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Works & Contracts Procedure Manual

For

Civil Engineering Works

� Corporate Civil Engineering Department,

ITI Ltd, (A Govt. of India Undertaking ) Regd. & Corporate office,

ITI Bhavan, Doorvaninagar, Bangalore 560 016

PREFACE TO THE FOURTH EDITION

The third edition of the Works & Contracts Manual for Civil Engineering

works, was brought out in June 2006. Due to the revision brought out

by CPWD in their latest Manual 2007, certain important clauses in the

manual have under gone a change. The amendments to these clauses

have been intimated to all the Units during May 08. This edition

incorporates the amendments based on latest manual of CPWD. While

all out efforts have been made to incorporate vital clauses, the

Annexures enclosed to the Manual during 2006 remain unchanged.

The suggestions / modifications , if any, are most welcome from the

Heads of Civil departments of all units, which would be considered on

merit for incorporation in the next edition or as amendment after

obtaining the approval of the Management.

H.S MAHESH,

CHIEF ENGINEER-CIVIL

Bangalore,

Dated: 19th November 2008.

CONTENTS

SECTION DESCRIPTION PAGE NO.

SECTION I WORKS Classification of functions of Civil Engineering

Department.

General

Classification of works

Repairs

Routine Maintenance services

Petty works

Road works

Designations

1

1

1

1

2

2

2

3

II STAGES OF EXECUTION OF WORKS Works of Inescapable urgency

Administrative Approval

Excess over Administrative Approval

Excess over Expenditure sanction

Technical sanction

Excess over Technical sanction

Appropriation of funds

Ordinary repairs & periodical services

Works debitable to Revenue

Special Repairs

4

4

5

5

5

5

6

7

7

8

III DEPOSIT WORKS

Powers to undertake deposit works

Realization of contribution for deposit works

Execution of Deposit works

9

9

10


IV PREPARATION OF ESTIMATES

Preliminary Estimates

Detailed estimates

Schedule of rates

Provision for contingencies

Forwarding of Estimates

Calculation of Building cost index

Supplementary estimates

Revised estimates

Additions and alterations estimate

Repair estimates

Estimate for Road works

Purchase of building

Repairs to leased and Requisitioned properties

Hiring of accommodation

11

12

14

14

15

15

15

15

16

16

16

17

17

18

V EXECUTION OF WORKS

Preliminaries and submission of plans to local

bodies

Scope of sanction

Consultation with department of Archeology

Inspection of works

Completion certificate

Completion of works

Coordination in respect of execution of works of

other than Civil

19

19

20

20

20

20

21


VI CONTRACTS

Definition of contracts

Types of Contracts

Work order

Registration of contractors

Tenders

Engagement of Architects and design consultants

23

24

25

25

27

28

VII PREPARATION OF TENDER DOCUMENTS

Preparatory works

Notice inviting tender

Lump sum contract on turnkey basis

30

31

31

VIII PUBLICITY OF TENDERS

Wide Publicity 33

IX SALE OF TENDER DOCUMENT 36

X ACCEPTANCE OF TENDERS

Receipt of tenders

Freak rates

Late Tenders

Negotiations

Tender committee

Powers for accepting tender

Price escalation

39

44

44

44

45

46

46

XI CONDITIONS OF CONTRACT

Earnest Money Deposit

Security Deposit

Defects Liability period

Defects liability deposit

Standing Earnest money deposit

Standard schedule of Rates

50

51

51

52

52

53


XII DEVIATIONS

Deviations and Amendments

Pricing of Deviations

Amendments

54

55

56

XIII EXECUTION

Site order Books

Issue of materials to contractors

Return of Surplus material

Extension of Time

Compensation for delay


57

59

59

61

62

63

XIV PAYMENT

Running account Remittance

Mobilization advance

Foreclosure of contract

65

67

70

XV WORK CONTROL

Measurement books

Recording of Measurements

Final bills

Work control

72

72

72

73

XVI INSPECTION

Inspection of Works

Technical examinations

Arbitration

84

84

85

XVII LABOUR REGULATION

Safety code 87

ANNEXURES

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24

25

26

27

28

29

Basic Data for Planning

Specifications for Residential Quarters

Specifications for building Non-residential.

Proforma of particulars for Building projects

Data for preparing Estimates

Plinth area rates

Proforma for Building cost index

Estimated cost for Maintenance work

Reports for project estimate

Standard schedule of contract period

Time schedule for scrutiny of tenders

Notice inviting Tender

Acceptance letter of contractors

Agreement with Consultants

Register of dismantled materials

Register of AHR / ALR

Form of Bank guarantee in lieu of SD

Agreement with contractors

Bank guarantee in lieu of Mobilization advance

Work Register

Proforma for reporting Loss of Measurement book

Work control Register

Site order Register

Cement Register

Space standards

Standard Measurement books

Hypothecation Deed

Extension of Time

Levy of compensation


30

31

32

33

34

35

36

Show cause Notice

Letter to contractor for reduction due to sub-standard

work.

Letter of contractor for acceptance of sub-standard work.

Periodicity of maintenance work

Arbitration

Delegation of Powers

Performance Report of contractors.

SECTION 1

WORKS

CLASSIFICATION OF FUNCTIONS OF CIVIL ENGINEERING DEPARTMENT.

1. General:

The term ‘WORKS’ denotes buildings, creation of fixed assets and additions thereto as

well as their maintenance and repairs. It includes all types of works concerned with

development of land, civil construction, structural and mechanical fabrication and all

other connected water supply and sanitary connections, electrical, other service facilities

and road works , horticultural etc., the ‘WORKS’ include maintenance and repairs of all

works and buildings financed from sanctioned budget proposals.

2. Classification of Works:

‘ORIGINAL WORKS’ comprise of all new constructions whether of entirely new works

or of additions and alternations to existing works, purchases and also works whether of

additions and alterations or of special repairs to newly purchased or previously

abandoned buildings/ structures required for bringing them to use. There are to be

provided individually in the Capital Budget.

3. ‘REPAIRS’ include primarily operation undertaken to maintain proper condition of

buildings and works in ordinary use and also new works in circumstances indicated in

para (4) hereunder.

4. When a portion of an existing structure or other works not being a road surface, road

bridge, cause ways, embankment, ferry approach, protection, or training work in

connection with a road, is to be replaced or remodeled, (whether or not change involves

any dismantlement) and the cost of the change represents a genuine increase in the value

of the properties, the work of replacement or remodeling as the case may be, should be

classified as ‘original works’. The cost (which should be estimated if not known) of the

portion replaced or remodeled being credited to the estimate for ‘original works’ and

debited to ‘Repairs’ in all other cases, the whole cost of the new work should be charged

to ‘Repairs’.

5. In the case of buildings, the capital value of any portion of the building which is

abandoned or dismantled without replacement should be written off the total capital value

of the building in any proforma account of its cost. Repairs consist of:

a. Ordinary repairs i.e., repairs, replacements and renewals,

b. Periodical services such as white washing, colour painting, distempering etc.,

c. Special repairs,

6. Routine Maintenance Services:

These consist of:

a. Sanitation services,

b. Horticultural services,

c. House keeping of factory, estate office and township,

d. Pollution control with regard to industrial effluent, domestic effluent, air pollution

etc.,

e. Air conditioning and allied services.

Items under Repairs & maintenance under para 3 & 4 are chargeable to revenue and are

within the powers of sanction of head of the Unit. Expenditure on these items is to be met

from the Revenue amounts sanctioned for this purpose for each year. Though only

maintenance & Repairs are generally done on contact, yet day-to-day maintenance may

also be tried and done on contract.

7. Petty Works:

The expenditure on minor additions and alterations to factory buildings upto Rs. 20,000/-

for factory buildings, Rs. 1,000/- for each quarter and Rs., 5,000/- for non-residential

building in township (which may be revised as and when found necessary) may be

classified at the discretion of the Dy.Chief Engineer / Manager-Civil not below the rank

of Gr.5, of the Unit, as petty works expenditure, and debited to ‘Repairs’. Separate

estimates are sanctioned in respect of such additions and alterations and if such works

relate to township buildings and rented buildings, the cost is taken into account in

determining the capital cost and in calculating the rent.

8. Road works:

i) NEW WORK::

When an existing portion of a road and connected works are to be replaced or

remodeled and the change represents the genuine increase in the value of the

property, the cost of replacement or remodeling as the case may be should be classed

as ‘NEW “WORKS” and the cost of value of the portion to be replaced or remodeled

shall not be debited to repairs.

ii) REPAIRS:

a) Ordinary repairs, maintenance including surface painting and necessary

addition of stone chips, gravel or sands, but not including asphaltic concrete,

premix asphalt macadam, bitumen grout, bitumen semi-grout mix-in-place,

cement concrete or cement macadam.

b) Special repairs and periodical renewals.

9. Designations:

Designations of officers in the Civil Engineering Department will be as under:

1. AGM/DGM Gr.VIII / Gr.VII

2. Chief Engineer Gr.VI

3. Dy.Chief Engineer Gr.V

4. Senior Executive Engineer/Dy.Manager Gr.IV

5. Executive Engineer/Asst.Manager Gr.III

6. Asst. Executive Engineer Gr.II

7. Asst. Engineer Gr.I

SECTION II

STAGES OF EXECUTION OF WORKS

10. After the regulation for work required to be done is received from various Units /

Divisions / user Departments, a preliminary estimate is prepared to given an idea of the

approximate cost involved based on preliminary plans. It is sent to the requisitioning

authority for inclusion in the Budget proposals for approval. For execution of the works,

under mentioned three items are the basic requisites which are required to be fulfilled,

before it is taken in hand or liability incurred in connection with it.

1. Administrative / expenditure sanction approval.

2. Technical sanction,

3. Appropriation or re-appropriation of funds.

11. No normal work should be commenced or liability thereon incurred until

administrative approval and expenditure sanctions have been accorded, a proper detailed

estimate based on essential drawings and preliminary structural and services designs

sanctioned and allotment of funds made.

12. ‘Works of Inescapable urgency’:

Where the works are of emergent nature and cannot await inclusion in the capital budget

for the ensuing year, proposals will be forwarded for approval. The powers to accept

such works of inescapable urgency not included in the capital budget are as under:

i. The powers shall be limited to works costing upto Rs. 5 lakhs to be approved

by the Unit Head.

ii. In respect of urgent works, the powers shall not be exercised in so far as the

road works and road bridges are concerned.

iii. Where the work is started in anticipation of technical sanction, a not shall be

kept on record indicating that the project has broadly been technically

scrutinized by the Chief Engineer and has been found to be sound.

13. Administrative Approval:

Feasibility report/ Board approval /Budget approval should be obtained to the

preliminary estimate for the work. This formal acceptance of the proposal by the

authority is termed as “Administrative approval of the work”. (The petty works referred

to above is an original work, the cost of which does not exceed Rs. 20,000/- for factory

and Rs. 1,000/- for each quarter and Rs. 5,000/- for non-residential building in township).

Fr approval / Board approval constitute the administrative approval. The powers to

accord administrative approval is as per delegation of powers issued by Management

from time to time.

14. The preliminary estimate should be based on plinth area rates prevailing at the

particular place and countersigned by the authority competent to accord technical

sanction to the detailed estimate for the work and should be forwarded to the Head of the

Unit which shall examine the proposal and accord administrative approval.

15. The act of appropriation or re-appropriation of funds is treated as sanction to incur

expenditure on works and accordingly, it is not necessary to issue any formal orders

conveying sanction to incur expenditure.

16. Excess over administrative approval:

Excess upto 10% above the latest approval cost index of the amount of administrative

approval is authorised to the Chief Engineer – Civil / Executive not below the rank of Gr.

VI of the Unit upto their respective powers of Technical sanction. In case it exceeds the

limit, a revised administrative approval is however necessary if the excess is covered by

the requisite expenditure sanction.

17. Excess over Technical Saction :

The expenditure sanction can be exceeded if so required at any stage during the execution

of the work by the Chief Engineer-Civil / not below the rank of Gr. VI within the powers

of Technical sanction upto 10%.

18. Any excess beyond these limits will necessitate revised expenditure sanction which

should be applied for as soon as such excess is foreseen.

19. Technical Sanction:

After receipt of the administrative approval and expenditure sanction, detailed estimates

are required to be prepared for Technical sanction. As its name indicates it amount to no

more than guarantee that the proposals are structurally sound and that the estimates are

accurately calculated and based on adequate data.

20. Ordinarily Technical sanction should be accorded on receipt of administrative

approval and expenditure sanction, but in exceptional circumstances, it is permissible for

the competent authorities to accord technical sanction to the works before receipt of

expenditure sanction.

21. Excess over Technical sanction:

The Chief Engineer / not below the rank of Gr. VI may pass excess over estimate

provided that the excess is not more than 10% of the amount sanctioned and that too in

such cases where the excess so sanctioned makes the total estimate exceed the amount

upto which he is empowered to sanction should be reported every month to his next

higher authority which has to satisfy itself about the propriety of the excess sanction. If

however, the excess does not result in going beyond the amount upto which he is

empowered to accord the sanction to an estimate, no further action is required. If the case

is otherwise, report is made every month to the next higher authority who should satisfy

himself about the propriety of the excess sanction.

22. In case where the excess is within a limit of Rs.10,000/- on a sanction original work

and /or repairs irrespective of the total amount of the sanctioned estimate, this may be

passed as an exception by the Executive Engineer concerned (Gr.III). Revised

administrative approval in such cases is not necessary.

23. No officer in charge of the work is empowered over a revised estimate sanction by

the higher authority than himself.

24. In case of excess over repair estimates the officers lower than the rank of Chief

Engineer Civil not below the rank of Gr.VI may pass excess over such estimates only

upto 10%.

25. Where the excess occurs at such an advanced stage in the construction of a work as a

render submission of a revised estimate purposeless, the completion report is utilized as a

revised estimate. The officer not less than Dy. Chief Engineer (Gr.V) may pass such

completion report if the total expenditure in question is not greater than what is

empowered to sanction in the case of revised estimate.

26. In cases where designs are submitted by specialised firms and tenders are based on

such designs, technical sanction should be accorded on the basis of accepted designs

before the acceptance of the contract.

26. In cases where designs are submitted by specialised firms and tenders are based on

such designs, technical sanction should be accorded on the basis of accepted designs

before the acceptance of the contract.

27. Technical sanction need not be revised in excess over the technical sanction if it is

only attributable to increase in accepted tender rates.

28. Appropriation of funds:

As soon as technical sanction is accorded work order has to be issued for every work by

Executive Engineer / not below the rank of Gr.III furnishing work order number, grant

reference capital sanction reference number, description of work, amount of estimate,

sanctioning authority, time allowed for completion of work and detailed instructions

regarding agency for mode of carrying out the work. A copy of the work order will be

furnished to Finance and officer in-charge of execution of the work.

29. Sanctions accorded by the Board of Directors lapse at the end of three financial

years. Where a commitment cannot be made before the end of the financial year and the

proposal has not been dropped, the requirement of funds will be included in the capital

budget for the ensuing year. The spill over of any sanction should be included in

expenditure budget of ensuing year.

30. Ordinary Repairs and Periodical Services:

a) For incurring revenue expenditure towards maintenance / repairs of buildings, roads,

water works, pollution control, horticulture etc., for which necessary expenditure are

provided in the performance budget, revenue administrative approval should be

obtained from competent authority.

b) In respect of ordinary repairs, the Chief Engineer-Civil / not below the rank of Gr. VI

is competent to approve expenditure upto Rs.20000/- in each case with regard to

maintenance of repairs of buildings, water supply and sanitary installation,

horticulture work including fencing and providing curtains etc. In case of other minor

works of revenue nature, the amount is restricted to Rs.10,000/- only in each case.

The Chief Engineer Civil / not below the rank of Gr. VI will exercise the powers subject

to the availability of funds as per budget allotment without the concurrence of the

financial controller concerned. This should be intimated to finance.

31. For cases involving expenditure beyond the above limits upto Rs.100000/-

concurrence of finance and competent authorities will have to be obtained.

32. In respect of periodical maintenance no financial concurrence is required so long as

the services are rendered at the approved intervals. However the funds are to be provided

for the purpose fully as projected, the projection be done during February of each year.

Where the periodical services are not covered under the approved intervals, concurrence

of finance and management will have to be obtained.

33. The general period of painting white washing etc., shall be as per the annexure

enclosed in the manual.

34. Further the Chief Engineer Civil / not below the rank of Gr. VI will maintain

periodical standard measurement books. This will indicate the details of various

buildings to be painted / distempered / colour washed areas thereof on the date of which

the services were last rendered. Maintenance of such a book enables the Chief Engineer

to ensure that the services are rendered as and when they fall due. A copy will also be

kept with respective EE. It will also enable prompt payment of bills as the areas once

measured will remain the same, unless additions and alterations are carried out.

35. Works Debitable to Revenue:

Estimates for repairs, periodical services debitable to revenue execution will be intimated

by the Civil Engineering department some time in June (RE of the current year, BE of the

forthcoming year). Based on the previous year revenue expenditure, anticipated revenue

expenditure for the forthcoming year estimated amounts are indicated in the budget

depending upto the prevailing cost index. The necessity of repairs and periodical services

will be critically examined. Total projected expenditure approved by the Head of the

Unit in consultation with finance will be projected in the performance budget under

“Repairs to Buildings”.

36. The Civil Engineering department will also draft the plan for routine maintenance

works of current year and next year separately covering horticulture landscape, sanitation

etc. The total projected expenditure on these works will be separately projected after

approval under “Operating Expenses” miscellaneous.

37. Special Repairs:

Replacement and renewals costing more than Rs.50000/- each are to be treated on par

with original works for purposes of Administrative and budget control. Requirement of

fund in this respect should be included in the replacement budget for the year

individually.

SECTION III

DEPOSIT WORKS

38. The term “Deposit work” is applied to work of construction or repairs, the cost of

which is not met out of company grants / funds (ITI), but being financed from other

Department / agencies. These departments / agencies may either deposit in cash entire

amount required for the work or otherwise placed at the disposal of the unit head. Such

funds should be provided wholly from the grants of the respective departments / agencies.

In all such cases the work should be executed in accordance with the procedure laid down

in the works manual.

39. The Company should decline to undertake the construction or maintenance of

buildings of non-government bodies and institution unless it is in the interest of the

Company or Government.

40. Power to Undertake Deposit works:

Unit heads can take up the works only after such proposals approved by the Corporate

Management.

41. Departmental charges for such deposit works should be levied at a rate not lower

than 8% for all charges relating to establishment including T&P charges, budget control

etc.

42. Realisation of Deposit:

a. Whenever a deposit work is to be undertaken, the deposit should be realised

before any liability is incurred on the work. 1% of the anticipated project cost

should be realised before preparation of preliminary estimates. In addition to the

outlay on the work in the preliminary estimate, departmental charges at such

percentages shall also be realised in advance. No interest will be allwed on the

sums deposited from any source, including private contributions.

b. In the case of deposit works of autonomous bodies which are financed entirely

from Government grants, and from who receipt of deposits is assured, 33 1/3%

of the estimated cost of the work may be got deposited in advance. Thereafter,

the expenditure incurred may be got reimbursed through monthly bills

simultaneously with rendering of monthly accounts on the progress of work.

The deposit of 33 1/3% obtained as the first instalment should be retained for

adjustment against the last portion of the estimated expenditure.

c. Where delays are experienced in obtaining deposits, and where the expenditure

has to be incurred out of the 33 1/3% reserve to keep the works going, the matter

should be brought to the notice of Competent Authority promptly for taking up

the matter with the client. No expenditure shall be incurred on deposit works out

of Company grants and vice-versa.

d. To enable the client to provide additional funds in time whenever the expenditure

is anticipated to exceed the preliminary estimate figure, a revised preliminary

estimate should be submitted to the client well in time during the execution of

work.

e. Where a client has defaulted in making the required deposit, and where the

oustanding amount exceeds Rs.10 lakhs, or where the works outlay is

predominantly for purchase of capital equipments and machineries the entire

deposit including departmental charges should be realised in advance.

f. In no case deposits received from a client department for its work should be

diverted to other works.

g. The client is to be clearly made to understand that the Company does not bind

itself to complete the work within the amount of the preliminary estimate, and that

they should agree to pay for the excess expenditure that may occur. An

acknowledgement of this clear understanding shall be obtained from the client

before the deposit work is taken in hand.

h. The Engineer-in-charge should ensure that at any time during the progress of the

work, the expenditure is not more than the deposits received for the work. Where

the Engineer-in-charge is doubtful about the timely receipt of deposits, he should

notify the client that if further deposit is not received, the work would be stopped,

and any contractural liability arising out of such stoppage of work will be borne

by the client. He should also bring this to the notice of his higher officers for

taking up the matter with the client.

i. While submitting preliminary estimates for deposit works for obtaining

administrative approval and expenditure sanction, a copy of the terms and

conditions under which the works would be taken up by the Company.

43. Execution of deposit works and settlement of accounts:

a. With regard to design, estimate and execution of work, instructions as contained

above should be followed. The scope of work should not be altered without

written permission of the client.

b. The Engineer-in-charge shall send to their Finance Dept every month the

Statement of Expenditure along with the Schedule of Deposit works for

transmission to the concerned client after verification. These should indicate

against each work, the amount of the estimate, the total deposit recived and the

expenditure incurred, both during the month and uptodate. The Engineer-in-

charge should invariably endorse a copy of this Statement to the concerned client.

c. The Engineer-in-charge should regularly send these statements to enable the

adjustment of outstanding amounts in the books of the clients, and to avoid

difficulties in reconciliation of accounts relating to deposit works after passage of

time.

d. The Engineer-in-charge should also send a quarterly report to the clients showing

the amount deposited and the expenditure incurred against each of the works for

settlement of accounts.

e. It is necessary that the Executive engineers settle their accounts against the deposit

works expeditiously so that the amount in the books of the audit as well as the

client does not remain unsettled for long.

SECTION IV

PREPARATION OF ESTIMATES

44. Preliminary Estimates:

Preliminary estimate is required to be prepared on the basis of plinth area, rate of

DPE/CPWD updated to the latest approved cost index and further increased/adjusted on

linear interpolation method to the middle period of completion of work or other such

methods adopted for ready and rough calculations so as to given an appropriate idea of

the cost involved in the proposal.

45. In case of major works of various kinds both factory and township works, data

required for preparing such estimates should be collected from the local authorities, in the

questionaire placed at “Annexure ” where required, sub soil investigations and tests to

determine the safe bearing capacity may be conducted.

46. The line sketch of the project according to the requirement should be prepared and

the Engineer-in-charge of Electrical work should be consulted for incorporating his

requirements in the estimate.

47. Whenever a new type of construction is undertaken people should be sent for

study/training or such specialised construction expert orgainisations in the field should

be consulted so that sufficient care is taken in designing, estimating and construction.

48. Provision for services like, sanitary, water supply drainage and electrical

installations, pollution control, effluent treatment etc., should be made on the basis of

percentage of the cost of building estimate as considered reasonable according to the

specifications to be adopted. In case where the cost of such subheads is disproportionate

to the cost of building these may be shown.

49. While forwarding the estimate, the following information should invariably be

furnished in the forwarding notes:

i ) Justification for the proposal.

ii ) In case of residential and office buildings, total demand for and availability of

accommodation should be mentioned along with scales of BPE guidelines.

iii ) Whether the plinth area rates of buildings and percentages of various services

allowed in the estimate are as per those recommended by BPE for similar constructions.

In case of any deviation from the approved scales of accommodation or approved plinth

area rates, complete justification should be there.

iv ) In case of proposals for construction of offices and residential accommodation other

than big cities like Mumbai, Kolkata, Delhi and Chennai it should be specifically stated

whether suitable accommodation on reasonable rent is available.

50. While forwarding the estimates for administrative department it should be specially

mentioned by the Unit Finance, whether the expenditure involved can be met.

i ) From within the sanction grants available for civil works.

ii ) From the specific budget allotment during the financial year furnishing reference to

grant No.

iii) By re-appropriation of funds and if so the source of their purpose should be

indicated.

51. Detailed estimates:

As soon as administrative approval and expenditure sanction for a work is received and

availability of the site assured, Chief Engineer-Civil, not below the rank of Gr. VI will

be informed for furnishing detailed drawings. He will examine the abstract cost of the

preliminary estimate and intimate and the estimated cost thereof. He will also indicate

the authority responsible for preparation of the detailed estimates for each component

part. It will then be the duty of the concerned officer in each wing to see that the detailed

estimate for the parts falling within his competence are sanctioned without any loss of

time. In normal cases the period for preparation and sanction of detailed estimates as

referred hereto should not exceed three months.

52. The papers for a work in general will consist of a report plans, specifications,

detailed statement of measurements, quantities and rates etc., with an abstract showing

the total estimated cost of each item. These documents together form what is called

“THE ESTIMATE”. In the case of a project consisting of several works, the report may

be a single document for all the works, likewise the specifications, but details of

measurement and abstracts of costs may conveniently be prepared for each work

supplemented by a general abstract bring the whole together.

53. The estimates for projects, when submitted should be comprehensive, supported by

complete details and based on drawings and calculation of designs where necessary. In

order to ensure these they should be prepared under the following heads:

i) Buildings, including internal service installations for e.g. water, sanitary,

electrical and furniture.

ii) Boundary walls or fences, gateways, roads and paths, grassing, shrubberies and

trees connected with the garden layout.

iii) Main roads outside the boundary walls of the building under construction

necessary for the layout.

iv) Electrical power connections with mains or service connection outside the

boundary of compound.

v) Water supply storm water drainage, sewerage.

vi) Special tools and plants which may be necessary during contraction.

vii) Stock and suspense account which it may be necessary to open up in connection

with the project.

viii) Miscellaneous works, such as leveling, dismantling of old buildings and other

items which do not fall under the above heads.

ix) Departmental charges when necessary.

x) Land acquisition.

54. Reports on estimates must contain the following information in a brief and lucid

form :

History:

Particulars relating to the invitations of the reasons leading upto the proposal and its

general purpose including reference to previous correspondence, documents and

specifications where necessary.

Design:

A description of the original proposals and those finally adopted particularly with regard

to location, site and design, also with reference to specification, calculations and

drawings where necessary.

Scope:

An explicit statement as to what work is not covered by the estimate, also reference as to

what arrangements are being made for any portion which are not included in the estimate.

Rates:

Particulars as to how the rates have been arrived at giving reference to the standard

schedule of rates and also to the details accompanying the estimates where necessary,

with any special explanation connected therewith.

Cost:

Cost of the work and comparison with the amount originally provided under any previous

administrative sanction or detailed estimates in case of revision.

Method:

The method proposed for carrying out the work whether by lump sum contract, item rate

tender, petty contract etc., or daily labour or any, combination of these. If the work is to

be carried out both by the “Contractor” and “department labour”, the portions of work to

be carried out by these agencies should be briefly indicated separately together with its

estimate costs.

Establishment:

Details of any provision made in the estimate for work establishment when necessary.

Construction Plant:

Any special method of construction to be adopted with reference to specifications, etc.,

and details of the arrangements that have been made for the necessary construction plant,

tools etc.

Land:

Arrangement for acquisition of land when necessary.

Time:

Time starting and estimated for completion of the work as per the Annexure

Full reference should be made to the plans accompanying the estimate in support of

details.

Any other points of importance such as knowledge of local conditions etc must be

included.

Fraction of rupee will be omitted in showing the total cost in each kind of work in the

abstract of estimate. Miscellaneous petty works may be entered without measurement,

the estimate cost done being given as a lump sum

55.Schedule of Rates:

To facilitate the preparation of estimates, as also to serve as a guide in setting rates in

connection with contract agreement latest DSR, schedule of rates, will be followed for

the work commonly executed should be maintained in the unit and department and kept

up to date.

56. The schedule of rates for different area as issued under the authority of the Director

General (Works), Chief Engineer Central P W D should be adopted in preparation of

estimates in general. But where due to any reason the latter are not considered sufficient,

the deviations should be explained in detail in the report of the estimate under separate

“RATES”.

57. Provision for Contingencies

In addition to the provision for all expenditure which can be foreseen for a work, a

provision of 3% on the cost of estimate should be added to cover the cost of

contingencies which includes temporary civil office accommodation, transport,

telephone, etc., besides the cost of the work charged establishment for which no provision

should exist separately. The decision whether the amount chargeable to contingencies

will rest with Executive Engineer.

58. Where provision for certain item is made on lump sum basis, the amount to cover

contingencies on execution of such items should be included in the lump sum itself, while

determining the amount for contingencies as a percentage of the estimated cost items

where lump sum provision has been made should be excluded from the cost.

59. Forwarding of schedule:

While forwarding the detailed estimate for technical sanction, following information

should invariably be furnished.

i) Necessary details in support of the lump sum provision against the cost of civil

construction works made in the estimate.

ii) Basis on which the rates have been adopted i.e., name of the schedule of rates of the

locality adopted in the project, schedule of rates etc.,

iii) Prevailing average cost at side of material and labour e.g. bricks, sand, cement, stone

aggregate timber, steel and labour (mason, carpenter and bender).

iv) A brief note on the special construction difficulties if any, that are likely to be

encountered during the project construction stage.

60. The estimates in respect of residential buildings should be sanction after the plans and

designs both architectural and structural, which should be mostly according to the BPE

guidelines have been prepared in detail.

61. In case of large sized multi-storeyed structures, detailed estimates should be got

prepared and technically sanctioned only after all the building and architectural working

drawings are finalised.

62. Before the estimate is put up for technical sanction, time required should be taken

note of completed and submitted along with the estimate to the competent authority.

