Vigilance Bulletin 2020 draft update-converted

सत्यनिष्ठा प्रनिज्ञा

मरे ा विश्िास है कि हमारे देश िी आर्थिि , राजिीनिि िथा सामाजजि प्रगनि
में भ्रष्टाचार एि बडी बाधा है। मरे ा विश्िास है कि भ्रष्टाचार िा उन्मूलि िरिे िे
ललए सभी संबंर्धि पक्षों जैसे सरिार, िागररिों िथा निजी क्षेत्र िो एि साथ लमल
िर िायि िरिे िी आिश्यििा है।

मरे ा माििा है कि प्रत्येि िागररि िो सििि होिा चाहहए िथा उसे सदैि
ईमािदारी िथा सत्यनिष्ठा िे उच्चिम माििों िे प्रनि िचिबद्ध होिा चाहहए िथा
भ्रष्टाचार िे विरूद्ध संघर्ि में साथ देिा चाहहए।

अिः मैं प्रनिज्ञा िरिा हूँ कि : -
• जीिि िे सभी क्षते ्रों में ईमािदारी िथा िािूि िे नियमों िा पालि िरूँू गा;
• िा िो ररश्िि लँूगा और िा ही ररश्िि दँूगू ा;
• सभी िायि ईमािदारी िथा पारदशी रीनि से िरूँू गा;
• जिहहि में िायि िरूँू गा;
• अपिे निजी आचरण मंे ईमािदारी हदखािर उदाहरण प्रस्ििु िरूँू गा;
• भ्रष्टाचार िी किसी भी घटिा िी ररपोटि उर्चि एजने ्सी िो दूँगू ा।

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INTEGRITY PLEDGE

I believe that Corruption has been one of the major obstacles to Economic,
Political and Social progress of our Country. I believe that all stakeholders such as
Government, Citizens and Private sector need to work together to eradicate
Corruption.

I realize that every citizen should be vigilant and commit to highest
standards of Honesty and Integrity at all times and supports the fight against
Corruption.

I, therefore, Pledge:
• To follow probity and rule of law in all walks of life;
• To neither take nor offer bribe;
• To perform all tasks in an honest and transparent manner;
• To act in public interest;
• To lead by example exhibiting integrity in personal behavior;
• To report any incident of corruption to the appropriate agency.

CRB MESSAGE

GM MESSAGE

PED MESSAGE

SDGM MESSAGE

CONTENTS

Page no

1. Vigilance and Vigilance Angle

2. PARADIGM, ATTITUDE and VIGILANCE (छोटा महु बड़ीबात)
- An article by Boniface Lakra, SDGM/NFR

3. Case Studies

4. Suggestions for Systems Improvement

5. Checks in Mass Contact Areas

6. Important Circulars Issued

7. Thrust Areas

8. Dos and Don’ts

9. भ्रष्टाचार से दरू रहंे सदा हम, नव भारत का ननमााण करंे

-ववजय कु मार यादव, काया अधययन ननरीक्षक

10. हरपल हम सतका रहे

- चन्द्र शेखर प्रसाद, मखु ्य सतका ता ननरीक्षक/यातायात

WHAT IS VIGILANCE?

“Vigilance” is defined as watchfulness/caution/circumspection. In the context of
administration, Vigilance signifies maintenance of probity and integrity in public life. It is
essentially a management function aimed at ensuring orderly conduct of affairs by the
public servant. The focus of Vigilance organization is to protect the honest and punish the
corrupt.

WHAT IS VIGILANCE ANGLE?

CVC tenders advice in cases which involve a Vigilance Angle. It has defined vigilance angle
as the following;

a) Demanding and/or accepting gratifications other than legal remuneration in respect
of an official act or for using his/her influence with any other official.

b) Obtaining any valuable thing, without consideration or with inadequate
consideration, from person with whom he/she is likely to have official dealings, or
with whom his/her subordinates have official dealings or where he/she can exert
influence.

c) Obtaining for himself/herself or for any other person any valuable thing or
pecuniary advantage by corrupt or illegal means or by abusing his/her position as
public servant.

d) Possession of assets disproportionate to his/her known sources of income.
e) Cases of misappropriation, forgery or cheating or other similar criminal offences.
There are, however, other irregularities where circumstances will have to be weighed
carefully to take a view whether the officer’s integrity is in doubt. Gross or willful
negligence, recklessness in decision making, blatant violations of systems and procedures,
exercise of discretion in excess, where no ostensible/public interest is evident; failure to
keep the controlling authority/superiors informed in time. These are some of the
irregularities where the disciplinary authority with the help of the CVO should carefully
study the case and weigh the circumstances to come to a conclusion whether there is
reasonable ground to doubt integrity of the officer concerned.

You can’t cross the sea merely by standing at the water
- Ravindranath Tagore

PARADIGM, ATTITUDE and VIGILANCE

(छोटा महु बड़ी बात)

- Boniface Lakra
SDGM/NFR

In course of reviewing Vigilance cases, in their recent addresses during various
Video Conferences, the Chairman Railway Board and PED/Vigilance have been using the
terms or jargons like "Paradigm shift", "Attitudinal change", relating these to Integrity
and Vigilance.

I think these terms "PARADIGM" and "ATTITUDE" have deep relationship with
each other as well as with Integrity and Vigilance. Vigilance is an important Management
function especially in a government organisation like Indian Railways, where probity or
integrity or honesty in various dealings is much more expected because of the
involvement of public dealings and public money or resources in these organisations.

PARADIGM:

The word Paradigm comes from the Greek. As per my understanding (also as
rightly defined in Stephen R. Covey's "The Seven Habits of Highly Effective People"),
PARADIGM is "the way to see the world" - not in terms of our visual sense of sight, but in
terms of perceiving, understanding and interpreting. In simple words, as per my
understanding, PARADIGM is the way to see the world (i.e. the objects / things, people,
relationships, concepts, ideas, etc.) in terms of perceiving, understanding and
interpreting. So, our Paradigm about something is our Belief about that particular thing.
ATTITUDE is our inclination to behave or respond in a particular way to a stimulus.

Importance of PARADIGMS:

PARADIGM has got deep relationship with Attitude, Integrity and Vigilance,
because it (PARADIGM) is the "source" of our Attitudes and our Behaviour, which
ultimately reflect in our ACTIONS, i.e. conduct or misconduct, omissions & commissions.

Paradigm or "the way of seeing the world" or "our Belief about a thing" is
generally inbuilt in our internal belief system which influences our "Conscience" (i.e.
awareness of Right and Wrong). Generally, we see the world or things (in terms of
perceiving, understanding and interpreting) in the way we are conditioned to see. So,
most of the time, we see the world or things, not as they are (i.e. truth), but as we are
(i.e. our Character) and as we are conditioned to see them (i.e. values we possess).
Various factors, such as "environment in which we have grown up", "value systems which
we have been taught and accepted as correct since childhood", "value systems of the
society / family", "experience in life" etc. are responsible for such conditioning or shaping

our Belief System or Paradigm. If our Paradigms are not in congruence or in harmony
with the True Fundamental Principles (such as Integrity, Humility, Fidelity, Temperance,
Courage, Justice, Patience, Industry, Simplicity, Modesty and the Golden Rule), our
Attitudes and Actions will not be in harmony with these True Fundamental Principles.
Under such circumstances, since we follow "Social Conscience" (i.e. awareness of Right
or Wrong based on or due to fear from the others or the society), most of the time our
Actions remain that of "double standards" (i.e. what we do and what we believe, are not
in alignment with each other) and sometimes we fall into temptations of corrupt
practices.

PARADIGM Shift and Attitudinal Change:

If we look at the "True Fundamental Principles" and "Paradigms" in terms of
"Territories" and "Maps", then the "True Fundamental Principles" are the "Territories"
and "Paradigms" are the "Maps". As we know that a Map is not the Territory, it only
represents or explains the territory as perceived, understood and interpreted by the
map-maker. A map is considered as a perfect map only if it represents the territory
correctly. Similarly, for our Actions to be ideal (i.e. free from shortcomings including
Corruption), our Paradigms should represent the "True Fundamental Principles" correctly
and that is possible only if they (i.e. Paradigms) are in congruence with them (i.e. True
Fundamental Principles).

Root cause of any Corruption is basically not ignorance of Rules and instructions
or guidelines, but wrong Paradigms one possesses about Right & Wrong, moral values,
purpose of life, happiness, satisfaction, duties & responsibilities, etc. Hence, the ideal
way to eradicate or to control Corruption is - to attack on our Wrong Paradigms and
change them. Since Paradigms are the source of our Attitudes, Attitudinal changes occur
automatically, once the Paradigms are shifted from Wrong Paradigms to Right
Paradigms.

In our present Vigilance setup and activities, as a Vigilance person, generally we
use Fear factors or Risk factors as the tools for such Paradigm-shift to control Corruption
in our organisation. Perhaps, this may be because the same is considered as the most
easy, practical and effective tool to control Corruption. However, as we know that Fear is
a negative emotion and not an ideal thing. It would be most ideal if changes come from
within an individual by shifting from Wrong Paradigms to Right Paradigms. Such shifting
of someone’s Paradigm through counselling, seminar, lectures etc., is a big challenge and
possible only through mission-mode of efforts to make this world a better place for living.

***

CASE STUDIES OF NF RAILWAY

1. FAKE ADHAR CARD AS IDENTITY PROOF AGAINST TICKET PURCHASED FROM TOUTS

Source information was received regarding use of fake Aadhar card as identity proof
during journey. In this connection, it is noticed that fraud tickets were purchased by
touts well in advance on any names of passengers, for popular destinations from
Kishanganj and around. People, who are in need to travel, contacted these touts who
gave them the tickets in lieu of hefty amounts. Now as the tickets are bought in
advance on fake names, so in order to match the names of the passengers and the
names on which tickets were bought, fake Aadhar card were given to the passengers.
This is done so that the name of the passengers in the ID proof tallies with the name in
the PNR.
Based on this information, a check was conducted onboard and it was found that four
such PNRs were detected with six passengers were travelling. Their Aadhar cards were
checked and were found to be fake. The passengers accepted that the tickets were
brought from touts who also provided them with fake Aadhar cards. On the
information obtained from the passengers, raids were conducted along with the RPF
and local police in and around Kishanganj and one tout was apprehended. A case was
registered with the RPF/KNE and is now under investigation.

