CO885-(7-8) — Page 538

PUBLIC RECORD OFFICE

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C.O. 885

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PUBLIC RECORD OFFICE, LONDON

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128. When the work is completed, the contractor sends his invoices to the Crown Agents, by whom they are passed direct to the Checking Department, which at once obtains the necessary jacket from the Works Department.

129. The recording of the receipt of invoices and shipping papers is done by the Checking Department, whose duties will be described later on. The foregoing com- pletes the routine work by the Works Department connected with Class I. Indents. Any matters which subsequently arise, such as penalty questions, complaints by Colonial Governments, and so on, will, as a rule, be specially dealt with.

Class II. Indents

(ie., those which are dealt with by the Works Department without reference to a Consulting, Engineer).

-130. The steps to be taken, up to the examination by the Assistant described in paragraph 91 above, are the same for all classes of indents.

131. The next stage, in Class II. Indents, is for the Assistant to consider whether the whole or any portion of the order should be put up to competition, and to mark off against the items which are not to be competed for, the names of the firms whom he considers should be invited to tender.

132. As a general rule, it is desirable that all orders over £100 be competed for, though when the sum is less than, say, £500, it may sometimes suffice to invite only a few firms selected from the list. When expenditure exceeding £500 is involved, it will almost always be well to invite the full list of firms to tender. Exceptions arise in which competition is not resorted to, as, for instance, when the price of the articie required has recently been determined by competition, when there is great emergency, when the article is of special manufacture and can only be obtained from one firm, and so on. Nor is it desirable to obtain competitive tenders for articles the quality of which cannot be ensured by inspection, but in which it is necessary to rely largely upon the makers, as, for instance, ironmongery and other miscellaneous articles usually ordered through the Birmingham agents.

133. The Assistant will obtain the approval of the Deputy Head to his proposals before proceeding, when his next step is to transfer the demand to estimate or com- petitive tender forms.

134. Sometimes it is necessary to add a brief specification in order to elucidate the demand. This will invariably require the approval of the Deputy Head before it is adopted for issue.

135. If the indent is for a number of different articles, the items which are to be obtained through the Birmingham agents are extracted first to a special form of order, then the other items are transferred to estimate or tender forms according to trade, care being taken to see that it is quite clear from the description given that tenderers will know what to supply, and if the description is vague or insufficient, to add such additional particulars as may be necessary, previous supplies being taken as a guide. The forms are then read over by the Junior to the Assistant, who ticks off the items on the indent, and satisfies himself that the forms are correct.and complete in all respects. For this correctness and completeness the Assistant is absolutely respon- sible, and he will place his initials on every order to shew that he is satisfied.

136. The work of preparing estimate forms is done under a system of ticking, cross-ticking, and ruling out the indent which has been devised to prevent the possi- bility of an item being either overlooked, or ordered twice. The greatest care must- be exercised to prevent mistakes, and the Assistants are enjoined to avoid undue haste in the checking operations, especially in the case of long and closely written indents for small stores.

137. The orders to the Birmingham agents are passed at once to the Crown Agents for signature, as well as orders to certain firms with whom the Crown Agents have a standing arrangement as to terms of supply. The Birmingham agents, how- ever, are required to submit an estimate before they put their order in hand. This estimate is carefully examined with the prices shewn in the indent, and, if satisfactory, a notice of acceptance is sent.

138. If there is an unaccountable difference between the prices, the indent prices are marked in red on the Birmingham agents' estimate, which is then returned to them for observations. If the differences cannot be explained by differences of quality or variations in market prices since previous supplies upon which the Colonial estimate is usually based, a reference to the Colony is sometimes necessary,” as to which the

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instructions of the Crown Agents will usually be taken. Meanwhile, the Birmingham agents proceed with all items which are not under question.

139. The arrangement with the Birmingham agents is to purchase at the lowest possible trade shipping prices on a commission of 21 per cent. for goods which they do not pack, and 5 per cent. on goods which they collect at their Birmingham ware- house and pack. They are responsible in all cases for the quality of the goods and the sufficiency of the packing. The estimate which they send in shews the approximate gross prices of each item, but in invoicing, the net prices are given and the commission shewn separately. The estimated prices are regarded as approximate only, and the agents are frequently able to secure somewhat better Terms when they come to place the orders.

140. In addition to Messrs. Blakemore, there are a few firms to whom orders are given without previously obtaining an estimate, the goods being supplied at a discount from published catalogue prices.

141. The arrangement effects a saving in time and labour, and as the firms are required to send in an estimate within a day or two after receiving the order, and the estimates are carefully scrutinised, a sufficient check on the prices is secured, and, when necessary, the orders can be amended.

142. With the above exceptions, estimates or competitive tenders are invariably obtained before the orders are placed. In the case of estimates it is usual to invite the firms to send in their offers as soon as they can, and it is part of the duty of the Assistant to see that firms are not unduly long about this, and that reminders are sent to them if necessary.

143. Competitive tenders have to be submitted by a fixed date, which is always stamped on the tender form, and are dealt with similarly to those under Class I. Indents, except as regards reference to a Consulting Engineer, which in this case is only needed when some technical question of importance arises upon which pro- fessional advice is needed. This advice can generally be given by one of the Inspecting Engineers.

144. Before the issue of either estimate or tender forms they are numbered con- secutively ("Contract 1," "Contract 2," etc.), and a press copy is made on a loose sheet of paper (or one of the copies is set aside if the form has been printed or lithographed). Upon those copies is marked the date of issue and the name of the firm or firms invited, and they are kept together in a special box until a reply is received, in order that they may be more easily overhauled. These copies are eventually attached to. the respective accepted estimates or tenders, and remain so attached until the tenders are finally put up as vouchers for payment, when they are again filed by themselves in the requisition jacket.

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145. It may here be mentioned that in addition to the press copy of all double memos., which is kept in a book for permanent record, a second loose copy is made and kept in the special box above referred to until it is answered, when it is torn up. The object is to facilitate overhauling, and prevent subjects from being overlooked, and each Assistant will take care that his box is frequently examined for this purpose.

146. At the same time that the forms are numbered before issue, an entry is made on the outside of the requisition jacket as an additional check against the possible overlooking of any estimate or tender form.

147. The date of issue and the name of the firm invited are inserted in the "Instructions for Tendering" printed on the backs of the forms.

148. On receipt of estimates the prices are compared with those--if any given in the indent, and with those previously paid for similar articles (discovered by means of the "Cross Index." unless the Colony has referred to previous similar supplies), discounts are checked, and all calculations verified, and the proposed time for delivery noted. These are among the most important duties of the Assistant, who is respon- sible that all excesses or discrepancies are brought to the notice of the Deputy Head for instructions before proceeding.

149. If there are any serious discrepancies in prices which cannot be accounted for, a query on a special form is sent to the firm, and if the answer does not appear satisfactory an estimate is, where possible, invited from another firm as a check. It must also be seen that the usual and proper discounts are given, and the firm referred to if this is not stated, or if the estimate form is in any respect incomplete.

150. If it is found that the article or articles in question cannot be procured within a reasonable margin beyond the Colonial estimate, a reference to the Colony - ar to the Colonial Office is usually necessary before the order can be given. If the

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