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36. STORES SECTION

36.1 Main Functions: - The Stores Section deals mainly with the works enumerated below:-

(i) Purchase and supply of office stationery / sanitary / D.O. stationery items; (ii) Purchase and maintenance of Office equipments viz. Photocopiers, Copy Printers,

Fax Machines, Electronic Wire Stitching Machines, Address Writing Machines, etc.; (iii) Purchase of Computer/fax/photocopier consumable items viz. rolls/inks/toner

cartridges, RW CDs/CDs etc.; (iv) Purchase and maintenance of Staff Cars, Pick-up-cum Delivery Vans, Minibuses,

Motorcycles, Office Bicycles etc.; (v) Maintenance of PTI News Ticker Systems installed at the residential Office of

the Hon’ble Chairman, Rajya Sabha; (vi) Purchase, supply & maintenance of Furniture items, Heating Systems (through

CPWD), Deck/Tape Recorders etc.; (vii) Preparation of Rubber Stamps; (viii) Weeding out of old records; (ix) Auction of obsolete office items including vehicles, furnitures & other items; (x) Disposal of waste papers; and (xi) Conveyance Management for Officers/Staff of the Secretariat.

A brief resume of various types of work, which were attended to / performed by the Section during the year 2012 is given below: - 36.2. Stationery / Sanitary items / D.O Stationery items / Rubber Stamps / Computer Accessories / Fax / Photocopier consumables / Miscellaneous items (Procurement & Supply) : The requirement of Office Stationery / Sanitary items / D.O. Stationery / Rubber Stamps / Misc. items / Computer Accessories / Fax / Photocopier consumables etc. for use in the Secretariat was met by procuring the same from various reputed local suppliers and M/s. Kendriya Bhandar / M/s.NCCF / Open Market, as per the prescribed Government Rules and Procedures mentioned in the revised GFR, 2005 and the DoPT circular, dated the 5th July, 2007. A total expenditure of Rs. 93,09,007/- was incurred for purchasing the said items during the year 2012 as per the details given below: -

Name of the Item(s)

Source of Supply Value of Items

Photocopier Paper and Translation/Bond/ Duplicating /ACR/Colour/Computer papers

M/s Cresent Stationers M/s Melody Home M/s Bhupati Enterprises M/s J.J. Paper Sales M/s NCCF

Rs. 9,61,433/- Rs. 7,547/- Rs. 2,70,648/- Rs. 68,250/- Rs. 7,67,183/-

Fevicol, Fevi sticks, Paper Clips (steel & plastic), Reynolds, Cello and Gel Pens, V7 hi-tec Pilot Pens, Jotter pen & refills, Post-it-Flags, Packing & Cello tapes, Staple Pins, Gum bottles, Stamp, slip pads & inks, Peon books, Torch cells, Shorthand note books, File Boards, Drawing pins, Tags, White fluids, Spiral note books, File covers, Erasers, Ordinary & Shorthand Pencils, Permanent Markers, Punch (single hole, double hole), Post-it-pads (small, medium, big), File Flaps, Stapler Machines No.10 & 10-D, Knife/Paper Cutters, Twine Balls, Sealing wax, Carbon Papers, Paper clips, Paper Weight Glasses, Pin Holders with Magnetic Ring, 2, 3 & 4 quires Registers, A-4 & A-3 size papers, Highlighters, Plastic, Pocket & Transparent Folders, Colour Papers (A-4 size), Index Boxes, Index Files, Tape Dispensers, Scissors, Engagement Stands, Pen stands, Packing Papers, Separators, Numbering Machines, Ruled Translation papers, Index diary for 2013 etc.

M/s Kendriya Bhandar M/s S.S. Traders M/s J.J. Paper Sales M/s Santosh Sales Agency M/s Dang Stationers M/s NCCF M/s Shree Paper Products M/s R.K. Traders M/s Crescent Stationers M/s Om Enterprises M/s Jai Bros. M/s Gulshan Rai Bir Sain Jain

Rs. 16,815/- Rs. 1,45,256/- Rs. 1,39,920/- Rs. 57,808/- Rs. 51,278/- Rs. 56,175/- Rs. 1,58,980/- Rs. 45,416/- Rs. 35,935/- Rs. 22,860/- Rs. 3,80,445/- Rs. 1,727/-

Phool Jharoos, Colin, Liquid Soaps, Mistique Tissue M/s NCCF Rs. 47,526/-

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Papers, Hit spray, White & Yellow Dusters, Harpic cleaners, Cleanzo Metros, Car & Room fresheners, Vim powder, Toilet rolls, Old Cotton dhotis, Lifebuoy Soaps, Napthalene Bricks, Wipers, Toilet Brushes & Jute Platform Brushes, Plastic Mugs, Air Fresheners etc.

