Ifa (Air Force) Manual 2008
IFA (AIR FORCE) MANUAL 2008
Controller General of Defence Accounts, West Block-V, R.K. Puram New Delhi
ACKNOWLEDGEMENT
TABLE OF CONTENTS
Chapter Title of the Chapter Page Abbreviations 1-5 Glossary of Terms 6-15 1 Organization Structure: IAF 16-24 2 Origin and Evolution of IFA System 25-41 3 Provisioning in IAF 42-49 4 Provisioning Process 50-58 5 Procurement Procedure and Post Contract Management 59-79
6 Major Types of Proposals and their Scrutiny 80-88 7 Indigenisation 89-97 8 IMMOLS 98-104 9 Inspection of Field IFAs Offices 105-107 10 Delegation of Administrative Powers to 108-110 Service Headquarters and IFAS Role 11 Maintenance of Registers and Rendition of Periodical 111-112 Reports Annexure 113-143
APPENDIX 144-255 Checklists for Schedules 256-367
ABBREVIATIONS Abbreviation Full Form
1 IFA Manual (Air Force)
2 IFA Manual (Air Force)
3 IFA Manual (Air Force)
4 IFA Manual (Air Force)
5 IFA Manual (Air Force)
GLOSSARY OF TERMS AGGREGATE
AIRBORNE STORES
AIR FORCE LIAISON ESTABLISHMENT (AFLE ) • • • • • • • •
AUTOMATIC REPLENISHMENT SYSTEM (ARS) ITEMS Non-ARS items
AIR STORAGE PARK(ASP) • • •
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ASSETS BASE REPAIR DEPOT • • • • • BULK PROVISIONING COMMON USER ITEM CONSUMER UNIT CONSUMPTION DATA CONSUMPTION RATE CONTRACT CONTROLLED ITEM
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CURRENT ANNUAL RATE (C.A.R) DIRECT PURCHASE DISPOSAL - DUES-IN DUES–OUT
EQUIPMENT DEPOT(ED) • • • • FIRST AND SECOND LINE SPARES FORECAST FACTOR
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INABILITY INDENT INITIAL ISSUE INITIAL PROVISIONING IN LIEU ISSUE INTERCHANGEABLE ITEM INVENTORY LIFED ITEM
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LOCAL PURCHASE MAJOR ASSEMBLY MANDATORY SPARES . MAXIMUM POTENTIAL ESTABLISHMENT (M.P.E) MOVEMENT CONTROL UNIT (MCU) • • • •
MODIFICATION
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MODIFICATION SET
NON-MANDATORY SPARES - NON-RECURRING ISSUE OBSOLETE EQUIPMENT OBSOLESCENT EQUIPMENT
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PER OFF POSTING SHEET PROVISIONING PROVISIONING OFFICER PROVISIONING SECTIONS RATE CONTRACT RATE OF EFFORT RECURRING REPAIRABLE
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RETENTION PERIOD REVIEW REVIEW ACTION FIGURE (R.A.F) R.M.S. ORDER (REPAIR, MANUFACTURE AND SUPPLY ORDER) ROTABLES RUNNING CONTRACT SALVAGE
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SERVICEABLE SHORT STOCK FIGURE (S.S.F) SPECIFIC TO TYPE EQUIPMENT STANDARD PARTS STATION LOGISTICS SECTION(SLS ) • • • • SUPPLY ORDER TASK
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THIRD AND FOURTH LINE SPARES
‘TITEM’ CONTROL TRANSACTION TYPE RECORD
UNIT EQUIPMENT (U.E) WASTAGE YIELD OFF REPAIR
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Chapter 1
ORGANISATIONAL STRUCTURE: IAF
1.1 Chart 1 Chart 2 1.2 Operational Commands Chart 5
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Maintenance Command : Chart 4 Training Command Chart 3
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Chart-1 Organisation: Air Headquarters
Chief of Air Staff Air Adviser to CAS
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Chart-2 Organisation Chart: AOM’s Branch at Air Headquarters Air Officer in-charge Maintenance
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Chart 3 ORGANISATION: HEAD QUARTERS TRAINING COMMAND
AOC – IN – C ↓↓↓ ↓ ↓ ↓ SASO SMSO SOA
Role Role Role
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Chart-4
Organisation Chart of Headquarters Maintenance Command
AOC-in-C (Air Officer Commander in Chief) ↓ ↓ ↓ ↓ ↓ SMSO AOLM SAASO IFA (H.Q.M.C) Air officer Logistics Management ↓↓ Details of Major repair and stock holding agencies are as follows:-
BRD LOCATION BROAD ROLE ED LOCATION STOCK HOLDING RANGE No. No. BROAD ROLE:
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BRD LOCATION BROAD ROLE ED LOCATION STOCK HOLDING RANGE No. No. BROAD ROLE:
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Chart-5
ORGANISATION CHART
