Annexure-I
PARTICULAR OF DGS&D, ITS FUNCTIONS AND DUTIES
v Present Role of DGS&D:
· As per the Government of India (Allocation of Business) Rules, 1961, the present mandate of the DGS&D is “Purchase and inspection of stores for Central Government Ministries/ Departments including their attached and subordinate offices and Union Territories, other than the items of purchase and inspection of stores, which are delegated to other authorities by general or special order”.
· In terms of this mandate, the main function of the DGS&D is to conclude the rate contracts to be operated by the consuming departments of the Government for items of common use. DGS&D has been identifying such items, whose anticipated annual purchase by Government organizations is more than Rs. 25 lakhs a year, and bringing such items on rate contract. DGS&D charges a fee of 1% of the contract value from the indenting Departments. Thus, the objective of DGS&D is to act as a catalyst, facilitator & service provider in the government purchases.
· The Quality Assurance Wing of DGS&D through 27 offices undertakes pre-despatch inspection of stores on all orders placed on rate contracts. This ensures that stores actually supplied are strictly as per rate contract specifications & are of proper quality. The Quality Assurance Wing of the DGS&D also undertakes inspection of the stores being purchased by Government Departments outside rate contracts on payment of fees, which is normally 0.5% of the value of stores including taxes & duties, as also inspection for State Governments/ PSUs and other Government Organisations.
· The paying authority in respect of the rate contracts is the Chief Controller of Accounts (CCA(S)), Department of Commerce (Supply Division). Subject to adequate safeguards, normally 98% of the payment of the stores is given to the suppliers after inspection & despatch in advance on submission of bills in the Office of the CCA(S). The policy of making such payment facilitates cash flow for the industrial units. Presently the total payment made by the Office of the CCA(S) towards procurement of stores through DGS&D is approximately Rs.3200 Crores per annum.
· The revenue/ fees, collected for the services being rendered by the DGS&D is approximately Rs. 40 crores per annum, which is equal to its annual budget grant by the Government.
v Historical Background:
v Other Areas:
· DGS&D undertakes cargo clearance on behalf of the civil indentors on request. It includes sensitive and security cargo for Security Presses/ Mints, ISRO, Vaccine/ Drugs. To and fro cargo of Andaman & Nicobar Islands and Lakshadweep Islands are also handled.
· Consultancy services are being provided to ONGC, Chattisgarh, IGNOU, PSEB, JKSEB & APCDPCL.
· DGS&D is finalizing policy guidelines and procedures for concluding Most Favoured Price Agreements in consultation with the Ministry of Finance for highly technical & specialized products such as IT, Electro-medical equipment, Earth-moving machinery etc.
· DGS&D has been entrusted with the procurement of certain items needed for Natural Disaster Management and in War/ War-like situations.
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Annexure-II
POWERS AND
DUTIES OF OFFICERS AND EMPLOYEES OF DGS&D
The powers of the officers and the employees of DGS&D are derived
from the various Government rules, Departmental instructions, DGS&D Manual
etc. The officers and employees of this
Department exercise powers and perform duties as delegated to them.
2. Financial powers to deal with any purchase
case is derived from the DGS&D Manual, which is based on the Delegation of
Financial Power Rules, issued by the Ministry of Finance. The DGS&D Manual
is available on this web site.
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Annexure-III
CHANNEL OF SUBMISSION FOR SUBSTANTIVE ACTIVITIES OF
DGS&D
The channel of submission
& final level of disposals for substantive activities of the DGS&D is
as per the procedures, prescribed in the DGS&D Manual, which is available
on this website.
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Annexure-IV
NORMS SET BY DGS&D FOR DISCHARGE
OF ITS FUNCTIONS
DGS&D has set certain norms for discharge of its functions and the same also form a part of the Citizen’s Charter which is available on this website. Further, DGS&D has also specified targets for the year 2005-06 and the same is given in the Annual Action Plan 2005-06, enclosed as Annexure-IV(i).
