PROJECT REPORT

Construction of Alumni Center & Students Career Center Complex

INSTITUTE WORKS DEPARTMENT INDIAN INSTITUTE OF TECHNOLOGY KANPUR

PROCEDURE FOR PLANNING & EXECUTION OF CAPITAL WORKS AT IIT KANPUR

Please find below the details of procedure followed at IIT Kanpur, in respect of planning & execution of capital works :

1) The following is the sequence of activities in the planning stage :

User Group is constituted by the Administration to identify the requirements of space and facilities. The group interacts with IWD to fine-tune the requirements and to draft an approach paper. An Architect is appointed to prepare concept plans, on the basis of

the approach paper. The concept is finalized after several rounds of discussion with user group and IWD. The concept plans undergo several modifications before they are

approved by the administration, with the consent of user group and IWD. The Architect releases the approved concept plan, brief

specifications of work, 3D model of the proposed building, along with the Preliminary Estimate. IWD scrutinizes the proposal comprising of preliminary drawings

and estimate, to ensure that it meets the specified needs of the user and that the proposal is cost effective. The proposal is then placed before Building & Works Committee

(B&WC), through advance circulation of agenda. The proposal is discussed in a scheduled meeting and the views of the members are ascertained. The Chairman B&WC is usually authorized to process the modified proposal for further necessary action. The major capital projects are then placed before Finance

Committee for clearance and for recommendation to Board of Governors (BOG) for approval. The project is then listed as an agenda for the meeting of BOG and

the Administrative Approval & Expenditure Sanction (A/A&E/S) is accorded by BOG.

2) After accord of A/A&E/S, the Architect is given clearance to proceed with

the preparation of detailed working drawings. The following drawings & designs by Architect are submitted to IWD for approval:

Architectural drawings Structural drawings Plumbing schemes Electrical schemes Air-conditioning drawings Interior design

Furniture layout drawings Networking schemes External services plans Landscape drawings

3) After the working drawings are finalized, Detailed Estimate (D/E) is

prepared by the Architect for invitation of tenders. The D/E is scrutinized by IWD and the cost is optimized by value engineering in order to keep the probable value of work with in the provisions available in the A/A&E/S.

4) Technical Sanction (T/S) is accorded by Superintending Engineer,

irrespective of the value of work. The accord of T/S is a guarantee that the detailed proposals are structurally sound and that the estimates are accurately calculated on the basis of adequate technical / field data. He also ensures that the proposal is most economical.

5) Tenders are invited on the basis of the technically sanctioned detailed

estimate. For works costing above Rs. 2.00 (two) crores, procedure of two-stage tendering is adopted. The first stage is a qualifying round in which the applicants are pre-qualified on the basis of a pre-determined eligibility and qualifying criteria. The applications are invited in the prescribed format, after giving nation wide publicity through national dailies.

A committee, comprising of a senior Faculty, Superintending Engineer, Dy. Registrar (Finance) and the concerned Executive Engineer, is constituted by the administration to approve the list of short listed contractors. In the second stage, tenders are issued to pre-qualified contractors only for submission of financial bid. The work is awarded to the lowest bidder unless his bid is found to be defective or unaccepted on genuine grounds. For certain specialized works costing even below Rs. 2.00 (two) crores, two-stage tendering is resorted to, in order to ensure participation of only competent contractors in the financial bidding. For works costing below Rs. 2.00 (two) crores, single stage tendering is adopted. After giving wide publicity to Notice Inviting Tender (NIT), applications are invited from and tender documents issued to eligible contractors. The procedure and eligibility criteria prescribed in CPWD Manual Vol.-II is adopted for screening the applications. Applications are short listed by a committee under the Chairmanship of Superintending Engineer.

6) The tenders are invited on the basis of the following documents :

General Conditions of Contract for CPWD Works – 2001. Special Conditions of Contract drafted & approved by IWD. Schedule of Quantity, on the basis of Detailed Estimate. Detailed working drawings. CPWD specifications, BIS specifications and additional specifications

framed by IWD.

7) The processing of tenders, involving the following stages, is carried out by IWD :

Preparation of comparative statement. Preparation of Market Rate Justification of tender, on the basis of

Delhi Analysis of Rates. Identification of high & low rated items. Preparation of scrutiny note for consideration of B&WC. Negotiation with the lowest tenderer, if necessary. Presentation of tender before B&WC.

