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This could be a full linked open date URI or an internal identifier"}],"FileFormat":[{"label":"File Format","value":"application\/pdf","attrs":{"lang":"en","ns":"http:\/\/purl.org\/dc\/elements\/1.1\/format","classmap":"edm:WebResource","property":"dc:format"},"iri":"http:\/\/purl.org\/dc\/elements\/1.1\/format","explain":"A Dublin Core Elements Property; The file format, physical medium, or dimensions of the resource.; Examples of dimensions include size and duration. Recommended best practice is to use a controlled vocabulary such as the list of Internet Media Types [MIME]."}],"FullText":[{"label":"Full Text","value":" PROVINCE OF BRITISH COLUMBIA\nTwenty-third Annual Report of the\nPURCHASING COMMISSION\nJANUARY 1 TO DECEMBER 31\n1965\nPrinted by A. Sutton, Printer to the Queen's Most Excellent Majesty\nin right of the Province of British Columbia.\n1966\n  Victoria, B.C., January 25, 1966.\nTo Major-General the Honourable George Randolph Pearkes,\nV.C., P.C., C.B., D.S.O., M.C.,\nLieutenant-Governor of the Province of British Columbia.\nMay it please Your Honour:\nHerewith I beg respectfully to submit the Annual Report of the Purchasing\nCommission of the Department of Finance for the period January 1, 1965, to\nDecember 31, 1965.\nW. A. C. BENNETT,\nMinister of Finance.\n The Honourable W. A.C. Bennett,\nMinister of Finance, Victoria, B.C.\nSir,\u2014We have the honour to submit the Twenty-third Annual Report of\nthe Purchasing Commission, covering the period January 1, 1965, to December\n31, 1965.\nR. G. McKEE,\nChairman.\nA. E. WEBB,\nMember.\nL. J. WALLACE,\nMember.\n Twenty-third Annual Report of the\nPurchasing Commission\nJanuary 1 to December 31, 1965\nGENERAL\nIn spite of the fact that the present Chairman did not take over his full-time\nduties until July 1, 1965, business as usual was carried out by a loyal and conscientious staff both in the Victoria and Vancouver offices. In fact, the Comptroller-\nGeneral's records show that during the calendar year the disbursements against\npurchase orders were up 7.7 per cent for quotations emanating from the Purchasing\nCommission.\nThe total purchases under the Act also include purchase orders made by the\ndivisions of those departments with authority to purchase delegated under section\n10 of the Act, hence the total purchases for 1965 are as follows:\u2014\nNumber of Total Value\nDepartment Purchase Orders of Purchases\nEducation\u2014Textbook Branch  1,900 $2,800,000\nProvincial Secretary\u2014\nPublic Library and Archives  786 10,000\nPublic Library Commission  166 37,100\nQueen's Printer  4,248 1,393,900\nFinance\u2014Purchasing Commission\u2014\n(a)  For the Ferry Authority  2,365 4,120,000\n(Z>) For all departments  52,259 37,750,000\nGrand total      $46,110,000\nSTAFF\nIn 1958 there were five buyers doing a $23,183,000 business in purchasing\nthrough the Victoria and Vancouver offices of this Commission, or an average of\n$4,600,000 per man. Annually the business of Government increased until in the\ncalendar year 1965 the same five buyers averaged $7,770,000 per man, which is an\nincrease of 70 per cent per man. Although inflation accounts for some of the\nincrease, the pressure on the staff was so great that an excessive amount of overtime\nwas involved. Thus an additional buyer was added to the staff on June 1, 1965.\nIn the calendar year 1965 these six buyers did a total business of $41,870,000, or\nan average of $6,977,500 per man, which is still a great deal more per man than\nthe average for civic or commercial buyers; for example, the City of Vancouver with\na staff of six buyers has a total purchase business of $4,800,000.\nIn an attempt to decrease the work load, we are continuing to explore the possibilities of more bulk buying. To this end, the Chairman and buyer concerned, with\nsuch items as paints, waxes, and paper products, met, at the invitation of the Deputy\nMinister of Public Works, who is also a member of the Commission, with the senior\nmembers of his staff, including maintenance superintendents of the institutions and\ndistricts, at the Technical Institute, Burnaby, to discuss and implement more contract (quarterly) buying and inventory systems.\nL\n X 6\nBRITISH COLUMBIA\nIn addition to an increase in the buying staff, it was necessary to add one additional clerk to the office staff to take care of the extra work load.