Scrutiny of Estimates, Tender Process

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Reading Material for Scrutiny of Estimates, Tender Process and Noting & Drafting Skills

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Programme sponsored byCADAWater and Land Management Training and Research Institute(WALAMTARI )Himayatsagar, Rajendranagar, Hyderabad 500030.Government of Andhra PradeshIrrigation & Command Area Development DepartmentTRAINING PROGRAMMEFORTECHNICAL OFFICERS (All Categories) ONSCRUTINY OF ESTIMATES, TENDER PROCESS ANDNOTING & DRAFTING SKILLSREADING MATERIAL2010FOREWORDTill recent times, WALAMTARI was mostly offering courses on Irrigation Water Management toEngineers of I&CAD Department, Agriculture Officers of Agriculture Department along with FarmersOrganizations.Technical Officers are one of the important categories of employees and play an importantrole in I & CAD Department. The role and expectations from Technical Officers have changed radicallyin view of the reforms brought in by the A.P. Government in the Irrigation sector. Keeping in view ofthe objective of the National Training Policy, WALAMTARI has planned for Training of Technical Officersthrough Peer Group Training Strategy.This manual is reportedly prepared through consultative workshops (Training Need Assessment,Module & Material Development workshop and refined in Trainers Training workshop). The materialdeals with various tenets of Scrutiny of Estimates, Tender process and Noting & Drafting Skills.I hope this this material will be useful for all the Technical Officers in properly discharging theirduties and thereby contributing to the performance enhancement of I & CAD department.I congratulate the staff of CADA, I&CAD and WALAMTARI who have contributed to thedevelopment of the material. I also congratulate WALAMTARI for initiating Capacity Building of theTechnical Officers with the financial support from JAICA funded Andhra Pradesh Irrigation and LivelihoodImprovement Project (APILIP).Date : December 2010 ( Dr. Prasanta Mahapatra )CommissionerCADA & Prl. Secy. I&CADSl. No. Sl. No. Sl. No. Sl. No. Sl. No. T TT TTopic opic opic opic opic Page No. Page No. Page No. Page No. Page No. 1 Scrutiny of Estimates 1 - 38 2 Tender Process 39 - 100 3 Agreements 101 - 124 4 Scrutiny of Bills 125 - 128 5 Registration of Contractors 129 - 152 6 Noting & Drafting Skills 153 - 178 7 Farmers' Organizations 179 - 196 8 Land Acquisition and R&R Policy 197 - 210 9 List of G.Os, Useful Websites & Software Packages for I&CAD 211 - 216CONTENTS CONTENTS CONTENTS CONTENTS CONTENTS3 I SCRUTINY OF ESTIMATES 1.1 Ori gi nal Wor ks 1.2 Repai r Works/ Mai nt enance 1.2.1 Ordinary Repairs 1.2.2 Special Repairs 1.3 Power s of Sanct i on of Or i gi nal Est i mat es 1.4. Report Accompanyi ng Est i mat e f or Admi ni st r at i ve Appr oval 1.4.1 Check slip t o accompany t he est imat e for Administ rat ive approval 1.5 Name of t he Wor k and t he cost of wor k i n l akhs shoul d be i ndi cat ed at t he head of t he Report . 1.5.1 Check slip t o accompany t he est imat e for t echnical sanct ion 1.5.2. Format of Lead St at ement 1.5.3 Format of Det ailed Est imat e 1.5.4. Format of dat a sheet 1.5.5 Format of Abst ract est imat e 1.6. Revi sed est i mat e/ work sl i p 1.6.1. Powers of sanct ion of Revised est imat e 1.6.2 Report Accompanying t he Revised Est imat e for Administ rat ive approval 1.6.3 Check slip t o accompany t he revised est imat e t o Administ rat ive approval 1.6.4 Format of Revised Est imat e 1.7. Suppl ement al dat a 1.8 Est i mat e of RRR ( Repai r s, Renovat i on and Rest or at i on) Mi nor I r r i gat i on Tank-A case st udy 1.9 Chi ef Engi neer Mi nor I r r i gat i on Ci r cul ar Dat ed: 02-07-04 1.10 Ext ract Of G.O. No.94, dat ed 01-07-03 1.10.1 Preparat ion of Realist ic Est imat es 1.10.2 Sanct ion of Est imat es (Administ rat ion Approval) 1.10.3 Technical Sanct ion 1.10.4 Limit s of I nspect ion of works for issue of Technical Sanct ion 1.11 BENEFI T COST RATI O (Minor I rrigat ion) 1.12. Delegat ion of Financial Powers t o HODs, Regional Officers, Dist rict Officers and Unit Officers (G.O.Ms.No.148 F&P (FW.ADMN.I .TFR.) DEPT Dt . 