2. IRREGULARITIES IN ACCOUNTAL OF STORES WHILE TRANSFERRING BALANCE ITEMS
FROM OLD TO NEWLY OPENED LEDGERS

During a preventive check conducted at the store of one of signal supervisor, it was
found that while opening a new revenue ledger during 2015 to replace the existing
ones, large number of items from two existing old ledgers were not transferred to the
new ledger even though the items were having balance quantities as per the last
entries in the old ledgers. The accountal of those items could neither be traced nor are
the balanced quantities physically found in the store leading to the suspicion that the
materials were being misappropriated and intentionally not transferred to hide the
irregularities. Further the newly opened ledger was again closed within two years in
2017 though the ledger had ample spaces for further continuance and in this case all
balanced items were duly transferred to the newly opened one. Both the instances
were during the tenure of the same store in-charge and closure of the ledger in 2017
was deliberately done to escape any scrutiny on the previous closed ledger in 2015.
The value of the unaccounted materials is worked out to approximately Rs. 1.6 Crore.
Major penalty disciplinary action initiated against the SSE in-charge of the store and
the store clerk.

3. IRREGULARITIES IN STIPULATION OF SCHEDULE SPECIFICAITONS (OVERLY SPECIFIED),
ESTIMATE PREPARATION AND EXECUTION OF WORK

During a preventive check conducted in connection with execution of a contractual
work under construction organization, it was found that while executing the
installation and commissioning of schedule work, one item vide provisioning of battery
charging terminals was not executed as per the scheduled description mentioned in
CA. During scrutiny of tender specifications, it was noted that the schedule
specifications with respect to the instant vide provisioning battery charging points
along with another schedule item vide provisioning of pre-cooling points were overly
specified as against the actual field requirement. It was further noticed that said
specifications were drawn from the NFR (Elect)/Const’s specifications, which were
subsequently found to be overly specified. Based on exaggerated specifications,
estimates were prepared for the above said two items taking the budgetary quotation
from outside agency, which were exorbitantly high, leaving out the available LARs. This
has caused financial implication in over all tender value of about Rs. 43 Lakhs (approx).
Regarding field execution of work, though the specifications stipulated against battery
charging terminal were over specified, but the work eventually executed at site is by
simply provisioning EFT (Emergency Field Terminals) which is not in conformity with
the schedule specifications. However, site supervisor deliberately recorded in MB for
payment of the bill by hiding the fact of received material and work executed
completely differ than the schedule descriptions. Similarly, site engineer had also
checked these items as test check but didn’t raise the matter and helped to do
unlawful act. The wrong execution of work led to overpayment of Rs. 27 lakhs (approx).
Major penalty disciplinary action initiated against the SSE in-charge and Site Engineer.

4. DELAY IN RECORDING PENALTIES IN SERVICE RECORD

During preventive checks conducted at various units/offices of the divisions, it is
observed in some cases that NIPs, issued to impose penalties by the Disciplinary
Authorities, like withdrawing of promotion, reduction to the lower stage, etc. are
delayed in effecting imposition. The delays, mainly by the concerned office
clerks/dealers, may give undue advantage to the delinquent staff like promotion as the
punishment is not reflected in the service record. Further, it is noticed that sometime
there is delay in entry of the NIP in the service record of the concerned staff. Checks in
other units are being currently undertaken to detect whether timely entry is being
made in service book as soon as the NIP is issued by the Disciplinary Authorities. In this
connection, concerned controlling Officers have been advised to initiate action on the
concerned Clerks/Dealer at fault under D&AR. All concerned Offices are also advised to
strictly adhere to Railway Board’s guidelines to enter the punishment (NIP) in service
records and affect the penalties at the earliest.

5. IRREGULAR PAYMENT OF RATION MONEY ALLOWANCES TO RPF STAFFS

During preventive check, it is noticed that RPF staff in most of the units have been paid
ration money allowances even during the period of leave under commuted leave,
maternity leave, paternity leave, etc., although Railway Board vide its circular no. RBE
88/2018 made it clear that RPF staff under above leave is not entitled for ration money
allowance. As soon as such irregularity is noticed, concerned Officers are advised to
realize the overpayment, already made, from the RPF staff on such leave. All
concerned units were advised to check such irregularities as a system improvement as
per extant rules.

6. IRREGULARITIES DETECTED IN QUALITY OF BLANKETING MATERIALS AND MIX DESIGN
CONCRETE

A Preventive check has been conducted in the area of quality check of materials used in
the contractual work. Contract conditions specified that provision contained in RDSO’s
Guidelines for earthwork in Railway Project, July, 2003” shall form the basis of
principles for conducting all testing, supply and compaction of blanketing materials on
embankment. As per Clause 7.2.1.2 (b) of RDSO’s Guidelines, the “Blanket Material”
should be tested as per IS: 2720 (Part 4) to plot particle size distribution curve, so as to
assess its suitability. Further, it is specified in Clause 7.2.1.2 (a) of said RDSO
specification that minimum one test per 500 cum or part thereof shall be conducted on
blanketing materials at site. But it has been found that about 30 thousand cum of
blanketing materials were executed in the work without conducting even a single test
of sieve analysis for plotting particle size distribution curve to assess its suitability as
blanketing materials as specified in CA conditions. Further, as per material passing
register, it has been found that only about 10 thousand cum granular materials were
passed by AXEN/XEN (material passing authority) that too without conducting tests to
plot particle size distribution curve and the balance granular materials were used in the
work without getting passed by the AXEN/XEN. Sieve Analysis results of samples taken
during check failed to meet the standard criterion in respect of coefficient of curvature
(i. e. Cc should be within 1 to 3) and the particle size distribution curve, in case of all the
samples, lies outside (to a great extent) the guiding enveloping curves for upper layer in
upper blanket region, which are not in the line with the RDSO Guidelines (which specify
that the particle size gradation curve should lie more or less within the guiding
enveloping curves). Thus, unspecified blanketing materials were executed in the
contract.

Further, for quality check of designed Concrete Mix during execution, samples of fresh
concrete are taken and cubes are made, cured and tested at 28 days and accepted in
the work on fulfilling the acceptance criteria of compressive strength as laid down in in
Annexure-4.2 of “Indian Railways Unified Standard Specification-2010”. The result of

cube tests is maintained in “Cube Test Register” against a contractual work. Scrutiny of
cube test register during the same preventive check showed that test results of many
samples of M25 & M35 grade concrete did not meet the acceptance criteria as laid
down in “Indian Railways Unified Standard Specification-2010” and IS: 456-2000.
Furthermore, parameters like “Load applied” were repeatedly tampered/ overwritten in
the cube test register as a foul attempt to present inferior concrete as acceptable which
led to use concrete of unspecified strength in bridge and bridge-related works thereby
compromising the safety and durability of the structures.

7. IRREGULARITIES DETECTED IN AWARDING OF THE TENDER AGAINST A WATER SUPPLY
WORK
A Preventive check has been conducted in the area of technical eligibility criteria and
different LARs taken for consideration while finalization of tender. Open tender was
invited for “Provision of potable water for passengers by providing Deep tube well, over
Head water tank & Iron removal plant at 12 stations”. Technical eligibility criterion was
kept as completion of at least one similar single work, for a minimum value of 35% of
advertised tender value of the work in the last 3 financial years. Similar Nature of work
as per NIT/Tender Document was defined as “Any building work or water supply or
sewerage treatment works including construction of R.C.C over head tanks or
construction of R.C.C multistoried frame structure or major bridge works”.

Against this technical eligibility criterion, TC has considered a credential certificate,
which was issued to the contractor by the Railway. Nomenclature of work mentioned
in that credential certificate suggest that the work consisted of three-part (i)
Restoration of washed out embankments (ii) Protection of bridge and bridge approach
by dumping boulder, sand bags etc. & (iii) rebuilding of a minor bridge. Thus,
nomenclature, clearly suggests that none of the items as mentioned in the definition of
similar nature of work had been executed by the tenderer against that credential
certificate. Further, on verification, it has been found that minor bridge work was also
not executed by the tenderer against that credential certificate. In spite of that, TC has
considered the tenderer as technically suitable, which was accepted by TAA. Further, it
has been found that tender was awarded to technically ineligible tenderer at 24%
above on estimate by justifying the rate against major schedules by considering
unrepresentative LARs of higher rates, ignoring Representative LARs at lower rates.
Thus, the tender was awarded at higher rate to non-eligible tenderer.

8. IRREGULARITIES DETECTED IN PAYMENTS THROUGH PVC BILLS

A Preventive check has been conducted in the area of Payment made to the contractor
through PVC bills under Price Variation Clause against 08 contracts of a project. It has
been found that contractor/firms have taken crores of excess payment through PVC
bills by resorting to manipulation/forging of some CC- bills amount [input data used for
calculation of price variation bill (hereinafter referred as PVC bill)/taking various input
data (various indices, SAIL’s ex-factory price, cost of explosives etc.)] in contravene to
PVC clause/extent rules & guidelines for calculation of PVC bills. Following 02 types of
irregularities have been detected in 18 nos. of PVC bills (involving total 08 different
contracts):

(a) Manipulation/forging the CC bill amount: “CC wise” bill amount against “different
category of works” is one of the input data used for calculation of PVC bills. It has
been found that in case of 09 PVC bills (involving 05 contracts), the input data of
some CC bill(s) were intentionally enhanced by Rs.10 crore by inserting digit 1
before the actual CC bill amount.

(b) Not taking different input data as per Price variation Clause & extant
rules/guidelines: In case of all the 18 PVC bills following irregularities (some or all
type) have been observed in all the 18 PVC bills:

(i) Instead of using Indices published in RBI Bulletin, Indices from Economic Advisor,
Ministry of Commerce & Industry have been used in calculation of price
variation.

(ii) Instead of using Indices of wholesale Price of Sub-group (cement & Lime /
cement, lime and plaster) as published in RBI Bulletin, indices of subgroup
“cement, slate & graphite product” from Economic Advisor or sometimes indices
of “Ordinary Portland Cement” from Economic Advisor have been used.

(iii) In the case of “Steel”, instead of taking price on 1st day of purchase month/ 1st
day of receiving month, price of CC-bill month has been taken for evaluation of
price variation, which resulted in substantial increase in price variation amount.

(iv) In the case of “Steel”, Excise duty has been taken for “base month” as 12.5% in
pre-GST period and 18% for the “period under consideration” (post -GST
period) in those contract in which “base period” falls in Pre-GST period and
“period under consideration” falls in post-GST period, whereas “Excise Duty”
does not exist in post -GST period .

