19. Chief commissaries are informed of the quantities and conditions of supplies at the posts in their departments, and of the amounts of subsistence funds thereat, by means of the monthly reports of subsistence stores and funds (Form 60) rendered to them. They should not, as a rule, require copies of accounts current, or of returns, from the posts, as the information needed from such papers is given in the monthly reports (Form 60). This paragraph applies also to the independent posts situated within the geographical limits of their respective departments.-Regs. Subs. Dept.

20. The chief commissary of a department causes to be transcribed into the commissary books kept in his office the information concerning subsistence supplies at the posts, contained in the monthly reports of subsistence stores (Form 60). With the aid of these commissary books, the requisitions from the various posts are revised by him, care being taken to keep the posts-supplied, in proper proportions for issues, travel rations, emergency rations, and sales, with enough provisions for use, but with as little for deterioration as possible. The important duty of revising requisitions with reference to the information shown by the commissary books should be performed in person by chief commissaries, and not be delegated to other persons.-Regs. Subs. Dept.

21. Chief commissaries who are required to carefully revise the estimates and requisitions for money and supplies for their commands receive from their commanders timely instructions as to all contemplated movements of troops and as to any probable increase or diminution of the garrison at any particular post, that a proper and economical distribution of supplies may be made.-Regs. Subs. Dept. Vide G. O. No. 61, A. G. O., 1901.

22. Chief commissaries will from time to time communicate to the Commissary General such information as they may deem important regarding the resources of the country in which they serve, and make recommendations concerning the purchasing stations from which supplies should be procured for posts, giving the routes of shipment and cost of transportation.-Regs. Subs. Dept. Vide A. R., 830.

23. Chief commissaries will suggest to the Commissary General what articles should be erased from the list of staples and furnished as exceptional articles, or the reverse, giving their reasons therefor. They will also suggest, from time to time, the articles which, in their opinion, should be added to or taken from the list of stores to be called for on the monthly requisitions.-Regs. Subs. Dept.

24. Chief commissaries will make calls upon purchasing commissaries designated by the Commissary General for funds and supplies for posts and stations supervised by them; and, under instructions from the Commissary General, they will furnish funds and supplies to posts within their departments which are exempted from the supervision of department commanders.-Regs. Subs. Dept. Vide A. R., 1353.

25. A chief commissary will ordinarily call for full packages, but may call for less than the usual commercial or trade package when, in his opinion, the sending of a full package is liable to overstock a post, or when the full package is not likely to be consumed in the current requisition period and the contents are of a kind that will not keep in good condition for more than one requisition period. When the usual commercial or trade packages are unsuited for wagon transportation or the field service which they may be required to undergo, special packages, suited to the purpose, may be called for, in which case they will be fully described for the guidance of the purchasing officer.-Regs. Subs. Dept.

26. Chief commissaries should not request any further supply of an article to be sent to a post when the commissary book of that post shows that a particular variety or size of an article has remained on hand from month to month without material reduction by sales, unless there is a reasonable prospect that the

quantity on hand or the neglected variety or size will be consumed.—Regs. Subs. Dept.

27. Chief commissaries should not call upon purchasing commissaries for articles except such as they are informed that the latter have authority to purchase, but where chief commissaries consider other articles to be necessary, they will make application to the Commissary General, giving reasons, and recommend the purchasing stations from which the articles should be sent.-Regs. Subs. Dept.

28. Should an article of the ration become unexpectedly exhausted at a post, a chief commissary may, in his discretion, either direct the issue of some other component of the ration or of articles on hand of equal money value, in lieu of the deficient article, or direct the purchase of such article by the commissary at the post.-Regs. Subs. Dept.

29. Chief commissaries, in emergencies arising under instructions given by department commanders where there is not time to obtain needed "components of the ration" or "travel rations" from usual sources of supply, are authorized and directed to call upon the purchasing commissaries, who, in their opinion, can most expeditiously furnish the desired stores to the points where wanted; and purchasing commissaries will furnish the stores accordingly. Consultation with department commanders in anticipation of such instructions will often provide against the making of such calls. See last clause of A. R. 830. Chief commissaries will report to the Commissary General each merg ncy call of the above character made by them, with full explanation as to what constituted the emergency.-Cir. Letter, O. C. G., Nov. 20, 1896.

