The corporation is purchasing the spare parts as per the procedure laid down in Chapter X of HRTC, Accounts Manual. This manual was approved by the B.O.D. in its meeting held on 18.03.1977 and was finally approved by the Financial Department vide letter No. 11/32/74-Fin(Reg.) dated 27.04.1977. The outline of Chapter X of HRTC, Accounts Manual is as under:
At present in HRTC, Head Office the State Government has re-constituted the Store Purchase Committees of HRTC vide notification No 3-15/89-TPT-Loose dated 27.12.2001, 09.05.2005 and notification No TPT-C(17)-2/2009 dated 17 September 2009, consisting of the following members:
Two non official members are nominated by the State Government from time to time.
Two members nominated by HRTC, Employees Joint Co- ordination Committee.
The Stores Purchase Committee has adopted the following procedure for selection of sources:
The sources for purchase are identified by the Stores Purchase Committee and are circulated to the Divisional Managers and all the Unit Officers. The Divisional Managers places the supply orders keeping in view the requirement of various items. The concerned consignees as specified in the supply orders at Divisional Stores receive the supplies.
The Corporation has adopted two-tier system for stocking of the spare parts. The supplies against the supply orders issued by the Divisional Managers are received and stocked in the Divisional Stores. Supplies to the units are sent from the Divisional Stores as per requirements of units.
The spare parts received from the suppliers are inspected by the Divisional Store Committee comprising of:
The committee puts the spare parts to visual inspection and in case of any doubt, the supplies are rejected.
The payment s made to the suppliers as per the terms and conditions laid down in the rate contracts. Normally the payment is made through the Bank against the proof of dispatch.
As per the schedule of Financial Powers, the Divisional Managers, and Heads of the Divisional Stores have been delegated the powers to effect purchases from the approved sources by the Stores Purchase Committee. The Divisional Managers/Heads of Divisional Stores place the supply orders for various items and on receipt of the supplies the same are stocked at Divisional Stores
Since the Corporation cannot afford to keep vehicles off road for want of spare parts, and as such the unit officers have also been delegated financial powers for making purchases As and when spare parts, which are required for repairing of any vehicle, and are not available i the Regional Stores, such parts are purchased from the local market. The Unit Officer is authorized to make purchases up to an amount of Rs.5000/-per vehicle per year. The spare parts purchased from local market or any other suppliers received from any of the source including the Divisional Stores are inspected by the Unit level committee consisting of Regional Manager, Works Managed Foreman/ Head Mechanic, Accountant Auditor, Sr. Store Keeper / Store Keeper. The committee after inspection gives the certificate on the invoice indicating the quality and quantity was found correct. In case the same is found substandard the same is rejected.
The random samples out of the supplies received from the approved sources from time to time are sent to CIRT, Pune for its testing and in case of sample failure the matters are placed before the store purchase committee for taking further suitable action.
Items have been classified according to their Annual consumption Value (Quantity Consumed per Year x Unit Cost Annual Consumption Value).
Based on these items are classified in to following categories:
These items are only 4% of total items & contribute to 70% of total cost.
These are further subdivided in to two categories:
A) These items are those A Class items which are procured directly.
A1) These items are those A class items which are procured through Bank.
These items are only 6% of total items and contribute to 20% of total cost.
These items contribute to 10% of total cost & are 90% of total items.
These items are those items which are required for 1510 Model fleet or items whose demands are very less.
The stocks of above classified items in Divisional and Regional Stores will as under:
STOCK CLASSIFICATION |
DIVISIONAL LEVEL |
REGIONAL LEVEL |
|||
MIN |
REORDER |
MAX |
MIN |
MAX |
|
A |
15DAY |
20DAY |
30DAY |
15DAY |
30DAY |
A1 |
1MONTH |
2MONTH |
3MONTH |
15DAYS |
30DAYS |
B |
1MONTH |
2MONTH |
3MONTH |
1MONTH |
2MONTH |
C |
3MONTH |
5MONTH |
7MONTH |
2MONTH |
3MONTH |
D |
1MONTH |
CONSUMPTION OF UNITS |
15DAYS |
1MONTH |
|
STOCK FAST |
STOCK FAST |
||||
MOVING ITEMS |
MOVING ITEMS |
CLASS |
MINIMUM LEVEL |
RE-ORDER LEVEL |
MAXIMUM LEVEL |
C |
15DAYS |
30DAYS |
45DAYS |