Delegation of Powers for works and Procurement

2010

DELHI TRANSCO LIMITED

(A Govt. of NCT of Delhi Undertaking)
Regd. Office: Shakti Sadan, Kotla Marg, New Delhi-110002

DELHI TRANSCO LIMITED

(A Govt. of NCT of Delhi Undertaking)
Regd. Office:- Shakti Sadan, Kotla Marg, New Delhi-110002
Tel.- 23235380 Fax:- 23238064
Date: 7th December, 2010

No. F.31 / DTL / CS / 402 / 2010-11 / 163

OFFICE ORDER

The Board of Directors of the Company at its meeting held on 13.11.2010 has approved the modifications in manual for delegation of
powers for Works and Procurements. This delegation is in supersession of all earlier delegation of powers in respect of the matters contained
in the manual. The delegation of powers, as per the enclosed manual, shall come into effect from the date of issue of this Office Order.

Sd/(P.K. Mallik)
Company Secretary
Encl.: As above.
Copy to:
1.
2.
3.
4.
5.
6.
7.

CMD
Director (Oprs.) / Director (HR) / Director (Finance)
All GMs
All Dy. GMs
Manager (Finance)
Dy. Manager (Vig.)
A.M. (Fin.) Exp. / A.M. (Fin.) Works

INDEX

Part

Subject Matter

Page No.

Preface
i Annexure A Concept, intent and purpose of delegation
ii Annexure B Canons of financial propriety

1
3
5

II

Delegation of Powers to the Chairman and Managing Director

III

Annexure- C- Powers excluded from the Delegation of Powers to the Chairman and
Managing Director which will require approval of the Board.

Delegation of Powers for works and Procurement

10-34

PART-I
Preface
1. The manual for delegation of powers for works and procurement circulated vide office order No. F.31/DTL/CS/402/200809/84 dated 10th July 2008 has been modified after a comprehensive review by the board in the meeting held on
13th November 2010.
2. The draft modifications of Delegation of Powers was recommended by a committee consisting of the senior officers and was
reviewed by the Functional Directors before it was put up to the board.
3. The Delegation of Powers has been approved by the Board in its meeting held on 13.11.2010 which has been communicated
by Company Secretary vide office order No. F.31/DTL/CS/402/2010-11/163 dated- 7th December, 2010.
4. The delegation of powers is subject to the observance of relevant policy guidelines, rules and regulations, as also instructions
on the systems and procedures as issued from time to time.
5. Where Full Powers have been delegated, these shall not exceed the powers of the Chairman and Managing Director (CMD)
of the Company.
6. Though all the items required i.e. procurement of material and execution of works for efficient maintenance of the
substation as well as transmission lines including Civil and Construction works have been included in the Delegation of
Powers, however, in case any item not covered in the Delegation of Powers, prior approval for execution of the works and
its sanction thereof is required from CMD of DTL.
7. A brief note detailing the concept, intent and purpose of delegation of powers has been given in Annexure-A.
8. The Delegations shall be guided by the cannons of financial propriety, as given in the Annexure-B and operated within the
general framework of CVC guidelines issued from time to time.

9. Authorities at all levels are also required to ensure the following :(i)

That funds are available in the approved Annual Plan/Budget grants for the relevant period. In case, however, funds
are not so available and the object of expenditure is such that its postponement is likely to be detrimental to the
company interest, funds may be provided by re-appropriation, as per prescribed procedure;

(ii)

Concurrence of Finance is necessary in respect of all delegations of power in excess of Rs. 40000/- unless otherwise
specified in the schedule of power and does not fall within the policy/ rules duly approved by competent authority.

(iii)

Prior approval at appropriate corporate level is necessary while deciding a new policy.

(iv)

Wherever there is any contradiction in powers with HR powers, the DOP for works and procurement will prevail.

Sd/(S.N. Jha)
Director (HR)
Place: New Delhi
Date: 7th December, 2010

Annexure-A
CONCEPT, INTENT AND PURPOSE OF DELEGATION
The delegation of powers has been drawn up keeping in view the following criteria:1.

Powers are delegated to various officers so that senior officers can concentrate on high value items and the low value and
frequent items can be purchased by the Junior Officers. As a result, the administration lead time involved in placing the
order/contracts can be reduced.

2.

To ensure economy, efficiency, transparency and timeliness in implementation of the project and procurement of materials.

3.

The delegation shall effectively contribute to the smooth, expeditious and efficient
the laid down goals and targets, within the policy framework set for itself.

4.

The delegation shall effectively utilize the organizational structure for realization of the Purpose.

5.

The delegation shall be commensurate with the responsibilities and the status of the Executives to whom the delegation has
been accorded.

6.

The delegates shall be accountable for their decisions under the delegation.

7.

The delegation shall be subject to such control/instructions as are conveyed from time to time to the Delegates in general or in
particular.

8.

As the delegation is meant for smooth execution of the work and expeditious realization of Company's goals, any constraint
or impediment in this direction shall promptly be brought up by the concerned and reviewed by the Competent Authority
to remedy the same.

9.

Any interpretation placed on the delegation shall take into account the intent, purpose and concept behind the delegation, viz.
to execute the work in a manner which is smooth (i.e. not causing any disturbance or dislocation in the course of execution),
effective (i.e., cost effective, being the best possible alternative at least possible cost) and expeditious (i.e. ensure timely and
quickest possible realization of objective without any hindrance or impediment).

realization of Companys objectives and

10.

11.

12.

The delegation is also based on the concept of centralized policy making and decentralized execution. In respect of powers
delegated up to the level of Director and in the matters of extreme urgency, i.e. when in the absence of decision / sanction /
approval, the Company is likely to be put to a loss of revenue, disadvantage, embarrassment, increase in expenditure directly
or indirectly and the concerned authority is not available to accord approval, the next lower level authority may exercise the
power after recording the fact of urgency and of the non-availability of the higher authority. The decision/sanction/approval
shall however, be shown promptly to the concerned higher official for post-facto approval. This shall not however, apply to
modification in terms of payment to contractors.
The financial powers shall always be exercised with due observance of canons of financial propriety, which are
enumerated in the Annexure B.
Care may be taken to ensure that awards are not split only for the purpose of bringing the same within the powers for a
particular Executive.

Annexure-B

CANONS OF FINANCIAL PROPRIETY

1.

Expenditure should not prima-facie be more than the occasion demands.

2.

Every employee should exercise the same vigilance in respect of expenditure incurred from Public moneys as a person of
ordinary prudence would exercise in respect of expenditure of his own money. No authority should exercise powers of
sanctioning expenditure to pass an order which will directly or indirectly be to its own advantage.

3.

Public money should not be utilized for the benefit of a particular person or section of the community, unless:(a)
(b)
(c)

Amount of expenditure is insignificant.

A claim for the amount would be enforced in a Court of Law.
Expenditure is in pursuance of a recognized custom or policy.

4.

Economy instructions issued by DTL should be followed.

5.

Delegation of Powers is subject to approved Budget and in the case of capital works as per approved project estimates in line
with Govt. Guidelines.

