MES Summary
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Manish PanwarMES Summary
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Manish PanwarLt Gen Yash Malhotra College Of Military Engineering
Commandant Pune- 411031
FOREWORD
1. Military Engineer Service (MES) is an important organ of the Corps of
Engineers providing construction, maintenance and other engineering support to
the Armed forces. The important role played by this organisation has been
adequately demonstrated and fully appreciated over the years during peace as
well as during war.
2. Works précis is the only consolidated and comprehensive document which
gives ready reference to all the policy letters and instructions relating to Works
procedure and service matters of civilian officials working in this organisation.
Since the earlier version had become outdated due to major changes, a need was
felt to update the précis incorporating all the necessary changes and to
computerise the contents for ease of dissemination. The task has been effectively
accomplished by Mr HS Bharati, Sc 'D' (DRDS) and the précis is now available
on a CD ROM.
3. I sincerely hope that this new edition will serve the intended purpose for all
the officers and subordinate staff in works appointments.
(Yash Malhotra)
29 Sep 2003 Lt Gen
WORKS PRECIS: VOLUME -I
GENERAL ADMINISTRATION AND PERSONNAL
(E-1 SECTION)
INDEX
Ser. Precis TITLE Page No.
No. No.
1 1501 Organisation of the Army 1-2
2 1502 Organisation of the Military Engineer Services & Defence 3-13
Accounts Department
3 1503 Classes and Categories of Establishments & Sanctioning 14-22
Authorities
4 1504 Conditions of Service- Civilians of the Military Engineer Service 22-35
5 1505 Scale of Pay 36-43
6 1506 Discipline 44-104
7 1507 Leave - Civilians 105-117
8 1508 Record of Service - Civilians 118-128
9 1509 General Provident Fund 129-135
10 1510 Salary Bills, Industrial Personnel Bills & Muster Rolls Method of 136-142
Preparation & Payments
11 1511 Reports & Returns 143-145
12 1512 Travelling, Daily & Conveyance Allowances 146-163
13 1513 Civil Service Regulations 164-168
14 1514 Labour Act & Rules Pertaining to Workers Employed in any 169-191
Factory or industrial Establishment Under the Ministry of Defence
15 1515 Pensions & Gratuities – Civilians Central Civil Services (Pension) 192-195
Rules 1972
16 1516 Classification & Handling of Classified Documents 196-199
17 1517 Forms, Stationery, Local Printing, Binding & Office Equipment 200-203
18 1518 Court of Inquiry & Evidence 204-208
19 1519 Office Procedure 209-211
20 1520 Routine Inspection of MES Offices 212-215
21 1521 Duties of Subordinates 216-218
22 1522 Income Tax 219-225
23 1523 Posting & Transfer- Officers & Subordinates 226-230
24 1524 Security Fire Precautions 231-236
25 1525 Compassionate Fund of the Government of India 237-238
26 1526 Casualty Returns & Part-II Orders 239-245
WORK PRECIS: VOLUME-II
WORKS
(E- 2 SECTION)
INDEX
Sl No. Precis No. TITLE Page No.
Fundamental principles of Defence works
1 1581 procedure
1-7
Administrative control
2 1582 8-22
Administrative planning
3 1583 23-32
Scales of accommodation
4 1584 33-48
Costing reconnaissance ( recce - cum
5 1585 costing board )
49-55
Rough cost/indication cost & engineer
6 1586 appreciation
56-70
Siting board and approximate estimate
7 1587 71-78
Technical control
8 1588 79-85
Technical planning
9 1589 86-97
Maintenance and repairs
10 1590 98-126
Special repairs
11 1591 127-130
12 1592 Execution of wks : plg and site organisation 131-144
13 1593 Execution of works – supervision 145-157
Inspection of works
14 1594 158-190
Duties of garrison engineer
15 1595 191-191
Responsibilities of sub-divisional officer
16 1596 192-193
Finalisation of works projects
17 1597 194-199
Records of structures
18 1598 200-204
Works in aid of civil power
19 1600 205-206
Management of operational works
20 1601 207-235
Deposit and agency works
21 1602 238-244
Demolition of building
22 1603 245-250
Reappropriation of buildings
23 1604 251-253
24 Blank Pages
WORKS PRECIS: VOLUME-III
BARRACK STORE SERVICE
(E-3 SECTION)
Index
Sl No. Precis No. Title Page No.
1. 1632 Quartering Charges 1-46
Barrack Damages And Terminal
2. 1633 Compensation
47-50
3. 1634 Furniture 51-68
4. 1651 Stores Organisation 69-82
5. 1652 Provisioning Of Engineer Stores 83-135
6. 1653 Method Of Indenting 133-137
7. 1654 Procedure For Indenting On DGS&D 138-145
8. 1655 Stores Accounting And Control 146-155
Engineer Stores Depots-Working
9. 1656 Procedure-Headquarters Group
156-158
Engineer Stores Depots-Working
10. 1657 Procedure-Receipt Group
159-161
Engineer Stores Depots-Working
11. 1658 Procedure-Issue Group
162-163
Engineer Stores Depots-Working
12. 1659 Procedure-Stock Control
164-165
13. 1660 Stores Budget 166-176
14. 1661 Disposal Of Surplus Stores 177-194
15. 1662 Losses And Discrepancies 195-204
16. 1663 Packing Of Engineer Stores 205-217
Identification, Marking And Labeling Of
17. 1664 Engineer Stores
218-221
Stores Movements, Categories,
18. 1665 Classification And Procedure
222-229
19. 1666 Railway Tariff And Regulations 230-234
20. 1667 Stock Taking Of Stores And Plant 235-240
Principles Concerning Spare Utilization,
21. 1668 Stacking And Storage Of Engineer Stores
241-252
Principles concerning use of labour
22. 1669 equipment and handling of engineer stores
253-255
23. 1670 Planning And Layouts Of Depots 256-258
24. 1671 Planning And Forecast -Engineer Stores 259-261
25. 1672 Inspection, Checking And Measurements 262-269
Comparative Study Of Stores Procedure-
26. 1673 Ordinance/ Engineers
270-276
Deterioration Of Engineer Stores And Its
27. 1682 Causes
277-295
Prevention Of Corrosion Of Engineer
28. 1683 Stores
296-310
29. 1684 Termites 312-316
30. 1685 Seasoning Of Timber 317-330
Care And Preservation Of Rubber Stores,
31. 1686 Leather Goods, Anti Gas Stores, Paints, 331-337
Optical Instruments Etc. & Misc.
WORKS PRECIS: VOLUME-II
ELECTRICAL & MECHANICAL SERVICES
(E- 4 SECTION)
INDEX
Sl No. Precis No. TITLE Page No.
25 1605 Responsibilities of E/M section 258-262
26 1606 Establishment and Duties of E/M Staff 263-269
27 1607 Installations 270-274
28 1608 Tools and Plants 275-280
29 1609 Transport 281-290
30 1610 Workshops/Timber Factory 291-292
31 1611 E/M records, Reports and Returns 293-300
32 1612 Budget- E/M Section 301-306
33 1613 Miscellaneous E/M matters 307-321
34 - Blank pages 321-325
WORKS PRECIS: VOLUME-II
BUDGET AND EXPENDITURE
(E-5 SECTION)
INDEX
Sl No. Precis No. TITLE Page No.
35 1561 Budget and Finance 326-355
Cash Assignment, Imprest and Cash
36 1562 Books
356-357
37 1563 Construction Accounts 358-362
Forecast Estimates(FE) & Budget
38 1564 Estimates (BE)
363-404
39 1565 Revenue 405-414
40 1566 Cash Receipts 415-417
41 Blank Pages E-6
*42 1590 MAINTENANCE REPAIRS 430-458
*43 1591 SPECIAL REPAIRS 459-462
EXECUTION OF WORK, PLANNING
*44 1592 AND SITE ORGANISATION
463-476
EXECUTION OF WORKS –
*45 1593 SUPERVISION
477-488
*46 1594 INSPECTION OF WORK 498-530
*47 1595 DUTIES OF GARRISON ENGINEERS 531-531
RESPONSIBILITIES OF SUB
*48 1596 DIVISIONAL OFFICER 532-533
*49 1597 FINALISATION OF WORKS PROJECTS 534-539
RECORDS OF STRUCTURES
*50 1598 540-544
*51 1600 WORKS IN AID OF CIVIL POWER 545-546
MANAGEMENT OF OPERATIONAL
*52 1601 WORKS
547-577
*53 1602 DEPOSIT AND AGENCY WORKS 578-584
*54 1603 DEMOLITION OF BUILDINGS 585-590
REAPPROPRIATION OF BUILDINGS
*55 1604 591-593
WORKS PRECIS: VOLUME-II
DRAWING
(E- 6 SECTION)
INDEX
Sl No. Precis No. TITLE Page No.
42 2001 Responsibilities of E6 Section 418-419
Establishment and duties of E6 Section
43 2002 staff 420-422
Organisation and duties E6 Section at
44 2003 various formations. 423-426
Responsibilities of E6 Staff at various
45 2004 boards (Pre adm approval stage) 427-427
Cantonment planning
46 2005 428-434
Contract Drawings
47 2006 435-436
Maintains of Records, Drawings and
48 2007 Plans 437-439
Inspection of works by Architects
49 2008 440-441
Important policy letters and orders
50 2009 relating to E6 Section 442-443
Blank pages
51 443-452
WORKS PRECIS: VOLUME-IV
CONTRACT AND TECHNICAL CHECK
(E-8 SECTION)
INDEX
Sl No. Precis No. TITLE Page No.
1 1721 Introduction To Contract Procedure And 1-7
Duties Of Surveyor Cadre
2 1722 Legal Requirements ,Types Of Contract 8-23
And Pre-Contract Action
3 1723 Registration And Record Of Contractors, 24-34
Security ,Deposit And Bond ,Earnest Money
,Security Deposit, Etc
4 1724 Preparation And Issue Of Tender 35-42
Documents
5 1725 Specification And Special Conditions 43-47
6 1726 Receipt And Acceptance To Tender 48-61
7 1727 Tender For Work By Specialist Contractors 62-69
8 1728 General Conditions Applicable To Lump 70-74
Sum /Measurement Contracts(1)
9 1729 General Conditions Applicable To Lump 75-95
Sum /Measurement Contracts(2)
10 1730 General Conditions Applicable To Lump 96-109
Sum /Measurement Contracts(3)
11 1731 General Conditions Applicable To Lump 110-115
Sum /Measurement Contracts(4)
12 1732 General Conditions Applicable To Lump 116-133
Sum /Measurement Contracts(5)
13 1733 Delays In Payment Of Bills (Interim And 134-136
Final)
14 1734 Repair And Periodical Services And Minor 137-139
Works
15 1735 Contracts For Supply Of Stores And 140-142
Materials
16 1736 Tender & Contracts Of Handling And /Or 143-144
Conveyance Of Stores
17 1737 Directly Employed Labour 145-146
18 1737A Technical Examination Branch 147-155
19 1738 Reports Return Records 156-163
20 1739 Arbitration Procedure 164-179
21 Blank Pages 178-188
1
WORKS PRECIS
INTRODUCTION
1. Works précis is an important document for use by Engineer Officers working in
works appointments as reference book. The précis were being published in three
volumes as follows:-
(a) Vol. I – E1 Section.
(b) Vol. II – E2, E4, E5 & E8 Section.
(c) Vol. III – E3 Section.
2. They were last printed in year 1986 & subsequently reprinted in 1997 wherein an
Errata sheet was attached giving amendments till 1997 since 1986. 3000 copies were
printed for issue to the students attending various Works Procedure courses on payment
as a reference material.
3. Since 1997, a number of policy changes has come in to MES which are issued as
policy letters by E-in-C’s Branch & QMG’s Branch for respective subjects. Hence it was
felt necessary to incorporate all these policy changes before re-printing of the fresh
précis. Accordingly a Board of Officers was constituted for updating & computerizing
the précis to incorporate latest policy changes.
4. Thé boardd composition was as follows :-
(a) Col DG Kadu - Overall Coordination & Guidance.
HOD Mgmt
(b) Mr CPA Achari, AO - E1 Section.
(c) Mr NH Khan, SE & - E2 Section & E5 Section.
Mr Ravi Sinha, SE
(d) Mr K Bhavanarayana, - E3 Section.
SBSO
(e) Mr UH Sakhalkar, SE & - E4 Section.
Mr S K Tripathi, EE
(g) Mrs SS Kelkar, Arch - E6 Section
(f) Mr Sunil V Mane, SSW - E8 Section.
5. The various policy changes have been incorporated in the new précis.
6. It was observed by the board that the present set of précis do not have any
chapters dealing with E6 Section which is considered to be very important as the
section is involved right form the inception of any project till the building is taken on
charge by MES. Hence the E6 portion of the précis was prepared afresh incorporating
all the necessary details including various bye-laws and planning norms etc.
7. On the grouping of various sections in existing three volumes it was felt that
present grouping makes the précis bulky & E8 being a very important section
must be separated from present Vol. II. Hence the regrouping of the sections has
been done as follows:-
(a) Vol. I - E1 Section.
(b) Vol. II - E2, E4, E5 & E6 Sections.
(c) Vol. III - E3 Section.
(d) Vol. IV - E8 Section.
8. A word of caution to the users of these précis – these should only be used as
reference material and quoting of them as authority in any official matter should be
avoided.
9. We sincerely hope that this publication will prove to be a useful reference book
for every one who is working in Works appointments and Users as well.
1
Precis No 1501
Management School
ORGANISATION OF THE ARMY
Introduction
1. Army is one of three arms of the defence forces. Its role is fourfold: -
(a) Primarily to defend the country against external aggression.
(b) To safeguard the internal security in times of emergency, when called upon to do so.
(c) To assist the civil authorities in carrying out projects of national interests, when required.
(d) Promote Inter Service Co-operation.
2. This precis deals with the organisation and responsibilities of the various branches in the Army.
Organisation
3. The President is the Supreme Commander of the Armed Forces. Each arm has a Chief of Staff for
the arm.
4. The Chief of the Army Staff is assisted by the Vice Chief of Army Staff and the following five
Principal Staff Officer (PSOs) :-
(a) Dy COAS - Dy Chief of the Army Staff.
(b) AG - Adjutant General.
(c) QMG - Quarter Master General.
(d) MGO - Master General of the Ordnance.
(e) E-in-C - Engineer in Chief.
5. Besides the five Principal Staff Officers, there is one adviser – Military Secretary in Army HQ.
6. The outline organisation of the normal MES officers and the detailed responsibilities of the E-in-C
are given in Precis No. 1502.
7. Engineer Officers in the MES also act as technical adviser on all engineering matters to the
Commanders from AHQ to OC Unit level as under :-
Commander Rank Engineer Adviser Rank
Chief of the Army Staff General Engineer-in-Chief Lieut-General.
(COAS)
GOC-in-C Command Lieut-General Chief Engineer Maj-General/
(Army Commander) Brig/Civilian CE
Area Commander/Ind Maj-General/ Commander Works Colonel
Sub Area Commander Brigadier Engineers Superintending
Engineer
Sub Area Commander/ Brigadier/ Col./ Garrison Engineer Major or Executive
Station Commander Lt. Col. Engineer
Station Commander/ Lieut-Colonel/ Sub-Divisional Captain/ Assistant
OC Unit Major/ Captain Officer Executive Engineer/
AE i.e. Sub-Division
Duties of Staff and Services
8. Staff lays down policies, issues order, instructions and directives. The Services carry out these
orders and work in conformity with the laid down policy, instructions and directives.
2
9. MES are concerned with the three services HQs, Army, Navy and Airforce, R & D, DGQA and
Ordnance Factories, KV, Coastguard, CSD etc. The division of responsibility between ‘Q/Adm’ staff and
MES is
‘Q / ADM’ STAFF MES
(a) Works policy and procedure. (a) Specifications.
(b) Scales. (b) Costing.
(c) Establishment. (c) Preparation of Engineer appreciation
in consultation with the staff.
(d) Initiation of projects. (d) Preparation of plans for siting boards
and fixing dates.
(e) Acceptance in principle. (e) Preparation of costed schedule of
works.
(f) Terms of reference (scope of work). (f) Technical sanction of (e) above.
(g) Ordering reconnaissance. (g) Letting out of contracts.
(h) Obtaining Acceptance of Necessity. (h) Progressing work in execution and
maintaining necessary records.
(i) Ordering siting boards.
(j) Obtaining group priority.
(k) Obtaining administrative approval.
3
Precis No 1502
Management School
ORGANISATION OF THE MILITARY ENGINEER SERVICES AND
DEFENCE ACCOUNTS DEPARTMENT
Introduction
1. MES is responsible for carrying out capital works and repair services for the three arms of Defence
forces and allied departments. MES may also be required to carryout deposit work on behalf of
Cantonment Boards, Public Bodies or private persons. Defence Accounts Department (DAD) maintains
and audits the accounts of works expenditure. Officers of DAD also act as financial advisers to
commanders or the three arms and officials of the branch services.
2. This precis deals with the organisation and functions of MES and DAD.
Organisation of MES
General
3. An outline organisation of the MES in general is shown in Appendices ‘A’, ‘B’, ‘C’, ‘D’ and ‘E’.
4. All MES offices from Engineer-in-Chief to Garrison Engineer have the following sections. The
subjects normally dealt with by various sections are shown against each :-
Section Subject
E1 - General/Administration and Personal.
E2 - Works.
E3 - Bk Stores Services.
E4 - Electrical and Mechanical.
E5 - Budget and Expenditure.
E6 - Drawing.
E8 - Contract and technical check.
Engineer-in-Chief
5. Engineer-in-Chief is the head of the Corps of Engineer and the MES
6. His duties as head of the MES are to advise: -
(a) Ministry of Defence on all works and engineer services relating to Ordnance Factories and
such projects as are directly controlled by the Ministry of Defence. He takes orders of the
Government of India through the Ministry on these matters.
(b) Chief of the Army Staff and the PSOs. He takes orders of the Government of India and
Chief of the Army Staff through:-
(i) Vice COAS/Dy COAS on siting and design of fortifications and defence of strategic
roads and railways.
(ii) QMG on policy, finance and execution of all engineer works and services relating to
the Army including those sited and designed for GS.
(c) Chief of Naval Staff on all works and Engineering services relating to the Navy and takes
orders of the Government of India and Chief of the Naval Staff through the Director of Civil
Engineering.
(d) Chief of the Air Staff on all works and engineering services relating to Air Force and takes
orders of the Government of India and Chief of the Air Force Staff through Air Officer-in-Charges
personnel and organisation.
4
7. In addition he advises:-
(a) The GS on the engineering aspect of GS policy, operational planning and intelligence, and
the organisation, training, allocation and employment of engineer units (except Survey and
Movement Control) and the provision and allocation of engineer resources.
(b) The QMG on planning/intelligence, organisation, operations and development of
transportation agencies, railways, ports and inland water transport and acts as liaison officer with
the Railway Board Ministry of Transport on all matters connected with transportation.
(c) The MGO on procurement and issue of ordnance stores to engineer units and maintenance
repair and recovery of engineer equipment.
8. He is also responsible:-
(a) For liaison through Min. of Defence with other Ministry of the Government of India and
with other civil engineering professional bodies on technical engineering subjects.
(b) Under GS for the organisation and training of bomb disposal units and for the disposal of
bomb, landmines and beach-mines.
(c) To the Vice COAS, Dy COAS and the QMG for the procurement, holding and distribution
of engineer stores (including transportation stores) of engineer supply and for research and
development of engineer equipment connected with MES.
(d) For the technical training of all Army Engineer units and personnel (except Survey and
Movement Control) through the Chief Engineers of Commands.
9. He exercises technical control on all works projects through Chief Engineers of Commands.
10. He is assisted in his duties by the following officers:-
(a) Major-General Engineer Staff.
(b) Director General of Works (DGW).
(c) Director General of Personnel (DG-Pers)
(d) Additional Director General of Personnel (ADG-Pers).
(e) Additional Director General of Engr Stores provisioning (ADG-ESP).
Chief Engineer Command
11. All Engineer activities in a Command are controlled by Chief Engineer.
12. His duties are as under:-
(a) The CE is the technical adviser to the Army Commander on all engineering matters.
(b) He is responsible for correct observance of :-
(i) Technical instructions including MES Regulations and Standing Orders.
(ii) Procedure laid down for the placing of contracts and payment of bills.
(iii) Instructions for the keeping of accounts and the preservation and maintenance of up
to date plans and records.
13. He is assisted in his duties by various Staff Officers viz., Addl CE, DW, Col.(Pers),Col.(D&V), SOs
1 (Pers) , SOs 1 General; Works, E/M, SSW, Senior Architect. These Staff Officer have under them SOs
2/3, Architect/Asst. Architect, PAO/SAOS & PBSO.
Chief Engineer Zone
14. Chief Engineer Zones are for the execution of works under the Command and the technical control
to effect the maximum possible decentralisation and thereby achieve speed and efficiency in the planning
and execution of works services. Outline organisation of a Zonal Chief Engineer’s Office is given at
Appendix C.
5
Commander Works Engineers
15. Next in line is the Commander Works Engineer who :-
(a) is technical adviser to his Area/Sub Area Commander on all engineer matters.
(b) is chief executive officer of the area/sub area for works services.
(c) is responsible for the efficient and economic administration of works services, economic
operation of engineer installations and the control of Government property in his charge.
(d) ensures that all concerned observe technical instructions and regulations.
16. He is assisted in his duties by DCWE, DCWE E/M, SBSO, SW, Asst. Arch and AO Grade II.
Garrison Engineer
17. A Garrison Engineer is in charge of Division, He is :-
(a) technical adviser to his Sub Area /Station Commander on all engineer matters.
(b) responsible for :-
(i) efficient execution of all new works, maintenance of building, E/M installations and
roads.
(ii) proper and economical expenditure of funds allotted to him.
(iii) observance of technical procedure in connection with orders placed by him on
contractors and payment of bills arising out of such orders.
(iv) maintenance of Constructions Accounts upon which the system of accounting for
engineer services is based.
(v) periodical inspection of buildings and installations and action resulting from such
inspections.
(vi) assessment of barrack damages.
(vii) arrangements for the procurement of stores and furniture.
(viii) preparation of specifications and estimates for new works and installations within his
powers.
18. GE is assisted in his duties as necessary by Assistant Garrison Engineer (Tech), AGE (Plg), JSW,
Barrack Stores Officer (or Supervisor B/SI), Sub-Division Officers i.e. AEEs/AEs or Capt.
Barrack Service
19. Barrack service is branch of the MES. The complete administrative control of the Barrack Stores
Branch rests with the MES. The CWE through his Senior Barrack Stores Officer (SBSO) and the GE
through his Barrack Stores Officer (BSO) are responsible for the discipline and administration of the
Branch.
20. The SBSO is an officer on the Staff of the CWE, and is responsible to him for the smooth and
efficient running of the Branch. The BSO is the assistant to the Garrison Engineer for all Barrack duties.
He is not, however, the SSO’s Staff Officer. Control over the BSO is exercised solely by the Garrison
Engineer and GE holds the final responsibility.
21. The Barrack Stores Branch is responsible for the following :-
(a) handing and taking over of buildings.
(b) occupation returns and recovery of rent for accommodation and allied services.
(c) payment of rates and taxes.
(d) care of vacant buildings.
(e) assessment and recovery of barrack damages for furniture.
(f) provision, custody, maintenance, issue and accounting of furniture of MES supply
including regular stock taking.
(g) provision, custody, preservation, issue and accounting of stores including regular stock
taking.
Engineer Stores Depot and Engineer Parks
22. The following ESDs and Engineer Parks are working at present :-
(a) Permanent Depots (ESD) (KLP) - Delhi Cantt
Kankinara (Machinery) Delhi Cantt.
(b) Commands Parks - Allahabad.
Note : There are many other EPs under CE Command holding Command stock.
6
23. As regards issue and receipt of stores from E-in-Cs stock, ESDs are directly under the Engineer-in-
Chief. For administration technical control and discipline purposes, they are generally under the CEs.
Organisation of the Defence Accounts Department
Organisation
24. The organisation of the Defence Account Department is given in Appendix ‘F’.
25. The head of the DAD at Army HQ is the Controller-General Defence Accounts. At each Command
HQ there is a PCDA, who is also the financial adviser to not only the Army Commander but also his Staff
Officer, Heads of the Services and Branches. Each Command Controller has a JCDA in his office. Eastern
Command has a PCDA at PATNA. PCDA pensions is located at Allahabad. CDA (Factories) deals with
Factory Accounts and adjustments of accounts with all railways, and is located at CALCUTTA.
CDA(Officers) Poona deals with pay and allowances of Army Officers. CDA (OR) is located at
BANGALORE. Pension paymaster is located at Amritsar. He pays pensions to Indian Military/Air Force
pensioners in that area. CDA (Navy) at Bombay and CDA(AF) at Dehradun deal with the respective
services and generally do only audit review.Apart from the above, there are regional CsDA at various
locations in each Command.
26. The audit of the accounts of the MES is done parly by different sections of the main office of PCDA
and partly by the Regional/Local Audit Officer (RAOs/LAOs) on the spot at the MES office. RAOs serve
as link between the MES executive and the CDA. LAOs carry out the duties of RAOs in certain stations.
27. A representative of the DAD designated as Unit Accounts/ now AAO is attached to the Officer of
each GE/BSO of a Maintenance Division entrusted with revenue work. His functions are three –fold :-
(a) as accountant, i.e., maintaining certain accounts in accordance with the prescribed rules and
from the data furnished to him.
(b) as primary auditor, i.e. charged with the responsibility of applying certain preliminary
checks to the initial accounts, budgets allotments and vouchers.
(c) as financial assistance, i.e. as the general assistant and adviser to the GE on all matters
relating to accounts, budget, allotments, contracts and operations of financial rules.
28. In the discharge of the above duties, the UA keeps himself fully conversant with all sanctions and
orders passing through the office with other proceedings of the GE and his subordinates which may affect
the estimates or accounts of actual or anticipated receipts and charges. The GE ensures that the UA is
given full opportunity to be conversant with the sanctions, orders and proceedings.
29. Statutary audit of MES accounts usually called Test Audit is done by the Director of Audit,
Defence Services and his staff at Commands representing the Comptroller and Auditor General.
MES - Reorganisation :
30. For creation of dedicated service-wise MES formations, Government has recently approved re-
organisation vide letter No 16(17)/89/5746/D(W-II) dated 17 Sep 91 as under :-
(a) Creation of dedicated service-wise MES formations upto the Zonal Chief Engineer level,
four for Navy for Western Naval Command, Eastern Naval Command, Southern Naval
Command and Port Blair and five for Air Force for Western Air Command, South-West Air
Command, Central Air Command, Eastern Air Command and South Air/Training
Command.
(b) Provision of Engineer Officers integral to the Staff of Naval & Air HQ & Naval /Air Force
Commands.
(c) Authorisation of Additional Chief Engineer (Navy/Air Force) on the establishment of the
Chief Engineer Southern Command.
7
Appendix ‘A’
(Precis No. 1502)
OUTLINE ORGANISATION OF THE MES
(Para 3)
Engineer-in-Chief (Lieut – General)
DG Pers Addl. DG Director General Addl Director Addl DG
Engrs Staff of Works General Engr (ESP
(Maj Gen) (Maj Gen) Personnel (Maj Gen)
(Maj Gen)
DDG Pers DDG Pers DDG E Coord Dir MIS
(Manpower) (Policy) (Discipline and (Civ)
Vigilence)-CE Civilian
Director Director Director SO1 Director
E1B E1R E1C CSCC E1C Legal ADGW (Army) DDG(Navy/DP) DDG(Air force) DDGW(U) DDGW(PPC) DDGW (design) Chief Arch CSW
(Maj Gen) (Brig/CE) (Brig/CE) (Brig/CE) (Brig/CE) (Brig) (CA)
DDGW (Army)
(Brig/CE)
CE SC CE EC CE WC CE CC CE NC
Note :- (a) Org of a CE Command is shown in Appendix ‘B’
(b) When military posts are filled or held by civilian officers, their pay and allowances are governed by civil rules and when civilian posts are filled by
military officers, their pay and allowances are governed by military regulations.
8
Appendix ‘B’
(Precis No 1502)
OUTLINE ORGANISATION OF CHIEF ENGINEER (COMMAND)
(Para 3)
Chief Engineer (Maj –Gen)
ACE (Pers) Addl CE (ES) Addl CE (WKS) CE Zones
(Brig/CE) (Brig) (Brig/ACE)
NOTES: - (a) These heads of sections have under them a number of SO1, SO 2 and 3, SW, Asst Arch and AOs
(b) Each command has a number of Zonal CEs and CSWE. As regards issue and receipt of stores, ESDs and Engineer Parks are directly under the E-in-C
and CE’s respectively. Their administrative control rests with CEs and CSWE concerned
(c) Org of a CWE is shown in Appendix ‘D’.
(d) For Org of an ESD and an Engineer Park, See notes (f) and (g) below.
(e) AO Gde 1 is responsible for general administration and discipline in the office.
(f) ESD (SE/EE, Lt Col/Maj if mil) assisted by AEEs/BSOs (Capt if mil), Civilian Asst. Security Officer and other subordinate staff according
to works load.
(g) Engineer Park (EE/SBSO:Maj if Mil) assisted by AEE/BSOs (Capt if mil. Civilian Asst. Securitu officers and other subordinate staff
according to work load.
(h) CESC has additional post of DW for Navy and Airforce works.
9
Appendix ‘C’
(Precis No 1502)
(Refer to Para 3)
OUTLINE ORGANISATION OF CHIEF ENGINEER ZONE
Chief Engineer (Brig/CE)
SSW
ACE (E8)
ACE (Plg) SA
(Wks) (E6)
SO1 (Wks & Budget) SO II SO1 (Plg) SO1 (Design) SO1 (E/M)
SO2 (Pers & Legal) (Lt Col/SE) (Resources) (Lt Col/SE (Lt Col/SE
(Lt Col/SE
(Lt Col / SE)
(Maj/EE/SBSO)
10
Appendix ‘D’
(Precis No 1502)
OUTLINE ORGANISATION OF CWE
(PARA 3)
Commander Works Engineer SE/Col if mil)
DCWE (B/R) DCWE/ACWE (E/M) Asst Arch SW/ASW
AO Gde II (major, EE if Civ) (Major/Capt, EE/AEE if Civ) SBSO (Civ, Major/Capt if mil)
(Civ, Major if mil)
GEs
NOTES: - (a) Under each CWE there are a number of GEs.
(b) Org of a GE is shown in Appendix ‘E’
(c) AO Gde II is responsible for general administration and discipline in the officer.
11
Appendix ‘E’
(Precis No 1502)
OUTLINE ORGANISATION OF GARRISON ENGINNEER
(Para 3)
Garrison Engineer (EE/Major if mil)
Asst Garrison Engineer (Tech) and AGE )Plg) AEE/Capt if Mil when authorised
B/R Sub B/R Sub Div Office Supdt E/M Sub Div JSW Accounts Drawing (E6)
Div I II AE i/c sub AEE/Capt SA Gde I and II Unit Accountant Chief D’Man
Supdt Gde I and E8 Clerk D’Man
AEE/Capt Div Supdt Gde II (for technical Tracer
Supdt Gde I Supdt Gde I Clerk matter only) Ferro Printer
Supdt Gde II Supdt Gde II (for technical
Clerk Clerk matter only)
Clerk BK Duties Furniture Stores
Supervisors supervisors Supervisors/
Gde I/II Gde I/II Storekeeper
Gde II
R/D General
E1 E2 E3 E4 E5
Clerks Daftary
Peons Chowkidar
NOTES: - (a) The number of Sub Division and their strength is fixed according to work load, importance and area of Division.
(b) To facilitate work, BSO maintains direct Liaison with SSO on all Barrack duties but he is NOT under the control of the SSO.
13
Appendix ‘F’
(Precis No 1502)
ORGANISATION OF DEFENCE ACCOUNTS/AUDIT DEPARTMENT
(Para 24)
Ministry of Finance COMPTROLLER AND
(Defence) AUDITOR GENERAL
FAMF Director of Audit Defence Services
Asst Dir of Audit Defence Services
Dy Dir of Audit Defence Services
(Comds)
DFA(W) CGDA
Audit Officer Defence Services
PCDACommand Controller of CDA Air CDA CDA CDA PCDA JCDA
STEsattached Naval Accounts Force Factories (Officers) (OR) Pension (Funds)
RAOs/LOAs
Uas (MES)
14
Precis No 1503
Management School
CLASSES AND CATEGORIES OF ESTABLISHMENTS
AND SANCTIONING AUTHORITIES
Introduction
1. Organisational set up of any government department consists of various
classes/categories of establishments. They are classified, categorized, their number fixed
and appointments made by the competent authorities in accordance with the nature and
load of work performed in each formation.
2. This précis deals with the various classes, categories of establishments in the MES. It also
includes powers of competent authorities empowered to sanction/fill the posts.
Classes of Establishments
3. Following are the classes of establishment in the MES :-
(a) Class I, now called Group ‘A’ - Officers.
(b) Class II, now called Group ‘B’ - Officers.
(c) Class III, now called Group ‘C’ - Subordinates
(d) Class IV, now called Group ‘D’ - Subordinates
( MES Standing Orders Para 1-3)
Officers (Group ‘A’ and ‘B’ Services)
4. Officers are both civilian and military. Military Officers are all Class I (Group ‘A’)
Officers and hold any one of the following commissions :-
(a) ICOs - Indian Commissioned Officers.
(b) SSRC - Short Service Regular Commissioned Officers.
(c) PRC(SL) - Permanent Regular Commissioned (Special List) Offic
5. Civilian Officers belong to Class I (Group ‘A’) or Class II (Group ‘B’). Barrack Stores
Officers, Assistant Engineers, Assistant Architects and Administrative Officers Gde I and II
belong to Class II, (Group ‘B’) while all other officers belongs to Class I (Group ‘A’) Service.
( MES Standing Orders Para 1-4)
6. Civilian Officers belong to any of the following Cadres :-
Cadre Designation
(a) Engineer (i) Chief Engineer.
(ii) Addl Chief Engineer.
(iii) Superintending Engineer (SE)
(iv) Executive Engineer (EE)
(v) Assistant Executive Engineer (AEE)
(vi) Asst Engineer (AE).
(b) Surveyor of Works (i) Chief Surveyor of Works (CSW)
(ii) Superintending Surveyor of Works (SSW)
(iii) Surveyor of Works (SW)
(iv) Assistant Surveyor of Works (ASW)
(v) Junior Surveyor of Works (JSW)
(c) Architect (i) Chief Architect (C A)
(ii) Senior Architect (Senior Arch)
(iii) Architect (Arch)
(iv) Deputy Architect (Dy Arch)
(v) Assistant Architect (Asst Arch)
(vi) Technical Officer (T O)
(vii) Chief Draughtsman
15
(d) Barrack and (i) Principal Barrack Stores Officer(PBSO)
Stores (ii) Senior Barrack Stores Officer(SBSO)
(iii) Barrack Stores Officer (BSO)
(e) Administrative/ (i) Principal Administrative Officer(PAO)
Ministerial (ii) Senior Administrative Officer (SAO)
(iii) Administrative Officer Grade I (AO Gde I)
(iv) Administrative Officer Grade II (AO Gde II)
Note :- The Indian Defence Service of Engineer cadre has been constituted vide
SRO 4E dated 09 Jul 1991, comprising of all Group ‘A’ posts of Engineer Cadre.
Subordinates : Class III (Group ‘C’) Service
7. Under the 6 branches of the civilian officer establishment, the respective subordinate
establishments are as under :-
(a) B/R - Superintendents Grade I and II (Now JEs B/R)
(b) E/M - Superintendents Grade I and II (Now JEs E/M)
(c) B/S - Supervisors B/S Grade I and II (Super B/S I/II) Store
Keepers Grade I and II (SK Gde I/II)
(d) SW - Surveyors Assistants Grade I and II (SA Gde I/II)
(Now JEs QS & C)
(e) Architects - Draughtsman Gde I
Draughtsman Gde II
Tracer
Ferro Printers.
Notes :As per Ministry of Defence letter
No.PC-90237/3525/EIC(3)/Vol.III/202/LC/D(Civ-I) dated 15 March 1994
the categories of Senior Draughtsman & Draughtsman GdeI have been merged
& is designated as Draughtsman GdeI.
(f) Administration Office Superintendents and Assistants
Personal Assistants to Brigadiers and above
Stenographers
Clerks Upper Division
Clerks Lower Division
(Para 1.5 MES SO)
Class IV (Group ‘D’) Service
8. Class IV service consists of the following :-
(a) Daftries
(b) Peons
(c) Chowkidars
(d) Safaiwalas
(Para 1.6 MES SO)
Tradesmen Class III (Group ‘C’) or ‘IV’ (Group ‘D’) Service
9. (a) Master Craftsman
(b) Highly skilled (Gde I and II) including Supervisory
(c) Skilled
(d) Semi skilled
(e) Unskilled
(Para 1.7 MES SO)
Categories of Establishments and Sanctioning Authorities
10. MES has the following establishments :-
16
(a) Permanent
(b) Temporary
11. Permanent establishment consists of establishment employed for indefinite period. Scales
for such establishment are sanctioned by Government.
12. A temporary appointment is an appointment carrying a definite rate of pay sanctioned
for a limited time.
(CSR, Art 76 A)
Industrial and Non-industrial (Temporary Establishment)
13. (a) Industrial personnel are those who are employed as artisans and workmen
including skilled and unskilled labour. Definitions of the terms “Industrial
establishment” and “Industrial employees” as given by the M of D in their UO No 993/D
(Lab II) of 18 Mar 56 copy received under E-in-C No 30572/EID(2) of 19 Mar 56 are
given in Appendix ‘A’.
(b) Non-industrial personnel are those who are employed as clerks, draughtsmen,
store-keeper, telephone operators, gate-keepers, chowkidars and certain other traders
classified as such from time to time by the Government of India. (See Appendix ‘B’)
(c) Staff is engaged on “as required” basis subjects to sanction of the next higher
authority and as per orders/yardsticks laid by E-in-C, and provided funds are available.
(Para 1.8 MES SO)
Filling up of Short Term Vacancies
14. (a) Short term vacancies, the duration of which exceeds 30 days, and which may be
caused as a result of the incumbent handing over charge of his office on account of his
proceeding on leave, deputation, as a result of suspension or officiating promotion or for
any other reasons, may be filled in the normal manner where unavoidable by the
authority competent to make appointments against the post. (AI 187/61)
(b) No officiating arrangements should be made against vacancies, the duration of
which is less than 30 days and duties of the vacant post should be carried out by making
internal arrangements within the office/establishment.
(c) In the case under (a) above where officiating arrangements are considered
unavoidable prior approval of the competent authority should be obtained before
individuals are detailed to carry out duties of the higher posts. In no case should it be
assumed that the competent authority will accord ex-post facto approval to officiating
arrangements made without their prior approval. The responsibility of the consequences
of irregular officiating arrangements will devolve on the authority ordering such
arrangements. (AI 187/61)
(d) Non technical posts which have been lying vacant for a period of 6 months or
more, should NOT be filled automatically but only after the Secretary, Ministry of
Defence, or Head of the Department concerned has satisfied himself after obtaining
necessary information, and justification, that the filling up of the post is essential for
maintaining efficiency of the organization and certifies accordingly.
(Para 2 MES SO)
(e) Administrative Ministries may grant additional remuneration for a maximum
period of three months.For periods exceeding three months prior concurrence of the
Finance Ministry is required.
(G of I, Min of Def Memo No. 4 (i)/67/D (Civ-I) dated 17 Feb 67 as amended by
Memo of even number dated 26 May 67)
17
15. Casual personnels comprises additional staff required to supplement temporary Industrial
and Non-industrial establishment to be employed on works, projects or maintenance
service for a period not exceeding 6 months. They are either :-
(a) Monthly rated. Paid on Industrial Personnel Bills (IAFW- 2258) (revised 1956)
known as “Casual Industrial Employees” or
(MES Standing Order Para 2.5.1)
(b) Daily rated. Paid on Muster Rolls (IAFW-2255).
16. No scales are prescribed. They are engaged in accordance with rules in paras 2.5.2 &
2.5.3 MES Regs on as required basis subject to the following restrictions :-
(a) The amount of work justifies their employment.
(b) Funds are available.
(c) Pay is limited to the scales laid down for regular employees of the same grade.
(d) Appointments required by MES officers for their own offices are always
sanctioned by the next higher competent authority.
(MES Standing Orders Paras 2.5.2 and 2.5.3)
17. Employment of casual personnel should be kept to the absolute minimum and restricted
to emergent unforeseen jobs, works of sporadic seasonal nature or those which cannot be
undertaken by regular personnel. The employment of casual personnel will be governed
by the policy guide lines given in AG’s Branch Army HQ letter No.15226/Org 4
(Civ)(a)dated 24 April 1998. (MES Standing Orders, Para 43).
(RMES paras 89 & 94)
Appointments
18. Appointing authority for Group ‘A’ posts is the President, Engineers-in-Chief is the
appointing authority in respect of Group ‘B’, ‘C’ and ‘D’ Posts, under his jurisdiction as
specified in the schedule to Central Civil Services (Classification, Control and Appeal) Rules,
1956. Under provision to sub-rule (1) of Rule 9 of CCS(CC & A) Rules, 1965. E-in-C has
delegated the powers and authorized the following authorities to make first appointments to
Group ‘C’ and ‘D’ posts to the extent shown :-
Authority Posts
(a) CE Command
(b) CE Zone
(c) CE Project
(d) Commandant CME
(e) Commandant Engineer Group and Centers - All Groups ‘C’ and ‘D’ Posts.
(f) Officer-in-Charge Records, Engineer
Group and Centers
(g) CWE/Commander HQ Works Engineers (i) Group ‘C’ posts, maximum of whose
(h) OC ESD (Lt Col) pay in the time scale does not exceed
(j) Col Adm, CME Rs. 9000/-pm in the Schedule to CDS
Revised Pay) Rules, 1997, except Office
Superintendents
(k) OC Unit (Lt Col) (ii) All Group ‘D’ posts.
(l) GE/OC Works Section (Major/EE) (iii) Group ‘C’ posts max of whose pay in
the time scale does not exceed
Rs.4000/-pm in the Schedule to CDS
(Revised Pay) Rule 1997.
(m) OC ESD (Major) (iv) All Group ‘D’ posts. (E-in-C Nos
(n) OC Unit/Coy(Major/EE) 27304/EID dt 07 Jun 74. 27304/BID
dt 17 Feb 82 and PC to HF
27304/EID dt 27-6-86.
NOTES : (1) Authorities to whom the power are delegated under provision to Rule 9 (I) of CSS
(CC&A) Rules 1965by the original Appointing Authority are known as the
18
‘delegates’ authorities who cannot further delegate their powers even to
officiating incumbents working in their behalf.
(2) Delegation of powers under Rule 9 (I) of CCS(CC&A) rules 1965 cannot be given
retrospective effect.
(3) Major penalties should in no case be imposed by any authority (even if it is duly
empowered under Rule 9(I) by the original appointing authority) lower than the
authority who actually appointed the accused Government servant.
19. Confirmation
a) General :
(i) Quasi – permanency ceases to exist Confirmation will be made only once
in the service of an Official which will be in the entry grade.
(ii) Confirmation is delinked from the availability of permanent vacancy in the
grade. In other words a officer who has successfully completed the
probation may be considered for confirmation.
b) Confirmation in the grade to which initially recruited.
(i) As at present, the appointee should satisfactorily complete the probation.
(ii) The case will be placed before the DPC (for confirmation).
(iii) A specific order of confirmation will be issued when the case is cleared
from all angles.
(Para 7, MES SO)
c) On Promotion
(i) If the recruitment rules do not prescribe any probation , an officer
promoted on regular basis (after following the prescribed DPC etc
procedure) will have all the benefits that a person confirmed on the grade
would have.
(ii) Where probation is prescribed, the appointing authority will on completion
of the prescribed period assess the work and conduct of the officer himself
and in case the conclusion is that the officer is fit to hold the higher grade,
he will pass an order declaring that the person concerned has successfully
completed the probation. If the appointing authority considers that the
work of the officers has not been satisfactory or needs to be watched for
some more time he may revert him to the post or grade from which he was
promoted, or extend the period of probation as the case.
Since there will be no confirmation on promotion before an officer is
declared to have completed his probation satisfactorily, a rigorous
screening of his performance should be made and there should be no
hesitation to revert a person to the post or grade from which he was
promoted if the work of the officer during probation has not been
satisfactory.
(Art 202 CSR and para 6.MES SO)
(d) CCS (Temporary Service) Rules
(i) As no officer otherwise eligible will have to wait for confirmation pending
availability of a permanent vacancy, the need for following the existing
procedure for declaring a person quasi-permanent ceases to exist.
Accordingly, the provisions relating to the quasi permanency in the CCS
(Temporary Service) Rules will be deleted.
(ii) As there will still be situations where appointments are made against
posts/establishments which are created for definite and purely temporary
periods e.g. Committees/Commission of Enquiry, organizations created for
meeting a particular emergency which is not expected to last for more than a
few years, posts created for projects for specified periods, the remaining
provisions of the Temporary Service Rules will continue to be in force.
19
(e) Lien
The concept of lien as the title of a Govt. servant to hold substantively a
permanent post will undergo a change. Lien will now represent only the right/title of a
Govt. servant to hold a regular post, whether permanent of temporary, either immediately
or on the termination of the periods of absence, The benefits of having a lien in grade will
thus be enjoyed by all officers who are confirmed in the grade of entry or who have been
promoted to a higher post declared as having completed the probation where it is
prescribed, or those who have been promoted on regular basis to a higher post where no
probation is prescribed under the Rules, as the case may be.
The above right/title will, however, be subject to the condition that the junior
most person in the grade will be liable to be reverted to the lower grade if at any time the
number of persons so entitled is more than the posts available in that grade. For example,
if a person who is confirmed or whose probation in a higher post has been declared as
having been completed or one who is holding a higher post for which there is no
probation on regular basis, reverts from deputation or foreign service and if there is no
vacancy in that grade to accommodate him, the junior most person will be reverted. If,
however, this officer himself is the junior most, he will be reverted tothe next lower grade
from which he was earlier promoted.
(Art 31 CSR)
(f) Pension
Since all the persons who complete probation in the first appointment will be
declared as permanent, the present distinction between permanent and temporary
employees for grant of pension and other pensionary benefits will cease to exist.
(g) Reservation for SC/ST
As a result of introduction of confirmation only at the entry stage and the
delinking of confirmation from the availability of permanent posts, the need for
reservation at the time of confirmation in posts and services filled be Direct Recruitment
as per the existing instructions will cease to exist as everyone who is legible for
confirmation will be confirmed.
(Art 29 CSR)
(h) Seniority
According to para 2.3 of the consolidated orders of seniority issued vide this
Department’s OM No. 22011/7/86. Estt(D) dated 3.7.86 where persons are confirmed in
an order different from the order of merit indicated at the time of their recruitment of
promotion, seniority shall follow the order of confirmation and not the original order of
merit. Since there is confirmation in the entry grade, seniority will continue to be
determined on the basis of confirmation in that grade.
(G of I, Min. of Personnel. Public Grievances & Pensions Delhi No. 18011/1/86-Estt. (D)
dt. 28th March, 1988)
(Art 26 CSR)
20
Appendix ‘A’
(Precis No.1503)
(Refer Para 13 (a))
DEFINITIONS OF “INDUSTRIAL ESTABLISHMENT”
AND “INDUSTRIAL EMPLOYEES”
(M of D, UO No, 993/D ( Lab-II of 18 Mar 56)
(a) Industrial Establishment
An industrial Establishment means :-
(i) An establishment employing not less than ten employees and where a
“manufacturing process” (as defined in the Factories Act ) is being carried on.
(ii) An establishment employing not less than ten employees engaged in a “scheduled
employment” (as defined in the Minimum Wages Act).
(iii) An establishment having staff employed directly on works and whose pay is
charged to work (i.e. establishments now known as work charged establishments
irrespective of the strength of the employees engaged in the establishment.
(iv) Any other establishment specifically declared by Government to be an Industrial
Establishment.
(b) Industrial Employees
An industrial employee may be understood to mean any person employed in an Industrial
establishment other than the following:-
(i) Administrative staff
(ii) Supervisory staff
(iii) Clerical staff.
(iv) Watch and Ward and Security staff.
(v) Conservancy staff.
(vi) Fire Fighting staff.
(vii) Messengerial staff.
(viii) Medical staff.
(ix) Such other categories of staff as may specified in this behalf by Government from
time to time.
21
Appendix ‘B’
(Precis No. 1503
(Refer Para 13 (b))
CLASSIFICATION INTO INDUSTRIAL/NON-INDUSTRIAL
(G of I, M of D letter No. 4 (16) 50/12873/D-11 dated the 20 Nov 50)
In continuation of this Ministry’s letter No. 2 (23)/D-11 dated 19th august 1949, I am
directed to say that the following categories of employees in the lower establishments under
Engineer-in-Chief will be classified as non-industrial employees. All remaining categories of
employees in these establishments will be classified as industrial employees:
(a) B & R and E & M Branches
Superintendents B/R and E/M Grade I and Grade II, (now JEs) Foreman Drillers
(Rotary), Driller (Rotary), Chargemen (Overseers), Sub -Overseers and Meter
Readers.
(b) Barrack/Stores Establishment
Supervisor Barrack/Stores Grades I and II.
Storemen and Store checkers, Store keepers Grade I and II and Civilian Store
Keepers.
(c) Surveyors
Surveyor Assistants Grade I and II. (now JE QS & C)
(d) Clerical Establishment
Office Superintendents, Assistants, Clerks Upper and Lower Division,
Stenographers (including Personal Assts). Translators and Record Keepers
(e) Drawing Establishment
Chief Draughtsmen, Senior Draughtsmen, Draughtsmen Grades I,II,Tracers,
Poster Artists, Ferro-printers and Blue printers.
(f) Photographers, Projectionists, Cinema Grade I, II and III, Cinema projectionist,
Telephone Operators.
(g) Laboratory Establishment
Senior Research Assistants, Laboratory Demonstrators, Laboratory Assistants and
Laboratory Attendants.
(h) Library Establishment
Librarians and Assistant Librarians
(i) Fire Fighting Establishment
Assistant Fire Superintendents, Leading Fireman and Fireman.
(j) Searchers
Head Male Searchers, Male Searchers, Female Searchers.
(k) Instructors
Foremen Instructor Trades, Draughtsmen, Instructors Grade II, Civilian
Instructors, Foremen, Civilian Trades Instructors, Civilian School Masters and
Religious Teachers/Teachers/Padris
(l) M.T Supervisors, M.T. Drivers and Foremen and Fire Foremen/Supervisors.
(m) Supervisors, Labour(Supervisor), Barbers, Washermen, Cooks, Gardeners, Water-
Carriers, Khanasamas, Malis, Bhisties, Grass Cutters, Safaiwalas and Chainmen
with Land Surveyor.
(n) Daftries, Peons, Chowkidars, Khanasama, Chowkidars, Gate Keepers
(Senior/Junior Grades) Messengers and Despatch Riders.
22
Precis No 1504
Management School
CONDITIONS OF SERVICE
CIVILIANS OF THE MILITARY ENGINEER SERVICE
Introduction
1. Each organization has laid down certain set rules and conditions of service which govern
its establishments as regards to appointments, discipline, pay and allowance, discharges and the
like matters.
2. This précis deals, in general, with important terms and conditions of service governing all
classes of civilian employees in the MES.
Appointments
3. The standard rule for recruitment to any Central Service or post is that a candidate must
be: -
(a) a citizen of India, or
(b) a subject of Nepal, or
(c) a subject of Bhutan, or
(d) a Tibetan refugee who came to India before 1 Jan 1962, with the intention of
permanently settling down in India, or
(e) a person of Indian origin who has migrated from Pakistan, Burma, Sri Lanka and
East African Countries of Kenya, Uganda and Tanzania, with the intention of
permanently settling down in India.
Provided that candidates belonging to categories (b), (c) and (d) above will not be eligible
for appointment to Indian Foreign Service, and candidates of the categories at (b),(c), (d) and (e)
should possess a certificate of Eligibility issued by the Govt. of India,
(Department of Personnel and AR Resolution No. 15011/1/76-Estt (B) of 29 Apr 1976)
4. On first appointment the following conditions should be satisfied:
(a) Educational qualifications
These are laid down in the Recruitment Rules for the respective categories and
technical qualifications are also specified therein. The minimum educational
qualification, except for certain tradesmen and Group D posts, is normally
matriculation of equivalent and for Peon, Jamadars, Daftries is Middle School
Standard.
(b) Age Limits
Age limits for direct recruitment should be as prescribed in the Recruitment Rules
for the various categories. Where the Recruitment Rules have not been framed for
any category , the age should be normally not be less than 18 years and more than
25 years.
(CSR Art. 51)
NOTES :- (1) The crucial date for determining the age limit mentioned in the
Recruitment Rules will be the closing date for receipt of
applications from candidates in India and where appointment are
made through Employment Exchanges, the crucial date for
determining the age limit will be last date upto which Employment
Exchange was asked to submit the names.
(Govt of India, decision No.(41) below Art. 51 CSR
Chaudri’s Compilation, 11th Edition)
23
(2) Rules for determining/regarding age on recruitment are contained
in AI 200/55 as amended by AIs 141/56, 125/57, 290/60 and
194/68).
(c) Character and Antecedents
Character and antecedents are verified through the police department on the
prescribed form
(Appendix ‘A’)
(d) Medical examination
No person may be appointed to a post in Govt Service without a medical
certificate of health as prescribed in Art 49. CSR.
NOTES : (1) Medical certificate for appointments not exceeding 3 (three)
months is not necessary.
(2) The Medical Authority is the Civil Medical Board for gazetted
appointment, a Commissioned Medical Officer of Civil Surgeon,
District Medical Officer of equivalent rank for Group (C)
employees and Authorised Medical Attendant for Group D
employees.
(AI 163/71).
(3) In addition to Medical Certificate under Art 49 CSR, Civilian Govt
Servants are liable for field service and medical examination under
the CDS (Field Service Liability) Rules, 1957.
(MES Regs, para 91)
(e) Plural marriage
No person, who has more than one spouse living, is normally eligible for
appointment and no individual, who has already one living spouse, shall contract
another marriage without the prior permission of the Govt.
(G of I, Min of Def. No 18 (1)/16770/D (Lab) dated 25 Nov 1954)
Relaxation of Age Limit
5. Where Recruitment Rules have been framed, the competent authority, to relax the upper
age limit, is the Ministry of Defence.
6. Where the Recruitment Rules have not been framed, the upper age limit can be relaxed
by the Head of the Department under Art 51 CSR.
Notes : (1) Relaxation of age limit should ordinarily be made only where
Recruitment Rules provide for such relaxation.
(2) UPSC should be consulted where Recruitment Rules have been
framed in consultation with the Union Public Service Commission.
(G of I, Min of Def Memo No 5(1)/3881dated 11 May 1955)
Age Concessions
7. Certain age concessions sanctioned to a few specified categories of personnel for purpose
of appointment in Group ‘C’ and ‘D’ posts under the Govt. of India, are given below :
(a) Scheduled Castes and Scheduled Tribes - 5 years
(b) Ex-NCC personnel and whole time cadets - Period of service in NCC
. Instructor. plus 3 years
(c) Ex- GREF personnel - Period of GREF service plus 3 years.
(d) Retrenched Central Govt employees - Period of service under Govt of India
24
plus 3 years.
(e) Displaced goldsmiths - 5 years (in non-industrial posts);
upto 45years for posts in Industrial
establishments only
(f) Ex-TA personnel - Period of embodied Service plus 3
years.
(g) Repatriates from Burma and Ceylon who - Upto 45 years.
migrated to India on or after 1-1-63 and
1-11-64 respectively.
(h) Persons of Indian origin employed in Govt - No age restriction.
service in Kenya, Uganda and Tanzania who
migrated to India due to constitutional
changes.
(j) Ex-TB patients and Pleurisy patients -
discharged from Central Govt. Service on
account of affection with T.B./Pleurisy to
the post previously held or equivalent posts :
(i) if they exist in their own department - No age restriction,
department.
(ii) if they do not exist in their own - period of previous
department. - service plus 3 years.
(k) Educationally qualified Group D emplo- - Period of service rendered
yees, registered with employment exchange. Under Govt. of India
for appointment to Group ‘C’ posts
(l) Casual labourers for absorption in regular - Period spent as casual
establishment in Group ‘D posts labourer. Broken period of
service rendered as a casual
labourer also be taken into
account for purpose of age
relaxation for appointment in
regular establishment
provided that one stretch of
such service is for more than
6 months.
NOTES : (1) “Retrenched Govt Servant” /Ex-GREF and NCC Personnel should
have served at least for six months continuously prior to
retrenchment/release.
(2) “A casual labourer” means a person not borne on the regular
establishment of an office who has rendered a minimum of two
years continuous service as casual labourer in the office/
establishment in which he is employed (persons who render at least
240 days of service, during each of two years referred to above,
shall also be deemed as having rendered a minimum of two years
continuous service as casual labourer).
(Cabinet Sectt, Department of Personnel and AR Notification No
2/10/72-Estt (D) dt 7 Mar 1974. & CPRO 26/76)
Age concession admissible to ex-servicemen who have put in a minimum of 6 months
service in the Armed Forces of the Union is the period of such service plus 3 years.
(Dept. of Personnel and AR Memo No 13/24/73- Estt (C) dt 26 Oct 1974).
9. In the case of blind, deaf-mute and orthopaedically handicapped persons, the upper age
limit is relaxable upto 10 years.
(G of Min of Home Affairs Memo No 4/3/68-Estt (D) dt 15 Apr 1969 as amended vide
Memo No 15012/6/77-Estt (D) dt 28 Jan 1978)
25
NOTE : The physically handicapped persons belonging to scheduled castes/
scheduled tribes are eligible for the relaxation over and above the age
relaxation of 5 years admissible to them as scheduled caste/tribes
candidates.
(CPRO 100/77)
10. Age limit for departmental candidates, allowed to compete with the nominees of
Employment Exchange/open market candidates for direct recruitment in Group ‘C’ posts
in the same Department, is relaxable upto the age of 40 years for SC/ST, provided the
posts are in the same line or allied cadre and they have rendered not less than 3 years
continuous service in the same department.
(G of I, Dept. of Personnel and AR Memo No 4/474-Estt (D) dt 20 July 1976 and Army
HQ No 64803/POLLICY/E1C(4) dt 30 Sep 88)
Compassionate appointment of widow or son or daughter or near relative of deceased
government servants.
11. Compassionate appointment of widow or son or daughter or near relative of a
government servant who dies while in harness, is permissible without reference to
sponsoring by Employment Exchange, in the event of there being no other earning
member in the family. In exceptional cases when a Department is satisfied that the
condition of the family is indigent and in distress, the benefit may be extended to
son/daughter/near relative of the Government Servant retired on medical grounds under
Rule 38 of (CCS Pension) Rules, 1972 or corresponding provision of CSR before
attaining the age of 55 years in respect of Group ‘C’ employees (Non-Industrial) and 57
years in respect of Group ‘D’ employees and Industrial Employees of Group
‘C’.Consolidated instructions are issued vide G of I, Min of Pers. Pub. G & Pension
(Deptt of P & Trg.)Memo No.1401416/94-Estt(D) dt 09 Oct 1998.
12. The competent authority to make compassionate appointment is the Zone CE in respect
of cases involving no relaxation of age or education qualifications, and where the
application for compassionate appointment has been received within a period of two
years from date of death/invalidment. In all other cases, the competent authority to make
such appointments is the E-in-C.
13. Compassionate appointment can be made only against direct recruitment quota.
Applicants should be appointed only if they are eligible and suitable for the post in all
respects under the provisions of the recruitment rules. In deserving cases, even when
there is an earning member in the family, a son/daughter/near relative of the deceased
Government servant can be considered for appointment with the prior approval of the
Secretary of the Department concerned.
14. The appointing authorities may ensure that total reservation for SC,ST, physically
handicapped persons and Ex servicemen, the details of which are given below, together
with carry forward reservation should not exceed 50% of the vacancies available on any
particular occasion.
(a) SC - 15%
(b) ST - 7½%
(c) Ex-Servicemen - 10% in group ‘C’ posts
20% in group ‘D’ posts
(d) Physically handicapped persons - 3%
(Min of Personnel, Public Grievances) and
Pension (Department of Personnel and
Training) OM No.14014/6/94-Estt (D)
dt 09 Oct 1998.
26
Recruitment of Scheduled Castes and Scheduled Tribes Candidate
15. Under the existing orders, reservation have been provided at 15 percent for scheduled
castes and 7 ½ percent for scheduled tribes in the matter of promotions to grades or
services in which the element of direct recruitment does not exceed 66⅔ percent. A 100 -
point Roster is to be maintained for the purpose.
16. The percentages of reservation for recruitment on a local or regional basis are prescribed
after taking into account the proportion of population of Scheduled Castes and Scheduled
Tribes to the total population in each State and Union Territories. A 200-Point Roster is
to be maintained for the purpose. A statement showing the points to be reserved for
Scheduled Castes and Scheduled Tribes based on the 1971 census figures, is annexed to
Cabinet Secretariat, Department of Personnel Memo No 1/3/72-Esst(SCT) dt 12 Mar
1973.
17. Rosters mentioned in paras 12 and 13 above, are to be inspected annually by Liaison
Officers nominated/appointed for the purpose.
18. Unfilled reserved vacancies are to be carried forward and cannot be filled by general
candidates without prior reservation orders from the Govt of India. Scheduled Tribes
candidates are also to be considered for appointment against a vacancy reserved for
scheduled caste candidates where such a vacancy cannot be filled by a Scheduled Caste
candidates even in the 3rd year to which the vacancy is carried forward, and vice-versa.
NOTE : (For detailed information, refer to the Brochure on Reservation for
Scheduled Castes and Scheduled Tribes, latest edition and Dept.of Pers & Trg.OM No
36012/2/96-Estt. (Res.) dated 02 July 1997).
19. With the approval of the competent authority, a cell has been set up in the Min of Def to
deal with matters relating to implementation of reservation orders for SC and ST. The
cell will function under charge of Director (E) Min of Def.
(E-in-C’s Branch letter No 90241/SC&ST/POLICY/E1C(4) dt 18 Mar 88).
Change of Name
20. A Govt servant wishing to adopt a surname or to effect any modification in the existing
name has to adopt the name formally by a deed, attested by two witnesses preferably
those known to the Head of Office. This should be followed by publication of the change
in the prominent local newspaper as well as in the Gazette of India at the Govt. servant’s
own expense. It is only after these formalities are completed that the adoption of the new
name or change in the existing name is officially recognized. True copies of the relevant
documents should be retained by the head of the office concerned.
(Govt of India, decision No (1) below Art 26 CSR, Chaudri’s Compilation, 11th Edition)
Discipline
21. The Central Civil Service (Classification, Control and Appeal) Rules, 1965 apply.
(See Precis No 1506)
Pay
22. Scales of pay have been laid down in the “Civilians in Defence Services (Revised pay)
Rules, 1997” published under SRO 18E dated 09 Oct 1997 effective 1-1-96.
Travelling Daily and Conveyance Allowances.
23. These are governed by Travel Regulations, 1976 and are dealt with in Precis No 1512.
27
Leave
24. See Precis No 1507.
Medical Attendance
25. The Central Civilian Services(Medical Attendance) Rules, 1944 have bee extended by the
Govt of India to the Civilians paid from Defence Services Estimates vide Min of Def No
9(4)54/8278/D(Civ-I) dt 18 Jul 1957, as amended, to non industrial and from 1 Jul 63 to
industrial categories with minimum of one years’s continuous service. Subject to
provisions of the Rules, expenditure incurred on medical attendance/treatment/cost of
medicines by the Govt servants and their families is re-imbursable. The above rules do
not apply to those entitled to medical benefits under CGHS (Central Govt. Health
Scheme) at certain stations like Delhi.
Holidays
26. Subject to exigencies of service all Civilian Govt employees are granted 17 holidays in a
calendar year. Industrial employees are also entitled to 3 National Holidays and 14
effective public holidays as per Min of Def.CM No F.8(7)-Estt(Spl)/60 dt 7Jan 61. The
Industrial and Non Industrial employees are, in addition, allowed two restricted holidays.
(Army HQ 64351/Leave/E1C dt 06 Aug 90).
27. The three National Holidays viz, 26th January, 15th August and 2nd October must be
observed by all. In substituting any of the other holidays notified by the Govt, for those of
local importance care is taken to ensure that religious susceptibilities of the staff of any
community are not a affected and such holidays as are specified in Govt. Orders may not
be substituted. The remaining holidays once decided in consultation with the
Welfare/Works Committees, should not be changed irrespective of whether they fall on
Sundays/Second Saturdays in future.
(G of I, Decision No (29) below Art 308.CSR, Chaudri’s Compilation, 13th Edition).
Compensatory Off
28. “Compensatory Off” equal to the time worked on a paid holiday may be granted to those
under the Factories Act, within 3 days before or after the weekly closing day. To those
not governed by the Factories Act, compensatory off may be granted in lieu of duty
performed on Sunday/Holiday within a month of its becoming due. The condition of one
month may be relaxed where such “off” within a month would cause serious dislocation
of current work. Where duty is performed for half a day, e.g., from opening time to till
lunch, two such half days should be taken as equivalent to one full day.
29. Compensatory Off can be combined with and prefixed or suffixed to regular/casual leave
as if it were a holiday.
(Min of Def Memo Nos, 11 (18)/56/D(Civ-II) dt 22 Jun 1967 and No 11
(1)/71/5045/D(Civ-I) dt 22 May 1971)
Retrenchment
30. Authorities competent to decide retrenchment are as under :-
(a) If retrenchment involved is less than 5% of sanctioned establishment or 50
persons whichever is less -E-in-C.
(b) If number exceeds 50 persons or 5% of sanctioned establishments – Min of Def.
(G of I, M of D No. 1(58)/55/6656/D(Lab) dt 30 Dec 1953 and 1(58)/3659/D(Lab) dt 15
Mar 54).
Surpluses/Deficiencies
31. Surpluses/Deficiencies except for the specialist categories peculiar to MES, are intimated
to Army HQ, AG’s Branch for adjusting under SAO 22/S/2002 for which purpose statements I
and II prescribed therein are submitted by units showing particulars of categories affected.
Adjustments are made in equivalent or lower categories. Such transfers on adjustment are treated
as in public interest. Where the orders of adjustment/transfer are received after the notice
28
period/actual discharge, the period of break may be converted into joining time without pay
provided it does not exceed 30 days, and the individual had rendered not less than 3 years service
on the dte of discharge.
(SAO 22/S/2002 read with CCS(Joining time) Rules, 1979)
Termination of Employment
32. (a) Temporary employees - One month’s notice.
NOTES :
(1) When services are terminated by the Appointing authority forthwith,
temporary Govt. servant claim an amount of pay plus allowances for the
period of notice or for the period by which such notice falls short of one
month.
(2) Services of a temporary employee may be terminated at any time without
notice on his being declared medically unfit for service.
(Rules 5 and 6, CCS (TS) Rules 1965)
(b) Permanent employees – Three month’s notice or pay plus allowances for the
period of notice or for the period by which such notice falls short of 3 months.
NOTES: (1) The termination of service/retrenchment is to take effect in the order of
juniority, consequent on reduction in the number of posts available for
Govt servants not in permanent service.
(2) The services are not liable to termination so long a post in the same grade
under the same appointing authority is held by a Govt. servant not in
permanent or quasi-permanent service.
(Rule 7, CCS(TS) Rules, 1965)
(c) Permanent employees – 3 months notice or pay and allowances for the period by
which such notice falls short of 3 months.
NOTES: The services of a permanent employee are dispensed with only on abolition of his
permanent post when he has the option of taking compensation pension to which
he may be entitled, or to accept another appointment on such pay as may be
offered and continue to count his previous pension.
(Rule 39, CCS (Pension) Rules. 1972)
Resignation
33. Permanent employees are required to give three months notice while temporary
employees are to give one month notice for resignation. However the appointing authority is
competent to waive/reduce the notice period. No notice for resignation is required for employees
on probation.
34. The employees however, be relieved of their duties only after acceptance of their
resignation.
(Rule 26 CCS(Pension)Rules, 1972)
Extension/Re-employment beyond the Age of superannuation
35. Extension of service/Re-employment beyond the age of superannuation can be justified
only in very rare and exceptional circumstances. The over-riding consideration for grant of
extension/re-employment is that it must be in the public interest and in addition, satisfy the
following two conditions :-
(a) that other officers are not ripe enough to take over the job : or
(b) that the retiring officer is of outstanding merit.
29
36. Proposals for extension/re-employment are to be initiated and submitted through proper
channel on the prescribed proforma issued under Department of Personnel and AR OM
No 26011/1/77-Estt(E) dt 18 May 1977, to authorities as under :-
(a) Group ‘D’ employees - secretary of Administrative Ministry concerned.
(b) Group ‘C’ employees -Minister in charge of the Administrative Ministry.
(c) Group ‘A’ and ‘B’ posts :
(i) for extension/re-employment - Minister in charge
upto age of 60 years
(ii) for extension/re-employment - Establishment Division of the Department
beyond the age of 60 years of Personnel and Administrative Reforms.
37. Consultation with Ministry of finance is necessary in the following cases :
(a) Extension of service of group ‘D’ employees;
(b) Extension in a non-technical post where the period exceeds one year at a time;
(c) Extension in a Scientific post/Technical post where the period exceeds two year at
stretch.
38. Concurrence of Union Public Service Commission is necessary in case of re-employment
for more then one year in Group ‘A’ and ‘B’ posts.
(Dept.of Personnel and AR CM No 26011/1/77Estt(E) dt 18 May 1977).
Age of Superannuation
39. (a) Except as otherwise provided every Govt. servant shall retire from service on the
afternoon of the last day of the month in which he attains the age of 60 years w.e.f.
13.5.98.
(b) Industrial categories and Group ‘D’ employees (except Group ‘D’ of Secretariat
security force) retire from service on the last day of month in which they attain the age of
60 years w.e.f.. 13-5-98.
(extract from Notification No 7(7)-EV(A)/74 dt 07 Feb 1979 from Min.of Fin.).
Pension
40. Permanent employees with minimum of 10 years qualifying service are eligible for
pension, gratuity under CCS (Pension) Rule 1972. Where the qualifying service is less
than 10 years they are entitled to service gratuity. (see Precis No. 1515)
( Rule 49 CCS (Pension)Rules,1972)
41. A Govt. servant who, on his retirement from service on attaining the age of
superannuation or on his being declared to be permanently incapacitated for further
service by the appropriate medical authority, has rendered temporary service of not less
than twenty years, has been brought within the purview of CCS (Pension) Rules 1972 and
in that case the condition of holding a pensionable post such Govt. servants are eligible
for grant of superannuation/invalid pension, DCR Gratuity and family Pension under the
CCS (Pension) Rules, 1972.
(G.I., Min of Home Affairs )DPAR) OM No. 38(16)/(30) Pension Unit/80 dt 30 Dec
1980)
42. No gratuity is admissible if Govt. servant resigns his post or is removed/dismissed from
service as a disciplinary measure.
Security Deposit
43. Unless specifically exempted, civilians entrusted with the custody of stores or cash will
furnish security. For details see MES Regs.. paras 102 to 107.
Married Accommodation Civilians
44. Authorisation of married accommodation for civilians of various categories have been
laid down in the ‘Scales of Accommodation for Defence Service 1983’ under paras 61.4 .1. to
61.4.6. The scales for various types of accommodation are given in part-V Chapter 61-III of the
30
above scales and stations where married accommodation for civilian is authorized is shown in
Appendix ‘F’ of the above scales 1983. In addition to this, civilians CEs/ACEs and maintenance
CWEs and GEs are authorized accommodation as authorized to service officers. Civilians
holding other appointments shall be provided Govt/hired accommodation at stations where such
accommodation is built/hired for them or accommodation is found surplus to Military
requirements. (Authority : SAO 10/S/86)
Working Hours
45. Working hours for non-industrial are 40 hours per week. For industrial categories,
working hours laid down in the factories act will be followed.
(Para 19, E-in-C’s Standing Order for MES)
46. Working hours of Chowkidars vary from 8 to 12 hours a day to suit local conditions.
They are normally placed in shifts of 8 hours each.
47. Working hours for Chowkidars on care of vacant buildings are 24 hours with a
reasonable period off duty for consecutive 24 hours in a fortnight or Consecutive 48 hours in a
month. Such chowkidars are allotted free family accommodation in or near the vacant buildings
they are required to look after.
(E-in-C No 30708/EID(2) dt 30 Jun 53 and 30708EID(2) of 29/31 May 1964)
Casual Personnel – on Daily Rates
48. When period of engagement is less than one month, they are ordinarily employed on
daily rates of pay. Casual personnel on daily rates of pay are entitled to 24 hours ‘notice of
discharge. Form of intimation vide E-in-C No 42383/EID(2) dt 15 Jan 54 is given at Appendix
‘B’. (MES Regs, para 89)
49. Daily wages are fixed by Board of Officers convened by the Station Commander. The
Board may lay down the lower and higher limits. The minimum wages will in no case be lower
than those authorized under the Minimum Wages Act, 1948 and the maximum in no case higher
than the maximum rates (including dearness allowance) laid down for corresponding posts under
the CDS (Revised Pay) Rules, 1997. The actual wages are to be fixed by GE within these limits
keeping in view the local civil rates prevailing in his Division.
(Para 345, Regs for the MES)
50. There is a complete ban on engagement of additional staff on daily wages basis in all
government offices. The idea is that the ban on creation of a post may not be circumvented by
engaging daily wages labourers/staff for work of regular nature against a regular post or even
otherwise. The orders however do not cover engagement of casual labourers on daily wages
basis on required basis for work of purely temporary/casual or seasonal nature provided their
employment is not held against regular sanctioned vacancies.
(E-in-C’s Branch letter No 79962/EIC dt 24 Sep 85)
51. Guidelines in the matter of recruitment of casual personnel on daily wages basis :-
(a) Persons on daily wages should not be recruited for work of regular nature.
(b) Recruitment of daily wages may be made only for work which is of casual or seasonal
or intermittent nature or for work which is not of full time nature, for which regular posts
cannot be created.
(c) When the nature of work entrusted to the casual workers and the regular employees is
the same, the casual workers may be paid at the rate of 1/30 th of the pay at the minimum
of the relevant pay scale plus DA for work of 8 hours a day.
(d) In case where the work done by a casual workers is different from the work done by a
regular employee, the casual workman be paid only the minimum wages notified as per
the Minimum Wages Act. 1948.
(e) The casual workers may be given one paid weekly off after 6 days of continuous work.
(Department of Personnel and Training OM No 49014/86-Estt dt 07 Jun 88, and E-in-C’s
Branch letter No 79962/PI/EIC(4) dt 22 Aug 88.
31
Casual Personnel on Monthly Rates of Pay
52. (a) Casual personnel are recruited only when it is anticipated that they will not be required
for more than six months. They are employed for specific period against specific work. It
should be clearly stipulated in their terms of employment that their service are liable to
termination at any time without notice during the period of their casual employment. If
the employment is likely to continue beyond six months, the individual is treated as a
temporary employee from the date of his original appointment.Detailed instructions are
issued vide AG’s Br Army HQ letter No.15226/Org.4 (Civ) (a) dated 24 April 98.
(Para 89, MES Regs)
(b) Muster Roll employment is allowed for maximum of 25 days in one spell. Casual
appointment is to be restricted to maximum of 89 days of each spell.
(AHQ letter No 79962/EIC dated 23 Oct 86)
53. Casual personnel are to be paid a fixed pay at the minimum of the pay scales prescribed
under CDS(RP) Rules. 1997) for the corresponding categories of regular employees.
54. A minimum of Rs. 2550/- pm may be allowed as fixed pay with effect from 1-1-97(i)
Defence civilians paid from contingencies, training grants etc and (ii) casual employees
employed on monthly rates of pay who are already in receipt of minimum pay of
Rs.2550/-p.m. as fixed pay DA and other allowances as admissible to regular employees
will also be admissible to them.
(Min of Def OM No 11(1)/86/D(Civ-I) dt 7 Aug 87 circulated vide E-in-C’s Branch letter
No 90270/P&A/POLICY/EIC(3) dt 1 Dec 87)
Increment to Casual Personnel on Regularisation
55. Casual personnel are deemed notionally to have been appointed regular at the minimum
of the revised scales of pay with effect from the date of commencement of last spell of
continuous casual service before regularization.
(G of I, Min of Def No CP(P)/6850/NHQ/1328/d(Civ-I) dt 02 Mar 1979).
56. As a one time measure, casual workers recruited before issue of the instructions
contained vide Min of personnel and Training, Admin Reforms and Public Grievances and
Persons (Department of Personnel and Training) OM No 49014/18/84-Estt(C) dt 7 May 85 may
be considered for regular appointment to Group ‘D” posts in terms of general instructions, even
if they were recruited otherwise than through the Employment Exchange, provided they are
eligible for regular appointment in all other respects.
(E-in-C’s Branch letter No 79962/EIC dt 30 May 86 and Min of Personnel OM dt 7 May 85).
Overtime Pay
57. Casual industrial personnel are also entitled to overtime pay like other industrial
employees as per para 95 of MES Regs and Govt order issued from time to time.
Uniform
58. Rules for supply of uniforms to certain eligible categories of Group ‘C’ and ‘D’
employees like Jamadars, Chowkidars, Peons, Daftries, Safaiwalas, Malis etc, are given in
DOPT No 14/8/90 – JCA dated 29 June90 and other Govt. orders issued from time to time.
59. Revised rates of stitching charges have been circulated under DOPT’s OM No 14/2/90-
JCA dt 02 May 90.
60. Pattern of summer uniforms to be provided in future has been revised. Future designs of
summer uniforms would be on the pattern of Safari Suit of Special Dasuti Khadi in fast biscuit
colour to be supplied when it becomes due next after utilizing the already supplied uniform for
full period of its life. (G of I, Min of Def No 12(2)/73/D(Civ-II) dt 10 Jun 1980).
Details of length of cloth and stitching charges for Safari Suit are laid down in Min of
Def OM No 12(2)/74/D(Civ-II) dt 4 Jun 80).
32
Appendix ’A’
(Precis No.1504
(Refer Para 4 (c)
ATTESTATION FROM
“WARNING”
Affix signed
The furnishing of false information of suppression of any factual
passport size
information in the Attestation Form would be disqualification and is
(5cm X7 cm
likely to render the candidate unfit for employment
approx)- Copy of
under the Government
recent
photograph –
2. If detained, convicted, debarred subsequent to the completion and
submission of this form, the details should be communicated
immediately to the Union Public Service commission or the authority to
whom the attestation form has been sent earlier, as the same may be,
failing which it will be deemed to be as a suppression of factual
information.
3. Off the fact that false information has been furnished or that there has
been suppression of any factual information in the attestation forms
comes to notice at any time during the service of a person, his services
would be liable to be terminated.
1. Name in full (in block capitals) with aliases, (Please indicate if you SURNAME
have added or dropped in any state any part of name or surname). NAME
2. Present address in full (i.e., Village, thana and District or house
number, Lane/Street/Road and Town.
3. Address in full i.e.
(a) Village, Thana and District or House Number,
Lane/Street/Road and Town and Name of District HQs.
(b) If originally a resident of Pakistan, the address in that Country
and the date of migration to Indian Union.
4. Particulars of places (with periods of residents) where you have resided for more than one
year at a time during the preceding five years. In case of stay abroad (including Pakistan)
particulars of all places where you have resided on more than one year after attaining the age of
21 Years, should be given.
From To Residential address in full (i.e. Name of the
Village, Thana and District or District Headquarters of the
House No. Lane/Street/Road & place mentioned in the
Town) preceding column.
5. Name Nationality (by Place of Occupation (If Present Postal Permanent
birth and/or by birth employed give address (if Home address
domicile) designation and dead give last
official address) address)
(i) Father (Name in full address if any)
(ii) Mother
(iii) Wife/Husband
(iv) Brothers
(v) Sisters
33
(a) Information to be furnished with regard to sons and /or daughters in case they are
studying in a foreign country.
Name Nationality by Place of birth Country in which Date to………..
birth and /or by studying /living Which studying
domicile with full address living in the
country
mentioned
previous col.
6. Nationality
7. (a) Date of birth - (a)
(b) Present age - (b)
(c) Age at Matriculation - (c)
8. (a) Place of birth, district and State - (a)
in which situated.
(b) District and State to which you belong - (b)
(c ) District and State to which your father - (c)
originally belong
9. (a) Your religion -
(b) Are you a member of Schedule -
Caste/Sch. Tribe, Answer ‘Yes’ or ‘No’
And if the answer is yes state the name thereof.
10. Educational qualification showing place of education with years in Schools and College
since 15th year of age :-
Name of School/College Date of entering Date of leaving Examination passed
With full address
11. Are you holding or any time held an appointment under the Central or Sate Govt. or a
Semi-Govt. or a Quasi-Govt-Body or an autonomous body, or a Public Undertaking, or a Private
Firm or Institution, if so, give full particulars with dates, of employment upto date.
Period Designation emolument Full Name and Reasons for
From To and nature of employment Address of employee leaving previous
service
12. If the previous employment was under the Government Of India, a State Government/an
undertaking owned or controlled by the Government of India or a State Government an
autonomous body/university/local body. If you had left service or giving a month’s
notice under Rule 5 of the Central Civil Services (Temporary Service) Rules 1965, or any
similar corresponding rules where any disciplinary proceeding framed against you , or
had you been called upon to explain your conduct in any matter at the time of you give,
notice of termination actually terminated.
13. (a) (i) Have you ever been arrested Yes/No
(ii) Have you ever been prosecuted Yes/No
(iii) Have you ever been kept under detention Yes/No
(iv) Have you ever been bound down Yes/No
(v) Have you ever been fined by a court of Law Yes/No
(vi) Have you ever been fined by a Court of Law for any offence Yes/No
(vii) Have you ever been debarred from any examination or rusticated Yes/No
34
by any University or any other educational authority/institutions
(viii) Have you ever been debarred/disqualified by any public service Yes/No
examination from appearing at the examination/selection
(ix) Is any case pending against you in any court of law at the time Yes/No
of filling up this attestation form
(x) Is any case pending against you in any University or any other Yes/No
educational authority Institution at the time of filling up this
attestation form
(b) If the answer to any of the above mentioned questions is ‘Yes’ give full particulars
of the case/arrest/detention/;conviction sentence/punishment etc. at the time of
filling up this form.
NOTES:- (i) Please also see the ‘Warning’ at the top of this attestation form.
(ii) Specific answers to each of the questions should be given
by striking out ‘Yes’ or ‘No’ at the case may be.
13. Name of two responsible persons of your 1
locality of two references to whom you are known 2
I certify that the foregoing information is correct and complete to the best of my
knowledge and belief. I am not aware of any circumstances which might impair my
fitness for employment under Government.
Signature of the Candidate
Date
Place
IDENTITY CERTIFICATE
Certificate to be signed by one of the following :-
(i) Gazetted Officers of Central or State Government.
(ii) Members of Parliament or State legislature belonging to the constituency with the
candidate or his parent/guardian is ordinarily resident.
(iii) Sub Divisional Magistrate/Officers.
(iv) Tahasildar of Naib/Deputy Tahasildars authorized to exercise magisterial powers.
(v) Principal/Headmaster of the recognized School/College.
(vi) Block Development Officer.
(vii) Postmaster.
(viii) Panchayat Inspectors.
Certified that I have known
Shri/Smt/Kumari…………………………………………….…………………...
Son/daughter of
Shri…………………………………………………………………………………………………
….
For the last …………………… years………………….months and that to the best of my
knowledge and belief the particular furnished by him/her are correct.
TO BE FILLED BY THE OFFICER
(i) name designation and full address of ………………………………………………
the appointing authority ……………………………………………....
(ii) Post for which the candidate is being considered…………………………………
……………
35
Appendix ‘B’
(Precis No 1504)
(Refer Para 48)
FORM OF INTIMATION
(E-in-C No 42383/EI(D)(2) of 15 Jan 54)
Without prejudice to the right of the Govt of India to terminate your
service without notice and with immediate effect or with effect from any date
earlier or later than the probable date mentioned below you are hereby
informed that your service are terminated hereby and probable date from
which your discharge will operate would be (state the date here).
Please take notice of the above.
36
Precis No 1505
Management School
SCALES OF PAY
Introduction
1. Government have laid down different scales of pay for various classes
and cadres of establishments to compensate them for their services.
2. This precis deals with the scales of pay and allowances for different
cadres of establishment employed in the MES.
Scale of Pay
3. Whenever there is a revision or change in scales of pay attached to post
the existing incumbents are allowed an option to either elect the revised
scales of pay or retain the existing scales of pay. This option when once
exercised is final.
NOTE :- The spirit of rules is to protect an officer the pay of which post
is re-organised from personal loss and either to let him continue on his old
scale or to bring him on the new scale with such personal allowances as
may be necessary to make up his emoluments whether fixed or
progressive, to those which he formerly enjoyed.
(Govt of India, Fin Dept No 4464P dated 17 Jul 1967)
Civilian Officers and Subordinates
4. Scales of pay prescribed at present for the civilians in Defence Services
based on recommendations of the Fifth Pay Commission have been
notified in SRO 18-E dated 9 October 97 in respect of Group ‘A’, ‘B’ officer
and ‘C’ & ‘D’ employees.
[MOD No11(6/97/D(Civ-I) dt 9 October 97]
5. The above rules are known as the Civilians in Defence Services (Revised
Pay) Rules 1997 and are deemed to have come into force on the first day
of January, 1996.
Trade Test
6. Trade tests for various trades are laid down in “Defence Service
Regulations (Qualifications Regulations for Soldiers), 1958” as amplified by
E-in-C from time to time. One month’s advance notice is required for test.
Result are published in PTOs. Trade posts not mentioned on “Defence
Services Regulations (Qualifications Regulations for soldiers), 1958” and
any clarification required are referred to E-in-C. Trade tests are not
required of non industrial personnel except for MT driver as per syllabus for
recruitment & promotion.
NOTE :- (1) Trade Tests, where prescribed by E-in-C are required to
be passed for (a) Appointments and promotions, (b) Crossing
of EB and
(c) Permanent appointment.
2) Trade Test for purposes for (c) above is not required if
the individual has passed the trade test for (a) of Note 1
above.
37
(3) Three chances are allowed for trade test in direct line
of promotion after which the trade test may be taken on
alternate occasions.
(4) Syllabus is prescribed by the E-in-C.
(5) Trade test should be held twice a year.
(6) Select list of trade test will be valid for one year
extendable by one more year & tradesmen who do not get
promoted within this period will be liable for re-test.
(Standing Orders by E-in-C, paras 36-41)
(E- in- C’s Br Army HQ No.40751/E1C dt 21 April 81)
Civilian MT Driver
7. Civilian MT Drivers are NOT treated as workmen.
(G of I/ M of D No. 16(39) 51/2270/D (Civ) of Mar 52)
Efficiency Bar – Crossing of
8. In order to have effective application of the efficiency bar, the cases of
employees eligible for crossing EB are to be considered by DPC on the
basis of records of performance available upto the date of consideration.
The DPC is concurred by the Appointment Authority. Increments involving
EB after being screened by the DPC are sanctioned by the Ministry of
Defence in the case of Group ‘A’ officers, E-in-C in the case of Group ‘B’
officers and by the various Appointing Authorities in the case of group ‘C’
and ‘D’ employees .EB discontinued from 1-1-96 based on RPR-97.
9. Where the case of a Govt servant has not been considered for crossing
the efficiency bar due to pendency of a disciplinary/vigilance case
against him, he may be allowed to cross the efficiency bar from the due
date retrospectively, if he is completely exonerated unless the competent
authority decides otherwise, If not completely exonerated, his case for
crossing the efficiency bar cannot be considered with retrospective effect
from the due date.
(G of I, Min of Def Memo No 25(34)/61/D(Appts) dt 30 Nov 67)
Fixation of Pay on Promotion to Higher
Appointments/Transfer from Other Depts.
Promotion
10. On promotion to a higher post, the pay of the employees should first be
increased by one increment in the lower scale and then fixed in the
higher scale at the stage next above the pay so arrived at (Art.156-A,
CSR). When pay in the lower post is drawn at the maximum of the scale,
a notional increment equivalent to the amount of last increment in the
lower scale is given and the pay is the fixed, in the higher scale at the
stage next above the notional pay so increased under the provisions of
Art 156 A CSR.
FR 22 (I) (a) (1)
(Govt of India, Min of Def Memo No 2(14)74/D(Civ-I) dt 20 may 1974)
Industrial and work charged employees on their appointments, promotion
etc or transfer from one posts to another should be regulated under the
relevant orders applicable to Non-Industrial employees. These orders take
effect from 29 Dec 62.
(G of I,M of D No 2(27)61/419/D(Civil) dt 24 Jan63)
38
NOTE :- In case of individuals governed by the CSR where there are
two cadres on identical time scales of pay officiating service rendered on
either of these is allowed to count towards increment in the other. This
also applies where the persons are discharged on account of
retrenchment and re-employed and are subsequently allowed continuity
of service condoning the break, if any, between the date of discharge
and re-entertainment.
(G of I,M of D No 2(49/51/1183/D(Civ-I) 18 Dec 51 and
E-in-C No 23265/III/EIC(I) of 28/29Dec 51)
11. Individual Transferred from other Departments to MES (under SAO
22/S/2002)
(a) If the individual is transferred to the same post or a post carrying
identical scale of pay he is allowed the same rate of pay and date
of next increment also remains unchanged.
(b) If the post to which he is transferred carries a lower scale of pay he
is allowed the benefit of completed years of service rendered in the
higher scale for fixing the initial pay in the lower post.
(c) If he is transferred to post carrying a higher scale of pay, this is
treated as promotion and the pay is fixed under normal rules at the stage
next above the pay admissible in the previous post.
Leave Salary
12. Govt servant who proceeds on earned leave is entitled to leave salary
equal to the pay drawn immediately before proceeding on earned
leave. (CPRO 16/77)
The advance in lieu of leave salary admissible to a Govt Servant
Proceeding on leave of not less than 30 days shall include allowances as
well, subject to deduction on account of Income Tax, Provident Fund,
House Rent, Recovery of Advance etc (CPRO) 27/77).
Time bar
13. (a) Arrears of pay and Allowances
Claims not preferred to audit within 12 months from the date they
actually fall due are treated as time bared and are not accepted
by audit unless sanction by the competent authority is accorded.
In the case of claims having retrospective effect, the time bar
aspect to compute 12 months is reckoned from the date of Govt
orders under which the claim arose. Sanction for removal of time-
bar can be accorded by Chief Engineer when the period of the
claim does not exceed 6 years. Claims which are over 6 years can
be sanctioned only by the Government of India.
(G of I, M of D No 17(4)/59/2322/D(Civ) dt 17 Mar 60)
(b) Increments
39
In the case of normal increments the time-bar aspect is to be
reckoned from the date sanction of the competent authority issued
allowing the individual to cross the efficiency bar.
(G of I, M of D OM No 83558/AG/Org 4 (d) 7755/D(Civ-I) dt 31 Aug 61)
Drawal of Leave Salary when Proceeding Abroad on Leave
14. Conditions governing the drawal of leave salary or to remit leave salary
from India through ordinary banking channels are contained in AI 1/53.
Over Payments
15. Overpayment of money to the public servant is regarded as debt owed
to the public and all possible action is taken to recover it. Overpayments
are NOT waived as a matter of course and full justification is needed for
waiving by the CFA concerned .
(G of I, M of D No 13(1252/3286/D(Civ) of 23 Apr 52 and E-in-C No 39540/
E1C(I) of 16/17 May 52)
General
16. Cases requiring decision of AHQ or interpretation of existing orders of pay
and allowance are submitted through the CDA concerned.
(AO 377/58 and E-in-C No 3274/G.EID(2) of 4 Dec 52)
17. Representation from individual civilian employees, against the decision of
the audit authorities, involving pay and allowances are routed through
departmental channels.
(AHQ No 51912/AG/Org-4(b) of 7 Jul 54)
Protection of pay and allowances of Civilian Govt Servants who are
reservists in the Army, Navy and Air Force (excluding Officer) when called
upon for Periodical Training.
18. (a) The entire period of training including transit period to and from will
count as duty in the Civil Post for leave, increments and pension.
(b) Draw full rate of civilian rates of pay and allowances during transit
period, but no TA as they would travel on Railway warrant and draw TA/DA
as admissible.
(c) If the pay and allowances admissible as a reservist, excluding
concessions in kind such as free rations etc., is less than the
pay/allowances in the Civil Post, then the difference will be paid.
The expenditure thus incurred will be debited to the Budget Head to
which the individual’s civil pay is normally debitable.
(G of I , M of D No F5(41)-57-8406-(Estt 1) dt 30-8-
55)
Children Education Allowance
19. All permanent, temporary employees and Civilian Officers are eligible for
children education allowances, under CCS (Educational Assistance)
Orders,1988 subject to fulfillment of conditions.
40
20. The allowances is admissible only in those cases where a Govt. Servant is
compelled to send his child or children to a school away from his duty
station owing to absence of school of the requisite standard in that
station. If teaching in a school is conducted in a language different from
the language of the Govt.Servant, the school shall be held to be a school
not of the requisite standard.
21. The allowances will be admissible at the following rates :-
(a) Primary, Secondary and - Rs .100/- PM per child
Higher Secondary Classes
(Class I to XII)
Rule16
22. Assistance shall be available up to 3 children up to 31 Dec 87 and shall be
restricted to two children born thereafter.
Rule 8
23. Temporary employees are eligible only if they have more than one year’s
service, They are eligible to draw CEA from the month following that in
which they complete one year’s service.
24. The concession is admissible for legitimate children wholly dependent on
the Govt Servant.
25. When the Govt Servant and his/her wife/husband are both in service, it
will be admissible to one of them only.
Rule 5(1)
26. In case of death, retirement, resignation, discharge the concession is
admissible till the end of academic year but not when Govt servant is
discharged/removed/dismissed as a disciplinary measure.
Rule 6(2)&(3)
Tution Fees
27. All Government servant who have put in not less than one year’s service
are eligible for re-imbursement of tuition fees in respect of their legitimate
children including step children and adopted children wholly dependent
on them.
28. The concession is admissible only if the child is enrolled in a school
recognized by the local State Govt/Central Govt.
29. The concession is not admissible for a child for more than two academic
year in the same class.
30. Tuition fees charged by recognized aided/unaided School in State where
education is not free, will be re-imbursable to the extent of rates
prescribed by Govt of the area for corresponding, classes in Govt School.
31. For children in recognized Schools in States where education is free and
no rates have been prescribed for being charge in Govt School, re-
imbursement will not exceed the following ceilings :-
(a) Class I to X - Rs 40 per month per child
41
(b) Class XI and XII - Rs 50 per month per child
(c) Class I to XII in respect of physically - Rs 100 per month per child
handicapped and mentally retarded children
(d) Class IX to XII and offering Science Subject - Science fees upto
a limit of
Rs. 10/- per month in
addition to Tution Fees
32. The concession is not admissible in the case of children for whom Children
Education Allowance is claimed.
33. In the cases of Central School the rates laid down by the Govt from time
to time are admissible.
34. Tution fees payable and paid in advance upto a period of six months are
admissible for re-inbursement.
35. Where Govt servant’s wife or husband is also in service, the concession is
admissible to one of them only.
36. In the case of death, retirement, discharge, the concession is admissible
till the end of the academic year but not when removed/dismissed as
disciplinary measure.
37. Re-imbursement is admissible upto the stage which makes the child
eligible for entry into the three year degree course.
Hostel Subsidy
38. A subsidy at the rate of Rs.300.00 for I to XII Classes per month per child
when a Govt. servant obliged to keep his children in a hostel of residential
school away from the station at which he is posted.
Rule22
39. Hostel subsidy shall not be admissible to children for whom CEA is drawn
Rule24
40. Central Civil Services (Education Assistance) Orders 1988 are published in
Appx7 to CSR Vol III.
42
Precis No 1506
Management School
DISCIPLINE
Introduction
1. There is an important need for officers/subordinates dealing with the
disciplinary cases of MES personnel to be thorough and up-to date with
the basic procedure laid down in the Central Civil Services (Classification,
Control and Appeal) Rules, 1965 and supplementary instruction issued by
the Government from time to time.
Control
2. For the purpose of control in peace, the civilians in the Army are governed
by the rules “The Central Civil Services (Classification, Control and Appeal
Rules 1965”. When on Active service, they are governed by the Army Act
1950 when so notified. The Army Act and rules are published in SAO 12/50
and Gazette of India Extra-Ordinary part II, Section 3(ii) No 296 of 24 Nov
65 respectively.
3. Some important orders and instructions are contained in Defence Services
Regulations, Indian Officials Secret Act 1923 and the Central Civil Services
(Conduct) Rules – 1964.
Penalties
4. Penalties which may for good and sufficient reasons be imposed upon a
Government servant departmentally are as under :-
Minor penalties
(a) Censure.
(b) With-holding of promotion.
(d) Recovery from pay in part of full of pecuniary loss caused to
Government by negligence or breach of orders.
(d) With holding of increments of pay.
(e) Reduction to a lower stage in the time scale of pay for a period not
exceeding three years without cumulative effect and not adversely
affecting his pension.
If in a case it is proposed after considering the representation if any
submitted by a Govt servant to withhold increments of pay for period
exceeding 3 years or to with-hold increments of pay with cumulative
effect for any period or if the penalty of with-holding of increments is likely
to affect adversely the amount of pension payable to the Govt servant,
an enquiry shall invariably be held in the manner laid down in Sub-rule 3 of
23 Rule 14 ibid.
(G of I, M of HA No 7/3/67(Ests(A) dated 19/16/68)
4. Major Penalties
(e) Reduction to a lower stage in time-scale of pay for a specified period
with further instructions regarding increments during and after expiry
of such period,
(f) Reduction to a lower time-scale of pay, grade, posts or service which
shall ordinarily be a bar to promotion with or without further
instructions regarding restoration of seniority, pay etc.
(g) Compulsory retirement.
43
(h) Removal from service – which will not be a disqualification for future
employment under Government.
(j) Dismissal from service – which will ordinarily be a disqualification for
future employment.
( Rule II of CCS (CC&A) Rules 1965.)
Measures to reduce incidence of disciplinary case
5. Newly recruited officers/subordinates if given the proper guidance and
training in job can be channeled in the right direction so that they perform
their job satisfactorily and as per the rules laid down. Any minor slip-
ups/errors should be corrected by proper advice, admonition and verbal
warnings. If superior officer do this part of their duty, state of discipline will
improve.
6. Besides, every officers/subordinate should be assigned clear cut duties in
writing so that he is fully aware of his division of duties/responsibility is
made to function effectively. Thus the task to pin-point responsibility for
lapses, if any becomes easy and this itself leaves little room for
inefficiency or avoidance of responsibility which often leads to
irregularities inviting disciplinary action.
Constitutional and legal Aspects
7. Civilians in Defence Services are Government servants and as such are
entitled to claim the safeguards provided in the constitution for
Government employees. In so far as discipline is concerned, they are
governed by the CCS (CC&A) Rules-1965. These rules are made by the
President of India in exercise of the powers conferred on him by Article
309 of the Constitution. Art 309 of the constitution deals with recruitment
and conditions of service of personnel serving in the Union of India. Under
Art 310 of the Constitution all Government servants hold office during the
‘Pleasure’ of the President. This means that a Government servant cannot
resort to legal action if his conditions of service are change by the
President.
8. Art 311 of the Constitution lays down that a member of the Civil Service
shall not be dismissed, removed or reduced in rank except by the
‘appointing authority’ and that too after having been given a
‘reasonable opportunity’ to defend his case against the proposed action.
9. The CCS (CC&A) Rules 1965 are promulgated by the Ministry of Home
Affairs and are applicable to all civilians serving in various ministries of the
Central Government.
10. Civilians while on ‘Active Service’ are subject to the Army Act in terms of
Section (3)(ii) of that Act. The areas which are to be deemed as ‘active
service’ will in the meaning of the Army Act are notified by Central
Government in Extra ordinary Gazette Notification.
Prima Facia Case
44
11. Before formal disciplinary proceedings are initiated against a Government
servant, Prima facia case should be established. This means that there is
ground for proceedings. An alleged offence committed by a
Government servant comes to notice of the Head of Office mainly by one
or other of the following :-
(a) Observation by Chief Technical Examiner.
(b) Audit Objections.
(c) Report made by special Police Estt/Civil Police/Military Police.
(d) Findings of Staff or Departmental Inquiries.
(e) Department Technical Boards.
(f) Investigation reports on complaints.
12. As soon as any irregularity comes to notice, a preliminary inquiry should be
held. This could be either by a single officer or a board of officers. If there
has already been a staff court of inquiry or SPE enquiry, further enquiry is
not necessary. The enquiry will show the magnitude of the irregularity, the
person/persons who are capable and the extent of their involvement.
Orders of competent administrative authorities on the proceedings will
also indicate the nature of action warranted against the persons involved.
13. It is necessary to ensure that the investigation either departmental or by
staff court of inquiry is finalized within a reasonable time. Definite time
schedule as under has been laid down vide E-in-C’s Branch letter No
31490/E3A(Losses) dated 05 Jan 76. Army Order No 29/75 also refers.
(a) Report of Loss - Within 24 hours
(b) Preliminary investigation - Within one week
(c) Court of inquiry - to be completed within one to three
months
(d) Disciplinary action - to be completed within 09 months
14. After the Court of Inquiry proceedings are finalized the disciplinary aspect
of the case should be examined and disciplinary action should be
initiated. In all cases, where group ‘A’ officers are involved, the case has
to be referred to E-in-C’s Branch and for group ‘B’ Officers to CE
Command. For this purpose the zonal CEs should submit statement of
case (which should be self contained) with specific recommendations of
zonal CEs. The statement of case should be signed by zonal CE/Addl.
CE. Service particulars of officers involved in the case should also be
submitted in the prescribed from. The statement of case should bring out
the blame approportioned to the officer/subordinates involved and
should also recommend the nature of action.
15. So far as subordinate personal are concerned, the case may be remitted
to the concerned disciplinary authority for initiation of disciplinary
proceedings.
Various stages of Departmental Proceedings :
16. The first stage is to consider whether it is necessary to suspend the
employee. Recourse to suspension is to be taken only in serious offence
45
involving moral turpitude, corruption, embezzlement, misappropriation of
Government money and so on. The guiding factors being :-
(a) Whether the continuance in office of the Government servant will
prejudice investigation, trial or inquiry.
(b) Whether the continuance in office of the Government servant is
likely to subvert seriously discipline in the office in which he is
working.
(c) Whether prima facie case exists justifying criminal or departmental
proceedings which are likely to lead to his conviction and or
dismissal, removal or compulsory retirement.
17. An individual against whom criminal proceedings have been initiated in a
Court of Law MUST BE suspended.
Auth :- Rule 10 of CCS(CC&A) Rules 1965 and AG’s Branch letter No
93972/Org-4(Civ)(a) dated 06 Dec 74. E-in-C’s letter No 61162/PC/E1D
dated 20/12/74.
18. A Government servant is to be deemed to have been placed under
suspension by an order of the ‘Appointing Authority.’
(a) With effect from the date of his detention if he is detained in custody
for a period exceeding 48 hours.
(b) In case of conviction on a criminal charge and sentenced to terms of
imprisonment exceeding 48 hours.
(c) When a penalty of dismissal, removal, or compulsory retirement of an
office under suspension is set aside on appeal and the case remitted
for further inquiry, the officer will continue to remain under suspension.
The same applies also in the cases where the penalty is set aside by a
Court of Law and fresh enquiry is initiated by the disciplinary authority.
19. The ‘Appointing Authority’ or the ‘disciplinary authority’ may suspend a
Government servant, When an order of suspension is made by an
authority lower than the Appointing Authority; such authority should
forthwith report to the appointing authority the circumstances in which
the order was made.
20. Orders of suspension should not be passed with retrospective effect.
Specimen forms of suspension order are prescribed and it should be
ensured that orders of suspension are issued in the correct prescribed from
and must be signed by the disciplinary authority.
21. An officer under suspension is subject to all other conditions of service
applicable generally to Government servant and can not leave the
station without prior permission. The Headquarters of a Government
servant under suspension will be his last place of duty. However, if the
individual requests for a change of HQ, the competent authority may
approve such change if it is satisfied that such a course will not put the
Government to any extra expenditure like grant of TA/DA etc or other
complications.
46
22. An order of suspension made or deemed to have been made at any time
may be modified or revoked by the authority which made or is deemed
to have made that order.
Appx ‘D’,
(Rule 10 )
23. Second stage is to issue memorandum of charges. The Memorandum of
charges is required to be signed by the disciplinary authority. The
Annexure I to IV attached to the charge memo need not be signed.
(Auth :- M of HA No 234/18/65-A VD/II) dt 14/3/66).
24. Where the Government servant who has been served with charge sheet
does not understand English language arrangements may be made to
explain to him contents of the charge sheet and to accept his
explanation in the language with which he is most familiar.
(Auth :- Decision taken by Min of Home Affairs on their file No 7/15/58-
Estt(A).
25. The charge memo should be served on the accused by hand or if
necessary, through ‘Registered A/D Post’. This should be sent to his last
known local and permanent address. His dated acknowledgement in
token of having received the same should be obtained and kept on
record.
26. If the whereabouts of the accused person are not known, ex-party
decision becomes necessary. In such cases, the disciplinary authority
should publish a notice to the delinquent official in prominent local news-
papers which should state that the charge sheet was returned
undelivered by the postal authorities though sent to his permanent
address. Publication of notice in newspaper is not necessary when it is
known that the accused person has left the country and is residing in
some foreign country. Attempts should be made to serve the charge
sheet by Registered Post on the local address, permanent address and by
publishing it on notice board of the office concerned. If the charge sheet
is received back undelivered, a copy of the same and notice of enquiry
should be affixed on some conspicuous part of the house where the
delinquent official was known to have last resided. After this action is
completed, separate enquiry may be held.
Subrule (20) to Rule 14 and Govt. of India’s order No. (6) below it.
(Auth :- Government of India, Min of Defence letter No
19(3)/67/2595/S/D(Lab) dated 28/12/74. CE SC RO Pt II No 68 of 10/2/75.
27. The accused person is required to give his defence statement within ten
days of the receipt of charge memo by him. If he fails to submit the
defence statement within the stipulated time, an oral enquiry should be
ordered.
28. Some times the accused person asks for copies of certain documents
mentioned in the charge sheet to prepare his defence statement. He
should be informed that the present rules do not lay down provision of
copies of such letters at that stage. The accused person should be
advised to limit his defence statement to admitting or denying the
47
charges. For this purpose, inspection or verification of the documents
copies of which he has asked for is not necessary.
(Auth : Govt of India, Min of Defence, u.o No 5(2)/75/1841/S/D(Lab) dt
18/12/75.CESC RO Pt II No 33/74)
29. This enquiry is intended to give Government servant a chance to meet
the charges and prove his innocence. It is of utmost importance that a
proper oral enquiry is held.
30. Suspended officer is also considered by the DPC for promotion but the
findings are kept in sealed cover until after the case against the officer is
decided.
31. No leave is admissible while under suspension. An individual under
suspension is also not transferred i.e. question of transfer of a Govt servant
under suspension does not arise.
(Auth : E-in-C’s letter No 78646/326/76/EID dated 3 Apr 79. CE SC RO Pt II
No 119/77)
32. Every effort should be made to serve the charge sheet or file a criminal
proceedings against the Govt servant within six months from the date of
suspension. Cases where this cannot be done should be reported to
higher authority.
33. An individual under suspension should not be asked to report to the office
daily and sign the attendance register. He should be only asked not to
leave the station without prior permission.
