Tender Notice & Tender Forms - Works Contracts

Tender Notice - Works Contracts

 

Source: 1238 E 

       

•         Sufficient period should be given for the submission of tenders by the Contractors.

 

 

 

Works Contracts	Tender Notice period	Remarks
Normal	30 days
Up to Rs. 1 Crore	21 days	Concurrence not required Approval of CAO/DRM Through IREPS
Up to Rs. 2 Crore	14 days	Concurrence required Approval of CAO/DRM Through IREPS

 

 

    Minimum Tender Notice Period  - shall be reckoned from the date the tender is published on the e-tendering website i.e., IREPS - Indian Railways Electronic Procurement System & date of publication of notice in Newspapers 

 

          Tender Notice (to be published in newspapers) should be crisp and clear and they should not have unnecessary repetitions and ambiguity.

 

          No need to give exhaustive details in Tender notice (to be published in newspapers) causing loss of revenue to the Railways, as the complete details are available in the concerned website as well as available in the Office Notice board

 

 

          Tender Notice should be sufficient having the following details:

 

1.     Name of Work with its location

2.     Approximate Cost of the Work

3.     Cost of Tender Form

4.     Address of the office from where the tender form can be purchased

5.     Earnest Money to be deposited

6.     Completion period of the work

7.     Date & Time for submission of tender and opening of tender

8.       Website particulars and notice board location where complete details are available

       Cost of Tender forms

Works costing (Rs.)	Amount (Rs.)
Up to 5 Lakhs	1,000
5 Lakhs to 20 Lakhs	2,000
20 lakhs to 50 lakhs	3,000
50 lakhs to 2 Crores	5,000
2 Crores to 50 Crores	10,000
50 Crores and above	25,000

 

In addition to the above,

 

     Rs.200 per Plan/Drawing (attaching to Tender form)

 

     Rs.500 per Tender Form for sending the same to Contractor by Registered post.

Completion Reports

 Completion Reports

•  Source: 17th Chapter of Engineering Code   

• At the time of closing of Construction works, any items which were in progress should be completed and the accounts of the Project should be closed as soon as possible.  

• The Project Engineer should therefore take prompt action as follows:

1. To bring into account all charges and credits pertaining to the Project. 

2. Take steps to liquidate all outstanding liabilities.

3. Clear Suspense balances.

4. Pay up outstanding Contractor’s claims

5. Dispose of all surplus stores and tools and plants returned from work. 

6. After all charges and credits relating to the Project have been booked in the accounts of the Project, a CR - Completion report of the Project should be prepared. 

 

Objects:  

1. To compare the cost of work actually constructed with those provided in the last sanctioned estimate . 

2.  To close the accounts of the work. 

3.  To serve as a lesson to prepare the estimates for similar future works more realistically.

4.  To regularise the excess over sanctioned estimate

5.  To transfer the expenditure reported in CR to Open Line through TWFA

• Details: It should state the expenditure in the same details as the abstract estimate sanctioned by the Railway Board and should indicate any material modifications thereto. 

• Verification: By Accounts Officer

• Submitted to:  Railway Board

• Target: Within 18 months from the end of financial year in which the completed estimate is submitted. 

• Example:  Suppose the Completion estimate is sanctioned in June, 2018.  The end of the Financial year is March, 2019. Hence the due date for submission of Completion Report is 18 Months from March, 2019 i.e., September, 2020. 

 

•  Addl information in CR:  Any other information as would in the opinion of the Railway administration be of interest to the Railway Board. 

 

• Form E. 1706

COMPLETION REPORT FOR THE WORK................

Particular Heads of Account and Description of works	Amount of Estimate with reference to authority for sanction	Actual Expenditure	Difference		Remarks & Explanations
			Excess	Saving

• Explanations: 

1. Excesses:  Not less than 10 % or Rs. 25000 whichever is less over the Estimate  - Sub work wise. 

 

2. Savings: Not less than 20 % or Rs. one Lakh whichever is less over the Estimate  - Sub work wise. 

• If variations are within 5 % of the Sanctioned Estimate, the respective Engineer is authorised to approve CR behalf of GM.  

 

• CR of New Railway Lines:   Accompanied by a Comparative statement showing the literal prospects of the line as anticipated and updated with ref to the Completion Cost. While working out, the changes happened for the estimate of Earnings up to the date should have been taken into account while working out the financial prospects. 

 

• CR of Works costing less than Rs. One Crore

1.  Should be considered as completed when it funds the purpose for which it when sanctioned, was intended,

2. and when there has been no expenditure thereon for 3 months thereafter. 

