CONTENTS - Central Public Works Department

174 SECTION 26
(4) Stipulation of free issue of materials
In contracts entered into by the department for works, stipulation to issue departmental materials
such as steel, cement etc. free of cost should be avoided. However, in some exceptional cases,
if such free issue of departmental materials is stipulated, it should be ensured that suitable
provisions are made in the contract with regard to return of surplus materials and/or material used
in excess of theoretical requirement. The provision for wastage/variation, if any, that will be
permitted should be clearly indicated. The recovery rate for effecting recovery from the contractor,
in case the excess materials are not returned or if the wastage/variation is more than the permissible
limit, should also be clearly stipulated, and it should be so fixed that it discourages the contractor
from retaining the unused materials.
(5) Clear nomenclature of materials in MAS and USR
In the MAS Account and in the unstamped receipts obtained from the contractors for the materials
issued to them (especially in the case of electrical materials and fittings), and even when these
are issued free of cost as stipulated in the agreement, makes of materials/fittings and full technical
details of the accessories shall be clearly indicated to ensure that the same materials/fittings as
issued by the Department are kept in safe custody by the contractor at all times, and used on the
works for which these are issued.
(6) Drawing of stipulated materials by the contractor
It is not permissible for the contractor to obtain the materials otherwise where the contract stipulates
the issue of materials by the Department, unless in a case of emergency the supply has been
entrusted by the Engineer-in-charge for recorded reasons to the contractor himself at suitable
rates.
(7) Stipulation of materials that are not available
The Divisional Officers should not make any provision in the tender for the supply of materials by
the Department to the contractors if the materials are not available for issue from the Government
stores, or where they cannot be arranged in time for issue.
26.2 Issue of materials when not stipulated
(1) As a general rule, no material other than that stipulated for issue in the contract should be supplied
to contractor for use on a works, but this restriction may be waived by the Sub-Divisional Officer
in respect of petty issues (at full issue rates) of materials from existing stocks not exceeding Rs.
1000/- in any month for any one contract.
(2) If at any time subsequent to the execution of a contract for finished items, the contractor desires
the issue to him, for use on a work, of materials which exist in Government stores, but the supply
whereof by Government was not provided for in contract, the materials should not be issued
except with the express authority of the Superintending Engineer who should specify in each case
the rate to be charged for the materials inclusive of delivery at the place where they are stored.
When submitting such a case to the Superintending Engineer, the Divisional Officer should elucidate
the circumstances that gave rise to this contingency and should also add his recommendations in
respect of the recovery rates for such materials.
(3) Issue rate to be charged
(i) The rate charged for the materials should be:
(a) That provided in the Analysis of Rate for the item of work on which it would be used, plus
or minus the percentage above or below the Schedule Rate allowed to the contractor, or
(b) Market rate, or
(c) Stock issue rate plus storage charges, whichever is higher. No carriage or incidental charges
should be borne by Government in connection with the supply.
(ii) Where the finished item in which the materials to be used is available in the agreement, while
adopting the three rate formula as above, the rate as per analysis should be taken as basic
rate adopted in the Analysis of Rate, plus 7-1/2% contractor’s profit, multiplied by the percentage