30. Chief commissaries, being well informed as to the restrictions which bind the purchasing commissaries in the matter of advertising before purchasing, are enjoined to use all possible foresight with respect to the wants of their departments, with the aim of avoiding, if possible, the necessity of making any purchases on less than ten days' advertising by the purchasing officers on whom they call for supplies, their attention in this connection being called to the provision of A. R. 830, which states that they "will receive from their commanders timely instructions as to all contemplated movements of troops and as to any probable increase or diminution of the garrison at any particular post." They are expected to seek such instructions whenever they have reason to believe that a movement of troops is contemplated, without waiting the slower and sometimes uncertain processes of routine, and, whenever practicable, to time their calls on the purchasing officers with special reference to the advertising regulations by which those officers are bound. In fine, all proper expedients will be resorted to to diminish the number of purchases being made on less than ten full days' advertising.-Cir. Letter, O. C. G., Oct. 14, 1896.

NOTE. For the action required of a chief commissary in the matter of advertising when he authorizes a commissary at a post to make a purchase of supplies, vide "Advertising."

31. Chief commissaries are authorized to pay the vouchers of recruiting officers, and vouchers for commutation of rations to soldiers on detached service, or to designate the nearest purchasing commissary to whom they should be sent for payment. They will, themselves, make payments of commutation due under the appropriation of a fiscal year last past, when available funds are not on hand at posts.-Regs. Subs. Dept.

NOTE. For instructions in regard to the action required of chief commissaries in the matter of the commutation of the fresh vegetable portion of the ration, vide "Ration;" A. R., 1384; Circular No. 25, A. G. O., 1901; Circular No. 8, O. C. G., 1901.

32. Chief commissaries will see that proper receptacles with locks are provided for the preservation of small articles, such as brushes, combs, pencils, pens, towels, etc. If the receptacles are not provided by the Quartermaster's

Department, they should be supplied at the expense of the Subsistence Department.-Regs. Subs. Dept.

33. Chief commissaries will keep informed as to the character and capacity of storehouses at posts and report all cases of insufficient or unsatisfactory storage, and to this end commissaries at posts will promptly advise chief commissaries of insufficient or unsatisfactory storage at posts.-Regs. Subs. Dept.

34. Chief commissaries of departments will keep themselves informed concerning the condition of the subsistence property at the posts in their departments, and will require on the semiannual requisitions for such property, information which will enable them to determine whether articles out of repair can be economically repaired, and will cause all such repairs to be made when, in their opinion, deemed judicious. They will not send any new articles to posts to replace any on hand that can be repaired. —Regs. Subs. Dept.

35. Chief commissaries are authorized to expend the necessary amount of subsistence funds for washing towels, and for the purchase of ice for use in their offices, without referring the matter to the Commissary General for special authority.-Regs. Subs. Dept.

NOTE. For a list of the subsistence property which a chief commissary may provide for use in his office, vide "Subsistence Property," under heading of "Supplies."

36. Chief commissaries will forward to the Commissary General and to each chief commissary of other departments, as soon as practicable after issue, copies of all orders and circulars affecting subsistence duties issued from the headquarters of the departments in which they are serving.-Regs. Subs. Dept. 37. Chief commissaries of departments in the Philippines will cause all moneys belonging to the appropriation of an expired fiscal year not needed at a post to meet outstanding liabilities at the post to be transferred without unnecessary delay to themselves; and they will from time to time transfer to the chief commissary of the division all moneys of such appropriations which they may no longer need for meeting outstanding obligations.-G. O. No. 9, A. G. O., 1902.

NOTE. For instructions to be observed by the chief commissary of the Division of the Philippines in regard to the disposition of funds of an expired fiscal year remaining to his official credit and in his personal possession, vide "Funds," G. O. No. 9, A. G. O., 1902.

