Track Machine Manual PDF

CHAPTER 10 STORES AND CONTRACTS 1001 Store Depot - Track machines of different types and models equipped with complex mechanical, hydraulic, pneumatic electrical and electronic systems have very large number of spares parts. An attached well-organized store...

CHAPTER 10 STORES AND CONTRACTS 1001 Store Depot - Track machines of different types and models equipped with complex mechanical, hydraulic, pneumatic electrical and electronic systems have very large number of spares parts. An attached well-organized store depot is necessary for smooth functioning of the Zonal Machine Depot (ZMD) as well Satellite Depot (SD). It is desirable to have web based store management system. (1) Zonal store depot shall be under the charge of SSE/TM/ZDI assisted by DSK and a store clerk. Zonal depot shall be the main depot for stocking of consumables, spares and unit assemblies. Diesel is generally arranged and managed by the division. (2) Stores depot attached with Satellite Depot shall be under the charge of SSE/TM/SDI assisted by stores clerk and shall be for stocking of essential spares and consumables. Adequate inventory of items should be available at satellite depot for about one month consumption for carrying out various maintenance schedules of machines working under the jurisdiction of satellite depot. Apart from the above, critical emergency spares of engines, tamping units, and heavy mechanical items of various machines are also important for expeditious attention to machines. The scale of spares at SD shall be fixed by Zonal Railway taking into consideration the geographical locations and convenience of transport from ZMD. (3) Camping coach of each machine should have stock of consumables required for day to day maintenance of the machine. 1002 Inventory Control (1) Pricing of Items and Consumption SSE/ZDI shall maintain record of spares and consumables procured for different machines and their normal annual consumption. SSE/ZDI should maintain close liaison with the SSE/ZD and/or DSK to ensure that pricing of the materials is done correctly and that the prices are revised to keep them current from time to time. This will ensure “cost consciousness” on the part of the supervisors. Upon operationalization of all modules of TMS, the rates shall be updated automatically from procurement module. (2) Estimated Annual Requirements - The stock position, consumption trends and the estimated annual requirements should be reviewed periodically by AEN/XEN/ZD and estimated Annual Requirement shall be reviewed regularly. (3) Fast Moving Items - Fast moving items are those spares or consumables, which are required to be issued frequently. Any item requiring issue more than once in a week in ZMD regularly in last 6 months period can be termed as fast moving. A list of fast moving spares should be prepared by the officer in-charge of the Zonal Depot as per following proforma- 286  S.No Date Items Required Stock Position in Remarks Stores A monthly review of the consumption of fast moving items should be done at the zonal depot level. SSE/TM/ZD should maintain a record in which he should enter the stock position of materials affecting day-to-day working. This record will help the officer in-charge to pinpoint the items to be dealt on priority. (4) Inactive Items (a) Dead storage items should be segregated i.e. items, which are not at all required in the foreseeable future due to obsolescence, change in design etc. Such items may be circulated to other zonal railways twice or kept on web based software in surplus list for a period of one year. In case there are no takers, these items should be put up before the survey committee and suitably disposed off following the provisions of stores code. Items, which are damaged due to storage, handling etc. should also be surveyed and suitably disposed off according to the recommendations of the survey committee as per the provision of store code. (b) Items, which are not likely to be required in the near future on the railway, should be offered to other railways and CPOH workshops. (c) Every endeavour should be made by the AEN/XEN/ZMD to utilize the existing stock by making suitable modifications to the extent possible. (5) Control over consumption - The officer in-charge of the zonal depot should identify and list out specific items other than those required in periodical maintenance schedules, for replacement of which the machine in-charge (SSE/JE/TM) will seek approval from the SSE/TM/ZMDI or SSE/TM/SDI; depending on under whose control the machine is repaired. He will personally check the item before authorizing such replacement. (6) Recoupment of Stock - The action for recoupment of an item should be initiated keeping in view the lead period so as to have one year’s requirement in stock. Whenever procurement action is initiated, the following shall be ensured: (a) That the estimated annual requirement is worked out based on past three years’ consumption. For the items for which last three years consumption is not available, manufacturer’s recommendation or data from other railways can be considered to arrive at the figure of average annual consumption. (b) That subsequent to a design change or modification done since the time of last review, no obsolescence of the product has resulted. (c) Selective procurement possible in times of financial stringency, based on realistic technical appreciation of the requirements. (d) For proprietary items, necessary proprietary article certificate duly signed by the competent authority shall accompany the indents. 