SOP Catering

Item
No.
1.
Particulars of items
a) Invitation/Acceptance of
open tenders upto Rs. 5
crores.
i)
Advertised
tenders
ii)
Limited
tenders
iii)
Single tenders
(on PAC basis)
only with GMs
approval
b) Purchase of catering items

on running contracts
Authority
Para 323, 324,

328 & 330-S
Rly.Bds
L.No.
74-EB/3000 dtd.
14.1.75 GM/Gs
case no. 98G/3/VIII,
98G/40,
86AC/O/DC/11/129 Pt.V(L) dtd.
16.2.79
&
Comml. Br. Case
no.
86-AC/O/
DC/12-9
Purchases dtd.
11.9.2000
Corrigendum to
CS No. 2 dtd.
20.11.2001
Para 323, 324,
328 & 330-S
Rly.Bds
L.No.
74-EB/3000 dtd.
14.1.75 GM/Gs
98G/40,
16.2.79
Extent of Powers delegated to
PHOD
Headquarters Officers
HOD/ SAG
Selection
grade/ JAG
Full powers
upto Rs. 5
crores.
CATERING MATTERS
Full powers
Full powers
Upto Rs. 5
upto Rs. 3
upto Rs. 1
lakhs
crores.
crore.
Sr.Scale
officers
only.
Upto Rs. 20
lakhs
Upto Rs. 10
lakhs
Upto Rs. 3
lakhs
Sr.Scale/
Jr.Scale/
Asstt.
Officers
Nil
DRM & CWM
Divisional/Workshop Officers
ADRM/CTM
Selection
Grade/ JAG
Sr.Scale/
Jr.Scale/
Asstt. Officers
Full powers upto

Rs. 3 crores.
Full powers
upto Rs. 3
crore.
Full powers
upto Rs.1
crores.
Full powers
upto Rs. 5
lakhs.
Nil
Nil
Nil
Nil
NOTE: (A)
For item no. 1 (a) & (b)
i)
Limited tenders may be invited upto Rs. 30 lakhs by PHOD and upto Rs. 25 lakhs by CCM/Ctg. and upto Rs. 20 lakhs by DRM only from within the list of approved suppliers
with prior finance concurrence subject to the following provisions:
ii)
Limited tender enquiries should preferably be issued to a minimum of three firms and the last successful supplier should invariably be included
iii)
The approved list of suppliers should be reviewed every year as applicable in the case of approved list of contractors in works tenders.
iv)
Notwithstanding the provisions above, competent authority may invite open tenders in the following circumstances:
In the event of insufficient response to tenders from the suppliers borne on the approved list.
When ring formation is suspected.

v)
The list of approved suppliers for every category of catering items must be drawn up with the approval of CCM.
vi)
The total value of tenders will be the deciding factor for the accepting authority to exercise his power and not the value of each article if more than one such article is included in
the tender.
33
Item
No.
Authority
PHOD
1.
HOD/ SAG
Selection
grade/ JAG
crores.
i)
Advertised
tenders
ii)
Limited
tenders
iii)
Single tenders
(on PAC basis)
only with GMs
approval
Sr.Scale/
Jr.Scale/
Asstt.
Officers
DRM & CWM
ADRM/CTM
Selection
Grade/ JAG
Sr.Scale/
Jr.Scale/
Asstt. Officers
Para 323, 324, Full powers

