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CHAPTER III
PURCHASE OF STORES POLICY AND RULES
Purchase Policy

301. Source of Supply. There are four sources of supply or receipt of

materials required by Railways:

(a) Purchases,

(b) Manufactures by Railway Workshops,

(c) Returned Stores,

(d) Transfer of Stores from other Railways or departments.

Of these, the purchase of stores is the most important and this chapter deals
with the rules prescribed for the purchase of stores (other than printing and
stationery stores). The rules are in accordance with the policy of the
Government of Pakistan to make their purchases of stores for the Public
Service in such a way as to encourage the development of the industries of
the country to the utmost possible extent, consistent with economy and
efficiency.

302. Order of Preference.—In making purchases, preference will be given

in the following order:—

First, to articles which are produced in Pakistan in the form of raw materials,
or are manufactured in Pakistan from raw materials produced in Pakistan,
provided that the quality is sufficiently good for the purpose;

Secondly, to articles wholly or partially manufactured in Pakistan from

imported material provided that the quality is sufficiently good for the
purpose;

Thirdly, to articles of foreign manufacture held stock in Pakistan provided

that they are of suitable type and requisite quality,

Fourthly, to articles manufactured abroad which need to be specially

imported.

303. Quality.—In the case of the first two categories mentioned in

paragraph 302 above, the condition is that the quality is sufficiently good for
the purpose, and for the third category the condition is that the articles are
of suitable type and requisite quality. This means that articles coming under
the first two categories should be accepted unless it is considered that the
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quality is definitely not up to the standard required, even though the

imported articles may be considered to be of better quality.

304. Price Preference. — Price reference upto a maximum amount of Rs.

100 in each case for a single purchase order may be granted by the General
Manager of a railway to articles produced or manufactured in Pakistan either
wholly or in part, when he consideres that a limited degree of price
preference would be advantageous to the encouragement of Pakistan
Industry in accordance with the general policy of the Government of
Pakistan. Half-yearly returns showing details of cases in which price
preferences have been granted together with the amount of preference and
percentage should be submitted to the Railway Division in from S 304
(below) by the 1st February and the 1st August each year. Any case
involving a price preference in excess of the above amount should be
submitted for the orders of Railways Division. It should be noted that no price
preference should be given to articles falling in the third category mentioned
in 302 over those which come within the last category.
Form No. (S.303)

STATEMENT OF PRICE REFERENCE FOR HALF YEAR ENDING

30=6~..
31=12~..

Price Preference
Description of the Involved Name of firm
Item Rema
material granted
No Amoun Percenta rks
purchased preference
t ge
Rs.

305. Rupee tender system.— Save as provided in paragraphs 360 to 364,

all articles required to be purchased should be purchased on the condition
that delivery is made in Pakistan for payment in rupees in Pakistan.

306. Indents.— Indents for stores, other than the classes of stores
specified in paragraph 360 should not be sent to the Director-General,
Supply and Development, but the stores should be obtained by calling for
tenders in accordance with the provisions set out in the paragraphs 305 to
359.

307. Payments.—Except in special cases, full payment for the stores

should not be made against shipping or other despatch documents, but only
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after delivery of stores has been taken by the Receiving Officer and stores
are found to be satisfactory in every respect.

Tenders Both in Pakistan and abroad

308.
(a) Tenders should be invited in Pakistan, and abroad also when
considered desirable, for the supply of all articles which are
purchased under the rules contained in paragraph 301 to 359,
unless the value of the order to be placed is small, or sufficient
reasons to berecorded exist which indicate that it is not in public
interest to call for tenders. No tender which fails to comply with
the condition as to delivery and payment prescribed in
paragraph 305 should be accepted.

(b) In the case of the items detailed in the list shown below, High
Commissioner for Pakistan in U.K. should be furnished with
copies of all calls for tenders (whether made by the Railway
administration or Railway Division), excluding those, the value of
which does not exceed £ 5,000. Copies of relevant drawings
(other than ferros of B.E.S.A., I.R.C.A., and P.R.S. components)
should also be supplied at the same time the copies of calls for
tenders are supplied.

