1. SCRUTINY OF FINANCE PROPOSALS

2. Funds Revenue – Demand No.1-15 Capital - Demand No. 16 Plan Heads of expenditure-Capital  1100- New lines  1400-GC  1600-Traffic Facility works  3300-S&T works  4100-M&P  5300-Passenger Amenity works  6400-Other specified works

3. Sources of funds Capital Capital Fund DRF OLWR DF-I,II,III,IV Safety fund SRSF

4. Works Programme- PWP/Survey Reports FWP PB List of approved works (LAW) Lump sum Works Programme (LSWP) Out of Turn works (OOT)

5. Check list for PWP/LSWP Administrative approval Initial Vetting Rates & Quantities Barest Minimum facilities Approval of Personnel Branch for Quarters As per existing Policy Guidelines Sketches and Drawings Major Modifications Allocation and Source of Funding Permissible Cost ROR

6. Proposals which do not require Financial Justification Expenditure on Statutory Obligation Expenditure on consideration of Safety Passenger Amenity Works Labour Welfare Works

7. Verbatim Comments of FA&CAO Merit and Justification – Low Cost Alternative Reasonableness of Rates and Quantities particularly for High Value Items Comments regarding reasonableness of assumptions made in the forecast of Earnings/Benefits Correctness of ROR Whether the cost proposed is within the permissible ceiling limit.

8. Scrutiny of Detailed Estimates – Revenue – beyond Rs.2 lakhs Capital – beyond Rs.10,000/- Rates Quantities and Specifications Finance vetting – Arithmetical accuracy Financial Justification Incidence and Allocation Sanction of Competent Authority

9. Material Modifications (a) Any change in the alignment likely to affect the facilities offered to the public in the neighbourhood or likely to increase or decrease the length of the line by over one kilometre. (b) Introduction of any new station or omission of any station. (c) Any alteration in the type or number of engines or vehicles provided in an estimate for rolling-stock. (d) A change in the layout of a yard affecting the general method of working or increasing or reducing the number of trains that can be dealt with. (e) Any departure from the standards of construction as prescribed in Chapter II or as accepted by the Railway Board in the Abstract Estimate or use of any second hand material, if it affects the speed of trains or the number of trains to be dealt with than contemplated originally. (f) The introduction or omission of any work or facility involving a sum of Rs.5 lakhs and over. (g) Any modification of a sub-work provided for in the estimate of a sanctioned work involving an additional outlay on that sub-work of more than Rs.5 lakhs. (h) The introduction of the new sub-work not provided for in the estimate of a sanctioned work involving an outlay of more than Rs.5 lakhs. (i) Any alteration in the standards of interlocking.

10. Preparation of Tender Schedules – GCC and special conditions of the contract Quantities/specifications Rates PVC clause Stage payment clause Eligibility criteria Turn over criteria Fixation of cost of tender form, EMD, SD & PG Period of contract Pre-vetting of tender schedules

11. Selection of Type of Tender Open Tender Limited Tender Special Limited Tender Single Tender Two-Packet Tender Notice period

12. Opening of Tenders and Briefing Note Witnessing of timely closing and opening of tenders Sealing, opening, numbering, circling, corrections, initials Omissions, completeness, attestations Delayed/Late tenders Briefing Note verification Tabulation of rates/LARs Evaluation of credentials Genuineness of the EMD Details of black listing, if any Details of works on hand Estimate provision

13. Tender Committee Convener, Finance Member & sister department Two/Three member committee Reasonableness of rates Evaluation of credentials Negotiations Recommendations Dissent Note Counter offer

14. Acceptance of Tender Accepting authority Powers of accepting authority Responsibility of accepting authority Issue of acceptance letter (LOA) Submission of Performance Guarantee Signing of agreement

15. Execution/Variation of Contract As per Terms and Conditions Prompt payment on account bills Recovery of SD Additional items Excess operation of existing items Extensions of currency of contract Prompt payment of Final bills Release of performance guarantee and SD Risk & Cost

16. Misc Proposals Indents Furniture proposals Computer Proposals Imprest Policy guidelines Office stationery, equipments Vehicles, vehicle repairs Special contingencies Annual Maintenance Contracts Other miscellaneous proposals.

17. Points to be seen for Misc proposals Justification. Administrative approval. Funds availability Rate reasonability Finance concurrence Sanction of competent authority Mode of execution/Procurement

18. Arbitration Cases- Reasons for the rise Delay in handing over the site Delay in furnishing the approved plans/drawings No field survey before the estimate/schedule is prepared No periodic review of the contract No timely action to deal with the variations/deviations Not making the measurements in time Non settlement of the bills/SDs in time

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