8) The tender scrutiny note is circulated to the members of B&WC, well in

advance, as part of the agenda. The tender is discussed during the meeting and the views of the members are obtained. The Chairman is usually authorized to approve the tender after taking the views of the members into consideration. The approval of tender is subsequently ratified in the next meeting.

9) The Letter of Award is issued by the Superintending Engineer after the

tender is approved by the Chairman, B&WC, as per the guidelines of CPWD.

10) The Execution of Work is carried on the basis of detailed architectural

drawings issued by architect, scrutinized and checked by IWD and approved by the competent authority. The Engineer-in-charge certifies the quality of works and then the measurement of every item in detail is submitted by the contractor for payment. The team of Junior Engineer /Assistant Engineer & Executive Engineer certifies the measurements and quality of work. Once the quantity and quality of work is ascertained the process of payment is initiated by the contractor on the basis of actual work executed by him.

11) The Quality of Work is checked as per the procedure and guidelines of

Central Public Works Department. The quality check includes testing of each and every material used in the project as per the required frequency recommended by CPWD / National Building Code / Indian Standards / Manufacturers specification.

The quality control checks are further strengthen by an inspection from Central Technical Examiner (an independent agency under the control of Central Vigilance Organisation, Govt. of India).

12) The Payment to the Contractor is made through bill submitted by the

contactor, based on actual measurements and tendered rates, duly checked by JE, AE & EE. The bill is then scrutinized by the Internal Audit of the Institute on a regular basis before the payment is release to the contractor. The same is further scrutinized by Accountant General (Audit) once every year.

13) The actual cost of work is sum total of actual work executed to various

agencies involved in the construction i.e. Civil work, Electrical Work, Air-conditioning Work, Furniture, Horticulture, Development, Special works, Equipments, Miscellaneous, Architect Fees etc.

14) The compliance report of progress of work and expenditure is submitted

to the competent authority every month. Note : The procedures & practices adopted by IWD, IIT Kanpur are in total

conformity with the CPWD model, in general.

PROCEDURE FOR PREPARATION OF PRELIMINARY ESTIMATE The following procedure is adopted for preparation of Preliminary Estimate : 1. The Architect is appointed to prepares preliminary architectural drawings

based on users requirement of area, specification, usage etc. The preliminary architectural plans are revised several times in consultation with the user’s group, Architect, IWD, B&WC etc. in order to improve the utility and cost effectiveness of the proposal.

2. After the preliminary plans are made, the general specification of the

building i.e. type of foundation system, type of super structure, architectural features, special structural and architectural requirements are identified.

3. The data from the site is collected for external development, water supply,

sanitary, electrical connections and their requirement for the project is ascertained.

4. The Plinth Area of the building is calculated. 5. The preliminary cost is computed on the basis of Delhi Plinth Area

Rates 1992 (DPAR’92).

DPAR’ 92 : Delhi Plinth Area Rate is a document which is prepared by Central Public Works Department for preparation of preliminary estimates based on plinth area.

(a) According to DPAR’92 the buildings are classified in various types

like Office buildings, School building, Hostels, Houses (Type – I, Type – II, Type – III & Type – IV etc.)

(b) The standard (Nominal) specifications like Type of foundation

system (based on 10 ton / Sqm. safe bearing capacity), Super Structure (load bearing or RCC framed structure), Flooring (cement concrete, mosaic, kota, marble, granite stone), Finishing (External / Internal), Electrical fixtures etc. for each type of building are given in the documents.

(c) It further provides rates of other requirements & special provisions

in the building based on either percentage of Building Cost or Plinth Areas, like Air-conditioning, Fire fighting, Electrical installations, Horticulture, Water Supply and Sanitary, External

development Road & Paths etc. and additional cost on account for specification other than the one adopted for standard.

(d) Delhi Plinth Area Rates are based on Market rates of Materials and

Labour for the year 1992 with the base cost index as 100. The cost index is revised time to time according to the current Market rates by zonal Chief Engineer to account for variation in rates due to location (other than Delhi) & Time.