List of items Mentioned above

Bridge Work. Internal combustion coaches and spare

Engineers’ plant excluding petty tools. parts.
Workshop machinery and heavy tools. Coaching stock.
Steel sleepers. Goods stocks.
Chains and fastenings. Spare parts—coaching and goods stock.
Locomotives and spare parts. Steel (excluding permanent~way materials).
Rail motors and spare parts. Iron (excluding permanent~way materials).
Steam coaches and spare parts. Other metals.
Electrical motor coaches and spare parts Electrical plant and materials.

Tenders Abroad

309. Powers of General Managers.—The discreption to invite tenders

from abroad will rest in the General Manager.

310. Publicity.—Tenders should be invited abroad as well as n Pakistan,

wherever it is considered necessary or desirable to do so in order to obtain
adequate publicity and so ensure economical purchase. These considerations
will apply mainly to the categories of stores which had in the past been
obtained by indent on the High Commissioner for Pakistan in U.K., and when
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dealing with the purchase of such classes of stores it is essential that tenders
should be invited abroad in order to obtain wide competition and utilize all
possible sources of supply.

311. If the response to any invitation to tender is poor owing to inadequate

publicity or some other reason, fresh tenders should be invited and
measures taken to bring the invitation to tender to the special notice of all
likely tenderers.

312. When the circumstances of a particular case indicate the desirability of

obtaining tenders from firms established abroad, who have no branches or
agencies in Pakistan, a sufficient supply of tender forms with the relevant
documents, specifications and drawings, should be sent as soon as possible
to the High Commissioner for Pakistan in U.K. The latter will give such
publicity to the demand as he may consider to be most suitable for the
purpose, by advertisement in newspapers or otherwise. Intenting tenders
established abroad will be instructed by him to apply to him for the tender
forms, copies of which will be supplied on payment in sterling of the
prescribed charges (if any) indicating on the forms in Pakistan currency. The
tenderers will, at the same time, be instructed to submit their tenders direct
to the purchasing officer concerned in Pakistan and not to the High
Commissioner for Pakistan in U.K., and the order will be placed by the former
direct with the successful tenderer.

313. Technical Advice.—When it is desired to have the recommendations

of the technical advisors of the High Commissioner for Pakistan in U.K., e.g.,
the Consulting Engineers, Naval Architects, etc., on the tenders before a
decision is reached as to the placing of the order, it should be stipulated in
the invitation to tender that a complete duplicate of the tender should be
delivered to the High Commissioner for Pakistan In U.K., on the same date as
that fixed for the submission of tenders in Pakistan. High Commissioner for
Pakistan in U.K. will arrange for the examination of the tenders by the
appropriate technical authority and will telegraph his recommendations to
the purchasing officer concerned in Pakistan.

314. Country of Manufacture.—Tenderers should be requested to furnish

information in regard to the country of manufacture and/or origin of the
material used in the manufacture of the articles.

315. Delivery and Payment.—It should be made clear on every tender

form that the store must be delivered in Pakistan, that payment will be made
in Pakistan in rupees, and that any tender which does not comply with these
conditions will not be considered. No adjustments, whatsoever, may be made
on account of any fluctuation in the rate of exchange.
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316. Purchasing officer may exercise full discretion regarding the point or
place of delivery to be specified in thier invitations to tender. They may
specify C.I.F. or F.O.R. Pakistan port, F.O.R. place of despatch in Pakistan, or
free delivery receiving station in Pakistan. Where tenders are invited for
plant and equipment, in which the erection of plant at site is to be
undertaken by the successful tenderer, appropriate terms in regard to
delivery at site should be included in the invitation to tender or in the
general specification.

317. The tenderers abroad should also be required to specify their agents in
Pakistan through whom delivery will be arranged and payment received, and
who, when so required, will arrange for erection at site and for carrying out
of such tests on completion as may be specified in the contract.

318. When specifying the point or place of delivery, purchasing officer

should endeavour to lay down terms which will give all tenders equal
opportunities to put forward their lowest prices. For instance, in many cases
tenderers abroad may be unable to tender for delivery F.O.R. Pakistan port
or free delivery receiving station in Pakistan and may only be able to tender
on the basis of delivery C.I.F. Pakistan port with payment in rupees in
Pakistan against shipping documents. Such tender should be accepted if
satisfactory in other respects.

319. Cost of tender forms.—No account adjustments will be made

between the High Commissioner’s office and the purchasing departments in
Pakistan on the value of tender forms sent to London and issued on behalf of
the purchasing authorities in Pakistan and the expenditure on
advertisement, postage charges, etc. in the High Commissioner’s office.

