MANUAL 2&3 MANUAL 2 & 3 The Powers and Duties of · PDF fileThe Powers and Duties of Officers and Employees of PTCUL ... Preparing Report of project technical feasibility ... System

PTCUL RTI MANUAL

MANUAL 2&3

The Powers and Duties of Officers and Employees of PTCUL

Power Transmission Corporation of Uttarakhand Ltd.

Tel: 0135-2762473,2762472 Fax : 0135-2762460

Email : [email protected]

No.: /MD/PTCUL/MD(OM) Dated: /07/2007

OFFICE CIRCULAR

Consequent to organization Structure approved by the Board of Directors of PTCUL, Major Activity Streams and Groupwise

Activities and Functions of various Operational Groups derived as per the Structure are hereby informed as per enclosure to all

the Group Heads and Officers for guidance and implementation. The activities and functions detailed herein have to be

understood in the context of the approved Organization Structure as well as the Manuals/Rules & Regulations/Procedures now in

force.

Any clarification/interaction in this regard may be done with General Manager (HR) and Dy. General Manager (Corporate

Planning).

S. Mohan Ram

Managing Director No.: /MD/PTCUL/ of dated

Copy to the following:-

1. Executive Director (O&M), PTCUL. 2. General Manager (Projects/C&P/O&M/HR). 3. Dy. General Manager (Finance/SLDC/Regulatory).

S. Mohan Ram Managing Director

Encls: As above

MANUAL 2 & 3

PTCUL RTI MANUAL

7-B, Lane No. 1, Vasant Vihar Enclave, Dehradun.

POWER TRANSMISSION CORPORATION OF UTTARAKHAND LTD.

MAJOR ACTIVITY STREAMS

Following major activity streams are derived from the approved Organizational Structure for PTCUL: 1) PROJECTS

All the activity streams comprising of planning, execution and control of engineering, design, procurement and construction of EHV Transmission lines (TL), Sub-stations (S/s), and other utilities (upto and including 132 KV Systems) which form the Transmission network of the Utility.

2) OPERATION & MAINTENANCE (O&M) All the activity streams comprising of planning, implementation & control of – (i) Operational activities of EHV TLs and S/s and other utilities as per Grid standards. (ii) Maintenance activities to ensure their efficient and reliable working and (iii) Asset management activities of the transmission network to ensure commercial viability as well as life assurance of such

assets.

3) STATE LOAD DESPATCH CENTRE (SLDC)

All the activity streams comprising of - (i) Scheduling and despatch of electricity within the State. (ii) Monitoring grid operations (iii) Accounting for the quantity of electricity transmitted through the State Grid. (iv) Supervising and controlling intra-state transmission system and (v) Carrying out real time operations for grid control and despatch of electricity within the State.

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GROUPWISE ACTIVITIES & FUNCTIONS

I. PROJECTS 1. DESIGN, ENGINEERING & TECHNICAL GROUP

A. Engineering – System/Network planning

Responsible for

i) Overall short term & long term planning and development of the Transmission System and Network. ii) Identifying requirements of network expansion and upgradation to cater to (a) normal year by year trend growth in load demand

(b) corrections in system inadequacies and sub-optimal utilisation (c) requirement of power carriage & evacuation network by power producers/traders/licensees etc. due to general high capacity additions and also requirements of open access regime (d) interstate/interregional power transfers as formulated by CEA, REBs etc.,

iii) System studies for optimality and efficient usage of the existing system & networks. iv) Conducting load flow and energy flow analysis. v) Devising action plans for System/Network development on a perspective time basis.

B. Projects – Planning & Monitoring

Responsible for

i) Developing projectwise planning & Contract networks at L-1 (Corporate), L-2 (Zone Operations) and L-3 (Project Areas) ii) Projectwise monitoring of Progress of Design. Procurement and Construction (all activities Pre - tender and Post – tender) w.r.t.

time and physical progress. iii) Management Information Systems (MIS) on exceptional reporting basis to Managing Director & other functional Directors. iv) Devising remedial/control procedures for bridging, revising, crashing project activities w.r.t. plans and implementing them.

PTCUL RTI MANUAL

v) Plan and coordinate Project Area reporting systems.

