No.

1:02:7(127):I:2021:PO-register Date:08-Dec-2021

IOM

From:GM (Vigilance) To ED (Admin)

Sub: Deletion in Purchase order register

On review of the purchase order and relevant policy documents, the following has been observed by
Vigilance Unit:

1. The register is not comprehensive as the details of indenting unit, number of items etc. are not
mentioned.
2. Description column is not elaborate which doesn’t convey the procurement details completely.
Amount is left blank without mentioning the price against some P.O numbers.
3. It is seen that several lines are left blank between two entries in the register (page no.74, 75,
96,98 and 99 etc.). Some of the entries are inserted later on in between the regular P.O
numbers/blank space left between two entries. It papers that these entries were inserted after
purchase of the items. (page no. 12 of register, entries 59A, 59B and 59C, page no 15 entry
no.74A, page no.19, entry no. 101A,101B ,108A , page no.24, 151A,151B151C,151D etc.)
4. There are several entries cancelled in the register (sample pages, page no.13 and 64) without
mentioning any reason, approval etc. The clause 25.0 of procurement manual provides for
black-listing of firms on certain grounds. If the reasons for cancellation of the contract are as
enumerated in the clause 25.1 then such firms should be black-listed. In absence of reasons in
the purchase register it is difficult to ascertain whether such firms are black-listed or not?
5. Certain entries have corrections in description column and amount column,. No reasons and
approval details are recorded for such correction.
6. The details of officer entering the purchase order in the register is not mentioned. The register is
nether signed by any officer against each other.
7. Whitener has been used to erase the entry in the register and new entry made on it raises
suspicion of the fair process (page no.46, entry no.343 etc.)

The admin unit is requested to furnish the replies to the aforementioned queries with supporting
documents latest by 24-sep-2021.

This is issued with the approval of CVO,PFC.

(Upendra Upreti)