PART-II
DELEGATION OF POWERS TO THE CHAIRMAN & MANAGING DIRECTOR VIDE RESOLUTION NO. 7 OF
20TH AUGUST, 2002 OF THE BOARD OF DIRECTORS AND SUBSEQUENT MODIFICATIONS ON 13TH NOVEMBER 2010.
The Board resolved that subject to observance of the provisions of Companies Act, 1956, the Memorandum and Article of Association of the
Company, relevant directives of the Govt. applicable to the Company Policies, rules, regulations and budgets as may be approved by the
Board of Directors from time to time and principles of financial propriety and subject to the general supervision and ultimate control by the
Board of Directors, the Chairman-cum-Managing Director be and is hereby authorised to exercise all or any of the power vested in the Board
for the management and administration of the company except on the matter detailed in Annexure C in respect of which prior approval of
the Board of Director will be necessary.
The Board further resolved that in special circumstances, where in his opinion an immediate decision on any matter (even on items
mentioned in Annexure C) is essential, the Chairman within the ambit of operational necessity and efficiency shall exercise the powers
and an emergency report would be made to the Board and its ex-post-facto approval obtained, wherever necessary.
The Board further resolved that Boards approval is accorded to delegate full power on behalf of the Company to the Chairman & Managing
Director to institute suits, prosecute cases, defend, compound, compromise or abandon legal proceedings or refer the claims for arbitration
and sign vakalatnamas, plaints, complaints, written statements, pleadings and other documents and papers in connection with all case or
proceedings in Law/ Labour Court or before the Taxation or any other Statutory authorities etc.
The Board further resolved that Boards approval is accorded to authorize the Chairman & Managing Director to sub-delegate any or all the
powers conferred upon him to full time Directors, General Managers and other officers under him, subject to due control being retained by
him and further subject to such conditions, as he may deem fit, consistent with the need for prompt, effective and efficient discharge of
responsibilities to such a Director/ Officer and for the purpose, he may execute Special or General Power of Attorney under Common Seal of
the Company.
The Board further resolved that Chairman & Managing Director will have powers up to Rs. 10 crore for sanctioning of Capital Estimates
such as Feasibility Reports. CMD will have powers for the award of contract for value up to Rs. 10 crore. Contracts for value
exceeding Rs.10 crore will be submitted to the Board of Directors.

Annexure C
POWERS EXCLUDED FROM THE DELEGATION OF POWERS TO THE CHAIRMAN AND MANAGING DIRECTOR,
DELHI TRANSCO LIMITED, WHICH WILL REQUIRE APPROVAL OF THE BOARD.
(I)

Budget and Plans

a.
b.
c.

(II)

Budget and Plans for projects, operation and manpower including Corporate Plan and Resources mobilization plan.
The Annual Budget Estimates of the Company for Capital and Operation Expenditure.
The Annual and Five Year Plans for development.

Acquisition of Companies
Acquiring of Shares, Stocks or Securities of any other company or Undertaking, other than in Government Guarantee Securities for
Short Term and in Employees Consumer Co-operative Societies duly registered.

(III)

Capital Estimates
i.

ii.

iii.

(IV)

Feasibility Reports, Project Reports and Estimates as a whole for Plant, Township and Transmission system or for expansion
of existing facilities of Plant and Township or for the establishment of new units and facilities costing more than Rs. 10 Crore
in each case.
Any capital expenditure above Rs. 10 Crore including additions, alterations, modifications to or replacement of an existing
asset or other items which have not been specifically included in the approved capital budget for the year (subject to overall
budget limit).
Any deviation in estimates approved by the Board which is more than 10% for any component parts of the project for which
component wise sanction has been accorded by the Board.

Procurement against approved Capital Estimates and Budgets

i.

Award of work contract or purchase contract or incurring of any commitment of value exceeding Rs.10 Crore forming a
component of the Project Report already sanctioned or where investment decision has been taken by the Government.
Proposal above Rs. 10 Crore will be approved by Board of Directors subject to the approval of Competent Authority.

ii.

For award of Consultancy contracts, the limit for exercise of powers by Chairman and Managing Director shall be Rs. 50.00
Lakh, as against limit of Rs. 10 Crore for other contracts.
10

(V)

iii.

Any deviation/alteration from the terms of a contract by which the resultant aggregate value of contract exceeds by 20% of
contract Value within the Powers of sanctioning authority provided that total cost should not exceed the Powers of
sanctioning authority including such increases as might have arisen due to price or quantity variation permissible within the
terms of the original contract and due to any statutory variations where there is no provision in the original contract.

iv.

The acceptance of disputed claims over the value of Rs. 50.00 Lakh relating to capital works and over the value of Rs. 10.00
Lakh relating to operations.

v.

Agreement involving foreign collaboration /foreign Consultancy proposed to be entered into by the Company irrespective of
the consideration involved.

Sales
Formulation of tariff and pricing policies for sale of power to bulk consumers.

(VI)

Personnel
i.

Framing of and any changes in Policies, Rules, Regulations relating to all personnel matters including recruitment,
training, manpower development, promotion, deputation and other terms and conditions of service and disciplinary
rules and procedures, in respect of employees of the Company. This excludes those, which are routine and procedural
in nature or involving expenditure or concessions to the extent of Rs. 50.00 Lakh in a year.

ii.

Creation of any post at any level in the Company.

iii.

Formulation of any changes in wage structure and scales of pay of employees of the Company.

iv.

Policy matters relating to House Rent Allowance, City Compensatory Allowance, Dearness, Travelling, other
allowances, Bonus, amenities and fringe benefits.

11

(VII)

Power to Borrow
To borrow moneys for project financing and/or working capital funding and creation of charge by way of
mortgage/hypothecation of assets of company.

(VIII)

(IX)

Write Off
i.

To write off any items of stores, equipments, tools, Plant and materials resulting in a net loss of more than Rs. 10.00 Lakh
in each case.

ii.

To write off any shortage in raw-materials/stores exceeding such limits as may be prescribed by the Board.

iii.

To write off shortages of Cash exceeding Rs. 10,000 each case.

iv.

To write off demurrages / wharfages /port charges, etc. exceeding Rs. 10 Lakh in a year for each unit

General
i.

Grant of compensation to other than Company employees arising from any cause, above Rs. 2 Lakh in each case.

ii.

Sale of alienation in any form of any immovable property vested in the Company.

iii.

Any grant or donation or ex-gratia payments, not arising from recognized rules relating to amenities and welfare over
Rs. 20,000 in each case.

iv.

Settlement of claims against the Company from any cause not provided for in any other items mentioned above exceeding
Rs. 3 Lakh in each case subject to the same being outside contractual/legal resource.

v.

Policy for allotment of land to outside parties.

vi.

Any expenditure on an object which has not been recognized as an object fit for expenditure by the Company.

12

PART-III
DELEGATION OF POWERS FOR WORKS AND PROCUREMENT
Sl.
No.
1
1

Nature of Power

Director (Oprs.)