C. Engineering – Technical & Design

i) Devising project concepts from the Network plans prepared by Engineering – System/Network Planning as above. ii) Preparing Report of project technical feasibility (while on financial feasibility, Engg. – Costing and Finance will contribute) and

submission to the Board/Funding agencies as per Company”s/Funding agencies” norms respectively. iii) All Design and engineering aspects of Transmission lines and Substations including but not limited to TL foundations, towers,

conductor sizing/configurations and S/s SLD Layouts, and related issues including preliminary surveys. iv) Preparation of BOQs and Contract packages. v) Finalisation of Pre & Post Qualification criterion for Contractors & Suppliers in consultation with Finance and QA for various

projects and materials. vi) Preparation of Technical specifications for Supply and Construction packages eventually forming part of contract documents. vii) Approval of detailed engineering drawings by Contractors and Suppliers. viii) Devising technical capability norms for sub vendors and subcontractors. ix) Testing and Commissioning by Company. x) Overall engineering coordination of contracts and purchases including post-bid discussions, technical approvals for quantity

change & others etc. in coordination with Contract services, Engineering – Costing & Finance. D. Engineering – Costing

Responsible for

i) Compiling cost database for equipments and construction works (including manhours data for various stages of works such as excavation, tower erection etc.) to facilitate real time estimation for works and projects, (civil and other non-electrical works included).

ii) Preparing packagwise cost estimates based on recent project Cost data, Market data & other reliable data base. iii) Providing cost inputs to Performance Budgeting group. iv) Revising cost estimates and cost database on a quarterly basis. v) Facilitating Project Monitoring groups with individual projectwise planned cost estimates to enable effective cost monitoring.

E. Construction Management and Implementation (TL & SS)

Responsible for

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i) Coordination of all Post-tender activities pertaining to Construction including design & Engg. Coordination, Materials coordination, Project Sitework and commissioning, coordination issues between H.O. Operations – Contractors – Project Site concerned.

ii) Provisions of site facilities to be provided by the Company as per Contract. iii) Activities of land acquisition, right-of-way, environmental issues and similar other preliminary activities iv) Coordination of Final Testing & Commissioning including Inspectorate approval etc.

2. CORPORATE CONTRACT & PROCUREMENT GROUP

A) Contracts and Procurement (C&P)

Responsible for

i) Packagewise finalization of Tender documents with a) Instructions to Tenderers b) General and Special Conditions of Contract (including all commercial and legal provisions)

ii) Coordinating with Engineering-Technical & Design for Technical specifications, drawings and Data sheets portion of Tender document.

iii) Calling for Tenders, Tender document selling, coordinating for Tender opening and Tender evaluation Committees (separate), Bid receipt & opening, Bid evaluation reporting.

iv) Post – bid discussions (in coordination with Engineering – Technical & Design, Costing & Finance). v) LOA issue and Contract signing, Performance Guarantees and Initial advances. vi) Forwarding complete packagewise contract documents to Operations/ QA&I/Finance/Project Implementation Units. vii) Administrative approval for change orders, quantity variations, time extension & LD issues. viii) Coordination for Project and Contract closures.

B) C & P- Materials Management

Responsible for

i) All non-project procurements including purchase of sundry items, emergency spares for projects & maintenance and capital items

such as furniture, fixtures, office equipments for offices, Tools & Tackles for Testing and Commissioning etc. ii) Stores and inventory management for in-house procurements and usage.

3. QUALITY CONTROL/ASSURANCE & INSPECTION (QC/A&I) & T&C

(A) Quality Assurance & Inspection

PTCUL RTI MANUAL

Responsible for

i) Evolving Quality standards, plans, specifications and norms for various equipments, materials and field works. ii) Setting Quality implementation methodologies to cover equipment/material/work specifications in tender documents, factory

and field inspection, at manufacturer”s/supplier”s works and locations respectively iii) Implementing the Factory/Field Quality plans iv) Reporting on an exceptional basis to MD and Directors Company only. v) Assisting and Coordinating with Engineering Design & Technical in finalizing Pre and Post Qualification criteria (Technical

portion) for various categories of manufacturers/suppliers, sub suppliers and contractors/subcontractors.

B) Testing & Commissioning Responsible for

i) Pre-commissioning Tests on all new project equipments related to sub-stations, Transmission lines and other utilities. ii) Testing and commissioning after preventive maintenance/breakdowns. iii) Disturbance analysis and test result analysis. iv) Upkeep and sealing of all measuring/recording instruments & energy meters as per regulations of the Act and directives by the

Authority. v) Consolidation of Energy Accounts, Analysis and Calculation of energy losses till this activity is transferred to SLDC. 4. REGULATORY, ENERGY & COMMERCIAL MANAGEMENT

Responsible for

i) Energy Metering interface at grid points. ii) Energy Scheduling in coordination with SLDC. iii) Energy Accounting – Generators & Distribution Utilitywise. iv) Input for submissions to UERC etc. for Transmission tariff fixation etc. (in coordination with Finance). v) Resolution of intrastate ABT, Open access and other issues. vi) Interfacing with SLDC and ALDS for Energy Management – Interstate and Intrastate. vii) Commercial Agreements with Transmission System Users such as Generators, Distribution Co(s), Open access applicants,

Licensees and Traders. viii) Transmission charges billing and accounting. ix) Submission of Annual Transmission Tariff or ARR Application to UERC and pursue fixation of best tariff rates for Transmission.

PTCUL RTI MANUAL

x) Attending to and replies to all queries on Regulatory and Commercial issues with UERC and others including attendance/submissions in Commission”s hearings as and when required.