63. Calculation of building cost index:

Detailed estimate should prepared based on DSR schedule of rates available for the

particular place of work for a particular year. In case DSR schedule of rates is not

available for a particular year, estimates will have to be prepared based on latest DSR

schedule of rates available for the place. Building cost index of the place of work will

have to be calculated if not available from CPWD authorities. The detailed estimate

based on available DSR rates should be updated allowing for percentage increase in

building cost index. Normally C I for a place should be prepared / updated at every six

months.

64. Supplementary Estimates:

Any development of a project though necessary, while the work is in progress which is

not fairly, contingent, on the proper execution of the work as first sanctioned, must be

covered by a supplementary estimate accompanied by a full report of the circumstances

which render if necessary. The abstract must show the amount of original estimate and

the total of the sanction required including the supplementary amount.

65. Revised Estimate:

When any excess over sanctioned estimates is foreseen and there is likely to be avoidable

delay in the preparation of a revised estimate, an immediate report of the circumstances

should be made to the authorities whose sanction will ultimately be required, the revised

estimate is to be submitted, with the latest existing sanction of component authority and

by a report showing the progress made up to date.

66. Additions and alterations Estimates:

No additions and alterations should be carried out in permanent buildings without the

concurrence of the Chief Engineer Civil / Civil Engineering Head of the unit in writing

while submitting estimates containing the proposal for additions and alterations. The fact

that the concurrence of the Dy. Chief Engineer / not below the rank of Gr. V has been

obtained, should be stated explicitly.

67. Where a portion of the building is required to be demolished the estimate should

provide for cost of dismantling. Credit for the value of dismantling materials should be

given to the estimate and report of the estimate should contain proposals for utilizing the

useful materials obtained from the dismantled materials and for disposal of unserviceable

items.

68. Repairs Estimates:

The total estimated cost of maintenance of a building / structure during a year should be

as per Annexure. This is based on plinth area rate per square meter of building.

The repair estimates should be divided under the following subheads:

i ) Items of work to be done by contract:

This should show such items of work which are to be done through the agency or a

contractor for e.g. white washing and painting of doors and windows etc., the quantities

of such items should be based on the measurements recorded in the standard

measurement books.

ii ) Petty works:

Such as replacement of glass panes, repairs of floors, patch repairs to cement plaster to

walls, roof leak repairs, replacement of broken AC sheets, repairs to leak roof gutters,

specialised works in plating shops, pollution control etc., since such repairs cannot be

estimated in the beginning only, lumpsum provision should be made for different items in

the estimate. An idea of amount to be provided for, should be taken from the actual

figures of expenditure incurred during the last year.

iii ) Normally all works are to be done by contracts only. However where natue of job is

such that it cannot be measured and purely temporary work, it will be got executed by

employing labour who will be paid minimum wages / local market rates which ever is

higher, the LMR being certified by an officer not below the rank of Gr. V.

69. Estimate for Road works:

Projects for the construction of new roads must be accompanied by the following

documents:

i ) Report including a brief note on the proposed layout of roads, alignments and

gradients.

ii ) Abstract estimate of cost.

iii ) Index map

iv ) A detailed survey and longitudinal section and cross section at suitable intervals

which should show not only the existing ground levels but also proposed formation

levels.

v ) Quarry charts showing the various quarries from where road metal is proposed to be

obtained.

vi ) Drawings of all masonry concrete, iron and timber works in order in which they

occur in the line of the road.

vii ) Detailed estimate sheets.

Necessary provision should be made for shifting of pipe line drainage electric poles and

cables, telephone lines, if any coming in the way of new alignment. For maintenance and

repairs and special repairs same procedure should be adopted as laid down in para 69.

70. Purchase of Buildings:

In case of purchase and renting built up accommodation to house offices, residential

buildings for the company wherever authorised by the Board separate estimates are

required to be prepared after a survey and valuation report of the Committee consisting of

Civil Engineer / Finance and administrative representatives is submitted to the

administrator and concurrence there to obtained from the concerned authority.

71. The maintenance of such purchased buildings will be carried out on the same plinth

area basis as laid down in the case of other buildings.

72. NO COMPANY buildings built or purchased should be disposed off or sold or

demolished unless it has previously been ascertained that it is not required by the

company or it is in dangerous condition or beyond economic repairs, or it is necessary to

vacate one site on which it stands for constructing more important company building or

structure.

73. Repairs to leased and requisitioned properties:

The company may take on rent / lease if and when considered necessary for residential,

office accommodation, stores accommodation and production. The repair estimates for

these buildings should be prepared on the same plinth area rates basis as outlined above,

provided it is not covered in the lease agreement to be done by the landlord.

74. While submitting estimates for repairs on additions and alterations to such buildings,

following information should invariably be furnished in the report of the estimates:

i) Whether or not the building in question is a leased or requisitioned one.

ii) In case the building is a leased work, the following further information should

furnished.

a. Whether the proposed repairs or additions and alterations are due to

structural defects or nor.

b. Whether or not the landlord was approached and has consented to carrying

out of the repairs or additions and alterations etc., in question.

c. If the land lord has not consented to the proposed repairs etc., how the

company is interested in carrying out the proposed work.

d. Whether the proposed work is inescapable or other wise.

e. What expenditure will be incurred on removing the proposed work at the

time of restoration of the building to its original condition.

75. In case of additions and alterations, if in such cases, any portion of the building is to

be demolished necessary credit for the dismantling of materials should be afforded to, in

the estimate as done in case of the Company buildings.

76. If the landlord refuses to meet the cost of repairs or additions and / or alterations if

any required, non recurring expenditure be incurred by the Chief Engineer Civil not

below the rank of Gr.VI with prior approval of the Management, subject to the condition

that at the time the building is released, the company will have the right to remove by

installations or materials / articles as added to the building premises.

77. Hiring of Accommodation:

Hiring of all private accommodations required by Units, Regional offices project offices

will be arranged and paid for by the respective heads after obtaining necessary approval

from their respective unit heads, Corporate Office.

The Heads of Unit etc., in hiring the accommodation will also enter into agreements

with the parties concerned sign leases on behalf of the company and pay rents

themselves.

SECTION – V

EXECUTION OF WORK

Preliminaries and submission of Plans to Local Bodies

78. On receipt of feasibility report / Budget approval to the estimates, action is

immediately initiated for taking possession of the land acquired by the Company for the

purpose. Where the scheme includes electrical, air conditioning, sanitary installation,

horticulture works and lifts, the concerned sections in respect of these portions are

immediately informed along with copies of the relative portions of estimates, plans

furnished to them to initiate further action on these items. Action should also be taken to

submit and obtain necessary approvals from Inspector of factories, Electrical Inspectorate

and other Municipal Corporation / local bodies / statutory bodies like Pollution Control

Board, keeping in view provision and requirements of bye-laws. The divisional heads of

the Unit should furnish details of manufacturing process, floor charts and other necessary

information prescribed by Inspector of Factories for according necessary approval.

79. In all cases where the company has to depend on the local municipal authorities for

the provision of external services viz., road, drains, water supply mains, sewerage,

electrical connections, there should be better coordination between the Company officers

concerned with the project, Municipal and other authorities. They should be moved

simultaneously for provision of ancillary services. Provision for such external services,

wherever required to be provided for, by the company, should invariably be made in the

main project estimate.

80. Scope of sanction:

The authority granted by a sanction to an estimate must on all occasions be looked upon

as strictly limited by the precise objects for which the estimate is intended to be

provided. Accordingly, material deviations from original proposal should not be made

without the sanction of the authorities which accorded the administrative approval to the

work, even though the cost of the same may be covered by savings on other items.

i ) Similarly if subsequent to the grant of technical sanction, material structural

alterations are contemplated the orders of the authority which sanctioned the estimate

technically should be obtained, even though no additional expenditure may be involved

due to such alterations.

ii) Any development of a project considered necessary while a work is in progress, which

is not fairly contingent on proper execution of the work at first sanctioned, must be

covered by a supplement estimate as explained in earlier sections. The Engineer-in

charge of the project during the course of execution of work should not enter into

commitments without sanction of the competent authority in the matter.

iii) No religious edifice / should be destroyed or injured in the execution of works

without the full and free consent of the persons / institutions interested in it, or without

the concurrence of the principal civil or political authority on the spot, within whose

jurisdiction such edifice stands.

81. Consultation with Department of Archaeology:

i) In case of construction of any modern structure at or in close proximity to any

projected monument, the Chief Engineer Civil not below the rank of Gr.VI should

consult the department of Archaelogy invariably prior to framing the designs of the

proposed structure.

ii) No ancient monument should be dismantled, demolished in the set up and construction

of the new townships colonies and extensions to the present structures, wherever such

monument exists without consulting Archaelogy Deparment.

82. Inspection of works:

It is incumbent upon various officers concerned with work i.e., S.E, SEE, EE, AEE, AE,

JE (Civil, Electrical, Mechanical) to inspect the work frequently to ensure that the works

are being executed in general according to designs and specifications laid down for the

purpose. Primarily an officer, who records / test checks (for the purpose of this manual,

JEs who are qualified diploma holders are considered as officers) the measurements for

an item of work, will be responsible for the quality, quantity and dimensional accuracy of

work he has measured/ test checked. The Asst. Executive Engineer / Asst Engineer must

make adequate surprise checks to ensure quality of work during concreting.

83. Completion certificate :

i. Before a work is declared as completed in all respects and final payment is released to

the contractor, it should be inspected by the Dy. Chief Engineer Civil and necessary

certificate should be recorded by him for all works costing Rs.30 lakhs and above from

civil works, 10 lakhs and above each from Electrical Sanitary, water supply and road

works.

ii.) In case of works whose contract value is less than Rs.30 lakhs, the Executive

Engineer in-charge should record similar certificates as the case may be.

iii) If an architect is engaged for the work, he is also required to record a similar

certificate on the completion of the work, indicating therein that the building has been

constructed according to approved architectural designs and architectural specifications.

84. Completion of works:

i) On completion of the work, the originating departments / users should be informed of

the same and formal handing over arranged in writing. Reasonable advance intimation of

completion of the work should be given to the concerned department to enable them to

make arrangements for taking over.

ii) Completion plans consisting of the record plans for important structure of the project

and details should be prepared and kept with the Civil Engineering Department / library

along with the completion report showing the expenditure incurred on the project.

85. Co-ordination in Respect of Execution of works of other than Civil:

i) The works of Electrical installations and sanitary and water supply installations should

be properly coordinated with the building construction by planning well ahead of the

commencement of actual construction of building, so that there may be no delay in the

final completion of the building.

ii) No sooner a project is started, the Electrical Engineer concerned must be informed by

the Executive Engineer ( Civil) in charge of the construction and asked to produce wiring

diagram. Similar action will be taken in respect of sanitary and water supply

installations. The concerned divisional units should then prepare drawings to show their

respective installations and mark clearly the positions and sizes of the holes or chases

which should be prepared in triplicate, out of which two copies should be sent to the

Executive Engineer in charge of building work. He should see that all the holes and

chases are left in the proper places while masonry work is in progress. Joint inspections

should be arranged with the Executive Engineer in charge of Electrical installations to

ensure that no mistakes are made in the positions and also to arrange for modifications, if

any, that may be considered advisable.

iii) Generally, composite tenders for building, internal water supply and sanitary, internal

wiring and conducting be called with all Civil contractors. Tenders for external sanitary

water supply and electrification must be suitably called in a phased manner if required

taking into consideration the completion of the building.

iv) When the building work has sufficiently advanced and is nearing completion,

Horticulture wing should take action with regard to their portion of the work wherever

required.

v) The Engineer-in-charge of the building work should maintain a register namely,

“Consolidated Register of Works” so as to exhibit the total cost of the project including

all components viz., building, water supply, Sanitary installation, electrical installations

etc. On completion of their respective portion of works, the Corporate units will intimate

the audited figures of expenditure through a completion report and get the excess, if any,

passed. The overall responsibility for obtaining the revised administrative approval and

expenditure sanction for the project as a whole, wherever required, will rest with the

Assistant Manager not below the rank of Gr. III.

vi) Situations for calling spot quotations – competent authority

a. Wherever a work is to be taken up, or a material is to be procured under critical

situations, such as in the case of a break down of an essential service, or works

which brooks no delay, spot quotations may be collected from reputed and

established agencies dealing with the work or supply of material, and the work

awarded or supply order placed immediately.

b. In case of a situation where there is a shortage of a critical material that is

required to be arranged departmentally for the execution of a work, and its rate is

not stable, and there is a wide day-to-day fluctuation in its rate in the market, spot

quotations may be collected from reputed and established agencies dealing with

the material , and supply order may be placed immediately for such quantities of

material that are immediately required, nd as are available with the agency. Spot

quotations should be collected by Engineer-in-charge of the work.

c. Prior approval of such authority should be obtained, in oral if not in writing,

before awarding the work or placing the supply order. Reference thereof should

be mentioned while forwarding the case for obtaining the written approval of this

authority, and the same should be sought at the earliest possible opportu nity but

not later than 10 days.

SECTION – VI

PART II CONTRACTS

86 Definition of Contract :

When two or more persons have a common intention communication to each other to

create some obligation between them, there is said to be an agreement. For any works

costing more than Rs.50,000/- agreement is to be executed.

“AN AGREEMENT WHICH IS ENFORCEBEL BY LAW IS A CONTRACT”.

According to section 10 of the Indian Contract Act 1972 only those agreements are

enforceable by law which are made by the free consent of parties competent to contract

for the lawful consideration and with a lawful object and are not expressly declared to be

void. A contract should be in writing and attested by witnesses.

The following are the essential ingredients of a contract.

1. Offer made by one person called “PROMISOR”.

2. Acceptance of offer made by the other person called the “PROMISEE”.

3. Doing an act or abstinence from doing a particular act by promisor for promisee –

called “CONSIDERATION”.

4. Offer and acceptance should relate to something which when enforceable by law

becomes a contract.

5. Offer and acceptance should relate to something which is not prohibited by law.

6. In order to make a valid and binding agreement, the party entering such an agreement

should be competent to make such agreement. The agreement has to be signed by the

Company Secretary and the officer who has the power of attorney to sign any legal

document on behalf of the company.

7. For the purpose of an agreement, there must be a communication of intention between

the parties thereto. Hence in the forms of a contract there is:

i) A proposal.

ii) Communication of the acceptance of the proposal. The communication of the

acceptance of the proposal completes the agreement.

87. Types of Contracts:

Types of contracts which are usually entered into for works / services are described in the

following subheads:

i). Notice inviting tenders and in brief known as NIT is required to be invariably used in

respect of works which tender is to be called. The salient features of this NIT is that it

includes names of works, estimated costs put to tender, period of completion, time and

date of receipt and opening of tenders and other relevant conditions.

It should be clearly mentioned in the NIT whether:

a) The site for the work is available or,

b) The site for the work shall be made available in parts.

ii) For works costing Rs.2 lakhs and below as well as for repetitive type of works relating

to standard approved designs, contractors are required to state the percentage above or

below the total estimated cost of works, shown in the schedule of quantities attached to

the tender papers.

Term contract / zonal contract:

For maintenance and minor works zonal contract / term contract can also be awarded on

percentage tender basis on each subhead applicable, for schedule rates. The contract may

be for a period of one year and less and should not exceed 10 lakhs in total value each.

iii) Item Rate tender:

For item rate tender contractors are required to quote rates for individual items of work

on the basis of schedule of quantities furnished by the company. This type of contract

ensures more detailed analysis of costs by the contractor and as such is more scientific.

The company will have to work out the schedule of quantities against each item of work

and the contractors will have to work out the rates against each item.

As far as possible all tenders except as enumerated in para II above for small works

should be invited on item rate basis.

iv) Lumpsum contracts:

As its name indicates, this is used for works which contractors are required to quote a

lumpsum figure for completing the works in accordance with the given specifications,

designs, drawings etc., such contract should be entered into a exceptional cases.

v) Labour supply contract:

This type of contact is required for carrying out all emergency works which cannot be

measured and paid for on contract basis A contract will be finalised for a period of one

year or a predetermined number of man days of labour, whichever is earlier. Work order

will be placed on the contractor based on the estimate for the total number of man days,

indicating the number of days on the contract, giving him 24 hours notice for supply of

labour. Whenever semi skilled or skilled labour is required, the same contractor will

supply the labour but the rate will be based on the pro-rata basis as per schedule. While

awarding the contract, the minimum wages as per schedule. While awarding the contract,

the minimum wages as per prevailing labour act should be indicated to be paid by the

contractor. The labour contract will also will include the contractors liability towards

payment of ESI, PF contractor profit etc., as per the prevalent rules.

88. Work order:

Subsequent to issue of acceptance letter by the competent authority work orders shall be

issued by Executive Engineer incharge of construction on behalf of ITI. The company

and the contractors will have to enter into agreement within 30 days of issue of work

order.

89. Registration of Contractors:

i) An advertisement should be issued in English and in regional language in leading local

newspaper calling the tenders for registration with the company for specific types of

works. The list of possible tenderers can be augmented by referring to MES/CPWD/

LOCAL PWD / Railways / other Public Sector Undertakings for their recognised

tenderers and also showing previous experience in the unit. The Chief Engineer in co-

ordination with finance and audit departments should scruitinise the application and

finalise the list of contractors. The following guidelines will be followed:

The enlistment of contractors in ITI will be done in following catagories:

1. Building and roads,

2. Sanitary and water supply

3. Electrical‘

4. Air Conditioning

5. Supply and steel works and aluminium works

6. Interiors

The category of contractors consists of the following classess:

a) Class I - Qualified to tender for works up to any amount.

Enlistment at Corporate level.

b) Class II - Qualified to tender for works not exceeding Rs.50 lakhs at Unit level.

c) Class III - Qualified to tender for works not exceeding Rs. 5 lakhs by CE-C

d) Class IV - Qualified to tender for works not exceeding Rs.1.5 lakhs by CE-C

e) Class V - Qualified to tender to works not exceeding Rs.50,000/-

Contractors enlisted under class I & II will be on All India basis. In other words,

contractors under these classes would be permitted to tender for any work of ITI unit in

India. The performance reports of contractors may be kept in the Civil Engineering

Department of the units which comprises of the following details.

While writing confidential reports of contractors in the confidential registers, the E.Es

should record the remarks in detail as mentioned below:

i). Professional Ability:

a. Capacity to understand and implement instructions given.

b. Was work done according to specifications in all. If not, state cases of works done

below specifications.

c. Is he capable of carrying out work without defects without frequent directions to him.

d. Any defects pointed out but not rectified.

e. Any penalty imposed for infringement of any condition of the contracts.

f. Whether or not necessary technical staff has been employed by the contractors as per

enlistment rules.

ii) Financial Resources:

a. Is there any old recovery outstanding.

b. Is there any attachment order outstanding.

iii) Control of labour.

a. Whether fair wages are paid to labour

b. Whether labour regulations and model rules for the protection of health and sanitary

arrangement for workers observed.

c. Whether there has been any dispute with the labour.

d. Whether there has been shortage of labour.

iv. Settlement of Accounts.

Whether the contractor is prompt in making payment to the labour, petty contractors and

suppliers etc., complaints if any, received in this behalf being enumerated.

v. General behaviour:

Has he maintained reputation for integrity.

Note: Inefficiency or corruption or other fallings which impair his reputation, any

instance of corrupt practice should be specifically noted.

vi. E E’s Recommendations:

a. Has he ever been warned for slow progress.

b. Has he completed the works before scheduled time, if not had he adequate grounds for

delay.

vii. S E’s Remarks :

Is he fit for promotion to the class.

A copy of this should be pasted in the confidential register so that the executive engineers

may know what they have to write at the time they write their confidential reports.

All notes, demi-official correspondence and any other notes or matters relating to

contractors are to be treated strictly as confidential.

In a case of a contractor has been referred to higher authority by the Executive Engineer

or the Superintending Engineer, no information should be given to the contractor

regarding the level at which the cases are being dealt with.

90. Tenders:

1. Open Tenders:

a. All works estimated to cost Rs.5 lakhs and above will be advertised in the press.

The following time limit between the date of call for tenders and the date of opening of

the tenders are laid down but the period may be varied at the discretion of the officer

competent to accept the tenders.

10 days in the case of work costing upto Rs.10 lakhs.

2 weeks in the case of works costing between Rs. 10 lakh to Rs. 50 lakhs.

3 weeks in the case of works costing more than 50 lakhs.

The above limit will not apply to global tenders and in such cases adhoc decision should

be taken for fixing time schedule.

b. For works estimated to cost less than Rs. 5 lakhs sufficient publicity should be given

for tenders for all works by internal notification and tender notices to be placed on notice

boards of ITI and other local Public Sector undertakings.

ii) Limited and Restricted Tenders:

Restricted tenders can be called for on the following groups.

a. The work is required to be executed with very great speed which not all contractors are

in a position to generate.

b. Where the work is of special nature requiring specialised equipment which is not likely

to be available with all contractors and

c. Where the work is of secret nature and public announcement is not desirable.

The question of inviting restricted tenders should be adopted only where it is absolutely

necessary. There need be no fixed restricted list of contractors should be as big as

possible so that competitive tenders are received. Each case should be examined on

merits and referred to the Management through Chief Engineer for approval.

“Limited Tender or Single Tender enquiries will be issued to those firms which are borne

on the list of approved contractors. The Corporate office reviews the registration of the

firms every three years. The limited tender enquiry should be issued to past successful

contractors / suppliers plus 16 more firms from the approved list (which could be selected

on the basis of rotation) or the actual number of firms on the approved list if the number

is less than 15.

Restricted call of tender is normally made after selection of contractors on “pre-

qualification norms” which are generally advertised to attract technically qualified,

experienced firms with sound financial footing for prestigious time bound, complicated

etc., works to sub serve efficient execution with the due regard for economy.

91 Engagement of Architects / Design consultants:

The procedure for appointment / engagement of architects / architectural design

consultants in all the divisions of ITI shall be as follows if necessary and in-house

facility is not available.

i) A press notification to be issued by the corporate office in all the leading newspaper /

journals in the country inviting applications for empanelment of “Architects and design

consultants for rendering architectural design / architectural consultancy services for

various projects, works in the divisions of ITI.

ii) Applications for empanelment will be invited for all units of ITI.

iii) The applications received will be scrutinized by a screening authority specially

constituted for the purpose by the Chairman and will be short listed category wise.

iv) The screening committee will examine the past performance of the firms short listed

by inspecting their works if necessary and seeking confidential reports from the past

users and submit the final lists for approval of the chairman.

v) ITI should restrain the consultants to generally architectural consultancy only.

However in complicated structures the structural design may be referred to reputed

institutions like IIT/IISC (Bangalore) etc. After approval by the Chairman, the panel

would be forwarded to all the units. The panel will be valid for a period of 2 years and

may be renewed thereafter for a further period of not more than 2 years.

vi) The award of consultancy services for any work will be decided bythe same authority

i.e., competent to accept the tenders for the said work at the time of seeking

administrative approval of General Manager / Managing Director / Chairman for works,

sanction of the authority should also be obtained to engage architects / Design consultant

wherever needed, by including appropriate consultancy fees in the estimate for the

subject work.

vii) Enquiries will be issued by Units straight away to such firms which are approved in

the panel. On receipt of works estimated to cost more than Rs.50 lakhs enquiries will be

issued by the units to all the firms and the offers received should be forwarded along

with the recommendations of the unit for the approval of Corporate Management. In

respect of works estimated to cost Rs.50 lakhs and below enquires will be issued by the

units to all the firms approved for the particular region and the offers thus received will

be decided by the General Manager concerned.

viii) While considering the offers the guide-lines issued by BPE/CVC and corporate

office may be taken note of including the delegation of powers for civil works.

ix) The units will submit to the Corporate office the performance report of the Architects

/ Design consultant at the end of each financial year, based on which their retention /

removal from the panel can be considered. Similarly the units will indicate whether the

firm is to be upgraded to the next higher / lower category depending on their

performance.

x) Whether consultants are engaged for design of structures, all designs submitted by

consultants may be cross checked by other agencies such as IIT / IISC or any other

Government agencies before acceptance. To the extent a consultant is engaged, it is

necessary to ensure that the relationship between the undertaking and the consultant is

correctly defined so that the consultant can be held legally and financially responsible for

the work entrusted to them.

xi) ITI will have at every unit a design and planning office, to undertake normal

design for which services of consultants have not been engaged.

xii) Award of work without call of tenders:

91.1 Procedure

i) Normally tenders should be called for all works costing more than Rs.50000.

In case where the work is to be awarded expeditiously, the prescribed period

of notice may be reduced. In urgent cases, or when the interest of the work so

demands or where it is more expedient to do so, works may be awarded

without call of tenders after approval of the competent authority.

ii) The precise reasons should be recorded.

iii) The work awarded after calling for quotations shall be construed to have been

awarded without call of tenders.

iv) Normally, unless situation warrants otherwise, work orders shall be placed

only after competitive call of quotations with publicity through web and

notice board.

v) The period of notice for call of quotations may be decided by the authority

accepting the work order depending upon the urgency. Spot quotations can

be collected if the situation so warrants. Spot quotations should be collected

by Engineer-in charge.

SECTION VII

PREPARATION OF TENDER DOCUMENTS

92. Preparatory works:

i) Before tenders for a work are invited, a detailed estimate showing the

quantities, rates and the amount of various items of work and also

specifications to be adopted should be prepared.

ii) Before approval of NIT, the following are desirable.

a) Availability of clear site, funds and approval of building plans from local bodies.

b) Confirmation that materials to be issued to the contractor should be available.

c) Availability of structural drawings for the foundations.

c) Lay out plan for all services.

iii) Tender documents of work comprising of the following should be prepared

and approved by an authority who is empowered to approve the Notice

Inviing Tenders (NIT) before it is issued.

a. The notice inviting tender

b. The form of tender to be used along with a set of conditions. Particular

specifications and special conditions should not be repetitive and in

contradiction with each other. Additional conditions should be decided by

the NIT approving authority, and he shall be responsible for the same.

Wherever special conditions have financial implications the same should

be enforceable.

c. The schedule of quantities of work.

d. A set of drawings referred to in the schedule of quantities of work.

e. Specifications of the work to be done.

iv) Generally splitting of works for the purpose of inviting tenders should not be restored

to. Sometimes it may be administratively convenient or otherwise expedient to split up

the work and invite tenders separately for the split tenders.

v) In respect of major works involving strict technical standard or specialised items of

work, it will be useful to invite tenders to be submitted in two parts viz.,

a. Containing the technical offer

b. Financial offer.

The System of having two parts viz.,

a. Technical offer and financial offer is also applicable where either lump sum tenders or

tenders based on contractors own design are called for. The technical offer would be

opened first and after technical evaluation is completed financial offer would be opened.

This would ensure that all the offers are evaluated technically without any bias.

vi) All notices calling for tender should be in the standard form and be serially

numbered, a proper register being maintained for the purpose. They should be only

issued after the authority competent to accept the tender has approved the NIT papers.

Notice inviting tenders should be carefully prepared. The use of symbols % in the

schedule of quantities accompanying the NIT is prohibited and the words 100 and 1000

must be written e.g: “Per hundred sq.metres” must be written and not per % sq. mtrs”.

Notice Inviting Tender:

93. The NIT papers are very important documents on which all tenders and subsequent

agreements with the contractors are based. It is therefore very necessary that each page

and the correction slips as also other corrections and modifications made in the NIT

papers are numbered and signed by the competent authority in token of approval and on

forwarding letters would not serve the purpose. All corrections in the NIT’s and pages

of the NIT’s approved by the Superintending Engineer and Chief Engineer should be

attested by the Engineer of Planning unit.

94. The schedule items attached to tender documents must also contain a column for

“amount” after the column “rate tendered” and the contractor must calculate the amount

of each item and enter it in this column. The contractor must also total these amounts

both by sub-head and give a grant total.

95. All Contractors should be asked to give a declaration about the names of their

relations employed in the Civil Engineering Department of ITI.

96. All contractors are required to submit list of works which are on hand at the time of

submitting their tender. The lists of works are required to be submitted containing the

following information.

i) Name of work

ii) Name or particulars of division / unit where work is being executed.

iii) Amount of work.

iv) Position of work in progress.

v) Remarks.

97. The Notice inviting tender stipulate reasonable time for completion of work and in an

urgent case, the authority which is competent to approve the NIT in that particular case

might curtail the period, but in no case the period should be unrealistic. (Refer Annexure

28 for Model NIT).

98. LUMPSUM / CONTRACT ON TURNKEY BASIS:

a. The lump sum tender documents shall contain:

i) The detailed architectural and structural drawings,

ii) Detailed specifications for the various items and components of the work

iii) The schedule of quantities for the various items and components of the work

iv) The inclusions in and exclusions from the scope of the contract, if required,

for better clarity, and,

v) The various stages of work, and the percentage of the contract value for each

stage for release of intermediate and final payments.

SECTION VIII

PUBLICITY OF TENDERS

99. Wide Publicity:

i) Wide publicity should be given to the Notice Inviting Tenders. Tenders

must be invited in the most open and public manner possible by

advertisement in the website / press and by notice in English/Hindi.

ii) Notices for all the works, irrespective of their value, shall be posted on the

website, proof thereof in the form of a printout of NIT details and the Tender

ID No. from the web page shall be kept on record.

iii) In respect of works estimated to cost more than Rs.5 lakhs a brief

advertisement inviting tenders should invariably inserted in the press in the

classified category.

iv) Notice inviting tender sent to advertising agency should clearly indicate the

dates of insertion in the press.

v) Time limit for publicity of tenders

a. The following time limits between the date of publication of tender

on website or Press whichever is earlier and the date of receipt of the

tenders are desirable.

b. 7 days in the case of works with estimated cost put to tender upto

Rs.20 lakhs.

c. 10 days in the case of works with estimated cost put to tender

between Rs.20 to Rs. 2 crores.

d. 14 days in the case of works with estimated cost put to tender more

than Rs. 2 crores.

vi) The above time timits may be varied at the discretion of the NIT approving

authority keeping in view of exigencies of work.

