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         Vendors Registration

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Vendors Registration


                                                         Click here to download Application form

Stores Department, Southern Railway procures varieties of finished goods, as well as raw materials for Diesel and Electric Locomotives, Carriage, Wagons and signaling items etc. to maintain our various services without interruption. In order to get right material at right time it is essential to maintain list of reliable suppliers. The suppliers are called registered suppliers.

Preliminary form ( Questionnaire) is issued at PCMM office based on request by firm. Application Form is issued at Office of the Principal Chief Materials Manager, Ayanavaram, Chennai -23 (Contact Telephone Number: 26741924) on payment of nominal fee Rs.20/-in person and Rs.32/- by post presently after getting DY.CMM/M approval at Preliminary form. Application is issued to the firms those who have completed three years business from the date of commencement of  business since they have to submit profit and loss account and balance sheets for three financial years along with filled in application form.


            Application form can also be downloaded. Firms applying through downloaded Application Form has to enclose a Demand Draft for a sum of Rs.20/- drawn in favour of "Chief Cashier, Southern Railway" failing which the application will be rejected without giving any reason.Automatic registration facility could be granted only to those SSI units registered with NSIC under single point scheme. A list of items reserved for purchase from SSI units including handicraft sector is enclosed herewith separately.

        Firms desirous of registered with Railways as registered suppliers are required to submit various documents along with filled in application in the prescribed form and an undertaking that they would be bound by IRS conditions of contract and Indian Contract Act of 1872 etc.

Details of documents to accompany filled in application for enlistment are given below:-

a)     Attested copies of State ST and CST certificate.

b)     Rent receipt / Municipal Tax receipt / Rent deed.

c)     Cash Receipt for Rs.50/- towards registration fee OR Demand Draft for Rs.50/- drawn in favour of "Chief Cashier/Southern Railway,Chennai-3"

d)     Affidavit for list of machineries.

e)     Attested copy of agency agreements.     

f)      Attested copy of certificate from registrar of firms � Form A and Form C in case of partnership firm.

g)     Attested copy of NSIC certificates.

h)     Copy of partnership deed.

i)      Copy of Memorandum and Articles of Association.

j)      Attested copy of registration certificate with other Railways / Departments.

k)     Trade group wise performance statement.

l)      Copies of dealership agreements.

m)    List of sitting directors/ partners.

n)     Area of factory.

o)     Bankers address

p)     Attested copies of profit and loss account and balance sheet.

q)     Statement of result of operation.

r)      Affidavit for power of Attorney ( partnership firm, Pvt.Ltd., or Ltd.Firms)

s)      Trade Groups required.

t)      Affidavit for statement banned etc.

u)      ffidavit for statement family members having part in firms registered with Southern Railway.

v)      Affidavit for Value of Stock.

w)     Affidavit for Cartel

x)      Submission of class III B digital Signature with company Name issued by one of the Certifying agencies as available in is mandatory

y)      Firms should also submit their user-id in Indian Railways e-procurement website


 On receipt of application in the prescribed form, the same is checked for the authenticity of documents and then an officer is nominated to inspect the firm and submit the report. Inspecting officer inspects the premises of the firm and  submits the report after assessing various factors like capacity, capability, credentials, machineries, testing facilities etc. and recommends the trade group for which the firm qualifies for the registration and the monetary limit to be allotted for purchasing the material. However, inspection is not done in case of firms registered with NSIC   and sister railways. Firms situated outside our Railway region, must necessarily get registered with their zonal Railway in their geographical jurisdiction and submit a copy of their registration certificate.

Bankers report will be obtained based on the firms bank account. In case of firm registered with NSIC confirmation will be obtained from concerned NSIC region.

After allotment of trade groups and fixing of monetary limit, registration is given to the firm. The firm is advised to remit subscription towards bulletin for two years at a time. At present Rs.2,782/- is collected as subscription for Two years. On receipt of bulletin subscription, registration certificate will be issued to the firms duly allotting registration number and supplier code number , trade groups and advising monetary limit fixed.

The registration of the firm is reviewed  every three years, after initial registration for two years. Before seeking renewal of registration they will have to submit current and valid NSIC certificate duly attested by a gazetted officer and submit past performance statement (trade group wise) along with the PO copies secured from this Railway.


1.   Eligible to participate in limited tenders

2.   Exemption  from payment of security deposit within the monetary limit.

3.   Exemption from payment of  SD against open tenders including  Limited and Special limited tender up to the monetary limit given to the firms.


Facilities to the SSI units registered with NSIC:

a)     Exemption from payment of earnest money deposit.

b)     Wavier of security deposit up to the monetary limit for which the unit is registered.

c)     The price preference up to 15% on merit over the quotation of large scale units.

Source : Southern Railway Welcomes You CMS Team Last Reviewed : 16-06-2021  

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