GM(Tech)

DGM(Tech)

Manager(Tech)

WORKS:Technical approval, Administrative approval of Cost

Estimate.
a) All planned works, other than scheduled periodical Up to Rs.1.5 Crore Upto Rs. 75 Lakh Up to Rs.5 Up to Rs.1 Lakh
maintenance.
Lakh
b) All works relating to repair and maintenance repair of Up to Rs.1.5 Crore Up to Rs.75 Lakh Up to Rs.2 Up to Rs.50,000/T&P of Substation and lines including Alteration/
Lakh
Modification, and civil repair works.
c) All works of emergent nature relating to repair and Up to Rs.10 Lakh
Up to Rs.5 Lakh
Upto Rs. 1
maintenance of sub station and lines.
Lakh.
Remarks
(i) The above works are subject to the provision in planned budget/non planned budget.
(ii) The cost estimates above Rs.40, 000/- are to be vetted in Finance before approval of the Competent Authority.
(iii) At Sr. No. 1 (c) Powers regarding works of emergent nature are exceptional powers under which direct PO can be placed on
qualified vendors. These powers are to be used for meeting the requirement/ exigencies arising out of situations such as floods,
fire, earthquake, explosion, accident, natural disaster and system breakdowns for which an immediate report detailing the powers
utilised alongwith its reasoning shall be submitted to CMD, Director (Oprs.) and Director(Finance). Emergent expenditure of Rs.
10 lakhs, Rs. 5 lakhs and Rs. 1 lakhs shall be made on quarterly basis
(iv) In case of revision in already approved cost estimate, the revised cost estimate shall be got vetted from finance and put up for
approval as per above delegation.
(v) The cost estimate for turn-key projects will be prepared as per the guidelines enclosed as Annexure-I.
(vi) The purchases/ works from OEM/OES/Govt. firms including the testing of equipments from PSUs or any other Govt. agency as
single source availability are exempted from the tendering.

10

Sl. No.
1
2
2.1

2.2

2.3
2.4
i

ii
iii

iv
v

vi

vii
viii

Nature of Power
2
Calling of tenders for works approved
vide 1 above.
Open tenders
(a) For Planned works :(b) For non planned and other works :Limited Tender
(a) For Planned works :(b) For non planned and other works :Single tender on original equipment
suppliers/ manufacturers for services.
Single tender on grounds of urgency.
Remarks

Director (Oprs.
3

GM(Tech)
4

DGM(Tech)
5

Manager(Tech)
6

Upto Rs. 1.5 Crore

Upto Rs. 1.5 Crore

Upto Rs. 75 Lakh

Upto Rs. 75 Lakh

Up to Rs.5 Lakh
Upto Rs. 2 Lakh

Up to Rs.1 Lakh
Upto Rs. 50,000/-

Up to Rs.1 Crore
Upto Rs. 1 Crore
Up to Rs.1 Crore

Up to Rs.35 Lakh
Upto Rs. 35 Lakh
Up to Rs.35 Lakh

Up to Rs.2 Lakh
Upto Rs. 1 Lakh
Up to Rs.2 Lakh

Up to Rs.50,000
Upto Rs. 25,000/Up to Rs.50,000

Up to Rs.10 Lakh

Up to Rs.5 Lakh

Up to Rs. 1 Lakh

Open tender enquiry by advertisement would not be necessary in view of the high cost of advertisement, where the estimated value of Work is less than Rs.5 Lakh.
There shall be no objections to limited tender enquiry being issued in such cases subject to (iii) below. If however, for any valid and compulsive reason open tender
enquiry by way of advertisement is considered as justified for works estimated at less than Rs.5 Lakh, approval for the same may be taken at a level not less than GM.
In case where approved list of vendors is available on pr- qualifications of vendors is done, sending enquiries to all such approved vendors/ pr- qualified vendors shall be
treated as open tender. Further such enquiries shall also be displayed on DTLs website.
For limited tender enquiries, all names and numbers of tenderers shall be from all the vendors who have been technically qualified for any of the last Five tenders for
similar works. For the process of limited tenders minimum five bidders would be informed through speed Post/ Special Messenger/ Telephone/ Fax and approval of the
authority next higher to the authority competent to award except in case of Director/ GM who can approve the names and number of parties themselves within their
powers.
For limited tender and single tender enquiries, reasons for adopting such modes of tendering shall be recorded in writing while obtaining approval of the competent
authority.
Bids under clause 2.3, shall be called from both original equipment suppliers and original equipment manufacturers wherever original equipment manufacturer/ original
equipment supplier is known and approachable. For example CGL power transformer fitted with EASUN-MR Make OLTC and supply & services are required for its
OLTC in the case EASUN-MR is defined as OEM of the OLTC and M/s CGL is the original equipment supplier i.e. Power Transformer. In this case M/s CGL and M/s
EASUN-MR have to be approached for availing services / spare parts.
Under 2.3, the works on Single Tender from Original Equipment Supplier/Original Equipment Manufacturer shall be subject to a certificate at the level of GM that it is
technically necessary to get the work done by the Original Equipment Supplier / Original Equipment Manufacturer on proprietary basis. Further, a confirmation that the
rates charged are not more than what the party is charging from other STUs & other Govt. Deptt. shall be obtained from the supplier.
All cases, involving foreign exchange shall be approved at a level not less than GM and shall be subject to such instructions as may be given by Finance Department
from time to time.
Powers for calling offers from OEM/OES/PAC cases beyond Rs. 50 Lakh shall be subject to recommendations of a committee comprising of GM concerned, GM
(Planning), GM(C&MM), DGM (Finance) and DGM (concerned) as a Member-Secretary to ascertain the availability of alternate sources. Whereas for cases up to Rs.
50 lakhs necessary PAC will be given by GM concerned as per the format enclosed as per Annexure II. Director concerned shall be apprised for all works executed
under propriety basis.

11

Sl.
No
1
3
3.1

3.2

3.3

3.4

3.5
3.6

Nature of Power

Dir (Operation)

GM(Tech)

DGM(Tech)

Manager(Tech)

2
Award of contracts against tenders invited vide 2 above.
Open tender
(a) For Planned works :(b) For non planned and other works :Single response against open tender
(a) For Planned works: (b) For non planned and other works: Limited tender
(a) For Planned works: (b) For non planned and other works: Single response against limited tender
(a) For Planned works: (b) For non planned and other works: Single tender on original equipment suppliers/
manufacturers for services.
Single tender on grounds of Urgency as defined in 1 (c) &
2.4 above

Up to Rs.1.5 Crore
Upto Rs. 1.5 Crore

Up to Rs.75 Lakh
Upto Rs. 75 Lakh

Up to Rs.5 Lakh
Upto Rs. 2 Lakh

Up to Rs. 1 lakh.
Upto Rs. 50,000/-

Up to Rs.1 Crore
Upto Rs. 1 Crore

Up to Rs.35 Lakh
Upto Rs 35 Lakhs

Up to Rs.2 Lakh
Upto Rs. 1 Lakh.