\nAgain, in the general office we are exploring ways and means of eliminating\nunnecessary paper work in order to improve efficiency. As an example, on October\n26, 1965, all Deputy Ministers were advised that the maximum amount of minor\npurchases not requiring a requisition or emergency purchase order was, with the\napproval of the Government, raised from $10 to $25. It is estimated that this alone\nwill save 11,000 emergency purchase orders, in quintuplicate, and at least $30,000\nin processing them. The value of the orders concerned is less than one-half of 1 per\ncent of the total purchases made during the year.\nSimilarly, the implementation of more bulk buying, as referred to above, and\nthe creation of central stores-distributing centres, such as at Essondale, have also\neliminated a great deal of paper work.\nBUSINESS MACHINES SERVICE DIVISION\nThe Division was set up in 1943 because of the excessive cost of maintaining\nthe large number of Government-owned typewriters, etc., and the inadequacy of the\nservice obtainable in outlying areas of the Province.\nIn 1943 the machines inspected and maintained by the Division were 1,032.\nAs of June 28, 1965, this had grown to 7,118 machines, as follows:\u2014\nType of Machine\nNumber in\nOffices\nNumber in\nVocational\nand Technical Schools\nTotal\nTypewriters (9 per cent electric)  \t\nAdding-machines and printing-calculators\u201e   _\nDictating and transcribing machines\u2014 _ \t\nMiscellaneous posting, bookkeeping, cash registers, etc...\nTotals    \u2014    .\n3,920\n1,460\n1,061\n671\n289\n137\n55\n156\n6,481\n637\n4,209\n1,597\n1,122\n827\n7,118\nTo service all this equipment, the staff consists of one Supervisor, two Foremen\n(Mechanic\u2014Grade 2), eight Mechanics\u2014Grade 1, and four trainees who are apprentices for three years.\nBecause of the multiplicity of makes and types of Government business machines, it takes a three-year apprentice-training and from 5 to 10 years before the\nrecruit is fully equipped to act without detailed supervision. In other words, it is\nonly by in-service training that this Division can acquire the kind of mechanics for\nthe varied work involved, and the major problem is keeping well-trained staff ahead\nof the work load.\nThe largest increase in work load is for the vocational training schools, of which\nthe present five average 92 machines per school. In due course, when the additional\nplanned schools are built and in operation, an additional fully qualified mechanic\nwill be required.\nIn due course, with the growing number of machines in each region, it is the\nintention of the Commisson to recommend that in addition to the service depots\nnow established in Victoria and Vancouver that other shops be established in Prince\nGeorge or Kamloops, as the need dictates.\n REPORT OF THE PURCHASING COMMISSION\nX 7\nINVENTORY SECTION DISCARDED\nOn November 10, 1965, all Deputy Ministers were advised as follows:\u2014\n\" Section 19 of the Purchasing Commission Act is as follows: ' The Commission may direct that such records as it deems advisable ... be maintained in Government departments . . . so as to ensure the effective control and preservation of\nfurniture and equipment (unexpendable)  . . . belonging to the Government.' \"\n\" Over the years most Government departments have, for their own protection,\nset up a ledger or card system for keeping track of unexpendable equipment and\nit is not the purpose of this circular to disturb these workable systems.\n\" However, for years this Commission has, in our opinion, been doing a lot\nof unnecessary work in connection with office furniture the cost of which is all out\nof proportion to the value derived.\n\" I refer, of course, to the issuing of Form P.C. Invent. 14 in triplicate and a\ncorresponding numbered decal for each piece of furniture purchased which for the\npast 12 years have averaged over 3,000 items per year.\n\"As of December 31st, 1965, this practice will cease (except for Government\nHouse), which means that any furniture Purchase Order issued after that date will\nnot be further broken down by this office into the requisite number of Forms P.C.\nInvent. 14, nor will any further decals be issued. However, any department requiring decals may secure them for their own purposes as long as our supply lasts.\n\"As far as expenditures for office furniture are concerned, control of the funds\navailable is now the responsibility of each department and in future so will the record\nkeeping of these unexpendable items.\"\nTo ensure that such records are being kept properly, the Supervisor of the\nBusiness Machines Section has been charged with the task of checking departmental\nrecords of business machines and furniture on his annual maintenance trips.