15.65 Purchase of Stationery Items- The indent for ... - Rajya Sabha

15.65 Purchase of Stationery Items-The indent for supply of stationery for
each individual item is prepared each month depending upon the stocks available
and pattern of demand anticipated from various Officers/Sections. The format of the
indent is as follows: -
Requisition Form for Stationery Articles for the month of …………….20……
Please supply the following articles of stationery for the use of. …………
Name of the
item
Indented
Supplied
Officers are responsible for the correctness of their indent and for due
economy in the use of the stationery articles.
Received the above articles.
Signature of the Officer.
While estimating the requirement of individual items of stationery, the
following factors are taken into consideration:-
(i) level and strength of officers and staff of the Secretariat ;
(ii) the pattern during the past two years; and
(iii) the stock in hand on the date of preparation of the indent.
The indent of each items of stationery so prepared is consolidated after
examination and submitted for approval of the competent authority following the
guidelines given in para 15.39. After obtaining the administrative approval for
purchase the rates of each item is obtained from the Kendriya Bhandar/Super Bazar
on prescribed proforma signed by Executive Officer in order to obtain expenditure
sanction.
The order for procurement of individual items is sent to Kendriya
Bhandar/Super Bazar for supply of the indented items. In case Kendriya
Bhandar/Super Bazar fails to supply required items in one instalment they are
requested to supply in two or three instalments.
Items not available in Super Bazar/Kendriya Bhandar are purchased through
inviting of quotations for items of small value and sealed tenders for bulk item as per
Chapter 8 `Stores’ of the General Financial Rules. As per the Rules, purchase of
articles or grant of articles upto Rs.1000 on each occasion may be made without
inviting quotations. Purchase upto Rs.10, 000 can be made on the basis of
quotations, and upto Rs.50, 000 by limited tenders. Other than in exceptional cases,
and for reasons to be recorded in writing, purchase above Rs.50, 000 should be

made by inviting open tender. The following procedure is followed for inviting
quotations/ tenders: -
(i)
(ii)
(iii)
procurement of samples;
technical report of acceptability of suppliers as per samples (where
necessary); and
preparation of comparative statement, showing the rates, taxes,
terms and conditions etc.
.
The comparative statement is scrutinised keeping in view the lowest rate
quoted, quality of samples supplied, previous performance of the firm, if any,
additional discount/concession/free accessories offered etc. The firm whose
sample/quotation is approved is issued the order for supply of the indented items
after obtaining financial sanction of the competent authority. Where necessary advice
of technical personnel are obtained with regard to specification while preparing the
tender notice and scrutinizing offers received.
As far as possible, the carriage for supplying stationery items to
Parliament House Annexe is provided by Kendriya Bhandar/Super Bazar/Companies.
However, in exceptional circumstances transport/vehicle is arranged by the
Secretariat failing which advance is taken from Estt.(A/Cs) Section after prior
approval of the competent authority for hiring a private carrier.
After receiving articles from the concerned firm, cash memo/bill is
obtained (in duplicate) and processed in accordance with the sanction already
obtained. The items received are checked with the Bill and page no. and S.N. of
Stock Register entry is made into the Bill (on its back) before the pay order is sent
for signature of D.D.O. of the Secretariat. A sanction order containing the details of
the items purchased and expenditure incurred is issued, specifying the name and
address of the firm, as well as the head of account to which the amount is debitable.
Copies are endorsed to the Pay and Accounts Officer, Rajya Sabha and other
concerned authorities for their information and necessary action. The Sanction Order
along with original cash memo/bill is thereafter sent to the Estt.(A/cs) Section for
preparation of vouchers which are sent to P&AO who prepares the cheque. The
other copy of the Bill is kept in the purchase file.
In the case of C.P.W.D (for furniture etc.). sanction cost incurring to
expenditure is given by the Stores Section and the sanction amount is debited to
C.P.W.D. head of account [numbers 2059 and 4059] directly by the Pay & Accounts
Office, Rajya Sabha.
During the course of the year if certain items of stationery are needed
on emergent basis or some additional quantity is required, a supplementary indent is
prepared.