MRR POT HOLE FREE RURAL ROADS PILOT PROJECT

Admn sanction: GO Rt No.226, dt.28.03.2017 of PR &

RD(progs.I) Dept
Execution guidelines and Tender additional conditions
All the Superintending Engineers, PR should incorporate
the following rules and conditions in the tender document while
calling for tenders for the works sanctioned in GO RT No.226,
dt.28.03.2018 for Routine Maintenance of Rural roads under
MRR 2016-17 grant.
The Routine maintenance works are taken up as a pilot
project basis which is meant for making Pot hole free
Rural road network connecting all habitations in the
selected mandal network for repairs with Routine
maintenance for a period of 12 months to make the roads
traffic worthy.
The routine maintenance standards shall meet the
following minimum requirements

o Potholes on the road surface to be repaired soon

after these appear or brought to his notice either
during contractors monthly inspection or by the
Engineer.

o Road shoulders to be maintained in proper condition

to make them free from excessive edge drops offs,
roughness, sourcing or potholes.

o Cleaning of surface drains including reshaping to

maintain free flow of water.

o Cleaning of culverts and pits for free flow of water.

The execution of maintenance programme shall

commence in the month of May

o Bituminous works shall be so scheduled that they are

taken up in the month of April, May& June. The
remaining bituminous works shall be scheduled to be
 taken up on the cessation of monsoon and completed
preferably by mid November.

o The work of Cleaning/De-silting of road side drains

and cross drainages shall be scheduled so as to be
completed at least two days before the normal date
of arrival of the monsoon.

Tenders should be called for in package system taking

each mandal as a unit i.e. All the works in a mandal should
be called for tenders as a single package.
80% of the package cost should be spent for pothole
repairs and routine maintenance on carriage way portion
and 20% of the package cost only should be spent for off
carriage way repairs.
The package wise works have to be taken up and
maintained with in a period of 12 months from the date
agreement.
As the works are different from our regular programme
works and they should change the tender /agreement
conditions that these works are to be taken up and
maintained in a period of 12 months from date of
agreement.
To prevent incurring of expenditure on unfruitful items, the
percentage of expenditure of various main item shall be as
follows.
a. B.T. pot hole filling B.T. edge repairs
75% to 85%
(and other items on B.T. carriage way such as
crack sealing, minor surface repair etc.,)
b. Unpaved shoulders repair(Berms)/Surface drains
 Maintenance including gravelling berms.
7 % to 13%
c. Jungle clearance/tree and shrub trimming
4% to 6%
d. Culvert repairs/vents maintenance/parapet wall
5% to 9%
repairs/retaining wall repair etc.,
e. Bridge repairs including expansion joints/bearings
2% to 4%
/parapets etc.,
f. Sign maintenance/guard stones maintenance 5% to
10%
Painting Km/Hm stones
g. Others 2% to 5%

Stage wise Execution of Works

a) In the 1st Stage, the executing agency has to make
the road/roads pot hole free as per the Departmental
estimated items and quantities and the executing
agency has to maintain the road/roads pot hole free
i.e attending pot holes which are formed
subsequently in the entire agreement period of 12
months and the period of completion of 1 st Stage
should not exceed 3 months and which should be
incorporated in the agreement conditions.
b) Pre condition of the road (i.e, before starting of
execution) should be Video graphed (off carriage and
on carriage) and copies of the video/photos should be
submitted by the agency before starting the work.
c) The pre-measurements of items should be taken by
the agency and AE/AEE before commencement of the
work.
d) Super Check of pre-measurements should be done by
EE/SE before commencement of the maintenance
work.
e) All the finished items should be recorded in the
M.Book by taking measurement of every individual
patch work and check measured.
f) 1st priority should be given for establishment of the
road with road furniture like KM, HM, Stones, Name
boards, Sign boards, Road markings etc.
g) The body walls of the CD works should be repaired
and white washed with mileage indication over the
body walls.
h) Road markings should be provided over the
carriageway.
i) Pre measurements and finished measurements of off-
carriageway works should be recorded by taking
measurements and get them check measured.

j) The agency should submit month wise progress

reports about the work turned up and the engineers
should monitor the progress regularly.
k) The Executive Engineer and Superintending Engineer
should inspect the roads every quarterly and ensure
that the works are being executed as per the
programme schedule.
l) Surface drains should be developed duly connecting
to the nearby CD works.
m) In order to maintain the roads efficiently officials
in charge of the roads must conduct frequent
inspections.

a. The AE/AEE shall inspect the entire road length

at least once every week. He shall
simultaneously verify at the site the contents of
the daily Progress given report maintained by
the technical person of the contractor.

b. The Dy.EE shall inspect the entire length of the

road at least once every month.

c. The Executive Engineer shall inspect the roads

at least once every three months.

d. The SE shall plan his visit through alternate

routes rather than following the direct route in
his tour programmes. The SE should also inspect
the roads from overall road safety
considerations and give appropriate direction.

e. The Contractors engaged qualified technical

personnel should regularly visit the roads and
prepare the daily programme reports. The work
turn over during every quarter prepared duly
verified by the AE/AEE should be submitted
along with the quarterly payment bills.

f. All the works should be inspected by the Vig. &

Q.C. wing of P.R.Department.

