a si ESTIMATING AND COSTING inistrati ion to the Enginceri it approval or administrative sanction neerng Dep, aresniue tora heepiFl ate the Medical Department will frst initiate the prop ey ask P.W.D. for preparing a prefiminary estima The P.W.D.willrepare he re which shall be formally approved by the Medical Depa es ineeri it then prepares the detailed estimate after necoss,,, an a cnaeeng The detailed estimateis then technically sanctioneq byte ey autarity of the Engineering Department. The detailed estimate is prepared py the oe Engineer with the help of the Overseers an Timinary en ‘in \d with the guidance of the Executive p, uenates ically sanctioned by the Executiy. 2 estimate is then checked by the computer and technic ‘ tive Ene Te within his competence, or otherwise sent to the higher authorities for technical sanction On sanction of the estimate technically and on allotment of fund the execution of ye, taken up. The contract is arranged by inviting sealed tenders, and entrusting the work wis) lowest tenderer. he For different types of estimates, etc. Chapter 10, pages 448-454 may be reterred, Classification of works according to their nature.—The works according to their ate classified under the two main classes as original work and repair or maintenance work. Original work.—The original work may be of different types -— (@ Entirely new construction as construction of new building, bridge, road, damp, ropa etc. (@ Additions and alterations to the existing works will increase the value of the propery » —Addition of room or rooms, conversion of verandah into room, dividing a bigroom ss two rooms, etc. (iii) Special repairs for renovation or for thorough repairs of the damaged work—as chang of roof, changing of floor, changing of doors and windows, etc. Repair work.—The repair works may be of the following types -— (A The repairs required to maintain the work in proper condition as annual cepis ® buildings, roads, etc., as—Annual repairs, white washing, colour washing, et (@) Minor additions and alterations, within certain monetary limit (say Rs. 200 00) wish not increase the value of the property as—opening a door, providing sunshades, prom shelves, etc, (iii) Special repair, Monsoon Damage repair, etc. wort Classification of works according to their cost, — With respect to the cost, the origi" classified as Major work, Minor work and Petty work. sm Major work.—The work costing more than Rs, 2 lakhs is termed as Major wo" estimate for such work is knownas Major Estimate. ints? Minor work.— The work costing more than Rs. 50,000.00 but not exceeding RS * known as Minor work and the estimate for such work is known as Minor Estimate Pet ‘ sy wot Petty work.—The work whose cost does not exceed Rs. 50,000.00 is known as the estimate is known as Petty Estimate, Scanned with CamScannerPROCEDURE FOR Work Ss 687 to the CP.W.D. Accor WeABcot ey Major work and Major estimate, «ot "Me work as ate, and costin, work or Minor estimate, the work "& more than Rs. 75,000.00 is Costing up to Rs, 75,000.00 is termed as spemnpa or maneanc or (A oo ETATRS WORK | abamtinrom cin icra ea saaiing re eriulains Tae Washed and rej o ahaos iol ees y Paired for minor yeat For provided. A.R. work is Ramally dese at oth structional Conat thasehors riginal cor . ly done Mstructional cost BEE cca copair, moncy is allotted inn eiacte tes t by invitii tatdaee ing tenders or quotations. For pitas [repair works are exccuted by the dene ee Annual Repair and maintenance are maintained by the Medical department, Police denn as, Metical depart oe epeene! by Partment, Police department buildings are maintained ial repair.—Besides annual re : Pair work of white washi ae ite washing and year speci ees pate for thorough repair as repalding of oceania ean ir of pl » etc. Special repair work every tourth year 1s known as Quadrennial repair (S.R.).—Special repair work consist of renovations or renewals of structures o works. It generally consists of renewal of floor, roofs and other items of work involving replacements occurring at long intervals, Special repairs also comprise minor improvements in he Trading, ete. Repair of monsoon or flood damage works also come under special repair work. Repair works are usually carried out by inviting tenders or quotations through P.W.A. or Works Order or Contract Agreement. Contract.—Contract is an undertaking by a person or firm to do any work under certain terms sndconditions. The work may be for the construction or maintenance and repairs, for the supply of materials, for the supply of labour, for the transport of materials, etc. Contractor.—The term contractor means a person or firm who undertakes any type of contract. Usually, this term is confined to the contractors engaged for the construction or execution of works of repairs. Tender.