In cases of emergency, application may be made and authority granted by telegraph to publish an advertisement, in which case the date and nature of such advertisement only need be stated. The officer so authorized should immediately transmit to the Chief Clerk of the War Department twelve printed slips of such advertisement, and report the name of the newspapers ordered to publish the same, with number of insertions in each. 4. Officers of the Army are required to practice all possible economy in advertising consistent with the necessities of the service, and to avoid all superfluous words in the descriptions of supplies and property in advertisements, and in the headings and titles attached thereto; and they are especially cautioned not to prepare their advertisements, or send copies of them to newspapers, arranged in such a manner as would lead to a violation of so much of paragraph 12 as relates to displayed or leaded advertisements, &c. At principal offices and depots where advertisements inviting proposals are frequently issued, it is not necessary to publish in detail each time the usual conditions imposed on bidders and contractors. A reference to former advertisements of same conditions, or a notice that they will be furnished on application, will be sufficient. FORMS OF ADVERTISEMENTS. The following examples, illustrating the brief forms of advertisements to be used, are given for the information and instruction of officers, and should be followed as far as practicable: (Form of advertisement for various supplies needed at various posts.) PROPOSALS FOR MILITARY SUPPLIES. HEADQUARTERS DEPARTMENT OF OFFICE OF CHIEF QUARTERMASTER, 18-. Sealed proposals, in triplicate, subject to the usual conditions, will be received at this office, or at the offices of the quartermasters at the following-named posts, until 12 o'clock noon on 18-, at which time and places they will be opened in presence of bidders, for furnishing and delivery of military supplies during the mencing com -, 18—, and ending, 18—, as follows: [Here state articles, but not quantities,] or such of said supplies as may be required, at posts or places.] [here state Proposals for either class of the stores mentioned, or for quantities less than the whole required, will be received. The Government reserves the right to reject any or all proposals. Blank proposals, and printed circulars stating the kind and estimated quantities required at each post, and giving full instructions as to the manner of bidding, conditions to be observed by bidders, and terms of contract and payment, will be furnished on application to this office or to the quartermasters at the various posts named. Envelopes containing proposals should be marked "Proposals for and addressed to the undersigned, or to the respective post quartermasters. Quartermaster at U.S. A. NOTE. In advertisements by the Quartermaster's Department for military supplies, the conditions of section 3716, Revised Statutes, are to be stated. (Form of advertisement for delivery at one post of a certain article or articles.) Sealed proposals, in triplicate, subject to the usual conditions, will be received at this office, or at the office of the Quartermaster at , until 12 o'clock noon on 18-, at which time and places they will be opened in presence of bidders, for furnishing and delivery at [here state article and quantity.] Proposals for a less quantity will be received. The Government reserves the right to reject any or all proposals. A preference will be given to articles of domestic production. Blank proposals, and full information as to the manner of bidding, conditions to be observed by bidders, and terms of contract and payment, will be furnished on application to this office or to the quartermaster at the post. Envelopes containing proposals should be marked "Proposals for and addressed to the undersigned, or to the quartermaster at the post. Quartermaster at U.S. A. NOTE. If a number of articles are needed involving lengthy publications in description of the articles and specification of quantity, then follow general plan indicated in previous form of having circulars printed. In advertisements by the Quartermaster's Department for military supplies, the conditions of section 3716, Revised Statutes, are to be stated. (Form of advertisement for proposals for Army transportation.) HEADQUARTERS DEPARTMENT OF OFFICE OF CHIEF QUARTERMASTER, -, during the 18-. -com Sealed proposals, in triplicate, subject to the usual conditions, will be received at this office until 12 o'clock noon on 18-, at which time and place they will be opened in the presence of bidders, for the transportation of military supplies on the following-described routes in the department of mencing [here state the kind of transportation required, whether rail, wagon, or water, and give a brief description of the route.] Proposals for transportation on any or all of the routes above named will be received. The Government reserves the right to reject any or all proposals. and ending Blank proposals, form of contract, and printed circulars stating the estimated quantities of supplies to be transported, and giving full information as to the manner of bidding, conditions to be observed by bidders, and terms of contract and payment, will be furnished on application to this office or to the offices of at which such information can be obtained.] [here state places Envelopes containing proposals should be marked "Proposals for transportation on ," and addressed to the undersigned. route NOTE. All advertisements are to be signed officially. Quartermaster U.S. A. 5. All bills for advertising must be submitted to the Secretary of War for approval prior to being paid. The officer who issued the advertisement will cause publishers to furnish him with their bills in duplicate and with copies of their papers containing the advertisement. After satisfying himself that the advertisement has been inserted for the time charged, he will have the bills made out and certified upon the official Form, with the nature of the advertisement definitely described, and with a copy of it, cut from the newspaper named in the bill, attached to the account. A copy of the letter from the War Department authorizing the advertising to be done must be indorsed on the account. The accounts for advertising thus prepared, together with the original bills rendered by the publishers, will be forwarded by the certifying officer directly to the Chief Clerk of the War Department for audit, with a letter of transmittal describing the inclosures. 