320. The Time Factor.— When considering the desirability of calling for
tenders abroad it is important that purchasing officers in Pakistan should
bear in mind the necessity of allowing sufficient time for the receipt and
publications of invitations to tender, the receipt of the tender form by
tenderers, and preparation and despatch of the tenders to Pakistan.

321. The following is an approximate estimate of the time required:—

Time Required to send the forms from Pakistan to London—

By ordinary mail .. .. .. .. about 18 days
By parcel mail .. .. .. .. about 27 days
By air mail .. .. .. .. about 8 days
Time taken in London in advertising and issuing forms of tender, average—
Say .. .. .. .. 10 days
Time required by tenderers to prepare and despatch tenders—
Say .. .. .. .. 14 days
Time required for forwarding the tenders to Pakistan—
By ordinary mail .. .. .. .. about 18 days
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By parcel mail .. .. .. .. about 27 days

By air mail .. .. .. .. about 8 days

322. In the case of complicated engineering schemes, it will be necessary to

allow a longer time to tenderers for the preparation of their tenders. If
American tenders have to be awaited, about three weeks will require to be
added to the above figures.

Classes of Tenders

323. The following are amongst the different methods of obtaining tenders
that may be adopted:—

(1) By advertisement (“open” tender);

(2) By direct invitation to a limited number of firms (“limited”

tender);

(3) By invitation to one firm only (“single” tender or “private”

purchase).

The primary duty of the Executive is to obtain the best value possible for the
money spent, and the tender system, in one form or another, should be
given very careful and serious consideration in all cases as one of the most
effective methods for keeping down rates. The exceptions made to the
general rule that tenders should be called for in all cases, are based only on
practical considerations in order to avoid delay and unnecessary work in
cases of comparatively small value.

324. The ”Open” Tender System.—This system of invitation to tender by

public advertisement in the most open and public manner possible, should
be used as a general rule and must be adopted, subject to the exceptions
noted in paragraphs 331 and 332 in all cases in which the estimated value of
tenders to be received is Rs. 5,000 or over.

325. When tenders are invited by public advertisement, the issue of the
tender forms need not be restricted to firms whose names are on the list of
approved contractors (see paragraph 329). Firms not on the list, should, on
enquiry, be informed that they are at liberty, on payment of the prescribed
fee, to tender for advertised requirements. When a tender which appears to
be satisfactory has been received from an unknown firm, steps should be
taken before any order is placed to ascertain whether the firm is cable of
executing the work in a proper manner. If the enquiries prove satisfactory,
the order, or a portion of it, may be placed with the firm. If the order or the
portion thereof is satisfactorily executed, the name of the firm should be
added to in the list of approved contractors.
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326. The Pakistan Trade Journal.—The Pakistan trades journal published

by the Director General of Commercial Intelligence and Statistics, which is a
government publication, should be regarded as the standard medium for
public advertisements in Pakistan. Advertisements may, however, at the
discretion of the purchasing officer, be inserted in the principal newspapers
in Pakistan.

327. When, in the circumstances stated in paragraph 308 above, it is

decided to invite tenders from abroad, the procedure prescribed in
paragraphs 309 to 322 should be followed.

328. The “Limited” Tender System.—This system may be adopted,

when it is considered to be advantageous, in the case of orders the
estimated value of which is less than Rs. 5,000.

329. List of Approved Firms.—For the purposes of the "limited" tender

and "single" tender procedures, the purchasing officers will maintain a list of
firms, both Pakistani and foreign, of known reliability who have been able to
satisfy them that they possess the necessary equipment and facilities for the
production of stores which they offer to supply. The list should be subjected
periodically to examination and revision, and any application from a firm for
inclusion in the list should be considered on its receipt. Before the name of a
firm is added to the list, such enquiries as may be considered necessary
should be made by the purchasing officer to ascertain the ability of the firm
to execute contracts satisfactorily. From this list, the names of firms to be
invited to tender should be selected by all purchasing officers. Such a list is
already maintained by the Director General, Supply and Development, who
will, on receipt of a request, furnish purchasing officers with such information
as he may posses regarding the capability and standing of any firm approved
by him.