21-10-2000) 4 ESTIMATES 1. Works can be classified in t o t wo cat egories: 1.1 Original Works 1.2 Repair works / Maint enance The repair works are again classified in t o t wo cat egories 1.2.1. Or di nar y Repai r s: (i) Those which, as a mat t er of regulat ion, are carried out periodically and which are usually of t he same quant it y from t ime t o t ime, such as t he paint ing or whit e washing of a building, or a new coat ing of met al on a road, (ii) Ot her occasional pet t y repairs which may become necessary from t ime t o t ime, and which may have t o be carried out bet ween t he t imes of periodical repairs; (iii) I n respect of irrigat ion works all operat ions required t o maint ain, in proper condit ion, t he work, as t hey are, i.e., t o st andards laid down already. Periodical repairs like paint ing or whit e washing of buildings (Annual Maint enance) pat ch repair t owards occasional pet t y repairs, repairs t o irrigat ion works t o maint ain t hem in proper condit ion/ original st andard condit ions, et c. * Ordinary repairs est imat e / Annual Maint enance Est imat e sanct ioned in a year will lapse by 31 March of t he same financial year. 1.2.2. Speci al Repai r s: (i) Special repairs are ot her t han ordinary repairs, i.e., t hey are repairs which are not periodical or frequent , e.g., re-roofing a building replacing of beams, renewal of flooring, et c. whenever a work of special or ordinary repairs is accompanied by improvement s or ext ensions, t he rule in paragraph 93 for classifying t he work should be observed. (ii) I n respect of irrigat ion works, special repairs include all operat ions required t o maint ain t he work in a bet t er condit ion, i.e., t o an improved st andard, by using mat erial of a more permanent or last ing nat ure wit hout increasing t he efficiency or scope of t he syst em, e.g., cement plast ering or point ing, rough stone masonry in place of dry st one packing, revet ment t o t ank bunds at sit es of breaches and t o margins of rivers at places where t hey are eroded, grout ing newly t he surface of t he aprons and revet ment s, lengt hening of aprons and revet ment s t o prot ect erosions not iced in beds and margins of rivers, canals and channels. Whenever a work of special or ordinary repairs is accompanied by improvement s or ext ensions, t he rules in paragraph 379 (c) for classifying t he works should be observed. (iii) I n respect of works under t aken by t he Highways depart ment Special Repairs include all operat ions of road embankment s, eroded margins of road, and approaches t o bridges, e.g. improvement s t o revet ment s of road embankment s, rest oring t he eroded margins of a road or prot ect ing t hem wit h revet ment et c, vide also inst ruct ions in t he except ions t o Rules 4 & 5 under explanat ory not e 26 of Appendix 4 t o A.P.P.W. Account Code. Whenever a work of special or ordinary repairs is accompanied by improvement s or ext ensions, rule in para 93 of t he A.P.P.W.D code for classifying t he works should be observed. (Added as per G.O. Ms.1171, P.W.D. dat ed: 23.05.1963) 5 MAI NTENANCE WORKS UNDER APFMI S ACT Works Under Cat egory A* : (1) Desilt ing (2) Weed removal (3) Oiling & greasing (4) Paint ing of shut t ers (5) Emergency canal breach closing works Works under Cat egory B* * : (1) Replacement of OT sluices (2) Reconst ruct ion of sluices (3) Repairs t o sluices / gat es (4) Re-Sect ioning of Canal prism (5) St rengt hening of weak embankment s (6) Raising of banks for providing free board * Works t aken up wit h funds from wat er Cess by WUAs. * * Works t aken up wit h I &CAD funds by WUAs. 6 1.3 POWERS OF TECHNI CAL SANCTI ON OF ORI GI NAL ESTI MATES Sl .No. Val ue of Or i gi nal Est i mat e Desi gnat i on Remar ks 1. Upt o Rs. 10.00 Lakhs Execut ive Engineer G.O.Ms.No. 94 I & CAD Dat ed: 1.07.2003 2. From Rs. 10.00 t o Rs.50.00 Lakhs Superint ending Engineer G.O.Ms.No. 94 I & CAD Dat ed: 1.07.2003 3. From Rs. 50.00 Lakhs and Above Chief Engineer G.O.Ms.No. 94 I & CAD Dat ed: 1.07.2003 1.4 REPORT ACCOMPANYI NG ESTI MATE 1.4.1 CHECK SLI P TO ACCOMPANY THE ESTI MATE FOR ADMI NI STRATI VE APPROVAL ( As per t he Govt . Memo.No.25414/ Ref orms/ 2007-1 dt . 07.09.2007) 1. Name of t he Proj ect / Scheme/ work 2. Est imat e amount 3. Cat egory of proj ect / Scheme/ work 4. Locat ion/ Dist rict / Mandal/ Village 5. Scope of work in Brief 6. Ayacut proposed Wet / I D 7. Cropping pat t ern 8. Source/ River basin./ Sub-basin/ Sub miner basin 9. Availabilit y of wat er at t he sit e 10. Allocat ion of wat er / ut ilizat ion 11. Ref. in which Hydrological clearance was accorded by t he compet ent aut horit y 12. Cost per acres 13. B.C. Rat io 14. Whet her t he report accompanying t he est imat e, det ailed est imat e are enclosed 15. Whet her salient feat ures are enclosed 16. Whet her command area plan/ index plan enclosed 17. Whet her t he approved designs/ drawing/ Hydraulic part iculars/ Cross sect ions are enclosed 18. Whet her C.C. lining t hickness Grade