SVC clause). As the rates of instant PO is same
and in view of the quantity requirement , Stores Branch has proposed to
invoke (+)30% option clause on the instant PO for a total quantity of
3000Kgs.
is satisfactory. However, it is observed from Stock position slip (L/F75,89) that the firm has supplied 33060Kgs out of the total ordered
quantity of 48260Kgs i.e supplied 68% and DP is ahead for the balance
quantity.
3. Delivery Period for the subject PO is available upto 31.05.2015.

1
3
4
5
6
7

30% option clause
Rs.73,34,072.
20
48,260
Kgs
14,478Kgs
Nil
3000Kgs
Rs.4,55,910
Rs.77,89,982.
2
CMM
5. Necessary Demand is available in the case file to cover the proposed

option quantity.
In view of the above, quantity requirement for new heading at
SMM/DSD/GTL if approved we may concur the proposal to exercise
(+)30% quantity option clause for a total quantity of 3000Kgs on M/s.
Balmer Lawrie & Company Ltd/Chennai against PO.No.91523
dt:10.07.14 subject to tender opened on 24.03.2015 for the subject
item rate should not be lower than the instant PO rate as the new
tender was not finalized.
SSO(A)/(SF)
Sr.AFA/(SF)
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt.
22.04.2015
Dy.CMM/G
Sub : Procurement of Balmerol Prototrac Lube- Exercising of (+)
30% Option Clause on M/s. Balmer Lawrie against
P.O.No:91523 dt:10.07.14.
Ref :Dy.CMM/Gs Note No:16 to 20 of Case file No.PO.80.14.1235.
on 24.03.2015) for the above subject item is same when compared with the
rates of the instant purchase order. In view of the quantity requirement for
new heading at SMM/DSD/GTL, finance concurrence is hereby signified for
exercising (+) 30% Option Clause on M/s.Balmer Lawrie
& Co
Ltd/Chennai for a quantity of 3000Kgs against Po.No. 91523
dt:10.07.2014 duly reducing the total 30% option clause quantity of
3000Kgs in the subsequent tender and as the new tender has not yet
finalized and as the DP is expiring on 31.05.2015, it is advised that
concurrence is subject to the rates after finalization of new tender is
not below the instant Po rate, with original terms and conditions with in
Delivery Period. Total value of the Purchase order after exercising 30% option
clause is Rs.77,89,982.20 only
of

(A.K.GANESHAN)
Sr.AFA/SF
FA&CAO/S&W
For
N/1
Sub : Procurement of UIC type rubber vestibule Assembly. exercising

of
(+) 30% Option Clause on M/s.Suresh Synth Chem Industries Pvt
Ltd/Mumbai(pt.II) and on M/s. Basant Rubber Factory
Ltd/Mumbai.
Ref:Dy.CMM/C&Ws Note No:56,57 of Casefile No. PC.30.13.3621.
For procurement of the above subject item One Purchase Order
have been placed on M/s. Suresh Synth Chem Inds Pvt
ltd/Mumbai- Pt.II firm (AIR-Rs.26,300per Number) for tender opened
on 28.02.14 and against tender opened on 10.09.14 three Purchase
orders have been placed on (i).M/s. Basant Rubber Factory
Ltd/Mumbai(Pt.II)(AIR Rs.32384.96 (ii).M/s.Ameenji Rubber Pvt
ltd/SC(Pt.I)(AIR-36950/per
No
and
(iii).
M/s.Kiran
rubber
Products/Pune(Pt.I) (AIR-Rs.36950/-per No) with the acceptance of
CMM/M for a total value of Rs.20,77,700/- and Rs.1,27,47,911.44(L/FN/21,44).
Now stores is proposing 30% option clause against part II firms
(i)M/s. Basant Rubber Factory Ltd/Mumbai and (ii)M/s. Suresh synth
Chem Inds Pvt ltd/Mumbai.
The proposal
observations:
has
been
examined
and
the
following
are
the

lowest Part II firm has quoted Rs.33,512.06per Number(AIR), whereas
the subject Part II POs rate is Rs.26300/- & 32384.96. The new tender
is not yet finalized. Stores department is proposing to exercise (+)30%
option clause on the above firms as it is financially advantageous to

Railways in exercising quantity option clause . It is seen from the case
file that M/s. Basant rubber Factory Ltd/Mumbai performance is not
satisfactory as such after satisfactory performance we can consider the
proposal of 30% option clause and as the firm M/s. Suresh SynthChem
Inds pvt ltd/Mumbai has supplied the entire order quantity we may
agree.
2.
Performance of the firm is certified as satisfactory. Howerver, it is

observed from stock position slip that M/s. Suresh Synth Chem Inds
Pvt ltd/Mumbai- has supplied the entire ordered quantity of 79 Nos on
10.01.2015 and the Stores Branch has refixed the DP against the firm
for exercising option clause as the firm accepted for supply of +30%
option clause quantity(F/631). And as against M/s.Basant Rubber
Factory Ltd/Mumbai firm has not commenced the ordered quantity and
DD is ahead for the total ordered quantity. Hence we may advise COS
after satisfactory performance the case may be processed
3. Necessary Demand is available in the case file to cover the proposed

option clause.
1
2
3
4
5
6
7
8
9
Original Value of the PO for one PO

only.
clause
clause
exercised POs)
Rs. 20,77,700/79Nos
23Nos
Nil
23 Nos
Rs.6,04,900
Rs.26,82,600
CMM
31.05.2015
be with in the powers of original accepting authority ie., CMM. As
such, the proposal requires the concurrence of Dy.CAO/S&W(Original

TC member).
In view of the financial advantage involved in the present option
clause, if approved we may concur the proposal on M/s.Suresh Synth
Chem Industries Pvt Ltd/Mumbai against Po.No.91428 dt:30.06.14 for a
quantity of 23Nos and as against M/s. Basant Rubber Factory
Ltd/Mumbai COS office will be advised to process the case after
satisfactory performance.
SSO(A)/(SF)
Sr.AFA/(SF)
Dy.CAO/S&W
FINANCIAL
No.ASF/Q 01
27.04.2015
OFFICE OF THE
SECUNDERABAD
Dt.
Dy.CMM/S&T
Technologies (P) Ltd/Noida against Po.No.91030 dt:19.05.2014 &
M/s.Power Technologies Corporation against
PO.Nos.91031,36012,29098,23060,54017 dt:19.05.14.
Ref : Dy.CMMS&Ts Note No: 36 to 38 of Case file No.PS.56.13.1180.

opened on 30.12.2014) for the above subject item are on higher side when
compared with the rates of the instant purchase orders. In view of the
financial advantage involved in instant purchase orders and as per the JAG
Tender committee recommendations, finance concurrence is hereby signified
for exercising (+) 30% Option Clause for a Total quantity of 360Nos (M/s.RT
Vision Technologies (P) Ltd/Noida against Po.No.91030 dt:19.05.14
for a total quantity of 144Nos (Shunt:50Nos, Route:73Nos & Calling
on:21 Nos)
and on M/s. Power
Technologies against
PO.Nos.91031,36012,29098,23060,54017 dt:19.05.14 for a quantity
of 216Nos (Shunt:75Nos, Route:110Nos & Calling on:31Nos) with the
original terms and conditions of the Purchase Orders with in Delivery Period.
1. Obtaining the Sanction of original tender accepting authority, ie., CMM.
of
This issues with the approval of Dy.CAO/T.
(P.V.RAGHAVA RAO)
Sr.AFA/M&P
For FA&CAO/S&W
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 27.04.2015
Dy.CMM/Elec
Sub :-Procurement of Low Maintenance Lead Acid Loco battery of 75AH
capacity
exercising of (+) 30% Option Clause on M/s.(i) M/s. Southern
Batteries
Pvt Ltd/Bangalore (ii) M/s. The Bharat Battery Mfg Co Pvt
Ltd/Kolkata
(iii). Mysore thermo electric Pvt Ltd/Bangalore. against
Po.Nos:91298,91297,91296 dt:17.06.14.
Ref :- Dy.CMM/Elecs Note No:31,32of Case file No.PA.25.13.2905.
examined.
opened on 12.02.2015) for the above subject item are on higher side
when compared with the rates of the instant purchase orders. Further,
the subsequent tender committee of new tender also recommended to
invoke (+)30% option clause on the above two firms. In view of the
financial advantage involved, finance concurrence is hereby signified for
exercising (+) 30% Option Clause on M/s.Southern Batteries Pvt
Ltd/Bangalore(Pt.II) against PO.No.91298 dt:17.06.14 for a
quantity of 43units , on M/s. Mysore Electric Pvt Ltd/SBC against
PO.No.91296 dt:17.06.14 for a quantity of 99units and on M/s.
The Bharath Battery Mfg Co.Pvt ltd/Kolkata against Po.No.91297
dt:17.06.14 for a quantity of 148Nos with PVC upper sealing pegged
down to rates obtained in the tender opened on 12.02.2015 and with original


3.3 of
(P.V.RAGHAVA RAO)
Sr.AFA/M&P
For
FA&CAO/S&W
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 29.04.2015
Dy.CMM/C&W
Sub :
exercising of

(+) 30% Option Clause on M/s.Suresh Synth Chem Industries
Pvt
Ltd/Mumbai(pt.II) and on M/s. Basant Rubber Factory
Ltd/Mumbai.
Ref:Dy.CMM/C&Ws Note No:56,57 of Casefile No. PC.30.13.3621.
been examined.
(ie., opened on 27.03.15 for the above subject item is on higher
side when compared with the rates of the instant purchase orders.
In view of the financial advantage to Railways, finance concurrence
is hereby signified for exercising (+) 30% Option Clause on (i)
M/s.Suresh Synth chem. Industries Pvt Ltd/Mumbai against

Po.No.91428 dt:30.06.14 for a quantity of 23Nos only and as
against M/s. Basant Rubber Factroy Ltd/Mumbai it is advised that
the proposal may be processed after satisfactory performance.
para 3.3 of
3.
quantities.
4.
year.
6.
Necessary original Indent may be placed on file for vetting
MPOs.
(A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W
FINANCIAL
No.ASF/Q 01
29.04.2015
Dy.CMM/C&W
OFFICE OF THE
SECUNDERABAD
Dt.
Sub:- Procurement of Thermo Plastic. Exercising of (+)30% option

cause on M/s.Calstar Steel Limited/HWH, PO.No.91602
Dt:21.07.2014.
Ref:- Dy.CMM/C&W Note no.23,24 of case file No.PC.30.13.1039.
***
Option Clause on the above subject item has been examined and the
Dt:12.03.10, for exercising (+)30% option clause, the performance
of the firm should be satisfactory. It is seen from the case file that
M/s.Calstar Steel Limited/HWH, against Po.NO.91602 dt:21.07.14
has supplied 37%. Hence performance of the firm is to be
improved upon to consider option clause. Latest supply position
may be placed on file.
4. On verification of the case file +30% option clause is available for
PO.No.91602 dt:21.07.14, whereas option clause is proposed for
PO.No. 91682 dt:21.07.14, which is contradictory the same maybe
clarified.
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
In continuation to the section note at pre-page, Dy.CMM/c&w

has resubmitted the proposal (Flag-A) in response to this office
observations placed at Flag - B, which may kindly be perused.
Earlier this office has concurred the proposal against M/s.
Prag Industries India Pvt ltd only(F/3/C) and on M/s. Howrah
Forgings Ltd/Kolkata (F/5/C) as against the other two firms
executive has been advised to process the case after satisfactory
performance.
In response executive has resubmitted the proposal duly
submitting the performance of the firms and stated that the
performance of the firms are satisfactory as the firm has supplied
more than 75%of the ordered quantity.
observations:
1. As already mentioned at pre page that a new tender was opened
on 05.11.14 in which the L1 Part I tenderer has quoted AIR
Rs.1048.82 per No. The instant POs rate is AIR Rs.972 per
No, similarly, the rates quoted by L1 Part II firm is AIRRs.967.42, whereas the Instant PO rate is AIR- Rs.920.23 per
No. The new tender has been dropped as the rates received are
on higher side and duly recommending to exercise (+)30%
option clause in the instant Purchase Order(L/F-454), as the
quantity to be procured is 35,289 Nos the excess Qty of 27,627
Nos available and 30% option clause at lower rate for 21,609Nos
put together works out to 48,867 Nos representing 13 months
requirements that will be very much sufficient for next CP. Hence
it is proposed not to procure any quantity against the present
tender and recommend to discharge the tender and drop the
procurement action. As such, Stores department is proposing to
exercise (+)30% option clause on the instant Purchase Orders.
As it is financially advantageous to Railways in exercising
(+)30% quantity option clause for a quantity of 21,609 Nos on
the above firms.
2.

However, it is observed that M/s.M.G.M. rubber Co/Kolkata has
supplied 11149Nos out of the total ordered quantity of
14867Nos i.e supplied 75% and DP is ahead for the balance

quantity i.e upto 30.06.15. and as against M/s. Basant Rubber
factrory Ltd/Mumbai the firm has supplied 24311Nos out of the
total ordered quantity of 32415Nos i.e supplied 75% and DP is
ahead for the balance quantity.
3. The Delivery Period of the subject PO is available upto
30.06.2015.
4. Necessary Indent is available to cover the proposed option
clause quantity.

follows:
1
2
3
4

clause
clause
5
6
7
8
Rs.6,90,83,864
.66
72,033 Nos
21,609 Nos
6,483Nos
942 Nos
Rs.8,66,875.5
Rs.7,62,52,216
.16
COS
In view of the financial advantage and as per the recommendations
of the subsequent tender committee option clause is exercised on
M/s.M.G.M Rubber Co/Kolkata for a quantity of 4460Nos against
Po.No.91808 dt:12.08.14. and on M/s. Basant Rubber FactoryLtd/Mumbai
for a quantity of 9724Nos against Po.NO.92423 dt:27.10.14

SO(A)/SF
Sr.AFA/SF
Dy.CAO/S&W
FA&CAO/S&W
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 29.04.2015
Dy.CMM/DSL
Dt:30.07.2014
Ref : Your Note No:29 to 31of Case file No. DSL-10-13-3201.
-oOo-
The proposal received in connection with exercising of (+) 30%

examined.
Purchase Order rate is Rs.2227.05. In view of the financial advantage and
as recommended by SAG tender committee, and as per the past
performance, finance concurrence is hereby signified for exercising (+)
30% Option Clause on M/s.G.S.Products, Dehradun for a quantity of
3.3 of
( A.K.GANE
SHAN )
Sr.AFA/SF
FA&CAO/S&W.
For
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 29.04.2015
Dy.CMM/Elec
dt:22.08.14
Ref:- Dy.CMM/Elec Note no.27 of case file No.PE.45.14.1021.
***
the observations.
1. It is once again reiterated that In terms of Para 3.2 of Railway Board letter No:
99/RS(G)/779/5 Dt:12.03.10, option clause should be operated only where

there is a clear demand for additional quantities and benefits accrue to Railways
in terms of existing contractual rates being reasonable/lower than newly
opened tendered rates. Hence, it is advised that the subject PO rate may be
compared with other railway rates for the subject item, if not available in this
railway to assess the rate reasonability.
exercising (+)30% option clause, the performance of the firms should be
satisfactory. It is seen from the case file that above mentioned three firms have
not commenced the supplies yet against the said PO. Hence performance of the
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
NOTE/1
Sub : Procurement of uninsulated cadmium copper caternary wire 65sq
mm exercisng (+) 30% Option Clause against M/s. Sight sound
electronics India Pvt Ltd/Delhi.
on the above subject item, received from Dy.CMM/Elec, which is placed at Folio-1/C
placed on(i) M/s.Sight Sound Electronics (India) Pvt Ltd/Delhi (Part II) (AIRRs.616836.36 PMT and updated price is Rs.487664.86 per No.) with the
acceptance of CMM for a total value of Rs.55,51,527.24.
the above three POs on the basis of a Stock ANE/NS indent received from units.
received in new tender are on higher side (AIR- 6,76,850.61 per No). As such,
JAG tender committee of the subsequent tender recommended to exercise
(+)30% option clause on LPOs ie., on the above three POs and Dropped the
present tender.
2. It is certified by the stores department that the performance of the firms is
satisfactory. The firm M/s. Sight Sound Electronics India Pvt ltd/Delhi
has supplied 48% of the originally ordered quantity.

1
2
3
4
5
6
7
8
9

option clause
Rs.55,51,527.24
9Mts
2.7 Mts
Nil
1.539Mts
Rs.9,49,311.15
Rs.65,00,838.39
CMM
20.05.2015
NOTE/2
4. Necessary indent is available in the case file to cover the option clause.
In view of the financial advantage involved, and as per the TC
recommendations of the subsequent tender, if approved we may concur the
proposal on M/s. Sight Sound electronics India Pvt Ltd/Delhi for a quantity of
1.539Mts against Po.NOs.92490,62511,29248 dt:31.10.14.
SSO(A)/SF
Sr.AFA/SF
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
04.05.2015
Dt.
Dy.CMM/Elec
Sub : Procurement of uninsulated cadmium copper caternary wire
65sq mm exercisng (+) 30% Option Clause against M/s. Sight
sound electronics India Pvt Ltd/Delhi.
on 25.02.15 for the above subject item is on higher side when compared with
the rates of the instant purchase orders. In view of the financial advantage to
Railways and as per subsequent TC recommendations, finance concurrence is
hereby signified for exercising (+) 30% Option Clause on (i) M/s.Sight Sound
Electronics
(India)
Pvt
Ltd/Delhi(Pt.II)
against
Po.Nos.92490,62511,29248 dt:31.10.14 for a quantity of 1.539Mts
with original terms and conditions with in Delivery Period. The total value of
the PO after exercising +30% option clause is Rs.65,00,838.39/-.

(A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W
NOTE/1
Sub : Procurement of Universal type rectifier cum regulating unit . Exercising
of
(+) 30% Option Clause against (i)Stone India Ltd/Kol (ii)Presstech India Pvt
Ltd/Mumbai(iii) P.D.Steels/Mohali.
placed on (i) M/s.Stone India Ltd/Kol Part-I (AIR- Rs.96099.81 per No.)(ii) M/s.
Presstech
India
Pvt
Ltd/Mumbai
Part-I
(AIR
Rs.92,977per
No)&(iii)M/s.P.D.Steels/Mohali Part-II (AIR- Rs.95,100 per No.) with the
acceptance of CMM for a total value of Rs.99,68,385.17 (L/F-N/16).
the above three firms on the basis of a Stock indent received from units.
received in new tender are on higher side i.e. Part I firm AIR is
Rs.1,04,646.94 per No and Part II firm is Rs.1,09,150perNo, whereas the
instant Po. Rate is Rs. 96099.81per No for Part I source and Rs.95,100/-per
No for Part II source. In view of the financial advantage Stores branch is
proposing to operate (+)30% option clause on LPOs ie., on the above three
POs.
2.

satisfactory. However, it is noticed that M/s. Stone India Ltd/Kol has supplied
23Nos out of the total ordered quantity of 31Nos i.e supplied 74% and as
against other two firms M/s.Presstech India Pvt Ltd/Mumbai and
M/s.P.D.Steels/Mohali the firms has not commenced the supplies, as such

stores branch will be advised to process the proposal against the above two
firms after satisfactory performance within the delivery period i.e 01.06.15.
3.
2
3
4
5
6
7

option clause
Delivery period available upto for M/s. Stone
India
8
9
Rs.99,68,385.17
.
104Nos
31 Nos
Nil
9 Nos
Rs.8,64,898.29
Rs.1,08,33,283.
46
CMM
15.05.2015
NOTE/96
quantity.
5. New tender is not yet finalized as the DP of M/s. Stone India Ltd is expiring on
15.05.2015 and in view of the financial advantage and performance, if
approved we may approve the proposal to exercise option clause on M/s.Stone
India Ltd/Kol Part-I only against Po.No.92223 dt:29.09.14 for a quantity of 9
Nos & against M/s.Presstech India Pvt Ltd/Mumbai and M/s. P.D.Steels/Mohali
executive will be advised to process the case after satisfactory performance.
Further, concurrence is subject to the rates after finalization of new tender is
not below the instant Po rate and duly reducing the option clause quantity in
the subsequent tender.
SSO(A)/SF
Sr.AFA/SF
Dy.CAO/S&W
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 11.05.2015
Dy.CMM/C&W
Sub:- Procurement of Adapter Narrow Jaw-exercising of (+)30% option
cause against (i) M/s.Eastern Alloys Pvt Ltd/Rourkela,against
PO.No.92876 dt:09.12.14 (ii).M/s.Gemus Engg Ltd/Kolkata
against PO.No.92877 dt:09.12.14
Ref:- Dy.CMM/C&W Note no.22 to 23 of case file No.PW.38.14.2181.
***
the observations.
1. In terms of Para 3.3 of Railway Board Lr.No.99/RS(G)/779/5 Dt:12.03.10,
for exercising (+)30% option clause, the performance of the firms should
be satisfactory. It is seen from the case file that M/s. Eastern Alloys Pvt
Ltd has not commenced the supplies and DP is upto 30.06.2015, as such
after satisfactory performance case file may be processed, M/s.Gemus
Engg Ltd has supplied 5534 Nos out of 13835 Nos . As such to consider
option clause performance of the firm is to be improved upon to consider
option clause.
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
In continuation to section notings at prepage, the remarks called for by FA&CAO/S&W

vide Item No. 3 is as under:
It is regretted to mention that while showing the financial implication table, the figures
shown from I.NO.5 to 8 was erroneously copied from the previous notings of the subject
proposal. Now the same is rectified and the financial implication are are as under:

1
2
3
4
5
6
7
8
Rs.6,90,83,864.
66 (L/F.N-32)
72,033Nos
21,609Nos
7525Nos
14,184Nos
Rs.1,35,55,953.
8
Total Value of the POs after exercising (+) 30% Rs.8,98,08,169.
option clause
96
COS
It will be ensured that here after no such mistakes will be done and utmost care will be
taken while dealing the case files. Error is regretted please.
SSO(A)/SF
Sr.AFA/SF
Dy.CAO/S&W
FA&CAO/S&W
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
17.05.2015
Dy.CMM/C&W
Sub:- Procurement of Modified Elastomeric Pads-Exercising of (+)30%
option cause on M/s.M.G,M.Rubbers & on M/s. Basant Rubber
factory.
Ref:- Dy.CMM/C&w Note no. 43 to 59 of case file No.PW.38.13.1145-oOo-
Dt.

on 05.11.2014 for the above subject item are on higher side when compared
advantage to Railways and SAG TC recommendations , finance concurrence is
hereby signified for exercising (+) 30% Option Clause on (i) M/s.M.G.M Rubber
Co/Kolkata for a quantity of 4460Nos against PO.NO. 91808 dt:12.08.14 and
on M/s. Basant Rubber Factory Ltd/Mumbai for a quantity of 9724Nos against
Po.NO.92423 dt:27.10.14 with original terms and conditions with in Delivery
Period. Total value of the PO after exercising option clause is Rs.
8,98,08,169.96.
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
FINANCIAL
No.ASF/Q 01
OFFICE OF THE
SECUNDERABAD
Dt. 19.05.2015
Dy.CMM/Elec
Sub:- Procurement of End frame Non driving and end frame driving.
Ref:- Dy.CMM/Elec Note no.23 of case file No.PA.29.15.5001.
***
The proposal submitted in connection with development order has been examined and
the following are the observations
1. Likely new sources for this item may be explored for the purpose of vendor development
in the present case. It is observed that there are only two Part I and one Part II source
as per F-164. The consuming department should certify the actual requirement with
latest specification if any, so as to avoid unnecessary ordering cost by way of
advertisement.
2. The observation made by Tender accepting authority at N-16,17are very much relevant
in the present case and highly appreciable.
3. However, finance is of the opinion that blanket concurrence by finance as sought in the
proposal can be considered only when there is sufficient proof that their exists
indigenous supplier for this item at lower cost compare to cost of approved sources.
4. In view of the above the proposal needs to be re visited with full justification and in
consultation with technical branch (user department) for better appreciation.
Case file is returned herewith.

(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 21.05.2015
Dy.CMM/C&W
Sub:- Procurement of rear cover- exercising of (+)30% option cause
against M/s.Rahul Textile Mills/Bikaner against PO. No. 91596
dt:18.07.14
Ref:- Dy.CMM/C&W Note no.30,31of case file No.PC.30.13.1106..lk
***
the observations.
1. In terms of Para 3.2 of Railway Board letter No: 99/RS(G)/779/5 Dt:12.03.10,
option clause should be operated only where there is a clear demand for
additional quantities and benefits accrue to Railways in terms of existing
contractual rates being reasonable/lower than newly opened tendered
rates. Hence, finalized TC minutes for the tender opened on 07.04.2015 may be
placed on file to asses the rate reasonability
2. A copy of the indent may be placed on file.
3. Latest supply position may be placed on file.
Sr.AFA/SF
(A.K.GANESHAN)
For FA&CAO/S&W
NOTE/1
Sub : Supply of POH kit of self lubricating polyester etc. under (+)
30% Option Clause on M/s.Black Burn & Co Pvt Ltd/Calcutta.
Ref : Dy.CMM/C&Ws Note No:23 to 25 of Case file No.PC-30.13.3583.
For procurement of the above subject item one Purchase Order is
placed on (i)Black Burn & Co Pvt Ltd/Kolkata(AIR Rs.7381.27 per set) with the
acceptance of CMM for a total value of Rs. 62,44,554.42(L/F-N/15) with

for the subject item. The All inclusive rate accepted by the lowest tenderer in
the new tender is Rs.7456.43per set whereas the instant PO rate is
Rs.7381.27 per set. The new tender has been finalized by the JAG tender
committee duly recommending to exercise (+)30% option clause on the
instant Purchase Orders (L/F-243 ante). As such, Stores department is
proposing to exercise (+)30% option clause on the instant Purchase Order. As
there is a rate difference of Rs.75.16 per set, it is financially advantageous
to Railways in exercising (+)30% quantity option clause for a quantity of
254sets on the above firm.
2. The performance of the firm is satisfactory. The firm has supplied 508sets
out of the total ordered quantity of 846sets ie.supplied 60% and Delivery
period is ahead for the balance quantity ie. Upto 30.07.2015
3.
(iv). The financial implications of the proposed option clause are as follows:
1
2
3
4
5
6
7
8
9

Qty already utilized under
O/Clause
clause
Rs. 62,44,554.42
846sets
254 sets
Nil
254 sets
Rs.18,74,842.58
Rs.81,19,397
CMM
30.07.2015
N/2
As such, the
proposal
requires
the
concurrence
of
Dy.CAO/S&W.
option clause and as per the TC recommendations, if approved, we
may agree +30% option clause on M/s.Black Burn & Co Pvt
Ltd/Kolkata against PO.NO.92533 dt:05.11.2014 for a qunaity of 254
sets.
SSO(A)/SF
Sr.AFA/SF
DY.CAO/S&W
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
21.05.2015
CMM/Elec
Sub:- Placement of development order in regular tender for
procurement of End frame Non driving ad end frame driving-Reg.
Ref:- CMM/Elec Note no.23 of case file No.PA.29.15.5001
-oOo-
Dt.
The proposal received in connection with the above subject has been
examined and finance concurrence is hereby signified on the above subject
tender for including special condition in the tender schedule i.e 15% of net
procurable quantity outside the tender quantity for development order, as
new firm rates should be competitive and lower than approved sources as per
Rly board guidelines Lr.NO.99/RS(G)/709/1/P1 dated 13.01.2015.
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
FINANCIAL ADVISER
AND
OFFICE OF THE

SECUNDERABAD
No.ASF/Q 01
Dt. 21.05.2015
Dy.CMM/Elec
Sub : Procurement of Universal type rectifier cum regulating unit .
Exercising of (+) 30% Option Clause against (i)Presstech India Pvt
Ltd/Mumbai(ii) P.D.Steels/Mohali.
***
the observations.

satisfactory. It is seen from the case file that M/s.Presstech India Pvt
Ltd/Mumbai and M/s. P.D.Steels/Mohali has not commenced the supplies yet
and certified that general performance is satisfactory.
As per Boards guidelines the performance of the instant PO has to be seen
while exercising 30% option clause. Hence it is advised that as DP is fast
approaching i.e 01.06.2015, it may be confirmed and details furnished as to
whether the firm has offered the material for inspection/dispatched/material
received in the depot and accounted for may be placed on file so that
performance of the firm is assessed and financial benefit is availed in the instant
case.
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 25-052015
Dy.CMM/C&W
Sub : Supply of POH kit of self lubricating polyester etc. under (+)
30% Option Clause on M/s.Black Burn & Co Pvt Ltd/Calcutta.
Ref : Dy.CMM/C&Ws Note No:23 to 25 of Case file No.PC-30.13.3583.
and as recommended by subsequent tender committee, finance concurrence
is hereby signified for exercising (+) 30% Option Clause on M/s.Black Burn &
Co Pvt Ltd/Calcutta for a quantity of 254sets
against PO.No. 92533
dt:05.11.2014, with original terms and conditions with in Delivery Period. Total
value of the PO after exercising option clause is Rs. 81,19,397.
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 27.05.2015
Dy.CMM/G
Sub:- Procurement of Liquid oxygen for industrial use- acceptance
of lower rate-reg
Ref:- Dy.CMM/Gs Note No:29 to 31 of Case file No.PO-81.13.1415.
-oOoM/s. Ellenbarrie has agreed to supply the balance quantity @ Rs.13.60 per cum
vide F/147 and the same was corrected to Rs.13.50 per Cum, whereas the subsequent
lower rate of the subject item is Rs.13.49 per cum. In view of the above necessary fresh
letter may be taken from the firm as per the new lower rates i.e 13.49 per cum. Further,
as S.V.Clause is available in the PO conditions, while payment on documentary
evidence necessary care will be taken.
In case of delay in taking the consent from M/s. Ellenbarrie industrial gases Ltd,
separate proposal for exercising (-)30% option clause against M/s. Praxair India may be
processed, as the firm has not agreed to supply at lower rate.
File is returned herewith for early necessary action please.
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
NOTE/1
Sub : Supply of Thermo plastic Polyster Elastomer(Hytrel) lower washer
under (+) 30% Option Clause on M/s. Calster Steel Ltd/Calcuta against
Po.NO.91602 dt:21.07.14.
Ref : Dy.CMM/C&Ws Note No: 23to 24 of Case file No.PC-30.13.1039.
For procurement of the above subject item Purchase Order was placed
on M/s. Calster Steel Ltd/Calcuta(Pt.I)(AIR
Rs.1001.01per No) with the
acceptance of CMM for a total value of Rs. 68,20,882.14(L/F-N/16) with

the new tenderer(RDSO Pt.I) is Rs.1018.84per No whereas the instant PO rate
is Rs.1001.01 per no. The new tender has been finalized by the JAG tender
instant Purchase Orders (L/F-236). As such, Stores department is proposing to
exercise (+)30% option clause on the instant Purchase Order. As there is a
rate difference of Rs.17.83 per No, it is financially advantageous to
2044Nos(1293Nos-Lgd and 751Nos-Tpty) on the above firm.
2. The performance of the firm is certified as satisfactory. The firms has
supplied 60% of the ordered quantity.

3. Necessary ANE is available in the case to cover the option clause quantity.
1
2
3
4
5
6
7
8
9

clause
clause
Rs. 68,20,882.14
6814 Nos
2044 Nos
Nil
2044 Nos
Rs.20,46,064.44
Rs.88,66,946.58
CMM
30.05.2015
5. With the exercise of above option clause, the revised value will be with in
clause, if approved, we may agree +30% option clause on M/s. Calster
Steel Ltd/Calcutta(Pt.I) against PO.NO.91602 Dt:21.07.14 for a quanity
of 2044Nos(Lgd-1293Nos, Tpty-751Nos).
SSO(A)/SF
Sr.AFA/SF
DY.CAO/S&W
OFFICE
OF THE
SECUNDERABAD
No.ASF/Q 01
29.05.2015
(S&W),
Dt.
Dy.CMMC&W
Sub : Procurement of POH kit for Air brake cylinder.- Exercising of (+) 30%
Option clause- Against M/s.Pew Engineering Pvt Ltd/Howrah.
Ref : Your Note No:18,19,22 of Case file No.PC.30.14.3582.
on the above subject item Purchase Order has been examined and following are the
observations.
The delivery period of M/s.Pew Engineering Pvt Ltd/Howrah has expired on
01.04.2015 and as already advised repeatedly by this office that option clause has
to be exercised within the original/extended delivery period and should be valid on
date. Instead of following the rules, insisting finance to concur the proposal after the
expiry of the DP is not understood. Purchase officer to please note that all proposal
should be sent well in advance with all the required information for obtaining
finance concurrence. So that there is no delay whatsoever to the advantage of
Railways.

( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W
OFFICE
OF THE

SECUNDERABAD
No.ASF/Q 01
Dt. 29.05.2015
Dy.CMM/C&W
Sub : Procurement of Rear cover for Axle Box Exercising of (+) 30% Option
Clause against M/s. Rahul Textile Mills/Bikaner against Po.No.91596
dt:18.07.14
Ref : Dy.CMM/C&Ws Note No:30,31 of Case file No. PC.30.13.1106.
***
the observations.

satisfactory. It is seen from the case file vide F/624, i.e as on 06.05.2015, the
outstanding quantity to supply against the above mentioned purchase order is
8875Nos (i.e the firm has supplied 41% only as on 06.05.2015) whereas vide
F/627 the covered dues are shown as 4875Nos which is contradictory. Hence,
latest supply position from depot may be placed on file to assess the
performance and to consider option clause.
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
NOTE/1
Sub : Procurement of constant contact polyurethane side bearer pad
assembly exercising of (+) 30% Option Clause against (i). M/s.Prag
Industries India Pvt Ltd/Deharadun against PO.NO.92630 dt:13.11.14
(ii). Aryan Exporters Pvt ltd/Lucknow against PO.No.92631
dt:13.11.14.
Ref : Dy.CMM/C&Ws Note No:37,38,41 of Case file No.PW.38.14.2198.
been placed on (i) M/s.Prag Industries India Pvt ltd/dehradun PartII(AIR- Rs.3987.66 per No.) (ii) M/s.Avadh Rubber(Part-II) (AIRRs.3987.66per No) with the acceptance of COS for a total value of

the new tender is Rs.4134.38per No whereas the instant PO rate is Rs.3987.66
per No. The new tender has been finalized by the JAG tender committee duly
Orders (L/F-272 ante). As such, Stores department is proposing to exercise
(+)30% option clause on the instant Purchase Orders. As there is a rate
difference of Rs.146.72 per No, it is financially advantageous to Railways in
exercising (+)30% quantity option clause for a quantity of 3774Nos on the
above firms.
2. The performance of the firm is certified as satisfactory. The firm M/s. Prag
Industries India Pvt ltd has supplied 792Nos out of the total ordered quantity
of 1320Nos and DP is ahead for the balance quantity i.e upto 31.07.2015,
supplied 60% and as against M/s. Aryan Exporters P ltd has supplied 2262Nos
out of the total ordered quantity of 2454Nos and DP is ahead for the balance
quantity i.e upto 31.07.2015, supplied- 92%.
3.
4.

1
2
3
4
5
6
7
8
9

Original Qty in the instant two
POs.
Qty already utilized under
O/Clause
clause
Rs.1,50,49,428.84
3,774 Nos
1,132Nos
Nil
1,132 Nos
Rs.45,14,031.12
Rs.1,95,63,459.96
CMM
31.07.2015

As such, the
proposal
requires
the
concurrence
of
FA&CAO/S&W.
option clause and as per the subsequent TC recommendations, if
approved, we may agree +30% option clause on M/s.Prag Industries
India Pvt Ltd/Dehradun against PO.No 92630 dt:13.11.14 for a
quantity of 396Nos on Rayanpadu depot and on M/s. Aryan
Exporters Pvt Ltd/Lucknow against PO.No.92631 dt:13.11.14 for a
quantity of 736 Nos(72Nos for MFT and 664Nos for Rayanapadu
depot).

SSO(A)/SF
Sr.AFA/SF
DY.CAO/S&W
FA&CAO/S&W
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
31.05.2015
Dt.
Dy.CMM/C&W
Sub : Supply of Thermo Plastic Polyster Elastomer (Hytrel) Lower washer
Exercising of (+) 30% Option Clause.on M/s.Claster Steel
Ltd/Calcutta against Po.No. 91602 dt:21.07.14.
Ref : Your Note No:23 to 24 of Case file No. PC/30.13.1039.
-oOoThe proposal received in connection with exercising (+) 30% Option Clause on
lowest offer is Rs.1018.84 per No(RDSO Pt.I), whereas the instant Purchase Order
rate is Rs.1001.01 per No. In view of the financial advantage and as recommended
by JAG tender committee, finance concurrence is hereby signified for exercising (+)
30% Option Clause on M/s.Claster Steel Ltd/Kolkata, against Po.No. 91602
Delivery Period. The Total value of the Po after exercising option clause is Rs.
88,66,946.58.
2.

4.

( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
FINANCIAL
No.ASF/Q 01
OFFICE OF THE
SECUNDERABAD
Dt. 08.06.2014
Dy.CMM/Elec
Sub : Procurement of Universal type rectifier cum regulating unit .
Exercising of (+) 30% Option Clause against (i)Presstech India Pvt
Ltd/Mumbai(ii) P.D.Steels/Mohali.
***
the observations.
1. It is observed that as per information made available in the file the firm has not
commenced the supplies yet. As such the complete details of supplies made
against Po.NO.92224 dt.29.09.14, Po.No.92225 dt:29.09.14 to be furnished to
guage the performance.
2. As delivery period is fast approaching i.e 30.06.2015 as such it may be
confirmed and details furnished as to whether the firm has offered the material
for inspection/dispatched/material received in the depot and accounted for.
Encl: case file
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
08.06.2015
Dt.
Dy.CMM/C&W
Sub : Procurement of constant contact polyurethane side bearer pad
assembly exercising of (+) 30% Option Clause against (i). M/s.Prag
Industries India Pvt Ltd/Deharadun against PO.NO.92630 dt:13.11.14
(ii). Aryan Exporters Pvt ltd/Lucknow against PO.No.92631
dt:13.11.14.
Ref : Dy.CMM/C&Ws Note No:37,38,41 of Case file No.PW.38.14.2198.
-oOo.
The proposal received in connection with exercising (+) 30% Option Clause on
lowest offer is Rs.4134.38 per No, whereas the instant Purchase Order rate is
Rs.3987.66 per No. In view of the financial advantage and as recommended by JAG
tender committee, finance concurrence is hereby signified for exercising (+) 30%
Option Clause on M/s.Prag Industries India Pvt Ltd/Dehradun against Po.NO.
92630 dt:13.11.14 for a quantity of 396 Nos on Rayanpadu depot and on
M/s. Aryan Exporters Pvt Ltd/Lucknow against Po.NO. 92631 dt:13.11.14
for a quantity of 736Nos(72Nos for MFT and 664Nos for Rayanapadu
depot) with original terms and conditions with in Delivery Period. The Total value of
the Po after exercising option clause is Rs. 1,95,63,459.96.
( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
NOTE/1
Sub : Supply of Rear cover for Axle Box to Pl.No.30020451 under (+) 30%
Option Clause on M/s. Rahul Textile Mills/Bikaner against
Po.NO.91596 dt:18.07.14.
Ref : Dy.CMM/C&Ws Note No: 30 to 32 of Case file No.PC-30.13.1106.
For procurement of the above subject item a Purchase Order was placed
on M/s. Rahul Textile Mills/Bikaner(AIR Rs.1048per No) with the acceptance of
CMM for a total value of Rs. 1,53,55,412.52(L/F-N/19) with (+)30% option
clause.

the new tenderer is Rs.1155per No whereas the instant PO rate is Rs.1048per
no. The new tender has been finalized by the JAG tender committee duly
Order (L/F-630 ante). As such, Stores department is proposing to exercise
(+)30% option clause on the instant Purchase Order. As there is a rate
difference of Rs.107 per No, it is financially advantageous to Railways in
exercising (+)30% quantity option clause for a quantity of 4534Nos on the
above firm.
supplied 10238Nos out of the total ordered quantity of 15113Nos i.e 67% of
the ordered quantity.
1
2
3
4

Rs. 1,58,38,424
15,113 Nos
4,534 Nos
Nil
5
6
7
8
9
clause
4,534 Nos
clause
Value of the proposed option Qty Rs.47,51,632
Rs.2,05,90,056
CMM
28.07.2015
[
5. With the exercise of above option clause, the revised value will exceed
the powers of original accepting authority( CMM), as such the proposal
requires the sanction of COS/AGM as the case may be( as the present
COS is CMM/M (original accepting authority). As such, the proposal
clause and as per subsequent TC recommendations, if approved, we may
agree +30% option clause on M/s.Rahul Textile Mills/Bikaner against
PO.NO.91596 Dt:18.07.14 for a quanity of 4534Nos.
SSO(A)/SF
Sr.AFA/SF
DY.CAO/S&W
FA&CAO/S&W
NOTE/1
Sub : Supply of POH kit for 203mm Air Brake cylinder etc. under (+) 30%
Option Clause on M/s. Pew Engineering Pvt Ltd/Howrah against
Po.NO.92471 dt:31.10.14.
Ref : Dy.CMM/C&Ws Note No: 18,19,22,25 of Case file No.PC-30.14.3582.
on M/s.Pew Engineering Pvt Ltd/Howrah(AIR
Rs.283.5per set) with the
acceptance of Dy.CMM for a total value of Rs. 14,99,148(L/F-N/14) with

for the subject item. The All inclusive rate accepted by the lowest Pt.I tenderer
in the new tenderer is Rs.292.95per set, whereas the instant PO rate is
Rs.283.5per set. The new tender has been finalized by the JAG tender
instant Purchase Order (L/F-204 ante). As such, Stores department is
proposing to exercise (+)30% option clause on the instant Purchase Order. As
there is a rate difference of Rs.9.09 per set, it is financially advantageous
to Railways in exercising (+)30% quantity option clause for a quantity of 1586

sets on the above firm.
supplied 5132 sets out of the total ordered quantity of 5288sets i.e supplied
97% of the ordered quantity.
1
2
3
4

Rs. 14,99,148
5288 sets
1586sets
Nil
clause
5
1586sets
clause
6
7
Rs.19,48,779
8
Dy.CMM
9
Delivery period refixed upto
06.08.2015
with in the powers of original accepting authority ie., Dy.CMM. As such,
the proposal requires the concurrence of Sr.AFA/SF.
clause and as per subsequent TC recommendations, if approved, we may
agree +30% option clause on M/s.Pew Engineering Pvt Ltd/Howrah
against PO.NO.92471Dt:31.10.2014 for a quanity of 1586Nos(650 sets to
LGD and 936sets to TPTY).
SSO(A)/SF
Sr.AFA/SF
FINANCIAL
No.ASF/Q 01
OFFICE OF THE
SECUNDERABAD
Dt. 10.06.2015
Dy.CMM/C&W
Sub:- Procurement of Slack adjuster- exercising of (+)30% option
clause against(i). M/s.Stone India Ltd/Kolkata (ii). M/s. General
Stores and Engg Co Pvt Ltd/Kolkata against PO. Nos.
92165,92166 dt:23.09.14 respectively
Ref:- Dy.CMM/C&W Note no.15-16 of case file No.PW.38.14.1587.
***
the observations.
1. It is observed that as per information made available in the file, M/s. Stone
India Ltd has not commenced the supplies yet. As such, it is advised that after
satisfactory performance against the above purchase order option clause may be
processed.
2. Finalized TC minutes for the tender opened on 27.05.2015 may be placed on file
to asses the rate reasonability.
2. A copy of the indent may be placed on file.
3. Latest supply position of both the firms may be placed on file.
For FA&CAO/S&W
(A.K.GANESHAN)
Sr.AFA/SF
FINANCIAL
No.ASF/Q 01
2013
OFFICE OF THE
SECUNDERABAD
Dt. 21-10-
Dy.CMM/C&W
Sub : Supply of POH kit for 203mm Air Brake cylinder etc. under (+) 30%
Option Clause on M/s. Pew Engineering Pvt Ltd/Howrah against
Po.NO.92471 dt:31.10.14.
Ref : Dy.CMM/C&Ws Note No: 18,19,22,25 of Case file No.PC-30.14.3582.
19.03.2015) for the above subject item is on higher side when compared with the
rates of the instant purchase order. In view of the financial advantage and as
recommended by subsequent tender committee, finance concurrence is hereby
signified for exercising (+) 30% Option Clause on M/s.PEW Engg.Pvt Ltd/Howrah for
a quantity of 1586sets against Po.NO.92471 dt:31.10.14, with original terms and
conditions with in Delivery Period. The total value of the after after exercising 30%
option clause is Rs.19,48,779
1. Obtaining the Sanction of original accepting authority, ie., Dy.CMM

(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
NOTE/1
Sub : Procurement of LCD Monitor based dumb terminals with key boards
under (+) 30% Option Clause on M/s.Breeze Innovations Pvt
Ltd/Chennai against Po.NO.20019 dt:11.03.2015.
Ref : Dy.CMM/S&Ts Note No: 17,18,19 of Case file No.PS-59.14.5067.
on M/s.Breeze Innovations Pvt Ltd/Chennai(AIR Rs.18,100per No) with the
acceptance of CMM/E for a total value of Rs. 1,42,08,500(L/F-N/11) with
1. It is stated that No tender has been opened on other Railways or in this
Railway for the subject item. Further it is stated that the earlier PO for supply
of 176Nos of LCD monitor based dump terminal with key Board was cancelled,
as such executive is now request to invoke 30% option clause on the present
supplier and complete the supply of cancelled PO as they are required for
ensuring Godavari Puskaram as stand by, the DD for the instant PO is due to
expire on 16.06.2015 and it is also mentioned that the rate received in the
instant tender is lower i.e AIR Rs.18,100 per No) compared to the rate of
cancelled PO rate placed at an AIR Rs.24,799. As such, Stores department is
proposing to exercise (+)30% option clause on the instant Purchase Order for
a quantity of 176Nos on the above firm as a special case.
supplied the entire ordered quantity of 785Nos.
3. Necessary Non stock indent is available in the case to cover the option
clause quantity.

1
Rs. 1,42,08,500
2
785 Nos
3
236 Nos
4
Nil
clause
5
176Nos
clause
6
7
Rs.1,73,94,100
8
CMM
9
Delivery period refixed upto
16.06.2015
with in the powers of original accepting authority ie.,CMM. As such, the
As the LCD Monitor based dump terminal with key boards are required
for ensuring Godavari Puskaram as Stand By, as a special case if
approved +30% option clause on M/s.Breze Innovations Pvt Ltd/Chennai
against PO.NO.20019 dt:11.03.15 for a quanity of 176Nos will be agreed
or otherwise duly reducing the 176Nos in the next procurement.
SSO(A)/SF
Sr.AFA/SF
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
16.06.2015
Dt.
Dy.CMM/S&T
.
PO for supply of 176Nos of LCD monitor based dump terminal with key
Board was cancelled with levying General damages, now the same is
processed by operating 30% option clause on the instant PO in order to
complete the supplies of cancelled PO as they are required for ensuring
Godavari Puskaram as stand by, as the rate received in the instant tender is
lower i.e( AIR Rs.18,100 per No) as compared to the rate of cancelled PO rate
placed at an AIR Rs.24,799. As such, Finance concurrence is hereby signified
for exercising (+) 30% Option Clause on M/s.Breze Innovations Pvt
Ltd/Chennai against PO.NO.20019 dt:11.03.15 for a quanity of 176Nos subject
to reducing the 176Nos in the next procurement and with original terms and
conditions with in Delivery Period. The total value of the PO after exercising
30% option clause is Rs.1,73,94,100.
1. Obtaining the Sanction of original accepting authority, ie., CMM
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
OFFICE
OF THE

SECUNDERABAD
No.ASF/Q 01
16.06.2015
.
Dt.
-oOoThe proposal submitted in connection with exercising of (+) 30% Option Clause
the observations.
1. The original justification for releasing Po in favour of YNC systems may be furnished.
2. The Indent does not talk of Godavari Pushkaram and pre dates the present tender.
Further why was action for closure not taken when Po in favour of M/s. Breeze
innovation
was
finalized
and
quantity
of
176
Nos not added to present PO.
3. It may be confirmed whether the estimate of Godavari Pushkaram contain this item of
dumb terminal, as the indent containing 176Nos does not carry any reference to
Godavari Pushkaram
4. It may confirmed whether Funds are available for 2015-16.
5. The rate reasonability w.r.t present market trend may also be furnished.
As DP is expiring on 16.06.2015, early action may be taken and resubmit the
case at the earliest with full details.

(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
16.06.2015
Dt.
Dy.CMM/C&W
Sub : Supply of Rear cover for Axle Box to Pl.No.30020451 under (+) 30%
Option Clause on M/s. Rahul Textile Mills/Bikaner against
Po.NO.91596 dt:18.07.14.
Ref : Dy.CMM/C&Ws Note No: 30 to 32 of Case file No.PC-30.13.1106.
lowest offer is Rs.1155 per No, whereas the instant Purchase Order rate is Rs.1048
per No. In view of the financial advantage and as per the subsequent TC
recommendation, finance concurrence is hereby signified for exercising (+) 30%
Option Clause on M/s.Rahul Textile Mills/Bikaner against Po.NO.91596
Delivery Period. The Total value of the Po after exercising option clause is Rs.
2,05,90,056.
1. Obtaining the Sanction of revised value accepting authority, ie., COS/AGM as
the case may be( as the present COS is CMM/M(original accepting
authority).
( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
NOTE/1
Sub : Exercising of (-)30% option clause on P.O.No.92328
Dt:27.09.2012
(Procurement of Electrodes IRS Class A2 size 4.00 X
450mm..)
-oOoA proposal seeking finance concurrence for operating (-) 30% option
been placed on M/s. Asian Arc Electrodes Pvt ltd and on M/s.Seth
Electrodes Pvt Ltd (AIR- Rs.9.35 per mtr) with the acceptance of CMM for
Now, Stores branch is proposing to exercise (-)30% quantity option
clause on the above firm as the rates received in subsequent tender are on
lower side.
4.0
procurement of the subject item and the tender was opened on 22.05.2013. It
is observed that the L1 tenderer has quoted Rs.8.32 per metre, which is
lower than the subject PO rate. As such, Stores department vide their letter
placed at L/F-266 advised the firm
M/s. Asian Arc Electrodes Pvt ltd,
Noida to accept the lower rate or (-)30% option clause will be operated. As
the firm did not accepted the lower rate, Stores department is proposing to
exercise (-)30% option clause on the above firm. As such, the originally
ordered quantity will be reduced for a quantity of 2,16,033 mtrs.
5.0
With regards to another firm in the same tender, it is understood that
the firm has supplied the entire quantity in the month of March 2013 itself. As
such, there is no chance to invoke (-)30% option clause on this firm.
6.0
1
2
3
4
5
6
7
8

Now proposed reduced qty under option clause
option clause
9
Rs.67,29,437.30
.
7,20,111 mtrs
2,16,033 mtrs
Nil
2,16,033 mtrs
5,04,078 mtrs
Rs.20,19,908.55
Rs.47,09,528.75
CMM
30-11-2013
NOTE/2
The proposal has the Administrative approval of CMM (Flag A) for exercising
(-)30%option clause.
In view of the lower rates received in subsequent tender, if approved we may
concur the proposal to exercise (-)30% option clause.
SSO(A)/SF
Sr.AFA/SF
NOTE/1
Sub :- Procurement of Liquid Oxygen for Industrial use, Exercising of
(+)/(-)30% option clause-reg.
-oOoA proposal seeking finance concurrence for operating (-)/(+) 30% option
placed on(i).M/s. Praxair India Pvt Ltd/Bangalore and on
(ii). M/s.
Ellenbarrie Industrial Gases Ltd/Kolkata (AIR- Rs.13.75 per Cumt) with the
acceptance of CMM for a total value of Rs.98,31,607.49(L/F-N/18).
Now, Stores branch is proposing to exercise (-)30% option clause on M/s.
Praxair India Pvt Ltd/Bangalore for a quantity of 1,39,430.07Cumt (as the
firm has not accepted lower rate) and (+)30% option clause on M/s. Ellenbarrie
Industrial Gases Ltd/Kolkata for a quantity of 75,077.73cumt( as the firm has
accepter lower rate).
(i)
It is proposed to invoke (-)/(+) 30% quantity option clause on the above

subject P.Os, as the rate accepted in the tender opened recently ie on
17.07.2014, is Rs.13.49 per Mts (L/F-150), whereas the instant PO rate is
Rs.13.75 per Mt (L/F-N-17).
(ii)
It is observed from the case file that the firm was advised to accept the lower
rate of Rs.13.49 per mts(Basic.RS.9.74, ED extra @12.36%+ VAT extra @5% +
Freight -@2/-) per cumt with S.V. Clause applicable), but the firm M/s. Praxair
India Pvt Ltd/Bangalore refused to accept the offer vide F/151 of L/F). As such,
it is proposed to cancel 1,39,430.07Cumt duly exercising (-)30%
option clause on the firm. However, M/s. Ellenbarrie Industrial Gases
Ltd/Kolkata has accepted the offer at AIR Rs.13.50per cumt vide F/158 of
L/F i.e ((Basic.RS.9.74, ED extra @12.5%(present rate)+ VAT extra
@5% + Freight -@2/- per cumt). As such, it is proposed to exercise +30%
on the firm i.e.75,077.73 Cumt.
(iii)
The firm M/s. Praxair India Pvt Ltd has still to supply 3,40,027.41cumt and DP
is available upto 31.12.2015 (-30% quantity is 1,39,430.07cumt).
(iv)
M/s. Ellenbarrie Industrial Gases Ltd/Kolkata has supplied 1,89,473.91 against

the ordered quantity of 2,50,259.1cumt i.e supplied 75% and DP is ahead for
the balance unsupplied quantity i.e upto 31.07.2015 (+30% quantity is
75077.73cumt).
(v)
The proposal to exercise (-)30% and (+)30% option clause has the approval of
CMM (Folio-1).
N/2
As the original tender was finalized with JAG tender committee and accepted
by CMM, the above proposal requires the concurrence of Dy.CAO/S&W for
exercising (-)/(+)30% option clause.
(vi)

(i).(-)30% option clause on M/s. Praxair India Pvt Ltd/Bangalore for a
quantity
of
1,39,430.07Cumt
against
Po.No.90507
dt:13.03.2014(since firm
has not accepted lower rate).
(ii).To exercise +30% option clause against M/s. Ellenbarrie Industrial
Gases Ltd/Kolkata
for a quantity of i.e.75,077.73 Cumt against
Po.No.90275 dt:06.02.14(since the firm accepted lower rate)
SSO(A)/(SF)
Sr.AFA/(SF)
NOTE/85
Sub :- Procurement of Oil machinery/General purpose machinery oil
servoline-100, Exercising of (-)30% option clause on M/s. Indian Oil
Corporation Ltd/SC against P.O.No:91930Dt:27.08.14.
Ref :- Dy.CMM/Gs Note No. 33 of Case file No:PO.80.14.1005.
kindly be perused.
Against Part I source One Purchase Order has been placed for procurement of
the above subject item on M/s.Indian Oil Corporation Ltd/SC(L/F-N.21) for a
quantity of 1,05,210LTRS subsequently as per TC recommendations vide N/26 to 28
the final quantity ordered on Part I firm was reduced to 89460Ltrs at a total value of
Rs.82,03,482 with the acceptance of COS(L/F-N/22,28).
91930 Dt: 27.08.14 for a quantity of 26838LTRS(26,880Ltrs in terms of 210Ltr barrels)
as the subsequent tender rates has come down.
(i)
It is proposed to invoke (-) 30% quantity option clause on the above subject
P.O, as per the subsequent TC recommendations, as the rate accepted by Part
I source in the tender opened recently ie on 21.04.2015, AIR is Rs.64.04per
Lr(L/F-228), whereas the instant PO Part-I firm AIR rate is Rs.91.70per litre
(L/F-N.21).
(ii)
It is observed from the case file that the firm was advised to accept the lower
rate of Rs.64.04 per litre vide F/221, but till date no reply has been received
from the firm. Since Delivery period of the subject Po is expiring on
30.06.2015 and as per the Tender committee proceedings at F/225 to 238
wherein COS as accepted to operated -30% option clause i.e 26880Ltrs vide
Para 3.3.1(F/236) .As such, it is proposed to cancel 26,880ltrs duly exercising
(iii)
The firm M/s.Indian Oil Corporation ltd/SC has still to supply 62,580ltrs and DP
is available upto 30.06.2015 (-30% quantity is 26,880ltrs).
(iv)
As the original tender was finalized with SAG tender committee and accepted
by COS, the above proposal requires the concurrence of FA&CAO/S&W for
exercising (-)30% option clause.

(-)30% option clause on M/s. Indian Oil corporation Ltd/SC against Po.No.91930
dt:27.08.14 for a quantity of 26,880Ltrs.
SSO(A)/(SF)
Sr.AFA/(SF)
In continuation to the section notings at pre-page, Dy.CMM/Elec has

resubmitted the proposal(L/F.N.31), in response to this office observations made
vide (L/F- F.254) which may kindly be perused.
Earlier this office has concurred the proposal against M/s.Stone India
Ltd/Kol only(F/3/C) and as against the other two firms executive has been advised
to process the case after satisfactory performance.
performance of one firm M/s. Presstech India Pvt Ltd.
1. The proposal is being initiated based on the higher rates received on subsequent
tender. It is stated that a new tender was opened on 15.04.2015 for the subject
item. The All inclusive rate accepted by the lowest Pt.I tenderer in the new
tenderer is Rs.1,03,477.50per No, whereas the instant PO rate is Rs.96099.81per
No. The new tender has been finalized duly recommending to exercise (+)30%
option clause on the instant Purchase Order (L/F-264ante). As such, Stores
department is proposing to exercise (+)30% option clause on the instant
Purchase Orders. As there is a rate difference of Rs.7377.9 per No, it is
clause on M/s. Presstech India Pvt Ltd for a quantity of 14Nos.
2.
3.

satisfactory. It is stated by the firm that material was offered for inspection on
22.05.2015 and the material was dispatched on 06.06.15.
1
2
3
4
5
6
7
8
9
Original Value of the three POs.+30% qty

of 9Nos
30% option clause
Delivery period available upto for M/s.
Stone India
Rs.1,08,33,283.
46
104Nos
31 Nos
9Nos
14 Nos
Rs.13,45,397.34
Rs.1,21,78,680.
8
CMM
30.06.2015
4. Necessary indent is available in the case file to cover the above option quantity.
5. In view of the financial advantage and as DP for M/s.Presstech India Pvt ltd is
expiring on 30.06.2015, if approved we may concur the proposal to exercise
option clause on M/s.Presstech India Pvt Ltd only against Po.No.92224
dt:29.09.14 for a quantity of 14Nos & against M/s. P.D.Steels/Mohali executive will
be advised to process the case after satisfactory performance.
the concurrence of Dy.CAO/S&W.
SSO(A)/SF
Sr.AFA/SF
NOTE/1
Sub : Procurement of pin for Bolster spring suspension under (+) 30%
Option Clause against M/s.Annapurna Engg Works/Howrah against
Po.No.90342 dt:14.02.2014.
Ref : Dy.CMM/C&Ws Note No:17 to 19 of Case file No. PC.30.13.1190.
-oOoA proposal seeking finance concurrence for operating (+) 30% option clause on
the above subject item, received from Dy.CMM/C&W, which is placed at Folio-1/C may
kindly be perused.
For procurement of the above subject item one Purchase Order placed on M/s.
Annapurna Engg Works/Howrah(AIR Rs.141.88 per No) with the acceptance of
Dy.CMM/C&W for a total value of Rs.23,29,102.08 (L/F-N/11).
Now, it is proposed to exercise (+)30% quantity option clause on the above firms
as the demand is available for the subject item.
1.
Stores department has stated that a new tender was opened on 31.10.2014 for
the subject item. The All inclusive rate quoted by the lowest tenderer in the new
tender is Rs.147.60per No. As the rates of instant PO is Rs.141.88 per No,lower
than the subsequent tender. TC recommended to drop the present tender duly
recommending to exercise (+)30% option clause in the instant Purchase
Order(L/F-403). In view of the above the proposal is being initiated to exercise
option clause on the above firms for a quantity of 2,451Nos against M/s.
Annapurna Engg works

satisfactory. The firm has supplied 16295nos out of the total ordered quantity
of 16416Nos i.e supplied 99%.

1
3
4

clause
clause
5
6
7
8
Rs.23,29,102.
08

16,416Nos
4,925 Nos
Nil
2,451 Nos
Rs.3,47,747.8
8
Rs.26,76,849.
96
Dy.CMM
03.08.2015
NOTE/2
12.0
Necessary ANE is available in the case file to cover the proposed option
quantity.
13.0 With the exercise of above option clause, the revised value will be with in
the powers of original accepting authority ie.,Dy.CMM. As such, the proposal
14.0 In view of the financial advantage involved, if approved we may concur the
proposal on M/s. Annapurna Engg Works/Howrah for a quantity of 4,925Nos
against Po.No.90342 dt:14.02.2014.
SSO(A)/(SF)
Sr.AFA/(SF)
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
19.06.2015
Dy.CMM/C&W
Sub : Procurement of Pin for Bolster spring suspension - Exercising of (+)
30% Option Clause on M/s. Annapurna Engg Works/Howrah against
Dt.
P.O.No:90342 Dt:14.02.2014.
Ref : Dy.CMM/C&Ws Note No:17 to 19 of Case file No.PC.30.13.1190.
31.10.2014) for the above subject item is on higher side. The rate quoted by the lowest
offer is Rs.147.60, whereas the instant Purchase Order rate is Rs.141.88 per No. In view
of the financial advantage and as the subsequent tender has been dropped by the
tender committee duly recommending to exercising the (+)30% option clause, finance
M/s.Annapurna Engg Works/Howrah for a quantity of 2,451Nos only against
Po.No.90342 dt:14.02.2014 with original terms and conditions with in Delivery
Period. The Total value of the Po after exercising +30% option clause is Rs.
26,76,849.96/-.
4.

( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
23.06.2015
Dt.
Dy.CMM/Elec
Sub : Coverage of Set of valve regulated lead acid battery of 1100 Ah
capacity under (+) 30% Option Clause.
the above subject item Purchase Orders have been examined and the following are the
observations.
1. In order to exercise option clause Board Lr.No.99/RS(G)/779/5 Dt:12.03.10 has to
be complied with viz. Rate reasonability, Performance, demand exists, validity.

2. It is mentioned that no tender is opened for the past one year for the subject item,
as such it is requested to certify ra te reasonability w.r.t present market trend may be
furnished.
3. As the performance of the firm is Nil and DP is ahead i.e upto 31.07.2015, it is
not clear as to how invoking option clause will improve stock position,
requirement of item on urgency. As such, the stores department instead of
invoking option clause should prevail on supplier to supply material and meet the
requirements.
( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
2015
Dt. 26-06-
Dy.CMM/G
Sub :- Procurement of Oil machinery/General purpose machinery oil
servoline-100, Exercising of (-)30% option clause on M/s. Indian Oil
Corporation Ltd/SC against P.O.No:91930Dt:27.08.14.
Ref :- Dy.CMM/Gs Note No. 33 of Case file No:PO.80.14.1005.
-oOoThe proposal received in connection with exercising of (-) 30% Option Clause on
As the firm has not accepted for the lower rate received in subsequently opened
tender on 21.04.2015 for the subject item, finance concurrence is hereby signified for
exercising (-) 30% Option Clause on M/s. Indian Oil Corporation Ltd/SC against P.O No.
91930 Dt: 27.08.14 for a quantity of 26,880Ltrs.
( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
29.06.2015
Dt.
Dy.CMM/G
Sub :- Procurement of Liquid Oxygen for Industrial use, Exercising of
(+)/(-)30% option clause-reg.
-oOoThe proposal received in connection with exercising (+)/(-) 30% Option Clause on
the above subject item Purchase Orders have been examined.
17.07.2014) for the above subject item is on lower side. The rate accepted from lowest
offer is Rs.13.49 per mts, whereas the instant Purchase Order rate is Rs.13.75 per Mts.
In view of the lower rate received, finance concurrence is hereby signified for
exercising (-) 30% Option Clause on M/s.Praxair India Pvt Ltd/Bangalore for a
quantity of 1,39,430.07Cumt against Po.No.90507 dt:13.03.2014(since the
firm has not accepted lower rate) and to exercise +30% option clause against M/s.
Ellenbarrie Industrial Gases Ltd/Kolkata for a quantity of 75,077.73Cumt
against PO.NO.90275 dt:06.02.2014(since the firm has accepted lower rate)
1. Obtaining the Sanction of original accepting authority, ie., CMM/G.
6. Necessary original Indent may be placed on file for vetting MPOs for exercising
+30% option clause.
( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
FINANCIAL
No.ASF/Q 01
OFFICE OF THE
SECUNDERABAD
Dt. 29.06.2015
Dy.CMM/C&W
Sub:- Procurement of Adapter Narrow Jaw-exercising of (+)30% option
cause against (i) M/s.Eastern Alloys Pvt Ltd/Rourkela,against
PO.No.92876 dt:09.12.14 (ii).M/s.Gemus Engg Ltd/Kolkata
against PO.No.92877 dt:09.12.14
Ref:- Dy.CMM/C&W Note no.22 to 23 of case file No.PW.38.14.2181.
***
Finance stand is reiterated and it is once again advised that in terms of
Railway Board Lr.No.99/RS(G)/779/5 Dt:12.03.10, for exercising (+)30% option
clause, the performance of the firm should be satisfactory against the POs
proposed for exercising option clause.
It is observed that M/s. Eastern Alloys Pvt Ltd/Rourkela has not supplied the
material yet and Delivery period of the firm is available upto 30.06.2015, as such it
may confirmed and details furnished as to whether the firm has offered the
material for inspection/dispatched/material received in the depot and accounted
for so as assess the performance and avail option clause.
M/s. Gemus engg Ltd/Kolkata has supplied 5534Nos out of the total ordered
quantity of 13835Nos i.e supplied 40% only. Since the DP of the said Purchase
orders is available upto 30.07.2015 and as the firm (M/s. Gemus Engg Ltd)has
supplied only 40% of the ordered quantity, instead of processing the proposal time
and again for exercising option clause, it is advised to insist the firm to improve the
supplies so as to meet the requirements. After satisfactory performance only
against the said POs the case may be processed for concurrence.
Funds certification for the current year may be certified.
Encl: Concerned file.
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
29.06.2015
Dt.
Dy.CMM/Elec
of (+) 30% Option Clause against (i)Stone India Ltd/Kol (ii)Presstech India Pvt
Ltd/Mumbai(iii) P.D.Steels/Mohali.
the above subject item Purchase Orders have been examined.
15.04.2015) for the above subject item is on higher side. The All inclusive rate
accepted by the lowest Pt.I tenderer in the new tenderer is Rs.1,03,477.50per No,
whereas the instant PO rate is Rs.96099.81per No. In view of the financial advantage
and as per the subsequent TC recommendation, finance concurrence is hereby

signified for exercising (+) 30% Option Clause on M/s.Presstech India Pvt
Ltd/Mumbai against Po.No.92224 dt:29.09.14 for a quantity of 14Nos with
original terms and conditions with in Delivery Period. The Total value of the Po after
exercising option clause is Rs. Rs.1,21,78,680.8. Further, as against M/s.
P.D.Steels/Mohali it is advised to process the case after satisfactory performance.
+30% option clause.
( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
FINANCIAL
No.ASF/Q 01
OFFICE OF THE
SECUNDERABAD
Dt. 06.07.2015
Dy.CMM/C&W
Sub:- Procurement of Air Brake Hose coupling- Exercising of
(+)30% option cause-reg.
Ref:- Dy.CMM/C&W Note no.26,27 of case file No.PW.38.14.1544.
***
observations.
1. As DP is far ahead i.e upto 31.10.2015, Finalized T.C.minutes for the tender opend
on 16.06.2015 may be placed on file to assess rate reasonability.
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
N/1
Sub : Procurement of UIC type rubber vestibule Assembly. exercising of
(+) 30% Option Clause on M/s. Basant Rubber Factory Ltd/Mumbai.
Ref:Dy.CMM/C&Ws Note No:56 to 61 of Casefile No. PC.30.13.3621.
clause on the above subject item, received from Dy.CMM/C&W, which is placed at
Folio- 1/C may kindly be perused.
For procurement of the above subject item, tender opened on 10.09.14
three Purchase orders have been placed on (i).M/s. Basant Rubber Factory
Ltd/Mumbai(Pt.II)(AIR Rs.32384.96 (ii).M/s.Ameenji Rubber Pvt ltd/SC(Pt.I)(AIR36950/- per No and (iii). M/s.Kiran rubber Products/Pune(Pt.I) (AIR-Rs.36950/-per
No) with the acceptance of CMM/M for a total value of Rs.1,27,47,911.44(L/FN/44).
Now COS is proposing 30% option clause against part II firms (i)M/s.
Basant Rubber Factory Ltd/Mumbai. Earlier this office has concurred +30% option
clause on M/s. Suresh Synth Chem Inds Pvt Ltd/Mumbai vide Lr.No. ASF/Q01
dated 29.04.2015 placed at F/2, and as regards to M/s. Basant Rubber factory
Ltd/Mumbai it is advised to process the case after satisfactory performance.
1. It is stated that a new tender was opened on 27.03.2015 in which the lowest
Part II firm has quoted Rs.33,512.06per Number(AIR), whereas the subject Part II
POs rate is Rs.32,384.96. Stores department is proposing to exercise (+)30%
option clause on the above firms as it is financially advantageous to Railways in
exercising quantity option clause.
2. Performance of the firm is certified as satisfactory. However, it is observed that
firm has supplied 80Nos out of the total order quantity(F/681), further,
Dy.CMM/C&W has certified that the firm has supplied the entire ordered quantity
of 89Nos.
3. Necessary Demand is available in the case file to cover the proposed option
clause.
5. Delivery period was extended upto 14.08.2015 to exercise option clause.

1
2
3
4
5
6
7
8
9
Original Value of the PO
Rs.
1,27,47,911.44
Original Qty in the POs against Part
89Nos
II
27Nos
Nil
clause
27 Nos
clause
Rs.8,74,393.92
36
CMM
14.08.2015
In view of the financial advantage involved in the present option clause, if
approved we may concur the proposal on M/s. Basant Rubber Factory
Ltd/Mumbai(Pt.II) against Po.No.90308 dt:26.02.2015 for a quantity of 27Nos.
SSO(A)/(SF)
Sr.AFA/(SF)
Dy.CAO/S&W
FINANCIAL
No.ASF/Q 01
OFFICE OF THE
SECUNDERABAD
Dt. 13.07.2015
Dy.CMM/C&W
dt:22.08.14
***
observations.
1. As per Dy.CEE/TPTY non stock indent on the subject item a proposal was
processed under option clause for a quantity of 6 sets, the option clause available
for the subject item are Part I source(AIR Rs.1111527.66 per set) and Part II
source(AIR Rs.1101581.74). In order to avail financial advantage it is advised to
operate 30% option clause on Part II source at the first instance than Part I source,
as there is a rate difference is Rs.9945 per set(quantity available under Part II firm
is 6 Nos).
2.
In terms of Para 3.3 of Railway Board Lr.No.99/RS(G)/779/5 Dt:12.03.10, for

exercising (+)30% option clause, the performance of the firms against the subject
POs should be satisfactory. It is seen from the case file that above mentioned three
firms have not commenced the supplies yet against the said PO. Hence performance
of the firm is to be improved upon to consider option clause.
3. It is certified that the rate is reasonable with reference to present market trend, necessary
documentary proof may be placed on file to assess the rate reasoanability.
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
Sub :- Procurement of UNDERGROUND Railway jelly filled 6 quadd telecom

cable for signaling and telecom installation, extension of DP-Reg.
Ref :- Dy.CMM/S&Ts Note No. 83 of Case file No:PS.56.11.5151.
-oOoA proposal seeking finance concurrence for extension of delivery period on
the above subject item, received from Dy.CMM/S&T, which is placed at Flag A
placed on(i).M/s.Delton Cables Ltd/Delhi (ii). M/s. Vindhya Telelinks Ltd/Rewa
(iii). M/s.Golkonda Engg Enterprises Ltd/SC (iv). M/s. Birla Ericsson Optical
Ltd/Rewa
with
the
acceptance
of
AGM
for
a
total
value
of
Rs.13,96,33,995.51(L/F-N/40).
Now,COS has processed the case for extension of Delivery period against
PO.NO.20064 dt:16.05.2012 placed on M/s.Birla Ericsson optical ltd for supply of
2.5Kms cable. The original Delivery period of the above said PO is 30.10.2012.
The firm could not supply the material within the DP due to break down
vehicle during transit(F/1094), therefore request to refix the delivery schedule upto
10.11.2012 without imposition of LD in order to release the payment.
Dy.CMM/S&T has certified that no tender has been opened within the above
delivery period. Further stated that the delay in supply is seven days and
recommended with LD and with DC.
Further, stated that the reason for delay in submitting the proposal is that
the firm has asked DP extension on 19.06.2015(F/1094) and there is no delay from
COS office. The firm has realized during their audit as per the oral discussion with
the firm that the payment has not been received against this small quantity order.
The firm has supplied 2.502Km quad cable. It is confirmed by COS that as per the
details available with them no payment was made against the said PO. Firm
confirmed that they will not ask for any compensation for the delayed payment.
As per SOP part D Sl.No. 5 Note 1(b) Finance concurrence is required for
extension/Waival of delivery period where AGM/GM are tender accepting authority.
Hence the proposal requires the concurrence of FA&CAO/S&W.
In view of the above, if approved we may agree for the proposed extension of
delivery period from 30.10.2012 to 08.11.2012 with L.D. and with DC.
FINANCIAL
No.ASF/Q 01
OFFICE OF THE
SECUNDERABAD
Dt. 22.07.2015
Dy.CMM/S&T
-oOoThe proposal submitted in connection with Delivery period extension on the above
subject item Purchase Order have been examined and the following are the observations.
1. The proposal at N/83, Extension of delivery period requires the views of CMM,COS
before issue of concurrence is examined by Finance.

2. The reasons for not processing the case may be furnished, as there is a gap of 3
years from the last dated of DP of 10.11.2012.
3. The details of supplies made and payments made against the said Purchase order
may be furnished.
4. It may be confirmed from the firm that at a later date the supplier should not seek
compensation for delayed payments.
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
FINANCIAL
STORES FINANCE
OFFICE OF THE
SECTION,RAIL NILAYAM, IInd FLOOR,
SECUNDERABAD
No.ASF/Q 01
29.04.2015
Dt.
Dy.CMM/C&W
Sub : Procurement of UIC type rubber vestibule Assembly. exercising of
(+) 30% Option Clause on M/s.Basant Rubber Factory
Ltd/Mumbai(Pt.II), against Po.No.90308 dt:26.02.2015.
Ref: Dy.CMM/C&Ws Note No:60,61 of Casefile No. PC.30.13.3621.
27.03.15 for the above subject item is on higher side when compared with the
rates of the instant purchase orders. In view of the financial advantage to
Railways, finance concurrence is hereby signified for exercising (+) 30% Option
Clause on (i) M/s.Basant Rubber Factory Ltd/Mumbai(Pt.II) against
Po.No.90308 dt:26.02.2015 for a quantity of 27Nos with original terms and
conditions with in Delivery Period. The Total value of the Po after exercising
option clause is Rs.1,36,22,305.36.
(A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W
Note/1
Sub :- Procurement of UNDERGROUND Railway jelly filled 6 quadd cable for

telecom cable for signaling and telecom installation, extension of DP.
-oOoA proposal seeking finance concurrence for extension of delivery period on
the above subject item, received from Dy.CMM/S&T, which is placed at Flag A
placed, against Part I firms (i) M/s.Manoj Cables Ltd/Delhi
(ii).M/s.
Vindhya Telelinks Ltd/Rewa and on Part II fims on (iii).M/s.Incom Wires and
cables ltd/Delhi (iv). M/s. Himalaya Communciations Ltd./Delhi with the
acceptance of AGM for a total value of Rs.11,64,39,958.08(L/F-N/42).
Now,COS has processed the case for extension of Delivery period on M/s.
Vindhya Telelinks Ltd/Rewa, against PO.NO. 54013 Dt:12.02.2015 for supply of
38Kms cable as per the request given by the firm. The original Delivery period of
the above said PO is 22.06.2015(F/476).
The firm could not supply the material within the DP due to delay in
issuance of inspection certificate from RDSO (F/599), therefore request to refix the
delivery schedule upto 27.06.2015 without imposition of LD.
Dy.CMM/S&T has certified that no PO is placed subsequently at lower rate.
Further, New tender was opened on 09.06.2015 wherein Part I source has quoted
an AIR of Rs.2,36,209.38 whereas the updated AIR Rs.2,27,066.31(lower than the
present tender price).Option clause was not exercised in this case. As such we may
advise the same while giving DP extension.
CMM/E has approved the proposal for extension of Delivery period upto
27.06.2015 with Full LD and and Denial clause(L/F.N-58).
delivery period from 22.06.2015 to 27.06.2015 with FULL L.D. and with DC.
SSO(A)/SF
Sr.AFA/SF
NOTE/1
M/s. Clark Part No. HF-PS9 as per RDSO drg No. SKDP-3909
- Exercising of (+) 30% Option Clause.P.O.No:92579 Dt:07.11.14.
Ref :Dy.CMM/DSLs Note No:29,30 of Case file No. DSL.10.14.2985.
clause on the above subject item, received from Dy.CMM/DSL, which is placed at
Folio- 1/C may kindly be perused.
For procurement of the above subject item One Purchase Order has been
placed on M/s. G.S.Products, Dehradun at an all inclusive rate of Rs.1102.50
per number and at a total value of Rs.1,12,17,937.50 with the acceptance of
CMM/M (L/F-N/24).
firm as the demand is available for the subject item Part No.HF-PS9 as per Drg
No. SKDP.3909.
tender is Rs.1157.10 each (AIR)(L/F.99ante). As the rates of instant PO is lower
than the subsequent tender and financially beneficial to Railways, JAG tender
committee has recommended to invoke (+)30% option clause (L/F-103ante)

on the instant PO for a total quantity of 3052 Nos.
satisfactory. However, it is observed from Stock position slip (L/F-107) that
the firm has supplied 6614 Nos Out of ordered quantity of 10175 Nos, i.e
supplied 65%, for the balance quantity DP is ahead upto 30.09.2015.
1
2
3
4
5
6
7
8

clause
clause
Rs.1,12,17,937.50.
10,175 Nos
3052 Nos
Nil
3052 Nos
Rs.33,64,830
Rs.1,45,82,767.5
CMM
NOTE/2
4. Necessary ANE is available
quantity.
in the case file to cover the proposed option
In view of the financial advantage involved in the proposed option clause
and as per subsequent TC recommendations, if approved, we may agree
+30%
option
clause
on
M/s.G.S.Products/Dehradun
against
PO.NO.92579Dt:07.11.14 for a quanity of 3052Nos.
SSO(A)/(SF)
Sr.AFA/(SF)
Dy.CAO/S&W
FINANCIAL
No.ASF/Q 01
OFFICE OF THE
SECUNDERABAD
Dt. 04.08.2015
Dy.CMM/C&W
Sub:- Procurement of Slack adjuster- exercising of (+)30% option
clause against(i). M/s.Stone India Ltd/Kolkata (ii). M/s. General
Stores and Engg Co Pvt Ltd/Kolkata against PO. Nos.
92165,92166 dt:23.09.14 respectively

Ref:- Dy.CMM/C&W Note no.15-16 of case file No.PW.38.14.1587.
***
observations.
1. It is observed that as per information made available in the file, the performance of
the firms is Nil and 49% respectively and as DP is ahead i.e upto 31.08.2015. Hence,
after satisfactory performance the case file may be resubmitted for operation of
+30% option clause.
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
In continuation to the section note at pre-page, Dy.CMM/S&T has

resubmitted the proposal (F-4/C) in response to this office observations placed at
F-3/C, which may kindly be perused.
It is stated that the reason for delay in submitting the proposal is that the
firm has not asked for DP extension and on the firms request on
19.06.2015(F/1094) the proposal was processed and there is no delay in processing
for DP extension from COS office. The firm has realized during their audit as per
the oral discussion with the firm that the payment has not been received against
this small quantity order. The firm has supplied 2.502Km quad cable. It is
confirmed by COS that as per the details available with them no payment was made
against the said PO. Firm confirmed that they will not ask for any compensation for
the delayed payment vide their letter placed at F/1118.
COS has approved the proposal for extension of Delivery period upto
27.06.2015 with Full LD and and Denial clause(L/F.N-N-85).
delivery period from 30.10.2012 to 08.11.2012 with L.D. and with DC.
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
05.08.2015
Dt.
Dy.CMM/DSL
- Exercising of (+) 30% Option Clause.P.O.No:92579 Dt:07.11.2014.
Ref : Your Note No:29,30 of Case file No. DSL.10.14.2985.
lowest offer is Rs.1157.10, whereas the instant Purchase Order rate is Rs.1102.50. In
M/s.G.S.Products, Dehradun for a quantity of 3052 Nos against Po.No. 92579
dt:07.11.14 with original terms and conditions with in Delivery Period.
3.

