Sunday, March 26, 2017

Tenders

TENDER SYSTEM

Procedure for call of Tenders:
Tender notice or Notice Inviting Tender (NIT) will be approved by the officers for the works for which they are competent to accord technical sanction. The Tender document will be prepared by the concerned officers bringing greater transparency indicating the provisions made in the estimates for items which are reimbursable to the contractor with conditions therefore.

Tender invitation & finalization:
For works up to Rs. 50.00 lakh the tender notice shall be published in District Edition of at least one vernacular news paper with wide circulation. For the works costing more than Rs. 50.00 lakh, the tender notice shall be published in at least two news papers having wide circulation at the state level. The Tender schedule should contain not only quantities but also the rates worked out by the department and the amount for each item and the total value of the contract. The Tenderer should indicate his willingness to do the work, either at the estimated value of the work or at a percentage less than the estimated value of the work. Authority should always be reserved to reject any or all the tenders so received without the assignment of a reason and this should be expressly stated in the advertisement.

Publicity to the tenders:
(a)     Copies of tender notices may be sent to all the divisions in that as well as neighboring circles for being exhibited promptly on their notice board.
(b)     Copies of Tender Notice may be sent to all the registered contractors of the above mentioned divisions/circle.
(c)     Copies of tender notice and paper cutting should be recorded with tender documents.
(d)     The tender notices should be sent only to the particular class of registered contractors as specified in the Tender Notice depending upon the value of the work.

Prevention of collusion of Contractors:
Tender schedules shall be issued till a date prior to the last date of submission of tenders. Once a contractor buys a tender schedule, he is not permitted to return the schedule without quoting for the work. After buying a tender schedule if a contractor does not tender for the work, his E.M.D shall be forfeited.

Receipt of Tenders:
The Tenders shall be received at the place and time as specified in the Tender notice. The contractor can submit the tender either personally/through his agent or by post. In case of submission of tender documents by post the delay in receipt of tender is to the account of the tenderer only. Any tender received after the expiry of date and time for its receipt will not be considered by the tender opening authority. Tenders will be finalized by the respective officers for the works costing upto their powers to accord technical sanctions. The time allowed for submission of tenders from the date of publication of tender notice to the date of receipt of tenders is 14 days for the first call and 7 days for the second call. A Format of the Tender notice, format of tender and notice to tenderer whose tender is under consideration, articles of Agreement are given in Annexure both for lump sum and piece work contracts.
  
Cost of Tender schedules:
The cost of tender schedules should be fixed depending upon the number of pages, nature of print and cost of paper etc., and expenditure incurred. The sale proceeds of tender schedule should be appropriately accounted as revenue. The Cost of tender schedules is not refundable.

Tender Premium:
For all works the ceiling of Tender premium is 5 %.( as instructed by the Government in G.O.Ms.No.133, Irrigation & CAD (PE. Reforms) Dept. dt. 20.11.2004). Even after repeated calls (as specified above), if the tender premium is more than 5%, and if it is decided not to accept such tenders the work can be awarded on nomination at the estimated value to a contractor selected from the list of contractors maintained by the department.

Discount Tenders:
Tender up to 15% less than the estimate rate can be accepted. In such cases, the tenderers should be asked to produce a bank guarantee for the amount equivalent to the less % quoted as compared to the estimate value of the work put to tender.

Comparison of tenders:
In most of the cases, the tenders are called for based on sanctioned estimates. But after receiving the tenders, the rates in the sanctioned estimates should not be stated to be unworkable and the tenders compared with modified higher rates based on some data on the plea that the modified higher rates are workable ones. Tenders are invariably to be compared and accepted with reference to the rates in the sanctioned estimates only. If the rates in the sanctioned estimate are found unworkable with reference to the current S.S.R./F.S.R. due to the lapse of time or wrong data etc, the proper course would be either to submit revised estimate adopting current schedule of rates before the tender call is made for approval of the competent authority or to submit the tender along with the data to competent authority justifying higher rates. The powers of accepting tenders up to the permissible limits above the rates in the sanctioned estimates should be used cautiously and only after making sure that the acceptance of such tender is unavoidable.

