PROJECT MANAGAMENT TEAM

DEVELOPMENT OF FISHERY HARBOUR AT MADHWAD DIST. GIR

SOMNATH – PACKAGE 1

Ref No: IITM-GMB-MAD-PMC-1176-030 Date: 16 October 2023

To
The Executive Engineer (C),
Port Construction Division,
Gujarat Maritime Board, Veraval,
Gir – Somnath, Gujarat - 362265.

Contract No: Work Order No. GMB/VRL/EE(C)/PB/Const.Div./486 dated 02 Nov 2023

Subject: Development of Fishery harbour at Sutrapada – Approval Request for Outlier

Materials – 10mm, 20mm Coarse Aggregate and Fine Aggregate (Crushed
Sand).

References: a) Contractor’s Letter No.GMB/EMJAY/MAD/2022-2023/44 dated 24-11-2023

b) Tender documents

Enclosures:  Annexure: Course, Fine aggregate, compiled test reports.

Dear Sir,

We are writing to acknowledge your letter dated November 24, 2023, requesting approval for
outlier materials, specifically cement,water, coarse aggregate and fine aggregate (Crushed sand).

We recall the progress review meeting held at IIT Madras on September 26, 2023, where concerns
regarding the non-availability of sources for 10 mm, 40mm and fine aggregate in accordance with
Contract specifications were discussed. During the meeting, it was unanimously agreed upon that
the contractor would submit a design mix with higher sand content replacing 10mm aggregates and
assured to submit a design mix and test the cube test sample for the same.

We have carefully evaluated your request and the accompanying material test reports. We note that
the proposed design mix with higher sand content meets the specified strength requirements and
workability criteria

This letter serves as formal approval for Lumbha quarry and the use of materials from Lumbha,
subject to the following conditions:

1. Material Compliance: Ensure that all materials used in the project meet the specified requirements
outlined in the project documentation. Any discrepancies identified during material testing must be
rectified.
2. Increase Material Sourcing: To mitigate potential material availability challenges, consider sourcing
materials from alternative suppliers located in close proximity to the Lumbha quarry site. Prioritize
sourcing materials from within a reasonable distance and maintaining quality assurance.
3. Project Schedule Adjustments: If sourcing materials from alternative suppliers or conducting additional
testing necessitates changes to the project schedule, notify us promptly and submit a revised
schedule outlining the revised milestones and timelines.
4. Quality Assurance: consistently monitor the quality of materials throughout the project which include
regular inspections, testing, and documentation.

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 PROJECT MANAGAMENT TEAM
DEVELOPMENT OF FISHERY HARBOUR AT MADHWAD DIST. GIR
SOMNATH – PACKAGE 1

Ref No: IITM-GMB-MAD-PMC-1176-030 Date: 16 October 2023

5. Communication and Collaboration: Maintain open and transparent communication with us regarding
any material-related issues or changes to the project schedule. Collaborate closely to address any
challenges promptly and ensure project success

We are writing to request your approval for the use of outlier materials, specifically 10 mm, 40 mm
coarse aggregates, and fine aggregates (Crushed sand).

As you are aware, the Contractor has been facing difficulties in securing aggregate sources that
comply with the Contract specifications. Despite their efforts, the test results for 10 mm aggregate
do not meet the Contract requirements, particularly in parameters such as gradation, flakiness, and
elongation index. Additionally, the fine aggregate (Crushed sand) sourced from Lumbha quarry does
not conform to the Grading Zone II of Table IV of I.S. 383, and its fineness modulus falls outside the
specified range of 2.2 to 3.2.

Due to the actual situation of non-production of the required grade of coarse aggregate and the
unavailability of an alternate source for fine aggregate, the Contractor faces significant challenges in
obtaining suitable materials. This non-availability of compliant materials could lead to delays in the
project schedule.

In light of these circumstances, we propose that you exercise the authority vested under Clause
14.1 of the Contract Terms and Conditions to grant approval for the use of the available 10 mm, 40
mm aggregate, and fine aggregate from the aforementioned sources. This approval is necessary to
ensure the smooth progress of the project.

Please note that this approval does not relieve the Contractor of their responsibilities and obligations
under the terms of the Contract. Any non-compliance observed during the execution of the works
will result in all relevant costs, time, and risks being borne by the Contractor.

We kindly request your prompt consideration and approval of this request.

Thanking You.
Sincerely,

David Paul Christopher

Project Manager,
PMC Sutrapada Fishery Harbour,
Indian Institute of Technology - Madras.

Copy to:
1. Superintending Engineer (C), Porbandar Circle, GMB, Porbandar.
2. Deputy Executive Engineer, Port Construction Sub – Division 01, Veraval.
3. Project Management Unit (PMU), IIT Madras, Gujarat Maritime Board (HQ), Gandhinagar.

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