34. Subsistence allowance admissible should be paid without delay. (Authy :
M of D No 5(b)/76/6443/D(Lab) dated 20 Nov 76). E-in-C’s No
61162/EID(Vol XII) dt 16 Apr 77. If subsistence allowance is not paid and
on that account if the accused person does not report for oral enquiry,
then ex-party decision in that case cannot be taken as it amounts to not
affording adequate opportunity to defend oneself.
35. Guide lines to consider revocation of suspension are contained in M of D
ID No. F/5/10/Vig/70 dated 22/29 Mar 79. These are that if the criminal
proceedings launched in the court are not finalized within two years, the
case for revocation can be considered by the disciplinary authority. The
suspended Govt servant cannot however claim it as a matter of right that
his suspension must be revoked because of two years of period of trial.
Auth : E-in-C’s letter No 78646/351/77/EID dt 9.4.81.
36. The rate of subsistence allowance to be paid to the Govt servant under
suspension can be increased or reduced after the initial period of three
months. See CSR Article 19.
37. Articles of Charge
The charges should be drawn up on the prescribed form, should be
separately numbered and should give the date and nature of the
offence alleged to have been committed by the accused person. The
charges should be specific and not vague.
48
(Appx.
‘E’ and Appx.’F’)
38. Statement of imputation of misconduct or misbehavior
All relevant facts in details should be indicate in respect of each charge
framed copies of documents and prosecution witnesses by which the
charges are to be sustained, should be enclosed to the charge memo.
39. Third Stage-oral enquiry. Holding of oral inquiry is mandatory in all major
penalty cases. Even in cases where action is initiated only for minor
penalty, if it is proposed to withhold the increment with cumulative effect
or for a period of two to three years which may have effect on the
terminal benefits of the accused, it is necessary to hold an oral enquiry
before the penalty is awarded.
40. The disciplinary Authority should issue an order appointing Inquiry Officer
on the prescribed form copy of which should be given to the accused.
(Appx. ‘G’)
NOTE :
1. The inquiry Officer can be either a Commissioned Officer Gazetted
Officer JCO/NCO or a civilian subordinate. The only thing to be
seen is that the official appointed should be sufficiently senior
to the accused person.
2. If a Govt servant has any grievances regarding bias of the inquiry
officer, he should represent about is at the initial stage of inquiry (i.e
soon after the appointment of IO). He cannot raise this question of
bias after the enquiry has reached at an advanced stage.
(E-in-C’s No 61162/EID (VI-_XI) dt 3.11.76).
As soon as an application is received from the accused person against
the IO, the oral inquiry proceedings should be stayed and the application
alongwith relevant material should be forwarded to the “Reviewing
Authority “ for passing appropriate orders thereon.
(Auth : E-in-C’s No 61162/EID (Vol-XI) dt 9.7.76).
41. The Disciplinary Authority will also issue an order appointing a “Presenting
Officer” in the prescribed form, with copy to the IO and the accused.
(Appx.‘H’)
NOTES : 1. Officer who is conversant with the case may be
appointed. He may either be gaztted or Non
Gazetted officer.
2. An officer who made the preliminary inquiry into the
case should not be appointed as Presenting Officer.
3. Military Officer, JCO/NCO cannot be appointed as
Presenting Officer.
Auth : AHQ AG’s Br No 93792/CCS(CC&A)/Org4 (CIV)
(a) dt 17.8.79 and 93792/Org4(Civ)(a) dt 16.9.72 as
amended by even No dt 10.9.74.
42. The accused person should appear in person before the Inquiry Officer at
the date and time specified by the IO.
49
43. The accused person can take the assistance of any other Govt servant
(including a retired Govt servant) to Present the case on his behalf. He
may engage a lawyer only if the Presenting Officer is Legal Practitioner
and Permission to engage a lawyer has been given by the Disciplinary
Authority.
NOTE : The accused person cannot insist on the particular individual to be
his defence assistant. He should submit a panel of three
names in order of preference to the IO. IO will arrange for the
presence of the Defence Asstt by writing to his office chosen on
the date of enquiry.
Auth : AHQ AG’s Br No 93972/PC-593/Org-4(Civ)(a) dt 5.7.75 (E-in-C’s No
61162/EIDVol XI) dt 18.5.76.
44. The disciplinary authority should forward to the inquiry officer the following
documents to enable the latter to hold the enquiry.
1. A copy of charge memo (complete in all respects) together with
acknowledgement if received from the accused.
2. Defence statement submitted by the accused if received.
3. A copy of appointment of Presenting Officer.
4. A copy of statement of witnesses, if any, referred to in the charge
memo.
45. On receipt of above documents and within 10 days, IO should hold
Preliminary inquiry. The date, time and venue of such enquiry should be
intimated to the accused and presenting officer. Form prescribed for this
should be used. In this enquiry the IO should inform the accused that he
can take the assistance of a Defence Asst (If the accused has not already
nominated his asst). The IO should also ask the accused whether he has
received the charge memo and whether he accept the charge/charges.
In case he accepts the charges, the IO should obtain his confirmation in
writing and submit his report to the effect that the accused has accepted
the charges.
46. If the accused person fails to attend the first hearing or pleads not guilty,
the inquiry officer will ask the presenting officer to produce the evidence
by which he proposes to prove the articles of charge and will adjourn the
case to a date not later than 30 days. While adjourning the case the IO
should issue an order that the Govt servant may inspect within 5 days for
access to any relevant documents not mentioned in charge memo in
case he desires to see such documents.
47. All relevant documents must be shown to the accused person and his
defence assistant. The following should not be shown even if demanded:-
1. Reports of a Departmental Officer appointed to hold a Preliminary
inquiry.
2. SPE’s reports.
3. File dealing with disciplinary case against the accused.
4. Advice of CVC.
5. Character roll of the officer.
50
48. If court of inquiry is indicated in charge memo, then a copy of
proceedings has to be made available to the accused. However, the
recommendations of the Board and recommendations of staff authorities
should not be shown.
49. The Inquiry Officer should summon witnesses. The notices addressed to the
witnesses will be signed by the inquiry officer. Those addressed to witness
who are Govt servants will be sent to their officer with request to relieve
the individuals and direct them to attend the inquiry. Non compliance
with the request of IO by Govt servant amounts to conduct unbecoming
of Govt servant.
(Appx. ‘J’)
50. Presenting Officer will be first asked to present the case on behalf of
Disciplinary
Authority. The documentary evidence cited in Annexure III to charge
memo will than be produced by the Officers holding such documents or
by any other officer detailed for this purpose.
51. Prosecution witnesses will then be explained. Those named in Annexure IV
to charge Memo should only be examined. The Presenting Officer should
ask questions to elicit information. Leading questions should not be
allowed by inquiry officer.
52. The witness will then be cross examined by the accused or by his Defence
Assistant. Terms explained :
“Examination-in-Chief” means the first examination of the witness by the
party to which he belongs i.e. when a prosecution witness is examined by
Presenting Officer that examination is called “Examination- in-Chief”.
Similarly when the witness produced by the accused is first examined by
the accused or by his defence assistant the examination is called
“Examination-in-Chief”.
“Cross-Examination” - Examination of the witness by the opposite
party.
“Re-Examination” - Subsequent to cross examination.
“Leading question” - Any question suggesting the desired
answer is a leading question.
53. After cross examination of witness by or on behalf of the accused, the
Presenting Officer can re-examine and the witness on any points on which
he was cross-examined not on any new matters. If he is to be examined
on new points, permission of enquiry officer would be necessary and if
such permission is granted, the witness can again be cross-examined.
54. After examination, cross examination and re-examination of witness the
enquiry officer may ask question to the witness as he may think fit. If such
question are asked, the accused can again cross-examine the witness on
the points covered in the question asked by inquiry officer.
55. The deposition of each witness will be taken down on a separate sheet of
paper at the head of which will appear the name of witness and whether
51
he is PW (Prosecution Witness) or DW (Defence Witness). The deposition
will generally be recorded as narrations put on certain points it may be
necessary to record the question and answers in verbatim.
56. As evidence of each witness is completed, the inquiry officer will read the
depositions as recorded to the witness in the presence of the accused.
The inquiry officer will record and sign the following certificate at the end
of deposition of each witness.
“Read over to the witness in the presence of the accused and
admitted/objection of witness recorded”.
57. The inquiry officer and the witness will sign every page of his deposition.
The accused person will also sign at the end of each deposition.
58. After the closure of the case by Presenting Officer, Inquiry Officer will ask
the accused person to state his defence. If he submits defence in writing,
he will be asked to sign each page of his defence. If he submits his
defence orally, Inquiry officer will record it and get it signed by him.
59. The accused person or his defence assistant may then examine their
witnesses who can be cross examined by Presenting Offices. At the end
of the case, inquiry officer will examine the accused generally to enable
him to explain any circumstances appearing against him.
60. On the completion of evidence of both sides, inquiry officer should
proceed to hear the arguments. Inquiry Officer can permit the presenting
officer to submit his written brief with copy to the accused. On receipt of
copy of the brief submitted by the Presenting Officer, the accused may
submit his brief within two days.
61. Inquiry Officer will maintain a daily order sheet to record in brief the
business translated on each day of the hearing. In particular the following
points should find mention in the order sheet :-
(a) The additional documents and the witnesses asked for by the
accused in his defence..
(b) The additional documents and defence witnesses.
(c) Reasons for disallowing certain documents and witnesses.
62. The inquiry officer after considering the oral and documentary evidence,
should draw inferences as a prudent person would do. He should then
record his conclusion on each charge whether it is proved or not. He
should particularly ensure that he relies on facts which have come into
evidence and which the accused person had opportunity to refuse.
63. The report of inquiry officer should contain.
(a) Reference to the order of his appointments as inquiry officer
(b) Articles of charge in brief, indicating those which are admitted and
which required discussion.
(c) for each charge inquired into :
(i) the case in support of the charge
(ii) the case of defence
52
(iii) assessment of evidence
(iv) the findings of Inquiry officer.
64. The inquiry officer’s report should be accompanied by :-
1. a folder containing copy of charge memo and defence statement
submitted by the accused.
2. service particulars of the individual in prescribed form.
3. a list of exhibits together with exhibits presented during the
inquiry.
4. list of witness examined together with their depositions in the order
they were taken during the enquiry
5. a folder containing daily order sheet.
6. a folder containing written statements of accused and briefs.
7. Correspondence file.
65. If the Inquiry Officer concludes that an allegation other than that
described in the original charge memo is proved he may record his
findings on such a charge as long as the accused person has admitted
the facts or had an opportunity of refuting them.
66. Inquiry Officer should submit sufficient number of copies of his report to
disciplinary authority (i.e 1 copy for Disciplinary Authority and one for each
accused person).
67. On receipt of the report from the inquiry officer, the disciplinary authority
will supply copy of inquiry report to the accused person and direct him to
give his version on the inquiry report within 15 days of the receipt of the
report. After considering the inquiry report and the version of the accused
person on the inquiry report, the disciplinary authority may award the
penalty if competent to do so or remit the case to the higher disciplinary
authority. The action is to be taken if charges are said to have been
proved by the inquiry officer. If the inquiry officer’s report is not
acceptable to the disciplinary authority, he may record his reason for not
agreeing with the inquiry officer’s report and then award penalty.
68. The order imposing penalty must be a speaking order.
69. Once the disciplinary authority passes his order on a disciplinary case it
becomes functus officio and cannot thereafter make any modification to
the penalty awarded.
70. Appellate authorities are shown in Annexure (ii) to this Appendix.
71. Appeal must be submitted by Govt Servant himself. Appeal made by
wife or other relatives is not to be considered.
(Authy : E-in-C’s letter No 73655/652/79/EID dt 26 June 80. )
CE SC Pune No 130801/2/EID dt 10 Jul 80).
72. Appellate Authority on consideration of the appeal can either set aside
the penalty, or confirm the penalty OR, enhance the penalty OR reduce
the penalty OR remit the case to the authority which had earlier imposed
the penalty with such direction as it may deem fit. This means that only
53
one of the various alternatives are to be used and not two or more .
When the case is remitted for further inquiry the original penalty stands
until modified after receipt of report of de-novo inquiry.
(Authy : M of D No 5(i)/77/285/S/D(Lab) dt 15 Feb 77. (CE SC RO 77/77).
73. Appellate authority having considered the appeal and passed orders in
its appellate jurisdiction becomes “Functus Officio” and cannot review its
own orders.
(Authy : M of D ID No 5(2) /73/2629/S/Lab) dt 25 Dec 74.
Action to be taken in cases where Govt Servants are convicted
on a Criminal Charge
74. As soon as a report about the conviction of a Govt Servant is received,
the following action should be taken:
(a) If the Govt Servant is not already under suspension the appropriate
disciplinary authority should issue an order of suspension.
(b) Expeditiously obtain a copy of the judgment convicting the accused
either from SPE authorities or Govt counsel or Civil Court concerned.
(c) On receipt of copy of judgement, the competent disciplinary authority
should consider the course of action to be taken against the Govt
servant.
(d) If the disciplinary authority comes to the conclusion that the offence
for which the Govt servant has been convicted was such as to render
his retention in public service prima-facie undesirable, it should arrive at
a provisional conclusion to impose upon him under Rule 19(i) of the
CCS (CC&A) Rule 1965, the penalty of dismissal or removal or
compulsory retirement from service as considered appropriate with
reference to the gravity of the offence without holding any inquiry.
(e) Before the proposed penalty is awarded, the individual concerned
should be served with a notice intimating that further action will be
taken and providing copy of Inquiry Report to him. Representation
submitted by the individual should be considered by the disciplinary
authority and appropriate orders then passed.
(Authy : E-in-C’s letter No 61162/EID (Vol XIII)dt 27 Aug 79. CE
SC Pune No 130801/2/EID dt 6.9.79 and 130801/2/EID)
75. In this connection it is pertinent to note that the action as indicated in
para above should be taken even if the individual has gone in appeal to
the higher court against his conviction by the lower Court. It is not
necessary to wait for the result of the appeal submitted by the individual.
(Auth : Min of Def OM No 19(3)/67/326/S/D(Lab) dt 16 Feb 76.
E-in-C’s No 61162/EID (Vol XI) dt 6.3.78)
76. Some times it so happens that the Court convicts a Govt servant for some
criminal offence but releases the Govt servant under the “Probation of
offenders Act”. E-in-C’s Branch have clarified that the release under the
said Act does not water down the gravity of the offence as the
misconduct (for which he was convicted) show lack of integrity on the
part of the delinquent Govt Servant. Hence further action as Provided in
Rule 19(i) of CCS (CC&A) Rules will have to be taken for major penalty
Action as per para 74 above should be taken even if the Govt Servant is
released under the “ Probation of offenders Act”.
54
(Authy : E-in-C’s No 78646/328/76/EID dt 18.8.78 & 05 Mar 79).
77. There appears to be general impression that every Govt Servant who is
convicted should be dismissed or removed from service. It is not so. Such
cases are to be dealt with under Rule 19(i) of CCS (CC&A) Rules. The
words “Any penalty” occurring in Rule 19(I) makes it quite clear that
discretion lies with the disciplinary authority to impose any of the penalties
specified in Rule 11 on the ground of conduct which has led to the
individual’s conviction on a criminal charge. The disciplinary authority is
free to impose any penalty.
Legal & Judicial Opinions in Disciplinary cases
78. Inquiry officer appointed in a disciplinary case can be summoned in a
Court if the accused goes to a Court against the penalty awarded to him.
(Authy : E-in-C’s No 61162/PC-38/E1D dt 07 Jan 78)
79. When prosecution is to be launched against a Govt. Servant by CBI of
SPE, sanction of Appointing Authority Should be invariable issued on the
prescribed form. This should be signed personally by the authority
competent to remove the Govt servant from service
(Authy : E-in-C’s No 61162/E1D VOL XI dt 20 May 75)
80 No disciplinary proceedings should be started subsequent to the initiation
of the Court proceedings. However if departmental proceedings have
already been started, the same should be progressed. Such proceedings
should be stayed only if a Court of competent jurisdiction issues an
injunction or clear order staying the same.
(Authy : M of D uo No F1/5/Vig/72 dt. 04 Jan 73).
Consultation with CVC
81. If a disciplinary case is initiated against a Group ‘C’ or ‘D’ employees on
the advice of CVC, the case should be referred to CVC for 2nd stage
advice after oral inquiry is completed. If CVC had recommended action
for award of minor penalty only and if such a minor penalty is being
awarded, then it is not necessary to seek 2nd stage advice of CVC.
However if it is proposed to close the case without awarding any penalty
or only to warn the individual, then concurrence of CVC would be
necessary.
82. Disciplinary cases having vigilance angle only are requited to be referred
to CVC for advice. “Vigilance Angle has been clarified as case where
Govt Servants are involved in bribery, corruption, forgery, cheating,
criminal breach of trust, falsification of records,
defalcation/misappropriation of public money, possession of assets
disproportionate to the known sources of income, other malpractices of
misdemeanor disclosing lack of integrity or malafide motives and cases
where a Govt Servant has acted or refrained from acting for an improper
or corrupt purpose, Cases involving purely administrative or technical
lapses such as negligence, lack of supervision or operational or technical
lapses and irregularities where no element of corruption or improper
55
motive is alleged. Suspected are not to be treated as having Vigilance
Angle.
(Authy : E-in-C’s No. 61162/E1 D (Vol XI) dt.11 Feb81,CESC Pune
No.130801/2/E1 D dt. 7.3.81.)
Defence of Civil Suits
83. Procedure to be followed in Defence of Civil Suites is laid down in Army
HQ, AG’s Branch letter No 188899/PSI dt 26 Dec 69. This letter clearly
enjoins the responsibility to deal with suit cases on the local representative
of the Arm/Service in an Area or equivalent Headquarters. This means
that defence of civil suits pertaining to MES has to be arranged by CWE
concerned. CWE can deal directly with E-in-C’s Branch so far as
correspondence relating to Civil Suits is concerned.
84. For the purpose of dealing with suit notices or in connection with regular
defence of Civil Suits, the CWE’s representative has to maintain a close
liaison with the Govt Pleader. It has therefore been the practice to entrust
this responsibility on the CWE functioning in the Station where the Court
case is to be defended. In such cases, the CWE to whom the case
actually pertains, should forward all relevant information documents of
the case.
85. All Court Cases must be dealt with promptly at all stages. Any lapse
noticed is viewed seriously by higher authorities. Disciplinary action can
be initiated against those who are found responsible for any lapse in
dealing with court Cases.
(Authy : E-in-C’s letter No 38849/80 CPC/MISC/E2 (WPC) dt 28 Apr 76).
86. Writ petitions filed by Govt Servant in High Courts against imposition of
major penalty. If the disciplinary action was taken on the basis of CBI
report, the Central Vigilance commissions should be informed of the writ
Petition and their advice obtained for filing affidavit-in-opposition. Advice
tendered by CVC should not be cited in any proceedings or a copy of it
should not be given to the accused person.
(Authy : M of D UO No 1/10/Vig/73 dt 10 Sep 73).
Disciplinary action against absentees
87. Procedure to be followed is explained in E-in-C’s Branch letter No
67375/E1C (1), 28 Oct 74. Briefly it is explained below: -
(a) On the 3rd day of absence of the individual write to him to
explain reasons for absence and to produce MC in case he is sick.
(b) If he produces MC and if the MC produced is not considered
to be satisfactory, arrange for the 2nd medical opinion. (i.e direct
the individual to report to Civil Surgeon or Govt Civil Hospital for
medical examination).
(c) If there is no response from the individual, initiate appropriate
disciplinary action for :-
(i) Absence without leave.
(ii) Disobedience of orders in not reporting to Medical officer for
second medical opinion.
56
This action should not be delayed and every effort made to issue Charge
Memo within one month from the date of unauthorized absence.
ABSENCE OF INDIVIDUAL SHOULD NOT BE REGULARISED until the
disciplinary case is finalized. No charge sheet should be issued for
“Absence” if the period of absence is already regularised as leave of any
kind.
(Authy: E-in-C’s letter No 61/16/EID dt 3 May 74 and 78655/608/78/EID dt
26 Oct 79).
Issue of Show Cause Notice before award of Major penalty.
88. The provisions contained in Rule 15(4) of CCS (CC&A) Rule 1965(under
which it was mandatory to issue a ’Show Cause Notice’ before awarding
major penalty) have since been deleted. There is no necessity now to
issue a Show Cause Notice (except where action is taken under Rule 19 of
the said Rule) and major penalty can be awarded after obtaining version
of the accused person on the inquiry report and after considering the
inquiry report and the version of the accused person on the inquiry report.
(Authy : Min of HA Note No 11012/2/77/Estt-A dt 18.8.78 CE SC RO Pt II No
220/78.)
Imposition of two penalties
89. While normally there will be no need to impose two penalties at a time,
the penalty of recovery from his pay of whole part of any pecuniary loss
caused by him to the Govt could be imposed along with any other
penalty.
(Authy: Para 22 of Chapter XII of Vigilance Manual Vol I. E-in-C’s No
78650/22/66/EID dt 08 Feb 67 refers)
Standard Forms
90. Standard forms prescribed by Govt for uses in disciplinary proceedings are
listed at Appendix ‘A’, 'B', 'C' and ‘D’. It will be ensured that these forms
with suitable modifications are used where ever necessary.
PROCEDURE FOR CONDUCTING INQUIRIES
91. The following abbreviations have been used in this chapter for the sake of
convenience:-
CO - Charged Officer IO - Inquiry Officer
PO - Presenting Officer DOS - Daily Order Sheet
DA - Disciplinary Authority SW - State Witness
DW - Defence Witness D - Document of Defendant
S - Document of State
1. Documentation. –
(1) For the purpose of departmental enquiries the word documentation can be taken to
mean handling, disposal or creation of documents at different stages of the inquiry.
57
The first document that comes into the hand of an Inquiry Officer in connection with
a departmental enquiry is his own appointment order as an IO. He should first check
that this order has been issued in the proper form and signed by the competent
authority. Any legal flaw in this document should be pointed out to the disciplinary
authority for rectification under intimation to all concerned.
(2) Certain documents are required to be sent by the disciplinary authority to the IO along
with the appointment order as prescribed in Rule 14 (6) of CCS (CCA) Rules. If the
documents are not received, they should be called for. Only copies of the specified
documents are expected to be supplied to the IO. However, evidence proving
delivery of the charge sheet to the Charged Officer is to be made available in original
to the IO.
(3) The IO should then send a notice to the CO for appearing before him in person on the
day and time fixed by him within 10 to 20 working days from the date of receipt by
him of the charge sheet. The CO is also required to give particulars of his Defence
Assistant and also that of the latter’s controlling authority, if he wishes to nominate a
Defence Assitant in service to present his case.
2. Bringing the documents on record.
(1) The documents appended to the charge-sheet are to be made available by the DA to
the PO who will be the custodian thereof till the inquiry proceedings are over and
report is submitted to the DA. The documents may be taken on the day of
preliminary hearing itself or in course of regular hearings, as may be found
convenient. Once the listed documents are brought on record, they are to be assigned
exhibit numbers in a continuous series such as S-1, S-2 and so on. Similarly,
documents brought on behalf of the defendant are allotted serial numbers carrying
numbers as D-1, D-2 and so on. Prosecution documents may be marked in red ink
and the defence documents in any other ink for purpose of easy distinction. In case
several documents are listed under one item the documents may be marked as S-1 (i),
S-1 (ii), S-1 (iii), etc., Similar procedure may be adopted in the case of defence
documents also.
The marking of the documents should be on the top right corner at a visible place and
bear the dated initials of the IO.
(2) The undisputed documents may be taken on record straightaway. Documents which
are not admitted as genuine or authentic by the CO have to be introduced through
witnesses who can prove the authenticity and genuineness of the documents.
(3) Once the documents are brought on record and are marked in the above manner by
the IO they should not be passed on to the PO for custody.
3. Inspection of documents before hearings.-
(1) There are two types of documents to which the CO has a right of access for defending
himself. The first category comprises of the documents relied upon by the DA to
prove the charges, viz., those listed with the charge-sheet. The second category
includes the documents which may be relied upon by the CO for preparing his
defence. The CO while furnishing a list of documents in official custody the perusal
of which is required for purposes of his defence, should indicate the relevancy of each
from the defence point of view. These Defence Documents are commonly known as
Additional Documents. While the CO has a complete and unconditional right of
access to the first category of documents, right of access to the second category of
documents which may be in the custody of Government is limited by two conditions.
Firstly, the IO may turn down the request for the production of those documents
which are considered as not relevant to the defence of the CO. Secondly, the
controlling authority, namely, the Head of the department, may refuse to produce the
58
requisitioned documents on ground of prejudice to the public interest or security of
the State. In either case, however, before the commencement of regular hearing the
CO will be given an opportunity to inspect the listed documents permitted additional
documents. Inspection may be carried out in the presence of the IO himself, or the
PO or any other officer deputed for the purpose.
(2) At the time fixed for inspection of documents the CO will be given facilities to see
them and to take copies if possible or to take extracts. It should, however, be ensured
that the documents are not tampered within the course of the inspection.
(3) Before close of the case on behalf of the DA, the PO may make a request under Rule
14 (15) for producing new documentary evidence not included in the original list
supplied to the CO. Such requests are granted by the IO only when there is inherent
lacuna or defect in the evidence which had been produced originally. New evidence
is not to be permitted to fill up any gap in the evidence. The IO before taking a
decision, should hear the viewpoints of both the sides, on the admissibility of the new
evidence. However, when production of fresh documentary evidence on behalf of the
DA is permitted, the document proposed to be so introduced should also be offered
for inspection, before it is brought on record with minimum three clear days
intervening between adjournment granted on account of proposal to introduce fresh
evidence and resumption of proceedings later on.
4. Daily Order Sheet.
(1) Daily Order Sheet is the record maintained by the IO of all the business transacted
by him on day-to-day basis of the conduct of the inquiry proceedings. The gist of
requests and representations made by either party and orders passed thereon by the IO
are to be incorporated in the DOS. The following points in particular should find a
mention in the DOS:-
(a) Additional documents and the witnesses asked for by the CO in his defence.
(b) Additional documents and defence witnesses permitted.
(c) Reasons for disallowing the remaining documents and witnesses.
(d) Whether the additional documents permitted as relevant were made available
for inspection and were inspected by the CO.
(e) If the authority having custody of any such document does not consent to its
production, the fact of such refusal.
(2) The DOS which is drawn on day-to-day basis is to be dated and signed by the IO, the
PO, the CO and the Defence Assistant. It would be rather desirable to furnish copies
of the DOS both to the PO and the CO.
(3) If the CO or the PO or the Defence Assistant refuses to sign the DOS, the fact of such
refusal may be mentioned in the DOS itself.
5. Interlocutory Orders.
(1) Interlocutory order means a decree given in the course of a legal action. In the
context of a departmental inquiry it means an order passed by the IO during the actual
conduct of the inquiry on the various points or objections raised by the presenting and
the defending sides.
(2) There are may be several occasions at different stages of the inquiry calling for on the
spot decisions and orders by the IO. For example, demand of a CO for supply of
Xerox or typed copies of listed documents, requests for production of certain defence
documents and defence witnesses, requests for postponement of hearings on one
ground or the other – and such demands which call for decision and order by the IO.
Before deciding such issues he may hear the viewpoints of both the parties but the
59
issues are to be decided by him in his own discretion. He may observe the principles
of natural justice and provide adequate opportunity to both the parties without
allowing anyone to adopt dilatory tactics.
(3) The power of an IO to pass interlocutory orders is absolute and there is no appeal
against such orders. It is, therefore, imperative that the power is exercised judiciously
on the basis of valid reasons to be recorded in the DOS. Departmental proceedings
being quasi-judicial in nature, re-cording of reasons in support of decisions is
obligatory as it ensures that the decision reached was not a result of caprice, whim or
fancy or is taken on the ground of some expediency. The recorded reason should
reveal a rational nexus between the facts considered and the conclusion reached.
(4) No exhaustive list of interlocutory orders can be drawn up. Each situation may
require independent and through consideration by the IO. Certain guidelines are
already available for deciding requests for copies of documents, requisition for
additional documents and defence witnesses, copies of statements of listed witnesses
and of persons though examined in preliminary enquiry but not listed in Annexure-IV
to the charge-sheet, copies of preliminary enquiry report, etc. Those instructions
should be kept in view while passing any such order. Requisitions for reports of
preliminary investigations, files of disciplinary proceedings, advice of various
authorities, confidential rolls, etc., should not be accepted. However, in every case
where it is decided to refuse access to any official document, the reason for the
refusal should be cogent and substantial and should invariably be recorded in writing.
6. Recording of Evidence.
(1) Recording of evidence includes proving the validity of listed documents through
witnesses and recording their oral statements, if any. Examination of a witness is
done in three parts, viz., examination-in-chief, cross-examination and re-examination.
There are definite guiding principles regulating all the three parts. Admitted
documents and facts can be gone into straightaway. Earlier written statements, if any
given by a witness, may be read out to him and he may be specifically questioned
whether he admits the same or not. If he does so, the statement may be marked as an
Exhibit and the CO asked to proceed with the cross-examination. The PO should
produce the disputed documents through witnesses.
(2) The deposition of every witness should start on a separate sheet. It is required to
be signed by the IO and the deponent. Copies of the statements recorded during the
course of proceedings should be supplied to the PO and the CO soon after their
recording. Witnesses produced on behalf of the DA are known as State Witnesses
and those produced on behalf of the Defendant are known as Defence Witnesses.
They are accordingly identified as SW-1, SW-2, etc., and dW-1, DW-2, etc.
7. Inquiry Report. After conclusion of the Inquiry, the IO has to prepare a Report as laid
down in Rule 14 (23) (i) of the CCS (CCA) Rules and forward the same to the DA
together with the records of inquiry consisting of the documents prescribed in Rule 14
(23) (ii). There is no prescribed format for writing the report. The Inquiry Report is to be
divided into the following parts:-
(i) Introductory.
(ii) Defence assistance availed of by the CO and his participation in the inquiry.
(iii) The charges and substance of imputation of misconduct.
(iv) Case of the DA.
(v) Case of the CO.
(vi) Analysing and assessment of evidence.
(vii) Findings and decision against each charge
The report is to be based only on evidence brought on record. The evidence has to be
weighed and evaluated very carefully, intelligently, dispassionately and impartially. The
60
IO has to draw his inferences and record his reasoned conclusions. The assessment of
evidence and arguments on each charge should be done under separate headings.
3. The IO should then forward the Inquiry Report to the DA.
Instructions for Inquiry Officers
(Assimilate the provisions of Rule 14 and the Instructions there under as also
Sections 7 and 8 of the Digest in the first instance.)
Scope of Rule 14 – Inquiry and Role of Inquiry Officer
92. The procedure prescribed in Rule 14 of the CCS (CCA) Rules is applicable only in cases
in which the charges are so serious as to call for one of the major punishments. The
procedure is mainly designed to ensure compliance with a salutary principle of justice
and public policy which has also been incorporated in Article 311 of the Constitution of
India, viz., that no man should be condemned or punished without a reasonable
opportunity to defend himself. The prescribed procedure, therefore, requires that the
accused officer should be told in the form of written charges exactly what he is alleged to
have done and on which evidence, oral or documentary, the allegations are based, that he
should have an opportunity to inspect the documentary evidence, to test the oral evidence
of cross-examination and to furnish such evidence as he may wish to adduce in his own
defence. Any thing less than this would amount to a denial of the reasonable opportunity
which is guaranteed by Article 311.
There is, however, nothing in these minimum requirements which must necessarily lead
to unduly protracted proceedings or to a failure to secure just punishment to the guilty.
The officer conducting a departmental enquiry has to hold the balance even between the
interest of the State and the avoidance of injustice to the accused. He is free to take a
responsible, reasonable and prudent view of the facts and circumstances of the case and is
not bound by the rigid limitations regarding the admissibility of evidence and the degree
of proof applicable to prosecution before Criminal Courts. Provided the Inquiry Officer
gives the necessary time and effort, confines his attention to the main points at issue and
firmly resists any attempt by the accused officer to introduce irrelevancies or to adopt
deliberate dilatory tactics, there is no reason why satisfactory expedition in disposal
should not be achieved without departing from the prescribed procedure.
(G.I..,M.H.A., O.M. No 39/40/52-Estt., dated the 4th October, 1952.)
The Inquiry Officer is not the prosecutor. It is not his duty to somehow prove the charge.
It is not for him to assume that the delinquent officer is guilty and try to bring out
admissions from the delinquent officer so that the charge against him may be proved.
Such an approach would apparently indicate bias on the part of the Inquiry Officer and so
must be avoided. When the Inquiry Officer forgets his role and instead of putting
questions with a view to elucidating answers for a proper understanding of the facts
before him and begins a searching cross-examination, the object of which is apparently
evident, he ceases to be an Inquiry Officer any more and his action is liable to be attacked
successfully by the officer who is prejudiced by the consequent action. It has been
noticed time and again by Courts that when the officer holding the enquiry takes a role
different from that of a person who is to adjudicate on the dispute impartially and without
bias, he becomes disqualified and it could no longer be said that the result of the enquiry
is fair.
(S. Krishnan Nair v. Divisional Superintendent, Southern Railway, 1973 SLJ 46: (1973) 2
SLR 353.)
61
Functions
You are a delegate of the Disciplinary Authority; but you are not subject to his
orders/instructions or those of the superior authority in the administrative hierarchy.
Your functions are threefold, viz., to document, to analyze and to recommend whether
the charges are proved or not.
DO’s and DON’T’s
1. At the very outset your job is a thankless one. Normally, it is not one of your
legitimate duties too. Anyhow, the job has been assigned to you. Take it as a rare
opportunity in your official career for dispensing justice.
2. Be clear in your mind about the scope and your function as an Inquiry Officer.
You have been appointed to enquire into the truth of the charge against the charged
officer. You have been assigned a quasi-judicial function and for this purpose you
cease to be a Government servant.
3. Be unbiased, fair, just and judicious.
4. Be interested in justice and fair play.
5. For being unbiased, you should obviously have no personal interest in the case.
6. See that both sides get just and reasonable opportunity to place their viewpoints.
7. Be not interested either in the charged officer being proved guilty or being
exonerated.
8. Ensure that there is no undue delay in the commencement and conduct of enquiry.
9. Draw up a positive programme in consultation with the parties. Once a regular
hearing is started, see that the case is heard on day-to-day basis.
10. What is required is fair and reasonable opportunity and not an unfair and
unreasonable opportunity to obstruct and hinder.
11. Do not allow the parties to dominate the proceedings by seeking adjournments.
12. Do not allow lengthening of the agony of the charged officer. He should not also
be allowed to waste public money and time by delaying the proceedings.
13. Adjournments have to be minimum necessary; justice to be effective has to be
quick. There should normally be no adjournments except for illness supported by
medical certificate or for unavoidable and adequate reasons.
14. Be alert to check either party from indulging in every trick to delay or hinder
proceedings and put a spoke in the wheel of justice.
15. Be serene and even handed during hearings.
16. Do not indulge in loose talks or give any indication about your view at any stage.
17. Do not consult others behind the back of the charged officer.
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18. Do not look into the report of investigation or any unspecified record.
19. Bear in mind that a departmental inquiry is different from a criminal case and that
the technical rules of evidence are not applicable to domestic enquiries. However,
since the provisions of this Act are based on the principles of Natural Justice, they
have to be observed, but not as meticulously as they are followed in Courts.
20. Do not entertain any request from the charged officer for supply of copies of
documents. He may be permitted to take extracts.
21. Ensure that previous statements of listed witnesses are made available to the
charged officer well in time for cross- examination, i.e., at least three clear days
before the examination of the witnesses.
22. Do not entertain any request from the charged officer for copies of statements of
witnesses interrogated during the investigation but who are not listed as witnesses
in support of the charge.
23. Do not hold enquiry ex parte if the charged officer under suspension is unable to
attend due to non receipt of subsistence allowance.
24. Do not refuse permission to charged officer to participate in the middle of an
enquiry being held ex parte.
25. Do not normally interfere with the discretion of the cross examiner in putting
questions to the witness. However, do not allow questions which are irrelevant or
are malicious or are likely to cause annoyance to the witness during examination.
26. Protect the witness from any unfair treatment during examination.
27. Do not allow leading questions in main examination. They may be permitted in
cross-examination. However, do not permit the questions in such a way as to put
the very words in the mouth of the witness which he echoes back.
28. Ensure that the witness understands the question put to him before he answers and
see that the answers given in vernacular is properly translated in English and
recorded.
29. Recall a witness for re-examination only if it is absolutely necessary in the interest
of justice.
30. Watch the demeanour of the witness while depositing and make a note of it.
31. Use your powers judiciously to put such questions to a witness as to bring out the
truth so that you have a fair and clear understanding of the whole case.
32. Do not allow production of new evidence to fill up a gap in the evidence, but only
where there is an inherent lacuna or defect in the evidence originally produced. Be
careful in the exercise of this discretion.
33. Your power to pass orders on objections/points arising during the course of the
enquiry is absolute as there is no right of appeal against it. It, is, therefore,
imperative that you are judicious in your decisions.
34. If during the course of enquiry, the charged officer comes forward to plead guilty,
you have discretion to accept the plea and record your findings or to continue the
case to its conclusion.
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35. Though the rule provides hearing of both sides at the end, it would be preferable to
call on them to give written briefs, so that you do not leave out to discuss/analyze
any point brought out by them. You will only be doing justice to both the sides by
such an act.
36. Your finding must be based only on evidence adduced during the enquiry,
Reliance should be placed only on the facts which have come into evidence and
which the charged officer had opportunity to refute, examine or rebut.
37. No material from personal knowledge bearing on the facts of the case or
extraneous matter which has not appeared either in the articles of charge or in the
statement of imputations or in the evidence adduced at the enquiry and against
which the charged officer had no opportunity to defend himself should be imported
into the case.
38. While studying the case and canvassing the evidence, be judicious and show poise
and balance. Do not be satirical or vicious.
39. Do not indulge in unnecessary hair-splitting argument about the letter of the rule or
instruction but confine your finding to the essence of the misconduct attributed to
the charged officer and whether the charge of misconduct is made out against him.
40. Draw inferences as a rational and prudent person would do considering the oral
and documentary evidence, noting who said it, when and in what circumstances,
whether what was said or done was consistent with the normal probability of
human behaviour.
41. Do not summarize the versions of the two sides and select one.
42. Base your conclusion on a report which looks reasonable. Clearly indicate in the
report the relation between the imputations, evidence and conclusions.
43. The conclusion should be logical and should not appear as if you had already made
up your mind and that you are making a one sided presentation of facts to support
it.
44. In partly heard inquiries, you may proceed from the stage left by your predecessor.
45. Do not fail to bear in mind the principles of Natural Justice and Reasonable
Opportunity and burden of proof vis-à-vis departmental proceedings.
46. After signing the report, you become functus officio an cannot make any change in
your report or to offer comments, clarifications, etc., thereon.
47. Last but not the least, do not overstep your functions. Just enough to probe into the
relevant issue and not more. It is not in your domain to condemn the charged
officer or to suggest a deterrent punishment.
93. INSTRUCTIONS FOR PRESENTING OFFICERS
1. Your function is to show why charges should be deemed to be established, if not
beyond reasonable doubt at least on the basis of preponderance of probability, by
leading oral and documentary evidence (direct and circumstantial) and by drawing
logical inferences therefrom. You should present your case in an understandable
and orderly manner with precision, clarity and logic.
64
2. The impression created in the mind of the Inquiry Officer is important. You
should aim at gaining his confidence and sympathy and to avoid putting questions
unsavoury to him. Policy of bold assertion of rights and at the same time
politeness in manners, should be diligently followed.
3. You should be in a position to assist the Inquiry Officer to plan the stages of
regular hearing purposefully.
4. Be knowledgeable about the rules and procedures. You should be able to
introduce rules and procedures essential to prove the event/transaction and the
concerned duties of the charged officer.
5. Ensure that the following documents are received along with your appointment
order:-
(i) articles of charge;
(ii) statement of imputations of misconduct or misbehaviour;
(iii) a copy of the memorandum addressed to the charged officer;
(iv) written statement of defence or a clear statement that the charged officer
has not replies within the specified time;
(v) list of witnesses by whom the articles of charge are proposed to be
sustained and their statements during the investigation;
(vi) list of documents by which the articles or charge are to be proved;
(vii) proof of receipt of documents mentioned in (i) to (iii), (v) and (vi) above
by the charged officer; and
(viii) order appointing the Inquiry Officer and the Presenting Officer.
6. Collect from the concerned departmental officer all the statements of witnesses
taken and the statements seized during the investigation, if not received already.
7. Get in touch with the officer who investigated the matter, discuss the case in
detail with him, suggest further investigation, if necessary, and note down
irreparable lacunae in investigation. If additional evidence is necessary, get it
through him.
8. Study your case fully and take the proceedings seriously. Study all the documents
and try to reconstruct in your mind each step in the event/transaction involved. In
each step you should scrutinize the part played by the charged officer and others.
See which of the oral and documentary evidence (direct or circumstantial) is
necessary and adequate to present the case.
9. Study each element of the event/transaction, all the elements of the conduct
expected of the charged officer and each element of misconduct attributed to
him.
10. Your study of the case should be through and purposeful. Great care is needed in
the exercise.
11. Correlate each item of oral or documentary evidence and decide what is likely to
prove or fails to prove.
12. It should be possible to anticipate what the charged officer is likely to admit;
then, omit the evidence intended to prove admitted facts or which is superfluous.
13. If a document is admitted, it can be produced by a person in possession of it. On
the other hand, if the contents of any documents are not admitted, the person who
prepared it or maintained it must be offered as a witness so that the charged
officer can cross-examine him.
65
14. At the preliminary hearing be prepared to supply copies of statements of
witnesses and other documents, if not so done earlier. If a reference is made to
the preliminary report in the articles of charge and statement of imputations, it
has to be made available to the charged officer.
15. Do not try to get adjournments. Trying to get an adjournment on unconvincing
grounds tends to amount to obstruction and hindrance of quasi-judicial process.
Be present on all the hearings. The case may be lost by default.
16. Be in a position to collect necessary evidence and witnesses for presentation at
the regular hearing with greater precision. Keep all your witnesses present for
hearing from day-to-day.
17. Before departmental witnesses are examined at the enquiry, it would be desirable
to meet them in advance and refresh their memory by referring to their
statements recorded at the time of investigation. This will help you and the
witnesses to recollect the facts of the case clearly and have a good grip over them
while tendering evidence at the enquiry.
18. Do not ask leading questions while examining your witnesses.
19. Do not ask questions in a mechanical or routine manner, on self-explanatory
documents or put questions to the witnesses making them repeat an accepted or
adequately proved fact.
20. You should anticipate the possible defence of the charged officer and be ready to
cross-examine the defence witnesses, duly acquainting your-self with their
antecedents.
21. You should try your best to disprove the facts deposed by defence witnesses or
raise doubts about their credibility.
22. If any of your witnesses is not co-operation or changes his earlier stand you have
a right to request the Inquiry Officer to permit you to cross-examine that witness.
23. As you have studied the case fully and taken the proceedings seriously you
should be in a position to argue it out at the completion of the hearing. Do not
ask for time for giving a brief.
24. Remember the points which are generally raised by the defence, viz., mala fides,
natural justice and burden of proof. Equip yourself fully how to meet them.
25. A public servant apart from following the rules, regulations and directions, is
expected to maintain a certain standard of good conduct in his official as well as
private life. Every civil servant should maintain a standard of integrity, honestly
and conduct. When he fails to maintain them he commits misconduct exposing
himself for action under the rules. He would often take shelter by pleading
absence of mala fides or malice. Discussion on this point at Paragraphs 9.8 to
9.10 of the “Digest” may be gone through.
26. A public servant has to act in good faith. If there is a doubt, it is his duty to
explain how in spite of his due care and attention, something has gone wrong.
His conduct should have been reasonable, fair and just. If he had discretionary
powers, the use of such discretion should be judged on what a prudent person
would have done in the circumstances.
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27. Though natural justice has not been defined in any rules, its concept is fairly
crystallized through judicial pronouncements and covers three important
principles:-
(i) right to be heard;
(ii) no person can be a judge in his own cause; and
(iii) justice should not only be done, but should be seen to be done.
Where there are no specific provisions in the rules, either party has a right to fair
hearing, unbiased judgment and clear speaking order.
28. As regards standard of proof, it has been held that the technicalities of Criminal
Law cannot be invoked in disciplinary proceedings and the strict mode of proof
prescribed by the Evidence Act may not be applied with equal vigour. It is not a
criminal case and the standard of proof required is that of preponderance of
probability and not proof beyond reasonable doubt. It should, however, be
ensured that mere suspicion should never be allowed to take the place of proof.
29. As the enquiry proceeds, take down notes so that you do not leave out points to be
covered during cross-examination/re-examination. This will also help you in
preparing the brief at the end.
30. Though the rule provides for the ‘hearing’ of both the sides at the end, lest any
salient points should be left out to be covered in oral argument or left
inadvertently to be noted by the Inquiry Officer for consideration, it would always
be preferable you seek permission to present written brief. The written brief
should be crisp and not verbose. Even at the first reading of your brief, the
Inquiring Officer should be impressed with your case and about the hollowness of
the defence.
31. As you are to file your brief first giving a copy of the same to the other side and
you do not have an opportunity to answer the arguments contained in the brief of
the defence, please ensure that you not only properly canvass the evidence
appearing against the Government servant, but also try to meet the possible line of
defence and arguments of the other side, anticipating them from the proceedings
so far.
32. Throughout the conduct of inquiry you should conduct yourself in such a manner
that the accused officer will have no reason to feel that you have any undue
influence over the inquiring authority.
33. After all, you have done your job and that too well.
INSTRUCTIONS FOR THE DEFENCE ASSISTANT
94.
1. The facility of having an assistant to defend one in trouble, provided in the rules,
is really a boon. This forms part of the reasonable opportunity enshrined in the
Constitution (Article 311) to a Civil servant. If not properly used, this itself may
land the Government servant in more troubles than relieving him from them.
2. The charged officer himself in some cases may have sufficient experience in the
intricacies of the disciplinary rules, procedure, evidence, etc. But once he is
himself in the dock, he is seldom fit for the job. Better he opts to have an
assistant. A person with an open mind and thorough with the departmental rules,
regulations and with a fair knowledge of examination of witnesses is criminal
trials would be an ideal assistant. Previous experience as a Defence Assistant
would be an added advantage.
67
3. The task as a Defence Assistant is not a rosy one. It is distinct from that of a
Presenting Officer. While the Presenting Officer does not lose anything if he does
not succeed in his case, the Defence Assistant will be feeling bad if he fails to
extricate the Government servant from his involvement.
4. Once you undertake the job as Defence Assistant, your responsibility is great.
Your work requires considerable diligence and planning.
Having given acceptance to serve as Defence Assistant, do not wait for the
hearing for knowing the facts of the case. Get all the papers available with the
delinquent without any loss of time. Study them and in consultation with the
delinquent act quickly in applying for additional documents required. Equip
completely with all the records relating to the case.
5. From a study of the copy of the articles of charge and the statement of
imputations of misconduct and misbehaviour already served on the Government
servant, you will be in a position to know in advance about the plan of the
Presenting Officer. As and when the chief examination is on, note down the
points for clarification at the cross examination.
6. Frame the questions for cross examination sufficiently in advance. Have a mock
hearing by yourself trying to answer the questions set for cross- examination.
7. Do not put too many questions to the Presenting Officer’s witness. As a shrewd
witness may effectively answer them al against your client, better not to put
unnecessary questions and to give room for adverse inference against your client
who is already in trouble.
Para 94
8. It is better you put suggestive questions so that your possible line of defence is
somewhat laid even during the examination of witnesses of the Presenting
Officer. Do not wait till the examination of Defence witnesses for building your
defence. A reply in your client’s favour to the question put in the cross-
examination to a departmental witness, has a unique advantage. Any amount of
statements from the mouth of the Defence witnesses may not be any help unless
they are believed. While they may be brushed aside by one stroke as “being
interested” the same kind of treatment cannot be meted out to statements made by
departmental witnesses examined during cross-examination.
9. Do not obstruct or hinder the proceedings. It will create a bad impression in the
mind of the Inquiring Officer any may often prejudice your client’s case. The
impression created in the mind of the Inquiry Officer is important. You should
aim at gaining his confidence and sympathy and to avoid putting questions
unsavoury to him. Policy of bold assertion of rights and at the same time
politeness in manners, should be diligently followed. Extend the fullest co-
operation to the Inquiring Officer. You will be gaining a lot for your client.
10. Do not clash with the Presenting Officer, except on technical flaws or on points
which may prejudice the interests of your client.
11. Do not raise frivolous objections. At the same time do not fail to achieve valid
points, which will go a long way in easing the position against your client.
12. During the presentation of the department’s case, your handling of the case should
be such that the other side finds it difficult to build the case against your client.
Do not allow the noose to be put around your client’s neck. Your attempt and
attention should always be to loosen the knot against your client and to prove that
the department has not proved the case to the hilt or even beyond reasonable
doubt.
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13. See that during the cross examination of departmental witnesses enough doubts
are created in their statement, so that your can claim the full benefit therefore.
14. It should be possible for you to argue that even if the preponderance of evidence
is against your client, he had acted bona fide, without any deliberate intent.
15. It is generally said that an accused is convicted or acquitted not because he has or
has not committed the offence he is charged with, but because of his inability or
ability to engage an able lawyer.
Your ability is at TEST.
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Appendix ‘A’
Precis No. 1506
(Refer para 90)
CONFIDENTIAL
STANDARD FORM OF MEMORANDUM OF CHARGE FOR IMPOSING MINOR
PENALTIES
(RULE 16 OF CCS (CC&A) RULES 1965
No.
MEMORANDUM
1. No ………………… Shri ……………….. Designation …………..(office in which
working)……. Is hereby informed that it is proposed to take action against him
under Rule 16 of CCS(CC&A) Rules 1965. A statement of imputations of mis-
conduct or mis-behavior on which action is proposed to be taken as mentioned
above, is enclosed.
2. No …………. Shri ……………. Is hereby given an opportunity to make such
representation as he may wish to make against the proposal.
3. If No ……… Shri ………….. fails to submit his representation within 10 days
of the receipt of this Memorandum it will be presumed that he has no
representation to make and orders will be liable to be passed against No ………
Shri …………… ex-party.
4. The receipt of this Memorandum should be acknowledged by NO ……..
Shri ………………………….
70
Appendix ‘B’
Precis No. 1506
(Refer to para 90)
CONFIDENTIAL
STANDARD FORM OF CHARGE SHEET FOR MAJOR PENALTIES.
(RULE 14 OF THE CCS (CC&A) RULE 1965)
TELEPHONE :
No.
MEMORANDUM
1. The Undersigned proposes to hold an inquiry against No ……………………..
under rule 14 of the Central Civil Services (Classification, Control and Appeal)
Rule 1965. The substance of the imputations of mis-conduct or misbehavior in
respect of which the inquiry is proposed to be held is set out in the enclosed
statement of articles of charge (Annexure I). A statement of the imputations of
mis-conduct or mis-behavior in support of each articles of charge is enclosed
(Annexure II). A list of documents by which and a list of witnesses by whom the
articles of charges are proposed to sustained are also enclosed (Annexure III
and IV).
2. No ………………….. is directed to submit within 10 days of the receipt of
this Memorandum a written statement of his defence and also to state whether
he desires to be heard in person.
3. He is informed that an inquiry will be held only in respect of those articles
of charge as are not admitted. He should therefore, specifically admit or deny
each article of charge.
4. No …………………………….. is further informed that if he does not submit
his written statement of defence on or before the date specified in para 2
above, or does not appear in person before the inquiring authority or other wise
fails or refuses to comply with the provision of Rule 14 of the CCS (CC&A) Rules
1965 of the orders/directions issued in pursuance of the said rules, the inquiring
authority may hold the inquiry against him exparte.
5. Attention of No ………..Shri …………… is invited to Rule 20 of the Central
Civil Services (Conduct) Rules 1964 under which no Government servant shall
bring or attempt to bring any political or outside influence to bear upon any
superior authority to further his interests in respect of matters pertaining to his
service under the Government. If any representation is received on his behalf
from another person in respect of any matter dealt with in these proceedings it
will be presumed that No ……….. Shri …………………. Is aware of such a
representation and that it has been made at his instance and action will be
taken against him for violation of the Central Civil Services (Conduct) Rules 1964.
6. The receipt of this Memorandum may be acknowledged.
To
71
Shri……………………………..
72
Appendix ‘C’
Precis No 1506
Refer Para 90
CONFIDENTIAL
STANDARD FORM OF ORDER RELATING TO APPOINTMENT OF INQUIRY OFFICER
( RULE 14(2) OF CCS(CCA) RULES,1965)
TELEPHONE : Office
of
No.
ORDER
1. WHEREAS an inquiry under rule 14 of the Central Civil Service
(Classification, Control and Appeal) Rules 1965 is being held against
No………….(Name and designation of Govt. servant facing enquiry.)
2. AND WHEREAS the undersigned considers that an Inquiry Officer should be
appointed to inquire into the charges framed against the said Shri
………………………………………………………………………………….
3. NOW, therefore, the undersigned in exercise of the powers conferred by
sub rule (2) of the said rule, hereby appoints
Shri………………………………………………….as Inquiry officer to inquire into the
charges framed against the said No
Shri…………………………………………………………………………………………….
To
Shri……………………(Name and designation of Govt servant)
Copy to:
Shri……………
(Name and designation
of the Inquiry Officer)
(Please note that in accordance with sub-rule (8) of
rule 14 of CCS (CC&A) Rules 1965 you may take the
assistance of another Govt Servant to defend your
case in the inquiry if so desired. For this purpose a
panel of three names in order of preference with their
willingness to act at Defence Assistant, may be given to
the Inquiry officer to facilitate progress/finalisation of
the inquiry. However, please note that you will not take
the assistance of any Govt Servant who has two
pending disciplinary cases on hand in which he has to
give assistance.
Oral inquiry proceedings may please be submitted to
this office in quadruplicate. This inquiry report should
cover the details as per sub paras(i) to (xiv) on pages 6
and 7 of the “Notes on the procedure to be followed in
the case of disciplinary proceedings instituted against
civilian personnel. Relevant documents viz charge
memo and defence statement together with a copy of
DO’s and DON’T’s as per the attached list are
73
enclosed, which may please be returned alongwith the
inquiry report.
The delinquent Officer should be asked if he desires
assistance of another Govt servant to defend the case.
Answer to this question should be rendered in the
proceedings. The delinquent official should also be
given opportunity for cross examining witnesses, if any,
and this fact recorded in the proceedings.)
Encls :
CONFIDENTIAL
74
Appendix ‘D’
Precis No 1506
(Refer para 90)
CONFIDENTIAL
TELEPHONE :
ORDER
1. WHREAS an inquiry under rule 14 of the Central Civil Services
(Classification, Control
and Appeal) Rules 1965 is being held against
……………………………………………………
……………………………………………………………………………………………………..
2. AND WHEREAS …………………………………………………………………………
has been appointed as an Inquiry officer to inquire into the charges
framed against the said Shri
………………………………………………………………………………………….
3. NOW, therefore, the undersigned in exercise of the power conferred by
sub-rule (5) (c) of the said rule hereby appoints
……………….……………………………………… As presenting Officer in the above
case.
CONFIDENTIAL
Appx ‘A’
1
Standard form of order of suspension
(Rule 10 (1), CCS (CCA) Rules)
(Read carefully Instruction (12) in Chapter 3
before commencing to use this Form 1
No.
Govt of India
Ministry of………….
75
(Place of issue……………………………… Dated……………….)
ORDER
Whereas a disciplinary proceeding against Whereas a case against
Shri……………………………….. (name Shri……………………………. (name and
and designation of the Government designation of the Government servant) in
servant) is contemplated/pending. respect of a criminal offence is under
investigation/inquiry/trail.
Now, therefore, the President/the undersigned (the Appointing Authority or an authority
to which it is subordinate or any other authority empowered by the President in that behalf), in
exercise of the powers conferred by sub-rule (1) of Rule 10 of the Central Civil Services
(Classification, Control and Appeal) Rules, 1965, hereby places the said
Shri………………………under suspension with immediate effect.
It is further ordered that during the period that this order shall remain in force the
headquarters of Shri………….(name and designation of Government servant) should be
……………………….(name of the place) and the said Shri…………….shall not leave the
headquarters without obtaining the previous permission of the undersigned.
1
(By order and in the name of the President)
Signature2
Name and Designation of the suspending authority
1. Where the order is expressed to be made in the name of President.
2. The officer in the appropriate Ministry/Department authorized under Article 77
(2) of the Constitution to authenticate the orders on behalf of the President or the
other competent officer passing the order
1. Copy of Shri…………(name and designation of the suspended officer). Orders regarding
subsistence allowance admissible to him during the period of his suspension will issue
separately.
2. Copy to Shri………….(name and designation of the appointing authority) for
information.
3. Copy to Shri……………(name and designation of the lending authority) for information.
4. The circumstances in which the order of suspension was made are as follows:-
(Here give details of the case and reasons for suspension).
NOTE: Paragraphs 2 to 4 should not be inserted in the copy of the order of suspension
sent to the officer to be suspended.
(G.I., M.H.A., O.M. No 234/18/65-AVD (II), dated 5the March, 1966. )
Appx ‘B’
Standard form of certificate to be furnished by the
Suspended official under FR 53 (2)
I,……………………(name of Government servant) having been placed under suspension by
order No………………, dated…………, while holding the post of …………..do hereby certify
that I have not been employed in any business, profession or vocation for
profit/remuneration/salary.
Signature
76
Name of Government servant
Address
(G.I., M.H.A., O.M. No 234/18/65-AVD (II), dated 5the March, 1966. )
Appx ‘C’
3
Order placing an officer under suspension when he
is detained in custody
(Rule 10 (2) of CCS (CCA) Rules, 1965)
No.
Government of India
Ministry of………….
(Place of issue……………………. Dated……………..)
ORDER
WHEREAS a case against Shri………………… (name and designation of the
Government servant) in respect of a criminal offence is under investigation.
AND WHEREAS the said Shri…………was detained in custody on
………………………… for a period exceeding forty-eight hourse.
NOW, THEREFORE, the said Shri………………. Is deemed to have been suspended
with effect from the date of detention, i.e., the …………….in terms of sub-rule (2) of Rule 10 of
the Central Civil Services (Classification, Control and Appeal) Rules, 1965, and shall remain
under suspension until further orders.
(Signature)………..
(Designation of the suspending
authority……………………..
77
Appx ‘D’
4
Standard form of order for holding departmental enquiry on appeal
being decided in favour of the Government servant
No.
Govt of India
Ministry of……………..
Dated…………………..
ORDER
WHEREAS Shri (here enter name and designation of the Government servant) was
dismissed/removed/compulsorily retired from service with effect from (here enter the date of
dismissal/removal or compulsory retirement) on the ground of conduct which led to his
conviction on a criminal charge;
OR
WHEREAS the penalty of (name of the penalty imposed) was imposed on Shri (here
enter the name and designation of the Government servant) on the ground of conduct which led
to his conviction on a criminal charge;
AND WHEREAS the said conviction has been set aside by a competent Court of Law
and the said Shri (here enter name and designation of the Government servant) has been
acquitted of the said charge;
AND WHEREAS in consequence of such acquittal the President/undersigned has
decided that the said order of dismissal/removal/compulsory retirement/imposing the penalty of
(here enter the name of the penalty) should be set aside;
AND WHEREAS the President/undersigned on a consideration of the circumstances of
the case has also decided that a further inquiry should be held under the provisions of CCS
(CCA) Rules, 1965, against the said Shri (here enter the name and designation of the
Government servant) on the allegations which led to his dismissal/removal/compulsory
retirement from service/the imposing of the penalty of (here enter the name of penalty imposed).
NOW, THEREFORE, the President/undersigned hereby –
(i) set aside the said order of dismissal/removal/compulsory retirement from
service/imposing the penalty of (here enter the name of the penalty
imposed).
(ii) directs that a further enquiry should be held under the provisions of the
CCS (CCA) Rules, 1965, against Shri………….(here enter the name of
the Government servant) on the allegations which led to his
dismissal/removal/compulsory retirement from service the imposing of the
penalty of (here enter the name of the penalty imposed).
(iii) directs that the said Shri……….. (here enter the name of the Government
servant) shall, under sub-rule (4) of Rule 10 of the CCS (CCA) Rules,
1965, be deemed to have been placed under suspension with effect from
(here enter the date of the dismissal or removal or compulsory retirement
from service), and shall continue to remain under suspension until further
orders.
Station:
Date Disciplinary Authority
78
Appx ‘E’
5
Standard form of order for revocation of suspension order
(Rule 10 (5) (c), CCS (CCA) Rules )
No.
Government of India
Ministry of………….
(Place of issue…………………………. Dated……………..)
ORDER
Whereas an order placing Shri…………..(name and designation of the Government
servant) under suspension was made/was deemed to have been made by …………………….. on
……………………………
Now, therefore, the President/the undersigned (the authority which made or is deemed to
have made the order of suspension or any authority to which that authority is subordinate) in
exercise of the powers conferred by Clause (c) of sub-rule (5) of Rule 10 of the Central Civil
Services (Classification, Control and Appeal) Rules, 1965, hereby revokes the said order of
suspension with immediate effect.
(By order and in the name of the President)
Signature2
Name and designation of the authority making this order
1. For cases involving dismissal/removal/compulsory retirement only (See Para. 3(c) of
Instruction (8) below Rule 19.)
2. To be signed by an officer in the appropriate Ministry/Department authorized under
Article 77 (2) of the Constitution to authenticate orders on behalf of the President, if
the order is expressed to be made in the name of the President.
SWAMY’S – CCS (CCA) RULES
1. Copy to Shri……………..(name and designation of the suspended officer).
2. Copy to Shri……………(name and designation of the appointing authority) for
information.
3. Copy to Shri…………….(name and designation of the lending authority making the
order of suspension).
4. Copy to Shri………… (name and designation of the authority making the order of
suspension).
5. The reasons for revoking the order of suspension are as follows:-
NOTE 1. Endorsement as in Para. 2 should be made where the order of revocation of
suspension is made by an authority lower than the Appointing Authority.
NOTE 2. – Endorsement as in para 3 should be made where the order of suspension has
been made against a “Borrowed Officer”.
79
NOTE 3 – Endorsement as in para 4 should be made where the order of revocation of
suspension is made by an authority other than the authority which made or is deemed to
have made, the order of suspension.
NOTE 4 – Para 5 should be inserted only if an endorsement as in Paras 2,3, or 4 is made.
NOTE 5 – Paras 2 to 5 should not be inserted in the copy sent to the suspended officer.
(G.I., M.H>A., O.M. No 234/18/65-AVD, dated the 13th January, 1966.)
Appx ‘F’
6
Standard form of charge-sheet for major penalties
(Rule 14 of CCS (CCA) Rules )
No.
Government of India
Ministry of………………
Dated…………………
MEMORANDUM
The President/undersigned proposes to hold an inquiry against Shri…………. Under
Rule 14 of the Central Civil Services (Classification, Control and Appeal) Rules, 1965. The
substance of the imputations of misconduct or misbehaviour in respect of which the inquiry is
proposed to be held is set out in the enclosed statement of articles of charge (Annexure-I). A
statement of the imputations of misconduct or misbehaviour in support of each article of charge
is enclosed (Annexure-II). A list of documents by which, and a list of witnesses by whom, the
articles of charge are proposed to be sustained are also enclosed (Annexures –III and IV).
2. Shri…………. Is directed to submit within 10 days of the receipt of this Memorandum a
written statement of his defence and also to state whether he desires to be heard in person.
3. He is informed that an inquiry will be held only in respect of those articles of charge as
are not admitted. He should, therefore, specifically admit or deny each article of charge.
4. Shri…………… is further informed that if he does not submit his written statement of
defence on or before the date specified in Para 2 above, or does not appear in person before the
inquiring authority or otherwise fails or refuses to comply with the provisions of Rule 14 of the
CCS (CCA) Rules, 1965, or the orders/directions issued in pursuance of the said rule, the
inquiring authority may hold the inquiry against him ex parte.
5. Attention of Shri……………. Is invited to Rule 20 of the Central Civil Services
(Conduct) Rules, 1964, under which no Government servant shall bring or attempt to bring any
political or outside influence to bear upon any superior authority to further his interest in respect
of matters pertaining to his service under the Government. If any representation is received on
his behalf from another person in respect of any matter dealt with in these proceedings it will be
presumed that Shri…………..is aware of such a representation and shall it has been made at his
instance and action will be taken against him for violation of Rule 20 of the CCS (Conduct)
Rules, 1964.
6. The receipt of the Memorandum may be acknowledged.
1
(By order and in the name of the President)
80
2
Name and designation of Competent Authority
To
Shri……………………………….
……………………………………
3
ANNEXURE-I
Statement of articles of charge framed against Shri……………………… (name and
designation of the Government servant).
1. Where the President is the disciplinary authority.
2. The officer in the appropriate Ministry/Department authorized under Article 77 (2) of the
Constitution to authenticate orders on behalf of the President or the disciplinary authority, as the
case may be.
3. Ministry of Law have advised that these annexures need not be signed by the disciplinary
authority.
(G.I., M.H.A., O.M. No 234/18/65, AVD (II) dated the 5th March, 1966.)
Article I
That the said Shri……….. while functioning as………………… during the
period……………………..
Article II
That during the aforesaid period and while functioning in the aforesaid office, the said
Shri …………………….
Article III
That during the aforesaid period and while functioning in the aforesaid office, the said
Shri ……………………
……………………..
1
ANNEXURE –II
Statement of imputation of misconduct or misbehaviour in support of the articles of
charge framed against Shri……………… (name and designation of the Government servant).
Article I
Article II
Article III
1
ANNEXURE –III
List of documents by which the articles of charge framed against Shri ……….. (name
and designation of Government servant) are proposed to be sustained.
81
1
ANNEXURE – IV
List of witness by whom the articles of charge framed against Shri ……………… (name
and designation of the Government servant) are proposed to be sustained.
Appx ‘G’
7
Standard form of order relating to appointment of Board of Inquiry
(Rule 14 (2) of CCS (CCA) Rules, 1965)
No
Government of India
Ministry of ………..
(Place of issue …………… Dated………………
1. Ministry of Law have advised that these annexures need not be signed by the disciplinary
authority.
(G.I., M.H.A, O.M. No 234/18/65, AVD (II), dated the 5th March, 1966.)
ORDER
WHEREAS an inquiry under Rule 14 of the Central Civil Services (Classification,
Control and Appeal) Rules, 1965, is being held against Shri ………….. (name and designation of
the Government servant).
AND WHEREAS the President/the undersigned considers that the Inquiry should be
appointed to inquired into the charges framed against the said Shri……………………
NOW, THEREFORE, the President/the undersigned be considers that the powers
conferred by sub rule (2) of the said rule, hereby appears.
A Board of Inquiry consisting of:
1.
2. (Here enter name and designation of Member of the
3. Board of Inquiry)
1
(By order and in the name of the President)
Signature
Designation of the Competent authority
Copy to (name and designation of the Government servant).
Copy to (name and designation of the Member of the Board of Inquiry).
2
Copy to (name and designation of the lending authority) for information.
82
Appx ‘H’
8
Standard form of order relating to appointment of Inquiring Authority
(Rule 14 (2) of CCS (CCA) Rules, 1965.)
No
Government of India
Ministry of……………………..
(Place of issue…………………… Dated…………………………..
WHEREAS an inquiry under Rule 14 of the Central Civil Services (Classification,
Control and Appeal) Rules, 1965, is being held against Shri…………… (name and designation
of the Government servant).
AND WHEREAS the President/the undersigned considers that an Inquiring Authority
should be appointed to inquire into the charges framed against the said Shri ………………….
1. In case where the order is expressed to be made in the name of the President.
2. To be used wherever applicable. Not to be inserted in the copy sent to the Government
servant.
NOW, THEREFORE, the President/the undersigned, in exercise of the powers conferred
by sub rule (2) of the said rule, hereby appoints Shri ………………(name and designation of the
Inquiring Officer) as the Inquiring Authority to inquire into the charges framed against the said
Shri……………………………….
1
(By order and in the name of the President)
Signature
Designation of the Competent Authority
Copy to:-
1. Name and designation of the Government servant.
2. Name and designation of Inquiring Authority.
3. Name and designation of the lending authority, where necessary,for information.2
83
Appx ‘J’
10
Standard form of the order relating to the appointment of
Presenting Officer
(Rule 14 (5) (c) I
No.
Government of India
Ministry of……………………….
(Place of issue……………………….. Dated…………………………..)
ORDER
WHEREAS an inquiry under Rule 14 of the Central Civil Services (Classification,
Control and Appeal) Rules, 1965, is being held against Shri…………. (name and designation of
the accused officer).
AND WHEREAS the 2President/undersigned considers that a Presenting Officer should
be appointed to present on behalf of the 2President/undersigned the case in support of the articles
of charge.
NOW, THEREFORE, the 2President/undersigned in exercise of the powers conferred by
sub rule (5) (c) of Rule 14 of the said rules, hereby appoints Shri………… (name and
designation of Presenting Officer) as the Presenting Officer.
3
(By order and in the name of the President)
Disciplinary Authority/2Authority competent
to authenticate order in the name of President
Copy to:-
1. The Presenting Officer.
2. The Accused Officer
3. The Inquiry Officer.
1. In cases where the order is expressed to be made in the name of the President.
2. Delete where not applicable.
3. In cases where the order is expressed to be in the name of the President.
4. Copy for information and necessary action to the CBI with reference to their letter
No…………………, dated……………..
Disciplinary Authority/2 Authority competent to
authenticate order in the name of President
84
Appx ‘K’
11
Standard form of memorandum of charge for minor penalties
(Rule 16 of CCS (CCA) Rules, 1965.)
No
Government of India
Ministry/Officer of……..
Dated……………………
MEMORANDUM
Shri……………….(Designation)…………………. (Office in which working)
……………..is hereby informed that it is proposed to take action against him under Rule 16 of
CCS (CCA) Rules, 1965. A statement of the imputations of misconduct or misbehaviour on
which action is proposed to be taken as mentioned above is enclosed.
2. Shri…………………….. is hereby given an opportunity to make such representation as
he may wish to make against the proposal.
3. If Shri……………. Fails to submit his representation within 10 days of the receipt of this
Memorandum, it will be presumed that he has no representation to make and orders will be liable
to be passed against Shri……………… ex parte.
4. The receipt of this Memorandum should be acknowledged by Shri ……………….
3
(By order and in the name of the President)
4
Signature
Name and designation of Competent Authority
To
Shri…………………………….
1. To be used where applicable. Not to be inserted in the copy sent to the accused
officer.
2. Delete where not applicable.
3. Where the President is the disciplinary authority.
4. The officer in the appropriate Ministry/Department authorized under Article 77 (2) of
the Constitution to authenticate orders on behalf of the President or the disciplinary
authority, as the case may be.
85
Appx ‘L’
12
Standard form for initiation of minor penalty proceedings
(in cases where disciplinary authority decides to hold the inquiry)
(Rule 16 of CCS (CCA) Rules, 1965).
No
Government of India
Department/Office………………
Dated………………….
MEMORANDUM
In continuation of Memorandum No………………… dated…………….issued under
Rule 16 of the CCS (CCA) Rules, 1965, the President/undersigned is of the opinion that it is
necessary to hold an enquiry against Shri………………….. under Rule 16 (I) (b) of the CCS
(CCA) Rules, 1965. The sub stance of the imputation of misconduct or misbehaviour in respect
of which the inquiry is proposed to be held is set out in the enclosed statement of article of
charge (Annexure-I). A statement of the imputation of misconduct or misbehaviour in support of
each article of charge is enclosed (Annexure-II). A list of documents by which and a list of
witnesses by whom the articles of charge are proposed to be sustained are also enclosed
(Annexure-III and IV).
2. Shri……………. Is directed to submit within ten days of the receipt of this Memorandum
a written statement of his defence and also to state whether he desires to be heard in person.
3. He is informed that an inquiry will be held only in respect of those articles of charge as
are not admitted. He should, therefore, specifically admit or deny each article of charge.
4. Shri………………. Is further informed that if he does not submit his written statement of
defence on or before the date specified in Para 2 above, or does not appear in person before the
Inquiring Authorities or otherwise fails or refuses to comply with the provisions of Rules 14 and
16 of the CCS (CCA) Rules, 1965 or the orders/directions issued in pursuance of the said Rule,
the Inquiring Authority may hold the inquiry against him ex parte.
5. Attention of Shri…………. Is invited to Rule 20 of the CCS (Conduct) Rules, 1964,
under which no Government servant shall bring or attempt to bring any political or outside
influence to bear upon any superior authority to further his interests in respect of matters
pertaining to his service under Government. If any representation is received on his behalf from
another person in respect of any matter dealt with in these proceedings, it will be presumed that
Shri…………………… is aware of such a representation and that it has been made at his
instance and action will be taken against him for violation of Rule 20 of CCS (Conduct) Rules,
1964.
6. The receipt of this Memorandum may be acknowledged.
1
(By order and in the name of the President)
2
Signature
Name and designation of Competent Authority
To
Shri……………………………….
…………………………………..
(Note – Annexures –I to IV is in item 6.)
86
Appx. ‘M’
13
Standard form of order for taking disciplinary action in
Common Proceedings
(Rule 18 of CCS (CCA), 1965)
No.
Government of India
Ministry of ……………….
Dated
ORDER
WHEREAS the Government servants specified below are jointly concerned in a
disciplinary case.
Shri…………………..
Shri………………….
Shri…………………
3
NOW, THEREFORE, in exercise of the powers, conferred by sub rules (1) and (2) of
Rule 18, Central Civil Services (CCA) Rules, 1965, the President/the undersigned hereby
directs:-
(i) that disciplinary action against all the said Government servants shall be taken
in a common proceedings.
(ii) that………………..(name and designation of the authority) shall function as
the Disciplinary Authority for the purpose of the
1. Where the President is the disciplinary authority.
2. The officer in the appropriate Ministry/Department authorized under Article 77 (2) of
the Constitution to authenticate orders on behalf of the President or the disciplinary
authority, as the case may be.
3. The authority competent to impose the penalty of dismissal from service on all such
Government servants or if they are different, the highest of such authorities with the
consent of others, See Rule 18 (1).
4. See Rule 18 (2) (i)
Common proceeding and shall be competent to impose the following penalties, namely:-
1
(Here specify the penalties)
2
(iii) that the procedure prescribed in Rules 3 14, 15 and 16 shall be followed in the said
proceedings.
4
(By order and in the name of the President)
Signature5
Name and designation of the Competent Authority
Copy to:-
1. Shri………………………. (Name and Designation)
2. Shri………………………. (Name and Designation)
3. Shri………………………. (Name and Designation)
87
Appx ‘N’
14
Standard form of order for appointment of
Inquiring Authority in Common Proceedings
(Rules 18 of CCS (CCA) Rules, 1965)
No.
Government of India
Ministry of……………….
Dated………………..
ORDER
WHEREAS in inquiry under Rule 14 of the Central Civil Services (Classification,
Control and Appeal) Rules, 1965, is being held against the officers specified below:-
Shri………………………
Shri………………………
Shri………………………
Shri………………………
Shri………………………
1. See Rule 18 (2) (ii).
2. See Rule 18 (2) (iii).
3. Score out the portion not applicable.
4. Where the order is expressed to be made in the name of the President.
5. The officer in the appropriate Ministry/Department authorized under Article 77 (2) of
the Constitution to authenticate orders on behalf of the President, or other competent
authority under Rule 18 (1).
WHEREAS common proceedings have been ordered against the said officers.
AND WHEREAS the President/the undersigned considers that the Inquiring Authority
should be appointed to inquire into the charges framed against the said Officers.
NOW, THEREFORE, the President/the undersigned in exercise of the powers conferred
by the sub rule (2) of the said rule hereby appoints Shri………………. (name and designation of
the Inquiry Officer) as the Inquiring Authority to inquire into the charges framed against the said
officers.
1
By order and in the name of the President/
Disciplinary Authority/Authority competent to
authenticate order in the name of the President2
Copy to:-
1. The accused officers.
2. Presenting Officer
3. Inquiring Authority with the relevant documents.
2
4. The Central Vigilance Commission.
Disciplinary Authority/Authority competent to
authenticate order in the name of the President2
88
Appx ‘O’
15
Standard form of order for appointment of Presenting Officer
in Common Proceedings
(Rule 18 of CCS (CCA) Rules, 1965)
No.
Government of India
Ministry of………………..
Department of……………
Dated the …………………
ORDER
WHEREAS an inquiry under Rule 14 of the Central Civil Services (Classification, Control
and Appeal) Rules, 1965, is being held against the officers specified below:-
Shri……………………….
Shri……………………….
1. Delete where not applicable.
2. To be used where applicable. Not to be inserted in the copy sent to the accused
officer.
Shri…………………………..
Shri………………………….
WHEREAS common proceedings have been ordered against the officers.
AND WHEREAS the President/undersigned considers it necessary to appoint a
Presenting Officer to present the case in support of the articles of charge against the said officers
before the Inquiring Authority.
NOW, THEREFORE, the President/undersigned in exercise of the powers conferred by
sub rule (5) (c) of the said rule, hereby appoints Shri ……………(name and designation of the
Presenting Officer) as Presenting Officer to present the case in support of the articles of charge
against the said Officers before the Inquiring Authority.
1
By order and in the name of the President
Disciplinary Authority
1
Authority competent to authenticate order in the
name of the President
Copy to:-
1. The Accused Officers.
2
2. Central Bureau of Investigation
2
3. Central Vigilance Commission.
4. Inquiring Authority
5. Presenting Officer.
Disciplinary Authority
1
Authority competent to authenticate order in the
name of the President
89
Appx ‘P’
16
Standard form of show cause notice for imposing penalty to be
issued on the Government servant on his conviction
(Rule 19 of CCS (CCA) Rules, 1965)
No.
Government of India
Ministry of………………..
Dated……………………..
WHEREAS Shri (here enter name and designation of the Government servant) has been
convicted on a criminal charge under section (here enter the section or sections under which the
Government servant was convicted)
1. Delete where not applicable.
2. To be used where applicable. Not to be inserted in the copy sent to the accused
officer.
of (here enter the name of the statute concerned) and has been awarded a sentence of (here enter
the sentence awarded by the Court).
AND WHEREAS the undersigned proposes to award an appropriate penalty under Rule
19 of the Central Civil Services (Classification, Control and Appeal) Rules, 1965, taking into
account the gravity of the criminal charges;
AND WHEREAS before coming to a decision about the quantum of penalty Shri (here
enter name of the convicted official) was given an opportunity to personal hearing to explain the
circumstances why penal action should not be taken against him in pursuance of the provisions
of Rule 19 ibid;
AND WHEREAS on a careful consideration of the inquiry report1 (copy enclosed), the
President/undersigned has provisionally come to the conclusion that Shri (here enter the name of
the official) is not a fit person to be retained in service/the gravity of the charge is such as to
warrant the imposition of a major/minor penalty and accordingly proposes to impose on him the
penalty of (here enter the proposed penalty);
NOW, THEREFORE, Shri (here enter the name of the official) is hereby given an
opportunity of making representation on the penalty proposed above. Any representation which
he may wish to make against the penalty proposed will be considered by the undersigned. Such
a representation, if any, should be made in writing and submitted so as to reach the undersigned
not later than fifteen days from the date of receipt of this memorandum by Shri (here enter name
of the government servant).
The receipt of this Memorandum should be acknowledged.
(Name and designation of the Competent Authority)
NOTE: In the above form, portions not required should be struck out according to the
circumstances of each case.
90
Appx ‘Q’
17
Form of order for imposing penalty on the
Government servant on his conviction
No.
Government of India
Ministry of…………………
Dated……………………….
ORDER
WHEREAS Shri (here enter name and designation of the Government servant) has been
convicted on a criminal charge under section (here enter the section or sections under which the
Government servant was convicted) of (here enter the name of the statute concerned).
1. See Instructions below Rule 19.
AND WHEREAS it is considered that the conduct of the said Shri (here enter the name
and designation of the Government servant) which has led to his conviction is such as to
render his further retention in the public service undesirable/ the gravity of the charge is such
as to warrant the imposition of a major/minor penalty;
AND WHEREAS Shri (here enter name of the official) was given an opportunity of
personal hearing and offer his written explanation;
AND WHEREAS the said Shri (here enter name of the official) has given a written
explanation which has been duly considered by the President/undersigned;
NOW, THEREFORE, in exercise of the powers conferred by Rule 19 (i) of the Central
Civil Services (Classification, Control and Appeal) Rules, 1965, and in consultation with the
Union Public Service Commission, the President/undersigned hereby dismisses/removes the said
Shri (here enter the name and designation of the Government servant) from service or directs that
the said Shri (here enter the name and designation of the Government servant) shall be
compulsorily retired from service with effect from (here enter date of
dismissal/removal/compulsory retirement)/imposes the penalty of (here enter the penalty).
Station Disciplinary Authority
Date:
NOTE: In the above form, portions not required should be struck out according to the
circumstances of each case.
91
Appx ‘R’
18
Standard form of order for setting aside order of punishment on
appeal being decided in favour of the Government servant
No.
Government of India
Ministry of………………..
Dated……………………..
ORDER
WHEREAS Shri (here enter the name and designation of the Government servant) was
dismissed/removal/compulsorily retired from service with effect from (here enter the date of
dismissal/compulsory retirement) on the ground of conduct which led to his conviction on a
criminal charge;
OR
WHEREAS the penalty of (here enter the name of the penalty) was imposed on Shri
(here enter the name and designation of the Government servant) on the ground of conduct
which led to his conviction on a criminal charge;
AND WHEREAS the said conviction has been set aside by a competent Court of Law
and the said Shri (here enter the name and designation of the Government servant) has been
acquitted of the said charge;
NOW, THEREFORE, the President/undersigned hereby sets aside the order of
dismissal/removal/compulsory retirement from service/imposing the penalty of (name of the
penalty imposed).
Station:
Date: Disciplinary Authority
92
Appx ‘S’
19
Form for summoning public servant/private individual as witness
No.
Government of India
Ministry of…………………
(Place of issue…………………………. Dated………………………)
To
Sir,
I am the Inquiring Authority in the proceedings against Shri………………. Your
evidence is considered material. I request you to appear before me on………………….at
……..(time and place)……………………….
You are/are not likely to required to stay at the place for more than a day.
Yours faithfully,
(Inquiring Officer)
1
Copy to……………………. With the request to permit the official mentioned above to
attend the enquiry on these dates.
(Inquiring Officer)
Appx ‘T’
20
Form of certificate by Inquiry Officer for witness
This is to certify that Shri (name, designation, officer, etc) appeared before me as a
witness on……………… at (place)……………in the departmental inquiry against Shri (name,
designation, etc) and was discharged on……………….at (time)…………….
1. Endorsement necessary only in the case of summons to Public servants and not to
individuals.
Nothing has been paid to him on account of his traveling and other expenses.
Place:
Date: (Signature)
(Disciplinary Authority/Board of Inquiry)
Copy forwarded for information to…………..
Secretary to the Government of……………….
Department.
93
Appx ‘U’
21
Form of Certificate by Inquiry Officer to the
Presenting Officer/Defence Account
This is to certify that Shri (name, designation, office, etc), attended the proceedings in the
departmental inquiry against Shri (name, designation etc) to present the case in support of the
charges/to assist the said Shri (name)………….in presenting his case on……………….at
(place)……………….
Nothing has been paid to him on account of his traveling and other expenses.
Place:
Date: (Signature)
Disciplinary Authority/ Board of Inquiry
Inquiry Officer
Copy forwarded for information to the Ministry of/Department of………………….
94
Appendix ‘E’
(Precis No. 1506)
(Refers Para 19)
CENTRAL CIVIL SERVICES (CLASSIFICATION CONTROL AND APPEAL) RULE 1965
Authorities empowered by the President to impose penalties specified in sub rule (i) to (ix) of Rule 11 CCS(CC&A) Rules 1965.
Ser Description of Service/Post Authority competent to impose Panalties Appellate Authority
No penalties and the penalties it may
impose Authority
(1) (2) (3) (4) (5)
1. All Group ‘C’ Posts including office (a) CE Command All
Supdt Gde 1 and Asstt. (b) Comdt CME
(c) Comdt Engr Gp and Centres All Engineer-in-Chief
(d) Officer i/c Records Engr Gp and
Centre
(e) CE Zone All CE Command
(f) CE Project/ACE(P) (g) CE Zone/CE(P)
(g) CWE/Cmdr HQ Wks Engr (h) CE Command
(h) OC ESD (Lt Col) (j) Comdt CME
(j) Col Adm (CME) (i) to (iv) (k) CE Command
(k) OC Unit (Lt Col)
2. Group ‘C’ Posts maximum of (a) CWE/Comdr HQ Works Engr (a) Ce Zone/CE(P)
whose pay in time scale does not (b) OC ESD (Lt Col) All (b) CE Command
exceed Rs 2300/- p.m. in the (c) Col Adm (CME) (c) Comdt CME
Schedule to CDS (Revised pay) (d) OC Unit (Lt Col) (d) CE Command
Rule 86, except office Supdts. (e) GE/OC Works Section (Maj/EE) (i) to (iv) (e) CWE/Comdr Works
(Gde 2 and 1 Engr.
3. Group ‘C’ Post maximum of whose (a) GE/OC Works Section (Maj/EE) All (a) CWE/Comdr Works
95
pay in the time scale does not Engr for minor penalties
exceed Rs 1540/- p.m. in the mentioned at (i) to (iv)
Schedule the CDS (Revised pay) (b) CE Zone/CE(P) for
Rules 1986 major penalties i.e.
Ser Description of Service/Post Authority competent to impose Penalties Appellate Authority
No penalties and the penalties it may
impose Authority
(1) (2) (3) (4) (5)
Group ‘D’ Posts
1. All Group ‘D’ Posts under E-in-C (a) CE Command
(b) Comdt CME
(c) Cmdt Engr GP and Centre All Engineer-in-Chief
(d) Officer i/c Records Engr Gp and
Centre All CE Command
(e) CE Zone
(f) CE Project/ACE(P) (g) CE Zone/CE Project.
All (h) CE Command
(g) CWE/Comdr HQ Works Engrs All (j) Comdt CME
(h) OC ESD (Lt Col) All (k) CE Command
(j) Col Adm (CME) All Major penalties i.e.,
(k) OC Unit (Lt Col) All penalties mentioned at
(l) GE/OC Works Sec (Maj/EE) All (v) to (ix)
Ce Zone/CE Project
96
Minor penalties i.e.,
penalties mentioned at
All (i) to (iv)
(m) OC ESD (Maj) CWE/Comdr Works Engr
CE Command
(G of I, Min of Def Order No 5(14)/79/D (Lab) dt 16 Aug 1979 and 4/4/88 – D (Lab), dated 20
June 88.
97
Precis No 1507
Management school
LEAVE: CIVILIANS
Introduction
1. Each organization allows certain amount of leave to its establishment. Leave is granted
for recreation, on private affairs and on medical grounds.
2. This précis deals with the conditions under which leave is granted, various kinds of leave
admissible to different classes of establishments, calculation and accumulation of leave
and leave salary.
3. Leave cannot be claimed as a matter of right. When exigencies of public service so
require, leave of any kind may be refused or revoked by the Competent authority, but it
shall not be open to that authority to alter the kind of leave due and applied for except at
the written request of the Govt. servant.
(CCS (Leave) Rules, 72, Rule
Effect of Dismissal, Removal or Resignation on Leave at Credit
4. Any claim to leave to the credit of Govt. servant, who is dismissed, or removed or who
resigns from Govt. service, ceases from the date of such removal, dismissal or resignation
except that :-
(a) Where the services of a Govt. servant not in permanent employment, is terminated
by notice or by payment of pay and allowances in lieu of notice or otherwise in
accordance with the terms and conditions of his appointment he may be granted
earned leave to his credit, subject to a maximum of 300 days, even though such
leave extends beyond the date he ceases to be in service. If he himself resigns, he
may be granted leave to the extent of half the credit.
(b) Where a Govt. servant is required to resign his post to take up a new post under
the Govt. for which he sends an application through proper channel, such
resignation will not result in lapse of leave.
(c) On re-instatement on appeal or revision, the Govt. servant is entitled to count for
leave his service prior to dismissal or removal.
(d) A Govt. servant who is retired on compensation or invalid pension or gratuity,
who is re-employed and allowed to count his past service for pension, shall be
entitled to count his former service for leave.
(CCS(Leave) Rules-Rule 9, read with Rule 39)
Leave Beyond Date of Compulsory Retirement
5. Leave is not granted beyond the date the officer is due to retire from service
compulsorily. Provided that the authority empowered to grant leave may allow a Govt.
servant who has been denied in whole or in part on account of exigencies of service the
earned leave which was due to him pending retirement, the whole or portion of the earned
leave even though it extends to a date beyond the date of retirement. For the purpose of
this rule an officer may be deemed to have been denied leave only, if in sufficient time
before the date on which he must compulsorily retired or the date on which his duties
finally cease, he has either formally applied for leave as preparatory to retirement and has
been refused it on the ground of exigencies of public service or has ascertained in writing
from the sanctioning authority that such leave if applied for would not be granted on the
aforesaid ground. Recall from leave preparatory to retirement is treated as a constructive
refusal of leave.
98
Example of Calendar Months
6. The following examples show how a period stated in calendar month is calculated :-
(a) A Period of Six Calendar Months
Beginning on the Ends on the
(i) 28 Feb - 27 Aug
(ii) 31 Mar or Apr - 30 Sep
(iii) 29 Aug - 28 Feb
(iv) 30 Aug or 1 Sep - Last day of Feb
(b) A Period of Three Calendar Months
Beginning on the Ends on the
(i) 29 Nov - 28 Feb
(ii) 30 Nov or 1 Dec - Last day of Feb
Commencement and End of Leave
7. (a) Unless specially or otherwise ordered leave begins within 35 days of the date of
sanction.
(CSR 840).
(b) Prefixing and suffixing holidays to leave other than leave on medical certificate,
shall be allowed automatically except in cases where for administrative reasons
permission for prefixing/suffixing holidays to leave is specifically withheld. In
the case of leave on medical certificate, if the day on which an employee is
certified medically fit for rejoining duty happens to be a holiday, he shall be
automatically allowed to suffix such holiday(s) to his medical leaves. Such day
shall not be counted as leave.
(CPRRO 27/77)
RH can be prefixed or suffixed to regular leave or casual leave.
Rule 22 CCS(L) Rules 1972 & (CPRO 27/77)
Return from Medical Leave
8. Medical certificate of fitness is necessary when an officer returns from leave on medical
grounds.
(Rule 24, CCS (L) Rules 1972)
Medical Leave and Medical Certificate
9. The medical authorities are precluded from recommending grant of leave in cases in
which there is no reasonable prospect of an individual becoming fit to return to duty.
Doubtful cases may be referred back to the medical authorities.
10. Possession of medical certificate does NOT in itself confer on an individual any right to
leave.
11. Leave on medical certificate to non-gazetted Govt. servants may be granted on the basis
of medical certificate even by an Authorised Medical Attendant or Registered Medical
Practitioner. The certificate should define clearly in nature and probable duration of
illness.
NOTES ; (1) Certificate given by a Registred Ayurvedic, Unani or Homeopathic
Medical practitioner or a Registered Dentist (for dental ailments) or by an
Honorary Medical Officer is acceptable if it is accepted for same purpose by the
State Govt. for it own employees.
(2) The competent authority has the discretion to secure, a second medical
opinion by requesting a Govt. Medical Officer not below the rank of a Civil
Surgeon or Staff Surgeon, to have the applicant medically examined.
(Rule 19, CCS (L) Rules, 1972)
99
Second Medical Opinion : Non Gazetted Staff
12. Whenever a second medical opinion is required in connection with the grant of leave to a
civilian non gazetted government servant he is NOT compelled against his will to report
for medical examination to the Staff Surgeon instead of the Civil Surgeon as provided in
Art 834 (b) CSR.
(E-in-C 30975/EIC (1) of 21 Mar 53).
Leave on Medical Certificate : Gazetted Officers
13. A Gazetted Government servant can be granted leave on medical certificate for a period
exceeding two months on the basis of a certificate from an Authorised Medical Attendant
as in the case of non-gazetted government servant. In other words the existing procedure
of setting up a Medical Board and appearance of Gazetted Government servant before
such Board for the purpose of grant of leave on medical certificate exceeding two months
shall be dispensed with. Where, however, the authority competent to grant leave is not
satisfied about the genuineness of a particular case, it shall be open to such authority to
secure a second medical opinion by requesting a Government Medical Officer not below
the rank of Civil Surgeon or Staff Surgeon to have the applicant medically examined on
the earliest.
(CPRO 27/77)
Return from Leave
14. A Government Servant on leave shall not return to duty before the expiry of leave
granted to him unless he is permitted to do so by the leave sanctioning authority.
(Rule 24 (1), CCS (Leave) R ule, 1972)
Recall from Leave
15. In case a Government Servant is recalled to duty before the expiry of his leave, such
recall to duty shall be treated as compulsory in all cases.
(CPRO 27/77)
Combination of Leave
16. All kind of leave, except casual leave, can be combined with each other. Compensatory
of which is given to employees for working on any holiday/Sunday etc may be treated as
a holiday for purposes of combination of holidays with leave. (Rule 22, CCS (Leave)
Rule, 1972).
Kind of leave Admissible to Different Classes of Establishments
17. (a) Personnel appointed on or after 28 Sep. 31 - Governed by CCS (Leave)
Rule,1972.
(b) Industrial employees - Governed by new Rules in AI
195/54.
18. Kinds of leave admissible, scale at which earned and accumulated and leave salaries are
indicated in Appendix ‘A’ and Appendix ‘B’.
Casual Leave
19. Casual leave is not recognized and is not subject to any rule. An officer on casual leave is
treated as on duty. Casual leave is admissible as under :-
(a) Personnel other than industrial employees - 8 days in a calendar year –
normally NOT more than 5
days at a time. NOT carried
over to next calendar year.
(b) Industrial employees - Upto a maximum of 12 days
in a calendar year. Not
carried over to next calendar
year.
100
20. Casual leave for 2 calendar years may be combined provided the maximum amount does
NOT exceed 8 days and leave for each calendar year is adjusted against the account of
the respective year. Casual leave can be sanctioned for half day.
(G of I, M of D No 972/1/D-Appts of 23 Apr 52 as amended).
Absence After Expiry of Leave
21. Unless the leave is extended by Competent Authority, the Government servant is entitled
to no leave salary for period of such absence and that period will be debited against his
leave account as though it were half pay leave, to the extent such leave is due, the period
in excess of such leave being treated as extraordinary leave.
(Rule 25, CCS (Leave) Rules, 1972)
Model Leave Terms
22. Model Leave terms for officers of non-Asiatic domicile engaged on contract overseas for
employment in the Defence services in India are contained in AI 235/52.
Leave to Muslim Industrial Employees for Jumma Prayer
23. Muslim industrial employees are allowed leave without pay for one hour on Friday for
offering their Jumma prayers. Wages are, however, deducted for the actual period of
absence from work. If the time allowed is preceded or succeeded by the lunch interval the
period of absence from work in respect of which wages are to be deducted is not included
in the interval.
(M of D, OM No 27(19)/53/216/I/D(Appts) of 10 May 54 and E-in-C No 30573/EID(2)
of 19 May 54 as amended)
Special Casual Leave
24. Special Casual Leave is granted based on orders issued by Government on the happening
of certain contingencies like Cyclones, Floods, Communal riots, Breach of
Communication when employees are prevented from attending office in the affected
areas.
25. Special Casual Leave may be combined with ordinary casual leave or regular leave but
not with both at one time.
26. Special Casual Leave is admissible in respect of the following cases as per general
orders issued from time to time :-
(a) Govt. servants who are invitees, members, - To extent of attendance at
official delegates or to read papers, the meeting and for
to attend meetings organized by Scientific journeys to and from the
Associations like Indian Science Congress place of meeting.
Association, National Institute of Science,
Institute of Engineers, Indian Academy of
Sciences and similar bodies.
(M of D, Memo No 27537/BDS/EIC/11787/D(Civ-II) dt 11-11-71)
(b) Ex-Servicemen who have to appear before - 15 days including
Resurvey Boards for re-assessment transit time
of their disability. both ways.
(M of D, Memo No 11(57)/65/D(Civ-II) dated 10 Oct 66)
(c) Disabled Ex-servicemen who go to - 15 ,
hospital for replacement days in a calendar year
of their artificial limbs. including transit time
both ways.
(G of I,M of Def Memo No. 11(5) 72/3399/D(Civ.-II) dated 11April 72,as amended)
(d) Members, delegates of members, managing committee - 10 days in a.
calendar year
members and office bearers of Co-operative Societies
(formed exclusively with civilians paid from Defence
Services Estimates) for journeys to attend meetings,
101
Special meetings, contact courts/civil authorities/
Registrar for work of Societies, etc.
(G of I, M of D Memo No 11(1)/14/10661/D(Civ-II) dated 14 Aug 64
and Memo No 11/3/66/8752/D(Civ-II) dated 8 Sep 72)
(e) For taking part in sporting events tournaments and matches - 30 days.
of national importance, where participation is in a Period in excess
representative capacity and not in his personal capacity. to be granted as
regular leave of
the kind due.
(G of I, Min Home Affairs Memo No 46/7/50-Estt dt 6 Apr 54)
(f) Civilians permitted to join Territorial Army -Period spent in
the Camp,
or attending a
course of
instruction.
(G of I, Min Home Affairs Memo No 25/12/51-Estt dt 1 Aug 51)
(g) Participating in mountaineering expeditions having approval - 30 days in a
of the Indian Mountaineering Foundation. (Where one calendar year.
individual participates in Ser No (e) above also, overall (Period in excess
limit will be 30 days). may be treated
as regular leave)
(h) (i) Office bearers of recongnised Service Associations/ - 20 days in a
Unions of Central Govt. Employees for participating year.
in activities of the Associations/Unions.
.
(ii) Outstation delegates/members of executive - 10 days in a
Committee to attend meetings . year.
.
(iii) Local delegates/members of executive committee - 05 days in a
to attend meetings. year.
(j) Staff side members of the Departmental Council. - One day’s
Special Casual
Note : The same applies for National Council meetings also. Leave for each
meeting of
Departmental
Council. In
addition, 2
days duty
period on the
days
preceding the
day of each
meeting for
consultations.
(k) For IUCD insertion - On the day of
insertion.
(l) Sterilisation Operation cases
102
(i) Female Govt. servant who undergoes non - - 14 days
Special Casual puerperal tubectomy operation.
Leave.
(ii) Male Govt. servant whose wife undergoes non - - 07 days
puerperal tubectomy operation. Special
Casual
Leave.
(iii) Male Govt. servant who undergoes Vasectomy - 07 days
operation. Special Casual
. Leave.
A Government servant developing post-sterilisation complications may be allowed Special
Casual Leave to cover the period for which he/she is hospitalized for a post operation
complication on production of certificate from Authorised Medical Attendant.
(CPRO 57/78)
NOTE :
(1) E-in-C is the Head of Department in respect of Civilians in the MES for the
purpose of Special Casual Leave. The powers can be delegated to the subordinate
officers serving under him.
(2) Where the authority to sanction Special Casual Leave has not been specified as
Head of the Department, Special Casual Leave may be sanctioned by the authority
competent to sanction earned leave.
(Authority : Ministry of Defence letter No 27(13/64C(Civ-II) dated 1 Apr 67 as
amended vide corrigenda dated 25 Sep 72 and 30 Jun 75).
103
Appendix ‘A’
(Précis No. 1507)
(Refer Para 18)
KIND OF LEAVE ADMISSIBLE UNDER CCS (LEAVE) RULES,1972
Kind of Leave Admissibility Maximum accumulation Leave Salary Remarks
allowed
(a) (b) (c ) (d) (e)
Earned leave 15 days for each calendar 300 days Equal to pay drawn 1. To be credited to leave account at commencement of each calendar
half year. immediately before half year, i.e., on 1st Jan and 1st July.
180 days at a time vide proceeding on leave plus
rule 26(3) allowances 2. The credit of earned leave will be reduced by one-tenth of the
Advance of leave salary is period of extraordinary leave availed during the previous half year and
admissible to Govt. servant also the period treated as “dies non” subject to a minimum of 15 days.
while proceeding on earned
leave of not less than 30 days. 3. Govt servant granted terminal/refused leave under provisions of
Rule 39 of CCs (leave) Rules, 1972, shall be paid in lump sum the
amount equal to leave salary and allowances, if any, admissible, for
the entire period of such leave, as one-time settlement.
4. In case of death of a Govt servant, cash equivalent of leave salary
with appropriate dearness allowance for earned leave at credit subject
to maximum of 240 days is admissible to the family of the deceased.
5. Cash equivalent for earned leave at credit of a Govt servant at time
of retirement on superannuation equal to leave salary and dearness
allowance admissible on that leave salary, limited to maximum of 240
days, is admissible in lump sum as a one –time settlement.
6. For the half calendar year during which the Govt servant retires,
earned leave credited will be at the rate of 2 ½ days per month upto
the month of retirement.
104
Half Pay Leave 10 days for each calendar No restriction Half the amount of leave This can be availed of either on private affairs or on MC.
half year salary admissible for earned
leave with allowances based
on the admissible leave salary
Commuted leaveHalf the amount of half- No restriction Twice the amount admissible 1. Commuted leave may be granted at the request of the Govt servant
pay leave due on medical under half pay leave even when earned leave is due to him on production of MC.
certificate
Leave not Due Granted in advance of 360 days in the entire Same as for half pay leave 1. admissible to pt employees.
(Permanent earning service
employees) 2. Shall be debited against half pay leave earned subsequently.
3. Not admissible in case of leave pending retirement.
4. Recoverable in the case of retirement or resignation except when
due to ill-health incapacitating the Govt servant for further service.
5. No leave salary will be recovered in the event of the death of Govt
servant.
6. Limited to maximum of 360 days out of which not more than 90
days at a time 180 days in all may be otherwise than on medical
certificate.
Leave Not Due Granted in advance of 360 days in the entire Same as for half pay leave Condition
(Temporary earning service
employees 1. Govt servant should have put in a minimum of one year’s service.
suffering from 2. The post from which he proceeds on leave is likely to last till his
TB, Leprosy, return to duty.
Cancer or Mental 3. the request for grant is supported by an MC as envisaged in Sub
illness) Rule (2) of Rule 32 of CCS (Leave )Rules, 1972.
Extraordinary No limit to frequency Pt and Ty Without pay 1. EOL may be granted when other leave is admissible, but the Govt
leave Total continuous absence servant applies for it in writing.
from duty NOT to exceed 5
years. Temporary
Employees Limits for
availment at a time are :-
105
(a) Upto 3 months without
MC
(b) Upto 6 months with
MC for common ailments,
and
(c ) Upto 18 months on
medical certificate for
Cancer, Mental illness,
Pulmonary tuberculosis or
Pleurisy of tubercular
origin, Tuberculosis of any
part of body and Leprosy.
Special Period as certified by - (a) For first 120 days equal to 1. The disability should have manifested itself within 3 months of the
Disability Leave AMA but in no case leave salary as for earned occurrence to which it is attributed.
for injury exceeding 24 months, for leave. 2. May be combined with leave of any other kind.
intentionally any disability (b) Remaining period, as for 3. Counts as duty for pension.
inflicted, in or in half pay leave, provided that 4. shall not be debited against leave account, except where the
consequence of the Govt servant may at his individual opts as stated in (b) under Col (d).
the due option, be allowed leave 5. In case of a person to whom workmen’s compensation Act or
performance of salary as in (a) for a period Employees state Insurance Act applies, the amount of leave salary
his official duties not exceeding an other 120 shell be reduced by the amount of compensation/benefit payable under
or in days, and, in that event , the the said Act for the corresponding period.
consequence of period of such leave shall be
his official debited to his half pay leave
position. account.
Special No limit to frequency - The provisions as for Special As per Rule 45 of CCs(leave) Rules, 1972, the grant of leave shall be
Disability Leave Disability Leave for subject to the further conditions that :-
for accidental intentional injury apply (i) The disability, if due to disease, must be certified by an AMA to
injury, incurred subject to further conditions be directly due to the performance of the particular duty.
in or in as’ given in col (e) (ii) If disability was contracted during service otherwise than with a
consequence of military force, it must be exceptional in character, and
due performance (iii) The period of absence may be covered in part by leave under this
of his official rule and in part by any other kind of leave, and the period on leave
106
duties or in salary equal to that admissible for earned leave shall not exceed 120
consequence of days.
his official
position, or by
illness incurred
in performance
of any particular
duty, which
increases his
liability to illness
or injury beyond
the ordinary risk
attaching to his
Civil Post.
Maternity leave 135 days from the date of _ Full pay 1. Maternity leave may also be granted in case of miscarriage,
to female Govt. its commencement. including abortion to be supported by MC which should not exceeds 6
servants weeks.
(including an 2. In case of a person to whom , the Employee’s State Insurance Act,
apprentice) 1948, applies, leave salary shall be reduced by the amount of benefit
payable under the said Act for corresponding period.
3. May be combined with leave of any other kind.
4. May be allowed leave of any kind, including commuted leave, if
she so desires, in continuation of maternity leave upto a maximum of
60 days without production of MC.
Paternity Leave 15 days _ Full pay
Hospital Leave For the period as Total period not to exceed Equal to that admissible 1. Admissible to 9 Group ‘D’ Govt servants, and such Gp ‘C’
considered necessary on 28 months during earned leave or half employees whose duties involve handling of dangerous machinery,
production of medical pay leave. explosive materials, poisonous drugs, or performance of due to risks
certificate form AMA incurred in the course to their official duties.
2. May be combined with any other kind of leave provided total,
period, after such combination, does not exceed 28 months.
3. In case of a person to whom Workmen’s Compensation Act or the
107
Employees State Insurance Act applies, leave salary payable shall be
reduced by the amount of compensation/benefit payable under the said
Act for the corresponding period.
Study Leave Ordinary 12 months at 24 months during entire Equal to pay (without 1. May be combined with leave of any other kind but in no case the
any one time service (including study allowances other than combined absence (other than with EOL) will exceed 28 months.
leave granted under any Dearness allowance) which he 2. Granted for Special Course of Study or Specialist Training etc.,
other rule) drew while on duty having close connection with the sphere of his duty.
immediately before 3. Study leave is not ordinarily granted to be individual who has less
proceeding on study leave, in than 5 years service or is due to retire within 3 years of his expected
addition to study allowance return to duty.
for study leave out of India. 4. Any amount received by the Govt servant a scholarship, stipend.
No study allowance is payable Remuneration, will by adjusted against study allowance.
for courses of study in India. 5. competent authority has to certify that the course of study/training
shall be of definite advantage from point of view of public interest and
it is for…studies in subjects other that academic or literary subjects.
Casual leave 8 days in a calendar year Full pay - Absence treated as duty.
for those entitled to 17 1. Can be combind with special CL/
holidays. 10 days for 2. Cannot be combined with juoining time.
those not entitled to 17 3. Sundays and holidays following during the period of CL are not
holidays. counted as part of CL.
4. Sunday/Public holidays/Restricted holidays/Weekly offs can be
prefixed/suffixed to casual leave.
5. Casual leave can be taken while on tour but no daily allowance will
be admissible for the period.
6. Casual leave can be taken for half day also.
7. Essentially intended for short periods. It should not normally be
granted for more than 5 days at any one time.
8. LTC can be availed during casual leave.
9. Offcial joining during the middle of a year may avail casual leave
proportionately or the full period at the discretion of the comptentent
authority.