Acceptance of Tenders:
No tender should be accepted from any person directly or indirectly connected with Government Service. The Officer opening the tenders should invariably date and initial all the pages of tender document irrespective of whether they contain any correction, over-writing etc., If there are corrections in the tender unattested by the tenderer, a note of such correction should be made on the tender itself when it is opened. The officer opening the tenders should keep a personal note of the total number of tenders opened by him and verify therewith the number in the comparative statement of tenders. Other things being equal, normally the lowest tender should be accepted. In selecting the tender the financial status of the tenderer, his capability, the security offered by him or the record of his execution of any works previously should be taken into consideration. In cases where a tender other than the lowest is accepted, a confidential record should be kept of the reasons for doing so, relative merits of various bidders concerned should be discussed and cogent reasons to be given for rejection of the lowest tender. This confidential record should be produced to audit if required by audit.


The acceptance of the tender other than the lowest should be reported to the next higher authority with due justification. The next higher authority shall scrutinize the report carefully and call for more details if necessary. The acceptance or rejection of tenders is however left entirely to the discretion of the officer to whom the duty is entrusted and no tenderer can demand the cause of rejection. Authority should always be reserved to reject any or all of the tenders so received without the assignment of a reason and this should be expressly stated in the advertisement. In the event of two lowest tenders being of same denomination, decision shall be taken by taking lots in the presence of the concerned parties or their nominees.

Pass n Payment orders

PASSING FOR PAYMENT OF SINGLE BILL
The FRO and FSO/DRO are delegated with the following powers for passing bills for making payment on account of work done or supplies made by the contractors/piece workers up to the following limits or any single bill. (Section 101 of A.P. Forest Department Code)
D.F.O.                      Above Rs.50000/-
F.R.O.                      Rs.50000/-
Dy. R.O./F.S.O.       Rs.25000/-
In respect of works upto Rs. 1.00 lakh, A.R. advances can be issued to FROs (through cheque) following the delegation prescribed in the APFD Code (section 108). In such cases, the FROs shall open an interest bearing S.B. account in any Nationalised Bank to which, such AR Advance shall be advanced. Payments for all the bills passed by the FSO/FRO for these works shall be made by the FRO by cheque. The FRO shall render accounts for advances received and payments made, to the DFO every month by the 5th of the succeeding month.
In respect of all the other works (value of which is more than Rs. 1.00 lak), payments should be made only by the Divisional Forest Officer. After execution of such works, after recording the details of works executed in ‘M’ Books and Check measurement, detailed Bills should be prepared by the DyRO/FSO/FRO and the same shall be passed duly following the delegation detailed above. All the bills that are passed by the FRO/DRO/FSO for payment, shall be sent along with the ‘M’ Book to the Divisional Forest Officer for effecting payment. If the Bills have been passed by DRO/FSO, the same shall be countersigned by the Forest Range Officer. All the Bills passed by the FRO and DRO/Forester shall be sent through the Sub-Divl. Forest Officer with his countersignature. They should then be countersigned by the Divl. Forest Officer after due scrutiny with reference to the sanctioned estimates, entries in the ‘M’ Books and details of check measurement.
Payment of bills:
All payments shall be made against bills in formats as prescribed in the A.P. Financial Code after recording the pass order as per particulars recorded in the ‘M’ Book. and after check measurement. The vouchers shall be super scribed as CAMPA works.
After the bills passed or countersigned by the Divisional Forest Officer, the payment should be made directly to the contractor/supplier through crossed cheque or through Electronic Clearance System duly deducting all the recoveries affected in the bill. After the bill is paid, the amount of recoveries so made shall be properly accounted. The ‘M’ Books shall then be returned to the Forest Range Officer and the passed and paid Bills shall be maintained in the Division Office and presented to the Audit as and when required. For all the payment made by the DFO, Cash Book should be maintained only in Division Office.

Only for works that are less than Rs. 1,00,000/- AR Advance may be issued to the Forest Range Officers and recoveries may be made by way of work done. For all such works Cash Books should be written by Forest Range Officer and Bills after paying may be sent along with Cash Accounts to the Divisional Forest Officer for incorporating in Division Cash Book after countersigning the Bills. All these Bills should also be retained in the Division Office and produced for Audit as and when required. The consolidated accounts of entire Division shall be compiled and finalized at Division office by 10th of every succeeding month.