100 Procedure for call of tenders under two / three envelope system:

100.1.1 Two envelope system

Works for which technical specification is finalized and defined clearly in NIT,

tenderers shall be required to submit the bids in two envelopes.

Envelope – 1 : Documents related to eligibility criteria.

Envelope – 2 : Financial bid

Envelope – 1 of all tenders shall be opened first. Eligibility related documents

shall be evaluated and parties qualified / disqualified by the competent authority.

Financial bid of qualified tenders shall then be opened at notified time, date and place in

presence of tenders of their representatives.

100.1.2 Three envelope system

Works for which technical specification has not been finalised and the same is to

be finalised on receipt of the details from the tenderers. The tenderers shall be

required to submit the bids in three envelops.

Envelope – 1 : Documents related to eligibility criteria.

Envelope – 2 : Technical bid

Envelope – 3 : Financial bid.

Envelope – 1 of all tenders shall be opened first. Technical bids of tenderers

who satisfy the eligibility criteria shall then be opened at notified time, date and place in

presence of tenderers or their representative. If required a conference in respect of

technical bid shall be held on notified date time and place. After finalisation of technical

bid, if required, tenderers may be given chance to modify their financial bids and there

after the financial bids shall be opened. The validity of the tenders shall be reckoned

from the date of opening of the financial bids. The financial bids shall be opened within

30 days of the date of receipt of tenders

100.1.3 There shall be pre-bid conference in which the doubts of the intending tenderers

shall be clarified, besides discussions on any additional suggestion proposed by

the tenderers, and thereafter no further query/condition shall be entertained.

Therewould be no bar to hold the pre-bid conference more than once, especially

in more complex types of works.

100.1.4 The Chief Engineer-in-charge

100.1.5 Procedure for call of tenders under two/three envelope system

100.1.6 Two envelope system

Works for which technical specification is finalized and defined clearly in NIT, tenderers

shall be required to submit the bids in two envelopes.

Envelope – 1 : Documents related to eligibity criteria


Envelope – 1 of all tenders shall be opened first. Eligibility related documents shall be

evaluated and parties qualified / disqualified by the competent authority. Financial bid of

qualified tenders shall then be opened at notified time date and place in presence of

tenderers or their representatives.

100.1.7 Three envelope system

Works for which technical specification has not been finalised and the same is to be

finalised on receipt of the details from the tenderers. The tenderers shall be required to

submit the bids in three envelopes.

Envelope – 1 : Documents related to eligibility criterion

Envelope – 2 : Technical bid


Envelope – 1 of all tenderers shall be opened first. Technical bids of tenderers sho satisfy

the eligibility criteria shall then be opened at notified time, date and place in presence of

tenderers or their representative. If required, a conference in respect of technical bids

shall be held on notified date, time and place. After finalization of technical bid if

required, tenderers may be given chance to modify their financial bids and there after the

financial bids shall be opened. The validity of the tenders shall be reckoned from the

date of opening of the financial bids. The financial bids shall be opened within 30 days

of the date of receipt of tenders.

100.1.8 There shall be a pre-bid conference in which the doubts of the intending tenders

shall be clarified, besides discussions on any additional suggestion proposed by

the tenderers. If found necessary, a corrigendum to the tender documents would

be issued to all the intending tenderers and thereafter no further query/condition

shall be entertained. There would be no bar to hold the pre-bid conference more

than once especially in nore complex types of work.

100.1.9 The Head of Civil Dept shall finalise the eligibility as well as bid evaluation

criteria in accordance with the guidelines In case any deviation from

guidelines are considered necessary, same should be got approved from the

Competent Authority.

For all works under this system, criteria shall be based on above guidelines.

However, for recorded reasons. CE may insert experience of particular

categories of items like Stone work, Metal, Falso ceiling, form works etc. as an

additional condition.

SECTION IX

SALE OF TENDER DOCUMENTS

101. Sale of Tender Documents :

i) Tender documents should be prepared and kept ready for sale to the contractors before

the notice is actually sent to the press or is posted on the notice board and every

contractor desiring to tender shall be asked to make a written application. It is the

responsibility of the Executive Engineer / Divisional Accountant to see that tender

documents are made available to the contractors as soon as the proper application is

made.

ii) In order to obviate difficulty to get competitive rates, in respect of all specialised jobs,

it is necessary that that the tenders for specialised works should be issued to the firms

concerned, who deal in the items of works for which tenders are being invited in addition

to registered contractors, for this purpose following item should be taken as specialied

item.

“Water proofing of roofs, fibrous plaster ceiling Accoustic treatment and other decorative

items such as glass ceiling, supply of linolium, sinking of tube wells, erection of food

storage both slips and flat type Terminate proofing (Anti-termite treatment work)

Installation and repair of equipment like HT & LT switch gears, installation and repairs

of electrical and engine pumping sets, transformers, of generating plant overhead bushers

rising mains etc., repairs to M E and M T plant like bulldozers track scrapers rollers

lorries excavator etc., installation and repairs of air conditioning plant, refrigerator cold

storage plant water coolers hot water plant boilers installation and repairs work in

connection with simultaneous interpretation system, public address systems, automatic

volts recording system, recorders stage lighting, projector and other special requirement

for theatre repairs and calibration of various types of measuring instruments and relays

etc., testing of transformer oil and dehydration and other type of high tension test,

installation and repairs of gas plants approaching lighting system including control

regulators, relays and control panels, carriage of materials fire alarms fire lighting

equipments, fire detection and other corelated items, asphaltic concrete work for roads

and runways, water proofing works. .

Tubular trussess (not ordinary steel trussess) steel bridge works, space frames for long

span structures.

Under reamed pile foundations and pile foundations.

Items of furnishing like pillows in foam rubber pillow cover and bed sheets curtains and

other rubber mats carpets.

iii) On receipt of written application from the tenderers for issue of tender documents, the

Executive Engineer or his authorised representatives sub-delegates with such powers

shall scrutinize the application and certify for issue of tender documents only after

satisfying himself, that the tenderer has the required pre-qualifications for the particular

work. The tender documents in respect of the working contractor may be issued by

considering their experience for having done work of about 50% value. But in case of

new contractors, it is preferable to issue tender documents only after they have executed

works of equal amount and similar nature.

iv) For deciding the limit upto which a particular contractor is eligible to tender, the cost

of materials whether proposed to be issued free or on payment shall not be deducted from

the cost of work put to tender.

v) Where a request is received from a contractor for the supply of duplicate set of tender

documents, the same may be supplied at half the cost of the original copy, at the time of

issue of original papers. The copy to be supplied would be marked “DUPLICATE”, so

that it may not get mixed up with the original tender documents. Drawings for special

items should be attached to the tender documents, where it is not feasible to describe the

work required to be carried out without the same for the information and guidance of the

contractors.

vi) If response to tenders from the contractors of the appropriate classes is poor, the

tenders may be thrown open to the contractors in the next lower class with the prior

approval of the Chief Engineer but not a particular contractor.

vii) Any tender form which is issued either for sale or for office use should be issued

under the signature of the Asst. Executive Engineer or Executive Engineer as the case

may be. In order to give the contractor sufficient time to study tender documents and

work out reasonable rates, the last date for the issue of tender documents should be

stopped three days before the tenders are scheduled to be opened. Every tender

document issued must contain the following information at the time of its issue.

a) The name of contractor

b) Date of application in the office

c) Date of receipt of application in the office.

d) Date of issue of tender papers and

e) Date of receipt of tender papers.

The rubber stamps with the above information should be put on each tender and the dates

and other particulars may be filled in at the time of issue of tenders.

viii) The following will be the scale of charges inclusive of all the sale of tender forms to

contractors.

a) For works costing upto Rs.1.0 lakh - Rs. 150/-

b) For works costing over Rs. 1 lakh upto Rs. 50 lakh - Rs. 500/-

c) For works costing over Rs. 50 lakhs and upto Rs. 200 lakhs - Rs. 1000/-

d) For works costing over Rs. 200 lakhs - Rs. 1500/-

Authorities competent to accept NIT’s have got the discretion to add to the prices,

mentioned above any additional cost of drawings to be supplied along with tender

documents depending upto the labour actually involved in their preparation.

ix) The following is the procedure, laid down for the accounting of tender forms:

a) All tender forms should be priced and the price given on the form.

b) All tender forms should be kept in charge of the accountant in the office.

c) All the forms received in the office should be entered in the register together with the

number and date of receipt.

d) The register should contain a chronological record of the issue of tender forms

showing the name of the person to whom issued, the number of forms issued and the

amount received.

e) The register of the sale of tender forms should be treated as a subsidiary cash book and

its pages should be machine numbered.

f) The money received by the accountant on account of sale of tender forms should be

entered in the daily as a lump sum.

g) On the 25th of each month, the accountant concerned should close the register by

striking the balance of forms in stock the number of forms sold, and the amount of cash

realized. He should also count the forms on hand, therefore the forms and entries in the

registers should be checked and verified by the Accounts officer concerned.

x) Tender documents are to be sold individually on requisition in writing from the

contractors or their accredited representatives. Acknowledgement for receipt of tender

documents may be obtained from the contractor or their accredited representatives on the

requisition itself at the time of handling over the tender documents. In case where tender

documents for transmission by post, these should be despatched by registered A D. All

tenders submitted should be in a sealed envelope superscribing the name of the work for

which the tender is submitted.

SECTION X

ACCEPTANCE OF TENDER

102. Receipt of Tenders:

All tenders should be opened at the appointed time and place in the presence of such

intending contractors or their representatives, who wish to be present.

The tenders will be opened by an authorised representative i.e

1. Tenders upto Rs. 50 lakhs - Gr. 3/4

2. Tenders above Rs. 50 lakhs - Gr.5/6

of the Engineering department in presence of a Finance officer not below the rank of

Gr. II.

i. A register is to be maintained in the Civil Engineering Department which is called as

tender register. Every time when a new tender is floated the following particulars are to

be entered in that.

1. Tender No.

2. Date of tenders

3. Date of opening of the tender

4. Cost of the tender

5. No. of tenders issued

6. No. of tenders received on the day of opening of the tender.

7. Signature of the contractors present on the day of the

opening of the tenders.

8. Signature of the officers present for opening the tender.

ii. Officers opening the tenders should invariably date and initial corrections, over

writings, conditions and additions in the schedule of quantities, schedule of materials to

be issued, specifications and other essential parts of contract documents and also date and

initials on the pages of the tender documents irrespective of the fact whether they contain

or do not contain any corrections or over writings etc. The officer should record the fact

in writing at the end of these pages individually.

iii. Procedure for dealing with corrections, etc

a. The officer opening the tenders should encircle all corrections,

cuttings,conditions, additions and over writings and number them and

attest them in red ink.

b. In case of a number of corrections in the rate of any one item, either

in words or in figures or in both, the number of corrections marked

should indicate the corrections serially, that is to say in case of, say

three corrections in rates of any one time, each of these corrections

should be allotted independent numbers serially and not one number

to represent all the three corrections.

c. The number of such corrections, cuttings, additions, conditions and

over writings must be clearly mentioned at the end of each relevant

page of the Schedule attached to the tender documents and they

should be properly attested with date. Any omission observed should

also be brought out clearly on each relevant page of the Schedule.

d. The corrections, cuttings, conditions, additions and over writings etc.,

should be allotted separate numbers i.e., corrections should start from

1,2,3 etc. and over writings should similarly start separately from

1,2,3 etc Use of correction fluid anywhere in tender documents

should not be allowed. In case use of correction fluid is noticed, such

tender will be liable for rejection

iv. The officer concerned should note all corrections conditions additions and over

writings and number them and attest them in red ink. In case of number of corrections in

any rate either in words or in figures or in both. The number of corrections marked

should indicate the corrections serially. Where the correction is not legible the rate

should be written afresh in hand of the officer opening the tender.

v. The corrections, conditions, additions and over writings should be allotted separate

number i.e., corrections to start from 1,2,3 etc. and over writings should similarly start

separately from 1,2,3 etc.

vi Any ambiguities in rates quoted by tenderers in words or figures must be clearly

indicated on each page of the schedule attached to the tenders to which it concerns.

vii. In case where the contractor has quoted rates in rupees, and no paise is mentioned the

word “ONLY” should be added after the words rupees and the correction should be

initiated and dated with suitable remarks at the end.

viii. The officer in charge should see that the contractors quote entire rates in words

including paise to avoid changes of tampering in rates and if the contractor fails to do so,

the Executive Engineer himself writes the rates in words at the time of opening of tenders

and if necessary initiate action against the contractor.

ix. The Divisional Accounts officer and the tenderer should be encouraged to be present

at the time of opening of the tenders. Percentage and lump sum tenders should be read

out to the tenderers as far as possible. In case of item rate tenders, the total amount

worked out by the different tenders may be read out, if required by the tenderers present.

x. A complete comparative statement of all tenders received in response to the notice

should be drawn up and the following instructions should be carefully noted.

a) The officers opening the tenders should prepare in their own hand the statement of the

“The percentage and lump sum tenders” received and should sign that statement.

b) Care should be taken in preparing and scrutinizing comparative statements of tenders,

to guard against arithmetical and other mistakes. Failure to do this may result in work

being awarded to a contractor who is not the lowest acceptable tenderer, a contingency

which must be guarded against. Both the comparative statement of rates and commercial

conditions shall be pre-audited before final recommendation is put up for approval.

xi. Where conditions are stipulated by tenderers in the tender documents itself the officer

opening the tender has to enter a remark under his attestation that such conditions

has/have been inserted. In case of letter accompanying the tenders, all corrections and

over writings should be listed out on each page under initials of the officer opening the

tenders in the same way as for other pages of the tender documents.

xii. Witnessing the opening of tenders

a. All the tenders should be opened in the presence of such intending tenderers or

their representatives as may choose to attend at the time and place, which should

be advertised. The tenders should be entered in the Register.

b. The representative of finance should be present at the time of opening of

tenders. The tenderers should also be encouraged to be present at the time of

opening of the tenders.

c. The tenders that are received after the due date and time of receipt are not to be

considered at all. They should neither be opened nor entered in the tender

opening register.

d. When tenderers sign their tenders in any Indian script or can only write their

names in English, the amount of the tender, or rate of percentage above or below

offered by them, should be written in the tenderers own handwriting in Indian

script, and in the case of illiterate tenderer the amount of tenders should be

attested by one of the witnesses.

e. Percentage and lump sum tenders should be read out to the tenderers as far as

possible. In the case of item tenders, the total amount worked out by the different

tenderers may be read out, if required by the tenderers present.

xiii. Procedure for dealing with omissions

a. Any ambiguity in rates quoted by the tenderers, either in words or figures, must

be clearly indicated on each relevant page of the schedule attached to the tender

documents to which it concerns.

b. Where the contractor has quoted rates in rupees and no paise is mentioned, the

word “only” should invariably be added after the words ‘rupees’, and the

corrections should be installed and dated with suitable remarks at the end.

c. Where the contractors have omitted to quote the rates / amount either in figures or

in words, or both as applicable, the officer opening the tender should record the

omissions on each page of the schedule.

d. The finance Officer should see that the tenderers quote entire rates in words

including paise to avoid chances of tampering in rates, and if the contractor fails

to do so the Engineer should himself write the rates in words at the time of

opening of tenders.

e. The tenderer should be asked to fill in the tenders properly and carefully. They

should avoid quoting absurd rates and making too many corrections in the

tenders. The amount should also be correctly worked out. If any contractor does

not follow these instructions and desists from filling the tenders carefully, it

would be open to the Department to take disciplinary action against the

contractor.

xiv. Reasonability and competitiveness of rates

The tender accepting authority shall satisfy himself about the reasonability of rates before

acceptance of the tenders. Reasonability of rates shall primarily be assessed on the basis

of justified rates is detailed in the following para Permissible variations over the

justified rates are given in para Where justification of rates is not required to be

prepared, the tender accepting authority while deciding the tenders, may refer to the rates

of tender of similar nature of works called within a period of last three months. Similar

works shall mean works similar in nature, quantum, specifications and location, which is

very close.

xv. Justification of tenders

Justification statement shall be prepared for checking the reasonability of rates. There is

no need for preparing justification in case the lowest tender is less than the estimated cost

put to tender + 10%. For acceptance of tender, however, the remaining provisions of

this manual shall apply.

The method consists of preparing detailed analysis of rates by taking market rates of

labour, materials, cartage etc. The method of analyzing item is the same as given in the

standard CPWD Analysis of Rates. The major items on the whole costing at least 90% of

the estimated cost put to tender are analyzed, to work out the justified percentage on this

basis. The items to be considered should be so selected that have higher estimated cost

and amount. One should start with the items having the highest estimated amount, and

then the next lower amount in the descending order and so on, till at least 90% of the

estimated amount is reached.

Any other suitable method may also be adopted, depending upon the kind of work. The

adoption of a particular method should be decided judiciously by the authority competent

to accept the tenders For the justification of tenders, the issue rate ( and not the market

rate) of stipulated materials shall be considered for items stipulated for issue, irrespective

of the quantity of stipulated materials stated in the draft NIT/ tender documents.

The effect of building and other construction workers cess Act 1996, service tax, VAT

etc. wherever applicable and other factors which actually contributes towards the cost,

but are not covered in Analysis of Rates can also be added in arriving at the justified

amount.

While determining the lowest tenderer, the financial effect of adding / subtracting of all

mandatory conditions should be clearly should be clearly taken into account, whether

such conditions may or may not be acceptable.

When the conditions stipulated is not mandatory, but is in the form of an offer giving a

special rebate, conditionally or against certain facility provided, it is open for the

department to accept or reject such a condition. In determining the lowest tender, while

such a condition need not be taken into account, the effect of such a condition given by

one of the contractors has to be kept in view if is to the advantage of the company. The

lowest tenderer may be asked during negotiations whether he is prepared to suitably

amend his tendered amount if a similar facility is given to him.

The fact that the financial effect of all the conditions have been taken into account for

determining the position of tenders does not, ipso; facto mean that ll conditions shall be

acceptable or not. The officer accepting the tender has to take a decision on each

individual condition, regarding its acceptability or otherwise. If the conditions are not

acceptable in the form in which the tenderer has stipulated them, the tenderer can be

requested during negotiations to bring them into an acceptable form. But in all cases the

authority vested with the officer competent to accept a tender is restricted to carry out

negotiations only with the lowest tenderer for which purposes the above guidelines have

to be allowed for determining the lowest tenderer voluntary rebates offered by contractors

for timely payment of running bills and final bills within a certain period may be

accepted in consultation with Finance Department. An offer of rebate on final bills should

be accepted on following conditions.

Final bill shall be prepared and payment made for disputed items.

Time limit for payments shall be 3/6 months after completion certificate by Engineer-in-

charge for works costing Rs.2.00 lakhs/above Rs. 2.00 lakhs respectively as the case may

be.

While preparing pre-final bill, it should be ensured that amount in the final bill is

available for adjustment of rebate on final payment.

In case the contract offers a single rebate for both regular payment of running bills and

final bill, the rebate will be applicable individually to each final bill / running bill and

will be recovered accordingly i.e., recovery of the value of the work done, as payable in

the running bill will be made in each running bill and the recovery on the value of the

work done since penultimate bill will be deducted from the final bill.

103. FREAK RATES:

On scrutiny of tenders, rates for items found either unworkably low or unbelievably high

are termed as freak rates. Normally rates quoted should be considered freak, if the rates

are less or more by 25%. If the tender submitted as a whole is unworkable because of

freak rates the tender may be rejected. Where freak rates are quoted by lowest

acceptable tenderer, the contractor may be informed of the rate quoted by him for the

item. He may be given an opportunity to correct the rate if he so wishes. It should be

made clear to him while addressing the contractor that under no circumstances he will be

allowed to increase the rates.

Where freak rates are accepted based on the act that it is workable on the whole, it should

be ensured that the quantities in respect of such items are not varied to the disadvantages

of ITI. Prior approval should be taken from competent authority as stipulated below.

The powers to award additional quantities against abnormally high (low) rate items

(variation being more than 25% as compared to estimated rates ) will be as per the

delegation of powers issued by management from time to time.

The officers are allowed to award such additional quantities upto 25% of the quantity

stipulated in the contract in respect of work below plinth level and upto 5% in the case of

work done above plinth level and beyond the limit their power to award such quantities

shall be restricted to the monetary limit stated above.

104. Late Tenders:

The following procedure will be adopted in case of late tenders.

Late tenders i.e., tender received after the specified time for tender opening and delayed

tenders i.e, tenders received before the time specified but after the due date and time

specified in NIT and post tender offers should not be considered at all. The cover

containing such offers need not even be opened but returned to the tenderes with the date

and time of receipt clearly mentioned on the envelope and duly signed by a responsible

officer. However single tenders received late both in case of open tenders and the limited

tenders deliveries are acceptable and prices are reasonable provided no other offers have

been received in time. However, the delay should not be more than 24 hours or next

working day in case of holiday. When the tenders are under examination no other

authority should be allowed to make queries or call for reports.

105. Negotiations

As a general rule negotiations however should not be resorted to but in cases where it

becomes necessary to do so, negotiations should be restricted only to the lowest tenderer

unless otherwise approved by the competent authority. No negotiations should be

resorted to in order to bring down rates when these are only marginally in excess of the

lowest rates received and accepted for similar works in the past. It should be ensured that

the sanctity of the tender system is not violated by negotiations and to avoid a tendency to

make the tenderers tentative rather than competitive. The accepting office may order that

discussions may be carried out with the lowest tenderer in the following situations.

i. If there is scope to modify the freak rates.

ii. If there is necessity to delete the tenders special conditions if they are in contravention

of general terms and conditions of the contract.

iii. In cases where the lowest offer is not technically and financially acceptable reasons

should be recorded confidentially and prior approval of the authority not higher than

them are competent to accept the tender should be obtained, the accepting authoirity after

recording the reasons in writing may order negotiations either with the lowest acceptable

contractor or with all those who have responded to the tender and whose offers are

technically acceptable.

iv. During the negotiations, it should be ensured that scope of work is not altered which

would otherwise deprive the other tenderers from competing for the altered scope of

work.

When tenderers are called for negotiations or requested to submit their revised offers they

must be given an undertaking in the proforma that they should be permitted to attend the

negotiations only after they comply with this requirement and their revised offers should

accompany this undertaking.

v. No negotiations should be resorted to in order to bring down rates when these are only

marginally in excess of the lowest rates received and accepted for similar works in the

past. In order to ensure that the sanctity of the tender is not violated and to avoid a

tendency to make tender tentative rather than competitive, it has been decided that excess

in rates upto the percentage marginal limits as indicated below shall be.

-----------------------------------------------------------------------------------------------------------

Value of work Limit margin

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a) For works costing upto Rs. 50,000/- 5%

b) For works costing above Rs. 50,000/- & upto 5.0 lakhs 2 ½ %

c) For works costing over Rs. 5.0 lakhs 1 %

--------------------------------------------------------------------------------------------------------

106, Tender Committee

Tender committees are authorised to negotiate all contracts exceeding Rs. 10000/- in

value where freak rates and contrary terms and conditions are involved, with prior

approval of unit head.

ACCEPTING OFFICER TENDER COMMITTEE

Dy. Manager Sr. E E., AFD, any other Dept representative

Dy. Chief Engineer SE, FO, any other department representative

Chief Engineer / DGM Chief Engineer / DGM Dy. Finance Manager

Appropriate representative of user department.

Addl General Manager Addl General manager / Chief Finance Manager

appropriate Representative of user department

General Manager / EDR General Manager / EDR, Dy. General Manager

Chief Engineer, Chief Finance Manager,

Appropriate representative of user department

Chairman / Managing Director As nominated by them

107. Powers of Accepting tender

1. Where competitive tenders ( open and limited) have been called for and more than one

valid tender has been received, the powers of acceptance of tender are as per the

delegation of powers issued by management from time to time.

All tenders will be accepted as the recommendation of tender committee.

108. Price Escalation (as per BPE norms)

If the prices of materials (not being materials supplied or services rendered at fixed prices

by the department) and / or wages of labour required for execution of the work increases,

the contractor shall be compensated for such increase as per provision detailed below

and the amount of the contract shall accordingly be varied, subject to the condition that

such compensation i.e., escalation in prices shall be available only for the work done

during the stipulated part of the contract including such period for which contract is

validly extended for contract without any penal action also subject to the condition that

no such compensation shall be payable for a work for which the stipulated period of

completion is 18 months or less. Such compensations for escalation in the prices

materials and labour when due shall be worked out based on the following provisions.

i. The base date for working out such escalation shall be the last date on which tenders

were stipulated to be received.

ii. The cost of work on which escalations will be payable shall be reckoned as 85% of the

cost of work as per the bills, running or final and from this amount the value of materials

supplied of this contract or services rendered at fixed charges of this contract, and

proposed to be recovered in the particular bill, shall be deducted before the amount of

compensation for escalation is worked out. In the case of materials brought to the site

for which they may secure advance is included in the bill, the full value of such materials

as assessed by the Engineer-in-charge (and not the reduced amount for which secured

advance has been paid) shall be included in the cost of work and secured advance is

deducted from the bill for operation of this clause. Similarly, when such materials are

incorporated in the work and the secured advance is deducted from the bill, the full

assessed value of the materials originally considered for operation of this clause should

be deducted from the cost of the work shown in the bill, running or final. Further the cost

of work shown shall not include any work for which payment is made at prevailing rates.

iii. Components of materials, labour, P O L etc., shall be predetermined for every work

and incorporated in the conditions of contract attached to the tender papers and the

decision of the Engineer-in-charge in working out such percentages shall be binding on

the contractor.

iv. The compensation for escalation for materials, labour and P O L shall be worked out

as per the formula given.

X (MI – Mio)

a) Vm : W X ---- X -----------------

100 MIo

Vm : Variation in material cost i.e., increase or decrease in the amount

In rupees to be paid or recovered.

W : Component of materials expressed as percent of the total value of

Work.

MI & Io : All India Wholesale price index for all commodities for the period

Under reckoning as published by the Economic Adviser to Govern-

ment of India, Ministry of Industry and Commerce for the period

under consideration and that valid at the time of receipt of

tenders respectively.

Y (L1 –LIo)

b) V : W X ----- X -------------

L 100 LIo

V : Variation in labour cost i.e., increase or decrease in the amount

L in rupees to be paid or recovered.

W : Value of work done, worked out as indicated in Sub-para 2

above.

Y : Component of labour expressed as percent of the total value

of work.

Lio : Minimum daily wage in rupees of an unskilled adult male

Mazdoor, as fixed under any law, statutory rule or order as on

last date on which tenders for the work were to be received.

LI : Minimum wage in rupees of an unskilled adult male mazdoor,

as fixed under any law, statutory rule or order as applicable on

the last day of the quarter previous to the one during which

the escalations is being paid.

Z (F1 –FIo)

c) V : W X ----- X -------------

F 100 F Io

V : Variation in cost of fuel, oil and lubricant, increase or decrease in

F rupees to be paid or recovered.

W : Value of work done worked out as indicated in sub-para 2 above.

Z : Component of POL expressed as a percent of total value of work

As indicated under the special conditions of contract.

FI & FIO : Average index number of wholesale price for group ( fuel, light &

Lubricants) as published weekly by the economic adviser to

Government of India, Ministry of Industry for the period under

Reckoning and that valid at the time of receipt of tenders

Respectively.

v. The following principles shall be followed while working out the indices mentioned in

sub-para 4 above.

a. The index relevant for any month will be the arithmetical average of the indices

relevant to the three calendar months preceding the month in question.

b. The base index will be the one relating to the month in which the tender was stipulated

to be received.

c. The compensation for escalation shall be worked out at quarterly intervals and shall be

with respect to the cost of work done during the previous three months. The first such

payment will be made at the end of three months after the month (excluding) in which the

tender was accepted and thereafter at three months interval.

vi. In the event the price of materials and / or wages of labour required for execution of

the work decreases, there shall be downward adjustment of the cost of work so that such

price of materials and or wages of labour shall be deductable from the cost of work under

this contract and in this regard the formula herein before stated shall mutatis mutandis

apply provided that:

a. No such adjustment for the decrease in the price of materials and/ or wages of labour

above mentioned would be made in case of contracts in which the stipulated period of

completion of the work is less than twelve months.

b. The Engineer-in charge otherwise be entitled to lay down the principles on which the

provisions of this sub clause shall be implemented from time to time and the decision of

the Engineer-in-charge in this behalf shall be final and binding.

SECTION XI

CONDITION OF CONTRACT

109. The Earnest Money Deposit:

i) The amount of earnest money which a contractor should deposit with tender is

regulated by the following scales. In case of petty works costing Rs. 5000/- or less the

EE may at his discretion dispence with the conditions of calling for EMD.

a. For works estimated to cost upto Rs. Twenty Five crores – 2% of the estimated cost.

b. For works estimated to cost more than Rs. Twenty Five crores – Rs. Fifty lakhs plus

1% of the excess of estimated cost over Rs. Twenty Five cores.

ii) Tender should be rejected if it is not accompanied by the appropriate Earnest

Money Deposit.

iii) E Earnest money given by all the contractors except the three should refunded

within a week from the date of receipt of tenders. The Earnest money given by

the other two tenders ( except the one whose tender is accepted ) should also be

refunded within 15 days from the date of acceptance of tenders.

iv) The Earnest money of the successful tenderer may be adjusted with the security

deposits payable by him.

v) Time limit for refund of EMD to unsuccessful tenders – Within one week.

vi) If the banks are closed on the last date of receipt of appplications for tenders, the

date shall be postponed suitably.

vii) Forefeiture of earnest money

a. If any tenderer withdraws his tender before the expiry of the validity period, or

before the issue of letter of acceptance, whichever is earlier, or makes any

modification in the terms and conditions of the tender which are not acceptable to

the department, then the Company shall, without prejudice to any other right or

remedy, be at liberty to forfeit 50% of the earnest money absolutely. This

provision would naturally apply only to the lowest tenderer once the earnest

money of all the tenderers except those of the lowest is refunded as per

provisions.

b. If the contractor fails to furnish the prescribed performance guarantee within the

prescribed period, the earnest money is absolutely forfeited.

c. In case the contractor fails to commence the work specified in the tender

documents on the 15th day or such time period as mentioned in letter of award,

after the date on which the Engineer-in charge issues written orders to commence

the work, or from the date of handing over the site, whichever is later, the

Company shall, without prejudice to any other right or remedy, be at liberty to

forfeit whole of the earnest money absolutely.

d. If only a part of the work as shown in the tender is awarded, and the contractor

does not commence the work, the amount of the earnest money to be forefeited to

the Company should be worked out with reference to the estimated cost of the

work so awarded.

e. In case of forefeiture of earnest money as prescribed in 1 to 4 above, the tenderer

shall not be allowed to participate in the retendering process of the work.