108
Appendix ‘B’
(Precis No. 1507)
(Refer Para 18)
KIND OF LEAVE ADMISSIBLE TO CIVILIAN INDUSTRIAL EMPLOYEES PAID FROM THE DEFENCE ESTIMATES UNDER THE CIVILIAN IN DEFENCE
SERVICES (INDUSTRIAL PERSONNEL) LEAVE RULES, 1954 TO HAVE EFFECT FROM 1 JULY 1954
Kind of Leave Admissibility Maximum Accumulation Remarks
Full Pay ** Length of Service Amount in a Calendar year 120 days Encashable on retirement upto a maximum of
60 days
01/7/54 to 1/1/81 to
31/12/80 19/7/98
(a) Less than one year Nil Nil Upto 31/12/80
(b) Over one year but 7 days 17 days 30 days
less than 3 years 1/1/81 to
(c ) Over 3 years but 11/9/2000
less than 10 years 10 days 17 days 60 days
(d) Over 10 years but 15 days 22 days 12/9/2000
less than 20 yrs onwards
(e) More than 20 yrs 20 days 27 days 120 days
of service
Half Pay 10 days for each calendar half year No limit May be granted without production of M.C.
Inoculation 2 days on any occasion. Full pay. Owing to prevalence of plague.
Terminal (a) Full Pay Leave. On account of retirement or abolition of post
(b) Half amount of full pay leave if resigned due to before attaining the age of super-annotation,
reasons other than ill health or compelling circumstances. or resignations due to ill health, where notice
of termination of service is required leave is
regulated to cover the period of notice.
109
Maternity 135 days from commencement This details/remarks as given is
Appx ‘A’ against Maternity
leave apply to Industrial
personnel also.
Paternity 15 days Full Pay
Extraordinary Please see Appendix ‘A’ The provisions equally apply to
Industrial categories.
Hospital No restriction Granted as considered necessary by the On account Of injuries received in the course
competent Authority. CSR 291 and G of I, M of DNo of his duty provided that in the case of a
11/(6)/67/5255/D(Civ.II) dated 15-5-67) person to whom the Workmen’s
compensation Act applies the grant of leave
shall be subject to the amount of any
compensation payable under section ( )of the
said Act
Casual 8 days in a calendar year 8 days in a calendar year. Full pay.
** NOTE: 1. No deduction on account of EOL availed by an individual covered by CDS (IE) leave rules is permissible.
2. Excess grant of FPL, if any, during 1980 may please be adjusted in subsequent years wide MOD
No 11(10)73/Vol.II/6682/D(Civ-II) dated 31 Dec 1984.
Authority: M of D OM No F.II (10)/73/D(Civ-II) dated 10 Feb 81.
FPL (Termed as Annual Leave with wages) : 30 days for completed year of service irrespective of the length of service wef 20 Jul 98.
Authority: DO PT No 12012/1/97-Estt(Leave) dated 20 Jul 1998.
110
Precis No. 1508
Management School
RECORD OF SERVICE CIVILIANS
Introduction
1. Various records of service are kept by employers for their employees whether Government or
private servants. Similarly records of service are maintained for civilians gazetted or non –
gazetted under the provisions of CSR Articles 815-817 and MES Regulations paragraph 92. In
these records, besides various particulars of the officers concerned, casualties relating to their pay
and allowances, promotions and other relevant events are also recorded.
2. This précis deals with the objects, maintenance, preparation and custody of records of services.
Object
3. The object of maintaining, records is to record every ‘step’ in official life of Government servant.
4. ‘Step’ means appointment, promotion, demotion, leave, transfer, appreciation, punishment,
retirement and other relevant events.
5. ‘Head of Office’ means the head of the office concerned or any other gazetted officer authorized
by the former to act on his behalf.
6. Service Books for Group A and B officers are maintained by the Central Record Offices, E-in-C
Branch, New Delhi. Service Books in respect of Group ‘C’ and ‘D’ & industrial employees are
centralized with the concerned command CE.
Service Documents
7. Service documents/personal records of civilians are to be maintained according to the latest
instructions issued by the Cabinet Secretaiat (department of Personnel, and AR) OM No.
28034/35/76-Estt (A) dated 19 Jan 1977 and Army HQ AG’s Branch, New Delhi letter No.
75148/Org 4 (Civ) (a) date 16 Oct 1979, as under :-
(a) Service Book (Folder I.)
(b) Folder II.
(c) Folder III.
Service Book (Folder I)
8. A new form of Service Book MSO (T) –27 Revised ) has been devised and Controller of Printing
of Stationery has been instructed by the Ministry of Finance to supply the Service book in the
revised form to various Govt organizations. The new service Book form is to be used for new
entrants. For the existing Govt servants the new Service Book may be used when the existing
stock is exhausted.
9. The New Service Book is divided into four parts as under :-
Opening Page 1-I - Bio-data (Sample at Appendix ‘A’). Entries in this part are to be
made at the time of appointment of the Govt servant and attested. An
attested photograph is to be pasted on the top right hand corner. The
photograph should be renewed after 10 years of service. Entries on
this page are attested every 5 years.
Page 2 – II - Certificates and Attestation ( See Appendix ‘B’).
Page 3 –III (a) - Previous Qualifying service to be posted when no Service Book is
Available for past service which had to be admitted on the basis, say,
of collateral evidence. The purpose for which the past service has been
accepted as ‘ qualifying’ should be specified, e.g., leave, pay, pension,
etc.
Page 4 – III (b) - Foreign Service.
Subsequent pages – IV – History and verification of service.
10 Instruction for filling up are given on the inside cover pagers of the Service Book.
Note :- When one book is used up, subsequent ones should be opened as Parts II, III, and so on of Folder
I of Service Book.
111
Folder II
11. This is a folder containing the more important of the personal documents relating to the Govt
servant to be kept secure as Folder II of the Service Book, in safe custody of the Head of Office.
Illustrative list of the document that should be kept as folder II of the service Book is given in
Appendix ‘C’.
Notes :- (i) Service Book is to be retained for 25 years on retirement of the Govt. servant.
(ii) Service Book of Govt. servants who die while in service and Family Pension
Papers are to be retained for 25 years from the date of death of the Govt. servant.
Folder III
12. Documents such as nomination papers, leave account etc. having direct bearing on the official
career of the Govt servant, likely to be required for future reference and meriting retention for a
long period should be placed in Folder III and is maintained by concerned unit.
Date of Birth
13. Checking of date of birth is done as follows :-
(a) In the case of literate staff from some documentary evidence, e.g., Matriculation/School
Leaving Certificates, etc.
(b) In the case of illiterate-staff, from some documentary evidence, if available, e.g.,
horoscope or an extract from the Municipal Birth Register, which is recorded by a
responsible gazetted Officer and witnessed by another employee. If no such proof is
available the procedure indicated in Note 1 below is followed.
Notes : (1) (a) When the year and the month of birth are known but not the exact date the
16 th of that month is treated as the date of birth.
(b) When only age is given, the person concerned is assumed to have
completed the stated age on the date of attestation.
(c) When the person concerned is unable to state his age or where the age stated
by him is obviously incorrect, it is assessed by the medical officer and the
age so assessed is entered in the records in the manner prescribed in (a)
above.
(2) No alteration in the date of birth recorded in accorded with the above rules is
permissible except where prima facie evidence is produced that the date already
recorded is incorrect. Where alternations become necessary due to a clerical error it
shall be open to the Head of the Service in the case of gazetted officers and Head of
the office in the case of non gazetted employees to cause the date of birth to be
altered. All other cases are referred to the Ministry of Defence for gazetted officers
and E-in-C in the case of non gazetted officers. All applications for changes are
made within reasonable time of the commencement of the service. No application
is entertained about the time of superannuation.
(3) Where it is proved that the date of birth has been falsely stated to obtain an
advantage otherwise inadmissible, the officer concerned is liable for disciplinary
action in addition to effecting necessary alternation of the date of birth in his
service records.
(4) Procedure for recording date of birth is given in AI 200/55 as amended vide AIs
141/56, 125/67, 290/60 and 194/68.
Recording of Entries
14. (a) Every step in an officer’s official life is recorded with regularity.
(b) Entries are properly worded and neatly written. Erasing or overwriting is not permissible.
Wrong entries are crossed neatly and fresh entries are made. Corrections are attested.
(c) Leave account is kept up-to-date.
(d) All entries are supported by relevant authorities i.e. Part II Orders or other authenticated
documents.
(e) Personal certificates of character are not normally entered unless the Local Government so
directs.
(f) Periods of suspensions from employment and other interruptions in service are noted by an
entry across the page, in red ink.
(g) All entries are signed by the officers concerned in appropriate columns.
(h) Appendix ‘D’ and Appendix ‘E’ indicate the form for leave accounts of non-industrial and
industrial personnel.
112
Verification of Service
15. Verification of service is taken up at a fixed time in the year say in April by the head of the office
from audited and paid pay bills or other authenticated documents, published in Part II Orders and
recorded in the Service Book as under :-
(Service verified upto …………………. Date from …………… the record which verified).
16. Blank.
17. Verification of service is also recorded when an officer is transferred out.
18. It is the duty of every officer to see that his service book/roll is kept up in accordance with the
rules. For this purpose all entries are signed by the officer concerned. On this occasion the officer
can examine his record of service to ensure correctness.
(CSR Article 819)
113
Appendix ‘A’
(Precis No 1508)
(Refers to para 9)
1. BIO-DATA
1. Name in full (in block letters)
Shri/Shrimati/Kumari
2. Father’s name (in block letters)
3. Husband’s name (in block letters) Photograph
4. Nationality (if not a citizen of India,
(Number and date of eligibility certificate)
5. Whether a member of Scheduled Caste/Tribe
6. Date of birth by Christian Era and wherever possible
also in Saka Era (both in words and figures)
7. Educational qualifications (a) at the time of first appointment
(b) subsequently acquired.
8. Professional and technical qualifications not covered by 7
9. Exact height by measurement (without shoes)
10. Personal mark of identification
11. Permanent Home address
12. Signature or left hand thumb impression of the Government servant (with date)
13. Signature and designation of attesting officer (with date)
*To be attested by the Head of Office before passing.
NOTE : Photographs should be renewed after 10 years of service of Government servant.
114
Appendix ‘B’
(Precis No 1508)
(refers para 9)
2. CERTIFICATE AND ATTESTATION
S.No Subject Certificate Sig. & Design. of the
certifying officer
1. Medical The employee was medically examined by
examination ………… on …………… and found fit. The
medical certificate has been kept in safe
custody vide S. No ………. of folder II of the
service book.
2. Character and His/Her character and antecedent have been
antecedent verified and the verification report kept in safe
custody vide S.No ………… of folder II of the
service book.
3. Allegiance to the He/She has taken the oath of
Constitution allegiance/affirmation to the Constitution vide
S.No……… of folder II of service book.
4. Oath of secrecy He/She has read the Official Secrets Act and
Central Services(Conduct) Rules and has also
taken the oath of secrecy vide S.No ……….. of
folder II of service book.
5. Marital status He/She has furnished declaration regarding
his/her not having contracted bigamous
marriage. Relevant declaration has been filed as
S.No …… of folder II of the service book.
6. Declaration of He/She has furnished the declaration of home
home town town which has bee accepted and filed at S.No
……. Of folder II of the service book.
7. Verification of The correctness of the entries against S.Nos 5-8
entries in Par I of Part I “Bio Data” has been verified from
original certificate considered as valid
documentary evidence for the respective
purposes. Assessed copies of share certificates
have been filed at S.Nos…… of folder II of the
service book.
8. *(a) G.P.F. No. No……. has filed nomination for G.P.F. and
* (b) Nomination the following release notices which have been
for G.P.F. forwarded to the Accounts Officer on dates
shown against them, have been filed in folder II
of the service book.
1.
2.
3.
9. Family particulars He/She has furnished details of the family
members which have been filed at S.No ……..
of folder II of the service book.
10. D.C.R. gratuity and He/She has filed nomination of D.C.R. gratuity
family pension and family pension and the following related
notices which have been filed in folder II of the
service book, vide S.No………. shown against
them.
1.
2.
3.
*When G.P.F. Number allotted to an official changes, the changed number will be entered here, alongwith
the authority for the change.
115
Appendix ‘C’
(Precis No 1508)
(refers para 11)
MES No …………… Name ………………………………….. Designation…………………………….
LIST OF DOCUMENTS TO BE PLACED IN FOLDER II OF THE SERVICE BOOK
Remark
1. Relaxation of age, Educational qualifications, attested copies of Certificate ‘A’ Authenticated
of age and Educational Qualifications …………………………………………
1A Attested copies of certificate of age and Educational Qualification…………… Attested copy
2. Report regarding verification of character and antecedents …………………… Original
3. Medical certificate of fitness (under Art 49 CSR) ……………………………. Original
4. Declaration regarding marital status ………………………………………….. Original
5. Oath/affirmation of allegiance to the Constitution of India as laid down in Original
CPRO 88/64 ……………………………………………………………………
6. Oath of secrecy ………………………………………………………………… Original
7. Declaration and acceptance of Home Town ………………………………….. Signed/Attested
copy
8. Nomination for G.P. Fund ……………………………………………………. Signed/Attested
copy
9. Nomination for family pension and death-cum-retirement gratuity …………… Signed/Attested
copy
10. Details of Family ………………………………………………………………. Signed/Attested
copy
11. Exercise of options in service matter …………………………………………… Signed/Attested
copy
12. Condonation of break in service ……………………………………………….. Authenticated/
Attested copy
13. Order regarding change of date of birth ………………………………………… -do-
14. Collateral evidence in respect of past service ………………………………….. Original
15. Change of name ………………………………………………………………… Original
16. An extract from the Employment Exchange letter sponsoring the candidature An extract/
of the individual ………………………………………………………………… Attested copy
……………………………………………………………………………………
17. A declaration to the effect that the individual has not contracted bigamous/ Original
plural marriage ………………………………………………………………….
18. A declaration to the effect of having or having not served earlier in the Army. Original
In the former case, details regarding pension received for combatant service,
If any and the discharge certificate from Army …………………………………
19. Nomination in the prescribed form in respect of Central Govt Employees Group Original
Insurance Scheme ………………………………………………………………...
20. Nomination in the described form in respect of compulsory deposit scheme …… Original
21. Medical Certificate for field service liability ……………………………………. Original
22. Statement of movable/immovable property …………………………………….. Original
23. HRA/CCA Certificate …………………………………………………………… Original
116
24. Character Certificate ……………………………………………………………. Original
25. Declaration of date of birth ……………………………………………………… Original
26. Re-attestation form …………………………………………………………….. Original
27. QPC form ……………………………………………………………………….. Original
28. Declaration regarding Caste/Religion …………………………………………… Original
29. Approved pay fixation Performa ……………………………………………….. Original
30. CGHS Index Card ……………………………………………………………… Original
117
Appendix D Form 2
(Precis No . 1508) ( See rule 15)
(Refers Para 14) FORM OF LEAVE ACCOUNT
M.S.O (T-II) A
Name of Government Servant …………………………………………………….……………………..
Date of commencement of continuous service…………………………………………………………..
Date of permanent employment…………………………………………………………………………..
`EARNED LEAVE HALF PAY LEAVE
Particulars Length Credit of Leave
(Col 19+22+22C+30+33) availed of during
of service of leave
E.L. credited at the beginning of half-year
E.L. to be deducted (1/11 th of the period
No of days of other kinds of leave (H.P.L)
commuted leave. Leave not due & E OL
Total E.L. at credit in days Col. 4+11-6
in the Service
Balance of E.L. on return from leave
calendar
Completed months of service in the
half – year Leave
Taken
the previous calendar half-year
T Against the
Leave at credit (Col.
o carning on
calendar half -year
No of completed
Leave earned (in
F half-pay
r T
From To To
No of days
No of days
(Col-7-10)
o o
In Col.5)
15+32)
m
From
From
1 2 3 4 5 6 7 8 9 10 11 1 1 1 1 16 17 1 19
2 3 4 5 8
NOTES
1. The Earned leave due should be expressed in days.
2. When a Government servant is appointed during the course of a particular calendar half year, E.L.
should be credited @ 2 ½ days for each completed month and the fraction of a day will be rounded to the
nearest days.
3. The old leave account in respect of existing Government servants has to be closed and the balance
as on 31-12-1975 will have to be carried forward to the new account in col II. While doing so the balance
at credit on 31-12-1975 may be rounded off the nearest day.
118
Appendix ‘D’
(Precis No. 1508)
(Refer Para 14)
M.S.O (T-II)
Date of Birth ………………………………………………………………………………………………
Date of retirement/resignation ………………………………………………………………………………
(ON PRIVATE AFFAIRS AND ON MEDICAL CERTIFICATE INCLUDING COMMUTED LEAVE AND
LEAVE NOT DUE)
taken
Commuted leave Commuted leave converted into half-pay leave (twice
without medical
Certificate for studies
Commuted
Balance of half –pay leave on return from leave
certified to be in public
Total of half-pay leave taken (Col. 19+23+30)
leave on
interest (limited to 180 Leave not due limited to 360 days in
Medical
days half-pay leave entire service
Certificate on
converted into 90 days
Full pay
commuted leave in
entire service
Fro To No From To No of On Medical Otherwise than
Total leave half-pay leave
m of days certificate On Medical
da Certificate
taken (Col. 26+29)
of col.22 and 22C)
ys limited to 180
days
From To N Fro To Nos
(col.016-31)
o m of
of day
da s
ys
20 21 22 22-A 22-B 22-C 23 24 25 26 27 28 29 30 31 32 33
4. The entries in Col 6 should be in complete days. Fraction of a day will be rounded to the nearest
day.
5. Period of Extra ordinary leave should be noted in red ink.
6. The entries in Col. 12 and 13 should indicate only the beginning and end of competed years of
service at the time, the half pay leave commences. Where a Government servant completes another year
of service while on half pay leave the extra credit should be shown in Col. 12 to 16 by making suitable
additional entries and this should be taken into account while emplanting Col. 32.
119
Appendix ‘E’
(Precis No. 1508)
(Refer Para 14)
FORM OF LEAVE ACCOUNT INDUSTRIAL PERSONNEL
Est……………….. T/No…………………Trade………………………….Name………………………………………………..Date of engagement……………………………
Date of birth……………………………
Commencement of continuous Service………………………………………………..
Date of compulsory retirement ……………………………………………..
Leave on full pay Leave on full pay on
Medical Certificate
Perio
Leave under
d of Leave under Factories Act Period Leave taken Leave taken
Department rules
servic Bal. Leave at
Bal. Under
e for Bal Leave Tota Fro T No. Leave B. Tota Fro To No. Under Calenda credit Fro T No.
Factories Balance
which B.F Credit l m o of Credit F. l m of departme r year No. of m o of
Act
leave . ed Leav days ed Leav day nt rules days day
due e worke e s s
d
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21
Period of service
22
for which leave
due
23
Leave earned days
Leave
24
B.F.
25
Total
26
From
To
27
Leave on half pay on Medical Certificate
Leave taken
No. of
28
days
29
From
leave
30
To
Commuted
No. of
31
days
Half pay leave
converted in to
32
commuted leave
(twice of Col 31)
33
Balance
120
Total leave taken
34
during service
Whether on M.C.
35
or Private affairs
M.C. or private affairs
36
From
To
37
Extra ordinary leave without pay on
days
38
No. of
39
Section
Initial of
40
Head of Name
41
From
42
To
Leave taken
No. of
43
Other Leave
days
121
Precis No 1509
Management School
GENERAL PROVIDENT FUND
Introduction
1. Government have introduced General Provident Fund for the benefit of their employees to
assist them at the time of retirement as also to enable them to meet certain compulsory
obligations during the tenure of their service.
2. This précis deals with the eligibility of the civilians to join the fund conditions/rates of
subscriptions and withdrawals from the fund.
General Provident Fund
3. This fund is maintained in Indian currency in rupees, fractions or a rupee are not normally
allowed and figures are rounded off to the nearest rupee, 50 Paise counting as the next higher
rupees.
Eligibility
4. All Govt. servants, after a continuous service of one year and all permanent Govt. servant
shall subscribe to the fund.
(Rule 4)
NOTE :-
(1) Apprentices and probationers are treated as temporary Govt. servant for the purpose
of the rule
(2) Temporary Govt. servants appointed against regular vacancies and likely to continue
for more than a year may subscribe to the Provident Fund any time before
completion of one year’s service.
(3) When a Govt servant completes one year of service during middle of a month the
subscription may start from the subsequent month.
(4) Provident Fund Account Number allotted to the Govt servant should be entered in the
right hand top of page 1 of his Service Book by means of a rubber stamp.
Discontinuance
5. If a subscriber, is militarized he will discontinue subscription but he may either withdraw the
amount at his credit or leave it in the Fund. The amount so left in the Fund shall bear interest for not
more than one year from the date of militarisation.
Condition and Rates of Subscription.
6. Conditions
A subscriber subscribes monthly to the Fund except :-
(a) during a period of suspension, but should he like on re-instatement he is allowed to pay
in one sum or in installments upto the maximum amount of arrears of subscription,
payable for that period.
(b) at his option during leave period which either does not carry any leave salary or carries
leave salary equal to half pay or half average pay.
(c) on discontinuance as mentioned in para 5 above.
7. Rates of Subscription
Subscriber shall fix the amount subject to not less than 6% and not more than his total
emoluments (to be expressed in whole rupees).
(Rule 8)
8. Change in rates of subscription
The amount of the subscription may be reduced once at any time during the course of the
year and enhance twice during the year, provided that the amount of subscription shall not
fall below the prescribed minimum.
Rule 8(4)
122
Interest
9. Rate of interest is notified annually by the Govt and is credited with effect from the last day
in each year. Interest shall not be credited to the account of a subscriber if he informs the
Accounts Officer that he does not wish to receive it, but, if he subsequently asks for interest,
it shall be credited with effect from the first day of the year in which he asks for it.
(Rule 11)
Incentive Bonus
10. A subscriber who has not withdrawn any amount from his provident Fund account during the
preceding 5 years commencing from 01-04-73 will be entitled for a bonus at the rate of 1%
on the entire balance at his credit on the last day of the year.
(Rule 11A)
Advance from the Fund
11. Except for special reasons an advance does not exceed 3 months pay of the individual or half
the amount at his credit in the fund whichever is less. Dearness pay is treated as part of the
pay where admissible.
12. Advance may be sanctioned by the appropriate authority for one or more of the following
purposes :-
(a) To pay expenses in connection with the illness, confinement or a disability, including
where necessary, the travelling expenses of the subscriber or any person actually
dependent on him.
(b) To meet the cost of higher education, including where necessary, the travelling
expenses of the subscriber or any person actually dependent on him in the following
cases, namely.
(i) for education outside India for an academic, technical, professional or
vocational course beyond the High School stage, provided that the course of
study is for not less than three years.
(ii) for any medical, engineering or other technical or specialized course in India
beyond the High School stage, provided that the course of study is for not less
than three years.
(c) To pay obligatory expenses on a scale appropriate to the status which by customary
usage the subscriber has to incur in connection with betrothal or marriages, funerals
or other ceremonies.
(d) To meet the cost of legal proceedings instituted by or against the subscriber, any
member of his family or any person actually dependent upon him, the advances in
this case being available in addition to any advance admissible for the same purpose
from any other Govt source.
(e) To meet the cost of the subscribers defence where he engages a local practitioner to
defend himself in an enquiry in respect of any alleged official misconduct on his part.
(f) To meet the cost of plot or construction of a house or flat for his residence or to make
any payment towards the allotment of plot or flat by the Delhi Development
Authority or a stage Housing Board or a House Building Co-operative Society.
NOTE 1. :- Special reasons for sanction of advance in excess of the normal limit at
para 10 above or before the repayment of the last instalment of any
previous advance, should be recorded in writing.
NOTE 2. :- The term “Special reasons” does not mean that advance can be
sanctioned for object other than those specified in the rules Special
reasons are to be given for sanctioning an advance in excess of the
normal limit of 3 months pay or half the amount standing to credit, or
for sanctioning an advance before repayment of the last instalment of
the previous advance.
NOTE 3. :- An Advance may also be granted for meeting expenses for the first
annual “Shradh Ceremony” of a person who prior to his/her death was
member of subscriber’s family, or was dependent upon him or was one
of his close relatives.
(G of I Min of Fin No F 22 (13/EV(B) 64 dated 23 Jan 65)
(Rule 12)
123
13. When an advance is sanctioned before repayment of last instalment of any previous advance
is completed, the balance of previous advance shall be added to the advance so sanctioned
and the instalments for recovery shall be fixed with reference to the consolidated amount.
(Rule 12)
Withdrawals from the Fund
14. (A) Withdrawal is permitted at any time after completion of 20 years of service of a
subscriber, or within 10 years before the date of his retirement on superannuation , whichever
is earlier, from the amount standing to his credit, for one or more of the following purposes
by the authorities competent to sanction an advance for special reasons :-
(a) Meeting the cost of higher education including where necessary, the traveling
expenses of the subscriber or any child of the subscriber in the following cases,
namely :-
(i) for education outside India for academic, technical, professional or vocational
course beyond High School stage; and
(ii) for any medical, engineering or other technical or specialized course in India
beyond the High School stage.
(b) Meeting the expenditure in connection with the betrothal/marriage of the subscriber or
his sons or daughters and any other female relation actually dependent on him.
(c) Meeting the expenses, in connection with the illness, including where necessary, the
travelling expenses of the subscriber or any person actually dependent on him.
(d) Meeting the cost of Consumer durables such as TV,VCR/ VCP, Washing Machines ,
cooking range ,Geysers ,Computers ,etc.
14. (B) Withdrawal is permitted for one or more of the following purposes after completion
of 10 years of service or within 10 years before the date of retirement on superannuation :-
(a) Building or acquiring a suitable house or ready built flat including the cost of
site.
(b) Repaying an outstanding amount on account of loan expressly taken for building
or acquiring a suitable house or ready built flat.
(c) Purchasing a house- site for building a house or repaying any outstanding
amount of loan taken for the purpose.
(d) Reconstructing or making additions/alterations of a house or flat already owned
or acquired.
(e) Renovating, additions/alterations or upkeep of an ancestral house or of a house
built with assistance of loan from Govt. at a place other than the place of his
duty.
(f) Constructing a house on a site purchased under clause (c).
14. (C) Within Twelve months before the date of subscribers retirement on superannuation from
the amount standing to his credit in the fund without linking to any purpose.
NOTES : (1) Only one withdrawal is allowed for the same purpose. But marriage or
education of different children or further alterations/additions to a house or flat covered by a
fresh plan, or illness on different occasions are not treated as the same purpose.
(2) The ‘advances’ from Fund can be converted into final withdrawals.
(Rule 16 –A)
(3) A withdrawal from Fund once during service is permissible for extensive
repairs or overhauling of his motor car over 5 years in use to the extent of
Rs10000/- or 1/3rd of the credit in respect of an officer, and has completed 28
years of service or has less than 3 years to attain the age of superannuation.
(G of I Min of Fin Memo No 10(9) – Per/79 dated 9 Jun 80)
(Rule 15)
15. The sum withdrawn for one or more of the purpose in para 13 shall not ordinarily exceed half
the accumulation at the credit of the individual or 6 months pay whichever is less. The
sanctioning authority may however sanction in excess of this limit upto ¾ of the balance at
his credit. The individual shall satisfy the sanctioning authority, after withdrawal of the
money, within a reasonable period as may be specified by that authority that the money has
been utilized for the purpose for which it was withdrawn.
Rule 16 (1)
124
16. A house building advance under the scheme of Ministry of Works, Housing and Supply and a
final withdrawal from GP Fund may be granted independently of each other provided that the
total amount drawn from all sources (including an advance from any other Govt. source)
shall not exceed Rs. 1,25,000/- or 75 times the monthly pay, whichever is less.
17. A withdrawal permissible as and when called upon to pay an instalment for a site/house/flat
purchased or constructed through the Delhi Development or a State Housing Board or a
House Building Co-operative Society and such are treated payment for separate purpose.
Recoveries
18. An advance is recovered in equal monthly instalments which will not be less than twenty
unless the subscriber so elects and not more than twenty four. In special cases where the
advance exceeds 3 month’s pay, the number of instalments may be fixed at more than 24 but
in no case at more than 36.
(Rule 13)
19. No interest is charged on the temporary advances granted under the Fund.
Lapse of Sanction
20. Sanction to an advance from a Provident Fund shall, unless it is specifically renewed, lapse
on the expiry of a period of three months.
NOTE :- Sanctions accorded for non-refundable withdrawals in (instalments) shall
remain valid upto a particular date to be specified by the sanctioning authority in the
sanction order itself.
Withdrawal for Purchase of Car
21. Officers who have completed 15 years of service are permitted to make final withdrawals
from the Fund for Purchasing a motor car or repaying a Govt. loan already taken for the
purpose provided (a) the officer is in receipt of pay of Rs.10,500/- or more, and (b) the
amount is limited for to Rs. 50,000/- or 1/3rd of the amount at credit whichever is less.
(G of I Min of Per, P.G. & Pensions No 20(8) – P-PW/90-E dated 20 Aug 90).
Attachments
22. The Provident Fund Act, 1925, provides that the balances in the Fund shall be free from any
debits incurred or liability owed by the subscriber or the dependent before the death of the
subscriber.
NOTE :- This protection does not extend to a person who becomes entitled to the Provident
Fund money but is not a dependent, or to any debit or liability incurred by the dependent
after the death of the subscriber.
(G of I Min of Fin Memo No 37 (5)-EV/70 dated 15 Jan 1971).
Payments Towards Insurance Polices
23. At the option of the subscriber, payment may be made towards life policies on the following
conditions :-
(a) No amount is withdrawn in excess of the credit in the Fund.
(b) Details of the proposed policy must be accepted by the CDA concerned as suitable.
(c) Policy must be assigned to the President of the Union.
(d) Once a policy is accepted its terms will not be altered nor it be exchanged for another
policy without CDA’s consent.
(e) No payments are made towards educational endowments.
NOTE :- The above facility has been stopped with effect from 16 Jul 61 but it does not
affect cases in which withdrawals were permitted prior to this date.
The subscriber is responsible to keep the policy alive.
Final Withdrawals of Fund Balance
24. Final withdrawal from the fund is only allowed in either of the following circumstances :-
(a) When a subscriber quits the service.
(b) When a subscriber proceeds on leave preparatory to retirement.
(c) On the death of subscriber, to nominees.
125
(d) 90% is allowed within 12 months before retirement.
Nominations and Payment of Fund Balances
25. A subscriber who has a family at the time of making nomination shall make such nomination
only in favour of a member of his family. If the subscriber nominates more than one member
the amount of share payable to each should be specified.
26. When a subscriber has no family and some other person is nominated, it should be specified
that the nomination will become invalid on the subscriber’s acquiring a family.
27. On the death of a subscriber before the payment is made, if he leaves a family, and if no
nomination has been made in favour of a member/members of the family, the amount
becomes payable to members of the family in equal shares notwithstanding any nomination
made in favour of a person or persons other than the member or members of his family.
28. Payment of provident fund money to the extent of Rs. 10000/- on behalf of the minor (s) can
be made to the natural guardian. In the absence of a natural guardian, if the minor and his
property are in the custody of some person, such person is in law a de facto guardian. Such
ground can exist only if he/she is shown by a sworn declaration to be de facto guardian and
his/her bonafides have been ascertained. The person receiving payment on behalf of the
minor (s) should execute a bond signed by two sureties agreeing to indemnify Govt. against
any subsequent claim. A de facto guardian is to produce the affidavit in addition to the
indemnity bond with suitable sureties.
(Govt of India Min of Fin No E 25(2)-EV(B)/65 dated 14 May 65 & M of D ID No 19(1)/90-
D (Civ-2) dated 10 Sep 90).
29. Where the natural guardian is a Hindu widow the payment of provident fund moneys on
behalf of her minor children shall be made to her irrespective of the amount involved without
the production of guardianship certificate or any indemnity bond unless there is anything
concrete to show that the interests of the mother are adverse to those of the minor children.
(G of I, Min of Fin No F 40(5) EV/67 dated 14 Feb 1968).
The above also applied to a Hindu widower where he is the natural guardian. According to
Hindu Minority and Guardianship Act, 1956, the natural guardian in the case of a Hindu boy
or of an unmarried Hindu girl is the father and after him only the mother.
(G of I, Min of Fin Memo No 35(3) EV/68 dated 17 Jan 1969).
Deposit Linked Insurance Scheme
30. On the death of a subscriber, the person entitled to receive the a mount at credit of the
subscriber shall be paid an additional amount equal to the average balance in the account
during the last 3 years immediately preceding the death of such subscriber subject to the
following conditions :-
(a) The balance at credit at any time during the 3 years preceding the month of death
shall not have fallen below the following limit :-
(i) Rs25,000/- for subscriber holding a post the maximum of the scale of pay of
which is Rs. 12,000/- or more.
(ii) Rs.15,000/- where maximum of the scale of post held is Rs.9,000/- or more
but less than Rs.11,999/-
(iii) Rs. 10,000/- where maximum of the scale of post held is Rs. 8,999/- or more
but less than Rs.3500/-
(iv) Rs. 6000/- where maximum of the pay scale of post held is less than
Rs.3500/-
The minimum qualifying balance may be determined in relation to the post which
was held for the greater part of the three years before death of the subscriber.
(b) The additional amount payable will not exceed Rs. 60,000/-
(c ) The subscriber should have put in at least five years service at the time of
his death.
126
31. The scheme does not apply to persons appointed on Contract basis.
NOTE :- (1) The balance shall also include the interest payable.
(2) Any sum payable under this Scheme is in the nature of insurance
money and , therefore, the statutory protection given by Section 3, of
the Provident Fund Act, 1925 (Act 19 of 1925) does not apply to sums
payable under this Scheme.
Contributory Provident Fund
32. Contributory Provident fund Rules, 1962 apply to every non-pensionable servants of the
Govt, under the control of the President. The industrial employees in the MES on becoming
permanent are given the option to elect the pensioner benefits and come over to General
provident Fund , in which case the subscriber own contribution with interest is transferred to
general provident Fund and the Govt. contribution is repaid to the Govt., in which case his
previous service is counted towards pension subject to relevant rules.
Note :- Retired officers from a civil or military department of the central Govt.,
may on re-employment in civil department be admitted to the fund.
All those temporary industrial employees who where subscriber to
IOFWP Fund including those who did not opt for pension after having
been confirmed before 21 May 71 were permitted to exercise an option
for contributory provident fund rules (India) 1962. Persons who joined
service on or after 21 May 1971 are to be admitted compulsorily to the
contributory PF Rules (India )1962.
(G of I, Min of Def, Memo No. 19 (4)/65/D-Civ II dated 1 Apr 71 and
even number dated 15 May 72 and MD OM No, 19 (8)/74/D-(Civ-II)
dated 30 Oct 76)
33. The amount of subscription will not be less than 8 1/3 percent of his emoluments and not
more than his emoluments.
Government Contribution
34. Government Contribution will be such percentage of subscriber’s emoluments on duty during
the year or period as may be prescribed by Govt. by general or special order. No
contribution is payable for any period for which the Govt, servant does not, or permitted by
rules not to , subscribe to the Fund.
35. Where the amount subscribed is less than minimum subscription through oversight or
otherwise, contribution payable by Govt by general or Special Order.No contibution is
payable for any period for which the Govt servant does not , or permitted by rules not to ,
subscribe to the fund.
36. Government servant will not be eligible to receive Govt. contribution and interest thereon, if
he is dismissed from service due to misconduct, insolvency or inefficiency. He is also not
eligible if within 5 years of the commencement of his service, he resigns from service or
ceases to be an employee under Govt. Otherwise than by reason of death, superannuation,
being declared medically unfit, abolition of post, or reduction in establishment. Government
dues may be recovered from the Govt. contribution and interest thereon for any liability
incurred by the subscriber to Government.
Note :- (1) The period of 5 years is to be reckoned from commencement of
subscriber’s continuous service under Govt.
(2) Resignation from service to take up appointment in another
department of Central Govt./ State Govt. a body corporate (owned or
controlled by Govt.) or autonomous organization, without any break and with
proper permission of the Central Govt. shall not be treated as resignation from
Govt. service.
37. The relevant maximum amounts for the purpose of advance and withdrawal from the Fund
are 3 months and six months pay respectively or half the amount of subscription and the
interest thereon, whichever is less.
127
38. For all other matters e. g., the conditions, purposes, modes of recovery, limits of temporary
advances, and withdrawals for special reasons, Deposit- Linked Insurance Scheme provision
are similar to those give above under the General Provident fund.
Sanctioning Authority
39.(a) Advance for the grant of which special reasons are not required
(Appendix ‘A’ to GPF (DS) Rules, 1960). Head of Office .
(b)Advances for special reasons and final withdrawals from GPF CE/Zonal CE holding
the rank of Colonel
or their civilian
equivalent and above
(G of 1, Min of Def, letter No, 76919/554/Org-4
(Civ) (d) /2739/D (Civ – II ) dated 13 Apr 73 and
Corrigendum No. B/88029/Q/MF-2/4450/D (Civ-II)
dated 2 July 1979)
40. Authorities Competent to sanction advances for special reasons/final withdrawals from GP
Fund will also be competent to sanction the same from IOFWP Fund.
(Govt. of India, Min of Defence No.
76919/554/Org-4 (Civ) (d)/11096/D
(Civ-II) dated 11 Dec 1973)
FINAL SETTLEMENT OF GPF ON SUPERANNUATION
41. Final settlement paper part I is required to be submitted one year before retirement of
employee and part II three months before his/her superannuation. Subscription is to be
discontinued three months before superannuation.
(M of D Nos. 19(2)/85/D (Civ-II) dated 2 Dec 85)
128
Precis No 1510
Management School
SALARY BILLS, INDUSTRIAL PERSONNEL BILLS AND MUSTER ROLLS
METHOD OF PREPARATION AND PAYMENT
Introduction
1. There are different method of preparation of pay bills of various establishments and payment
of wages. The MES have laid down contain methods which are invariably followed
throughout India by all MES establishments.
2. This précis deals with the preparation of salary/pay bills of different classes of establishment
in the MES and method of payment.
Establishment
3. In MES the establishment are classified as under :-
(a) Officer
(i) Military.
(ii) Civilians - Permanent and Temporary.
(b) Subordinates - Permanent and Temporary.
Preparation of Salary/Pay Bills
Officers
4. (a) Military
No pay bills are prepared. The pay accounts of all army officer are maintained by the
Controller of Defence Account (Officers) Poona. Monthly cheques are sent directy
by the CDA to the bankers of the officers for credit to their account. Officer are
supplied with pay slips showing how the amounts are arrived at.
(b) Civilians
One consolidated bill in duplicate is prepared (IAFA-35). They are requited to reach
the CDA concerned by the 18th of each month or earlier if required by CDA. The
CDA audits the bills and issue cheques (not payable before the last working day of
the month) to the officers for crediting the amount in their personal accounts.
Subordinates (Permanent & Temporary)
5. Preparation
One consolidated bill (IAFA-38) is prepared (in duplicate) for the entire staff permanent and
temporary establishments category wise. This is required to reach the CDA concerned by
18th of the month to which it pertains, or earlier if requited by CDA.
NOTES:- (1) Arrears of pay are not claimed in the monthly pay bill; they are
claimed in a supplementary bill.
(2) Normal periodical increments are claimed in the monthly bills duly
supported by the sanctioned increment certificate.
(3) For new arrivals on transfer from other commands or areas, the Last
Pay Certificates are enclosed to the pay bill to support the charge;
failing this certificate from the subordinate as laid down in Rule 155 of
the Financial Regulations, Part I is obtained and attached.
(4) Regular monthly deductions on account of provident fund, postal life
insurance (PLI), income tax and repayment of advances are carefully
watched and made. Where necessary respective schedules are enclosed
to the pay bills.
(5) In cases where subordinates are living in government accommodation,
recoveries on account of licence-fee, water, electric and other such
charges are effected regularly. Normally, the UA of the Barrack
Stores Officer concerned sends in the rent bill in time to allow the
deductions being made , but if in any particular month, the rent bills
are delayed, licence-fee for accommodation, which is not fluctuating,
129
is recovered provisionally, while water and electric charges are
deducted when the exact amount is known.
(6) Separate cheques are asked for in respect of subordinates on courses at
the CME so that the students are disbursed their pay by about 5th of
the following month.
(7) Salaries of the establishment, absent on long leave are not included in
the monthly establishment bill, unless it is certain that the amount will
be disbursed at once.
(8) In the case of invalidment from service, salary of the subordinate is
drawn upto and for the day preceding that of the Medical Board’s
Report.
(9) In case of death, the pay and allowances are admissible and are drawn
for the day of death irrespective of the time of death.
6 Payments
(a) After auditing the pay bills the CDA issue cheques to the State Bank/Treasury
concerned for credit to the Public Fund Account(to be opened for the purpose) of the
MES officer responsible for disbursement of the bills, Transactions connected with
such receipts/disbursements of the bill will be recorded in a separate cash book to be
maintained by the MES office concerned on IAFA-125. Undisbursed salaries credited
into the Treasury will not be paid out of cash assignments of MES offices. Fresh
claims for such payments will be preferred on the CsDA for pre-audit and issue of
cheque in accordance with the above sub-para.
Payment in respect of miscellaneous claims of MES formations required to be pre-
audited by CsDA will be made by them direct by cheques and not paid out of the cash
assignments held by MES Offices.
(b) Monthly fixed pay and allowances of gazetted and non - gazetted civilian employees
are disbursed on the last working day of the month except those for the month of
March which are to be paid on the first working day of April.
Note :- “Working Day” is deemed to be the day on which the office and the Bank are
both open.
(G of I, Min of Def, OM No 5(2) 77/D (Civ-I) dated 4 mar 77).
(c) The CDA returns duplicate copy of the pay bill duly audited and this is treated as
acquaintance roll on which payees signature are obtained at the time of
disbursements. Amounts including Rs 500/- and above requires revenue stamp of
Re.1/-.
(d) Payment to staff on leave who have requested remittance by money orders are so
made and the amounts of money order commission are deducted from them.
(e) Unpaid amounts are either credited to imprest, subject to usual restrictions, or
deposited into the treasury and are also entered in unpaid wage register. Later, when
the individual resumes duty payments are claimed on supplementary pay bills from
the CDA. When payments are made the unpaid wages register is also completed.
(f) Pay and allowances claimed on behalf of a deceased person may after adjusting
public claims if any, against him, be paid without the production of legal authorities,
as under;
(i) Upto Rs 10,000/- payment is made by the officer responsible for the payment
after making adequate enquires as to the right and title of the claimant.
(ii) If the amount exceeds Rs 10,000/- authority of the Min of Def is required. In
case of doubt, payment is made only on production of succession certificate.
(E-in-C No 77825/EIC(I) of 27-2-64)
(g) Festival advances may be given to the industrial and non-industrial employees before
important festivals subject to the following conditions :-
(i) The number of occasions on which such payment may be given is restricted to
one for each community during the course of one calendar year.
(ii) The festivals of these occasions may be selected by the local authorities in
consultation with the Works Committees/Unions concerned. Members of one
community employed in different installations located in the same station
select the same.
(G of I, M of D Nos 16(38) D/II/49/9937/D (Civ) of 15 Oct 51, 13 (57)52/9887/D (Civ) of 24 Aug
53 and CP (P) 6202/54/5825/D (Civ) of 27 May 55, and E-in-C No 45956/EIC of 2 Aug 55)
130
Casual Personnel
7. Casual (Industrial) Personnel on monthly rates of pay are paid on industrial personnel bill (IP
Bill) (IAFW-2258) revised 1956, prepared (in duplicate) monthly on a date fixed by the GE
for a period, prior to that date.
8. Casual Personnel paid on daily rates of pay are paid on Muster Roll (IAFW-2255), prepared
(in original only) soon after the last date on which labour is employed.
NOTE :- (1) Normally separate muster rolls are used for different works, but if one
is used for several works, the work on which each man is employed is
distinguished by a different capital letter to facilitate allocation.
(2) The employment of casual labour has now been considerably reduced.
With effect from 1 Jul 49 these personnel are taken on only for the
purpose and under the conditions laid down in E-in-C AHQ letter No
27595/E8 dated 30 Apr 49 (Appendix ‘A’). Specimen daily progress
report and statement of stores for IP Bills and Muster Rolls are shown
in Appendix ‘B’ and Appendix ‘C’.
9. Audit of IP Bills and Muster Rolls
(a) UA attached to GE’s office checks and passes IP Bills and Muster Rolls for payment
from the cash assignment or imprest of the GE.
(b) Technical check of Muster Rolls is carried out by the Surveyors Branch (if not
already checked by them) after the payment has been made. Paid IP Bills and Muster
Rolls are recorded in the office of the Unit Accountant.
10. Payment of IP Bills and Muster Rolls
(a) Normally, all payments are made by an officer or in the presence of an officer. But
when this is not possible, the GE authorizes a subordinate in charge of a sub-division
to make payments on his behalf.
(b) All literate persons are required to sign but illiterate affix their thumb impressions in
token of payment having been received by them. The thumb impressions are attested
by the paying officers; revenue stamp is affixed where payments exceed Rs 20/-
Signature of Gp ‘D’ employees who cannot sign in English or Hindi are also to be
attested.
11. Unpaid Wages
All unpaid wages whether on IP bills or a muster Roll are entered in the unpaid wages
register (IAFW-2259) kept by the Imprest/Assignment holder. Later on when the individuals
turn up, the payment is made on a Hand receipt (IAFW-2260) and the columns of the register
completed.
Authenticity of Payment Authorities Issued by Defence Account Officer
12. ‘Payment authorities’ issued by the officer of the Defence Accounts Departments authorizing
payments from imprest / assignments or by inclusion in pay bills are not acted upon unless
they bear the authenticating special seal (NOT rubber stamp) ‘Payment Authority’ of the
office of the issue.
(AO 371/56)
131
Appendix ‘A’
(Precis No 1510)
(Refers para 8)
MUSTER ROLL AND INDUSTRIAL PRESONNEL BILLS
(Copy of E-in-C’s No 27595/E8 dated 30 Apr 1949)
1. The following orders will take effect from 1st Jul 1949. On 30 Jun 49, the former AFHQ
letter No 7005/E2A dated 11/13 Feb 47 will be considered as cancelled.
2. Casual Personnel will only be engaged for, and the use of Industrial Personnel Bills restricted
to the following :-
(a) Work charge personnel engaged on supervisory or clerical duties or employed as
storekeeper, as laid down in para 89 MES Regulations.
(b) Industrial Personnel such as authorised permanent gangs employed on work of a
permanent or semi-permanent nature e.g., maintenance of buildings, Roads and
Installations etc.
All other directly employed labour engaged on a casual basis for emergency maintenance
work will be paid on Muster Rolls. With the employment of permanent gangs and Term
Contractors, the use of Muster Roll labour will be restricted to inescapably urgent work
rendered necessary on account of operational, technical or medical reasons.
3. Complete Industrial personnel Bills and Muster Rolls will always be accompanied by :-
(a) Progress Reports giving details of the work done by the labour employed. The work
done, if measurable, should be costed.
(b) Statement of Stores issued (including those obtained from demolition) and used on
that work. This statement also should be costed.
Forms of Industrial Personnel Bills (IAFW-2258) and Muster Rolls (IAFW-2255) are being
revised to provide for progress reports and statements of stores issued in accordance with the
orders which follow pending the introduction of the revised forms, these report and
statements will be written on separate sheets,. The revision of IAFW-2255 also includes
spaces for recording thumb impressions of the labour paid.
Details of Progress Reports
4. These will be complied as follows :-
(a) For personnel employed on IP Bills on the lines of the sample at Annexure ‘A’ they
will be prepared in duplicate one copy being sent to the GE with the completed
IP Bills and the other filed by the Supdt Grade I concerned.
(b) For personnel employed on Muster Rolls a Daily Report and record of stores issued
will be kept in duplicate. Each day by 1000 hrs the completed original report for the
previous day will be detached and sent to the GE signed by Supdt Grade I and passed
on to the Unit Accountant for attachment to the Muster Roll on completion. The
duplicate copy will be filed by Supdt Grade I concerned.
The progress Report for the Labour employed under a Muster Roll be shown in
sufficient detail.
The S.A in GE’s office shall carry out a percentage check of Muster Roll either
before (if time permits) or after payments. It is essential that the recording of progress of
works done by labour shall be a day to day record in the pocket book of works Munshi or
Supdts Grade II and not a concerted effect at guess work at the completion of the Muster
Roll.
132
5. Attention is directed to the various paras in Regulations for the MES relating to this subject,
and in particular to the following :-
Paras Summary
341 to 344 - Employment of DEL is generally uneconomical and is restricted to the
cases given; execution of service by DEL costing more than Rs. 2,000/-
for labour only requires the sanction of the CE etc.
571 to 573 - Detailed rules for the compilation and closing of Muster Rolls etc.
550, 551, 571, 573 - Detailed rules for the compilation and closing of IP Bills.
NOTE : (Para cited as in MES Regs 1968).
6. The following standing orders are hereby issued :-
(a) A Central Record of Muster Rolls sanctioned will be maintained by the U.A.
(b) Before opening any Muster Roll,an endorsement will be made on the front page
giving the description numbers and pay of the staff or labour authorized to be
employed there under, and the job on which they will work. This authority will be
signed by the GE, or an officer deputed by him for the purpose. Number of Staffs
and labours actually engaged and their pay must not exceed such authorization. If
during the progress of work the necessity of additional staff and labour becomes
apparent, the officers who signed the original authority will similarly give his written
approval before any extra staff or labour is employed.
(c) When Muster Rolls include one or more inner sheets, the outer and inner sheets will
be sewn together and pay numbered consecutively to prevent additional sheets being
inserted later or any inner sheets being lost or destroyed. The inner sheets will be
initialed by the officers sanctioning the employment of labour.
(d) Completed IP Bills will be endorsed at the time of completion with the following
certificate :-
“Certified that the personnel named on this Bill attended the work continuously for 8
hours for the period for which pay is claimed except for Sunday and gazetted holiday
and authorized absence on account of leave or sickness.”
Date Signed Supdt. Grade I
Date ……………………………… Countersigned ………………………….. GE/EE/AGE.
(e) Muster Rolls will be periodically checked at site by GEs/EEs/AGEs/ Supdt, grade I
and initialed at the time of check, at the following intervals at least :-
(i) When labour is mustered by Supdt Gde I/Gde II twice/weekly, and by the
GE/EE/AGE once weekly or four times in a calendar month
(ii) When a labour is mustered by Supdt Gde. II by a Supdt Gde. I by AGE once
weekly, and by the GE/EE or an officers deputed by him once fortnightly or
twice in a calendar month. At the discretion of the GE/EE these checks may
be reduced by one-half in the case of labour employed at out stations or long
roads outside cantonments.
(f) GEs/EEs are held personally responsible that these orders are complied with and they
should carry out occasional surprise checks at site.
NOTE :-In far away out stations where the checks stipulated above cannot be enforced,
frequency of checks are laid down by CEs.
(E-in-C No 27595/E8 of 13 Mar 56)
133
Appendix ‘B’
(Precis No 1510)
(refer Para 8)
SPECIMEN PROGRESS REPORT AND STATEMENT OF STORES FOR IP BILLS
NOTE :- The rates of pay, number of employment and quantities of stores mentioned below are
imaginary and are given by way of illustration and not as a guide.
Industrial Personnel Bill No ……………………….. Dated …………………………………..
For the period of …………………………………… ending ………………………………….
Division ……………………………………………. Sub Division …………………………..
Progress Report
1. (a) Pune Military Hospital Project
Detailed supervision of work on Contract No ………………………………………..
Including daily check of contractor’s labour, checking of MES stores etc.
Works Munshi - 1 for one month ………….. Rs. 750 pm
Stores Clerk - 1 for one month ………….. Rs. 750 pm
(b) Maintenance of water supply installations, Garmanager Cantt. (Add lines or
buildings etc. if considered desirable).
General Maintenance, including working pumps, emptying and cleaning service reservoirs,
repairs to bursts and leaks in pipes and stand posts, opening and shutting main valves, patrolling,
renewing valves, bibcocks, etc.
All employed for one month
Chargeman - 1 ………….Rs. 750/- p.m.
Pump attendants - 2 ………….Rs. 750/- p.m. each
Fitter 1st class - 1 ………….Rs. 750/- p.m.
Fitter 2nd class - 2 ………….Rs. 750/- p.m. each
Valveman - 1 ………….Rs. 750/- p.m.
Mazdoor - 8 ………….Rs. 750/- p.m. each
Statement of Stores Issued
2. (a) Not applicable, issue accounted for on Project Construction Accounts, etc.
(b) Indent No Date Stock a/c Stores in Hand Ledger
No Page Description Qty
Pumps and Plant :-
9327 2/7/49 II 32 Crude Oil 150 Gallons
9328 3/7/49 II 40 Grease 5 lbs.
9329 3/7/49 II 53 Lubricating Oil ‘A’ 100 Gallons
9341 17/7/49 II 32 Crude Oil 100 Gallons
External Maintenance :-
6241 3/7/49 III 12 Water tubing G.I.1” 80 rft.
6231 3/7/49 III 15 Water tubing G.I. ½ “ 20 rft.
6243 5/7/49 III 30 Bib Cocks, brass x” 10 Nos.
62343 5/7/49 III 38 Bib Cocks brass ½ “ 2 Nos.
62348 8/7/49 III 53 Collars C.I. 2 Nos.
62349 8/7/49 III 47 tees G.I. Sec. 1” 2 Nos.
………………………………………… Supdt I (B &R/E & M) GE/EE/AEE
Place ………………………… Date ……………………………...
134
Appendix ‘C’
(Precis No. 1510)
(refer Para 8)
SPECIMEN DAILY PROGRESS REPORT AND STATEMENT
OF STORES FOR MUSTER ROLL
(Gangs employed on petty maintenance jobs)
NOTE :-The numbers of employees and qualities of stores mentioned below are imaginary
and are given by way of illustration and not as a guide.
Sub Division ……………………………………………… Kirkee – East.
Muster Roll ……………………………………………… for period 1-7-49 to 31-7-49.
Date : 1-7-49.
Labour present Work done Stores in Stores used Qty
‘X’ lines Hand Ledger description
(Hutments) No. pages
Nos. 4 & 6
Regular Gang :-
Carpenter 1st Class 1 Resecuring rechanging 6 I 22 Screws 1 ½ “ 1gr.
Doors
Carpenter 2nd Class 1 Windows 3 I 25 Wire nails ½ lb.
Bricklayer 1 Tent Plinths and fire II 50 B. Bricks
Blacksmith 1 Fire Places II 60 Cement ½ cwt.
Coolies 8 Patch rep to bwk of 65 Sand 4 cft.
4 Nos at NE corner 40 Plain MS sheet 8 Sq. ft.
Casual gang :-
(for earth work)
Mate 1 Nos 2 and 3 cook 45 Copper rivets 2 Doz
Houses I refixing
and partial renewal of 2.
Coolies 6 P sheet iron chula hoods
Earthwork :-
Filling up depressions and corrosions at NW end of parade ground embankment 800 cu. Ft.
approx..
…………………………………….. Supdt. I (B & R/E & M) …………………………GE/EE/AGE
Date………………………………….
Sub Division ……………………………………… Kirkee East.
Muster Roll No …………………………………… for period 1-7-49 to 31-7-49
Dated 2-7-49.
135
Precis No 1511
Management School
REPORTS AND RETURNS
Introduction
1. Reports and returns are rendered to keep the Government head of Departments/Formations
and other authorities concerned informed of the latest position of the various establishments,
installations and other events.
2. This precis deals with the necessity for correct and punctual submission of reports/returns,
their classification and method of compilation.
Necessity for Correct and Punctual Submission
3. To fulfil the purpose set out in para 1, reports and returns are correctly compiled and
submitted by due date. Incorrect compilation defeats the aim and leads to wrong decision
while late submission leads to decision based out of date information. All
officers/subordinates responsible for submission of reports/returns should therefore exercise
constant vigilance over correct and timely submission of reports and returns.
Classification
4. Reports/Returns are classified into four classes :-
(a) Regimental
(b) Staff
(c) Departmental
(d) Special
5. Regimental, Staff and Departmental Reports/Returns are extracted from the 3 lists issued
separately vide AI 1581/46. They are normally published in Command Orders and
amendments are notified annually or at such less intervals as necessary.
6. To exercise proper control over correct and punctual submission, consolidated lists of
reports/returns (shown in Appendices ‘A’ and ‘B’) are maintained section wise. These lists
are displayed in a prominent place in each section. The Office Supdt/UDC is made
responsible for correct and punctual submission. The head of the office or the officer deputed
by him exercises periodical check.
Compilation
7. All concerned invariably study and adhere to the printed instructions on the report/return
itself or on the cover (if forms are bound in pads) or special instructions concerning the
submission of a particular report/return.
Point to be Borne in Mind
8. Following Points must be ensured :-
(a) Use of prescribed form.
(b) Accuracy in compiling.
(c) Legible writing.
(d) Punctual submission.
(e) Avoiding use of rubber stamp signatures.
Common Limits
9. (a) Ignorance of orders.
(b) Oversight.
(c) Wrong addressing.
(d) Alleged loss in post.
136
Appendix ‘A’
Precis No (1511)
(refer para 6)
LIST OF REPORTS/RETURNS RECEIVED
Section ……………………… Office of ……………………………
Sr. Title of Form From Date of To Date to Authori File Remarks
No. Report/Return No whom reach whom reach ty for No.
due submitt higher reports/
ed authority returns
On
occurrence
Weekly
Fortnightly
Monthly
Quarterly
Half Yearly
Yearly
137
Appendix 'B'
(Precis No 1511)
(refer para 6)
LIST OF REPORTS/RETURNS RENDERED
Section ……………………… Office of ……………………………
Sr. Title of Form To Date Distributi Authority File No. Remarks
No. Report/Return No whom due out on
submitted
On
occurrence
Weekly
Fortnightly
Monthly
Quarterly
Half Yearly
Yearly
138
Precis No. 1512
Management School
TRAVELLING DAILY AND CONVEYANCE ALLOWANCES
Introduction
1. An individual is allowed travelling, daily and conveyance allowance, on move on duty, in
accordance with his grading, nature of move and duration of halt.
2. This precis deals with the classes of moves, grading of personnel, class of rail
accommodation, number of allowances admissible for various classes of moves, carriage
of personal effects, daily allowance for halts and conveyance allowance.
Definitions
3. Duty
Duty means journey, performed in the interest of the public service and not at the request
or for the personal convenience or in consequence of the misconduct of the individual.
Competent authority may permit an individual transferred for misconduct to travel on
duty. (TR 2).
4. Family
Family includes individual’s wife, or husband, parents, sisters, minor brothers, children
legitimate and adopted (legally) (Including major sons, married / widowed daughters),
step children and step mother residing with and wholly dependent upon the individual.
(TR 2).
NOTE :-The term “wholly dependent” used above denotes that the dependent’s income
from all sources, including pension (inclusive of temporary increase in pension and
pension equivalent to death-cum-retirement benefits) does not exceed Rs. 2500/- per
month.
5. Conveyance Allowance
It is a fixed allowance granted monthly to a government servant whose duties necessitate
extensive travelling within a radius of 8 KM from permanent station who habitually
travel more than 8 KM daily on duty (TR 222,223).
6. Conveyance
The terms means conveyance at Public expense by Sea, Rail, Road or Air, unless
otherwise stated. (TR 2)
Classes of Moves
7. Moves are of two types :-
(a) Temporary
(b) Permanent
and are defined in precis No 1523, Authorities competent to sanction moves and method
of calculating, joining time are given in precis No 1523.
CIVILIANS
9. Entitlements for travel by Rail
Pay Range Shatabdi Express Rajdhani Other Trains
Express
Rs. 16,400 and above Executive Class AC First Class AC First Class
Rs. 8,000 to 16,399 AC Chair Car AC 2-tier AC 2-tier
Rs. 6,500 to 7,999 -do- AC 3-tier First Class/AC 3-tier/AC
Chair Car
Rs. 4,100 to 6,499 -do- AC 3-tier First Class/AC 3-tier/AC
Chair Car
Below Rs.4100 -do- -do- Sleeper Class
139
NOTES :-
(1) Personnel of all grades will be entitled to reimbursement of reservation charges for
seat (for a day journey) and sleeper berth (for night journey) in addition to fares for
the second class.
(2) Civilians entitled to travel in first class and their families may travel in air
conditioned chair car or Rajdhani Express. (TR 57).
(3) Civilian officers paid from Defence Service Estimates in receipt of actual pay of Rs.
16,400/- p.m. and above are entitled to travel by Air within Indian limit at their
discretion. However, Civilian officers drawing pay between Rs, 12,300/- and Rs.
16,400/- p.m. may also travel by Air ,if the distance involved is more than 500 Kms
and the journey cannot be performed overnight by a direct train service/ direct
sleeper coach service.
(TR 62, 108 and Min of Fin OM No 19030/5/86-E-IV dt 19 Mar 87) and (Min of Fin
(dept of Expenditure) OM No 19030/5/86 –E IV 26 Nov 86).
Daily Allowance
10. The term means an allowance for absence from HQ/permanent duty station which is
intended to cover the ordinary daily charges incurred by the individual in consequence of
such absence. (TR 2).
Mileage Allowance
11. The term means an allowance calculated on the distance traveled which is given to meet
the cost of particular journey. (TR 2).
Admissibility of Daily Allowance
12. In addition to the facility of travel at Govt. expense for journey by rail/ sea/air, as the case
may be, and road mileage for journey by road, a Govt. servant shall draw :-
(a) In the case of temporary duty move, one DA for each completed calendar day of
absence reckoned from midnight to midnight for the entire absence from
Headquarters starting with departure from and ending with arrival at HQ to cover
both on the way expenses and expenses for halt at outstation. (TR 114).
(b) In the case of permanent duty move, one daily allowance for himself and such
member of family for every completed day occupied in journey from residence
reckoned from midnight to midnight, Children below 12 Years are allowed half the
rates for adults (TR 59).
13. For the period less than 24 hours on any Calendar day, the daily allowance is admissible
as under (for journeys other than local journeys) :-
up to 6 hours - Nil
Exceeding 6 hours but not exceeding 12 hours - 70 % of normal rates
Exceeding 12 hours - Full daily allowance
(Min of Def OM No B/89621/II Q MOV C /6886/D (Civ-II) dated 4 Sep 1978).
14. For the time spent in journeys, only ordinary rate of DA as given in Table ‘A’ TR Rule
60, is admissible. (See para 15).
140
Rates of daily Allowance
15. The rates of Daily Allowance will be as follows :-
(a) When the Govt servant avails of Govt or public Sector Guest House at
concessional rates or makes his own arrangements :-
1 2 3 4 5
Pay Range A-1 Class A-Class Cities and B-1 Class Cities and Other
Cities Specially expensive Localities Localities
expensive
localities
Ordy Hotel Ordy Hotel Ordy Hotel Ordy Hotel
Rs. Rs. Rs. Rs. Rs. Rs. Rs. Rs.
Rs.16,400 260 650 210 525 170 425 135 335
and above
Rs.8,000 to 230 505 185 405 150 330 120 225
Rs.16,399
Rs.6,500 to 200 380 160 305 130 250 105 200
Rs.7,999
Rs.4100 to 170 245 135 195 110 160 90 130
Rs.6,499
Below 105 125 85 100 70 85 55 65
Rs.4100
(TR Rule 60 and G of I, Min of Fen, Deptt of Expenditure OM No 19030/5/86 – E – IV dated 19
mar 1987 and No 19030/5/86 – E- IV date 24 Nov 86)
16. For journeys performed by sharing / taking single seat in a taxi, scooter, entitlement will
be the actual share limited to road mileage allowance as admissible.
17. For journeys on bicycle/feet, the road mileage will be 60 paise per km. (TR 61, Note 1
and Min of Fin (Deptt of Exos ) OM No 19030/4/87 dated 29 Jul 87).
Journey on permanent Duty – Civilians
18. For journeys on permanent duty a civilian is entitled to the following :-
(a) Conveyance
(i) A composite transfer grant equal to one months basic pay
(ii) By rail – One fare of the entitled class as given in para 10 for self, one fare for
each adult member of the family and half fare for each child when such fares
are actually paid, or fares for the class of accommodation actually used
whichever is less. For journeys by modes other than rail, the actual
expenditure/road mileages/rail fare of the entitled class, whichever is the least.
(iii)By Air – Actual fares paid, if authorized. If not authorized, the actual fare paid
or entitled by rail (if places are connected by rail), whichever is less. If places
are connected by road only, then air fare actually paid or road mileage
whichever is less.Between places connected by sea within Indian limits air
fare actually paid or steamer fare of the entitled class, whichever is less.
(iv) By Road – One mileage allowance for self plus one mileage if two members
of family accompany the officer and one more mileage if more than two
members accompany him at the rates as applicable.
(v) Cost of transportation of personal effects from residence to residence.
(vi) Cost of transportation of conveyance possessed by the employer.
141
(b) Daily allowance – See para 13.
(c) Rates of lumpsum transfer grant and packing allowance
The rates admissible are as follows: -
Pay Range Lumpsum transfer Packing allowance (Rs)
Grant (Rs)
Rs. 16,400 and above 4000 1500
Rs. 8,000 and above but less than 3000 1200
Rs. 16,400
Rs. 6,500 and above but less than 1500 900
Rs. 8,000
Rs. 4,100 and above but less than 1000 600
Rs. 6,500
Rs. 3,550 and above but less than 600 600
Rs. 4,100
Below Rs. 3,500 450 450
(d) (i) transportation of personal effects between places connected by
rail:- A Government servant carrying goods by road between places
connected by rail can draw actual expenditure on transportation of
personnel effects by road or the amount admissible on transportation by
railway and an additional amount of not more than 25 percent there of,
whichever is less.
(ii) Transportation of goods between places not connected by rail :-
The allowance for carriage of personnel effects between places connected
by road only will be at the following uniform rates, subject to existing
conditions :-
Pay Range ‘A-1 ,’ A’ and ‘B-1’ Other places
Class Cities Rs. per Km
Rs. Per Km
Rs. 16,400 and above 30.00 18.00
Rs. 8,000 and above less than Rs. 30.00 18.00
16,400
Rs. 6,500 and above less than 15.00 9.00
Rs.8,000
Rs. 4,100 and above less than Rs. 7.60 4.60
6,500
Rs. 3,350 and above less than 7.60 4.60
Rs.4,100
Below Rs.3,350 6.00 4.00
(iii)In partial modification of SR 116 (A) I (II) (3), it was decided that
Government servants on their transfer may be allowed the actual cost of
transportation of their motor car by rail at railways risk, the other terms and
conditions, for drawl of actual cost on transporting the motor car by rail shall
remain unchanged.
(Min of Fin, Deptt of Expenditure OM No 19018/2/87-E IV dt 18 Feb 88).
When Both Husband and Wife are Central Govt servants
19. In such a case when both are transferred at the same time or within six months from on
and the same old station to the same new duty station, TA is admissible to only one of
them , The other will be treated as a member of his/her family not in Government
employment. Necessary certificate prescribed in TR 82 to the effect that the other has not
claimed already any transfer traveling allowance is to be rendered with the TA claim,
(TR 82).
142
Additional fare by the entitled class to Government Servant on Transfer
20. An employee will be entitled to an additional fare by the entitled class for both onward
and return journeys, in addition to the normal transfer. T.A. entitlement, if he has to leave
his family behind because of non availability of Government residential accommodation
at the new place.
(Min of Fin (Deptt of Exps) OM No 19030/5/86 – E-IV date 24 Nov 86).
Families Moving Apart from Head of Family
21. When an entitled member of family moves, consequent on transfer from old duty station
to a station other than the new duty station or from other than the old duty station to the
new duty station, he is entitled to the actual fare paid limited to fare of the entitled class.
(TR 85).
Lien on Conveyance on Permanent Transfer
22. A family entitled to conveyance within Indian limits may proceed or follow the head of
the family provided on journey is undertake within six months of all the date on which
the head of the family moves. Such family will be regarded as accompanying him. The
same is valid for transportation of personal effects and private conveyance also (TR Rule
16).
NOTE :- An individual who send his family in advance does so at his own risk. Claim for
family conveyance will not be admitted finally in audit until the head of the family
actually moves. This also applies for sending of personal effects.
23. In special cases, a competent authority may sanction an extension of time limit up to a
maximum of one year. (TR Rule 16).
Temporary Duty Moves
24. Definition of Temporary Duty
Except when other wise specifically stated , any move on duty which as per the
expectation of the order authority is that the individual shall do duty in the station to
which his move is ordered for a period of 180 days or less than 180 days, will be
classified as temporary duty.
NOTE :- Move of an individual in pursuance of a tour of inspection will remain
classified “temporary irrespective of the duration of the tour.
Travel by Rajdhani Express
25. Officers entitled to travel by Air Conditioned first class are entitled to travel by Air-
Conditioned First Class by Rajdhanin Express. Those who are entitled to travel by First
Class in other trains are entitled to travel by Air conditioned Chair Car /AC 3Tier (TR
95).
Entitlement for Temporary Duty
26. A Civilian deputed on temporary duty is entitled to the following :-
(a) Road mileage from duty point to Railway Station / Bus Stand and Railway Station/ /
Bus Stand to duty point at both the HQ and temporary duty station.
(b) Fare for the entitled class by Rail/Air/Sea or fare for the class of accommodation
actually used whichever is less. (See para 10, 17, 32, 33 and Note (4) below para 10)
(c) Road mileage as in para 18 above for journeys by road limited to fare of the entitled
class by between places connected by rail. (see paras 18-20 above).
143
NOTES :- (1) In case of an officer entitled to travel by AC first class under TR
Rule 94.The road mileage will be limited to First Class Rail fare.
(2) Road mileage is not admissible for local journeys performed at
outstation. (TR 111)
(d) DA for journey period and halt at rates in TR Rule 60,as admissible.
27. The competent authority may permit road mileage for a journey performed by motor car
between places connected by rail when satisfied that public interest was served by the
road journey which would not have been served had the individual traveled by rail, such
as, the saving of public time, or, inspection work en-route, etc.
Daily Allowance on Temporary Duty
28. One Daily allowance only is admissible in respect of halts on any day on
which the individual is entitled to such allowances : (TR 114)
29. Where the second temporary duty begins on the same day on which a Govt servant
returns from first temporary duty, each day is treated separately but DA calculated
separately for such temporary duty on any calendar day shall not exceed one daily
allowance (Half DA for local journeys )
(G of I, Min of Def, letter No B/89621/Q Mov C/3826/D (Mov) dated 3 Aug 1976
30. Daily allowance will not be drawn for any day on which an individual does not reach a
point outside a radius of 8 Kms. From the “duty point”.
31. On day(s) when an individual on temporary duty is provided with free board and lodging,
he will draw only ¼ DA for that (those) day(s). If he is provided with free board he will
draw ½ DA for that (those) day(s). if he is provided with only free lodging, he will draw
¾ DA for that (those) day (s).
NOTES :-
(1) An individual who stay at Circuit House /Inspection Bungalow / Rest House etc.
without having accommodation but has to pay obligatory charges for services
such as water, electricity, furniture scavenging etc, on account of stay, he will not
be deemed to have obtained free accommodation.
(2) Improvised accommodation provided free of charge in a tent or temporary
structure of any sort in locality where regular accommodation is not available,
will not be treated as “free lodging” (TR 114)
(3) The principle of stay in a hotel/establishment charging scheduled tariff and rates
of DA in a Table (8) under TR Rule 60 also apply in case of stay in railway
retiring rooms.
Limit for Grant of Daily Allowance for Days of Halt
32. Admissibility of daily allowance of continuous halts at places outside, Govt servants has
during tour / Temp transfer / for attending a course where boarding and lodging are not
provided are as follows :-
(a) First 180 days - Full daily allowance
(b) Beyond 180 days - Nil
33. DA at half rates are admissible upto 180 days where temp duty is performed by Govt
servant locally.
34. In case where prolonged stay is envisaged at the duty station beyond 180 days, the
appropriate course would be to issue the necessary transfer order.
Min of Fin (Deptt of Exps) OM No 19030/5/86-E-IV Dated 12 Dec 86)
144
Local Journeys
35. ‘Local journey’ is a journey performed on duty beyond 8 kms within the limits of the
urban agglomeration/Municipality notified area, Cantonment, contiguous municipality /
Corporation / City in which the headquarters of a Govt servant is located.
36. Daily allowance, in case of local journey, is admissible at half the rates given in para 14
in addition to road mileage.
37. TA for local journeys is admissible if temporary place of duty is beyond 8 kms, form the
normal place of duty irrespective of whether journey is performed from residence or
normal place of duty.
(G of I, Min of Def OM No B/89621/II Q MOV C/6886/D(Civ-II) dated 04 Sep 78)
38. Local journeys should be performed in the same way as the Govt servant performs his
journey to duty point, viz bus local train, his own conveyance. When special means are
considered necessary (i.e., taxi, scooter etc), prior permission of superior authority is
required, if more than one person is deputed to the same point, they should share hire
charges. The bus/rail fare or mileage allowance for actual distance or distance from duty
point to duty point, whichever is less, will be admissible. Normal amendment to the TRs
will be issued in due course.
(G of I, Min of Def O.M. No B/89621/Q/II/ MOV C/3571/D (Civ-II) dated 01 Jul 1980)
Actual Presence in Camp Required for Drawal of Daily Allowance
39. Whereas Daily Allowance is admissible on holidays occurring during temporary duty, it
is not admissible on restricted holidays and casual leave availed of by the individual.
However, if he takes half day’s casual leave permissible under the rules half DA is
admissible. (TR 114(vii)).
40. DA is not admissible for any day whether Sunday or holidays unless the officer is
actually and not merely constructively in camp. (TR 114(ix)).
Reimbursement of cancellation/Reservation Charges
41. Reimbursement of cancellation and reservation charges for journeys cancelled in public
interest shall be made to the Govt servant directly by the department / office concerned
(also for members of family).
Reservation and Telegram Expenses
42. Reservation and Telegram expense charges levied by the Railways in connection with
reservation accommodation in trains for onward and / or return journeys will be
reimbursed to Govt servants.
(G of I, M of Def OM No B/89621/II/Q/Mov C/6886/D(Civ-II) dated 04 Sep 1978).
is involved, as per TR Rule 125. DA is not admissible
Air Travel
44. An individual not entitled to air-travel under normal rules, may be authorized to travel by
air by a competent authority when urgent and necessary in public interest. (TR 62(b).
Note:- Competent Authority for the above purpose is Head of Branch at Army HQ (for
persons serving at Army HQ) and GOC-in-C/Area Commander/Sub Area
Commander for personnel serving within their jurisdiction.)
45. Air travel is not admissible for journeys to receive medical attendance / treatment
irrespective of whether or not individuals are entitled to travel by air on official duty at
their discretion. (TR 108)
145
46. Individuals may travel by air between Kolkata and Agartala instead of by the surface
route (both on permanent and temporary duty. ( TR No 39, Note 3).
46 A. Certain grades and stations between which air travel may be performed by them on
temporary duty are given in TR 39.
47. Travel by IInd A C, 2 Tier
All government servants who are entitled to travel by I Class/A.C Chair Car, may at their
discretion, travel on tour/transfer by II A.C, 2 Tier, where any of the direct trains
connecting the two stations by the shortest route, has no provision for I Class or A. C.
Chair Car.
(Min of Fin., Dept of Expd OM No 19027/a/86-E-IV dated 13 Jan 1987)
General
48. When an individual adopts a mode and / or a class of conveyance other than to which he
is entitled reimbursement will be limited to the actual fares paid by him or the cost that
Government would have incurred had the person availed of the authorized mode and
class of conveyance, whichever is less. (TR 35).
49. Families are entitled as per the head of the family. (TR 13)
50. ‘Main Route’ means the most convenient route usually taken by the traveling public.
(TR- 2)
51. The ‘Shortest route’ is that by which the traveler can most speedily reach his destination
by the ordinary modes of traveling adopted by the general public. (TR 39)
52. No TA is admissible to a member added to the family after the date of transfer of the
individual (“Note’ below TR 16 (ii) (b))
Advance of TA/DA
53. Advance of TA/DA is admissible and can be drawn before leaving the station on
temporary duty/permanent transfer if it exceeds R. 50/- (TR 17)
Permanent Traveling Allowance
54. a permanent traveling allowance may be granted by the Govt to an individual whose
duties require him to travel extensively. Such an allowance is grated in lieu of all other
forms of traveling allowance for journeys with the individual sphere of duties. (TR 221).
55. The rate are as laid down from time to time.
56. For conditions of grant and eligibility and Conveyance Allowances for MES Personnel,
are laid down in TR Rules 222, 225 and 229.
Travel by Bus – Clarification
57. Where more than public road transport is available such as ordinary bus, express bus, de-
luxe/super – de-l,ux, air-conditioned bys, the entitlement will be as follows :-
(a) Between Places Connected by Rail – A Govt servant traveling by road between
places connected by rail may travel in any type of bus, in any class and draw the
fare actually paid, limited to the rail fare of the entitled Class, (See also Para 34
(c). Note 1)
(b) Between Places not Connected by Rail
(i) Persons who are entitled to travel by First Class on Rail - By any
type of bus including super-de-lux, de-lux, express but excluding air-
condition bus. Officers entitled to travel by AC First Class on rail tour may,
however, travel by Air-Conditioned bus, if available, on tour only.
146
(ii) Other personnel - By ordinary bus only. Where there are two classes on
bus, individuals at (i) above may travel by higher class. But others are
eligible to travel in lower class only.
TA on Retirement to Civilian Govt Servants/Families of Deceased Government Servants.
58. A retired Government servant/family of deceased Govt. servant is eligible for re-
imbursement of all charges for self and all family members as admissible for move on
permanent duty, such as fares of the entitled class, DA for journey, transfer grant,
transportation of personal effects, mileage allowance from residence to Railway
Station/Bus Stand at both ends. transportation of private conveyance.
(G of I, Min of Def OM No B/89621/II/Q Mov C/8452/D (Civ-II) dated 9 Sep 1974,
and OM No B/89621/II/Q Mov C/6886/D (Civ-II) dated 4 Sep 1978)
59. The concession is admissible from the last duty station to the selected place where they
are to settle down permanently even if it is other than their declared home-towns.
(AI 76/77)
60. The time limit for performance of journey to home town/selected place of residence for
retired servant/family of deceased Govt. servant has been raised to one year (from the
existing limit of 6 months) with effect from 01 February 1978)
(G of I Min of Def. OM No B/89621/II/Q Mov C/6886/D (Civ-II) dated 4 Sep 1978)
Travel concession to Government Servants During Leave (CCS(LTC) Rules,1988).
61. Central Civil services Rules ,1988(Leave Travel Concession)is admissible to Civilians of
all grades including deputations, industrial and work-charged staff re-employed officers
on completion of one year and officers employed on contract basis ( if period of contract
is for more than one year)
NOTE :- The concession is not admissible to a Government servant who has not
completed one year of continuous service on the date of journey
performed by him or his family.
62. The concession is not admissible to persons who are :-
(a) Not in whole-time employment of Government
(b) Paid form contingencies.
Frequency of Entitlement
63. (a) To Home Town
(i) The concession is admissible once in a block of two calendar years starting
from the block of the consecutive years 1956 and 1957, subsequent blocks of
2 calendar years being 1958-59, 1960-1961 and so on. In case of industrial
and work-charged staff, the concession took effect from the block years 1960-
1961. The concession covers Govt, servants and their families and defined in
TR Rule 2 (see Para 4 of this precis)
(ii) A Government servant whose family is living away, can avail of the
concession for himself alone once every year during each block for visiting
home town.
(iii)A Government servant and his family who are unable to avail of the
concession during a particular block of two year may be permitted to avail of
the concession before the end of the first of the next block, after which it is
treated to have lapsed.
(iv) When return journey falls in the succeeding calendar year, the concession
should be counted against the year in which the outward journey commenced.
147
(b) To any Place in India
(i) Once in a block of four calendar years commencing from the year 1974,
Government servants are entitle to avail of leave travel concession for
journeys to any place in India. If not utilised during any block of four
years, it can be carried forward to the first year of the next block of four
years.
(ii) Individuals entitled to leave travel concession for journeys to their home
town are eligible for the concession to travel to any place in India only
once in a block of four years but it will be in lieu of and adjusted against,
the leave travel concession to the tome town including the concession, if
any, carried forward to which they may be entitled at the time of journey
to any place in India is undertaken. Further such employees will be
entitled to carry forward the concession to travel to any place in India only
if they are entitled to a carried forward leave travel concession to home
town for that year.
64. “Home Town” means town, village or a place declared as such by the Government
servant and accepted by the Controlling Officer. A Government servant is required to
make a declaration for home town within six months from the date of entry into Govt.
service. The Home Town once declared and accepted by the Controlling Officer shall be
treated as final. In exceptional circumstance, Head of Department may authorize a
change in such declaration provided that such a change shall not be made more than once
during the service of a Govt servant.
65. Where both husband and wife are in Central Government service, the couple should be
treated as a single family unit.
Govt Servants and Family are Independent Units.
66. Govt servant and his family members may travel either independently or together as may
be convenient. The members of the family may also travel together or separately in
different groups at different times. The concession would be available for different
groups during the currency of the block in respect of which the first group performed its
journey. Carry forward of Leave Travel Concession is permitted, even if one group has
availed of it during the block period itself by other groups who have not availed of the
concession.
67. Reservation charges for First Class and Sleeper/reservation charges for Second Class are
reimbursable.
68. The family members are entitled to the concession irrespective of the fact that the Govt
servant may or may not proceed on leave (see also Para 66)
Weighted/Assumed Fares
69. For journeys actually performed by Super Fast Express Trains, the Special
Supplementary/Charges lied by Railways are admissible.
70. A journey may be performed by Rajdhani Express but entitlement would be limited to
what would have been reimbursable had he traveled by the entitled class in any other
train.
One-way Journeys – LTC
71. Leave travel concession will be admissible to members of a government servant’s family
with reference to the facts existing at the time of forward and return journeys
independently. The following types of cases are given by way of illustration :-
(a) Entitled to Reimbursement for Outward Journey only
148
(i) A dependent son/daughter getting employment or getting married after
going to home town, or remaining there for prosecution of studies.
(ii) The family after having performed the journey to home town, have no
intention of completing the return journey from home town, provided the
Govt servant foregoes the concession in writing.
(b) Entitles to Reimbursement for Return Journey
(i) A newly married wife coming from home town to headquarter or wife who
has been living at home town and did not avail herself of the leave travel
concession for outward journey.
(ii) A husband of the female Govt servant who marries at the home town after
coming thereon LTC for herself
(iii) A dependent son/daughter returning with parents or coming alone from
home town where he/she has been prosecuting studies or living with grant
parents, etc.
(iv) A child who was previously below 3/12 years but has crossed this age at
time of return journey.
(v) a child legally adopted by a Govt servant while staying in the home town.
Certain Clarifications Relating to LTC for visiting any Place in India.
72. Certain clarifications relating to leave travel concession for visiting any place in India re
reproduced in Appendix ‘A’ to this précis.
Auth : Min, of Home Affairs (DPAR) OM 31011/2/75-Est (A) dated 3 Feb 79).
149
Appendix ‘A’
(Precis No 1512)
(Refer para 72)
LEAVE TRAVEL CONCESSION TO CENTRAL GOVERNMENT EMPLOYEES
CLARIFICATIONS AND DECISIONS RELATING THERETO
1. Certain clarifications relating to LTC for visiting any place in India, given by the
Ministry of Home Affairs (Department of Personnel and Administrative Reforms) Office
Memorandum No 31011/2/75-Est(A) dated 03 Feb 79.
(1) Is the concession to visit any No. In the case of Govt servant who are already
place in India an additional entitled to LTC to home town the concession to visit
benefit to those who are already any place in India is in lieu of, and to tbe adjusted
entitled to LTC to home town ? against the LTC to home town to which a Govt servant
is eligible at the time of undertaking the journey to visit
any place in India, including the concession carried
forward, if any.
(2) Can a Govt .servant who has As already stated under item (1) above, the LTC to
already availed of LTC to visit visit any place in India, if availed of by a Govt servant
home town in block of two who is entitled to LTC to home town will be adjusted
years avail of the concession to against the LTC to home town available to him at the
visit any place in India within time of undertaking the journey. Therefore, if a Govt
the same block of two years or servant has already availed of the LTC to home -town
should he wait for the next in respect of, say the block of 1978-79, he cannot avail
block of two years? of the concession to visit any place in India till the end
of 1979 because there is not LTC to home town
admissible to him which can be adjusted against the
LTC to visit any place in India,. He can avail of the
concession to visit any place in India only when he
becomes entitled to the next block year of LTC to
home town Viz. 1980-81.
(3) How will the claim of a Govt The surface journey to the nearest port will be
servant be regulated when he regulated under the normal LTC Rules and the sea
visits a place like Port Blair in passage will be regulated in accordance with the
Andaman and Nicobar Islands provisions of SR-40.
under the concession to visit
any place in India?
(4) Whether a Govt servant should Yes. Whenever a Govt servant proposes to avail of
intimate to the Controlling LTC to visit any place in India in a block of four years
Authority before the
place either for himself and/or a member/members of
commencement of the journey, family, he has to declare the intended place of visit as
the place he or his family and when the concession is proposed to be availed of
member(s) intends to visit and by the Govt. servant and/or members of his family.
also actually visit that place After the intended place of visit is declared, he and/or
under the LTC to visit any place
member/members of his family, as the case may be,
in India. must visit that place in order to be eligible for making
the claim. While the Govt servant and/or
member/members of family is/are free to go by any
route to declared place of visit, the claim will be
regulated with reference to the shortest direct route on
a through ticket basis between the headquarters and the
declared place of visit.
(5) Is the concession to visit any Yes, provided they complete one year’s continuous
place in India admissible to service and the appropriate administrative authority
Govt. servants employed on certifies at the time of Govt servant concerned avails of
contract basis? the LTC to visit any place in India that he is likely to
150
continue to serve under the Central Govt. for a period
of 4 years from the date of his joining the post under
the Central Govt. The Block of 4 years will be
reckoned from the actual date of joining the post under
the Central Govt.
(6) What is the position regarding If an officer of a State Govt. is entitled to LTC to visit
admissibility of LTC to visit home town in accordance with the provisions in this
any place in India to State Govt regard, he can utilise this concession either to visit his
servants on deputation to home-town or exchange it for the concession to visit
Central Govt? any place in India. Subject to the condition that the
administrative authority concerned should certify that
he is likely to serve the Central Govt. for a period of 4
years. If the officer concerned is not entitled to LTC to
home town being within the minimum distance
provided in this regard, he can avail of the LTC on
account of the home town to visit any place in India
only if the appropriate administrative authority
certifies that he is likely to serve the Central Govt. for a
period of 4 years reckoned from the date of his joining
the Central Govt.
(7) What is the position regarding A re-employed officer can also avail of the concession
eligibility of re-employed to visit any place in India provided he completes one
officer to the concession to visit year’s continuous service after re-employment and the
any place in India. administrative authority certified that he is likely to
serve for a period of four years from the date of his
initial re-employment. In case of re-employment
immediately after retirement without break, the period
of re-employment service may be treated as continuous
with the previous service for the purposes of LTC and
the concession allowed for the re-employed period,
provided the concession would have been admissible to
the re-employed officer had he not retired. Thus, if an
officer has availed of the concession to visit any place
in India in respect of a block of four years before his
retirement and he is re-employed without any break, he
would not be given further concession till the expiry of
the particular block of four years.
(8) How will the claim of a Govt As already stated, a Govt servant has to declare the
servant under the LTC to visit place(s) of visit with reference to which he and/or a
any place in India be regulated member/members of family will avail of the
if he purchases a circular tour concession to visit any place in India. Once this is
ticket? done, the claim will be regulated as between
Headquarters and the place(s) indicated by Govt.
servant by the shortest direct route. The actual claim
will be limited to the amount that would be admissible
if the officer had travelled between the Headquarters
and the declared destination by the shortest direct route
in the class of accommodation actually used by
purchasing circular tour ticket or by the entitled class,
whichever is less.
(9) Will the definition of the Yes.
‘family’ applicable for the
purpose of LTC to visit home
town apply to the LTC to visit
any place in India?
151
2. The following decisions of the Government of India in regard to LTC are also brought to
the notice of all concerned :-
(1) Change of the declared The declared place of visit can be changed if a Govt. servant
place of visit after its so desires with the approval of the Controlling authority,
being intimated to the before the commencement of the journey. The declared place
controlling authority. of visit cannot be changed after the commencement of the
journey. Exceptions can, however, be made where it is
established that the request for change in the place of visit
could not be made before the commencement of the journey
owing to circumstances beyond the control of the Govt servant
concerned. This relaxation can be allowed by the
administrative Ministry/Deptt or by the Head of Deptt in the
case of other and the claim allowed.
(2) Travel to different While availing of LTC to visit any place in India, the Govt.
places by the Govt servant and/or members of his family may visit the same place,
servant and members of or different places of their choice.
his family under the
concession to visit any
place in India.
(3) Regulations of LTC In this case, the claim will be regulated with reference to the
claim when a Govt place indicated by the Govt servant as his place of visit. If the
servant purchases a seat amount of claim calculated on the basis of the shortest direct
in Yatra Special Trains, route between the Head quarters and the declared place of visit
inclusive of the cost of by the lower class (if a lower class of accommodation has
board etc. actually been used while traveling by Yatra Special) is less
than the expenditure incurred by the Govt servant for
purchasing a seat in the Yatra Special, the former amount
alone would be admissible.
(4) Regulation of LTC In such cases the Central Govt servant should furnish a
claim of the spouse of a certificate as under at the time of preferring his/her LTC claim
Govt employee if :- ‘Certified that my wife/husband for whom LTC is claimed
employed in office other by me is employed in (name of the Public Sector,
than a Central Govt Undertaking/Corporation/Autonomous body etc) which
office where the LTC provides leave travel concession facilities but she/he has not
facilities are available preferred and will not prefer any claim in this behalf to her/his
employer.’ Where the spouse of the Govt servant is not so
employed, the Govt servant concerned should give a certificate
as under :-
‘Certified that my wife / husband for whom LTC is claimed by
me is not employed in any Public Sector
Undertaking/Corporation/Autonomous Body / financed wholly
or partly by the Central Govt. or a local Body which provides
LTC facilities to its employees and their families.’
3. The provisions of para 2 (2) above shall be applicable to journeys performed on or after
issue of the Govt Office Memorandum referred at para 1 above availing of LTC
admissible for the four year block 1978 – 1981 (but not the journeys performed by
availing of LTC admissible for the block year 1974-77). This provision will also be
applicable in cases where either the Govt servant himself or some members of the family
of the Govt servant have already availed of LTC in respect of the block year 1978-81 but
rest of the family members avail of it after the issue of the O.M. ibid.
4. Change of Home Town - The home town once declared and accepted by the Controlling
Officer shall be treated as final. In exceptional circumstances, the Head of the
Department or if the Government servant himself is the Head of the Department, the
152
Administrative Ministry, may authorize a change in such declaration provided that such a
change shall not be made more than once during the service of a Govt servant.
5. Declaration of place of visit under Leave Travel Concession to any place in India- When
the concession to visit any place is India is proposed to be availed of by a Government
servant or any member of the family of such Government servants, the intended place of
visit shall be declared by the Government servant in advance to his controlling officer.
The declared place of visit may be changed by the commencement of the journey except
in exceptional circumstances where it is established that the request for change could not
be made before the commencement of the journey owing to circumstances beyond the
control of the Government servant. This relaxation may be made by the Head of
Department, as the case may be.
6. Admissibility of Leave Travel Concession
(1) The leave travel concession shall be admissible to persons of the categories
specified in clauses (i) and (iii) of sub rule (3) of rule 1 only if they have
completed one year’s continuous service under the Central Government on the date
of journey performed by him or his family, as the case may be, to avail of the
concession.
(2) The leave travel concession shall be admissible during any period of leave,
including casual leave and special casual leave.
7. Types of leave travel concession
(a) The leave travel concession to home-town shall be admissible irrespective of the
distance between the headquarters of the Government servant and his home-town,
once in a block of two calendar years, such as 1986-87, 1988-89 and so on;
(b) The leave travel concession to any place in India shall be admissible irrespective of
the distance of the place of visit from the headquarters of the Government servant
once in a block of four calendar years, such as 1986-89, 1990-93 and so on
provided that in the case of a Government servant to whom leave travel concession
to home town is admissible, the leave travel concession to any place in India
availed of by him shall be in lieu of, and adjusted against, the leave travel
concession to home town available to him at the time of commencement of the
journey;
(c) A Government servant whose family lives away from him at his home town may, in
lieu of all concessions under this scheme, including the leave travel concession to
visit any place in India once in a block of four years which would otherwise be
admissible to him and members of his family, choose to avail of leave travel
concession for self only to visit the home town every year.
Counting leave travel concession against particular blocks
8. A Government servant and members of his family availing of leave travel concession
may travel in different groups at different times during a block of two or four years, as
the case may be. The concession so availed of will be counted against the block of two
years or four years within which the outward journey commenced, even if the return
journey was performed after the expiry of the block of two years or four years. This will
apply to availing of leave travel concession carried forward in terms of Rule 9.
9. Carry over of leave travel concession - A Government servant who is unable to avail of
the leave travel concession within a particular block of two years or four years may avail
of the same within the first year of the next block of two years or four years. If a
Government servant is entitled to leave travel concession to home town, he can carry
forward the leave travel concession to any place in India for block of four years only if he
has carried forward the leave travel concession to home town in respect of the second
153
block of two years within the block of four years. Place to be visited by Government
servant and members of his family under leave travel concession to any, place in India.
10. A Government servant and each member of his family may visit different places of their
choice during a block of four years. It shall not be necessary for members of family of a
Government servant to visit the same place as that visited by the Government servant
himself at any time earlier during the same block.
11. Entitlement
(1) Journey by rail –
For travel by train under leave travel concession, entitlement to different classes
of accommodation shall be as under :-
Pay Range Shatabdi Exp. Rajdhani Exp. Other trains
(i) Rs. 16400/- and above Executive class AC Ist Class AC Ist Class
(ii) Rs 8000/-and above AC Chair Car AC 2Tier AC 2T
(iii) Rs 4100/- and above -do- AC 3Tier First Class/ AC
3 Tier/ AC Chair Car
(iv) Below Rs 4100/- ,, ,, Sleeper Class
.
.
(2) Journey by road –
(a) The Government’s assistance towards the cost of journeys between places
not connected by rail will be admissible to the Government servant as
under :-
(i) Where a public transport system with vehicles running between
fixed points, at regular intervals and charging fixed rates exists, the
assistance is the fare actually charged by such a system for the appropriate
class of accommodation of transport system.
Note :- Appropriate class means as follows :-
(a) Officers entitled to travel By any type of bus including super
by I class on rail deluxe, express etc, but excluding
air-conditioned bus.
(b) Other officers By ordinary bus only. The claims for
travel in express bus may be admitted
if the journey actually performed by
such bus on account of non-
availability of seats in ordinary bus.
(ii) Where a public transport system as aforesaid does not exist, the
assistance will be regulated as in case of journeys undertaken on
transfer.
(iii) Not with standing anything contained in sub-rule (I) of clauses (i)
and (ii) of sub-rule (2), where a Government servant travelling by
road takes a seat or seats in bus, van or other vehicles operated by
Tourism Development Corporations in the public Sector, State
Transport Corporations and Transport services run by other
Government or local bodies to visit any place in India, the
reimbursement shall be either the actual hire charges or the amount
reimbursable on the journey to the declared place of visit had the
journey been undertaken by entitled class by rail by the shortest
direct route, whichever is less. Re-imbursement shall not be
154
admissible for journey by a private car (owned, borrowed or hired)
or a bus, van or other vehicle owned by private operators)
(3) By air-
Pay range Rs. 18400/- and above -Air Economy (Y) class by National Carrier.
The Government servant may travel by air between places not connected by rail,
where an alternative means of travel is either not available or more expensive.
(4) In regard to places in territory of India connected by shipping services, the
entitlement of aGovernment servant to travel by ship will be regulated as in case
of journeys by ship undertaken on transfer.
(5) Travel between places not connected by any means of transport – For travel
between places not connected by any other means of Transport, a Government
servant can avail of animal transport like pony, elephant , camel etc. In such
cases, mileage allowance will be admissible at the same rate as for journeys on
transfer.
Explanation – For the purpose of this rule ‘pay’ shall mean pay as defined in
Fundamental Rule 9 (21) (a) (i).
Reimbursement
2. Reimbursement under the leave travel concession scheme shall not cover incidental
expenses and expenditure incurred on local journeys. Reimbursement for expenses of
journey shall be allowed only on the basis of a point to point journey on a through ticket
over the shortest direct route.
Forfeiture of claim
3. A claim for reimbursement of expenditure incurred on journey under leave travel
concession shall be submitted within three months after the completion of the return
journey, if no advance had been drawn. Failure to do so will entail forfeiture of the claim
and no relaxation shall be permissible in this regard.
4. Grant of advance and adjustment thereof :-
(i) Advance may be granted to Government servants to enable them to avail
themselves of the concession. The amount of such advance in each case shall be
limited to four-fifths of the estimated amount which Government would have to
reimburse in respect of the case of the journey both ways.
(ii) If the family travels separately from the Government servant, the advance may
also be drawn separately to the extent admissible.
(iii) The advance may be drawn both for the forward and return journeys at the time of
commencement of the forward journey, provided the period of leave taken by the
Government servant or the period of anticipated absence of the members of the
family does not exceed three months or ninety days. If this limit is exceeded then
the advance may be drawn for the outward journey only.
(iv) If the limit of 3 months or ninety days is exceeded after the advance had already
been drawn for both the journeys, one half of the advance should be refunded to
the Government forthwith.
(v) The advance should be refunded in full if the outward journey is not commenced
within 30 days of the grant of advance. However, in the cases where reservations
can be made sixty days before the proposed date of the outward journey and
advance is granted accordingly, the Government servant should produce the
tickets within ten days of the drawl of advance, irrespective of the date of
commencement of the journey.
155
(vi) Where an advance has been drawn by a Government servant, the claim for
reimbursement of the expenditure incurred on the journey shall be submitted
within one month of the completion of the return journey. On a Government
servant’s failure to do so, he shall be required to refund the entire amount of
advance forthwith in one lumpsum. No request for recovery of the advance in
installments shall be entertained.
5. Fraudulent claim of leave travel concession.
(1) If a decision is taken by the Disciplinary Authority to initiate disciplinary
proceedings against a Government servant on the charge preferring a fraudulent
claim of leave travel concession, such Government servant shall not be allowed the
leave travel concession till the finalisation of such disciplinary proceedings.
(2) If the disciplinary proceedings result in imposition of any of the penalties
specified in rule 11 of the Central Civil Services (Classification, Control and
Appeal) Rule, 1965, the Government servant shall not be allowed the next two
sets of the leave travel concession in addition to the sets already withheld during
the pendency of the disciplinary proceedings. For reasons to be recorded in
writing, the controlling authority can also disallow more than two sets of leave
travel concession.
(3) If the Government servant is fully exonerated of the charge of fraudulent claim of
leave travel concession, he shall be allowed to avail of the concession withheld
earlier as additional set(s) in future block years but before the normal date of his
superannuation. Explanation – For the purpose of this rule, leave travel concession
to home town and leave travel concession to any place in India as specified in
clauses (a) and (b) of Rule 7 shall constitute two sets of the leave travel
concession.
(G of I, Min of Home Affairs, (Deptt of Pers & Training )
Notification No 31011/10/85-Estt (A) dated 3 May 1988)
156
Precis No 1513
Management School
CIVIL SERVICE REGULATIONS
Introduction
1. The CSRs are intended to define the Conditions under which salaries and leave and
pension and other allowances, are earned by Service in the Civil Departments and in what
manner they are calculated. The do not deal otherwise than indirectly and incidentally
with matters relating to recruitment promoting official duties, discipline and the like.
(Art I of CSR)
2. Important provisions of CSRs are reflected in Appendix ‘A’ to this précis.
3. This précis deal with the important rules with which the civilians subject to CSR are
concerned.
4. The following subjects in the CSR have been dealt with separately in the précis shown
against each; and are therefore NOT repeated here :-
Subject Precis No
(a) Age Limit for Appointment - 1504
(b) Scale of Pay - 1505
(c) Leave-Civilians - 1507
(d) Records of Service - 1508
(e) Beginning of Qualifying Service - 1515
(f) Pensions and Gratuities Civilians - 1515
(g) Joining Time - 1523
(h) Postings and Transfers - 1523
Duty Allowance
5. Duty allowance means an allowance granted to an officer, in addition to pay or salary, in
consideration of arduous nature of his duties or of increased work or responsibility or for
the discharge of duties which do not properly belong to his office and for which there is
no sanctioned appointment.
(Art 23 (c))
Pay and Salary
6. (a) “Pay” means monthly substantive pay. It includes “overseas allowance” and
“technical allowance”.
(b) “Salary means the sum of pay and acting allowance, It does not include local
allowance, deputation (local) allowance, house rent, tentage or travelling/daily
allowance.
(c) Duty allowance and deputation (duty allowance) are treated as salary for the
purpose of calculating leave allowance and are included in the terms emoluments
for calculating pensions.
(Art 38)
Date of Reckoning Allowances
7. The salary of an officer begins when he takes charge of the appointment. If the charge is
transferred in the afternoon, the transfer does not affect allowance until the next day.
(Art 52)
Charge of Duties
8. Unless for special recorded reasons (which must be of a public nature), the charge of an
office must be made over at its Headquarters, both the relieving and the relieved officers
being present.
157
(Art 53)
Promotion During Leave
9. An officer on leave, other than privilege or earned leave when not combined with any
other kind of leave, has no claim to substantive promotion during such leave. The
promotion has effect only from the date on which the officer returns to duty or from a
later date in accordance with the category of the appointment and the nature of the leave.
(Art 60)
Deputation in India
10. An officer is said to be on deputation when he is detached on special temporary duty for
the performance of which there is no permanently or temporarily sanctioned appointment.
(Art 77)
11. An allowance not exceeding 20 percent of salary already drawn or Rs 10/- a day,
whichever is less, is granted to an officer deputed on special duty in consideration of
increased amount of work or increased responsibility or a change of station if involved.
(Art 81)
Officiating Service
12. An officiating service in any stage of time scale, whether continuous or not, counts
towards increment in that stage.
(Art 107)
Counting of Time Spent on Leave Towards Increment
13. Time spent on leave with allowance counts towards increment.
(Art 159)
Charge Allowance
14. Charge allowance means an allowance granted to an officer appointed to be in charge of
the current duties of an office in addition to his own duties when the charge entails a
substantial increase of responsibility and some additional work.
(Art 165)
Dismissal
15. (a) Date of Cessation of Salary
The salary of an officer who is dismissed, ceases absolutely form the date of his
dismissal. No allowance is granted for any period occupied in the prosecution of
appeals against the order of dismissal.
(Art 192)
Subsistence Allowance During Suspension
16. (a) An officer under suspension is entitled to no leave salary while he is absent from
duty, unless the officer is fully exonerated and specific orders are made by the
authority competent to order his reinstatement that the period of suspension shall
be treated as a period spent on duty.
(CSR Art 192 read with Art 193)
(b) A subsistence allowance is granted at an amount equal to leave salary which the
officer would have drawn if he had been or furlough on half average salary or
leave on half pay and in addition dearness allowance, if admissible, on the basis
of such leave salary.
(c) Where the period of suspension exceeds six months, the authority which made or
deemed to have made the order of suspension shall be competent to vary the
amount of subsistence allowance for any period subsequent to the period of first
six months as follows :-
(i) The amount of subsistence allowance may be increased by an amount not
exceeding fifty percent of the subsistence allowance, if the period has been
prolonged for reasons not directly attributed to the Govt servant;
(ii) The amount of subsistence allowance may be reduced by an amount not
exceeding fifty percent of the subsistence allowance, if the period of
suspension has prolonged due to reasons directly attributable to the Govt
servant.
158
Note :- Subsequent review can be made by the competent authority to
increase the amount of subsistence allowance once reduced, or to
reduce the amount once increased on the basis of first review upto
50 percent of the subsistence allowance initially granted.
(G of I, Min of Def Memo No
25182/ORG-4 (Civ)(D)/1961/D (Lab dt 26 May 1967)
(d) Any other compensatory allowance are admissible to the Govt servant on the
basis of pay the Govt servant was in receipt of on the date of he is suspended or
deemed to have been suspended.
(Art 193 (I) (b)
(e) Subsistence allowance for an industrial employee is also calculated as above.
(Gof I, Min of Def Memo No 25182/Org-4 (Civ-I)/4374/D (Lab) dt 10 Jun 1963)
Salary on Honourable Acquittal
17. If an officers is fully exonerated of a charge he may be granted full salary which he was
in receipt of before his suspension, and the period of his absence from duty may be treated as
period spent on duty.
(Art 193)
Treatment of Period in Case of Death While Under Suspension
18. In case if a Govt servant under suspension dies before the disciplinary proceedings or
court proceeding instituted against him are concluded, the period between the date of suspension
and the date of death shall be treated as a period spent on duty for all purposes.
Art 193 (5) b)
19. CCS (Pension) Rules, 1972 is printed as supptement in CSR incorporating relevant Articles.
159
Appendix ‘A’
Precis No 1513
(Refers to para 2)
---------------------------------------------------------------------------------------------------------------------
Article Subject
---------------------------------------------------------------------------------------------------------------------
1-3 Extent of application
4 Right of interpreting Rules
6 Definition of Absentee
8 Definition - Active Service
14 Age of retirement
15 Definition - Audit Officer
16 Definition - Average Salary
17 Definition - Barrister
18 Definition - Month
21 Definition - Consolidated Pay
22 Definition - Continuous Service and Continuous Action
Service
23 Definition - Deputation Allowance
24 Definition - Extraordinary Leave
26 Definition - First appointment;
Procedure for change of name.
Education qualification and age limits for
recruitment to various services. Essential
qualification for Gp ‘A’ posts etc.
27 Definition - Foreign Service
29 Definition - Grades and class
Principles of Seniority
Scheduled Caste Reservation
Age Concessions
Reservation for physically handicapped
Rule for examination for LDC
29A Definition - Heads of Departments
31 Definition - Lien on appointment
33 Definition - Local Fund
35 Definition - Military Service
36 Definition - Ministerial Officer
38 Definition - Pay and salary
39 Definition - Pay on appointment
40 Definition - Pay of an officer
41 Definition - Pension
43 Definition - Progressive Appointment
44B Definition - Remuneration
45 Definition - Rule of Promotion
49 Conditions of Age and Health for appointments
50 Conditions for dispensing with Medical Certificates on
appointments
51 Upper age limit for appointments
52 Date of reckoning Allowance
53 Charge of office
54 and 55 Definition - Headquarters
56 Leaving jurisdiction
60 Promotion during leave
61 to 62 Personal Pay, Local and Duty Allowance
64 to 66 Advances and their Recovery
67 Transfer on Duty
160
68 A Pay of officer undergoing training
71 Additions to Salary
76 A Temporary Appointments
77 Deputation in India
81 Pay of Officer on special Duty
82 Deputation Allowance
85 Rules on Deputation
86 Definition - Acting Allowance
87 Pro – temporary appointments
88 Charge Allowance to be in charge of current duties of Vacant
appointment
89 Provisional appointment
90 Substantive pro – temporary appointment
94 Charge Allowance
96 Maximum and Minimum Salaries
105 to 148 Rules for calculation of Acting Allowance
150 Regulation of Progressive Pay
151 to 154 Accrual of increment
156 Initial Pay on Substantive appointment
156A CDS (Revised Pay) Rules 1973
157 Counting of Service on Transfer
158 Option for date of new pay in case revision of Pay
159 Time spent on leave
160A Counters of service of time spent on training for grant of
161 Salary of officer appointed to officiate in two or more
appointments
162 to 164 Salary of officer performing temporary additional duties which are
outside the duties of his own appointment
165 Charge of current duties
192 to 193 Salary of officer under suspension
196 to 309 General Conditions for Leave
349 to 739 Rules on Pension
740-747 Wound and other Extraordinary Provisions
815 Record of Service Gazetted officers
816 to 822 Record of Service Non-Gazetted offices
825 to 861 Medical Certificate for grant of leave
862 to 866 Payment of leave allowances
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Precis No 1514
Management School
LABOUR ACTS AND RULES PERTAINING TO WORKERS/EMPLOYED
IN ANY FACTORY OR INDUSTRIAL ESTABLISHMENT
UNDER THE MINISTRY OF DEFENCE
Introduction
1. “Labour laws” are a species of social legislation regulating the various interests between
the employees and the employers. The public are vitally interested in labour problems since
production is inseparably linked with labour. A sympathetic approach to assure the labour their
minimum needs, a fair wage, healthy surroundings and occupations, guarantee of tenure of
service and safeguard for the future should be aimed. The present day labour, which is becoming
enlightened day by day, demands immediate attention to their needs. Any apathy or indifference
in meeting the just demands of labour leads to social disorder and Govt cannot afford to be a
passive witness to it. A law abiding labour and a sympathetic appreciation of the needs of labour
is what is needed.