Up to Rs.1 Crore
Upto Rs. 1 Crore

Up to Rs.35 Lakh
Upto Rs. 35 Lakh

Up to Rs.2 Lakh
Upto Rs. 1 Lakh

Up to Rs.50,000/Upto Rs. 25,000/-

Upto Rs.10 Lakh

Upto Rs. 10 Lakh
Up to Rs.1 Crore

Upto Rs. 5 lakh

Upto Rs. 5 Lakh
Up to Rs.35 Lakh

Upto Rs. 1 Lakh

Upto Rs. 50,000/Up to Rs.2 Lakh

Up to Rs.50,000/-

Up to Rs.10 Lakh

Up to Rs.5 Lakh

Up to Rs 1 Lakh

Remarks
(i)
All tenders valued at more than Rs. 2, 00,000 shall be considered by a Tender Committee as per Annexure-IV. Finance will be associated in all the tender / quotation
openings.
(ii) Cases not considered by a Tender Committee shall be subject to prior finance concurrence. However, such concurrence is not required for orders valued up to Rs. 40,000/provided such orders are not placed on Single Tender. The Contract awarded without finance concurrence shall be entered in the register as per proforma at Annexure-IV
and only with the approval not below the rank of GM concerned.
(iii) In case of single response against limited tender, re-tendering will normally be resorted to through open tender by way of advertisement. In exceptional circumstances, the
tender may be accepted / negotiated but reason thereof will be recorded in writing and submitted to the competent authority for approval treating the same as single tender
on ground of urgency.
(iv) In case a cartel is suspected, besides other actions to break the cartel as may be necessitated, re-tendering shall be resorted to.
(v)
The powers referred to herein shall apply to the award value inclusive taxes & duties.
(vi) Single tender enquiry is to be resorted to only in case of urgency and includes negotiated tender without call of tenders where resorting to a tender is neither practical nor
economical.
(vii) A monthly management information report shall be submitted by Contract Services to Chairman and Managing Director, Director (Oprs) and Director (Finance) in respect
of Contract awarded on Single Tender on grounds of urgency or Single Tender as per Sl. No. 3.6.
(viii) In case of urgency with compelling circumstances where release of advance payment becomes essential in case of OEM, OES, Govt. departments, purchase / works
through cheque, DD or otherwise, payment can be made against proforma invoice in case of materials and in case of services advance payment may be released and the
same can be approved by the officer not below the rank of GM with reasons to be recorded on case-to case basis.

12

Sl.
No.
1
4

4.1

4.2

4.3
4.4
4.5

Nature of Power

Dir(Operation)

GM(Tech)

DGM(Tech)

Manager(Tech)

2
Purchase:
Technical approval and administrative approval/Financial
concurrence for items to be purchased with estimated
value thereof.
Equipments including Power Transformer,
Plants &
Machinery and special tools other than motor vehicles
and replacement.
Equipments including Power Transformer Plant &
Machinery, special tools in replacement of existing ones
excepting motor vehicles.
Stores & Spares

Up to
Crore

Rs.1.5 Up to Rs.75 Lakh

Up to Rs.5 Lakh

Upto Rs. 1 Lakh

Up to
Crore

Rs.1.5 Up to Rs.75 Lakh

Up to Rs.5 Lakh

Upto Rs. 1 Lakh

Up to Rs.1.5 Up to Rs.75 Lakh

Crore
Procurement of materials on ground of urgency
Up to Rs.10 Lakh Up to Rs.5 Lakh
Procurement of furniture, fixture and other office Up to Rs.75 Lakh Up to Rs.5 Lakh
equipments subject to the norms/ policy fixed by the
department from time to time. (This will only be
exercised by C&MM deptt.)

Up to Rs.2 Lakh

Up to Rs.50,000/-

Up to Rs.1 Lakh

Remarks
i)
Cost estimates more than Rs.40000 are to be vetted in Finance before approval of the competent authority and the powers are to be exercised subject to Budget
Provisions.
ii)
Replacement shall be programmed on conditional basis only after expiry of normal life of an asset.
iii)
In case of premature replacement on grounds of obsolescence or conditional basis, prior approval of GM shall be obtained in all cases upto the power of GM.
iv)
Indents for spares involving foreign exchange shall be approved at level not less than GM.
v)
Vehicles mounted cranes which are functionally different from transport vehicles are excluded from the term motor vehicles used in Clause 4.1 and 4.2 above.
vi)
At Sr. No4.4 powers have been delegated to Dir (Operation), GM (Tech) & DGM (Tech.) respectively for meeting the requirement of emergent works which
will be of unforeseen nature arising out of flood, fire, earthquake, explosion, flash over, accidents, breakdown of equipments, affecting the availability of the
system. The administrative approval in respect of DG.M. shall be accorded from the next higher authority i.e. G.M. and emergent expenditure of Rs.10 Lakh,
Rs. 5 Lakh & Rs.1 Lakh shall be made on quarterly basis.
vii) In case of revision in already approved cost estimate, the revised cost estimated shall be got vetted from finance and put up for approval as per above delegation.

13

Sl. No
1
5
5.1
5.2

5.3

5.4

Nature of Power
2
Calling of tenders for indents approved vide 4 above.
Open Tender
(a) for items covered under 4.1 &4.2
(b) for items covered under 4.3
Limited Tender
(a) for items covered under 4.1 & 4.2
(b) for items covered under 4.3
Tender In case of original equipment suppliers /
manufacturers/ authorized dealers/PSUs for equipments
& spares.
Procurement of material on ground of urgency as shown
in 4.4.

Director (Oprs.)
3

GM(Tech)
4

DGM(Tech)
5

Manager(Tech)
6

Upto Rs. 1.5 Crore

Upto Rs. 1.5 Crore

Upto Rs. 75 Lakh

Upto Rs. 75 Lakh

Up to Rs.5 Lakh
Upto Rs. 2 Lakh

Up to Rs.1 Lakh
Upto Rs. 50,000/-

Up to Rs.1 Crore
Upto Rs. 1 Crore
Upto Rs. 1 Crore

Up to Rs.35 Lakh
Upto Rs. 35 Lakh
Upto Rs. 35 Lakh

Up to Rs.2 Lakh
Upto Rs. 1 Lakh
Upto Rs. 2 Lakhs

Upto Rs. 50,000/Upto Rs. 25,000/Upto Rs. 50,000/-

Upto Rs. 10 Lakh

Upto Rs. 5 Lakh

Upto Rs. 1 Lakh

Remarks
i)
Open tenders by advertisement would not be necessary in view of the high cost of advertisement where the estimated value of procurement is less than Rs.5 Lakh.
There shall be no objection to limited tender enquiry being issued in such cases subject to (iv) below. If however, for any valid and compulsive reason, open
tender enquiry by way of advertisement is considered as justified for procurement estimated at less than Rs.5 Lakh, approval for the same may be taken at a level
not less than GM.
ii)
In case where approved list of vendors is available or pre qualification of vendors is done, sending enquiries to all such approved vendors/ pre-qualified vendors
shall be treated as open tender.
iii)
For Limited tender and single tender enquiries, reasons for adopting such modes of tendering shall be recorded in writing, while obtaining approval of the
Competent Authority.
iv)
For limited tender enquiries, all names and numbers of tenders shall be from all the vendors who have been technically qualified for any of the last Five tenders
for similar works. For the process of limited tenders minimum five bidders would be informed through speed Post/ /Through Special Messenger/ Telephone/ Fax
and approval of the authority next higher to the authority competent to award except in case of Director/ GM who can approve the names and number of parties
themselves within their powers.
v)
Bids under 5.3 shall be called from original equipment suppliers, original equipment manufacturer and authorized dealers wherever original equipment
manufacturer / original equipment supplier and authorized dealer is known and approachable.
vi)
Under 5.3 the works on Single Tender from Original Equipment Supplier/Original Equipment Manufacturer shall be subject to a certificate at the level of GM that
it is technically necessary to get the work done by the Original Equipment Supplier / Original Equipment Manufacturer as per the PAC format (Proprietary Article
Certificate) enclosed as Annexure- II. Further, a confirmation that the rates charged are not more than what the party is charging from other STUs & other Govt.
Deptt. shall be obtained from the supplier.
vii) All cases, involving foreign exchange shall be approved at a level not less than GM, and shall be subject to such instruction as may be given by Finance
Department from time to time
viii) Powers for calling offers from OEM/OES/PAC cases beyond Rs. 50 Lakh shall be subjected to Recommendations by a committee of the level of GMs with
members from the Contract and Finance to ascertain the availability of alternate sources. Whereas for cases upto Rs. 50 Lakh necessary PAC from GM as per
format enclosed as per Annexure-II. Director concerned shall be apprised of all purchases made under proprietary basis.