330. The “Single” Tender System.— This System may be adopted with
regard to small orders not exceeding Rs. 100 in value in the case of non-
proprietary articles and Rs. 1,000 in the case of proprietary articles. In all
such cases, however, the purchasing officer should considered whether it is
not possible to enter into a rate or running contract for the articles in
question or to utilize the rate or running contracts entered into by the
Department of Supply and Development.

331. Powers of General Managers in Exceptional Cases.—The

"limited" tender system may be applied to orders the estimated value of
which exceeds Rs.15,000 and the “single” tender system may be applied to
orders the value of which exceeds Rs. 100 in the case of non-proprietary
articles and Rs. 1,000 in the case of Proprietary articles with the specific
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sanction of the General Manager (not the principal officer), in each case
subject to the following conditions:—

(a) that sufficient reasons exist which indicate that it is not in the
public interest to call for tenders by advertisements;

(b) that demand is so urgent that any additional expenditure

involved by the elimination of open competition must be
incurred; and

(c) that in the case of proprietary articles, the sanction of the

General Manager is necessary only if it is not possible to certify
that a similar articles is not manufactured or sold by any other
firm which could be used in lieu.

In each such case a note should be recorded giving the reason for
authorizing the exception to the general rule.

332. The General Manager may also decide not to call for tenders of any
category in cases where sufficient reasons exist to indicate that it is not in
the public interest to call for tenders. In all cases (except those of works
contracts based on schedule rates in force on the railway, the individual
value of each of which is estimated not to exceed Rs. 50,000), where the
General Manager decides not to call for tenders, the reasons shall be
recorded and communicated by the General Manager to his Financial
Adviser. Should the General Manager's power of decision under this rule be
delegated to a lower authority (who will exercise it subject to the same
proviso) and should the Financial Adviser consider the reasons adduced by
such authority to be insufficient or other than in the public interest, he shall
represent his views to the authority concerned and, if necessary, consult the
General Manager.

333. Exception regarding Machinery and Steel Purchases.—Important

plant, machinery and iron and steel work should be obtained only from firms
approved by the Director General, Supply and Development, and specified in
the lists issued by him from time to time.

334. By “important iron or steel work” are meant articles of iron or steel
which form important components of the project in hand, e.g., bridge girders
and roof trusses, built up in the firm’s workshops and supplied ready for
erection, in such sections as may be convenient, and rolled steel beams, rails
of other sections cut to length or otherwise prepared at firm’s workshops to
suit the indenting officer’s requirements. The intention of the rule is to
ensure that parts, the accurate preparation of which is essential to the
security of a project, should be obtained only from firms which possess
workshops and appliances capable of turning out work of the desired
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standard. The raw materials used may be either imported or of Pakistan

manufacture, subject to the usual specifications.

335. The list of firms will be maintained and issued from time to time to all
purchasing departments by the Director General, Supply and Development.
They will include the names of firms in Pakistan and abroad.

336. Applications for inclusion in the lists mentioned in paragraph 335

should be made to the Director General, Supply and Development, direct by
the firms with a full statement of reason which in their opinion justify such
inclusion.

337. Cases may arise in which tenders may be received from firms whose
names do not appear in the lists of approved firms. If the tenders are prima
facie satisfactory, they should not be summarily rejected, but a reference
should be made to the Director General Supply and Development, who will, if
he considers it necessary, make enquiries in regard to the capabilities and
standing of the tendering firms and will intimate the result of the enquiries to
the purchasing officer concerned.

338. Tender Notices shall state:—

(a) The place and time when the “contract documents” (para. 416)
can be seen and the blank forms of tender obtained, also the
amount, if any, to be paid for such forms or documents.

(b) the place where, the date on which, and the time when tennders
are to be submitted, and are to be opened.

339. Tender Forms shall state inter alia:—

(a) The amount of earnest money to accompany the tender and the
nature of security deposit, if any, required in the case of an
accepted tender; the amount of earnest money to be deposited
should be sufficiently large to be a security against loss, in the
event of the contractor failing to furnish the required security
within the appointed time after the acceptance of his tender, or
until such time as the sums due to him form a sufficient
guarantee, as the case may be. The earnest money should be
either in cash or in the form of Banker’s guarantee bonds.
Government securities (Stock Certificates, Bearer Bonds,
Promissory Notes, Cash Certificates, etc.) and bank deposit
receipts should not be accepted.

(b) With whom or what authority the acceptance of the tender will
rest.
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(c) Whether or not tenders containing erasures and alterations of

the tender documents will be considered.