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Annexure-V
RULES, REGULATIONS, INSTRUCTION, MANUALS
AND RECORDS USED BY DGS&D EMPLOYEES FOR DISCHARGING ITS FUNCTIONS
All
activities of the Directorate General of Supplies & Disposals (DGS&D),
connected with Purchase and Inspection, are presently governed by the
instructions and procedures, codified in the DGS&D Manual, which is
available on this website. The DGS&D Manual in hard copy can also be
procured on payment basis. Copies of
further instructions / circulars, are contained in Annexure-V
(i).
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Annexure-VI
STATEMENT OF THE CATEGORIES OF DOCUMENTS
The details of the categories of documents held by DGS&D or under its control are provided in the Record Retention Schedule on Substantive functions which is as under:
(a) Record ‘B’ “ Keep Permanently” means to be kept in Section up to a maximum of ten years. Thereafter, in Central Record Room for another 15 years and then to be transferred to the National Archives of India (NAI) for permanent retention beyond 25 years. Years are to be counted from the year of opening.
(b) Record ‘C’ means to be destroyed after the specified number of years, which may be up to a maximum of 10 years. If a particular Record ‘C’ is required to be kept beyond the specified period or beyond the maximum period of 10 years , then it should be converted into Record ‘B’ with approval of the Director concerned, and retained as per procedure applicable to Record ‘B’ indicated above. In other words, the total life of a Record ‘C’ file/ folder etc., is 10 years.
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Annexure-VII
PARTICULARS OF ARRANGEMENTS FOR CONSULTATION WITH MEMBERS OF PUBLIC
As per the present role of DGS&D, this organization is required to conclude Rate Contract for items of common use to be used by various Govt. Departments / Organisations. As per the requirements, this organization floats tender notices / tender enquiries etc. for calling quotations from suppliers. The arrangement for consultation with suppliers / indentors etc. is inbuilt into the Rate Contract System in as much as regular Pre-Bid Meetings / Consultative Meetings are held with various stake holders for finalizing the particulars for the tender enquiry etc. In addition, periodic meetings are also held with all the stake holders about the operation of the various Rate Contracts.
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Annexure-VIII
STATEMENT OF BOARD, COUNCILS, COMMITTEES ETC.
Information in this regard is NIL as DGS&D is an attached office under Department of Commerce (Supply Division) and is a Central Purchase Organization.
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Annexure-IX
DIRECTORY OF OFFICERS AND EMPLOYEES OF DGS&D
For directory of Officers of DGS&D, Annexure-IX(i ) may be
referred..
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Annexure-X
MONTHLY
REMUNERATION RECEIVED BY OFFICERS AND EMPLOYEES OF DGS&D
Annexure-XI
BUDGET ALLOCATED TO DGS&D
The budget allocated to DGS&D as well as its Regional Offices is available in Annexure-XI(i).
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Annexure-XII
MANNER OF EXECUTION OF SUBSIDY PROGRAMMES
Information in this regard is NIL as DGS&D is an attached office under Department of Commerce (Supply Division) and is a Central Purchase Organization.
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Annexure-XIII
Information in this regard is NIL as DGS&D is an attached office under Department of Commerce (Supply Division) and is a Central Purchase Organization.