Labour Laws
2. Labour laws relate to diverse matters and have been arranged in following sections for
convenience of study.
SECTION I
Laws Relating to Conditions of Service
The Factories Act, 1948
SECTION II
Laws Relating to Economic Welfare of the Workers
(a) Minimum Wages Act, 1948 and (Central) Rules, 1950
(b) ;Payment of Wages Act, 1936 and (Procedure) Rules, 1937.
SECTION III
Laws Relating to Social Insurance
Workmen’s Compensation Act, 1923 and Rules, 1924
SECTION IV
Laws Governing Association of Workers and Industrial Disputes
(a) Trade Union Act, 1926 (Amendment)Act, 1947.
(b) Industrial Disputes Act, 1947 and (Amendment) Act, 1956.
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SECTION I
FACTORIES ACT (1948)
1. Applicability
The Factories Act applies to the MES installations coming within the purview of the Act.
It came into force with effect from 1-4-1949. In emergency the Govt may exempt any
Factory from the provisions of the Act.
2. Object
The object of the Act is to regulate labour in the Factories.
3. Definitions/Interpretations
(a) “Factory” means any premises including the precincts thereof :-
(i) Whereon ten or more workers are working, or were working on any day of
the preceding twelve months, and in any part of which a manufacturing
process is being carried on with the aid of power, or is ordinarily so
carried on, or
(ii) whereon twenty or more workers are working or were working on any day
of the preceding twelve months, and in any part of which a manufacturing
process is being carried on without the aid of power, or is ordinarily so
carried on.
(b) “Manufacturing process” means any process for :-
(i) making, altering, repairing, ornamenting, finishing, packing, oiling,
washing, cleaning, breaking up, demolishing, or otherwise treating or
adapting any article or substance, transport, delivery or disposal, or
(ii) pumping oil, water or sewage, or
(iii) generating, transforming or transmitting power ,or
(iv) composing types for printing, printing by letter press, lithography,
photogravure or other similar process or book-binding.
(c) “Worker” means a person employed directly or through any agency, whether for
wages or not, in any manufacturing process, or in cleaning any part of the
machinery or premises used for a manufacturing process, or in other kind of work
incidential to, or connected with the manufacturing process, or the subject of the
manufacturing process.
(e) “Adult” means a person who has completed his eighteenth year of age.
(f) “Adolescent” means a person who has completed his fifteenth year of age but not
completed his eighteenth year.
(f) “Calendar year” means the period of twelve months beginning with the first day
of January in any year.
(g) “Child” means a person who has not completed his fifteenth year of age.
(h) “Day” means a period of twenty-four hours beginning at midnight.
(i) “Week” means a period of a seven days beginning at midnight of Saturday night
or such other night as may be approved in writing for a particular area by the
Chief Inspector of Factories.
(j) “Power” means electrical energy, or any other form of energy which is
mechanically transmitted and is not.generated by human or animal agency.
(k) “Occupier” means the person who has ultimate control over the affairs of the
factory, or the managing agent, if such affairs have been entrusted to him.
Responsibilities of Officers-in-Charge of Factories
4. Notification
Before any premises are used as factory, written notice is sent to the Chief Inspector
Concerned 15 days in advance containing :-
(a) Name, situation of the Factory and name and address of the occupier.
(b) Nature of manufacturing process and nature and quantity of power to be used
(c) Number of workers likely to be employed.
(d) Name of the officer –in-charge.
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Health
5. Following are to be ensured :-
(a) Installations is kept neat and tidy.
(b) Proper ventilation is provided and light is sufficient.
(c) Sufficient supply of water fit for drinking is provided for workers at suitable
places.
(d) Sufficient latrines and urinals, separately for male and female workers, are
provided and maintained in a sanitary condition at all times.
(e) No room in any factory shall be over crowded to an extent injurious to the health
of the workers employed therein.
(f) Sufficient number of spittoons shall be provided inconvenient places and they
shall be maintained in a clean and hygienic condition.
Safety
6. (a) The following shall be securely fenced by safeguards of substantial construction
which shall be kept in position while the parts of machinery they are fencing, are
in motion or in use :-
(i) Every moving part of a prime mover and fly wheel connected to a prime
mover.
(ii) The head-race and tail-race of every water wheel and water turbine.
(iii) any part of a stock-bar which projects beyond the head stock of a lathe.
(Sec 21)
(b) Examination of any part/lubrication/adjusting any part of a machinery in motion
shall be carried out by a specially training male worker wearing tight
clothing(provided by the occupier). Such a worker shall not handle a belt at a
moving pully unless-
The belt is more than 15 centimeters width, the pully is normally for the purose of
drive and not merely a fly-wheel or balance wheel, the belt is either laced or
flushed with the back, the belt, including the joining and pully rim are in good
repair, there is a reasonable clearance between the pully and any fixed plant and
structure, secure foot-hold and where necessary secure hand-hold are provided for
the operator, any ladder used for such examination is securely fixed or firmly held
by a second person, every set-screw belt and key on any revolving shaft, spindle
wheel or pinion, and all spur worm etc which the worker would otherwise be
liable to come into contact shall be securely fenced to prevent such contact.
(Sec. 22)
(c) Where a machine is declared as dangerous, no young person shall be made to
work unless :-
(i) he had been fully instructed as to the dangers arising in such employment.
(ii) he has received adequate training in work at the machine.
(iii) he is under adequate supervision of a person who has thorough knowledge
and experience of the machine. (Sec 23)
(d) Suitable striking gear or other efficient mechanical appliance shall be provided,
maintained and used to make driving belts to and from fast and loose pulleys.
Driving belts when not is use shall not be allowed to rest or ride upon shafting in
motion. When ‘off’ -‘on’ device is provided to cut of power arrangements,
locking arrangement for the device should be provided.
(e) No traversing part of a self-acting machine and no material carried thereon shall if
the space over which any person is allowed to pass, be allowed to run on its
outward and inward traverse within a distance of eighteen inches from any fixed
structure which is not part of the machine. (Sec 25)
(f) Any machinery driven by power and installed in factory shall be so sunk, encased
or effectively guarded as to prevent danger. Restrictions also exist on sale of
machinery.
(g) Every hoist and lift shall be
(i) of good mechanical construction, sound material and adequate strength
and sufficiently protected and fitted with fates,
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(ii) Properly maintained and examined by a competent person at cast once in
every six months.
(iii) The maximum safe working load shall be plainly marked on every hoist
and, lift and no load greater than that shall be carried,
(iv) the case of every hoist or lift carrying persons shall be fitted with a gate on
each side,
(v) Every gate shall be fitted with interlocking or efficient device,
(vi) Hoists and lifts carrying person shall have two ropes or chains, as stated in
the Act,
(vii) An efficient device to hold the case in the event or failure of ropes must be
provided.
(h) Should be of good construction, sound material and adequate strength etc.
(Sec 28)
(i) Maximum safe speed of every ground stone or abrasive wheel must be
permanently affixed or placed near such machinery.
(Sec 29)
(j) Effective measure shall be taken to ensure that safe working pressure of pressure
plants is not exceeded.
(Sec 31)
(k) Should be of sound construction and properly maintained.
(Sec 32)
(l) Every fixed vessel, snup, tank, pit or opening in the ground or in a floor shall be
securely covered of fenced.
(Sec 33)
(m) No person shall be employed to carry, lift or move any load so heavy as to be
likely to cause him injury. (Sec 34)
(n) Effective shields or suitable goggles shall be provided for protection of eyes for
person employed on jobs which involve risk of eyes from particles or exposure to
excessive light.
(Sec 35)
(o) No person shall enter or be permitted to enter any chamber, tank, Vat, pipe or
other confirmed space in which dangerous fumes are likely to be present unless a
manhole of adequate size or other means of eyeless has been provided. All
practical measure should be taken to exhaust such fumes a certificate by a
competent person must be obtained; and worker should be provided with
breathing apparatus and a belt securely attached to around the other end of which
is held by a person standing outside the confined space.
(Sec 36)
(p) If any manufacturing process produces dust, gas, fumes, or Vapour which is likely
to explode on ignition, all practical measures must be taken to prevent such
explosion. (Sec 37)
(q) Means of escape form fire should be provided. Fire exits should not be locked or
fastened in such a way that they cannot be opened from inside etc.
(Sec 38)
(r) The Factory Inspector may make orders for repairs of buildings and machinery,
with reference to safety, of building.
(Sec 40)
(s) The State Government may specify by notification, appointment of safety officers
in every factory employing 1,000 or more workers or in other factories also.
Welfare
7. Adequate welfare arrangements including first aid appliances are provided in accordance
with the prescribed rules. A few examples are given below :-
(a) Washing facilities separately for male and female workers.
(b) Facilities for storing clothes not worn during working hours,
(c) Government may requite provision of canteens in s factory wherein more than
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250 workers are ordinarily employed.
(d) In every factory wherein more than 150 workers are ordinarily employed,
adequate and suitable shelters or rest rooms and a suitable lunch room, with
provision of drinking water where workers can eat meals brought by them, shall
be provided and maintained for the use of the workmen.
(e) In a factory wherein 500 or more workers are ordinarily employed the occupier
shall employ in the factory such number of Welfare Officers as may be
prescribed.
(f) Adequate first aid appliances in boxes or cupboards equipped with the prescribed
contents at one per 150 workers, and an ambulance room of the prescribed size
and equipment and medical attendants, where more than 500 workers are
employed.
(g) In every factory where more than 50 women workers are ordinarily employed
there shall be provided and maintained baby crèches consisting of a suitable room
or rooms for the use of the children under the age of six years of such women, in
consultation with the Chief Inspector of Factories. The following equipment/staff.
etc should be provided :-
(i) Furniture and equipment.
(ii) Clothing, lines, towels, toys etc.
(iii) Feeding and other maintenance expenses.
(iv) Such rooms will be in charge of a women training in the care of children
and infants.
(v) Clothing for staff if and when attending the children.
NOTE :- For details regarding financial limits etc. See CPRO 721 of 1953.
Working Hours
8. Working hours are as under. Timings are fixed by the employer.
(a) Adults - Weekly 48 hours : daily 9 hours.
(b) Children - Daily 4 ½ hours
NOTES :- (1) No period of work shall exceed 5 hours and no worker shall work
for more than 5 hours before he has had an interval for rest.
(2) No woman is employed except between the hours of 6 a.m and
7 p.m
(3) No child is employed :-
(i) for more than 4 ½ hours on any day
(ii) during the night.
NOTE :- ‘Night’ shall mean a period of at least 12 consecutive hours which shall
include the interval between 10 p.m and 6 a.m.
Weekly Holidays
9. No worker shall be required or allowed to work in a factory on the first day of the week
unless he has or will have a holiday for a whole day on one of the three days immediately
before or after the said day.
Employment of young persons
10. No child who has not completed his 14th year shall be required or/allowed to work in
factory.
Overtime
11. Where a worker in a factory works for more than nine hours on any day or for more than
forty-eight hours in any week, he shall in respect of overtime work be entitled to wages at
the rate of twice his ordinary rate of wages.
Prior permission of the Chief Inspector of Factories of the area concerned is obtained (by
telegram in emergency) to work overtime.
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Medical Certificate
12. Medical Certificate of fitness to work in factories whether involving dangerous
occupations or not, is required to be produced by workers both adults and children, before
they are allowed to work is factories.
Registers of Workers
13. Register of workers are maintained with the requisite particulars as under :-
(a) Name of the worker
(b) The nature of his work
(c) The group, if any in which he is included.
(d) Where his group works on shifts, the relay to which he is allotted.
(e) Such other particulars as may be prescribed.
Provided that, if the Inspector is of the opinion that any muster rolls I.P. Bill or register
maintained as part of the routine of a factory gives in respect of any or all the workers in factory
the particulars aforesaid he may, by order in writing, direct that such documents shall to the
corresponding extent be maintained in place of and be treated as, the register of workers in that
factory.
Accidents
14. When an accident occurs which results in death, or which causes any bodily injury by
reason of which the person is prevented from working for a period of forty-eight hours or
more, report is made at once to the departmental superiors and the factory Inspector
concerned.
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SECTION II
THE MINIMUM WAGES ACT – 1948
Purpose
1. An act to provide for fixing minimum rates of wages on certain employments.
Extent
2. This Act extends to the whole of India.
Minimum Wages
3. The minimum rate of wages may consist of :-
(a) A basis rate of wages and a special allowance called cost of living allowance or
dearness allowance (DA).
(b) An all inclusive rate comprising basic rate, and cost of living allowance or DA.
4. The employer shall pay to every employee engaged in scheduled employment under him
wages at a rate not less than the minimum rate of wages fixed for that class of employee.
5. Different minimum rates of wages have been fixed by Govt for :-
(a) Different scheduled employments.
(b) Different classes of work in the same scheduled employment.
(c) Adults and children.
(d) Different localities.
In MES we have monthly rated employees and daily rated employees. Monthly rated
personnel are paid the monthly rates fixed by Govt and daily rated personnel are paid daily rates
of pay as fixed by Govt.
NOTES : People employed continuously for a period exceeding one month are paid
monthly rates of pay.
Wages
6. This means all remuneration in terms of money payable to an employee in respect of this
employment or for work done in such employment and includes house rent allowance but
does not include.
(a) The value of :
(i) any house accommodation, supply of water, light medical attendance, or
(ii) any other amenity or any service excluded by general or special order of
the appropriate Govt.
(b) Any contribution paid by the employer to any Pension fund or Provident fund or
under any scheme of social insurance.
(c) Any traveling allowance or the value of any traveling concession.
(d) Any gratuity payable on discharge.
Employee
7. Means any person who is employed for hire or reward to do any work, skilled or
unskilled, manual or clerical, in a scheduled employment in respect of which minimum
rates of wages have been fixed.
Scheduled Employment
8. Means an employment on road construction or in building operations, stone crushing and
stone breaking or any process or branch of work forming part of such employment.
Publication of Wage Rates
9. Notices specifying the rates of wages payable to classes of employees and for all classes
of work shall be displayed on the notice board.
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Weekly Holidays
10. Unless otherwise permitted by the Central Govt no worker shall be required or allowed to
work in a scheduled employment on the 1st day of the week (hereinafter referred to as the
said day) except when he was or will have a holiday for the whole day on one of the five
days immediately before or after the said day for which he shall receive payment equal to
his average daily wages during the preceding week.
Provided that the weekly holiday may be substituted by another day, provided further that
no substitution shall be made which will result in any worker working for more than 10
days consequtively without a holiday for a whole day.
11. Where in accordance with the provision of the above rule any worker works on the said
day and has had a holiday on one of the five days immediately preceding it, the said day
shall, for the purpose of calculating his weekly hours of work, be included in the
preceding week.
Explanation
12. For the purpose of this rule week shall mean a period of seven days beginning at
midnight on Saturday night.
Penalties
13. Any employer who pays to an employee less than the amount due to him under the
provisions of this Act or infringes any order or rules in respect of normal working day,
weekly holiday, shall be punishable with imprisonment of either description for a term
which may extend to six months or with fine which may extend to five hundred rupees or
with both.
THE PAYMENT OF WAGES ACT – 1936
Purpose
14. An act to regulate the payment of wages to certain classes of persons employed in
industry.
Extent, Commencement and Application
15. It extends to the whole of India
16. The Act came into force on 28th March 1937.
17. It applies to the payment of wages to persons employed in any Factory (as defined in the
Factories Act) and any class of persons employed in any industrial establishment.
18. Nothing in this Act shall apply to wages payable in respect of a wage period which, over
such wage period, average one thousand six hundred a month or more.
Responsibility
19. Every employer shall be responsible for the payment to persons employed
by him of all wages required to be paid under this Act.
Fixation of Wage Period
20. Every person responsible for the payment of wages shall fix wage periods which in no
case shall exceed one month.
Time of Payment of Wages
21. The wages of every person employed upon or in a factory or industrial establishment upto
or in which less than one thousand persons are employed, shall be paid before the expiry
of the seventh day and in other cases it shall be paid before the expiry of the tenth day
after the last day of the wage-period in respect of which the wages are payable.
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22. Where the employment of any person is terminated by or on behalf of the employer the
wages earned by him shall be paid before the expiry of the second working day form the
day on which his employment is terminated.
Wages to be Paid in Current Coin or Currency Notes
23. All wages shall be paid in current coin or currency notes or in both.
24. The wages of an employed person shall be paid to him without any deductions of any
kind except those authorized by or under this Act. Every payment made by the employed
person to the employer or his agent shall for the purpose of this Act be deemed to be a
deduction from wages.
25. The deduction referred to above may be of the following kinds :-
(a) Fines.
(b) Deductions for absence from duty.
(c) Deductions for damage to or loss of goods expressly entrusted, to the employed
person for custody or for loss of money for which he is required to account, where
such damage or loss is directly attributable to his neglect, or default.
(d) Deductions for house accommodation supplied by the employer.
(e) Deductions for recovery of advances or for adjustment of overpayment of wages.
(f) Deductions of income-tax if payable by the employee.
(g) Deduction required to be made by order of a court or other authority competent to
make such order.
(h) Deductions for subscriptions to and for repayment of advances from any
provident fund to which the provident funds Act applies.
(j) Deductions for payment to co-operative societies approved by the State
Government.
(k) Deductions made with the written authorization of the employee in furtherence of
any savings scheme approved by the Govt or for the purchase of securities of
Govt or labour welfare funds.
Fines
26. No fine shall be imposed on any employee save in respect of such acts and commission
on his part as the employer, with the previous approval of the prescribed authority, may
have specified by notice duly exhibited in the prescribed manner on the premises in
which the employment is carried on.
27. No fine imposed on any employed person shall be recovered from him by installments or
after expiry of sixty days from the day on which it was imposed.
28. Every fine shall be deemed to have been imposed on the day of the act or omission in
respect of which it was imposed.
29. All fines and all realization thereof shall be recorded in a register to be kept by the
employer as approved by the authority.
30. The total amount of fine imposed on an employee during an wage period shall not exceed
half-anna in the rupee of wages during that wage period .
31. No fine shall be imposed on any employed person who is under the age of fifteen years.
Explanation - When the persons employed in a Factory or industrial establishment are
part only of a staff employer under the same management, all such realisations may be
credited to a common fund maintained for the staff as a whole provided that the fund
shall be applied only to such purposes as are approved by the prescribed authority
Penalty for Offences under this Act
32. Whoever being responsible for the payment of wages to any employee contravences any
of the above provisions shall be punishable with fine as prescribed in Section 20 of the
Payment of Wages Act.
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SECTION III
WORKMEN’S COMPENSATION ACT
Applicability and object
1. (a) Workmen’s Compensation Act applies to all MES employees who come within
the purview of the Act and are covered by the term “workmen.” This Act came into force
with effect from 1st July1954. It extends to the whole of India.
(b) the object of the Act is to allow compensation for accidents under the provisions
of the Act.
(MES Regs para 96 & MES SO para 390)
Definitions
2. “Workmen” means any person (other than a person whose employment is of a casual
nature and who is employed otherwise than for the purpose of the employer’s trade or
business) who is employed on monthly wages NOT exceeding Rs 1000/- in any such
capacity as is specified in Scheduled II of the Act.
3. The following are some of the definitions of workmen within the meaning of Section
2(1) (n) of the Act :-
(a) Those employed otherwise than in a clerical capacity or on a railway, in
connection with the operation or maintenance of a lift, or a vehicle propelled by
steam or other mechanical power or electricity.
(b) Those employed otherwise than in a clerical capacity, in any premises where 10
or more persons have been employed in a manufacturing process.
(c) Those employed in the manufacture or handling explosives.
(d) Those employed for the purpose of loading and unloading.
(e) Those employed in the construction, repair or demolition of :-
(i) any building which is designed to be or is or has been more than one
storey in height above the ground or twelve feet or more from the ground
level to the apex of the roof.
(ii) any dam or embankment which is 12 feet or more in height from its lowest
to its heightest point.
(iii) any road, bridge or tunnel.
(f) Those employed in setting up, repairing or taking down any overhead electric
lines, cables or poles.
(g) Those employed in any occupation involving any blasting operations.
(h) Those employed in the making of any excavation the depth of which exceeds 12
feet from its highest to its lowest point.
(j) Those employed otherwise than in a clerical capacity in the generating,
transforming or supplying of electrical energy.
(k) Those employed as drivers.
4. ‘Adult’ means a person who has completed his eighteenth year of age.
5. ‘Minor’ means a person who is under 18 years of age.
(Sec 2 WCA )
Procedure in Case of Accident
6. If a personal injury is caused to a workmen by accident, following action is taken :-
(a) Workman is immediately removed to the nearest hospital after first aid where
available.
(b) Report is rendered by the OC Unit as laid down in MES SO para 106. Accidents
of serious nature are intimated to E-in-C signal followed by a detailed report as
per Appendix ‘B’ to MES Standing Order, with copies to intermediate formations.
Action to hold a Court of Inquiry should be taken promptly and medical report
obtained. A copy of the report on the accident is sent to the Commissioner of the
Workmen’s Compensation Act and Area HQ.
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7. Employer’s liability for compensation
If a personal injury is caused to a workman by accident arising out of and in the course of
duty, the employer shall be liable to pay compensation in accordance with the provisions
of the Workmen’s Compensation Act provided that the employer shall not be so liable.
(a) In respect of any injury which does not result in the total or partial disablement of
the workman for a period exceeding 3 days. If he is fit to resume his duty after 3
days, he gets his wages for these days.
(b) In respect of any injury not resulting in death by an accident which is directly
attributable to :-
(i) the workman having been at the time of the accident under the influence
of drink or drugs, or
(ii) the willful disobedience of the workman to an order expressly given, or to
a rule expressly framed, for the purpose of securing the safety of
workman, or
(iii) the willful removal or disregard by the workman of any safety guard or
other device which be knew to have been provided for the purpose of
securing the safety of workman.
(Sec 3 WCA)
(c) The employer can succeed in his plea if he can prove that the injury was directly
attributable to any one of the above factors. But if the workman dies on account
compensation in spite of the above exceptions specified in sub para (b) above.
Method of Calculating Wages
8. Following are the methods of calculating wages of a workman :-
(a) Where the workman has been in continuous service for a period of NOT less than
12 months immediately preceding the accident, the monthly wages shall be ½ of
the total wages of the last twelve months.
(b) Where the whole of the continuous service is less than a month, the monthly
wages shall be deemed to be the average monthly amount which, during the 12
months immediately preceding the accident, was being earned by a workman
employed on the same work or if there was no workman so employed, by a
workman so employed on similar work in the same locality.
(c) In other cases, the monthly wages shall be 30 times the wages, earned in respect
of the last continuous period of service immediately preceding the accident
divided by the number of days comprising such period.
NOTES : (1) Service shall be deemed to be continuous which has NOT
been interrupted by an absence from work exceeding 14 days.
(Sec 5 WCA)
(2) For purpose of section 2(1), (m) of WCA ‘wages’ include house
rent and compensatory allowance.
(M of D, No 42874/E/C/11053/D (Lab II) of 30 Aug 55)
Amount of Compensation
9. The amount of Compensation payable shall be as follows :-
(a) Death cases : An amount equal to 40% of the monthly wage of the deceased
workman multiplied by the relevant factor. (relevant factor is a fixed factor given
in the Act in relation to the age of the workman).
(b) Permanent total disablement : ‘Total Disablement’ is the disablement which
incapacitates the workman for all work which he was capable of performing at
the time of death. Compensation payable is 50% of the monthly wages of the
workman multiplied by the relevant factor or Rs 20,000, whichever more.
(c) Permanent partial disablement : ‘Partial Disablement’ has been defined in the Act
as disablement which reduces the earning capacity of workman in any
employment in which he was engaged at the time of accident. For injuries
specified in Part II of Schedule I of the Act, Compensation payable is as in the
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case of permanent total disablement. For injuries not specified in the Schedule I.
Compensation payable is as the case of permanent total disablement as is
proportionate to loss of earning capacity.
(d) Temporary disablement : Compensation payable is a half monthly payment of the
sum equivalent to 25% of monthly wages of the workman to be paid as per
provisions of the Act.
(Refer Appendix‘A’)
Review of Compensation
10. Any half-monthly payment may on review by the Commissioner, be continued,
increased, decreased or ended or if the accident is found to have resulted in permanent
disablement, be converted to the lump sum amount of compensation admissible under the
Act less any amount already paid by the way of half-monthly payment.
(Sec 6 WCA)
Power to Sanction Claims
11. The following authorities are empowered to sanction payment of Compensation
admissible under the Workmen’s Compensation Act to Civilian personnel of Defence
Services :-
(a) Civilian personnel in Group ‘D’ OsC units/ installations.
(b) Civilian personnel in Group ‘C’ OsC units/ installations of the rank of Lt Col
and above. Where OC of a unit/installation is below the rank of Lt Col, the power
will be exercised by the next superior departmental officer of the rank of Lt Col
and above.
The authorities mentioned above will also have the power to sanction half-monthly
payments which may be due under Section 4(d) of the Workmen’s Compensation Act.
All cases of compensation not covered under the Workmen’s Compensation Act will be
referred to Administrative Authorities at Army HQ.
(Authority ; AI 20/78)
Payment of Compensation
12. The amount of compensation sanctioned under the Workmen’s Compensation Act is
deposited with the Workmen’s Compensation Commissioner under Sec 8. A deposit so
made must be in accordance with Workmen’s Compensation Rule 6 and be accompanied
by a statement in Form A or Form AA, as the case may be (Specimen given in Appendix
'B' and Appendix 'C')
13. Normally payment is NOT made directly by the employer to the individuals. Where the
payment involved is less than Rs 10/- the amount may be paid direct to the person,
entitled thereto or deposited with the Commissioner.
Assignment Attachment/Charge against Compensation
14. No lump Sum or half-monthly payment shall in any way be capable of being assigned or
charged or liable to attachment, or pass to any person other than the workman by
operation of law, not shall any claim be set off against the same except that the
Commissioner for Workmen’s Compensation may recover as in arrears of land revenue
any amount payable by any person, whether under an agreement for the payment of
compensation or otherwise.
(Sec 9 and 31 WCA)
15. List of Commission under the Workmen’s Compensation Act is contained in CPRO
70/70.
173
Appendix ‘A’
(Presic No 1514)
1. A workman who is temporarily disabled, whether totally or partially as a
result of personal injuries caused by an accident arising out of and in the
course of his employment, shall in given month (which means calendar
month) be granted compensation of an amount equivalent to his leave
allowance calculated under Article 291 CSR or the half-monthly payment,
payable under Section 4(1) D, of WC Act, calculated with reference to
that month whichever is higher Injury (Hospital) leave allowance is not a
compensation provided for under WCA and should not be deducted
from the compensation payable under WCA. However, by virtue of the
specific provisions of Art 291 CSR, it is legally permissible to deduct from
leave allowance payable the amount of any compensation payable only
under Sec 4(1) (d) of the Act.
(CSR 291 and G of I decisions below)
NOTES :- (1) Where permanent partial disablement results from the injury
specified in Schedule I of the Act reproduced below the workman
is entitled to such percentage of compensation which would have
been payable in the case of percentage total disablement.
and
(2) In the case of an injury not specified in Schedule I of the Act, the
workman is entitled to such percentage of the compensation which
would have been payable in the case of permanent total
disablement as is proportionate to the loss of earning capacity
permanently caused by the injury.
2. List of Injuries Deemed to Result in Permanent (Part I of Schedule I ) Total Disablement.
Sl No. Description of Injury Percentage of loss of earning
capacity
1. Loss of both hands or amputation at higher sites 100
2. Loss of a hand and a foot 100
3. Double amputation through leg or thigh, or
amputation through leg or thigh 100
on one side and loss of other foot
4. Loss of sight to such an extent as to render
the claimant unable to perform any 100
work for which eyesight is essential
5. Very severe facial disfigurement 100
6. Absolute deafness 100
(Part II of Schedule I)
List of Injuries deemed to Result in permanent Partial Disablement
Amputation cases-upper limbs (either arm)
7. Amputation through shoulder joint. 90
8. Amputation below shoulder with stump less than 8” from tip of acromion 80
9. Amputation from 8” from tip of acromion to less than 4 ½”
tip of decranon 70
10. Loss of a hand or of the thumb and four fingers of one hand
or amputation from 4 ½ “ below tip of olecranon 60
11. Loss of Thumb 30
12. Loss of thumb and its metacarpal bone 40
13. Loss of four fingers of one hand 50
174
14. Loss of three fingers of one hand 30
15. Loss of two fingers of one hand 20
16. Loss of terminal phalanx of thumb 20
Amputation cases-lower limbs
17. Amputation of both feet resulting in end-bearing stumps 90
18. Amputation through both feet proximal to the metatarso-phalangeal joint 80
19. Loss of all toes of both feet through the metatarso-phalangeal joint 40
20. Loss of all toes of both feet proximal to the
proximal inter-phalangeal joint 30
21. Loss of all toes of both feet distal to the proximal inter-phalangeal joint 20
22. Amputation at hip 90
23. Amputation below hip with stump not exceeding 5” in length measured from
tip of great trenchanter 80
24. Amputation below hip with stump exceeding 5” in length measured from tip
of great trenchanter but not beyond middle thigh 70
25. Amputation below middle thigh to 3 ½” below knee 60
26. Amputation below knee with stump exceeding 2 ½” but not exceeding 5” 50
27. Amputation below knee with stump exceeding 5” 40
28. Amputation of one foot resulting in end-bearing 30
29. Amputation through one foot proximal to the metatarso-phalangeal joint 30
30. Loss of all toes of one foot through the metatarso-phalangeal joint 20
Other injuries
31 Loss of one eye, without complications, the other being normal 40
32. Loss of vision of one eye, without complications of
disfigurement of eye-ball the other being normal 30
Loss of –
A – fingers of right or left hand
Index Finger
33. Whole 14
34. Two phalanges 11
35. One phalanx 9
36. Guillotine amputation of tip without loss of bone 5
Middle finger
37. Whole 12
38. Two phalanges 9
39. One phalanx 7
40. Guillotine amputation of tip without loss of bone 4
Ring or Little Finger
41. Whole 14
42. Two phalanges 6
43. One phalanx 5
44 Guillotine amputation of tip without loss of bone 2
B – Toes of Right or Left Foot
Great Toe
45. Through metatarso-phalangeal joint 14
46. Part, with some loss of bone 1
Any Other Toe
47. Through metatarso-phalangeal joint 3
48. Part, with some loss of bone 1
Two Toes of one foot, excluding Great Toe
49. Through metatarso-phlangeal joint 5
50. Part, with some loss of bone 2
Three Toes of one foot, excluding Great Toe
51. Through metatarso-phalangeal joint 6
52. Part, with some loss of bone 3
Four Toes of one foot, excluding Great Toe
175
53. Through metatarso-phalangeal joint 9
54. Part, with some loss of bone 3
NOTES :- (1) Where more injuries than one are caused by the same accident, the
amount of ompensation payable shall be aggregated by not so in
any case as to exceed the amount of compensation payable for
permanent total disablement.
(2) Complete and permanent loss of the use of any limb or member
shall be deemed to be the equivalent of the loss of that limb or
member.
Temporary Disablement Half Monthly Payment as Compensation
3. Where temporary disablement, whether total or partial result a half-monthly payment is
payable on the sixteenth day after the expiry of the waiting period of three days from the
date of the disablement and there after half-monthly during the disablement or a period of
five years whichever period is shorter.
176
Appendix ‘B’
(Precis No 1514)
(Para 12, Sec III Refers)
STATEMENT TO ACCOMPANY DEPOSITS WITH WORKMEN’S COMPENSATION
COMMISSIONER
WORKMEN’S COMPENSATION RULE
FORM ‘A’
See Rule 6 (1)
1. Deposit of Compensation for fatal accident (Sec 8 (1) of the WC Art,
1923).
Compensation amounting to Rs ________________ is hereby presented for deposit in
respect of injuries resulting in the death of the workmen whose particulars are given
below, which occurred on
Occurred On …………………………………………………………………………
Name ……………………………………………………………………………………..
Father’s Name ………………………………………………………………………..
(Husband’s Name in case of married woman or widow)
Caste ………………………………………………………………………………………
Local Address …………………………………………………………………………
Permanent Address ……………………………………………………………………
His/Her monthly wages are estimated Rs ………………………………………………
He/She was over/under the age of 15 years at the time of his/her death
2. The said workman had prior to his/her death received the following payments, namely :-
Rs …………on …………………..Rs ………………………on ………………………..
Rs …………on …………………..Rs ………………………on ………………………..
Rs …………on …………………..Rs ………………………on ………………………..
Amounting in all Rs ………………………………………………………………
An advance of Rs ………………………………. has been made on a/c of compensation
to ……………………………………being his/her dependent
I do not desire to be made a party to the proceedings for distribution of the aforesaid
compensation.
Date …………………… Signature……………………
177
Appendix ‘C’
(Precis No 1514)
(Para 12 Sec III Refers)
FORM ‘AA’
See Rule 6(1)
DEPOSIT OF COMPENSATION FOR NON-FATAL ACCIDENT TO A WOMAN OR
PERSON UNDER LEGAL DISBILITY
(Section 8(1) of the Workmen’s Compensation Act, 1923
1. Compensation amounting to Rs …………………. is hereby presented for
deposit in respect of injuries sustained by…………… residing
at.……………………………………….. on ………………19 …………….resulting the
loss of/temporary disablement.
His/Her monthly wages are estimated at Rs……. He/She was over/under
the age of 15 years at the time of the accident.
2. The said injuries workman has, prior to the date of the deposit, received the following
half-monthly payments, namely :-
Rs …………on …………………..Rs ………………………on ………………………..
Rs …………on …………………..Rs ………………………on ………………………..
Rs ………….on …………………..Rs ………………………on ………………………..
Rs ………….on …………………..Rs ………………………on ………………………..
Date ………………….19……… Employer ………………………….
178
SECTION IV
TRADE UNION ACT AND INDUSTRIAL DISPUTE ACT
Introduction
1. This section deals with some of the important aspects of :-
(a) The Indian Trade Unions Act 1926 (as amended by the Indian Trade Unions
(Amendment ) Act, 1947).
(b) The Industrial Disputes Act, 1947, amendment Act, 1956 and Industrial Dispute
Central Rules (1957).
The Indian Trade Unions Act 1926 as amended by the Indian Trade Unions (Amendment)
Act, 1947.
2. Extent.. The above Act extends to the whole of India. It came into force on 1-6-1927.
Object
3. To regulate the registration and conduct of Trade Unions.
Definitions
4. (a) “Employer” means in relation to an industry carried on by or under the authority
of any department of the Central Government, the authority prescribed on this
behalf or where no authority is prescribed, the head of the department.
(b) “Trade Union” means any combination whether temporary or permanent formed
primarily for the purpose of regulating the relation between workmen and
employers or between workmen and workmen or for imposing restrictive
conditions on the conduct of any trade or business, and includes any federation of
two or more trade unions.
(c) “Recognised Trade Union” means a Trade Union recognized under this Act.
(d) “Executive” means the body, by whatever name called, to which the management
of the affairs of a trade union is entrusted.
(e) “Office Bearer” in the case of a trade union, includes any member of the
executive thereof, but does not include an auditor.
Registration of Trade Unions
5. A trade union making the necessary application to the Registrar of Trade Unions, will on
compliance with certain stated conditions designed to ensure that the Union is a Bonafide
trade union, be entitled to registration. The registrar on being satisfied that the Trade
Union has complied with all the requirements of this Act, shall register the Union and
issue a certificate of registration.
Recognition
6. In the MES, Trade Unions are formed and recognition is accorded for its functioning with
its area of activity being the area within the jurisdiction of a particular CWE (or
ESD).Application for recognition together with the Rules of the Union Certificate of
Registration and other requisite documents received from the Union are submitted by the
Unit direct to HQ Command, with copy to intermediate formation Headquarters. HQ
Command conducts all correspondence direct with the union concerned in respect of any
queries relating to the application, amendment to Constitution of the Trade Union etc.
The documents are then transmitted by HQ Command to Army HQ, AG’s Branch, for
processing further with the Ministry of Defence who decides the question of recognition.
Conditions for Recognition
7. The following conditions are laid down for recognitions :-
(a) that all its ordinary members are workmen employed in the same industry or in
industries closely allied to or connected with one another;
(b) that it is representative of all the workmen employed by the employer in that
industry or those industries;
179
(c) that its rules do not provide for the exclusion from membership of any class of
workmen referred to in clause (b) above,
(d) that its rules provide for the procedure for declaring a strike;
(e) that is a Registered Trade Union and that it has complied with all the provisions
of the Act;
NOTE :- (1) Ministry of Defence is the authority to recognise Trade Unions in
the MES.
(2) Trade Unions in MES are to be recognized at each CWE’s leavel.
Rights of Recognised Trade Unions
8. The executive of a recognized trade union shall be entitled to negotiate with employers in
respect of matters connected with the employment or terms of employment or the
conditions of labour of all or any of its member, and the employer shall receive and send
replies to letters sent by the executive, and grant interviews to that body regarding such
matters. The executive of a recognised trade union shall be entitled to display notice of
the trade union in any premises where its members are employed and the employers shall
afford the executive reasonable facilities for that purpose.
9. Withdrawal of Recognition
Recognition of a trade union may be withdrawn on any of the following grounds :-
(a) that the trade union has ceased to be representative of the workmen referred to in
Clause (b) para 7 above;
(b) that a majority of the members take part in an irregular strike;
(c) that the executive of trade union advise or actively support or instigate an
irregular strike;
(d) that the trade unions has failed to submit any return referred to in para 10 below
or sent any return containing false statements.
NOTE :- Recognition once accorded is not withdrawn without sufficient
cause and without first giving the Union an opportunity to
represent.
Returns
10. These shall be sent annually to the Registrar, on or before such date as may be prescribed,
a general statement audited in the prescribed manner of all receipts and expenditure of the
union during the year ending 31 st December and of the assets and liabilities existing on
the said 31 st December.
With the above general statement a statement showing all changes of officers , made
during the year to which the general statement refers together with a copyof the Rules of
the trade union corrected up-to-date shall be sent to the Registrar. A copy of every
alteration made in the rules of a trade union corrected up-to-date shall be sent to the
Registrar within 15 days of the making of the alteration.
“Unfair” Practices
11. The following practices are considered “unfair” which should be avoided by the
employer :-
(a) to interfere with, restrain, or coerce his workmen in the exercise of their rights to
organise, form or join or assist a Trade Union;
(b) to interfere with the formation or administration of any trade union or to
contribute any financial or other support to it;
(c) to discharge, or otherwise, discriminate against any officer of a recongnised trade
union because of his being such an officer;
(d) to discharge, or otherwise discriminate against any workmen because he has made
allegations or given evidence in an enquiry or proceeding retaining to an matter
such as is referred to in para 8 above.
180
The refusal of an employer to permit his workmen to engage in trade union activities
during their hours of work shall NOT be deemed to be an unfair practice on his part.
The Industrial Disputes Act (Amendment Act, 1956 and Industrial Disputes (Central)
Rules, 1957)
Extent and application
12. This Act extends to the whole of India.
This Act came into force on 1st day of April 1947. Certain categories of Defence
Establishments / Installations have not been declared as Public Utilities Service and
therefore the applicability of the above Acts/Rules is only optional and not obligatory. In
public emergency these can be declared by Government to be Public utility Service by
notification in the official gazette for such period as may be specified in the notification.
The following categories of personnel have been agreed to be covered by the definition of
‘Public Utility Service’ as given in the said Act :-
(a) Fire fighting personnel.
(b) Chowkidars (employed on security duties or in lieu of DSC Platoons)
(c) Gatekeepers.
(d) Telephone Operators.
(e) Conservancy Sweepers.
(f) Sanitary Assistants.
(g) Sanitary Inspectors.
(h) Mates and Mazdoors actually employed on sanitation work.
(Authority : AHQ No 70223/AG/ORG-4(Civ) (c) dated 9-4-58).
The two institutions for the prevention and settlement of industrial dispute in the Defence
Establishments are :-
(a) Works committees consisting of representatives of employees and workmen.
(b) Negotiating Machinery set up at various levels.
Object
13. To regulate the settlement of industrial disputes.
Definition
14. (a) “Industrial Dispute” means any dispute nor difference between employers and
employers or between employers and workmen or between workmen and which is
connected with the employment or on-employment or the term of employment or
with the conditions of labour, of any person.
(b) “Strike” means a cessation of work by a body of persons employed in any
industry acting in combination, of concerted refusal under a common
understanding, of any number of persons who are or have been so employed.
Section 22 of the Industrial Disputes Act 47 states that no person employed in a
Public Utility Service shall go on strike in breach of contract :-
(i) without giving to the employer notice of strike, as hereinafter provided,
within six weeks before striking or
(ii) within fourteen days of giving such notices; or
(iii) before the expiry of the date of strike specified in any such notice as
aforesaid; or
(iv) during the pendency of any conciliation proceedings before a Conciliation
Officer and seven days after the conclusion of such proceedings.
(c) “Illegal Strike” means a strike which by virtue of any law for the time being in
force is illegal.
(d) “Irregular Strike” means an illegal strike or a strike declared by a Trade Union in
181
contravention of its rules referred to in clause (d) para 7 i.e. rules provided for the
procedure for declaring a strike.
(e) “Workmen” means any person (including an apprentice) employed in any
industry to do any skilled or unskilled manual, supervisory, technical work if
supervisory drawing wages not exceeding Rs. 500/- p.m. and not exercising
functions mainly of a managerial or administrative nature.
Works Committee
15. In the case of any Industrial establishment in which one hundred or more workmen are
employed or have been employed on any day on the preceding 12 months, a Works
Committee consisting of representatives of employers and workmen engaged in the
establishment shall be constituted. In MES Works Committees function at the GE level.
Duties of Works Committee
16. It shall be the duty of the Works Committee to promote measures for securing and
preserving amity and good relation between employers and workmen and, to that end to
comment upon matters of their common interest or concern and endeavor to compromise
any material difference of option in respect of such matters.
Members
17. The number of members constituting the committee shall be fixed so as to afford
representation to the various categories, groups and classes of workmen engaged in, and
to the sections shops or departments of the establishment provided that the total number
of members do not exceed twenty and also that the number of representatives of the
workmen shall not be less than the numbers of representatives of the employer.
Representatives of Employers
18. The representatives of the employers shall be nominated by the employer and shall as far
as possible be officials in direct touch with the working of the establishment.
Consultation with Trade Unions
19. Where any workmen of an establishment are members of a registered trade union, the
election will be made in consultation with the union and in accordance with the
prescribed rules.
NOTE :- Detailed instructions regarding the formation and conduct of works
committees are laid down in AHQ letter No 20852/AG/Org (c) dated
5-9-1957.
Joint Consultative Machinery (JCM) Councils
20. JCM Councils have been established at various level for promoting harmonious relations
and to secure greatest measure of co-operation between Govt and its employees in atters
of common concern and further to increase efficiency of public servant combined with
the welfare of the employees. The levels of JCM are :-
National level - Ministry of Home Affairs
Departmental level - Ministry of Defence
Third level - Army HQ (AG’s Branch)
Fourth - CWE/ESD in the MES.
21. The following subjects are normally covered :-
Council Subject covered
(a) National Council - Matters such as Pay, DA, remuneration etc,
and matters pertaining to more than one
department.
(b) Departmental Council - Matters affecting staff employed in that
(M of D level) Department only.
(c) Third level (AHQ level) - Unsettled items from Fourth level Council,
182
general grievances regarding working
conditions such as medical facilities, security
of wage structure, trade testing, promotions,
transfers etc.
(d) Fourth level - all matters relating to local conditions of
work , welfare, improvement in efficiency of
work.
IV Level JCM Council
22. In the lower formation of the MES we are concerned with the IV Level JCM Councils
formed at a CWE’s/ESD level. The following are some of the important points :-
(a) Strength of official side is upto 5 members. Where gazetted officers are not
adequate, one or two non-gazetted members may be included.
(b) Staff side. 8 members, to be serving employees of the establishment. (Distribution
as per para 3 (i) (a) to (d) of Appendix ‘D’ to CPRO 25/71).
(c) Head of Establishment is the Chairman. The Chairman is not to be counted against
the strength of official side members.
(d) Tenure of Council is 3 years. Staff side members function for 3 years except when
they cease to be member under certain circumstances (CPRO 25/71).
(e) Points not falling within the purview of the Council are given in Para 2 (i) of
Appendix ‘D’ to CPRO 25/71 and should not be accepted for inclusion in the
Agenda.
(f) In minutes of the meetings, who is the Leader and Secretary of Staff side and
against the staff side members also indicate the name(s) of the Union/Works
Committee which they represent.
(g) Draft Rules should be adopted and joint Indent signed in the inaugural meeting of
the Council.
(h) Each side has to appoint its own Secretary. The selection/election of the
Secretary/Leader of the staff side in the Council meeting (as it sometimes is done)
is not correct.
(j) Date of the next meeting and date of submission of agenda points should, as far as
possible, be fixed in the meeting itself.
(k) Minutes of the meeting are to be confirmed in the subsequent meeting.
(l) Minutes of the meeting are to be signed by the Secretaries of both the official and
staff side.
(G of I ,M of D No.7(1)/2000/D (JCM) dated 2 April 2002 AG’s
Br. No.17001/JCM/IV POLICY/MPH (Civ) (JCM) dated 19 Aug.2002
B/20957/JCM/POLICY/ EIC(2) dt.05 Sep.2002) CPRO 25/71
Strikes and Apprehended Strikes
23. The procedure for reporting threat of strike/strike labour situation during normal times
and the action which on CC Unit/Establishment is required to take in the case of Stay-in-
Strike/Sit-down strike by civilian employees will be in brief as under :-
Threat of Strike/Strike Notice
(a) Immediately on receipt of Strike notice or threat of strike, make suitable and
adequate arrangements for running essential services and protect Government
property.
(b) Contact the Conciliation Officer (Central) to initiate conciliation proceedings
where necessary.
(c) Inform all concerned by telegram.
(d) Follow up this telegram with a detailed report within 24 hours.
(e) Send report every day till the strike notice is withdrawn.
183
Actual Strike
(a) In the event of actual strike whether with or without notice, the Conciliation
Officer (Central) concerned will be contacted immediately by telegram/telephone
and requested to initiate conciliation proceedings.
(b) Inform all concerned by telegram.
(c) Follow up this telegram on the same day by a detailed report by an express letter.
(d) Send report, every day by signal/telegram showing the developments till strike is
called off.
(E-in-C’s No. 27133 /Gen./EIC(2) dt. 19 Sep.91)
Labour Situation Report
24. Even when labour situation appears to be peaceful, it is necessary for the Government, to
keep watch on day today developments, particularly in respect of the more important
Defence Installations. Weekly/ fortnightly/monthly labour situation report will therefore
be submitted in accordance with instructions issued by AHQ from time to time.
AG’s Br. No.666851/Org.- 4(Civ)(C) dt. 11 July 73
Strike Ballot
25. In case of a recognized union deciding to take a strike ballot, the voting should be held
under the personal supervision of the Labour Officer and where there is no labour
officer, under the personal supervision of the administrative officer. At least 75% of the
union members have to exercise their vote in a secret ballot and ¾ of the votes polled
must be in favour of strike and then only the Union can give strike notice. In case of
unrecognised unions these principles may not be followed.
Regulation of Strike Period
26. The period of absence of individuals during the strike is treated as dies non and the period
of service rendered after the strike is to be treated as in continuation of the period of service
rendered before the period of strikes. But the period of strike will not be treated as period for pay
increment, pension and permanency and other benefits i.e., it neither counts as service nor break
in service.
(Min. of /Def No 2(68)/10806/D (Lab) dated 12 Aug 1953).
Sammelon held in units employing less than 15 Civ. Staff
once a month as per AO 374/49.
(1) M of D No. PC – 19201/2/GS I(b) (v)/2719/ID/GS II
dt.24 Oct.77.
75759/ AM /EIC (2) dt. 8.1.2001
Issue of passes for families and dependents of MES
Employees .
184
Precis No 1515
Management School
PENSION AND GRATUITIES – CIVILIANS
CENTRAL CIVIL SERVICES (PENSION) RULES, 1972
Introduction
1. On retirement/discharge an officer is allowed pension/gratuity as a reward for satisfactory
service to the government and to assist him in old age.
2. This précis deals with the conditions for the grant of pension/gratuity, kind of pension
admissible to government servants and the rules applicable to them.
Definition of Pension/Gratuity
3. Pension is defined as a payment made to an individual on retirement/discharge in
consideration of his past service. Except when the term “pension” is used in contra
distinction to gratuity pension includes gratuity.
(CSR 41)
General Conditions
4. The date on which a Government servant retires or is retired or is allowed to resign or is
discharged from service as also the date of death while in service are treated as the last
working day. But in the case of Govt. servant who is compulsorily retired or retires
voluntarily under Rule 48 of CCS (Pension) Rules, 1972, the date of retirement is treated
as a non working day.
(Rule 5, CCS(P) Rules, 1972)
5. The following condition govern the grant of pension :-
(a) That the service rendered is satisfactory. The competent authority may order a
reduction in the amount of pension for unsatisfactory service. (Rule 6)
(b) Future good conduct is an implied condition of every grant of pension and its
continuance. The pension sanctioning authority may withhold or withdraw a
pension or part thereof, if the pensioner is convicted of a serious crime or is found
guilty of grave misconduct. (Rule 8(I))
(c) A Govt. servant shall not earn two pensions in the same service or post at the
same time or by the same continuous service. (Rule 7)
(d) The President reserves to himself the right to withhold or withdraw a pension or
part thereof and to order recovery from a pension of the whole or part of any
pecuniary loss caused to Govt. if the pensioner is found guilty of grave
misconduct or negligence in any departmental or judicial proceedings. (Rule 9)
NOTE :- Departmental proceedings instituted while the Govt. servant was in
service (including re-employed) shall be deemed to be proceedings
under this rule and, after retirement be concluded in the same
manner as if the Govt. servant had continued in service. When not
instituted before retirement while in Service, sanction of the
President is required.
(e) A central Service Class I (Group ‘A’) officer shall obtain the previous sanction of
Government if he wishes to accept any commercial employment before the expiry
of 2 years from the date of his retirement. In case of breach of any condition
subject to which such permission may be granted, the Govt may order that the
Govt servant shall not be entitled to the whole or part of such pension for such
period as may be specified. (Rule 10).
NOTE :- (1) Group ‘A’ Officers are required to give an undertaking that
they would not seek such employment within two years of
retirement without prior permission.
(2) If permission is not refused within sixty days of the receipt
of application, it may be deemed to have been granted.
185
(f) A pensioner who retired as a member of Central Class I service shall not accept
any employment under any Govt outside India without previous permission of
the Central Government, and no pension shall be payable, if he accepts such
employment without proper permission, for the period of such employment or any
longer period as the Govt may direct. (Rule 12)
(g) The service must be under the Govt and paid by the Government. (Rule 14).
(h) The service should be in a pensionable post.
Eligibility
6. Pension is earned by an employee after ten years of qualifying service. An employee with
less than 10 years qualifying service is entitled to service gratuity of an appropriate
amount as set out in Rule 49(I) of the CCS (Pension) Rules, 1972.
7. Blank.
8. Blank.
Qualifying Service
9. Qualifying service commences from the date a Govt servant takes charges of the post to
which he is first appointed in permanent, officiating or temporary capacity provided that :-
(a) In the case of Group ‘D’ servant who held a lien on a permanent pensionable post
prior to 17 April 1950, service rendered before the age of 16 years does not count
for any purpose, and
(b) In the case of Govt servant not covered by clause (a) above, service rendered
before the age of 18 years shall not count, except for compensation gratuity. (Rule
13).
10. Service on Contract counts as qualifying service if followed without interruption by
appointment to a pensionable post and if the Govt servant on contract opts to refund the
Govt contribution in the Contributory Provident Fund with interest thereon including any
other compensation paid to him, Rule (17).
11. Pre-retirement civil service and military service before re-employment count subject to
fulfillment of certain conditions regarding refund of gratuity including DCR gratuity and
cease to draw pension as stipulated in Rule 18 and 19 of CCS (P) Rules 1972.
12. Past service of a Govt servant dismissed, removed or compulsorily retired but re-instated
on appeal or review, counts.
13. The following entail forfeiture of past service :-
(a) Dismissal or removal of a Govt servant from service.
(b) Resignation from service unless it is allowed to be withdrawn.
NOTE :- Resignation submitted to take up another appointment, with proper
permission, under the Govt where service qualifies, does not entail
forfeiture of past service.
(c) Interruption in service, except in the following cases :-
(i) Authorised leave.
(ii) Unauthorised absence in continuation of authorized leave.
(iii) Suspension followed by re-installment.
(iv) Transfer to non-qualifying post if ordered in public interest.
(v) Joining time while on transfer one post to another.
Condonation of Break/Interruptions in Service
14. The appointing authority may condone interruption in the service Govt servant provided
that :-
186
(a) Interruptions were caused by reasons beyond the control of the Government
servant.
(b) The total service excluding interruptions is not less than five years.
(c) The interruption, including two or more interruptions, does not exceed one year.
15. The period of interruption condoned under Para 14 above shall not count as qualifying
service. (Rule 28).
Emoluments Counting Towards Pension
16. “Emoluments” means pay as defied in Rule 9(21) (a) (i) of the Fundamental Rules, in the
Govt servant was receiving immediately before his retirement or on the date of death.
17. Average emoluments are determined with reference to the emoluments drawn by the
Govt servant during the last 10 complete months of his service.
Retirement on Completion of 30 years Qualifying Service/ 55 Years Age.
18. A Govt servant has the right to retire after he has completed 30 years qualifying service
or 55 years of age by giving 3 months, notice in writing to the appointing authority. This
notice can be withdrawn only with the specific approval of the appointing authority
provided the request for withdrawal is made within the intended date of his retirement.
19. Similarly the Government may require the Govt servant to retire in public interest after
completion of 30 years of service or 55 years of age by giving him in writing 3 months
notice or 3 months pay and allowances in lieu of such notice.
NOTE :- (1) This does not apply to Group ‘D’ employees who entered service
on or before 23 July 1966.
(2) A Group ‘A’ or ‘B’ Govt, servant who entered service befor the
age of 35 years can be retired after he has attained the age of 50
years.
(Art 459 CSR, Rule 48 CCS ((Pension) Rules, 1972, FR 56 and
GI, MHA (DPAR)
Memo No 25013/14/77 Estt (A) dated
05 January 1978)
20. In the case of such retirement the Govt, servant is entitled to retiring pension based on the
number of years of qualifying service.
Retirement on Completion of Twenty Year’s Qualifying Service
21. Those who have put in not less than 20 years of qualifying service may retire voluntarily
by giving in writing a notice of not less than 3 months. Such notice is required to be
accepted by the appointing authority when the retirement becomes effective from the date
of expiry of the said period. Weightage of upto 5 years will be added to the qualifying
service provided that :-
(a) The total qualifying service including weithtage does not exceed 33 years, and
(b) It does not exceed that qualifying service has the official retired voluntarily at the
lowest age limit for voluntary retirement prescribed in clause (k) of FR 56. (See
para 18 above) Rule 48 A, CCS (Pen) Rules
Classes of Pension
22. (a) Superannuation Pension – Granted to a Government servant who retires on
attaining the age of compulsory retirement.
(b) Retiring Pension – Granted to a Government servant who :-
(i) retires, or is retired in advance of the age of compulsory retirement by
giving the prescribed notice; and
187
(ii) to a Govt servant who, or being declared surplus, opts for voluntary
retirement under Rules –29 of CCS (Pension) Rule 1972.
(c) Invalid Pension – Granted to a Govt servant who is declared by the appropriate
medical authority to be permanently incapacitated for further service.
(d) Compensation Pension - Granted to a Govt to a Govt servant who is selected for
discharge owing to abolition of his permanent post. Compensation pension is
admissible even if a lower post offered to him is not accepted by him. Notice of
at least 3 months of pay and allowances in lieu for the period by which such
notice falls short of 3 months will be given to the Government servant.
Compensation pension is based on the service rendered by him
(e) Compulsory Retirement Pension – A Govt servant compulsorily retired as a
penalty may be granted by the competent authority pension or gratuity or both at a
rate not less than two thirds and not more than the full compensation pension or
gratuity or both admissible to him on the date of his compulsory retirement. The
pension so granted shall not be less than the minimum of Rs. 1275/- prescribed in
the rules.
(f) Compassionate Allowance – A Govt. servant who is dismissed or removed from
service forfeits his pension and gratuity and is not entitled to pensionary benefits.
But in cases deserving special consideration, the authority competent to dismiss or
remove him from service may sanction a compassionate allowance not exceeding
two-thirds of pension or gratuity or both which would have been admissible to
him had he retired on compensation pension. Compassionate allowance so
sanctioned shall not be less than the minimum of Rs. 40/- prescribed in the rules.
(g) Extraordinary Pension – An award in the form of monthly pension to a widow and
allowance to children is admissible under the Central Civil Service (Extraordinary
Pension) Rules, if the death of a Govt. servant is accepted due to Govt. service. A
disability pension is admissible to a Govt. servant who is permanently in
capacitated on account of injury or disease attributable to Govt. service.
(h) Family Pension – Family pension is admissible when a government servant dies
while in service or if he was in receipt of pension on the date of death as per
family pension rules 1964 as amended from time to time.
Commutation
23. A Government servant governed by the Central Civil Services (Pension) Rules, 1972, is
entitled to commute for a lumpsum payment any portion not exceeding 40 % of any
pension which may be or has been granted to him provided that uncommuted residue of
pension shall not be less than Rs. 250/- per annum.
24. A Government servant against whom departmental or judicial proceedings have been
instituted or a pensioner against whom such proceedings have been instituted or contined
shall not be permitted to commute any part of his pension during the pendency of such
proceedings.
(Civil Pension (Commutation) Rules)
25. A Govt servant who applies for commutation of pension within one year of the date of his
retirement will not be subjected to medical examination for purposes of payment of
commuted value. This does not apply to those retiring on invalid pension or those who
apply for commutation of pension after one year of their retirement.
(G of I, Min of Fin (Dept of Expdr) Memo No 15(5) – EV (A)/76
dated 25 Feb 1978 and even number dated 01 Dec 1978)
188
Precis No 1516
Management School
CLASSIFICATION AND HANDLING OF CLASSIFIED DOCUMENTS
Introduction
1. Every government department and private concern has framed rules for the protection of
its correspondence with a view to prevent access to persons not authorized to see them.
Similarly the Defence Department has laid down rules for the protection of classified
documents and safeguarding official information.
2. This précis deals with the categories of classified documents, responsibilities for grading
and methods of handling such documents.
Definition
3. (a) Documents
Documents consist of any form of record information
(b) Classified Documents
Any document that contains information which, in the interest of national security
or for administrative reasons, is desirable or essential to safeguard and has
accordingly been assigned one of the classifications mentioned in Para 4.
(c) Material or Matter
‘Material’ refers to any article , substance or apparatus of part thereof
(d) Handling
The preparation transmission and custody of documents.
(e) Accountable
Any classified documents, matter or material, (normally Top Secret or Secret) the
safe custody of which is to be certified periodically (usually annually).
(f) Order of Battle
The Indentity, Strength and Command structure of our Armed Forces.
(g) Ammunition of War
Any item used for war. The items also includes any other article, material or
device whether actual or proposed, intended for such use.
Security Gradings
Categories
(a) TOP SECRET - (Signal abbreviation – TOP SEC)
(b) SECRET - (No abbreviation).
(c) CONFIDENTIAL - (Signal abbreviation – CONFD).
(d) RESTRICTED - (Signal abbreviation – RESTD)
(e) UNCLASSIFIED - (Signal abbreviation – UNCLAS. Not to be
specified except in case of signal messages).
Definition and Examples
(a) Top Secret
This classification shall be applied to information and material the unauthorised
disclosure of which could be expected to cause exceptionally serious damage to
national Security or national interest. This category is reserved for the nations
closed Secrets and is to be used with great reserve.
(b) Secret.
This classification shall be applied to information and materials the unauthorised
disclosure of which could be expected to cause serious damage to the national
security or national serious embarrassment to Govt in its functions, interests or
cause. This classification should be used for highly important matters and is the
highest classification normally used.
(c) Confidential
This classification shall be applied for information and material, the unauthorised
disclosure of which could be expected to cause damage to the national security or
189
which would be prejudicial to the national interest or would embarrass the
Government in its functioning.
(d) Restricted
This classification shall be applied to information and materials which is
essentially meant for official use only and should not be published or
communicated to any one except for official purpose.
Responsibility for Grading Documents
6. The originator of a document is personally responsible for its correct security grading
commensurate with the information contained therein
7. As per the latest policy of the Govt, Top Secret Documents/Correspondence can be only
originated by an officer not below the rank of Col. The origination and custody of secret
documents will be only by an officer of the rank not below Major. The policy regarding
origination and custody of top Secret and secret documents is as follows:-
(a) Top Secret
Unit Origination Custody
Sth HQ Cdr Cdr/Adm Comdt
Bdge/Sub Area Cdr/CAG Cdr/OAS Cdr/BM
Cdr
Div/Area HQ Col GS/Col Adm Col GS/Col Adm
Corps HQ
Comd HQ Brig Brig/Col
Arm HQ Brig ADG/Direcot
(b) Secret
Unit/Stn HQs Col/Cdr CO/Cdr/Adm Comdt
Bde/Sub Area Cdr/Col GS/Col Adm Cdr/Col GS/Col Adm
Div/Area HQ GSO I GSO I
Corps HQ Col GS/Col Adm Col GS/Col Adm/GSO-I
Comd HQ ,, ,,
Arm HQ DDS/Director/GSO I DDG/Director/GSO I/GSO2
(c ) Confidential and Restricted .
(d) Downgrading
Downgrading is carried out only by agreement of issuing authority . This
agreement is placed on records.
(e) Overgrading
Documents should not be overgraded. In peace time the inclusion in TOP
SECRET categories is relatively .
Access to and Extent/ of Circulation of Documents of Each Security Category and
Method of Method of Marking.
8. Top Secret and Secret
(a) Officers concerned are to ensure that access and distribution is reduced to the
minimum.
(b) Persons employed on this type of work are especially selected and as far as
possible work in separate rooms. Typing is not sent to typing pool.
(c) Person employed on Top secret work will be reverified immediately on
assignment to Top secret work and thereafter at intervals not exceeding two
years.
9. Confidential and Restricted
(a) Usually such documents require more extensive circulation than TOP SECRET
and SECRET. Greatest care should be taken in their handling and circulation.
(b) Restricted documents may be made available to all ranks who should see them for
official purpose only.
190
10. Marking
(a) All documents containing classified matter have the security classification
printed, stamped or typed in bold capital letters on the top and bottom centre of
each page of the document. The security grading is underlined except when it is
stamped. In case of documents in book form , the front and back covers are also
marked on the outer side of the cover.
(b) Where possible, Top Secret documents are printed or written on coloured paper so
that they may be easily recognized.
(c) File covers containing Top Secret documents are marked with a diagonal red
cross, one inch width extending from corner to corner on both the front and back
covers.
(d) Appropriate security classifications is inserted in the signal message in the space
provided for the purpose.
11. Page Numbering
All pages will be numbered consecutively. The total number of pages of Top Secret,
Secret and confidential documents (except documents produced produced in the form of a
book or manual which is bound permanently) will be indicated below the security
classification at the top center of the first page of the document thus :-
(SECRET)
(Six Pages)
Accounting and checks of Classified Documents
12. (a) Where an originator desires that a documents should be accounted for
periodically, the fact is stated prominently on the documents.
(b) Physical check of all files is carried out quarterly to verify their existence.
(c) A detailed check of the contents of all TOP SECRET files and accountable
documents is carried out quarterly and SECRET files annually.
(d) All checks are suitably recorded.
(e) Units and formations will render necessary certificates to higher authorities in
accordance with the provisions of para 53 of the pamphlet “Classification and
Handling of Classified Document, 1966”.
(f) Where an officer who has charge of any classified documents is about to vacate
his appointment he hands over both the list and the documents to his successor,
obtaining the necessary receipt .The reliving officer checks the details to ensure
that there is no loss. If no relief is posted on account of abolition of appointment
all such documents are returned to the issuing authority
Transmission, Opening and Recording
13. Transmission
(a) Top Secret and Secret
Such documents are transmitted in 2 envelopes , ( inner cover to be new and
marked with appropriate classification) through officially designated courier or
registered acknowledgement due by post. If Top Secret, the inner cover is also
marked “to be opened by……………. ’’(the holder of an appointment or name of
the individual being stated ) Normally the holder of an appointment is mentioned
and not an individual officer or official .
(b) Confidential
Confidential documents are transmitted in 2 envelopes (inner cover to be new
and marked with classification ) by registered post or through courier if more
important.
( c) Restricted
Such documents are transmitted at the discretion of the sender.
14. Opening
(a) Top Secret documents are opened only by the addressee or in his absence by
officer officiating for him .
(b) Secret and Confidential are opened either by the addressee or an official so
authorized by him.
191
(c ) Restricted documents may be opened by any designated clerk .
(d) When an inner cover is marked, To be opened personally by…….. “ it should be
opened only by the officer or official named or , when absent by the officer
officiating for him.
15. Recording
Secret
(a) The recording of all Top Secret Accountable and other Classified documents
addressed by name or appointment will be carried out by an officer selected for
the purpose.
(b) The recording of other classified documents may be carried out by Head Clerk or
selected clerks.
Internal Handling and Circulation
16. Handling
The following instructions will be observed to minimize the chances of any leakage of
classified information :-
(a) Within offices , TOP SECRET, SECRET and CONFIDENTIAL documents may
be passed by the hand of an authorized officer. In case the officer is other than
the one dealing with the case, the documents will be enclosed in a scaled cover.
When enclosed in sealed envelope bearing an appropriate security classification
and addressed personally to an authorized officer, these may be passed by the
hand of a JCO, NCO Assistant or a Clerk also. However when such documents
have to pass through a Registry, two envelopes will be used.
(b) Peons and orderlies will not clear office trays of classified papers. All classified
papers to be sent to an officer by his staff or vice versa will only be carried by the
officer himself or one of the authorized subordinate officers or clerical staff.
(c) As a rule, peons and orderlies will not carry classified papers from one office
room or place of work to another with the following exceptions :-
(i) Classified documents other than RESTRICTED may be carried by them in
double sealed covers duly registered in the despatch book from one room
to another within the same block of offices.
(ii) Classified documents mentioned in (i) above, may be carried by them
from one block of offices to another in a locked steel box, one key of
which is with an authorized sender and the other (duplicate) with the
authorized recepient. Where it is not possible to use a locked box for any
reason, such documents may be passed from one block to another by a
person authorized as in (a) above.
(iii) RESTRICTED documents may be carried in single closed covers both
within offices in a block and from one block to another.
192
Precis No 1517
Management School
FORMS, STATIONERY, LOCAL PRINTING, BINDING AND OFFICE EQUIPMENT
Introduction
1. Every establishment has some sorts of forms, stationery and equipment for their use.
Their supply and printing are arranged through various sources. Similarly, the
Government has prescribed various types of forms, stationery and office equipment for
use in various departments/formations. They have also laid down Rules for their supply,
printing and binding.
2. This précis deals with the various types of forms and the method of the printing, bindings
and the procurement thereof and of stationery and office equipment.
Forms
3. Standard and special forms for general use by units are indicated in the publication
“Approved List of Standard Army Forms and Books”. Army Books and Forms, India
Army Forms (except some IAFO Series) and all civil forms (in ‘s’ Series) are printed and
stocked by the Manager, Govt of India Forms Stores, Calcutta, Indent are submitted in
the normal manner on the Manager, Govt of India forms Store, Calcutta (in the case of
units entitled to do so) and on the Command Stationery Depot concerned (in the case of
units dependent on them) in accordance with the instructions laid down in Command
Orders. (AI44/76)
4. MES is mainly concerned with “W’ Series bur also uses accounts, civil forms in the ‘s’
Series and other local forms when requited under various regulations and orders of the
higher authorities concerned.
5. Unauthorised additions and alterations in standard forms are not permissible. Rules and
instructions printed on the standard forms have the force of authorized rules and
instructions.
(E-in-C’s Standing Orders for the MES,
Para 115)
6. Instructions regarding issue and use of Railway forms normally used for Defence Service
Personnel are contained in AO 570/53.
Stationery
7. Detailed instructions regarding Printing and Stationery Rules for military offices and
local purchase Stationery are given in AI 44/76.
8. All articles of stationery are to be obtained from the stationery depot concerned on “as
required” basis, or from stationery office, Calcutta in the case of those dependent on it.
(List of DDCs is circulated separately by DMR & F). There is no system of monetary
allotment. The cost is debited to Army Printing and Stationery Head of Defence Services
Estimates.
Local Purchase of Stationery
9. Local purchase upto authorized limits may be resorted to in cases where the Supplying
Agency fails to comply with the indents in 3 months, and for items which have been
deleted from the vocabulary of Stationery Stores, with suitable intimation to the
supplying authority of the particulars of such purchases.
10. NAC is not necessary excect when local purchase falls beyond three months’ limits.
11. All local purchases are made on competitive basis at the lowest market rates. This
requirement is dispensed within the case of purchase form CSD.
193
Financial Power of Local Purchase of Stationery
12. Expenditure on local purchase of Chief Engineer Rs 4,000/- per
stationery stores including printing and transaction with maximum of
binding through private agencies Rs24,000/- in the year
CWE/GE Rs 4,000/- per
transaction limited to
Rs 24,000/- during the year
(SAO 21/S/76)
Powers of Local Printing of Army Forms
13. The power delegated for printing of standard and special Army Forms are as under :-
Chief Engineer OsC Unit/Head of Offices in respect
Of civil establishments
Standard Forms- Rs.500/-per transaction including Rs.250/-per transaction including
Cost of paper when not available from Cost of paper when not available from
normal sourse of supply. normal sourse of supply.
Special Forms
14. Important conditions to be complied with while resorting to local printing are :-
(a) NA Certificate should be obtained from the Manager, G of I Forms Stores,
Calcutta or the Stationery Depot concerned.
(b) OC Units should obtained approval of the next higher/superior-formation. This,
however, is not necessary where the unit is commanded by Brigadier and above.
(c) Security and accountable forms are not to be locally printed.
(d) Printing should be to meet minimum essential requirement and on competitive
basis (minimum three quotations).
(e) Paper is to be supplied by Govt.
(f) Copy of the sanction letter should be endorsed to DMR & F.
(Min of Def No. F 6 (3)/71/PF & SII dated 8 May 73 provision
extended upto 31 mar 1982 vide Min of Def No. F 6(8)/71/9814
PF & S-I dated 28 Dec 1980)
Drawing Stationery
15. In addition to local purchase of stationery as per para 12 above the Heads of Offices have
powers to incur expenditure upto Rs 125/- per transaction (Subject to Rs 15/- per
individual using drawing office stationery per months) in respect of items not stocked by
Stationary Depot,limited to Rs.500/- per annum.
(AI 44/76)
Rubber Stamps and Seals
16. Small quantities of rubber stamps and brass seals on competitive basis may be purchased
upt Rs 10/- at a time and Rs 25/- in a year. For large quantities, orders may be placed by
DDOs on rate contract/rubber stamps manufacturers on Forms SO 162-B (obtainable
from Govt of India, Stationery Office, Calcutta). Bills are paid direct by DDOs.
17. Indents for seal are to be placed on Supdt P & T Forms and Seals, Aligarhr for direct
supply, in ordinary letter form. The cost is adjusted by debit by Supdt P & T Forms
against the CDA concerned.
(AI 44/76)
Contingencies and Office Equipment
18. Stationery comprises of office requisites other than office machinery and appliances,
furniture, forms, candles and drawing instruments. Items classified as contingent charges
are given in MES Regs Para 114.
194
19. Furniture and equipment, fire fighting appliances and Scientific, drawing and delicate
measuring instruments for office of E-in-C and Chief Engineers are classed as contingent
charges. The furniture required for other MES offices is charged to the head as for army
units, fire fighting appliance to Hd 4C (a) 16(ii) and office equipment and
drawing/scientific measuring instruments to head 4 C(a) 16(ii).
(MES Regs, Para 114)
20. Initial supply and subsequent repairs of all Scientific, drawing and delicate measuring
instruments is the responsibility of the National Instruments Factory, Calcutta. Demands
for such equipments will be made as required.
(MES Regs, para 111)
Bicycles
21. Scale of Bicycle for use of MES offices as follows :-
(a) CWE - 3
(b) GE/(Indep) AGE- 2
(c) Sub Divisional Offices- 1
(d) Divisional Stock - 1
22. Chief Engineer may sanction the number of bicycles required for his own office, for
ESDs and also any additional number required by CWE, GE or Sub-Divisional Officer.
23. In addition, GE/(Indep) AGE may sanction one bicycle for use in Inspection Bungalow.
(MES Regs, Para 118)
Typewriters and Duplicators
24. Supply is sanctioned by DMR & F.
25. The following scales are laid down of typewriter :-
PA/Steno - 1 Typewriter
Plus
For every 3.5 clerks whose duties
Involve typewriter (for fractions over
1.75 clerks count one typewriter) - One Typewriter
26. Repairs through authorized agents upto Rs 300/- per Standard Typewriter and Rs 150/-
per portable typewriter during the year may be sanctioned locally and beyond this limit
sanction of army commander/equivalent is required.
(M of D No. 7/(10/85/6229/PF & S – IV dated 1 Oct 85).
27. When repairs cannot be carried out through authorized agent they may be done through
local reputed dealers/firms not more than twice in twelve months, the cost of such repairs
being limited to Rs 75/- per typewriter in any period of 12 months.
28. Repairs to duplicators may be carried out to the extent shown below per duplicator
beyond which sanction of DMR & F is required.
Electric duplicator - Rs 500/- per annum.
Hand operated self feed - Rs 300/- per annum.
Hand operated hand feed - Rs 150/- per annum.
29. History Card (IAFZ-3062) is to be maintained for each machine showing particulars if
eacg machine with expenditure incurred on repairs. The History Card is to accompany
the machine when it is transferred.
30. The normal life of a Typewriter is 15 years. Guidelines for condemnation of Typewriter
when they get beyond economical repairs are given in AI 1/78.
195
Local Purchase of Stationery Debitable to Project Contingencies.
31. In addition to the normal powers of local purchase of stationery. MES authorities have
been delegated financial powers as under for local purchase of stationery debitable to
project contingencies for selected items of stationery (such as tracing paper, double F/cap
paper (Ruled/unruled), carbon papers, stencils, ammonia printing paper, ammonia liquid ,
cartridge paper etc):-
(a) Chief Engineer - Rs 10,000/- per annum.
(b) DCE (when functioning independently) - Rs 8,000/- per annum.
(c) CsWe - Rs 6,000/- per annum.
(d) GEs - Rs 3,000/- per annum.
(e) AGEs (Indep) - Rs 1,000/- Per Annum.
(G of I Min of Def No 41981/E2 (WPC)/1776/PF & SI dated 29 Apr 76,
provisions extended upto 30 Mar 1982 vide No 41981/E2 (WPC)/PC-IV/4577/PF & S-I dated 22
Aug 1979)
196
Precis No 1518
Management School
COURT OF INQUIRY AND EVIDENCE
Introduction
1. A Court of Inquiry, departmental or staff, is actually a fact finding board. The necessity
of such court arises on the following cases :-
(a) Loses of stores, cash or documents and serious damages to Govt property or
human lives.
(b) Departmental and technical irregularities.
(c) Complicated disciplinary cases.
2. This précis deals with the classes of Court of Inquiry and the procedure followed in
holding Court of Inquiry and the evidence needed therefore.
Classes of Court of Inquiries
3. There are two classes of Inquiries :-
(a) Departmental.
(b) Staff.
4. All preliminary investigations are made by the superior officer of the individual
immediately in charge of the stores or other government property concerned.
5. (a) A departmental inquiry is held in cases of losses/injuries NOT due to theft, fraud
or neglect. Such cases are deal with through departmental channels.
(b) A staff court of inquiry is held in respect of losses/injuries due to theft, fraud or
neglect and in case of fatal accident. These cases are proceeded with through Staff
Channels.
6. A Court of Inquiry is invariable convened to investigate all losses, which under existing
rules and regulations, require sanction of the Government of India to write off. Such
court of inquiry are promptly covened and their findings submitted to government with
suitable recommendations. In certain exceptional cases, the holding of a court of inquiry
may yield no useful results. In such cases, specific concurrence of government is
obtained to the waiving of the general rules requiring an inquiry. The latter type of cases
are submitted very promptly, together with detailed reasons why it is felt that the inquiry
may be dispensed with.
(G of I, M of D No. F 16/50/D(Coord) of 6 Jun 52 and
E-inC AHQ No 27561/152/E Coord of 18 Jun 52)
Procedure
7. When a case requiring an inquiry comes to light, the immediate officer (e.g. GE) makes a
report to his next superior authority (e.g. CWE). The latter, after examining the
information available decides the necessity as otherwise of a C of I. If he (e.g., CWE)
considers that a reference to his superior authority (eg. CE) is necessary, he does so.
8. If it is decided to hold a departmental Inquiry, the CWE issues a convening order setting
down the terms of reference. Such an inquiry may be convened by the GE/OC, ESD
also, without reference to the CWE.
9. In the case of Staff Court of inquiry, the CWE refers the matter to his staff HQ who issue
convening order setting down the terms of reference. GE/OC, ESD etc may also request
the Staff at their level to convene a C of I..
197
10. The assembling authority indicates the purpose for which the C of I is to be assembled,
by concise full and specific instructions in the terms of reference, together with time, date
and place of meeting.
Composition
11. A court of inquiry is composed of officers or officers and JCO or NCO and/or
Subordinates. Normally the presiding officer is appointed by name and the members of
the board are detailed by the convening authority. The members of a mixed civil and
military board take precedence in accordance with the prescribed order in the Army List
(see AO 399/54).
12. Stationery and forms are normally supplied by the unit which applies for an inquiry.
IAFD- 931 is used for the purpose.
Evidence
13. (a) ‘Court’ includes all judges, magistrates, and all persons, except arbitrators,
authorized to take evidence.
(b) ‘Fact’ means and includes :-
(i)any things, state of things, or relation of things capable of being perceived by
the senses and ;
(ii)any mental condition of which any person is conscious.
(c) ‘Burden of proof’ lies on the person who is bound to prove the existence of any
fact. In a suit or proceeding it lies on that person who would fail if no evidence at
all were given on either side.
(d) Proved – A fact is said to be proved when, after considering the matters before
the court either believes it to exist, or considers its existence so probable that a
prudent man ought, under the circumstances of the particular case, to accept the
supposition that it exists.
(e) ‘Evidence’ means and includes :-
(i) all statements which the court permits or requires to be made before it by
witnesses; in relation to matter of fact under inquiry; such statements are
called oral evidence; and,
(ii) all documents produced for the inspection of the court; such documents are
called documentary evidence.
14. All evidence must be either oral or documentary. The witnesses are warned of correct
statements. The evidence is taken down in a narrative form in, as nearly as possible, the
words used; but in any case where a court considers it material, the question and answer
shall be taken down verbatim.
15. Order of production and the examination of witnesses is regulated by the law and practice
for the time being in force and, in their absence, by the discretion of the court. The
witnesses may be cross-examined and re-examined.
16. A witness may refresh his memory be referring to any writing made by himself at the
time of transaction concerning which he is questioned.
Witness
17. All persons, other than the individuals directly implicated in a case, are competent
witnesses unless the court considers that they are prevented from understanding the
questions put to them or from giving rational answers to those questions by reasons of :-
(a) Tender age.
(b) Extreme old age.
(c) Disease, whether of body or mind, or any other cause of the same kind, when the
law disqualifies any witness to give evidence.
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18. It is the duty of the court to put any question to the witness it thinks desirable to testify
the correctness or truth of any evidence they have given :-
(Indian Evidence Act, 1872)
Production of Official Documents
19. (a) The law relating to the production of unpublished official records as evidence in
court is contained in Sections 123, 124 and 162 of the Indian Evidence Act,
1872(Act I of 1872), which are reproduced below :-
123: No one shall be permitted to give any evidence derived from unpublished
official records relating to any affairs of state, except with the permission of
the officer at the head of the department concerned. Who shall have or
without such permission as he thinks fit.
124: No public officer shall be compelled to disclose communications made to
him in official confidence. When he considers that the public interest would
suffer by the disclosure.
162: A witness summoned to produce a document shall, if it is in his possession
or power, bring it to Court notwithstanding any objection which there may
be to its production or to its admissibility. The validity of any such
objection shall be decided on by the Court.
The court, if it sees, fit, may inspect the documents, unless it refers to
matters of State, or take other evidence to enable it to determine on its
admissibility.
(b) For the purpose of Section 123 above the expression ‘officer at the head of the
department’ may be held to mean :-
(i) Secretary, Additional Secretary or Joint Secretary :-
In the case of records held in the Ministry of Defence or in the Inter-
Service Organisations other than the Directorate General of Medical
Services and the Directorate General, Ordnance Factories.
(ii) PSOs, E-in-C and Military Secretary at Army Headquarters, GOs, C-in-C
of Commands, Area and Divisional Commanders, Independent Sub
Area/Independent Brigade Commanders in the case of records held in the
Army.
(c) A Government servant other than the Head of a Department who is summoned to
produce an official document should first determine whether the document is in
his custody and he is in a position to produce it. In this connection, it may be
stated that all official records are normally in the custody of the Head of the
Department and it is only under special circumstances that an official document
can be said to be in the custody of an individual Government servant. If the
document is not in the custody of the Government servant summoned, he should
inform the court accordingly. If under any special circumstances, the document is
in the custody of the Government servant summoned, he should next determine
whether the document is an unpublished official record relating to affairs of State
and privilege under Section 123 should be claimed in respect of it. If he is of the
view that such privilege should be claimed or if he is doubtful of the position, he
should refer the matters to the Head of the Department, who will issue necessary
instruction and will also furnish the affidavit in the prescribed from in suitable
cases. If the document is such that privilege under Section 123 could not be
claimed but if the Govt servant considers that the document is a communication
made to him in official confidence an that the public interest would suffer by its
disclosure, he should claim privilege under Section 124 in the prescribed from. In
case of doubt, he should seek the advice of the Head of the Department.
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(d) The Government servant who is to attend a court as a witness with
official documents should, where permission under Section 123 has
been withheld, be given the affidavit duly signed by the Head of
the Department in the prescribed from. He should produce it when
he is called upto give his evidence, and should explain that he is
not at liberty to produce the documents before the court, or to
give any evidence derived from them. He should however, take
with him the papers which he has been summoned to produce.
(e) the Government servant who is summoned to produce official
documents in respect of which privilege under Section 124 has to
be claimed, will make an affidavit in the prescribed form. When he
is not attending the court himself to give evidence, he shall have it
sent to the court along with the documents. The person through
whole the documents are sent to court should submit the affidavit
to the court when called upon to produce the documents. He
should take with him the documents he had been called upon to
produce but should not hand them over to the court unless the
court direct him to do so. They should not be shown to the
opposite party.
The Head of the department should obtain from entering into
correspondence with the presiding officer of the court concerned
in regard to the grounds on which the documents have been
called for. He should obey the court orders and should appear
personally, or arrange for the appearance of another officer in the
court concerned, with the documents, and act as indicated in
paragraph (e) above, and produce the necessary affidavit if he
claims privilege.
The instructions apply equally to cases in which Government is a
party to the suit. In such cases, much will depend on the legal
advice as to the value of the documents but before they are
produced in court, the consideration stated above must be borne
in mind, and reference to higher authority made, when necessary
(G of I, M of D No. F 322/55/983-M/D (Coord) of 23-1-57)
20. Any cases of doubt are referred to higher authorities. Legal advice is also
obtained as to the value of the documents, if necessary.
Finding and Opinion
21. After recording statements of the individual implicated in a case and the
witnesses, the court summarises its findings of the facts and finally records
opinion/recommendation if required. Any suggestion needed for
improvement of the existing system are also recorded in accordance with
the terms of reference of the convening authority. It is essential that the
court should not only sift the evidence of the case thoroughly themselves
to arrive at a finding, and frame recommendations if called for, but should
also set out the material obtained in evidence, including exhibits (e.g.
plans, report, and such like papers) in such s manner and in such an order
that the superior authority receiving the proceedings may be thoroughly
and clearly acquainted with all the facts and be in position to come to a
definite conclusion although he may have no previous knowledge of the
case. The proceedings after signature by the members of the court are
forwarded by the Presiding Officer to the convening authority.
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Orders of the Competent Authority
22. The convening authority, if so competent to pass final orders, does so on
the proceeding. If the case is beyond his financial powers, he forwards
the proceedings with his remarks/recommendations, to the competent
financial authority for final orders.
201
Precis No 1519
Management School
OFFICE PROCEDURE
Introduction
1. Every organisation lays down certain standing orders for dealing with the correspondence
received by it. These orders lay down the manner and mode of handling the
correspondence and responsibilities of each individual concerned with the
correspondence.
2. Rules for the MES are laid down in the MES Standing Orders issued by the Engineer-in-
Chief, Army Headquarters. These rules enunciate general principles. Minor changes to
suit local requirements are made by the formation/office concerned.
3. This précis deals in general the office procedure of a Commander Works Engineer or
Garrison Engineer for the guidance of the new offices/subordinates posted to the Military
Engineer Services.
NOTE ;- This précis must be read after studying Precis No. 1501,1502 and 1516
relating to organisation of the Army, MES and the DAD and handling of protected
correspondence. The matter contained in these précis has not been repeated.
Incoming Fresh Receipts
4. Fresh receipts are received as under :-
(a) Local Dak is collected by responsible orderlies by hand from other offices or
collected from various post boxes, if allotted.
(b) Postal Dak is obtained through the agency of the postman, window delivery or
post box. Responsibility for clearing from the latter two sources rests with the
office concerned, which details responsible orderlies.
(c) Registered or insured dak is obtained through the postman. In special cases it is
collected by responsible officials detailed by the head of the office concerned
Opening
5. Whenever possible, all fresh receipts are opened in the presence of an officer by the
office Superintendent who marks the section, initials and date the letter. An officer may
also be detailed for this purpose. Priority slips are attached where necessary. The letters
are then passed on to Record section/Central Registry for registration.
Registration
6. All incoming correspondence is marked with office stamp and entered on IAFZ-2225
which is prepared in duplicate section wise, separately for classified and unclassified
correspondence. Its one copy will be recorded centrally and the other kept in the section.
File numbers are marked against each receipt. The letters are then passed on to the
Section incharge. IAFZ-2225 is signed by the Supdt or Clerk incharge of the section in
token of having received the incoming correspondence.
Disposal
7. The section clerks put up the letters on the appropriate files, mark and put up reference,
write brief notes suggesting action (or even draft reply), where required, for approval of
the officers or the supdt as necessary,. After approval, the draft is sent for typing.
8. When typed, it is checked by the clerk concerned and put up for signature of the
Section Officer through the Supdt. After signature, it is ready for despatch.
Despatch
9. The section concerned retains the office copy and files it appropriately. Fair copies with
enclosures are passed on to the Despatch Section/Central Registry.
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10. The despatcher has 2 separate despatch book :-
(a) Local Desptach (IAFZ – 2024). More than one book may be used, if required
(b) Postage Account (IAFZ – 2016). This also serves as an out-station despatch
register
11. Register of letters despatched through Civil Post Office ( Postage Account) is checked
daily by the Office Supdt and signed. All classified documents, personnel records and
other important documents are despatched under Registered cover and acknowledgement
due as considered necessary. Where loss will be detrimental to the interests of the State
or the individual concerned, the documents are despatched under “Insured” cover.
Reminders
12 Where a reply is required to an outgoing letter, a note is kept by the Section concerned in
the reminder book. When a reply is not received by the due date, a reminder is issued.
Correspondence for Unit Accountant
13 The receipt/despatch work of the Unit Accountant is the responsibility of the
receipt/despatch section of the Engineer Office concerned.
Arrears Reports
14 Every Monday, the Supdt I/c Section prepares an arrears report showing the incoming
receipts till a week back, which have not been disposed off. This report is prepared from
the dak Schedule on which each item is crossed when it has been disposed of finally.
Brief reasons for delay are stated and the probable date when disposal is expected
indicated. The report is then passed on to the section officer for his orders.
Interim Replies / Reports
15 When a reply/report cannot be sent by the due date, an interim reply. is sent, stating
reasons for delay and the probable date of submission.
File : Opening and Maintenance
16 Each section is allotted a series of file number. New files are opened with the approval of
the section officer, according to Main Headings of subjects dealt with a various sections.
17 Normally a file consists of 2 parts :-
(a) Correspondence i.e., received and issued
(b) Noting Sheets (IAFW – 1789-A).
18 Generally, the files are kept in the records section. These are sent to sections as required
and returned when disposed of. It may be convenient for the section to keep a current file.
When the files are in the section, they are maintained and kept secure. Every morning the
duftry makes note of the files in various sections or with officiers and hand over the note
to the Record Section/Central Registry. This enables the latter to locate a file easily if
required during the day.
Destruction of Files
19 Old files and other records are inspected periodically by the Supdt i/e section and those
not required listed and put up to the section officer for orders regarding destruction.
There is a regular drive in this respect, (a point in annual inspection report of MES
Officers). MES Standing Orders Appx ‘A’ gives a list of documents and the periods after
which they may be destroyed. If a file is not due for destruction, it is deposited in the
Records Section/Central Registry.
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General – Certain Important Hints for Clerks
20 (a) Notes and Drafts
(i) Noting, drafting should be brief and to the point.
(ii) Addressee should be given full details to understand the view point. Previous
references should be correctly quoted
(b) Priority Slips
Priority, urgent or other priority slips should only be used where actually needed.
(c) Use of X, Y and Z as Page Nos
All outgoing letters should bear the page numbers, The use of X, Y and Z as page
Nos. should be avoided as far as possible.
(d) Marking of References
References should invariably be marked in all incoming and outgoing letters and
files Nos. noted in the dak schedules (S-30)
(e) Books of References
(i) Book of reference should always be kept upto date by inserting
amendments as and when received.
(ii) Note books may be kept for recording important orders and instructions
and hand over on relief.
(f) Reminders
Every morning the reminder books should be consulted and be fore a reminder is
issued,it should be verified from the Record Section/Central Registry that the
reply has not been received.
(g) Message Writing
Messages are written in small letters. Form is self explanatory and should be filled
in accordingly. Instructions are published in AOs from time to time
(h) Clerks should work in co-operation as a team.
204
Precis No. 1520
Management School
ROUTINE INSPECTION OF MES OFFICES
Introduction
1. Inspection is carried out with three objects :-
(a) To ensure that offices are running efficiently in accordance with the rules
and instructions.
(b) To set the offices right where the rules and instructions are not observed
properly.
(c) To bring the offices upto date.
2. Inspections also bring out the difficulties experienced by the executive in complying
with the government orders and instruction and are consequently a source of setting out
easy methods for quick and efficient running of an office.
3. This precis deals in general terms with the important points to be borne in mind while
holding charge of the various MES offices and when inspecting the offices of the
subordinate formations.
Important Points
4. Detailed points worthy of notice when actually inspecting the MES offices are given in
the undermentioned forms :-
(a) IAFW – 1778A – Annual inspection report of the offices of CWE.
(b) IAFW – 1778B – Annual inspection report of the office of a GE/SDO.
Some of the important points which should be borne in mind are given in the following
paragraphs.
5. Blank
General
6. (a) Security arrangements are adequate and all concerned know them; Indian
Official Secrets Act is signed by all concerned
(b) Deviations/discrepancies are brought to the notice of immediate superiors
immediately.
(c) All observations noted at the last inspection have been progressed and
settled.
(d) System of filing, dealing with a recording of correspondence (both secret
and ordinary) and submission of reports/returns are efficient; unnecessary
correspondence is avoided as much as possible.
(e) Separate files exist for policy and other important rulings/instructions and
they are easily accessible to all concerned.
(f) Books of regulations periodicals are available and are kept up-to-date.
(g) Adequate fire precautions exist; surprise practices are carried out and staff
is kept conversant with their duties.
(h) Executive staff get out to works sufficiently and visit unit commanders
regularly for laison.
7. E 1 Section
(a) Office accommodation is suitable
(b) Authorised establishment is correctly employed and surpluses/deficiencies
regularised.
(c) Central registry has been maintained and is functioning properly.
(d) Class IV servants are supplied with liveries to authorised scales.
205
(e) Service records are maintained up-to-date.
(f) Muster Rolls are compiled correctly and supported with details of stores
issued and work done.
(g) Pay and accounts of personnel are settled up-to-date.
(h) Securities are furnished by subordinate personnel entrusted with the
custody of cash or stores in accordance with the rules.
(i) Welfare arrangements are suitable.
(j) Disciplinary cases (including Court of Inquiry) are progressed and not
held up.
(k) Old records are destroyed regularly.
8. E2 Section
(a) Authorised registers, such as the following, are maintained properly :-
(i) register for all works showing progress of each work from the stage of
initiation of demand until it is administratively approved.
(ii) register of approval to works,
(iii)barrack damages register,
(iv) requisition register,
(v) roads register,
(vi) road metal register,
(vii) periodical services measurement books and periodical
services register,
(viii) cantonment gazetter,
(ix) register of railways sidings and platforms,
(x) demolition register.
(b) There are no works in progress or completed without approval of the
competent financial authority.
(c) Registers of requisitions reconcile with construction accounts.
(d) Completion reports (Part A and B) are sent in time.
(e) List of sanctioned special repairs are maintained.
(f) There is a definite policy and programme for renewals and periodical
repairs.
(g) Road renewal programme is maintained.
(h) Roads graphs are properly kept.
(i) Works diaries are maintained for each major project and they are up-to-
date.
(j) Time and progress charts are maintained properly.
(k) Proper precautions are taken in the preservation of stores.
(l) Action is taken to clear unwanted buildings.
(m) Photographic record of major important, Works is maintained.
9. Barrack Service
(a) Adequate arrangements exist for storage of furniture and suitable repair workshop
is provided.
(b) Articles of furniture are maintained in good condition.
(c) Authorised numerical accounts of furniture are maintained.
(d) Obsolete and unserviceable furniture is stacked separately and disposed of in
accordance with orders.
(e) Suitable model room exist and are maintained.
(f) Annual stock verification and physical check of furniture are carried out
systematically.
(g) Quarterly inspection of furniture is unit lines and officers quarters is done
regularly.
(h) Station and unit distribution ledgers of furniture and kept up-to-date amd
maintained in an approved manner.
(i) Register of authorized furniture and furniture stock registers are properly
maintained and kept up-do-date,
206
(j) A list of all rentable buildings is being maintained on authorised proforma.
(k) All outstanding recoveries on account of quartering charges are being vigorously
pursued.
10. E3 Section
(a) Adequate arrangements exist for storage of stores.
(b) Articles of stores are maintained in good condition.
(c) Authorised numerical accounts of stores are maintained.
(d) Up-to-date tally cards are maintained for all articles of stores and they agree with
the ledgers.
NOTE :- Check some of the items at random.
(e) Proper receipts are obtained from contractors and others for stores issued
immediately on issue.
(f) surpluses in stores for projects are reported to the authorities concerned after due
consideration of their being utilised on other jobs.
(g) Procedure for disposing of unserviceable stores is a practical affair which
prevents the possibility of re-issue.
(h) Security arrangements are adequate against theft.
(i) preservation and stacking of different stores have been carried out in an approval
manner.
11. E4 Section
(a) Visual checks are made on overhead lines, pipes, pipe lines leading to gardens
and supply lines to detect unauthorised connections.
(b) Installed machinery, tools and plant, spares, first aid appliances, buildings
including workshop are clean and tidy.
(c) Satisfactory arrangements exist for repair of T and P.
(d) Adequate safety precautions exist where machinery are in motion and staff is
conversant with the artificial respiration process.
(e) Authorised protective clothing, dark glasses, torches, rubber gloves are issued to
E/M personnel concerned.
(f) Fuel handling system is efficient; fuel and lubricants are checked daily and turn-
over is effected on the reserve.
(g) Use of expendable stores, such as cotton waste, is enconomised.
(h) Adequate transport arrangements exist for officers/subordinates; vehicles are kept
in running order and no abuse is made.
(j) Installations governed by the Factories Act and Boiler Regulations are reported,
certificates obtained and the inspectors concerned are satisfied that the usual
requirements have been observed.
(k) Air conditioners/refrigerators are provide in hospitals/buildings where authorised.
(l) Lighting conductors are tested periodically and test records checked and initialled.
(m) No plant is lying idle for want of spare parts and regular inspections/tests in
respect of plant and machinery (including refrigerators and air conditioners) are
carried out where necessary.
(n) Log sheets and plant running record books are kept up-to-date.
12. E-5 Section
(a) Authorised registers, such as the following are maintained up-to-date:-
(i) Register of appropriations.
(ii) Register of securities.
(iii) Unpaid wages register.
207
(b) Accurate data is available for preparation of Schedule of Demands.
(c) There is proper co-ordination between the executive staff and the unit accountant.
(d) Construction account are maintained properly.
(e) Monthly expenditure returns are submitted punctually.
(f) Expenditure charts are maintained properly.
(g) The case is properly protected and suitable arrangements exist when transacting
cash business with banks/treasuries.
(h) Cash book is maintained properly and checked regularly by the UA; payments are
made by officers concerned or duly authorized subordinates.
(j) Audit observation on cash accounts are settled expeditiously.
13. E-6 Section
(a) The following registers/documents are maintained up-to-date:-
(i) Register of plans.
(ii) Record drawings,
(iii) Cantonment and other station plans.
(iv) Type plans.
(b) System of keeping drawings is efficient.
(c) Register of permanent and temporary buildings etc. are maintained up-to-date and
corrections notified to all concerned.
14. E-8 Section
(a) The following are maintained properly and up-to-date.
(i) Register of contractors,
(ii) Register of contracts,
(iii) Bill register,
(iv) Record of contractors,
(v) Register of security deposits,
(vi) Register of star prices and proportional rates,
(vii) Work site order book.
(b) Disputed claims of contractors are disposed of in accordance with the rules.
(c) Contractors bills are paid promptly subject to normal rules.
(d) No completed work is remaining unmeasured and unbilled for.
(e) Bills and muster rolls are properly checked by the surveyors staff in accordance
with the rules.
15. Unit Accountant Office
(a) UA has no difficulty in having access to executive accounts for reconciliation
purposes; his books and accounts are properly maintained and rendered on due
dates.
(b) Register of sanction is maintained in complete and up-to-date condition.
(c) Register of specimen signature is up-to-date.
(d) Register of measurement books is properly maintained; the balance is correct and
those issued to exist.
(e) Completed measurement books are returned to the UA.
208
Precis No 1521
Management School
DUTIES OF SUBORDINATES
Introduction
1 In any organised set up , which involves employment of more than one individual, the
first pre-requisite to smooth functioning is to lay down specific duties for each
individual. By laying down specific duties, the work is executed in time and delay is
avoided. MES has similarly laid down specific duties for the various classes of
establishment under their control.
2 This precis deals with the duties of some sof the members of Class III (Group ‘C’)
service.
Superintendent B/R Grade I(Now JE B/R)
3 Duties of Supdt. B/R Grade I are as under :-
(a) In inspect Govt. Property and execute repairs where necessary.
(b) to supervise works in progress.
(c) to perform other technical duties in an administrative/executive office, E/M, B/S
duties or those of a cashier when called upon to do so.
(MES Regs, Para 53)
Superintendent B/R Grade II(Now JE B/R)
4 A Supdt B/R Grade II is ordinarily as assistant to Supdt. B/R Grade I and performs such
duties as may be assigned to him. He may be placed in charge of Independent Section
under the Garrison Engineer.
(MES Regs, Para 58)
Superintendent E/M Grade I(Now JE B/R)
5 Supdt E/M Grade I is responsible for the efficiency of all installations and workshops in
his charge. He may be called upon to perform other technical duties in an
administrative/executive office, as also duties in connection with B/S and those of a
cashier.
(MES Regs, Para 54)
Superintendent E/M Grade II(Now JE E/M)
6. Duties of Supdt, E/M Grade II normally correspond to those of a Supdt, B/R Grade I in
so far as E/M works are concerned.
(MES Regs, Para 58)
Surveyor assistant Grade I(Now JE QS&C)
7 Surveyor’s Assistant Grade I is GE’s office will :-
(a) Prepare tender documents (except specifications and drawings) for works service
within the GE’s powers for entering into contract.
(b) Technically check all deviation orders, rates and contractor’s bills before payment
and muster rolls after payment.
(c) Carry out such other technical duties relating to contracts and bills as he may be
directed to perform.
(MES Regs, Para 56)
Surveyor Assistant Grade II(Now JE QS&C)
8 Duties of Surveyor Assistant Grade II are as under :-
(a) Checking, squaring and abstracting dimensions.
(b) Preparing of bills of quantities from abstracts.
(c) Pricing and abstracting of bills of quantities.
209
(d) Checking the measurement of small services as ordered by the officer under whom
employed.
(e) Preparing estimates of costs of small services.
(f) Comparing the quantities with those in abstracts and checking the items and prices
in bills.
(g) Performing such other technical duties relating to contracts and bills as he may be
directed to perform.
(MES Regs, Para 59)
Supervisor B/S Grade I
9. Supervisor B/S Grade I carries out all furniture, stores and revenue duties as directed by
BSO including safe physical custody in good repair of furniture and other stores entrusted
to him. He is responsible for accurate and up-to-date accounting of receipts and issue,
preparation of occupation/vacation returns after physical check and completion of
revenue records and other connected duties. He is responsible for the efficient and
economical administration of furniture godowns and workshops to ensure that articles for
repairs do not accumulate.
MES Regs,Para55.
Supervisor B/S Grade II
10 Supervisor B/S Grade II is ordinarily assistant to Grade I and carried out duties as
ordered.
Supervisor/Store Keeper I/C Stores
11 Supervisor/SK i/c stores is responsible for: -
(a) Receipt and issue of stores in accordance with the prescribed procedure.
(b) Safe custody in good order and condition of all stores in his charge.
(c) Correct maintenance of tally cards and stock registers.
(d) Actual quantities of the stores on charge.
(e) Observance of precautionary measures against fire and the maintenance of fire
appliances under his charge in good order.
(f) Informing his BSO/Supervisor of requirements of stores for replenishment of
stock.
(MES Regs para61)
Meter Readers
12. Meter Reader is responsible for reading meters and preparing returns of recoveries.
(Memo on Procedure, Org and Duties of BK/Stores Branch, Paras 72-76)
Draughtsman
13. The duties of draughtsman in an engineer office include:-
(a) Tracing and copying plans.
(b) Making plans for measurements including chain surveying and leveling.
(c) Preparing designs from sketches and instructions.
(d) Keeping record plans and skeleton record plans amended to date.
(e) keeping registers of buildings amended to date.
(f) Such other technical duties as he may be directed to perform.
(MES Regs, Para 60)
Office Superintendent
14. Office Supdt is responsible for administration, supervision of office work, training,
guidance and general discipline of all employees in the office/section.
(MES SO, Para 57)
Clerk
15. A clerk is responsible for all clerical work ordered by the officer under whom he is
employed including the maintenance of accounts.
(MES Regs, Para 62)
210
Cashier
16. (a) Duties of a cahier are assigned to an Upper Division Clerkor LDC with 15 yrs of
service.
(b) The duties of a clerk employed as a cashier so far as cash is concerned are
confined to taking charge of it, recording receipts and payments in the cashbook
and taking charge of important documents connected with this Work. He neither
receives cash, nor makes payments, except under the written orders of the GE.
Other clerical duties besides those of a cashier may also be assigned to him.
(MES Regs, Para 63)
211
Precis No. 1522
Management School
INCOME – TAX
Introduction
1. Income-tax is one of the sources of Revenue to the Central Govt. This is assessed and
recovered from the assesses as per the rules and rates laid down in the Indian Financial
Act passed by the parliament annually. This Act applies not only to Govt. servants but
also to all business Men, Firms, Industries etc. managed either by individuals or corporate
bodies. This precis deals with recovery of Income-tax from the Govt servants.
Income
2. Income is classified under the following heads :-
(a) Salaries.
(b) Income from House Property.
(c ) Profits and Gains of business or profession.
(d) Capital Gains and
(e) Income from other sources.
Tax deduction at source
3. Every employer should deduct income tax at source in monthly instalments on the
salaries disbursed by him, final adjustment being made from the last salary payable
before the end of March. For this purpose, the employer has to take into account only the
income under “Salaries excepting cases where additional income is permitted to be taken
into account, like income from house property.
Filing of Return
4. Every salaried employee has to file a return with the Income Tax Officer in the
appropriate form including the income from other heads, if any and pay balance of tax, if
any as self assessed tax. Where he has income from other sources and by adding them
with salaries, his tax liability exceeds by 33 and 1/3% of tax liability on salaries alone, he
should file an estimate of his total income and pay the difference in tax as advance tax in
three equal instalments. This will apply only if the advance tax so payable exceeds Rs.
5,000/- for the year.
Cases where salaried employee need not file a return
5. If a salaried employee satisfies the following conditions, he need not file a return
regarding his income during the previous year :-
(a) His salary excluding pre-requisites, etc., did not exceed Rs. 50,000/- (Limit
applies to the total salary income after allowing the standard deduction).
(b) He was not at any time, a director, or beneficial owner of shares carrying 20 per
cent or more of voting power in the employer company.
(c) The aggregate of his income, if any, from sources like dividends, dividends on
units, interest on securities, did not exceed the limit upto which such income is
deductible under section 80-L.
(d) Income tax has properly been deducted at source from his salary.
Definition of Salary
6. Salary includes all kinds of pay, D.A., overtime allowance, bonus, leave salary, advance
of pay compensatory allowance, value of rent free quarters, fees, honorarium,
reimbursement of tuition fees, pension, subsistence allowance, interim relief, and house
rent allowance to the extent not exempted under Sec. 10 (13-A).
However ‘salary does not include-
(a) T.A. granted on transfer.
(b) Composite Hill Compensatory Allowance subject to maximum or Rs 150 p.m.
212
(c) Any special compensatory allowance in the nature of border area allowance or
remote locality allowance or
difficult area allowance or disturbed area allowance.
(d) Tribal Area Allowance.
(e) Special allowance granted to those working in any transport system to meet the
personal expenditure.
(f) Children Educational Allowance not exceedings Rs. 100 p.m. pet child up to
maximum of two children.
(g)Hostel subsidy not exceeding Rs. 300 p.m. per child up to a maximum of two
children.
Salary Income
7. Salary due, whether paid or not, advance salary and arrears of salary paid will be
chargeable to income tax for that year. Advance salary and arrears of salary are taxable
on receipt basis, but relief can be claimed on accrual basis, if it is advantageousto the
employee.