Maintenance of Vehicles

Rules for use and maintenance of Government Vehicles

     The rules governing the use of staff cars and other Government Vehicles are contained in G.O. Ms. No. 875 and 876, G.A. (Estt, B) Department, dated 28-5-1957 and the amendments issued to them. Instructions have also been issued from time to time with a view to facilitate proper control over the use of the official Vehicles. They have been carefully examined in the light of the similar rules issued by the Government of India. In supercession of the previous rules, the following consolidated rules are issued for regulating the use of Government owned vehicles. These rules apply to all passenger vehicles including staff cars, station wagons, jeeps, land rovers, pick-ups and utility vans and shall come into force with immediate effect.

         It is not intended that these general rules should apply at present where they are in conflict with relevant provisions in the special rules or orders issued or the staff cars under the control of the Board of Revenue, public works, police, planning Departments etc. The Departments of the Secretariat concerned are, however, requested to consider revising the special rules so as to bring them, where necessary, inconformity with the general rules below.

I. Control of Government Vehicles and responsibilities or Controlling Officer:-

1. The staff cars and other motor vehicles maintained by the General Administration Department will be under administrative control of the Deputy Secretary to Government incharge of Staff cars and those maintained by the Departments of the Secretariat and the Heads of Departments will be under the control of the Secretary to Government or the Head of the Department concerned, as the case may be. They will act as controlling officers in respect of the vehicles under their charge.

2. Subject to the orders of the Controlling Officer, the Assistant Secretary incharge of motor vehicles in the General Administration Department or the other departments of the Secretariat, the P.A. or Deputy to the Head of the Department or the Head of the Subordinate office will be responsible for the proper use, care and day-to-day maintenance of the vehicles and for regulating the journeys generally in accordance with these rules.

The following records shall be maintained for each vehicles 
i) A log book in Form “A”
ii)A register showing the repairs, replacements, etc, in 
   Form “B”
iii) A register showing the cost of petrol, oil, etc, in 
    Form “C”
iv) A register of inventory of equipment in Form “D”
v) Hire charges payments Register in Form “E”
vi) Receipt book in Form “F”


Saturday, March 25, 2017

Beat Inspections

BEAT INSPECTION

 

The Prl.CCF., AP., Hyd has issued a CIRCULAR No. 8 / 2002 vide Ref. no. 14042 / 2002 – X3, Date : 26-10-2002 for taking up of Beat Inspection to improve protection of forests.

 

 Forest Protection is an important indicator for assessing the performance of the officers at various levels. For assessing the performance under forest protection, two parameters are adopted i.e., Beat inspection and collection of Compounding fee. The subject of Beat Inspection was discussed in the Apex body meeting and all the officers have felt that unless the Beat Inspection are properly monitored it will not have much impact on the forest protection. Further if this important work is left to the subordinate staff alone they may tend to take up the Beat Inspection in a routine manner.

 

The attention of the Addl. Prl.CCFs and CCFs is also invited to the Circular No. 13/95, dt: 12-11-1995 ( PCCF’s Ref. No. 23211 / 95 – X3 ) wherein a detailed procedure for taking up of Beat Inspection is prescribed. As per this Circular all the vulnerable Beats shall be inspected four times a year and all non-vulnerable Beats twice a year. The annual Beat Inspection programmes are being drawn up accordingly in each of the Circles and the performance is being reviewed every month. The Salient points of the Circular No. 13 / 95 are reproduced hereunder.
1.  Any fellings detected during the perambulation of a Beat shall be enumerated and recorded in the Beat Fellings and Enumeration Register (BFER ).
2.  The Forest Beat Officer shall submit a monthly extract of BFER to the Forest Range Officer concerned through the Forest Section Officer. The Forest Range Officer there upon shall submit the consolidated extract of BFER of all the beats under his control to the divisional Forest Officer and the Divisional Forest Officer to the Conservator of Forests.
3.  All the non-vulnerable Beats must be inspected one in each Six months period and vulnerable Beats twice in each six months period.
4.  Where the value of destruction exceeds Rs.50,000/- the enumeration must be test checked by the concerned Sub-Divisional Officer / Divisional Forest Officer and where it exceeds Rs.75,000/- by the concerned Conservator of Forests.

