REGISTRATION OF FIRMS

REGISTRATION OF FIRMS

Form No- 1 Rule4(II)
FORM - I PART C4
FORM 'A'

Following Procedure will be adopted for Registration of Firms with COS,SECRly
w.e.f01/04/2004.
1. Procedure of registration of a new firm.
i) On receipt of a firm’s application on their letter head requesting Controller of Stores
to grant registration for their firms. The firms Registration Section (FRS) will issue
questionnaire form in Standard format No.1(A) asking them to furnish particulars
about the firm. On receipt of particulars. If firm meets eligibility criteria, they will be
asked to deposit Rs.500/- as initial payment towards the issue of application form
vide Standard Format No. 1(B). Firms registered with NSIC are not required to pay
any fee towards registration application form vide Standard Format No. 1(B). Firms
registered with NSIC are not required to pay any fee towards Registration application
form.
ii) When the application form is received duly filed in by the firm. It will be scrutinized by
FRS and deficiencies if any will be pointed out through letter in Standard Format No.
2.
iii) After all the documents have been submitted by the firm. A confidential letter in
the Standard Format No. 3 will be sent to the Bankers of the firm to get information
about the financial status of firm.
iv) In case the firm are registered with NSIC. DGS&D. Zone Rly Rly’s production unit
then the confirmation will be obtained confidentially from the agency who has
registered the firm regarding particulars of groups. Grade and firm’s performance
report through Standard Format No. 4.
v) In case the firm are not registered with any of the agency then an Officer of Stores
Department will be nominated by COS to inspect the firm’s premises. For outstation
firms. Closest officer of SEC Railway Stores Branch will be nominated. Officer of HQ
will normally by the Officer who deals with the trade group requested by the firm and
will submit report on the technically capability and financial capacity of the firm. On
receipt of inspection report. FRS will fill up the details in Standard Format No. 5 and
obtain the recommendations from concerned purchase officer (JAF/SG) about
allotment of Trade Group(s) and category and then case will be put up for decision of
COS regarding allotment of category and trade group(s).
vi) If the firm are registered with any other Zonal Rly/Rly’s Production Unit or NSIC
or DGS&D then inspection of firm will not be carried out. The file duly filled in Format
No. be put up to concerned JAG/SG officers dealing with trade group for their
recommendation. Thereafter the case will be put up for decision of COS regarding
allotment of category and trade group(s).
vii) As soon as COS accords approval for registration, intimation to firm will be sent in
Standard Format No.6 containing various terms and conditions and firm will be asked
to submit subscription for the weekly stores bulletin as per procedure in vogue. The
registration period will be initially for a trial period of TWO YEARS and thereafter
firm’s performance will be reviewed for renewal.