Salary received from any United Nations Organisation is not taxable.
Income which are fully exempt from tax –
8. Incomes listed below become fully exempt from tax in the case of Government servants
Death/Retirement gratuity.
Commuted value of pension. (including commutation on full pension on permanent
absorption... in P.S. Undertaking)
Cash equivalent of leave salary paid on quitting service.
Leave travel concession.
House Rent Allowance
9. If the employee is living in a rented house exemption is allowed to the extent of the least
of the following :-
(a) the actual amount of H.R.A received;
(b) rent paid in excess of 10% of the salary;
(c) 50% of the salary if ……………………… the residence is at Bombay, Calcutta,
Delhi or Madras 40% of salary if the residence is situated ay any other place.
If an employee lives in his own house , or in a house where he does not pay rent/pay rent
not exceeding 10% of salary,no exemption available& the entire amount of HRA drawn
by him is taxable.
Rent-free Accommodation
10. If the employee is living in a rent-free accommodation (unfurnished) an amount equal to
the licence fee which would have been paid by an official of similar status not entitled to
rent-free accommodation should be added to the salary. If the accommodation is
furnished, there will be a further addition equal to 10 per cent per annum of the original
cost of furniture provided or actual hire charges payable, if such furniture is hired from a
third part.
Deductions
11. From the salary income, the following deductions are admissible:-
(a) Standard Deduction –
Uniformly at the rate of 33 and 1/3 % of the Salary income subject to a maximum
of Rs. 30,000. Standard deduction is allowed to all salaried employees and
pensioners, on income chargeable under the Head “salaries”. This concession is
for the year as a whole and even if the employee has served under more than one
employer. The deduction should be limited to Rs 30,000/-.
(b) Profession Tax –
Actually paid
213
(c) Incentive for Savings –In accordance with budget proposals for the year 1990-91,
a tax rebate of 20% of the savings subject to a maximum amount of savings Rs
50,000/- is envisaged.
(d) Deposits Under National Savings Scheme-Deduction is allowed for the entire
amount deposited subject to a maximum of Rs. 30,000/- in a year under National
Savings Scheme notified annuity scheme of L.I.C. In case, any withdrawal
(together with the interest accrued thereon) is made, the whole of the amount
withdrawn will be deemed to be income in the year in which such withdrawal is
made.
Interest on the deposits made under the National Savings Scheme will be taxable
only in the year of withdrawal. The D.D.Os, may take this deduction into account
while computing income tax on salaries.
Donation to certain funds and charitable institutions
12. Donations made to the following funds are eligible for deduction, if the aggregate amount
of donations is not less than Rs 250 during the financial year :--
(a) Prime Minister’s National Relief Fund.
(b) National Defence Fund.
Jawaharlal Nehru Memorial Fund
Primer Minister’s National Relief Fund.
Prime Minister’s Draught Relief Fund.
National children’s Fund
Indira Gandhi Memorial Trust.
(c) Approved institution or fund established in India for charitable purpose and
fulfilling the prescribed conditions. Any sum paid as donation for the renovation
or repair of any notified temple, mosque, gurdwara, church or other place of
historic, archaeological or artistic importance or a place of public worship of
reknown.
Deduction allowed :-
(a) Entire amount donated.
(b) fifty per cent of the amount donated.
(c) Fifty per cent of the amount donated subject to maximum of ten per cent of gross
total income.
Deductions in respect of items in (a)& (b) above are to be allowed at source by
the employer. Tax relief on other donations should be claimed from the I.T.O by
filing returns.
13. Salient features on recovery of Income Tax FOR the financial year 1990-91
(i) Income tax exemption limit raised from Rs. 18,000/- to Rs 22,000/-)
(ii) Income tax rate of 20% is to be levied upto Rs. 30,000/-( as against present Rs.
25.000/-).
(iii) 8% surcharge of Income tax is to be levied on the taxable income exceeding Rs
75,000/- (as against the present limit of Rs 50,000/-).
(iv) As against the present system of allowing of deduction U/s 80(C) of I.T. Act 61, a
revised system of tax rebate on the gross amount of savings U/S 80 (c ) of LT .
Act has been introduced. Under the revised scheme the deduction will be from the
Income Tax payable and not from the Income as explained in illustrations.
Under the new system 20% of the total savings such as contribution to provident
Fund, LIC, NSC, AGI etc subject to a maximum of Rs. 10,000/- is to be allowed
Income tax rebate on the computed amount of income tax leviable. The present
slab system of allowing the saving U/S 80 (C) for determining the total taxable
income has been done away with.
(v) The limit available for saving incentives U/S 80CCA in NSS, Jeevan Dhara etc,
hAs been raised from Rs. 30,000/- to Rs 40,000/-
The rate of Income Tax for the F.Y. is as under
1) Where the total income does NIL
not exceed Rs. 22,000/-
214
2) Where the total income 20% of the amount by
exceeds Rs. 22,000/- but does which the total income
not exceed Rs. 30,000/- exceeds Rs 22,000/-
3) Where the total income Rs 1600/- + 30% of the
exceeds Rs 30,000/- but does amount by which the
not exceed Rs 50,000/- total income exceeds Rs 30,000/-
4) Where the total income Rs 7600/- + 40% of the
exceeds Rs. 50,000/- amount by which the
does not exceed Rs. 1,00,000/- total income exceeds Rs 50,000/-
5) Where the total income Rs 27,600/- + 50% of
exceeds Rs 1,00,000/- the amount by which the
total amount exceed Rs 1,00,000/-
Surcharge @ 8% on Income Tax recoverable is to be levied in the case of every person
having a total income (taxable income) exceeding Rs 75,000/-
ILLUSTRATION – I
Gross Income per Annum Rs 42,000/-
Standard deductions U/S 16 (i) @ 1/3rd
Subject to a maximum of Rs 12,000/- Rs 12,000/-
Taxable income Rs. 30,000/-
Income Tax on Rs 30,000/- (A) Rs 1,600/-
Saving U/S 80 C Rs 8,000/-
Rebate of income Tax @ 20% of saving
Subject to a maximum of Rs 10,000/- as (B) Rs 1,600/-
I.T. Rebate.
Tax to be recovered (A) –(B) Rs 1,600/- (-)
Rs 1,600/-
= NIL
ILLUSTRATION – II
Cross Income (A) Rs 82,000/-
Standard deductions U/S 16 (i) @ 1/3rd
Subject to maximum of Rs 12,000/- (B) Rs 12,000/-
Savings U/S 80 CCA (NSS) (C) Rs 40,000/-
Taxable income A-(B+C) (D) Rs 30,000/-
Income Tax on taxable income Rs 30,000/- (E) Rs 1,600/-
Saving U/S 80 C Rs 6,000/-
Rebate of I.T. @ 20% on savings subject to a
Maximum rebate of Rs 10,000/- as Income Tax rebate (F) Rs 1,200/-
Tax to be recovered E-F Rs 1,600/-
Rs 1,200/-
Rs 400/-
ILLUSTRATION – III
Gross Income Rs 82,000/-
Standard deduction U/S 16 (i) of I.T.
Act Subject to a maximum of Rs 12,000 Rs 12,000/-
Taxable income Rs 70,000/-
Income tax on taxable income or Rs 70,000 (A) Rs 15,600/-
Savings U/S 80 C Rs 46,000/-
Rebate of I.T. @ 20% on savings subject
To maximum of Rs 10,000/- as I.T. Rebate (B) Rs 9,200/-
Tax to be recovered (A) – (B) = Rs 6,400/-
215
ILLUSTRATION – IV
Gross Income (A) Rs 82,000/-
Standard deduction U/S 16 (i) (B) Rs 12,000/-
Saving U.S 80 CCA (C) Rs 12,000/-
Taxable income (A) – (B+C) Rs 47,000/-
L.T. on taxable income on Rs 47,000/- (D) Rs 6,700/-
Savings U/S 80 C Rs 23,000/-
Rebate of I.T. @ 20% on savings subject to
a maximum of Rs 10,000/- as I.T. Rebate (E) Rs 4,600/-
Tax to be recovered (D) – (E) = Rs 6,700/-
Rs 4,600/- (-)
Rs 2,100/-
ILLUSTRATION – V
Cross Income R (A) Rs 1,35,900/-
Standard deductions U/S 16 (i)
@ 1/3 rd subject to maximum
of Rs 12,000/- (B) Rs 12,000/-
Saving U/S 80 CCA (C) Rs 40,000/-
Taxable income A – (B+C) (D) Rs 83,900/-
L.T. on taxable income of
Rs 83,900/- (E) Rs 21,160/-
Saving U/S 80 C Rs 35,000/-
Rebate of I.T on savings subject
to a maximum of rebate of Rs 10,000/- as I.T rebate (F) Rs
7,000/-
Tax to be recovered E-F Rs 14,160/-
S.C @ 8% on I.T. Rs 1,133/-
2. Income from house property
1. Under the Income Tax Act, employers is required to deduct at source the tax on salary
only, after allowing the permissible deductions. It is for the employee to include income
under other heads, if any, and submit his annual return to the Income Tax Officer, paying
balance of tax.
Where an employee has positive income under any other head of income also, he can
furnish the prescribed particulars of such income and tax deducted at source thereon to
his employer and the employer can compute the total tax liability and deducted
appropriate tax from salary. However, such computation should not reduce the tax
deductable from the salary had other income not been taken into account.
While computing income from house property, the Act provides for deduction of interest
payable on borrowed capital (for construction/acquisition of the house) in addition to
other items. If the net income happens to be a loss, it can be sent off against the income
from other heads, subject to certain conditions. In such a case, the tax payable will be
less than what was deducted at source by the employer and the employee can get refund
of the excess amount from the I.T. Department, alternatively, the employee can furnish to
the I.T.O. the particulars of his income including the minus income (i.e. loss) from house
property and the approximate amount of tax payable thereon. If the I.T.O. is convinced
about the details, he can issue a certificate to the disbursing officer to deduct tax taking
into account the loss under the head ‘property’
216
COMPUTATION OF INCOME FROM HOUSE PROPERTY
Let Out Self-Occupied
1. Gross Annual Value :
Amount for which the property might reasonably NIL
be let out or annual municipal valuation or actual rent received
whichever is the least …………………………………………… A
2. Less : Corporation/Municipal Tax
Actually paid by the owner in the year………………………….. B
3. Net Annual Value (A-b)………………………………………… C NIL
4. Allowance for newly constructed property:
(construction completed after 3e1-3-1982-
available for five years only)
Rs 3,600 or Net annual Value ©, whichever is less…………….. D NIL
5. Net adjusted annual Value (C-D)………………………………. E
6. Deduction u/s 24
For repairs *1/6th of E)………………………………………….
Insurance Permia paid…………………………………………..
Interest paid/payable on borrowed capital:
(a) relating to year of account
(b) pertaining to the period upto date of
construction/acquisition to the extent not
allowed as deduction………………………………….
Ground rent payable…………………………………………….
Land revenue paid……………………………………………… (limited to Rs
5,000)
Collection charges limited to 6% of E…………………………
Vacancy allowance (period for which house
Was vacant) (proportion of E)…………………………………
Irrecoverable rent, if any, subject to the
Condition that computation of income from
House property is not a negative figure………………………. F
7. Net chargeable income (E-F) G G(Minus)
Note 1- If ‘G’ is minus figure, the loss can be set off against
other income
Note 2 - In respect of purchase/construction of residential house property
construction of which is completed after 31-3-1987, deduction up to Rs.
10,000/- in a year is allowable in respect of payment of instalment of
repayment of loan, along- with other savings :
3. When salary is received in arrears
15. For the purpose of chargeability to tax, salary includes arrears of salary received in the
year, irrespective of the years to which such arrears relate, if not taxed earlier on accrual
basis. However, the recipient can claim relief which is computed in the following
manner :-
a) Calculate the tax payable on the total income, including the arrears, in the year in
which the same is received A
217
b) Calculate the tax payable on the total income, excluding the arrears, in the year in
which the same is received B
c) Difference between the tax at (a) and (b) i.e, A-B. C
d) Compute the tax on the total income after excluding the arrears in the year to
which the same relates D
e) Compute the tax on the total income after including the arrears in the year to
which the same relates E
f) Difference between the tax at (d) and(e), i.e., E-D
g) Excess of tax computed at (c) over tax computed at (f) i.e C-F,G
G is the amount of relief admissible under the Act.
If G is minus figure, no relief is admissible.
If the recipient of arrears of salary is an employee of the Government or any Public
Sector Undertaking, he can furnish the prescribed particulars to his employer (Disbursing
Officer) who will grant relief according to the provisions of Section 89(I).
If the arrears relate to more than one year, they should be spread over the relevant years
to which they pertain in the manner explained above and the amount of relief arrived at Rule 21 a
and Section 89 (1)&192 (2-A).
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Precis No 1523
Management School
POSTING AND TRANSFERS – OFFICERS AND SUBORDINATES
Introduction
1. Moves of Officers and subordinates from one office to another are often necessary in the
interest of the public service with a view to employ them to the best advantage of the
service. Such moves adds to efficiency and are called ‘Postings and transfers’.
2. This precis deals with the types of moves, authorities competent to sanction moves and
joining time.
Types of Moves
3. Moves are of 2 types :-
(a) Permanent
(b) Temporary
4. (a) Move on permanent nature of duty for a period exceeding 180 days is called
transfer on permanent duty or permanent transfer.
(b) Move on duty for a short period NOT exceeding 180 days is called temporary
move or move on temporary duty.
(c) Move on temporary duty, if it subsequently exceeds 180 days can be reclassified
as move on permanent duty or permanent transfer.
(d) Move or transfer on permanent duty is NOT reclassified after the move of the
individual has actually commenced from the station where he was officially
located when he received the transfer orders.
(e) No move on tour of inspection is classified as permanent irrespective of its
duration.
(f) Moves on MES personnel to attend courses of instruction at the CME are
TEMPORARY move even though the duration of any course may exceed 180
days.
Policy regarding Transfers – Subordinates
5. Salient points from the policy regarding transfers of Group ‘C’ and ‘D’ civilians
employees laid down by the E-in-C are given below. Supplementary instructions are
issued by CEs Commands.
(a) Group ‘D’ personnel should not normally be transferred from one station to
another except in very special circumstances like adjustment of
surpluses/deficiencies, promotions or exigencies of service.
(b) Routine transfers of Class III personnel are to be avoided and postings restricted
to contingencies like adjustment of surpluses/deficiencies, promotions,
compassionate grounds/mutual basis and exigencies of Service or administrative
requirement and to cater to turnover from tenure stations.
(c) Postings on administrative ground are to be first approved by E-in-C .
(d) Non-industrial personnel are command based. For adjustment of surpluses outside
Command, the junior most should be posted out.
(e) Industrial personnel are Area – based and junior most will be posted out in
case of adjustment of surpluses out of the Area.
(f) For enblock moves of offices, the longest stayees in the station (excluding
tenure expired in tenure stations) should move by making local adjustments.
(g) Longest Stayee – Volunteers having done 2 years in a station are to be given
preference and longest stayees will move in absence of volunteers. When
promotion is involved, it is the promotee who should move in absence of
volunteers.
(h) For determining the longest stay in a station, all MES units (including CE’s Office
located in that station) and adjacent localities are to be taken into consideration.
Seniority will be decided by CE Grouping will be decided by CE Command.
219
(j) Adjustment of Surpluses – Non – industrial personnel within the Command and
Industrial personnel within the Area longest stayee (or volunteers if available)
(k) Transfers should be avoided during middle of academic year. Sufficient warning
should be given.
(l) Age Factor – Persons having attained 55 years or over should not be transferred
except at their request and to stations of their choice provided clear vacancies are
available.
(m) Compassionate Posting – Domestic grounds should be verified with civil
authority and MC submitted if request is on medical grounds. Application are
screened by a Board of Officers. Postings are to be against clear vacancies failing
which against volunteers. Compassionate transfers are ordered at the expense of
individuals only.
(n) Mutual transfers on grounds other than compassionate may also be considered.
No TA is allowed.
(o) Female Government servants should not be posted to Field Service/Concessional
area and non family station.
(E-in-C 79040/EIC(!) dated 31 AUG 1994)
(p) Female employees posted out to accommodate tenure repatritees are eligible for
posting back to the stations from where they are posted or to their choice stations
after three years in such stations
Policy Regarding Tenure Stations
6. Salient points are given below:-
(a) All civilian subordinates of basic categories except MT driver and Class IV persons
are liable for tenure posting.
(b) to be done once a year, viz Feb/March.
(c) Criteria for Selection
(i) Volunteers, preferably those who have done 2 years in a station.
(ii) those who have not done tenure since joining MES – in order to seniority
provided he has completed 3 years in station. The same applies to those
posted to MES under surplus/deficiency scheme.
(iii) Every individual must do full tenure. If posted back (on compassionate
grounds) before completion of tenure, he will be nominated again after
expiry of 3 years.
(iv) Nomination of those who have already done tenure will be strictly on basis
of their last date of return from tenure stations.
(v) Those who have completed 50 years of age should not be posted to tenure
stations/should not be retained in tenure stations beyond 53 years of age.
(vi) Those over 50 are not to be posted to snow-bound area or where the tenure
is 2 years.
(vii) Those posted from one command to another on compassionate grounds will
not be nominated until completion of 3 years.
(d) List of tenure stations and panels to nominate persons in absence of volunteers are
drawn/maintained by CEs Command
(e) Posting Back – Individual will be allowed to opt for return to original station from
where they were posted or to another choice station. Replacements will be
volunteers, failing which senior- most on the panel. Personnel may opt for another
tenure, if they so desire.
(f) Comprehensive instruction based on the above guidelines are issued by CEs
Command.
(E-in-C No 79040/E1C dated 21 Sep 1974 and No 79040/EIC/(I) dated 22 Sep 1978)
220
Incidence of TA/DA and Lien on Conveyance
7 See Precis No 1512
Note :- Casual personnel are entitled, in addition to their wages during transit, the actual
cost of transporting their luggage and a single fare by ordinary mode of conveyance admissible
to regular personnel of the corresponding category
(MES Regs para 94)
Period of Handing/Taking Over
8. The normal period allowed is 7 days where physical check of stores is involved and 4
days in other cases. (AO 310/73)
Authority competent to Sanction Moves
9. The moves/transfers within the MES are ordered by the various competent authorities as
under :-
(a) Permanent Transfers
Military Officers - MS
Civilian Officers - E-in-C
Subordinates – Civilians
Inter-Command - E-in-C
Within the command - CE Command
Within the Zone - CE Zone
Within the Area - CWE
Within the Division - GE
Militarised Cadre of MES (JCOs/NCOs etc)- Engineer Group and Centre
concerned
All postings of civilian subordinates to tenure - CE Command
Station and back to non-tenure stations are ordered by
(b) Temporary Duty Moves – E-in-C/CE Command /CE Zone/CWE/GE within their
own jurisdiction.
10. All posting/transfers consequent on the adjustment of surpluses/deficiencies under SAO
22/5/2002 and on compassionate grounds to and from non-MES units are ordered by
Army HQ, AG’s Branch, New Delhi.
Dates of Striking Off and Taking on Strength
11. A civilian employee on transfer from one unit to another is to be struck off the strength of
his previous unit from the date he is relieved of his duties in that unit and taken on the
strength of the receiving unit from the date he actually joins the receiving unit. The
intervening period will be considered as joining time under the normal rules.
(G of I, Min of Def, Memo No 71355/Org-4 (Civ) (A)/3322/D (Civ-II) dated 9 Apr 1965
Joining Time
12. Civilians of Defence Services are governed by the CCS (Joining Time) Rules, 1979
issued vide Govt of India, Ministry of Defence, OM No. F10(1)/79/D (Civ-II) dated 8
May 1980 in supersession of all previous orders/instructions regarding joining time,
Salient features of the Rules are given in Appendix ‘A’ to this precis.
221
Appendix ‘A’
Precis No. 1523
(Refer Para 12)
JOINING TIME
Eligibility
1. Joining time is granted to a Govt servant on transfer in public interest to enable him to
join the new post in the same station. Joining time is not admissible in cases of
temporary transfer for a period not exceeding 180 days. Only the actual transit period as
on tour is allowed,as per CCS (Joining Time)Rules 1979
2. Rules do not apply to those :-
(a) Engaged on contract.
(b) Not in whole-time employment of Government.
(c) Paid out of contingencies.
Rule (1)
3. Surplus staff transferred from one post to another under the Scheme Regulating
Deployment of surplus staff are eligible for joining time.
Rule 4(2)
4. Those discharged due to reduction of establishment from one Central Govt office are
entitled to joining time, if orders of appointment to new post are received by them while
working in the old post. If received after being discharged from old post, the period may
be converted into joining time without pay by Head of Department provided :-
(a) The break does not exceed 30 days, and
(b) The continuous service rendered by him on the date of discharge is not less than 3
years.
Rule 4(3)
5. Employees appointed to posts under Central Govt on result of competitive examinations
and/or interviews open to Govt servants, are entitled to joining time but temporary
employees with less than 3 years of regular continuous service are not entitled to joining
time pay.
Rule 4(4)
Commencement of Joining Time
6. Joining time commences from the date of handing over charge of old post if charge is
made over in the forenoon, or the following date if the charge is made over in the
afternoon.
Rule 5(1)
Calculation of Joining Time
7. Joining time will be calculated from old Headquarters in all cases including :-
(a) Where the charge is made over at a place other than old HQ.
(b) Where the Headquarters is changed to the tour station itself (when on tour)
(c) Where his temporary transfer is converted into permanent transfer.
Rule 5(2)
8. Not more than one day’s joining time is allowed to join a new post within the same station
or which does not involve a change of residence from one station to another. Rule 5(3)
NOTE :- ‘Same’ station means the area falling within the jurisdiction of the
municipality or corporation, including such suburban municipalties, notified areas or
contonments as are contingous to the named municipality etc.)
222
9. In cases involving transfer from one station to another and also involving change of
residence, joining time is calculated with reference to distance between the old and new
headquarters as under :-
Distance between the old HQ Joining time admissible Joining time admissible
And new HQ when transfer necessarily
involves continuous travel by
road for more than 200 Kms.
1000 kms or less 10 days 12 days
More than 1000 kms 12 days 15 days
More than 2000 kms. 15 days 15 days
Except in case of travel by air for
which the maximum will be 12 days.
NOTE :- Distance means actual distance and not weighted mileage.
Change of Permanent Duty Station
10. If an employee in transit on transfer is directed to proceed to a place other than that
indicated in the initial transfer orders,he is entitled to joining time already availed upto
the date of receipt of revised orders plus fresh spell of full joining time from the date
following calculated from the place of which he receives the revised orders.
Rule 6(3)
Extension of Joining Times
11. Joining time beyond the limits given in Para 9 above can be extended upto 30 days by the
Head of Department and beyond 30 days by the Ministry of Defence.
Rule 5(5)
Combination with Leave/Vacations
12. Joining time may be combined with vacation and/or regular leave of any kind or duration
except casual leave. Rule 6(2)
Suffering of Holidays
13. When holiday(s) follow(s) joining time, the normal joining time may be deemed to have
been extended to cover such holiday(s).
Rule 5(4)
Unavailed Joining Time
14. When a Govt servant joins a new post without availing of full joining time, the number of
days of joining time as admissible under Para 9 above, reduced by the number of days
actually availed shall be credited to his leave account as earned leave.
Rule 6(1)
Joining Time Pay
15. A Govt servant on joining time is regarded as on duty during that period, and is entitled
to Joining time pay equal to the pay he drew at the old station before handling over
charge. He is also entitled to dearness allowance appropriate to joining time pay and
compensatory allowances like CCA and HRA as applicable to old station but not to
conveyance or permanent travelling allowance.
Rule 7
223
Precis No 1524
Management School
SECURITY FIRE PRECAUTIONS
Introduction
1. Elaborate instructions on Fire Precaution and Fighting Measures are contained vide AO
190/79. Formations, units and installations must exercise utmost vigilance, evolve an
efficient anti-fire system to meet their requirements and make all ranks fire-minded.
Cleanliness and tidiness are the most important contributory factors in fire prevention.
Watchfulness leads to early and timely shortcomings. Immediate action to remedy the
defects noted helps to prevent actual outbreak of fire. Fire preparedness at all times is
essential to combat a fire in its initial stage and thus minimise, if not prevent, loss of
stores and equipments. The necessity of methodical training and frequent practices
connot be therefore, overemphasized.
Fire Services Inspection Organisation
2. QMG is responsible for fire services in respect of the Army.
3. A Fire Service Inspection Organisation functions at Army HQ and HQ Commands
consisting of an Inspector Fire Service at the Army HQ (QMG Branch) and Asst
Inspector Fire Services at Commands (Q Branch). The detailed duties and
responsibilities are laid down in AO 190/79. The Inspector Fire Services and Asst
Inspector Fire Services are required to carry out the units inspections as laid down in the
Army Order and submit reports for further action. Formation Commander during annual
administrative inspection will pay particular attention to the aspect of fire prevention and
fire fighting in units/formations. Their inspection reports will cover the adequacy in
general and the serviceability and operatibility of equipment in particular.
4. QMG’s Branch Q1(D) is responsible for fire service in respect of Army. The functions
of the Staff is so far as fire prevention and fire fighting are concerned, are as under :-
(a) Advisory
(b) Provision of fire fighting equipment.
(c) Inspection of fire fighting arrangements.
(d) Attendance at Court of Inquiries on major outbreaks of fire.
Responsibility
5. The Station Commander :-
(a) Appoints a Standing Station Fire Committee consisting of 3 officers, preferably :-
(i) an engineer officer,
(ii) an ASC officer
(iii) an officer of field rank from a unit in the station.
(b) Is responsible for co-ordination of fire prevention and fire fighting arrangements
within the station.
(c) is responsible for forwarding recommendations of the station fire committee to
Staff HQ concerned.
(d) Is responsible for formulating an inter-unit mutual aid Scheme on a station basis
and holding practices at least once in 2 months.
6. The Station Fire Committee :-
(a) inspects periodically (NOT less than twice in a year) fire prevention and fire
fighting arrangements in various installations in the station;
(b) ensures that arrangement for training of personnel in fire fighting duties are
adequately made by the installations concerned;
(c) holds surprise fire practices in selected units in consultation with OsC units, and
(d) submits to the Station Commander reports of their inspection and
recommendations, if any, for the provision of equipment.
224
7. The OC Installations :-
(a) is responsible for the efficiency of fire prevention and fire fighting arrangements;
(b) details a qualified officer to carry out the duties of Fire Officer in addition to his
nomal duties;
(c) ensure that efficient liaison is maintained with neighboring installations and civil
Fire Brigades with the object of providing mutual aid;
(d) details a fire piquet of sufficient strength to handle fire fighting equipment and
ensures that the fire piquet receives adequate practical training in the use of such
equipment, and holds realistic fire practices regularly to ensure that the entire
organisation works with clock wise precision.
NOTE :- CsWE/GEs when carrying out annual inspection normally arrange a
practice drill with a view to ensure that the staff is adequate trained in fire
duties.
(E-in-C AHQ No/38868/E2A of 12-5-52)
(e) Ensure that fire orders are drawn up properly (See paras 10 to 19 below) and
known throughout the unit.
(f) Enforces security measures strictly, and.
(g) Brings to the notice of the Station Commander through the Station Fire
Committee any inadequacy in the arrangements.
Scales of Fire Fighting Equipment
8. The scales of fire equipment and the procedure for issue are laid down in AI 61/55 and
SAO 30/S of 1964. Appendix ‘A’ shows the scales of fire fighting equipment for an
engineers Stores Depot and MES establishments. Issue of minor equipment is authorized
by HQ Commands and that of major equipment by the QMG. The scale of minor
equipment can be increased upto 25% by the QMG. All other cases require sanction of
the Government of India.
9. Fire fighting equipment is treated as station stores. It is NOT moved when a unit moves
out of station. It is either returned to the Ordnance Depot concerned or handed over to
the relieving unit/OC Station pending arrival of new unit, Staff authorities concerned are
informed accordingly.
Fire Precautions
10. Fire precautions, details in unit standing orders, are strictly observed (See Appendix ‘B’
as a guide).
11. Building are insured when either let to private individuals or used for purpose of Cinema
Exhibitions.
(MES Regs, Para 637)
12. All should have a clear knowledge of the following :-
(a) Fire Fighting Equipment
(i) Minor equipment
Situation of Fire Points and the equipment available.
(ii) Major equipment
Details of equipment showing where they are siuated.
(b) Water Supplies
(i) Places where taps for refilling buckets are situated.
(ii) Places where Hydrants are situated.
(iii) Places where static tanks are situated. (show capacity of each tank)
(iv) Availability of other supplies (Give details of supplies and position at which
pumps can be installed)
225
NOTE :- Provision of special fire mains requires the sanction of the Government of India.
(MES Regs, Para 853)
(c) Duties of Fire Piquet
The fire piquet is mounted daily/weekly. The piquet carries out the duties laid
down in’ Order for fire piquet’
(d) Fire Alarm Arrangement
Points where the fire alarms, consisting of gongs and beaters, painted red, are
situated.
(e) Assistance Available
Details of all outside assistance available, military and civil, showing locations
and Telephone No.
Outbreak of Fire Due to Spontaneous Combustion
13. Some of the important precautionary measures to be enforced in stacking stores of
different types and arrangement by zonal areas to avoid spontaneous combustion are
given in AO 365/54 as a guide.
Action to be taken on Outbreak of Fire
14. By the Person Discovering the Fire
Shout FIRE and keep on shouting FIRE until assistance arrives. At the same time
attempt to put the fire out with available equipment.
By Person Next Arriving at the Scene
15. Sound the alarm and help to put the fire out. Close all doors and windows to prevent
outside air from getting into the building or room.
NOTE :- This does not prevent anyone from breaking open locked doors and
windows of any closed building/rooms if it is considered essential to arrest the fire
at its origin and fight the fire more effectively.
By the Fire Piquet
16. Double to the scene of the fire with major equipment where held, and help to put out the
fire.
Other Personnel
17. Doble to scene of the fire & fall in.
18. The senior officer or NCO present takes charge of operations and decides whether to call
outside assistance or not
(AO 958/50)
19. Immediately on outbreak of fire action is taken to inform the HQ of the next higher
formation and the staff authorities in accordance with the instruction in AO 565/52
(Appendix ‘C’). Procedure regarding convening Court of Inquiry is also laid down
therein..
226
Appendix ‘A’
Precis No 1524
(Refer para 8)
SCALES OF FIRE FIGHTING EQUIPMENT FOR AN ENGINEER STORES DEPOT
Minor Equipment
(a) One Fire point per 2500 sq yds, superficial area, to consist of 3 buckets of water.
(b) For every FIVE Fire Points, the following additional equipment will be located in
a suitable place:-
(i) 2 Axes Hand
(ii) 1 Axe Felling.
(iii) 1 Axe Pick.
(iv) 1 Shovel G.S.,
(v) 2 Hooks Fire,
(vi) 4 Beaters,
(vii) 1 Crow Bar,
(viii) 1 Ladder 15 ft extending (or in lieu one bamboo ladder 15 ft)
(c) In workshops or store sheds, ONE Fire Point per 200 sq yds of floor space to
consist of :-
(i) 3 Buckets of water,
(ii) 2 Buckets of sand.
(d) Additional to (c) above, Paints Stores to have the following equipment per 50
tonnes of paints :-
(i) 5 Buckets of sand,
(ii) Five 2 galls, Foam extinguishers.
(e) Where NOT specifically stated otherwise, 2 gallons Soda Ash/Foam
Extinguishers will be provided as follows :-
(i) One 2 gall, Soda Ash/Foam Extinguisher for 7,500 sq yds if superficial
area.
(ii) One 2 gall. Soda/Foam Extinguisher for 200 sq yds of floor space.
2. Major Equipment
For every 2,50,000 sq yds superficial area :-
(a) 1 Trailer Fire Pump Large/Medium Complete with Appurtences.
(b) 1 Ladder extending 30’ (or in lieu one bamboo ladder 15 ft).
3. Scales of Fire Fighting equipment for MES Establishments is shown in AI 61/55 as
amended.
227
Appendix ‘B’
Precis No 1524
(Refer Para 10)
GENERAL INSTRUCTIONS
1. The general precautions against outbreak of fire which are to be observed and which will
from the basis of local fire orders are enumerated below. Local fire orders will be hung
up in every guard and store room, issued down to the commander of every platoon and
equivalent unit, and in I.A.. unit, communicated to all ranks at least once a quarter.
PRECAUTIONS
(i) Fires are not permitted in the vicinity of, nor, in any government building, except in
authorized fire places, stoves of braziers.
(ii) No fires or lights except those authorized for hospitals and guard-rooms, are allowed
lights out and reveille.
(iii) All fires will be swept out before unoccupied rooms are closed for the night. The
raking out of a fire on the hearthstone is to be avoided. Towards the time of lights out
all fires will be allowed to die down.
(iv) Those responsible for the closing of unoccupied rooms or buildings in which fires or
lights have been used will ensure before closing them that there is not risk of an
outbreak of fire occuring.
(v) Smoking in a storeroom or any place where dry grass, straw or combustible materials is
lying about, is forbidden.
(vi) Care will be exercised to avoid risk of fire when oil stoves or lamps are in use.
(vii) If a chimney catches fire, the fuel will be raked out at once and precautions taken to
stop a draught,
(viii) Fireworks or bonfires in barracks of camps are prohibited.
(ix) Empty packing cases or inflammable materials will not be stacked against the outer
walls of buildings or enclosures.
(x) No tent, screen or cooking place will be allowed within one hundred yards of thatched
or wooden building and charcoal braziers when in use will be protected by wicker
frames.
(xi) Roofs and walls of cook house will be kept clear of soot and chimneys swept by the
MES once a month.
(xii) Petrol, Kerosene, or other minerals oil or empty tins will never be stored in a building
containing a mechanical vehicle.
(xiii) Replenishment of fuel tanks of mechanical vehicles will only be made in the open air,
and not less than ten yards from any shed or building, and at a safe distance from any
naked lights. Petrol, tanks will remain closed and petrol taps turned off while
the vehicle is in a building.
(xiv) Smoking is prohibited within a garage or motor shed.
(xv) The greatest care will be taken to prevent the leakage of petrol, kerosene, and other
mineral oils and frequent examinations will be made to ensure that no leakage is taking
place.
(xvi) Petrol fires will be extinguished by the use of chemical fire extinguishers and/or by
smokitering with sand or earth. On a fire breaking out attempt to extinguish it and the
removal of all petrol in the immediate vicinity of the flames will be conducted
simultaneously. If the fire is being fed from a leak in a petrol pipe or tank the supply of
228
petrol should , if possible be cut off, or the vehicle moved with the object of preventing
the petrol from leak feeding the flames. Attempts should at the same time be made to
beat out the flame near the leak with a coat or anything suitable so as to sever the
flames form the leak. If a petrol fire has become too fierce one to be extinguished and
if there is a supply of petrol which is either feeding the flames or liable to do so all
doors and windows should be closed and every aperture which will admit air should be
blocked with wet mud or rags.
(xvii) Mechanical vehicle should be garaged with their brake off to enable their immediate
removal.
(xviii) If a mechanical vehicle catches fire, and it is not possible to move it away, all
other vehicles in the vicinity should be drawn away from the burning vehicle.
(xix) Chemical fire extinguishers will be inspected at least once a month and will be kept
filled and ready for any emergency.
(xx) Unauthorised persons will not interfere with electric, gas or water supply system in
military buildings, nor will fuse wires be replaced except by authorized personnel.
Inflammable Oil
2 In all stations where inflammable oils are to be kept or where the quantity is to be
increased, a board with MES officers on it when practicable, will be assembled to decide
upon the location of the store, the quantity of oils which may be kept therein and the
regulations under which it may be issued. The board will be guided by the provisions of
the petroleum acts in force and by the statutory rules and regulations issued by the G of I
and will conform to them as far as circumstances allow. In framing these instructions the
board will ensure that the oil is not stored where men can have access to it at night or
where it is near magazines or stores house and that the hours of issue are only by day
light so that utmost precautions are taken to avoid danger from fire.
The O.C station will issue orders that lights are at no time to be taken into the oil
stores, that a box of sand or dry earth is placed outside it for use in case of fire and that
water for the extinguishing of the fire is not to be used.
Fire Appliances
3. Fire engines will be kept near a quarter guard, the key of the building being hung
up in the guard room. Engines will be kept clean and the hose properly dubbed. Each
engine and hydrant will be tested monthly. The whole of the hose will be attached to the
engine or stand pipe and tested and hydrant boxes examined and cleaned. Hand pumps
will be kept in a prominent position besides the building with a group of fire buckets
filled with water.
229
Precis No 1525
Management School
COMPASSIONATE FUND OF THE GOVERNMENT OF INDIA
Introduction
1. The Compassionate Fund of the Government of India is intended for relief of
families of Govt servants, if they are left in indigent circumstances on account of the
premature death of the person upon whom they depended for support. The assistance is
restricted to those who have not received any other form of death benefits such as
Contributory Provident Fund, gratuity or family pension. In special cases, awards may be
considered also for families of Govt servant who die within six months of retirement or
where the Govt servant has been totally/permanently disabled.
2. This précis deals with the procedure regarding grant of relief from the fund,
conditions and grants.
Constitution
3. The fund is fed by an annual grant which is cumulative the unexpended balance
being carried forward from year to year. It is administered by a Committee consisting of
Cabinet Secretary, Home Secretary, Finance Secretary (Expenditure) and Labour
Secretary.
Eligibility
4. The Fund is intended for relief of families of Govt servants who die in service and
who were paid from the Consolidated Fund of India. The deceased servant should have
served in any Civil Department of Govt of India or under a Union Territory. It also caters
for Railway employees and civilians paid from Defence Services Estimate but not to P
and T Department.
Conditions for Grant of Award
5. The following conditions regulate the grants :-
(a) Grants are restricted to cases of exceptional deserving character where the fimily
is left in indigent circumstances.
(b) The deceased officer must have been a meritorious public servant.
(c) Death due to or accelerated by special devotion to duty establishes a
claim for consideration.
(d) Preference is given to dependents of deceased Government servants who
have put in long years of service.
(e) Other things being equal, preference is given to those who had been in the
lower pay ranges.
(f) Awards are not ordinarily made to families of retired Govt servants but
cases in which death occurred within six months of service or where the Govt servant has
been totally/permanently disabled can be considered.
230
Amount of Grant
6. (a) No family pension will be granted from the fund.
(b) In exceptional cases suitable recurring grants may be sanctioned for a
limited period as assistance towards special need such as expenditure on the education
of minor children.
(c) Limp sum grants in excess of Rs 1,000/- will not be made except in very
exceptional circumstances. The total benefit payable in any individual case (lump sum
and recurring) shall not normally exceed Rs 10,000/- or a year’s pay, whichever is less.
Application
7. No application will be considered which is not submitted to the Ministry
concerned within one year of the death of the Government servant unless delay is
sufficiently explained.
Procedure for Sanction
8. Application is to be strictly screened by the Head of Department/Administrative
Ministry and only genuine cases are submitted to the Ministry of Finance, duly
recommended.
9. After awards are made by the Compassionate Fund Committee, the Committee’s
decision is conveyed by the ministry of Finance (Dept of Expenditure) to the concerned
Ministry/Department. Based on this the Ministry/Department which sponsored the cases,
issues an expenditure sanction for payment out of the Compassionate Fund of the
Government of India addressed to the Pay and Accounts Officer of the Department
concerned with copies to all concerned.
10. In the case of civilians of Defence Services, Ministry of Defence would issue the
sanction directly to CDA(Pensions) Allahabad for necessary action.
General
11. Payment arising from the Compassionate Fund are not covered under the Scheme
for payment of Central Government Civil Pensioners through Public Sector Banks.
(G of I, Min of Finance (Dept of Expd) OM No 18(10)EV (B)/77 dated 18 Aug
1977).
12. Full and correct information should be given while forwarding such applications
to avoid back references from Ministry of Finance. Delays in submission after receipt of
applications from the widow defeat the very purpose for which Compassionate Fund
grants are intended viz, to provide immediate assistance to families left in indigent
circumstances because of Government servants dying in harness.
13. The committee have laid down the time-limit of three months from the date of
application in which period the Head of Department should scrutinize the application
and, if satisfied, forward the same to the administrative Ministry concerned, who should
forward the request to Dept of Expenditure without undue delay.
(G of I , Min of Fin OM No 10(1)/80-EV dated 27 May 1980)
231
232
Precis No. 1526
Management School
CASUALTY RETURNS AND PART II ORDERS
Introduction
1. Casualty returns and PTOs (Part Two Orders) are medium of notification of
events concerning various establishments officers and subordinates regarding postings,
promotions, punishments and other casualties in the course of their official life.
2. This précis deals with the measures to ensure acquaintance with orders, various
forms used and method of preparation of casualty returns and PTOs.
Measure to Ensure Acquaintance with orders
3. A file of current PTOs is kept with AOs/Office Supdts. Of each CE/CWE/GE
office for perusal by offers and subordinates.
4. Officer/Subordinates on rejoining from leave/tour make themselves acquainted
with all orders issued during their absence. Ignorance of published orders is not accepted
as an excuse for their non-observance.
Forms Used
5. (a) Casualty Returns
(i) Army Officers - IAFF-3010
(ii) JCOs/WOs/NCsE & Non-gazetted civilian - IAFF-3011
Personnel when employed in OP/Fd area
(b) PTOs
(i) Civilian Officers - all Cadres.
(ii) JCOs/WOs/ORs/NCsE when employed in peace area.
(ii) Civilian subordinates all grades in peace area.
NOTES: (1) Samples of IAFF-3010 and PTO forms given in Appendices ‘A’ and ‘B’.
(2) For other forms e.g., IAFF-3008, ‘Strength Return of Officers’ and
IAFF-3009, ‘Strength Return of Units’, see ‘Compilation of Reports and
Returns (Personnel)’ July 51 issued by Army Statistical Organisation.
(3) To ensure that the position of appointments shown in IAFF-3008
agrees with that reported on Casualty Returns (IAFF-3010) the following
certificate is endorsed by OsC Formation/Units on casualty returns (IAFF-
3010), notifying appointments and/or grant of acting rank: -
“Certified that the date and nature of appointments notified above,
agree with that shown in Unit Officers’ Nominal Roll (IAFF-3008) of the
formation/unit under my command for the corresponding month.”
233
(AO
25/54)
(4) Officers, JCOs, ORs and NCsE posted or transferred from one unit
to another are “SOS” (Struck-off-strength) of the dispatching unit with
effect from the date of which they are relieved of their duties and ‘TOS’
(Taken on strength) of the receiving unit from the same date. Promotions
and retention/relinquishment of ranks are governed by normal rules.
Method of Preparation
6. Casualty/Casualties of not more than one officer is/are reported on one and the
same form. Instruction for compilations of casualties/returns are contained in the
pamphlet referred to in para 5 Note (2) above.
7. Orders of a Unit are divided into two parts: -
(a) Part I Orders deal with general administration, training and matters not affecting an
individual’s pay and allowances, service or documents.
(b) Part II Orders are reporting incidents and casualties which affect the individual’s
pay, service or records, increments, promotions, reversions, punishments,
postings/transfers, verifications of service, changes in pay or post, suspensions,
deputation, leave, etc.
8. Each formation/unit publishes its own Part II Order in respect of personnel borne
on its strength as well as those attached to it. They are issued once a week on every
Monday or the subsequent working day if Monday is a holiday. AGE/Ind AGE forms the
Unit in the MES.
9. Each Unit issues only one series of Part II Orders at a time, the series start with
No 1 and run serially for a calendar year. Each issue of the Part II Order is consecutively
numbered. The number and date of the last Part II Order quoted in the appropriate space
to enable the recipients to check any missing Part II Orders.
10. Units Stationed in field area, if issuing their own Part II Orders, do not mention
the name of station. They enter “Field”: only in the space meant for station.
11. Each page of the Orders is serially numbered on the top right hand corner, the last
one being indicated by addition of words “and last”. If an issue consists of only one page
it is numbered as “First page and last”. Each page also shows the number of pages of
which the PTO comprises.
12. Each casualty in an issue is given a sub number commencing with No 1 for that
issue. Sub numbers are not carried forward from one issue of Part II Orders to the
subsequent one.
13. Part II Orders published every Monday (or the subsequent working day if Monday
is a holiday) cover all casualties occurring upto Saturday proceeding the date of issue.
For this purpose a casualty register is maintained in each office with the man responsible
for preparation of Part II Orders, in which day to day casualties are entered. They are
234
checked up and verified from appropriate documents on which the casualties are based by
the office Supdt or Incharge Section before being put up to the Officer-in-Charge.
14. Record Office for MES employees in each Command functions at the level of
Command Chief Engineer and maintains the Service Books with relevant documents for
all non-industrial employees and those industrial employees who have opted for
pensionary benefits. For industrial employees who have not opted for pensionary
benefits, the Service Books are maintained at the unit level.
15. To facilitate the maintenance of correct records and uniformity of procedure, each
Record Office issues to its lower formations, through the medium of Administrative
Instructions, specimen wordings of casualties guidelines on matters affecting records,
Headings under which casualties are published, Division by parts catering to various
categories whose casualties are to be published thereunder, Distribution etc.
16. Illustrative division of a Part II Order into various Parts, Categories and grades
included in each part and distribution is given below: -
Part ‘Casualties to be included’ Distribution
Part I (a) Civilian Officers and Subordinates holding Class III E-in-C
(Group ‘C’) permanent Selection Grade Posts-
all casualties CE Command
CWE, GE, CDA
(b) Class III (Group ‘C’) Selection Grade Persons
(PT/Ty) – the following casualties :-
(i) Appointments/Termination of Service/Retrenchment
(ii) Promotions/Reversions
(iii) Postings / Transfers
(iv) Punishments awarded
(v) Courses/Exams
NOTE :- Copies of Part I only are required by E-in-C. This part should be
segregated and closed with distribution address. Parts II, III and IV may be cyclostyled
continuously to form one set and not mixed up with Part I.
Part II (a) Selection Grade Personnel Class III (Group ‘C’) - CE Command
(Ty) – Casualties other than those shown in Part I(b) CWE
GE
CDA
(b) Non-industrial Non-selection Class III (Group ‘C’)
235
Part III Non-industrial Non-selection Class III and IV (Group ‘C’ and ‘D’)
Personnel CE Command
CWE
GE
CDA/RAO/LAO
Part IV Industrial Personnel
A- Group ’C’ who have opted for Pension Scheme - CE Command
CWE
B – Group ‘C’ who have not opted for Pension Scheme GE
CDA
C – Group ‘D’ who have opted for pension Scheme RAO/LAO/UA
D – Group ‘D’ who have not opted for Pension Scheme
17. Under each PART, layout of the Headings under which the casualties are
published may be as under :-
Strength Increase
Strength Decrease
Punishments
Pay and Allowances
Miscellaneous
Pensions
18. Part II Orders are typewritten or cyclostyled. Corrections or alterations should
not be made unless absolutely necessary and should be initialled by the officer signing
the Part II Orders.
19. In the case of casualties relating to increments, promotions, reversions,
punishments, transfers or other casualties having financial implications authority is
quoted in brackets immediately below the casualty.
20. Part II Orders are signed by an officer authorized to do so. When a PTO affecting the
officer who normally signs the PTO of the office concerned is to be issued, another officer of
the office should sign that particular PTO.
236
Appendix ‘A’
(Precis No 1526)
(Refer para 5)
CASUALTY RETURN OF OFFICERS
IAFF – 3010
CONFIDENTIAL
Statistical Unit Serial No ……………………………………………………………………………….Name of Unit
…………………………………………………..
Serving in : Sub Area/Area/Formation ………………………………………………………………….
Present return’s Serial No ………………………………………… Date ……………………………..Sheet No
………………………………………………………
Last return’s Serial No ……………………………………………. Date ……………………………..
RANK Person NAME Parent Nature Date Authy Detail CDA( For
al No (Surna Arm Of of where s of O) ORG
Sub W/Su Temp Actin
me to Casual Casual availa casual A/C 3/
b g
be ty ty ble ty No. CDA(
underli O) use
ned) only
237
* Rank held by officer Prior to Casualty Signature
…………………………………..
Distribution Designation ……………………………….
Postal Address …………………………….
……………………………………………..
PART II ORDERS
Appendix ‘B’
(Precis No 1526)
(Refer Para 5)
Page No.
UNIT …………………………………………… No
…………………………………………(Pages)
Station ………………………………………….. Date
………………………………………………..
Last Pt II Orders Published No …………………. Dated
………………………………………………
Sub Personal NAME Category Casualty
Numbers and
Date Particula
of Orders Grade
w.e.f. r
1 2 3 4 5 6
______________________________________________________________________________
______________
Distribution :
1
Precis No 1581
Managementc Department
FUNDAMENTAL PRINCIPLES OF DEFENCE WORKS PROCEDURE
Introduction
1. Military Engineer Services (MES) is an organization, which is entrusted with the task of
carrying out all engineer services for Defence Forces both in peace and war. Military Engineer
Services provides the Works Services to Defence Forces. It carries out Engineer Services under
separate budget head for the following :-
(a) Three Services i.e, Army, Navy and Air Force under instructions from their
respective Chief’s of Staff and competent authorities subordinated to them.
(b) Military Farms under instructions from Chief of Army Staff conveyed through
QMG,DRVF and DMF.
(c) Ordnance Factories under instructions from Ministry of Defence (Production) and
OFB.
(d) R&D under instructions from Scientific Advisor to Ministry of Defence and Chief
Controller Research and Development.
(e) DGQA under instructions from Ministry of Defence and Director General of Quality
Assurance.
(f) Other agencies of Central/State Govt. under orders of Ministry of Defence.
The rules under which MES functions are contained in Regs for MES (1968) Reprinted
1982.Standing Orders containing administrative and technical instructions relating to detailed
procedure for internal administration and function of the MES is given in the MES Standing
Orders 1995 print.
2. (a) To carry out this task efficiently and economically, it is essential to have a systematic
‘Procedure’ so that each task is completed within target time at minimum possible expenditure.
Defence Works Procedure – 1986, therefore has been made applicable to cater to the present needs
of work services with effect from April 86 and in short referred to as DWP-86.
(b) DWP-86 has been issued by the Govt, MOD letter No.95533/POL/CSS/E2WPC/687/DO-
II/D(W-I) dt 17.6.86 & E-in-C policy letter No. 7/E2 (WPC)/86 issued under letter No
95533/POL/E2WPC dt 31 Jul 87.
(c) DWP needs to be operated along with the Time Schedule issued by the Govt, MOD letter
No. 95533/POL/CSS/E2(WPC)/472/DO-II/D(W-I) dated 24 April 86 issued under E-in-C policy
letter No 6/E2WPC/86 dated 12.6.86.
(d) Amplifications/clarifications on the operation of DWP-86 have been issued by the E-in-C
policy letter No 8/87/E2(WPC) dated 17 August 87.
3. This précis deals with the principles underlying the works procedure (DWP-86) and its mechanics.
General Conditions
4. An efficient procedure should fulfill the following requirements:-
(a) It should be a logical outcome of a detailed study of all pertinent factors e.g., scope of task,
organization, economic, political and social conditions both within and outside the country.
(b) It should establish a rational allocation of functions to individual units of organization so that:-
(i) Full scope of the task is covered,
(ii) All similar activities are grouped and allotted to the appropriate unit,
(iii) Unnecessary co-ordination and paper work is avoided.
(c) It should allot definite responsibilities to individual units and invest them with necessary
powers to act up to those responsibilities; there should be no overlap of responsibilities of
powers.
(d) It should establish a clear chain of ‘Control’ with attendant responsibilities.
2
(e) It should permit continuity of operations irrespective of incumbents.
(f) It should have sufficient flexibility to meet emergencies.
(g) It should be simple, clear and easily understandable.
5. Since MES is concerned with spending of ‘public money’ for the benefit of Defence Forces,
following additional principles have to be observed:-
(a) Only work services necessary for efficient functioning of Defence Forces to be undertaken.
(b) Services are taken up in their order of necessity.
(c) Services are planned and estimated in advance so that appropriate budgetary provisions can
be made by the Govt.
(d) All accounts are properly maintained.
(e) A rigid control is imposed over the expenditure at all levels even if it involves slightly
disproportionate expenditure on ‘Control operations’.
Mechanics of Procedure (Controls)
6. DWP-86 lays down a three-fold control over the entire process as:-
(a) Administrative control.
(b) Financial control.
(c) Technical control.
7. Administrative control is exercised by the G of I and Commanders of Armed Forces, referred to as
Competent Financial Authorities (CFA). It is designed to ensure that the services proposed are:-
(a) really necessary,
(b) in accordance with current policy,
(c) in conformity with scales,
(d) taken up in order of priority and urgency i.e., in conformity with the approved works
programme.
(e) related to budgetary provisions.
8. Financial control is exercised by the commanders through the MES and is designed to ensure that:-
(a) Before a service is taken up, it has been approved and funds
allotted for its execution.
(b) During execution of service, account of expenditure are properly kept and the allotment is
not exceeded.
(c) Funds are spent on the actual service for which they are allotted.
(d) Maximum economy is achieved while incurring any expenditure.
9. Technical control is exercised by MES (i.e., Engineers) both before and during execution.
(a) Before a service is taken in hand, it is ensured that:-
(i) it is adequate to fulfill requirements,
(ii) scales laid down by Govt are followed,
(iii) design and specifications are sound and economical and updated as permitted by
DWP-86,
(iv) estimates are as accurate as possible,
(v) contract agreements have no ambiguous clauses,
(vi) the work is inescapable and no cheaper alternative is feasible.
3
(b) During the execution of service, it is ensured that:-
(i) materials and execution are according to specifications,
(ii) specified quality standards are maintained,
(iii) payments for the work are made in accordance with the terms of contract
agreements,
(iv) accounts of expenditure are properly kept,
(v) expenditure does not exceed the allotted funds,
(vi) adequate safety precautions are exercised,
(vii) close and timely supervision is carried out to obviate defects.
10. Control operations are exercised both before and after payments of bills as below:-
(a) Financial check is exercised by:-
(i) Defence Accounts Department (DAD).
(ii) Test Audit Department.
(b) Technical check is exercised by:-
(i) Surveyor Works Branch (SW’s Branch).
(ii) Additional Director General Technical Examinations (ADGTE’s Branch) HQ at New
Delhi (TE’s Branch).
11. DAD carries out pre-payment check and assists in maintenance of account while Test Audit
Department carryout test check after payment. SW’s branch prepares contract agreements and
carries out pre-payment technical check. TE’s branch carries out test checks after payment. Except
for the SW branch, others are independent of MES.
12. To sum up, the fundamental principles of DWP-86 are:-
(a) No work services will be executed without administrative approval, formal release of
work/funds and technical sanction having first been obtained from the authority appropriate in
each case and without funds being available to meet expenditure on it (but see further
provisions of Para 10, 11 and 12 of DWP-86).
(b) No officer will, in the course of the financial year, exceed the aggregate budget allotment
made to him on any works or under any sub head of maintenance.
(c) No officer will exceed any specific budget allotments made to him under any minor or
detailed head, except in so far as he may, within his powers of transfer of funds, be able to
meet excess expenditure on one item by equivalent savings on another.
(d) The final cost of any service may exceed the amount of A/A by not more than 10%. An
officer will take no action which will commit Government to expenditure beyond 10% of A/A
amount without obtaining prior sanction of CFA in the form of Financial concurrence (FC),
corrigendum or revised A/A, by exceeding the estimates by the above tolerance limits, the
CFA’s powers themselves will not be exceeded.
(e) A property is deemed to be abandoned when taken off a care and maintenance basis.
(f) No project will be split up merely to bring it within the powers of an approving authority.
(Para 9 DWP-86)
Important Aspects of DWP-86
12A. The salient features of the DWP-86 are:-
(a) New project not to be progressed beyond acceptance of necessity unless included in the major
works programme for the relevant financial year. Adm Approval should preferably be
accorded before commencement of the year. All works to be released as soon as budget is
passed by the Parliament.
(Para 7 (e) of DWP-86)
(b) Works Review Committee at the level of Joint Secretary for project costing Rs. 2 Crores and
above (to be revised as and when required) to focus only on major capital works projects.
4
(Para 7(f) of DWP-86)
(c) Furniture replacement on station basis upto Rs 50,000/- to be treated as ordinary repairs.
Beyond this limit can be sanctioned as special repairs chargeable to the Revenue, as per MOD
letter No 3(7)/97/DO-II/D(Works) dt 17 Sep 97.
(Para 8 of DWP-86)
(d) Go-ahead sanction to include pilling and reclamation of land where necessary (with a separate
AE).
(para 10 (a) of DWP-86)
(e) For time bound projects, designated as such by the Govt. “special powers” for engineer
officers institutionalized. This is for detailing officers anywhere in the country, consultancy
for any item, stationary, Photostat machines, typewrites and other equipments from projects
contingencies, hiring of construction staff quarters, OYT telephones, telex, cement from open
market, importing steel, cement through STC, single/selective tendering dispensing with
advertisements.
(Para 12(b) of DWP-86)
(f) For prestigious buildings, 10 percent extra cost for special architectural features and superior
specifications.
(Para 16A(d) of DWP-86)
(g) AEs to be updated for cost just before adm approval.
(Para 20(b) of DWP-86)
(h) Office equipment like duplicators, calculators and so on at present charged to office
contingencies can now be charged to project contingencies, taking into consideration various
instructions issued by MOD on the subject.
(Para 38 of DWP-86)
Exceptions
13. If for urgent military reasons delay in the issue of administrative approval based on
approximate estimate cannot be accepted, the CFA is empowered to order commencement of
work on essential items of accommodation prior to the issue of administrative approval. The
‘Go-ahead’ sanctions accorded by CFAs lower than Government of India, will be subject to
the following restrictions:-
(a) The ‘Go-ahead’ sanction will be ordinarily restricted to items comprising collection of stores,
i.e. site clearance, external services, construction of essential temporary non-residential
accommodation for the staff and stores of the MES, accommodation for the constructional
staff and preliminary works necessary for the execution of the project. The work relating to
piling and reclamation may also be covered by the ‘Go-ahead’ sanction provided it is duly
supported by an approximate estimate for piling and reclamation.
(b) The ‘Go-ahead’ sanction will not exceed 20% of the rough cost excluding the cost of land.
(Para 10 DWP-86)
14. Under unexpected or unforeseen circumstances, arising from operational military necessity or on
urgent medical grounds when reference to the appropriate CFA would entail dangerous delay which
may make it imperative to short circuit the normal procedures. If such circumstances arise, any
commander may order commencement of work by furnishing an order in writing to the engineer
officer concerned. In such circumstances the following principles will guide the commander
concerned in deciding on his action:-
(a) Can the appropriate CFA be referred to and a reply be received without causing dangerous
delay in commencement of the work.
(b) If the conditions in (a) above cannot be fulfilled a departure from either the spirit or the letter
of the laid down procedure is justified, if he bases his decision on some facts which could not
be known to the appropriate CFA and if he is satisfied that he is acting as his superior would
order him to if he were present.
5
(c) If he neglects to depart from the letter of laid down procedure when the procedure in the
circumstances set out above is clearly demanded, he will be held responsible for any failure
or disaster that may accrue.
(d) Should he decide that it is necessary to depart from the laid down procedure he will
immediately report the fact at the earliest possible moment to the appropriate CFA informing
any intermediate Commander concerned at the same time, with copies to CDA.
15.(a) Again in the case of imminent danger to buildings, etc. or of a breakdown of a supply from
an installation, when delay would be seriously detrimental to the public service the local
MES or PWD officer will take steps to protect Government property or the inhabitants, etc.
but he must at once report the facts of the case and the reasons for his action to superior
engineer authority; the local military commander, and to the CDA concerned stating the
liability he is incurring.
(b) The procedure outlined in Para 10,11 and 12 of DWP-86 does not dispense with the
necessity for the issue of Adm Approval based on the subsequently prepared Approximate
Estimates at the earliest opportunity. However, such works can be started without waiting
for specific allotment of funds for the project. Whenever any Time Bound Projects are
entrusted to the MES with the stipulation by the Government on completion of facilities by
stated dates, Chief Engineers are to exercise the following special powers in connections
with planning and execution of such projects. This will come as a separate para in the
Administrative Approval accorded by the Government:-
(i) Detailing officers any where in the country.
(ii) Resorting to consultancy for any item of work.
(iii) Purchase of stationery, reprographic equipment, typewriters and any other equipment
required, chargeable to the project contingencies.
(iv) Hiring of construction staff accommodation for all construction staff quarters.
(v) Payment of OYT or any other charge for the telephone connections on priority out of
project contingencies.
(vi) Installation of telex equipment in CE/CWE offices out of contingencies of the
project.
(vii) Procurement through STC/SAIL/PSUs of imported steel/cement.
(viii) Procurement of cement at Non Levy rates from the open market.
(ix) Single tendering and selective tendering.
(x) Dispensing with advertisement for contracting.
(Para 12 DWP-86)
16. The responsibility for getting the Audit objections on Works Matters settled is given in the QMG
letter No B/01247/AP/Q3W(Policy) dated 16 March 89 (Refer Appendix ‘A’).
Fast Track Procedure for sanctioning and execution of certain selected Md Accn Projects of the
Army.
17. MOD vide their letter No. 3(6)/96/DO-II/D(Wks)dt 03Apr 97 circulated under E-in-C’s Br letter
No.95533/Pol/E2(WPC) dt 07May 97 has conveyed the sanction of the President to the laying down
of the “Fast Track Procedure” for sanction and execution of certain selected Md Accn works of the
Army costing above Rs. 75 Lakhs as per salient provisions contained in the Sanction letter.
18. In the Go-ahead sanction accorded for FTP Projects for Md Accn, provision has been made for
incurring expdr upto 10% of the rough cost of the projects. However, it will be ensured that expdr is
carried out only on essential items like soil investigation etc. and total expdr does not exceed 1% of
the cost of the project till regular A/A for the work is issued.
6
Appendix ‘A’
[Precis No. 1581]
(Refer Para 16)
QMG letter No B/01247/AP/Q3W (Policy) dt 16 Mar 89 addressed to all Command Headquarters.
RAISING OBJECTIONS ON FORMATION
HEADQUARTERS ON WORKS MATTERS
1. The aspect of defining the division of responsibility between Staff and the Engineers (MES) to
answer audit objections on works has been under consideration at this HQ for some time. Whereas
the powers to sanction works are vested in various formation commanders, the responsibility for
execution of works and submission of technical documents is that of the Engineers (MES). The issue
was examined in consultation with Air and Naval HQs and it has consequently been decided that the
areas of responsibility would be as given in the succeeding paragraphs.
2. Staff Responsibility. Staff authorities will be responsible to deal with and reply to objections
pertaining to the following works matters:-
(a) Irregularities in according the sanctions.
(b) Sanctioning of works under Paras 10 and 11 of DWP-86.
(c) Changes in scope of work due to administrative reasons.
(d) According of sanction without prior possession of land.
(e) Non finalization of cases pertaining to recovery of rent, allied charges, barrack damages
once the individuals, agencies, units have been declared defaulters despite all actions taken by MES
authorities.
Administrative actions to recover such revenues due to the state should thereafter be taken by staff
authorities. These actions are to be taken by the staff 3 months after the issue of notice by the MES
authorities and their consequent declaration as defaulters.
3. Engineers (MES) responsibility. Objections on all other aspects of works matters not covered in
Para 2 above unless other wise specified would be dealt with by the Engineers (MES).
4. To ensure that the areas of responsibility are generally well defined, the delineation of responsibility
in dealing with and answering the audit objections has been given at Appendix attached.
5. A reference is being made to the CsDA accordingly to issue suitable directions to the CsWE on the
subject. You are requested to disseminate this information to all formations units under your
Commands.
Sd/-x-x-
(HL Dhawan)
Brig
DDS Qr (B)
7
Appendix
(Refer Pars 4 of letter No.
B/01247/AP/Q3W (Pol ) dt 16 Mar 89 )
RAISING OBJECTIONS ON FORMATION
HEADQUARTERS ON WORKS MATTERS
1. The delineation of responsibility to reply to audit objections pertaining to works matters between
Staff and MES are given in the succeeding paragraphs.
2. Staff Responsibility. Staff authorities will be responsible to deal with and reply to objections
pertaining to:-
(a) Irregularities in according the sanctions.
(b) Sanctioning of works under Paras 10 and 11 of DWP-86.
(c) Changes in scope of work due to administrative reasons.
(d) According of sanction without prior possession of land.
(e) Non finalisation of cases pertaining to recovery of rent, allied charges, barrack damages once
the individuals, agencies, units have been declared defaulters despite all actions taken by
MES authorities. Administrative actions to recover such revenues due to the state should
thereafter be taken by staff authorities. These actions are to be taken by the staff 3 months
after the issue of notice by the MES authorities and their consequent declaration as defaulters.
3. Engineers (MES) responsibility:-
To be responsible to deal with objections pertaining to:-
(a) Irregularities in scales, authorization, rates and specifications adopted in the sanctions and
administrative approvals and later, in adopting the irregular specifications, rate, authorization
and so on during execution of works.
(b) Delay in raising of bills against individuals, agencies, private persons, contractors, units, for
licence fees, barrack damages, rent and allied charges and so on. To take adequate follow up
action to effect recoveries is the responsibility of MES. After all the actions have been taken
by MES, and three months after the respective individuals, agencies or units are declared
defaulters, further actions are to be taken by the staff as per para 2 (e) above.
(c) All aspects associated with conclusion and administration of contracts.
(d) All other aspects not included in the Staff responsibility with regard to works matters unless
otherwise specified, will be the responsibility of the Engineers (MES).
8
Precis No 1582
Management Department
ADMINISTRATIVE CONTROL
Introduction
1. To obviate uncertainties which existed earlier between the period from date of issue of A/A, to
release of funds to actual commencement of work on ground, DWP-86 has introduced a time frame
for both i.e. Pre Adm and Post Adm planning. This would certainly expedite the execution of
works on ground. This précis deals with salient provision of DWP-86 for the activities involved in
Pre-Administrative planning of works.
Classification of Works
2. To ensure that adequate attention is paid to the necessity of a work both as regards its scope and
cost, works are classified as under for administrative and technical purposes:-
(a) Original Works.
(b) Repairs.
Original Works
3. This comprise of the following:-
(a) Construction of building and other defence works and their internal fixtures together with
the provision of necessary services such as roads, E/M services, water supply furniture
arboriculture, fencing/gate, area drainage, ranges, etc. as well as purchase and additions.
(b) Reconstruction of Building and Roads.
(c) Widening of Roads.
(d) Alterations necessitated by administrative reasons.
(e) Works necessary to bring into use buildings and services newly purchased or previously
abandoned or rendered unusable by extraordinary causes such as storm, fire or earthquake.
(f) Purchase and Installation of Static Plant and Machinery.
(g) Provision of Furniture.
Notes: (1) Demolition and rebuilding on existing foundation is to be treated as original work.
(2) Provision of furniture which does not form part of any project will be treated as original
. (Major or Minor) work (depending on the cost) as given in para 4 below.
4. For administrative purpose the original works are further divided into the following categories:-
(a) Major Original Works: Works costing over Rs. 1, 00,000/- come under this category.
(b) Minor Original Works: Works costing Rs. 1, 00,000/- and below fall in this category.
(Para 13 DWP-86)
(c) Authorised Works: Works which are authorized by Govt in Regulations or by separate
orders of a general or specific nature and those which it is customary to provide for troops as
laid down in Scales of Accommodation for Defence Services (1983) or other authority
issued by the Government.
(d) Special Works: These include all works not falling under (c) above. Special works are
approved when exceptional local conditions justify the necessity or as an important
experimental measure.
(Para 14 DWP-86)
9
NOTES:
(1) Special works should not be approved if the effect would be to introduce a new
practice or change of scale.
(2) Where no scales have so far been laid down and there are no orders prohibiting the
undertaking of these works, competent Administrative authorities may within their
competence sanction works upto the financial powers delegated to these for special
works if it is customary or technically essential to provide the same.
(3) Unless competent financial authority at acceptance of necessity stage approves the
special item of works while accepting the necessity for the project as a whole engineer
need not prepare approximate estimate for such items/work.
Repairs
5. Repairs comprise all maintenance and periodical services, renewals and replacements as well as
alterations, necessitated by technical or engineering reasons. Works required to make good
damages to buildings, roads, installations and services due to extra-ordinary causes, but which are
still usable are also classified as ‘repairs’.
NOTE: Whether or not a building etc., is still ‘usable’ will be decide by the Court of Inquiry
convened to investigate the loss.
(Para 6 DWP-86)
6. Repairs are classified in two categories:-
(a) Ordinary repairs – These Comprise:-
(i) Petty repairs.
(ii) Periodical services vide Table G of MES Regulations.
(iii) Replacements and renewals costing upto Rs. 50,000/-
(b) Special Repairs: These consist of replacements and renewals costing more than Rs. 50,000/-
each.
NOTES:
(1) In case of special repairs carried out to a group of buildings in a particular
area, i.e. when the repair work is continuous in point of space and time, total
cost of repairs to all the buildings is to be taken together.
(2) GE will be the competent authority for grouping of buildings for the purpose
of special repairs.
(3) Replacement of furniture of value upto Rs. 50,000/- on station basis rendered
unserviceable by wear and tear will be treated as ordinary repairs.
Replacement beyond this limit can be sanctioned as original work chargeable
to the Revenue.
(4) Special repairs will be treated as ‘Original Works’ except for budgetary
purposes.
(5) No Administrative Approval is necessary for ordinary repairs. Allotment of
funds for that purpose implies Administrative Approval to the extent.
(6) In cases where special repairs and additions and alterations to a building or
buildings become necessary at the same time, the work will be sanctioned as
one project and treated as an original work for all purposes.
(7) Special repairs work for all purposes should be treated as ‘Original Work’
except for budgeting purpose – funds for which shall be asked for along with
maintenance of work services.
7. In case of repairs to roads or runways and taxi tracks where an annual maintenance rate is laid
down, repairs are carried out on ‘as required’ basis. Such repairs are treated as ordinary even if the
cost of repairing a particular section exceeds Rs. 50,000/- provided the total allotment is not
exceeded. But if the cost of repairs exceeds the allotment these will be treated as ‘Special’.
Exceptions
8. As an exception to the general rule, CWE/GE (Indep) may at their discretion treat the minor
original works costing upto Rs. 2500/- as ‘repairs’.
(Para 222 MES Regs)
10
NOTES: (1) In the case of water, electrical or sanitary internal installations, alterations
may only be carried out as repairs provided that this does not involve any
increase in the existing installations.
(2) The CWE/GE (Indep) may delegate all or a portion of his powers under this
paragraph to GEs or outstation AGEs by name.
Original Works
9. To overcome inordinate delay and uncertainties with regard to time and related cost escalation
problems on this account, DWP-86 lays down time frame for all important stages involved in
sanctioning of major projects so as to streamline such activities during pre-administrative approval
planning. This time frame of 78 weeks shall have to be adhered to by the CFA’s.
The concept of ‘Perspective Planning’ of works has now been introduced along with a ‘Yearly
approved major works programme’ in order to make the time frame effective - APPENDIX ‘A’.
This Time Schedule of 78 weeks for Pre-Adm approval activities is given at - APPENDIX ‘B’.
(Auth: E-in-C’s Br letter No 39349/E2WPC dated 12 Jun 1986).
Defence Works Procedure – 86 (Provisions)
10. While processing original works for sanction, a concerted effort is expected from all concerned
authorities viz Staff, Users and MES. In this regard, amplifications made on various provisions of
DWP-86 in the following G of I letters which are mutually interlinked shall be fully taken into
consideration for economy oriented results and better co-ordination.
(a) G of I, M of D letter No 95533/Pol/CSS/E2WPC/472/D-II/D(W-I) dated 24 Apr 86.
(b) G of I, M of D letter No 95533/Pol/CSS/E2WPC/687/D-II/D(W-I) dated 17 Jun 86.
(c) G of I, M of D letter No 95533/Pol/CSS/E2WPC/779/D-II/D(W-I) dated 04 Jul 86 - .
APPENDIX ‘C’
An original work passes through certain important stages before being administratively approved.
These stages are designed to give a detailed consideration of the project commensurate with
economy of engineer effort. Any project/civil work should be processed through well-defined
stages involved during pre-administrative approval activities as stated in subsequent paras and
unless there are compelling exceptional circumstances, all these stages should be adhered to.
Stage 1: Initiation of Demand
11. Keeping in view, yearly major works approved programme, the Users indicate, broadly, all their
requirements. Simultaneously, the users carry out a reconnaissance (Recce), a feasibility survey to
select a suitable site alongwith the local engineers.
Stage 2: Preparation of Rough Cost
12. Based on the requirements and the selected site, the local engineers prepare a rough cost on a NOT
EXCEEDING Basis for the proposal thus outlined to determine the Competent Financial Authority
(CFA).
Stage 3: Key/Zonal Plan Recce
13. If the CFA considers in principle to progress the proposal further, he orders a Key/Zonal Plan recce
board consisting representation from Staff, Users and Engineers. If land acquisition process is
involved, Defence Estate Officer (DEO) and civil authorities also are associated with this board.
Stage 4: Preparation of Indication of cost
14. On the basis of the Key/Zonal recce, the engineers prepare an indication of cost on Plinth Area
basis with suitable percentage addition for services. Indication of cost includes cost of demolition
of structures, site clearance, storage requirements, special items of work etc. Engineer Appreciation
for the project is also prepared at this stage. Accommodation statements, requirement of areas etc
are also finalized. These documents are submitted alongwith statement of case to the CFA. (Please
also refer Appendix ‘C’ to Précis 1583)
(MES Regs Para 330).
11
Stage 5: Acceptance of Necessity
15. CFA on examining the project accepts the necessity for the entire project based on the Key/Zonal
Plan recce and other relevant details. CFA while issuing the acceptance of necessity letter with
normally include the following points:-
(a) Scope of work.
(b) Type of construction.
(c) Whether to commence the work before formal issue of Administrative Approval.
NOTE: Acceptance of necessity means the concurrence of the CFA to the expenditure proposed.
(Para 7(b) DWP-86).
Stage 6: Siting Board
16. After acceptance of necessity, a siting board is ordered by Army HQ or Command HQ (or
equivalent HQ in Navy/Air Force) or by lower formation HQ depending on the amount.
(refer to Appendix ‘B’ to Precis No 1583).
The functions of the siting board are:-
(a) Examine the zoning layout on the ground with reference to technical and strategic factors.
(b) Determine the detailed orientation/siting of each building and mark the same on the ground.
(c) Line plan are firmed up for each building (if not done during AON Board).
(d) Draws up a detailed site plan.
(e) Layout of external services is finalized with requisite accuracy.
(f) Furniture requirements are worked out in sufficient details. For further details see Precis
1587.
Stage 7: Approximate Estimates
17. On receipt of the approved siting board proceedings, Engineers will prepare Approximate Estimates
(AE part I and AE Part II). Specific responsibilities for preparation of AE’s and checking the same
are given at Appendix ‘C’ to Precis No 1583. AE’s are then forwarded adhering to the time frame
schedule (refer Appendix ‘B’) to higher engineer formations and to the CFA through ‘Q’ staff
channel, concurrently. For further details, refer to Precis No 1587.
Stage 8: Issue of Administrative Approval
18. Based on the documents resulting from stages 6 and 7, the CFAs in consultation with their engineer
and financial adviser issue Administrative Approval to the Project.
NOTE: Administrative Approval means sanction by competent financial authority to the execution
of an original work at a stated cost.
(Para 7(c) DWP-86)
19. Where the approximate estimate exceeds by more than 10% of the amount for which necessity was
accepted, revised acceptance of necessity by CFA will be necessary. This tolerance is, however,
not intended to cover any additional requirement of users, or to enrich the specifications already
sanctioned.
(Para 19 DWP-86)
20. Administrative approval is conveyed by letter clearly specifying the following:-
(a) Name of station and type of work.
(b) Items of work with costs.
(c) Whether the work are authorized or special; Authority for the former and reasons for the
later are to be given if such special items of work are approved by CFAs lower than G
of I.
(d) Source from which funds are provided.
(e) Target time of completion with reference to major works approved programme.
(f) Special powers to be exercised by the CE Zone for time bound projects.
12
A copy of Administrative approval letter along with approximate estimate will be sent to Controller
of Defence Accounts concerned and to the Engineer authority concerned who issues such technical
instruction as may be required.
NOTE: All works of whatever nature and size should normally commence in accordance,
with the time schedule as given at Appendix ‘B’ to this précis.
21. Allotment of funds is made simultaneously with the issue of ‘Go-ahead’ sanction or the Adm
Approval as the case may be.
22. The works should be released as a whole. Whenever due to financial constraints works are to be
released in phases, the same shall be done as a self contained module and time frame regulated,
accordingly. E-in-C shall be consulted for such partial releases of the projects.
Minor Works
23. In case of minor works where such detailed consideration is not justified, any of these stages may
be curtailed as decided by the CFA. AA is accorded on the basis of an Indication of cost, but for
works costing more than Rs. 10,000/- the authority concerned may order an approximate estimate
to be prepared.
(MES Regs Para 143)
Sanctioning of Repair Works
24. Ordinary Repairs financed from lumpsum allotments sanctioned every year. Allotment of funds
implies administrative approval for repairs executed on ‘as required basis’ & Special Repairs to
both temporary and permanent buildings are treated as original works and sanctioned by CFA as
per Para 125, MES Regs.
(a) Special repairs will be treated as original works for purposes of Administrative Approval
and Technical Sanction but will be budgeted for under the Maintenance Head Concerned.
(MES Regs Para 125)
Ordinary repairs are financed from lump sum allotments sanctioned every year. No administrative
approval is necessary for Ordinary Repairs; allotment of funds for the purpose implies
administrative approval to that extent. In case of repairs (as defined in paras 6 and 8 of DWP-86),
estimates for the purchase and maintenance of ordinary tools and plant, an allotment of funds under
the appropriate minor head implies administrative approval to the execution of services to that
extent and no further administrative approval is required.
Special Repairs to both temporary and permanent buildings are treated as Original Works except
for the budgetary control. (For sanction see para 125 RMES – 1982 reprint).
Competent Authorities
25. Powers for CFAs of Army, Navy, Airforce for acceptance of necessity and Adm Approval are same
and are given in Appendix ‘D’. For authorities lower than G of I, reasons for sanctioning special
works are to be given in administrative approval.
Revision/Reduction of an Administrative Approval
26. It is not permissible for Engineer Officers to incur expenditure in excess of the tolerance of 10%
allowed over administrative approval (vide Para 9 (d)- DWP-86). When an excess over this limit,
which cannot be met by savings on other items, occurs or appears likely to occur on account of
technical reasons, a report will be made at once to engineer adviser of the authority who approved
the work. If there is still time to curtail the work or modify it, his orders should be obtained. If no
modification is ordered a revised estimate will be prepared and revised administrative approval of
CFA obtained. (vide para 22, DWP-86). The prior sanction of the CFA may be obtained in the
form of financial concurrence or corrigendum also. E-in-C’s Br letter No 95533/Pol/E2(WPC) dt
08 Jul 94 lays down guidelines for initiation of appropriate action to obtain prior approval of CFA.
27. In case of overall savings in an administrative approval, the following procedure applies:-
(a) When the scope of a work service is reduced for admin or other reasons, the Admin Approval
need not be revised but the approved amount will be reduced accordingly by the CWE (or GE
in the case of items not exceeding his powers of technical sanction). Details of the reduction
will be sent by the GE to the CDA and all concerned.
13
(b) In the case of projects estimated to cost Rs. One lakh or more, when the amount of accepted
contracts reduces the cost of the project below the administratively approved amount by more
than 15% the approved amount for the project will be reduced by the amount exceeding 15%
by CE/CWE within whose powers of technical sanction the work falls. The details of
reduction will be sent to the CDA and all others concerned. The amount of 15% retained will
be used to cover variations in cost for technical reasons.
(Para 30(b) & 34 DWP-86)
28. For purpose of rendition of Part A of the completion report (dealt with in Precis No 1597), each
administrative approval, whether it relates to a phase of a project or to an item of supplementary
work will be treated separately. These reports will be replaced by a consolidated completion report
part ‘A’ at the final stage. However, the phases and supplementary of a project will be treated as
one project for purpose of savings and excesses.
Scales and Specifications
29. (a) All works catering for short term requirements, i.e. accommodation not expected to be
required for a period of over five years from the anticipated date of completion of the work,
will be in temporary construction and to specifications of the lowest possible type having
regard to availability of material and the purpose of work. In case of additions to existing
Pt Structures and or armoury, detention cell, harbour and airfield facilities and such other
bldgs it may be essential to build to Pt Specifications. The final decision regarding choice
of specification lies with CFA who may use permanent/near permanent or temporary
specifications for the bldgs.
(b) All works catering for long term requirements i.e. accommodation expected to be required
for a period of more than five years will be to near-pt or permanent specifications as the
case may be.
(c) The above mentioned period of five year will be taken as a guide. The final discretion lies
with CFA.
(d) Temporary specifications will be laid down by the E-in-C Branch on individual basis if and
when any accommodation is proposed to be constructed to temporary specifications.
14
APPENDIX ‘A’
(Precis No 1582)
(Refer Para 9)
SUGGESTED FRAME WORK OF PERSPECTIVE
PLANNING FOR WORKS.
CURRENT PLAN NEXT PLAN PERIOD
PERIOD
YEAR 4 YEAR 5 YEAR 1 YEAR 2 YEAR 3 YEAR 4 YEAR 5
1.
Perspective
Plan
2. Finalise Issue A. Physical
plan for the administrative commencements of
next plan approval for works
period and works to be administratively
list of works commenced in approved in Yr. 5 of
to be Yr. 1 of next last plan
included in plan
the plan
period
3. Determine Issue B. Administrative Physical
priorities of acceptance of approval of works commencem
works and in necessity of scheduled for ent of B.
particular works for physical
works to be which commencement in
taken in administrative year 2.
hand for the approval C. Acceptance of Administrati Physical
first 2 years required in necessity of works ve approval commence
of the year 1 of next for which of C. ment of C
plan/Issue plan. administrative
acceptance approval are
of necessity required in year 2
of works for and to be
commencem commenced in year
ent in year 1 3.
of next plan
period
4. Finalise D. Finalisation of Acceptance Administra Physical
lists of lists of works to of necessity tive commen
works for have acceptance of of D. approval -cement
which necessity in year 2 of D of D
acceptance Administrative
of necessity Approval in year 3 Administ
to be issued and physical rative
in year 5 and commencement in approval Physical
administrativ year 4. of E commen
e approval in E. Tentative list of Final list of cement
year 1 of works remaining in works for Acceptanc of E.
next plan the current plan. Acceptance e of
period. of necessity necessity
in 1987-88, of E
Admn
approval in
88-89 and
commencem
ent in 89-90
15
APPENDIX ‘B’
(Precis No 1582)
(Refer Para 9)
TIME SCHEDULE FOR PRE ADM APPROVAL ACTIONS
BY STAFF USERS AND ENGINEERS FOR GOVT. &
SERVICES HQ POWER WORKS
(All time durations indicated below are in weeks reckoned from D-day)
1. Acquisition of land and taking over : Time duration D day
2. Commands HQ obtains proposals for Major : 10
Works programme to be implemented two yrs
Later and forwards them to QMG’s branch.
3. Analysis of Major Works Programme and :5
approval after ascertaining availability of funds.
4. Initiation of Rough cost & a case for :4
acceptance of necessity by Command.
5. Technical scrutiny of rough cost by :4
E-in-C’s Branch.
6. Scrutiny of Acceptance of necessity : 9 latest by 1 Apr of the
proposals by CFA & according approval. year preceding.
7. Issue of convening order for Siting Boards :2
by Commands.
8. Preparation time and actual assembly of : 10
Boards (maximum time).
9. Processing BPs through the Commands and : 6
transmission to QMG’s Branch including
preparation of AEs by Engineers.
10. Technical scrutiny of AEs by E-in-C’s Branch :8
11. Scrutiny of AEs by Govt and Adm approval ; 12
12. Release of work :6
13. Receipt of Adm Approval/release of work : 2 latest by 1 Apr.
letter by Zonal CE.
-----------------
Total 78 weeks
-----------------
NOTE: The above timings are indicative. For repetitive works where standardization has been achieved the
Service HQ may prescribe/achieve lesser timings allowing 52 weeks between Stage 6 and Stage 13
for Engineers to dovetail planning and preparation of designs/drawings.
16
APPENDIX ‘C’
(Precis No. 1582)
(Refer Para 10 C )
E-in-C Branch (Policy letter No 13, E2 WPC/86 issued under letter No 95533/Pol/E2(WPC) dt 06 Nov 86.
IMPLEMENTATION OF RECOMMENDATIONS OF COMMITTEE
ON WORKS PROCEDURE, 1986
1. A copy of Government of India, Ministry of Defence letter No PC to MF 95533/POL/CSS/779/DO-
II/E2(WPC)/D (Works-I) dt 04 Jul 86 is enclosed for information.
2. It may be seen that among other things, the problem of releasing large sanctioned works in parts was
one of the points of study by the committee. The acceptance of the recommendation of the
Committee by the Govt is contained in para 8 of the Govt letter quoted above.
3. Chief Engineer, Southern Command only: This disposes of your letter No 500400/1/86-87/E5 dated
06 Oct 86 regarding “Allotment of Funds: Army Capital Works 1986-87 Ceiling Released During
Different Years”.
No 95533/POL/CSS/779/DO-II/E2(WPC)/(Works-I)
Govt of India,
Ministry of Defence,
New Delhi, the 4th July 1986
To,
The Chief of the Army Staff
The Chief of the Naval Staff
The Chief of the Air Staff.
Subject: Report of the Committee for Rationalisation/ Reform in procedure for
sanctioning and execution of civil works by MES.
Sir,
1. I am directed to say that the question of rationalization/ Reform of the existing procedures for
sanctioning and execution of civil works by MES has been under consideration of the Government
for quite some time and a Committee headed by the Additional Secretary Defence was appointed to
go into this problem. The Committee has since submitted its report which has been accepted by the
Government.
2. Apart from the recommendations relating to the prescription of specific time frame for the pre/post
administrative approval activities and revision of existing works procedure, the Committee have
made certain general recommendations which are enlisted in the enclosed Appendix. I am to request
you that these recommendations may kindly be implemented immediately and necessary further
suitable instructions be issued to all concerned including the lower formations. A copy of the
instructions issued may kindly be made available to the Ministry as early as possible.
3. Necessary Government instructions on the recommendations relating to the time-frame and revision
of works procedure have already been issued separately.
4. This issues in consultation with Defence Finance vide their U.O. No 1100/W/II dated 1/7/1986.
Yours faithfully,
Sd-/-
(KK Rudra)
Under Secretary to the Govt of India.
17
Appendix to G of I , MOD
PC2 to MF No.95533/POL/CSS/E2WPC/779/
Do-II/D(W-!) dt 4 Jul 86.
RECOMMENDATION OF THE COMMITTEE ON WORKS
PROCEDURE 1986 ACCEPTED BY THE GOVERNMENT
Pre-Administrative Approval Stage
1. Adherence to Stages. Project/Civil works should be processed through well-defined stages given
in Annexure I and unless there are exceptional circumstances, all the stages should be adhered to.
2. Perspective Planning. The concept of Perspective planning based on the resource indicated by
Government be followed by service Headquarters, lower formations, and other user agencies in the
Ministry of Defence. While formulating the perspective plans for arriving at construction costs, E-
in-C’s Br may be consulted.
3. Standardisation of Engineer Documents. The Service Headquarters in consultation with MES
should draw a standardization programme with respect to line plan, tender documents,
accommodation statement within a specified time frame. Deviation from the standard, if any,
should be justified by special circumstances and approved by the next higher authority.
4. Land. Land acquisition should be completed before issue of administrative approval. Where
construction is to be taken up on the Defence land, the user organisation should ensure vacant
possession in time.
5. Zonal/Master Plans. Once the Zonal/Master Plan has been approved it should not be changed. In
case changes are required the justification for the same has to be explained and approval obtained.
6. Planned Development of a Station/Zone. Financial resources permitting, the external service of a
military station/Zone should be planned and developed in an integrated manner.
7. Siting Boards. Following measures are recommended to cut down unnecessary delays in the
finalisation of siting boards:-
(a) Siting Boards should be ordered only in respect of works included in the works programme.
(b) The programme of siting boards should be spread over the entire year.
(c) No special works should be permitted for standard units.
(d) Where there is a heavy backlog, the possibility of constituting standing siting Boards should
be considered.
(e) Where CFA is Commanded HQ and above, Board Proceedings should be routed directly to
the command Headquarters for approval/recommendations with information copies to other
concerned staff authorities.
8. Administrative Approval and Release of Works. The works should be released as a whole.
Whenever due to financial constraints works are to be released in phases, the same should be done
as self-contained modules and the time frames would be regulated accordingly. The decision for
partial release should invariably be taken in consultation with E-in-C.
9. Time Schedule Part I. Separate Govt letter has been issued.
10. Change of Site. Once the Administrative Approval has been issued, the site of the building should
not be changed. If due to exceptional considerations change of site becomes necessary, prior
approval of the Government should be obtained, if the Administrative Approval has been issued by
the Government. In all other cases, approval of Services HQrs concerned should be obtained.
11. Change in Scope of Works. Service Headquarters should issue suitable administrative instructions
for avoiding changes in the scope of works after the Administrative Approval. In case changes
18
become essential the same should have the prior approval of the competent financial Authority and
the time schedules should be regulated accordingly.
12. Approval of line Plans. Line plans should be firmed up and approved by the appropriate authority
preferably at the Siting Board Stage and in exceptional cases prior to the issue of Administrative
Approval.
13. Financial Concurrence Cases. The existing procedures for Financial Concurrence cases should
continue. Where the CFA is satisfied that sanction should not be accorded and re-tendering should
be resorted to, reasons should be recorded while conveying this decision and the decision should be
taken in time.
14. Charging of Stationery to Project Contingencies. Stationery may be charged to contingencies of
each project and MES authorized to procure the requisite stationery. This will make the
functioning of the MES more effects.
15. Shortage of MES Staff. The E-in-C should take necessary measures to reduce this shortage within
a reasonable time frame. To this extent the ban issued by the Government is to be relaxed,
especially in the case of critical categories after revising the existing norms for subordinate staff.
Wherever there is heavy backlog steps should be taken to clear the same immediately by resorting
to consultancy making use of the existing provisions.
16. Accommodation of civilian officers in MES. Existing provisions be continued and reviewed from
time to time.
17. Specialised Skills. The E-in-C should take immediate steps to see the need of work services of the
future and forward suitable proposals to the Government for their approval.
18. Project Monitoring at Micro Level. The E-in-C in consultation with the users agency suitably
modify the QPR in the case of major/important projects, PERT charts are to be prepared to facilitate
monitoring.
19. Project Monitoring at Macro Level. For effective project monitoring the MES should establish
computer aided management information system. The E-in-C should carry out a suitable system
study to design the required software and put up proposal to the Government. This interfaced with
telex/data links between service/Command HQ and E-in-C’s Branch/Command/Zonal Chief
Engineer’s office should provide real time information and considerably speed up, improve the
information storage, retrieval and communication capabilities. This will make the monitoring of
projects more effective by the Government as well as the service Headquarters.
20. Working in Shifts. For urgent and operational projects the contractor may be asked to work in two
or three shifts taking into account costs involved.
21. Shortlisting of Contractors. For works costing over Rs. 2 Crores, a new ‘SS’ Class of contractors
should be introduced.
22. Time Schedule Part II. Separate Govt letter has been issued.
19
Annexure I
STAGE FROM INCEPTION TO COMPLETION OF
MAJOR WORKS PROJECTS
PRE-ADM APPROVAL STAGE
Stage 1
1. Initiation of a Works by the User: The users indicate their requirement in broad parameters and
carry out a reconnaissance (recce) along with the local engineers to select a suitable site.
Stage 2
2. Preparation of Rough Cost on a NOT EXCEEDING Basis. Based on the requirements and the
selected site, the local engineers prepare a rough cost on a not exceeding basis of the project with a
view to determine the sanctioning administrative authority within whose powers the project falls
i.e., the Competent Financial Authority (CFA).
Stage 3
3. Key/Zonal Plan Recce. If the CFA considers and agrees in principle to progress the project further,
he orders a key/zonal plan recce by a board consisting of all the authorities concerned viz.. the
users, the staff representative, the engineers, the medical authorities, the DEO and civil authorities
(if land acquisition is involved).
Stage 4
4. Preparation of Indication of Cost. On the basis of the key/zonal plan recce, the engineers prepare
an indication of cost on the Plinth area basis adding a suitable percentage for external services. An
engineer appreciation for the project is also prepared. These two documents are submitted along
with the recce board proceedings to the CFA. It is at this stage that projects involving expenditure
exceeding Rs. 5 Crores but less than Rs 20 Crores have to be processed on File and Rs. 20 Crores
and above with EFC Memo/CCPA Paper.
Stage 5
5. Acceptance of Necessity. CFA accepts necessity for the entire project based on the key/zonal plan
recce prepared in stage 3 and 4.
Stage 6
6. Siting Board. A siting Board is now ordered consisting of all the authorities concerned. They may
formalize a master plan if already prepared by engineers in part or fully with necessary
modifications, if any. The board determines the lay out and the siting of the buildings, the extent of
additional external services necessary, utilization of existing necessary assets after taking into
consideration the accommodation statement prepared jointly by the staff and the engineers.
Stage 7
7. Approximate Estimate. Based on the approved Siting Board proceedings, the engineers prepare
the Approximate Estimate which is based on Plinth Area Rates, for buildings. In case of external
services, yardstick rates are adopted in some detail. The siting board proceedings along with the
Approximate Estimates (AEs) are submitted to CFA. If the Approximate Estimates exceed the
amount of acceptance of necessity by more than 10%, approval of the CFA will be sought to
progress the project further.
Stage 8
8. Issue of Administrative Approval. Based on the documents resulting from stages 6 and 7, the
CFAs issue Administrative Approval to the Projects. In actual practice, stages 5 and 8 are often
combined.
20
POST ADM APPROVAL STAGE
Stage 9
9. Appropriation of Funds. The Service Headquarters indicate the requirements of funds year wise
to the Government at the time of Budget Estimates. After the demands for grants have been
approved by the Parliament, the necessary allotment of funds is made to each work.
Stage 10
10. Technical Sanction. The Competent Engineer Authority prepares the drawings, costed schedules
of work and accords technical sanction which is a guarantee that the proposals are structurally
sound and that the estimates are accurately calculated and based on adequate data.
Stage 11
11. Execution of a Project. Tender documents are prepared based on the technical sanction and
drawings, tenders invited, contract concluded and physical execution takes place.
Stage 12
12. Completion Reports. On completion of a project, the engineers submit a physical completion
report (on the part A) pending finalisation of the accounts. After adjusting all liabilities and all
accounts are closed, Part B of the completion report is submitted indicating the completion cost of
the project.
PLANNING AND EXECUTION OF MES WORKS
STAGES OF WORKS FROM ENGINEER ANGLE
PRE ADM APPROVAL PLANNING
1. Work out land requirements and advise staff.
2. Work out perspective construction programme.
3. Liaise with survey and obtain survey maps.
4. Prepare zonal plan and obtain approval of staff.
5. Determine water and electricity requirements and identify sources.
6. Vet-accommodation statements and prepare master plans (users spell out parameters and special
requirements).
7. Design external services.
8. Prepare estimates and process for Government sanction.
POST ADM APPROVAL PLANNING.
9. Soil investigation.
10. Detailed structural design, architectural plan and working drawings.
11. Decide on specifications, prepare tender schedules and documents.
12. Procurement of Stores.
13. Scrutiny of tenders and conclude contract.
PHYSICAL EXECUTION
MES CONTRACTOR
14. Actual construction including
management of resources not
provided by Government.
15. Supervision and quality control
16. Administration of contracts.
17. Budget control, regulating payments
and maintenance of accounts.
18. Taking over completed assets and
handing over to users.
19. Documentation for record of assets.
20. Maintenance of assets.
21
APPENDIX ‘D’
(Precis No 1582)
(Refer Para 25)
POWERS OF CFA’s FOR ACCEPTANCE OF NECESSITY AND
ADMINISTRATIVE APPROVAL FOR ENGINEER WORKS
Powers of competent Financial Authorities for acceptance of necessity and administrative approval
for works are same and are stated below:-
To be exercised without To be exercised
IFAs concurrence with IFAs
concurrence
Authorised Special Authorised Special
Works Works Works Works
(a) Government of India. Full Powers Full Powers Full Powers Full Powers
(b) COAS/CNS/CAS. 120 Lakhs 20 Lakhs 1000 Lakhs 50 Lakhs
(c) GOC-in-C/AOC-in-C/FOC-in-C/FOC 75 Lakhs 7 Lakhs 300 Lakhs 20 Lakhs
South (Indep).
(d) Corps Commander. 37 Lakhs 3.75 Lakh 200 Lakhs 10 Lakhs
(e) Commander of an Area/Indep Sub 22 Lakhs 0.75 Lakh 100 Lakh 5 Lakh
Area/Indep Bde Group.
(f) Commander of a Sub Area/Bde Group 15 Lakhs 0.50 Lakh 60 Lakh 1.0 Lakh
AOC of an Air Force Stn, Commandant
of TRG Institute/Estt/Colleges of the
rank of Air Commodore and above/
Naval Offrs-in-charge of the rank
of Cmde.
(g) Station Commander of the rank of 5 Lakhs 0.5 Lakh - -
Colonel and above/NOICs /Naval
stn cmdrs of the Rank of Captain / OsC
Station of the rank of Group Captain/
Commandants of Air Force Academies/
Colleges/ Insts, headed by Offr below
the rank of Air Commodore.
(h) Station Commanders below the rank of 5.0 Lakh 0.50 Lakh - -
Colonel/NOICs /Naval Station
Commanders below the rank of
Captain/Chief Hydrographer
below the rank of Captain/OsC Eds
BRDs & Indep S Us below the rank
Of Group Captain.
NOTE:
1. In determining the CFA in a case where the project includes both authorized and special items of
work the criterion shall not be financial powers for the normal items of work alone. In such case,
therefore, if the estimated cost of the total of the special items of works exceeds the financial
powers of the CFA for those items, the administrative approval shall be issued by the CFA under
whose powers the special item fall.
2. The SOP for exercising enhanced financial powers are laid down by G of I, MOD vide their letter
No 3(7)/93/D(Wks) dt 26-08-98, circulated under E-in-C’s Br letter No 95533/POL/E2W(PDC) dt
05 Nov 98 as amended vide Mod Lr No.NOA/89591/SPI/693/2002/DGS-1 dated 22 Apr 2002..
22
Appendix ‘E’
(Precis No 1582)
POWERS OF ISSUE OF ADMIN APPROVAL OF COMMANDANTS
OF CAT ‘A’ ESTABLISHMENTS
(a) Commandants holding the rank of Maj Gen and above and their equivalents in the Navy & Air
Force of under mentioned category ‘A’ establishments can sanction minor work project costing
upto Rs. 50,000/- each in respect of auth reqts. of their own establishments (other than those
reqd for their own residences) :-
(i) DSSC Wellington
(ii) NDA Khadakwasla
(iii) IMA Dehradun
(iv) OTA Madras
(v) CME Kirkee,Pune
(vi) College of Combat Mhow
(vii) AFMC Pune
(Auth : MOD letter No 67442/Q3W(Pol)/425/DO-I/D(Wks) dt 04 May 84 circulated vide E-in-C’s
Br letter No. 66047/Pol/E2W(PPC) dt 11 June 84)
(b) Commandants of following category ‘A’ establishments have been also authorised to sanction
minor works costing upto Rs. 50,000/- each in respect of authorised reqt of their own
establishment (other than those reqd for their own residence)
(i) Army School of Physical Training, Pune.
(ii) Army School of Mechanical Transport, Bangalore.
(iii) Army Clerks Training School, Aurangabad.
(iv) Remount Veterinary Corps Centre & School, Meerut Cantt.
(v) AEC Training College & Centre, Pachmarhi.
(vi) High Altitude Warfare School, Gulmarg.
These powers have since been amended/enhanced vide Appdx ‘D’ (to Precis No 1582).
23
Precis No 1583
Management Department
ADMINISTRATIVE PLANNING
Introduction
1. Planning is the most important stage in the evolution of a project and requires much time and
attention on the part of the user, staff and engineers.
2. Planning for work services in MES although a continuous process can be sub divided into the
following:-
(a) Administrative Planning
This refers to engineer planning involved from the inception of project to according of
administrative approval.
(b) Technical Planning
This refers to engineer planning involved from according of administrative approval to
commencement of work.
3. This précis deals with administrative planning with particular reference to the role of engineers.
Role of Engineers
4. Duties of engineers versus those of staff and user are given in
Appendix ‘A’. It would be noted that once the demand has been initiated, responsibility for
processing through various stages lies on ‘Q’ staff.
5. Roll of engineers in administrative planning is fourfold:-
(a) Advise the user in putting up his demand.
(b) Attend key plan/costing/siting board as a member and engineer adviser.
(c) Prepare all engineer documents.
(d) Advise the CFA regarding feasibility and economy of the project.
Advising the user
6. In advising the user to put up his case, engineer should examine the project from all angles,
specially as shown under:-
(a) Users requirements are firm and based on authorized establishment/ equipment tables
(PE/WE/PET/WET).
NOTE: If no PE is available WE less 10% may be adopted.
(b) Service demanded fits with overall plan/policy at Army HQ, Comd HQ (or equivalent HQ in
Navy/Air force).
(c) No cheaper alternative can be adopted.
(d) Proposals are submitted to appropriate authority for consideration, both as regards cost and
scope.
7. For carrying out this task efficiently, engineers should have a clear idea of the following:-
(a) Authorised Scales
These are dealt with in précis on the relevant subject.
(b) Plan/ Policy
(i) AHQ (or Air, Navy HQ) have issued various policy letters relating to various aspects of
providing accommodation/ installation allied services. Any departure from such policy
decision must be brought out in initial stages of planning.
(ii) A key location plan giving permanent location of units is available with the
Commanders. When conditions necessitate a departure or when the proposal if
accepted, will interfere with the basic plan, this point should be pointed out in the initial
stages of planning.
24
(c) E-in-C’s Standard drawings/ technical instructions.
E-in-C’s standard drawing/technical instructions must be followed in all cases. Minor
variations to suit local conditions are permitted but a reference to E-in-C is necessary before
making any substantial alteration.
(d) Knowledge of Area.
The engineer representative must be familiar with the conditions obtained in the area in
particular, the following:-
(i) Maps and layout plan of the area.
(ii) Existing water supply, electricity and sewage scheme.
(iii) Soil conditions.
(iv) Incidence of rainfalls, storms and snowfalls.
(v) Direction of prevalent wind.
(vi) Drainage contour.
(vii) Availability of local materials and their suitability.
(viii) Current rates for various types of works, materials and labour.
(ix) Time requirement for executing works.
Attendance of Boards
8. The detailed procedure is given in relevant précis. The main points to be ensured are as under:-
(a) Boards are convened after the necessity for a work has been considered. This ensures that the
project fits in with current policy and is within budget forecast.
(b) Orders for convening boards are issued by appropriate authority. This ensures that the
planning is developed on the right lines and no change in scope would be effected at a later
stage.
(c) Board is attended by appropriate engineer representative (see para 9). This will ensure correct
engineer advice and relieve lower engineer formations from unnecessary work.
(d) Detailed procedure as laid down for inception, consideration and sanctioning of project is
adhered to. This will ensure that engineer effort is not wasted.
(e) Sufficient time is allowed for technical planning. This will eliminate hasty contract action
and delays on account of non-availability of land/buildings/stores.
9. Appropriate representatives who should attend boards are laid down in Appendix ‘B’.
Preparation of Engineer Documents
10. This has been dealt with in Precis Nos 1586 and 1587. Following main points must be ensured.
(a) Engineer documents are prepared at appropriate levels. The responsibility for preparation and
check is shown at Appendix ‘C’ attached.
(b) A thorough check is exercised at all engineer levels right upto engineer adviser of the CFA.
Advising the CFA
11. The engineer adviser to the CFA has to review the proposal from a broader angle. He should :-
(a) Check the data/estimate submitted by boards/engineers.
(b) ascertain soundness and economy of the proposal.
(c) Examine the problem from CFA’s angle e.g., other commitments, budget allotments.
(d) Examine the inescapability of the work with due regard to other commitments, budget
allotments and priorities.
(e) Submit his final recommendations regarding adoption/rejection/modification of the
proposal.
Planning of new cantonments
12. Detailed discussion of this subject can be found in “Manual on Planning of Cantonments” Engineer
Technical Information No 16 (ETI 16) issued by E-in-C. There is a Cantonment Planning team at
25
Army HQ E-in-C’s branch and it is assisted by Cantonment Planning team at Command level in
Command CE’s Office. They are responsible for planning of cantonments assisted by QMG’s
Branch, users, DGDE directorate and other specialist branches. The KLP (Key Location Plan)
Boards are first to be finalized by Q staff and approved by Government. Then Zonal plans are
prepared by E-in-C’s Br showing the location of all KLP units and provision for transit (ILP) units
(Non KLP units) and future expansion. Zonal plans are to be approved by Service HQ.
13. Where KLP Boards have not been finalized and Zonal Plans are not ready, Costing Boards are to be
separately held and not clubbed with Siting Boards. Master Plans are then prepared by the
Cantonment showing the siting of each building, open spaces, training and recreational areas and
the layout of services. When KLP deficiencies are sanctioned in phases the siting Board prepares
the part Master plan for each project phase and may be finally merged into the overall Master plan.
Policy letters
14. Some important policy letters issued by QMG on pre-adm planning are listed below for further
reference:-
(a) A/30973/!3(Plug) dated 06 Jan 69.
(b) B/01247/Q3W (Policy) dated 17 Jun 69.
(c) A/26027/Q3W (policy) dated 24 Oct 69.
(d) 61279/Q3W (policy) dated 24 Oct 69
26
BLANK
27
Appendix ‘A’
Precis No.1583
Refer Para 4
RESPONSIBILITY OF STAFF VERSUS ENGINEERS
Ser No Phases Responsible Remarks
1. Initiation of Demand User In consultation with engineers and other departments as
necessary.
2. Carrying Out User Recce User Cost is not subject to check.
3. Rough Cost on Not Exceeding Basis Engineers Cost is not subject to check.
4. Consideration of Demand ‘Q’ Staff Army HQ/ Command HQ.
5. Convening costing Board ‘Q’ Staff
6. Carry Out Costing Board ‘Q’ Staff By a board of officers and advisers.
7. Zoning Layout Plan Engineers Approved by Board at 7.
8. Indication of Cost and Engineer Appreciation Engineers Cost subject to check by engineer adviser to CFA.
9. Statement of Case and Filling Up Questions ‘Q’ Staff Technical data provided by engineers.
10. Acceptance of Necessity ‘Q’ Staff By competent financial authority.
11. Convening Siting Board ‘Q’ Staff
12. Assembly of Siting Board ‘Q’ Staff By a Board of Officers.
13. Detailed Siting Plan Engineers Approved by Siting Board.
14. Approximate Estimate Engineers Cost subject to check by engineer adviser to CFA.
15. Administrative Approval ‘Q’ Staff By competent financial authority.
16. Allotment of Funds ‘Q’ Staff Through Engineers for major works.
28
Appendix ‘B’
Precis No. 1583
Refer Para 9
Appx ‘A’ to QMG’s Br. Letter No. B/01247/Q3W(Policy) dt 12 Mar 87
TABLE SHOWING RESPONSIBILITY FOR ORDERING BOARD LEADING TO ACCEPTANCE OF
NECESSITY AND ADM APPROVALS
RECCE-CUM-COSTING BOARD SITING BOARDS
(For acceptance of necessity) (For Adm Approvals)
Ser No Value of Project Convening Composition Acceptance Terms of Convening Composition Administrative
Without With Authority of necessity Reference authority Approval
Concurrence Concurrence
Of IFA of IFA
(a) (b) (c) (d) (e) (f) (g) (h) (j) (k)
1. Over 120 Lakhs Over Comd HQ Comd HQ, Zonal Govt of India Army HQ Comd HQ Comdt HQ, Govt of India
300 CE, User, Rep DG Zonal CE,
Lakhs DE Rep QMG, User, DGDE
Rep DGW @Rep QMG*
Rep DGW
2. Over 75 Lakhs Over -do- Comd HQ, Zonal Army HQ Army HQ -do- Rep QMG, Army HQ
&upto 120 lakhs 175 lakhs CE, User, Rep QMG for projects Comd HQ,
and up Rep DGW initiated by Zonal CE
300 lakhs Army HQ User
Otherwise
Comd HQ.