(v) The base year of All- India Wholesale Price Index (WPI) has been revised from
2004-05 to 2011-12, w.e.f. April 2017. In order to work out PVC as per revised
WPI, Railway Board has circulated procedure vide letter no. 2007/CE-
I/CT/18/Pt.19, dated 28.08.2018. But, the same procedure has not been found
adopted in evaluation of PVC bill(s) in any contract.

(vi) In tunneling contracts, rate of explosives and detonators were taken based on
some downloaded documents mentioning some rate contracts of year 2011 to
2013, but no documentary evidences available in the concerned file(s) regarding
whether the contractor had purchased it from the same firm/whether the rate
was fixed by DGS&D.

Due to the irregularities in various input data, an excess payment to the tune of about
12.73 Crore was made to the contractor(s) through last PVC bills of 08 CAs as well as
considerable excess payment from time to time through other PVC bills of 08 CAs.
The excess payments made through individual PVC bill from time to time, facilitated
the contractor to retain that excess amount for considerable period of time (even
more than 02 years in some case) without paying any interest till subsequent PVC bill/
till recovery. If the excess payment is treated as advance, then Railway suffered a
financial loss (in the form of interest loss @ 12% as per Engg. Code/CA conditions) to
the tune of about 1.90 crore on account of excess payment made from time to time
through these 18 PVC bills against 08 contracts.

9. IRREGULARITIES IN AMC PAYMENT:

A vigilance check was conducted with respect to scrutinisation of tender case
pertaining of Annual Maintenance contract (AMC), in which, it was observed that the
contractor was paid for the full amount of CA value during the initial period of contract.
The said payment for full amount was allowed to be done by the contract accepting
authority based on the request given by the contractor. Although in absolute terms no
financial loss occurred to Railway. However this irregular decision was taken due to (i)
not taking into consideration the actual condition of equipment which was listed to be
covered under AMC and (ii) Payment terms in CA not specific in nature i.e. the payment
terms were not clearly defined and hence the irregularity happened. In this respect,
administrative action had been issued to respective officers/officials accordingly.

Don't complain about the snow on your neighbor's roof, when
yourowndoor-step is unclean

- Confucius

Be faithful in small things because it is in them that your
strength lies

- Mother Teresa

SUGGESTIONS FOR SYSTEM IMPROVEMENTS

1. DISCONTINUANCE OF CONSOLIDATED TRAVELLING ALLOWANCE (CTA) TO CHECKING
STAFF WORKING IN SQUAD

During preventive check conducted regarding remittance of earning and submission of
EFT return by ticket checking staff, it was found that ticket checking staff (except CTI &
TE) are getting consolidated Travelling Allowance (CTA), which is equal to 100%
travelling allowance for 20 days. However, during examination of duty roster it was
found that TTEs of squad do not stay outside HQ and return to HQ on every day and
perform duty less than or equal to 08 (eight) hrs. If they claim TA for 26 days
(considering 04 days rest in a month) even than @ 70% they are eligible for 26 days X
0.7 @ 70% =18.2 days full TA instead of 20 days CTA. Hence, a system improvement
was suggested to concerned department to discontinue the granting of Consolidated
Travelling Allowance (CTA) to checking staff working in squad and instead travelling
allowance on actual basis may be resorted.

2. STANDARD GUIDELINES FOR MINIMUM OPENING TIME OF LIMITED TENDER (STORE)

During investigation of store Tender cases floated from Depots/Divisions, it was
noticed that no standard guidelines were laid down in regard to minimum opening
time of Limited Tender. It is further noticed that there is a large variation in opening
time of Limited Tender in different Depots & Divisions wherein some places it is very
minimal i.e. one to two days only. Very short opening time may restrict the potential
bidders from participating in the tender process, thereby defeating the purpose of
fetching most competitive bids/rates from the market.

Hence, it was suggested to issue necessary directives/instructions to all purchase
authorities of HQ, Depots & Divisions of NF railway regarding prescribing a minimum
opening time of Limited Tender and Special Limited Tender and also suggested to
explore options for incorporating the provision of minimum opening time of LT/SLT in
IMMS also.

3. LAPSES IN REMITTANCE PROCESS FOR DIET CHARGES FROM RAILWAY PATIENTS IN
IPD OF RAILWAY HOSPITALS

While scrutinizing the cases of remittance of diet related charges in some Hospitals, it
is observed that the weight and volume of items in diet charges list & menu list were
not found. Also, the recovery of diet charges of patients are being done in violation of
RB’s letter no. 2015/H/Hospital Management dated 07.01.2016. Further, in most of
Bed Head Tickets (BHTs), date & time of admission & discharge were not written,

which can lead to contradiction in calculating the diet charges. Also, the option form
for Hospital or Home diet from the patients, or patients guardian were not found
attached with BHTs. No Registers maintained or found in connection to calculation and
recovery of diet charges from IPD.

In view of above deficiencies, it has been suggested as system improvement that diet
charge list & menu list in relation to approximate weight & volume of items duly
approved by MD/CMS/ACMS In-charge and must be displayed in the Hospital wards.
On the matter of recovery and deposition of diet charges from IPD, the letter issued by
RB must be scrupulously followed in letter and spirit. In respect to Para (5) of said
letter, a procedure order may be issued by PCMD and PFA jointly in this regard.
Similarly, it has been suggested that date and time of admission & discharge should be
invariably mentioned on the BHTs of IPD and the option form for diet duly signed by
patients of his/her guardian must be made available with BHTs. The proper
maintenance register for calculation and recovery of diet charges from IPD patients
should be ensured MD/CMS/ACMS In-charge of respective Medical units.

4. CALIBRATION OF FLOW METER, DIP TAPE & DIP STICK USED AT RCD

In course of vigilance checks conducted at various RCDs, it is noticed that the Flow
meters are calibrated by the representative of Oil Company in presence of custodian of
respective RCD, once in a year. The flow meter is a measuring instrument which is
primarily used for measuring the quantity of fuel being delivered and thereby its
calibration/stamping are of utmost importance. In this connection, it has been
suggested that the Flow meter should be calibrated/stamped and properly sealed by
the State Legal Metrology Department once in a year in presence of Oil Company
representative and the custodian of RCDs. As all RCDs are equipped with at least two
numbers of flow meter, hence the calibration of Flow meters should be done on
staggered date to have an uninterrupted operation of fuelling.

Similarly, it was noticed that the Dip tape & Dip stick were not maintained with proper
serial number and were not being inspected by the representative of Oil Company for
it straightness and any wear on its tip etc. The Dip tape & Dip stick supplied by the oil
company does not have any certificate/stamping by the department of Legal
Metrology. In view of this, it is suggested that the Dip tape & Dip stick supplied by the
oil company should be calibrated/stamped by the department of Legal Metrology.

5. WARRANTY CLAIM OF REJECTED MATERIAL

In a vigilance case in connection to Warranty claim, it was noticed that warranty claim
was not lodged as per Railway Board circular no. 2000/RS(G)/379/2 dated 07.08.2015.

Also record of warranty claims raised was not found maintained properly. As per above
mentioned circular, all warranty claims will be lodged by the associate depot officer
after getting the warranty rejected material from user under advice note of return
stores with reasons of warranty rejection indicated therein. Before lodging the
warranty claim the associate depot officer will satisfy himself about the correctness of
PO and ensure that other details including reasons of warranty rejection are available
with the advice note of return stores. Also at the time of joint inspection of the
warranty failure material, each representative of Store Dept, representative of firm
and representative of shed/shop should attend the joint inspection. In this regard, a
system improvement was issued for following the guidelines of afore mentioned RB’s
circular in true spirit and also advised to maintain a register in each shed/shop as per
following format. Similarly, it was advised to maintain a consolidate warranty claim
record in Excel sheets, shop-floor/section wise.

SL Material Name of Warranty Material Joint Remark

Received Firm/suppl raised on return to inspection s

against P.O. & ier’s Date & Qty store against Done Date

Date & Qty. advice note

No.

6. DELIVERY OF P-WAY & DEPOT LOT OF SCRAP WITHIN WORKING HOURS.

In one of the Vigilance Investigation, it is noticed that delivery of sold scrap materials
(Line lots and Depot lots were continued till late hours i.e. much beyond the standard
closing hours. The delivery of scrap lots during delayed hours is violation of Para 8.2 of
General Conditions of sales of scrap material through e-auction. As per this Para “No
delivery of goods or materials sold shall be given on sunday, gazette holidays or other
holidays declared by the Govt. of India, Ministry of Railways. Delivery of goods or
materials shall be affected by the Depot/Stock holder on working days and Saturdays,
only within working days and Saturdays, and only within working hours of the
Depot/Stock holder office, on prior appointment with the Depot Officer/Stock holder.
In order to complete delivery within the working hours, handing over of sold
material/loading must cease one hour before the closing time of the Depot/ office of
the stock holder”. Hence, it has been suggested that necessary directives to all
concerned units, who are dealing with the delivery of scrap to strictly follow the Para
8.2 of General Conditions of sales of scrap material through e-auction.

7. REGARDING INSPECTION OF STORES IN THE EXECUTIVE LEVEL

During preventive checks conducted at the store of field units, it was observed that the
custodian of store, while closing a Revenue ledger did not transfer large number of
items having balance quantities to the new ledger. These residual quantities could
neither be physically traced nor was subsequently found accounted in any other
ledger/registers. In absence of any effective check on accountal of store, specifically
while transferring items from a closed Revenue ledger to a new one, there is always
scope for such misappropriation of stores.

In this connection, it is suggested that whenever any Revenue ledger is being closed, a
list of items with balance quantities from the closed ledger is to be prepared duly
indicating the page number of subsequent ledger to which the items are being
transferred. The prepared list should be subjected to test check by the concerned field
officer to verify the correctness of the quantity being forwarded and posted in the new
ledger with respect to the balance quantities of the closed ledger. The list, duly
checked and verified by the concerned executives may be made available in new ledger
for any future reference or check. This will ensure correct accountal of all residual
items from a closed ledger in the subsequent new ledger and will eliminate any scope
of misappropriation of items during change of store ledgers.

