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Instructions
for Consignees on Acceptance/ Rejection of Stores
(Para
21 of DGS&D Form No. 1001)
21.1
The Consignee is responsible for verifying at the time of taking delivery from the Railway
Authorities that the Stores have been received intact without loss or damages. When the stores are despatched in full wagon
loads. Consignee should verify that the seals on the wagons are intact.
21.2 If there are any discrepancies such as stores
having been damaged, found deficient or below
standard, the consignee after the asking into account special
terms and conditions, if any, that
might have been stipulated in the Rate Contract regarding responsibility for breakage etc., in transit,
should make the endorsement
in the space provided in the Receipt Form against `Details
of recoveries proposed by the
consignees' together with amounts to be recovered from the Contractor. Brief reasons as to why the amount is to be
recovered from the Contractor such as `bad packing’ etc. should be stated as guide to the paying Authority
regarding the action to be taken.
21.3
If there is evidence of loss or damage, the consignee should arrange
to secure necessary certificates
from the
appropriate Railway Officials before taking delivery.
The loss or damage should
in every case, be promptly reported to the
Contractor. Supply Officer who
placed order, as well as the concerned
Controller of Accounts responsible for payment for the
stores as otherwise the consignee will be
deemed to have accepted the stores. In
any event, the consignee should not give Receipt Certificate to the Contractor before
checking and verifying the stores.
21.4
In case the Consignee observes some shortage/damage they should ensure to take Open
Delivery invariably and lodge the claim with the Carriers immediately under intimation to
the Contractor. DGS&D and the Paying
Authority, Failure to act properly may result in losing their claim of shortage/damage, if
any observed at a later date.
21.7
The Consignee should ensure that any loss and or damage to stores that may have occurred
during transit should be notified to the Contractor within 45 days of the date of arrival
of the stores at destination. Failure to do
so would render Purchaser’s claim for such loss/damage being rejected by the
Contractor. In case entire consignment
is not received within 30 days of its despatch, the Consignee should immediately take up with Railways and lodge claim with
them. Simultaneously the consignee
should advise the Contractor asking them to take up the matter with the Railways for
follow up action. In all such cases, Paying
Authority may be advised suitably so as to recover the cost of such affected consignment
from the Contractor's bills in terms of the General Conditions of Contract.
21.10
The Consignee should also indicate "Replacement required". "Replacement not required" or "Can
verify locally total cost Rs. .............. Paying Authority
shall take necessary action,
in consultation with the Purchase Officer to retrench the amount from any sum due or which may become
due to the contractor and for this purpose
the Paying Authority will use Retrenchment
Slip, copies
of which will be sent to the Contractor. Purchase Officer, Consignee and Quality Assurance
Officer.
21.14
In case consignee proposes and communicates to the Paying Authority and recovery due to
shortage/damage/rejection etc. copies may be endorsed to the concerned Purchase Officer
also so that he is also aware of such recoveries and the performance of the Contractor.
21.18
Immediately after the completion of Supply Order the Consignee should furnish the
following information to the Purchase Officer.
a) Supply Order No. & Date
read with R/C and Date
b) Quantity and Value of
Supply Order.
c) Date of despatch by the
Contractor along with R.R No.
d) Date of receipt of
Stores at destination.
e) Any remarks.