ANDHRA PRADESH STATE ROAD TRANSPORT CORPORATION
Office of the Managing Director
Mushirabad; Hyderabad-624
No:SA1/255(167)/2006-PO.III
Sub: OUTSOURCING – Outsourcing of Stenographer/Typists (If Stenographer / Typists are not available, Data Entry Operators can be considered) at Depots / Units in APSRTC – Guidelines issued – Reg.
Ref: 1) Circular No.PD-38/2006, Dated 09.09.2006.
2) Circular No.PD & MED No.22/2007, dated 25.4.2007.
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1) Detailed instructions have been communicated on the procedure for outsourcing of certain activities at Depot Garages vide the Circulars cited.
2) Of late, it has been observed that the shortage of Stenographers/Typists is steadily increasing on account of Retirements/Promotions. Shortage of Stenographers/Typists is resulting in delays in correspondence, submission of periodicals and increasing the pendancy of cases.
3) In order to tide over the shortage, it is decided to outsource the work of Stenographers/Typists through Manpower Agencies till such time the vacancies are filled up by Direct Recruitment.
4) The following guidelines are issued for Outsourcing the work of Stenographers/Typists.
i. The Dy.CPM/Zones shall assess the vacancy position of Stenographers/ Typists of all Depots/Units including Non-operational Units of the Zone as against the sanctioned posts of Stenographer/Typist.
ii. The Personnel Officer-II, Head Office shall assess the vacancy position of Stenographer/Typists for all Units of the Corporate Office including APSRTC Hospital, Tarnaka, BBW/MYP & Transport Academy as against the sanctioned posts of Stenographer/Typist.
iii. Tenders shall be called for by the ED Zone for the required number of Stenographers/Typists. The No.of Stenographers/Typists to be deployed at each Office / Unit shall be specified in the Tender Notification and in the Terms and Conditions of the Tender Application.
iv. Similarly, Tenders shall be called for by the Chief Personnel Manager in respect of the requirement of Stenographer/Typist at all Units of Corporate Office including APSRTC Hospital, Tarnaka, BBW/MYP and Transport Academy.
v. Tenders may be called for from the Contractors preferably from those in possession of individual Code No. of PF & ESI. However, Contractor without Code No. of PF/ESI can be considered in their absence.
vi. The minimum value of the contract shall be assessed based on the following three components:
vii. The minimum wage to be paid as fixed/communicated by APSRTC per month to Stenographer/Typist as per the rates communicated by the Government. (which is Rs.4900/- at present).
viii. The statutory employer’s contributions payable in respect of the workers towards PF, EDLIF and ESI, etc., along with the administrative and inspection charges, wherever applicable.
ix. Over and above the value of the aforesaid two components, a minimum profit margin of 7% in all the Units may be considered to be allowed for the Contractor.
x. It should be clearly mentioned in the Notification that if any Contractor quotes less than the above estimated value, such a quotation will automatically be disqualified and the Tender Committee shall not consider such quotation at any cost.
xi. The contract shall be awarded to the Tenderer who quotes the nearest rates to the estimated rate computed under point No.4(vi).
xii. Other things/conditions being equal, the priority in the allotment shall be given, to the ”LOWEST TENDERER”. In case of tie, preference shall be given to the tenderer who has been registered with Provident Fund and ESI authorities and having PF and ESI Code numbers over those not having the same.
xiii. In case, there are more than one Tenderer registered with PF and ESI authorities and are holding PF and ESI Code numbers quoting the same lowest amount, allotment of contract shall be made on the basis of the Lottery.
xiv. If the Lowest Monthly Remuneration quoted by any Tenderer not holding P.F & ESI Code numbers is less than the Monthly Remuneration quoted by the Tenderer with PF & ESI Code numbers, the Tender Committee shall have the right to negotiate with the Tenderer having PF & ESI Code numbers for reducing the Monthly Remuneration so as to give preference to him.
xv. The Tenderer should pay EMD amount @ 2.5% of the total notified value of the work-contract along with Tender Application through DD.