14

Sl. No
1
6
6.1

6.2

6.3

6.4

6.5
6.6

Nature of Power
2
Acceptance of tender called vide 5 above.
Open Tender
(a) for items covered under 4.1 &4.2
(b) for items covered under 4.3
Single response against open tender
(a) for items covered under 4.1 &4.2
(b) for items covered under 4.3
Limited tender
(a) for items covered under 4.1 & 4.2
(b) for items covered under 4.3
Single response against limited tender
(a) for items covered under 4.1 &4.2
(b) for items covered under 4.3
Tender in case of original equipment suppliers
/ manufacturers/ authorized dealer / PSUs.
Single Tender on grounds of urgency (as
defined in 4.4)

Dir(Operation)
3

GM(Tech)
4

DGM(Tech)
5

Manager(Tech)
6

Up to Rs.1.5 Crore
Upto Rs. 1.5 Crore

Up to Rs.75 Lakh
Upto Rs. 75 Lakh

Up to Rs.5 Lakh
Upto Rs. 2 Lakh

Up to Rs.1 Crore
Upto Rs. 1 Crore

Up to Rs.35 Lakh
Upto Rs. 35 Lakh

Up to Rs.2 Lakh
Up to Rs.1 Lakh

Upto Rs.1 Crore

Upto Rs. 1 Crore

Upto Rs. 35 Lakh

Upto Rs. 35 Lakh

Upto Rs. 2 Lakh

Upto Rs. 1 Lakh

Upto Rs. 50,000/Upto Rs. 25,000/-

Upto Rs 10 Lakh
Upto Rs. 10 Lakh
Up to Rs.1 Crore

Upto Rs. 5 Lakh

Upto Rs. 5 lakh
Up to Rs.35 Lakh

Upto Rs. 1 Lakh

Upto Rs. 50,000/Up to Rs.2 Lakh

Upto Rs. 50,000/-

Up to Rs.10 Lakh

Up to Rs.5 Lakh

Up to Rs.1 Lakh

Upto Rs. 1 Lakh.

Upto Rs. 50,000/

Remarks
i)
All tenders valued at more than Rs.2, 00,000 shall be considered by a Tender Committee as per Annexure-III. Finance will be associated in all the tender /
quotation openings.
ii)
Cases not considered by a Tender Committee shall be subject to prior finance concurrence. However, such concurrence is not required for orders valued up to
Rs 40,000/- provided such orders are not placed on Single Tender. The Contract awarded without finance concurrence shall be entered in register as per
proforma at Annexure-IV.
iii)
In case of single response against limited tender, re-tendering will normally be resorted to through open tender by way of advertisement. In exceptional
circumstances, the tender may be accepted / negotiated but reason thereof will be recorded in writing and submitted to the competent authority for approval
treating the same as single tender on ground of urgency.
iv)
In case a cartel is suspected, besides other actions to break the cartel as may be necessitated, re-tendering shall be resorted to.
v)
The powers referred to herein shall apply to the award value inclusive taxes & duties.
vi)
Single tender enquiry is to be resorted to only inn case of urgency and includes negotiated tender without call of tenders where resorting to a tender is neither
practical nor economical.
vii) A monthly management information report shall be submitted by Contract Services to Chairman and Managing Director, Director (Oprs), and Director (Finance)
in respect of Contract awarded on Single ender on grounds of urgency or Single Tender as per Sl.No.3.6.
viii) The purchase of steel from government parties from nearest store/ stock yard is also covered at serial no. 6.5.
ix)
Waiver of EMD & security deposit for government department, PSUs, OEM, OES & proprietary purchases/ procurement of services may be obtained from the
approving authority not below the rank of GM with reasons to be recorded on case to case basis.

15

Sl.
No.
7

(a)

Nature of Power

Dir(Operation)

GM(Tech)

To sanction for small works/purchase

through hand quotation for completion of
job.
For O&M Departments
(i) for 220 KV Sub-stations

(ii)

for 400 KV Sub-stations

DGM(Tech)

Manager(Tech)

Upto Rs. 15000/at a time and Rs.

50,000/- per
annum per S/S.

Upto Rs. 10000/at a time and

Rs. 30,000/- per
annum per
substation.

Upto Rs. 5000/- at

a time and Rs. 20,000/per annum per
substation.

Upto Rs. 25000/- at a

time and Rs. 1.5 Lakh
per annum per
substation.

Upto Rs. 15,000/at a time and

Rs. 1 Lakhs per
annum per
substation

Upto Rs. 10,000/- at a

time and Rs. 50,000/per annum per
substation.

Remarks:
(i)
Purchase will be made after determining the reasonableness of the price.
(ii)
No Finance concurrence would be required in case of purchase/works up to Rs.40, 000/-.
(iii) Minimum of three offers will be collected for above work / purchases.
(iv)
Sl. No. 7 (a) will be applicable in those cases where procedure as per Sl. No. 3 and 6 cannot be followed for the reasons to be recorded in
writing.
(v)
Powers of purchase under this category are to be used for a particular occasion. The requirement shall not be broken down into separate
items to avoid approval from higher authority.
(vi)
These powers will be used for small urgent and contingent work/purchase.

16

Sl.
No.
7(b)

Sl.
No.
7
(c )

Nature of Power

Director

Other than O&M departments i.e. all other Upto Rs. 2 Lakh .
technical and non technical departments.

GM

DGM

Upto Rs.15,000/- at a
time and Rs.4 lakh per
annum.

Upto Rs.10,000/at a time and Rs.1

lakh per annum.

Manager

Remarks :(i)
Purchases will be made after determining the reasonableness of the price.
(ii)
No finance concurrence would be required in case of purchase / works upto Rs. 40,000/-.
(iii) Sl.No.7 (b) will be applicable in those cases where procedure as per Sl.No.3 and 6 can not be followed for the reasons to be
recorded in writing.
(iv) Powers of purchases under this category are to be used for a particular occasion. The requirement shall not be broken down into
separate items to avoid approval from higher authority.
(v)
Minimum of three offers will be collected for above purchases.
(vi) These powers will be used for small urgent and contingent work / purchase.
(vii) These powers shall be exercised by concerned Director/Officer.
Nature of Power
Director
GM(O&M)
DGM (Tech.)
Manager (Tech.)
Local purchase of sundry requirements
Upto Rs. 15,000/- at a Upto Rs. 10,000/regarding materials and services.
time
at a time
(The procurement will be done centrally
by C&MM department only).
Remarks : (i) Purchases will be made by C&MM department after approval of the competent authority. After purchase, statement of particulars of
purchase as at annexure -IV shall be submitted to the authority, who authorized the purchase and his signature taken thereon.
(ii) Purchases will be made after determining the reasonableness of the price.
(iii) Power of purchase under this category is to be used for a particular occasion. The requirement shall not be broken down into separate
items/ indents to avoid approval from higher authority. In case of procurement of items/ services beyond Rs.15,000/- shall be made
by a committee comprising the representatives of indenting department, finance department and C&MM department nominated by the
concerned GM.
(iii) Minimum of three offers will be collected for above purchases.