5. The proposed structure is than compared with the standard structures

with standard specifications of Delhi Plinth Area Rates 1992. 6. The building is than classified fittings the best available class in the DPAR

1992. 7. The Cost of building is computed by adopting the standard rate of the

specific class of building adopting the rates from DPAR’ 92. 8. The Cost of specifications, which are in deviation to the standard

specifications adopted in DPAR’92, is further added according to plinth area rates or Market rates which ever is applicable. Superior specification normally includes higher class of floorings (Granite, Marble, Kota stone etc.), finishing (stone cladding, tile cladding, glazing, superior paints), special features like Acoustic treatment, fountain etc. windows and doors of Aluminium etc.

9. The cost / rate is duly enhanced by the prevailing cost index. 10. The architect fees and contingency cost is further added to it. 11. The sum total of all the cost is called the preliminary estimate of the

project and is put up to the competent authority alongwith preliminary architectural drawings, specification of the building, and special provisions etc. for accord of Administrative Approval & Expenditure Sanction.

HISTORY

1.0 Alumni of the Institute have, on various occasions, expressed the desire and need to have some building on the campus as an exclusive mark of their affection and respect to their alma mater, and also to hold various functions and activities. Some batches of alumni have raised and promised for funds also. Similarly, the needs have also been felt by alumni as well as the Institute to have a better and more space for student placement activities. With these in view, a proposal with both these purposes combined was discussed at the time of alumni reunion last year and subsequently a concept plan for a twin building was discussed at various forum in the institute and also with the alumni.

2.0 The User Committee with following members was constituted by Director

• Dr. Vinod Tare , Chairman SPO - Chairman • Dr. Ashok Khanna, Secretary Alumni Asso. - Member. • Dr. V Eswaran, - Member • Sh. Abhishek Chaudhary, President SG - Member • Sh. Niranjan Dass, SE IWD - Member • Sh. Rajeev Garg , EE IWD - Member Secretary • Mr. Rajeev Kumar, Executive Engineer, IWD, IIT Kanpur was made

Special Invitee with the consent of the Director.

3. Terms of reference of the UC were as follows. (i) Review the Draft Plan, and (ii) Advise on suitable probable site(s) for new building complex

keeping in view future possible expansions.

4. The first meeting of the UC was held on Thursday, December 2, 2004. The Member Secretary briefed the UC on plan prepared by IWD. The UC felt that the plan does not meet the requirements of either the Students’ Placement or Alumni Association and formulated the requirements for which the new building is proposed. The committee also explored alternative sites, and three additional sites were proposed.

5. The UC met Dr. Kripashanker, Dy. Director on December 7, 2004 at

10:00 hr. Dr Kripashanker explained the UC about the plan made by IWD based on the discussions held with alumni at various stages. It was made clear by him that the plan made by IWD may not fully satisfy the requirements of Students Placement and Alumni Association and the proposed facility may be used with the existing facility. The UC visited the proposed sites and concluded that the site between SAC and VH adjacent to the stadium is the best and does not involve cutting of any major trees.

6. The UC met the Director and emphasized that the plan made by IWD is

not adequate and any such new facility must cater to at least present

requirements, if not projected requirements. The UC strongly felt the need of a mini auditorium for Pre Placement Talks and alumni conventions. It was suggested that such a facility is required for holding conferences, workshops, etc., particularly considering the fact that LHC is now generally not available due to increased student’s strength. If this component is added to the proposed facility, the same could serve as Alumni Centre, Student Placement and a Mini Convention Centre. After considerable discussion, the concept of multi use facility as mentioned above was accepted.

7. The UC met Mr. Sanjay Kanvinde, Institute Architect (hereafter referred

as IA) on December 8, 2004. Dr. S G Dhande, Director, also attended the meeting. The concept of the proposed facility along with requirements of the proposed center, and the location were discussed with the IA. Mr. Kanvinde was requested to make a model after getting feed back on the plan from the institute before the alumni meetings and reunions in end of December and early January.

8. Subsequently, IA submitted alternative plans. A model considering one of

the plans based on the feedback given by the institute was prepared. The plan with the model of the building was presented to the Alumni during reunion on December 27, 2004. The suggestions received from various alumni were as follows:

a. Add energy saving features in the building like solar water heating, CFL, skylights, insulation in walls and roof, photo voltaic cells, etc.

b. Proper landscaping of the area surrounding the building. c. Building materials, flooring, finishing, etc. should be of the best

quality.