3. All outstanding debits and credits - as a rule adjusted in the account of work within 3 months of the date of completion. 

4. The account of a completed - should be closed 6 months after the date of completion and CR should be drawn.

5. CR should be prepared in the same work as that for works costing over Rs. One Crore. 

6. Explanations:  Excesses and Savings - 5% or Rs.10000 whichever is less.  

7. Should be submitted within 6 months of the Completion of the Work.  

8. No expenditure is recorded for 3 consecutive months - Accounts officers should call for the CR. 

9. Uncompleted Works - The executive officer should advise the Accounts Officer of the probable dates of completion and submission of the completion reports.

10. Abnormal delay in the submission of reports by the executive officers should be brought to the notice of the Head of the Railway Administration by the accounts Officer.

• Sanctioning of CR: 

1. The authority who accorded the Administrative approval to the work for information or regularisation. 

 

2. Structural & Track Renewal works or Works costing over Rs.2.5 Crores included in the Budget with prior approval of Railway Board or Out of Turn works sanctioned with the administrative approval of Railway Board being beyond the GM’s powers         -   GMs  

 

3. Where Material modification involved or beyond the GMs powers  - Railway Board.  

Accounts verification: 

1. Check that the CRS have been prepared in the proper form

2. Check the entries with the particulars of sanction and  booked outlay. 

3.  Correctness of postings of all final bills in the CR

4. Test checking the correctness of a percentage of other items. 

5. Satisfactory explanations for excesses and savings. 

6. Unused materials are returned to Stores or  transferred elsewhere and the account of work credited with their value. 

7. CRRM - Credits for the Railway Released Materials provided in the estimate - adjusted against the work or not

8. Verification Certificate should state the authority competent to sanction the outlay in the Report. 

Completion Statements: 

• In case of works - Expenditure on such works is within the competence of the Head of Railway to sanction.  Formal CR on the prescribed form need not be prepared. 

• All information required in CR, the Accounts officer certificate and the sanction of the competent executive authority may be recorded in the Works Registers under the relevant columns. 

• E1744 - Completion Statement

1. Reference to estimate.

2. Amount of sanctioned estimate.

3. Actual expenditure as finally booked.

4. Brief explanation of excess or saving. 

Problems facing drawal of CRs

1. Works Registers not being up to date

2. Old works –no Records

3. Final Bills yet to be passed

4. Adjustments pending

5. No Funds

6. Arbitrations and Disputes

7.  Lethargy and Slackness

8.  No adequate  monitoring at higher levels

9.  Frequent changes in staff/Jurisdictions 

10.  Lack of interest & guidance

11.  Large variations in Cost and Sanctions

12.  Non-realisation of Credits 

13.  Vigilance Cases/Audit Objections

14.   Mobilisation Advance remaining unrecovered 

15.  Compensation for land acquisition not finalised in courts

Suggestions: 

1. Reconciliation of Works Registers with the records available in the Accounts Office. 

2.  Draw up provisional CR in case any Arbitration case is pending or balances lying under MAS or MAC (Risk & Cost) 

3. Submission of Part CRs to the coordinating Dept for inclusion in the General CR. 

4. Finally, after the sanction of Competent Authority is obtained, action is to be taken to write to Sr.EDPM to close the work code, for stopping further printing of Works Register.

• accounting and financial principles envisage that the accounts of the completed works should be closed as expeditiously as possible so that the housekeeping in both the Accounts and Executive Departments will be in order.

####

MCQ on Expenditure (89 Questions)

 

Click here for MCQ on Expenditure

MCQ on GCC for Works, 2020 July

 

MCQ on GCC for Works, 2020 July

Click for GCC for Works, 2020 July

   