5. OPERATION & MAINTENANCE - TL & SS – (O&M)

(A) MAINTENANCE GROUP

Responsible for

i) Condition monitoring of equipments, utilities, accessories, buildings and other installations. ii) Defects analysis including A-B-C analysis w.r.t. condition of equipments, structures etc. iii) Predictive Preventive and Breakdown maintenance scheduling (in that order of importance), their execution and coordination iv) Management of spares inventory adopting contemporary inventory models v) Live line maintenance. vi) Breakdown and outage reporting, analysis and corrective action. vii) MIS reporting on System Performance parameters such as Network Availability, Losses and others. viii) Computation of substationwise and linewise losses etc. ix) Energy Metering and Accounting including Auxiliary and other supplies like residential colony etc.

(B) OPERATIONS GROUP (SHIFT OPERATIONS)

Responsible for

i) Effective Load and operation management in the network of Sub-Station. ii) Operation protocols and procedures to ensure minimum outage and disruption of service as well as safety of equipments and

personnel. iii) Energy & other System parameter reading and measurement. iv) System monitoring, recording disturbances and specific occurrences. v) Maintenance of Logbooks, Spreadsheets, Registers and Records in Substation.

(C) ASSETS & UTILITIES MANAGEMENT SUBGROUP

Responsible for

i) Gathering data of assets, categorization, labeling and codification. ii) Valuation of assets and estimation of useful life and future revenue earnings. iii) Condition monitoring statement and reports

PTCUL RTI MANUAL

iv) Documentation as database for purposes of asset depiction in Company Balance sheets, Financial statements and tariff submissions etc.

6. STATE LOAD DESPATCH CENTRE (SLDC)

Responsible for

(i) Demand Estimation for operational purpose. (ii) Generation scheduling for merit order dispatch. (iii) Regulating load-generation balance in real time. (iv) Schedule for the drawl of Central Sector power and regulate it. (v) Implement bilateral power supply/banking agreements. (vi) Maintain system frequency in the permissible range prescribed by NRLDC and State Grid Code. (vii) Outage planning and monitoring. (viii) Restoration procedure planning and its implementation in case of grid failures. (ix) Reactive power management and voltage control in the grid system. (x) Load shedding planning and implementation of UFR operation wherever existing. (xi) Coordination with NRLDC and others as per requirements of IEGC w.r.t. grid planning, connectivity conditions and operations.

7 COMMON GROUPS

A. FINANCE /ACCOUNTS /BUDGETING/COMMERCIAL

1. FINANCE

Responsible for

i) Application of Companywide Finance policies & procedures for accruals and disbursals. ii) Cash & Funds Flow Management. iii) Debt/Equity management. iv) Capital – Fixed & Working Capital Management. v) Cash and Expenses Management. vi) Project Pre-tender evaluation and post tender discussions (as part of Tender Evaluation Committee). vii) Contract and Contract agreement signing (along with Contract services). viii) Securing Bid bonds, Performance Guarantees for Projects. ix) Funds release for Project payments.

PTCUL RTI MANUAL

x) Projectwise funds and payment scheduling. xi) Contract payments as per T.O.P. after processing of bills. xii) Processing of EMD”s and CPG”s to be forwarded to Corporate Finance. 2. ACCOUNTS & AUDIT

Responsible for

i) Application of Companywide Accounting policies & procedures conforming to the requirements of The Companies Act 1956. ii) Accounting for working funds, Contracts, Advances, Suspense W.I.P., Imprest, Revenue & Expenditure, Stores, Disbursals and

other. iii) Compilation of Daybooks-Cashbooks, Journals, Cash abstracts and other. iv) Financial reconciliation and Bank reconciliation. v) Final Company P & L A/cs and Balance Sheets and Facilitate Auditing. vi) Internal audit of all in-Company transactions and accounts. vii) Project and Contract Accounts – accumulation & posting. viii) Journals, Cashbooks, Stock registers etc. ix) Cost accounting for various stages of Project work based on budgets and actuals reported.

3. BUDGETING

Responsible for

i) Companywide Performance Budgeting as well as Functional Budgeting for Projects and Operational groups respectively ii) Devise budgets as instruments of planning as well as control. iii) Preparation and implementation of Functional Cost Budgets such as Revenue Budgets, Expenses (Direct and Fixed) Budget,

Capital Budget etc. iv) Reconciliation of budgets with actual cost and review/ analyse variances for cost and performance control.

4. COMMERCIAL (incl. Regulatory)

Responsible for

i) Application of Tariff to energy ‘wired” through Transmission Network ii) Transmission billing based on (i) as above to Generators or Discoms or Licensees or Traders as the case may be iii) Submissions to ERC for tariff approval through Fixed – Variable UI cost computations and pursue fixation of best tariff rates for

Transmission.