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Annexure-XIV
Details
in respect of the information, available to or held by it, reduced in an
electronic form
INFORMATION AVAILABLE ON WEB SITE
Citizen Charter
DGS&D Manual
Rate Contract
About it
Standard Terms & Conditions
Items on Rate Contract
Directorate Wise Items
Amendments
Tenders
Notices
Corrigendum (Notices)
Enquiries
Corrigendum (Enquiries)
Special Terms & Conditions
Technical Specification
List of
Registered Firms
North Zone
South
Zone
East
Zone
West
Zone
Vendor’s
Profile
Supplier
wise
Item
wise
Technical Particulars Finalized
Information Facilitation
Public Grievance Redressal Machinery
Forms
Addresses of DGS&D Offices
Related Links
Publications
Important Circulars
E-tendering
Consultative Meetings
Indentor’s Page
Vendor’s Page
Public
Grievance Redressal Machinery
INTERACTIVE AVAILABLE WITH SERVER
PRO MODULE
MENU FOR RCP DIRECTORATE
SRC / SUBCOMMITTEE MODULE
ON-LINE SUGGESTION
APPLICATION THROUGH WEB
Application from manufacturer
Application from Agent
Status of Application
Guidelines
PROCESSING OF APPLICATION
Processing of Application
Misc/Amendment
Allocation/Recommendation
Utilities
Reports
Deletion
MONITORING
Summary of Registered Cases
Progress of Registered Cases
Firm-wise Registration
Item-wise Registration
PURCHASE SYSTEM
TECHNICAL PARTICULARS/ELIGIBILITY CRITERIA
TENDER MODULE
Administrative Module
Working Module
MIS
Reports
Query
PROCESSING OF RC
Tender Decision
Revised
Tender
Counter
Offer
Scrapping
RC Award
Advance
RC
RC
Document
TENDER MODULE (NDP)
PROCESSING OF RC (NDP)
RATE CONTRACT
RC Report with all Amendments
PERFORMANCE DRAWAL
Report on Performance Drawls
BANK GUARANTEE
Bank Guarantee Details
SECURITY DEPOSIT
Security Deposit Details
AMENDMENT
Amendment Details
FALL CLAUSE
Fall Clause Details
INSPECTION
SYSTEM
Dak Module
Dak entry
Supply Order Module
Supply Order item entry
Supply Order Consignee-wise item entry
Inspection Details
Inspection Call
Inspection Details
Release of Stores
Non-departmental Purchase Order
Pre-stock Inspection Call
Processing
Allocation/Release/Receipt of Stores
Despatch Details
Receipt of Stores
Consignee Rejection Details
Documents Receipt
Bill Submission
Processing
Payments
Debit Adjustments
STORE DIRECTORY
MIS
Directorate-Wise Audit Trail Report
Tender Notices Approved Till Date
Tender Notices Due For Opening During A Period
Tender Notice/Enquiry Amendments
Query on Tender Notice/Enquiry & TP
File name listing for uploading RC Document on website
Monitoring for Purchase system
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Annexure-XV
The present role of the DGS&D is to conclude the rate contracts to be operated by the consuming departments of the Government for items of common use. For this purpose, it floats tender enquiries, formulates specifications of stores, finalizes rate contracts, and carries out pre-despatch inspections and post contract management. All these activities involve wide interaction with trade & the indentors.
In order to
provide information, a full-fledged
Information Facilitation Centre (IFC) is functioning in DGS&D. Any
information, connected with the functions & duties of DGS&D, can be obtained
through the IFC. Further, activities of DGS&D is also widely
publicized through various measures, such as web-site of DGS&D,
Administration Report, Monthly DGS&D Bulletins, display board near
Information Facilitation Counter (IFC), PRO Boards etc.
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Annexure-XVI
The required
information is as per Office Order No. 56 dated 23.08.2005, which is available
on this website.
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Annexure-XVII
With a view to reduce the time taken in decision-making process, and to increase transparency & fairness in the public procurement system, DGS&D is in the process of computerizing its entire activities. This Organization is committed to full adoption of e-procurement.
2. In terms of Section 8 & 9 read with Section 11 of the Right to Information Act, 2005, following information pertaining to DGS&D may not be open to disclosure:
· Information on technical specification, terms and conditions etc. relating to invitation to tender till its finalization.
· Information not ordinarily disclosed in respect of supplier’s capacity, trade secret, etc., the disclosure of which is likely to harm the business interest of the supplier.
· Notings on the files leading to decision making.
· Any complaint under investigation.
· Information about cases which are under arbitration, litigation in courts and in disputes.
· Personal and private information about officers and staff other those to be provided under the Act.
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