Descuidos comunes en la seguridad vial

38.1.1 All the stores received are verified and measurements and details thereof are to be recorded in the Measurement Book if the purchase is for specific work and in the Goods Receipt sheet if the purchase is for stock. Payments are to be made by the Executive Engineer on the basis of the entries recorded in the Measurement Book or Goods Receipt sheet as the case may be, according to the terms of the payment as finalised in the supply order. Photo copy of the measurement book should be attached with the bill.

Payments against Rate Contract Orders and Insurance Charges

38.2 In respect of the supplies received against the orders/indent placed against/through the DGS&D Rate Contracts, the payments are made on the basis of inspection certificates issued by the Inspection Wing of the Supply Department and Receipt Certificate recorded thereon by the consignees. After the payment is made to the Suppliers by the Controller/Dy. Controller of Accounts (Supply), the office sends the bills and the inspection notes (duly verified by the consignee) to the concerned P & A Officer of the consignee (Divisional Officer) who in turn issues cheques for the payment to the Controller/Dy. Controller of Accounts (Supply), prepares PAO adjustment memo for the payment so made and sends the same to the consignee concerned. The consignee adjusts the memo through transfer entry in the monthly accounts, crediting the amount to the remittance head and debiting to the work concerned.

Payment for Steel & Iron

38.3 For steel, advance payments shall be made only to main producers, i.e. TISCO, IISCO, RINL and SAIL. The Superintending Engineer shall have full powers for the same. Advance payment @ 100% inclusive of octroi, bending bundling charges is made for procurement of steel form the stockyard of the Steel Authority of India Limited or any other producers before the suppliers issue the necessary delivery order. Sales tax where payable will be paid extra. In case advance payment of more than 100% plus sales tax is demanded by the Suppliers, prior approval of the competent authority will be obtained before payment is made.

Payment of Cement

38.4 For DGS&D Rate Contract supplies, 98% payment is made on production of proof of despatch by railway i.e. railway receipt and balance 2% after receipt of the consignment in good condition by the Consignee. Payment without consignees receipt certificate is permissible if the latter is not received within two (2) months from the date of despatch. In case of local deliveries, 100% payment is made on production of consignees receipt certificate.

38.5 The consignee should watch the actual receipt of the Stores and report non-receipt or shortages or rejections to the paying authority without loss of time and in any case within 30 days of receipt of proof of despatch/arrival of stores at destination.

Advance Payments for Purchase of Stores

38.6 The Chief Engineers, Superintending Engineers and Executive Engineers are authorised to make advance payments upto 90% to the firms for supply of stores upto the limit of their respective powers of acceptance of tenders subject to the following terms and conditions :—

(i) Advance payment shall be made only in cases where it is considered absolutely necessary.

(ii) The amount of advance payment against contract shall be made on the basis of a valid expenditure sanction issued with the concurrence of the competent authority.

(iii) The amount of advance payment against contract for supply of stores shall be restricted to 90% of the cost of stores and the payment be made only against the despatch documents. Pre-inspection of the stores ordered should be ensured before making advance payment.

(iv) Where advance payment is made, transit insurance must be obtained from the supplier and the advance must be against Guarantee of equal amount from a Scheduled Bank.

(v) The officers drawing the money for making advance payment to suppliers of stores shall be responsible for its adjustment within a period of one month from the date of the drawal of advance.

(vi) The amount of advance shall be drawn on a simple receipt and debited to the suspense account “Contractors other Transactions/Advance payments”, in the works abstract of stock or work concerned.

(vii) The advance payment in cases not covered by the above conditions shall be made with the approval of DG(W).

SECTION 39 INSURANCE General

39.1 The Govt. Property, both movable and immovable should not, normally, be insured. No subordinate authority, therefore, undertake any liability or incur any expenditure in connection with the insurance of such property without prior consent of the Ministry of Finance in the case of immovable property and DG(W) in the case of movable property.