By M Nageswara Rao 9492432160

Dated: 08.08.2021

S.No	Multiple Choice Questions	Answer
1.	The first and foremost document in the Order of Precedence of Documents as Per 1.01 of GCC for Works, 2020 July is _____   A.    IR Standard GCC updated with correction slips issued up to the date of inviting Tender B.     Special Conditions of Contract C.     Letter of Award D.    Schedule of Items, Rates & Quantities	C
2.	Limited Tenders shall mean Tenders invited from all or some contractors on _________   A.    Approved List of Contractors with the Railway B.     Select List of Contractors with the Railway C.     Either A or B D.    Neither of above	C
3.	Contractor’s authorized Engineer shall mean ________   A.    More than 3 years’ experience – Relevant field – Approval of Engineer. B.     More than 5 years’ experience – Relevant field – Approval of Engineer. C.     More than 3 years’ experience – any field – Approval of Engineer. D.    More than 3 years’ experience – Relevant field – Approval of Engineer not required.	A
4.	List of Approved Contractors in Railway shall be revised periodically once in a ______ .   A.    2 Years B.     3 Years C.     6 Months D.    1 Year	D
5.	Date of inviting Tender shall be reckoned as ______   A.    Date of publishing Tender Notice on IREPS Website (if published on Website) B.     Date of Publication in Newspaper (in case Tender is not published on Website) C.     Either A or B D.    None of these	C
6.	Notices shall be sent to the Contractors in the Approved list of Contractors through __________   A.    Registered e-mail address B.     Registered Postal address C.     Either A or B D.    Both A & B	D
7.	The EMD shall  be rounded to the nearest ________   A.     Rs.100 B.    Rs.10 C.   Rs. 1000 D.   No such Rounding off	A
8.	Which one among the following is incorrect?   A.     EMD is 2% of the value of work, if the work value is up to Rs. 1 Crore B.     If value of work is beyond Rs. 1 Crore, the EMD is Rs.2 Lakh plus 0.5 % of  the excess of the estimated cost of work beyond Rs. 1 Crore subject to maximum of Rs. 1 Crore C.    EMD of successful tenderer is retained as part of SD - Security Deposit D.     EMD is applicable to Open Tenders only	D
9.	Firms recognized by ____________ as "STARTUPS" shall be exempted from the payment of EMD.   A.     Ministry of Commerce & Industry B.     Dept for promotion of Industry and Internal Trade C.     Railway Board D.    Dept of Industrial Policy & Promotion (DIPP)	D
10.	Which one among these is not a valid reason for forfeit of EMD by the Railways.   A.     Resile/abandon the work by successful tenderer. B.     Fails to submit the PG - Performance Guarantee within validity of time. C.    Fails to submit the SD - Security Deposit within validity of time. D.    Modify the terms & conditions thereof in a manner not acceptable to the Railways.	C
11.	The payment mode of EMD is ______   A.    Deposited in Cash through e-payment gateway or as mentioned in Tender Documents B.    As mentioned in Tender Documents only C.   Deposited in Cash through e-payment gateway only D.   Deposited in cash at Railway Cash Office or though e-payment gateway	A
12.	RCM stands for ______________   A.    Reverse Charge Method B.    Reverse Charge Mechanism C.   Retain Charge Mechanism D.   Reverse Credit Mechanism	B
13.	Work Orders for works not exceeding_______   shall be issued under the agreement for Zone Contracts.   A.    Rs. 1 Lakh B.     Rs. 5 Lakh C.     Rs. 10 Lakh D.    Rs. 50 thousand	B
14.	No Technical & Financial credentials/eligibility criteria are required for Tenders having value up to ______   A.    Rs.25 Lakhs B.    Rs. 2 Crores C.   Rs. 5 Crores D.   Rs. 50 Lakhs	D
15.	Financial Eligibility – Tenderer must have received contractual payments in the ______________________ at least 150 % of the advertised value of the Tender.   A.    Previous 7 financial years and the current year up to the date of inviting the Tender B.     Last 7 years ending last day of month previous to one in which the Tender is invited C.     Previous 3 financial years and the current year up to the date of inviting the Tender D.    Last 3 years and the current year up to the date of inviting the Tender	C
16	Technical Eligibility – Tenderer must have completed the similar works (3 works & each 30 % of advertised value or 2 works & each 40 % of advertised value or 1 work & each 60 % of advertised value) during the __________.   A.    Previous 7 financial years and the current year up to the date of inviting the Tender B.     Last 7 years ending last day of month previous to one in which the Tender is invited C.     Previous 3 financial years and the current year up to the date of inviting the Tender D.    Last 3 years and the current year up to the date of inviting the Tender	B
17	On found any information submitted by the Tenderer is false or forged or incorrect, the consequences are i) Forfeiture of EMD, PG & SD available with the Railway ii) Forfeiture of Other dues to be paid to the Contractor if any under this Contract iii) Banned for awarding the Contract for a period up to 5 years  iv) Impose the fine of 2 % of the Contract Value   A.    Consequence i) only B.     Consequences i) & ii) C.      Consequence iv) only D.    Consequence i), ii) & iii)	D
