PROCUDURE FOR E-PROCUREMENT OF TRACK FITTINGS FOR TARGETED

PROJECTS UNDER ER/CONSTRUCTION IN THE CURRENT FINANCIAL YEAR

This module contains collection of un-vetted indents of different track fittings for laying track in the
Permanent Way, as per requirements of the targeted construction projects as decided in the current
financial year, from the respective field units, compilation of those indents item-wise in respect to
provision of Estimates, sanction by the competent authority as per USOP after vetting and duly signed
by respective Finance Officer as per guideline of the Railway Board, creation of Purchase Proposal as
per store code against the original individual vetted indent(s) through e-tender on IREPS system,
controlled by CRIS/NEW DELHI, publication of e-tender through uploading procedure etc., finalization
of tender(s) after opening on and after due date and time, then creation of Purchase Order(s) etc. for
final procurement of the said track fittings at the central store under DSK/Con/Asansol and distribution
of the same to the construction project(s) on demand and so on

The simple steps are discussing elaborately as under:

1. COLLECTION OF UN-VETTED INDENTS OF THE TRACK FITTINGS FROM DIFFERENT FIELD UNITS OF THE TARGETED
CONSTRUCTION PROJECTS IN THE CURRENT FINANCIAL YEAR AS PER ALLOTED FUND.
2. VETTING OF SAID INDENTS FROM CONSTRUCTION ACCOUNTS AFTER COMPILATION OF INDIVIDUAL ITEMS AS
PER PROCEDURE IN THE STORE CODE.
3. SANCTION OF VETTED INDENTS AND APPROVAL OF CALLING OF e-TENDER ON ORIGINAL INDENT.
4. CREATION OF TENDER THROUGH e-TRNDER IN GOODS AND SERVICE (NEW) MODULE.
5. FINALISATION OF e-TENDER AFTER OPENING.
6. ISSUE OF PURCHASE ORDER AFTER ACCEPTANCE OF AAL AND SUBMISSION OF SECURITY DEPOSIT.
7. DELIVERY AND DISTRIBUTION.

DETAILED DESCRIPTION OF ABOVE SIMPLE STEPS

1. COLLECTION OF UN VETTED INDENT OF THE TRACK FITTINGS FROM FIELD UNITS OF THE TARGETED
CONSTRUCTION PROJECTS IN THE CURRENT FINANCIAL YEAR AS PER ALLOTED FUND.
i) Project wise and item wise collection of P. Way materials from field units in a prescribed
indent pro-forma before the month of October of preceding year.
ii) It will take about 15-30 days by field units for submission of their indents to Track Cell
section.
iii) The indented quantities are to be reviewed by comparing with concern Estimates and
with earlier vetted quantities.
iv) If found Ok then Essentiality to purchase certificate will be achieved from concerned
territorial JAG Officer. After compilation, Track Cell section forwarded the Indents to
Accounts for Vetting within a week time.
 v) If the indent quantity is exceeded with estimated provision then a clause is incorporated
in the field indent that The extra quantity over the estimated provision will be
regularized in due course of time through revised estimate.

2. VETTING OF SAID INDENTS FROM CONSTRUCTION ACCOUNTS AFTER COMPILATION OF INDIVIDUAL ITEMS AS
PER PROCEDURE IN THE STORE CODE.
i) The collected Indents are processed for vetting by Accounts.
ii) It will take about 30 days to Accounts for vetting the indents.

3. SANCTION OF VETTED INDENTS AND APPROVAL OF CALLING OF e-TENDER ON ORIGINAL INDENT

(I) REGISTERING NON STOCK INDENT / NON STOCK REQUISITION
i) The non stock indent is registered going through various stages in IREPS as follows.
ii) Filling up form for entering details of the Non Stock Demand. This is for entering all the
details of the Non Stock Requisition as received from Indentor.
iii) After filling up all the fields of the header/top portion of the firm, then save it. Once the
header portion is saved, the item window gets activated and user can enter items one
by one.
iv) After proper selection of major group and sub group, enter all the details of the item
and select the consignee from drop down list or enter consignee and save the form.
v) After the item is saved, you will allow further items to be added against the same
requisition.
vi) Once all the details of the item/items are filled up, the Save Demand Details button
should be pressed to activate the Register Demand button. Non Stock Proposal/File No
as per HQ purchase section sequence will be generated automatically.
vii) The N.S Demand will be saved and File No/Tender Case No will be generated based on
the purchase section of the item in the N.S. Demand.