xvi. Successful Tenderer shall have to pay Security Deposit equivalent to One months’ contract amount within fifteen days from the date of allotment of tender.
xvii. The contractor should deploy the person prescribed against the each Unit irrespective of his obligation to extend weekly rest to his employees, which he has to meet on his own arrangement. The employees have to strictly follow the Office timings allotted to them. The Unit Officer/Supervisor Incharge is authorized to change the Office timings based on the day to day requirement.
xviii. The contractor should provide additional personnel as and when required on the same terms and conditions during the period of agreement.
xix. The Successful Contractor should produce the persons, whom he proposes to deploy against the work, along with their certificates concerned, before the Tender Committee immediately on finalization of the Tender.
xx. In case the Contractor deploys any of his family member who are covered under the term “Family Members” as defined under Sub-Section 3 of Section 26 of the Minimum Wages Act, 1948, an Affidavit explaining the relationship and dependency shall be submitted, both by the Contractor as well as the reported family member of the Contractor individually.
xxi. The successful Contractor / Agency has to furnish the passport size photographs of the Persons deployed by him for the contracted work, within 15 days of awarding contract containing the Name, Qualification, experience, age, Father’s name, residential address of each Person. The Contractor shall not change the person without prior approval of Unit Officer/ Supervisor In-charge.
xxii. The working period of outsourced activity may be reckoned as 21st of previous month to 20th of the current month and take necessary steps to present the bill by the Contractor/Outsourcing Agency in time and ensure that the remuneration of the contract /outsourced persons shall be paid on 1st of every month.
xxiii. The Contractor / Outsourcing Agency has to pay the wages to the Persons as prescribed at paras No.4(vi) besides paying employer’s contributions towards PF, EDLIF and ESI etc. in respect of the Persons engaged. He shall produce a remittance certificate towards PF & ESI contributions at the time of submitting bill in the following month. Any excess deductions made by the Contractor/ Outsourcing Agency in violation of the instructions shall result in stringent action including termination duly protecting the interest of outsourced persons.
xxiv. In charge Supervisors shall maintain Registers regarding Attendance and works carried out by the person engaged by the Contractor.
xxv. The In charge Supervisor shall certify the claim submitted by the contractor with reference to the register maintained.
xxvi. If any person of Contractor/Outsourcing Agency absents on a particular day, the corresponding wages has to be deducted from the Contractor in monthly remuneration bill.
xxvii. The Tools & Plants required for attending the assigned duties will be supplied by the Corporation.
xxviii. In the event of the Contractor continuously defaulting and not supplying prescribed number of persons regularly, the Executive Director /Regional Manager concerned on the recommendations of DM /Unit Officer can terminate the contract with a month’s notice. In order to bridge the intervening gap of engaging another Contractor, the RM, is empowered to engage any other Contractor on nomination basis at the old rates upto 3 months and ED Zone upto 6 months or till such time fresh tenders are called for and finalized whichever is earlier.
xxix. The outsourced Stenographer/Typist shall be kept under the constant supervision of the Depot Manager/Unit Officer/ PD Supervisor concerned.
xxx. Details of works to be carried out by Stenographer/Typist are at Annexure.
xxxi. The format of Tender Notice, Tender Condition and Deed of Contract communicated vide Circulars cited at references 1 & 2 may be adopted duly carrying out the modifications wherever the outsourcing of Stenographers/Typists is required.
5) TENDER COMMITTEES:
The following Committees shall be constituted to examine the Tenders and negotiate with Tenderers after short listing the tenders based on the total remuneration quoted and technical background of the Tenderer and finalizing the same. The decision of the Committee is final.
At Corporate Office : CM(R&T), Dy.CAO(SP&A) and Dy.CPM(A)
At Zonal Office: ED(Zone), Dy.CAO(Zone) and Dy.CPM(Zone)
Note: Approval of ED(A&P) in case of Corporate Office & ED(Zone) concerned shall be obtained on the recommendations of Tender Committee Proceedings before allotting the work to the Contractor.