29
3. Over 22 Lakhs Over -do- Comd HQ, Zonal Comd HQ Comd HQ -do- Comd HQ, Comd HQ
upto 75 lakhs 100 lakhs CE, User/Corps Zonal CE,
and upto HQ. User
175 lakhs
4. Upto 37 Lakhs Over Corps HQ Corps HQ,CWE, Corps HQ Corps HQ Corps HQ Corps HQ, Corps HQ
(in case where 50 lakh User, Rep Zonal CWE, User,
intervening and upto CE. Rep zonal CE.
Corps HQ 100 lakh
Exists)
5. Over 15 Lakhs Over Area HQ Area HQ, CWE Area HQ Area HQ Area HQ Area HQ, Area HQ
&Upto 22 Lakhs 35 lakh User CWE ,User
and upto
50 lakhs
6. Over 5 Lakhs Upto Sub Area HQ Sub Area HQ, Sub Area HQ Sub Area HQ Sub Area Sub Area HQ Sub
& upto 15 Lakhs 35 lakhs GE, user GE, User Area HQ
CWE ***
7. Upto 5 Lakhs - Stn HQ Stn HQ, Stn HQ Stn HQ Stn HQ Stn HQ, AGE, Stn HQ
AGE, Users User
Remarks:
@ When acquisitioning of land is involved.
* For projects initiated by Army HQ only.
** For all works costing above Rs 50 lakhs rep of Zonal CE shall be taken.
*** For all works costing Rs 15 lakhs and above, rep of CWE shall be taken.
NOTES:
30
1. In case of proposal for minor works costing upto Rs . 1.00 lakhs where the location and requirement are firm with
particular reference to approved Zonal/master plans and in accordance with existing policy, the requirement of
recce-cum-costing and sitting Boards may be waived and sanction may be accorded on the basis of giving the
exact scope and lay out of the works, accommodation statements and approximate estimates.
2. The Powers of Area and Sub Area HQ for convening and presiding over sitting boards will also be
3. exercised by equivalent CFAs i.e. Indep Sub Area/Indep Bde Gp HQ and Bde Gp HQ respectively.
4. E/M representative of authorities responsible for prior technical scrutiny of E/M estimate as laid down in para 56
to 66 of MES Standing Orders (as amended) will be member of the board depending on the E/M contents of
services falling within the limits laid down in the said paras.
5. When ever acquisition/requisition/hiring of lands is involved, representative of DGDE will be associated with the
board. If land belonging to Mil Farms is involved, representative of DMF will attend.
31
Appendix ‘C’
Precis No 1583
APPENDIX ‘A’ TO E-IN-C’s BRANCH LETTER
No. 95533/Pol/E2W(PPC) DATED 01 Nov 2002
RESPONSIBILITY FOR PREPARATION AND SCRUTINY OF ENGINEER DOCUMENTS
Ser Competent Financial Without IFAs With IFAs Rough Cost Approx Estimate Engineer Remarks
No Authority Concurrence Concurrence Appreciati
Auth Spl Auth Spl Prepara- Scrutiny Prepara- Scrutiny on
Wks Wks Wks Wks tion tion
1 2 3 4 5 6 7 8 9 10 11 12
1. Govt of India FP FP FP FP Zonal CE DGW Zonal CE DGW Zonal CE
2. COAS/CNS/CAS 120.00 20.00 1000 50.00 Zonal CE DGW Zonal CE DGW Zonal CE
3. GOC-in-C/Equivalent 75.00 7.00 300 20.00 Zonal CE Comd CE Zonal CE Comd CE Zonal CE
in Navy & Air Force
4. Corps Commander 37.0 3.75 200 10.00 (a) GE CWE GE CWE CWE (a) Upto
(b) CWE Zonal CE CWE Zonal CE Zonal CE 50 Lakhs
(b) above
50 lakhs
5. Commander of an 22.0 0.75 100 5.00 (a) GE CWE GE CWE CWE (a) Upto
Area/Indep Sub Area/ 50 Lakhs
Indep Bde Gp/Equiva- (b) CWE Zonal CE CWE Zonal CE Zonal CE (b) above
Lent in Navy/ Air 50 lakhs
Force
32
6. Commander of a Sub 15.0 0.50 60 1.00 (a) AGE GE AGE GE GE (a) upto 15
Area/ Bde lakhs
Gp/Equivalent in (b) GE CWE GE CWE CWE (b) for 15-
Navy/Air Force 50 lakhs
(c) CWE Zonal CE CWE Zonal CE Zonal CE (c) above
50 lakhs
7. Stn Comdr of all 5.0 0.50 - - JE AGE(I) JE AGE(I) AGE(I) (a) upto
Ranks in Army in 2.5 lakhs
Navy/Air Force AGE GE AGE GE GE (b) utpo
5.0 lakhs
NOTES:
1. Technical scrutiny of E/M projects will be carried out as per Section 10 of MES Standing Order 1995.
2. At Sl No 3 preparation of Rough Cost/ Approximate Estimate/ Engineer Appreciation for works belonging to Navy & Air Force will
devolve upon CWE and these documents will be scrutinized by Zonal CE.
33
Precis No 1584
Management Department
SCALES OF ACCOMMODATION
Introduction
1. ‘Scales of Accommodation for Defence Services 1983’ supersedes authorization of
accommodation and scales laid down earlier in the Barrack Synopsis (India). Scales of
Accommodation (War) 1944, post war scales and other Government letters issued till 30th
Aug 1983. This document shall be quoted as authority for all the provisions contained
therein.
2. For the purpose of effective and economic planning of defence works and allied services
the scales for authorized accommodation including general provisions and general
authorization have been laid down for all standard units. These are to be referred to for
common provisions and for specialized accommodation as per the applicability.
3. Certain authorization is based on the basis of large and small units. A unit is considered as
large with authorised strength of personnel as 400 and more. Otherwise the unit is
considered as small.
4. Scales for technical accommodation for hospitals is published separately while other
accommodation not covered in the hospital scales is to be provided as per the scales laid
down in scales of Accommodation for Defence Services 1983.
5. Engineers shall be thoroughly conversant with these scales towards authorized
accommodation, general authorization, plinth areas, floor areas, conversion factors to be
applied, ceiling heights, fittings and fixtures, climatic classification of stations, re-
appropriation, reconstruction etc. Such provisions shall be meticulously examined by the
Engineers while attending various boards and preparing AE’s.
6. The scales specified are applicable to all new permanent construction and may also be taken
as guide for re-appropriation and re-construction of existing permanent accommodation.
While doing so, various introductory notes given in the scales shall be carefully applied.
7. These scales shall be applicable fully unless otherwise specific G of I policy letters issued
after 30th Aug 83 become applicable.
General Points
8. ‘Scales of Accommodation for Defence Service 1983’ provides, under various parts the
following:-
(a) PART –I - General Provisions and Authorisation.
(b) PART-II - General Scales.
(c) PART-III - Specialised Scales
(i) Section A - Specialised accommodation for Army.
(ii) Section B - Specialised accommodation for Navy.
(iii) Section C - Specialised accommodation for air Force.
(d) PART-IV - Electrical and Mechanical Services.
(e) PART-V - Married and separated family accommodation.
(f) Appendices ‘A’, 'B', 'C', 'D', 'E', 'F' and ‘G’ of S of A – 1984.
34
General Important Points
9. (a) Changes/amendments to scales can be done only by the Government of India.
However, proposals for variations can be routed through E-in-C.
(b) Provisions in the scales shall be considered as ‘Authorised Works’ while additional
requirements for a particular unit on account of location, function, equipment specifications,
etc, shall be treated as ‘Special’ items of works for which specific approval of the
competent financial authority shall have to be obtained.
(c) While planning a particular type of accommodation authorization given shall be
utilized keeping in view the planning notes issued by the E-in-C from time to time.
(d) Plinth areas wherever specified shall be correctly applied. Plinth areas given are for
one brick construction. For stone construction add 16% and for 1.5 brick wall and 12.5%.
No reduction however be made for 200 mm bricks or 200 mm PCC blocks.
(e) Where (e.g. OTM accn) floor areas are specified, area additions shall be made by
applying appropriate “conversion factors”. (conversion factors are assessed as percentage of
floor area for different types of buildings catering for entrance halls, lobbies, passages,
corridors, verandah etc-– APPENDIX ‘A’.
(f) Plinth areas shall be calculated as per E-in-C’s Technical Instruction. No 13 of 1970
with amendments, if any – APPENDIX ‘B’.
(g) Minor variations in scales on technical reasons are treated on the merit of each case
and as provided for in the tables given in the scales.
Amenity and Ancillary Provisions
10. (a) General Provisions are contained in Chapter 2 of the scales.
(b) General Authorisation is given in Chapter 3 of the scales.
(c) Accommodation common to all units as authorized is contained in Chapter 4 of the
scales.
Prestigious Buildings
11. Maximum of 10% extra funds to be catered for in the Approximate Estimates for
prestigious buildings (of the total cost of such buildings) with reference to para 16-A(d) of
DWP-86 and para 2.4.1 of scales of accommodation for Defence Services 1983 are for
special architectural features and for superior specifications. However, to classify any
building/ buildings in a station as prestigious Government approval is necessary being the
competent authority to do so. (Authority E-in-C’s Branch letter No A/90130/E2/Design-3).
Planning of Accommodation
12. (a) Broadly speaking the accn to be provided fall into two categories viz. general accn
and the specialized accn. The general accn are those authorized for all units such as
offices, institutes, domestic accn, storage accn etc., whereas the specialized accn are
authorized for certain specified units depending upon their type and role.
35
(b) Authorised scales shall be judiciously used to all types of accommodation viz. general
accn authorized for all units such as Married/Single and OTM accn. Special items of
works shall only be demanded unless inescapable and shall not be out of individual
views or likings. Utmost care shall be taken in considering detailed planning notes
issued from time to time particularly towards single multistoried type, economic use
of land, staircase share, scooter sheds etc. Even, combining of facilities for various
units in a station shall also be considered as a means of reducing costs wherever,
improvement to the existing accommodation is proposed in view of these scales,
specific guidelines policies governing such additional provision shall be taken into
account, and provisions in the scales shall not be taken as a right to do so.
Important Scales
13. The appendices to this précis give out certain imp scales and information connected there
with. These are only for guidance. As the scales are being revised by the Govt very often,
ref must always be made to the latest policy letters on the scales (Appendix ‘C’ gives
authorized percentage for married accommodation. Appendix ‘D’ & ‘E’ shows the scales
of accommodation for single and married service personnel. Appendix ‘F’ gives scales for
married accommodation for civilians. Appendix ‘G’ shows the grouping of
accommodation under various heading for guidance).
13A. Provision of Rain Water Harvesting shall be adopted in works of defence services wherever
mandatory by CGWBs of State/Union Territories based on actual necessity of the particular
station. (Auth: MOD letter No 35105/79/Pol(Wks Pro)/18/8/DOII/D/Works-I) dt 01 Oct
02).
Conclusion
14. Application of scales requires a thorough knowledge of the working of the unit and
authorizations laid down by Govt Engineers should keep themselves abreast of all changes
to render correct advice to users and CFAs.
36
Appendix ‘A’
Precis No 1584
(Refer Para 9 C)
CONVERSION
MOD letter No PC II (3)/89/DD II/D(W-I) dt 10 Jun 86.
STANDARDIZATION OF DESIGN OF BUILDINGS
STREAM LINING OF WORKS PROCEDURE
Scales of accn Def Services 1983: Based on this for various types of OTM accn, the PA
conversion factors are : (Earlier conversion factor’s were based on E-in-C’s Branch letter No
97636/E2 dated 04 Oct 76).
Ser No Type of Building Percentage accepted Remarks
1. Animal House 120
2. Tradesmen shop 90
3. Bakeries 80
4. Veterinary Laboratory 78
5. Adm Accn
(a) Central Corridor 70
(b) One side Verandah 100
6. Educational Building 100
7. Guard room/ Armoury 75
8. Post Office
(a) Fd Post Office 80
(b) Base Post Office
9. Mess Institute other than Offrs’ Mess 85
10. Auditorium cum Cinema Hall 100
11. Workshop Building 62
12. Dining Hall 80
13. MI Room 108
14. Unit Institute 85
15. (a) Tech Office
(b) MT Store 124
16. Fire Station 58
17. JCO Mess 100
18. Storage Accn 77
19. Drying & Ironing Store 77
20. POL Store 124
21. Covered Accn for Vehs
(a) FA upto 30 SM 25
(b) FA above 30 SM 15
22. Shopping Centre 90
23. SM Barrack 85/135 (Out Side Verandah)
24. Butchery 42
25. Hospitals 120
26. Military Dairy Farm 61
37
27. Offrs Mess
(a) Upto 28 Offrs 90
(b) Above 28 offrs 80
28. Cook House 91
29. Lub Oil & Grease Store 124
30. Covered Accn for Arty Eqpt 13
31. Family Welfare Centre 101
32. Swimming Pools
(a) Type ‘A’ & ‘B’ 175
(b) Type ‘C’ & ‘D’ 140
33. Central Maintenance Centre As per individual item
NOTE: The above conversion factors are based on one brick construction.
38
Appendix ‘B’
Precis No 1584
(Refer para 9f)
PLINTH AREA
1. The extract of T.I No 13 of 1970 Plinth Area of a building is as under:-
(A) The following shall be included in the plinth area of a building:-
(a) Area of the building at a floor level excluding plinth offsets, if any. Where
the building has columns projecting beyond the cladding – upto the external
face of the cladding.
(b) Air Conditioning Room, in case of non residential building only.
(c) Lift well – 50% of the area.
(d) Barsati.
(e) Basement.
(f) Mezzanine floor.
(g) Projecting balconies projected to their full width by upper balconies – 50%
of the area.
(h) Galleries in Auditorium and assembly hall/ Theatres.
(j) Covered Passage without side walls 50% of the area.
(k) Projected cupboards/ side boards beyond external wall – 50% of the area.
(l) Verandah:-
(i) Full area of Verandah upto the outer line of ext verandah lintel.
(ii) Cantilever portion of verandah – 50% of the area
(m) Porches:-
(i) Cantilevered – 50% of the area.
(ii) Others – 100%
(B) The following shall not be included in the plinth area:-
(a) Internal shafts for sanitary services.
(b) Mumty.
(c) Lofts.
(d) Architectural Bands & Cornices.
(e) Towers & domes projecting above terrace level.
(f) Box Louvers / Sun Breakers.
(g) Garbage chutes.
(h) Open Platforms & terraces at ground floor.
(j) Spiral Stairs including landing.
(k) Unprotected balconies.
(l) Machine rooms.
39
Appendix ‘C’
Precis No 1584
(Refer para 13)
AUTHORISED PERCENTAGE FOR FAMILY ACCOMMODATION
ARMY OFFICERS
Officers Percentage
Major and above 100
Captains 80 To be taken as a guide
Subalterns 33 1/ 3
AIR FORCE OFFICERS
Officers percentage
Flying Stations Non Flying Stations
Squadron Leaders and above 100 100
Flight Lieutenants 70 60
Flying Officers and below 25 50
NAVY OFFICERS
Officers Percentage
Lieutenant Commander & above 100
Lieutenant (including SD list) 83
Sub-Lieutenant (including SD list) 63
NURSING OFFICERS
Married accommodation for Nursing Officers is to be provided at the scale of 15% of the
authorized Nursing Officers in PE of Hospitals.
ARMY TROOPS
Authority: AI No. 10 of 1956 as amended.
Unit Percentage
(i) JCOs/WOs of all army units (see also note 2 below)
(ii) Qtr Master and Troops Defadars of Animal Transport Units
(iii) Artificers (Asstt Foreman and Charge hands only)
(iv) Havildars of Postal Services and those of ASC (including
Clk GD/GD(SD) and Havildar Clerk AEC)
(v) Havildars AOC & EME and Defadar/ Clerks RVFC
(vi) Religious Teachers 100
(vii) NCO Instrs, AEC & APTC Havildars and Combatant
clerks of recruiting organisation.
(viii) all non combatants (enrolled ) and only those of
non combatants (un-enrolled) who are borne on
authorized establishment and are required to
live near their place of work.
(ix) Artificers other than those mentioned at (iii) above 60
40
(x) NCOs and OR of HQ Bombay Engineer Group 50
(xi) ORs of Postal Service, AOC, EME, OR Clerks of RVFC 331/ 3
AEC and those of ASC supply (incl clerks GD/ GD(SD)
but excluding MT Drivers).
(xii) NCOs and OR of HQ Madras Engineer Group (including 27
units, reinforcements and recruits).
(xiii) NCOs and OR of Gorkha Units, including Training Centre 27
(xiv) NCOs and OR of Units at HQ Bombay Engineer Group 24
(excluding reinforcements and recruits)
(xv) NCOs and OR of President Body Guard 15
(xvi) NCOs and OR of all army units NOT catered for above 14
i.e. Infantry, Cavalry, Arty, Armoured Corps, Engineers,
Signals, CMP, MDSC, AMC, RVFC, Intelligence Corps
Pioneer Corps, ASC (other than those at (ii), (iv) and (ix)
above and reinforcement and recruits of Bombay Engineering Group.
NOTES:
1. Any extra accommodation in existing lines may be utilized but no expense will be borne
by Government in connection with the move of any of the families so accommodated.
The above applies to permanent accommodation (existing or that to be provided any
new construction) and existing temporary accommodation.
2. For JCOs/WOs ;75% Married and 25% single accommodation should be allotted when
planning projects. Any increase in the percentage of married accommodation required,
is to be approved by the service HQ.
NAVAL TROOPS
Family accommodations for authorized complements (excluding sailors undergoing initial
training, boys and apprentices and also sailors undergoing courses of instructions or
training of less than 26 weeks duration) of ships and establishments in Navy.
Percentage
(i) MPCOs and CPOs 100
(ii) POs 50
(iii) Leading, Able and Ordinary Seamen 14
NOTES: The term family will mean wife and children and will not include any other.
relations
AIR FORCE TROOPS
(Authority: Same as for Air force Officers)
(i) MWOs and WOs 100
(ii) JWOs 75
(iii) NCOs 50
(iv) Aircraftmen 14
(v) NCsE 100
41
Appendix ‘D’
Precis No 1584
(Refer para 13)
SCALES OF SINGLE LIVING ACCOMMODATION
FOR SERVICE AND NURSING OFFICERS AND JCOs
Type of Quarter Plinth Area (SM) Servant Quarter]
Living Garage 18.58 sm
Accommodation 20.9 sm
(a) Major & equivalent ranks 60.4 sm 50% 75%
and above
(b) Captain and equivalent 51.1 sm 20% 50%
ranks
(c) 2nd Lt/ Lt and equivalents 51.1 sm 4.2 sm (PA) scooter 25%
sheds
(d) JCOs and equivalent ranks 37.2 sm 4.2 sm (PA) scooter
sheds
(Ref Table 5.I and Table 5.III of scales of Accn for Defence Services, 1983)
Planning Notes:
(a) Areas of stair case to be provided, refer to Scales of Accn 1983.
(b) Scooter sheds in single living accommodation are authorized for all types of
construction (i.e. single, double or multistory) with reference to Chapter 5 of Scales
of Accn 1983.
Auth: E-in-C’s Branch letter No A/90130/E2/Design-3 dated 08 May 1987.
42
Appendix ‘E’
Precis No 1584
(Refer para 13)
Ref to MOD letter No 3(1)/79/DO II/D(Works-I) Vol II
Dated 16 Apr 1979.
AREAS IN SQM
Ser No Ranks Auth Main Area for Plinth Areas Area for Area for Area for Scooter
Unit Staircase for Garage attached ADC Cycle
Servant Qtr auth Office shed
Md accn Separated Md accn Separated Md accn Separated
Family family accn family accn
(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12) (13)
Married accn in Sq.M
1. NCOs & OR and 49.24 49.24 5.02 5.02 - - - 2.50 Cycle shed
equivalent
2. Hav/PO/Sergt 51.10 49.24 5.02 5.02 - - - -do-
3. Nb/Sub/Fltgt 65.03 65.03 5.02 5.02 4.2 Scooter shed
4. Sub/CPO/WO 65.03 65.03 5.02 5.02 - - - -do-
5. Sub Maj/MCPO/MWO 65.03 65.03 5.02 5.02 - - - -do-
6. 2Lt/Lt/Sub/Lt/Plt 83.61 83.61 6.04 6.04 - - - -do-
Offr/Flt Lt
7. Capt/Lt/Flt Lt 83.61 83.61 6.04 6.04 22.30 16.72 20.90
(50%)
8. Maj/Lt Comdr/Sqn 139.35 83.61 6.04 6.04 22.30 16.72 20.90 20.90
Ldr (75%) (50%)
43
9. Lt Col/Comdr/Wg 139.35 83.61 6.04 6.04 22.30 16.72 20.90 20.90
Comdr (75%) (50%)
10. Col/Capt/Gp Capt 139.35 83.61 6.04 6.04 22.30 16.72 20.90 20.90
(75%) (50%)
11. Brig/Comdr/Air 139.35 83.61 6.04 6.04 22.30 16.72 20.90 20.90 16.26
Commodore ((75%) (50%)
12. Maj Gen/Rear/air 139.35 139.35 6.04 6.04 22.30 16.72 20.90 20.90 23.23 19.98
vice Mrl (75%) (50%)
13. Gen/Vice Adm 139.35 139.35 6.04 6.04 22.30 16.72 20.90 20.90 23.23 19.98
(75%) (50%)
NOTES:
1. These plinth area standards shall be applicable to the construction of residential accommodation in all places in India.
2. Plinth areas proposed above are based on the wall thickness achieved with the standard brick size 9” x 4.5” x 3” (Nominal). When
standard size bricks are replaced by modular bricks 20 cm x 10 cm x 10 cm in course of time, the plinth areas specified above will not
change. Where wall thickness has to be more for technical reasons, plinth areas may be suitably increased. In places where stone
construction is more economical and is normally adopted the plinth area may be suitably increased by 16% to allow for additional
thickness of wall. In areas where standard size of bricks is 10” and increase of plinth area to the extent of 4% in case of quarters for
ORs/Havs/JCOs and Civilian Type I, II and III and 2.5% in case of quarters for service officers and for Civilian Type IV and V quarters
will be allowed. In areas where local specifications permit use of thinner walls such as ‘Accra’ walling or timber construction, the
plinth areas would be reduced suitably.
3. (a) Sleeping out balconies shall be provided in regions of hot and dry climate and for construction which is more than two storied.
The area of sleeping out balconies will be 80 sq ft for quarters for ORs/Havs/JCOs, 84 sq ft for quarters of 2nd Lt/Lt/Capt and
106 sq ft for quarters for Majors and above. In case of regions with hot and humid climates, i.e. coastal regions where it is not
customary to sleep out during summer, sitting out balconies with the half of the areas stipulated in the Table of Scales shall be
provided in lieu of sleeping out balconies in places other than Bombay and Calcutta (for which reduced standards as indicated in
the Table of scales shall apply). In regions of cold climate viz. hill stations glazed verandahs in lieu of sleeping out balconies
may be provided with half of the areas of sleeping out balconies. Where sleeping out balconies are provided, facilities for use of
44
terrace by occupants need not be provided. In hot and dry regions, sitting out balconies may be provided for two storied
construction.
(b) Areas of sleeping and sitting out balconies may vary with the type of design, depending on architectural and structural
constructions. The areas stipulated, however, are maximum that will be allowed.
In case of quarters for ORs/Havs/JCOs and Type I, II and III for civilians, the standard plinth area may be exceeded utpo 2% when
found necessary on architectural considerations. This is to allow for some flexibility in Architectural Planning.
(a) In the Married Accommodation and Separated Family Accn for Majors and above, garages shall be provided at 75% and 50%
respectively of each rank.
(b) Provision will be made in the planning and layout for construction of additional garage for cars at an extent of 25% of the
number of residential units for the officers of the rank of Majors and above.
In the case of double storey quarters, cycle and scooter sheds shall not be provided. However, in case of three storied
construction cycle and scooter sheds may be provided. No scooter or cycle shed shall be provided in Bombay and Calcutta, even for
more than three storied construction.
In case of construction of four storey and above in places other than Bombay and Calcutta, cycle and scooter sheds where
authorized may be provided separately or one or more quarters on the ground floor may be earmarked for covered parking of cycles
and scooters.
In case of main building areas for staircase circulation are based on a stair width of 1.07 m. Where bye-laws require more
width than this, areas to be provided would be increased suitably. For 1.22 mm wide stair, area for staircase shall be 6.5 sq. meters.
Where local bye-laws so require, additional area for fire escape staircase will be allowed.
Sanitary pipe shafts open to sky, wherever provided, are not to be included in the standard plinth areas.
Area required for services, such as garbage chutes, electric sub station, pump room etc, wherever necessary, will be allowed
over and above standard plinth areas.
In multi storied flats, when lifts are necessary, additional areas over and above the standard plinth areas for the different types
will be allowed for the provision of one or more lifts and lift landings.
Area for staircase given against various ranks in the Table of Scales is based on the assumption that on each floor a minimum
number of two quarters will be built. If due to unavoidable circumstances, construction of odd number of quarters is necessitated, area of
staircase as authorized for the additional quarters may be included in the approximate estimates in the planning stage and provided in the
construction although the additional quarters may be built at a later date.
45
Appendix ‘F’
Precis No 1584
(Refer para 13)
SCALES OF MARRIED ACCOMMODATION FOR CIVILIANS
Ser No Type of Accn Auth Area in Sq M Garages Scooter/ Remarks
Plinth area (SM) Areas for Areas for Servant Cycle Shed
Main Unit Staircase Quarter
1. Type V Pay range 139.35 6.00 18.60* 20.90 *Attached to Main
Rs.12000/-and above unit.
2. Type IV- Pay range 83.60 5.50 - - 4.2(100%) Scooter shed
Rs. 8500/- to Rs.11999/-
3. Type III – Pay range 55.75 5.00 - - 4.2(100%) Scooter shed
Rs. 5500/-to Rs. 8499/-
4. Type II pay range 45.00 5.00 - - 2.5(100%) Cycle shed
Rs. 3050/- to Rs. 5499/- only.
5. Type I – Pay range 34.00 5.00 - - 2.5(100%) Cycle shed
Rs. 2550/- to Rs. 3049/- only.
46
Appendix ‘G’
Precis No 1584
(Refer para 13)
PLANNING OF ACCOMMODATION
1. Accommodation to be provided to a unit depend upon the following:-
(a) Type of the unit – whether Infantry, Cavalry, Armoured Corps, Artillery, Signal and so
on.
(b) PE/PET of the unit.
(c) Role of the unit esp if a role other than normal is allotted to a unit e.g custody of P of
Ws.
(d) Existing accommodation/facilities.
(e) Policy regarding provisioning from time to time.
(f) Location – whether KLP/ILP etc.
2. Accommodation normally provided falls into the following categories:-
(a) Authorised accommodation for a standard unit.
(b) Special accommodation.
3. Accommodation as authorized can be classified under the following categories:-
(a) Domestic accommodation: Married/Single including separated family accommodation for
Officers, JCOs, Hav/ORs NCOs and NCsE and Civilians paid from DSE. MES key
personnel, MES Non key personnel (treated as ‘Special’), Constructional Staff Quarters,
Messes and attached guest rooms (both Officers and JCOs), MES Inspection Bungalows.
Accommodation to be completed with all ancillaries e.g. cook houses, baths, WCs or
latrines, ablutions WHB etc.
(b) Training: Parade Ground, Drill shed, Band Accommodation, Drivers Training Track,
Training Sheds, Obstacle Course (at the discretion of GOC-in-C Command or equivalent
authority), Ranges, Swimming Pool, Sand Model Room (special Assault Course (one per
Regimental Training Centre), Confidence Course (one per center in all Infantry and
Mechanised Infantry Regimental Training Centres). Motivation Hall-cum-Museum-
Boxing Rings (one per Regimental training Centre).
(c) Educational : Men School, School Kindergarten, Children’s School, Instructional
Religious Institute Hall, Room for Technical Training, Instructional Workshops.
(d) Recreation and Sports: Hockey/Foot ball grounds, Tennis and Squash Courts (as per
scales of accn – 1983) Badminton and Basketball, Sports Stadium. Sports Store (Large
Units – 19 sm; Small units – 9 sm).
(e) Medical Accommodation: MI Rooms for leave camps and labour camps.
(f) Administrative Accommodation: Offices Regimental, Battalion, Company, By-cycle cum
Scooter Stand, Flag Staff, Guard at Officers Residence (for GOC-in-C, corps Comdr, Div
or Area Comdr, General Officer and a Brigadier in Command of a Category ‘A’
establishment, a Brigadier and a Sub Area (provided an officer senior in rank to him is
not located in the same station). Detention Room, Sentry Boxes, Walls, Gates, Fences
and Helipads.
(g) Technical Accommodation (incl M.T.): Armoury, SAA, Magazine or Explosive Store,
Garages and connected items (Repair Bays, Technical Store and Office, Washing
Platforms, Assembly Area, Hard Standings, Inspection Pits, Petrol Store, Lub Oil Store,
Ramps and Sentry Boxes and Gun Shed).
47
(h) Storage Accommodation: Baggage, Kit, Clothing, Rations, General Equipment, Signaling
Eqpt, Band Instrument, Company Stores, Sports Stores, Weapon Training Stores, General
Stores, Station Stores (on a station basis).
(i) Fire Fighting Accommodation: As per recommendation of Fire Inspector Trailor Pump
sheds, Static Tanks (special).
(j) Amenities: Institute for OR, Central Institute (on central basis,) Civilian Community
Hall-cum-Recreation Centre (wherever Civilian Living Accn exists). Family Welfare
Centre, Film Vaults, Holiday Homes (Tourist resorts, Hill Stations, Pilgrimages where
specialized hospital facilities are available – to be sanctioned by G of I). Bank, Post and
Telegraph Office, Sainik Aramgriha, Shopping Centre, Unit Shops, Wells may be
provided where conditions render it necessary.
(k) Miscellaneous: Dhobi Ghats or laundry, drying and ironing sheds, incinerators, shop
(armour, tailor, carpenters and barber). Butchery (only if central arrangement not
available). Coal and Coke yards (on as required basis if circumstances warrant).
(l) Accommodation for attached units: Depends upon the circumstances obtained at the
station. Normally units catered for MES, EME, ASC and AEC. Accommodation to be
provided includes domestic offices, stores, garages and specialist accommodation, if any.
(m) Specialised Accommodation: Depends upon the type of unit and its role.
Following are the common errors committed in applying the correct scales/planning
accommodation:-
(a) Married accommodation for officers provided does not conform with the laid down grading
(appendix ‘F’).
(b) Percentages for Married accommodation to be based on authorized percentages: (Appendix
‘C’).
(c) Barracks and Single Officers quarters and JCOs quarters not provided in double storied
buildings as far as possible.
(d) For schools of instruction, quarters other than ‘G’ provided.
(e) No provision made for sanitary annexes where specific provisions do not exist. Refer para
3.50.2 scales of Accn 1983.
(f) No provision made for latrines for cook houses, dining halls, guard houses and all
independent buildings.
(g) Provision for civilians accommodation not included in the estimates.
(h) Accommodation for servants of Messes based on scale 1983 and not on AI 129/52
(i) Scating accommodation for Mens’ School does not conform to laid down percentages.
(j) Club rooms not provided where civilian amenities are available for less than 100 offrs.
(k) Officers Institute provided where civilian amenities are available for less than 100 officers.
(l) Underground Sewage Disposal provided in Non KLP station (requires G of I approval).
(m) Storage accommodation not fully provided.
(n) Proposals initiated for bringing existing accommodation upto new scales.
(o) Provision of offices not worked out and not suitable for functioning of the unit.
(p) Sanction of GOC-in-C for drill sheds not obtained.
(q) Recommendation of Inspectorate of Fire Service not obtained regarding fire services
buildings.
(r) Provision made for metalling of parade grounds.
(s) Provision for ancillary accommodation for garages not made.
(t) Squash/Tennis/Badminton/Basketball Courts provided without consideration towards
smaller/large units.
48
(u) Heights of rooms, widths of verandahs, compound walls and fencing not restricted to the
minimum possible
Refer Para 2.13 Scales of Accn 1983. In addition to mosquito proof/to all down window MNF shall be
provided (G of I letter No 35130/80/Q3W/Policy dated 14 May 86).
NOTE:
In planning of accommodation “Scales of accommodation for Defence Services -1983” shall followed
along with any policy directives issued after 30 Aug 1983. Bringing up existing accommodations to
cater for new authorization as per Scales of Accn –1983 (referred above) shall be done judiciously and
with the sanction of the CFA only.
49
Precis No 1585
Management Department
COSTING RECONNAISSANCE
(RECCE-CUM-COSTING BOARD)
Introduction
1. Costing Board is the first important stage in pre-adm planning where engineer plays a major role
as a member and engineer adviser. As stated in Precis No 1582, the object of holding a Costing
Board is to obtain acceptance of necessity of the CFA. In Station where KLP has been approved
and Zonal plans have been prepared and approved, married and other than married (OTM)
projected need not be subjected to an acceptance of necessity stage since these have already been
accepted. Therefore it is visualized that the boards will have to be conducted in two distinct
stages as under:-
(a) Board for acceptance of necessity (AON) for KLP/Zonal/Costing boards and
(b) Siting Boards leading to the Administrative Approval.
(responsibilities covering boards is as laid down in Appendix ‘B’ to Precis No 1583).
User-Cum-Costing Reconnaissance
This is necessary where:-
(a) the unit for which a work demand has been intimated is NON KLP unit or when the
ZONAL & MASTER PLANS for the station have not been finalized.
(b) Special items of works involved & CFA may be changing.
Object And Duties
2. The purpose of holding Costing Board/AON Board is:-
(a) To finalise location where Zonal plan of a cantonment is not ready.
(b) To prepare Zoning Layout indicating various Zones such as residential, technical,
administrative, play grounds, green belts etc. Network of proposed roads also shall be
shown therein.
(c) To work out requirement of areas.
(d) To determine broadly the scope of the project and to prepare Accommodation
Statements.
(e) To reflect in detail, the extent and scope of reclamation of land in case of marine works
or where such need arises.
(f) Where piling is involved and is possible, detail siting of building shall be done.
NOTE: If items (e) and (f) above are involved, actual estimate are required to be
submitted (and NOT Rough Cost) to enable the CFA to accord “Go Ahead” sanction.
Composition
3. The composition of the Board has been shown in Appendix ‘B’ of Precis No 1583. The board
is so constituted that every aspect of the project receives full consideration. Therefore the
following should be represented on this:-
(a) Quarter Master General (Administrative) Staff.
(b) Medical Staff.
50
(c) Engineers Staff.
(d) User.
(e) Higher HQ
(f) DEO & Dy Commissioner Rep if land is involved i.e. Civil Authorities.
Officers from the following branches may be included in the Board when specialists advice/
liaison is necessary:-
(a) G Staff for advice on security, ground and air defence.
(b) Movement and transportation.
(c) Civil Authorities.
(d) Railway Authorities.
(e) Signals.
(f) Camouflage.
(g) Technical experts on such matters as rail layouts, water borne sanitation, arboriculture.
(h) Environmentalist.
Note: Whenever acquisition of privately owned land is contemplated, chief revenue
officer of the district or his representative should be invited to attend the board.
Proceedings of board are then to be treated as ‘Confidential”.
Terms of Reference
4. A directive, as required by the nature and the scope of the project, will be issued. The main
points to be covered are:-
(a) Accommodation to be provided.
(b) Land requirements.
(c) Water.
(d) Power.
(e) Roads (Access and internal).
(f) Railways requirements, if any.
(g) Furniture.
(h) Area drainage.
(j) Sewage disposal.
(k) Any special consideration to be borne by the Board such as accommodation for civilian
officers, Staff, Car/Scooter parks in offices, specialist service, fire fighting facilities,
security needs, Trg facilities etc.
Deliberation of the Board
5. A thorough examination of the site will be carried out from the point of view of completion of
zoning layout/board proceedings. Different representatives will ensure that all their requirements
are provided for adequately. Expert’s advice on different matters will be fully considered. Based
on this the recce board will give their recommendations on the following main points:-
(a) Availability and suitability of land. Possible expansion will be borne in mind while
working out land requirements. Yard sticks for working out area of land will be
remembered.
(b) Accommodation existing, required and special.
(c) Training facilities.
(d) Amenities.
51
(e) Water and Electric Supply.
(f) Communication – land, water and air.
(g) Drainage.
(h) Sanitation.
(j) Camouflage and Security.
(k) Environmental hazards, or precaution to be taken as the one may be.
Documents
6. Board proceedings along with all the documents prepared both by the staff/user and the engineers
(on the proper Performa) are submitted simultaneously through staff and engineer channels to
CFA/CEA or consideration/check and obtaining acceptance of necessity.
7. Board proceedings on IAFD-931 would cover the details of the following points:-
(a) Constitution of the Board.
(b) Locality to be considered. Map ref, size of area.
(c) Water Supply and electricity (in outline only).
(d) Provision of internal and external communications (including the communication
planning).
(e) Security and fire fighting.
(f) Availability of local labour and accommodation for them and non entitled personnel.
(g) Amenities.
(h) Phases.
(j) Accommodation for constructional staff and MES key personnel.
(k) Special items of work.
8. A list of appendices as under will be attached:-
(a) Statement of the case prepared by user.
(b) Zoning layout showing rail layout, road layout, location of depots and zones of
accommodation and areas for expansion.
(c) Accommodation statement.
(d) Rough cost and engineer appreciation.
(e) Other appreciations (Transport, Signals, Medical, Supply and any other matter of
particular importance).
Engineer Role
9. The engineer representative should collect the necessary ground data and other information from
the civil authorities regarding availability of water, power and sewage disposal facilities. He
must visit the site before the Board meets and get acquainted with the area. The ground data
should includes amongst other items the following:-
(a) Nature of soil, geological information; contour plans.
(b) Details and condition of existing buildings and the proposals for utilizing them or
otherwise.
(c) Details of existing roads and other communication facilities and details of existing
services such as water supply, electric supply, sewage disposal etc.
(d) Meteorological data such as temperature variations, rainfall statistics, wind data, sun
data, seismic zones etc.
52
(e) Natural nullahs available for drainage.
(f) Availability of local labour, materials and their efficacy and quality.
(g) Accommodation required for constructional staff and key personnel.
(h) Any other information that affects the cost such as restricted working hours, excessive
cost on services etc.
The information to be collected from civil authorities should cover the availability of water,
power etc. from them and to what extent augmentation can be met by them. Voltage, mode of
supply (bulk or distributed), terms of supply, etc should be ascertained. It should also be
ascertained whether the existing municipal sewers can take the sewage from the new project or
not.
Accommodation Statement
10. This is the most important document to be prepared by the Costing Board, since the scope of
the project is determined from this statement. The preparation of the Accommodation
Statement is the joint responsibility of Engineers and ‘Q’ Staff. A specimen of this statement
showing the responsibility is shown at Appendix ‘A’. It will be seen that ‘Q’ staff is
responsible for furnishing strength whereas engineers are responsible for filling up the
authority and authorized accommodation based on scales. Details of accommodation required
under security arrangements, fire fighting requirements, air conditioning/refrigeration and
special requirements will have to be furnished by staff/users. Accommodation existing and the
deficiencies to be made good by addition/ alteration to other surplus buildings are to be filled
up jointly by ‘Q’ staff and engineers. Accommodation to be provided by new construction is to
be stated by ‘Q’ staff. The responsibility for obtaining concurrence of users directorate and
clearance from their associated finance for special items rests entirely with the users. If there is
any delay on this account, CFA may sanction the work deleting the special requirements. (refer
to para 4(c) of DWP-86).
Zonal Layout Plan
11. This will show the demarcation of area into various zones such as residential, administrative,
technical etc. and the provision for future expansion. The area requirements will be based on
yardsticks given in ETI 16 or Cant Plg Handbook etc. the roads, boundary line etc. will be
shown. This is prepared by engineers and users and approved by the Board.
Other Documents
12. Rough cost and engineer appreciation will be dealt with in Precis No 1586.
53
Appendix ‘A’
Precis No 1585
(Refer para 10)
ACCOMMODATION STATEMENT PART –I
Station:
Name of Works:
Ser Name of Authority Officers JCOs Havs ORs Remarks
No Unit
Maj Maj to Capt Lt/2 Total AOC/ASC/ Others AOC/ Others
Gen & Brig Lt EME/AEC ASC/
above EME/
AEC
1 2 3 4 5 6 7 8 9 10 11 12 13 14
1. Authorised
strength as
per WE/PE
2. Percentage of
authorization
of md accn
3. Authorised
married addl
accn (in units)
of Quarters
4. Married accn (if
restricted to 80%
or 75%).
54
ACCOMMODATION STATEMENT PART – II
Ser Rank Married Accommodation available Surplus/ Accommodation Remarks
No accn if Govt Hired by Under Total Deficiency Immediately
restricted MES Constr recommended for
to 80% construction
1 2 3 4 5 6 7 8 9 10
1. Maj Gen & above
2. Brig
3. Col
4. Lt Col
5. Major
6. Captain
7. Lt/2 Lt
8. Havildars
(a) AOC/ASC/EME/AEC
(b) Others
9. ORs
(a) AOC/ASC/EME/AEC
(b) Others
CERTIFICATE
(a) It is certified that all existing accommodation has been taken into consideration and the deficiencies have been worked out in
accordance with the approved scales and entitlements.
(b) Certified that PE/WE No…………………….dated……………..and amendments upto……………….have been adopted.
(Station Staff Officer) (CE/DEC) (Presiding Officer)
for Station Commander
55
56
Precis No 1586
Management Department
ROUGH COST/ INDICATION OF COST
AND ENGINEER APPRECIATION
Introduction
1. When the costing board has decided on the main requirements (accommodation statement),
engineer representative is called upon to prepare a rough cost and an engineer appreciation
which will accompany the Board Proceedings.
Rough Cost/ Indication of Cost (RC/IC)
2. Scope
It is rough estimate for the project worked out on the basis of the zoning layout and
accommodation statement. If master plans are not available, tentative layout may be prepared
by Engineers. It includes storage requirements, special items of work, engineers services, land
acquisition, demolition of structures, site clearance and all other charges, which are necessary
to fulfill the requirements as set out by the users in writing and technical requirements
envisaged by the engineers.
3. Purpose
The purpose of rough cost indication of cost is to determine the CFA who will scrutinize the
project and accord acceptance of necessity. The engineer adviser of the CFA checks the rough
cost to ensure that it is a reasonable estimate and includes all charges.
4. Basis of Preparation
The rough cost is based on the following:-
(a) Accommodation statement prepared by the Costing Board.
(b) Yard sticks from previous experience for similar works such as:-
(i) Approved plinth area rates with application of market variation and escalation.
(ii) Labour and material constants.
(iii) Machinery constants.
(iv) Per capita rates.
The responsibility for preparation of rough cost has been shown in Appx ‘C’ to Precis No
1583.
5. Special Items
All Special items will be grouped and shown separately and necessity will be fully explained
by the users.
6. Furniture
5% of the building cost may be added for furniture if authorized and required. (For schools,
education centers, colleges etc @ 15 – 18% of the building cost).
7. External Services
External Services can be estimated from detailed quantities, if available or by adding 25% of
the building cost, if sources are already developed. If sources are to be developed, additional
57
5% must be added for each source to be developed. Feasibility of non conventional energy to
be indicated.
8. Contingencies
Contingencies at 3% will be added over the total rough cost of the project. Items to be charged
to the project contingencies are in Appendix ‘A’.
9. Establishment
2% of the total rough cost is allowed for work charged establishment charges.
10. Checking of Rough Cost
Following points will be particularly scrutinized:-
(a) Requirements of accommodation have been calculated on the authorized peace
establishments of the units and authorized scales.
(b) Full requirements of the users have been taken into account and project is complete by
itself.
(c) Land for the project is available, otherwise cost of its acquisition is to be included.
11. Form
The form used for rough cost is given in Appendix ‘B’ to DWP-86 is attached as Appendix ‘B’.
Engineer Appreciation
12. Purpose
The purpose of an engineer appreciation is to present to the higher authorities a full and correct
picture of the engineer problems involved, so that correct decision can be taken at higher level.
13. Responsibility for preparation of engineer appreciation is given in Appx ‘C’ to Precis No
1583. Engineer appreciation is required for all projects costing over Rs. 2 Lakhs.
14. In preparation of engineer appreciation following points should be kept in view:-
(a) In working out accommodation requirements, all factors, e.g. G of I policy, standard
designs, economy in specifications, are given due consideration.
(b) Accommodation proposed to be utilized/altered is really surplus and will not be
required for some other purpose, in future.
(c) Assistance required from E-in-C regarding stores, equipments, specialist’s advice is
fully brought in engineer appreciation.
(d) Time of completion takes into account:-
(i) Time for technical planning and contract action.
(ii) Provisioning of stores and equipment, availability of local stores.
(iii) General performance of contractors in the area. (including consultant agencies).
(iv) Whether work is in one compact site or scattered.
(v) Weather and climatic conditions.
(vi) Whether or not approach roads, water and electric energy for construction are
available.
(vii) Site restrictions, if any, works being in restricted area requiring passes for entry
of contractor’s labour.
(viii) Personnel available for supervision.
58
(e) Target time is based on Army HQ Policy or some definite rational plan of the user. As
far as possible, target time should correspond with normal time for completion.
(f) Staff required for efficient execution/ supervision is indicated at this stage. This
includes both regular and work charged establishment.
(g) Abnormal costs are explained with full reasons.
15. Form
The form to be used for engineer appreciation is shown at Appendix ‘C’ attached. Examples
are also given in this Appendix. In case of E&M project all details as per Annexure I to
Appendix ‘C’ are to be furnished. For air conditioning projects, the details as per Annexure II
to Appendix ‘C’ are submitted. For water supply schemes, Annexure III to Appendix ‘C’ and
for sewerage and sewage disposal Annexure IV to Appendix ‘C’ are furnished. Annexure I
to IV are required to support approximate estimates only and will not be submitted along with
rough cost.
Arboriculture Works
16. (a) Arboriculture works covering planning and maintenance of trees, hedges and general
landscaping are authorized as a part of works services vide para 2.17 of S of A, 1983. It can
be sanctioned as a part of a project or as a supplementary to it.
(b} Salient points on policy issued vide G of I , MOD letter No 3(4)/97 /DO-II /D(WORKS) Dt
22 Oct 02 are as under:-
(i) Arboriculture will be sanctioned in areas where some construction activity is in
progress or where some accommodation has come up. It excludes afforestation of vast
track of surplus land in various Cantts/ Mil stations.
(ii) The arboriculture works sanctioned as a part of project will be executed through
MES . Supplementary work can be executed through MES or Horticulture of Forest
Deptt.
(iii) The maintenance of arboriculture works shall be done for a period of three years
including the period of execution of the work by executing agency. Thereafter it shall
be handed over to the users for upkeep and maintenance.
.
17. Rs. 1000/- per acre (of the total land) is authorized as one time capital grant for development of
arboriculture. This amount being meager is utilized for planting of trees along roads in
avenues or selected open spaces (Auth: QMG’s Br letter No B/22333/Q3W (Policy) dt 16/19
Dec 77.
18. E-in-C’s Br Policy letter No 01/CP/87 issued vide letter No 90175/CP dt 14 Jan 97 gives guide
lines on planting of trees and their further maintenance.
59
Appendix ‘A’
Precis No 1586
(Refer para 8)
ITEMS CHARGEABLE TO PROJECT CONTINGENCIES
(i) Temporary MES Storage and Office Accn.
(ii) Excess due to tendered percentage, difference in cost of stores and extra foundations due to site
conditions.
(iii) Cost of Models.
(iv) Experimental works including Testing of samples.
(v) Cost of Laboratory Apparatus.
(vi) Technical Books.
(vii) Photographs and Press Advertisements.
(viii) Expenditure in connection with foundation stone or other connected work.
(ix) Expert Advice.
Authority: E-in-C letter No 66324/E2A dt 15/17 Oct 59 and even number dt 09 Dec 68.
(x) Stationery.
(xi) Office equipment (Reqd for all engg activities such as pre-adm approval plg, post adm app plg
and maintenance services).
Like:
Typewriters.
Intercom Equipment,
Calculator,
Electronic Stencil Cutter,
Dictaphone,
Tape recorders,
Photo Copiers,
Copying Machine,
Franking Machine,
Filing and Indexing Systems,
(Excluding computers of all kinds).
Authority: Para 38 of DWP - 86.
60
Appendix ‘B’
Precis No 1586
(Refer para 11)
ROUGH COST
Station……………………………………………………………………………………………………..
Name of Project………………………………………………………………………………………..….
Ser No Items Basis of calculation Cost Remarks
(a) (b) (c) (d) (e)
1. (a) Cost of land
(b) Site clearance including demolition
2. (a) Buildings Add for market
(including internal services) variation and
difference in cost
of stores.
(b) Airconditioning & Refrigeration
(c) Lift.
(a) Firefighting.
3. Special Items
4. Furniture. at 5% of item 2(a)
5. External Services. At 25% of item 2(a)*
*If sources are not
developed add 5% extra
6. Arboriculture
7. Contingencies. 3% of total Srl 1 to 6
8. Establishment 2% of total Srl 1 to 6.
------------------------------
Total
------------------------------
9. Local Tax.
10. Add for works involving other agencies -----------------------------
Grand Total
-----------------------------
61
Appendix ‘C’
Precis No 1586
(Refer para 15)
ENGINEER APPRECIATION
Station: DELHI
Name of Project: Accommodation for an infantry battalion.
Ser No Items Details Remarks
Offrs JCOs OR NCsE Others
M S M S M S
(a) (b) (c) (d)
1. Total number to be accommodated 12 4 25 5 100 600
2. Number to be accommodated in new 12 4 20 5 100 600 To pt
construction or in tent plinths or a construction
combination of both (give each 5 Md JCOs
separately) with brief description i.e. Qrs existing
permanent, semi-permanent or
prefabricated/temporary.
3. Number to be accommodated by
additions and alterations with purpose
for which originally constructed.
(a) Type of construction to which permanent construction No addition/
additions and alterations are to be alterations
done. Involved.
(b) Very brief description of original NA
accommodation.
(c) Approximate area of buildings
involved.
(d) Brief description of additions/ - - - - --------------------------
alterations involved.
4. Are any special items of works Yes Provision of sand model
involved including those which depart room and Conference Hall
from approved scales of accommodation? 100 m2 @Rs 850/- = 85,000/-
If so, give reasons for deviation, Statement of case attached
Approximate quantities such as with board proceedings.
Square meterage of floors and
Costs separately.
5. Approximate storage, garage etc,
area to be provided with (brief
description).
62
6. Approximate workshop are to be
provided (with brief description).
7. Are any repairs included? If so give
areas of buildings to be repaired
and describe repairs required.
8. What services are to be provided? Roads, water and electric
supply, sewage disposal,
area drainage, security fencing
and arboriculture .
9. Do services exist? Yes – all/No Partly.
None/Partly.
10. What percentage of various services 100% for new construction.
Is to be provided.
11. What repairs and /or additions and Water mains will have to be
alterations are required to existing provided to connect existing
services. Wells.
12. Is any assistance likely to be needed Release of following special T&P:-
from E-in-C (give details). (a) Motor grader -1
(b) Tractor with dozing eqpt -1
(c) Road Roller 10 tons -2
13. Does the site involve any unduly No.
high expenditure on any service?
14. Target date 1/7/70
15. Time required for completion (by Two years.
Phases if necessary) in normal
Circumstances.
16. Special measures, if any, including Special Measures
increase in cost required for completing Sanction of additional staff.
Project by the target date. Splitting up of contracts.
Reduction in time for tendering.
Move of stores by passenger
trains where necessary.
Increase in cost will be
approximately 10%.
17. Is existing staff sufficient? If not,
what increase will be reqd to complete
the project.
63
(a) In normal times. (a) One B/R Sub Division.
(b) By target date. (b) One GE Division.
18. Other information, assumption made It has been presumed that there
and any remarks to assist in will be no abnormal rise of taxes
considering pros and cons. and railway freight.
Sd//x/x/x
CHIEF ENGINEER
CEA
64
Annexure ‘I’
Appendix ‘C’
Precis No 1586
(Refer para 15)
DETAILS FOR ELECTRIFICATION AND
LIGHTING PROTECTION SCHEME
1. What is the power requirement? Give details.
2. What is the source of electric supply?
3. Is electricity available from the existing sources? If not, how it is
proposed to meet the requirements?
4. Does the electrification scheme fit in the overall plan for the station
to avoid any in fructuous expenditure at a later date?
5. Are the following documents enclosed?:-
(a) Layout plan showing existing/proposed installations with
take over points in different colours .
(b) Schematic diagram showing existing and proposed
equipment in different colours.
(c) Voltage drop calculations or a certificate to the effect that
sizes of cables and cover head lines, provided are adequate
and economical.
(d) Schedule of service connections and house service meters.
(e) Estimates from SEB in case the supply is to be taken from
outside source.
(f) Details of essential loads when stand by set is provided.
(g) Sketches of Sub Station and power house buildings to justify
the plinth area.
(h) Details of existing installations and those proposed to justify
provision of key personnel Qrs where provided.
(j) Details in support of FE when required.
(k) Schedule of existing and proposed internal wiring and
sketches of the buildings showing internal electric points
where the cost is not included in PA rates of the building.
65
(l) A certificate to the effect that after the addition of the load
proposed in this estimate, the voltage variation at and
consumer’s terminal will not exceed the percentage
difference as laid down in IE Rules.
6. If the provision is not as per authorized scales give details of
users special requirement.
7. Is the provision of lighting protection based on the Govt of
India letter No F8(I) 60/6103/D(Disp) dt 06 Oct 61 and the
design in accordance with BSS 326 of 1965/STEC
recommendations? Attach building drawings showing
protection system.
8. Give details in respect of lumpsum and assessed rates.
66
Annexure ‘II’
Appendix ‘C’
Precis No 1586
(Refer para 15)
DETAILS FOR AIR CONDITIONING SCHEME
1. Does the building/rooms layout indicate suitability either for central
plant, package type or window type? Give reasons for type
adopted.
2. (a) Has the building/room orientation been checked to
minimize effect of solar heat gains?
(b) Have all the glazed windows been provided with suitable
sunshades and double glazing or insulite glass?
3. Has the provision of false ceiling of suitable insulating material
been catered for to reduce the room height to requisite minimum
and provide insulation?
4. Has air lock cabin/compartment been provided with central plant?.
5. Has the attic space been provided with proper natural ventilation (in
case of cooling processing)?
6. Plant room:
(a) Has the plant room been located at the center of the load and
in a place from where supply and return ducts can be taken
with case and fresh air can be taken from outside?.
(b) Has sufficient space been catered for around the package
type plant for carrying out repairs?
(c) Has adequate size of the central air conditioning plant room
been provided?.
7. Has the ambient DB and WB been correctly taken based either
on meteorological data or from E & M pamphlet issued from
CME Kirkee or from instructions issued by the E-in-C?.
8. Has the inside temperature, humidity, occupancy, equipment
load and fresh air requirements been taken based on instructions
issued by Air HQ/Army HQ/Naval HQ? If not has the same
been obtained from the users in writing?. Has the variations
in inside temperature and humidity correctly mentioned in the
design data?
9. Have the heat load calculations, survey sheets, building
drawings and board proceedings been enclosed?
10. Is the plant available indigenously? If not what is the extent
of FE required and country of origin?
11. Has the availability of electricity and water supply required
for air conditioning been verified?
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Annexure ‘III’
Appendix ‘C’
Precis No 1586
(Refer para 15)
DETAILS FOR WATER SUPPLY SCHEMES
1. What is the total requirement of water for the project? Have
the break down details been attached?
2. Is the requirement based on the authorized scale of water
consumption sanctioned as per Scales of Accn 1983.
3. What is the existing source – Civil or MES?
4. Furnish the following information:-
(a) Yield of the existing source/ Sources.
(b) Number and capacity of existing storage tanks.
(c) Number and capacity of existing sumps.
(d) Number and capacity of existing pumping sets (also
Indicate ‘drive’). What are the standby arrangements?
(e) Individual capacities of existing treatment unit i.e.
Sedimentation tanks, filtration plants, chlorination plants
etc.
5. What is the water requirement for the existing accommodation
based on authorized scales?
6. What are surpluses/deficiencies both in source and storage?
(Ground sumps should NOT be taken as storage)
7. Has the possibility of obtaining water from civil sources with or
without augmentation of their source been fully investigated
before considering development of our own source for the project
under consideration?
8. What proposals for the development of sources have been
considered and what are the salient points for recommending
particular proposals?
9. Does the proposal fit in the KLP of the station? If not, state
the reasons thereof.
10. Any acquisition of land required for the proposed scheme? If so,
give details.
11. Do the specifications and rates conform to the estimating data?
If not give details in support of assessed rates.
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12. Have provisions for key personnel quarters been made in the
estimate? If so, what is the basis for these provisions in relation to
the existing and proposed E/M installations and existing quarters?
13. The following documents should be furnished:-
(a) Schedule of daily water requirements.
(b) Layout plan showing existing and proposed water supply
Installations i.e. source, treatment units, sump, pump
house, storage tanks, rising/ distribution mains.
(c) Frictional loss calculations in the design of the proposed
mains.
(d) Schedule of water meters.
(e) Schedule of internal water supply and line plan of the
buildings showing water supply mains where internal
water supply is not included in plinth area rates.
69
Annexure ‘IV’
Appendix ‘C’
Precis No 1585
(Refer para 15)
DETAILS FOR SEWERAGE AND SEWAGE DISPOSAL SCHEME
General
1. Is present/proposed water supply adequate for provision of
water borne sanitation?
2. What is the population catered for in this project (as per B/R
portion) and what is the population catered for in sewage disposal
scheme? If they are different, give details.
3. Can the existing units, viz. sewer lines, pumping station, septic
tanks or treatment plants take up all or any part of the additional
sewage load?
4. Has the proposed scheme been shown clearly on the layout plan
and the layout plan attached?.
5. Do the quantities, of sewer pipes provided in the estimate broadly
tally with the layout plan? If not, give justification for quantities not
shown, cannot be shown in the layout plan.
6. Are all rates based on estimating data? If not, give details in support
of assessed rates.
7. Is adequate land available for sewer lines, pumping stations
and treatment plants? If not give details of land acquisition necessary.
8. Have provisions for key personnel quarters been made in the estimate?
If so, what is the basis for these provisions in relation to the existing and
proposed E/M installations and existing quarters?
9. Have the contours been shown on the layout plan? Give spot levels
of sites for various installations.
10. What is the type of soil (rocky, sandy, clayey or mixed) upto invert
level of the sewer/depth of soakage well (whichever is deeper)?
11. What is the maximum and minimum level of sub soil water table?.
Sewer Lines
12. What maximum depths of sewer at the center of gravity of the loads?
Pumping Station
13. Are the pumping stations located at the center of gravity of the loads?
70
14. What are the standby arrangements?
Treatment Units
15. Septic tank system
Are kitchen and bathroom wastes connected to the existing septic tanks? If not, what
is the method used for disposal of sullage water.
16. Are kitchen and bathroom wastes proposed to be connected to septic tank in this scheme or will
it be disposed of through sullage drains?
17. What is the percolation rate of soil?
Centralised Scheme
18. Can this scheme be connected economically to ‘Civil scheme’, if any existing?
19. Has expansion factor has been provided in design of the sewage scheme?
20. What is the type of treatment proposed? Is it “Oxidation pond’ or ‘Mechanical treatment
plant’?
21. What is minimum distance between the last building and the site for ‘Oxidation
pond’/’Mechanical treatment plant’?
22. How is the final effluent from the treatment units (i.e. oxidation pond or mechanical treatment
plant) proposed to be disposed off?
Oxidation pond method
23. Are all conditions mentioned below satisfied for provision of oxidation pond?
(a) Availability of adequate land at economic rate.
(b) Direction of prevailing wind away from the proposed accommodation.
(c) Impervious type of soil at the site of ‘Oxidation pond’.
(d) Availability of good sunlight.
24. What is the design load (i.e persons per acre of pond area) for oxidation pond? Give brief
details (i.e. length, breadth and depth) of the proposed pond.
Mechanical treatment plant
25. What are the reasons for adopting mechanical treatment system in preference to oxidation
pond?
26. What type of treatment is being adopted for primary or complete?
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Precis No 1587
Management Department
SITING BOARD AND APPROXIMATE ESTIMATE
Introduction
1. After necessity of a project has been accepted, orders for convening of a siting board are
issued. The engineer representative attends the siting board as a member and prepares the
detailed layout plan and approximate estimate.
2. This précis deals with the composition and duties of the siting board with special reference to
the responsibilities of the engineer representative.
3. Orders for convening siting boards are issued by authorities shown in Appendix ‘B’ of Precis
No 1583. Scope of duties of the board along with any directives is laid down in the terms of
reference set out in the convening order. Terms of reference may include any additional points
which could not be foreseen at the time of Costing Board.
Composition
4. Composition of siting board has been shown in Appendix ‘B’ to Precis No 1583. Certain
advisers whose presence was essential at the Costing Board only, need not be included.
Duties
5. Duties of the siting board are as under:-
(a) To examine the zoning layout on the ground in details.
(b) To determine the detailed siting of each building and mark it on the ground.
(c) To draw up the detailed layout plan on the basis of which an approximate estimate can
be worked out by engineers.
(d) To remain responsible for the project so far as siting is concerned, up to time of final
completion of the project.
(e) To work out the details of services, furniture and other miscellaneous items to be
included in the scope of the project.
Basis
6. The board bases its examination on the Costing Board Proceedings and terms of reference.
Carrying out siting board
7. Time and labour is saved if following procedure is followed:-
(a) A directive is issued to all members/adviser along with a copy of costing recce
proceedings so that all members are fully prepared.
(b) The preliminary meeting is confined to examining the skeleton layout and ensuring that
no major modifications are involved.
(c) A meeting between user, engineer and medical representative is held to work out a
tentative detailed siting and prepare a plan accordingly.
(d) Detailed siting is confirmed on site by the full board.
(e) Engineers are given an approved siting plan to work out the approximate estimate.
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(f) A final meeting is held to approve the proceedings in all details.
Salient points for consideration of Siting Board
8. (a) Terms of reference.
(b) Land
Ownership and availability. Whether no objection certificate has been obtained.
(c) Type of accommodation whether permanent or temporary.
(d) Utilisation of existing assets.
(e) Scrutiny of existing roads and other services for water, power etc and determining the
extent and method for augmentation.
(f) Furniture
Existing quantity and certificate for manufacture in lieu of hiring.
(g) Miscellaneous items such as windows, guardbars, fencing, compound wall, flyproofing,
geysers, perimeter/security lighting.
(h) Any specialist services required such as air conditioning, refrigeration etc.
(j) Specialist items concurrence of user’s directorate and clearance from their associated
finance.
Engineer’s role
9. The engineer representative should ensure the following:-
(a) All documents/data are checked before submission to the board.
(b) The tentative layout is examined from engineer angle and all points, e.g. interference
with drainage, increased cost of foundation, and orientation of the building, feasibility
of providing services, are noted for submission to the board. All details required for
preparation of AE are recorded in the Board Proceedings.
(c) Detailed layout as approved by the board is signed by all the members of the board.
(d) A note is kept of different opinions and advice by members/advisers. This is helpful in
case a change in siting become necessary at a later stage.
Siting of buildings
10. The engineers should ensure that the following points are kept in mind while the siting is
decided:-
(a) Contours
Site buildings along and not across contours.
(b) Pattern – grid, radial or ribbon type.
(c) Circulation within and between zones.
(d) Density
(e) Market place/shopping center to be central and important buildings on a high ground at
prominent spot.
(f) Avoid low lying areas and high water table.
(g) Distance from roads.
(h) Avoid existing HT lines, under ground cables, telephone lines, water supply mains,
sewers etc. wherever possible.
(i) Orientation
Avoid sun glare, allow prevailing wind, command good view where possible.
(j) JCO’s/OR’s accommodation to be within 15 minutes walking distance from office,
market, school.
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(k) MT area
Traffic not to pass through residential area.
(l) Parade grounds, sports grounds, cinema, open spaces, stables, dairy at proper location.
(m) Avoid buildings facing each other.
(n) Living areas cut off from place of work.
(o) Provision for future expansion in each zone.
(p) Grouping to get minimum cost of services.
(q) Neighboring Civil facilities such as markets, schools, hospitals etc.
(r) Security for separated families.
(s) Installation at proper location considering elevation, center of gravity of load etc.
11. Approximate Estimate (AE)
(a) Part I contains a summary of the items of work along with their cost.
(b) Part II contains the detailed working out of individual items in sufficient details to
enable check by higher authorities and in support of Part I.
NOTES: (1) The purpose of AE Part I (abstract of cost) is to show staff the estimated
lumpsum cost of each of the main items of the work.
(2) AE Part II is primarily an Engineer document. It is intended to show the
type of construction envisaged and the basis on which the cost shown in Part I
have been assessed. In practice, this will be prepared before part I.
12. The forms used for Approximate Estimate Part I and II are given in Appendix ‘A’. If any
supporting details, e.g. drawings, requisition details and sketches are required to be given these
can be attached as annexure to Part II.
13. Basis for Preparation
In preparing or checking an AE the following points should be ensured:-
(a) Plinth area is provided as per authorized scales of accommodation, proper conversion of
floor area to plinth area, allowance for stone masonry, staircase etc to be remembered.
(b) Buildings cost of accommodation are based on basic plinth area rates as given in E-in-
C letter issued from time to time. Allowance to be made for black cotton soil, termite
eradication, seismic zones etc.
(c) The specifications are as per E-in-C’s Technical Instruction. Provision of geysers in
officer’s quarters and refrigerators in JCO’s Mess/ORs dinning hall etc.
(d) Cost of services are to be worked out in detail and are based on E/M Estimating Data as
issued from time to time. Perimeter fencing, security lighting to be considered.
(e) Cost of furniture is based on area rates.
(f) Cost on account of the following is to be included:-
(i) Acquisition of land.
(ii) Site clearance.
(iii) Demolition of existing buildings. Credit is to be allowed for demolished stores.
(iv) Works necessary or incidental to execute the project e.g., access roads, site
office, project staff quarters, soil exploration, expert technical advice and so on.
74
(g) Market Variation is based on similar works under execution in the area and as approved
by Chief Engineers. This will be corrected by the appropriate Engineer authority at the
time of administrative approval.
(h) Difference in cost of stores (Issue price and not stock Book rate) is taken into account.
Revised/Supplementary Estimate
14. A revised estimate becomes necessary, if at any time, the cost of the project is likely to exceed
the tolerance amount over the sanctioned amount due to any of the following reasons:-
(a) Increase in the scope to administrative reasons i.e., revision of scales or establishments
e.g. more troops to be catered for, change in location due to strategic reasons.
(b) Increase in cost due to technical reasons.
15. In case of para 14(a) a supplementary estimate detailing additional accommodation is
submitted to CFA competent to accord AA to the entire project, including both original and
Supplementary Estimates. If he has no funds available and the service is of such an urgent
nature, in his opinion, it can not be delayed till he obtains funds in the ordinary course, CFA
will then forward the demand to higher authorities with request for a special allotment. While
in case of para 14 (b) a revised estimate along with a comparative statement showing
excess/saving of each corresponding item is submitted to CFA for approval.
16. Increase in the cost due to technical reasons is attributable to the following:-
(a) Factors beyond the control of engineers
(i) Sudden increase in market prices of stores, labour or equipment.
(ii) Unexpected soil conditions needing heavier foundations.
(iii) Increase in the authorized scales.
(iv) Improvement of specifications as a result of research or further experience.
(v) Works necessitated by Act of God e.g. floods, fire.
(b) Factors within control of engineers
(i) Full requirements of user not worked out initially.
(ii) Insufficient examination of site resulting in change of location.
(iii) Availability of stores, plant and equipment not checked resulting in adoption of
costlier substitutes.
(iv) Increasing trend of contractors enhancement not accounted for.
(v) All necessary and incidental works not allowed for.
(vi) Inaccurate estimating.
17. While reasons at para 16(a) may be accepted after full examination, those at para 16 (b) show
inefficiency on part of engineers. Check at all intermediate engineer levels right upto the
engineer adviser to CFA is designed to eliminate such mistakes.
18. In case of revised estimate, following particulars must be furnished:-
(a) Comparative statement item wise with full reasons for revision.
(b) Full statement of facts and justifications in case revision is due to technical reasons.
(c) Changed site plan, if any.
(d) Details of stores, if variation in cost of stores is 20% or more.
Financial Concurrence
19. The final cost of any service may exceed the amount of A/A by not more than 10%. An officer
will take no action which will commit Govt to expenditure beyond 10% of A/A without
75
obtaining prior sanction of CFA in the form of a Financial Concurrence (FC), Corrigendum or
Revised AA.
(Para 9d of DWP-86).
While concluding a tender for the item or items of work, if the cost exceeds their
corresponding A/A cost by more than 10% and there is no prospect of savings on other items
of work, the case will be projected to the CFA alongwith a statement showing the financial
analysis for according the financial concurrence which will enable the Engineer Authority to
conclude the contract.
(Para 22 c of DWP-86)
The details procedure is given in the E-in-C’s Branch letter No 80223/Pol/E2(WPC) dt
30 Nov 90 and 30 Jun 92 as amended from time to time.
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Appendix ‘A’
Precis No 1587
(Refer para 12)
APPROXIMATE ESTIMATE PART I
Station……………………………………………………………………………………………………
Name of Project…………………………………………………………………………………………..
Brief particulars of work to be done……………………………………………..……………………….
…………………………………………………………………………………………………………….
Ser No Items of Works Cost Rs.
…………………………………………………………………………………………………………….
1. Site clearance and cost of land.
2. (a) Buildings (including internal water supply and electrical work
when provided). (Cost to be calculated on SSR plus
percentage for contract cost. See Part II).
(b) Internal water borne sanitation.
(c) Air conditioning.
3. Furniture.
4. Special Items of work (to be detailed in Part II).
5. External Services:-
(a) Roads:-
(i) Internal
(ii) Access
(b) Water Supply
(c) Electric Supply
(d) Sewage Disposal
(e) Area Drainage
(f) Fencing & gate
Total 1 to 5.
6. Contingencies (3% on items 1 to 1).
7. Establishment charges (2% on items 1 to 5).
8. Railway Work
9. Time required for physical completion of works under
normal circumstances to commence work. Grand Total
N.B. : The items of work in this form are appropriate for a building project. The items may be varied
as necessary for other projects.
77
BLANK
78
Appendix ‘A’ (Contd)
Precis No.1587
Refer para 12
APPROXIMATE ESTIMATE PART II
Station……………………………………………………………………………………………………………………………………………..
Name of Project……………………………………………………………………………………………………………………………………
………………………………………………………………………………………………………………………………………………………
Ser No Description of Work Auth/Spl Brief Specification Qty Unit Rate Amount Remarks
………………………………………………………………………………………………………………………………………………………
(a) (b) (c) (d) (e) (f) (g) (h) (j)
………………………………………………………………………………………………………………………………………………………
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Precis No 1588
Management Department
TECHNICAL CONTROL
Introduction
1. Technical Control is exercised by engineers, referred to as competent engineer authorities
(CEA), both before commencement of and during the work. Exercise of technical control
before commencement of the work is a guarantee that the proposals are structurally sound and
that the estimates are based on accurate and adequate data.
2. This précis deals with the mechanics of technical control exercised before commencement of
the work.
Technical Sanction to Original Works
3. CEAs exercise technical control by according ‘technical sanction’ to a costed schedule of
work, which contains items of work to be carried out along with sufficient details to be
checked. An example of costed schedule of works is given in Appendix ‘A’.
(Para 26 DWP-86).
4. In preparing a costed schedule of work, following points must be ensured:-
(a) Items of work are strictly in accordance with administrative approval so far as scope
and scales are concerned.
(b) No departure from authorized scales/general specification is permitted without sanction
of Ministry of Defence/Service HQ.
(c) Design and detailed specifications are economical and in conformity with sound
engineering practice.
NOTE: CEA can deviate from the specifications shown in approximate estimate at the
time of preparation of Schedule of Work, provided that:-
(i) the deviations are necessitated by engineer reasons and are not such as to alter
the scope of the work.
(ii) there is no departure from authorized general specifications.
(iii) Total cost as administratively approved is not exceeded.
(d) Costs are based on current market or MES schedule rates suitably adjusted to market
trends.
(e) Sufficient technical details e.g., drawings, design calculation, requisition details are
furnished so that the costed schedule is susceptible to check. No lump- sum or
provisional item is to be included in a costed schedule of works. Costed schedule
should be based on detailed quantities and not a replica of AE Part II.
(f) For works less than Rs. 5,000/- costed schedule of works may be dispensed with.
5. The costed schedule of work is checked at all engineer levels right upto CEA. In exercising the
check following points are ensured:-
(a) Administrative approval for the work has been accorded and funds allotted.
(b) Service is being provided for authorized PE/PET.
80
(c) Special items of work have been sanctioned by appropriate CFA.
(d) Estimate for works and stores are correctly worked out.
(e) Cost is realistic to the time available for construction.
6. CEA then approves the costed schedule by recording Technically sanctioned for Rs. (Amount)
on the costed schedule. Before approving, CEA may make any change/modification in the
costed schedule. Technical sanction must be accorded by CEA (or his authorized subordinate
officer) under a dated signature before issue of tender. In case of specialist services where
tenders are based on tenderer’s own designs, drawings and specifications, technical sanction
can be issued after receipt of tender but before acceptance of contract.
7. Copies of approved schedule (Technical sanction), duly signed and dated by CEA, are sent to
the following:-
(a) CDA concerned.
(b) Engineer formations concerned e.g GE, CWE, CE and E-in-C.
NOTES: 1. Copies are sent to E-in-C for projects over Rs. 20 lakhs only.
2. GE may distribute to SDO and AAO attached to his office.
Sub-projects and Delegation of Powers
8. A big project may be sub divided into sub projects for convenience. A subproject is a self
contained unit of the project which is sufficiently large or important to be kept distinct for
purpose of planning, siting and execution. Any self contained external service may also be
treated as a sub project.
9. CEA for a sub project is the one who can accord technical sanction to the project as a whole.
In sanctioning a sub project, CEA will ensure the following:-
(a) Amount of technical sanction for the whole project is not likely to be exceeded.
(b) His powers as CEA are not exceeded (see Appendix ‘B’) as laid down in Table ‘B’ of
MES Regulations.
(c) Technical sanctions to all sub projects are accorded with in a short a time as possible of
the issue of administrative approval.
10. CEA for a project may delegate the authority of according technical sanction to sub projects to
local engineer officers, entrusted with the planning of such projects. When delegating such
authority following points must be ensured:-
(a) The total amount upto which lower officer is to accord technical sanction is laid down.
Lower CEA is not to exceed the amount so laid down without approval of CEA for the
whole project.
(b) Sub project is within the power of lower officers as per Table ‘B’ of MES Regulations
and if it exceeds powers given in Table ‘B’ the delegation of power should be given by
name and for specific period and amount.
(c) Copies of delegations are sent to CDA concerned.
(d) Only CEs can give enhanced powers to lower officer by name for technical sanction in
exceptional circumstances. CEs may delegates their powers to Addl CEs working
under them. Such powers can not, however, be delegated to any other officer.
(e) The delegated items can not be further delegated to lower formations except by CEA.
81
Revision
11. A revision of costed schedule is generally necessary if revised administrative approval is
accorded or specifications are changed subject to following exceptions:-
(a) No revision is necessary if the percentage in the accepted contract differs from the
anticipated percentage in the technical sanction provided the amount administratively
sanctioned is not exceeded. Similarly for other non technical variations, revision of TS
is not necessary
(b) Sanction to change in specification may be approved by sanction of a deviation order on
a contractor by the CEA. (Para 31 of DWP-86).
Deposit Works
12. Deposit works are explained in precis on the relevant subject. Procedure for according
technical sanction for such works is identical to that for defence works.
Works Executed by other agencies
13. In the case of Defence Services Works entrusted to other agencies, technical sanction will be
accorded by that department, in accordance with their rules. Detailed plans and specifications
in respect of works costing Rs. 1 lakh and above will, however, be shown to the MES for
scrutiny from the users point of view and with regard to scales.
Repairs
14. The procedure for planning/sanctioning, executing repairs is dealt with in précis on the relevant
subject. Engineers are fully responsible for constructional fitness, accuracy and economy of
repairs. Before according sanction engineer authority should ensure that the repair estimate is
not likely to exceed the funds at his disposal.
15. CEA exercises technical control by approving estimates or requisition prepared for each item
of repair, before commencement of the work. For installations, TS is accorded on M & O
estimates. (Para 27 of DWP – 86).
Establishment/ Contingencies
16. Establishment charges are usually approved under a separate technical sanction which is
supplementary to the main technical sanction.
17. The amount sanctioned as contingencies can be utilized for the following:-
(a) Unforeseen items of work necessitated during the execution of a project due to engineer
reasons.
(b) Essential temporary structures/services e.g. shelters, ancillaries, water supply, paths and
approach roads, storage sheds, workshops, offices, fencing for use by the supervising
agency and/or troops / directly employed civilian labour, employed on the work under
special circumstances, where no such items exist in approximate estimate.
(c) Preliminary investigations including soil tests, models.
(d) Excess caused by a contractor’s high percentage.
18. In case of (a), (b) or (c) a supplementary technical sanction must be accorded immediately as
per the procedure given for original works, while (d) is covered under the main technical
sanction. (see para 11).
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Powers for Competent Engineer Authority
19. Powers of CEAs are given in Table ‘B’ of MES Regulation and reproduced in Appx ‘B’.
These powers may be exercised in conjunction with provisions contained in paras 28 to 33 of
DWP-86.
20. These powers are applicable to all works/ services to be executed on behalf of defence forces
or civil departments/ deposit works.
21. In exercising these powers, CEAs must be guided by the following principles:-
(a) The ‘aim’ of a technical sanction is to check on the engineering aspects of a work
before it is taken up for execution. Technical sanction must therefore be accorded
before inviting the tenders or incurring financial commitments. Post facto sanction are
irregular and defeat the aim.
(b) Scope of work, as administratively approved, must not be changed/modified without
CFA’s approval.
(c) No excess over amount administratively approved is permitted.
(d) No deviation from general policy relating to scales/specifications is permitted except as
a special work sanctioned by appropriate CFA.
(e) Superior specifications/ fittings are not sanctioned unless approved as a special work.
(f) For works executed by troops/DEL against sanctioned projects, issue of TS is
mandatory.
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Appendix ‘A’
Precis No 1588
(Refer para 3)
REVISED TECHNICAL SANCTION NO . 22
PART – I
Station: :AWANTIPUR
Name of Project : Job No AWA/2/63, Provn of OTM accn for …………….
Sub Project : External services, Part item XVIII of AA.
Authority : G of I, M of D No . Air HQ/2605/109/W-I/1218/SD (Air-II) dated 15 Dec 77.
Amount as per costed schedule of works (Annexure ‘I’) Rs. 13,125.00
Add 60% for market variation on Rs. 5,613.00 (Cost except pre-fab Structure) Rs. 3,378.60
Add for difference in cost of stores Rs. 2,000.00
TOTAL Rs. 18,503.60
Say Rs. 18,500/-
(Technically sanctioned for rupees eighteen thousand and five hundred only)
Sd/-
For Chief Engineer
Dated : 09 Dec 79
Station: Field
PART -II
(Allocation with reference to sub project)
Adm Approval Technical Sanction
Item Amount Amount of this TS Amount upto & incl this TS Remarks
XVIII 10,94,870.00 18,500.00 3,73,097.00
(Part item XVIII)
PART – III
(Summary of Technical Sanctions)
Amount of Adm Approval for the whole project Rs. 2,18.69 lakhs
Amount of previous TS Nos 1 to 21 Rs. 1,57,91,320.00
Amount of al TSs upto and incl this TS No 22 Rs. 1,58,09,520.00
No 2126/92/E2 Plg
Chief Engineer XY Zone
C/O 56 APO
09 Dec 79
Distribution:-
E-in-C’s Br (E2 Air)
Army HQ, DHQ, PO New Delhi-11
Chief Engineer Western Command
CDA Western Command (Copy signed in ink).
HQ 133 Works Engrs
GE AFW Damodar Karewa
UA GE AFW Damodar Karewa.
84
Appendix ‘A’
(Annexure ‘I’ to Appendix ‘A’)
Station: - AWANTIPUR
Name of Project - AWA/2/63 Provision of OTM accn for………………………..
Sub Project - External Services, part item XVIII of AA.
Ser Description of Authority Drg No Brief Specifications Quantity Unit Rate Amount Remarks
No Works
1. Provision of BS (I) Page 21 CE/AFW/ Excavation: One each 13,125.00 13,125.00
sub stn and DK/55 Sh 1/1 In ordinary Soil block
pump house CE 135/68,
Sh 1/7 Foundation
PCC 1:7:12
Using 40 mm size
Stone agg and PCC
1:5:10 for pillar
foundations.
Plinth:
RR Masonry in CM
1:6
Super Structure:
Prefab with PSJ in
Columns and 2nd
Class H wood sal
Timber framing
Roof:
CGI sheets 24 G
Wall lining:
PGI Sheets 22 G Total 13,125.00
85
Appendix ‘B’
Precis No 1588
(Refer para 19)
POWERS OF ENGINEER AUTHORITIES
Description of Works E-in-C CE CWE GE AEE i/c Indep Sub Div AEE/AE Remarks
Technical sanction to design or
requisitions for:-
(i) Major & minor works FP FP 50 Lakhs 15 Lakhs 2.5 Lakhs 50,000
(incl sub wks of projects)
(ii) Maint, Buildings, FP FP FP 15 lakhs 2.5 lakhs 50,000/-
communication etc
maint & operation of
installation
(iii) Purchase, manufacturer FP 7.5 lakhs 75,000/- 30,000/- 15,000/- 3,000/-
and repair of T and P
except (iv) below to
the stores rules
(iv) Purchase of camp eqpt FP 2 lakhs 40,000/- 7,500/- 4,000/- 2,000/-
and furniture for
inspection bungalows
and officers
86
Precis No.1589
Management department
TECHNICAL PLANNING
Introduction
1. Technical planning of a project is started when the Adm Approval is received by the Engrs.
Responsibility of plg at this stage lies entirely with the Engrs.
Aim of Technical Planning
2. The systematic technical planning is aimed at :-
(a) Finalisation of design/ specifications.
(b) Preparation of detailed working drawings.
(c) Deciding the agency of execution.
(d) Checking on the resources and arrangements for carrying out the work.
(e) Preparation of a coordinated plan for carrying out the preliminary tasks before the work is
taken up by the proper agency.
(f) Processing the plan based on the resources and arrangement through various stages and take
up work for execution.
(g) Avoiding the occurrence of bottle necks.
Stages of Technical Planning
3. The following are the stages/ sequences in post administrative planning:-
(a) Scrutiny of Adm Approval / Provisions: As it is quite likely that the conditions might have
considerably changed between the date of Siting Board and the date of issue of Adm
approval especially w.r.t. availability of land, site and services, the Adm approval and
enclosures there to require thorough scrutiny and if necessary corrigenda /supplementary AE
initiated.
(b) Issue of Works Operational Order. The CEA issues the WOO Sub dividing the work for
execution into sub projects keeping in mind the convenience, the work load, technical
competence, the staff available and the ease for execution and issues instructions to the
lower Engr authorities laying down their responsibility. Appendix ‘A’ gives a sample of a
WOO.
(c) Preparation of Works Planning/ Works Plan. A planning programme is prepared for the
project as a whole showing the probable dates of issue of Tech Sanction and Tenders,
acceptance of tenders and PDC for various sub projects, specimen is shown at Appendix ‘B’
attached. Then each Engr authority prepares a Works plan in respect of the portion of work
entrusted to him, showing therein target dates for various stages and detailed plg whereby a
proper coordination of work is achieved and tender notices are issued. Appendix ‘C’ gives a
suggested Works plan. This may also be shown in the form of a net work called Master
Control Network (MCN).
(d) Agency for Execution. The agency for execution is decided at this stage viz. whether to do
the work through contract, DEL, regular maintenance gang or through other department
taking into account all the pros and cons of each such agency for the particular work in
question.
(e) Preparation of Drawings. On the basis of layout plans, line plans, etc. approved by Siting
Board, detailed examination of site is carried out and the exact site details are collected for
87
design. The structural members are designed and then the working
drawings are prepared for the structures and the services. The important site data to be
collected are elucidated in Appendix ‘D’.
(f) Approval of Drawings. The layout and line plans are got approved by the users. In the case
of technical buildings, the detail of services, finishes and the functional aspects like
openings, clearances etc are also got examined and approved by the users.
(g) Deciding Specifications. Specifications are decided based on the duration for which the
project is intended, the nature of work, the nature of construction and the type of
accommodation etc.
(h) Resources. All the stores required are to be procured and supply so arranged so as to avoid
the hold up of the work at any stage for want of stores.
(j) Issue of Technical Sanction. The costed schedule of work is prepared and the Technical
sanction is issued by the CEAs as detailed in the précis on Technical Control. Particulars
are then furnished by plg section to E8 for contract action as detailed in Appendix ‘E’
(k) Issue of Tender. Tender documents comprising of schedules of work, stores and plants
supplied, special conditions of contract, particular specification for work and detailed
drawings are issued to contractors of standing and capability so as to promote healthy
competition. The contracts are prepared on standard forms.
(l) Acceptance of Contract. The tenders received are thoroughly scrutinized and the lowest tender
is accepted, if in the order and provided it is within the sanction.
4. Post Admin Approval
Total time prescribed from issue of works operational order to period of physical execution is as
under :-
Md.Accn. OTM Accn.
(a) Chief Engineer Contracts - 95 Weeks 102 Weeks
(b) CWE Contracts 78 Weeks 88 Weeks
(c) GE’s contracts 49 Weeks 56 Weeks
Notes:-
(i) Works of site development including soil investigation and approval of line plan by
the users to be dovetailed in to pre-admin approvall stage.
(ii) Time period for design of Multistoried Md.accn to be dovetailed with pre-admin
approval time schedule, after acceptance of necessity and sanction of work.
(iii) For complex structure of OTM accn. add 33% more time .
(iv) External Services design and planning in developed areas/zones , the time is
concurrent with the building works .
(v) 6 to 8 more weeks for financial concurrence cases.
(vi) For multistoried construction add 25% extra time.
(Auth : MOD letter No.95533/Pol/CSS/E2WPC/472/DO-I/D(W-I) dt.24 Apr86 circulated
vide E-in-C’s Br. letter No.39349/E2WPC
dt 12 Jun 86)
Conclusion
5. the above details refer to the technical plg before execution of a work. The plg required during
executions is dealt with in the relevant précis. It should be appreciated that plg should be carried
out on the systematic lines without in fructuous efforts so that works can be carried out
satisfactorily efficiently and economically.
88
Appendix ‘A’
Precis No.1589
(Refer para 3b)
Chief Engineer’s Office
PUNE ZONE
30 Apr 03
To,
The Commander Works Engineers
POONA
SL No…..PROVISION OF MARRIED ACCOMMODATION FOR CIVILIANS
PAID FROM SERVICES ESTIMATES – DEHU ROAD
Ref: This office No………………………………..dated…………….
1. Six copies of Govt of India, Min of Defence letter
No………………………………………………dated……………….according Adm Approval for the
above work have already been forwarded to you under our letter cited above.
2. You are hereby authorized to put the work in hand on receipt of allotment of funds.
3. The division of responsibility for the preparation of drawings, issue of technical sanction and
conclusion of contracts is as under:-
Ser Item of A/A Preparation Issue Contract Demand Rem.
No AE Part II of Drgs of T/S action of stores
1. Site Clearance CWE CWE CWE CWE
2. Item 2(a) to (l)
bldgs and garages. CE CE CE CE
3. External services:
(a) Roads CE CE CE CE
(b)Water supply* CWE CE(E4) CWE CWE *Cost of Sch B
stores Approx.
Rs 2,94,000/-
(c)Elect supply (i) (4)(c) CWE CWE CWE CWE
sub items 1 to 5 & 13
of Annx ‘C’ HT
(ii) 4(c) Sub items CWE CWE CWE CWE By DEL
6 to 12 of Annx ‘C’ LT
(d) Sewage disposal
(i) Sub item (iv) to (vi) CE(E4) CE(E4) CE(E4) CE(E4)
of Annx D – Treatment
plant & sub items
connected
(ii) Sub items (i) to CWE CWE CWE CWE
(iii) and (vii) to (ix)
of Annx D Sewers
(e) Area drainage CWE CWE CWE CWE
(f) Arboriculture CWE CWE CWE CWE
89
*
4. CE’s Contract/ plg programme is enclosed. Please forward contract/plg programme in respect of
the items for which you have to arrange contracts as indicated above.
Encls: As above
Copy to : GE Dehu Road
Internal : E2(Works)
E3,E4,. E5, E6, E8 SE
A/A folder for Chief Engineer
90
Appendix ‘B’
(Precis No 1589)
(Refer Para 3 (c)
WORKS PLANNING PROGRAMME
Sl Job Preparation Initial Final Design/ Final PIP Iss- Drafting Issue Receipt Comme PDC Re
No No/A/A . of drgs to layout of structural . ue of of of -cement ma-
. Ref with drawing by E2 E/M . drawing drgs of Tender tender Tender of work rks
date of E6 (Design) services TS CE’s CWE’s GE’s
sanction . & E4 (internal) contract contract contract
.
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17
NOTES:-
1. Work operational order shall be kept in view while preparing this plg pgme.
2. Go-ahead sanction if issue shall be fully considered.
3. Time frame for post adm plg as laid down vide G of I, M of D letter No 95573/POL/CSS/E2WPC/472/DO-II/D(W-I) dt 24.4.86 shall
be strictly followed.
4. Columns of above specimen plg programme may be altered to suit various types of works.
91
92
Appendix ‘C’
Precis No.1589
(Refer para 3c)
WORKS PLAN FOR A SUB PROJECT
Ser No Planning State Official Completion Dates Remarks
Responsible target Actual
*1. Land Acquisition (Checking) As per DWP-86,
*2. Decision regarding specifications acquisition of land
3. Forecasting of controlled stores is pre-requisite
4. Earmarking of controlled stores before any work.
5. Preparation of detailed drawings Is proceeded for
6. Check with GE sanction (except
7. Preparation of detailed estimates under extra-
8. Preparation of costed schedule ordinary
*9. According of Technical sanction circumstances).
10. Preparation of basic list of stores
11. Check with GE
12. Preparation of Firm Demands
13. Placing of Indents
**14. Progressing of Indents
**15. Procurement of stores
*16. Decide type of contract
17. Sending PIP to E8
18. Issue Notice of Tender
19. Preparation of Tender Documents
20. Check with GE
21. Issue of Tender Documents
22. Receipt of Tender
*23. Opening of Tenders
*24. Check financial commitment
*25. Acceptance of tender with Intimation to GE
**26. Appointment of E-in-Charge
**27. Checking availability of site and schedule ‘B’ Stores
28. Preparation of MCN and T & P charts
29. Handing over site and issuing work order
30. Intimation to CWE.
Copies to all concerned. CWE X district.
NOTES:
1. Time interval between various stages would depend upon nature and scope of the project.
2. Stages 3 and 5 as also stages 8, 10 and 16 may be tackled simultaneously.
3. Minimum interval between stages 18 and 21 as also stages 21 and 22 two weeks.
4. Stages marked *must preferably by checked by CWE personally.
5. Stages marked ** must preferably be checked by GE personally.
6. Stages 26-30 have to be planned at GE’s level, irrespective of the cost of work.
7. Stages 1 & 27 have to be checked together.
93
Appendix ‘D’
Precis No.1589
(Refer para 3e)
NOTE: The list given below is not to be treated as final but should be considered in the nature of the
guide lines.
SITE INVESTIGATIONS
ADDITIONAL GROUND DATA/SITE FACTORS TO BE SUPPLIED BY GE FOR EACH JOB TO
ENABLE CORRECT DRAFTING OF TECHNICAL SANCTION, CONTRACT CLAUSES AND
PARTICULAR SPECIFICATIONS.
1. Nature of Site
(a) Availability of sub soil investigation report for the entire area.
(b) Whether approximately level or sloping or with many undulations.
(c) Permission for cutting of trees – rare species of trees to be preserved.
(d) If black, cotton soil or shrubs exist, whether top soil is to be removed off site? If so, state
approximate depth for surface digging and distance for removal of spoil.
(e) If such surface digging is anticipated for only part of site, state what provisional lumpsum
should be allowed in tender to enable CE to order this on contractor, where necessary.
(f) Contour plan at one meter intervals showing the existing nullahs, drains etc.
(g) Details of trial pits showing the soil profile and the bearing capacity. As detail subsoil
report is not available as stated in (a) above.
(h) Subsoil water level during summer and monsoon.
(j) Maximum flood level marks/information and cycle prevalent in the area.
2. Availability of Land
(a) Whether proposed construction is located at one site or at different sites (attach site plan
demarcating sites).
NOTE: If land or portion of land at one of the sites is not available, indicate
this clearly and state probable date by which this portion would be available.
(b) Confirm that site plan has been in consonance with that prepared at the time of siting board.
3. Availability of Buildings
In case of additions and alterations (Special Repairs) give phased programme of handing over
buildings as accepted by users.
4. Approach Roads
Do approach roads exist? If not, state approximate distance from existing road to site of work for
which contractor will have to make his own approach roads.
5. Approximate distance of source for aggregate suitable for cement concrete work. State whether
graded shingle/gravel or broken stone available. Along with test results, if available towards
quality of such aggregate.
6. Approximate distance of quarries for stone suitable for walling. (If stone for facing is to be of a
different species and from a different quarry, state accordingly).
7. Approximate distance of quarries for stone bottoming and metal suitable for WBM (road work).
NOTES:
(1). If source of stone metal used for WBM and chippings used for wearing coat (surface
dressing and premix carpet) is different, state so clearly.
(2). Whether quarries are approachable throughout the year.
8. State locality/ distance from site of National/Stale highway.
94
9. Are any of the quarries for stone, gravel or moorum situated on Govt land; if so state whether
contractor is exempted from Royalty charges.
10. Local practice with regard to binding materials used for final consolidation of WBM hardcore and
the like (e.g.) red bajri, laterite, moorum, kankar nodules, lime stone quarry dust etc. State
approximate distance of its source from site of work and who controls quarries for this material.
11. Where stone is not available, what material is used by local bodies like state PWD and Municipal
Corporation and the like for road soling and WBM.
12. Site and approximate lead for surplus earth required for filing under road, runways, traverses and
the like.
13. Availability of Lime
(a) State approximate distance of nearest source of supply.
(b) Quality of lime – whether fat or mildly hydraulic or hydraulic.
14. If lime is available locally (within 25/30 miles radius) local practice with regard to mortar for
masonry i.e., whether lime mortar 1:3 or lime surkhi mortar 1:1:2 or 1:1:1.
15. Availability of Sand
(a) State quality, ,local name and source for sand suitable for cement concrete work.
(b) State quality, local name and source for sand suitable for masonry mortar.
(c) State quality, local name and source for sand suitable for plaster work.
NOTE: In each case state whether grading approximates to zone, I, II, III
or IV of Table of I.S. 383/1970.
16. Availability of Bricks
(a) State availability of modular bricks.
(b) State size of local kiln burnt bricks and crushing strength, (in case of clamps, state so)
(c) Normal brick burning season and availability of bricks in monsoon.
(d) Average approximate distance of kilns from site of work.
(e) If kilns are situated far away, would contractor be allowed to burn bricks on Govt land near
site of work.
17. Availability of Timber
(a) Suitable for door and window frames.
(b) Suitable for joinery.
(c) Suitable for roof timbers.
(d) Suitable for shelves, eaves and barge boards and the like.
18. Local practices with regard to waterproofing treatment considered adequate for flat roofs.
19. Availability of moorum from excavation (from excavation from trenches and around buildings) and
their re-use in filling under floors etc. or state source for obtaining moorum from outside M of D
land.
20. Availability of small boulders (from excavation from trenches and around buildings) and their re-
use for hardcore or road metal after breaking it to required gauge.
21. Availability of rock from excavations from trenches, road cuttings and around buildings and
recommendation for its re-use depending upon quality.
22. Hindrances at site
(a) Presence of trees at site. If so, it is proposed to get them removed under departmental
arrangements or through building contractor?
95
(b) Presence of large tree trunks, if any, to be removed by contractor and making good of pits by
moorum filling or hardcore.
(c) Presence of old water mains, electric cables and the like. If so, whether they would be
removed under departmental arrangement or to be removed by the contractor.
(d) Presence of any electric or telephone poles. If so, whether they would be removed under
departmental arrangements or by the authorities concerned and the probable date by which
these would be cleared from site.
23. Any ancient structures of Archaeological importance, religious places etc.
24. Availability of Water for Works
(a) State source and state whether supply available is in adequate quantity.
(b) If from existing well at site, state whether contractor would be permitted to use well water
free of charge/ or well needs further development.
25. Availability of water for drinking purpose for workmen.
26. Availability of electric energy for issue to contractor. State rate to be charged and the maximum
KWs available for issue.
27. Stores for Issue to Contractor on Payment
If it is the intention to exhaust existing surplus stock of some stores (e.g. coal dust/ rubble coal or
un-controlled items of steel etc.) give particulars about:-
(a) Quantity available
(b) Condition of store.
28. Completion period and phasing recommended by GE/CWE taking into consideration:-
(a) Above mentioned site factors; and
(b) Priority of construction from user’s angle, and highlighted in B.P.
29. Site for disposal of spoil.
96
Appendix ‘E’
Precis No.1589
(Refer para 3j)
PARTICULARS TO BE FURNISHED BY PLANNING SECTION TO THE
SURVEYOURS SECTION FOR PREPARATION OF CONTRACT DOCUMENTS
SSW/SW
OFFICE NOTE
E2 PLG
N O……………../……………….E2 Plg
SUBJECT: PREPARATION OF TENDER DOCUMENT
FOR…………………………………………………………..
Subject:-
Will you please arrange to prepare tender documents and invite tenders for the above work. The
following particulars required in this connection are attached herewith:-
1. (a) Copy of Adm approval. (Bringing out as to whether it is “Time Bound” project or
otherwise).
(b) Copy of Technical Sanction.
2. Accn statement covered by Adm Approval.
3. (a) List of works to be covered by this contract.
(b) Amount to be spent during current financial year.
4. Site plan showing layout of all buildings as approved by the Siting Board.
5. Detailed plans, section and elevations etc for all buildings and other items to be included in the
contract and brief outline specifications. (bring out any “Prestigious Buildings”.
6. The amount of Adm Approval relating to the work under this contract.
7. List of stores to be issued by Government (vide Sch ‘B’ attached).
8. Particulars of Govt transport, if any to be issued to the contractor.
9. Particulars of Govt T and P to be issued to the contractor.
10. Line plans/schedules for internal Electrification and Water supply.
11. Provisional lumpsum that should be included in general summary (for contingencies, specialist job
etc.) are as below:-
(a) Contingencies.
(b) Water supply and sanitary fittings (where not covered by 10 above).
(c) ………………………………………………………………………
12. Time allowed for completion.
13. *Water will be/ not be supplied by MES on payment.
97
*The water point(s) is /are shown on the site plan.
*Delete the alternative not applicable.
14. The following special features applicable to this contract are brought to your notice:-
(a) Nature of soil at the site, black cotton/ or moorum.
(b) Hard core whether the material would be stone/ or brick work.
(c) Plinth protection whether the material would be stone/ or brick.
(d) Teak – Type of teak.
(e) Ironmongery. Steel brass/brass oxidized copper/aluminum.
(f) Sanitary fittings.
15. Restricted working hours.
16. Restriction on quarrying on Govt/Factory land.
17. MES will not be able to supply water to contractor but will be allowed to utilize existing wells in
the vicinity and in the contract area.
18. Any credit for demolished assets.
19. Cutting of trees and their final disposal.
20. Special conditions needed, if any.
Signature………..
SO 1 Planning
Date:
Copy to :- E8
98
Precis No.1590
Management Department
MAINTENANCE REPAIRS
Introduction
1. Keeping defence assets in a habitable state constitutes a major function of the MES. Suitable and
timely repairs enhance the life and value of assets, provide better comfort to the users and raise the
morale of the defence forces.
Image of the MES largely depends upon the quality of Maintenance Services that are provided to
the users.
The aim is to provide maximum user’s satisfaction within the constraints of resources available and
teamwork of rules & regulations.
The GE will chalk out the Annual Maintenance Programme with each user unit and finalise it with
the station commander laying down the priorities. The copies of this Annual Maintenance
Programme for the entire station duly signed by the GE and Station Commander are distributed to
the higher engineer and Staff Channels. Refer QMG Policy letter No B/32844/Q3W(Policy) dt 01
Jan 86. Appendix ‘A’
This précis deals with the financing, planning and execution of repairs.
Scope of Repairs
2. Buildings
Repairs to buildings consist of maintenance, petty repairs, replacement, renewals and periodical
services inclusive of internal water supply, electrical and sanitary systems. MES is also responsible
for sweeping chimneys in unit lines and cleaning of glass panes of sky light in hospital wards,
storage sheds and hangars.
3. Roads
Repairs to roads consist of patch and petty repairs, surface renewals and maintenance renewal of
drains, culverts, bridges and causeways. It also includes maintenance and renewal of sign posts,
mile stones and boundary pillars.
4. Airfields
Repairs to airfields consist of petty repairs, maintenance and renewals (including resurfacing) of
runways, taxi tracks, hard standings, aprons and cross drainage works.
5. Landing Grounds
Repairs consist of maintenance of landing grounds only.
(Para 158 MES Regs)
6. Installations
Repairs to installations consist of maintenance and renewals (upto
Rs.50,000/-) of water supply and electrical systems, ice plants, mechanical sewage disposal plants,
workshops, air conditioners, refrigerators and timber factories.
99
7. Tools and Plants (T&P)
Repairs of T and P consist of maintenance and renewals of authorised and special T and P held by
MES e.g., portable machinery, earth shifting machinery and associated equipment, small tools and
miscellaneous equipment.
(Para 168 MES Regs)
8. Vehicles
Repairs consist of maintenance including replacement of worn out parts of the vehicles held by
MES.
9. Furniture
Repairs consist of maintenance and renewals of authorised furniture holdings of MES supply.
NOTES:
1. Camp equipment or furniture and equipment for inspection bungalows and offices (except E-in-
C and CEs’ office) is classified as T and P.
(Para 168 MES Regs)
2.MES is also responsible for maintaining (but not renewals) and upkeep of furniture supplied as
free gift by red cross societies to hospitals.
(Para 185 MES Regs)
10. Repairs of installations, T and P and vehicles are dealt with in E/M precis. Repairs to furniture is
dealt with in precis on Barrack Services.
MES Responsibility
11. (a) Army, Navy and Airforce
(i) All buildings whether owned/hired/leased.
(ii) Roads both inside and outside cantonment.
(iii) Airfields occupied/used by airforce.
(iv) All installations except those maintained by the forces themselves, e.g. signal
communications, port installations, Industrial Plants.
(v) Furniture for office and domestic use.
(Para 722 MES Regs)
NOTES:
1. Responsibility for hired/leased buildings devolves on MES if the agreements so stipulate.
2. Responsibility for inside cantonment roads is usually limited to roads for purely military
purpose (classified as ‘military’ by G of I). Other roads even if constructed out of defence
funds, are handed over to cantonment/civil authorities as early as possible under orders of G
of I.
(Para 154 MES Regs)
3. When airforce utilizes civil facilities, repairs may be carried out by civil agencies at an
agreed cost; alternatively contribution towards repairs may be made by the civil authorities.
4. Installations and assets owned by units are not maintained by MES.
(b) Factories
Ordinary repairs are carried out by factories themselves. If any ordinary repairs are to be
done by MES, CEs sanction is to be obtained by Factory authorities. Special repairs
sanctioned as works are executed by MES.
100
(c) Farms and Remounts
Responsibility for repairs to buildings and installation (except for furniture in unit farms,
milk depots and office equipment) has been taken over by MES w.e.f. 1 Jun 52 (Military
Farms) and 1 Apr 53 (Remounts).
Obtaining Funds for Repairs
12. Forecast Estimates and Budget Estimates for repairs are prepared and submitted to E-in-C, who
submits them to Army HQ (or appropriate HQ) for approval. Based on budget provision, lumpsum
funds are allotted and placed at the disposal of Engineers.
13. Detailed procedure for preparation of Forecast Estimates and Budget Estimates is dealt with in
precis on ‘Budget’. The demands are based on certain laid down norms as given in G of I letter No
87966/POE/E2(WPC)dt 25 Aug93
14. Funds allotted to E-in-C for ordinary repairs are sub-divided between commands and further sub
allotted down to GE’s level. GE then divides his allotment between sub divisions.
15. Procedure relating to special repairs is dealt with in precis on the relevant subject.
16. COAS has directed that funds allotted for maintenance /repair of accn. should not be diverted for
carrying out addn./alt. Appointment houses and a few prestigious buildings in the over and beyond
their authorization. (Auth. E-in-C’s Br. letter No.A/00358/Policy/E2(WPC) dt 23 Jul93)
Initiation of Repairs
16A. Repairs are initiated as a result of the following:-
(a) Quarterly inspection.
(b) Inspection by Engineers/Staff.
(c) Scrutiny of unit demand Registers.
(d) Marching in and out of units.
(e) Timed programme of periodical services.
(f) Demands for urgent repairs.
(g) Storm damages.
(h) Enquiry office.
(Para 358 MES Regs)
Quarterly Inspections
17. These should be carried out in accordance with a pre agreed programme with the user. The
programme is published in station orders. A joint inspection is carried out by MES representative
(B/R, E/M and B/S) and the user. The inspections form the basis of repairs programme.
Inspection by Higher Authorities
18. Staff/Engineers should carry out periodical inspections to ensure that the defence assets are
maintained in a state of good repair and there is no danger of partial/complete collapse or
deterioration. Every property must be inspected at least once a year. It must be remembered that
‘Timely repairs save money and trouble’.
Unit Demand Register (Repair Book)
19. A repairs book (IAFW-1805) is maintained in the Quarter master’s Office of each unit in which all
necessary repairs are recorded. This book should be examined by a responsible MES representative
at regular intervals (generally once a week) and demands noted for inclusion in the programme.
Enquiry office also receives and records demands for repairs and organises urgent services where
necessary.
101
Marching In and Out of Units
20. A joint inspection by MES representative/user will be carried out to detect barrack damage if any.
(Barrack damages are dealt with in precis on Barrack Services). All other repairs are noted for
inclusion in the programme.
Periodical Services
21. These comprise the External and Internal painting, lettering, white washing, distempering, staining,
tarring & oiling of buildings etc required from time to time to keep them in neat, clean &
serviceable condition. The normal intervals & variations prescribed are shown in table G of MES
Regs Appx ‘B’.