OPERATIONAL COMMANDS The Indian Air Force has five Operational Commands namely COMMAND HEADQUARTERS LOCATION TYPICAL ORGANISATION OF OPERATIONAL COMMAND AOC-in-C ↓ ↓ ↓ ↓ SAASO SMSO SOA Role Role Role:
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MAJOR UNITS UNDER OPERATIONAL COMMANDS
TYPE OF UNITS ROLE OF THE UNIT Wings Squadrons SU Signal Units MOF (Mobile Observation Post) FBSU (Forward Base Support Unit) AFRU (Air Force Range Unit) P&S unit (Provost and Security Unit) R & SU (Repairs and Salvage Unit)
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Chapter 2
ORIGIN AND EVOLUTION OF IFA SYSTEM 2.1 IFA SYSTEM: HISTORICAL PERSPECTIVE
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2.2 NEW MANAGEMENT STRATEGY 2.3 IFA SYSTEM IN AF
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2.4 ENHANCED DELEGATED FINANCIAL POWERS: GUIDELINES
Capital
Revenue
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2.5 DECENTRALIZATION OF PROVISIONING AND PROCUREMENT: IAF
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System ranges
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2.6 ROLE OF IFA
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Various coordination function to Command IFAs (Air Force) have been entrusted vide HQrs letter No AN/1/1320/3/XXXVI dated 30-05-07 to provide guidance to the nominated IFAs of Air Force on functional matters & their interaction with CFAs. In this connection see Annexure-V. 2.7 CAPITAL PURCHASES
2.8 BUDGETING IN IFA MoD (Finance) vide UO No. 256/Dir/Finance budget/07 dated 09.02.2007 first buy
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Any replacement of such item MoD (Fin. Division) vide letter No. PC-11(1)/Bud.I/2007 dated 25.9.2007 Procedure as laid down in Defence Procurement Manual 2006 will be followed for procurement of the items mentioned in the Annexure and the CFAs for sanctioning such procurements will be determined with reference to the orders issued in 2006 concerning delegation of financial powers for revenue procurements. Annexure III Air Force
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The Budgeting Process
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Processing of Financial Concurrence Cases by IFA
2.9 Points to be included in Statement of Case/Proposals
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2.10 Other Duties of IFA
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2.11 Objectives and duties of Pr. IFA Wing
Objectives:
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Duties
2.12 CGDA Instructions on IFA system
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Chapter 3
PROVISIONING IN IAF 3.1 WHAT IS PROVISIONING
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3.2 CATEGORIES OF PROVISIONING Initial Provisioning
Programme requirements Replacement provisioning
3.3 TYPES OF PROVISIONING REVIEWS
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Periodical Review Special Review
Life of type” Review
Disposal Review
3.4 IMPORTANT TERMS USED IN PROVISIONING REVIEW
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Current Annual Rate (CAR)
Dues-in
Dues-out
Forecast Factor
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Maximum Potential Establishment (MPE)
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Review Action Figure (RAF) and Short Stock Figure (SSF):
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Rotables Replace ability: Turn over life: Repairability : Criticality: LRUs
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Line I and Line II Line III and Line IV
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Chapter 4 PROVISIONING PROCESS 4.1 RESPONSIBILITY FOR PROVISIONING 4.2 PROVISIONING PROCEDURE FOR 1 ST AND 2 ND LINE SPARES
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4.3 PROVISIONING PROCEDURE FOR 3RD AND 4TH LINE SPARES
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Net Requirement: Schedule of Requirement: Definition of Indent:
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Note: - AOG Aircraft on Ground Documents to be submitted along with draft Indent for vetting by IFA
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Financial Scrutiny of Draft indents by IFA:
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Reduction/Cancellation of Indents with concurrence of IFA
4.4 CHECK LIST: PROVISIONING
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Chapter 5 PROCUREMENT PROCEDURE AND POST CONTRACT MANAGEMENT 5.1 STAGES OF PROCUREMENT 5.2 TYPES OF TENDER ENQUIRY Open Tender Enquiry Limited Tender Enquiry
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Single Tender Enquiry: On PAC basis Single Tender Enquiry: Non-PAC basis
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5.3 ISSUE OF STE, PAC AND LTE Nature of Tender Enquiry 5.4 REGISTER OF APPROVED CONTRACTORS
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5.5 REASONABLE TENDERING TIME 5.6 GENERAL POINTS TO BE SEEN FOR VETTING OF PROVISIONING / PROCUREMENT PROPOSALS
Acceptance of Necessity
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Vetting of draft tender enquiry and selection of sources
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o o o o o o o o o o o o o o o o o o o o
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o o o o o o o o o o o o o o o o o o o o o o o o o o o o o o o o Participation in Tender opening
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Scrutiny of CST
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Participation in TPC/PNC
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• • • • • • •
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Expenditure Angle Sanction
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Vetting of draft supply orders
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5.7 MONITORING POST- CONTRACTUAL MATTERS Delivery period extension with concurrence of IFA
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Invoking of Option clause
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Risk purchase
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Amendments, short closure and cancellation
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Chapter 6 MAJOR TYPES OF PROPOSALS AND THEIR SCRUTINY 6.1 DIRECT PURCHASE ORDER (DPO)
6.2 REPAIR & MANUFACTURE SUPPLY ORDERS (RMSOs):
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Financial Scrutiny of RMSOs by IFAs
RMSO is scrutinized by IFA to see that
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Pricing of RMSO: Paying Authority Payment terms of RMSO
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All other points expounded earlier for Indents will apply mutatis mutandis to RMSOs.
6.3 Local Report & Manufacture Supply Orders (LRMSO) 6.4 LM (Local Manufacture)
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6.5 LOCAL PURCHASE CASES: Scope
Scrutiny
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6.6 DEVELOPMENT ORDERS: TENDERING & CONTRACTING PROCEDURES
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6.7 SCRUTINY OF CIVIL WORK CASES Introduction:
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How Concurrence is accorded
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The following points may be kept in view while processing the civil works cases:
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Chapter 7
INDIGENISATION
7.1 INTRODUCTION 7.2 WHAT IS INDIGENISATION? Ingenious import substitutes reliable source 7.3 SOURCES OF INDIGENISATION
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7.4 INDIGENISATION ORGANISATION
Directorate of Indigenisation at Air HQ Command Indigenisation Cell at HQ MC
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Indigenisation Squadrons / Flights at BRDs 7.5 AIRWORTHINESS APPROVAL
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‘Local Certification’
Type Approval 7.6 CRITERIA FOR ASSESSING FEASIBILITY Technical Feasibility.
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Economic Feasibility.
Exceptions to the Economic Feasibility Criterion
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Review of Techno/Economic Feasibility ` 7.7 ITEMS/RANGES COVERED BY INDIGENISATION
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7.8 PRIORITISATION OF REQUIREMENTS 7.9 REVALIDATION .