Full powers
Full powers
Upto Rs. 5
Full powers upto
Full powers
Full powers
Full powers
328 & 330-S upto Rs. 5
upto Rs. 3
upto Rs. 1
lakhs
Rs. 3 crores.
upto Rs. 3
upto Rs.1
upto Rs. 5
Rly.Bds
L.No. crores.
crores.
crore.
Sr.Scale
crore.
crores.
lakhs.
74-EB/3000 dtd.
officers
14.1.75 GM/Gs
only.
98G/40,
16.2.79
&
Comml. Br. Case
no.
86-AC/O/
DC/12-9
Purchases dtd.
11.9.2000
Corrigendum to
CS No. 2 dtd.
20.11.2001
B) Single tenders may be invited on PAC basis upto Rs. 5 lakhs by PHOD, Rs. 1 lakh by HOD and Rs. 10000/- by JAG/SG with finance concurrence provided a certificate is recorded that
substitutes are either not available or will not suit the requirement. Each case should be decided on the merits.
The constitution of tender committee in respect of the above items will be as under:
Value of Contract
HEADQUARTERS
Member Commercial
Member Finance
Member Stores
Accepting Authority.
From Rs. 10000/- to Rs. 12 lakhs
Sr. Scale
Jr. Scale
Sr. Scale
Dy.CCM/Ctg.
From Rs. 12 lakhs to Rs. 50 lakhs
JAG
JAG
JAG
CCM/Ctg.
From Rs. 50 lakhs and above
SAG
SAG
SAG
PHOD upto Rs. 3 crores. AGM upto Rs. 5 crores.
DIVISIONS
From Rs. 10000/- to Rs. 5 lakhs
Jr. Scale
Jr. Scale
Jr. Scale
Sr. Scale with independent charge
Sr. Scale
Sr. Scale
Sr. Scale
JAG/SG
JAG
JAG
JAG
ADRM/CTM upto Rs. 30 lakhs
From 30 lakhs to Rs. 50 lakhs
JAG
JAG
JAG
DRM Upto Rs. 50 lakhs
NOTE:
Whenever there is no post of Sr.DFM, DFM may sit on Tender Committee of value upto Rs. 50 lakhs.
c) Direct purchase of catering Para 711-S & Full powers Full powers Full powers Nil
Full powers upto
Full
powers Full
powers Nil
items.
Bds
L.No. upto
Rs. upto
upto
Rs. 5,000/- per upto
Rs. upto
63/F(PM)W-7/4
5,000/- for Rs. 5,000/- Rs. 2,500/item with a ceiling 5,000/per Rs.
2,500/dtd. 7.1.64. Bds each item.
per
item per
item
of Rs. 1 lakh per item with a per item with a
L.No. 74EB/3000
with
a with
a
month.
ceiling of Rs. ceiling of Rs.
dtd.
14.1.75.
ceiling limit ceiling limit
1 lakh per 50,000
per
GM/Gs case no.
of Rs. 1 of
Rs.
month.
month.
98-G/3-VII
lakh
per 50,000/month.
per month.
34
Item
No.
1.
crores.
i)
Advertised
tenders
ii)
Limited
tenders
iii)
Single tenders
(on PAC basis)
only with GMs
approval
Authority
Para 323, 324,

328 & 330-S
Rly.Bds
L.No.
74-EB/3000 dtd.
14.1.75 GM/Gs
98G/40,
16.2.79
&
Comml. Br. Case
no.
86-AC/O/
DC/12-9
Purchases dtd.
11.9.2000
Corrigendum to
CS No. 2 dtd.
20.11.2001
PHOD
HOD/ SAG
Selection
grade/ JAG
Full powers
upto Rs. 5
crores.
Full powers
upto Rs. 3
crores.
Full powers
upto Rs. 1
crore.
NOTE:
1.
2.
3.
2.
Sr.Scale/
Jr.Scale/
Asstt.
Officers
DRM & CWM
Upto Rs. 5
lakhs
Sr.Scale
officers
only.
Full powers upto

Rs. 3 crores.
ADRM/CTM
Selection
Grade/ JAG
Full powers
upto Rs. 3
crore.
Full powers
upto Rs.1
crores.
Sr.Scale/
Jr.Scale/
Asstt. Officers
Full powers
upto Rs. 5
lakhs.
Finance concurrence, purchase committee not necessary.