6.
Necessary original Indent may be placed on file for vetting MPOs.


( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
NOTE/101
clause on the above subject item, received from Dy.CMM/Elec, which is placed at
placed on (i) M/s.Microtex Energy Pvt Ltd/Bangalore (Part-II)(AIRRs.1,25,834.32 per set) (ii) M/s.Exide Industries Ltd/Kolkata (Part-II) (AIRRs. 1,25,834.32 per set), (iii) M/s.Amara Raja Batteries Ltd/Tirupati (PartI) (AIR- Rs. 1,28,477.92 per set) & (iv) M/s.HBL Power Systems
Ltd/Hyderabad (Part-I) with the acceptance of COS for a total value of
on the above four firms on the basis of the recommendations of subsequent
tender committee.
7.0
Earlier, the proposal was returned with some observations, as the
MPOs were submitted to this office directly without obtaining finance
concurrence. In terms of Railway Board letter No:99/RS(G)/779/5
Dt:12.03.2010, finance concurrence is required for exercising (+) 30%
option clause. When the proposal was returned by this office,(Folio125,124/C), CMM commented that (Folio-123/C) the views expressed
by finance are against the spirit of checks to be made while
exercising option clause. It is nothing but duplication & redundant
activity. However, the stores department has resubmitted the proposal
duly submitting the requisite information.
In subsequent tender committee proceedings, the accepting
authority ie., COS has accepted the tender committee recommendations
(Para 7.0 (L/F-209)), wherein exercising of (+)30% option clause on Last
Purchase orders was not mentioned. It was discussed at Para 3.2.1 to
exercise option clause on LPOs, but not mentioned in the recommendations
at Para 7.0. Further, to exercise option clause, the performance of the firms
should be satisfactory and Delivery Period should also available, these
aspects were not discussed in TC minutes.
The spirit of issuing the Boards letter is perhaps to ensure invoking

option clause duly ensuring economic purchase and adopting all inventory
management methods. Further, the time lack between option available and
exercising the same is in most of the cases for apart. In order to judge the
parameters, such as supply position, demand last but not least rate
analysis is of paramount importance. Hence finance concurrence for
invoking option clause is neither redundant nor duplication of work as
opined by CMM/Elec.
NOTE/1
If Purchase Officer still feels that finance concurrence is not necessary
and is duplication of work for exercising option clause, we may advise to
approach Railway Board for necessary amendments for invoking option
clause.
8.0
above four firms, as the rates received in subsequent tender are on
which the lowest Part-I firm quoted Rs.1,28,577.92 per set (L/F-208)
and lowest Part-II firm quoted Rs.1,25,834.32 per set, whereas the
subject POs rates are Rs.1,28,477.92 per set and Rs.1,25,834.32
respectively. As such, the subsequent tender committee has
recommended to exercise (+)30% quantity option clause on the above
four firms (L/F-213) as the rates of the subject POs are cheaper for Part-I
& same for Part -II.
9.0
It is stated that the performance of the above four firms is
satisfactory as the above four firms have supplied the entire material
with in D.P.
10.0
A photo copy of ANE is available in the case file (L/F-218) for
covering the above option qty. It is stated that the original copy is
placed in the subsequent tender case file which is under scrutiny for
vetting of Draft Purchase Orders by this office.
11.0
12.0
follows:
1
2
3
4
5
6


option clause
8
9
Rs.3,86,02,061.
84
302 sets
90 sets
Nil
90 sets
Rs.1,15,04,863.
60
Rs.5,01,06,915.
44
COS
31.03.2014
7.0

(+)30% quantity option clause for a quantity of 90 sets.
Submitted please.
Sr.AFA/SF
Dy.CAO/S&W
FINANCIAL
No.ASF/Q 01
OFFICE OF THE
SECUNDERABAD
Dt. 06.08.2015
Dy.CMM/S&T

-oOoThe proposal submitted in connection with Delivery period extension on the
above subject item Purchase Order have been examined and the following are the
observations.
1. The proposal at N/83, Extension of delivery period requires the views of
CMM,COS before issue of concurrence is examined by Finance.

5. The reasons for not processing the case may be furnished, as there is a gap of 3
years from the last dated of DP of 10.11.2012.
6. The details of supplies made and payments made against the said Purchase
order may be furnished.

7. It may be confirmed from the firm that at a later date the supplier should not
seek compensation for delayed payments.
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
FINANCIAL
No.ASF/Q 01
OFFICE OF THE
SECUNDERABAD
Dt. 06.08.2015
Dy.CMM/Elec
Sub:- Procurement of Set of valve regulated lead acid batteries-
exercising of (+)30% option cause against (i) M/s.Microtex

dt:22.08.14
***
the observations.
It is stated vide N/27,29 that no tender was opened for the subject item and the rate is
certified as reasonable with reference to market trend. However, it is seen that for the subject
item a new tender was opened on 30.06.2015, wherein, the AIR rate of part I is lower than the
instant PO rate as such TC recommended to ask the part I firms to accept the lower rate
otherwise -30% option clause has to be operated and as against M/s.microtex (part II source
as per list valid upto 31.12.14 and has become part I source as per RDSO list valid from
01.01.15) as there are no part II sources in the new tender by exercising +30% option clause
on partII source for 06sets will be advantages and recommended to exercise option clause for a
quantity of 6sets against the existing order.
In view of the above, a fresh proposal may be processed as per the instructions of
Tender committee (tender opened on 30.06.2015).
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 10.08.2015
Dy.CMM/S&T

observations.
1. Whether there is any time limit for processing belated claims may be furnished.
2.
Further, contract clauses and limitation period if any for processing belated
claims may be placed on file with documentary evidence.
How the material was received without the prior extension of delivery period may be
clarified.
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
In continuation to the section notings at pre-page, Dy.CMM/Elec has

resubmitted the proposal(L/F.N.33), in response to this office observations
made vide (L/F- F.254) which may kindly be perused.
Earlier this office has concurred the proposal against M/s.Stone India
Ltd/Kol (F/3/C) and on M/s. presstech India Pvt Ltd/Mumbai(F/5/C) and as
against M.s. P.D. Steels/Mohali, executive has been advised to process the
case after satisfactory performance.
performance of M/s. P.D. Steels/Mohali placed at L/F.F-290).

for the subject item. The All inclusive rate accepted by the lowest Pt.I tenderer
in the new tenderer is Rs.1,03,477.50per No, whereas the instant PO rate is
Rs.95,100per No. The new tender has been finalized duly recommending to
exercise (+)30% option clause on the instant Purchase Order (L/F-264ante). As
such, Stores department is proposing to exercise (+)30% option clause on the
instant Purchase Orders. As there is a rate difference of Rs.8377.5 per No, it is
clause on M/s. P.D.Steels/Mohali for a quantity of 8Nos.
2.
3.

satisfactory. The firm has supplied the entire ordered quantity of 26nos on
29.07.15 and the same is under accountal.
1
2
Original Value of the three POs.+30% qty

of 9+14=23Nos
Rs.1,21,78,680.
8
104Nos
3
4
5
6
7
8
9

30% option clause
Delivery period available
31 Nos
23Nos
8 Nos
Rs.7,60,800
Rs.1,29,39,480.
8
CMM
14.08.2015
quantity.
5. In view of the financial advantage and as per the TC recommendations, if

approved we may concur the proposal to exercise option clause on
M/s.P.D.Steels/Mohali against Po.No.92225 dt:29.09.14 for a quantity of 8Nos.
Delivery period of the above PO is expiring on 14.08.2015.
SSO(A)/SF
Sr.AFA/SF
Dy.CAO/S&W( on leave)
Dy.CAO/T
In continuation to the section note at pre-page, FA&CAO/S&W remarks,

the following are the remarks submitted by Dy.CMM/S&T placed at Flag - B,
1. It is stated that as per limitation act 1963, the time limit for processing
belated proposals is 3 years time.
2. The delay is due to transit delay. Hence the material has come after due
date. Further, firm vide their letter at F/1094 mentioned that they had
dispatched the cable as soon as the testing of cable by RDSO was
completed on 23.10.2012 but could be delivered to the consignee on
08.11.2012 after expiry of delivery schedule due to break down of
vehicle during transit.
In view of the above, if approved we may agree for the proposed extension
of delivery period from 30.10.2012 to 08.11.2012 with full L.D. and with D.C.
Submitted please
SSO(A)/SF
Sr.AFA/SF
Dy.CAO/S&W(on leave)
Dy.CAO/T
FA&CAO/S&W
FINANCIAL
No.ASF/Q 01
13.08.2015
OFFICE OF THE
SECUNDERABAD
Dt.
Dy.CMM/Elec
of (+) 30% Option Clause against P.D.Steels/Mohali.
15.04.2015) for the above subject item is on higher side. The All inclusive rate
accepted by the lowest Pt.I tenderer in the new tenderer is Rs.1,03,477.50per No,
whereas the instant PO rate is Rs.95,100per No. In view of the financial advantage
and as per the subsequent TC recommendation, finance concurrence is hereby
signified for exercising (+) 30% Option Clause on M/s.P.D.Steels/Mohali against
Po.No.92225 dt:29.09.14 for a quantity of 8Nos with original terms and
conditions with in Delivery Period. The Total value of the Po after exercising option
clause is Rs. Rs.1,29,39,480.8.
+30% option clause.
( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
N/1
Sub : Procurement of 200ah Low Maintenance Lead Acid stationar secondary
cell in dry and uncharged exercising of (+) 30% Option Clause on

(i)M/s.Southern Battery Pvt Ltd/Bangalore (ii). Lead Acid battery co
Pvt Ltd/Kolkata.
Ref:Dy.CMM/S&Ts Note No:26-29 of Casefile No. PS.56.14.5031.
For procurement of the above subject item, two Purchase orders have
been placed on (i).M/s.Southern Battery Pvt Ltd/Bangalore(Pt.I)(AIR
Rs.4308.92 per No- updated rate is Rs.4278.64 (ii).M/s.Lead Acid battery Co
Pvt Ltd/Kol(Pt.I)(AIR-4308.92per No updated rate is Rs. 4278.64 per No. with
the acceptance of CMM/E for a total value of Rs.25,37,620.31(L/F-N/20).
clause on the above firms as the rates received in subsequent new tender are
on higher side.
lowest technically suitable Part-I firm quoted AIR ofRs.4316.28 per No,
whereas the subject POs AIR rate is Rs.4308.92 per No and updated AIR
rate is Rs. 4278.64 per NO. The new tender is not yet finalized. However, as
the Delivery Period is expiring on 17.08.2015, Stores department is
proposing to exercise (+)30% option clause on the above two firms.
2. It is stated that the firms have completed supplies and performance of the
above firms are satisfactory.
3.
Necessary Demand is available in the case file to cover the proposed

option clause.
4. Delivery period is upto 17.08.2015 to exercise option clause.

1
2
3
4
5
6
7
8
9
Original Value of the PO

Original Qty in the POs
clause
clause
25,37,620.31
585 Nos
176Nos
Nil
176 Nos
Rs.7,58,370.22
Rs.32,95,990.5
3
CMM
17.08.2015
requires the concurrence of Sr.AFA/SF
In view of the financial advantage involved in the present option clause
and as the Delivery period of the subject POs are expiring on 17.08.2015, if
approved we may concur the proposal on M/s. Lead Acid battery Co Pvt
Ltd/Kol
for
a
quantity
of
27,22,22
i.e
71Nos
against
PO.No.s23028,36010,49057 of 06.05.15 respectively and on M/s.
Southern Batteries Pvt Ltd/SBC for a quantity of 41,32,32 i.e 105Nos
against PO.Nos.23029,36011,49058 dt:06.05.15 respectively. i.e for
a total quantity of 176Nos(71+105nos). duly reducing the +30% option
clause quantity of 176Nos in the subsequent tender and as the new tender
has not yet finalized and as DP is expiring on 17.08.2015, executive will be
advised that concurrence is subject to the rates after finalization of new
tender is not below the instant Po rate.
SSO(A)/(SF)
Sr.AFA/(SF)
No.ASF/Q 01
14.08.2015
OFFICE OF THE
SECUNDERABAD
Dt.
Dy.CMM/S&T
Sub : Procurement of 200ah Low Maintenance Lead Acid stationar secondary

cell in dry and uncharged exercising of (+) 30% Option Clause on
(i)M/s.Southern Battery Pvt Ltd/Bangalore (ii). Lead Acid battery co
Pvt Ltd/Kolkata.
Ref:Dy.CMM/S&Ts Note No:26-29 of Casefile No. PS.56.14.5031.
-oOoThe proposal received in connection with exercising (+) 30% Option Clause on the
above subject item Purchase Orders has been examined.
03.07.2015) for the above subject item is on higher side. The rate obtained from lowest Part
I firm offer is Rs.4316.28per No for battery, whereas the instant Purchase Order updated
rate part I firm is Rs.4308.92 per No for battery. In view of the financial advantage and as
DP is expiring on 17.08.2015, finance concurrence is hereby signified for exercising (+) 30%
Option Clause on M/s.Lead Acid Battery Co Pvt Ltd/Kolkata against
PO.NOs.23028,36010,49057 dt:06.05.15 for a quantity of 27+22+22=71nos and
on M/s. Southern Battery Pvt Ltd/Bangalore against Po.No.23029,36011,49058
dt:06.05.15 for a quantity of 41+32+32=105sets i.e for a total quantity of
71+105=176nos, duly reducing the total 30% option clause quantity of
176Nos in the subsequent tender and as the new tender has not yet
finalized and DP of the subject POs are expiring on 17.08.2015, it is
advised that concurrence is subject to the rates after finalization of new
tender is not below the instant Po rate and with original terms and conditions with
in Delivery Period.The total value after exercising +30% option clause is Rs. 32,95,990.53/-.

5
6
Necessary original Indent may be placed on file for vetting MPOs for exercising
+30% option clause.
( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
NOTE/1
Sub : Procurement of PVC insulated armoured unscreened, underground
Railway signaling cable copper conductor, size 24 core * 1.5sq.mm
under (+) 30% Option Clause on M/s.Tirupati Plastomatics Pvt
Ltd/Jaipur and M/s. Kanhha Cables Pvt ltd/Jaipur
Ref : CMM/Es Note No: 35,36,37 of Case file No.PS.56.14.5046.
clause on the above subject item, received from CMM/E, which is placed at
For procurement of the above subject item seven Purchase Orders have
been placed on two Part I firms (i) M/s.Tirupati Plastomatics Pvt ltd/Jaipur and
(ii). M/s. Kanhha Cables Pvt Ltd/Jaipur at an All inclusive Rates of Rs.3,11,668.39 per Km with the acceptance of COS for a total value of
Rs.6,90,37,665.06(L/F-N/24) with (+)30% option clause.
clause on the above firms as the rates received in subsequent new tender of
this Railway are on higher side.
subsequent tender. It is stated that a new tender was opened on 07.07.15 for
the subject item. The All inclusive rate accepted against Part I firm is
Rs.2,93,093.75 per Km, whereas the instant PO updated AIR is Rs.2,88,605.75
per km (L/F.F/479). As the rates of instant PO is lower than the subsequent
tender and financially beneficial to Railways, SAG tender committee has

recommended to invoke (+)30% option clause (L/F-485ante) on the instant
POs for a total quantity of (39.87+66.45= 66.453Km )on the above firms.
2. It is stated that the performance of the firms are satisfactory. The firm M/s.
Tirupati Plastomatics Pvt Ltd/Jaipur has supplied 131.493Km out of the total
ordered quantity of 132.91 i.e . supplied 99% , as against M/s. Kanhha cables
pvt Ltd/jaipur the firm has supplied 87.649km against the ordered quantity of
88.60kms i.e supplied 99%.
3. The Delivery Period of the subject POs is expiring on 31.08.2015.
4. Necessary demands are available in the case file to cover the proposed 30%
option clause quantity.
NOTE/2
5.The financial implications of the proposed option clause are as follows:
1
Original Value of Seven POs originally
2
3
4
Original value of seven POs after applying

SVC
5
6


30% option clause
9
Rs.
6,90,37,665.06
Rs.
6,91,18,993.37
221.51kms
66.453
kms
Nil
66.453
kms
Rs.2,07,11,299
.52
Rs.8,98,30,292
.90
COS
31.08.2015

clause, and as per the SAG Tender committee recommendations, if approved
we may concur the proposal to exercise (+)30% quantity option clause for a
total quantity of 66.453 Kms((M/s.tirupati Plastomatics Pvt Ltd/Jaipur for a
quantity
of
39.873Kms
against
PO.NOs.90655
dt:08.04.15,
29047,23011,49022 dt:20.02.15 and on M/s.Kanhha cables Pvt Ltd/Jaipur for a
quantity of 26.58Kms against PO.No.s.90656 dt:08.04.15, 34022,54016 dated
20.02.15.
Submitted please.
SSO(A)/SF
Sr.AFA/SF
Dy.CAO/S&W
FINANCIAL
No.ASF/Q 01
OFFICE OF THE
SECUNDERABAD
Dt. 17.08.2015
Dy.CMM/S&T
cable for signaling and telecom installation, extension of DP on M/s.
Birla ericsson optical Ltd.-Reg.
Ref :- Dy.CMM/S&Ts Note No. 83 to 85 of Case file No:PS.56.11.5151.
observations.
1. How the material was received without prior DP extension has not been
brought out and justified. Further, details of receipt of materials, who has
received, how received, can they receive after the actual delivery date,
action taken/contemplated against the person at lapse, action taken to
prevent such lapses in further may be furnished.
2. The firm vide their letter dated 19.06.2015 mentioned that the bills were
submitted vide Bill NO. QO730/12-13 dated 23.10.2012 itself, as such the
details of bill submitted to the consignee and the dates on which the bills
were submitted to Accounts office, how the consignee has forwarded the
bills for payment without the DP extension may be furnished. Further, it may
confirmed from the consignee/Accounts office and details furnished with
documentary evidence, whether any payment were made against the said
Purchase order.
3. Incidentally it is found that for the same firm extension was granted in the
year 2014 vide N/74 without finance concurrence. Also vide N/66 DP
extension was granted on M/s. Golkonda engg enterprises/SC without
finance concurrence, the same may be clarified and the reasons for not
processing the case for finance concurrence may be furnished.
( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 19.06.2014
Dy.CMM/G
Ref : CMM/Es Note No: 35,36 of Case file No.PS.56.14.5046.
-oOoThe proposal submitted in connection with exercising of (+) 30% Option Clause on the
above subject item Purchase Orders have been examined and the following are the
observations.
1. As per the details made available in the case file m/s. Tirupati Plastomatics Pvt
Ltd against Po.No.90655 has supplied 51.310 Kms(i.e 49% supplies of the total
ordered quantity) for which the information made available on the file as against
the other POs No.49022,23011,29047 dated 28.05.15 the details of supplies
made were not furnished. As against M/s. Kanhha cables Pvt Ltd/Jaipur against
Po.NO.90656 has supplied 29.277Kms( i.e 49.6% supplies of the total ordered
quantity) for which information is made available on the file as against the other
POs 54016,34022dt:28.05.15 the details of supplies made were not furnished.
Hence full details of the supplies against the POs may be furnished and to
exercise option clause the firms performance is to be improved upon.
2. Finalized TC minutes for the tender opened on 07.07.2015 may be furnished.
Encl: case file
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
NOTE/1
Dt:05.11.2014
Ref :Dy.CMM/DSLs Note No:30-31 of Case file No. DSL/10/14/2989.
clause on the above subject item, received from Dy.CMM/DSL, which is placed
been placed on M/s. G.S.Products, Dehradun at an all inclusive rate of
Rs.1608.60 per number and at a total value of Rs. 54,64,414.20 with the
acceptance of CMM (L/F-N/26).
tender is Rs.1671.60 each (AIR) whereas the instant PO rate is
Rs.1608.60(AIR). As the rates of instant PO is lower than the subsequent
tender and financially beneficial to Railways, SAG tender committee has
recommended to invoke (+)30% option clause (L/F-69) on the instant PO for a
total quantity of 1019 Nos, which was accepted by AGM.
satisfactory. The firm has supplied 1500Nos (accounted) and balance qty of
1897nos under inspection was accepted and billed on 20.07.2015. Delivery
period is expiring on 31.08.2015.
1
Rs.54,64,41
4.20
2
3
4
5
6
7
8

clause
clause
3397 Nos
1019Nos
Nil
1019 Nos
Rs.16,39,16
3.4
Rs.71,03,57
7.6
CMM
4.2
Necessary ANE is available (L/F-79) in the case file to cover the
clause, and as per the SAG Tender committee recommendations, if approved
we may concur the proposal to exercise (+)30% quantity option clause for a
total quantity of 1019Nos on M/s. G.S.Products /Dehradun against
PO.NOs.92557 dt:05.11.14.
SSO(A)/(SF)
Sr.AFA/(SF)
FINANCIAL
No.ASF/Q 01
OFFICE OF THE
SECUNDERABAD
Dt. 20.08.2015
Dy.CMM/Elec
Sub:- Procurement of Lead acid battery set 6V-120 Ah- exercising of
(+)30% option clause against(i). M/s.Exide India Ltd/Kol(ii).M/s.
Southern Batteries P Ltd/SBC(iii).M/s.Celtek batteries Pvt
Ltd/SBC,(iv). M/s. Lead Acid battery Co P Ltd/Kol.
Ref:- Dy.CMM/Elec Note no.34-37 of case file No.PE.45.14.1089.
***
the observations.
exercising (+)30% option clause, the performance of the firms against the
subject POs should be satisfactory. It is observed that as per information made

available in the file, the performance of the firms are 48sets,15sets,Nil,Nil
respectively and as DP is ahead i.e upto 30.09.2015. Hence, after satisfactory
performance the case file may be resubmitted for operation of +30% option
clause.
(A.K.GANESHAN)
Sr.AFA/SF
FA&CAO/S&W
For
NOTE/1
Sub : Procurement of Air Brake Hose Coupling assembly under (+)
30% Option Clause-Reg.
Ref : Dy.CMM/C&Ws Note No:26 to28 of Case file No.PW.38.14.1544
For procurement of the above subject item five Purchase Orders have
been placed on (i) M/s.I.M.T. Cables Pvt Ltd/New Delhi(Part-II)(AIRRs.753.31each)(DP expired on 20.02.15) (ii) M/s.A.B.Elasto Products Pvt
Ltd/Kolkata(Part-II) (AIR- Rs. 766.86each)(DP expired on 30.04.15), (iii)
M/s.Pegasus Hose & engg co/Bahadurgarh(Part-II) (AIR- Rs.766.86each)(DP
expired on 30.04.15 (iv)M/s.Bony Polymers P Ltd/Faridabad(Part I)(AIR-
Rs.904.68each)& (v).M/s. Soni rubber Products/Kolkata(Part-I) (AIR- Rs.

904.68each) with the acceptance of CMM for a total value of Rs.47,89,883.86
(L/F-N/19) with (+)30% option clause.
clause on (i) M/s.Bony Polymers P Ltd/Faridabad(Part I)& (ii).M/s. Soni rubber
Products/Kolkata(Part-I) only, option clause against other 3 firms cannot be
exercised as DP expired before opening new tender.
subsequent tender committee. It is stated that a new tender was opened
on 16.06.2015 for the subject item. The All inclusive rate accepted in the
new tender against Part I firm is Rs.933.19each (AIR) whereas the instant
PO rate is Rs.904.68(AIR). As the rates of instant PO is lower than the
subsequent tender and financially beneficial to Railways, Sr scale tender
committee has recommended to invoke (+)30% option clause (L/F-356
ante) on the instant POs for a total quantity of 807+434=1241 Nos, which
was accepted by CMM/M.
2. It is stated that the performance of the above firms is satisfactory.
However, it is learnt that the firm M/s.Sony Rubber Products Ltd/Kolkata
has completed the supplies and (ii).M/s.Bony Polymers Pvt Ltd/Faridabad
has supplied 2100nos out of the ordered quantity of 2691 nos i.e 78% and
DP is a head for the balance quantity i.e upto 31.10.15.
3. Necessary indent is available in the case file to cover option clause(F/362).

1
2
3
4
5
6
7
8
9
Original Value of the five POs. (L/F-N/20)

option clause
Rs.47,89,883.86
4139Nos
1241 Nos
Nil
1241Nos
Rs.11,22,707.88
Rs.59,12,591.74
CMM
31.10.15
In view of the financial advantage involved in the proposed option clause, and
as per the Sr Scale Tender committee recommendations, if approved we may concur
434+807=1241Nos(MFT-803, TPTY-120, KZJ-96Nos,BZA-222) on M/s.Soni Rubber
Products Ltd/Kolkata against PO.No.92380 dt:22.10.14 for a quantity of 434Nos and
on M/s.Bony Polymers Pvt Ltd/Faridabad against Po.No.92381 dt:22.10.14 for a
quantity of 807Nos.
SSO(A)/SF
Sr.AFA/SF
OFFICE
OF THE
SECUNDERABAD
No.ASF/Q 01
Dt.25.08.2015
Dy.CMM/C&W
(S&W),
Sub : Procurement of Air Brake Hose Coupling under (+) 30% Option
Clause-Reg.
Ref : Dy.CMM/C&Ws Note No:26 to28 of Case file No.PW.38.14.1544
***
on 16.06.2015) for the above subject item is on higher side when compared
advantage to Railways and as per subsequent TC recommendations, finance
concurrence is hereby signified for exercising (+) 30% Option Clause for a
total
quantity
of
434+807=1241Nos(MFT-803Nos,TPTY-120Nos,KZJ96Nos,BZA-222Nos)on (i) M/s.Bony Polymers Pvt Ltd/Faridabad for a quantity
of 807Nos against Po.No. 92381 dt:22.10.14 and on (ii) M/s.Soni Rubber
Products Pvt Ltd/Kolkata for a quantity of 434Nos against PO.No 92380
dt:22.10.14, with original terms and conditions with in Delivery Period.
6. Necessary original Indent may be placed on file for vetting MPOs for
exercising +30% option clause
(A.K.GANESHAN)
Sr.AFA/SF
For FA&CAO/S&W
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
26.08.2015
Dt.
Dy.CMM/DSL
Sub : Procurement of Resin Impregnated pleated filter paper of M/s. Clark part
No. HB-PP18 - Exercising of (+)30% Option Clause.P.O.No:92557
Dt:05.11.2014
Ref :Dy.CMM/DSLs Note No:30-31 of Case file No. DSL/10/14/2989.
The proposal received in connection with exercising of (+) 30% Option Clause
lowest offer is Rs.1671.60, whereas the instant Purchase Order rate is Rs.1608.60
per No. In view of the financial advantage and as recommended by SAG tender
committee, finance concurrence is hereby signified for exercising (+) 30% Option
Clause on M/s.G.S.Products, Dehradun for a quantity of 1019 Nos against
Po.No.92557 dt:05.11.14 with original terms and conditions with in Delivery
Period.
exercising +30% option clause
( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
26.08.2015
Dt.
Dy.CMM/G
Ref : Dy.CMM/Gs Note No:86 of Case file No.PO.75.13.1230.
on the above subject item Purchase Order has been examined and following are the
observations.
The delivery period of M/s. Deco Mica Ltd/Ahmedabad has expired on
17.08.2015 and as already advised repeatedly by this office that option clause has
to be exercised within the original/extended delivery period and should be valid on
date. Purchase officer to please note that all proposal should be sent well in
advance with all the required information for obtaining finance concurrence. So that
there is no delay whatsoever to the advantage of Railways.
Further, copy of the indents for procuring +30% option clause quantity may
be placed on file.
( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W
No.ASF/Q 01
31.08.2015
OFFICE OF THE
SECUNDERABAD
Dt.
Dy.CMM/Elec

Ref : CMM/Es Note No: 35,36,37 of Case file No.PS.56.14.5046.
***
The proposal received in connection with exercising (+) 30% Option Clause on the
above subject item Purchase Orders has been examined.
07.07..2015) for the above subject item is on higher side. The All inclusive rate accepted
against Part I firm is Rs. 2,93,093.75 per Km, whereas the instant PO updated AIR is Rs.
2,88,605.75 per Km. In view of the financial advantage and as per the subsequent TC
recommendations, finance concurrence is hereby signified for exercising (+) 30% Option
Clause against NON STOCK indent of construction only and the requirement of funds
availability may be taken from construction finance, on M/s.Tirupati Plastomatics Pvt
Ltd/Jaipur for a quantity of 39.873 Kms against PO.NOs.90655 dt:08.04.15,
29047,23011,49022 dt:20.02.15 and on M/s. Kanhha cables Pvt Ltd/Jaipur for a
quantity of 26.58Kms against Po.NOs 90656 dt:08.04.15,34022,54016 dated
20.02.15 and with original terms and conditions with in Delivery Period.The total value
after exercising +30% option clause is Rs. 8,98,30,292.90/-.

+30% option clause.
Further, action taken against Dy.CMM/G&S/MFT letter dated 17.06.15 stating that no
coverage required against stock for this year and next year may be elucidated.
( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
FINANCIAL
No.ASF/Q 01
OFFICE OF THE
SECUNDERABAD
Dt. 01.09.2015
Dy.CMM/C&W
Sub : Procurement of Knuckle - Exercising of (+) 30% Option Clause
against M/s. Jai Multi engg Co /Bassi P.O.No:92933 Dt:17.12.14.
Ref :Dy.CMM/C&Ws Note:59,60 of Case file No.PW.38.14.1220.
oOoThe proposal received in connection with exercising of (+) 30% Option Clause on
the above subject item Purchase Order has been examined and following are the
observations.
1. Finalized TC minutes for the tender opened on 20.08.2015 may be placed
on file to gauge the rate reasonability.
( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
NOTE/1
Sub : Procurement of set of valve regulated lead acid battery of 1100 AH
capacity under (+) 30% Option Clause against M/s. Microtex Energy
Pvt Ltd/Bangalore.
been placed on (i) M/s.Microtex Energy Pvt Ltd/Bangalore (Part-II)(AIR-
Rs.11,01,581.74 per set) (ii) M/s.Exide Industries Ltd/Kolkata (Part-I)

(AIR- Rs. 11,11,527.66 per set), (iii) M/s.HBL Power Systems
Ltd/Hyderabad (Part-I)(AIR-Rs.11,11,527.66 per set) with the
acceptance of COS for a total value of Rs.8,87,23,294.40(L/F-N/20) with
clause on M/s. Mocrotex Energy Pvt Ltd/Bangalore only on the basis of the
recommendations of subsequent tender committee.
for the subject item. The All inclusive rate accepted against Part I firm is
Rs.11,35,893.75 per set, whereas the instant PO Part II firm updated rate AIR
is Rs.11,25,896.43 per set(L/F.F/246) which is lesser by Rs. 9,997.32 per set
and Part I firm updated rate AIR is Rs. 11,36,024.76 which is higher by
Rs.131.01 per set .
Since, there are no Part II sources in the current approved list as on date
and as there is price advantage when compared with Part II source, TC
recommends to operate +30% option clause on Part II source for 06sets, there
will be savings of Rs. 59,983.92 and as against Part I firm since the rate is
higher by 131.01 per set instead of operating -30% option clause TC consider
that to ask the firms to accept the lower rate received in the new tender.
Accordingly letters issued to firms vide F/266,267, reply awaited.
In view of the above and as there is financially beneficial to Railways,
SAG tender committee has recommended to invoke (+)30% option clause
(L/F-246) on M/s. Microtex Energy Pvt Ltd/SBC for a total quantity of 6sets
2. It is sta ted that the performance of the above firm is satisfactory. But as
against the subject PO the firm has not commenced the supplies till date.
Further, it is mentioned in TC that even though M/s. Microtex has not supplied
the quantity against the existing order the firm had supplied the subject item
in the past and is considered reliable. TC therefore recommends to exercise
option clause and procure 06sets( LGD) against the existing order.
3. A copy of Shortfall demand is placed to cover the proposed +30 option clause
quantity.
Original Value of the Three POs. (L/F-N/22)
2
3
4
5
6
7

(+) 30% option quantity advantageous
option clause
8
9
Rs.8,87,23,294.
40
80sets
6 sets
Nil
6 sets
Rs.66,09,490.44
Rs.9,53,32,784.
84
COS
31.12.2015
(+)30% quantity option clause for a quantity of 06 sets on M/s. Microtex energy Pvt
Ltd/SBC against Po.No. 91890 dt:22.08.2014.
Submitted please.
SSO(A)/SF
Sr.AFA/SF
Dy.CAO/S&W
Dy.CAO/T
FA&CAO/S&W
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 03.09.2015
Dy.CMM/Elec
***
the observations.
1. Even though it is mentioned in the TC minutes, in terms of Railway Board

Lr.No.99/RS(G)/779/5 Dt:12.03.10, for exercising (+)30% option clause, the
performance of the firm should be satisfactory. Since the firm has not
commenced the supplies, as such the performance of the firm is to be improved
upon to consider option clause.
2. The quantity required under shortfall NRM indent is only 6 sets, as such it may
be adjusted from the stock available to meet the requirement and as the DP is
far ahead i.e 31.12.2015 it would be prudent to watch the market rate/rates of
other railway through(IREPS) in due course and appropriate action taken
accordingly.
3. Updated basic rate as on submission of proposal may be placed on file.
( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
FINANCIAL
No.ASF/Q 01
OFFICE OF THE
SECUNDERABAD
Dt. 03.09.2015
Dy.CMM/C&W
Sub : Procurement of K type brame block ..under (+) 30% Option
Clause.
Ref : Dy.CMM/Elecs C&W No:58,59 of Case file No.PC.30.14.3628.
***
the observations.
1. Finalized T C minutes copy for tender opened on 18.08.2015 may be placed on
file to assess rate reasonability.
2. Copy of the indent for operation of 30% option clause may be placed on file.
3. It is premature to exercise option clause as the DP of the subject case is far
ahead i.e 30.03.2016, hence it would be prudent to watch the market rate/rates
of other railway through(IREPS) in due course of time and appropriate action
taken.
( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
OFFICE
OF THE

SECUNDERABAD
No.ASF/Q 01
Dt. 04.09.2015
Dy.CMM/Elec
Sub : Procurement of Lead Acid Battry set 6V-120 AH under (+) 30% Option
Clause.
***
the observations.
1. In terms of Railway Board Lr.No.99/RS(G)/779/5 Dt:12.03.10, for exercising
(+)30% option clause, the performance of the firm should be satisfactory. Since
the firms M/s Celtek Batteries Pvt Ltd and M/s. Lead acid battery co P Ltd, still
not commenced the supplies, as such the performance of the firm is to be
improved upon to consider option clause. Further, as delivery period is fast
approaching i.e 30.09.2015 it may be confirmed and details furnished as to
whether the firm has offered the material for inspection/dispatched/material

received in the depot and accounted for to guage the performance for invoking
option clause.
2. As against other two firms M/s.Exide Ind Ltd and M/s. Southern Batteries as
DP is ahead i.e 31.12.15 it is premature to exercise option clause, it would be
prudent to watch the market rate/rates of other railway through(IREPS) in due
course and appropriate action taken accordingly.
( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
NOTE/1
Sub : Procurement of improved high tensile tight lock centre buffer coupler
under (+) 30% Option Clause against M/s.Sanrok enterprises/Faridabad
been placed on (i) M/s.Sanrok Enterprises/Faridabad(AIR- Rs.2,47,988.91each)
(ii) M/s.Escorts Ltd/Faridabad (AIR- Rs. 2,74,597.16 each) with the acceptance
of CMM for a total value of Rs.64,30,682.34(L/F-N/42) with (+)30% option
clause.

clause on M/s. Sanrok enterprises/Faridabad as the rates received in
subsequent new tender are on higher side.
lowest technically suitable firm quoted Rs.2,48,297.91each (AIR) (L/F482 ante) and Part I firm rate is Rs.2,69,500 each, whereas the subject
POs rates is Rs.2,47,988.91 each and Rs.274597.16 each respectively.
In view of the financial advantage TC recommended to operated +30%
option clause on M/s. Sanrok Enterprises/Faridabad for a quantity of 2
sets and as against Part I source M/s. Escorts ltd, the rates received in
the new tender is lower than the instant PO and since the firm has
completed supplies on 24.04.15, lower rate cannot be imposed. Hence
+30% option clause is exercised on M/s. Sanrok Enterprises/Faridabad
only.
2. It is stated that the performance of M/s. Sanrok Enterprises/Faridbad is
satisfactory. However, it is learnt that the firm M/s.Sridhar Rubber &
Engg.Products (P) Ltd, Vijayawada has supplied 1500 Nos, (35%),
M/s.Avadh Rubber/Lucknow, has supplied 5600 Nos (60%) & M/s.Indorub
Industries/Gurgaon has supplied 2850 Nos (60%) as on date.
3.0
Two ANEs are available in the case file (L/F-410, 412) for covering the
above option qty. The proposal has the Administrative approval of
COS (Folio-127/C) for exercising option clause.
NOTE/104
follows:
1
2
3
4
5
6
7

option clause
Rs.1,58,57,159.6
5
18327 Nos
5498 Nos
Nil
5498 Nos
Rs.43,51,692.42
Rs.2,02,08,852.0
7
8
9

5.0
COS
21.10.13/30.09
.13
30.10.13

5498 Nos ie., on (i) M/s.Sridhar Rubber & Engg.Products (P) Ltd, Vijayawada
for a quantity of 1292 Nos (ii) M/s.Avadh Rubber/Lucknow for a quantity of
2794 Nos & on (iii) M/s.Indorub Industries/Gurgaon for a quantity of 1412 Nos.
Further, we may advise to reduce the above option quantity in the
subsequent new tender and finalize the same.
Submitted please.
Sr.AFA/SF
Dy.CAO/S&W
OFFICE
OF THE