M/s Om Enterprises M/s Santosh Sales Agency M/s Melody Home M/s Shree Paper Products M/s Crecent Stationers M/s R.K.Traders M/s Jai Bros. M/s Gulshan Rai Bir Sain Jain

Rs. 6,642/- Rs. 26,757/- Rs. 23,580/- Rs. 20,468/- Rs. 69,054/- Rs. 1,530/- Rs. 78,775/- Rs. 12,663/-

D.O. Stationary items viz. RS (E) envelopes /File cover/Letter head/Personal file cover, printing of visiting cards, letter heads, envelopes, slip pads etc.

M/s. J.J. Paper Sales M/s. Dolphin Printo Graphics M/s Sai Printo Pack M/s. Raka Art Centre

Rs. 5,34,214/- Rs. 1,00,720/- Rs. 1,50,677/- Rs. 21,500/-

Rubber Stamps M/s. Rubber Stamps Enterprises Rs. 16,512/- Misc. items viz. Flask, Mustard Oil, Diya, Kapoor, Match Box, Brasso bottle, Cotton, Gift packing paper, OHP Marker, Red Ribbon, Plastic & Opaque sheets, Plastic ring folders, Plastic folders, OHP sheets, Plastic Stick for cutting machine of 32”, A4 Clear folder, Reynolds Jetter Aviator Pens black, Colour sketch pen, Nataraj Photo Album, Correction Pen, Notice Board, Correction Fluid, Uniball Gel Impact and Fem (Soft Hand Wash), Johnsons Ear Buds, Cool Mint (Mouth wash), Telephone Register (Alphabetical), Transparent A4 Solo folders (blue, green, plain & pink colours), Clip folders, Ring folder deli, Universal adapter, 12 piece book stand and envelope no.10 (20”x15”), Parker jotter pen, Answer sheet, colour paper, LCD, Scanner, Dinner set, Locks, Mayur Jug, File tray, Calculators, CD/DVD, VIP Suitcase, Hard disc, Toaster, OFHR/PTC Heater, Microwave, Postal Stamps etc. Everyday Pencil Cells /Dura Cells (AAA)/Dura Cells (AA) Towel

M/s. S.S. Traders M/s. Om Enterprises M/s. Jai Bros. M/s. Shree Paper Product M/s. Sakhuja Stationers M/s. J.J. Paper Sales M/s. Yash Techno System M/s. Standard Library Service M/s. Sony (LCD) M/s. GR Enterprises (Scanner) M/s. Haryana Handloom M/s. Chandha Handloom M/s. Nag Pal Cloth M/s. Chawla Shoe M/s. Shree Paper M/s. Krishna Stores M/s. Dang Stationers M/s. Naveen Stores M/s. MK Enterprises M/s. Manor Electronics Postal Department M/s. J.J. Paper Sales M/s. Dang Stationers M/s. Vishal/Lakshmi Agency

Rs. 18,615/- Rs. 1,22,147/- Rs. 7,994/- Rs. 2,520/- Rs. 29,766/- Rs. 16,801/- Rs. 678/- Rs. 1,080/- Rs. 42,800/- Rs. 73,442/- Rs. 1,140/- Rs. 420/- Rs. 1,050/- Rs. 300/- Rs. 735/- Rs. 5,850/- Rs. 2,415/- Rs. 17,170/- Rs. 2,250/- Rs. 17,200/- Rs. 16,000/- Rs. 3,994/- Rs. 11,025/- Rs. 1,93,080/-

Computer Toners/Ink Cartridges M/s Kendriya Bhandar M/s NCCF

Rs. 9,87,769/- Rs. 29,65,316/-

Fax Machine rolls/ink cartridges M/s Integrated Technologies M/s. Axis Automation

Rs. 3,43,304/- Rs. 21,788/-

Ink cartridges and sticker for Franking Machine M/s. Ideal Business System Rs. 1,04,064/- Total: Rs. 93,09,007/-

