INDUCTION PROGRAMME FOR DIRECT RECRUIT

JWM(OP)

READING MATERIAL

MATERIAL MANAGEMENT & STORES

ORDNANCE FACTORIES INSTITUTES OF LEARNING

DEHRADUN, AMBERNATH, MEDAK

Restricted to participants only.

1
 CONTENTS

1. Introduction 01
2. Definitions 03
3. Procurement Policy 06
4. Method of Procurment 14
5. Earnest Money And Security Deposit 28
Issue Of Evaluatin Of Tendors And
6. 37
Placement Of Contracts.
7. Orders On Overseas Suppliers 66
Delivery Date In Contracts, Progressing
8. of Supplies, Review Of Peformance & 77
Inspection Of Stores
Miscellaneous Matters Relating to
9. 91
Purchase Contracts
Receipts Of Consignments At The
10. 105
Factories
11. Payment of Bills 129
Settlement of disputes/claims arising out
of the contracts through
12. 139
arbitration/court-procedure

13. Annexure-A- Inter Factory Demand 160

Annexure-B- Bank Guarantee Format

14. 161
for furnishing EMD
Annexure-C- Bank Guarantee Proforma
15. 162
for furnishing Performance Security
Annexure-D- Form of letter to be
16. addressed to Bank for verification of 164
BG.
Annexure-E-Format for refund of
17. 165
Security Deposit.
Annexure-F
18. 166
Schedule to Tender.
Annexure-G-
19. 167
Standard Format of supply Order

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 Annexure-H-
20. 168
Acknowledgement of a/t
Annexure-I
21. 169
Tender enquiry advertisement
Annexure-J
170
22. Attendance report for tender
Opening
Annexure-K
23.
Spot Comparative Statement 171
Annexure-L 172
24.
Data Sheet
Annexure-M 173
25.
Provisioning Procedure

27 PREPARATION OF SHIS 181

28 INVENTORY ANALYSIS 184

MATERIALS HANDLING &
29 187
PRESERVATION
30 STORES PRESERVATION 192

31 STORE, ACCOUNTING & COSTING 198

32 DISPOSAL 208

33 5`S’ PRACTICE 216

34 JUST IN TIME. 224

STORES MANAGEMENT IN ORD.
35 232
FY.

36 STOCK VERIFICATION 236

STOCK TAKING OF TEXTILE

37 240
MATERIALS
CODIFICATION IN ORDNANCE
38 FACTORIES 241

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 .

CHAPTER 1

INTRODUCTION

IMPORTANCE OF PROPER PROVISIONING AND PROCUREMENT:

In procuring the input materials required for production in Ordnance Factories

involving a huge amount of Public money as mentioned above, while all cannons of
financial propriety applicable for any Govt. Organization have to be observed on one
hand, at the same time on the other hand, the primary objective of the Organization for
which it exists viz., to deliver reliable goods on time to the Armed Forces, to keep up the
Defence preparedness of the Nation at all times, should not be lost sight of, and rather
should always be kept in mind, in all its activities in general, and specifically in
positioning the all important input materials required for production in time.
UNIQUE FEATURES INVOLVED IN PROCUREMENT BY ORD. FACTORIES :

Apart from the importance of timely supplies to Armed Forces involving Defence
preparedness, the other unique features that make the material procurement in Ordnance
Factories unique over that of the other Govt. Departments are :

(a) Highest Reliability required of its products in performance under various

adverse war environments, instilling the required confidence and morale
boost in the Forces.

(b) Stringent Defence Specifications on Quality para-meters laid down in order to

achieve the objective at (a) above, for each and every component that goes
into Defence Production, right from its raw material stage to the final
product, apart from elaborate Tests and Proof Tests involved before supplies
are made to the Armed Forces.

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 (c) Elaborate procedures for Inspection of Defence Stores, including dynamic
destruction proof.

(d) Non-availability of material to Defence Specifications readily (unlike the

other commonly used and generally readily available civil material) due to
stringent specifications called for which may have to be specifically made to
order.

(e) Even a small component can cause the failure of the entire End Store
resulting in complete loss or even losing battles, as the items like ammunition
are for use only once (either it functions or fails).

(f) The necessity, in view of the above compulsions, to develop each and every
item with proper care from the very beginning undergoing the rigours of
various Tests involved until it is established finally without showing any
incidence of failure.

REDUCTION OF TOTAL PROVISIONING PERIOD :

In the past, Indents used to be raised on Central Purchasing Agencies like

DGS&D, DGSW, London and DGSW, Washington, 3 years in advance covering 12
Months requirements i.e., a total Provisioning of maximum 48 Months requirements less
Stock & Dues. In view of the changed scenario and the urgent need to approach JIT
Philosophy, if not in one go, at least by steps, OFB has forwarded a Draft Revised
Provisioning Procedure curtailing the total Provisioning Period to 50%, to M of D for
approval and issue as Govt. Letter which is still awaited. However, since the proposed
limits are well within the original limits shown in the Govt. letter, it has been decided to
incorporate the proposed limits in the Material Management Manual, in anticipation of
Govt. approval so as to bring down the Inventory Level.

INVENTORY CONTROL:

As a result of various measures taken by O.F.Board, and efforts put in by the

Factories over the years, the Inventory level in Ordnance Factories (Store in hand) has
come down during the last Decade from nearly 11 months holding to 5 months holding
as on 31.03.2000, as against 6 months limits.

CONSULTANCY ON INVENTORY MANAGEMENT :

In the present scenario of liberalization, globalization and the utmost need for any
Organisation to compete in the World Market, the area of Material Management becomes
one of the major thrust areas for improvement. Ordnance Factories cannot afford to lag
behind. Even though, marked improvement has been achieved as compared to the yester
years, still it is not enough in the present context.

It has directed that OFB should enter into a Consultancy Service on Inventory
Management so as to further improve the Inventory position. Accordingly, OFB has

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entered into a Consultancy Service on Inventory Management with Indian Institute of
Management (IIM),Calcutta.

CHAPTER 2

DEFINITIONS

Procurement The term procurement means acquiring all types of equipment, stores,
spares, goods and services including packing, unpacking, preservation, transportation,
insurance, delivery, special services, leasing, technical assessment, consultancy, system
study, software, literature, maintenance, updates, conservancy, etc. Procurement is
undertaken through various types of contract, including Rate Contract, Price Agreement
and Memorandum of Understanding (MOU) between the purchaser and supplier as per
existing laws and procedures.

Purchaser In all cases of procurement on behalf of the Central Govt., purchaser is the
President of India acting through the authority issuing purchase orders. In cases of
procurement by the departments of the state Govt., the purchaser is the Governor of the
state while for PSU, the chief executive of the unit is the purchaser. So far as Defence
procurement is concerneed
d, the President of India is the purchaser.

Supplier. Supplier is the pa hich contracts to supply goods and serviccees. The term
party, whi
includes his employees, agents, successors, authorised dealers, stockists and distributors.
Contract The proposal or offer when accepted is a promise, a promise and every set of
promises forming the consideratiio on for each other is an agreement and an agreement, if
made with free consent of parties competent to contract, for a lawful consideration and
with a lawful object is a contract.
(Section-2,10,11,13 & 14 of contract Act 1872)

Stores The term ‘stores’ applies generally to all articles and materials purchased or
otherwise acquired for the use of Govt. including not only expendable, consumable, and
issuable articles in use or accumulated for specific purposes, but also articles of dead
stock of the nature of plant, machinery, tools and machinery spares, instruments,
furniture, equipment, fixtures, armaments, victualling, messtraps, live stock and clothing
etc., but excluding books publications, periodicals etc., in a library.
(Note 66 to Rule 99 GAR)

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Financial Powers Financial power is the powers vested in an authority by the GOI or
delegated to an authority to approve expenditure from the funds placed at the disposal of
that authority. While the powers vested by the President of India is known as intrinsic
powers and can be delegated to subordinate authorities, delegated financial powers can
not be further sub-delegated. However, the CFA may authorize staff officers to sign the
financial document on his behalf with the clleear understanding that the accountability for
the correctness of such documents remains with the CFA. No CFA can approve an
expenditure involving amounts beyond his financial powers.

Competent Financial Authority. The Competent Financial Authority (CFA) is an

authority duly empowered by the Govt. of India to sanction and approve expenditure
from public accounts to a specified limit in terms of amount of such expenditure and
availability of funds. All financial powers are to be exercised by the appropriate CFA.

Next Higher CFA Where more than oon ne authority has been delegated financial powers
under the same Serial/Head, authority with higher delegated financial power will
constittu
ute next higher CFA.

Indent. An indent is a requisition placed by the provisioning authority on the

procurement agency to procure an item. Indent is the authority for initiating procurement
action and may contain one or more items, each with distinct item code / part No. All
necessary details of the item including quantity, denomination, estimated price,
specification, scope of supply, date required by and inspection authority are to be
indicated in the indent to enable prompt procurement of the item. In case of OFB, indent
is an authority to undertake manufacturing of the end store and purchase of all raw
materials, components on the basis of Bill of Material.
Rate Contract. A Rate Contract (RC) is an agreement between the Purchaser and the
supplier to supply stores at specified prices during the period covered by the contract. A
RC is in the nature of a standing offer from the supplier and no minimum drawal need be
guaranteed. A contract comes in to being only when a formal order is placed by the CFA
or the Direct Demanding Officers (DDOs) on the vendor.

AHSP. Authority Holding Sealed Particulars (AHSP) is the authority Empowered to

draw up the specification of the item, and hold the detailed particulars of the item. AHSP
may be the DGQA or an authority in the Service Headquarters for service specific items.
Ordnance factories are AHSP for items issued to indentors other than defence and ‘B’
vehicles. The AHSP is authorised to modify, update and promulgate the specifications
for the range of items under his purview only after consulting manufacturer, user
Directorate. The procurement officers, the suppliers and the inspection agencies will
comply with the specifications drawn up by the AHSP.

Inspection Authority. The inspection authority is to promulgate inspection methodology

and nominate suitable inspection agency for specific contracts. In respect of Ordinance
factories, GM’s are the inspecting authority for items required by indentors other than
defence.

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Inspection Officer. The Inspection authority based on the type of items and geographical
location of the purchaser and supplier nominates the Inspection agency and the Inspection
officer. The Inspection Officer is nominated by GM (normally QC Officer) shall be
Inspection Officer.

Acceptance of Tender. This is a term for accepting the Tender of concluding the
contract. The term, “Purchase Order”, “Contract”, “Demand” or “Order”, will not be
used.

Accounting Unit: This is the unit of payment of stores as stated in the Acceptance of
Tender or Supply Order viz. number, Litre, Pair, Tonne, Meter, Kilogram, Square Meter,
Cubic Metre etc.

Accepted: ThThis term will be used in connection with the stores examined/tested by the
Inspecting Officer and found to be in accordance with the contract. The term “Passed”
will not be used.
Advance Sample: Advance sample is the sample which is to be submitted by the
contractor for approval by the competent authority when so stipulated in the contract,
before the bulk supply is manufactured and offered for inspection.

Stage Inspection: This is an inspection carried out in the stages of manufacture of the
product as may be required to assure the manufacture of the produce to the contract
sppeecification. This is carried out in respect of such parameters, which may not be possible
for examination after the completion of the manufacture of the product.

The terms and expressions not defined herein shall have the meaning assigned to
them if any in the India Sale of Goods Act 1930, or the Indian Contract act 1872, or the
General Clauses Act 1897, or the other Govt. Instructions as amended from time to time.

8
 CHAPTER 3

PPR
ROOC
CUUR
REEM
MEEN
NTT PPO
OLLIIC
CYY
PROVISION PROCEDURE:

This provisioning procedure was envisaged on firm Indents from the services
four years in advance. For various reasons the placement of firm Indents on four yearly
roll-on basis has since been replaced by firm annual Issue Programme finalised before
the beginning of each financial year.

WORKING STOCK OF STORES:

Working Stock of Stores in Ordnance Factories is broadly categorised into two

groups viz., (I) Direct material i.e., Materials/Components/Packages etc. used in the
Products manufactured in Ordnance Factories, and (ii) Indirect material i.e., General
Purpose Stores & Maintenance Stores.

Direct Material

a. For the purpose of initiating provisioning action for the items of service
requirement with firm indents, the quantity agreed/ as settled with
Services in the target fixation meeting before the beginning of the
financial year will be the basis. Further, provision of 25% quantity for the
first quarter of next year may also be kept.

b. When the target so given is not backed up by covering indents,

Ordnance Factories are authorised to procure 25% of the requirements of

9
 input materials for the annual target with an option clause restricted to
25% of the contracted quantity/ value subject to the following:

(i) Receipt of a communication from the indentors that indent will

follow to cover the target set.

(ii) The supply of the end product is within the issue budget firmed
up in budget estimate; and

(iii) The end product is not likely to be phased out.

In respect of other than Service Indentors Annual requirement as

projected by them shall be considered as the basis for provisioning.

Imported Items

For Direct Materials of imported origin, provisioning action will be initiated well
in advance of the period of utilisation. Provisioning action will be taken for requirement
upto a maximum period of 24 months i.e., 12 months in advance of the period of
utilisation, which is 12 months, less stocks and dues.

Indigenous items

For Direct Materials indigenously available, provisioning action shall be initiated

at least six months in advance of the period of utilisation which will be 12 months i.e.,
provisioning action will be taken for a maximum period of 18 months, less stocks and
dues.

Indirect Material

Provision of stock of indirect materials i.e., General Purpose Stores &

Maintenance Stores which are not required directly in the production will be made on the
basis of monthly average consumption during the preceding 24 months.

Imported items

For indirect imported items, provisioning action must be initiated minimum six
months in advance of the period of utilisation which will be 12 months i.e. provisioning
action will be taken for a maximum period of 18 months less stock and dues.

Indigenous items

For indirect indigenous items, procurement action may be taken minimum six
months in advance of the period of utilisation which is twelve months i.e. for requirement
upto a maximum period of 18 months less stock and dues.

N.B:

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 (i) Exception may be allowed in the case of certain Stores where provision is
required to be made on the basis of technical knowledge/uses after taking
into account the life of the stores required ,or economic batch quantity or
for the minimum quantity acceptable to the supplier.

(ii) Where assessment of requirement based on past consumption is not

considered adequate, due to high consumption of the item in the recent
past or due to commissioning of new Plant etc. requirement may be
assessed based on the available data. In such cases full justification should
be recorded. Similarly, where any reduction is foreseeable, for reasons
such as declining production trends or the residual life of the plant
concerned, the assessed requirement will also be reduced and reasons
recorded.

STOCKPILE AUTHORISATION :

a. Stockpiles of non-perishable imported materials shall be built upto 6 months

requirements, and of indigenous materials difficult to obtain upto 3 months
requirements except where higher limits have been specially authorised.
Maximum monthly production envisaged on the basis of two shift normal
working, where it could be worked, may be taken as the basis for calculation
of the authorised stockpile holdings.

Factory will ensure that the stockpiles are adequately turned over from time to
time.The stockpiles referred to above will be entirely distinct from the regular
or any other stocks that are referred to above.

b. Each item of stockpile shall be reviewed every year or as soon as it comes to

notice that the indigenous production of the imported items has developed
satisfactorily or the supply position of the indigenous items has improved or
the production of the relevant store has been discontinued.

STOCK HOLDING :

The levels of Store-In-Hand Inventory held by a Factory at any time in respect

of imported stores as well as indigenous items, will depend upon the criticality
of the items in maintaining the continuity of production, lead time required to
procure the item, availability of alternate capacity verified and established
sources, availability of storage space etc. The optimum level of SIH inventory
for any item may be fixed by the General Managers in such a way that the
overall assessed inventory holding for the factory should not normally exceed
the maximum level as indicated below: -

TIMELY ACTION :

The factory should take prompt and timely action for both indigenous as well
as imported items, through OF Board wherever necessary, in such a way that

11
 stock-out situations are avoided to maintain continuity in production and at
the same time the over all SIH inventory is contained within the limits shown
in the Table above.

STAGGERED DELIVERIES :

Deliveries against the Supply Orders/IFDs shall be staggered so that as far as

possible the actual stock at the factory is restricted within the maximum levels
in consonance with the Production/Issue Plan of the factory. For this purpose
the staggered delivery schedule desired shall be included in the tender
notice/IFDs itself.

PRINCIPAL ASPECTS OF PROVISIONING PROCEDURE :

The Principal aspects of the provisioning procedure are:

1. Frequency of Provisioning review

2. Provisioning period.

3. Determination of requirement.

4. Determination of Stock and Dues.

5. Stock level to be maintained.

6. Stock pile.
7. Net Requirement
8. Preparation of Material Planning Sheet

FREQUENCY OF PROVISIONING REVIEWS:

Since the demands from services are firmed up on annual basis, the
production targets for Fys. are also firmed up by OFB on annual basis, without
much lead time left. Frequency of Provisioning Review has become an annual
exercise in consonance of which the period of utilisation has also been fixed as 12
months in provisioning procedure. Apart from this annual review, any change in
production programme of any end product due to increase or decrease in demand
or any other reason will necessitate mid-course review.
PROVISIONING PERIOD :
The total provisioning period varies from 18 to 24 months depending on
whether the item is a direct material used in production or indirect material for
maintenance/general purpose use and
Whether imported or indigenous.

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 The provisioning period consists of two parts viz. (i) lead-time and (ii) the
period of utilisation.
a). The lead time is intended to cover all actions upto materialisation of
supplies i.e. assessment of net requirement, procurement consisting of
tender action, tender decision, placement of orders and delivery period
required by the supplier.
b). Period of utilisation is the production period during which the entire
ordered quantity will be utilised for meeting the production target after full
drawal of stock and supplies received against dues at the time of provisioning
action. The period of utilisation covers a period of 12 months.
Within the above design, i.e., lead-time + period of utilisation = Total
provisioning period, different provisioning periods in months have been laid
down for different categories of stores as under: -

Period of
Lead Time Total
Utilisation
Source
Direct Indirect Direct Indirect Direct Indirect
Material Material Material Material Material Material

Imported 12 6 12 12 24 18
Indigenous 6 6 12 12 18 18

Determination of Requirement
For direct materials, requirements have to be related to the firm demands
for the end products. To ensure this, production programmes are formulated with
reference to Service demands, available capacity in the Factories and other
facilities and constraints related to production in the factories. Production
programmes are drawn on annual basis in tune with the Services provisioning
cycle. Here it may be said that the liabilities should not only ignore anticipated or
suspended demands, but also should take into account only that portion of the

13
 service demands which can be realistically accommodated within the production
programme of the concerned factory/factories.
A comprehensive Material Estimate will be prepared for direct materials
by Estimate Section of the factories and kept upto date in accordance with the
experiences of the actual manufacturing requirements including wastage at all
stages. In case of Ad-hoc demands where no standard estimates exist factories
will prepare provisional estimates and assess immediate requirements on that
basis, till later converted to actual standard estimates.
In respect of indirect materials e.g. maintenance and general-purpose
items, the requirement may be determined on the basis of average consumption
during past 24 months. However, monthly rates worked out on the basis of past
consumption may be moderated, where necessary, upwards due to reasons such as
increasing rate, downwards due to reasons such as declining production trends,
decadence/weeding out of plant/machinery etc. There may be items in respect of
which assessment of requirement may not be amenable to any of the above
methods. In such cases assessment may be made on the basis of technical
knowledge, the life span of the stores etc. or for the minimum acceptable quantity.
For example, provision of spare parts for machinery is made with reference to the
following information: -
Quantity used per machine at a time
Numbers of such machines in commission
Expected life of each part/component
Time since the existing parts were put in use and their residual life.

After a proper and reliable Monthly requirement (MR) is arrived at, total
requirement may be determined by multiplying MR with the number of months,
which constitute the total provisioning period. For items for which stockpile is
authorised, the deficiency in the stockpile holding, if any, is to be added to arrive
at the total requirement. For such items, as and when stock out situation is likely to
arise, the required quantity may be withdrawn from the stockpile stock to meet the
emergency situation and as soon as the first consignment of the item against regular
procurement action is received, the deficiency in stockpile will be recouped first.
However, for first time procurement against stockpile sanction, the procurement
action should be taken separately against Capital Expenditure Head. Where
products are marketed through dealers and where there is regular recurring market
demand for the same, a realistic production programme may be formulated on the
basis of market trend, having due regard to the spare capacity available for
production of the item. For items for which Ex-shelf stocks have been authorised,
deficiency in actual holding, if any, will also have to be made up.
Determination of Stock and Dues :

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 Stock to be taken into account is the balance shown in the stock-cum-
provisioning ledger on the date from which provisioning period commences. This
balance should be reconciled with the ground balance, taking into account the
latest drawals as well as receipts.
While calculating the stock balance, the material lying on the shop floor
must also be taken into account. Dues will include:
Unsupplied quantities against all direct purchase orders placed by Factory
itself.
Unsupplied quantities Against A/Ts, S/Os, placed by DDS or against any
Rate/Running contracts of DGS&D/OFB.
Unsupplied qty. against Inter Factory Demands.
Supplies, if any, expected from surpluses circulated by other Fy / Services.
In addition, if the concerned Fy itself has capacity for production of the
item to any extent, the total planned/anticipated production during the entire
provisioning periods should be taken into account.
Care should be taken to see that dues expected to materialise during the
Provisioning Period are only counted to arrive at the net deficiency for the
Provisioning Period.
Stock level to be maintained :
In the provisioning procedure it has been emphasised that delivery period
in A/T's/S/0s should be staggered such that inventory level is kept within the
optimum evel/to be set by GMs for each item so as to keep the overall SIH
Inventory level within the maximum level prescribed for the concerned group of
Fys. This is a crucial stipulation for regulating inventories. This aspect, therefore,
deserves critical attention and can be taken care of only by advance planning
adhering to the realistic timetable for each component of the lead-time.
Completing formalities regarding provisioning review and material
requirement planning Floating tenders and finalising the purchase contract/
placement of IFDs
Giving reasonable time to the suppliers for production, inspection lead
time, and finally time for delivery of the stores.
The time frame for the first two exercises is within the control of and,
therefore, the sole responsibility of the concerned Fys. except for the items for
which total procurement value exceeds the financial power of GM. In regard to
DP, no hard and fast time frame can be laid down, as this will depend on the
nature of the store, its specification, technology of production, number of
established suppliers etc. The delivery period will have to be laid down taking
into account the above factors and past experience. Further in many cases it will be
necessary to ask for delivery in suitable instalments keeping in view the
requirements of production.
Stock Pile :

15
 Stockpile is an emergency reserve and is intended to enable the factories
to maximise production of the related end product at short notice or
immediately after the emergency arises. The cost of this reserve is capitalised.
A separate store ledger will be maintained by the LAO to enter all the stockpile
items. The stockpile, being an emergency reserve should be kept in tact. At the
same time, as laid down in the provisioning procedure, it has to be turned over from
time to time as a measure of preservation. This is effected by transfer from stockpile
stock to working stock, subject to the following conditions: -
OF Board approval should be obtained for making any withdrawal from stockpile.
Stockpile is permissible only in respect of 'imported' and difficult
indigenous stores, the maximum limit for each category being 6 months' and 3
months' requirement respectively, unless specifically authorised for higher levels.
The withdrawal from stockpile will be first transferred to stock ledger and
issued on demand notes.
Once an item is identified for stock piling and the quantum is determined,
competent authority shall be approached for sanctioning of stockpile creation. The
monthly requirement of stockpile items is determined with reference to the
maximum achievable capacity available in the Ordnance Factory for production
of the related end product as evidenced by past performance.
Factories will submit a half-yearly certificate to OFB to the effect that all
items held in stockpile, are in good condition and have been subjected to due care
and preservative treatment.
A register of stockpile items is maintained by each of the holding Fys. and
a centralised register of all the items is maintained at Stock Pile Section of MM
Divn. at Hqrs. This Section in co-ordination with the concerned Fys. should carry
out continuous review of the stockpile items, in pursuance of the stipulation made
in the Provisioning Procedure. Such a review is essential having regard to the
following factors:

Obsolescence of/reduction in the demand for end products.

Change in specification/substitution.
Indigenisation or expansion of the indigenous manufacturing capacity.
Net Requirement :
Based on quantity permissible for procurement at any stage under the
authorised provisioning procedure, the net requirement is arrived at by taking into
account the stock dues and WIP.
Preparation of Material Planning Sheet :
With the computerisation in Fys. MP Sheets are generated based on
production programme and standard estimates for the items. MP Sheets indicate

16
the net requirement after taking into account the stock and dues. IFD dues will be
indicated in the SHIS/MP Sheet/Data Sheet with rates.
Preparation of Store Holder Inability Sheet (SHIS)
For all items of procurement factory is to prepare Store Holder Inability
Sheet (SHIS) which will show the requirement, present stock and dues, net
requirement etc. The SHIS will also give the details of all dues. The SHIS should
be prepared preferably on the system and not manually prepared. SHIS should
invariably be vetted by LAO in respect of quantity and by QC/Pattern office
inespect of the technical specification. The purpose of quantitative vetting is
toensure that there is no over provisioning, whereas specification vetting will
ensure procurement of stores to latest approved specifications.

17
 CHAPTER 4

METHO
METHODS O
ODS OFF PPR
ROOC
CUUR
REEM
MEEN
NTT
PROVISIONING OF STORES:
Stores are normally provisioned through the following methods
1. Inter Factory Demand (IFD)
2. DGS&D Rate Contract (R/C)
3. Direct Purchase
4. Other Military Departments.
5. Other than Military Departments.

PROVISIONING THROUGH INTER FACTORY DEMAND (IFD) :

The User Factory will place IFD on the supplying factory in the prescribed form
viz. IAFA-1921: (Annexure-1) giving inter-alia, the following particulars:
(a) Connected Extract No. Date.
(b) Correct nomenclature of the stores demanded together with the relevant
manufacturing particulars etc.
(c) The purpose for which the stores are required.
The indenting factory will be responsible for ensuring that the particulars quoted
on the IFDs issued by them are correct. They will also supply to the feeder factory
particulars/ drawings/ specifications quoted in the IFDs and required for completion of
the IFDs. In order to expedite supply of additional copies/ particulars, if any, request to
AHSP should be made while forwarding copies of the IFDs to despatch the
manufacturing particulars etc. direct to the supplying factory.
If Raw-Material cost of an item in the quoted price of Supplying Factory is more
than the total cost of the trade, the Indenting Factory may go to Trade with prior approval
of Operating Member of Supplying Factory and Member/P&MM.
Copies of IFDs should be endorsed, among others, to the following authorities: -
i) Concerned AHSP for vetting of Specification/Particulars and communicating
additions/alterations, if any,
ii) Concerned Inspection Agency, both for inter-stage and final inspection.

18
 iii) LAO of the user Factory- for post audit
iv) LAO of the supplying Factory

DGS&D Rate Contracts:

In case of items for which DGS&D Rate Contracts exist, the General Managers
as Direct Demanding Officers (DDOs) will procure these items by placing direct orders
on the firms. Such purchases will be treated as Central Purchases.

PROVISIONING THROUGH DIRECT PURCHASE :

Single Tender.
As per Rule 154 of GFR-2005, Procurement from a single source may be
resorted to in the following circumstances:-
(i) It is the knowledge of the user department that only a particular firm is the
manufacturer of the required goods.
(ii) In a case of emergency, the required goods are necessarily to be purchased
from a particular source and the reason for such decision is to be recorded and
approval of competent authority obtained.
(iii) For standardization of machinery or spare parts to be compatible to the
existing sets of equipment (on the advice of a competent technical expert and
approved by the competent authority), the required item is to be purchased
only from a selected firm.

NOTE: Proprietary Article Certificate in the following form is to be provided by

the Ministry/ Department before procuring the goods from a single source under
the provision of sub Rule 154(i) and 154(iii) as applicable.

FORMAT FOR PAC

(i) The indented goods are manufactured by
M/s_______________________________
(ii) No other make or model is acceptable for the following reasons:-
__________________________________________________________
_________________________________________________________
_______________________________________________________
(iii) Concurrence of finance wing to the proposal vide:-
_______________________________________________________
(iv) Approval of the competent authority
vide:__________________________________

19
 (Signature with date and designation
of the Procuring Officer)

(a) Single Tender being PAC purchase.

Certain items, particularly equipment, are the propriety product of a

manufacturing firm. Such items are only available with that firm or their dealers, stockist
or distributors as the detailed specifications are not available for others to manufacture
the item. In such situations, a Propriety Article Certificate (PAC) is issued to the original

equipment manufacturer (OEM) and items procured on PAC basis from that particular
firm or their authorised dealers or distributor
ors. While PAC is issuueed only in respect of the
concerned OEM, the item may be bought from any supplier listed in that particular PAC
provided the purchase is accom mppanniied by a proper manufacturer certification. PAC once
issued will be valid for the specific case of procurement. PAC for items valuing more
than 10 Lakhs is to be approved by the concerned operating member.

PAC bestows monopoly and obviates competition. Hence, PAC status must be
granted after careful consideration of all factors like fitness, availability, standardisation
and value for money. PAC certificate should be granted preferably by Head of
Establishment / Unit to avoid dilution. Many OEMs do not manufacture assemblies, sub-
assemblies and components but out source these items. Hence, such items may be
available at cheaper prices with the actual manufacturers. The procurement officers must
therefore keep abreast with the proper source knowledge and procure items from the right
source to protect the interest of the state. However, the spares have to be sourced from
OEM or OEM approved/recommended manufacturers only in order to make the OEM
responsible for the malfunctioning of the main equipment in which the spares have been
fitted.
When Defence PSUs have specifically developed an item for the department of
defence or have taken TOT, such sources could be treated at par with the PAC firms.

(b) Single Tender on grounds of urgency.

Single Tender Powers delegated to General Managers are limited. Single
Tendering for non- PAC items may be resorted to only on the grounds of urgency or
operational or technical requirements. The reasons for single tender enquiry (STE) and
seellection of a particular firm must be recorded and approved by the CFA prior to single
tendering. Purchases on STE basis should be made from reputed firms after determining
reasonableness of rates.

(c ) Single Tender being Single Known Source of Supply (SKS)

In such cases Single Known Source (SKS) certificate to be given. The SKS
certificate should be backed up by supporting documents e.g. design requirement and also
efforts made to know other source/ confirm no other source by flooaating OTE.

20
 der. Limited Tender Enquiry (LTE) may be resorted to in case of indigenous
Limited Tennd
procurement : -

( a) When the requirement of stores is urgent and the desired delivery

schedule cannot be met if the open tenders are invited. The
indenting officers should place on record and nature of urgency and
why the demand could not be anticipated earlier.
(b) When the sources of supply are definitely known and limited.
( c) When it is not in Public interest to call for open tenders due to
security reasons.
(d) When Govt. policies designate specific agencies.

( e) Besides, when possibility of fresh source(s) beyond those beiin ng

tapped is remote, TE may also be resorted to for military specific items
when pecifications are very stringeen
the ssp nt, quality of item is of prime
importance and the items are generally not available in open
market. The indenting officer should place on record the detailed
justification.
(f) The minimum number of suppliers to whom LTE should be sent is
normally six. In case less than six approved suppliers are available,
LTE may be sent to available approved suppliers with approval of
the CFA duly recording the reasons.
(g) In case it is proposed to exclude any registered/approved supplier,
detailed reasons like failure in supply should be duly recorded and
approval of IFA be taken before exclusion.
(h) Adequate time should be given for submission of quotes, which
should not be less than three weeks. Longer period could be given in case
of import and in complex cases.

Categories of Vendors:
The purchase procedure and tendering system for all Direct Materials used for
Defence Production have great bearing on the categories of vendors available. For this
purpose, vendors are broadly divided into the following categories: -
(A) Registered and Established Vendors for a particular item - LTEs can be
given.
(B) Established vendors since long but not registered. Not to be entertained
unless Registered.
(C) Registered Vendors but not yet established. Source generation Tender
Enquiry can be given.
(D) Potential vendors neither registered nor established supplier for a
particular item as yet. No Tender Enquiry can be given at all.

21
 (E) DRDO/AHSP recommended vendors for new items. Tender Enquiry for
Source Generation can be given but the Firm is to get Registered with
AHSP etc.
Definition of "Established Source”:
A vendor can be considered as an established source for a particular item if they
have successfully delivered the quantity against One Supply Order and supplied
minimum of 50% of intended quantity against tender meeting the desired quality
requirements satisfactorily.
Open Tender. Open Tendering is the preferred mode of procurement for common use items of generic or
commercial specifications to ensure adequate competition.
All items of common use, which are normally available in open market with a wide range
of sources, should be procured against open tender enquiry (OTE). Open tender system
involves wide publicity through advertising media (Press, Trade, Journals etc). Open
tender notifications will be sent to Director General of Commercial intelligence and
statistics, Calcutta for publication in their weekly issue of Indian Trade Journal and to the
DAVP, New Delhi for publication in leading National Delhi News Papers.

All OTEs should be put on the Ministry of Defence web site, service HQrs/OFB, DRDO
HQrs web site (Wherever in place) to ensure wide publicity. In case of OTE, tender
forms are also sent to all registered suppliers for the particular range of items. Normally,
Four weeks time should be given to submit the quotes. Ministry of Finance in their OM
dated 17-7-2004, has maintained that NIT for open tenders should be on the departments
website and also on the main website of NIC. This should be invariably done in case of
Non-lethal items. Bidding documents, which are distributed by an electronic system,
must be secured to avoid possibility of modification and restriction of access to
bidders.
In OTE cases where, an unregistered firm claiming compliance of technical
specifications meets the laid down technical parameters detailed in RFQ, before opening
the commercial bid of such firm, the approval of the sample and capacity verification by
the AHSP/designated inspection agency would be mandatory.

Normally where the specification of the item tendered is very clear and the
vendors are in a position to quote without any doubt on the specification, single bid
system is followed. However, two bid system can also be followed in exceptional cases
for parts/ material/ stores/ services where it is opined by CFA that complexicity of stores/
services are such that there are chances of discussion on technical/ comprehension of
scope, clarification.
4.3.4 Global Tenders:
In case of global tender enquiries for imported stores/equipment simultaneously
with the publication of tender notice in the media within the country, a circular letter may
be sent to the Embassies abroad by diplomatic bag indicating the store demanded
specification, quantity, delivery period and nature of F.E. available along with a copy of
the tender sets. Also Ten copies of tender sets are to be sent by diplomatic bag to each of

22
the supply wings at London and Washington and the Inspection Cell at Japan to enable
them to give adequate publicity to the demand.
All tender notices should be displayed on the office Notice Boards, wherever such
arrangement is in vogue. A minimum of 6 weeks should be given to the firms for
submission of their quotes.
AB-INITIO NEGOTIATION:
Negotiation should be undertaken only in exceptional circumstances. Ab-initio
negotiation may be undertaken: -
a) For purchase of proprietary articles.
b) Purchase of stores manufactured by only two or three firms or a group of allied
firms producing the store. Such negotiation would not be justified on the
ground of urgency alone where the more appropriate course will be short-
dated limited tender enquiry with selected firms.
Ab-initio negotiation should be restored to only with the prior approval of the
competent authority, unless a general dispensation is already available for specific cases
or stores.

Ressu
ultant Single Vendor Situation
There are cases when only a single quote or a single valid acceptable quote is
received even against LTE or OTE. This results in a single vendor situation indicating
lack of competition. These cases will not be treated as procurement against Single Tender
Enquiry and shall be progressed as an LTE or OTE case as applicable. This will be
effective subject to repealing of applicability of DFPR on OFB organization by MOD.

As per note 27 of Rule 102(i) of GFR, “invitation to one firm only” is single
tender. As per amplification note 6 of DPP 2002, when TEC shortlists only one vendor,
such cases are not to be treated as single tender case for getting CFA approval. Rule 26
of DFPR clearly stipulates that provisions of DFPR are not applicable to expenditure
debitable to defence estimates. Accordingly if a single valid quote is received against
LTE/OTE/GTE it may not be treated as a single tender contract.

In amplification of note 6 of DPP it has been clarified that in a two bid system, if
the TEC shortlists only one equipment as acceptable it will not be considered as a single
vendor. As the techno commercial offers had been received before the opening of bids,
the commercial bids were competitive in nature as the vendors would have submitted
their price offers in an open competition and would not have been aware of any single
vendor getting approved after TEC.

However, there is a need for taking precautions to protect the interest of the state.
The following precautionary measures will be considered by the CFA w hile approving
wh
procurement against resultant single vendor situation in case of LTE: -

( a) One extension of tender opening date should be given before opening the
single quote.

23
 (b) Specific approval of CFA is to be obtained before opening single quote.

( c) CFA is to satisfy himself about the method of dispatching TE and consider

the possibility of TE either not reaching the vendor or not reaching in time to
enable them to quote before approving opening of a single tender.

(d) In case, a single quote out of the multiple quotes received emerges as the
acceptable quote after evaluation, then the reasons for rejection of each quote is to
be recorded in detail.

DEVELOPING NEW SOURCES:

For developing new sources following procedure depending upon the type of
store should be followed.
Necessity for Vendor Development:
(a) When the number of existing Established Vendors is less than Six for Direct as
well as Indirect Materials.
(b) To implement indigenisation programme.
(c) Change in 'Make' or 'Buy' decision.
.Multiple/Alternate vendor development programme under the following
circumstances :
(a) When it is apprehended that the established vendors have formed a group and
quote to the disadvantage of the Govt.
(b) When the rates offered by the established vendors are considered high and not
realistic in terms of the prevailing market condition.
(c) When the composite index of vendor rating of an established vendor is found to
be below the acceptable qualifying grade in spite of repeated efforts on the part of
the purchaser to help the vendor to regain his original grading.
(d) When the total capacity of the established vendors is not adequate to meet
purchase requirement including contingencies that may arise due to failure of any
vendor.
Procedure for vendor development.
For stores requiring long time for development or needs heavy investment for
creating manufacturing infrastructure.
For stores which require long period for development or heavy investment for
creating the necessary infrastructure, development of new sources is quite difficult. For
this purpose, Open advertisement is to be issued every year for enlisting firms willing to
participate in tenders issued by Ordnance factory along with details of their
manufacturing and financial capabilities. The capacity of the willing firms as received
against advertisement shall be carried out by a team of officers. The firms found suitable
by the committee of officers shall be considered for issuing tender enquiry to the extent
of 20% of the Annual required Quantity. Development order shall be placed for a

24
minimum quantity of 50% of the tender quantity. After successful development and
supply of the item the firm shall be considered at per with other established vendors. In
these cases orders may be placed on more than one vendor in the interest of developing
more sources for wider competition with/without price differential within the financial
powers of concerned authority, keeping in view the CVC Guidelines. A Source which
completes successfully one Developmental Supply Order shall be considered as an
Established Source.
For stores requiring short time for development
For this category of stores open tender enquiry in two bid (technical and
commercial) system may be resorted to. The firms may be evaluated in the first stage
(technical bid) for their technical capabilities. Firms qualifying in the first stage only may
be considered for the second stage i.e. price bid stage. Other conditions are same as
mentioned earlier.
TPC, after taking into consideration various factors highlighted at above, may
decide whether to continue development of new sources if the number of established
sources is sufficient, say maximum ten.

Helping hand to New Entrants:

In Vendor Development Orders, realistic delivery schedule may be given.
However, if the supplier takes longer time to develop the item, the order on the firm may
be cancelled after a reasonable period of extension. Security Deposit of only 5% on the
value of the Development Order will be obtained which may be forfeited by the
relevant TPC, if considered justified in case of failure of the firm to execute the
development order within a reasonable time. Proper guidance/help, wherever necessary,
should be extended to the vendors for development.
Extension of DP in such cases should be determined on the complexity of the
item, estimated time for its development, no of developed sources etc.
REPEAT ORDER:

Repeat orders against a previous order may be considered for approval by the
respective CFA in cases of unforeseen additional requirement, for which there is not
enough time to position the material by processing the procurement case in the normal
manner, subject to the following stipulations:-

( a) Items ordered have been delivered successfully.

(b) Original order not to cover urgent/emergent demand.

( c) It is not placed to split requirement to avoid sanction of the next CFA.

(d) There is no downward trend in price as ascertained through market

intelligence, and a clear certificate should be extended to that effect. For
ascertaining the market trend relevant index wherever available should be

25
 referred. In case no reference is available budgetary quote to be taken as guiding
pr i c e .

( e) The firm is prepared to hold the same prices, terms and condition
including delivery schedule as per service requirement.

(f) The requirement is for stores of identical nature/specification,

nomenclature etc. Minor improvements in spec(s) or phasing out of products due
to obsolescence should not be precluded from purview of repeat order.

(g) It is placed within 12 months from the date of supply against previous
order and only once.

(h) Repeat order quantity is to be normally restricted to a maximum of 100%

of last order quantity, both in case of indigenous procurement and import orders.
(j) The original order placed should be on the basis of lowest (negotiated)
price and was not oonn delivery preference.

(k) This provision could be exercised in case of PAC/Single Vendor OEM

cases. However, where multiple vendors are available, necessary care should be
taken in exercising the option clause.
(l) In case S.O/contract where option clause has been availed of, it may not
be desirable to place further repeat orders.
PROCUREMENT OF DIRECT MATERIALS:
Defence Requirements:
80% from Established Sources :
Limited Tender Enquiry for about 80% of Annual Ordering quantity is to be
floated among the category A Vendors. If minimum six vendors are not available in
Category A, Category B Vendors may also be included in the list for issuing tenders.
However, even after including all Category B Vendors, if the number remains below Six,
LTE will be issued only to the available A and B Category vendors. Vendors enlisted in
other factories for the same item should be included in all cases exceeding Rs.30 Lakh.
The list of vendors for issue of LTE in purchase cases falling under the
powers of GM, OFB and MOD should be approved by TPC-level I of the Factory.
For cases falling under powers of Addl GM/Jt.GM/DGM/ WM the vendor list shall be
finalised in the respective TPC. Inclusion of new vendor or deletion of an established
source is to be done with detailed reasons recorded in the vendor selection TPC meeting.
For this purpose, Fy/TPC meeting will undertake the following two functions viz.: -
(a) Decisions on the list of vendors on whom LTEs are to be floated and
(b) Decisions on Tenders opened, based on CSTs placed before TPC.
While finalising the the list of vendors for issuing LTE and development order,
there should not be any mix-up in the sources in the sense that LTE should be issued to
established sources only and not to any un-established source. Similarly in the case of

26
source development, tenders should be issued to new vendors only and not to established
sources. While finalising the list for cases exceeding Rupees Thiry Lakhs the purchase
officer shall certify that vendors enlisted in other OFs requiring the same item have been
included.
For commercially off the shelf stores, where qualitative requirement and technical
specifications are clear are to be procured through OTE on single commercial bid basis.
20% from New Sources :
For developing new sources, Open advertisement/OTE as mentioned at para 4.4
is to be issued depending upon the type of item.
Source development open tender enquiry to be done in advance in anticipation of
order as the capacity verification exercise is not linked to specific quantity/ indent. Firms
found having the capability, as confirmed by capacity verification, shall be issued TE
which is deemed OTE.
Vigorous efforts should be made for developing new/additional sources and
the vendors should be facilitated for the same. Non-serious vendors- who do not
show reasonable progress should not be given D.P extension so as not to block the
quantity under procurement. Extension of DP in such cases should be determined
on the complexity of the item, estimated time for its development, no of developed
source etc.

PROCUREMENT OF OTHER THAN DEFENCE REQUIREMENTS :

The Purchase Procedure and Tendering System for all Direct Materials used for
other than Defence Requirements will be the same as that enumerated above for Direct
Materials used for Defence Requirement. They may get themselves registered with the
concerned Ordnance Factory or with DGS&D or in case of SSI Units with NSIC. A
Vendor registered with one Ordnance Factory for a specific item may be considered as
registered with other Ordnance Factories for the same or similar items. For the purpose of
determining “similar item” decision of committee formed by General Manager of
consuming factory shall be final.
NECESSITY OF UN-REGISTERED ESTABLISHED SOURCE TO GET
REGISTERED:
Once a Category B vendor secures an order for an item, he must immediately
apply for registration within a month's time to Ordnance Factory /DGQA /DGAQA
/DGNAI (endorsing a copy to the Factory concerned) to become category A vendor.
Such category B vendors will not be given enquiries unless they get themselves
registered with Ordnance Factory/DGQA/DGAQA/DGNAI within a reasonable time.
Otherwise, they will be removed from the list of category B Vendors.
FIRST TIME PRODUCTIONISATION OF DRDO/OFB DEVELOPED NEW
PRODUCTS:

27
 When for the first time a Factory takes over the responsibility for bulk
productionisation of a new end- product, LTE for about 50% of Annual Requirement may
be floated for the item amongst the Category E vendors i.e. DRDO/AHSP recommended
sources (obtained in writing) who have developed the item at the design and prototype
development stage.
STAGGERED DELIVERY SCHEDULE:
In all orders, staggered delivery schedule, either on monthly or quarterly basis
depending on volume of the order, requirement schedule and maximum Inventory
Holding Level permissible etc. will be given. Such staggered delivery schedule should be
incorporated in the tender itself.

VENDOR EVALUATION
Performance of vendors must be reviewed by the procurement agency
periodically, preferably once a year. The general performance criteria for assessing
performance of vendors may comprise the following:-
( a) Quality. Quality has to be assessed from the inspector’s report as well as
the feedback from the actual users.
(b) ivery compliance has to be assessed from the delivery data
Delivery. Deliv
against purchase orders placed on the supplier. The purchaser from his computer
records couulld generate tth
he percentage of orders that met the original delivery date
as per contract and that, which did not.
( c) Price. Price competitiveness of a vendor has to be assessed against his
ability to secure orders on competitive basis. Orders secured as percentage of
quotes should indicate the price competitiveness of the supplier. This data can be
automatically generated by the computer.
(d) Service. The service parameter of the vendors would be indicated in terms
of its response time to requests for attending to complaints regarding quality,
delivery and other product or technical support. For a supplier of spare parts this
will also include the response to enquiries for spare parts and maintenance
services for the equipment originally supplied by him.

A detailed plan of monitoring of the performance of established suppliers

including the various formulas for working out various ratings and composite
index for performance (overall rating) is included at annexure 55.

APPLICATION OF VENDOR RATED PURCHASE SYSTEM:

In order to reduce the procurement lead time, when the number of Category A
vendors for 'A' Cat. items is very much limited i.e. 2 or 3 only, Vendor Rated purchase
system may be adopted and final allocation of the 80% Annual Order quantity with
25% option clause can be made on the basis of composite index for performance
(overall rating) secured by the individual vendors.
INDIRECT REQUIREMENTS:
Stock Items:

28
 As in the case of procurement of Direct Materials, for Indirect Materials also the
category of vendors available may broadly be divided as follows :-
(a) Registered with any Ordnance Factory/DGS&D/NSIC and established
vendors for a particular or similar item.
(b) Established vendors but not formally registered as above.
(c) Registered but not yet an established vendor.
(d) Potential/Renowned vendors but neither registered nor an Established
Supplier for a particular item.
LTE may be floated amongst the registered established vendors. Number of
established vendors to whom LTE should be floated may preferably be Six, or more if
available, otherwise to the extent available and the same principle is to be followed as
in respect of Direct Materials..
Keeping CVC guidelines in view the entire ordering quantity may be allocated to
one or more than one established vendors with/without price differential if the Ordering
Quantity is sufficient enough for such allocation.
Registered Vendors' list for each item or similar items is to be maintained by each
factory.
Cancellation of Registration will be done every alternate year based on responses
received and performance observed during the previous years.
Non-Stock Items:
These are the ad-hoc one time requirement directly demanded by the
Production/Operative Deptt. through ad-hoc requisitions. Mostly, the requirements are
non-repetitive in nature.
Limited Tender Enquiry amongst the Registered Vendors for the same/similar
items may be followed. For the purpose of Tendering, Inspection, Drawal of the Item, a
Transit Folio may be opened by MCO and it is closed as soon as the Material is drawn by
User Section.
RATE CONTRACTS :
What is Rate Contract:
A Rate Contract (abbreviation-R/C) is a contract for the supply of stores at
specified rates during the period as specified in the Contract. No quantities are
mentioned in the Contract, and the contractor is bound to accept any quantity which may
be placed upon him during the currency of the contract at the rates specified therein.
DGS&D Rate Contract.
For certain items DGS&D concludes Rate and Running Contracts. Supplies
against these contracts can be obtained by the user Deptt./ authorities by placing Supply
Orders/ Allocation Orders. These purchases are treated as Central Purchase.
As a reciprocal consideration DGS&D undertakes to order from the contractor all
stores under the contract which are required to be purchased during the contracted period,

29
subject to certain reservations. Stores of standard types, other than those required in
small quantities only, which are in common and regular demand and the price of which is
not subject to wide and frequent market fluctuation, are generally brought within the
scope of Rate Contracts. Govt. Deptt/authorities are declared by DGS&D as Direct
Demanding Officers (DDOs) against Rate Contracts who can place Supply Orders
against the contracts upto a financial ceiling laid down by DGS&D. When demands arise
in excess of the specified ceiling, indents covering them should be placed on DGS&D
who will then place necessary supply order. The criterion for inclusion of an indent or in
the list of Direct Demanding Officers is that he has large and recurring demands for the
particular stores. DGS&D should be kept informed by the indentors of their prospective
demand for the store(s) to be covered by a Rate Contract.
Procedure for placing R/C supply orders:
The supply orders should be placed in the prescribed form No. DGS&D-131. The
D.D.Os should sign the Supply Orders and communications relating thereto over their
own designation. The name of the officer signing S.O. should be indicated in block
letters. If any subordinate gazetted officer is allowed to sign the S.O. in exceptional
cases, his name and designation together with that of the competent authority (Direct
Demanding Officer) for whom he is signing, should be clearly stated. When Supply
Orders make reference to schedules/enclosures for description of stores, item No. of the
contract, total quantity and rates etc. the Supply Orders as well as the enclosures attached
thereto must be signed by the Direct Demanding Officer.
OFB Rate Contract.
For some 'A' and 'B' Category items Rate Contracts with reliable established
vendors through LTE may also be concluded within the delegated power of GMs/OFB
wherever DGS&D Rate Contracts do not exist. Any Ordnance Factory can utilise such

Procedure for OFB Rate Contract.

The basic procedure for finalising Rate Contract shall be as per DGS&D practice.
For convenience sake OFB shall decide a nodal factory for each of the items for which
Rate Contract is to be finalised on the basis of maximum consumption of the store. The
nodal factory shall be responsible for the tendering process and to be decided by the
concerned Additional DG/ member operating division. The responsibility of the nodal
factory and that of OFB in processing a Rate contract will be as mentioned hereunder.
Items which are common for factories under different operating divisions shall be
decided by Member/P&MM or Chairman/OFB depending on the approximate value of
requirement.
Processing at nodal factory.
(i) Nodal factory will collect the approximate annual estimated requirements from
all the factories and consolidate.
(ii) Collect the established suppliers list for the subject item from all the factories
and short list the suppliers list as per the performance and registration status of
the suppliers. While processing for RC for the first time established suppliers
of all the factories shall be tken into consideration.

30
 (iii) In case the number of established suppliers is less than six, one of the
factories other than Nodal factory to take action for further source development
through OTE.
(iv) Issue LTE to those short listed suppliers by clearly indicating the terms and
conditions.
(v) Prices should be obtained on firm and fixed price basis by clearly indicating
the period for which the RC is being proposed.
(vi) Prices should be obtained on FOR firm’s works basis.
(vii) After opening the tenders, case should be forwarded to OFB (MM division)
/ OEF/ AVHQ along with factory level TPC recommendations.
(viii) Factory should ensure all the documents such as annual estimated
requirements, vendor selection TPC minutes duly justifying addition or
deletion of vendors, tender enquiry copy along with terms & conditions,
specification of the stores, CST, DATA sheet on prices for last 3 years at
which various factories were purchasing the store, certificate from GM that
the subject stores is not covered in rate contract concluded by DGS&D or
any other department at less price, total estimated value of the RC are
forwarded to OFB.
Processing at OFB.
(i) Based on the type of item case will be processed either by OFB/MM or
OFB/PV or OFB/PHV or OEF HQ/MM or AVHQ/MM.
(ii) Case will be put up to appropriate TPC/OFB based on the financial value of
the case.

(iii) Based on the approval of relevant TPC/OFB concerned procurement division

(OFB/MM, OEFHQ/MM AND AVHQ/MM) will conclude the ate Contract
and circulate the same to all the Ordnance Factories and other concerned
agencies.
(iv) Based on the capacity of the firms and annual requirements of the stores
parallel rate contracts will be finalised keeping prices at same level or within
the delegated powers to OFB. On differential price contracts so that factories
can operate the rate contracts depending on the economy of transportation
charges and landing charges and also the availability of capacity with the firms.
Long Term Contracts :
For certain Materials/Tools/Components required consecutively for 3/4 years or
more for production of End-Stores for which firm Indents are available and are regular
priority items of the Indentor, Long Term Contracts for 2 to 3 years may be concluded
with more than one Reliable Established Vendors through LTE, with appropriate
Delivery Schedules by the concerned authority as per its delegated power. However,
Factories should continue to take action for development of new sources as per the
guidelines given.

31
 In all Long Term Contracts, the staggered requirement schedule of the consignee
will be forwarded to the Vendors on bi-annual basis and in such a way that at any point of
time neither any stock-out situation will arise nor the Inventory Level will exceed the
maximum level prescribed.
CASH AND CARRY PROCUREMENT.

Cash and carry purchase is a type of LP resorted to in case of extreme urgency

or when the supplier is not willing to supply the required item on credit. Cash and carry
powers are very limited as such procurement is made only in exceptional cases when cash
payment is made from the imprest of the unit and the same is claimed from the paying
authorities who reimburses the amount after due audit of the transaction. Cash Purchase
should be encouraged as not only many supplier insist on cash payment, but generally,
cash purchases are cheaper than on credit.
Item whose total costing is less than Rs 10,000/- (Ten Thousand) may be treated
as being of insignificant cost and elaborate process of tendering can be dispensed off and
these can be cash purchased as a routine purchase.

