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authority for acceptance before commencement of works / Services and claiming advance amount
if any, as per provisions of the contract.
The said agreement (to be submitted in triplicate) will be duly signed by both authorised
representative of DVC and authorised representative of vender. One such copy of agreement, on
acceptance should be invariably be given to respective head of Accounts department of
plant/field
/ Corporate
offices.
In case of exigencies in respect of AMC/Service Contract, Dir/HOD/Plant Chief / CE may grant
relaxation regarding time frame for submission for contract agreement.
52. FOLLOW-UP/EXPEDITING OF ORDERS AND PAYMENT
PROCESS:
The concerned Purchase Executive/consignee concerned shall be responsible for effective
and timely follow up and expediting with the vendor till all the materials are received and
accepted as per Purchase Order and payment is released to the Vendor within 15 working days
from the date of receipt of materials/invoice in regard to procurement of materials (excluding
Project & Works Contract). Similarly, Concerned Engineer-in-charge shall be responsible for
effective and timely follow up and expediting with the vendor till the entire work/services is
completed/ delivered as per terms of W.O. and payment is released to the Vendor/Contractor
within 15 days from the date of submission of bill in regard to works. The award of
P.O./W.O./LOA/LOI is not the end of any
contract process, rather it is the beginning of a long and complex set of operation in an
effective and time bound manner. It calls for sharing the responsibilities by more than one
department in all stages of contract execution. The contract cell executive / consignee /
Engineer-in-Charge concerned shall be responsible for effective and timely follow up and
expediting with the vendor till the contract is executed in full and accepted by Indenter and full
payment is released to the vendor. Concerned contract executive / Engineer-in-Charge shall
also be responsible for settlement of all discrepancies and disputes that may arise in course
of execution and up to the stage of final payment against each contract. The contract shall be
treated as finally closed after receipt and acceptance of goods/services / completion of work
schedule by the Indenter as per terms of contract and payment made to the vendor in full and
final settlement of all other issues, including release of Security Deposit against Performance
Guarantee as per terms of the contract.
In order to monitor the post contract management and to release payment to
vendors within 15(fifteen) working days from the date of receipt of materials/invoice etc. in
regard to procurement of materials (excluding Project & Works Contract) the following
guidelines may please be considered:
Consignees on receipt of PO/LOA/LOI should follow up at appropriate time with
the supplier/vendor regarding the delivery programme / inspection schedule before
the expiry of stipulated schedule as per the contract.
On expiry of the contract, LD Clause will come into effect automatically unless
the contract is amended with revised delivery period. However, in case delivery effected
W& P Manual – 2012 Page 78