These frequencies may be reduced by the prior sanction of the CWE, but any extension thereof may
be sanctioned by the GE. The GE will decide the number of coats of paint etc, necessary in all
cases.
(MES Regs Para 229 & 230)
All periodical painting should normally be done under a separate contract. Refer para 263 of E-in-
C Standing order.
Urgent Repairs
22. These comprise of repairs to water supplies, electrical wiring, leaking roofs, sanitary system,
cooking apparatus, dangerous structures and like. These are initiated by the user and sent to SDO
for subsequent processing. If not considered urgent, SDO returns the demand back with the request
for inclusion in unit demand registers.
Storm Damages
23. Station Commander should convene a court of inquiry with a MES representative as a member to
assess the damages caused by storms if they are extensive. A report is made to higher authorities as
soon as possible. Depending upon the findings of the court and decision thereon, MES carries out
necessary repairs. In case of minor storm damages immediate action is taken to carry out the
necessary repairs.
Preparation of Requisitions
24. Requisitions detailing items of work quantities, cost at schedule rates/contract rates are made out
for repairs (as also for minor works upto Rs. 3,000/-) of buildings to be ordered on Term
Contractor.
25. Requisitions for ordinary repairs are prepared by the SDO on IAFW-1833 IAFW-2158 as per
procedure given in Para 237 E-in-C’s Standing Orders, as amended (refer Appendix ‘C’). A
phased programme should be made for preparation of requisitions to make the best use of funds and
working seasons.
26. Urgent repairs are detailed on IAFW-1817 by the user and sent to AGE/SDO who completes the
details and arranges for carrying out as expeditiously as possible.
Technical Sanction
27. Powers for technical sanction are given in Precis No 1588. Requisitions are technically checked by
SDO (Technical) and approved by GE/AGE/SDO. These are then recorded in a requisition register
IAFW-1787 and taken up for execution.
102
28. When checking requisitions for repairs, following points must be ensured:-
(a) Only necessary and essential repairs are carried out.
(b) The specifications adopted for carrying out repairs are technically sound and in conformity
with policy laid down by the E-in-C. Repairs to better specifications can be carried out if
these satisfy the above requirements and will not lead to unnecessary increased expenditure
in future. Superior specifications are to be approved by CWE.
(c) Replacement of fitting or portion of a building by one of better class necessary from
engineering consideration constitutes a repair, only if the existing fitment/ portion of a
building is worn out and requires replacement in any case.
(d) Quantities, rates and cost are correctly entered/worked out.
(e) Where alternatives are prescribed in the schedule, requisitions clearly specify as to which
alternative is to be adopted.
(f) Correct contractor’s percentage is added to the cost at schedule rates.
(g) Difference in cost of stores (stock book and schedule rates) is added to the estimate.
(h) No allowance is made for utilising demolition stores obtained from the repair items included
in the requisition but cost of demolition stores from other sources is allowed at rates
assessed by the GE.
(j) Requisitions have been allocated to the proper head of account (dealt with in Precis on
‘Budget’).
(k) The description on the outer page (IAFW-2158) represent the scope of repairs correctly.
(l) Details of labour and stores (in case of daily engaged labour) are based on reasonable
constants/allowances.
29. While according TS, it should be ensured that the allotment is not exceeded.
Planning of Repairs
30. Control over repairs can be exercised only by systematic planning and subsequent implementation.
A month wise programme should be chalked out to take maximum advantage of the resources.
31. To facilitate advance planning and achieve even flow of expenditure following relaxations have
been permitted:-
(a) Liability on account of repairs for the next financial year can be incurred in the last financial
quarter upto 25% of the current year allotment.
(b) Adjustment of cost of stores drawn for carrying out repairs as per (a) could be postponed to
the next financial year by making them NOT ADJUSTABLE UNTIL 1st OF APRIL in red
ink.
(Para 53 MES Regs)
32. Planning for repairs has to be based on the condition, obtained in the Division/District and should
result in an even flow of work on Contractor/MES Staff/Accountants Department. In particular,
accumulation of bills towards the end of the financial year should be avoided as proper
technical/audit check cannot then be exercised.
32A. At the time of drawing maintenance programme in consultation with Stn Cdr./user ,GE should
bring out and include in the yearly maint programme the quantity of major stores to be procured
in a year and approx. cost to be spent on such stores .However ,detailed planning and procurement
will be responsibility of GE. (Auth. E-in-C’s Br. letter No.87966/ Pol/E2(WPC) dt 31 Oct 93)
103
33. Notes on planning repair works are attached as Appendix ‘D’ and should serve as a good guide.
Agencies
34. Repairs works can be executed through the following agencies:-
(a) Term Contractor (TC).
(b) Contracts for certain specific repairs grouped as one work.
(c) Casual maintenance gangs or Directly employed labour (DEL) on permanent basis.
(d) Troops.
35. Term contracts are finalised on a zonal basis (Zone may include one or more station or a station
may be divided in one or more zones) to cater for repairs and minor work. Term contracts are let
out for a period of 12 months, which preferably run form June to June. Contract for periodical
services and painting is separated to yield more realistic rates. The procedure for letting
out/operating Term and other contract is dealt with in Precis on ‘Contract Procedure’.
36. Repairs of alike nature e.g., re-roofing, replacement of E/M fittings, plaster, floor can be grouped
and separate contract finalised. This may be resorted to for obtaining more competitive rates or
restricting the work load on the Term Contractor.
37. MES engage certain temporary maintenance gangs for carrying out urgent seasonal repairs. The
composition and strength of the gangs is approved by CWE and should be kept to the minimum
commensurate with the anticipated works load. (e.g. monsoon repairs, clearance of storm drains,
restoration of storm damaged buildings back to habitable condition etc.).
38. Permanent DEL is employed for immeasurable regular repairs, furniture repairs, E/M repairs,
urgent repairs and other petty works excluded from the scope of term contract .
39. Permanent DEL should be employed to the barest minimum as experience has shown that:-
(a) It is not economical.
(b) It is not susceptible to rigid control.
(c) It imposes an additional burden on supervisory staff.
(d) Skilled labour is difficult to obtain at the rates laid down in MES or by Station Commander
(nerrick rates).
(e) The quality of works generally suffers.
(f) There may not be sufficient work to keep them busy all the time.
Execution of Repairs
40. In executing repair works following points are important:-
(a) General
(i) All necessary precautions against damage/collapse of structure are taken e.g.,
shoring, protection to floors, walls decorative features.
(ii) All preliminary/preparatory operations are carried out before the works are taken up.
(iii) Repair works are carried out in right sequence. As far as possible, convenience of
the user and early completion of individual buildings is aimed at.
(iv) All demolition stores are properly accounted for.
(v) Standard of maintenance is kept high. Full advantage is taken of the latest research
on repairing techniques, use of suitable materials and preservation treatment.
104
(b) Term Contractor
(i) An even load in conformity with the estimated value (in ‘Notice of Tender’) is
placed on the contractor.
(ii) The nature and type of works ordered in each month should be such as to take full
advantage of the working season (see Appendix ‘D’).
(iii) Stores are issued as per requirements of the work. Surplus stores are immediately
taken back.
(c) Permanent DEL
(i) A definite programme is chalked out so that labour are not kept idle.
(ii) Tasks are allotted on a ‘Priority’ basis.
(iii) Unnecessary shifting from one set of unit lines to another is avoided.
(iv) Personnel are gradually trained to supervise and raise the standard of work.
(v) Stores are properly arranged for and dispatched with the labourers.
Minor Works
41. These may be executed by contract or DEL. Contract work constitutes that bulk of the work for
which requisition are prepared, sanctioned & orders placed on the contractors.
DEL is usually utilised in the execution of urgent petty repairs which are unsuitable for ordering on
TC.
SERVICE CENTRE (COMPLAINT CELL)
(a) MES service centre receives and registers complaints of maint. services .MES service centre
(complaint cell) are responsible for married quarters of officers and JCOs and single officers
quarters.
(b) Organize urgent services wherever necessary .
(c) Give such information as is normally received by the residents (users)of MES accn. in the
station .
(d) The person on duty at the MES service centre (complaint cell) will be provided with
telephone and will be manned by selected persons who are polite and well motivated to
enable to motivate urgent maint team/personnel i.e. E/M, B/R, B/S during working hours.
(e) The service centre will hold stock of emergency repairs materials , tubes & bulbs . Fused
bulbs from domestic accn only will be exchanged with MES mark at the services centre on
exchange basis.
(f) The service centre should function as a single window system. Where user should be able
to report all his complaints at one place weather these are B/R, E/M internal or external .It is
the duty of the service centre to pass the complaints to maint staff of the concerned
subdivision.
(g) The JE in charge of the area should ensure a 100% check of pasting back of the complaint
slip with the counterfoil. Any missing complaint will be investigated and suitable action
taken. AGE will inspect the maint slip book at least once in a week for similar purpose. GE
should do so a month ,basically to see the time of response and complaints that are not
unattended.
(h) The spares /stores used in maint tasks should be of standard quality and BIS marked as far
as possible.
(j) Adequate publicity should be given on indicating the location of the service centre
(complaint cell), its telephone number, hours of working, areas covered and whom to
contact in case of persistent complaint. Tendency of users approaching higher MES
105
Officers without even booking their complaints in the service centre should not be
encouraged.
All complaints received will be recorded indicating the following:-
(i) Name of complaint.
(ii) Nature of complaint.
(iii) Location where service is required.
(iv) Date & Time of receipt of complaint.
(v) Date and time service rendered.
(k) Standard printed maintenance slip is to be used with a counterfoil from which it can be
separated by tearing out at the perforation. The list of stores issued should be endorsed on
the reverse of the slip. After the particulars are filled up by the duty clerk/attendant and
signs it with time indicated thereon, the tradesmen take the maintenance slip to the user and
get the signature of user in token of having completed the job satisfactorily. Thereafter the
slip is pasted back to the counterfoil by the complaint cell i/c.
(l) The institution of MES Service Centre (Complaint Cell) does not in anyway alter the
precedence for getting normal repairs carried out through demand registers.
Maintenance By Units
43. Unit commanders may, with the approval of CsWE be allowed to carry out white washing and
tarring of walls in unit lines under their own arrangements, colour washing within colour limits as
approved by the MES may also be similarly allowed .GE’s are empowered to issue materials to unit
commanders for this purpose, on the understanding that work is carried out by the soldiers
themselves. The cost of such materials will be adjusted against the maintenance estimates
concerned. Employment of contractors by units for this purpose is not permitted. The work will be
approved at the time of quarterly inspections by a rep of MES.
(MES Regs para-231)
Maintenance Grant
44. Refer Precis No 1564.
Maintenance of Heritage Buildings.
44A. The maintenance and repairs of heritage buildings can not be given to INTACH for paucity of
funds. It is essential to ensure that while carrying out repairs/maint of these buildings, their old
character and old specification are retained .(Auth. QMG Br. letter no.35357/91/Q3w(Policy –I)dt
23 Sep 96 circulated by E-in-C’s Br .letter No.89311/Pol/E2(WPC) dt 15 Mar96.
Relations With Staff
45. The Commander-in-Chief Gen M Rajendra Sinhaji has given certain views & direction regarding
handling of MES and assistance to be rendered to them by the staff vide letter No 48116/Q3W(iii)
dt 03 Mar 53. Appendix ‘E’.
QMG letter No B/32844/Q3W (Policy) dt 26 Oct 87 addressed to all Commands also refers –
Appendix ‘F’.
Technical Instructions
46. Refer to the following technical instructions issued by the E-in-C:
T.I. 20/87 – MES Service Centre.
T.I. 1/88 Maintenance policy in MES by DEL.
106
Conclusion
47. Maintenance is a very important responsibility of works services. Unless it is done properly,
maintenance grant will not be judiciously utilised and users will be sore with the engineers. Greater
skill and thought are needed for planning maintenance works than for planning new constructions.
Every effort should be made to efficiently organise permanent DEL in the form of gangs and get
maximum output from them by incentives and motivation. Annual maintenance programme should
be carefully drawn considering the priorities
107
Appendix ‘A’
Precis No.1590
(Refer para 1)
QMG Br.letter No.B/32844/Q3w(Policy) dt 01 Jan 86.addressed to All Commd HQ.
MAINTENANCE AND UPKEEP OF GOVERNMENT BUILDINGS
1. It is well known fact that existing accommodation, both married and OTM, is quite inadequate.
Notwithstanding our constant efforts to upgrade the allocation for capital works, only limited funds
will be available for construction of new accommodation and furniture in the foreseeable future.
Therefore, there is an imperative need to prepare and maintain the existing assets.
2. It has been observed that inspite of various instructions, issued from time to time, planning and
execution of maintenance in most stations is far from satisfactory. It must be understood and
impressed on all ranks that maintenance and care of our assets is not entirely the responsibility of
the MES but the users also have to develop a purposeful sensitivity to this.
3. To get maximum benefit from the meager funds available for maintenance, it is imperative that
considerable thought is given to the planning and execution of maintenance programmes.
Maintenance planning involves the users, station staff and the MES. A deliberate and coordinated
effort on the part of all the three agencies in every station is essential to draw up a meaningful
maintenance programme annually and to ensure its subsequent execution.
4. The procedure for drawing up maintenance programme at present is not systematic and therefore,
not effective. Unit Commanders do not intimately associate themselves with maintenance planning
but generally leave it to the quartermaster. For various reasons, ad-hoc priorities are given to
certain maintenance works though they do not figure in the programme thereby upsetting the
scheduled programme. At other times large expenditure is incurred on renovating offices and
residences of senior officers without providing for the same in the maintenance programme. Such
arbitrary actions and deviations tend to result in degradation of services and structures.
5. The following steps are recommended to ensure proper maintenance planning and correct
utilisation of resources:-
(a) The annual maintenance programme will be prepared jointly by the GE or AGE and the
users keeping in view the requests of users and availability of funds in each station.
Preferably, a Board of Officers should be convened for the purpose. A conference should
then be held by the Station Commander with the GE or AGE, the unit Commanders and
their QMs to discuss and finalise maintenance programme for the station as a whole on the
form attached. Priorities will be allocated based on consideration given in the subsequent
sub paras.
(b) Priority-1. Works required for ensuring structural soundness, enhanced life and utility of
Government assets as well as safety of these assets against damage due to natural or
unnatural causes.
(c) Priority-2. Maintenance and repairs necessitated for ensuring a high standard of hygiene,
sanitation as also providing hazard-free and secure occupancy to users.
108
(d) Priority-3. Periodical services.
(e) Priority-4. Items which might have been left from the previous years maintenance
programmes.
(f) Priority-5. Other general repairs and maintenance.
6. Similar action will be taken for the formulation of maintenance and repair programme in respect of
furniture.
7. In preparing maintenance programme and allotting priorities in a station, adequate attention will be
paid to the genuine and equitable needs of all units.
8. The programme should clearly lay down the priorities of work, the allotment of funds, the time by
which the buildings or furniture will be handed over to the MES, and the time of commencement
and completion of works. It would be apt to earmark some funds and MES efforts as reserve to
cater for any unforeseen requirements.
9. The maintenance programme for the entire station, unit wise for the ensuring year, will be drawn up
and published in station orders by end of January. Based on this MES will prepare a work
programme specifying for each work, the agency, resources, including time allotted. Maintenance
programme once issued will be adhered to unless there are compelling reasons for change.
10. Inspecting officer should also check the maintenance programme, their execution and record their
findings in their reports or tour notes.
11. As regards the role of the users, the following points need emphasis:-
(a) The users are generally not fully aware of the capabilities, limitations and constraints of the
MES. Quite often users tend to make calls beyond the resources of MES and thereafter
decry the MES when these are not met. In an environment where mutual confidence
between the users and the station authorities on one hand and the MES on the other is
lacking, neither can the MES personnel give of their best nor those among them who are
negligent, rude or insolent brought to book simply because there are glaring shortcomings
on the part of users also.
(b) It is perhaps not known to a large number of users that maintenance works bills are not
passed by the auditors unless these are accompanied by the users certificates with regard to
the completion of the work.
(c) Most users are neither conscious of their own responsibilities towards maintenance and up
keep of Government assets nor have any qualms about misusing/neglecting government
property. To bring about awareness in this regard, E-in-C’s works pamphlet No 14 Hints on
Care and upkeep Domestic Accommodation was issued vide E-in-C’s branch letter No
33344/Dom Accn/E2-A dated 17/9/73. The following are some typical examples of
disregard towards upkeep of Government assets by the users:-
(i) Undue damage to sanitary fittings of wash hand basins and WCs due to rough use or
mishandling.
(ii) Theft of stop cocks, man hole covers, float valves even from within unit premises.
This besides reflecting on lack of security consciousness in the unit, results in wastage of
water, careless accumulation of water on roofs causing seepage in walls and dampness.
(iii) Forcing garbage down the kitchen and toilet drains or the sewage system resulting in
choking of the same.
109
(iv) Indiscriminate driving of nails in walls thus spoiling the plaster and colour wash.
(v) Chopping wood or hammering things directly on floors thereby breaking the same.
(vi) Non cleaning of roofs or terraces before start of rainy season or during the rainy
season to keep water spouts and drain down pipes clear of refuse and dirt.
(vii) Unauthorised electric connection thus causing extensive damage to wires, switches
and plugs and very often, resulting in fires.
(viii) Misuse of furniture for purposes other than what it is meant.
12. There are, however, some stations where maintenance and upkeep of our assets is very well planned
and executed. Naturally the users satisfaction level in these stations is high. This has been made
possible by a coordinated and concerted effort by Commanders, Staff Officers and Engineers not
only with the systematization of the repair and maintenance process, but also by educating the users
and devoting more attention to this aspect.
13. You are, therefore, requested to issue suitable instructions, highlighting the need for drawing up a
workable annual maintenance schedule and to ensure it through implementation down to unit
levels. A concerted effort in this manner would automatically reflect in improved standards of
maintenance of our assets in all cantonments and military stations within the confines of available
resources.
14. This supersedes our letter No B/32844/Q3W(Policy) dt 22 Jan 76.
110
Appendix ‘A’
(Refer to para 5 of Army HQ letter No
B/32844/Q3W(Policy) dt 1 Jan 86)
PROPOSED MAINTENANCE PROGRAMME FOR THE YEAR
Ser No Unit Loc/Bldg Description Priority Capital Maint Repair Date of Date of Remarks
Of work of work cost of Grant cost comme- completion
Assets Auth ncement
(a) (b) (c) (d) (e) (f) (g) (h) (j) (k) (l)
B/R XXX XXX XXX XXX XXX
E/M XXX XXX XXX XXX XXX
Same
as B/R
Furniture XXX XXX XXX XXX XXX
Same as B/R
NOTES:
1. In the final revised maintenance programme GE should indicate the following under B/R, E/M and furniture.
(a) Funds demanded.
(b) Funds received
(c) Funds allocated
(d) Balance
2. Against E/M maintenance programme the specific building Nos where rewiring is planned should always be indicated rather than indicating an
area.
3. Approximate number of charpoys for restringing and chairs for recaning should be indicated and not left vague.
4. Number of charpoys/chairs/any item of furniture to be purchased as renewals should be specific.
111
112
Appendix ‘B’
Precis No.1590
(Refer para 21)
Issued under E-in-C Letter No 80168/POL/E2WPC dt 06 April 84.
TABLE
Normal Periodical Services
Internal and External Lime Washing (white or tinted)
Half Yearly - Pantries, cook houses and other buildings or rooms where food is dealt with,
bakeries, grain stores, foul linen stores, mortuaries, latrines and urinals.
Yearly - All other buildings except store houses in general but including Medical and QM
Stores of hospitals.
Every two years - Store houses excluding Medical and QM Stores of hospitals.
Distempering (including whitening of ceilings)
Yearly - One coat of oil bound distemper for hospital wards,operation theatres, Specialist
consulting rooms, MI waiting rooms, Admn officers rooms in hospitals, Labour
rooms, Dental Surgery and X-Ray rooms.
Every two years - One coat of size distemper for Offices, Schools etc or two
coats of distemper where one coat is authorised every year.
Every four years - Two coats of distemper where one coat is authorised every
two years.
Tarring and treating with wood preservative
Yearly - Dados of stables (to be tarred)
Every four years - Huts, fencing and other external work (to be tarred or treated
with wood preservative as the case may be).
Yearly - One coat on all wood work, iron work, etc not otherwise
treated for following in the hospitals:-
Wards, Operation theatres, Specialist consulting rooms, MI waiting rooms,
Admn Officers rooms, Labour rooms, Dental Surgery, X-Ray room, Pantry,
Sanitary, foul linen stores, cook houses, and other bldgs/rooms where food
is served.
Every two years - One coat on all wood work, iron work etc not other wise treated for following in
the hospitals:-
Admn Bldgs except Admn Officers rooms, bath rooms, dispensary,
laboratory, mortuary, Medical and QM Stores.
Every three years - Two coats on all wood work, iron work etc, not otherwise treated for all
buildings/portions except those mentioned above.
113
Internal painting and oiling
Every two years - One coat on all wood work, iron work, wall surfaces, ceiling etc not otherwise
treated for following in hospitals:-
Wards, Operation theatres, Specialist consulting rooms, MI waiting rooms,
Admn offrs rooms, Labour rooms, Dental Surgery and X-Ray rooms.
Every two years - One coat on all wood work, iron work etc not otherwise treated for following.
Pantries, Sanitary foul linen stores, cook houses and other buildings rooms
where food is dealt with.
Every three years - One coat on all wood work, iron work etc not otherwise treated for following in
hospitals:-
Admn Buildings except Admn Officers rooms, bath rooms, dispensary,
Laboratory, Mortuary, Medical and QM Stores.
Every four years - One coat on all wood work, iron work etc not otherwise treated for all
buildings/portions except those mentioned above.
Sweeping of chimney
Monthly - Unit cook houses.
VARIATIONS
Variations of the intervals laid down above may be made as follows:-
(a) Hospitals wards may be distempered half yearly if requisitioned by the OC hospital.
(b) Rooms in hospitals in which infectious diseases have occurred may (after disinfection by the
Medical authorities) be redistempered, repainted etc on the certificates of a medical officer
that the work is necessary.
(c) Internal painting of schools may be executed every three years.
(d) Lime wash in mortuary may be done earlier on the certificate of a medical officer that the
work is necessary.
(e) The external wood work and iron work of new buildings except those to be treated yearly
should be repainted within two years of the completion and thereafter at the normal
intervals. The dadoes of stables should be treated twice in the first year after erection and
thereafter at the normal yearly interval.
(f) Steel palisading etc in exposed situations and steel shutters etc of works of defence may be
treated to prevent rusting when considered necessary by the CWE.
(g) The following may, at the discretion of GE, be carried out but in officers quarters at every
change of occupancy provided not less than one year has passed since the service in question
was last carried out:-
(i) Internal painting to the extent of one fourth the normal periodical expenditure on
internal painting.
(ii) External painting to the extent of one third the normal periodical expenditure on
external painting.
114
(ii) One coat of distemper.
(h) In the case of Factories/ Installations falling under the Factories Act, the intervals of
periodical service may be reduced to conform to the requirements of the Act or Rules
framed there under.
(i) Proposed periodicity may be suitable altered by the CWE if there is a reduction in the
allotment of maintenance of funds so as to avoid diversion of funds authorised for other
buildings.
2. The execution of periodical services in a building should whenever possible, be synchronised so
that all such services in the buildings may be carried out at the same time. It may, therefore, be
expedient to advance or postpone the time when certain portions of the work would normally fall
due.
Sd/-
(Smt Shailaja Chandra)
Director (AG)
Case No 80168/E2(WPC)/1191/D(W-II)
Min of Def(Fin/W) u.o. No 482 I of 1984)
PUBLISH
Sd/-
(KK Rudra)
115
Appendix ‘C’
Precis No.1590
(Refer para 25)
PROCEDURE FOR PREPARATION OF REQUISITIONS
Procedure for preparing requisitions, ordering on T.C measuring and finalising, would be as under:-
(a) Items of work repairs are entered on IAFW-1833 (in duplicate in ink).
(b) Items are detailed on IAFW-2158 (in triplicate). Cost is entered in pencil on the duplicate
copy only.
(c) Approximate cost arrived at is entered against each item on IAFW-1833 and the total of all
items recorded.
(d) CEA sanctions and allots funds, AAO verifies and Engineer-in-Charge enters in
construction accounts.
(e) Triplicate of IAFW-2158 with order slip IAFW-1823-A is sent by Engineer-in-Charge to
contractor for execution of work.
(f) Completed work is measured on IAFW-2158 (original) checked and revised (where
necessary) by Engineer-in-Charge in presence of contractor who may revise and complete
his copy for his own use and future reference.
(g) Revised and completed IAFW-2158 (Original) is attached to original IAFW-1833 and
ultimately to original IAFW-2262 (Final Bills).
(h) Duplicate IAFW-2158 is revised and completed accordingly and attached to Duplicate
IAFW-1833 and ultimately to duplicate IAFW-2262.
(i) Original and Duplicate IAFW-2262 are sent to GE. AAO makes necessary corrections in
duplicate, work carried which will be a correct replica of the original and returned it to
Engineer-in-Charge for record for 5 years.
(j) Work carried out by DEL will be detailed on last page of IAFW-1833.
(k) Necessary entries would be made in Register of Requisitions (IAFW-1787).
Auth: (Amended Para 237, E-in-C’s Standing Orders)
116
Appendix ‘D’
Precis No.1590
(Refer para 33)
NOTES ON PLANNING OF REPAIRS
1. Planning of repairs is an important function of the executive in MES. The executive control is
vested in CsWE, GEs, SDOs and their subordinates.
2. The aim of planning repair is two fold:-
(a) to maintain defence assets at a high level of efficiency,
(b) to ensure that the allotments placed at the disposal of engineers are fully utilised to the best
interest of the state.
3. An essential pre requisite for achieving this aim is to evolve a regulated month wise programme
which should:-
(a) Impose an even load on the executive staff and contractors;
(b) Take full advantage of the construction season;
(c) Cater for other commitments.
4. As allotments are not known at that time, planning is based on the allotments of the previous
financial year. The programme so framed, can then be varied (curtailed/expanded) to suit the actual
allotments of funds.
5. A financial year is divided into four quarters:-
(a) April to June (First)
(b) July to September (Second)
(c) October to December (Third)
(d) January to March (Fourth)
6. For planning purposes it is best to work on the basis of a calendar year. Thus planning for a
financial year is started in the fourth quarter of the previous financial year as by then the final
allotments of the year are firmly known.
7. Planning is carried out in the following steps:-
(a) Assessment of the repair tasks which are required to be carried out from engineer/user angle.
(b) Calculating the net available funds for carrying out the tasks at (a).
(c) Co-relation of (a) with (b) and decision taken on the tasks which can be carried out from
available funds and the agencies of execution.
(d) Based on (c), the following are finialised :--
(i) Programme for requisitions to be prepared;
(ii) Programme of placing W.Os on TC;
(iii) Programme of provisioning of stores;
(iv) Programme for letting out contracts.
(v)
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Assessment of Tasks
8. A list of repairs is compiled from previous programmes (left-overs), quarterly inspection, unit
demand registers or fresh inspection, where necessary. Any works considered necessary from an
engineering angle are also included. The tasks listed are then categorised on a priority system as
under:-
(a) Works required for safety/stability of a structure/service.
(b) Periodical services.
(c) Works which will enhance the life and utility of the structure/service.
(d) Improvements necessary from engineering considerations.
9. In preparing these lists, adequate attention must be paid to needs of all units and care taken to avoid
any preferential treatment.
10. Station/Sub Area Commander should be consulted before this programme is finalised so that user
angle is fully appreciated.
NOTE: Decision regarding which accommodation is required to be included in the programme lies
with the staff while decision regarding suitability and manner of carrying out repairs lies with
engineers.
11. This list should be finalised by 15 Jan of year e.g. by 15 Jan 2003 when planning for financial year
2003-04.
12. Out of the anticipated allotment, following charges are deducted:-
(a) Cost of periodical services.
(b) Cost of permanent DEL works (salaries and cost of stores) and
casual seasonal gangs (assessed).
(c) Fixed annual charges e.g. contribution payable to Cantonment/Civil authorities on account
of services rendered, funds payable to units for carrying out works on a self help basis.
(d) Anticipated debits which are carry over from the previous financial year.
This gives the net amount available for carrying out repair tasks in the year through Term contracts
or other measurement contracts for ordinary repairs.
Preparation of Requisition
13. The most suitable period is the ‘slack season’ due to monsoons i.e., from June to September of the
year. This period can also be utilised for clearing bills and finalisation of contracts.
14. Sufficient requisitions should be kept ready so that orders can be placed on the contractor
immediately before the construction season.
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15. Better coordinated planning would aim at preparation of a certain additional number of requisitions
which can be straightway ordered on the contractor in the fourth quarter, as chargeable to the next
financial year.
Placing Orders on Term Contract
16. The most suitable construction season extends from January to May and October to December.
Period from January to March is characterised by an intense activity on processing/clearing of bills,
while the load of minor works, special repairs, periodical services is generally concentrated in the
period October to December. In the slack season, work is mostly confined to internal work e.g.
renewal of plaster/floors and joinery.
17. Separate measurement contracts are finalised for periodical services.
18. The programme of placing WOs on the term contractor is so framed that the total load including
that of minor works is evenly distributed throughout the year. Works pertaining to a certain
financial year must be completed by the third quarter (31 Dec ) so that the remaining can be utilised
for clearing bills and incurring liabilities for the next financial year.
Stores
19. As soon as the list of tasks is finalised, a list of stores of Schedule B, Govt Supply required by
maintenance gang troops is compiled.
20. Action is then taken to place indents for controlled stores and arrange for purchase of items of bazar
supply/local building materials
21. A check be kept on the realisation of provisioning programme or else the planning is likely to fail.
This is of special importance for special repairs and other separate contracts for repairs.
Letting out Contracts
22. Building Term contracts should be let out in April/May so that the contractor is in position by
May/June. Contracts for periodical services should be finalised by Jul/Aug so that the contractor
can make preliminary arrangements and start work after monsoons.
23. All other contracts must be finalised at least a month before the work is scheduled to start.
DEL
24. Careful planning is necessary to ensure full employment of DEL. While the labour must be kept
occupied all the time, monsoon period is of great activity. Leaking roofs, cleaning of drains, faults
in electrical circuits, all have to be attended to expeditiously. Casual seasonal gangs may be
necessary for these repairs.
25. In anticipated load due to urgent repairs does not materialise in a certain month. DEL should be
utilised for carrying out urgency periodical services and or minor works.
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Physical and Financial Progress
26. From the foregoing it would be seen that is not possible to incur equal expenditure in all the
quarters. Following figures represent a more realistic target.
Quarter Liability Physical Expenditure
Incurred Progress
Fourth of current year 25% 20% -
First of ensuing year 30% 30% 20%
Second of ensuing year 30% 15% 20%
Third of ensuing year 15% 25% 25%
Fourth of ensuing year - 10% 35%
27. This clearly brings out the following:-
(a) Incurring of liabilities ceases in the third quarter for the current financial year.
(b) Physically the tasks are completed by the end of January of the current year for current
year’s expenditure.
(c) Physical progress lags behind liability and expenditure lags behind physical progress.
28. The above notes are given for guidance. Actual planning may be made to suit the conditions
obtained.
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Appendix ‘E’
Precis No.1590
(Refer para 45)
48116/Q3Wiii
Army Headquarters
C-in-C’s Secretarial
DHQ PO, New Delhi-11
03 Mar 53
To
Headquarters
Sourthern Command (15)
Eastern Command (15)
Western Command (15)
Subject : RELATION OF STAFF WITH MES
1. From certain recommendations forwarded by lower formations it would appear that some
Commanders are NOT aware of the extent of their responsibilities vis-à-vis the MES.
2. The MES is responsible for carrying out works NOT only for the Army, but also for the Navy,
Airforce and Ordnance Factories. It is nevertheless a Military Service and as such Commanders are
responsible for its local administration and general efficiency. The fact that many of its personnel
are civilians does NOT in any way lessen this responsibility.
3. The load on the MES is extremely heavy and is increasing every year, NOT only in respect of the
number and magnitude of projects but also in regard to difficulties of execution and administration.
Workers are being granted greater rights and privileges, contractors have greater tendency for
complaints and arbitration, audit authorities under pressure from the Public Accounts Committee
and others, have become increasingly exacting, and controls, legislation, and the general
complexity of procedures all make it increasingly difficult for Garrison Engineers and their
Assistants to get work done. Unless, therefore, Commanders at different levels interest themselves
in problems confronting the MES and render whatever help they and their staffs are in a position to
render, the programmes of works for the Army, Navy, Air Force and Ordnance Factories will
suffer.
4. Examples of the kind of assistance which can be rendered are:-
(a) By NOT calling for recce plans, and estimates for projects NOT likely to be sanctioned in
the near future.
(b) By NOT detailing Military Officers of the MES for duties NOT directly connected with the
Service.
(c) By promptly dealing with Courts of Inquiry, Loss Statements and the like.
(d) By ensuring that demands for maintenance and repairs from units are not unreasonable.
(e) By ensuring that work on ‘no cost basis’ for deviations in projects already administratively
approved are NOT irregularly demanded.
(f) By NOT calling for unnecessary returns or information and by lessening correspondence as
far as possible so that Garrison Engineer and their Assistants may be free to visit works
frequently.
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(g) By NOT detailing officers unnecessarily to accompany them during inspections or be
present at conferences.
(h) By rendering assistance in the local administration of the Service.
(i) By ensuring that there is NO delay in handing over barracks and building sites to
contractors.
(j) By ensuring that buildings are taken over as soon as their construction and/or repairs are
completed.
(k) By assisting the MES in their dealings with local Governments and Municipalities.
(l) By ensuring that relations between the ‘Q’ and the MES are correct.
(m) By taking a general interest in the work done by the service as a whole, and bringing to the
notice of higher Commanders those who are doing specially good work.
5. It is important that Commanders should NOT increase the work of the MES by interfering
unnecessarily in technical details or by proposing short cuts in the present works procedure which
has been evolved after years of experience and can NOT be changed without the approval of
Government.
6. There is one further aspect in which the morale of the Service as a whole should be maintained.
Vague and general accusations of corruption are harmful and achieve NO useful purpose. Where
Commanders are NOT satisfied with the integrity of an officer they have a clear duty to make this
known in the right quarter. On the other hand those who are doing their best should have reason to
feel that they belong to a Service with high traditions.
7. To enable MES to function smoothly in discharging their responsibilities to the service and the
Ordnance Factories I wish Commanders at all levels to give the MES every assistance on the above
lines.
Sd/-
GENERAL
COMMANDER IN CHIEF
Copy to:-
HQ Bombay Area
122
Appendix ‘F’
Precis No.1590
(Refer para 45)
Telephone: COPY
Quarter Master General
Army Headquarters
DHQ PO New Delhi-11
B/32844/Q3W (Policy) 26 Oct 87
Headquarters,
Southern Command
Eastern Command
Western Command
Central Command
Northern Command
MILITARY ENGINEER SERVICE
1. With a view to accelerating the making up of deficient OTM and married accommodation in the
Army the Government has, in the last two years, permitted us a ceiling of sanction of new works of
Rs. 300 crores per year. This is double the amount sanctioned in the previous years. Since the
prime agency to execute this ambitious works programme is the MES it is necessary that the right
understanding of the functioning of the MES be created at all levels of Command. The purpose of
this note is to highlight essential aspects of the working and constraints of the MES and to suggest
measures which can be taken by commanders to optimise the working of the service.
2. The Military Engineer Services (MES) is the single largest construction agency in the country and
provides works services to all branches of the Defence Services including the Army, Navy, Air
Force, DRDO, Ordnance Factories and the DGI.
3. Though the MES is staffed by a large percentage of civilians, it basically remains a Military
Engineering Service, as its name implies. As such, Commanders and Staff at all levels are
responsible for its local administration, discipline, morale and welfare and for ensuring genuine
assistance and guidance, whenever feasible.
4. The MES is an organisation with well defined rules and procedures, inbuilt mechanisms to adapt to
changing environs and situations and has a mix of both militarised cadre and civilians. It also has
its won inherent problems of budgetary and financial constraints; ever increasing work load and its
infrastructure not keeping pace; civilian employees having union rights; greater tendency by
contractors for complaints and arbitrations; stringent audit and public accounts committees checks;
stricter monitoring at all levels and above all shortages of manpower due to ban on creation of posts
and recruitment as also the perpetual fluctuating availability of Government controlled resources
like budget, cement, steel and so on. Despite this the MES has by and large been able to deliver
the goods.
5. Like any other organisation it also has its own failings resulting some times in delays in planning
and execution, poor quality of work, slippages in PDC’s, inadequate maintenance and lack of user
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satisfaction. These however cannot be generalised and any tendency to denigrate the MES as a
service as also to make vague and general accusations of corruption will undermine the morale of
the MES and be therefore counterproductive to service interest. These arise due to incorrect
perceptions, lose talk, exaggerated criticism, inadequate appreciation of constraints and lack of
knowledge of responsibilities of Commanders and Staff vis a vis the MES.
6. The common objective is to optimise service by the MES within the constraints of budget and
rules/procedures. This can be assisted by providing the MES an atmosphere of mutual trust and
understanding, healthy respect and moral and physical backing where necessary. Commanders and
staff at all levels must themselves be acquainted with the rules and procedures, problems and
constraints of the MES, its welfare and morale. The MES is a part of the service Command and
will be dealt with as such both officially and socially.
7. Over the years, various policy letters have been issued covering aspects of users participation, the
relation of staff with MES, MES and the Services and so on. This letter recounts the salient points
covered in previous letters and highlights new areas in which commanders and staff can make a
positive contribution in improving the service by MES as also improve its morale. A list of DO’s
and DONT’s is attached at Appendix ‘A’.
8. Please ensure circulation of this letter down to Station Headquarters level.
Sd/-
(Gulbir Masingh)
Lt Gen
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Appendix ‘F’ Contd.
App ‘A’ to QMG’s letter No.
B/32844/Q3W(Policy)
Dt 26 Oct 87
DO’s AND DONT’s
Dos
1. Be conversant with Defence Works Procedure (DWP-86) and ensure that all action required by
Commanders and Staff are timely and correct.
2. Train Commanders and Staff down to Station Headquarters level in MES works procedure
including need to appreciate MES constraints of rules/procedures, budgetary/Financial
requirements and other problem areas like non availability of resources, man power and so on.
3. Visit MES formations/units to understand their organisation, functioning, its strength and
weaknesses, planning process, effect of changes on time and cost overruns and so on.
4. Treat MES formations/units as part of your command and provide administrative support wherever
possible and authorised by way of transport for school going children, welfare measures,
participation in station activities, admission in Army Schools/Kendriya Vidyalayas.
5. Provide medical treatment and MH facilities to MES civilians under existing rules wherever CGHS
cover is not available.
6. Provide MES IB accommodation to MES officers on duty attending siting boards, arbitration cases,
board of officers, inspection of works to avoid delays.
7. Provide OTM and married accommodation to the MES formation/units and civilian employees as
under:-
(a) OTM on permanent basis wherever KLP stands approved.
(b) OTM on temporary basis wherever KLP is not approved.
(c) Priority accommodation for key personnel.
(d) Married accommodation from Defence pool or hired to the extent possible.
(e) Earmark accommodation wherever possible for key appointments like CE Zone, CsWE, GE
(Maint) and AGEs (E&M) to facilitate intimate supervision of works.
(f) Provide Construction Staff accommodation as per DWP-86.
8. Evolve judicious and workable maintenance programme and implement the same as per this HQ
letter No B/32844/Q3W (Policy) dated 01 Jan 86.
9. Utilise funds allocated for minor works, special repairs and non budgeted works judiciously based
on long term priorities in the station to provide basic facilities and amenities.
10. Ensure timely and correct completion of siting boards including part I and II accommodation
statement, terms of references, special items and priorities/phasing.
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11. Timely sanction of all works to provide the MES adequate time for planning, contracting and
execution of works.
12. Ensure timely handing over of sites and barracks to avoid contractual complications.
13. Ensure periodic interaction and visits by users to construction sites to resolve minor hold ups,
changes and timely corrective actions to avoid delays in projects.
14. Ensure timely completion of Courts of Inquiries involving losses due to all reasons and finalisation
of the same.
15. Ensure yearly joint inspection of all assets including furniture to decide on maintenance priorities.
Know misuse and take corrective actions and decide on priorities for minor works, special repairs
etc.
16. Follow correct channels of Command as under for advice on MES Works:-
(a) Station Commander, GE (Maint)
(b) Sub Area Commander/ equivalent – GE (Maint)
(c) Area Commander/ equivalent – CWE
(d) Army Cdr/Corps Cdr – CE Zone and CE Command
17. Notwithstanding the above, Sub Area and Area Cdrs may consult CsWE and CEs Zone
respectively on important matters preferably through periodic meetings.
18. Ensure prompt taking over of assets on completion of projects/ repairs.
19. Provide assistance to MES in dealing with municipal and State authorities for water supply, electric
supply, sewage disposal and other services.
20. Appreciate good work and recommend MES personnel for awards when considered fit. Conversely
where failures are noticed, action must be taken promptly to bring to book those responsible.
Don’ts
21. Do not call MES executives for every VIP visit and conference unless wks matters are under
discussion. Give them adequate time for their main role of planning, supervising and coordinating
all works.
22. Do not details MES officers for duties not directly connected with their service.
23. Do not call for recce plans, AEs and boards for works not included in the approved works
programme.
24. Do not call for in fructuous reports/returns or information.
25. Do not make unauthorised demands or work on ‘no cost basis’ as by doing so you are making MES
executive loose their moral authority over their own organisation.
126
26. Do not make any changes during execution stage of the project as this involves cost overruns and
delays besides contractual complications. Interaction during planning stage will obviate changes
later.
27. Do not harass MES staff with investigations of anonymous and pseudonymous complaints unless
there are verifiable facts quoted in the complaint which could be verified.
28. Do not interfere in technical matters or resort to ordering C of Is or boards of officers pertaining to
specifications, quality of work etc. This responsibility is that of Engineers basically and of the
Technical Examiners. In case necessary the same be brought to his notice for further investigation
and report.
29. Do not order any changes in projects to contractors on the site as that prerogative is that of MES
executive. Changes when necessary, in exceptional cases be projected in writing to MES who will
examine the financial and tech feasibility.
30. Do not deal with contractors directly or order them to carry out any items of work on ‘no cost basis’
as this results in arbitration case at a later date.
31. Do not judge MES by preconceived ideas and lack of understanding but by analysis of hard facts,
its achievements and failures and its constraints.
32. Do not indulge in loose talk, vague and general accusations of corruption and uncalled for criticism.
Constructive criticism and swift and severe disciplinary/administrative action in case of corruption
will yield better results.
33. Do not treat CWE/GE as staff officers of any Headquarters. They have their own units and
formations to command and administer with heavy administrative, financial and supervisory
functions and responsibilities.
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Precis No.1591
Management Department
SPECIAL REPAIRS
Introduction
1. After the second ‘Word War’ it was found necessary to carry out extensive repairs to war time
buildings which had outlived their useful span of life (3-5 years), but could not be replaced by
permanent buildings due to stringency of funds. Since the cost of such repairs did not bear a
reasonable proportion to the capital cost, the peace time procedure of treating all repairs over Rs.
20,000/- as major renewals was found lengthy and a new procedure of carrying out ‘Abnormal’
repairs was evolved, by which no separate administrative approval for each work was necessary.
Since 25/11/54, the previous system has been reinstated. Such repairs, costing over Rs. 20,000/-
(now amended to Rs.50,000/-) are termed as ‘Special Repairs’.
2. This precis deals with the initiation, sanctioning and execution of special repairs.
Initiation
3. Proposals for special repairs are initiated by the units/Engineers and scrutinized by a board of
officers as under:-
(a) Area representative not below the rank of Lt Col.
(b) CWE of HQ Area concerned (or GE in case of projects upto 5 lakhs).
(c) Station Commander concerned.
(d) User unit Commander.
4. The board inspects the buildings, checks the answers to questionnaire (Appendix ‘A’) completed by
the user/local engineers and examines the proposal from all angles. In examining the proposals,
following additional points are important:-
(a) Repairs are carried out only to those buildings which after repairs will become habitable for
at least 2/3 years and would remain occupied for that period.
(b) No proposals relating to vacant/surplus buildings are initiated.
(c) No money is spent on special repairs to structures, which are beyond economic repairs.
(d) No special repairs need be initiated for buildings handed over to State Government or
buildings occupies by refugees / unauthorised personnel, irrespective of whether they are
earmarked for future military use or not.
(e) In a set of unit line only the required buildings are repaired. ‘Not required, Not repaired’.
Proposal is initiated for all such buildings and no splitting is permitted to charge a part of
work to normal repair grant.
(f) Additions/alterations constituting major/minor works are not included. “In case where
special repairs and additions and alterations to a building or buildings become necessary at
the same time, the work will be sanctioned as one project and treated as an original work for
all purposes.”
(g) Superior specifications are allowed from engineering and not administrative considerations.
(h) Proposed specifications are sound and economical.
(i) All necessary repairs to the assets are included in the proposals.
128
Processing and Sanctioning
5. Procedure for sanctioning of special repairs is as per para 148 (b) of MES regulations, as far as
buildings are concerned and paras 757 and 759, so far as E/M Installations are concerned.
6. Approximate estimates/ Engineer appreciation’s are prepared for permanent buildings and
submitted to Army or equivalent HQ through staff/Engineer channel along with Appendix ‘A’. for
temporary buildings, only rough cost supported by answers to Questionnaire is submitted.
(Army HQ No B/01247/Q3W (Policy) dated 16 Dec 69)
7. Each work is technically sanctioned by CEA before execution.
Execution
8. General method of execution has been dealt with in subsequent precis. Only points of special
importance for special repairs are given in paras 9 to 12.
Programme
9. A definite programme regarding release/re-occupation of assets is agreed to with the user. This
should be strictly adhered to.
10. Provisions in the Contract
The following points should be remembered while concluding contracts:-
(a) Disposal of demolished stores
As a rule all stores, which can be used by MES is near future, are taken over by MES while
others are taken away by the contractor by affording credit, (settled at the time of tendering).
The method of disposal should be clearly specified in the contract.
(b) Rebuilding/ repairing
Certain repairs become necessary when the roof is stripped off e.g. rebuilding of pillars, bed
plates. Scope of such repairs should be clearly specified.
(c) Limitations regarding availability of buildings/services are clearly specified. The phased
programme is included in the contract.
(d) Limitations regarding restricted hours of working in certain installations are clearly
specified.
11. Stores of Govt Supply
Suitability of stores is checked with reference to actual dimensions/ conditions obtained at the time
of construction.
12. Handing over Buildings
At the time handing over, all fittings and fixtures are properly accounted for and a receipt obtained.
Furniture is removed and a vacant possession given to the contractor.
13. Special Repairs of Roads
In case certain portion of the road are very bad and need extensive repairs which cannot be carried
out from normal maintenance grant based on authorised scales of maintenance, these repairs can be
129
sanctioned as special repairs. If the repairs can be met from normal grant, there is no need to
initiate proposal for special repairs even if the cost it exceeds Rs.50,000/-.
14. General
The special repairs are initiated by grouping of buildings, whenever normal grants are inadequate.
Funds for special repairs are provided separately over and above the normal maintenance grants for
ordinary repairs. Great skill and caution are to be exercised by Engrs while initiating proposals for
special repairs.
130
Appendix ‘A’
Precis No.1591
(Refer para 4)
QUESTIONNAIRE TO ACCOMPANY ALL PROPOSALS
FOR SPECIAL REPAIRS
1. Name of station and of the unit or formation in occupation of or to be allotted the building, on
which the repairs are to be carried out.
2. Is the station, the permanent location of the Unit/Formation? If not, state circumstances justifying
the special repairs including the use to which the buildings will be put after the proposed special
repairs are carried out and the period for which the buildings will remain occupied.
3. Details of buildings, plinth area of each building, the year in which they were constructed and
whether the buildings are permanent or temporary.
4. Type of original construction with broad details of existing specifications. In the case of E/M
services state the particulars of plants and machinery to be replaced and the number of existing
points of electricity and water etc.
5. Plinth area cost of new construction of each building, based on :-
(a) new specifications for portions of buildings put up for special repairs, and
(b) existing specifications for the rest.
6. Whether any special repairs have been carried out to the buildings in question since 1948? If so,
give details of repairs together with expenditure incurred and date on which repairs were carried
out on each occasion.
7. Description of the work proposed, giving details of the proposed specifications and a brief
statement explaining the necessity for the work.
In the case of E/M Services, state number of proposed points electricity and water.
8. Estimated cost :- In the case of permanent buildings an approximate estimate will be furnished. In
the case of temporary buildings, rough cost will only be given. The cost will be shown separately
for each building.
9. Whether the buildings are within economical repair?
10. Whether all requirements in the nature of special repairs have been taken into account and the
proposal is based on thorough engineer appreciation?
11. Whether superior specifications are proposed to be adopted and, if so, the reasons therefore.
12. The estimated life of the buildings after the proposed repairs.
13. Whether the possibility of utilising other available accommodation at the station without repairs or
with repairs at a less cost has been explored and, if so, with what results?
14. Amount proposed to be spent during the current financial year.
15. Whether the requisite amount can be found from the existing allotment?
16. Time required for the completion of the proposed special repairs.
N.B. No special repairs are to be proposed in respect of requisitioned or hired buildings, or building
which are evacuee property in military use or where legal complications are involved.
.
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Precis No 1592
Management Department
EXECUTION OF WORK ; PLANNING AND SITE ORGANISATION
Introduction
1. Execution of works whether original or repairs, is the pivot around which the whole MES
functioning revolves. MES procedure has been evolved to ensure smooth and easy execution of
works in the best interest of the state.
2. Whatever the nature and scope of work, its execution can be divided into three phases:-
(a) Planning and site organisation.
(b) Physical execution.
(c) Supervision and inspection.
3. This precis deals with the planning and site organisation of works in MES executed through
contract or DEL (Directly Employed Labour) agency.
4. If careful technical planning has preceded, execution of work planning at this stage is confined to
the following:-
(a) Evolving a Time and Progress Chart/CPM (Critical Path Method) Network.
(b) Making out list of basic stores to conform with (a).
(c) Handing over site.
(d) Issuing of stores.
NOTE: All these stages form a part of technical planning. But while other stages may be
tackled at CE/CWE’s level, these have to be taken up at GE/SDO’s level for all works.
Time and Progress Charts/CPM Net Work
5. The bar chart indicates the forecast of the dates for commencement and completion of the various
trade processes or sections of the work. For all works above 5 lakhs, bar chart must be supported
by a CPM net work analysis.
6. It is prepared after a detailed appreciation of all factors e.g. type and scope of work, store position,
other work load, budget allotment and User’s requirements.
7. This chart net work is to be prepared in agreement with the contractor after detailed discussions
with the contractor/his Engineers at the beginning of the job. The GE has to check this chart before
he signs the same. In fact contractor may be required to submit his CPM net work with the tender.
8. In a building contract, the tendency is to include all the buildings on one chart. To show the proper
trade wise sequence covering important stages of work on each item of Schedule A, it will normally
be necessary to have separate charts for the different items of Schedule ‘A’. A work break down
structure, master net work and detailed net works for each sub project will be necessary.
132
9. The same chart generally shows the planning of Govt. Stores (Schedule B items). This need not be
on the same chart. It is preferable to keep this as a separate chart. In case of DEL works,
provisioning of all stores should be shown in the net work prepared for the sub project.
10. In this chart the progress of work is represented on the vertical ordinates while the time factor is
represented on the horizontal abscises based on calendar dates.
11. The agreed bar chart net work is signed by the contractor and GE/SDO. It should be kept as a wall
chart for constant reference.
12. Updating of bar chart is an essential requirement. Physical progress should be marked by the SDO
(in red) at regular intervals. Both GE/SDO should periodically review the progress, discuss the
hold ups (if any) with the contractor and take remedial action where necessary. In case the
contractor is lagging behind due to bad organisation or idling, notices are issued in terms of contract
agreements. In the case of CPM net works updating has to be done at desired intervals.
13. In case of DEL agency, the chart net work is a more elaborate document which shows a programme
for procurement of stores, employment of labour and equipment and their weekly out turn and the
phases of completion of work. It is treated as the basic plan which enables the executive to assess
the progress achieved, and determine future course of action. CPM should be applied in all its
details. Details discussion of CPM is beyond the scope of this precis.
Basic List of Stores
14. It is a consolidated list of all engineer stores, whether supplied by Govt or procured by the
contractor.
15. In case of contract agency, MES is essentially responsible for Govt supply stores (Schedule ‘B’
stores) whether on payment or for fixing only. Supply of such stores according to the agreed
programme constitutes a contractual liability of the government.
16. List of procuring stores of contractor’s supply enables the executive to correctly assess the progress
and anticipate hold ups. In case the contractor is lagging, he should be served with notices to
enable him to take necessary remedial action.
17. In case of DEL, basic list of stores is more detailed. It includes all stores required for completion
of the work. Sufficient details e.g. sizes of timber scantling. RSJs, glass panes must be worked out
to enable placing of orders on supply agencies.
Issue of Stores
18. Control over issue of stores is necessary to prevent wastage/leakage of controlled stores to local
market.
19. In case of contract agencies, following should be ensured:-
(a) A complete list, compiled in accordance with the bar chart is kept with the
SDO/Storekeeper.
(b) Issues are made :-
(i) at the request of contractor,
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(ii) when his arrangements for receipt and storage are satisfactory,
(iii) When the stage for incorporation (allowing for preliminary operation e.g.
assembly/fabrication) has been reached.
NOTES: 1. If the work progress is lagging behind the bar chart, Govt. discharges its
liability of issuing stores by serving a notice that stores are ready for
issue as soon as the contractor achieves required progress.
2. A “Cement register” is suggested to be maintained at contractor’s
godown in which days record and balance at the end of day is
expected to be checked and initialed by MES and contractor’s
representative.
(E-in-C’s letter No 81410/E2A of 15 Sep 64)
(c) If any deviation/ amendment affecting the basic list is made, necessary corrections are
carried out and surplus stores (if any already issued) taken back immediately.
(d) Periodical check is carried out to ensure that the contractor is utilising the correct amount of
stores in the job.
(e) A complete list of stores, incorporated in the works is prepared after the completion of
work; surplus stores (including containers and cuttings, if so stipulated) are taken back.
Percentage allowed for wastage should be based on actual conditions.
(f) In case the contractor does not return the surplus stores, immediate action (as detailed in
contract procedure) is taken to recover the cost and penalise the contractor.
20. In case of DEL, following points should be ensured:-
(a) Proper arrangements for receipt /storage are made.
(b) Wastage in eqpt to the minimum by using suitable size and or making minor modifications
in the design.
(c) Issue of stores is regulated to actual requirements.
(d) Unnecessary handling/shifting is avoided.
(e) Containers/cuttings are returned to the stock godowns.
(f) Preservation is carried out where the stores cannot be immediately incorporated.
(g) All principles of material management must be properly observed.
Handing over Site
21. Making site available to the contractor is a contractual liability. WOs placed on the contractor
should clearly stipulate whether/when the site has been would be handed over. Contractor’s
acknowledgement should be obtained in writing.
22. In case of DEL, no formal handing over is necessary. But if the buildings/services are to be
released by the user, early arrangements are necessary to avoid idling.
Site Organisation
23. Site organisation consists of making detailed arrangements for progressing of works in a systematic
manner. The aim is to make the best use of labour, materials and time.
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24. In case of contract agency, organisation is primarily the responsibility of the contractor. The
Engineer-in-Charge (SDO) is responsible for the following:-
(a) Check arrangements made by the contractor and satisfy himself regarding their suitability
and adequacy.
(b) Maintain requisite records/documents.
25. Contractor is responsible for arranging the following, as necessary, for the job in hand:-
(a) Access roads, storage sheds, site office, quarters and ancillaries for labour.
(b) Water and electric supply.
(c) Supervisory staff.
(d) Supply of labour, skilled and unskilled.
(e) Supply of stores/equipment/machinery.
(f) Medical welfare arrangements.
26. In checking these arrangements, following points are worth considering:-
(a) Access roads are sited with due regard to convenience of construction, subsequent
progressing and other commitments in the locality. As far as possible Govt land is utilised.
Specifications are suitable for the weather conditions obtained during the construction
period.
(b) Storage sheds have adequate capacity and will protect the storage against
damage/deterioration. Security/preservation aspects are properly considered.
(c) Site Office is centrally located and enables a ready check on all activities.
(d) Labour quarters and ancillaries are conveniently located with regard to access to site of
works, marketing centers and civil amenities do not interfere with the execution of work.
Specifications are suitable from climatic considerations. Hygiene and sanitation are
maintained to a high degree of efficiency.
(e) Transmission/distribution system of electric/water supply are adequate and satisfactory.
Necessary safety precautions have been incorporated.
(f) Supervisory staff possess the technical know how and is capable of controlling the labour
and supervising the execution.
(g) Arrangements for labour are made sufficiently in advance so as not to create any
bottlenecks. Wage rates are reasonable. Payments are made regularly.
(h) Disputes are amicably settled through authorised agencies.
(j) Right type of stores/equipment/machinery is arranged sufficiently in advance. Required
quantities of POL/spares and skilled operators are available when required.
(k) First aid facilities are available on the site. Proper arrangements for transfer to nearest
hospitals have been made.
(l) Recreational facilities for the personnel have been provided.
(m) Necessary security arrangements have been made.
27. In case of DEL, all arrangements become MES responsibility. All points mentioned in para 26
have to be arranged for by MES. Following additional points require consideration:-
(a) Early arrangements are made for construction equipment e.g. ladders, scaffoldings,
formwork, wheel barrows, tools, instruments and machinery required for carrying out the
construction.
(b) The transport situation is surveyed and necessary arrangements made in advance.
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(c) Supervisory staff should have an idea of the scope of duties and powers. The chain of
control should be simple and well defined.
(d) Supervisory staff is trained to plan their day-to-day work. They should foresee snags and
arrange for resolving them or report the same immediately to superior authority. They
should be trained in CPM technique also.
(e) Store/transport machinery is controlled centrally by a responsible subordinate who is in a
position to view demands correctly.
(f) Maintenance of machinery/equipment’s/transport is carried out to full scale.
(g) Employment of labour is so arranged as to give continuous employment to a class of
workmen at a time. Unnecessary retrenchment/re-employment disorganises the whole work
and will discourage good artisans from recruiting. Resources levelling and scheduling in
CPM refer to this aspect.
(h) Works is sectioned and so arranged that the staff is ready to follow up with the next
operation without loss of time.
Work-Site-Documents
28. Records and documents are necessary for keeping control over execution and record technical data
for future guidance. In case of contract agency these records also serve to bring out an authentic
record of factual happening recorded at the time of the occurrence.
29. Following documents/records are normally maintained at site of work for a large project executed
through contract agency:-
(a) Detailed layout plan.
(b) Copy of contract agreements and drawings.
(c) Bar charts and basic list of stores including CPM net work.
(d) Works site order book:- In the Works Site Order Book orders referring merely to day-to-day
transactions pertaining to acceptance/rejection of works, imperfect workmanship or inferior
materials, are given. There will be no order in the nature of a Deviation Order.
The Works Site Order Book is normally maintained as shown below:-
Ser No Date ofOrders and Signature of Remarks/ Compliance
Order Instructions Offrs giving Signatures of orders by
the orders of contractor executive &
in token of signature of
receipt of officers
orders verifying the
compliance
1 2 3 4 5 6
NOTES:
1. Col(4) and (6) will be signed by an officer not below the rank of the Engineer-in-Charge.
2. It is not intended that the work site order book should have rigid columns mentioned above. These
can be suitably modified to meet the actual requirements. However, , the general pattern should be
as indicated above.
3. All orders to contractors shall be serially numbered and dated and shall be signed by an officer not
below the rank of the Engineer-in-Charge.
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4. When the order has not been honoured by the Contractor, Engineer-in-Charge should indicate
action by him such as stopping of work when necessary and referring the matter to GE for further
advice.
(e) Works diary: A separate register known as ‘Works diary” is maintained in the case of
original works over Rs One lakh and special repairs over Rs. 5 lakhs and is an authentic
record incorporating all important day to day events in the execution of the work and the
administration of the contract. This is maintained in IAFW-2347 in two parts A and B in the
same bound book containing normally 200 pages. Part A is to be completed firstly and
subsequently also, viz the details of the MES supervisory staff, details of deviation orders,
the record of extension of time etc. A specimen page is shown at Appendix ‘A’.
Part B pertains to day to day work. The details on the following points are to be entered
every day and signed by Engineer-in-Charge and the Contractor/his authorised agent.
(i) Weather.
(ii) Labour engaged by the contractor (categories and number)
(iii) Important materials brought on site with approximate quantities. (Rejections if any
to be stated).
(iv) Details of plant and transport working on site.
(v) Brief particulars of the work in progress.
(vi) Important stages completed and passed with signatures of officials passing the work.
(vii) Visits of inspecting officers and their remarks.
The instructions regarding the correct maintenance of the works diary are as follows:-
(i) The works diary is not to be used as a contractor’s order book but is meant only as an
authentic record incorporating all important events in the execution of a work and the
administration of the connected contracts.
(ii) works diaries will be maintained for all major works and special repairs. One diary
will be used for each contract.
(iii) All entries in the diary will be made by the Engineer-in-Charge. Entries will be
made legibly without overwriting. All corrections will be initialed with date.
(iv) Pages are serially numbered and no insertions or removals will be made.
(v) Where contracts are divided into items or groups of items with separate periods of
completion, the information against serial numbers 12 to 17 of part A will be given
separately for each item or group of items.
(vi) Blank books are serially numbered and will be held in the personal custody of the
GE. They will be issued by name to SDOs. Completed works diaries will be
returned to the GE for record immediately on physical completion of the work.
(vii) If an SDO is transferred during the execution of a work the works diary will be
properly handed over to the relieving SDO.
(viii) It is important that the works diaries are kept up-to-date at all times. CEs and CsWE
should examine the diaries on their visits to works.
(ix) Works diaries will be destroyed six years after the date of completion of contract i.e.
after settlement of all disputes with contractors and payment of final bill.
(x) GEs and CsWE should inspect these diaries during their visits, Engineer-in-Charge
should make it a point to produce these to inspecting officers and obtain their
remarks with signatures.
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(f) Register of records of tests on materials etc: In important concrete work it is preferable to
maintain one register for each contract in which the results of the under mentioned tests
carried out are recorded.
(i) Cube test for quality concrete.
(ii) Slump test for concrete.
(iii) Bulking of sand for concrete.
(iv) Impurities of sand (for concrete and mortar).
(v) Sieve analysis of aggregates etc.
A few pages are set apart in the above register for each type of test. The index in the
beginning should indicate the test and page numbers allotted for it.
NOTE: It is preferable that a mention of the test carried out on a particular day is
made in the works diary also.
“For all works costing over Rs 20 lakhs, requisite instruments and testing devices shall be procured
from contingencies of the projects and instrument and testing Kit should be available at the site of work at
all times. For works costing less than Rs 20 lakhs sets of instruments/testing devices should be held
centrally in GE’s office for use of Engineer-in-Charge and other inspecting officers
(a) Tools : (i) Chisel (ii) file, (iii) Small hammer, (iv) Measuring tape (Steel)
(b) Instruments: - (i) Moisture meter, (ii) Plumb Bob, (iii) Circular disc gauge, (iv) Screw gauge, (v)
Spirit level, (vi) Thermometer, (vii) Vernier calipers (viii) Weighting machine with weights.
Engineer-in-Charge (E/M) should have following tools and instruments:-
(a) Tools : - (i) Ammeter, (ii) Anemo meter, (iii) Current tester (iv) Earth tester, (v) Hydraulic
testing machine, (vi) Magnet (vii) Meggar (HT, LT), (viii) Micrometer, (ix) Multi meter, (x) Sling
Psycho meter, (xi) Tachometer, (xii) Voltmeter, (xiii) Wire gauge
(g) Works Passing Register. This register is for the maintenance of a record of passing of
works at various important stages by the Engineer-in-Charge of projects executed under
lumpsum contract. This record is necessary to enable the GE to give certificate required
with the final bills relating to lumpsum contracts. This register will be produced for
inspection and check by the audit as and when called for by him.
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The register is maintained in the following form:-
(i) Name of the item………………………………………page No………………..
Srl Important Date passed by Dated signature Dated
No stage of the Engineer-in-Charge of Engineer-in- signature
Item Charge of Inspecting
Offrs GE/
CWE on
each
Inspection
(1) (2) (3) (4) (5)
(ii) On the outer cover of the register the following information should be available:-
CA No ………………………………………………………………
Contractor …………………………………………….................
Job No ………………………………………………….................
Date of Commencement ……………………………………….
Date of Completion ………………………………………………….
(iii) An index should be maintained on the first inner sheet of the Register showing all items of the work
to be done under the contract and showing page numbers on which the details regarding the passing of such
items are recorded.
(iv) The stages included in this register must be detailed enough considering each important stage which
needs approval before the next process in that trade can be started. For example, in case of painting the
stages would be:-
(1) Preparatory work including knotting.
(2) Priming Coat.
(3) Stopping with putty.
(4) Under Coat.
(5) Finishing Coat.
Similarly in case of floors the stages would be:-
(1) Earth or moorum filling.
(2) Layer of hard core.
(3) Layer of sub base.
(4) The wearing coat.
Some important stages as suggested in E-in-C’s Technical Instruction No 23 of 1968 are given in
Appendix ‘B’. They are, however, not exhaustive. The engineer-in-charge and GE have to
exercise their initiative to amplify or modify those stages depending upon the nature of each job.
The passing of work at various stages shall be done by an officer not below the rank of the
Engineer-in-Charge.
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(h) Measurement Books: This is a very important record and is the basis of all accounts of
quantities of work done or of materials received which have to be counted or measured. The
description of the work must be lucid so as to admit an easy identification and check.
Measurements should, as far as possible be taken by SDOs and not by their subordinates.
The instructions for the proper maintenance of MBs are contained in the notes in the
beginning of each MB.
Important services carried out by Measurement contracts should be measured by an officer.
The CWE may, when possible, arrange for the measurements of such services to be taken by
an SW or ASW. Other services should as far as possible, be measured by an engineer
executive not lower in rank than a Supdt Gde I. GE may, however, authorise Supdt Gde II
to take and record measurements relating to minor works and maintenance.
In case of Major Works costing upto Rs 5 lakhs, GE may authorise Supdt Gde II who should
be technically qualified by name, to measure and record in MB. In such cases a report must
be made to his next superior engineer authority. A copy will also be endorsed to the AAO
GE.
(E-in-C No 97508/E2(WPC)/6341/D(W/II) of 9.11.87)
(i) A cement register as mentioned in para 19 should also be maintained.
30. These records must be kept up-to-date and periodically analysed to assess the performance.
31. All records referred to in para 29 must be kept in safe custody.
32. Only necessary records depending upon the type/scope of work should be maintained. Tendency to
increase the number of records/record necessary details must be recorded.
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Appendix ‘A’
Precis No.1592
(Refer para 29e)
SAMPLE PAGES OF WORKS DIARY
PART A
1. Name of work……………………………………………………………………...
2. Contract Agreement No………………………………………………………….
3. Date of Acceptance………………………………………………………………
4. Name and Registered Address of Contractor…………………………………
5. Contract Sum and or % on Sch of Rates………………………………………
6. Period of Contract………………………………………………………………...
7. (a)Name and Address of Contractor/Contractor’s Agent/Project Manager…
(b) Name and Address of Contractor’s site Engineer…………………………..
8. Date of First Work Order…………………………………………………………
9. Date of Site handed over to Contractor………………………………………..
10. Date of Work Commenced……………………………………………………...
11. Stipulated Date of Completion of Contract……………………………………..
12. Suspension Orders Showing Duration and Authority…………………………
13. Extended Date of Completion with Authority…………………………………..
14. Date of Works Actually Completed…………………………………………….
15. Date of Works Taken over by GE………………………………………………
16. Date of Expiry of Maintenance Period…………………………………………
17. Record of Works Orders/Deviation Orders.
WOs / Dos Financial Effect Cumulative
No Date + - amount of work
ordered
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Appendix ‘A’ (Contd)
(Precis No.1592)
WORKS DIARY – PART A (Contd)
18. Records of MES Supervisory Staff (B/R, E/M & B/S) and Contractor’ site Engineer(s) indicating
qualification(s) employed on the work (Changes to be recorded with dates);-
Name Designation Date
From To
Signature of Engineer in charge
Date -----------
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Appendix ‘A’ (Contd)
Precis1592
WORKS DIARY – PART B
DAILY RECORD Date
1. Weather
2. Labour engaged by Contractor:
SKILLED UNSKILLED
Category Nos Category Nos Category Nos
Contractor Pavour Mate
Bricklayer Tiler Bhisty
Mason Painter Mazdoor
Carpenter Polisher (Man)
Joiner Glazier Mazdoor
Plumber (Woman)
Mazdoor
(Boy)
3. Important materials bought on site with approx quantities (rejections, if any, to be stated):-
Sch. B Materials Contractor’s Materials Rejections
Materials Qty Materials Qty Materials Qty
4. Details of plant, equipment and transport working on site:-
T&P hired under Sch C Contractor’s T&P eqpt &
transport
T&P Qty Remarks reg, breakdown, Qty Remarks reg,
maint, etc breakdowns, maint etc.
Road Roller
Conc. Mixer
Tar Boiler
Transport
5. Brief particulars of works in progresses.
6. Important stages completed and passed
7. Remarks of Visiting Officers
Dated Signature of Enginer-in-Charge. Dated Signature of Contractor or
his authorised agent
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Appendix ‘B’
Precis No.1592
(Refer para 29g)
IMPORTANT STAGES IN PASSING OF WORKS
(E-in-C’S TI No. 23 of 1968)
Name of Building and Ref to Item of Sch A ……………………
Ser No Important Stages for Passing of Works
1. Setting out works.
2. Approval of samples of materials required initially, such as fine and coarse
aggregates, bricks, stones for walling, lime, timber for frames and the like.
3. Excavation for foundations before laying concrete.
4. Concrete in foundations.
5. Brick/Stone work in foundations and plinth including filling of approved earth in layers around
foundations.
6. Damp proof course.
7. Approval to samples of workmanship for items such as fair finishing to RCC work, keyed pointing,
rough cast, RCC fins, chajjas, polygonal/chandigarh pattern stone facing, tile facing,
terracota/concrete to jallies, other special items for architectural effect and any other items to be
decided by CWE.
8. Approval to samples of remaining materials such as timber for carpentry and joinery, flush door,
steel windows, hard core, iron mongery fittings, water supply and plumbing items, electrical
fittings, ceiling boards and similar proprietary articles, stone for metal for WBM, stone chippings
for premix carpet and any other materials for which approval is required as per contract
conditions/specifications.
9. Filling under floors and consolidation upto plinth level.
10. Frames for doors and windows before fixing in position.
11. Brick/stone work in superstructure upto lintel level.
12. Lintel/beams above doors and windows. Formwork, reinforcement and concrete to be approved
separately if cast-in-situ.
13. Brick/stone work in superstructure above lintel level to roof.
14. Reinforced concrete:-
(a) Formwork and centering.
(b) Steel reinforcement before concreting.
(c) Reinforced concrete work on completion.
NOTE: Modify as necessary in case of a double storey building i.e. include first RCC slab for first
(formwork, reinforcement and concrete and then repeat items 10 to 14 for first floor.
15. (a) Trusses before hoisting.
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(b) Trusses after hoisting.
16. (a) Other roof members before hoisting.
(b) Other roof members after fixing in position.
17. Roof covering.
18. Beam filling at eaves.
19. Eaves board and barge board
20. Layout of wiring conduits, pipes, position of sanitary and electrical fittings, earthing etc.
21. Water supply plumbing and electrical fittings before fixing in position.
22. Ceiling bard including cover fillets.
23. Base course under floor to receive sub floor.
24. Sub floor to receive wearing surface.
25. Wearing surface of floor (polishing of cement/terrazzo tiles cast-in-situ to be approved separately).
26. (a) Joinery and fittings (builder’s hardware) after fixing in position.
(b) approving and fixing steel windows where applicable.
27. Other internal fittings such as cupboards, shelving etc.
28. (a) Preparation of surface before plastering.
(b) Plastering
29. (a) Preparation of surface before pointing.
(b) Pointing
30. (a) Preparation of surface to receive priming coat of painting
(b) Priming coat and stopping.
31. Under coat of paint including preparation of surfaces.
32. Finishing coat of paint including preparation of surface.
33. Internal plumbing and sanitary fitting including soil and vent pipes.
34. Testing of water supply system including tanks.
35. Testing of soil and vent pipes.
36. Drains, manholes, septic tanks.
37. Testing of drains and manholes.
38. Plinth protection.
39. Road work (formation, soling, WBM dry rolled; WBM wet rolled and premix surfacing to be
approved separately).
40. Site clearance.
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Precis No.1593
Management Department
EXECUTION OF WORKS – SUPERVISION
Introduction
1. An officer entrusted with the execution of a work is responsible for the soundness and stability of
the structure, which can only be ensured by incorporation of right type of materials in the right
manner. This is possible only by constant intelligent supervision at all levels.
2. This precis deals with the mechanics of ‘supervision’ as applied to execution of works in MES.
Aim of supervision
3. The aim of supervision is three fold:-
(a) Provide sound and stable structures within allotted time.
(b) Achieve maximum economy of men, material and money.
(c) Achieve a high standard of work in accordance with modern engineering practice.
Supervision in a deeper sense includes the following broad aspects:-
(a) The adherence to the standards of materials and craftsmanship specified in the drawing and
specification.
(b) The discovery of elements or errors overlooked in the contract drawings/specifications and
their early correction.
(c) Inadequacy of the design or specifications.
(d) Prevention of errors which might result in unnecessary and costly maintenance cost.
(e) The checking of building processes/techniques and the evaluation of the materials to ensure
conformity to the specifications.
(f) Elimination of unacceptable substitutes by the contractors.
(g) Avoidance of extra construction cost beyond accepted contract amounts.
(h) Skilled coordination of works of various trades.
(j)Prevention of unfair practices and procedures or attempts at avoidance of contractual obligations.
Essential Requisites
4. For ‘Supervision’ to be effective, it is essential to have a sound, well considered plan for tackling
the work. This implies that sound technical planning has preceded the execution, esp in respect of
the following:-
(a) Proper choice of specification/design.
(b) Feasible phasing of works.
(c) Selection of suitable agency of execution.
(d) Use of suitable machinery/equipment.
(e) Efficient site organisation.
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5. Supervision is so organised that 100% supervision of the work is obtained. This can be achieved
only if:-
(a) During construction:-
(i) Each stage of works is passed by a responsible MES representative. No stage is
proceeded with unless the previous one has been passed.
(ii) Important stages are supervised/checked by Engineer-in-Charge and GE.
(iii) Senior engineer officers carry out thorough inspections. (Dealt with in subsequent
precis).
(b) After construction:-
(i) Work is inspected in details and necessary rectification’s are carried out.
(ii) % checks to be exercised by AGE/GE, are directed towards important items of work
and do not overlap.
(c) Adequate documents/records (Refer Precis No 1592) are maintained.
Supervision During Construction
6. The responsibility of supervision lies mainly with the Engineer-in-Charge. He should:-
(a) study the drawings, specifications, contract agreement in details to bring out the ‘snags’.
These should be settled in consultation with GE or referred to higher authorities at the
earliest possible stage.
NOTE: To achieve this, an advance set of document is sent to GE/Engineer-in-Charge for
comments.
(b) fix the responsibilities of subordinates in writing.
(c) check arrangements for site organisation.
(d) insist on all records being kept up-to-date by periodical check.
(e) check important stages of construction personally and get certain stages checked by GE.
Visit site of work frequently and settle difficulties on spot.
(f) report all difficulties/contractual snags to GE.
7. Certain hints for guidance of Engineer-in-Charge are given in Appendix ‘A’. Responsibility of
checks by Engineer-in-Charge, Supdt Gde I and Supdt Gde II (now merged as JE) are given in
Appendix ‘B’.
8. The Garrison Engineer is overall in charge of the works in his division. He should ensure that:-
(a) engineer-in-charge is associated with the job at as early a stage as possible preferably from
the beginning of technical planning.
(b) engineer-in-charge is kept in full picture about all matters connected with the work e.g.
administrative arrangements, proposed deviations/amendments, notices on contractor, stores
provisioning.
(c) important stages of work are passed by EIC as per the works passing register (Refer Precis
No 1592).
(d) periodic inspections are carried out at different times of the day.
(e) relations with the contractor are maintained on a responsible and impartial basis; dealings
with contractors are correct, tactful and firm.
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Supervision after Completion
9. A thorough inspection of the work must be carried out by engineer-in-charge/GE after completion
of the work. If supervision during construction has been effective, no difficulty need be
experienced. The underlying aim of this inspection is to ensure that the work is:-
(a) complete in all respect,
(b) upto specifications as per contract
(c) clearly and neatly finished,
(d) completed in time period specified in the contract
10. Points which often create trouble are the following:-
(a) Internal fittings and fixtures.
(b) Doors, windows and built-in-furniture.
(c) Overall finish including site clearance.
11. If any rectification’s are found necessary, the same should be immediately carried out/ordered on
the contractor.
12. Bad finish is probably the worst and most widespread fault in MES work today, and plays a
disproportionately large part in inspiring criticism all round. Finish counts more from the users
point of view than quality of materials put into a job. Finish costs nothing extra, if the quality of
workmanship is high.
Conclusion
13. Supervision if carried out sincerely and intelligently gives a very good training which is a great
asset for carrying out future works.
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Appendix ‘A’
Precis No.1593
(Refer para 7)
HINTS ON SUPERVISION FOR ENGINEER-IN-CHARGE
1. Work order book must be widely used. Important orders must be issued from files.
2. Works diary should be maintained correctly, daily according to existing orders.
3. Watch that the orders and instructions are noted by supervisory staff of the contractor and faults
remedied. Ensure the same with your staff also. Your staff should give directions and advice and
check faults rather than merely stand by while the work proceeds.
4. Advise, correct and instruct all the time rather than criticise but reject all bad work and make
subordinates understand their responsibility.
5. See that all supervisory staff possesses proper tool bags and use them freely.
6. Condemn any scaffolding that is dangerous and have it set right without delay and further use.
7. See that rejected materials are removed from site without delay.
8. Always watch progress and keep time and progress chart and other registers/charts up-do-date. See
that everything goes on smoothly.
9. Do not interfere unless you have a definite proposal for making improvement.
10. Warn contractor and your staff that bad work on their part will mean your forfeiting confidence and
entail dismantling.
11. Do not generally punish your staff if you can correct faults by other measures. If you have to,
punish drastically after warnings have been given in writing.
12. Encourage good work of your subordinates. It helps much in raising the standard of work.
13. Ensure co-operation between your B/R and E/M staff.
14. Remember that surrender of funds due to non completion of a work is
better than carrying it out to lower standard.
15. If you find any change in design/specification necessary due to engineering reasons, issue a DO
after the approval of the accepting authority before the work is actually carried out.
16. Measurements are the basis of payment, hence every item of the work must be measured, when
necessary, as soon as it is finished, specially so, when it is going to be hidden.
149
150
Appendix ‘B’
(Precis No 1593)
(Refer para 7)
RESPONSIBILITIES OF CHECKS BY
Ref: E-in-C’s Branch letter No 41917/E2(WPC) dated 1/14 Nov 77
Ser Particula Engineer-in-Charge Supdt Gde I Supdt Gde II Remarks
No r of
Work
1 2 3 4 5 6
1. Layout/ (a) Orientation and general layout as Dimensions and right angles To make the centre/lines,
setting per site plan. pegs, pillars as per foundation
out of(b) To fix plinth level plan on ground
Building (c) There are no underground water
mains cable, overhead lines etc
2. Excavati (a) Suitability of the soil and initiate(a) Measurement as per drawings; (a) Bottom of trenches are
-on in changes if any; (b) Safety measures required during horizontal and sides are
foundati (b) Timbering strutting required as per excavations. vertical.
on specifications. (b) Excavated earth kept away
from trenches.
3. Concrete (a) Suitability of the cement, sand, (a) Dimensions; (a) Proper proportions and
in aggregate, water and other (b) Water cement ratio, slump test; mixing;
foundati ingredients, checking of specified (c) Grading of aggregates; (b) Laying in layers;
ons and sources, impurities if any. (d) Curing (c) Proper compaction.
plinth (b) The plinth level and reduced levels
of concrete foundations.
151
1 2 3 4 5 6
4. Brick (a) Specifications of bricks and other (a) Measurement of all rooms and (a) Mixing and proportions of
work/ Materials including water thickness of walls. mortar;
stone incorporated; (b) Scaffolding/ladders; (b) Rejected bricks and
work (b) Height of work at lintels/chajjahs (c) Embedding/cutting chases for brickbats/stones are not
and roof/slab levels with reference conduits, electric, water and sanitary incorporated;
to drawings; fittings (c) Proper bond
(c) Test check of thickness of joints; (d) Curing; (d) Verticality of walls, corners
(d) That cutting of bricks to radius (e) Raking of joints for subsequent and horizontality of courses;
where specified is done instead of painting/plastering work (e) Proper fillings of joints.
joining with V shaped mortar joints (f) Embedding of holdfasts;
(g) Proper setting of doors and windows
openings/chowkats including size of
openings
(h) Thickness of mortar joints
5. Damp (a) Approved water proofing (a) Thickness and all other (a) Mixing and proportion of
proof compound; measurements; aggregates for mortar or
course (b) Suitability of other material (b) Water cement ratio of concrete or concrete;
incorporated. mortar; (b) (b) Proper laying
(c) Curing
6. Reinforc (a) Centering is strong; (a) Proper cover is provided by (a) There are no gaps in
ed (b) Form work is to shape and “Gutties” and steel “Chairs”. shuttering;
concrete dimensions as per drawings and (b) Workman do not trample the (b) It is properly coated as per
structurally safe and sufficiently reinforcement; specifications
smooth and well joined to avoid (c) It is adequately supported; (c) Proper proportioning of
unevenness of soffit after removal; (d) Grading of aggregate; aggregates with measuring
(c) Reinforcement as per drawings is (e) Water cement ratio; boxes;
provided; (f) Proper compaction through (d) Proper mixing with
(d) Steel is of correct grade; vibrators; mechanical mixers
(e) Form work is not struck earlier than (g) Proper curing;
the period specified; (h) Reinforcement as per drawing is
(f) Water and aggregates for concrete provided
are of proper quality
(g) Thickness of concrete
1 2 3 4 5 6
7. Joinery (a) Timber is of correct species and (a) Dimensions of various components (a) Uniformity of section of
152
1 2 3 4 5 6
4. Brick (a) Specifications of bricks and other (a) Measurement of all rooms and (a) Mixing and proportions of
work/ Materials including water thickness of walls. mortar;
stone incorporated; (b) Scaffolding/ladders; (b) Rejected bricks and
work (b) Height of work at lintels/chajjahs (c) Embedding/cutting chases for brickbats/stones are not
and roof/slab levels with reference conduits, electric, water and sanitary incorporated;
to drawings; fittings (c) Proper bond
(c) Test check of thickness of joints; (d) Curing; (d) Verticality of walls, corners
(d) That cutting of bricks to radius (e) Raking of joints for subsequent and horizontality of courses;
where specified is done instead of painting/plastering work (e) Proper fillings of joints.
joining with V shaped mortar joints (f) Embedding of holdfasts;
(g) Proper setting of doors and windows
openings/chowkats including size of
openings
(h) Thickness of mortar joints
5. Damp (a) Approved water proofing (a) Thickness and all other (a) Mixing and proportion of
proof compound; measurements; aggregates for mortar or
course (b) Suitability of other material (b) Water cement ratio of concrete or concrete;
incorporated. mortar; (b) (b) Proper laying
(c) Curing
6. Reinforc (a) Centering is strong; (a) Proper cover is provided by (a) There are no gaps in
ed (b) Form work is to shape and “Gutties” and steel “Chairs”. shuttering;
concrete dimensions as per drawings and (b) Workman do not trample the (b) It is properly coated as per
structurally safe and sufficiently reinforcement; specifications
smooth and well joined to avoid (c) It is adequately supported; (c) Proper proportioning of
unevenness of soffit after removal; (d) Grading of aggregate; aggregates with measuring
(c) Reinforcement as per drawings is (e) Water cement ratio; boxes;
provided; (f) Proper compaction through (d) Proper mixing with
(d) Steel is of correct grade; vibrators; mechanical mixers
(e) Form work is not struck earlier than (g) Proper curing;
the period specified; (h) Reinforcement as per drawing is
(f) Water and aggregates for concrete provided
are of proper quality
(g) Thickness of concrete
1 2 3 4 5 6
7. Joinery (a) Timber is of correct species and (a) Dimensions of various components (a) Uniformity of section of
153
properly seasoned; as per drawing; wooden chowkhats and
(b) Flush doors where provided are of (b) Finish of work is good; initialling each pieces
proper core, veneer, lipping and (c) Flush door shutter where provided (b) Joints are properly made;
grades as specified. conform to tests prescribed in MES; (c) Adequate quality of white
(d) Special putty and glazing clips are lead/resin/glue has been
used for glass panes of steel doors provided in the joints;
and windows as specified. (d) All faces of shutters are
(e) Guard bars and grills are properly given a primer coat before
fixed where provided as per fixing and finishing coats as
drawings; specified after fixing;
(f) Hardware and iron mongery and (e) Proper fixing of frame for
other fittings are provided as per steel doors and windows
approved samples and (f) Correct type of screws/bolts
drawings/specifications. are used for fixing iron
mongery and other fittings;
(g) Locks, bolts and other
fittings should be capable of
smooth operation
8. Steel (a) Steel is of specified grade; (a) Weight and dimensions; (a) Holes are drilled and not
Work (b) Shop drawings and templates for (b) Drilling, shearing, cutting, welding, punched;
fabricated steel work; riveting etc, is done properly with (b) Materials are free from
correct tools; bends, twists and waviness;
(c) Revets of proper quality; (c) The threaded portion of each
(d) Welding is as per specifications and bolt should project above the
drawings; nut at least two threads;
(e) Safety measures during hoisting and (d) Washers are provided on
erection bolts heads and nuts;
(e) Bolts/nuts are properly
tightened;
(f) All joints are welded as per
drawings when welding.
154
1 2 3 4 5 6
9. Roofing (a) Timber is of correct species and (a) Dimensions as per drawings; (a) Proper fixing/tightening of
properly seasoned – for wooden (b) Joints all holding down bolts and
trusses and purloins; (c) Finish of work is good nuts;
(b) Sheets/tiles used are of specified (d) Safety measures during hoisting and (b) Proper contact/bearing over
thickness; erection work; the supports;
(c) Eaves/valley gutters are as per (e) Hook bolts, coach screws and (c) Proper fixing of sheets;
drawings and fixed properly to washers used for fixing sheets are as (d) No broken or cracked AC
require slopes; per specifications and dimensions; sheets are used
(d) Wind ties/bracings are provided as (f) Alignment of trusses and purlins; (e) Joints of gutters in sloping
required (drawings/site conditions) (g) Correct slope in the flat roof; roofs;
(h) Slope of gutters in sloping roofs (f) No cracked or broken tiles
(i) Jointing in sheets and valley gutters are used for tiled roofs
10. Water (a) Materials used are as per (a) Slopes are proper; (a) Laying of mud phuska and
proofing specifications (b) There are no cracks in the existing tiles as per specifications
of flat (b) Proper drainage outlets are surface; (b) Laying/tamping of lime
roofs provided; (c) Mixing of the mud phuska; concrete where used in
(c) Finishing around parapet walls, (d) Thickness is as specified terracing is done properly;
chimneys, vent pipes etc is done as (e) Surfaces are smooth for laying (c) Laying of tarfelt is as per
specified tarfelt treatment specifications
(d) Mixing and proportioning of
mortar
11. Flooring (a) Formation is properly compacted; (a) Thickness of sub base and topping is (a) Proper mixing and
(b) Proper finishing; as specified proportioning of concrete.
(c) Laying to proper bays and to proper (b) Water cement ratio; (b) Proper laying in panels;
slopes. (c) Curing. (c) Proper slopes to allow for
cleaning and washing;
(d) Proper compaction;
(e) Correct grading of aggregate
and sand
155
1 2 3 4 5 6
12. White/co (a) Colour scheme is as specified or (a) Quality of lime/ distemper paint; (a) Number of coats as specified
-lour approved by GE (b) Quality of finish
wash and (b) Quality and standard of firms and
distempe workmanship
r
/painting
13. Sanitary (a) Fittings are as per approved pattern (a) These are free from cracks, dents, (a) Fixing at correct height and
fittings/ with proper markings distortion and other flaws; position.
Plumbin (b) Testing (b) Proper functioning; (b) Joints are correctly laid as
g work (c) Fittings/pipes etc are executed as (c) Leakage per specifications.
per specifications (d) No overflow;
(e) Quantities of lend, hemp, jute,
mortar etc for joints are provided as
per contract specifications and
filling/ workmanship etc properly
done
(f) Correct weight /types of
clamps/holder bats/clips etc are used
as specified
14. Sewage (a) pipes, manhole covers, other fittings (a) All safety measures during (a) Joints are correctly laid and
are of correct type, pattern and excavation are taken; filled as specified;
weight; (b) Measurements are as specified; (b) Filling back is done in layers
(b) layout is correct and the gradient (c) Slopes are correct;
provided for different sewer (d) Testing
diameter is correct so as to produce
self cleaning velocity
156
1 2 3 4 5 6
15. Road (a) layout including position of culverts (a) Proper consolidation and roller days (a) Earth filling is done in
Work and drain curves and crossings; as specified; layers;
(b) Correct grade and quality of stone (b) Proper camber, super elevation and (b) Side slopes are properly
boulders, stone aggregate, bitumen gradients are provided in the made;
etc is used. formations; (c) Correct grading of metal for
(c) Correct quantity and quality of various layers of the road
materials for various layers of the structures;
road structure; (d) Proper filling of soling,
(d) Correct thickness of layers; WBM and carpet including
(e) Correct quantity of bitumen is used; watering;
(f) Invert levels of the culverts are (e) Berms are prepared to
correctly fixed proper slopes
16. Cement Ensure that the contractor maintains a To check and initial daily the In absence of Gde I to check GE may
record of Receipt, Issue and daily transaction of cement from contractors cement and initial cement details an
consumption of cement record. transaction as per Column. officer to
have
vigilance
check of
the cement
required
once in a
quarter
157
1 2 3 4 5 6
17. Furniture (a) BSO as Engineer-in-Charge will (a) Exercise 100% check of all issue of To perform the duties of
inspect, measure and pass Furniture furniture and measure them 100% Supervisor B/S Gde I at out
samples before the same is finally and enter in Measurement Book. stations where no B/S Gde I is
approved by the GE, before the (b) Prepare recovery documents and posted
supply is allowed to be take the furniture on charge when
manufactured; finally passed by Engineer-in-
(b) Exercise 50% check of the entire Charge and approved by GE’
supply of furniture and sign the site (c) Keep record for the issue and check
order book, work diary and the same for repairs/rectifications
measurement book; during contract maintenance period.
(c) Inspect the manufacture of furniture
at contractors workshop at the
following stages:-
(i) when the material is collected.
(ii) when the timber is cut to scanling/
planking etc and kept for seasoning;
(iii) during framing of components;
(iv) when furniture is ready except
polishing/ painting etc.
NOTES:
1. The above duties are laid down for guidance of respective individuals so that the points are not overlooked. The Engineer-in-Charge
may issue further directions/ instructions to concerned individuals to implement the aforesaid duties properly in each individual case
and should ensure that the duties are performed as required from time to time.
2. Measurements of approved DOs on various rates shall be recorded in the MB by the Gde I/Gde II at proper stages as directed by the
Engineer-in-Charge.
3. Test check of measurements on each DO shall however be carried out by the Engineer-in-Charge.
4. Copies of original vouchers produced by contractors for all proprietary articles must be kept in record duly endorsed by the
Engineer-in-Charge by comparing with originals.
5. Site Documents. Engineer-in-Charge should ensure that work order book, work diary, work passing register, etc are maintained and
brought up to date from time to time.
158
Precis No 1594
Management Department
INSPECTION OF WORKS
Introduction
1. Senior engineer officers from CWE to E-in-C carry out periodic inspections to examine at first hand
the functioning of a MES division from efficiency and economy standpoint.
2. This precis deals with ‘inspections’ as applied to work services. Routine inspection of MES offices
and points to be ensured in such inspection have been dealt with in Precis on ‘MES Organisation’.
Purpose
3. The purpose of carrying out inspection is to ensure that:-
(a) Original works are carried out:-
(i) in accordance with laid down procedure/regulations,
(ii) to laid down specifications,
(iii) in compliance with the instructions issued from higher authorities.
(b) Repairs are carried out:-
(i) in a manner so as to enhance the life and value of defence asset,
(ii) within allotments for the financial year,
(iii) in accordance with the laid down procedure/regulations.
Standard of Work
4. The standard of work greatly suffered during the war years. Pressure of erecting temporary
structures in the shortest possible time coupled with lack of experienced staff, led to gradual
relaxation of pre-war standards. Paucity of essential materials resulted in use of expedients and
alternatives. Improvements in knowledge/technique of building construction achieved during the
war years could not be taken full use of in important defence works.
5. In spite of strenuous efforts since the cessation of hostilities, the standard of work has not reached a
desirable stage. The problem at present consist of:-
(a) Training MES officers and subordinates in latest knowledge/techniques.
(b) Training of artisians and craftsmen of MES.
(c) Insistence on a high standard of work in accordance with specifications and design.
(d) Improvement in standard specifications, drawings and design to conform with latest
knowledge/techniques.
NOTE: Adoption of a standard drawing/design does not absolve the executive staff from
making necessary modifications, if the conditions at site so necessitate.
6. Inspecting officers should therefore devote major portion of their time on visiting various works in
their jurisdiction and instructing their subordinate office staff. Arrangements should also be made
for gradual training of the cadre to a high level of efficiency.
7. Following measures will be of great value in raising the standard of work:-
159
(a) Each CWE/GE must maintain sample rooms where samples of materials, fittings, fixtures
and furniture are maintained. Samples rooms are kept ‘alive’ by frequent use and additions.
(b) The contractors must be ordered in writing to produce samples in respect of important
materials and iron mongery/fittings etc. for approval first before incorporating in the works.
NOTES: 1. For the above purpose in the new formations, it was suggested that a proper
sample museum be established with only one of the permanent GEs or with
the CWE at each station in respect of the works and reference be made in all
contracts only to this sample museum.
2. In the labels attached to the representative samples, appropriate reference to
be made to the important factors of the relevant IS as satisfied by each
sample.
(c) Contractors are asked to produce samples of workmanship for prior approval.
(d) All workmanship not conforming to specifications is rejected and ordered for demolition.
Principles of SQC (Statistical Quality Control) and sampling techniques be applied wherever
possible and provided for in contracts.
(e) Special note is kept about the maintenance periods of each contract, the works are
thoroughly inspected and rectifications ordered in this period.
(f) Junior officers/subordinates are attached to experienced colleagues for training.
(g) Technical literature relating to construction materials/techniques is obtained and circulated
among the staff. Similarly, various pamphlets issued by E-in-C regarding supervision of
works should be circulated to supervisory staff.
NOTE: It is useful to go through the literatures issued by bodies like the National Building
Organisation, the Central Building Research Institute, the Central Road Research Institute
and the like. CsWE/GEs should try to procure copies of latest Indian Standards and Codes
and they should ensure that Engineers-in-Charge are conversant with these since the MES
Schedule, specifications are linked with those in the Indian Standards.
(h) All problems where satisfactory results have not been obtained are referred to research
institutions and their advice obtained, which should then be tried/decimated among the staff.
(j) Whenever specialist advice/service is employed, attachment of
MES staff for gaining experience should be a condition of the contract. Only suitable hands
are sent on such attachments.
(k) Subordinates are encouraged to write out reports on the works executed by them, which
should bring out the knowledge and lessons learnt by experience. Such reports are then
circulated along with comments of senior officers.
(l) For all large works, a site laboratory is maintained for testing materials at frequent intervals.
(m) Supervising staff is relieved from routine duties and paper work to the maximum extent
possible.
(n) In case of sample quarter, provision of a separate period of completion has already been
emphasised under the instructions issued vide E-in-C letter No 41000/E8 of 12/6/87 and this
should not be more than six months. In case of contracts concluded by CE, CWE’s approval
of the sample quarter should be obtained before GE communicates his approval in terms of
160
the contract provisions to the contractor. Once the sample quarter is approved it should
serve as a guide for the remaining work which will help in improving the quality of works.
Progress Reports
8. Quarterly progress reports are submitted to higher engineer authorities/appropriate HQ of the
defence force (who is the ultimate user) to apprise of the progress achieved during the quarter and
the position with regard to further development. The ‘aim’ of this report is to present a factual
knowledge on the basis of which decision relating to effectual intervention, diversion of resources
and further policy can be formulated. Detailed instructions on QPR are contained in the E-in-C’s
Br letter No A/00032/E2 Army/Tech Coord dt 30 Mar 88 given at Appendix ‘A’. A specimen form
Part I shows overall progress project wise and Part II shows details of sub item of AE/Contract.
9. Basis for a progress report must be settled at first. Percentage break down, building wise, or trade
wise should be formulated and circulated amongst all concerned for compiling progress reports .
10. Following mistakes are generally committed in preparing/compiling the progress report, which lead
to unnecessary confusion at higher levels:-
(a) Sl No/Job No. of the work is not given/misquoted.
(b) Name of the work does not clarify the type, scope and location of the work. ‘Name’ of a
work should specify the station, unit line and bring out correct type and scope of the work.
(c) Cost given does not correspond to amount administratively sanctioned.
(d) Percentage progress does not bear any relationship to actual conditions. Correct use of the
word ‘Nil’ and ‘Not applicable’ not made. Reference to event/milestone NOT made
wherever CPM net work has been prepared.
(e) Probable date of completion does not represent the original target date nor any reasons for
changing it, given in the remarks column.
(f) ‘Remarks’ column is not utilised for bringing out snags/difficulties or other points of interest
to higher authorities, e.g. details of planning programme, indent number of stores not
received.
11. Progress report must be compiled by the GEs and checked by CsWE before submission. A useful
guide to correct compilation is to compare the report with that of the previous quarter, which brings
out all cases of ‘no progress’ ‘insufficient progress’ and anomalies.
Inspection by GE
12. Reference should be made to precis on ‘Supervision of Works’ and ‘Duties of Garrison Engineer
which cover the subject matter. Duties of Engineer-in-Charge, Junior Engineers B/R & E/M
previously called Supdt B/R, E/M Gde I and Supdt B/R, E/M Gde II are given as per Appendix B,
C and D to Army HQ, E-in-C’s Branch letter No 41917/E2 (WPC) dated 4 Nov 77. Consequent of
redesignation E-in-C’s Br vide their letter No 41917/Pol/E2W(PPC) dt 02 Aug 99 have fixed the
duties of Junior Engineers. This letter has been incorporated as Annexure I to Appendix ‘C’.
13. A questionnaire for the guidance of GEs is attached as Appendix ‘E’. Aide-Memoire for technical
administration of contracts is attached as Appendix ‘F’ for guidance. If a GE attempts to answer
the questionnaire from personal knowledge, he will gain considerably in organising his inspection
of works.
161
Inspection by CWE/Senior Engineers Officers.
14. In addition to the standard and progress of works CWE/Senior Officer should examine the
following aspects of works:-
(a) Physical progress versus target timings.
(b) Financial progress versus budget allotments.
(c) Stores provisioning.
(d) Efficiency of site organisation.
(e) Snags and difficulties.
15. The following procedure has been found to be of advantage in organising such inspections:-
(a) Ask for a full brief from your office on the following points pertaining to the area to be
inspected:-
(i) Works recently completed/under construction in the area.
(ii) Reported hold ups with explanation from lower authorities and action
taken/proposed.
(iii) Un-explained hold ups with details.
(iv) Complaints from staff/user channels.
(v) Contractual difficulties and action taken/proposed.
(vi) Budget allotment for the area and proposed changes, if any.
(b) Hold a preliminary conference with the local official to discuss the points and get their side
of the story.
(c) Visit works, check physical progress, inspect standard of work and snags met with. Always
carry the most recent up dated CPM net work and compare the actual progress/planned
progress.
(d) Hold a final discussion and issue necessary instructions.
(e) Check with your own office on return and issue tour notes with suitable instructions to lower
authorities.
NOTE: Office staff should be asked to keep a watch on compliance of these instructions.
(f) Check on progress/compliance of instructions on next visit.
162
Appendix ‘A’
Precis No 1594
(Refer para 8)
Copy of E-in-C’s Br AHQ New Delhi letter No A/00032/E2 Army/tech coord dated 30 Mar 88.
MONITORING OF PROGRESS OF ARMY WORKS
1. In order to streamline the monitoring of progress of Army Works at this Headquarters and to reduce
avoidable paper work at all levels, it has been decided that:-
(a) The format for the QPR, Part I for works sanctioned by Govt/COAS only costing upto 2.00
crores, Rs. 2.00 Crores to Rs. 5.00 Crores and for those costing above Rs. 5.00 Crores will
be as per Appendix ‘A’, Appendix ‘B’ and Appendix ‘C’ respectively.
(b) The format for QPR Part II for all works will be as per Appendix ‘D’.
(c) The format for statistical Quarterly Review Report for works costing between Rs. 2.00 lakhs
to Rs. 2.00 Crores, Rs. 2.00 Crores to Rs. 5.00 Crores and above Rs. 5.00 Crores will remain
the same as per Appendix ‘E’, ‘F’ and ‘G’ respectively. Separate figures for Married and
OTM Accn will be given as in vogue at present.
(d) The QPR on Govt power and Army HQs works only need to be sent to this HQ.
(e) Progress of lower CFAs works upto Command HQ will be monitored by Command CEs and
QPR distributed only upto Command HQ.
(f) QPR Part I and II for Govt Power Works and Army HQs works should be initiated at CE
Zones level under the signature of Chief Engineer or Offg Chief Engineer. Integrated
planning programme for all items/sub items of the project should be indicated including sub
items delegated to CWEs/GEs.
(g) QPR for works sanctioned by GOC-in-C and lower CFAs may be continued to be initiated
by respective CWE on new format and distributed upto Command HQs only. Part I need
only be sent to Staff authorities.
(h) QPR on new format must reach this HQ by 15th Jan, Apr, Jul, and Oct for respective
Quarters ending Dec, Mar, Jun and Sep in duplicate i.e. after closure of account for the
respective month.
2. Quarterly review Report will be compiled at this HQ based on above QPR for respective quarter
and submitted to QMG’s Br. Min of Def and Min of Def (Fin). Copies will be sent to Zonal CEs
for information.
3. The first QPR on above format along with statistical report as per para 1(c) for the Quarter Ending
Jun 88 should reach this HQ by 15 Jul 88 positively.
4. Brief history of the projects which are declared important and are closely monitored by Ministry of
Defence will be submitted by Zonal CEs in duplicate as soon as project is sanctioned and released
covering all aspects of the project as per Appendix ‘H’. This history sheet of the project will be
updated from time to time so that complete record is kept at Zonal level and this HQ.
5. The QPR and QPR on Army Works which were being submitted to this HQ earlier by Zonal CEs,
CsWE separately be dispensed with.
6. The QPR under the new format will be distributed by Zonal CEs as under:-
163
(a) E-in-C (E2 Army) – 2 copies
(b) CE Command – 2 copies all appendices
(c) Respective CsWE – 2 copies
Chief Engineer Command will send one copy of part I only to their respective Command HQrs.
7. Some additional measures in monitoring of projects have been introduced vide E-in-C’s Branch
letter No 95533/POL/E2(WPC) dt 29 Spe 93.
164
APPENDIX ‘A’
(Refer para 1(a) E-in-C’s Br letter No A/00032/E2 Army/Tech Coord dt 30 Mar 88)
PROGRESS OF ARMY WORKS SANCTIONED BY GOVT/COAS COSTING UPTO RS 2.00 CRORES FOR THE QUARTER
ENGINDING
PART I
Ser No Stn Name of Authority Value of Amou Date of Progress Financial Proposed ODC/
Work with date work in nt and commen Qr Physical During Running expdr PDc
of Lakhs year of cement ending percentage the Qr in expdr during
Remarks
approval release Lakhs upto the year
in
lakhs
1 2 3 4 5 6 7 8 9 10 11 12 13 14
Certified that all works sanctioned by Govt of India/ COAS costing upto Rs 2 Crores have been included in the report.
Chief Engineer
165
APPENDIX ‘B’
(Refer para 1(a) E-in-C’s Br letter No A/00032/E2 Army/Tech Coord dt 30 mar 88)
PROGRESS OF WORKS (ARMY) COSTING RS. 2.00 CRORES TO Rs. 5.00 CRORES FOR THE QUARTER ENDING………….
PART I
FORMAT AS PER APPENDIX ‘A’
Certified that all works sanctioned by Govt of India
Costing Rs 2.00 Crores to Rs. 5.00 Crores have been included in the report.
Chief Engineer
……………………………………………………………………………………………………………………………………………………
…………………………………………………….
166
APPENDIX ‘C’
(Refer para 1(a) E-in-C’s Branch letter No A/00032/E2 Army/Tech Coord dt 30 Mar 88)
PROGRESS OF WORKS (ARMY) COSTING ABOVE Rs. 5.00 CRORES QUARTER ENDING………….
PART I
FORMAT AS PER APPENDIX ‘A’
Certified that all works sanctioned by Govt of India costing
Above Rs 5.00 Crores have been included in the report.
Chief Engineer
167
APPENDIX ‘D’
(Refer para 1(b) E-in-C’s Br letter No A/00032/E2 Army/Tech Coord dt 30 Mar 88)
QUARTERLY PROGRESS REPORT (ARMY) MAJOR WORKS SANCTIONED BY THE QUARTER ENDING……………….
PART II
Stn Job No Name of Appx Percentage progress Overall progress PDC
work cost in B/R W/S E/M Drainage Rds Sew Furniture At the end AT the
lakhs of previous end of
and date Quarter present
Ser No
of Quarter
sanction/
release
1 2 3 4 5 6 7 8 9 10 11 12 13
1. INTEGRATED PLANNING OF
PROJECT
(a) WORKS COMPLETED
(i) CE’s contracts
(ii) CWE’s contract
(iii) GE’s contract
(b) WORKS IN PROGRESS
(i) CE’s contract
(ii0 CWE’s contract
(iii) GE’s contract
(c) WORKS UNDER PLANNING
(i) CE’s contracts Planning
Progremme
(ii) CWE’s contract DIT DRT
(iii) GE’s contract DIT DRT
DIT DRT
168
APPENDIX ‘E’
(Refer para 1(c) E-in-C’s Br letter No A/00032/E2 Army/Tech Coord dt 30 Mar 88)
STATISTICAL REPORT ON ARMY WORKS COSTING Rs. 2 LAKHS TO 2 CRORES FOR THE QUARTER
ENDING………….
Ser Command No of works Value of Total expdr Total Total %age Expder %age expdr
No works in upto end of allotment of expdr up expdr during during……of the
lakhs financial current year to in lakhs over current allotment for the
year in lakhs value of year in current year) Col
works lakhs Col 9 x 100
Col 7 – Col 5 Col 6
7 x 100
Col 4
1 2 3 4 5 6 7 8 9 10
Married……………………….
OTM…………………………
APPENDIX ‘F’
(Refer para 1(c) E-in-C’s Br letter No A/00032/E2 Army/Tech Coord dt 30 Mar 88)
STATISTICAL REPORT ON ARMY WORKS COSTING Rs 2 CRORES TO Rs 5 CRORES FOR THE QUARTER
ENDING…………..