17

Sl.
7
(d )

Sl.
1
08

09

Nature of power
Authorisation of petty expenditure to be
incurred under imprest

Director
Rs.4,00,000/annum

GM
per Rs.2,00,000/annum

DGM
per Rs.1,00,000/annum

Manager
per Rs.60,000/- per annum

Remarks:
(i)
The imprest will be opened with the approval of Director (Fin.) routed through concerned Director.
(ii)
The imprest will be opened in the name of officers not below the rank of Asstt. Manager.
(iii) The expenditure under imprest shall not exceed Rs. 1,000/- in each case.
(iv)
The imprest holder should ensure the expenditure being incurred under imprest shall be for their sphere of work.
(v)
The amount of imprest will not exceed Rs. 10,000/-.
Nature of Power
Dir(Operation)
GM(Tech)
DGM(Tech)
Manager(Tech)
2
3
4
5
6
To sanction expenditure for testing of substation Upto 1 Crore
Upto Rs. 50 Lakh
Upto Rs. 5
equipment / power Transformer oil, scanning and
Lakh
other testing required essential for healthiness of
transmission system (Lines and Substations) through
calling quotations from NTPC / PGCIL/ CPRI / any
other PSU or any other Govt. Agency.
Remarks :(i) The essentiality of the testing required for a particular equipment will be approved by the GM (T).
(ii) The waiver of Earnest Money and Security Deposit for the above may be obtained from the authority competent to award of work
with reasons to be recorded.
Power to approve opening of tenders/ quotations, Full powers upto Full powers upto Full
powers
where the number of tenders/ quotations is less than the
power
of the
power
of upto the power
three.
acceptance
of acceptance
of of acceptance of
award.
award.
award.

18

Sl.
No
1
10

Nature of Power

Dir(Operation)

2
3
Approval for variations during post award
executions of contracts relating to works
and purchase with respect to quantity
variations, new items / substituted items.
to
the
a) Within the variations limit provided in the Up
contract (excluding new items/ substituted variation limit in
items)
the contract for
award approved
by himself or
lower authority.
b) Where the variances are beyond the Up to variation
variations limit provided in the contract limit of 10% in
(including new items / substituted items)
addition to 10 (a)
above for awards
approved
by
himself or lower
authority.

GM(Tech)

DGM(Tech)

Manager(Tech)

Up to the variation
limit in the contract
for award approved
by himself or lower
authority.

Up to the variation
limit in the contract
for award approved
by himself or lower
authority.

Up to the variation
limit in the
contract for award
approved by
himself.

Up to variation
limit of 5% in
addition to 10 (a)
above for awards
approved
by
himself or lower
authority.

Remarks:(i)
While approving the variation, it should be ensured that the total contract value including the variation amount should not exceed the power of acceptance
of award of the authority who is approving the variation. In case total value of the contract exceeds, in such cases, approval of higher authority will be
obtained who have power of acceptance of award for the enhanced value of contract including variation amount.
(ii)
The variation for this purpose shall be the net variation (i.e. positive (+) and negative (-) variations to be taken together by value at the time of approval of
variation.
(iii)
In case of contracts where different variation limits have been provided for different group of work (e.g. in Civil Works Contracts), the variation under
Sl.No.10 (a) and 10 (b) will be on overall contract value. The variation for this purpose shall be the net variation (i.e. positive (+) and negative (-) variations
to be taken together) by value at the time of approval of variation.
(iv)
In case of new items/substitute items reasonableness of the rates has to be established.
(vii)
The variation limit in all the cases will be approved in consultation with the finance.
(viii)
Detailed reasons necessitated the additions/deletions should be kept in record.
(ix)
While approving the variation, it should be ensured that merit of the awarded bidder will not change.
(x)
The variation limit referred above applied to overall contract value and not to each item.
(xi)
Variation for new and substitute items will not be exceeded by 10% and 5% of the original contract value for Director (Oprs.) and GM (T) respectively.

19

Sl.
No.
1
11.1

11.2

Nature of Power

Dir(Operation)

GM(Tech)

DGM(Tech)

2
Hiring of the departmental tool, plants and
equipments (not provided in the contract) to
contractors and Government agencies on approved
rates and conditions.

3
Full Powers

4
5
Up to Rs.10 Up to Rs.1 Lakh
Lakh
of of hiring charges.
hiring
charges.

Hiring of vehicles i.e. crane, tractor-trailer,

Heavy/Light weight trucks etc. required for execution
of work.

Full Powers

Upto Rs. 25 Upto Rs. 1 Lakh

Lakhs per per annum.
annum

Manager(Tech)
6

Remarks:
(i)
Powers to be exercised in consultations with Finance.
(ii)

Hiring of T&P equipments shall be subject to prescribed conditions.

(iii)

The concerned department will prepare on annual basis the rates/ hire charges/ rate of the tools, plants and equipment as well as
vehicle and got approved from Director (Opr.) before hand. The rates may be amended from time to time as per the market
prevailing rates.

20

Sl.
No.
1
12

Nature of Power

Dir(Operation)

2
3
Extension in completion period in respect of works and Full powers for
supplies.
awards / orders
approved by
himself or
lower authority.

GM(Tech)

DGM(Tech)

4
Full powers for
awards / orders
approved by
himself or
lower authority.

5
Full powers for
awards / orders
approved by
himself or
lower authority.

Manager(Tech)
6
Full powers for
awards / orders
approved by
himself.

Remarks: (i)
This item of delegation is applicable where extension in completion period is granted with levy of LD/penalty as provided in
the contract.
(ii)
Provisional extension in completion period may be granted without prejudice to right to levy LD/penalty.
(iii)
Extension of time exceeding 50% of the stipulated time in contract will require the approval of next higher authority.
(iv)
No finance concurrence is required
13

Reduction / Waiver of LD/penalty for works/ purchase Full powers for Full powers for
contract.
awards / orders awards / orders
approved by
approved by
himself or
himself or
lower authority. lower authority.
Remarks:For reductions/ waiver of LD/penalty it would be necessary to reasonably establish that the delays are not attributable to the contractor /
supplier. This power shall be exercised in consultation with Finance.

21

Sl.
No.
14.1

14.2

Nature of Power
Authorizing payment against bill for works / supply/
services (advances/ running and final bills) as per
contract.
(a) The work and supply costing more than Rs. 10
Crore.
(b) The work and supply costing less than Rs. 10
Crore.
Authorizing refund of Security deposit of contractors
as per terms and condition of the contract / order in
all cases of new and repairs works or supplies, after
the lapse of period if any specified in the contract or
tender notice or purchase order.

Director (Oprs)

GM(Tech)

DGM(Tech)

Manager(Tech)

Full Powers

Full Powers

Upto Rs. 5 Crore.

Upto Rs. 1 Crore.

Full Powers

Full Powers

Upto Rs. 1 Crore.

Full powers for

awards / orders
approved by
himself or lower
authority.

Full powers for

awards / orders
approved by
himself or
lower authority.

Full powers for

awards / orders
approved by
himself or lower
authority.

Upto Rs. 50
Lakhs.
Full powers for
awards / orders
approved by
himself.

REMARKS
(i)
The power in 14.1 (a) and 14.1 (b) items is not for authorizing expenditure but for verification of bills for expenditure
already approved by Competent Authority.