32
 CHAPTER 5

EARNEST MONEY AND SECURITY DEPOSIT

EARNEST MONEY DEPOSIT:
As per the General Financial Rules (Note-2 below Rule 273), Earnest
Money Deposit should be called for from the tenderers, who are participating
against OPEN tender enquiry, if they are not registered with
DGOF/DGQA/DGS&D/NSIC. The following guidelines may be observed while
calling for EMD.
Quantum of EMD:
(a) The EMD is to be charged at the rate of 2% of the estimated value of the store
subject to a ceiling of Rs.2 Lakhs.
(b) EMD should be calculated taking into account the value of all the components
and the exact amount of EMD is to be indicated in the invitation to the Tender
Enquiry/Tender Notice.
(c) For tenders of the value of rupees one lakh or less, EMD need not be called
for.
Firms Who May be Exempted From Furnishing EMD :
Firms who are registered with sister Ordnance Factories/DGS&D/NSIC
for the same item/process/technology may be exempted from payment of EMD.
Organisations like KVIC/NSIC who are treated as registered suppliers against
DGS&D contracts on the prescribed norms are also exempted from furnishing
EMD. EMD cannot be waived by General Managers once specified in Tender
Enquiry unless where firms satisfies waival condition as given in TE. This is to be
made clear in bold capital letters in TE.
Forms Of EMD :
(a) EMD may be accepted in the form of Demand Draft, Fixed Deposit Receipt,
Banker's Cheques, Bank Guarantee (BG) from any of the Scheduled
Commercial Banks as per the format at Annexure -2
(b) If EMD is furnished in the form of BG, then it should be kept valid for 45
days beyond the validity period of the offer.
Ignoring The Offer Of Firms Not Accompanied With EMD :
Offers of the firms submitted without EMD as demanded are to be ignored
summarily.
Adjustment Of EMD Towards Performance Security Deposit:
The supplier may adjust EMD furnished towards the Performance Security
wherever possible.
Refund Of EMD :
(a) The EMD of successful tenderers shall be refunded after the Performance
Security Deposit as called for in the contract is furnished.

33
 (b) EMD furnished by all unsuccessful tenderers will be returned as early as
possible after the expiry of the period of tender validity but not later than 30
days of the award of the contract.
Forfeiture of EMD:
EMD will be forfeited, if the tenderer withdraws or amends impairs or derogates
from the tender in any respect within the period of validity of his tender.
If the successful tenderer fails to furnish the required Performance Security then
the EMD furnished will be forfeited.
PERFORMANCE SECURITY DEPOSIT:
Performance Security deposit payable to the purchaser is furnished by the
supplier, in the form of Bank Guarantee (BG) issued by a scheduled bank in the
prescribed format, within 30 days from the date of contract. This deposit is meant to
compensate the purchaser for any loss suffered due to failure of the supplier to
complete his obligations as per the contract. The BG is returned to the supplier on
successful completion of all his obligations under the contract. In case the execution
of the contract is delayed beyond the contracted period and the purchaser, with or
without LD, grants extension to delivery period, the supplier must get the BG
revalidated if not valid already. The performance security deposit is to be paid by
all firms irrespective of their registration status with DGS&D/NSIC. In no case
Performance Security Deposit shall be waived in order to safeguard the interest of
the Purchaser.

Quantum of Performance Security Deposit:

Preferably, performance security deposit is payable by the supplier at the rate of
10% of the contract value. The PBG is kept with the Purchaser and must be valid
for the entire period of contract and may be retained for the duration of the
warrantee period.

PSUs and Firms supplying Proprietary Items shall be exempted from

Payment of PS.
Forms of Performance Security Deposit and Conditions for Its Acceptance:
Security Deposit is acceptable in any one of the forms mentioned below
on the conditions stipulated against each of them. No other form of Security Deposit
will be acceptable.

34
FORM IN WHOSE NAME CONDITION OF CUSTODY
TO BE OBTAINED ACCEPTANCE

1. Demand Draft General Government will not Demand Drafts or

on Scheduled Manager pay interest on any receipts will be passed
Commercial deposit held in the form on to the Cash Section
Banks of cash. by the Purchase
Section for depositing
the amount into
Government Treasury
for credit, in favour of
the Controller of
Accounts concerned
and the treasury
challan forwarded to
him.
The Purchase Section,
while forwarding
documents like
Demand Draft etc. to
Cash Section, should
also furnish Treasury
Challans in triplicate,
so that there is no
error/omission in the
particulars furnished in
the challan.

35
2. Bank Deposit General 1. The deposit receipt Should be kept in
Fixed Deposit Manager should be made out in the the safe custody of
Receipt on name of pledgee. If it is the departmental
Scheduled made in the name of the authority which
Commercial pledger the bank should takes the security
Banks. certify on it that the deposit in
deposit can be withdrawn accordance with the
only on the demand or provisions of the
with the sanction of the Rule 277(1) of the
pledgee. General Financial
Rules These should
2. The Depositor should be kept in the Cash
agree in writing to Section as valuable
undertake any risk documents.
involved in the
Deposits at call
investment.
Receipts should be
3. The bank should agree encashed and
that on receiving signed deposited into
treasury challan and Government
withdrawal order from the Treasury for credit
pledgee in respect of the in favour of the
deposit or any part Controller of
thereof, it will at once Accounts under the
remit the amount relevant Head of
specified into the nearest Account and the
treasury along with the Treasury Challan
challan and send the forwarded to him.
treasury receipt to the
pledgee.
4. The responsibility of
the pledgee in connection
with the deposit and
interest on it will cease
when it issues a final
withdrawal order to the
depositor and sends an
intimation to the bank that
he has done so.

36
3. Bank General Bank Guarantees will be accepted in The Bank Guarantee
Guarantee Manager the prescribed format as per should be passed on
Annexure-3. to the Cash Section
for safe custody
The Guarantee as well as
after retaining a
revalidation letters if required should
photocopy thereof
be accepted only on non-judicial
for reference and
stamp paper.
any action which
The Bank Guarantee should be valid may arise thereon.
upto 60 days after the date of While forwarding
completion of performance. the securities, the
Acceptance of the Bank Guarantee procedure laid down
shall be subject to verification as in Sub-Para 101(b)
follows :- (ii), 107(a) and Para
108(a) and Para 113
The Bank Guarantee shall be subject of Chapter-IX of
to verification for its genuineness. Government
For this purpose, the purchase officer Securities Manual
shall address a registered A.D. letter should be followed.
to the concerned Branch of the Bank
with a copy to the Manager of the
Head Office of the Bank, enclosing a
photocopy of the Bank Guarantee
with each letter requesting them to
confirm within 10 days that the Bank
Guarantee has been issued by them.
The letter may be addressed in the
form given in Annexure-4. For the
purpose of verification of the
genuineness of the Bank Guarantee,
the name, designation and code
numbers of the officer/officers
signing the Guarantee are
incorporated under the signature(s)
of officials signing the Bank
Guarantee may be got verified by
approaching the Regional
Manager/Zonal Manager of the
concerned Banks.

37
 Adjustment of Performance Security Deposit :
Normally, a period of four weeks from the date of issue of supply order
should be allowed to the firm to furnish Performance Security Deposit.
The Contractor may request to adjust the Performance Security Deposit
demanded gainst;
1. EMD furnished along with the tender;
2. Pending bills of the contractor, if any, against any other contract.
The competent purchase officer may consider such requests wherever possible.
Before taking action for recovery of the amount of Performance Security
Deposit from pending bills of the Firm, the Purchase Officer concerned should
ensure that the Firm's bills are actually pending. Once decision is taken to so
recover the amount of Performance Security Deposit from outstanding bills of the
Firm, it should be immediately brought to the notice of the concerned Accounts.
Officer
A register in the prescribed form should be maintained in respect of all
securities lodged.
Intimation Regarding Receipt of Performance Security Deposit to The
Accounts Officer:
(a) The concerned officer shall be informed immediately of the receipt of the
Performance Security Deposit when it is furnished within the period stipulated
in the contract.
(b) In the case of Performance Security Deposit furnished in the form of Demand
Draft, the Accounts Officer, on receipt of intimation thereof, will go ahead
with the payment of firms bill if otherwise in order without, awaiting the
encashment of the Demand Draft.
(c) The Cash Section to whom the Demand Draft will be passed on, shall take
immediate steps for encashment of the Demand Draft and intimate to the
Purchase Officer about its encashment or if any difficulty is faced in its
encashment, at the earliest, so that the latter can take suitable action. Purchase
Officers will be responsible for getting confirmation from the Cash Section
about the encashment of the Demand Draft for which they should review the
cases fortnightly.
(d) In the case of Bank Guarantee obtained as Performance Security Deposit, the
concerned Accounts Officer will be informed of its receipt promptly
indicating clearly the validity period of the Bank Guarantee and that the same
has been examined and found acceptable.
Intimation To Quality Assurance Officer:
(a) Purchase Officers should ensure that the Quality Assurance Officer is
informed promptly of the fact that the Firm has deposited the Performance

38
(b) Security Deposit demanded in terms of the contract. Otherwise, the Quality
Assurance Officer will start inspection of the stores one week after the expiry
of the date stipulated in the contract for furnishing of the PSD.
(c) The Contractors are not expected to offer the stores prior to submission of the
Performance Security Deposit within the stipulated time. If the stores are
offered by the contractor prior to receipt of intimation from the Purchase
Officer about furnishing of the Performance Security Deposit, the QA Officer
may undertake the inspection after obtaining the undertaking from the
contractor that the requisite Performance Security Deposit in the acceptable
form has been submitted to the Purchase Officer within the stipulated time.
(d) It shall be the responsibility of the QA Officer to check the veracity of the
statement of the firm with the Purchase Officer before release of goods' final
instalment.
Course Of Action in The Event Of Failure On The Part Of the Contractor to
Furnish the Performance Security Deposit:
(a) In case of failure on the part of the contractor to comply with the requirement
of Performance Security Deposit, it shall be lawful for the Purchase Officer to
cancel the contract or any part thereof and to purchase or to authorise to
purchase the stores invoking the provisions of clause-14 of General
Conditions of Contract DGS&D-68 (Revised).
(b) In respect of registered firms, they will be treated as unreliable suppliers and
will not be considered for award of contract for a duration of one year from
the due date for submission of Performance Security Deposit. In case of
Unregistered firms the EMD furnished by them may be forfeited.
(c) If, however, a request is received from the contractor for extension of time for
submission of Performance Security Deposit, the same may be considered on
merits in exceptional cases and additional time allowed with the approval of
General Manager.
Renewal of Securities :
(a) Where execution of the contract is going to be delayed beyond the period for
which the Performance Security Deposit furnished is valid, the concerned
Purchase Officer will take action well ahead of the date of expiry of the
validity of the Performance Security Deposit for its renewal. For this purpose
necessary drill should be introduced for regular monitoring.
(b) Where a Bank Guarantee is to be revalidated this should be done by the
concerned Bank by documents executed in a suitable manner on a Stamp
Paper with reference to the earlier Bank Guarantee and not by a simple letter
given by the Bank concerned.
(c) Provision has been included in the Instructions to the Tenderers in the Booklet
DGS&D - 229 to the effect that whenever a firm fails to supply the stores

39
 within the delivery period of the contract, wherein Bank Guarantee has been
furnished, then request for extension of delivery period will

automatically be taken as an agreement for getting the Bank Guarantee

extended. Banks have also been instructed to make similar provisions in the
Bank Guarantee for automatic extension in the guarantee period.
Refund of Performance Security Deposit:
(a) Performance Security Deposit is taken for the due performance of an
individual Contract and becomes liable to be refunded when the contractor
duly performs and completes the contract in all respects and presents an
absolute No-Demand Certificate in the prescribed form and returns in good
condition the specifications, drawings, and samples or other property
belonging to the purchaser.
(b) The contractor is required to submit an application-cum cash bill for refund of
the Performance Security Deposit as per Annexure-5. As indicated therein,
the contractor has to give certificate that he has not received any complaints
from the consignee(s) regarding non-receipt, shortage or defects in the stores
supplied under the contract. Where the Performance Security Deposit has
been paid in cash or is encashed and lies with the Controller of Accounts,
Part-C of the application will be filled in and signed by the Purchase Officer
and passed on to the Accounts Officer for making payment of the amount of
Performance Security Deposit to the Contractor. Where the Performance
Security Deposit lies with the Purchase Officer, the same will be released by
the Purchase Officer.
(c) In both the cases, the Purchase Officer will verify that no claim is pending
against the firm in terms of Clause 7(4), Clause - 18 and 18A of Form
DGS&D - 68 (Revised).
Forfeiture of Performance Security Deposit :
(a) Performance Security Deposit taken for the due performance of the contract
can be forfeited and credited to the Government, in the event of a breach of
contract.
(b) Bank Guarantees obtained towards Performance Security Deposit should be
invoked only when there is a specific breach on the part of the contractor and
strictly in terms of the relevant agreement. The decision to invoke the
guarantee should be taken by the General Manager.
(c) If any Bank delays its action in releasing the guaranteed money thereby giving
an opportunity to a firm to get a stay order or to take other legal measures
preventing the encashment of the guarantee, the following course of action
would be taken:
i) To report to the Central Office of the Bank clearly expressing that
because of the Bank's failure to take timely action Government had to
incur loss and also to request, where considered appropriate, to initiate

40
 proceedings to investigate the matter and to fix responsibility on the
concerned Bank Officer.
ii) An administrative decision should be taken to debar acceptance of
Bank Guarantee issued by such Branches and from such firms.
Lapsing of Performance Security Deposit :
(a) Performance Security Deposits, which are not claimed within three complete
account years, are treated as "Lapsed Deposits” and are credited to the
Government under the Consolidated Fund in terms of Rule 189 of Central
Government Account, Receipts and Payments Rules.
(b) Refund of “Lapsed Deposits” can be arranged as per the procedure laid down
in Rule 190 of Central Government Account, Receipts and Payments Rules.
(c) Time bar will not operate in so far as refund of Performance Security Deposit
is concerned.
Extracts of Rules 189 and 190 of Central Government Account, Receipts and
Payment Rules are given in Annexure 6 & 7.

41
 CHAPTER 6

ISSUE & EVALUATION OF TENDERS

AND
PLACEMENT OF CONTRACTS

GENERAL PRINCIPLES OF ENTERING INTO CONTRACTS:

The following fundamental Principles enunciated by the Govt. of

India for the guidance of authorities who have to enter into contracts or
agreements should be borne in mind:
(i) The terms of a Contract must be precise and definite, and there must
be no room for ambiguity therein.
(ii) As far as possible, legal and financial advice should be taken in the
drafting of contracts, before they are finally entered into.
(iii) Standard forms of contract should invariably be adopted and,
wherever possible, the terms should be subjected to adequate prior
scrutiny.
(iv) The terms of a contract once entered into should not be materially
varied without the previous consent of the competent financial authority.
(v) No contract involving an uncertain or indefinite liability or any
condition of an unusual character should be entered into without the
previous consent of the competent financial authority.
(vi) Whenever practicable and advantageous, contract should be placed
only after Open Tenders have been invited, and in cases where
lowest tender is not accepted, reasons should be recorded.
(vii) In selecting the tender to be accepted the financial status of the
individuals and firms, tendering must be taken into consideration in
addition to all other relevant factors.
(viii) Even in cases where a formal written contract is not made, no order
for supplies etc. should be placed without at least a written
agreement as to price.
(ix) Provision must be made in contracts for safeguarding Government
property entrusted to a Contractor.

42
 (x) All contracts enduring or likely to endure for a period more than 5
years, should, whenever feasible, include a provision for an
unconditional power of revocation or cancellation by Govt. at any
time on the expiry of six months notice to that effect.

(xi) The Comptroller & Auditor General and under his direction, other
audit authorities have power to examine contracts and to bring
before the Public Accounts Committee any case where competitive
tenders have not been sought or where higher tenders have been
accepted, or where other irregularities in procedure have come to
light.
(xii) Contracts connected with purchase of stores are exempt from stamp
duty.
(xiii) The conditions of contract governing contracts concluded by Govt.
Dept. which have been approved by the Govt., cannot be revised,
altered or departed from, save to the extent any authority in the Dept.
has been specifically empowered to do so, without the sanction of
Govt. of India.
CONDITIONS OF CONTRACT GOVERNING PURCHASE
CONTRACTS CONCLUDED BY OFB AND THE FACTORIES :
As direct purchase powers have been given to OFB and the GMs,
the need arose for adopting standard detailed `conditions of
contract'. After detailed discussion and in consultation with
legal and financial authorities, it was decided with Govt. approval, to
adopt the conditions of contract as contained in Form No.
DGS&D-68 (Revised) which governs DGS&D Contracts, for large value
contracts except clause 24 Arbitration, in respect of O.F contracts also.
ARBITRATION CLAUSE:
"All disputes & differences arising out of or in any way touching
or concerning this agreement (except those for which specific
provision has been made therein) shall be referred to Sole Arbitrator to be
appointed by Director General, Ordnance Factories. The Arbitrator so
appointed shall be a Government Servant who had not dealt with matters
to which this agreement relates and in course of his duties had not
expressed views on all or any of the matter in dispute or differences. The
Award of the Sole Arbitrator shall be final and binding on the parties".
The invitation to tender should include the above clause, making it
clear that it is in lieu of clause 24 of DGS&D-68(Revised). Where a
contractor does not agree to this arbitration clause, it will have to be
excluded from the conditions/special conditions of contract and disputes

43
 arisen from such contracts will have to be decided in Courts according
to the usual process of Law.
` Foreign Arbitration - The Arbitration and conciliation Act 1996 has
provision for international commercial arbitration which will be applicable if
one of the parties has its central management and control from any foreign
country. The salient features of this law are :-

( a) The parties can choose either Indian or Foreign Law governing

arbitration.

(b) To minimize interference of courts in stalling arbitration

proceedings.
( c) Arbitrator can be changed by mutual consent without approaching
court.
(d) Vesting of enhanced powers to arbitrator.
( e) Clearly defining obligations of the arbitrator.
(f) Arbitrators award to be enforceable as if it were a decree of court.

The Ministry of Law and Company affairs have advised that

Arbitration Clause should specify that all our contracts have to be
interpreted in accordance with the laws of the Union of India and
arbitration proceedings shall be conducted in India under this act.

STANDARD FORMS FOR TENDER ENQUIRY ETC. :

DGS&D Tender and Acceptance of tender forms with some changes were
adopted. Accordingly all Fys. were advised to use these above forms in
cases where the value of purchase is estimated to exceed Rs. 50,000/-.
Standard forms for invitation to tenders etc. were prescribed as under:
Form No. DGOF/MM-1 (Annexure - 8) ... .Instructions to tenderer.
Form No. DGOF/MM-1B (Annexure - 9) ... Schedule to tender.
Form No. DGOF/MM-1C (Annexure - 10) ... Annexure to above schedule.
Form No. DGOF/MM-2 (Annexure - 11) ... Forwarding letter of tender.
Form No.DGOF/MM-3 (Annexure- 12) ... Special instructions to tenderers.
Form No. DGOF/MM-4 (Annexure - 13) ... Compliance Statement.
Form No. DGOF/MM-5 (Annexure-14)...Supply order/Acceptance of
Tender.
Form No. DGOF/MM-6 (Annexure- 15) ….. Acknowledgement of SO/AT
by the suppliers.
If any special condition(s) in addition to what are covered by the
standard forms is required to govern supply in any particular case,

44
 the same should be included in the additional instructions/conditions
and the contractor's unqualified acceptance thereof obtained before
incorporating the same in the conditions governing the supply order or A/T.
In this connection attention is invited to OFB Form No. MM-16
and MM-27 (Annexures - 16, 17) which lays down certain additional special
instructions to the Tenderers. While some of these may have general
applicability, others may not be relevant in all cases. Additional conditions by
their very nature are intended to suit special requirements and hence these
may need to be pruned, amended or enlarged in individual cases according
to their peculiarity.

Further, the additional conditions should not be an exact

reproduction of any of the clauses of the General conditions and wherever the
case /subject is covered by additional conditions, it should be made clear that
the additional conditions are in lieu of the General conditions.
PREPARATION OF TENDER SETS AND NOTICES:
The tender sets and notices should be prepared in the prescribed forms
including additional special conditions/special instructions contained in
form No. MM-16
and MM-27(annexure-16&17) to the extent these are relevant. The
schedule of requirement indicating salient features should be laid down in a
special format.
In preparing the Notice/Tender papers particular attention should be
devoted to the following aspects: -
(a) A brief but clear description of the stores required should be given in
BOLD TYPE in the proper place in the proforma.
(b) Where it is desired to provide for advance samples, clear instructions
to this effect should be given in the tender notice immediately below
the description of the stores specifying the number of samples required
to be submitted, the date when and the place where required and the
authority to whom to be submitted.
(c) The destination of the stores (and not the name of the consignee)
should be mentioned.
(d) The quantity to be purchased.
(e) The time for receipt of tenders should be fixed on a realistic basis.
(f) Evaluation criteria, both for technical bid and commercial bid (in case
of two bid system) or combined technical and commercial bid (in case
of single bid system) is to be mentioned.

45
 (g) The Tender Notice may be standardised. A specimen form is given at
Annexure 22.
CHECK POINTS FOR PREPARATION OF TENDER ENQUIRY:
With a view to ensuring fool-proof preparation of Tender Enquiry,
the following check points may be kept in view: -
(a) Ensure that only the prescribed forms as updated are used for issue of
Tender Enquiry as enclosed.
(b) A definite time and date for receipt and opening of Tenders have been
incorporated.
N.B. (The day selected must be a working day: Mondays or days
followed by series of holidays should also be avoided).
(c) Ensure that the time allowed to the tenderer to submit tenders is
reasonable
Specify a realistic validity period for the tenders to be submitted (this period
should be realistically fixed keeping in view the nature of the store and the post-tender
formalities. Normally a period of 90 days in case of single tender bid and 120 days in
case of two bid system is to be prescribed and bids with shorter period to be rejected, as
being non-responsive,
(d) Ensure that description of the stores including specification/drawing is
correctly indicated in the Schedule,
(f) Ensure that the tender enquiry is signed for and on behalf of the President of
India,
(g) Tender samples need not normally be called where specification/drawing are
clear and comprehensive. Where tender sample is called and is required to be
furnished to a specified authority for testing, ensure that:
i) A copy of the enquiry is furnished to the concerned authority,
ii) A date is specified by which samples are to reach that authority and
iii) A date is specified by which sample report should be sent by that
authority.
iv) Reasonable time is allowed both to the firms as well as to the
nspecting authority. At any rate, the inspection report should be
available by the time the Tender Purchase Committee is expected
to meet.
(h) Ensure that the Conditions of the Contract as applicable has been correctly
indicated in the enquiry.
(i) Ensure that the clauses contained in the standard conditions of contract are
not reproduced in the tender enquiry and at the same time make sure that
special conditions/instructions, if any, are invariably added to the extent the
same are relevant to the particular case.

46
(j) Have you incorporated in the enquiry the option clause relating to coverage
of additional quantity upto 100% if demand for the store is of repetitive
nature?
(k) Have you clearly indicated the dates by which delivery of the store is
required.
(l) If the resulting contract is likely to be a long term one, and if past experience
shows that the contract cannot be placed on firm-price basis, have you
incorporated a suitable price variation clause, if one has been standardised for
such purchases.
(m) Have you clearly mention that during evaluation and comparison of bids, the
purchaser may, at its discretion ask the bidder for clarification of its bid,
(n) Has it been made clear that bidder may modify or withdraw his bid after
submission provided that written notice of modification or withdrawal is
received by the purchaser prior to deadline prescribed for submission of
bids? No bids can be withdrawn in the interval between the deadline for
(o) submission of bids and expiry of the period of bid validity specified.
SALE / ISSUE OF TENDER :
Against Advertised Tender:
Against advertised tender enquiry tender sets will be supplied by
concerned Factory on payment which will be received in the form of
cash, demand draft, pay orders issued by scheduled commercial
banks and postal orders. The demand drafts pay orders and postal orders
shall be Account Payee. Govt. depts. and SSI units registered with NSIC
for any item, desiring to quote may, however, be given the tender
sets free of cost

Price of tender sets will be as under: -

Estimated Value of the tender PPrriiccee ooff tthhee tteennddeerr sseett

Upto Rs. 50 Lakh Rs. 100.00
From Rs. 50 Lakh to 1 Crore Rs. 250.00
From Rs. 1 Crore to 5 Crore Rs. 500.00
Above Rs. 5 Crores Rs. 1000.00

The cost of drawings and specifications will be extra and shall be fixed in
consultation with the concerned AHSP, if required.

47
 Duplicate or additional tender sets, if required, by any party, may be sold
at 50%of the original price. No concession is, however, permissible in case of
drawings and specifications.

Against Limited Tender/Single Tender:

Tenders are issued free of cost against limited and single tender enquiries. These
tenders should be sent under Certificate of Posting. Additional or duplicate tender
sets will be issued at Rs. 100 per set irrespective of the estimated value of the
tender.

PUBLICITY OF ADVERTISED TENDERS:

The Indian Trade Journal, a weekly publication issued by the Directorate
General of Commercial Intelligence & Statistics, Calcutta, is regarded as the
standard medium for publicity of Tender Notices issued by Govt. Depts. These
notices are published by the Journal free of Cost. The I.T.J. is published every week
on Wednesday. The matter intended for publication in the Journal should reach
them latest by Tuesday (forenoon) of the preceding week, the day on which the
Journal goes to the Press. The DGCI&S has however, suggested that tender notices
should reach his office 21 days before the date of Publication of I.T.J. A
copy of the Tender Notice may also be sent, in some cases, to the appropriate Trade
Associations.
Ministry of Finance as well as CVC in their circulars have insisted for
hosting of all Open Tenders on the departments website and also on the main
website of NIC.
CASES OF WIDER PUBLICITY:
Where wider publicity throughout the country is called for, the matter for
publication should be sent to the Director, Audio & Visual Publicity, New Delhi,
under a standard letter as per form No: MM-15 (Annexure - 18) for publication in
the important Newspapers.
OTE and global Tenders are required to be published in the newspapers
and ITJ, Calcutta. OTE should also be put on the MOD web site, the web site
of the respective department, where available so as to ensure that all firms
capable of supplying the items/service come to know about the TE. In cases
of procurement of highly sensitive nature having national security implications, the
tender documents are not be put on the web site. In such cases decision must be
taken at the level of CMD or Head of the department, recording specific reasons for
not putting an open tender on web site.
GLOBAL TENDERS:
In case of global tender enquiries for imported stores/equipment
simultaneously with the publication of tender notice in the media within the
country, a circular letter may be sent to the Embassies abroad by diplomatic bag

48
indicating the store demanded specification, quantity, delivery period and nature of
F.E. available along with a copy of the tender sets. Also Ten copies of tender sets
are to be sent by diplomatic bag to each of the supply wings at London and
Washington and the Inspection Cell at Japan to enable them to give adequate
publicity to the demand.
All tender notices should be displayed on the office Notice Boards,
wherever such arrangement is in vogue.
RECEIPT & CUSTODY OF TENDERS:
All tenders sent by firms in response to the tender enquiries should be
deposited in a locked Tender Box, the Key of which should be in the custody of a
responsible officer. Tenders including telegrams/telexes received direct by an
officer or a section before the specified date for receipt should also be put into the
Box, after closing it in an envelop marked with TE No. & Date of opening on it.
Immediately after expiry of the prescribed time on the prescribed date for receipt,
the tenders which are due for opening on that day, should be linked with the Tender
Enquiry. The No. of Sealed Covers received against each enquiry should be noted
down and opened by the officers (two) detailed for opening of Tenders who should
acknowledge receipt of `so many' covers.
EXTENSION OF THE TIME AND DATE OF OPENING OF TENDER:
When a decision for postponement of the date of opening of a tender is
taken either at the initiative of the purchaser or at the request of any firm(s), it
should be communicated without fail to all the firms addressed originally in case of
LTE. and all the firms who have already purchased tender sets in the case of
advertised tender. Such communications should be issued well in advance, say 10
days before the date of opening as originally stipulated. In case of advertised
tenders, the notice of extension should be published in the Indian Trade Journal
without delay and also displayed on `Notice Boards', if any.
“In cases where firm’s request for return of tender documents before the
date of tender opening in the event of tender opening being extended, there may be
no objection in returning the tender documents to the concerned firms as the
documents may accompany EMD.
OPENING OF TENDERS:
(a)Two officers (one Purchase Officer and another Officer nominated by GM) will
open tenders on the specified date and time normally in the presence of the
authorised representatives of the tendering firms. No unauthorised
representative or a representative of any non-tendering firm shall be allowed to
attend tender opening.
(b) The representative of National Small Scale Industries Corp. will, however,
be admitted when tenders are opened in public to enable him to take down
necessary information for communication to SSI units concerned.

49
 (c)The tender opening officers shall read out the price quoted, other charges, if
any, quantity offered, terms of delivery, DP and any other special condition
not specified in the tender enquiry.
(d) Each tender shall be given a SL. No. as the numerator and the total
number of tenders received as the denominator e.g.: if total five tenders are
received then first tender will be marked as 1/5, the second as 2/5 and so on, on
the first page. Both the officers shall initial all the pages in the tender with date.
(e)Alteration in tenders, if any, made by the firms, should be initialled legibly by
the officers opening the tenders to make it perfectly clear that such alterations
were present on the tenders at the time of opening. Wherever any
erasing/cutting is observed, the substituted words should be encircled and
initialled and the fact that erasing/cutting of the original entry was present
on the tender at the time of opening be also recorded.
(f) No amendments to the tenders will on any account be permitted.
(g)Telegraphic/telex/fax/letter quotations may be considered as regular tenders if
the same is followed by a formal tender within 7 days from the date of opening
of tenders provided the telegrams etc. is complete in all respects with regard to
price, specification, delivery and other particulars essential for taking purchase
decision. Fys. should not ask the Suppliers to quote by Telegram/Fax .

(h) An attendance report for tender opening shall be filled up and kept in record
in respect of each Tender, in the prescribed form viz. Form No. MM18
(Annexure - 19).
LATE AND DELAYED TENDERS:
(a) Tenders or modification to tender received after the specified time for
opening are treated as ‘Late’ tenders while those received after the specified time
for receipt but before that of opening, shall be treated “Delayed” and marked as
such.
(b) If late/ delayed quotations are received through post, a similar action
should be taken i.e the officer should write “Late/ delayed” tenders on such tenders
and file them: ‘Late / Delayed Tenders shall not be opened but kept sealed in
their original envelopes and returned to the firm.
(c) Unsolicited offers are to be summarily rejected. Offers sent through
telegram/telex/fax/letter quotations, which have not been followed up by formal
completed tenders within 7 days from the date of opening, must also be ignored.
Such quotations may be entered below all the regular tenders in Red Ink in CST.
(d) The “Delayed” and “Late” Tenders, if any, may be entered below all the
regular tenders in Red Ink in the CST.

50
 EVALUATION OF TENDER AND FORMULATION OF PURCHASE
PROPOSAL:
After the tenders have been opened, an abstract of the quotations received, called
“Spot Comparative Statement” shall be prepared in the prescribed form viz. Form
no. MM-19 (Annexure - 20) which will be signed by both the officers who opened
the tenders. The purchase officer, on receipt of tenders along with the Spot
Comparative Statement, will have Comparative and Ranking statements prepared to
enable him to formulate the purchase proposal. Tender evaluation will be in stages
as mentioned below:
Preliminary examination of quotes - The purchase cell will examine the
quotations to determine whether they are complete in all respects, and check for any
computational errors, submission of required sureties, source of supply, etc.,
Arithmetical errors will be rectified on the following basis. If there is a discrepancy
between the unit price and the total price that is obtained by multiplying the unit
price and quantity, the unit price shall prevail and the total price shall be corrected.
If there is a discrepancy between words and figures, the amount in words shall
prevail.

The purchase cell may waive any minor informality or non-conformity in

a bid, which does not constitute a material deviation, provided such a waiver, does
not prejudice or affect the relative ranking of any bidder. Deviation from or
objections or reservations to critical provisions such those concerning performance
warranty, Force majeure, Applicable Law, Liquidated Damage, non disclosure of
source of supply in case of stockist / vendor, quality assurance aspects, etc., will be
deemed to be a material deviation. The responsiveness of the quotation shall be
determined based on conformity to the terms and conditions of RFP.
Technical Evaluation. Whenever there is a two bid system of tendering followed,
technical evaluation of the bid becomes a vital step not only to ascertain conformity
of the technical bid with the technical specifications of the tender, but also to bring
all bidders on a level playing field in respect of qualitative requirement. Technical
evaluation is normally carried out by a technical Evaluation committee (TEC)
where Finance is also represented by a member. TEC decides the bids that are
meeting the technical criteria.

In cases of single bid system, the offer is to be compared with the specifications
mentioned in the Tender Enquiry. In case there is deviation from the specification,
same is to be brought out in the brief for TPC so that the committee can take
appropriate decision while deliberating the case.

Commercial Evaluation. Evaluation of commercial bids is the core activity in any

purchase decision. If the correct evaluation of quoted rates, freight, insurance, taxes,
duties and other expenses involved is not carried out as per criteria incorporated in
the RFP, purchase decision may become deficient and faulty. Some of the factors
which need to be taken into account for evaluation are:

51
 (a) Duties and Taxes. All taxes and duties to be paid in connection with
the procurement of an item need to be considered as evaluation of the bids has
to be done on the basis of ultimate cost to the purchaser.

(b) Delivery Period. Delivery Period and delivery compliance are important
variables for evaluation of bids. Offers not meeting Delivery Period
mentioned in the RFP are to be ignored.

(c) All Inclusive Cost on Delivery. The ultimate cost to the purchaser on
delivery to the consignee’s premises should be the deciding factor for ranking
of bids.

PREPARATION OF COMPARATIVE/RANKING STATEMENT:

Comparative Statement of Tenders (CST):
After the tenders have been opened and handed over to the Purchase Officer
along with the 'on the spot' abstract, he will have a comparative statement prepared
on the form prescribed for the purpose. All the necessary details concerning the
offers, such as rates, make, delivery, quantity offered, together with any other
information relevant to the decision of the tender should be extracted and neatly
entered in the Comparative Statement.
Whether the “Tender Sample” has been submitted if the enquiry asked for the
same be also mentioned.
The CST should be carefully checked and initialled by the person who
prepared it and also the person who checked it. Both the Tender Opening
Officers must sign it.

Ranking Statement:
In addition to the comparative statement, a comprehensive ranking
statement will be prepared in ascending order of the prices quoted. The
ranking statement will be prepared after compiling prices on equitable basis taking
the incidence of all elements of price such as Excise Duty/Customs Duty, Sales
Tax, Freight, Transit Insurance etc. upto destination. The Proforma of Ranking
Statement is given below:
Item: Quantity: Tender No. & Date: Opened on:
DP required by the FY: Payment Terms as per TE:

Firm Basic ED CST Rate (All Quoted F.O.R Validity DP Payment

Rate inclusive) Qty. . Term

52
 Other details not covered in the format may be given as 'Note' below each firm.
The concerned Purchase Officer should get ranking statement prepared and
signed amongst others.
If a tenderer is exempted from payment of Excise Duty upto any value of
supplies, or is entitled to concessional rate/quantum of Excise Duty, and has not
stated that no E.D. will be charged by him up to the limit of exemption and has not
indicated the concessional rate/quantum of E.D. leviable in respect of the tendered
supplies, but has made stipulations like, excise duty was presently not applicable,
but the same will be charged, if it becomes leviable later on, the quoted price shall
be loaded with the quantum of excise duty which is normally applicable on the
item in question for the purposes of comparing its prices with other tenderers.
DATA SHEET:
Data Sheet in form No. MM-22 (Annexure-21) should also be compiled to
reflect the past performance of the firms as well as their current load position.
Data Sheet indicates details of orders placed during the last three years.
However, in case no orders were placed during the last three years, details of orders
placed prior to three years, if any, should be indicated.
INITIAL ANALYSIS OF TENDERS RECEIVED:
The Purchase Officer will scrutinise the tenders received to find out
whether these are complete in all respects and binding on the tenderers. There may
be some offers which are not complete. Such incomplete offers can be broadly
classified into two groups :-
(A) Where the offer is complete with regard to the essentials of the tender
though some other details may be missing.
(B) Where the offer is not complete with regard to essentials
As regards incomplete tenders falling under Group (A) these may be
considered, provided the offer is specific with regard to the following basic
requirements:
(i) Description & specifications.
(ii) Rates, Duties and Taxes
(iii) Delivery terms.
In other words, there should be no ambiguity regarding the items being
offered, the prices quoted and the terms of delivery. Where with regard to these
basic requirements, the offers contain vague and ambiguous stipulations or avoid
specific replies to the queries in the tender documents, like whether the store
conform to technical particulars/specifications, drawings as specified in the
schedule to tender, such offers will not be considered complete with regard to
essentials. If some other details are missing from such an offer, for example, list of
plant and machinery, details of NSIC registration etc. which do not affect financial
terms and conditions, the Purchase Officer may make a reference to the firm

53
 seeking further information, provided soliciting of such information will not amount
to revision of the offer.
Such references and clarifications must be made quickly with a target date
for reply so that finalisation of the tender is not delayed. For making such
references or accepting a clarification from the firms for such details, the Purchase
Officer will not require approval from any superior authority.
It is, however, reiterated that no clarifications shall be obtained or
accepted from the firm, (even if submitted unilaterally by the firm) which have an
effect of changing the essentials of the tender or its inter- se position or would give
an unintended benefit to the tenderer.
As regards tenders falling under Group (B), such offers should be ignored
and rejected straightway and no reference should be made to the firm or
clarifications accepted, if submitted by the tenderer unilaterally.
For the guidance of the purchase officers, an illustrative and not
exhaustive list of the instances in which the tenders may be ignored and rejected
straightway is given below:
(a) Received after due date and time of tender opening (late tenders):
(b) Unsolicited offer i.e. offer from tenderer other than those asked to quote
against The Tender.
(c) In the form of Letter Head/FAX/Telex/Telegram not followed up by
formal tenders in time.( within 7 Days of opening of T.E)
(d) Not accompanied with Earnest Money asked for in case the firm
responded is not registered with NSIC.
(e) Does not indicate delivery period by which supplies can be made or
delivery offered is vague.
(f) Does not indicate the terms of deliver
(g) Ambiguous with regards to any of the essentials i.e. the items being
offered, prices quoted, and the terms of delivery.
(h) Tender samples as required in the enquiry conditions have not been submitted
by the due date.
REASONABLENESS OF PRICES AND BENCH MARKING:
In the case of competitive tendering where two or more vendors are
competing independently to secure a contract, the competitive bids form the basis
of pricing. Data base maintained on cost based on concluded contracts, prices of
product available through market should also be used to assess reasonableness of
price offered.
(a) Evaluation of tenders is made on the basis of the ultimate cost of the user.
(b) As a general principle, no offer involving any uncertain or indefinite liability
or any condition of unusual character should be considered.

54
 (c ) The reasonability of the price proposed has to be established by taking into
account the competition observed from the response of the trade to the
enquiry, last purchase price, estimated value, database maintained on costs
based on the past contracts entered into, market price wherever available and
changes in the indices of various raw materials, electricity, whole sale price
index and statutory changes in wage rates etc.
(d) Procurement of spare parts, consumables and small value contracts which
are supplied in the past, the price reasonableness can be determined after
comparing with last purchase price.
(e) The reasonability of price may also be examined by resorting to Cost
Analysis in situations where there is wide variance over the LPP not explained
by corresponding changes in indices.
(f) In the case of single tender analysis of costs and price structure may be done
to ensure that the price quoted is reasonable with reasonable profit margin.
(g) Even when only one bid is submitted, it may be considered valid if the bid is
satisfactorily advertised and price quoted is reasonable in comparison to
market value and assessed price.
(h) Assessing of reasonability may be an ardous task, especially where price data
is not available or in case of overseas suppliers. In such cases it is important to
place on record efforts made for arriving at a price and taking procurement
decision.
LAST PAID PRICE
To ascertain the reasonability of the prices received against the tender
enquiry they should be compared with the prices paid in the last contract, if any,
for the same item, on the following lines:-
(a) The Last Paid Rate is the price paid in the latest contract. The Basic Price,
Taxes, Duties, Transportation charges, P&F Charges to be indicated
separately
(b) Where the firm holding the LPR contract has defaulted, the fact should be
highlighted in the purchase proposal and the price paid against the latest
contract placed prior to the defaulting LPR contract, where supplies have
been completed, should be indicated.
(c) Where the price indicated in the LPR is subject to variation, besides
indicating the original price as of the LPR contract, the updated price as
computed in terms of the price variation clause, may also be indicated.
(d) Where the supply against the LPR contract is yet to commence i.e.
delivery is not yet due, it should be indicated in the purchase proposal,
whether the contract holder is a past established supplier / new supplier.
(e) In case of new supplier the price paid against the previous contract as in
the case of (b) above should be indicated.

55
 (f) In case the LPR is more than three years old it can not be taken as a real
scale for comparison. However, such LPR can be used as an input for
assessing the rates.
In the case of wholly imported stores the comparison of the Last
Purchase Rate should be made with the net C.I.F. value in foreign currency
only.
BENCH MARKING
When it is observed after analysing the cost data available from various
sources that the rates offered by the vendors are not reasonable, negotiation with
them is inevitable. Before scheduled negotiation it is advisable to work out
estimated reasonable rate. In case of single tender cases, a technical committee
should make an assessment of estimated cost based on available information.
TENDER PURCHASE COMMITTEES FOR PROCUREMENT OF
STORES

Tender Purchase Committees (TPCs) have been constituted under orders

of OFB (OFB Order No.359/BS dt.21.02.1989 as amended from time to time) for
scrutiny of Tenders for purchase of Stores at Headquarters as well as Factories as
detailed hereunder :-

The basic purpose in delegating powers is to enable the Factories to keep

in readiness the inputs and facilities essential for maintaining continuity of
production and achieving the production targets without any let up or hindrance.
The exercise of powers in consultation with Finance is intended to bring in
financial expertise in the decision making process. The Finance thereby become a
part of the Management Team instead of an outside Agency making Ex-Post-
Facto analysis. It should be the endeavor of the Finance functioning as Internal
Financial Adviser to be pragmatic and, make available to the Management the
best Financial Judgement. Financial scrutiny should be undertaken as a Tool to
help production and other operations and the financial implication and
repercussion of exercising of any power will have to be clearly brought out with

reference to the alternatives available in a given time, in order to guide the

decision to the best course from the financial point of view.

All Members should be made to resolve differences through personal

discussion instead of making to and fro references in writing. Where it is
considered necessary to keep record of such discussion, agreed Minutes should be
drawn up and recorded.
Financial consultation is distinct from financial concurrence. The officers
exercising the delegated powers may decide not to accept the advice tendered by
Finance but this, they will do entirely on their own responsibility, and the
reasons/justifications for doing so should be recorded in writing.

56
 The dates of the meetings of TPC should be notified sufficiently in
advance so that the briefs and relevant files can be studied by the committee
members including the finance representative before they attend the TPC meeting.
The CFA in any purchase case is to be determined on the basis of cost of
each item..
TPCs at Hqrs.
(A) Level -I:
(a) For Procurement of Stores above Rs. 20 Crores RE and FE above Rs. 10
Crores and above Rs. 3 Crores RE for Single Tender/Proprietary items.
(b) All those cases of Procurement of Stores exceeding the delegated
financial powers of OFB which require the approval of Ministry of
Defence.
Chairman/OFB Chairman
Member/P&MM Member
Member/Finance/Controller of Member
Finance *
Member/Operating Division
Or
Addl.DG/AV (for AV Hqrs. Cases) Member
Or
Addl.DG/OEF (for OEF Hqrs.
Cases)
DDG/Operating Division Member
DDG/Director/MM/PV(VFJ & GIF Secretary
Cases)
* C of F will represent the Committee only in the absence
of Member/Finance.

(B) Level-II
(a) For Procurement of Stores valued between Rs. 5 Crores and Rs.20
Crores RE and Rs.2 Crores and Rs. 5 Crores of FE
(b) In the case of Single Tender and Proprietary Items, the Committee
exercises the financial power between Rs.50 Lakhs to Rs. 2 Crores.
Member/P&MM Chairman
Member/Finance or his representative Member

57
 At C of F/JCF Level
Member/Operating Division
Or
Addl.DG/AV (for cases of AV Group Member
Or
Addl. DG/OEF (for cases of OEF Group)
DDG/Operating Division Member
DDG/Director/MM/PV(VFJ & GIF Secretary
Cases)

NOTE : For release of Foreign Exchange between Rs.2 Crores and Rs. 5
Crores, the case shall be put up for sanction of Chairman/OFB.
(C) Level - III
(a) For Procurement of Stores valued between Rs. 1.5 Crores and Rs. 5
Crores of RE and upto Rs. 2 Crores of FE.
(b) Upto Rs. 50 Lakhs in case of Procurement of Single Tender and
Proprietary Items.

Member/Operating Division
Or
Addl. DG/AV (for cases of AV Group) Chairman
Or
Addl.DG/OEF (for cases of OEF Group)
Controller of Finance/JCF Member
DDG/Operating Division Member
DDG/Director/MM/AV/OEF/PV (VFJ & Secretary
GIF Cases)

Note:The Committee will also dispose those cases involving price

differential beyond 5% but within 10%.
(D) Level - IV For Procurement of Stores valued upto Rs. 1.5 Crores of RE
DDG/MM/OFB
Or Chairman
DDG/Veh. (For VFJ/GIF Cases)

58
 Controller of Finance/JCF/AFA Member
DDG/Director (Operating Division) Member
Director/Jt. Director/MM
Or Secretary
Director/Jt.Director/PV (for VFJ/GIF
Cases)

Note : This Level will not be operative for AV & OEF Divisions. Such cases
will be put up to Level-III
SPECIAL NOTES :
(1) All cases where "make or buy" decision is involved, especially all IFD cases will
be carefully decided by Member/P&MM in consultation with concerned
Operating Members to optimise full utilisation of available capacities with the
Ordnance Factories and reasons clearly recorded if it is decided to go to Trade
when capacities are available in the Ordnance Factories.
(2) Nodal Agencies and procedures for procurement of bulk common materials
should be decided by Member/P&MM and the performance of Nodal Agencies
right from necessity/TE stage onwards and this should be carefully watched and
monitored.
(3) PFCs will be chaired and approved by the concerned Operating
Member/Addl.DG and a presentation will be made in the next Board Meeting by
the DDG/Operating Division and DDG/Engg. For ratification. PFCs for the year
2002-03 should be completed by 31.12.2001 to ensure proper investment
projection and similar exercise will be carried out for subsequent years also.
PFCs pertaining to AV and OEF Group will be attended by DDG/Engg./OFB
and representative of Member/Finance.
(4) Level-IV TPC for Stores will have powers to negotiate with Vendors as
considered appropriate. The CVC Guidelines will be followed.
(5) The Finance Representative in Level-III in OEF and AV Hqrs. shall be at the
Level of Controller of Finance and Accounts only. In the absence of Controller
of Finance and Accounts, an officer of the rank of Joint Controller of Finance
and Accounts will be nominated to represent the Committee

.
(6) The Secretary of respective TPC shall provide a full brief of the cases in
stipulated time to each Member and Chairman. He should not put up the brief
unless he is fully satisfied on the above account. Important points needing
special attention/consideration should be highlighted.

59
(7) The sanctions issued under the delegated powers by the individual Members of
the Board should be got ratified by the Board through Secretary/OFB.
TPCs at Factories
(a) Level-I
For purchases of stores/components etc. exceeding Rs. 20 Lakhs in each case.
GM Chairman

AGM/Jt.GM in Charge of Procurement Member

Other Concerned Officers including QC Member

C.O.A (Fys.)/JCA (Fys.) Member

Level-II:
For purchase of stores/ components etc. exceeding Rs. 10 Lakhs and upto
Rs. 20 Lakhs in each case.

AGM/Jt.GM in Charge of Procurement Chairman

Other Concerned Officers including QC Member

JCA(Fys)/DCA(Fys)/ACA Member

(b) Level-III:
For purchases of stores/ components etc. exceeding Rs. 4 Lakhs and upto
Rs. 10 Lakhs in each case.
Dy.GM in Charge of Procurement Chairman

Other Concerned Officers including QC Member

DCA/ACA/A.O/(Fys.) Member

(c) Level-IV:
For purchase of stores/components etc. upto Rs. 4 Lakhs in each case.
Works Manager in Charge of Procurement Chairman
Other Concerned Officers including QC Member
Accounts Officer /(Fys.) Member
Note:
1. Due to unforeseen reasons, if the Chairman of any TPC is out of station or on
leave, the next senior member of the relevant TPC may conduct its
proceedings, depending upon the urgency. However, the minutes of the TPC

60
 meeting will be got approved by the Chairman of the relevant TPC on his
return.
Cases not requiring approval of TPC:
OFB has decided that no TPC would be necessary for
(a) Purchase of stores, sub-assemblies, and components from collaborators under
collaboration agreement.
(b) Items valuing less than Rs. 50,000
Preparation of Brief for TPC:
The brief giving details as per the following proforma be prepared by the
Purchase Officer and submitted to TPC (giving reasonable time for convening the
meeting)for deliberation along with the Comparative Statement of Tender,
Ranking Statement and Data Sheet:
Name of Store:
Whether Single Source/PAC:
Type of Tender Enquiry:
Date of Issue & Opening of TE:
No. of Established firms available:
Whether any established firm & past suppliers has been excluded from TE? If so,
reason thereof :
Quotation received from No. of firms:
Tender Quantity :
Quantity in MP Sheet:
Delivery required as per TE :
Likely Value of order :
Last Purchase Rate (LPR) giving details of S.O and name of firm :
Lowest Rate Received :
(A) Ist Lowest:
(B) IInd lowest:
14. Average proven capacity of firms quoting:
(Based on orders executed in last 3 years or last 3 orders which ever is
covering more period)

15. Requirement :
End Store Unit Target for the Requirement

61
 Requirement Year for the Year
16. Total availability since 1st April of the year :
17. Total Dues ( if any portion of the Dues are “doubtful”, the fact should be
brought out with clear reasons including remedial measures
taken/contemplated:
18. Net deficiency, with justification, if TE qty. is different:
19. Date of recommendatory TPC-I (for cases being sent to OFB) of Factory:
20. Date of sending the case to OFB:
21. Remarks:
22. Recommendation of Fy. TPC-I:
CRITERIA FOR TENDER SELECTION:
The TPC will give proper weightage to each of the following factors while
selecting the offers.
a) Price quoted
b) Delivery Promised
c) Capability and reliability of the concerned firm(s) as indicated by their past
performance and the latest facilities at their command for production of the
stores.
d) Load factor i.e. whether the concerned firm is already holding orders and if so,
how much more they can be realistically expected to supply within the
required delivery period without prejudice to their commitments vis-à-vis the
outstanding orders.
A view should be taken whether in the given case it is necessary to
incorporate an 'option clause' in the contracts (in pursuance of the provisions of
Tender Enquiry).
Further, at times it becomes necessary to cover more quantity than
originally tendered, due to change in programme/target etc. In such cases the
question will arise, had more quantity been tendered, there would have been possibility
of getting offers at lesser rates due to quantum discount etc.
In such cases, if the entire quantity is to be covered on a single source,
then t he Supplier should be asked for quantity discount in view of the enhanced
quantity. However, if the quantity is to be covered on more than one Firm, and no
Firm is getting more than the original tendered quantity even after considering
enhanced requirement, then no reference for quantity discount need be made.
In case of single tender purchases, if no Last Purchase Rate is available, a
break- up of the price quoted (Material, labour, overheads, profit etc. ) may be
obtained from the firm and data analyzed to take a view as regards the
reasonableness or otherwise of the price quoted.

62
 Comparison may also be made with the price of similar stores. If
necessary, a technical assessment of cost may also be undertaken having regard to
the material required its quantum, operations and processing involved etc.
DIFFERENCE OF OPINION AMONGST TPC MEMBERS:
In cases where it is not possible to come to consensus and differences
persist amongst members of TPC, the reasons for dissent of a member should be
recorded. When Chairman of the TPC finds the dissent as unconvincing, he can
overrule such dissent notes after recording reasons for doing so clearly. Chairman of
TPC shall be fully responsible for such decisions.
After the decision is taken in such cases, the matter will be brought to the
notice of next higher authority.
PREPARATION OF TPC MINUTES:
Minutes of the TPC proceedings clearly bringing out its recommendations/
decisions should be prepared by the Member Secretary immediately after the
committee’s deliberations are concluded. He should get all the copies of the
minutes signed by all the Members and distribute the copies to each Member.
TPC recommendations/decisions will provide necessary authority for placing
orders only after completion of above formalities.
POST TENDER NEGOTIATIONS & COUNTER OFFERS:
Negotiations, after tenders have been opened, should be severely
discouraged. Negotiations vitiate the sanctity of the tender system & reduce the
credibility of the purchase organisation, Quality becomes the casualty. Unless
some definite evidence is forthcoming to show that the prices received are unreasonably
high or there is tendency to obtain unreasonably higher prices by ring formation
or on account of the lack of capacity, negotiations should not be resorted to at all.
CVC has clarified that in cases where the quantity to be ordered is much
more than L-1 alone can supply, the quantity to be ordered may be distributed in
uch a manner that the purchase is done in a fair, transparent and equitable
manner. This implies that if L-1 does not have the capacity to supply full
tendered quantity, and the price offered by next tenderer is considered to be
unreasonable, the price can be negotiated with him before deciding the order on him.
Thus in exceptional cases negotiation can be done one by one with the firms
till the full tendered quantity is distributed as per their capacity to supply.
Counter offer of a price by the purchaser is also covered by the term
“negotiations” and hence the same principle as given in the previous Para shall
apply for counter offer also.
PLACEMENT OF ORDER ON PRICE DIFFERENTIAL:
If L1 does not have the capacity to supply within the delivery period as
per RFP, after loading L1 fully as per its capacity and past delivery, order can be
placed on L2, L3………… for the balance quantity at L1’s rate sequentially.