—Tender is an offer in writing to execute some specified work or to supply some specified articles at certain rates, within a fixed time under certain conditions of contract and agreement, between the contractor and the department oF owner or party. The construction ok Works usually done by contract. Sealed tenders are invited and the work is usually egsuaae a ‘ Bee te Gaviting tenders the bill of quantities, detalled spectica ey tons of contract and plans and drawings are supplied on payment of the requisite cost to the contrac who tender or quote their rates. ie Earnest money. While submitting 2% of the estimated cost, with the department, vee is for a check so that the contractor mat rk his earnest moneys Us te i se the contractor Fe} able. The Iie Fares SE ec eetet airs tender has not been accepted refundable as follows : Mount of, earnest money depends on the estimated cost of works and : as a a aon Rs, Res, 100.00 for works above RS. TNE very mn 50.00 fo Darks up 10 ps 2,000 0900.00 To Rs, 10,000.00 and Rs. 100 00 for $00) ae 200-00 for works abo’ ; s Ry 1000.00 or part thereof above Rs. 104 ‘a tender the contractor 1S to deposit a certain pout ‘as earnest money as guar antee of the tent er t the work or run away Scanned with CamScannerEarnest money should bein cash or encashable at any time. Earnest money may be inth | of deposit in Treasury or State Bank or other approved Bank or Government security, gy ny Certificate or Post Office, Savings Pass-Book or cash Certificate, pledged to the 5,.°ing Engineer, i ESTIMATING AND COSTING Security money. — On acceptance of the tender, the contractor has to deposit Igy op tendered amount as security money with the department which is inclusive of the earnest he already deposited. This amount is kept as a check so that the contractor fulfils all the termi) conditions of the contract and carries out the work satisfactorily according to the specif maintain progress and completes the work in time. If the contractor fails to fulfil the yen contract his whole or part of the security money is forfeited by the department, The security is refunded to the contractor after the satisfactory completion of the whole work after spat ‘time, usually after one rainy season or six months of the completion of the work ted a cationgarg Instead of collecting the whole of security money in one instalment before starting: a he this can be collected gradually by deducting from the running account bill of the contrac” ctor Usually the earnest money is taken as part of the security money and the balance amount fy security money is collected by deduction from the running account bill of the contractor at ls every running bill, up to the extent of 10 per cent of the total cost of whole work Arranging contractor. — Contract for a work is arranged by inviting sealed tender, 5, issuing tender notiee, specifying earnest money, security money, estimated cost, date and tniei, the submission of tenders, etc, One month’s time should be given for the submission of tenders js work whose estimated cost exceed Rs. 20,000.00. For urgent work shorter notice may be given by reason for short notice should be kept in record. Tenders are opened at the specified date and time by the officer inviting tenders or by his authorised agent, in presence of the contractors or ther agents, and the tenders are serially numbered, and signed by the officer opening the tenders; andthe rates are read out and a comparative statement is prepared. The tenders together with comparative statement with the recommendation of the Assistant Engineer or Sub-Divisional Engineer or Executive Engineer are sent to the competent authority for accepting the tender. Usually the loves tender is accepted but the lowest tender may not be accepted if the capacity of the contractor's doubted or his record of previous work is not satisfactory, or due to other valid reasons. After the tender is accepted and the contractor deposits the requisite security money, an order to start work's given to the contractor, and all the tender papers are page numbered and indexed and a contrat bond or agreement is prepared and sealed and kept in safe custody. Power of accepting tender. _ The tenders can be accepted by different authorities avcording!0 their power prescribed in financial rule. The following are the powers of different authorities sanctioned work : Chief Engineer noe a Full Power. Superintending Engineer Pe Full Power. Executive Engineer * Up to Rs. 5,00,000.00 District Engineer or $.D.0. Up to Rs. $0,000.00 Assistant Engineer ef S Up to Rs. 20,000.00 : fi: scribed Tender notice. — Tender for work or supply are invited by issuing tender notice in pres“! form. In the tender notice the following particulars are given catiot and its toca (9 Name of the authorities inviting tender; (ij) Name of work, andi lg fer f (ii) Estimated cost; (iv) Time of completion; (v) Cost of complete set of ten¢ Scanned with CamScannere PROCEDURE FOR WORKS 689 ions; (vi) Date, time and pla (vill) Validity of tender, etc, ender notice is posted in the Egret sso given in the mri tender notice inviting tenders is given below. The blank spaces are to be filled upas i ce of tender; (vii) Amount Of earnest money and security Notice board of th i mie 'e department and for major work the tender TENDER NOTICE 1, Sealed Tenders will be received up to ee » AM./P.M. onthe ....... of 19, tythe Executive Engineer . : + Division for the following wor! ‘Name of et Sie Estimated cost Rs. ..., 2. The work must be completely finished to the Satisfaction of the Executive Engineer eR. sees o * months from the date of the order to commence the work, 3. The Tender Form with complete sets of blank office of the Executive Engineer .. day (except Sunday and holiday) from Rinse PEF Set, 4. Each tender must be accompanied by a deposit of Rs. mone). Such earnest money may be of the following forms :— (9 Cash or Treasury Challan, {ii Post office savings the Executive Engineer, forms of contract can be of Divisions at . AM.to .. btained from the Fe every at a charge of ional Saving Certificate pledged to the Executi 5. The tenders will be opened at... - AM./P.M. onthe , he Executive Engineer or his authorised agent ot We office at 6. Power is rese Ved to reject any tender or all tenders any explanation, ive Engineer. byt Without assigning any reason or given 7. Unless the person, whose tender has been accepted, signs the contract and deposits the ‘Security specified within .... days, the earnest money deposited by him will be forfeited and the ‘acceptance of his tender will be withdrawn. 