SECUNDERABAD
No.ASF/Q 01
Dt. 16.09.2015
Dy.CMM/C&W
Sub : Procurement of improved high tensile tight lock centre buffer coupler
under (+) 30% Option Clause against M/s.Sanrok enterprises/Faridabad
***
the observations.
1. In terms of Railway Board Lr.No.99/RS(G)/779/5 Dt:12.03.10, for exercising
(+)30% option clause, the performance of the firm should be satisfactory.
Since the firms M/s Sanrok enterprises/Faridabad, still not commenced the
supplies, as such the performance of the firm is to be improved upon to
2. Copy of the indent may be placed on file for exercising the proposed option
clause.
( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
FINANCIAL
No.ASF/Q 01
OFFICE OF THE
SECUNDERABAD
Dt. 28.09.2015
Dy.CMM/Elec
Sub:- Procurement of Lead acid battery set 6V-120 Ah- exercising of
(+)30% option clause against(i). M/s.Exide India Ltd/Kol(ii).M/s.
Southern Batteries P Ltd/SBC(iii).M/s.Celtek batteries Pvt
Ltd/SBC,(iv). M/s. Lead Acid battery Co P Ltd/Kol.
Ref:- Dy.CMM/Elec Note no.34-38 of case file No.PE.45.14.1089.
***
the observations.
1. It is stated that as against M/s.Lead acid battery co P Ltd, the firm has
dispatched the material, the same may be confirm from the consignees(LGD and
TPTY), action may be taken at the earlier to avail the financial benefit as DP is
expiring on 30.09.2015.
2. As against M/s. Celtek batteries Pvt Ltd, since the firm has not commenced the
supplies in terms of Para 3.3 of Railway Board Lr.No.99/RS(G)/779/5
Dt:12.03.10, option clause cannot be exercised. After satisfactory performance
the case may be processed.
3. It is advised that the subject PO rate may also be compared with recently
opened tenders of other railway(through IREPS) for the subject item and a
copy of the same to be placed on file duly justifying the rate reasonability.
(A.K.GANESHAN)
Sr.AFA/SF
FA&CAO/S&W
For
NOTE/1
Sub : Procurement of flap door for box N under (+) 30% Option Clause
against M/s.Limier Steel Industries.
been placed on (i) M/s. Limiera Steel Industries Pvt Ltd/Noida(AIRRs.3605.36each) (ii) M/s.Melbrow engg Works Pvt Ltd/Kolkata(AIR- Rs. 3942.20
each)with the acceptance of CMM for a total value of Rs.1,04,88,758.68(L/FN/15) with (+)30% option clause.
clause on M/s.Limier Steel Industries as the rates received in subsequent new
tender are on higher side. As against M/s. Melbrow engg works Pvt Ltd the firm
has accepted the lower rate and MPO is placed at F/613.
lowest technically suitable firm quoted Rs.3850 for RYPS and Rs.3825 for
MFT) (L/F-618), whereas the subject POs rates is Rs.3605.36(development
order) and Rs.3942.20 (for Regular order). In view of the financial
advantage TC recommended to operated +30% option clause on M/s.
limier steel industries(AIR. Rs.3605.36) for a quantity of 40 Nos Hence
+30% option clause is exercised on M/s. Limier Steel industries only.
2. It is stated that the performance of M/s. Limier Steel Industries is
satisfactory. The firm has supplied the entire ordered quantity within the
original delivery date.
3. Necessary ANEs is available in the case file for covering the above
option qty. The proposal has the Administrative approval of CMM
(Folio-N/26) for exercising option clause.
4. The original delivery period expired on 20.09.2015, as such executive is
advised to re fix the delivery period to avail +30% option clause. COS
has extended the delivery period upto 31.12.2015(F/630). Further, firm
vide letter dated 19.10.2015(F/638) has agreed to accept the 30%
option clause quantity.

follows:
1
Original Value of the two POs. (L/F-N/16)
Rs.1,04,88,758.6
2
3
4
5
6
7
8
9

option clause
5.0
8
133Nos
40 Nos
Nil
40 Nos
Rs.1,44,214.4
Rs.1,06,32,973.0
8
CMM
31.12.2015
in the powers of original accepting authority ie., CMM. As such, the
In view of the financial advantage involved and as per the subsequent

TC recommendations, if approved we may concur the proposal to exercise
(+)30% quantity option clause for a total quantity of 40Nos ie., on (i)
M/s.Limiera Steel/Noida against Po.No.91721 dt:23.07.15.
Submitted please.
SSO(A)/SF
Sr.AFA/SF
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 28.09.2015
Dy.CMM/C&W
Sub : Procurement of flap door for box N under (+) 30% Option Clause
***
the observations.
1. As per SPS F/607 the firm has not supplied the material yet, as such details of
supplies made may be furnished to gauge the performance for exercising option
clause.
2. Necessary indent for operation of proposed option clause may be placed on file.
3. The file submitted on 18.09.2015 without submitting the performance, indent
as mentioned above. Since the delivery period expired on 20.09.2015, in
order to avail financial advantage in invoking the option clause against the
said purchase order, file may be resubmitted duly re-fixing the delivery period
to concur the proposal .
4. It is advised that the subject PO rate may also be compared with recently
opened tenders of other railway(through IREPS) for the subject item and a
copy of the same to be placed on file duly certifying the rate reasonability.
(A.K.GANESHAN)
Sr.AFA/SF
FA&CAO/S&W
FINANCIAL
No.ASF/Q 01
For
OFFICE OF THE
SECUNDERABAD
Dt. 22.09.2015
Dy.CMM/C&W
Sub : Procurement of flap door for box N under (-) 30% Option Clause
against (i). M/s.Cosmic Ferro Alloys Ltd/Kolkata and (ii). M/s. Modern
Hitech Products Pvt Ltd/Kolkata.
Ref : Dy.CMM/C&Ws Note No:59 of Case file No.PW.38.14.1900.
***
The proposal submitted in connection with exercising of (-) 30% Option Clause
the observations.
1. The reasons for not processing the case in advance, though the firms confirmed
on 02.06.2015, their unwillingness for agreeing the lower rate obtained in the
subsequent tender may be placed on file.
2. The latest details of supplies made by the firms may be placed on file.
3. In all cases were COS is the accepting authority, the proposal requires the
approval of COS, as the case is to be put up to FA&CAO/S&W.
4. Kindly connect the note addressed to COS, wherein it is advised to process the
case well in advance so that financial advantage is not lost.
Sr.AFA/SF
FA&CAO/S&W
STORES
No.ASF/Q 01
Dy.CMM/G
(A.K.GANESHAN)
For
OFFICE OF THE
FINANCE SECTION,RAIL NILAYAM, IInd FLOOR,
SECUNDERABAD
Dt. 23.09.2014
Sub:- Procurement of grease graphite Gr O- extension of Delivery

period Reg.
Ref:- Dy.CMM/G Note no. 74 of case file No.PO.80.13.5001.
***
The proposal submitted in connection with exercising of (+) 30% Option Clause on the
above subject item Purchase Orders has been examined and the following are the
observations.
1. The reasons for granting extension at the first instance without finance concurrence
may be elucidated.
2. CTE has stated Vide N/73 that as lower rates were received for the subject item
opened on 05.05.2015, as such if the firm agrees on counter offer with present rate
the balance quantity i.e 578 MT may be processed duly extending the DP without
LD, but the same was silent in your note.
3. As a part of vigilance investigation out of 3 samples 2 samples were found not
confirming to specifications and advised the quantity of grease shall not be used on
the track till the material is tested jointly and found acceptable, the outcome of this
letter dated 08.08.2014 addressed to all consignee may be placed on file. Whether
the material supplied is put in use and the test certificate confirms to the
specifications may be confirmed.
4. Further it was advised by railway Board to curtail the ordered quantity, COS in turn
replied to SDGM/SC that requirement cannot be curtailed in case even if the
quantity is curtailed it will have to be procured again, outcome of the letter, whether
agreed by Railway Board, details may be placed on file.
5. A certificate to the effect that No loss/inconvenience caused to Railways may be
placed on file.
6. It is also stated in your note that though firm adhering to delivery schedules,
because of the instructions of Sr. Officials of PCE office to withhold the supplies,
firm has forced to restrict the supplies, which has affected the delivery schedule, but
PCE office has stated that firm has not been advised anything from Hd qrts about
withholding of supplies which is contradictory the same may be clarified and in case
if there is delay on account of firms LD has to be levied.
7. Calculation of LD with that of the proposed extension of DP and rate obtained in the
new tender may be worked out and appropriate action taken accordingly for the
financial benefit of Railways.
8. Clear reasons be recorded, as to why LD should not be levied for delayed supply as
per extant rules.
Encl: As above
For FA&CAO/S&W
NOTE/1
Sub : Procurement of Knuckle for box wagaon under (+) 30% Option
Clause against P.O.No:92933 dated 17.12.14 on M/s. Jai Multi Engg
Co/Punjab.
Ref : Dy.CMM/C&Ws Note No:59 to 62 of Case file No.PW.38.14.1220.
For procurement of the above subject item three Purchase Order have
been placed on (i)M/s. Jai Multi engg Co/Punjab (AIR- Rs.3395 per No) (ii). M/s.
Rine engg P vt Ltd/Baddi(AIR- Rs.3398 per No) (iii). M/s. Frontier Alloy Steels
Ltd/Kanpur(AIR Rs.3398 per No) with the acceptance of COS for a total value
of Rs.4,17,86,470(L/F-N/46) with (+)30% option clause.
clause on M/s. Jai Multi Engg co/Punjab only as the rates received in
subsequent new tender opened on 20.08.2015 is on higher side. As against
other firms DP expired before opening of the new tender i.e 31.07.2015.
Earlier, this office has returned the proposal for submitting the Finalized
TC minutes of tender opened on 20.08.2015 for the subject item to access the
rate reasonability and also to submit a copy of indent for the proposed option
clause quantity. In reply it is stated that New tender TC at SAG level which
has not yet meet and rates are more i.e 30% higher than Last purchase rate,
and there is no possibility to finalize new tender in the next one month and
also as the DP of the subject PO is expiring on 30.09.2015, it is requested to
concur the proposal to avail financial advantage.
As against the indent it is mentioned that indent will be attached at the
time of issue of MPO. Reasons for not submitting the copy of indent at this
moment is not understood as new tender for the subject item is floated for a
quantity of 19801Nos for MFT and RYPS depots.
eligible Part I/Part II tenderer has quoted AIR rate of Rs.4,501.09per
No/4,402.03 per No respectively. The instant PO AIR rate is Rs.3,398
per No/RS.3,395 per No. The New tender was not finalized. As the DP
of the subject PO is expiring on 30.09.2015 and as the new tender rate is
higher, it is financially advantageous to Railways in exercising (+)30%
quantity option clause for a quantity of 553 No.
supplied 1750 Nos out of the total ordered quantity of 1844Nos i.e supplied
95% and DP is ahead for the balance quantity.
4. Necessary indents for operation of proposed option clause quantity has not
been placed on file and stated that indent for the same will be placed at
the time of issue of MPO.
5. The financial implications of the proposed
1
2
Original Qty in the PO( where
option clause can be availed).
3
4
clause
5
clause
6
7
of
8
9
option clause are as follows:

Rs.4,17,86,470
1844 Nos
553 Nos
Nil
553 Nos
Rs.18,77,435
Rs.4,36,63,905
COS
30.09.15
With the
exercise
above
option
clause,
the revised value will be within the powers of original accepting authority ie.,
COS. As such, the proposal requires the concurrence of FA&CAO/S&W.
In view of the above, as the rates obtained in the fresh tender from
lowest Part II approved source is more than the present tender and as DP of
the subject PO is expiring on 30.09.2015, if approved we may concur the
proposal on M/s. Jai Multi Engg Co for a quantity of 553Nos against
PO.No.s92933 dt:17.12.14 duly reducing the +30% option clause quantity
of 553Nos in the subsequent tender. Further concurrence is subject to the
rates after finalization of new tender is not below the instant Po rate and as
stated at note/61 original indent copy to be placed on file while submitting
the MPO for vetting.
SSO(A)/SF
AAO/SF
Sr.AFA/SF( On leave)
Sr.AFA/M&P
Dy.CAO/S&W
FA&CAO/S&W
OFFICE
STORES FINANCE
OF THE

SECTION,RAIL NILAYAM, IInd FLOOR,SC
No.ASF/Q 01
Dt. 28.09.2015
COS/SC
Sub : Procurement of Knuckle for box wagaon under (+) 30% Option
Clause against P.O.No:92933 dated 17.12.14 on M/s. Jai Multi Engg
Co/Punjab.
Ref : Dy.CMM/C&Ws Note No:59 to 62 of Case file No.PW.38.14.1220.
clause on the above subject item, received from Dy.CMM/C&W, which may
kindly be perused.
It is proposed by Stores Branch to exercise +30% option clause on M/s/
Jai Multi engg co/Punjab @ Rs.3,395 per No. It is observed that rate has come
down/coming down in recently opened tenders in WCR & ER(F/646,647) and
surprisingly the same firm has quoted lower rate in these railways.
It is also observed that in the recently opened tender in SCR on
20.08.15, M/s. Jai Multi Engg Co/Punjab has quoted Rs.4,544(F/639 of link file).
The newly opened tender for this item is yet to be convened as
mentioned by CMM and at this date, the final conclusion of the TC is not
known. However the rates are reducing and as the same firm is quoting lesser
rate elsewhere. There is likelihood of the firm reducing their rate against
newly opened tender which cannot be ruled out.
Therefore, signifying concurrence at rate of Rs3,395 has financial
implication and may not be in order, in view of lesser rates received in other
Railways.
Hence, COS is requested to take a conscious decision as he is the
accepting authority for both the cases and also to explore the possibility of
asking firm to accept lesser rate of Rs.3,280/- for option clause quantities also
or any other still lesser rate which may be subsequently finalized by TC.
This issues the approval of FA&CAO/S&W.
For FA&CAO/S&W
(A.K.GANESHAN)
Sr.AFA/SF
NOTE/1
Sub : Procurement of Lead Acid battery set 6V-120 Ah exercising of
(+) 30% Option Clause against Po.No:91864 dt:21.08.14 on M/s.
Lead Acid Battery Co P Ltd/Kol.
Ref : Dy.CMM/Elecs Note No: 34 to39 of Case file No.PE.45.14.1089.
clause on the above subject item, received from Dy.CMM/Elec, is placed at
folio-1-4/C, which may kindly be perused.
For procurement of the above subject item Four Purchase Orders have
been placed on (i). M/s.Celtek Batteries Pvt Ltd/SBC(Part II Source)(AIR
Rs.1,06,300.80 per set) (ii). Lead Acid Battery Co Pvt Ltd/Kolkata
(part II source)(AIR Rs.1,06,422.40 per set) (iii).M/s. Exide Industries
Ltd/Kolkata (Part I Source) (AIR Rs.1,09,362.62 per set) (iv). Southern
Batteries Pvt Ltd/Bangalore.(Part I Source)(AIR Rs.1,09,362.62 per
set) and at a total value of Rs. 2,18,72,524/- with the acceptance of COS (L/FN/31).
COS has processed the case for exercising 30% option clause on the
four firms as per the SAG recommendations in the subsequent tender.
However, it is noticed that as against M/s. Exide Industries Ltd and M/s.
Southern Batteries Pvt Ltd firms has supplied only 40% and 20% respectively
and the DP for the above firms is upto 31.12.2015. As such it is premature to
exercise option clause on this date, as DP is far ahead and performance is also
low. Further as against M/s. Celtek Batteries, DP is expiring on 30.09.2015 ,
but the firm could not submit the material as on date, hence option clause
cannot be exercised, as such performance of the firm is not satisfactory.
Further, as against M/s. Lead Acid Battery co Ltd, the firm has supplied the
entire ordered quantity as on date and also subsequent TC has recommended
to exercised 30% option clause for a quantity of 8 sets against the said PO.
Earlier this office has returned the proposal twice for non submission of
Performance and to compare the rates with other Railway rates recently
opened, in reply Dy.CMM/E has stated that the firm M/s. Lead Acid Battery CO
Pvt Ltd/Kolkata has supplied the entire quantity and as against other firms
supply is under process and as DP is expiring on 30.09.2015 it is requested to
concur the proposal. Further, stated that verified with IREPS and found no
results was shown on other Railways for the subject item.
tender against Part II firm is Rs.1,17,073.35(AIR) whereas the instant PO rate
is Rs.1,06,422.40 per set and updated rate is Rs.1,13,449.04. As the rates of
instant PO is lower than the subsequent tender it is financially beneficial to
Railways, SAG tender committee has recommended to invoke (+)30% option
clause (L/F-308) on the instant PO for a total quantity of 80 sets(F/325), which
was accepted by COS. It is further certified vide N/39 that from July 2014 to till
date No tender was opened for the subject item which was verified in IREPS.
satisfactory. However, M/s. Exide Industries Ltd and M/s. Southern Batteries
Pvt Ltd firm has supplied only 40% and 20% respectively and M/s.celtek
Batteris has not commenced the supplies, firm over phone has informed that
they are yet to offer the material for RITES inspection and it is presumed by
executive that firm would seek extension. As regards to Lead Acid the firm has
supplied the total ordered quantity of 26 sets on 12.09.2015(F/350).
1
2
3
4
5
6
7
8
9

Original Qty on the above one firm.
30% option clause
2,18,72,524
26sets
8 sets
Nil
8 sets
Rs.8,51,379.2
Rs.2,27,23,90
3.2
COS
30.09.2015
4. Necessary shortfall ANE is available for 40sets in the case file to cover the
proposed option quantity F/346.
powers of original accepting authority ie.,COS. As such, the proposal requires
the concurrence of FA&CAO/S&W.
In view of the financial advantage and as per the SAG tender committee
recommendation in the `subsequent TC and also considering performance, if
approved we may concur the proposal to exercise (+)30% option clause on
M/s. Lead Acid battery co Pvt Ltd/Kolkata for a quantity of 8 sets against
Po.No.91864 dt:21.08.14. Further as against other three firms COS office will
be advised to process 30% option clause after satisfactory performance and
also with other railways rate if any subsequently.
SSO(A)/(SF)
Sr.AFA/(SF)
Dy.CAO/S&W
FA&CAO/S&W
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
30.09.2015
Dt.
Dy.CMM/Elec
Sub : Procurement of Lead Acid battery set 6V-120 Ah exercising of
(+) 30% Option Clause against Po.No:91864 dt:21.08.14 on M/s.
Lead Acid Battery Co P Ltd/Kol.
Ref : Dy.CMM/Elecs Note No: 34 to39 of Case file No.PE.45.14.1089.
on the above subject item Purchase Orders have been examined.
It is observed that the rates received in subsequent tender (ie., opened on 10.06.15) for
the above subject item are on higher side. The rate accepted in the new tender for Part II
source is Rs. Rs.1,17,073.35per set(AIR), whereas the instant Purchase Order updated rate
is Rs.1,13,449.04per set(AIR). In view of the financial advantage to Railways and as the
subsequent TC recommendations, finance concurrence is hereby signified for exercising (+)
30% Option Clause only on M/s.Lead Acid Battery Co P Ltd against PO.NO.91864
dt.21.08.14 for a quantity of 8sets and with original terms and conditions with in Delivery
Period.
exercising +30% option clause.
Further as against other three firms, it is advised to process 30% option clause
after satisfactory performance and also with other railways rate if any
subsequently.
This issues with the approval of FA&CAO/C-I.
AAO/SF
(SAVITRI MAHIPATI)
For FA&CAO/S&W
Sub:- procurement of Non asbestos based K type high friction composite brake
block
for bogie mounted brake system under (+)30% option clause.
Ref :- Dy.CMM/C&Ws Note No.58-60 of Case file No:PC.30.14.3628.
on the above subject item, received from Dy.CMM/C&W, is placed at Folio-1-2/C
For procurement of the above subject item Six Purchase Orders have been
placed on (i). M/s.Daulat Ram Brake Mfg Co/Bhopal(development order) (ii). Bony
Polymers Pvt Ltd/Faridabad(Development order) (iii).M/s.BIC Auto Pvt Ltd/New
Delhi(Regular order) (iv). M/s. Escorts Ltd/Faridabad(Regular order) (v). M/s.
Industrial Laminates I pvt Ltd/Mumabi(Regular order) (vi). M/s. Rane Brake Linings
Ltd/Chennai(Regular oder) at an AIR Rs.299.99 per No and at a total value of
Rs. 5,77,29,475.62/- with the acceptance of COS (L/F-N/51).
Earlier, when a proposal for exercising (+)30% option clause on the above
firms was submitted to this office for concurrence, this office has returned the
proposal with some observations, placed at Folio-3/C, which may kindly be perused.
The proposal was initiated based on the higher rates received in the
subsequent tender opened on 18.08.2015 in SCRly, the Lowest eligible firm has
quoted AIR of Rs.312.50 whereas the instant PO rate is Rs. 299.99 per No. As the TC
was not finalized and as the DP is far ahead i.e 31.03.2016 and also as the next CP
is from 01.06.2016, the proposal was returned with the observations that it is
premature to exercise option clause and it is advised to watch the market rate/rates
of other railways through IREPS in due course of time and appropriate action taken
and also requested to submit the finalized TC minutes of the fresh tender opened on
18.08.15 and a copy of the indent to operate option clause.
Now, Stores branch has resubmitted the proposal, duly endorsed made to
FA&CAO/S&W by CMM/M and stated that Finalized TC minutes cannot be made
available now as it is SAG case and may take some more time, since it requires
critical study and negotiations/counter offer. Further the present market rate is
shown as rates of tender opened in SCRly opened on 18.08.15( TC not finalized).
Further it is mentioned that waiting too long for operation of option
clause/management of contract placed for 100% qty (for previous CP) is not prudent
in the light of new rates being available from market and next CP commence on
01.06.2016 is not far off and hence requested FA&CAO/S&W to see the case and
concur the proposal for option clause.
1. Performance of the firm is certified as satisfactory, but except M/s. Escorts
Ltd/Faridabad( supplied 89%) all other five firms performance is poor.
2. Rates of other Railway not placed on file.
3. Rate is compared with tender opened on 18.08.2015(SC Rly), but TC is not yet
finalized.
4. Rate quoted by the lowest offer in the new tender( TC not yet finalized) opened
on 18.08.15 is Rs. 312.50per No(F/654), whereas the instant PO rate is
Rs.299.99 per No.
5. Indent has not been placed and CMM/M vide Note/60 has mentioned that
indent will be placed at the time of MPO vetting.
6. Stock on Hand as on 27.08.2015 is 77,496Nos for all the depots.
7. Quantity available under option clause is 57,732Nos
8. Delivery period for the said POs is far ahead i.e 31.03.2016.
Since With the exercise of above option clause, the revised value will be with
in the powers of original accepting authority ie.,COS. As such, the proposal
In view of the poor performance of the firm and without assessing the
rate reasonability, put up for orders whether to concur the proposal to
exercise (+)30% option clause on the above firms or otherwise please
SSO(A)/SF
Sr.AFA/SF
Dy.CAO/S&W
FA&CAO/S&W
NOTE/1
Sub : Procurement of flap door for box N , imposition of lower rate under (-)
30% Option Clause against (i). M/s.Cosmic Ferro Alloys Ltd/Kolkata
and (ii). M/s. Modern Hitech Products Pvt Ltd/Kolkata.
the above subject item, received from Dy.CMM/C&W, is placed at Folio-1/C which
Two Purchase Orders have been placed for procurement of the above subject
item i.e on (i).M/s.Cosmic Ferro Alloys Ltd/Kolkata and (ii).M/s. Modern
Hitech Products Pvt Ltd/Kolkata at an (AIR Rs.4282 and 4596.90 per No
respectively) (L/F. N.97) for a quantity of 2372Nos and 9488Nos at a total value of
Rs.5,37,72,291.20 with the acceptance of COS(L/F-N/49).
Now, it is proposed to exercise (-)30% quantity option clause on the above
firms for a quantity of 3558Nos( i.e 712+2846nos) as per the recommendations of
the Subsequent tender opened on 28.07.2015.
1.
On verification of the case file, it is observed that a new tender was

opened for the subject item on 28.07.2015, wherein lower rates were
purchase Orders rate is Rs.4282 & 4596.90 per No ). But, the all inclusive
rate received in new tender(L1) is Rs. 3825 for MFT and Rs.3850 for
RYPS(L/F.1626). As such, TC recommended to exercise (-)30% option clause
on (i). M/s.Cosmic Ferro Alloys Ltd/Kolkata against Po.NO.91006
dt:13.05.15 for a quantity of 712Nos (ii) M/s. Modern Hitech Products Pvt
Ltd/Kolkata against Po.NO.91007 dt:13.05.15 for a quantity of 2846Nos.
New Tender was dropped and recommended to exercise (-)30% option
clause on M/s. Modern Hitech products Pvt Ltd and M/s. Cosmic ferro alloys.
Further recommended to operate +30% option clause on M/s. Limiera
steels(proposal returned for some clarification), to impose lower tate
against M/s. Melbrow engg (proposal not yet received), while conveying
concurrence COS will be advised to process the other cases at the earliest.
2. It is observed from the case file that the firm was advised to accept the
lower rate of Rs.3605.36 per unit vide F/1613,1614, but the firms refused
to accept the offer(F/1615,1616). As such, it is proposed to cancel 3558Nos
duly exercising (-)30% option clause on the firm.
3. As the original tender was finalized with SAG tender committee and
accepted by COS, the above proposal requires the concurrence of
FA&CAO/S&W for exercising (-)30% option clause.
4. The proposal to exercise (-)30% option clause has the approval of CMM
(Folio-N-60).
5. The delivery period for the subject POs is available upto 30.04.2016.
(-)30% option clause on the above firms.
SSO(A)/(SF)
Sr.AFA/(SF)
Dy.CAO/S&W
FA&CAO/S&W
NOTE/1
Sub : Procurement of Carbon Brush for TM HSI5250. under (+) 30% Option
Clause
on M/s. Assam Carbon Products Ltd against Po.NO. 91386 dt:25.06.2014.
Ref : Dy.CMM/Elecs Note No:26,27 of Case file No. PA.25.13.4582.
-oOo-
A proposal seeking finance concurrence for operating (+) 30% option clause
placed on (i) M/s. Mersen India Pvt Ltd/Bangalore Part-I (AIR- Rs.301.12 per
No.)
(ii) M/s.Assam Carbon Products Limited /Assam Part-I (AIR
Rs.301.12 per No) &
(iii) M/s.Mercen India Pvt Ltd/Bangalore
Part-II (AIR- Rs.285.10 per No.) with the acceptance of CMM for a total value of
Rs.93,38,316.44(L/F-N/21).
M/s. Assam Carbon Products Ltd/Assam only as against other two firms
delivery period expired before opening of the new tender and firm has supplied the
entire ordered quantity within delivery period, as such option clause not exercised.
received in new tender is on higher side (AIR- 347.05 per No) whereas the
instant Po rate is Rs.301.12 per unit. As such, JAG tender committee of the
subsequent tender recommended to exercise (+)30% option clause on LPO
ie., on M/s. Assam Carbon Products Ltd/Assam( L/f.209 ante).
2. It is certified by the stores department that the performance of the firms is
satisfactory. The firm M/s.Assam Carbon Products Ltd/Assam has supplied
88% and for the balance quantity DP is ahead i.e 10.11.2015( material under
inspection).
3.
2
3
4
5
6
7
Original Qty in the PO

option clause
8
9
Rs.93,38,316.44
.
11,786 Nos
3,536 Nos
Nil
3,536 Nos
Rs.10,64,760.32
Rs.1,04,03,076.
76
CMM
10.11.2015
NOTE/2
4.

option quantity(F/203).
5.
be with in the powers of original accepting authority ie., CMM. As
In view of the financial advantage involved and as per JAG tender

committee recommendations, if approved we may concur the proposal.
SSO(A)/SF
Sr.AFA/SF
FINANCIAL
No.ASF/Q 01
15.10.2015
OFFICE OF THE
SECUNDERABAD
Dt.
Dy.CMM/C&W
Sub : Procurement of K type brame block ..under (+) 30% Option
Clause.
Ref : Dy.CMM/Elecs C&W No:58,59 of Case file
No.PC.30.14.3628.
***
1. Latest firm wise performance and unsupplied quantity against the
said Purchase orders may be placed on file.
2. To know the trend , latest Other Railway rates available may be
placed on file.
( A.K.GANESHAN )
Sr.AFA/SF
For FA&CAO/S&W.
NOTE/1
clause.
On M/s. Rine Engg Pvt Ltd/Baddi against P.O.No:91708
Dt:21.07.2015.
Ref :- Dy.CMM/C&Ws Note No. 28 of Case file No:PC.30.14.3637.
is placed at Folio-1/C which may kindly be perused.
Two Purchase Orders have been placed for procurement of the
above subject item on (i).M/s. Suryansh Alloys & Steels Pvt Ltd/ (ii).
M/s. Rine Engg Pvt Ltd at a total value of Rs.1,25,66,056/- with the
acceptance of CMM/M (L/F-N/16).
Now, it is proposed to exercise (-) 30% option clause on the
subject P.O No. 91708 Dt: 21.07.2015(M/s. Rine Engineering Pvt Ltd for
a quantity of 674Nos. As against M/s.Suryansh Alloys steels Pvt Ltd as
the firm accepted the lower rate MPO was issued placed at F/198).
observations:
(i)
It is proposed to invoke (-) 30% quantity option clause on M/s.

Rine Engg Pvt Ltd, as the rate received in the tender opened
recently ie on 01.09.2015, from lowest technically suitable
offer is Rs.3595.63 per No (L/F-200), whereas the instant PO
rate is Rs.3993.
(ii)
accept the lower rate of Rs.3595.63 per No, but the firm
refused to accept the offer. The firm still has to supply 2248
Nos. As such, it is proposed to cancel 674Nos duly exercising
(iii)
As the original tender was finalized with Sr.Scale tender

committee and accepted by CMM, the above proposal
requires the concurrence of Sr.AFA/SF for exercising (-)30%
option clause.
(iv)
The proposal to exercise (-)30% option clause has the

approval of CMM .

to exercise
SSO(A)/(SF)
Sr.AFA/(SF)
OFFICE
OF THE

SECUNDERABAD
No.ASF/Q 01
Dt. 19-10-2015
Dy.CMM/M
clause.
On M/s. Rine Engg Pvt Ltd/Baddi against P.O.No:91708
Dt:21.07.2015.
Ref :- Dy.CMM/C&Ws Note No. 28 of Case file No:PC.30.14.3637.
-oOoThe proposal received in connection with exercising of (-) 30%
examined.
finance concurrence is hereby signified for exercising (-) 30% Option
Clause on M/s. Rine Engg Pvt Ltd/Baddi against PO No:91708
dt:21.07.2015 for a quantity of 674 Nos.
( A.K.GANESHA
N)
Sr.AFA/SF
FA&CAO/S&W
For
A detailed justification along with the views of PHOD of consuming

department and COS may please be obtained and file resubmitted for
finance scrutiny being done in similar cases earlier.
It is requested that the proposal may be approved by COS since it is a

GM acceptance case and requires the concurrence of FA&CAO and file
resubmitted for further action at this end.
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 20-10-2015
Dy.CMM/M
Sub : Procurement of flap door for box N , imposition of lower
rate under (-)
30% Option Clause against (i). M/s.Cosmic Ferro Alloys
Ltd/Kolkata
and (ii). M/s. Modern Hitech Products Pvt Ltd/Kolkata.
No.PW.38.14.1900.
-oOo-
The proposal received in connection with exercising of (-) 30%

examined.
As the firms have not accepted for the lower rate received in
finance concurrence is hereby signified for exercising (-) 30% Option
Clause on (i).M/s. M/s.Cosmic Ferro Alloys Ltd/Kolkata
against
Po.NO.91006 dt:13.05.15 for a quantity of 712Nos
(ii)
M/s. Modern Hitech Products Pvt Ltd/Kolkata against Po.NO.91007
dt:13.05.15 for a quantity of 2846Nos .
( A.K.GANESHA
N)
Sr.AFA/SF
FA&CAO/S&W
NOTE/103
Sub : Coverage of Air Brake Hose Coupling assembly
For
Ref : Dy.CMM/C&Ws Note No:49 to 51 of Case file

No.PW.38.12.1543
Dy.CMM/C&W, which is placed at Folio-1/C may kindly be
perused.
For procurement of the above subject item four Purchase
Orders have been placed on (i) M/s.ASP Sealing Products Ltd/New
Delhi (Part-II)(AIR- Rs.837.64 each) (ii) M/s.Pegasus Hose and
Engineering Co/Haryana (Part-II) (AIR- Rs. 837.64 each)(DP
expired before opening of new tender, hence option clause not
exercised), (iii) M/s. Bony Polymers P Ltd/Haryana(Part-I) (AIR- Rs.
898.76 each) & (iv) M/s.F B T Private Limited(Part-I) (AIR- Rs.
898.76 each) with the acceptance of COS for a total value of
Rs.2,01,03,633 (L/F-N/37) with (+)30% option clause.
1.

letter placed at Flag-B, which may kindly be perused. As the
proposal was submitted without the validity of delivery period,
Finalized TC minutes of newly opened tender and not submitted
or compared with other railway rate for the subject item as the
present tender was not finalized.
2. In response to finance observations, Stores department

resubmitted the proposal duly stating that the tender opened on
25.09.2015 at SAG level will take time and if option clause at
lower rate is not exercised, there will be financial loss. As
against extension/refixing of delivery period it is stated that LOA
already issued to the firms for operation of +30% option clause
i.e on 29.09.2015(F/538 to 540) and while issuing of MPO
vetting will be taken and competent authority approval apart
from extension of DP. Further stated that it may also be
examined if projection of proposal of CMM can be done at
appropriate level or Sr.AFA level itself.
The proposal was initiated based on the higher rates
received in the subsequent tender opened on 25.09.2015 in
SCRly, the Lowest eligible firm has quoted AIR of
RS.933.18/Rs.876.21(Part I/partII firm) whereas the instant PO
rate is Rs.898.77/Rs.837.64 Per No. As the TC was not finalized
and as the DP is expired on 30.09.2015, the proposal was
returned with the observations placed at Flag-B
Now, Stores branch has resubmitted the proposal, duly

endorsed made to FA&CAO/S&W by CMM/M and stated that
Finalized TC minutes cannot be made available now as it is SAG
case and may take some more time.
To take advantage of lower rate LOA issued at F/538 to 540
on 29.09.2015 while issue of MPO vetting will be taken and
competent authority approval apart from extension of DP and
hence requested FA&CAO/S&W to see the case and concur the
proposal for option clause.
observations:
1. Option clause is available for three firms only as against
M/s.Pegasus Hose, delivery period expired on 31.07.2015 i.e before
opening of new tender itself hence option clause not exercised.
2. Performance of the firm is certified as satisfactory, and all the
firms has supplied the entire ordered quantity.
3. Rates of other Railway not placed on file.
4. Rate is compared with tender opened on 25.09.2015(SC Rly), but
TC is not yet finalized.
5. Rate quoted by the lowest offer in the new tender( TC not yet
finalized) opened on 25.09.2015 is
RS.933.18/Rs.876.21(Part
I/partII firm) whereas the instant PO rate is Rs.898.77/Rs.837.64
Per No.
6. Indent has not been placed
7. Quantity available under option clause is 6144Nos
8. Delivery period for the said POs is expired on i.e 30.09.2015.
9. As per Railway Board letter dated 12.03.2010, option clause has to
be exercised within original/extended delivery period.
Since With the exercise of above option clause, the revised
ie.,COS. As such, the proposal requires the concurrence of
FA&CAO/S&W.
In view of the above ,if approved COS will be advised to

take necessary action as per Boards directives and in order to
avail the financial advantage the case may be resubmitted duly
refixing the delivery period. Further as the new tender opened on
25.09.2015 is not yet finalized as such the rates may be
compared with other railway rates to access the rate
reasonability and case resubmitted for concurrence.
SSO(A)/SF
Sr.AFA/SF
Dy.CAO/S&W
FA&CAO/S&W
Sub :- Procurement of Underground Railway Jelly filled 6 Quad

Cable for
Telecommunication.., extension of DP against M/s. Manoj
cables -Reg.
Ref :- Dy.CMM/S&Ts Note No.120-122 of Case file
No:PS.56.12.5248.
-oOoA proposal seeking finance concurrence for extension of
delivery period on the above subject item, received from
Dy.CMM/S&T, which is placed at Flag A may kindly be perused.
For procurement of the above subject item five Purchase

Orders have been placed on(i).M/s.Tirupati Plastomatics Pvt
Ltd/Jaipur(Part I)
(ii). M/s. Sriram Cables Pvt
Ltd/Rajasthan(Part I) (iii). M/s.Manoj Cables Ltd/Delhi(Part I) (iv).
M/s.Gee Cab Industries Ltd/Rajasthan(Part II) (v). Birla Ericsson
Optical Ltd/Rewa with the acceptance of GM for a total value of
Rs.22,47,54,238.15(L/F-N/67).
Now,COS has processed the case for extension of Delivery
period against PO.NO.34009 dt:17.01.2015 placed on M/s.Manoj
Cables Ltd/Delhi for supply of 38.3Kms cable. The original
Delivery period of the above said PO is 30.06.2014.
The firm has supplied 18.524 Kms and for balance quantity
of 19.78Km is under inspection and are awaiting for DP extension.
Dy.CSTE/P/BZA, Sr.DSTE/BZA vide letter dated
05.06.2014 (F/793)& 08.10.14(F/1001)have informed both the
firm and COS that the funds will not be spared for payment of
cable bills. Hence it is requested the firm to supply the same after
three months in consultation with Railways and requested to take
necessary extension. Based on which firm requested for extension
of DP upto 30.09.2014 (F/827). COS has given extension upto
30.09.2014 with LD and DC without Finance concurrence. Firm
vide lr dated 13.07.14(F/872),(F/978), further requested that as
hold on supply was done by Railways as such delivery should be
extended without imposing of LD and DC. But no action was taken
for the same.
Firm vide their letter dated 22.08.2014(F/917) has requested
for extension of DP without LD and DC for further period of 3
months from the date of issue of modification advice. It is seen
that a new tender was opened subsequently in W.Rly on
01.09.2014 wherein lower rates were received when compared with
the updated rate of instant PO(comparision/calculation sheet
placed at N/95). By levying LD is advantageous, hence COS has
approved extension of DD with Full LD and DC upto 31.12.2014
without Finance Concurrence.
Firm vide F/1013 has not agreed for the extension given and
requested for re-fixing/extension of DP without LD as the indentors
(Dy.CSTE.Tele, Dy.CSTE/P/BZA and Sr.DSTE/BZA request firm
vide F/1001,798 for postponement of supplies due to acute
shortage of funds. As such a proposal was processed to finance.
But the same was returned on 08.12.2014 for want of detailed
justification along with the views of PHOD of consuming
department and COS.
Again for the subject item lower rates were received, as per
the advice, firm vide F/1070 has requested for re-fixation of
DD/Extension without LD for the balance unsupplied quantity
and also agreed to accept latest negotiated lower rate of the latest
tender @ RS.1,72,743.46 (AIR Rs.2,21,529.28). Accordingly MPO
were issued duly vetted by Stores Finance F/1088,1092 duly refixing of DP upto 31.07.2015.
Even after re-fixing the DP, firm could not supply the
material and requested further extension upto 31.12.2015 vide
F/1266. Firm stated that balance quantity of 19.463Km is under
inspection as per call letter for inspection dated 16.07.15 and they
are awaiting for delivery period extension from SCR for the
dispatch of this cables and also mentioned that payment of Rs.
43,38,073 is outstanding and requested to re-fix delivery period
without LD and DC upto 31.12.2015.
However, as per the
information given by DSTESW/BZA that the bill for the subject
items was issued by Sr.DSTE/BZA for the supplied quantity and
sent to Sr.DFM/BZA for arranging payment for an amount of Rs.
43,38,073. The delay is because of one drum cut in two pieces and
RDSO clarification is ascertained. The clarification was received
from RDSO on 24.08.2015.
Subsequently a new tender was opened on 09.06.2015
wherein lower rate were received AIR @ Rs.2,18,081.25 as
compared with the updated rate of the present Po Rs.2,26,784.88.
The comparison of lower rate difference and LD is worked

out as under:
Old tender AIR rate duly updated :
2,26,781.83(F/1282)
New tender AIR
By levying LD @ 6%
:
2,18,081.25
-------------------------8,700.58
-------------------------226781.83*6/100
=13606.91
Hence imposition of LD is advantageous.
As per SOP part D Sl.No. 5 Note 1(b) Finance concurrence

is required for extension/Waival of delivery period where AGM/GM
are tender accepting authority. Hence the proposal requires the
In view of the above, as imposing LD is advantageous and
even after extending the DP the firm could not adhere to the
supplies in time. As such, if approved we may agree for the
proposed extension of delivery period for 60 days from the date of
issue of MPO with Full LD and DC for balance unsupplied
quantity of 19.78Kms.
SSO(A)/SF
AAO/SF
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt.06.11.2015
Dy.CMM/Elec
Sub : Procurement of set of valve regulated lead acid battery of

1100 AH
capacity under (+) 30% Option Clause against M/s.
Microtex Energy
Pvt Ltd/Bangalore.
Ref : Dy.CMM/Elecs Note No:31 to 34 of Case file
No.PE.45.14.1021.
examined.
new tender is Rs.11,35,893.75 per set whereas the instant updated PO rate is
Rs.11,25,896.43 per set. In view of the financial advantage to Railways, TC
recommends to operate +30% option clause on Part II source . Hence finance
concurrence is hereby signified for exercising (+)30% option clause on
M/s. Mocrotex Energy Pvt Ltd/SBC against PO.No.91890 dt:22.08.2014 for
a quantity of 6 sets and with original terms and conditions with in Delivery
Period. The total value of the contract including 30% option clause is
RS.9,53,32,784.84
1. Obtaining the Sanction of original accepting authority, ie.,
COS.
of
6. Necessary original Indent may be placed on file for vetting
MPO for
(SAVITRI
AHIPATI)
AAO/SF
FA&CAO/S&W
For
OFFICE
OF THE

SECUNDERABAD
No.ASF/Q 01
05.11.2015
Dt.
Dy.CMM/Elec
Sub : Procurement of Lead Acid Battry set 6V-120 AH under (+)
30% Option
Clause.
Ref : Dy.CMM/Elecs Note No:34 to 38 of Case file
No.PE.45.14.1089.
***
1. Since the delivery period against M/s. Celetek batteries Pvt

Ltd/SBC expired on 30.09.2015, and as confirmed vide N/41, that
the firm is due to supply LGD quantity. In order to exercise option
clause against the said purchase order, file may be resubmitted
duly extending the delivery period to concur the proposal.
Further, latest supply position may be placed on file.
2. As the rates are compared with reference to tender opened on
10.06.2015 (almost 5 months back), you are requested that the
subject POs rate may be compared with recently opened tenders
of this Railway or other railway(through IREPS) and copies of the
same to be placed on file duly certifying the rate reasonability.
3. As against M/s.Exide Ind Ltd/Kol and M/s. Southern Batteries P
Ltd, option clause may be exercised after satisfactory
performance.
(SAVITRI AHIPATI)
AAO/SF
For FA&CAO/S&W
NOTE/1
Sub : Procurement of Plain paer copier 210*297mm size
A4.exercising of
(+)30%Option Clause against Po.No.90235 dt:11.02.15 on
M/s.Radex
Stationery P Ltd/NDLS.
Ref : Dy.CMM/S&Ts Note No:33 of Case fileNo.PP.83.14.1157.
-oOo-

Dy.CMM/S&T, which is placed at Folio- 1/C may kindly be
perused.
For procurement of the above subject item a Purchase
Order was placed on M/s.Radex Stationer India Pvt Ltd/New
Delhi(AIR- Rs.172 per Ream) with the acceptance of CMM for
a total value of Rs.46,44,000 (L/F-N/18).
observations:
received in subsequent tender. It is stated that a new tender
inclusive rate accepted in the new tender is R179.55 per
Ream, whereas the instant PO rate is Rs.172 per ream. As the
rates of instant PO is lower than the subsequent tender it is
financially beneficial to Railways, Sr.Scale tender committee
has recommended to invoke (+)30% option clause (L/F-289)
on the instant PO for a total quantity of 8100 reams, which
was accepted by CMM.
The firm has supplied 19,674Reams out of the ordered
quantity of 27,000Reams i.e supplies made 73%, DP is ahead
(30.11.2015) for the balance unsupplied quantity.
3.