Note.—Such alterations constitute a fresh proposal and cannot be disregarded but must
definitely be accepted or rejected. All tenderers should, therefore, in equity be placed on the
same footing in this respect.

Tender form should completely embody, either or by reference, the contents

of the “contract documents” (para 416). In the event of there being any
discrepancy between the two, it should be specifically stated in the former as
to which will prevail.

It will, generally, be convenient to have the Tender Form in two parts, the
first part providing for the acceptance, by the tendering contractor, of the
terms and conditions of supply, and the second part for showing the rates
tendered for the various items individually, as in form S.339 shown below.
This form includes a detachable tabulation slip. Column 1 to 3 will be
roneoed or typed in all the forms for each contract before being supplied to
the tendering firms. The tendering firm should complete the form (i.e.,
Column 4 to 10), by before entering the quantity, rate and unit for each item
of stores tendered, both on the tabulation form proper and on tabulation slip.
On opening the tenders received at the appointed time, and after counting,
numbering and initialling them, the tabulation slip should be detached and
pasted side by side on a large sheet of paper so that the quotations, for each
item by different tenderers appear side by side and can be readily compared.
This method saves time and labour in tabulation avoiding possible mistakes
in such works and gives readily and without the need for checking up,
accurate and reliable results for instantaneous use by the officer or
committee deciding the tenders.
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Form No. S. 339

Tender Form Tabulation Slip

Bulletin No……………...…Date……..*Specification to Bulleting

which No………………………………..Date……………………
Tender No………………………… this Tender is Tender
made………… No…………………………………………………………….
Dlass……………………………………………………………… Firm’s
… Name…………………………………………………………
Description……………………………………………………… ..
…. Firm’s
N.B.— Firms are requested to also carefully fill in the details in the Signature……………………………………………………
Tabulation Slip. …..
To be supplied as and
when required by the
Price Kind of Railway
Descripti
List contra Between………and Remarks Quantity Rate Unit
on
No. ct ………..
Quanti
Rate Unit
ty
1 2 3 4 5 6 7 8 9 10

Signature of Firm………………………………………… Maker’s Name……………………………………………..

Maker’s Name…………………………………………... Brand………………………………………………………
Brand…………………………………………………….
*Firms who cannot guarantee that each item quoted for is up
to specification are requested to refrain from quoting, as such
quotations cannot be considered.
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340. The right should invariably be reserved to reject any or all of the
tenders received without the assignment of a reason.

341. Opening and Acceptance of tenders.— At the advertised time

and place all tenders received for the same contract should be opened and,
where practicable, the names of tenderers and rates read out in the
presence of such of the intending contractors or their agents as may choose
to attend. No tenders should be entertained from any party in his private
capacity who is directly or indirectly connected with government service, or
for which the specified earnest money has not been received.

NOTE I.—Whenever practicable and convenient, a Tender Committee with the Accounts
Officer as a member should be formed for this purpose. In cases, where Tender Committees
are not formally constituted, the advice of the Accounts Officer should be obtained in
considering tenders involving Rs. 10,000 or more; and when it is not practicable to obtain
such advice at the time of considering the tenders, it should be sought immediately
thereafter.

NOTE 2.— The proviso regarding earnest money does not apply to other railways or
departments of government.

342. The lowest tender should ordinarily be accepted unless such

acceptance or rejection of tenders is left entirely to the discretion of the
authority entrusted with this duty and no explanation can be demanded of
the cause of rejection of his offer by any person making a tender. Such an
explanation should, however, be recorded and may be called for by superior
authority.

343. Freight Factor in Purchase of Material.— Railways should, in

purchasing their requirements of stores or materials, ordinarily obtain
quotations from supplying firms, f. o. r., the source of supply and, in
selecting tenders, make use of the Railway Material Consignment Rates in
finally determining the cheapest source of supply.

344. Dividing of Contracts.— It is often advantageous to divide a

contract between two or more firms. In such cases, care should be taken
that, subsequently, each of these firms is afforded relatively equal
opportunity for making supplies to the railway by purchase orders being
placed on each in turn for quantities Proportionate to the quantity notified to
the firm on the Advice of Acceptance of Tender (S.629).