Officers of the rank of AEE/AE and Dy.EE Should

submit fortnightly tour diaries and progress reports
on the works. The tour dairies should contain the
 details of recording of measurements, details of
check measurements with M book No.s & Page Nos.
The EE shall give a certificate on the bill to that affect
before bill is sent to PAO for payment.
The QC Staff at the Division/District level during their
regular works inspections should also report the road
maintenance status to the concerned EEs duly
incorporating the maintenance activities going on the
enrooted roads.
Special Conditions to the Contractors:

The successful Bidder should start the work

immediately on the same day of the opening of Price
Bid in view of urgency. The site for the work is
deemed to be handed over to the Contractor by the
Department on the same day. Work order will be
issued on the same day for the successful bidder.

Damages due to rain or flood either in cutting or in

banks shall have to be made good by the contractor
till the final section is handed over to the Dept. The
responsibility of dilating and making goods the
damaged due to rain or flood rests with the
contractor. No extra rate is payable for such
operation and the contractor shall therefore, has to
take all necessary precautions to protect the work
done during the maintenance period.
The contractor shall not unnecessarily or for use fuel
cut any trees, bush wood grass or other vegetations
nor shall set fire there to without the written
permissions of the Executive Engineer when such
permission has been given, the contractor shall take
necessary measures to prevent damage and to
 prevention of fire spending to surrounding property
shall be responsible to any such damage if caused.
All risks of loss or damage to physical property and of
personnel injury and death which arise during and in
consequence of the performance of the contract
other than the expected risks are the responsibility of
the contractor.
The contractor shall at all times maintain the speed
of work conform to the latest operative progress
schedule, provide the Executive Engineer with
progress report and bar chart indicating the
programme and progress once in a month. The
Executive Engineer may at any time in writing direct
the contractor to slow down any part or whole of the
work for any reason (which shall not be questioned)
what so ever, and the contractor shall comply with
such orders of the Executive Engineer. The
compliance of such orders shall not entitle the
contractor to any claim or compensation. Such
orders of the Executive Engineer for slowing down
the work will however by duly taken into account
while granting extension of time if asked by the
contractor for which no extra payment will be
entertained.
The Annual calendar of road maintenance activities
should be submitted by the contractor and modified
taking into consideration of climatic conditions.

Payments to executing agency should be done

as specified below
 a. 1st Quarter: Payment of 40% of the value of
work done will only be made after making the
road/roads pot hole free as per the
Departmental estimated items & quantities.

b. 2nd Quarter: 15% of Payment only be made

after maintaining the road/Roads pot hole free
for 3 months from the date of completion of 1 st
quarter.
c. 3rd Quarter: 15% of Payment only be made
after maintaining the road/Roads pot hole free
for next 3 months from the date of completion
of 2nd quarter.
d. 4th Quarter : Balance amount Payment(final
including withheld amount ) only be made after
maintaining the road/Roads with pot hole free
for last 3 months or till the end of agreement
period from the date of completion of 3 rd
quarter.
The Payment to the contractor will be as
follows for routine maintenance of the works:

a) The contractor shall submit to the Engineer a

bill every month for the routine maintenance of
the roads from the date of maintenance period
starts i.e. from completion date as defined, it
will be supported with a copy of the record of
contractors monthly inspection and other
instructions received from the Engineer.
b) The payment will be made Quarterly.
c) If a bill for a month is not received from the
contractor by the 10th day of the succeeding
month or/and if the Engineer has not certified
that the contractor has carried out the
maintenance work for defects brought to hid
notice within specified period, no payment will
become due to the contractor for that month.
d) If the contractor has failed to carry out the
maintenance within the period specified by the
Engineer, no payment of any kind will be due to
the contractor for that month.

e) Payment for the routine maintenance of the

roads will be made Quarterly for the satisfactory
maintenance of the works, certified by the
Engineer and based on the monthly bills
submitted by the contractor.

f) The Contractor shall supply the Engineer with

the detailed account of the total amount of the
contractor considers payable under the contract
before the end of the defects liability period.
The Engineer shall issue a defects liability
certificate and certify and final payment that is
due to the contractor within 42 days of receiving
the contractors account if it is correct and
complete. If it is not, the Engineer shall issue
within 42 days a schedule that states the scope
of the corrections or additions that are
necessary. If the Final account is still
unsatisfactory after it has been resubmitted, the
Engineer shall decide on the amount payable to
 the contractor and issue a payment certificate
within 28 days of receiving the contractors
revised account. The payment will be made
thereafter.

References : 1) GO Rt No.226,dt.28.03.2017 of PR &

RD(progs.I)
Department.
2) Rural Road Maintenance Training
modules for
engineers by NRRDA, New Delhi.