1 Precis No 1581 Managementc Department FUNDAMENTAL PRINCIPLES OF DEFENCE WORKS PROCEDURE Introduction 1.

Military Engineer Services (MES) is an organization, which is entrusted with the task of carrying out all engineer services for Defence Forces both in peace and war. Military Engineer Services provides the Works Services to Defence Forces. It carries out Engineer Services under separate budget head for the following :(a) Three Services i.e, Army, Navy and Air Force under instructions from their respective Chiefs of Staff and competent authorities subordinated to them. (b) Military Farms under instructions from Chief of Army Staff conveyed through QMG,DRVF and DMF. (c) Ordnance Factories under instructions from Ministry of Defence (Production) and OFB. (d) R&D under instructions from Scientific Advisor to Ministry of Defence and Chief Controller Research and Development. (e) DGQA under instructions from Ministry of Defence and Director General of Quality Assurance. (f) Other agencies of Central/State Govt. under orders of Ministry of Defence. The rules under which MES functions are contained in Regs for MES (1968) Reprinted 1982.Standing Orders containing administrative and technical instructions relating to detailed procedure for internal administration and function of the MES is given in the MES Standing Orders 1995 print. (a) To carry out this task efficiently and economically, it is essential to have a systematic Procedure so that each task is completed within target time at minimum possible expenditure. Defence Works Procedure 1986, therefore has been made applicable to cater to the present needs of work services with effect from April 86 and in short referred to as DWP-86. (b) DWP-86 has been issued by the Govt, MOD letter No.95533/POL/CSS/E2WPC/687/DOII/D(W-I) dt 17.6.86 & E-in-C policy letter No. 7/E2 (WPC)/86 issued under letter No 95533/POL/E2WPC dt 31 Jul 87. (c) DWP needs to be operated along with the Time Schedule issued by the Govt, MOD letter No. 95533/POL/CSS/E2(WPC)/472/DO-II/D(W-I) dated 24 April 86 issued under E-in-C policy letter No 6/E2WPC/86 dated 12.6.86. (d) Amplifications/clarifications on the operation of DWP-86 have been issued by the E-in-C policy letter No 8/87/E2(WPC) dated 17 August 87. 3. This prcis deals with the principles underlying the works procedure (DWP-86) and its mechanics.

2.

General Conditions 4. An efficient procedure should fulfill the following requirements:(a) It should be a logical outcome of a detailed study of all pertinent factors e.g., scope of task, organization, economic, political and social conditions both within and outside the country. (b) It should establish a rational allocation of functions to individual units of organization so that:(i) Full scope of the task is covered, (ii) All similar activities are grouped and allotted to the appropriate unit, (iii) Unnecessary co-ordination and paper work is avoided. It should allot definite responsibilities to individual units and invest them with necessary powers to act up to those responsibilities; there should be no overlap of responsibilities of powers.

(c)

2 (d) (e) (f) (g) 5. It should establish a clear chain of Control with attendant responsibilities. It should permit continuity of operations irrespective of incumbents. It should have sufficient flexibility to meet emergencies. It should be simple, clear and easily understandable.

Since MES is concerned with spending of public money for the benefit of Defence Forces, following additional principles have to be observed:(a) (b) (c) (d) (e) Only work services necessary for efficient functioning of Defence Forces to be undertaken. Services are taken up in their order of necessity. Services are planned and estimated in advance so that appropriate budgetary provisions can be made by the Govt. All accounts are properly maintained. A rigid control is imposed over the expenditure at all levels even if it involves slightly disproportionate expenditure on Control operations.

Mechanics of Procedure (Controls) 6. DWP-86 lays down a three-fold control over the entire process as:(a) (b) (c) 7. Administrative control. Financial control. Technical control.

Administrative control is exercised by the G of I and Commanders of Armed Forces, referred to as Competent Financial Authorities (CFA). It is designed to ensure that the services proposed are:(a) (b) (c) (d) (e) really necessary, in accordance with current policy, in conformity with scales, taken up in order of priority and urgency i.e., in conformity with the approved works programme. related to budgetary provisions.

8.

Financial control is exercised by the commanders through the MES and is designed to ensure that:(a) (b) (c) (d) Before a service is taken up, it has been approved and funds allotted for its execution. During execution of service, account of expenditure are properly kept and the allotment is not exceeded. Funds are spent on the actual service for which they are allotted. Maximum economy is achieved while incurring any expenditure.

9.

Technical control is exercised by MES (i.e., Engineers) both before and during execution. (a) Before a service is taken in hand, it is ensured that:(i) it is adequate to fulfill requirements, (ii) scales laid down by Govt are followed, (iii) design and specifications are sound and economical and updated as permitted by DWP-86, (iv) estimates are as accurate as possible, (v) contract agreements have no ambiguous clauses, (vi) the work is inescapable and no cheaper alternative is feasible.

(b)

During the execution of service, it is ensured that:(i) (ii) (iii) (iv) (v) (vi) (vii) materials and execution are according to specifications, specified quality standards are maintained, payments for the work are made in accordance with the terms of contract agreements, accounts of expenditure are properly kept, expenditure does not exceed the allotted funds, adequate safety precautions are exercised, close and timely supervision is carried out to obviate defects.

10.

Control operations are exercised both before and after payments of bills as below:(a) Financial check is exercised by:(i) Defence Accounts Department (DAD). (ii) Test Audit Department. Technical check is exercised by:(i) Surveyor Works Branch (SWs Branch). (ii) Additional Director General Technical Examinations (ADGTEs Branch) HQ at New Delhi (TEs Branch).

(b)

11.

DAD carries out pre-payment check and assists in maintenance of account while Test Audit Department carryout test check after payment. SWs branch prepares contract agreements and carries out pre-payment technical check. TEs branch carries out test checks after payment. Except for the SW branch, others are independent of MES. To sum up, the fundamental principles of DWP-86 are:(a) No work services will be executed without administrative approval, formal release of work/funds and technical sanction having first been obtained from the authority appropriate in each case and without funds being available to meet expenditure on it (but see further provisions of Para 10, 11 and 12 of DWP-86). No officer will, in the course of the financial year, exceed the aggregate budget allotment made to him on any works or under any sub head of maintenance. No officer will exceed any specific budget allotments made to him under any minor or detailed head, except in so far as he may, within his powers of transfer of funds, be able to meet excess expenditure on one item by equivalent savings on another. The final cost of any service may exceed the amount of A/A by not more than 10%. An officer will take no action which will commit Government to expenditure beyond 10% of A/A amount without obtaining prior sanction of CFA in the form of Financial concurrence (FC), corrigendum or revised A/A, by exceeding the estimates by the above tolerance limits, the CFAs powers themselves will not be exceeded. A property is deemed to be abandoned when taken off a care and maintenance basis. No project will be split up merely to bring it within the powers of an approving authority. (Para 9 DWP-86)

12.

(b) (c)

(d)

(e) (f)

Important Aspects of DWP-86 12A. The salient features of the DWP-86 are:(a) New project not to be progressed beyond acceptance of necessity unless included in the major works programme for the relevant financial year. Adm Approval should preferably be accorded before commencement of the year. All works to be released as soon as budget is passed by the Parliament. (Para 7 (e) of DWP-86)

4 (b) Works Review Committee at the level of Joint Secretary for project costing Rs. 2 Crores and above (to be revised as and when required) to focus only on major capital works projects. (Para 7(f) of DWP-86) Furniture replacement on station basis upto Rs 50,000/- to be treated as ordinary repairs. Beyond this limit can be sanctioned as special repairs chargeable to the Revenue, as per MOD letter No 3(7)/97/DO-II/D(Works) dt 17 Sep 97. (Para 8 of DWP-86) Go-ahead sanction to include pilling and reclamation of land where necessary (with a separate AE). (para 10 (a) of DWP-86) For time bound projects, designated as such by the Govt. special powers for engineer officers institutionalized. This is for detailing officers anywhere in the country, consultancy for any item, stationary, Photostat machines, typewrites and other equipments from projects contingencies, hiring of construction staff quarters, OYT telephones, telex, cement from open market, importing steel, cement through STC, single/selective tendering dispensing with advertisements. (Para 12(b) of DWP-86) For prestigious buildings, 10 percent extra cost for special architectural features and superior specifications. (Para 16A(d) of DWP-86) AEs to be updated for cost just before adm approval. (Para 20(b) of DWP-86) (h) Office equipment like duplicators, calculators and so on at present charged to office contingencies can now be charged to project contingencies, taking into consideration various instructions issued by MOD on the subject. (Para 38 of DWP-86)

(c)

(d) (e)

(f)

(g)

Exceptions 13. If for urgent military reasons delay in the issue of administrative approval based on approximate estimate cannot be accepted, the CFA is empowered to order commencement of work on essential items of accommodation prior to the issue of administrative approval. The Go-ahead sanctions accorded by CFAs lower than Government of India, will be subject to the following restrictions:The Go-ahead sanction will be ordinarily restricted to items comprising collection of stores, i.e. site clearance, external services, construction of essential temporary non-residential accommodation for the staff and stores of the MES, accommodation for the constructional staff and preliminary works necessary for the execution of the project. The work relating to piling and reclamation may also be covered by the Go-ahead sanction provided it is duly supported by an approximate estimate for piling and reclamation. The Go-ahead sanction will not exceed 20% of the rough cost excluding the cost of land. (Para 10 DWP-86)

(a)

(b) 14.

Under unexpected or unforeseen circumstances, arising from operational military necessity or on urgent medical grounds when reference to the appropriate CFA would entail dangerous delay which may make it imperative to short circuit the normal procedures. If such circumstances arise, any commander may order commencement of work by furnishing an order in writing to the engineer officer concerned. In such circumstances the following principles will guide the commander concerned in deciding on his action:(a) (b) Can the appropriate CFA be referred to and a reply be received without causing dangerous delay in commencement of the work. If the conditions in (a) above cannot be fulfilled a departure from either the spirit or the letter of the laid down procedure is justified, if he bases his decision on some facts which could not

5 be known to the appropriate CFA and if he is satisfied that he is acting as his superior would order him to if he were present. (c) If he neglects to depart from the letter of laid down procedure when the procedure in the circumstances set out above is clearly demanded, he will be held responsible for any failure or disaster that may accrue. Should he decide that it is necessary to depart from the laid down procedure he will immediately report the fact at the earliest possible moment to the appropriate CFA informing any intermediate Commander concerned at the same time, with copies to CDA.

(d)

15.(a) Again in the case of imminent danger to buildings, etc. or of a breakdown of a supply from an installation, when delay would be seriously detrimental to the public service the local MES or PWD officer will take steps to protect Government property or the inhabitants, etc. but he must at once report the facts of the case and the reasons for his action to superior engineer authority; the local military commander, and to the CDA concerned stating the liability he is incurring. (b) The procedure outlined in Para 10,11 and 12 of DWP-86 does not dispense with the necessity for the issue of Adm Approval based on the subsequently prepared Approximate Estimates at the earliest opportunity. However, such works can be started without waiting for specific allotment of funds for the project. Whenever any Time Bound Projects are entrusted to the MES with the stipulation by the Government on completion of facilities by stated dates, Chief Engineers are to exercise the following special powers in connections with planning and execution of such projects. This will come as a separate para in the Administrative Approval accorded by the Government:(i) (ii) (iii) (iv) (v) (vi) (vii) (viii) (ix) (x) 16. Detailing officers any where in the country. Resorting to consultancy for any item of work. Purchase of stationery, reprographic equipment, typewriters and any other equipment required, chargeable to the project contingencies. Hiring of construction staff accommodation for all construction staff quarters. Payment of OYT or any other charge for the telephone connections on priority out of project contingencies. Installation of telex equipment in CE/CWE offices out of contingencies of the project. Procurement through STC/SAIL/PSUs of imported steel/cement. Procurement of cement at Non Levy rates from the open market. Single tendering and selective tendering. Dispensing with advertisement for contracting. (Para 12 DWP-86)

The responsibility for getting the Audit objections on Works Matters settled is given in the QMG letter No B/01247/AP/Q3W(Policy) dated 16 March 89 (Refer Appendix A).

Fast Track Procedure for sanctioning and execution of certain selected Md Accn Projects of the Army. 17. MOD vide their letter No. 3(6)/96/DO-II/D(Wks)dt 03Apr 97 circulated under E-in-Cs Br letter No.95533/Pol/E2(WPC) dt 07May 97 has conveyed the sanction of the President to the laying down of the Fast Track Procedure for sanction and execution of certain selected Md Accn works of the Army costing above Rs. 75 Lakhs as per salient provisions contained in the Sanction letter. In the Go-ahead sanction accorded for FTP Projects for Md Accn, provision has been made for incurring expdr upto 10% of the rough cost of the projects. However, it will be ensured that expdr is carried out only on essential items like soil investigation etc. and total expdr does not exceed 1% of the cost of the project till regular A/A for the work is issued.

18.

Appendix A [Precis No. 1581] (Refer Para 16) QMG letter No B/01247/AP/Q3W (Policy) dt 16 Mar 89 addressed to all Command Headquarters. RAISING OBJECTIONS ON FORMATION HEADQUARTERS ON WORKS MATTERS 1. The aspect of defining the division of responsibility between Staff and the Engineers (MES) to answer audit objections on works has been under consideration at this HQ for some time. Whereas the powers to sanction works are vested in various formation commanders, the responsibility for execution of works and submission of technical documents is that of the Engineers (MES). The issue was examined in consultation with Air and Naval HQs and it has consequently been decided that the areas of responsibility would be as given in the succeeding paragraphs. Staff Responsibility. Staff authorities will be responsible to deal with and reply to objections pertaining to the following works matters:(a) Irregularities in according the sanctions. (b) Sanctioning of works under Paras 10 and 11 of DWP-86. (c) Changes in scope of work due to administrative reasons. (d) According of sanction without prior possession of land. (e) Non finalization of cases pertaining to recovery of rent, allied charges, barrack damages once the individuals, agencies, units have been declared defaulters despite all actions taken by MES authorities. Administrative actions to recover such revenues due to the state should thereafter be taken by staff authorities. These actions are to be taken by the staff 3 months after the issue of notice by the MES authorities and their consequent declaration as defaulters. 3. 4. 5. Engineers (MES) responsibility. Objections on all other aspects of works matters not covered in Para 2 above unless other wise specified would be dealt with by the Engineers (MES). To ensure that the areas of responsibility are generally well defined, the delineation of responsibility in dealing with and answering the audit objections has been given at Appendix attached. A reference is being made to the CsDA accordingly to issue suitable directions to the CsWE on the subject. You are requested to disseminate this information to all formations units under your Commands. Sd/-x-x(HL Dhawan) Brig DDS Qr (B)

2.

Appendix (Refer Pars 4 of letter No. B/01247/AP/Q3W (Pol ) dt 16 Mar 89 ) RAISING OBJECTIONS ON FORMATION HEADQUARTERS ON WORKS MATTERS 1. 2. The delineation of responsibility to reply to audit objections pertaining to works matters between Staff and MES are given in the succeeding paragraphs. Staff Responsibility. pertaining to:(a) (b) (c) (d) (e) Staff authorities will be responsible to deal with and reply to objections

Irregularities in according the sanctions. Sanctioning of works under Paras 10 and 11 of DWP-86. Changes in scope of work due to administrative reasons. According of sanction without prior possession of land. Non finalisation of cases pertaining to recovery of rent, allied charges, barrack damages once the individuals, agencies, units have been declared defaulters despite all actions taken by MES authorities. Administrative actions to recover such revenues due to the state should thereafter be taken by staff authorities. These actions are to be taken by the staff 3 months after the issue of notice by the MES authorities and their consequent declaration as defaulters.

3.

Engineers (MES) responsibility:To be responsible to deal with objections pertaining to:(a) Irregularities in scales, authorization, rates and specifications adopted in the sanctions and administrative approvals and later, in adopting the irregular specifications, rate, authorization and so on during execution of works. Delay in raising of bills against individuals, agencies, private persons, contractors, units, for licence fees, barrack damages, rent and allied charges and so on. To take adequate follow up action to effect recoveries is the responsibility of MES. After all the actions have been taken by MES, and three months after the respective individuals, agencies or units are declared defaulters, further actions are to be taken by the staff as per para 2 (e) above. All aspects associated with conclusion and administration of contracts. All other aspects not included in the Staff responsibility with regard to works matters unless otherwise specified, will be the responsibility of the Engineers (MES).

(b)

(c) (d)

8 Precis No 1582 Management Department ADMINISTRATIVE CONTROL Introduction 1. To obviate uncertainties which existed earlier between the period from date of issue of A/A, to release of funds to actual commencement of work on ground, DWP-86 has introduced a time frame for both i.e. Pre Adm and Post Adm planning. This would certainly expedite the execution of works on ground. This prcis deals with salient provision of DWP-86 for the activities involved in Pre-Administrative planning of works.

Classification of Works 2. To ensure that adequate attention is paid to the necessity of a work both as regards its scope and cost, works are classified as under for administrative and technical purposes:(a) (b) Original Works. Repairs.

Original Works 3. This comprise of the following:(a) Construction of building and other defence works and their internal fixtures together with the provision of necessary services such as roads, E/M services, water supply furniture arboriculture, fencing/gate, area drainage, ranges, etc. as well as purchase and additions. Reconstruction of Building and Roads. Widening of Roads. Alterations necessitated by administrative reasons. Works necessary to bring into use buildings and services newly purchased or previously abandoned or rendered unusable by extraordinary causes such as storm, fire or earthquake. Purchase and Installation of Static Plant and Machinery. Provision of Furniture.

(b) (c) (d) (e) (f) (g)

Notes: (1) Demolition and rebuilding on existing foundation is to be treated as original work. (2) Provision of furniture which does not form part of any project will be treated as original . (Major or Minor) work (depending on the cost) as given in para 4 below. 4. For administrative purpose the original works are further divided into the following categories:(a) (b) (c) Major Original Works: Works costing over Rs. 1, 00,000/- come under this category. Minor Original Works: Works costing Rs. 1, 00,000/- and below fall in this category. (Para 13 DWP-86) Authorised Works: Works which are authorized by Govt in Regulations or by separate orders of a general or specific nature and those which it is customary to provide for troops as laid down in Scales of Accommodation for Defence Services (1983) or other authority issued by the Government. Special Works: These include all works not falling under (c) above. Special works are approved when exceptional local conditions justify the necessity or as an important experimental measure. (Para 14 DWP-86)

(d)

9 NOTES: (1) Special works should not be approved if the effect would be to introduce a new practice or change of scale. (2) Where no scales have so far been laid down and there are no orders prohibiting the undertaking of these works, competent Administrative authorities may within their competence sanction works upto the financial powers delegated to these for special works if it is customary or technically essential to provide the same. (3) Unless competent financial authority at acceptance of necessity stage approves the special item of works while accepting the necessity for the project as a whole engineer need not prepare approximate estimate for such items/work. Repairs 5. Repairs comprise all maintenance and periodical services, renewals and replacements as well as alterations, necessitated by technical or engineering reasons. Works required to make good damages to buildings, roads, installations and services due to extra-ordinary causes, but which are still usable are also classified as repairs. NOTE: Whether or not a building etc., is still usable will be decide by the Court of Inquiry convened to investigate the loss. (Para 6 DWP-86) 6. Repairs are classified in two categories:(a) Ordinary repairs These Comprise:(i) (ii) (iii) (b) Petty repairs. Periodical services vide Table G of MES Regulations. Replacements and renewals costing upto Rs. 50,000/-

Special Repairs: These consist of replacements and renewals costing more than Rs. 50,000/each. NOTES: (1) In case of special repairs carried out to a group of buildings in a particular area, i.e. when the repair work is continuous in point of space and time, total cost of repairs to all the buildings is to be taken together. (2) GE will be the competent authority for grouping of buildings for the purpose of special repairs. (3) Replacement of furniture of value upto Rs. 50,000/- on station basis rendered unserviceable by wear and tear will be treated as ordinary repairs. Replacement beyond this limit can be sanctioned as original work chargeable to the Revenue. (4) Special repairs will be treated as Original Works except for budgetary purposes. (5) No Administrative Approval is necessary for ordinary repairs. Allotment of funds for that purpose implies Administrative Approval to the extent. (6) In cases where special repairs and additions and alterations to a building or buildings become necessary at the same time, the work will be sanctioned as one project and treated as an original work for all purposes. (7) Special repairs work for all purposes should be treated as Original Work except for budgeting purpose funds for which shall be asked for along with maintenance of work services.

7.

In case of repairs to roads or runways and taxi tracks where an annual maintenance rate is laid down, repairs are carried out on as required basis. Such repairs are treated as ordinary even if the cost of repairing a particular section exceeds Rs. 50,000/- provided the total allotment is not exceeded. But if the cost of repairs exceeds the allotment these will be treated as Special.

Exceptions 8. As an exception to the general rule, CWE/GE (Indep) may at their discretion treat the minor original works costing upto Rs. 2500/- as repairs. (Para 222 MES Regs)

10

NOTES:

(1) (2)

In the case of water, electrical or sanitary internal installations, alterations may only be carried out as repairs provided that this does not involve any increase in the existing installations. The CWE/GE (Indep) may delegate all or a portion of his powers under this paragraph to GEs or outstation AGEs by name.

Original Works 9. To overcome inordinate delay and uncertainties with regard to time and related cost escalation problems on this account, DWP-86 lays down time frame for all important stages involved in sanctioning of major projects so as to streamline such activities during pre-administrative approval planning. This time frame of 78 weeks shall have to be adhered to by the CFAs. The concept of Perspective Planning of works has now been introduced along with a Yearly approved major works programme in order to make the time frame effective - APPENDIX A. This Time Schedule of 78 weeks for Pre-Adm approval activities is given at - APPENDIX B. (Auth: E-in-Cs Br letter No 39349/E2WPC dated 12 Jun 1986). Defence Works Procedure 86 (Provisions) 10. While processing original works for sanction, a concerted effort is expected from all concerned authorities viz Staff, Users and MES. In this regard, amplifications made on various provisions of DWP-86 in the following G of I letters which are mutually interlinked shall be fully taken into consideration for economy oriented results and better co-ordination. (a) G of I, M of D letter No 95533/Pol/CSS/E2WPC/472/D-II/D(W-I) dated 24 Apr 86. (b) G of I, M of D letter No 95533/Pol/CSS/E2WPC/687/D-II/D(W-I) dated 17 Jun 86. (c) G of I, M of D letter No 95533/Pol/CSS/E2WPC/779/D-II/D(W-I) dated 04 Jul 86 APPENDIX C

An original work passes through certain important stages before being administratively approved. These stages are designed to give a detailed consideration of the project commensurate with economy of engineer effort. Any project/civil work should be processed through well-defined stages involved during pre-administrative approval activities as stated in subsequent paras and unless there are compelling exceptional circumstances, all these stages should be adhered to. Stage 1: Initiation of Demand 11. Keeping in view, yearly major works approved programme, the Users indicate, broadly, all their requirements. Simultaneously, the users carry out a reconnaissance (Recce), a feasibility survey to select a suitable site alongwith the local engineers. Stage 2: Preparation of Rough Cost 12. Based on the requirements and the selected site, the local engineers prepare a rough cost on a NOT EXCEEDING Basis for the proposal thus outlined to determine the Competent Financial Authority (CFA). Stage 3: Key/Zonal Plan Recce 13. If the CFA considers in principle to progress the proposal further, he orders a Key/Zonal Plan recce board consisting representation from Staff, Users and Engineers. If land acquisition process is involved, Defence Estate Officer (DEO) and civil authorities also are associated with this board. Stage 4: Preparation of Indication of cost 14. On the basis of the Key/Zonal recce, the engineers prepare an indication of cost on Plinth Area basis with suitable percentage addition for services. Indication of cost includes cost of demolition of structures, site clearance, storage requirements, special items of work etc. Engineer Appreciation for the project is also prepared at this stage. Accommodation statements, requirement of areas etc are also finalized. These documents are submitted alongwith statement of case to the CFA. (Please also refer Appendix C to Prcis 1583) (MES Regs Para 330).

11 Stage 5: Acceptance of Necessity 15. CFA on examining the project accepts the necessity for the entire project based on the Key/Zonal Plan recce and other relevant details. CFA while issuing the acceptance of necessity letter with normally include the following points:(a) Scope of work. (b) Type of construction. (c) Whether to commence the work before formal issue of Administrative Approval. NOTE: Acceptance of necessity means the concurrence of the CFA to the expenditure proposed. (Para 7(b) DWP-86). Stage 6: Siting Board 16. After acceptance of necessity, a siting board is ordered by Army HQ or Command HQ (or equivalent HQ in Navy/Air Force) or by lower formation HQ depending on the amount. (refer to Appendix B to Precis No 1583). The functions of the siting board are:(a) (b) (c) (d) (e) (f) Examine the zoning layout on the ground with reference to technical and strategic factors. Determine the detailed orientation/siting of each building and mark the same on the ground. Line plan are firmed up for each building (if not done during AON Board). Draws up a detailed site plan. Layout of external services is finalized with requisite accuracy. Furniture requirements are worked out in sufficient details. For further details see Precis 1587.

Stage 7: Approximate Estimates 17. On receipt of the approved siting board proceedings, Engineers will prepare Approximate Estimates (AE part I and AE Part II). Specific responsibilities for preparation of AEs and checking the same are given at Appendix C to Precis No 1583. AEs are then forwarded adhering to the time frame schedule (refer Appendix B) to higher engineer formations and to the CFA through Q staff channel, concurrently. For further details, refer to Precis No 1587.

Stage 8: Issue of Administrative Approval 18. Based on the documents resulting from stages 6 and 7, the CFAs in consultation with their engineer and financial adviser issue Administrative Approval to the Project. NOTE: Administrative Approval means sanction by competent financial authority to the execution of an original work at a stated cost. (Para 7(c) DWP-86) 19. Where the approximate estimate exceeds by more than 10% of the amount for which necessity was accepted, revised acceptance of necessity by CFA will be necessary. This tolerance is, however, not intended to cover any additional requirement of users, or to enrich the specifications already sanctioned. (Para 19 DWP-86) Administrative approval is conveyed by letter clearly specifying the following:(a) (b) (c) (d) (e) (f) Name of station and type of work. Items of work with costs. Whether the work are authorized or special; Authority for the former and reasons for the later are to be given if such special items of work are approved by CFAs lower than G of I. Source from which funds are provided. Target time of completion with reference to major works approved programme. Special powers to be exercised by the CE Zone for time bound projects.

20.

12 A copy of Administrative approval letter along with approximate estimate will be sent to Controller of Defence Accounts concerned and to the Engineer authority concerned who issues such technical instruction as may be required. NOTE: 21. 22. All works of whatever nature and size should normally commence in accordance, with the time schedule as given at Appendix B to this prcis.

Allotment of funds is made simultaneously with the issue of Go-ahead sanction or the Adm Approval as the case may be. The works should be released as a whole. Whenever due to financial constraints works are to be released in phases, the same shall be done as a self contained module and time frame regulated, accordingly. E-in-C shall be consulted for such partial releases of the projects.

Minor Works 23. In case of minor works where such detailed consideration is not justified, any of these stages may be curtailed as decided by the CFA. AA is accorded on the basis of an Indication of cost, but for works costing more than Rs. 10,000/- the authority concerned may order an approximate estimate to be prepared. (MES Regs Para 143) Sanctioning of Repair Works 24. Ordinary Repairs financed from lumpsum allotments sanctioned every year. Allotment of funds implies administrative approval for repairs executed on as required basis & Special Repairs to both temporary and permanent buildings are treated as original works and sanctioned by CFA as per Para 125, MES Regs. (a) Special repairs will be treated as original works for purposes of Administrative Approval and Technical Sanction but will be budgeted for under the Maintenance Head Concerned. (MES Regs Para 125) Ordinary repairs are financed from lump sum allotments sanctioned every year. No administrative approval is necessary for Ordinary Repairs; allotment of funds for the purpose implies administrative approval to that extent. In case of repairs (as defined in paras 6 and 8 of DWP-86), estimates for the purchase and maintenance of ordinary tools and plant, an allotment of funds under the appropriate minor head implies administrative approval to the execution of services to that extent and no further administrative approval is required. Special Repairs to both temporary and permanent buildings are treated as Original Works except for the budgetary control. (For sanction see para 125 RMES 1982 reprint). Competent Authorities 25. Powers for CFAs of Army, Navy, Airforce for acceptance of necessity and Adm Approval are same and are given in Appendix D. For authorities lower than G of I, reasons for sanctioning special works are to be given in administrative approval. Revision/Reduction of an Administrative Approval 26. It is not permissible for Engineer Officers to incur expenditure in excess of the tolerance of 10% allowed over administrative approval (vide Para 9 (d)- DWP-86). When an excess over this limit, which cannot be met by savings on other items, occurs or appears likely to occur on account of technical reasons, a report will be made at once to engineer adviser of the authority who approved the work. If there is still time to curtail the work or modify it, his orders should be obtained. If no modification is ordered a revised estimate will be prepared and revised administrative approval of CFA obtained. (vide para 22, DWP-86). The prior sanction of the CFA may be obtained in the form of financial concurrence or corrigendum also. E-in-Cs Br letter No 95533/Pol/E2(WPC) dt 08 Jul 94 lays down guidelines for initiation of appropriate action to obtain prior approval of CFA. 27. In case of overall savings in an administrative approval, the following procedure applies:(a) When the scope of a work service is reduced for admin or other reasons, the Admin Approval need not be revised but the approved amount will be reduced accordingly by the CWE (or GE in the case of items not exceeding his powers of technical sanction). Details of the reduction will be sent by the GE to the CDA and all concerned.

13

(b)

28.

In the case of projects estimated to cost Rs. One lakh or more, when the amount of accepted contracts reduces the cost of the project below the administratively approved amount by more than 15% the approved amount for the project will be reduced by the amount exceeding 15% by CE/CWE within whose powers of technical sanction the work falls. The details of reduction will be sent to the CDA and all others concerned. The amount of 15% retained will be used to cover variations in cost for technical reasons. (Para 30(b) & 34 DWP-86) For purpose of rendition of Part A of the completion report (dealt with in Precis No 1597), each administrative approval, whether it relates to a phase of a project or to an item of supplementary work will be treated separately. These reports will be replaced by a consolidated completion report part A at the final stage. However, the phases and supplementary of a project will be treated as one project for purpose of savings and excesses.

Scales and Specifications 29. (a) All works catering for short term requirements, i.e. accommodation not expected to be required for a period of over five years from the anticipated date of completion of the work, will be in temporary construction and to specifications of the lowest possible type having regard to availability of material and the purpose of work. In case of additions to existing Pt Structures and or armoury, detention cell, harbour and airfield facilities and such other bldgs it may be essential to build to Pt Specifications. The final decision regarding choice of specification lies with CFA who may use permanent/near permanent or temporary specifications for the bldgs. All works catering for long term requirements i.e. accommodation expected to be required for a period of more than five years will be to near-pt or permanent specifications as the case may be. The above mentioned period of five year will be taken as a guide. The final discretion lies with CFA. Temporary specifications will be laid down by the E-in-C Branch on individual basis if and when any accommodation is proposed to be constructed to temporary specifications.

(b)

(c) (d)

14 APPENDIX A (Precis No 1582) (Refer Para 9) SUGGESTED FRAME WORK OF PERSPECTIVE PLANNING FOR WORKS. CURRENT PLAN PERIOD YEAR 4 YEAR 5 1. Perspective Plan 2. Finalise Issue plan for the administrative next plan approval for period and works to be list of works commenced in to be Yr. 1 of next included in plan the plan period 3. Determine Issue priorities of acceptance of works and in necessity of particular works for works to be which taken in administrative hand for the approval first 2 years required in of the year 1 of next plan/Issue plan. acceptance of necessity of works for commencem ent in year 1 of next plan period 4. Finalise lists of works for which acceptance of necessity to be issued in year 5 and administrativ e approval in year 1 of next plan period. NEXT PLAN PERIOD YEAR 1 YEAR 2 YEAR 3 YEAR 4 YEAR 5

A. Physical commencements of works administratively approved in Yr. 5 of last plan

B. Administrative approval of works scheduled for physical commencement in year 2. C. Acceptance of necessity of works for which administrative approval are required in year 2 and to be commenced in year 3. D. Finalisation of lists of works to have acceptance of necessity in year 2 Administrative Approval in year 3 and physical commencement in year 4. E. Tentative list of works remaining in the current plan.

Physical commencem ent of B.

Administrati ve approval of C.

Physical commence ment of C

Acceptance of necessity of D.

Administra tive approval of D

Physical commen -cement of D Administ rative approval Physical of E commen cement of E.

Final list of works for Acceptance of necessity in 1987-88, Admn approval in 88-89 and commencem ent in 89-90

Acceptanc e of necessity of E

15 APPENDIX B (Precis No 1582) (Refer Para 9) TIME SCHEDULE FOR PRE ADM APPROVAL ACTIONS BY STAFF USERS AND ENGINEERS FOR GOVT. & SERVICES HQ POWER WORKS (All time durations indicated below are in weeks reckoned from D-day) 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. Acquisition of land and taking over Commands HQ obtains proposals for Major Works programme to be implemented two yrs Later and forwards them to QMGs branch. Analysis of Major Works Programme and approval after ascertaining availability of funds. Initiation of Rough cost & a case for acceptance of necessity by Command. Technical scrutiny of rough cost by E-in-Cs Branch. Scrutiny of Acceptance of necessity proposals by CFA & according approval. Issue of convening order for Siting Boards by Commands. Preparation time and actual assembly of Boards (maximum time). Processing BPs through the Commands and : 6 transmission to QMGs Branch including preparation of AEs by Engineers. Technical scrutiny of AEs by E-in-Cs Branch Scrutiny of AEs by Govt and Adm approval ; 12 Release of work Receipt of Adm Approval/release of work letter by Zonal CE. Total :6 : 2 latest by 1 Apr. : Time duration D day : 10 :5 :4 :4 : 9 latest by 1 Apr of the year preceding. :2 : 10

:8

----------------78 weeks ----------------NOTE:The above timings are indicative. For repetitive works where standardization has been achieved the Service HQ may prescribe/achieve lesser timings allowing 52 weeks between Stage 6 and Stage 13 for Engineers to dovetail planning and preparation of designs/drawings.

16

APPENDIX C (Precis No. 1582) (Refer Para 10 C ) E-in-C Branch (Policy letter No 13, E2 WPC/86 issued under letter No 95533/Pol/E2(WPC) dt 06 Nov 86. IMPLEMENTATION OF RECOMMENDATIONS OF COMMITTEE ON WORKS PROCEDURE, 1986 1. 2. A copy of Government of India, Ministry of Defence letter No PC to MF 95533/POL/CSS/779/DOII/E2(WPC)/D (Works-I) dt 04 Jul 86 is enclosed for information. It may be seen that among other things, the problem of releasing large sanctioned works in parts was one of the points of study by the committee. The acceptance of the recommendation of the Committee by the Govt is contained in para 8 of the Govt letter quoted above. Chief Engineer, Southern Command only: This disposes of your letter No 500400/1/86-87/E5 dated 06 Oct 86 regarding Allotment of Funds: Army Capital Works 1986-87 Ceiling Released During Different Years. No 95533/POL/CSS/779/DO-II/E2(WPC)/(Works-I) Govt of India, Ministry of Defence, New Delhi, the 4th July 1986 To, The Chief of the Army Staff The Chief of the Naval Staff The Chief of the Air Staff. Subject: Report of the Committee for Rationalisation/ Reform in procedure for sanctioning and execution of civil works by MES. Sir, 1. I am directed to say that the question of rationalization/ Reform of the existing procedures for sanctioning and execution of civil works by MES has been under consideration of the Government for quite some time and a Committee headed by the Additional Secretary Defence was appointed to go into this problem. The Committee has since submitted its report which has been accepted by the Government. 2. Apart from the recommendations relating to the prescription of specific time frame for the pre/post administrative approval activities and revision of existing works procedure, the Committee have made certain general recommendations which are enlisted in the enclosed Appendix. I am to request you that these recommendations may kindly be implemented immediately and necessary further suitable instructions be issued to all concerned including the lower formations. A copy of the instructions issued may kindly be made available to the Ministry as early as possible. Necessary Government instructions on the recommendations relating to the time-frame and revision of works procedure have already been issued separately. This issues in consultation with Defence Finance vide their U.O. No 1100/W/II dated 1/7/1986. Yours faithfully, Sd-/(KK Rudra) Under Secretary to the Govt of India.

3.

3. 4.

17

Appendix to G of I , MOD PC2 to MF No.95533/POL/CSS/E2WPC/779/ Do-II/D(W-!) dt 4 Jul 86. RECOMMENDATION OF THE COMMITTEE ON WORKS PROCEDURE 1986 ACCEPTED BY THE GOVERNMENT Pre-Administrative Approval Stage 1. 2. Adherence to Stages. Project/Civil works should be processed through well-defined stages given in Annexure I and unless there are exceptional circumstances, all the stages should be adhered to. Perspective Planning. The concept of Perspective planning based on the resource indicated by Government be followed by service Headquarters, lower formations, and other user agencies in the Ministry of Defence. While formulating the perspective plans for arriving at construction costs, Ein-Cs Br may be consulted. Standardisation of Engineer Documents. The Service Headquarters in consultation with MES should draw a standardization programme with respect to line plan, tender documents, accommodation statement within a specified time frame. Deviation from the standard, if any, should be justified by special circumstances and approved by the next higher authority. Land. Land acquisition should be completed before issue of administrative approval. Where construction is to be taken up on the Defence land, the user organisation should ensure vacant possession in time. Zonal/Master Plans. Once the Zonal/Master Plan has been approved it should not be changed. In case changes are required the justification for the same has to be explained and approval obtained. Planned Development of a Station/Zone. Financial resources permitting, the external service of a military station/Zone should be planned and developed in an integrated manner. Siting Boards. Following measures are recommended to cut down unnecessary delays in the finalisation of siting boards:(a) (b) (c) (d) (e) Siting Boards should be ordered only in respect of works included in the works programme. The programme of siting boards should be spread over the entire year. No special works should be permitted for standard units. Where there is a heavy backlog, the possibility of constituting standing siting Boards should be considered. Where CFA is Commanded HQ and above, Board Proceedings should be routed directly to the command Headquarters for approval/recommendations with information copies to other concerned staff authorities.

3.

4.

5. 6. 7.

8.

Administrative Approval and Release of Works. The works should be released as a whole. Whenever due to financial constraints works are to be released in phases, the same should be done as self-contained modules and the time frames would be regulated accordingly. The decision for partial release should invariably be taken in consultation with E-in-C. Time Schedule Part I. Separate Govt letter has been issued. Change of Site. Once the Administrative Approval has been issued, the site of the building should not be changed. If due to exceptional considerations change of site becomes necessary, prior approval of the Government should be obtained, if the Administrative Approval has been issued by the Government. In all other cases, approval of Services HQrs concerned should be obtained. Change in Scope of Works. Service Headquarters should issue suitable administrative instructions for avoiding changes in the scope of works after the Administrative Approval. In case changes

9. 10.

11.

18 become essential the same should have the prior approval of the competent financial Authority and the time schedules should be regulated accordingly. 12. Approval of line Plans. Line plans should be firmed up and approved by the appropriate authority preferably at the Siting Board Stage and in exceptional cases prior to the issue of Administrative Approval. Financial Concurrence Cases. The existing procedures for Financial Concurrence cases should continue. Where the CFA is satisfied that sanction should not be accorded and re-tendering should be resorted to, reasons should be recorded while conveying this decision and the decision should be taken in time. Charging of Stationery to Project Contingencies. Stationery may be charged to contingencies of each project and MES authorized to procure the requisite stationery. This will make the functioning of the MES more effects. Shortage of MES Staff. The E-in-C should take necessary measures to reduce this shortage within a reasonable time frame. To this extent the ban issued by the Government is to be relaxed, especially in the case of critical categories after revising the existing norms for subordinate staff. Wherever there is heavy backlog steps should be taken to clear the same immediately by resorting to consultancy making use of the existing provisions. Accommodation of civilian officers in MES. Existing provisions be continued and reviewed from time to time. Specialised Skills. The E-in-C should take immediate steps to see the need of work services of the future and forward suitable proposals to the Government for their approval. Project Monitoring at Micro Level. The E-in-C in consultation with the users agency suitably modify the QPR in the case of major/important projects, PERT charts are to be prepared to facilitate monitoring. Project Monitoring at Macro Level. For effective project monitoring the MES should establish computer aided management information system. The E-in-C should carry out a suitable system study to design the required software and put up proposal to the Government. This interfaced with telex/data links between service/Command HQ and E-in-Cs Branch/Command/Zonal Chief Engineers office should provide real time information and considerably speed up, improve the information storage, retrieval and communication capabilities. This will make the monitoring of projects more effective by the Government as well as the service Headquarters. Working in Shifts. For urgent and operational projects the contractor may be asked to work in two or three shifts taking into account costs involved. Shortlisting of Contractors. For works costing over Rs. 2 Crores, a new SS Class of contractors should be introduced. Time Schedule Part II. Separate Govt letter has been issued.

13.

14.

15.

16. 17. 18.

19.

20. 21. 22.

19 Annexure I STAGE FROM INCEPTION TO COMPLETION OF MAJOR WORKS PROJECTS PRE-ADM APPROVAL STAGE Stage 1 1. Initiation of a Works by the User: The users indicate their requirement in broad parameters and carry out a reconnaissance (recce) along with the local engineers to select a suitable site. Stage 2 2. Preparation of Rough Cost on a NOT EXCEEDING Basis. Based on the requirements and the selected site, the local engineers prepare a rough cost on a not exceeding basis of the project with a view to determine the sanctioning administrative authority within whose powers the project falls i.e., the Competent Financial Authority (CFA). Stage 3 3. Key/Zonal Plan Recce. If the CFA considers and agrees in principle to progress the project further, he orders a key/zonal plan recce by a board consisting of all the authorities concerned viz.. the users, the staff representative, the engineers, the medical authorities, the DEO and civil authorities (if land acquisition is involved). Stage 4 4. Preparation of Indication of Cost. On the basis of the key/zonal plan recce, the engineers prepare an indication of cost on the Plinth area basis adding a suitable percentage for external services. An engineer appreciation for the project is also prepared. These two documents are submitted along with the recce board proceedings to the CFA. It is at this stage that projects involving expenditure exceeding Rs. 5 Crores but less than Rs 20 Crores have to be processed on File and Rs. 20 Crores and above with EFC Memo/CCPA Paper. Stage 5 5. Acceptance of Necessity. CFA accepts necessity for the entire project based on the key/zonal plan recce prepared in stage 3 and 4. Stage 6 6. Siting Board. A siting Board is now ordered consisting of all the authorities concerned. They may formalize a master plan if already prepared by engineers in part or fully with necessary modifications, if any. The board determines the lay out and the siting of the buildings, the extent of additional external services necessary, utilization of existing necessary assets after taking into consideration the accommodation statement prepared jointly by the staff and the engineers. Stage 7 7. Approximate Estimate. Based on the approved Siting Board proceedings, the engineers prepare the Approximate Estimate which is based on Plinth Area Rates, for buildings. In case of external services, yardstick rates are adopted in some detail. The siting board proceedings along with the Approximate Estimates (AEs) are submitted to CFA. If the Approximate Estimates exceed the amount of acceptance of necessity by more than 10%, approval of the CFA will be sought to progress the project further. Stage 8 8. Issue of Administrative Approval. Based on the documents resulting from stages 6 and 7, the CFAs issue Administrative Approval to the Projects. In actual practice, stages 5 and 8 are often combined.

20 POST ADM APPROVAL STAGE Stage 9 9. Appropriation of Funds. The Service Headquarters indicate the requirements of funds year wise to the Government at the time of Budget Estimates. After the demands for grants have been approved by the Parliament, the necessary allotment of funds is made to each work. Stage 10 10. Technical Sanction. The Competent Engineer Authority prepares the drawings, costed schedules of work and accords technical sanction which is a guarantee that the proposals are structurally sound and that the estimates are accurately calculated and based on adequate data. Stage 11 11. Execution of a Project. Tender documents are prepared based on the technical sanction and drawings, tenders invited, contract concluded and physical execution takes place. Stage 12 12. Completion Reports. On completion of a project, the engineers submit a physical completion report (on the part A) pending finalisation of the accounts. After adjusting all liabilities and all accounts are closed, Part B of the completion report is submitted indicating the completion cost of the project. PLANNING AND EXECUTION OF MES WORKS STAGES OF WORKS FROM ENGINEER ANGLE PRE ADM APPROVAL PLANNING 1. 2. 3. 4. 5. 6. 7. 8. Work out land requirements and advise staff. Work out perspective construction programme. Liaise with survey and obtain survey maps. Prepare zonal plan and obtain approval of staff. Determine water and electricity requirements and identify sources. Vet-accommodation statements and prepare master plans (users spell out parameters and special requirements). Design external services. Prepare estimates and process for Government sanction.

POST ADM APPROVAL PLANNING. 9. 10. 11. 12. 13. Soil investigation. Detailed structural design, architectural plan and working drawings. Decide on specifications, prepare tender schedules and documents. Procurement of Stores. Scrutiny of tenders and conclude contract.

PHYSICAL EXECUTION MES 14. 15. 16. 17. 18. 19. 20. Supervision and quality control Administration of contracts. Budget control, regulating payments and maintenance of accounts. Taking over completed assets and handing over to users. Documentation for record of assets. Maintenance of assets. CONTRACTOR Actual construction including management of resources not provided by Government.

21

APPENDIX D (Precis No 1582) (Refer Para 25) POWERS OF CFAs FOR ACCEPTANCE OF NECESSITY AND ADMINISTRATIVE APPROVAL FOR ENGINEER WORKS Powers of competent Financial Authorities for acceptance of necessity and administrative approval for works are same and are stated below:To be exercised without To be exercised IFAs concurrence with IFAs concurrence Authorised Special Authorised Special Works Works Works Works (a) (b) (c) (d) (e) (f) Government of India. Full Powers Full Powers Full Powers COAS/CNS/CAS. 120 Lakhs 20 Lakhs 1000 Lakhs GOC-in-C/AOC-in-C/FOC-in-C/FOC 75 Lakhs 7 Lakhs 300 Lakhs South (Indep). Corps Commander. 37 Lakhs 3.75 Lakh 200 Lakhs Commander of an Area/Indep Sub 22 Lakhs 0.75 Lakh 100 Lakh Area/Indep Bde Group. Commander of a Sub Area/Bde Group 15 Lakhs 0.50 Lakh 60 Lakh AOC of an Air Force Stn, Commandant of TRG Institute/Estt/Colleges of the rank of Air Commodore and above/ Naval Offrs-in-charge of the rank of Cmde. Station Commander of the rank of 5 Lakhs 0.5 Lakh Colonel and above/NOICs /Naval stn cmdrs of the Rank of Captain / OsC Station of the rank of Group Captain/ Commandants of Air Force Academies/ Colleges/ Insts, headed by Offr below the rank of Air Commodore. Station Commanders below the rank of 5.0 Lakh 0.50 Lakh Colonel/NOICs /Naval Station Commanders below the rank of Captain/Chief Hydrographer below the rank of Captain/OsC Eds BRDs & Indep S Us below the rank Of Group Captain. Full Powers 50 Lakhs 20 Lakhs 10 Lakhs 5 Lakh 1.0 Lakh

(g)

(h)

NOTE: 1. In determining the CFA in a case where the project includes both authorized and special items of work the criterion shall not be financial powers for the normal items of work alone. In such case, therefore, if the estimated cost of the total of the special items of works exceeds the financial powers of the CFA for those items, the administrative approval shall be issued by the CFA under whose powers the special item fall. The SOP for exercising enhanced financial powers are laid down by G of I, MOD vide their letter No 3(7)/93/D(Wks) dt 26-08-98, circulated under E-in-Cs Br letter No 95533/POL/E2W(PDC) dt 05 Nov 98 as amended vide Mod Lr No.NOA/89591/SPI/693/2002/DGS-1 dated 22 Apr 2002..

2.

22 Appendix E (Precis No 1582) POWERS OF ISSUE OF ADMIN APPROVAL OF COMMANDANTS OF CAT A ESTABLISHMENTS (a) Commandants holding the rank of Maj Gen and above and their equivalents in the Navy & Air Force of under mentioned category A establishments can sanction minor work project costing upto Rs. 50,000/- each in respect of auth reqts. of their own establishments (other than those reqd for their own residences) :-

(i) DSSC Wellington (ii) NDA Khadakwasla (iii) IMA Dehradun (iv) OTA Madras (v) CME Kirkee,Pune (vi) College of Combat Mhow (vii) AFMC Pune (Auth : MOD letter No 67442/Q3W(Pol)/425/DO-I/D(Wks) dt 04 May 84 circulated vide E-in-Cs Br letter No. 66047/Pol/E2W(PPC) dt 11 June 84) (b) Commandants of following category A establishments have been also authorised to sanction minor works costing upto Rs. 50,000/- each in respect of authorised reqt of their own establishment (other than those reqd for their own residence) (i) Army School of Physical Training, Pune. (ii) Army School of Mechanical Transport, Bangalore. (iii) Army Clerks Training School, Aurangabad. (iv) Remount Veterinary Corps Centre & School, Meerut Cantt. (v) AEC Training College & Centre, Pachmarhi. (vi) High Altitude Warfare School, Gulmarg. These powers have since been amended/enhanced vide Appdx D (to Precis No 1582).

23 Precis No 1583 Management Department ADMINISTRATIVE PLANNING Introduction 1. Planning is the most important stage in the evolution of a project and requires much time and attention on the part of the user, staff and engineers. 2. Planning for work services in MES although a continuous process can be sub divided into the following:(a) Administrative Planning This refers to engineer planning involved from the inception of project to according of administrative approval. (b) Technical Planning This refers to engineer planning involved from according of administrative approval to commencement of work. This prcis deals with administrative planning with particular reference to the role of engineers.

3.

Role of Engineers 4. Duties of engineers versus those of staff and user are given in Appendix A. It would be noted that once the demand has been initiated, responsibility for processing through various stages lies on Q staff. Roll of engineers in administrative planning is fourfold:(a) (b) (c) (d) Advise the user in putting up his demand. Attend key plan/costing/siting board as a member and engineer adviser. Prepare all engineer documents. Advise the CFA regarding feasibility and economy of the project.