Mode of purchase to be decided by competent authority.
Subject to the condition that requisite funds should be available for the same and a certificate is given by COS that the purchase finalisation by stores shall take more time than
in which CCM can arrange.
a)
Local
purchase
of Bds L.No. 557Full powers. Full powers
Full powers
Full
Full powers upto
Full powers
Full powers
Full powers
perishable articles or articles RC/H/54/S dtd.
upto Rs.
upto Rs.
powers
Rs. 20,000/- per
upto Rs.
upto Rs.
upto Rs.
required
for
immediate 25.3.57 and
10,000/- per 5,000/- per
upto Rs.
item.
10,000/- per
5,000/- per
2,000/- per
consumption
on
cash L.No. 74item.
item.
2,000/item.
item.
item.
payment basis.
EB/3000 dtd.
per item.
14.1.75 and
GM/Gs case no.
98-G/3/Pt.VII
b) Emergency purchase of Bds L.No. 73- Full powers. Full powers Full powers Full
Full powers upto
Full powers
Full powers
Full powers
catering consumable items in TG-III/636/4 dtd.
upto
Rs. upto
Rs. powers
Rs. 30,000/-.
upto Rs.
upto Rs.
upto Rs.
the event of failure of 21.10 .74
50,000/-.
20,000/-.
upto Rs.
20,000/-.
15,000/-.
5,000/-.
contracts, non finalisation of
15,000/-.
tenders, no response to
tenders open/limited and nonexistence of contract.
NOTE:
1. The nature of urgency should be recorded in each case.
2. Finance concurrence is necessary.
3. Above Rs. 50000/- CCMs sanction is required.
4. Purchases will be made by calling quotations.
35
Item
No.
1.
crores.
i)
Advertised
tenders
ii)
Limited
tenders
iii)
Single tenders
(on PAC basis)
only with GMs
approval
3.
Purchase of crockery, cutlery,

linen, napery/ glassware,
cooking and servicing articles
and other petty items in
urgent cases on limited
quotation basis.
Signing of contract.
4.
5.
Imposition or waiver of
penalties in terms of contract
and as per agreement
executed with the contractor.
Authority
Para 323, 324,

328 & 330-S
Rly.Bds
L.No.
74-EB/3000 dtd.
14.1.75 GM/Gs
98G/40,
16.2.79
&
Comml. Br. Case
no.
86-AC/O/
DC/12-9
Purchases dtd.
11.9.2000
Corrigendum to
CS No. 2 dtd.
20.11.2001
PHOD
HOD/ SAG
Selection
grade/ JAG
Full powers
upto Rs. 5
crores.
Full powers
upto Rs. 3
crores.
Full powers
upto Rs. 1
crore.
Sr.Scale/
Jr.Scale/
Asstt.
Officers
DRM & CWM
Upto Rs. 5
lakhs
Sr.Scale
officers
only.
Full powers upto

Rs. 3 crores.
ADRM/CTM
Selection
Grade/ JAG
Full powers
upto Rs. 3
crore.
Full powers
upto Rs.1
crores.
Sr.Scale/
Jr.Scale/
Asstt. Officers
Full powers
upto Rs. 5
lakhs.
Block stock items are to be procured through COS as per extant rules and in emergency cases only and the same may be procured
either through an emergent indent on COS or by formation of Spot Purchase Committee with the approval of AGM.
As per item no. 1
Full powers
to
sign
contracts
approved
by GM &
also others
which are
within
his
own powers
of sanction.
Full powers
to
sign
contracts
approved
by PHOD &
also others
within
his
own powers
of sanction.
Full powers
to
sign
contracts
approved
by CCM &
also others
within
his
own powers
of sanction.
Full powers
in case of
contracts
signed by
him.
Full powers
in case of
contracts
signed by
him.
Full powers
in case of
contracts
signed by
him.
36
Sr.Scale:
Full
powers to
sign
contracts
approved
by
Dy.CCM &
also
others
within his
own
powers of
sanction.
Full
powers in
case of
contracts
signed by
Full powers to
sign
contracts
approved
by
PHOD & GM &
also others within
his own powers of
sanction.
Nil
Full powers to
sign contracts
approved by
CCM & also
others within
his
own
powers
of
sanction.
Sr.Scale: Full
powers to sign
contracts
approved by
Dy.CCM
&
also
others
within his own
powers
of
sanction.
Full powers in
case of contracts
signed by him.
Nil
Full powers in
case of
contracts
signed by him.
Full powers in
case of
contracts
signed by him.
Item
No.
1.
crores.
i)
Advertised
tenders
ii)
Limited
tenders
iii)
Single tenders
(on PAC basis)
only with GMs
approval
Authority
Para 323, 324,