PTCUL RTI MANUAL

iv) Contract closures. v) Tariff formulations, submissions and application of granted tariffs to energy conveyed/ transmitted through PTCUL”s Transmission

network including collection of tariff revenues

5. LEGAL AND ARBITRATION Responsible for

i) Companywide policies on legal and paralegal issues and their resolution ii) Represent Company cases (through Company empanelled Advocates) in appropriate judicial forums and legal issues. iii) Facilitate arbitration issues with Transmission network users, project contractors & employees & litigating public

6. COMPANY SECRETARIAL

All companywide Company Secretarial functions

7. HRD & ADMINISTRATION (including Training) I PERSONNEL & ADMINISTRATION

Responsible for

i) Devising Companywide Personnel & Administration Policies and Procedures ii) Facilitating recruitment of personnel and inducting them to the Company iii) Devising Standing orders, norms for working conditions, terms of employment, salary and perquisites, administrative etc. iv) Assessing employee training needs & facilitate design and administration of Training Programmes in coordination with Operations

Groups and Company /External Training Institutes v) Administering employee benefits and incentives as per Company Rules /Statutory regulations vi) Ensuring good work environs, safety and environmental harmony vii) Provision of modern office facilities, communication and IT –enabled information-retrieval systems to enhance employee comfort

and performance. viii) Resolving IR issues and problems ix) Salary Administration x) Routine Personnel functions including IR issues etc.

PTCUL RTI MANUAL

Power Transmission Corporation of Uttarakhand Ltd. Tel: 0135-2762473,2762472

Fax : 0135-2762460 Email : [email protected]

No.: 3506 /MD/PTCUL/MD(OM) Dated: 29/12/2006

OFFICE ORDER Subject: Reconstitution of Contract and Purchase Committees at Corporate Level.

The present Organization Structure adopted by the Company Board and now being implemented oriented towards growth and improvement in Project ,O&M and SLDP operations, with professional support of department like HR, Finance and General Administration. For effective control over operations in projects O&M and SLDC staff positions have been created and manned. Efforts are on to fill up the vacant positions at various levels of the Organizational hierarchy. In view of the new positions it becomes imperative to reconstitute the Purchase Committees. Therefore, considering the foregoing and in exercise of the powers delegated to the MD, vide Board Resolution dated 02.09.2004 vide agenda item no. 2.03 confirmed by the Board in its 3rd meeting dated 15.12.2004, the new Purchase Committee(s) at Corporate Level are constituted as under :- (A) Works relating to Repairs & Maintenance (R&M) for both works and Purchase of items within approved Budget of O&M:-

Members of the Committee & its

role

Directors Level Committee (Level-1)

Executive Director Level Committee (Level-2)

General Manager Level Committee (Level-3)

Chairman Managing Director Executive Director (O&M) G.M.(O&M)

Technical Member Director (Operation)/ ED(O&M) G.M.(O&M) Concerned DGM

Member (Finance) Director (Finance) DGM (Finance) DGM (Finance)

Convener G.M.(O&M) Concerned DGM Concerned DGM

Financial Powers All cases of value Rs. 2 Crores to Rs. 10 Crores

All cases of value above Rs. 50 Lacs to Rs. 2 Crores

All cases of value upto Rs. 50 Lacs

(1)


PTCUL RTI MANUAL

(B) All Capital Works relating to Projects (for both Works and Purchase of items) within approved Capital Budget:-


role



DGM Level Committee (Level-3)

Chairman Managing Director G.M.(Projects) Concerned DGM

Technical Member Director (Projects) Concerned DGM Concerned Executive Engineer


Convener G.M.(Projects) Concerned DGM Concerned Executive Engineer




(C) All Works relating to ADB Project (for Works, Purchase of items and Consultancy) within approved Budget:-


role



DGM Level Committee (Level-3)

Chairman Managing Director G.M.(ADB) Concerned DGM

Technical Member Director (Projects) Concerned DGM Concerned Executive Engineer


Convener G.M.(ADB) Concerned DGM Concerned Executive Engineer




(2)


PTCUL RTI MANUAL

(D) For Consultancy contracts ( excluding ADB Projects) within approved Budget

(i) On matters relating to Legal, Accounting, Taxation and Finance:-


role

Contract value over Rs. 5 Lacs Contract value upto Rs. 5 Lacs Contract value upto Rs. 1 Lacs

Chairman Director (Finance) G.M.(Finance) DGM (Finance)

Technical Member G.M.(ADB)/ G.M.Concerned DGM (from Engineering side)** Executive Engineer**

Member (Finance) G.M./ D.G.M. (Finance) DGM (Finance) Dy.CAO/ SAO(Finance)

Convener Dy.CAO/ SAO Dy.CAO/ SAO (F) A.O.