4. The financial implications of the proposed option clause

are as follows:
1
2


clause
Rs.46,44,000
27,000Reams
8,100Reams
Nil
6
7
8
9
clause
8,100Reams
Rs.13,93,200
Rs.60,37,200
CMM
30.11.2015

value will be with in the powers of original accepting
authority ie.,CMM. As such, the proposal requires the
proposed option clause and also as per TC
recommendations, if approved, we may agree for the
dt:11.02.2015 for a quantity of 8100Reams on M/s.Radex
Stationer P ltd/NDLS.
SSO(A)/SF
Sr.AFA/SF
O FFICE OF THE
SECUNDERABAD
No.ASF/Q 01
09.11.2015
Dt.
Dy.CMM/G
Sub : Procurement of cloth jute hessian under (+) 30% Option
Clause.
Ref : Note No:21 to 23 in Case file No.PO.75.14.1152.
***
Option Clause on the above Purchase Order has been examined and the
1. The subject item is pertaining to the monsoon period 2015-16.
It is observed that a quantity of 9,20,000mtrs is yet to be
received out of 20,00,000 ordered quantity during current year.
In this connection it may be clarified how the present monsoon
period was managed.
2. As the monsoon season is coming to an end, whether the
quantity is still required for the current financial year may be
confirmed. Further, it is also advised that the quantity review

may please be made once again on need basis.
3. As per the firms letter dated 15.10.15, it is seen that
Rites/Kolkata completed inspection on 12.10.15. In this
connection it may please be indicated, whether the said
quantity has been received by the consignee.
The file is returned herewith. The file may be resubmitted at the
earliest duly complying the above details as DP is likely to expire by
16.11.2015.
Encl: As above
MAHIPATI)
AAO/SF
FA&CAO/S&W
(SAVITRI
For
O FFICE OF THE
SECUNDERABAD
No.ASF/Q 01
10.11.2015
Dy.CMM/C&W
Dt.
Sub : Procurement of Yoke for CBC conforming to RDSO STR

No.488D-08 to RDSO Drg No. SK-62724 item -3 Alt.23 under (+)
30%
Option Clause against (i).M/s. Jai Multi Engg Co Dera Bassi
(ii).M/s. Rine Engg Pvt Ltd/Baddi
Ref : Note No:31 to 32 in Case file No.PW.38.14.1250.
***
Option Clause on the above Purchase Orders has been examined and
following observations have been made:
1. It is seen from the Non stock indent that the funds availability
has been certified by the Associate Finance for the year 201415, and the proposal processed for the year 2015-16. Hence it
is advised to obtain the funds availability certification in the
current financial year.
2. Latest Rates for the same item, may please be obtained from
other Railways in support of rate reasonability.
3. The performance of the firms certified as satisfactory. However,
it is observed from the case file that M/s. Rine Engg Pvt Ltd
Has made 30% supplies and M/s. Jai Multi Engg Co has not
yet commenced the supplies. It may please be clarified, whether
the performance has been improved presently.
The same may resubmitted, after attending to the above
observations.
Encl: As above
MAHIPATI)
AAO/SF
FA&CAO/S&W
(SAVITRI
For
In continuation to the section notings at pre-page,

FA&CAO/S&W remarks, the following are the remarks submitted
by Dy.CMM/C&W placed at Flag - B, which may kindly be perused.
The proposal has been further examined and following are
the observations.
1. Firm wise performance is placed at F/4/C.
2. Other Railway Rates are:
S.N
o
Lowest
Lowest
RDSO
RDSO
Part II Part
I
Rate
Rate
1
NF Rly
26.10.15 311.95 314.52
2
NE.Rly
24.09.15 312
314.52
3
Eastern Rly 20.08.15 312.19 314.52
4
SEC Rly
08.10.15 312
314.52
5
C.Rly
15.10.15 312
314.52
6.
E.C.Rly
24.08.15 312.25 314.52
7.
SR. Rly
06.10.15 312
314.52
Further, it is to mention that, initially the rates quoted
by Part I /PartII sources during previous CP period is
Rs.314.52/Rs.312 respectively and after negotiation the
tender was finalized @ Rs.299.99. Since the new tender rates
quoted at present are almost equal and as the TC is not
finalized. The proposed option clause can be exercised after
the outcome of the newly opened tender.
3.
Railway
TOD
As the procurement of newly opened tender is for the

CP period 01.06.2016 to 31.05.2017 and as TC is not
yet finalized and also the delivery period for the existing
PO is upto 31.03.2016 . As such it is premature to
exercise option clause presently. After the outcome of the
new tender and as per market rates, option clause can be

exercised.
4. Yes, Option clause can be exercised if the quantities
stipulated in the PO were fully supplied and terminal DP
still exists subject to Rates obtained in the newly opened
tender and market rates are higher than the instant PO
and it is advantageous to Railways and quantity
requirement is urgent in nature.
In view of the above, if approved the proposal will be
returned duly advising the executive to resubmit the
proposal after the outcome of the new Tender.
Submitted for further orders please.
SSO(A)/SF
Sr.AFA/SF
Sub :
Clause
Note-1
Procurement of cloth jute hessian under (+) 30% Option
against M/s.Ganpati Laminators & Packagers Pvt
Ltd/Kolkata.
***
Dy.CMM/G, which is placed at Folio- 1,2/C may kindly be perused.
For procurement of the above subject item a Purchase

Order was placed on M/s.Ganpati Laminators & Packagers
Pvt Ltd/Kolkata(AIR- Rs.6.52 per mtr) with the acceptance of
CMM for a total value of Rs.1,30,40,000(L/F-N/12).
observations:
received in subsequent tender. It is stated that a new tender
inclusive rate quoted in the new tender is Rs.7.84 per Mtr(TC
not finalized), whereas the instant PO rate is Rs.6.52 per Mtr.
As the rates of instant PO is lower than the subsequent tender
it is financially beneficial to Railways to operate option clause,
the other railway rates are:
Railways
Lowest offer
`Rate
T.O.D/PO
Date
1.Southern Rly
15.09.2015
The Kohinoor Tarpaulin Rs.8.20
Industries
2.South Western Rly
The Kohinoor Tarpaulin
Industries
Rs.7.90
01.10.2015
3.South Central Rly Ganpati Laminators
02.07.2015
Rs.7.84
It is also to mention that, as the firm has not supplied the

quantity against present tender, PRP action was initiated for a
quantity of 9,20,000mtrs. Further, as the firm has offered the
material for inspection the PRP tender was postponed by 15days
and a corrigendum was issued vide F/187, duly extending the
due date for PRP tender as 17.11.2015.
But, the firm has supplied 10,80,000mtrs out of the ordered
quantity of 20,00,000Rmtrs i.e supplies made 54%, DP is
about to expire on 16.11.2015 and it is confirmed by
Dy.CMM/G that the balance quantity is yet to be received in
the depot.
3. Initially the proposal was processed for exercising 30% option
clause for a quantity of 6,00,000Mtrs. Finance has returned
the proposal vide F/201 stating to review the requirement as

the monsoon season is coming to end. In reply Dy.CMM/G has
confirmed that the current year monsoon is managed by the
current year issues . As per the quantity review by MFT at
F/202 quantity required for 2016-17 is 1,35,277mtrs. Hence
now quantity proposed under option clause for 1,35,277mtrs
only.
4.

as follows:
1
2


clause
clause
5
6
7
8
9
Rs.1,30,40,000
20,00,000
Mtrs
6,00,000
Mtrs
Nil
1,35,277Mtrs
Rs.8,82,006.04
Rs.1,39,22,006
.04
CMM
16.11.2015

authority ie.,CMM. As such, the proposal requires the
proposed option clause and also as the other Railway rates
are on higher side, if approved, we may agree for the
dt:05.11.2014 for a quantity of 135277 Mtrs on M/s.Ganpati
Laminators & Packagers Pvt Ltd/Kolkata.
SSO(A)/SF
Sr.AFA/SF
O FFICE OF THE
SECUNDERABAD
No.ASF/Q 01
16.11.2015
Dt.
Dy.CMM/G
Sub :
Clause
Procurement of cloth jute hessian under (+) 30% Option

against M/s.Ganpati Laminators & Packagers Pvt
Ltd/Kolkata.
***
***
The proposal submitted in connection with exercising of (+)

30% Option Clause on the above Purchase Order has been
examined and following observations have been made:
Examining option clause and concurring them without the
TC finalized is not as per rules and practice. The new tender was
opened in july15 and 4 months are over. The reasonability of rate
has not been examined by a TC nor quantity review done by them.
It is very difficult to concur option clause simply because higher
rates are being obtained we dont know what the TC may decide
with new tender.
Therefore it is advised that tenders should be finalized in
time so that option clause can be also operated in time.
Further, DP may be extended and TC finalized on priority
after which option clause can be decided upon.
Encl: As above
KRISHNA)
FA&CAO/S&W
(E.V.SIVA RAMA
Sr.AFA/SF
For
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt.18.11.2015
Dy.CMM/S&T
Sub : Procurement of Plain paer copier 210*297mm size

A4.exercising of
(+)30%Option Clause against Po.No.90235 dt:11.02.15 on
M/s.Radex
Stationery P Ltd/NDLS.
Ref : Dy.CMM/S&Ts Note No:33 of Case fileNo.PP.83.14.1157.
examined.
01.09.2015) for the above subject item are on higher side. The rate accepted in
the new tender is Rs.179.55 per Ream whereas the instant updated PO rate is
Rs.172 per ream. In view of the financial advantage and as per the
subsequent TC recommendations, finance concurrence is hereby signified for
exercising (+) 30% Option Clause on M/s.Radex Stationery(P) Ltd/NDLS
against PO.No.90235 dt:11.02.2015 for a quantity of 8100Reams and with
original terms and conditions with in Delivery Period. The total value of the
contract including 30% option clause is RS.60,37,200.
CMM.
of

the MPO
under +30% option clause.
KRISHNA)
FA&CAO/S&W
(E.V.SHIVARAMA
Sr.AFA/SF
For
N-3
In continuation to the section notings at N-1to6 , CMM/M has
resubmitted the proposal( 5/C), in response to this office observations
made vide (4/C) and FA&CAOs remarks vide N/67 of link file which may
kindly be perused.
FA&CAO vide N/67 mentioned that as suggest by finance vide
folio F.652 the rates of IREPS for a particular item of other Railways
need also to be seen for getting the maximum Financial advantage and
advised COS to review the case and take necessary action keeping in
view the competency of sanction for operation of +30% option clause.
In response CMM/M has resubmitted the case duly stating that
the subject matter has been discussed with FA&CAO/S&W on 12.11.15
during the course of some other TC meeting at SAG level. As per
Finance stand the rates of other Railway may be taken note of while
deciding to operate option clause and MPO will be vetted if decision is
taken by competent authority. Further stated that Rates of other
Railways are seen and noted while approving the proposal at N/67 by
COS who is competent authority while referring the case to FA&CAO.
The
Three
lower
AIRs
are
Rs.3332.01,Rs.3280,Rs.3333
respectively(F/N/65) are only marginally lower but basic rate is higher
compared to that of last PO against which option clause has be

proposed.
Also mentioned that LPR is Rs.3395/-(AIR) new tender is still
under SAG/TC in which L1 PtII rate is Rs.4402.03(AIR). It is not as per
extant practice to link other Railways rates for contract management
to operate option clause.
The delivery period for the said purchase order has been
extended upto 28.02.2016 for the purpose of operating +30% option
clause.
In view of the above, it is to mention that, since the new Tender
opened on 20.08.15 is not yet finalized, the rates were compared with
other railways rate to see the trend. It is observed that the instant PO
BASIC rate and other railways BASIC rates (West central Rly and
Eastern Rly) are marginally high by Rs.76.43,Rs.44.58. The rate
comparison between new tender opened(20.08.15 in SCR and LPR is
Rs.1052.78(Tender yet to be finalized).
The above concurrence is post-facto, as the delivery period was
extended only for operation of +30% option clause quantity.
Put up for orders whether to concur the proposal to exercise
(+)30% option clause on the above firm or otherwise please.
Submitted please.
SSO(A)/SF
Sr.AFA/SF
NOTE/1
washer under
(+) 30% Option Clause on M/s.Polymer Products of
india/Bangalore & M/s.
Anju Techno Industries Daman.
Ref : Dy.CMM/C&Ws Note No:19,20 of Case file No.PC-30.14.1039.
-oOo-
A proposal seeking finance concurrence for operating (+) 30%

have been placed on (i) M/s. Polymer Products of india/Bangalore(Pt.I)
(AIR
Rs.1018.84)(ii)
M/s.
Anju
Techno
Industries(Pt.II)(AIR
Rs.1009.82per No) with the acceptance of CMM for a total value of Rs.
1,07,18,872.24 (L/F-N/14) with (+)30% option clause.
observations:

inclusive rate accepted by the lowest tenderer (RDSO Pt.I) in
the new tender is Rs.1028.84 per no. No part II firm
participated in the subsequent tender. As the rates of instant
PO is lower than the subsequent tender, it is financially
beneficial to Railways, JAG tender committee has
recommended to invoke (+)30% option clause
(L/F-203
ante) on the instant POs for a total quantity of 3162Nos, which
was accepted by CMM.
2. The performance of the firm is certified as satisfactory. But,
both the firms has not yet commenced the supplies. The
delivery period is ahead i.e upto 31.03.2016.
3. Necessary ANE is not placed in the file. However, under
quantity review the proposed option clause quantity has been

reduced and procurement action done for the balance
quantity.
as follows:
1
2
3
4
5
6

Original Qty in the instant POs.
clause
clause
Rs. 1,07,18,872.24
10,544Nos
3162 Nos
Nil
3162 Nos
Rs.32,14,446.28
7
8
9

Rs.1,39,33,318.52
CMM
30.03.2016
5. With the exercise of above option clause, the revised

authority ie., CMM. As such, the proposal requires the
proposed option clause and as per subsequent TC
minutes, if approved, we may agree +30% option clause
on M/s.Polymer Products of India/Bangalore(Pt.II) against
PO.NO.91487 dt:01.07.2015 for a quantity of 2372
Nos(LGD-440,MFT-553,TPTY-1379) and on M/s. Anju
Techno
Industries/Daman
against
PO.NO.91283
dt:11.06.15 for a quantity of 790Nos(LGD-790).
SSO(A)/SF
Sr.AFA/SF
DY.CAO/S&W
O FFICE OF THE
SECUNDERABAD
No.ASF/Q 01
23.11.2015
Dt.
Dy.CMM/C&W
washer
under (+) 30% Option Clause on M/s.Polymer Products of
india/Bangalore against Po.NO.91487 dt:01.07.15&
M/s.Anju Techno
Industries Daman against PO.NO.91283 dt:11.06.15.
Ref : Dy.CMM/C&Ws Note No:19,20 of Case file No.PC30.14.1039.
-oOoThe proposal submitted in connection with exercising of (+) 30%
Dt:12.03.10, for exercising (+)30% option clause, the
performance of the firms on whom the option clause is
exercised should be satisfactory. It is seen from the case file
that above mentioned firms have not yet commenced the
supplies against the said POs. Hence performance of the firm is

to be improved upon to consider option clause.
2. Further, the performances of the firms are certified as
satisfactory. But, it is observed from the case file that both the
firms has not yet commenced the supplies even though first lot
is due to be supplied on 19.10.15 against M/s. Anju Techno
Industries and 09.11.2015 against M/s. Polymer Products of
India. As such the case may be processed after the
commencement of supplies.
3. Copy of the indent for the proposed option clause may be
placed on file.
Encl: As above
KRISHNA)
FA&CAO/S&W
(E.V.SHIVARAMA
Sr.AFA/SF
For
O FFICE OF THE
SECUNDERABAD
No.ASF/Q 01
23.11.2015
Dy.CMM/Elec
Dt.
Sub : Supply of Low Maintenance diesel Loco starter battery

capacity .
under (+) 30% Option Clause on M/s.Celtek Batteries P
Ltd/SBC
against PO.NO.90467 dt:17.03.15.
Ref : Dy.CMM/Elecs Note No:27,28,29 of Case file No.PE45.14.1056.
-oOoThe proposal submitted in connection with exercising of (+) 30%
that above mentioned firms have not yet commenced the
supplies against the said POs. Hence performance of the firm is
to be improved upon to consider option clause.
2. Copy of the shortfall indent for the proposed option clause may
be placed on file.
Encl: As above
KRISHNA)
FA&CAO/S&W
(E.V.SHIVARAMA
Sr.AFA/SF
For
In continuation to notings at pre-page, Cos office has further

submitted the case file for exercise (+)30% quantity option clause on
Part I sources (i).M/s. Exide India Ltd/Kol(Part I) (ii).M/s. Southern
Batteires P Ltd/SBC(Part I). As against
part II firm option clause
already exercised(concurred vide Lr.No.A/SF/Qo1 dated 30.09.2015,
F/352)).
The proposal
observations
has
been
examined
and
the
following
are
the

subsequent tender committee. A new tender was opened on
10.06.2015 for the subject item. The All inclusive rate accepted in the
new tender against Part I firm is Rs.1,18,644.75(AIR) whereas the
instant PO rate is Rs.1,09,362.62 per set and updated rate is
Rs.1,13,652.39. As the rates of instant PO is lower than the subsequent
tender it is financially beneficial to Railways, and SAG tender
committee has recommended to invoke (+)30% option clause (L/F-308)
on the instant POs for a total quantity of 80 sets(F/325), which was
accepted by COS. Earlier this office has return the proposal on
05.11.2015 to submit recently opened tenders if any, in reply
Dy.CMM/S&T has mentioned that NO tenders are opened in other
Railways from OCT14 to Nov15 .
is
satisfactory. However, M/s. Exide Industries Ltd and M/s.
Southern Batteries Pvt Ltd firm has supplied only 40% and 41%
respectively and DP is ahead for the balance quantity i.e upto
31.12.2015.
1
2
4
5
6
7

follows:
Original Value of the Three POs. (L/F-N/22)+
Rs.2,27,23,903.
already 30% exercised earlier
2
2650sets
8 sets
60 sets
Rs.65,61,757.2
Total Value of the POs after exercising (+) 30% Rs.2,92,85,660.
option clause
4
8
9

COS
31.12.2015
be with in the powers of original accepting authority ie., COS. As such,
the proposal requires the concurrence of FA&CAO/S&W.
In view of the Financial advantage and as per subsequent TC
recommendations, if approved we may concur the proposal to exercise
(+)30% quantity option clause for a quantity of 36sets on M/s. Exide
India Ltd/Kol, against PO.NO.91867 dt:21.08.14 and for a quantity of
24sets on M/s. Southern Batteries P Ltd/SBC, against PO.NO.91865
dt:21.08.14
Submitted please.
SSO(A)/SF
Sr.AFA/SF
Dy.CAO/S&W
Dy.CAO/T
FA&CAO/S&W
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 27.11.2015
Dy.CMM/C&W
Sub : Procurement of Knuckle conforming to STR No. 48BD-08 to
RDSO SK-62724 item -2 Alt-23- Exercising of (+)
30% Option
Clause against M/s.Jai Multi Engg
Co/Bassi,P.O.No:92933
Dt:17.12.14.
Ref :Dy.CMM/C&Ws Note59 to 69 of Case file
No.PW.38.14.1220.
examined.

opened on 20.08.15 in SCR) for the above subject item are on higher
side. The rate quoted by the lowest offer Part I/PartII is Rs.4501.09 per
NO/4402.03per No respectively, whereas the instant Purchase Order
rate is Rs.3395 per number. The TC is not yet finalized. Despite of
Finance observations as COS has taken a conscious decision to go
ahead who is the accepting authority for both instant option clause and
new tender . Hence, finance concurrence is hereby signified for
exercising (+) 30% Option Clause on M/s.Jai Multi Engg Co for a
quantity of 553Nos against PO.NO.92933 dt:17.12.14 with original
terms and conditions with in Delivery Period. The total value of the
contract including 30% option clause is RS.4,3663,905.

COS.
of
the MPO
under +30% option clause.
Further, for operation of option clause, rate reasonability has to be
compared w.r.t other Railway rates through IREPS in all future cases
without fail, if not complied the cases will not be entertained.

(E.V.SHIVARAMA KRISHNA)
Sr.AFA/SF
FA&CAO/S&W
For
OFFICE
OF THE

SECUNDERABAD
No.ASF/Q 01
Dt. 30.11.2015
Dy.CMM/C&W
Sub : Procurement of flap door for box N under (+) 30% Option
Clause
No.PW.38.15.1900.
examined.
In view of the financial advantage to Railways and as per the
subsequent TC recommendations, finance concurrence is hereby
signified for exercising (+) 30% Option Clause on M/s.Limier Steel
Industries for
a quantity of 40 nos. against Po.NO.91721
dt:23.07.15 with original terms and conditions with in Delivery Period.
(i)
(ii)
para 3.3 of
(iii)
(iv)

year
(v)
(vi)

Original Indent to be placed on file for vetting the MPOs
(E.V.SHIVARAMA
KRISHNA)
Sr.AFA/SF
For FA&CAO/S&W
Sub :- Procurement of Articulated Lock lift lever assemblyExercising 30%

quantity at lower rate on M/s.Siena Engg Pvt Ltd/Indore
against
P.O.No:90722 dt:15.04.15.
Ref
:- Dy.CMM/C&Ws Note No. 29-31 of Case file
No:PW.38.14.1287.
-oOoA proposal seeking finance concurrence for operating (-)30%
is placed at Folio-1/C which may kindly be perused.
For procurement of subject item One Purchase Order has been
placed on M/s.Siena Engg Pvt Ltd/Indore for a quantity of
21,443Nos at a total value of Rs.94,34,920 with the acceptance of
CMM/M (L/F-N/18).
Now, it is proposed to exercise (-) 30% option clause on the
subject P.O No. 90722 Dt: 15.04.2015 for a quantity of 6433 Nos as per
subsequent TC recommendations.
observations:
(i)

recently ie on 25.09.15 is lower than the instant PO, the
lowest accepted firm rate in the new tender is Rs.429.89 per
Nos(L/F-242), whereas the instant PO rate is Rs.440per No.
(ii)
accept the lower rate of Rs.429.89 per No, but the firm has
accepted lower rate on 30% quantity of GTPL i.e 4457Nos only
with DP refixation upto 31.01.2016 without LD and not on
the total ordered quantity (MFT & GTPL) else requested to
cancel 4457
Nos
order
quantity
without
financial
repercussions on either side.
Subsequent TC has
recommended to exercise (-)30% option clause on the instant
PO and subsequent TC was finalized duly taking (-) 30%

quantity. As such, it is proposed to cancel 6433Nos duly
exercising
(-)30% option clause. The firm has to be
supply still a quantity of 8541 Nos.
(iii)
(iv)
Firm still to supply :8541Nos

(-)30% O/C exercised
:6433Nos
Balance due to supply
:2108Nos( for which DP has to be
extended)
As the original tender was finalized with JAG tender
committee and accepted by CMM, the above proposal
requires the concurrence of Dy.CAO/S&W for exercising
(-)30% option clause.
The proposal to exercise (-)30% option clause has the
approval of CMM (Folio-N/30).

to exercise
(-)30% option clause on the above firm subject to DP
extension as DP expired on 30.11.2015.
SSO(A)/(SF)
Sr.AFA/(SF)
N/1
Sub : Procurement of UIC type rubber vestibule Assembly.
exercising of
(+) 30% Option Clause on M/s. Suresh Synth chem.
Industries Pvt
Ltd/Mumbai (P.O.No:91205 dt:03.06.15), M/s.Polymer
Products of
India/SBC(P.O.No.91650 dt:15.07.15).
Ref:Dy.CMM/C&Ws Note No:16,17,23to26 of Case file No.
PC.30.14.3621.
Dy.CMM/C&W, which is placed at Folio- 1/C may kindly be
perused.

Order have been placed on M/s.Suresh Synth chem. Inds Pvt
Ltd/Mumbai(AIR-Rs.33,512.06per Number) and M/s.Polymer
Products of India/Bangalore(AIR- Rs.35843.63) with the
acceptance of CMM/M for a total value of Rs.95,21,564.91(L/FN/17).
observations:
the lowest Part I firm has quoted AIR of Rs.41,199.64/- and Part II
firm has quoted Rs.40,989.38per Number(AIR), whereas the
subject POs rate is Rs.35,843.63 for Part I firm and Rs.33,512.06
for Part II firm. In view of the financial advantage TC has
recommended to re tender the tender opened and 29.09.15 and
to operate +30% option clause on the Instant POs.
2. Performance of the firm is certified as satisfactory. However, it is
observed that both the firms have not commenced the supplies
against the said purchase orders. Delivery period is ahead
upto 22.08.16 & 10.06.16 respectively.
3. It is mentioned that Necessary ANE is available to cover the
proposed option clause.
follows:
1
Rs.
95,21,564.91
2
Original Qty in the POs.(67+203
270Nos
Nos)
3
(+) 30% option quantity(20+61)
81Nos
4
Nil
clause
5
81 Nos
clause
6
Rs.28,05,436.4
3
7
exercised POs)
8
CMM
9
22.08.16,10.0
6.16

Dy.CAO/S&W.
option clause, and as per subsequent TC recommendations,
whether to concur the proposal to exercise option clause on the
above firms as the performance of the firms are poor. DP
for the subject item is available upto 22.08.2016/10.06.15.
SSO(A)/(SF)
Sr.AFA/(SF)
Dy.CAO/S&W
O FFICE OF THE
SECUNDERABAD
No.ASF/Q 01
03.12.2015
Dt.
Dy.CMM/C&W
Sub : Procurement of Yoke for CBC conforming to RDSO STR
No.488D-08 to RDSO Drg No. SK-62724 item -3 Alt.23 under (+)
30%
Option Clause against (i).M/s. Jai Multi Engg Co Dera Bassi
(ii).M/s. Rine Engg Pvt Ltd/Baddi
Ref : Note No:31 to 32 in Case file No.PW.38.14.1250.
***
that above mentioned firms (M/s. Rine Engg P ltd has supplied
30% supplies and M/s. Jai Multi Engg Co has not yet
commenced the supplies) has not yet improved the supplies
though the file was returned earlier. Hence performance of the
2. Further, it is noticed that a new tender was opened on

17.11.2015 wherein quantity tendered is 1900Nos, whether NS
demand quantity of 240Nos is taken and tender floated may be
confirmed. Also specify 1900Nos procurement is for which CP
period.
3. TC minutes for the tender opened on 17.11.2015 if finalized
may be placed on file.
4. The instant tender for procurement of 240Nos was opened on
02.01.2015 and subsequently a new tender was opened on
26.03.2015, why the NS demand was not taken in the tender
opened on 26.03.2015 may be clarified.
Encl: As above
(E.V.SHIVARAMA
Sr.AFA/SF
For
KRISHNA)
FA&CAO/S&W
NOTE/1
Sub :- Procurement of Yoke for CBC--Exercising of (+)30% option
clause
against M/s. Rine Engg Pvt Ltd against Po.No.91502
dt:02.07.15,
M/s.Jai Multi Engg Co. against Po.No.91393 dt:19.06.15.
Ref :- Dy.CMM/C&Ws Note No. 31 to 35 of Case file
No:PW.38.14.1250.
-oOoA proposal seeking finance concurrence for operating
(+) 30% option clause on the above subject item, received from
Dy.CMM/C&W, is placed at Folio-1/C which may kindly be
perused.

Order have been placed on M/s.Rine Engg P Ltd/Baddi(Part I )
(AIR-Rs.8990/-) and M/s/Jai Multi Engg Co/Bassi(Part II) (AIRRs.8988/-) with the acceptance of CMM/M for 1,33,04,756(L/FN/19).
observations:
the lowest Part I firm has quoted AIR of Rs.9,024/- and Part II firm
has quoted Rs.9,590per Number(AIR), whereas the subject POs
rate is Rs.8990 for Part I firm and Rs.8988/- for Part II firm. As
there is a discrepancy in eligibility criteria, TC and Tender
accepting authority has recommended to drop the present
tender and cover the demand through option clause. As the
comparison of rates have been done long back, executive have
been advised to submit the latest rates obtained for the subject
item. In reply Dy.CMM/C&W has furnished latest rates, tender
opened on 17.11.2015 in SCR is L1 has quoted an AIR of
Rs.9844.54(TC not yet finalized) moreover, the rates are higher
than the Instant Po rate.
2. Recently opened Other Railway Rates
Railway
Tender opened date
L1 rate
Central Railway
15.10.15
10550/-(AIR)
Northern Railway
28.09.15
9844.54/-(AIR)
South Central Rly
17.11.15
9844.54/-(AIR)
3. Performance of the firm is certified as satisfactory. However, it is
observed that both M/s. Rine Engg P Ltd/Baddi has supplied 30%
and M/s. Jai Multi engg co has not yet commenced the supplies.
Delivery period for the subject POs is far ahead i.e upto
30.04.2016. It is stated by Dy.CMM/C&W that firm have
submitted BGs for Rs.10,00,000/- towards Security Deposit. The
Technical member has stated that the indented quantity of 240
Nos is essentially and urgently required to complete renewals of
end body, side body and flooring of BOX N Wagons under RSP .
4. It is mentioned that Necessary Non Stock demand is available to
cover the proposed option clause. Funds availability for the
current year is certified by Associate Finance F/295 ante.
follows:
1
Rs. 1,33,04,756
2
3
4
5
6
7
8
9

clause
clause
exercised POs)
1480 Nos
444Nos
Nil
240 Nos
Rs.21,57,466
Rs.1,54,62,222
CMM
30.04.2016

Dy.CAO/S&W.
option
clause,
and
as
per
subsequent
TC
recommendations(F/297), even the performance is poor and as
the procurement is for special purpose to complete renewal(Non
stock indent) and not for regular purpose. If approved
concurrence will be signified on M/s.Jai Multi Engg co against
Po.No.91393 dt:19.06.15 for a quantity of 67Nos and on
M/s.Rine Engg P Ltd against Po.No.91502 dt:02.07.15 for a
quantity of 173Nos or the executive will be advised to resubmit
the case after satisfactory performance.
SSO(A)/(SF)
Sr.AFA/(SF)
O FFICE OF THE
SECUNDERABAD
No.ASF/Q 01
04.12.2015
Dt.
Dy.CMM/C&W
Sub : Procurement of UIC type rubber vestibule Assembly.
exercising of
(+) 30% Option Clause on M/s. Suresh Synth chem.
Industries Pvt
Ltd/Mumbai (P.O.No:91205 dt:03.06.15), M/s.Polymer
Products of
India/SBC(P.O.No.91650 dt:15.07.15).
Ref:Dy.CMM/C&Ws Note No:16,17,23to26 of Case file No.
PC.30.14.3621.
-oOo-

that both the firms have not commenced the supplies. Hence
performance of the firm is to be improved upon to consider
option clause.
2. It is noticed from the case file that the delivery period is far
ahead i.e 10.06.16/22.08.16 and also the procurement is for
the next CP period. As such it is premature to exercise option
clause at this juncture and it would be prudent to watch the
market rate/rates of other railway through(IREPS) in due

course of time and appropriate action taken.
3. Copy of the Demand for exercising option clause quantity may
be placed on file.
Encl: As above
KRISHNA)
FA&CAO/S&W
FINANCIAL
(E.V.SHIVARAMA
Sr.AFA/SF
For
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 30-12-2015
Dy.CMM/C&W
Sub :- Procurement of Articulated Lock lift lever assemblyExercising 30%
quantity at lower rate on M/s.Siena Engg Pvt Ltd/Indore
against
P.O.No:90722 dt:15.04.15.
Ref
:- Dy.CMM/C&Ws Note No. 29-31 of Case file
No:PW.38.14.1287.
-oOo-
The proposal received in connection with exercising of (-) 30%

examined.
subsequently opened tender on 01.09.2015 for the subject item for
entire 30% quantity and as per subsequent TC recommendations,
Finance concurrence is hereby signified for exercising (-) 30% Option
Clause on M/s.Siena Engg Pvt Ltd/Indore against PO No. 90722 Dt.
15.04.15 for a quantity of 6433 Nos.subject to DP extension.
1. Extension of DP.
This issues with the approval of Dy CAO/S&W.
( EV Shivarama
Krishna)
Sr.AFA/SF
For FA&CAO/S&W
OFFICE OF THE
SECUNDERABAD
No.ASF/MPO/92759
Dt.
11.12.2015
Dy.CMM/C&W
Sub : Vetting of MPO to PO No. 92759 dt 27/11/2014 on
M/s. Emson Tools Mfg Corpn. Ltd for supply of
Screw coupling asembly.
Ref : MPO to PO No. 30141385192759 Dt. 27/11/14
vide
Note Dt. 16/10/2015.
-oOoReference to the subject Proposal details if any of Tenders
opened for supply of Screw coupling Assembly after 22/02/15 to
justify the proposed All Inclusive Rate may be submitted for further
processing of the case.
ENCL: As above.
(E.V.SHIVARAMA
KRISHNA)
Sr.AFA/SF
For FA&CAO/S&W
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 16.12.2015
Dy.CMM/C&W
Sub : Procurement of Yoke for CBC Exercising of (+30%)
option clause against M/s Rine engg Pvt Ltd against
PO No. 91502 Dt. 02.07.2015 M/s Jai Multi Engg Co.
agains PO No. 91393 Dt. 19.06.2015.
Ref: Dy.CMM/Elecs Note No: 34 to39 of Case file
No.PE.45.14.1089.
Option Clause on the subject item have been examined.
As seen from file, Tender No. PW.38.14.5066 against Indent No.
98802065 Dt. 25.8.14 (N6/f 299C) was dropped as eligibility criteria
was defective (para 4). The rates recived were in between the present
opened tender and the PO on which option clause is proposed. If more
care has been taken while framing eligibility criteria, the present
tender opened now could have seen reduced requirement.
However, In view of the financial advantage to the Railways when
compared to the recently opened tender rates for the subject item, Finance
concurrence is hereby signified for execising exercising (+) 30% Option Clause
on M/s Jai Multi Engg co against PO No. 91393 Dt. 19.06.2015 for a quantity of
67 Nos and M/s Rine Engg P Ltd against PO No. 91502 Dt. 02.07.2015 for a
CMM.

3.3 of

MPOs for
This issues with the approval of Dy. FA&CAO/S&W.