8. The t fendered rates shall be for the complete work and st ‘ovalty, testing, Screening, to "ected hall include all quarrying charges, ‘materials, all taxes, i ls and plants, carriage of materials to site, emoval and changes st income-tax, sales-tax, octroi charges, materials, labour, ete, 9. The tender rates will remain valid for a Period of three months from the date of opening lenders, 10. The Quantities in the bill of quantities are approximate ae ‘variation or itnvtlation for which contractor will not be entitled to any compensat Nem or ite of any MS anc mali agtbe ella id the total cost may vary by 20% for which rates sh altered i oth in figures and words, "I. The rate should be quoted in the bill of quantities, legibly both in figures and words Executive Engineer Division. Scanned with CamScannerESTIMATING AND COSTING __ DIFFERENT METHODS OF CARRYING OUT WORK -‘Thefollowing are the different methods of carrying out work :— () Employment of daily labour on Muster Roll; (ii) Piece Work Agreement; (iii) Wor, ‘order; (iy) Lump sum contract; (v) Lump sum and Schedule contract; (vi) Scheduled contract op item rate contract; (vii) Labour contract; (viii) Cost plus percentage contract Daily Labour—Muster Roll System.—-Work may be executed departmentally by employing daily labour, as masons, coolies, bhisties, carpenters, etc. The materials required for the construction as bricks, cement, sand, lime, surkhi, timber, stecl, ctc., and tools and plants required for the operations, are got issued from the store by indent or purchased directly chargeable to the work. The attendance of the labourers is kept in Muster Roll (Form 21) by the overseer pr by hig authorised agent as work-supervisor, mistry, mate, etc. The attendance of labour is checked, ang intialled by Assistant Engineer or Sub-Divisional or Divisional Engineer frequently during their inspections. The labourers are paid weekly, fortnightly, monthly or at the completion of work according to the requirement, When the muster roll is closed for payment the works done during the period are measured and entered in the measurement book and the Muster Roll is completed by the overseer showing the amount payable to each labourer and total amount payable, and the quantity of works done. The Muster Roll is then submitted to the Assistant Engineer or Sub- Divisional Engineer, or Executive Engineer who gets it checked by the clerk and then gives passed orpay order. A Temporary Advance or Temporary Imprest by cheque or cash for the total amount jis then issued to the overseer or the Assistant Engineer who then disburses the wages to the labourer and signs against each payment. The account of the payment is maintained in Cash Imprest ‘Account (Form 2) by the disburser in duplicate, and one part together with Muster Roll 's submitted to the Divisional or Sub-Divisional Officers where it is incorpagated in the monthiy account. Other part of the Imprest account is kept with the disburser as his office copy. The wipaid wages, if any, are recorded in a Register of Unpaid Wages, and the amount is deposited in the cash of the Sub-Divisional or Divisional Office, which is kept in deposit account. The amount of unpaid wages may be drawn and paid to the labourer on Hand Receipt, Form 28 when required Temporary advance account (Imprest Cash Account) should be closed as early as possible The maintenance and repair work of roads and canals are usually done by gangs of daily labourer. For keeping imprest cash account, the amount received should be entered as soon as it received with date and manner of remittance, cash or cheque number, be entered in order of payment as they are made day-to-day. Each voucher should be serially numbered as imprest holder’s voucher number and entered in the imprest account. On the back side of the imprest account form there are columns for the ‘abstract of charges’ where the name of the different works to which chargeable and the amount chargeable are entered. (See also Lmprest it later pages.) Muster Roll (M.R.) — The Muster Roll consists of two narts Part 1. — Nominal Roll where daily attendance are recorded. In this part there are colmt and spaces for the names of the labourer, designation, father’s name, dates of attendances, rates, total amount due for each, total amount due for whole, signature of the person taking attendant signatue of the officer making payment, etc., and these columns are duly filled up. Fines f inte on the labourer is recorded in Part I, Muster Roll should never be made in duplicate and ¢™ Should be made in such manner (with