Administrative Approval by

Managing Director Managing Director Managing Director

** Member to appoint on case to case basis, as appointed by GM (ADB/O&M)

(ii) Consultancy on Technical Matters:--


role

Contract value over Rs. 5 Lacs Contract value upto Rs. 5 Lacs Contract value upto Rs. 1 Lacs

Chairman Managing Director Concerned G.M.(O&M & Projects) Concerned DGM

Technical Member Concerned Director(O&M & Projects)/ED

Concerned DGM Executive Engineer

Member (Finance) Director (Finance) DGM (Finance) Dy.CAO(Finance)

Convener Concerned G.M.(O&M & Projects) Concerned Executive Engineer Concerned Executive Engineer

Administrative Approval by

Managing Director Managing Director Managing Director

(3)


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General terms and conditions:-

1. Approved Budget means budget(s) as approved by Board of Directors (BOD). In case an item is not approved by BOD, then the approval of Managing Director is mandatory.

2. In case of a vacant position (Post as member of the Purchase Committee) the) immediate next higher authority shall be the member of the Purchase Committee.

3. The prevailing financial powers at each Committee level shall continue to be the same except where specifically redefined under this order.

4. Concerned General Manager shall take the prior approval of MD and Director (Projects) (in cases of capital purchases) ,ED and MD ( in cases of R&M purchases) for works/ procurement of quantities & estimates.

5. The tenders shall be floated, Procurement shall be made and/or Contracts shall be entered into in line/conformity with the following transfer orders :--

a. Order no. 3140/ iz0fu0@fiVdqy@Ikh&3 dated 28-11-2006

b. Order no. 3141/ iz0fu0@fiVdqy@Ikh&3 dated 28-11-2006 c. Order no. 3142/ iz0fu0@fiVdqy@Ikh&3 dated 28-11-2006 d. Order no. 3143/ iz0fu0@fiVdqy@Ikh&3 dated 28-11-2006 e. Order no. 3144/ iz0fu0@fiVdqy@Ikh&3 dated 28-11-2006 f. Order no. 3145/ iz0fu0@fiVdqy@Ikh&3 dated 28-11-2006

6. It is mandatory that all participants at any meeting of Purchase committee shall be the “Attendance Record Slip” as per the enclosed format. These attendance slips shall be attached to the minutes of the Purchase Committee meeting along with advance (signed and dated) Administrative approval & advance approval of the specifications for floating tender. It is the responsibility of the Convener to initiate such attendance records. Minutes of the Purchase committee must be prepared and signed with dates, by all the present, prior to execution & release of an agreement, order, documents etc. Absentee and quorum guidelines will be followed and record.

7. The finalized Minutes of the Purchase Committee and Contracts Committee shall be prepared during the meeting and must be signed before the close of the meeting. It is a mandatory to circulate the signed Minutes within 2 working days of the holding of the meeting.

The new constitution of the Purchase Committee shall become operative with immediate effect and shall supersede all previous

orders.

Managing Director

(4)


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No. /MD/PTCUL/ of dated

Copy to the following for information and necessary action:-

(i) Director (Operation/Executive Director O&M), PTCUL, Dehardun. (ii) Director (Finance),PTCUL, Dehardun. (iii) Director (Projects),PTCUL, Dehardun. (iv) General Manager, O&M/Project/ADB/Finance, PTCUL, Dehardun. (v) General Manager, O&M/ADB/Finance, PTCUL, Dehardun. (vi) Dy. General Manager, Finance/ADB/Transmission/T&C, PTCUL, Dehardun. (vii) All Executive Engineers, PTCUL, Dehardun. (viii) Dy. CAO/SAO/Ao (Finance), PTCUL, Dehardun.

Managing Director


PTCUL RTI MANUAL

The Powers and Duties of Officers and Employees of PTCUL

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Tel: 0135-2762473,2762472 Fax : 0135-2762460

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PTCUL RTI MANUAL

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PTCUL RTI MANUAL

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PTCUL RTI MANUAL

DELEGATION OF POWERS

INDEX

S.NO SECTIONS PARTICULARS

1 SECTION - I PURCHASES/WORKS

2 SECTION-II FORMATION OF PURCHASE & WORKS COMMITTEE

3 SECTION-III SHORT TERM TENDERS

4 SECTION – IV EMERGENCY RESTORATION SYSTEM

5 SECTION – V PRINTING & STATIONERY PURCHASE

6 SECTION – VI T&P

7 SECTION - VII HIRING OF VEHICLE

8 SECTION - VIII LOSS OF STORES

9 SECTION - IX NON-RESIDENTIAL HIRING OF LAND / OFFICE

10 SECTION - X SANCTION OF ESTIMATES

11 SECTION - XI GENERAL

PTCUL RTI MANUAL

SECTION - I

Purchase / Works

Sr. No.