287  (e) Wherever required, indents shall be accompanied by detailed specifications; drawings and list of firms duly approved by the competent authority. 1003 Procurement of Consumables, Components and Spares (1) Purchase Powers - The officers of Engineering Department, dealing with track machines at HQ as well as in Zonal and Satellite Depot, shall have the powers to procure spares, consumables and small tools to meet the requirements of track machines, as available to the officers of Stores Department in corresponding posts (PCE equivalent to COS, CE/TM equivalent to CMM, Dy. CE equivalent to Dy. COS and XEN/TM equivalent to SSO). (2) Purchase Rules - All rules and procedures as laid down for procurement by the Stores Department, shall be followed by Engineering Department while exercising powers as per sub-para (a) above. (3) Tender Committee - The Tender Committee, wherever necessary, may be constituted with the Engineering Officers of appropriate level as a convener and the other members from Finance and Stores as per the schedule of powers delegated on the Zonal Railways. (4) Imprest - Imprest available with track machine officials may also be utilized for procurement of spares, consumables and small tools to meet specific requirements of track machines. 1004 Sourcing of Components & Spares and Procurement Procedure - Zonal Railway shall decide the source of procurement from among the following: (1) OEM or their Authorized Representative - Proprietary article certificate (PAC) duly signed by the competent authority shall accompany the indents. A rate contract may be entered when number of items from a single source is sufficiently large to simplify and expedite the procurement process. This rate contract may be entered on pattern of DGS & D rate contract with list of items along their unit rate. No quantity, however, is required to be indicated against each item. The procurement against rate contract may be done for a period of 2- 3 years specifying annual financial ceiling. (2) Original Item/Component Manufacturers of High Repute in the Industry - These item/unit component manufacturers are the ones having established reputation in the industries. These also include those from whom the OEM also sources the supply for their machines. Spares like bearings and unit components like pumps are examples of such items/unit components. Procurement from them may be done either through limited tenders if there are more than one sources or PAC if there is only one source. Due care in establishing compatibility of item/component should be expressed. (3) DGS & D Rate Contract – Officers of Track Machines Organisation in Sr. Scale and above shall be designated as Direct Demanding Officers, and they can directly place orders for items available in DGS & D rate contract. (4) Indigenous Sources - Following procedure shall be adopted 288 (a) Zonal Railways shall classify the spares required in various groups based on the commonality of the manufacturing process or the source of supply. (b) The groups can be formed broadly as given below: (i) Mild steel components. (ii) Alloy steel, heat treated and ground components. (iii) Grey iron castings alloy steel castings. (iv) Engine filters and other components. (v) Hydraulic filters. (vi) Hydraulic hoses. (vii) Pneumatic hoses. (viii) Seals and ‘O’ rings. (ix) Conveyor belts and conveyor chains. (x) Hydraulic cylinders. (xi) Hydraulic Pumps, motors, valves and other hydraulic components. (xii) Printed circuit boards (PCBs). (xiii) Bearings. (xiv) Tamping tools. (xv) Tamping unit components. (xvi) Excavating chains. (xvii) Oils and lubricants. (xviii) Nuts/bolts and fasteners. (xix) Other consumables. (c) Items to be indigenized and whose local sources are available should be identified and specifications and drawings should be got issued by RDSO. (d) The Railways shall maintain the list of approved suppliers of various groups and important indigenous spares shall normally be procured from the list of approved suppliers. The list should be uploaded on the website for information of the other Railways. (e) The Railways shall periodically carry out the performance review of the list of approved suppliers for various groups and take action to update the same. Such performance reports shall also be made available on the website along with other details like purchase orders etc. (f) During the stages of development or trial of new indigenous items or in case there are issues with the quality of supply; procurement will be 289  reverted from the proven sources or from OEMs. The idea is to avoid idling of costly machines. 