ink) that it may not be possible to interpolate orto alter Wr The names of the labourer are grouped according to classes as masons, mazdoors, carpente: Scanned with CamScannerDEPARTME, H. — Details of quantity in this f Of Work don part, Details of measure f Quantiies'is p ae Roll giving ret Pi NTAL py ment g 8 Prepared sub. he: ROCEDURE FOR works AL labs are taken ne l8bOUrer and the Progress of work are id entey d MES a this ape them MB leasurement book and erence of iS ‘abstract Of quantities is recorded in : Worl ‘ measureable) & remark to this efnee ‘Mould be recoraee te thie Suseeptibi (no 692). Unpaid wages are recorded in 5 Sub-Divisional Office Di Form. 23, nd anon oo ipt, riginal entry, as Well as in the Beaty, Muster Roll is us Bexelbreacs of Wages ind Ser of two parts vide & P.W.D, Capaid wages is Kept in Pare iy of EalBGaifor preparation of M th the following rules accordance wil @) The dai absence of labourers and berecorded in ink daily in the MLR. so that the dance and possible to temy sub-heads of works may be kept s 'ges is deposited in the cash and ‘the amount is 2 depos be paid later on Hand Receipt = Form 24 te of paymes pas be Bainst the original entry. Labour Work on which EMPloyed — Ly bi ily attendance and per with the atte; inpaid way Subsequent es which is. maine ; ayment o Payment bei PL in the Regisnet” MABeS is made on Hana relevant Mustee Roll. ed t0 cons, Pait IY. © of Accounts, 1 the Muster Rol, ‘uster Roll. © Paid more than once j foreach period of payment land Re & Register of y, The subs paid Wa ng ke} eet, Part I— Nomina “ails of work done But this h, iD vevined tee ‘7 the Muster Roll F kept as deposit, Labour Report Daily report of the day... ™ Approx. | my Rate quantity (Class of labour} of work done Date. Signature Scanned with CamScannerESTIMATING AND COSTING Form 21--Muster Roll Cash Book Voucher No. ...... » Date........ Name of work..... Rate |Amount| Dateq gnation{SLNo.)| grouped Rs. P.| Rs. P. | initia Deseri- i of ption Paying officer Daily Total Initial of person marking dai attendance aes Initial of Inspecting Officer Passed for Rs Signature.......... Rank... Grand total of this muster roll ate wee Deduct—Payment not made as per details transferred to register of arrears : Total amount paid in words Rupees... Mi Date Signature, Part It-Details.of measurement of work done by this labour employed as per this Nominal ‘muster rollin cases in which the work is succeptible to measurement Description of work Quantity Deduct as shown on Balance (Grouped'sub-headwise) the last muster roll [SS ee Measurement of taken on (, Measurement Book No. ., Scanned with CamScannerDEPARTMENTAL PROCEDURE an WORKS Piecework 4, ‘Breement f, ‘orm - ist york Division, yal to execute the unde: ‘ lame of P; i _ 1nerePY th the conditions noted below jon 4Eseription of wo ee anita Onsideration of pvr PY Piecework and in ane agineer/ SUd-divisional Officer , Ded i lowing Sc! _ ivision f Payment being made a work Number | Class and description of work | Uni nit of | Rate of ie eer a of item to be executed | | | | | | L | Xp. Piecework is that which involves the paym, say mthout reference 10 the total quantity or Tipe) ment for the work done at the stipulated rate | Signature of Party maki n making tend a ‘ ig tender (contractor). Accepted by me (Signature) Exeuctive Engineer/Sub-divis fi al CONDITIONS igineer/Sub-divisional Officer... Divisior (I) The pieceworker would carry on the work with due diligence and in workman like manner He would use the best available materials subject to the approval of the Executive Engineer/Sub- iene Officer whose decision as to the rate of progress and quantity of work or material would (2) Payments would be made after measurement of work on its completion or termination of theagreement. In works of long duration, payments may be made at convenient intervals, usually once a month. _(3) The Executive Engineer/Sub-Divisional Officer may put an end to this agreement at his ption at any time. (4) Inthe case of bad work or materials, the Executive Engineer/Sub-Divisional Officer may ‘move the same and have them replaced, deducting the value of the work rejected and materials ie orthe cost of replacing the same as he may think proper from any amount due or that may ‘come due, Vo () If the Government have to pay any, compensation to any of the piecework under the rkmen's Compensation Act, this amount would be recovered from the later. ; sl0) When the agreement is terminated before the work is completed, the Executive Engineer| x ysional Officer would take over the materials required for Hsconhn nae aie Nore is valuation. If he does not accept the valuation, he must remove the mate! Within 14 days otherwise they would be removed at his expense. Scanned with CamScanner4q ESTIMATING AND COSTING Piece Work Agreement (P.W.A.) — P.W. Agreement is that where only rates are agreed without reference to the total quantity of work or time, and that involves payment of yor, doe the stipulated rate, Small works or piece-work up to Rs. 2,000.00 may be cartied ou yy" contractors by Piece-Work Agreements. The P.W. Agreement contains only the descrigg 0% different items of works to be done and the rate to be paid for but does not provide the quantq.. different items to be executed nor the time within which the work is to be