6. No voucher must contain the account of more than one newspaper, nor of more than one advertisement. 7. The following is the official form for accounts for advertising : THE UNITED STATES, The rate charged per square (of- — tion, -cents. dollars and lines each) is as follows: For the first insercents; for each subsequent insertion, dollars and I certify that the annexed advertisement was cut from the newspaper named in the above account, and that it was inserted in that newspaper for the period stated; also that the regulations of the War Department relative to advertising and job printing, —, 18-, have in this case been complied with. dated Signed in duplicate at this day of. 18 [Here sign officially.] 8. Advertisements and job printing must not be submitted for audit in the same letter of transmittal. of 9. Officers are prohibited from making any alterations in the number squares or lines, the number of insertions, or the amount charged. They will state in the proper column the number of insertions ordered, and leave blank the column headed "Amount allowed." 10. Accounts may, in some cases, be presented to officers for advertisements which they did not order published in the newspaper charging for the same, but which may have been ordered to be inserted therein by the Secretary of War; these, also, are to be submitted to the War Department for decision. They will be made out upon the official forms the same as other advertisements, and in like manner transmitted to the Chief Clerk of the War Department. The following form of certificate will be used in such cases: I certify that the annexed advertisement was cut from the newspaper named in the above account, and that it was inserted in that newspaper for the period stated. his successor, 11. In the event of the death, removal, or resignation of any officer, or of his being transferred to another station, the outstanding bills for advertisements of his office will be prepared, certified, and forwarded by who is authorized to vary the form to correspond with the facts. Officers changing stations will leave with their successors complete records relative to unsettled accounts for advertising and printing. 12. Publishers of official newspapers are notified that claims for advertisements copied from other papers, without authority from the Secretary of War, will not be paid; nor will any allowance be made for displayed advertisements, nor for leading. Advertisements must be set up close, and in no larger type than is ordinarily used in setting up other advertisements. It is required of publishers that they forward to the Chief Clerk of the War Department, for file, a schedule of their commercial rates charged to private individuals, with their usual discounts, sworn to as required by law, such statement to name the size of type used in advertisements, and show whether the charge is made by the "line" or by the "square," and if by the square the number of lines counted as such; also the rate per line or square for the first and subsequent insertions. And when the charges are varied in consideration of the large amount of space occupied by the advertisement, or the long period of publication, the publisher should furnish a plain schedule of prices showing the charges from one square inserted one time up to thirty times, to any number of squares which may be contained in the column inserted one time up to thirty times. Whenever any change is made in the advertising rates of a paper, notice of the change should be immediately sent to the Chief Clerk of the War Department. 13. The Heads of the several Bureaus of the War Department will furnish, to all officers charged with the publication of advertisements, complete lists of newspapers designated by the Secretary of War, together with the regulations and orders of the War Department upon the subject, and all necessary blanks for compliance with these Regulations. 14. Officers are informed that the publication of military orders and circulars in newspapers is unauthorized. Paragraph 1134 of the Army Regulations does not authorize the insertion of military orders in newspapers. JOB PRINTING. 15. Officers are informed that, as a general rule, all regular blanks, books, printed forms, &c., are executed at the Government Printing Office, at Washington, and it is their duty to obtain them by requisitions upon the Adjutant General or the Heads of their respective Corps when practicable; but the Commander of an Army, Department or Division, whenever in his judgment it may be conducive to the public interest, may, in addition to the orders printed under the provisions of paragraph 1134, Army Regulations, order all forms of printing and advertising for supplies or services, except advertisements to be published in newspapers, which latter the law requires shall first have the written authority of the Secretary of War. The bills must first be presented to the officer ordering the work, who will cause them to be made out and certified upon the official forms in use for that purpose, the certificate to state the necessity and propriety of the work. A sample of the printing must accompany each bill. The number of copies must also be stated. When the charge is for book or pamphlet printing containing more than four pages, the amount of matter, (number of thousand "ems,") number of "tokens" of press-work, and the rate per thousand "ems" and per "token" must be stated. Vouchers must show the place where, and the date when, the work was executed, and the printing be so described as to class, amount, and rates, that the computations can be readily reviewed according to the customary methods in use among book and job printers. |