(E.V.SHIVARAMA
KRISHNA)
Sr.AFA/SF
For FA&CAO/S&W
Reference to the subject Proposal for exercising (+)30% option clause

against the two POs released vide Tender.No. PW.38.15.1300 Dt 29.7.15 following
are the observations:
The subject Tender. No. PW.38.15.1300 Dt. 29.7.15 for a total quantity of
5342 Nos. was finalized as follows:
M/s Jai Multi Engg Co.
801 Nos. @ Rs. 11231.60
M/s Rine Engg Pvt Ltd. 2725 Nos. @ Rs. 12759.05
M/s Atul Engg udyog
1816 Nos
@ Rs. 11336.30
( Counter
offer )
Total
5342 Nos.
Tender committee recommended to review again if the counter offer was not
accepted by M/s Atul Engg Pvt Ltd. However the counter offer was not accepted by
the firm M/s Atul Engg Udyog and POs were released against the remaining two
firms for the quantities as per the inditial distribution of quantities recommended
by the Tender committee i.e., M/s Jai Multi 801 Nos and M/s Rine Engg 2725 Nos.
The results /Minutes of the review by the Tender committee with reference to
not acceptance of the counter offer by the firm M/s Atul Engg Udyog may be placed
on record. Furhter this being an A Category safety item for contract period
2016-17, action taken to procure the balance quantity of 1816 Nos (placed against
M/s Atul engg Udyog) may be specified.
Futher details of the Latest accepted rates on other Railways also may be
furnished.
The Case file is returned herewith.
ENCL: Case file.
Sr AFA/SF
FINANCIAL
No.ASF/E01
18.12.2015
OFFICE OF THE
SECUNDERABAD
Dt.
Dy.CE/Tr.II
Sub: Reimbursement of Freight charges for input raw
materials Reg.
Ref: Your office letters No.
1.
W.456/PSCs/KVR/CS-166/167571
Nos
Dt.
08/12/15.
2. W.456/PSCs/TCPCC/CS-166/167571
Nos
Dt.
08/12/15.
3. W.456/PSCs/PRIL/CS-166/167571
Nos
Dt.
04/12/15.
-oThe three proposals for vetting of the freight charges of input
materials to PSC sleepers for the period from April 2015 against three
Agreements have been examined.
In this context the Agreements for Manufacture and Supply of
PSC sleepers may be made available for factual verification of the
Proposals.
The three proposals are returned herewith.
Sr AFA/SF
Encl: As above.
NOTE
Dt.
28/12/2015.
Sub: Manufacture and supply of PSC Sleepers for 1 im 12 Turnouts to
RDSO Drg No. T-4218 1 in 8 1/2 T/o to RDSO Drg No. T.4865.
Ref: 1. This office Lr No. A/SF/M01 Dt. 13.10.15.
2. Dy CE/T IIs Lr No.w.456/PSC/ 1 in 12 equiv/TO sleepers/
12-13/1/TCPCC Dt. 23.12.15.
-oThe subject Proposal refers to Extension of Delivery Period against Agt
No.W.456/PSC/ 1 in 12 equiv T/O sleepers 2012-13/KI Dt. 24.5.13 awarded to M/s
Concrete Products & Construction company for manufacture and supply of PSC 1 in 12
and 1 in 8 turnout sleepers.
Original Delivery Peiod
24.04.14
1st
Extn. granted of DP upto 31.08.14 without finance concurrence and without
LD/PVC
2nd Extn. granted of DP upto 31.05.15 w/o FC and w/o LD/PVC (under
correspondence
with Finance for extn. and retd with observations on
02/06/15 folio 2/c)
rd
3 extension of DP upto
29.02.016 / 30/06/15
The subject Proposal for 3rd extension of DP upto 29.02.016 was initiated in the
month of September, 2015. The Proposal was returned without vetting on 13/10/15 vide
ref-1 as per FA&CAO/S&Ws instructions at 11/N(section notings). The Proposal is
resubmitted again vide N-34 and ref-2 with detailed remarks from N/29 to N/34 of the
Case file and now proposing extension of DP to 30.06.16.
In this context this office internal notings N/1 toN/11 may be please be perused
where the proposal has been discussed in detail. The Proposal resubmitted vide N-34 was
discussed in detail with the executive and advised to furnish itemwise remarks to the
following aspects.
(i)
(ii)
(iii)
(iv)
(v)
As per Bill payment details there is not much scarcity of funds which is
said to be the reason for not lifting material from the site and requiring
extension of DP.
Recovery of LD by Accounts during Dec13 to March14 and which was
also advised by vigilance (f/162)
Whether the quantity of sleepers proportionate to the LD recovered is since
cancelled and extension is sought for remaining quantities.
Whether LD is to be recovered from future bills as advised vide y.CE/TrackII Lr dated 05.05.15 at f/163.
Basis for arriving at the extended dated of 30.06.16.
The case file resubmitted vide ref-2 addressed to all the above aspects raised
by this office viz.,
(i)
No bills were submitted for payment from august 2014 to Jan15. As far as
movement of Bills is concerned only those Bills certified for Funds availability
will be submitted for payment and may not represent the status of Funds
availability.
The position of Manufactured and dispatched sleepers as on 31/08/14
(f/226) is given below:
Type
sleepers
of 1 in 1 in 8 Isolated
12
slps
1 in 12
Ordered qty
85
57.448 6.954
Manufactured 35
57.448 3.882
Quantity
Inspected
19
49.834
-Quantity
Despatched
quantity
23.53
--
Isolated
slps
1 in 8 1/2
0.545
0.545
Total in
Equiv
sets.
150
96.87
Remarks
--
68.83
Inspn
Certificates
to be given
for 28 sets
--
29.53
At present Sufficient funds are available (f/227) to meet the above liability and
they may lapse if not utilized by the end of this financial year.
(ii)
In respect of imposition of LD, it has been stated that as per clause 11.0 of the
Agt, 5% of the cost of the sleepers unsupplied shall be recovered in case of (1)
Delay is on account of the supplier and (2) Zonal Railway cancels athe quantities
at the end of the monitoring period. It is stated that LD was recovered by

Accounts directly without cancelling the quantities as mentioned above.
Clause 11.0 of the Agt (f/25): In case of failure on the part of the supplier to
arrange supplies as per the schedule fixed in advance, save Force Majeure
conditions and / or delays attributable to the railways, the purchaser reserves
the right to cancel the quantity in deficit at the end of monitoring period ie., 4
months and recover from the defaulting contractor a sum equivalent to 5% of
the cost of Turnout sleers which have remained unsupplied. The shortfall in
suplies due to default by the contractor may be made good by arranging
equivalent supplies from alternate sources. The recovery of five percent as
detailed above will be effected only when, Zonal Railway cancel the quantities
in deficit at the end of monitoring period. In case, Zonal Railway do not
cancel the quantities in deficit at the end of monitoring period, the supplier
will be entitled to recoup the shortfall in subsequent monitoring period(s).
In this context Dy.CE/Track-II Lr dated 05.05.15 at f/163 is to be connected
Wherein it is stated that As per clause No. 10&11 of the above mentioned
agreement, penalty of 5% in the form of LD is to be recovered for supplies not
made as per the schedule, from the bills submitted by the firm and Dy
CVO/E/SC was advised of the above instructions to Accounts Dept vide their
letter dated 11.08.15 at F/165.
The stand taken by Dy CE/Track in respect of recovery of LD is ambivalent.
However in the letter at ref-2 Dy CE/Tr II submitted that it is prudent to grant
extension for the existing agreement without penalty to save the delay in time for
calling new tenders.
(iii)
(iv)
The quantity of sleepers for which the LD was imposed is not cancelled as
the turnout sleepers are required by this Railway. Hence extension is sought
for the entire quantity.
As no quantity is being cancelled the LD already recovered is also to be
reimbursed if the agency completes the manufacture and supply of the entire
Agt quantity.
(v)
Further extension from 29.02.16 to 30.06.16 is proposed as the Agency

requires six months for manufacture of further quantity.
(vi)
The decision to extend the DP of the subject Agt is advantageous in view of

the reasons brought out at item-9 at N-32 of the case file. Viz., Against
existing Agreements, two Plants KDP (50 sets) and KVR ((58 sets) are
unlikely to produce the quantity. By giving DP extension these quantities can
be allotted to the subject Agreement.
(vii)
Financial justification is submitted vide item.12 at N-33 of the case file by

working out the updated cost of one set of turn out as per the available indices.
Basic cost of one set as pet Agt
As on original DP Dt.24.04.14
As on extended DP Dt. 31.8.14
As on extended DP Dt. Sept15
Rs. 3,17,190.00
Rs. 3,24,764.81
Rs. 3,35,715.00
Rs.2,93,485.58
In view of the above clarifications it is proposed to concur the subject Proposal for
extension of DP without LD and without PVC upto 30/06/15. This requires the
Concurrence of FA&CAO/S&W vide item 5c under Part D of SOP.
Submitted please.
SSO(A)
Sr AFA/SF
(viii)
The LD recovered @5% on 9736.75 RM works out to 29 Equivalent sets

of 1 im 12 turnout sleeper sets. As per clause 11 of Agt if this quantity is
cancelled the balance quantity to be supplied works out to 14 sets. However
as there is a requirement for the 1 in 12 Turnout by openline and Construction
it is proposed to extend the DP without LD.
In the conclusion of the executives Notings
(vi)
(vii)
(viii)
it is not specified if the quantity of sleepers on which the LD is imposed is

since cancelled and extension is sought for remaining quantities.
Whether LD is to be recovered from future bills as advised vide y.CE/Track-II
Lr dated 05.05.15 at f/163.
Basis for arriving at the extended dated of 30.06.16.
Submitted for perusal and orders please.
NOTE
Dt.
28/12/2015.
Sub: Exercising (+) 30% option clause against PO No.38/91099
Dt. 22.05.2015. PL No.38106528 for 972 Nos.
Ref: Dy CMM/C&Ws Proposal vide Note N/20,21 of case file
No. PW.38.14.2034.
-oThe subject PO No.38/91099 Dt. 22.05.2015 is against M/s Aryan Exporters Pvt
Ltd for supply of 972 Nos. of Constant contact Polymer side bearer assembly
(consisting of 6 items) for a total value of Rs. 44,77,882.50. The AIR in this PO is Rs.
4606.88. Terminal Delivery Date is 30.04.16.
In November, 2015 another AT No. PW.38.15.5066 was opened on 17.11.15 for
supply of 1200 Nos of the same item as in the above PO. The AIR of L1 in this Tender is
Rs. 4653.10 from M/s Avadh Rubber @ AIUR. This is a Deputy level Tender committed
with Sr AFA/M&P as the finance member and accepted by CMM/M on 7/12/15
(folio/488 to 492).
The firms M/s Aryan Exporters and M/s Avadh Rubber are both approved part II
firms. There are no approved Part I firms for this item. L1 offer received in T.No.
PW.38.15.5066 Dt. 17.11.15 was higher when compared to the Rate in the live PO No.
38/91099 Dt. 22.05.15. Hence Tender committee recommended to operate + 30% option
clause against PO No. 38/91099 for a quantity of 292 Nos. Rate difference is Rs. 46.22
per item and for 30% option quantity of 292 Nos works out to Rs.13,496.24. Exercising
of +30% option clause is thus financially advantageous to Railways.
Though the Delivery Date was 30.04.2016, The firm M/s Aryan has completed the
supply of the entire PO quantity of 972 Nos by 16.09.15 as per the request of the
consignee Dy CMM/M&G/GTPL. A modification Advice No. 005738 Dt. 28/10/15
(f/165) was duly vetted and issued vide MPO No. 38142034191099 Dt 22.5.15 (f/162)
for booking the payment in the Present Grant i.e., 2015-16 instead of Advance Grant of
2016-17. The EXT DD IS 30.04.16 in the MPO (F/163). The SD is in the form of Bank
Guarantee valid upto 31.08.2016.(f/153).

1
2
3
4
5
6
7
8
9
Rs.
44,77,882.50
972 Nos
292 Nos.
Qty already utilized under option Nil
clause
Now proposed qty under option 292 Nos.
clause
Rs.
13,45,208.96
Total Value of the POs after Rs.
exercising (+) 30% option clause 58,23,091.46
exercised POs)
CMM/M
30.04.2016

ie., CMM/M. As such, the proposal requires the concurrence of
Sr AFA/S&W.
option
clause,
and
as
per
subsequent
TC
recommendations(F/488 to 492 of case file) if approved
concurrence will be signified for operatoion of + 30% option
clause on M/s. Aryan Exporters Pvt Ltd against Po.No.38/91099
Dt.22.05.2015 for a quantity of 292 Nos subject to the following
observations:
CMM/M.
of
4. Ensuring availability of funds.

MPOs for
SSO(A)/(SF)
Sr.AFA/(SF)
NOTE
Dt.
29/12/2015.
Sub: Procurement of Non-Asbestos based K type High friction composite
Brake Block by operation of + 30% option clause on six POs issued
vide T.No. PC.30.14.3628 Dt. 23.12.14.
Ref: 1. This office Lr.No. ASF/QO1 Dt. 03.09.15 & 15.10.15.
2. CMM/Ms Notings Dt. 3/11/15 vide N/66 of case file.
-oThe subject Proposal is for operation of + 30% option clause against POs on six
firms issued vide T.No. PC.30.14.3628 finalized in March15. The 30% option Proposal
is initiated in the month of August 2015 as the rates received in the latest Tender No.
PC.30.15.3628 Dt. 18/8/15 were on the high side.
T.No. PC.30.14.3628 Dt. 23.12.14: AIR Rs. 299.99 POs issued on six
firms.
T.No. PC.30.15.3628 Dt. 18.08.15: AIR from L1 Rs. 312.50.
The instant Tender on which +30% option clause is proposed is an SAG level TC
case accepted by PHOD. The proposal is under correspondence duly seeking following
details vide this office letters at ref-1.( f/667 & 668 of case file)
1. Finalized TC minutes copy for tender opened on 18.08.15 Since submitted
vide folios 712 to 722 of case file.
2. Copy of Indent for operation of +30% option clause
3. It is premature to exercise option clause as the DP of the subject case is far

ahead i.e., 31.03.16 and it would be prudent to watch the market rate/rates of
other railways in due course of time.
4. Latest firm wise performance and unsupplied quantity against the purchase
orders since submitted vide N/66 of case file.
5. To know the trend, latest Other Railway rates available to be furnished Since
submitted at N/67 of case file Rs. 314.52.
In this context following are the observations:
As can be seen from the details at folio 5/c of section notings and N/66 of case
file the rate of supply by the six Firms on which it is proposed to operate +30%
option clause is very slow. Delivery Date is staggered i.e., different for each
consignee and the latest being 31.03.16. Only one Firm has completed 100%
supply, two Firms not commenced supply so far and remaining three Firms
supplied 34%, 36% & 67% only.
Delivery Date is being extended vide folios 696 to 699 of case file.
In the mean while suspecting cartel formation the Tender No. PC.30.15.3628
Dt. 18.08.15 in which higher rates were received was discharged vide Tender
Committee proceedings accepted by COS on 26/11/15 (folios 712 to 722 of case
file)
P.T.O.,
In view of the above if approved the subject Proposal will be returned duly
advising that it is too early to operate +30% option clause on the POs of six Firms under
the following circumstances:
(i)
(ii)
(iii)
The Tender in which higher rates were received being discharged (f/712 of
case file)
Staggered Delivery periods for the six firms which are being futher extended
due to slow progress in supply (N/66 & f/696 to 699 of case file)
Terminal DP being 31.03.16 it is too early to operate +30% operation clause
.
SSO(A)
Sr AFA/SF
Dy CAO/S&W
FA&CAO/S&W
OFFICE OF THE
SECUNDERABAD
No.ASF/E01
Dt.
10.02.2016
XEN/TM
.
Sub: PO No. 3395 Dt. 23/6/15 issued in f/o M/s Shanti Macinery Works /
Lucknow Reg operation of +30% option clause. Supply of Axle
Wheels 730 mm.Pt Nos UD62.3320 & WNO1.730.184-IND.R71.
Ref: 1. This office lr of even No. Dt. 31.12.15 & 12.01.16.
2. XEN/TMs lr.No. W.501/tmc 2014017/Vol II dt. 01.02.16.
-OThe remarks submitted vide your office letter at ref-2 are examined and following
Currency of a Contract / PO is a prerequisite for operation of +30% Option
clause.
Hence it is reiterated that the same may be ensured by extending DP of the PO before
further processing of the subject Proposal.
ENCL: As above
(EV Shivrama
Krishna)
Sr AFA/SF
NOTE
Dt.
10/02/2016.
Sub: PO No. 3395 Dt. 23/6/15 issued in f/o M/s Shanti Machinery Works /
Lucknow Reg operation of +30% option clause. Supply of Axle
Wheels 730 mm.Pt Nos UD62.3320 & WNO1.730.184-IND.R71.
Ref: 1. This office lr of even No. Dt. 31.12.15.
2. XEN/TMs lr.No. W.501/tmc 2014017/Vol II dt. 12.01.16.
-OThe subject Proposal is for operation of +30% option clause against PO No. 3395
Dt. 23.6.15 on M/s Shanti Machinery works/Lucknow. The Instant PO was issued by a
Deputy Level TC with Sr AFA/SF as Finance member.
The PO No.3395 Dt. 23.6.15 (f/23 & 24) is for supply of the following items to
CPOH/RYP with DP as 20/12/2015 and the entire quantity was supplied within the DP
and completion Report drawn.
1.
PL No.
408006
2.
408019
Description
Part No. UD.62.3320 of Axle
Wheel
Centre bore 185 of Axle wheel
TOTAL
Qty
52
AIR Rs.
41,790.00
Amount Rs.
21,73,080.00
29
47,460.00
13,76,340.00
35,49,420.00
Dy CE/CPOH/RYP submitted another NS Indent (f/28) for supply of 140 Nos of

part No. UD 62.3320 tenders for which have not been floated so far. Dy CE/CPOH/RYP
vide their letter dated 7/12/15 (f/25) stated that as on hand of the above item was only 14
Nos. and and not sufficient till the new supply is received. It was proposed by to operate
+30% option clause on the instant PO No. 3395 and arrange for supply of additional
15Nos to meet the immediate need.
The revised financial implications are as under:
1
2
PO No. & Date
3
4
5
Rate
6
7
8
M/s Shanti Machinery

3395
Dt. 23.6.15
Rs. 35,49,420.00
52 Nos for item 1
16 Nos of item 1
Rs. 41,790.00
15 Nos of item 1
Rs. 6,26,850.00
9
10
11
Total Value of the POs after exercising (+) 30% Rs. 41,76,270.00
option clause (including already option clause
exercised POs)
CE/TM
20/12/2015.
The Proposal was returned twice duly advising to furnish specific remarks on the
currency of contract for considering the option clause and to specify if Security Deposit is
still with Railways or refunded to the Firm.
The Proposal is submitted for the third time stating that the SD is not refunded
and still with Railways. The PO was live when the Proposal for operating +30% option
clause was sent to Accounts for vetting vide their office letter dated 18.12.15 and MPO
will be issued once the Proposal is concurred.
For consideration of Option clause it is essential that the PO is to be Live. The Proposal
dated 18.12.15 (Friday) was received and marked to the section on 22/12/15.
It is submitted for orders if
1. the Proposal is to be returned duly advising to extend the currency of the PO before
considering the +30% option clause by the Finance
or
2. Concur the Proposal subject to obtaining extension of DP before obtaining sanction.
Concurrence to the subject Proposal is within the purview of Sr AFA/SF.
Submitted please.
SSO(A)SF
Sr AFA/SF
OFFICE OF THE
SECUNDERABAD
No.ASF/E01
Dt.
01.01.16.
Dy CMM/S&T
Sub: Procurement of Readymix Bitumen against ZRC PO
No.75.14.8017A
Dt. - /06/15.
1. M/s Akshay Innovations Pvt.Ltd 200 MTs @ 17,200/ per MT
2. M/s Quality Bitumen Traders
200MTs @ 17,200/ per MT
3. M/s Sai Krishn Enterprises
100 MTs @ 17,200/ per MT
Ref: Your office Note No. C/F.No.75.14.8017 A Dt. 18/12/15.
-o-
Reference to the Proposal submitted vide Note under reference for (i) Change of
name of supplier from M/s Sai Krishna Enterprises to M/s Tarflex Bitumin and Allieds
and (ii)operation of +30% operations clause against the three suppliers following are the
observations:
1. The original PO on M/s Sai Krishna enterprises as vetted by Finance Section may
be placed on record.
2. M/s Sai Krishna Enterprises vide their Lr.No. SSKE/541 Dt. 02/03/15 (f/275)
submitted the following
due to my poor health condition I am not able to supply the material
directly as I am often visiting the hospital this may interrupt the supply
of material as the supply order will comes on our firm name.
The above communication was not discussed in the Tender Committee Minutes
dated 31.03.15 and Contract awarded in favor of M/s Sai Krishna Enterprises.
This may be examined and explanation placed on record.
3. Changing of name of the Supplier, post Tender opening / Awarding of Contract
amounts to post Tender correspondence and is not acceptable.
4. Awarding of Contract to a firm who has not participated in the original AT
notification amounts to Acceptance of offer on Single Tender basis and needs
to be processed accordingly for the sanction of competent Authority.
5. M/s Sai Krishna enterprises has not commenced supply of Readymix Bitumen so
far and expressed inability to do so vide letter dated 02/03/15(f/275) itself. Under
the above circumstances awarding of further +30% on the originalAgreement
quantity is not justified.
ENCL: As above
(EV Shivrama
Krishna)
Sr AFA/SF
FINANCIAL
No.ASF/E01
07.01.16.
Dy CMM/S&T
OFFICE OF THE
SECUNDERABAD
Dt.
Sub: Procurement of Readymix Bitumen against ZRC T.No. No.75.14.8017A

Dt. 22 /05/15 by exercising +30% option clause on
1. M/s Akshay Innovations Pvt.Ltd 200 MTs @ 17,200/ per MT
2. M/s Quality Bitumen Traders
200MTs @ 17,200/ per MT
3. M/s Sri Sai Krishn Enterprises
100 MTs @ 17,200/ per MT
Ref: 1. Your office Note No. C/F.No.75.14.8017 A Dt. 07.01.16.
2. This office Lr.No. ASF/EO1 Dt. 01.01.16.
-oThe subject Proposal resubmitted vide ref-1 duly seeking concurrence for
operation of +30% option clause on two Firms only i.e., on M/s Akshay Innvoations Pvt
Ltd and M/s Quality Bitumen Traders instead of all the three Firms mentioned above is
examined and following are the observations:
1. The subject Proposal is said to be initiated due to immediate demand for a
quantity of 63 MTs of Readymix Bitumen (requisitions on hand).
2. As per details submitted in the Proposal at N/25 of the cae file Balance quantity
available is 113 MTs i.e., if quantity allotted against M/s Sri Sai Krishna
Enterprises is taken into account. Hence the situation doesnot warrant operation
of +30% option clause until a decision is taken by competent authority in respect
of regularizing the proceedings of T.No. 75.14.817A wherein PO was issued
against a Firm who expressed inability to supply.
3. Further as M/s Sri Sai Krishna Enterprises acknowledged Advance Acceptance
Letter vide F/248 the possibility of Risk purchase for 100 MTs is also to be
considered.
The Proposal is returned herewith
ENCL: As above
(EV Shivrama
Krishna)
Sr AFA/SF
NOTE
Dt.
05/01/2016.
Sub: Procurement of Hytrel Lower Washer. Exercising (+) 30% option clause
on
two POs finalized vide T.No.PC.30.14.1039 Dt. 16.04.15.

Ref: 1. This office Lr.No.ASF/Q O1 St. 23.11.15.
3. 2. Resubmitted vide Note N/21 No. 30141039.1.91487 Dt. 31.12.15 .
-oT.No. PC.30.15.1039 opened on 03.09.15 for supply 15308 Nos of the subject
item was finalized by Deputy level Tender committee and accepted by CMM/M on
22/10/15 at an AIR of Rs. 1028.84 (f/201 to 203 of case file). The Net procurable
Quantity of 15308 Nos. in this Tender was arrived at by duly deducting 30% option
quantity of 3162 Nos.available against the following two POs.due to rate advantage
available.
PO No
PO Qty
30% Qty Rate Rs T/DP
1. M/s Polymer 91487 / 1.7.15 7908 Nos. 2371 Nos. 1018.84. 30.03.16.
2. M/s Anju
91283/11.6.15 2636 Nos. 791 Nos. 1009.82
31.3.16
The subject proposal refers to exercising of +30% option clause on the above two
POs. The Proposal was returned vide this office lr.No. ASF/Q O1 Dt.23.11.15 advising to
furnish details of supplies made by the Firms to evaluate their Performance fo awarding
of +30% additional quantity. As per the details at f/211 to 213 of the case file details of
supply against DP are detailed below:
Supplier
M/s Anju Tech
PO No.
91283 Dt.11.6.15
M/s Polymer
91487 Dt.1.7.15
DP
19.10.15
19.2.16
31.3.16
9.11.15
9.3.16
30.3.16
Qty ordered
923
790
923
2768
2372
2768
Qty Delivered
923
No supply
No supply
2124 (Bal 644)
No supply
No supply
As the TC for T.No.PC.30.15.1039 Dt. 3.9.15 arrived at the Net Procurable quantity
for five Depots by duly taking into account the option Qty available in the above two
POs the necessary endorsements would have been made on the respective Indents.
The revised financial Implications by exercising the +30% option clause are as
unders;
1
2
3
4
5
6
M/s Polymer
PO No. & Date
91487 / 1.7.15
Rs.
80,57,016.38
7908 Nos
2371 Nos
Rate
RS. 1018.84
clause
Rs.
M/s Anju
91283 / 11.6.15
Rs.
26,61,885.52
2636 Nos
791 Nos
Rs. 1009.82
791 Nos.
Rs. 7,98,767.62
8
9
24,15,669.64
exercised POs)
CMM/M
30.03.2016
Rs.
34,60,653.14
CMM/M
31.03.16
Concurrence of the subject Proposal is within the purview of Sr AFA/SF.

In view of the above clarifications if approved the Proposal will be returned duly
concurred subject to the following observations:
CMM/M.
of

MPOs for
Submitted please.
SSO(A)
Sr AFA/SF
NOTE
07/01/2016
Dt.
Sub: Exercising +30% option clause against PO No.30.14.1106.1.91229
Dt. 04.06.15 for supply of Rear cover Axle Box PL No. 30020451.
Ref: Proposal Dt.
vide N/16 of case file No. PC.30.14.1106
-oThe subject PO No. 30.14.1106.1.91229 Dt. 04/06/15 was placed on
M/s Vijaya Engineering Works for supply of 1967 Nos of Rear cover Axle Box at
an AIR of Rs. 1155/-.
Subsequently Tender No. 30.15.1106 was finalized vide JAG level TCP
with Sr AFA/M&P as finance member and accepted by CMM/M on 15/12/15
(f/308 to 314). The AIR in this Tender awarded to M/s M/s Monarch Industries
Hyd is Rs. 1153.95 for 4000 Nos. Tendered quantity was 7185 Nos. and Net
procurable quantity was also arrived at 7185 Nos. duly taking into account 590
Nos. available against +30% option quantity available in PO No. 91229 dt.
04.06.15. The balance quantity of 3185 Nos was awarded to M/s Rahul Textile
Mills with a counter offer which was not accepted by the Firm. Tender
committee recommended to retender for the balance quantity (f/314 of case
file).
As per the recommendations of Tender committee in T.No. 30.15.1106
and accepted by CMM/M on 22.12.15 (F/314) a Proposal is now submitted vide
Note under reference for operation of + 30% option quantity agianist M/s Vijaya
Engineering Works vide PO No. 30/91229 Dt. 4.6.15. The financial implications
are as follows:
2
3
4
5

All inclusive rate
(+) 30% option
clause
clause
6
7
8

exercised POs)
9
Rs.
22,71,885.00
1,967 Nos.
Rs. 1155.00
590
Nil
590
Rs.
6,81,450.00
Rs.
29,53,335.00
CMM/M
31.03.16
The Delivery period in the PO is mentioned as 31.03.16 with payment

after 1.4.16. As per the information in the subject Proposal the firm has not
commenced supply so far as the delivery period is far ahead. However it is
certified that the performance of the Firm M/s Vijaya Engineering Works is
satisfactory.
Further another TenderNo.30.15.5034 was finalized for the same item on
4/1/16 (f/317 to 321) against three firms.
M/s Simhagiri foundry
89,775.20
M/s Usha low pressure
3,12,000.00
M/s Nahesgwari Textiles
18,11,379.20
@ Rs.
@ Rs.
1122.19 for
1300.00 for
80 Nos.
Rs.
240 Nos. Rs.
@ Rs. 1415.14 for 1280 Nos. Rs.
This Tender was opened on 4.9.15 prior to T.No. 30.15.1106 Dt. 8.10.15.
in which the +30% option clause was included. It can be seen that Tender was
awarded at higher rates than the rate of M/s Vijaya Engg. Except for M/s
Simhagiri foundry on which educational order was placed for 5% of Net
procurable quantity.
As per the deliberations of Tender committee for T.No. 30.15.1106 M/s
Vijaya Engineering Works was advised to reduce the rate to Rs. 1153.95 (f/313)
but the firm has not accepted.
In view of the above increasing trend in rates for the subject item, if
approved the subject Proposal for operation of +30% option quantity agianist
M/s Vijaya Engineering Works vide PO No. 30/91229 Dt. 4.6.15 will be
concurred subject to the following observations:.
Concurrence of the subject Proposal is within the purview of Sr AFA/SF

CMM/M.
of

MPOs for
Submitted please.
SSO(A)
Sr AFA/SF
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 11.01.2016
Dy.CMM/C&W
Sub: Exercising +30% option clause on M/s Vijaya Engineering
Works
vide PO No.30.14.1106.1.91229 Dt. 04.06.15 for supply of

Rear cover Axle Box PL No. 30020451.
Ref: Proposal Dt.
vide N/16 of case file No. PC.30.14.1106
-oThe proposal received in connection with exercising of (+) 30%

Option Clause on M/s Vijaya Engineering Works vide
PO
No.30.14.1106.1.91229 Dt. 04.06.15 for supply of the subject item have
been examined.
In view of the financial advantage to the Railways when compared to the
recently opened tender rates vide T.No. 30.15.1106 finalized on Dt. 15.12.15 for
the subject item, Finance concurrence is hereby signified for execising
exercising (+) 30% Option Clause on M/s Vijaya Engineering Works vide PO
No.30.14.1106.1.91229 Dt. 04.06.15
2
3
4
5
6

All inclusive rate
(+) 30% option

clause

30% option clause
9
Rs.
22,71,885.00
1,967 Nos.
Rs. 1155.00
590
Nil
590
Rs.
6,81,450.00
Rs.
29,53,335.00
CMM/M
31.03.16
The concurrence is subject to the following observations:

CMM/M.

3.3 of
2.

MPOs for
(E.V.SHIVARAMA
KRISHNA)
Sr.AFA/SF
For FA&CAO/S&W
FINANCIAL
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 16.12.2015
Dy.CMM/C&W
Sub : Procurement of Yoke for CBC Exercising of (+30%)
option clause against M/s Rine engg Pvt Ltd against
PO No. 91502 Dt. 02.07.2015 M/s Jai Multi Engg Co.
agains PO No. 91393 Dt. 19.06.2015.
Ref: Dy.CMM/Elecs Note No: 34 to39 of Case file
No.PE.45.14.1089.
As seen from file, Tender No. PW.38.14.5066 against Indent No.
98802065 Dt. 25.8.14 (N6/f 299C) was dropped as eligibility criteria
was defective (para 4). The rates recived were in between the present
opened tender and the PO on which option clause is proposed. If more
care has been taken while framing eligibility criteria, the present
tender opened now could have seen reduced requirement.
However, In view of the financial advantage to the Railways when

compared to the recently opened tender rates for the subject item, Finance
concurrence is hereby signified for execising exercising (+) 30% Option Clause
on M/s Jai Multi Engg co against PO No. 91393 Dt. 19.06.2015 for a quantity of
67 Nos and M/s Rine Engg P Ltd against PO No. 91502 Dt. 02.07.2015 for a
CMM.

3.3 of

MPOs for
This issues with the approval of Dy. FA&CAO/S&W.

(E.V.SHIVARAMA
KRISHNA)
Sr.AFA/SF
For FA&CAO/S&W
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 11.01.2016
Dy.CMM/C&W
Sub: Procurement of Hytrel Lower Washer. Exercising (+) 30% option clause
on
two POs finalized vide T.No.PC.30.14.1039 Dt. 16.04.15.

Ref: 1. This office Lr.No.ASF/Q O1 St. 23.11.15.
2. Resubmitted vide Note N/21 No. 30141039.1.91487 Dt. 31.12.15 .
recently opened tender rates vide T.No. PC..30.15.1039 Dt. 3.9.15 for the
subject item, Finance concurrence is hereby signified for execising exercising (+)
30% Option Clause on the two Firms as detailed below:
1
2
3
4
5
6
7
M/s Polymer
PO No. & Date
91487 / 1.7.15
Rs.
80,57,016.38
7908 Nos
2371 Nos
Rate
RS. 1018.84
clause
Rs.
24,15,669.64
Total Value of the POs after exercising Rs.1,04,72,68
(+) 30% option clause (including 6.02
M/s Anju
91283 / 11.6.15
Rs.
26,61,885.52
2636 Nos
791 Nos
Rs. 1009.82
791 Nos.

CMM/M
31.03.16
already option clause exercised POs)
8
9
CMM/M
30.03.2016
Rs. 7,98,767.62
Rs.
34,60,653.14
CMM.

3.3 of
2.

MPOs for
(E.V.SHIVARAMA
KRISHNA)
Sr.AFA/SF
For FA&CAO/S&W
OFFICE OF THE
SECUNDERABAD
No.ASF/Q 01
Dt. 11.01.2016
Dy.CMM/C&W
Sub: Exercising (+) 30% option clause against PO No.38/91099
Dt. 22.05.2015. PL No.38106528 for 972 Nos.
Ref: Dy CMM/C&Ws Proposal vide Note N/20,21 of case file
No. PW.38.14.2034.
recently opened tender rates vide T.No. PC..30.15.5066 Dt. 17.11.15 for the
subject item, Finance concurrence is hereby signified for execising exercising (+)
30% Option Clause on M/s Aryan Pvt Ltd vide PO No. 38/91099 Dt. 22.5.15
1
2
3
4
5
6
7
Rs.
44,77,882.50
972 Nos
292 Nos.
Qty already utilized under option Nil
clause
clause
Rs.
13,45,208.96
Total Value of the POs after exercising (+) Rs.
30% option clause (including already 58,23,091.46
option clause exercised POs)
8
9

CMM/M
30.04.2016
CMM.

3.3 of
4.

MPOs for
(E.V.SHIVARAMA
KRISHNA)
Sr.AFA/SF
For FA&CAO/S&W
OFFICE OF THE
SECUNDERABAD
No.ASF/E 01
13.01.2016
Dt.
Dy CE/Tr II
Sub: Manufacture and supply of PSC sleepers by M/s The
Concrete Products
& Construction Company, Kondapalli against Boards T.No.
CS-166/2013 Verification of Freight charges of PSC Sleeper
Inputs from nearest source to Kondapalli.
Ref:
Your office Lr.No. W.456/pscS/tcpcc/CS-166/167571 Nos
Dt.8.12.15 &
03.01.16
-oAgt No. W.456/PSCs/TCPCC/CS-166/167571 Dt. 16.12.13.
Clause 14.1 to 14.3 of the Agt
The Proposal for freight charges applicable for the PSC Sleeper inputs
i.e., Cement, HTS wire and SGCI inserts from the nearest 1 st and 2nd sources to
Kondalpalli applicable for the period of 01.04.15 to 23.07.15 as per CCMs Lr
No. C.480/RQ/171/2015 Dt. 23/7/15 is examined and concurred as detailed
below:
Sl
.N
o.
Descriptio
n
Nominated
Nearest source
Rate per MT
as per CCM
tariff
Cement
JTPN
HTS Wire
3
4
SGCI
Rate per
sleeper by
Rail route
Rate per
Sleeper by
Road
@
150% of
Rail Tariff
Rs. 198.50
Weight
of input
material
.
in Kgs
53.75
Rs. 10.67
Rs.16.00
VSKP 1ST source
Rs. 669.80
8.9
Rs. 5.96
Rs. 8.94
SO
Rs. 746.60
Rs. 6.64
Rs. 9.97
Rs. 6.54
Rs. 9.81
nd
Nagpur
source
Rs.1054.50
6.2
inserts
5
1st source
Bhubneshwar
2nd source
Rs. 1,357.60
Rs. 8.42
Rs. 12.63
The concurrence is subject to ensuring the nearest sources for the subject
PSC sleeper Manufacturing Plant as per the provisions in the Agreement while
admitting Bills.
(E.V.SHIVARAMA
KRISHNA)
Sr.AFA/SF
For FA&CAO/S&W
OFFICE OF THE
SECUNDERABAD
No.ASF/E 01
Dt. 13.01.2016
Dy CE/Tr II
Sub: Manufacture and supply of PSC sleepers by M/s Coromandel
Concrete
Products Pvt ltd, Kovvur against Boards T.No. CS-166/2013
Verification of Freight charges of PSC Sleeper Inputs from

nearest
source to Kovvur.
Ref:
Your office Lr.No. W.456/PSCs/KVR/CS-166/167571 Nos
Dt.8.12.15 .
-oAgt No. W.456/PSCs/CCPPL/CS-166/167571 Dt. 07.03.14.

The Proposal of freight charges applicable for the PSC Sleeper inputs i.e.,
Cement, HTS wire and SGCI inserts from the nearest 1 st and 2nd sources to
Kovvur applicable for the period of 01.04.15 to 23.07.15 as per CCMs Lr No.
C.480/RQ/171/2015 Dt. 23/7/15 is examined and concurred as detailed
below:
Sl
.N
o.
Descriptio
n
Nominated
Nearest source
Rate per MT
as per CCM
tariff
Cement
JTPN
Rs. 271.30
2
3
HTS Wire
VSKP 1ST source

SO 2nd source
Rs. 404.40
Rs. 978.20
SGCI
inserts
Bhubneshwar
1st source
Rs.1054.50
Raipur
2nd source
Rs. 1,207.20
Weight
of input
material
.
in Kgs
53.75
Rate per
sleeper by
Rail route
Rate per
Sleeper by
Road
@
150% of
Rail Tariff
Rs. 14.58
Rs.21.87
8.9
Rs. 3.60
Rs. 8.71
Rs. 5.40
Rs. 13.06
6.2
Rs. 6.54
Rs. 9.81
Rs. 7.48
Rs. 11.23
admitting Bills.
(E.V.SHIVARAMA
KRISHNA)
Sr.AFA/SF
For FA&CAO/S&W
OFFICE
OF THE

SECUNDERABAD
No.ASF/E 01
Dt. 13.01.2016
Dy CE/Tr II
Sub: Manufacture and supply of PSC sleepers by M/s Rail
Infrastructure
Pvt ltd, Kovvur against Boards T.No. CS-166/2013
Verification of Freight charges of PSC Sleeper Inputs from
nearest
source to Wadiyaram
Ref:
Your office Lr.No. W.456/PSCs/KVR/CS-166/167571 Nos
Dt.8.12.15 .
-oAgt No. W.456/PSCs/CCPPL/CS-166/167571 Dt. 07.03.14.
The Proposal of freight charges applicable for the PSC Sleeper inputs i.e.,
Cement, HTS wire and SGCI inserts from the nearest 1 st and 2nd sources to
Wadiyaram applicable for the period of 01.04.15 to 23.07.15 as per CCMs Lr
No. C.480/RQ/171/2015 Dt. 23/7/15 is examined and concurred as detailed
below:
Sl
.N
o.
Descriptio
n
Nominated
Nearest source
Rate per MT
as per CCM
tariff
Cement
CCI
Rs. 303.40
HTS Wire
SGWF
1ST source
VSKP 2nd source
Rs. 1,130.50
Nagpur
1st source
Rs.1,054.50
BBS
Rs. 1,884.80
3
4
5
SGCI
inserts
Weight
of input
material
.
in Kgs
Rate per
sleeper
by
Rail
route
53.75
Rs. 16.31
Rate per
Sleeper
by Road
@ 150%
of
Rail
Tariff
Rs.24.46
8.9
Rs. 10.06
Rs.15.09
Rs. 11.41
Rs. 17.12
Rs. 6.54
Rs. 9.81
Rs. 11.69
Rs. 17.53
Rs. 1,282.30
6.2
2nd source
admitting Bills.
(E.V.SHIVARAMA
KRISHNA)
Sr.AFA/SF
For FA&CAO/S&W
NOTE
No. AFS/GO1
18/01/16
Dt.
Sub: Extended Field Trial of Composite Sleepers using Tie-Tek Design

Calling of Single Tender.
Ref: 1. This office letterNos. A/SF/GO1 Dt. 01.05.13 (F/175) and
A/SF/GO1 Dt. 31.05.2013(f/201).
2
Dy CE/Track-IIs Note No. W.498/1/37/MUT/Composite
Sleepers
/Tie-Tek design Calling of single Tender.
-oThe subject Proposal is to invite Single Tender for procurement of 86
Nos Composite Sleepers of size 2750 mm X 230 MM X 180 mm from M/s Patil
Rail Infastructure Pvt. Ltd., Hydrabad. The procurement is for the requirement
of Secunderad Division vide their NS Indent Dt. 18.2.13 (f/40 of case file) @
Rs.9804/- for a total value of Rs. 8,43,144/-. In this context following are the
observations:
Railway Board vide letter No. 2011/Tk-II/2219/1/CS Dt. 06.02.13 (f/181
) advised to expedite field trials of the following Composite sleepers:
Make/Design
Type of Trial ordered
Zonal Railways Concerned
M/s Tie-Tek USA

M/s Sekisu Chemical Co.
Ltd Japan
M/s Recycle Technologies
Internations Inc., USA
M/s Integrico Composite
Inc
Extended Field Trial

Limited Field Trial
All Zonal Railways

NR/SR/NFR/NCR
Limited Field Trial
CR/ER/SCR/NWR/WCR
Limited Field Trial
NR/NCR/NWR/SCR/SER
By calling Advertised Tenders a Purchase Order No. W.498/1/37/Trial

Composite Sleeper/002 Dt. 14.9.2007 was initially placed on M/s PRIL for
supply of 1209 Nos of the subject Composite Sleepers of Tie-Tek design to take
up limited Field Trial on this Railway. Extension was granted for four years
upto 30.09.11 and finally cancelled with LD at 10% of value of delayed supplies.
M/s Patil Rail infrastructures Ltd., (PRIL)could not supply as they were unable
to get RDSO certification. Subsequently RDSO issued Inspection certificate to
88 Nos of the subject item supplied to N.C.Rly on 24/5/12 (f/84 of case file).
The subject Proposal initially submitted in the month of April, 2013 was
returned vide this office letters at ref-1 duly advising to submit Performance
report from Northern Railway where the Composite sleepers of Tie-Tek design
were already laid for field trial. The Performance report from Northern Railway
has since been submitted vide their Lr.No. 836-w/315/TM/Pt. III Dt. 29.10.15
and is placed at folios 107 to 115 of Executives case file. The overvall
performance is said to be satisfactory.
The Proposal is now resubmitted along with N Rlys performance Report
for Finance concurrence to call Single tender from M/s PRIL vide item No. 2(h) ,
Part D of SOP. (Single Tender for PAC items). In this context following are the
observations:
1.
As can be seen from N/149 to N/152 Finance concurrence has been

conveyed for inviting Single Tender for M/s Recycle Technologies USA and
M/s Integrico Composite Inc USA.
P.T.O.,
2.
M/s PRIL are importers of the Composite sleepers of TIE-TEK design

USA. The subject Proposal initiated based on NS indent of SC Division
Dt. 18.2.13 (f/40 of exec case file) is almost three years old. In these
three years other Importers could have developed in the Country for
importing the subject Sleepers.
Initial PO of M/s PRIL is dated
14.9.2007.
3. The Proposal is processed under item 2h, Part D of SOP i.e., Single
Tender fo PAC item. In this context attention is drawn to Railway Boards
Lr.No. 76/RS(G)/779/55 Dt. 27.10.15 (f/224) wherein it is advised to go
for Advertised Tenders even for PAC items.
4. There is no specific advantage to Railways by calling Single Tender. If
there are any set backs /disadvantages for floating Open Tenders, the
same have not been recorded by the Executive.
In view of the above if approved The Proposal will be returned duly advising
to follow the procedure of Advertised Tenders for procuring of the Composite
sleepers of TIE-TEK design.
Submitted Please.
SSO(A)
Sr AFA/SF
NOTE
A/SF/QO1
18/01/16.
No.79045
Sub:
Dt.
Proposal for exercising of +30% Option clause on PO
Dt. 24.06.15 for supply of Draft Gear Arrangement.