110. Security Deposits:

i) The security deposit shall be collected by deductions from the running bills of the

contractors at the rate mentioned below, and the earnest money that is deposited at the

time of tender, shall be treated as part of the Security Deposit. The security deposit can

also be accepted in cash or demand draft.

ii) A sum @ 5% of the gross amount of the bill shall be deducted from each running bill

of the contractor, till the sum along with the sum already deposited as earnest money

amounts to security deposit @ 5% of the tendered amount of the work. Such deductions

shall be made unless the contractor has deposited the amount of security at the rate

mentioned in cash. This is in addition to the performance guarantee that the contractor is

required to deposit as per para

iii) Security deposit can be released against bank guarantee issued by a Nationalised

/schedule Bank on its accumulation to a minimum amount of Rs.5 lakhs subject to the

condition that amount of any bank guarantee except last one, shall not be less than Rs.5

lakhs.

111. Refund of Security Deposit: 50% of Security Deposit after completion of the work

and payment of final bills and balance 50% after completion of the defects liability period

of one year.

112. Defects liability period:

i. Normally the period of maintenance for all the works will be Twelve months, works

which are of special nature such as tarfelting, water proofing, special surface finished for

effluent treatment plants, contractors own designs for complicated works will have longer

period upto 5 years prescribed by appropriate technical authority, for roads the defects

and liability period is 6 months. During the defects liability period the contractor would

be responsible to rectify all defects noticed and attributed to the work done by him, in

respect of works executed by him. This will be made clear in the tender documents.

ii. As soon as any defects in the works are noticed, the Engineer-in-charge will intimate

to the contractor in writing the defects observed and request him to rectify the defects at

this risk and expense. If there is no response from the contractor inspite of repeated

requests, ITI should proceed with the rectification of work at the contractors risk and

expense and get the work completed with intimation to the contractor. The extra cost

incurred by the department should be recovered from the defaulting contractor

disciplinary action to be taken against the contractor.

113. Defects Liability Deposit:

On expiry of defects liability period or on payment of the final bill whichever is later the

Engineer-in charge shall on demand from the contractors refund to him, the remaining

portion of the security deposit provided the Engineer in charge is satisfied that there are

no dues outstanding against the contractors.

ii) Before refunding the balance half of security deposit, the Engineering Department

should certify that a ‘ No Demand certificate’ indicating that there are no demand dues

from the contractor under this contract. The contractor should, while accepting refund

certify that he has no further claims against this contract in full and final settlement.

iii) If the contractor so desires, the company may consider refunding of security deposit

recovered from the bills together with initial security deposit after completion of the work

and payment of the final bill on production of Banker’s guarantee for a like amount on

verification with the bank. The Bankers guarantee shall be redeemed after completion of

the defects liability period.

114. Standing Earnest Money Deposit:

Where the financial standing and background of a contractor has been duly verified to the

full satisfaction of the appropriate technical authority, such contractor will be permitted

to make in the prescribed form a standing earnest money deposit as specified below

which may be held as common deposit towards earnest money in respect of several works

for which he may submit tenders, the amount of standing earnest money deposit shall be

as follows:

Enlistment of contractors in ITI allow the following categories of contractors to deposit

lumpsum deposit money specified against each in the prescribed form below in order to

enable them to secure exemption from payment of earnest money.

Class of Contractors Amount required to

be deposited Rs.

Tendering limits

Rs.

Class I (B & R) Contractors 20,000 Unlimited

Class II (B & R) Contractors 15,000 15 Lakhs

Class III (B & R) Contractors 10,000 5 Lakhs

Class I (Electrical / S & W)

furniture Contractors

5,000 Unlimited

Class II ( Electrical) Contractors 3,000 1,50,000

Class III (Electrical) Contractors 2,000 75,000

Note:

A contractor enlisted in more than one category ( i.e., Electrical, sanitary and water

supply and furniture in addition to building and road shall have to make the required

deposit in the category where the deposit is the highest.

115. Standard Schedule of rates specifications:

It is not always possible to incorporate into tender documents the precise definition of

each item of work involved and the Engineering standard expected. It is also desirable

that the tenderers are generally made aware of the principles on which the work executed

will be priced. To facilitate these and also with a view to standardise the principles of

estimation, the DSR / Standard schedule rates and specifications applicable to the region

will generally form the basis of all estimates and tenders. Any change in standard

schedule of rates by appropriate authority of DSR will automatically apply to ITI

estimates and tenders.

SECTION XII

DEVIATIONS AND AMENDMENTS

116. Deviations:

During the execution of work, sometimes it may be necessary to carry out some items of

work not originally included in the tender. Further it may also be necessary to order for

deviation in work from the existing contract to cater for changes required during

execution. Where the item of work to be carried out is contingent upon the work already

entrusted to the contractor, it may be advantageous to order on the existing contract.

Such item should be ordered as “Deviation to the contract” It is always hinging on the

contractor to carry out additional work as per deviation order within limits prescribed

below:

Sanction of Deviations:

Apart from obligation of sanctioning rates of contract a proper check is needed on

deviations in quantities of higher / lower side for each and every item. In order to

exercise proper check on deviat

sanctions, following procedures shall be followed.

i. Deviations in quantities of individual item upto +/- 10% of agreement quantities will

not need any prior approval of Technical Sanctioning authority and sanction of deviation

is not required.

ii Deviations beyond this limit of +/- 10% should not be made at site without in principle

approval of Technical Sanctioning authority. Once in principle approval is obtained, the

total deviations (including initial +/-10%) shall be sanctioned by Officers as per

delegation of powers.

The amount of a deviation statement shall be the algebraic sum of deviation amounts of

all individual items.

117. While ordering deviations the following conditions should also be satisfied.

i. If deviations from the sanctioned plans and estimates become necessary these should

ordinarily be first discussed by the subordinate staff with the Executive Engineers and if

he agrees in principle then the proposals should be formulated. The Executive Engineer

shall then be responsible to obtain the prior sanction of the competent authority to such

deviations. The fact that the deviations are shown in the architect’s plan should not be

construed as having the sanction of the competent authority. The architect should

similarly obtain prior concurrence of the competent authority for making deviations from

the approved plans, on the basis of which estimates have been framed and tenders called

for. In the case of architects the competent authority will be the same authority who has

sanctioned the estimate technically.

ii. Officers of ITI have been delegated with the powers to sanction rates of additional and

substituted items of work in respect of each work. This will be as per the delegation of

powers issued by the management from time to time.

a.. These powers should be exercised for technical reasons only.

b. Scales of accommodation and furniture by the higher authority should not be

exceeded.

c.. These powers are in respect of each contract.

d. These powers will be exercised independently by each authority, i.e., E.E., S.E will

exercise the powers in addition to those of A E E / Asst. Engineer and Executive

Engineer respectively.

iii. “ The rates of extra / substituted items which have not been approved by the

competent authority may be paid to the contractor in the running account bills at part

rates to be termed as “Provisional rates”. The provincial rate to be paid should not

exceed.

75% of the rate recommended to the competent authority if the rate is directly available

in the relevant schedule of rate and,

50% of the rate recommended to the competent authority if it is based on market rates.

The payment at provisional rates should be done only when prior approval in principle to

execute the extra / substituted items has been obtained from the competent authority.

118. Pricing of Deviations:

The rates of additional altered or substituted item of work under this clause shall be

worked out in accordance with the following provisions in their respective order.

i. If the rates for the additional, altered or substituted items of work are specified in the

contract for similar nature of the work contractor is bound to carry out the additional,

altered or substituted work at the same rates as are specified in the contract for the work.

ii. If the rates for the additional, altered or substituted work are not specifically provided

in the contract for the work, the rates will be derived from the rates for a similar class of

work as are specified in the contract for the work.

iii. If the altered, additional or substituted work include any work for which no rate is

specified in the contract for the work and which cannot be derived from similar class of

work in the contract, then such work shall be carried out at the rates entered in ….*DSR

plus or minus percentage which the corresponding tendered amount bears to be estimated

cost in the entire work put to tender.

(* Here mention the name of schedule of rates applicable with the year. The year should

correspond to the year of DSR adopted in the estimate).

iv. If the rates for the altered, additional or substituted work cannot be determined in the

manner specified in sub clauses (I) to (iii) above, then the contractor shall within 7 days

of the date of receipt of order to carry out of the work, inform Engineer-in charge of the

rate which it is his intention to charge for such class of work, supported by analysis of

rate or rates claimed, and the Engineer-in charge shall determine the rate or rates on the

basis of prevailing market rates and pay the contractor accordingly. However, the

Engineer in charge, by notice in writing will be at full liberty to cancel his order to carry

out such class of work and arrange to carry it out in such manner as he may consider and

arrange to carry it out in such manner as he may consider advisable. But under no

circumstances, the contractor shall suspend the work on the plea of non settlement of

rates of items falling under this clause.

119. Amendments:

Where an item of work which is altogether new or is not contingent upon the work

already entrusted to the contractor or is likely to affect the work already entrusted to the

contractor, or is likely affect the scope of the contract substantially is proposed to be

ordered on the contractor, the same should be ordered as “Amendment” to the contract.

An officer who is competent to conclude a contract is also competent to amend the same

provided that the total value of the contract as amended falls within the powers of the

officer to accept the contract. However, amendment to contracts involving the following

requires approval of the authorities indicated below:

1. Where the amendment seeks to increase the rates in the existing contract accepted by

the Chief Engineer, prior approval of General Manager is required. In case of contracts

accepted by General Manager, prior approval of Managing Director should be obtained.

In case of contracts accepted by Managing Director / Chairman prior approval of

chairman should be taken.

ii. Amendments seeking to order fresh items falling beyond the scope of contract are to

be treated as single tender contracts and require the approval of the authorities competent

to accept such contracts.

In such cases, a single tender report is to be submitted to the next higher office ( General

Manager in the case of Chief Engineer / Dy. General Manager and Managing Director in

the case of General manager and chairman in the case of Managing Director.

The single tender report should clearly bring out the reasons for which competitive

tenders were not called for and whether financial concurrence was obtained.

In order to avoid disputes it is essential that :

a) All deviation order / amendments issued to contractor are reduced to writing and

b) The rates for the work so ordered are communicated to the contractor at the time the

deviation is ordered.

SECTION XIII

EXECUTION

120. Site order Books:

The Engineer-in-charge or his representative (s) will maintain a “Site order Book” for

each contract in which he will records all orders on contract for commencement of work,

deviations, stopping of work, and the contractor should be required to note these

instructions and sign in token thereof. Any objections raised by the contractor should be

promptly attended to and resolved without any delay.

The Engineer-in-charge or his representative (s) shall also maintain the following

registers / documents, in order to control the quality of works, as per relevant

specifications and also to ensure passing of materials / works at appropriate stages as per

terms of contract.

a)Works Diary / Site order book

b) In case of works where Ready Mixed Concrete (RMC) is stipulated to be used from an

approved source / manufacturer, such registers need not be maintained. However, the

computerised despatch slips that are sent with each despatch of RMC shall be kept on

record.

c) Any other Register prescribed

d) Dismantled materials arising out of dismantlement through departmental works

i) The serviceable materials obtained from dismantlement of a building or

structure wherever not sold by tender or auction, should be recorded without

value in the measurement book for record purpose. On the basis of these

measurements, these should be taken in the Register of Dismantled Material .

After the entries are made in the Register, and duly attested by the Assistant

Engineer, the entries in the Measurement Book should be crossed by diagonal

red ink line with a suitable note that these materials have been entered in the

Register.

ii) A separate folio or set of folios should be kept apart for keeping the accounts

of dismantled materials pertaining to each work.

iii) The serviceable materials obtained from dismantlement should be used in the

works as far as possible and shall be shown as issued to works accordingly in

the Register. The unserviceable materials should be disposed of in the manner

prescribed in CPWD Manual.

iv) The undisposed balances should be physically verified at least once a year and

the result of the verification recorded in the “Remarks Column”.

v) This register (even for “Nil” transactions) should be submitted by the

Engineer in charge regularly each month alongwith the monthly accounts for

scruitiny. In cases where the Junior Engineers are stationed at places other

than the headquarters of the Sub-Divisions, separate registers should be

furnished by them every month for incorporating in the Register maintained

before its submission to Corporate Office. After the transactions have been

checked the Register should be laid before the Executive Engineer for

monthly review. The fact of such review should be placed on record in all

cases.

vi) In no case dismantled materials should be collected on the road berms. If for

any reasons, it is not found possible to comply with these instructions in any

particular case, the written approval of the Dy. Chief Engineer and local

authority, if any, should be obtained.

vii) The “ Empties” i..e., empty drums, tins, bags, and other containers should also

be included and accounted for in the Register of Dismantled Materials.

120.1 Dismantled materials arising out of dismantlement through contract.

i) In case of building or structure is dismantled through contract, a stipulation /

provision in the schedule of work can be made in the NIT / contract that the

contractor has to take away the dismantled materials within specified time,

and for which he should give credit to the Department at his tendered and

accepted rates.

ii) There may be cases where the intrisic value of the dismantled materials may

be more than the cost of dismantlement of the building / Structure. In that

event, sufficient safeguard should be taken through suitable stipulation /

provision in the NIT / contract whereby the contractor deposits the cost work.

The cost of dismantling shall be paid to him after he completes the

dismantling work. The cost of dismantling shall be paid to him after he

completes the dismantling work.

iii) The contract shall also have the usual provision of security deposit /

performance guarantee to ensure that the contractor completes the dismantling

work, and that he does not just walk away with the costly dismantled

materials.

iv) In case where dismantlement is part of construction contract, lump sum

stipulation can be made for dismantling and removing the dismantled

material, recovery of which can be made as early as possible preferably in first

three running bills.

120.2 Dismantled materials arising out of maintenance works

i) Relevant para of CPWD Manual may be referred to for disposal of dismantled

materials arising out of maintenance works done through contracts.

ii) In case of dismantled materials of negligible salvage value arising out of

departmental maintenance of works, such as electrical lamps and tubes, A.C

sheet ridges, PVC flooring etc., may not to be taken in the dismantled

materials account, and they shall be disposed of as deemed fit. The Engineer

shall exercise a check on the quantum of materials dismantled from their

normal consumption pattern.

iii) For other dismantled materials having salvage value arising out of such works,

these should be accounted for in the Register of Dismantled Materials, and

disposed of or re-used as the case may be.

121. Issue of Materials to contractors:

a) Only cement is the major item which is stipulated for issue in most of the contracts.

Stores issue to contractors under the terms of contract are intended for the exclusive use

and consumption on the work for which they are issued. There is inherent risk of their

pilferage and misuse if such stores are issued in bulk to contractors much in advance of

their actual requirement. It is essential that issue to contractors should be regulated and

restricted to actual requirements.

Comparison of actual consumption and theoretical calculation should be made after the

completion of the work and such variation is generally being made in the final bill stage

or pre-final bill.

Executive Engineer should keep a broad check on the consumption of cement at various

intermediate stages of works to make sure that there is no pilferage and misuse of cement.

On the authority of the contractors acknowledgement, the cost recoverable from him

should be debited at once to his personal account. The recovery from the contractor on

account of the cost of materials issued to him for use on a work should ordinarily be

made by deduction from the first bill authorisation as advance payment or an account

payment to him for the work. When any item is supplied in excess of permissible

variation over theoretical consumption, the recovery for excess should be made at twice

the issue rate, no recovery should be made for less use of issued item.

b) Issue of Materials not stipulated in the contract.

If at any subsequent to the execution of a contract as a through rate basis, the contrctor

desires the issue to him, for use as a work of materials which exist in company stocks, but

the supply whereof by the company was not provided for in the contract, the mterial

should not be issued except with the express authority of SE. who should specify in each

case the rate to be charged for the materials inclusive of delivery at the place where they

are stored. When submitting such a case to SE the Executive Engineer should elucidate

the circumstances which gave rise to this contingency and should also add his

recommendations in respect if the recovery rates for such materials. The rates charged

for the materials should be that provided in the analysis of rates for the item of work on

which it should be used plus and minus the percentage above and below the schedule rate

allowed to the contractor and market rate and stock issue rate plus storage charges

whichever is higher. No carriage and incidental charges should be borne by company in

connection with the supply.

122. Return of surplus material:

All materials issued to the contractor by the company for use on a particular work shall

on completion or foreclosure of the work be returned by the contractor at his expense at

the place of issue, after making the allowance for actual consumption. Surplus materials

returned by the contractor shall be credited to him by the Engineer in charge at rates not

exceeding those at which these were originally issue to him after taking into

consideration any deterioration or damage which may have been caused to the said

material while in custody of the contractor. If on completion of the works, the contractor

fails to return surplus material out of the materials thus supplied by the company., the

Engineer in charge may by a written notice to the contractor require him to pay for such

unreturned surplus materials at double the issue rates. This payment should be made by

the contractor normally within a fortnight after receipt of notice or this amount will be

recovered by the contractors final bill.

If materials are supplied by the company, it should be clearly mentioned in the tender

documents that for purpose of the contract, cement shall be issued to the contractor the

rate of ……..per bag of cement ……….plus handling charges of 10% over the rate.

In order to minimise the chances of pilferage from the site of work, the cement godown

should be properly and effectively double locked, keys of one lock remaining with the

Department and that of the other with the contractor.

A register should be maintained at the site of work containing the columns. These

registers should be properly numbered and each page initiated by the Executive

Engineer. The cement godown and the register should be checked by the Executive

Engineer atleast once a month.

ii. After the completion of the work, the theoretical quantity of cement to be used in the

work shall be calculated on the basis of statement showing quantity of cement to be used

in different items of work. In case any item is executed for which the standard constants

for the consumption of cement are not available in the above mentioned statement or

cannot be derived from this statement and the same shall be calculated on the basis of

standard formula to be laid down by the Engineer-in-charge. Over this theoretical

quantity of cement shall be allowed a variation upto 5% plus / minus for works the

estimated cost of which as put to tender is not more than Rs. 2 lakhs 4% plus/minus for

works the estimated cost of which put to 3% plus /minus for works the estimated cost of

which put to tender is above Rs.5 lakhs. The difference in the quantity of cement actually

issued to the contractor and the theoretical quantity including authorised variations, if not

returned by the contractor shall be recovered at twice the issue rate including storage

charge without prejudice to the provision of the relevant conditions regarding return of

materials governing the contract. In the event of it being discovered that the quantity

ascertained as herein before provided (allowing variations on the minus side as stipulated

above) the cost of the quantity of cement not so used shall be recovered from the

contractor on the basis of stipulated issue rate.

iii. The provisions of the foregoing sub clause apply in the case of steel reinforcement or

structural steel section except that the theoretical quantity of steel shall be taken as the

quantity required as per design or as authorised by the Engineer-in-charge, including

authorised lappages plus 5% minus 4% shall be allowed as variation due to wastage being

more or less.

iv. After the completion of the work, the theoretical quantity of bitumen to be used on

works shall be calculated on the basis of specification. Over the said theoretical quantity

of bitumen a variation upto plus (excess) 2 ½% shall be allowed.

123. Extension of Time:

The Engineering officer should ensure that all obligations on the part of ITI are

discharged without delay so that the contractors do not ask for extension of time. ITI also

should not undertake responsibility which it cannot discharge such as issue of stores /

tools and plants, etc., not available /not likely / to be available with ITI. Any change after

the award of work should strictly be avoided.

i. The following powers delegated to ITI officers for grant of extension of time is as per

the delegation of powers issued by Management from time to time.

In deciding the authority which is competent to grant extension of time the value of

individual contract should be the amount exclusive of the value of materials stipulated to

be supplied by the company. Where adequate and proper grounds exist the EE can grant

extension of time even in the absence of application from the contractor, however, he is

competent to act for and on behalf of the company.

ii. Sanction of extension of time will in all cases be issued by the Asst. Exe Engineer/

Exe. Engineer in the proforma . The form provides that the extension of time is granted

without prejudice to the right of the company to recover liquidated damages in terms of

the agreement. In all cases, a copy of letter granting extension of time will be endorsed

to audit / accounts. While doing so it should be made clear in the endorsement whether

the SE has decided to levy or not to levy compensation or liquidated damages.

The word compensation should be used instead of the word penalty.

iii. Powers to decide the quantum of compensation recoverable from contractors for delay

in execution of full/part of the work, will be as per the delegation of powers issued by

the Management.

iv. As indicated in para above the officer (as per the delegation of powers) is competent

to decide the quantum of compensation recoverable from contractors for delay in the

completion of work. In exercise of these powers, he can levy lesser compensation if the

circumstances of a case so demand depending upon difficult conditions in which a

contractor has to work. In order that there may be no criticism of the action taken by the

officers to levy lesser compensation, the officer concerned should record detailed reasons

as to why a lenient view was taken by him.

v. The officers of ITI have been delegated full powers to decide the quantum of

compensation but they are required to exercise special and extra care while deciding levy

of damages for belated construction where higher rates have been paid for early

construction.

vi. Though these officers are competent to waive and / or reduce the compensation

recoverable from a contractor, however in all cases where compensation has been

imposed whether rightly or wrongly and recoveries have been made prior concurrence of

the Corporate Management of Company including Finance would be necessary for

refund of any amount.

vii. For the purposes of determining the competent authority to determine the quantum of

compensation the estimated cost put to tender shall be the criteria.

viii. When a contract has been broken and if a sum is named in the contract as the amount

to be paid in case of such breach or if the contract contains any other stipulation by way

of a penalty, the party complaining of the breach is entitled whether or not actual damage

or loss is proved to have been caused thereby to receive from the party who has broken

the contract reasonable compensation not exceeding the amount so named or as the case

may be penalty stipulated for.

ix. All letters of extension of time to be issued to the contractor should be over the

signature of Engineer in charge (Sr. EE / EE) as he is the only officer so empowered

contractually to grant extension of time. Similarly, all letters intending to impose

compensation or to recover liquidated damages the agreement should be issued over the

signature of Superintending Engineer as he is the only officer competent to do so in order

to fulfill contractual obligations.

124. a. In case the contractor completes the work ahead of scheduled completion time a

bonus @ 1% (one percent) of the tendered value per month computed on per day basis,

shall be payable to the contractor, subject to a maximum limit of 5% (Five percent) of the

tendered value. The amount of bonus, if payable, shall be paid along with final bill after

completion of work. Provided always that provision of the Clause 2A shall be applicable

only when so provided in Schedule F. (CPWD Manual)

b. If the contractor fails to maintain the required progress or to complete the work and

clear the site on or before the contract or extended date of completion, he shall, without

prejudice to any other right or remedy available under the law to the Government on

account of such breach, pay as agreed compensation the amount calculated at the rates

stipulated below as the Dy.Chief Engineer (whose decision in writing shall be final and

binding) may decide on the amount of tendered value of the work for every completed

day / month (as applicable) that the progress remains below that specified or that the

work remains incomplete.

i) Compensation for delay of work - @ 1.5% per month of delay to be computed on per

day basis

Provided always that the total amount of compensation for delay to be paid under the

condition shall not exceed 10% of the Tendered value of work or of the tendered value of

item or group of items of work for which a separate period of completion is originally

given.

The amount of compensation may be adjusted or set off against any sum payable to the

contractor under this or any other contract with the Government. In case, the contractor

does not achieve a particular milestone mentioned in Schedule F or the re-scheduled

milestone (s) the amount shown against the milestone shall be withheld to be adjusted

against the compensation levied at the final grant of Extension of time. With holding of

this amount of failure to achieve a milestone shall be automatic without any notice to the

contractor. However, if the contractor catches up with the progress of work on the

subsequent milestone (s), the withheld amount shall be released. In case of the contractor

fails to make up for the delay in subsequent milestone(s) amount mentioned against each

milestone missed subsequently also shall be withheld. However, no interest, whatsoever

shall be payable on such withheld amount.

125. Completion certificate:

As soon as the work is completed the contractors shall give notice of such completion to

the Engineer in Charge and with in 10 days of such receipt of notice, the Engineer in

charge shall inspect the work and shall inspect the work and shall furnish the contractor

with a certificate of completion showing

i. Particulars of the work and contract number

ii The date of work order to commence the work

iii Date of completion as per original contract agreement.

iv Extension of time if any granted

v Actual date of completion

If there are very minor defects which can be rectified even after the building has been

taken over, the defects will be listed out in the completion certificate and the contractor

will be asked to rectify the same before the final bill is submitted. Copy of the

completion certificate as given at Annexure 10 should be attached to the final bill.

i. Before a work is declared ask completed in all respects and final payment is released to

the contractor, it should be inspected by the Superintending Engineer and necessary

certificate should be recorded by him for all works costing Rs. 30.00 lakhs and above.

a. Civil works Rs. 30.00 lakhs

b Electrical works Rs. 10.00 lakhs

c. Road works Rs. 10.00 lakhs

ii. In case of works whose contract value is less than 10.00 lakhs the Executive Engineer-

in-charge should record similar certificate as the case may be.

iii. If an architect is engaged for the work, he is also required to record a similar

certificate on completion of the work, indicating therein that the building has been

constructed according to approved architectural design and architectural specification.

126. Register of bills and its review

a. The Divisional Officer should maintain a register to keep a record of the monthly

running payments made to the contractors in respect of contracts costing above Rs.50,000

in the proforma prescribed. As and when a bill is submitted, the same shall be entered in

this register.

127. Final Payments

a. Final measurements should be recorded within one month of the

completion of work. Final payments for works costing more than 15 lakhs

should be made within 6 months of the completion of work and for other

works within 3 months.

b. The relevant para of this Manual may be referred to regarding prompt

completion of all the formalities in connection with the release of the final

payment.

SECTION XIV

PAYMENT

128. Running account remittance:

Interim bills should be submitted by the contractors at intervals of not less than one

month. However in contracts costing more than Rs.20 lakhs, payment against running

bills may be made every 15 days or whatever period felt necessary if the situation

warrants as a special case. For preparation of running bills / interim bills, details of

measurements of work done should be recorded by the contractors Engineer in his

measurement book, jointly measurements taken by the JE/Asst. Engineer of the company

and contractors Engineer and countersigned by Gr. II/III and further processed.

i. In the measurement book and bill forms for running account bills the full

nomenclature of the agreement items need not be reproduced but only the abbreviated

nomenclature need be used.

The agreement item number shall however be mentioned correctly against the

abbreviated nomenclature.

ii. In case of extra and substituted items, full nomenclature of items shall be reproduced

in the MBs and bill forms for running account bills.

iii. The Engineer recording the MB shall record a certificate in MB as under:

“ Certificate that the for the items when abbreviated nomenclature has been adopted the

work has been executed according to the full nomenclature of the corresponding items of

agreement”.

The measurement should be 50% checked by Asst. Exe Engineer / Asst Engineer

Atleast 10% of the measurement should be checked by Executive Engineer.

Random check by Dy. Chief Engineer / Chief Engineer / Sr. Exe Engineer may be done

at their discretion.

Payment of running bills of the work completed shall be made on the Engineer in charge

certifying that the contractor is entitled for such payments taking into consideration.

a. Value of work executed after deducting there from the amount already paid.

b. 75% of the cost of any materials which is in opinion of the Engineer-in-charge are

reasonably required in accordance with the contract and have been brought into site for

incorporation in the works and are safe guarded against by loss due to any cause

whatsoever to the satisfaction of Engineer-in-charge.

iv. The rates for extra / substituted items which have not been approved by the

competent authority may be paid to the contractor in the running account bills as part

rates to be termed as “Provisional rates “. The Provisional rates are to be paid 75% in the

running bill in case schedule items and 50% in case of market rates.

v. The balance percentage will be released on approval of the competent authority.

vi. 90% of the amount admissible shall be paid within 3 days after presentation of the

bill and balance 10% shall be paid within 7 to 10 days of submission.

vii. Advance payment against materials under (v) above shall be fully adjusted while

admitting the next running bill payment and fresh advance against new certificate given

by the Engineer-in-charge.

viii. Payment for the materials collected at the site will be certified jointly by AEE/AE

and Engineer-in-charge of rank not less than the Executive Engineer stating that:

a. The stores have physically been brought to site and have not been used in the work.

b. The stores are required for the work.

c. They have been stored satisfactorily and are not likely to deteriorate in stock and

d. They have been valued at rates and not higher than current market rates.

e. Deed of hypothecation for the materials procured to be produced.

Payment in respect of work done will be based on Personal certificate from Engineer-in-

charge not lower than Engineer Executive as to the value of work done. This certificate

should be supported by a bill from the contractor indicating quantities of work done and

rates adopted for valuation of the work or percentage of work.