36.3. Furniture and other Items: Purchase of furniture for use and their maintenance in Parliament House / Parliament House Annexe, Residential Office of the Hon’ble Chairman, Rajya Sabha, Hon’ble Deputy Chairman, Rajya Sabha, Leader of Opposition, Rajya Sabha and Secretary-General, Rajya Sabha, was made through the C.P.W.D. During the year 2012, the total expenditure incurred on furniture items procured through C.P.W.D was to the tune of Rs. 7,38,249/-. The details are as follows: - Name of the Item(s) Purchased Source of

Supply Purpose Value of

Furniture Procurement of Office Furniture viz. Almirah, Computer-cum-Office Tables, Officer tables Computer Chairs, Steel Racks, Highback Chairs, Sideracks, carpets as well as their maintenance.

CPWD For use of the Secretariat

Rs. 7,38,249/-

Total: Rs. 7,38,249/-

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36.4. Office Vehicles and Bicycles: 3 new vehicles i.e. 2 new SX4 one each for O/o Hon’ble Chairman and Secretary-General and 1 Honda Accord for LOP (purchased for an amount of Rs.19,98,500/- from “Members Head”) were purchased during the year 2012 at a cost of Rs. 33,05,665/-. Besides, 8 bicycles were purchased at a cost of Rs. 24,000/- for use of the Secretariat.

36.5. Maintenance of Office Vehicles and Bicycles: 10 Ambassador Cars, 3 Maruti Esteem Cars, 1 Honda Civic car, 1 Honda Accord, 1 Tata Safari, 5 Motor Cycles, 1 Mini Swaraj Mazda (Disposed off in December, 2012), 5 Pick-up-cum-delivery vans, 1 Maruti Omni, 3 Maruti Gypsies, 1 Mahindra Bolero, 4 Maruti SX4, 2 Hyundai Accent and 1 Tata Mini Bus (Disposed off in December, 2012) were maintained properly by the Section. Close watch on the expenditure on Petrol/ Diesel and maintenance/repair of these vehicles was also kept with a view to exercise utmost economy while maintaining their efficiency. During the year 2012, the expenditure incurred on maintaining these vehicles was Rs.54,91,837/- (i.e. Rs.43,19,647/- on consumption of Petrol/Diesel till November, 2012 and Rs.11,72,190/- on repair and maintenance of these vehicles). An expenditure of Rs.89,963/- was incurred on the maintenance of the vehicle placed at the Office of the LOP. Besides, an expenditure of Rs. 1,755/- was incurred on maintenance of bicycles.

36.6. Office Machines: During the year under review, the following electronic equipment were purchased for use in the Secretariat: -

Name of the Item(s) Quantity Value Photocopier Machines 13 Rs. 15,28,052/- Fax Machines 4 Rs. 48,512/- Lamination Machine 1 Rs. 6,188/- Stapler Machines 8 Rs. 8,289/- Total : Rs. 15,91,041/-

36.7 Maintenance of Machines: Various machines like Photocopiers, Copy Printers, Address Writing Machines, Electric Stitching Machines, Shredder Machines, Fax Machines and PTI Scan services etc. were maintained by this Section through Annual Maintenance Contracts (AMCs) or Comprehensive Maintenance Agreement (CMAs) or Full Service Maintenance Agreements (FSMA) awarded mostly to concerned companies. AMCs and FSMAs were also signed with various other firms. The details of Service Agreements entered into during the year under reference are as follows: -

Name of the Item(s) Name of the Company Annual Charges

Photocopier Machines M/s. Canon India Ltd. M/s Uneecops Technologies Ltd. M/s Ascent Information System M/s. Ricoh (India) Ltd. M/s. Ankita Enterprises M/s. HCL Infosystem M/s. VSM Agencies Pvt. Ltd. M/s. International Electronic & Communication Systems Pvt. Ltd.

