CO885-(7-8) — Page 525

PUBLIC RECORD OFFICE

Reference :-

TUTTI C.O. 885

بليبيا

ni

8

PUBLIC RECORD OFFICE, LONDON

FALLY WITHOUT PERMISSION OF THE COPYRIGHT PHOTOGRAPH-NOT TO BE REPRODUCED PHOTOGRAPHIC-

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appeared twice over. We executed this item once only, and on reference to the Colony found that the repetition was a clerical error, and that a different size was intended. Thus a useless expenditure of about £55 was avoided.

19. The estimate is frequently so wide of the mark that we doubt if we can go by the description. To take a small case of a type which is constantly occurring, an indent is being dealt with demanding :-

Field service cap badges X X (Gilt) quantity 500, rate 4d.*

Such badges cost 2s. 5d. each, and have repeatedly been supplied to the Colony in question at about this figure. But we cannot safely buy at 2s. 3d. when the estimated rate is 44d. We can buy brass badges at 4d. each, and the closeness of price suggests that these are what are intended. But gilt badges are specifically asked for, and we cannot safely send out a different article. It is inconvenient to refer back to the Colony as the articles are wanted “without delay,” and of course the ‡elegraph cannot be used in such matters without disproportionate expense.

20. In these cases our general principles are as follows:-If the indent is for a single or a few articles we do not order them as a rule when the cost would seriously exceed the estimate given in the indent; it would, however, be pedantic, and annoying, to refer back for instructions when the sum in question is trifling, and in such instances if we are clear as to what is wanted we proceed with the order; if, on the other hand, the excess over the estimate means a serious amount, we refer back for instructions, explaining the circumstances. The question as to what constitutes a serious excess is considered in each case on it merits; generally speaking, unless the total amount is small, we regard an excess of more than 25 per cent. as justifying a reference back; this limit is actually fixed by Lagos, and it would assist us considerably if this under- standing applied to all Colonies. When the indent is for a number of articles, we take into consideration the whole amount which will be expended; thus, if one particu lar item requires an excess of, say, 50 per cent. we might order it if the estimate for the whole indent is not exccedeil, for what we believe the Colonial Governments want is not so much to limit us to a particular price in each case as to obtain the whole supply for the amount appropriated for it. We are further influenced by the consideration whether the article is so specifically described that there can be no doubt as to its identity thus, if a certain patent or trade mark article is asked for, and the estimate exceeds the real price, it may be presumed that the error is in the estimate. The question of urgency is also very material. We need not, perhaps, go further into this subject, but we may observe that it seems to us absolutely necessary that we should be allowed some discretion and latitude in these matters. It is impossible for the Colonial Governments to keep in constant touch with the trade prices here, and instances occur ev'ry day where the estimate "given is little more than conjectured. The broad result is that we are frequently sending out articles which either differ from the description but are in accordance with the estimate or accord with the des cription but exceed the estimate. Of course, it may happen occasionally that the article provided is not exactly what was intended, but even so it seems far better to take sonte risk in the matter than to be incessantly referring back for directions, and so causing irritating delays. In practice our system works smoothly, and complaints are very rare. The Colonial Governments as a rule appreciate our position, and, we believe, recognise that we do our best for them in settling such matters. In the few instances of complaint that we recall under this head, the circumstances of the case- would appear not to have been borne in mind. Thus, the Governor of Lagos com- plained that a watch sent out by us was not what he wanted; the estimate given to us was £5; it appears, however, though not so stated to us, that the watch was required for scientific purposes, and His Excellency himself when next in London bought one for £30. an excess of 500 per cent. over the estimate. A Board of Survey in North- ern Nigeria has passed something of a censure upon us for sending out furniture not specially made with a view to the climate of the Protectorate; our orders, however, in this case were to buy it ready-made and at a cheap price. It was further stated by the Board that all furniture should be specially made of seasoned teak (from India): but an order has just come in from the same Protectorate for furniture, of which we may give as an example a demand for several full bedroom suites at an estimated cost of £5 5s. Od. cach.

