MANUAL 3

DECISION MAKING
Introduction

1.0 The matter in the power of Chief Engineers and Secretary or any policy
decision or financial matters related to to R&B Department comes to
the Secretariat. Dealing of the matter begins on files from level of
branch, headed by Section Officer. A diagram showing various level in
file process in the Secretariat is as under :

Secretary

CE/AS/JS

OSD/Dy. Sec./Under Sec.

Branch
CE: Chief Engineer AS: Additional Secretary
Dy. Sec.: Deputy Secretary JS: Joint Secretary
The matter is scrutinized at appropriate level and decisions are made
as per power and competency and then communicated to respective
offices / applicants.

2.0 Following manuals, hand books, volumes are referred/ followed/ used:

a. Office Procedures Rules, 1989 by General Administrative

Department.

b. Subject distribution booklet of R&B Department.

c. Gujarat Public Works Manual Volume – I.

d. Gujarat Public Works Manual Volume – II.

e. Compendium of Administrative, Finance & Statutory Powers of the

Officers of B&C and Irrigation Department.
 f. Technical Circulars on Highways and Bridges (Included Circulars up
to 1971).

g. Technical Circulars on Highways & Bridges (Includes Circulars

between 1971-1981).

h. Technical Circulars on Highways & Bridges (Includes Circulars

between 1981-1991).

i. R&BD Circulars Part – I (1990-2002).

j. R&BD Circulars Part – II (1990-2002).

k. Unauthorised Occupancy of Premises rules 1972.

l. Gujarat State Services (discipline & Appeal) Rules 1971 (Gujarati).

m. Gujarat Financial Rules 1998.

n. Compiled Rules for Gujarat State Circuit House, Rest House, Guest
House/Pathik Ashram, Gujarat Bhavan.

o. Rules for allotment of Government Residence & Non Residence

Buildings, its rent, continuation of Govt. accommodation &
vacating of the same (R&B Department).

p. Hand Book for Roads Vol- I.

q. Hand Book for Roads Vol- II.

r. Hand Book for Roads Vol- III.

s. Specification for Roads, Bridges, Buildings.

t. Budget Manual.

3.0 Activity wise channel of submission is given as under:

Special
Sl. Concerned Concerned Concerned
Activity Secretary/Secr
No. Branch OSD/DS/US CE
etary
1 Service Matter US (S)
E - Secretary
Class-I & above DS (S)
Class-II & below E2, E4, G2 US (A) CE (R&B) Special
DS (B) & AS for Secretary
US (Est) some
 DS (S) items
US (A)
-
Establishment DS (I)
2 F1, F, E3
Matter US (S) Special
-
DS (S) Secretary
Special
Sl. Concerned Concerned Concerned
Activity Secretary/Secr
No. Branch OSD/DS/US CE
etary
Special
US (A) Secretary for
DS (I) Concerned
Class-II &
CE’s for
3 Inquiry E1, K1, K DS (S) below,
Technical
US (A) Secretary for
Opinion
DS (I) Class-I &
above
CE (R&B)
& AS other
US (B)
4 Planning P CE’s as & Secretary
DS (B)
when
required
CE (R&B)
& AS other
Budgeting and US (B)
5 B & A Cell CE’s as & Secretary
Auditing DS (B)
when
required
CE (R&B)
& AS other
US (B)
6 Coordination L CE’s as & Secretary
DS (S)
when
required
Mechanical & CE (R&B)
7 H OSD (M&E) Secretary
Electrical & AS
CE (QC)
8 Quality Control QC SE (QC) Secretary
& AS
Privatisation in CE (P&P)
9 PVT US (PVT) Secretary
Road Sector & AS
US (SR)
CE (R&B)
10 State Roads C, D US (SR-1) Secretary
& AS
US (SR-2)
US (Bldg-I)
CE (R&B)
11 State Buildings N US Secretary
& AS
(Bldg-II)
CE (P) Special
12 Panchayat Roads D1, D2 US (P)
& AS Secretary
13 National M US (NH) CE (NH) Secretary
 Highways & AS
Special Projects
CE (P&P)
14 (World Bank C OSD (SP) Secretary
& AS
Aided)
Capital Project,
Buildings of
Ahmedabad City CE (CP)
15 C1 US (HQ) Secretary
& Roads, & AS
Buildings under
Gandhinagar
Accommodation CE(CP)&AS
16 in Gandhinagar R US (Acco) CE(R&B) Secretary
City & AS
Occupancies of
Government
CE(R&B)
Residential/ Non N1 DS (Acco) Secretary
& AS
Residential
17 Buildings
Land in CE(CP)&AS
US (Acco)
Gandhinagar R1 CE(R&B) Secretary
DS (Acco)
Capital & AS

4.0 The Roads & Buildings Department deals mainly with Construction &
Maintenance of Roads, Bridges & Government Buildings.