129. While making running account payment, the following deduction be made:

i. All previous running accounts payments.

ii. Cost of stores issued by ITI.

iii. Charges for electricity and water supplied by ITI.

iv. Balance security deposit recoverable from the contractor if any.

v. Balance mobilisation advance with interest recoverable from the contractor if any

and

vi. Any other dues recoverable by ITI from the contractor under the present or any

other contract.

130. Secured Advance

i. Secured advances on the security of materials brought to site may be made to the

contractors for items which are to be used on work.

ii.The Engineer in charge can sanction the secured advance up to an amount not

exceeding 90% of the value of the materials as assessed by the Engineer-in-charge, or an

amount not exceeding 90% of the material element cost in the tendered rate of the

finished item of work which ever is lower.

iii. A formal agreement should be drawn up with the contractor under which Company

secures a lien on the materials and is safeguarded against losses due to the contractor

postponing the execution of the work or due to shortage or misuse of the materials,

against the expense entailed for their proper watch and safe custody.

iv. Payment of such advances should be made only on the certificate of Engineer

concerned.

a. The quantities of materials for which the advances are made have actually

been brought to site.

b. Full quantities of the materials, for which advances is to be made, are

required by the contractor for use of items of work for which rates are

finished work have been agreed upon.

c. The quality of materials is as per the specifications.

v. Recoveries of advances so made should not be postponed until the whole of the work

entrusted to the contractor is completed. They should be made from his bills for work

done as the materials are used, the necessary deductions being made whenever the items

of work in which they are used for billed for.

vi. Secured advances shall be granted only for non-perishable items. It can however, be

granted for perishable items after the contractor indemnifies the Company through an

insurance cover. The Engineer in charge shall identify whether an item is perishable or

not.

131.1 Grant of mobilization advance to the contractors for executing capital intensive

works.

In respect of certain specialized and capital intensive works with estimate cost put to

tender Rs.2.00 Crores and above, provision of mobilization advance may be kept in the

tender documents. Chief Engineers should use their discretion carefully in deciding

whether any particular work shall be considered as specialized or capital intensive one.

Applicability or otherwise of relevant clause of GCC shall be clearly indicated while

finalizing NIT of a particular work.

a. The Mobilisation advance limited to 10% of tendered amount with interest as

decided can be sanctioned to the contractors on specific request as per term of the

contract.

b. The mobilization advance shall be against a Bank Guarantee of a Scheduled Bank /

Nationalised Bank for the full amount of advance. The advance should be released in

not less than two instalments. The interest on the advance shall be calculated from the

date of payment to the date of recovery, both days inclusive.

c. The recovery should be commenced after 10% of work is completed and the entire

amount together together with interest shall be recovered by the time 80% of the work is

completed.

131.2 Grant of advance for plant and machinery and for shuttering material

i. An advance for plant and machinery that are required for the work and brought to site

by the contractor may be given if requested by him in writing within one month of

bringing them to site. Such an advance may be given if the Engineer-in-charge feels that

the plant and machinery would add to the expeditious execution of the work and improve

the quality of the work.

ii The amount of advance shall be restricted as follows:

a. For new plant and machinery 5% of the tendered value, or 90% of the price of

such new plant and machinery paid by the contractor (for which he shall produce

satisfactory evidence to the Engineer-in-charge) whichever is lower.

b. For second hand and used plant and machinery 5% of the tendered value, or 50%

of the depreciated value of the plant and machinery (as may be decided by the

Engineer-in-charge) whichever is lower. The contractor, if so required by the

Engineer-in-charge, shall submit the statement of value of such old plant and

machinery duly approved by a registered valuer recognized by the Central Board

of Direct Taxes under the Income Tax Act, 1961.

iii. No such advance shall be paid on any plant and machinery of perishable nature, or of

value less than Rs.50,000.

iv. 75% of such amount of advance shall be paid after the plant and machinery is brought

to the site and balance 25% on their successful commisioning.

v. The recovery should be commenced after 10% of work is completed and the entire

amount together with interest shall be recovered by the time 80% of the work is

completed.

vi. The contractor shall be at liberty to take away the plants and machinery after the

advance(s) along with the interest due on it (them) is (are) realized by the Department

and in the opinion of the Engineer-in-charge, they are not required at site for the

execution of the balance items of work.

131.3. An advance for plant, machinery & shuttering material required for the work and

brought to site by the Contractor may be given if requested by the contractor in writing

within one month of bringing such plant and machinery which in the opinion of the

Engineer-in-charge will add to the expeditious execution of work and improve the

quality of work. The amount of advance shall be restricted to 5% percent of the tender

value. In the case of new plant and equipment to be purchased for the work, the advances

shall be restricted to 90% of the price of such new plant and equipment paid by the

contractor for which the contractor shall produce evidence satisfactory to the Engineer-

in-charge. In the case of second hand and used plants and equipment, the amount of such

advances shall be limited to 50% if the depreciated value of the plant and equipment as

may be decided by the Engineer-in-charge. The contractor shall if so required by the

Engineer in charge submit the valuer recognised by the Central Board of Direct taxes

under the Income Tax Act 1961. No such advances shall be paid on any plant and

equipment of a value less than Rs.50,000/- Seventy five percent of such amount of

advances shall be paid after the plant and equipment is brought to site and balance

twenty five percent on successfully commissioning the same.

Leasing of equipment shall be considered at par with purchase of equipment and shall be

covered by tripartite agreement with the following.

1. Leasing company which gives certificate of agreeing to lease equipment to the

contractor.

2. Engineer in charge and

3. The Contractor

This advance shall further be subject to the condition that such plant and equipment (a)

are considered by the Engineer-in-charge to be necessary for the works. (b) and are in and

are maintained in working order; (c) hypothecated to the Government as specified by the

Engineer-in-charge before the payment of advance is released. The contractor shall not

be permitted to remove from the site such hypothecated plant and equipment without the

prior written permission of the Engineer-in-charge. The contractor shall be responsible

for maintaining such plant and equipment in good working order during the entire period

of hypothecation failing which such advance shall be entirely recovered in lump sum.

For this purpose steel scaffolding and form work shall be treat as plant and equipment.

The contractor shall insure the Plant and Machinery for which mobilization advance is

sought and given, for a sum sufficient to provide for their replacement at site. Any

amounts not recovered from the insurer will be borne by the contractor.

131.4. The mobilization advance and plant and machinery advance in (ii) & (iii) above

bear simple interest at the rate of 10 percent per annum and shall be calculated from the

date of payment to the date of recovery both days inclusive on the outstanding amount of

advance. Recovery of such sums advanced shall be made by the deduction from the

contractors bills commencing after first ten percent of the gross value of the work is

executed and paid, on pro-rate percentage basis to the gross value of the work billed

beyond 10% in such a way that the entire advance is recovered by the time eighty percent

of the gross value of the contract is executed and paid together with interest due on the

entire outstanding amount upto the date of recovery of the installment.

131.5. If the circumstances are considered reasonable by the Engineer-in-charge the

period mentioned in (ii) & (iii) for request by the contractor in writing for grant of

mobilization advance and plant and equipment advance may be extended in the discretion

of the Engineer-in-charge.

131.6. The said bank guarantee for advances shall initially be made for the full amount

valid for the contract period and be kept renewed from time to time to cover the balance

amount and likely period of complete recovery together with interest.

132. FORECLOSURE OF CONTRACT DUE TO ABANDONMENT OR

REDUCTION IN SCOPE OF WORK.

If at any time after acceptance of the tender, Government shall decide to abandon or

reduce the scope of the works for any reason whatsoever and hence not require the whole

or any part of the works to be carried out, the Engineer in charge shall give notice in

writing to that effect to the contractor nd the contractor shall act accordingly in the

matter. The contractor shall have no claim to any payment of compensation or otherwise

whatsoever on account of any profit or advantage which he might have derived from the

execution of the works in full but which he did not derive in consequence of the

foreclosure of the whole or part of the works.

The contractor shall be paid at contract rates full amount for works executed at site and

in addition a reasonable amount as certified by the Engineer-in-charge for the items

hereunder mentioned which could not be utilised on the work to the full extent in view of

the foreclosure.

i. Any expenditure incurred on priliminary site work, e.g., temporary access roads,

temporary labour huts staff quarters and site office, storage accommodation and water

storage tanks.

ii. Government shall have the option to take over contractors materials or any part thereof

either brought to site or of which the contractor is legally bound to accept delivery from

suppliers (for incorporation in or incidental to the work) provided however, Government

shall be bound to take over the materials or such portions thereof as the contractor does

not desire to retain. For materials taken over or to be taken over or to be taken over by

Government, cost of such materials as detailed by Engineer in charge shall be paid. The

cost shall, however, take into account purchase price cost of transportation and

deterioration or damage which may have been caused to materials whilst in the custody

of the contractor.

iii. If any materials supplied by Government are rendered surplus, the same except

normal wastage shall be returned by the contractor to Government at rates not exceeding

those at which these were originally issued less allowance for any deterioration or

damage which may have been caused whilst the materials were in the custody of the

contractor. In addition cost of transporting such materials from site to Government

stores, if so required by Government, shall be paid.

iv. Reasonable compensation for transfer of T & P from site to contractors permanent

stores or to his other works, whichever is less. If T & P are not transported to either of

the said places no cost of transportation shall be payable.

v. Reasonable compensation for repatriation of contractors site staff and imported labour

to the extent necessary.

The contractor shall, if required by the Engineer in charge furnish to him books of

account, wage books, time sheets and other relevant documents and evidence as may be

necessary to enable him to certify the reasonable amount payable under this condition.

The reasonable amount of items on ( i ), (iv) and (v) above shall not be in excess of 2% of

the cost of the work remaining incomplete on the date of closure, i.e., total stipulated cost

of the work as per accepted tender less the cost of work actually executed under the

contract and less the cost of contractors materials at site taken over by the Government as

per item (ii) above. Provided always that against any payments due to the contractor on

this account or otherwise, the Engineer in charge shall be entitled to recover or be

credited with any outstanding balances due from the contractor for advance paid in

respect of any tool, plants and materials and any other sums which at the date of

termination were recoverable by the Government from the contractor under the terms of

the contract.

SECTION XV

WORK CONTROL

133. Measurement Books:

i. The measurement book is the basis of all accounts of quantities whether of works

done by contractors or by materials received. It should be so written that the transaction

are readily traceable in the accounts of the department.

ii. These books should be considered as very important accounts records and

maintained very carefully and accurately as these may have to be produced as evidence in

a court of law, if and when required.

iii. All the measurement books belonging to a unit should be numbered serially. A

register should be maintained showing the serial number of each book received.

iv. The books no longer to be used should be withdrawn promptly even though not

completely written up and reissued.

v. The measurement books are required to be reviewed by Executive Engineer, so that

atleast once a year the entries recorded in each of the books are subjected to a percentage

check.

vi. When an Asst. Executive Engineer / Asst. Engineer, incharge of the work is

transferred, he should hand over the measurement books issued to him to his successor.

The transfer should also be recorded in measurement book after the last entry in each

book under date signature of the relieving officer and relieved officer.

134. Recording of Measurements:

Each set of measurement to be recorded should commence with entries stating:

i. In the case of bills for works done.

a. Full name of the work as given in the (estimate) agreement.

b. Situation of work.

c. Name of contractor

d. Number and date of agreement.

e. Date of written order to commence work.

f. Date of actual completion of work.

g. Date of recording

h. Reference to previous measurements.

A suitable abstract should then be prepared which should collect, in the case of

measurements for works done, the total quantities of each distinct item of work relating

to each sanction sub-head.

135. Final Bills:

The Engineer-in-charge will ensure recoveries to be made on account of stores issued,

hire charges for tools and plant supplied, charges recoverable for electricity and water

consumed etc.

Before signing the final bill the contractor should sign a no claim certificate indicating

that he has no claim against the company under the contract in question except as

included in the final bill.

On receipt of the final bill duly signed by the contractor, the same will be scrutinized by

the Engineer-in-charge to see that the claim is in order. He will also attach to the final

bill, a statement showing the stores issued for incorporation in work the stores actually

incorporated by the contractor in the work, the theoretical quantity of stores required for

the work in question and whether there has been any over issue / under issue of stores to

the contractor. He will also indicate whether as a result the work should be deemed to

have completed according to specifications, or below specifications and will also

recommend what recoveries should be made in case the work is below specifications.

Where either the contractor has not fully utilized the stores for incorporation in the work

or where the quantities used are less than those theoretically required, resulting in work

being below specifications The maximum bonus shall however be restricted to 5% of the

contract value.

The final bill duly signed by the Engineer-in-charge will be submitted to the Dy. Chief

Engineer / Chief Engineer for his approval and pre-audited before forwarding to

Accounts Section for arranging payment.

At the time of receiving payment of the final bill, the contractor will sign ‘No demand

certificate’ against ITI under the contract except for the defect liability deposit. If the

contractor does not sign the ‘No demand certificate’ the amount due will not be disbursed

to the contractor pending settlement of disputes.

136. Work Control:

The function of Civil department to Corporate will be as under:

1. Civil department will be Chief Advisor to Corporate on all Civil Engineering matters.

2. It should monitor/review and organize the civil construction works in civil units in all

the factories of ITI.

3. In case of any serious problem faced by any of the unit on civil construction matters

will advise both short term and long term remedies of the same.

4. To create quality control and technical audit and also organize the testing lab and

periodical collaboration of the same.

5. To formulate specifications and standardization of items and their rates which are not

found in DSR schedule of rates.

6. To approve the cost indicies wherever CPWD indicies are not available/not updated

and to update them every 6 months, as per the location of works of ITI.

7. To organize the selection of the new factory site/colony site etc.

8. To enlist suitable contractors and weed out unsuitable constractors.

9. To organize seminars and workshops for dissemination and sharing knowledge and

experience regarding several problems / solutions faced during the execution of various

civil construction works in different units of ITI and to improve upon the system already

adopted keeping local conditions in mind.

10. To organize the works Advisory Board meetings for acceptance of tenders within

power of Corporate office.

11. To advise Vigilance on disputes arising out of civil construction works.

12. To appoint arbitrators on disputes arising out of civil construction works.

13. To create Central Design office of structural designs of Civil works costing more

than Rs.1 crore each.

I Chief Engineer / DGM:

The Chief Engineer will exercise full powers of the Unit head for purposes of execution

of work and is responsible to the company for efficient carrying out at all works in his

administration and for accounts pertaining to all such works. In addition to the above

duties functions of the Chief Engineer shall be the following:

1. As for as feasible and desirable to standardise designs estimates and specifications for

works of a repetitive nature, such as residential building etc

2. To prepare structural designs for multistoreyed buildings costing Rs.25 lakhs and

above.

3. To implement new techniques / designs and conduct following studies, including

preparation of technical reports evaluating the practicability advantages / disadvantages

occupants reaction economics etc.

4. To keep in touch with the latest developments in planning and construction and also

with the research work being carried out in India and abroad.

5. To lay down policies with regard to stresses and other designs standards to be adopted

in the company.

II Dy. Chief Engineer:

1. Subject to any orders of the company Management transfers and postings within his

establishment, other than accountants may be made by the Dy. Chief Engineer: on his

own authority.

2. The Dy. Chief Engineer should examine the books of the department officer and their

subordinates and see that matters relating to the Primary accounts are attended to

personally by the officers and that the accounts fairly represent the progress of each

work. It will also be his duty to examine the registers of works and when he considers it

necessary he may require an officer to report to him monthly or at longer intervals on a

work slip the total expenditure to date under each subhead of a work, in contract with the

sanctioned estimate. It will thus be seen that it rests with the view of deciding whether or

not a revised estimate will be required for the work. When a revised estimate is

required, it will also devolve on the Dy. Chief Engineer to see that it is submitted in due

time to the sanctioning authority.

3. It will be the duty of the Dy. Chief Engineer to inspect the various works in progress

within his unit and to satisfy himself that the system of management prevailing is

efficient and economical, that the different stores are duly verified according to the rules

laid down, and that (different stores are duly) there is no accumulation of stock in any

division beyond its requirements. He should record the results of his inspections of the

works as frequently as considered necessary and ensure that the defects pointed out on

each occasion are promptly rectified, before the final payment is made in respect of the

following contracts.

i. Building works costing Rs.10 lakhs and above.

ii. Electrical and sanitary works costing Rs.3 lakhs and above.

iii. Road and runway works costing Rs.3 lakhs and above.

iv. Horticultural works costing Rs. 50,000/- and above

The Dy. Chief Engineer is required to record the following certificate within a period of

three months from the date of completion of the work.

I have inspection the work of …………contract value of which is Rs………….. vide

agreement No. ……………… today. As a result of this inspection and my previous

inspections, I find that the work has been carried out generally to specifications and has

been completed satisfactorily. There are no noticeable defects except for the following.

1. …………………

2. ………………….

These defects should be rectified by the contractor or by the department at his cost, action

for which should be taken in terms of the contract.

b) The Dy. Chief Engineer is also responsible that no delay is allowed to occur in the

submission of completion reports. He should further, so far as may be possible, inspect

periodically all import buildings and other works.

5. The Dy. Chief Engineer is required to make it his special duty to see that the

measurement books are carefully kept and measurements properly recorded, and that they

are complete records of the actual measurements of each kind of work done for which

certificates have been granted.

III Senior Executive Engineer:

1. The Executive unit of the Civil department is in charge of a Senior Executive

Engineer, who is responsible to the Dy. Chief Engineer for the efficient execution and

management of all works within his division. It is therefore part of his duties to organize

and supervise the execution of works and to see they are suitably and economically

carried out with materials of good quality.

2. The Senior Executive Engineer as the primary disbursing officer of the division is

responsible not only for the financial regularity of the transactions of the whole division

and passes as well as pays all bills but also for the maintenance of the accounts of the

transactions correctly. He is therefore required to take the necessary steps for obtaining

cash for the works under his control to keep accounts and to submit them punctually to

the Audit officer / under the rules for the time being in force. He is responsible for the

arrangements for account keeping in which matter he will be assisted by his Divisional

Account and he must see that his accounts are posted from day to day and that the

Accountant carries out his duties regularly and punctually. The responsibility for the

correctness in all respects of the original records of cash and stores, receipts and

expenditure as also for seeing that complete vouchers are obtained rests with the Sr.

Executive Engineer who will before submitting the monthly accounts, carefully examine

the books returns and paper from which the same are compiled.

3. The Divisional Accountant is responsible to the Sr. Executive Engineer for the

correct compilation of the accounts of the division from the data supplied to him.

4. The Sr. Executive Engineer is held primarily responsible for affording information in

areas of probability of excess of actual over estimated cost of work and should report any

such probability to the Dy. Chief Engineer at once describing the nature and cause of the

excess of actual over estimated cost of work and should report any such probability to

the Dy. Chief Engineer at once describing the nature and cause of the excess and asking

for orders. This report should be made on the ‘works slip’ form. Sr. Executive Engineer

must also submit the work slip with such explanation as will enable the Dy. Chief

Engineer to pass orders on the case, on the occurance, the probability of the occurance, of

any irregularity in the rate or cost of sub-head. All important liabilities brought to

account should be noted on the work slip.

5. The Sri Executive Engineer is required to inspect buildings and works in his division

and is responsible that proper measures are taken to preserve them and to prevent

encroachment on ITI lands in his charge. He should keep accurate planes of all such

lands and take care that his subordinates get themselves acquainted with the boundaries

and see that they are respected.

6. A Sr Executive Engineer must keep on record in his office the following plans or such

of them as are required in his division.

i.. Complete plan sections and elevations of every building or other work under his

charge as actually constructed any subsequent alteration being carefully noted. The

boundaries of the ground attached to any building should be distinctly shown.

ii. Plans of roads under his charge, showing the queries from where metal is obtained.

7. Immediately a work is finished, it is the duty of the Sr. Executive Engineer to close

the accounts to prepare the completion report, it there is necessary delay in closing the

accounts, it should be seen in particular that further charges are not incurred without the

permission of the Sr. Executive Engineer.

When it is decided to abandon a work, the accounts relating to the work should be closed

as soon as possible after such decision is reached.

8. Sr Executive Engineer is required to report immediately to the Superintending

Engineer any important accident or unusual occurance connected with his division and to

state how he has acted in consequence.

9. It is the duty of the Sr. Executive Engineer to administer the grant made in his division

and with this object, to keep a close watch over the progress of expenditure against it

with a view to seeing that no excess is permitted to occur. He should accordingly keep

himself informed of such circumstances as may affect the progress of expenditure, in

order to take timely steps for obtaining extra funds or surrendering probable savings as

may be necessary. The Sr. Executive Engineer should also take necessary steps to

reconcile the expenditure recorded in his books with that in the books of the Audit officer

in the prescribed manner.

10. A Sr Executive Engineer can receive orders only from his Chief Engineers /Dy. Chief

Engineer or the Civil officer duly authorised.

IV Executive Engineer:

1. Executive Engineer is responsible to the Sr. Executive Engineer for the Management

and efficient execution of works within their subdivision.

2. The Executive Engineer is required to maintain the initial account records of cash and

stores under his charge as well as worked abstracts, with certain accompaniments for

each work in progress in the subdivision under the rules for the time being in force. He

should ensure that all accounts returns are submitted punctually to the Sr. Executive

Engineer and correct in all respects.

3. The Executive Engineer is responsible for the clearance from accounts of all

outstandings against contractors on account of the recoverable value of materials issued

and services rendered to them by charge of works.

4. As the accounts of works are based on (a) The muster roll and (b) The measurement

book it is an important function of Executive Engineer to see that these initial records are

written by neatly in accordance with prescribed rules to avoid all doubts about their

authenticity.

5. Wherever Executive Engineer is working independently of Sr Executive Engineer, he

will exercise all the powers of Sr Executive Engineer.

V AEE /AE

The AEE/AE has been established on ITI and is charged with the responsibility of

planning, designing, estimating, preparation of tender documents and other allied matters

relating to works executed through the Department. The following are the main duties

and responsibilities of AEE/AE.

i. Preparation of preliminary and detailed estimates of all works including additions and

alterations to existing buildings.

ii. Preparation of NIT papers complete in all respects for works.

iii. Test check of measurements in case of important works and technical check of bills

before payment when desired by the Chief Engineer.

iv. Planning and designing of important works.

v. Preparation and examination of the schedule of rates and specifications.

vi. Examination of amendments, deviations and special conditions of contracts.

vii. Inspection of works and detailed examination of expenditure thereon as and when

desired by the Chief Engineer.

VI. Junior Engineers:

Junior Engineers are employed on original works, maintenance and petty works, planning

work and store work on the civil side. On the mechnical electrical side, they are

employed on original works maintenance and petty works in workshop.

A Junior Engineer is the primary element in the executive unit. He is responsible both

for the execution of works and maintenance of accounts with which he is concerned.

The duties of the Jr. Engineers engaged on original and maintenance works are as below:

1. To collect engineering data for estimates and prepare rough drawing and site plans

connected therewith.

2. To supervise and see that all works under his charge are done according to the

specifications, drawings, standards laid down and approved samples. He is expected to

remain at site throughout in order to see that the works are executed properly in

accordance with the requirements. If any works is done by contractor below

specifications, it is the duty of the Jr. Engineer to bring it at once to the notice of the

Asst. Engineer in charge and also make a note in the site order book.

3. To arrange for the materials, T & P from store / by purchase from the market; issue

materials, T & P to contractors / works at the proper time so that there is no obstruction in

the execution of work.

4. To keep company materials T & P in his custody and care; maintain proper accounts

of receipts issue and balances arrange adequate watch and ward.

5. (i ) To record measurements of work done by the contractor / department labour.

(ii) To take the levels of areas where earthwork is done and prepare earthwork

calculation wheels, lead charts etc., for calculating the quantities of work done.

6. To prepare abstract of measurements at the time of preparation of bills/closing of

muster rolls.

7. To prepare the recovery statements for the materials / T & P supplied to contractors,

or other services rendered by the company and send them to the EE for effecting

recovery.

8. To prepare theoretical consumption statements.

9. To submit progress report of works as may be required by his superiors and to bring

to the notice of his immediate superiors, hindrances to the execution of work.

10. To maintain the prescribed registers / accounts like cement register; curing register;

register of testing of fine aggregate; M A S account; site order book ; account of

temporary advances ; imprest accounts; stock accounts ; T & P account, standard M Bs

etc.

11. To maintain Register of Inspection of buildings in his section in the prescribed form

and to bring to the notice of the superior officers any defect noticed at the time of his

inspection. If any building / structure is particularly unsafe, this should be specifically

brought to the notice of higher authorities.

12. To prepare completion drawings; extra and substituted items statement; deviation

statements : reduction rate statements:

13. To mark the attendance of work charged and regular staff in the register to maintain

the muster rolls properly to mark the attendance of casual labour in muster rolls, to

arrange for casual labour required for departmental works to see that the work charged

staff is properly and fully employed, to watch the out turn and performance of the staff

and labour engaged under him to send daily reports as required under the rules.

14. To prepare estimates for additions and alterations in buildings.

15. To prepare estimates for annual repair and special repair works and petty works after

collecting data from site.

16. To furnish full details for preparing supplementary estimate, revised estimates.

17. To submit reports of all accidents.

18. To give first aid and arrange for medical aid in case of accidents.

19. To submit occupation and vacation reports of buildings in his charge.

20. To detect and report unauthorised occupation , encroachments and unauthorised

additions and alterations.

21. To verify bills, A T D’s ect.

22. To submit required returns to his superior officers.

23. To maintain drawings of buildings, services etc., under his charge

24. To initiate action for disposal of surplus / unserviceable materials / T & P/ empties

etc

25. To ensure prompt action on complaints received in enquiry offices

II Plannings:

1. Preparation and checking of rough cost estimates.

Preparation and checking of preliminary estimates.

Preparation and checking of detailed estimates.

Preparation and checking of revised estimates.

Preparation and checking of revised estimates / NIT’s estimates.

Preparation and checking of designs, preparation and checking of drawings.

Preparation and checking of schedule of rates.

Preparation and checking of specifications.

Preparation and checking of theoretical consumption of materials.

Preparation and checking of cost index calculations.

2. Calculation and checking of plinth areas, floor area etc., from drawings.

3. Calculation of preliminary sizes of structural members.

4. Checking of extra, substituted and deviation item statements.

5. Checking of survey reports / checking of tenders.

6. Scrutiny of drawing prepared by architects.

7. Examination of arbitration cases.

8. Examination of cases relating to approval of materials.

9. Examination of cases relating to wages of labour.

10. Carrying out of survey work of areas for development and preparation of Survey

plan.

11. Custody of mathematical and survey instruments, tools and plant including their

receipt and issue and maintenance of their account.

12. Carrying out laboratory test and material such as cement steel timber metal, soil etc

13. Carrying out field tests on soils etc

14. Assist in carrying out valuation of buildings.

15. Maintenance of books and registers relating to the work done.

16. The duties of Jr. Engineers employed on the stores work are as follows:

i. To take delivery of materials / T & P in time, check them and report shortages /

breakages to higher authorities.

ii. To be in custody of materials / T & P to arrange for their proper storage.

iii. To issue materials T & P

iv To maintain proper accounts of materials / T & P as required.

v To submit accounts / returns as required.

vi To ensure proper watch and ward arrangements for materials / T & P

vii To mark the attendance of staff under him and to supervise their works.

viii To verify bills of suppliers, A T Ds etc

ix To initiate action for disposal of surplus / unserviceable materials / T & P

x Submit reports of thefts / accidents.

xi Maintain proper account of temporary advances and imprest accounts.

The Jr. Engineers are not be employed on any of the following duties.

i. To pass or rate any work done by a contractor.

ii. To fill in the rates for various items of work in the abstract.

iii To authorise any deviation or alteration from or additions to what is included in the

contract.

iv. To condemn or declare unsafe any building / structure/ installations.

He should only the occupants of any danger and report the case to higher

Authorities for orders.

v. To reply to audit objections or furnish reports other than those of factual nature

concerning his charge, but he will assist his superior officers in his work.

GENERAL:

The above mentioned duties are only illustrative and not exhaustive. A jr. Engineer is

expected to assist his superior officers in performance of all those duties which he is to

assume on his promotion to the post of Asst. Engineer or Executive Engineer in course of

time and observe and carry out all administrative orders / instructions issued by the

company from time to time.

ELECTRICAL:

1. Recording of measurements of stores received, items of work on work order / Tender

etc.

2. Physical custodian of material at site T & P

3. Abstract of complaints received and attended to in every month, statement of

additions and alterations carried out.

4. Atleast 50 percent check of complaints attended to by his subordinates.

5.. Physical verification of stores / T & P every six months.

6. Supervision of construction of work.

7. Maintenance of labour rolls, attendance of staff etc

8. In planning office, preparation of estimates for various works collection of plans,

details of latest fittings, cables, items available in the market. Preparation of circuit

diagrams, layout sketches for cable routes, position of DBs switch boards etc.

9. Preparation of estimates / annual maintenance estimates, estimates for additions /

alterations of existing electrical installations estimates for petty new installations.

10. Verification of energy consumption bills received from local Electrical supply

company, general supervision of energy meter to see whether they are working

satisfactorily.

11. Preparation of electrical bills for various consumers in the buildings / common points

etc., and to send them to the respective authorities for enabling them to pay the same.

SECTION XVI

INSPECTION

137. Inspection of works:

i. The contractor shall either himself supervise the execution the execution of the works

or shall appoint an competent agent approved by the Engineer-in-charge to act on his

behalf. Where the contractor is not a qualified Engineer or even if he is qualified in the

opinion of the Engineer-in-charge the contractor has himself not sufficient knowledge

and experience of receiving instructions or cannot give his full attention to the works, the

contractor shall at his own expense, employ as his accredited agent a qualifier engineer

approved by the Engineer-in charge. Orders given to the contractors agent shall be

considered to have the same force as if these had been given to the contractor himself. If

the contractor fails to appoint a suitable representative as directed by the Engineer-in-

charge, the Engineer in charge shall have full powers to suspend the execution of the

works until such date a suitable person is appointed and the contractor shall be held

responsible for the delay so caused to the works.

ii. All works shall be subject to examination and approval by the Engineer-in-charge.

