Other formalities of New buy V/E/Ps collection

Other formalities of New Buy Veh/eqpt/plant collection

            After collection of a new buy veh/ eqpt /plant there should be some other formalities which are required to be completed in timely for avoid consequences in various stages in payment to the firm. Those formalities are as under:-

a)         Intimation of CRVs: The consignee unit will forward the copy of CRVs of veh/eqpt/ plants, tools and literature as mentioned in SO to HQ DGBR E3ES section. The CRV must have control number with date , ledger page No under which items taken on ledger charge, Signature of in-charge who taken on ledger charge and counter signature of Officer-in- charge.

            If the veh /eqpt/ plants which are received through SO placed under DGSD Rate Contract, then, it is now mandatory by the DGS&D, that the consignee of the veh/eqpt/ plants must clear the CRC of veh/eqpt/plants online by using digital signature (class III) of concerned Officer. (HQ DGBR DO L No 51064-Proc 1/Misc/DGBR/125/E3ES dated 07Nov 2013.)

b)         Commissioning of eqpt/plants: Immediately after collection of all eqpt/ plants the user unit will intimate the firm for commission of eqpt/plants at work site with following details:-

1.	SO /AT No.
2.	Make and type of eqpt/plant.
3.	Chassis No/ Srl No / Alt No/ Compr No and Engine No of eqpt/ plant.
4.	Exact location of eqpt/plants placement for commission.
5.	Civil address of the location with pin code.
6.	Distance from a well known place to the placement of eqpt/ plant.
7.	Expected two months climatic condition of the place.
8.	Name, designation and phone number of the contacting person.
9.	Details of HQ location and phone number etc.
10.	If restricted/ cantonment area, gate pass should be forwarded to the company rep in advance on contact.

Immediately after collection, commissioning and utilisation of eqpt/ plant at work site is very important. Since the user unit will contact company/Firm immediately after receipt without any delay. If any delay occurred for commissioning, on that connection all relevant documents should be prepared and forwarded to higher authority to avoid consequences/observations at the time of payment to the firm by audit authority.

The points which are to be bore in mind while commissioning of eqpt/plants:

The following points must be checked by the user unit at the time of commissioning of all eqpt/ plants at work site with company rep:-

1.	Check functioning of all meter/ gauges.
2.	Engine oil pressure at idle run, rated RPM and maximum RPM.
3.	Check all components/ assembly’s functioning properly on a job at least two hour continuously.
4.	Check any leakage of fuel, engine oil, hydraulic oil, gear oil etc.
5.	Check any abnormal sound while in operation.
6.	Ask to the company rep about free warranty replacement items if any.
7.	If any abnormal thing is viewed, that should be entered in commission report as remark and also note the date, Hrs run, Oil pressure at various stages etc in commission report.
8.	Get signature of the company rep on commission report with his designation and phone number.

At the time of commissioning one experienced operator, one Ch/Mech and one supervisor (E&M) cadre should be accompany with the company rep for understand various functions/ operations of eqpt/plant and its maintenance schedule.

            After commissioning intimate that to HQ BRTF as well as to Supply Company with copy of commission report.

c)         CSC (Consignee Satisfaction Certificate): After commission of the eqpt/plant, if it running without any problem, the user unit will issue a CSC on its prescribed format (Click here for CSC) within one week.  If the eqpt/plant is commissioned departmentally by the concerned Work Shop, the CSC should be counter signature by the OC Wksp. (HQ DGBR L/No: 51029/Proc-/Misc-A/DGBR/97/E3ES dated 19 Aug 2014.) The CSC should be forwarded to Supply Company under intimation to Project HQ as well as to BRTF with a copy for both as their record.

d)        Clearance of Inspection Note: Along with the delivery of the veh/eqpt/plants the firm will give five set of Inspection Notes under which the specifications of the veh /eqpt/plants are mentioned along with details of tools and literature. At the time of delivery of veh/eqpt/plants, if everything is correct, I-Note No: 1 should be cleared to the firm under which the firm will receive 90% of the total payment. After carry out successful commissioning of the eqpt/plant, I-Note No: 3 should be cleared to the firm under which the firm will receive 8 % of the total payment. Then after receiving of CSC, I-Note No: 5 should be cleared to the firm under which the firm will receive the balance 2 % of the total amount. (Final payment) The I-Note No: 2 and 4 prepared and kept in concerned file with consignee for future record.

e)        Clearance of CP Vouchers:  CP Vouchers are used for clear the final payment to the firm. In this effect a copy of bill will receive through concerned audit office. Check the arrival of the veh/eqpt/ plant through the SO No mentioned in the Bill. Link it with the BA/ EM No if allowed, Chassis No/Machine No/Alt No/Compr No, Engine No and CRV No & date under which the items taken on ledger charge on beneath of the bill. The endorsement should be signed by the Section-in-charge and counter signature of the officer in-charge then forward it to AO office. After clearance of CP Voucher the firm will receive the balance/ final payment of 2% of the total SO amount in concurrence with audit authority.                                                          _________