18	Bid Capacity is required for the Tenders valued above __________   A.    Rs. 20 Crores B.     Rs. 2 Crores C.     Rs. 5 Crores D.    Rs. 100 Crores	A
19	Bid Capacity formulae is __________   A.    {A x N x 2}  - B B.     {A x N x 3}  - B C.     {A x N x 2}  + B D.    {A x N x 3}  - B	A
20	The Contract documents shall be signed in ______ by the Railway and the Contractor   A.    Duplicate B.     Triplicate C.     Quadruplicate D.    Quintuplicate	B
21	Temporary Works means (as per GCC for Works) _______   A.    Required for the completion of the Works B.     Required for the maintenance of the Works C.     Works which are completed in the period of Two months D.    Both A & B above	D
22	In case Non-Railway bodies/persons are permitted to use Railway premises with competent authority’s approval, the following charges may be levied from time to time.   A.    Conservancy Charges B.     General charges C.     Way Leave Charges D.    Lease charges	A
23	In case of Subletting of Works, total value of work to be assigned to Sub Contractor (s) shall not be more than ______  of Total contract Value.   A.    20 % B.     30 % C.     50 % D.    75 %	C
24	Security Deposit can be permitted by depositing Bank Guarantee Bond – subject to i) Contracts value Rs.50 Crores or above ii) after execution of Contract documents  iii) before execution of Contract documents iv) before payment of 1st on account bill v) Irrespective of Contracts value   A.    i) , ii), iv) B.     iii), iv), v) C.     i) iii), iv) D.    None of the above	C
25	Total number of Documents in the Order of Precedence as per 1.01 of GCC for Works, July 2020 is ____   A.    10 B.     11 C.     12 D.    9	B
26	PG – Performance Guarantee shall be submitted within ____ from the date of issue of LOA – Letter of Acceptance   A.    21 days B.     30 days C.     7 days D.    60 days	A
27	Extension time for submission of PG beyond ____ and up to ________from the date of issue of LOA   A.    21 days & 60 days B.     30 days & 90 days C.     7 days  & 21 days D.    60 days & 120 days	A
28	Penal interest charged for delay submission of PG is ______ A.    10 % Per Annum B.     12 % Per Annum C.     15 % Per Annum D.    18 % Per Annum	B
29	PG shall be initially valid up to the stipulated date of completion of work plus _______ A.    30 days B.     0 days C.     60 days D.    90 days	C
30	Additional PG amounting to 5% for the excess value over the original contract value, if value of the contract increases by more than ______ of the Original Contract value.   A.    10 % B.     15 % C.     20 % D.    25 %	D
31	PG shall be released to the Contractor after A.    Completion of Physical Work B.     Completion of the Physical Work plus 60 days C.     Completion of the Physical Work & Maintenance Period if any D.    None of the above	A
32	Variations: Quantities operated beyond 125 % but up to 140 %, Rates to be paid at A.    96 % of the rate B.     98 % of the rate C.     100 % of the rate D.    None of the above	B
33	Variations: Quantities operated beyond 140 % but up to 150 %, Rates to be paid at A.    96 % of the rate B.     98 % of the rate C.     100 % of the rate D.    None of the above	A
34	Variations: Quantities operated beyond 150 %, Rates to be paid at A.    Will be avoided. But 96 % of the rate paid at exceptional unavoidable circumastances B.     Not permitted at all C.     Will be avoided. But 90 % of the rate paid at exceptional unavoidable circumastances D.    None of these	A
35	Base month for PVC – Price Variation Clause shall be taken as ____ A.    Month 28 days prior to the opening of Tender incl: extensions, if any B.     Month 28 days prior to the opening of Tender excl: extensions if any C.     Month 14 days prior to the opening of Tender incl: extensions, if any D.    Month 15 days prior to the opening of Tender excl: extensions, if any	A
36	Labour component as per PVC is _____ A.    15 % B.     20 % C.     30 % D.    25 %	B
37	Sole Arbitrator is appointed in claims not exceeding the value of _____ A.    Rs. 50 Lakhs B.     Rs. 1 Crore C.     Rs. 5 Crore D.    Rs. 10 Crore	B
38	Sole Arbitrator shall be appointed within ______ from the day when a written and valid demand for Arbitration is recd. by the GM A.    30 days B.     45 days C.     60 days D.    15 days	C
39	Serving Gazetted Railway Officers of not below _____ and Retired Railway Officers not below   _______ one year after his/her date of Retirement A.    Sr.Scale & JA Grade B.     JA Grade & JA Grade C.     JA Grade & HAG Grade D.    None of the above	D
40	Contractor shall be entitled for a Bonus of ____for each 30 days early completion of Work A.    1 % B.     2 % C.     3 % D.    4 %	A
41	Maximum Bonus shall be limited to ______ of Original Contract Value A.    2 % B.     5 % C.     3 % D.    10 %	C
42	Bonus for early completion of work in Open Tenders is applicable for works valuing above ________ A.    Rs.10 Crore B.     Rs. 20 Crores C.     Rs. 5 Crore D.    Rs. 50 Crore	B