No work shall be covered up or put out of view prior to such approval and the contractor

shall give due notice to the Engineer-in-charge or his authorised representative shall,

without unreasonable delay, attend for the purpose of examining such works.

iii. In the event of the failure of the contractor to give such a notice, he shall uncover any

part of the works and / or make openings in or through the same as the Engineer-in-

charge may indirect for his verification and shall make good such part to the satisfaction

of the Engineer-in-charge.

iv. If any such part covered up or put out of view after being approved by the Engineer-

in-charge, is required to be uncovered subsequently, the same shall be done by the

contractor. If it is found on uncovering; the work was executed in accordance with the

contract, the expenses of uncovering and / or making openings in and making good the

same shall be borne by the company.

138. Technical examination and over payments /under payments.

a. The company reserves the right to carry out post payment audit and technical

examination of the Running / final bill including all supporting vouchers etc. The

company further reserves the right to enforce recovery of any overpayment when

detected, notwithstanding the fact the amount of the running / final bill may be included

by one of the parties as an item of dispute before an arbitrator appointed and

notwithstanding the fact that the amount of the running / final bill figures in the

arbitration award.

b. If as a result of such audit and technical examination any over payment is discovered

in respect of any work done by the contractor or alleged to have been done by him under

the contract it shall be recovered by the company from the contractor or if any under

payment is discovered, the amount shall be duly paid to the contractor by the company.

c. Provided that the aforesaid right of the company to adjust overpayments against

amounts due to the contractor under any other contract with the company shall not extend

beyond the period of two years from the date of payment of the final bill or in case the

final bill is a MINUS bill, from the date of the amount payable by the contractor under

MINUS final bill is communicated to the contractor.

139. Arbitration:

Except where provided in the contract all question and disputes relating to the meaning of

the specifications, designs, drawings and instructions herein before mentioned as to the

quality of workship ; or materials used on the work, or as to any other question, claim,

right matter or thing whatsoever, in any other way arising out of or relating to the

contract design drawings specifications estimates instructions orders of these conditions

or otherwise concerning the works or the execution or failure to execute the same,

whether arising during progress of the work or after the completion or abandonment

thereof shall be referred to the sole arbitration of the person appointed by the Head of the

unit. It will be no objection to any such appointment that the arbitrator appointed is a

Government servant / Public Sector that he had to deal with the matters to which this

contract agreement relate and that in the course of his duties as such Government servant

he hd expressed views on all or any of the matters in dispute of difference. The arbitrator

to whom the matter is originally referred being transferred or vacating his office or being

unable to act for any reason, the head of the unit as aforesaid to the time of such transfer,

vacation of office or inability to act, shall appoint another person to act as arbitrator in

accordance with the terms of the contract, such person shall be entitled to proceed with

the reference from the stage at which it was left by his predacessor. It is also a term of

the contract that no person other than a person appointed by such Head of the unit

aforesaid should act as arbitrator and if for any reason that is not possible the matter is

not to be referred to arbitration at all. In all cases where the amount of the claim in

dispute is Rs. 50,000/- (Rs. Fifty Thousand ) and above the arbitrator shall give reasons

for the award. The award of the arbitrator so appointed shall be final, conclusive and

binding on all parties to this contract.

Subject as aforesaid the provisions of the Arbitration Act, 1996, or any statutory

modification or re-enactment thereof and the rules made thereunder and for the time

being in force shall apply to the arbitration proceeding order this clause.

It is also a term of the contract that the party involving arbitration shall specify the

dispute or disputes to be referred to arbitration under this clause together with the amount

or amounts claimed in respect of each such dispute.

It is also the term of the contract that if the contractor(s) do / does not make any demand

for arbitration in respect of any claim (s) in writing within 90 days of receiving the

intimation from the department that the bill is ready for payment, the claim of the

contractor (s) will be deemed to have been waived and absolutely barred and the

company shall be discharged and released of all liabilities under the contract in respect of

those claims.

The arbitrator (s) may from time to time with consent of the parties enlarge the time, for

making and publishing the award.

140. As soon as contract is to be signed for civil works, Head of the Civil Department or

officer in charge of the work not below the rank of Gr.6 may sign the contract agreement.

SECTION XVII

LABOUR REGULATIONS

141.Safety Code:

The contractor shall at his own expense arrange for the safety provisions in respect of all

labour directly or indirectly employed for performance of the works and shall provide all

facilities in connection therewith.

1. Suitable scaffolds shall be provided for workmen for all work that cannot safely be

done from the ground, or from solid construction except such short period work as can be

done safely from ladders. When a ladder is used an extra mazdoor shall be engaged for

holding the ladder and if the ladder is used for carrying materials as well, suitable

footholds and hand holds shall be provided on the ladder shall be given an inclination not

steeper that ¼ horizontal and 1 vertical.

2. Scaffolding or staging more than 3.25 meters above the ground or floor, swung or

suspended from an overhead support or erected with stationary support shall have a

guard rail properly attached, holted, and otherwise secured at least 1 meter high above the

floor or platform or such scaffolding or staging and extending along the entire length of

the outside and ends thereof with only such openings as may be necessary for the

delivery of materials. Such scaffolding or staging shall be so fastened as to prevent it

from swaying from the building or structure.

3. Working platform, gangways and stair ways shall be so constructed that they do not

sag unduly or equally, and if height of a platform or gangway or stairway is more than

3.25 metres above ground level or floor level it shall be closely boarded, have adequate

width and be suitable fenced as described in 2 above.

4. Every opening in floor of a building or in a working platform shall be provided with

suitable means to prevent fall of persons or materials by providing suitable fencing or

failing with a minimum height of 1 metre.

5. Safe means of access shall be provided to all working platforms and other working

places. Every ladder shall be securely fixed. No portable single ladder shall be over 9

metres in length, width between side rails in a long ladder shall in no case be less than 30

cms in length. For longer ladders this width shall be increased at least 6 mm for each

additional 30 cms of length, uniform step spacing shall not exceed 30 cm. Adequate

precautions shall be taken to prevent danger from electrical equipment. No materials on

any of the sites shall be so stacked or placed as to cause danger or inconvenience to any

person or the public. The Contractor shall provide all necessary fencing and lights to

protect public from accidents and shall be bound to bear expenses of defence of every

suit action or other proceedings at law that may be brought by any person for injury

sustained owing to neglect of the above precautions and to pay any damages and costs

which may be awarded in any such suit, action or proceedings to any such person or

which may with the consent of the contractor be paid to compromise any claim by any

such person.

6. Excavation and Trenching:

All trenches, 1.5 meters or more in depth, shall at all times be supplied with at least one

ladder for each 30 meters in length of fraction thereof. Ladder shall be extended from

bottom of trench of atleast 1 meter above surface of the ground. Sides of a trench which

is 1.5 meters or more in depth shall be slopped to give suitable slope, or securely held by

timber bracing so as to avoid the danger of sides collapsing. Excavated material shall not

be placed within 1.5 meters of edge of trench or half of depth of trench which ever is

more cutting shall be done from top to bottom. Under no circumstances shall

undermining or under cutting be done.

7. Demolition :

Before any demolition work is commenced and also during the progress of the work.

a. All roads and open areas adjacent to the work site shall either be closed or suitable

protected.

b. No electric cable or apparatus which is liable to be a source of danger over a cable of

apparatus, used by operator shall remain electrically charged.

c. All practical steps shall be taken to prevent danger to persons employed, no floor,

roof, or other part of a building shall be so overloaded with debris or materials as to

render it unsafe.

8. All necessary personal safety equipment as considered adequate by the Engineer in

charge shall be available for use of persons employed on the site and maintained in a

condition suitable for immediate use, and the contractor shall take adequate steps to

ensure proper use of equipment by those concerned.

a. Workers employed on mixing asphaltic materials, cement and lime mortars / concrete

and lime mortars/concrete shall be provided with protective footwear and protective

goggles.

b. Those engaged in handling any materials which is infurious to eyes shall be provided

with protective goggles.

c. Those engaged in welding works shall be provided with welders protective eye-

shields.

d. Stone breakers shall be provided with protection goggles and protective clothing and

seated at sufficiently safe intervals.

e. When workers are employed in sewers and manholes which are in use, the contractor

shall ensure that manhole areas are entilated at least for an hour before workers are

allowed to get into them. Manholes so opened shall be cordoned off with suitable

railing and provided with warning signals or boards to prevent accident to public.

f. The contractor shall not employ men below the age of 18 and women in the work of

painting with products containing lead in any form. Whenever men above the age of 18

are employed on the work of lead painting, the following precautions shall be taken.

10. Use of hoisting machines and tackle including their attachments anchorage and

supports shall conform to the following:

a. ( i ) These shall be good mechanical construction sound materials and adequate

strength and free from patent defects and shall be kept in good repair and in

good working order.

(ii ) Every rope used in hoisting or lowering materials or as a means of suspension

shall be of durable quality and adequate and free from patent defects.

b. Every crane driver or hoisting appliance operator shall be properly qualified nd no

person under the age of 21 years shall be incharge of any hoisting machine including any

scaffold which or give signals to operator.

c. In case of every hoisting machine and of every chain ring hook, shackle swival and

pully block used in hoisting or lowering or as means of suspension, safe working load

shell be ascertained by adequate means. Every hoisting maching and all gear referred to

above shall be plainly marked with safe working load. In case of hoisting machine

having a variable safe working load, each safe working load and the conditions under

which it is applicable shall be clearly indicated. No part of any machine or of any gear

referred to above in this paragraph shall be loaded beyond safe working load except for

the purpose of testing.

d. In case of a departmental machine, safe working load shell be notified by the

Engineer-in-charge, as regards contractor’s machines the contractor shall notify safe

notify safe working load of each machine to the Engineer-in-charge whenever he brings it

to site of work and get it verified by the Engineer-in-charge.

11. Motors gearing, transmission, electric wiring and other dangerous part of hoisting

appliance shall be provided with efficient safe guards: hoisting appliances shall be

provided with such means as well reduce to the minimum risk of accidental descent of

load. Adequate precautions shall be taken to reduce to the minimum risk of any part of a

suspended load becoming accidentally displaced. When workers are employed on

electrical installations which are already energised, insulating mats, working apparel such

as gloves sleeves and boots, as may be necessary shall be provided. Workers shall not

wear any rings, watches and carry keys or other materials which are good conductors of

electricity.

12. All scaffolds, ladders and other safety devices mentioned or described herein shall be

maintained in safe condition and no scaffold, ladder or equipment shall be altered or

removed while it is use. Adequate washing facilities shall be provided at or near places

of work.

13. These safety provisions shall be brought to the notice of all concerned by display on

a notice board at prominent places at the workspot. Persons responsible for ensuring

compliance with the safety code shall be named therein by the contractor.

14. To ensure effective enforcement of the rules and regulations relating to safety

precautions, arrangements made by the contractor shall be open to inspection by the

Engineer-in-charge or his representatives and the inspecting officers as defined in the

contractors labour regulation.

15. Not withstanding the above condition 1 to 14, the contractor is not exempted from

the operation of any other Act or Rule in force.

All statutory obligation like PF, ESI applicable to contract workers shall be followed by

the contractor.

General :

1. For any further details / guidance CPWD Manual, may be referred / followed.

2. In case of difference of opinion regarding interpretation, corporate civil department

may be referred to for decision.

3. The head of the civil unit will work under the head of respective unit.

---------------

ANNEXURE 1

BASIC DATA FOR PLANNING

Proforma of particulars to be furnished by departments when initiating building projects which are to be executed by the Civil Engineering department.

GENERAL:

1. Name of the Department

2. Name of work

3. Location

4. (a) Whether land is available if so, what is the area available.

(b) If the land is not available, whether acquisition proceedings have been initiated, and if so, when possession of land is expected.

5. Appropriate cost of the project (whether any limit has been fixed regarding the total cost of the project).

6. Whether any budget provision has been made in the current year, If so, what is the amount provided.

7. Schedule of requirements:

a. No. of officers -

i. Senior

ii. Junior

b. No. of ministerial and other staff in each room

c. No. of care takers and electricians, quarters required

d. No. of subordinate technical staff in each room.

NON RESIDENTIAL BUILDING:

e. No. of chowkidars and Group D staff quarters required

f. No. of garages required:

i. Open garage

ii. Closed garages

g. No. of cycle stands required

8. Special requirements with approximate floor area:

a. Common Room

b. Conference Room

c. Visitors’ Room

d. Canteen

e. Recreation Room

f. Inspecting Officers’ Rest Room

g. Association Room

h. Post office or Sub-Post office,

i. Storage space for records, stationery etc.,

j. Laboratory, workshop, telephone exchange, library, lecture hall etc, as may be specially required.

9. Services with necessary details:

a. Whether gas supply is required

b. Whether water supply is required at places other than toilet

c. Whether any power supply is required

d. Whether air conditioning is immediately required or at a later date

e. Whether telephone conduits are required to be laid

f. Whether acoustic treatment is required and if so, where?

g. Any other special requirements, such as ducts, ceiling, special type of flooring, special type of light fittings, etc.,

h. Whether any lifts are required:

1. Passenger

2. Goods (Capacity)

10. Number of storeys desired

11. Whether any provision is to be made for future expansion, vertical or horizontal. If so, rough details to be given.

12. Any other particulars.

---------------------------------------------------------------

ANNEXURE 2

SPECIFICATIONS AND SCALE OF AMENITIES FOR RESIDENTIAL QUARTERS

IN PUBLIC SECTOR UNDERTAKINGS

Sl.

No

Items Specifications Remarks

1 2 3 4

I. GENERAL

1. Plinth Area Type A

36 sqm

Type B

56 sqm

Type C

84 sqm

Type D

139 sqm + 19 sqm

for servant Qrs +

18 sqm for garage

i)The plinth areas are exclusive

of staircase component. Max.

plinth areas admissible for

staircase shall be 5 sqm per

quarter for Type A, B & C and 6

sqm per quarter for Type D

ii) For more than 2 storeyed qrs.

Balcony should be provided in

those towns where people sleep

outside during summer. Areas

of these balconies will be in

addition to the permissible plinth

areas as follows:

Type

A

5.6

sqm

Type

B

5.6

sqm

Type

C

7.8

sqm

Type D

8.9 sqm

iii) Where sleeping balconies are

provided the stair case should

not be carried upto the roof.

Only a trap door in the roof slab

and/steel ladder may be provided

for access to the roof for the

maintenance staff.

Plinth

height

Should be normally 30 cm above the

predetermined ground level which should take

into consideration efficient surface drainage.

i) Where efficient surface

drainage is not possible the

plinth height may be kept as 45

cm.

ii) The plinth height of garages

may normally be kept 15 cm

above the predetermined ground

level.

3. Height of

ceiling

Type A

2.75 m

Type B

2.75 m

Type C

2.75 m

Type D

2.75 m

In places having extreme hot

climate it may be desirable to

white wash the surface of roof

terracing once a year before the

onset of summer to improve

thermal comfort by reflection of

Sun’s heat, where, however

white washing the terrace is not

feasible the ceiling height of top

most floor may be increased to

2.90 metres.

4. Number of

Units per

block

(Two

storeyed

quarters)

8 or 12 8 or 12 4 or 8 4 If 3 or 4 storeyed houses are

built, number of houses in a

block shall be correspondingly

increased.

----------------------------------------------------------------

SPECIFICAtTIONS FOR BUILDINGS

NON RESIDENTIAL

/v

OFFICES

SL. NO DESCRIPTION ITEM

NO

1.1

1.2

1.3

1 FOUNDATIONS

2 SUPERSTRUCTURE

3 DOORS & WINDOWS

/v

HOSPITALS

Bearing capacity not less than 10 tonnes /square metre. Type - spread foundations -inclated / combined. Depth - upto 1.2 metres below ground level

SCHOOLS

2.1 RCC framed construction with filler walls in brick work or load bearing construcftion in brick / stone masonry with intermediate column where found necessary.

Frames of 2nd class Indian teakwood or equivalent Door shutters, panelled type in 2nd class teak wood or flush door with commerecial ply.

Window shutters 2nd class Indian teak

wood.

2.2 2.3

Internal partition in brick masonry. R.C.C Chajjas, fina, jails etc.,

3.1 3.2

3.3

3.4 Fittings: Anodised aluminium or equivalent.

Window shutters 2nd class Indian teak wood. Fly proof shutters for all doors and windows and iron grills for windows in ground floor shall be provided for which provision for extra rate will be made.

Window shutters in 2nd

class Indian teak wood.

4 FLOORING Main entrance hall terrazo tiles, kotah stone and the like, lavatory blocks and corridorsand some officers room: Mosaic Limited upto 25% of total area.

4.1 , Main entrance hall terrazo tiles Kotah stone and the like Ivatory blcoks, corridors and other rooms except stores, weather maker room etc., mosaic flooring with * upto sill level in other rooms. The flooring and dado to be limited to 50% in ordinary cement and 50% in white cement.

4.2 Rest of the area ordinary cement Rest of the area ordinary Rest of the area ordinary

concrete cement concrete cement concrete

5 ROOFING 5.1 Insulation for air conditioning foam Insulation for air conditioning --

concrete foam concrete

5.2 Filling for drainage lime concrete. Filling for drainage lime Filling of drainage lime

concrete. concrete

5.3 Waterproofing treatment 4 course Waterproofing treatment 4 Waterproofing treatment 4

treatment finished with brick tiles course treatment finished with course treatment finished

brick tiles with brick tiles

6 FINISHING 6.1 External water proofing cement paint External water proofing cement External water proofing

Internal officers rooms and important rooms such as committee rooms dry distemper to be limited upto 25% of the total area. Rest either colour or white wash. Main entrance hall plastic emulsion paint or th like. Doors and windows painting

Internal dry distemper in doctors room, operation theater other important rooms such as committee rooms , X-ray rooms etc., limited up to 25% of total area. Rest either colour or white white wash officers rooms and important rooms such as committee rooms dry distemper to be limited upto 25% of the total area. Rest either colour or white wash. Main entrance hall OPD, plastic emulsion paint Doors and windows painting

Internal entrance hall , principal room , Professors room,Committee room etc., dry distemper. Rest of the area colour or white wash. Doors and windows painting

.

93

Item no. Hostel Types I,II, III, IV & & Servant Qrs. Type V

1.1

1.2 Bearing capacity not less than 10 tonnes per square metre.

Type - spread foundations in RCC isolated/combined, continues wall

footing with lean concrete.

Depth - upto - 1.2 metres below ground level. 1.3

2.0 Internal partition -- half brick masonry in cement mortar 1 : 4

2.1 Frames: 1 st class kail wood or 2nd

class deodar wood.or mild steel

2nd class teak wood or 1 st

class deodar wood or mild

steel.

2.2 Shutters: 1 st class kail wood or 2nd

class deodar wood

2nd class Indian teak wood

or commercial ply flush door.

2.3 Anodised aluminium in Same as for Type V

external doors, internal doors

oxidised iron

Fittings' Oxidised iron

4.1 Cement concrete 1:2:4 thick (40 in

sleeping balcony)*

5.3

6.1

Mud phuska or lime concrete finished with tiles - applicable to all

External - colour wash External - colour wash

6.2 Internal- white wash Internal - distempering in Distempering in entrance hall

dining & drawing bed rooms and white or colour washing in

& study room & white rest of the area.

washing in rest.

Mosaic flooring in living room Mosaic flooring in the entrance

dining, drawing bath & W.C halls, stair cases, lavatory

Rest cement concrete. blocks, Rest cement concrete.

Dado shall be 15 cm, which in W.Cs and 80 cm high in bath room

except in the shower portion where it shall be upto 150 cm high Type

I, II, III, it shall be in cement plaster and in type IV & V in mosaic.

Specification for flooring of Type IV is same as type V.

colour wash

ANNEXURE 3

Proforma of particulars to be furnished by administrative department when initiaing building projects

which are to be executed by Civil Engineering Department. Residential Building

1. Name of the Unit

2. Name of the work

3. Location

4. Whether land is avilable, if so what is the area, if not whether land acquisition proceedings

have been initiated,

5. Approximate cost of project (whether any limit has been fixed regarding the cost of the project).

6. Whether any budget provision is made in the current year’s budget, if so, what is the amount provided,

7. Pay scale of the officers with their numbers for whom the quarters are required

8. No. of storeys desired.

9. Any provision to be made in the layout for future expansion, is fo, number of quarters with

pay scale of officers concerned.

10. What amenities are to be provided. Approximate floor area may be given with any other

particulars to be considered.

a. Shopping centre,

b. Recreation Centre

c. Dispensary or Hospital,

d. School,

e. Any other special requirements,

11. Whether water supply, sewage disposal, electric fittings, etc., to be provided

12. Whether power plugs are required,

13. Any other particulars.

ANNEXURE 4

DATA REQUIRED FOR PREPARING ESTIMATES

A. To be filled by user Department:

1. Brief description of the proposal:

2. Justification of the new works services

being demanded:

3. Details of difficulties, if any being experienced

in the absence of service proposed or advantages

that will accrue through services proposed.

4. Whether alternative means have been explored,

If so, details may be furnished.

5. Estimated cost of the work on a very rough

basis.

6. Time within which the work is required to

be completed:

7. Can this await inclusion in the capital budget

of the year and be considered in the normal

course

OR

8. Is this to be treated as an Emergent work.

9. If this work is to be treated as an emergent one:

a. Justification there for

b. Reactions for which this could not be foreseen

and provided for in the several course.

B. For use in Chief Civil Engineering Executive.

10. Whether any alternate suggestions can be made to meet the demand of the

user department.

11. Whether the work proposed is feasible and recommended :

12. Estimated cost of completion:

13. Estimated time required there from the date sanction is accorded for:

a. Design and planning

b. Contract action

c. Execution.

C. Comments of Financial controller.

D. Decision of CFM / DGM / AGM

----------------------------------

ANNEXURE 5

PLINTH AREA AS ON 1.10.1976

Rate in Rupees for square

metre

Description

Office Hospitals Schools Hostels Residential

1 2 3 4 5 6 7

1 R.C.C FRAMED STRUCTURES

1.1 RCC framed structure upto 6 storeys

1.1.1 Floor height 3.40 M 9 (11'-0") 400.00 400.00 365.00 - -

1.1.2 Floor height 2.8m (9'-6") - - - 375.00 385.00

1.2 Extra for -

1.2.1 Every additional storey over 6 storeys upto 9 storeys

1.2.2 Every additional storey over 9 storeys & upto 12

Storeys 10.00 10.00 10.00 10.00 10.00

1.2.3 Every 0.30 M additional height of floor above normal

Floor height (3.40 M to 80 M) 17.00 17.00 17.00 17.00 17.00

1.2.4 Every 0.30 M higher plinth over normal plinth height of

0.60 M (2'-0") (on ground floor area only) 17.00 17.00 17.00 17.00 17.00

1.2.5 Every 0.30 M deeper foundations over normal depth

1.20 M (4'-0") (on ground floor area only) 17.00 17.00 17.00 17.00 17.00

1.2.6 Making stronger foundations to take load of one additional floor at a later date (on area of additional floor at a later date)

50.00 50.00 50.00 50.00 50.00

1.2.7 Foundations in poor soil having bearing capacity less

than 10 T/sqm or in black cotton soil. 68.00 68.00 68.00 68.00 68.00

1.2.8 Resisting earthquake forces. 34.00 34.00 34.00 34.00 34.00

1.2.9 RCC Raft foundations 60.00 60.00 60.00 60.00 60.00

1.2.10 Pile foundations upto a depth of 15 M (50'-0") 84.00 84.00 84.00 84.00 84.00

1.2.11 Stronger structural members to take heavy loads above 500 kg/sqm upto 1000 kg/sqm

26.00 26.00 26.00 26.00 26.00

1.2.12 Larger modules over 35 sqm (400 sft) 30.00 30.00 30.00 30.00 30.00

1.2.13 Steel Windows 12.00 12.00 12.00 12.00 12.00

1.2.14Termite proof treatment (on ground floor area only) 15.00 15.00 15.00 15.00 15.00

25.00 25.00 25.00 25.00 25.00 21.00 21.00 21.00 21.00 21.00

1% 1% 1% 1% 1% (1% means

percent of

building cost)

1.3 Basement floor, floor height 3.40m (11’)

with normal provision of water proofing

treatment with bitumenous felt 550.00 550.00 - - -

1.4 Extra for basement with

1.4.1 mastic asphalt waterproofing treatment 60.00 60.00 - - -

1.4.2 Every 0.30m additional height above normal

Height of 3.4m(11’0”) 67.00 67.00 - - -

1.4.3 Reduction for every 0.30m less 1 height of

Basement than normal height of 3.4m(11’0”) (-)38 (-)38 - - -

---------------------------------------

1.2.15 Fire fighting

1.2.16 Structural provision for air conditioning

1.2.17 Architectural features

1.2.18 O.P.D, Operation Theatres etc., - 65.00 - - -

______________________________________________________________________________________________________________

Rate in Rupees for square metre

___________________________________________________________

Sl.no. Description Office Hospitals Schools Hostels Residential

Type I, II, III Type V

IV & Servent and above

_______________________________________________________________________________________Qtrs____________________ 1 2 3 4 5 6 7 8

. :

.2 Floor ht 2.8M(9’-6”)

2.2.1 Single storeyed - - -

2.2.2 Double storeyed - - -

2.2.3 Three storeyed - - -

2.2.4 Four storeyed - - -

- - -

- - -

__________________________________________________________________________________________________________

. 1.Load Bearing Construction:

1.1 Floor height 3.40 M (11' - 0")

1.1.1 Single storeyed

2.1.2 Double storeyed

2.1.3 Three storeyed

2.1.4 Four storeyed

2.3 Scooter and cycle sheds

2.4 Garages

2.5 Extra for

2.5 Every 0.30 M aditional height of floor above normal

height (3.40/2.80 M)

2.5.1 Every 0.30 M higher plinth over normal plinth

height of 0.60 M (2' - 0") on ground floor area only.

2.5.3 Every 0.30 M deeper foundations over normal

depth of 1.20 M (4' - 0") on ground floor area only

Making stronger foundations to take load of one

additional floor at a latter date (on area of

additional floor at a later date

355.00

340.00

355.00

375.00

10.00

10.00

12.00

25.00

355.00

340.00

355.00

375.00

10.00

10.00

12.00

25.00

310 - - -

290.00 - - -

310.00 - - -

325.00 - - -

10.00

10.00

12.00

25.00

-

315.00

300.00

315.00

330.00

250.00

10.00

10.00

12.00

25.00

275.00

260.00

275.00

290.00

325.00

310.00

325.00

340.00

250.00 - - - 235.00 235.00 235.00

10.00 10.00

10.00 10.00

12.00 12.00

25.00 25.00


___________________________________________________________




_______________________________________________________________________________________Qtrs____________________

2 3 4 5 6 7 8

Foundations in poor soil having bearing capacity lone

than 10 T/sqm or in black cotton soil or for under

reamed piles 6 M long. 68.00 68.00 68.00 68.00 68.00 68.00

Resisiting earth quake forces:

in Zone V 25.00 25.00 25.00 25.00 25.00 25.00

12.50 12.50 12.50 12.50 12.50

More than two storeyed Bldgs. In Zone III & IV 12.50 12.50 12.50 12.50 12.50 12.50

Zone I & II and less than 3 storyed buildings in Zones -

III&IV - - - - - -

I.C.C raft foundations 60.00 60.00 60.00 60.00 60.00 60.00

Pile foundation uypto a depth of 0.15M 84.00 84.00 84.00 84.00 84.00 84.00

Stronger structural numbers to make heavy loads

Above 500 kg/sqm upto 1000 kg/sqm 26.00 26.00 26.00 26.00 26.00

Larger modules over 35 sqm, 100 sft 30.00 30.00 30.00 30.00 30.00 30.00

Steel windows 12.00 12.00 12.00 12.00 12.00 12.00

2.1.12 Termite proof treatment (on ground floor areas only) 15.00 15.00 15.00 15.00 15.00 15.00

2.1.13 Fire fighting 25.00 25.00 25.00 25.00 25.00 25.00

2.1.14 Structural provision for air conditioning 21.00 21.00 21.00 21.00 21.00 21.00

__________________________________________________________________________________________________________


___________________________________________________________




_______________________________________________________________________________________Qtrs____________________

1 2 3 4 5 6 7 8

---------------------------------------------------------------------------------------------------------------------------------------------------------------------

1% means

percentage of

building cost.

2.1.15 Architectural features 1% 1% 1% 1% 1%

2.1.16 O.P.D.M operating theatres etc., - 65.00 - - - -

Note: Rates for items are applicable on entire plinth area except for items 1,2,5., 1.2.5, 1.2.6.,

1.2.14., 2.5.2., 2.5.3., 2.5.4., 2.5.12.,

-----------------------------------------------------------

__________________________________________________________________________________________________________



Type I,II,III Type V & above

IV & Servant

Qtrs.

1 2 3 4 5 6 7

---------------------------------------------------------------------------------------------------------------------------------------------------------------

3. SERVICES

15% with 15%(Servant Percentage

attached quartrs 12 ½% means %age

toilets) 10% (Type II to of building

(with common Type VI) cost.