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7.10 EXERCISING OF FINANCIAL POWERS
7.11 BUDGETARY PROVISIONS
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Appendix ‘H’
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Chapter 8 INTEGRATED MATERIAL MANAGEMENT ON LINE SYSTEM (IMMOLS) 8.1 OBJECTIVES 8.2 PROCESSES INVOLVED
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8.3 MAJOR FEATURES
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8.4 ROLE OF IFA IN IMMOLS 8.5 IMMOLS: THE IMPACT
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Chapter 9 INSPECTION OF FIELD IFAS OFFICES
9.1 INTRODUCTION 9.2 INSPECTION PROGRAMME 9.3 PERIODICITY OF INSPECTION 9.4 SCOPE OF WORK
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9.5 ORGANIZING INSPECTION Allocation of Work Preparation and disposal of Inspection Report
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Chapter - 10 DELEGATION OF ADMINISTRATIVE POWERS TO SERVICE HEADQUARTER AND IFAS ROLE
10.1
10.2 Examination of proposals by IFAs - delegated administrative powers- Appx ‘A’ of MOD letter dated 1 st September 2006 Appx A The ‘checks’ with reference to items listed in Appx ‘A’ to MOD letter dated 1/9/2006 are mentioned below:
Serial No of Points to be seen Appx ‘A’ 2 3
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4(a) 4(b) 7 15
10.3 Checks with reference to items listed in Appx ‘B of the Government letter dated 1/9/2006: Serial No. of Points to be seen Appx. ‘B’ 6
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10.4 Checks with reference to items listed in Appx ‘C of the Government letter dated 1/9/2006: Serial No of Points to be seen Appx ‘C’ 9
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Chapter 11
MAINTENANCE OF REGISTERS AND RENDITION OF PERIODICAL REPORTS 11.1 11.2 11.3
11.4 List of Registers 11.5 (a) Monthly Activity Report:
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(b) Monthly Activity Report (c) Monthly Progress Report: (d) Quarterly Expenditure Report: (e) Quarterly Financial Concurrence Cases Report:
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Annexure I DATA/INFORMATION IN NARRATIVE FORM TO BE FURNISHED BY IFA (FOR THE LAST FINANCIAL YEAR AND UPTO THE LAST QE- BEFORE INSPECTION)
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Annexure II Points to be seen by the Inspection Team
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Annexure III (a) Register of Inward/Outward IFA Concurrence cases
Object: To record all proposals /files received for financial concurrence
(Authority -
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(b) Register of allotment of UO No. /Financial Concurrence
AON Stage Expenditure/Supply Order
Object: To have brief details of each case for ready reference
(Authority -
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(c) Commitment Register Code Head…………..
Object: To watch committed liabilities under each code head.
(Authority -
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(d) Budget allotment/Expenditure Register (unit/formation/Dte. wise) unit/formation/Dte……………………….. Code Head…………………………….
Object: To watch progress of expenditure viz-a-vis allotment of Funds
(Authority -
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(e) Register of Civil Works Concurrence Cases
Object Fly Leaf Instruction irrespective of whether the particular special works is included in MWP/AWP or not.
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Authority:
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(f) Register of CNC/PNC
Fly leaf Instructions:- Object: To record the details of CNC participated by the IFA or his rep. Authority (g) FE Noting Register – Authority
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MONTHLY REPORTS/RETURNS (IFA CELL) Sl.No. Name of the Contents of the Report Rendered to Authority Due Date Rem Report arks
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Annexure-III – Part –A (AON/Quantity Vetting ) (Air Force) 8. Capital 9. Others 10. Total
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Annexure-III – Part –B (Financial/expenditure concurrence)
NOTE: 1. No of cases cleared after 30 days or more should be shown separately as a note below the report with reasons 2. Total of serial number 10.1 and 10.2 should be equal to serial number 10.
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Annexure-IV
QUARTERLY FINANCIAL CONCURRENCE REPORT
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Annexure-IV-A
Rendition of Quarterly Report on Financial Concurrence Cases Details of cases concurred during Quarter Ending…..
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Annexure-V Format to render Quarterly Expenditure Report
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Annexure VI
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Appendix A Market Research 1. Categories of MR a). Macroeconomic Research b). Mesoeconomic Research c). Microeconomic research 2. Methods of MR 2.1 Financial/Technical journals and Specialized Publications a)
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i. ii. iii. iv. v. vi. vii.
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viii. b)
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2.2 Specialized Publications - a) Manufacturer And Dealer Catalogs
2.3 Product Brochures And Promotional Material - i. ii. iii. iv. v. vi.
2.4 Trade Journals - Advertisements
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Product evaluations Articles 2.5
3. Financial newspapers for prices and products
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Defence Matters 4. Visits to exhibitions / conferences / OEM’s premises to update with latest technological and financial issues 5. Browsing through Web sites a)
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b) www.eaindustry.nic.in www.mmr.online.com www.tradintelligence.com www.cmie.com www.finmin.nic.in http://www.rbi.org.in Error! Hyperlink reference not valid. 6 Be aware of Latest trends in Materials and Logistic Management a)
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b) c) i. ii. iii. iv. v. vi.
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7 Know Costing techniques a) b) i. ii. iii. iv. c) i. ii. d) i. ii. iii. iv.
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v. e) f) i. ii. g)
8 Have an idea of Operational Research Models – i.
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ii. iii. iv. v. vi. vii.
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a) i. ii. iii. iv. v. vi. vii. viii.
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Appendix B
Acceptance of Necessity (AON) stage - General 1 2.1 AON stage – Why and How much? a. b. c. d. e. f. g. h.