9. Mr. Anil Bhandari, Alumnus 1969 batch visited the office of IA on December 31, 2004 and made certain observations (refer Annexure II). The UC met on January 6, 2004 to consider the suggestions given by alumni. The committee members desired that a copy of all alternative plans and suggestion be circulated to the members and Mr Rajeev Kumar should make a presentation in a meeting of the UC to be held on January 8, 2004.

10. The UC reviewed the plans and welcomed the suggestions made Mr. Anil

Bhandari and other alumni during the annual alumni convention and SJR of 1980 batch. After detailed discussion on each issue the UC recommended the following:

a. The plan as per plinth area 1440 sqm. which includes atrium with

skylight and hall of fame with central rectangular portion and semi circular ends, be adopted.

b. The exterior finish of the building should reflect the unique identity of the building considering sentiments of alumni, and yet should preserve the prevailing architectural framework.

c. Suggestion of Mr. Anil Bhandari that there should be an element of the water in the building. IA may be requested to include such feature appropriately.

d. The entire building on steel frames and glass may become prohibitive in terms of capital, and operation and maintenance costs, particularly the air conditioning, considering the tropical climate with temperatures varying from 0-70 °C. The entrance area should, however, be made unique using structural glazing considering the suggestion of Mr. Bhandari.

e. Provision of additional floor area of 120 sqm. (≈ 25% of the present floor area) has been made for future as suggested by Mr. Bhandari.

S No Facilities Area

1 Mini Auditorium for Pre Placement Talks, Alumni Conventions/Reunions and Conferences/Workshops with a capacity to accommodate 200-250 persons.

250 sqm.

2 A hall of frame 200 sqm. 3 Terrace Facing, Stadium with Shed 4 A Lobby 200 sqm. 5 Pantry 10 sqm. 6 Reception 10 sqm. 7 Video Conferencing Room 15 sqm. 8 Library (Small) 15 sqm. 9 Office, Secretary, Alumni Association 30 sqm 10 Office, President Alumni Association 15 sqm. 11 Office Space for Staff of the Alumni Association 45 sqm. 12 Group Discussion/Alumni Networking/Meeting Rooms (2

Nos, 60 sqm. each) 120 sqm.

13 Alumni Networking cum Student Placement Interview Rooms (3 Nos, 15 sqm each)

45 sqm.

14 Office, Chairman, Student Placement Committee 30 sqm. 15 Office, Adviser/Officer, Student Placement 15 sqm. 16 Office, Staff, Student Placement Office 45 sqm. 17 Student Placement Interview Rooms ( 3 Nos, 15 sqm.

each) 45 sqm.

18 Green Room with WC 50 sqm. 19. AHU 20 sqm. 20 Ladies & Gents Toilet 40 sqm. 21 Circulation, Approximate Space 250 sqm. Total 1450 sqm.

DESIGN & SCOPE The design of proposed building has the following features : i) The building is located between SAC & Electric Sub station. ii) The building has a Convention Hall of 250 capacity. It has green room & AHU. iii) The building has entrance lobby and a hall of fame. iv) The entrance lobby has atrium with skylight to be provided with BIPV cells. v) Two large group discussion / seminar rooms, six interview / networking rooms. vi) Office spaces for SPO and alumni association. vii) The front elevation has structural glazing with insulated glass viii) Provision of future expansion is made in the design. ix) The inside courtyard is landscaped for Tea / Coffee breaks during the seminars. x) There is room for video conferencing. xi) Library for company’s profile. xii) The terrace is to be used as stadium with transparent roof on tensile structure. xiii) The whole area around the building shall be landscaped. xiv) It has a water body inside the building. xv) Provision for Rainwater Harvesting for the building and near by area. xvi) The convention hall and hall of fame is centrally Air-conditioned.

