DDA : LAPTOP POLICY OF DELHI DEVELOPMENT AUTHORITY
DELHI DEVELOPMENT AUTHORITY
[SYSTEMS DEPARTMENT]
F.No. SYS/FJ/0002/2023/LRP/-O/o DIR(Systems)/03
Date- 08.01.2024
SUB: LAPTOP POLICY OF DELHI DEVELOPMENT AUTHORITY
The competent authority has approved the laptop policy of DDA that has the provision of issuance of any one of laptop/ tablet/ phablet/ notepad/ ultra-book/ notebook/ net book to eligible officers for discharge of official work. This would, however, be subject to the following conditions:
1. Eligibility:
|
Dy. Directors or Equivalent and above I Asst. Director (Systems)* |
Assistant Directors & equivalent |
| 100% of sanctioned strength of the ODA |
Up to 25% of sanctioned · strength of the DOA based on the recommendations of the HOD not below the rank of Commissioner as per Annexure “D” |
*(All the Assistant Directors of Systems Department are also eligible in this policy due to functional requirements.)
Cost of Device: The cost of device shall be Rs. 1,00,000/- + taxes. However, for devices with Make-in-India (MII) component of more than 40%, the price ceiling shall be Rs. 1,30,000/- + taxes. The above price ceiling is inclusive of onetime cost of standard software & warranty for 4 years and there won’t be any subsequent reimbursement on account of repair and maintenance of the device.
*Standard Software: Any software (Operating System, Antivirus software or MS-Office etc.) that is essential for the running of device towards discharge of official functions/duties .
3. Purchase Procedures: Eligible officer can choose any one of the following methods of procurement of any of the laptop/ tablet/ phablet/ notepad/ ultra- book/ notebook/ net-book.
- a. If required, Systems Department can also procure. OR
- b. By the Concerned officer himself.
(a) Procurement by concerned officer:-
i. Procurement can be done by the officer concerned directly from the Original Equipment Manufacturer (OEM) or their authorized outlets including E commerce platforms by paying the amount himself/herself, and then claim for reimbursement of Laptop through Systems Deptt.
ii. The complete ownership of the Laptop shall be vested in DOA irrespective of the cost of Purchase, as defined in clause 2 of this policy. The officer shall give an undertaking at the time of claiming reimbursement for Procurement as per the Annexure-B.
iii. DOA will be neither responsible nor liable for any contractual, legal and statutory issues arising out of the Purchase of device and warranty of respective device . The complete onus of ensuring and certifying authenticity and correctness of submitted documents at the time of claiming reimbursement shall lie with the concerned officer claiming reimbursement and not the sanctioning authority .
(b) Procurement by Systems Deptt. of DOA
- Procurement shall be made through GeM or open bidding only after the approval by competent authority.
- The procurement shall be made within the prescribed price ceiling amount and in, no case, the prescribed ceiling shall be exceeded.
4. Safety, Security & Maintenance of Device: The device shall be property of DOA up to 4 years from date of purchase. However, the officer, who is given the device, shall be personally responsible for safety and security of data/information . Officer concerned shall bear the expenditure for the cost of “Repair & Maintenance” for the devices which are covered in the warranty as well as in cases where extended warranty is not taken by the employee . The officer concerned will be at liberty to get the device insured at his/her personal cost.
In case of theft, officer concerned has to contact Systems department with the affidavit for the theft of laptop attached as Annexure- C, after paying the respective book value (calculated on the date of FIR lodged) of the laptop. Along with copy of FIR registered in the respective Police Station for the theft of laptop and the approval of Principal Commissioner (Systems). The remaining codal life of the old laptop will be added to the new laptop issued to the officer.
5. Book value of the device: For the purpose of calculation of the book value, a depreciation of 25% per year (pro-rata basis), on straight line method, be adopted. Illustration to determine the book value of the device is given at Annexure-A.
6. Conditions at the time of Transfer, Superannuation etc. & Retention of device•:
a. The officers of ODA as well as officers on deputation having entitlement under this policy can retain the issued device post completion of four years of usage. The officer will ensure that the official data in the device is completely wiped out (data sanitized) before the device is retained by him/her. The complete onus of the maintaining the confidentiality of the official data present in the retained device and prevent the misuse of it will lie on the concerned officer himself.
b. In case from the time of purchase of device if the residual service of the officer of ODA as well as officers on deputation is less than four years or the respective officer leaves Government Service r repatriates to his/her parent department within four year of purchase of device, the officer concerned can exercise both the options to retain the device after paying the amount equal to book value of device as per annexure A on such date of relieve from DOA or can surrender the laptop to the ODA in perfect working condition duly certified by AMC agency.
c. No new device may be sanctioned to an officer who has already been allotted a device, in the department, up to four years except in case of repair which is declared as ‘beyond economical repairs’. In such case, the device shall be retained by the employee without paying any amount and he/she will be eligible for a new device (based on the functional necessity). A BER certificate to this effect shall be obtained from the OEM or its authorized service center or agency/company providing AMC services to the department
7. Beyond Economical Repair (BER): When repair cost is considered too high (exceeding 50% of book value of equipment taking depreciation into account). Such cases should be dealt on case-to-case basis and should have concurrence of CAO, DOA.
8. For the officials who are currently holding laptops, notebooks or similar kind of devices in accordance with the provisions of Laptop policies no. F1(3)2010/Sys/1006 & F1 (3)2010/Sys/1007, dated 12.07.2019, the terms and conditions for retention of the device shall now be governed as per para 06 of this order including in the case of transfer/deputation/superannuation of the officer.
This policy has been issued with the approval of Competent Authority.
Director (Systems)
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