63
 When it’s not possible to obtain L1’s rate and there is an operational or
production compulsion, CFA can approve the price differential upto 5%, within
his financial powers in consultation with finance. For calculating price
differential, all inclusive price quoted by the firms have to be reckoned. At
present only Board members/ Chairman can operate the power of placing order at
differential rate of 5%.
For any price differential above 5% approval of next higher CFA would be
necessary.
OFFERS WITH DISCOUNTS FOR QUICK COVERAGE,
INSPECTION/PAYMENT:
In case any tenderer offers discount for coverage within a shorter period,
for quicker inspection/payment such offer is to be considered/compared only as
per the price quoted (without consideration of discounts). The contracts as a result
of acceptance of such offers shall not include any clause with regard to these
discounts.
POST TENDER REVISION:
Any post tender revision, which has the effect to influence the purchase
decision, should make the firm’s tender unacceptable and be rejected.
However, if the firm would have got the order without the revision and at
the same time the revision gives some benefit to the purchaser it may be accepted.
The TPC within whose power the case falls would be competent to admit such
post tender revision.
REGULATION OF CLAIMS FOR EXCISE DUTY:
The Excise Duty clause provided in the Instructions to Tenderers
stipulates that where the tenderer intends to ask for excise duty as extra, he is
required to state it specifically. In the absence of any such stipulation it is to be
assumed that the prices quoted include the element of excise duty and no claim
for the same will be entertained after opening of tenders.
Where the tender mentions that the prices are exclusive of excise duty
which will be payable extra, it should be definitely stated in the Acceptance of the
tender that the duty is payable at a specified rate, in addition to the cost of stores,
instead of mentioning its payment as extra.
The mere statement in the tender that the prices are exclusive of excise
duty does not entitle the firm to the reimbursement of the duty. Where the
tenderer indicates in his tender that prices are exclusive of excise duty but no
mention has been made that excise duty will be charged extra, no claim for the
same will be entertained after the opening of tenders. If such offers are successful
in getting the order, it should be clearly stated in the Acceptance of Tender that
prices are exclusive of excise duty. It should also be stated that the excise duty
will not be payable extra and prices shall be treated firm and final
In the cases where prices are firm and inclusive of excise duty the
contract will reflect the offer correctly. The certificate prescribed for claiming

64
 excise duty need not be called for in such contracts as otherwise these would
attract Section 64 (A) of the Sales of Goods Act, which is reproduced below:

“64 A.:- In contracts of sale, amount of increased or decreased taxes to be

added or deducted:
1. Unless a different intention appears from the terms of the contract, in the
event, any tax of the nature described in sub-section (2) below, being
imposed, increased, decreased or remitted in respect of any goods after the
making of any contract for the sale or purchase of such goods without
stipulation as to the payment of tax where tax was not chargeable at the time
of the making of the contract, or for the sale of purchase of such goods tax-
paid where tax was chargeable at the time:
(a) If such imposition or increase so takes effect that the tax or
increased tax, as the case may be, or any part of such tax is paid or
is payable, the seller may add so much to the contract price as will
equivalent to the amount paid or payable in respect of such tax or
increase of tax, and he shall be entitled to be paid and to sue for
and recover such addition, and
(b) If such decrease or remission so takes effect that the decreased tax
only, or no tax, as the case may be, is paid or is payable, the buyer
may deduct so much from the contract price as will be equivalent
to the decrease of tax, or remitted tax, and he shall not be liable to
pay, or be sued for or in respect of such deduction.
2. The provisions of sub-section (1) apply to:
(a) any duty of customs or excise on goods;
(b) any tax on the sale or purchase of goods.
By virtue of the provisions of Section 64 A of Sales of Goods Act,
1930, even in the absence of a stipulation in the contract providing for
statutory variation in excise duty, the contractor is entitled to be
reimbursed for such additional amount as he is obliged to pay as a result of any
increase or fresh imposition of duty provided that such increase or
imposition takes place after the making of the contract and the increase or
imposition is in respect of the ordered stores as distinguished from the raw-
material. It is, therefore, imperative that the intention to allow or deny increases
under ection 64 A of the Sales of Goods Act be specifically incorporated in the
contract.
As per legal advice where there is a stipulation in the tender to the
effect that any variation in the excise duty will be to the purchaser’s
account, the quotation is altered by an alteration in excise duty taking place
before Acceptance of the Tender. All variations taking place after the date of
tender in such cases have to be taken into account and allowed in the Acceptance

65
 of tender. If it is not allowed and the variation involves increase of price,
there will be no contract between the parties.
In view of this legal position, it is necessary that where firm’s
tender tates that the prices are based on the excise duty prevailing on the date of
their quotation and any statutory variation in the rates will be to the

purchaser’s account, the Acceptance of the Tender should specifically incorporate

that statutory variation in the rate of excise duty will be allowed from ______
(date specified here should be the date of firm’s tender) and not usual stipulation
that statutory variation in the duty will be adjusted.
It is further legally advised that the statutory variation in the customs
duty/excise duty (up or down) taking place between the date of the tender
and the date of the A/T would be admitted, if in the A/T it is definitely
stipulated that the custom/excise duty has been included at a particular rate,
which is the prevailing rate at the time of submission of tender and there is
a stipulation that statutory variations up or down will be adjusted.
INTIMATION TO UNSUCCESSFUL TENDERERS :
Unsuccessful tenderers should be informed of non-acceptance of their
tenders without assigning any reasons.
SCRAPPING OF TENDERS :
Scrapping of tenders should be avoided as a rule. However, such a course
may be justified in the following cases :-
(a) Change in basic specification governing supplies after opening of tenders.
(b) Non-receipt of offers as per specification laid down.
(c) Sudden downward market trend.
(d) Prices quoted being very high / unreasonable.
RETURN OF TENDERS RECEIVED AGAINST TENDER ENQUIRIES
CANCELLED/SCRAPPED SUBSEQUENTLY :
Such tenders may be returned on request. It is not necessary to authorise
refund of cost of tender on scrapping. Claims when received should be finalised with
the approval of competent authority.
PREPARATION AND ISSUE OF SUPPLY ORDER/ ACCEPTANCE OF
TENDER :
Supply orders should be placed separately on each firm for quantities as
decided by the TPC. It must be ensured that the order incorporates only such
terms and conditions and special conditions/ instructions, if any, as have been
expressly agreed to by the firm. If there is any doubt in this regard and if any
special condition insisted upon by the firm has been ignored, the matter should
be resolved through the TPC before Orders are released.

66
 If payment in foreign exchange ( either for the imported stores to be
purchased or for import of components/ semis/ materials by the supplier) is
involved, requisite foreign exchange should be got released through the authority
before any commitment is made with the suppliers.

The contract is brought into existence upon communication of the

acceptance which must be within the time prescribed. Where the post is the medium
of communication between the parties, the acceptance is complete as soon as it is
posted. Proper care should be taken to address the letter or telegram of acceptance
correctly.
When a specific stipulation has been made by a tenderer that he should be
informed of the acceptance by a particular date and in a particular manner, it must
be ensured that the acceptance is issued in time and in the manner prescribed by
the tenderer to enable him to receive it by the date fixed. If despatch of the intimation
is delayed and tenderers receive it after the expiry of the specified date, the
contract will not be a valid one and it will be open to the tenderer to refuse to
accept the same. All Purchase Officers should, therefore, ensure that in all such
cases, the decision is communicated sufficiently in advance so that the tenderer will
definitely receive it before the due date.
Sometimes it may be necessary to conclude the contract by issue of a letter
of intent or advance supply order or telegraphic acceptance due to imminence of
expiry of the offer or any other reason. In such cases the letter of intent/ advance
supply order / telegraphic acceptance concludes the contract and it is, therefore,
imperative that all important and relevant aspects such as description of stores,
quantity, price, delivery period etc. are properly reflected in the advance
communication. It must also be ensured in such cases that there is no variation
between the letter of intent etc. and the formal supply order issued subsequently.
The advance acceptance should specifically state that it concludes the contract and
the formal supply order showing full details will follow. The formal supply order
should be issued without any avoidable delay.
CHECK POINTS FOR PREPARATION OF SUPPLY ORDER / ACCEPTANCE
OF TENDER:
(i) Use prescribed form as amended up-to-date.
(ii) Fill up each and every clause with care and if there is any clause, which
is not applicable to the contract, give clear indication to that effect
against the particular clause.
(iii) Have the name and address of the contractor been correctly incorporated
in the supply order?
(iv) Have you satisfied yourself that the delivery period stipulated in the
contract is in accordance with the delivery agreed to by the tenderer ?

67
(v) Have you ensured that prices have been correctly indicated and
variation, if any, has also been stipulated on the basis of a well-defined
and clear-cut price variation formula?
(vi) Have the firms asked for sales tax extra? Have you made provisions for
that in the contract ?
(vii) Have the firms asked for Excise Duty as extra and have you made
provisions for that in the contract ?

(viii) Have you ensured that the terms and conditions including special
conditions stipulated in the contract are in conformity with the offer of
the firm and variation, if any, has been mutually settled ?
(ix) Have you given the consignee instructions correctly?
(x) Have you given despatch and inspection instructions correctly?
(xi) Have you stipulated that the stores should on no account be
despatched/delivered without getting the same inspected and passed by
the Inspection Officer stipulated in the order (unless inspection at
destination is specified)?
(xii) Have you made sure that inspection authority and Inspecting Officer
have been shown separately and correctly ?
(xiii) Have you given the Heads of Account and indicated correctly the
Accounts Officer who will make payment and mode of payment ?
(xiv) Have you checked whether the tendering firm has accepted the standard
"Standard Arbitration Clause'? If no, have you made suitable alternative
provision ?
(xv) Have you ensured that specifications given in the contract are in
accordance with those accepted by the firm and are complete in all
respects?
(xvi) Have you made sure that all relevant communications from the
contractor leading to their agreement to the contract terms and
conditions have been referred to in the contract?
(xvii) Have you ensured that it contains the clause on Security Deposit
indicating correctly the quantum of Performance Security and the time
for furnishing the same
(xviii) Does the contract provide for submission of advance sample? If so, has a
definite, reasonable and correct time-limit been laid down making it
clear that the contract is liable to cancellation at the risk and cost of the
contractor if he failed to submit acceptable samples within the stipulated
period?
(xix) Has the Transit risk clause been correctly stipulated?

68
(xx) Have you checked whether the firm has asked for any assistance for
clearing the raw materials and if so, has suitable provision been correctly
incorporated making it clear whether it is a contractual obligation or
otherwise?
(xxi) Has the firm asked for any Import Assistance and if so, has necessary
Foreign Exchange clearance obtained and release of F.E. obtained from
the competent authority ?
(xxii) In case of importation on F.O.B. basis has the Customs Duty clause been
correctly incorporated?

Has the firm agreed to placement of additional quantity against option

clause? If so, has the purchaser's right to do so been reserved ?
(xxiii) Have you advised the firms as regards information and documents
they are required to submit along
with their bills for payment against the last instalment of the contract ?
(xxiv) Have you incorporated necessary instructions regarding issue of
Military Credit Note, if required?
(xxv) Has it been stipulated that the stores should be despatched against
clear Rly. Receipt and not on "said to contain" basis and
in closed wagons only (unless the material is such as are
normally carried in open wagons)?
(xxvi) Have you advised the firm that the stores should be suitably
packed so as to be reasonably secured against loss or damage
in transit?
(xxvii) Make sure that the order is issued under Registered Cover with
Acknowledgement Due.
(xxviii) If the contract provides for advance payment (before
commencement of Supplies), have you provided for adjustment
against subsequent bills, recovery of interest, differential rate
of interest during the contract D/P and thereafter?
(xxix) If Bank-guarantee is to be obtained from the Contractor as Security
for Advance Payment, has a suitable form for the guarantee
been adopted?
(xxx) If materials are to be issued to the Contractor from factory stock,
has suitable provision been made as regards Issue Price,
Security Deposit, Care & Custody, Accounting etc. ?
(xxxi) Have copies of the S.O. been endorsed to all concerned including
Inspectorate and Accounts, ITO etc?
(xxxii) Standard LD Clause as per Para 8.14 to be included

69
 (xxxiii) Force Majeure Clause should not be included in S.O. in a routine
manner unless specifically asked for by the Supplier.
DESPATCH OF SUPPLY ORDER/ ACCEPTANCE OF TENDER :
The Supply Orders/ Acceptance of Tenders should be despatched under
Registered Post with acknowledgement due.
The postal A.D or the acknowledgement slip, on return from the
Contractor, should be pasted on the reverse of the office copy of the A/T/Supply
Order. If no acknowledgement is received from the contractor within 14 days from the
date of issue of Supply Order/ Acceptance of Tender , then the Contractor should be
reminded and the matter pursued till acknowledgement is received from him.
ACKNOWLEDGEMENT OF CONTRACT:
Main aspects to be taken care of -

Purchaser's Obligations :
Execution of contracts may be contingent on the purchaser's fulfilling
certain conditions/ taking certain actions, such as, furnishing additional technical
particulars/ literature, assistance for securing raw materials, issue of Import
recommendation Certificate, advance payment before commencement of supply
etc. These have to be taken care of by the concerned Purchase Officer and it is
incumbent on him to ensure that such conditions as stipulated in the Supply Order
are met with utmost expedition so that the supplier may be prevented from delay
in supplies on their part.
Other aspects to be taken care of are timely payment for supplies made in
accordance with the terms of contract, prompt response to requests for inspection
of tores tendered, release certificates in respect of stores received and accepted by
the consignee, prompt action in respect of transit loss/ damages etc.
Supplier's Obligations :
(a) Submission of advance sample:
If a contract provides for submission of advance sample by a stipulated
date, attention should be focussed on this aspect immediately after issue of the order. If
n the basis of inspector's report or otherwise, it becomes evident that the supplier
does not have either the capability or intention to produce/ supply the stores,
necessary action to terminate the contract and securing remedies as per the terms
of the contract should be initiated. If there is any element of doubt as to whether
there is a clear breach of contract or not, legal advice should be sought without delay.
(b) Steps taken to start and sustain production:
It will be the responsibility of the Inspecting Officer, specially in case of
orders where long lead- time ( say, more than 4 months ) is allowed, to report to the
Purchase Officer, after a study of the ground conditions at the supplier's end what

70
 steps have been taken by the supplier to commence and sustain production of the
items on order in conformity with the contract delivery date(s). Any laxity noticed
on the part of the supplier should be taken note of and kept in view while
considering any request for extension of contract D/P.
The contractor is also required to submit Progress Reports against
contracts to the Purchase Officer. Suitable forms for this purpose may be devised
and receipt of these returns watched according to prescribed periodicity.
Intimation to Inspector :
The concerned Inspector should be advised not to undertake inspection of
stores tendered after expiry of contract D/P, until the same has been formally
extended. If the stores are inspected after expiry of D/P, it will amount to keeping
the contract alive by conduct and time will no longer be of the essence of the
contract.
If a falling trend in price of the contracted stores is noticed, the Inspector
should be immediately alerted and asked not to respond to any request for
inspecting the stores beyond the contract D/P.

Contract Effective Date:

The contract effective date is to be invariably indicated in each contract as per
agreed terms and conditions. The effective date will be the date on which the last
of the conditions, as applicable is complied with, viz:-
(a) Date of signing of contract.
(b) Furnishing of Performance Bond in the form of PBG by the seller.
(c ) Obtaining the Export Licence for supply of stores by the seller and a
confirmation in writing sent to the buyer within specified days of
signing of contract.
(d) Receipt of Bank Guarantee for advance payment.
(e) Date of Issue of End User Certificate.
Date of placement of LOI along with short intimation of conclusion of contract
with details of cost, supply detail in brief (with reference to TE/firm’s offer),
delivery period, quantity and a clear mention of starting of delivery period from
the date of LOI should be taken as the effective date of contract irrespective of the
date on which contract is actually signed.

71
 CHAPTER 7
O
ORRD
DEER
RSS O
ONNO
OVVEER
RSSEEA
ASS SSU
UPPPPLLIIEER
RSS

PROCUREMENT OF IMPORTED STORES

OFB/OFs have been authorised to float Global Tenders as well as limited
enders to the OEMs/Firms as authorised by their respective Governments to
export, for the import of the items. Depending upon the powers delegated, Factory
can place order directly or forward it to the concerned higher TPC for approval and
sanction.
ASPECTS REQUIRING SPECIAL CONSIDERATION
Special consideration and arrangement is called for in respect of contracts
with overseas firms in the following areas:
1. Inspection & testing & warranty
2. Vintage/source of manufacture
3. Shipping & handling at Ports
4. Payment
5. Settlement of disputes
INSPECTION, TESTING & WARRANTY.

72
 In case pre-despatch inspection is required to be done at the
manufacturer's work, special arrangement should be made at the purchaser’s cost.
Inspection of stores/equipment against orders placed on
manufacturers/suppliers may be arranged only in the following cases:
(a) Stores which have to be inspected/tested during manufacture and where the
inspection and testing of raw materials used in the manufacture are considered
essential, the purchaser will make necessary arrangement for the same, which will
be clearly brought out in the contract
(b) Where the nature of store is such that full performance test and thorough
inspection has to be carried out at the makers works, the purchaser will make
necessary arrangement for the same, which will be clearly brought out in the
contract.
Performance Bank Guarantee of 10% of the value of contract to be provided by
the supplier for the delivery schedule/quality.
Where inspection at the makers' end is not provided for, stores/equipment
may be accepted against manufacturers' inspection certificate and guarantee. In
such contracts suitable warranty clauses should be framed having regard to the
end- use / performance and invariably incorporated in the Contract with the agreement
of the suppliers. Suppliers should be asked to confirm that in case of defective
supplies/rejection, they will make good the same by replacing with new ones or
in case of failure to do so, the cost will be adjusted against outstanding
orders/supplies/performance guarantee.
-66-
VINTAGE/SOURCE OF MANUFACTURE :
The Tender Enquiry/Contract should clearly bring out the requirement of,
the year of manufacture and also the source of supply.
SHIPPING AND HANDLING AT PORTS OF ENTRY
The terms of delivery in a contract for imported Stores for delivery direct to
he purchaser may be as per following INCOTERMS-2000:
(a) F.O.B. (Free on Board)
(b) F.A.S. (Free Alongside ship)
(c) C.I.F. ( Cost Insurance & Freight)
(d) C & F ( Cost & Freight)
Other terms included in INCOTERMS-2000 can be seen at annexure 51.
When the orders are placed on the basis of (c)and (d) above, the supplier
will normally be free to select the shipping line for despatch of the consignment.
The position is the reverse in case of FOB/FAS contracts. With a view to ensuring
that the cargo is carried by the Indian Shipping Lines, contracts for direct imports
should, as a rule, be made on FOB basis and suitable provision made therein to
the effect that shipping arrangements will be made by the Secretary, Shipping

73
Co- ordination Committee, Ministry of Transport and Shipping, New Delhi or
the Ordnance Factory Board through their forwarding agents (in position for
the time being) to whom prompt and adequate notice shall be given by the
contractor about the readiness of the cargo for shipment. Any departure from this
standard shipping clause, if unavoidable, should be made only in consultation
with the Co-ordination Committee, Min. of Transport.
A specimen-shipping clause is reproduced below:
(i) "Shipping arrangements will be made by the Shipping Co-ordination and
Chartering Division, Ministry of Shipping and Transport, New Delhi (Cable:
TRANSCHART: NEW DELHI, TELEPHONE VAHAN-IN 2312,24448 &
3104) through their forwarding agents M/s. Schenkar & Co., 2002 Hamburg
11, P.O.No.110320 (CABLE: SCHENKERCO HAMBURG, TELEX
0213094) to whom adequate notice of not less than six weeks about the
readiness of Cargo for shipment should be given by the Sellers from time to
time for finalising the shipping arrangements.
(ii) The Bills of Lading should be drawn so as to show:
SHIPPERS : THE GOVERNMENT OF INDIA
CONSIGNEE : The General Manager,
POST CONSINGEE : Embarkation Commandant
Embarkation Hqrs
Calcutta/Chennai/Mumbai

(iii) Two non-negotiable copies of the Bills of Lading indicating the gross
freight amount and rebate allowed, should be forwarded to the shipping Co-
ordination Officer, Ministry of Shipping and Transport, New Delhi after the
shipment of each consignment is effected.
(iv) The stores being of security nature, should be dispatched by Lock Fast Cargo,
if this type of stores on board is available and provided no extra expenditure
is incurred. However, the despatch of stores need not be held up for want of
this facility.
(v) To be shipped on Indian Vessels only.
Or
Failing that by non-Pakistani Vessel and which are NOT manned by
Pakistan Crew."
Embarkation Commandant (EC)/Embarkation Headquarters (EHQ) of the area in
which the Port of entry in India is located, arranges clearing, handling and
transhipment of imported consignment from the Port to the ultimate consignee.
Shipping advise shall be sent to the port consignee i.e. the concerned Embarkation
ommandant by telegram/FAX or Air-mail within 3 days of shipment.

74
 All correspondence are to be made with DGOF Cell at EHQ Mumbai in
respect of consignments imported through Mumbai Port. On behalf of Ordnance
Factories, DGOF Cell Mumbai will co-ordinate with the EHQ Mumbai for
necessary action. However duties and responsibilities of EHQ Mumbai vis-à-vis
DGOF Cell are presently under review. For other Ports, the documents are to be
sent directly to concerned EHQs.
Hazardous/Explosives Cargo are cleared mid-seas under supervision of Naval
Armament Depot (NAD) at Mumbai and Alwaye. However, as regards duties and
responsibilities of NAD Karanja (Mumbai) via-a-vis EHQ Mumbai are presently
under review.
The concerned Factory should make the following documents available to
DGOF Cell in case of EHQ Mumbai or directly to EHQ Chennai/Calcutta for
consignments arriving through the respective Ports.
Shipping Procedure, 1996, provides that shipping documents and
Original Bill of Lading, Invoice/Packing Accounts, Specifications to invoice where
necessary, Packing List/Packing Note and Insurance Policy, if the stores are
insured, are to be made available at least 14 days before arrival of the vessel at the
part of discharge by the consignor to the Embarkation Headquarters. Delay in
submission of these documents lead to delay in clearance and resulting in
payment of extra wharfage or at times incorrect assessment of customs duty. Late
receipt of customs duty exemption certificate also leads to excessive charging of
customs duty. Such excess levy of wharfage and customs duty are avoidable, if
documents are received in time.

The concerned Factory should make the following documents available to

DGOF Cell in case of EHQ Mumbai, or directly to EHQ Chennai/Calcutta for
consignments arriving through the respective Ports.
(a) Original Bill of Lading.
(b) Non-negotiable copies of Bill of Lading : 4 Copies.
(c) Invoice/Packing Account - 5 Copies.
(d) Specification to Invoice where necessary - 1 Copy.
(e) Packing List - 1 Copy.
(f) Packing Note - 1 Copy in addition to one in the packing.
(g) Insurance Policy, if the stores are insured - 1 Copy.
(h) Specification/Certificate of quality - 1 copy.
(i) Customs Duty Exemption Certificate, if any.
(j) Bank endorsement on Bank's Letter Head.
(k) NMI (Not manufactured in India) Certificate,as required.
(l) Consignee release order.

75
 (m) A copy of Certificate of Country of Origin may also be despatched for
clearance.
(n) The supplier is also required to send a sketch of the consignment along with
out ward dimensions and gross weight etc. along with the despatch
documents.
For Air Consignments, the following documents are to be furnished :
(a) Airway Bill/Copy of Airway Bill
(b) Cargo Arrival Notice.
(c) Banker's endorsement on Banker's Letter Head .
(d) NMI Certificate, as required.
(e) Consignee's release order.
(f) Invoice/Packing List
(g) Customs Duty Exemption Certificate, if any.
The above documents should be made available to DGOF Cell Mumbai or
EHQ Calcutta/Chennai, as relevant, 14 days in advance for effecting timely
clearance. A suitable clause is to be incorporated in supply order to that effect
that, if clearance is delayed for non-receipt of documents from supplier in time,
supplier should make good the losses towards payment or extra wharfage.
Consignee Factory should make very close liaison with the DGOF Cell at
Mumbai, or EHQ Chennai/Calcutta and monitor activities relating to clearance of
consignment and assessment of Customs Duty for ensuring timely clearance and
correct assessment of Customs Duty.
PACKING
Stores/equipment supplied from overseas sources shall be packed in
seaworthy packing to avoid any transhipment loss/damage and tropical storage.
Clean-on-board Bills of Lading only will be accepted as a proof of outwardly
seaworthiness of packing.
MARINE INSURANCE
Ordinarily Govt. goods are not insured as a matter of policy. However,
where marine insurance cover is considered essential for any special reason and the
supplier is not agreeable to bear the cost, necessary arrangement may be made with
the concurrence of Finance. The policy should, however, be taken with the
concerned nationalised insurance Co.
PAYMENT
The normal terms of payment to foreign vendors are 100% payment
through irrevocable letters of credit or Direct Bank Transfer. The paying authority
is C of F&A. For contracts below USD 50,000.00, DBT payment terms should be
insisted upon, at the time of concluding the contract. All LC’s will be opened
through C of F&A in State Bank of India or any other Public Sector Bank.

76
Confirmed LC’s should not be opened as it undermines the credibility of our
nationalised banks. Payment to the contractors is done through Irrevocable Letter of
Credit.
Letter of Credit
Letter of Credit is a documentary credit. It is an instrument and an
arrangement whereby a Bank undertakes to pay another firm/recipient, on behalf of
a customer, an amount as per agreed stipulations and against presentation of
specified documents. This is done in a trade transaction whereby goods move from
seller to buyer and in return payment made from buyer to seller. This is done by
ensuring the interest of all parties by Banks who act as fiduciary agent. The
essential features of documentary credits are that they are undertakings made by
Banks to make payments, made on behalf of a person, normally the buyer, to third
person normally the seller. It is conditional undertaking, wherein compliance to the
conditions contained in the documents is checked. The uniform customs and
practices for documentary credits, laid down by ICC lays down in its Article 4 that
Bankers should deal in documents and not in goods. Art. 14(b) stipulates that Bank
should decide admissibility of documents and hence a careful scrutiny is
imperative.
The parties to a letter of credit are :-
(i) Applicant : It is normally the buyer, who applies to the authorised dealer
to open a Letter of Credit. He should ensure that the items under import
are not included in the negative list of export - Import Policy 1992-93.
(ii) Issuing Bank : It issues the Latter of Credit and undertakes to make the
payment. As per provisions of exchange control regulations of RBI only
authorised dealers are permitted to open Letter of Credit on behalf of their
customers, who are parties to the trade.

Beneficiary : He is the seller of goods to receive the payment. He

should be the first or more (Second) beneficiary in case of transferable LC.
(iii) Advising Bank : A bank normally in the country of the beneficiary who
advises the LC, thereby assuring genuineness. As per Foreign Exchange
Control practices, if the advising bank does not involve itself in the
process of checking, they must say to the beneficiary.
(iv) Confirming Bank : It confirms and adds its guarantee to the credit of
another bank. It stays in and allows reimbursement/payment on behalf of
the opening bank. The cost of confirmation is ordinarily borne by
beneficiaries.
(v) Negotiating Bank : It is the bank nominated to negotiate the documents
or pay the proceeds of the bill against presentation of documents specified.
(vi) Reimbursing Bank : It is designated by the issuing bank to reimburse to
the negotiating bank when payment is claimed against retirement of bills.

77
 Normally opening/issuing bank has accounts to which such reimbursement
are to be debited.
The common types of credits are :
(i) Irrevocable LC : This most commonly used LC cannot be considered
without the consent of all parties concerned. In contrast revocable LC
can be cancelled/amended by issuing bank at any time, except that it has to
honour payment liabilities before notice of cancellation. Revocable LCs
are not generally issued by banks in India unless specially permitted and
therefore unless specified, all LCs are irrevocable.
(ii) Confirmed LC : Sometimes a bank in the country of the beneficiary
does confirmation. This is done at the instance of be beneficiary, an
undertaking by the confirming bank in addition to issuing bank. If the
seller invites for confirmed LC, the cost of confirmation may be borne by
them.
(iii) Sight Credit : Under this credit the beneficiary receives payment upon
presentation of documents to the payee/negotiating bank, after due
examination by the bank.
(iv) Revolving Credit : Under this credit a commitment made by the issuing
bank to restore the credit to the extent of amount utilized. In cumulative
revolving credit, the un-utilized amounts in a period can be added to the
amount during next period. In the non-cumulative credits, un-utilized
amounts lapse, if not used. The permissible duration and period of
utilisation of these credits are specified in the Letters of Credit.
(v) Acceptance Credit : The beneficiaries draw a time draft and the draft is
accepted by banks for payment as a discountable instrument upon
presentation of document. The seller may get the draft discounted against
guarantee of issuing/confirming banks and the payment is debited to the
buyer on maturity.

(vi) Deferred Payment Credit : Both are retired after a period specified in
the contract, after documents are presented. It is financing instrument for
the buyer and ensures payment by buyer on the due date.
(vii) Transferable Credit : In this arrangement, the first beneficiary, transfers
his rights and obligation to one or more (Second) beneficiary/beneficiaries
only once. Subsequent transfers to the third beneficiaries are not
permitted. Whenever, partial shipments are permitted, fractions of a
transferable credit can be made available.
The Letter of Credit should contain the following :
(i) Name and Address of the Applicant,
(ii) Name of issuing Bank of the Credit document on pre-printed stationary

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(iii) The Dates of issuance of Credit and date and place of expiry of the credit
should be clearly stated.
(iv) Name and Address of the beneficiary (or beneficiaries) in case of
transferable credit)
(v) The Letter of Credit should mention, if it is confirmed, revocable or not.
In case of confirmed credit, the name and address of confirming Banks
should also be mentioned.
(vi) Terms of despatch i.e. FOB, CIF and FAS etc. should also be mentioned.
(vii) The documents to be presented for payment
(viii) The credit amount and its currency are also to be stated. The amount
should be in figures and words. The expression "Circa", and "About" may
be construed as 10% above and less than the amount stated.
(ix) Credit is negotiable by Bank of beneficiary's choice, unless it is stated
explicitly in the credit as to which Bank should negotiate.
(x) The credit also states modes of payment like " at sight" or "deferred
payment" terms.
(xi) If the import bill for payment has not been drawn up as specified on Letter
of Credit, or drawn up on acceptance basis, the same is referred to
importer for their acceptance, before any bills are paid by the Negotiating
Banks.
(xii) In case final payments are to be accepted by the buyer, depending upon
the pending claims to be settled, it must also be mentioned in the L/C. This
will help in settling all the pending claims of the Purchaser before final
payments are made.
Mechanics of opening of L/C
The actual mechanics of opening a letter of credit are as follows:
The concerned authority in OFB/the concerned Factory makes an application duly
supported by (i) a guarantee in Form No.2 (ii) a copy of the relevant contract with
amendment, if any and (iii) connected sanctions (foreign exchange etc.) and

attested copies of relevant notes and correspondence. On receipt of these

documents the Accounting Authority (C of F&A/Fys. Or Branch A.Os.), after
necessary scrutiny/audit forwards the application together with the guarantee form
to the State Bank of India (Overseas Branch). An undertaking as under is also
required to be given to State Bank of India while sponsoring such cases.
The forwarding letter and undertaking will be signed “for Controller of
Finance & Accounts(Fys)” by an officer whose specimen signature is on record
with RBI.

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 SBI will establish Letter of Credit with the Foreign Bank (Supplier
Banker) specified on the contract or as mutually agreed between the Supplier and
the Purchaser.
The Foreign Bank makes payment to the supplier on presentation of the
prescribed documents and claims the amount from the SBI etc. who in their turn
gets reimbursed by the RBI who then sends debit advice to the Accounts Officer.
The Controller of Finance and Accounts (Fys) has requested the
following instructions should be incorporated in the Contracts providing for payment
by letter of credit.
“As soon as a consignment is ready for shipment a copy of your invoice
and inspection Note relating thereto shall be mailed directly to Group Officer
I/C, Store Section, Office of the Controller of Finance & Accounts (Fys), 10A,
S.K.Bose Road Calcutta 700001.
While claiming payment from the Bankers you will furnish additionally
one more copy of your invoice and the Bill of Lading marked specifically as follows:
The documents on the presentation of which payment through letter of
credit will be released shall be clearly laid down in the contract. Normally these should
be in requisite numbers).
a) Clean-on-Board Bill of Lading
b) Original Invoice
c) Packing list
d) Certificate of Origin from Seller’s Chamber of Commerce
e) Certificate of Quality and current manufacture from OEM
f) Dangerous Cargo Certificate, if any.
g) Insurance Policy of 110% if CIF/CIP contract
h) Certificate of Conformity & Acceptance test at PDI, signed by Buyer’s and
Seller’s QA Deptt.
i) Phyto sanitary/ Fumigration Certificate.
j) Performance Bond/ Warranty Certificate
k) Authenticated signature of the supplier or his authorised rep should be
available with the bank and verified by them before releasing LC payment.
Small value say within Rs. 10 Lakhs equivalent payment may be remitted
to the seller’s bank a/c by Direct Bank Transfer (DBT) which is more
economical.
ACTIONS RECOMMENDED AT CONTRACTING STAGE.
(a) Embarkation Headquarters concerned should be indicated as port
consignee/landing officer in the contract in case of non-explosive
cargo.

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(b) NAD Karanja/Alwaye should be indicated in the contract as port
consignee/landing officer in case of explosive cargo. For P&M, being
non-explosive cargo, clearance is to be through EHQ.
(c) A copy of the contract should be forwarded each to Q/Mov (Shipping)
in case of sea cargo and Q/Mov (Air) in case of Air Cargo,
Embarkation Headquarters concerned and Landing Officer.
(d) A copy of contract should also be forwarded to Govt. forwarding
agent viz. Schenker & Co. for sea and Balmer Lawrie for Air
Consignments respectively. Besides smooth function, it earns Govt.
rebate.
(e) Contracting authorities should make the supplier responsible to bear
the cost of extra wharfage if the delays in clearance are due to late
receipt of documents or due to wrong/obliterated marking on the
packages by inserting a suitable penalty clause in the contract. The
supplier should also be responsible to process the original Bill of
Lading (B/L) expeditiously abroad and deespatch by courier. In case
delay is anticipated the foreign supplier should inform
consignee/indentor and concerned Emb. HQ. The details of cargo,
Marine & Ship despatched on date. Also Shipping Agent in India is to
be requested to release cargo in absence of original Bill of Lading to
avoid extra wharfage.
(f) In case payment is through Bank a suitable clause may be added in
contract that B/L will be presented in the Bank within 2 days of B/L.
In case of any errors in documents due to supplier, extra wharfages on
this account will be borne by supplier.
(g) Clauses like 'shipper to order' and 'order of Bank' should be avoided as
far as possible in the contracts so as to avoid delay in clearance and
payment of extra wharfages.
(h) Bank operating the Letter of Credit (LC) should be advised and
closely liaised for arranging issue of Bank Release Order (BRO)
immediately on receipt of documents to concerned Emb. Hqrs.
(i) Whenever insurance is done it should be from Port to Consignee and
not from Port to Port. Cargo is to be despatched through SCI or Air
India normally.
(j) A clause is to be added that one additional copy of packing note along
with value of each item in respect of each package is to be forwarded
to landing officer (concerned (EHQ). This will be in addition to the
copy placed in each package. In case the same is not provided, and
any loss is suffered an account of that, supplier will be required to
make good the loss.
(k) Modalities of recoveries towards the losses suffered on any of the
above to be contained in the contract.

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 (l) The code head of accounting should also be mentioned in the
contract/covering letter.

Nature of Head to which to be debited

transaction
Customs Duty Freight Charges
Stores 01/806/10 01/808/02
SETTLEMENT OF DISPUTES
Having regard to legal complications, cost involved in litigation and
difficulties in enforcing legal awards, all efforts have to be made to settle disputes
with overseas contractors by negotiation specially in case of small value contracts.
The sole-arbitration clauses as laid down in the general conditions of
contract are not accepted by the foreign firms. As an alternative, Provision may be
made, where necessary, for arbitration by three arbitrators, one each nominated by the
Purchaser and the Supplier and the third, who should not normally be a native of
either India or the contractor's country chosen by these two arbitrators. In case of
disagreement between the two arbitrators, the third arbitrator may be left to be
nominated by the Chairman of International Chamber of Commerce, Paris or
similar prima facie neutral and reputed institutions.
Foreign Arbitration - The Arbitration and conciliation Act 1996 has
provision for international commercial arbitration which will be applicable if
one of the parties has its central management and control from any foreign country.
The salient features of this law are:-

( a) The parties can choose either Indian or Foreign Law governing arbitration.

(b) To minimize interference of courts in stalling arbitration proceedings.

( c) Arbitrator can be changed by mutual consent without approaching court.

(d) Vesting of enhanced powers to arbitrator.

( e) Clearly defining obligations of the arbitrator.

(f) Arbitrators award to be enforceable as if it were a decree of court.

The Ministry of Law and Company affairs have advised that Arbitration
Clause should specify that all our contracts have to be interpreted in accordance
with the laws of the Union of India and arbitration proceedings shall be conducted
in India under this act.

Purchase contracts with Foreign Firms should preferably be in the form of

self-contained agreements, specially for large value contracts or those for costly

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plant and machinery which involves elaborate erection & commissioning, trying
out of capacity/quality/consumption rate/time cycles warranty period etc.

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 CHAPTER 8

DELIVERY DATE IN CONTRACTS, PROGRESSING OF

SUPPLIES,REVIEW OF PERFORMANCE & INSPECTION OF STORES
DATE OF DELIVERY - ESSENCE OF CONTRACT :

As per the Clause 14(4) of the General Conditions of Contract (Form

DGS&D-68 (Revised) the time for and the date of delivery of the stores stipulated
in the contract shall be deemed to be the essence of the contract. It is, therefore,
necessary that a definite date for supply of stores is stipulated in the contract and
expressions, such as "Immediate", "Ex-Stock", "As early as possible", are
avoided.

The delivery date in the contract should be stipulated in accordance with

the provisions thereof in the accepted tender. Incorporation of the delivery period in
the contract in variance with that of the tender and which is not agreed to by the
tenderer will not constitute a legal binding contract.

It is required that delivery must be completed by the agreed date. The

contract comes to an end, by way of a breach, on the failure of the seller to deliver
the goods by the agreed date; and the purchaser may refuse to take delivery of
goods, if offered after the agreed delivery date.

In certain cases where the contractor offers stores for inspection during the
last few days of contract DP or on the last day of the contract DP the inspector
can nspect the stores and sentence it as per standard franking clause.

DEFINITION OF DELIVERY DATE :

Delivery date in respect of contracts placed by the Factories shall be deemed
to be as follows depending upon the terms of delivery specified in the contract:-

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 Terms of delivery Date of Delivery
a) Local Delivery The date on which the delivery is actually effected to the
consignee.
b) Where Quality Where the Quality Assurance Officer and the authority
Assurance Officer is nominated for the purpose of taking delivery of the goods is
also the consignee the same, the date of delivery will be the date on which the
goods are tendered for inspection provided always that they
are found acceptable to the Quality Assurance Officer-cum-
Consignee.
(N.B.: This definition will hold good only in cases where
inspection is carried out at the consignee's premises and will
not apply to cases where the inspection is carried out at
firm’s premises ). Also see note at *
c) F.O.R. station of The date on which the goods are placed on Rail i.e. RR
despatch date, after inspection and acceptance by the Quality
Assurance Officer, if relevant.
d) By post parcel The date of postal receipt.
e) Despatch by Air The date of Air-way Bill.
f) F.O.R. Destination The date on which the goods reach the destination, unless
otherwise stated.
g) F.O.B./F.A.S. The date on which the goods are put on board the
Contracts ship/aircraft, is the date of delivery, i.e. Bill of Lading date.
h) C.I.F. Contracts, The date on which the stores actually arrived at Indian Port
unless otherwise stated.

*Note: Where the item is not inspected by the consignee themselves but by some
other designated agency or undergoes proof test etc. by such other agency, a reasonable
time for such activities should be indicated in the TE by taking into consideration such
proof/test schedule. In case the actual time taken exceeds the the time provided for, which
is not attributable to the supplier then purchaser has to cover such delays by way of DP
extension without LD/ denial clause.
“The authority available to the inspecting officer in terms of clause 14(8) of the
General Conditions of Contract to amend the delivery period where supplies are delivered
within 21 days of the contract delivery period will not apply in respect of the Acceptance
of Tender”

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 In fact the Grace Period is meant for completing inspection and other formalities
culminating in delivery and not for offering the stores for inspection.
CLASSIFICATION OF INSTALMENT DELIVERY CONTRACTS :
A contract in the sale of goods to be delivered by Instalments may be: -
i) An "entire" contract.
ii) A “severable” contract.
Illustrations :
i) Entire Contract : "Delivery to commence after 45 days from the date of
receipt of order and to be completed within three months @ 20,000 units
per month i.e. 31.03.99 or earlier.
ii) Severable Contract : Delivery date : 7410 units by 15.2.99.
8510 units by 31.3.99.
According to legal advice, in the case of a severable contract, each Instalment
constitutes a separate contract and extension in delivery period would be
necessary for each Instalment separately. If stores are accepted after expiry of the
delivery date of a particular Instalment without extension in delivery period being
given with reservation of right to liquidated damages, the purchaser will not be legally
entitled to claim the liquidated damages.
GRACE PERIOD :
The General Conditions of Contract - DGS&D-68 (Revised) Clause 14(8)
provides a grace period of 21 days automatically in all the contracts, unless
specifically not allowed.
For urgent requirements where the delay of 21 days would have perilous effect
on the supplies, grace period may be disallowed. However, if it is intended not to
allow the grace period in any particular case, the fact should be clearly stated in the
Invitation to Tender that clause 14 (8) of the General Conditions of Contract
DGS&D 68(Revised) will not apply in respect of this Invitation to Tender, and a
similar provision made in the contract.
Where supplies are made within the grace period, there is no necessity for any
extension in delivery period and the paying authorities will make payment without any
amendment to the contract delivery period. No liquidated damages are leviable in
respect of supplies made within the grace period. The extra expenditure the purchaser
may have to incur on account of increase/fresh imposition of Sales Tax, Excise/Customs
Duty etc. which takes place within the grace period of 21 days will also not be
recoverable from the suppliers.
The period of 21 days is allowed as a matter of grace and is not intended
to operate as extension of the delivery period and the same will be available only for
despatch and not for offering stores for inspection which should be made within
the original delivery period or the refixed date of delivery.

86
 If the stores are tendered for inspection within the original D/P stipulated
in the A/T and the firm despatches the stores within the grace period, the purchaser
is bound to accept the stores even though the inspection continued after the delivery
date and the inspection note was issued with a franking clause.

The grace period will only apply to the original contract delivery
period/refixed delivery period and will not be applicable once an extension of
delivery has been granted by the Purchase Officers.
When the contract is for delivering the stores in Instalments and when the
delivery period for each Instalment is fixed, the grace period of 21 days will apply
to the delivery period of each Instalment, and not only to the delivery period of
the final Instalment.
ROGRESSING OF SUPPLIES/REVIEW OF PERFORMANCE :
Placement of the contract on a particular supplier does not essentially
ensure the completion of supplies to the consignee's satisfaction. A constant watch after
the placement of the contract, more often than not, thus becomes essential.
It is, therefore, necessary that effective watch is kept in respect of
contracts so that timely action can be taken in case supplies are not materialising.
Each purchase officer upto the level of AGM will keep special watch for
contracts relating to :
a) Urgent demands
b) Critical short supply items
c) Cases where delivery has been delayed beyond 3 months.
Quality Assurance Officer should also be vigilant and there should not be
any avoidable delay in inspection of stores in such cases.
PERFORMANCE SECURITY DEPOSIT - COMPLIANCE THEREOF:
The purchase officer should also watch whether the contractor has
complied with the requirement of furnishing the Performance Security Deposit as
per the terms and conditions of the contract. If not, timely action should be taken as per
the guidelines given in Chapter-5.
REVIEW OF PERFORMANCE :
Where delivery dates are due to expire in the next month, Purchase
Officers should immediately review the purchase files and if supplies have not
been completed against any Acceptance of Tender as per records, issue a registered
letter (well within the contract delivery period) to the firm asking them to intimate
within 15 days or before the expiry of the contract delivery date, whichever is earlier, the
prospect of supplies. This letter will be issued without prejudice to Purchaser's
right in terms of the contract.

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 A copy may also be endorsed to the Inspector to immediately advise
within the contract delivery date the prospects of completion of supplies by the firm even
if extension has to be given.
The Purchase Officer should watch for the response to the above communication
for taking further course of action.

OPTIONS AVAILABLE TO PURCHASER IN CASE OF NON-

MATERIALISATION OF SUPPLIES WITHIN THE CONTRACT
DELIVERY PERIOD :
When the supplies do not materialise by the stipulated contract delivery
date, the purchaser has the following options depending upon the
conditions/circumstances of the case :
i) To extend the delivery date,
ii) To refix the delivery date,
iii) To cancel the contract and to re-purchase the unsupplied quantity at the risk
and expense of the defaulting firm.

POINTS TO BE CONSIDERED FOR EXTENDING THE DELIVERY/OR

TO CANCEL THE CONTRACT :
Whether the extension of delivery date is to be granted as asked for by the
supplier or the contract may be cancelled, would be decided on the merits of each
case. The Purchase Officer has to balance time factor required for making
repurchase and the needs of the production section i.e. whether supply can be
arranged earlier than the period of extension sought for at cheaper rates from
alternative sources and in the latter case whether the production section can
reasonably wait to take advantage of lower trend in prices. Extension should be
granted only where the competent purchase officer is convinced that supplies
would come forward during the extended period. Where purchase officer is
convinced that there are no prospects of supplies forthcoming, particularly
after granting one extension, it would be advisable to cancel the contract with a view
to making repurchase as per the provisions of the conditions of contract.
xtension of DP can be granted by CFA, but with prior concurrence of
LAO/Finance.
REFIXATION OF DELIVERY DATE :
Normally, in the following categories of cases the delivery period should be
refixed.
i) where the manufacture of stores is dependent on the approval of advance
sample and delay occurs in approving the sample though submitted in time.

88
 ii) Where extension in delivery period is granted on account of omission on the
part of the purchaser effecting his right to enforce delivery date within the
stipulated time.
iii) Cases where the entire production is controlled by the Government.
The delivery cannot be refixed to make the contract a severable contract,
without the specific agreement of the firm, if the delivery originally stipulated
made the contract as an 'entire' contract.

EXTENSION OF DELIVERY PERIOD :

Extension Of Delivery Date To Be Only With The Express Consent Of The
Supplier :
Extension of delivery date amounts to changing the terms of the original
contract and such an extension can be only with the consent of the parties i.e. the
purchaser and the supplier. Extension granted without any application on the part of
the contractor has no effect in law and does not bind the contractor. Therefore, the
purchaser would have to consider the question of granting extension of the delivery
date on a specific request from the contractor as well as formal acceptance by the
contractor thereof. This is necessary to avoid litigation.

Consideration of Request For Extension :

In response to the follow up actions, the firm asks for extension of
delivery period, the purchase officer can take further action to grant extension of
delivery date.

An extension is binding on the supplier firm if it is granted on the same

terms as asked for by the firm. While granting extension of the time on application from
the contractor, the letter and spirit of the application should be kept in view in
fixing the extended time for delivery.

Illustration:

A contractor asks on 15th January for the extension of delivery period

upto 31st May. There was delay in deciding firm's application and the extension upto
31st May asked for was granted on 1st April. Though grant of the extension may
seem to be in accordance with the request for extension, the extension granted
does not comply with the spirit of the application where under four months extension
was called.

It is to be noted from the illustration given above that the extended

delivery time should be fixed in such a way as to give the supplier effective time
required by him for the performance of the contract.

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 Extension of Delivery Date to be With R/R and Denial Clauses :
The purchase officer within whose powers the value of the acceptance of
tender falls, will be competent to consider requests for extension and to decide
whether the extension of time should be given. Such extension in delivery period
will be given by the competent purchase officer by reserving the right of the
purchaser to levy liquidated damages for delay and with denial of increase in price,
taxes, duties etc. taking place during the extended period. These are called R/R and
denial clauses. Where value of acceptance of tender falls under the powers of OFB,
the extensions will be decided by General Manager upto two years.

Standardised form of extension letter is given in Annexure- 23. In the case

of contracts of imported stores on F.O.B./F.A.S. terms of delivery basis, the form
given in Annexure- 24 should be used.

Copies of letter granting extension in the contract delivery period should

invariably be endorsed to the Inspector concerned. In cases, where the time lag
between the date of issue of the extension letter and the expiry of the extended
delivery date is short the inspector should be informed telegraphically/by telex/fax
f the extension of the delivery date.

Performance Notice - Notice-cum-Extension Letter :

If there is no response or no satisfactory response from the firm, the
competent purchase officer should take a decision, depending upon the
circumstances of the case whether to cancel the contract and repurchase the
unsupplied quantity or to give a further extension of delivery period.

In case it is considered expedient to give further extension in delivery

period in a bonafide effort to procure the stores, the purchase officer may do so by
issuing Notice-cum-Extension Letter (Performance Notice) in the form as per
Annexure-23. If there is no response within 15 days, notice may be issued to the
firm in the manner as provided for in Annexure-25. If the contractor does not
acknowledge/communicate acceptance of the extension-cum-performance notices,
the Purchase Officer would then be in a position to cancel the contract after the
aforesaid 15 days notice period, in which case the date of breach will still remain
the originally agreed delivery date.

Extension of Delivery Period in cases where downward trend in prices is

indicated :
When there is downward trend in prices, advantage thereof should be
taken while considering the request of the contractor for extension of the delivery
period. The following actions should be taken.

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 Where the lower trend in prices is such that it can be legally recovered
through the pre-estimated damages against the higher priced Acceptance of
Tender, hen the delivery period should be extended with R/R and Denial Clause.

In case the amount of pre-estimated damages does not cover the total cost
ifferential on account of lower trend observed, then the lower price should be
counter offered to the firm. Where there is a range of lower price available, the
competent purchase officer in consultation with Finance will determine the price to
be counter offered to the firm keeping in view the rate at which the maximum
quantity has been covered, the delivery schedule, capacities of lower quoting firms
etc. Such counter offer should be sent in standard format given in Annexure-26. The
Ministry of Law have opined that communication in this form is not likely to have
the effect of keeping the contract alive.

In case the firm does not accept the lower price, the contract may be
cancelled and action taken to repurchase the stores as per conditions governing the
contract. In case the firm agrees to the lower price counter offered, the delivery
period will be extended without liquidated damages and R/R and denial clauses.

Intimation of lower tend in prices to the quality assurance officer

When the lower trend in prices comes to the notice of the purchase officer,
he should advise immediately the Quality Assurance Officer concerned, preferably
by telegram/fax not to inspect the stores offered after the expiry of the delivery date
while the question of securing the reduction in price, negotiation or repurchase at
cheaper rates after cancellation of the original contract is under consideration.

Such an intimation should be given to the Quality Assurance Officer even

in cases where the delivery date has not expired so that the Quality Assurance
Officer is forewarned.

Guidelines for determining the lower trend in prices :

the light of the case law opined by the Ministry of Law from time to time
the following guidelines are indicated in determining the lower trend in prices.

a) The quantity in the lower priced contract should be comparable with the
existing contract.
b) The delivery period in both the cases should be comparable.
c) There should be more than one contract with lower price. If there is only one
contract with the lower price, the tenders against that case should be
examined to see whether the lower price in unaccepted tenders were available.
Extension of Delivery Period in instalment Delivery Contracts :
According to legal advice, in case of contracts provided for delivery in
instalments (severable contracts), each Instalment constitutes a separate contract

91
 and the purchase officer should grant extension in delivery period as per standard
format wherever there is delay in supplies against individual Instalments.
In the case of an "entire" contract providing phased delivery schedule it is
not necessary to grant extension in the delivery period in the case of delay in
intermediate Instalment and such extension would be necessary only in case of
delivery beyond the final date for completion of delivery.

Inspection of stores after the expiry of the delivery period of a particular

given instalment:
In the case of an Instalment contract, each Instalment constitutes a
separate contract. If there is a default in the case of first Instalment, it is for
Purchase Officer to make up the mind to take advantage of that default and cancel
that Instalment quantity as per the provisions of contract conditions. If it is decided
not to do so, there is no legal impediment to the acceptance of deliveries after the
default of the first Instalment.

-84-
The question of appropriation will arise in such a case. It is the right of the
supplier to appropriate towards the defaulted Instalment or subsequent Instalment.
If he does not exercise this right, it is the right of the purchaser to appropriate as he
likes.
It will be open to the purchaser to re-appropriate the stores offered after
the expiry of the delivery period of a given Instalment towards the supply due for
the next Instalment.

Illustration:
A contract provides Instalment delivery of 10,000 Nos. in March, 2000,
0,000 Nos. in April, 2000 etc. and the contractor defaults to supply anything in the
month of March, 2000 and tenders some quantity for inspection in the month of
April, 2000.

The purchaser has the right to cancel the contract in respect of Instalment
due in March, 2000 in respect of which the default has already taken place
and to reappropriate the stores offered towards the Instalment due in April
2000 instalment only.
For this purpose, it is necessary that a letter of cancellation in respect of
the defaulted Instalment is issued at the time of acceptance of the part delivered
stores if not already done or soon thereafter making it clear that appropriation of the
stores is in respect of the April, 2000.
The Quality Assurance Officer should also inform the firm in writing that
the stores tendered in the month of April, 2000 are being accepted for inspection
against the Instalment due for that month and the acceptance of the same is without
prejudice to the purchaser's right to cancel the Instalment due in the month of
March,2000.

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 Refixation /Extension of the Delivery Period in Cases Where the
Supplies Were To Commence after Approval of The Advance Sample.
a) Cases where there is delay on the part of the firm in submitting advance
pilot sample :

In cases where the pilot samples are required to be submitted within the period
stipulated in the Acceptance of Tender, the firm would have committed a
breach of the contract if they had not supplied acceptable pilot sample within
the time limit allowed to them in terms of the contract. In such cases if any
extension of time limit is asked for by the firm for submission of the advance
samples and if request for the same is to be accepted and it is decided not to
cancel the contract on account of breach, the delivery period can be extended
subject to the denial clauses. But before doing so, the firm will be addressed by
a letter by adopting the format in Annexure-26 with necessary changes, and
based on the firm's response the delivery period may be extended, subject to
the denial clauses being agreed to by the firm.

b) Cases where advance sample is submitted in time but rejected :

There may arise cases where advance samples submitted by the

firm within the prescribed time limit are rejected and the firm comes up with
the request for extension of time limit for the submission of fresh samples and
extension is granted in such cases.

Consequently, the delivery period would have to be

refixed/extended with reference to the date of submission of fresh advance
samples and their acceptance. Each case will have to be decided on its merit
whether the delivery period be refixed or extended with R/R and denial
clauses. Under the provisions of Clause-9 of the General Conditions of
Contract (Form DGS&D-68 Revised), if the Purchase Officer is satisfied that a
reasonable ground for extension of time exists, he may allow such additional
time as he may consider justified for submitting the advance sample, and his
decision shall be final. The aforesaid clause goes on to say that the extension of
time may be granted on such conditions as Purchase Officer deems fit.