1005 Inspection and Acceptance of Materials - Inspection and acceptance of materials shall be done by the nominated official of Track Machine Organisation or as specified in the contract. 1006 Modes of Procurement, Repairs and Maintenance (1) Cash Imprest (a) Cash imprest of Rs. 5,00,000/- or more shall be provided with the officer in- charge of the Zonal Depot for emergency repairs and purchase of essential stores, including consumables, tools plants, and machinery, for day to day operation of machine. The objective is to ensure that costly machine(s) should not idle for small amounts. (b) Cash imprest of Rs. 2,00,000/- or more shall be provided with the officer in- charge of satellite depot and in-charge of fleet of machines for emergency repairs and purchase of essential stores, including consumables, tools plants, and machinery, for day to day operation of machine. The objective is to ensure that costly machine should not be idle for small amounts. (c) A cash imprest of Rs. 5,00,000/- shall be provided with the officer in-charge of Rail Grinding Machine for emergency purchase of essential stores, consumables and for day to day repairs of tools, plants, and machinery, (d) The cash imprest available shall be reviewed on the Zonal Railways every three years. (2) Emergency Repairs/Purchase - In addition to cash imprest, officers dealing with track machines shall be delegated financial powers for emergency repairs and purchase of spares, tools, plants and consumables to meet the emergent requirements. GMs are fully authorized to delegate these powers to Dy.CE/XEN/AXEN/TM(s) and Sr.DENs of the division and such powers are to be incorporated in SOP of Zonal Railways. (3) Annual Maintenance Contract (AMCs) - For proper upkeep and maintenance of track machines as also for trouble shooting and attending break-downs, it is desirable to enter into AMC with OEM or their authorized agent(s) on single tender basis. AMC can be for the complete machine and/or the important unit components like engines. AMCs may also be invited from open market, depending on the availabilities of agencies available with necessary expertise. Wherever OEM or his authorized agent is not willing to come forward or his performance is not satisfactory, open tenders may be called for AMC from open market or approved firms. Financial powers from AMCs are defined in the SOP of the Zonal Railways. For machines taking up AMC for which no firms come forward, contracts for special repairs may be entered into. (4) Contracts other than AMCs - Planned repairs like overhauling of engines, overhauling of tamping banks, reconditioning of tamping tools, reconditioning 290  tool arms, painting of machines, repairs to flooring /cabin etc., wiring, modification of camping coaches, modification of BRNs, and such other works as not covered under annual maintenance contracts are to be carried out on the lines of works contract under revenue or other heads as applicable. 1007 Condemnation of Track Machine - Track Machines shall be condemned after completion of codal/useful life. Following procedure shall be adopted: (1) Executive in-charge of the track machine (Deputy Chief Engineer/Executive Engineer) will prepare a detailed report on the condition of the track machine and send it to Zonal Railway headquarter. The report must contain the following information: (a) Introduction. (b) Brief history. (c) Major defects recorded. (d) Probable cost of rehabilitation. (e) Present output per unit effective hour of work and quality of work. (f) Items proposed to be taken out for use as spares. (g) Financial justification for replacement, reconditioning or abandonment in terms of Annexure G (Para 240) of Finance Code Vol. I in case the machine has not completed its codal life. (h) Recommendations. (2) A Committee of three SAG officers of the Zonal Railways, one each from Engineering, Finance and Electrical Engineering will examine the report, and finalize their recommendations. They may choose to inspect the machine, if necessary. The nomination of the officers for the committee may be done in the form of a Standing Committee on the Zonal Railways. (3) The recommendations of the SAG Officers Committee will be forwarded to Railway Board, duly accepted by PCE/CE (Coordination). (4) After approval of Railway Board, the railways will be advised for condemning the machine and write back the capital cost of the machine. 