38. Reports on Form 68 are required to be made to the Commissary General, through the chief commissaries of departments and division in the Philippines, by officers who are relieved from subsistence duty therein.-G. O. No. 9, A. G. O., 1902. Vide "Reports.”

39. The chief commissary of the Division of the Philippines and the chief commissaries of departments in the Philippines will keep a record in their offices of all officers who are shown by the reports rendered on Form 68 to have been relieved from subsistence duty before turning over to another officer or depositing to the credit of the Treasurer of the United States the balances of subsistence funds for which they are responsible, and will take appropriate measures for securing from such officers the transfer or deposit at the earliest practicable date, invoking if necessary the aid of the department or division commander.-G. O. No. 9, A. G. O., 1902.

40. Chief commissaries of departments in the Philippines will see that officers serving in their departments mail their accounts and returns promptly, and to this end will require a strict compliance with instructions contained on Form 60. In cases of unusual or persistent delay in rendering accounts or returns chief commissaries will call for explanation of such delay and will bring such cases as merit it to the attention of the department commander for his action, reporting the fact of such submission to the Commissary General through the chief commissary of the division.-G. O. No. 9, A. G. O., 1902.

PURCHASING COMMISSARIES.

41. Purchasing commissaries make purchases of supplies in accordance with Article LVI, A. R., and distribute them as directed. Upon direct calls of chief commissaries they transfer to commissaries of posts and stations such funds from the appropriation “Subsistence of the Army" and such authorized subsistence supplies as chief commissaries, under instructions from department commanders, deem necessary.—A. R. 1352, as amended by G. O. No. 165, A. G. O.,

1901.

42. Officers of the staff departments assigned to the charge of general depots, or to the duty of purchasing supplies for troops not included in the military department in which they are located, will submit to the department commander such estimates only as relate to the service under his command. In all other matters they will communicate directly with the chiefs of their bureaus.— A. R. 831.

43. Purchasing commissaries and officers on duty at general depots of supply, whether reporting by letter to department commanders or not, are subject to their orders for court-martial or other duty in an emergency only.-A. R. 208, 209. 44. A purchasing commissary will purchase only such articles as are authorized by the Commissary General, and only for such posts as are designated by him. If called upon to send articles not so authorized, he will inform the chief commissary making the call. As far as practicable supplies should be purchased from first hands.-Regs. Subs. Dept.

45. Stores for use on Government transports will be obtained by transport commissaries by requisition upon purchasing commissaries at or nearest to the ports of arrival or departure at which replenishment is necessary, and purchasing commissaries will transfer such stores on invoices and receipts, forwarding a copy of each invoice to the superintending commissary of the transport service. Purchasing commissaries will be guided by a sound discretion as to the character and quantity of subsistence stores to be furnished by them to transports for use of the saloon messes thereon.-Cir. Letter, O. C. G., April 14, 1900. 46. Purchasing commissaries pay all proper vouchers referred to them by chief commissaries for payment.-Regs. Subs. Dept.

47. Each purchasing commissary will, on or before the third day of each month, transmit to all other purchasing commissaries, and chief commissaries who are not purchasing commissaries, and to the Commissary General, a price list of the subsistence stores on Form 57 (entering thereon the amount expended monthly for exceptional articles immediately succeeding the prices of the staple articles) purchased by him during the preceding month.-Regs. Subs. Dept. Vide Cir. Letters, O. C. G., Apr. 11, 1896, and July 2, 1897.

48. In order that the monthly price lists of subsistence stores (Form 57) furnished the office of the Commissary General may be uniform, it is suggested that in describing supplies on price lists, the name, title, brand, or whatever other expression is commonly used to designate the article in question, together with the name of the manufacturer (if known) be entered thereon, in order that the Commissary General may readily ascertain the comparative price and quality at various stations, should the same articles be purchased at several places. Canned and salt meats should be described by the name of the packer; flour, by the name and place of business of miller; vegetables, by name and locality where grown; fruit, canned, by brand, name of packer and place of business, and so on.-Cir. Letter, O. C. G., Apr. 11, 1896.