22

Sl.
No.
15

16
(a)
(b)
(c)
(d)
(e)

(f)

Nature of Power

Director

GM

DGM(Tech)

Manager(Tech)

(i) Award of consultancy assignments including post award Upto Rs. 5 Lakh in Upto Rs. 2 Lakh
variations (normal procedure will be followed as in case of each case
per case
quotation / tender).
(ii) Appointment of agent for custom clearance wherever not Upto Rs. 5 Lakh in Upto Rs. 2 Lakh
provided in the contract (normal procedure will be followed each case
in each case
as in case of tender).
(For sanction existing DOP shall Prevail)
Remarks :(i)
This refers to consultancy of non-recurring nature not involving foreign exchange with a professional/institution for a specific work. Or
assignment of a one time job of investigation / testing / review / review / report / advice etc. on a specific issue and includes all types of
survey, soil investigation, testing of samples etc.
(ii)
The terms of consultancy, regarding its nature, duration, remuneration etc. shall be decided and mutually agreed before the consultants
services are engaged.
(iii) This power shall be exercised in consultation with Finance beyond Rs. 40000/-.
To engage Chartered Accountants for internal audit/ verification Rs. 2 Lakh per
of inventory and assets and to sanction their remuneration
annum
To engage Chartered Accountants / Consultants for accounting Rs. 5 Lakh per
work/preparation of manuals etc. and sanction of remuneration. annum
To engage firms of Chartered Accountants etc. for certification Rs. 1 Lakhs per
Rs. 50,000/- per
work relating to Tariff purpose.
annum
annum
To engage Statutory Auditors for Tax Audit and sanction of Rs. 1 Lakh per
their remuneration
annum
To engage firms of Chartered Accountants /company Rs. 2 Lakh per
Rs.50,000/- per
secretaries/Advocates/ cost accountants etc. for tax / company annum
annum
law etc. and sanction of their remuneration.
To engage firms of Chartered Accountants for certification Rs. 2 Lakh per
Rs. 1 Lakh per
works relating tax and remittance of foreign exchange.
annum
annum
Remarks :Power at point 16 shall be exercised by finance only except Company Secretary can also exercise powers of GM in case of 16 (c) and
(i)
16 (e).

23

Sl.
No.
17.

Sl.
No.
18.

Nature of Power

Director

Disposal of the scrap material and unserviceable

Rs.1.0 crore
Material (approved realizable value) in concurrence
with Finance department, subject to the approved
policy.
Nature of Power
Director (Fin.)

GM

DGM(Tech)

Manager(Tech)

DGM(Fin.)

Manager(Fin.)

Rs.35 lakhs

GM(Fin.)

Opening of letter of credit & Issuance of Bank Full powers

Rs. 5 lakhs in
Guarantee.
each case.
Remarks:
(i) The proposal should have been initiated by concerned execution wing mentioning all required terms & conditions to
the interest of DTL through Director (Oprs.)
(ii) Director (Finance) is also empowered for opening of the new Bank account of DTL.

Sl.
Nature of Power
Director (Fin.)
GM(Fin.)
DGM(Fin.)
Manager(Fin.)
No.
19.
Encashment of Bank Guarantee
Rs. 10 lakhs
Remarks:
(i) Power is to be exercised with justification of its encashment and the interest of DTL is not jeopardized because of encashment

24

GENERAL NOTES
Note-1

Full Powers available to Director or other executive below Director shall mean Full Power upto the power of the CMD only
i.e. in no case Full Powers will exceed the powers of the CMD.

Note-2

Delegation of Power to sign contracts/purchase order on behalf of DTL subject to the contracts /purchase orders being vetted by
finance and the standard forms of the contract /purchase order being vetted by Legal Deptt. shall be as follows:Authority to approve

Authority to sign

I Board/Sub Committee of the Board/CMD

Not below the level of DGM

II Director/GM

Not below the level of Manager

III DGM

Not below the level of Manager.

IV Manager/Dy. Manager /Asstt. Manager

Not below the level of Asstt. Manager.

REMARKS:(1)

The delegation does not cover the contracts, which are to be executed under common seal of the company as per specific
Resolutions of the Board of Directors
/Sub-Committee of the Board.

Note-3 The power of cancellation/ termination of the Tender/ contract either in part or in full as the case may be shall be as follows:Sl.
No

SUBJECT MATTER

Competent Authority to
approve cancellation
/termination of contract.
I Cases where the approving authority for award of CMD
contract is Sub-Committee of the Board/Board of
Directors
II Cases where the approving authority for award of CMD
contract is CMD.
III Cases where approving authority for award of The authority competent to
contract is Director or below.
award the contract but not
below DGM level.
25

REMARKS

The proposal for the cancellation

/termination of the contract shall be put
up to the CMD through Director.

Remarks:The above does not cover contract scope deletion / addition under quantity variation provisions in the contract which shall be
(i)
dealt with under the relevant provisions.
(ii)
Cancellation/ termination of the Tender/ contract shall be in consultation with the finance. Further the notice of cancellation/
termination shall be vetted by LEGAL Deptt..
Note 4 :- In case of two part bidding, approval for opening of price bids is to be obtained from the competent authority in consultation with
Finance Department to approve the award.
Note 5 :- Period contract is a contract which has been awarded for a specific period mentioned in the contract. Any fresh extension for such a
contract is to be considered as a single tender award. Hence, a separate proposal need be initiated for award of a single tender
contract. However, where provision of extension is in built in the original contract, approval shall be required from the authority
competent to approve award for revised value (inclusive of original award value).
Note 6:-

Multiple response but single technically acceptable offer against Open Tender shall be treated as Single Response against Open
Tender.

Note 7 :- Single response against Limited Tender shall be treated as Single Response against Limited Tender.
Note 8:-

Multiple response but single technically acceptable offer against Limited Tender shall be treated as Single Response against
Limited Tender.

Note 9 :- Where tender documents had been issued to both OEM/OES, it shall be considered as limited tender.

26

Annexure-I
PROJECT COST CONTROL SYSTEM
EXPLANATORY NOTE
It is contemplated that Feasibility Report (FR) cost estimate shall be the basis for cost control. As such, it is essential that the substation /
transmission line wise quantities and the cost estimates projected in the feasibility report shall be realistic to the extent possible.
To make the cost estimate of the feasibility report realistic, it is essential that the following are ensured at various stages.
1.0

Generation of Data
It is necessary to consider and document the following factors while arriving at the estimated cost for feasibility report.
a. Survey data (in case of Transmission Line)
i. Involvement of forest area along line route
ii. Preliminary line route
b. Type of soil
c. Wind Analysis and rain fall data
d. Local statutory requirements

1.1.0

Finalisation of power transmission system and Design Parameters.

A comprehensive study on transmission and sub-transmission of Delhi is carried out by Central Electricity Authority. Based on the
final Transmission System communicated by CEA and after discussion with the beneficiaries, the Transmission System is finalised.
Planning Department shall prepare the Technical Specifications of the items as well as BOQ for consideration of competent
authority. Planning department shall build up a data bank of various specifications.

27

Areas requiring special attention in estimate and involve major cost variations are as under:a.
b.
c.
d.
e.
f.

Site levelling for substations

Type of Foundation for Transmission Line towers & structures of S/Stns.
Changes in power evacuation system due to dynamics of planning a transmission system.
Substation equipment layout
Criterion for transmission line design
Scope changes due to non-execution of corresponding under lying system by Delhi Discoms.