Further, the departmental stock verification should be effectively carried out by
conducting periodic check as per extent guidelines, referring Para 1428 of Indian
Railways code for engineering department, which desires that there should be a
frequent reconciliation of the balances as shown in the numerical ledgers kept by the
subordinates with the actual quantities in hand. The Divisional Engineer should
therefore arrange that approximately one-six of the stock under each subordinate is
verified by actual count each month, so that the whole divisional stock is verified at
least once every six months.

8. REGARDING SUBMISSION OF MEMORANDUM OF UNDERSTANDING (MOU) FROM
OEM OF UFSBI/SSDAC/MSDAC AT THE TIME SUBMISSION OF TENDER OFFER

During scrutiny of tenders pertaining to installation and commissioning of Electronic
Interlocking (EI) along with other signaling equipments viz. UFSBI/SSDAC/MSDAC, it is
observed that while defining the similar nature of work, the following special
conditions are incorporated in the technical eligibility criteria of the tender;

a) If the tenderer is not an OEM of EI, then he must submit an undertaking that the
equipment for EI shall be procured from RDSO approved sources and installation,
testing and commissioning of EI shall also be done from the same source including

after sales support required during the warranty period. After the award of contract,
MOU with RDSO approved sources covering supply of EI, installation, testing and
commissioning of EI by the same RDSO approved sources including after sales
support required during the warranty period shall be submitted before supply of
equipments or timeline as defined in the tender document.
b) Same clause as above will be applicable if supply and/or installation of
BPAC/MSDAC/SSDAC/UFSBI are included in the scope of the work.

The special condition under clause (a) above, regarding submission of MOU from OEM
of EI, is as per CSTE/NFR’s guideline vide L/No. N/T/27/02/tender dated 29.05.15
modifying the existing guidelines on similar nature of work for item under Serial no. 1
issued vide letter no. N/T/27/Tender (WP) Pt.VI dated 29.11.2010. As per the same
amendment letter, the special condition/note regarding submission of MOU from OEM
of UFSBI/SSDAC/MSDAC, as placed at clause (b) above, stand deleted. This implies that
in case of work having scope of BPAC/MSDAC/SSDAC/UFSBI, there is no necessity to
submit MOU from the OEM, either at the time of submission of tender or post
awarding of tender. However, the condition for submission of MOU from OEM of
BPAC/MSDAC/SSDAC/UFSBI is still included in the eligibility criteria of the successive
tenders, which is in contradiction to the existing guidelines.

In this context, vigilance is of the view that the similar nature of work or any special
condition associated with it must be in accordance with the approved guidelines and
any deviation/modifications is to be done with prior approval of competent authority
(RB’s letter no. 94/CE-I/CT/4 dated 23-11-2006). If submission of MOU from OEM of
UFSBI/MSDAC/SSDAC by the contractor is required in the interest of the Railways, the
same may be included in the tender document, suitably modifying the extent guideline
with due approval of the competent authority.

9. REGARDING PRICE VARIATION CLAUSE (PVC)
During Course of preventive checks carried out with respect to Payment of PVC bills, it
has been found that excess payments were made in almost all PVC bills by resorting
manipulation/forging the bill amount, taking indices other than prescribed RBI indices
and violating other CA conditions etc. Hence, following system improvements were
suggested in order to avoid such irregularities.

(a) Classification of contract as mentioned in clause 46A.6 of GCC
The contracts may be of composite type (for example: earthwork: 33%, major
bridge work: 33% & other works: 34%). Therefore, type of contract in terms of
clause 46A.6 of GCC shall clearly be mentioned in tender documents for the

purpose of evaluation of price variation to avoid wrong interpretation at later
stage.

(b) System of recording & checking of PVC bills by officials of Executive and Accounts
department:

SSE/ADEN/AXEN/XEN or equivalent official shall check the PVC bill cent percent,
thereafter, record the same in MB and shall record a certificate at the end of PVC
bill that ‘the PVC bill is correct and complete in every aspect as per tender
conditions/clause 46A of relevant GCC’, before forwarding to next higher
authority. The bill passing authority (Dy. CE/Sr.DEN/DEN or equivalent official)
shall test check (100%) the first, every fourth and last PVC bill and record a
certificate that ‘the PVC bill has been checked 100% and found correct and
complete in every aspect as per tender conditions/clause 46A of relevant GCC’,
before forwarding the same to Associate Finance. Similarly, Officials of Accounts
Department (SO/SO-in charge and AFA/ADFM or equivalent) shall check the PVC
bill cent percent and record a certificate that ‘the PVC bill has been checked 100%
and found correct and complete in every aspect as per tender conditions/clause
46A or relevant GCC’. The officer in charge of Accounts Department
(Sr.AFA/Sr.DFM or equivalent) shall check the first, every fourth and last PVC bill
100% and record a certificate that ‘the PVC bill has been checked 100% and found
correct and complete in every aspect as per tender conditions/clause 46A of
relevant GCC’, before making payment to contractor.

(c) Issue of “Excise Duty” in those contracts in which “base period” falls in Pre-GST
period and “period under consideration” falls in Post-GST period:
For “Steel”, it has been mentioned in the PVC clause that, SAIL’s ex-works price
plus Excise duty thereof (in rupees per ton) for the relevant category of steel
supplied by the contractor, as prevailing on the first day of the month in which the
“steel” was purchased by the contractor (or) as prevailing on the first day of the
month in which “steel” was brought to the site by the contractor, whichever is
lower, shall be taken.
Under GST, which was effective from 01.07.2017, all the central and state taxes
are subsumed and a single tax is levied on all commodities. In post-GST period,
Excise duty does not exist. In pre-GST period, the taxes levied on “Iron & Steel”
were Excise duty, VAT, CST, Entry tax/octroi/surcharge etc. The rates of Excise
duty, VAT and CST were normally 12.5%, 5% and 2% respectively in pre-GST
period. Thus, total taxes in pre-GST period on “Iron & Steel” were in the range of
around 18% to 20%. Now, GST rate on “Iron & Steel” is 18%. Therefore, it is seen
that there is slight reduction in total taxes on “Iron & Steel” due to introduction of
GST. However, for working out price variation, rate of “Steel” without considering

any taxes on pre-GST and post-GST period may be taken for such contracts while
evaluation of all PVC bills (excluding final PVC bill) till issue of policy guidelines on
this issue.
(d) Issue of “Cost of Explosives & Detonators” in tunneling contract:
For explosive and detonators, it has been mentioned in the PVC clause (up to GCC-
2014) that “Cost of explosives/detonators, as fixed by DGS&D in the relevant rate
contract of the firm from whom purchases of explosives/detonators are made by
the contractors in base month/quarter under consideration shall be taken”.
However, DGS&D and its website were closed on 31st Oct 2017 and their rates are
not available now.
In this regard, the GCC 2018 & GCC 2019 have adopted index number of Monthly
Whole Sale Price Index for the category “Explosive” of (g) Manufacture of other
chemical products under (J) MANUFACTURE OF CHEMICALS AND CHEMICALS
PRODUCTS, published by Office of Economic Adviser, Govt. of India, Ministry of
Commerce & Industry, Department of Industrial Policy & Promotion (DIPP). Therefore,
in old contracts (in which provisions of GCC’2018/GCC’2019 are not applicable), Index
number of Monthly Whole Sale Price Index for the category “Explosive” may be
adopted (in case of non-availability of DGS&D rates) with approval of competent
authority while evaluation of PVC bills (excluding final PVC bill) till issue of policy
guidelines on this issue.

10. REGARDING ‘SIMILAR NATURE OF WORK’

In a vigilance case, it was found that the work of ‘Reconditioning of wheel
burnt/cupped weld rails by using micro flow thermal spray technology as approved by
RDSO’, similar nature of work was mentioned in NIT/tender document as ‘in situ
Reconditioning of CMS crossing or manufacturing of CMS crossing as provided on
RDSO’. But, it has been found that said work is not listed in the similar nature of works
circulated by CPDE/NFR. Further, it has been found that the divisional authority has
not taken approval of competent authority i.e. PCE/NFR for the deviation from list
circulated by CPDE/NFR. Defining similar nature of work for eligibility criteria by
appropriate authority is essence of any tender. Hence, a system improvement has
been suggested for updating the list of ‘Similar nature of work’ from time to time as
per need and also advised to take prior approval of competent authority in case of any
deviation/modification in the list of similar nature of works.

11. SYSTEM IMPROVEMENT AGAINST IRREGULARITY IN REIMBURSEMENT OF CHILDREN
EDUCATION ALLOWANCE (CEA) & HOSTEL SUBSIDY:

During examination of cases pertaining to reimbursement of Children Education
Allowance & Hostel Subsidy, the following deficiencies noted in reimbursement of CEA
& Hostel Subsidy;

1 As per RB’s extant instructions, reimbursement of CEA & Hostel Subsidy can only be
claimed for two eldest surviving children with the exception that in case the second
child birth results in twin or multiple birth. In case of failure of sterilization
operation, the CEA & Hostel subsidy would be admissible in respect of children born
out of the first instance of such failure beyond the usual two children norms. But it
is noticed in some of the units that the reimbursement of CEA/Hostel subsidy had
been allowed even for third & fourth children.

2 Similarly, Hostel subsidy is applicable only in respect of the child studying in a
residential educational institution located at least 50 kilometres from the residence
of the Government servant. However, it is detected that Hostel subsidy has been
paid in respect of child studying in a private hostel, not residential educational
institution.

3 The CEA & Hostel subsidy is admissible in respect of children studying from two
classes before class 1 to 12th standards and also for the initial two years of a
diploma/certificate course from Polytechnic/ITI/Engineering College, if the child
pursues the course after passing class 10th standard and the Government servant
has not been granted CEA/Hostel subsidy in respect of the child for studies in 11th &
12th standards. During preventive check, it is noticed that CEA for children studying
in class like play group, nursery, etc. i.e. with more than two classes before class-1
have been paid in contrary to the above provision.

In view of above anomalies, it has been suggested to concerned departments to issue
directions to strictly follow the Railway Board’s provisions meticulously with respect to
reimbursement of CEA and Hostel Subsidy.

12. PAYMENT TERM IN ANNUAL MAINTENANCE CONTRACT (AMC) AGREMENT
In course of vigilance check of various Annual Maintenance Contracts(AMC) of N. F.
Railway, it is noticed that payment terms were not clearly defined in the Tender
document and also in the Contract Agreement in some of the AMC cases. Such
incomplete/ambiguous payment terms may create an opportunity of corruption for the
wrong doers. Hence it is essentially required to plug-in such gaps to avoid any pilferage
in future.