328 & 330-S
Rly.Bds
L.No.
74-EB/3000 dtd.
14.1.75 GM/Gs
98G/40,
16.2.79
&
Comml. Br. Case
no.
86-AC/O/
DC/12-9
Purchases dtd.
11.9.2000
Corrigendum to
CS No. 2 dtd.
20.11.2001
PHOD
HOD/ SAG
Selection
grade/ JAG
Full powers
upto Rs. 5
crores.
Full powers
upto Rs. 3
crores.
Full powers
upto Rs. 1
crore.
ADRM/CTM
Selection
Grade/ JAG
Sr.Scale/
Jr.Scale/
Asstt.
Officers
DRM & CWM
Sr.Scale/
Jr.Scale/
Asstt. Officers
Upto Rs. 5
lakhs
Sr.Scale
officers
only.
Full powers upto

Rs. 3 crores.
Full powers
upto Rs. 3
crore.
Full powers
upto Rs.1
crores.
Full powers
upto Rs. 5
lakhs.
Full powers
in respect of
contract
signed by
him.
Full powers.
Full powers.
Full powers in
respect of
contract
signed by him.
Full powers in
respect of
contract
signed by him.
Full powers
in respect of
tenders
invited
by
him.
Full powers in
respect of tenders
invited by him.
Full powers in
respect
of
tenders invited
by him.
Full powers in
respect
of
tenders invited
by him.
Full powers in
respect
of
tenders invited
by him.
Nil
Full powers upto

Rs. 25,000/- per
case with a ceiling
of Rs. 1 lakh per
year.
Full
powers
upto
Rs.
25,000/- per
case with a
ceiling of Rs.
Full
powers
upto
Rs. 10,000/per case with
a ceiling of
Nil
him.
NOTE:
The waiver of penalty once imposed would be done by next authority.
6.
7.
8.
Refund of security deposit as

per agreement executed with
the contractor.
Full
powers.
Full powers.
Full powers
in respect of
contract
signed by
him.
NOTE:
Subject to condition that no claim certificate from the concerned party should be obtained.
Refund of cost of tender Nil
Full
Full powers Full powers
forms sold to tenderers if
powers
in respect of in respect of
tender notice is subsequently
in
tenders
tenders
withdrawn.
respect
invited
by invited
by
of
him.
him.
tenders
invited by
him.
Disposal of condemned and Para
2311-S Full
Full powers Full powers
deteriorated stocks including Bds L.No. 74- powers.
upto
upto
damaged and broken cutlery, EB/3000
dtd.
Rs. 25,000/- Rs. 10,000/crockery and dead stock 14.1.75 GM/Gs
per
case per
case
items
which
are case no. 98with
a with
a
37
Item
No.
Authority
PHOD
6.
Refund of security deposit as

per agreement executed with
the contractor.
unserviceable
tender/auction.
9.
by
Full
powers.
G/3/VII
HOD/ SAG
Selection
grade/ JAG
Full powers.
ceiling
of
Rs. 1 lakh
per year.
Full powers
in respect of
contract
signed by
him.
ceiling
of
Rs. 50000
per year.
Full powers
in respect of
contract
signed by
him.
DRM & CWM
ADRM/CTM
Selection
Grade/ JAG
Full powers.
Full powers.
Full powers in
respect of
contract
signed by him.
1 lakh
year.
Rs. 50,000/per year.
NOTE:
The delegation is subject to certification from the executive with association of Accounts that the condition of stock is unserviceable.
Write off of short collections
Item 44 of GMs
Full
Full powers
Nil
Nil
Full powers upto
and short remittance if they
Schedule of
powers
upto Rs.
Rs. 250/- in each
are irrecoverable
Powers
upto Rs.
250/- in
case.
500/- in
each case.
each
case.
NOTE:
1. Short collection or remittances should as a rule be made good within 24 hours.
2. Prior finance concurrence is necessary.
3. A list of such items should be sent to concerned Accounts Officer, every month indicating how each item is irrecoverable.
10.
To write off losses of cooked

food including packed food
items which has become unfit
for human consumption.
Item 44 of GMs
SOP
Rs.
20,000/overall limit
of Rs.
30,000/- per
annum.
Rs.
of Rs.
20,000/- per
annum.
Rs. 5,000/overall limit

of Rs.
10,000/- per
annum.
11.
Repairs
of
utensils,
equipments,
machinery
including tinning, etc. and
other assets including spare
parts
and
maintenance
service contract for the
catering units either through
railway workshop or by
calling quotations from local
firms.
Utilization of earning from
departmentally run catering
establishments.
Bds L.No. 74EB/3000 dtd.