1008 Codal life of machines and POH/IOH Frequencies - Codal life of different type of machines and frequencies of POH/IOH shall be as below: Machines Codal Life POH Schedule Rail Grinding machines 15 years Every 15000 ERH or 60 months (RGM) whichever is earlier All tamping machines i.e. 20 years 1st POH: 8000 ERH Duomatic, CSM, Tamping 2nd POH: 14000 ERH Express, MPT, UNIMAT etc. And subsequent at every 4000 ERH or on condition basis. 291  Machines Codal Life POH Schedule Ballast screening machines 20 years 1st POH: 8000 ERH BCM, SBCM, Ballast 2nd POH: 14000 ERH Regulating machines etc And subsequent at every 4000 ERH or on condition basis. Track renewal machines 20 years 1st POH: 8000 ERH like TLE, TRT, Points and 2nd POH: 14000 ERH Crossing changing And subsequent at every 4000 ERH or on machines, Dynamic Track condition basis. stabilizer. Material handling machines 25 years 1st POH: 8000 ERH UTV, RBMV 2nd POH: 14000 ERH And subsequent at every 4000 ERH or on condition basis. 1009 Calculation of Unit Cost of Working of Different Track Machines - The following procedure shall be adopted for working out unit cost of the machines: (1) Capital Recovery Factor – The unit cost of working shall be calculated taking Capital Recovery Factor (CRF) with interest rate of 12% from the tables in Annexure-C of Indian Railways Finance Code (1982 Edition). CRF shall depend on codal life of machine. CRF Values for 15 years, 20 years and 25 years codal life is 0.14682, 0.13388 and 0.12750 respectively considering interest rate of 12%. (2) Codal Life of Machines –Codal life of the machine in terms of number of years of effective working and POH frequency is as stipulated in para 1008 above. (3) Proportional POH and IOH Cost – The IOH frequency of machine is @ 2000 ERH which allows IOH to be planned in between POH. For calculating unit cost of working for CSM as shown in example below, 2 POHs have been considered at 8000 ERH and 14000 ERH and 7 IOHs have been considered at 2000, 4000, 6000, 10000, 12000, 16000 and 18000 ERH. The per annum proportional POH/IOH cost has been worked out by equal distribution of total cost over the life of machine taken as 20 years. (4) Fixed and Variable Cost – Unit cost of machine shall comprise of two components namely fixed cost (FC) and variable cost (VC). Fixed cost comprises of capital recovery factor (CRF) and staff cost. The variable cost will comprise of proportionately distributed POH/IOH expenditure and actual expenditure on spares and consumables. Expenditure on POH and IOH shall be considered based on average of past figures for similar vintage machines. While fixed cost shall be calculated on duration basis (per day or part thereof), variable cost shall be worked out on basis on actual work done in respective units like kms or number of turnouts. (5) Working and Approval of Unit Cost – Unit cost of working for different types of machines shall be worked out at the end of every financial year. Unit cost 292 statement shall be approved by CE/TM. This tentative unit cost rate for purpose of estimation for a year will be calculated by assuming 7% escalation over calculated unit cost of previous year. Example 10.1 Unit Cost of Tamping Done by CSM – (a) Data : i) Initial cost of the machine : Rs. 13.50 Crore ii) Rate of interest : 12% iii) Life of machine : 20 years iv) Expenditure on IOH ( each) : Rs. 30 lacs v) Expenditure on POH (each) : Rs. 125 lacs vi) Annual expenditure on machine (VC) Spare (actuals) : Rs. 16 lacs Consumables (actuals) : Rs. 24 lacs vii) Annual Staff expenditure (FC) : Rs. 35 lacs viii) Staff Overheads (Proportionate) (FC) : Rs. 8.75 ix) Average yearly engine hours : 1000 ERH (b) Annual Cost of Working: - Actual tamping done in the year : 500 km - Life of machine : 20 years - CRF (Capital Recovery Factor) : 0.13388 i) Capital recovery (FC) : Rs.1,80,73,800 ii) Proportional exp. on POH/IOH(VC) : Rs.23,00,000 IOH / POH (7 x 30 + 2 x 125) Lakhs 20 (c) Annual Fixed Cost i) Capital Recovery Factor : Rs.1,80,73,800 ii) Staff expenditure : Rs 43,75,000 TOTAL FIXED COST Rs.2,24,48,800 FIXED COST PER DAY Rs. 61504 (F) (d) Annual Variable Cost i) Cost of spares : Rs. 16,00,000 ii) Consumables : Rs. 24,00,000 iii) POH/IOH : Rs. 23,00,000 TOTAL VARIABLE COST Rs. 63,00,000 293  VARIABLE COST PER KM Rs. 12,600 (V) Unit Cost - Explained: Unit Cost shall be worked out in terms of Fixed cost per day (or part thereof) (F) and Variable cost per Km (V) Suppose a CSM works 2 km on a day, the total cost of Tamping will be Fixed cost for one day = Rs. 61,504 Variable cost for 2 Kms = 2 x 12,600 = Rs. 25,200 Total Cost of work for a day = Rs. 86,704 Cost per km of tamping on that day = Rs. 43,352 Unit cost for the work shall be computed on basis of progress of work in kms and number of days machine made available for work. Days taken in shifting shall be charged based on the actual. Thus, the jurisdiction which moves the machine expeditiously would save expenditure. When machine is moved for other non- divisional units like construction and other agencies work, the days in transit for the non-divisional units shall be charged to that unit. 294