The terms and conditions on which extension of time limit for

submitting the advance sample is granted to the firms may vary depending on
the working of the delivery clause in each case and it may not perhaps be so
advisable to impose in all cases R/R and denial clauses. Each case will have to
be dealt with on its facts and circumstances. If terms and conditions
incorporated in the letter of extension are accepted by the firm concerned
within the period indicated in the letter, the firm will be bound by the same. If
on the other hand, the firm does not concur, the Department should take steps
to cancel the contract treating the date fixed in the Acceptance of Tender,
within which a satisfactory advance sample should have been submitted, at the
date of the breach of the contract.

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 Accordingly, whenever an extension of time is granted for the
submission of fresh sample in a case where advance sample has been rejected,
the Purchaser should address a letter to the firm in the proforma given, in
Annexure-27 and based on the firm's response and circumstances of the case,
necessary action to extend the delivery period with or without reservation will
be taken.

Follow-up action after issue of extension letters :

An extension letter as issued in standard form can operate only if there
is an acceptance, absolute and unqualified to all the terms and conditions of
extension. Such an extension can be evidenced either by correspondence or by
conduct i.e. by making supplies without raising any objection. Mere
acknowledgement of the letter of extension is not adequate.

If the contractor does not agree to the extension of delivery date

subject to the conditions stipulated in the extension letter (i.e. R / R and
denial clauses ), the alternative course left to the purchase officer
would be to cancel the contract and to repurchase the outstanding
quantity provided that the purchaser is legally entitled to cancel the
contract.

In case of difficult items or items for which sufficient capacity does not
exist, the purchase officer will have to take a conscious and pragmatic view, whether on
the refusal of the firm to accept the stipulated conditions, the contract may or may
not be cancelled. Sanction of the competent authority would be required if it is
decided to allow a firm to execute the contract by granting extension of delivery
date without insisting on the conditions stipulated in the extension letter.

In respect of cases wherein suo-moto extension has been given in a

bonafide effort to procure the stores, the purchase officer must obtain expeditiously
the supplier's concurrence to the proposed extension of delivery date so that the
purchaser's right to repurchase the stores as per the contract terms, in the event of
the supplier not agreeing to the extension of delivery date, is not frustrated by
lapse of time.

It is necessary that effective watch is kept and the following procedure has
been laid down for keeping a watch.

i) Purchase Officer should arrange to maintain a register showing the

A/T No., name of the firm, original delivery period, extended
delivery period as granted and remarks and make a note in the
Register for review on a suitable date so that each case may be
reviewed after 15 days of issue of extension letter to watch the
acknowledgement and the prospect of supplies.

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 ii) If as a result of review , it is found that the extension letter has
neither been acknowledged unconditionally, nor acted upon by the
supplier, a notice as per standard letter (Annexure-25) should be
issued.
iv) In the event of failure of the supplier to acknowledge the acceptance of
the extension letter by the date mentioned in the notice or his failure to
act on the extension letter, the Purchase Officer should proceed to cancel
the contract for breach and after ascertaining from the Quality
Assurance Officer that no supplies have been either made or tendered
for inspection after the last agreed delivery period. This, action is
necessary because if the officer had already accepted the stores for
inspection, by his conduct the contract has been kept alive and the
cancellation letter will not be of any effect. Besides, the purchaser
becomes liable for damage for breach of contract.

Extension of delivery period for replacement consequent to rejection of

stores by the consignee :
Supplies in replacement of stores rejected by the consignee need to be
inspected by the Quality Assurance Officer before despatch. Such replacement
supplies if tendered after expiry of the delivery period should not be inspected by
the Quality Assurance Officer unless delivery period has been got extended by the
supplier.

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The purchaser, the Quality Assurance Officer or the consignee should not
enter into any such correspondence that would have the effect of keeping the
contract alive from the date of expiry of the agreed delivery period. Any request
for effecting replacement of the stores during this period will tend to keep the
contract alive and replacement supplies made after expiry of the delivery would
involve extension of delivery period and inspection also.

Extension of delivery period not necessary for replacement in pursuance of

the warranty/guarantee clause
In certain cases claim may be made for replacement of stores under
conditions of warranty either implied or express contained in the contract after issue
of the certificates by the consignee or Inspector in token of receipt of stores in good
condition.
There can be no question of extension of delivery date for
replacement/rectification of stores in pursuance of the warranty/guarantee clause.

Effect of correspondence with the supplier after breach of contract :

It is permissible to ask for some information regarding past supplies etc. at
the same time making it clear to the party that calling of such information is not

95
 intended to keep the contract alive and it does not to waive the breach and that it is
without prejudice to the rights and remedies available to the purchaser under the
terms of the contract. For this purpose, the letter should be addressed in the
proforma given in Annexure - 28 to ascertain the supply position.

The Quality Assurance Officer should also not enter into correspondence
with the firm after expiry of the delivery date stipulated in the contract.

Inspection of stores tendered at the fag end or last date of D/P :

As far as possible, the inspection should be commenced and finished
during the validity period of the contract and Inspection Notes issued. In such cases,
there would be no question of keeping the contract alive and no occasion of franking
the Inspection Notes will thereby arise.

In case where the contractor offers stores for inspection during the last few
days of the contract D/P or even the last day of the contract D/P, efforts should
also be made by the Inspector to commence the inspection before the expiry of the
D/P.

In case where it is not possible to commence & conclude the inspection

before the expiry of the D/P, the Inspector should immediately on receipt of the
intimation or request for inspection of the stores, bring to the notice of the
contractor orally as well as in writing that the stores have been submitted for
inspection at the very late stage and that it is not possible to commence/ conclude
the inspection before the expiry of the D/P.

The contractor should also be informed that the stores offered for
inspection will, however, be inspected till the completion of the inspection which can
be after the expiry of the D/P and such an inspection continuing after the expiry of
the D/P neither intended nor is to be construed as keeping the contract alive.

The Inspector should invariably issue such notices to avoid the contract
being kept alive before the inspection is concluded after the expiry of the D/P. In such
cases where the inspection is commenced before the expiry of the D/P, a notice is
sent to the supplier, and the Inspection Note is issued after the expiry of the D/P,
he Inspection Note, whether accepting or rejecting the stores, should be duly
franked as per the standard franking clause as an abundant precaution against
keeping the contract alive.

The standard Franking Clauses to be used by the Inspectors are given below:
(a) Franking Clause To Be Adopted In The Case Of Acceptance Of Stores:
" The fact that the stores have been inspected after the D/P and passed by the
Inspector will not have the effect of keeping the contract alive. The stores are

96
 being passed without prejudice to the rights of the Purchaser under the terms
and conditions of the contract."
(b) Franking Clause In Case Of Rejection Of Stores :
" The fact that the stores have been inspected after the D/P and rejected by the
Inspector will not bind the Purchaser in any manner. The stores are being
rejected without prejudice to the rights of the Purchaser under the terms and
conditions of the contract."
Despatch Of Stores After The Expiry Of D/P :
In terms of enquiry and contract conditions, the supplier shall not despatch
the stores till such time an extension in D/P is granted by the Purchaser. If the stores
are despatched by the supplier before obtaining an extension, he would be doing so
at his risk and no claim for payment shall lie against the Purchaser either in respect
of the cost of the stores despatched or any other expenses which the supplier may
have incurred. The Purchaser shall, however, has a right to cancel the contract in
terms of clause 14(7) of DGS&D-68 (Revised). It shall be no defence that the
consignee has taken delivery of stores despatched by the supplier without getting an
extension letter and therefore the contract has been kept alive.

If the consignee does not require the stores, he can reject the supplies
made by the firm and tell the firm accordingly viz., that the supplies stand rejected
for the reason that they have been made after the expiry of the D/P and
simultaneously return the R/R to the firm. The Purchaser shall have the right to
cancel the contract in terms of contract conditions.

If the consignee requires the stores he may accept and extend the D/P. Any
such extension will be subject to applicability of denial clauses and right to claim
damages for delay in supply.

CANCELLATION OF CONTRACT

The purchaser may, without prejudice to any other remedy for breach of
contract, by written notice of default sent to the supplier, terminate the contract in
whole or in part as per Annexure -29 :

a) If the supplier fails to deliver any or all of the stores within the time period(s)
specified in the contract, or any extension thereof granted by the purchaser ;or
b) If the supplier fails to perform any other obligation under the contract.
In the event the purchaser terminates the contract in whole or in part;
a) The Performance Security Deposit furnished will be forfeited;
b) The purchaser may procure, upon such terms and in such manner, as it deems
appropriate, stores similar to those undelivered, and the supplier shall be liable
to administrative action in terms of the contract.

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c) However, the supplier shall continue performance of the contract to the extent
not terminated.

98
 CHAPTER -9

M
MIISSCCEELLLLA
ANNEEO
OUUSS M
MAATTTTEERRSS RREELLA
ATTIIN
NGG TTO
O PPU
URRCCH
HAASSEE CCO
ONNTTRRA
ACCTTSS
ACCEPTANCE/REJECTION OF STORES BY CONSIGNEE AFTER
INSPECTION AND APPROVAL BY THE INSPECTING OFFICER.
As per General Condition of Contract (DGS&D-68/Revised) the
contractor is entirely responsible for execution of the contract in all respects in
accordance with the terms and conditions as specified in the S.O. Any
approval, which the Inspector might have given in respect of stores, material or
other particulars of the work/ workmanship involved in the contract (with or
without test carried out by the contractor or the Inspector), shall not bind the
Purchase Officer. Notwithstanding any approval or acceptance given by the
Inspector it shall be lawful for consignee of the stores on behalf of the Purchase
Officer to reject the stores on arrival at destination, if it is found that the stores
supplied by the contractor are not in conformity with the terms and condition of the
contract in all respects.
To exercise this right the consignee should undertake check of the stores
immediately, on receipt, both quantitatively and qualitatively. It is essential that
such right of rejection is exercised by the consignee within the reasonable time
depending on the nature of the stores and the quantity involved and the contractor is
notified of it, failing which it is likely that rejection may not be legally tenable.
Clause 4(2) of the General Conditions stipulates that such rejection has to be
notified to the contractor: -
a) In case of stores within 45 days after actual delivery at the place of
destination specified in he contract and
(b) In case of plant and machinery, equipment to which additional
conditions as per DGS&D 71 & 73 applies within 90 days reckoned from
the date of receipt of complete equipment with spares and accessories. It is
for the consignee exercising the right of rejection to prepare necessary
documentary particulars immediately so as to substantiate the rejection, to
ensure that un-inspected stores do not get accepted. In addition, the
consignee should check the stores on receipt with the details furnished in
the relevant Inspection Note or Annexure thereof that will be submitted to
him directly by the contractor as proof of acceptance of stores by the
Inspecting Officer.
After necessary inspection and check the stores may be sorted into lots of :-
a) Those, which conform to the specification and bear inspection mark and
tally with the description of particulars given in the Inspection Note.
b) Those bearing inspection mark but not conforming to specification.
c) Those bearing inspection mark and conforming to specification, but not
allying with other particulars as indicated in the Inspection Note.

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 d) Those not bearing Inspection Mark (i.e., unpassed).
Lots (a) should be accepted'. Lots (b) & (d) should be rejected forthwith.
Regarding Lots (c) the consignee should immediately bring the
discrepancies to the notice of the Contractor as well as the Inspector who passed
the stores and call for explanation of the contractor and if the explanation furnished
by the contractor is unsatisfactory and in case the consignee have been given
ground for concluding that the Inspection Mark are spurious and the stores are
unpassed, he should reject lots (c) on the ground that the stores are unpassed and
consequently the despatch was not in accordance with the terms of the contract,
simultaneously informing the contractor that the unpassed stores received by him
are lying at contractor's risk and cost and that the contractor must arrange to
remove the same forthwith failing which necessary steps will be taken in
accordance with law for its disposal and the cost incurred in keeping such rejected
stores in custody and their disposal shall be recovered from the contractor in
accordance with law. The same applies to lot (b) and (d) also as regards disposal
and recovery.
If the firm has drawn any advance payment necessary action should be
intimated in consultation with Ministry of Law to recover the amount.

CONTRACT WITH PRICE VARIATION CLAUSES :-

As per the General Principles of entering into a contract, no contract
involving an uncertain or indefinite liability should be entered into. As a rule, firm
prices should be stipulated in the contract, especially in case of short-term contracts
where delivery is expected to be completed within a period of 4/6 months.
However, in the present day uncertain market condition the firms may sometimes
insist on variable prices especially in case of long term contracts. While this may be
considered on merit in cases where no firm price offers are available and even if
available, the same are not competitive. Even in these cases price variation should
be allowed on the basis of a clear cut and well defined price variation formula, the
data base of which should be variable with reference to authenticated documents,
which the contractor should submit along with their claims for variation. The
formula should provide for variation both ways, i.e. both upwards and downwards
and not merely for escalation. A quantum of the contract price representing
contractor's make up and other fixed elements should be earmarked as fixed.
As a matter of policy OFB does not approve acceptance of any variation
with reference to wage factor, since this element of cost is not susceptible of
effective scrutiny. In extreme cases wages variation may be considered only when
orders are placed on public sector undertakings when they insist on the same. In
case of private firms, as far as possible variation should be allowed to be computed
with reference to principal material input only. In no circumstances conditions such
as "prices ruling on the date of supply" shall be accepted except in case of PSUs
such as IOC, HPCL, RCF but not in respect of Private Sector Units.

100
 . Framing of price variation formula will, for obvious reasons, vary from
case to case depending on the nature of stores/equipment under order, the nature of
material input, whether the same are indigenous or imported etc. Therefore, there
is no question of devising any standard price variation, which would be applicable
to all cases.
Price variation for imported stores/equipment will be related to few other
additional elements apart from intrinsic cost/price of the manufacturer. These are
exchange rate variation, variation in ocean freight and variation in the rate of
Custom Duty. Where orders are placed direct on the manufactures on the basis of
FOB price, variation will, however, be related only to basic cost element viz.
Materials, labour and overhead. The other additional factors (exchange rate,
customs duty etc.) will come into play when orders are placed on Indian Firms on
FOR basis.
DGS&D has laid down some guidelines in their Office Order No.16 dated
01.01.78 as regards PV Clause to be adopted for regulating variation with
reference to certain elements of cost viz. Customs Duty, Excise Duty, Steel Price,
Price of non-ferrous metal, exchange rate variation and wage escalation etc. These
instructions may also be looked into wherever necessary.
PRICE INCREASE IN FIXED PRICE CONTRACT
As laid down in rule 247 of FRI Part-I (1963 Edition) any amendment
affecting the contract price amounts to modification of contract warranting approval
of next higher authority. This, however, does not extend to statutory variation, i.e.
when statutory levies such as sales tax, excise duty etc. are levied/enhanced after
placement of the contract and during the contract delivery period. In other words,
extra expenditure resulting from such statutory levies will have to be paid and will
not amount to modification of contract.
When the contract delivery period is extended, generally a condition is
laid down that the purchaser will not be responsible for any increase in price due to
any reason whatsoever including statutory levies.
Nevertheless, if under circumstances of each case and according to legal
advice, it becomes necessary to entertain claims for such levies even during the
extended period, the purchaser will have the remedy of recovering part or whole of
the increased amount in the shape of liquidated damage as recoverable under the
terms of the contract, increased/new levies being treated as a potential loss.
In all other cases against fixed price contracts where there is no price
variation clause, the contractor does not have any legal claim for increase in the
contract price for any reason whatsoever. Such claims can be considered only on
ex-gratia basis. OFB have been given powers to accept increase in price against
fixed price contracts upto a limit of 10% of the contract price. Similar power has
been given to General Managers of factories to accept increase upto a limit of 5%.
These powers may be exercised in cases, where price increase is justified on
account of circumstances beyond the control of the supplier. The price increase in
such cases should be allowed only after conducting negotiation with the supplier

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 and after taking all relevant factors into account, such as whether effective
alternative arrangements are feasible, whether the firm is really capable of
supplying the required stores and the claims for increase is related to factors which
could not be foreseen at the time the quotation was submitted etc. In determining
the new price the aim should be to compensate the firm against the loss they would
suffer but for the proposed increase, but in no circumstances the approach should be
to protect the profit element in the same.
REGISTRATION OF FIRMS:
Purchases are required to be made not only at the most competitive price,
but also from sources that are capable of supplying goods of the specified quality
within stipulated delivery period. In other words, the reliability of the Supplier is a
crucial factor in making tender decisions. The purchaser needs to have a fair idea of
the antecedents of the firms, their resources, both technical and financial and their
standing and reputation. For this purpose, a system of registration of firms for
different products required by the purchaser should be in vogue.
Procedure for Registration of firms.
Firms intend to get registered with Ordnance Factory shall apply to the
factory in the prescribed form called “Vendor Registration Request Form “. Based
on the information furnished by the firms classification of the firms will be done
by a multifunctional team of Gr.A officers from Quality, Production, Material
anagement and Finance function. The committee will be headed by AGM/QC of
he factory. Firms qualifying will then be required to go through a process of
physical capacity verification by a team of officers. The team shall verify the facts
s furnished by the firms in their Vendor Registration Request Form and allocate
marks and rating in “Vendor Quality Survey Report”. After capacity verification
the grading of the firms shall be done on the basis of guidelines and numbering
scheme. In addition to grading, vendors will be assessed for categorisation
depending on their infrastructures and capabilities for one or more type of
activities like design, development & production. After vendor assessment and
approval of recommendation to register a firm in the compendium of approved
supplier by the ccepting authority, a registration certificate, at a nominal fee, valid
for 3 years shall be issued. Vendors Registration shall be for a particular item
or a group of items or for a process/ technology. The registration certificate issued to
the vendor after carrying out capacity verification shall indicate the list of
items or the process/ technology for which they are granted registration.
A Vendor holding valid registration for an item in one ‘factory’ shall be
considered as valid for other factories also.
Detail procedure for Registration of firms is given under Standard
Operating Procedure for capacity verification and vendor registration issued under
Ordnance Factory Board letter no. 108/TIR/QCS dated 13.9.2005 a copy of which is
included at Annexure 56.
REMOVAL OF FIRM FROM THE COMPENDIUM OF
REGISTERED SUPPLIERS:

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 A continuous watch needs to be maintained over the performance of the
Registered /Established Firms. Removal of vendors from the compendium of
registered suppliers may be ordered on the following grounds:-
i) If a firm fails to execute a contract.
ii) If the Composite Index of vendor rating falls below 70%.
iii) If a firm is declared bankrupt or insolvent and in case of a limited company,
it is wound up or taken into liquidation.
In the above said contingencies, except under © it shall be necessary to
give the firm an opportunity of showing cause against the proposed action. Orders
removing the firm from the compendium should be communicated to it along with
reasons. Orders regarding removal for reasons mentioned in © above shall apply
or all items for which the firm is registered.
The decision of GM i.e. the acceptance authority for registration of firms
shall be final. However, in case of dispute between firm and factory, Member/TS,
Ordnance Factory Board shall be the Appellate Authority.
BANNING AND SUSPENSION OF BUSINESS DEALINGS WITH THE
CONTRACTORS :
Business dealings with a Firm, whether it is registered or not registered, may
be ordered to be suspended or banned, in public interest by the competent
authority. Presently, the authority in this regard is vested with the Chief Vigilance
Officer of the Department of Supply.
Grounds for Suspension of Business Dealings With Firms :
Suspension of business dealings may be ordered where, pending full
enquiry into the allegation, it is considered not desirable that business with the
Firm should continue. Such an order may be passed : -
i) If the Firm is suspected to be of doubtful loyalty to India.
ii) If the Central Bureau of Investigation or any other investigating agency
recommends such a course in respect of a case under investigation; and
iii) If a prima-facie case is made out that the Firm is guilty of an offence
involving moral turpitude in relation to business dealings which, if
established, would result in business dealings with it being banned.
Grounds for Banning of Business Dealings :
The grounds on which banning may be ordered are: -
i) If security considerations including question of loyalty to the State so
warrant.
ii) If the proprietor of the Firm, its employee, partner or representative is
convicted by a court of law following prosecution for offences involving
moral turpitude in relation to the business dealings.

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 iii) If there is strong justification for believing that the proprietor or employee
or representative of the Firm has been guilty of malpractice such as
bribery, corruption, fraud, substitution of tenders, interpolation, mis-
representation, evasion or habitual default in payment of any tax levied by
law; etc.
iv) If the Firm continuously refuses to return government dues without
showing adequate cause and government are satisfied that this is not due
to reasonable dispute which would attract proceedings in Arbitration or
Court of Law, and

v) If the Firm employs a government servant dismissed, removed on account

of corruption or employs an official convicted for an offence involving
corruption or abatement of such an offence, in a position where he could
corrupt government servants.

GENERAL MECHANISM FOR REGISTRATION.

Open advertisement shall be made indicating intent for source
development mentioning the requirement of the item. Advertisement will make it
explicit that only actual manufacturers will be considered and tender will be issued
after satisfying in respect of capacity & capability after due verification. Such other
conditions in regard to specific plant & machines and manufacturing capability,
which the firm must possess in order to manufacture and supply the item, should
also be included in the advertisement stating that only those firms who possess
these capabilities should apply. Otherwise their offers will be summerarily
rejected. Also the firm will be required to quote for minimum 50% of the intended
quantity against Tender , otherwise their offer will be treated as invalid.
Vendor Registration Request Forms shall be issued to prospective vendors
on request by each Ordnance Factory.
Based on the information furnished by the firms in the Vendor
Registration Request Forms, classification of the firms will be done by a
multifunctional team of Group ‘A’ officers from production, quality control,
planning, material management and finance functions. The committee will be headed
by AGM/QC. Qualification of Firms shall be done as per guidelines and marking scheme
given in Guide. The firms qualifying shall be subjected to capacity verification.
The team for Capacity Verification shall comprise of officers from
factory’s QC Department and Production Department. The team shall consist of
officers in gazetted Group ‘A’ or ‘B’ rank and at least one of the member should be a
qualified lead auditor. If none of the member in teams is qualified lead auditor, an
additional member at Sr. NG level with this qualification can be included in the
team. The eam will verify the facts as furnished by the firm in Vendor Registration
Request Form, after visiting the firm’s production units and allocate marks and
rating in the vendor quality survey report.

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 After capacity verification the grading of Firms shall be done based on
guidelines and numbering scheme. The firms meeting the specified criteria shall
be included in the compendium of approved suppliers and registration certificate
valid for a period of 3 years shall be issued to them. On expiry of the period the firm
has to apply for renewal of registration. The charges for registration shall be as
under:-
(a) Large & Medium Scale Industries Rs. 5,000/-
(b) Small Scale firms Rs. 2,000/-

Enlistment of Indian Agents.

As per Rule 143 of GFR-2005 the compulsory enlistment scheme of the
Department of Expenditure, Ministry of Finance, it is compulsory for Indian
Agents, who desire to quote directly on behalf of their foreign principals, to get
themselves enlisted with the Central Purchase Organisation (eg. DGS&D).
However, such enlistment is not equivalent to registration of suppliers as
mentioned under Rule 142 of GFR-2005.
PLACEMENT OF ORDERS ON UN-REGISTERED FIRMS
Calling Capacity Reports
If it becomes necessary in any case to consider offers from unregistered
Firms, orders should be placed on them only after due investigation as regards
their capability/capacity.
In respect of SSI Units who are not already approved by N.S.I.C. reference
should be made to that organisation.
In respect of other Firms capacity/capability should be investigated
through the concerned inspector. A specimen of the letter that should be addressed
to the Inspector in this regard will be found in OFB Form No.MM-24.
Capacity reports on all the unregistered Firms whose offers are proposed
to be considered (having been found technically acceptable and competitive), should
be obtained simultaneously and not piece-meal. Full particulars of the stores
required and as offered by the Firms should be furnished to the Inspector along
with full Specification/Drawings (if not already available with them). The
Inspector should be suitably advised as regards the specific/special information
required in each case, if any, in addition to what is covered by the standard form.
Having egard to the validity of the offers received against the particular tender
enquiry, a realistic date should be fixed for submission of capacity reports to the
Purchase Officer.
On receipt of favourable capacity/capability reports, orders may be placed
on unregistered firms, if their offers are otherwise found in order.

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 Assistance to Suppliers:
Suppliers sometime ask for purchaser’s assistance in securing raw
materials which are scarce and/or under some kind of distribution control and are
required for production of the items on order. Assistance may also be sought in the
matter of transportation etc. In all such cases where necessary assistance may be
offered in the form of recommendations (such as Essentiality Certificate) to the
appropriate authority bringing out the fact that the facilities in question are required
for meeting Defence requirements, contractual commitments should be avoided as
far as possible in keeping with the spirit of 4(4) of the General Conditions
Issue of material from Fy. Stock:
General Managers have been given powers to issue material to contractors
from factory stock against Security Deposit equal to book value of the stores plus
5% plus another 5% on the all inclusive cost.
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They have also powers to waive S/D in case of Public Sector Undertakings and
other reputed and reliable Firms. However, as far as practicable, such issues should
be made in suitable instalments and fool proof arrangements made for their
accounting including scrap arisings, if any, Such issues are apt in case of fabrication
contracts.
As per Clause 5 of the General Conditions, the purchaser holds a lien on
the material/items issued to a firm or obtained by them with purchasers assistance.

FORCE MAJEURE CLAUSE :-

The term 'Force Majeure' literally means irresistible compelling
circumstances beyond one's control, pleadable in excuse of non-fulfilment of
contract. Accordingly, a 'Force Majeure Clause' in a contract is intended to
visualise the developments which may render performance of a contract
impossible totally or for sometime. Although mainly a safeguard for the supplier
against eventualities, the clause should provide for mutuality i.e. reciprocal relief
from obligations. Force Majeure clause is not included in the General Conditions of
the contract governing DGS&D/OFB/Fy. Contracts, and none should be incorporated
in the Tender enquiry also. A suitable clause may be incorporated in the Supply
Order where such provision is insisted upon by the Supplier.
A model clause as vetted by Ministry of Law is reproduced below:-
Force Majeure Clause as vetted by Ministry of Law
Should any Force Majeure circumstances arise, each of the contracting
party shall be excused for the non-fulfilment or for the delayed fulfilment of any of its
contractual obligations, if the affected part within 15 days of its occurrence
informs the other party in writing.

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 Force Majeure shall mean Fires, Floods, Natural Calamities or other acts
such as War, Turmoil, Strikes (as not limited to be establishment of the seller),
Sabotage, Explosions, Quarantine restrictions beyond the control of either party.
It is understood and agreed between the Parties hereto that the rights and
obligations of the Parties shall be deemed to be in suspension during the
continuance of the Force Majeure event as aforesaid and the said rights and
obligations shall automatically revive upon the cessation of the intervening Force
Majeure event. The period within which the rights and obligations of the Parties
shall be in suspension due to Force Majeure event shall not be considered as a
delay with respect to the period of delivery and/or acceptance of delivery under
the contract or otherwise to the defriment of either party.
Notwithstanding, the provisions of the immediately foregoing clauses it is
further understood and agreed between the parties hereto that in the event of any
Forece Majeure persisting for an uninterrupted period exceeding 6 (six) months,
either Party hereto reserves the right to terminate this contract upon giving prior
written notice of 30 (thirty) days to the other party of the intention to terminate
without any liability other than reimbursement on the terms provided in this
agreement for the goods received.
TRANSPORTATION :
Consignments against orders placed by Factories are required to be
despatched to the consignee factories by the cheapest mode of despatch and the
shortest route. In actual practice this means despatch by goods train under
Military Credit Note. As use of M.C. Notes is permissible only for Defence
properties, it is necessary that the terms of delivery prescribed in the Supply
Orders should be F.O.R. station of despatch. Selected Officers in Factories are
authorised to issue M.C. Note. Generally, however, M.C. Notes for despatch of goods
to the Ordnance Factories are issued by the concerned Factory and the provision
made in the ontract is usually as under: -
To be despatched by Goods Train under clear R/R against M.C. Note to be
obtained from the Consignee.”
Officers who are authorised to sign and issue M.C. Notes are made
personally responsible for care, custody etc. of these forms and also any extra
expenditure caused to the state for incorrect preparation of the same or their
misuse. Failure to pay freight by M. C. Note (to take advantages of concessional
rates) under normal circumstances will give rise to extra expenditure which will have to
be treated as loss and regularised as such. If, Transportation by Road is permitted
and the transport contract has a PV Clause, the price hike in transportation cost is
to be in commensurate with the hike of Diesel Price. A standard formula may be
incorporated in such contracts.
Alternative and costlier mode of despatch may be resorted to where such a
measure is considered inescapable to maintain continuity of production.
Necessary powers in this regard have been delegated to OFB as well as the GMs
which cover Road transport also. In certain circumstances, Transportation by air may

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also be authorised upto certain limits of freightage by OFB as well as HVF. The
quantum of air - lift should, however, be restricted to the inescapable minimum and
as a rule, should not exceed what is expected to be consumed during the time lag
between receipt by air lift and surface transport.
Air lift to and from overseas sources will involve extra expenditure. As
the Factories except VFJ and HVF have no powers for release of foreign exchange (
except HVF), all proposals for such air lifting will be referred to the concerned
section at Hqrs. duly supported by all relevant facts and figures as specified in
Form No.SP(C)-12.SP(C)-11(Annexure- 30).
INSURANCE :-
It is the normal policy of the Govt. not to insure its property against loss or
damage. It, therefore, follows that where the terms of delivery is "F.O.R - Station
of despatch" or F.O.B./F.A.S., the consignments should not be insured. However,
in special cases where the stores are of fragile nature or have such feature as
would warrant insurance cover, consignments may be insured with Financial
Concurrence with the subsidiaries of the General Insurance Corporation of India
operating at the particular zone. The policies in such cases should be taken in the
name of the consignee who will be responsible for timely submission of claims in the
prescribed manner, if and when any loss or damage is detected/reported.
Where the suppliers offer to insure the goods at their cost or quote "F.O.R.
- Destination" price inclusive of insurance charges or C.I.F. price, their price
inclusive of insurance charges should be compared with the quotations of other
competitors for the purpose of tender decision. Claims for payment of insurance
charges separately in such cases should not be entertained as a rule.

ACCEPTANCE OF EXCESS/SHORT SUPPLY :

Sometimes due to various reasons supplies tendered against a contract
may exceed or fall short of the contracted quantity. Small variations in such cases may
be condoned. Accordingly in such cases variation (both ways) up to 5% of the
contracted quantity may be accepted.
LIQUIDATED DAMAGES :-
quidated damages are damages which are assessed and determined in
advance i.e. at the time of concluding the contract, by mutual agreement
between the parties to the contract, as a measure of damage payable by the party
which causes the breach to the other in the event of breach. This assessment of
damages on account of delay in supply has been provided for in the Clause
14(7)(I) of the condition of contract contained in Form No.DGS&D-68(Revised).
The clause stipulates that in the event of late delivery of stores the purchaser is
entitled to recover from the contractor by way of liquidated damages a sum
equal to 2% per month (or part thereof) of the price of the store delivered
late subject to a maximum of 5% of the contract price of the undelivered/delayed
goods. The above clause also stipulates that the time for date of delivery of the
stores as laid down in the contract shall be the essence of the contract. It is,

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 herefore, essential that to safeguard the purchaser's right to recovery of the
liquidated damages the contract delivery date must always be maintained as
of the essence of the contract. Normally, the contract comes to an end on the failure
of the seller to deliver the acceptable stores by the stipulated date and the purchaser
may refuse to take delivery of the store offered after the said date. If delivery is
taken unconditionally after stipulated date of delivery, the agreement as regards
'the time being the essence of the contract' would be deemed to have been waived
and the purchaser would not be entitled to claim any damages for delay in delivery.
Therefore, wherever occasion arises for extending the contract delivery date,
unless a deliberate decision is taken to refix the same without claims from either side, the
extension letter must make it clear that the extension is subject to purchaser's right
to claim liquidated damages as provided for and also that the revised date would
again continue to be the essence of the contract (reservation will also have to be
made as regards purchaser not being liable for any increase in price of the store
elivered late for any reason whatsoever).
It should be noted that liquidated damages, being related solely to the time
factor of the contract, accrue only in cases of delay in supply. In other words,
claim for these damages arises only when the contract is performed but not in time and
only in respect of quantities, which have been supplied beyond the contract
elivery date as originally stipulated. Liquidated damages have no relevance where
the contract (or part thereof) is not performed at all.
Standard LD Clause :
In the event of delayed delivery of stores by the contractor, the Purchaser
is entitled to recover LD @ 2% per month or part thereof of the cost of stores
delayed to compensate for the delay in use of stores subject to a maximum of 5%
of total ost of delayed supplies. The total cost includes taxes and duties.

Token LD.
There may be situations when there are reasons for the delay in delivery by the
supplier, but these are not adequate to waive off the LD all together. In such
cases, at the sole discretion of the purchaser, a token LD up to 10% of normal LD may
be imposed. Such cases must be approved by the CFA who approved the contract
in consultation with IFA.

Potential Loss:-
There may be cases where the price of goods undergo a downward
variation beyond the contract delivery date. This means that the purchaser suffered
a potential loss due to delay in supply in-as-much-as, had the contract been
cancelled, he could have effected repurchase at a lower cost. This is called
potential loss and is recoverable in the shape of liquidated damages.
Notwithstanding the fact that generally a reservation is made in the letter
extending the contract delivery date exempting the purchaser from any liability for
increase in price of goods during the extended period due to any reason whatsoever
including statutory levies such as Excise, Customs, Sales Tax etc., it sometime

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 becomes necessary to accept claims on the above ground. In such cases also the
extra expenditure incurred can be offset against liquidated damages incurred due to
breach of time factor of the contract. Even where no tangible loss or damage is
suffered by the purchaser but is put to inconvenience which cannot be quantified in
financial terms,. Liquidated Damages may be recovered according to DGS&D
practice, the quantum in such case being restricted to 10% of the amount which is
arrived at, at the stipulated rate of 2% P.M (i.e. 0.2%)
Where delay in supply is clearly due to wilful neglect on the part of the
Firm, a token liquidated damage subject to a maximum as stated above may also be
recovered as per DGS&D practice.
Factors to be considered for examining cases for levy/waiver of L.D
There could be cases when the delay in delivery was due to reasons not
within the control of the supplier or when the supplier cannot be held responsible
for the delay in delivery. In such cases, the CFA may consider waiving off the LD
with the concurrence of IFA. However, in such cases, adequate reasons must be
recorded to justify such a waiver of LD.

OFB , General Managers and other officers at the factories have been
given powers to waive L/D against contracts which falls within their respective powers
provided the delay in supply has not given rise to any loss (actual or potential) or
inconvenience. In such cases, adequate reasons must be recorded to justify such a
waiver of Liquidated Damages.
The following factors should be taken into account while examining cases
for purpose of liquidated damages:-
i) Whether the indentor has suffered any actual or potential loss due to delay.
ii) Whether the loss as reported by the consignee has been quantified and can
be sustained by evidence.
iii) Whether delay in supply has resulted in payment of additional sales tax,
excise duty or other import duties,
iv) Whether delay has resulted in payment of additional freight charges,
v) Whether the contract contained provision for recovery of pre-estimated
damages,
vi) Whether delay in supply has been wilful on the part of the Firm,
vii) Whether delay has been caused by factors where the purchaser has any
obligation such as payment within stipulated period, providing import
licence or whether the Govt. have any control over raw-material or other
facilities required for production/supply of the contracted store and
viii) Whether the contract is in the nature of a development order (in which
case the matter may be considered sympathetically).
Liquidated Damages For Non-Return Of Particulars/Samples

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 Clause of the general conditions provides for recovery of liquidated damages
when the contractor fails to return drawings/specifications certified samples etc.
in tact. The pre-estimated amount of such damages is three times the cost of the
documents/samples or Rs.500/- whichever is higher.
HANDLING OF LEGAL NOTICE RELATING TO PURCHASE AND
DISPOSAL CASES
All Legal notices, summons or other legal process etc. will be received
and dealt with by the Legal Cell in co-operation and co-ordination with the concerned
Purchase/Disposal Section, who will take steps to collect and preserve documents,
identify and present the required evidence etc. as in the case of arbitration
proceedings.
It is necessary to emphasise in this connection the importance and urgency
underlying the cases filed under Order No.37 (as amended in Section 84 of the
Code of Civil Procedure Amendment Act, 1976) according to which in all suit
arising out of written contracts there is no right to the Defendant to defend the suit
unless:
i) He enters appearance within ten days of service of the notice in the suit
and
ii) Apply for leave to defend the suit within ten days of the service of
summons for judgement served on the Defendant after he enters
appearance.

VIGILANCE IN EXERCISE OF 'OPTION CLAUSE' IN CONTRACTS:

Factories should decide at the tendering stage itself, as to whether any
option clause for quantity enhancement will be included in the Supply Order to
be finalised against the tender (It may be noted that even if no mention is made
specifically about Option Clause the right to order and additional quantity up
to 25% is catered for vide para B.1(a) of Special Instructions to tender contained
in Form No.DGOF-3). Where it is decided to include such option clause, the matter
should be indicated in the tender enquiry itself and tenderers should be directed to
quote for quantities mentioned in the tender as well as give consent for upto
100% enhanced quantities against option clause to be operated within the
currency of the initial supply order. The relevant TPC will decide on the inclusion
of the option clause and the option quantity on the basis of the quotations received.
a. Option quantities specified in any supply order must not exceed the
quantity ordered against the original supply order.
b. Subsequent exercise of the option clause will be decided on the standard
factors like existence of requirement, market trend, quantity and quality of
supply received etc. upto the point of time of exercising the option with
due care to avoid over provisioning.

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 c. The question regarding validity of exercising such option clause during
refixed/ extended D/P has been examined by M of D in consultation with
the Ministry of Law and DGS&D after which it has been decided that
additional quantities can be covered under the option clause during D/P as
originally fixed in the contract up to a ceiling of the percentage of the
quantity indicated in the option clause. In case the D/P as originally fixed
in the contract expires and extension is given to the firm to supply the
balance quantity of materials outstanding at the relevant point of time, the
percentage indicated in the option clause will be applicable only in respect
of the balance quantity which was outstanding and in respect of which the
D/P extension has been granted. In all such cases, however, it should be
stipulated in the amendment/ extension letter that "other terms and
conditions of the contract remain unaltered" with a view to ensuring that
right reserved in the original contract subsists after the amendment.
d. It is, therefore, necessary that proper vigilance is exercised to ensure that
the option is exercised in time without fail, if :-
(i) additional demands are available for coverage,
(ii) there is no declining trend in the price of the stores.
(iii) For exercising necessary vigilance in this regard a Register may be
maintained in the following form :-
S.0. Qty.
Name & Qty. on Option Utilisation
No. & Stor under
Address of order D/P Detail
Date e option
the firm
Qty. Date

If not already agreed upon a mutually agreed D/P shall be fixed for the
additional quantity.
Option clause is normally exercised after seeing that supplies against the
contract has started and hence it is normally done after receipt of 50% quantity,
but if the D/P is going to expire and above mentioned two conditions are
fulfilled, it can be exercised even early. Similarly for small quantity orders where
entire quantity can be received in one lot leading to completion of the contract, it
should be exercised as soon as it is known that the material has been offered for
inspection provided above mentioned two conditions are fulfilled.In the case of
Empties of Shells, Cartridges etc. it should be exercised as soon it is known that
entire quantity in one lot of Empty before proof is passed in inspection.
To assess there is no declining trend in price of the store. In case of
single vendor OEM, option clause should be normally operated up to 50% subject
to there being no downward trend. However, in multi vendor contracts, great care
should be exercised before operating option clause up to 50%.
CVC GUIDELINES.

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 The Central Vigilance Commission Ordinance 1998 empowers CVC ‘to
exercise superintendence over the vigilance administration of various Ministries
of the Central Govt, or corporations established by or under any Central act, Govt.
companies, societies and local authorities owned or controlled by the Govt.’ The
CVC has been working towards system improvements to encourage transparency
and the culture of honesty. In order to achieve this objective, the CVC have issued
a number of letters containing instructions and guidelines. All procurement
agencies must disseminate these guidelines to all concerned so as to ensure
compliance at all levels.
The instructions and guidelines issued by the Commission from time to time
are available on CVC website www.cvc.nic.in. For the updates also the website
may be accessed.
DATA BASE ON COST & PRICES:
OFB is to make arrangement for data base on past contracts showing details of
items procured, their essential spec(s), unit rate, quantity, total value, mode of TE,
number of tenders received, number of tenders considered acceptable, reasons for
exclusion of overlooked tenders, un-negotiated rates of L1 and contract rates are
to be maintained to help in ascertaining reasonability of prices of future
procurements.
The data in respect of supply orders in excess of Rupees 20 Lakh is to be
made available in OFB website for information of all factories.

CHAPTER 10
RECEIPT OF CONSIGNMENTS AT THE FACTORIES

CONSIGNMENTS DESPATCHED BY SUPPLIERS WITHIN THE

COUNTRY

DESPATCH BY RAIL

Delivery of consignments -

. Action prior to receipt of consignment-

(i) The Particulars of Railway Receipt will be entered in prescribed register and
the estimated date of arrival of consignment recorded.

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 (ii) The local railway authorities will be contacted at reasonable periods until
arrival of consignment. In this connection it may be borne in mind that the
Railways are absolved of all responsibilities after a wagon is placed at the
siding and the consignee is duly informed. At any rate, Railways will not be
liable for any damages after expiry of 7 days after termination of transit.

. Delivery of full wagons

i) Whether seals and rivets or locks of wagons are intact will be checked.

ii) The wagon number shown on wagon will be checked with that shown on
Railway Receipt. If the two do not tally, Railway Representatives must be
present to witness opening of the wagon and checking of the contents.

iii) If the seals and rivets or locks are not intact or show any sign of a tampering
or if the seal is not clear or is not that of the consignor, this should be noted in
the Railway Receipt and the Railway Representative must be present to witness
the opening of the wagon and checking of the contents.

iv) Loaded wagons will be weighed to facilitate approximate check with weight
shown on Railway Receipt. Railway authorities do not, however, recognise
such check weighments, if the original seals and rivets or locks are intact.

v) All discrepancies will be recorded in the Railway Delivery Book as far as

possible within three hours after unloading the wagon.

Checking of consignments

i) Wagons will be unloaded under the supervision of a representative of the

factory who, as far as practicable, should not be below the grade of a
Chargeman of stores section. The persons deputed to check the contents of
wagons will be clearly defined in Factory Orders.
Note - In the case of despatch and receipt of full wagonloads of items of special
value, e.g., non-ferrous metal ingots, the gross and true weights of the wagons
will invariably be checked in all factories, where facilities to do so exist, in the
presence of the Railway Staff. This will enable a check to be made of the weight
shown on the Railway Receipt.

ii) Packages will be inspected to ascertain extent of damages, if any caused to them
during transit.

iii) The contents of packages with particulars shown on relevant issue Vouchers,
either by counting or by weighting or both.

. Delivery of Smalls

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 When taking delivery from the local Railway Authorities particulars of
discrepancies will be recorded on the Railway Receipt and in the Railway Delivery
Book.

Preferment of Railway Claims

Checking by GO/Committee/Board

All damaged packages will be segregated for inspection and checked by a

Gazetted Officer, in cases which are important or show very unusual features, by a
Committee or Board consisting of a Gazetted Officer and one or more other
individuals.

In cases of deficiency in receipts, the packing cases with their notes and
wrappers will be retained until such time as the discrepancy is settled.

The Gazetted Officer/Committee/Board will record to the best of their ability

the apparent cause of discrepancy and record it on the Material Inward Slip. Such
entries on the M.I.Slip will be quite clear and it will be recorded whether a claim on
the consignor or the Railway can be made or not. In border-line or in very difficult
cases, the decision on this point will be that of the GM The principle for fixing
responsibility for transit losses will be as under:

a. In the case of contracts stipulating delivery F.O.R. Station of destination: -

The contractor is liable in such cases for any loss or damage that may occur
in transit and to make good the same by replacement free of charge at
destination or accept deduction from his bill for the quantity lost or damages in
transit.

b. In the case of contract stipulating delivery - F.O.R. Station of despatch :

(i) In cases where the contractor has agreed to the condition than they will
be responsible until the stores contracted for are received in good
condition at the destination, the responsibility is the same as in (a)
above.
(ii) In other cases i.e. where transit risk has not been accepted by the contractor,
property in the goods passes to the consignee as soon as the same is accepted
by the Rly. Administration for carriage, the Rly. acting as a baibe. Thereafter
the contractor is not ordinarily responsible for any loss or damage to the goods
that may occur en route, if he has been able to book the goods in a rail-worthy
condition under a clear receipt without any adverse remarks as to the
condition of the goods or the packing.

In cases, however, where goods are sent under a "said to contain" receipt
the supplier should not be absolved of his responsibility for loss in transit

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 unless he is able to prove beyond doubt that he was not responsible.
Each case should, therefore, be examined on its merits.

In case of (a) F.O.R. destination contracts and (b) also F.O.R. Station of
despatch contracts where the suppliers have accepted the transit risk as per
(b) (i) above, the consignee will only lodge the claims with the carrier and
report the fact to the suppliers. Thereafter, it will be for the suppliers to
pursue the claims with the Rlys. and settle the matter.

c. Before coming to a decision to prefer a claim on the Railway the

following points will also be considered:

i) Military stores are despatched at concessional rate of freight under Military

Credit Note at owner’s risk in terms of risk note 'B' which states that the
Railway will be free from all responsibility for any loss, destruction,
deterioration or damage arising from its is conduct on the part of the Railway
Administration or its servants provided that in the following cases :-

1) Non-delivery of the whole of the said consignment or of the whole of one

or more packages forming part of the said consignments packed in
accordance with the instructions laid down in the tariff or where there are no
such instructions, protected otherwise than by paper or other packing readily
removable by hand and fully addressed where such delivery is not due to
accidents to trains or to fire.

2) Pilferage from packages or packages forming part of the said consignment

properly packed as in (1) when such pilferage is pointed out to the
servants of the Railway Administration on or before delivery.

ii) The Railway Administration will be bound to disclose to the consignor or the
consignee how the consignment was dealt with throughout the time it was in
its possession or control and if necessary to give evidence thereof, before the
consignor/consignee is called upon to prove misconduct, but, if misconduct on
the part of the Railway Administration or its servants cannot be fairly inferred
from such evidence, the burden of proving such misconduct will lie upon the
consignor/ consignee. It should be noted that "misconduct" and "negligence"
has to be proved.

Claims of Suppliers.

a If it is decided that a claim on the supplier can be made, brief reasons for the
decision will be recorded and action taken immediately. In the case of losses
during transit, immediate action should be taken to establish whether the supplier
is responsible in any way for the loss. Suppliers cannot normally be held
responsible for losses during transit unless the Railway Receipt is qualified with a

116
 remark such as(1) "defective packing" (2)"said to contain",(3)"sender weight
accepted" or negligence in packing can fairly be attributed to the supplier.

b If it is finally decided that the supplier will make good the deficiency at his
expense, the stores received in replacement of those lost or damaged will be
counted for by the Accounts Officer as "Miscellaneous Receipt."

c. If the supplier is a Govt. Department the discrepancy will be brought to notice on

the Receipted copy of the Consignor's Issue Voucher which will be returned to
the supplier and in the cases of supplies from Defence Establishment
accompanied by a Discrepancy Report on the prescribed form. If the supplier
does not accept the discrepancy, it will be reported to DGOF for decision.

Such reports will be accompanied by 3 copies of important correspondence together

with the relevant loss statement, in quadruplicate, and will be routed through the
Accounts Officer to the DGOF for a decision.

Claims on Railways.

a. If it is decided that a claim on the Railway can be made, this should be recorded
with adequate reasons and the claim preferred immediately.

b. In all cases formal claims must be received by the Railway within six months
from the date of the Railway Receipt. They must include the required particulars
and be addressed to the prescribed Railway Authority and arrangements made to
secure proof of delivery.

c. If on some later date the full consignment or a portion thereof is delivered by the
Railway the stores will be accounted for by the Accounts Officer as
"Miscellaneous Receipts", being brought on charge by the Factory by MI Slips
as Certified Receipt Voucher under R.A.I. instruction 913. In such cases the
claims on the Railway should normally be withdrawn and the net loss, if any,
written off under normal rules. If however, it is considered that a modified claim
can be established on the Railway, the original claim should be modified and
pursued to finality.

d. Where iron and steel structural viz. angles, bars, channels, joists(R.S.), poles,
rods, stay roads and tees are booked in wagon loads and loaded in open wagons
under special packing conditions as prescribed by the Ministry of
Railways(R.B.),claims of losses or shortages occurring en-route should be

preferred by the consignee on the Railway Authorities in the following cases

irrespective of whether the materials were booked under a 'said to contain'
Railway Receipt, or under a 'clear Railway Receipt', except in cases where the
loss or shortage was due to an act of God, civil commotion etc. over which the
Railways have no control :-

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 i) In respect of despatches in covered wagon the 'seals' are found broken at the
destination station.

ii) In respect of despatches in all types of open wagons when the 'lead seals' of
the packages despatched in an open wagon under 'special packing condition'
are found broken at the destination station and or the binding wires on
structural are out or broken and the contents of the open wagon are disturbed.

Assistance by OFB - In the event of any claim on the Railways not

being brought to a satisfactory conclusion within 6 months from the date of
preferment, the case will be reported to OFB. A clear resume of the case and
three copies of all important correspondences including the actual claim will
accompany all such reports.

Note: - Copies of routine correspondence issued by Factories in the ordinary

course of pursuing such claims are not required by OFB.

DESPATCHES BY ROAD:

The procedure as for Rly. consignments will be adopted mutatis-mutandis

and deficiencies/defects/damages clearly recorded and noted down in the Challan/
Delivery Note accompanying the consignment. Claims should be lodged with the
carrier or the supplier, as found appropriate according to terms of the contract(s).
The Lorry Receipt will not be considered at par with Railway Receipt as
ownership does not pass on to the the purchaser and carrier is not a government
owned. Only delivery challan with provisional receipt by factory will be considered
at par with Railway Receipt.

DESPATCHES BY SEA.

The concerned Embarkation Commandant clears such consignments at the port of

embarkation.

Anticipated Put-turn Report-Intimation of a shipment will be generally sent

to the Embarkation authorities at ports by bill of lading packing notes/Invoice. On
receipt of this intimation the Embarkation Authorities will prepare the Anticipated
Out-Term Report (AOTR) which will broadly contain the particulars of the cargo
expected to arrive by the vessel and distribute to all concerned as a matter of
advance information.

"The consignee factory on receipt of the Anticipated out- turn Report from
the Landing Officer will forward the 'Retention" copy of the Packing Account to
the OFB, Calcutta for issue of Disposal order and return."

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Clearance against Bill of Lading. The Embarkation Commandant on receipt of the
tamped and negotiable copy of the original bill of lading will surrender it, duly
signed, to the Steamer Agents and obtain the Delivery Order for the goods.

(Note:- In case the Bill of Lading is in favour of the Consignee or any other
authority, it will be ensured by such authority that it is endorsed in favour
of the Landing Officer concerned and sent to him immediately on receipt
to enable him to obtain the Delivery Order from the Steamer Agents).

On receipt of Shipping documents, the following actions will be taken :

a. Consignee Factory to forward shipping documents DEC (Duty Exemption

Certificate obtained from M of D), Bank endorsement, Bill of Lading etc., to
DGOF Cell, Mumbai/EHQ Chennai, 14 days in advance of expected arrival of
ship.

b. Anticipated Out Turn Report (AOTR). Escort is to be arranged, if asked for.

c. Bill of Entry will be prepared by EHQ.

In case any of the documents required for clearance of consignments was not
sent earlier, the same has to be rushed to the DGOF Cell or concerned EHQ for
effecting clearance within the due date.

d Assistance and payment of Custom Duty.

i) Invoice/Packing list/Specification Certificate to be sent to EHQ, if not

sent earlfier.

ii) Consignees have to send Technical representative, where required.

iii) Custom Duties Exemption Certificate to be sent in advance.

e. Marine/Insurance Survey : Consignee has to send Technical representative for

Marine/Insurance Survey. Consignee will sent Technical representative
whenever required.

f. Prefer claim raised Port Trust Authorities/Agents/Customs for short receipt of

consignments and damages etc.; Consignee has to forward the cost/repaired
value/depreciated value of the Stores, if required. The invoice of the items
wise value is to be sent to EHQ, if not available at their end. Consignee has to
confirm the correctness of claim.
g. Despatch of Stores to the ultimate Consignee:

i) The normal mode of despatch of Stores is by Rail, for full Rakes.

However, sanction to move Stores by Road is to be given by the

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 Consignee whenever asked for by EHQ. Other-wise transport is to be
arranged by Consignee, when transportation by Rail is not feasible.

ii) Disposal Instructions are indicated by Consignee for "Will follow"

Consignment well before the arrival of the ship.

iii) Consignee is to send escorts wherever necessary.

h. Issue of FOTR (Final Out Turn Report) : Consignee has to confirm the
correctness of the FOTR.

N.B: In all cases where Stores are cleared on letter of Guarantee /

Indemnity Bond, Expeditious action will be taken by Controlling
Hqrs. to obtain original Bills of Lading from the
shippers/suppliers/consignees to redeem the Letter of
Guarantee/Indemnity Bond.

Clearance from the Customs : Customs Bill of Entry, completed in all

respects will be submitted by the Embarkation authorities to the Customs to
effect clearance of the stores through the Port Trust.

Clearance from Port Trust : 'Port Trust Chappa' or 'wharfage Bill of

Entry' will be prepared and submitted by the Landing Officer to the Port
authorities for effecting delivery of the goods.

Survey of cargoes landed damaged : As soon as the packages are landed,

they will be checked up with the remarks list of the Port Trust and application
will be made to the Steamer Agents to arrange survey of the package(s) found
damaged, irrespective of the fact that they appear or not in the remarks list of
the Port Trust. Immediate attention of the Port Trust authorities will be drawn
to damaged stores, which do not appear in the 'remarks list'. Application for
survey will be made within 3 days of the landing from the vessel.

Booking of goods by Railway : Stores intended for Ordnance Factories

will be generally booked by Rail at a concessional Tariff Rate against Military
Credit Notes at owner's risk. Despatch from the Docks by Rail will
commence as soon as the cargo is located in the Port Trust Sheds. Endeavours
will be made to despatch each consignment as a whole. Consignments covering
full wagonloads will be despatched direct to the Consignees from the port.