5.

Advising the user 6. In advising the user to put up his case, engineer should examine the project from all angles, specially as shown under:(a) (b) (c) (d) 7. Users requirements are firm and based on authorized establishment/ equipment tables (PE/WE/PET/WET). NOTE: If no PE is available WE less 10% may be adopted. Service demanded fits with overall plan/policy at Army HQ, Comd HQ (or equivalent HQ in Navy/Air force). No cheaper alternative can be adopted. Proposals are submitted to appropriate authority for consideration, both as regards cost and scope.

For carrying out this task efficiently, engineers should have a clear idea of the following:(a) (b) Authorised Scales These are dealt with in prcis on the relevant subject. Plan/ Policy (i) AHQ (or Air, Navy HQ) have issued various policy letters relating to various aspects of providing accommodation/ installation allied services. Any departure from such policy decision must be brought out in initial stages of planning. (ii) A key location plan giving permanent location of units is available with the Commanders. When conditions necessitate a departure or when the proposal if accepted, will interfere with the basic plan, this point should be pointed out in the initial stages of planning.

24

(c)

E-in-Cs Standard drawings/ technical instructions. E-in-Cs standard drawing/technical instructions must be followed in all cases. Minor variations to suit local conditions are permitted but a reference to E-in-C is necessary before making any substantial alteration.

(d)

Knowledge of Area. The engineer representative must be familiar with the conditions obtained in the area in particular, the following:(i) Maps and layout plan of the area. (ii) Existing water supply, electricity and sewage scheme. (iii) Soil conditions. (iv) Incidence of rainfalls, storms and snowfalls. (v) Direction of prevalent wind. (vi) Drainage contour. (vii) Availability of local materials and their suitability. (viii) Current rates for various types of works, materials and labour. (ix) Time requirement for executing works.

Attendance of Boards 8. The detailed procedure is given in relevant prcis. The main points to be ensured are as under:(a) (b) (c) (d) (e) 9. Boards are convened after the necessity for a work has been considered. This ensures that the project fits in with current policy and is within budget forecast. Orders for convening boards are issued by appropriate authority. This ensures that the planning is developed on the right lines and no change in scope would be effected at a later stage. Board is attended by appropriate engineer representative (see para 9). This will ensure correct engineer advice and relieve lower engineer formations from unnecessary work. Detailed procedure as laid down for inception, consideration and sanctioning of project is adhered to. This will ensure that engineer effort is not wasted. Sufficient time is allowed for technical planning. This will eliminate hasty contract action and delays on account of non-availability of land/buildings/stores.

Appropriate representatives who should attend boards are laid down in Appendix B.

Preparation of Engineer Documents 10. This has been dealt with in Precis Nos 1586 and 1587. Following main points must be ensured. (a) (b) Engineer documents are prepared at appropriate levels. The responsibility for preparation and check is shown at Appendix C attached. A thorough check is exercised at all engineer levels right upto engineer adviser of the CFA.

Advising the CFA 11. The engineer adviser to the CFA has to review the proposal from a broader angle. He should :(a) (b) (c) (d) (e) Check the data/estimate submitted by boards/engineers. ascertain soundness and economy of the proposal. Examine the problem from CFAs angle e.g., other commitments, budget allotments. Examine the inescapability of the work with due regard to other commitments, budget allotments and priorities. Submit his final recommendations regarding adoption/rejection/modification of the proposal.

Planning of new cantonments 12. Detailed discussion of this subject can be found in Manual on Planning of Cantonments Engineer Technical Information No 16 (ETI 16) issued by E-in-C. There is a Cantonment Planning team at

25 Army HQ E-in-Cs branch and it is assisted by Cantonment Planning team at Command level in Command CEs Office. They are responsible for planning of cantonments assisted by QMGs Branch, users, DGDE directorate and other specialist branches. The KLP (Key Location Plan) Boards are first to be finalized by Q staff and approved by Government. Then Zonal plans are prepared by E-in-Cs Br showing the location of all KLP units and provision for transit (ILP) units (Non KLP units) and future expansion. Zonal plans are to be approved by Service HQ. 13. Where KLP Boards have not been finalized and Zonal Plans are not ready, Costing Boards are to be separately held and not clubbed with Siting Boards. Master Plans are then prepared by the Cantonment showing the siting of each building, open spaces, training and recreational areas and the layout of services. When KLP deficiencies are sanctioned in phases the siting Board prepares the part Master plan for each project phase and may be finally merged into the overall Master plan.

Policy letters 14. Some important policy letters issued by QMG on pre-adm planning are listed below for further reference:(a) (b) (c) (d) A/30973/!3(Plug) dated 06 Jan 69. B/01247/Q3W (Policy) dated 17 Jun 69. A/26027/Q3W (policy) dated 24 Oct 69. 61279/Q3W (policy) dated 24 Oct 69

26

BLANK

27 Appendix A Precis No.1583 Refer Para 4 RESPONSIBILITY OF STAFF VERSUS ENGINEERS Ser No Phases Responsible Remarks

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16.

Initiation of Demand Carrying Out User Recce Rough Cost on Not Exceeding Basis Consideration of Demand Convening costing Board Carry Out Costing Board Zoning Layout Plan Indication of Cost and Engineer Appreciation Statement of Case and Filling Up Questions Acceptance of Necessity Convening Siting Board Assembly of Siting Board Detailed Siting Plan Approximate Estimate Administrative Approval Allotment of Funds

User User Engineers Q Staff Q Staff Q Staff Engineers Engineers Q Staff Q Staff Q Staff Q Staff Engineers Engineers Q Staff Q Staff

In consultation with engineers and other departments as necessary. Cost is not subject to check. Cost is not subject to check. Army HQ/ Command HQ. By a board of officers and advisers. Approved by Board at 7. Cost subject to check by engineer adviser to CFA. Technical data provided by engineers. By competent financial authority. By a Board of Officers. Approved by Siting Board. Cost subject to check by engineer adviser to CFA. By competent financial authority. Through Engineers for major works.

28

Appendix B Precis No. 1583 Refer Para 9 Appx A to QMGs Br. Letter No. B/01247/Q3W(Policy) dt 12 Mar 87 TABLE SHOWING RESPONSIBILITY FOR ORDERING BOARD LEADING TO ACCEPTANCE OF NECESSITY AND ADM APPROVALS RECCE-CUM-COSTING BOARD (For acceptance of necessity) Ser No Value of Project Convening Without With Authority Concurrence Concurrence Of IFA of IFA (b) (c) (d) Composition Acceptance of necessity (f) Terms of Reference (g) Army HQ SITING BOARDS (For Adm Approvals) Convening authority (h) Comd HQ Composition Administrative Approval (k)

(a)

(e)

(j)

1. Over 120 Lakhs

Over Comd HQ Comd HQ, Zonal Govt of India 300 CE, User, Rep DG Lakhs DE Rep QMG, Rep DGW Comd HQ, Zonal Army HQ CE, User, Rep QMG Rep DGW

Comdt HQ, Govt of India Zonal CE, User, DGDE @Rep QMG* Rep DGW Army HQ

2. Over 75 Lakhs Over -do&upto 120 lakhs 175 lakhs and up 300 lakhs

Army HQ for projects initiated by Army HQ Otherwise Comd HQ.

-do-

Rep QMG, Comd HQ, Zonal CE User

29

3.

4.

Over 22 Lakhs Over upto 75 lakhs 100 lakhs and upto 175 lakhs Upto 37 Lakhs Over (in case where 50 lakh intervening and upto Corps HQ 100 lakh Exists)

-do-

Comd HQ, Zonal CE, User/Corps HQ.

Comd HQ

Comd HQ

-do-

Comd HQ, Zonal CE, User Corps HQ, CWE, User, Rep zonal CE.

Comd HQ

Corps HQ Corps HQ,CWE, User, Rep Zonal CE.

Corps HQ

Corps HQ Corps HQ

Corps HQ

5.

6. 7.

Over 15 Lakhs Over Area HQ &Upto 22 Lakhs 35 lakh and upto 50 lakhs Over 5 Lakhs UptoSub Area HQ & upto 15 Lakhs 35 lakhs Upto 5 Lakhs -

Area HQ, CWE User

Area HQ

Area HQ

Area HQ

Area HQ, CWE ,User Sub Area HQ GE, User

Area HQ

Sub Area HQ, GE, user CWE *** Stn HQ Stn HQ, AGE, Users

Sub Area HQ Stn HQ

Sub Area HQ Stn HQ

Sub Area Stn HQ

Sub Area HQ

Stn HQ, AGE, Stn HQ User

Remarks: @ When acquisitioning of land is involved. * For projects initiated by Army HQ only. ** For all works costing above Rs 50 lakhs rep of Zonal CE shall be taken. *** For all works costing Rs 15 lakhs and above, rep of CWE shall be taken.

NOTES:

30 1. In case of proposal for minor works costing upto Rs . 1.00 lakhs where the location and requirement are firm with particular reference to approved Zonal/master plans and in accordance with existing policy, the requirement of recce-cum-costing and sitting Boards may be waived and sanction may be accorded on the basis of giving the exact scope and lay out of the works, accommodation statements and approximate estimates. The Powers of Area and Sub Area HQ for convening and presiding over sitting boards will also be exercised by equivalent CFAs i.e. Indep Sub Area/Indep Bde Gp HQ and Bde Gp HQ respectively. E/M representative of authorities responsible for prior technical scrutiny of E/M estimate as laid down in para 56 to 66 of MES Standing Orders (as amended) will be member of the board depending on the E/M contents of services falling within the limits laid down in the said paras. When ever acquisition/requisition/hiring of lands is involved, representative of DGDE will be associated with the board. If land belonging to Mil Farms is involved, representative of DMF will attend.

2. 3. 4.

5.

31 Appendix C Precis No 1583 APPENDIX A TO E-IN-Cs BRANCH LETTER No. 95533/Pol/E2W(PPC) DATED 01 Nov 2002 RESPONSIBILITY FOR PREPARATION AND SCRUTINY OF ENGINEER DOCUMENTS Ser No 1 1. 2. 3. 4. Competent Financial Authority 2 Govt of India COAS/CNS/CAS GOC-in-C/Equivalent in Navy & Air Force Corps Commander Without IFAs Concurrence Auth Spl Wks Wks 3 4 FP FP 120.00 20.00 75.00 7.00 37.0 3.75 With IFAs Concurrence Auth Spl Wks Wks 5 6 FP FP 1000 50.00 300 20.00 200 10.00 Rough Cost Preparation 7 Zonal CE Zonal CE Zonal CE (a) GE (b) CWE (a) GE (b) CWE Scrutiny 8 DGW DGW Comd CE CWE Zonal CE CWE Zonal CE Approx Estimate Preparation 9 Zonal CE Zonal CE Zonal CE GE CWE GE CWE Scrutiny 10 DGW DGW Comd CE CWE Zonal CE CWE Zonal CE Engineer Appreciati on 11 Zonal CE Zonal CE Zonal CE CWE Zonal CE CWE Zonal CE Remarks

12

5.

Commander of an Area/Indep Sub Area/ Indep Bde Gp/EquivaLent in Navy/ Air Force

22.0

0.75

100

5.00

(a) Upto 50 Lakhs (b) above 50 lakhs (a) Upto 50 Lakhs (b) above 50 lakhs

32

6.

Commander of a Sub Area/ Bde Gp/Equivalent in Navy/Air Force Stn Comdr of all Ranks in Army in Navy/Air Force

15.0

0.50

60

1.00

(a) AGE (b) GE (c) CWE

GE CWE Zonal CE AGE(I) GE

AGE GE CWE JE AGE

GE CWE Zonal CE AGE(I) GE

GE CWE Zonal CE AGE(I) GE

7.

5.0

0.50

JE AGE

(a) upto 15 lakhs (b) for 1550 lakhs (c) above 50 lakhs (a) upto 2.5 lakhs (b) utpo 5.0 lakhs

NOTES: 1. Technical scrutiny of E/M projects will be carried out as per Section 10 of MES Standing Order 1995. 2. At Sl No 3 preparation of Rough Cost/ Approximate Estimate/ Engineer Appreciation for works belonging to Navy & Air Force will devolve upon CWE and these documents will be scrutinized by Zonal CE.

33 Precis No 1584 Management Department SCALES OF ACCOMMODATION Introduction 1. Scales of Accommodation for Defence Services 1983 supersedes authorization of accommodation and scales laid down earlier in the Barrack Synopsis (India). Scales of Accommodation (War) 1944, post war scales and other Government letters issued till 30 th Aug 1983. This document shall be quoted as authority for all the provisions contained therein. 2. For the purpose of effective and economic planning of defence works and allied services the scales for authorized accommodation including general provisions and general authorization have been laid down for all standard units. These are to be referred to for common provisions and for specialized accommodation as per the applicability. 3. Certain authorization is based on the basis of large and small units. A unit is considered as large with authorised strength of personnel as 400 and more. Otherwise the unit is considered as small. 4. Scales for technical accommodation for hospitals is published separately while other accommodation not covered in the hospital scales is to be provided as per the scales laid down in scales of Accommodation for Defence Services 1983. Engineers shall be thoroughly conversant with these scales towards authorized accommodation, general authorization, plinth areas, floor areas, conversion factors to be applied, ceiling heights, fittings and fixtures, climatic classification of stations, reappropriation, reconstruction etc. Such provisions shall be meticulously examined by the Engineers while attending various boards and preparing AEs. The scales specified are applicable to all new permanent construction and may also be taken as guide for re-appropriation and re-construction of existing permanent accommodation. While doing so, various introductory notes given in the scales shall be carefully applied. These scales shall be applicable fully unless otherwise specific G of I policy letters issued after 30th Aug 83 become applicable.

5.

6.

7.

General Points 8. Scales of Accommodation for Defence Service 1983 provides, under various parts the following:(a) (b) (c) PART I - General Provisions and Authorisation. PART-II - General Scales. PART-III - Specialised Scales (i) Section A - Specialised accommodation for Army. (ii) Section B - Specialised accommodation for Navy. (iii) Section C - Specialised accommodation for air Force. PART-IV - Electrical and Mechanical Services. PART-V - Married and separated family accommodation. Appendices A, 'B', 'C', 'D', 'E', 'F' and G of S of A 1984.

(d) (e) (f)

34

General Important Points 9. (a) Changes/amendments to scales can be done only by the Government of India. However, proposals for variations can be routed through E-in-C. (b) Provisions in the scales shall be considered as Authorised Works while additional requirements for a particular unit on account of location, function, equipment specifications, etc, shall be treated as Special items of works for which specific approval of the competent financial authority shall have to be obtained. (c) While planning a particular type of accommodation authorization given shall be utilized keeping in view the planning notes issued by the E-in-C from time to time. (d) Plinth areas wherever specified shall be correctly applied. Plinth areas given are for one brick construction. For stone construction add 16% and for 1.5 brick wall and 12.5%. No reduction however be made for 200 mm bricks or 200 mm PCC blocks. (e) Where (e.g. OTM accn) floor areas are specified, area additions shall be made by applying appropriate conversion factors. (conversion factors are assessed as percentage of floor area for different types of buildings catering for entrance halls, lobbies, passages, corridors, verandah etc- APPENDIX A. (f) Plinth areas shall be calculated as per E-in-Cs Technical Instruction. No 13 of 1970 with amendments, if any APPENDIX B. (g) Minor variations in scales on technical reasons are treated on the merit of each case and as provided for in the tables given in the scales. Amenity and Ancillary Provisions 10. (a) General Provisions are contained in Chapter 2 of the scales. (b) General Authorisation is given in Chapter 3 of the scales.

(c) Accommodation common to all units as authorized is contained in Chapter 4 of the scales. Prestigious Buildings 11. Maximum of 10% extra funds to be catered for in the Approximate Estimates for prestigious buildings (of the total cost of such buildings) with reference to para 16-A(d) of DWP-86 and para 2.4.1 of scales of accommodation for Defence Services 1983 are for special architectural features and for superior specifications. However, to classify any building/ buildings in a station as prestigious Government approval is necessary being the competent authority to do so. (Authority E-in-Cs Branch letter No A/90130/E2/Design-3). Planning of Accommodation 12. (a) Broadly speaking the accn to be provided fall into two categories viz. general accn and the specialized accn. The general accn are those authorized for all units such as offices, institutes, domestic accn, storage accn etc., whereas the specialized accn are authorized for certain specified units depending upon their type and role.

35 (b) Authorised scales shall be judiciously used to all types of accommodation viz. general accn authorized for all units such as Married/Single and OTM accn. Special items of works shall only be demanded unless inescapable and shall not be out of individual views or likings. Utmost care shall be taken in considering detailed planning notes issued from time to time particularly towards single multistoried type, economic use of land, staircase share, scooter sheds etc. Even, combining of facilities for various units in a station shall also be considered as a means of reducing costs wherever, improvement to the existing accommodation is proposed in view of these scales, specific guidelines policies governing such additional provision shall be taken into account, and provisions in the scales shall not be taken as a right to do so.

Important Scales 13. The appendices to this prcis give out certain imp scales and information connected there with. These are only for guidance. As the scales are being revised by the Govt very often, ref must always be made to the latest policy letters on the scales ( Appendix C gives authorized percentage for married accommodation. Appendix D & E shows the scales of accommodation for single and married service personnel. Appendix F gives scales for married accommodation for civilians. Appendix G shows the grouping of accommodation under various heading for guidance). 13A. Provision of Rain Water Harvesting shall be adopted in works of defence services wherever mandatory by CGWBs of State/Union Territories based on actual necessity of the particular station. (Auth: MOD letter No 35105/79/Pol(Wks Pro)/18/8/DOII/D/Works-I) dt 01 Oct 02).

Conclusion 14. Application of scales requires a thorough knowledge of the working of the unit and authorizations laid down by Govt Engineers should keep themselves abreast of all changes to render correct advice to users and CFAs.

36 Appendix A Precis No 1584 (Refer Para 9 C) CONVERSION MOD letter No PC II (3)/89/DD II/D(W-I) dt 10 Jun 86. STANDARDIZATION OF DESIGN OF BUILDINGS STREAM LINING OF WORKS PROCEDURE Scales of accn Def Services 1983: Based on this for various types of OTM accn, the PA conversion factors are : (Earlier conversion factors were based on E-in-Cs Branch letter No 97636/E2 dated 04 Oct 76). Ser No Type of Building 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. Animal House Tradesmen shop Bakeries Veterinary Laboratory Adm Accn (a) Central Corridor (b) One side Verandah Educational Building Guard room/ Armoury Post Office (a) Fd Post Office (b) Base Post Office Mess Institute other than Offrs Mess Auditorium cum Cinema Hall Workshop Building Dining Hall MI Room Unit Institute (a) Tech Office (b) MT Store Fire Station JCO Mess Storage Accn Drying & Ironing Store POL Store Covered Accn for Vehs (a) FA upto 30 SM (b) FA above 30 SM Shopping Centre SM Barrack Butchery Hospitals Military Dairy Farm Percentage accepted 120 90 80 78 70 100 100 75 80 85 100 62 80 108 85 124 58 100 77 77 124 25 15 90 85/135 42 120 61 Remarks

(Out Side Verandah)

37 27. Offrs Mess (a) Upto 28 Offrs (b) Above 28 offrs Cook House Lub Oil & Grease Store Covered Accn for Arty Eqpt Family Welfare Centre Swimming Pools (a) Type A & B (b) Type C & D Central Maintenance Centre

90 80 91 124 13 101 175 140 As per individual item

28. 29. 30. 31. 32. 33.

NOTE: The above conversion factors are based on one brick construction.

38 Appendix B Precis No 1584 (Refer para 9f) PLINTH AREA 1. The extract of T.I No 13 of 1970 Plinth Area of a building is as under:(A) The following shall be included in the plinth area of a building:(a) (b) (c) (d) (e) (f) (g) (h) (j) (k) (l) Area of the building at a floor level excluding plinth offsets, if any. Where the building has columns projecting beyond the cladding upto the external face of the cladding. Air Conditioning Room, in case of non residential building only. Lift well 50% of the area. Barsati. Basement. Mezzanine floor. Projecting balconies projected to their full width by upper balconies 50% of the area. Galleries in Auditorium and assembly hall/ Theatres. Covered Passage without side walls 50% of the area. Projected cupboards/ side boards beyond external wall 50% of the area. Verandah:(i) Full area of Verandah upto the outer line of ext verandah lintel. (ii) Cantilever portion of verandah 50% of the area Porches:(i) Cantilevered 50% of the area. (ii) Others 100%

(m)

(B)

The following shall not be included in the plinth area:(a) Internal shafts for sanitary services. (b) Mumty. (c) Lofts. (d) Architectural Bands & Cornices. (e) Towers & domes projecting above terrace level. (f) Box Louvers / Sun Breakers. (g) Garbage chutes. (h) Open Platforms & terraces at ground floor. (j) Spiral Stairs including landing. (k) Unprotected balconies. (l) Machine rooms.

39 Appendix C Precis No 1584 (Refer para 13) AUTHORISED PERCENTAGE FOR FAMILY ACCOMMODATION ARMY OFFICERS Officers Major and above Captains Subalterns AIR FORCE OFFICERS Officers Squadron Leaders and above Flight Lieutenants Flying Officers and below NAVY OFFICERS Officers Lieutenant Commander & above Lieutenant (including SD list) Sub-Lieutenant (including SD list) NURSING OFFICERS Married accommodation for Nursing Officers is to be provided at the scale of 15% of the authorized Nursing Officers in PE of Hospitals. ARMY TROOPS Authority: AI No. 10 of 1956 as amended. (i) (ii) (iii) (iv) (v) (vi) (vii) (viii) Unit JCOs/WOs of all army units (see also note 2 below) Qtr Master and Troops Defadars of Animal Transport Units Artificers (Asstt Foreman and Charge hands only) Havildars of Postal Services and those of ASC (including Clk GD/GD(SD) and Havildar Clerk AEC) Havildars AOC & EME and Defadar/ Clerks RVFC Religious Teachers NCO Instrs, AEC & APTC Havildars and Combatant clerks of recruiting organisation. all non combatants (enrolled ) and only those of non combatants (un-enrolled) who are borne on authorized establishment and are required to live near their place of work. Artificers other than those mentioned at (iii) above Percentage Percentage 100 80 33 1/3 To be taken as a guide

percentage Flying Stations Non Flying Stations 100 70 25 Percentage 100 83 63 100 60 50

100

(ix)

60

40 (x) (xi) (xii) (xiii) (xiv) (xv) (xvi) NCOs and OR of HQ Bombay Engineer Group 50 ORs of Postal Service, AOC, EME, OR Clerks of RVFC 331/3 AEC and those of ASC supply (incl clerks GD/ GD(SD) but excluding MT Drivers). NCOs and OR of HQ Madras Engineer Group (including 27 units, reinforcements and recruits). NCOs and OR of Gorkha Units, including Training Centre 27 NCOs and OR of Units at HQ Bombay Engineer Group 24 (excluding reinforcements and recruits) NCOs and OR of President Body Guard 15 NCOs and OR of all army units NOT catered for above 14 i.e. Infantry, Cavalry, Arty, Armoured Corps, Engineers, Signals, CMP, MDSC, AMC, RVFC, Intelligence Corps Pioneer Corps, ASC (other than those at (ii), (iv) and (ix) above and reinforcement and recruits of Bombay Engineering Group. Any extra accommodation in existing lines may be utilized but no expense will be borne by Government in connection with the move of any of the families so accommodated. The above applies to permanent accommodation (existing or that to be provided any new construction) and existing temporary accommodation. For JCOs/WOs ;75% Married and 25% single accommodation should be allotted when planning projects. Any increase in the percentage of married accommodation required, is to be approved by the service HQ.

NOTES: 1.

2.

NAVAL TROOPS Family accommodations for authorized complements (excluding sailors undergoing initial training, boys and apprentices and also sailors undergoing courses of instructions or training of less than 26 weeks duration) of ships and establishments in Navy. Percentage (i) MPCOs and CPOs 100 (ii) POs 50 (iii) Leading, Able and Ordinary Seamen 14 NOTES: The term family will mean wife and children and will not include any other. relations AIR FORCE TROOPS (Authority: Same as for Air force Officers) (i) (ii) (iii) (iv) (v) MWOs and WOs JWOs NCOs Aircraftmen NCsE 100 75 50 14 100

41 Appendix D Precis No 1584 (Refer para 13) SCALES OF SINGLE LIVING ACCOMMODATION FOR SERVICE AND NURSING OFFICERS AND JCOs Type of Quarter Plinth Area (SM) Living Garage Accommodation 20.9 sm 60.4 sm 51.1 sm 51.1 sm 37.2 sm 50% 20% 4.2 sm (PA) scooter sheds 4.2 sm (PA) scooter sheds Servant Quarter] 18.58 sm 75% 50% 25%

(a) (b) (c) (d)

Major & equivalent ranks and above Captain and equivalent ranks 2nd Lt/ Lt and equivalents JCOs and equivalent ranks

(Ref Table 5.I and Table 5.III of scales of Accn for Defence Services, 1983) Planning Notes: (a) Areas of stair case to be provided, refer to Scales of Accn 1983. (b) Scooter sheds in single living accommodation are authorized for all types of construction (i.e. single, double or multistory) with reference to Chapter 5 of Scales of Accn 1983. Auth: E-in-Cs Branch letter No A/90130/E2/Design-3 dated 08 May 1987.

Appendix E Precis No 1584 (Refer para 13) Ref to MOD letter No 3(1)/79/DO II/D(Works-I) Vol II Dated 16 Apr 1979. Ser No Ranks Auth Main Unit Area for Staircase AREAS IN SQM Plinth Areas for Servant Qtr Area for Garage auth Area for Area for Scooter attached ADC Cycle Office shed

(1) 1. 2. 3. 4. 5. 6. 7. 8.

(2) Married accn in Sq.M NCOs & OR and equivalent Hav/PO/Sergt Nb/Sub/Fltgt Sub/CPO/WO

Md accn Separated Md accn Separated Md accn Family family accn (3) (4) (5) (6) (7) 49.24 49.24 5.02 51.10 49.24 5.02 65.03 65.03 5.02 65.03 65.03 5.02 5.02 5.02 5.02 5.02 5.02 6.04 6.04 6.04 22.30 22.30 -

Separated family accn (8) (9) -

(10)

(11)

(12)

(13)

2.50 Cycle shed -do4.2 Scooter shed

-do-do-do-

Sub Maj/MCPO/MWO 65.03 65.03 5.02 2Lt/Lt/Sub/Lt/Plt Offr/Flt Lt Capt/Lt/Flt Lt Maj/Lt Comdr/Sqn Ldr 83.61 83.61 6.04 83.61 83.61 6.04 139.35 83.61 6.04

16.72 20.90 (50%) 16.72 20.90 20.90 (75%) (50%)

43 9. 10. 11. Lt Col/Comdr/Wg Comdr Col/Capt/Gp Capt Brig/Comdr/Air Commodore Maj Gen/Rear/air vice Mrl Gen/Vice Adm 139.35 83.61 6.04 139.35 83.61 6.04 139.35 83.61 6.04 6.04 6.04 6.04 22.30 22.30 22.30 16.72 20.90 20.90 (75%) (50%) 16.72 20.90 20.90 (75%) (50%) 16.72 20.90 20.90 16.26 ((75%) (50%) 16.72 20.90 20.90 23.23 19.98 (75%) (50%) 22.30 16.72 20.90 20.90 23.23 19.98 (75%) (50%)

12. 13.

139.35 139.35 6.04 139.35 139.35 6.04

6.04

22.30 6.04

NOTES: 1. 2. These plinth area standards shall be applicable to the construction of residential accommodation in all places in India. Plinth areas proposed above are based on the wall thickness achieved with the standard brick size 9 x 4.5 x 3 (Nominal). When standard size bricks are replaced by modular bricks 20 cm x 10 cm x 10 cm in course of time, the plinth areas specified above will not change. Where wall thickness has to be more for technical reasons, plinth areas may be suitably increased. In places where stone construction is more economical and is normally adopted the plinth area may be suitably increased by 16% to allow for additional thickness of wall. In areas where standard size of bricks is 10 and increase of plinth area to the extent of 4% in case of quarters for ORs/Havs/JCOs and Civilian Type I, II and III and 2.5% in case of quarters for service officers and for Civilian Type IV and V quarters will be allowed. In areas where local specifications permit use of thinner walls such as Accra walling or timber construction, the plinth areas would be reduced suitably. (a) Sleeping out balconies shall be provided in regions of hot and dry climate and for construction which is more than two storied. The area of sleeping out balconies will be 80 sq ft for quarters for ORs/Havs/JCOs, 84 sq ft for quarters of 2 nd Lt/Lt/Capt and 106 sq ft for quarters for Majors and above. In case of regions with hot and humid climates, i.e. coastal regions where it is not customary to sleep out during summer, sitting out balconies with the half of the areas stipulated in the Table of Scales shall be provided in lieu of sleeping out balconies in places other than Bombay and Calcutta (for which reduced standards as indicated in the Table of scales shall apply). In regions of cold climate viz. hill stations glazed verandahs in lieu of sleeping out balconies may be provided with half of the areas of sleeping out balconies. Where sleeping out balconies are provided, facilities for use of

3.

44 terrace by occupants need not be provided. In hot and dry regions, sitting out balconies may be provided for two storied construction. (b) Areas of sleeping and sitting out balconies may vary with the type of design, depending on architectural and structural constructions. The areas stipulated, however, are maximum that will be allowed.

In case of quarters for ORs/Havs/JCOs and Type I, II and III for civilians, the standard plinth area may be exceeded utpo 2% when found necessary on architectural considerations. This is to allow for some flexibility in Architectural Planning. (a) (b) In the Married Accommodation and Separated Family Accn for Majors and above, garages shall be provided at 75% and 50% respectively of each rank. Provision will be made in the planning and layout for construction of additional garage for cars at an extent of 25% of the number of residential units for the officers of the rank of Majors and above.

In the case of double storey quarters, cycle and scooter sheds shall not be provided. However, in case of three storied construction cycle and scooter sheds may be provided. No scooter or cycle shed shall be provided in Bombay and Calcutta, even for more than three storied construction. In case of construction of four storey and above in places other than Bombay and Calcutta, cycle and scooter sheds where authorized may be provided separately or one or more quarters on the ground floor may be earmarked for covered parking of cycles and scooters. In case of main building areas for staircase circulation are based on a stair width of 1.07 m. Where bye-laws require more width than this, areas to be provided would be increased suitably. For 1.22 mm wide stair, area for staircase shall be 6.5 sq. meters. Where local bye-laws so require, additional area for fire escape staircase will be allowed. Sanitary pipe shafts open to sky, wherever provided, are not to be included in the standard plinth areas. Area required for services, such as garbage chutes, electric sub station, pump room etc, wherever necessary, will be allowed over and above standard plinth areas. In multi storied flats, when lifts are necessary, additional areas over and above the standard plinth areas for the different types will be allowed for the provision of one or more lifts and lift landings. Area for staircase given against various ranks in the Table of Scales is based on the assumption that on each floor a minimum number of two quarters will be built. If due to unavoidable circumstances, construction of odd number of quarters is necessitated, area of staircase as authorized for the additional quarters may be included in the approximate estimates in the planning stage and provided in the construction although the additional quarters may be built at a later date.

45

Appendix F Precis No 1584 (Refer para 13) SCALES OF MARRIED ACCOMMODATION FOR CIVILIANS Ser No Type of Accn Auth Area in Sq M Plinth area (SM) Areas for Main Unit Staircase 139.35 83.60 55.75 45.00 34.00 6.00 5.50 5.00 5.00 5.00 Garages Areas for Servant Quarter 18.60* 20.90 Scooter/ Cycle Shed Remarks

1. 2. 3. 4. 5.

Type V Pay range Rs.12000/-and above Type IV- Pay range Rs. 8500/- to Rs.11999/Type III Pay range Rs. 5500/-to Rs. 8499/Type II pay range Rs. 3050/- to Rs. 5499/Type I Pay range Rs. 2550/- to Rs. 3049/-

*Attached to Main unit. 4.2(100%) 4.2(100%) 2.5(100%) 2.5(100%) Scooter shed Scooter shed Cycle shed only. Cycle shed only.

46 Appendix G Precis No 1584 (Refer para 13) PLANNING OF ACCOMMODATION 1. Accommodation to be provided to a unit depend upon the following:(a) Type of the unit whether Infantry, Cavalry, Armoured Corps, Artillery, Signal and so on. (b) PE/PET of the unit. (c) Role of the unit esp if a role other than normal is allotted to a unit e.g custody of P of Ws. (d) Existing accommodation/facilities. (e) Policy regarding provisioning from time to time. (f) Location whether KLP/ILP etc. Accommodation normally provided falls into the following categories:(a) Authorised accommodation for a standard unit. (b) Special accommodation. Accommodation as authorized can be classified under the following categories:(a) Domestic accommodation: Married/Single including separated family accommodation for Officers, JCOs, Hav/ORs NCOs and NCsE and Civilians paid from DSE. MES key personnel, MES Non key personnel (treated as Special), Constructional Staff Quarters, Messes and attached guest rooms (both Officers and JCOs), MES Inspection Bungalows. Accommodation to be completed with all ancillaries e.g. cook houses, baths, WCs or latrines, ablutions WHB etc. (b) Training: Parade Ground, Drill shed, Band Accommodation, Drivers Training Track, Training Sheds, Obstacle Course (at the discretion of GOC-in-C Command or equivalent authority), Ranges, Swimming Pool, Sand Model Room (special Assault Course (one per Regimental Training Centre), Confidence Course (one per center in all Infantry and Mechanised Infantry Regimental Training Centres). Motivation Hall-cum-MuseumBoxing Rings (one per Regimental training Centre). (c) Educational : Men School, School Kindergarten, Childrens School, Instructional Religious Institute Hall, Room for Technical Training, Instructional Workshops. (d) Recreation and Sports: Hockey/Foot ball grounds, Tennis and Squash Courts (as per scales of accn 1983) Badminton and Basketball, Sports Stadium. Sports Store (Large Units 19 sm; Small units 9 sm). (e) Medical Accommodation: MI Rooms for leave camps and labour camps. (f) Administrative Accommodation: Offices Regimental, Battalion, Company, By-cycle cum Scooter Stand, Flag Staff, Guard at Officers Residence (for GOC-in-C, corps Comdr, Div or Area Comdr, General Officer and a Brigadier in Command of a Category A establishment, a Brigadier and a Sub Area (provided an officer senior in rank to him is not located in the same station). Detention Room, Sentry Boxes, Walls, Gates, Fences and Helipads. (g) Technical Accommodation (incl M.T.): Armoury, SAA, Magazine or Explosive Store, Garages and connected items (Repair Bays, Technical Store and Office, Washing Platforms, Assembly Area, Hard Standings, Inspection Pits, Petrol Store, Lub Oil Store, Ramps and Sentry Boxes and Gun Shed).

2. 3.

47 (h) (i) (j) Storage Accommodation: Baggage, Kit, Clothing, Rations, General Equipment, Signaling Eqpt, Band Instrument, Company Stores, Sports Stores, Weapon Training Stores, General Stores, Station Stores (on a station basis). Fire Fighting Accommodation: As per recommendation of Fire Inspector Trailor Pump sheds, Static Tanks (special). Amenities: Institute for OR, Central Institute (on central basis,) Civilian Community Hall-cum-Recreation Centre (wherever Civilian Living Accn exists). Family Welfare Centre, Film Vaults, Holiday Homes (Tourist resorts, Hill Stations, Pilgrimages where specialized hospital facilities are available to be sanctioned by G of I). Bank, Post and Telegraph Office, Sainik Aramgriha, Shopping Centre, Unit Shops, Wells may be provided where conditions render it necessary. Miscellaneous: Dhobi Ghats or laundry, drying and ironing sheds, incinerators, shop (armour, tailor, carpenters and barber). Butchery (only if central arrangement not available). Coal and Coke yards (on as required basis if circumstances warrant). Accommodation for attached units: Depends upon the circumstances obtained at the station. Normally units catered for MES, EME, ASC and AEC. Accommodation to be provided includes domestic offices, stores, garages and specialist accommodation, if any. Specialised Accommodation: Depends upon the type of unit and its role.

(k) (l) (m)

Following are the common errors committed in applying the correct scales/planning accommodation:(a) (b) (c) (d) (e) (f) (g) (h) (i) (j) (k) (l) (m) (n) (o) (p) (q) (r) (s) (t) Married accommodation for officers provided does not conform with the laid down grading (appendix F). Percentages for Married accommodation to be based on authorized percentages: (Appendix C). Barracks and Single Officers quarters and JCOs quarters not provided in double storied buildings as far as possible. For schools of instruction, quarters other than G provided. No provision made for sanitary annexes where specific provisions do not exist. Refer para 3.50.2 scales of Accn 1983. No provision made for latrines for cook houses, dining halls, guard houses and all independent buildings. Provision for civilians accommodation not included in the estimates. Accommodation for servants of Messes based on scale 1983 and not on AI 129/52 Scating accommodation for Mens School does not conform to laid down percentages. Club rooms not provided where civilian amenities are available for less than 100 offrs. Officers Institute provided where civilian amenities are available for less than 100 officers. Underground Sewage Disposal provided in Non KLP station (requires G of I approval). Storage accommodation not fully provided. Proposals initiated for bringing existing accommodation upto new scales. Provision of offices not worked out and not suitable for functioning of the unit. Sanction of GOC-in-C for drill sheds not obtained. Recommendation of Inspectorate of Fire Service not obtained regarding fire services buildings. Provision made for metalling of parade grounds. Provision for ancillary accommodation for garages not made. Squash/Tennis/Badminton/Basketball Courts provided without consideration towards smaller/large units.

48 (u) Heights of rooms, widths of verandahs, compound walls and fencing not restricted to the minimum possible

Refer Para 2.13 Scales of Accn 1983. In addition to mosquito proof/to all down window MNF shall be provided (G of I letter No 35130/80/Q3W/Policy dated 14 May 86). NOTE: In planning of accommodation Scales of accommodation for Defence Services -1983 shall followed along with any policy directives issued after 30 Aug 1983. Bringing up existing accommodations to cater for new authorization as per Scales of Accn 1983 (referred above) shall be done judiciously and with the sanction of the CFA only.

49 Precis No 1585 Management Department COSTING RECONNAISSANCE (RECCE-CUM-COSTING BOARD) Introduction 1. Costing Board is the first important stage in pre-adm planning where engineer plays a major role as a member and engineer adviser. As stated in Precis No 1582, the object of holding a Costing Board is to obtain acceptance of necessity of the CFA. In Station where KLP has been approved and Zonal plans have been prepared and approved, married and other than married (OTM) projected need not be subjected to an acceptance of necessity stage since these have already been accepted. Therefore it is visualized that the boards will have to be conducted in two distinct stages as under:(a) (b) Board for acceptance of necessity (AON) for KLP/Zonal/Costing boards and Siting Boards leading to the Administrative Approval. (responsibilities covering boards is as laid down in Appendix B to Precis No 1583).

User-Cum-Costing Reconnaissance This is necessary where:(a) (b) the unit for which a work demand has been intimated is NON KLP unit or when the ZONAL & MASTER PLANS for the station have not been finalized. Special items of works involved & CFA may be changing.

Object And Duties 2. The purpose of holding Costing Board/AON Board is:(a) (b) (c) (d) (e) (f) To finalise location where Zonal plan of a cantonment is not ready. To prepare Zoning Layout indicating various Zones such as residential, technical, administrative, play grounds, green belts etc. Network of proposed roads also shall be shown therein. To work out requirement of areas. To determine broadly the scope of the project and to prepare Accommodation Statements. To reflect in detail, the extent and scope of reclamation of land in case of marine works or where such need arises. Where piling is involved and is possible, detail siting of building shall be done. NOTE: If items (e) and (f) above are involved, actual estimate are required to be submitted (and NOT Rough Cost) to enable the CFA to accord Go Ahead sanction.

Composition 3. The composition of the Board has been shown in Appendix B of Precis No 1583 . The board is so constituted that every aspect of the project receives full consideration. Therefore the following should be represented on this:(a) (b) Quarter Master General (Administrative) Staff. Medical Staff.

50 (c) (d) (e) (f) Engineers Staff. User. Higher HQ DEO & Dy Commissioner Rep if land is involved i.e. Civil Authorities.

Officers from the following branches may be included in the Board when specialists advice/ liaison is necessary:(a) (b) (c) (d) (e) (f) (g) (h) G Staff for advice on security, ground and air defence. Movement and transportation. Civil Authorities. Railway Authorities. Signals. Camouflage. Technical experts on such matters as rail layouts, water borne sanitation, arboriculture. Environmentalist. Note: Whenever acquisition of privately owned land is contemplated, chief revenue officer of the district or his representative should be invited to attend the board. Proceedings of board are then to be treated as Confidential.

Terms of Reference 4. A directive, as required by the nature and the scope of the project, will be issued. The main points to be covered are:(a) (b) (c) (d) (e) (f) (g) (h) (j) (k) Accommodation to be provided. Land requirements. Water. Power. Roads (Access and internal). Railways requirements, if any. Furniture. Area drainage. Sewage disposal. Any special consideration to be borne by the Board such as accommodation for civilian officers, Staff, Car/Scooter parks in offices, specialist service, fire fighting facilities, security needs, Trg facilities etc.

Deliberation of the Board 5. A thorough examination of the site will be carried out from the point of view of completion of zoning layout/board proceedings. Different representatives will ensure that all their requirements are provided for adequately. Experts advice on different matters will be fully considered. Based on this the recce board will give their recommendations on the following main points:(a) (b) (c) (d) Availability and suitability of land. Possible expansion will be borne in mind while working out land requirements. Yard sticks for working out area of land will be remembered. Accommodation existing, required and special. Training facilities. Amenities.

51 (e) (f) (g) (h) (j) (k) Water and Electric Supply. Communication land, water and air. Drainage. Sanitation. Camouflage and Security. Environmental hazards, or precaution to be taken as the one may be.

Documents 6. Board proceedings along with all the documents prepared both by the staff/user and the engineers (on the proper Performa) are submitted simultaneously through staff and engineer channels to CFA/CEA or consideration/check and obtaining acceptance of necessity. 7. Board proceedings on IAFD-931 would cover the details of the following points:(a) (b) (c) (d) (e) (f) (g) (h) (j) (k) 8. Constitution of the Board. Locality to be considered. Map ref, size of area. Water Supply and electricity (in outline only). Provision of internal and external communications (including the communication planning). Security and fire fighting. Availability of local labour and accommodation for them and non entitled personnel. Amenities. Phases. Accommodation for constructional staff and MES key personnel. Special items of work.

A list of appendices as under will be attached:(a) (b) (c) (d) (e) Statement of the case prepared by user. Zoning layout showing rail layout, road layout, location of depots and zones of accommodation and areas for expansion. Accommodation statement. Rough cost and engineer appreciation. Other appreciations (Transport, Signals, Medical, Supply and any other matter of particular importance).

Engineer Role 9. The engineer representative should collect the necessary ground data and other information from the civil authorities regarding availability of water, power and sewage disposal facilities. He must visit the site before the Board meets and get acquainted with the area. The ground data should includes amongst other items the following:(a) (b) (c) (d) Nature of soil, geological information; contour plans. Details and condition of existing buildings and the proposals for utilizing them or otherwise. Details of existing roads and other communication facilities and details of existing services such as water supply, electric supply, sewage disposal etc. Meteorological data such as temperature variations, rainfall statistics, wind data, sun data, seismic zones etc.

52 (e) (f) (g) (h) Natural nullahs available for drainage. Availability of local labour, materials and their efficacy and quality. Accommodation required for constructional staff and key personnel. Any other information that affects the cost such as restricted working hours, excessive cost on services etc.

The information to be collected from civil authorities should cover the availability of water, power etc. from them and to what extent augmentation can be met by them. Voltage, mode of supply (bulk or distributed), terms of supply, etc should be ascertained. It should also be ascertained whether the existing municipal sewers can take the sewage from the new project or not. Accommodation Statement 10. This is the most important document to be prepared by the Costing Board, since the scope of the project is determined from this statement. The preparation of the Accommodation Statement is the joint responsibility of Engineers and Q Staff. A specimen of this statement showing the responsibility is shown at Appendix A. It will be seen that Q staff is responsible for furnishing strength whereas engineers are responsible for filling up the authority and authorized accommodation based on scales. Details of accommodation required under security arrangements, fire fighting requirements, air conditioning/refrigeration and special requirements will have to be furnished by staff/users. Accommodation existing and the deficiencies to be made good by addition/ alteration to other surplus buildings are to be filled up jointly by Q staff and engineers. Accommodation to be provided by new construction is to be stated by Q staff. The responsibility for obtaining concurrence of users directorate and clearance from their associated finance for special items rests entirely with the users. If there is any delay on this account, CFA may sanction the work deleting the special requirements. (refer to para 4(c) of DWP-86). Zonal Layout Plan 11. This will show the demarcation of area into various zones such as residential, administrative, technical etc. and the provision for future expansion. The area requirements will be based on yardsticks given in ETI 16 or Cant Plg Handbook etc. the roads, boundary line etc. will be shown. This is prepared by engineers and users and approved by the Board. Other Documents 12. Rough cost and engineer appreciation will be dealt with in Precis No 1586.

53 Appendix A Precis No 1585 (Refer para 10) ACCOMMODATION STATEMENT PART I Station: Name of Works: Ser Name of No Unit Authority Maj Gen & above 1 1. 2. 3. 2 3 Authorised strength as per WE/PE Percentage of authorization of md accn Authorised married addl accn (in units) of Quarters Married accn (if restricted to 80% or 75%). 4 Maj to Brig 5 Officers Capt Lt/2 Lt 7 Total JCOs Havs AOC/ASC/ EME/AEC 9 10 Others AOC/ ASC/ EME/ AEC 12 ORs Others Remarks

11

13

14

4.

54 ACCOMMODATION STATEMENT PART II Ser No 1 1. 2. 3. 4. 5. 6. 7. 8. 9. Rank Married accn if restricted to 80% 3 Govt 4 Accommodation available Hired by Under MES Constr 5 6 Total 7 Surplus/ Deficiency 8 Accommodation Remarks Immediately recommended for construction 9 10

Maj Gen & above Brig Col Lt Col Major Captain Lt/2 Lt Havildars (a) AOC/ASC/EME/AEC (b) Others ORs (a) AOC/ASC/EME/AEC (b) Others

CERTIFICATE (a) (b) It is certified that all existing accommodation has been taken into consideration and the deficiencies have been worked out in accordance with the approved scales and entitlements. Certified that PE/WE No.dated..and amendments upto.have been adopted.

(Station Staff Officer) for Station Commander

(CE/DEC)

(Presiding Officer)

55

Precis No 1586 Management Department ROUGH COST/ INDICATION OF COST AND ENGINEER APPRECIATION Introduction 1. When the costing board has decided on the main requirements (accommodation statement), engineer representative is called upon to prepare a rough cost and an engineer appreciation which will accompany the Board Proceedings. Rough Cost/ Indication of Cost (RC/IC) 2. Scope It is rough estimate for the project worked out on the basis of the zoning layout and accommodation statement. If master plans are not available, tentative layout may be prepared by Engineers. It includes storage requirements, special items of work, engineers services, land acquisition, demolition of structures, site clearance and all other charges, which are necessary to fulfill the requirements as set out by the users in writing and technical requirements envisaged by the engineers. 3. Purpose The purpose of rough cost indication of cost is to determine the CFA who will scrutinize the project and accord acceptance of necessity. The engineer adviser of the CFA checks the rough cost to ensure that it is a reasonable estimate and includes all charges. Basis of Preparation The rough cost is based on the following:(a) Accommodation statement prepared by the Costing Board. (b) Yard sticks from previous experience for similar works such as:(i) Approved plinth area rates with application of market variation and escalation. (ii) Labour and material constants. (iii) Machinery constants. (iv) Per capita rates. The responsibility for preparation of rough cost has been shown in Appx C to Precis No 1583. 5. Special Items All Special items will be grouped and shown separately and necessity will be fully explained by the users. Furniture 5% of the building cost may be added for furniture if authorized and required. (For schools, education centers, colleges etc @ 15 18% of the building cost). External Services External Services can be estimated from detailed quantities, if available or by adding 25% of the building cost, if sources are already developed. If sources are to be developed, additional

4.

6.

7.

57 5% must be added for each source to be developed. Feasibility of non conventional energy to be indicated. Contingencies Contingencies at 3% will be added over the total rough cost of the project. Items to be charged to the project contingencies are in Appendix A. Establishment 2% of the total rough cost is allowed for work charged establishment charges. Checking of Rough Cost Following points will be particularly scrutinized:(a) Requirements of accommodation have been calculated on the authorized peace establishments of the units and authorized scales. (b) Full requirements of the users have been taken into account and project is complete by itself. (c) Land for the project is available, otherwise cost of its acquisition is to be included. Form The form used for rough cost is given in Appendix B to DWP-86 is attached as Appendix B.

8.

9. 10.

11.

Engineer Appreciation 12. Purpose The purpose of an engineer appreciation is to present to the higher authorities a full and correct picture of the engineer problems involved, so that correct decision can be taken at higher level. 13. 14. Responsibility for preparation of engineer appreciation is given in Appx C to Precis No 1583. Engineer appreciation is required for all projects costing over Rs. 2 Lakhs. In preparation of engineer appreciation following points should be kept in view:(a) (b) (c) (d) In working out accommodation requirements, all factors, e.g. G of I policy, standard designs, economy in specifications, are given due consideration. Accommodation proposed to be utilized/altered is really surplus and will not be required for some other purpose, in future. Assistance required from E-in-C regarding stores, equipments, specialists advice is fully brought in engineer appreciation. Time of completion takes into account:(i) (ii) (iii) (iv) (v) (vi) (vii) (viii) Time for technical planning and contract action. Provisioning of stores and equipment, availability of local stores. General performance of contractors in the area. (including consultant agencies). Whether work is in one compact site or scattered. Weather and climatic conditions. Whether or not approach roads, water and electric energy for construction are available. Site restrictions, if any, works being in restricted area requiring passes for entry of contractors labour. Personnel available for supervision.