Taking the above matter into cognizance, it is suggested that payment terms, viz period
intervals or stages of work at which payment is to be made, should clearly be defined
in all types of contracts (AMC in particular).

Power corrupts, absolute power corrupts absolutely
- Lord Action

Integrity is telling myself the truth and honesty is telling the
truth to other people

- Spencer Johnson

Don't take rest after your first victory because if you fail in
second, more lips are waiting to say that you first victory was
just luck.

- A.P.J Abdul Kalam

If a country is to be corruption free and become a nation of
beautiful minds, I strongly feel there are three key societal
members who can make a difference. They are the father, the
mother and the teacher

- A. P. J. Abdul Kalam

CHECKS IN MASS CONTACT AREAS

I. PARCEL UNDERCHARGE CASES
• During a vigilance check of leased SLR of train No. 15667 GIMB-KYQ Exp, conducted
on 22.01.2020 at KYQ, overloading was detected and an amount of Rs. 40308/- was
realized as undercharge.

• During a vigilance check of leased SLR of train No. 12424 NDLS-DBRT Rajdhani
Express , conducted on 13.01.2020 at GHY, overloading was detected and an
amount of Rs. 48523/- was realized as undercharge.

• During a vigilance check of leased SLR of train No. 12488 Seemanchal Express,
conducted on 27.02.2020 at JBN, overloading was detected and an amount of Rs.
37181/- was realized as undercharge.

• During a vigilance check at NTSK parcel on 07.03.2020 some packages that arrived in
train no. 15959 were checked and overweight were detected and an amount of
Rs.1383/- was realized.

• During a vigilance check of leased SLR of train No. 13159 Kolkata JBN Exp at JBN, on
03.03.2020 overloading was detected and an amount of Rs. 19851/- was realized as
undercharge.

• During a vigilance check of leased SLR of train No. 15711 at KIR, on 04.03.2020
overloading was detected and an amount of Rs. 12867/- was realized as
undercharge.

• An amount of Rs. 7494/- was realized as parcel undercharge at DBRG on 30.07.2020
against inward parcel consignment wx ADI to DBRG vide PW bill No. 658519.

• An amount of Rs. 44959/- was realized as punitive charge on 24.09.2020 for
overloading detected in demand VPU attached in Covid Parcel Special train.

• During a check at Parcel office AGTL undercharges amounting to Rs. 1750/-was
realized against booked parcel on 25.09.2020.

II. GOODS
• During a preventive check on 18.11.19, of Goods rake ex KOTA to CGS at CGS, some
mis-declaration was detected and an amount of Rs. 169552/-.

• During a vigilance check on 21.12.19 an amount of Rs 16538/- as demurrage and
another amount of Rs. 136350/- as wharfage were detected as outstanding at
NBQ/Goods. The same totaling to Rs. 152888/- was realized accordingly.

• During a vigilance check at NGC on 08.01.2020 an amount of Rs.13230/- was
realized as Demurrage at the instance of vigilance team.

• During a vigilance check conducted at SCA on 22.09.2020,demurrage amounting to
Rs. 17010/- was realized against a 21 wagon mixed load rake ex BTE-SCA at the
initiative of Vigilance.

• During a vigilance check conducted at SBRM on 26.09.2020,overloading was
detected in a 21 wagon stone chips rake ex SCA-SBRM and an amount of Rs. 2913/-
was realized as punitive charges.

III. EXCESS IN PVT/GOVT CASH

• An amount of Rs. 545/- was detected as excess in pvt cash during a check
conducted at TTE/lobby/KIR on 16.11.19. The amount was deposited as railway
revenue.

• An amount of Rs. 1405/- was detected as excess in govt cash in the possession of a
staff of Booking office at LAV during a preventive check on 15.11.19

IV. MISCELLENEOUS EARNINGS:
• During a preventive check of a catering stall at ARQ on 16.11.19 overcharging was
detected and an amount of Rs.1500/- was charged as penalty.

Be faithful in small things because it is in them that your
strength lies

- Mother Teresa

IMPORANT CIRCULARS ISSUED

1. Sub: Rotation of officials working in Sensitive Posts
Ref: RB’s letter no. 2017/V-1/ALSL/1/1 dated 10.12.2019

In regard to this office letter dated 04.02.2019 on the same subject, doubts have
been raised by various zonal railways, PUs etc., regarding applicability. It has been
decided to issue uniform guiding factors for designating posts as sensitive, as per nature
of duties rather than nomenclature of posts. The nature of duties qualifying a post as
sensitive can be based on duties dealing with -
i) Tenders, contracts, quotations, procurement/purchase of stores & scrap

disposal. Execution of contracts/inspection/acceptance/measurement and
passing of materials/processing/ checking/ passing of bills/ payments and
variation of quantities including processing of NS items.
ii) Approval/registration of vendors, approval of land licensing, way leave,
railway sidings etc., Public interface and Mass contact Areas including
passengers/goods related business activities such as ticketing, reservation, parcels,
goods booking. Dealing with rake allotment/wagon management
loading/unloading and claims, wharfage, demurrage etc.,
iii) Recruitment, Selection, transfers, posting and cadre controlling issues,
Medical de-categorization, PME and dealing of referral cases, Access to
confidential information, Vigilance activities etc.
Keeping in view of above guidelines, it is advised that for Gazetted category,
SDGMs/CVOs shall pursue with PHODs/cadre controlling officers in identifying list
of sensitive posts and submit to General Manager for approval. The list of sensitive
posts as approved by GM, shall be submitted by SDGM/CVOs for onward transmission
to Board Vigilance. This exercise shall be completed within 45 days from the date of
receipt of this letter.Board vigilance after scrutiny shall process through all Board
Members for approval of CRB. After CRB's approval, the list will be forwarded to zonal
railways for effective and timely monitoring by SDGM & PHODs.
For non-gazetted category, it is directed that existing instructions issued vide RBV
No.2008N-1/CVC11/4 dt.11.08.08 would be applicable. Further, in terms of Para
322.11 of IRVM 2018, General Manager may treat any other post not
mentioned in the list as 'Sensitive' and inform Board vigilance.

2. Sub: Rotation of officials working in sensitive post
Ref: RB’s letters no. No. 2017/V-1/ALSL/1/1 dated 29.09.20

Vide this office letter dated 10.12.2019, uniform guiding factors for designating posts
as sensitive, as per nature of duties rather than nomenclature of posts have been issued.
Keeping in view of above guidelines, with the approval of General Managers, list of
sensitive posts have been identified and submitted by Zonal
Railways/PUs/other units to this office.

a) Perusal of lists submitted by various units, culminates to identification of
nomenclature of sensitive posts as indicated in Annexure 8.1 of IRVM 2018, is considered to
be applicable for all Zonal Railways/PUs/other units. For non-gazetted category,
existing instructions issued vide RBV No.2008N1/CVC/1/4 dt.11.08.08 would be
relevant.

b) In regard to other posts not mentioned in Annexure 8.1, which are specific to ZR/PUs,
sensitive posts as approved by concerned General Manager and submitted to Board
vigilance would be deemed as "sensitive" in nature.

c)In addition to above, General Managers on their own may also treat any other post not
mentioned in the list as "Sensitive" and inform Board Vigilance, as and when need
arises in future.

As part of Preventive Vigilance strategy, it is advised that officials manning sensitive posts
should be rotated as per the extant policy to avoid developing vested interests. SDGMs may
report on the compliance of rotation policy please.

3. Sub: Registration of vigilance case against Railway Officials.
Ref : RB’s letters no. No. 2019/V1/IRVM/1/2 dated.31.08.2020

A reference has been received from a Zonal Railway in connection with registration
of vigilance case arising out of Preventive check, The case involves two officers
wherein, SDGM viewed presence of vigilance angle and forwarded the case file to
PHOD for reasoned views on presence of vigilance angle as per Para 521.2 of
IRVM 2018 Questionnaires were issued after registration of case. Perusal of
responses necessitated registration of vigilance case against a third officer whose role
was not discussed earlier. In this regard, a clarification as to whether the case file
be required to be sent to PHOD, again for reasoned views, has been sought from
this office.

The matter has been examined and it is observed that Para 521 of IRVM 2018
seeks to obtain views of PHOD to have a comprehensive picture of case against
officials involved in the case and certainly confirms to system of checks & balances.

Hence, in Preventive Check & Zonal/RB level complaint cases, it is imperative that
case file shall invariably be processed to PHOD again.
While it is so, in complaints where a report has been sought by CVC or PMO or in
respect to CA-(iii) references, Para 521.1 (iii) shall be followed for 'timely disposal
of complaints.

4. Sub : Expeditious disposal of cases involving public servants due to retire shortly
Ref: RB’s letter no. 2019/V1/IRVM/1/2 dated 07.10.2020

Central Vigilance Commission vide office order dated 12.05.20 has advised all CVOs to
ensure expeditious finalization of disciplinary proceedings/action, particularly in
respect of officials likely to retire shortly and further directed that all such retirement
cases should be received in the Commission by 10th of every month (by 05 pm). Accordingly,
Para 615.2 of IRVM-2018 has been amended.

Now, CVC vide Office Order No.13/10/20 dt. 01.10.20 has prescribed that all retirement
cases for advice should be received in the Commission, 30 days before the date of
retirement of officer. For example, if an officer/official is retiring on 30.11,20, case should
be received for advice before 31.10.20 in the Commission. It is thus advised that such
cases should be forwarded to Railway Board at least 15 days prior to above time limit for
enabling onward transmission to CVC. SDGMs/CVOs are advised to ensure compliance of
above and provisions stated in Para 615.2 of IRVM-2018 would stand amended to that
extent.

5. Sub: Action on Anonymous/Pseudonymous complaints
Ref: CVC’s circular no. 2019/V1/DAR/1/1 dated 24.09.2020

Attention is invited to the DOPT’s OM and Commission’s earlier circular wherein it was
prescribed that “No action would be taken on Anonymous/pseudonymous complaints'
by Ministries/Departments/Organisations and such complaints should be filed”.

The Commission has observed instances wherein some Departments/ Organisations are
taking cognizance of anonymous complaints, despite strict guidelines issued by DOPT
and the CVC. Such non-compliance / Violation of guidelines by the concerned authorities
would be viewed seriously.
All CVOs/Administrative authorities should ensure strict compliance to the above
instruction.