Small consignments will be sent through the Ordnance Depots for

reasons of economy in Railway freight. Ordnance Depot will receive the
Small consignments from the Embarkation authorities and as soon as full wagon
load is completed, they will despatch them in a wagon to the consignee.

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 Convoy Notes - Is an accounting document between the forwarding
authority and the consignee. The forwarding authority will issue convoy Note.
The distribution of this document will be 2 copies in each wagon and one copy
to consignee with the Railway receipt.

If stores from more than one vessel are placed in one wagon,
Convoy Notes will be prepared from stores from each vessel. The consignee
factory will return one copy of the Convoy Note duly acknowledging the
receipt of the stores to the Embarkation Commandant, Ordnance Depot concerned
within one month from the date of receipt of stores.

Railway Receipt - Railway Receipt (a copy of the Invoice or Way bill) is

granted after the goods are booked by the Railway Authorities and sent to the
consignee with a copy of Convoy Note without delay.

Wagon Despatch Signal - After the goods booked 'Wagon Despatch

Signal' will be issued to the Consignee Factory quoting wagon numbers, tonnage of
stores despatched , Railway receipt number and also quoting reference to
the relevant item number in the Anticipated Out-turn Report.

Final Out-turn Report - On completion of the clearance and despatch of

all consignments shipped per vessel, the Embarkation authorities at the port will
prepare a Final Out-turn Report in respect of cargoes arrived by that particular
vessel and distribute copies to all concerned. A copy of the Final Out-turn
Report together with the 'Returnable' copy of the Packing Account with its
portion' A' of page 3 duly completed will be also sent to the consignee
concerned as a matter of final information regarding the disposal of the cargo
arrived by the vessel.

SHIPMENT CLAIMS

Claims against Steamer Agents.

Authorities responsible for such claims : The responsibility for handing claims
in respect of cargoes short landed (i.e. actually shipped from the forwarding
station but not discharged at the port of destination) or landed damaged at ports
is that of the Embarkation Commandants at ports who will deal with them from
the time of initiation to the time of their final settlement.

As soon as a case of short landing or damage to an imported cargo becomes

apparent, the Embarkation Commandant will at once make a formal application
to the shipping companies calling for the Marine Survey of the goods so as to
assess the extent of loss/damage.(Marine Surveys are conducted under the
authority of the carriers by approved parties who record their observations in the
report to the carriers). Marine surveys will be held within the stipulated time

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 limit (generally 3 days from the date of landing of the package) and claims
against the Steamer Agents will be preferred within the prescribed time - limit,

with all available supporting evidence and pursued till its final settlement or
repudiation in accordance with the provisions of Law. A copy of the claim
on account of stores short landed or damaged will be forwarded to the Controller
of Defence Accounts in whose area the port is located for watching the progress
of the claim. The amounts recovered from the shipping companies will be
credited into the treasury on I.A.F.E.507(Military Receivable Orders) and the
Treasury Receipts(triplicate copies of Military Receivable Orders, duly receipted
by the Bank) will be forwarded to the Controller of Defence Accounts concerned
in whose area the port is located.

The Army Headquarters, New Delhi in consultation with the Ministry of Law
and Ministry of Finance (Defence) will decide the question whether a legal
action will be taken in a case or a claim will be dropped. The losses/damages
discovered at the port of landing as also information on any claims preferred on
the carrying companies will be endorsed on the relevant Packing Accounts by
the Embarkation Commandant concerned, to be transmitted to the consignee
factories.

Claims against the Port Trust.

The Embarkation Commandant at ports are also responsible for

preferring claims against the Port Trust Authorities on account of stores 'landed
but missing' or 'found damaged' while in their custody. In cases of claims for
stores 'landed but missing.', wharfage charges and customs duty will invariably
be added to the value of claim in addition to other charges, while in respect of
damages', customs duty only will be added.

Consignee will be responsible to make available requisite shipping

documents and cost of losses/repairs to the damages. Action are to be taken
in due time in view of time bar applicable under the port laws and Indian
Carriage of goods by Sea Act 1925. It will be noted that in case the claim
becomes time barred for reasons attributable to consignee, onus of the
regularisation of loss by obtaining sanction of competent authority will be on
the consignee.

Contracts/Supply Orders : It should be sent to EHQ at the earliest and

ahead of the expected date of despatched from abroad. If, for some reasons, it
is not possible to furnish a complete copy of contract, the contract No.,
expected date of arrival of such stores in India, name of the consignee and
quantity and nature of Stores with a certificate that these are Defence Stores,
will be sent to EHQ. However, the requisite documents should be sent at the
first opportunity to DGOF Cell/EHQ as may be relevant.

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 Packing Note : As per Marine Laws and Customs Act, the compensation
from the Shipping Co./Port Authorities and refund of Customs Duty are
assessed on the basis of each package. It is, therefore, imperative that the
following details are submitted in support of the claim against each package
involved :
(a) At the Survey they should be able to establish the quantity and nomenclature of
the Stores packed by the consignor in the package involved.
(b) Value of the items received short/damaged in the package involved.
(c) If claim involves whole package, the value of package.

Package-wise details of stores are given in packing note in each

packet. Copies of packing notes are not normally forwarded with other shipping
documents. It has been found that whenever there is pilferage, this document
packed inside the package is also removed along with the stores taken out so that
loss can not be established. It is, therefore, imperative that while finalising a
contract, the contracting authority include a specific clause in the contract for
supply of an additional copy of packing note along with value of each item in
respect of each packet to the landing officer (Embarkation Commandant) . This will
be in addition to the copy placed inside each packet. In case of loss on this account,
a suitable penalty clause should also included.

Indent carriage of goods by sea at 1925, Para 5 (4) , Art. IV of

Schedule II : It stipulates that "Neither the carrier nor the ship shall be responsible
in any event for loss of damage to or in connection with goods if the nature of value
thereof has been knowingly mis-stated by the Shipper in the Bill of Lading".

In case the store are shipped 'To order of shipper' , the agents do not grant
delivery order and the stores remain uncleared with the Port Trust till such time as
the original Bill of Lading duly endorsed in favour of EHQ is produced or a
Released Order is obtained from the Shippers abroad. The responsibility for
regularsing due to failure of the consignee to fulfil this requirement will rest with
consignee and no claim is preferred by EHQ.

PROCEDURE FOR SUBMISSION OF CLAIMS FOR STORES

IMPORTED FROM U.K./USA AND THE CONTINENT UNDER THE BILL
OF LADING RECEIVED FROM THE DGSW, LONDON/USA.

According to the existing procedure claims for short landed or damaged stores in
respect of shipments arranged by DGSW will be preferred on the Agents of the
Shipping Companies in India for settlement. The following points will be carefully
remembered while preferring claims against the Steamer Agents.

a. That the claims will be at the invoice rate i.e. C.I.F. cost.

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 b. That in cases of shortages or losses in contents, claims will be lodged on the
Steamer Agents irrespective of the tolerance limits prescribed for claims against
the suppliers.
c. Those in case of shortages or damages to stores, proportionate customs duty will
also be added.

d. Those claims will be submitted to the Steamer Agents within the prescribed time
limit.

CLAIMS AGAINST THE SUPPLIERS : PROCEDURE TO BE

FOLLOWED

To ensure that the claims against the overseas suppliers for losses or damages due
to their faults do not get time-barred, the consignee factories will check up the
contents of the packages immediately they are received from the port and forward at
once a 'discrepancy report' for shortages or damages detected to the Director General,
Ordnance Factories, Calcutta.
The discrepancy Report must be complete, precise and correct in all particulars,
viz., quantity of stores found short/damages, value involved including the estimated
cost of repair if reparable at the consignees and all such information that will be
helpful to DGSW London to negotiate with suppliers for settlement of the claims.
The reasons for damage/rejection of stores, including any manufacturing defects, will
be furnished in detail along with the conditions of packing noticed. It will also
indicate whether replacement is necessary or not.

While preferring claims against the suppliers the tolerance limit as

prescribed by the Depot of Supply will be adhered to where there is no prima-facie
evidence of defective packing on the part of the suppliers.

Time limit for submission of claims to the DGSW London.

i) For shortages, damages etc. 6 months from the date sailing of the vessel

ii) For defects and faults in As per terms of the contract including warranty
material workmanship, manufacture etc.

LIMIT UP TO WHICH CLAIMS CAN BE WAIVED

The discrepancies will be considered as trivial and need not be perused, if

the total value does not exceed $15 in the case of imports through India Supply
Mission, Washington and $5 in respect of stores imported there DGSW, London.
However, claims for the loss of vital components, which are quite essential for the
running of the entire machinery instruments, should always be preferred irrespective
of the value involved.

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 ASSESSMENT OF CUSTOMS DUTY

For purposes of valuation and assessment of customs duty, the stores can be
broadly classified into the following categories :

(a) Non-dutiable.
(b) Dutiable.
(c) Preferential assessment.

Non-dutiable store

Consignee will advise DGOF Cell/EHQ Concerned on non-dutiable items.

For such items customs duty exemption certificate (DEC) is to be obtained, Consignee
will take action to obtain DEC from MOD signed by appropriate authority as per
ICT Act as soon as supply order is concluded. DEC is to be obtained well in advance of
arrival of consignment and made available to EHQ.

Dutiable stores

(h) Each store is required to be classified under appropriate I.C.T. item for purposes
of assessment. It will be ensured that every possible care is taken in indicating
the correct I.C.T. classification for each item in the Bill of Entry. Consignee
should advise DGOF Cell/EHQ concerned in time on the classification
applicable for assessment of Custom Duty.
(i) The other important aspect is the authentic proof of value. Invoice/packing
accounts, where available, will invariably be furnished. Consignee should keep
close liaison with DGOF Cell/EHQ concerned for documents/certification etc.
as required.

Preferential assessment :

Preferential assessment of duty is permissible in respect of some stores

provided documentary evidence e.g. country of origin, certificate is produced
before the customs authorities. It will be ensured that the required documents/certificates
are made available to DGOF Cell/EHQ for submission to customs authorities.

Refund claims/appeals/revision applications :

The claims for refund of customs duty can be broadly classified as under :-

(a) Claims pertaining to short landed cargo,

(b) Claims pertaining to the cargo landed but missing from the port premises,
(c) Claims pertaining to the packages pilfered/damaged before or during landing ,

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 (d) Claims pertaining to packages landed in sound condition but damaged/pilfered
during storage with port authorities.

(e) Claims pertaining to excess levy of customs duty due to arbitrary assessment,
difference of opinion on ICT classification, levy of duty on exempted stores and
mistake in calculations.

Consignee Factory will follow up the issues and pursue with DGOF
Cell/EHQ concerned for filing claims with concerned agency within time limit
available for such purposes. All supporting/proof etc. are to be provided, as
equired, and it is to be ensured that no claim becomes time barred for want of
action on the part of consignee. Similarly revision application/appeals are to be
pursued where appropriate.

Claims pertaining to excess levy of customs duty

a. Arbitrary Assessment : Normally there should not be any case of this nature
because in the absence of Invoices/Packing Accounts, the Customs Authorities
accept valuation certificate issued by Min. of Def. With the concurrence of
associated Finance. However, in case where invoices/packing accounts or
valuation certificates are not available consignee should examine the matter
and arrange for necessary action.

b. Difference of opinion on ICT items : In such cases, relevant documents and

data should always be made available to Embarkation Headquarters. The gounds
for a claim should be clearly stated and supported by documentary evidence.

c. Refund Claims due to Levy of Customs Duty on Exempted Stores : If the

Assessing Officer does not accept the Duty Exemption Certificate and levies the
Customs Duty, reasons therefore and the additional evidence required by them in
support of Duty Exemption Certificate, the same are to be furnished so as to
ensure that the refund claim, when preferred, is duly supported by additional
required data and evidence. This will avert the necessity to go in for
appeals/Revision Petitions and considerably reduce the work required to be put
in on appeal/Revision Petion.

Revision and Appeals :

In the event the submissions of Embarkation Headquarters and the
consignee is not accepted by the Collector Customs, petition for Revision may be
filed with the Appellate Collector and then with Customs Excise and Gold Control
Appellate Tribunal (CEGAT). For filing appeal with CEGAT approval of
Committee of Dispute (COD), Government of India is necessary.

Despatch by Air: -
OFB have powers to authorise despatch by Air under certain circumstance
upto Rs.1.50 Lakhs in freightage in each case. Limited powers for air despatch are

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available to the General Managers of VFJ and HVF also. As far as possible
air-despatch should be arranged through Air India International.

1) Clearance of consignments by Airfreight a) the responsibility of clearing parcels

received by Airfreight is vested in the respective. Embarkation Commandant. The
parcels will, therefore, be generally sent to their consignee C/O Embarkation
Commandant/The Landing Officer concerned.

2) The Embarkation Commandant on receipt of the documents (Air- way Bill,

Invoice, etc.)will obtain the delivery order from the Air Lines and thereafter will
effect clearance in the normal procedure.

3) Clearance of Foreign Parcels by Air/Mail/Sea Mail. The parcels arriving in India

from abroad by Post will be collected by the consignee concerned from the postal
authorities after paying the customs duty and other charges in cash.

All claims lodged against either the carrier o5r the suppliers in respect of
consignments received against central purchase should be reported to the concerned
central purchase organisation also and their intervention sought, wherever
necessary, for settlement of the claims.

INSPECTION BY THE CONSIGNEE

As already stated, the General conditions of contract contained in

DGS&D-68(Revised)provides for inspection of stores by the consignee on receipt
at his end, and, if found not conforming to prescribed specification, rejection thereof
by the consignee not withstanding acceptance accorded by the Concerned Inspecting
Officer.

BRINGING RECEIPTS TO STOCK

Introduction - These instructions relate to the receipt of stores and materials

of various kinds from outside a factory. Only very few classes of receipts do not come
within the purview of these instructions. These instructions are in application, and
not in super session, of the instructions contained in Factory Accounting Rules and
other basic regulations on the subject.

Use of MIS Forms.

a) Without exception what so ever, all receipts handled by the Receipts Branch will
be entered in accordance with the following instructions without delay on a
Material Inward Slip and whether or not the materials are to come to stock or
deposit ledger charge. In addition, all materials are to come to stock or deposit
ledger charge. In addition, all materials which although not handled in the first
place on their arrival in the Factory by the Receipts Branch and are to come to
stock or deposit ledger charge will also be entered on a material Inward slip and

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 there is no exception for miscellaneous receipts, such as machinery, medical
stores contingent stores or stores sent to a Factory on loan if such materials are
handled by the Receipts Branch.

(b) Other material, not handled at the outset by a Receipt Branch, such as material
received by post, will be similarly entered on a Material Inward Slip on its being
made over to the Storeholder's custody, if it is to come to stock or deposit ledger
charge.

(c) There is, therefore, an exemption for material from being entered on a Material
Inward Slip only if both(i)the material is not handled by Receipts Branch and
(ii)the material is not to come to stock or deposit ledger charge.

MIS Numbering and Dating :-

(a) Material Inward Slip will be dated and numbered in the space provided
therefor (in the top left hand corner) in a single series consisting of digits
only, the use of more than one series running at any one time being
prohibited. Although GM's are at liberty, should they wish to commence the
series afresh at the commencement of each financial year, this need not be
done and the series need only be started afresh when it has reached its defined
end. In this connection a series will not be of more than five digits running
from 1 to 99,999. The scheme of repeating only at the end of a series is
recommended since under such a scheme, except for old MI Slip, they are
defined by serial number alone without necessity for quoting date as well.

(b) The date associated with the serial number and entered on the MI Slip will,
without any exception other than that dealt with in Para (e) Sentence are the
actual date of arrival of the material in the factory. This date will not be the
date of making out the M.I Slip as that date is not the same as the date of
arrival of the material.

(c) Material Inward Slips will ordinarily will be made out, numbered and dated
on the same day as the arrival of the material, it being borne in mind that this
applies to the entry of a brief description, for example in some instances a
description or note of packages, in any case where the entry of full particulars
must await further examination. Only in absolutely unavoidable cases will the
Material Inward Slip not be made out, numbered and dated as described
above with at least a brief description or note of the consignment on the day
of receipt of the material.

(d) If there is any minor difficulty in keeping the serial numbers and the dates in
the same sequence, the dates override the serial numbers, the rule being
absolute that the date must represent the actual date of arrival of the material
in the factory, where the exception mentioned does not operate.

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 (e) When, Material, such as material by post, is not at the outset handled by
Receipt Branch but because it is to come on stock or deposit ledger charge, is
made over to the Storeholder, it will have a M.I Slip made out for it at that
stage, the date of the M.I Slip being entered accordingly and without
reference to actual date of arrival of the material in the Factory.

Number of copies to be prepared: -

(a) The number of copies to be prepared will be according to local requirements.

(b) Although the entries in columns 2,3,4 & 5 serial number and date and
transportation particulars will be the same in all the copies prepared, t will not
necessarily be the case that entries subsequently made in the form, on its front or
on its reverse side, will appear on all the copies of the form in existence.

(c) Among the copies prepared will be one which will be retained permanently by
Receipts Branch and which will not at nay stage leave that Branch. Whatever
registers may be maintained in connection with receipts, such as register of
railway wagons, or of railway receipts, the maintenance of a register of Material
Inward Slips is prohibited, in view of the fact that the Receipts Branch will have
permanently in their possession one copy of each M.I Slip prepared.
(d) These Receipts Branch copies will, immediately on being made out, be pasted
into a guard file. The M.I Slips in that file will be in serial number order, without
reference to order of dates, if different. Blanks number in the serial numbering
will not be allowed to exist except for compelling reasons and in the case of
blank numbers a sheet will appear in the file, in its appropriate place, bearing the
number which is blank and an explanation of the circumstances.

Responsibility for entries: -

(a) On initial preparation of the Material Inward Slip, It will be the responsibility of
the Receipts Branch to make the appropriate entries in the spaces for :

i) Number as a M.I Slip and date of arrival of stores.

ii) Reference to Suppliers Invoice, bill, voucher etc. if known.

iii) Supplier or Consignor and particulars of Acceptance of Tender, Supply

Order etc., so far as known.
iv) Transportation particulars in respect of whole consignment (i.e. Railway
Receipts and/or Wagon No., Ship, Lorry No., M.C. Note No. of
Packages, Weight ,Railway Charges, etc.) so far as known.

v) Nos. and dates of all M.I Slips pertaining to the above transportation
particulars.

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 vi) Column 2:- At least a brief description or note of packages of consignment
if the full description of the material or articles cannot at that stage be
given.

vii) Column 3:- Unit in words If it is possible to make these entries at that
stage.

viii) Column 4 :- Unit by code

xi)Column 5 :- Found on Receipt, if it is possible to enter this at that stage.

(b) Whether or not other signatures or initials, with date, appear at this stage or
subsequently in the space headed "Receipts Branch" there will be at this stage in
that space, one such signature or initial in token of the M.I Slip having been
prepared and serially numbered, even though further particulars of receipts have
subsequently to be added to make it complete, the Storeholders will arrange for
and designate one or more individuals to perform this definite function.

(c) The GM and Accounts Officer may mutually arrange for any desirable
variation, to meet local needs as to the parties responsible for making further
entries in their various columns of the Material Inward Slip. In the absence of
any such special arrangement the responsibilities will be as follows: -

The Storeholder will arrange that staff under his control makes an entry, in those
cases where appropriate, in column 1: where appropriate number and dates of the
M.I Slip as a Stock or other (e.g., Deposit or Nominal) Receipt Voucher; where
appropriate, enter in the space provided the reference to any Discrepancy
Voucher made out initially to adjust a discrepancy found on receipt; and to the
extent possible, supply omissions in the particulars earlier entered in accordance
with sub-Para (a). The Storeholder will further make arrangements that a Factory
Inspection Authority makes the required entries in column 6 and 7 for quantities
said to be accepted and/or rejected. If some other local authority other than a
Factory Inspection Authority is concerned with inspection, his entries will be on
the reverse of the form.

(d) The order in which these various steps will be taken may vary from Factory to
Factory being dependent upon local conditions, and further may vary for
different categories of material received. The Storeholder will also make suitable
arrangements for the disposal of those Material Inward Slip with which he is not
further directly concerned by reason that the stores on them are not to come to
the stock or deposit ledger.

(e) The Accounts Officer will be responsible for causing entries to be made by his
staff in column 8,9 and 11 and in the heading of column 11 should delete one or
the other of "provisional" or "final" as description of the Total Value, it being

130
 understood that a value being described as final means that is final so far as is
known at the time.

(f) An entry of fundamental importance is that in column 10 for "Total quantity to

be brought on charge". The arrangements for making the entry in this column
will be the responsibility of the Storeholder. The principles governing the
category of receipt: -

(i) Direct Purchase - The quantity in column 10 will be the same as that entered in
column 6 Accepted. In the case of a deficiency, the entry in column 5 should be
the quantity found on receipt by the factory. The actual quantity accepted after
inspection should be entered in column 6. The quantity in column 10 should be
the total quantity as vouched minus the quantity found discrepant, both entries
being linked up with the respective documents quoted on the top left of the M.I
Slip.

(ii) Central Purchases with the contract specifying inspection at destination or at

the Supplier's works by the GM or his representative. The arrangements here
are the same as in the case of Direct Purchases. The quantity in column 10
will be the same as that entered in column 6 - Accepted.

(iii) Central Purchases with the contract specifying inspection by an independent

Inspector and the Factory not seeking to alter the Inspector's sentence. The
quantity in column 10 will be the quantity passed by the inspector and
despatched by the supplier.
(iv)Central Purchases with the contracts specifying inspection by an independent
inspector and the Inspector's sentence being questioned by the GM : In all
such cases the decision whether to pursue the question should be taken
normally by the GM Personally or, if delegated, will be delegated to an
officer not lower than a Works Manager. In these cases Factory Inspection
Authorities should enter in columns 6 & 7 the results of examination
according to their judgement. The cases fall into two categories :

1)The GM decides not to pursue the question of challenging the

independent Inspector's sentence : The action is as in Sub-clause (iii) not
withstanding that different figures appear in columns 6 & 7.

2)The GM deciding to challenge the independent Inspector's sentence :

This should be done by making the appropriate reduction in payment to
the contractor(even a reduction of the total amount due to him) in the
prescribed form of receipt certificates for Central Purchases. In these
cases any quantities in the consignment not affected by the dispute will
be entered in column 10 but if the whole consignment is affected by the
dispute, no entry will be made in column 10 of the Material Inward Slip,
which will be kept in suspense until rejected stores are returned or

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 disposed of, when it closes short as an M.I.Slip and Inspection Report
only.

(v) Receipts from other Ordnance Clothing Factories.

The entries of quantities in column 10 will be governed entirely by the

provisions in Section V,"Discrepancies" sub- section III,"Inter-Factory
Transfers". In general, the reply of the consignor factory to the
Discrepancy Report issued in cases of discrepancies will have to be
awaited or, if no reply is received within one month, action taken on the
assumption that a reply to the discrepancy report has been received
disclaiming responsibility for the discrepancy. The exceptions are
generally in cases where material as found on receipt has to be brought on
charge immediately because it is required for immediate use. Where no
documents from the consignor factory are available at the time of receipt of
stores they will be brought on charge, as found(in accordance with already
existing instructions) and any discrepancy later coming to light dealt with
independently and without reference to the disposal and posting of the
Material Inward Slip, if it is of the kind which has to be posted in the stock
or deposit ledger.

(vi) Receipts from Military Departments.

The quantity to be entered in column 10 is the quantity(as well as the

condition) as vouchered by the consignor, except in the case of stores
which are to come on the deposit ledger when the condition will not
necessarily be the same as vouchered by the consignor.

Adjustment of discrepancies, to make the ledger show from the outset the
actual position at the consignee factory, will be carried out under the
ordinary rules thereof. If the consignors' documents are not available at the
time of receipt of stores, they will be brought on charge as found and
action in connection with any discrepancy later coming to light will be
dealt with independently and without reference to the disposal and
position of the Material Inward Slip, if it is of the kind which has to be
posted in the stock or deposit ledger.

vii) Receipts from non-military Government Department and Public Bodies.

The quantity(and condition) to be entered in column 10 will be that found
on receipt. If in connection with discrepancies General Manager, after
correspondence or negotiation, is eventually forced to accept the
consignor's vouchering of material, the destination,is eventually forced to
accept the consignor's vouchering of material, the discrepancies will be
dealt with and adjusted as a transaction independent of and separate from
disposal of the Material Inward Slip. That is to say, the disposal and

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 posting of the Material Inward Slip is in no way delayed by final settlement
of such disputes.

(vii) Receipts from Overseas. These fall into two classes:-

(1) Where there is no evidence that the quantities and or condition of

material found are different from those existing when the material was
unloaded from a ship or aircraft and came into the hands of clearing
agency. In such cases the quantity to be entered in column 10 is the
quantity(and condition) as found on receipt. Reports of any
discrepancies in relation to consignor's documents will be made in
accordance with instructions as a matter separate from disposal of
Material Inward Slip.

(2) Where there is evidence that the quantities and or conditions of material
found are different from those existing when the material was unloaded
from a ship or aircraft and came into the hands of a clearing agency. In
such a case the quantity (and condition) to be entered in column 10 will
be the quantity which according to the evidence of documents was
unloaded from the ship or aircraft. The discrepancy resulting will be
dealt with as a matter separate from disposal of Material Inward Slips
in accordance with the principle of sub-paras.(vi)and )vii)above and in
relation to whether the Shipping/Clearing Agency is a military or
non-military Government department or a commercial firm.

Signature or initials.

(a) All signature or initials will be dated. The insignificance of all the essential
signatures or initials appearing on the M.I.Slip is as follows :-

i) In the space headed Receipts Branch, whatever other signature or initials

may appear thereunder local arrangements will be one of an individual,
from one or more detailed for the purpose in accordance with para 5(b),
entered upon the form after it has been prepared, numbered and dated, in
token that all the essential steps of preparation of the form have been
completed.

ii) Inspection signature or counter signature. This will always be a signature,

not initials of a member of the factory staff from one or more individuals
nominated for the purpose in Factory Orders. It should be observed that he
is signing the form for General Manager. The signature means that the
individual is satisfied that all inspection action required to be taken has
been taken that the entries on the form as to condition of material and
quantities in columns 6 & 7 are in accordance with the results of that
inspection action.

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 iii) In many cases the inspection action will have been completed before the
material reaches the factory. In such cases the inspection countersignature
means the individual signing is satisfied from examination of other
documents that everything required in that regard has been done and
again, as always, that entries on the M.I.Slip as to condition and quantities
in columns 6 and 7 are in conformity. In some cases, local rules for
particular categories of material may require a local examination even
though a formal inspection has previously been done. In such cases the
counter signature attests that the requirements of these local rules have
been met; and if the local inspection give results different from the earlier
formal inspection these different results may, nevertheless, be entered in
columns 6 & 7 or as remarks regarding condition in column 2. But
whether these different results are conclusive or whether, for instance they
govern quantities to be entered in col.10 depends on circumstances as
explained elsewhere.

(b) Where local rules require certain classes of receipts to be inspected at the
Factory by T.D. Establishment, the T.D. Establishment will be requested to
confine the whole of their entries to the reverse side of the M.I Slip form, all of
which reverse side is available for local inspection entries including, possibly,
lengthy details. The final results of T.D. Establishment inspection would, by
factory staff, be entered on the front of the form in columns 6 & 7 and vouched
by the Inspection Counter signature on the front of the form. Inspection
personnel, and particularly almost invariably factory inspection personnel,
should make their entries on the M.I Slip form in the Stores Receipt Branch
wherever practicable, and arrangements for this should be made accordingly.

(c) The reverse side of the M.I.Slip form, dealing with details of inspection
results, need not necessarily be filled up on all the copies of the M.I.Slip form
in use. In certain instances, a formal inspection having been carried out
previously, this reverse side of the form will not be required for use at all.

(d) With a view to possible saving of time in passing from Branch to Branch to be
dealt with, GM should detail a member of the Stores Staff, not lower than a
Storeholder, as one of those authorised to give an inspection countersignature,
defining the class of receipts for which a Storeholder can so act. The class of
receipts would be confined to that where both formal inspection has been
carried out earlier and by local rule no further examination locally on receipt is
needed and, in consequence, only a check of documents relating to earlier
inspection is required. In cases of incoming stores which have not been
previously inspected and are to be inspected by factories' own Inspection Staff,
the signature should be of an officer not below the rank of a JWM. If the GM
considers it necessary or desirable, on the basis of the value of the incoming
stores, he may nominate Gazetted Officers of higher rank, as appropriate, at his
desecration for the purpose.

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 (e) The inspection countersignature cannot be placed on the form until inspection
of the whole consignment bas been completed.

(f) Certificate of bringing on charge in Ledger :- The signature here (it will not be
initials) if "for GM" and is the ordinary certifying signature required to appear
on regular accounting vouchers of various kind. It will be subject to any
general rules in force in that regard.

(g) Godown keeper's signature or initials.

These will attest the taking on charge by the godown keeper, or other person
acting as godown keeper, and the appended date will be the actual date when
the stores move into the godown keeper's custody, or the completion date for
the process when on account of bulk of material the process is spread over
move than one day. This signature or initial cannot be entered on the form, nor
material be received by a godown keeper into his charge, until the inspection
countersignature has been placed on the M.I Slip.

(h) The quantity brought on charge and entered on a Bin Card by godown keeper
will invariably be the actual quantity he receives which would be found entered
on the M.I Slip in column- 6. This will not necessary always be the same as
entered in column 10 on account of the special rules for dealing with
discrepancies when posting the stock ledger.

(i) The spaces against the three headings 'Priced by', 'Checked by' and 'Posted by'
are available for the Accounts Officer in dealing with M.I Slip in his office.

MISCELLANEOUS PROVISIONS: -

Release of locally inspected material by instalments: - If on account of

urgency of need for material it is necessary to release inspected material by
instalments, the quantities released will in each instalment be entered separately in
column 6 and the signature of the countersigning inspection authority placed against
each such instalment quantity so entered.
This will enable a godown keeper to take that uantity on charge in a
Bin Card. If the urgently required material has in practice to be issued direct from the
Receipts Branch to Demanding Section, this issue will be made to the Section
representative in the presence of the godown keeper concerned. A copy of the M.I
Slip bearing the necessary entry and inspection countersignature permitting the
release of material together with the necessary demand note for the issue will be
made available to the godown keeper at that time for his perusal. The godown
keeper will post in his Bin Card, the receipt and issue of the same quantity of
material simultaneously.

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 A Godown keeper will in such cases post in bin cards instalment quantities from
M.I. Slip in accordance with general orders governing posting instalment quantities
from documents of any kind, e.g., from demand note, and at the time of posting will
place his initials against the instalments quantity on the M.I. Slip. Demand Notes, in
such cases, will be held up from being sent to the Account Branch for posting until
the fully completed M.I. Slip can be sent for posting. Neither the countersigning
inspecting authority nor the Storeholder's representative nor the Godown keeper will
place their respective signatures in the usual places provided for them on the M.I. Slip
until the inspection action is completed.

Modification of description -

If a local inspecting authority considers that material which otherwise

would be rejected might be accepted with a modified description or nomenclature,
e.g., material purporting to be "serviceable" is acceptable as "repairable" or, to be
acceptable, requires its nomenclature to be modified or amended, he will confine has
remarks on such points or proposals entirely to the reverse side of the M.I. Slip from.
The final settlement of whether such material shall be taken on charge involves
questions of provision and rests not with inspection but with other authorities who
will make the necessary entries on the front of the M.I. Slip form, in columns 6 & 7
for quantities and in column 2 for descriptions. Any addition by way of modification
to the entries in column 2 regarding description would be attested by the signature or
initials of the individual making it.

Examples of cases where, in connection with M.I. Slips which have

previously been sent to the Accounts Branch for posting, supplementary quantities
have subsequently to be brought on charge are-

(i) There is a dispute about a portion of the quantities on a M.I. Slip (if the whole
quantity is in dispute the M.I. Slip would not be sent to the Accounts Branch
for posting until the dispute is resolved). Later, on settlement of the question,
supplementary quantities may have to be brought on charge.

(ii) As the material is received, consignor’s documents are not available. Later, on
receipt of such documents and as a result of accounting rules, it may be
necessary to being supplementary quantities on charge.

In such cases the supplementary quantities will be brought on charge on a

voucher in form I.A.F.Z-209 or any other form of general voucher in use,
satisfactorily linked or reference to the original M.I. Slip to which it relates, and
bearing thereon a specific written order signed by a Competent Authority detailed
by the GM, that the material is to be brought on charge by a Godown keeper on bin
cards. The reason for the special order to be recorded in these cases is that the
general order to Godown keepers is that they are not empowered to take stock or
deposit material (from outside the factory) on to bin cards excepts on a Material
Inward Slip form bearing the necessary authenticating signatures.

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 The rule will be that a Material Inward Slip which has once been passed to
the Accounts Branch for posting cannot again be used for supplementary quantities
and that in connection with such supplementary quantities no further Material Inward
Slip can be made out if it does not relate to the actual movement of material into a
factory.
For the purpose of these provisions the term "GM" will include the
Officer-in-Charge of a factory, however, he may be designated, and the term
"Godown keeper" will include any individual performing a Godown keeper's
functions. Serial numbers and date and stock or other voucher numbers and date will
be entered under and not to the right hand side of the words "No." and "Date"
printed on the M.I. Slip form.

Material Inward Slip will be the only document from which posting is to be
made in a ledger in the case of material which is to come on stock or deposit ledger
charge. In other cases, e.g. , machinery, etc. , a voucher on form I.A.F.Z. - 2096 or
other form of general voucher is use, will be made out for posting in Block
Register, etc. Apart from other consideration an adequate description or nomenclature
in such cases is frequently lengthy and could not easily be dealt with except on an
ordinary voucher form providing adequate space.

The footnote to the M.I. Slip form with regard to not entering on the form
more than one item with its packages, will apply in its full rigidity only to material which
is to come on stock and deposit ledger charge. In other cases such as machinery or
medical stores, the entries for which on M.I. Slip usually relate to packages rather
than to their detailed contents, the number of packages received at one time may be
all entered together, as convenient, provided sufficient particulars to identify them
individually are entered on M.I. Slips to facilitate their check with the Receipt
Vouchers prepared in addition, for posting in Block Register, etc.

In a number of cases special terms and conditions regarding inspection and

acceptance of stores are included by the DGS&D Organisation in the Acceptance of
Tender. On receipt of stores in Factories and before undertaking inspection for final
acceptance, Factory Works Inspection Officer should study the terms and conditions
of the Acceptance of Tender, a copy of which should be attached by the Store holder
to M.I. Slip drawing the attention of Works Inspection Officer to the respect of Local
Purchase Supply Orders placed by the Factories direct. As delay in inspection will
ultimately result in loss to the state in most cases, inspection of all stores received in
the Factories from any source should be carried out within 14 days or with the least
possible delay.

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138
 CHAPTER 11
PPA
AYYM
MEEN
NTT O
OFF BBIILLLLSS
PAYMENT TERMS AND PAYING AUTHORITY

Payment terms and Paying Authorities are to be clearly laid down in

each Contract. Standard payment terms as provided for in the General
Conditions of contract contained in DGS&D - 68 (Revised) are, 95% against
proof of despatch and balance 5% on receipt of the stores by the consignee in
good condition and order. Advance payment (i.e. before commencement of
upply), Spot Payment etc., may also have to be allowed in certain cases with
the approval of the competent authority. Where the consignee is the
inspecting officer and carries out inspection only at destination, there may be
no necessity for any advance payment, and 100% payment will be made only
on receipt and final acceptance
C of F&A (Fys) is the paying authority for most of the contracts
concluded bt the Ordnance Factories. Normally the designated officer of the
CofF&A (Fys) i.e. the Local Accounts Office is the paying officer. Payment
should be made within 21 days in respect of bills supported by the requisite
auditable documents. Consolidated observations, if any should be forwarded
within 10 working days by the paying authority to the CFA i.e. General
Managers.
CENTRAL PURCHASE
For supplies made against D G S & D orders payment will be made by
their P&AO, New Delhi, or his regional officers as stipulated in each contract.
Against orders placed by the Dept. of Defence Supplies, DAD (HQ) New
Delhi will be the Paying Authority. At present, DAD Cell in four-locations
i.e., in Calcutta, Delhi, Mumbai and Chennai attached to respective PAO is
functioning on behalf of the respective Controller. Delhi is under CofA(HQs)
- New Delhi, Chennai is under CofA Bangalore, Mumbai is under CofA(
Navy ) Mumbai, and Calcutta is under CofA (Patna) against Disbursement
Vouchers(DVs). Paid DVs along with bills received from the DAD Cell, the
expenditure is allocated to respective consignee factory centrally by
PCofA(Fys).

Payment for Service Rendered by DGS&D Against Central Purchase

Orders ; According to Rule 126 of GFR, 1963, Departmental Charges at the
rates prescribed by Govt. from time to time shall be levied for the services
rendered by DGS&D in regard to purchase, inspection, shipping, clearing and
handling of stores. The rates currently applicable for Departmental charges in
regard to purchase and inspection of stores are as follows :-
Purchase :

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a. Departmental charges will be levied at the rate of 0.5% of the value of the
contract or supply order placed against the DGS&D Rate Contract.

b. DGS&D will have freedom and flexibility in determining the

Departmental fees to be charges to the range of 0.25% to 2% for the
Services to be rendered against the Ad-hoc procurement depending on the
value, nature of item etc. to be procured.
Inspection :
a. Departmental charges will be levied @ 0.5% of the value of contract or
supply order placed against the DGS&D Rate Contract.
b. The uniform rate of 0.5% of the value of the order represents consolidated
inspection fee inclusive of TA/DA of Officers and Test Charges for
confirmatory test .
c. Where inspection of stores is entrusted to the Quality Assurance Wing of
the DGS&D against S.Os./Contracts placed directly by the
Departments/Agencies i.e. otherwise then services rendered will be
charged at the uniform rate of 0.5%.
d. Quality Assurance Wing will have freedom, flexibility in determining fee
to be charged for inspection services rendered against non-departmental
orders within a range of 0.25% to 2% of the value of the stores depending
on complexity and nature of inspection involved.
Departmental charges are levied separately for services rendered for
purchase of stores and for inspection of stores. Thus, in case where a purchase
contract entered into by the DGS&D for the procurement of stores required by
any of the Departments/Agencies but the inspection of the stores is the
responsibility of the indentor, departmental charges for purchase of stores will
only be levied and no charges will be levied for inspection of the stores.

DIRECT PURCHASE
a) Against orders placed direct by OFB and the Factories, PCofA(Fys) or the
LAO of the concerned Fys. will make payment as stipulated in the
contract.
b) As regards orders placed on Overseas Suppliers, payment will be made
through Irrevocable Letters Of Credit against bill presented through the
Contractor’s Bankers duly supported by documents as stipulated in the
Contract.
c) Where orders for imported stores are based on F.O.B./C.I.F. basis all
payments relating to clearance and handling at the Port of entry as well as
customs duty are made by the concerned Embarkation Commandant who
is reimbursed by the Regional CDA in which the Port of Embarkation is
located and the expenditure is passed on to PofCA(Fys) by book

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 adjustment, except for the consignment received at the Port of Calcutta in
which case payment is made by cheque against the bill preferred by the
Embarkation authorities.

PAYMENT TERMS
Payment terms are of great importance both for the purchaser and the
supplier as the cost of finance plays a very important role in deciding the cost
of an item or service being contracted for. Normally 95% of the contract
amount is released against provisional receipt of the item at the consignee’s
premises along with inspection note and other documents. Balance 5% is
released after the stores have been properly checked and accounted for. Some
suppliers prefer 100% payment after delivery and accounting, which may be
accepted. In many cases, suppliers request for allowing part supply part
payment. Such requests can be considered by the CFA for acceptance on merit
of individual cases.
PAYMENT UNDER STANDARD TERMS -- PREPARATION AND
SUBMISSION OF BILL
Bills should be prepared in the standard bill form i.e. DGS&D -135 or
IAFA-68 in quadruplicate. The original, duplicate and triplicate copies along
with the supporting documents should be submitted to the Accounts Officer
specified in the Contract. The triplicate copy should bear the following
additional marking “NOT FOR PAYMENT -TO BE USED AS D.I. MEMO”
In the case of bills for “Advance 100% payment” in respect of
consignment inspected and despatched, the quadruplicate copy of the bill will
be sent to the consignee along with the copies no. 2&4 of inspection note and
the Railway receipt etc. to enable the consignee to prepare the necessary
receipt certificate. In all cases other than those of “ Advance 100% payment”
the quadruplicate copy of the bill will serve as the contractor’s office copy.
NOTE Contractors are permitted to use their own cyclostyled or printed
copies of prescribed bill form provided they are exact copies.

SUPPORTING DOCUMENTS TO ACCOMPANY BILL - ADVANCE

- 90% / 95% / 98% BILLS
(a ) The “Accounts office Copy No. 1” of the Inspection Note duly signed
by the inspector.
Note: In case the consignment despatched piecemeal for want
of transport facilities, copy no.1 of the Inspection Note for the
full quantity inspected will be attached to the advance 90%
/95% /98% payment bill relating to the first consignment.
These will also be accompanied by a letter written by the
contractor, intimating that bills for subsequent supplies giving
reference to the number and date of the bill with which the

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 inspection note was forwarded, will be submitted as each
consignment is despatched.
(b) Counterfoil of the Military Credit Note (authority), if any, in
connection with the stores for which payment is claimed.

(c) The cash receipt form Railway or the Inland Steamer company
when freight, though payable by the purchaser under the terms
of contract, has been paid by the contractor.
(d) The provisional certificate from the consignee in case of local
delivery or despatch by road
NOTE: The cash receipt from railway / inland steamer
company is only required to support the contractor’s claim for
refund of freight paid by him and not as evidence of despatch
of store. For the latter purpose the number and date of railway
receipt or the Inland Steamer Company Receipt, bill of landing
, consignment note or Postal receipt and the number and date of
letter with which such documents is forwarded to the consignee
as quoted on the bill or the counterfoil of the Military Credit
Note received with the bill is accepted as sufficient proof. In
the case of despatch by sea/Air one copy of the bill of lading or
consignment note should be attached to the bill.
(e) In the case of stores inspected abroad, the copy of the
inspection certificate received by the contractor from abroad.

Balance 10% /5% /2% Bills

The “Accounts Office copy no. 2” and the ‘Additional copy no. 5’ of
Inspection Note with both the Inspection Certificate and receipt portion duly
completed and signed by the inspector and consignee respectively.
Final 100% Bills
(a) The “Accounts copy no 1” and “Accounts office copy no. 2” and, one
additional copy no 5 of the inspection note with the inspection
certificate and the receipt certificate thereon duly completed on all the
three copies by the inspector and the consignee respectively.
(b) The counterfoil of the Military Credit Note, if any, used in connection
with the stores for which payment is claimed.
(c) The cash receipt from the Railways or the purchaser under the terms of
the contract, has been paid by the contractor.
(d) In the case of stores inspected abroad, the copy of the inspection
certificate received by the contractor from abroad.
NOTE:

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i) All copies of inspection note and continuation sheet must be legible.
ii) Inspection notes and Continuation Sheets other than those indented for the
A.O.s can be signed in copying pencil by placing carbon paper under each
sheet provided the signature came out legible. Copies of Inspection
Notes intended for the A.O.s should be signed individually in ink.

(iii) First and second copy of Inspection Notes are meant for Accounts
Office against which payment is made by the concerned Accounts
Officer. The word Accounts Officer in first copy and Accounts
Office copy no-2 i.e. Second copy should be endorsed by means of a
rubber stamp and the endorsement attested with full signature in ink.
(iv) The consignee may prepare the receipt certificate of the Inspection
Notes either by typing , by carbon process or by indelible pencil but
these must be signed individually in ink.

PAYMENT OF CONTRACTOR’S BILL

Payments to contractors are made by a cheque. This is issued on
treasury or a branch of the Reserve Bank of India or the State Bank of India
ansacting Govt. business.
The amount of contractor’s bills for supplies can be paid to their Bank
if bills are receipted by the contractor by signature under the words “
Received Payment” and endorsed by them under a separate signature in
favour of the Bank. Arrangement should also be made for payment through
e-payment where facility exists.
Payment of intermediary and final bills in cases of delay in supplies
(i) In absence of amendments to contracts extending delivery period may
be admitted in case of intermediate bills supported by Inspection Notes
but final bill for which no extension of delivery period has been
granted will be returned to the contractor. It will be for the contractor
to get extension of DP and to resubmit the bill. Copy of the letter to
the contractor returning the bill should be endorsed to the purchase
section.

(ii) In all contracts except those in which it has been specifically provided
that 21 days grace period will not apply where the stores have actually
been tendered for inspection either within the original delivery period
stipulated in the contract, or within the grace period of 21 days
thereafter, or within the extended delivery period, provided that the
total period of extension is less than 90 days from the original delivery
period, but the supplier is unable to despatch the store within such
period and nevertheless complete the despatch within 90 days from the
expiry of original stipulated delivery period ( excluding the grace

143
 period ) payment of 80% / 10% / 5% / 2% bill will ,however, be
admitted for payment when the delivery period has been regularised by
the competent authority.
(iii) In case of supply orders against DGS&D rate contracts providing for
variation in freight , insurance etc., the balance 5% bill will be paid
only after final amendment issued by the purchase officer unless
otherwise permitted by him in special cases.

Reducing Delay in Payment of Contractors Bills

One of the potent causes of delay in payment of the final claim of the
contractor is non availability of receipt Inspection Notes and Receipt
Certificates in time. Inspection notes and Receipt Certificates are required to
be submitted if otherwise in order, without any avoidable delay.
Supply orders are required to be forwarded to the paying authorities
well in advance for audit and payment.
Delay in supplies, if any, to be regularised.
Other factors which may delay payment
(i) Absence of an authenticated copy of the Acceptance of Tender or
Supply Order or amendment letter when a bill is received by the
concerned Accounts Office.
(ii) Copy of Acceptance of Tender/ Supply Order/ amendment letter will be
forwarded to the accounts office within four days from the date of
Acceptance of Tender from the purchase officer.
FINALISATION OF PRICE VARIATION CLAIMS.
In respect of contracts providing for price variation, care should be taken
to finalise price before final payment is made, after obtaining necessary data and
documents in support of claims for escalation, if any. Where no such claims are
submitted by the Suppliers, it would need to be examined whether there has been
downward trend in the cost which form the basis of variation as per the formula
incorporated in the contract such as price of input material like steel, non-ferrous
metals etc. At any rate undertaking should be obtained from the contractor to the
following effect in case it become necessary to make final payment before they
have submitted required data/documents related to price variation clause.
“It is certified that there has been no decrease in the price of Input
materials and in the event of any decrease of price of input material during the
currency of this contract we shall promptly notify the same to the purchaser
and offer requisite reduction in the contract rate “.
Notwithstanding the above formalities, it should be appreciated that it
is in the interest of the purchaser to be vigilant about downward variation and
it is therefore the basic responsibility of the purchase officers to make sure

144
 that the benefits of downward variation, wherever the same occurs are fully
availed of.

INSTRUCTIONS ISSUED BY O.F.B. IN CONNECTION WITH FINAL

PAYMENT
(i) All contractors should be addressed for furnishing information as perForm
No.MM-34 (Annexure - 32) before bills for final balance payments are made.

N.B. It will be seen that the format does not cover purchaser’s claim on
account of Price variation, if any, or claims on any other Account. This format
is, therefore, to be used when all Govt. claims on the contractor, if any, has
either been selected or taken note of and necessary action taken.
(ii) Consignee’s certificate regarding receipt of goods in full and loss etc. on
account of delay in supply should be obtained in Form No.MM-35 before
final payment is made or D/P regularized.
(iii) A no demand certificate should be obtained from the contractor in form No.
MM-37, before closing any case.

SPECIAL TERMS OF PAYMENT

General Managers have been given powers to authorise special terms of payment
such as spot payment and advance payment to SAIL IOC etc.

Advance payment (before stores are already inspected and Despatched)

As per the current policy of the Govt. no advance should be offered in the TE
and the first stand of a procurement officer should be of no advance. However, in
exceptional cases of contract for manufacturing of equipment, system or that for a project
with long execution time, advance up to a maximum of 15% of contract value may be
approved by the departments against valid BG from a scheduled bank. However, in some
cases, stage payment at pre- defined stages of contract completion may be allotted by the
CFA. As per CVC Guidelines, mobilisation advance should be interest bearing.
However, in MofD contracts, due to operational requirement, urgency etc., it may not be
possible to obtain such terms from the supplier. In such cases, necessary record of
circumstances and facts may be kept to that effect.

Advance payments should be avoided as far as possible. Only in exceptional

cases of contract for manufacturing equipment, system or that for a project with long
execution time, advance upto a maximum of 15% of contract value may be approved
with prior approval of MOD against valid Bank Guarantee from schedule bank.

The RFP’s would not indicate the fact regarding payment of advance. The first
position of CNC should be of No Advance. Later, depending on the situation and the

145
benefits passed on by vendor to the Govt. the advance can be indicated at 10% in the first
instance and if this is not acceptable, then can be finalized at 15% by the purchaser.
CNC’s should agree for advance only when it is found that the consequent discounts and
other advantages to state would be passed on by the vendor in lieu of getting advance.
Advance of more than 15% can be approved only by the MOD at the level of Defence
Secretary and Secretary (Defence/Finance).

Spot Payment

(i) Provision of spot payment should be approved in TPC.

(ii) The General Managers will prefer a bill on behalf of the Contractor duly
supported by the related supply order.
(iii) The Accounts Officer will hand over the cheque in payment of the bill to the
G.M./Fy. Authorities after audit of the supply/purchase orders.
(iv) The cheque will be handed over by the Factory authorities to the Contractor on
the spot after inspection and delivery of stores for which payment has been
claimed.
(v) The Factory Management will obtain a bill from the Contractor duly receipted for
the amount of the bill indicating usual particulars e.g. S.O. No., description of
stores, unit of quantity, total quantity delivered, receipt vouchers, I.Notes within
15 days from the date of payment and forward the same to Accounts Office.

PAYMENT THROUGH BANK

Request for payment through bank where despatch documents are

transmitted through them should not be entertained. If such a mode of payment
becomes unavoidable, the following conditions should be stipulated.

(i) The Contractor shall be liable for banking and all other incidental charges.

(ii) The Contractor shall also be liable for demurrage etc. if incurred due to delay in
transmission of R/R etc. to the consignee.

DRILL FOLLOWED FOR PAYMENT OF CONTRACTOR’S BILLS AT

FYS.

The drill generally followed by the Fy. Management and the Accounts
Office in dealing with the Contractor’s bills for payment of stores supplied is
generally as under:-

1. Bills for suppliers received and The Bill duly countersigned by

accepted under Local Purchase will be the authorised officer are
submitted by the suppliers on Form No. received in the Accounts Office.
IAFA-68 in duplicate supported by the Bills are entered in the bill
original copy of S.O register to watch prompt

146
 disposal.
2. If the Supplies are made in piecemeal The bills should be entered in the
the original copy of S.O. will be returned by S.O Register showing the No.
the supplier along with the last bill and in and date of the bills, Rt. Vr. No.
that case, the Officer authorised to certify the , etc.
bills for payment will make the following
endorsement in the bill “Supply not
completed .Contractor’s copy of S.O.
(Original) will be forwarded along with the
last bill.”

3. S.O. No. and date against which the The bills are then checked with
stores have been supplied, and the Rt. Vr. relevent Accounts copy of the
No. and date against which the stores have S.O. in respect of quantity, rate
been. brought on charge stores , will be and terms of delivery Details of
quoted on the bills payment involved will also be
checked. The amount passed for
payment are entered in the
relevant column of the S.O.
Register
4. The bills together with the original Bills are sent to Material/Ledger
copy of section for credit verification of
S.O. ( where supply has been completed) and stores. Bills on receipt from
Inspection Note bearing the Rt. Vr. will be Material/Ledger section passed
forwarded to the LAO for Audit and for Payment and cheques are
Payment are after scrutiny of the issued to the contractor with
following points. intimation to the General
Manager.
The amount passed for payment
1. Bill copies are marked “ Original and is also recorded in Contractor's
Duplicate” Ledger in the Income Tax
2. Bills have been duly receipted and signed Register.
by the Supplier.
3. Total Amount claimed is correct and is
written in figures as well as in words.
4. Correction of amounts , if any, attested
under full signature and date.
5. Bills are signed in ink.
6. Revenue stamps are affixed on all
original copies of Bills.
7. Name of the Treasury is indicated.
8. Extension of Delivery Period, if any, or
acceptance of excess supply, is
sanctioned by competent authority and
endorsed on the bills

147
9. Vernacular signatures are transliterated.

In auditing the bills, the

6.Factory Management are not authorised to
following points are seen:
increase the amount claimed even if they are
1. Bills will not be passed for
due to clerical error . In such cases either
bills will be returned to the supplier for payment unless the relevant
resubmission or the amounts claimed will beS.O has been post audited
passed for payment and the contractor 2. The bills are in prescribed
directed to submit a supplementary Bill forform and in originals
the balance due. 3. They have been duly
receipted and signed in full
Retrenchment of an amount may be made by the suppliers and that
from the bills where necessary and the vernacular signatures are
balance will be passed for payment and transliterated
supplier will be informed accordingly 4. The details work upto the
total and the totals are in
words as well as in figures
5. There is no erasing and that
any alteration in the totals
are attested by the officer
concerned of the factory
6. The bills are signed in ink.
Bills having rubber stamp
signature are to be rejected
7. Revenue stamp is affixed to
bills where required

The following documents are accepted as a proof of despatch, are received by the factory
for collection of stores :

1. Railway receipt where stores are despatched by rail,

2. Postal receipt where stores are despatched by Registered Parcel/Post.

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 EXCISE DUTY AND SALES TAX

As per M of D 4.0 No. F27/(i)/60/80/D(O) dt. 16.11.80 the management should

render the Necessary certificate regarding correctness of SALES TAX AND EXCISE
DUTY.

BILL REGISTER.

It will be maintained by the factory showing the position of supplies and Payment
of bills in Respect of Local Purchase Supply Orders.(In respect of central purchase orders
showing the position of Supplies)

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 CHAPTER 12

SETTLEMENT OF DISPUTES/CLAIMS ARISING OUT OF THE CONTRACTS

THROUGH ARBITRATION/COURT-PROCEDURE

SETTLEMENT OF DISPUTES THROUGH SOLE ARBITRATOR :

Clause – 24 of the General Conditions of Contract provides that in the event

of any question, dispute of difference arising under the conditions of or in connection
with the contract with factories (except as to matters the decision of which is specially
provided for) the same shall be referred to the sole arbitration to be appointed by Director
General, Ordnance Factories. The Arbitrator so appointed shall be a Government Servant
who had not dealt with the matters to which the agreement relates and in course of his
duties had not expressed views on all or any of the matters in dispute or differences. The
award of the arbitrator shall be final and binding on the parties to the contract. Further
the arbitration proceedings would be subject to the provisions of the Arbitration and
Reconciliation Act, 1996 and the rules there under.