58 (e) (f) (g) 15. Target time is based on Army HQ Policy or some definite rational plan of the user. As far as possible, target time should correspond with normal time for completion. Staff required for efficient execution/ supervision is indicated at this stage. This includes both regular and work charged establishment. Abnormal costs are explained with full reasons.

Form The form to be used for engineer appreciation is shown at Appendix C attached. Examples are also given in this Appendix. In case of E&M project all details as per Annexure I to Appendix C are to be furnished. For air conditioning projects, the details as per Annexure II to Appendix C are submitted. For water supply schemes, Annexure III to Appendix C and for sewerage and sewage disposal Annexure IV to Appendix C are furnished. Annexure I to IV are required to support approximate estimates only and will not be submitted along with rough cost.

Arboriculture Works 16. (a) Arboriculture works covering planning and maintenance of trees, hedges and general landscaping are authorized as a part of works services vide para 2.17 of S of A, 1983. It can be sanctioned as a part of a project or as a supplementary to it. (b} Salient points on policy issued vide G of I , MOD letter No 3(4)/97 /DO-II /D(WORKS) Dt 22 Oct 02 are as under:(i) Arboriculture will be sanctioned in areas where some construction activity is in progress or where some accommodation has come up. It excludes afforestation of vast track of surplus land in various Cantts/ Mil stations. (ii) The arboriculture works sanctioned as a part of project will be executed through MES . Supplementary work can be executed through MES or Horticulture of Forest Deptt. (iii) The maintenance of arboriculture works shall be done for a period of three years including the period of execution of the work by executing agency. Thereafter it shall be handed over to the users for upkeep and maintenance. . 17. Rs. 1000/- per acre (of the total land) is authorized as one time capital grant for development of arboriculture. This amount being meager is utilized for planting of trees along roads in avenues or selected open spaces (Auth: QMGs Br letter No B/22333/Q3W (Policy) dt 16/19 Dec 77. 18. E-in-Cs Br Policy letter No 01/CP/87 issued vide letter No 90175/CP dt 14 Jan 97 gives guide lines on planting of trees and their further maintenance.

59 Appendix A Precis No 1586 (Refer para 8) ITEMS CHARGEABLE TO PROJECT CONTINGENCIES (i) Temporary MES Storage and Office Accn. (ii) Excess due to tendered percentage, difference in cost of stores and extra foundations due to site conditions. (iii) Cost of Models. (iv) Experimental works including Testing of samples. (v) Cost of Laboratory Apparatus. (vi) Technical Books. (vii) Photographs and Press Advertisements. (viii) Expenditure in connection with foundation stone or other connected work. (ix) Expert Advice. Authority: E-in-C letter No 66324/E2A dt 15/17 Oct 59 and even number dt 09 Dec 68. (x) (xi) Stationery. Office equipment (Reqd for all engg activities such as pre-adm approval plg, post adm app plg and maintenance services). Like: Typewriters. Intercom Equipment, Calculator, Electronic Stencil Cutter, Dictaphone, Tape recorders, Photo Copiers, Copying Machine, Franking Machine, Filing and Indexing Systems, (Excluding computers of all kinds). Authority: Para 38 of DWP - 86.

60 Appendix B Precis No 1586 (Refer para 11) ROUGH COST Station.. Name of Project... Ser No Items (a) (b) 1. (a) (b) 2. (a) Cost of land Site clearance including demolition Buildings (including internal services) Airconditioning & Refrigeration Lift. Firefighting. at 5% of item 2(a) At 25% of item 2(a)* *If sources are not developed add 5% extra Add for market variation and difference in cost of stores. Basis of calculation (c) Cost (d) Remarks (e)

(b) (c) (a) 3. 4. 5.

Special Items Furniture. External Services.

6. 7. 8.

Arboriculture Contingencies. Establishment 3% of total Srl 1 to 6 2% of total Srl 1 to 6. -----------------------------Total ------------------------------

9. 10.

Local Tax. Add for works involving other agencies Grand Total ---------------------------------------------------------

61 Appendix C Precis No 1586 (Refer para 15) ENGINEER APPRECIATION Station: DELHI Name of Project: Accommodation for an infantry battalion. Ser No Items Details Offrs JCOs OR M S M S (a) 1. 2. (b) Total number to be accommodated 12 4 4 (c) 25 20 5 5 100 600 100 600 To pt construction 5 Md JCOs Qrs existing

Remarks NCsE Others M S (d)

Number to be accommodated in new 12 construction or in tent plinths or a combination of both (give each separately) with brief description i.e. permanent, semi-permanent or prefabricated/temporary. Number to be accommodated by additions and alterations with purpose for which originally constructed. (a) Type of construction to which additions and alterations are to be done. (b) Very brief description of originalNA accommodation. (c) Approximate area of buildings involved. (d) Brief description of additions/ alterations involved.

3.

permanent construction

No addition/ alterations Involved.

- - - - -------------------------Yes Provision of sand model room and Conference Hall 100 m2 @Rs 850/- = 85,000/Statement of case attached with board proceedings.

4.

Are any special items of works involved including those which depart from approved scales of accommodation? If so, give reasons for deviation, Approximate quantities such as Square meterage of floors and Costs separately. Approximate storage, garage etc, area to be provided with (brief description).

5.

62

6. 7.

Approximate workshop are to be provided (with brief description). Are any repairs included? If so give areas of buildings to be repaired and describe repairs required. What services are to be provided? Roads, water and electric supply, sewage disposal, area drainage, security fencing and arboriculture . Partly. 100% for new construction. Water mains will have to be provided to connect existing Wells. Release of following special T&P:(a) Motor grader -1 (b) Tractor with dozing eqpt -1 (c) Road Roller 10 tons -2 No. 1/7/70 Two years.

8.

9. 10. 11.

Do services exist? Yes all/No None/Partly. What percentage of various services Is to be provided. What repairs and /or additions and alterations are required to existing services. Is any assistance likely to be needed from E-in-C (give details).

12.

13. 14. 15.

Does the site involve any unduly high expenditure on any service? Target date Time required for completion (by Phases if necessary) in normal Circumstances. Special measures, if any, including increase in cost required for completing Project by the target date.

16.

Special Measures Sanction of additional staff. Splitting up of contracts. Reduction in time for tendering. Move of stores by passenger trains where necessary. Increase in cost will be approximately 10%.

17.

Is existing staff sufficient? If not, what increase will be reqd to complete the project.

63 (a) In normal times. (b) By target date. 18. (a) One B/R Sub Division. (b) One GE Division.

Other information, assumption made It has been presumed that there and any remarks to assist in will be no abnormal rise of taxes considering pros and cons. and railway freight.

Sd//x/x/x CHIEF ENGINEER CEA

64 Annexure I Appendix C Precis No 1586 (Refer para 15) DETAILS FOR ELECTRIFICATION AND LIGHTING PROTECTION SCHEME 1. 2. 3. 4. 5. What is the power requirement? Give details. What is the source of electric supply? Is electricity available from the existing sources? If not, how it is proposed to meet the requirements? Does the electrification scheme fit in the overall plan for the station to avoid any in fructuous expenditure at a later date? Are the following documents enclosed?:(a) (b) (c) Layout plan showing existing/proposed installations with take over points in different colours . Schematic diagram showing equipment in different colours. existing and proposed

Voltage drop calculations or a certificate to the effect that sizes of cables and cover head lines, provided are adequate and economical. Schedule of service connections and house service meters. Estimates from SEB in case the supply is to be taken from outside source. Details of essential loads when stand by set is provided. Sketches of Sub Station and power house buildings to justify the plinth area. Details of existing installations and those proposed to justify provision of key personnel Qrs where provided. Details in support of FE when required. Schedule of existing and proposed internal wiring and sketches of the buildings showing internal electric points where the cost is not included in PA rates of the building.

(d) (e) (f) (g) (h) (j) (k)

65 (l) A certificate to the effect that after the addition of the load proposed in this estimate, the voltage variation at and consumers terminal will not exceed the percentage difference as laid down in IE Rules.

6. 7.

If the provision is not as per authorized scales give details of users special requirement. Is the provision of lighting protection based on the Govt of India letter No F8(I) 60/6103/D(Disp) dt 06 Oct 61 and the design in accordance with BSS 326 of 1965/STEC recommendations? Attach building drawings showing protection system. Give details in respect of lumpsum and assessed rates.

8.

66 Annexure II Appendix C Precis No 1586 (Refer para 15) DETAILS FOR AIR CONDITIONING SCHEME 1. Does the building/rooms layout indicate suitability either for central plant, package type or window type? Give reasons for type adopted. (a) Has the building/room orientation been checked to minimize effect of solar heat gains? (b) Have all the glazed windows been provided with suitable sunshades and double glazing or insulite glass? 3. Has the provision of false ceiling of suitable insulating material been catered for to reduce the room height to requisite minimum and provide insulation? Has air lock cabin/compartment been provided with central plant?. Has the attic space been provided with proper natural ventilation (in case of cooling processing)? Plant room: (a) Has the plant room been located at the center of the load and in a place from where supply and return ducts can be taken with case and fresh air can be taken from outside?. Has sufficient space been catered for around the package type plant for carrying out repairs? Has adequate size of the central air conditioning plant room been provided?.

2.

4. 5. 6.

(b) (c) 7.

Has the ambient DB and WB been correctly taken based either on meteorological data or from E & M pamphlet issued from CME Kirkee or from instructions issued by the E-in-C?. Has the inside temperature, humidity, occupancy, equipment load and fresh air requirements been taken based on instructions issued by Air HQ/Army HQ/Naval HQ? If not has the same been obtained from the users in writing?. Has the variations in inside temperature and humidity correctly mentioned in the design data? Have the heat load calculations, survey sheets, building drawings and board proceedings been enclosed? Is the plant available indigenously? of FE required and country of origin? If not what is the extent

8.

9. 10. 11.

Has the availability of electricity and water supply required for air conditioning been verified?

67 Annexure III Appendix C Precis No 1586 (Refer para 15) DETAILS FOR WATER SUPPLY SCHEMES 1. 2. 3. 4. What is the total requirement of water for the project? the break down details been attached? Have

Is the requirement based on the authorized scale of water consumption sanctioned as per Scales of Accn 1983. What is the existing source Civil or MES? Furnish the following information:(a) (b) (c) (d) (e) Yield of the existing source/ Sources. Number and capacity of existing storage tanks. Number and capacity of existing sumps. Number and capacity of existing pumping sets (also Indicate drive). What are the standby arrangements? Individual capacities of existing treatment unit i.e. Sedimentation tanks, filtration plants, chlorination plants etc.

5. 6. 7.

What is the water requirement for the existing accommodation based on authorized scales? What are surpluses/deficiencies both in source and storage? (Ground sumps should NOT be taken as storage) Has the possibility of obtaining water from civil sources with or without augmentation of their source been fully investigated before considering development of our own source for the project under consideration? What proposals for the development of sources have been considered and what are the salient points for recommending particular proposals? Does the proposal fit in the KLP of the station? If not, state the reasons thereof. Any acquisition of land required for the proposed scheme? If so, give details. Do the specifications and rates conform to the estimating data? If not give details in support of assessed rates.

8.

9. 10. 11.

68 12. Have provisions for key personnel quarters been made in the estimate? If so, what is the basis for these provisions in relation to the existing and proposed E/M installations and existing quarters? The following documents should be furnished:(a) (b) Schedule of daily water requirements. Layout plan showing existing and proposed water supply Installations i.e. source, treatment units, sump, pump house, storage tanks, rising/ distribution mains. (c) (d) (e) Frictional loss calculations in the design of the proposed mains. Schedule of water meters. Schedule of internal water supply and line plan of the buildings showing water supply mains where internal water supply is not included in plinth area rates.

13.

69 Annexure IV Appendix C Precis No 1585 (Refer para 15) DETAILS FOR SEWERAGE AND SEWAGE DISPOSAL SCHEME General 1. Is present/proposed water supply adequate for provision of water borne sanitation? 2. What is the population catered for in this project (as per B/R portion) and what is the population catered for in sewage disposal scheme? If they are different, give details. Can the existing units, viz. sewer lines, pumping station, septic tanks or treatment plants take up all or any part of the additional sewage load? Has the proposed scheme been shown clearly on the layout plan and the layout plan attached?. Do the quantities, of sewer pipes provided in the estimate broadly tally with the layout plan? If not, give justification for quantities not shown, cannot be shown in the layout plan. Are all rates based on estimating data? If not, give details in support of assessed rates. Is adequate land available for sewer lines, pumping stations and treatment plants? If not give details of land acquisition necessary. Have provisions for key personnel quarters been made in the estimate? If so, what is the basis for these provisions in relation to the existing and proposed E/M installations and existing quarters? Have the contours been shown on the layout plan? Give spot levels of sites for various installations. What is the type of soil (rocky, sandy, clayey or mixed) upto invert level of the sewer/depth of soakage well (whichever is deeper)? What is the maximum and minimum level of sub soil water table?.

3.

4. 5.

6. 7. 8.

9. 10. 11.

Sewer Lines 12. What maximum depths of sewer at the center of gravity of the loads? Pumping Station 13. Are the pumping stations located at the center of gravity of the loads?

70 14. What are the standby arrangements?

Treatment Units 15. Septic tank system Are kitchen and bathroom wastes connected to the existing septic tanks? If not, what is the method used for disposal of sullage water. 16. Are kitchen and bathroom wastes proposed to be connected to septic tank in this scheme or will it be disposed of through sullage drains? 17. What is the percolation rate of soil?

Centralised Scheme 18. Can this scheme be connected economically to Civil scheme, if any existing? 19. Has expansion factor has been provided in design of the sewage scheme?

20. What is the type of treatment proposed? Is it Oxidation pond or Mechanical treatment plant? 21. What is minimum distance between the last building and the site for Oxidation pond/Mechanical treatment plant? 22. How is the final effluent from the treatment units (i.e. oxidation pond or mechanical treatment plant) proposed to be disposed off? Oxidation pond method 23. Are all conditions mentioned below satisfied for provision of oxidation pond? (a) (b) (c) (d) Availability of adequate land at economic rate. Direction of prevailing wind away from the proposed accommodation. Impervious type of soil at the site of Oxidation pond. Availability of good sunlight.

24. What is the design load (i.e persons per acre of pond area) for oxidation pond? Give brief details (i.e. length, breadth and depth) of the proposed pond. Mechanical treatment plant 25. What are the reasons for adopting mechanical treatment system in preference to oxidation pond? 26. What type of treatment is being adopted for primary or complete?

71

Precis No 1587 Management Department SITING BOARD AND APPROXIMATE ESTIMATE Introduction 1. After necessity of a project has been accepted, orders for convening of a siting board are issued. The engineer representative attends the siting board as a member and prepares the detailed layout plan and approximate estimate. 2. 3. This prcis deals with the composition and duties of the siting board with special reference to the responsibilities of the engineer representative. Orders for convening siting boards are issued by authorities shown in Appendix B of Precis No 1583. Scope of duties of the board along with any directives is laid down in the terms of reference set out in the convening order. Terms of reference may include any additional points which could not be foreseen at the time of Costing Board.

Composition 4. Composition of siting board has been shown in Appendix B to Precis No 1583. Certain advisers whose presence was essential at the Costing Board only, need not be included. Duties 5. Duties of the siting board are as under:(a) (b) (c) (d) (e) To examine the zoning layout on the ground in details. To determine the detailed siting of each building and mark it on the ground. To draw up the detailed layout plan on the basis of which an approximate estimate can be worked out by engineers. To remain responsible for the project so far as siting is concerned, up to time of final completion of the project. To work out the details of services, furniture and other miscellaneous items to be included in the scope of the project.

Basis 6. The board bases its examination on the Costing Board Proceedings and terms of reference. Carrying out siting board 7. Time and labour is saved if following procedure is followed:(a) A directive is issued to all members/adviser along with a copy of costing recce proceedings so that all members are fully prepared. (b) The preliminary meeting is confined to examining the skeleton layout and ensuring that no major modifications are involved. (c) A meeting between user, engineer and medical representative is held to work out a tentative detailed siting and prepare a plan accordingly. (d) Detailed siting is confirmed on site by the full board. (e) Engineers are given an approved siting plan to work out the approximate estimate.

72 (f) A final meeting is held to approve the proceedings in all details.

Salient points for consideration of Siting Board 8. (a) Terms of reference. (b) Land Ownership and availability. Whether no objection certificate has been obtained. (c) Type of accommodation whether permanent or temporary. (d) Utilisation of existing assets. (e) Scrutiny of existing roads and other services for water, power etc and determining the extent and method for augmentation. (f) Furniture Existing quantity and certificate for manufacture in lieu of hiring. (g) Miscellaneous items such as windows, guardbars, fencing, compound wall, flyproofing, geysers, perimeter/security lighting. (h) Any specialist services required such as air conditioning, refrigeration etc. (j) Specialist items concurrence of users directorate and clearance from their associated finance. Engineers role 9. The engineer representative should ensure the following:(a) (b) All documents/data are checked before submission to the board. The tentative layout is examined from engineer angle and all points, e.g. interference with drainage, increased cost of foundation, and orientation of the building, feasibility of providing services, are noted for submission to the board. All details required for preparation of AE are recorded in the Board Proceedings. Detailed layout as approved by the board is signed by all the members of the board. A note is kept of different opinions and advice by members/advisers. This is helpful in case a change in siting become necessary at a later stage.

(c) (d)

Siting of buildings 10. The engineers should ensure that the following points are kept in mind while the siting is decided:(a) (b) (c) (d) (e) (f) (g) (h) (i) (j) Contours Site buildings along and not across contours. Pattern grid, radial or ribbon type. Circulation within and between zones. Density Market place/shopping center to be central and important buildings on a high ground at prominent spot. Avoid low lying areas and high water table. Distance from roads. Avoid existing HT lines, under ground cables, telephone lines, water supply mains, sewers etc. wherever possible. Orientation Avoid sun glare, allow prevailing wind, command good view where possible. JCOs/ORs accommodation to be within 15 minutes walking distance from office, market, school.

73

(k) (l) (m) (n) (o) (p) (q) (r) (s) 11.

MT area Traffic not to pass through residential area. Parade grounds, sports grounds, cinema, open spaces, stables, dairy at proper location. Avoid buildings facing each other. Living areas cut off from place of work. Provision for future expansion in each zone. Grouping to get minimum cost of services. Neighboring Civil facilities such as markets, schools, hospitals etc. Security for separated families. Installation at proper location considering elevation, center of gravity of load etc.

Approximate Estimate (AE) (a) Part I contains a summary of the items of work along with their cost. (b) Part II contains the detailed working out of individual items in sufficient details to enable check by higher authorities and in support of Part I. NOTES: (1) The purpose of AE Part I (abstract of cost) is to show staff the estimated lumpsum cost of each of the main items of the work. (2) AE Part II is primarily an Engineer document. It is intended to show the type of construction envisaged and the basis on which the cost shown in Part I have been assessed. In practice, this will be prepared before part I.

12.

The forms used for Approximate Estimate Part I and II are given in Appendix A. If any supporting details, e.g. drawings, requisition details and sketches are required to be given these can be attached as annexure to Part II. Basis for Preparation In preparing or checking an AE the following points should be ensured:(a) (b) (c) (d) (e) (f) Plinth area is provided as per authorized scales of accommodation, proper conversion of floor area to plinth area, allowance for stone masonry, staircase etc to be remembered. Buildings cost of accommodation are based on basic plinth area rates as given in E-inC letter issued from time to time. Allowance to be made for black cotton soil, termite eradication, seismic zones etc. The specifications are as per E-in-Cs Technical Instruction. Provision of geysers in officers quarters and refrigerators in JCOs Mess/ORs dinning hall etc. Cost of services are to be worked out in detail and are based on E/M Estimating Data as issued from time to time. Perimeter fencing, security lighting to be considered. Cost of furniture is based on area rates. Cost on account of the following is to be included:(i) Acquisition of land. (ii) Site clearance. (iii) Demolition of existing buildings. Credit is to be allowed for demolished stores. (iv) Works necessary or incidental to execute the project e.g., access roads, site office, project staff quarters, soil exploration, expert technical advice and so on.

13.

74 (g) (h) Market Variation is based on similar works under execution in the area and as approved by Chief Engineers. This will be corrected by the appropriate Engineer authority at the time of administrative approval. Difference in cost of stores (Issue price and not stock Book rate) is taken into account.

Revised/Supplementary Estimate 14. A revised estimate becomes necessary, if at any time, the cost of the project is likely to exceed the tolerance amount over the sanctioned amount due to any of the following reasons:(a) (b) 15. Increase in the scope to administrative reasons i.e., revision of scales or establishments e.g. more troops to be catered for, change in location due to strategic reasons. Increase in cost due to technical reasons.

In case of para 14(a) a supplementary estimate detailing additional accommodation is submitted to CFA competent to accord AA to the entire project, including both original and Supplementary Estimates. If he has no funds available and the service is of such an urgent nature, in his opinion, it can not be delayed till he obtains funds in the ordinary course, CFA will then forward the demand to higher authorities with request for a special allotment. While in case of para 14 (b) a revised estimate along with a comparative statement showing excess/saving of each corresponding item is submitted to CFA for approval. Increase in the cost due to technical reasons is attributable to the following:(a)

16.

Factors beyond the control of engineers (i) Sudden increase in market prices of stores, labour or equipment. (ii) Unexpected soil conditions needing heavier foundations. (iii) Increase in the authorized scales. (iv) Improvement of specifications as a result of research or further experience. (v) Works necessitated by Act of God e.g. floods, fire. (b) Factors within control of engineers (i) Full requirements of user not worked out initially. (ii) Insufficient examination of site resulting in change of location. (iii) Availability of stores, plant and equipment not checked resulting in adoption of costlier substitutes. (iv) Increasing trend of contractors enhancement not accounted for. (v) All necessary and incidental works not allowed for. (vi) Inaccurate estimating. 17. While reasons at para 16(a) may be accepted after full examination, those at para 16 (b) show inefficiency on part of engineers. Check at all intermediate engineer levels right upto the engineer adviser to CFA is designed to eliminate such mistakes. 18. In case of revised estimate, following particulars must be furnished:(a) Comparative statement item wise with full reasons for revision. (b) Full statement of facts and justifications in case revision is due to technical reasons. (c) Changed site plan, if any. (d) Details of stores, if variation in cost of stores is 20% or more. Financial Concurrence 19. The final cost of any service may exceed the amount of A/A by not more than 10%. An officer will take no action which will commit Govt to expenditure beyond 10% of A/A without

75 obtaining prior sanction of CFA in the form of a Financial Concurrence (FC), Corrigendum or Revised AA. (Para 9d of DWP-86). While concluding a tender for the item or items of work, if the cost exceeds their corresponding A/A cost by more than 10% and there is no prospect of savings on other items of work, the case will be projected to the CFA alongwith a statement showing the financial analysis for according the financial concurrence which will enable the Engineer Authority to conclude the contract. (Para 22 c of DWP-86) The details procedure is given in the E-in-Cs Branch letter No 80223/Pol/E2(WPC) dt 30 Nov 90 and 30 Jun 92 as amended from time to time.

76

Appendix A Precis No 1587 (Refer para 12) APPROXIMATE ESTIMATE PART I Station Name of Project.. Brief particulars of work to be done... . Ser No Items of Works Cost Rs. . 1. 2. Site clearance and cost of land. (a) Buildings (including internal water supply and electrical work when provided). (Cost to be calculated on SSR plus percentage for contract cost. See Part II). (b) Internal water borne sanitation. (c) Air conditioning. Furniture. Special Items of work (to be detailed in Part II). External Services:(a) Roads:(i) Internal (ii) Access (b) Water Supply (c) Electric Supply (d) Sewage Disposal (e) Area Drainage (f) Fencing & gate Total 1 to 5. Contingencies (3% on items 1 to 1). Establishment charges (2% on items 1 to 5). Railway Work Time required for physical completion of works under normal circumstances to commence work. Grand Total

3. 4. 5.

6. 7. 8. 9.

N.B. : The items of work in this form are appropriate for a building project. The items may be varied as necessary for other projects.

77

BLANK

Appendix A (Contd) Precis No.1587 Refer para 12 APPROXIMATE ESTIMATE PART II Station.. Name of Project Ser No Description of Work Auth/Spl Brief Specification Qty Unit Rate Amount Remarks (a) (b) (c) (d) (e) (f) (g) (h) (j)

Precis No 1588 Management Department TECHNICAL CONTROL Introduction 1. Technical Control is exercised by engineers, referred to as competent engineer authorities (CEA), both before commencement of and during the work. Exercise of technical control before commencement of the work is a guarantee that the proposals are structurally sound and that the estimates are based on accurate and adequate data. 2. This prcis deals with the mechanics of technical control exercised before commencement of the work.

Technical Sanction to Original Works 3. CEAs exercise technical control by according technical sanction to a costed schedule of work, which contains items of work to be carried out along with sufficient details to be checked. An example of costed schedule of works is given in Appendix A. (Para 26 DWP-86). 4. In preparing a costed schedule of work, following points must be ensured:(a) (b) (c) Items of work are strictly in accordance with administrative approval so far as scope and scales are concerned. No departure from authorized scales/general specification is permitted without sanction of Ministry of Defence/Service HQ. Design and detailed specifications are economical and in conformity with sound engineering practice. NOTE: CEA can deviate from the specifications shown in approximate estimate at the time of preparation of Schedule of Work, provided that:(i) the deviations are necessitated by engineer reasons and are not such as to alter the scope of the work. (ii) (iii) (d) (e) there is no departure from authorized general specifications. Total cost as administratively approved is not exceeded.

(f) 5.

Costs are based on current market or MES schedule rates suitably adjusted to market trends. Sufficient technical details e.g., drawings, design calculation, requisition details are furnished so that the costed schedule is susceptible to check. No lump- sum or provisional item is to be included in a costed schedule of works. Costed schedule should be based on detailed quantities and not a replica of AE Part II. For works less than Rs. 5,000/- costed schedule of works may be dispensed with.

The costed schedule of work is checked at all engineer levels right upto CEA. In exercising the check following points are ensured:(a) (b) Administrative approval for the work has been accorded and funds allotted. Service is being provided for authorized PE/PET.

(c) (d) (e) 6.

Special items of work have been sanctioned by appropriate CFA. Estimate for works and stores are correctly worked out. Cost is realistic to the time available for construction.

CEA then approves the costed schedule by recording Technically sanctioned for Rs. (Amount) on the costed schedule. Before approving, CEA may make any change/modification in the costed schedule. Technical sanction must be accorded by CEA (or his authorized subordinate officer) under a dated signature before issue of tender. In case of specialist services where tenders are based on tenderers own designs, drawings and specifications, technical sanction can be issued after receipt of tender but before acceptance of contract. Copies of approved schedule (Technical sanction), duly signed and dated by CEA, are sent to the following:(a) (b) CDA concerned. Engineer formations concerned e.g GE, CWE, CE and E-in-C. NOTES: 1. Copies are sent to E-in-C for projects over Rs. 20 lakhs only. 2. GE may distribute to SDO and AAO attached to his office.

7.

Sub-projects and Delegation of Powers 8. A big project may be sub divided into sub projects for convenience. A subproject is a self contained unit of the project which is sufficiently large or important to be kept distinct for purpose of planning, siting and execution. Any self contained external service may also be treated as a sub project. 9. CEA for a sub project is the one who can accord technical sanction to the project as a whole. In sanctioning a sub project, CEA will ensure the following:(a) (b) (c) 10. Amount of technical sanction for the whole project is not likely to be exceeded. His powers as CEA are not exceeded (see Appendix B) as laid down in Table B of MES Regulations. Technical sanctions to all sub projects are accorded with in a short a time as possible of the issue of administrative approval.

CEA for a project may delegate the authority of according technical sanction to sub projects to local engineer officers, entrusted with the planning of such projects. When delegating such authority following points must be ensured:(a) (b) (c) (d) (e) The total amount upto which lower officer is to accord technical sanction is laid down. Lower CEA is not to exceed the amount so laid down without approval of CEA for the whole project. Sub project is within the power of lower officers as per Table B of MES Regulations and if it exceeds powers given in Table B the delegation of power should be given by name and for specific period and amount. Copies of delegations are sent to CDA concerned. Only CEs can give enhanced powers to lower officer by name for technical sanction in exceptional circumstances. CEs may delegates their powers to Addl CEs working under them. Such powers can not, however, be delegated to any other officer. The delegated items can not be further delegated to lower formations except by CEA.

Revision 11. A revision of costed schedule is generally necessary if revised administrative approval is accorded or specifications are changed subject to following exceptions:(a) No revision is necessary if the percentage in the accepted contract differs from the anticipated percentage in the technical sanction provided the amount administratively sanctioned is not exceeded. Similarly for other non technical variations, revision of TS is not necessary (b) Sanction to change in specification may be approved by sanction of a deviation order on a contractor by the CEA. (Para 31 of DWP-86). Deposit Works 12. Deposit works are explained in precis on the relevant subject. Procedure for according technical sanction for such works is identical to that for defence works. Works Executed by other agencies 13. In the case of Defence Services Works entrusted to other agencies, technical sanction will be accorded by that department, in accordance with their rules. Detailed plans and specifications in respect of works costing Rs. 1 lakh and above will, however, be shown to the MES for scrutiny from the users point of view and with regard to scales. Repairs 14. The procedure for planning/sanctioning, executing repairs is dealt with in prcis on the relevant subject. Engineers are fully responsible for constructional fitness, accuracy and economy of repairs. Before according sanction engineer authority should ensure that the repair estimate is not likely to exceed the funds at his disposal. 15. CEA exercises technical control by approving estimates or requisition prepared for each item of repair, before commencement of the work. For installations, TS is accorded on M & O estimates. (Para 27 of DWP 86).

Establishment/ Contingencies 16. Establishment charges are usually approved under a separate technical sanction which is supplementary to the main technical sanction. 17. The amount sanctioned as contingencies can be utilized for the following:(a) (b) Unforeseen items of work necessitated during the execution of a project due to engineer reasons. Essential temporary structures/services e.g. shelters, ancillaries, water supply, paths and approach roads, storage sheds, workshops, offices, fencing for use by the supervising agency and/or troops / directly employed civilian labour, employed on the work under special circumstances, where no such items exist in approximate estimate. Preliminary investigations including soil tests, models. Excess caused by a contractors high percentage.

(c) (d) 18.

In case of (a), (b) or (c) a supplementary technical sanction must be accorded immediately as per the procedure given for original works, while (d) is covered under the main technical sanction. (see para 11).

Powers for Competent Engineer Authority 19. Powers of CEAs are given in Table B of MES Regulation and reproduced in Appx B. These powers may be exercised in conjunction with provisions contained in paras 28 to 33 of DWP-86. 20. 21. These powers are applicable to all works/ services to be executed on behalf of defence forces or civil departments/ deposit works. In exercising these powers, CEAs must be guided by the following principles:(a) The aim of a technical sanction is to check on the engineering aspects of a work before it is taken up for execution. Technical sanction must therefore be accorded before inviting the tenders or incurring financial commitments. Post facto sanction are irregular and defeat the aim. Scope of work, as administratively approved, must not be changed/modified without CFAs approval. No excess over amount administratively approved is permitted. No deviation from general policy relating to scales/specifications is permitted except as a special work sanctioned by appropriate CFA. Superior specifications/ fittings are not sanctioned unless approved as a special work. For works executed by troops/DEL against sanctioned projects, issue of TS is mandatory.

(b) (c) (d) (e) (f)

Appendix A Precis No 1588 (Refer para 3) Station: Name of Project Sub Project Authority REVISED TECHNICAL SANCTION NO . 22 PART I :AWANTIPUR : Job No AWA/2/63, Provn of OTM accn for . : External services, Part item XVIII of AA. : G of I, M of D No . Air HQ/2605/109/W-I/1218/SD (Air-II) dated 15 Dec 77. Rs. 13,125.00 Rs. 3,378.60 Rs. 2,000.00 Rs. 18,503.60 Rs. 18,500/-

Amount as per costed schedule of works (Annexure I) Add 60% for market variation on Rs. 5,613.00 (Cost except pre-fab Structure) Add for difference in cost of stores TOTAL Say (Technically sanctioned for rupees eighteen thousand and five hundred only)

Sd/For Chief Engineer Dated : 09 Dec 79 Station: Field PART -II (Allocation with reference to sub project) Item Adm Approval Amount Technical Sanction Amount of this TS Amount upto & incl this TS 18,500.00 (Part item XVIII) 3,73,097.00 Remarks

XVIII 10,94,870.00

PART III (Summary of Technical Sanctions) Amount of Adm Approval for the whole project Amount of previous TS Nos 1 to 21 Amount of al TSs upto and incl this TS No 22

Rs. 2,18.69 lakhs Rs. 1,57,91,320.00 Rs. 1,58,09,520.00

No 2126/92/E2 Plg Chief Engineer XY Zone C/O 56 APO 09 Dec 79 Distribution:E-in-Cs Br (E2 Air) Army HQ, DHQ, PO New Delhi-11 Chief Engineer Western Command CDA Western Command (Copy signed in ink). HQ 133 Works Engrs GE AFW Damodar Karewa UA GE AFW Damodar Karewa.

Appendix A (Annexure I to Appendix A) Station: Name of Project Sub Project Ser No 1. Description of Works Provision of sub stn and pump house - AWANTIPUR - AWA/2/63 Provision of OTM accn for.. - External Services, part item XVIII of AA. Authority Drg No Brief Specifications Excavation: In ordinary Soil Foundation PCC 1:7:12 Using 40 mm size Stone agg and PCC 1:5:10 for pillar foundations. Plinth: RR Masonry in CM 1:6 Super Structure: Prefab with PSJ in Columns and 2nd Class H wood sal Timber framing Roof: CGI sheets 24 G Wall lining: PGI Sheets 22 G Quantity One each block Unit Rate Amount Remarks

BS (I) Page 21 CE/AFW/ DK/55 Sh 1/1 CE 135/68, Sh 1/7

13,125.00 13,125.00

Total 13,125.00

Appendix B Precis No 1588 (Refer para 19) POWERS OF ENGINEER AUTHORITIES Description of Works Technical sanction to design or requisitions for:(i) (ii) Major & minor works (incl sub wks of projects) Maint, Buildings, communication etc maint & operation of installation Purchase, manufacturer and repair of T and P except (iv) below to the stores rules Purchase of camp eqpt and furniture for inspection bungalows and officers FP FP FP FP 50 Lakhs FP 15 Lakhs 15 lakhs 2.5 Lakhs 2.5 lakhs 50,000 50,000/E-in-C CE CWE GE AEE i/c Indep Sub Div AEE/AE Remarks

(iii)

FP

7.5 lakhs

75,000/-

30,000/-

15,000/-

3,000/-

(iv)

FP

2 lakhs

40,000/-

7,500/-

4,000/-

2,000/-

Precis No.1589 Management department TECHNICAL PLANNING Introduction 1. Technical planning of a project is started when the Adm Approval is received by the Engrs. Responsibility of plg at this stage lies entirely with the Engrs. Aim of Technical Planning 2. The systematic technical planning is aimed at :(a) (b) (c) (d) (e) (f) (g) Finalisation of design/ specifications. Preparation of detailed working drawings. Deciding the agency of execution. Checking on the resources and arrangements for carrying out the work. Preparation of a coordinated plan for carrying out the preliminary tasks before the work is taken up by the proper agency. Processing the plan based on the resources and arrangement through various stages and take up work for execution. Avoiding the occurrence of bottle necks.

Stages of Technical Planning 3. The following are the stages/ sequences in post administrative planning:(a) Scrutiny of Adm Approval / Provisions: As it is quite likely that the conditions might have considerably changed between the date of Siting Board and the date of issue of Adm approval especially w.r.t. availability of land, site and services, the Adm approval and enclosures there to require thorough scrutiny and if necessary corrigenda /supplementary AE initiated. Issue of Works Operational Order. The CEA issues the WOO Sub dividing the work for execution into sub projects keeping in mind the convenience, the work load, technical competence, the staff available and the ease for execution and issues instructions to the lower Engr authorities laying down their responsibility. Appendix A gives a sample of a WOO. Preparation of Works Planning/ Works Plan . A planning programme is prepared for the project as a whole showing the probable dates of issue of Tech Sanction and Tenders, acceptance of tenders and PDC for various sub projects, specimen is shown at Appendix B attached. Then each Engr authority prepares a Works plan in respect of the portion of work entrusted to him, showing therein target dates for various stages and detailed plg whereby a proper coordination of work is achieved and tender notices are issued. Appendix C gives a suggested Works plan. This may also be shown in the form of a net work called Master Control Network (MCN). Agency for Execution. The agency for execution is decided at this stage viz. whether to do the work through contract, DEL, regular maintenance gang or through other department taking into account all the pros and cons of each such agency for the particular work in question. Preparation of Drawings. On the basis of layout plans, line plans, etc. approved by Siting Board, detailed examination of site is carried out and the exact site details are collected for

(b)

(c)

(d)

(e)

(f) (g) (h) (j) (k)

(l) 4.

design. The structural members are designed and then the working drawings are prepared for the structures and the services. The important site data to be collected are elucidated in Appendix D. Approval of Drawings. The layout and line plans are got approved by the users. In the case of technical buildings, the detail of services, finishes and the functional aspects like openings, clearances etc are also got examined and approved by the users. Deciding Specifications. Specifications are decided based on the duration for which the project is intended, the nature of work, the nature of construction and the type of accommodation etc. Resources. All the stores required are to be procured and supply so arranged so as to avoid the hold up of the work at any stage for want of stores. Issue of Technical Sanction. The costed schedule of work is prepared and the Technical sanction is issued by the CEAs as detailed in the prcis on Technical Control. Particulars are then furnished by plg section to E8 for contract action as detailed in Appendix E Issue of Tender. Tender documents comprising of schedules of work, stores and plants supplied, special conditions of contract, particular specification for work and detailed drawings are issued to contractors of standing and capability so as to promote healthy competition. The contracts are prepared on standard forms. Acceptance of Contract. The tenders received are thoroughly scrutinized and the lowest tender is accepted, if in the order and provided it is within the sanction.

Post Admin Approval Total time prescribed from issue of works operational order to period of physical execution is as under :Md.Accn. OTM Accn. (a) Chief Engineer Contracts 95 Weeks 102 Weeks (b) CWE Contracts 78 Weeks 88 Weeks (c) GEs contracts 49 Weeks 56 Weeks (i) Works of site development including soil investigation and approval of line plan by the users to be dovetailed in to pre-admin approvall stage. (ii) Time period for design of Multistoried Md.accn to be dovetailed with pre-admin approval time schedule, after acceptance of necessity and sanction of work. (iii) For complex structure of OTM accn. add 33% more time . (iv) External Services design and planning in developed areas/zones , the time is concurrent with the building works . (v) 6 to 8 more weeks for financial concurrence cases. (vi) For multistoried construction add 25% extra time. (Auth : MOD letter No.95533/Pol/CSS/E2WPC/472/DO-I/D(W-I) dt.24 Apr86 circulated vide E-in-Cs Br. letter No.39349/E2WPC dt 12 Jun 86)

Notes:-

Conclusion 5. the above details refer to the technical plg before execution of a work. The plg required during executions is dealt with in the relevant prcis. It should be appreciated that plg should be carried out on the systematic lines without in fructuous efforts so that works can be carried out satisfactorily efficiently and economically.

Appendix A Precis No.1589 (Refer para 3b) Chief Engineers Office PUNE ZONE 30 Apr 03 To, The Commander Works Engineers POONA SL No..PROVISION OF MARRIED ACCOMMODATION FOR CIVILIANS PAID FROM SERVICES ESTIMATES DEHU ROAD Ref: This office No..dated. 1. 2. 3. Ser No 1. 2. Six copies of Govt of India, Min of Defence letter No dated.according Adm Approval for the above work have already been forwarded to you under our letter cited above. You are hereby authorized to put the work in hand on receipt of allotment of funds. The division of responsibility for the preparation of drawings, issue of technical sanction and conclusion of contracts is as under:Preparation Issue of Drgs of T/S CWE CWE CE CE CWE CE Contract action CWE CE Demand of stores CWE CE CE CWE CWE CWE CE(E4) By DEL *Cost of Sch B stores Approx. Rs 2,94,000/Rem.

Item of A/A AE Part II Site Clearance Item 2(a) to (l) bldgs and garages. 3. External services: (a) Roads (b)Water supply*

CE CE CE(E4) CWE CWE CWE CWE CWE

(c)Elect supply (i) (4)(c) CWE sub items 1 to 5 & 13 of Annx C HT (ii) 4(c) Sub items CWE 6 to 12 of Annx C LT (d) Sewage disposal (i) Sub item (iv) to (vi) CE(E4) of Annx D Treatment plant & sub items connected (ii) Sub items (i) to CWE (iii) and (vii) to (ix) of Annx D Sewers (e) Area drainage CWE (f) Arboriculture CWE

CE(E4) CE(E4)

CWE CWE CWE

CWE CWE CWE

CWE CWE CWE

* 4. CEs Contract/ plg programme is enclosed. Please forward contract/plg programme in respect of the items for which you have to arrange contracts as indicated above. Encls: As above Copy to : GE Dehu Road Internal : E2(Works) E3,E4,. E5, E6, E8 A/A folder

SE for Chief Engineer

Appendix B (Precis No 1589) (Refer Para 3 (c) WORKS PLANNING PROGRAMME

Sl No . Job No/A/A Ref with date of sanction 2 Preparation . of drawing by E6 3 Initial drgs to E2 (Design) . & E4 4 Final layout of E/M services (internal) . 5 Design/ structural . drawing Final . drgs PIP Issue of TS 9 Drafting of Tender Issue of tender Receipt of Tender Comme -cement of work PDC CEs contract 10 11 12 13 14 CWEs contract 15 GEs contract 16 17 Re marks

NOTES:1. Work operational order shall be kept in view while preparing this plg pgme. 2. Go-ahead sanction if issue shall be fully considered. 3. Time frame for post adm plg as laid down vide G of I, M of D letter No 95573/POL/CSS/E2WPC/472/DO-II/D(W-I) dt 24.4.86 shall be strictly followed. 4. Columns of above specimen plg programme may be altered to suit various types of works.

Appendix C Precis No.1589 (Refer para 3c) WORKS PLAN FOR A SUB PROJECT Ser No *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. 30. Planning State Official Completion Dates Responsible target Actual Remarks

Land Acquisition (Checking) As per DWP-86, Decision regarding specifications acquisition of land Forecasting of controlled stores is pre-requisite Earmarking of controlled stores before any work. Preparation of detailed drawings Is proceeded for Check with GE sanction (except Preparation of detailed estimates under extraPreparation of costed schedule ordinary According of Technical sanction circumstances). Preparation of basic list of stores Check with GE Preparation of Firm Demands Placing of Indents Progressing of Indents Procurement of stores Decide type of contract Sending PIP to E8 Issue Notice of Tender Preparation of Tender Documents Check with GE Issue of Tender Documents Receipt of Tender Opening of Tenders Check financial commitment Acceptance of tender with Intimation to GE Appointment of E-in-Charge Checking availability of site and schedule B Stores Preparation of MCN and T & P charts Handing over site and issuing work order Intimation to CWE.

Copies to all concerned. CWE X district. NOTES: 1. Time interval between various stages would depend upon nature and scope of the project. 2. Stages 3 and 5 as also stages 8, 10 and 16 may be tackled simultaneously. 3. Minimum interval between stages 18 and 21 as also stages 21 and 22 two weeks. 4. Stages marked *must preferably by checked by CWE personally. 5. Stages marked ** must preferably be checked by GE personally. 6. Stages 26-30 have to be planned at GEs level, irrespective of the cost of work. 7. Stages 1 & 27 have to be checked together.

Appendix D Precis No.1589 (Refer para 3e) NOTE: The list given below is not to be treated as final but should be considered in the nature of the guide lines. SITE INVESTIGATIONS ADDITIONAL GROUND DATA/SITE FACTORS TO BE SUPPLIED BY GE FOR EACH JOB TO ENABLE CORRECT DRAFTING OF TECHNICAL SANCTION, CONTRACT CLAUSES AND PARTICULAR SPECIFICATIONS. 1. Nature of Site (a) Availability of sub soil investigation report for the entire area. (b) Whether approximately level or sloping or with many undulations. (c) Permission for cutting of trees rare species of trees to be preserved. (d) If black, cotton soil or shrubs exist, whether top soil is to be removed off site? If so, state approximate depth for surface digging and distance for removal of spoil. (e) If such surface digging is anticipated for only part of site, state what provisional lumpsum should be allowed in tender to enable CE to order this on contractor, where necessary. (f) Contour plan at one meter intervals showing the existing nullahs, drains etc. (g) Details of trial pits showing the soil profile and the bearing capacity. As detail subsoil report is not available as stated in (a) above. (h) Subsoil water level during summer and monsoon. (j) Maximum flood level marks/information and cycle prevalent in the area. Availability of Land (a) Whether proposed construction is located at one site or at different sites (attach site plan demarcating sites). NOTE: If land or portion of land at one of the sites is not available, indicate this clearly and state probable date by which this portion would be available. (b) Confirm that site plan has been in consonance with that prepared at the time of siting board. Availability of Buildings In case of additions and alterations (Special Repairs) give phased programme of handing over buildings as accepted by users. Approach Roads Do approach roads exist? If not, state approximate distance from existing road to site of work for which contractor will have to make his own approach roads. Approximate distance of source for aggregate suitable for cement concrete work. State whether graded shingle/gravel or broken stone available. Along with test results, if available towards quality of such aggregate. Approximate distance of quarries for stone suitable for walling. (If stone for facing is to be of a different species and from a different quarry, state accordingly). Approximate distance of quarries for stone bottoming and metal suitable for WBM (road work). NOTES: (1). If source of stone metal used for WBM and chippings used for wearing coat (surface dressing and premix carpet) is different, state so clearly. (2). Whether quarries are approachable throughout the year. State locality/ distance from site of National/Stale highway.

2.

3.

4. 5. 6. 7.

8.

9. 10. 11. 12. 13. 14. 15.

Are any of the quarries for stone, gravel or moorum situated on Govt land; if so state whether contractor is exempted from Royalty charges. Local practice with regard to binding materials used for final consolidation of WBM hardcore and the like (e.g.) red bajri, laterite, moorum, kankar nodules, lime stone quarry dust etc. State approximate distance of its source from site of work and who controls quarries for this material. Where stone is not available, what material is used by local bodies like state PWD and Municipal Corporation and the like for road soling and WBM. Site and approximate lead for surplus earth required for filing under road, runways, traverses and the like. Availability of Lime (a) State approximate distance of nearest source of supply. (b) Quality of lime whether fat or mildly hydraulic or hydraulic. If lime is available locally (within 25/30 miles radius) local practice with regard to mortar for masonry i.e., whether lime mortar 1:3 or lime surkhi mortar 1:1:2 or 1:1:1. Availability of Sand (a) State quality, ,local name and source for sand suitable for cement concrete work. (b) State quality, local name and source for sand suitable for masonry mortar. (c) State quality, local name and source for sand suitable for plaster work. NOTE: In each case state whether grading approximates to zone, I, II, III or IV of Table of I.S. 383/1970. Availability of Bricks (a) State availability of modular bricks. (b) State size of local kiln burnt bricks and crushing strength, (in case of clamps, state so) (c) Normal brick burning season and availability of bricks in monsoon. (d) Average approximate distance of kilns from site of work. (e) If kilns are situated far away, would contractor be allowed to burn bricks on Govt land near site of work. Availability of Timber (a) Suitable for door and window frames. (b) Suitable for joinery. (c) Suitable for roof timbers. (d) Suitable for shelves, eaves and barge boards and the like. Local practices with regard to waterproofing treatment considered adequate for flat roofs. Availability of moorum from excavation (from excavation from trenches and around buildings) and their re-use in filling under floors etc. or state source for obtaining moorum from outside M of D land. Availability of small boulders (from excavation from trenches and around buildings) and their reuse for hardcore or road metal after breaking it to required gauge. Availability of rock from excavations from trenches, road cuttings and around buildings and recommendation for its re-use depending upon quality. Hindrances at site (a) Presence of trees at site. If so, it is proposed to get them removed under departmental arrangements or through building contractor?

16.

17.

18. 19. 20. 21. 22.

(b)

23. 24.

25. 26. 27.

Presence of large tree trunks, if any, to be removed by contractor and making good of pits by moorum filling or hardcore. (c) Presence of old water mains, electric cables and the like. If so, whether they would be removed under departmental arrangement or to be removed by the contractor. (d) Presence of any electric or telephone poles. If so, whether they would be removed under departmental arrangements or by the authorities concerned and the probable date by which these would be cleared from site. Any ancient structures of Archaeological importance, religious places etc. Availability of Water for Works (a) State source and state whether supply available is in adequate quantity. (b) If from existing well at site, state whether contractor would be permitted to use well water free of charge/ or well needs further development. Availability of water for drinking purpose for workmen. Availability of electric energy for issue to contractor. State rate to be charged and the maximum KWs available for issue. Stores for Issue to Contractor on Payment If it is the intention to exhaust existing surplus stock of some stores (e.g. coal dust/ rubble coal or un-controlled items of steel etc.) give particulars about:(a) Quantity available (b) Condition of store. Completion period and phasing recommended by GE/CWE taking into consideration:(a) Above mentioned site factors; and (b) Priority of construction from users angle, and highlighted in B.P. Site for disposal of spoil.

28. 29.

Appendix E Precis No.1589 (Refer para 3j) PARTICULARS TO BE FURNISHED BY PLANNING SECTION TO THE SURVEYOURS SECTION FOR PREPARATION OF CONTRACT DOCUMENTS SSW/SW OFFICE NOTE E2 PLG N O../.E2 Plg SUBJECT: PREPARATION OF TENDER DOCUMENT FOR.. Subject:Will you please arrange to prepare tender documents and invite tenders for the above work. The following particulars required in this connection are attached herewith:1. (a) Copy of Adm approval. (Bringing out as to whether it is Time otherwise). (b) 2. 3. 4. Copy of Technical Sanction. Bound project or

Accn statement covered by Adm Approval. (a) (b) List of works to be covered by this contract. Amount to be spent during current financial year.