Nature of Powers Authority Limit Remarks

1 (A) Purchases / administrative approval and calling of tenders

Purchases of Stores Item

SDO Executive Engineer

DGM GM / HOD

Upto Rs. 5,000 in each case subject to maximum of Rs. 20,000 per month (through sealed quotation) (i) Upto Rs. 10,000 in each case subject to maximum of Rs. 50,000 per month (through sealed quotation) (ii) Calling of Tender - More than 10,000 in each case subject to maximum of Rs.1 lac per case and also subject to overall monthly limit of Rs. 5 lacs (through open tender only) More than Rs. 1 lac in each case subject to maximum of Rs. 5 lac per case and also subject to overall monthly limit of Rs. 50 lacs (through open tender only) More than Rs. 5 lac in each case subject to maximum of Rs. 50 lac per case

� Subject to approved Budget Provision � Purchase of decentralized items only

� Purchases through competent Committee

� Subject to approved Budget Provision


� Subject to approved Budget Provision


� Purchase of decentralized items only � Through open tender � Subject to approved Budget Provision


� Purchase for decentralized items only � Through open tender � Subject to approved Budget Provision � GM can authorize DGM to call tenders

for purchases

PTCUL RTI MANUAL

(B) Execution of Works/ administrative approval and calling of tenders

Execution of Works

SDO Executive Engineer DGM

GM / HOD

(through open tender only). Rs. 10,000 in each case subject to maximum of Rs. 20,000 per month (through sealed quotation) More than 10,000 in each case subject to maximum of Rs.1 lac per case and also subject to overall monthly limit of Rs. 5 lacs (through open tender only) More than Rs. 1 lac in each case subject to maximum of Rs. 5 lac per case and also subject to overall monthly limit of Rs. 50 lacs (through open tender only) More than Rs. 5 lac in each case subject to maximum of Rs. 50 lac per case (through open tender only).


� Through open tender � Purchase for decentralized items only � Purchases more than 50 lac per case

through Corporate C&P Department. � Subject to approved Budget Provision � Order for work execution through

competent committee � Subject to approved Budget Provision � Order for work execution through

competent committee � Through open tender � Subject to approved Budget Provision � Order for work execution through

competent committee � Through open tender � Subject to approved Budget Provision � GM can authorize DGM to call the

tenders for works � Order for work execution through

competent committee � Through open tender

NOTE: The above delegations shall also be applicable to officials of Civil Engineering Wing.

PTCUL RTI MANUAL

SECTION - II

Formation of Purchase & Works Committee

(1) Division Level Purchase/Works Committee:

Concerned Executive Engineer – Chairman

Concerned SDO / Senior most SDO in Division – Convener & Member AAO / Accountant posted at respective DGM Office (nominated by GM (Finance)

– Member

(2) DGM / Circle Level Purchase/Works Committee:

Concerned DGM – Chairman Concerned Ex. Engineer / Senior most Ex.Engineer – Convener & Member Dy.CAO / SAO / AO (nominated by GM (Finance)

– Member

(3) GM / Zone Level Purchase/Works Committee :

Concerned GM – Chairman Concerned DGM / Senior most DGM – Convener & Member GM (Finance) / DGM (Finance)

– Member

Note:

1. In case of either/or option the senior position in hierarchy shall be the member of the committee unless specifically nominated otherwise.

2. Any case referred from GM / Zone level Committee to Corporate level Committee shall be processed and finalized by Corporate C&P Department, where GM (C&P) shall be the convener of the Corporate level Committee.

PTCUL RTI MANUAL

SECTION - III

Short Term Tender

Short term tenders can only be called in case of emergency of works/purchases. The specification of the tender shall be published in the newspaper. No tender document shall be sold separately. Delegation of power w.r.t publication of short term tenders is as under:-

Sr. No.

Authority Limit Remarks

1.

GM

Upto Rs. 5.00 lacs

Tenders upto Rs. 5 lacs can be published with the prior approval of GM

Note: - 1. The cases for works / purchases having financial implication of more than Rs. 5.00 lacs upto Rs. 50.00 lacs shall be published by GM with the

prior approval of ED (Projects) / Chief General Manager (O&M), as the case may be. 2. The complete case shall be produced within 10 days form the date of opening of tender before the competent committee. It is mandatory to place

the order for work/purchases within 20 days from the date of opening of tender. 3. If the case is not produced before the competent committee within 10 days from the date of opening of tender the competent committee have the

power to cancel the tender. 4. Expenditure should be within the approved Budget Provision.

PTCUL RTI MANUAL

SECTION - IV

Emergency Restoration System

Normally, operation and maintenance of Lines and Sub-stations are to be carried out by the field officers as per the prescribed O&M Manual and the provisions of the State Grid Code in order to ensure reliability and achieve maximum availability of transmission system.