6. Sub: C o m p l e t i o n o f D i s c i p l i n a r y p r o c e e d i n g t h r o u g h V i d e o
Conferencing in the wake of COVID-19 pandemic - reg.

Ref: DOPT’s OM no. 11012/03/2020-Estt.A-III dated 05.08.2020.

It has come to the notice of this Department that due to outbreak of Corona virus
(COVID-19) pandemic, the Disciplinary Inquiry proceedings are being deferred/delayed.
In this regard, attention is invited to the para-10 of DoPT's OM No. 142/40/2015-AVD.I
dated 15.09.2017 vide which it was stated that –
"The Inquiry Officer shall conduct the inquiry proceedings at a location taking into
account the availability of records, station/ place where the misconduct occurred as
well as the convenience of the witnesses/ PO etc. Video Conferencing should be utilized
to the maximum extent possible to minimize travel undertaken by the I0/ PO/ CO. The
cadre controlling authorities will facilitate necessary arrangements for the Video
Conferencing."

It is hereby reiterated that the authorities concerned may conduct the disciplinary
proceedings with the aid of Video Conferencing, subject to the condition that principles
of natural justice are fully adhered to, while conducting the proceedings through such
digital mode.

7. Sub: Dispensing with reconsideration of second stage advice-reg.
Ref: CVC’s office order no. 10/09/20 dated 09.09.2020

Para 1.6.4 of Chapter I, Paras 7.19.3 and 7.28.5 of Chapter VII of Vigilance Manual,
2017 and aforesaid Circulars provide for consultation with the Commission, if the
administrative authorities do not agree with Commission's advice and propose to take
either a "lenient view" or a "stricter view" than recommended by it, for
reconsideration of its 1st stage or 2nd stage advice.
The Commission has analysed the cases received for reconsideration of its second
stage advice tendered, and observes that second stage advice is tendered based on
inputs received from Departments / Organisations which includes all material /
information pertaining to the individual disciplinary case. Further, in most of the cases,
Commission had reiterated its earlier advice tendered at second stage and in almost all
such proposals, no new material / additional facts were brought out by the
Departments / Organisations to justify any change. Also, in such cases of second stage
advice, there is little scope for reconsideration. Such proposals also result in avoidable
delays in finalization / issue of final orders by the Disciplinary Authority concerned.

The Commission, therefore, taking into consideration the above and the time lines to
be adhered for finalisation of disciplinary cases, in supersession of its existing
instructions / provisions in the Vigilance Manual, 2017 has decided to dispense with
consultation for reconsideration of its second stage advice. Accordingly, no proposal
for reconsideration of the Commission's second stage advice would be entertained in
future. The provisions of the Vigilance Manual would stand amended to that extent.

8. Sub: Guidelines for dealing with disagreement between DA and CVC in cases of
granting Sanction for Prosecution-regarding (DOPT’s OM no. 372/6/2017-AVD-III
dated 01-03-2019)

1. Following guidelines are laid down for strict compliance while dealing with
disagreement between the Disciplinary Authority (DA) and the Central Vigilance
Commission (CVC) in cases of granting Sanction for Prosecution.

2. The work relating to according of Central Government’s sanction for the
prosecution of any person in a case investigated by the Central Bureau of
Investigation (CBI) which was centralized in the Department of Personnel and
Training, has since been decentralized and vested in the Ministry/Department
concerned vide Cabinet Secretariat’s Notification No.CD-826/86, dated the 30th
September, 1986.

2.1 The CBI recommends prosecution of persons only in those cases in which they find
sufficient justification for the same as a result of the investigation conducted by
them. There are adequate internal controls within CBI to ensure that a
recommendation to prosecute is taken only after a very careful examination of all
the facts and circumstances of the case. Hence, any decision not to accord
sanction of prosecution in such cases should, therefore, be for very valid reasons.

2.2 The following guidelines may be kept in view while dealing with cases of sanction
of prosecution:
i. In cases in which sanction for prosecution is required to be accorded in the
name of the President the CVC will advise the Ministry/Department concerned
and it would be for that Ministry/Department to consider the advice of the CVC
and to take a decision as to whether or not the prosecution should be
sanctioned.
ii. In cases in which an authority other than the President is competent to sanction
prosecution and that authority does not propose to accord such sanction, it is
required to report the case to the CVC and take further action after considering
the CVC’s advice, vide Para 2(vi) (b) of the Government Resolution by which the
CVC was set up and the CVC’s letter No.9/1/64-DP dated 13th April, 1984.

iii. In a case falling under (i) above, if the CVC advises grant of sanction for
prosecution but the Ministry/Department concerned proposes not to accept
such advice, the case should be referred to DOPT for final decision.

iv. In a case falling under (i) above, if the CVC declines sanction for prosecution but
the Ministry/Department concerned proposes not to accept such advice and
proposes to grant sanction for prosecution, the case should be referred to
DOPT for a final decision.

v. In a case falling under (ii) above, if the CBI has sought sanction for prosecution
and the CVC has recommended grant of sanction, and yet the competent
authority proposes not to grant sanction, the case should be referred to DOPT
for final decision.

vi. Where two or more Government servants belonging to different
Ministries/Departments or under the control of different cadre controlling
authorities are involved the CBI will seek sanction from the respective
Ministry/Department or the respective competent authorities in accordance
with the procedure laid down in the above paragraphs. Where sanction is
granted in the case of one of the Govt. servants but sanction is refused in the
case of the other or others, the CBI will refer the case to DOPT for resolution of
the conflict, if any, for final decision.

If money help a man to do good to others, it is of some
value; but if not, it is simply a mass of evil, and the
sooner it is got rid of, the better

- Swami Vivekananda

A successful man is one who can lay a firm foundation
with the bricks other have thrown at him

- David Brinkley

Li

THRUST AREAS FOR THE YEAR 2020

Following thrust areas have been identified for the year 2020 by Railway Board to eliminate
scope for corruption and improve the system:

1) Scrutiny of expenditure contracts covering all Engineering Departments viz.
Engineering, Electrical, S&T and Mechanical for each of the following categories:
a) Quality check of safety items on Coaches, Locos & Wagons.
b) Irregularities in Eligibility criterion-Special condition restrictive in nature
c) Duplicity /Unrealistic assessment of work in Estimates and Tender schedule.
d) Outsourced maintenance of Electric Locomotive parts such as Auxiliary Motors
etc.
e) Quality check of supply of OHE materials.
f) Quality check of Signaling/ Power Cable.
g) Quality check of Consignee Inspected Telecom materials.
h) Monitoring compliance to Instructions on Minimum Wage Act in execution of
contracts including updating in Shramik Kalyan Portal (SKP).
i) Emphasis on logical conclusion of contract with complaints on old and expired
contract including review of contracts pending for closure.
j) Focus on Non fare Revenue from Land resources especially realization of
outstanding due against way leave facilities, leasing/ licensing case etc.
k) Scrutiny of manpower based contracts in Train Escorting, wiring of coaches, TSS
& Comparison of yardsticks.

1.1 In order to cover large value Works/Machinery & Plants/Procurement, the
following Plan Heads have been identified for conducting preventive checks, including
proper accountal of stores:-

a) Action on Cartelization relevant for Stores as well as Engg. Departments in
procurement of material.

b) Irregularities in Inspection of Materials by consignee, RITES and RDSO.
c) Scrutiny of Non-Stock procurement cases at depot/division level (Value Rs. 2

Lakh) & at HO Level (30 Lakh).
d) Scrutiny of lodging & handling of warranty claims against material fitted on

Rolling Stock.
e) Scrutiny of procurement of items having three or less vendors in the approved

list of RDSO/PUs.
f) Verification of Import documents in cases of procurement through Imports.
g) Routine check of delivery of scrap.

h) Vendor approval at RDSO & PUs.
i) Testing of Pre-inspected material at periodical intervals.
j) Genuineness of OEM's and their local vendors.

1.2 Other Checks:
a) Claim settlement cases especially death cases under section 124-A. Ensure claims
are genuine to prevent misuse by unscrupulous elements.
b) Monitor coverage and usage of CCTVs and other Surveillance mechanisms at
various critical infrastructure of Railways where misuse is rampant.
c) Scrutiny of Commercial Contracts —Parking, OBHS, Mechanised Contract
Cleaning, housekeeping/cleaning etc.
d) Checks on travelling authority and personal cash carried by on—board staff.

1.3 Mass Contract area:
a) Checks on non issued and special cancellation in PRS and UTS.
b) Checks on reservation done on zero value/pre-bought tickets and misuse of
special/complementary passes.
c) Checks on overloading of VPs/SLRs and record keeping of overloading instances
by the checking/contracting division and action taken thereof.
d) Duty Roster of TTEs & rotation of TTEs.
e) EFT and station cash remittance and submission of periodical returns.
f) Review of staff posted at Goods Sheds to ensure rotation.

1.4 Maintenance and upkeep of in-motion Weighbridges
1.5 Accounts Department:

a) Failed NEFT transactions and bankers cheques.
b) CPC arrears and allowances.
c) Memorandum of differences for salary payment.
d) Partial withdrawal for NPS.
e) Bill passing of contracts-entries in MB.
f) Reconciliation of payment of Deposit works.
g) Internal-check machinery in bill passing of contractors and suppliers claims.
h) Reconciliation of receipts through electronic mode.
i) Report of pending RRs, deduction of surcharge and deposit of BG.

1.6 Personnel Department
a) Verification of documents in case of interest bearing advance.
b) Maintenance of leave records.

c) Verification of various certificates of the candidate recruited through
compassionate grounds, sports quota & cultural quota etc.

d) Recording of entries of punishment in service records.
e) Scrutiny of long absentee employee, verification of employee data in IPAS with

muster roll/attendance records.

1.7 Medical Department

a) Initial Medical Exam/PME of candidates/employees-medical decategorization.
b) Referral Hospital case-option given by the employee.
c) Local purchase of medicines/Procurement by Medical equipments with respect

to eligibility criteria, specification, Inspection etc.
d) Issue, accountal and quality of medicine.
e) Scrutiny of compassionate appointment cases and role of welfare inspectors.
f) Scrutiny of promotional exams.
g) Enlistment of Private Hospitals for referral of patients and procedure to refer the

patients to private hospitals approved by Zonal Railways.