39.2 In cases where it is decided to insure properties or goods under the direct or indirect control of the Central Government, the procedure as laid down by the Ministry of Finance from time to time should be followed.

39.3 The DG(W) has full powers in the case of insurance of movable property. The Chief Engineer is, however, empowered to incur expenditure on the insurance of materials and equipment received on loan or as aid from Foreign Governments or International or other Organisations if, according to terms of the contract or agreement, insurance of such materials or equipment is necessary. Materials purchased ex-factory should be necessarily insured.

Inland Transit Insurance

39.4 In cases of consignment of stores in general, despatch on F.O.R. station of despatch basis and in the case of fragile stores in particular, where the suppliers do not accept DGS&D’s transit insurance clause and the stores cannot be booked by the Railway under a clear Railway receipt at Railway risk, and if the indentor/consignee wants the stores to be insured against loss or damage in transit, the supplier should be asked to do so sufficiently in advance under a registered letter under advice to the DGS&D who will make necessary provision in the contract by means of an amendment, if the acceptance of tender has already been issued.

39.5 Payment of extra charges on account of such insurance will be made by the concerned Controller/Dy. Controller of Accounts (Supply). If the indentor/consignee does not follow this procedure, he will make himself liable to bear the entire loss on account of the losses/breakages in transit. On the other hand, the Suppliers will be responsible for the entire loss on account of losses/breakages in transit, if any, if they fail to insure the stores not withstanding the instructions received by them in this regard. Whenever occasion arises for making provisions for the payment of insurance changes in the relevant accepted tender, the supplies Directorate should stipulate for information of the Suppliers that claims for insurance charges should be shown as a separate item in their bills duly supported by the Insurance receipts and submitted to the concerned Controller/Dy. Controller of Accounts (Supply) for payment. In other cases, where the price quoted by the supplier includes the element of cost of transit, insurance, the DGS & D will place contracts containing necessary provision for insurance of the stores during transit.

39.6 In such cases FOR Station of despatch contract, where the suppliers have not accepted the DGS&D’s standard clause of transit insurance, the consignee will be responsible to :—

(i) Lodge claims for loss or damage to stores in transit with the carrier Railways and directly pursue the claims with the carriers;

(ii) Inform the supplier Controller/Dy. Controller of Accounts/Insurance Company about the loss or damage;

(iii) To report the cases of dispute to the purchase Officer either pursuing the matter with the Railways/Higher authority or for suggesting write off; and

(iv) Write off the amounts that could not be recovered either from the supplier or the carrier Railway in accordance with the procedure laid down in the Departmental Regulations.

39.7 In the case of FOR Station of despatch and FOR destination contracts, where the suppliers accept the DGS&D’s standard transit insurance clause, the consignee will merely file the claims with the cariers and report the fact to the suppliers. Thereafter it will be the responsibility of the suppliers to pursue the claims with the Railways and settle the matter.

39.8 The inland transit insurance, whenever required by the Indentors/consignees should invariably be arranged with a Nationalised Insurance Corporation/Company of India in preference to the Railways.

39.9 In case of loss or damage to stores in transit where the stores have been insured by the supplier against such risks, he will take up the matter with the insurer and recover the loss from them. The indentor will be responsible for payment of stores actually received by the consignee.

39.10 Where the suppliers arrange transit insurance, they should notify the consignee in writing when forwarding the despatch documents, such as, Inspection Notes, Railway Receipt etc. about the limit within which the claims for shortage/damages in transit should be filed to enable the consignee to do so within such period. It is the responsibility of the Indentor/consignee to prefer the claims within the specified period wherever suppliers notify them that transit insurance cover will be valid only upto a particular period failing which their claims are likely to be ignored.

Insurance if Imported Stores in Transit

39.11 The responsibility for arranging insurance of imported stores is that of the indentors who are expected to take out individual policy with a Nationalised Insurance Corporation of India. Details of the policy should be indicated by the indentors in their indents/contracts.