21. Occasions are sometimes afforded us of comparison with ourselves in this matter of interpreting the wishes of the Colonies, and selecting the right articles, these occur when a Colonial Government entrusts this task to some particular person, usually a Cólonial Officer coming to this country on leave of absence; we are always-

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happy on these occasions to assist by doing the routine work, but otherwise we have no share in the matter. Four such cases have occurred lately. The Falklands Govern- ment placed an order for a fireplace, with mantelpiece, in the hands of the Governor's wife, who went direct to Messrs. Doulton & Co., and made the selection; we gave the formal order. Subsequently the Colonial Government wrote complaining that the article sent was unsuitable, being of the wrong dimensions, and instructed us to make a claim against the suppliers; this we have done, but the firm have more than once replied that they sent the article chosen. The Gambia Government gave the execution of an order for certain lamps required for Goverment House to one of its officers, who accordingly purchased them when in this country; the whole consignment was promptly shipped back by the Colony as being the wrong article. New furniture, &c., being required for Government House, Gibraltar, we were requested to place the arrangements in the hands of Lady White; this case is now cited in the Gibraltar reply as one in which undue-time was taken. On the conclusion of the Ashanti campaign, a number of articles had to be bought as presents for certain native chiefs; we were requested to leave the purchase to Sir J. Willcocks, then in this country; we have lately. received a letter from the Colony complaining of these articles in respect of both quality and price, and also of packing. We think these cases illustrate to some extent the amount of care which is required to carry out requisitions in a manner which will be regarded generally as satisfactory. We would add, lest it should seem that we object to the employment of Colonial officers in such matters, that we are always glad to have their co-operation and frequently receive valuable assistance from them.

22 We have, in the next place, to decide to whom the orders should be given. If a Consulting Engineer is employed for the work in question he examines the speci- fications and designs (if any) received from the Colony, and amends or supplenients them, if this is necessary to ensure an economical and satisfactory result: When no details have been received, but only general instructions, and, perhaps, sketches, complete designs and particulars are prepared by the Consulting Engineer. In other and simpler cases tenders or estimates are invited from makers. Whenever cir- cumstances permit we invite competition by tender. Forms of tender are sent to the firms on our list for the articles in question. Firms are placed on the list on proof usually in the shape of evidence of contracts satisfactorily executed for public de- partments or important companies that they manufacture in a proper manner the goods for which they are accepted. Competition of this kind, however, is only possible when there is a pattern, sample, specification or exact description of the article, and when the quality of this supply is capable of being tested by inspection, and that at a reasonable cost. When this is not the case, the order is given to a firm upon which we believe we can rely; and this is occasionally done when competition would be possible, but when the articles are urgently required, and the order is consequently given to a firm which has shown more punctuality than others. It often happens also that the price of an article has been recently determined by competition, and in such cases we place further orders, if of moderate size, at the same price until there appears reason to compete again. It is our constant endeavour to secure the advantages of both systems, and no hard and fast line is drawn, but the general result will be seen from the lists of ordinary requisities which we enclose.

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Enclosure

23. In certain cases of the second class (ie., when competition is not invited) B. orders are given without previously obtaining estimates, but on the understanding that the Colonial estimates are to be worked to and previous supplies kept in view. There are cases when periodical demands are made of substantially the same articles, and when the price is a question of quality, and any material differences between the estimated prices and those proposed by the makers are pointed out by them, and the question is settled by us before the item is proceeded with.

24. We gather that some Governments are disposed to take exception to the cost entailed by inspection, and would reduce it by relying more frequently on the brand or the reputation of a firm. The practical test seems to us to be the number of rejections which result from inspection, taking into consideration the effect which the knowledge that the goods will be inspected has on the makers, and on this basis we have reason to think that it would be unsafe to diminish to any considerable extent the amount of inspection now provided, and that the inconvenience and loss caused by faulty articles being sent to Colonies where usually the facilities for making the faults good are in- adequate, would outweight the charges for inspection. We annex for convenience of reference an extract from our letter to you of the 17th September, 1896, dealing with c. these considerations. Inspection is also in many cases of value, as we shall explain

Enclosure