of concret e and CNS layer t hickness proposed are wit h ref. t o t he relevant t o I S codes 19. Whet her t he dat a enclosed is based on t he current SSR year 20. Whet her lat est cement / St eel rat es are adopt ed : 21. Whet her t he quot at ions for non SSR it ems are : 7 enclosed 22. Whet her t he lead st at ement wit h cert ificat es is enclosed : 23. Whet her borrow area/ Quarry maps are enclosed 24. Whet her t he amount of labour component and cert ificat e of L.A. & L.I furnished 25. Whet her Geological foundat ion invest igat ions carried out 26. Whet her ext ent of L.A.,/ forest lands is furnished 27. Are t he rat es of L.A. adopt ed based on cert ificat e issued by t he Revenue aut horit ies. 28. Whet her provision for compensat ory afforest at ion and NPV is provided in consult at ion wit h Forest dept ., 29. Whet her t he cost of CM and CD works in based on cost curves updat ed wit h current SSR 30. Whet her provision for dist ribut aries and field channels is based on t he est imat e prepared for a model block covering 10% of t he command 31. Whet her provision made for dewat ering and ot her I S provisions are reasonable 32. Whet her t he provisions for format ion of road and crossing, railway crossing and ot her road crossings based on t heir specificat ion and st andards 33. Whet her t he sit e was inspect ed by t he component aut horit y before submit t ing t he est imat e as indicat ed below. I f so, furnish t he dat e of inspect ion and confirm whet her t he est imat e is prepared keeping in view line observat ions i) Below Rs. 5.00 Lakhs Dy. E.E., i) Upt o Rs. 10.00 Lakhs EE Rs. 10.00 Lakhs t o Rs. 50.00 Lakhs SE Above Rs. 50.00 Lakhs ENC/ CE. 34. Are t he det ailed est imat es. DATAs checked in SEs office 35. Are t he provisions examined/ Abst ract est imat e checked in C.Es office 36. Whet her t he check slip for Admin. Approvals is enclosed 37. Whet her all officers upt o CE signed 38. Const ruct ion programme of t he Proj ect / Scheme work 39. Q.C. check availabilit y proposed for t his work Execut i ve Engi neer , I D., Dy. Execut i ve Engi neer, I D., Asst . Exe. Engi neer , I .D., I B- Di vi si on, .. I B-Sub-di vi si on, . I .B. Sect i on, . 8 1.5 Name of t he Work and t he cost of work in lakhs should be indicat ed at t he head of t he Report . Par a ( 1) : Scope and descr i pt i on of work: This is paragraphs should deal wit h t he scope and descript ion of t he work covered by t he est imat e in relat ion t o t he proj ect as a whole. I t would cont ain a reference t o t he it em in t he sanct ioned proj ect est imat e against which t he work is proposed t o be t aken up and should describe or enumerat e t he principal feat ures of t he work. Par a ( 2) : I nvest i gat i ons: This para should deal wit h t he nat ure of I nvest igat ion carried out and t he st andards adopt ed for such invest igat ion whet her t rial pit s or t renches are adopt ed specifying of t rial pit s, dept h of t rial pit s, bearing dat a et c., I t should also indicat e whet her t he classificat ions of soils has been inspect ed and verified by t he appropriat e officer before preparing t he est imat e. Par a ( 3) : Desi gns: This para should indicat e whet her t he est imat e prepared is on t he basis of designs approved by t he compet ent aut horit y and whet her any furt her work on invest igat ion designs remains incomplet e for which L.S. Provisions are made in t he est imat e. I n t he let t er case, t he basis of L.S. Provisions should be explained. Par a ( 4) : Speci f i cat i ons: This para should indicat e whet her t he est imat e is based on APDSS or I SI specificat ions (reference t o st andards t o be cit ed) or whet her any specifiable specificat ions not covered by t hese t wo st andards are adopt ed. I f so, a special ment ion should be made regarding t he it ems of specificat ions so incorporat ed. Par a ( 5) : Rat es & Cost s: This para should indicat e whet her t he rat es provided in t he est imat e are based on SSRs and if so of which year. Special ment ion should be made of any it ems which are based on market rat es or on dat a approved by compet ent aut horit y. I N case any work is prepared t o be done by depart ment al machines or t hrough t he workshops under t he Mechanical Organisat ion, it should be clearly ment ioned whet her t he est imat e is prepared on t he basis of such est imat es from t he Mechanical Organisat ion for work by machines or on t he basis of est imat e prepared by t he Mechanical Organisat ion for works such as gat...

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