Rs. 48,409/- Rs. 3,55,407/- Rs. 2,14,329/- Rs. 1,60,566/- Rs. 18,531/- Rs. 12,69,915/- Rs. 90,488/- Rs. 42,779/-

Copy Printers M/s. Impact Automation Services Rs. 1,00,286/- Fax Machines M/s. Integrated Technologies Rs. 1,61,811/- Video Network Cabling Charge M/s. Video Tec Network Rs. 1,08,125/- Shredding Machines M/s. KOBRA India Security Systems Rs. 5,975/- Electronic Stitching Machines M/s. Integrated Technologies Rs. 19,204/- Address Writing Machine M/s. Pitney Bowes Rs. 44,944/- Subscription charges for PTI Scan Services which was installed at the R/o of Hon’ble Chairman

M/s. PTI Ltd. Rs. 2,02,800/-

TOTAL: Rs. 28,43,569/- 36.8. Waste Paper: Waste Paper Contract worth Rs.11,11,551/- was awarded to M/s Raj Kumar Trading Co. w.e.f. 1st January to 31st December, 2012 and the amount was deposited in twelve (12) equal monthly installments.

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36.9. Rule 192(1) of the revised General Financial Rules (2005) provides that “fixed assets should be verified at least once in a year and the outcome of the verification recorded in the corresponding register”. Further, Rule192 (2) states that “a physical verification of all the consumable goods and materials should be undertaken at least once in a year and discrepancies, if any, should be recorded in the stock register for appropriate action by the competent authority.” Under Rule 192(3) “verification shall always be made in the presence of the officer responsible for the custody of the inventory being verified”. Accordingly, under Rules 192 (1), (2) & (3) Physical Verification of Stores Section for the year 2012 is being conducted by the Pay and Accounts Officer, Rajya Sabha Secretariat. 36.10. Auction of Obsolete Office Items: Auction of obsolete materials/furnitures/vehicles etc. was undertaken in the quarter October-December on approval of the Committee constituted for examining and declaring the Stores items as obsolete/surplus/unserviceable for auctioning purposes. Apart from obsolete items, 9 old vehicles i.e. 2 buses, 3 cars and 4 Autos were auctioned. Besides, 31 surplus iron racks of Sales and Archives Section were also auctioned. 36.11. Weeding out of old records: Old records upto the year 2006-2007 were weeded out in the 1st week of November, 2012. 36.12. Training: No Officer/staff of the Section had undergone any training programme during the year 2012. 36.13. Conveyance Management: Conveyance for use of officers/staffs of this Secretariat is managed by this Section in assigning duties to drivers, welfare duty, pick & drop facility to various officers of the Secretariat and also arranges vehicles for staffs who sits late during session period. Besides, to keep a watch on the vehicles, log books of individual cars/vans/autos which are maintained by the drivers concerned where details of servicing, repairs, part replacement etc. are entered, were duly verified by the AD/DD of the Section. 36.14. Goals and Analysis: Stores Section is entrusted with the responsibility of purchasing or otherwise acquiring all articles, including not only expendable and issuable articles in use or accumulated for specific purposes but also articles of dead stock such as machinery (photocopiers, fax machines, copy printers, shredder machines, stitching machines, address writing machines etc.), furniture, vehicles (Buses, staff cars, pickup-cum-delivery vans, motorcycles) etc. for use of the Secretariat. Office machines are installed by the Stores Section to save time and labour in all official work and to reduce the cost of administration by increasing the output of work.

All purchases of Stores are regulated strictly in conformity with the Stores purchase rules and

subsidiary instructions as contained in the revised GFR 2005. Besides, the Office order issued by the Personnel Section vide their Office Order Part 1 No.6/2009-Personnel, dated the 24th November, 2009 delegating financial powers to officers of this Secretariat subject to the observance of the provisions contained in the revised GFR 2005, is also followed strictly while purchasing various items for use of the Secretariat. A Committee for Procurement of Office Equipment has been constituted by the Secretary General for consideration of procurement of equipment costing more than Rs.25,000/-. Besides, a Purchase Committee has been constituted by the Secretary-General for purchasing goods costing Rs.1, 00,000/- and above. Further, a Committee for examining and declaring the Stores items as obsolete/surplus/unserviceable was also constituted for auctioning purposes. Before purchasing the office articles (both stationery items and machinery), a proper estimation of requirement, both as regards to quantity and quality, is carried out as contained in the revised GFR, 2005.

In recent times, there has been a tremendous increase in the consumption of stationery in various Sections/Offices of the Secretariat which has resulted in huge increase in office costs. Therefore, to have checks on excess expenditures, the Stores Section reviews from time to time the type and quantity of articles used in various Sections/Offices to keep pace with the changes in consumption and also to bring about economy in consumption patterns where ever possible.

Swearing in of Shri Hamid Ansari as Vice President of India for the Second term