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2.2 AON stage – Competence of CFA 2.3 AON stage – Funds’ availability
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Note:
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2.4 AON stage – Basis of Estimated cost
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2.5 AON stage – Mode of tendering 2.5.1 Open tender 2.5.2 Limited tender
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ii.
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2.5.3 PAC tendering
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2.5.4 Single tendering –
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2.5.5 Rate contract – iii. for a period of up to three years with firm and fixed prices subject to application of Fall clause. 2.5.6 Repeat Order – 6 months 50 %
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where multiple vendors are available, necessary care should be taken in exercising the option clause. 2.6 AON stage – Vetting of Tender enquiry 2.6.1 Standard format – 2.6.2 Standard Conditions of Contract – 2.6.3 Schedule of Requirement with Technical details – User requirements – Criteria and Parameters –
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Technical specifications – 2.6.4 Special Conditions of contract - 2.6.5 Nature of TE/RFP – Single bid TE – Two-bid TE –
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2.6.6 Pre -bid conference 2.6.7 Important clauses at TE vetting stage – EMD clause – Price preference and Purchase preference clause – Payment terms –
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Option clause – maximum of 50% Risk and Expense Purchase - . Force Majeure - Appendix ‘H’ DCF clause –
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Price variation clause – ERV clause – Book examination clause – 2.6.8 Clarification of TE – 2.6.9 Bid validity – 2.6.10. Amendment to TE –
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2.6.11 Extension of Tender Opening period –
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3. Advanced issues at AON stage
3.1.
3.2. Necessity angle & Quantity vetting a. Economic Stock Levels
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Table : Usage/value analysis A-B-C system Classification Percentage of stock Percentage of value Nature and level of Control
A 5 65 High usage; low safety stock levels; frequent physical verification; minimum economic quantity ordered; close schedule control and review ( daily if possible ).
B 15 15 Control not as tight as for “A” items, but
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tighter than for “C” items.
C 80 20 Low usages; high inventory levels; purchases in large quantities at less frequent intervals minimize clerical efforts to control; larger safety stocks; low stock-out risks. b. Lead time and safe stock level Table - Lead time and safe stock level
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c. Economic purchase order quantity (EOQ)
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QC = √ 2ASC √ i AC S I QC = k √AC k √ 2S √i N = AC QC QC N = AC = √AC k√ AC k √AC 2 2 k k √AC k k AC d. Marginal return principles
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e. Probing Assumptions – f. Analyzing Induction and de-induction profiles -
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g. Decision Analysis – 3.3. Estimating Value of Proposal
(a) Lifecycle Costs -
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(b) Total Ownership Costs i. ii.
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(c) Risk Management -
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i. ii. Risk Management - iii. Risk Management Process -
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3.4. Mode of Tendering (a) Verification of Financial Standing – i. ii. Banker’s Report:
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(b) Risk Analysis i. Technical risk ii. Quality risk iii. Financial risk iv.
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(c) Mandatory Purchase from certain sources – Product Reservation Policy of Govt i. Khadi Goods/Handloom Textiles: ii. Reserved Products of SSI:
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(d) Preferential Purchase from certain sources Price Preference
i. ad-hoc ii.
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iii. iv. (e) Preferential Purchase from certain sources - Purchase Preference to Central Public Sector Undertakings (f) Preferential purchase policy for certain medicines: i.
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ii. iii. iv. v. vi. vii. viii. ix. x.
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xi. 3.5. Vetting of RFP a) Exchange Rate Variation Clause
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b) Buy Back Offer Clause - b) Maintenance Contract clause –
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.
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c) Turnkey Contract - d) Terms related to Technological projects – Concept Refinement stage.
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3.5.1 Terms related to Technical Reviews during Concept Refinement stage a. Initial Technical Review (ITR) - b. Alternative System Review (ASR) -
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3.5.2 Terms related to Technical Reviews during Technology Development phase a. System Requirements Review (SRR) -
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b. Integrated Baseline Review (IBR) -
3.5.3 Terms related to Technical Reviews during System Integration phase a. System Requirements Review (SRR) -
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b. System Functional Review (SFR) - c. Preliminary Design Review (PDR) -
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d. Critical Design Review (CDR) -
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e. Design Readiness Review -
3.5.4. Technical specifications – a. b. c.
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d. e. f. g. h. i.
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ii. iii. iv. v. vi. vii. viii. ix. x. xi. xii. xiii.