6) QUALIFICATIONS:
The persons to be deployed by the Contractor shall invariably possess the following qualification.
a) STENOGRAPHER :
i) must have passed SSC (X Class) or its equivalent examination.
ii) must have passed the Government Technical Examination in Shorthand by Higher Grade and Typewriting by Higher Grade. If sufficient no.of candidates are not available, both in Shorthand and Typewritting by Higher Grade, candidates with Shorthand by Lower Grade and Typewritting by Higher Grade may be considered.
iii) must be above 18 years and below 35 years of age as on date of filing
Tender.
iv) Must have knowledge in Computer applications MS Office (Word, Excel,
Power Point etc.)
b) TYPIST:
i) must have passed PUC or Intermediate or its equivalent examination;
ii) must have passed the Government Technical Examination in Typewriting
Higher Grade/Lower Grade either in English or Telugu or both.
iii) must be above 18 years and below 35 years of age as on date of filing
Tender.
iv) Must have knowledge in Computer applications MS Office (Word, Excel, Power Point etc.)
7) EDs of the Zones are hereby authorized to accord sanction for the allotment of the above work contract to the successful contractor, recommended by the Tender Committee. The minimum period of contract shall initially be for a period of TWO years and extendable for one more year on similar terms and conditions and satisfactory performance of the contractor.
8) The other instructions issued from time to time in calling for and finalizing of tenders for awarding of work-contracts and the statutory obligations to be observed in respect of the contract persons after their deployment shall be followed accordingly.
9) This has the sanction of VC&MD with the concurrence of Chief Accounts Officer.
Necessary action shall be taken accordingly.
Sd/- B.S.R.MURTHY
EXECUTIVE DIRECTOR(A&P)
// ATTESTED //
DY. CHIEF PERSONNEL MANAGER (ADMN)
To
All Officers of the Corporation
Copy to: AG.RTC Branch, Mushirabad, Hyderabad.
Copy to: Secretary to Corporation, Board Office
Copy to: Secretary to Chairman / PA to VC&MD
Copy to: Dy.CAO(TA&INS) (10 copies)
Copy to: PRO/HO
Copy to: Training Officer/HO, for inclusion in monthly index of Circulars-(4 copies)
Copy to: General Secretary, APSRTC National Mazdoor Union, 20/1,
Vigyanpuri, Vidyanagar, Hyderabad.
Copy to: General Secretary, APSRTC Employees’ Union, Satyanarayana
Reddy Marg., Azamabad, Hyderabad.
Copy to: General Secretary, APSRTC Staff & Workers Federation, H.No.1-1-60/4,
N.V.Bhaskara Rao Smaraka Kendram, Hyderabad.
Copy to: General Secretary, APSRTC Security Staff Welfare Association, Hyd.
Copy to: Notice Board & In charge Record Room.
ANNEXURE-A
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1) Typing of all correspondence in the Office viz., letters, Note files, Office Orders, periodicals, Seniority Lists, Statements, Guide Sheets, Counters, Affidavits, Petitions, Para-wise Comments etc., as entrusted by the Unit Officer/ Supervisor In charge.
2) Maintain files and correspondence thereon as entrusted by the Unit Officer/Supervisor In-charge confidentially.
3) Making data entry in Computers about Service Particulars of employees for maintenance of PMS Modules and generating necessary Reports as entrusted by the Supervisor In charge.
4) Maintenance of History Card of Type writer, Personal Computer and other Office equipment etc.,
5) Maintaining of Registers.
6) Any other item of work entrusted by the Unit Officer/Supervisor In charge.
GENERAL CONDITIONS:
1) He/She shall attend at Office time communicated by Management on all working days with an half-an hour Lunch as specified.
2) He/She is not allowed to leave the Office during working hours unless permitted by the Unit Officer/Supervisor In-charge on urgent personal work.
3) He/She must attend to their work allotted promptly without wasting time.
4) He/She shall follow Office discipline.
5) He/She should not attend Office under the influence of liquor or Intoxicated condition.