14.1.75 GM/Gs
case no. 98G/3/VIII
Full powers.
Full powers.
Full powers
upto Rs.
5,000/- per
item.
Bds L.No. 667TG/PT/H/54-E

dtd. 25.3.57
Full powers.
Full powers
with the
approval of
CCM.
Full powers
with the
approval of
CCM.
12.
Sr.Scale/
Jr.Scale/
Asstt.
Officers
38
per
Nil
Sr.Scale/
Jr.Scale/
Asstt. Officers
Full powers in
respect of
contract
signed by him.
Nil
Nil
Rs. 5,000/overall limit of

Rs. 10,000/per annum.

Rs. 7,000/- per
annum.
Rs.
2,000/overall
limit of Rs.
7,000/per
annum.
Full
powers
upto Rs.
2,000/per item.
Rs. 20,000/overall limit of Rs.

30,000/- per
annum.
Full powers upto

Rs. 20,000/- per
item.
Full powers
upto Rs.
10,000/- per
item each
item.
Full powers
upto Rs.
5,000/- per
item.
Full powers
upto Rs.
20,00/- per
item.
Full
powers
with the
approval
of CCM.
Full powers.
Nil
Full powers
with the
approval of
DRM.
Full powers
with the
approval of
DRM.
Item
No.
Authority
PHOD
HOD/ SAG
Selection
grade/ JAG
Sr.Scale/
Jr.Scale/
Asstt.
Officers
DRM & CWM
Rs.
2,000/overall
limit of Rs.
7,000/per
annum.
Full
powers
subject to
food cost
percentage
approved
by CCM.
Nil

30,000/- per
annum.
Nil
Rs.
20,000/- per
case.
10.

Item 44 of GMs
SOP
Rs.
of Rs.
30,000/- per
annum.
Rs.
of Rs.
20,000/- per
annum.

of Rs.
10,000/- per
annum.
13.
To fix tariff of article sold

through
catering
establishment in stations
premises
other
than
standardised meals, tea and
coffee.
Bds L.No. 1026

TG dtd. 18.5.51
Dy.GM/Gs L.No.
98-G/3-VI dtd.
6.8.78
Full powers.
Full powers
subject to
food cost
percentage
approved
by CCM.
Full powers
subject to
food cost
percentage
approved
by CCM.
14.
Write off of valueless item of

utensils
and
stores/
equipments
rendered
useless.
Para 2311-S
Bds L.No. 74EB/3000 dtd.
14.1.75 and
GM/Gs case no.
98-G/3-VII
Full powers
Rs.
40,000/- per
case.
Full powers
Rs.
20,000/- per
case
subject to
annual
ceiling of
Rs. 1 lakh.
Full powers
Rs.
10,000/- per
case
subject to
annual
ceiling of
Rs.
50,000/p.a.
15.
16.
NOTE:
1. The book value of the item should be adopted for write off.
2. Prior finance concurrence for write off of material is necessary.
Stitching of uniforms
Full Powers
Nil
to PHOD
with prior
finance
concurrenc
e only for
stitching of
uniforms for
bearers
involved in
VIP duties.
Annual maintenance contract
No. 98-G/O/Pt.IV Full powers
Full powers
of catering equipments on
86-AC/O/DC/II
upto
quotation basis (subject to
delegation of
Rs.
availability of funds) with
powers Pt.II dtd.
50,000/- per
finance concurrence.
24.5.95
case.
39
ADRM/CTM
Selection
Grade/ JAG
Sr.Scale/
Jr.Scale/
Asstt. Officers


Rs. 7,000/- per
annum.
Full powers
subject to food
cost percentage
approved by
CCM.
Full powers
subject to food
cost
percentage
approved by
DRM.
Full powers
subject to food
cost
percentage
approved by
DRM.
Full powers
subject to food
cost
percentage
approved by
DRM.
Full powers
Rs. 20,000/- per
case subject to
annual ceiling of
Rs. 1 lakh.
Full powers
Rs. 20,000/per case
subject to
annual ceiling
of Rs. 1 lakh.
Full powers
Rs. 10,000/per case
subject to
annual ceiling
of Rs.
50000 /-p.a.
Nil
Nil
Nil
Ni
Nil
Nil
Nil
Full powers upto

Rs. 50,000/- per
case.
Rs. 50,000/per case.
Rs. 20,000/per case.
Nil
Item
No.
10.