The delegation of powers i.e. Decision making level related to

Technical matters is as below:

GR:

(I) PWD-3079/D-2959/Part-I (136) C dad. 17/4/2002.

(II) Time limit – Cat/1560/1565/14/C (part file – 2001) dtd. 20-11-

1975.

Time limit – Cat/1560/1565/14/C (part file – 2001) dtd. 20-11-

1982.

Time limit – Cat/1560/1565/14/C (part file – 2001) dtd. 20-11-

2001.

(III) Excess/Extra Item TNC/1082/IB-521(17) C, Dtd. 10-03-1988.

Sl.
Particulars Level Powers
No.
1 Administrative Secretary Rs. 100 lacs for Roads/Bridges & Building works
approval to
Chief Engineer Rs. 30 lacs for Non Resi. Buildings, Roads &
the work
Bridges

Superintending Rs. 15 lacs for Non Resi. Buildings, Roads &

Engineer Bridges
Rs. 5 lacs for Resi. Buildings
2 Technical Chief Engineer Full Power
Sanction
Superintending Rs. 50 lacs for original works;
Engineer Full Power for SR work
Executive Rs. 12 lacs for original works;
Engineer Rs. 1 lacs for SR work;
Full Power for CR work
Deputy Rs. 1.5 lacs for original works;
Executive Rs. 1 lacs for CR work
Engineer
3 Tenders Chief Engineer Tendered amount upto Rs. 100 lacs 10% excess
approval i.e. over estimated amount evaluated at current SOR
excess over or till revised AA is not required
estimate Superintending 15% excess over estimated amount put to tender
tender Engineer or 7.5% excess over estimated amount evaluated
at current SOR which ever is higher;
(excess upto Rs. 25000 no % limit)

Executive 10% excess over estimated amount or 5% excess

Engineer over estimated amount evaluated at current SOR;
(excess upto Rs. 5000 no % limit)
4 Extension of Secretary All cases where provision of price escalation in
Time limit of tenders is provided
Contract
Chief Engineer Full powers but cases without the provision of price
escalation in tender

Superintending Full power (upto estimated cost Rs. 5 lacs); 50%

Engineer of original time limit (upto estimated cost Rs. 5
lacs to 30 lacs)

Executive 50% of original time limit (upto estimated cost Rs.

Engineer 5 lacs)
 Sl.
Particulars Level Powers
No.
5 Excess in Chief Engineer Full Power till revised AA is not required
quantity Superintending B2 Tender B1 Tender Either B1 to
Engineer B2
Reasonable If rates
unusually
higher
Rs. 30000 Rs. 20000 Rs. 50000 Full powers
or 30% or 20% or 30% upto Rs.
whichever whichever whichever 10000
is less is less is less irrespective
of
percentage
Executive Rs. 10000 Rs. 5000 Rs. 20000 Full powers
Engineer or 25% or 25% or 30% upto Rs.
whichever whichever whichever 5000
is less is less is less irrespective
of
percentage
6 Extra item in Chief Engineer Full powers till revised AA is not required
contract
Superintending Upto Rs. 20000
Engineer
Executive Upto Rs. 5000
Engineer

Note: The above powers are subject to certain conditions which are detailed
in respective GR’s.

5.0 File Movements

Administrative purpose

The levels through which the decision process moves for the administrative
purpose is shown underneath: -

Deputy Section Officer

Section Officer

Under Secretary

Deputy Secretary

Chief Engineer

Secretary
Sometimes in order to shorten the process of decision making, for certain
cases, there is standard process of level jumping.

Promotions/Transfer

The matters related to the promotions/transfer is handled by the GAD,

finance Department. The decision related to promotions /transfer for the
Class I officers are taken up by the Chief ministers, and for the Class II by
Ministers respectively.

Technical purpose

The various levels through which the decision process moves for the
Technical purpose is shown below: -

Deputy Section Officer

Section Officer

Deputy Engineer

Under Secretary/OSD Technical

Chief Engineer

Secretary

For certain cases, there is standard process of level jumping.

Financial Matters

Tenders

The matters related to the tenders more than Rs one crore is approved after
concurrence of by Finance Department. The matters related to the tenders
more than Rs one crore and less than five crores is approved by Secretary
(Expenditure) Finance Department, while tenders more than Rs five crores us
approved by Finance Secretary Expenditure, followed by Principal Finance
Secretary.