With a view to obtaining the consent of the contractor to the arbitration clause as
mentioned above the contractor to give his acceptance/or rejection to the said clause at
the time of submission his quotation. It is stipulated that an omission to answer
specifically in this regard will be deemed as an acceptance of the clause.

Where the contractor has answered or is deemed to have answered the question
specified above, in the affirmative, the words, “Including clause-24 thereof” are to be
added, at the appropriate place, in the clause relating to the Conditions of Contract in the
schedule to the Acceptance of Tender. Where the contractor has not accepted the
arbitration clause, the works, “excluding clause-24 thereof” are to be inserted in the
Acceptance of Tender. Once the contractor has accepted Arbitration clause-24 of the
General Conditions of Contract, any dispute/claim arising out of the contract by either
side becomes ad judicable by the Sole Arbitrator to be appointed by the Director General,
Ordnance Factories.

Occasion may arise where in respect of a contract, the contractor had earlier not
agreed to the Sole Arbitration Clause but later agrees to the settlement of the disputes(s)
arising out of the contract through arbitration by signing an agreement to refer the dispute
to the Sole Arbitration by an officer appointed by the DGOF. Before the agreement is
executed the factory will undertake an exercise, in consultation with the Legal Adviser to
determine whether the case is fit for reference to arbitration. If the view arrived at is to
refer the dispute to arbitration, administrative approval of the competent authority will be
obtained. After such an approval is obtained the concerned GM will be competent to sign
the agreement irrespective of the value of the contract.

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SETTLEMENT OF DISPUTES/CLAIMS THROUGH ARBITRATION IN THE
CASE OF CONTRACTS ENTERED INTO WITH PUBLIC SECTOR
UNDERTAKINGS:

The above provisions are not to be applied in the case of disputes/claims

arising out of contracts entered into with public sector undertakings of the Central
Government. As per the instructions issued by the Department of Public Enterprises,
disputes regarding commercial and other contracts between the Government Department
and a Public Sector Enterprises (excluding those relating to income tax, customs and
central excise) are to be referred to permanent arbitration machinery set up in the
Department of Public Enterprises.
As the arbitration machinery is designed to be financially self supporting the
disputants are required to share equally the cost of the service rendered by the machinery
and would be intimated to them.

In case the Department of Public Enterprises fails to settle the dispute/claim, the
matter may be referred to the Cabinet Secretariat through Department of Defence
Production. Further it has to be ensured that no litigation involving such disputes is
taken up in a court or tribunal without the matter having been first examined by the above
constituted Committee and the Committee’s clearance for litigation is obtained.

The concerned Ministry/Department should refer the cases of dispute with the
Public Sector Undertaking to the Cabinet Secretariat with a self-contained note as per
Annexure______ for placing before the above constituted Committee for decision.

Accordingly, in so far as contracts entered into with Public Sector Enterprises

are concerned a suitable clause should be included in the Acceptance of Tender that in
the event of any dispute or difference relating to the interpretation and application of the
provisions of the contracts, such dispute or difference shall be referred by either party to
the permanent arbitration machinery set up in the Department of Public Enterprises and
that if the Department of Public Enterprises fails to settle the dispute, the same will be
referred to the Committee constituted by the Cabinet Secretariat.

SETTLEMENT OF DISPUTES THROUGH COURT OF LAW OF COMPETENT

JURISDICTION :

Where a contractor has not agreed to Sole Arbitration Clause-24 of the General
Conditions of Contract, the dispute/claims arising out of the contract entered into with
him will be subject to the jurisdiction of the competent court of law as per the provisions
of Clause 20 of the General Conditions of Contract (Form DGS&D68). In the
Acceptance of Tender under the heading “Jurisdiction” below the entry relating to
conditions of contract, the following should be inserted
“This contract is subject to jurisdiction of Courts at ___________________only”.
The name of the place from which A/T is issued should be inserted in the blank space.

151
APPOINTMENT OF ARBITRATOR-PROCEDURE REGADING CONSENT OF
OTHER PARTY NOT REQUIRED FOR APPOINTMENT OF ARBITRATOR:

In cases where the parties have agreed to settlement of disputes/claims arising

out of Ordnance Factory contracts through arbitration and to the appointment of
arbitrator in a particular manner, the consent of other party would not be necessary for
appointment of arbitrator and for reference of the dispute to him, when the aggrieved
party asks concerned authority to do so.

PROCEDURE LEADING TO THE APPOINTMENT OF THE ARBITRATOR

WHEN THE CONTRACTOR SEEKS TO REFER THE DISPUTE TO
ARBITRATION:

On receipt of a request from the contractor to refer the dispute to arbitration, the
factory will verify that the arbitration clause is included in the contract. On such
verification, the factory will prepare a self contained note giving the points put forward
by the contractor and the points of the purchaser in reply thereto and refer this note to the
Legal Adviser for advice whether the purchaser’s stand is tenable and whether the case is
fit to be referred to arbitration. It should be ensured that all doubtful points requiring a
ruling are clearly brought out by the Purchase Section in the self contained note. If the
advice of the Legal Adviser is in the affirmative, the case will be put up along with the
advice of the Legal Adviser to the Arbitration Cell (of OFB) for referring the dispute to
arbitration. All relevant papers including a copy of Supply Order shall be forwarded to
Arbitration Cell (of OFB).

The Arbitration Cell (of OFB) thereupon will submit the file to DGOF for
appointment of Arbitrator and arrange to issue a letter appointing the Arbitrator with
copy to both the parties involved in the contract.

PROCEDURE LEADING TO THE APPOINTMENT OF ARBITRATOR

WHEN IT IS PROPOSED TO REFER DISPUTE ON BEHALF OF THE
PURCHASER ;

In the case of Government claims where the Ordnance Factory contemplates

taking recourse to arbitration, the factory should first verify the financial standing of the
party and the prospect of recovery of the amount claimed, where the amount to be
recovered is less than Rs. 5,000/-. A certificate will be given by the factory after that
they are satisfied that recovery is possible. In respect of claims over Rs. 5,000/- no
verification of the financial standing of the party need be made. In cases where the
amount to be recovered is less than Rs. 5,000/- and the firms are registered with
Ordnance Factory, the financial scrutiny may be carried out with reference to the
registration records only. Claims of this magnitude from unregistered firms and in the
case of those registered firms where no conclusion can be formed with reference to the
registration records, full scrutiny should be done as laid down below.

152
 (1) Report from the Bankers who originally reported on the financial status of
the firm
(2) Report from the Income Tax Officer whether they are prompt in paying
income tax if not, whether they are in arrears.
(3) Report from the Wealth Tax Officer regarding payment of wealth tax by
its Directors.
(4) Report from the Registrar of Companies as to the balance sheets showing
Profit and Loss Account of the concern.
(5) Report from the Registrar of Partnership firms regarding the names and
addresses of the partners if the firm is partnership concern.
(6) Details about attachable assets/financial condition of the firm from the
Deputy Commissioner/Collector of the District concerned.

After the financial standing of the party has been done, where required, a
complete summary of the case will be prepared and referred to the Legal Adviser for
opinion as to whether or not the Government has got a tenable and strong case fit for
reference to arbitration. If the Legal Adviser advises that the case is fit for reference to
arbitration, the factory should for the case to Arbitration Cell (of OFB) for appointment
of Arbitrator.

If the contractor has not complied with the Demand Notice served on him by the
purchaser and/or has disputed the purchaser’s claim or recovery he may be served with a
fresh Demand Notice to deposit the Government dues along with interest within 15 days
from the date of issue of the Notice.

Thereafter the file will be referred to the Arbitration Cell (of OFB) to take
necessary steps for appointing an arbitrator on behalf of the Government.

REFERENCE OF DISPUTES TO ARBITRATION ON THE DIRECTION OF

COURTS

The Ordnance Factory contracts are usually governed by the standard arbitration
clause. On a request received from the contractor, effort should be made to ensure the
appointment of an arbitrator and not to compel the firm to go to the Court unless; there is
any objection to it. In certain cases, the firms file petitions in courts for directions to the
Union of India for reference of disputes to arbitration in terms of the Arbitration Clause.
On receipt of such an order of the Court, the factory will examine the case and obtain the
administrative approval of the competent authority.

The value of the contract shall be taken into account for deciding as to the
officer competent to accord such approval.

Immediately after obtaining administrative approval as above the factory will

send the file to Arbitration (of OFB) for appointment of Arbitrator as per the procedure.

153
 The reference to particulars of the suit filed by the firms and the order of the
Court in terms of which disputes are being referred to arbitration shall be indicated in the
file.

PREPARATION, EXAMINATION AND FINALISATION OF PLEADINGS

TO BE FILED BEFORE THE ARBITRATORS :

The concerned factory will specify the documents in support of the claims
preferred by them. It will also be the responsibility of the concerned factory to collect the
particulars from Accounts Officer, the concerned QA officer in respect of any items
necessary for formulating the claim on behalf of the Union of India or any other
purchaser shown in the contract. It will also be the responsibility of the concerned
factory to give the list of officers who have dealt with the contract during the relevant
period.
In the cases in which the Government is the respondent, a copy of the claim
statement, as and when received from the claimant contractor, will be forwarded by the
Arbitrator to the concerned factory. The concerned factory has to admit or deny
categorically all the allegations made in the firm’s claim statement and should also give
explanatory notes about the stand and should also give explanatory notes about the stand
taken by the factory giving reference to the advice of the Legal adviser which might have
been obtained earlier. The concerned factory will also examine the copies of the
documents, filed on behalf of the claimant firms and will also give explanatory notes,
whether documents, the copies whereof have been filed by the claimant firm, are
available in the purchase files and whether they are true and correct copies of the original
available with the factory.

If, there are some mistakes in the copies filed by the claimant firm, the same
should also be pointed out. The factory will also consult the Accounts office, the QA
officer if some particular item referred to in the claim statement or some particular item
necessary for substantiating the Government’s counter claim, is required to be ascertained
from the said offices.

In cases where Government counsels are engaged, the detailed para-wise

comments offered by the factory or the self contained statement of facts offered by the
factory will be submitted before the Government Counsel so appointed and the said
Counsel will be requested to prepare the claim/counter statement of claim.

If the Government Counsel engaged for conduct of the case, requires prior
consultation with the conversant officer of the factory to enable him to prepare or settle
the claim/counter claim, the concerned factory shall depute the conversant officer for
such consultation. The officer so deputed shall record on the file the date, time and
duration of the discussions held with the Government Counsels to enable verification of
the bills of the Counsels.

After the draft claim/counter statement of claim is settled by the officer the same
will be fair typed as many copies as may be required in each case. The fair typed

154
copies/counter statement of claim will thereafter be signed by the factory Officer dealing
with the contract after verification of the factual position and swearing in of affidavits,
where required, by presenting themselves before the Oath Commissioner. The pleadings
shall then be signed and filed by the Officer/Government counsel, conducting the case.

List of documents referred to in the statement/counter statement of

claim/replication/rejoinder as also in the advice of the Legal Adviser to support the
claims of Government shall be prepared and finally settled with the approval of the
officer/counsel who is to conduct the case.

It will be the responsibility of the factory to arrange for the presence of witness
to give evidence on behalf of the Government where so desired by the Government
Counsel. The factory will be completely responsible for watching the progress of each
case, for production of evidence, and shall render all assistance to the Government
counsel as he may require and to see to the successful conduct of the cases.

EXAMINATION OF AWARDS/DECREES AND ACTION THEREAFTER :

Arbitration awards may be classified as :

(a) Declaratory Awards : This is an award which either dismisses claim
made but awards no sum of money whether by way of cost or
otherwise or only declares an interpretation of the contract. In the case
of such an award, the factory will take steps promptly to cause the
award to be filed in the competent court to make it a rule unless it is
advised by the Legal Adviser and a suit relating to the dispute referred
to arbitration has become barred by time.
(b) Other Awards : These are awards which direct payment of a sum of
money by one party to other. If the award is wholly in favour of the
purchaser, action should be taken for recovery of the awarded amount
and the Demand Note as in for “A” at annexure-53 should be issued.

SPEAKING AWARDS :

The speaking awards made by an Arbitrator contain reasons for admission or

rejection of claims. In terms of clause-24 of Conditions of Contract, DGS&D-68
(Revised), if the value of the claim in a reference exceeds Rs. 1 lakh the arbitrator shall
give reasoned award

NON-SPEAKING AWARDS :

Non-speaking awards do not contain reasons for admission or rejection of

claims. When the arbitrator/the court has delivered the award, the factory will arrange to
obtain copies of the award. Government Counsels conducting the cases, would examine
the awards very carefully and after the detailed study pin point any unusual features,
defects, infirmity or weaknesses and refer to the factory for obtaining the approval of the
competent authority for acceptance or otherwise of such awards.

155
 In cases where the sole arbitrator makes a non-speaking award directing the
Government to pay a certain sum to the party in full and final settlement of all the claims
and counter claims of all the parties against each other, the examination of every cases as
to why the Government did not get its full claim before the arbitrator would involve
labour which would not be commensurate with the results achieved as the award is a non-
speaking award.

In respect of Arbitration cases covered under the new Act, 1996 request for any
correction, interpretation or additional award can be made under section 33 of the Act
within 30 days from receipt of the award unless another period of time has been agreed
upon by the parties.
PROCEDURE OF FOLLOW-UP ACTION

AWARD IN FAVOUR OF THE GOVERNMENT:

Immediately on receipt of the award or the decree as the case may be by the
factory, it will initiate action to obtain the decision of the competent authority as to the
acceptance or otherwise on behalf of the Government of the award or the decree.
Reference to the Legal adviser would not be necessary where;

(a) the Arbitrators/court has allowed the claim of the Union of India to the full
extent;
(ii) the Arbitrator/court has dismissed the claim of the contractor against the
Union of India and the Union of India preferred no claim.

If the award is fully in favour of the Union of India, the question of challenging
the same does not arise and the file need not be sent to the Legal Adviser unless advised
or any question of Law is still required.

An Arbitrator has to make an award within 4 months of the date of which he

enters upon reference or within such time as is extended by the parties through mutual
consent. Where an award is made after the time allowed as referred to above, an
application shall also be made under section 28 of the Arbitration Act for the extension of
time for making the award. Such an application for Extension of time for making the
award can also be made along with the application under section 14 and 17 of the
Arbitration Act for making the award a rule of the court.

In respect of cases, coming under Arbitration Act 1996 an application for setting
aside an award is to be made under section 34 of the Act within 3 months from the date
on which the party making that application have received the arbitral award or, if a
request has been made under section 33 of the new Act, from the date on which that
request had been disposed of by the Arbitral Tribunal.

The factory concerned who shall thereupon serve a demand notice for recovery
of the awarded amount from the contractor as per annexure-53. The factory shall at the

156
same time explore the possibility of effecting recovery in full or part of the awarded
amount from the pending bills of the firm and report the result to the Operating Division.
In case payment is not made within 30 days of the issue of the demand notice the factory
shall forthwith institute investigations through appropriate civil and police authorities to
find out financial assets of the judgements debtors and also ascertain the immoveable
properties and other assets held by them and intimate the same to the Operating Division
along with certificate that recovery through normal channels could not be possible so that
immediately after award is converted into a decree, execution proceedings may be
initiated for getting an order of the court for attachment of the properties in question in
satisfaction of the decree. It must be noted that complete details and location of all such
properties are to be given in the execution petition itself to enable the court to pass the
requisite order of attachment.

AWARD NOT IN FAVOUR OF THE GOVERNMENT

Where the award is against Government or partly in favour and partly against
the Government as for example where it directs the Government to pay a sum lesser than
the sum claimed by the Contractor it is not necessary to cause the award to be filed in
court, if the Government accepts the award and other party accepts payment thereof in
full and final settlement of all claims forming the subject matter of reference in pursuance
of an offer made in accordance with the procedure laid down.

The factory shall, immediately after obtaining the approval of the competent
authority to accept the award communicate to the contractor in form “B” at annexure-54
the fact of such acceptance and offer payment in terms of the award. If the contractor
communicates acceptance of the award within specified time, payment so made will bar
the contractor from using again in respect of the same dispute .

It may be clarified that a letter of consent from the firm can serve the purpose
and in cases where an amount has to be paid to the firm by the Union of India or by the
firm to the Union of India, for, in such cases discharge is obtained by payment of the
amount by either of the parties in pursuance of the award. In cases where there is simply
a declaratory award, it if always advisable to have the award made a rule of court. In the
latter category of cases it would not be possible to urge that the letter of consent from the
firm operates as a discharge.

PROCEDURE FOR MAKING PROVISIONAL PAYMENT OF CHARGED

EXPENDITURE.

The provisional payments in respect of decretal amount awarded by Courts

should not be released without specific allotment of funds under charged expenditure for
making payments. As soon as a copy of the judgment of Court is received, immediate
action may be initiated by the factory to get allotment of funds under the head Charged

157
Expenditure. Such proposal should be sent to Finance/Budget section (of OFB) through
the concerned Operating Division along with

(1) A copy of the Judgment /Award on the basis of which payment has
been made.
(2) Precise amount needed to satisfy the Judgment/Award. In case the
amount could not be precisely calculated, tentative amount
indicating the variable parameters should be intimated for
allotment of funds.
In order to avoid any delay the factory should ensure that immediately after the
allotment of funds by OFB/Finance the payment is released on a provisional basis and the
case submitted to OFB/Finance for ex-post facto sanction along with the following
documents:
a) A copy of self – contained statement of case.
b) A copy of account statement/calculation should duly vetted
by LAO.

- Details of payment.
(3) Amount for which M of D sanction has to be obtained.
(4) Date of payment.
(5) Code Head of booking.
(6) Financial year in which the payment has been made.
(7) Other relevant documents if any.

To ensure sufficient allotment of funds for such payments factories should

anticipate the requirement of funds under charged expenditure based on the pending
Count/Arbitration cases and project their requirements for the next year along with
the FE, Budget Estimate submitted during the previous year as well as periodical
projections in the current year (PR/PRE/RE/MA).

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 CHAPTER - 13
Annexures to
MATERIAL MANAGEMENT
Annexure-A

INTER FACTORY DEMAND

Date………..
No………………………….
To
The General Manager
…………………….Factory
(*…………………………/*Thro’ Inspector of………………………….)

Store Specification Number Inspection Date by (a) Open PDC

Drawing Or by which extract
Or Quantity Factory or required (b) Issue
Pattern required Ins Order
Section (c ) Purchase
& Issue

The above mentioned stores are required. General Manager

Only when I.S.Inspection is required in which case Factory

an additional copy for retention by Inspector will be necessary Indentor

Concurred in

D.A.C.A.F.A

………………Factory
(Indentor)
II
No……………….
Date…………….
Accepted and returned
To
The G.M. GM
………………………Factory
……………….Factory
(Indentor) (Supplier)
Copy to:

159
 The D.A.C.A.F.A………………….
…………….....Factory
(Supplier)

Annexure-B

BANK GUARANTEE FORMAT FOR FURNISHING EMD

Whereas…………………………………………………………………………………
………….
(hereinafter called the “tenderer”)
has submitted their offer dated …………for the supply
of………………………………………………..
(hereinafter called the “tender”
know all men by these presents that
we…………………………………………………………………….
Of…………………………………having our registered office
at…………………………………………
(hereinafter called the
“bank”
are bound unto…………………………………..in the sum
of……………………………………………..
( hereinafter called the “Purchaser”)
for which payment will be truly to be made to the said purchaser, the bank binds itself, its
successors and assigns by these presents. Sealed with the Common Seal of the said bank
this……………….day of……...
……………….19…/20…..
THE CONDITIONS OF THIS OBLIGATION ARE:

(1) If the tenderer withdraws or amends, impairs or derogates from the tender in any
respect within the period of validity of the tender.
(2) If the tenderer having been notified of the acceptance of his tender by the purchaser
during the period of its validity.
a. If the tenderer fails to furnish the Performance Security for the due performance
of the contract.
b. Fails or refuses to execute the contract.

We undertake to pay the purchaser up to the above amount upon receipt of its first
written demand, without the purchaser having to substantiate its demand, provided
that in its demand the Purchaser will note that the amount claimed by it is due to it
owing to the occurrence of one or both the two conditions, specifying the occurred
condition or conditions.

160
This guarantee will remain in force up to and including 45 days after the period of
tender validity and any demand in respect thereof should reach the Bank not later
than the above date.

……………………….
(Signature of the Bank)

Annexure-C
BANK GUARANTEE PROFORMA FOR FURNISHING PERFORMANCE
SECURITY

In consideration for the President of India (hereinafter called “the

Government”) having agreed the
exempt……………………………………(hereinafter called “the said Contractor
(s)” from the demand, under the terms and conditions by an agreement
dated…………………made
between…………………………………and……………………..of Performance
Security for the due fulfillment of the said contractor (s) of the terms and conditions
contained in the said agreement on production of Bank Guarantee for
Rs………………. (Rupees……………………………………..
(indicated in the name of
the Bank)
Bank”) at the request of…………………….Contractor (s) do hereby undertake to
pay to the Government an amount not exceeding rs…………………… against any
loss or damage caused to or suffered would be caused to or suffered by the
Government by reason of any breach of the said Contractor (s) of any of the terms
or conditions in the said agreement.

2. We ……………………… do hereby undertake to pay the amount due and

payable under this Guarantees without any demur, merely on a demand from the
Government stating that the amount claimed is due by way of loss or damage
caused to or would be caus4ed to or suffered by the Government by reason of
breach by the said contractor (s) of any of the terms and conditions contained in the
said agreement or by reason of the contractor (s)’s failure to perform the said
agreement. Any such demand made on the Bank shall be conclusive as regards the
amount due and payable by the Bank under this guarantee. However, our liability
under this guarantee shall be restricted to an amount not exceeding
Rs…………………………..

3. We undertake to pay the Government any money so demanded

notwithstanding any dispute or disputes raised by the contractor (s) / supplier (s) in
any suit or proceeding pending before any court or Tribunal relating thereto liability
under this present being absolute and unequivocal. The payment so made by us
under this Bond shall be a valid discharge of our liability for payment there under

161
and the contractor (s) / supplier (s) shall have no claim against us for making such
payment.

4. We ……………………. Further agree that the guarantee herein contained

shall remain in full force and effect during the period that would be taken for the
performance of the said Agreement and that it shall continue to be enforceable till
all the dues of the Government under or by virtue of the said Agreement have been
fully paid and its claim satisfied or discharged or till ……..that the terms and
conditions of the said Agreement have been fully and properly carried out by the
said Contractor (s) and accordingly discharges this uarantee.
5. Unless a demand or claim under this uarantee is made on us in writing on or
before the ……………….guarantee thereafter.

6. We …………………….further agree with the Government that the

overnment shall have the fullest liberty without our consent and without affecting in
any manner our obligations hereunder to vary any of the terms and conditions of the
said Agreement or to extend time of performance by the said Contractor (s) from
time to time or time or to postpone for any time or from time to time any of the
powers excisable by the Government against the said contractor (s) and to forebear
or enforce any of the terms and conditions relating to the said agreement and we
shall not be relieved from our liability by reason of any such variation or extension
being granted to the said contractor (s) or for any forbearance, act or omission on
the part of the Government or any indulgence by the Government to the said
contractor (s) or by way such matter or thing whatsoever which under the law
relating to sureties would, but for this provision, have effect of so relieving us.

7. Notwithstanding anything contained herein above our liability under the

guarantee is restricted to Rs……………….. and shall remain in force until. Unless
a claim or suit under this guarantee if filed with us on or before ……………….
ALL OUR RIGHTS UNDER THE GUARANTEE SHALL BE FOREFEITED and
the Bank shall be relieved and discharged from all liabilities therein.
8. This Guarantee will not be discharged due to the change in the
constitution of the Bank or the Contractor (s)/ Supplier (s).

9. We, …………………….. lastly undertake not to revoke this Guarantee

during its currency except with the previous consent of the Government in
writing.

Dated the ………………… date of …………………….. 1999/2000

For…………………………………………………...
( indicate the name of Bank )

Signature…………………………………………….

162
 Name of the
officer………………………………….
( in block capital)

Designation of
Code
No……………………………………..

Name of the Bank and

Branch……………………

Annexure-D
FORM OF LETTER TO BE ADDRESSED TO BANK FOR VERIFICATION
OF BANK GUARANTEE

REGISTERED ACKNOWLEDGEMENT DUE

To
……………………………..i) Bank Concerned
……………………………..ii) head office of the Bank

Sub: Bank Guarantee- Verification of.

Sir,

With reference to our Contract No…………………………………placed on

………………… a Bank Guarantee No…………………….dated……………..for
Rs……………issued from…………. Bank located at ………………….(Photostat
copy of Bank Guarantee enclosed) has been received.

It is requested that the genuineness of the Bank Guarantee may be verified and
intimated to the undersigned at the earliest.

Encl. : As above.

Yours faithfully,

( )
For and on behalf of the Purchaser

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 Annexure-E
FORMAT FOR REFUND OF SECURITY DEPOSIT

To
The…………………………..
(Purchase Officer)
……………………………….
……………………………….

Sir,
This refund of Performance Security Deposit amounting to
Rs………………...(Rupees……
………….. only) against us and therefore its repayment may please be arranged.
Necessary receipt duly stamped is given hereunder in Part-B.

It is certified that I/ We, have not received any complaints from the
consignees regarding non-receipt, shortage or defects in the stores supplied under
the contract.

(Signature of the Contractor)

PART-B

Received from ………………… the sum of Rs………………amount in

refund of my/ our Performance Security Deposit in full in respect of-

Contract No………………………………………………………………
Station……………………………………………………………………
Dated……………………………..
(Contractor’s dated signature)
( Revenue Stamp for sums exceeding Rs. 20/- should be affixed )

PART-C

( TO BE FILLED BY THE PURCHASE OFFICER )

It is certified that no demands against the above contractor are outstanding in

the record of this office and that the instant Security Deposit is free from
Government Claims in terms of clause 7(4), 18 and 18A of General Conditions of
Contract as far as A/T No……………….. is concerned and can be refunded to the
Contractor by A/c Payee Cheque.

164
 Signature……………………….
Designation…………………….

Annexure-F
SCHEDULE TO TENDER

TIME AND DATE OF OPENING OF TENDER (see tender notice)_________________

The Tender shall remain open for acceptance till 90 days from date of opening

Item ! Description Specification No. Number or Price per Station of Remarks

No. ! of Stores /sealed pattern No. Quantity Unit Unit Dispatch
(i) ! (ii) (iii) (iv) (v) (vi) (vii) (viii)

(The Instructions and conditions applicable to this tender are attached to this schedule)
Mention here exact date up to which the Tender will remain valid___________________

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 Annexure-G

STANDARD FORMAT OF SUPPLY ORDER

SUPPLY ORDER NO ………………………………………….DATED ……………..

This is in acceptance of contractor’s tender/ offer No. and date stated below :-
1. (a) Name and address of the contractor:
(b) Telegraphic address :
(c ) Name of the purchaser : The President of India.
2. Tender Enquiry No. and date opened on :
3. Contractor’s confirmatory quotation No.
& date and subsequent letter No. & date:
4. Cost debitable to head :
5. Condition of contract : As contained in general condition of contract
contained in form No. DGS7d-68 (Revised) (excluding
Clause 24) amended up-to-date shall apply to this contract.
DGS&D or his subordinate regional offices” may be
deleted and read as “DGOF/GM, ordnance Fys.”
6. Security Deposit :
In terms of clause 7 of General conditions of contract under which you have
tendered, you are required to deposit by …………… a sum of Rs ……….. (Rupees
…………………only ) as security deposit for the due performance of the contract. The
security deposit may be furnished in any one of the forms provided in clause 7. but
Demand Drafts, cheque etc. may be drawn in favour of CDA (Fys), Calcutta.
It is a condition of this contract that you shall deposit the security. In case you
fail to deposit the required security by the date specified above, and forward the
documents in token of having done so, you will have committed breach of contract
entitling the purchaser to cancel the contract or enforce recovery of the amount of
security deposit prescribed with or without enforcing rights under the contract resulting
from breach thereof.
7. Indenting Department : Ministry of Defence (Non-commercial)
8. Date of Delivery :
9. Terms of Delivery : F.O.R/free delivery at …………………..
10. Consignee : The General Manager, Ordnance Factory
………………………………………….
11. Despatch Instruction : To be dispatched by Goods train/ Passenger
train against M.C.Note to be obtained from the Inspecting Officer or theor the consignee
as considered advantageous for expeditious dispatch of the stores. Full wagon load
should be booked to Ord. Fy. Railway siding.
12. Packing & Marking :
(a) Defence Specification No………………………..

166
 OR
All items shall be suitably packed for transit by rail.
(b) A packing note detailing the stores, supply order no. & item no. is to be
enclosed each package, 2nd copy of packing note showing order no. of total
packages and contents of each package etc. shall be made available well in

advance to the Inspecting Officer and 3rd copy to the consignee viz. General
Manager, Ordnance Factory…………
13. Particulars governing supply :
(a) Specification :
(b) Market name and Brand :
(c ) Country of origin :
(d) Method of Purchase :
14. Advance sample :
You are required to submit an acceptable Advance sample representative of
bulk supply to ………………….. by ………………..(21 days ) for test and trial
before commencing bulk manufacture. In case you fail to subject the advance sample
by the due date or in case the advance sample so submitted is found unacceptable by
the Inspecting Authority, whole decision is final, the contract is liable to be cancelled
at the risk and cost of the contractor.
15. Inspection.
(a) Inspection Authority :
(b) Inspecting Officer :
(c ) Place at which to be tendered
for Inspection : At firm’s premises at…………………
16. Payment.
(a) : The ACDA-in-charge, Accounts Officer, Ordnance Factory………………
Bill should be prepared in appropriate bill form no. IAFZ 68 to be obtained
from and prefered on the General Manager, ordnance factory and payment
will be arranged by the ACDA-in-charge, Accounts Office, Ordnance
Factory.
(b) During the year :
17. Special Instruction :
(a) You must submit your challan in quadruplicate to the consignee sufficiently
in advance of the actual arrival of the stores at destination failing which you will be held
responsible for any subsequent discrepancy between actual receipt and the material
detailed in the challan received later.
(b) Your challan must also contain the following information:-
(i) Brief description of stores :
(ii) Supply Order No. & date :
(iii)Inspection Note No. & date :
(iv) Railway receipt No. & date :
(c ) Please quote on all letters and invoices supply order number and the date.
(d) System of Payment.
95% payment after inspection and on proof of dispatch and balance 5% on
receipt of receipt note duly cleared by the Inspector.

167
 (e) In case of local deliveries the consignee will issue a ‘Provisional certificate’
to the supplier as proof of delivery for claiming 95% payment along with
inspection note. The form of provisional certificate will be as under.

“ This is a ‘Provisional receipt’. It can only be taken as the token of ‘the

receipt of stores by the consignee and is without prejudice to this rights of
Inspections and rejection under the General condition of contract. It is

issued on ‘said to contain basis’ the contractor remains responsible for

proving the total quantities actually delivered.”
(f) (i) The prices indicated in clause 18 are inclusive/ exclusive of sales tax.
(ii) The present rate of ………………sales tax is ……….%
(iii) In case of Inter state sales, concessional rate of…… % will be applicable
with form D which may be obtained from the consignee.
(iv) While claiming sales tax, please furnish the following certificates.
“Certified that the goods on which sales tax has been charged have not
been exempted under the Sales Tax Act or the Rules made thereunder and
the charge on account of sales tax on these goods are correct under the
provision of that act or the rules made thereunder.
Certified further we (or our Branch ) or Agent are registered as dealers
in the state ………………. (address) under Registration no………. for the
purpose of sales tax.”
(g) Payment in all cases will be made to the contractor by the accounts officer
named in this supply order by means of crossed cheques only. The receipt of
the cheque must be acknowledged within a fortnight. Failure or delay in doing
so will render the contractor liable to forefeit the priviledge of having the
cheques sent by post.
(h) The stores should be on no account be dispatched/delivered without getting
the same inspected and passed by the Inspecting Officer stipulated in the
contracts. The contractor along with packing note of stores to the consignee
immediately after dispatch of stores by rail.
(i) The purchaser will not separately for transit insurance and the supplier will
not be responsible until the entire stores contracted for, arrive in good
condition at destination. In case the contractor chooses to insure the goods, he
should notify the consignee in writing while forwarding the dispatch
documents (such as inspection notes etc.) about the time limit within which
the claims for shortages in transit should be raised by the consignee.
(j) The certificate of testing and guarantee of quality be also forwarded along
with the material.
(k) ARBITRATION
All the disputes and differences arising out of or in any way touching
or concerning this agreement (except those for which specific provision has been
made herein) shall be referred to the sole Arbitration of the Director General,
Ordnance Factories, Government of India for the time being and if he is unable to
or unwilling to act as the sole arbiyrator to some other person appointed by the said

168
 Director General willing to act as such. Arbitrator so appointed is a Government
servant; who had not dealt with matter to which this agreement relates and that in
the course of his duties as such Govt. Servant he had not expressed views on all or
any of the matters in dispute or difference. The Arbitrator may, from time to time,
with the consent of the parties enlarge the time for making and publishing the
award. Save as aforesaid, the award of the Arbitrator so appointed shall be final and
binding on the parties hereto the provisions of the Indian Arbitration Act 1945 or
any statutory modification thereof for the time being in force shall apply.

The venue of Arbitration shall be place in which the Agreement is entered into or
such other place as the Govt. at its discretion may determine.
18. Description of Goods ordered.

Sl No. Description of Unit Quantity Rate/Unit Total

Stores Cost
(1) (2) (3) (4) (5) (6)

Grand total cost in words-Rupees……………………………………………

19. The S.O. should be acknowledged immediately on receipt in the

aknowledgement form enclosed

169
 Annexure-H
ACKNOWLEDGEMENT OF A/T

(This slip should be completed, signed and returned to the office from which the
Acceptance of Tender is received, immediately on its receipt)

Ref. Tender No…………………… for supply of……………………………….

……………………………………………………………………………………
……………………………………………………………………………………
……………………………………………………………………………………

Received Acceptance of Tender No. in respect of the above

Tender, dated the day of 200….

Station

Date of receipt

Signature of Contractor

170
 Annexure-I
TENDER ENQUIRY ADVERTISEMENT

The Director Audio & Visual Publicity,

Ministry of Information & Board casting,
3rd Floor, PTI Bldg. Parliament Street,
New Delhi-110011.
Sir,
A draft advertisement calling for separate sealed tenders for the supply of the
item required by Ordnance Factory is enclosed. The tender is planned for opening
between and ……………… The advertisement should be displayed prominently to
give wide publicity for these very high valued demands.

2. The advertisement should appear preferably in the following newspaper, if

possible.
Sl.No. Newpaper Language Place of Publication
1. Hindustan Times English New Delhi
2. New Bharat Times Hindi ,,
3. National Herald English Lucknow
4. Times of India English Mumbai
5. Maharastra Times Hindi ,,
6. The Hindu English Chennai
7. The Statesman English Kolkata
8. The Ananda Bazar Patrika Bengali Kolkata
9. The Economics times English New
Delhi/Mumbai/Kolkata
10. Indian Trade Journal English Kolkata
3. You are requested to finalise and release the advertisement in the media
mentioned in para 2 above under intimation to this office.
4. The expenditure of the advertisement is debitable to main Head 5A(a) 2.

Yours faithfully,

171
 Annexure-J

ATTENDENCE REPORT FOR TENDER OPENING

TENDER NO ………………………………………… OPENED ON

……………..AT …………….

SL.NO. NAME OF THE FIRM REPRESENTED BY SIGNATURE OF

THE
REPRESENTATIVE

Signatures: 1 ……………………………………
2………………………………….

Tender Opening Officer-I Tender Opening Officer-

II

172
 Annexure-K

SPOT COMPARATIVE STATEMENT

TENDER NO ………………………………. DATED…………………………

SL.NO NAME OF THE PRICE TERMS OF DELIVERY REMARKS

FIRM DELIVERY

SIGNATURES: 1 ………………………………….. 2
…………………………………

TENDER OPENING OFFICER-I TENDER OPENING

OFFICER-II

173
 Annexure-L
DATA SHEET

COVERAGE
Factory From To Quantity Stock as Dues Deficiency
on

Monthly Requirement: Factory: M.R. End Use

Store
(Total of all factories)
Estimate

End Use Programme: 2000-01 2001-02

2002-03 2003-04

PAST SUPPLIERS DURING LAST THREE YEARS WITH OUTSTANDING DUES

POSITION

Sl. Name S.O. qty rate D.P. Quantity supplied Average Qty Delivery remarks
No. of no. rate of o/s o/s
nd rd
supplier & Within Ist 2 3 supply
date d.p extn extn extn

From: Factory PLAN OF SUPPLY FROM SISTER

FACTORY

174
 Annexure-M

SUB : PROVISIONING PROCEDURE.

1. WORKING STOCK OF STORES:

Working Stock of Stores in Ordnance Factories is broadly categorized into two
groups viz., (I) Direct material i.e., Materials/Components/Packages used in the Products
manufactured in Ordnance Factories, and (ii) In-direct material i.e., General Purpose
Stores & Maintenance Stores.

2.1 Direct Material

For the purpose of initiating provisioning action for the items of Service
requirements, Indents indicated by the Services at least two years in advance of
beginning of the financial year only will normally be considered. For this, the
basis should be the annual requirements as assessed with reference to the
production targets for the financial year issued by Ordnance Factory Board as
settled with the Services and other Indenters.If firm Indents are not available,
provisioning action will be initiated based on the urgent requirements agreed with
the Services with the specific indication from the Services Hqrs. That the formal
Indent will follow.

2.1.1 Imported Items.

For Direct Materials of imported origin, provisioning action will be initiated well
in advance of the period of utilization. Provisioning action will be taken for
requirement upto a maximum period of 24 months i.e., 12 months in advance of
the period of utilization which is 12 months, less stocks and dues.

2.1.2 Indigenous items

For Direct Materials indigenously available, provisioning action shall be initiated
at least six months in advance of the period of utilization which will be 12 months
i.e., provisioning action will be taken for a maximum period of 18 months, less
stocks and dues.

2.2 Indirect Material

Provision of stock of indirect materials i.e., General Purpose Stores &
Maintenance Stores which are not required directly in the production will be made
on the basis of monthly average consumption during the preceding 24 months.

2.2.1 Imported items

For indirect imported items, provisioning action must be initiated minimum six
months in advance of the period of utilisation which will be 12 months i.e.
provisioning action will be taken for a maximum period of 18 months less stock
and dues.

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2.2.2 Indigenous items

For indirect indigenous items procurement action may be taken minimum six
months in advance of the period of utilisation which is twelve months i.e. for
requirement upto a maximum period of 18 months less stock and dues.
N.B: (a) Exception may be allowed in the case of certain Stores where provision
is required to be made on the basis of technical knowledge/uses after taking into
account the life of the stores required, or Economic batch quantity with the
specific approval of the General Manager.

(b) Where requirement assessed on the basis of past consumption is not

considered adequate, due to high consumption of the item in the recent past or due
to commissioning of new Plant etc. requirement may be assessed based on the
available data and full justification recorded in consultation with the Local
Accounts, with the approval of the General Manager. Similarly, where any
reduction is freseeable, for reasons such as declining production trends or the
residual life of the plant concerned, the assessed requirement will also be reduced
and reasons recorded.

3. Supplementary Requirements

The procedure prescribed above will also be adopted for Ad-hoc demands; and
supplementary orders, if necessary, will be placed to position the materials.

4. Stockpile
4.1. Stockpiles of non-perishable imported materials shall be built upto 6 months
requirements, and of indigenous materials difficult to obtain upto 3 months
requirements. Maximum monthly production envisaged on the basis of two shift
normall working, where it could be worked, may be taken as the basis for
calculation of the authorised stockpile holdings.
4.2. The Factory will ensure that the stockpiles are adequately turned over from time
to time.
4.3. The stockpiles referred to above will be entirely distinct from the regular
provisioning programme and any other stocks that are referred to above.
4.4. Each item of stockpile shall be reviewed every year or as soon as it comes to
notice that the indigenous production of the imported items has developed
satisfactorily or the supply position of the indigenous items has improved or the
production of the relevant store has been discontined.

5. Stock Holding

The levels of Store-In-Hand Inventory held by a Factory at any time in respect of

imported stores as well as indigenous items, will depend upto the criticality of the
items in maintaining the continuity of production, lead time required to procure
the item, availability of alternate capacity verified and established sources,

176
 availability of storage space etc. The optimum level of SIH inventory for any item
may be fixed by the General Managers.

PURCHASE PROCEDURE AND TENDERING SYSTEM (GUIDELINES)

PREAMBLE :

The Purchase Procedure and Tendering System for all Direct Materials used for
Defence Production have great bearing on the categories of vendors available. For this
purpose, vendors are broadly divided into the following categories :-

1. CATEGORY OF VENDORS

A. DGQA Registered and Established Vendors for a particular item.

B. Established Vendors since long but not Registered with DGQA.
C. DGQA Registered Vendors but not yet Established.
D. Potential Vendors neither Registered with DGQA nor an Established Supplier for
a particular item as yet.

2. DEFINITION OF "ESTABLISHED SOURCE"

A Vendor can be considered as an Established Source for a particular item if they

have successfully delivered the quantity against One Supply Order, meeting the
desired quality requirements satisfactorily.
3. VENDOR DEVELOPMENT

3.1. Vendor Development is necessary for the following reasons -

- When number of existing Established Vendors is less than Six for Direct
as well as Indirect Materials.
- To implement indigenisation programme.
- Change in 'Make' or 'But' decision.
- Multiple/Alternate Vendor Development Programme under the following
circumstances -

a. When it is apprehended that the Established Vendors have formed a group and
quote to the disadvantage of the Government.

b. When the rates offered by the Established Vendors are considered high and not
realistic in terms of the prevailing market condition.

177
 c. When the Delivery/Quality rating of an Established Vendor is found to be
below the acceptable qualifying grade in spite of repeated efforts on the part of
the purchaser to help the vendor to regain his original grading.

When the total capacity of the Established Vendors is not adequate to meet
purchase requirement including contingencies that may arise due to failure of any
vendor.
3.2. Transparency and Openness to Industry :

5. DEFINITIONS :
a. Vendor Registration Request Form: The form containing the information about
the nature of the organisation, details of the personnel, plant and equipment ,
quality control facilities, nature of the products , licenced capacity for their
products , financial status and stores for which registration is sought – submitted
by the firm.
b. Vendor Quality Survey Report: The Form containing the information for
capacity assessment of Firm. The format is available in two parts. The details in
the form shall be filled by visiting Capacity verification team. The form is
provided with marking scheme to assist in grading of firms.
c. Vendor Rating: Vendor rating is the system of rating of vendors based on
performance in respect of quality of supplies, deliveries and service.
d. Composite Index : The composite Index is the average of all ratings viz.
Quality, Delivery, Price & Service for the same product by the vendor over a
period of preceding three years This could be an index of assessing the overall
quality of products and performance of a firm for procurement purposes and
renewal of registration.
e. Established Suppliers : A supplier who has successfully completed supply i.e.
both in respect of quality reliability and timely delivery of the stores against one
S.O. and supplied for minimum of 50% of intended quantity against tender shall
qualify as established supplier for the particular item. Such firm shall qualify as
established vendor for the same item to sister Ordnance Factories also on
production of proof of registration.
f. New Source: A supplier who intends to develop the defence stores or who
attempts to indigenise a product shall be termed as a new source.
g. Development Order: Supply order placed on New Source as a result of Open
Tender Enquiry for Source development.
h. Registered Vendor: A vendor who applies for registration and as a result of
Capacity verification & other formalities is awarded Registration certificate by an
Ordnance Factory. The Vendor shall qualify as registered vendor to a sister
Ordnance Factory also for the same item.

178
REFERENCE :

Material Management and Procurement Manual

179
 PREPARATION OF SHIS

1. Material Requisition Planning (MPR)

MPR can be defined as :

- A “Compute based production, planning and inventory control system”.

- A” timed phased requirement planning”.
- Concerned with both production schedule & inventory control.
- Providing a precise priority system, an efficient material control and a
rescheduling mechanism for revising plans.
- Keeping inventory level at a minimum while assuring required materials are
available when needed.

1.1 MAJOR OBJECTIVES OF MRP SYSTEM.

1 To ensure availability of materials, components and products for planned

production.
2 To maintain the lowest possible level of inventory.
3 To plan manufacturing activities, delivery schedule and purchasing activities.

2. PURCHASE REQUISITION
A document for putting up the requirements for purchases, to material control
office (MCO).

2.1 CONTENTS OF PURCHASE REQUISITION :

a. Stores.
b. Production Departments
c. MCO itself in case of indirect materials and also for planned production based
on Bill of materials.

3. BILL OF MATERIAL

A bill of material is an itemwise list of all materials required for a job, or

services, It gives the details of materials necessary and the quantity of each item. It should
also indicate the substitute material to be used when original material not available. On
receipt of firm order, the bill or material is prepared by planning (IED) based on
standardized specifications.

3.1 FUNCTION OF BILL OF MATERIAL

a) A bill of material serves the purpose of advance intimation to a

concerned, of the orders to be executed.

180
 b) Purchase requisitions are issued on the basis of bill of material
sometimes and the purchase requisitions are recorded in the bill of
material.

c) This can help production department to place material requisition without

going back reference to the drawing etc.

d) In certain cases it can help the Accounts to check the over issue the
materials and in examining the under issues also.

S.H.I.S (Store Holder’s Inability Sheet)

Based on the data from the above, NCO prepares a document showing he net
requirement of any item for a particular period taking into consideration following
parameters are shown in the SHIS :-

Expenditure Head : 806/1

Code : It indicates the codified LF number of the item to be procured, i.e. 0712200025.

Item Nomenclature :-

Detailed nomenclature of the item should be given in the SHIS i.e. Brass rod
25mm dia to spn-BS-249. In case finished components the drg. No. and complete
specification including finish should also be added in the SHIS.

Total period of coverage - say 6 months

Total requirement - say 1090 Kgs.
Stock on the date of SHIS - say 210 Kgs.
Dues against old SOs - say - 33 Kgs.
Net requirement = 1090 - 9210 +33) = 487 Kgs.
Rounded off to the nearest figure = 850 kgs.
So the SHIS shall be prepared for 850 Kgs.

Further information required to be given in the SHIS.

1. Last Paid Rate (LPR)
2. Last Source of Supply (LSS)
3. Last Order Details.
4. Basis of SHIS.

This should clearly indicate the order no against which the requisite material is
being procured.

DIRECT ITEMS : are the items, which are directly used in production & drawn
against production warrants, like Raw Material & Bought out Components.

181
IN DIRECTED ITEMS: are the items which are not directly drawn against the production
warrants but are necessarily required for production like paint, lubricants, adhesive etc.
These items are drawn against indirect series of warrants which are issued to shops by
works office based on monthly, quarterly or half yearly basis.
Review Items : These are the items which are purchased due to review in between the
production year and are generally due to more rejection in process or due to increase in the
target by the user.

Total Coverage period : Normally this period should be 6 month, but it can be increased on
the basis of availability of material and their cost element or due to importation of items.

Date : ORDNANCE FACTORY DEHRADUN FORM

NO:OFD/MCO/001
STORE HOLDER’ S INABILITY SHEET
SIS Number : 98010617 ITEM REQUIRED QT.
SIS Date UNIT STOCK QT.
Store Name SPECIFICATION DUES QT.
Last ISS Date SIS Qt.
Last PO No. AHSP
Last Vendor
Last Rate
Pur. Type Local purchase INSPECTION
Item Type
Packing Del.Date
Validity Dt. Del. Mode Period of Utilization
Pur. Val (apx) Reqd. For Period of coverage

Note : 1 Certified that the item (s) is (are) not available in mas list received from sister
factories.
2. Certified that the item(s) is (are) not available in sm/mm list of OFDUN/
Sister Factories.

DO/MCO VETTING : S.O.

(A).

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 Inventory Analysis
Inventory is defined as “list of Schedule of article comprised in an estate “more
commonly it is a stock of goods. It denotes any idle resources entail high costs and
investment.

Classification : Inventories can be classified in four broad categories.

1. Production Inventories : These are of two types.

i) Those purchased from market like raw materials, spare parts ands components.

ii) Special parts or components manufactured in the company and kept in stock for
use.

2. MRO Inventories (Maintenance, Repairs & Operating Supplies.

These are brought out materials required for maintenance of the production
process but which do not form part of the finished product. These product include petrol,
oil and lubricants, machine repair parts jigs, tools etc.

3. Work in Process or In-Process Inventories ;-

These are semi finished products usually found on the factory floor in various
stages of production.
4. Finished Goods :

Finished product in the stock before being supplied to the customer is also the
inventory of the factory.

Need for Inventory Control :-

i) Increasing size of manufacturing units

ii) Wide variety and complexity of the requirement of modern industry also required
a systematic inventory management. The larger the range of inventory , the greater the
number of problems of inventory, the problem of investment, procurement, handling,
accounting, shortage, deterioration, obsolescence, etc.

iii) There is the factor of the high idle time cost of machines and men. Since it is
highly uneconomical to keep men and machine idle, waiting for raw materials, spare
parts etc. It becomes necessary to keep inventories on hand.

iv) For maintaining Liquidity.

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Purpose and Function of Inventory :

Inventory is created for two general purpose. i) Protection ii) Economy

i) To provide sufficient material to meet demand for particular raw materials,

fabricated part, or finished product with minimum delay (Protection)
ii) To effect lower product cost by realizing the economies from longer
manufacturing runs and from purchasing larger quantities per order (economy).

Inventories has four basic functions. These functions must be understood if inventory is
to be analysed to determined how much inventory is really required. These functions are.

1. The lot size Inventory : Most of the companies manufacture items in lots rather
than at exactly the rate they are required. The main reason relates to production cost and
efficiency. As a result of this inventory in excess of immediate requirement will be
carried.

2. Fluctuation Inventory : These inventories exist because demand or supply

fluctuates. Safety stock in fluctuation inventory.

3. Anticipation Inventory : These are the inventories that are built in anticipation of
future demand. Anticipation inventory might take the form of an inventory built-up
during a slack season to keep the labour employed, while providing the demand during
the peak season. Inventory build-ups ahead of holiday season, in anticipation of strikes,
and to provide initial inventories of new products & promotion items are also anticipation
inventory.

4. Transportation Inventory : These inventories exist because materials are

moved from place to place. This is due to different place of production and stock point.
These inventory remain in transit between plant & stock point.

Buffer Stock : The minimum amount of an item required for smooth functioning of the
unit or organization is called buffer stock or safety stock, insurance stock, protection
stock, minimum stock or emergency stock.

Buffer stock is ideal stock and is only drawn in an emergency and represent tied -
up capital . Efforts must be made to keep them at lowest level consistent with the
maintenance of supply , taking into account the acceptable risk or stock-out or the service
level with respect to commitment to customer.

Service Level = No of Units delivered without delay

No of units demanded

No. of Units demanded - No of units short

No of units demanded
Percentage of stockouts

184
= No. of order periods when stocks were zero X 100
Total No. of order period
Percentage of stock out days.
No. of working days in which stock were zero
Total No. of working days.
This ratio is a measure of the probability of being out of stock during the year.
Selective Inventory Control

Classification Criteria

1. A-B-C(Always Better Control) Annual Value of Consumption of the items

concerned (it has nothing to do with the
unit of value of the item)

2. H-M-L (High, Medium, Low) Unit price of material (This is opposite to

A-B-C and does not take consumption in
the account.

3. V-E-D (Vital, Essential, Desirable) By critical nature of the components or

material with respect to production.

4. S-D-E (Scarce, Difficult to obtain, Easy Purchasing problems in regard to

to obtain) availability

5. G-O-L-F (Govt., Ordinary, Local. Source of material

Foreign)

6 F-S-N (Fast moving, Slow, moving, Non Issue from store

Moving)

7. S-O-=S (Seasonal, Off -seasonal) Seasonality

8. X-Y-Z The inventory value of items stored.

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 MATERIALS HANDLING & PRESERVATION.

What is Materials Handling ?

MM is responsible for materials flow from the moment a product is conceived or

customer order is received till the moment the material reaches the production shop floor
and then again, from the time the finished product leave production pipe-line and is
delivered to the ultimate consumer. If, therefore, covers an activity that goes in a storage
place, warehouse or at the construction site of a project where materials and equipment
are picked up and moved. This equally applies to raw materials and supplies, in-process
inventories, maintenance, repair ands operations materials and equipment and finished
goods. In short, every operation requiring raising, lowering or moving an item may be
termed as Materials Handling. But movement of materials from one place of operation to
another does not add to the value of the material in question and / or perform any
productive operation.

According to the British Institute of Materials Handling, MH is broad term

covering a wide range of activities but in general terms, it can be subdivided into two
separate but closely interlinked disciplines. Materials Handling Management and
Materials Handling Technology and Engineering. The former is applied to systems
covering such matters as production manning and control, buying storage and
distribution, the second applies to the technology aspects, for example, technical and
mechanical means of handling and movement of the commodity be it either in solid,
liquid or gaseous form.

Materials Handling Systems

Management strategy is concerned with co-ordination of the movement and

storage of materials and supplies from the acquisition to the distribution of finished
products. It pays particular attention to the form in which they are handled and the
quantities in which they are moved. It also stresses the need for communications and
teamwork between a company’s different departments and the line and staff managers
who run them. It means that the management of materials handling activities draws upon
a whole range of specialist disciplines and responsibilities including mechanical,
electrical, hydraulic means and electronic devices as also management and work study.

The other, providing advice to line management, generally the province of the
service department, requires a wide range of specialist knowledge particularly in the field
of work-study and engineering, covering purchase wane design, installation and
maintenance of materials, handling equipment and discrete systems.