3.1 Internal water supply & sanitary installations 4% 10% 5% toilets)

3.2 External Service connections 5% 5% 5% 5% 5% 5%

12.5% Percentage

servant means %age

Qrtrs & of building

Types I to cost. 3.3 Internal electric installation 12.50% 12.50% 12.50% III type IV 10.00% 15% of Bldg. 3.4 Internal electric installation for laboratories of schools - - cost. - - - 3.5 Internal electric installation for terminal building and 15% of

Other allied structure in airports. Bldg. cost - - - - - 3.6 Extra for 3.6.1 Power wiring and plugs 4% 4% - - - Percentage 3.6.2 Central cell bell system 1% - - - - means %age of building cost.

----------------------------------------------------------------------------------------------------------------------------------------------------------------



Type I,II,III Type V & above

IV & Servant

Qtrs.

1 2 3 4 5 6 7

3.6.3 Lightening conductors:

Percentage means

%age of building

cost.

a) Upto 4-storeyed building 0.50% 0.50% 0.50% - - -“-

b) 5 to 6 storeyed buildings 0.33% 0.33% 0.33% - - -“-

c) Beyond 8 storeyed bldgs. 0.25% 0.25% 0.25% - - -“-

3.6.4 Telephone conduits: 0.50% 0.50% 0.50% - - -“-

8 12 16 20

3.7 Passenger Lifts passenger passenger passenger passenger

3.7.1 Lifts for 8 floors Unit Capacity Capacity Capacity Capacity

a) Speed 0.7 M / Second Each 125000 140000 - - -

b) Speed 1.0 M/Second Each 150000 160000 190000 220000

c) Speed 1.5 M/Second Each 180000 180000 210000 250000

d) Speed 2.5 M/Second Each 270000 300000 350000 400000

e) Add/Deduct for each floor more/less

than 8 floors Each 10000 12000 15000 20000

3.8 GOODS LIFT Upto 4 Extra for every additional

floors floor above 4 floors.

3.8.1 Upto 2 tonnes Each 1,40,000/- 8000/-

3.8.2 More than two floors but upto 4 tonnes Each 2,20,000/- 12,000/-

------------------------------------------------------------------------

Sl.No Description Rate in Rupees

WATER TANKS

Overhead tank without independent staging

Overhead tank upto staging height 20 metres

Overhead tank with staging height between 20 metres and upto 30

metres

Overhead tank with staging height between 30 metres and 10

metres

Underground sump

4

4.1

4.2

4.3

4.4

4.5

5.0 DEVELOPMENT OF SITES

5.1 Levelling

5.2 Internal roads and paths

5.3 Sewers

5.4 Filtered water supply

5.5 Storm water drain

5.6 Horticulture operations

5.7 Street lighting

5.7.1 With Incandescent lamps

5.7.2 With Incandescent lamps and with high pressure mercury

vapour lamps/fluroscent lamps in important places.

5.7.3 Completely with HPMV lamps of fluroscent lamp.

5.8 H.T Sub-station and L.T distribution (to be provided in areas

where expected electric load is such that electric company

will not give L T Supply)

NOTE: The rates udner item Nos. 5.1 to 5.6 are for internal development

Items. Peripheral and bulk services are not covered in these rates.

0.90 per litre

1.10 per litre

1 .25per litre

1.50 per litre

0.65 per litre

1.50 per sqm

3.50 per sqm

1.50 per sqm

1.50 per sqm

1.50 per sqm

0.65 per sqm

0.35 per sqm

0.80 per sqm

1.30 per sqm

2.60 per sqm

ANNEXURE 6

PROFORMA FOR CALCULATIONS OF BUILDING COST INDEX

----------------------------------------------------------------------------------------------------------------------------------------------------------------

Rate of New Delhi Rate at station Ratio between Cost

Sl. Description Unit as on 1.10.76 at the time Col.5 & 4 Weightage index Remarks

No corresponding to of revising Col 5/ 4 Col.6 x Col.7

Base 100 cost index.

----------------------------------------------------------------------------------------------------------------------------------------------------------------

1 2 3 4 5 6 7 8 9

---------------------------------------------------------------------------------------------------------------------------------------------------------------

1 Bricks 1000 106.15 - - 16 -

2 Sand Cum 21.92 - - 5 -

3 Cement Qtl 35.28 - 21 -

4 Aggregate Cum 27.1 - - 6.5 -

5 Timber Cum 2021.00 - - 18 -

6 Mild steel Qtl 183.2 - 10 -

Labour

7 Mason Each 9.89 - - 8.5 -

8 Carpenter Each 9.89 - - 4.0 -

9 Coolie / Bender Each 4.41 - - 11 -

----------

Total 100

----------

Total cost index

------------------------------------------------------------------------------------------------------------------------------------------------------------

ANNEXURE 7

ESTIMATED COST FOR THE MAINTENANCE WORK

1.4.72 to

14.8.47

structures

Post 15.8.47

and upto

structures

Post

1.4.62

I. CIVIL

1. ANNUAL REPAIRS

A. Non residential buildings:

(permanent).

1.Office buildings

2. Other permanent buildings

3.Temporary buildings

B. Residential buildings:

1. Permanent

2. Temporary

-

2.8%

5.0%

3.2%

4.8%

0.35%

1.10%

4.4%

2.20%

6.4%

0.30%

0.95%

3.2%

1.90%

5.2%

2. SPECIAL REPAIRS

A. Residential:

1.Temporary

2. Permanent

C. Non-Residential:

1. Temporary

2. Permanent

3. Monumental

1.75%

1.20%

1.75%

1.20%

-

1.60%

0.73%

1.60%

0.73%

0.36%

1.30%

0.63%

1.30%

0.63%

0.31%

3. ELECTRICAL INSTALLATIONS

1. Annual repairs

2. Special repairs with fans

3. Special repairs without fans

.

10.0%

3.25%

1.75%

6.0%

3.0%

1.5%

5.0%

3.0%

1.5%

(CE’s are competent to exceed percentages in individual cases)

NOTE: 1. The value of the structure should not be based on original book value of the structure should be passed on original book value of the structure but the

present cost of construction (to be calculated every year based on the latest C.D of similar new building of structure).

2. For special repairs of roads, drains and other works not covered above will be as per cost of past year plus change due to increase in cost index.

-----------------------------------------------------------------------

ANNEXURE 8

REPORT FOR PROJECT ESTIMATE

ESTIMATE NO:

DIVISION:

Name of the Work:

Funds:

Major Head:

Detailed Head:

Estimate framed by:

The probable cost

Head of the Ddepartment

----------------------------------------------------------

ANNEXURE 9

STANDARD SCHEDULE OF CONTRACT PERIODS FOR BUILDING WORKS.

Estimated

Type of Building Upto RS.50000 RS.50000 to

Rs. 2 lakhs to Cost of Rs. 5 lakhs Rs. 10 lakhs to Add for every

Rs. 2 lakhs RS.5lakhs to Rs. 10 lakhs RS.25 lakhs additional Rs. 25 lakhs

1 2 3 4 5 6 7

Single storeyed 4 months 6 months 8 months 9 months 10 months 1 month

Double storeyed 6 months 8 months 9 1/2 months 10 1/2 months 11 1/20nths 1 month

Three storeyed 8 months 8 1/2 months 11 months 12 months 13 months 1 month

Four storeyed - 11 months 12 ½ months 13 1/2 months 14 1/2 months 1 month

Five storeyed - - - 15 months 16 months 1 month

Six storeyed - - - 17 months 18 months 1 month

Seven storeyed - - - 19 months 20 months 1 month

Eight storeyed - - - 21 months 22 months 1 month

NOTE:

1 This schedule is to serve as a general guide for fixing contract periods for building works under normal conditions, in

large cities where the building trade is well organixed. For small or out of the way places where normal facilities for

construction of buildings may be lacking, contract periods whould be fixed suitably after taking into consideration the

local condition.

ANNEXURE 10

TIME SCHEDULE FOR SCRUTINY OF TENDERS

----------------------------------------------------------------------------------------------------------------------------------------------------

Sl.No Classification of Tenders Asst.Engineer Maximum time allowed for scrutiny and disposal

Executive Superintdg. Chief Engineer Board

Engineer Engineer (if concerned) (if concerned)

3 4 5 6 7 --------------------------------------------------------------------------------------------------------------------------------------------------

1 Tenders within powers of Asst.

Engineer t award 7 days - - - -

2. Tenders within the powers of Exe.

Engineer to award - 7 days - - -

3. Tenders requirsing orders of authority

Higher than Exe.Engineer

a) Scrutiny and disposal - 10 days 7 days 10days 10 days

b) Disposal by Exe.Engineer after

receipt of orders from higher

authority - 3 days - - -

---------------------------------------------------------------------------------------------------------------------------------------------------------

NOTE:

1. The time schedule given above relates to tenders other than lump sum tenders. For the latter type of tenders,

Two days more may be allowed at each stage, exept for serial 3 (b).

2. The internal audit is to be given 3 days extra.

---------------------------------------------

2

ANNEXURE 11

ITI LIMITED, NOTICE INVITING TENDER

1. Sealed item rate tenders in the prescribed form are invited from contractors experienced in Civil works for the Construction of

……………………………………………………… for ITI Limited at ……………………

2. Sealed tenders superscribed ‘Tender for construction of ……………………….

……………………………………………… for ITI at ………………………..

shall reach the office of the ………………………, ITI Ltd, ………………..…………………………..on

…………………………………….

by ……………………PM. Tenders will be opened on the same day in the presence of the tenderers or their duly authorised

representatives who may choose to be present.

3. The earnest money deposit is Rs. …………………(Rupees ………………………

……………………………………..) The tenderers shall pay this sum in the form of a demand draft in favour of ITI Ltd, issued

by a Nationalised Bank. The earnest money deposit will be returned to the tenderer if this tender is not accepted without any

interest on the amount.

4. The time allowed from the date of issue of work order for completion of work is

………………….months subject to details as per …………………..general terms and conditions.

5. Tenders shall remain firm and valid for acceptance for a period of ……..months. from the last date of receipt of the tenders.

6. The ITI does not bind himself to accept the lowest tender and reserves to himself the right to accept or reject any or all the

tenders, either in whole or in part without assigning any reason for doing so.

7. ITI reserves to himself the option to allot the work partly or wholly to a single or different contractors.

8. The tenderer must obtain for himself on his own responsibility and at his own expenses all the information which may be

necessary for the purpose of making a tender and for entering into a contract and must examine the drawing if any and must visit

the site and inspect the site of the work and acquaint himself with all the local conditions means of access to the work, nature of

work, and all matters pertaining thereto. The tenderer is deemed to have studied and fully acquainted himself with the working

conditions etc., once he tenders for the work. No claim at a later date on account of lack of knowledge of the site and working

conditions will be entertained.

9. The tender submitted on behalf of a firm shall be signed by all the partners or by a partner who has the necessary authority on

behalf of the firm to enter into the proposed contract. Otherwise, the tender is liable to be rejected.

10. The tender form must be filled in English and all entries must be made by hand and written in ink. If any part of the document is

missing, or unsigned, the tender will be considered invalid.

11. All erasures and alterations made while filling the tender must be attested by the initials of the tenderers. Over writing of figures

is not permitted. Failure to comply with either of these conditions will render the tender void. No advice of any change in rate or

conditions after the opening of the tender will be entertained.

12. The tenderer should attach with the tender, a copy of the PAN and produce the original when asked for.

13. The other terms and conditions shall be as per the enclosures herein.

----------------------------------------

ANNEXURE 12

ACCEPTANCE LETTER OF CONTRACTORS

M/s.

Dear Sirs,

Sub: Tender for the …………………………………………………….

………………………………………………….

Ref: 1. Your tender dt.

2.

With reference to your tender for the above work, we are pleased to inform you that the same has been accepted. The conditions of

the contract are as follows:

1. The tender accepted is at your quoted rates ………………………………………..

…………………………………..amounting to …………………………………..

……………………………………………………………..

2. Period of construction for completion of work is ……………. Months for the buildings.

3. After adjusting the earnest money deposit the contractor has to furnish by way of a Bank draft favouring the company, the difference

between the earnest money Rs. ……………… and 2 % of the accepted tender value amounting to Rs.

………………The balance 5% to make upto the security deposit of 10% shall be recovered by 5% deductions from the contactors

running bills.

4. The contractors will have to make their own arrangements for electricity and water supply required for the construction purposes.

5. You are required to execute a contract agreement on Rs. /- stamp paper with ITI on award of work for executing the contract

within 30 days of issue of the acceptance letter, the cost of the stamp paper has to be borne by the contractors.

6. In the event of any difference of opinion arising during the course of execution of the work between the contractor and ITI

supervising staff, all matters relating to specifications , interpretation of drawing resulting in deviations in work to suit technical

requirements etc, the decision of ……………..is final and binding.

7. This letter of acceptance will also form a part of the contract document along with general conditions supplied with the tender

documents. You are requested to sign and return three copies of this acceptance letter (sent herewith) to the office of the

undersigned.

Yours faithfully,

For ITI Ltd,

‘Accepted ‘

(For Contractors )

ANNEXURE 13

A G R E E M E N T

AN AGREEMENT made this the ………………………day of …………………………

………………………………………………(hereinafter called the ‘CONSULTANTS’) of the First Part and ITI Ltd,

……………………………………………(hereinafter called the COMPANY) of the Second Part.

WHEREAS the CONSULTANTS have by tender ………………………… dated ………………… offered consultancy for completing

the intended works in connection with …………………………………………………………………. For the Company as set forth in the

tender as described and the company has accepted the same and all considerations within the purview of the accepted consultancy being

always the CONSULTANTS responsibility.

NOW THIS AGREEMENT witnesseth as follows:

1. The CONSULTANTS covenant and agree with the company that the Consultants will within the period of contract offer

consultancy in the manner and pursuant and subject to all and singular the terms obligations, and conditions in the said tender as

amended especially in conformity with the phased payments for the consultancy services rendered periodically. Any item beyond

the scope of consultancy will be worked at the rates accepted for similar work described in the awarding letter.

2. Scale of fees:

a) The Company shall pay to the Architects as remuneration for the services to be rendered by the Architects in

relation to the said works and in particular for the services herein before mentioned, fees calculated as ……..%

of……………..

3. This agreement further witnesseth that the Consultants hereby covenant with the company that in the event of the non-fulfilment in

any respect by the Consultants of the said covenants, terms, agreements, obligations and conditions on the part of the Consultants

the services of the Consultants will be terminated, and their consultancy fees settled to thee extent of services offered after

deducting such extra expenses, if any, incurred by the Company for utilizing the services of an alternative consultant. The extent

of services offered shall be decided by the ………………………………………. of the company and it shall be final and binding

on the parties.

4. The Consultants should strictly adhere to the dates committed by them for the various aspects of the consultancy, as already

described in awarding letter and will further ensure prompt attention in the case of any need or emergency arising during the

execution of the project. The period of consultancy will be ………… months from the date of letter of intent or it shall be

coextensive until the completion of the ……………………………building whichever is later.

5. The decision of the …………………………….. of the company is final with regard to the satisfactory performance of the

consultancy and is binding on both the parties.

6. The Consultants will be fully responsible for all the designs including aesthetics, and according to their drawings.

7. In the event of any dispute arising in connection with this contract. It is further agreed that such disputes shall be referred to the

sole arbitrator of an Engineer officer to be appointed by the managing Director of the company in accordance with terms and

clauses of the Arbitration Act. 1940.

8. The following documents are deemed to form part and parcel of this Agreement for all intent and purposes viz.,

1) Press notification dt ……………….. for prequalification of Architects.

2) Consultants letter for prequalification of Architects dated …………….

3) Offer No. ……………………………………. of Consultants.

4) Acceptance letter …………………………….. of ITI.

All of which for the purposes of identification have been signed by the ……….

……………………………………….on behalf of the COMPANY and Shri. ……………………………….. , on behalf of

the CONSULTANTS. And it is specifically agreed between the parties that if any clause or anything contained in the Annexure is

repugnant to the Clauses in the Agreement, the clauses contained in the Agreement will prevail over and be given effect to

accordingly.

IN WITNESS THEREOF the said parties hereto have hereunto have set their hands.

For M/s. ITI Ltd, For ………………………………..

Witnesses: Witnesses:

1. 1.

2. 2.

.

-----------------------------------------------

ANNEXURE 14

REGISTER OF DISMANTLED MATERIALS

Name of the work:

Sl.

No

Date of

Receipt

Ref.no.

&page

of MB

Full

particulars

Of

materials

giving size

etc., if any

Opening

balance

Quantity

received

Total

Ref.to

its

disposal

whether

by write

off sale

or

transfer

to other

works

Qty.

issued

or

disposed

off

Closing

Balance

Dated

initials

of the

AE

Date of

verification

of balances

and by

whom

verified

Remarks

1 2 3 4 5 6 7 8 9 10 11 12 13

ANNEXURE 15

REGISTER OF ABNORMALLY HIGH OR LOW RATES QUOTED BY CONTRACTOR

Name of the Work: Agreement No. Name of the Contractors

Up-to-date quantity paid in running bills

Sl.

No

Item No. of

agreement

Nomencl

ature of

the item

with rate

& unit

Quantity

provided in

the

agreement

Qty after

adding

5% to

agrement

1st running bill

Qty Initial of

Asst.

Engineer

II running bill

Qty Initial of

Asst.

Engineer

III Running bill

Qty Initial of

Asst.

Engineer

IV running bill

Qty Initial of

Asst.

Engineer

1 2 3 4 5 6 7 8 9 10 11 12 13

ANNNEXURE 16

FORM OF BANK GUARANTEE IN LIEU OF SECURITY DEPOSIT IN INDIVIDUAL CONTRACT.

To:

M/s. ITI Ltd.,

BANGALORE.

In consideration of M/s. ITI Ltd, BANGALORE (hereinafter called the “the COMPANY” which expression shall unless repugnant to the

subject or context include his successors and assigns) having agreed under the terms and conditions of contract

No…………………………………………..dated…………. made between ……………………………………….. and the company in

connection with CONSTRUCTION OF ……………………………………………….. ….(hereinafter called the said Contract ) to accept

a Deed of Guarantee as herein provided for

Rs……………………… from a Nationalised / Scheduled Bank in lieu of the security deposit to be made by the contractors, bill, for the

due fulfillment by the said contractor of the terms and conditions contained in the said contract, we, the

…………………………………………………..Bank Ltd, (hereinafter referred to as “the Said Bank” a company under the Companies

Act, 1956 and having our registered office at ……………………………………………do hereby undertake and agree to indemnify and

keep indemnified the company from time to time to the extent of Rs……………………..

(Rupees…………………………………………………..only) against any loss or damage, costs, charges and expenses caused to or

suffered by or that may be caused to or suffered by the Company by reason of any breach or breaches by the said contract and to

unconditionally pay the amount claimed by the company on demand without demurt to the extent aforesaid.

Signature of the contractor.

2. We, ………………………………… Bank Ltd, further agree that the company shall be the sole judge of and as to whether the said

Contractor has committed any breach of breaches of any of the terms and conditions of the said contract and the extent of loss,

damage, costs, charges and expenses caused to or suffered by or that may be caused to or suffered by te Company on account

thereof and the decision of the Company that the said contractor has committed such breaches and as to the amount or amounts or

loss, damage, costs, charges and expenses caused to or suffered by or that may be caused to or suffered by the company from time

to time shall be final and binding on us.

3. We, the said Bank, further agree that the Guarantee herein contained shall remain in full force and effect during the period that

would be taken for the performance of the said Contract and still all the dues of the Company under the said contract or by virtue

of any of the terms and conditions governing the said Contract have been fully paid and its claims satisfied or discharged and till

the ITI authorities certify that the terms and conditions of the said contract have been fully and properly carried out by the said

Contractor and accordingly discharges this Guarantee subject, however, that the company shall have no claim under this Guarantee

subject, after the date of expiry of the Defects liability period as provided as in the said Contract, as the case may be, period as

provided as in the said Contract, as the case may be, unless a notice of the claim under this Guarantee has been served on the Bank

before the expiry of the said period in which the same shall be enforceable against the Bank not withstanding the fact that the same

is enforced after the expiry of the said period.

4. The Company shall have the fullest liberty without affecting in any way the liability of the Bank under this Guarantee or

Indemnity, from time to time, to vary any of the terms and conditions of the said Contractor or to extend time to performance by

the said Contractor or to postpone for any time and from time to time any of the powers exerciseable by it against the said

contractor and either to enforce or forebear form enforcing any of the terms and conditions governing the said contract or

securities available to the company and the said Bank shall not be released from its liability under these presents by any exercise

by the company of the liberty with reference to the matters aforesaid or reason of time being given to the said Contractor or any

other forebearance, act or omission on the part of the company or any indulgence by the Company to the said Contractor or any

other matter or thing whatsoever which under the law relating to sureties would but for this provision have the effect of so

releasing the Bank from its such liability.

5. It shall not be necessary for the Company to proceed against the Contractor before proceeding against the Bank and the Guarantee

herein contained shall be enforceable against the bank not withstanding any security which the Company may have obtained or

obtain from the Contractor shall at the time when proceedings are taken against the bank hereunder be outstanding or unrealised.

6. We, the said, Bank, lastly undertake not to revoke this Guarantee during its currency except with the previous consent of the

company in writing and agree that any change in the Constitution of the said Contractor or the said Bank shall not discharge our

liability hereunder.

During this ………………………………………….day of …………………200

For and on behalf of the Bank

The above guarantee is accepted by M/s. ITI Ltd, BANGALORE.

For and on behalf of

M/s. ITI Ltd, BANGALORE

Signature

(Name & Designation ) Date:

ANNEXURE 17

AGREEMENT

An AGREEMENT made on this day the ……………………………. between M/S ………………………………………………

( hereinafter called the ‘CONTRACTORS’ ) of the first part and M/S. ITI Limited, Bangalore ( hereinafter called the ‘COMPANY’ of

the second part.

Whereas the Contractors have by tender dated …………..offered to execute and fully complete the intended works in connection with

……………………….works at ITI for the company as set forth in the tender as amended and the drawings, general conditions,

specifications, bill of quantities and schedule hereto annexed according to the terms, obligations, and conditions therein contained at and

for an approximate total sum of Rs. ……………….(Rs…………. ………………………………………only ) and the company has

accepted such item rate tender in terms of its letter no. …………………………………… dated ……………………

NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:

The CONTRACTORS covenant and agree with the COMPANY that the CONTRACTORS will within the time of …………...months

from the date stipulated in the work order and in the manner and pursuant and subject to all and singular the terms, obligations, and

conditions in the said tender as amended and the drawings, general conditions, special conditions, specifications, bill of quantities and

schedule provided, contained and referred to execute and fully complete all and singular the works specified, described or referred to in

and by the said tender as amended and the drawings, general conditions, special conditions, specifications, bill of quantities and schedule

and will well and truly observe, performs, fulfil, submit to and keep all the said terms, obligations , conditions, and matters in the said

tender as amended and the drawings , general conditions, special conditions, specifications, bill of quantities and schedule contained

and referred to and on the part of the CONTRACTORS to be observed, performed, fulfilled, submitted to or kept according to the true

intent and meaning of the said tender

as amended and the drawings, general conditions, special conditions, specifications, bill of quantities and schedule. Any items not

covered by the tendered rates will be worked out as per special conditions attached to the tender documents.

In case the work is not completed in the manner mentioned above to the complete satisfaction of the COMPANY in every respect within

the aforesaid time limit of THREE months from the date stipulated in the work order, the CONTRACTORS agree to pay a penalty of

…….% of the value of the work order for each week of delay beyond the date stipulated for completion, subject, however to a maximum

of …….% of the value of the work order. It is agreed that time is the essence of the contract.

In consideration of the premises the COMPANY covenants with the CONTRACTORS at the several times and in the sums, proportions

and manner in the said general conditions, special conditions in that behalf provided the amount accruing from time to time, but subject to

conditions therein contained.

This agreement further witnesseth that the CONTRACTORS hereby covenant with the COMPANY that in the event of the non-fulfilment

in any respect by the CONTRACTORS of the said covenants, terms, agreements, obligations will pay to the COMPANY all loss,

damages, costs, charges and expenses as the COMPANY may be directly or indirectly put to in consequence of such non-fulfilment by the

CONTRACTORS.

If the CONTRACTORS fail to perform the contract or carry out the contract to the satisfaction of the COMPANY within the period fixed

for the purpose or at any time repudiates the contract before the expiry of such period, the ……………………. or any officer of the

Company so authorised may, without prejudice to the right of the COMPANY to recover from the CONTRACTORS damages for the

breach of the contract, terminate the contract as a whole or terminate a part of the contract at the risk

and cost of the CONTRACTORS without prior notice the CONTRACTORS liable for all the losses and expenses incurred by the

COMPANY. The decision of the ………………..

……………. is final with binding on both the parties.

In the event of any dispute arising in connection with this contract, it is further agreed that such disputes shall be referred to the sole

arbitration of an Engineer officer to be appointed by the Chairman/Managing Director of the Company.

The following documents are deemed to form part and parcel of the agreement viz.,

1. The tender dated.

2. Letter No. Nil dated

3. The General Terms and conditions, special conditions, the priced Bill of Quantities the Schedule of Rates and Prices, and the

drawings mentioned in the Specifications,

4. Acceptance letter no. Dt.

5. Negotiation ref. if any

all of which for the purposes of identification have been signed by the and on behalf of the COMPANY, and

………………….

on behalf of M/s. ……………………for acceptance and all letters referred therein will also form a part of this agreement.

This agreement further witneseth that the CONTRACTORS are responsible for any accident or other compensation payable to the

workmen employed by the working under the control of CONTRACTORS that the COMPANY has no sort of liability in the

matter, and that if any payment would have to be made by the COMPANY the same shall be reimbursed by the CONTRACTORS.

In witness whereof the said parties hereto hereunto set their hands.

For M/s For M/s. ITI LIMITED

Witnesses: Witnesses:

1 …………........................ 1. ............................................

2 ......................................... 2. ............................................

ANNEXURE 18

BANK GUARANTEE IN LIEU OF MOBILISATION ADVANCE

In consideration of M/s. ITI Ltd, BANGALORE (hereinafter called the “the Company” which expression shall unless repugnant to the

subject or context include his successors and assigns) having agreed under the terms and conditions of contract Acceptance letter no.

dated……………….. made between the ……………………………………………………and the company in connection with

……………………………………………………………………………………..

(hereinafter called the said Contract ) to accept a Deed of Guarantee as herein provided for Rs……………… from a Nationalised bank in

lieu of the mobilization advance to be made by the Contractor for the due fulfillment by the said Contractor of the terms and conditions

contained in the said contract, we, the ………………….. Bank (hereinafter referred to as the said Bank’) a company under the

Companies Act, and having our Registered office at …………………….. do hereby undertake and agree to indemnify and keep

indemnified the company from time to time to the extent of

Rs…………………………………………………………………………………………. against any loss or damage, costs, charges and

expenses caused to or suffered by or that may be caused to or suffered by the company by reason of any breach or breaches by the said

contract of any of the terms and conditions contained in the said contract and to unconditionally pay the amount claimed by the company

on demand and without demur to the extent aforesaid.

2. We, ……………………………………………Bank, further agree that the company shall be the sold judge of and as to whether the

said contractor has committed any breach or breaches of any of the terms and conditions of the said contract and the extent of loss,

damage, costs, charges and expenses caused to or suffered by or that may be caused to or suffered by the company on account thereof and

the decision of the company that the said Contractor has committed such breaches and as to the amount or amounts of loss, damage, costs,

charges and expenses caused to or suffered by or that may be caused to or suffered by the Company from time to time shall be final and

binding on us.

3. We, the said Bank, further agree that the Guarantee herein contained shall remain in full force and effect during the period that would

be taken for the performance of the said Contract and till all the dues of the Company under the said contractor or by virtue of any of the

terms and conditions governing the said contract have been fully paid and its claims satisfied or discharged and till the ITI authorities

certify that the terms and conditions of the said contract have been fully and properly carried out by the said contract have been fully and

properly carried out by the said Contractor and accordingly discharges this guarantee subject, however, that the company shall have no

claim under this guarantee after the date of expiry of the ……………. Period as provided in the said contractor or from the date of

cancellation of the said contract, as the case may be, unless a notice of the claim under this guarantee has been served on the Bank before

the expiry of the said period in which case the same shall be enforceable against the bank notwithstanding the f act that the same is

enforced after the expiry of the said period.

4. The company shall have the fullest liberty without effection in any way the liability of the Bank under this Guarantee or indemnity

from time to time, to vary any of the terms and conditions of the said contractor or to postpone for any time and from time to time any of

the powers exercisable or forbear from enforcing any of the terms and conditions governing the said contract or securities available to the

company and the said bank shall not be released from its liability under these presents by any exercise by the company of the liberty with

reference to the matters aforesaid or reason of time being given to the said contractor or any other forebearance, act or omission on the

part of the company or any indulgence by the company to the said contractor or any other matter or things whatsoever which under the

law relating to sureties would but for this provision have the effect of so releasing the Bank from its such liability.

5. It shall not be necessary for the Company to proceed against the contractor before proceeding against the Bank and the Guarantee

herein contained shall be enforceable against the Bank notwithstanding any security which the company may have obtained or obtain

from the contractor shall at the time when proceedings are taken against the Bank hereunder be outstanding or unrealized.

6. We, the said Bank, lastly undertake not to revoke this Guarantee during its currency except with the previous consent of the Company

in writing and agree that any change in the Constitution of the said Contractor or the said Bank shall not discharge our liability hereunder.

Not withstanding anything contained herein above, our liability under this guarantee is restricted to Rs……………………………. and

the guarantee remains in force upto……………… unless a claim is made on us in writing on or before we shall be relieved and

discharged from all our liabilities under the guarantee thereafter.

Dated this ……………………………..day of …………………………………….

For ………………………… Bank,

---------------------------------------------------------

1 2

-----------------------------------------------------------

2 1 4 5

ANNEXURE 19

S1. No.

WORK REGISTER

Statement showing details of sanction to acceptance of

Tenders! agreement accorded by........................................................... For the month of ............................