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TENDERING & EXPENDITURE STAGE SANCTION Appendix C
1.1 1.2 Tendering stage – Opening of tenders – General a. Transparency and fairness – TEC report - c. Revision of commercial bids - d. Bids’ Opening formalities - e. Late and Delayed tenders - Modification of bids -
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Withdrawal of bids - 1.3 Tendering stage – Vetting of CST a) Agents of supplier – b) Examination of CST - Errors by vendors - d) Enclosures to bids - . e) Deviations - Responsiveness of bids - g) Clarification on bids -
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Comparison of bids – . Duties and Taxes - Delivery Period - All Inclusive Cost on Delivery i) LPP in CST - j) Signing the CST –
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k) 1.4 Tendering stage – Negotiations Determination of L-1 Reasonableness of price - Spare items’ cases -
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Cost analysis - Appendix ‘P’ of DPM-2006, LPP - Analysis of Single tender cases -
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iv. Appendix ‘P’ of DPM-2006. Inputs from vendors - DCF techniques -
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C r t n
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PNC composition - Brief of PNC - Need for Negotiations –
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Recording of efforts - Complete work – Detailed recording of Minutes - Signing of Minutes - Participation in TPC/PNC
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2. Expenditure sanction stage
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3. Advanced issues at Tendering & Expenditure angle sanction stage 3.1 3.2 Suppliers’ Price Analysis a. b. c. d.
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e. f. g. h. 3.3. Suppliers’ Discount Policy a.
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b. c. d. e. 3.4. Suppliers’ cost structure a. b. c. d.
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3.5. The Learning Curve a. b. c. d. For advance issues at expenditure angle sanction stage please refer to Appendix ‘C’ to this Manual.
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Re-tendering – Acceptance of Cost over Estimates -
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Determination of L-1 on Entire Package Apportionment of Quantity – , Purchase Decision - Types of contracts to be considered -
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Vetting of Supply order / Contract – SCOC in contracts - (SCOC), Appendix F of DPM-2006 SCOC in Supply orders Special Conditions -
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Letter of Intent –
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Allotment of U.O. number –
Signing of contract - Acceptance of contract - Contract effective date –
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3.6 Cost-effective Analysis a) i. ii. iii.
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b. c. d.
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i. 3.7. Pitfalls in Reasonable Rate determination - Identifying Factors That Affect Comparability a. i. ii. iii. iv. v. vi. vii. b. Market Conditions i.
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ii. iii. Look instead for prices that were established under similar market conditions. iv. c. Quantity or Size . i. ii. supply and equipment
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iii. service acquisitions d. Geographic Location i. ii. e. Purchasing Power of the Rupee -
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f. Extent of Competition g. Technology - h. Defence-Unique Requirements i. ii. iii.
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3.8 DCF Technique a) b) i. ii. iii. iv. v. c) d)
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e) i. ii. iii. e) i. ii. 3.9. Negotiation Techniques a) Preparing for Negotiations - i. ii.
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b) Planning Negotiations - i. ii. iii. iv.
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v. vi. 1. 2. 3. vii. viii. c) Negotiation Tactics i.
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ii. iii. iv. v. d) Stages in Purchasing Negotiations - i.
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ii. iii. iv. v. e)
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Appendix D
Advanced issues at Post-Contract Management stage
1.
2. Contract Legal Provisions – a. What is a Contract? b. Proposal or Offer: c. Acceptance of the Proposal: d. What agreements are contracts: e. Competency of Parties -
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i. Contracts with Individuals: ii. Contracts with Partnerships: iii. Contracts with Limited Companies:
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iv. Corporation other than Limited Companies: f. Consent of both Parties - i. ii. iii. g. Free consent of both Parties -
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h. Consideration - i. Lawfulness of object - j. Communication of an Offer or Proposal -
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k. Communication of Acceptance - l. Acceptance to be identical with Proposal - m. Withdrawal of an Offer or Proposal -
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date and time of opening of tender n. Withdrawal of Acceptance - o. Changes in terms of a concluded Contract - p. Discharge of Contracts - 1. By mutual agreement: 2. By breach:
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3. By refusal of a party to perform: q. In a contract where there are reciprocal promises: r. Stamping of Contracts - s. Authority for Execution of Contracts -
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3. Project Management a) b) 4. Repair and Maintenance Philosophy of Defence –
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a) Unit Repairs i. ii. iii. b) Field Repairs b) Intermediate Repairs c) Base Repairs
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d) Manufacturers Recommended List of Spares (MRLS) e) f) Special Maintenance Tools and Test Equipment g) Maintainability Evaluation Trials (MET)
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DO’s and DON’Ts
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GENERAL POINTS 1. VENDORS IDENTIFICATION AND SELECTION: 2. GUIDELINES
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OFFICE NOTE/TOP LIST FOR AON CONCURRENCE CASES
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CHECK LIST FOR OPENING OF TECH BIDS/TEC
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OPENING OF COMMERCIAL BIDS/PREPARATION OF CST/TPC
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CHECK LIST FOR EXTENSION OF DELIVERY PERIOD CASES
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CHECKLIST FOR SCHEDULE I-A & B CHECK LIST AND SOPs TO BE FOLLOWED AT UNIT/COMMAND HQs LEVEL
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Similar SOPs as enumerated in Rule 58 C (i) will be followed.