Sometimes, trippings / faults take place in the substation equipments and lines of 400/200/132/33 KV on account of heavy storms/ snowfall / wind / rains / landslide / forest fire, occurring accidentally. Under such conditions, transmission system, lines and substations are rectified on war-footing basis, without loss of time on tender processing to ensure timely restoration of power supply either departmentally or by employing contractors through telephone or by personal contacts. Orders for supply of materials as well as works for restoration are placed with the supplier / contractor on single / limited quotation basis depending upon the availability of the material supplier / contractor. Field O&M officers are required to take up emergency restoration work immediately to ensure power supply at the earliest possible time. Such emergency restoration works are taken up on taking written approval or seeking telephonic approval with confirmation by fax from superior officers. Delegation of power on Emergency Restoration System is as under:-

Sr. No.


1.

Executive Engineer (O&M)

• Upto Rs.1 lac per case with the written approval or telephonic approval with confirmation by fax from DGM.

• More than Rs.1 lac but upto Rs.2 lacs per case with the written approval or telephonic approval with confirmation by fax from GM.

• More than Rs.2 lacs but upto Rs.5 lacs per case with the written approval or telephonic approval with confirmation by fax from CGM (O&M).

• More than Rs.5 lacs per case with the written approval or telephonic approval with confirmation by fax from MD.

Expenditure should be within the approved Budget Provision.

PTCUL RTI MANUAL

SECTION - V

Printing & Stationery Purchase

Sr. No.


1. 2. 3. 4.

SDO / AE Executive Engineer DGM GM

Upto Rs. 2000 monthly (Upto Rs.500 Cash & above Rs.500 inviting sealed quotation) (i) Upto Rs. 10000 monthly (Upto Rs. 500 Cash & above Rs.500 inviting sealed quotation) (ii) Computer related stationery like printer cartridge, toner & other spare parts of propriety nature through authroised agent on the basis of single quotation Rs.10,000 per case subject to maximum of Rs.20000 yearly. (iii) Stationery related to Sub-stations, SLDC and commercial documents beyond the above limit can be purchased after approval from competent authorities through open tender. Upto Rs.10000 monthly (Upto Rs.500 Cash & above Rs. 500 inviting sealed quotation) Full power (Upto Rs.500 Cash, upto Rs.10,000 by limited quotation & above Rs.10000 through open tender with the approval of GM Purchase & Works Committee)

Stationery shall also include Computer Printer Cartridge & Photo State Machine Toner, expenses on photocopies etc. Expenditure should be within the approved Budget Provision.

PTCUL RTI MANUAL

SECTION - VI

T&P

Sr. No.


1

Executive Engineer

Upto Rs.1 lac per year through DGM / Circle Level Committee GM Level Committee has full power beyond Rs.1 lac.

- Purchases after sanctioned estimates - Purchases through Competent Purchase Committee. - All purchases through open tender - Expenditure should be within the approved Budget Provision.

SECTION - VII

Hiring of Vehicles

Hiring of vehicles for company officials, guests for official work shall be made as per guidelines / laid down procedure for hiring of vehicles through office memorandum issued from Corporate Office.

NOTE:- The delegation of power is subject to the conditions that the officer hiring taxi/vehicle shall –

i) Record the specific reason for hiring; ii) Ensure that the expenditure on hiring is in the interest of Company work; iii) Satisfy that the charges are reasonable in relation to the quality of the service rendered; and iv) Maintain separate proper account of expenditure incurred on hire charges.

v) Expenditure should be within the approved Budget Provision.

PTCUL RTI MANUAL

SECTION - VIII

Loss of Stores

The delegation of power to approve loss of stores is given to ‘three-member’ committees at different levels. The members of the committee with loss approval limit are as under:-

Sr. No.

Authority Limit of estimated amount of loss Remarks

1. 2. 3. 4.

DGM Level Committee consisting of - DGM - SAO / AO - Executive Engineer GM Level Committee consisting of - GM (O&M) - DGM (F) / Dy. CAO - Concerned DGM

HOD Level Committee consisting of - ED (Projects) / CGM (O&M) - GM (F) - GM (C&P) Corporate Level Committee consisting of members to be nominated on case to case basis

Estimated Loss upto Rs. 10000/- of book value in each case Estimated Loss upto Rs.1 Lac of book value in each case. Estimated Loss upto Rs. 5 Lacs of book value in each case.

Estimated Loss more than Rs.5 Lacs of book value in each case

- No members shall be from the Division of which the case pertains to. - The case enquiry shall be conducted by the concerned SDO /AE & shall be forwarded to the

concerned DGM. - No members shall be from the Division of which the case pertains to. - The case enquiry shall be conducted by the concerned Ex. Engr. & shall be forwarded to the

concerned DGM. - No members shall be from the Division of which the case pertains to. - The case enquiry shall be conducted by the concerned Ex Engr. & shall be forwarded to the

concerned GM through DGM - Members shall be nominated by M.D. - The case enquiry shall be conducted by the concerned Ex. Engr. & shall be forwarded to the concerned GM through DGM and thereafter forwarded by concerned GM to ED (Projects) / CGM (O&M), Corporate Office, as the case may be.