(II) CREATION OF PURCHASE PROPOSAL OF NON STOCK DEMAND

i) Creation of new Purchase Proposal in IREPS.
ii) Enter vendor name for purchase.
iii)Only the concerned Officer will be able to approve the purchase proposal as per
Schedule of Power (SOP) as entered by zonal System Administrator of IMMS.
iv) The Officer from the drop down list should be selected which will show the Officers of
the relevant purchase section only.
v) After the approving officer approves the proposal, it gets converts to a Tender.
(III) CLUBBING OF PURCHASE PROPOSALS/ REGISTERED DEMANDS
i) For regular Stock Demands (AES or SRS) this facility may be used by railways where
depots send the demands after manual correction of demands and vetting by associated
finance to HQ purchase office for procurement action. The purchase user may enter a
particular PL No or may populate the list of demands after selecting the Demand
generation year and month from the drop down list in the Quantity Working Sheet
form.
 ii)Enter the Demand No or File No to be clubbed with this particular Purchase Proposal.
If the clubbing is successful, then user will get a message indicating that the demand has
iii)
been clubbed. This way multiple proposal/demands can be clubbed for creation of a
tender.
4. CREATION OF TENDER THROUGH e-TRNDER IN CRIS MODULE
(I) NIT
i) Once the Tender Publish form is opened, the drop down list will show the approved
purchase proposals ready for tendering and publishing. User should select the correct
Purchase Proposal for tendering.
ii) After selection of the Purchase Proposal, the data get populated. At this stage only
Evaluation criteria, Inspecting authority and validity is to be entered.
iii) Before publishing of e-tender, a draft copy is printed out for final review of concern
AEN/DEN.
iv) If found correct then the tender is finally published after advise of concern Dy. CE / CE.
v) The tender opening date is fixed with a minimum of 21 days from the date of publishing
NIT. The system allotted TOD can be edited by Officer holding JA grade or above only in
case of urgency. While approving and publishing the Tender, the Edit button will appear
beside the T.O.D filed in case of Officers holding J.A. Grade or above. Tenders can be
approved and published by Officers as per the S.O.P as populated by zonal System
Administrator.
vi) Once a Tender is published to IREPS, rest of the process viz Bidding, Tender Opening,
Assigning to Officer, Negotiation (if any), Acceptance, and L.O.A will be covered in IREPS
only. Only Purchase Order is to be generated from iMMS which will be digitally signed
and will be delivered instantly in the In-Box of successful vendor.
5. FINALISATION OF TENDER AFTER OPENING
After opening of tender, it goes through different bidding process. The documents
submitted by different Agencies are processed for verification. If the lowest bidder is
qualifies for document verification then he is subjected for TC Minutes stage,
Negotiation, BG bond etc. If not qualifies then the 2nd lowest bidder will get benefit for
next process.

(I) TC MINUTES STAGE OF TENDER

A meeting is held in association with the officers of different branches, for finalization of
tender. The tender may discharged by the committee if not satisfies the terms and
conditions. Then 2nd time re-tendering may be processed which may take the equal time
as described above.

6. ISSUE OF PURCHASE ORDER AFTER ACCEPTANCE OF AAL AND SUBMISSION OF SECURITY DEPOSIT
(I) CREATION OF DRAFT P.O
 i) On the Due date, Tender will be available in the drop down list beside the Tender No.
after selecting the Tender No, vendor is to be selected from the drop down list beside
the V. code field. List of vendors who have participated against the subject Tender in
IREPS will be populated. Initially, vendors will have to be selected manually, but after
some time, the vendors selected for LOA in IREPS will be populated with all the details.
ii) Creation of new draft purchase order by entering Basic Rate, Discount, Sales Tax, Freight
and other expenses manually one by one.
iii) Entering the conditions for the Particular purchase Order.
(II) APPROVAL AND PUBLICATION OF P.O
i) After entry of all the relevant details in the Draft P.O, the same will be ready for
numbering, digitally signing and publishing to Vendor in IREPS instantaneously.
ii) After clicking on Authorize/Number button on the top of the Draft P.O, a new window
will appear for allotment of 5 digit P.O number. This button will be user specific i.e as
per S.O.P value as entered by the zonal System Administrator.
(III) MODIFICATION OF P.O
i) In the P.O Modification form, the Purchase Order No is to be selected against which the
modification is being created.
ii) After filling up the header portion and selection of the M.A signing Officer, the header
portion should be saved to generate the MA Key. After generation of MA Key the Add
Mod Para button will be activated to select the modification area of the Purchase Order
against which the modification is being done.
iii) User will have to select PL No and P.O Sr No against which the modification is being
done. If this modification is applicable for all items and all consignees, the for All Items
and for All Consignees is to be selected. Otherwise, individual item is to be selected.
iv)
(IV) CANCELLATION OF P.O
i) To initiate cancellation of a Purchase Order, User needs to select the P.O record from
the drop down list.
ii) After this, cancellation type, reason for cancellation, amount to be recovered from
vendor, Remarks, signing officer etc are to be selected and entered. Once this is done
and the header portion is saved, CA key will be generated and User will be select the
demands which are to be cancelled.

(V) CREATION OF PURCHASE PROPOSAL FOR RC/RGC

Purchase Proposal for DGS&D RC items are same like Purchase Proposals for trade items
which has been described earlier. In this case Purchase Authority to be selected should
be DGSD and Purchase Type should be RC.
(VI) CREATION OF P.O/S.O AGAINST APPROVED PURCHASE PROPOSAL
 The process of P.O preparation is same as for trade purchase P.O. The only difference is
user should select P.O source as DGSnD RC and select the particular File No/Proposal
No which has been approved. Rests of the processes are same as trade P.O as described
earlier in detail.
(VII) CREATION OF PURCHASE PROPOSAL FOR INDENTS
For indent-able items where indent is to be placed on CPEs like Rly Bdetc, purchase
proposal is to be created for those items in a similar fashion to purchase proposal
shown earlier with the only difference that Purchase Authority should be selected as RB
or DLW or CLW etc and Purchase Type should be Indent.
(VIII) CREATION OF INDENTS
Once the Purchase Proposal is approved, the same will be available for preparation of
final indent in the Order Placement form. The Indent Generation form does not have the
Conditions tab. The process is same as generation of Purchase Order

7. DELIVERY AND DISTRIBUTION

i) After E-Tendering, all field units are directed to give their P. Way material demand for
concern targeted works.
ii) The demands fulfilled as per the availability and indent vetted.

A small guideline about the software of CRIS about IREPS for the beginner through a
presentation do and Dont(s) by the e-Token key how to open and enter in the
department domain and other about password emails etc. etc. so that people should
easily upload a tender and open the tender and its download the offers with all the
documents of the vendors at a glance.

Now its a time for digitization, so everything will be able to make it in a file of your PC
in such a manner that the official record can be remaining as good as possible.
Training in this area is important but regular using this system will be more helpful for
knowing this system,