The Beat Inspections are initially taken up by the concerned Section Officers and under special circumstances by a special party constituted by the concerned DFO.   The initial inspection shall be taken up thoroughly by covering all areas in a Beat, which normally takes not less than 4 to 5 days time. On conclusion of each of the inspection the concerned Forest Range Officers shall take up test checking of enumeration by spending at least 2 days time for the purpose. Besides inspection of the Beats where large scale fellings have occurred as brought out at point 4 above, the Divisional Forest Officer shall take up test checking of at least (5) Beats in a month by spending at least (1) entire day in each of the Beats and the Conservator of Forests shall take up test checking of at least (2) Beats in a month by spending at least (1) entire day in each of the Beats.
Besides the above, as per A.P. Forest Department Code the Divisional Forest Officers are required to inspect each of the vulnerable Beats in their jurisdiction at least once in a year.

While communicating consolidated instructions on Forest Protection issued from time to time to the Conservator of Forests and Divisional Forest Officers in the ref.2nd cited, all the Addl.Prl. CCFs and CCFs were also requested to review the Forest Protection with the concerned CFs and DFOs during their inspection of the districts. They were requested to review the forest protection with reference to the instructions given by the Govt. and by the Prl. CCF from time to time. Some of the instructions given in the said references are reproduced below for ready reference.

1.   In PCCF’s Ref. No. 38382 / 2000 –X3, dt: 14-9-2002 all the DFOs were requested to conduct protection meetings in each of the Ranges every month with all the Range Staff upto the level of ABOs. In the said meetings, besides reviewing the Forest Protection, the posting of Beat Felling and Enumeration Registers and quality of Beat Inspections have to be verified. The DFOs shall also verify the POR Books and see whether the cases are being booked regularly and are being finalized with least delay.

2.  In PCCF’s Ref. No. 28420 / 2000 – X1, dt: 24-7-2000 detailed instructions were given for taking up of inspection of Saw Mills in the Districts in the Proforma prescribed.

The ADDl. Prl CCFs and CCFs during their inspection on tour are requested to take up inspection of (1) or (2) Vulnerable Beats, randomly selected and also review the following:

1.  Whether the Beat Inspections are being carried out as per the annual beat inspection programme drawn. This may be reviewed after obtaining the information in the proforma-1 enclosed.
2.  Whether the test checking of the Beat Inspections is being done by the FRO / Sub-DFO / DFO / CF. This may be reviewed after obtaining the information in the Proforma-II enclosed.
3.  Whether Beat Fellings and Enumeration Registers ( BFER ) are being maintained properly and whether entries are being recorded regularly. Whether the BFER is being checked by the FRO / Su-DFO / DFO / CF regularly and whether they are recording their comments in the Register on the quality of inspections.
4.  Whether the FBO / FSO / FRO are booking the Offence cases regularly. This may be verified from the POR Books. Besides this, it may be verified whether FBOs and FSOs are carrying with them Beat / Section Map, Beat / Section Information Book, Seize Hammer, Dairy – Cum – Report Book, Digit Set / Enamel paint for enumeration CF 140, Measuring Tape etc.
5.  Whether the Divisional Forest Officers are conducting Range level Forest Protection meetings every month in each of the Ranges. This may be reviewed after obtaining the information in the Proforma-III enclosed.
6.  The progress of collection of Compounding Fee by each of the Divisions in the Circle. This may be reviewed after obtaining the information in the Proforma-IV enclosed.
7. Whether the Divisional Forest Officers / FROs are regularly inspecting the sawmills as per PCCF’s Ref. Ni. 28240 / 2000 – X1, dt: 24-7-2000. This may be reviewed after obtaining the information in the Proforma-V enclosed.
8.  Whether the Divisional Forest Officers, FSP are performing their duties as per the instructions given in PCCF’s Ref. No. 43530 / 98 – X1, dt: 2-11-1998 and 13359 / 99 – X1, dt: 20-10-2000. The DFOs FSP are required to inspect two vulnerable Beats every month besides Inspection of Neeru – Meeru works ( 100% ) in (2) Beats. This may be reviewed by obtaining the information in Proforma-VI enclosed.
9.  The disposal of OR, UDOR and Vehicle cases may be reviewed in the Proforma-VII, VIII and IX enclosed.