PL No. 38138189.
Ref: CMM/Ms Note No. 38.14.1313 Dt.08/01/16.
-oThe subject Proposal vide Note under reference from CMM/M refers to
operation of +30% option clause. The rates received from the eligible L1 Part-I
tenderer against T.No. PW.38.15.5046,5057 & 5063 Dt. 20.11.15 for supply of
Draft Gear arrangement is Rs. 22,873.75. The available existing rate for this
item vide PO Nos 91426 and 79045 Dt. 24.06.15 is Rs. 19,350.00 against M/s
Titagarh Wagons.
Negotiations conducted on 6.1.16 with the L1 tenderer in respect of Tender
opened on 20.11.15 failed as the L1 did not reduce his offered rate of Rs.
22873.75.
The firm M/s Titagarh Wagons has so far not commenced supply against the
two POs vide No. 91426 & 790425. However as the extended delivery period of
01.02.16 against PO No. 79045 is shortly due it is proposed to advantage of the
lower rate and operate +30% option clause. The DP of PO No. 91426 is 31.03.16
and is said to be considered later for operation of Option clause.
The financial implications by operating the +30% option clause is as under:
M/s Titagarh Wagons PO No.
79045 Dt.
24.06.15

All inclusive rate
Date of DP / Extd DP
clause
clause
exercised POs)
Rs.
77,60,000.00
Rs. 19,350.00
400 Nos.
120 Nos.
01.02.16
NIL
120 Nos.
Rs.
23,22,000.00
Rs.
1,00,82,000.00
CMM/M
01.02.16
Though the Firm M/s Titagarh has not commenced supply against the two
POs so far it is proposed to operate +30% option clause so as to avail the
Financial advantage of the lower rate. The Tender for the PO No 79045 Dt.
24.6.15 is a Deputy level TC with Dy CAO/S&W as Finance member
Concurrence of the subject Proposal is within the purview of Dy FA&CAO/S&W.

P.T.O.,
If approved the Proposal will be concurred subject to the following observations:

1. Obtaining the Sanction of original accepting authority, ie., CMM/M.

MPOs for
Submitted please.
SSO(A)
Sr AFA/SF
NOTE
No. A/SF/QO1
19.01.2016.
Dt.
Sub: Procurement of Valve regulated Lead Acid Battery of 2 V-1100AH

Capacity Exercising of +30% Option clause.
Ref: Note No. 45.15.1021.1.91927.91926 Dt. 09/01/16.
-oThe subject Proposal is for exercising of +30% option clause against two POs
vide No. 91926 & 91927 Dt. 13.8.15 issued against T.No. PE.45.15.1021 opened
on 30.06.15. This Tender is a SAG level TC with FA&CAO/S&W as Finance
member. Details of two POs issued are as follows:
PO No.
91926
Dt.
13.8.15
91927
Dt.
13.8.15
FIRM
M/s
AmaraRaja
Batteries
Ltd.,
M/s Exide
Industries
Ltd
QTY
73 sets
All incl Rate

Rs.
11,35,893.75
AMOUNT
Rs.
8,29,20,243.75
DP
Staggered
upto
Feb/mar 17
48 Sets
Rs.
11,35,893.75
Rs.
5,45,22,900.00
Staggered
upto
Jan/Feb 17
The POs were issued duly specifying that the payment is after 01.04.16.
Subsequently three MPOs were issued to prepone the supply of 12 sets to meet
the urgent requirement of CRS/TPTY duly providing Funds for payment in the
current year.
1. MPO No.006058 Dt.19/11/15 on PO No. 91926 DD for 6 sets preponed
to 31.12.15.(F/180)
2. MPO No. 006061 Dt. 19/11/15 on PO No. 91927 DD for 4 sets preponed
to 31.12.15 (f/176)
3. MPO No. 006335 Dt. 17/12/15 on Po No. 91927 DD for 2 sets preponed
to 31.01.16 (f/201)
In the month of November 2015 another Tender for supply of Six Sets of the
subject item vide T.No. PE.45.15.5016 Dt. 22.9.15 was finalizd by a Deputy level
TC with Sr AFA/SF as Finance member (f/207 to 209 of case file). In this
Tender the AIR per set received fom L1 was Rs. 11,43,579.70.
The AIR of L1 is Rs. 1143579.70 is higher by Rs. 7685.25 than the last
accepted AIR of Rs. 11,35,893.75 vide PO Nos 91926 & 91927 Dt. 13.8.15
mentioned in the above statement. As such TC recommended to procure the 6
sets against 30% Option clause against the LPOs 91926 & 91927 duly
cancelling procurement in the Tender under consideration i.e., T.No.
PE.45.15.5016. Dt. 22.9.15. The recommendations of the TC were accepted by

CMM/E.
The Financial advantage to Railways works out to Rs. 46,111.50 (7685.25 X
6) by operation of +30% Option Clause. The revised Financial implication on
the POs would be as follows:
P.T.O.,
PO No and date
2
3
Name of the Firm

All inclusive rate
5
6
7


clause
clause
9
1
0
1
1
1
2
1
3

exercised POs)
91926 /
13.8.15
M/s Amara Raja
91927 /13.8.15
Rs.8,29,20,243.75
Rs. 11,35,893.75
Rs.5,45,22,900.00
Rs. 11,35,893.75
73 sets
22 sets
48 sets
14 sets
Feb/mar 17
Jan/Feb 17
Nil
Nil
3 sets
3 sets
M/s Exide Ind
Rs.34,07,681. Rs.34,07,681.2
25
5
Rs.8,63,27,92
Rs.
5.00
5,79,30,581.2
5
COS
COS
March
2017
Feb 2017
The Proposal of operating +30% Option clause thus has a financial

advantage to the Railways. As such if approved finance Concurrence will be
conveyed for operation of +30% operation on the above two POs.subject to the
following observations:
1. Obtaining the Sanction of original accepting authority, i.e., COS
Submitted please.
SSO(A)
Sr AFA/SF
Detailed information called for by FA&CAO/S&W is furnished below:

1. PO No. 91926 Dt. 13.8.15 Total 73 sets. M&E/LGD-52 sets CRS/TPTY-21
sets
PO No. 91927 Dt. 13.8.15 Total 48 sets M&E/LGD-34 sets CRS/TPTY14sets
The delivery schedule for CRS TPTY was preponed to meet their
requirement.
PO No. 91926 M/s Amara raja Batteries
PO No. 91927 M/s
Industries
Quantity Original
Preponed
Quantity Original
DP
DP
DP
urgent
Exide
Preponed
DP
3
3
3
3
3
6
31.3.16
30.6.16
31.8.16
30.9.16
31.10.16
28.2.17
-31.12.15
31.12.15
----
2
2
2
2
2
4
31.5.16
30.6.16
31.8.16
30.9.16
31.10.16
28.2.17
31.12.15
31.12.15
31.1.16
----
2. As per correspondence and the notings in the case file, the POH outturn of
AC coaches at CRS/TPTY in the current year enhanced from Seven to Nine
Coaches per month. The AAC of the Batteries at CRS/TPTY for the year 201415 was 36 and 15-16 was 51. Hence it can be seen that in the current year
there is an additional demand for 2 X 12=24 additional Batteries as compared
to previous trend. In addition to preponing a quantity of 12 sets of Batteries in
the subject two POs another Four sets were proponed against PO No. 91889 Dt.
21.814 as can be seen at N/10. Thus a total of sixteen Sets have been supplied
to CRS/TPTY by preponing DPs of three different POs.
3. In respect of items 3,4 & 5 of FA&CAO/S&Ws remarks if approved to a letter
will be addressed to WAO/CRS/TPTY.
Sr AFA/SF
Detailed information called for by FA&CAO/S&W is furnished below:

1. The original and modified Delivery schedule of the Lead acid Battery sets for
CRS/TPTY is as under.
PO No. & Quantity

Date
91926 Dt. 3 sets
13.8.15
-do3 sets
91927
Dt.13.8.15
-do-
2 sets
-do-
2 sets
91889
Dt.21.08.14
Total
4 sets
2 sets
16 sets
Original Preponed DP
DP
30.06.16 31.12.15
(MPO f/179)
31.08.16 31.12.15
(MPO f/179)
31.05.16 31.12.15
(MPO f/176)
30.06.16 31.12.15
(MPO f/176)
31.08.16 31.01.16
(MPO f/200)
28.02.16 Delivered in
Nov/2015(N/25)
Preponed
Quantity
3 sets
3 sets
2 sets
2 sets
2 sets
4 sets
16 sets
2. As on date of finalizing the Tender for POs 91926 & 91927(July15, N-8 to
N-18) the AAC of CRS/TPTY for 2015-16 was 30 sets. Subsequently as
per CESEs Note to CMM/Elect (f/168) Dt. 20.10.15 the outturn target of
POH of AC coaches at CTRS/TPTY was increased from 7 coaches/month
to 9 coaches/month. Subsequently the cosumption of 1100AH Batteries
enhanced from 30 sets to 43 sets per anum. AS on November 2015 (N21),23 sets were drawn and additional requirement was projected as 26 sets.
In order to meet the increased demand during the current year vide N21 and N-25 COS approval was obtained for preponing delivery of 16 sets of
Batteries to current year which were originally scheduled for delivery in the
next financial year.
From the above it can be seen that as against immediate additional
requirement of 26 sets, a quantity of 16 sets was delivered by preponing next
years scheduled delivery. There is still a shortfall of 10 sets for the current
year. Further, as a cascading effect there would be a shortfall in the scheduled
supply for the next year.
3. The instant Tender for six sets of Batteries which is cancelled (f/207 to
210)duly recommending to procure the same by operating Option clause on POs
91926 and 91927 Dt 13.815 is based on an NS indent dated 23/12/14. This
NS indent was preferred as One time measure to meet the additional demand
for 2014-15.
4. The Zero based analysis of Valvae Regulated Lead Acid Battery submitted by
WAO/CRS/TPTY is placed alongside please. As per which the additional
requirement for 2015-16 can be met by finalizing the Procurement action
against NS Indent No. 004119 Dt. 23.12.14.
Submitted please.
Sr AFA/SF
OFFICE OF THE
SECUNDERABAD
No.ASF/M. 01
Dt. 11.02.2016
CMM/E
Sub: Procurement of Valve regulated Lead Acid Battery of 2 V-1100AH
Capacity Exercising of +30% Option clause.
Ref: Note No. 45.15.1021.1.91927.91926 Dt. 09/01/16.
-oThe subject Proposal for operation of +30% option clause against PO Nos
91926 & 91927 for supply of Lead Acid Batteries to CRS/TPTY as against
cancelled Tender No.PE.45.15.5016 Dt. 22.9.15 for 6 sets of the subject item is
1
PO No and date
2
3
Name of the Firm

All inclusive rate
5
6

Original DP
7
8
Preponed qty & Date

Preponed date
Balance quantity to be supplied
91926 /
13.8.15
M/s Amara Raja
91927 /13.8.15
Rs.8,29,20,243.75
Rs. 11,35,893.75
Rs.5,45,22,900.00
Rs. 11,35,893.75
73 sets
31.3.16 to
31.3.17
6 sets
31.12.15
48 sets
31.3.16 to
31.3.17
6 sets
31.12.15 &
31.1.16
42 Sets
67 sets
M/s Exide Ind
As the above two contracts are in Progress with 109 sets (67 + 42) yet to
be supplied with terminal DP up to 31.3.17, the additional requirement of Six
sets against the NS Indent may be met from the above covered dues (109 sets).
A view can be taken in the next Procurement cycle, if shortfall is there.
ENCL: Case file.
E.V.SHIVARAMA KRISHNA)
Sr.AFA/SF
For FA&CAO/S&W
OFFICE OF THE
SECUNDERABAD
No.ASF/E 01
Dt. 27.01.2016
Dy CMM/ELEC
Sub: Procurement of One No. of Heavy duty Elevators of
Machine roomlss
and gearless for Railway Hospital BZA by exercising
30% Option
clause on PO No.26023 Dt. 26.10.15.
Ref: 1. This office Lr of even No. dated 20.01.16.
2. Dy CMM/Es remarks dated 25/1/16 vide N-60 .
-oReference to the remarks furnished vide N-20 following further
observations are made.
(i) Copy of the confirmation from the User Department in respect of
description and
Specification of the Elevator as described in their Indent and that
offered in the
instant PO No. 26023 may be placed on record.
(ii) As per the Indent the Elevator Car inside size should be 1300 MM
wide
and
2400
MM deep to accommodate a Stretcher. The relevant specification
in the instant
PO specifying the above dimensions may be identified.
Alternatively if the
specific dimensions are not available in the PO, confirmation may
be obtained
from the supplier i.e., M/s Johnson Lifts Private ltd. In respect of the
Lift Car
dimensions.
(ii) When the PO quantity is 4 Nos., 30% of the same would be 1 No
and not 2 Nos.
as proposed. This may be noted and necessary corrections made
in the Proposal.
The Proposal is returned herewith.

ENCL: Case file.
E.V.SHIVARAMA KRISHNA)
Sr.AFA/SF
For FA&CAO/S&W
OFFICE OF THE
SECUNDERABAD
No.ASF/G 01
Dt. 28.01.2016
Dy CE/Tr-II
Ref: 1. This office letterNos. A/SF/GO1 Dt. 01.05.13 (F/175) and
A/SF/GO1 Dt. 31.05.2013(f/201).
2
Dy CE/Track-IIs Note No. W.498/1/37/MUT/Composite
Sleepers
/Tie-Tek design Calling of single Tender.
-oThe subject Proposal for inviting single Tender from M/s PRIL to supply
86 Nos of Composite Sleepers using Tie-Tek Design is examined and following
1. M/s PRIL are importers of the Composite sleepers of TIE-TEK design
USA. The subject Proposal initiated based on NS indent of SC Division
Dt. 18.2.13 is almost three years old. In these three years other
Importers could have developed in the Country for importing the subject
Sleepers. This needs to be explored and factual position submitted.

(Initial PO of M/s PRIL is dated 14.9.2007).
2. Fuds Certification on the Indent needs to be updated.
3. The Proposal is processed under item 2h, Part D of SOP i.e., Single
Tender for PAC item. A copy of the PAC certificate may be placed on
record.
4. In this context attention is drawn to Railway Boards Lr.No.
76/RS(G)/779/55 Dt. 27.10.15 (f/224) wherein it is advised to go for
Advertised Tenders even for PAC items where estimated value of the
Purchase is more than Open Tender Limit.
As such the subject Proposal to call for Single Tender is to be
reviewed in the light of these latest instructions even though the
estimated Value of the subject item is within Open tender limit.
5. There is no specific advantage to Railways by calling Single Tender. If
there are any set backs /disadvantages for floating Open Tenders, the
same may be placed on record.
The Proposal may be resubmitted duly clarifying the above observations.
ENCL: As above.
E.V.SHIVARAMA
KRISHNA)
Sr.AFA/SF
For FA&CAO/S&W
NOTE
Dt.
04/02/16.
Sub: Exercising of (+) 30% Option clause on PO Nos.
(i) 30.14.3621.1.91205 Dt. 03.06.15 on M/s Suresh Synth Chem
Industries Pvt.Ltd./Mumbai. AIR RS. 30,948.75. Qty 67 Nos.
(ii) 30.14.3621.1.91650 Dt. 15.07.15 on M/s Polymer Products of
India. AIR Rs. 35.843.63 Qty. 203 Nos.
For supply of Rubber Vestibule assembly etc., to PL No. 30256550.
Ref: 1. This office Lr No. ASF/QO1 Dt. 04/12/15.
2. Dy CMM/C&Ws Note vide N/24 Dt. 27/11/15 of PC.
30.14.3621.
30.14.3621.
-OThe subject two POs were finalized by a JAG level TC with Dy CAO/S&W as
Finance member. TC Proceedings are placed at N/6 to N/17 of the case file.
Finance member recommended to counter offer M/s Suresh Synth Chem
Industries Pvt.Ltd. with a lower basic rate of Rs. 26200/- and was accepted by the
Firm (f/332). Vetted DPOs are at f/333 to f/338.
Recently another Tender was opened for 555 Nos. of the same item as above
vide T.No.PC.30.15.3621 opened on 29.9.15. This is also a JAG level TC with Dy
CAO/S&W as Finance member. TCP of the same is filed at f/341 to F/343 of the
case file. L1 in this tender was at Rs. 38,184.50. Tender committee recommended
to operate 30% option clause for a total quantity of 81 Nos and retender for the
balance quantity. Recommendations of the TC were accepted by CMM/M.
In pursuance to the above TC recommendations the Proposal for operastion of
(+) 30% Option clause on the subject two POs was submitted vide ref-2. Initially
the proposal was returned vide this office letter at ref-1 stating that
(i) as the Firms have not yet commenced supply, Performance of the firms
cannot
be assessed which is essential for operation of +30% option clause.
(ii) Further as the terminal DP being 10.6.16 & 22.8.16 it is premature to
exercise option clause at this juncture and it would be prudet to watch
the
market rates of other railways through IREPS and
(iii) to place a copy of the Demand for exercising option clause quantity on
file.
The Proposal is resubmitted vide ref-3 duly submitting the following
clarifications:
per
by
(i) The first DP is dated 10.12.15 for a quantity of 33 Nos. to M&E/LGD. As

details at f/352 & f/353 it can be seen that this quantity was delivered
10.11.15.
(ii) It was stated that operation of +30% option clause is as per TC
recommendations.
(iii) Copy of the Demand for exercising option clause has not been placed on
file
However the same has been discussed by the TC at f/360 to f/362.
Further
as per the records in the case file Advance Acceptance Letters for
operation
of +30% operation clause have already been issued to the Firms on
27.11.15
(f347 & f/348)
Details of New Tenders opened for the subject Item:
T.No. and Dt.
PC.30.15.3621
Dt. 29/9/15
PC.30153621-A
Dt. 22/01/2016
L1 offer Firm
Name
M/s
Sandoo
Rubber
Pvt
Ltd.
M/s Basant
Rubber fact
AIR of L1
Rs. 38,184.50
(f/362)
Rs. 38,390.63
(f/366)
Tendered
Qty
317 Nos.
264 Nos.
Qty recommended
Under option clause
O/C on two POs
91650 & 91205
61 + 20 =81 Nos.
TC not convened
Details of POs in which option clause is available and recommended:

PO No.
& Dt.
Firm
91650
Dt.
15.7.15
(f/339)
M/sPolymer
Products
91205
Dt.
03.06.1
5
(f/334)
Part I
M/s Suresh
Chand
Part II
AIR /
terminal
DP
Rs.
35,843.63
DP
16
PO
Qty
203
Nos.
30%
Option
Qty
61 Nos.
22-8-
Rs.
30,948.75
DP 10-616
67
Nos.
20 Nos.
DP and
qty
Qty
supplied
Rate
difference
First
DP
on
22.2.16
for
152 Nos.
Supply not
commenced
1.Rs.
2,340.87
Second
DP
On
22.8.16
for
51
Nos.
First
DP
on
10.12.15
for
33 Nos.
Second
DP
On
10.6.16
for
34
Nos.
Supply not
commenced
33
Nos
supplied on
10.11.15
(f/353)
Supply not
commenced
2.Rs.
2,547.00
1.
Rs.
7,235.75
2.
Rs.
7,441.88
The Financial implications by operating +30% Option Clause is as under:

1
PO No and date
Name of the Firm
All inclusive rate
91650 Dt.
91205 Dt.
15.7.15 (f/339)
03.06.15 (f/334)
M/s Polymer M/s Suresh Synth
products of India Chem Ind Pvt Ltd.
Rs.
Rs.
72,76,255.88
20,73,566.25
Rs. 35,843.63
Rs. 30,948.75
5
6
7
8
9
1
0
1
1
1
2
3

clause
clause
exercised POs)
203 Nos
61 Nos.
22.08.16
NIL
67 Nos.
20 Nos.
10.06.16
NIL
61 Nos.
20 Nos.
Rs.
21,86,461.43
Rs.94,62,717.
31
Rs. 6,18,975.00
CMM/M
CMM/M
22.08.16
10.06.16
Rs.
26,92,541.25
Operation of +30% option clause is advantageous to Railways as can be

seen from the increasing trend in the rates received in T. No. PC.30.15.3621 Dt.
29.9.15 (f/359) Rs. 38,184.50.and T.No. 30153621-A Dt. 22.01.16 Rs.
38,390.63 (f/366).
Concurrence to the subject Proposal for operation of +30% option
clause is within the purview of Dy CAO/S&W.
As such if approved finance Concurrence will be conveyed for operation of
+30% operation on the above two POs.subject to the following observations:
1. Obtaining the Sanction of original accepting authority, i.e.,

CMM/M
Submitted please.
SSO(A)
Sr AFA/SF
OFFICE OF THE
SECUNDERABAD
No.ASF/G 01
Dt. 05/01/16
Dy CMM/C&W
Sub: Exercising of (+) 30% Option clause on the following POs.
1. PO No. 92164 Dt. 3/9/15 on M/s Atul Engg Udyog.
2. PO No. 70119 Dt. 3/9/15 on M/s Atul Engg Udyog
3. PO No. 92165 Dt. 3/9/15 on M/s Jagadamba Liquified Steels

For supply of Axle Box housing finish machined .
Ref:
Note from Dy CMM/C&W vide N/34 & 35 of case file
No.PC.30.14.3592.
-oThe Proposal for exercising of +30% option clause on the subject three
POs is examined and following are the observations:
(i) As per the notings the Firms have not commenced supplies so far as
the DD is said to be ahead and the Performance has been certified as
satisfactory. However in PO NOs 92164 and 70119 Dt 3.9.15 on M/s
Atul Engg Udyog the earliest DD is 14.12.15. Reasons for the delay in
supply and action taken by the Railways in this regard is to be placed
on record.
(ii) The subject Proposal has been ititated as the rates received in the
latest Tender No. 30.15.3592 Dt. 18/12/15 are on the high side,
withL1 being 9379/-. However it is noted that Tender committee has
not yet convened for this Tender. As such it is premature to assume
that L1 is high without conducting negotiations.
(iii) As the terminal DPs are 14.3.16 & 15.6.16 the Proposal for operation
of +30% option clause on these POs at this juncture is too early and
may be considered after the Firms start delivery as per Schedule.
(iv) From the case file it is seen that the Firms have already been advised
of operating the +30% option quantity. Issuing the same without
Finance concurrence and sanction of the competent authority is
irregular.
ENCL: Case file
E.V.SHIVARAMA
KRISHNA)
Sr.AFA/SF
For FA&CAO/S&W
08/02/16.
Dt.
Sub: Manufacture and supply of PSC Line Sleepers against Boards

T.No. CS-166/2013. Enhancement of quantity by further 30%
(31 to 60%) on four Firms.
Ref: FA&CAO/S&Ws remarks at n-40 and N-41 of case file.
-o-
When the subject Proposal with Finance concurrence was put up for GMs
sanction, GM desired to furnish the following information as recorded by
FA&CAO/S&W at N-40 & N-41 of the case file.
1. Ground stock of Sleepers in the Factories and in the Field with
SSE/P Ways as on date.
2. Lease rentals & the payment particulars of all the Sleeper Plants
for the land leased to them, as on date along with default
particulars if any.
3. Action taken to recover the LD and to forefeit the Security Deposit
from the failed Firms and the reasons for not taking timely action
and action taken to report to Board.
4. Performance of the failed Firms in the lasts five years.
The case file has been resubmitted by PCE duly furnishing itemwise remarks to
the above points raised by the GM at N-42 to N-44 of the case file.
1. Ground stock at sleeper Plants was taken at 17.00 hrs on 31/01/2016 and
information is placed at f/263 of case file. Details of ground Stock with
Divisions is placed at N-42.
Ground stock with Construction unit is not furnished.
2. Lease rentals & Payment Particulars of the Sleeper Plants is placed at N-42.
However the information verified from respective Sr DFMs of the
Divsions over phone is as follows
CSP/PLANT
Outstanding Amounts
UNIT
HYB
WDR/HYB
SC
Hasanaparthi/SC
GNT
Nalapadu/GNT
BZA
BZA
Kondapalli/BZA
Kovvur/ BZA
As per PCE As per Sr.DFMs(Telephonically)

office
Nil
As on date outstanding amount is Nil
4,73,131
As on mar14 O/s amt is Rs.46,49,745. As
per Sr.DEN/N letter dated 28.03.14 due to
dispute, the billing were temporary
withdrawn. Further there was no billing
2014-15
Outstanding
amt
is
16,68,028 Till
Rs.16,68,028
Nil
16,51,698 O/S amt from 2011-12 to 2014-15 for Open
Land is Rs. 12,24,093, against Additional
land is Rs.8,96,821. Further, O/S amt for
GTL
SADP/ GTL
38,88,683
GTL
MALM/ GTL
19,60,954
GTL
KDP/GTL
13,79,730
GTL
YLK/GTL
Nil
2015-16 for open land is Rs.2,96,531 and

against Addl Land is Rs.2,15,931. Total O/S
amt is Rs.26,33,376.
O/S amt from 01.09.2010 to 2015-16 is
Rs.59,76,651.
O/S amt from 2009-10 to 2015-16 is
Rs.44,22,255/-.
O/S amt is Rs.14,60,054. Vacated
31.05.13
3. Detailed remarks have been furnished in respect of action taken to recover

LD
and forfeit of SD(N/42,43,44).
This information needs to be verified by the Stores Bills Section.
4. Performance of the failed firms is placed at N-44.

Submitted please
Sr.AFA/SF
on
T.No. and Dt.
PC.30.15.3621
Dt. 29/9/15
(f/360 to 362)
-do-
Part I /
Part II
Not
approved
by RDSO
L1 offer Firm
Name
M/s
Sandoo
Rubber Pvt Ltd.
(f/361)
AIR of L1
Tender
ed Qty
Tender Committee
recommendations
Rs. 38,184.50
317
Nos.
Exercise option
Clause on two POs
Part I / L1
M/s
Elastomer
Lining(f/361)
M/s
Basant
Rubber (f/361)
M/s Basant
Rubber (f/366)
Rs. 41199.64
-do-
Rs. 40,989.38
-do-
Rs. 38,390.63
264
Nos.
Part II/L1
-doPC.30153621A
(f/366)
Dt.22/1/16
PO 91650 61Nos
PO No.
& Dt.
Firm
AIR /
terminal
DP
PO
Qty
30%
Option
Qty
DP and
qty
Qty
supplied
91650
Dt.
15.7.15
(f/339)
M/sPolymer
Products
Rs.
35,843.63
203
Nos.
61 Nos.
Supply not
commenced
Part I
DP 22-8-16
First DP on
22.2.16 for
152 Nos.
Second DP
On 22.8.16
for 51 Nos.
First DP on
10.12.15
for
33 Nos.
Supply not
commenced
91205
Dt.
03.06.1
5
(f/334)
M/s Suresh
Chand
Part II
Rs.
30,948.75
DP 10-6-16
67
Nos.
20 Nos.
PO 91205- 20 Nos.
TC
convened
not
Rate
Difference with
recently opened
Tenders
1.Rs. 2,340.87
2.Rs. 5,356.01
33
Nos
supplied
on10.11.15
(f/353)
3. Rs.5,145.75
4. Rs. 2,647.00
1.Rs. 7,235.75
2.Rs.10,250.89
3. Rs. 10,040.63
Second DP
On 10.6.16
for 34 Nos.
Supply not
commenced
4. RS.7,441.88

1
PO No and date
Name of the Firm
4
5
6
7
8
All inclusive rate

clause
clause
9
1
0
1
1
1
2
1
3

exercised POs)
91650 Dt. 15.7.15

(f/339)
M/s Polymer
products of India
Rs.
72,76,255.88
Rs. 35,843.63
203 Nos
61 Nos.
22.08.16
NIL
M/s Suresh Synth Chem Ind

Pvt Ltd.
Rs.
20,73,566.25
Rs. 30,948.75
67 Nos.
20 Nos.
10.06.16
NIL
61 Nos.
20 Nos.
Rs. 21,86,461.43
Rs. 6,18,975.00
Rs.94,62,717.31
Rs. 26,92,541.25
CMM/M
CMM/M
22.08.16
10.06.16
91205 Dt. 03.06.15 (f/334)
The Financial implications by operating +30% Option Clause is as under:
NOTE
04/02/16.
Dt.
Sub: Exercising of (+) 30% Option clause on PO Nos.

(i) 30.14.3621.1.91205 Dt. 03.06.15 on M/s Suresh Synth Chem
Industries Pvt.Ltd./Mumbai. AIR RS. 30,948.75. Qty 67 Nos.
(ii) 30.14.3621.1.91650 Dt. 15.07.15 on M/s Polymer Products of
India. AIR Rs. 35.843.63 Qty. 203 Nos.
For supply of Rubber Vestibule assembly etc., to PL No. 30256550.
Ref: 1. This office Lr No. ASF/QO1 Dt. 04/12/15.
30.14.3621.
30.14.3621.
-OThe subject two POs were finalized by a JAG level TC with Dy CAO/S&W as
Finance member. TC Proceedings are placed at N/6 to N/17 of the case file.
Finance member recommended to counter offer M/s Suresh Synth Chem
Industries Pvt.Ltd. with a lower basic rate of Rs. 26200/- and was accepted by the
Firm (f/332). Vetted DPOs are at f/333 to f/338.
Recently another Tender was opened for 555 Nos. of the same item as above
vide T.No.PC.30.15.3621 opened on 29.9.15. This is also a JAG level TC with Dy
CAO/S&W as Finance member. TCP of the same is filed at f/341 to F/343 of the
case file. L1 in this tender was at Rs. 38,184.50. Tender committee recommended
to operate 30% option clause for a total quantity of 81 Nos and retender for the
balance quantity. Recommendations of the TC were accepted by CMM/M.
In pursuance to the above TC recommendations the Proposal for operastion of
(+) 30% Option clause on the subject two POs was submitted vide ref-2. Initially
the proposal was returned vide this office letter at ref-1 stating that
the
file.
(i) as the Firms have not yet commenced supply, Performance of the firms
cannot be assessed which is essential for operation of +30% option clause.
(ii) Further as the terminal DP being 10.6.16 & 22.8.16 it is premature to
exercise option clause at this juncture and it would be prudent to watch
market rates of other railways through IREPS and
(iii) to place a copy of the Demand for exercising option clause quantity on
The Proposal is resubmitted vide ref-3 duly submitting the following

clarifications:
per
by
(i) The first DP is dated 10.12.15 for a quantity of 33 Nos. to M&E/LGD. As

details at f/352 & f/353 it can be seen that this quantity was delivered
10.11.15.
(ii) It was stated that operation of +30% option clause is as per TC
recommendations.
(iii) Copy of the Demand for exercising option clause has not been placed on
file
However the same has been discussed by the TC at f/360 to f/362.
Further
as per the records in the case file Advance Acceptance Letters for
operation of +30% operation clause have already been issued to the Firms on
27.11.15 (f347 & f/348)

T.No. and Dt.
PC.30.15.3621
Dt. 29/9/15
(f/360 to 362)
-do-
Part I /
Part II
Not
approved
by RDSO
L1 offer Firm
Name
M/s
Sandoo
Rubber Pvt Ltd.
(f/361)
AIR of L1
Tender
ed Qty
Tender Committee
recommendations
Rs. 38,184.50
317
Nos.
Exercise option
Clause on two POs
Part I / L1
M/s
Elastomer
Lining(f/361)
M/s
Basant
Rubber (f/361)
M/s Basant
Rubber (f/366)
Rs. 41199.64
-do-
Rs. 40,989.38
-do-
Rs. 38,390.63
264
Nos.
TC
convened
M/s
Ameenji
Rubber Pvt Ltd
Rs. 42,600.00
-do-
-do-
-do-
Part II/L1
PC.3015.3621A
(f/366)
Dt.22/1/16
-do-
Part II/L1
Part I/L1
PO 91650 61Nos
PO 91205- 20 Nos.
not

PO No.
& Dt.
Firm
AIR /
terminal
DP
PO
Qty
30%
Option
Qty
DP and
qty
Qty
supplied
91650
Dt.
15.7.15
(f/339)
M/sPolymer
Products
Rs.
35,843.63
203
Nos.
61 Nos.
Supply not
commenced
Part I
DP 22-8-16
First DP on
22.2.16 for
152 Nos.
Second DP
On 22.8.16
for 51 Nos.
Supply not
commenced
Rate
Difference with
recently opened
Tenders
1.Rs. 2,340.87
2.Rs. 5,356.01
3. Rs.5,145.75
4. Rs. 2,547.00
5. Rs. 6,756.37
91205
Dt.
03.06.1
5
(f/334)
M/s Suresh
Chand
Part II
Rs.
30,948.75
DP 10-6-16
67
Nos.
20 Nos.
First DP on
10.12.15
for
33 Nos.
33
Nos
supplied
on10.11.15
(f/353)
Second DP
On 10.6.16
for 34 Nos.
Supply not
commenced
1.Rs. 7,235.75
2.Rs. 10,250.89
3. Rs. 10,040.63
4. RS. 7,441.88
5. Rs. 11,651.25
Financial implications by operating +30% Option clause is as under:

1
PO No and date
Name of the Firm
4
5
6
7
8
All inclusive rate

clause
clause
9
1
0
1
1
1
2
1
3

exercised POs)
91650 Dt. 15.7.15

(f/339)
M/s Polymer
products of India
Rs.
72,76,255.88
Rs. 35,843.63
203 Nos
61 Nos.
22.08.16
NIL
91205 Dt. 03.06.15 (f/334)

M/s Suresh Synth Chem Ind
Pvt Ltd.
Rs.
20,73,566.25
Rs. 30,948.75
67 Nos.
20 Nos.
10.06.16
NIL
61 Nos.
20 Nos.
Rs. 21,86,461.43
Rs. 6,18,975.00
Rs.94,62,717.31
Rs. 26,92,541.25
CMM/M
CMM/M
22.08.16
10.06.16
There is no PVC clause in this PO for updation of Price.