345. Locomotive and Rolling stock Components.— If after inviting

tenders for locomotive and rolling stock components of any considerable
value, which are manufactured by firms in Pakistan, it is intended to place an
order for imported articles, the sanction of the Railway Division should be
obtained.
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346. Contracts for Works and Stores.— Girders, structural steel work,
rolling-stock and other like material which involve manufacture, come under
the category of “Works” and not “Stores” for the purpose of determining
powers to enter into contracts, and tenders for such items of value Rs.
10,00,000 or over should be sent to the Railway Division with
recommendations for their acceptance.

347. Deleted

348. Recommendations for Price Preference.— When submitting cases

involving a price preference for the orders of the Railway Division, original
tenders need not be forwarded. A manuscript statement (Form No. S.348)
showing the following particulars against the three most favourable
quotations for imported material and the lowest quotation for indigenous
material should be sent:—

(a) Name of tendering firm.

(b) Country of manufacture.

(c) Price per unit.

(d) Total cost, including freight up to delivery point, for each item.

(e) Whether to be manufactured from stock of indigenous material

or of foreign manufacture held in Pakistan or to be imported

(f) Period of delivery.

(g) Remarks or recommendations.

349. Whenever tenders for materials and stores are received for
manufacture in Pakistan and orders are placed for imported materia either
from stocks of such material held in Pakistan or by manufacture out of
Pakistan, the reasons for purchasing imported material should be recorded
by the Railway Administration concerned under the following categories:—

(i) Disparity in prices.

(ii) Material of Pakistan manufacture not considered sufficiently

good for the purpose.

(iii) Material not up to specification.

(iv) Delivery date not satisfactory.

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All cases of the nature mentioned above should be entered in a separate

manuscript register (S. 349-A) and particular of these should be submitted
to the Railway Division quarterly in the form shown below.

Form No. S.349.B

STATEMENT SHOWING MATERIALS OF FOREIGN MANUFACTURE ORDERED
DURING THE QUARTER ENDED…………THOUGH QUOTATIONS WERE
RECEIVED FOR MATERIALS OF INDIGENOUS MANUFACTURE

(Column 10 minus Column

Lowest

Reason for Purchase of

Date of Placing Order.

Material Quotation for

Accepted Quotato
Ordered Indigenous
material

Foreign material
Difference in Price
of
and
Manufacturers
Total Amount

Total Amount
Description
Serial No.

Quantity

Delivery

Delivery
Period
Name
Rate

Rate

6)
’

1 2 3 4 5 6 7 8 9 10 11 12 13

350. Inspection and Specifications.— All articles, whether manufactured

in Pakistan or abroad, should be subject to inspection before acceptance and
articles for which specifications and/or tests have been prescribed by
competent authority should be required to conform to specifications and/or
to satisfy the prescribed test or tests which may be carried out during
manufacture or before or after despatch from the suppliers' premise.

351. The appropriate specifications should be annexed to or quoted in the

invitations to tender, and it should be stipulated in the conditions of contract
that the articles supplied will be subject to inspection and/or tests prescribed
in the specifications before acceptance.

352. In the case of important construction works let out on contract, articles
required for the construction of such works may be supplied by the
contracting firm provided that when specifications and/or tests have been
 15

prescribed for such articles they should conform to such specifications and/or
satisfy such tests.

353. When tenders for such important construction works are invited, the
officer concerned should also stipulate, in the invitation to tender, that the
articles required for the construction of such works must comply with the
specifications prescribed for such articles which should be annexed to or
quoted in the invitations to tender. The articles should be inspected and/or
tested in accordance with the provisions of the specifications before
acceptance.

354. All purchasing officers should take steps to ensure that adequate
inspection arrangements are made in each case.

355. Agency of the High Commissioner for Pakistan in

U.K. and Department of Supply and Development.— When articles are
obtained from abroad which require inspection and/or test during
manufacture and before shipment, arrangements should be made by the
purchasing officer concerned for such inspection and/or tests to be carried
out by the High Commissioner for Pakistan in U. K. Any further inspection and
test considered necessary or desirable after receipt of the articles in Pakistan
should be arranged for by the purchasing department. The services of the
Department of Supply and Development can be utilized in connection with
such inspection and tests.

356. As soon as a contract for articles, which require inspection and/or test
during manufacture or before shipment from abroad, has been awarded, four
complete copies of the accepted tender with specifications, drawings,
conditions of contract, and all other relevant documents, should be sent to
the High Commissioner for Pakistan in U. K. with complete instructions for
inspection and the full address of the manufacturers. The contractors should
be informed that inspection during manufacture or before shipment will be
carried out by the High Commissioner for Pakistan in U. K., and they should
be asked to instruct their representatives in the country of manufacture to
communicate direct with that officer.