After inspection and review as above the field inspection notes on the Beats visited and review done on the above items shall be communicated to the concerned CFs / DFOs duly making a copy to the Addl.Prl.CCF (Vig).

Proforma – I

Beat Inspections :

Namer of the Division
Total No of
 Beats
Vulne
rable
Non-Vulne
Rable



2
3
No. of time
Vulnerable
Beats to be
Inspected
Upto the end
Of the previous
Month as per
programme
No. of
Vulnerable
Beat
Inspections
Taken up
Actually
Upto the end
The previous
Month and %
No .of times
Non-
Vulnerable
Beats to be
Inspected
Upto the end
Of previous
Month as pre
programme
No. of non
Vulnerable
Beat
Inspections
Taken up
Actually up
To the end
Of the month
And %
1
4
5
6
7
(The month wise shortfall may also be discussed)

Proforma – II

 Name of Division_____________________________________________
Name of Range_____________________________________________
Beat Inspection done during the Month of_________________________ 
Name of
The Beat
Dates of
Inspection
By FSO /
Spl.
Parties.
Value of fellings recorded
Present material
Missing material
Total
3
4
5
Dates of
test
checking
by the FRO
Date of test checking by the FRO
Date of test checking by the CF
1
2
6
7
8
(This information shall be reviewed for all the months from April to the date of inspection)

Proforma – III

 Range level forest protection meetings held by DFO :
 Sl . No.
Name of the Range
Dates on which the meetings held within the Range with all staff up to ABOs.
1
2
3
(The minutes of the meeting drawn shall be verified to find out the specific problems of protection within the Range.)

Proforma – IV

Progress of collection of Compounding fee :
 Name of the Division
Target fixed for the year
Target fixed upto end of previous month
Target achieved upto end of previous month
% of achievement
1
2
3
4
5
( The shortfall in collection in each of the divisions may be reviewed )
  

Proforma – V 

Details of sawmills inspected during the month of _________________

 Sl. No
DFO ( T ) / ( WL ) / FSP / FRO
Name and location of the Saw Mill inspected
Irregularities if any detected.
1
2
3
4
(This information shall be reviewed for all the months from April till the date of inspection)

Proforma – VI

Performance of Flying Squad Party
 Month
No. OR cases booked Qty. & value of material
Compounding
Fee collected
No. of vehicles seized & value of produce
No. of UDOR cases booked, Qty. & value of material
No. of Beat inspections carried out as per
Cir. No.
13 / 95
No. of Beats in which 100 % Neeru – Meeru works inspected
No. of Saw Mill inspected as per PCCF’s Ref. No. 28420 / 200–X1, dt: 24-8-2000.
1
2
3
4
5
6
7
8
( The performance of the Party may be reviewed for the preceding last ( 12 ) months from the date of inspection )

Proforma – VII

OR Cases
Division
No. of Cases pending at the beginning of the year ( as on 1st April )
No. of Cases added during the year ( i.e., upto the month of review )
No. of Cases disposed during the year ( i.e., upto the month of review )
Balance Cases pending as on the date of review
1
Cases
Value
Cases
Value
Cases
Value
Cases
Value
2
3
4
5
6
7
8
9
( For the cases indicated in col. No. 8 & 9 the year – wise breakup may be given )

Proforma – VIII

 UDOR Cases
Division
No. of Cases pending at the beginning of the year ( as on 1st April )
No. of Cases added during the year (i.e., upto the month of review)
No. of Cases disposed during the year (i.e., upto the month of review)
Balance Cases pending as on the date of review
1
Cases
Value
Cases
Value
Cases
Value
Cases
Value
2
3
4
5
6
7
8
9
( For the cases indicated in col. No. 8 & 9 the year-wise breakup may be given )
  

Proforma – IX

Lorry Cases
Division





No. of Cases Pending at the beginning of the year ( as on 1stApril )




No. of Cases added during the year  (i.e., upto the month of review ) 
No. of Cases disposed during the year ( i.e., upto the month of review
Balance Cases pending as on
date of review
Confiscated
Compounded
Pending in the Courts
Pending with Authorized Officer
1
2
3
4
5
6
7
( For the cases in Col. No. 5 the nature of cases i.e., Timber, Bamboo, Fuel Wood, Stone, Sand etc., may be indicated with value.For Col.No.7 year-wise pendency may be indicated)


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