Site plan showing layout of all buildings as approved by the Siting Board.

5. Detailed plans, section and elevations etc for all buildings and other items to be included in the contract and brief outline specifications. (bring out any Prestigious Buildings. 6. 7. 8. 9. The amount of Adm Approval relating to the work under this contract. List of stores to be issued by Government (vide Sch B attached). Particulars of Govt transport, if any to be issued to the contractor. Particulars of Govt T and P to be issued to the contractor.

10. Line plans/schedules for internal Electrification and Water supply. 11. Provisional lumpsum that should be included in general summary (for contingencies, specialist job etc.) are as below:(a) Contingencies. (b) Water supply and sanitary fittings (where not covered by 10 above). (c) 12. Time allowed for completion. 13. *Water will be/ not be supplied by MES on payment.

*The water point(s) is /are shown on the site plan. *Delete the alternative not applicable. 14. The following special features applicable to this contract are brought to your notice:(a) Nature of soil at the site, black cotton/ or moorum. (b) Hard core whether the material would be stone/ or brick work. (c) Plinth protection whether the material would be stone/ or brick. (d) Teak Type of teak. (e) Ironmongery. Steel brass/brass oxidized copper/aluminum. (f) Sanitary fittings. Restricted working hours. Restriction on quarrying on Govt/Factory land.

15. 16.

17. MES will not be able to supply water to contractor but will be allowed to utilize existing wells in the vicinity and in the contract area. 18. 19. 20. Any credit for demolished assets. Cutting of trees and their final disposal. Special conditions needed, if any. Signature.. SO 1 Planning Date: Copy to :- E8

Precis No.1590 Management Department

MAINTENANCE REPAIRS Introduction 1. Keeping defence assets in a habitable state constitutes a major function of the MES. Suitable and timely repairs enhance the life and value of assets, provide better comfort to the users and raise the morale of the defence forces. Image of the MES largely depends upon the quality of Maintenance Services that are provided to the users. The aim is to provide maximum users satisfaction within the constraints of resources available and teamwork of rules & regulations. The GE will chalk out the Annual Maintenance Programme with each user unit and finalise it with the station commander laying down the priorities. The copies of this Annual Maintenance Programme for the entire station duly signed by the GE and Station Commander are distributed to the higher engineer and Staff Channels. Refer QMG Policy letter No B/32844/Q3W(Policy) dt 01 Jan 86. Appendix A This prcis deals with the financing, planning and execution of repairs. Scope of Repairs 2. Buildings Repairs to buildings consist of maintenance, petty repairs, replacement, renewals and periodical services inclusive of internal water supply, electrical and sanitary systems. MES is also responsible for sweeping chimneys in unit lines and cleaning of glass panes of sky light in hospital wards, storage sheds and hangars. 3. Roads Repairs to roads consist of patch and petty repairs, surface renewals and maintenance renewal of drains, culverts, bridges and causeways. It also includes maintenance and renewal of sign posts, mile stones and boundary pillars. Airfields Repairs to airfields consist of petty repairs, maintenance and renewals (including resurfacing) of runways, taxi tracks, hard standings, aprons and cross drainage works. Landing Grounds Repairs consist of maintenance of landing grounds only. (Para 158 MES Regs) Installations Repairs to installations consist of maintenance and renewals (upto Rs.50,000/-) of water supply and electrical systems, ice plants, mechanical sewage disposal plants, workshops, air conditioners, refrigerators and timber factories.

4. 5. 6.

7.

8.

Tools and Plants (T&P) Repairs of T and P consist of maintenance and renewals of authorised and special T and P held by MES e.g., portable machinery, earth shifting machinery and associated equipment, small tools and miscellaneous equipment. (Para 168 MES Regs) Vehicles Repairs consist of maintenance including replacement of worn out parts of the vehicles held by MES. Furniture Repairs consist of maintenance and renewals of authorised furniture holdings of MES supply.

9.

NOTES: 1. Camp equipment or furniture and equipment for inspection bungalows and offices (except E-inC and CEs office) is classified as T and P. (Para 168 MES Regs) 2.MES is also responsible for maintaining (but not renewals) and upkeep of furniture supplied as free gift by red cross societies to hospitals. (Para 185 MES Regs) 10. Repairs of installations, T and P and vehicles are dealt with in E/M precis. Repairs to furniture is dealt with in precis on Barrack Services.

MES Responsibility 11. (a) Army, Navy and Airforce (i) All buildings whether owned/hired/leased. (ii) Roads both inside and outside cantonment. (iii) Airfields occupied/used by airforce. (iv) All installations except those maintained by the forces themselves, e.g. signal communications, port installations, Industrial Plants. (v) Furniture for office and domestic use. (Para 722 MES Regs) NOTES: 1. 2. Responsibility for hired/leased buildings devolves on MES if the agreements so stipulate. Responsibility for inside cantonment roads is usually limited to roads for purely military purpose (classified as military by G of I). Other roads even if constructed out of defence funds, are handed over to cantonment/civil authorities as early as possible under orders of G of I. (Para 154 MES Regs) When airforce utilizes civil facilities, repairs may be carried out by civil agencies at an agreed cost; alternatively contribution towards repairs may be made by the civil authorities. Installations and assets owned by units are not maintained by MES. Factories Ordinary repairs are carried out by factories themselves. If any ordinary repairs are to be done by MES, CEs sanction is to be obtained by Factory authorities. Special repairs sanctioned as works are executed by MES.

3. 4. (b)

(c)

Farms and Remounts Responsibility for repairs to buildings and installation (except for furniture in unit farms, milk depots and office equipment) has been taken over by MES w.e.f. 1 Jun 52 (Military Farms) and 1 Apr 53 (Remounts).

Obtaining Funds for Repairs 12. Forecast Estimates and Budget Estimates for repairs are prepared and submitted to E-in-C, who submits them to Army HQ (or appropriate HQ) for approval. Based on budget provision, lumpsum funds are allotted and placed at the disposal of Engineers. 13. 14. 15. 16. Detailed procedure for preparation of Forecast Estimates and Budget Estimates is dealt with in precis on Budget. The demands are based on certain laid down norms as given in G of I letter No 87966/POE/E2(WPC)dt 25 Aug93 Funds allotted to E-in-C for ordinary repairs are sub-divided between commands and further sub allotted down to GEs level. GE then divides his allotment between sub divisions. Procedure relating to special repairs is dealt with in precis on the relevant subject. COAS has directed that funds allotted for maintenance /repair of accn. should not be diverted for carrying out addn./alt. Appointment houses and a few prestigious buildings in the over and beyond their authorization. (Auth. E-in-Cs Br. letter No.A/00358/Policy/E2(WPC) dt 23 Jul93)

Initiation of Repairs 16A. Repairs are initiated as a result of the following:(a) Quarterly inspection. (b) Inspection by Engineers/Staff. (c) Scrutiny of unit demand Registers. (d) Marching in and out of units. (e) Timed programme of periodical services. (f) Demands for urgent repairs. (g) Storm damages. (h) Enquiry office. (Para 358 MES Regs) Quarterly Inspections 17. These should be carried out in accordance with a pre agreed programme with the user. The programme is published in station orders. A joint inspection is carried out by MES representative (B/R, E/M and B/S) and the user. The inspections form the basis of repairs programme. Inspection by Higher Authorities 18. Staff/Engineers should carry out periodical inspections to ensure that the defence assets are maintained in a state of good repair and there is no danger of partial/complete collapse or deterioration. Every property must be inspected at least once a year. It must be remembered that Timely repairs save money and trouble. Unit Demand Register (Repair Book) 19. A repairs book (IAFW-1805) is maintained in the Quarter masters Office of each unit in which all necessary repairs are recorded. This book should be examined by a responsible MES representative at regular intervals (generally once a week) and demands noted for inclusion in the programme.

Enquiry office also receives and records demands for repairs and organises urgent services where necessary. Marching In and Out of Units 20. A joint inspection by MES representative/user will be carried out to detect barrack damage if any. (Barrack damages are dealt with in precis on Barrack Services). All other repairs are noted for inclusion in the programme. Periodical Services 21. These comprise the External and Internal painting, lettering, white washing, distempering, staining, tarring & oiling of buildings etc required from time to time to keep them in neat, clean & serviceable condition. The normal intervals & variations prescribed are shown in table G of MES Regs Appx B. These frequencies may be reduced by the prior sanction of the CWE, but any extension thereof may be sanctioned by the GE. The GE will decide the number of coats of paint etc, necessary in all cases. (MES Regs Para 229 & 230) All periodical painting should normally be done under a separate contract. Refer para 263 of E-inC Standing order. Urgent Repairs 22. These comprise of repairs to water supplies, electrical wiring, leaking roofs, sanitary system, cooking apparatus, dangerous structures and like. These are initiated by the user and sent to SDO for subsequent processing. If not considered urgent, SDO returns the demand back with the request for inclusion in unit demand registers. Storm Damages 23. Station Commander should convene a court of inquiry with a MES representative as a member to assess the damages caused by storms if they are extensive. A report is made to higher authorities as soon as possible. Depending upon the findings of the court and decision thereon, MES carries out necessary repairs. In case of minor storm damages immediate action is taken to carry out the necessary repairs. Preparation of Requisitions 24. Requisitions detailing items of work quantities, cost at schedule rates/contract rates are made out for repairs (as also for minor works upto Rs. 3,000/-) of buildings to be ordered on Term Contractor. 25. Requisitions for ordinary repairs are prepared by the SDO on IAFW-1833 IAFW-2158 as per procedure given in Para 237 E-in-Cs Standing Orders, as amended (refer Appendix C). A phased programme should be made for preparation of requisitions to make the best use of funds and working seasons. Urgent repairs are detailed on IAFW-1817 by the user and sent to AGE/SDO who completes the details and arranges for carrying out as expeditiously as possible.

26.

Technical Sanction

27.

Powers for technical sanction are given in Precis No 1588. Requisitions are technically checked by SDO (Technical) and approved by GE/AGE/SDO. These are then recorded in a requisition register IAFW-1787 and taken up for execution. When checking requisitions for repairs, following points must be ensured:(a) (b) Only necessary and essential repairs are carried out. The specifications adopted for carrying out repairs are technically sound and in conformity with policy laid down by the E-in-C. Repairs to better specifications can be carried out if these satisfy the above requirements and will not lead to unnecessary increased expenditure in future. Superior specifications are to be approved by CWE. Replacement of fitting or portion of a building by one of better class necessary from engineering consideration constitutes a repair, only if the existing fitment/ portion of a building is worn out and requires replacement in any case. Quantities, rates and cost are correctly entered/worked out. Where alternatives are prescribed in the schedule, requisitions clearly specify as to which alternative is to be adopted. Correct contractors percentage is added to the cost at schedule rates. Difference in cost of stores (stock book and schedule rates) is added to the estimate. No allowance is made for utilising demolition stores obtained from the repair items included in the requisition but cost of demolition stores from other sources is allowed at rates assessed by the GE. Requisitions have been allocated to the proper head of account (dealt with in Precis on Budget). The description on the outer page (IAFW-2158) represent the scope of repairs correctly. Details of labour and stores (in case of daily engaged labour) are based on reasonable constants/allowances.

28.

(c) (d) (e) (f) (g) (h) (j) (k) (l) 29.

While according TS, it should be ensured that the allotment is not exceeded.

Planning of Repairs 30. Control over repairs can be exercised only by systematic planning and subsequent implementation. A month wise programme should be chalked out to take maximum advantage of the resources. 31. To facilitate advance planning and achieve even flow of expenditure following relaxations have been permitted:(a) (b) Liability on account of repairs for the next financial year can be incurred in the last financial quarter upto 25% of the current year allotment. Adjustment of cost of stores drawn for carrying out repairs as per (a) could be postponed to the next financial year by making them NOT ADJUSTABLE UNTIL 1 st OF APRIL in red ink. (Para 53 MES Regs)

32.

Planning for repairs has to be based on the condition, obtained in the Division/District and should result in an even flow of work on Contractor/MES Staff/Accountants Department. In particular, accumulation of bills towards the end of the financial year should be avoided as proper technical/audit check cannot then be exercised.

32A.

At the time of drawing maintenance programme in consultation with Stn Cdr./user ,GE should bring out and include in the yearly maint programme the quantity of major stores to be procured in a year and approx. cost to be spent on such stores .However ,detailed planning and procurement will be responsibility of GE. (Auth. E-in-Cs Br. letter No.87966/ Pol/E2(WPC) dt 31 Oct 93) Notes on planning repair works are attached as Appendix D and should serve as a good guide.

33.

Agencies 34. Repairs works can be executed through the following agencies:(a) Term Contractor (TC). (b) Contracts for certain specific repairs grouped as one work. (c) Casual maintenance gangs or Directly employed labour (DEL) on permanent basis. (d) Troops. 35. Term contracts are finalised on a zonal basis (Zone may include one or more station or a station may be divided in one or more zones) to cater for repairs and minor work. Term contracts are let out for a period of 12 months, which preferably run form June to June. Contract for periodical services and painting is separated to yield more realistic rates. The procedure for letting out/operating Term and other contract is dealt with in Precis on Contract Procedure. Repairs of alike nature e.g., re-roofing, replacement of E/M fittings, plaster, floor can be grouped and separate contract finalised. This may be resorted to for obtaining more competitive rates or restricting the work load on the Term Contractor. MES engage certain temporary maintenance gangs for carrying out urgent seasonal repairs. The composition and strength of the gangs is approved by CWE and should be kept to the minimum commensurate with the anticipated works load. (e.g. monsoon repairs, clearance of storm drains, restoration of storm damaged buildings back to habitable condition etc.). Permanent DEL is employed for immeasurable regular repairs, furniture repairs, E/M repairs, urgent repairs and other petty works excluded from the scope of term contract . Permanent DEL should be employed to the barest minimum as experience has shown that:(a) (b) (c) (d) (e) (f) It is not economical. It is not susceptible to rigid control. It imposes an additional burden on supervisory staff. Skilled labour is difficult to obtain at the rates laid down in MES or by Station Commander (nerrick rates). The quality of works generally suffers. There may not be sufficient work to keep them busy all the time.

36.

37.

38. 39.

Execution of Repairs 40. In executing repair works following points are important:(a) General (i) All necessary precautions against damage/collapse of structure are taken e.g., shoring, protection to floors, walls decorative features. (ii) All preliminary/preparatory operations are carried out before the works are taken up.

(iii) Repair works are carried out in right sequence. As far as possible, convenience of the user and early completion of individual buildings is aimed at. (iv) All demolition stores are properly accounted for. (v) Standard of maintenance is kept high. Full advantage is taken of the latest research on repairing techniques, use of suitable materials and preservation treatment. (b) Term Contractor (i) An even load in conformity with the estimated value (in Notice of Tender) is placed on the contractor. (ii) The nature and type of works ordered in each month should be such as to take full advantage of the working season (see Appendix D). (iii) Stores are issued as per requirements of the work. Surplus stores are immediately taken back. Permanent DEL (i) A definite programme is chalked out so that labour are not kept idle. (ii) Tasks are allotted on a Priority basis. (iii) Unnecessary shifting from one set of unit lines to another is avoided. (iv) Personnel are gradually trained to supervise and raise the standard of work. (v) Stores are properly arranged for and dispatched with the labourers.

(c)

Minor Works 41. These may be executed by contract or DEL. Contract work constitutes that bulk of the work for which requisition are prepared, sanctioned & orders placed on the contractors. DEL is usually utilised in the execution of urgent petty repairs which are unsuitable for ordering on TC. SERVICE CENTRE (COMPLAINT CELL) (a) MES service centre receives and registers complaints of maint. services .MES service centre (complaint cell) are responsible for married quarters of officers and JCOs and single officers quarters. (b) Organize urgent services wherever necessary . (c) Give such information as is normally received by the residents (users)of MES accn. in the station . (d) The person on duty at the MES service centre (complaint cell) will be provided with telephone and will be manned by selected persons who are polite and well motivated to enable to motivate urgent maint team/personnel i.e. E/M, B/R, B/S during working hours. (e) The service centre will hold stock of emergency repairs materials , tubes & bulbs . Fused bulbs from domestic accn only will be exchanged with MES mark at the services centre on exchange basis. (f) The service centre should function as a single window system. Where user should be able to report all his complaints at one place weather these are B/R, E/M internal or external .It is the duty of the service centre to pass the complaints to maint staff of the concerned subdivision. (g) The JE in charge of the area should ensure a 100% check of pasting back of the complaint slip with the counterfoil. Any missing complaint will be investigated and suitable action taken. AGE will inspect the maint slip book at least once in a week for similar purpose. GE should do so a month ,basically to see the time of response and complaints that are not unattended.

The spares /stores used in maint tasks should be of standard quality and BIS marked as far as possible. (j) Adequate publicity should be given on indicating the location of the service centre (complaint cell), its telephone number, hours of working, areas covered and whom to contact in case of persistent complaint. Tendency of users approaching higher MES Officers without even booking their complaints in the service centre should not be encouraged. All complaints received will be recorded indicating the following:(i) Name of complaint. (ii) Nature of complaint. (iii) Location where service is required. (iv) Date & Time of receipt of complaint. (v) Date and time service rendered. (k) Standard printed maintenance slip is to be used with a counterfoil from which it can be separated by tearing out at the perforation. The list of stores issued should be endorsed on the reverse of the slip. After the particulars are filled up by the duty clerk/attendant and signs it with time indicated thereon, the tradesmen take the maintenance slip to the user and get the signature of user in token of having completed the job satisfactorily. Thereafter the slip is pasted back to the counterfoil by the complaint cell i/c. (l) The institution of MES Service Centre (Complaint Cell) does not in anyway alter the precedence for getting normal repairs carried out through demand registers. Maintenance By Units 43. Unit commanders may, with the approval of CsWE be allowed to carry out white washing and tarring of walls in unit lines under their own arrangements, colour washing within colour limits as approved by the MES may also be similarly allowed .GEs are empowered to issue materials to unit commanders for this purpose, on the understanding that work is carried out by the soldiers themselves. The cost of such materials will be adjusted against the maintenance estimates concerned. Employment of contractors by units for this purpose is not permitted. The work will be approved at the time of quarterly inspections by a rep of MES. (MES Regs para-231) Maintenance Grant 44. Refer Precis No 1564. Maintenance of Heritage Buildings. 44A. The maintenance and repairs of heritage buildings can not be given to INTACH for paucity of funds. It is essential to ensure that while carrying out repairs/maint of these buildings, their old character and old specification are retained .(Auth. QMG Br. letter no.35357/91/Q3w(Policy I)dt 23 Sep 96 circulated by E-in-Cs Br .letter No.89311/Pol/E2(WPC) dt 15 Mar96. Relations With Staff 45. The Commander-in-Chief Gen M Rajendra Sinhaji has given certain views & direction regarding handling of MES and assistance to be rendered to them by the staff vide letter No 48116/Q3W(iii) dt 03 Mar 53. Appendix E. QMG letter No B/32844/Q3W (Policy) dt 26 Oct 87 addressed to all Commands also refers Appendix F. Technical Instructions

(h)

46.

Refer to the following technical instructions issued by the E-in-C: T.I. 20/87 MES Service Centre. T.I. 1/88 Maintenance policy in MES by DEL.

Conclusion 47. Maintenance is a very important responsibility of works services. Unless it is done properly, maintenance grant will not be judiciously utilised and users will be sore with the engineers. Greater skill and thought are needed for planning maintenance works than for planning new constructions. Every effort should be made to efficiently organise permanent DEL in the form of gangs and get maximum output from them by incentives and motivation. Annual maintenance programme should be carefully drawn considering the priorities

Appendix A Precis No.1590 (Refer para 1) QMG Br.letter No.B/32844/Q3w(Policy) dt 01 Jan 86.addressed to All Commd HQ. MAINTENANCE AND UPKEEP OF GOVERNMENT BUILDINGS 1. It is well known fact that existing accommodation, both married and OTM, is quite inadequate. Notwithstanding our constant efforts to upgrade the allocation for capital works, only limited funds will be available for construction of new accommodation and furniture in the foreseeable future. Therefore, there is an imperative need to prepare and maintain the existing assets. It has been observed that inspite of various instructions, issued from time to time, planning and execution of maintenance in most stations is far from satisfactory. It must be understood and impressed on all ranks that maintenance and care of our assets is not entirely the responsibility of the MES but the users also have to develop a purposeful sensitivity to this. To get maximum benefit from the meager funds available for maintenance, it is imperative that considerable thought is given to the planning and execution of maintenance programmes. Maintenance planning involves the users, station staff and the MES. A deliberate and coordinated effort on the part of all the three agencies in every station is essential to draw up a meaningful maintenance programme annually and to ensure its subsequent execution. The procedure for drawing up maintenance programme at present is not systematic and therefore, not effective. Unit Commanders do not intimately associate themselves with maintenance planning but generally leave it to the quartermaster. For various reasons, ad-hoc priorities are given to certain maintenance works though they do not figure in the programme thereby upsetting the scheduled programme. At other times large expenditure is incurred on renovating offices and residences of senior officers without providing for the same in the maintenance programme. Such arbitrary actions and deviations tend to result in degradation of services and structures. The following steps are recommended to ensure proper maintenance planning and correct utilisation of resources:(a) The annual maintenance programme will be prepared jointly by the GE or AGE and the users keeping in view the requests of users and availability of funds in each station. Preferably, a Board of Officers should be convened for the purpose. A conference should then be held by the Station Commander with the GE or AGE, the unit Commanders and their QMs to discuss and finalise maintenance programme for the station as a whole on the form attached. Priorities will be allocated based on consideration given in the subsequent sub paras. Priority-1. Works required for ensuring structural soundness, enhanced life and utility of Government assets as well as safety of these assets against damage due to natural or unnatural causes. Priority-2. Maintenance and repairs necessitated for ensuring a high standard of hygiene, sanitation as also providing hazard-free and secure occupancy to users.

2.

3.

4.

5.

(b)

(c)

(d) (e) (f) 6. 7. 8.

Priority-3. Periodical services. Priority-4. Items which might have been left from the previous years maintenance programmes. Priority-5. Other general repairs and maintenance.

9.

10. 11.

Similar action will be taken for the formulation of maintenance and repair programme in respect of furniture. In preparing maintenance programme and allotting priorities in a station, adequate attention will be paid to the genuine and equitable needs of all units. The programme should clearly lay down the priorities of work, the allotment of funds, the time by which the buildings or furniture will be handed over to the MES, and the time of commencement and completion of works. It would be apt to earmark some funds and MES efforts as reserve to cater for any unforeseen requirements. The maintenance programme for the entire station, unit wise for the ensuring year, will be drawn up and published in station orders by end of January. Based on this MES will prepare a work programme specifying for each work, the agency, resources, including time allotted. Maintenance programme once issued will be adhered to unless there are compelling reasons for change. Inspecting officer should also check the maintenance programme, their execution and record their findings in their reports or tour notes. As regards the role of the users, the following points need emphasis:(a) The users are generally not fully aware of the capabilities, limitations and constraints of the MES. Quite often users tend to make calls beyond the resources of MES and thereafter decry the MES when these are not met. In an environment where mutual confidence between the users and the station authorities on one hand and the MES on the other is lacking, neither can the MES personnel give of their best nor those among them who are negligent, rude or insolent brought to book simply because there are glaring shortcomings on the part of users also. It is perhaps not known to a large number of users that maintenance works bills are not passed by the auditors unless these are accompanied by the users certificates with regard to the completion of the work. Most users are neither conscious of their own responsibilities towards maintenance and up keep of Government assets nor have any qualms about misusing/neglecting government property. To bring about awareness in this regard, E-in-Cs works pamphlet No 14 Hints on Care and upkeep Domestic Accommodation was issued vide E-in-Cs branch letter No 33344/Dom Accn/E2-A dated 17/9/73. The following are some typical examples of disregard towards upkeep of Government assets by the users:(i) Undue damage to sanitary fittings of wash hand basins and WCs due to rough use or mishandling. (ii) Theft of stop cocks, man hole covers, float valves even from within unit premises. This besides reflecting on lack of security consciousness in the unit, results in wastage of water, careless accumulation of water on roofs causing seepage in walls and dampness. (iii) Forcing garbage down the kitchen and toilet drains or the sewage system resulting in choking of the same.

(b) (c)

(iv) (v)

Indiscriminate driving of nails in walls thus spoiling the plaster and colour wash. Chopping wood or hammering things directly on floors thereby breaking the same.

(vi) Non cleaning of roofs or terraces before start of rainy season or during the rainy season to keep water spouts and drain down pipes clear of refuse and dirt. (vii) Unauthorised electric connection thus causing extensive damage to wires, switches and plugs and very often, resulting in fires. (viii) 12. Misuse of furniture for purposes other than what it is meant.

There are, however, some stations where maintenance and upkeep of our assets is very well planned and executed. Naturally the users satisfaction level in these stations is high. This has been made possible by a coordinated and concerted effort by Commanders, Staff Officers and Engineers not only with the systematization of the repair and maintenance process, but also by educating the users and devoting more attention to this aspect. You are, therefore, requested to issue suitable instructions, highlighting the need for drawing up a workable annual maintenance schedule and to ensure it through implementation down to unit levels. A concerted effort in this manner would automatically reflect in improved standards of maintenance of our assets in all cantonments and military stations within the confines of available resources. This supersedes our letter No B/32844/Q3W(Policy) dt 22 Jan 76.

13.

14.

Appendix A (Refer to para 5 of Army HQ letter No B/32844/Q3W(Policy) dt 1 Jan 86) PROPOSED MAINTENANCE PROGRAMME FOR THE YEAR Ser No Unit (a) B/R (b) XXX Loc/Bldg Description Of work (c) XXX (d) XXX XXX XXX XXX XXX XXX XXX Priority of work (e) Capital Maint cost of Grant Assets Auth (f) (g) XXX XXX XXX Repair cost (h) Date of commencement (j) Date of Remarks completion (k) XXX XXX XXX (l)

E/M Same as B/R Furniture Same as B/R

NOTES: 1. In the final revised maintenance programme GE should indicate the following under B/R, E/M and furniture. (a) Funds demanded. (b) Funds received (c) Funds allocated (d) Balance 2. 3. 4. Against E/M maintenance programme the specific building Nos where rewiring is planned should always be indicated rather than indicating an area. Approximate number of charpoys for restringing and chairs for recaning should be indicated and not left vague. Number of charpoys/chairs/any item of furniture to be purchased as renewals should be specific.

Appendix B Precis No.1590 (Refer para 21) Issued under E-in-C Letter No 80168/POL/E2WPC dt 06 April 84. TABLE Normal Periodical Services Internal and External Lime Washing (white or tinted) Half Yearly Yearly Every two years Yearly - Pantries, cook houses and other buildings or rooms where food is dealt with, bakeries, grain stores, foul linen stores, mortuaries, latrines and urinals. - All other buildings except store houses in general but including Medical and QM Stores of hospitals. - Store houses excluding Medical and QM Stores of hospitals. Distempering (including whitening of ceilings) - One coat of oil bound distemper for hospital wards,operation theatres, Specialist consulting rooms, MI waiting rooms, Admn officers rooms in hospitals, Labour rooms, Dental Surgery and X-Ray rooms. - One coat of size distemper for Offices, Schools etc or two coats of distemper where one coat is authorised every - Two coats of distemper where one coat is authorised every two years. Tarring and treating with wood preservative - Dados of stables (to be tarred) - Huts, fencing and other external work (to be tarred or with wood preservative as the case may be). treated year.

Every two years Every four years Yearly Every four years Yearly

Every two years

- One coat on all wood work, iron work, etc not otherwise treated for following in the hospitals:Wards, Operation theatres, Specialist consulting rooms, MI waiting rooms, Admn Officers rooms, Labour rooms, Dental Surgery, X-Ray room, Pantry, Sanitary, foul linen stores, cook houses, and other bldgs/rooms where food is served. - One coat on all wood work, iron work etc not other wise treated for following in the hospitals:Admn Bldgs except Admn Officers rooms, bath rooms, dispensary, laboratory, mortuary, Medical and QM Stores. - Two coats on all wood work, iron work etc, not otherwise treated for all buildings/portions except those mentioned above.

Every three years

Internal painting and oiling Every two years - One coat on all wood work, iron work, wall surfaces, ceiling etc not otherwise treated for following in hospitals:Wards, Operation theatres, Specialist consulting rooms, MI waiting rooms, Admn offrs rooms, Labour rooms, Dental Surgery and X-Ray rooms. - One coat on all wood work, iron work etc not otherwise treated for following. Pantries, Sanitary foul linen stores, cook houses and other buildings rooms where food is dealt with. - One coat on all wood work, iron work etc not otherwise treated for following in hospitals:Admn Buildings except Admn Officers rooms, bath rooms, dispensary, Laboratory, Mortuary, Medical and QM Stores. - One coat on all wood work, iron work etc not otherwise treated for all buildings/portions except those mentioned above. Sweeping of chimney Monthly VARIATIONS Variations of the intervals laid down above may be made as follows:(a) (b) (c) (d) (e) Hospitals wards may be distempered half yearly if requisitioned by the OC hospital. Rooms in hospitals in which infectious diseases have occurred may (after disinfection by the Medical authorities) be redistempered, repainted etc on the certificates of a medical officer that the work is necessary. Internal painting of schools may be executed every three years. Lime wash in mortuary may be done earlier on the certificate of a medical officer that the work is necessary. The external wood work and iron work of new buildings except those to be treated yearly should be repainted within two years of the completion and thereafter at the normal intervals. The dadoes of stables should be treated twice in the first year after erection and thereafter at the normal yearly interval. Steel palisading etc in exposed situations and steel shutters etc of works of defence may be treated to prevent rusting when considered necessary by the CWE. The following may, at the discretion of GE, be carried out but in officers quarters at every change of occupancy provided not less than one year has passed since the service in question was last carried out:- Unit cook houses.

Every two years

Every three years

Every four years

(f) (g)

(i) Internal painting to the extent of one fourth the normal periodical expenditure on internal painting. (ii) External painting to the extent of one third the normal periodical expenditure on external painting. (ii) (h) (i) One coat of distemper.

In the case of Factories/ Installations falling under the Factories Act, the intervals of periodical service may be reduced to conform to the requirements of the Act or Rules framed there under. Proposed periodicity may be suitable altered by the CWE if there is a reduction in the allotment of maintenance of funds so as to avoid diversion of funds authorised for other buildings.

2.

The execution of periodical services in a building should whenever possible, be synchronised so that all such services in the buildings may be carried out at the same time. It may, therefore, be expedient to advance or postpone the time when certain portions of the work would normally fall due. Sd/(Smt Shailaja Chandra) Director (AG) Case No 80168/E2(WPC)/1191/D(W-II) Min of Def(Fin/W) u.o. No 482 I of 1984)

PUBLISH Sd/(KK Rudra)

Appendix C Precis No.1590 (Refer para 25) PROCEDURE FOR PREPARATION OF REQUISITIONS Procedure for preparing requisitions, ordering on T.C measuring and finalising, would be as under:(a) (b) (c) (d) (e) (f) (g) (h) (i) (j) (k) Items of work repairs are entered on IAFW-1833 (in duplicate in ink). Items are detailed on IAFW-2158 (in triplicate). Cost is entered in pencil on the duplicate copy only. Approximate cost arrived at is entered against each item on IAFW-1833 and the total of all items recorded. CEA sanctions and allots funds, AAO verifies and Engineer-in-Charge enters in construction accounts. Triplicate of IAFW-2158 with order slip IAFW-1823-A is sent by Engineer-in-Charge to contractor for execution of work. Completed work is measured on IAFW-2158 (original) checked and revised (where necessary) by Engineer-in-Charge in presence of contractor who may revise and complete his copy for his own use and future reference. Revised and completed IAFW-2158 (Original) is attached to original IAFW-1833 and ultimately to original IAFW-2262 (Final Bills). Duplicate IAFW-2158 is revised and completed accordingly and attached to Duplicate IAFW-1833 and ultimately to duplicate IAFW-2262. Original and Duplicate IAFW-2262 are sent to GE. AAO makes necessary corrections in duplicate, work carried which will be a correct replica of the original and returned it to Engineer-in-Charge for record for 5 years. Work carried out by DEL will be detailed on last page of IAFW-1833. Necessary entries would be made in Register of Requisitions (IAFW-1787). Auth: (Amended Para 237, E-in-Cs Standing Orders)

Appendix D Precis No.1590 (Refer para 33) NOTES ON PLANNING OF REPAIRS 1. 2. Planning of repairs is an important function of the executive in MES. The executive control is vested in CsWE, GEs, SDOs and their subordinates. The aim of planning repair is two fold:(a) to maintain defence assets at a high level of efficiency, (b) to ensure that the allotments placed at the disposal of engineers are fully utilised to the best interest of the state. An essential pre requisite for achieving this aim is to evolve a regulated month wise programme which should:(a) (b) (c) 4. Impose an even load on the executive staff and contractors; Take full advantage of the construction season; Cater for other commitments.

3.

As allotments are not known at that time, planning is based on the allotments of the previous financial year. The programme so framed, can then be varied (curtailed/expanded) to suit the actual allotments of funds. A financial year is divided into four quarters:(a) (b) (c) (d) April to June July to September October to December January to March (First) (Second) (Third) (Fourth)

5.

6.

For planning purposes it is best to work on the basis of a calendar year. Thus planning for a financial year is started in the fourth quarter of the previous financial year as by then the final allotments of the year are firmly known. Planning is carried out in the following steps:(a) (b) (c) (d) Assessment of the repair tasks which are required to be carried out from engineer/user angle. Calculating the net available funds for carrying out the tasks at (a). Co-relation of (a) with (b) and decision taken on the tasks which can be carried out from available funds and the agencies of execution. Based on (c), the following are finialised :-(i) (ii) (iii) (iv) (v) Programme for requisitions to be prepared; Programme of placing W.Os on TC; Programme of provisioning of stores; Programme for letting out contracts.

7.

Assessment of Tasks 8. A list of repairs is compiled from previous programmes (left-overs), quarterly inspection, unit demand registers or fresh inspection, where necessary. Any works considered necessary from an engineering angle are also included. The tasks listed are then categorised on a priority system as under:(a) (b) (c) (d) 9. 10. NOTE: Works required for safety/stability of a structure/service. Periodical services. Works which will enhance the life and utility of the structure/service. Improvements necessary from engineering considerations.

In preparing these lists, adequate attention must be paid to needs of all units and care taken to avoid any preferential treatment. Station/Sub Area Commander should be consulted before this programme is finalised so that user angle is fully appreciated. Decision regarding which accommodation is required to be included in the programme lies with the staff while decision regarding suitability and manner of carrying out repairs lies with engineers. This list should be finalised by 15 Jan of year e.g. by 15 Jan 2003 when planning for financial year 2003-04. Out of the anticipated allotment, following charges are deducted:(a) (b) (c) (d) Cost of periodical services. Cost of permanent DEL works (salaries and cost of stores) and casual seasonal gangs (assessed). Fixed annual charges e.g. contribution payable to Cantonment/Civil authorities on account of services rendered, funds payable to units for carrying out works on a self help basis. Anticipated debits which are carry over from the previous financial year.

11. 12.

This gives the net amount available for carrying out repair tasks in the year through Term contracts or other measurement contracts for ordinary repairs.

Preparation of Requisition 13. 14. The most suitable period is the slack season due to monsoons i.e., from June to September of the year. This period can also be utilised for clearing bills and finalisation of contracts. Sufficient requisitions should be kept ready so that orders can be placed on the contractor immediately before the construction season.

15.

Better coordinated planning would aim at preparation of a certain additional number of requisitions which can be straightway ordered on the contractor in the fourth quarter, as chargeable to the next financial year.

Placing Orders on Term Contract 16. The most suitable construction season extends from January to May and October to December. Period from January to March is characterised by an intense activity on processing/clearing of bills, while the load of minor works, special repairs, periodical services is generally concentrated in the period October to December. In the slack season, work is mostly confined to internal work e.g. renewal of plaster/floors and joinery. 17. 18. Separate measurement contracts are finalised for periodical services. The programme of placing WOs on the term contractor is so framed that the total load including that of minor works is evenly distributed throughout the year. Works pertaining to a certain financial year must be completed by the third quarter (31 Dec ) so that the remaining can be utilised for clearing bills and incurring liabilities for the next financial year.

Stores 19. As soon as the list of tasks is finalised, a list of stores of Schedule B, Govt Supply required by maintenance gang troops is compiled. 20. 21. Action is then taken to place indents for controlled stores and arrange for purchase of items of bazar supply/local building materials A check be kept on the realisation of provisioning programme or else the planning is likely to fail. This is of special importance for special repairs and other separate contracts for repairs.

Letting out Contracts 22. Building Term contracts should be let out in April/May so that the contractor is in position by May/June. Contracts for periodical services should be finalised by Jul/Aug so that the contractor can make preliminary arrangements and start work after monsoons. 23. DEL 24. All other contracts must be finalised at least a month before the work is scheduled to start. Careful planning is necessary to ensure full employment of DEL. While the labour must be kept occupied all the time, monsoon period is of great activity. Leaking roofs, cleaning of drains, faults in electrical circuits, all have to be attended to expeditiously. Casual seasonal gangs may be necessary for these repairs. In anticipated load due to urgent repairs does not materialise in a certain month. DEL should be utilised for carrying out urgency periodical services and or minor works.

25.

Physical and Financial Progress 26. From the foregoing it would be seen that is not possible to incur equal expenditure in all the quarters. Following figures represent a more realistic target. Quarter Fourth of current year First of ensuing year Second of ensuing year Third of ensuing year Fourth of ensuing year 27. Liability Incurred 25% 30% 30% 15% Physical Progress 20% 30% 15% 25% 10% Expenditure 20% 20% 25% 35%

This clearly brings out the following:(a) (b) (c) Incurring of liabilities ceases in the third quarter for the current financial year. Physically the tasks are completed by the end of January of the current year for current years expenditure. Physical progress lags behind liability and expenditure lags behind physical progress.

28.

The above notes are given for guidance. Actual planning may be made to suit the conditions obtained.

Appendix E Precis No.1590 (Refer para 45) 48116/Q3Wiii Army Headquarters C-in-Cs Secretarial DHQ PO, New Delhi-11 03 Mar 53 To Headquarters Sourthern Command (15) Eastern Command (15) Western Command (15) Subject : RELATION OF STAFF WITH MES 1. 2. From certain recommendations forwarded by lower formations it would appear that some Commanders are NOT aware of the extent of their responsibilities vis--vis the MES. The MES is responsible for carrying out works NOT only for the Army, but also for the Navy, Airforce and Ordnance Factories. It is nevertheless a Military Service and as such Commanders are responsible for its local administration and general efficiency. The fact that many of its personnel are civilians does NOT in any way lessen this responsibility. The load on the MES is extremely heavy and is increasing every year, NOT only in respect of the number and magnitude of projects but also in regard to difficulties of execution and administration. Workers are being granted greater rights and privileges, contractors have greater tendency for complaints and arbitration, audit authorities under pressure from the Public Accounts Committee and others, have become increasingly exacting, and controls, legislation, and the general complexity of procedures all make it increasingly difficult for Garrison Engineers and their Assistants to get work done. Unless, therefore, Commanders at different levels interest themselves in problems confronting the MES and render whatever help they and their staffs are in a position to render, the programmes of works for the Army, Navy, Air Force and Ordnance Factories will suffer. Examples of the kind of assistance which can be rendered are:(a) (b) (c) (d) (e) (f) By NOT calling for recce plans, and estimates for projects NOT likely to be sanctioned in the near future. By NOT detailing Military Officers of the MES for duties NOT directly connected with the Service. By promptly dealing with Courts of Inquiry, Loss Statements and the like. By ensuring that demands for maintenance and repairs from units are not unreasonable. By ensuring that work on no cost basis for deviations in projects already administratively approved are NOT irregularly demanded. By NOT calling for unnecessary returns or information and by lessening correspondence as far as possible so that Garrison Engineer and their Assistants may be free to visit works frequently.

3.

4.

(g) (h) (i) (j) (k) (l) (m) 5.

By NOT detailing officers unnecessarily to accompany them during inspections or be present at conferences. By rendering assistance in the local administration of the Service. By ensuring that there is NO delay in handing over barracks and building sites to contractors. By ensuring that buildings are taken over as soon as their construction and/or repairs are completed. By assisting the MES in their dealings with local Governments and Municipalities. By ensuring that relations between the Q and the MES are correct. By taking a general interest in the work done by the service as a whole, and bringing to the notice of higher Commanders those who are doing specially good work.

It is important that Commanders should NOT increase the work of the MES by interfering unnecessarily in technical details or by proposing short cuts in the present works procedure which has been evolved after years of experience and can NOT be changed without the approval of Government. There is one further aspect in which the morale of the Service as a whole should be maintained. Vague and general accusations of corruption are harmful and achieve NO useful purpose. Where Commanders are NOT satisfied with the integrity of an officer they have a clear duty to make this known in the right quarter. On the other hand those who are doing their best should have reason to feel that they belong to a Service with high traditions. To enable MES to function smoothly in discharging their responsibilities to the service and the Ordnance Factories I wish Commanders at all levels to give the MES every assistance on the above lines. Sd/GENERAL COMMANDER IN CHIEF

6.

7.

Copy to:HQ Bombay Area

Appendix F Precis No.1590 (Refer para 45) Telephone: COPY Quarter Master General Army Headquarters DHQ PO New Delhi-11 26 Oct 87

B/32844/Q3W (Policy) Headquarters, Southern Command Eastern Command Western Command Central Command Northern Command

MILITARY ENGINEER SERVICE 1. With a view to accelerating the making up of deficient OTM and married accommodation in the Army the Government has, in the last two years, permitted us a ceiling of sanction of new works of Rs. 300 crores per year. This is double the amount sanctioned in the previous years. Since the prime agency to execute this ambitious works programme is the MES it is necessary that the right understanding of the functioning of the MES be created at all levels of Command. The purpose of this note is to highlight essential aspects of the working and constraints of the MES and to suggest measures which can be taken by commanders to optimise the working of the service. The Military Engineer Services (MES) is the single largest construction agency in the country and provides works services to all branches of the Defence Services including the Army, Navy, Air Force, DRDO, Ordnance Factories and the DGI. Though the MES is staffed by a large percentage of civilians, it basically remains a Military Engineering Service, as its name implies. As such, Commanders and Staff at all levels are responsible for its local administration, discipline, morale and welfare and for ensuring genuine assistance and guidance, whenever feasible. The MES is an organisation with well defined rules and procedures, inbuilt mechanisms to adapt to changing environs and situations and has a mix of both militarised cadre and civilians. It also has its won inherent problems of budgetary and financial constraints; ever increasing work load and its infrastructure not keeping pace; civilian employees having union rights; greater tendency by contractors for complaints and arbitrations; stringent audit and public accounts committees checks; stricter monitoring at all levels and above all shortages of manpower due to ban on creation of posts and recruitment as also the perpetual fluctuating availability of Government controlled resources like budget, cement, steel and so on. Despite this the MES has by and large been able to deliver the goods. Like any other organisation it also has its own failings resulting some times in delays in planning and execution, poor quality of work, slippages in PDCs, inadequate maintenance and lack of user

2.

3.

4.

5.

satisfaction. These however cannot be generalised and any tendency to denigrate the MES as a service as also to make vague and general accusations of corruption will undermine the morale of the MES and be therefore counterproductive to service interest. These arise due to incorrect perceptions, lose talk, exaggerated criticism, inadequate appreciation of constraints and lack of knowledge of responsibilities of Commanders and Staff vis a vis the MES. 6. The common objective is to optimise service by the MES within the constraints of budget and rules/procedures. This can be assisted by providing the MES an atmosphere of mutual trust and understanding, healthy respect and moral and physical backing where necessary. Commanders and staff at all levels must themselves be acquainted with the rules and procedures, problems and constraints of the MES, its welfare and morale. The MES is a part of the service Command and will be dealt with as such both officially and socially. Over the years, various policy letters have been issued covering aspects of users participation, the relation of staff with MES, MES and the Services and so on. This letter recounts the salient points covered in previous letters and highlights new areas in which commanders and staff can make a positive contribution in improving the service by MES as also improve its morale. A list of DOs and DONTs is attached at Appendix A. Please ensure circulation of this letter down to Station Headquarters level. Sd/(Gulbir Masingh) Lt Gen

7.

8.

Appendix F Contd. App A to QMGs letter No. B/32844/Q3W(Policy) Dt 26 Oct 87

DOs AND DONTs Dos 1. 2. Be conversant with Defence Works Procedure (DWP-86) and ensure that all action required by Commanders and Staff are timely and correct. Train Commanders and Staff down to Station Headquarters level in MES works procedure including need to appreciate MES constraints of rules/procedures, budgetary/Financial requirements and other problem areas like non availability of resources, man power and so on. Visit MES formations/units to understand their organisation, functioning, its strength and weaknesses, planning process, effect of changes on time and cost overruns and so on. Treat MES formations/units as part of your command and provide administrative support wherever possible and authorised by way of transport for school going children, welfare measures, participation in station activities, admission in Army Schools/Kendriya Vidyalayas. Provide medical treatment and MH facilities to MES civilians under existing rules wherever CGHS cover is not available. Provide MES IB accommodation to MES officers on duty attending siting boards, arbitration cases, board of officers, inspection of works to avoid delays. Provide OTM and married accommodation to the MES formation/units and civilian employees as under:(a) (b) (c) (d) (e) (f) 8. 9. 10. OTM on permanent basis wherever KLP stands approved. OTM on temporary basis wherever KLP is not approved. Priority accommodation for key personnel. Married accommodation from Defence pool or hired to the extent possible. Earmark accommodation wherever possible for key appointments like CE Zone, CsWE, GE (Maint) and AGEs (E&M) to facilitate intimate supervision of works. Provide Construction Staff accommodation as per DWP-86.

3. 4.

5. 6. 7.

Evolve judicious and workable maintenance programme and implement the same as per this HQ letter No B/32844/Q3W (Policy) dated 01 Jan 86. Utilise funds allocated for minor works, special repairs and non budgeted works judiciously based on long term priorities in the station to provide basic facilities and amenities. Ensure timely and correct completion of siting boards including part I and II accommodation statement, terms of references, special items and priorities/phasing.

11. 12. 13. 14. 15.

Timely sanction of all works to provide the MES adequate time for planning, contracting and execution of works. Ensure timely handing over of sites and barracks to avoid contractual complications. Ensure periodic interaction and visits by users to construction sites to resolve minor hold ups, changes and timely corrective actions to avoid delays in projects. Ensure timely completion of Courts of Inquiries involving losses due to all reasons and finalisation of the same. Ensure yearly joint inspection of all assets including furniture to decide on maintenance priorities. Know misuse and take corrective actions and decide on priorities for minor works, special repairs etc. Follow correct channels of Command as under for advice on MES Works:(a) (b) (c) (d) Station Commander, GE (Maint) Sub Area Commander/ equivalent GE (Maint) Area Commander/ equivalent CWE Army Cdr/Corps Cdr CE Zone and CE Command

16.

17. 18. 19. 20.

Notwithstanding the above, Sub Area and Area Cdrs may consult CsWE and CEs Zone respectively on important matters preferably through periodic meetings. Ensure prompt taking over of assets on completion of projects/ repairs. Provide assistance to MES in dealing with municipal and State authorities for water supply, electric supply, sewage disposal and other services. Appreciate good work and recommend MES personnel for awards when considered fit. Conversely where failures are noticed, action must be taken promptly to bring to book those responsible.

Donts 21. Do not call MES executives for every VIP visit and conference unless wks matters are under discussion. Give them adequate time for their main role of planning, supervising and coordinating all works. 22. 23. 24. 25. Do not details MES officers for duties not directly connected with their service. Do not call for recce plans, AEs and boards for works not included in the approved works programme. Do not call for in fructuous reports/returns or information. Do not make unauthorised demands or work on no cost basis as by doing so you are making MES executive loose their moral authority over their own organisation.

26.

Do not make any changes during execution stage of the project as this involves cost overruns and delays besides contractual complications. Interaction during planning stage will obviate changes later. Do not harass MES staff with investigations of anonymous and pseudonymous complaints unless there are verifiable facts quoted in the complaint which could be verified. Do not interfere in technical matters or resort to ordering C of Is or boards of officers pertaining to specifications, quality of work etc. This responsibility is that of Engineers basically and of the Technical Examiners. In case necessary the same be brought to his notice for further investigation and report. Do not order any changes in projects to contractors on the site as that prerogative is that of MES executive. Changes when necessary, in exceptional cases be projected in writing to MES who will examine the financial and tech feasibility. Do not deal with contractors directly or order them to carry out any items of work on no cost basis as this results in arbitration case at a later date. Do not judge MES by preconceived ideas and lack of understanding but by analysis of hard facts, its achievements and failures and its constraints. Do not indulge in loose talk, vague and general accusations of corruption and uncalled for criticism. Constructive criticism and swift and severe disciplinary/administrative action in case of corruption will yield better results. Do not treat CWE/GE as staff officers of any Headquarters. They have their own units and formations to command and administer with heavy administrative, financial and supervisory functions and responsibilities.

27. 28.

29.

30. 31. 32.

33.

Precis No.1591 Management Department SPECIAL REPAIRS Introduction 1. After the second Word War it was found necessary to carry out extensive repairs to war time buildings which had outlived their useful span of life (3-5 years), but could not be replaced by permanent buildings due to stringency of funds. Since the cost of such repairs did not bear a reasonable proportion to the capital cost, the peace time procedure of treating all repairs over Rs. 20,000/- as major renewals was found lengthy and a new procedure of carrying out Abnormal repairs was evolved, by which no separate administrative approval for each work was necessary. Since 25/11/54, the previous system has been reinstated. Such repairs, costing over Rs. 20,000/(now amended to Rs.50,000/-) are termed as Special Repairs. 2. This precis deals with the initiation, sanctioning and execution of special repairs.