Based on the cost control system, it is important that Planning Deptt. works out the various sub-stations and line wise quantities and also
clearly define the basis for arriving at the quantities to be taken for estimation cost. Such single line diagrams and transmission line
quantities shall be supporting documents for the main estimation Report. These documents should be preserved as the base documents for
carrying out detailed engineering as well as for monitoring and controlling the project cost. Planning department will prepare the scheme
for the approval of competent authority as per DOP and advance copy of the scheme shall also be sent to the executing department. To
initiate action regarding route clearance etc. so as to complete the work within the time frame specified.
2.0.0

All efforts shall be made by department to work within the provisions of the estimate. However, design changes found necessary and
advantageous in the interest of increased reliability and efficiency of the power transmission system and not affecting the time schedule,
shall be considered by the executing department. Full details of advantages and cost variation on account of such changes shall be
documented and submitted to Management for approval at various stages as identified by the executing department. Due care shall be
taken by the executing department to complete the work within the time frame specified.

3.0.0

To effectively control project, it shall be prudent to exercise cost control measures at various stages as detailed below:

3.1.0

PRE-AWARD STAGE

3.1.1

Power Transmission System Finalisation Stage

It is the responsibility of the Planning Deptt. to prepare various system study reports. As such Planning Deptt. shall keep a record of
various system options considered and basis of finalised power transmission system alongwith results of all interaction in CEA,
beneficiaries and generating companies, wherever applicable.
In the records shall be updated bringing out the latest approved system with reference to Systems / Quantities / cost etc indicated in
estimate alongwith impact, if any, on other system.
Copy of the approved/changed system/variation in scope of transmission system shall be forwarded by Planning group to Const. /Project.
The Planning Deptt. after estimating the revised BOQ etc shall forward theses details to Const. /Project Deptt.

28

3.1.2

Preparation of Technical Specification

The base documents for preparation of technical specification shall be based on feasibility report and the standard technical specifications.
The standard technical specification for procurement shall be prepared by the Planning Department and put up to the technical
specification committee as under. The recommendations of such committee shall be approved by the Director (Oprs.):

3.1.3

GM(O&M)
GM(Planning)
GM(C&MM)
GM(Construction)
GM(Commercial)
Dy.G.M.(M/P) For metering and protection cases.
Dy. G.M.(Plg.) Convener.

PRE-AWARD DISCUSSION /LETTER OF AWARD

Bid evaluation shall be carried out by concerned department/ Planning department in case of procurement cases initiated by C&MM
department As such when the evaluation of the Bids are taken up, it shall be the responsibility of the Convener to highlight the major
technical deviations/modifications suggested by the Bidders and their acceptability or otherwise in the valuation report. Such
deviations/modifications suggested by the bidders, if acceptable shall be resolved during pre-award discussions by Tender Committee and
the cost implications, of amount, got approved. A copy of such approval shall be forwarded to Cost Engg. by Contracts Services. Cost
implications on such accounts shall be duty taken care in the LOA. The LOA price shall form the basis of post award cost control.

3.2.0

POST AWARD STAGE

The responsibility of carrying out the post-award activities is of Executing department. Executing department shall make all-out efforts to
execute the contract within the BOQ /Scope of work contained in the LOA and within the time frame specified. However, during detailed
engineering deletions/additions in the ordered quantity /scope of work may take place due to changes in system requirements or
improvements or site conditions. Such changes shall be monitored while releasing the drawings for constructions by comparing the
provision in the drawings with those made in BOQ/LOA. To have effective cost control, it is essential to closely monitor the engineering
progress of each package at 25% and 50% progress, and wherever changes are taking place these are well documented /recorded. It is
essential to carry out an exhaustive exercise when 75% of the Engg. of a particular package is completed so that a fair assessment of the
expected package cost could be worked out and variations be approved as per delegation of powers. The drawings shall be released for
construction only after administrative approval is obtained for the variation in scope/quantity. However, in case, urgency of the work is
established, the drawings could be released after technical approval.

29

Annexure-II

Certificate for Purchase of Proprietary Article.

(1)
(2)
(3)
(4)
(5)

Description of Article
:
Quantity
:
Approximate cost, if known
:
Makers name and address
:
I certify that :a. No other make/brand will be suitable because :(i)
____________________________
(ii)
_____________________________
(iii) _____________________________
(iv)
_____________________________
b. This is the only firm who is manufacturing/stocking this item.
c. A similar article is not manufactured / sold by any other firm which could be used in lieu.

Signature _________________________
Designation of the officer ____________
Date :

30

Annexure-III

Constitution of Tender Committees

Every contract of more than Rs. 2,00,000/- will be placed before a Tender Committee, for consideration of all offers received and its
recommendations thereof, for all purposes i.e. technical/financial evaluation of tender /quotations.
The procurement of materials and services will be centralised, hence all the tenders will be processed by C&MM department centrally.
Therefore, the following Tender Committee is proposed which will fulfill all the requirements.
The composition of the Tender Committee shall be as under:Above Rs.2 Lakh but upto Rs.5 Lakh

Above Rs.5 Lakh but upto Rs.75 Lakh

Above Rs.75 Lakh.

Manager (T) [Concerned ]

DGM (T) [Concerned]

GM (T) [Concerned]

Manager (T) C&MM [Concerned]

DGM (T) C&MM

GM (T) C&MM

AM (Finance)/DM(Fin.)

Manager (Finance)

DGM (Finance)

AM(T) C&MM- Convener

Manager (T) C&MM Convener

DGM (T) C&MM Convener

Concurring Authorities for Award of Tender:The concurring authority shall be one level below the approving authority. The Dy. Manager (Fin.) / A.M. (Finance) shall be the concurring
authority wherever Manager is the approving authority.

31

REMARKS:1- The tenders which are subject to approval of Chairman and Managing Director shall be concurred by Director (Concerned )
and Director (Finance)
2- The Tender cases which are subject to approval of concerned Functional Director shall be concurred by Director (Finance).
3- Negotiation with
approve the award.

tenderer shall be carried out by the Tender committee as may be directed by the competent authority to

4- In case of absence of any concurring authority the next higher authority will exercise the power.

Concurring Authorities for opening of Tender :Tender Amount

Opening Authority.

upto Rs. 75 Lakh

SO(F), AM(T) concerned and AM (T) of C&MM department

Above Rs. 75 lakh.

AM(F), AM(T) concerned and AM (T) of C&MM department

32

Manuscript Register of Purchase/Works Orders Awarded Without Finance Concurrence

Annexure-IV
SL. No.
1

Name of officers
who were
associated at the
time of opening
7

Tender Notice No./Inquiry

No
2

Date of issue of
Notice/Inquiry
3

Nature of Tender
(Open/Limited)
4

Date of Opening

Particulars of work

Name of
contractor to
whom awarded

LOI/Acceptance
letter No. & date

Value of work

Scheduled date of
completion

10

11

12

Name of Parties
tendering.
6

REMARKS: This register shall be put up at the end of each month to an executive of a level not les than a Dy. General Manager for his
information and his signature obtained thereon. Particulars to be Furnished by the Official SO/AM for making purchase
and works through hand quotations.

33

(Particulars to be furnished by the Official making the purchase without Finance concurrence)

1.
2.
3.
4.

Materials with quantity authorized for purchase

Name of the officers who did the purchase
No of quotations obtained
Particulars of quotation

:
:
:
:

a.

Name of the parties

b. Quantity offered

c.

Price per Unit

d. Total Value
Particulars of order placed.
No. & Date of the Order
Name & address of the party
Materials / Works
Quantity
Rate
Value
6. Details of payment released to the party

5.

:
:
:
:
:
:
:

NOTE: Whether the price is regarded reasonable (with reference to the prevalent market prices or with reference to the previous purchase
prices taking into account any known variation in prices)

34