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SCHEDULE I ( C ) & (D)
AON
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Vetting of RFP. Points to be seen
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Expenditure Angle Sanction
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Post Contract Management
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Checklist for Schedule I (E) AON
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Vetting of RFP
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Expenditure Angle Sanction :Points to be seen
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Post contract :Points to be seen
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Schedule I (G) & 1(H) Finalization of annual contracts for airlift of stores and dispatches through Couriers / Speed Post on one way or both ways are required basis within the Country. Check List for Acceptance of Necessity. Expenditure angle concurrence
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CHECK LIST FOR SCHEDULE -II
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CHECK LIST FOR SCHEDULE -III Points to be seen:
• • • • •
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CHECK LIST FOR SCHEDULE- IV
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CHECK LIST FOR SCHEDULE-V
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CHECK LIST FOR SCHEDULE-VI
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CHECK LIST FOR SCHEDULE-VII
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Additional points to be seen for SCHEDULE-IV, V, VI, & VII GENERAL
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M.T. ACCIDENT
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TRANSIT LOSSES
NATURAL CALAMITIES
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LOSS OF PUBLIC MONEY
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‘Cash Loss’
FLYING LOSSES
Reference
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CHECKLIST FOR SCHEDULE VIII (A, B,C D & E)
CHECK LIST FOR CFA AND IFA
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SCHEDULE – IX Check list for according concurrence for cases for waiving compensation of loss due to the failure of a Contractor
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CHECKLIST FOR SCHEDULE X (A) (Local Contracts)
CHECK LIST FOR CFA AND IFA
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CHECKLIST FOR SCHEDULE X (B & C)
Specific Points to be looked into
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SCHEDULE XI A, B, &C General Periodical review Special review: Life of Type Review first time requirement
Life of Type Review
AON angle sanction
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PR/SR
Acceptance of necessity angle sanction
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•
• • •
•
Clothing items: AON : Points to be seen
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Pricing of indents/Estimated cost
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9) .
Points to be seen wrt proprietary article certificate Points to be seen in draft indents
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SCHEDULE XII A, B, C AOG/PHU/MCM Items
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SCHEDULE XII A, B,C Deputation of Specialist from abroad and within the country Acceptance of necessity: Points to be seen
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Vetting of RFP Expenditure Angle Sanction: Points to be seen
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SCHEDULE XII A,B, C Procurement of Maintenance Documents Acceptance of Necessity Note : For other stages such as vetting of RFP, Expenditure Angle sanction and postContract management, the standard checks as given under General Points may be carried out as applicable.
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SCHEDULE XII (H) FORMULATION OF MAINTENANCE SCALES, ARS, ROTABLES / AGGREGATES, TOOLS TEST AND GROUND QUIPMENT
(a) Checklist for ARS Scale (b) Checklist for Rotables/TTGE Scales
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SCHEDULE XII J2 Replacement against existing item with an improved version AON angle Concurrence
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SCHEDULE XII K Powers for topping up the indigenous stores to SSF level
SSF
Acceptance of necessity: Points to be seen
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Expenditure Angle Sanction: Points to be seen
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SCHEDULE XII (L-1) Acceptance of Necessity & Expenditure Angle Sanction :Points to be seen
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SCHEDULE XII (L2) Acceptance of Necessity Points to be seen RFP Expenditure Angle Sanction: Points to be seen
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SCHEDULE – XII ‘M’ POWER TO DECENTRALIZE INDIGENOUS PURCHASE NORMALLY UNDERTAKEN CENTRALLY BY AIR HQrs/HQMC
Decentralization of Provisioning Responsibility to HQMC. Procedure to be adopted: Note: -
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CHECK LIST SCHEDULE XII ‘O’ Powers to place AOG/PHU/MCM requisition on Defence PSUs for indigenous items Area /Ranges covered.