1.8 Apart from above thrust areas, SDGMs/CVOs are also advised to monitor:-
a) Use of online finalization of tender through IREPS in timely finalization of
b) Tenders (Works, Stores & Commercial).
c) Monitoring timely completion of DAR enquiries resulting out of vigilance
investigations.
d) Timely and prompt updation of IRVINS.

1.9 Successful steps taken in this regard are to be documented for sharing of best
practices and a quarterly report is to be sent to the Board's Office highlighting
achievements under these heads, linking them to better governance and growth for
Indian Railways.
.

Have the courage to say no. Have the courage to face the
truth. Do the right thing because it is right. These are the
magic keys to living your life with integrity

- W. Clement Stone

DOS AND DON’T’S

PERSONAL

SELECTIONS
Dos

• Ensure correct assessment of vacancies and obtain approval of competent authority
before issuing notification.

• Ensure constitution of Selection Committee properly following Railway Board’s
guidelines issued from time to time.

• It should be ensured by Personnel Department that the guidelines/instructions
issued by Railway Board are communicated to the Officers nominated for setting
question paper and evaluation of answer sheets.

• In the event of any change in the eligibility condition after issue of notification, it
should be ensured that opportunity is given to all candidates who may have become
eligible according to the revised eligibility condition.

• Candidates should be advised that there should not be any
cutting/overwriting/erasing in the answers to the objective type questions.

• Answer sheets should be endorsed by Personnel Branch officer and handed over to
the nominated evaluating officer immediately after the written examination.

• Ensure absolute secrecy in the printing and distribution of question paper.
• The Selection Proceedings as well as the Tabulation Sheet showing the marks

obtained by the candidates under different headings should be signed by all the
selection committee members with date and designation.
• Ensure that question paper of written examination is of 100% objective type with
multiple choice only.
• Model answer sheet should be given by the question setter after conclusion of the
examination. There should not be delay in handing over the model answer sheet by
the question setter.
• Ensure that there is 1/3 rd negative marking for every wrong answers of written
examination departmental selection including LDCE where panel is drawn in order
in order of merit. There will be no negative marking in selection of DP quota where
panel is drawn in order of seniority from those qualified.

Don’ts

• An Officer whose name is borne on the Agreed List/Secret List should not be
nominated in the Selection Board/Committee.

• Members of the Selection Board/Committee should not be subordinate to one
another.

• Once nominated, the Selection Board/Committee should not be changed except
when unavoidable.

• Do not change the number of vacancies once Notification is issued.
• Lead pencil should not be used for evaluation of answer sheets.
• Marks once awarded against objective type questions should not be altered by

correcting or overwriting or erasing.
• Marks once awarded against descriptive type questions should not be altered, if

required genuinely, fresh marks to be awarded by clearly cutting the earlier
awarded marks duly initialed.
• Answer to the objective type questions with cutting/overwriting/erasing etc. should
not be evaluated.
• Evaluating Officers should not re-evaluate his own evaluation.
• Evaluation of answer sheets should not be done by any other person than the
officer nominated for the purpose.

COMPASSIONATE GROUND APPOINTMENTS
Dos

• Register the cases immediately on occurrence of the event priority-wise.
• Ensure submission of S&WI’s report as early as possible.
• If there’s any anticipated delay in submission of documents like death certificate

etc. by the family, complete all other formalities so that the case is processed
immediately on receipt of documents.
• Render the family all possible assistance in getting the formalities fulfilled for
consideration of appointment.
• Save the family from falling prey in the hands of unscrupulous elements.
• Thoroughly check the credentials of the candidate being presented for appointment
by verifying various declarations submitted by the employee while in service.
• Check the documents submitted in proof of age, educational qualification etc.
thoroughly, by making necessary enquiries with the educational institutions and
Boards.
• Follow the time limits prescribed for various priorities by holding the screening
tests, regularly on the nominated day every month.
• Ensure competent authority’s approval for relaxation of age limits where required.
• Follow the Board’s instructions issued from time to time in determining the eligible
family member for appointment.

• Ensure prescribed competent authority i.e. DRM/CWM/PHOD/GM/Railway Board
approves the appointment depending on the circumstances of the case.

• Ensure that the suitability test i.e. Written Test and Viva-voice is completed on a
single day.

• Ensure obtaining declaration from the CG appointee that he/she will maintain the
family dependent on the employee at the time of death.

• Ensure that the S&WI’s report is kept in the service Register of the appointee.

Don’ts

• Don’t offer the post that is not within the competence of a particular authority.
• Don’t consider the request of the candidate for change of category after acceptance

of offer and attending the medical examination save with the approval of next
higher authority.
• Don’t offer appointments to regular pay band of Level-1 to those wards who are not
in possession of minimum educational qualification of SSC/ITI.
• CG is not to be considered if a partially de-categorized employee has less than 5
years to superannuate.
• Educational qualification acquired by a ward subsequent to the date of application
is not to be considered for determining the Group/Post.
• Don’t fix the pay of the CG appointee at a higher stage than admissible without prior
and personal finance concurrence of FA&CAO and the approval of GM.

SETTELEMENTS
Dos

• Publish retirement list of employees retiring within the next two years and notify
the employees concerned.

• Ensure regular and continuous updating of Service Register & Leave accounts to
avoid delays in settlements.

• Ensure safe custody of SRs and leave accounts and watch the movement in case of
transit to other sections/units.

• Take immediate action in reconstructing the lost Service Registers and missing leave
Accounts.

• Organize permanent drives to obtain nominations from staff by utilizing services of
S&WIs.

• Make nomination entries in the Service Register and paste the same in it.
• Advise the employees to promptly report the additions/alterations of family.

• Advise the employees to declare date of birth and age of each family member
including married children, irrespective of their ineligibility for availing Pass/PTO.

• Ensure periodical checks by senior subordinates to ensure that SRs/Leave accounts
are in update condition.

• Ensure verification of Service Register and leave Accounts by Accounts department
before six months in case of NRs and as quickly as possible in case of ONRs.

• Reckon ‘Qualifying Service’ but not ‘length of Service’ for grant of pension benefits.
• Advise the retiring employee/family to opt only a Nationalized Bank for drawl of

Pension/Family pension.
• Ensure mentioning in the PPO, of additional quantum of pension @ 20%, 30%, 40%,

50% & 100% on completion of 80 years, 85 years, 90 years, 95 years and 100 years
respectively.
• Ensure supply of ‘Calculation Sheet’ to employees along with settlement papers.
• Ensure mentioning all eligible family members in the PPO with their dates of birth.
• Ensure sanction of provisional pension, in case departmental/judicial proceedings
are pending on the date superannuation of the employee.
• Decide family member to receive Family Pension in terms of Rule 75(19)(b) of
pension Rules & RBE Nos. 142/97, 81/98, 44/2005 & 159/2009 since nomination is
not required.
• In the absence of nomination, release DCRG to family member defined as such in
Rule 70(5) of RS (Pension) Rules, 1993.
• In the absence of nomination, release amount of PF to a family member defined as
such in chapter 9 of IREC-I.
• In the absence of nomination, release CGEIS amount to a family member as defined
in SC No. 97/77.
• Ensure releasing of Leave encashment to the family as defined in Rule 549A of IREC-
I.
• Insist for succession certificate only when there is no family member who is eligible
to receive a particular settlement due.
• Ensure release of withheld DCRG in cases of commercial/Stores debits within time
limits prescribed to avoid payment of interests.
• Ensure fulfillment of income and other eligibility criteria by widowed/divorced
daughters before sanctioning family pension.
• Ensure receipt of Foreign Service contributions from the respective organization in
favor of employees on deputation with them.
• Ensure receipt of ‘No due Certificate’ from all the Railways/Organizations where the
employee has worked before his retirement.

• Obtain legal opinion in all cases of disputes and dual/rival claims before releasing of
settlement dues.

Don’t’s
• Don’t recover government dues from any settlement benefit except DCRG & DR
payable on pension.
• Don’t authorize Guardian to receive family pension in favor of a minor child, but
ensure PPO on the name of the minor child, indicating Guardian’s name.
• Don’t release DCRG if the employee does not vacate the Railway accommodation on
the day of superannuation.
• Don’t insist for medical examination if the retired employee applies for
commutation within a year.

As I have said, the first thing is to be honest with yourself.
You can never have an impact on society if you have not
changed yourself. Great peacemakers are all people of
integrity, of honesty, but humility

- Nelson Mandela

WORKS AND SERVICE CONTRACTS

ESTIMATE
Dos

• Do prepare realistic estimates taking into account various factors viz. site condition,
geographical location, law and order situation etc.

• Do try to include items with standard specifications only.
• Do prepare the estimates based on available LARs and if proper LARs are not

available, prepare estimates based on realistic market rates.
• Do include all commercial clauses including taxes, duties of all types and other

statutory charges.
• Do take approval of estimates from Competent Authority, before calling for tender.

Don’ts

• Don’t make vague estimates without rate analysis and adequate details, which may
lead to huge quantity variations and creation of extra and substituted items.

• Don’t mention conflicting conditions.
• Don’t include such items or scope of work not directly related to the work.
• Don’t revise the estimates to justify the received L-1 rates after opening of the price

bids.

NIT & TENDER/BID DOCUMENT

Dos Do advertise in Local and National newspaper for wide circulation and also publish
• the same on website of organization with all relevant information viz. tender cost,
cost of tender document, EMD, nature of work etc.
• Do provide sufficient time to the bidder for preparation and submission of the bid.
• Do check the dates of submission of bids with respect to working days and timing of
closure and opening of bids
• Issue necessary corrigendum/addendum as and when required, not on flimsy
grounds.
• Do update tender documents to suit the present contract requirements.
• Do mention the form in which EMD is acceptable clearly in the tender documents.
• Do incorporate in the bid documents detailed generic technical specifications.
• Do specify the conditions for tender responsiveness.

• Do specify in unequivocal terms in the bidding documents, the performance
parameters and the technical evaluation criterion, if any.

• Do specify proper drawings with reference numbers, relevant specifications while
preparing tender document.

• Do follow Railway Board Guidelines in splitting of works in true spirit.

Don’ts
• Never incorporate eligibility criteria to suit a particular firm
• Don’t forget to mention important clauses pertaining to earnest money deposit,
completion schedule, testing of equipments, performance bank guarantee, payment
terms, penalty clauses, comprehensive insurance cover, contractor’s liability, safety
arrangements, statutory requirements for labour welfare, arbitration clause etc. in a
proper and explicit manner.
• Don’t sub divide/split a bigger work into smaller work without approval of
Competent Authority.
• Don’t provide unrealistic period of completion of work as unworkable period leads
to frequent grant of extension of time and litigation.