completed, Dar ‘specifications of the different items of work to be done are however included in the P. W, Agreen, and the total cost of the whole work to be done is also mentioned. Contractors have to arts materials labour, etc, required forthe execution ofthe work, P.W. Agreements, are notconts in the true sense, there is no penalty clause and no security money, and the departmen terminate the work at any time they like but a notice specifying the date of termination shoulg 2 served to the piece worker. Separate agency may also be engaged chi 0 the contractor, complete the work i the contractor does not carry out the work saistactorily to the specitica, cr delays the work or leaves the work incomplete or uses bad materials. Urgent small wores selected by taking quotations. Rates of different items should be within schedule of Rates or wing, sanctioned estimated rates. Payment is made on the measurement of the work actually done |su P.W. Agreement Form in page 693.) Under special circumstances work up to Rs. 7,500.00 can also be executed by P.W.A. by te Executive Engineer but reasons and urgency should be mentioned in the agreement Procedure for Terminating Piecework Agreement. — If the agreement is terminated befoce the work is completed, a notice specifying the date of its termination, is served on the piece worker and a receipt obtained. If materials at site are to be taken over, they are on no account used until the valuation statement has been accepted in writing by the pieceworker. Work Order. — Small work up to Rs. 2,000.00 may be carried out by Work Order. This isa contract and specifies the approximate quantities of different items of work, detailed specifications of each item of work, time for completion of the whole work, penalty that will be imposed for aot fulfilling terms and conditions, etc. Payment is made on the measurement of the work done and !0 per cent of the bill amount is deducted from the running account bill of the contractor as secur money which amount is refunded in the final payment on the satisfactory completion of the work Debitabie agency can be engaged for bad work or for unsatisfactory progress. Contractors a usually selected by taking quotations. (P.W. Agreement is used in P.W.D. and Work Orders used in Irrigation Department.) CONTRACT SYSTEM Incontract system the work is got done through contractors who arrange all material required and employ the workers required for the completion of the work in time. A contract agreement 82 bond, the contractor and the Department are bound by the terms and conditions of the conte The contract agreement stipulates the quantities of works and rates,the detailed specifications i. various items of work to be done, the time limit within which the whole work shall nave ee completed and various other conditions. Contracts are usually arranged by inviting sealed ( and entrusting the work to the lowest tender usually. : ctor undertakes the execution oF Lump Sum Contract. — In Lump-Sum Contract the contractor uae a ino plete it onstruction of a specific work with all its contingencies, t0 comp Scanned with CamScannerLump Sum and Schedule Contract. — 1} of rates is also provided in the contract agreement. In this system the contractor undertakes the execution ot construction of a Particular work at a fixed Sum within a specified time as per plans and the detailed specifications and conditions, and the schedule of rates for various items of work are also provided which regulates the extr: i alteration. In this case also no measu: Schedule Contract or Item Rate Contract. — ‘the execution or construction of a work on the i In schedule contract, the ‘contractor underta\ es item rate basis. The amount), plans and detailed drawings, deta dd specifications and deposit of 10% security money; penalty, progress, date of completion and ot ber conditions of contract. The payment to the contractor is ade t items of works actually don by the contractor. y detailed measurement of differ: vat The system is used for all works, Item zate contr: ‘act may also be a percentage above or below the printed schedule of rates ofth: department, Documents of contract or agreement are same as given in page 696 under, contract document. Condition of Contract. — General conditions of contract are as follows : Rates are for complete work including materials, transport, labour, agreements necessary, T. and P. and all other Contractor shall deposit 10% of the estimated cost as security money, collected Sradually from the rn or this amount may be unning account bill of the contactor, Contactor shall have to complete t] specified date and have to maintain a monthly progress. If he fails in Maintaining ihe plotsen coats the work in time he is liable for compensation oF penalty aupeétt or whole of the security money may be forfeited. Time runy beatapiied a eompetent pathority on written application of the contractor on valid fcason, Running account p syment shal #¥€ to be made to the contractor from time to lime as the ark progres, The Goat of watcrials sna’ to the contractor shall be deducted from the first run ng bl, Work shall ane ibe done Strictly in accordance with specifications, drawings and orders; 88 is not satisfactory, a separate icattrabiefor compensation ray Ee owen at an, «pare or tible agency may be engaged chargeal