\nThe discarding of the inventory work by this Commission will release one\nsenior clerk and one clerk-stenographer, six months of the year, for more important tasks, such as working with the buyers and the Materials Testing Branch\nof the Department of Highways and other testing agencies toward the preparation\nof better specifications for the invitations to quote.\nSURPLUS MATERIALS DISPOSAL SECTION\nUnder section 20 of the Purchasing Commission Act, it is the responsibility of\nthe Commission to sell all unserviceable equipment, surplus supplies, and all\ntangible property declared surplus in writing by the department concerned. The\nbulk of the work done by the Disposal Section is for the Highways Department, as\nshown in the following breakdown:\u2014\nFor Highways Department\u2014\n(a) Equipment and scrap     $35,090\n(b) Houses and chattels (rights-of-way)        88,620\nFor other departments       31,790\nTotal value\n$155,500\nLANGFORD WAREHOUSE\nUnder authority of section 5 of the Act, the Purchasing Commission maintains\na warehouse at 2914 Jacklin Road, where supplies for Government departments\nare stored and distributed.\n X 8 BRITISH COLUMBIA\nThis warehouse serves the following main functions:\u2014\n(a) Storing of items considered likely to be scarce or higher in price due to\nseasonal or unusual circumstances. In practice this can be illustrated by\nthe fact that 562 sets of car and truck chains and 3,300 feet of cross\nchains were available for distribution in the winter of 1964\/65 when\nchains were in very short supply throughout the Province.\n(b) The storing of supplies required on an emergency basis, such as forest\nfire-fighting equipment, which in a severe fire season may see a turnover\ntwo or three times of $60,000 or $70,000 in value of equipment.\n(c) Serving as a collection, storage, and exchange agency for surplus Government equipment throughout the Province; for example, because of\na change in fire-fighting techniques the fire-line shovel is now a long-\nhandled junior shovel, hence several hundred large shovels were shipped\nto Langford Warehouse from Forest Service warehouses in exchange for\nequivalent value in the smaller shovels. The larger shovels were reissued\nfor construction projects. Similarly, the power-saw has replaced the old-\nfashioned cross-cut saws everywhere except in the forestry prison camps,\nhence exchanges were effected through the facilities of the Langford\nWarehouse.\n(d) By purchasing supplies in advance of a rush need for them means providing a chance to shop for the best value for the money and ensures against\nan overload of inadequate equipment; for instance, the 25-man mess kits\nthat used to cost $350 are now stocked at Langford for $135.\n(e) Wherever practical all equipment and tools handled through the warehouse are standardized, and time is allowed the supplier to brand them\nwith the words \" Province of B.C.\" or \" B.C. Govt.\" This applies to all\nblankets, tents, water bags, axes, shovels, knives, forks, spoons, fire-\nextinguishers, etc. This branding, which is done with permanent dyes\nor stamped in metal, has proved an excellent deterrent against theft.\nAn up-to-date catalogue is prepared annually and issued to all departments\nshowing supplies in stock, prices, unit weights, etc.\nIn 1965 the total value of goods disbursed to various departments from Langford Warehouse was $371,893.10 (18.2 per cent over last year), and because of\na small efficient staff and a 10-per-cent mark-up, this warehouse is self-sustaining.\nA major factor which makes this service possible is a very low freight rate\navailable from a local trucking firm of 90 cents per 100 pounds from Langford to\ndowntown Vancouver.\nVANCOUVER OFFICE\nBecause of the large number of Government institutions located in the Greater\nVancouver area and supplies of all kinds are required for the inmates and staff, including most of the 22,000 people for whom food is purchased, the Commission\nmaintains a Vancouver office at 501 West 12th Avenue, and has done since its\ninception in 1943. The total Vancouver staff in 1943 was one buyer, whereas there\nare now three buyers and a clerical staff of five under the supervision of Mr. T. L.\nVardy, a Purchasing Agent\u2014Grade 4.\nRequisitions for supplies are forwarded by the institutions direct to the Vancouver office, and they are processed there up to the point of awarding the purchase\norder. The purchase orders are typed by the Victoria office. In order to centralize\nrecord-keeping and accounting procedures, all the records for these transactions\nare ultimately filed in the Victoria office of the Commission.