Stores Department

INDIAN RAILWAYS

CHITTARANJAN LOCOMOTIVE WORKS

4, CHITTARANJAN AVENUE

KOLKATA – 700 072 

INSTRUCTIONS FOR FILLING UP THE APPLICATION FORM AND SUPPLYING OF OTHER PARTICULARS REQUIRED FOR REGISTRATION.

GROUPING OF STORES :

            Stores are grouped indifferent section alphabetically as in the list attached separate lists of contractors are being maintained for each items of stores.

            Firms may apply on the prescribed form for registration for the supply of one or more items of stores giving reference to the section and serial number of the item of the attached list.

SECURITY DEPOSIT :

            Firms desiring to be enlisted for the supply of stores to this Railway must complete the application form attached. No security deposit is required to be taken from contractor for item for which they are registered with this Railway. This is however necessary for items for which they are not particularly registered @ 5% of it the value of an order in each subject to a maximum of Rs.50,000/- in each order.

FORTNIGHTLY BULLENTIN OF STORES :

            Offers are invited for the supply of stores by advertisements either publicly or in the Railways stores Bulletin. The letter is sent to all approved suppliers who may the annual subscription of Rs.700/- by hand and Rs.725/- by post only in case for it (not refundable). As most of this Railways requirements are published in the Weekly Bulletin, it is in the interest of suppliers to subscribe for the bulletin.

RIGHT TO REFUGE REGISTRATION AND RENOVAL FROM APPROVED LIST :

            The Controller of Stores reserve the right to decline to register any firm or to remove the name of any firm either for a specific period or permanently from the approved list without assigning any reason and his decision shall be FINAL.

IRS CONDITIONS OF CONTRACT :

            Firms will have to abide by the IRS Conditions of contract and rules and regulations issued by the Controller of Stores from time to time in regard to the purchase of stores.

SIGNATURE OF THE APPLICATION FORM :

(a)        PROPRIETORSHIP FIRM : The application forms should be signed by the

(b)        PARTNERSHIP FIRM : The application form should be signed by all the partners or by any one of the partner who holds a General Power of Attorney authorizing him to sign for an on behalf of the firm in all contractual obligation

(c)        LIMITED CONCERNS : The application form should be signed by any one of the Director or Managing Director of the firm.

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The application may also be signed by a person other than these mentioned above only which such a person holds a general power of Attorney in his favour from the firm giving him authority to do so in which case such power of Attorney in original together with a copy thereof should also be forwarded alongwith application.

OWNERSHIP DOCUMENTS :

            All firms should produce documentary evidence for ownership of their Godowns and Factories and Machineries installed therein.

(a)        In case of manufacturing firm original rent receipts and vouchers etc. together with copies thereof for the Plant & Machinery installed in the Factory should be forwarded.

(b)        In case of Stockiest, recent receipts for their Godown together with proof of ownership of the stocks with the copies of the documents should be furnished.

ALTERNATIVELY an affidavit sworn before the First Class Magistrate to the effect that Plant, Machinery, Building etc. are owned by the applicant firms may be forwarded.

INCOME TAX CLEARING CERTIFICATE :

            Current ITCC bearing the seal and Dated, all signature of the Income Tax Officer concerned should invariably accompany the application.

            In case of Partnership firm, the current Income Tax Clearance Certificate in respect of each individual partner should also be furnished in addition to the Income Tax Clearance Certificate in the name of the firm.

            The Income Tax Clearance Certificate should show the details of the Income Assessed, Tad demanded and paid for the previous four years.

CLEARANCE FOR OTHER DOCUMENTS TO BE FORWARDED TO :

            In case of Limited Company a copy of Memorandum and Articles of Association and a certificate of Incorporation and in case of Partnership concern, a copy of the entry in form ‘A’ from the Registrar of firms concerned should accompany the application. In addition to this list of sitting Directors in case of Limited Concern and a certified copy of the partnership deed in case of Partnership concern should be submitted.

REGISTRATION OF BRANCHES :

            In case where the firms desire registered on of their branches in addition to their Head Office, they should forward a declaration to the effect that the Branch Managers are competent to bind the firm in all contractual obligations and that the commitment of their Branch Managers and for the satisfactory execution of the contract placed on them.

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ANNUAL REPORT / BALANCE SHEET : One copy of each of the following should                 

                                                                           furnished.

BALANCE SHEET : (i) Last Annual Report.

PROFIT & LOSS : (ii) Profit & Loss account and Balance Sheet for and at the end of the last      

                                       year.  

STATEMENTS : (iii) A statement showing the results of operation and financial position of the

                                     firm during the proceeding three years in performs.

            Firms desiring to be enlisted on this Railways list of approved suppliers are required to complete the application form attached.

            Firms will not be enlisted unless they produce on Income Tax Clearance Certificate in the firm prescribed by the Government.

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            Tenders will be issued in the form of Fortnightly Bulletins which will be sent to all the firms who have been registered as approved suppliers. In order to defray the cost of the Bulletins firm will be required to pay in advance a sum of Rs.700/- (Rupees seven hundred) per annum by hand delivery and Rs.725/- (Rupees seven hundred twenty five) by post which is not refundable under any circumstances.

            The Controller of Stores reserves the right to remove the same of any firm either for a specific period or permanently from the approved list in the event of any attempt to give illegal gratification to any number of the Railway staff or in the event of the supplier being unsatisfactory in quality or delivery or if very little business has resulted from the enlistment of the firm.

CONTROLLER OF STORES

CHITTARANJAN LOCOMOTIVE WORKS

4, CHITTARANJAN AVENUE

KOLKATA – 700 072