Il security money may be forfeited. for bad work, saaaiaetaseey progress, ete» and part ae stdin tai alterations redsact9t shall have to execute the work aspera rich are provided in the contract, shall be para a toe by the competent authority. Extra tems shall have to-arrange for all tools and plante tite “S Per current schedule of rates. The contractor s Scanned with CamScannerESTIMATING AND COSTING i hall have to pay ‘work shall be open for i yn, work should not be sublet, contractor s! Pay wages, inbebrif ssatareortbe ‘wages of locality. Compensation to the workman shall be paig yr Bre eeeeretor for any accident or damage. For any claim or dispute the decision of rs Superintending Engineer shall be final, taxes, royalties, etc, shall have to be paid by the contractor which are included in the rates eee Rapasts be maintained and other amenities to labour shall have to be providey agreement binds both the contractor and the department legally. Contractor Panis isto Sate. the rules, regulaions to the department and to complete the worg according to the specifications plans, desig" ~=4 instructions and in time and not to abandon the work in the middle, Department's rr-uirement is to see that the work is done as per plang specifications, designs, etc. and progress of the work is maintained and the whole work is completed in time. CONTRACT DOCUMENT Before the work is given out on contract an agreement or bond is prepared. The folowing documents shall be attached to the contract agreement or bond which should be duly endorsed ang sealed. Each page shall bear the signature of the contractor and the accepting authority and all corrections shall be similarly initialles 1. Title page — having the name of work, contract bond number, etc. 2. Index page — having the contents of the agreement with page references. 3. Tender notice — giving brief descriptions of the work, estimated cost of work, date and time of the tender, amount of earnest money and security money, time of ‘completion, etc. Earnest money, usually 2% of the estimated cost, is deposited along with tender. 4. Tender form — giving the bill of quantities, contractor's rates, and total cost of works, and time for completion, progress of works, security money, penalty clause, ete. 5. Bill of quantities or schedule of quantities — giving quantities and rates of each item of work and cost of each item of work and the total cost of the whole work. 6. Schedule of issue of materials — giving list of materials to be issued to the contractor with rates and place of issue. 4 7. General specifications — specifying the class\and type of works in general. 8. Detailed specifications — of each item of work, and of-each material to be used in the work, 9. Drawings — complete set of drawings including plans, elevations, sections, detailed drawing, ete. and site plan, all fully dimensioned, 10. Condition of contract — containing the terms and conditions of contract in detail. conditions specify the following :— ( Rates inclusive of materials, transport, labour, T. and P. all other agreements necessary f ‘completion of work, (ii) Amount of the security money, (iii) Time for completion ot work, (iv) Progress to be maintained, (v) Penalty for unsatisfactory and bad work, Scanned with CamScannerDEPARTMENTAL, PROCEDURE FOR WORKS, Op Labour Contract. — In labour tion. All materials for the constru department or owner, the labour specifications. The contract is on certain percentage, say 10% as his profit allconditions of c i and in labour shal Labour engaged through contractors, through contractor. Work is required vei possible, the quantit — Normally, In the case of emergency when lab Y urgently, labourers may be empl. es of work done should be determi labourer should not be engaged and paid ourers are not available directly and the loyed through contractor. In such case if ined by measurement at the completion of kept by the overseer incharge and a report ssistant Engineer or Executive Engineer to enable him to keep a check on the lure and to deal with the contractor's claim, Penalty. — Penalt “sually contains certain Sot maintaining the Sum per day, 'y is a sort of fine for non-fulfilmeny of terms of Sconce Eker saree i tract as for rovisions for penalty for breach of terms and conditions of cont " epee for delay in completion, for bad work, etc. The penalty may be a fixed Or a certain percentage of the estimated cost up to 10%, ete. Compensation for delay in completion. — Contractor is liable to nay as compensation or Penalty an. amount equal to 1% of the estimated cost of the work (contracted eee a red Smaller amounts as the Executive Engineer or the competent authority may decide for y Scanned with CamScanner8 ESTIMATING AND COSTING that the work remains uncommenced ot unfinished after the due date. The maximum jj penalty is 10% of the total contract amount, Be. Liquidated Damages. — It isa fixed stipulated sum of penalty by the contractor or hay relationship with real damage. It is usually exorbitant and fixed per day varying from Rs, 59)” Rs. 100.00 per day for the excess period taken for the completion of the work than that spec Hite the contract. iedin Unliquidated Damages. — This is known damage done. It will inctease or decrease acco non-completion of the work within due date of com; condition of contract. Extension