\n REPORT OF THE PURCHASING COMMISSION X 9\nLike the over-all business of the Commission, the work of the Vancouver office\nhas increased in proportion to the growth of the institutions. Thus, when the additional buyer was approved this year, Buyer Jack Rossiter was transferred back to\nVictoria, bringing many of his former commodities with him. This was possible\nbecause of bulk buying and more rigid Purchasing Commission specifications on\nsuch items as paints, waxes, laundry supplies, etc. Hence the junior buyer was\nplaced in Vancouver and the Victoria extra load shared among the four buyers\nhere.\nBRITISH COLUMBIA FERRY AUTHORITY PURCHASES\nSection 41 of the British Columbia Ferry Authority Act is as follows: \" The\nAuthority is subject to the provisions of the Purchasing Commission Act.\" This is\nthe legal reason why the Purchasing Commission is involved with purchases for the\nFerry Authority.\nIt was soon established that an on-the-spot purchasing agent was needed for\nemergency repairs, and the present incumbent, Mr. W. D. Blincow, has his headquarters at the ferry depot at 1280 Rice Mill Road, Richmond, B.C. This man,\npaid by the Ferry Authority, is under dual supervision\u2014namely, the Ferry Authority for hours of work, discipline, and details of daily work, and the Purchasing\nCommission for technical guidance in purchasing procedures.\nAt the same depot is maintained an excellent warehouse carrying up to\n$400,000 in stock parts.\nAnnual purchases for food ($1,000,000 annually), uniforms, etc., are funnelled through the Vancouver office, while purchases of other commodities, such as\noil and fuel, are done through the appropriate buyer in Victoria.\nCopies of Ferry Authority requisitions for supplies and copies of their purchase\norders are maintained in the Victoria office of the Commission for ready reference.\nTHE PURCHASING MANUAL\nAs a further effort toward more efficiency, the Chairman and staff are busy\nproducing a Purchasing Manual. Sixty pages are now complete, and the balance\nwill be ready for printing by April 1, 1966. So far the following chapters have been\ncompleted: Chapter 1\u2014Requisitions; Chapter 2\u2014Purchase Orders; Chapter 3\u2014\nDepartures from Normal Purchasing Procedures; Chapter 4\u2014Langford Warehouse;\nChapter 5\u2014The Vancouver Office; Chapter 6\u2014The British Columbia Ferry Authority; Chapter 7\u2014Business Machines Service Division. It is anticipated that\nwhen this Manual is finally printed and distributed to all departments of Government, there should be less confusion and waste motion, which is now in evidence.\nWe have already proved that it increases efficiency when the buyers make\nperiodic field trips to visit those in the departments concerned with requisitioning\nsupplies, such as mechanical supervisors or vocational-school principals, to discuss\nmutual problems of ordering supplies and how to specify the right piece of equipment\nfor the use intended. This Manual and future editions of it should be of value to\nall concerned for reference purposes in training new staff on purchasing procedures.\nCONCLUSION\nThe Commission gratefully acknowledges the co-operative work done by the\nMaterials Testing Branch of the Department of Highways, and for the specialized\npurchasing done under delegated authority by the Queen's Printer, the Director of\nthe Textbook Branch, the Provincial Librarian and Archivist, and the Superintendent of the Public Library Commission.\n X 10\nBRITISH COLUMBIA\nIn conclusion, this Commission would stress that investigation of bulk buying\nwill continue, as will careful examination of specifications, with a view to their\ncontinued improvement. It is further pointed out that since research work is\ntime-consuming and is superimposed on the heavy work load of everyday buying\nby a small staff, it can only be done as time permits and therefore will proceed slowly\nbut surely.\nPrinted by A. Sutton, Printer to the Queen's Most Excellent Majestj\nin right of the Province of British Columbia.\n1966\n160-166-1677\n  ","attrs":{"lang":"en","ns":"http:\/\/www.w3.org\/2009\/08\/skos-reference\/skos.html#note","classmap":"oc:AnnotationContainer"},"iri":"http:\/\/www.w3.org\/2009\/08\/skos-reference\/skos.html#note","explain":"Simple Knowledge Organisation System; Notes are used to provide information relating to SKOS concepts. 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