CO885-(7-8) — Page 536

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PUBLIC RECORD OFFICE

Reference :-

TIL C.O. 885

8

-PUBLIC RECORD OFFICE, LONDON

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

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86. The cards are devised to meet the possibility of an item in an indent (or the whole indent) being overlooked. A separate card is kept in use for every Colony or Railway, and the requisition numbers are successively added to it until it is full. As each indent is cleared off, its number on the card is ruled out by the Checking Depart ment, and the fact of an old number remaining when all those near it have been crossed off calls attention to it. The cards are also useful in preventing a requisition being overlooked in the periodical scrutiny of orders in hand.

87. The registration should be done not later than the morning after the indent is received in the office, but urgent indents should always be registered and dealt with immediately.

88. Immediately after registration the indent is passed direct into the hands of the Works Department Assistant responsible for it, who sees that it is immediately entered in the "Works Register of Requisitions" (see list of books at end); and also, if reference is made to any samples, in the "Register of Samples" kept for the purpose. These entries must invariably be made with as little delay as possible and before any other steps are taken. The headings in the Works Register are as follows:---

Date received in W.

Requisition No.

Articles demanded.

Consulting Engineer

Sent. Returned.

To G. (applies only to Class 4).

All estimates issued.

All orders given.

89. The Assistant who is to deal with it then examines it and all the corres- pondence connected with it and satisfies himself that the entries made on the jacket by the Registration Branch are correct and complete. If not, he will return it to that branch for amendment of the entries and of the register.

90. When the entries are correct, he will proceed to fill in any necessary entries in the spaces on the jacket for "estimated expenditure " notes respecting shipment, etc., and "port." He will take especial care to note any requirements stated in the indent or correspondence as to method of shipment, date when to be supplied, payment; and In some cases, as, for so on, and will be responsible that they are duly carried out. instance, when it is stated that men are to accompany the work to the Colony, it is necessary to instruct another department, and he will be responsible that this is done in good time. To ensure this he will, in ordinary cases, make a note on the jacket, either stating briefly the requirement concerned, or giving a conspicuous reference to the Colonial instruction in the correspondence, in a form which cannot be overlooked, In this and will initial the cover in the "port" space, to shew that all is correct. connection, it may be stated that when, as sometimes happens, an indent is followed at a later date by supplementary instructions, either from the Colonial Government or from the Colonial Office in course of correspondence, these must equally be noted on the jacket. The great point is, on receiving an instruction, at once to take steps to ensure that it shall not be overlooked. On no account must the Assistant trust his memory in such matters.

91. At the same time, the Assistant carefully examines the indent to see in what manner it will best be dealt with, notes any points of doubt or inconsistency, and takes instructions upon them. Up to this point the procedure is similar with all indents, but it now begins to vary according to circumstances.

92. When an indent which reaches the Crown Agents direct from the Colony is not authorised in the manner required by the Colonial Regulations (Chapter IX.), reference made to the Colonial Office as soon as an estimate of the probable expendi- ture can be formed. Sometimes this can be done at once, but at others not until tenders have been obtained. The jacket is marked conspicuously at the time of registration to ensure this reference being made.

03.

Indents may be divided into five classes:

(1.) For work requiring specifications and designs from a Consulting Engineer. (2.) For work or stores which can be ordered without the assistance of a Con-

sulting Engineer, by the Works Department.

(3.) A combination of (1) and (2).

(4.) For stores partly to be dealt with by "W." and partly by “G.”

Exclusively for stores to be dealt with by “G."

عر

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94. Classes 1, 2, 3, are dealt with entirely by "W." Class 4 is dealt with first by "W." or by "G." according to circumstances, every endeavour being made by the department which first deals with it to pass it on to the other department with as little delay as possible. Class 5 does not come to " W." at all, and hence does not fall within the scope of this memorandum.

Action on Class I. Indents.

95. The indent is at once sent-preferably in original-to the Consulting Engineer under cover of a third person request for specification, etc.

96. The jacket is then put into a special box marked "Waiting Specifications from Consulting Engineer." This box is overhauled periodically, and reminders sent to the Consulting Engineer when necessary. Should the jacket be for any reason taken out of this box for use before the Consulting Engineer has replied, a dummy card will be substituted in the box to ensure that it is not overlooked.

97. When the specification is received from the Consulting Engineer it is examined by the Assistant to see that the conditions of contract and general arrange- ment are satisfactory, and if they appear to require amendment the Deputy Head 1 referred to. If all is in order the document is at once sent to the printers for proofs, which are then sent to be examined by the Consulting Engineer, and returned to the printers through the Crown Agents.

98. A memorandum book is kept in "W." to record the dates at which the specification and proof pass through the office and any unusual delay is thus readily detected.

99. When the prints are received and the Consulting Engineer gives notice that the drawings (if any) are ready, the Assistant prepares a list of firms to be invited to tender and submits it with proposed date for delivery of tenders to the Deputy Head for approval. The date for delivery of tenders is marked inside the requisition jacket and also on the outside covers of the necessary specifications which are then sent in duplicate to the selected firms. "The Index of Specifications" is also entered up at this point. An entry is at the same time made in a rough diary of the date when the tenders are to be sent in.

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100. This rough diary is examined every morning by the junior to whom this duty falls, and he enters in the Tender Day Book the names of the invited firms and other necessary particulars of any competitions due.

101. This book is then sent to one of the Crown Agents in whose presence the tender box, in which all tenders are deposited whether they come by post or are delivered by hand, is opened at noon. The key of the tender box is kept by the Crown: Agents, so that no access can be had to a tender without their knowledge.

102. The Crown Agent initials the several tenders and marks the Day Book to shew what firms have responded; the tenders are then stamped with date of receipt in the Correspondence Department, and sent to the Works Department, where they are at once scheduled.

103. When the tenders are for work involving questions of competitive design, or when questions of time arise, or the prices are in excess of the Colonial or other estimates previously made, or when the work is part of a large scheme being carried out under the estimate and directions of a Consulting Engineer (e.g., such works as the Colombo Harbour Works, etc.), the tenders with the schedule are sent direct by the department to the Consulting Engineer concerned, who in due course returns them to the Crown Agents with his recommendation minuted on the face of the schedule.

104. The Crown Agent who receives the papers initials them as usual (but, as before, his initials do not signify approval or otherwise of the recommendation) and passes the papers to the department for the necessary examination and further action. 105. The recommendation of the Consulting Engineer is examined by the Assistant, who submits any point of doubt for instructions before preparing the order form. If however all is in order, an order form is prepared examined and initialled by the Assistant, who is entirely responsible that it is correct in all respects, and that there is authority for the expenditure. It is then-unless this is dispensed with in certain cases by the Crown Agents-passed to the Deputy Head, who examines it generally, but not necessarily as to its accuracy in detail, and initials it; after which it is submitted to one the Crown Agents for signature, the schedule of tenders and Consulting Engineer's recommendation being submitted at the same time for a minute of approval to be placed upon it by the Crown Agent.