of Time. — The Executive Engineer or competent authority may grant tp, necessary extension of time for valid reasons if the contractor applies for extension of time wit . the time, Reason may be the materials, labour, etc., not being available, bad weather condition sed met arcilablein due time, etc. The contractor should apply for extension of time before the i date of completion as provided in the contract agreement, - Termination of Contract. — The contract can be terminated by the Executive Engineer orby competent authority in default or bankruptcy of the contractor and penalty may be impose ase terms of the contract agreement. If the contractor does not fulfil the terms and conditions of contract as-—if he leaves the work, if he does not maintain progress. if he does not observe ther instruction, etc., the contract agreement may be rescinded and all of his security money 5. 10% of the estimated cost may be imposed on the confiscated or penalty up to the extent of Contractor, For termination of contract due notice shall have to be served on the contractor, employed to execute a work ot part of awori Debitable Agency. — This is an agency which is at the cost of a contractor who fails to complete or te ‘show unsatistactory progress of the work |The debitable agency may be in the form of daily labour or another contractor and may be emploved giving proper notice to original contractor ‘and the whole cost which is usually higher. is debited or charged to the.original contractor. Measurement Book (M.B.). — The measurem the Measurement Book Form No. 23 and payment of of measurement recorded. The measurement books are v Form 23—Measurement Book as ordinary damages having relation with the acy ding to increase or decrease in the damage, for pletion, oF for not maintaining progress ay ents of all works and supplies are recoréed in f all works and supplies are made on the bass ery important account records. Particulars Dial bea MAL PRASe Teme Contents of aret No. L Bee D LC | | | i J ‘Ail measurement book are numbered serially and a register is maintained in the division or officer 0 ™ office showing the serial number of each book, the names of the sub- he purpose issued Irom 1. Small Stores. — Nails, screws, bolts and nuts, battery cells, ete. 2. Building Materials. — Cement, lime, bricks, A.C. sheets, ete. 3. Timber, — Teak wood, sal wood, deodar, shisham, plywood, ballies, ete 4, Metal, — RS. Joist channels angles, M.S. bars, expended metal, barbed wire, manila rope (wie rope), ev. 5. Fuel, — Steam coal, soft coke, char-coal, fire wood, etc. 6. Painter's Stores, — Red oxide paint, aluminium paint, lead paint, varnish, solignut Its, steel, windows, glass panes, ete men, bleaching powder, empty baBs, im, ete 1. House Fittings. — Hinges, handles, tower bel up’ Miscellaneous Stores. — S.W. pipe, hume pipe, bitu PLY drums, ete, and and other expenditure connecting departmental 9. Land Kilns. — The cost or hire ot | id under this sub-head. ki "Stor brick and lime and the like are booke Scanned with CamScannerESTIMATING AND COSTING 10. Manufacture, — The articles which are manufactured in the departmental workshops are booked under this head. LL. Storage. —Rent of store godown, maintenance cost of god are booked under this sub-head. ‘Storage Charges. — This means expenditu of stores, on workcharged establishment employ: custody of stock and the maintenance of store god Dasis of the cost, so as to form part of the issue rate. ‘Charges. — This term is ordinarily applied to the charges which are levied in addition to book value and storage charge (issue rates), in respect of stock materials sold or fransferred and sre intended to cover such items of expenditure incurred on the stores as do not Trans trpheis book value and are not included in storage charges. When the stock materia ate sold Greransierred a certain percentage, about 10% is chargep over issue rase a8 supervision charges Gihich is meant for expenditure on regular establishment Market Rate, — This term indicates the cost per unit at which an article can be procured ata given time, at the store godown, from the public markets. The cost should be inclusive of carriage oe incidental charges, and may include a reasonable provision for wastage and depreciation, TIndent—Issue of Materials. — Materials from stock are issued on demand in proper form (indent Form) prepared by S.D.O. or A.E. incharge of different works as and when required, {ident form isin triplicate consisting of councer foik indent and invoice, and is kept in book form erally numbered. The counter foil and indent parts are filled by the indenting officer and then the seSent and the blank invoice parts are send to the issuing officer incharge of stock, who will issue the lores as available in stock and shall correct the indent as per actual issue, and entries will be made athe invorce and send them to the recovering officer who will sign the invoice and return it to the issuing officer, as acknowledgement of receipt which is considered as voucher for the issue. Incase ‘ohiseue to the contractor, the cost of materials issued is recovered from the contractor from his bill for works at the issve rate, and at the time of issue the signature of the contractor should be takenin the invoice. Unstamped receipt of the contractor, in triplicate, should