Between the plies of these definitions are blurred areas, where MH is envisaged
a a management function in its own right, both a ‘science’ and an art. The lack of
credence given to these definition by management at large may serve as an indication of
their weakness. However, in these blurred areas it becomes increasingly hard to
distinguish MH from MM, Logistics and Physical Distribution Management etc., and in

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fact, from the general responsibilities if industrial management in general. At any rate, it
is agreed that MH is an activity concerned with systems and management of materials
through the production/distribution cycle and that it is one of the major problems in
industry the way in which MH responsibilities are shared between line and staff
managers. However, this depends upon the company strategy.

Basic MH Principles : While MH practices vary from industry to industry, the basic
principles remain the same, and they are as under.

Least Handling is best handling : It is best to keep the handling cost to he minimum,
because handling does not add value to the product or material.

Standardization of equipment : MH equipment should be selected in such a manner

as to afford flexibility and be capable of performing multiple operations, but also should
be standardized. This will result in reduction of cost operations, maintenance and repair
and also in storage.

Specialized equipment kept to minimum : It may be desirable to have specialized

equipment, but the first - cost, cost of operation, maintenance and repair are generally
more than those of standardized equipment. Present worth and life-span value should be
evaluated.

Volume dictates the method : Volumetric consideration determines the method of

handling, regardless of size, shape and value. Therefore, the most important criterion is
the volume.

Planning ahead : Simultaneously with other planning activities, selection and

procurement of MH equipment should be conducted in advance to take care of all
aspects of handling and storage, particularly of standardized equipment and combining
methods.
Length and number of moves : Movement must be studied in detail to reduce
`backtracking’ of materials. Length of moves must also be studied so as to afford better
utilization of men and equipment.

Equipment capacity : Rated capacity should be carefully examined and never exceeded,
as overloading causes undue wear, entails excessive maintenance and repair cost. It also
creates potential accident hazards, violating safety first principle in MH.

Analysis of operations : To determine combination of handling activities, all operations

must be analysed. This will result in simplification and possible, reduction in handling
and cost.

Payload : The selection of equipment must be made after careful consideration of the
cost of moving, and economies can be measured by studying the cost of operation of
handling in each move. The physical state of the material is a determining factor in the
selection process.

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Straight flow line : The shortest distance between two given points is the straight line.
The line provides a guideline for the path to follow.

Standardization of methods : The line, method of picking, carrying and settling down
of material varies. This does not call for an analysis like micro motion analysis but calls
for forming a basis for MH in the minimum length with the available equipment. When
the method is standardized, the time should be fixed and wastage in time, labour and
equipment can be eliminated.

Short irregular moves : Some MH operations are not repetitive in nature. In such cases,
deployment of equipment may be costlier than manpower. If the load capacity does not
exceed the manpower, it is economical to use manual labour for short and irregular
moves.
Propositioning of materials : Wherever practicable , materials (viz., containers after
determination of unit-loads) should be moved in a horizontal plane. When loading and
unloading, excessive work load can be reduced if the work layout is properly planned.

Loading and unloading : Since a major portion of MH activity lies in loading and
unloading, this function must be given a great deal of attention. Wherever economical,
loading and unloading should be done by mechanical devices such as industrial trucks,
cranes, conveyors etc. When this principle is followed, not only the possibility of loss and
damage is reduced, but also accident hazards are reduced and safety and protection is
increased.

A large number of pickups and delivery points will increase loading and
unloading and unloading requirements affecting manpower and equipment. Therefore,
several pickup points should be combined into one central point. Further, by segregating
material at source of destination will eliminate double handling of material.

Types of equipment : The range of industrial MH equipment is quite varied, each

type designed for intra-depot or project-base facilities handling. There are tow basic
types: powered and non-powered , each type designed to cover specific areas of operation
and no one will perform all operation and no one will perform all operations.

Pallets : A pallet is a specially designed platform built to suit fork-lift operations. These
are made of hard-woods, in some operations steel pallets are also used. supplies are
loaded on pallets, transported and stored in warehouses. They may be two-way or four-
way entry pallets so that the forks or fork-lift trucks may be inserted to carry and lift the
loads.

Fork -lift trucks : By a pair of projecting forks (arms) which can slide up and down,
the forks are inserted below the platform of the pallet, then raised to clear the ground
upto a height of 3 meters. Fork-lift are versatile and have vertical and lateral movements,
pneumatically tyred and may be electrically operated or diesel driven.

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Crane : A Crane is power driven, self - propelled unit fitted with a boom mounted on a
mobile chassis. The boom can be operated independently without movement of the
chassis. Cranes are usually fitted with pneumatic types or caterpillar wheels for out-door
operations. The capacity of a crane may vary from 5 to 100 tones.

Conveyors : A conveyor is a device to move material along a definite path and used for
moving bulk materials over long distances. However, the selection of the right conveyor
or system is very important. Roller conveyors are powered consisting of a set of rollers
with a driving mechanism incorporated in the system. The carrier rollers are driven by
pressure rollers beneath the drive belt. The maintenance cost of rollers gravity conveyors
is considerably lower than other means of conveyance. Overhead chain conveyors
reduces the risk of damage of components or finished products.

Elevator : It consists of endless chain or belt running over two terminal pulleys or
sprocket wheels fixed at different levels in vertical planes.

Hoists : They are classified according to the service for which they are commissioned.
Hand-operated hoists may be : Pulley block, chain block, snatch block, winch or crab,
friction hoist or skip hoist.

Moveable ramps : These are used for loading and unloading is trucks, wagons etc.
and are constructed permanently or fabricated for mobile operations.

Hand trolley : These are two-wheeled used in connection with skid platforms and
pallets, and when fully elevated a few centimeter from the floor, the lifting bar assumes a
fixed position.

Tractors : Where it is uneconomical to use fork-lift trucks for transport and

movement to a long distance, a tractor should be used. A tractor can handle a trailer or a
train of trailers.

Many factors influence the selection of MH equipment either for a specific

operation or for a project. Keeping in mind the basic principles of materials and handling
and taking into consideration the type, size and volume of materials to be handled, the
distance between loading and unloading pints, the right type of MH equipment should be
selected.

Materials Handling, Movement and Storage cost :

Many research findings have shown that in manufacturing industries, materials

movement and storage operations constitute a large proportion of product cost. Generally,
they are very costly operations in case of most manufactured goods. In total, these costs
are frequently considerably larger than in the production or conversion operations. In
general, materials handling, movement and storage operations are poor in their utilization
of sources and a further improvement in efficiency in theses operations offers the most

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profitable way of achieving economy. In identifying the MH costs, researches have
further shown that.

(i) many companies do not know what their MH costs are;

(ii) a very wide disparity exists between worst and best practices.

In the short-term, better uses of resources can be achieved :

(a) by changing the attitude of management; this essentially involves

imparting a realization that resources are being wasted and that an improvement in the
resources utilization can be ordinarily achieved.

(b) by imparting information and advice to ensure that management can

undertake effective re-organization programmes in order to fully utilize modern MH
technology.

In the longer-run, resources can be more efficiently used -

(a) by imparting that MH, movement and physical distribution costs are but a
natural part of product costs, but they need constant review for further actions.

(b) by coordinating operations on a rational basis after a study of the current

practice and thus getting ready to switch over to a change for better results.

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 STORES PRESERVATION

Preservation Methods & Care Required :

A) General :

(1) The stores division is responsible for proper storage and care of all materials
entrusted to it this divisions is also responsible for the arrangement of stock in such a way
as to prevent loss through waste, pilferage, confusion and deterioration.

(2) The highest possible orderliness and cleanliness should be the aim and continuous
and methodical cleaning of buildings, shelving, bins and floors should be carried out
periodically. Bays should not be used for storing materials.

B) Arrangement :

(1) Storing of materials in buildings, open shed, platforms and in the yard would be
carried out according to a well through out plan.

(2) In planning the layout, the susceptibility of the material to the climatic and other
influence should be considered. The loss due to insufficient protection of materials will
be more than the cost of storing materials indoors and under proper protection.

(3) The building should have readily accessible accommodation, be well lighted and
ventilated easily kept clean and present the lowest possible fire risk. Every effort should
be made o keep the stores free from rodents ands other necessary safeguards should be
taken.
(4) Provisions should be made for materials which are by their nature dirty and give
rise to dust in handling, and also inflammable materials should be stores separately.

(5) No unauthorized persons should be allowed inside the store-house.

(6) Sufficient space should be provided both in the stores and in the yard for separate
storage of material and equipment for special purpose and capital expenditure projects.

(7) The use of adjustable steel shelving and bins are recommended because of
varying arrangements which can be made to store different sizes and types of materials.
Steel shelvings also has long life and is very easy to clean and maintain, and can be
moved and re-erected at any convenient location.

(8) The cost is reasonable while considering the loads that shelves can carry and the
absence of fire risk, generally standard size steel racks are recommended for the storage
of sore house materials.

(9) The overall height of the bins should not exceed 7’3” . this avoids the use of
ladders or use of bins themselves as steps.

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(10) The recommended width of each section is approximately 3’ and the depth
12’18”. The recommended distance between rows of racks is 3’.

(11) Wherever the size of stock justified expenditure, special racks designed for a
particular purpose should be provided.

(12) Special racks are recommended for the following materials.

(a) Tyres (b) Small size houses, tubes and pipes

© Non ferrous metals (d) shovels, picks etc.
(e) gases in cylinders

(13) The manner of storage must be such that the work is done systematically with the
minimum staff. It should also facilitate issue of the old stock first, especially in cases of
materials liable for deterioration. It is suggested to have indication of indent/order
reference on the materials. Materials should generally be stored in the order in which it is
listed in stores standard code list.

(14) Heavy and bulky items should not be stored on the upper shelves and fast moving
items should be stored as close as possible to the issue counter.

(15) Most of the items should be stored inside the store house and pipes, heavy
structural materials should be stored in the yard, of course with proper protection.

(16) Tyres should be stored upright in a cool place and never flat, as this will damage
the walls of the tyres. For greaser security a chain with locking arrangements should be
provided.

(17) Inner tubes and other rubber articles should be stored in a cool place away from
sunlight and occasionally French chalk should be sprayed on them.

(18) Houses should not be coiled and should be stored straight in special racks. Care
should be taken that this item is not stored for a long time the ends of houses used for
dispensing aviation fuels should be blanked.

(19) Gas cylinders should be stored in an upright position in special racks in a cool
place away from inflammable articles.

(20) Instructions recommended specially for the purpose should be followed while
storing tin plates.

(21) Paints should never be stored in an open area directly under the rays of the sun or
any other source of heat . this will apply for the storage of primers and undercoated. Code
numbers should be clearly indicated on paint drums in order to avoid any confusion
between, for instance, a drum point and enarol of the same colour.

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(22) Heavy paints with tendency of settle during storage should be periodically
checked and if necessary the drum should be rolled. Turning of the drums on their ends
are not recommended as this will result in the separation of pigment and the oil resulting
the contents to dry up.

(23) The maximum storage period for paints will be six months. But generally paints
should be used within three months from the date of supply. Heavy paints if stored for a
longer period should be stirred well before use.

(24) Paints under no circumstance should be stored in an open to container even for
few weeks. Issue of paints should be done from the lot received earlier and care must
betaken to keep these drums readily accessible.

(25) Rope should be stored on a low platform in its original packing and issue should
be made from the end in the centre of the coils that it will not tangle if drawn in this
manner.

(26) Accumulators should be stored without acid.

(27) Respirator refills used for safety purposes should be kept in airtight tins.

(28) Coated welding rods should be stored as far as possible free from moisture. If the
climate is not dry and suitable, it is recommended that this item may be stored in
cupboards with heating coils.

(29) Unit piling should be adopted wherever possible as this will help quick counting
by stores staff and Auditor.

(30) Bolts, nuts washer, nails etc., should be stored in galvanished trays in steel racks.

(31) Materials stored in unbroken packages should be clearly marked with the
number of contents.
(32) Small tools and electrical stores should be kept under lock and key.

(33) Also items which are valuable and small in size may be kept locked in separate
lockers.

(34) The storekeeper himself should alone attend to movements of materials in and out
of this section.

(35) Similar action is recommended in the case of tin, lead solder or any other
valuable metals.

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(36) A section of the Store should also be partitioned off (preferable with a brick wall)
for the storage of dirty and bulky items like cement, fire fighting chemicals or any similar
items to prevent spreading of dust to other sections of the store house.

(37) A suitable chair and table should be provided in a location so as to give a view of
operations in the stores areas.

(38) An area adjoining the stores should be fenced and used for storing materials in the
open. The ground should be of cement concrete and proper stacking materials should be
used wherever necessary. Rooms should be provided for vehicles, materials handling
equipment and cranes to move about wherever necessary.

(39) the general layout of stores proposed under any of the Company’s branches
should be approved by the General Stores and Purchasing division.

C) Markings :

(1) Proper identification labels or marking should appear on all materials stored in
the yard. Code number should be painted on these items.

(2) Bin latels should be used for items stored in the bins and racks.

(3) Tie on labels are recommended for use on bulky materials kept inside the store
house.

D) Preservation :

It is essential to adopt standard methods of preservation and upkeep in case of

certain materials. A preservative should be selected after careful consideration. The
preservative used should be easily removable with the application of kerosene or
Gasoline.

E) Handing :

Safe, careful and rapid handling of materials is important at all times to prevent
loss or damage, minimize accidents, and the amount of labour employed. The usage of
materials handling equipment are recommended. The following pints should be borne in
mind while using these equipments.

(a) Good surface pm which the equipment is to run.

(b) Buildings interconnected by platforms and hard surfaces.
© Ramps which are not too steep to platforms.
(d) Doors or buildings which are high and wide enough to allow easy entrance and
exist of the equipment.
(e) Ample space should be left between racks /shelving.

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F) Security :

(1) Security in the stores can be aimed at in two ways.

(i) By observing correctly the stores accounts procedures, internal audit and
periodic stock checks.
(ii) By taking some elementary precautions against the following.

(a) Inadequate handling facilities.

(b) Careless receiving and dispatching;
© Entry of unauthorized personnel in the stores
(d) Lack of proper gate control
(e) Failure to provide adequate control on source documents
(f) Untidy and unsystematic storage
(g) Inadequate fire precaution.

(2) The annual turnover of many stores is considerable and it is the store / keepers
responsibility to ensure that no losses occur due to negligence through the points
mentioned above.
G) Fire and Safety Precautions :
(1) Chemical fire extinguishers should be kept in the store house in easily accessible
places.
(2) Paints and oils should be separated from normal stock and if possible stored in a
eparated fire proof area.

(3) All gas cylinders should be handled with care. In cases of oxygen cylinders, no
grease or oil in any form should be allowed near the storage area or used in
handling. Workers should ensure that hands are not greasy, while handling gas
cylinders. Full cylinders should be kept upright with appropriate markings.

(4) Provision should separately be made for the safe accommodation of explosives
and other highly inflammable materials.

(5) Cotton waste should, however, because of its tendency to spontaneous

combustion, be stored in a metal or brick bin, suitable ventilated.

(6) No smoking should be allowed in the Stores.

(7) Dust bins should be placed at suitable locations in order to eliminate fire risks due
to oily waste or similar rubbish and this will also encourage cleanliness and
orderliness.

(8) Heavy materials should not be stacked on upper shelves and care should be taken
to see shelves are not over loaded.

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(9) In the general interests of safety and accident prevention, it is the responsibility of
the stores staff to ensure that material is properly stacked and that the regulations
laid down by the company and the state municipal authorities are strictly
enforced.

(10) Open space in the stores should be kept clean and floors in good condition.

(11) Store keeper should ensure that all labourers use correct tools for opening cases
etc.

(12) Extreme care should be taken in handling dangerous liquids such as acid etc., use
of rubber gloves, aprons and goggles are recommended.

(13) All material handling equipment should be periodically checked and serviced.

(14) First aid kits should be made available in an easily accessible location.

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 Store, Accounting & Costing
In any industrial organization income has to be generated through physical
delivery of finish products for which the foremost requirement in timely positioning of
input materials. While reforming towards cash discipline to ensure our liquidity (through
dynamic balance between cash inflow and cash outflow) in the initial stages there could
be a lag between the expenditure and the yield through CCO-2, however this lag is to be
wiped-out. This puts the responsibility on us to make sure that we quickly turnover the
inputs in to yield and hence CCO-2.

This calls for 3 definite steps as below :-

1. All necessary materials must be positioned in a robust manner allowing for

adequate WIP ( which is dictated by the product and the technology) as well as
adequate buffer stock (dictated by the procurement difficult / Lead time) such that
under no circumstances production and assembly is interrupted.

2. Speeding up production to ensure maximum cash returns by way of CCO-2/IFD

transfer.

3. A through inventory analysis and effective inventory control is a must. Often

mistakes are made by perceiving the inventory as a single block without
identifying separately the active inventory holdings, as distinct from passive
inventory holdings. For proper Material Management it is essential to see that
only the base essential items are purchased, that the existing stock are fully
deployed for production and effectively used.

Let use now come to the subject :

Receipt and issue are to be priced in a very right manner to avoid artificial figures
of PSL as it is an important part of inventory which is monitored at a high level in terms
of number of days holdings. Receipt vouchers are priced in accordance with related
Supply Order and so on issues are priced accordingly with average ledger rates. It is
understood that pricing is known to all. Let us find out the reasons of unorthodox
balances, prior to it our own targets to achieve the goal and remedies to clear balances.
Either only quantity is left worth no value or value is left with no quantity, this situation
is named as unorthodox balance. This may be due to following:-

1. Store received from Sister Fys remain unadjusted if Receipt Voucher not prepared
by Fy.

2. Payment made to supplier for store supplied not supported by Receipt Voucher
and hence not accounted.

3. Abnormal delay in accounting of the stores after receipt in the Fy.

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4. Delay /Non-posting of Return Notes, Demand Notes resulting is incorrect pricing
of ledger.
5. Non-reconciliation of the discrepancy in stores balance between computed and
manually complied accounts.

6. Non -Maintenance on proper accounts of rejected material and their belated

disposal.

7. Improper categorization of stores received from sister Factory as loss in transit is

disputed material between two factories not useable in the Consignee
Factory.

8. Discrepancy vouchers for deficiency raised by a Factory because of defective

stores received which was supplied by Trade firm not adjusted and settled by
proper documents.

9. Receipt Voucher & issue vouchers are priced at different rates.

Remedial measures :-

1. The inventory application package of the micro processor (computer) should be

fully used to achieve the nil balance.

2. All demand notes, Return Notes, Receipt Vouchers to be prepared and passed by
the factory promptly by use of computer terminals.

3. Material in transit to be brought down to almost a negligent value.

4. Removal of all the backlog in store voucher including clearance of inspection of

all material received.

Pricing of receipt voucher :-

For pricing, it is necessary that Supply Order / Prices copy of Inter Factory
Voucher / Paid Bill /Paid Voucher/Invoice received various sources are properly
arranged.

When voucher is priced with reference to paid voucher /priced copy of voucher
received from AO of consignee factory, the pricing is viewed as final.

In case where these documents are not available it is necessary to price the
voucher with reference to the rate in relevant supply order, acceptance of tender, last
available rate, rate of the priced vocabulary of Ordnance stores. Such vouchers are
treated as provisionally priced vouchers and are recorded in a Register to facilitate the
noting of the actual expenditure on receipt of relevant document like priced copy of
voucher, invoice, paid voucher etc. the difference between the value provisionally taken
and corrected value is adjusted by making and Adjustment Voucher which are classified

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as Plus Receipt Adjustment (KOD-21) where the actual value is more than the
professional value, Minus Receipt Adjustment (KOD - 29) where the value is less than
provisional value.

Adjustment procedure of Unorthodox balances :

1) Issue side :
a) Plus quantity -- Minus Value
b) Plus quantity -- Nil value
c) Nil quantity -- Plus value
d) Nil quantity -- Minus value

These are generally due to wring pricing or wring posting of issue transaction and
can be set right by preparing Adjustment voucher after identifying the cause of such
balances.

2) Receipt side :

a) Minus quantity -- Minus value

b) Minus quantity -- Plus value
c) Minus quantity -- Nil value

These are generally due to inclusion of receipt transactions and the posting of
Receipt voucher. Such balances may also appear due to wring posting of voucher which
can be cleared through Adjustment Voucher. For this, an Unorthodox balance register
should be maintained.

Types of Stores

As will be quite apparent, there are myriads, of types of materials which are
stored depending upon the type of complexity of the industry which the stores serve.
There can be small items like nut’s and bolts or heavy items like steel plants, there can be
yeses in cylinders ( like LPG or Oxygen) powders, liquids some of them dangerous like
Sulphuric acid or inflammable, like petrol and so, on. The variety is almost infinite.

Very broadly stores are divided into two types on the basis of the following
considerations :-

(a) Functional i.e. depending on the use to which the material is put to ; and
(b) Physical i.e.. in terms of size and distance like Central Stores, Sub-stores
and so on.

a) FUNCTIONAL STORES :

1. Raw material stores 2. Production stores.

3. General Stores. 4. Tools Stores.

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 5. Salvage store 6. Packing stores.
7. Spare parts stores 8. Receipt Stores.
9. Quarantine stores 10. Finished Goods stores.
11. Work in progress store 12. Stationery Stores
13. Bonded Stores 14. Refrigerated Stores.
15. Flammable materials Stores 16. Dehumidified Stores.
17. Transit Sheds 18. Dry Tank
19. Shed Stores 20. Open yards.

b) Physical consideration s :

There can be various types of stores based on the quantity of stocks held
or distance from the point of usage like Central Stores, Sub-Stores, Transit. Stores, Site
stores etc.

Whether the company would like to specify 7SX or SOX as cut - off pint; it is
entirely left to the management to decide; it all depends upon how effectively one can
control these items taking into consideration the elaborate back up system one requires to
collect information for decision making -similarly certain cut-off point could be decided
for B class items. The class C items will be those which not included either in A or B
category. Typical A, B,C, classification is illustrated - For the - above example.

Class of items Number % of Items % of value of

consumption
A 3 15 42
B 7 35 43
C 10 50 15
TOTAL 20 100 100

Having classified the items into A or B or c category the task before us is to

identify those limited items which if controlled would result in better inventory
management and then identify the areas for control. The control may be exercised in any
of the following forms - Reduce the investment in inventory so that you carry only just
enough stock to meet the future demand.

* Minimize indirect expenses associated with inventory by effectively

utilizing the personnel, storage facilities, material handling equipments, & etc.

The next task after identifying the area for effective control is to develop a
formal system so that the objectives of cost minimization could be achieved. The
following are some of the Guidelines for formalizing the control system.

* Review all the A items once in a month. This can be any time interval
depending upon the `nature of activity’.

* B items can be reviewed less often. Can be once in 3 months.

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 * C items can be reviewed once in 6 months or once in a year.

A. Central Stores :

This can be a central sore serving three or four factories or several shops in a
very big factory or it can be a central warehouse containing finished goods. The word
central only denotes that it serves various units each of which may have separate sub-
stores or departmental stores. Central stores also exist in multi-plant situations. One of
the problems in having a central store is the handling costs involved in transferring
materials to the sub-stores or shop floor. Usually therefore, the central store is located at
the point of greater usage.

One of the main control factors in the establishment of a central store is to ensure
that unnecessary inventories are not built up by the sub-stores or for that matter by the
central stores and the central stores should be considered as one.

b. Sub - Stores:

Sub -stores are located the place of usage. It can be given within the shop floor.

c. Departmental Stores :
This serves a department of a factory. For example - in a textile mill there can be
several departments like spinning, weaving, bleaching, printing etc. each of which can be
served by separate stores. The reason behind it that each require separate type of
materials. The store becomes a specialized store, Actually there need be little difference
between b & c.

d. Group Stores :

In some companies it can happen that several factors belonging to the same group
are all in one compound. For example the J.K. Group of industries has several factories
belonging to the same owner which have been set up in one big industrial estate. For
example there can be a garment factory, a radio factory, a chemical plant, and foundry all
belonging to one group and located at the same place. One store can serve all these units.
This is called a group stores.

e. Transit Stores :

As its name implies these are stores where store are stored for a temporary period.

f. Site Stores :

This is a store usually at a project site containing building or construction stores

like cement, steel, tools etc.

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2. LOCATION OF STORES :
The first question that arises in regard to the stores is its site. Where shall
se site them ? Will there be one stores or many? Should it be attached to the building of
the production Unit or be away form it? What transport facilities shall be attached road,
rail.
These questions tem from one primary question whom does the stores serve and
what services should it provide. It should provide this service most economically and
efficiently.

3. STORES BUILDING :

There are various types of buildings, which are used for storage.

(a) A one stored building with a huge open interior divided into compartments
through fixed or movable partitions.

(b) A multi-story building.

© Temporary stores huts (movable) Made of light meta, used for temporarily storage
of items, can be assembled easily. Used for mining project stores etc.

(d) Temporary stores huts (immovable). This hut is used for short period during
emergency. These are made of bricks and are demolished after use. For roofing
G.G.C or C.G. sheets are used.

(e) Nissan huts : Are useful for bulk stores and are very economical, Roofing is made
or corrugated G.I. or M.S sheets in semi-circular shape. It has only steel sliding
doors and is fire proof.

(f) Roman huts : these are bigger in size than Nissan huts and the roof is flat type
with normal shape.

(g) Store yards : Heavy and bulky items like iron, mild steel, wooden logs etc. can be
preserved in open as climatic conditions do not effect the, provided appropriate
preservatives are applied. Only adequate security arrangements by way of barded
ire, rope etc. and watch and ward are necessary. Yards cover a good amount of
land.

ABC ANALYSIS :

In any inventory there are a few items which have a high rates of usage and high
unit cost.

(a) A Class items : Many a time a small percentage of items contribute towards a
high percentage of total value consumption. This category constitute 10% of the

202
total items contribute of 70% of the total value of consumption. These items require very
careful management. Order point and reorder points, etc. to be fixed.

(b) B Class items : ‘B’ class items are less important compared to ‘A’ class items.
This category constitute 20% of the total items contributed to 20% of the total value of
consumption. These items require normal attention. E.O. Qs recorder levels etc. can be
determined. Half yearly review can be done.

© ‘C’ Class items : These items don’t require tighter control. This category
constitute 70% of the total items contribute 10% of total value of consumption.
Periodical annual review is sufficient.

STEPS IN ABC ANALYSIS :

i) Calculate the annual usage in units for each item.

ii) Multiply the rate of each item with annual usage items.
iii) Arrange them in the descending order of annual rupee consumption value.
iv) Calculate cumulative running cost.
v) Compute for each item the cumulative percentage for the items and cumulative
rupee consumption.
vi) Classify them into A,B,C.
The figure below shows the graph between % of total rupee usage and % of
total tems.

100

90

70
% of
total A-
items B-items C-items.
Rs.
Value

0 10 30 100

% of total items.

203
EXAMPLE :

Prepare ABC analysis with graph for the following data ?

S.No. of items. Annual Consumption in units Cost (Rs.) per unit.

1. 2000 10
2. 15 2
3. 30 100
4. 2400 1
5. 100 100
6. 8 500
7. 1 100
8. 10 5
9. 15 8
10. 100 3

S.No. of Annual Consumption in Cost (Rs.) per unit. Annual rupee

items. units consumption value
1. 2000 10 20000
2. 15 2 30
3. 30 100 3000
4. 2400 1 2400
5. 100 100 1000
6. 8 500 4000
7. 1 100 100
8. 10 5 50
9. 15 8 120
10. 100 3 300

204
Step III, IV V & VI

Annual Item No. Consumption % of % of Grading.

rupee running Cost Cumulative Cumulative
consumption (Rs.) items rupees
in usage value
descending
order
20,000 1 20,000 10 64.51 A
4,000 6 24,000 20 77.41 B
3,000 3 27,000 30 87.09 B
2,400 4 29,400 40 94.83 C
1,000 5 30,400 50 98.06 C
300 10 30,700 60 99.03 C
120 9 30,820 70 99.42 C
100 7 30,920 80 99.74 C
50 8 30,970 90 99.90 C
30 2 31,000 100 100.00 C
31,000 10

A Category - 10% of items 64.51% of annual consumption value.

B Category - 20% of items 22.58% of annual consumption value.
C Category - 70% of items 12.91% of annual consumption value.
___________ ___________
100% 100%

205
 100

87.09%

64.51%
% of
total A-
items B-items C-items.
Rs.
Value

0 10 30 100

% of total items.

206
 DISPOSAL

Disposal is an effective function of material management which mainly serves the

following purpose. :

1. To clear up the blocked capital & obtain as much revenue as possible for more
useful purposes.
2. To vacate the storage space occupied by these items so that the same can be
utilized for storage of other items.

3. To bring them in the area of utilization from the area of non utilization by
making them available to other organization / contractors who need them.

4. Material disposal is a reverse procedure of material provisioning. In material

provisioning the aim is to regulate the supply of the material to maintain
continuity of production. In disposal the aim is to get rid of unwanted material to
maintain continuity of production. Thus it is oblivious that this element of
material management is again having common objective of meeting the
production and inventory targets.

5. Disposal is contract to sell the unwanted goods. Hence it has the following
elements. :
(a) Sale
(b) Purchase
© Transaction of money toward the cost price.
(d) Contract.
6. Disposal brings return of money. Waste items like used cotton waste, paper waste
etc.which is dispose off by burning do not fall under the purview of material
management.

7. Categorization of items for disposal: The items for disposal are normally
categories under the following heads.

(a) Serviceable Surplus items not required by organization or in excess over

he permissible stock limit.

(b) Repairable stores.

© Unserviceable items
(d) Scrap Generated as by production of production like brass scrap, copper
scrap, Aluminum scrap saw dust etc.
(e) Unserviceable plant and machinery
(f) Waste products like Coal Ash, Sawdust etc.
(g) Obsolete-store is declared obsolete due to technical insufficiency of super
session due to improved equipment /stores.
(h) Obsolescent : No further provisions of such items is made due to
development of successor equipment.

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REVIEW OF SURPLUS ITEMS FOR DISPOSAL :

Review of surplus items for disposal involves scrutiny to ascertain prospects of

alternative utilization, of re-utilization after carrying out certain modification / processing
etc., This review is carried out in the following manner.

Within the factory :

A committee is formed in the factory which carried out review of surplus items
once in every six months. This committee is assisted by Stores Branch as well as Material
Control Office. This committee tries to ascertain the area of alternative / re-utilization of
these items and declares them surplus for disposal only when no alternative utilization
could be found.

Technical Team :

Technical team is formed under the directives of DG of Ordnance Stores

(DGOS). This team consists of the rep., of different depots / departments of Defence
Organizations, OF Board and Factory concerned. They jointly review the items declared
as surplus by the factory and try to explore possibility of utilization by any other Sister
Factory / Military Department. Whenever, n such scope exist, the team declares them as
surplus for disposal.

AGENCIES OF DISPOSAL OF ITEMS :

Disposal is arranged through the following agencies.

BY FACTORY
DOS & D THROUGH O.F. BOARD
NSIC THROUGH O.F. BOARD AND MINISTRY OF DEFENCE.
METAL SCRAP TRADING CORPORATION, CALCUTTA.

MODE DISPOSAL

As per existing instructions, the following modes of disposal are adopted Issue to
Sister Factories.
Issue to Military organizations, government depts., public sector undertakings.
Issue to private contractor for purpose of conversion into raw materials / finished
products required by the factory Disposal by Public Auction Disposal by Advertised
Tender Enquiries Disposals through Other Agencies like DGS & D, NSIC, MSTC.

DISPOSAL BY FACTORY :- GENERAL GUIDE LINES.

As per instructions, priority should be give for disposal to Sister Factories. When
Sister Factories does not require items, the only other modes of disposal are followed.

208
In case of Scrap, Waste products etc. disposal is arranged by auction if the cost is below
Rs. 50,000/-
Disposal of Non-ferrous scrap as well as items costing above Rs. 50,000/- is arranged
only by advertised Tender Enquiry. The items for disposal are clearly demarcated fro
other items to avoid mix-up / disputes at the later date.
Disposal cannot be arranged by Single Tender / Limited Tender Enquiries or
negotiations by the Factory without the specific approval of the O.F. Board is required.

DISPOSAL BY PUBLIC AUCTION

While carrying out disposal by Public Auction, the following steps are taken.

FIXING OR RESERVE GUIDING PRICE :

A committee is appointed by GM in which rep., of Local Accounts is a member

to fix the reserve / guiding price for auction. This committee takes into account the
following factors while fixing the serve / guiding price :

Book value of the item.

Highest bid received in the last auction if the item was put up for disposal in the past.

Present condition of the item.

Present market price of the item.

GOVERNMENT AUCTIONEERS :

Auctions are arranged through Government auctioneers. For this purpose a list of
Government Auctioneers is maintained by the factory, and each auctioneer is given a
chance by rotation in his turn.

SUPERVISION OF AUCTION :

For tills purpose, supervising officer is nominated by GM, who supervises the
auction on behalf on the GM and gives decision regarding acceptance / rejection of the
bid on the spot and signs all documents on behalf on the GM / Government of India
Supervising.
Officer may be authorized by the GM in writing to accept the bid upto 10% below the
reserve /guiding price. However, GM may accept the bid upto 20% below the reserve /
guiding price.
Representative of excise department, sales tax authorities, security inspection
department,

209
 Accounts etc., also attend auction to give suitable guidance / instructions in the
matter falling under their purview.

Successful bidders are required to deposit 25% of the total value immediately
to Government Auctioneers on acceptance of the bid. Balance payment of the bid is
required to be made by bidder against MRO within SIX WORKING DAYS of the
auction.

Bidder is required to lift the material within 21 WORKING DAYS of the

auction. This time limit can be extended before the auction with the approval of
supervising officer.

Entry of bidders is controlled by the Security. Bidders may enter the factory
against the gate passes to be issued by Stores Section, on payment of Rs. 25% plus Bank
Draft of Rs. 2000% . This Bank Draft is returnable after the auction.

GROUND RENT :

In case of failure of the bidders to lift the material within the stipulated period he
has to pay the ground rent at the rate of 2% per week of the cost of un-lifted material.
BELATED PAYMENT :

In case of failure of the bidder to make the payment within the stipulated period
he has to pay penalty at the rate of 10% of Value per day.

DISPOSAL BY ADVERTISED TENDER ENQUIRIES.

The following special instructions are followed in case of disposal of advertised

tender enquiries.
Tender enquiries are issued in the prescribed proforma only.

Normally 14 days are allowed for DAVP to publish the advertisement in leading
Newspapers.

Last date of issue of tender forms to the interested parties is fixed as the 44th day from
the date of issues of advertisement to DAVP.

Tender forms are issued against payment of Rs. 5/- through the Postal Order.

The tenders are received upto 2:30 p.m. of the 45th day of the date of issue of
advertisement to DAVP and the tenders are opened on the same day at 3:00 p.m.

Only those contractors are allowed to witness the tender opening etc., who have
participated in the disposal of tender enquiry.

210
Instructions are existing that in case of disposal the tender should be completed in all
respect and it should be on the prescribed proforma.

EARNEST MONEY :

The Tenderers are required to submit 5% of the total cost of their bid as
EARNEST MONEY along with the quotation , in the form of call deposit or Treaure
receipt.

Late quotation in these cases are discouraged.

Comparative Statements of Tenders in prepared based on the quotations received,

immediately at the time of tender opening.

Decision for placement of disposal contract is required to be taken as per various rules in
vogue within a period of 30 days from the date of tender opening.

The GM can only accept the highest acceptable offer. In case of taking any other decision
into matter has to be referred to OFB.

SECURITY DEPOSIT :

The successful tendered has to deposit security deposit at 10% of the total value
of the contact before release of disposal contract, through call deposit or TR. [NOTE :
Complete instructions in disposal procedure are contained in OFB letter No.: 212/2/MM
dt. 15-08-1981.]

DISPOSAL OF FERROUS SCRAPS :

As per OFB’s directives issued in June 1985, disposal of ferrous scraps is

arranged by Metal Scraps Trade Corporation (MSTC) Callcutta. This arrangement has
been made for a period of 2 years. The contract between MSTC and OPB is
subsequently extended upto 1986.
The following procedure is followed in the above case.

• The factory disposes off steel scrap class `A’ and `8’ only.
• In case of the ferrous scraps, the value should be above Rs. 50,000/-
• The types of scraps with details of quantity and specification is intimated to
MSTC.
• Tender enquires are issued by MSTC and CST is sent to the factory for
recommendation.
• Disposal contracts are concluded by MSTC based on the recommendation of
the CST.
• Payment towards the sale value is accepted by MSTC and they issue sale release
order to the contactors for the issue of the scrap.

211
 • The factory collects sales tax and other taxes from the contractor before issue of
the scrap.

• Discrepancy if any arising out of the contact is settled by MSTC.

DISPOSAL COMMITTEE

In the case of disposal, if the value of the item is very large. In the order to
exercise monetary control and also to safeguard the interest of Govt. disposal
committee is formed which is composed as under.

¾ Chairman - Gm/Jt. GM.

¾ Rep. of LAO, Members
¾ Rep. of Stores Sec. Member
¾ Rep. of Provision Office - Member,
¾ Rep. of Works Inspection Office - Member
¾ Any other member as considered necessary.

DISPOSAL COMMITTEE CARRY OUT THE FOLLOWING FUNCTIONS :

™ Scrutiny of the tender enquiry before sending to DAVP regarding terms

and conditions etc., to avoid disputes at later date.
™ Scrutiny of quotations received and recommending the contractor on
whom disposal contract should be placed.
™ Supervising progress of disposal contract and giving suitable advise to the
disposal Group of Provision Office and Stores Section from time to time.
™ Supervising progress of disposal contract and giving suitable advise to the
disposal Group of Provision Office and Stores Section from time to time.

In certain cases, Disposal Implementation Committee is formed. The function of

Disposal implementation committee is to ensure that the materials are lifted by the
contactors as per the terms of contract. This committee also disputes, which may arise
during the execution of the contract.

212
Disposal procedure surplus plant & machinery & vehicles

Surplus P &M and Vehicle Issue of Tender forms to

are offered first to sister applicants.
factories mutual aid scheme.

Opening of tender,
If required by any factory preparation of spot CST,
M/C to be transported to preparation of brief.
concerned factory after
approval of OFB

TPC meeting for finalization

If no requirement , the same of tender.
is to be disposed off through
open tender.

Surplus P&M is to be shifted Issue of disposal order as

to stores for safe custody. recommended by TPC

Approval to be obtained from

GM, if book value below Rs. Acceptance of sale value,
40,000/-, is above Rs. 40,000/- sale tax and delivery of
approval of AVHQ/OFB is to machine to the party.
be obtained for disposal
sanction

Requisition to DAVP for

publishing the notice for open
tender in news paper

213
 delegated
1 Disposal of
surplus stores
scrap and, plant
& Machinery

A. Declaration of Surplus

i) Stores GM Full powers in respect of drums

Serviceable /containers /pack ages and for other
cases Rs. 50,000/- in each case
subject to clearance by the
technical committee.
ii) Unserviceable GM Rs. 5 lakhs in each case Rs. 2
Jt. GM/Dy GM lakhs in each case.
iii) Scrap, swarf, GM Full powers Rs. 5 lakhs in each
waste product. Jt. GM/Dy GM case.
iv) Plant and GM Rs. 40,000 (Book Value)
machinery
(Unserviceable to
ie. beyond
economical repair)

B Disposal

i) Stores GM Full powers in respect of drums

Serviceable /containers /pack ages. For other
cases Rs. 50,000/- in each case
subject to clearance by the
technical team.
ii) Unserviceable GM Rs. 5 lakhs in each case Rs.
Jt. GM/Dy GM 2 lakhs in each case.
iii) Scrap, scarf, waste GM Full powers Rs.
product. Jt. GM/Dy GM 5 lakhs in each case.
iv) Plant and GM Rs. 40,000 (Book Value)
machinery
(Unserviceable to
ie. beyond
economical repair)

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 5`S’ PRACTICE

The 5 S’s Seirt, Seiton, Seiso, Seiketsu and Shitsuke are Japanese management
concept, which seeks to create a well-organized work place as a foundation for achieving
a Total Quality and Safety Environment.

Seiri (Organisational ), Seiton (Neatness), Seiso (Cloning), Seiketsu

(Standardisation), and Shitsuka (Discipline ) are principles that all of us practice in
avarying degrees, all the time. Neatness to say, it starts with the small ways we organize
ourselves on the homefront. A housewife’s Kitchen over a period of years, becomes
exemplary of the 5 S’s.

Simple as they are the 5 S’s are very difficult to do well. They require
perseverance and determination, the ability to see what is important and pay attention to
details. It involves a determination to organize conditions and to maintain the discipline
that it need to be a good job. The 5 S’s are difficult because they look so easy and so
nobody really works at them. Let us take a closer look at each of these 5 S’s.

I. SEIRI (ORGANIZATION)

This simply means putting things in order by learning to distinguish between the
necessary and unnecessary. The two stops are.

Classify things in order or importance.

Distinguish between necessary and unnecessary.

We all need to check the tendency to store unnecessary things just in case we
might need them some day. It we keep accumulating things that we don’t need. It is
very likely that we will need something that we cannot find.

Sairi, therefore, involves classification of things, that we are in a position to

decide on what to save, what to be rid of what are things we need to keep close at hand
etc.

II SEITON (NEATNESS)

The simply means everything in its place, and a place for everything. It is a
practical way to eliminate the need for searching. The way we arrange our cabinets at
home, even the way we put things in our pockets are examples of Seiton. Having carried
out Seiri (the first stop), Seiton seeks to evolve a tunational lay out for keeping things. It
also involves keeping things in their proper place after use. There are several factors to be
considered when developing the best lay out for keeping things.

1. Easy accessibility.

215
 • Things we use infrequently, by store for away.
• Things we use some times, store in work place.
• Things we use frequently, store nearby at hand.
• Things that are unnecessary store in a proper place for subsequent
disposal.
2. Safety ask the question, is the storage site safe, have all necessary
precautions been taken.
3. Suitability asks the question, are things going to spill / fall when being
moved.
4. Flexibility to satisfy new work requirement.

The ultimate end of this process is that you should be able to get what you want,
when you want, where you want and now you want, each and every time.

III. SEISO (CLEANING )

After we do Seiri and Secton, the next step is Seiso that involves throwing away
unnecessary things. Session covers, all cleaning activity such as getting rid of waste,
grime and dust. With higher quality, higher precision and finer processing technologies,
cleaning activity has acquired a new dimension. Cleaning is more importantly considered
a from of Inspection. When we clean and scrutiny we get to look into the detail. This
gives an opportunity for inspection and timely detection of minor problems.

In the military, rules are very strict about keeping guns oiled and clean so that
they can be used anytime. Cleaning has a tremendous impact on quality, downtime,
safety, morale and other facets of operation.

IV. SEIKETSU (STANDARDIZATION).

This is the process of maintaining organization neatness and cleaning one a

continuous basis. This involves labeling and coding things, putting up labels to indicate
locations etc. When we put up labels, stickers, charts we are in effect setting up visual
controls so that neatness is maintained and deviations from procedure are avoided. Some
examples of visual controls are :

Labels on things or on places / Danger signs / Notices /Display Charts.

Instructions on where things should be put / operating instructions of equipment /
machinery Display of rules (e.g. traffic signs).

The use of colour codes , graphics & S.K. illustrations is emphasized in Seiketsu, in
many companies people opt for white or brought coloured clothing, so that the dirt, it at
all present, shows on them immediately.

The aim of Seiketsu is to make operations easy to understand and carry out for all people,
so that Seiri, Seiton and Seiso are sustained immediately.

216
V. SHITSUKE (DISCIPLINE)

Third implies the will and the ability to do things the way they are supposed to
be done. The emphasis here is on creating a workplace with good habits and discipline.
This involves overcoming the tendency to slack off, to skip steps and to keep things
pending for another day. How many times do we short - circuit the system to meet an
emergency for just this once? Many accidents occur because people forget to wear their
safety shoes or their goggles. Many computer systems have breakdowns because the
proper switching off procedure are not followed.

Shitsuke seeks to create a mind set so that each person thinks about and mentally
checks every action. Discipline has to be viewed as a basis or civilization in an organized
society. Just imagine what will happen in the world if all people stop observing traffic
discipline ?

While discipline requires individual effort and responsibility it has to be

supported in an organization by systems such as clear designation or responsibilities,
clearly paid down rules, training and education, correct communication and feedback,
fool proofing procedures and creating appropriate checklists.

The emphasis of 5 S’s

1. The emphasis is on prevention of errors rather than correction.

2. The emphasis is on managing by causes / processes rather than by result, i.e.
dealing with the causes rather than the results.
3. If focuses on eliminating small human errors, which in a complex technology
can ead to major consequences.
4. The 5 S’s philosophy believes that knowledge can be no substitute for actually
doing, in other works GET YOUR HAND DIRTY, FIND THE PROBLEMS,
FIX THEM,

5. The ultimate aim is to develop the right attitude / behaviour to sustain work
efficiency. The 5S’s are indicators of performance of the whole complex system
of man, machine, technology, processes and procedures in an organization.
The success of course depends on people who own and control this system. For
people to practice any new concept they have to fully understand why as well as
what. The philosophy f 5 S’s has to be communicated understood and practiced at
all levels, it is impossible for the process which generates the result. The
5S’s will be most successful if everyone, managers as well as workers /staff are
involved orating a sense of participation, team spirit and accomplishment.

217
TO SUM UP THE 5 S’s

1. SEIRI : Organize, classify things according to importance.

2. SEITON : Keep workplace neat. Create appropriate place for things
and keep in place.
3. SEISO : Clean up get rid of waste /grime / unnecessary things
4. SEIKETSUK : Standardize these for continuous maintenance.
5. SHITSUKE : Discipline your self, maintain standards and to things the
right way.
Mode of Goods Transportation.

The mode of transport or goods depends upon following factors :

1. Size of consignment
2. Quantity
3. Facilities available as supplier end
4. Nature of goods.
5. Imported items.
6. By hand, in case of local suppliers.

There are following mode of transportation of goods :

1. Carriage by Railways
2. Carriage by Road
3, Carriage by Water ways transportation
4. Carriage by Sea
5. Carriage by Air.
6. Post Parcel.

Carriage by Railways

The booking of goods by Railways is done against M.C. Note provided to the
supplier by the Buyer or by the inspecting officer, which ever is convenient to the
contractor. The consignment of the goods executes a forwarding note in prescribed
format. This FN contains particulars of goods carried and the terms of carriage including
a statement of the extent to the liability of the Railways administration for loss or
damage. Railways administration function as per contract act for loss, destruction;
damage, deterioration or non delivery of goods carried by Railways within the period of
Seven after termination of transit.

218
RAILWAYS ARE GENERALLY RESPONSIBLE FOR TRANSIT LOSS
EXCEPT THOSE CAUSED BY THE FOLLOWING :

¾ Act of God.
¾ Act of War.
¾ Act of Public enemy
¾ Seizure under legal process.
¾ Orders by Central /State Governments.
¾ Negligence on the part of consignor or consignee.
¾ Natural deterioration due to inherent defects, quality, weight etc.
¾ Latent defects.
¾ Fire explosion or any unforeseen risk.
¾ Where goods have been dispatched with false description which has caused loss
or damage.
¾ Where consignor or consignee have done any fraud.
¾ Where damages caused by improver loading / unloading by the consignor or
consignee.
¾ By riots / civil commotion, strikes, lockouts etc.

If good are carried at owner’s risk are damaged, the Railways administration is
bound to disclose how the consignment was dealt with during carriage, but it is not
responsible for any loss or damage.

Railways administration is also responsible for delays for detention unless it

proves that delay / detention arouse with negligence or misconduct on its part.

Railways are absolved of al responsibilities after the wagon is placed at the siding
where the delivery is required to be taken and the consignee is fully informed. Any how
Railways will not be liable for any damage after expiry of seven days after termination
of transit. Where the goods are in defective condition or are defectively packed and the
same facts endorsed in forwarding, Railways will responsible for the loss / damages
unless negligence or miss - conduct on their part is proved. The Railways will not be
responsible for any loss / damages, if the goods generally to be loaded in closed wagons
are loaded in open wagon at the request of the sender.

Duties and Responsibility of Escorts.

1. The Escort will ensure that the stores to be escorted is packed in his presence to
ensure the quantity, correct nomenclature and also to ensure proper packing
material is used in the packing.
2. Necessary papers such as Issue Voucher, I /Note, MC /Note or Form 31 and gate
pass etc. are properly made.

3. Once the goods are out of the factory, the escort will be with consignment and
ensure proper looking of goods at Railways or Bus Stand in the name of the consignee.

219
4. The Escort will ensure that the goods are properly loaded in the wagon and
negligence on the part of the Railways should be immediately brought to the
notice f Railways Administration.

5. After boarding in the Train, the Escort will see on each and every halting station
that the consignment un-loaded by Railways before the actual destination. He
will also see that no theft and pilferage has taken place during transit.

6. In case of on the way transshipment, the Escort will ensure safe unloading from
the Wagon and again safe loading in the next Train in which the consignment
will be going.

7. At the destination station, the Escort will ensure that full consignment i.e. number
of packages etc. unloaded and discrepancy should be brought to the notice of
Railway Administration.

8. After the consignment is safely and properly unloaded at Railway Station, the
Escort will intimate the consignee about the arrival of the consignment.

9. The Escort will take the delivery of the consignment and handover all the
papers to the consignee along with the goods he has escorted.

10. In case there is a theft or a doubt has arisen about the packing being damaged
authority by the consignor. However, the Escort will file F.I.R. with the nearest
Police Station where the theft is occurred. The consignment will be handed over
to e consignee and consignee will give certificate to quantity being short-supplied.

11. After proper checking the stores at consignee end for quantity etc., the escort will
obtain the receipt of the consignment from the consignee and handover all the
ocument back to the consignor and his duty will come to an end on this account

Carriage by Sea

Carriage by sea is generally for imported goods, however, for indigenous goods
also, carriage by sea from any part of India to any other part of India is arranged.

Contract of carriage of goods by sea is evidenced by Bill of Landing which is the

receipt of goods delivered to a ship for marine carriage. The normal duties and liabilities
of carrier by sea are as below.

1. The carrier shall be bound before beginning of the voyage to exercise diligence to
make the Ship Sea Worthy, properly managed, equipped and facilitate the ship to
storage and preservation of goods in safe condition.

220
2. The carrier shall properly and carefully load, handle, store, carry, keep care for
and discharged the goods carried.
The carrier is not responsible for loss / damages arising out of the following
causes :
1. Perils, (danger) and Accident of Sea.
2. Acts of God, War, and public enemies.
3. Seizure under legal process.
4. Quarantine restrictions (danger of spreading disease).
5. Fire in the Ship unless caused by fault or negligence of the carrier.
6. Negligence of the Shipper.
7. Strike / Lockouts /riots / civil wars, saving or attempting to save life or properly
as sea in sufficiency in packing.

The carrier and Shipper shall be discharged from all the liabilities for loss or
damages unless a suit is brought with in one year of the delivery of the goods.

Some terms relevant to carriage by sea :

BILL OF LADING :

When in the bill of lading it is clearly mentioned that the goods are in good order
and condition it is said to be clean bill of lading. In this case the Ship Owner can bot
claim later that the goods were in bad condition.
DEMURRAGE :

If loading and unloading is not completed within the period agree upon, the carrier is
entitled to damages. This is calculated upon the number of days the ship is detained
beyond the agreed period.

Railways also charge demurrages if the goods are not loaded or unloaded within
the time mentioned in the Railway Receipt.

GENERAL AVERAGE LOSS :

When the goods are found board or destroyed in order to save the ship, the
resultant loss is called general average loss. The loss of the owner of the goods in such
cases must be compensative by contribution by other Cargo Owners.

F.O.B. CONTRACT :
It means free on board of a Ship. Under these terms the supplier liability comes
to end except for transit loss or damage which may be prove to be due to the improper
or inadequate packing.

C.I.F. CONTRACT :

221
 It means cost, insurance and freight contract. CIF contract is one in which the
sailor agree to sail the goods to be carried by Sea at price which will cover the cost of the
goods, insurance and freight charges.

Carriage by Road / In land under water transport :

Under the provisions of the common `carries act’ 1965 a common carrier /
public carrier may be an individual, firm or company (other than govt. ) who transports
goods as regular business for money over land or inland waterways without
discrimination between different consignors must deliver the goods at the correct time
or within reasonable time. The goods should be carried with reasonable precautions for
their safety.

The carrier is responsible for loss or damages caused by negligence or acts done
by himself or his agent. In case of loss / damage the claimants must notify the carrier
within six month of the date of knowledge of loss or damages.

For inter-state movement of the goods from 31 is given by consignee /buyer to

the consignor which is like a permit for inter state movement. The carry receipt is issued
by the carrier to the consignor (2 copies ) and one copy is sent to consignee in advance
authorizing him to taken delivery of goods.

Carriage by Air

For carriage of goods by Air, three copies of a note or Airway Bill containing
the following particulars shall be made :

Place and date of issue, place of departure, destination, stoppages, name and
address of carrier, consignor or consignee, nature of goods, no. of packages , nature of
packing, weight, quantity, volume and dimensions, the apparent condition of the goods,
amount freight and the persons liable to pay and condition of carriage etc.

The copy of AWB is kept by carrier, another signed by both the carrier and the
consignor accompany is Cargo and third is given to the consignor. AWB is a prima facie
avoidance of the conclusion of the contract and receipt of the Cargo and condition of the
carriage. The consignee is entitled to take delivery of the goods at the place of destination
within the seven days of the date of the delivery, he can enforce his rights under the
contract of carriage.

Carriage by Post Parcel

This is the convenient method of receipt of material from out of stations

suppliers. No information is received by the consignee from Postal authority regarding
receipt of material but Postmen personnel / delivers the parcel to the consignee. Only
light weight material such as sample, spares and cutting tools are sent by Post Parcel.

222
 JUST IN TIME.

Introduction :

The principle of Just in time (JIT) is to eliminate source of manufacturing waste

by getting right quantity of raw materials and producing the right quantity of products in
the right place at the right time.

History of Just in Time.

Just -In-Time is a Japanes manufacturing management method developed in

1970s. it was first adopted by Toyota manufacturing plants by Taiichi Ohno. The main
concern at that time was to meet consumer demands.

After the first introduction of JIT by Toyoto , many companies followed up and
around mid 1970s, it gained extended support and widely used by many companies.

One motivated reason for developing JIT and some other better production
techniques was that after World War II, Japanese people had a very strong incentive to
develop a good manufacturing techniques to help them rebuilding the economy. They
also had a strong working ethnic which was concentrated on work rather than leisure,
seeked continuous improvement, life commitment to work, group. These kind of
motivation had driven Japnese economy to succeed.