Operation of +30% option clause is advantageous to Railways as
can be seen from the increasing trend in the rates received in T.
No. PC.30.15.3621 Dt. 29.9.15 (f/359) Rs. 38,184.50.and T.No.
30153621-A Dt. 22.01.16 Rs. 38,390.63 (f/366).

clause is within the purview of Dy CAO/S&W.
In view of the above if approved finance Concurrence will be conveyed for

operation of +30% option clause on the above two POs subject to the following
observations:
1. Obtaining the Sanction of original accepting authority, i.e.,

CMM/M
Submitted please.
SSO(A)
Sr AFA/SF
Office of the
Financial Adviser and Chief Accounts Officer (S&W),
Stores Finance Section,
Rail Nilayam, IInd Floor,
Secunderabad
No.ASF/E 01
18/02/2016.
Dt.
Dy CE/TP
Sub: Operation of +30% option clause against PO No. 56
Dt. 05/03/15
on M/s Hindusthan Engg & Ind Ltd. Kolkata for
supply of
IMSEJs to Drg No. T-6902.
Ref:
Note Dt. 15.02.16 vide N/555 of case file
No.W.503/IMSEJs/52
Kg & 60 Kg /2014-15/TPC.
-oThe subject Proposal for exercising +30% option clause is
As per notings at N/41 & N/47 of the case file, the firm M/s
Hindusthan Engg & Ind Ltd. Kolkata has not completed the delivery of
IMSEJs
in
the
first
two
Quarters as per the delivery schedule. In this context complete details

of the delivery made vis--vis the Delivery schedule of the ordered
Quantity may be furnished along with details of LD recovered for the
delayed supplies.
ENCL: Case file
Sr.AFA/SF
For FA&CAO/S&W
Office of the
Secunderabad
No.AFS/P.12
22/02/2016.
Dt.
Dy CMM/GP & S
Sub: SOP Enhancement of Powers in Stores Matters. Regarding
Prohibited and Restricted items.
Ref: 1. Your office Lr.No. S.226.P.Vol 6 Dt. 12.11.2015.
2. FCs letter to the General Managers of All Indian Railways
and Production Units vide DO No. 2015-B-235 Dt. 27/11/2015.
-o-
Reference to the subject Proposal for enhancement of Powers regarding

Prohibited and Restricted items against Note to item 6 (a) under Part D of SOP, following
In view of the poor Financial Scenario of the Railways, FCs directives on cost
control (ref-2) the subject Proposal should be deferred.
Sr.AFA/SF
For FA&CAO/S&W
NOTE/1
Sub: Operation of +30% option clause against PO No. 56 Dt. 05/03/15
on M/s
Hindusthan Engg & Ind Ltd. Kolkata for supply of IMSEJs to Drg
No. T-6902.
Ref: 1. Note Dt. 15.02.16 vide N/555 of case file
No.W.503/IMSEJs/52 Kg & 60 Kg /2014-15/TPC.
2. This office Lr.No. ASF/E 01 Dt. 18.02.16
3. No.W.503/IMSEJs/52 Kg & 60 Kg /2014-15/TPC. Dt. 22.2.16.
-oCE/TP vide Note under reference-1 submitted a Proposal for
exercising +30% option clause on PO No. 56 dated 5.3.15 for supply of
100 Nos of Improved Switch Expansion Joints(N/54).
This Proposal is initiated in compliance to the recommendations

of Tender Committee and accepted by PCE on 03.02.16 for Tender
No.Improved SEJ SCROLISEJ602015 opened on 13.10.15 ( f/548 to f/557
of case file). This Tender was finalized for supply of 801 sets of IMSEJs
against two Part I firms and two Part II firms as detailed below:
Firm
1.
2
3.
4.
Status
Depots
AIR
M/s
Rahee
technologies/Kolkata
M/s
Hindustan
&Industries /Kolkata
M/s
Rahee
technologies/Medak
qty
Track
Part I
Engg
TPL- 98 sets
GTL- 106
KZJ 398 sets
TPLGTLKZJ -
Track
15%
Part II
GTL- 21 sets
KZJ- 79 sets
TPL - 19
GTL- Rs. 1,07,587.50

KZJ- Rs. 1,07,587.50
TPL- Rs. 1,08,587.50
M/s JCL Infra

Meerut.10% qty
LTD.,
GTLKZJTPL-
GTL- Rs. 1,07,587.50

KZJ- Rs. 1,07,587.50
TPL- Rs. 1,08,587.50
14 sets
53
13
RS. 1,35,550/Rs. 1,35,850/Rs. 1,35,350/-
f/552
f/552
(reverse)
f/551
(reverse)
F/550
Counter
Offer
In the above Tender the TC reviewed the existing POs for similar items (f/556, N/23,24)
Sl.
No
PO No
Name of firm
Validity
up to
Qty
56
dt
5.3.15
(F/304)
58 dt.
19.3.15
(f/312)
M/s
Hindustan
Engg
&Industries
/Kolkata. Part I
M/s Rahee Track
Medak Part II
04.03.16
336
sets
3.02.16
59
sets
2.
Supplie
d/perfo
rmance
)
336sets
(100%)
30
%
qty
PO AIR
Rs.
Updated AIR
for KZJ Rs.
10
0
KZJ- 1,36,966.76
TPL- 1,37,166.79
GTL-1,37,466.79
1,34,866.22
NIl
17
KZJ- 1,06,281.30
TPL- 1,07,281.30
GTL- 1,06,281.30
1,04,588.90
The tender committee in the Quantity review arrived at NPQ of 801 sets. However as
the updated AIRs of the existing POs 56 & 58 are found to be on the lower side the TC
recommended to operate +30% option quantity on the two PO viz., 56 & 58 against an
exisiting Indent of SSE/PWE/KZJ for 319 sets of IMSEJs for Drg No. 6902 (f/549).
PCE vide N/54 of case file agreed to the subject proposal of exercising +30% option
clause for 100 sets on M/s Hindustan Engg & Industries Ltd., Kolkata against vetted NS
Indent No14643071 Dt. 13.515(F/549) . The Firm completed the entire supply ahead of
the delivery schedule except during the first quarter. The recovery of LD details for delay
during the first quarter is to be ascertained from the bills section(F/567).
In the negotiated TC minutes of tender opened on 13.10.15 vide 4.5.4 (f/556) the
convener stated that as part II firm M/s Rahee has not yet commenced supply the 30%
option quantity against this firm will be exercised in due course of time.
The financial implications by operating the +30% option clause is as under:
Name of the Firm
2
3
4
5
6
PO No. and date

Basic rate (N/23)
All inclusive rate for Kazipet
Original Qty in the PO for three
depots.
Date of DP
7
8
9
10 Now proposed qty under option
clause
11 Value of the proposed option Qty
12 Total Value of the POs after
(including already option clause exercised
POs)
13 Original value of the Tender (N/26)
14 Revised value of the Tender
inclusive of the above +30%
option quantity of PO No.56
15 Competency of Sanction required
M/s Hindustan Engg & Industries

Ltd.,
PO No.56 Dt. 5.3.15
Rs. 5,90,26,986.49
Rs. 1,05,500.00
Rs. 1,34,866.22
336 sets.
100 sets.
04.03.16
NIL
100 sets
Rs.1,34,86,622.00
Rs. 7,25,13,608.49
Rs. 9,60,85,652.69
Rs. 10,95,72,274.69
PCE
(original tender accepting
authority)
16 Finance member
FA&CAO/S&W
04.03.16
Exercising of the +30% option quantity against existing PO No 56 is

recommended by the TC
for Tender No. Improved SEJ
SCROLISEJ602015 opened on 13.10.15 and approved by
PCE.
The essentiality of requirement of the Indent (f/549) is
certified by PCE vide N/54 of the case file as required vide
Rly Bd Lr.No.2005/RS(G)779/7 Dt. 6/5/15 (f561).
The performance of the Firm is satisfactory as it has
completed the supply ahead of the delivery schedule.
Awarding of additional 30% quantity to the Firm M/s
Hindustan Engg is financially advantageous to the Railways
as the updated price of Rs. 1,34,866.22 is lower than the
latest accepted rate of Rs. 1,35,350.00 by Rs. 483.78
per set and a total saving of Rs. 48,378.00.
In view of th above if approved finance Concurrence will be conveyed for

operation of +30% operation on the PO No. 56 dated 05.03.2015 subject to the
following observations:
1. Obtaining the Sanction of original Tender accepting authority,

i.e., PCE

clause is within the purview of FA&CAO/S&W
Submitted please.
SSO(A)
Sr AFA/SF
OFFICE
OF THE

SECUNDERABAD.
No.ASF/Q 02
Dt.25-02-2016
Dy.CE/Tr-II
Sub:- Manufacture and supply of Isolated sleepers- Exercising of
(+) 30%
Option Clause.
Ref:- Your Note No.17/18 of Case File No:W.456/PSC/Turnout &
Spl.sleepers/2011-12/PRIL/WDR.
-oOoIn view of the justification furnished vide your note under
reference and as there is a financial advantage when compared with
updated rate received in recently opened tender in this Railway,
finance concurrence is hereby signified for exercising of (+)30% option
clause on M/s.Patil Rail Infrastructure Pvt Ltd/Wadiyaram for a
quantity of 2132.13 RM and on M/s.Rayalaseema Concrete
Sleepers Pvt Ltd, Narayanpet Road for a quantity of 2130.00 RM
with the same terms and conditions subject to the following:
i
ii
iii
iv
v
Obtaining the sanction of original accepting Authority

ie.,PCE.
Obtaining the personal approval of PHOD for utilizing the
NS indents to cover the above option quantity.
year.
Fixing the delivery period for these option quantities
proportionate to the originally ordered quantity.
Getting the M.P.Os vetted by Stores Finance section.

(A.K.GANESHAN)
Sr.AFA/(SF)
for FA&CAO/S&W/SC
No.AFS/P.12
Office of the
Secunderabad
Dt. 29/02/2016.
Dy CMM/S&T
Sub: procurement of underground Railway jelly filled 6 quadd cable for
telecommunication extension of DP and acceptance of lower rate
against M/s.Manoj cables-Reg.
Ref: Your Note.No.74 of case file No. PS.56.14.1187.
-oReference to the subject Proposal for extension of delivery period, following are the
observations:
It is advised to get the clear NS demand with funds certification from CMM/S&T
/CSTE/Con so that bills are not heldup and similar problem of stopping the supplies does not
occur.
Sr.AFA/SF
For FA&CAO/S&W
NOTE
Dt. 03/03/2016.
Ref: 1. This office letterNos. A/SF/GO1 Dt. 01.05.13 (F/175),
Dt. 31.05.2013(f/201) and .28.01.16(F/225).
2. Dy CE/Track-IIs Note No. W.498/1/37/MUT/Composite Sleepers
/Tie-Tek designDt. 17.1.16 (N/14 of executive case file).
-oThe subject Proposal is for inviting Single Tender from M/s Patil Rail
Infrastructures Ltd., to supply 86 Nos of Composite Sleepers with Tie-Tek Design USA
at an estimated value of Rs. 8,43,144/- for SC Division.
Railway Board vide their letter No. 2003/TK-II/22/11/78 dated 31/10/2005

(F/198) with the concurrence of Finance Directorate advised RDSO to circulate
the approved technical specifications among all Zonal Railways incorporating
the same in tender document for procurement of Composite Sleepers of Tie Tek
design for extended field trial.
Accordingly open tenders were invited and PO awarded to M/s Patil Rail
Infrastructure (pvt) ltd., (PRIL) vide PO No. 4981 Dt. 14.9.2007 (f/196) for
supply of 1209 Nos of Titek design Composite Sleepers for a total value of Rs.
1,28,93,436/-. However the firm M/s PRIL ws unable to supply the imported
sleepers inspite of extension of Delivery Period for four years upto 30.09.2011
as it was unable to get clearance from RDSO. The said PO was therefore
cancelled duly recovering LD @ 10% of value of delayed supplies amounting to
Rs. 12,89,344/-.
Railway Board vide their letters dated 24/8/12 (f/181) & Dt. 6/2/13 (f/180)
have repeatedly addressed all Zonal Railways to expediate the field trials of the
Composite Sleepers.
The Firm M/s PRIL approached this Railway vide their letter datd 6.4.12 (&
19.6.12 (f/13 & 24 of exec. file) and stated that now the RDSO has issued
clearance and the first lot of Compsite Sleepers of Tie tek design USA have
since been supplied to Northern Railway.
In the light of the above developments CTE/SCR addressed a letter to Railway

Board (f/16 of exec. File) dated 16/5/12 duly requesting to advise whether the
extended Field trials of Tie-Tek design Composite sleepers approved by Railway
Board in 2007 can be taken up by SCR.
Contd.,
To the above Railway Board vide therir letter dated 3/7/12 (f/26 of exec. File)
replied to expeditiously undertake the extended Field trials of the Tie-Tek
design USA Composite Sleepers as well as Limited Field Trials of
Composite sleepers of M/s Recycle Technologies Inc USA and M/s
Integrico Inc Companies USA.
Based on the above instructions Secunderabad Division has submittd a NS

Indent for supply of 86 Nos of Tie Tek design Composite sleepers vide Indent No.
14703355 Dt 18/2/13 (f/40 of exec. Case file)
Consequently in April 2013 PCE Submitted a Proposal to invite single

Tender for procuremen to of the Tie Tek design Sleepers from M/s PRIL for
Finance concurrence.
This proposal after initial correspondence for certain clarifications was finally
returned on 31/5/13 (f/201) duly advising that a performance report may be
called for from those Zonal Railways where the subject Tie Tek design
Composite sleepers are already being used.
After prolonged correspondence by the Executive with the Northern Railway the
Performance Report was finally submitted by Dy CE/TM of Northern Railway
(f/115 of exec. Case file).
Based on the above Performance Report the Proposal for inviting Single Tender
from M/s PRIL is sresubmitted on 7/1/16 (N/14 of exec. Case file). The
Proposal was returned vide this office letter dated 29.1.16 with the following
observatios:
1. M/s PRIL are importers of the Composite sleepers of TIE-TEK design USA. The
subject Proposal initiated based on NS indent of SC Division Dt. 18.2.13 is
almost three years old. In these three years other Importers could have
developed in the Country for importing the subject Sleepers. This needs to be
explored and factual position submitted. (Initial PO of M/s PRIL is dated
14.9.2007).
2. Fuds Certification on the Indent needs to be updated.

3. The Proposal is processed under item 2h, Part D of SOP i.e., Single Tender for
PAC item. A copy of the PAC certificate may be placed on record.
4. In this context attention is drawn to Railway Boards Lr.No. 76/RS(G)/779/55 Dt.
27.10.15 (f/224) wherein it is advised to go for Advertised Tenders even for PAC
items where estimated value of the Purchase is more than Open Tender Limit.
As such the subject Proposal to call for Single Tender is to be reviewed in the
light of these latest instructions even though the estimated Value of the subject
item is within Open tender limit.
Contd..,
5. There is no specific advantage to Railways by calling Single Tender. If there
are any set backs /disadvantages for floating Open Tenders, the same may be
placed on record.
The Proposal is now resubmitted vide their letter dated 29.2.16 (f/226). The
remarks furnished are not satisfactory. In this context it is submitted that Finance
Concurrence has been signified vide N/149 & N/152 for procurement of 200 Nos each
of Composite Sleepers Recycle Technologies USA and Integrico Composite Inc USA
through Northern Railway which has been identified as Nodal Procurement agency.
In view of the inability of the Executive to furnish specific remarks in respect of
availability of other Suppliers for the subject patented item, non issue of PAC
certificate and stating that avoiding cost of Advertising as the only criteria for opting of
Single Tender, the Proposal for inviting Single Tender is not justified.
Concurrence to the above is within the purview of FA&CAO.

SSO(A)
Sr AFA/SF
SOUTH CENTRAL RAILWAY

No. A/SF/Welding Portions
o/o Sr AFA/SF
Dt. 08/03/2016.
Dy CE/Tr-II
Sub: Operation of +30% option clause for supply of Welding Portions against POs.
(i) W.509/1/13/Potions/13-14/W6 Dt. 17.7.14 on M/s ITC Ltd., &
(ii) W.509/1/13/ATT/14-15/W6/ST Dt. 14.11.14 on M/s ITC Ltd.
Ref: Proposal for operation of Option clause vide
(i) Note Dt. 2/3/16 0f case file No. W.509/1/13/Potions/13-14/W6 &
(ii) Note Dt. 2/3/16 of case file No. W.509/1/13Portions/14-15/W6/ST.
-OThe Proposals for operation of +30% option clause against the the subject two POs is
In June, 2014 a Policy decision was taken by CTE to decentralize the system of
procurement of Welding Portions and Divisions will be advised to procure 60 Kgs 90 UTS and
52 Kgs 90 UTS welding portions at their level. Accordingly vide Lr.No. W.509/1/13/Welding
portions Dt. 9.6.14 all the Indents with HQRS were returned to the Divisions.
In the light of the above decentralization Policy the following clarifications may be
furnished to examine the subject Proposal.
1. The Net procureable quantity duly taking into consideration the covered dues, uncovered
dues, stock on hand, CP requirement is to be called for from each Division and placed on
record.
2. The accepted rates by all Divisions since their taking over of procurement of welding
portions, with details of ordered quantity, supplied quantity, aviailability of PVC in the
PO is to be submitted.
3. Commuication from the Divisions in respect of urgency of requirement of welding

portions (item 5 of N/58) by the Divisions may be placed on file.
ENCL: Three case files.
Sr.AFA/SF
For FA&CAO/S&W
Reference to the subject Proposal for exercising (+)30% option clause against the two POs
released vide Tender.No. PW.38.15.1300 Dt 29.7.15 following are the observations:
The subject Tender. No. PW.38.15.1300 Dt. 29.7.15 for a total quantity of 5342 Nos. was
finalized as follows:
801 Nos. @ Rs. 11231.60
M/s Rine Engg Pvt Ltd. 2725 Nos. @ Rs. 12759.05
M/s Atul Engg udyog
1816 Nos
@ Rs. 11336.30
Total
5342 Nos.
( Counter offer )
Tender committee recommended to review again if the counter offer was not accepted by
M/s Atul Engg Pvt Ltd. However the counter offer was not accepted by the firm M/s Atul Engg
Udyog and POs were released against the remaining two firms for the quantities as per the
inditial distribution of quantities recommended by the Tender committee i.e., M/s Jai Multi 801
Nos and M/s Rine Engg 2725 Nos.
The results /Minutes of the review by the Tender committee with reference to not
acceptance of the counter offer by the firm M/s Atul Engg Udyog may be placed on record.
Furhter this being an A Category safety item for contract period 2016-17, action taken to
procure the balance quantity of 1816 Nos (placed against M/s Atul engg Udyog) may be
specified.
Futher details of the Latest accepted rates on other Railways also may be furnished.
The Case file is returned herewith.
ENCL: Case file.
Sr AFA/SF
NOTE
Dt. 08/03/16.
Sub: Exercising of +30% option clause against two POs No. 92658 & 92659
Dated 03.11.15 for supply of Coupler body finalized vide
T.No.PW.38.15.1300 Dt. 29.7.15.
Ref: 1. Proposal submitted by CMM/M vide Note dated 08.12.15 at N/25 & 26
of case file No. PW.38.15.1300
2. This office notings at N/27 of the case file.
3. Resubmitted proposal vide notings at N/31 of case file.
-oThe subject Proposal is for operation of +30% option clause against two POs No. 92658
Dt. 03.11.15 @ Rs. 11231.60 & 92659 Dt.03.11.15 @ Rs. 12,759.05 finalized vide
T.No.PW.38.15.1300 Dt. 29.7.15 as the rates received against latest T.No. PW.38.15.5048 Dt.
27.11.15 were higher with L1 being Rs. 17,698.16..
Both the Tenders are SAG level with FA&CAO/S&W as Finance member. The Tender
committee for Tender opened on 27.11.15 was not yet convened as on date of initial submission of
the subject Proposal to Accounts. However the Tender has since been finalized on 22/2/16.
1. The subject Tender. No. PW.38.15.1300 Dt. 29.7.15 for a total quantity of 5342 Nos.
was finalized as follows:
801 Nos. @ Rs. 14290.00 PO No. 92658
M/s Rine Engg Pvt Ltd. 2725 Nos. @ Rs. 14291.00 Po No. 92659
M/s Atul Engg udyog
1816 Nos @ Rs. 14291.00 ( Counter offer )
Total
5342 Nos.
Tender committee recommended to review again if the counter offer was not
accepted by M/s Atul Engg Udyog (N/18 of case file). However M/s Atul Engg Udyog has
not accepted the counter offer.
2. The Executive instead of referring back to the Tender committee after non acceptance of
counter offer, issued two POs against the remaining two firms for the quantities as per
the initial distribution of quantities recommended by the Tender committee i.e., M/s Jai
Multi 801 Nos and M/s Rine Engg 2725 Nos.
3. The subject Proposal was returned vide ref-2 duly advising to submit the results /
Minutes of the review by the Tender committee with reference to non acceptance of the
counter offer by the firm M/s Atul Engg Udyog.
4. Tender committee for the latest T.No. PW.38.15.5048 Dt. 27.11.15 has since concluded
on 19/2/16 (f/447 to 452) duly recommending to (i) operate +30% option clause for 1058
nos on the exisiting PO No. 92658 & 92659, (ii) to discharge the tender and re-tender for
the remaining quantity of 1334 nos., and (iii) report to RDSO about approved firms
quoting higher rates all of a sudden and not reducing the rates to reasonable level ever
after a round of price negotiations.
5. The subject Proposal is resubmitted vide N/31 of case file stating
As per accepted TCR (f/440 & 452) 30% option clause to be exercised and MPO
to be issued duly vetted and
review of case will be done after the above.
6. The financial implications of not referring to the Tender committee immediately after non
acceptance of counter offer are as follows:
AIR
counter offer
Rs. 14291.00
Firms quoted offer

M/s Atul Engg udyog
Rs. 14589.51
Original quantity +
30% qty
1816+544.8
=2360.80 Nos.
2360.80 Nos.
latest L1 received
( since discharged)
Rs. 17,698.18
2360.80 Nos
Offer
value
Rs.
3,37,38,192.8
0
3,44,42,915.2
1
4,17,81,863.3
4
B-A Rs. 7,04,722.41

C-A Rs. 80,43,670.54 - Tender since discharged
Issuing of POs in contravance to the Tender committee recommendations as
accepted by accepting authority AGM is irregular. As such if approved the subject
Proposal will be returned duly advising to refer the issue of non acceptance of the
counter by the firm to the Tender committee before verifying the Proposal for exercising
of +30% option clause.
Submitted please.
SSO(A)
Sr AFA/SF
NOTE
Sub: Procurement of Draft gear arrangement .. Exercising of (+) 30%
Option clause on M/s. Titagarh Wagons against PO Nos.91426,79045
dt:24.06.15
Ref: Dy.CMM/C&W Note No.23 to 27,32,33 of case file NO.
PW. 38.14.1313.
-OA proposal seeking finance concurrene for operating (+)30% option clause
on the above subject item, received from Dy.CMM/C&W, which is placed at
Folio-1-4/C may kindly be perused.
For procurement of the above subject item Two Purchase Orders have
been placed on (i). M/s. Titagarh Wagons Ltd/Kolkata (Part I)
(AIR
Rs.19,400 per No) against PO.NO.91426 dt:24.06.15 for a quantity of
232Nos(F/288) and vide Po.NO.79045 dt:24.06.15 for a quantity of
400Nos(F/287), with the acceptance of CMM/M for a total value of
Rs.1,22,29,200(L/F.N-14,297,298). Subsequently a new tender was opened,
wherein lower rates were received i.e @19,350 per No, as such it is advised the
firm to accept lower rate, the firm accepted the lower rate, accordingly MPO
were prepared(F/297,298) but were not sent for Stores Finance vetting. On
questioning Dy.CMM/C&W vide N/27 has stated that MPO are issued as per
the orders of N/18,and due to oversight MPO were not sent to SF section and
now requesting for vetting of MPO.
The proposal for exercising (+)30% option clause on M/s.Titagarh Wagons

Ltd/Kolkata(Part I) on the basis of the higher rates received in the subsequent
tender opened on 01.03.2016.
The proposal has been examined and following are the observations.
The proposal is being initiated based on the recommendation of the
subsequent tender committee and as per the new tender opened on 01.03.2016
wherein higher rates are received(F/340-341). The AIR quoted in the new tender
against Part I firm is Rs. 23,820.63 per No i.e higher than the subsequent
tender by RS.4470.63 per No as such it is financially benefical to Railways by
operating option clause. The tender is not yet finalized.
As per TCR of tender opened on 20.11.2015(F/332,333) it is stated that
since the earliest target for operating option clause is upto 31.03.2016(DP), it is
decided to operate option clause after the rate that may be obtained in the
retender(F/333) and the same was accepted by COS.
As the rates obtained in the new tender opened on 01.03.2016 in SCR is
higher, executive has processed the case for exercising option clause on M/s.
Titagarh Wagons Ltd against two POs for a quantity of 190Nos.
T.No. and Dt.
38.15.5063-A/
dt:01.03.16
(F/341)
38.15.5046
dt:20.11.2015
(F/313)
Part I /
Part II
PartI/L1
L1 offer Firm
Name
M/s.Raneka
Industries Ltd
AIR of L1
Tendered
Qty
Tender
Committee
recommendations
Rs.23,820.63
785 Nos
TC not convened
Part I/L1
M/s.Hindustha
n
Engineering
and Industries
Ltd
Rs.22,873.75
1920
Nos
Discharged,
recommended to re
tender for a
quantity of 785Nos

PO No. & Dt.
Firm
AIR /
terminal DP
PO
Qty
30%
Option
Qty
Qty
supplied
91426
Dt.
24.06.15
(f/288) & MPO
vide F/297)
M/s.Titagarh
Wagons Ltd
Part I
Rs.19,350
Extended
DP
22.04.2016
232
Nos
70 Nos.
79045
Dt.
24.06.15
(f/287) & MPO
vide (F/298)
M/s.Titagarh
Wagons Ltd
Part I
Rs.19,350
Extended
DP
22.04.2016
400
Nos
120Nos
RDSO
passed
70Nos
(30%)(N/32)
RDSO
Rs.4470.63
passed
150Nos
(37%)(N/32)
190*4470.63=849419.7
Total:
190Nos
Rate
Difference with
recently opened
Tenders
Rs.4470.63
Necessary indent is available in the case file to cover the proposed option clause
quantity(F/342).
It is certified that the performance of the firm is satisfactory(F/N/23). But , the firm
has supplied 30% & 37% against Po.No.91426 & 79045 dt:24.06.15 only and extended
DP is ahead upto 22.04.2016.
Financial implications by operating +30% Option clause is as under:
1
2
3
4
5
6
7
Original Value of the 2 POs

(F/N.14,F/298)
(+) 30% option clause qty

clause
30% option clause
8
Rs.
1,22,29,200.00
632 Nos.
190Nos
Nil
190Nos
Rs. 36,76,500
Rs. 1,59,05,700
CMM/M
22.04.16
In view of the above if approved, concurrence will be signified against
M/s. Titagarh Wagons against PO.NOs.91426 & 79045 dt:24.06.15 for a
quantity of 70 & 120Nos respectively subject to lower rate of Rs.19,350/MPO are vetted by Stores Finance section and also duly reducing the option
clause quantity of 70Nos in the subsequent tender( as 120Nos has already
been reduced and quantity of 785Nos arrived and new tender floated).
Submitted please.
SSO(A)
Sr AFA/SF
NOTE
Dt. 11/03/16
Sub: Proposal for extension of DP against PO Nos. 54010
Dt. 12.02.15 and 54012 Dt. 12.02.15 for supply of UG Jelly
Filled 6 Quad cable for Telecommuniction..
Ref: 1. Dy CMM/S&Ts Note No. 74 of case file No. PS.56.14.1187.
Dt. 08.02.16.
2. This office Lr.No. ASF/Q 01 Dt. 10/03/16.
3. CSTE/Works & Dy CSTE/S&T s Notings Dt. 11/03/16 at
N-77 of their case fle No. PS.56.14.1187
-oThe Subject Proposal is for extension of Delivery Period for 90 days from the
date of issue of MPO at lower rate without LD and with DC for balance unsupplied
quantity of 53.16 Kms. In this context the notings from N/1 to N/10 may please be
perused.
The situation of extension of DP has mainly arisen due to advise from Railways to
the Supplier M/ Manoj cables limited to defer supply temporarily on Account of non
availability of Funds. Additional funds has since been received by Construction
organization in the Revised Grant and Department is in a position to meed the liability
of Rs. 1.30 crores towards the cost of balance quantity of 53.16 Kms of UG Cables to
be supplied against the instant POs.
As per FA&CAO/S&Ws orders at N/10 of this office link file, the Proposal was
returned vide letter at ref-2. The Proposal is resubmitted ref-3 duly furnishing item
wise remarks as follows:
Sl.
No.
Accounts Observations
Executives Remarks
1.
The Progress of the proposed

works and Stock position of the
instant items for the subject works
may be furnished.
2.
Position/Status of tenders opened

for the subject works may be
furnished.
Whether
the
cables
already
supplied for the subject works has
been
laid/utilized
may
be
confirmed.
The status of UG cale already
procured and laid for various
works may be furnished. Further
it is understood that most of the
cables
are
lying
in
the
Depots/Work Spots. As such the
cables if any which are procured
and not been utilized till date may
be transferred for the present
works.
Sr AFA/C-I letter dated 03.02.16
mentions about acceptance of
Debit raised by Sr DFM/HYB
while the bill paying officer is Sr
Total Cable Indented for the Works are

211 Kms out of which158 kms were
supplied. The same was utilized and
balance is nil, remaining 56 Km are to
be supplied for rest of the works in
progress.
Teders were awarded and the works are
in progress.
3.
4.
5.
The cables supplied were fully utilized

for ongoing works as mentioned at para
(1)
The cables which were procured for
various works were utilized and ground
balance is nil.
As regards to items 5 & 6, Dy

CSTE/P/Tele Lr (f/750) addressed to
COS to issue the modified PO with a
copy to FA&CAO/C/SC to certify the
AFA/C/SC.
clarified.
6.
7.
8.
This needs to be
Funds certification is for March

2016 only. If the Debit is to be
raised in the next financial year,
again funds certification is needed
as [per Sr AFA/Cs Lr. This needs
to be clarified.
The liability can come only in the
next yesar as there is hardly
anytime lifrt in the current year.
Proposal for M/s Incom cables
may be initiated at the earliest.
funds. FA &CAO/C/SC vide leter at

f/751 mentioned that the availability of
funds in Para-1 and 2nd Para was cut
and pasted which was not relevant to
the projects unit.
for items 6 & 7: It is understood tht
the firm is prepard to supply the cables
during financial year i.e., before March
16, for which sufficient funds were
available during 2015-16
Proposal for M/ Incom cables is being

initiated in a separate file to avoid delay.
In view of the above item wise clarifications to this office observation if approved we
may agree for the proposed extension of Delivery Period for 90 days from the date of issue
of MPO at lower rate without LD and with DC for
53.16 Kms.
balance unsupplied quantity of
Submitted please.
OFFICE OF THE
SECUNDERABAD
No.ASF/E 01
14.03.2016
Dy CE/Tr II
Dt.
Sub: Manufacture and supply of PSC sleepers by M/s The Concrete
Products & Construction Company, Kondapalli against Boards T.No

CS-166/2013 Verification of Freight charges of PSC Sleeper Inputs
Agt No. W.456/PSCs/TCPCC/CS-166/167571 Dt. 16.12.13.
Ref: 1. Your office Lr.No. W.456/pscS/tcpcc/CS-166/167571 Nos

Dt. 8.12.15 & 03.01.16
2. this office lr of even No. dated 13.01.16.
3. Your ofice lr No. W.456/pscS/tcpcc/CS-166/167571 Nos
Dt. 10.03.16.
-oThe Proposal for freight charges applicable for the PSC Sleeper inputs i.e.,
Cement, HTS wire and SGCI inserts from the nearest 1 st and 2nd sources to Kondalpalli
applicable for the period of 01.04.15 to 23.07.15 as per CCMs Lr No.
C.480/RQ/171/2015 Dt. 23/7/15 with revised sources vide ref-3 is examined and
concurred as detailed below:
Sl Descriptio Nominated
Rate per MT Weight
Rate per sleeper
.N n
Nearest source
as per CCM of input Rail route by Road @
150%
of
o.
tariff
materia
Rail
Tariff
l.
in
Kgs
1 Cement
MNCK/Ki
Rs. 198.50
53.75
Rs. 10.67 Rs.16.00
st
2 HTS Wire VSKP /KI 1
Rs. 669.80
8.9
Rs. 5.96
Rs. 8.94
source
3
SNAG/KI
2nd Rs. 594.60
Rs. 5.29
Rs. 7.94
source
4 SGCI
Nagpur/KI
Rs.1054.50
6.2
Rs. 6.54
Rs. 9.81
st
1
source
inserts
5
Bhubneshwar/
KI 2nd source
Rs. 1,357.60
Rs. 8.42
Rs. 12.63
The concurrence is subject to ensuring the nearest sources for the subject PSC
sleeper Manufacturing Plant are as per the provisions in the Agreement while
admitting Bills.
Sr.AFA/SF
OFFICE
OF THE
STORES FINANCE
No.ASF/Q 01

SECTION,RAIL NILAYAM, IInd FLOOR,
SECUNDERABAD
Dt. 14-03-2016
Dy.CMM/C&W
Sub : Procurement of Axle Box housing to Pl.No. 30020487Exercising of (+) 30% quantity Option Clause.
Ref : Your Note No:34 to 36 of Case file No. 30.14.3592.
-oOoThe proposal resubmitted in connection with exercising of (+) 30% Option Clause on the
above subject item Purchase Order has been examined.
It is observed that the rates received in subsequent tender (ie., opened on 18.12.2015)
for the above subject item are on higher side. The all inclusive rate accepted in the new tender
against Part I firm is Rs.9279.99 per No, whereas the instant Purchase Orders rates is Rs.8979
for Lgd and Rs.9045 for TPTY per No. In view of the financial advantage to Railways and as per
subsequent TC recommendations, finance concurrence is hereby signified for exercising (+)
30% Option Clause on (i) M/s.Atul Engg Udyog/Agra for a total quantity of 244Nos(LGD165Nos and TPTY-79Nos against Po.NO.92164 dt:03.09.15 and against Po.NO.70119
dt:03.09.15 for a quantity of 165Nos for LGD consignee with original terms and conditions with
in Delivery Period.
i.e DP for this material should be such, so that there is no
overstocking i.e coveres dues and SOH are consumed first.
6.Necessary original Indent may be placed on file for vetting MPOs for
Further as against M/s.Jagadamba liquefied steel Ltd as the DP is far ahead i.e
15.06.16 and the firm has not commenced the supplies as such it is advised to process
the case after satisfactory performance.

Sr.AFA/SF
For FA&CAO/S&W
OFFICE
OF THE

SECUNDERABADNo.ASF/Q 01
No. A/SF/M 01/Carriage Fans

Dy CMM/E
Dt. 14/03/16
Sub : Procurement of Railway Carriage Fans 110 Volts DC, 400mm

Sweep.
PO No. 90860 & 90861 Dt. 21/04/15
Ref : Your Note No:28 of Case file No. PE. 45-15-1110
-oOo-
The subject Proposal for vetting of two MPOs with revised lower rates against
30% quantity is examined and following ae the observations:
1. A self contained Proposal to operte lower rate on 30% quantity against the two
POs No. 90860 7 90861 dated 27/04/15 may be submitted for Finance
concurrence with the Administrative approval of competent authority.
2. Sanction of competent authority for extension of DP to PO No.90860 upto
28/12/15 may be placed on record.
3. Results of Tender for the subject item for next Contract Period which was due to
be opened shortly as per CMM/Es endorsement at N/27 may be specified.
4. Details of LD imposed on delayed supply of the first Lot by M/s Light Engg
Coporation may be furnished.
ENCL: case file.
E.V.SHIVARAMAKRISHNA)
Sr.AFA/SF
OFFICE OF THE
SECUNDERABAD
No.ASF/E 01
15.03.2016
Dt.
Dy CE/Tr II

Dt. 8.12.15 & 03.01.16
Dt. 15.03.16.
-o-
The Proposal for vetting of freight charges applicable for the PSC Sleeper inputs
i.e., Cement, HTS wire and SGCI inserts from the nearest 1 st and 2nd sources to
Sleeper Plant of M/s The Concrete Products & Construction Company, Kondalpalli
applicable for the period of 01.04.15 to 23.07.15 as per CCMs Lr No.
C.480/RQ/171/2015 Dt. 23/7/15 has already been vetted vide this office letter at
ref-2.
The Proposal is resubmitted vide ref-3 duly changing the sources for Cement
and HTS wire. Reasons for changing the sources during the course of the execution of
Contract may be placed on record along with supporting documents and sanction of
competent authority.
RISHNA)
(E.V.SHIVARAMAK
Sr.AFA/SF
(E.V.SHIVARAMAKRISHNA)
Sr.AFA/SF
OFFICE OF THE
SECUNDERABAD
No.ASF/E 01
15.03.2016
Dy CE/Tr II
Dt.
Dt. 8.12.15 & 15/03/16.

Dt. 15.03.16.
-oRailway Board vide lr No.Lr.No.2015/Track-II/22/15/6/71232/NCL advised

the source of supply to Sleeper plant located in Kondapalli as M/s NCL Indutstries
Ltd., Kondapalli.
As Per the Railway Boards letter enclosed the Cement Plant of M/s NCL is
located in Kondapalli itself where the Sleeper Plant of M/s The Concrete Products &
Construction Company is also situated. Hence the subject Proposal to adopt the rate
of M/s NCL at JPTN (Jaggayyapet town) to Kondapalli @ of Rs. 198.50 is not
applicable.
(E.V.SHIVARAMAKRISHNA)
Sr.AFA/SF
NOTE
Dt. 16/03/16.
Sub: Exercising of +30% option clause for manufacture and supply of
Welded portions with 3 piece PF Modulds etc., with Auto tapping
thimble against the following two POs. on M/s ITC Ltd.
(i) PO No. W.509/1/13/PORTIONS/13-14/W6 Dt. 17.7.14
(ii) PO No. W.509/1/13/ATT/14-15/W6/ST Dt. 14.11.14.
Ref: Notings from n/56 to N/60 of file No. W.509/1/13/PORTIONS/
13-14/W6 & N/25 of case file No. W.509/1/13/ATT/14-15/W6/ST.
-oThe subject Proposal is for exercising of +30% option clause on the two POs
mentioned above against M/s ITC Ltd.. PCE has accorded administrative approval for
operation of +30% option clause. The Proposal is examined and following are the
observations:
1. Initially open tenders were invited vide T.No. GM/W/SC/Welding Portion/ 1314/01 Dt. 10.9.13 for Manufacture and supply of welding portions with three
piece pre-fabricated Moulds and other connected consumables suitable for 60

Kg/90 UTS and 52 Kgs/90 UTS and welding sections to all Divisions of SCR.
After negotioations with the L1, the tender was awarded by SAG level TC
(N/12 to N/33) to M/s India Thermit Corporation Limited, Kanpur for a total
value of Rs.10,39,57,390.00 vide PO No. W.509/1/13/PORTIONS/13-14/W6
Dt. 17.7.14.(f/433).
2. Railway Board vide Lr.No.Track/21/2007/010/AT Welding Dt. 03.06.14 advised
to procure welding portions only with Auto tapping thimble. In the PO
mentioned above tender schedule stipulated Manual thimble and RDSO
refused to inspect/pass the welding portions supplied by M/s ITC with Manual
thimble.
As Auto tapping thimble of other firms is not compatible to the portions
supplied by M/s ITC/Kanpur, it had become necessary to procure th Auto
tapping thimble from M/s ITC only through a single tender with finance
concurrence (N/38) and the approval of GM (N/40). Accordingly single Tender
was awarded to M/s ITC for supply of 51,830 Nos of ATT @ Rs.295/- and a total
value of Rs. 1,52,89,850.00. (N/3 to N/10 of case file No.
W.509/1/13/ATT/14-15/W6/ST by a JAG level TC with Dy CAO/S&W as
finance member).
3. While communicating concurrence for inviting single tender from M/s ITC for
supply of ATT,

Cos Option Clause Q O1

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OFFICE

FINANCIAL ADVISER AND CHIEF ACCOUNTS OFFICER (S&W),

Obtaining the Sanction of original accepting authority, ie.,

Obtaining the personal approval of PHOD for utilization the NS

Fixing reasonable delivery schedule for the enhanced

Ensuring availability of funds during the current financial

Getting the MPOs vetted by Stores Finance section.

Encl : The concerned file.

Earlier, when a proposal for exercising (+)30% option clause on

Necessary ANE (L/F-285) and one NS indent (L/F-248) are

Name of the firm

M/s. Frontier Alloy Steels Ltd, 2444

1503 Nos 61.50%

M/s.Rausheena Udyog Ltd, 450 Nos

As it can be seen from the above that the firm M/s.

The financial implications of the proposed option clause are

Original Value of the three POs.

Original Qty in the POs.

Original Value of the PO.

Original Qty in the POs.

(+) 30% option quantity

Qty already utilized under option clause

Total Value of the PO after exercising (+)

Original Value of the POs.

Original Qty in the POs.

Pvt ltd/HYB- 53.46kms.

As the subsequent tender committee has already

Ensuring that no lower rates have been received in terms of para

Fixing reasonable delivery schedule for the enhanced quantity.

(ii) Ensuring availability of funds during the current financial year.

Getting the MPOs vetted by Stores Finance section.

This issues with the approval of FA&CAO/S&W.

Necessary ANE (L/F-493/494) for a quantity of 331586 Nos is available in

The financial implications of the proposed option clause are as follows:

Original Value of the PO.

Original Qty in the PO.

Total Value of the PO after exercising (+) 30%

It is certified by the stores department that the performance of

The original DP of the firm is available upto 30.04.13.

Obtaining the Sanction of original accepting authority, ie., COS.

Ensuring that no lower rates have been received in terms of para

Fixing reasonable delivery schedule for the enhanced quantity.

Ensuring availability of funds during the current financial

Obtaining the Sanction of original accepting authority, ie., COS.

Obtaining the personal approval of PHOD for utilizing the NS

Ensuring that no lower rates have been received in terms of

Ensuring availability of funds during the current financial year.

Getting the MPOs vetted by Stores Finance section.

Encl : The concerned file.

Stores branch stated that a new tender has been opened on

Necessary ANE (L/F-166) is available in the case file to cover the

It is certified by the stores department that the performance of the

The financial implications of the proposed option clause are as

Original Value of the PO.

Original Qty in the PO.

Total Value of the PO after exercising (+)

Obtaining the Sanction of original accepting authority, ie., COS.

Fixing reasonable delivery schedule for the enhanced quantity.

Encl : The concerned file.

It is proposed to invoke (-) 30% quantity option clause on the above

In view of the above, if approved we may concur the proposal to exercise

Submitted for kind perusal and orders please.

Obtaining the Sanction of original accepting authority, ie., CMM.