17.
Purchase of branded items

for re-sale on quotation basis
for short listed brands of
biscuits, confectionery, potato
chips, cakes and aerated
drinks, mineral water, etc.
where shortlisting has been
done by HQrs. (with finance
concurrence.
Extension of contracts
awarded through Open
Tender/ Single Tender/
Limited Tender upto the
period of 3 months with
finance concurrence.
18.
Authority
Item 44 of GMs
SOP
PHOD
HOD/ SAG
Selection
grade/ JAG
Rs.
of Rs.
30,000/- per
annum.
Rs.
of Rs.
20,000/- per
annum.

of Rs.
10,000/- per
annum.
Full powers.
Full powers
upto Rs. 25
lakhs per
case.
Nil
Full powers
upto the
limit award
of respective
contracts.
Full powers
upto the
limit of
contracts
accepted by
officer.
Full powers
upto the
limit of
contracts
accepted by
officer.
Sr.Scale/
Jr.Scale/
Asstt.
Officers
DRM & CWM
Rs.
2,000/overall
limit of Rs.
7,000/per
annum.
Nil

30,000/- per
annum.
Full powers upto

Rs. 25 lakhs per
case.
Full
powers
upto the
limit of
contracts
accepted
by officer.
Full powers upto

the limit of
contracts
accepted by
officer.
ADRM/CTM
Selection
Grade/ JAG


Rs. 7,000/- per
annum.
Nil
Nil
Nil
Full powers
upto the limit
of contracts
accepted by
officer.
Full powers
upto the limit
of contracts
accepted by
officer.
Full powers
upto the limit
of contracts
accepted by
officer.
NOTE:
Extension beyond three months and upto 6 months with the approval of next higher authority and beyond 6 months with the approval of AGM with finance concurrence.
40
Sr.Scale/
Jr.Scale/
Asstt. Officers

SOP Catering

Uploaded by

Copyright:

Available Formats

SOP Catering

Uploaded by

Document Information

Original Description:

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

SOP Catering

Uploaded by

Copyright:

Available Formats

Item

b) Purchase of catering items

Para 323, 324,

Extent of Powers delegated to

DRM & CWM

Full powers upto

When ring formation is suspected.

Extent of Powers delegated to

DRM & CWM

Para 323, 324, Full powers

Para 323, 324,

Extent of Powers delegated to

DRM & CWM

Full powers upto

Finance concurrence, purchase committee not necessary.

Purchase of crockery, cutlery,

Para 323, 324,

Extent of Powers delegated to

DRM & CWM

Full powers upto

As per item no. 1

Para 323, 324,

Extent of Powers delegated to

DRM & CWM

Full powers upto

Full powers upto

Refund of security deposit as

Extent of Powers delegated to

Refund of security deposit as

DRM & CWM

Rs. 50,000/per year.

To write off losses of cooked

Rs. 5,000/overall limit

Bds L.No. 74EB/3000 dtd.

Bds L.No. 667TG/PT/H/54-E

Rs. 5,000/overall limit of

Rs. 2,000/overall limit of

Rs. 20,000/overall limit of Rs.

Full powers upto

Extent of Powers delegated to

DRM & CWM

Rs. 20,000/overall limit of Rs.

To write off losses of cooked

Rs. 5,000/overall limit

To fix tariff of article sold

Bds L.No. 1026

Write off of valueless item of

Rs. 5,000/overall limit of

Rs. 2,000/overall limit of

Full powers upto

Rs. 50,000/per case.

Rs. 20,000/per case.

To write off losses of cooked

Purchase of branded items

Extent of Powers delegated to

Rs. 5,000/overall limit

DRM & CWM

Rs. 20,000/overall limit of Rs.

Full powers upto