Because of the natural constraints and the economy constraints after World War
II, Japanese Manufacturers looked for a way to gain the most efficient use of limited
resources. They worked on “optimal cost / quality relationship”.

Before the introduction of JIT, there were a lot of manufacturing defects for the
existing system at that time. According to Hirano, this included inventory problem,
product defects, risen cost, large lot production and delivery delays. The inventory
problems included the unused accumulated inventory that was not only unproductive,
but also required a lot of effort in storing and managing them. Other implied problems
such as part storage, equipment breakdowns, and uneven production levels.

For the product defects, manufacturers knew that only one single product defects
can destroy the producer’s creditability. They must create a “defect-free” process.

Instead of large lot production-producing one type of products, they award that
they should produce more diversified goods. There was also a problem of rising cost.
The existing system could not reduce cost any further but remember improvement always
leads to cost reduction.

223
 Lastly, the existing system did not manage well for fast delivery request, so, there
was a need to have a faster and reliable delivery system in order to handle customers,
needs. Thus JIT manufacturing management was developed based on this problems.

Elements of just in time.

According to Change, the basic elements of JIT manufacturing are :

• People Involvement.
• Plants
• System

People Involvement

Maintaining a good support and agreement from people involved in production.

This not only reduces the time and effort in implementation of JIT, but also minimize the
chance of creating implementation problem. The attempt to maximize people’s
involvement may carry through the introduction of quality circle and total involvement
concept.

Manufacturers can gain support from 4 sources.

1. Stockholders and owners of the company - should maintain a good long- term
relationship among them.
2. Labour organization - all labours should be well-informed about the goals of JIT,
this is crucial in gaining support from the them.
3. Management support from all level of management. The ideas of continuous
improvement should spread all over the factory managers and all shop - floor
labour.
4. Government support - government can shoe their support by extending tax and
other financial help. This can enhance the motivation, and also in financing the
implementation of JIT.

Plants :

Certain requirements are needed to implement JIT. There are :

1. Plant layout - the plant layout is mainly focus on maximizing working

flexibility, it requires the use of “multi-function workers”.

2. Demand pull production - it means to produce when the order is received. This
can manage the quality and time more appropriately.

3. Kanban - a Japanese term for card or tag. Special inventory and process
information are written on the card. This helps tying and linking the process
more efficiently.

224
4. Self -inspection - it is carried out by the workers at catch mistakes immediately.

5. Continuous improvement - this concept should be adopted by every member in

the organization in order to carry out JIT. This is the most important concept
of JIT. This can allow an organization to improve its productivity,
service, operation and even customer satisfaction in an on - going basis.

System :

This refers to the technology and process that combines the different processes
and activitie together. Two major types are MRP (Material Requirement Planning) and
MPR II(Manufacturing Resource Planning).

MRP is computer - based, bottom - up manufacturing approach. This involves

two plans, production plan and master production schedule. Production plan involves the
management and planning of resources through the available capacity. Master production
schedule involves what products to be produced in what time.

MRP II is mainly involved the management or planning of financial resources in

order to carry out the operation.

The above three factors formed the element of JIT.

Goal of Just in Time.

According to Cheng in Just-in - time manufacturing - An introduction, he

explains the ideas of Suzuki for the objectives of JIT. There are three main objectives.

1. Increasing the organization’s ability to compete with others and remain

competitive over the long run. The competitiveness of the firms is increased by
the use of JIT manufacturing process as they can develop a more optimal process
for their firms.

2. Increasing efficiency within the production process. Efficiency is obtained

through the increase of productivity.

3. Reducing wasted materials, time and effort. It can help to reduce the costs.

Other short-term and long-term objectives are :

1. Identify and response to consumers needs. Customers’ needs and wants seem to
be the major focus for business now, this objective will help the firm on what
is demanded from customers, and what is required of production.

2. Optimal quality / cost relationship. The organization should focus on zero-

defect production process. Although it seems to be unrealistic, in the long run, it

225
 will eliminate a huge amount of resources and effort in inspecting, reworking
and the production of defected goods.

3. Reduce unwanted wastes. Wastes that do not add value to the products itself
should be eliminated.

4. Develop a reliable relationship between the suppliers. A good and long-term

relationship between organization and its suppliers helps to manage a more
efficient process in inventory management, material management and delivery
system. It will also assure that the supply is stable and available when needed.

5. Plant design for maximizing efficiency. The design of plant is essential in terms
of manufacturing efficiency and utility of resources.

6. Adopt the work ethnic of Japanese workers for continuous improvement. Commit
a long-term continuous improvement throughout the organization. It will help the
organization to remain competitive in the long run.

Some other similar ideas are presented by Melnyk and Denzier.

1. Reduction of Inventory. JIT reduces inventory at all level of the organization.

2. Reduction of Lead Time. Lead time such as setup time and move time and
waiting me is reduced.

3. Quality Control. JIT improves the quality control by increasing its efficiency of
managing shop floor production and increasing its commitment to its suppliers.

4. Improvement for performance. In JIT manufacturing, the organization can

obtain a greater impact / control over its suppliers . with fewer suppliers,
organizations have larger control because the amount purchased is usually
large. And, organizations can obtain a tighter requirement on products from
their suppliers.

5. Total Preventive Maintenance. JIT provides preventive maintenance to lessen

the risk of machine breakdowns.

6. Continuous improvement. JIT is a never-ending method in operation

management.

7. Strategic Gain. JIT helps organization to remain competitive in the market

place.

8. Reduction of Wasters. JIT helps significantly in reducing wastes.

There are seven wastes discussed in the book.

226
 • Overproduction wastes - Waste from producing too much.
• Waste from waiting time - unproductive waiting time for job processing.
• Waste from transportation - unnecessary movement of job.
• Waste from process - unnecessary movement of job.
• Waste from inventory - excess as accumulation of products.
• Motion Waste - unnecessary human activity. Product defects waste - waste
resulted from scrap, rework, etc.

JIT can help organization remains competitive by offering consumers higher

quality of products than their competitors, it is very important in the survival in the
market place.

These major objectives are suitable for al organizations. But each organization in
unique in some way, adjustments of JIT objectives for each form should be made in
order to.

Limitation of Just in Time

Regardless of the great benefits of JIT, if has its limitation, according to change
JIT has the following major limitations.

• Culture Difference. The organizational cultures vary from firm to firm.

There are some culture that ties to JIT success but it is difficult for an
organization to change its culture within a short time.

• Traditional Approach. The traditional approach in manufacturing is to sore

up a large amount of inventory in the means of backing up during bad time.
These companies rely on safety stocks have problem with the use of JIT.

• Difference in implementation of JIT. Because JIT was originally

established in Japanese, it is somehow different for implementing in western
countries. The benefits may vary.

• Loss of individual autonomy. This is mainly due to the shorter cycle times
which adds pressures and stress on the workers.

• Loss of team autonomy. This is the result of decreasing buffer inventories

which lead to a lower flexibility of the workers to solve problem individually.

• Loss of method autonomy. It means the workers must act some way when
problems occur, this does not allow them to have their own method to solve a
problem.

• JIT success is varied from industry to industry. Some industries are

benefit more from JIT while others do not.

227
 • Resistance to change JIT. Involves a change throughout the whole
organization, but human nature resists to change. The most common
resistance are emotional resistance and rational resistance. Emotional
resistance are those psychological feeling which hinder performance such as
anxiety. Rational resistance is the deficient of the needed information for the
workers to perform the job well.

Some other limitations are pointed out by Melnyk and Denzler.

• Relationship between management and employees is important. A mutual

trust must be built between management and employees in order to have
effective decision making.

• Employee commitment Employees must commit to JIT, to enhance the

quality as their ultimate goal, and to see JIT as a way to empete rather than
method used managers to increase their workload.

• Production level JIT works best for medium to high range of production
volume.

• Employee skill JIT requires workers to be multi-skilled and flexible to

change
.
• Compensation should be set on time-based wages. This allow the workers to
concentrate on building what the customers wants.

Conclusion :

In this age of information Technology, it is important that one gets ahead of the
pack by reducing her production cost to its lowest possible value but without reduction in
quality. We should do out best to reduce or tannery cost and also to widen our
manufacture ability. As to modern industrialized technology has brought down the
process of computers, camera, videos, etc. All this is the result of modern volume
production and competition in the market place, how to reduce the cost has become the
preferred choice in many urban centers because the prohibitively high cost of later
damage involved in out production systems. For reduce production cost, production
managers should product satisfy the following organizational needs.
a) Cheap labour, lands, and raw materials.
b) Grow offered by just-in-time accounting approach
c) Take advantage of just-in-time accounting control to reduce production cost.

Just in time---------Manufacturing.

Introduction :

228
 Just in Time ----manufacturing is a system method to develop and operate a
factory system. It is mainly basis on the total Decrease of waste. As you know, many
people thing JIT is not a new knowledge field. As a matter of fact, it has been part and
play an important role of the Japanese manufacturing industry adopted method for a long
time. It requires all the materials such as equipment, human resources, and management
skills are made available only in the amount required and at the time required to do the
job. It is based on producing only the necessary units in the necessary quantities at the
necessary time by bringing production rates exactly in line boss and employee
relationship. At least, this is to cultivate and procure the resources of the production
experts, and the line employees to develop cost saving solutions. Participatory quality
programs utilize employee knowledge about their job functions and review the
department performance. It will, finally, encourage with rewards for suggested cost
saving.

Manufacturing Flexibility :

According to China time report on August 1996. “Manufacturing flexibility to

start new projects ore the rate at which the production mix can be adjusted to meet
customer demand.” Planning for manufacturing flexibility requires the understanding of
the elements in the manufacturing process that Time is the modification from between
pull and push systems. The main idea behind these approaches are that “Work should not
be pushed on to the next worker until that worker is ready for it. As a result,
manufacturing flexibility required production managers to consider the some important
factors, such requires production managers to consider the some important factors, such
as supplier lead time, production process time, process setup time and so forth.

Keep in touch between customers and suppliers :

For factory main commitment to achieving the internal structures, both customer
and supplier are also playing a vital role to support JIT manufacturing. Because it is the
primary requirement for developing the JIT system, each other can establish trust and
honest between the supplier and the customer which is a must, since every just-in-time
operation depends on it. Supposed, finally, it leads to failure to keep the commitments
each other. Finally, it will be result to a serious form of breakdown manufacturing
systems. Therefore, we should pay attention to this kind of serious call. Never be ignorant
of this commitment. If we can make use of Just-In-Time (manufacturing approaches), it,
eventually, will attain those goad, which are the fundamental concept of producing
product only as needed or on demand with market demand. Generally speaking, JIT
means making what the market wants. JIT has been found to be so effective that it
increases productivity, work performance and product quality. What’s even more, it plays
a vital role to increase productivity and decrease the total cost of manufacturing
production.

Planning for JIT.

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 Since each manufacturing process is different, it is up to the individual company
to determine the degree of appropriateness and the final application of JIT. However, it is
very important to define the plan and objectives before setting up a JIT manufacturing
system. It is impossible to establish a new JIT system that can be used successfully
without change. Therefore, we should take serious consideration to make plan for Just-In-
Time, which will benefit to our factory performance.

Defining the planning.

JIT manufacturing system requires an understanding of the objectives of JIT. And

objectives of the JIT system. After the objectives are set up for the manufacturing , the
process of planning becomes one of determining what is required to meet those
objectives. The goal of a JIT approach is to develop a system that allows a factory to have
only the materials equipment and people by hand required doing the some plan. To
achieve this goal, we should have equipped with at least five fundamental plant :

• Integrating and optimizing every step of the manufacturing process. Reducing

manufacturing cost. Producing product on demand. Developing
manufacturing flexibility.
• Produce quality product to maintain commitments and links made between
Customers and Suppliers.

We also should keep in mind that achieving these obtaining targets do not automatically
make a company a JIT manufacturer. On the contrary, it will lead to achieve even one of
these objectives will prevent a manufacturer for establishing a successful JIT system.
According to Common Wealth on May, 1997 report, it said that “ A company cannot
decide to implement JIT; they must earn the right to use JIT by revising their quality for
system.

Reducing Manufacturing cost :

If we can design products that it will speed up and decrease manufacturing

processes. Gradually, it will helps us to reduce the cost of manufacturing and building
the product to specifications benefit. One aspect in designing products for manufacture
ability is the need to set up a good

230
 STORES MANAGEMENT IN ORDNANCE FACTORY.

Proposed Interaction plan.

o Importance of Stores Management.

- Costs involved

- Performing assets & NPA

- Blocked inventory is blocked cash.

- Present conventional system.

- Changes going on

- Changes proposed

- Change Status as on date

- Present System

231
 - Order receipt

- MRP

Make Or by

- Bills of materials

- SHIS

Available in stock Or by

- T.E

Source Development Conventional Market

- CST

- TPC

- Order Placement

Receive Or expedite

232
 - Pre Receipt in inspection or inspection on receipt
- BOC
- Payment
- Issues
- Use
- Finished Product

- Finished Goods Inventory

- Issues
- Receipting Copy of Vouchers.
- Accounting
- Cash
- Again Purchase

- Purchase Cycle - Need for reduction in time.

- to achieve better inventory control.
- Godown & warehousing management

- Difference between Godown & Warehouse

NEW TRENDS

MRP - Manufacture resource Planning / Material requisition planning ERP in place of

MRP.

(ERP) Enterprise resource planning

-------------------------------------------------

Man Power Machine Planning Material Planning

_________________________________

and simultaneous accounting of the same

Why Account ? So that we can measure input / output which is productivity

Now a days even wastivity is measured

- Productivity = Wastivity

233
 - Inventory holding is indicator of wastivity.

Various measures for inventory control

- ABC :

- FSN : Most prevalent

- VED :

Storage : So that fast retrieval of item is there for this codification & Bin Systems.

Preservation - Re-inspection

Stock Losses

First come first serve.

FIFO - First in First out

LIFO - Last in First out

Stock Pile

234
 STOCK VERIFICATION

These are verified annually by SVG. During verification the balance of the
documents should tally the ground balance. If any discrepancies found that will be
endorsed by Stock Verifier in Red Ink. Discrepancies can be settled only with CRV /CIV
as the case may be.

Production shops should enter on Inventory Register, the items drawn by them.
Which will be verified by Stock Verifier p periodically. The responsibility of the verifier
is vast such that he has to verify each and every item whether it is movable / immovable
/ portable. Verifier is the authorized person to verify the Assets or an Organization as per
the record maintained from time to time.
In short the following documents are maintained for verification purpose.

1. Capital Register
2. Furniture / Office Equipment
3. Tools & Gauges
4. Miscellaneous items.

No. of registers can be as per the Volume of items dealt. In any case a Register
cannot exceed 100 pages per Volume. Which should be duly numbered and enforced
with a certificate from Head of Section and Accounts as per Specimen Stock verification
is a statutory requirement of a factory. Departmental stock verification will be carried
out in factories by the independent D.G.O.F. Stock verification organization. In addition
to but not concurrently with this stock will be verified by factory staff. If any
discrepancies, the matter will be referred to the G.M. of the factory as early as possible
for necessary actions endorsing copies to A.O. duly signed by the concerned section
representative. Stock verifiers posted at the factories will be under the G.M. /Officers in-
charge for all ordinary administrative purposes and will normal factory working hours as
observed by stores section. They are independent, so far as their work is concerned and
each individual will be responsible directly to D.G.O.F. senior stock verifier at each
factory who in addition to performing his share of stock taking, will liaison with the
factory management the local Accounts Officer and D.G.O.F.

Responsibility of Stock verifiers : Stock verifier will be responsible for the

physical verification of stock and deposit stock items, inventory articles (including school
books and technical books in the factory libraries) machinery, building electrical
installation, Medical Stores.

Note : Verification of finished articles on charge on production ledger cards and stock
of materials in process of manufacture held by the shops will not be their
responsibilities.

Responsibilities of senior stock verifier : Collecting & distributing instruction

information and reports.

235
 C) Drawing up the programme of stock taking.
D) Allocating the work among stock verifiers.
E) Maintaining progress details.
F) Reporting with details to O.F. Board when work is falling or is likely to
fall, hind planned programme.
G) Regularly submitting periodical progress reports.
H) Ensuring that all sock verification records are properly maintained.

Working condition of stock verifier :

Stock verifiers will not give advance intimation to the factory of particular items
to be verified on any day / days.

Factory Representation :

Verification will be carried out in presence of a representative of the factory.

Technical identification. It will be the responsibility of the factory management to
identify such items as may not be recognizable by the stock verifier.

Assistance :

All labour and equipment needed for proper verification will be supplied by the
factory as required for the work.

Difficulties :

If difficulties in connection with verification of any item should be brought to the

notice D.G.O.F. Verification cycle procedure and maintenance of report.

Record :
a) A register will be maintained (entries in ink) to show the number of items
checked daily by each stock verifier.

b) Weekly totals will be recorded for communication to Directorate General,

the week or Saturday, calendar monthly total will also be recorded statistical and audit
purpose as necessary record will be in the prescribed form.

Weekly progress repots :

Weekly progress reports will be forwarded promptly to the O.F. Board and
Account Officer in the prescribed proforma.

Annual Reports :

236
 At the end of each Stock Verification cycle of the factory GM in conjunction
with S.G. Group should determine, as have been left unverified and reasons for no
verification. The factory management will prepare a statement of full details in respect
of those items comprising a) Serial No b) L F No. c) Nomenclature d) Account unit e)
Stock Balance on 31st March f) Value of stock g) Date of last verification and h) reasons
for non-verification.

Following upon the detailed statement referred to above a regular report be

furnished to the O.F. Board in order to show the progress of clearance of the items
which are not verified in the previous cycle. The S.G group will accordingly, indicate
this regularly on their weekly progress reports, by referring to the specific serials Nos.
of the annual reports which of the items have since been verified.

Turn Over :

All stock and deposit items will be verified at least on during each financial year
unless specified sanction for a deviation in respect of any item has been received from
D.G.O.F.

a) New items of stores received after the 31st January in each year should be taken
as verifiable in the next verification cycle, with the provision that they one to
be completed within 12 months of being brought to account in the factory. If
any of these new items received during February / March can however, be
verified conveniently by 1st March, provided that such verification does not
affect the current annual programme.

b) The work of each stock verifier will be planned and verification will proceed
according to plan, locally co-ordinate and as generally approved by D.G.O.F. d)
List of certain valuable items will be consultation with the Factory
management and the items enumerated thereon will be verified at more frequent
interval and these lists to be approved by O.F. Board.

c) List of certain items will be consultation with the Factory Management and the
items enumerated thereon will be verified at more frequent interval and these
lists to be approved by O.F. Board.

d) List of stores Ledger Folios which have shown a nil balance ( regarding both
quantity and value) continuously for at least two years and on which no
transactions have been recorded during this period, will be submitted by the
A/C Officer to the management (Fy.) who will scrutinize the items and select
those which are to be considered as “dead”, i.e. store unlikely to needed in the
near future. These will be intimated to the Account Officer for removal of the
folios from the current ledger, and the factory also promptly remove
corresponding Bin Cards.

237
e) Inventory articles, Machinery , Building, Electrical Installation and Medical
Service will be verified once in each financial year.

f) In order to keep stock verifiers fully posted as to the amount of work to be done.
Factories will notify them of all new items and also those detailed, in respected of
stock ledgers and the other registers and the other registered involved.

Stock - taking sheet :

Stock verifiers will enter the date serial No. Stores Accounting unit and Bin
card of inventory balance on date of verification. Balance found a physical check and of
last verification. Each sheet will be signed by the stock verifier and the associated Fy.
Representative.

Method of Verification :

General - Verification will be carried out a) by actual counting weight or

measurement, except where other methods to determine accurately the quantities in stock
have already been adopted or will be approved, in consultation Account Officer.

It should be obtained for the modified method before stock verification carried
out.

a) Uniform unopened package- when verifying store, contained unopened packages,

at least 5% of the packages will be opened and examined.

b) New Receipt -The stock verifier will be informed of all new Receipt will be
weighed / measured in this presence and stocked a part no stock, in such a
manner that he can take measurement to guide stock verification.

c) Continuous stock taking - will be carried out departmentally, S.V. verify every
item once a year of in two years according to the stores.

d) Stock-taking of Coal- Coal will be weighed in on receipt and stock in 500 tons
and stock will receipt and stock in units of 500 tons and suitable marked with
while bands and a certificates as to correctness quantity in each stock will be
furnished to the stock verifier when receipt in.

e) Stock taking of Soda, Nitrate, Cotton Waste etc. will be weighed in the presence
of the stock verified and stacked in lots of convenient will not be disturbed or- re-
stocked in a different from that is when originally stacked. If it should be
necessary to do this, the bags or bales counted again in the presence of stock
verifier.

238
 STOCK TAKING OF TEXTILE MATERIALS

a) A test check not exceeding 5 % of the stock will first be conducted and the
contents of the remaining packages accepted in accordance with package making.

If wide variation is observed in first test, a second and third test check not
exceeding 5% of the stock from a different lot will be conducted in each test.

If wide variation is observed in all the three test check , the matter ill be reported
to the GM for necessary action.

Computed verification - Lists will be maintained for items which are not actually
counted, weighed or measured with conversion factor recorded for each item. Details of
exact method of arriving at the conversion factories will be recorded, including the
number of samples counted /weighed /measured, the number of such checks, variation
etc. duly certified by the senior Stock Verifier.

Inventory Register- Each sheet of the Register will bear the initials and dates of
the Stock Verifier and number of item checked.

Machinery, Building Electrical installation - items to be verified are those, which

are separately borne in Block Register of Capital Assets.

Medical Stores Register - Stock verified will enter in red ink the balance found in
physical verification by him on the day of stock taking.

Addition ands Alteration - All amendments to original entries will be made neatly
and attested with initial and date.

Internal Verification :

In addition to but not concurrently with the regular stock verification in factories
by the DGOF stock verification organization at least 10 percent of the total items of
stores stock will be verified by factory staff as an additional chock. The items selected
should be those which are costly per unit, those frequently received and issued and easily
salable in the market and in general, where past experience shows the desirability of
greater vigilance.

239
 Codification in Ordnance Factories.

1. Major Grouping : The first two digits of the code indicate the Major category. All
raw materials will be recovered within the numbers 01-39, tools within 40-59,
components within 60-09. In the allotted numbers, it is generally proposed to utilise not
more than 50% of the numbers at present, leaving the balance for future items and to
provide flexibility in dealing with later plans.

2. a. Raw Materials : The structure of the code for raw materials will be broadly
similar but will vary in detail depending if the item in question is a metallic product, a
chemical item, laboratory equipment, clothing store, spare part for machinery, etc. In all
these cases an attempt is made to classify, and associate similar items in an orderly
method. Each digit denotes by its position some definite attribute, and by its value some
definition of that characteristic like the composition or size. The order system
(numbering by sequence) is followed where classification and composition/size is likely
to cause difficulty later for reference to the code index, as for example, in chemicals
where detailed classification tends to be complicated and technical. In such cases, the
items are first broadly divided into a few groups which could be understood easily, and
subsequently listed in alphabetical sequence and numbered. Similarly, in the case of
spares they are numbered in sequence factory-wise for each type of machine. For
Grinding wheels, the numbers in the received DGOF Master list of Grinding Wheels are
used.
Examples of numbering are given in each Master List of items giving the
nomenclature and code number.
b. The proposed list of Major categories of raw material items is given as Appendix 'A'.

3. a. Metal Items Structure :- The structure of the 10 digit code is as follows :

XX XXX XX XXXX

240
 Major Minor Shape Size
Classification (Composition)
All ferrous and non-ferrous materials (metals) such as rounds, flats, forgings,
castings etc. formerly classified under vocab Section G-2 are classified in this category.
There are seven Major categories. The minor classification is made on the basis of
chemical composition. It will be noted that the OFs have to handle various specification
during manufacture of service stores and other products. Although specifications may be
essentially of the same category, it will not be possible to utilise materials not strictly to
specification. As such, it will be necessary to allot different code numbers for each of
these specifications till such time standard material specifications are adopted for the
Ordnance Factories.

While classifying the various steels, the recommendations of the Indian Standard
Institution, as well as the procedure adopted by the SAE and BSS were studied. It is
considered that the classification by tensile properties (a criterion which is used as a basis
design) would not be feasible. The ISI designates steel by its chemical composition,
says, a steel of 0.30 to 0.40% carbon, 0.60 to 0.90% manganese Steel, is designated as
C,35, Mn.75. Such a system is not suitable for a numerical code. The SAE has generally
a 4 – digit code number, with first number specifying by code the type of steel, the
second number indicating the major alloying element and the third and fourth digits
giving the average percentage of carbon ( in points). For example, SAE 1015 shows that
it is a plain carbon steel with average carbon content of 0.15%. The difficulty of our
adopting this system would be that steels of slightly different specification cannot be
fitted in. In the British system, which has also been adopted by the Royal Ordnance
Factories, the steel is specified by four significant code letters, the first indicating the
major steel group, the second the minor classification in each of the major steel groups,
the third the metallurgical condition including the ultimate tensile strength and the fourth
letter of finish ie., if bright drawn etc. For example, QAUD indicates that the steel is 3%
Chromium Molybdenum heat treated to spcn. RS 970. Tensile 60/70, precision
ground. It will not be possible to convey all these information in a numerical code of the

241
same size, and since we have to follow the numerical code, the adoption of a similar
system will not be possible.

b. Specification : The proposed system of coding specification is as follows ;

All the steels are first grouped together in major categories e.g. Deep Drawing
Steel, Free Cutting Steels, Plain carbon Case Hardening Steels etc., and the different
specifications/schedules that are in use at present in Ordnance Factories are listed under
each of these groups. A 3-digit number represents the now IOF Schedule number which
covers the present range of manufacture of steels and has already replace the MSF
Schedule. Steels to other specifications like ISS, BSS, DIN will be allotted a sub-number
if the specification differs significantly from the corresponding steel in the new IOF
Schedule. Ample provision is made for addition of new specification: as a result of
standardisation, if certain specifications are dropped, then the material under this code
number is either transferred to the nearest equivalent specifications or allowed to waste
out. Such a system, it is felt, would be suitable to cater to the needs of the Ordnance
Factories at present. A similar system is followed for non-ferrous alloys.

c. Shape : The sixth and seventh digits will be a number which will indicate among
other things the shape, the type of manufacture as in the case of forgings/castings when
the item has no standard shape, and will also be used to subdivide the standard shapes to
take into account different metallurgical conditions or surface treatment. A detailed list is
given in Appendix 'B'. With this system it will be possible to differentiate between the
forgings/castings and the rest of the items.

d. Size : An attempt has been made to indicate the size in the last three digits of the
code. It will however, not be possible to indicate sizes in all cases as for example, in
channels or angles. The principles governing the allotment of numbers are given in
Appendix 'B'. It will be seen that while for rounds and squares the size can be indicated
in these three digits of the code, for other shapes, the item code No., is given serially after
listing the item according to size.

242
 Major orders 01 to 08 Ferrous and Non-Ferrous Alloys
Appendix 'A'

01. Unclassified, free cutting, deep drawing, carbori-steels, and Spring Steels.
02. Tool Steel (Carbon), Total Steel (Alloyed), H.S.S.C – Min. Manganeses
Molybdenum Steels.
03. Nickel Steel, Nickel-Chromium, Stainless & Heat-Resisting, Nickel-Chromium-
Molybdenum, Chromium, Chromium-Molybdenum-Steels.
04. Case Hardening Steels, Case Hardening Alloy Steel, Cast Iron Steel, Ferro-Alloys
and Forrous Scrap.
05. Blank.
06. Light (AI/Mg) Alloy.
07. Copper and Its Alloys.
08. Other Non-Ferrous Alloys.
09. Blank.
Appendix 'B' Ferrous Items.

Codification of shapes, sizes and metallurgical conditions of ferrous items :-

1. In the 10-digit code proposed, the first 5 digits will be utilised for codification
of different specifications and chemical compositions and from the 6th digit onwards the
Nos., will be used to codify shapes, sizes and metallurgical conditions.

2. The different Shapes which should be codified are :-

1. Rounds
2. Wires
3. Squares
4. Half Rounds
5. Hexagons
6. Plates & Sheets

243
7. Flats and Strips
8. Tubes
9. Blanks
10. Billets
11. Blooms
12. Ingots
13. Structural Section e.g. Tees, Angles Channels etc.
14. Special Extruded Shapes
15. Hoop
16. Ribbon
17. Shaftings
18. Castings
19. Forgings.

3. The different metallurgical conditions which should be considered, for codifications are
:-

1. Annealing – with or without special properties.

2. Hardening – Half hard, quarter hard etc.
3. Rolling – Hot, cold, cold bright etc.
4. Drawing – Hot or cold, drawing bright etc.
5. Forging
6. Heat – Treatment for desired textile strength.
7. Surface finished – pickled, bright polished etc.
8. Softening – Normalised ect.
9. Galvanised.
10. Other Miscellaneous Treatment.

4. Though actual number of shapes are about 20, about half the number of shapes
viz., blanks, billets, ingots etc. have generally no special heat-treatment and hence it will
not be necessary to reserve separate digits for signifying the metallurgical condition.

244
 5. Considering all these aspects, it is proposed to specify the shape together with
metallurgical conditions in 100 Nos. (00-99) available in 6th and 7th digit of codification
structure. 8th,9th and 10th digits are reserved for codifying sizes.
The codification for the 6th and 7th digit will be as follows :
00 - Round (Unspecified) ¼ "
01 - " annealed
02 - " hot rolled
03 - " cold rolled / cold / drawn / bright drawn.
04 - " high tensiled
05 - " surface finished
06 - " forged
07 - " normalised
08 - " hardened and tempered
09 - " treated to special specification.
10 - Wire (unspecified ) upto ¼ "
11 - " annealed / soft
12 - " patented
13 - " galvanised
14 - " drawn.
15 - " surface finished
16 - " high tensiled
17 - " hardened and tempered
18 - " piano
19 - " with misc. treatment.
20 - Plates & Steels (any thickness)
21 - -do- annealed
22 - -do- hot rolled
23 - -do- cold rolled
24 - -do- galvanised
25 - -do- PCRA – D.D
26 - -do- chequred – E.D.D.

245
27 - -do- perforated
28 - -do- corrugated / galvanised
29 - -do- misc.treatment (tinned)
*30 - Flats (3/8" thick & onwards)
31 - " annealed * (Flats include sizes of thickness above 9 mm)
32 - " hot rolled
33 - " cold rolled
34 - " drawn
35 - " surface finished
36 - " forged
37 - " hardened
38 - " normalised
39 - " misc.
40 - Hexagon
41 - " treated for T.S.
42 - " hot rolled
43 - " bright drawn / cold drawn
44 - " surface finished
45 - " misc.
46 - Billet. Hex (A.C.)
47 -
48 - Ingot So
49 - Bloom Hex / Gothic
50 - Squares Hardened & tempered
51 - " annealed
52 - " hot rolled
53 - " cold rolled / cold drawn
54 - " misc.
55 - Tubes
56 - " seamless/drawn
57 - " solid drawn

246
 58 - " cold drawn
59 - " misc.
**60 - Strips & Hoop/s (upto 3/8" thick) (** strips include hoops, ribbons, foils
of thickness below 9 mm)
61 - -do - annealed
62 - -do- hot rolled
63 - -do - cold rolled / drawn / hard
64 - -do- half hard
65 - -do - surface finished
66 - -do- forged
67 - -do - hardened
68 - -do- ¼ hard
69 - -do - misc.
70 - Structural Section
71 - Plates & Sheets of Special dimensions
72 - Special Extruded Sections
73 - Pigs
74 - half rounds
75 - Octagons
76 - Castings
77 - Castings
78 - Blanks
79 - Forgings - Round
80 - Blanks - Round
81 - " - Flat, Hollow, Square etc.
82 - Billets - Round
83 - " - Flat, Hollow, Square etc.
84 - Blooms - Round
85 - Blooms -
86 - Ingots - Round
87 - Ingots - Flat
88 - Die block

247
 89 - Misc.
Strips not covered under 60
90 - Strips & Hoops
91 - -do - annealed
92 - -do- ½ rolled
93 - -do - hard / cold drawn
94 - -do- ¼ hard
95 - -do - heat treated
99 - -do - misc.
80 to 89 - All sorts of other shapes, special heat treatment conditions, special
dimensional accuracy's etc. will be catered for by these numbers. Hence each shape with a
specific metallurgical conditions, will have 1000 numbers (000-999) available for
codification of sizes.

7. The number of items in case of blanks, billets etc., will not exceed the above
mentioned no., as found out from a study of returns from all the factories. The difficulty
will be experienced in the case of castings and forgings as their number is quite large but it
is assumed that the castings and forgings will be classified under components and those
which must come under raw materials can be accommodated in the groups reserved.

8. As regards codification of size, it will be very useful to adopt significant size coding
and to indicate directly the actual size in the codification structure. This may not be
possible for all the shapes as more than one dimension will be involved in case of flats,
tubes, structural sections etc. Hence except rounds, wires, squares, hexagons, plates and
sheets, all other shapes will have their corresponding sizes listed in a particular order and
the size code numbers allotted. In case of rounds, squares, wires, hexagons and plates, the
dimensions are indicated in the last 3 digits. For uniformity as well as for
determining/availability of materials of size nearer to the desired one, only the metic
system is used in size codification. An approximation to the nearest metric size will be
made where necessary. Thus 8th, 9th and 10th digit will show the hundreds, tens and unit
mm size ( 1 to 999 mm). Rounds will rang from 10mm to 999 mm while wires will range

248
from 9.99mm to 0.01mm. In case of plates the basis of size codifications is thickness and
hence sizes from 0.1 to 100 mm will be given.

Generally 1 mm to 999 mm will cover all the sizes of squares, hexagons etc., but
any size less than 1 mm (though rare), will be codified by the use of group from 990 to
999 in last three digits.

Example
Nomenclature 6th & 7th digits 8th ,9th & 10digits
1. Steel round 1" 00 025
2. Steel round 3/4" annealed 01 019
3. Wire Mild Steel 8 SWG 10 406
4. Wire Mild Steel 7 SWG Galvd. 13 447
5. Steel Cold Rolled Sheet 8 BG 23 013
6. Steel Mild Flat 3/8" X 2½ " 30 306
7. Steel Tool Carbon Sq.1" 50 025
8. Tubing Steel Round ½", ¼ X SWG 56 132
9. Steel Mild Flat ¼" X 1½" (Strip) 60 796
10. Steel Mild Blanks 6½" X ½" X 1½" 80 xxx

ALUMINIUM (06) & ITS ALLOYS

00 Round (1/4" and above)

01 " Annealed .....................(0)
02 " As manufactured (Hot Rolled /Extruded) (M)
03 " Solution Treatment Only (W)
04 " Precipitation Treatment. (P) only
05 " Sol. Treatment & PPT Treatment (WP)
06 " 1/4 Hard
07 " 1/2 Hard
08 " 3/4 Hard

249
09 " Misc.
10 Wire (Unspecified) - Less than 1/4"
11 " Annealed and lightly drawn - 0
12 " Hard
13 " Sol. Treatment only (W)
14 " PPT Treatment only (P)
15 " Sol. Treatment & PPT Treatment (WP)
16 " 1/4 Hard
17 " 1/2 Hard
18 " 3/4 Hard
19 " Misc.
20 Plate and Sheets (any thickness)
21 -do- Annealed --0
22 -do- As manufactured / Hot Rolled / Extruded (M)
23 -do- Sol. Treatment only (W)
24 -do- PPT Treatment only (P)
25 -do- Sol. Treatment & PPT Treatment (WP)
26 Hard
27 1/2 Hard
28 3/4 Hard
29 Misc. (Chequered)
30 Flats (3/8" - 9.5 mm = 10 mm & upwards)
31 " Annealed --0
32 " As manufactured -- (M)
33 " Sol. Treatment only (W)
34 " PPT Treatment Only (Hard) -- (P)
35 " Sol. Treatment & PPT Treatment -- (WP)
36 " Hard
37 " 1/2 Hard
38 " 3/4 Hard
39 " Misc.

250
40 Hexagons
41 " Hot Rolled / Extruded
42 " Cold Drawn/ Extruded and Drawn
43 " Surface Finished
44 " Misc.
45- 49 " Blank
50 " Squares
51 " Annealed -- 0
52 " As manufactured / Hot Rolled / Extruded (M)
53 " Sol. Treatment (W)
54 " Misc.
55 Tubes
56 " Annealed
57 " As manufactured / Extruded (M)
58 " Sol. Treatment (W)
59 " Misc.
60 Strips (Less than 3/8", 9.5mm (10mm))
61 " Annealed & Lightly drawn -- 0
62 " As manufactured / Hot Rolled / Extruded (M)
63 " Sol. Treatment (W)

CODIFICATION OF FERROUS SCRAPS

Ferrous scrap will be codified under Major Code 049

The code structure is under :

Minor
Group Any
Major
Indicating Shape Condition Quality Use Special
Group
Gradation Condition
of Scrap
XXX
XX X X X X X
049

SCRAP CODIFICATION

251
 (4TH & 5TH Digits)

00 No Particular Grade (Cast Iron)

01 Grey Cast Iron Gr. I
02 Grey Cast Iron Gr. II
03 Grey Cast Iron Gr. III
04 Cast Iron spheroidal Graphite
05 Ni. Cast Iron
06 Ni. Cr. Cast Iron
07 High Ni. Cr. Heat Resisting Cast Iron
08 High Ni. Heat Resistant (Ni. - Crosilal)
09 Wrought Iron
10 Cast Iron A
11 Carbon Steel Gr. A (C .75 - 1.0%) Steel
12 " Gr. B (C .55 - .75%) H.T.
13 " Gr. C (C .20 - .55%) M.S.
14 " Gr. D (C .00 - .20%) D.D. Qlty
15 " IX / 3
16 Spring Steel
17 Soft Iron
19 Steel Scrap Special A
20 Carbide Tips
21 Tool Steel W1 (XV/8, XV/6,XV/2,XV/7)
22 Tool Steel W2 (XV/4)
23 -do- W3 (XV/1, XV/3)
24 -do- WCM, WCM/1, WCM/2(XVIII/1, XVIII/2)
27 -do- W-Co. 5%, 10%
28 -do- W4-XV/9,XV/5
31 Nickel Steels HN-X1/1, X1/2
32 Nickel Steels LN-X1/3,X1/5,X1/9,X1/6,X1X/1
33 Nickel Steel LNC-X11/8,X11/10
34 -do- HNC-X11/1,X11/2,X11/6,X11/9,X11/3,X11/4

252
35 Nickel Steels N. Cr. W - X11/5
36 As austentic - X11/5
41 Cr. Steel HCR-XV1/4
42 -do- LCR-XV1/3,XV1/5, XV1/6, XV1/8, XV1/9, XV1/10
43 Cr. Steel S- XV1/1, XV1/2
51 Mo. Steels HM-C Mushed (High Mn. Casting)
52. Mo. Steels LM IX/6,IX/5,IX/4
61 Ni. Cr.-Mo. HNCM-XIV/1,XIV/3, XIV/2, XIV/6, XIV/7, XIV/12
62 Mo. LNCM- XIV/9, XIV/10, XIV/4, XIV/8, XIV/11
71 Cr-Mo. HCM-XVII/7,XVII/9
72 LCM-XVII/1, XVII/2, XVII/3, XVII/4, XVII/5, XVII/6, XVII/7, XVII/10,
XVII/11
81 Sulphur Bearing F & LF
82 Lead Bearing - L
90 Master Alloys Soap - Ferro Alloys - Followed by Material No.
91 Steel Misc.

6th Digit : Shape

0 No particular change
1 Light (Sheet, Plate, Conduit, Pipe, Cutting Bearings, Macro,
Micro Sample of Bars & Rods)
2 Medium (Billets, bars, small semiblooms, casting)
3 Heavy (Ingots, blooms, casting, dead heads)
4 Skull (Ladle & Pit, Gas Cut)
5 Ingot Mould, Heavy Castings & Castings Required Breaking
9 Misc.

7th Digit : Condition

0 No condition 4 Forged
1 As Cast 5 Rolled
2 Mentioned 6 Hoop

253
 7 Steel Crales 9 Misc.
8 Boxes

8th Digit : Quality 9th Digit : Use

0 No special mention 0 Melting
1 Clean 9 Misc.
2 Light Rust 10th Digit : Any special conditions
3 Heavy Rust 1 Waste Product
9 Misc. 2 Useful
3 Alloy

Description No. Middle Brown 411

Light Buff 358 Dark Brown 412
Middle Buff 359 Nut Brown 413
Deep Buff 360 Description No.
Light Stone 361 Golden Brown 414
Middle Stone 362 Imperial Brown 415
Dark Stone 363 Orange Brown 439
Portland Stone 364 Dawn Pink 440
Vellum 365 Ebonite Pink 441
Traffic Yellow 368 Light Salmon Pink 442
Light Straw 384 Salmon Pink 443
Light Biscuit 385 Terra Cotta 444
Champagne 386 Venetian Red 445
Sunshine 387 Red Oxide 446
Beige 388 Deep Indian Red 448
Jasmine Yellow 397 Light Purple Brown 449
Jasmine Brown 400 Chocolate 451
Coral Pink 403 Gulf Red 473
Light Brown 410 Leaf Brown 489

254
Beech Brown 490 Quaker Grey 629
Service Brown 499 French Grey 630
Red 500 Light Grey, Battleship Grey 631
Reduced Red Organic Dye, Staff 520 Dark Admiralty Grey 632
Fire Red 536 RAF Blue -Grey 633
Signal Red 537 Slate 634
Post Office Red 538 Lead 635
Crimson 540 Middle Graphite 671
Maroon 541 Marnic Grey 680
Light Orange 557 Smoke Grey 692

Traffic Red 570 Aircraft Grey 693

Dove Grey 694
India Saffron 574
Dark Blue-Grey 695
Deep Orange 591
Light Admiralty Grey 697
International Orange 592 Violet 700
Grey 600 Dark Violet 796
Silver Grey 628

Table – 1
* SCAMIC Nos. 314 and 207 are used in codes to represent Olive Green and Olive Dark Drab respectively.
Nos. 220 & 298 are not used since descriptions of almost all Olive Green paints refer to the SCAMIC and
not the ISC standard colours. No.220 is used where Joint Service Specifications stipulate O.G. according
to ISC standard.

CODIFICATION OF ALL ABRASIVES, GRINDING WHEELS, OIL

STONES ETC.
The total No. of digits in a code no. for the above item is ten.
For abrasives, papers, cloth, powders, the classification given in I.S.715, 1962 is followed and the
proposed code structure is as follows :

1 3 X X XX XXXX

Size

Grade &
Major Code Shape
Abrasive
(Emery, flint etc.)
Type
(Paper, Cloth etc.)
255
 The details are as follows : - (Other than Grinding Wheel & Stone)

1. The third digit will indicate Paper --1; Cloth - 2; Powder -3; Grinding Wheel --4; Oil Stone/Honing
Stone -- 5; Miscellaneous or Not Mentioned --9.

2. The fourth digit will indicate the Abrasive : flint --1; Glass-2; Garnet -3; emery --4; Corrundum --5;
Silicon Carbide --6; Aluminium Oxide --7; diamond -8; Abrasive Not Mentioned --9.

3. The 5th and 6th Digits are used in blocks of '20' for various shapes along with grade, such as
01-19 ==> Sheets 20-39 ==> Belts
40-59 ==> Tapes/Rolls 60-79 ==> Discs.
Unspecified grit will be indicated by 99.

4. The sizes of different shapes will be indicated by the last four digits (7th to 10th).
(Clauses 3 & 4 apply only in case of Sheet, Belt, Tape and Disc)

7th to 10th Digits

a. Sheets : The sizes i.e. length and breadth in cms. will be put in the last four digits
e.g., 23X20 cms. will be written as '2320'

b. Tape Rolls : Only the width will be considered and not the length for coding. The width will be
expressed in millimeter and directly put in the last four digits. e.g. for 25mm to be put '0025'.
Dimensions not given, will be written as '0000'.

c. Discs : The external and internal diameter will be expressed in cms. and directly put in the last four
digits e.g. 75 x 15 cms. will be written as 7515.
Dimensions not mentioned will be indicated by '0000'.
GAS CYLINDERS

Major Code : 14
rd
3 Digit :8 } 148

4th Digit : Gas for which the cylinder is intended.

th
5 Digit : Addl. information like W/o valve etc.
th
6 Digit : Condition of store viz. serviceable, repairable etc.
th
7 Digit : Unit code.
th th th
8 ,9 & 10 : Capacity/Size.

256
4th Digit
Gas 4th Digit Code
Ammonia 1
Oxygen 2
Chlorine 3
Freon 4
Acetylene 5
Nitrogen 66
Hydrogen 7
N2O 8
SO2 ,CO2 9

5th Digit : Further Particular

With Valve 1
With Valve & Cap 2
W/O Cap 3
W/O Check Nut 4

6th Digit : Condition of Store

General 0
Serviceable 1
Unserviceable 2
Repairable 3

7th Digit : (Unit of Capacity)

(Same code as for 143, 144 etc.)

8th,9th & 10th Digits

Capacity is directly given in the last three digits and is specified by the seventh digit.

Note :- In cases where the sizes are given instead of capacity, the relevant digits will be serially numbered.
The code for 7th digit in such a case will be zero.

Codification of Electrical Items

257
 All electrical items and spares have been coded under Major Head 15 in first two places of the ten-
digit code.
These items have been subdivided as follows :-

Code Electrical Store

First Second Third
digit digit digit

1 5 0 - Cable Boxes, Conduit Boxes and Distribution Boards

1 - Carbon Brushes
2 - Bulbs, fluorescent lamps & Fittings and Fans
3 - Cables and Wires
4 - Switches and Fuzes
5 - Instruments
6 - Insulators and Insulating Materials
7 - Motors, Starters and Generators
8 ,9 - Other Stores
Codes for 4th to 10th places are fixed according to the type of store and is defined in detail in the
nine enclosures under the above-mentioned heads.

5TH 7th & 8th

6TH No.of Ways 9th Outlet 10th Lid
SHAPE Dia of Thread
Rect or Not specified 0 Unspecified 0 N, 1/2" 01 Straight thro or 0 With
& Ways (direct) not specified Lid/Unspecified
Circular 1 5/8" 02
Oblong/Ovel 2 3/4" 03 Tee 1 Without Lid
Octagonal 3 1" 04 Rt. Angle/Elbow 2 Flush with Lid
Pendent thr 'O 4 1.1/4" 05 Back 3
Pendent Terminal 5 1.1/2" 06 Front 4 Flush without Lid
Circular/Terminal 6 2" 07 Tangent 5 Inspection with Lid
Complete with 3 pin 7 2 1/2" 08 Inter Section 6
Socket
3" 09 Inspection without
Lid
3 1/2" 10 FLP
4" 11

15009 - Discs

6th Digit 7th Digit 8th & 9th 10th

th
Shape code as for Dia of Thread as Dia direct for 7 - Rectangular No. of Lid
5th adove circular length in 8th - Oval As above
inches. Breadth in
inches

GLASS TUBINGS, GLASS FILTER, GLASS MOULDS ETC.

MAJOR CODE : 26 ( Dehradun Items)

258
1st & 2nd Digits : Major Code '26'
3rd Digit : Type of Moulds

The code structure for 3rd to 10th digits are given below for individual moulds :
1. Optical Glass Random Slabs
3rd Digit : 1
4th to 6th Digits : Indicate the 'V' Value to the first place of decimal
7th to 10th Digits : Nd – 1 to four places of decimal.
N.B. Nd – refractive index of glass in 'd' line

Nd – 1
V = ---------------- Where Nf & Nc are refractive indices of Glass in F and C lines.
Nf – Nc

Example Item Code

Optical Glass Random Slab of Na = 1.5100 and V = 64.4 26 1 644 5100

2. Optical Glass Pan Cake (Disc.) Mouldings

3rd Digit : 2
4th to 10th Digits : Indicate the first seven digits of the Work Order of
the component for which it is intended.

Example Item Code

Optical Glass Pan Cake Moulds W.O. No. 41/16391/00 26 2 4116391

3. Optical Glass Curved (Radiussed) Mouldings

3rd Digit : 3
4th to 10th Digits : Indicate the first seven digits of the Work Order
No.of the component for which it is intended or drg. no. of
moulds.

4. Optical Glass Prism Mouldings

3rd Digit : 4
4th to 10th Digits : Indicate the first seven digits of the Work Order
No.of the component for which it is intended or drg. no. of
moulds.

259
5. Filter Glass
3rd Digit : 5
4th to 6th Digits : Indicate the percentage transmission for 2mm
thickness upto one place of decimal.
7th and 8th digits : Show colour denoting the Sl.No. of the Serial in the
Alphabetic Serial.
9th and 10th Digits : Show the typical Chance No.

Example Item Code

Filter Glass of percent Transmission for 2mm Thickness = 2.63 26 5 263 14 31
Type of Filter : ON-31
Where O indicated optical glass which is common for all filters and N is denoted by the 14 the serial in the
alphabetic serial.
31 is the chance no.

6. Glass Tubings
3rd Digit : 6
4th to 6 th Digits : Are Zero '000'
7th & 8th Digits : Denote the outer diameter in mm.
9th & 10th Digits : Denote the inner dia in mm
Example Item Code
Tubing Outer dia 12 mm and inner dia 9 mm 26 6 000 12 09

7. Parallel Plate Glass

3rd Digit : 7
4th to 6 th Digits : Denote thickness in mm to the first place of
decimal.
7th to 10th digits : Are Zeroes or area of sheet in sq inch.
Example Item Code
Parallel plate Glass of thickness 10.2 mm 26 7 102 0000

8. Spectacle Crown Glass

3rd Digit : 8
4th to 6 th Digits : Denote thickness in mm to the first place of
decimal.

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 7th to 10th digits : '0000' or area of sheet in sq inch.

9. Others
3rd Digit : 9
4th to 6 th Digits : '000'
7th to 10th digits : Denote Serial No.

CODIFICATION OF TOOLS
Major Codes : 40,41, 42,43 etc.

The first digit in the code structure of Tools i 4.

The Tools covered under this category are broadly divided into the following categories :-

Tools

Hand Tools Tools Used in Special Type of Dia Gauges Measuring

Machines Tools with Instruments &
Drg. Nos. Pressure Gauge
Maj. Code 40 Maj. Code 41 Maj. Code 42 Maj. Code 43

Hand Tools : Major Code 40

1—2 3—5 6—10

XX XXX XXXXX

Maj. Code 40 Group Code of Nomenclature Shape, size etc. Actual structure
of Tool, unless otherwise varies with each tool as
mentioned. indicated in the following pages.

The following pages show the code structure for various Hand Tools. The nomenclature viz. 3rd to 5th
digits are arranged in alphabetic sequences.
HAND TOOLS

Sl. No. Nomenclature Code in 3rd

to 5th digits Code structure for 6th to 10th digits
1. Adzes 001 6th and 7th 8th to 10th
Type Size
1. Carpenters Sizes are specified in inches
2. Indian and steps of 1/8th of an inch
3. Coopers e.g. 2 1/8 is 017; 103/4 is 086
2. Angle Plate 002 6h 7th and 8th 9th & 10th
Material Base Height in Inch
Dimension
0 Unspecified in inch

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 1 Cast Iron
2 Steel
3 Box Angle Plate (e.g.)
3. Anvils 003 6th and 7th 8th to 10th
Type Dimension
01 Single Beak In inch & Steps of Eighths
02 Jewellers
03 Tinman's
04 Block
4. Axes 004 6th and 7th 8th to 10th
Type Weight in Ounce
01 Fireman
02 Hand
03 Felling
04 Hatchet Head
05 Kent
06 ICE
07 Pick

Examples of Working of the Code

Item Code
1. Cartridge 9 MM Ball MK 2 60 1281 0000
2. Cartridge 9 MM Ball MK 4 60 1282 0000
3. Body for Fuze Percussion DA & Graze No. 119 63 3081 0200
4. Stamping for body -do- 63 3081 0201
5. Fuze V1 9P 63 3700 0000
6. Body Rear Post for Fuze V1 9P 63 3700 0200
7. Booster Relay for Body -do- 63 3700 0240
8. Relay Socket -do- -do- 63 3700 0242

In the above examples, serial Nos. 1 & 2 indicate that they are identical items except for difference
in Mark Nos. which is specified in the sixth digit by 1 & 2 respectively.

The serial Nos. 3 and 4 differs only by condition of the component the former indicating the
finished component and the later, the raw material for the body viz, stamping.

Serial No.5 to indicate the main assembly and sub-assembly for the same ammunition item.
Sl.No.8 is a component of sub-assembly of Sl.No.7 which is turn goes into main assembly of Sl. No. 6
Sl.No.5 is the fully assembled Ammunition item.

CODIFICATION OF ORDNANCE ITEMS

MAJOR CODE : 70 TO 79

The first digit in the ten digit code structure viz. '7' indicates all ordnance items which include the
following :-

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i. Small Arms
ii. Aircraft Guns
iii. Anti-aircraft gunts
iv. Recoilless guns,
v. Mortars
vi. Rocket Launcher
vii. Pack Howitzer
viii. Guns, Tank Field & Naval
ix. Tools & Gauges
x. Accessories & Spares
xi. Miscellaneous (Scalbard Bayonet)
xii. Control Instruments for Weapons.

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The basis on which the ten digit code structure is used as shown below :

1st 2nd 3rd 4th 5th 6th 7th 8th 9th 10th

X XX XX XXXX X
Major Code'7' Indicate the Type Nomenclature of These four digits This digit
for Ordnance of Ordnance stores, Example, bring out the details specifies whether
Items Store, whether it In case of Small of Main the individual
is Small Arms, Arms, whether it Assemblies, Sub- component under
Mortars, Pack is Bolt Action Assemblies etc. question is a
Howitzer etc. Rifles Semi- forging or a
Automatic casting, or an
Rifles, Bren extruded material
Guns etc. etc.
The first five digits specify the nomenclature of the complete ordnance store.

6th to 9th digits specify the Major & Sub-Assemblies and the 10th digit specifies the Type of Component.

When the 6th & 7th digits are 20,30,40,50,60 & so on, they indicate that they are followed by sub-
assemblies bearing Nos. 21,31,41,42,51,52,61,62.

When the 6th & 7th digits are '00', they indicate that the components go into the final assembly direct.

When the 6th & 7th digits are 80 & 90 they indicate that there are 3 level assemblies.
REFERENCE :

1. Material Management and Procurement Manual

2. OFIL Dehradun course material

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