Initiation 3. Proposals for special repairs are initiated by the units/Engineers and scrutinized by a board of officers as under:(a) (b) (c) (d) 4. Area representative not below the rank of Lt Col. CWE of HQ Area concerned (or GE in case of projects upto 5 lakhs). Station Commander concerned. User unit Commander.

The board inspects the buildings, checks the answers to questionnaire (Appendix A) completed by the user/local engineers and examines the proposal from all angles. In examining the proposals, following additional points are important:(a) (b) (c) (d) (e) (f) Repairs are carried out only to those buildings which after repairs will become habitable for at least 2/3 years and would remain occupied for that period. No proposals relating to vacant/surplus buildings are initiated. No money is spent on special repairs to structures, which are beyond economic repairs. No special repairs need be initiated for buildings handed over to State Government or buildings occupies by refugees / unauthorised personnel, irrespective of whether they are earmarked for future military use or not. In a set of unit line only the required buildings are repaired. Not required, Not repaired. Proposal is initiated for all such buildings and no splitting is permitted to charge a part of work to normal repair grant. Additions/alterations constituting major/minor works are not included. In case where special repairs and additions and alterations to a building or buildings become necessary at the same time, the work will be sanctioned as one project and treated as an original work for all purposes. Superior specifications are allowed from engineering and not administrative considerations. Proposed specifications are sound and economical. All necessary repairs to the assets are included in the proposals.

(g) (h) (i)

Processing and Sanctioning 5. Procedure for sanctioning of special repairs is as per para 148 (b) of MES regulations, as far as buildings are concerned and paras 757 and 759, so far as E/M Installations are concerned. 6. Approximate estimates/ Engineer appreciations are prepared for permanent buildings and submitted to Army or equivalent HQ through staff/Engineer channel along with Appendix A. for temporary buildings, only rough cost supported by answers to Questionnaire is submitted. (Army HQ No B/01247/Q3W (Policy) dated 16 Dec 69) 7. Each work is technically sanctioned by CEA before execution.

Execution 8. General method of execution has been dealt with in subsequent precis. Only points of special importance for special repairs are given in paras 9 to 12. Programme 9. A definite programme regarding release/re-occupation of assets is agreed to with the user. This should be strictly adhered to. 10. Provisions in the Contract The following points should be remembered while concluding contracts:(a) Disposal of demolished stores As a rule all stores, which can be used by MES is near future, are taken over by MES while others are taken away by the contractor by affording credit, (settled at the time of tendering). The method of disposal should be clearly specified in the contract. Rebuilding/ repairing Certain repairs become necessary when the roof is stripped off e.g. rebuilding of pillars, bed plates. Scope of such repairs should be clearly specified. Limitations regarding availability of buildings/services are clearly specified. The phased programme is included in the contract. Limitations regarding restricted hours of working in certain installations are clearly specified.

(b)

(c) (d) 11.

Stores of Govt Supply Suitability of stores is checked with reference to actual dimensions/ conditions obtained at the time of construction. Handing over Buildings At the time handing over, all fittings and fixtures are properly accounted for and a receipt obtained. Furniture is removed and a vacant possession given to the contractor. Special Repairs of Roads In case certain portion of the road are very bad and need extensive repairs which cannot be carried out from normal maintenance grant based on authorised scales of maintenance, these repairs can be

12.

13.

sanctioned as special repairs. If the repairs can be met from normal grant, there is no need to initiate proposal for special repairs even if the cost it exceeds Rs.50,000/-. 14. General The special repairs are initiated by grouping of buildings, whenever normal grants are inadequate. Funds for special repairs are provided separately over and above the normal maintenance grants for ordinary repairs. Great skill and caution are to be exercised by Engrs while initiating proposals for special repairs.

Appendix A Precis No.1591 (Refer para 4) QUESTIONNAIRE TO ACCOMPANY ALL PROPOSALS FOR SPECIAL REPAIRS 1. Name of station and of the unit or formation in occupation of or to be allotted the building, on which the repairs are to be carried out. 2. Is the station, the permanent location of the Unit/Formation? If not, state circumstances justifying the special repairs including the use to which the buildings will be put after the proposed special repairs are carried out and the period for which the buildings will remain occupied. 3. Details of buildings, plinth area of each building, the year in which they were constructed and whether the buildings are permanent or temporary. 4. Type of original construction with broad details of existing specifications. In the case of E/M services state the particulars of plants and machinery to be replaced and the number of existing points of electricity and water etc. 5. Plinth area cost of new construction of each building, based on :(a) new specifications for portions of buildings put up for special repairs, and (b) existing specifications for the rest. 6. Whether any special repairs have been carried out to the buildings in question since 1948? If so, give details of repairs together with expenditure incurred and date on which repairs were carried out on each occasion. 7. Description of the work proposed, giving details of the proposed specifications and a brief statement explaining the necessity for the work. In the case of E/M Services, state number of proposed points electricity and water. 8. Estimated cost :- In the case of permanent buildings an approximate estimate will be furnished. In the case of temporary buildings, rough cost will only be given. The cost will be shown separately for each building. 9. Whether the buildings are within economical repair? 10. Whether all requirements in the nature of special repairs have been taken into account and the proposal is based on thorough engineer appreciation? 11. Whether superior specifications are proposed to be adopted and, if so, the reasons therefore. 12. The estimated life of the buildings after the proposed repairs. 13. Whether the possibility of utilising other available accommodation at the station without repairs or with repairs at a less cost has been explored and, if so, with what results? 14. Amount proposed to be spent during the current financial year. 15. Whether the requisite amount can be found from the existing allotment? 16. Time required for the completion of the proposed special repairs. N.B. No special repairs are to be proposed in respect of requisitioned or hired buildings, or building which are evacuee property in military use or where legal complications are involved.

Precis No 1592 Management Department EXECUTION OF WORK ; PLANNING AND SITE ORGANISATION Introduction 1. Execution of works whether original or repairs, is the pivot around which the whole MES functioning revolves. MES procedure has been evolved to ensure smooth and easy execution of works in the best interest of the state. 2. Whatever the nature and scope of work, its execution can be divided into three phases:(a) (b) (c) 3. 4. Planning and site organisation. Physical execution. Supervision and inspection.

This precis deals with the planning and site organisation of works in MES executed through contract or DEL (Directly Employed Labour) agency. If careful technical planning has preceded, execution of work planning at this stage is confined to the following:(a) (b) (c) (d) Evolving a Time and Progress Chart/CPM (Critical Path Method) Network. Making out list of basic stores to conform with (a). Handing over site. Issuing of stores. NOTE: All these stages form a part of technical planning. But while other stages may be tackled at CE/CWEs level, these have to be taken up at GE/SDOs level for all works.

Time and Progress Charts/CPM Net Work 5. The bar chart indicates the forecast of the dates for commencement and completion of the various trade processes or sections of the work. For all works above 5 lakhs, bar chart must be supported by a CPM net work analysis. 6. 7. It is prepared after a detailed appreciation of all factors e.g. type and scope of work, store position, other work load, budget allotment and Users requirements. This chart net work is to be prepared in agreement with the contractor after detailed discussions with the contractor/his Engineers at the beginning of the job. The GE has to check this chart before he signs the same. In fact contractor may be required to submit his CPM net work with the tender. In a building contract, the tendency is to include all the buildings on one chart. To show the proper trade wise sequence covering important stages of work on each item of Schedule A, it will normally be necessary to have separate charts for the different items of Schedule A. A work break down structure, master net work and detailed net works for each sub project will be necessary.

8.

9.

The same chart generally shows the planning of Govt. Stores (Schedule B items). This need not be on the same chart. It is preferable to keep this as a separate chart. In case of DEL works, provisioning of all stores should be shown in the net work prepared for the sub project. In this chart the progress of work is represented on the vertical ordinates while the time factor is represented on the horizontal abscises based on calendar dates. The agreed bar chart net work is signed by the contractor and GE/SDO. It should be kept as a wall chart for constant reference. Updating of bar chart is an essential requirement. Physical progress should be marked by the SDO (in red) at regular intervals. Both GE/SDO should periodically review the progress, discuss the hold ups (if any) with the contractor and take remedial action where necessary. In case the contractor is lagging behind due to bad organisation or idling, notices are issued in terms of contract agreements. In the case of CPM net works updating has to be done at desired intervals. In case of DEL agency, the chart net work is a more elaborate document which shows a programme for procurement of stores, employment of labour and equipment and their weekly out turn and the phases of completion of work. It is treated as the basic plan which enables the executive to assess the progress achieved, and determine future course of action. CPM should be applied in all its details. Details discussion of CPM is beyond the scope of this precis.

10. 11. 12.

13.

Basic List of Stores 14. It is a consolidated list of all engineer stores, whether supplied by Govt or procured by the contractor. 15. In case of contract agency, MES is essentially responsible for Govt supply stores (Schedule B stores) whether on payment or for fixing only. Supply of such stores according to the agreed programme constitutes a contractual liability of the government. List of procuring stores of contractors supply enables the executive to correctly assess the progress and anticipate hold ups. In case the contractor is lagging, he should be served with notices to enable him to take necessary remedial action. In case of DEL, basic list of stores is more detailed. It includes all stores required for completion of the work. Sufficient details e.g. sizes of timber scantling. RSJs, glass panes must be worked out to enable placing of orders on supply agencies.

16.

17.

Issue of Stores 18. Control over issue of stores is necessary to prevent wastage/leakage of controlled stores to local market. 19. In case of contract agencies, following should be ensured:(a) (b) A complete list, compiled in accordance with the bar chart is kept with the SDO/Storekeeper. Issues are made :(i) at the request of contractor,

(ii) (iii)

when his arrangements for receipt and storage are satisfactory, When the stage for incorporation (allowing for preliminary operation e.g. assembly/fabrication) has been reached. 1. If the work progress is lagging behind the bar chart, Govt. discharges its liability of issuing stores by serving a notice that stores are ready for issue as soon as the contractor achieves required progress. 2. A Cement register is suggested to be maintained at contractors godown in which days record and balance at the end of day is expected to be checked and initialed by MES and contractors representative. (E-in-Cs letter No 81410/E2A of 15 Sep 64)

NOTES:

(c) (d) (e) (f) 20.

If any deviation/ amendment affecting the basic list is made, necessary corrections are carried out and surplus stores (if any already issued) taken back immediately. Periodical check is carried out to ensure that the contractor is utilising the correct amount of stores in the job. A complete list of stores, incorporated in the works is prepared after the completion of work; surplus stores (including containers and cuttings, if so stipulated) are taken back. Percentage allowed for wastage should be based on actual conditions. In case the contractor does not return the surplus stores, immediate action (as detailed in contract procedure) is taken to recover the cost and penalise the contractor.

In case of DEL, following points should be ensured:(a) (b) (c) (d) (e) (f) (g) Proper arrangements for receipt /storage are made. Wastage in eqpt to the minimum by using suitable size and or making minor modifications in the design. Issue of stores is regulated to actual requirements. Unnecessary handling/shifting is avoided. Containers/cuttings are returned to the stock godowns. Preservation is carried out where the stores cannot be immediately incorporated. All principles of material management must be properly observed.

Handing over Site 21. Making site available to the contractor is a contractual liability. WOs placed on the contractor should clearly stipulate whether/when the site has been would be handed over. Contractors acknowledgement should be obtained in writing. 22. In case of DEL, no formal handing over is necessary. But if the buildings/services are to be released by the user, early arrangements are necessary to avoid idling.

Site Organisation 23. Site organisation consists of making detailed arrangements for progressing of works in a systematic manner. The aim is to make the best use of labour, materials and time.

24.

In case of contract agency, organisation is primarily the responsibility of the contractor. The Engineer-in-Charge (SDO) is responsible for the following:(a) (b) Check arrangements made by the contractor and satisfy himself regarding their suitability and adequacy. Maintain requisite records/documents.

25.

Contractor is responsible for arranging the following, as necessary, for the job in hand:(a) (b) (c) (d) (e) (f) Access roads, storage sheds, site office, quarters and ancillaries for labour. Water and electric supply. Supervisory staff. Supply of labour, skilled and unskilled. Supply of stores/equipment/machinery. Medical welfare arrangements.

26.

In checking these arrangements, following points are worth considering:(a) Access roads are sited with due regard to convenience of construction, subsequent progressing and other commitments in the locality. As far as possible Govt land is utilised. Specifications are suitable for the weather conditions obtained during the construction period. (b) Storage sheds have adequate capacity and will protect the storage against damage/deterioration. Security/preservation aspects are properly considered. (c) Site Office is centrally located and enables a ready check on all activities. (d) Labour quarters and ancillaries are conveniently located with regard to access to site of works, marketing centers and civil amenities do not interfere with the execution of work. Specifications are suitable from climatic considerations. Hygiene and sanitation are maintained to a high degree of efficiency. (e) Transmission/distribution system of electric/water supply are adequate and satisfactory. Necessary safety precautions have been incorporated. (f) Supervisory staff possess the technical know how and is capable of controlling the labour and supervising the execution. (g) Arrangements for labour are made sufficiently in advance so as not to create any bottlenecks. Wage rates are reasonable. Payments are made regularly. (h) Disputes are amicably settled through authorised agencies. (j) Right type of stores/equipment/machinery is arranged sufficiently in advance. Required quantities of POL/spares and skilled operators are available when required. (k) First aid facilities are available on the site. Proper arrangements for transfer to nearest hospitals have been made. (l) Recreational facilities for the personnel have been provided. (m) Necessary security arrangements have been made. In case of DEL, all arrangements become MES responsibility. All points mentioned in para 26 have to be arranged for by MES. Following additional points require consideration:(a) (b) Early arrangements are made for construction equipment e.g. ladders, scaffoldings, formwork, wheel barrows, tools, instruments and machinery required for carrying out the construction. The transport situation is surveyed and necessary arrangements made in advance.

27.

(c) (d) (e) (f) (g)

(h)

Supervisory staff should have an idea of the scope of duties and powers. The chain of control should be simple and well defined. Supervisory staff is trained to plan their day-to-day work. They should foresee snags and arrange for resolving them or report the same immediately to superior authority. They should be trained in CPM technique also. Store/transport machinery is controlled centrally by a responsible subordinate who is in a position to view demands correctly. Maintenance of machinery/equipments/transport is carried out to full scale. Employment of labour is so arranged as to give continuous employment to a class of workmen at a time. Unnecessary retrenchment/re-employment disorganises the whole work and will discourage good artisans from recruiting. Resources levelling and scheduling in CPM refer to this aspect. Works is sectioned and so arranged that the staff is ready to follow up with the next operation without loss of time.

Work-Site-Documents 28. Records and documents are necessary for keeping control over execution and record technical data for future guidance. In case of contract agency these records also serve to bring out an authentic record of factual happening recorded at the time of the occurrence. 29. Following documents/records are normally maintained at site of work for a large project executed through contract agency:(a) (b) (c) (d) Detailed layout plan. Copy of contract agreements and drawings. Bar charts and basic list of stores including CPM net work. Works site order book:- In the Works Site Order Book orders referring merely to day-to-day transactions pertaining to acceptance/rejection of works, imperfect workmanship or inferior materials, are given. There will be no order in the nature of a Deviation Order. The Works Site Order Book is normally maintained as shown below:Signature of Instructions Offrs giving the orders Remarks/ Signatures of contractor in token of receipt of orders Compliance of orders by executive & signature of officers verifying the compliance 6

Ser No Date ofOrders and Order

1 2 3 4 5 NOTES: 1. Col(4) and (6) will be signed by an officer not below the rank of the Engineer-in-Charge. 2. It is not intended that the work site order book should have rigid columns mentioned above. These can be suitably modified to meet the actual requirements. However, , the general pattern should be as indicated above. 3. All orders to contractors shall be serially numbered and dated and shall be signed by an officer not below the rank of the Engineer-in-Charge.

4. When the order has not been honoured by the Contractor, Engineer-in-Charge should indicate action by him such as stopping of work when necessary and referring the matter to GE for further advice. (e) Works diary: A separate register known as Works diary is maintained in the case of original works over Rs One lakh and special repairs over Rs. 5 lakhs and is an authentic record incorporating all important day to day events in the execution of the work and the administration of the contract. This is maintained in IAFW-2347 in two parts A and B in the same bound book containing normally 200 pages. Part A is to be completed firstly and subsequently also, viz the details of the MES supervisory staff, details of deviation orders, the record of extension of time etc. A specimen page is shown at Appendix A. Part B pertains to day to day work. The details on the following points are to be entered every day and signed by Engineer-in-Charge and the Contractor/his authorised agent. (i) (ii) (iii) (iv) (v) (vi) (vii) Weather. Labour engaged by the contractor (categories and number) Important materials brought on site with approximate quantities. (Rejections if any to be stated). Details of plant and transport working on site. Brief particulars of the work in progress. Important stages completed and passed with signatures of officials passing the work. Visits of inspecting officers and their remarks.

The instructions regarding the correct maintenance of the works diary are as follows:(i) The works diary is not to be used as a contractors order book but is meant only as an authentic record incorporating all important events in the execution of a work and the administration of the connected contracts. (ii) works diaries will be maintained for all major works and special repairs. One diary will be used for each contract. (iii) All entries in the diary will be made by the Engineer-in-Charge. Entries will be made legibly without overwriting. All corrections will be initialed with date. (iv) Pages are serially numbered and no insertions or removals will be made. (v) Where contracts are divided into items or groups of items with separate periods of completion, the information against serial numbers 12 to 17 of part A will be given separately for each item or group of items. (vi) Blank books are serially numbered and will be held in the personal custody of the GE. They will be issued by name to SDOs. Completed works diaries will be returned to the GE for record immediately on physical completion of the work. (vii) If an SDO is transferred during the execution of a work the works diary will be properly handed over to the relieving SDO. (viii) It is important that the works diaries are kept up-to-date at all times. CEs and CsWE should examine the diaries on their visits to works. (ix) Works diaries will be destroyed six years after the date of completion of contract i.e. after settlement of all disputes with contractors and payment of final bill. (x) GEs and CsWE should inspect these diaries during their visits, Engineer-in-Charge should make it a point to produce these to inspecting officers and obtain their remarks with signatures.

(f)

Register of records of tests on materials etc: In important concrete work it is preferable to maintain one register for each contract in which the results of the under mentioned tests carried out are recorded. (i) (ii) (iii) (iv) (v) Cube test for quality concrete. Slump test for concrete. Bulking of sand for concrete. Impurities of sand (for concrete and mortar). Sieve analysis of aggregates etc. A few pages are set apart in the above register for each type of test. The index in the beginning should indicate the test and page numbers allotted for it.

NOTE: It is preferable that a mention of the test carried out on a particular day is made in the works diary also. For all works costing over Rs 20 lakhs, requisite instruments and testing devices shall be procured from contingencies of the projects and instrument and testing Kit should be available at the site of work at all times. For works costing less than Rs 20 lakhs sets of instruments/testing devices should be held centrally in GEs office for use of Engineer-in-Charge and other inspecting officers (a) Tools : (i) Chisel (ii) file, (iii) Small hammer, (iv) Measuring tape (Steel) (b) Instruments: - (i) Moisture meter, (ii) Plumb Bob, (iii) Circular disc gauge, (iv) Screw gauge, (v) Spirit level, (vi) Thermometer, (vii) Vernier calipers (viii) Weighting machine with weights. Engineer-in-Charge (E/M) should have following tools and instruments:(a) Tools : - (i) Ammeter, (ii) Anemo meter, (iii) Current tester (iv) Earth tester, (v) Hydraulic testing machine, (vi) Magnet (vii) Meggar (HT, LT), (viii) Micrometer, (ix) Multi meter, (x) Sling Psycho meter, (xi) Tachometer, (xii) Voltmeter, (xiii) Wire gauge (g) Works Passing Register. This register is for the maintenance of a record of passing of works at various important stages by the Engineer-in-Charge of projects executed under lumpsum contract. This record is necessary to enable the GE to give certificate required with the final bills relating to lumpsum contracts. This register will be produced for inspection and check by the audit as and when called for by him.

The register is maintained in the following form:(i) Name of the itempage No.. Srl Important Date passed by Dated signature Dated No stage of the Engineer-in-Charge of Engineer-insignature Item Charge of Inspecting Offrs GE/ CWE on each Inspection (1) (2) (3) (4) (5) (ii) On the outer cover of the register the following information should be available:CA No Contractor ................. Job No ................. Date of Commencement . Date of Completion . (iii) An index should be maintained on the first inner sheet of the Register showing all items of the work to be done under the contract and showing page numbers on which the details regarding the passing of such items are recorded. (iv) The stages included in this register must be detailed enough considering each important stage which needs approval before the next process in that trade can be started. For example, in case of painting the stages would be:(1) (2) (3) (4) (5) Preparatory work including knotting. Priming Coat. Stopping with putty. Under Coat. Finishing Coat.

Similarly in case of floors the stages would be:(1) (2) (3) (4) Earth or moorum filling. Layer of hard core. Layer of sub base. The wearing coat.

Some important stages as suggested in E-in-Cs Technical Instruction No 23 of 1968 are given in Appendix B. They are, however, not exhaustive. The engineer-in-charge and GE have to exercise their initiative to amplify or modify those stages depending upon the nature of each job. The passing of work at various stages shall be done by an officer not below the rank of the Engineer-in-Charge.

(h)

Measurement Books: This is a very important record and is the basis of all accounts of quantities of work done or of materials received which have to be counted or measured. The description of the work must be lucid so as to admit an easy identification and check. Measurements should, as far as possible be taken by SDOs and not by their subordinates. The instructions for the proper maintenance of MBs are contained in the notes in the beginning of each MB. Important services carried out by Measurement contracts should be measured by an officer. The CWE may, when possible, arrange for the measurements of such services to be taken by an SW or ASW. Other services should as far as possible, be measured by an engineer executive not lower in rank than a Supdt Gde I. GE may, however, authorise Supdt Gde II to take and record measurements relating to minor works and maintenance. In case of Major Works costing upto Rs 5 lakhs, GE may authorise Supdt Gde II who should be technically qualified by name, to measure and record in MB. In such cases a report must be made to his next superior engineer authority. A copy will also be endorsed to the AAO GE. (E-in-C No 97508/E2(WPC)/6341/D(W/II) of 9.11.87)

(i) 30. 31. 32.

A cement register as mentioned in para 19 should also be maintained.

These records must be kept up-to-date and periodically analysed to assess the performance. All records referred to in para 29 must be kept in safe custody. Only necessary records depending upon the type/scope of work should be maintained. Tendency to increase the number of records/record necessary details must be recorded.

Appendix A Precis No.1592 (Refer para 29e) SAMPLE PAGES OF WORKS DIARY PART A Name of work... Contract Agreement No. Date of Acceptance Name and Registered Address of Contractor Contract Sum and or % on Sch of Rates Period of Contract... (a)Name and Address of Contractor/Contractors Agent/Project Manager (b) Name and Address of Contractors site Engineer.. Date of First Work Order Date of Site handed over to Contractor.. Date of Work Commenced... Stipulated Date of Completion of Contract.. Suspension Orders Showing Duration and Authority Extended Date of Completion with Authority.. Date of Works Actually Completed. Date of Works Taken over by GE Date of Expiry of Maintenance Period Record of Works Orders/Deviation Orders. WOs / Dos Date Financial Effect + Cumulative amount of work ordered

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. No

Appendix A (Contd) (Precis No.1592) WORKS DIARY PART A (Contd) 18. Records of MES Supervisory Staff (B/R, E/M & B/S) and Contractor site Engineer(s) indicating qualification(s) employed on the work (Changes to be recorded with dates);Name Designation Date From To

Signature of Engineer in charge Date -----------

Appendix A (Contd) Precis1592 DAILY RECORD 1. 2. Weather Labour engaged by Contractor: WORKS DIARY PART B Date

Category Contractor Bricklayer Mason Carpenter Joiner

Nos

SKILLED Category Pavour Tiler Painter Polisher Glazier Plumber

Nos

UNSKILLED Category Nos Mate Bhisty Mazdoor (Man) Mazdoor (Woman) Mazdoor (Boy)

3. Important materials bought on site with approx quantities (rejections, if any, to be stated):Sch. B Materials Contractors Materials Rejections Materials Qty Materials Qty Materials Qty

4.

Details of plant, equipment and transport working on site:T&P hired under Sch C Contractors T&P eqpt & transport Remarks reg, breakdown, Qty Remarks reg, maint, etc breakdowns, maint etc.

T&P Road Roller Conc. Mixer Tar Boiler Transport 5. 6. 7.

Qty

Brief particulars of works in progresses. Important stages completed and passed Remarks of Visiting Officers

Dated Signature of Enginer-in-Charge.

Dated Signature of Contractor or his authorised agent

Appendix B Precis No.1592 (Refer para 29g)

IMPORTANT STAGES IN PASSING OF WORKS (E-in-CS TI No. 23 of 1968) Name of Building and Ref to Item of Sch A

Ser No Important Stages for Passing of Works 1. Setting out works. 2. Approval of samples of materials required initially, such as fine and coarse aggregates, bricks, stones for walling, lime, timber for frames and the like. 3. Excavation for foundations before laying concrete. 4. Concrete in foundations. 5. Brick/Stone work in foundations and plinth including filling of approved earth in layers around foundations. 6. Damp proof course. 7. Approval to samples of workmanship for items such as fair finishing to RCC work, keyed pointing, rough cast, RCC fins, chajjas, polygonal/chandigarh pattern stone facing, tile facing, terracota/concrete to jallies, other special items for architectural effect and any other items to be decided by CWE. 8. Approval to samples of remaining materials such as timber for carpentry and joinery, flush door, steel windows, hard core, iron mongery fittings, water supply and plumbing items, electrical fittings, ceiling boards and similar proprietary articles, stone for metal for WBM, stone chippings for premix carpet and any other materials for which approval is required as per contract conditions/specifications. 9. Filling under floors and consolidation upto plinth level. 10. Frames for doors and windows before fixing in position. 11. Brick/stone work in superstructure upto lintel level. 12. Lintel/beams above doors and windows. Formwork, reinforcement and concrete to be approved separately if cast-in-situ. 13. Brick/stone work in superstructure above lintel level to roof. 14. Reinforced concrete:(a) Formwork and centering. (b) Steel reinforcement before concreting. (c) Reinforced concrete work on completion. NOTE: Modify as necessary in case of a double storey building i.e. include first RCC slab for first (formwork, reinforcement and concrete and then repeat items 10 to 14 for first floor. 15. (a) Trusses before hoisting.

16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. 30. 31. 32. 33. 34. 35. 36. 37. 38. 39. 40.

(b) (a) (b)

Trusses after hoisting. Other roof members before hoisting. Other roof members after fixing in position.

Roof covering. Beam filling at eaves. Eaves board and barge board Layout of wiring conduits, pipes, position of sanitary and electrical fittings, earthing etc. Water supply plumbing and electrical fittings before fixing in position. Ceiling bard including cover fillets. Base course under floor to receive sub floor. Sub floor to receive wearing surface. Wearing surface of floor (polishing of cement/terrazzo tiles cast-in-situ to be approved separately). (a) Joinery and fittings (builders hardware) after fixing in position. (b) approving and fixing steel windows where applicable. Other internal fittings such as cupboards, shelving etc. (a) (b) (a) (b) (a) (b) Preparation of surface before plastering. Plastering Preparation of surface before pointing. Pointing Preparation of surface to receive priming coat of painting Priming coat and stopping.

Under coat of paint including preparation of surfaces. Finishing coat of paint including preparation of surface. Internal plumbing and sanitary fitting including soil and vent pipes. Testing of water supply system including tanks. Testing of soil and vent pipes. Drains, manholes, septic tanks. Testing of drains and manholes. Plinth protection. Road work (formation, soling, WBM dry rolled; WBM wet rolled and premix surfacing to be approved separately). Site clearance.

Precis No.1593 Management Department EXECUTION OF WORKS SUPERVISION Introduction 1. An officer entrusted with the execution of a work is responsible for the soundness and stability of the structure, which can only be ensured by incorporation of right type of materials in the right manner. This is possible only by constant intelligent supervision at all levels. 2. This precis deals with the mechanics of supervision as applied to execution of works in MES.

Aim of supervision 3. The aim of supervision is three fold:(a) (b) (c) Provide sound and stable structures within allotted time. Achieve maximum economy of men, material and money. Achieve a high standard of work in accordance with modern engineering practice.

Supervision in a deeper sense includes the following broad aspects:(a) The adherence to the standards of materials and craftsmanship specified in the drawing and specification. (b) The discovery of elements or errors overlooked in the contract drawings/specifications and their early correction. (c) Inadequacy of the design or specifications. (d) Prevention of errors which might result in unnecessary and costly maintenance cost. (e) The checking of building processes/techniques and the evaluation of the materials to ensure conformity to the specifications. (f) Elimination of unacceptable substitutes by the contractors. (g) Avoidance of extra construction cost beyond accepted contract amounts. (h) Skilled coordination of works of various trades. (j)Prevention of unfair practices and procedures or attempts at avoidance of contractual obligations. Essential Requisites 4. For Supervision to be effective, it is essential to have a sound, well considered plan for tackling the work. This implies that sound technical planning has preceded the execution, esp in respect of the following:(a) (b) (c) (d) (e) Proper choice of specification/design. Feasible phasing of works. Selection of suitable agency of execution. Use of suitable machinery/equipment. Efficient site organisation.

5.

Supervision is so organised that 100% supervision of the work is obtained. This can be achieved only if:(a) During construction:(i) Each stage of works is passed by a responsible MES representative. No stage is proceeded with unless the previous one has been passed. (ii) Important stages are supervised/checked by Engineer-in-Charge and GE. (iii) Senior engineer officers carry out thorough inspections. (Dealt with in subsequent precis). (b) After construction:(i) Work is inspected in details and necessary rectifications are carried out. (ii) % checks to be exercised by AGE/GE, are directed towards important items of work and do not overlap. Adequate documents/records (Refer Precis No 1592) are maintained.

(c)

Supervision During Construction 6. The responsibility of supervision lies mainly with the Engineer-in-Charge. He should:(a) study the drawings, specifications, contract agreement in details to bring out the snags. These should be settled in consultation with GE or referred to higher authorities at the earliest possible stage. NOTE: To achieve this, an advance set of document is sent to GE/Engineer-in-Charge for comments. fix the responsibilities of subordinates in writing. check arrangements for site organisation. insist on all records being kept up-to-date by periodical check. check important stages of construction personally and get certain stages checked by GE. Visit site of work frequently and settle difficulties on spot. report all difficulties/contractual snags to GE.

(b) (c) (d) (e) (f) 7.

Certain hints for guidance of Engineer-in-Charge are given in Appendix A. Responsibility of checks by Engineer-in-Charge, Supdt Gde I and Supdt Gde II (now merged as JE) are given in Appendix B. The Garrison Engineer is overall in charge of the works in his division. He should ensure that:(a) (b) (c) (d) (e) engineer-in-charge is associated with the job at as early a stage as possible preferably from the beginning of technical planning. engineer-in-charge is kept in full picture about all matters connected with the work e.g. administrative arrangements, proposed deviations/amendments, notices on contractor, stores provisioning. important stages of work are passed by EIC as per the works passing register (Refer Precis No 1592). periodic inspections are carried out at different times of the day. relations with the contractor are maintained on a responsible and impartial basis; dealings with contractors are correct, tactful and firm.

8.

Supervision after Completion 9. A thorough inspection of the work must be carried out by engineer-in-charge/GE after completion of the work. If supervision during construction has been effective, no difficulty need be experienced. The underlying aim of this inspection is to ensure that the work is:(a) (b) (c) (d) 10. complete in all respect, upto specifications as per contract clearly and neatly finished, completed in time period specified in the contract

Points which often create trouble are the following:(a) (b) (c) Internal fittings and fixtures. Doors, windows and built-in-furniture. Overall finish including site clearance.

11. 12.

If any rectifications are found necessary, the same should be immediately carried out/ordered on the contractor.

Bad finish is probably the worst and most widespread fault in MES work today, and plays a disproportionately large part in inspiring criticism all round. Finish counts more from the users point of view than quality of materials put into a job. Finish costs nothing extra, if the quality of workmanship is high. Conclusion 13. Supervision if carried out sincerely and intelligently gives a very good training which is a great asset for carrying out future works.

Appendix A Precis No.1593 (Refer para 7) HINTS ON SUPERVISION FOR ENGINEER-IN-CHARGE 1. 2. 3. Work order book must be widely used. Important orders must be issued from files. Works diary should be maintained correctly, daily according to existing orders. Watch that the orders and instructions are noted by supervisory staff of the contractor and faults remedied. Ensure the same with your staff also. Your staff should give directions and advice and check faults rather than merely stand by while the work proceeds. Advise, correct and instruct all the time rather than criticise but reject all bad work and make subordinates understand their responsibility. See that all supervisory staff possesses proper tool bags and use them freely. Condemn any scaffolding that is dangerous and have it set right without delay and further use. See that rejected materials are removed from site without delay. Always watch progress and keep time and progress chart and other registers/charts up-do-date. See that everything goes on smoothly. Do not interfere unless you have a definite proposal for making improvement. Warn contractor and your staff that bad work on their part will mean your forfeiting confidence and entail dismantling. Do not generally punish your staff if you can correct faults by other measures. If you have to, punish drastically after warnings have been given in writing. Encourage good work of your subordinates. It helps much in raising the standard of work. Ensure co-operation between your B/R and E/M staff.

4. 5. 6. 7. 8. 9. 10. 11. 12. 13.

14. Remember that surrender of funds due to non completion of a work is better than carrying it out to lower standard. 15. If you find any change in design/specification necessary due to engineering reasons, issue a DO after the approval of the accepting authority before the work is actually carried out. 16. Measurements are the basis of payment, hence every item of the work must be measured, when necessary, as soon as it is finished, specially so, when it is going to be hidden.

Appendix B (Precis No 1593) (Refer para 7) Ser No 1 1. Particula r of Work 2 Layout/ setting out of Building Engineer-in-Charge RESPONSIBILITIES OF CHECKS BY Ref: E-in-Cs Branch letter No 41917/E2(WPC) dated 1/14 Nov 77 Supdt Gde I Supdt Gde II Remarks 4 Dimensions and right angles 5 To make the centre/lines, pegs, pillars as per foundation plan on ground 6

2.

3 (a) Orientation and general layout as per site plan. (b) To fix plinth level (c) There are no underground water mains cable, overhead lines etc Excavati (a) Suitability of the soil and initiate -on in changes if any; foundati (b) Timbering strutting required as per on specifications.

3.

(a) Measurement as per drawings; (a) Bottom of trenches are (b) Safety measures required during horizontal and sides are excavations. vertical. (b) Excavated earth kept away from trenches. Concrete (a) Suitability of the cement, sand, (a) Dimensions; (a) Proper proportions and in aggregate, water and other (b) Water cement ratio, slump test; mixing; foundati ingredients, checking of specified (c) Grading of aggregates; (b) Laying in layers; ons and sources, impurities if any. (d) Curing (c) Proper compaction. plinth (b) The plinth level and reduced levels of concrete foundations.

151 1 4. 2 Brick work/ stone work 3 (a) Specifications of bricks and other Materials including water incorporated; (b) Height of work at lintels/chajjahs and roof/slab levels with reference to drawings; (c) Test check of thickness of joints; (d) That cutting of bricks to radius where specified is done instead of joining with V shaped mortar joints 4 (a) Measurement of all rooms and thickness of walls. (b) Scaffolding/ladders; (c) Embedding/cutting chases for conduits, electric, water and sanitary fittings (d) Curing; (e) Raking of joints for subsequent painting/plastering work (f) Embedding of holdfasts; (g) Proper setting of doors and windows openings/chowkats including size of openings (h) Thickness of mortar joints (a) Thickness and all other measurements; (b) Water cement ratio of concrete or mortar; (c) Curing (a) Proper cover is provided by Gutties and steel Chairs. (b) Workman do not trample the reinforcement; (c) It is adequately supported; (d) Grading of aggregate; (e) Water cement ratio; (f) Proper compaction through vibrators; (g) Proper curing; (h) Reinforcement as per drawing is provided 5 (a) Mixing and proportions of mortar; (b) Rejected bricks and brickbats/stones are not incorporated; (c) Proper bond (d) Verticality of walls, corners and horizontality of courses; (e) Proper fillings of joints. 6

5.

Damp proof course Reinforc ed concrete

(a) Approved water compound; (b) Suitability of other incorporated.

proofing material

(a) Mixing and proportion of aggregates for mortar or concrete; (b) (b) Proper laying (a) There are no gaps in shuttering; (b) It is properly coated as per specifications (c) Proper proportioning of aggregates with measuring boxes; (d) Proper mixing with mechanical mixers

6.

1 7.

2 Joinery

(a) Centering is strong; (b) Form work is to shape and dimensions as per drawings and structurally safe and sufficiently smooth and well joined to avoid unevenness of soffit after removal; (c) Reinforcement as per drawings is provided; (d) Steel is of correct grade; (e) Form work is not struck earlier than the period specified; (f) Water and aggregates for concrete are of proper quality (g) Thickness of concrete 3 4 (a) Timber is of correct species and (a) Dimensions of various components

5 (a) Uniformity of section of

152 1 4. 2 Brick work/ stone work 3 (a) Specifications of bricks and other Materials including water incorporated; (b) Height of work at lintels/chajjahs and roof/slab levels with reference to drawings; (c) Test check of thickness of joints; (d) That cutting of bricks to radius where specified is done instead of joining with V shaped mortar joints 4 (a) Measurement of all rooms and thickness of walls. (b) Scaffolding/ladders; (c) Embedding/cutting chases for conduits, electric, water and sanitary fittings (d) Curing; (e) Raking of joints for subsequent painting/plastering work (f) Embedding of holdfasts; (g) Proper setting of doors and windows openings/chowkats including size of openings (h) Thickness of mortar joints (a) Thickness and all other measurements; (b) Water cement ratio of concrete or mortar; (c) Curing (a) Proper cover is provided by Gutties and steel Chairs. (b) Workman do not trample the reinforcement; (c) It is adequately supported; (d) Grading of aggregate; (e) Water cement ratio; (f) Proper compaction through vibrators; (g) Proper curing; (h) Reinforcement as per drawing is provided 5 (a) Mixing and proportions of mortar; (b) Rejected bricks and brickbats/stones are not incorporated; (c) Proper bond (d) Verticality of walls, corners and horizontality of courses; (e) Proper fillings of joints. 6

5.

Damp proof course Reinforc ed concrete

(a) Approved water compound; (b) Suitability of other incorporated.

proofing material

(a) Mixing and proportion of aggregates for mortar or concrete; (b) (b) Proper laying (a) There are no gaps in shuttering; (b) It is properly coated as per specifications (c) Proper proportioning of aggregates with measuring boxes; (d) Proper mixing with mechanical mixers

6.

1 7.

2 Joinery

(a) Centering is strong; (b) Form work is to shape and dimensions as per drawings and structurally safe and sufficiently smooth and well joined to avoid unevenness of soffit after removal; (c) Reinforcement as per drawings is provided; (d) Steel is of correct grade; (e) Form work is not struck earlier than the period specified; (f) Water and aggregates for concrete are of proper quality (g) Thickness of concrete 3 4 (a) Timber is of correct species and (a) Dimensions of various components properly seasoned; as per drawing;

5 (a) Uniformity of section of wooden chowkhats and

(b) Flush doors where provided are of (b) proper core, veneer, lipping and (c) grades as specified. (d) (e) (f)

153 Finish of work is good; Flush door shutter where provided conform to tests prescribed in MES; Special putty and glazing clips are used for glass panes of steel doors and windows as specified. Guard bars and grills are properly fixed where provided as per drawings; Hardware and iron mongery and other fittings are provided as per approved samples and drawings/specifications.

(b) (c) (d)

(e) (f) (g)

8.

Steel Work

(a) Steel is of specified grade; (a) Weight and dimensions; (b) Shop drawings and templates for (b) Drilling, shearing, cutting, welding, fabricated steel work; riveting etc, is done properly with correct tools; (c) Revets of proper quality; (d) Welding is as per specifications and drawings; (e) Safety measures during hoisting and erection

(a) (b) (c) (d) (e) (f)

initialling each pieces Joints are properly made; Adequate quality of white lead/resin/glue has been provided in the joints; All faces of shutters are given a primer coat before fixing and finishing coats as specified after fixing; Proper fixing of frame for steel doors and windows Correct type of screws/bolts are used for fixing iron mongery and other fittings; Locks, bolts and other fittings should be capable of smooth operation Holes are drilled and not punched; Materials are free from bends, twists and waviness; The threaded portion of each bolt should project above the nut at least two threads; Washers are provided on bolts heads and nuts; Bolts/nuts are properly tightened; All joints are welded as per drawings when welding.

154 1 9. 2 Roofing 3 (a) Timber is of correct species and properly seasoned for wooden trusses and purloins; (b) Sheets/tiles used are of specified thickness; (c) Eaves/valley gutters are as per drawings and fixed properly to require slopes; (d) Wind ties/bracings are provided as required (drawings/site conditions) 4 (a) (b) (c) (d) (e) (f) (g) (h) (i) Dimensions as per drawings; Joints Finish of work is good Safety measures during hoisting and erection work; Hook bolts, coach screws and washers used for fixing sheets are as per specifications and dimensions; Alignment of trusses and purlins; Correct slope in the flat roof; Slope of gutters in sloping roofs Jointing in sheets and valley gutters 5 6 (a) Proper fixing/tightening of all holding down bolts and nuts; (b) Proper contact/bearing over the supports; (c) Proper fixing of sheets; (d) No broken or cracked AC sheets are used (e) Joints of gutters in sloping roofs; (f) No cracked or broken tiles are used for tiled roofs

10.

Water (a) Materials used are as per proofing specifications of flat (b) Proper drainage outlets are roofs provided; (c) Finishing around parapet walls, chimneys, vent pipes etc is done as specified Flooring

11.

(a) Slopes are proper; (a) Laying of mud phuska and (b) There are no cracks in the existing tiles as per specifications surface; (b) Laying/tamping of lime (c) Mixing of the mud phuska; concrete where used in (d) Thickness is as specified terracing is done properly; (e) Surfaces are smooth for laying (c) Laying of tarfelt is as per tarfelt treatment specifications (d) Mixing and proportioning of mortar (a) Formation is properly compacted; (a) Thickness of sub base and topping is (a) Proper mixing and (b) Proper finishing; as specified proportioning of concrete. (c) Laying to proper bays and to proper (b) Water cement ratio; (b) Proper laying in panels; slopes. (c) Curing. (c) Proper slopes to allow for cleaning and washing; (d) Proper compaction; (e) Correct grading of aggregate and sand

155 1 12. 2 White/co -lour wash and distempe r /painting Sanitary fittings/ Plumbin g work 3 4 (a) Colour scheme is as specified or (a) Quality of lime/ distemper paint; approved by GE (b) Quality of finish (b) Quality and standard of firms and workmanship (a) Fittings are as per approved pattern with proper markings (b) Testing (c) Fittings/pipes etc are executed as per specifications (a) These are free from cracks, dents, distortion and other flaws; (b) Proper functioning; (c) Leakage (d) No overflow; (e) Quantities of lend, hemp, jute, mortar etc for joints are provided as per contract specifications and filling/ workmanship etc properly done (f) Correct weight /types of clamps/holder bats/clips etc are used as specified (a) All safety measures during excavation are taken; (b) Measurements are as specified; (c) Slopes are correct; (d) Testing 5 6 (a) Number of coats as specified

13.

(a) Fixing at correct height and position. (b) Joints are correctly laid as per specifications.

14.

Sewage

(a) pipes, manhole covers, other fittings are of correct type, pattern and weight; (b) layout is correct and the gradient provided for different sewer diameter is correct so as to produce self cleaning velocity

(a) Joints are correctly laid and filled as specified; (b) Filling back is done in layers

156 1 15. 2 Road Work 3 4 (a) layout including position of culverts (a) and drain curves and crossings; (b) Correct grade and quality of stone (b) boulders, stone aggregate, bitumen etc is used. (c) Proper consolidation and roller days as specified; Proper camber, super elevation and gradients are provided in the formations; Correct quantity and quality of materials for various layers of the road structure; (d) Correct thickness of layers; (e) Correct quantity of bitumen is used; (f) Invert levels of the culverts are correctly fixed 5 6 (a) Earth filling is done in layers; (b) Side slopes are properly made; (c) Correct grading of metal for various layers of the road structures; (d) Proper filling of soling, WBM and carpet including watering; (e) Berms are prepared to proper slopes GE may details an officer to have vigilance check of the cement required once in a quarter

16.

Cement

Ensure that the contractor maintains a To check and initial daily the In absence of Gde I to check record of Receipt, Issue and daily transaction of cement from contractors cement and initial cement consumption of cement record. transaction as per Column.

157 1 17. 2 3 Furniture (a) BSO as Engineer-in-Charge will inspect, measure and pass Furniture samples before the same is finally approved by the GE, before the supply is allowed to be manufactured; (b) Exercise 50% check of the entire supply of furniture and sign the site order book, work diary and measurement book; (c) Inspect the manufacture of furniture at contractors workshop at the following stages:(i) when the material is collected. (ii) when the timber is cut to scanling/ planking etc and kept for seasoning; (iii) during framing of components; (iv) when furniture is ready except polishing/ painting etc. 4 (a) Exercise 100% check of all issue of furniture and measure them 100% and enter in Measurement Book. (b) Prepare recovery documents and take the furniture on charge when finally passed by Engineer-inCharge and approved by GE (c) Keep record for the issue and check the same for repairs/rectifications during contract maintenance period. 5 To perform the duties of Supervisor B/S Gde I at out stations where no B/S Gde I is posted 6

NOTES: 1. 2. 3. 4. 5. The above duties are laid down for guidance of respective individuals so that the points are not overlooked. The Engineer-in-Charge may issue further directions/ instructions to concerned individuals to implement the aforesaid duties properly in each individual case and should ensure that the duties are performed as required from time to time. Measurements of approved DOs on various rates shall be recorded in the MB by the Gde I/Gde II at proper stages as directed by the Engineer-in-Charge. Test check of measurements on each DO shall however be carried out by the Engineer-in-Charge. Copies of original vouchers produced by contractors for all proprietary articles must be kept in record duly endorsed by the Engineer-in-Charge by comparing with originals. Site Documents. Engineer-in-Charge should ensure that work order book, work diary, work passing register, etc are maintained and brought up to date from time to time.

Precis No 1594 Management Department INSPECTION OF WORKS Introduction 1. Senior engineer officers from CWE to E-in-C carry out periodic inspections to examine at first hand the functioning of a MES division from efficiency and economy standpoint. 2. This precis deals with inspections as applied to work services. Routine inspection of MES offices and points to be ensured in such inspection have been dealt with in Precis on MES Organisation.

Purpose 3. The purpose of carrying out inspection is to ensure that:(a) Original works are carried out:(i) in accordance with laid down procedure/regulations, (ii) to laid down specifications, (iii) in compliance with the instructions issued from higher authorities. Repairs are carried out:(i) in a manner so as to enhance the life and value of defence asset, (ii) within allotments for the financial year, (iii) in accordance with the laid down procedure/regulations.

(b)

Standard of Work 4. The standard of work greatly suffered during the war years. Pressure of erecting temporary structures in the shortest possible time coupled with lack of experienced staff, led to gradual relaxation of pre-war standards. Paucity of essential materials resulted in use of expedients and alternatives. Improvements in knowledge/technique of building construction achieved during the war years could not be taken full use of in important defence works. 5. In spite of strenuous efforts since the cessation of hostilities, the standard of work has not reached a desirable stage. The problem at present consist of:(a) (b) (c) (d) Training MES officers and subordinates in latest knowledge/techniques. Training of artisians and craftsmen of MES. Insistence on a high standard of work in accordance with specifications and design. Improvement in standard specifications, drawings and design to conform with latest knowledge/techniques. NOTE:Adoption of a standard drawing/design does not absolve the executive staff from making necessary modifications, if the conditions at site so necessitate. 6. Inspecting officers should therefore devote major portion of their time on visiting various works in their jurisdiction and instructing their subordinate office staff. Arrangements should also be made for gradual training of the cadre to a high level of efficiency. Following measures will be of great value in raising the standard of work:-

7.

159

(a) (b)

Each CWE/GE must maintain sample rooms where samples of materials, fittings, fixtures and furniture are maintained. Samples rooms are kept alive by frequent use and additions. The contractors must be ordered in writing to produce samples in respect of important materials and iron mongery/fittings etc. for approval first before incorporating in the works. NOTES: 1. For the above purpose in the new formations, it was suggested that a proper sample museum be established with only one of the permanent GEs or with the CWE at each station in respect of the works and reference be made in all contracts only to this sample museum. In the labels attached to the representative samples, appropriate reference to be made to the important factors of the relevant IS as satisfied by each sample.

2.

(c) (d) (e) (f) (g)

Contractors are asked to produce samples of workmanship for prior approval. All workmanship not conforming to specifications is rejected and ordered for demolition. Principles of SQC (Statistical Quality Control) and sampling techniques be applied wherever possible and provided for in contracts. Special note is kept about the maintenance periods of each contract, the works are thoroughly inspected and rectifications ordered in this period. Junior officers/subordinates are attached to experienced colleagues for training. Technical literature relating to construction materials/techniques is obtained and circulated among the staff. Similarly, various pamphlets issued by E-in-C regarding supervision of works should be circulated to supervisory staff. NOTE:It is useful to go through the literatures issued by bodies like the National Building Organisation, the Central Building Research Institute, the Central Road Research Institute and the like. CsWE/GEs should try to procure copies of latest Indian Standards and Codes and they should ensure that Engineers-in-Charge are conversant with these since the MES Schedule, specifications are linked with those in the Indian Standards.