EVALUATION OF TENDER

Dos

• Do ascertain whether bid is responsible as per laid down criteria.
• Do evaluate tender as per the notified criteria
• Do evaluate all pre-requisite criteria met by bidder before qualifying technical bid.
• Do finalize the acceptability of the bidding firms in respect of the qualifying criteria

before or during holding technical negotiations with them.
• Do ask additional information only when it is mentioned in the tender or desired,

otherwise avoid calling bidder.
• Do complete the exercise of short listing of qualifying firms before opening of price

bid/calling price bids.
• Do open price bids (in two bid system)/call price bids of only whose bidders whose

design and other technical proposals are as per tender requirements.
• Do verify credentials of agencies.
• Do finalize tenders within validity period.
• Do negotiate with only valid lowest eligible tenderer.
• Do ensure that L-1 is not ignored of flimsy grounds.
• Do establish the reasonableness of rates on the basis of estimated rates and the

prevailing market rates before accepting offer.

• Do identify the abnormally high rate and abnormally low rate items and the
officials/agencies responsible for execution of work should be intimated to exercise
appropriate control on such identified items to avoid vitiation.

• Uniform/consistent approach to be adopted while awarding the work

Don’ts

• Don’t relax tender conditions as it will create a discriminatory treatment to others.
• Don’t evaluate bids on the basis of information not furnished by bidder /tenderer.
• Don’t entertain any new information/document after tender is opened and

evaluated unless the same is called for.
• Don’t disclose details of evaluation of tender till it is officially accepted/rejected.
• Don’t deny any bidder pre-qualification/post qualification for reasons unrelated to

its capability and resources to successfully perform the contract.
• Don’t prepare rate analysis after opening of tender to justify the high rates received,

though valid LARs is available.
• Private firm credentials should not be considered as credentials.

Railway/Govt/Quasi Govt. officials credentials only to be considered.
• Don’t conduct post tender negotiations, unless unavoidable, without recording valid

reasons and approval of competent authority.
• Don’t assume unreasonably high rates towards transportation cost, labour cost,

local taxes, inflation etc.

AWARD OF WORK AND SIGNING OF CONTRACT AGREEMENT

Dos

• Do ensure that once the offer is found techno –commercially acceptable, the work
is awarded without any loss of time.

• Do issue letter of intent after approval of tender and take acceptance of tenderer
before signing of agreement.

• Do keep the entire necessary documents ready before hand and a formal contract
agreement containing all the requisite documents forming part of the agreement
should be signed within a reasonable time.

• Do ensure that the contract document is precise, definite and complete.
• Do make the important papers, such as any amendments subsequent to the issue of

tender documents, a part of contract agreement.
• Do ensure that the detail of awarded contract is sent for posting on the web site.

• Do make the contractor sign the detailed agreement within the time frame to avoid
any complication in the contract at later date.

• Do ensure that the agreement is well bound, page numbered, signed by both the
parties and well secured.

• PG to be submitted within 30 days from the date of issue of LOA, if it is submitted
between 30-60 days-penal interest of 15% to be recovered, if it is beyond 60 days-
tender to be discharged duly fortifying EMD and other dues .

Don’ts

• Don’t keep a file pending for decision by the approving authority after the
recommendation of the tender committee has been received.

EXECUTION OF CONTRACT

Dos

• Maintain the requisite contract related site registers viz. Field registers, Site Order
register, Hindrance registers etc. On completion of the work the registers should be
submitted back to divisional office.

• Take proper inventory of material to be released and obtain contractor’s signature.
• Ensure that contractor’s representative is nominated in writing.
• Departmental tools & plant to be given to the contractor as per agreement

conditions.
• Beware of Vitiation due to non-operation of unworkable items or Excess operation

of high value items.
• Get test certificates of material wherever prescribed.
• Do not use departmental labour along with contractor’s labour.
• Ensure that released materials is brought back to the required point and neatly

stacked by the contractor.
• Ensure proper gate passes & correct leads with regard to transportation of materials
• Painting works-Check quantity of paint used by the contractor and ensure state-

wise thickness.
• Do stipulate milestones in the contract for the specific schedule of completion of

contract in an unambiguous manner.
• Do monitor progress in accordance with such schedule.
• Do specify the LD clause in case of delay in completion of intermediate milestone

activities and overall project/contract.
• Do take care that specialized work is executed through specialized agency.
• Do reconcile materials issued by department at various stages of work.

• Do ensure that the proper technical staff is employed by the contractor and work is
executed qualitatively and timely.

• Do ensure that the project is not delayed due to contractor’s fault such as non
deployment of adequate plant and machinery, technical staff, material, labor etc.

• Do ensure that officer in charge of work has to specify the items/location for which
he has conducted the 20% test check.

Don’ts

• Don’t forget to take built drawings on completion of any contract.
• Don’t’ forget to adjust all advances before completion of project and release of final

payment. Don’t forget to record delays on the part of contractor and recover LD as
per provision of contract.
• Don’t forget to take Bank Guarantees for long term guarantee for specialized items,
if specified in contract.
• Don’t release retention money before due date.
• Don’t go for unreasonable variations in terms of quantities and items unless and
otherwise required.
• Counter signing is not allowed in MB, only test checks of specific & location to be
mentioned.
• Don’t execute the item which is not having detailed technical specification/drawings
in the agreement.

SIGNALLING & TELECOM
Dos

• Ensure correct nature of soil with regard to cable laying works before specifying
conditions in tender document.

• Ensure proper depths to be mentioned in the MB for cable laying work.
• No measurements should be copied from any papers other than field book/daily

progress register.
• Supply portion in schedule by contractor should be taken into DMTR account with

proper invoice bills and test reports.
• Issue of material to contractor’s representative for execution, should be done duly

after receipt of firm’s requisition and after submission of INDEMNITY bond.
• Insist on warranty certificate as per terms of rate contract while passing bills for RC

items.
• DMTR transactions must be closed everyday and initial the DMTR once in a week

and send the statement to the Divisional Headquarters every month.
• Ensure relay frames and termination racks are of proper dimensions.
• Ensure proper termination of cables and soldering and bunching of wires.
• Ensure earthing and location boxes as per drawings.
• Ensure updated drawings of location boxes, signal posts etc are provided with

contract agreement to field units.
• Ensure technical specification should incorporate conditions, parameters as per

manuals or standing guidelines prevailing at that time.
• In Telecom works, ensure proper parameters of Quad and OFC before release of

final payments.
• Ensure proper Insulation Resistance through meggering of cables and it’s recording

of readings.
• Cable marker and emergency communication posts should be provided with proper

concreting and as per drawing..
• Maintain separate account of uncharged and charged cells.
• Verify the serial nos. of equipments, whether it is matching with RITES/RDSO

inspection certificates or not.
• Verify the Halograms/Specimen symbols on equipments specially RITES/RDSO

Inspection.
• Ensure proper specified cables while installing S&T equipments like IPS, Data

loggers, Electronic inter-locking etc.
• Check the items in the pre-commissioned check list thoroughly in field before

signing in the Joint Report.

• Ensure proper installation of LC gates as per drawings.
• If inspection clause is modified to consignee inspection with competent authority’s

approval necessary deduction from contractor’s bill may be done if inspection
charges are to be paid by contractor.
• Always insist the authority letter from the Service Engineers who are attending
AMC’s of all Electronic Interlocking system.
• Field supervisors insist for latest drawings, specifications and amendments referred
in contract agreement.

Don’ts

• Don’t operate labour portion without ensuring site requirements.
• Don’t change RDSO/RITES inspection certificate to consignee inspection without

approval of accepting authority. Similarly, strict compliance of instructions from HQ
with regard to consignee inspection.
• Don’t install charged batteries without retentivity test.
• GI and similar pipes must be tested before accepting by its specified
weight/thickness only, but not based on paint mark.
• Don’t accept the materials after the delivery period of purchase order
• Don’t accept the material without original bills and invoices.
• Without checking the cables insulation and its loop resistance don’t take in DMTR.
• Don’t issue credentials before completion of the work.

ELECTRICAL

Dos

• Ensure proper electrical earthing of all installations during work execution.
• Ensure provision of proper rating MCB/MCCB and other safety devices
• Reconcile the Quantity of OHE conductor at regular interval and take the scrap in

custody from contractor.
• Ensure that the installation register for electrical fittings provided in

Quarters/Service buildings are maintained upto date.
• Ensure proper size of equipment/wiring/cables according to the sanctioned load.
• While executing works, follow the standard drawings & specifications.
• Electrical installations and wiring should be done as per Indian Electricity rules.
• For major installations power calculations should be done for selection of MCBs.
• Ensure that defective energy meters are replaced on priority.
• Electrical contractor’s license validity to be ensured during execution of the work.
• In Service Contract, ensure PF and ESI subscription payments before passing CC bills.
• Accept the LTUG cables along with Test Certificates as per specification given.
• All new Contract Materials must be entered into DMTR/Ledger. DMTR numbers

must be quoted for released and supply materials in Measurement Book
• Refer drawings, specifications/Third Party inspections as per Agreement conditions.
• Timely process EIG proposals for commissioning of HT/EHT substations and

equipments therein and obtain EIG sanction before energizing the same.

Don’ts

• Do not modify the LT/HT overhead lines without competent authority’s
approval/sanction.

• Do not accept the material of other make, which are not included in the work
order/contractor.

• Do not miss to note the proper chainage/kilometers in MB for cable laying work.
• Do not mention such ‘Makes’ of electrical items in works contracts, which are not

equivalent cost wise or quality wise.
• Do not include in works contracts, normally those electrical items, which are

available on DGS&D rate contract, without competent authority’s approval.
• Do not include procurement of cables in work contracts unless it is of urgent in

nature and that too with competent authority’s approval and ensure that the rates
should competitive with store procurement.

• Do not extend the temporary power supply to outsiders/contractors without proper
authority.

• Do not prepare the estimate for releasing electric connection to contractor/private
parties without actual survey at site.

• Do not indent electric items, which do not confirm to IS specification or don’t bear
ISI marks.

• Don’t interchange the LT services of wayside stations which are different categories.
• Don’t deviate the location without approval of sanctioning authority of the work.