SPECIFICATIONS Brief specifications of the work shall be as follows: 1. Foundation : RCC strip and isolated footing. 2. Superstructure : RCC framed superstructure . 3. Roof : Folded plate roof for convention center and atrium. 4. Flooring:

i) Combination of Granite stone and porcelain tile flooring in entrance lobby

and hall of fame.

ii) Kota stone flooring in staircase, link corridors, toilets and office spaces.

iii) Cement concrete flooring in stores and AHU’s. 5. External finish A combination of clay tiles and red sand stone on the surface. 6. Cement based integral water proofing treatment on the roof. 7. Aluminium windows and door frames. 8. 35 mm thick commercial flush door shutters, painted on both sides 9. Aluminum hardware for doors and windows. 10. CP fittings, white glazed wares, centrifugal cast iron pipes for sewer lines, GI

pipes for water supply lines and RCC over head tanks. 11. Glazed tiles upto 2.10 m height in toilet blocks. 12. Electrical wiring shall be with copper wire. 13. Modular switches and mirror optic fixtures with CFL. 14. Convention hall to be centrally Air-conditioned., fire alarm, smoke detection, fire

fighting arrangements. The ceiling and walls shall have acoustic treatment 15. The hall of fame is centrally air conditioned with special lighting arrangement for

display.

RATES i) Delhi Plinth Area Rates 1992, enhanced by Cost Index = 209, as

proposed by Executive Engineer, Kanpur Central Division vide letter No. 70 (22)/KCD/3359 dated 04.12.04. to Chief Engineer, CPWD, North Zone, Lucknow for approval.

ii) Based on DSR’2002 duly enhanced by Cost Index and market rates in respect

of items not covered in DPAR’92

MODE OF EXECUTION

On contract through call of competitive tenders.

PRELIMINARY ESTIMATE a) Proposal – I ( Dated 25th Dec. 2004)

Preliminary estimate amounting to Rs. 1,52,23,600 (Rs. One Crore Fifty Two Lacs Twenty Three Thousands six Hundred only) including 3% contingency.

b) Proposal – II ( Dated 8th Jan. 2005)

Preliminary estimate amounting to Rs. 2,96,76000 (Two crores ninety six lacs seventy six thousand only) including 3% contingency.

Comparative Statement

Item 1st Proposal

2nd

Proposal Difference Reason for increase

Plinth Area 1050 Sqm.

1440 Sqm.

290 Larger Hall of fame, convention Hall and Entrance lobby

Development of site 2000 sqm 6000sqm 4000 Total area between SAC and sub station

Cost

(lacs) Cost (lacs)

Cost (lacs)

Civil Work (basic +Services)

84.52 118.54 34.02 Proportional to Plinth area

Superior specification (Civil) 27.75 38.91 11.16 Proportional to corresponding area Electrical Work 10.29 14.4 4.11 Proportional to Building Cost Superior Electrical fixture 6.41 10.9 4.49 Mirror optic fixtures for saving

Electric consumption Energy saving feature Nil 18.73 18.73 Solar panel, insulates cavity walls,

over deck insulation, structural glazing with insulated glass etc.

Central Air- conditioning 5.70 11.40 5.70 Hall of fame in addition to the convention hall

Site Development 5.50 19.50 14.00 Proportional to site area, Rain water Harvesting, Fountain inside building

Horticulture .76 2.29 1.53 Proportional to site area Furniture Nil 40.00 40.00 Added for Convention Hall and other

Offices

Architect Fee & Contingency 11.27 21.97 10.71 Total 152.23 296.76 144.45

GROUP DISC.

SECRETARY

PLACEMENT

CHAIRMANGROUP DISC.

GROUP DISC.

PLACEMENT

OFFICE

G.T.

ENT. LOBBY

HALL OF FAME

RECEP./

MAINT.LIBRARY

VIDEO

CONF.

ALUMNI

STORE

ALUMNI NETWORKING RM.

PANTRY

UP

LANDSCAPED

COURT

STAGE

GROUND FLOOR AREA 800 sqm.

L.T.

G.RM. TG.RM.T

CONVENTION HALL

200 CAPACITY

ALUMNI ASSOC.

CHAIRMAN

BALCONY

ALUMNI

NETWORKING RM.DN

FIRST FLOOR3OO sqm.

PRESIDENT

A. A.

ALUMNI ASSOC.

OFFICETERRACE

CUTOUT

L.T.

G.T.

STORE

AL. NETWORKING RMS.

UP

TERRACE