(h) (j)

All problems where satisfactory results have not been obtained are referred to research institutions and their advice obtained, which should then be tried/decimated among the staff. Whenever specialist advice/service is employed, attachment of MES staff for gaining experience should be a condition of the contract. Only suitable hands are sent on such attachments. Subordinates are encouraged to write out reports on the works executed by them, which should bring out the knowledge and lessons learnt by experience. Such reports are then circulated along with comments of senior officers. For all large works, a site laboratory is maintained for testing materials at frequent intervals. Supervising staff is relieved from routine duties and paper work to the maximum extent possible. In case of sample quarter, provision of a separate period of completion has already been emphasised under the instructions issued vide E-in-C letter No 41000/E8 of 12/6/87 and this should not be more than six months. In case of contracts concluded by CE, CWEs approval of the sample quarter should be obtained before GE communicates his approval in terms of

(k) (l) (m) (n)

160 the contract provisions to the contractor. Once the sample quarter is approved it should serve as a guide for the remaining work which will help in improving the quality of works. Progress Reports 8. Quarterly progress reports are submitted to higher engineer authorities/appropriate HQ of the defence force (who is the ultimate user) to apprise of the progress achieved during the quarter and the position with regard to further development. The aim of this report is to present a factual knowledge on the basis of which decision relating to effectual intervention, diversion of resources and further policy can be formulated. Detailed instructions on QPR are contained in the E-in-Cs Br letter No A/00032/E2 Army/Tech Coord dt 30 Mar 88 given at Appendix A. A specimen form Part I shows overall progress project wise and Part II shows details of sub item of AE/Contract. 9. 10. Basis for a progress report must be settled at first. Percentage break down, building wise, or trade wise should be formulated and circulated amongst all concerned for compiling progress reports . Following mistakes are generally committed in preparing/compiling the progress report, which lead to unnecessary confusion at higher levels:(a) (b) (c) (d) (e) (f) Sl No/Job No. of the work is not given/misquoted. Name of the work does not clarify the type, scope and location of the work. Name of a work should specify the station, unit line and bring out correct type and scope of the work. Cost given does not correspond to amount administratively sanctioned. Percentage progress does not bear any relationship to actual conditions. Correct use of the word Nil and Not applicable not made. Reference to event/milestone NOT made wherever CPM net work has been prepared. Probable date of completion does not represent the original target date nor any reasons for changing it, given in the remarks column. Remarks column is not utilised for bringing out snags/difficulties or other points of interest to higher authorities, e.g. details of planning programme, indent number of stores not received.

11.

Progress report must be compiled by the GEs and checked by CsWE before submission. A useful guide to correct compilation is to compare the report with that of the previous quarter, which brings out all cases of no progress insufficient progress and anomalies.

Inspection by GE 12. Reference should be made to precis on Supervision of Works and Duties of Garrison Engineer which cover the subject matter. Duties of Engineer-in-Charge, Junior Engineers B/R & E/M previously called Supdt B/R, E/M Gde I and Supdt B/R, E/M Gde II are given as per Appendix B, C and D to Army HQ, E-in-Cs Branch letter No 41917/E2 (WPC) dated 4 Nov 77. Consequent of redesignation E-in-Cs Br vide their letter No 41917/Pol/E2W(PPC) dt 02 Aug 99 have fixed the duties of Junior Engineers. This letter has been incorporated as Annexure I to Appendix C. 13. A questionnaire for the guidance of GEs is attached as Appendix E. Aide-Memoire for technical administration of contracts is attached as Appendix F for guidance. If a GE attempts to answer the questionnaire from personal knowledge, he will gain considerably in organising his inspection of works.

161 Inspection by CWE/Senior Engineers Officers. 14. In addition to the standard and progress of works CWE/Senior Officer should examine the following aspects of works:(a) (b) (c) (d) (e) 15. Physical progress versus target timings. Financial progress versus budget allotments. Stores provisioning. Efficiency of site organisation. Snags and difficulties.

The following procedure has been found to be of advantage in organising such inspections:(a) Ask for a full brief from your office on the following points pertaining to the area to be inspected:(i) (ii) (iii) (iv) (v) (vi) (b) (c) (d) (e) Works recently completed/under construction in the area. Reported hold ups with explanation from lower authorities and action taken/proposed. Un-explained hold ups with details. Complaints from staff/user channels. Contractual difficulties and action taken/proposed. Budget allotment for the area and proposed changes, if any.

Hold a preliminary conference with the local official to discuss the points and get their side of the story. Visit works, check physical progress, inspect standard of work and snags met with. Always carry the most recent up dated CPM net work and compare the actual progress/planned progress. Hold a final discussion and issue necessary instructions. Check with your own office on return and issue tour notes with suitable instructions to lower authorities. NOTE: Office staff should be asked to keep a watch on compliance of these instructions. Check on progress/compliance of instructions on next visit.

(f)

162 Appendix A Precis No 1594 (Refer para 8) Copy of E-in-Cs Br AHQ New Delhi letter No A/00032/E2 Army/tech coord dated 30 Mar 88. MONITORING OF PROGRESS OF ARMY WORKS 1. In order to streamline the monitoring of progress of Army Works at this Headquarters and to reduce avoidable paper work at all levels, it has been decided that:(a) (b) (c) The format for the QPR, Part I for works sanctioned by Govt/COAS only costing upto 2.00 crores, Rs. 2.00 Crores to Rs. 5.00 Crores and for those costing above Rs. 5.00 Crores will be as per Appendix A, Appendix B and Appendix C respectively. The format for QPR Part II for all works will be as per Appendix D. The format for statistical Quarterly Review Report for works costing between Rs. 2.00 lakhs to Rs. 2.00 Crores, Rs. 2.00 Crores to Rs. 5.00 Crores and above Rs. 5.00 Crores will remain the same as per Appendix E, F and G respectively. Separate figures for Married and OTM Accn will be given as in vogue at present. The QPR on Govt power and Army HQs works only need to be sent to this HQ. Progress of lower CFAs works upto Command HQ will be monitored by Command CEs and QPR distributed only upto Command HQ. QPR Part I and II for Govt Power Works and Army HQs works should be initiated at CE Zones level under the signature of Chief Engineer or Offg Chief Engineer. Integrated planning programme for all items/sub items of the project should be indicated including sub items delegated to CWEs/GEs. QPR for works sanctioned by GOC-in-C and lower CFAs may be continued to be initiated by respective CWE on new format and distributed upto Command HQs only. Part I need only be sent to Staff authorities. QPR on new format must reach this HQ by 15 th Jan, Apr, Jul, and Oct for respective Quarters ending Dec, Mar, Jun and Sep in duplicate i.e. after closure of account for the respective month.

(d) (e) (f)

(g) (h)

2.

Quarterly review Report will be compiled at this HQ based on above QPR for respective quarter and submitted to QMGs Br. Min of Def and Min of Def (Fin). Copies will be sent to Zonal CEs for information. The first QPR on above format along with statistical report as per para 1(c) for the Quarter Ending Jun 88 should reach this HQ by 15 Jul 88 positively. Brief history of the projects which are declared important and are closely monitored by Ministry of Defence will be submitted by Zonal CEs in duplicate as soon as project is sanctioned and released covering all aspects of the project as per Appendix H. This history sheet of the project will be updated from time to time so that complete record is kept at Zonal level and this HQ. The QPR and QPR on Army Works which were being submitted to this HQ earlier by Zonal CEs, CsWE separately be dispensed with. The QPR under the new format will be distributed by Zonal CEs as under:-

3. 4.

5. 6.

163 (a) (b) (c) E-in-C (E2 Army) 2 copies CE Command 2 copies all appendices Respective CsWE 2 copies

Chief Engineer Command will send one copy of part I only to their respective Command HQrs. 7. Some additional measures in monitoring of projects have been introduced vide E-in-Cs Branch letter No 95533/POL/E2(WPC) dt 29 Spe 93.

APPENDIX A (Refer para 1(a) E-in-Cs Br letter No A/00032/E2 Army/Tech Coord dt 30 Mar 88) PROGRESS OF ARMY WORKS SANCTIONED BY GOVT/COAS COSTING UPTO RS 2.00 CRORES FOR THE QUARTER ENGINDING PART I Ser No Stn Name of Work Authority with date of approval 4 Value of work in Lakhs Amou nt and year of release in lakhs 6 Date of commen cement Progress Qr Physical ending percentage Financial During Running the Qr in expdr Lakhs upto 10 11 Proposed ODC/ expdr PDc during the year 12 13 Remarks 14

Certified that all works sanctioned by Govt of India/COAS costing upto Rs 2 Crores have been included in the report.

Chief Engineer

165 APPENDIX B (Refer para 1(a) E-in-Cs Br letter No A/00032/E2 Army/Tech Coord dt 30 mar 88) PROGRESS OF WORKS (ARMY) COSTING RS. 2.00 CRORES TO Rs. 5.00 CRORES FOR THE QUARTER ENDING. PART I FORMAT AS PER APPENDIX A Certified that all works sanctioned by Govt of India Costing Rs 2.00 Crores to Rs. 5.00 Crores have been included in the report. Chief Engineer .

166 APPENDIX C (Refer para 1(a) E-in-Cs Branch letter No A/00032/E2 Army/Tech Coord dt 30 Mar 88) PROGRESS OF WORKS (ARMY) COSTING ABOVE Rs. 5.00 CRORES QUARTER ENDING. PART I FORMAT AS PER APPENDIX A Certified that all works sanctioned by Govt of India costing Above Rs 5.00 Crores have been included in the report.

Chief Engineer

167 APPENDIX D (Refer para 1(b) E-in-Cs Br letter No A/00032/E2 Army/Tech Coord dt 30 Mar 88) QUARTERLY PROGRESS REPORT (ARMY) MAJOR WORKS SANCTIONED BY THE QUARTER ENDING. PART II Ser No Stn Job No Name of work Appx cost in B/R lakhs and date of sanction/ release 3 4 W/S Percentage progress E/M Drainage Rds Sew Overall progress Furniture At the end AT the of previous end of Quarter present Quarter 10 11 12 PDC

13

1. INTEGRATED PLANNING OF PROJECT (a) WORKS COMPLETED (i) CEs contracts (ii) CWEs contract (iii) GEs contract (b) WORKS IN PROGRESS (i) CEs contract (ii0 CWEs contract (iii) GEs contract (c) WORKS UNDER PLANNING (i) CEs contracts Progremme (ii) CWEs contract (iii) GEs contract Planning DIT DIT DIT DRT DRT DRT

168 APPENDIX E (Refer para 1(c) E-in-Cs Br letter No A/00032/E2 Army/Tech Coord dt 30 Mar 88) STATISTICAL REPORT ON ARMY WORKS COSTING Rs. 2 LAKHS TO 2 CRORES FOR THE QUARTER ENDING. Ser No Command No of works Value of works in lakhs Total expdr upto end of financial year in lakhs Total allotment of current year Total expdr up to in lakhs %age expdr over value of works Col 7 x 100 Col 4 8 Expder during current year in lakhs Col 7 Col 5 9 %age expdr duringof the allotment for the current year) Col 9 x 100 Col 6 10

Married. OTM

APPENDIX F (Refer para 1(c) E-in-Cs Br letter No A/00032/E2 Army/Tech Coord dt 30 Mar 88) STATISTICAL REPORT ON ARMY WORKS COSTING Rs 2 CRORES TO Rs 5 CRORES FOR THE QUARTER ENDING.. FORMAT AS PER APPENDIX E

169 APPENDIX G (Refer para 1(c) E-in-Cs Br letter No A/00032/E2 Army/Tech Coord dt 30 Mar 88) STATISTICAL REPORT ON ARMY WORKS COSTING Rs ABOVE 5 CRORES FOR THE QUARTER ENDING FORMAT AS PER APPENDIX E

APPENDIX H (Refer Para 4 E-in-Cs Br letter No A/00032/E2 Army/Tech Coord dt 30 Mar 88) BRIEF HISTORY OF THE PROJECT (a) Name of work. (b) A/A letter No and amendments, if any. (c) List of salient items of works with amount. (d) Release of funds with dates. (e) A small layout plan for the project showing details of works. (f) Brief history of the project highlighting bottlenecks, if any. (g) Financial position of the complete project. (h) Slippages in PDC be justified giving reasons in the following order, where applicable:(i) Delay in acquisition of land. (ii) Changes in scope of works by users. (iii) Changes in site layout by users. (iv) FC cases. (v) Shortages of cement and steel. (vi) Risk and cost contracts. (vii) Any other reasons.

171 Appendix B Precis No 1594 (Refer para 12) DUTIES OF ENGINEER-IN-CHARGE 1. The Engineer-in-Charge shall be responsible for overall supervision and execution of all works entrusted to him. He will be responsible to distribute the work to various Junior Engineers his control in the best interest of the State and to ensure that they carry out the duties entrusted to them efficiently. As regards the administration of contracts, his responsibilities shall be as laid down in Regulations, Standing Orders, other orders/instructions TIs General Conditions of Contract IAFW2249 and specific provisions made in the respective contracts. His duties on major works are outlined as under:(a) It is the responsibility of the Engineer-in-Charge to furnish complete ground data through his GE and take actions to remove any impediments in the form of sewers, water supply lines, cables including underground and overhead lines and any other obstructions which exist at site. Before a work order is placed, the Engineer-in-Charge will report to GE whether there are any obstructions remaining at the site of work other then mentioned in the contract, the clearance of which is the contractors responsibility. Prompt action will be taken to remove the remaining obstructions. Soon after the work order is placed on the contractor and before work is begun, a CPM chart and a time and progress chart based thereon shall be prepared to conform to the time stated in the contract documents. These charts shall be got approved by GE and signed by the contractor. The charts shall be kept upto date. Demand Schedule B stores forthwith and arrange for timely procurement. He should have effective control over issue of stores under Schedule B with reference to progress of work at the time of each RAR. Issue of cement against a contract must be completed before preparation of final RAR. If T and P like Road Roller, Concrete Mixers etc., are to be issued by the department, these should be arranged before hand and should be in running condition. In case the water is to be supplied by the department, arrangement should be made before hand to supply the water from water points marked on site plan. Similarly for electric power. Ensure that the contractor employs an Engineer possessing the requisite qualifications as his agent to supervise the work and to receive instructions from the Engineer-in-Charge. In case the contractor does not do so, he should report the matter to the GE. Check samples of various materials required for the work and approve or get approval of GE as provided in the contract. Ensure that materials incorporated in the work are according to samples approved. Ensure proper maintenance of site documents as laid down in E-in-Cs T.I. No. 23 of 1968. Contract documents, complete set of drawings and any other documents required are to be maintained. Thoroughly understand the contract specifications, various drawings and schedule of finishes and see that the subordinates under him are also thoroughly conversant with them. He should promptly bring to the notice of the GE any discrepancy in the contract documents for clarification/decision by the accepting officer. Ensure that the contractor brings materials only from the specified sources.

(b)

(c)

(d) (e) (f) (g) (h) (j)

(k)

172 (l) (m) Determine, in consultation with GE, the various stages of work that are to be passed by GE/Engineer-in-Charge and see that works passing register is accordingly maintained. He should also ensure that adequate safety precautions are taken as applicable. Keep a close watch on the progress of work, availability of sufficient quantity of contractors/Government stores, skilled/unskilled labour, T and P and equipment at site and initiate timely notices to the contractor for speeding up the work/supply of materials as the situation warrants. Bring to the notice of GE any hold ups in respect of Government stores and persistent slow progress by the contractor. Put up proposals for deviations if any, with all relevant information and financial effect to GE. Normally no D.O. will be placed on the contractor till the approval in principle is accorded by the competent authority. Put up and recommend extension of time, if required. Obtain vouchers for proprietary articles and other materials procured by the contractor and after due verification for correctness of source and samples approved by GE, deface them suitably after recording in the MB the quantity received with their respective voucher particulars etc. Bring to the notice of the contractor defective materials used or bad workmanship carried out through suitable site orders specifying time for rectification and ensure implementation. Ensure that all defects pointed out by him and higher authorities are rectified satisfactorily and make necessary re-endorsement on the work site order book. Check the work constantly, particularly on completion of various stages of work at which they are to be passed and make entry in works passing register without delay. Similarly he should also arrange to get such stages passed by GE if applicable. Ensure measurements of works are entered as the work proceeds, particularly for hidden work and carry out requisite checks where Junior Engineers are authorised to record measurements. Promptly forward to the contractor/AAO, USRs for store issued, statements of T and P issued and other debits so that contractors account is maintained up to date in the construction account and contractor can prepare RAR/final bill in time. Assist/prepare RAR/DOs/Final bill, when the contractor is not in a position to do so. Before making out an RAR, make out a detailed priced estimate and a yardstick based there on laying down percentage assessment of various stages of work and get it approved by GE. Check RAR/final bill and ensure that there is no over assessment of work done or stores collected at site and no unintended benefit is given to the contractor. Payment for contractors material at site should be controlled to ensure that the entire quantum of stores (other than wastage) will ultimately be incorporated in the work. Ensure that site clearance is done properly before reporting completion to the GE. Promptly render completion certificate to the work/phase of work, as catered for in the contract to GE. Ensure that no contract conditions is violated in respect of labour code/safety regulation/minimum wages act, rules for health and sanitary arrangements. Correctly maintain the construction accounts not only in respect of expenditure incurred but also with regard to liabilities incurred and contractors debits. Ensure that the work is executed to a good standard of workmanship and finish compatible with the specifications laid down in the contract. He may suggest deviations, if the specifications are in serious disagreement with T.Is of E-inC/CE and E-in-Cs Works Pamphlets.

(n) (o) (p) (q)

(r) (s) (t) (u) (v) (w) (x)

(y) (z) (aa) (ab) (ac)

173 (ad) (ae) (af) (ag) (ah) 2. Coordinate with users and GE promptly regarding alterations/additional requirements given by users to avoid delay in execution/completion of job. To enable GE and CWE to carry out periodical review to ensure proper administration of contracts, periodical review reports as laid down will be submitted. Ensure that completion report A is submitted within two weeks of the physical completion of the work and Part B as soon as the accounts are finalised within six months of Part A unless there are inter dependent complicated cases. Devise ways and means to utilise all unused Government stores or declare them surplus to close the financial account of the project/work as early as possible. Inspect the work just before the maintenance period is over and inform the GE all the defects for issuing notice to contractor to rectify the defects.

During actual execution of work, the Engineer-in-Charge should pay personal attention to the important stages of work and it will be his responsibility to satisfy himself that they are in order before passing for commencement of the next stage of work. These are given below: (a) (b) (c) (d) Building and Road. Please refer to E-in-Cs Works Pamphlet Nos 1 and 12. External Services and E/M Work. As given in Works Pamphlets Nos 2,3, 4 and 6 and T.Is as applicable. Furniture. As given in Works Pamphlet No 10. Government Stores in the Store Yard (i) See that stores received are all stored in a orderly manner and protected from deterioration. (ii) Check at frequent intervals that receipts/issues are promptly accounted for. (iii) Ensure that the stores yard meets the requirements as laid down in various standing orders, and fire orders for security and safe custody of all Government stores and contractors stores paid for in RARs. General (i) The Engineer-in-Charge should keep a record of the problems encountered and how these were solved, for compiling the project report. (ii) He should acquaint himself with the publication by various National Engineering Bodies like National Building Organisation, Central Building Research Institute, Central Road Research Institute, Indian Road Congress and Indian Standards Codes of Practices on the subject. (iii) He should study the E-in-Cs Technical Instructions issued from time to time. Study drawings, specifications, contract conditions and prepare a check list to subordinate staff. Preparation of job oriented detailed check list of inspection of work is very important. Study the tender documents forwarded for comments; study the site conditions and feasibility of contract. (iv) Engineer-in-Charge should acquaint himself with the local bye laws of the Municipality or Electricity Board and Cantonment Board, if applicable. (iv) CPM and/or T and P chart should be reviewed and up dated as and when required. He will ensure that there is a coordination between execution of building work/electric work to avoid hold ups or breaking of walls at a later stage. He should set out the centre lines on the ground after having verified that the site and orientation are correct and that there are no water or other mains or underground cables on the site existing or proposed in future.

(e)

174

Appendix C Precis No 1594 (Refer para 12) DUTIES OF SUPDT B/R, E/M GDE I Note: The duties of Supdt B/R, E/M Gde I as given in para 54 & 56(a) of MES Regulations have been amended vide Govt of India letter No 97508/POL/E2 (WPC) dated 29 Sept 93. 1. The duties of Supdt B/R, E/M Gde I are primarily to assist the Engineer-in-Charge in all his duties for execution of the works efficiently and in the best interest of the State. He will however, be responsible for the performance of following duties in particular:(a) Prepare a CPM Net Work for the contract in consultation with the contractor and put up to Engineer-in-Charge. (b) Work out the requirement of Schedule B stores and place demand for the same well in time. (c) Scrutinise contractors demands and issue stores as required for the work. (d) Prepare USR account for the same. (e) Have check on use of Govt stores like cement, steel and other proprietary articles etc. and have proper record to reconcile stores used in relation to the work done. (f) Assist Engineer-in-Charge in testing and approving samples of various materials to be procured by contractor and ensure that all materials collected/incorporated in the works are according to the samples approved by Engineer-in-Charge/GE. Maintain necessary records for sampling, testing and approval of materials. (g) Assist Engineer-in-Charge by having regular supervision with regard to quality of work and ensure that the work is carried out properly as per contract. (h) Maintain site documents as laid down in E-in-Cs Technical Instruction No 23 of 1968. Measurement Book, Contract Agreement, Drawing properly and be responsible for their safe custody. In case of leave/posting these will be properly handed/taken over. (j) Be thorough with the contract specifications, drawings and schedule of finishes, promptly bring to the notice of Engineer-in-Charge any discrepancy in specification, details etc, of any items in various parts of the contract agreement for clarification/decision of Engineerin-Charge/higher authorities. (k) Prepare works passing register as per instruction of Engineer-in-Charge and assist him in and passing various stages of work. When each stage is ready to be passed, with his initials to Engineer-in-Charge, for his final passing, except where he been made responsible for doing so by the Engineer-in-Charge/GE. (l) Scrutinise vouchers for various proprietary articles and other materials mentioned in the contract and record the same in the Measurement Book. Put up to Engineer-in-Charge for his check as defacing the vouchers. (m) Inform the contractor promptly regarding defective materials collected or used/bad workmanship carried out for immediate rectification and keep Engineer-in-Charge in picture for issuing site order, if necessary. Watch completion of the rectification. (n) Ensure proper use of Govt T and P and maintenance of Log Book. (o) Inform Engineer-in-Charge about the completion of rectification/compliance of orders issued in Works Site Order Book on due dates for endorsing suitably on the Work Site Order Book.

175 (p) (q) (r) The measurement of all work as they proceed, particularly for hidden work and record them in Measurement a Book. Get them checked by Engineer-in-Charge/GE early before they are covered. Send to the contractor USR, statement of T and P issued and other details promptly. Assist/prepare RAR/final bill whenever due, taking care to assess the correct quantity/quality of materials collected at site and work executed without giving any unintended benefit to the contractor and put up to Engineer-in-Charge for his check. Quantity for all stores paid for in RAR (less normal wastage) should be as required ultimately for incorporation in the work. Inform the Engineer-in-Charge promptly regarding completion of the work of each phase as already laid down in contract for rendering completion certificate. Assist the Engineer-in-Charge to exercise check in respect of labour code/safety regulations/minimum wages act being adhered to by the contractor and ensure that they are fully complied with. Assist Engineer-in-Charge to maintain the construction account properly not only in respect of expenditure incurred but also be booking liabilities promptly in contractors account. Keep all date required for present position/cash assignment etc. If T and P like Road Rollers, concrete mixers etc. are to be issued by the department the same should be arranged earlier and should be in running condition. Break downs if any should be attended to with least possible delay. In short do everything possible to assist the Engineer-in-Charge to execute the work with good materials, workmanlike manner and good standard of finish compatible with the specifications laid down in the contract. He will also be responsible for safety measures required during the incomplete stages of work. Watch site clearance before initiating completion certificate.

(s) (t) (u) (v) (w)

(x) 2.

In addition to the above duties he should pay particular attention to the following, during execution the work and will be responsible to achieve the desired quality of work. (a) Building works (i) Ensure that layout of each building is done to correct dimensions and to square . See that trenches in foundations are excavated to proper dimensions and the excavated soil is dumped clear of the trenches. Check that anti-termite treatment is carried out properly as specified. (ii) Concreting in foundation should be done to proper width, depth and with proper mix. It should be compacted well and be in level. Ensure that proper and sufficient curing is done. (iii) Marking for brickwork or masonry in foundations and plinth should be checked before commencing brick/stone work. (iv) Ensure that the return and refill at the sides of brick/stone work in foundation is done properly with approved soil. (v) See that the brick/stone work in foundation is executed with materials as per approved samples and with proper mix and good standard of workmanship. The top of the plinth should be in level. (vi) See that DPC is laid to correct specification. (vii) The work in superstructure should be carried out in a workmanlike manner. He should ensure that line, level and plumb are maintained and curing is properly done. Openings for positioning of doors, windows, ventilators, cupboards, shelves and other fixtures are correctly provided.

176 (viii) Check joinery, trusses and various items of roof, timber for their correct dimensions, quality of materials used and workmanship adopted and pass as instructed by Engineer-in-Charge provided they are as per samples approved by him. (ix) Before passing the brick work in superstructure check the height. (x) See that the workmanship of the brick work/stone masonry is upto the standard with particular attention to line, level and plumb. (xi) Similarly check steel items like trusses, gates, holdfast etc. and approve if these are according to the samples passed by Engineer-in-Charge as instructed by him. (xii) Check and ensure that all reinforcement work is done as per contract specifications and as shown on drawing. (xiii) Check form work for all small works and articles like lintel etc. are positioned correctly and see they are according to requirement etc. (xiv) Ensure that the concreting is done with proper mix, water cement ratio, compaction and in a workmanlike manner particularly to see that they are no line, level, plumb and slope required. Ensure protection of concrete against and extremes of temperature. (xv) Check slopes of roofs and flooring, waterproofing of flat of and joining etc in pitched roofs and gutters. (xvi) Similarly concreting of all small works and articles should be properly checked with regard to the mix, size, shape, laving, compaction and curing. (xvii) Plastering should be done as laid down in specifications and as per sample approved by Engineer-in-Charge. Before getting a sample of plastering approved see that the sub surface is hacked out properly and plaster has the desired finish. (xviii)Similarly ensure that work on flooring and various items of schedule of finishes are executed as approved by Engineer-in-Charge both for quality and finish. Check filling under the flooring with approved material and compacted as specified before allowing sub base to be laid. (xix) He should check frequently that his Assistant/Gde II whenever working under him supervises properly while preparing concrete, mortar etc. particularly with regard to their proportion and mixing. (xx) Ensure that various schedule of finishes are done in the entire building, all as per sample approved by Engineer-in-Charge. (xxi) Ensure that roofing work is done to proper slopes and in a workmanship like manner as per sample of roof approved by Engineer-in-Charge. (xxii) Sanitary fitting should be checked with approved samples and purchase vouchers for quality/finishes etc. Iron mongery, aluminium fittings, jointing to pipes should be checked frequently for quality and workmanship. (b) Road Work (i) Keep correct data regarding ground levels, formations levels and other site information required to assist Engineer-in-Charge. (ii) Similarly see that the quality of workmanship followed for various items of work is similar to the one followed in the samples of works approved by Engineer-in-Charge. (iii) Measurement of materials including quality of boulders, stone metal, chips, sand brought to the site should be got checked by Engineer-in-Charge. (iv) Ensure that rolling/consolidation is properly done to the required levels of formation, soling, water bound macadam, and premix carpeting as specified in the contract. (v) Binding material like bitumen etc, should be applied/used as laid down in specification with regard to the quantity, heating and application.

177 (vi) Ensure that the work is properly done to required, width, camber, gradient, super elevation etc., and the surface is finished even and without waviness, depressions etc. (vii) Inspect and pass foundation work for bridges /culverts. (viii) Check RCC work in piers, beams and slabs including the points given under building work as applicable. (c) Sewage Works (i) Ensure that ground levels and other particulars required are correctly taken and furnished to Engineer-in-Charge. (ii) See that the alignment, width and depth of excavations for pipes and manholes are as per approved plans/directions of Engineer-in-Charge. (iii) See pipes and other materials used are as per samples approved and are free from cracks, breakage etc. before laying. (iv) See that the pipes are jointed properly in workmanlike manner. (v) See that the work is carried out properly as per drawings and specifications in respect of concrete bedding, haunching, jointing of pipes, construction of man holes and gullies. (vi) See that every line and man hole is tested as specified before covering with earth. (vii) Ensure that the refilling over the pipe is done only after sufficient curing and testing are completed and with soft soil to prevent breakage of pipes.

Internal Electrification/Water Supply Works 3. (a) Prepare layout diagram for internal wiring/pipe line showing the location of all fittings and fixtures and the same approved by Engineer-in-Charge, if such layout diagrams are not in the contract. (b) Check sample of each material whether it is according to the specifications in the contract and put up to Engineer-in-Charge for approval. (c) Ensure that all materials incorporated are as per samples approved by Engineer-in-Charge. (d) Ensure that the work is executed according to layout diagrams and in a workmanlike manner as laid down in contract. (e) See that holes, recesses etc. made are filled properly and made good to match with the surrounding. (f) Properly carry out tests and ensure that the work executed is upto the required standard before taking over. External Electrification/Water Supply Services 4. (a) Ensure that the alignment of the services i.e. lines/mains etc. and location of each equipment like transformers, valves, poles etc are fixed as per drawing. (b) Ensure that sample of each material to be incorporated in the work is as per contract specifications and put up to Engineer-in-Charge for approval. (c) Ensure that the work is executed as per approved alignment and all materials incorporated in the work are as per samples. (d) See that the work is executed according to the contract specifications and drawings and in a workmanlike manner. (e) Check poles/towers for dimensions, quality in fabrication, methods of erection particularly for depth underground and quality of concrete in foundation. (f) Similarly test check pipes for dimensions and quality. Ensure that they are free from cracks and laid and jointed properly with sufficient jointing materials and laid down in contract.

178 (g) (i) Ensure that the work is properly tested as provided in the contract and meets all requirements mentioned therein. Ensure that the work is carried out with required skilled labour and all safety precautions are compiled with a provided in the contract, Indian Electricity Rules and Safety Codes.

Furniture Supervisor B/S Gde I will be responsible to(a) (b) (c) (d) (e) Check samples of each type of furniture for quality for timber, dimensions of various materials used, workmanship adopted in jointing and finish. Put up to Engineer-in-Charge for approval by the GE. Ensure that each article is made of proper seasoned timber and the finished dimensions are according to contract/drawing. Similarly see that items of furniture requiring GI/MS sheet or iron articles etc. are made with proper size/gauge of materials as provided in the contract. Check and pass at least 50% of each article as directed by Engineer-in-Charge if they are according to contract and samples approved by Engineer-in-Charge. It should be ensured that 100% check of each item is carried out between Engineer-in-Charge and Supervisor B/S. Ensure that each member of the articles is free from serious defects like bad knots, cracks etc which will result in early breakage of the articles.

179 Appendix D Management Department

DUTIES OF SUPDT B/R, E/M GDE II 1. Note: Supdt Gde I and II now merged as JE. The duties of Supdt B/R, E/M Gde II are primarily to assist the Gde I carrying out his duties efficiently and in the best interest of the State. In case, he is working directly under Engineer-inCharge his duties shall be as specified for Supdt B/R, E/M Gde I. The important duties of Supdt Gde II when he is assisting Gde I are listed hereunder:To ensure that the Govt Stores collected from the stores are brought to site, stacked and stored properly by the contractor. (b) To see that the Govt stores are incorporated in the work properly. (c) To ensure that contractors materials collected at site are as per samples approved by GE/Engineer-in-Charge. (d) Should collect daily all information required for maintenance of site documents like works diary, materials testing register etc. (e) Should keep proper record showing Government materials and proprietary articles collected and incorporated in work. (f) To see that the joinery/fittings and fixtures are fixed properly and with required number and type of screws, nails etc. (g) Ensure that bricks are well soaked and laid with mortar when they are wet. (h) Ensure that the thickness of joints in masonry is not exceeded. (i) To see that the requisite bond stones are provided in the masonry and joints are properly filled up without leaving any voids and proper bonds are adopted as specified in the contract. (j) To see that raking out of joints is done to proper depth and width. He should maintain close supervision on the work at every stage and ensure that the work is carried out according to approved samples/conditions of contract. He should immediately bring to the notice of his next superior authority about any willful negligence on the contractor to carry out the work as specified. (a)

180 Annexure I to Appx C Precis No 1594 (Refer para 12) Tele: 3019646 Dy Dte Gen of Works (PPC) Engineer-in-Chiefs Branch Army Headquarters, Kashmir House, DHQ PO New Delhi 11 02 Aug 99

41917/Pol/E2W (PPC) E-in-Cs List A & B 1.

2.

3. 4.

DUTIES OF JUNIOR ENGINEERS Reference Govt of India, MOD letter No PC 90237/4603/EIC (Legal)/1993/D (Works) dated 25 Apr 1996 and Govt of India, MOD Letter No PC 85605/RR/.B&R I & II/CSCC/2742/D (Works) dated 09 July 1999 circulated vide E-in-Cs Br letter No 85605/RR/B&R I&II CSCC dt 27 July 1999. Under MOD letter dated 09 Jul 99, the Supdts B&R Gde I/II and Supdts E&M Gde I/II and Surveyor Assistants Gde I/II have been redesignated as Junior Engineer (Civil), Junior Engineer (Electrical and Mechanical) and Junior Engineer (Quantity Surveying and Contracts) respectively in the following three grades:(a) Entry Grade - Rs 5000-8000 (b) After 5 Years - Rs 5500-9000 (c) After 15 Years - Rs 6500-10500 As per MOD letter dated 25 Apr 96 the duties of Supdts/Surveyor Assistants in three grades are same in their respective categories. Consequent to redesignation mentioned above, duties of Junior Engineers in MES are fixed as under:(a) Junior Engineer (Civil) Same as those of Supdt B&R Gde I as laid down in para 53 and Table M of RMES. (b) Junior Engineer (Electrical & Mechanical) Same as those of Supdt E&M Gde I as laid down in para 54 and Table M of RMES. (c) Junior Engineer (Quantity Surveying and Contracts) (i) General: To take off quantities, prepare estimates, squaring and abstracting dimensions, and pricing and moneying out of bills of quantities. He may also be required to take measurements of small services and to carry out such other technical duties relating to contracts and bills as he may be directed to perform. (ii) JE (Q&C) Posted in GEs Office: (a) Prepare tender documents (except specifications and drawings) for works services within GEs powers for entering into contract. (b) Technically check all deviation orders, rates and contractors bills before payment and muster rolls after payment. (c) Carry out such other technical duties relating to contracts and bills as he may be directed to perform. (iii) JE (Q&C) Posted in CWE/CEs Offices: Duties as laid down in table N of RMES.

181 Note 1: Where a JSW/ASW has been posted in a GEs office a JE (Q&C) shall assist him in carrying out the tasks given above. Note 2: If no JSW/ASW is posted in GEs office the Senior most JE (Q&C) in the GEs office will be in charge of Contract Section (E8) and other JEs (Q&C) will assist him in carrying out the tasks given above. A Junior Engineer appointed in the entry grade may not be given independent duty during his probationary period and may be asked to assist other Junior Engineers in performance of their duties at the discretion of his Controlling officer. Action to amend MES Regulations is being taken separately.

5. 6.

Sd/-x-x-x (SN Gupta) Addl CE Offg DDGW (PPC) Internal:TS to DGW E-Coord E1C E1D E2 (S&C) E2(Navy & DP) E2 (Design) E2 (Army) E2 (Air) E4 (U) E6 E8

182 Appendix E Precis No 1594 (Refer para 13) 1. QUESTIONNAIRE FOR GE Stores (a) Has the basic list of stores been prepared both by the department and the contractor? (b) Has provisioning action been taken with regard to stores and plant to be issued to the contractor under Schedule B and C? (c) Are the actual lists of stores issued to contractors being correctly maintained? (d) How do you deal with any discrepancies between the theoretical list of stores required for a work and the actual stores issued to the contractor? (e) What percentage of stores do you and contractor have on site before work starts? (f) Are you receiving from SDOs all information necessary for the linking and auditing of vouchers and ledgers? (g) Do you visit your SDOs stores frequently? (h) Do you periodically check stores accounting register and documents? Inspection of Works (a) Do you have copies of the following E-in-C publications and instructions:(i) Hints for offices and others engaged in supervision of works. (ii) Hints for overseers employed on Concrete Works. (iii) Hints for overseers employed on Road Work. (iv) Hints for overseers engaged on Supervision of Work. (b) Have they been circulated to all concerned? (c) Are these always on site of work:(i) Copy of specifications. (ii) Copies of drawings. (iii) Works site order book (iv) Works diary. (d) Do all officers and subordinates carry note books? (e) Do subordinates carry the necessary tool bag to check work? (f) Do craftsmen have the necessary tools to carry out work and check workmanship? (g) Do contractors sign all entries in the work order book? (h) Are works not upto specification invariably rectified? (j) Are measurement taken as works proceeds? (k) Are Time and Progress Charts CPM net works prepared, agreed to and signed by the contractor before work starts?. (k) Do you maintain photographs of important phases of construction? (l) With regard to maintenance works:(i) Are quarterly inspections carried out in accordance with RAI? (ii) Are your repair programmes based on these? (iii) Do all units QMs keep a Repair Book? (iv) Are repairs requisitioned on IAFW-1817 really urgent? (v) Are repairs mostly ordered on TC or carried out through contract? (vi) Are you prompt in preparation of barrack damages and their recovery?

2.

183 General Advice (a) Keep to regulations in all matters. In this way your difficulties will decrease and your work potential will increase. (b) Continually try to cut down paper work and correspondence to the minimum. (c) Run your office efficiently. Duties and responsibilities of your officers and subordinates should be clearly and definitely laid down. This will increases your work capacity. (d) Ensure that all documents and records are maintained correctly and up-to-date and are periodically checked.

184 Appendix F Precis No 1594 (Refer para 13) AIDE MEMOIRE FOR TECHNICAL ADMINISTRATION OF CONTRACTS First review after expiry of one month after the contract was concluded. (A) Date of Review. (a) CA No and Year (b) Name of Work (c) Name of Contractor. (d) Name of GE. (e) Name of Engineer-in-Charge. (f) Date of Contract concluded. (g) Date of Commencement. (h) Due date of Completion. 1. Stores (a) Has the stores list issued by the Accepting Officer been checked by the GE? (b) Has any discrepancy in the quantity shown in the stores list been detected? If so, has the GE intimated the discrepancy to the Accepting Officer? (c) With reference to the stores list issued by the Accepting Officer give a statement under a separate Appendix showing position of stores in the following form:(i) Serial No. (ii) Description of Item. (iii) Quantity required. (iv) Date demand placed and quantity. (v) Date store released and quantity released. (vi) Quantity received by the GE till the date of review. (vii) Quantity still outstanding. (d) Are there any hold ups in the work due to non issue of any store? If so, give details and state briefly action taken to resolve the hold up (such as release of alternatives or suggestions for change in design etc). Handing over Site of Works (a) Have all sites been handed over on due dates? If not site of which buildings/works are not yet handed over and reasons for it. Anticipated date by which the sites for balance of items will be handed over. (b) Have all buildings been sited in accordance with the layout plan forming part of the contract. If nay changes were necessary due to site conditions has the accepting officer been kept informed. (c) If revised siting involves change in the block arrangement/grouping of buildings, has a revised site plan been prepared and sent for approval of the accepting officer. Time and Progress Chart /CPM Net work Has time and Progress chart/CPM net work been drawn up by the GE in agreement with the contractor and if so, has copy of the same been sent to E8 Section of CEs Office? (Give Ref to letter under which sent).

2.

3.

185 4. Samples Confirm that contractor was ordered in writing to produce samples in respect of important materials and iron mongery fittings etc., and that these have been approved. Order against Provisional Items (a) Have orders for provisional items like roads, fencing etc., been placed on the contractor? (Give Work Order No and date) if not, why not? (b) Anticipated date when these work orders will be placed? (c) Have order for items including PC Sumps been placed? (Give Work Order No and date) Issue of Tools and Plant (a) Confirm that all issues of Govt tools and plant are covered by proper USRs. (b) Are there any items of Govt Tools and Plant not covered by Schedule C of contract issued to contractor and if so, why? (i) Has approval of the accepting officer been obtained and rate of issue fixed? (ii) Has necessary amendment to contract been initiated? (Give ref) (iii) Has there been any hold ups in the work due to non issue of Govt T & P or break down of T & P and if so give details and state briefly action taken to resolve the hold ups. Layout of Wiring, Pipe and Sanitary Fittings Etc. Have the layout of wiring and internal water supply piping been prepared and given to contractor so that he can carry out the necessary preliminary work as the masonry work progresses. Designs Confirm that the design in respect of buildings has been scrutinised (including items not yet started by the contractor) and that there are no hold ups likely to occur/no changes likely to be necessary from users point of view. Special items (applicable to contractors for Road Work/Runways/Taxi Tracks). Confirm that at the beginning of the job experiment was made to ascertain the quantity of cement/bitumen required for the work in accordance with the contract specifications and that the results have been recorded and materials are being issued to contractor on that basis.

5.

6.

7.

8.

9.

. . Signature of Engineer-in-Charge Signature of Garrison Engineer Date. Date.. Points for Completion by SW in CEs Office Have special points noted while drafting the contract been brought to the notice of GE/CWE?

186 Appendix F (Contd) Precis No 1594 TECHNICAL ADMINISTRATION OF CONTRACTS Second review after expiry of 50% contract period. (B) Date of Review.. (a) CA No and Year. (b) Name of Work. (c) Name of Contractor. (d) Name of GE. (e) Name of Engineer-in-Charge. (f) Date of Contract concluded. (g) Date of Commencement. (h) Due date for Completion. 1. Deviation Orders (a) State number of deviation orders approved in principle by the:(i) Accepting Officer. (ii) CWE. (iii) GE. (b) State number of DOs initiated and ordered on the contractor in respect of (a) (I), (ii) and (iii) above. (c) State number of deviation orders issued in the proper form in respect of (a) (I), (ii) and (iii) above. (d) Number of deviation orders yet to be issued in the proper form in respect of (a) (I), (ii) and (iii) above. (e) Anticipated date by which deviation orders on proper form expected to be issued in respect of (d) above separately for (a) (I), (ii) and (iii). (f) State number of deviation orders (out of (c) which have been received by AAO after audit by CDA. (g) Does additional work ordered as deviation require increase in completion period and if so how much? Special Rates (a) Number of DOs involving preparation of special rates and number of special rates involved. (b) Number of special rates framed and accepted by contractor. (c) Number of special rates yet to be prepared. (d) Anticipated date by which special rates will be framed and settled with contractor, in respect of (c). (e) Confirm that vouchers produced by contractors in support of special rates, PC Sums etc., have been verified by GE/SW/ASW and certified copies of it kept on record for reference at a later date. Issue of Stores (a) With reference to the stores list issued by the Accepting Officer, give a Statement showing position of stores for each item of store under a separate Appendix on the following form:(i) Serial No (ii) Description of items.

2.

3.

187 (iii) Quantity required. (iv) Date Demand placed. (v) Date store released. (vi) Quantity received by the GE. (vii) Quantity still outstanding. (viii) Remarks, if any. Confirm that all issues of Govt stores have been covered by proper USRs and that they have been accepted by the contractor. Are there any items of Govt stores not mentioned in Schedule B of contract issued to contractor during the currency of contract and if so:(i) Has approval of the accepting Officer been obtained and rate of issue fixed? (ii) Has necessary amendment to contract been initiated ? (Give ref). Have there been any hold ups in the work due to non issue of any store? If so, give details and state briefly action to resolve the hold ups.

(b) (c)

(d) 4.

Issue of Tools and Plant (a) Confirm that all issues of Govt tools and plants are covered by proper USRs. (b) Are there any items of Govt T & P not covered by Schedule C of contract issued to contractor and if so:(i) has approval of accepting officer been obtained, and rate of issue fixed. (ii) has necessary amendment to contract been initiated? (Give ref). (iii) have there been any hold ups in the work due to non issue of Govt T & P or break down of T & P and if so give details and state briefly action taken to resolve the hold ups. Issue of Electric Power Connection (a) Confirm that if such an issue is covered by conditions of contract, proper record has been maintained of the current consumed and recoveries effected from contractor. (b) If such an issue is not legislated for in the contract, has any action been taken to give connection to the contractor and if so:(i) what is the rate charged? (ii) Is the transaction regularised? Progress of Work (a) Is the contract running according to the time Schedule? (b) If not, state the approximate period of delay that has occurred. What are the causes of delay? (c) What action has been taken to eliminate delays? Measurement of Work (a) What is the percentage of work against provisional items completed by contractor? (b) What percentage of (a) has been recorded in M.B.? (c) If all provisional work already completed has not been measured and recorded state reasons for delay. (d) State anticipated date by which measurements will be completed. (e) Has contractor accepted all the measurements or have any disputes arisen and if so how it is proposed to resolve them? (f) Has GE checked 5% measurements? Claims by Contractor/Claims of Govt (a) Has contractor raised any points which may be in the nature of claims and which have to be referred to accepting officer?

5.

6.

7.

8.

188 (b) (c) (d) 9. If so has action been initiated to refer these points to accepting officer with your comments? (Give ref). Have Govt (including ADGTEs Dte) raised any claims and if so give brief particulars/references. Mention the present position with regard to settlement of claims vide (c) above.

Works Site Order Book and Works Diary (a) Have orders by the Engineer-in-Charge/GE etc, in the works site order book checked to ensure that they refer merely to day-to-day transactions pertaining to acceptance /rejection of works and that there are no orders in the nature of a deviation order. (b) If latter are noted, has action been initiated to obtain sanction of appropriate authority and issue of proper deviation order on the form prescribed? (c) Confirm that works diary has been correctly maintained and is up-to-date. Payment of Account (a) Confirm that monthly statement of account in terms of E-in-Cs letter No 26364/E8 dated 24 Aug 56 has been sent to contractor and acknowledged by him. (b) Confirm that debit statement with regard to recoveries for T & P have been checked by AAO weekly with reference to Log Books and if not why not? (c) Are there any items of debits to which contractor has objected and if so action taken to resolve the dispute. (d) Are monthly payments on account (RARs) paid to contractor promptly. State average number of days taken to pay RAR after its receipt from contractor (including check by JE (QS&C/SW).

10.

Signature of Engineer-in-Charge Date. ..

.. Signature of Garrison Engineer Date.

Additional Items to be Checked in CEs Office 1. Have important deviation orders which are likely to effect future contracts been entered in register kept for this purpose? 2. Have progress reports received from E2 section been scrutinised to check with the progress originally mentioned in T & P Charts?.

189

Appendix F (Contd) Precis No 1594 TECHNICAL ADMINISTRATION OF CONTRACTS Third review when contract is 90% complete (or about one month before due date of completion . (C). Date of Review (a) CA No and Year. (b) Name of Work. (c) Nature of Contractor. (d) Name of GE. (e) Name of Engineer-in-Charge. (f) Date of Contract concluded. (g) Date of Commencement (h) Due date of completion(including extensions). NOTE: Sl Nos 1 to 10 under B to be repeated and replied again. 11. Additional Questions to be Answered Amendments to Contract Have all amendments that may have been necessitated to on account of:(a) Changes in siting. (b) Issue of additional alternative Govt Stores. (c) Issue of electric power connection. (d) Issue of additional T & P, been regularised and amendments signed by both parties issued (give dates). 12. Government Stores Has a review of issue of Govt store been taken after accounting for works added or omitted through deviation orders and the list of stores initially sent by accepting officer amended suitably. 13. Claims of Contractor Confirm that all claims raised by contractor have been sorted out and matters requiring decisions by accepting officer have been referred to him (give reference). If not, briefly action taken/being taken to resolve outstanding issues raised by contractor. Indicate clearly with whom action rests.

. Signature of Engineer-in-Charge Date.

Signature of Garrison Engineer Date

190 Appendix F (Contd) Precis No 1594 TECHNICAL ADMINISTRATION OF CONTRACTS Fourth review after 2 weeks after completion of contract (D) Repeat replies to questions vide B and C. Replies to following additional questions to be also given:Date of Review 1. Has proper completion certificate been issued to contractor in writing mentioning the minor defects to be rectified by him? (Give ref and date). 2. (a) Confirm that measurement in respect of all provisional items have been completed. (b) If not what is the percentage yet remaining to be measured and state anticipated date by which they will be completed. (c) Confirm that GE has completed his percentage check of the measurements if not why not? (d) State date by which priced abstracts will be completed and sent to contractor to enable him to submit his final bill. 3. Statement of Accounts Confirm that statement of accounts has been completed and a copy sent to contractor to enable him to submit his final bill. If not, probable date by which it will be sent. 4. Special Rates (a) Confirm that all special rates have since been framed. (b) If not, state reasons for hold ups and date by which expected to be prepared and accepted by contractor. 5. Issue of Stores (a) Have any over issue of stores come to light?. (b) If so, has contractor been notified in writing about it? (c) Probable date by which points arising out of over issues/under issues likely to be settled. 6. Claims by Contractor (a) Confirm that decisions of appropriate authority with regard to contractors claims have been received and conveyed to contractor. (b) If not have the authorities concerned been reminded (Give ref.) 7. Deviation Orders Have important deviation orders (mainly pertaining to changes in design) been brought to the notice of higher authorities so that designs/drawings could be amended for future contracts. 8. Confirm that notices claiming, compensation for delay were served to the contractor immediately after due date of completion. 9. Statistics/Technical Data Have statistics which refers to useful technical data been compiled such as, output of road rollers, output barber green equipment, output of concrete mixers etc. 10. State anticipated planned date with regard to following:(a) Receipt of final bill from contractor. (b) Date final bill expected to be sent by Engineer-in-Charge to JE (QS&C) of GE. (c) Date GE expected to forward bill to SW for Technical Check. (d) Date by which bill will be sent by GE to AAO. . Signature of Engineer-in-Charge Signature of Garrison Engineer Date Date

191

Precis No 1595 Management Department DUTIES OF GARRISON ENGINEERS Introduction 1. Next to the Sub Divisional Officer is the Garrison Engineer (GE) was is equivalent to an Executive Engineer in PWD and is incharge of a normal works division or a large project. 2. This precis deals with the duties of a Garrison Engineer as applied to works services. Detailed duties are given in Table F, MES Regs (1968). Functions 3. A GE has to perform the following functions:(a) He is over all incharge of all functions performed by MES within his jurisdiction. (b) He is technical adviser to the Commander (s) of the defence forces/officers incharge of allied departments in his area. (c) He is the local representative of CWE on all matters. (d) He is an executive engineer of Cantonment and acts as ex-officio members in class I/II Cantonments (dealt with in subsequent precis). Duties of GE 4. Responsibilities of engineer executive are laid down in para 30 MES Regs. In carrying out these duties a GE should have Efficiency and Economy as his watchwords. 5. As incharge of a division/project, GE is responsible for the following:(a) Efficient execution of all original works, maintenance/proper repair of buildings, roads, airfields, E/M installations including plant, machinery and other structures. (b) Proper and economic expenditure of funds allotted to him. (c) Observance of technical procedure in connection with orders placed by him on contractors, payments of bills arising out of such orders. (d) Maintenance of construction accounts upon which the system of accounting for engineer services is based. (e) Periodical inspection of buildings/installations and action resulting from such inspections. (f) Assessment of barrack damages and their recovery. (g) Arrangements for the procurement of stores, plant and equipment in accordance with laid down procedure. (h) A rate preparation of drawings and estimates. (j) Execution of works in accordance with specifications and obtaining high standard of work acceptable to modern engineering practice. 6. He is assisted in his duties by Assistant Garrison Engineers, Sub Divisional Officers (AEs and JEs) and Barrack Stores Officer (BSO), besides other subordinate establishment. He allocates definite duties, powers and responsibilities to these officers so that they may acquire the knowledge of experience necessary for charge of a Division and to avoid multitiered work. 7. Points to be ensured in carrying out these duties have been dealt with in Precis pertaining to the relevant subject matter. A Garrison Engineers performance is judged by his grasp of all matters affecting MES functioning, efficient administration and control over personnel, capacity of foreseeing/sorting out snags and rendering effective and efficient service to the defence forces and allied departments.