also be taken giving full particulars of materials, quantities, rates and total cost for recoveries and for enclosingin the billof contractor. Stock Account — (i) All transactions of réceipt and issues of materials are recorded day-to- day in the” Register of Stock Receipts and Issues” in Form 8 in the order of their occurrence as soon fas they take place. The account is maintained separately for every month and closed once ina month, usually 25th of every month, except in the month of March when it is closed on.the 31st March. For a big stock when there are large number of transactions of receipt and issues, separate Register of Stock Receipts Issues may be maintained, one for receipts and one for issues, instead of aking entries in the same register in continuation. Jown, salary of chowkidar, ete re incurred on store materials after the acquisition ’ed on handling and keeping initial accounts, the own or yards, etc., and added on a percentage (i) Onclosing of the monthly account"*Abstract of Stock Receipts” is prepared in Form and a single “Abstract of Stock Issues” is prepared in Form 10 and submitted by S.D.O. or AE. incharge of store to the Divisional Officer for inclusion in the monthly Divisional account. The monthly returns (Abstract) of stock receipt and issues are’ then posted in the division in the “Half-Yearly Register of Stock” in Form 12. Ui) Half-yearly balance returns of stock for every six months for the periods ending 30th September and 31st March are also prepared in Form 11 by the S.D.O. or A.E. incharge of Store from the monthly accounts, Forms 9 and 10 showing total receipt and issues month wise and the grand total forsix months and the closing balances at the end of six months. The half-yearly rewms Scanned with CamScannerSTOCK Account 708 «ced to the Divisional Office Sek" Form 12, already ported eeartel Ree inall-yeatlY sk aith ma mein ™m 12 consists of three egal auancs Dar to Fore vem Par the wes Pars, Part |The Reiter, Par ies fr the value balances on each fub-thad ot teed fo value. The Pare =the summary al 3 ck materials and P: (Divisional Accountant regarding wea Part I—the review, isthe fs, and surpluses and deficit. hecked and o ivisicne td compared with the“Half-Yearly aroun : in Card. — A record of receipts, issues and runni : hich is kept where the materials are stores. Ts jpBin Card, which is Kept are stored. The entries eater iromtbe Register of"Stock Revepts and sss" Forms, immediately after the rananciona peentries of issues are made immediately after issues on indent, andthe balances plone pa errered in Bin Card. The Bin Card is usually maintained for tings. NSM Stock Taking and Shortage and Surpluses. — Stock is check : eae inne area Sen, Sik cei yay cegeharge of store. For discrepancies first check the account for any mistake It theze 80 AL ge, surplus, if any, should be taken as receipt in Form 8 and the cost credited co revenue fo Government and the shortages, if any, should be taken in suspense head as miscellaneous P.W. Gevgnoe and finally accounted as per decision of the competent authority. If the shortages are savor or nobody is found responsible, then the stores are writen off on “Survey Report" Form |8, manction of the competent authority. Similarly, unserviceable stores are written off on “Survey srt” and sold by public auction, For sold stores “Sale Account” in Form 19 is prepared and sMonited to the Divisional Office. (Forms 18 and 19 are given in later page) Rate Contract. — There is a Store Purchase Department of Government. The manufactured articles or materials which are commonly required by the various departments are arranged by the Store Purchase Department. The Superintendent of Store Purchase Department invites and fixes rates and makes contract with the manufacturer or supplier to supply the articles or mateials to the various departments, which is known as Rate Contract. The rate contract with all particulars Gazette for information to all departments tale, description, specifications, etc., are notified in the The department concerned place order directly with the rate contractor giving the reference of the Rate contract no. and date. The Rate contractor supplies the articles or materials directly, The department on receipt of the Railway Receipt pays 80% of bill amount and the final payment is radeon receipt of the articles after due verification of the receipt, entries in M-B..ete Articles and etc,, are usually arranged through |__ materials like steel, cement, pipe, A.C. sheet, hardwares, cycles, Tatecontract, For controlled articles or materials the rate contract is made by the Director General of Civil Supplies and Disposal of Union Government ‘and the payment is made through the untant General; 98% of bill amount is paid on despatch and the balance 2% is paid after due “etiication from the department. nave special plants and machineries’are the gr’s? Department. The department concer Plant or machinery required with full particulars an ‘ase invites tender and arranges them. The Forms 7, 8, 9, 10 and 11 as used for Stock Accounting are ing balance of certain articles of stock kept purchased through the Store tendent Store Purchase for ntendent Store required they are ed write to the Superin \d specification, the Superin iven below in the following Scanned with CamScanner