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Annual Maintenance Contract for any works/service contracts to OEM/OES may be for five
year at a time wi t h PV i f an y s u bject to ap pro val o f c once rned Director
a n d in c a se o f T A A i s B oard/ C hairman , a p p r o val o f c o ncer ned Me mb er
s ha l l be o b ta i n e d.
However in case of hiring of vehicle, period of contract with suitable PV clause may
be considered for initially 3 years and followed by one / two year extension depending on the
performance but total extension not more than 2 years.
Site Maintenance contracts may be entered into rate contract after finalising the detailed Job
specification/description. For working out the security deposit, where the contract is extended
more than one year, if the contractor has submitted BG for Security Deposit cum performance
guarantee, the same is required to get extended accordingly. Alternatively the contractor may
submit a new BG and the earlier BG may be released.
The contracts for transport would be a service contract and not to be termed as Works Contract.
The Public Sector undertakings if awarded such contracts would be required to work
as
Contractors and if sub-contractors are engaged after obtaining of approval of TIA.
The
payments to contractors would be released after proper verification of documents, both by the
indenting department and the Accounts.
2. Identification of items to be covered under the Rate Contract.
(a) Items whose requirements are continuous throughout the year and holding of high inventory
level for a long period may not be feasible to optimize inventory cost, shall be covered under
Rate Contract.
(b) Items like Reinforcement Steel, Cement, Office stationeries, Chemicals, Lubricants, Petrol &
Diesel, G.I. Pipes, Medicines, Transportation Welding Electrodes, Packing (both Metallic and
Non-Metallic), Fastens, Hand Tools, Cutting Tools and Abrasives, Surface Coating Materials
(Paints etc), Bearings &Accessories, V Belts, Lab. Chemicals, Office Furniture, Guest House
Furniture, Switches, Plug Tops and Misc. similar materials, lamps, florescent Tubes, Fuses etc
etc. may be brought under Rate Contract. This list is only exemplary and not exhaustive
and
many more items can be considered for rate contract like Conveyor Belts,
Personal
Computers, and structural Steel
etc.
(c) Indents complete in all respect of item for the requisitioning department shall reach
the procurement section well in advance.
(d) After receipt of indents, a tender committee comprising representatives of
Purchase/Technical Section/TIA, Finance & User Department will decide and finalize the
items for which Rate Contract to be made. The same is to be approved by CMM/Station
Chief/CE. After deciding the items for which RC to be made, sources of procurement
may be standardized using methodology described earlier.
W& P Manual – 2012 Page 90