192

Precis No 1596 Management Department RESPONSIBILITIES OF SUB DIVISIONAL OFFICER Introduction 1. Sub division constitutes the lowest organisational unit in MES and the Sub Divisional Officer (SDO), charged with MES functions in a sub division, is a vital link in the chain of control. 2. This precis summarises the functions and responsibilities of a SDO i/c a sub division. Functions 3. SDO of an area is charged with the following functions pertaining to this jurisdiction:(a) He is the custodian of all defence property in the area. He is responsible for maintaining upto-date records of all assets. NOTES: (1) Certain lands belonging to Ministry of Defence are vested in Defence Estate Officers. (2) Responsibility for custody of factory buildings lies with Factory authorities. (b) He is responsible for operating/maintaining essential supply services e.g. water supply and electricity. (c) He is responsible for carrying out repairs and keeping defence structures/assets in a sound and habitable state. (d) He is responsible for executing work services for the three arms of service and allied departments located in his area. NOTES: He may be called upon to execute deposit works/agency services on behalf of private parties/other departments. (e) He is responsible for keeping accounts of works expenditure. (f) He acts as engineer adviser to Commander of the defence forces in his area within limitations laid down by the GE/CWE/CE. 4. In carrying out these functions, he takes orders from the local commander and superior engineer authorities as under:(a) Local Commander. MES formations come under the general administration of the local commander and take his orders on all his orders on all station matters e.g. security, discipline, fire arrangements. (b) Superior Engineer Authorities. On all matters relating to organisation, utilisation of resources and provision of services, orders are received through engineer channels). In this connection relation between the staff/engineers (dealt with in Precis on Organisation) should be clearly understood. Executive Responsibilities 5. Detailed responsibilities of a SDO (Engineer-in-Charge) are dealt within subsequent paras. Detailed responsibilities relating to E/M installations, revenue, accounting, cantonment board have been dealt with in precis on relevant subjects. 6. Responsibilities Towards Execution (a) General (i) to prepare estimates and drawings (including revised estimates) of works, when called upon to do so. (ii) to indent for stores required for the works. (iii) to plan and arrange for an efficient site organisation. (iv) to execute/supervise constructions, (v) to keep/finalise accounts of expenditure.

193 to submit repots/returns relating to works services e.g. progress reports, expenditure returns. (vii) to submit completion reports. (viii) To amend records of structures where necessary. (ix) To prepare completion drawings, PSMBs and other records. (b) Contract Works (Additional to (a).) (i) to arrange for contracts within his powers and to supply necessary information/details to GE for other works. (ii) to issue stores to contractor on proper receipts. (iii) To hand over site duly marked, and issue work order. NOTE: Site of Work, includes land, buildings, services, fittings and fixtures; generally furniture is not included. (iv) to finalise Bar Chart/detailed CPM net work. (v) To issue orders on contractor on all matters within his competence (dealt within precis on Contract Procedure) and report other such points to GE for action. (vi) To issue deviation orders where necessary. (vii) To arrange for running advance payment. (viii) To take over the completed structures and hand over to the user. (ix) To note and order rectification of defects during maintenance periods. (x) To submit report on contractors performance. (c) DEL Works (Additional to (a).) (i) to prepare muster rolls and get them sanctioned. (ii) to employ/organise labour for executing works. (iii) To check on attendance/output and quality of work. (iv) To arrange for payment to labour. Responsibilities Towards Repairs (a) to keep records of property under his charge up-to-date. (b) to inspect the property as often as possible to attend demands from units and execute the repairs. (c) To carry out periodical services. (d) To take immediate action on break downs of service and in case of dangerous structures. (e) To inspect, assess and charge barrack damages, (f) To ensure proper drainage of the area under him. (g) To carry out handing/taking over and safeguard vacant buildings. 8. (a) (b) (c) (d) Responsibilities Towards Accounting of Stores and Funds to ensure proper appropriation of funds and stores. To arrange safe custody and preservation of all the stores. To render proper accounting of issues and balances. To carry out quarterly checks of the balance in stock. (vi)

7.

194

Precis No 1597 Management Department FINALISATION OF WORKS PROJECTS Introduction 1. With the physical completion of a project, MES discharges its first and foremost function of providing service to the user. But this does not signify cessation of all activities in respect of the work service, which has to be wound up in accordance with the laid down procedure. 2. This precis deals with the stage of Finalisationof a works project executed through contract agency. Likely Tasks 3. Likely tasks carried out after physical completion of a works project are categorised under the following heads:(a) Relating to accounting completion reports. (b) Relating to physical custody of assets. (c) Relating to store/equipment arranged for the work. (d) Relating to finalisation of contracts (e) Relating to post audit checks. (f) Relating to records. (g) Miscellaneous. 4. Likely tasks are detailed in Appendix A. Actual tasks to be carried out would depend upon the type of the work, arrangements made for execution and mode of settlement of disputes, if any. Detailed procedure relating to accounting, stores, equipment, contracts, post audit checks is dealt with elsewhere. Only main points are dealt within subsequent paras. Completion Report (CR) 5. completion report is the medium through which intimation of physical/financial completion of a project is sent to higher authorities. The report is initiated by the SDO, checked by GE and forwarded to CWE through AAO, wherever necessary. 6. Performa for the report is attached at Appendix B. It is divided in two part (A & B). 7. Immediately after physical completion, part A of the report is filled in and submitted to the engineer adviser of CFA through engineer channels. After being noted, the reports are sent to GE direct for completing Part B. 8. Part B is completed after finalisation of accounts and report resubmitted through engineer channel to engineer adviser of a CFA. CR is finally recorded in the GEs office and that of engineer adviser to CFA. (Para 35 of WP). 9. While submitting completion reports, following points must be ensured:(a) When Part A is being submitted:(i) the work is physically completed in all respects, (ii) all rectifications have been carried out. (iii) No supplementary work is proposed/under sanction. (iv) Estimated amount of liabilities includes all definite charge responsibilities for expenditure incurred have been cancelled and those still outstanding represent of the cost of commitment reasonably. (v) The report is routed through the AAO of the GE.

195 (b) When Part B is being submitted:(i) accounts have been finalised, (ii) no dispute is still pending, which will involve expenditure chargeable to work service. (iii) Transactions with civil bodies, Govt and other Institutions have been finalised. The normal time lag between submission of Part A and completion of Part B is six months. During this period it must be ensured that all records (dealt within relevant precis) have been brought upto-date.

10.

Accounting 11. Accounting is dealt within Precis 1563. Physical Custody of Assets 12. Assets should be taken over from the contractor with reference to contract documents. Detailed inventories of fittings and fixtures should be made out before and handing/taking over conducted on the basis of these inventories. Handing/Taking over of completed projects between GE (Project/construction) and GE (Maintenance) 13. In a station where GE (Projects) and GE (Maintenance) exist with their function well defined. GE (P) will take over newly completed assets from the contractor and simultaneously hand them over to GE (Maintenance) and Users for further upkeep and maintenance. Both GEs will have to discharge their parts of responsibilities particularly covering the defects liability period of the contract. Further, day-to-day maintenance/petty repair, records of structures (Completion of PSMBs, RMBs, layout plans, road register, records of E/M installation etc) and electric supply, rectification of defects etc form bulk of such responsibilities. Exhaustive instructions are contained in E-in-Cs Br AHQ policy letter No 14/E2 WPC/86 circulated under Ein-Cs Br letter No 61642/pol/E2 (WPC) dt 20 Nov 86. These instructions are required to be followed. 14. (a) Sometime following peculiar situation may arise:(i) User unit for whom assets were created, move out permanently and new unit not yet earmarked. (ii) Drastic reduction in Establishment of existing unit who then may not take over all assets being surplus to their requirement. (iii) Altogether different type of users move in whose requirement may be entirely different from that of the previously located unit. (e.g. Engrs unit move out while ASC move in). (iv) On tactical grounds the role of the station is altered. Under this situation, the GE as early as possible on getting the indication of any of the above, should prepare a statement of case and progress it through Engr channel at the earliest. Simultaneously, he should seek additional sanction for chowkidars (care of vacant building). (b) Numbering of buildings should conform to an overall plan for a station. Duplicate numbering should be avoided. Subsidiary buildings should have the same number as for the main building: followed with a suffix (dealt with in para 304 E-in-C Standing Orders). Numbering for E/M plants is dealt with in Precis on E/M Procedure. 15. Surplus stores constitute a major problem resulting either from over-indenting/ misindenting, subsequent changes in design and curtailment of work. A close watch on incorporation against Provisioning is necessary to divert/utilize the surpluses. It must be remembered that:-

196 (a) (b) 16. Accounts cannot be finalized till surpluses are disposed off. Cost of Chowkidaring/ preserving/ back loading stores/equipment is Debitable to the cost of the work and may constitute in fructuous expenditure. Release of personnel should be anticipated and early decision regarding their re-employment elsewhere/ release obtained to avoid infructuous expenditure.

Contracts 17. The work site documents such as Works Diary, Work Register, Work Site Order Book etc. should be preserved in safe custody by the GE, for the requisite periods after completion of the work. Technical/ Financial Checks 18. Technical checks of completed works are carried out by the Technical Examiner (TE). Financial checks are exercised by UA/RAO/CDA or by statutory audit (Test audit) authorities. 19. Following are the main points relating to technical checks:(a) A responsible officer, preferably Engineer-in-Charge or GE, should accompany the TEs staff on their inspections. (b) Objections are settled on the spot as far as possible. (c) Replies to TEs objections are dealt with expeditiously. (d) Over/ under payments are agreed to only after a careful consideration of the issues involved and reference to all available records/ the supervising personnel/audit, as necessary. (e) Agreed recoveries are effected immediately or if this is not possible, higher authorities are informed and their decision obtained for effecting recoveries. 20. Following are the main points relating to financial checks:(a) Violation of regulations or financial canons, however, minor, require regularization / condonation by Govt of India or other appropriate CFA. (b) In points of doubt or where procedure laid down in regulations cannot be followed, prior concurrence of audit is essential and renders the task of regularization easier. (c) Objection should be settled promptly. Old objections are difficult to settle. (d) Personal discussion is conducive to better results. If staff at lower levels is inclined to be sticky, discussion with CDA or his officers is often helpful. (e) Recoveries if any, should be effected immediately or case referred to higher authorities for regularization. (f) Disciplinary aspect should always be kept in view. (g) Remedial action to prevent further irregularities should be the foremost consideration for all staff. Records 21. These are dealt within Precis 1598 and 1611. Following are the main points:(a) Records, unless kept up-to-date, serve no useful purpose. (b) Records should be handled carefully and preserved in safe custody. Conclusion 22. Delays in finalisation mean that time for works planning and supervision of current works is lost. Delays tend to bring down the efficiency of the MES.

197

Appendix A (Precis No 1597) (Refer para 4) LIKELY TASKS 1. 2. Task References Relating to completion reports. (a) Submission of completion report Part A Paras 5 to 10 of this prcis (b) Submission of completion report Part B Relating to accounting. Precis 1563 and 1561. (a) Completion of construction accounts. (b) Adjustment of outstanding vouchers. (c) Clearing of credits/debits. (d) Surrender of surplus allotment/obtaining additional allotment (e) Finalisation of accounts. Relating to physical custody of assets. Paras 12 and 13 of this prcis. (a) Taking over assets from contractor. (b) Preparation of inventories. (c) Numbering of buildings. (d) Handing over assets to user. Relating to stores/equipment arranged for the work. (a) Return of surplus stores Precis 1661 and 1563. (b) Closing of material accounts. (c) Discharge of operation/maintenance staff Precis 1504 (d) Return of equipment. Precis 1661, 1608, 1611 (e) Transfer of records of equipment (f) Payment of Hire Charges. Precis 1737, 1730, 1738 Relating to finalisation of contract. (a) When no dispute is involved:(i) Issue of completion certificate, (ii) Preparation of final bill, (iii) Check of bill by Engineer-in-Charge/GE, (iv) Technical check by SW cadre, (v) Settlement of technical objections, (vi) Audit check by DAD staff, (vii) Settlement of objections raised by audit, (viii) Payment of final bill after recovering all Government dues, (ix) Submission of reports on contractors performance, (x) Watch during maintenance period. (xi) Ordering removal of defects. (b) When disputes are involved:(i) ordering/carrying out rectifications, (ii) obtaining/scrutiny of claims, (iii) presentation of case to CWE/GE. (iv) Intimation of decision to contractor, (v) Reference to arbitration, (vi) Implementation of award,

3.

4.

5.

198 (vii) Filing suit in court after obtaining sanction, (viii) Conduct suit proceedings through Govt advocate, (ix) Implementation of court judgments. Relating to Post-audit checks:(a) Replies to TEs observation. (b) Effecting recoveries from contractor. Precis 1730, 1737. (c) Reference to arbitration/law suit (d) Replies to test audit objection (e) Initiating case for regularization. (f) Settlement of all objections. Army Orders 331/63, 82/64 and 181/64 Relating to records:Precis 1598 and 1611 (a) Making entries in PMB/plant record Book/Road Register. (b) Preparation of PSMBs/Completion drawings. (c) Correction to cantonment plan. Miscellaneous:(a) Payment of specialist charges. (b) Obtaining supply connections from civil authorities. (c) Payment of advertisement charges.

6.

7.

8.

199 Appendix B Precis No 1597 (Refer para 6) COMPLETION REPORT FOR ORIGINAL WORKS Head of Account Area/Sub Area Division Part A 1. Name of work 2. Authority according Admn Approval and amount 3. Total amount of Tech Sanction 4. Date physically completed 5. Recorded Expenditure upto 4 6. Estimated amount of liabilities outstanding on 4 (Brief particular particulars to be given) .. 7. Certified that entries have been made in the Register of buildings/PRB.(In case of furniture certified that the articles have been brought on ledger charge)

8. Station No. .Date .. SDO. Forwarded to CWE through GE Forwarded to CE .. CWE Forwarded to E-in-C CE Noted and returned to GE . E in-C CE ..CWE

Part B 9 Completion Cost Rs. .. 10 Percentage of excess over Adm Approval . 11 Authority passing the excess. 12 Certified that the following have been completed in respect of this project :(a) Record drawings of buildings (b) Periodical services measurements (c) Alteration to Cantt. plans , where necessary. (d) Completion cost recorded in the register of building Station:- No. Date SDO Date GE Date AAO Precis No . 1598

200 Management Department RECORDS OF STRUCTURES Introduction 1. In addition to acting as an agency for providing work services, MES acts as a Record Keeper for defence assets pertaining to accommodation and allied services. 2. This precis deals with the various records maintained by MES.

Purpose of Maintaining Records 3. The purpose of maintaining records is to have a clear idea of the following:(a) (b) (c) 4. 5. 6. Details of assets owned in an area. Capital cost of individual assets. Changes/alterations.

Details of assets are required for deciding the disposition of units and formulating of future policy as also handing/taking over of assets to states or other bodies. Capital cost serves as a basis for schedule of demands for repairs, rent assessment, disposal value and estimates for providing similar accommodation. Following records are maintained by MES formations:(a) Buildings (i) Register of Military Buildings (RMB) (IAFW-2168) (ii) Completion drawings/Record plans (iii) Periodical services measurement books (IAFW-2265) Roads (i) Road register Machinery/Vehicle/Tools. These are dealt with in Precis 1611.

(b) (c)

(d) Furniture. Furniture stock register (IAFW-2279),Furniture distribution ledger (IAFW1814) and Furniture Rate List (IAFW-2307). (e) General (i) (ii) (iii) 7. Cantonment Gazetteer. Cantonment Plans Road Routes.

Separate records are maintained by Military, Navy, Airforce, Farms and Remounts department. Factory assets are maintained by factory authorities.

201 8. In case certain civil assets are taken over by the defence forces, MES maintain separate records for such assets.

Register of Buildings (RMB) 9. Separate register are maintained for permanent (RPMB) and temporary buildings (RTMB) in a station. Details are recorded on a camp or unit line basis. Specimen page of a RMB is attached as an Appendix A. 10. Copies of registers are maintained by the following for all defence buildings within their jurisdiction:(a) (b) (c) (d) (e) (f) (g) (h) AGE B/R AGE E/M GE CWE CE E-in-C. AAO, GEs office Secretary to local administration (Civil Buildings only).

NOTE: Practice of maintaining RMBs in CDAs Office has been discontinued. 11. GE of a Division is responsible for ensuring that all the changes e.g., addition, alterations and demolitions are recorded and registers kept up-to-date. Quarterly amendments are then issued to enable CWE/GE/AAO to correct their copies. E-in-Cs copy is corrected by annual interchange of the shuttle copy generally between June/July of a year. All changes by way of additions, alterations, improvements and demolitions are recorded, quoting authority for carrying out such changes. Improvements to Govt owned lands (e.g. access roads, fences, trees) are intimated to Defence Estate Officer. Resultant changes in capital cost are recorded as under:(a) When the effect of improvements and additions is to enhance the rentable value of a building the capital value will be increased accordingly. In calculating the addition to be made credit will be taken for the value at current rates of any portion of the original structure which has been demolished or replaced. Capital value will not be amended in case of replacements and renewals costing upto Rs. 20,000/- to temporary buildings. Changes in capital value amounting to Rs. 400/- will be disregarded. (Para 8 of WP)

12.

13.

(b) (c) 14. 15.

Buildings pertaining to E/M installations are recorded in the plant record book. (Dealt with in Precis 1611). Instructions relating to abbreviations used, numbering of buildings and filling up details in RMBs are given in cover sheet of RMBs and E-in-Cs Standing Orders. (Chapter VI-Records, E-in-Cs Standing Orders)

202

Completion Drawings/Record Plans 16. Completion drawings of a building are prepared as soon as possible after physical execution. Such drawings are maintained in GEs office, who is responsible for carrying out corrections, when necessary. Where water, electrical or sanitary internal installations have been installed, these will be shown in the plan or separated. (Para 380 to 385 of MES Regs) Periodical Services Measurement Book (PSMB) 17. PSMBs are maintained for recording measurements of periodical services as per Table G-MES Regs. The purpose of maintaining such record is to obviate the necessity of recording measurements in measurement book every time the service is carried out. 18. PSMBs are maintained for all buildings. All measurements are to be in metric system and are to be in accordance with the mode of measurements shown in Standard Schedule of Rates.

Road Register 19. Road registers are maintained for road inside cantonments, outside cantonment and civil roads (if any) maintained by MES. 20. Following details are recorded in a road register:(a) Length and class of road. (b) Bridges and culverts. (c) Drains and retaining walls. (d) Expenditure on new construction (capital outlay) and annual expenditure on maintenance. (E-in-C letter No 81397/E2A dt 15 Mar 71) Road registers are maintained by GE, in the form attached as Appendix B. Index sheet showing the names of roads and key plan of the whole area showing the roads is maintained along with the road register. GE is responsible for keeping the records up-to-date. Following distinguishing colours are used to designate roads owned by different authorities:Authority (a) (b) (c) (d) Military Civil Cantonment Civil roads of military importance Colour Red Blue Green Yellow

21.

22. 23.

Cantonment Plans 24. Cantonment plans are prepared by Survey of India. These are coloured for distinguishing defence/civil assets departmentally. E-in-Cs copies are corrected by GE similar to RMBs.

No of the Bldg Description PSMB Completion drg Date of erection or purchase Specification External Dimension Plinth Area Reference to

203

NOTE: Important columns of RMB are shown briefly in Appx A above. installationCapital cost excluding site & elec Plinth Area Rate Elect installation Type of wiring. No of Points, Capital Cost SAMPLE FORM OF REGISTER OF MILITARY BUILDINGS (Pt/Ty) Cost of Land Cost of addition and alterations Reference to Reqn No & Date Total Cost Remarks

Appendix A (Precis No 1598) (Refer para 9)

204

Appendix B (Precis No 1598) (Ref Para 19) SPECIMEN FORM OF ROAD REGISTER Name of the Road. 1. Length. 2. Width of carriage way. 3. Width of berm 4. (a) Specification of road (Soling, Metalling, Wearing coat) (b) Specification of berms 5. Ruling:(a) Gradient (b) Camber (c) Super Elevation. 6. Culverts/Scuppers/Bridges. Location Span/width Height Brief specification Walls Slab/Arch Bed. 7. (a) Retaining Walls Location Length (b) Drainage Brief specifications Foundations Walls Top Course

Details of

Details of

(a) Thickness (b) Height (mean)

207 Precis No 1600 Management Department. WORKS IN AID OF CIVIL POWER Introduction 1. Defence Forces may be called upon to render assistance to the State Government for meeting an emergency or carrying out certain work services required urgently. 2. This precis deals with the procedure to be adopted when troops are asked to execute such work services. Procedure for executing work services entrusted to MES as agency services is dealt with in precis on the relevant subject. Type of Works 3. The works are mainly of two types:(a) Projects for civil departments (Central & State) bodies. NOTES: Works for any Contractor whether of MES, PWD or any other Government department are not to be undertaken. (b) Urgent works in aid of civil power e.g. maintaining essential services during breakdowns, strikes or civil disturbances, measures for fighting floods, fire, earthquake and other calamities of nature. 4. Works in aid of civil powers are of two classes:(a) When military assistance in the form of units or stores is required to meet an emergency or for a very limited period. (b) When substantial assistance is required.

Procedure for Projects 5. The procedure for the execution of works in aid of the civil power is as follows:(a) (b) (c) (d) Request for use of Military units is to be made by civilian agencies to the appropriate ministry of the G of I, e.g. CPWD to the Ministry of Works and Housing. The ministry would pass the case to the Defence Ministry and the E-in-C requesting for military help. The ministries are to put up their requirement and a list of the tasks in general terms without specifying a particular unit or type of units. The E-in-C after satisfying himself that the work is of training value and that engineer troops are available for the work would approach the GS branch for approval. Financial arrangement would be reached by the E-in-C and the appropriate Ministry of the G of I and no financial benefit would normally accrue to the engineer units detailed for such a work. However, the troops should not be out of pocket due to demands of provisions, conservancy,, extra wear and tear of clothing or any other contingencies. Complete instructions would be passed to the Commanders engineer groups/formations concerned by Chief Engineer for any work of this nature.

(e)

Works in Aid of Civil Power 6. The Army Commander is in constant liaison with the civil authorities and in case any emergent issues, he immediately orders his Chief Engineer to restore the situation. 7. Engineer assistance will generally be confined to:(a) Light, power and water supply.

208 (b) (c) (d) (e) (f) 8. Sewage disposal. Unloading/loading of Govt stores or food in Ports and Railway yards Transportation, maintenance and operation. Flood embankments. Casualty evacuation.

When troops are called out in aid of the civil power the emergency is usually sudden and without much notice. Expenditure of money, stores, transport and other items is incurred which is not necessary in normal circumstances and funds to meet this will not have been budgeted. Strict control is to be observed and detailed accounts and its statistics are to be maintained for future references. To cater for any breakdown of essential services like electricity, water supply, gas , sanitary and other services through strikes or other civil disturbances, a proper scheme has to be prepared to run the above installations efficiently. For such cases, schemes should be prepared well in advance. Lists of technical personnel which will have to be detailed should be made out and these lists kept up-to-date taking into account move of personnel and suitability and standard of training of new units/personnel.

9.

Method of Calculating and Debiting Expenditure 10. When engineer troops are employed on contract or special agreement work under the provision of Regns for Army the charges for the work will be made on the commercial cost basis i.e. the estimate should be framed on the actual quantities of the work done and priced on the prevailing rates as done by the Civil Departments. This is to ensure that the amount recovered for such work actually represents the present day cost of the work executed. 11. Regarding hire charges for various types of machinery to be used these should be based on the local commercial rates of plant prevailing at the time of hiring of such plant. When a plant is required to be lent on hire, the replacement cost of machine will be obtained direct from the proprietary firms for working out the actual hire charges. Any statement of hire charges for various types of machinery available should be only treated as a guide. Paras 942 and 943, MES Regn (1968) lay down the basis on which this is to be calculated. When engineer troops are employed otherwise than on works projects, the cost to be recovered in these cases will be :(a) (b) 13. The extra expenditure incurred by the Defence services for which account will be maintained as indicated in the Notes on Expenditure incurred when troops are called out in aid of the Civil Power, 1946. The casualty award made in respect of casualties arising directly out of the circumstances of their employment.

12.

Estimates according to the above instructions will be prepared and got approved by the Civil Authorities before a work is undertaken for any civil department except as in Para 12 above. As soon as the work is completed the debits will be raised through the CDA. A copy of the bill incorporating the total debit will be sent to CE.

209 Precis No 1601 Management Department MANAGEMENT OF OPERATIONAL WORKS SECTION 1 INTRODUCTION Definitions Operational Works 1. Operational works are generally of a temporary nature actually needed for the conduct of operations for formations directly concerned with such operations. Works will not be treated as operational works if they can be dealt with under normal works procedure, without risk to the progress of operations .Government has introduced a procedure for execution of Op Works in the Op Works Areas which are so declared by the Department.

Operational Works Area 2. Declaration of OP Works Areas (a) MOD has conveyed the sanction of the President for declaration of the areas w.e.f. 01 Apr 99 to 31 Mar 2000 ( listed in Appx B of the letter ) as OP works for the period mentioned against items. (Auth:MOD letter No 23(23)/95/D (GS-V) dt 29 Jan 99, circulated under E-in Cs Br letter No 66449/Pol/ E2W(PPC)dt.16 Feb 99) (b)The following additions may be made in Appx B(List of areas declared as Op Wks area up to 31 Mar 2000) to Govt of India Letter No. 23(23)/ 95/D(GS-V) dt.29 Jan.99 regarding declaration of Op Wks Areas . 2 The state of Punjab 3 The state of Himanchal Pradesh 4 The state of Rajasthan 5 The state of Gujarat (Auth :MOD letter No. 23(23)/95/D (GS-V) dt 05 Jul 99 circulated under E-in-Cs Br letter No. No 66447Pol/ E2W(PPC)dt.16 Jul 99) (c) Govt. of India, MOD has conveyed the sanction of the President for declaration of the areas w.e.f 01 Apr 2000 to 31 Mar 2002 as Op Wks Areas as per the list given in Appx A of the letter. (Auth: MOD letter No. 23(23)/95/D (GS-V) dt 12 Oct 99 circulated under E-in-Cs Br letter No. No 66447Pol/ E2W(PPC)dt.16 Nov 99) Areas to be treated as works operation areas are given under Appendix A to ministry of Defence letter No. A/ 00955/Q3W (Policy)/1008/US/DW-1 dt.18 Dec 85 circulated vide our No 66449/Pol/ E2(WPC)dated 10 Jan.86,validity extended up to 31 Mar 1989. ( Auth: E-in-Cs Branch letter No. 66449/Pol/E2(WPC) dated 10 July 87 )

(d)

210

Scope and Type of Operational Works 3. Operational works are restricted to the following types:(a) (b) (c) (d) (e) (f) Field defences. Improvement of airfields, advance handling grounds ,helipads, roads bridges and ropeways. Field water supply. Ancillary buildings to tented camps and hospitals. Shelters (but not huts) as a substitute for tentage. Constructions of advance landing grounds, helipads, roads (other than class 9 and above), bridges, ropeways, operational and technical accommodation provided that the sanction is accorded by a formation commander not lower than a division commander or equivalent in cases when the operational works in question is expected to last more than three years form the date of completion. Electrification to the minimum extent considered necessary to meet requirements of field defences, operational and technical accommodation and hospitals (excluding residential accommodations), if this is considered essential for operational reasons. In cases, where electricity is not available from existing resources, new generating plant may be installed. It the buildings are being maintained by troops, payment of electricity bills can be made from the grant for operational tasks (Authority: Army Headquarters letter No 05633/Elect/Q3W(Policy) of 12 Aug 1975). Lighting protection.

(g)

(h)

Note: All works other than those listed in Paragraph 3 above are normal works and are governed by the provisions of Govt of India, Min of Defence Department (Army Branch) letter No 633821/Q3/A-wIII dated 09 Jan 1947 and Government of India, War Department (Air Branch) letter No 01064/Org/A dated 25 May 1947. SECTION 2 OPERATIONAL WORKS PROCEDURE IN OUTLINE Ordering of Operational Works 4. Commanders in Operational Works Areas may order the execution, within their respective areas of responsibility, of any operational work provided the necessary stores are either at their disposal or are obtainable locally. Otherwise application must be made to higher authorities. 5. Orders sanctioning works and the requisitioning or hiring of buildings and land will be recorded in writing and communicated to the responsible engineer authority and to the Controller of Defence Accounts unless the tactical situation renders this course impossible.

Executing Agency 6. Operational works may be ordered on any of the following executing agencies:(a) (b) (c) Formation engineers. Military Engineers Services. Other Construction agencies like Public Works Department, Central Public Works Department, Border Roads Organistion and the Railways.

211

7.

Formation engineers may not always be in a position to execute all the operational works planned. In such cases work orders may be placed on the Military Engineer Services, Boarder Roads Organisation and other construction agencies if permitted by their own department procedures. However, no work will be ordered on civil agencies in areas where Military Engineer Services exist, without prior concurrence from Command Headquarters.

Execution by Formation Engineers 8. Formation engineers will execute operational works ordered on them departmentally. They will not execute works through contract. 9. Formation engineers who are ordered to execute operational works will be provided with Supplies and Services (S and S) Imprest under the sanction of the Chief Engineer, Corps. The sanction issued by the Chief Engineer for this purpose will specify the monetary limit. The imprest account number will be allotted by Controller of Defence Accounts on application, after issue of sanction by the Chief Engineer. Units will operate the S and S Imprest Accounts in accordance with the relevant orders. 10. Engineer stores specifically issued for use in operational works and incorporated in them will be struck off charge on completion of the work on the basis of proper incorporation certificate rendered by the executing unit or sub units. The commander competent to sanction the operational works may authorise formation engineers to purchase stores required (being not available with dependent ordnance or engineer depots) from anywhere within the area of his responsibility. However, the Corps Commander may, if he so considers fit, give the commander competent to sanction the operational works general or specific permission to make purchases from areas extending upto the whole of India or only a specified part thereof. No separate sanction is necessary for using troops, War Equipment Table (WET) equipment and transport available with the unit for execution of operational works. No charges are to be levied for these. No civilian tradesmen will be employed on operational works in sensitive areas. However, in security cleared areas civilian tradesmen can be employed to an extent of five percent of the estimated cost of each job, provided it is included in the Technical Sanction issued by the Chief Engineer, Corps. No civilian tradesmen and labour will be employed on maintenance of operational works assets. If local labour is hired, the nerrick rates should be published in the formation routine orders and a copy of the same should be appended to the muster rolls while forwarding to the Controller of Defence Accounts, (Paragraphs 11 of Engineer-in-Chiefs Departmental Instructions issued vide their letter No 66449/F2(WPC) dated 19 May 1977 refers).

11.

12.

13.

14.

Execution by Other Agencies 15. When operational works are ordered on agencies other than the formation engineer the procedure of the respective departments will be followed in executing these works. 16. In case of operational works executed by the Military Engineer Services, monthly expenditure return will be submitted by the Military Engineer Services unit concerned to the Chief Engineer,

212 Corps and the Controller of Defence Accounts through the AAO,GE. For other executing agencies, the Chief Engineer, Command, will coordinate the procedure to be followed for incurring expenditure and for submission of returns to the Controller of Defence Accounts and the agency concerned. Payments by cheque, instead of book debit, may be made to the executing agency, if so required by them. Technical and Financial Control 17. Prior to the execution of operational works, technical sanction will be issued by the competent engineer authority based on a detailed technical project and a draft technical sanction initiated by the formation engineers or the concerned executing agency. 18. Chief Engineer of the formations will assess the approximate cost on the basis of draft technical sanction submitted by the formation engineers soon after the work has been sanctioned and intimate it to the Controller of Defence Accounts concerned. The Controller of Defence Accounts will thereafter maintain the construction account and will inform the sanctioning and technical authority as and when the ceiling is exceeded. If, however, at any stage during the execution of work, the approximate cost assessed earlier is expected to be exceeded due to change in scope of work or design, the chief Engineer, will intimate the Controller of Defence Accounts the revised ceiling, giving reasons for the variations under intimation to all concerned.

Handing Over of Assets, Their Accounting and maintenance 19 Handing Over and Accounting of Assets (a) The formation engineers will intimate the date of completion of the operational task to the formation headquarters who will order a board of officers to check that the assets have been constructed according to the specifications approved by the Chief Engineer of the formation. (b) The board will also attach the list of surplus stores along with the cost. This should be supported by the closure letter by the formation engineers while sending the copy of closure letter to the Chief Engineer, who will issue disposal instructions for the surplus stores. (c) On receipt of board proceedings duly approved by the formation headquarters the formation engineers will enter the details in the Numerical Assets Register and also in the Barrack Inventory of the concerned unit area. For each unit area the barrack inventories will be prepared in quadruplicate. The assets will then be handed over to the user units based on the board proceedings. One copy of the barrack inventory will be retained with the formation engineers, one copy each will be given to user unit, Brigade Headquarters and the division headquarters. (d) The formation engineers will also mark on the assets the serial number as per the numerical assets register, job number and date of completion and the executing agency prior to handing over of these to the user. Maintenance of Operational Works (a) Divisions will convene a board of officers to assess the maintenance grant for the following year. The board proceedings will be submitted to corps headquarters, Engineers Branch by the end of November each year. On the basis of actual requirements, the Chief Engineer will demand funds through the Quarter Master General Staff Branch for maintenance. (b) On receipt of board proceedings from divisions, Chief Engineer will scrutinise the proceedings and reflect the changes, if any, required in the Preliminary Report report sent to Command Headquarters in December.

213 An yearly allotment of funds for maintenance of operational works assets will be made by 30 June for the current year to the Chief Engineer, who will sub allot these funds to the formation engineers on the basis of board proceedings received from the divisions. (d) In areas where the Military Engineer Services has been inducted, operational works assets will be handed over to them for accounting and maintenance. Assets for which complete construction accounts are not available, Chief Engineer will assess the cost of assets in consultation with the Military Engineer Services and the cost duly approved by the Chief Engineer will be entered in the record. The cost of any subsequent addition or alteration or special repairs will also be entered in the records and the overall enhanced value of the asset, used for the calculation of grants for maintenance. Assets handed over to the Military Engineer Services will then be governed by normal works procedure. Disposal of Operational Works Assets 20. Disposal of operational works assets that have outlived their life or have deteriorate beyond economical repairs or are no longer required, will be carried out under the orders of the Divisional Commander, who had ordered the execution of these works. However, concurrence of Corps Headquarters will be obtained prior to dismantling and disposal of such assets. 21. 22. 23. 24. 25. The Division Commander will order a board of officers to assess the serviceability of stores being dismantled and to recommend disposal of stores. On the basis of recommendations of the board, the division commander will issue orders for dismantling of assets. The formation engineers will strike off the assets from the numerical registers and intimate the same to the formation headquarters. Unit barrack inventories will also be duly amended. The retrieved serviceable stores will be used only for maintenance of operational works assets or in the new operational works within the defined operational works area. Whenever, the surplus stores are used for construction of normal works the cost will be debited to the project. This transfer should be approved by the Chief Engineer and book adjustment carried out. All unserviceable surplus stores should be returned to Engineer Park or Field Ordnance Depot for disposal. SECTION 3 RESTRICTIONS IMPOSED ON OPERATIONAL WORKS 27. By Army Headquarters (a) (b) (c) No operational work will be ordered unless it has been approved by Army Headquarters, Directorates of Military Operations and funds are allotted for it. No operational works will be sanctioned by a formation Commander below the level of a division Commander The above restrictions will not be operative during actual hostilities or when hostilities are imminent, when full powers may be exercised by all Commanders vested with powers to sanction operational works. On termination of hostilities, the procedure laid down in Section 7 of Works Manual (War) India 1935 will be adopted (Authority: Army (c)

26.

214 Headquarters No A/00965/Q3W (Policy) dated 09 Jun 1977 and Army Headquarters letter No A/00955/Q3W (Policy) dated 15 Jan 1975). 28. 29. Purchase of Stationery. There is no provision under the operational works procedure for purchase of stationery (Authority Army Headquarters letter No B/89585/QEW (Policy) dated 04 Jan 1977). Time for Completion: No operational works should extend beyond two working seasons. If a major or immediate delay is envisaged, corps headquarters would be informed giving the reasons for the delay indicating revised proposed date of completion. (Authority: Army Headquarters letter No A/00955/Q3W(Policy) dated 15 Jan 1975). SECTION 4 PLANNING OF OPERATIONAL WORKS Planning Perspective 30. A three year plan for operational works should be drawn up for the corps sector on a roll on concept. This plan should be made at corps headquarters by the General Staff (Operations) Branch in consultation with headquarters divisions and the Chief Engineer and should be approved by the corps Commander. This plan should be reviewed periodically to cater for changes due to financial constraints. 31. While planning operational works, the following will be kept in view:(a) (b) (c) Type of works should be restricted to those mentioned in Paragraph 3, Section 1. Only those works to be planned and executed under operational works procedure which cannot be executed under the Revised Works Procedure. The quantum of operational works sanctioned and planned to be executed should be within the capability of the engineer troops. As a rough yardstick one engineer regiment can execute operational and maintenance works to the extent of approx. 12 to 15 lakhs in a year. This amount includes tasks involving physical execution of tasks, but does not include those jobs which involve only purchase of stores and equipment such as generators and pumping sets. The availability of labour (troops and civilian), animal and mechanical transport, stores and equipment must be planned at the planning stage itself. The hiring or acquisition of land should also be ascertained by the Quarter Master General Staff before the operational works are sanctioned.

(d) (e)

Schedule of Demand 32. Operational Works. The formations should project the demand for new operational works to the General Staff (Operations) Branch, corps headquarters by 01 September each year as per Appendix A attached. The works should be listed in their order of priority. 33. 34. The General Staff (Operational) branch will scrutinise the demands of the formations in consultation with the Chief Engineer and will put these upto the corps commander for approval. The General Staff (Operations) branch will forward the final list of number of operational works approved by the corps commander to Quarter Master General Branch (Works) who will forward the

215 same to General Staff (Operations) and Quarter Master General Branch Q3 (Works, command headquarters by 10 October each year. Copies of demand will also be forwarded to Engineer branch at the corps headquarters and to divisions. 35. For works to be executed by agencies other than formation engineers, Chief Engineer will consult them regarding the approximate cost as well as time required by them for completion, before the General Staff (Operations) branch projects the demand to command headquarters. Maintenance Grant. Chief Engineer corps will forward the demand for maintenance grant to command headquarters through Quarter Master General Staff, in the first week of October each year. SECTION 5 EXECUTION OF OPERATIONAL WORKS Allotment of Funds 37. Depending upon the funds allotted, Command Headquarters will suballot the funds to corps for all carry over and new operational works. The sub allotment of funds will be made to divisions by corps, Quarter Master General Branch (Works), in consultation with the General Staff (Operations) branch and on the basis of operational tasks approved by the corps commander. Actions by Division Staff 38. Issue of Administrative Approval (a) Immediately on receipt of funds, division commanders will sanction the operational works on their respective engineer regiment by issuing Administrative Approval specifying the following:(i) (ii) (iii) (b) Operational work number. Category of work. Scope of work.

36.

(c)

The letter ordering the operational work should include delegation of authority to the executing agency for purchase of stores. The general or special powers delegated by the division commander ordering the operational works to the Officer Commanding of the engineer regiment (or the Garrison Engineer or the head of other executing agency of operational works are ordered on them) will not be further delegated to any other officer. The budget will also be indicated. A specimen of the administrative approval is given at Appendix 'B. While stating the category of work and the details of work in the administrative approval, care should be taken to guard against any breach of security of information, as copies of the administrative approval are endorsed to civil agencies including the Controller and Deputy Controller of Defence Accounts and Assistant Director of Audit. The exact location of the works and specification of works should not be included .Corps Chief Engineer will include these details only in the technical sanction whose distribution is restricted only to the engineer regiment. The approximate estimated cost of each job only is intimated to audit authorities.

39.

Provide troops labour and transport to assist the formation engineers to complete the task.

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40. 41. 42.

Publish approved rates for civil labour required by the engineers. Monitor the progress and ensure proper utilisation of funds. Changes in location, scope, design necessitated due to operational reasons will be implemented only after prior approval of corps headquarters, General Staff (Operations) and the Engineer branch. This will involve amendment both to the administrative approval and the technical sanction. Arrange surprise checks to ensure quality control and execution of works according to the approved design and specifications. Ensure that formation engineers maintain Shadow Construction Accounts on the line similar to Construction accounts maintained by a Deputy Controller of Defence Accounts. Convene a Board of Officers on completion of operational task to ensure the following:(a) Assets have been created as per the technical sanction. (b) Stores have been correctly incorporated in the job and accounted for. (c) Stores held surplus after completion of job are properly adjusted against other jobs or referred to the Engineers branch at corps headquarters for disposal. (d) Assets have been taken over by the formation engineers in the numerical assets register. Instruct the user unit or formation to take over the assets, based on the board proceedings duly approved by the formation Commander and to enter the assets in the operational works barrack inventories. Check that the inventories are maintained upto date. After all financial adjustments have been carried out by the Deputy Controller of Defence Accounts, ensure the closure of the operational task by the executing agency.

43. 44. 45.

46.

47.

Actions by the Formation Engineers 48. On issue of administrative approval by the division commander, forward the draft technical sanction to corps Chief Engineer. In the draft technical sanction the following will be included:(a) (b) (c) (d) (e) 49. 50. Location. Scope and type of construction. Detailed specifications and drawings. List of stores and the cost. Requirement of civil labour.

Commence procurement of stores, tools and plant as advised by Chief Engineer of the corps. Maintain action liaison with the user unit regarding timely and proper location of stores near the site in order to ensure that actual siting and execution can commence during the working season without any loss of time. Technical supervision and quality control to ensure workmanship of high order. Ensure that works are supervised by qualified trade Non-Commissioned or Junior Commissioned Officer of the same trade as the work being executed.

51.

217 52. 53. 54. Forward monthly progress report of operational works to the division headquarters and Chief Engineer Corps. For details see Appendix C Ensure proper booking of expenditure and forward monthly and quarterly expenditure state to division headquarters, Deputy Controller of Defence Accounts and Chief Engineer of the corps. Maintenance of Shadow Construction Accounts for all operational works on the lines similar to the construction accounts maintained by the Deputy Controller of Defence Accounts. It should be reconciled with the Audit authorities once in a quarter and produced to the Board of officers ordered by the division. Take action to revise the technical sanction if it becomes evident that the cost is likely to exceed the sanctioned limit. On completion of the task, intimate formation headquarters to convene a Board of Officers. Keep the following documents ready for the Board of Officers when convened by the division headquarters. (a) Details of stores consumed with cost. (b) Details of civil labour employed, and expenditure on that account. (c) Expenditure incurred on any other account. (d) Details of assets created. (e) Numbering and marking of assets (f) List of surplus stores, plant and machinery along with cost. (g) Total expenditure incurred and booked by Controller of Defence Accounts, list of liabilities if any, showing the present position of their adjustment. Enter the assets in the numerical assets register and hand over these to the user unit along with barrack inventories. Ensure that the surplus stores are disposed off as per the instructions received from the corps Chief Engineer.

55. 56.

57. 58.

Actions by the Staff at Corps Headquarters 59. General Staff (Operations). (a) Ensure that administrative approvals are promptly issued by the division headquarters on allotment of funds. (b) Ensure that the division headquarters carry out amendment to administrative approvals as advised by the Chief Engineer, corps and their formation engineers. Whenever there is a material change in the scope of work and itemisation of the job. Division headquarters also must see that case for revised technical sanction is also initiated, in time, by their formation engineers and issued by Chief Engineer, corps. (c) Progress additional demand of funds projected by the formation in consultation with Chief Engineer corps. (d) Arrange conferences every six months at corps headquarters to review the state of works in progress and the maintenance of existing assets. (e) Forward progress reports to command headquarters. (f) Suggest and approve re-appropriation of funds from one job to the other, if required and advised by the Chief Engineer, corps.

218 (g) (h) Have alternative plans for utilisation of funds in case of savings or additional allotments, in consultation with the Chief Engineer. Carry out periodical checks on behalf of the corps Commander to ensure that barrack inventories are maintained upto date by all concerned for completed operational works, particularly units.

60.

Quarter Master General Branch (a) Carry out fund allocation on receipt from Command Headquarters on the basis of earlier projections. (b) Provide third line transport to the divisions for carriage of stores from engineer parks or rail head to the divisional sections. (c) Same as paragraph 59 (h). Engineer Branch (a) The Chief Engineer will issue all technical sanctions on the basis of administrative approvals and draft technical sanctions received from formation headquarters and the engineer regiment respectively. Technical sanction will be issued prior to commencement of work. He will ensure the following while issuing the technical sanction:(i) (ii) (iii) Soundness of all design features. Economy. Works included are according to scales laid down by the General Staff (Operations), corps headquarters. (iv) Specifications are commensurate with the estimated life and Purpose of works. Technical sanctions will be issued to the engineer regiments with a copy to Deputy Controller of Defence Accounts to appraise them about the approximate cost of works and enable them to maintain construction accounts for each job. Details of technical designs and specifications, however, will not be sent to the Deputy Controller of Defence Accounts. Initiate timely action to procure centrally controlled items of store, plant and machinery and release to the formation engineers. Provide additional tradesmen from corps engineer regiments, if required in consultation with General Staff (Operations) branch. Carry out technical checks to ensure proper quality control. Advise the corps Commander and General Staff (Operations) on all technical aspects of operational works including type of works which can be undertaken, scope of work, specifications permissible under operational works procedure, situations necessitating changes in administrative approvals and technical sanctions and all matters of financial and technical control. Ensure that administrative approvals conform to the policy laid down by the corps commander and obtain his approval prior to authorising any changes necessitated by local circumstances. Watch the physical progress of works and the connected expenditure incurred by the engineer regiments and appraise the corps commander about the remedial measures taken by the division staff and engineers in case the progress is not satisfactory. Ensure that all surplus stores are correctly accounted for and utilised by various formations in the corps sector.

61.

(b)

(c) (d) (e) (f)

(g) (h)

219 (i) (j) Ensure that all operational works are closed by the division headquarters after completion of works. Same as paragraph 59(h). SECTION 6 FINANCIAL MANAGEMENT OF OPERATIONAL WORKS General 62. Financial control to be exercised at various levels involves the following main responsibilities:(a) Expenditure is incurred only after the funds have been allotted. However, during the first quarter of the financial year expenditure upto the following extent can be incurred in anticipation of allotment of funds:(i) (ii) (b) For Carry Over Works: 25 percent of the balance requirement of funds projected against the jobs. For Maint of Assets: 25 percent of the allotment made for the maintenance of assets, during the previous financial year.

(c) (d) (e) (f) (g) (h) (j) (k) (l)

(m)

financial liabilities will be incurred by the engineer regiments only after the Supplies and Services (S and S) Imprest Account has been sanctioned to them by Chief Engineer, corps and a proper S and S account number has been allotted by the Controller of Defence Accounts. Ceiling Monetary Limit (CML) is not exceeded. All expenditure incurred is authorised and as per the existing financial rules and regulations. Maintenance of proper account and submission of monthly expenditure returns and quarterly expenditure returns in time to the staff and the Controller of Defence Accounts. Scrutiny of the expenditure returns. Keep a watch on uniform distribution of expenditure throughout the financial year. Rush of expenditure towards the end of the financial year must be avoided. Chief Engineer should keep Controller of Defence Accounts informed about the cost of works to enable him to watch the expenditure incurred and advise the command as well as Corps Chief Engineer in all financial matters. Maintenance of construction accounts by Controller of Defence Account for each operational work and the maintenance grant. Liaison by the engineer regiment with the Controller of Defence Account to ensure that all expenditure incurred either through bank or through book adjustments is reflected in their construction accounts. Closure of construction accounts by the Controller of Defence Accounts in respect of expenditure booked by them against various operational works and maintenance grant in order to ensure that expenditure incurred is reconciled with the estimated cost, as intimated by the corps Chief Engineer. Carry out periodic review by corps headquarters General Staff (Operations) branch regarding the expenditure and possible readjustment, re-appropriation and surrender of funds in order to apprise command headquarters.