Occasion s when these powers are to be exercised. Points to be seen.
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CHECK LIST FOR STITCHING OF UNIFORM UNDER SCHEDULE XII (P)
General
Acceptance of Necessity
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Expenditure Angle sanction Important points to be ensured at the time of vetting of TE of stitching of uniform where IAF will provide fabric for stitching
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CHECK LIST FOR SCHEDULE – XII (R)
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SCHEDULE – XIII Powers for regularization of audit objections arising out of breaches of Rules and Regulations when the monetary value of the loss could be assessed.
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CHECKLIST FOR SCHEDULE XIV (A & B)
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Expenditure angle sanction
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SCHEDULE XIV(C)
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SCHEDULE XV (B) Ceremonial Parade Conditions Checklist
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SCHEDULE XV (E)
Power to sanction expenditure on sports and adventure activities/equipment including import of sports equipment/sports Arms and Armament Conditions Checklist
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SCHEDULE XVI (A)
Payment of Demurrage / Storage and wharfage charges Points to be seen Documents required to be examined by IFA in cases of loss regularisation.
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SCHEDULE XVI (B) Transit insurance (Per transaction) Checks for necessity angle sanction.
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Vetting of RFP
Expenditure Angle Sanction
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CHECK LIST FOR SCHEDULE – XVI (C)
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Points to be seen for task to be issued on PSUs (where pricing norms are finalized by MOD)
Ad hoc task: Points to be seen Amendment to tasks during task years: Points to be seen Regularisation of Task: BRDs, HAL, PSUs
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SCHEDULE XVI (F)
Declaration of surplus with no alternative utilization
Surplus stores can arise on the following occasions
The following points are to be seen
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SCHEDULE XVI (G) & (H) Disposal of Salvage and Surplus The following points are to be seen
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SCHEDULE XVI (J) & (K)
Fixation of MRP and Relaxation of MRP
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SCHEDULE XVI (L) Issue of Items on Loan
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SCHEDULE XVII (A & B)
FOLLOWING DOCUMENTS ARE REQUIRED TO PROCESS THE IFA (WORKS) CASES
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CHECK LIST FOR THE SCRUTINY OF AE’s /RAEs IN RESPECT OF CIVIL WORKS OF AIR FORCE BOARD PROCEEDINGS AEs BUILDINGS
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EXTERNAL SERVICES
FURNITURE REVISED APPROXIMATE ESTIMATES
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PHASING AND FUND AVAILABILITY DOCUMENTS TO BE SUBMITTED WITH FC CASES
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GENERAL DRAWBACKS OBSERVED IN AE’s/RAEs
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SCHEDULE XVIII (Sl No. 1 & 2) Purchase of Computer Systems, Provision of Network, etc.
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RFP
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Expenditure angle sanction
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SCHEDULE XVIII (Item No.3 & 4) Purchase of Systems/Application Software, Software Development and Technical Consultancy for IT Projects & IT Training
AON
RFP
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SCHEDULE XVIII (Item No.5)
Computer Peripherals & Ancillaries
AON
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SCHEDULE XVIII (Item No.6)
Computer Stationery & Consumables AON
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SCHEDULE XVIII (B1 to B3)
Repair and Maintenance of Computer Systems
AON
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SCHEDULE XIX (Item No. 1 & 2)
Special Financial Powers under the Head ‘Telephones’
AON Angle
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RFP vetting
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Expenditure angle sanction
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SCHEDULE XIX (Item No. 3) Up gradation / modification of Telecommunication eqpt / Software + Training of personnel on associated equipment
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SCHEDULE XIX (Item No. 4)
LP of Spares
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SCHEDULE XIX (Item No. 5)
Annual maintenance contract
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SCHEDULE XIX (ITEM NO 6)
Renting of Circuits
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SCHEDULE XXI (A to C) Points to be seen
Note: For dealing with the cases under Schedule XXII(D to F) please refer to the checklist for Schedule IV & V.
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