357. With regard to the inspection of articles obtained or manufactured in

Pakistan, all purchasing officers can, if they so desire, utilize the services of
the Department of Supply and Development for the inspection and/or test
during manufacture and before despatch.

358. In the case of orders for plant and machinery, whether purchased in
Pakistan or obtained from abroad, which include erection and test at site of
work, arrangements for inspection and test after erection at site can also be
made through the Department of Supply and Development.
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359. Inter-Departmental Purchases.— Nothing in this chapter shall

be deemed to prohibit the purchase of articles by one department or railway
from another.

360. Purchase of Special Articles.- The articles enumerated below or any

other article of a special or unusual character may, when suitable and
economical purchases cannot be made in accordance with the rules
contained in the preceding paragraphs, be obtained without reference to
those paragraphs, subject to the following conditions: —

(a) Where the value of the purchase exceeds Rs. 5,000, the
purchasing officer should place on record his reasons for not
making the purchase in accordance with the preceding rules.

(b) The purchasing officer may at his discretion either obtain the
article that he requires by indent on the High Commissioner for
Pakistan in U. K. or purchase it direct from manufacturers or
dealers abroad. Where resort is had to direct purchase from
manufacturers or dealers abroad, tenders should whenever prac-
ticable, be first obtained.

(c) When articles are purchased abroad under this rule through the
agency of the High Commissioner for Pakistan in U. K., payment
should be made by that department. In other cases payment
should be made—

(i) in countries other than Great Britain and Northern

Ireland, direct to the suppliers by the purchasing
officer,

(ii) in Great Britain and Northern Ireland, through the

High Commissioner for Pakistan in U. K.

List of Special Articles

(i) Seeds.

(ii) Cinchona bark.

(iii) Articles for experimental purposes.

(iv) China, glass, cutlery, plate, crockery and perishable fabrics,

including linen for residences which are furnished by
Government.
 17

(v) Copper, zinc and other non-ferrous metals produced in Australia or

America.
(vi) Timber produced in Australia or North America.

(vii) Such articles as the Superintendents of Vaccine Depots may

require for the preparation of vaccine lymph.

(viii) Chemicals and scientific instruments.

(ix) Preserved and tinned food-stuff

361. Before availing himself of the discretion given by para. 360, it will be
incumbent on every purchasing officer to take all possible steps to assure
himself that the stores of the requisite quality cannot be obtained in Pakistan
at suitable prices in accordance with the provisions of para. 305. In order to
ensure that the underlying principles of the rules are not violated, a copy of
all orders for stores placed abroad under the rule in para. 360, whether on
the High Commissioner for Pakistan in U. K., or directly on the suppliers,
should be forwarded to the Director General, Supply and Development, for
scrutiny.

362. The Director General, Supply and Development, will examine all copies
of English indents and will communicate with the indentors direct regarding
any items which he might think could be obtained in Pakistan in conformity
with the provisions of these rules.

363. The expression “articles of a special or unusual charater” in para. 360

is not to be taken as covering generally the case of articles not produced or
manufactured in Pakistan, such as locomotives, boilers, plant and machinery,
etc. It is intended to give purchasing officers liberty to obtain, direct from
manufacturers or through the High Commissioner for Pakistan in U. K.
articles such as spare parts of non-standard appliances and other articles
which cannot conveniently be obtained by calling for tenders on a rupee
basis. (For example, a purchasing officer may require to replace the parts of
a machine tool of a particular type and make. The manufacturer may not be
represented in Pakistan and he may be unable to tender for delivery and
payment in Pakistan. Again, a special type of machine may be invented and
produced by a manufacturer who is not represented in Pakistan and who will
only agree to supply his machine on his own conditions of sale.)

364. It should be noted that the inclusion of “Scientific Instruments” in item

(viii) of the list of articles given in para. 360 is not intended to permit the
purchase of drawings, surveying, and other mathematical instruments, either
from manufacturers or dealers direct or through the High Commissioner for
Pakistan in U. K. Indents for such instruments should continue to be placed
 18

with the Mathematical Instruments Office of the Survey of Pakistan

Department.