220

Booking of Expenditure by Controller of Defence Accounts 63. Monthly Statement of S and S Imprest Account (IAFA-821): Monthly statement of Imprest Account pertaining to each expenditure will be forwarded by engineer regiments to the Deputy Controller of Defence Accounts and corps headquarters, Engineer branch. The statement of accounts for the month of March, i.e the last statement before the close of financial year will be forwarded to the Controller of Defence Accounts by 31 Mar and it will be ensured that the expenditure reflected throughout the year has been correctly adjusted by the Controller of Defence Accounts before closing the accounts. 64. Monthly Expenditure Return: These will be forwarded as per Appendix D attached, so as to reach corps headquarters by the 10th of each month, showing the position upto last date of the previous month. The following points must be highlighted:(a) (b) Figures in column (e) Cash Expenditure should tally with the total figures as given in the monthly expenditure state of S and S Imprest Account (IAFA-831) forwarded to the Controller of Defence Accounts. Figure under column (n) Total Expenditure booked by the Controller of Defence Accounts should be obtained by engineer regiment by sending a representative to the Office of the Deputy Controller of Defence Accounts during the first week of every month. The figures in column (n) should be as reflected in the construction accounts maintained by Controller of Defence Accounts and should normally tally with the figures given in column (g). Any difference between (n) and (g) should be reconciled in the Remarks column. All liabilities should be reflected under column (n). These should be vigorously progressed by the engineer regiments, with a view to liquidating them at the earliest. Expenditure booked and shown by Controller of Defence Accounts under column (m) plus liabilities, should not exceed the total budget allotment.

(c) (d) 65. 66.

67.

Quarterly Expenditure Return: These should be forwarded to reach corps headquarters by 10 th of July, October, January and April showing the position as on the last day of the previous month. Book adjustment of priced vouchers for stores received during the financial year are carried out by the Controller of Defence Accounts upto July or August of the following financial year. It is important that all priced issue vouchers forwarded to the Controller of Defence Accounts for adjustment during the month of April are enfaced with red ink on the top indicating the financial year in which those vouchers are to be adjusted. All priced issue vouchers should be forwarded to the Controller of Defence Accounts well in time and it will be ensured by the engineer regiments that all these have been adjusted before closure of the accounts of the year. For the months April to August, two appendices will be forwarded along with the monthly and quarterly expenditure returns; one for the current financial year and thereafter for the previous financial year, refer Appendix E attached. The final figures of expenditure during the previous financial year will be shown in monthly expenditure return for august to be forwarded to corps headquarters by 10th of September.

221

SECTION 7 ACCOUNTING OF ASSETS Numerical Records 68. All assets created out of operational works will be entered in Numerical Assets Register to be maintained at the formation headquarters for the works ordered by them or executed in their geographical jurisdiction. The following details will be entered in the numerical records based on the proceedings of Board of Officers ordered by the division headquarters concerned:(a) (b) (c) (d) (e) (f) (g) (h) (j) (k) (l) (m) 69. Serial Number of the asset (Numerical Number). Operational task number under which created. Admin Approval No & date Location (general area) Brief description of buildings/assets. Authority for taking over. Specification in brief. Capital cost of the building work etc. Capital cost of water and sewage work. Capital cost of electrification Total capital cost. Disposal with authority for handing over to MES/BR Dept or dismantling etc. (n) Remarks. It is emphasised that every operational task ordered by the division irrespective of the executing agency and subsequent or final status of the operational task such as cancellations, closure and so on should figure in the Numerical Assets Register. All assets including plant and machinery with details of their make, serial number, cost and place where installed should be reflected in these records. Copies of such Numerical Assets Register will be kept at the division headquarters and in the engineer regiments. It will be updated by the division headquarters concerned by 31 Dec every year and a certificate furnished to this effect to General Staff (Operations) and Engineers branch at corps headquarters. A copy of the numerical accounts will also be maintained by Chief Engineer Command for audit purposes.(Auth: E-in-Cs Br letter No 66449/E2 (WPC) dt 28 Sep 81) Audit objection or observations on the financial aspects, whenever raised by the Controller of Defence Accounts will be dealt with by the division headquarters and the formation engineers depending on whether they pertain to operational works or to the maintenance grant.

70.

71.

Handing Over of Assets to Military Engineer Services 72. A Board of Officers will be convened by the formation who had ordered the works for the purpose of handing over assets to Military Engineer Services. The suggested composition of the board is as under:(a) (b) (c) (d) Brigadier Lieutenant colonel Major Garrison Engineer or his - Presiding Officer - Member (user unit) - Member (Engineer regiment) - Member in attendance from the

222 representative concerned area (the certificate given by Garrison Engineer/representative will be countersigned by the Commander Works Engineers.

73.

The board will ensure the following:(a) Assets recommended to be taken over by the Military Engineer Services are not substandard structures and are reasonably suitable for the purpose for which these are to be used. As a guide the following will be taken over:(i) (ii) (iii) (iv) (b) (c) Buildings with residual life of two years and above. Metalled roads in use which are required for a minimum period of three years. All power supply installations in the area. All static water supply installations excluding field water points.

Assessed value of these will be carefully worked out. Assets will be entered in the draft board proceedings. The following additional information will also be given:(i) (ii) Plinth area and other relevant dimensions of buildings or other assets in the column Description of Asset. Date of construction should also be shown in this column. Approved cost of the asset as taken over will be shown separately for building and internal electrification in the column Assessed Cost. This is necessary to determine the maintenance allotment.

(d) 74.

The cost of any subsequent additions or alterations or special repairs will be entered in the form, as in the normal works.

Division or station headquarters will forward five copies of the board proceedings to Quarter Master General (works) branch, corps headquarters who will forward four copies of the board proceedings to Engineers branch for scrutiny and submission to Chief Engineer, command headquarters. Chief Engineer, command will refer the proceedings for comments to the Zonal Chief Engineer and will put up the board proceedings to the General Officer Commanding-in-Chief for approval along with the recommendation of the Chief Engineer, command. On approval, Chief Engineer command will order the Military Engineer Services to take over the assets. SECTION 8 MAINTENANCE OF OPERATIONAL WORKS

75.

76.

Assessment of Maintenance Grant: The division headquarters should order a Board of Officers for each brigade and divisional troops, by middle of December each year. The board will visit every unit and assess the nature of repairs and the stores required for maintenance. Due to the limited time available for maintenance of operational works assets, and the paucity of engineer tradesmen, the repair work would be realistically assessed and scheduled. Works which can be conveniently undertaken by the units themselves, using their own tradesmen should be taken stock

223 of by the board and reflected in the board proceedings. All maintenance tasks must be scheduled according to the priorities laid down by corps headquarters. The division headquarters will consolidate all the board proceedings and prepare a maintenance plan in two parts as per Appendix F attached. One copy of the maintenance plan and the board proceedings duly approved by the division commanders will be forwarded to the General Staff (Operations) branch and Engineers branch of the corps headquarters by 01 December each year. The following clarifications are given:(a) Part I. Total maintenance load will not exceed 25 percent of the allotment made for maintenance during the current financial year. After due approval of the maintenance plan by corps headquarters these maintenance tasks will be undertaken and amount spent in anticipation of actual allotment during the first quarter of the financial year for which the maintenance plan has been made. Part II. This part will include other maintenance tasks to be undertaken on receipt of firm allocation of funds for maintenance, from corps. Total amount of Part I and Part II should be as per the norms laid down. For the purpose of planning the maintenance tasks, the allotment made during the preceding three years can be given as a guide. On approval of Chief Engineer of the corps, planning of maintenance works and advance action for procurement of stores (actual expenditure will not be incurred in funds are allotted) can be initiated by the formations.

(b)

77. 78.

Demand of Maintenance Funds. The demand for maintenance Grant will be projected as per Appendix G attached. Execution. The maintenance of operational works assets will be carried out throughout the year. However, maintenance of defence works will perforce be restricted to the actual working period available. The maintenance tasks will be undertaken strictly as per the maintenance plan for the year, duly approved by corps headquarters. As the formation engineers will also be concurrently committed on execution of carry over works, the bulk of the maintenance tasks will have to be carried out by the user units themselves under supervision of engineer tradesmen. Maintenance stores will not be used for unauthorised works in operational works areas or in areas outside the operational works jurisdiction. Completion Report. A Board of Officers convened for the assessment of maintenance grant should also inspect the maintenance works carried out during the working season. A consolidated report as per the format attached at Appendix H will be prepared by the division headquarters and forwarded to the Quarter Master (Works) and Engineer branches at corps headquarters by 01 April i.e at the end of the financial year. SECTION 9 AUDIT OBJECTION AND OBSERVATIONS

79.

80.

Settlement of audit objections and observations raised by the Controller of Defence Accounts on operational works is the responsibility of the unit, maintaining the construction accounts. Responsibilities of various agencies including various formation headquarters are as under:-

224 (a) Division Headquarters. (i)To keep a watch on the audit objections and observations raised by the Controller of Defence Accounts and also to watch the progress of their settlement. A Quarterly report on the subject will be obtained from the engineer regiments in the first week of March, June, September and December. (ii) Forward a consolidated quarterly report to Quarter Master General branch at the corps headquarters, furnishing the details of all audit objections and observations with the latest progress by the second week of March, June, September and December. Progress statements of cases through, Quarter Master General Staff channels, for those cases requiring sanction of higher Competent Financial Authority (CFA)or Government of India. At the time of relief of engineer regiments obtain a list of unsettled objections and observations and progress their settlement directly with the relieving unit. Furnish replies to objections or observations raised by the Controller of Defence Accounts on matters pertaining to administrative approvals and closure of operational works.

(iii) (iv) (v)

(b)

Corps Headquarters, Quarter Master General (Works) (i) (ii) (iii) (iv) Secrutinise the quarterly reports and pursue settlement with the formation headquarters. Progress statement of case through Quarter Master General Staff Channels, cases needing sanction of higher competent financial authority or Government of India. Settle cases which require sanction by corps headquarters. Reply objections or observations of general nature raised by the Controller of Defence Accounts, involving sanctioning of works in the corps sector, financial closure of works and disposal of assets created under operational works.

(c)

Corps Headquarters (Engineers Branch) (i) (ii) Advise Quarter Master General branch on settlement of audit objection or observations related with the subjects mentioned in Paragraph (b) above. Furnish reply to the Controller of Defence Accounts on objections or observations raised by him on technical aspects involving design or specifications of the works, expenditure connected with stores, tools, plant and any other matter connected with technical sanctions. Progress cases through departmental channels requiring sanction of Command Chief Engineers or the Engineer-in-Chief.

(iii)

225

Procedural and Financial Irregularity Involving Administrative Action, Civil Suits and Litigation, Special Police Enquiry, Central Bureau of Investigations Etc. 81. 82. All such cases will be dealt with by the formation headquarters concerned and progressed through Adjutant General Staff Channels. At the time of turnover of engineer regiments, full details of all pending cases will be obtained by the Adjutant General Staff branch of the division headquarters. Division Headquarters will instruct the relieving engineer regiment to deal with certain cases after handing and taking over and instruct the relieved engineer regiment to hand over records/documents pertaining to such cases. In case of doubt, division headquarters will refer the case to the Adjutant General Branch of corps headquarters and obtain a ruling on the subject, well before the turnover of engineer regiment. Adjutant General Branch of corps headquarters may seek the advise of the Engineers branch or Quarter Master General (Works) branch as deemed fit. Reports and returns and replies to queries on the subject will be submitted by the Adjutant General Staff, at all levels. SECTION 10 HANDING AND TAKING OVER OF OPERATIONAL WORKS, OPERATIONAL WORKS STORES, PLANT AND MACHINERY BETWEEN ENGINEER REGIMENTS. 86. At the time of relief of engineer regiments, the following category of works will be handed and taken over between the relieving and relieved engineer regiments, on order from the division commander, on the basis of proceedings of a Board of Officers. (a) Operational Works Not Physically Completed. Division headquarters should ensure that, all carry over operational works are completed before move of the outgoing engineer regiment. This requirement must be foreseen well before the time of move and the engineer regiment must be given full assistance and kept free from other commitments, so that they can concentrate fully on completion of carry over works. Incomplete works as far as possible, must be kept to the minimum. Where unavoidable, incomplete operational works will be handed and taken over to include the following:(i) Administrative approval. (ii) Technical Sanction. (iii) Budget allocation, year wise. (iv) (v) Details of expenditure incurred to date. (Year wise, in case work has spread over more than one financial year), booking by the Controller of Defence Accounts, liabilities with their latest position. Details of stores procured, incorporated and balance stores handed over with cost. Condition of stores, plant and machinery handed over will be reflected in the handing and taking over documents giving their locations.

83. 84. 85.

226 (vi) (vii) (b) (c) Outstanding demand details. All relevant correspondence connected with operational works in their area of interest.

Maintenance Stores. These will be handed and taken over on the basis of survey board proceedings. Operational Works Physically Completed But Financially Not Closed. (i) (ii) (iii) (iv) Copy of board proceedings based on which the assets have been taken over by the user units and entered in numerical records. List of liabilities on account of which the construction account has not been closed by the Controller of Defence Accounts with their latest position. Expenditure incurred and booked by Controller of Defence Accounts till date (duly reconciled).

(d)

Surplus stores, plant and machinery held, if any, on the orders from Chief Engineer corps or command should be disposed off by the relieved engineer regiment and not handed over to relieving engineer regiment. Surplus Stores, Plant and Machinery. All surplus stores, plant and machinery will be listed job wise (this does not include those stores mentioned in Paragraph (a) to (c) above, which will be listed separately for each job). The following details pertaining to all surplus stores will be furnished to the relieving unit:(i) Operational task number against which they were procured or released. (ii) Source and date of release/receipt order number and date. (iii) Cost (iv) Survey board proceedings giving condition of stores, plant and machinery.

87. 88.

A copy of the survey board proceedings will be held by the staff at the division headquarters and the Chief Engineer corps. Any shortcoming or irregularity noticed by the division headquarters at the time of handing and taking over, will be regularised under orders of the division commander. One full set of handing and taking over documents will be forwarded by the division headquarters with the remarks of the General Officer Commanding if necessary to corps headquarters General Staff (Operations) and held with the Chief Engineer.

SECTION 11 PROVISIONING OF STORES, PLANT AND MACHINERY Categories of Stores 89. The stores required for operational works mainly fall under the following two categories:(a) Centrally controlled stores. (b) Stores to be procured locally by engineer regiments. Centrally Procured Stores 90. Chief Engineer of the corps will be responsible to take provisioning action for the following stores:-

227 (a) Cement. (b) Steel (c) Corrugated or plain galvanised iron (CGI or PGI) sheets. (d) Prefabricated bitumenised surfaces (PBS) rolls. (e) Bitumen. (f) Explosives (g) Generators or any other plant (h) Paints (j) Alkathene pipes Procurement (a) Cement. The engineer regiments should forward their quarterly forecast demand of cement to reach the Engineer branch corps headquarters by 01 January, 01 April, 01 July and 01 October each year. The Chief Engineer corps will forward consolidated demand to the Zonal Chief Engineer. Cement will be released by the Zonal Chief Engineers from the stocks available with engineer park. Corps Chief Engineer will sub allot the cement to the divisional engineer regiments based on their forecast demands. (b) Steel CGI and PGI sheets. On the basis of operational works projected to command, Chief Engineer corps will assess the approximate requirement of these stores and forward the demand in the month of November or December to the Command Chief Engineer for taking provisioning action immediately on sanction of operational work, Engr Regts will project the demand of these stores on DER (P) Form Number 1 to Chief Engineer corps who will scrutinse them and forward the demands to command E-3 Section, with copy to Zonal Chief Engineer. Depending upon the availability within the command, these stores will be issued by Engineers branch command headquarters. In case stores are not readily available in stock, Not Available (NA) certificate will be issued to the engineer regiments. In such cases, Chief engineer corps will undertake to float trade enquiries. After the finalisation of the quotations, name of the approved firm will be intimated to the Engineer Regiment and Deputy Controller of Defence Accounts . The Engineer regiments will then place the supply orders on that firm. (c) Bitumen and Explosives. The engineer regiments should intimate the approximate requirement of bitumen and explosives for the following year based on projected works and the boards convened for maintenance grant. This requirement should be forwarded to the Engineers branch (corps) by 10 January each year. Chief Engineer will scrutinise the demands and forward the consolidated requirement to command to take provisioning action. Stores will actually be procured or released by the Zonal Chief Engineer on order of Chief Engineer Command. (d) Generating sets, Pumping Sets, PBS Rolls. These stores fall under the category of controlled stores and are generally centrally purchased by the Army Headquarters, Engineerin-Chiefs branch or the Ordnance Branch. Demand of these items will be prepared by the Chief Engineer on DER (P) Form 1 clearly stating the time by which these are required and five copies of these forwarded to E-3 Section Engineers branch (command). Based on their availability in stock, these will be released. Alternatively, NA Certificates, will be issued by the agencies concerned. Chief Engineer corps will then arrange for the local purchase of these stores. (e) Paints and Alkathene Pipes. Engineer regiments will forward the demands of these stores to Engineer Branch of the corps headquarters by 15 April each year. Chief Engineer corps will finalise and approve the rates, specifications and the quality of these items and intimate to the engineer regiments and Deputy Controller of Defence Accounts. The unit will then place the supply order on the approved firm.

91.

228

Stores to be Procured Locally by Engineer Regiments 92. The formation engineers will works out the requirement for items other then those mentioned in Paragraph 90 above, on the basis of sanctioned operational works, the maintenance programme and arrange to procure them as per the standard procedure. Local Purchaser of Stores under Maintenance Grant 93. No local purchase of stores; required under the maintenance grant, will be done without the prior permission of Chief Engineer corps. The formation engineers will forward to the Chief Engineer corps their formal requisition i.e. application for sanction of local purchase, supported by the quotations of the firms, comparative statement and the NA certificates. The Chief Engineer will accord his approval after necessary scrutiny.

229

Appendix A (Refer to para 32) OPERATIONAL WORKS DEMAND FOR THE YEAR. Ser No Type of works (Details including exact areas, necessity with reasons) (b) Existing Approximate cost arrangements (in lakhs) Funds to be allotted in lakhs 200 -200 (a) (c) (d) (e) 200 -200 (f) Any other information REMARKS

(g)

(h)

Works should be listed in the order of priority.

231

Appendix B (Refers to Para 38b) SPECIMEN ADMINISTRATIVE APPROVAL Unit Concerned 1. ADMINISTRATIVE APPROVAL Under the provision of Government of India, Ministry of Defence letter No 05633/Q3W iii/204/DS/48 dt 23 January 1948, as amended from time to time, administrative approval and sanction to incur the expenditure is hereby accorded for the following works:Task Category of works Details of works

Ser No Operation Number

2. 3.

The expenditure involved is debitable to Revenue Head Major Head- 2076 Defence Services Army, Minor Head 111, Sub Head A Works (a) (I)- Works not forming capital assets (Code Head 1/451/01). The work is sanctioned to be completed in a period ofyears. Under the provisions of Government of India, Ministry of Defence letter No A/00965/Q3W(Policy)/908/S-D(W-1) dated 25 May 1963 as amended from time to time and clarified vide Government of India, Ministry of Defence letter No A/00965/Q3W(Policy)/164S/SO-III/D(W-I) dated 19 May 1969, General Officer Commanding.Mountain Division hereby accords sanction to the purchase of such stores/materials as are required for the operational works and not available with ordnance/Engineer Depots by Commanding Officer.Engineer Regiment. Signature of General Officer Commanding

Copy to:1. EG1, Engineer-in-Chiefs Branch, Army Headquarters. 2. Director Works (Army), E-in-Cs Branch, AHQ 3. Q3 Works, QMG Branch, AHQ 4. Headquarters------------------ Command (QMG Branch) 5. Headquarters------------------ Command (Engr Branch) 6. Headquarters------------------ Corps (QMG Branch) 7. Headquarters----------------- Corps (General Staff/Operations Branch) 8. Headquarters-----------------.Corps (Engineer Branch) 9. Headquarters----------------- Mountain Division (General Staff Operations Branch) 10. Controller of Defence Accounts Together with a copy signed in ink 11. Area Account Office

233 Appendix C (Refers to Para 52) MONTHLY PROGRESS REPORT OPERATIONAL WORKS : 200 200 Ser No Job Number Brief description of work and probable date of completion (PDC) Amount allotted Works Commenced from Specific construction carried out during the month under review (f) FOR THE MONTH OF. Amount expended Tasks planned for the ensuing months (j) Remarks

Progress since work started

(a) (b) (c) (d) a) Any problem of stores supply? b) Any problem of unskilled hands? c) Any other bottleneck?

(e)

(g)

(h)

(k)

(a) Ser No Name of works (Sub head and minor head) Administrative approval Allotment Expenditure on labour from ___ to____ Expenditure on local purchase of stores from ___ to_____ (b) (c) (d0 (e) (f0 (g) (h) (j) (k) (l) (m) (n) (o) Already adjusted by controller of Defence Accounts Amount to be adjusted Expenditure on transfer of stores during the months Total expenditure of previous month MONTHLY EXPENDITURE RETURN FOR THE MONTH OF Total expenditure including previous month, i.e column (e) to (k) excluding (j) Total expenditure including column (j) Liabilities Remarks Expenditure on purchase of stores against book debit adjustment

234 Appendix D (Refers to para 64)

235

Appendix E (Refers to Para 67) QUARTERLY EXPENDITURE RETURN OF OPERATIONAL WORKS FOR THE QUARTER ENDING Ser No Job Number (a) (b) Allotment of Funds Upto the last quarter (c) (d) Expenditure During the quarter (e) Remarks Upto the end of the Quarter (f) (g)

Carry over Works Total New Operational Works Total

236

Appendix F (Refers to Para 76) MAINTENANCE PLAN OF ASSETS CREATED OUT OF OPERATIONAL WORK PART I FOR THE YEAR 200 -200 Formation: Allotment: For the Year: Ser No Descriptio n of Asset Numerical Records Serial Number B/R Capital Cost E/M Total Operationa l Task Number under which constructe d (g) Details of repairs required Stores Required Item Quantity Cost Priority of repair

(a)

(b)

(c)

(d)

(e)

(f)

(h)

(j)

(k)

(l)

(m)

237

NOTES:1. 2. 3. Total cost of repairs in Part I should not exceed 25% of the allotment during the current year. Format for Part II is similar to that of Part I. Abbreviations used : (a) B/R Building and Roads. (b) E/M Electrical and Mechanical

Appendix G (Refers to para 77) PROJECTION OF DEMANDS FOR MAINTENANCE OF OPERATIONAL WORKS ASSETS Ser No (a) Type of work (Details including exact area, necessity with reasons) (b) Existing arrangements (c) Capital Value (d) Approximate cost of maintenance (e) Priority given by formation (f) Any other informatio n (g) Remarks (h)

1. 2. 3. 4. 5.

Buildings. Field Defences. Roads and tracks. Helipads. Water Supply

238 6. 7. Electrical Installations Miscellaneous (Lightning conductors etc)

239

241 Appendix H (Refers to Para 79) DETAILS OF MAINTENANCE WORKS CARRIED OUT DURING THE FINANCIAL YEAR Ser No (a) Description of assets repaired (b) Type of repairs carried out (c) Stores procured (d) Stores consumed (e) Stores held balance (f) Serial Number of maintenance plan (g) Remarks (h)

NOTE: Reasons for non utilisation of stores should be given in Remarks column.

Precis No 1602 Management Department DEPOSIT AND AGENCY WORKS Introduction 1. With the induction of Zonal CEs in 1964, the MES has been able to provide Engineer cover for almost all areas in the country. With this situational advantage, MES may be called upon to execute the works services by Semi Government, Civil Bodies (such as City Corporation, Cantonment Board etc), Private Organisations /Persons (called as Deposit Works) or by the State Government, CSD (I), Union Territories and other Central government departments (called Agency Services) NOTE; Union Territories are treated at par with the State Government and prior approval of the G of I will have to be obtained as and when works in the Union Territories are be carried out by MES. Para 301 RMES is amended accordingly. (Auth: E-in-Cs Branch letter No 35494/Pol/E2(WPC) dated 30/7/84) 2. This precis deals with the procedure to be followed in executing Deposit Works and Agency Services with its salient features. Sanction of Deposit Works 3. Deposit works can be undertaken after the consent of the CFA as under:(a) Comdr Sub Area/Bde Gp - Rs. 1,00,000/(b) Comdr Area/Div Corps - Rs. 2,50,000/(c) GOC-in-C Command - Rs. 10,00,000/(d) COAS - Exceeding Rs. 10,00,000/For execution of deposit works connected with Navy the procedure given in Paras 305 to 309 of the Regulation MES will be followed. The prior consent of the under-mentioned authorities will be necessary:(For Works Costing upto) (e) Flag Officer Commanding Area - Rs. 2,50,000/(f) Flag Officer Commanding-in-Chief Command Rs. 10,00,000/(g) Chief of Naval Staff - Exceeding Rs. 10 lakhs 4. 5. Area/Sub area Commander may accord a general approval when MES can undertake works upto Rs. 2.50 lakhs and Rs 1 lakh respectively. Adm approval and allotment of funds is made by the party concerned. Total cost of the work including departmental charges, if any, (dealt with in para 11) must be deposited before the work is taken up for execution. Payment in installments can be sanctioned by G of I only. No Interest will be allowed on amounts deposited and no advance of Govt Funds will be permitted, nor will Govt be responsible for any expense or loss due to stoppage of work, pending the receipt of further installments. (a) Expenses incurred on payment of compensation under the Workmens compensation Act, legal charges on account of disputes with contractors or with the authority for whom work is executed, and royalty or compensation for infringement of patent rights and any similar items of expenditure fairly contingent on the work, including departmental charges threon, will be recoverable in addition to cost of work. MES officers in charge of the work will keep the authority concerned informed of the progress of the work and of any Excess or Savings anticipated.

243 6. The role of engineers in administrative control is the same as for defence works.

Execution 7. Following principles are observed in undertaking execution of deposit works:(a) No extra expenditure should be incurred by MES. (b) Charges on account of establishment, audit, leave, pension, tools and plant (normal holdings) are recovered from the party concerned as a fixed percentage of the cost, termed as Departmental Charges (dealt with in para 11). (c) Works are executed in the most economical manner and according to the same general principles as for defence works. Procedure for planning and execution of the work shall be same as normal work except that scales and specifications shall be as per the requirement of the agency for which work is being executed. (d) Deposit works are given the same priority as for defence works except when the Area Commander has laid down any higher/lower priority. (e) All changes in designs/specifications have the concerned partys approval. Drawings and design are duly signed by the party in advance. (f) The land on which the deposit work is to be executed must belong to the agency for whom the work is to be executed before any deposit work is proposed on defence land, the portion of that land has to be transferred to the agency for whom the work is intended after due reclassification and sanction of the Competent Authority. (g) Accounts are finalised and completion report rendered to the higher engineering authority as early as possible. (h) Handing/Taking over is effected in writing to avoid unnecessary disputes. NOTE: Deposit works differ from other normal works in only one respect viz. the funds come from other parties. Even though expenditure on such works is not finally charged to the Defence Services estimates, all requirements including rendering of the completion report laid down for execution of other works are to be followed. 8. 9. MES responsibility for deposit works is identical to that for defence works except for the points set out in para 9. MES is not responsible for the following:(a) Unavoidable delays. (b) Excess expenditure due to unforeseen circumstances viz. alteration in design resulting from inescapable causes e.g. required stores not available. NOTE: If at any time, an excess over sanctioned estimate is expected, reference must be made to the party concerned. No commitment is to be incurred till the revised sanction is obtained. (c) Paying royalties, compensation under workmens compensation Act (dealt with in Precis on Organisation) or other similar charges not included in the estimate. (d) Subsequent maintenance (except rectifications ordered on the contractor in maintenance period). 10. The party concerned must agree to the above conditions before a work is taken up.

Departmental Charges 11 All deposit works are to be levied departmental charges as laid down in Table H in terms of para310 of RMES. The departmental charges however could be waived by Govt. of India.

244

12.

The following charges will be levied on works executed by the MES:Works performed on behalf Establis Tools & Audit Pensionary Total of hment Plant & charges charges charges Accoun ts Charge s (i) Service and 13.0% 1.5% 1.5% 0.5% 16.5% Department including Cantonment Boards and Private Bodies 10.0% 1.0% 1.0% 0.5% 12.5% individuals (ii) Railway 2.0% 2.0% Administrations (iii) Preparation and checking of estimate only and assessment of the value of buildings for 2.0% 1.5% 1.5% 5.0% Civil Departments and Cantonment Boards, (See 7.0% 1.5% 1.5% 10.0% Note 1) (iv) Units for electrifications of military buildings at Unit 7.0% 1.5% 1.5% 10.0% expense (v) Consumers in connection with the extension of supply lines of MES water and electrical undertakings to non military buildings (vi) Connections of Private buildings to MES water and Electric mains NOTES: (1) When work is carried out by MES, prescribe departmental charges are levied and no additional charge is made for preparation of estimates. (2) No audit charges will be levied if the audit is not conducted by the Defence Accounts Department. (3) For preparing estimates only 2% Departmental chargers are levied. (4) Departmental Charges are not levied for checking estimates of Cantonment Board works.

245 13. Departmental charges are levied to cover the cost of normal establishment, T and P and other incidental expenses. Charges for additional establishment, T and P specially arranged for the works are included in the estimate. (Para 311 MES Regs) As a rule NO exemption from departmental charges is allowed. In special cases, E-in-C may reduce or remit departmental charges for works upto Rs. 2,000/-. Such exemptions are applied for, through the CDA and granted by E-in-C in consultation with financial Adviser, Ministry of Defence,. All other cases are referred to G of I. The following are exempted from the levy of MES Departmental Charges, but not from the cost of special establishment or special T and P:(a) Works chargeable to the training grant, or to regimental or station funds. (b) Religious buildings in unit lines and prayer rooms. (c) Army/Air Force/Navy, Health and Child Welfare Centres and Gurkha Families hospitals. (Table H of MES Regs) (d) Articles of furniture purchased by units through the MES (See para 655 RMES). (e) Works undertaken on behalf of Imperial War Graves Commission for maintenance of War Graves. (f) Coffins and graves for military officers, soldiers and their families. (g) Departmental Charges are levied for works done in workshops. ( See Para 889 RMES) As regards percentage on sale of stores, see para 801 RMES. Issue of stores to military units for carrying out essential training not authorised in any particular scale, is exempted from the levy of the departmental charges. The charges levied on works carried out by CPWD on behalf of MES are notified from time to time by the Ministry of Works and Housing. The supervision charges levied by the Railway administration on works for Defence Services, are laid down in Appendix of RMES. Departmental charges are not levied on internal electrical installations provided in military buildings at private expense through the agency of the MES, if the individual concerned agrees in writing, to forego all his right, title and interest in respect of the installations in favour of Government. Such installations will, on completion, be maintained at Government expense, their cost enter in the Register of buildings and rent assessed on the increased capital cost. (See IAFW2155).

14.

15.

16. 17. 18. 19.

Accounting 20. Accounts are maintained in the same manner as for defence works. The amount of deposit is shown as an allotment, which is divided in two parts separate for works and departmental charges. Unexpended balances are refunded on completion of works, refunds being treated as a reduction in the original deposit. 21. Departmental charges are adjusted by the CDA after the completion cost is known. MES Regs Para 563 to 576.

246 Agency Services 22. The principles for executing the agency services are the same as for deposit works except that advance payments are not necessary. Only funds are guaranteed by the department concerned. Necessary debit is raised against the department through the CDA. 23. Regarding Railway works, see Appendix of RMES. Contribution Works 24. Contribution works are those works where funds are obtained partly from government and party from non government bodies/private persons. 25. These works are treated similar to agency services, contribution from private bodies being treated as an addition to the allotment. Contributions are payable in advance. Cantonment Boards 26. Cantonment Boards employ their own staff to carry out work services. GE or other MES officer-inCharge of military works in cantonment is the Executive Engineer of the Cantonment. (Para 47 MES Regs Cantonment Act (Act II)1924 27. As an executive engineer his duties are purely advisory. He is merely the technical adviser of the cantonment boards and offers technical advice when it is sought. 28. In Class I and II cantonments, the Executive Engineer is an ex-officio member and attends the board meetings. He is normally appointed to any board committees except building/ bazar committee. 29. His duties in case of such cantonments include those attaching to membership of the board, membership of the committees and certain inspection duties. The services of executive engineer are utilised as a member of a committee, only when technical advice is considered absolutely essential. 30. Executive Engineer cannot be called upon to prepare estimates, supervise and carry out works except as a deposit work entrusted to MES. Normal departmental charges are levied on such works. However, these can be reduced by 10% by Area Commander on request from cantonment Board. (Table H MES Regs) Works for NCC Units 31. Construction in Cantonment areas is to be undertaken by MES .MES can also undertake works in non-Cantonment areas wherever possible Where MES is unable to undertake the work in non-Cantonment areas, the work may be entrusted to State PWDs. All NCC Projects at non Military stations for construction of Married Accn and Staff will be treated as Deposit Work. 31A. Such works are chargeable to State Government and are treated as agency services. The departmental charges levied are as under:(a) Works sanctioned before 7th July 1952 (i) Establishment charges - 9.0% (ii) T and P charges - 1.5 (iii) Audit Charges - 1.5% (iv) Leave charges - 1.0% (v) Pensionary charges - 2.0% Total 15.0% Note: Specialist charges are levied in addition to the above departmental charges. (b) Works sanctioned on or after 7th July 1952. No Departmental charges are to be levied when undertaking works on behalf of state govts for NCC. Cost of special establishment, if any, are to be debited to state govt concerned.

247 (G of I MOD letter No 0236/52/NCC/2808/B/D/(ISO) MES dated 7th July 52) 32A. PROCEEDURE FOR CONSTRUCTION OF CENTRAL SCHOOL BUILDING BY MES

Ministry of Defence have agreed to provide the following facilities to Central School Organisation :-(a) MES buildings in which Regimental schools are housed would continue to be used as Central School on rent, till permanent building are put up. (b) Only maintenance charges will be recovered when maintenance of building at a above are entrusted to MES. (c) Funds for maintenance of these buildings & roads will be worked out by MES as worked out for defence assets. (d) MES furniture declared surplus will be transferred to KVS on payment of depreciated book value. (e) KVS will be permitted to construct essential buildings within the existing campus of the regimental schools, on the condition that if such buildings are later required for defence purposes, the same will be vacated on payment of suitable compensation by the Ministry of Defence. (f) Cantonment authorities / MES authorities to supply water and power on payment at prescribed rates as for non-entitled personnel. (g) Surplus accn may be allotted to teachers employed by KVS. The rent shall be recovered in accordance with para 16 of quarters and rent., such allotments will be on temporary basis and will be liable to be vacated on 30 days notice as and accn is required for use by the Defence service personnel. (h) Minimum essential land required will be earmarked in each cantonment wherever school in cantonment have been brought under the Central School Schemes and given to KVS on long term lease basis .Nominal rent of Rs. 1 per annum will be charged .If sufficient defence land is not available ,the required land near the school area shall be acquired. (j) KVS works to be executed as Agency Services by MES. No departmental charges shall be levied. (k) Sanction of transfer land & building shall be issued by Ministry of Defence. (l) Cases of transfer of lands and buildings will be regulated by Ministry Land Cantonment Organisation.(Auth. MOD letter no. PC(2) to MF No.125/25/ADM/L&C/888-C/D(GS-II)dated 24 May1976,circulated vide E-in-Cs Br. letter No.22659/E2(WPC) dated 16 Sep 76 amended vide our even letter dated 13 May 77 and 13 Jun 78) 32B. A Works Manual for KV Sangathan Works by MES has been issued by E-in-Cs Br vide their letter No. A/00054/E2Army/76 dt 8 Aug 87.This Manual is a compendium of guidelines, instructions, policies issued and procedures for KV Works.

Execution of MES Works by Other Agencies 33. When the MES entrusts to the agency of a Municipality, local body, etc any works services the normal procedure for according technical sanction in the agency concerned will be followed except that in the case of projects costing more than Rs 1 lakh, detailed plans and specifications will be shown to the MES before the agency accords technical sanction. (DWP-86 para 28) 33A. The procedure laid down in E-in-Cs Br letter No. A/95533/Pol/E2(WPC) dt 31 Aug 92 will be adopted while dealing with such works. 34. Payments made to the agency concerned in respect of such works services will normally be treated as a payment for works done by a contractor. Where, however, the Municipality, etc, requires an advance payment to be made before taking the work in hand, this may be done with the concurrence of the CDA, any difference between the amount advanced and the amount actually

248 spent being adjusted before the accounts for the work are closed. The payment of the advance as well as the final bill would be made after pre-audit by the CDA and the advance will be compiled to Head P Deposits and Advances and recovery/adjustment watched. If lump sum payments have been agreed upon, as in the case of maintenance of buildings, roads, etc, as a standing arrangement, the procedure for settling the account periodically and for recording the cost of the works may be settled with the concurrence of the CDA and the following conditions observed:(a) A certificate of work having been done in accordance with the conditions agreed upon is placed on record by the CWE. (b) When payment is made for a number of works which are chargeable to different budget heads, the necessary allocations are recorded ; and (c) As far as possible the liability of a year is settled within that year. Where it is obligatory on the MES to entrust work to an agency, e.g. connections for electricity, water, gas, sewage etc, advance payments up to the estimated cost of the work may be made in accordance with the terms and conditions of the agency concerned with the concurrence of the CDA. Arrangements will be made to have unspent balances, if any, refunded as soon as the work is completed. Detailed procedure for carrying out Defence Works by the Railways and adjustment of expenditure between Railway and Defence Ministries are contained in Appendix J of RMES (1968).Departmental Charges are specified by Rly Board has been circulated under E-in-Cs Br letter No. 47123/E2A dt 4/6 May 67.CWE will maintain a register of Rly sidings and platforms which are maintained by Rlys and maintenance charges are paid by the Defence at the rate of 2.5% per annum on the total cost of the sidings/platforms. Before any payment is made, CWE will obtain a certificate from local area HQ/Naval/Air Force Authorities that the sidings/platforms are reqd for the Defence purpose .

35.

36.

37.

249 (Precis No.1603) Management Department DEMOLITION OF BUILDINGS Introduction 1. Buildings entrusted to MES may have to be partially or completely demolished due to various causes e.g. after the expiry of its useful life, partial or complete rebuilding. 2. This precis deals with the procedure adopted for initiating, sanctioning and carrying out demolitions of buildings. Types of Demolitions 3. Demolitions are of two years:(a) Demolition of portions of structure. (b) Demolition of complete structure. 4. Demolition of a complete building may become necessary:(a) When the structure has reached such a state of deterioration that is cannot be kept in a reasonable state of repair at an economical cost. (b) When land is to be cleared to provide space for new projects of permanent buildings, open space, recreation or extension of roads, parade grounds, or such other purpose. NOTE: Demolition in such cases is resorted to only when no other suitable land is available and/or buildings are of temporary war time construction and will have tom be eventually demolished in any case. (c) When buildings are surplus to defence requirements and will not be required in future. (d) When land is hired/requisitioned for a specific period and is to be released. (e) When the structure has been rendered completely unserviceable due to natural calamities e.g. floods, fire or storm. 5. Demolition of portion of a structure may become necessary due to:(a) Partial deterioration of a structure requiring repairs, renewals or replacements. (b) Additions, alterations and improvements. (c) Natural calamities e.g. storm, fire, floods. Procedure for Sanctioning 6. Procedure for sanctioning demolition depends on the type of demolition and whether the structure to be demolished only or to be replaced. 7. No separate sanction is necessary for demolitions falling under para 4(b), 5(a) and (b) provided approvals accorded to new projects, repairs, renewals and alterations include demolitions as well. Cases falling under para 4(e) and 5(c) will be dealt with after the finalisation of the Court of Inquiry/Board of Officers proceedings. 8. In an estimate for reconstruction, AA to the execution of the service is authority for any demolition involved irrespective of the value of the buildings to be demolished. (Para 15-A DWP) 9. In other cases viz paras 4(a), (c) and (d), following procedure is observed:(a) Unit in occupation of the unit line or MES in respect of unoccupied buildings initiates a demolition statement for sanction of CFA. (b) Demolition statements are prepared on IAFW-1819. In addition to the information contained in IAFW-1819 the General specifications of the original building and its present condition should be stated. A specimen of IAFW-1819 (inner page) is shown at Appendix A attached.

250 (c) (d) (e) (f) The statement is sent to MES for filling up necessary details and recording recommendations regarding disposal. Demolition statement will be checked by AAO,GE of the MES formation. Demolition statement is sent to Station Commander for scrutiny and approval who records his recommendations regarding disposal. CFA may approve demolition of all or any building within his powers or direct disposal in any other manner. Demolition action can be taken only after approvals. Copy of approved demolition statement is sent to CDA as soon as possible thereafter.

Competent Financial Authority (CFA) 10. Powers for sanctioning demolition are laid down in Appendix B attached. 11. Capital cost of individual buildings and not the total cost of buildings in a demolition statement forms the criteria for deciding the CFA. NOTE: To facilitate sanctioning, separate demolition statements may be prepared for sanction by appropriate CFA, but all demolition statements pertaining to a camp/project should be initiated at one time and no piece-meal. Carrying out Demolitions 12. Demolitions are carried out to the best advantage of the state. Partial demolitions are generally entrusted to the agency carrying out repairs, replacement or alterations or may be carried out by DEL under MES supervision. 13. Complete structures may be auctioned for demolition, in arranging/carrying out such auctions the u/m points should be ensured:(a) Auctions are arranged through Govt approved contractors. NOTE: Information relating to such auctioneers may be obtained from ML and C Department, DGS&D or State Govt. (b) An agreement is entered with the auctioneer clarifying the commission payable, responsibility for advertising and other incidental matters (such agreements are concluded by CWE on standardised forms). (c) Reserve price is assessed by GE and approved by CWE. Such assessments are to be treated as Confidential. (d) Reserve price is based on the capital cost of assets, the condition of assets and market trends. Fixing low prices result in loss of State while unreasonably high price may lead to infructuous expenditure on account of repeated auctions and deterioration of assets. (e) Wide publicity is given to the auctions by advertising, beat of the drum and display of auction notices in MES formations/public buildings. (f) Physical check of assets is carried out prior to auction to confirm availability of assets. Where the assets are not susceptible to check, auctions are conducted on as existing basis. (g) Assets are auctions in convenient lots from the view point of obtaining better bids, feasibility of carrying out demolitions or security. (h) Auction notices should give full information of the assets, their condition and terms under which the bids are invited. A certain percentage of the bid (generally 25% is collected as security deposit on the spot which is refundable only after the bid has been rejected or demolition satisfactorily completed. (j) Auction are attended by a responsible MES representative who keeps a watch in the proper conduct of auctions. (k) Statement of successful bidders is compiled and signed by auctioneer at the site. One copy of which is retained by MES representative.

251 Statements are submitted to CWE with GEs recommendations. General procedure regarding auction is shown in Precis 1661 for stores. Most of this apply to buildings also. 14. Where auctions are not considered feasible or where repeated auctions do not yield satisfactory bids, demolition may be carried out through DEL under MES supervision. Cost of demolition is to be sanctioned as an original work by appropriate CFA. 15. Demolition may be entrusted to troop labour provided a strict supervision is exercised and all stores obtained are returned to MES. 16. Detailed instructions for disposal of surplus buildings on cantonment lands and M of D lands outside cantonments are laid down in G of I, M of D letter No 9601/199/III/1001 E/D)E & Org) of 17 Nov 54. (E-in-C letter No 1601/199/IV/E2 dt 14 Nov 54) Proceeds from Demolition 17. All stores obtained from demolition of the structures are properly accounted on Demolition Register IAFW-2200, which contains a numerical account stores. A demolition certificate IAFW-2201 is attached to all Contractors bills to ensure that such stores have been properly accounted for. 18. Where demolition stores are not required for MES use, these may be sold off to the contractor by a suitable provision in the contract for carrying out repairs replacement, renewals or alterations. 19. A periodic review of demolition stores is necessary to ensure that stores are utilised as early as possible or disposed off by auction. 20. Amount realised on account of sale of assets/stores are treated as revenue/credit to the project and dealt with as laid down in para 828, MES Regulations (1968). Amendment of Records 21. Amendments to records e.g. RMB, PSMB and Cantonment Plans must be carried out immediately after demolition. Such amendments should then be notified to all concerned through quarterly amendments/annual exchange of records. 22. Conclusion Demolitions involved assets and therefore must be based on approval of competent authority as in the case of creation of assets. (l)

Number of Building Page of RTMB RPMB

Name of Building Year of Construction

Building Proposed to be Demolished Cost of Demolition Opinion of the GOC-in-C

Station. Book Value Assessed Value Value of Salvage Materials Local authority in occupation of the building Brigade Commander/ Sub Area Commander

Appendix A (Precis No 1603) Inner Page of IAFW 1889 (Refer Para 9 (b) Year 200_

Divisional Commander/ Area Commander

Report by.. giving reasons for the demolition and whether the building cannot be utilised for any other Government purpose Rs 253 Rs

254

Checked UA GE No Div Date Authority

Certified that the building exist at site GE.. Div Date. Sanction of Competent

-------------------------------------------------------------------------------------Certified that the buildings have been written off the books, vide pages Of the Register of temporary/permanent Military Buildings also that Periodical Services Measurement Books, Record plan of Buildings, Cantonment Plans etc have been amended as necessary.

255

Appendix B Precis No. 1603 Refer Para 10 POWERS OF CFA TO SANCTION DEMOLITION STATEMENT (Authority : Para 15 A of Defence Works Procedure MES Regs Table A) Ser No. Authority Powers 1. Government of India - Full powers 2. COAS/CNS/CAS - Rs. 10 lakhs 3. GOC-in-C/Equivalent Navy Comdrs/AosC-in-C - Rs. 5 lakhs 4. Corps Comdrs - Rs. 5 lakhs 5. Comdr of an Area/Indep Sub Area/Indep Bde - Rs 1.5 lakhs Group/Equivalent Navy/Air Force Comdrs 6. Comdr of Sub Area/Bde Group/Equivalent Navy/ - Rs. 30,000/Air Force Comdrs 7. Station Comdr of and above the rank of Lt Col/ - Rs. 10,000/Equivalent Navy/Air Force Comdrs 8. Station Comdr below the rank of Lt Col/Equivalent - Rs. 5000/Navy/Air Force Comdrs [Authority : MOD letter No. 3(7)/93/D(Works) dt 27 Aug 98]

257 Precis No.1604 Management Department REAPPROPRIATION OF BUILDINGS Introduction 1. Buildings built for a certain purpose may at a later date be utilised for some other purpose due to changes in establishments of occupying units. Such a change in the use of a building is termed as Re-appropriation. 2. This precis deals with the procedure for initiating and sanctioning re-appropriation and is based on para 15-B of Defence Works Procedure. Paras 155 and 156 MES Regns (1968) refer. 3. Types of Re-appropriations Re-appropriations are of two types:(a) Entailing no alteration and no cost. (b) Entailing alterations and expense. 4. Competent Authority for Sanction (a) CFA for sanctioning re-appropriation mentioned in para 3(a) are any of the authorities who can accord acceptance of necessity and administrative approval irrespective of capital value of building involved. All sanctions accorded by an authority lower than Commander of an Area/Corps will be reported to him. Necessary amendments to the Register of Buildings will be made by the GE for permanent re-appropriation. Each sanction for temporary reappropriation should state the period of re-appropriation and be communicated to CDA and GE concerned. It can be renewed as required. IAFW-1831 is not necessary and particulars need not be recorded in the Register of Buildings. (b) CFA for sanctioning re-appropriations mentioned in para 3(b) are same as for acceptance of necessity and administrative approval depending upon the expenses involved in alterations. But no expenditure will be incurred unless funds are available. All sanctions accorded by an authority lower than Commander of an Area/Corps will be reported to him. Each sanction should state whether the re-appropriation is temporary or permanent and communicated to CDA and GE concerned. If temporary it can be renewed as required, IAFW-1831 is required and particulars including expenditure are to be recorded in Register of Buildings. A specimen of IAFW-1831 is shown at Appendix A attached. 5. Re-appropriation involving increase in scales or introducing a new practice required sanction of Govt of India. Minor increases in scales upto 50% of authorised area, which are inevitable due to constructional reasons, will not however require Govt sanction. 6. Re-appropriations included in an Adm approval are not required to be approved separately on IAFW-1831. The particulars including expenditure are to be recorded in the Register of Buildings.

Appendix A (Precis No 1604) (Refer para 4) IAFW-1831 REAPROPRIATION OF BUILDINGS ENTAILING ALTERATIONS AND EXPENSE (See paragraphs 155, Regulations for the MES, 1968) (This form will also be used when any buildings are transferred to or exchanged with those belonging to another Department). Station .. Number, name and Location of Building Purpose for which constructed Details 1 2 3 Proposed Re-appropriation Authorised (A) or Special (S). 4 Approximate cost of structural alterations 5 Rs. Date to which required or permanent (P) 6 District: Remarks

Certified that the change/ transfer has been noted in the Register of Buildings on pages. And that Periodical Services Measurement Books, Record Plans of Buildings, Cantonment Plans, etc, have been Amended as necessary. GARRISON ENGINEER

259 Appendix A (Contd) (Page 2 of IAFW 2831)

REAPPROPRIATION OF BUILDINGS ENTAILING ALTERATIONS AND EXPENSE (For use in Unit and Brigade Office) (a) No and name of the building. (b) Purpose for which constructed. (c) Purpose for which it is proposed to be re appropriated. (d) What are the present arrangements for the accommodation required? (e) Why cannot these arrangements continue? (f) What use is to be made of the accommodation rendered surplus by the re appropriation? (g) Is the accommodation being re appropriated surplus? (h) Is the accommodation likely to be required again for its original purpose? (i) Is the accommodation likely to lead to a demand for replacement? (j) What alterations are required in the building? (k) Will such alterations prevent the building being re used for its original purpose? (l) Are any extensions or electric and water installations necessary or is additional electric or water equipment required? Brigade Commanders recommendation. Passed to GE for costing on