Note: The amount of Loss of Stores shall continue to appear against the concerned JE / Store-keeper asMiscellaneous Advance in the books of account of the concerned Division / Unit until the approval of the Loss of Stores by the respective Committee.

PTCUL RTI MANUAL

SECTION - IX

Non-Residential Hire of Land / Office/Space

Hiring of Non-Residential Land / Office / Space upto Division level shall be approved through DGM / Circle level Works/ Purchase Committee.

SECTION - X

Sanction of Estimates

Sr. No.


1. 2. 3.

Executive Engineer DGM GM

a. Capital works upto Rs. 2 Lacs b. Full power for Deposit work with the prior Technical approval of DGM c. Approval of O&M works within approved Budget Provision. d. Special repair upto Rs.10000 yearly with the prior approval of DGM

- Capital works upto Rs. 5 Lacs.

- - Upto Rs. 2.00 Lacs yearly (for special R&M works) with the prior approval of GM

- Capital works upto Rs. 10 Lacs - Full power for Special R&M works within approved Budget Provision.

Expenditure should be within the approved Budget Provision. Expenditure should be within the approved Budget Provision.

Expenditure should be within the approved Budget Provision.

Note: Sanction of Estimates of Capital Works above Rs.10.00 Lacs shall be approved by ED(Projects) / CGM (O&M), as the case may be.

PTCUL RTI MANUAL

SECTION - XI

General

1. All works / purchases shall be strictly as per and within the approved Budget.

2. Prior approval of MD is mandatory for the purchases/works not approved in the Budget.

3. Once the purchases / works is approved in the Budget by BOD, there is no need for separate administratively or financial approval. However, in no case the expenditure shall increase the expenditure as approved in the Budget. The copy of the approved Revenue and Capital Budget shall be provided to the concerned GMs.

4. The details of the expenditure towards purchases/works shall be provided by the SDO/EE to the GMs on monthly basis. Monthly Statement of Expenditure of the works/purchases shall be compiled at GM level and a copy of the compiled Monthly Report shall be forwarded to GM (Finance) on monthly basis for Budget control purposes. A copy of the compiled Monthly Report shall also be sent from GM Office to the Corporate Audit Department on monthly basis for audit purposes.

5. For timely progress and transparency, concerned officer shall send the following report to concerned GM on regular basis :-

a. Date of approval of specification. b. Date and amount of sanction of Estimates. c. Date of application of tender according to specification. d. Date of opening of tender. e. Date of recommendation of tender. f. Date of approval of tender by purchase/works committee. g. Date of placement of order.

6. Concerned officer shall submit a report to its higher officer in the given format for all the works executed/sanctioned on monthly basis. A copy of the same shall also be sent to the Audit Department regularly on monthly basis. If the information does not reach to the higher officer(s) by 10

th of

the next month, then the higher official can issue appropriate order including suspension of further work till further orders and recommend administrative action.

S.No. Purchase of material / work

order no & date or Agreement No. and date

Purchase of material /execution of work order/

complete detail of contractors

Material purchase of stores / brief

description of work

Quantity of material purchase/ execution

of work

Rate of material purchased/ execution

of work

Total amount of material purchased/ execution of work

1 2 3 4 5 6 7

7. The concerned officer shall also be responsible to issue work completion report within a month of work completion.

8. If delegation of power is not specifically defined at any particular level, the power of the concerned official shall not be less than the power delegated to his immediate sub-ordinate officer in the hierarchy.

PTCUL RTI MANUAL

9. The purchases / execution of work at Divisional Level shall be of urgent nature only. The stores items so purchased shall be consumed / work order issued shall be executed and completed promptly, preferably within a month from the date of award. No material shall be procured unless available in the stores.

10. Executive Engineer is responsible to arrange / carry out technical inspection of at least 20% of purchase/works executed in the Division / Zone every year. The report on this technical inspection shall also be sent to his reviewing officer quarterly. Reviewing Officer, if necessary, shall also conduct inspection of the purchases / works executed.

11. The purchases / works executed at various levels are subject to financial audit by the Internal Auditors/Internal audit department on concurrent basis.

12. It is the responsibility of the authority placing the order to confirm the non-availability of material in stores before placing any order for purchase of stores items from outside.

13. The Corporation shall not be responsible for any purchases/works executed beyond the provisions made in the approved budget. Expenditure beyond the approved budget shall be the personal responsibility of the officer(s) concerned incurring such expenditure. Purchases / Works committee does not have any power to approve expenditure beyond the amount provided in the approved budget. Administrative and punitive action shall be taken against the erring officials made any purchases/works executed beyond the approved budget.

14. Materials, which are of proprietary nature, e.g. VCBs, Capacitor Banks, etc., on need based requirement can be procured from the respective manufacturers / authorized dealers on approved price list / single quotation basis.

15. Except for the regular O&M works, the details of the Scheme and Sanctioned Estimate No. & Amount shall also be recorded in Tender Document as well as in the Contract Agreements.


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