49. All purchasing commissaries are authorized to expend the necessary amount of subsistence funds for washing towels, and for the purchase of ice

for use in their offices, without referring the matter to the Commissary General for special authority.-Cir. Letter, O. C. G., May 19, 1899.

NOTE-For list of subsistence property authorized for the use of purchasing commissaries, vide "Subsistence Property" under "Supplies," Circular No. 2, O. C. G., 1901. For inspections to be made by them, or under their direction, vide "Inspectors and Inspections." For personal reports to be rendered by them, vide" Reports."

50. The following conditions and instructions to bidders, as applicable to advertisements, etc., issued by purchasing commissaries will generally answer all requirements, except in special cases, which should be treated according to their necessities:

OFFICE PURCHASING COMMISSARY, UNITED STATES ARMY,

19-.

The following conditions and instructions to bidders for subsistence supplies, pertaining to advertisements issued from this office, are furnished for the information and guidance of all concerned:

Supplies to be the best of the quality desired.

Articles must be equal to standards prescribed by the purchasing officer, who reserves the right to determine whether an article offered under a bid, or presented for delivery under an award, is equal to the standard. Information concerning standards to be obtained upon application to this office. No samples are provided for distribution.

All stores and packages are subject to inspection by Government inspectors at any time during process of manufacture or packing, and again at date and place of delivery.

Actual net weight, measure, or number, at the time of acceptance and delivery, is to be the purchase weight, measure, or number, as the case may be.

Punctual delivery and strict adherence to samples and specifications will be required; and in case of failure to deliver according to contract, the contracting officer shall have power to supply the deficiency in open market or otherwise, and charge the contractor with the excess of cost over that of furnishing at contract prices.

If any articles are delivered which are not like the samples or standards, they must be replaced by those of proper quality whenever such discovery shall be made.

Any article found at a post in a damaged condition, or of unsuitable quality, the responsibility for which rests upon the seller, may be returned to him if so desired, he bearing the cost of return transportation and replacement.

No care of, or responsibility for, contractors' goods or supplies will be assumed prior to delivery and actual receipt.

Bidders are understood in all cases to make their proposals with special reference to the specifications applicable to the articles offered by them.

Proposals must be made in duplicate (or in triplicate whenever required) in strict accordance with the requirements of the advertisement, specifications, and instructions pertaining thereto.

Proposals must be prepared on blank forms furnished for the purpose by this office, and without assistance from any person belonging to, or employed in, the military service of the United States.

Articles should be entered on the proposal in the order in which they are named in the advertisement and specifications; and where articles are called for by the pound, can, box, jar, etc., the price should be quoted accordingly on the proposal, and not per barrel, gross, dozen, or case.

Numbers and prices should be written in words, as well as expressed in figures, unless the amounts involved are inconsiderable, or the form of the proposal indicates such numbers and prices are to be expressed in figures only.

For exam

The net price asked for each article must be stated; and no conditional bid will be considered. ple, where it is stipulated that a certain percentage will be deducted by the bidder if payment is made in a stated time; or which in any way specifies conditions as to quality, delivery, or payment, otherwise than herein provided.

Proposals for the whole or any part of the quantity of an article advertised for will be entertained. Where articles of other kinds or quality than those named in the specifications are bid for, it must be so stated in the proposal; otherwise contractors will be required to furnish the precise articles called for in the specifications.

Alterations, by erasure or otherwise, must be noted and explained in the proposal over a separate signature of the bidder.

Each proposal should be signed by the bidder with his usual signature in full, and state his place of business and post-office address, with county, district, State, or Territory. If a person affixes to his signature to a proposal the word "president," "secretary," "agent," or other designation, without disclosing his principal, the proposal will be regarded as that of the individual. A proposal of a firm should be signed with the firm name, followed by the autograph signature of a member of the firm-who will add the words "one of the firm" below his signature-or by its authorized agent, giving the names of all its members. If an agent sign for the firm, he must furnish legal evidence of his authority to do so. A proposal of a corporation should