Reference to

sanction to

Acceptance of

tender

Reference to

sanction to

Agreement.

3

Name of Project/ Work/sub work Name of Contractor 4

Amount of tender/

agreement

Reference of Complete Name of Unit in Name of Division in which

sanction to classification of which expenditure

expenditure will be incurred

Technical expenditure against will be incurred

Remarks

estimate the work.

7 8 9 10 11

ANNEXURE 20

Proforma for Reporting Loss of M.B for its write off.

1. The date on which the M.B was lost

2. In whose custody it was lost

3. Detailed circumstances leading to its loss

4. What efforts were made to trace the M.B

5. By whom the last measurements were recorded

6. Whether the measurements have been checked upto the required %age by the Superior officer as required under the rules.

If not why?

7. If any register is maintained to watch the movement of the M.B

8. Whether the M.B contained the details of any work for which payment has not been made or all the works have been finalised.

9. Whether any audit objection or contractor’s dispute relating to the M.B is pending and if so nature thereof and how it is proposed

to be settled.

10. Whether work is susceptible of measurement again, if not, what are the basis on which the AE proposes to make final payment

for the outstanding bills.

11. Whether the EE is satisfied that by writing of fresh measurement on the basis of other subsidiary record, if any, the company

will not be put to pay any loss and there will be no dispute from any quarter. If no, what steps be suggested to safeguard against

any such shortcoming.

12. Details of disciplinary action taken against the persons responsible for the loss.

13. Details of remedial measures taken to avoid recurrence of such cases.

14. Any other remarks.

Executive Engineer,

ANNEXURE 21

Proforma of Abstract of the Control Register to be maintained in the Executive Engineer’s office.

Sl.

No

1

Period of inspection Report

2

Outstanding at the beginning of the

3

Added during the month

4

Paras Sub-paras

Paras Sub-paras

Dropped during the month

5

Balance at the end of the month

6

Remarks

7

Paras Sub-paras

Paras Sub-paras

ANNEXURE 22

SAMPLE FORM FOR SITE ORDER BOOK

Name of the Work …………………………… Date of Commencement / Period for completion ………………..

Sl. No. Remarks of the Inspecting office or contractor Action taken and by whom Remarks

1 2 3 4

----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

ANNEXURE 23

134

CEMENT REGISTER

Date of

receipt

1

Quantity received Progressive issue Date of issue

2 3 4

Quantity

issued

5

Items of work for which issued

6

7

Total issues Daily balance at

hand

9 10

Initials of JE I

AE

11

Remarks Assistant Executive

Engineer at periodical check

(a) 12 (b)

Contractor's

initials

8

Quantity

returned

ANNEXURE 24

SPACE STANDARDS AND RESIDENTIAL DENSITIES FOR TOWNSHIPS OF

PUBLIC ENTERPRISES.

LEVEL NO OF DWELLING

UNITS

AMENITIES TO BE

PROVIDED

a. Cluster 250 (1250 Population) Tot-lots and nursery school

b. Neighbourhood 1000 (5000 Population) Primary school, Play fields,

Parks and convenient

shopping.

c. Sector 3000 (15000 Population) Higher secondary schools,

parks, Play fields, health

center, Shopping, Cultural

etc.,

ANNEXURE 25

STANDARD MEASUREMENT BOOKS

1. The Standard Measurement Books are maintained to record the measurements of permanent standing in a building and are

required to be brought uptodate from year to year on the basis of additions etc., to be made to the building during a year. These

are used for preparing the repairs estimates and contractors’ bills for such repairs so as to avoid taking detailed measurements on

each occasion.

2. The work of preparing these books will ordinarily be undertaken in accordance with the programme for each Unit.

3. All the Standard Measurement books should be numbered in an alphabetical series so as to be readily distinguishable from those

assigned to ordinary Measurement books.

4. These will be accounted for in the same manner as ordinary Measurement books in a register.

5. A similar register will be maintained in each Unit showing the books belonging to it; and reviewed as done in case of the

ordinary measurement books.

6. The Standard Measurement books should be written legibly in ink and certified as correct by a responsible officer.

7. The Standard Measurement Books should either be written by the AE/AEE himself or a Junior Engineer under his orders. Each

set of measurements taken by the Jr. Engineer should, however, be fully checked by the Asst. Engineer / Asst. Exe.Engineer after

which it should be examined by the Executive Engineer and declared in writing in the book itself as finally approved by him for

the purposes of preparing annual repair estimates and Contractors bills for the work done. Until this is done, the book will not be

assigned a number and will not be entered as the Register of Standard Measurement books.

8. The Standard Measurement Books will be brought uptodate under the supervision of AE/AEE with reference to the building or

work concerned within one month of closing of the accounts of the estimate therefore. All such corrections will be attested by

the AEE/AE. These should be maintained very carefully and accurately as they may have to be produced as evidence in a Court

of law.

9. The Executive Engineers are also required to exercise a check over the completion of Standard Measurement books from time to

time by personally examining each book atleast once a year. To this end, the programme of work should ordinarily be as follows:

a. As soon after the close of the official year as possible, the AEE / AE concerned will arrange for a personal examination

of these books with a view to satisfying himself that they have been brought uptodate with reference to the additions.

Alterations or special repairs carried out in the buildings or works during the preceding year and ensuring their

submission on such dates, as may be fixed for the purpose, for the inspection of CE / SE.

b. In order to ensure that all books have been entered in order, these will be subjected to such scrutiny as the unit head / CE

may direct. A comparison of these books with the accounts of expenditure and the record of connected measurements

relating to estimates for Additions / alterations or special repairs to buildings and works in the Unit should

however, form a feature of the check to be applied.

10. A record of the results of the scrutiny referred to above should invariably be retained and produced, if required, during the

inspection of Audit / Accounts officer.

11. A report should be made to the Chief Engineer, so as to reach him not later than the 31st July of each year with copy endorsed

to the concerned Accounts officer, certifying in clear terms:

i) that all the Standard Measurement Books of the Unit have been inspected by the Executive Engineer.

ii) That the entries made therein have not been tampered with.

iii) That all corrections due to additions or alterations to the building or work concerned have been carried out,

and

iv) That the books are reliable and uptodate records.

12. When a payment is based on standard measurements, the following certificates should invariably be recorded on the bill, in

his own handwriting by the AE / AEE preparing, examining or verifying it,

‘Certified that the whole of the work or work since previous running bill, as the case may be, as per standard measurements

has been done and that it has not previously been billed for in any shape’.

----------------------------------

ANNEXURE 26

HYPOTHECATION DEED

THIS INDENTURE MADE AT ……………………………………………………….

…………………………………………………..day of ……………………………..Two thousand …………………………

………………………by …………………………….

………………………………………………………………………………………………(hereinafter called ‘THE CONTRACTOR’) of

the First part in favour of M/s. ITI Ltd, having its registered office at ITI Bhavan, Doorvaninagar, Bangalore – 560 016 incorporated

under the Companies Act (hereinafter called ‘THE COMPANY’ ) on the Second part.

WITNESSES:

I. WHEREAS by a contract entered into between the Contractor and the company herein the Contractor has agreed to execute

certain works for the company which are briefly indicated hereunder ( vide Contractor’s Tender dated ……………….. and

work order no. ………………………………………………dt. ……………………….)

II. WHEREAS the said contract is governed by the condition described by the company known as the general condition.

III. WHEREAS the general conditions provide, inter-alia, that all materials brought by the Contractor upon the company’s work

for which secured advance have been received shall thereupon become, and shall continue to be the absolute property of the

Company and be considered in its possession, the Contractor having only the right of using the same for the purpose of the

contract. After the works have been completed, and all obligations, the contract duly fulfilled, the company shall return to the

Contractor the surplus or waste materials then remaining upon the company’s works to be removed by him forthwith cleared

away and that progress payment may be made to the contractors to the extent of 75% of the all non perishable materials

deposited at site ( as assessed by the Company) and hypothecated to the Company, the amount of all such advances being

adjusted or recovered as the materials are utilized or from the bill for completed work subsequently submitted. The contractors

shall be responsible for the safe custody of all materials on account of which they may have received advance, and of all other

materials that may be given to their custody.

IV. WHEREAS in pursuance of the said contract the Contractors have taken up the work and have also applied to the company for

progress payment.

V. WHEREAS in order to give the fullest effect to the security created in favour of the company in respect of non-perishable

materials deposited at site as per clause …………………. Of the general conditions herein before referred to, it is considered

desirable that the Contractor should execute a Deed of Hypothecation in favour of the Company in that behbalf;

AND ACCORDINGLY these presents witness as follows:

VI. THAT in pursuance of the foregoing and in consideration of the company having entrusted the work referred to in Para I

Supra to the Contractor and in consideration of the sums paid or to be paid to the contractor by the Company in pursuance of

Clause ……………. Of the General conditions herein before referred to the Contractor hereby grants, transfers and conveys

upto the Company, by way of Hypothecating of all non-perishable materials brought at the site of work by the Contractor now

or hereafter in connection with the said contract until the said contract is discharged to the satisfaction of the company all non-

perishable articles required for the purposes of the said works to the intent that the same shall remain and be charged the

security for repayment to or recovery by the company of all its claims against the Contractor whether on account of progress

payment or otherwise.

IT IS HEREBY AGREED AND DECLARED THAT :

VII 1. The Company shall be entitled on demand:

a) To require refund of the Progress payment made by it to the contractors till the Contractor fails or neglects to complete

the contract work to the satisfaction of the company and in accordance with the terms and conditions of the contract and;

b) For any other payable to it from the Contractor, under terms of the contract of the general conditions and upon such

demand being made, the contractor shall duly comply with the same.

2. Without prejudice to any other right or powers vested in the company whether under the terms and conditions of the contract

or otherwise, the company shall be entitled to enforce compliance of its demand and recover its dues and claims against the

Contractor in all or any one of the following ways:

a) Seize and utilize or sell the property hereby hypothecated on completion of the contract works or otherwise:

b) Dispose of the property hereby hypothecated by sale in public auction, private treaty or otherwise and appropriate the net

sale proceeds in or towards liquidation of its dues and claims and should there be any deficiency then recover such

deficiency from the Contractor personally and / or from his other properties.

c) Deduct from all or any moneys payable to the Contractor by the company on any account whatsoever, and appropriate the

same in protanto satisfaction of its dues and claims.

PROVIDED also that the Contractor should be bound to accept the account rendered by the company in regard to the seizure,

utilization sale of realization of the property hereby hypothecated as aforesaid and in the event of the sale proceeds being in

excess of what is due to the company, such excess shall be paid over to the Contractor after deducting all the expenses and

costs incurred by the Company.

VIII. THE CONTRACTOR COVENANTS WITH THE COMPANY AS FOLLOWS:

1. The progress payments which may be paid by the Company to the Contractor shall be utilized by him for the due completion of

the work entrusted to him by the company and to no other purpose.

2. The property hereby hypothecated by the Contractor absolutely belongs to him and is free from encumbrances. He shall not also

create any encumbrance thereon in favour of others hereafter until the claims of the company in respect of the work entrusted to

him are fully satisfied.

3. Materials hypothecated to the company as per these presents shall be utilized or used for the purposes of the works entrusted by

the company to the contractor, until its completion and in accordance with the directions of the Consultant / Chief Engineer of the

Company and to no other purposes.

4. The Contractor shall make proper security and storage arrangements at the site of works at his own expenses for the safe custody

and protection of the property hereby hypothecated and shall not cause or suffer any damage /diminisition in value or destruction

etc.,

5. Further the Contractor has to take steps for the safety of the materials brought by him referred to in paragraph III and the

company should not be held liable for any theft, mishap etc., while work is going on and the expenses for the same should be

borne by the Contractor.

6. No materials hypothecated to the Company shall be removed from the site of works without the previous written permission of

the Deputy Chief Engineer or other officer duly authorized by the Company and until the claims of the company against the

Contractor on every account are fully satisfied.

IN WITNESS WHEREOF the Contractor has executed these Presents at ITI Ltd., on the date first above mentioned.

---------------------------------------

ANNEXURE 27

PROFORMA FOR EXTENSION OF TIME

To:

Name ………………………………………………………………..

Address of the Contractor ………………………………………….

………………………………………………………………………

……………………………………………………………………….

Subject:

Dear Sir (s).

Reference your letter No. ……………………………..dated……………………

In connection with the grant of extension of time for completion of the work …………………………………. The date of completion for

the above mentioned work is ……………………….. as stipulated in the agreement date the

…………………………………………………

Extension of time for completion of the above mentioned work is granted upto ………………….. without prejudice to the right of the

company to recover liquidated damages in accordance with the provisions of clause of the said agreement dated the

………………………………………………..

Provided that notwithstanding the extension hereby granted, time is and shall still continue to be the essence of said agreement

Yours faithfully,

For and on behalf of ITI Ltd,

ANNEXURE 28

PROFORMA FOR INTIMATING THE CONTRACTOR LEVY OF COMPENSATION.

To:

Name …………………………………………………………

Address of the Contractor

…………………………………………………………………

…………………………………………………………………..

Subject: ……………………………………………..

Dear Sir (s),

The date of completion for the above mentioned work was …………………… as stipulated in the agreement

…………………………………………. (here give the number and date etc of the management)

Extension of time for completion of the above mentioned work was granted by the Engineer-in-charge upto

……………………………..without prejudice to the rights of the company to recover liquidated damages in accordance with the

provisions of clauses of the said agreement.

In exercise of the powers conferred on me under clause of the agreement, I ……………………………., the

superintending Engineer decide and determine that you are liable to pay Rs. ……………………………………. As and by way of

compensation as stipulated in clause of the agreement. The said amount of compensation is hereby levied on you for the period of

……………………. And at the rate of ……………………as determined by me of the estimated cost of the work shown in the agreement

and you are hereby called upon to pay the same to the company within ……………………………. (here mention the period ) failing

which the said amount shall be recovered by the company from your security deposit lying with the company.

Yours faithfully,

ANNEXURE 29

COMPLETION CERTIFICATE

The Engineering Executive is to record the following certificates within a period of three

Months from the date of completion of the works:

1. I have inspected the work of ……………………………………………………… contract value of which is Rs.

……………………………. Vide agreement no. ……………………………………………………………………today. As a

result of this inspection and my previous inspection. I find that the work has been carried at generally to specifications and has

been completed satisfactorily. There are no noticeable defects except for the following:

1. ………………………………………………..

2. …………………………………………………

These defects should be rectified by the contractor or by the department at his cost, action for which should be taken in terms of

the contract.

ANNEXURE 30

SHOW CAUSE NOTICE

To.

Dear Sir (s)

Subject: Agreement No. …………………………………….

WHEREAS it appears to the undersigned that by reason of your wrongful delay or suspension of work or slow progress, the work

entrusted to you under the agreement referred to above will not be completed / has not been completed within the stipulated extended date

of completion.

Therefore, I, in exercise of the powers conferred on me by the aforesaid agreement, for and on behalf of the company hereby give you

notice to show cause within ……………….to my satisfaction why an action under sub-clause of the above agreement will not be taken

against you on account of the breach of contract on your part. Please note that in case no cause is shown by you within the stipulated

period or the cause shown is not to my satisfaction, I shall take such actions against you as are contemplated under clause and subclauses

thereunder of the said agreement and / or other clauses thereof, without further notice.

Yours faithfully,

ANNEXURE 31

Specimen of Letter by the Executive Engineer to

Contractor for Provisional Reduction in Rate for Sub-standard Work.

To:

M/s………………………………………

………………………………………….

Dear Sir / s,

Sub: Construction ……………………….Agreement No. …………………………

1. Company considers that the items of work (specified in the statement appended herewith ) relating to the work of

………………………….. undertaken by you in terms of the above agreement have not been executed in accordance with the

prescribed specifications and / or in a workmanlike manner and therefore, cannot be accepted in terms of the above said agreement

for payment at the rates specified in the agreement.

2. The Company however is willing to consider acceptance of the same should you agree to receive payment at rates suitably reduced

into consideration the sub-standard nature of the said items of work. The SE-incharge of the concerned work will determine as to

what suitable reductions in the rates should be made from the agreed rates for the said items. His decision shall be final. Pending

such decision of the SE., however, the payment for the said items of work will be made at the provisional rates indicated against

each item.

3. If you agree to the aforesaid conditions for acceptance of payment for the said items of work you may please return the enclosed

form duly executed by you.

4. If no reply is received from you within three weeks of the date of receipt of the letter, it shall be presumed that the offer is not

acceptable to you. In the said event the offer shall stand withdrawn, without prejudice to the rights and remedies of the company

in terms of the contract.

Yours faithfully,

Executive Engineer.

ANNEXURE 32

Specimen of letter of contractor’s acceptance of provisional

Reduction of rate for substandard work.

To:

……………………………………………

…………………………………………….

Sub: Construction of ……………………………….

Ref: Your letter No. ………………………………………………

Sir,

I / We have carefully read the terms and conditions offered in your letter dt…………….. and they are acceptable to me / us.

Pending the decision of the SE of the final rates of payment against the items of work specified in the statement attached to your above

letter, which will be final and binding. I / We agree to the same being paid at the provisional rates indicated against each of the said item

of work for the above work as mentioned in your statement.

Yours faithfully,

Contractor (s).

ANNEXURE 33

PERIODICITY FOR FACTORY BUILDINGS

All Inside walls and partitions, all ceilings or tops of rooms and walls, sides and tops of passages and staircases shall:

1. Where they are painted otherwise than with washable water paint or varnished, be repainted or revarnished at least once in every

period of five years.

2. Where they are painted with washable water paint, be repainted with at least one coat of such paint at least once in every period of

six months.

3. Where they are painted or varnished or where they have smooth impervious surfaces, be cleaned at least once in every period of

fourteen months by such method as may be prescribed.

4. In any other case, be kept white washed, or colour washed, and the white washing or colour washing shall be carried out at least

once in every period of fourteen months.

All doors and window frames and other wooden or metallic frame work and shutters shall be kept painted or varnished and the painting or

varnishing shall be carried out at least once in every period of five years.

The dates on which the processes required by above clause are carried out shall be entered in the prescribed SMB.

PERIODICITY OF MAINTENANCE FOR RESIDENTIAL BUILDINGS.

1. Internal and external white washing

(two coats)

All buildings … Every year

2. Internal paintng / distempering

including whitening of the ceiling (two coats)

Hospital and guest house … Every year

Offices, schools, etc., … Once in two years

Residential buildings … Once in three years

All other buildings … Once in four years

3. External painting / Distempering

(two coats)

Residential buildings … Once in three years

All other buildings … Once in two years

Note:

Whenever occupancy changes, if the previous occupant has stayed for more than six months from the date of painting, painting to be

carried out before it is occupied. If the occupancy changes within six months of painting, only kitchen is to be painted/ white washed

ANNEXURE 34

Six monthly return of cases investigated by CTE Organisation referred to Arbitration by ITI

Sl.

No

Name of work

Agreement

No.

Division

Name of

contractor

Referred to

arbitration

by whom

Terms of

Reference

Amount

claimeed

Remarks

1 2 3 4 5 6 7 8 9

ANNEXURE 35

Delegation of Powers in Respect of Civil Engineering Works.

NOTE: Officers to whom various powers are sub-delegated should use the powers judiciously and with proper discetion and after financial

concurrence and Budget allotment. They would be held personally and wholly responsible for the proper usage of powers.

SI.

No Details of Power Authority to which sub-delegated

Extent of Sub-delegation and conditions

governing such sub-delegation. Remarks

1 Administrative approval based on

Feasibility report I Board approval

I Budget approval

2 Excess over Administrative

approval

3 Excess over expenditure

sanction

4 Technical sanction, NIT

A. Budgeted Items:

a) Upto RS.5 lakhs in each case subject to a

limit of Rs. 50 lakhs per year.

b) Less than Rs.50,0001- in each case

subject to a total limit of Rs. 10 lakhs per

year.

Director

Unit Head other than Director

B. Non-Budgeted items of an Emergent

nature:

a) Upto Rs. 2 lakhs in each case subject to

annual limit of Rs. 15 lakhs. Director

b) Upto Rs. 1 lakh in each case subject to

annual limit of Rs. 6 lakhs

Unit Head

Upto 10% above the latest approved cost

index.

DGM/CE

Upto 10% within the powers of technical

sanction

DGM/CE

a) Over Rs. 25 lakhs

b) Upto Rs. 25 lakhs

c) Upto Rs. 15 lakhs

DR/GM/UNIT HEAD

DGM/CE

GRADE. 5

153

SI.

No Remarks Details of Power Extent of Sub-delegation and conditions

governing such sub-delegation. Authority to which sub-delegated

5 Excess over technical sanction or

revised estimate

6 Issue of work order

7 Ordinary repairs (Maintenance

and repair of buildings, water

supply, sanitary, horticultura ,

fencing and providing curtains

etc.,

8 Powers to accept deposit works

9 To award additional quantity

against abnormally high 1 low rate

item (upto 25% of the quantity in

respect of work below plinth level

and 5% in case of work done

above plinth level.

a) upto 15%

b) upto 10%. If the estimated value after

approval of excess amount exceeds Rs. 2

lakhs in each case, the case to be reported

to next higher authority.

c) Upto Rs. 10,0001- in each case

a) Full powers within approved amount of

estimate.

Upto Rs. 25,0001- in each case subject to

financial concurrence.

a) After approval of the Corporate

Management

a) Full powers

b) upto Rs. 22,0001-

c) Upto Rs. 15,000/-

d) Upto Rs.1,5001

DR 1 GM 1 UNIT HEAD

DGM/CE

GR. 3

GR. 3

DGM/CE

DR 1 GM 1 UNIT HEAD

DGM 1 CE

GR 5 GR 3

1 4 GR 2

Where the work is

executed by inviting

quotations or

executed

departmentally by

purchasing materials

and engaging

labourers.

154

SI.

No

10

Details of Power

Power to accept Tender:

a) Where competitive tender

(open and limited) jhave been

called for and more than one valid

tender has been received.

b) In case where competitive

tenders are called for and only

one valid tender received.

11 Powers to sanction rates of

additional and substituted items in

respect of each work.


governing such sub-delegation. Authority to which sub-delegated Remarks

a) Full powers, DR 1 GM (as Unit Head),

b) Upto Rs. 151akhs GM ( Not a Unit Head)

c) Upto Rs. 5 lakhs AGM (Production Divns)

d) Upto Rs. 1 lakh

a) Full powers

DGM/CE

DR 1 GM ( as Unit Head),

b) Upto Rs. 81akhs

c) Upto Rs. 31akhs

d) Upto Rs. 50,0001

GM (not a Unit Head)

AGM (Production Divns)

DGM/CE

a) Full powers DGM 1 CE,

b) Rs. 3 lakhs for both scheduled and non- GRADE 5

scheduled items

c) Upto Rs. 75,0001- in respect of scheduled GRADE 4/3

and agreement items, Other cases - 25%

of contract value subject to a ceiling of Rs.

60,0001

d) Items of the value of Rs. 10001-or GRADE 2

5% of the contract amount in respect of

contracts accepted by him. Wherever rates

cannot be drived either from agreement or

SSR approval by Gr.3 is required for such

rates.

155

SI. Extent of Sub-delegation and conditions

No Details of Power

governing such sub-delegation. Authority to which sub-delegated Remarks

12 Powers to order fresh tiems Upto 15% of the accepted DR / GM / UNIT HEAD

falling beyond the scope of tendered amount and beyond this limit

contract and based on single with the approval of Corporate office.

tender.

13 Powers to grant extension of time a) full powers upto 1/3rd of stipulated period GRADE 5 & above

after scrutiny of hindrance of contracts upto Rs. 20 lakhs lakhs

register.

b) Full powers for contracts above UNIT HEAD

Rs.20 lakhs

14 Levy of compensation / penalty / Full powers - quantum once levied shall not GRADE 5

liquidated damages. be changed without prior approval of

Corporate Management.

15 a) ordering for steel and cement a) full powers DGM/CE SPC to be held with

at Govt. control rates. Finance

representative in case

the purchase is not

from

Govt.organisation

b) payment of bills for supply of a) Above Rs. 5 lakhs at a time. DGM / CE

cement and steel.

b) Upto Rs. 5 lakhs at a time GRADE 5

c) Building materials (as per Upto Rs. 1 lakh at a time for each material GRADE 5

purchase procedure)

16 Passing of contractors / a) Above Rs. 10 lakhs DR / EDR / GM / UNIT HEAD

suppliers' bills.

b) Rs. 5 to Rs. 10 lakhs DGM / CE

c) Upto Rs. 5 lakhs Engineer-in-charge of Unit not

below Gr.3

86

------------------------------------------------------

156

SI.

No Details of Power

17 Termination of contract

18 Local purchase in respect of

Departmental works.

19 Completion certificate 1 report

20 Refund of EMD

21 Refund of SD

22 Repeat ordering in respect of

Civil works.


governing such sub-delegation.

Full powers

a) Rs. 50,0001- to Rs. 21akhs

b) Upto Rs. 50,0001

a) Above Rs. 25 lakhs

b) Upto Rs. 25 lakhs c)

Upto Rs. 151akhs

Full powers

a) Full powers

b) Rs. 1 lakh to Rs. 5 lakhs

c) Upto Rs. 11akh

Authority to which sub-delegated Remarks

DR 1 EDR 1 GM 1 UNIT HEAD

DGM 1 CE

GRADE 5

DR 1 EDR 1 GM 1 UNIT

HEAD DGM 1 CE

GR.5

DGM 1 CE

DR 1 EDR 1 GM 1 UNIT

HEAD DGM 1 CE

GR. 5

I) Value of repeat orders should not exceed UNIT HEAD

the value of the original order.

ii) Total value of repeat ordr should not

exceed Rs. 10 lakhs per annum

NOTE: Repeat orders can be placed only

upto a period of one year from the date of

initial order.

87

ANNEXURE 36

PERFORMANCE REPORT OF CONTRACTORS

(Rs, 5 lakhs and above )

Period of Report : 1st July 20 to 30

th June 20

PART I

1. Contractor (a) Name

(b) Address

(c) Registered with

(Department and class)

2. Work (a) Name

(b) Agreement amount

(c) Date of start

(d) Date of completion

(e) Progress till report

(Approx. percentage)

PART II - Executive Engineer’s Assessment

1. Quality of work:

(very good, good, average, poor, very poor)

(a) Materials used

(b) Structural work

(c) Finish

(d) Speed of execution

88

2. Sub-standard / defective work executed:

( Yes / No, If yes, approx. value below)

(a) Defective work rejected

(b) Sub standard work accepted at reduced rates

3. Was work delayed?

(Yes / No, If yes , ……….. )

(a) Were reasons beyond control of contractor?

(b) Was delay due to lack of contractor’s resources or lack of adequate efforts

By Contractor?

4. Behaviour of contractor and his employees

5. Is contractor financially sound?

(Yes / No )

6. Is contractor litigious ? ( Does he habitually prefer boosted up claims for

arbitration? )

7. Overall performance of contractor

(Very good , good, average, poor, very poor)

Signature & Date

(Name)

Exe. Engineer.

89

PART III

1. Does S.E agree with E.E’s report and assessment ?

(Yes / No. Specify points of disagreement, if any)

2. S.E’s overall assessment of contractor,

(Very good, good, average, poor, very poor)

3. Does S.E recommend any disciplinary action against the contractor ?

(Warning, demotion, suspension of business for a specific period, removal from list)

Signature & Date

(Name)

Superintending Engineer

……………………

PART IV: Chief Engineer’s remarks

Signature & Date

(Name)

Chief Engineer

……………………

(Designation )

---------------------------

92

ANNEXURE 2

REGISTER OF DISMANTLED MATERIALS

93

Sl. No.

Date of Receipt

Ref.No & page of MB

Full particulars of materials giving size etc,if any

Opening balance

Quality received

Total

Ref.to its disposal whether by write off sale or transfer to other works.

Quality issued or disposed off

Closing balance

Dated initials of the AE

Date of verification of balances and by whom verified.

Remarks

1 2 3 4 5 6 7 8 9 10 11 12 13

94

ANNEXURE 8

DATA REQUIRED FOR PREPARING ESTIMATES

A. To be filled by user Department:

1. Brief description of the proposal:

95

2. Justification of the new works services

being demanded:

3. Details of difficulties, if any being experienced

in the absence of service proposed or advantages

that will accrue through services proposed.

4. Whether alternative means have been explored,

If so, details may be furnished.

5. Estimated cost of the work on a very rough

basis.

6. Time within which the work is required to

be completed:

7. Can this await inclusion in the capital budget

of the year and be considered in the normal

course

OR

8. Is this to be treated as an Emergent work.

96

9. If this work is to be treated as an emergent one:

a. Justification there for

b. Reactions for which this could not be foreseen

and provided for in the several course.

B. For use in Chief Civil Engineering Executive.

10. Whether any alternate suggestions can be made to meet the demand of the

user department.

11. Whether the work proposed is feasible and recommended :

12. Estimated cost of completion:

13. Estimated time required there from the date sanction is accorded for:

a. Design and planning

b. Contract action

c. Execution.

C. Comments of Financial controller.

D. Decision of C.F.M

98

ANNEXURE 10

COMPLETION CERTIFICATE

The Engineering Executive is to record the following certificates within a period of three

Months from the date of completion of the works:

2. I have inspected the work of ……………………………………………………… contract value of which is Rs.

……………………………. Vide agreement no. ……………………………………………………………………today.

99

As a result of this inspection and my previous inspection. I find that the work has been carried at generally to specifications

and has been completed satisfactorily. There are no noticeable defects except for the following:

1. ………………………………………………..

2. …………………………………………………

These defects should be rectified by the contractor or by the department at his cost, action for which should be taken in terms

of the contract.