FORMAT AS PER APPENDIX ‘E’
169
APPENDIX ‘G’
(Refer para 1(c) E-in-C’s Br letter No A/00032/E2 Army/Tech Coord dt 30 Mar 88)
STATISTICAL REPORT ON ARMY WORKS COSTING Rs ABOVE 5 CRORES FOR THE QUARTER ENDING……………
FORMAT AS PER APPENDIX ‘E’
170
APPENDIX ‘H’
(Refer Para 4 E-in-C’s Br letter No A/00032/E2 Army/Tech Coord dt 30 Mar 88)
BRIEF HISTORY OF THE PROJECT
(a) Name of work.
(b) A/A letter No and amendments, if any.
(c) List of salient items of works with amount.
(d) Release of funds with dates.
(e) A small layout plan for the project showing details of works.
(f) Brief history of the project highlighting bottlenecks, if any.
(g) Financial position of the complete project.
(h) Slippages in PDC be justified giving reasons in the following order, where applicable:-
(i) Delay in acquisition of land.
(ii) Changes in scope of works by users.
(iii) Changes in site layout by users.
(iv) FC cases.
(v) Shortages of cement and steel.
(vi) Risk and cost contracts.
(vii) Any other reasons.
171
Appendix ‘B’
Precis No 1594
(Refer para 12)
DUTIES OF ENGINEER-IN-CHARGE
1. The Engineer-in-Charge shall be responsible for overall supervision and execution of all works
entrusted to him. He will be responsible to distribute the work to various Junior Engineers his
control in the best interest of the State and to ensure that they carry out the duties entrusted to them
efficiently. As regards the administration of contracts, his responsibilities shall be as laid down in
Regulations, Standing Orders, other orders/instructions TI’s General Conditions of Contract IAFW-
2249 and specific provisions made in the respective contracts. His duties on major works are
outlined as under:-
(a) It is the responsibility of the Engineer-in-Charge to furnish complete ground data through
his GE and take actions to remove any impediments in the form of sewers, water supply
lines, cables including underground and overhead lines and any other obstructions which
exist at site. Before a work order is placed, the Engineer-in-Charge will report to GE
whether there are any obstructions remaining at the site of work other then mentioned in the
contract, the clearance of which is the contractor’s responsibility. Prompt action will be
taken to remove the remaining obstructions.
(b) Soon after the work order is placed on the contractor and before work is begun, a CPM chart
and a time and progress chart based thereon shall be prepared to conform to the time stated
in the contract documents. These charts shall be got approved by GE and signed by the
contractor. The charts shall be kept upto date.
(c) Demand Schedule ‘B’ stores forthwith and arrange for timely procurement. He should have
effective control over issue of stores under Schedule ‘B’ with reference to progress of work
at the time of each RAR. Issue of cement against a contract must be completed before
preparation of final RAR.
(d) If T and P like Road Roller, Concrete Mixers etc., are to be issued by the department, these
should be arranged before hand and should be in running condition.
(e) In case the water is to be supplied by the department, arrangement should be made before
hand to supply the water from water points marked on site plan. Similarly for electric
power.
(f) Ensure that the contractor employs an Engineer possessing the requisite qualifications as his
agent to supervise the work and to receive instructions from the Engineer-in-Charge. In case
the contractor does not do so, he should report the matter to the GE.
(g) Check samples of various materials required for the work and approve or get approval of GE
as provided in the contract. Ensure that materials incorporated in the work are according to
samples approved.
(h) Ensure proper maintenance of site documents as laid down in E-in-C’s T.I. No. 23 of 1968.
Contract documents, complete set of drawings and any other documents required are to be
maintained.
(j) Thoroughly understand the contract specifications, various drawings and schedule of
finishes and see that the subordinates under him are also thoroughly conversant with them.
He should promptly bring to the notice of the GE any discrepancy in the contract documents
for clarification/decision by the accepting officer.
(k) Ensure that the contractor brings materials only from the specified sources.
172
(l) Determine, in consultation with GE, the various stages of work that are to be passed by
GE/Engineer-in-Charge and see that works passing register is accordingly maintained. He
should also ensure that adequate safety precautions are taken as applicable.
(m) Keep a close watch on the progress of work, availability of sufficient quantity of
contractor’s/Government stores, skilled/unskilled labour, T and P and equipment at site and
initiate timely notices to the contractor for speeding up the work/supply of materials as the
situation warrants.
(n) Bring to the notice of GE any hold ups in respect of Government stores and persistent slow
progress by the contractor.
(o) Put up proposals for deviations if any, with all relevant information and financial effect to
GE. Normally no D.O. will be placed on the contractor till the approval in principle is
accorded by the competent authority.
(p) Put up and recommend extension of time, if required.
(q) Obtain vouchers for proprietary articles and other materials procured by the contractor and
after due verification for correctness of source and samples approved by GE, deface them
suitably after recording in the MB the quantity received with their respective voucher
particulars etc.
(r) Bring to the notice of the contractor defective materials used or bad workmanship carried
out through suitable site orders specifying time for rectification and ensure implementation.
(s) Ensure that all defects pointed out by him and higher authorities are rectified satisfactorily
and make necessary re-endorsement on the work site order book.
(t) Check the work constantly, particularly on completion of various stages of work at which
they are to be passed and make entry in works passing register without delay. Similarly he
should also arrange to get such stages passed by GE if applicable.
(u) Ensure measurements of works are entered as the work proceeds, particularly for hidden
work and carry out requisite checks where Junior Engineers are authorised to record
measurements.
(v) Promptly forward to the contractor/AAO, USRs for store issued, statements of T and P
issued and other debits so that contractor’s account is maintained up to date in the
construction account and contractor can prepare RAR/final bill in time.
(w) Assist/prepare RAR/DO’s/Final bill, when the contractor is not in a position to do so.
(x) Before making out an RAR, make out a detailed priced estimate and a ‘yardstick’ based
there on laying down percentage assessment of various stages of work and get it approved
by GE. Check RAR/final bill and ensure that there is no over assessment of work done or
stores collected at site and no unintended benefit is given to the contractor. Payment for
contractor’s material at site should be controlled to ensure that the entire quantum of stores
(other than wastage) will ultimately be incorporated in the work.
(y) Ensure that site clearance is done properly before reporting completion to the GE.
(z) Promptly render completion certificate to the work/phase of work, as catered for in the
contract to GE.
(aa) Ensure that no contract conditions is violated in respect of labour code/safety
regulation/minimum wages act, rules for health and sanitary arrangements.
(ab) Correctly maintain the construction accounts not only in respect of expenditure incurred but
also with regard to liabilities incurred and contractors debits.
(ac) Ensure that the work is executed to a good standard of workmanship and finish compatible
with the specifications laid down in the contract. He may suggest deviations, if the
specifications are in serious disagreement with T.I’s of E-in-
C/CE and E-in-C’s Works Pamphlets.
173
(ad) Coordinate with users and GE promptly regarding alterations/additional requirements given
by users to avoid delay in execution/completion of job.
(ae) To enable GE and CWE to carry out periodical review to ensure proper administration of
contracts, periodical review reports as laid down will be submitted.
(af) Ensure that completion report ‘A’ is submitted within two weeks of the physical completion
of the work and Part ‘B’ as soon as the accounts are finalised within six months of Part ‘A’
unless there are inter dependent complicated cases.
(ag) Devise ways and means to utilise all unused Government stores or declare them surplus to
close the financial account of the project/work as early as possible.
(ah) Inspect the work just before the maintenance period is over and inform the GE all the
defects for issuing notice to contractor to rectify the defects.
2. During actual execution of work, the Engineer-in-Charge should pay personal attention to the
important stages of work and it will be his responsibility to satisfy himself that they are in order
before passing for commencement of the next stage of work. These are given below:
(a) Building and Road. Please refer to E-in-C’s Works Pamphlet Nos 1 and 12.
(b) External Services and E/M Work. As given in Works Pamphlets Nos 2,3, 4 and 6 and T.Is
as applicable.
(c) Furniture. As given in Works Pamphlet No 10.
(d) Government Stores in the Store Yard
(i) See that stores received are all stored in a orderly manner and protected from
deterioration.
(ii) Check at frequent intervals that receipts/issues are promptly accounted for.
(iii) Ensure that the stores yard meets the requirements as laid down in various standing
orders, and fire orders for security and safe custody of all Government stores and
contractor’s stores paid for in RAR’s.
(e) General
(i) The Engineer-in-Charge should keep a record of the problems encountered and how
these were solved, for compiling the project report.
(ii) He should acquaint himself with the publication by various National Engineering
Bodies like National Building Organisation, Central Building Research Institute, Central
Road Research Institute, Indian Road Congress and Indian Standards Codes of Practices on
the subject.
(iii) He should study the E-in-C’s Technical Instructions issued from time to time. Study
drawings, specifications, contract conditions and prepare a check list to subordinate staff.
Preparation of job oriented detailed check list of inspection of work is very important.
Study the tender documents forwarded for comments; study the site conditions and
feasibility of contract.
(iv) Engineer-in-Charge should acquaint himself with the local bye laws of the
Municipality or Electricity Board and Cantonment Board, if applicable.
(iv) CPM and/or T and P chart should be reviewed and up dated as and when required.
He will ensure that there is a coordination between execution of building
work/electric work to avoid hold ups or breaking of walls at a later stage. He should
set out the centre lines on the ground after having verified that the site and
orientation are correct and that there are no water or other mains or underground
cables on the site existing or proposed in future.
174
Appendix ‘C’
Precis No 1594
(Refer para 12)
DUTIES OF SUPDT B/R, E/M GDE I
Note: The duties of Supdt B/R, E/M Gde I as given in para 54 & 56(a) of MES Regulations have been
amended vide Govt of India letter No 97508/POL/E2 (WPC) dated 29 Sept 93.
1. The duties of Supdt B/R, E/M Gde I are primarily to assist the Engineer-in-Charge in all his duties
for execution of the works efficiently and in the best interest of the State. He will however, be
responsible for the performance of following duties in particular:-
(a) Prepare a CPM Net Work for the contract in consultation with the contractor and put up to
Engineer-in-Charge.
(b) Work out the requirement of Schedule ‘B’ stores and place demand for the same well in
time.
(c) Scrutinise contractor’s demands and issue stores as required for the work.
(d) Prepare USR account for the same.
(e) Have check on use of Govt stores like cement, steel and other proprietary articles etc. and
have proper record to reconcile stores used in relation to the work done.
(f) Assist Engineer-in-Charge in testing and approving samples of various materials to be
procured by contractor and ensure that all materials collected/incorporated in the works are
according to the samples approved by Engineer-in-Charge/GE. Maintain necessary records
for sampling, testing and approval of materials.
(g) Assist Engineer-in-Charge by having regular supervision with regard to quality of work and
ensure that the work is carried out properly as per contract.
(h) Maintain site documents as laid down in E-in-C’s Technical Instruction No 23 of 1968.
Measurement Book, Contract Agreement, Drawing properly and be responsible for their safe
custody. In case of leave/posting these will be properly handed/taken over.
(j) Be thorough with the contract specifications, drawings and schedule of finishes, promptly
bring to the notice of Engineer-in-Charge any discrepancy in specification, details etc, of
any items in various parts of the contract agreement for clarification/decision of Engineer-
in-Charge/higher authorities.
(k) Prepare works passing register as per instruction of Engineer-in-Charge and assist him in
and passing various stages of work. When each stage is ready to be passed, with his initials
to Engineer-in-Charge, for his final passing, except where he been made responsible for
doing so by the Engineer-in-Charge/GE.
(l) Scrutinise vouchers for various proprietary articles and other materials mentioned in the
contract and record the same in the Measurement Book. Put up to Engineer-in-Charge for
his check as defacing the vouchers.
(m) Inform the contractor promptly regarding defective materials collected or used/bad
workmanship carried out for immediate rectification and keep Engineer-in-Charge in
picture for issuing site order, if necessary. Watch completion of the rectification.
(n) Ensure proper use of Govt T and P and maintenance of Log Book.
(o) Inform Engineer-in-Charge about the completion of rectification/compliance of orders
issued in Works Site Order Book on due dates for endorsing suitably on the Work Site
Order Book.
175
(p) The measurement of all work as they proceed, particularly for hidden work and record them
in Measurement a Book. Get them checked by Engineer-in-Charge/GE early before they
are covered.
(q) Send to the contractor USR, statement of T and P issued and other details promptly.
(r) Assist/prepare RAR/final bill whenever due, taking care to assess the correct
quantity/quality of materials collected at site and work executed without giving any
unintended benefit to the contractor and put up to Engineer-in-Charge for his check.
Quantity for all stores paid for in RAR (less normal wastage) should be as required
ultimately for incorporation in the work.
(s) Inform the Engineer-in-Charge promptly regarding completion of the work of each phase as
already laid down in contract for rendering completion certificate.
(t) Assist the Engineer-in-Charge to exercise check in respect of labour code/safety
regulations/minimum wages act being adhered to by the contractor and ensure that they are
fully complied with.
(u) Assist Engineer-in-Charge to maintain the construction account properly not only in respect
of expenditure incurred but also be booking liabilities promptly in contractor’s account.
Keep all date required for present position/cash assignment etc.
(v) If T and P like Road Rollers, concrete mixers etc. are to be issued by the department the
same should be arranged earlier and should be in running condition. Break downs if any
should be attended to with least possible delay.
(w) In short do everything possible to assist the Engineer-in-Charge to execute the work with
good materials, workmanlike manner and good standard of finish compatible with the
specifications laid down in the contract. He will also be responsible for safety measures
required during the incomplete stages of work.
(x) Watch site clearance before initiating completion certificate.
2. In addition to the above duties he should pay particular attention to the following, during execution
the work and will be responsible to achieve the desired quality of work.
(a) Building works
(i) Ensure that layout of each building is done to correct dimensions and to square . See
that trenches in foundations are excavated to proper dimensions and the excavated soil
is dumped clear of the trenches. Check that anti-termite treatment is carried out
properly as specified.
(ii) Concreting in foundation should be done to proper width, depth and with proper mix.
It should be compacted well and be in level. Ensure that proper and sufficient curing
is done.
(iii) Marking for brickwork or masonry in foundations and plinth should be checked
before commencing brick/stone work.
(iv) Ensure that the return and refill at the sides of brick/stone work in foundation is done
properly with approved soil.
(v) See that the brick/stone work in foundation is executed with materials as per approved
samples and with proper mix and good standard of workmanship. The top of the
plinth should be in level.
(vi) See that DPC is laid to correct specification.
(vii) The work in superstructure should be carried out in a workmanlike manner. He
should ensure that line, level and plumb are maintained and curing is properly done.
Openings for positioning of doors, windows, ventilators, cupboards, shelves and other
fixtures are correctly provided.
176
(viii) Check joinery, trusses and various items of roof, timber for their correct dimensions,
quality of materials used and workmanship adopted and pass as instructed by
Engineer-in-Charge provided they are as per samples approved by him.
(ix) Before passing the brick work in superstructure check the height.
(x) See that the workmanship of the brick work/stone masonry is upto the standard with
particular attention to line, level and plumb.
(xi) Similarly check steel items like trusses, gates, holdfast etc. and approve if these are
according to the samples passed by Engineer-in-Charge as instructed by him.
(xii) Check and ensure that all reinforcement work is done as per contract specifications
and as shown on drawing.
(xiii) Check form work for all small works and articles like lintel etc. are positioned
correctly and see they are according to requirement etc.
(xiv) Ensure that the concreting is done with proper mix, water cement ratio, compaction
and in a workmanlike manner particularly to see that they are no line, level, plumb
and slope required. Ensure protection of concrete against and extremes of
temperature.
(xv) Check slopes of roofs and flooring, waterproofing of flat of and joining etc in pitched
roofs and gutters.
(xvi) Similarly concreting of all small works and articles should be properly checked with
regard to the mix, size, shape, laving, compaction and curing.
(xvii) Plastering should be done as laid down in specifications and as per sample approved
by Engineer-in-Charge. Before getting a sample of plastering approved see that the
sub surface is hacked out properly and plaster has the desired finish.
(xviii) Similarly ensure that work on flooring and various items of schedule of finishes are
executed as approved by Engineer-in-Charge both for quality and finish. Check
filling under the flooring with approved material and compacted as specified before
allowing sub base to be laid.
(xix) He should check frequently that his Assistant/Gde II whenever working under him
supervises properly while preparing concrete, mortar etc. particularly with regard to
their proportion and mixing.
(xx) Ensure that various schedule of finishes are done in the entire building, all as per
sample approved by Engineer-in-Charge.
(xxi) Ensure that roofing work is done to proper slopes and in a workmanship like manner
as per sample of roof approved by Engineer-in-Charge.
(xxii) Sanitary fitting should be checked with approved samples and purchase vouchers for
quality/finishes etc. Iron mongery, aluminium fittings, jointing to pipes should be
checked frequently for quality and workmanship.
(b) Road Work
(i) Keep correct data regarding ground levels, formations levels and other site
information required to assist Engineer-in-Charge.
(ii) Similarly see that the quality of workmanship followed for various items of work is
similar to the one followed in the samples of works approved by Engineer-in-Charge.
(iii) Measurement of materials including quality of boulders, stone metal, chips, sand
brought to the site should be got checked by Engineer-in-Charge.
(iv) Ensure that rolling/consolidation is properly done to the required levels of formation,
soling, water bound macadam, and premix carpeting as specified in the contract.
(v) Binding material like bitumen etc, should be applied/used as laid down in
specification with regard to the quantity, heating and application.
177
(vi) Ensure that the work is properly done to required, width, camber, gradient, super
elevation etc., and the surface is finished even and without waviness, depressions etc.
(vii) Inspect and pass foundation work for bridges /culverts.
(viii) Check RCC work in piers, beams and slabs including the points given under building
work as applicable.
(c) Sewage Works
(i) Ensure that ground levels and other particulars required are correctly taken and
furnished to Engineer-in-Charge.
(ii) See that the alignment, width and depth of excavations for pipes and manholes are as
per approved plans/directions of Engineer-in-Charge.
(iii) See pipes and other materials used are as per samples approved and are free from
cracks, breakage etc. before laying.
(iv) See that the pipes are jointed properly in workmanlike manner.
(v) See that the work is carried out properly as per drawings and specifications in respect
of concrete bedding, haunching, jointing of pipes, construction of man holes and
gullies.
(vi) See that every line and man hole is tested as specified before covering with earth.
(vii) Ensure that the refilling over the pipe is done only after sufficient curing and testing
are completed and with soft soil to prevent breakage of pipes.
Internal Electrification/Water Supply Works
3. (a) Prepare layout diagram for internal wiring/pipe line showing the location of all fittings and
fixtures and the same approved by Engineer-in-Charge, if such layout diagrams are not in the
contract.
(b) Check sample of each material whether it is according to the specifications in the contract and
put up to Engineer-in-Charge for approval.
(c) Ensure that all materials incorporated are as per samples approved by Engineer-in-Charge.
(d) Ensure that the work is executed according to layout diagrams and in a workmanlike manner
as laid down in contract.
(e) See that holes, recesses etc. made are filled properly and made good to match with the
surrounding.
(f) Properly carry out tests and ensure that the work executed is upto the required standard before
taking over.
External Electrification/Water Supply Services
4. (a) Ensure that the alignment of the services i.e. lines/mains etc. and location of each equipment
like transformers, valves, poles etc are fixed as per drawing.
(b) Ensure that sample of each material to be incorporated in the work is as per contract
specifications and put up to Engineer-in-Charge for approval.
(c) Ensure that the work is executed as per approved alignment and all materials incorporated in
the work are as per samples.
(d) See that the work is executed according to the contract specifications and drawings and in a
workmanlike manner.
(e) Check poles/towers for dimensions, quality in fabrication, methods of erection particularly for
depth underground and quality of concrete in foundation.
(f) Similarly test check pipes for dimensions and quality. Ensure that they are free from cracks
and laid and jointed properly with sufficient jointing materials and laid down in contract.
178
(g) Ensure that the work is properly tested as provided in the contract and meets all requirements
mentioned therein.
(i) Ensure that the work is carried out with required skilled labour and all safety precautions are
compiled with a provided in the contract, Indian Electricity Rules and Safety Codes.
Furniture Supervisor B/S Gde I will be responsible to-
(a) Check samples of each type of furniture for quality for timber, dimensions of various
materials used, workmanship adopted in jointing and finish. Put up to Engineer-in-Charge for
approval by the GE.
(b) Ensure that each article is made of proper seasoned timber and the finished dimensions are
according to contract/drawing.
(c) Similarly see that items of furniture requiring GI/MS sheet or iron articles etc. are made with
proper size/gauge of materials as provided in the contract.
(d) Check and pass at least 50% of each article as directed by Engineer-in-Charge if they are
according to contract and samples approved by Engineer-in-Charge. It should be ensured that
100% check of each item is carried out between Engineer-in-Charge and Supervisor B/S.
(e) Ensure that each member of the articles is free from serious defects like bad knots, cracks etc
which will result in early breakage of the articles.
179
Appendix ‘D
Management Department
DUTIES OF SUPDT B/R, E/M GDE II
Note: Supdt Gde I and II now merged as JE.
1. The duties of Supdt B/R, E/M Gde II are primarily to assist the Gde I carrying out his duties
efficiently and in the best interest of the State. In case, he is working directly under Engineer-in-
Charge his duties shall be as specified for Supdt B/R, E/M Gde I. The important duties of Supdt
Gde II when he is assisting Gde I are listed hereunder:-
(a) To ensure that the Govt Stores collected from the stores are brought to site, stacked and
stored properly by the contractor.
(b) To see that the Govt stores are incorporated in the work properly.
(c) To ensure that contractor’s materials collected at site are as per samples approved by
GE/Engineer-in-Charge.
(d) Should collect daily all information required for maintenance of site documents like works
diary, materials testing register etc.
(e) Should keep proper record showing Government materials and proprietary articles collected
and incorporated in work.
(f) To see that the joinery/fittings and fixtures are fixed properly and with required number and
type of screws, nails etc.
(g) Ensure that bricks are well soaked and laid with mortar when they are wet.
(h) Ensure that the thickness of joints in masonry is not exceeded.
(i) To see that the requisite bond stones are provided in the masonry and joints are properly
filled up without leaving any voids and proper bonds are adopted as specified in the
contract.
(j) To see that raking out of joints is done to proper depth and width.
He should maintain close supervision on the work at every stage and ensure that the work is carried out
according to approved samples/conditions of contract. He should immediately bring to the notice of his
next superior authority about any willful negligence on the contractor to carry out the work as specified.
180
Annexure I to Appx ‘C’
Precis No 1594
(Refer para 12)
Tele: 3019646 Dy Dte Gen of Works (PPC)
Engineer-in-Chief’s Branch
Army Headquarters,
Kashmir House,
DHQ PO New Delhi – 11
41917/Pol/E2W (PPC) 02 Aug 99
E-in-C’s List ‘A’ & ‘B’
DUTIES OF JUNIOR ENGINEERS
1. Reference Govt of India, MOD letter No PC 90237/4603/EIC (Legal)/1993/D (Works) dated 25
Apr 1996 and Govt of India, MOD Letter No PC 85605/RR/.B&R I & II/CSCC/2742/D (Works)
dated 09 July 1999 circulated vide E-in-C’s Br letter No 85605/RR/B&R I&II CSCC dt 27 July
1999.
2. Under MOD letter dated 09 Jul 99, the Supdts B&R Gde I/II and Supdts E&M Gde I/II and
Surveyor Assistants Gde I/II have been redesignated as Junior Engineer (Civil), Junior Engineer
(Electrical and Mechanical) and Junior Engineer (Quantity Surveying and Contracts) respectively in
the following three grades:-
(a) Entry Grade - Rs 5000-8000
(b) After 5 Years - Rs 5500-9000
(c) After 15 Years - Rs 6500-10500
3. As per MOD letter dated 25 Apr 96 the duties of Supdts/Surveyor Assistants in three grades are
same in their respective categories.
4. Consequent to redesignation mentioned above, duties of Junior Engineers in MES are fixed as
under:-
(a) Junior Engineer (Civil)
Same as those of Supdt B&R Gde I as laid down in para 53 and Table ‘M’ of RMES.
(b) Junior Engineer (Electrical & Mechanical)
Same as those of Supdt E&M Gde I as laid down in para 54 and Table ‘M’ of RMES.
(c) Junior Engineer (Quantity Surveying and Contracts)
(i) General: To take off quantities, prepare estimates, squaring and abstracting
dimensions, and pricing and moneying out of bills of quantities. He may also be required to
take measurements of small services and to carry out such other technical duties relating to
contracts and bills as he may be directed to perform.
(ii) JE (Q&C) Posted in GE’s Office:
(a) Prepare tender documents (except specifications and drawings) for works
services within GE’s powers for entering into contract.
(b) Technically check all deviation orders, rates and contractors bills before
payment and muster rolls after payment.
(c) Carry out such other technical duties relating to contracts and bills as he may
be directed to perform.
(iii) JE (Q&C) Posted in CWE/CE’s Offices: Duties as laid down in
table ‘N’ of RMES.
181
Note 1: Where a JSW/ASW has been posted in a GE’s office a JE (Q&C) shall assist him in
carrying out the tasks given above.
Note 2: If no JSW/ASW is posted in GE’s office the Senior most JE (Q&C) in the GE’s
office will be in charge of Contract Section (E8) and other JEs (Q&C) will assist him in carrying
out the tasks given above.
5. A Junior Engineer appointed in the entry grade may not be given independent duty during his
probationary period and may be asked to assist other Junior Engineers in performance of their
duties at the discretion of his Controlling officer.
6. Action to amend MES Regulations is being taken separately.
Sd/-x-x-x
(SN Gupta)
Addl CE
Offg DDGW (PPC)
Internal:-
TS to DGW E2 (S&C) E2 (Air)
E-Coord E2(Navy & DP) E4 (U)
E1C E2 (Design) E6
E1D E2 (Army) E8
182
Appendix ‘E’
Precis No 1594
(Refer para 13)
QUESTIONNAIRE FOR GE
1. Stores
(a) Has the basic list of stores been prepared both by the department and the contractor?
(b) Has provisioning action been taken with regard to stores and plant to be issued to the
contractor under Schedule ‘B’ and ‘C’?
(c) Are the actual lists of stores issued to contractors being correctly maintained?
(d) How do you deal with any discrepancies between the theoretical list of stores required for a
work and the actual stores issued to the contractor?
(e) What percentage of stores do you and contractor have on site before work starts?
(f) Are you receiving from SDOs all information necessary for the linking and auditing of
vouchers and ledgers?
(g) Do you visit your SDOs stores frequently?
(h) Do you periodically check stores accounting register and documents?
2. Inspection of Works
(a) Do you have copies of the following E-in-C publications and instructions:-
(i) Hints for offices and others engaged in supervision of works.
(ii) Hints for overseers employed on Concrete Works.
(iii) Hints for overseers employed on Road Work.
(iv) Hints for overseers engaged on Supervision of Work.
(b) Have they been circulated to all concerned?
(c) Are these always on site of work:-
(i) Copy of specifications.
(ii) Copies of drawings.
(iii) Works site order book
(iv) Works diary.
(d) Do all officers and subordinates carry note books?
(e) Do subordinates carry the necessary tool bag to check work?
(f) Do craftsmen have the necessary tools to carry out work and check workmanship?
(g) Do contractors sign all entries in the work order book?
(h) Are works not upto specification invariably rectified?
(j) Are measurement taken as works proceeds?
(k) Are Time and Progress Charts CPM net works prepared, agreed to and signed by the
contractor before work starts?.
(k) Do you maintain photographs of important phases of construction?
(l) With regard to maintenance works:-
(i) Are quarterly inspections carried out in accordance with RAI?
(ii) Are your repair programmes based on these?
(iii) Do all units QMs keep a Repair Book?
(iv) Are repairs requisitioned on IAFW-1817 really urgent?
(v) Are repairs mostly ordered on TC or carried out through contract?
(vi) Are you prompt in preparation of barrack damages and their recovery?
183
General Advice
(a) Keep to regulations in all matters. In this way your difficulties will decrease and your work
potential will increase.
(b) Continually try to cut down paper work and correspondence to the minimum.
(c) Run your office efficiently. Duties and responsibilities of your officers and subordinates should be
clearly and definitely laid down. This will increases your work capacity.
(d) Ensure that all documents and records are maintained correctly and up-to-date and are periodically
checked.
184
Appendix ‘F’
Precis No 1594
(Refer para 13)
AIDE MEMOIRE FOR TECHNICAL ADMINISTRATION OF CONTRACTS
First review after expiry of one month after the contract was concluded. (A)
Date of Review……………………………….
(a) CA No and Year
(b) Name of Work
(c) Name of Contractor.
(d) Name of GE.
(e) Name of Engineer-in-Charge.
(f) Date of Contract concluded.
(g) Date of Commencement.
(h) Due date of Completion.
1. Stores
(a) Has the stores list issued by the Accepting Officer been checked by the GE?
(b) Has any discrepancy in the quantity shown in the stores list been detected? If so, has the GE
intimated the discrepancy to the Accepting Officer?
(c) With reference to the stores list issued by the Accepting Officer give a statement under a
separate Appendix showing position of stores in the following form:-
(i) Serial No.
(ii) Description of Item.
(iii) Quantity required.
(iv) Date demand placed and quantity.
(v) Date store released and quantity released.
(vi) Quantity received by the GE till the date of review.
(vii) Quantity still outstanding.
(d) Are there any hold ups in the work due to non issue of any store? If so, give details and
state briefly action taken to resolve the hold up (such as release of alternatives or
suggestions for change in design etc).
2. Handing over Site of Works
(a) Have all sites been handed over on due dates? If not site of which buildings/works are not
yet handed over and reasons for it. Anticipated date by which the sites for balance of items
will be handed over.
(b) Have all buildings been sited in accordance with the layout plan forming part of the contract.
If nay changes were necessary due to site conditions has the accepting officer been kept
informed.
(c) If revised siting involves change in the block arrangement/grouping of buildings, has a
revised site plan been prepared and sent for approval of the accepting officer.
3. Time and Progress Chart /CPM Net work
Has time and Progress chart/CPM net work been drawn up by the GE in agreement with the
contractor and if so, has copy of the same been sent to E8 Section of CE’s Office? (Give Ref to
letter under which sent).
185
4. Samples
Confirm that contractor was ordered in writing to produce samples in respect of important materials
and iron mongery fittings etc., and that these have been approved.
5. Order against Provisional Items
(a) Have orders for provisional items like roads, fencing etc., been placed on the contractor?
(Give Work Order No and date) if not, why not?
(b) Anticipated date when these work orders will be placed?
(c) Have order for items including PC Sumps been placed? (Give Work Order No and date)
6. Issue of Tools and Plant
(a) Confirm that all issues of Govt tools and plant are covered by proper USRs.
(b) Are there any items of Govt Tools and Plant not covered by Schedule ‘C’ of contract issued
to contractor and if so, why?
(i) Has approval of the accepting officer been obtained and rate of issue fixed?
(ii) Has necessary amendment to contract been initiated? (Give ref)
(iii) Has there been any hold ups in the work due to non issue of Govt T & P or break
down of T & P and if so give details and state briefly action taken to resolve the hold ups.
7. Layout of Wiring, Pipe and Sanitary Fittings Etc.
Have the layout of wiring and internal water supply piping been prepared and given to contractor so
that he can carry out the necessary preliminary work as the masonry work progresses.
8. Designs
Confirm that the design in respect of buildings has been scrutinised (including items not yet started
by the contractor) and that there are no hold ups likely to occur/no changes likely to be necessary
from users point of view.
9. Special items (applicable to contractors for Road Work/Runways/Taxi Tracks).
Confirm that at the beginning of the job experiment was made to ascertain the quantity of
cement/bitumen required for the work in accordance with the contract specifications and that the
results have been recorded and materials are being issued to contractor on that basis.
……………………………………. ………………………………………….
Signature of Engineer-in-Charge Signature of Garrison Engineer
Date…………………. Date……………………..
Points for Completion by SW in CE’s Office
Have special points noted while drafting the contract been brought to the notice of GE/CWE?
186
Appendix ‘F’ (Contd)
Precis No 1594
TECHNICAL ADMINISTRATION OF CONTRACTS
Second review after expiry of 50% contract period. (B)
Date of Review………………..
(a) CA No and Year.
(b) Name of Work.
(c) Name of Contractor.
(d) Name of GE.
(e) Name of Engineer-in-Charge.
(f) Date of Contract concluded.
(g) Date of Commencement.
(h) Due date for Completion.
1. Deviation Orders
(a) State number of deviation orders approved in principle by the:-
(i) Accepting Officer.
(ii) CWE.
(iii) GE.
(b) State number of DOs initiated and ordered on the contractor in respect of (a) (I), (ii) and (iii)
above.
(c) State number of deviation orders issued in the proper form in respect of (a) (I), (ii) and (iii)
above.
(d) Number of deviation orders yet to be issued in the proper form in respect of (a) (I), (ii) and
(iii) above.
(e) Anticipated date by which deviation orders on proper form expected to be issued in respect
of (d) above separately for (a) (I), (ii) and (iii).
(f) State number of deviation orders (out of (c) which have been received by AAO after audit
by CDA.
(g) Does additional work ordered as deviation require increase in completion period and if so
how much?
2. Special Rates
(a) Number of DOs involving preparation of special rates and number of special rates involved.
(b) Number of special rates framed and accepted by contractor.
(c) Number of special rates yet to be prepared.
(d) Anticipated date by which special rates will be framed and settled with contractor, in respect
of (c).
(e) Confirm that vouchers produced by contractors in support of special rates, PC Sums etc.,
have been verified by GE/SW/ASW and certified copies of it kept on record for reference at
a later date.
3. Issue of Stores
(a) With reference to the stores list issued by the Accepting Officer, give a Statement showing
position of stores for each item of store under a separate Appendix on the following form:-
(i) Serial No
(ii) Description of items.
187
(iii) Quantity required.
(iv) Date Demand placed.
(v) Date store released.
(vi) Quantity received by the GE.
(vii) Quantity still outstanding.
(viii) Remarks, if any.
(b) Confirm that all issues of Govt stores have been covered by proper USRs and that they have
been accepted by the contractor.
(c) Are there any items of Govt stores not mentioned in Schedule ‘B’ of contract issued to
contractor during the currency of contract and if so:-
(i) Has approval of the accepting Officer been obtained and rate of issue fixed?
(ii) Has necessary amendment to contract been initiated ? (Give ref).
(d) Have there been any hold ups in the work due to non issue of any store? If so, give details
and state briefly action to resolve the hold ups.
4. Issue of Tools and Plant
(a) Confirm that all issues of Govt tools and plants are covered by proper USRs.
(b) Are there any items of Govt T & P not covered by Schedule ‘C’ of contract issued to
contractor and if so:-
(i) has approval of accepting officer been obtained, and rate of issue fixed.
(ii) has necessary amendment to contract been initiated? (Give ref).
(iii) have there been any hold ups in the work due to non issue of Govt T & P or break
down of T & P and if so give details and state briefly action taken to resolve the hold ups.
5. Issue of Electric Power Connection
(a) Confirm that if such an issue is covered by conditions of contract, proper record has been
maintained of the current consumed and recoveries effected from contractor.
(b) If such an issue is not legislated for in the contract, has any action been taken to give
connection to the contractor and if so:-
(i) what is the rate charged?
(ii) Is the transaction regularised?
6. Progress of Work
(a) Is the contract running according to the time Schedule?
(b) If not, state the approximate period of delay that has occurred. What are the causes of delay?
(c) What action has been taken to eliminate delays?
7. Measurement of Work
(a) What is the percentage of work against provisional items completed by contractor?
(b) What percentage of (a) has been recorded in M.B.?
(c) If all provisional work already completed has not been measured and recorded state reasons
for delay.
(d) State anticipated date by which measurements will be completed.
(e) Has contractor accepted all the measurements or have any disputes arisen and if so how it is
proposed to resolve them?
(f) Has GE checked 5% measurements?
8. Claims by Contractor/Claims of Govt
(a) Has contractor raised any points which may be in the nature of claims and which have to be
referred to accepting officer?
188
(b) If so has action been initiated to refer these points to accepting officer with your comments?
(Give ref).
(c) Have Govt (including ADGTE’s Dte) raised any claims and if so give brief
particulars/references.
(d) Mention the present position with regard to settlement of claims vide (c) above.
9. Works Site Order Book and Works Diary
(a) Have orders by the Engineer-in-Charge/GE etc, in the works site order book checked to
ensure that they refer merely to day-to-day transactions pertaining to acceptance /rejection
of works and that there are no orders in the nature of a deviation order.
(b) If latter are noted, has action been initiated to obtain sanction of appropriate authority and
issue of proper deviation order on the form prescribed?
(c) Confirm that works diary has been correctly maintained and is up-to-date.
10. Payment of Account
(a) Confirm that monthly statement of account in terms of E-in-C’s letter No 26364/E8 dated 24
Aug 56 has been sent to contractor and acknowledged by him.
(b) Confirm that debit statement with regard to recoveries for T & P have been checked by
AAO weekly with reference to Log Books and if not why not?
(c) Are there any items of debits to which contractor has objected and if so action taken to
resolve the dispute.
(d) Are monthly payments on account (RARs) paid to contractor promptly. State average
number of days taken to pay RAR after its receipt from contractor (including check by JE
(QS&C/SW).
…………………………………… ……………………………………..
Signature of Engineer-in-Charge Signature of Garrison Engineer
Date. ……………….. Date……………….
Additional Items to be Checked in CE’s Office
1. Have important deviation orders which are likely to effect future contracts been entered in register
kept for this purpose?
2. Have progress reports received from E2 section been scrutinised to check with the progress
originally mentioned in T & P Charts?.
189
Appendix ‘F’ (Contd)
Precis No 1594
TECHNICAL ADMINISTRATION OF CONTRACTS
Third review when contract is 90% complete (or about one month before due date of completion . (C).
Date of Review……………………
(a) CA No and Year.
(b) Name of Work.
(c) Nature of Contractor.
(d) Name of GE.
(e) Name of Engineer-in-Charge.
(f) Date of Contract concluded.
(g) Date of Commencement
(h) Due date of completion(including extensions).
NOTE: Sl Nos 1 to 10 under ‘B’ to be repeated and replied again.
11. Additional Questions to be Answered – Amendments to Contract
Have all amendments that may have been necessitated to on account of:-
(a) Changes in siting.
(b) Issue of additional alternative Govt Stores.
(c) Issue of electric power connection.
(d) Issue of additional T & P, been regularised and amendments signed by both parties issued
(give dates).
12. Government Stores
Has a review of issue of Govt store been taken after accounting for works added or omitted through
deviation orders and the list of stores initially sent by accepting officer amended suitably.
13. Claims of Contractor
Confirm that all claims raised by contractor have been sorted out and matters requiring decisions by
accepting officer have been referred to him (give reference).
If not, briefly action taken/being taken to resolve outstanding issues raised by contractor. Indicate
clearly with whom action rests.
…………………………………………………. ………………………………
Signature of Engineer-in-Charge Signature of Garrison Engineer
Date…………………………. Date…………………………
190
Appendix ‘F’ (Contd)
Precis No 1594
TECHNICAL ADMINISTRATION OF CONTRACTS
Fourth review after 2 weeks after completion of contract (D)
Repeat replies to questions vide ‘B’ and ‘C’.
Replies to following additional questions to be also given:-
Date of Review……………………
1. Has proper completion certificate been issued to contractor in writing mentioning the minor defects
to be rectified by him? (Give ref and date).
2. (a) Confirm that measurement in respect of all provisional items have been completed.
(b) If not what is the percentage yet remaining to be measured and state anticipated date by
which they will be completed.
(c) Confirm that GE has completed his percentage check of the measurements if not why not?
(d) State date by which priced abstracts will be completed and sent to contractor to enable him
to submit his final bill.
3. Statement of Accounts
Confirm that statement of accounts has been completed and a copy sent to contractor to enable him
to submit his final bill. If not, probable date by which it will be sent.
4. Special Rates
(a) Confirm that all special rates have since been framed.
(b) If not, state reasons for hold ups and date by which expected to be prepared and accepted by
contractor.
5. Issue of Stores
(a) Have any over issue of stores come to light?.
(b) If so, has contractor been notified in writing about it?
(c) Probable date by which points arising out of over issues/under issues likely to be settled.
6. Claims by Contractor
(a) Confirm that decisions of appropriate authority with regard to contractor’s claims have been
received and conveyed to contractor.
(b) If not have the authorities concerned been reminded (Give ref.)
7. Deviation Orders
Have important deviation orders (mainly pertaining to changes in design) been brought to the notice
of higher authorities so that designs/drawings could be amended for future contracts.
8. Confirm that notices claiming, compensation for delay were served to the contractor immediately
after due date of completion.
9. Statistics/Technical Data
Have statistics which refers to useful technical data been compiled such as, output of road rollers,
output barber green equipment, output of concrete mixers etc.
10. State anticipated planned date with regard to following:-
(a) Receipt of final bill from contractor.
(b) Date final bill expected to be sent by Engineer-in-Charge to JE (QS&C) of GE.
(c) Date GE expected to forward bill to SW for Technical Check.
(d) Date by which bill will be sent by GE to AAO.
………………………………………. ………………………………
Signature of Engineer-in-Charge Signature of Garrison Engineer
Date………………………… Date………………………
191
Precis No 1595
Management Department
DUTIES OF GARRISON ENGINEERS
Introduction
1. Next to the Sub Divisional Officer is the Garrison Engineer (GE) was is equivalent to an Executive
Engineer in PWD and is incharge of a normal works division or a large project.
2. This precis deals with the duties of a Garrison Engineer as applied to works services. Detailed
duties are given in Table F, MES Regs (1968).
Functions
3. A GE has to perform the following functions:-
(a) He is over all incharge of all functions performed by MES within his jurisdiction.
(b) He is technical adviser to the Commander (s) of the defence forces/officers incharge of
allied departments in his area.
(c) He is the local representative of CWE on all matters.
(d) He is an executive engineer of Cantonment and acts as ex-officio members in class I/II
Cantonments (dealt with in subsequent precis).
Duties of GE
4. Responsibilities of engineer executive are laid down in para 30 MES Regs. In carrying out these
duties a GE should have ‘Efficiency’ and ‘Economy’ as his watchwords.
5. As incharge of a division/project, GE is responsible for the following:-
(a) Efficient execution of all original works, maintenance/proper repair of buildings, roads,
airfields, E/M installations including plant, machinery and other structures.
(b) Proper and economic expenditure of funds allotted to him.
(c) Observance of technical procedure in connection with orders placed by him on contractors,
payments of bills arising out of such orders.
(d) Maintenance of construction accounts upon which the system of accounting for engineer
services is based.
(e) Periodical inspection of buildings/installations and action resulting from such inspections.
(f) Assessment of barrack damages and their recovery.
(g) Arrangements for the procurement of stores, plant and equipment in accordance with laid
down procedure.
(h) A rate preparation of drawings and estimates.
(j) Execution of works in accordance with specifications and obtaining high standard of work
acceptable to modern engineering practice.
6. He is assisted in his duties by Assistant Garrison Engineers, Sub Divisional Officers (AEs and JEs)
and Barrack Stores Officer (BSO), besides other subordinate establishment. He allocates definite
duties, powers and responsibilities to these officers so that they may acquire the knowledge of
experience necessary for charge of a Division and to avoid multitiered work.
7. Points to be ensured in carrying out these duties have been dealt with in Precis pertaining to the
relevant subject matter. A Garrison Engineer’s performance is judged by his grasp of all matters
affecting MES functioning, efficient administration and control over personnel, capacity of
foreseeing/sorting out snags and rendering effective and efficient service to the defence forces and
allied departments.
192
Precis No 1596
Management Department
RESPONSIBILITIES OF SUB DIVISIONAL OFFICER
Introduction
1. Sub division constitutes the lowest organisational unit in MES and the Sub Divisional Officer
(SDO), charged with MES functions in a sub division, is a vital link in the chain of control.
2. This precis summarises the functions and responsibilities of a SDO i/c a sub division.
Functions
3. SDO of an area is charged with the following functions pertaining to this jurisdiction:-
(a) He is the custodian of all defence property in the area. He is responsible for maintaining up-
to-date records of all assets.
NOTES: (1) Certain lands belonging to Ministry of Defence are vested in Defence Estate
Officers.
(2) Responsibility for custody of factory buildings lies with Factory authorities.
(b) He is responsible for operating/maintaining essential supply services e.g. water supply and
electricity.
(c) He is responsible for carrying out repairs and keeping defence structures/assets in a sound
and habitable state.
(d) He is responsible for executing work services for the three arms of service and allied
departments located in his area.
NOTES: He may be called upon to execute deposit works/agency services on behalf of private
parties/other departments.
(e) He is responsible for keeping accounts of works expenditure.
(f) He acts as engineer adviser to Commander of the defence forces in his area within
limitations laid down by the GE/CWE/CE.
4. In carrying out these functions, he takes orders from the local commander and superior engineer
authorities as under:-
(a) Local Commander. MES formations come under the general administration of the local
commander and take his orders on all his orders on all station matters e.g. security,
discipline, fire arrangements.
(b) Superior Engineer Authorities. On all matters relating to organisation, utilisation of
resources and provision of services, orders are received through engineer channels). In this
connection relation between the staff/engineers (dealt with in Precis on “Organisation”)
should be clearly understood.
Executive Responsibilities
5. Detailed responsibilities of a SDO (Engineer-in-Charge) are dealt within subsequent paras.
Detailed responsibilities relating to E/M installations, revenue, accounting, cantonment board have
been dealt with in precis on relevant subjects.
6. Responsibilities Towards Execution
(a) General
(i) to prepare estimates and drawings (including revised estimates) of works, when
called upon to do so.
(ii) to indent for stores required for the works.
(iii) to plan and arrange for an efficient site organisation.
(iv) to execute/supervise constructions,
(v) to keep/finalise accounts of expenditure.
193
(vi) to submit repots/returns relating to works services e.g. progress reports, expenditure
returns.
(vii) to submit completion reports.
(viii) To amend records of structures where necessary.
(ix) To prepare completion drawings, PSMBs and other records.
(b) Contract Works (Additional to (a).)
(i) to arrange for contracts within his powers and to supply necessary
information/details to GE for other works.
(ii) to issue stores to contractor on proper receipts.
(iii) To hand over site duly marked, and issue work order.
NOTE: Site of Work, includes land, buildings, services, fittings and fixtures; generally
furniture is not included.
(iv) to finalise Bar Chart/detailed CPM net work.
(v) To issue orders on contractor on all matters within his competence (dealt within
precis on ‘Contract Procedure’) and report other such points to GE for action.
(vi) To issue deviation orders where necessary.
(vii) To arrange for running advance payment.
(viii) To take over the completed structures and hand over to the user.
(ix) To note and order rectification of defects during maintenance periods.
(x) To submit report on contractor’s performance.
(c) DEL Works (Additional to (a).)
(i) to prepare muster rolls and get them sanctioned.
(ii) to employ/organise labour for executing works.
(iii) To check on attendance/output and quality of work.
(iv) To arrange for payment to labour.
7. Responsibilities Towards Repairs
(a) to keep records of property under his charge up-to-date.
(b) to inspect the property as often as possible to attend demands from units and execute the
repairs.
(c) To carry out periodical services.
(d) To take immediate action on break downs of service and in case of dangerous structures.
(e) To inspect, assess and charge barrack damages,
(f) To ensure proper drainage of the area under him.
(g) To carry out handing/taking over and safeguard vacant buildings.
8. Responsibilities Towards Accounting of Stores and Funds
(a) to ensure proper appropriation of funds and stores.
(b) To arrange safe custody and preservation of all the stores.
(c) To render proper accounting of issues and balances.
(d) To carry out quarterly checks of the balance in stock.
194
Precis No 1597
Management Department
FINALISATION OF WORKS PROJECTS
Introduction
1. With the physical completion of a project, MES discharges its first and foremost function of
providing service to the user. But this does not signify cessation of all activities in respect of the
work service, which has to be wound up in accordance with the laid down procedure.
2. This precis deals with the stage of ‘Finalisation’of a works project executed through contract
agency.
Likely Tasks
3. Likely tasks carried out after physical completion of a works project are categorised under the
following heads:-
(a) Relating to accounting completion reports.
(b) Relating to physical custody of assets.
(c) Relating to store/equipment arranged for the work.
(d) Relating to finalisation of contracts
(e) Relating to post audit checks.
(f) Relating to records.
(g) Miscellaneous.
4. Likely tasks are detailed in Appendix ‘A’. Actual tasks to be carried out would depend upon the
type of the work, arrangements made for execution and mode of settlement of disputes, if any.
Detailed procedure relating to accounting, stores, equipment, contracts, post audit checks is dealt
with elsewhere. Only main points are dealt within subsequent paras.
Completion Report (CR)
5. completion report is the medium through which intimation of physical/financial completion of a
project is sent to higher authorities. The report is initiated by the SDO, checked by GE and
forwarded to CWE through AAO, wherever necessary.
6. Performa for the report is attached at Appendix ‘B’. It is divided in two part (A & B).
7. Immediately after physical completion, part A of the report is filled in and submitted to the engineer
adviser of CFA through engineer channels. After being noted, the reports are sent to GE direct for
completing Part B.
8. Part B is completed after finalisation of accounts and report resubmitted through engineer channel
to engineer adviser of a CFA. CR is finally recorded in the GE’s office and that of engineer adviser
to CFA. (Para 35 of WP).
9. While submitting completion reports, following points must be ensured:-
(a) When Part A is being submitted:-
(i) the work is physically completed in all respects,
(ii) all rectification’s have been carried out.
(iii) No supplementary work is proposed/under sanction.
(iv) Estimated amount of liabilities includes all definite charge responsibilities for
expenditure incurred have been cancelled and those still outstanding represent of the
cost of commitment reasonably.
(v) The report is routed through the AAO of the GE.
195
(b) When Part B is being submitted:-
(i) accounts have been finalised,
(ii) no dispute is still pending, which will involve expenditure chargeable to work
service.
(iii) Transactions with civil bodies, Govt and other Institutions have been finalised.
10. The normal time lag between submission of Part A and completion of Part B is six months. During
this period it must be ensured that all records (dealt within relevant precis) have been brought up-
to-date.
Accounting
11. Accounting is dealt within Precis 1563.
Physical Custody of Assets
12. Assets should be taken over from the contractor with reference to contract documents. Detailed
inventories of fittings and fixtures should be made out before and handing/taking over conducted on
the basis of these inventories.
Handing/Taking over of completed projects between GE (Project/construction) and GE
(Maintenance)
13. In a station where GE (Projects) and GE (Maintenance) exist with their function well defined. GE
(P) will take over newly completed assets from the contractor and simultaneously hand them over
to GE (Maintenance) and Users for further upkeep and maintenance.
Both GE’s will have to discharge their parts of responsibilities particularly covering the defects
liability period of the contract. Further, day-to-day maintenance/petty repair, records of structures
(Completion of PSMB’s, RMB’s, layout plans, road register, records of E/M installation etc) and
electric supply, rectification of defects etc form bulk of such responsibilities. Exhaustive
instructions are contained in E-in-C’s Br AHQ policy letter No 14/E2 WPC/86 circulated under E-
in-C’s Br letter No 61642/pol/E2 (WPC) dt 20 Nov 86. These instructions are required to be
followed.
14. (a) Sometime following peculiar situation may arise:-
(i) User unit for whom assets were created, move out permanently and new unit not yet
earmarked.
(ii) Drastic reduction in Establishment of existing unit who then may not take over all
assets being surplus to their requirement.
(iii) Altogether different type of users move in whose requirement may be entirely
different from that of the previously located unit. (e.g. Engrs unit move out while
ASC move in).
(iv) On tactical grounds the role of the station is altered. Under this situation, the GE as
early as possible on getting the indication of any of the above, should prepare a
statement of case and progress it through Engr channel at the earliest.
Simultaneously, he should seek additional sanction for chowkidars (care of vacant
building).
(b) Numbering of buildings should conform to an overall plan for a station. Duplicate
numbering should be avoided. Subsidiary buildings should have the same number as for the
main building: followed with a suffix (dealt with in para 304 E-in-C Standing Orders).
Numbering for E/M plants is dealt with in Precis on E/M Procedure.
15. ‘Surplus’ stores constitute a major problem resulting either from over-indenting/ misindenting,
subsequent changes in design and curtailment of work. A close watch on ‘incorporation’ against
‘Provisioning’ is necessary to divert/utilize the surpluses. It must be remembered that:-
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(a) Accounts cannot be finalized till surpluses are disposed off.
(b) Cost of Chowkidaring/ preserving/ back loading stores/equipment is
Debitable to the cost of the work and may constitute in fructuous expenditure.
16. Release of personnel should be anticipated and early decision regarding their re-employment
elsewhere/ release obtained to avoid infructuous expenditure.
Contracts
17. The work site documents such as Works Diary, Work Register, Work Site Order Book etc. should
be preserved in safe custody by the GE, for the requisite periods after completion of the work.
Technical/ Financial Checks
18. Technical checks of completed works are carried out by the Technical Examiner (TE).
Financial checks are exercised by UA/RAO/CDA or by statutory audit (Test audit) authorities.
19. Following are the main points relating to technical checks:-
(a) A responsible officer, preferably Engineer-in-Charge or GE, should
accompany the TE’s staff on their inspections.
(b) Objections are settled on the spot as far as possible.
(c) Replies to TE’s objections are dealt with expeditiously.
(d) Over/ under payments are agreed to only after a careful consideration of the issues involved
and reference to all available records/ the supervising personnel/audit, as necessary.
(e) Agreed recoveries are effected immediately or if this is not possible, higher authorities are
informed and their decision obtained for effecting recoveries.
20. Following are the main points relating to financial checks:-
(a) Violation of regulations or financial canons, however, minor, require regularization /
condonation by Govt of India or other appropriate CFA.
(b) In points of doubt or where procedure laid down in regulations cannot be followed, prior
concurrence of audit is essential and renders the task of regularization easier.
(c) Objection should be settled promptly. Old objections are difficult to settle.
(d) Personal discussion is conducive to better results. If staff at lower levels is inclined to be
sticky, discussion with CDA or his officers is often helpful.
(e) Recoveries if any, should be effected immediately or case referred to higher authorities
for regularization.
(f) Disciplinary aspect should always be kept in view.
(g) Remedial action to prevent further irregularities should be the foremost consideration for
all staff.
Records
21. These are dealt within Precis 1598 and 1611. Following are the main points:-
(a) Records, unless kept up-to-date, serve no useful purpose.
(b) Records should be handled carefully and preserved in safe custody.
Conclusion
22. Delays in finalisation mean that time for works planning and supervision of current works is lost.
Delays tend to bring down the efficiency of the MES.
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Appendix ‘A’
(Precis No 1597)
(Refer para 4)
LIKELY TASKS
Task References
1. Relating to completion reports.
(a) Submission of completion report Part A Paras 5 to 10 of this précis
(b) Submission of completion report Part B
2. Relating to accounting. Precis 1563 and 1561.
(a) Completion of construction accounts.
(b) Adjustment of outstanding vouchers.
(c) Clearing of credits/debits.
(d) Surrender of surplus allotment/obtaining
additional allotment
(e) Finalisation of accounts.
3. Relating to physical custody of assets. Paras 12 and 13 of this précis.
(a) Taking over assets from contractor.
(b) Preparation of inventories.
(c) Numbering of buildings.
(d) Handing over assets to user.
4. Relating to stores/equipment arranged for the work.
(a) Return of surplus stores Precis 1661 and 1563.
(b) Closing of material accounts.
(c) Discharge of operation/maintenance staff Precis 1504
(d) Return of equipment. Precis 1661, 1608, 1611
(e) Transfer of records of equipment
(f) Payment of Hire Charges. Precis 1737, 1730, 1738
5. Relating to finalisation of contract.
(a) When no dispute is involved:-
(i) Issue of completion certificate,
(ii) Preparation of final bill,
(iii) Check of bill by Engineer-in-Charge/GE,
(iv) Technical check by SW cadre,
(v) Settlement of technical objections,
(vi) Audit check by DAD staff,
(vii) Settlement of objections raised by audit,
(viii) Payment of final bill after recovering all Government dues,
(ix) Submission of reports on contractors performance,
(x) Watch during maintenance period.
(xi) Ordering removal of defects.
(b) When disputes are involved:-
(i) ordering/carrying out rectifications,
(ii) obtaining/scrutiny of claims,
(iii) presentation of case to CWE/GE.
(iv) Intimation of decision to contractor,
(v) Reference to arbitration,
(vi) Implementation of award,
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(vii) Filing suit in court after obtaining sanction,
(viii) Conduct suit proceedings through Govt advocate,
(ix) Implementation of court judgments.
6. Relating to Post-audit checks:-
(a) Replies to TE’s observation.
(b) Effecting recoveries from contractor. Precis 1730, 1737.
(c) Reference to arbitration/law suit
(d) Replies to test audit objection
(e) Initiating case for regularization.
(f) Settlement of all objections. Army Orders 331/63, 82/64 and 181/64
7. Relating to records:- Precis 1598 and 1611
(a) Making entries in PMB/plant record Book/Road Register.
(b) Preparation of PSMBs/Completion drawings.
(c) Correction to cantonment plan.
8. Miscellaneous:-
(a) Payment of specialist charges.
(b) Obtaining supply connections from civil authorities.
(c) Payment of advertisement charges.
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Appendix ‘B’
Precis No 1597
(Refer para 6)
COMPLETION REPORT FOR ORIGINAL WORKS
Head of Account
Area/Sub Area
Division
Part A
1. Name of work
2. Authority according Admn Approval and amount
3. Total amount of Tech Sanction
4. Date physically completed
5. Recorded Expenditure upto 4
6. Estimated amount of liabilities outstanding on 4 (Brief particular particulars to be given)
………………………………………………………………………………………………………..
7. Certified that entries have been made in the Register of buildings/PRB.(In case of furniture certified
that the articles have been brought on ledger charge)
8. Station ……………………………………………………………………
No. ………………………….Date …………….. SDO…………….
Forwarded to CWE through ………………………… GE ………………
Forwarded to CE ……………………………….. CWE ……………
Forwarded to E-in-C ………………………… CE
Noted and returned to GE ………………………………………………………………………
……………………………………………………………………………………………………. E –in-C
………………………………………………………………………………………………………… CE
………………………………………………………………………………………………………..CWE
Part B
9 Completion Cost Rs. ………………………………..
10 Percentage of excess over Adm Approval ………………………………….
11 Authority passing the excess………………………………………………….
12 Certified that the following have been completed in respect of this project :-
(a) Record drawings of buildings
(b) Periodical services measurements
(c) Alteration to Cantt. plans , where necessary.
(d) Completion cost recorded in the register of building
Station:- …………………………………………………………………………………………………
No. Date SDO
Date GE
Date AAO
200
Precis No . 1598
Management Department
RECORDS OF STRUCTURES
Introduction
1. In addition to acting as an agency for providing work services, MES acts as a ‘Record Keeper’ for
defence assets pertaining to accommodation and allied services.
2. This precis deals with the various records maintained by MES.
Purpose of Maintaining Records
3. The purpose of maintaining records is to have a clear idea of the following:-
(a) Details of assets owned in an area.
(b) Capital cost of individual assets.
(c) Changes/alterations.
4. Details of assets are required for deciding the disposition of units and formulating of future policy
as also handing/taking over of assets to states or other bodies.
5. Capital cost serves as a basis for schedule of demands for repairs, rent assessment, disposal value
and estimates for providing similar accommodation.
6. Following records are maintained by MES formations:-
(a) Buildings
(i) Register of Military Buildings (RMB) (IAFW-2168)
(ii) Completion drawings/Record plans
(iii) Periodical services measurement books (IAFW-2265)
(b) Roads
(i) Road register
(c) Machinery/Vehicle/Tools. These are dealt with in Precis 1611.
(d) Furniture. Furniture stock register (IAFW-2279),Furniture distribution ledger (IAFW-
1814) and Furniture Rate List (IAFW-2307).
(e) General
(i) Cantonment Gazetteer.
(ii) Cantonment Plans
(iii) Road Routes.
7. Separate records are maintained by Military, Navy, Airforce, Farms and Remounts department.
Factory assets are maintained by factory authorities.
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8. In case certain civil assets are taken over by the defence forces, MES maintain separate records for
such assets.
Register of Buildings (RMB)
9. Separate register are maintained for permanent (RPMB) and temporary buildings (RTMB) in a
station. Details are recorded on a camp or unit line basis. Specimen page of a RMB is attached as
an Appendix ‘A’.
10. Copies of registers are maintained by the following for all defence buildings within their
jurisdiction:-
(a) AGE B/R
(b) AGE E/M
(c) GE
(d) CWE
(e) CE
(f) E-in-C.
(g) AAO, GE’s office
(h) Secretary to local administration (Civil Buildings only).
NOTE: Practice of maintaining RMBs in CDAs Office has been discontinued.
11. GE of a Division is responsible for ensuring that all the changes e.g., addition, alterations and
demolitions are recorded and registers kept up-to-date. Quarterly amendments are then issued to
enable CWE/GE/AAO to correct their copies. E-in-C’s copy is corrected by annual interchange of
the shuttle copy generally between June/July of a year.
12. All changes by way of additions, alterations, improvements and demolitions are recorded, quoting
authority for carrying out such changes. Improvements to Govt owned lands (e.g. access roads,
fences, trees) are intimated to Defence Estate Officer.
13. Resultant changes in capital cost are recorded as under:-
(a) When the effect of improvements and additions is to enhance the rentable value of a
building the capital value will be increased accordingly. In calculating the addition to be
made credit will be taken for the value at current rates of any portion of the original structure
which has been demolished or replaced.
(b) Capital value will not be amended in case of replacements and renewals costing upto Rs.
20,000/- to temporary buildings.
(c) Changes in capital value amounting to Rs. 400/- will be disregarded.
(Para 8 of WP)
14. Buildings pertaining to E/M installations are recorded in the plant record book. (Dealt with in
Precis 1611).
15. Instructions relating to abbreviations used, numbering of buildings and filling up details in RMBs
are given in cover sheet of RMBs and E-in-C’s Standing Orders.
(Chapter VI-Records, E-in-C’s Standing Orders)
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Completion Drawings/Record Plans
16. Completion drawings of a building are prepared as soon as possible after physical execution. Such
drawings are maintained in GE’s office, who is responsible for carrying out corrections, when
necessary. Where water, electrical or sanitary internal installations have been installed, these will
be shown in the plan or separated.
(Para 380 to 385 of MES Regs)
Periodical Services Measurement Book (PSMB)
17. PSMBs are maintained for recording measurements of periodical services as per Table G-MES
Regs. The purpose of maintaining such record is to obviate the necessity of recording
measurements in measurement book every time the service is carried out.
18. PSMBs are maintained for all buildings. All measurements are to be in metric system and are to be
in accordance with the mode of measurements shown in Standard Schedule of Rates.
Road Register
19. Road registers are maintained for road inside cantonments, outside cantonment and civil roads (if
any) maintained by MES.
20. Following details are recorded in a road register:-
(a) Length and class of road.
(b) Bridges and culverts.
(c) Drains and retaining walls.
(d) Expenditure on new construction (capital outlay) and annual expenditure on maintenance.
(E-in-C letter No 81397/E2A dt 15 Mar 71)
21. Road registers are maintained by GE, in the form attached as Appendix ‘B’. Index sheet showing
the names of roads and key plan of the whole area showing the roads is maintained along with the
road register.
22. GE is responsible for keeping the records up-to-date.
23. Following distinguishing colours are used to designate roads owned by different authorities:-
Authority Colour
(a) Military Red
(b) Civil Blue
(c) Cantonment Green
(d) Civil roads of military importance Yellow
Cantonment Plans
24. Cantonment plans are prepared by Survey of India. These are coloured for distinguishing
defence/civil assets departmentally. E-in-C’s copies are corrected by GE similar to RMBs.
No of the Bldg
Description
Reference to
PSMB
drg
Completion
Date of erection or
purchase
Specification
External
Dimension
203
Plinth Area
NOTE: Important columns of RMB are shown briefly in Appx ‘A’ above.
Capital cost
excluding site &
elec installation
Plinth Area Rate
Elect installation
Type of wiring. No
of Points, Capital
SAMPLE FORM OF REGISTER OF MILITARY BUILDINGS (Pt/Ty)
Cost
Cost of Land
Cost of addition
and alterations
Reference to Reqn
No & Date
Total Cost
(Precis No 1598)
Appendix ‘A’
(Refer para 9)
Remarks
204
Appendix ‘B’
(Precis No 1598)
(Ref Para 19)
SPECIMEN FORM OF ROAD REGISTER
Name of the Road…………………………………….
1. Length.
2. Width of carriage way.
3. Width of berm
4. (a) Specification of road (Soling, Metalling, Wearing coat)
(b) Specification of berms
5. Ruling:-
(a) Gradient
(b) Camber
(c) Super Elevation.
6. Culverts/Scuppers/Bridges.
Details of Location Span/width Height Brief specification
Walls
Slab/Arch
Bed.
7. (a) Retaining Walls (b) Drainage
Details of Location Length (a) Thickness (b) Height Brief
(mean) specifications
Foundations
Walls
Top Course
205
Precis No 1600
Management Department.
WORKS IN AID OF CIVIL POWER
Introduction
1. Defence Forces may be called upon to render assistance to the State Government for meeting an
emergency or carrying out certain work services required urgently.
2. This precis deals with the procedure to be adopted when troops are asked to execute such work
services. Procedure for executing work services entrusted to MES as agency services is dealt with
in precis on the relevant subject.
Type of Works
3. The works are mainly of two types:-
(a) Projects for civil departments (Central & State) bodies.
NOTES: Works for any Contractor whether of MES, PWD or any other Government
department are not to be undertaken.
(b) Urgent works in aid of civil power e.g. maintaining essential services during breakdowns,
strikes or civil disturbances, measures for fighting floods, fire, earthquake and other calamities of
nature.
4. Works in aid of civil powers are of two classes:-
(a) When military assistance in the form of units or stores is required to meet an emergency or
for a very limited period.
(b) When substantial assistance is required.
Procedure for Projects
5. The procedure for the execution of works in aid of the civil power is as follows:-
(a) Request for use of Military units is to be made by civilian agencies to the appropriate
ministry of the G of I, e.g. CPWD to the Ministry of Works and Housing.
(b) The ministry would pass the case to the Defence Ministry and the E-in-C requesting for
military help. The ministries are to put up their requirement and a list of the tasks in general
terms without specifying a particular unit or type of units.
(c) The E-in-C after satisfying himself that the work is of training value and that engineer troops
are available for the work would approach the GS branch for approval.
(d) Financial arrangement would be reached by the E-in-C and the appropriate Ministry of the G
of I and no financial benefit would normally accrue to the engineer units detailed for such a
work. However, the troops should not be out of pocket due to demands of provisions,
conservancy,, extra wear and tear of clothing or any other contingencies.
(e) Complete instructions would be passed to the Commanders engineer groups/formations
concerned by Chief Engineer for any work of this nature.
Works in Aid of Civil Power
6. The Army Commander is in constant liaison with the civil authorities and in case any emergent
issues, he immediately orders his Chief Engineer to restore the situation.
7. Engineer assistance will generally be confined to:-
(a) Light, power and water supply.
206
(b) Sewage disposal.
(c) Unloading/loading of Govt stores or food in Ports and Railway yards
(d) Transportation, maintenance and operation.
(e) Flood embankments.
(f) Casualty evacuation.
8. When troops are called out in aid of the civil power the emergency is usually sudden and without
much notice. Expenditure of money, stores, transport and other items is incurred which is not
necessary in normal circumstances and funds to meet this will not have been budgeted. Strict
control is to be observed and detailed accounts and its statistics are to be maintained for future
references.
9. To cater for any breakdown of essential services like electricity, water supply, gas , sanitary and
other services through strikes or other civil disturbances, a proper scheme has to be prepared to run
the above installations efficiently. For such cases, schemes should be prepared well in advance.
Lists of technical personnel which will have to be detailed should be made out and these lists kept
up-to-date taking into account move of personnel and suitability and standard of training of new
units/personnel.
Method of Calculating and Debiting Expenditure
10. When engineer troops are employed on contract or special agreement work under the provision of
Regns for Army the charges for the work will be made on the “commercial cost” basis i.e. the
estimate should be framed on the actual quantities of the work done and priced on the prevailing
rates as done by the Civil Departments. This is to ensure that the amount recovered for such work
actually represents the present day cost of the work executed.
11. Regarding hire charges for various types of machinery to be used these should be based on the local
commercial rates of plant prevailing at the time of hiring of such plant. When a plant is required to
be lent on hire, the replacement cost of machine will be obtained direct from the proprietary firms
for working out the actual hire charges. Any statement of hire charges for various types of
machinery available should be only treated as a guide. Paras 942 and 943, MES Regn (1968) lay
down the basis on which this is to be calculated.
12. When engineer troops are employed otherwise than on works projects, the cost to be recovered in
these cases will be :-
(a) The extra expenditure incurred by the Defence services for which account will be
maintained as indicated in the “Notes on Expenditure incurred when troops are called out in
aid of the Civil Power, 1946”.
(b) The casualty award made in respect of casualties arising directly out of the circumstances of
their employment.
13. Estimates according to the above instructions will be prepared and got approved by the Civil
Authorities before a work is undertaken for any civil department except as in Para 12 above. As
soon as the work is completed the debits will be raised through the CDA. A copy of the bill
incorporating the total debit will be sent to CE.
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Precis No 1601
Management Department
MANAGEMENT OF OPERATIONAL WORKS
SECTION – 1
INTRODUCTION
Definitions
Operational Works
1. Operational works are generally of a temporary nature actually needed for the conduct of
operations for formations directly concerned with such operations. Works will not be treated as
operational works if they can be dealt with under normal works procedure, without risk to the
progress of operations .Government has introduced a procedure for execution of Op Works in the
Op Works Areas which are so declared by the Department.
Operational Works Area
2. Declaration of OP Works Areas
(a) MOD has conveyed the sanction of the President for declaration of the areas w.e.f. 01 Apr
99 to 31 Mar 2000 ( listed in Appx ‘B of the letter ) as OP works for the period mentioned
against items.
(Auth:MOD letter No 23(23)/95/D (GS-V) dt 29 Jan 99, circulated under E-in C’s Br letter No
66449/Pol/ E2W(PPC)dt.16 Feb 99)
(b)The following additions may be made in Appx ‘B’(List of areas declared as Op Wks area up to
31 Mar 2000) to Govt of India Letter No. 23(23)/ 95/D(GS-V) dt.29 Jan.99 regarding
declaration of Op Wks Areas .
2 The state of Punjab
3 The state of Himanchal Pradesh
4 The state of Rajasthan
5 The state of Gujarat
(Auth :MOD letter No. 23(23)/95/D (GS-V) dt 05 Jul 99 circulated under E-in-C’s Br
letter No. No 66447Pol/ E2W(PPC)dt.16 Jul 99)
(c) Govt. of India, MOD has conveyed the sanction of the President for declaration of the areas
w.e.f 01 Apr 2000 to 31 Mar 2002 as Op Wks Areas as per the list given in Appx ‘A’ of the
letter.
(Auth: MOD letter No. 23(23)/95/D (GS-V) dt 12 Oct 99 circulated under E-in-C’s Br letter
No. No 66447Pol/ E2W(PPC)dt.16 Nov 99)
(d) Areas to be treated as works operation areas are given under Appendix ‘A’ to ministry of
Defence letter No. A/ 00955/Q3W (Policy)/1008/US/DW-1 dt.18 Dec 85 circulated vide our
No 66449/Pol/ E2(WPC)dated 10 Jan.86,validity extended up to 31 Mar 1989.
( Auth: E-in-C’s Branch letter No. 66449/Pol/E2(WPC) dated 10 July 87 )
208
Scope and Type of Operational Works
3. Operational works are restricted to the following types:-
(a) Field defences.
(b) Improvement of airfields, advance handling grounds ,helipads, roads bridges and ropeways.
(c) Field water supply.
(d) Ancillary buildings to tented camps and hospitals.
(e) Shelters (but not huts) as a substitute for tentage.
(f) Constructions of advance landing grounds, helipads, roads (other than class 9 and above),
bridges, ropeways, operational and technical accommodation provided that the sanction is
accorded by a formation commander not lower than a division commander or equivalent in
cases when the operational works in question is expected to last more than three years form
the date of completion.
(g) Electrification to the minimum extent considered necessary to meet requirements of field
defences, operational and technical accommodation and hospitals (excluding residential
accommodations), if this is considered essential for operational reasons. In cases, where
electricity is not available from existing resources, new generating plant may be installed. It
the buildings are being maintained by troops, payment of electricity bills can be made from
the grant for operational tasks (Authority: Army Headquarters letter No
05633/Elect/Q3W(Policy) of 12 Aug 1975).
(h) Lighting protection.
Note: All works other than those listed in Paragraph 3 above are normal works and are governed
by the provisions of Govt of India, Min of Defence Department (Army Branch) letter No
633821/Q3/A-wIII dated 09 Jan 1947 and Government of India, War Department (Air Branch)
letter No 01064/Org/A dated 25 May 1947.
SECTION – 2
OPERATIONAL WORKS PROCEDURE IN OUTLINE
Ordering of Operational Works
4. Commanders in Operational Works Areas may order the execution, within their respective areas of
responsibility, of any operational work provided the necessary stores are either at their disposal or
are obtainable locally. Otherwise application must be made to higher authorities.
5. Orders sanctioning works and the requisitioning or hiring of buildings and land will be recorded in
writing and communicated to the responsible engineer authority and to the Controller of Defence
Accounts unless the tactical situation renders this course impossible.
Executing Agency
6. Operational works may be ordered on any of the following executing agencies:-
(a) Formation engineers.
(b) Military Engineers Services.
(c) Other Construction agencies like Public Works Department, Central Public Works
Department, Border Roads Organistion and the Railways.
209
7. Formation engineers may not always be in a position to execute all the operational works planned.
In such cases work orders may be placed on the Military Engineer Services, Boarder Roads
Organisation and other construction agencies if permitted by their own department procedures.
However, no work will be ordered on civil agencies in areas where Military Engineer Services
exist, without prior concurrence from Command Headquarters.
Execution by Formation Engineers
8. Formation engineers will execute operational works ordered on them departmentally. They will not
execute works through contract.
9. Formation engineers who are ordered to execute operational works will be provided with Supplies
and Services (S and S) Imprest under the sanction of the Chief Engineer, Corps. The sanction
issued by the Chief Engineer for this purpose will specify the monetary limit. The imprest account
number will be allotted by Controller of Defence Accounts on application, after issue of sanction by
the Chief Engineer. Units will operate the S and S Imprest Accounts in accordance with the
relevant orders.
10. Engineer stores specifically issued for use in operational works and incorporated in them will be
struck off charge on completion of the work on the basis of proper incorporation certificate
rendered by the executing unit or sub units.
11. The commander competent to sanction the operational works may authorise formation engineers to
purchase stores required (being not available with dependent ordnance or engineer depots) from
anywhere within the area of his responsibility. However, the Corps Commander may, if he so
considers fit, give the commander competent to sanction the operational works general or specific
permission to make purchases from areas extending upto the whole of India or only a specified part
thereof.
12. No separate sanction is necessary for using troops, War Equipment Table (WET) equipment and
transport available with the unit for execution of operational works. No charges are to be levied for
these.
13. No civilian tradesmen will be employed on operational works in sensitive areas. However, in
security cleared areas civilian tradesmen can be employed to an extent of five percent of the
estimated cost of each job, provided it is included in the Technical Sanction issued by the Chief
Engineer, Corps. No civilian tradesmen and labour will be employed on maintenance of
operational works assets.
14. If local labour is hired, the nerrick rates should be published in the formation routine orders and a
copy of the same should be appended to the muster rolls while forwarding to the Controller of
Defence Accounts, (Paragraphs 11 of Engineer-in-Chief’s Departmental Instructions issued vide
their letter No 66449/F2(WPC) dated 19 May 1977 refers).
Execution by Other Agencies
15. When operational works are ordered on agencies other than the formation engineer the procedure of
the respective departments will be followed in executing these works.
16. In case of operational works executed by the Military Engineer Services, monthly expenditure
return will be submitted by the Military Engineer Services unit concerned to the Chief Engineer,
210
Corps and the Controller of Defence Accounts through the AAO,GE. For other executing agencies,
the Chief Engineer, Command, will coordinate the procedure to be followed for incurring
expenditure and for submission of returns to the Controller of Defence Accounts and the agency
concerned. Payments by cheque, instead of book debit, may be made to the executing agency, if so
required by them.
Technical and Financial Control
17. Prior to the execution of operational works, technical sanction will be issued by the competent
engineer authority based on a detailed technical project and a draft technical sanction initiated by
the formation engineers or the concerned executing agency.
18. Chief Engineer of the formations will assess the approximate cost on the basis of draft technical
sanction submitted by the formation engineers soon after the work has been sanctioned and intimate
it to the Controller of Defence Accounts concerned. The Controller of Defence Accounts will
thereafter maintain the construction account and will inform the sanctioning and technical authority
as and when the ceiling is exceeded. If, however, at any stage during the execution of work, the
approximate cost assessed earlier is expected to be exceeded due to change in scope of work or
design, the chief Engineer, will intimate the Controller of Defence Accounts the revised ceiling,
giving reasons for the variations under intimation to all concerned.
Handing Over of Assets, Their Accounting and maintenance
19 Handing Over and Accounting of Assets
(a) The formation engineers will intimate the date of completion of the operational task to the
formation headquarters who will order a board of officers to check that the assets have been
constructed according to the specifications approved by the Chief Engineer of the formation.
(b) The board will also attach the list of surplus stores along with the cost. This should be
supported by the closure letter by the formation engineers while sending the copy of closure
letter to the Chief Engineer, who will issue disposal instructions for the surplus stores.
(c) On receipt of board proceedings duly approved by the formation headquarters the formation
engineers will enter the details in the Numerical Assets Register and also in the Barrack
Inventory of the concerned unit area. For each unit area the barrack inventories will be
prepared in quadruplicate. The assets will then be handed over to the user units based on the
board proceedings. One copy of the barrack inventory will be retained with the formation
engineers, one copy each will be given to user unit, Brigade Headquarters and the division
headquarters.
(d) The formation engineers will also mark on the assets the serial number as per the numerical
assets register, job number and date of completion and the executing agency prior to handing
over of these to the user.
Maintenance of Operational Works
(a) Divisions will convene a board of officers to assess the maintenance grant for the following
year. The board proceedings will be submitted to corps headquarters, Engineers Branch by
the end of November each year. On the basis of actual requirements, the Chief Engineer
will demand funds through the Quarter Master General Staff Branch for maintenance.
(b) On receipt of board proceedings from divisions, Chief Engineer will scrutinise the
proceedings and reflect the changes, if any, required in the “Preliminary Report” report sent
to Command Headquarters in December.
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(c) An yearly allotment of funds for maintenance of operational works assets will be made by
30 June for the current year to the Chief Engineer, who will sub allot these funds to the
formation engineers on the basis of board proceedings received from the divisions.
(d) In areas where the Military Engineer Services has been inducted, operational works assets
will be handed over to them for accounting and maintenance. Assets for which complete
construction accounts are not available, Chief Engineer will assess the cost of assets in
consultation with the Military Engineer Services and the cost duly approved by the Chief
Engineer will be entered in the record. The cost of any subsequent addition or alteration or
special repairs will also be entered in the records and the overall enhanced value of the asset,
used for the calculation of grants for maintenance. Assets handed over to the Military
Engineer Services will then be governed by normal works procedure.
Disposal of Operational Works Assets
20. Disposal of operational works assets that have outlived their life or have deteriorate beyond
economical repairs or are no longer required, will be carried out under the orders of the Divisional
Commander, who had ordered the execution of these works. However, concurrence of Corps
Headquarters will be obtained prior to dismantling and disposal of such assets.
21. The Division Commander will order a board of officers to assess the serviceability of stores being
dismantled and to recommend disposal of stores.
22. On the basis of recommendations of the board, the division commander will issue orders for
dismantling of assets.
23. The formation engineers will strike off the assets from the numerical registers and intimate the
same to the formation headquarters. Unit barrack inventories will also be duly amended.
24. The retrieved serviceable stores will be used only for maintenance of operational works assets or in
the new operational works within the defined operational works area.
25. Whenever, the surplus stores are used for construction of normal works the cost will be debited to
the project. This transfer should be approved by the Chief Engineer and book adjustment carried
out.
26. All unserviceable surplus stores should be returned to Engineer Park or Field Ordnance Depot for
disposal.
SECTION – 3
RESTRICTIONS IMPOSED ON OPERATIONAL WORKS
27. By Army Headquarters
(a) No operational work will be ordered unless it has been approved by Army Headquarters,
Directorates of Military Operations and funds are allotted for it.
(b) No operational works will be sanctioned by a formation Commander below the level of a
division Commander
(c) The above restrictions will not be operative during actual hostilities or when hostilities are
imminent, when full powers may be exercised by all Commanders vested with powers to
sanction operational works. On termination of hostilities, the procedure laid down in
Section 7 of Works Manual (War) India 1935 will be adopted (Authority: Army
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Headquarters No A/00965/Q3W (Policy) dated 09 Jun 1977 and Army Headquarters letter
No A/00955/Q3W (Policy) dated 15 Jan 1975).
28. Purchase of Stationery. There is no provision under the operational works procedure for purchase
of stationery (Authority Army Headquarters letter No B/89585/QEW (Policy) dated 04 Jan 1977).
29. Time for Completion: No operational works should extend beyond two working seasons. If a
major or immediate delay is envisaged, corps headquarters would be informed giving the reasons
for the delay indicating revised proposed date of completion. (Authority: Army Headquarters letter
No A/00955/Q3W(Policy) dated 15 Jan 1975).
SECTION – 4
PLANNING OF OPERATIONAL WORKS
Planning Perspective
30. A three year plan for operational works should be drawn up for the corps sector on a roll on
concept. This plan should be made at corps headquarters by the General Staff (Operations) Branch
in consultation with headquarters divisions and the Chief Engineer and should be approved by the
corps Commander. This plan should be reviewed periodically to cater for changes due to financial
constraints.
31. While planning operational works, the following will be kept in view:-
(a) Type of works should be restricted to those mentioned in Paragraph 3, Section 1.
(b) Only those works to be planned and executed under operational works procedure which
cannot be executed under the Revised Works Procedure.
(c) The quantum of operational works sanctioned and planned to be executed should be within
the capability of the engineer troops. As a rough yardstick one engineer regiment can
execute operational and maintenance works to the extent of approx. 12 to 15 lakhs in a year.
This amount includes tasks involving physical execution of tasks, but does not include those
jobs which involve only purchase of stores and equipment such as generators and pumping
sets.
(d) The availability of labour (troops and civilian), animal and mechanical transport, stores and
equipment must be planned at the planning stage itself.
(e) The hiring or acquisition of land should also be ascertained by the Quarter Master General
Staff before the operational works are sanctioned.
Schedule of Demand
32. Operational Works. The formations should project the demand for new operational works to the
General Staff (Operations) Branch, corps headquarters by 01 September each year as per Appendix
‘A’ attached. The works should be listed in their order of priority.
33. The General Staff (Operational) branch will scrutinise the demands of the formations in
consultation with the Chief Engineer and will put these upto the corps commander for approval.
34. The General Staff (Operations) branch will forward the final list of number of operational works
approved by the corps commander to Quarter Master General Branch (Works) who will forward the
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same to General Staff (Operations) and Quarter Master General Branch Q3 (Works, command
headquarters by 10 October each year. Copies of demand will also be forwarded to Engineer
branch at the corps headquarters and to divisions.
35. For works to be executed by agencies other than formation engineers, Chief Engineer will consult
them regarding the approximate cost as well as time required by them for completion, before the
General Staff (Operations) branch projects the demand to command headquarters.
36. Maintenance Grant. Chief Engineer corps will forward the demand for maintenance grant to
command headquarters through Quarter Master General Staff, in the first week of October each
year.
SECTION – 5
EXECUTION OF OPERATIONAL WORKS
Allotment of Funds
37. Depending upon the funds allotted, Command Headquarters will suballot the funds to corps for all
carry over and new operational works. The sub allotment of funds will be made to divisions by
corps, Quarter Master General Branch (Works), in consultation with the General Staff (Operations)
branch and on the basis of operational tasks approved by the corps commander.
Actions by Division Staff
38. Issue of Administrative Approval
(a) Immediately on receipt of funds, division commanders will sanction the operational works
on their respective engineer regiment by issuing Administrative Approval specifying the
following:-
(i) Operational work number.
(ii) Category of work.
(iii) Scope of work.
(b) The letter ordering the operational work should include delegation of authority to the
executing agency for purchase of stores. The general or special powers delegated by the
division commander ordering the operational works to the Officer Commanding of the
engineer regiment (or the Garrison Engineer or the head of other executing agency of
operational works are ordered on them) will not be further delegated to any other officer.
The budget will also be indicated. A specimen of the administrative approval is given at
Appendix '’B’.
(c) While stating the category of work and the details of work in the administrative approval,
care should be taken to guard against any breach of security of information, as copies of the
administrative approval are endorsed to civil agencies including the Controller and Deputy
Controller of Defence Accounts and Assistant Director of Audit. The exact location of the
works and specification of works should not be included .Corps Chief Engineer will include
these details only in the technical sanction whose distribution is restricted only to the
engineer regiment. The approximate estimated cost of each job only is intimated to audit
authorities.
39. Provide troops labour and transport to assist the formation engineers to complete the task.
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40. Publish approved rates for civil labour required by the engineers.
41. Monitor the progress and ensure proper utilisation of funds.
42. Changes in location, scope, design necessitated due to operational reasons will be implemented
only after prior approval of corps headquarters, General Staff (Operations) and the Engineer branch.
This will involve amendment both to the administrative approval and the technical sanction.
43. Arrange surprise checks to ensure quality control and execution of works according to the approved
design and specifications.
44. Ensure that formation engineers maintain “Shadow Construction Accounts” on the line similar to
Construction accounts maintained by a Deputy Controller of Defence Accounts.
45. Convene a Board of Officers on completion of operational task to ensure the following:-
(a) Assets have been created as per the technical sanction.
(b) Stores have been correctly incorporated in the job and accounted for.
(c) Stores held surplus after completion of job are properly adjusted against other jobs or
referred to the Engineers branch at corps headquarters for disposal.
(d) Assets have been taken over by the formation engineers in the numerical assets register.
46. Instruct the user unit or formation to take over the assets, based on the board proceedings duly
approved by the formation Commander and to enter the assets in the operational works barrack
inventories. Check that the inventories are maintained upto date.
47. After all financial adjustments have been carried out by the Deputy Controller of Defence
Accounts, ensure the closure of the operational task by the executing agency.
Actions by the Formation Engineers
48. On issue of administrative approval by the division commander, forward the draft technical
sanction to corps Chief Engineer. In the draft technical sanction the following will be included:-
(a) Location.
(b) Scope and type of construction.
(c) Detailed specifications and drawings.
(d) List of stores and the cost.
(e) Requirement of civil labour.
49. Commence procurement of stores, tools and plant as advised by Chief Engineer of the corps.
50. Maintain action liaison with the user unit regarding timely and proper location of stores near the
site in order to ensure that actual siting and execution can commence during the working season
without any loss of time.
51. Technical supervision and quality control to ensure workmanship of high order. Ensure that works
are supervised by qualified trade Non-Commissioned or Junior Commissioned Officer of the same
trade as the work being executed.
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52. Forward monthly progress report of operational works to the division headquarters and Chief
Engineer Corps. For details see Appendix ‘C’
53. Ensure proper booking of expenditure and forward monthly and quarterly expenditure state to
division headquarters, Deputy Controller of Defence Accounts and Chief Engineer of the corps.
54. Maintenance of “Shadow Construction Accounts” for all operational works on the lines similar to
the construction accounts maintained by the Deputy Controller of Defence Accounts. It should be
reconciled with the Audit authorities once in a quarter and produced to the Board of officers
ordered by the division.
55. Take action to revise the technical sanction if it becomes evident that the cost is likely to exceed the
sanctioned limit.
56. On completion of the task, intimate formation headquarters to convene a Board of Officers. Keep
the following documents ready for the Board of Officers when convened by the division
headquarters.
(a) Details of stores consumed with cost.
(b) Details of civil labour employed, and expenditure on that account.
(c) Expenditure incurred on any other account.
(d) Details of assets created.
(e) Numbering and marking of assets
(f) List of surplus stores, plant and machinery along with cost.
(g) Total expenditure incurred and booked by Controller of Defence Accounts, list of liabilities
if any, showing the present position of their adjustment.
57. Enter the assets in the numerical assets register and hand over these to the user unit along with
barrack inventories.
58. Ensure that the surplus stores are disposed off as per the instructions received from the corps Chief
Engineer.
Actions by the Staff at Corps Headquarters
59. General Staff (Operations).
(a) Ensure that administrative approvals are promptly issued by the division headquarters on
allotment of funds.
(b) Ensure that the division headquarters carry out amendment to administrative approvals as
advised by the Chief Engineer, corps and their formation engineers. Whenever there is a
material change in the scope of work and itemisation of the job. Division headquarters also
must see that case for revised technical sanction is also initiated, in time, by their formation
engineers and issued by Chief Engineer, corps.
(c) Progress additional demand of funds projected by the formation in consultation with Chief
Engineer corps.
(d) Arrange conferences every six months at corps headquarters to review the state of works in
progress and the maintenance of existing assets.
(e) Forward progress reports to command headquarters.
(f) Suggest and approve re-appropriation of funds from one job to the other, if required and
advised by the Chief Engineer, corps.
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(g) Have alternative plans for utilisation of funds in case of savings or additional allotments, in
consultation with the Chief Engineer.
(h) Carry out periodical checks on behalf of the corps Commander to ensure that barrack
inventories are maintained upto date by all concerned for completed operational works,
particularly units.
60. Quarter Master General Branch
(a) Carry out fund allocation on receipt from Command Headquarters on the basis of earlier
projections.
(b) Provide third line transport to the divisions for carriage of stores from engineer parks or rail
head to the divisional sections.
(c) Same as paragraph 59 (h).
61. Engineer Branch
(a) The Chief Engineer will issue all technical sanctions on the basis of administrative approvals
and draft technical sanctions received from formation headquarters and the engineer
regiment respectively. Technical sanction will be issued prior to commencement of work.
He will ensure the following while issuing the technical sanction:-
(i) Soundness of all design features.
(ii) Economy.
(iii) Works included are according to scales laid down by the General Staff (Operations),
corps headquarters.
(iv) Specifications are commensurate with the estimated life and
Purpose of works.
(b) Technical sanctions will be issued to the engineer regiments with a copy to Deputy
Controller of Defence Accounts to appraise them about the approximate cost of works and
enable them to maintain construction accounts for each job. Details of technical designs
and specifications, however, will not be sent to the Deputy Controller of Defence Accounts.
(c) Initiate timely action to procure centrally controlled items of store, plant and machinery and
release to the formation engineers.
(d) Provide additional tradesmen from corps engineer regiments, if required in consultation with
General Staff (Operations) branch.
(e) Carry out technical checks to ensure proper quality control.
(f) Advise the corps Commander and General Staff (Operations) on all technical aspects of
operational works including type of works which can be undertaken, scope of work,
specifications permissible under operational works procedure, situations necessitating
changes in administrative approvals and technical sanctions and all matters of financial and
technical control. Ensure that administrative approvals conform to the policy laid down by
the corps commander and obtain his approval prior to authorising any changes necessitated
by local circumstances.
(g) Watch the physical progress of works and the connected expenditure incurred by the
engineer regiments and appraise the corps commander about the remedial measures taken by
the division staff and engineers in case the progress is not satisfactory.
(h) Ensure that all surplus stores are correctly accounted for and utilised by various formations
in the corps sector.
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(i) Ensure that all operational works are closed by the division headquarters after completion of
works.
(j) Same as paragraph 59(h).
SECTION 6
FINANCIAL MANAGEMENT OF OPERATIONAL WORKS
General
62. Financial control to be exercised at various levels involves the following main responsibilities:-
(a) Expenditure is incurred only after the funds have been allotted. However, during the first
quarter of the financial year expenditure upto the following extent can be incurred in
anticipation of allotment of funds:-
(i) For Carry Over Works: 25 percent of the balance requirement of funds projected
against the jobs.
(ii) For Maint of Assets: 25 percent of the allotment made for the maintenance of assets,
during the previous financial year.
(b) financial liabilities will be incurred by the engineer regiments only after the Supplies and
Services (S and S) Imprest Account has been sanctioned to them by Chief Engineer, corps
and a proper S and S account number has been allotted by the Controller of Defence
Accounts.
(c) Ceiling Monetary Limit (CML) is not exceeded.
(d) All expenditure incurred is authorised and as per the existing financial rules and regulations.
(e) Maintenance of proper account and submission of monthly expenditure returns and quarterly
expenditure returns in time to the staff and the Controller of Defence Accounts.
(f) Scrutiny of the expenditure returns.
(g) Keep a watch on uniform distribution of expenditure throughout the financial year. Rush of
expenditure towards the end of the financial year must be avoided.
(h) Chief Engineer should keep Controller of Defence Accounts informed about the cost of
works to enable him to watch the expenditure incurred and advise the command as well as
Corps Chief Engineer in all financial matters.
(j) Maintenance of construction accounts by Controller of Defence Account for each
operational work and the maintenance grant.
(k) Liaison by the engineer regiment with the Controller of Defence Account to ensure that all
expenditure incurred either through bank or through book adjustments is reflected in their
construction accounts.
(l) Closure of construction accounts by the Controller of Defence Accounts in respect of
expenditure booked by them against various operational works and maintenance grant in
order to ensure that expenditure incurred is reconciled with the estimated cost, as intimated
by the corps Chief Engineer.
(m) Carry out periodic review by corps headquarters General Staff (Operations) branch
regarding the expenditure and possible readjustment, re-appropriation and surrender of
funds in order to apprise command headquarters.
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Booking of Expenditure by Controller of Defence Accounts
63. Monthly Statement of S and S Imprest Account (IAFA-821): Monthly statement of Imprest
Account pertaining to each expenditure will be forwarded by engineer regiments to the Deputy
Controller of Defence Accounts and corps headquarters, Engineer branch. The statement of
accounts for the month of March, i.e the last statement before the close of financial year will be
forwarded to the Controller of Defence Accounts by 31 Mar and it will be ensured that the
expenditure reflected throughout the year has been correctly adjusted by the Controller of Defence
Accounts before closing the accounts.
64. Monthly Expenditure Return: These will be forwarded as per Appendix ‘D’ attached, so as to
reach corps headquarters by the 10th of each month, showing the position upto last date of the
previous month. The following points must be highlighted:-
(a) Figures in column (e) Cash Expenditure should tally with the total figures as given in the
monthly expenditure state of S and S Imprest Account (IAFA-831) forwarded to the
Controller of Defence Accounts.
(b) Figure under column (n) “Total Expenditure” booked by the Controller of Defence Accounts
should be obtained by engineer regiment by sending a representative to the Office of the
Deputy Controller of Defence Accounts during the first week of every month. The figures
in column (n) should be as reflected in the construction accounts maintained by Controller
of Defence Accounts and should normally tally with the figures given in column (g). Any
difference between (n) and (g) should be reconciled in the Remarks column.
(c) All liabilities should be reflected under column (n). These should be vigorously progressed
by the engineer regiments, with a view to liquidating them at the earliest.
(d) Expenditure booked and shown by Controller of Defence Accounts under column (m) plus
liabilities, should not exceed the total budget allotment.
65. Quarterly Expenditure Return: These should be forwarded to reach corps headquarters by 10th
of July, October, January and April showing the position as on the last day of the previous month.
66. Book adjustment of priced vouchers for stores received during the financial year are carried out by
the Controller of Defence Accounts upto July or August of the following financial year. It is
important that all priced issue vouchers forwarded to the Controller of Defence Accounts for
adjustment during the month of April are enfaced with red ink on the top indicating the financial
year in which those vouchers are to be adjusted. All priced issue vouchers should be forwarded to
the Controller of Defence Accounts well in time and it will be ensured by the engineer regiments
that all these have been adjusted before closure of the accounts of the year.
67. For the months April to August, two appendices will be forwarded along with the monthly and
quarterly expenditure returns; one for the current financial year and thereafter for the previous
financial year, refer Appendix E attached. The final figures of expenditure during the previous
financial year will be shown in monthly expenditure return for august to be forwarded to corps
headquarters by 10th of September.
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SECTION – 7
ACCOUNTING OF ASSETS
Numerical Records
68. All assets created out of operational works will be entered in “Numerical Assets Register” to be
maintained at the formation headquarters for the works ordered by them or executed in their
geographical jurisdiction. The following details will be entered in the numerical records based on
the proceedings of Board of Officers ordered by the division headquarters concerned:-
(a) Serial Number of the asset (Numerical Number).
(b) Operational task number under which created.
(c) Admin Approval No & date
(d) Location (general area)
(e) Brief description of buildings/assets.
(f) Authority for taking over.
(g) Specification in brief.
(h) Capital cost of the building work etc.
(j) Capital cost of water and sewage work.
(k) Capital cost of electrification
(l) Total capital cost.
(m) Disposal with authority for handing over to MES/BR Dept or
dismantling etc.
(n) Remarks.
69. It is emphasised that every operational task ordered by the division irrespective of the executing
agency and subsequent or final status of the operational task such as cancellations, closure and so
on should figure in the Numerical Assets Register. All assets including plant and machinery with
details of their make, serial number, cost and place where installed should be reflected in these
records.
70. Copies of such Numerical Assets Register will be kept at the division headquarters and in the
engineer regiments. It will be updated by the division headquarters concerned by 31 Dec every
year and a certificate furnished to this effect to General Staff (Operations) and Engineers branch at
corps headquarters. A copy of the numerical accounts will also be maintained by Chief Engineer
Command for audit purposes.(Auth: E-in-C’s Br letter No 66449/E2 (WPC) dt 28 Sep 81)
71. Audit objection or observations on the financial aspects, whenever raised by the Controller of
Defence Accounts will be dealt with by the division headquarters and the formation engineers
depending on whether they pertain to operational works or to the maintenance grant.
Handing Over of Assets to Military Engineer Services
72. A Board of Officers will be convened by the formation who had ordered the works for the purpose
of handing over assets to Military Engineer Services. The suggested composition of the board is as
under:-
(a) Brigadier - Presiding Officer
(b) Lieutenant colonel - Member (user unit)
(c) Major - Member (Engineer regiment)
(d) Garrison Engineer or his - Member in attendance from the
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representative concerned area (the certificate given
by Garrison Engineer/representative
will be countersigned by the
Commander Works Engineers.
73. The board will ensure the following:-
(a) Assets recommended to be taken over by the Military Engineer Services are not substandard
structures and are reasonably suitable for the purpose for which these are to be used. As a
guide the following will be taken over:-
(i) Buildings with residual life of two years and above.
(ii) Metalled roads in use which are required for a minimum period of three years.
(iii) All power supply installations in the area.
(iv) All static water supply installations excluding field water points.
(b) Assessed value of these will be carefully worked out.
(c) Assets will be entered in the draft board proceedings.
The following additional information will also be given:-
(i) Plinth area and other relevant dimensions of buildings or other assets in the column
‘Description of Asset’. Date of construction should also be shown in this column.
(ii) Approved cost of the asset as taken over will be shown separately for building and
internal electrification in the column “Assessed Cost”. This is necessary to
determine the maintenance allotment.
(d) The cost of any subsequent additions or alterations or special repairs will be entered in the
form, as in the normal works.
74. Division or station headquarters will forward five copies of the board proceedings to Quarter
Master General (works) branch, corps headquarters who will forward four copies of the board
proceedings to Engineers branch for scrutiny and submission to Chief Engineer, command
headquarters.
75. Chief Engineer, command will refer the proceedings for comments to the Zonal Chief Engineer and
will put up the board proceedings to the General Officer Commanding-in-Chief for approval along
with the recommendation of the Chief Engineer, command. On approval, Chief Engineer command
will order the Military Engineer Services to take over the assets.
SECTION 8
MAINTENANCE OF OPERATIONAL WORKS
76. Assessment of Maintenance Grant: The division headquarters should order a Board of Officers
for each brigade and divisional troops, by middle of December each year. The board will visit
every unit and assess the nature of repairs and the stores required for maintenance. Due to the
limited time available for maintenance of operational works assets, and the paucity of engineer
tradesmen, the repair work would be realistically assessed and scheduled. Works which can be
conveniently undertaken by the units themselves, using their own tradesmen should be taken stock
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of by the board and reflected in the board proceedings. All maintenance tasks must be scheduled
according to the priorities laid down by corps headquarters. The division headquarters will
consolidate all the board proceedings and prepare a maintenance plan in two parts as per Appendix
‘F’ attached. One copy of the maintenance plan and the board proceedings duly approved by the
division commanders will be forwarded to the General Staff (Operations) branch and Engineers
branch of the corps headquarters by 01 December each year. The following clarifications are
given:-
(a) Part I. Total maintenance load will not exceed 25 percent of the allotment made for
maintenance during the current financial year. After due approval of the maintenance plan
by corps headquarters these maintenance tasks will be undertaken and amount spent in
anticipation of actual allotment during the first quarter of the financial year for which the
maintenance plan has been made.
(b) Part II. This part will include other maintenance tasks to be undertaken on receipt of firm
allocation of funds for maintenance, from corps. Total amount of Part I and Part II should
be as per the norms laid down. For the purpose of planning the maintenance tasks, the
allotment made during the preceding three years can be given as a guide. On approval of
Chief Engineer of the corps, planning of maintenance works and advance action for
procurement of stores (actual expenditure will not be incurred in funds are allotted) can be
initiated by the formations.
77. Demand of Maintenance Funds. The demand for maintenance Grant will be projected as per
Appendix ‘G’ attached.
78. Execution. The maintenance of operational works assets will be carried out throughout the year.
However, maintenance of defence works will perforce be restricted to the actual working period
available. The maintenance tasks will be undertaken strictly as per the maintenance plan for the
year, duly approved by corps headquarters. As the formation engineers will also be concurrently
committed on execution of carry over works, the bulk of the maintenance tasks will have to be
carried out by the user units themselves under supervision of engineer tradesmen. Maintenance
stores will not be used for unauthorised works in operational works areas or in areas outside the
operational works jurisdiction.
79. Completion Report. A Board of Officers convened for the assessment of maintenance grant
should also inspect the maintenance works carried out during the working season. A consolidated
report as per the format attached at Appendix ‘H’ will be prepared by the division headquarters and
forwarded to the Quarter Master (Works) and Engineer branches at corps headquarters by 01 April
i.e at the end of the financial year.
SECTION 9
AUDIT OBJECTION AND OBSERVATIONS
80. Settlement of audit objections and observations raised by the Controller of Defence Accounts on
operational works is the responsibility of the unit, maintaining the construction accounts.
Responsibilities of various agencies including various formation headquarters are as under:-
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(a) Division Headquarters.
(i)To keep a watch on the audit objections and observations raised by the Controller of
Defence Accounts and also to watch the progress of their settlement. A Quarterly report on
the subject will be obtained from the engineer regiments in the first week of March, June,
September and December.
(ii) Forward a consolidated quarterly report to Quarter Master General branch at the
corps headquarters, furnishing the details of all audit objections and observations
with the latest progress by the second week of March, June, September and
December.
(iii) Progress statements of cases through, Quarter Master General Staff channels, for
those cases requiring sanction of higher Competent Financial Authority (CFA)or
Government of India.
(iv) At the time of relief of engineer regiments obtain a list of unsettled objections and
observations and progress their settlement directly with the relieving unit.
(v) Furnish replies to objections or observations raised by the Controller of Defence
Accounts on matters pertaining to administrative approvals and closure of
operational works.
(b) Corps Headquarters, Quarter Master General (Works)
(i) Secrutinise the quarterly reports and pursue settlement with the formation
headquarters.
(ii) Progress statement of case through Quarter Master General Staff Channels, cases
needing sanction of higher competent financial authority or Government of India.
(iii) Settle cases which require sanction by corps headquarters.
(iv) Reply objections or observations of general nature raised by the Controller of
Defence Accounts, involving sanctioning of works in the corps sector, financial
closure of works and disposal of assets created under operational works.
(c) Corps Headquarters (Engineers Branch)
(i) Advise ‘Quarter Master General’ branch on settlement of audit objection or
observations related with the subjects mentioned in Paragraph (b) above.
(ii) Furnish reply to the Controller of Defence Accounts on objections or observations
raised by him on technical aspects involving design or specifications of the works,
expenditure connected with stores, tools, plant and any other matter connected with
technical sanctions.
(iii) Progress cases through departmental channels requiring sanction of Command Chief
Engineers or the Engineer-in-Chief.
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Procedural and Financial Irregularity Involving Administrative Action, Civil Suits and Litigation,
Special Police Enquiry, Central Bureau of Investigations Etc.
81. All such cases will be dealt with by the formation headquarters concerned and progressed through
Adjutant General Staff Channels.
82. At the time of turnover of engineer regiments, full details of all pending cases will be obtained by
the Adjutant General Staff branch of the division headquarters. Division Headquarters will instruct
the relieving engineer regiment to deal with certain cases after handing and taking over and instruct
the relieved engineer regiment to hand over records/documents pertaining to such cases.
83. In case of doubt, division headquarters will refer the case to the Adjutant General Branch of corps
headquarters and obtain a ruling on the subject, well before the turnover of engineer regiment.
84. Adjutant General Branch of corps headquarters may seek the advise of the Engineers branch or
Quarter Master General (Works) branch as deemed fit.
85. Reports and returns and replies to queries on the subject will be submitted by the Adjutant General
Staff, at all levels.
SECTION 10
HANDING AND TAKING OVER OF OPERATIONAL WORKS,
OPERATIONAL WORKS STORES, PLANT AND MACHINERY
BETWEEN ENGINEER REGIMENTS.
86. At the time of relief of engineer regiments, the following category of works will be handed and
taken over between the relieving and relieved engineer regiments, on order from the division
commander, on the basis of proceedings of a Board of Officers.
(a) Operational Works Not Physically Completed. Division headquarters should ensure that,
all carry over operational works are completed before move of the outgoing engineer
regiment. This requirement must be foreseen well before the time of move and the engineer
regiment must be given full assistance and kept free from other commitments, so that they
can concentrate fully on completion of carry over works. Incomplete works as far as
possible, must be kept to the minimum. Where unavoidable, incomplete operational works
will be handed and taken over to include the following:-
(i) Administrative approval.
(ii) Technical Sanction.
(iii) Budget allocation, year wise.
(iv) Details of expenditure incurred to date. (Year wise, in case work has spread over
more than one financial year), booking by the Controller of Defence Accounts,
liabilities with their latest position.
(v) Details of stores procured, incorporated and balance stores handed over with cost.
Condition of stores, plant and machinery handed over will be reflected in the
handing and taking over documents giving their locations.
224
(vi) Outstanding demand details.
(vii) All relevant correspondence connected with operational works in their area of
interest.
(b) Maintenance Stores. These will be handed and taken over on the basis of survey board
proceedings.
(c) Operational Works Physically Completed But Financially Not Closed.
(i) Copy of board proceedings based on which the assets have been taken over by the
user units and entered in numerical records.
(ii) List of liabilities on account of which the construction account has not been closed
by the Controller of Defence Accounts with their latest position.
(iii) Expenditure incurred and booked by Controller of Defence Accounts till date (duly
reconciled).
(iv) Surplus stores, plant and machinery held, if any, on the orders from Chief Engineer
corps or command should be disposed off by the relieved engineer regiment and not
handed over to relieving engineer regiment.
(d) Surplus Stores, Plant and Machinery. All surplus stores, plant and machinery will be
listed job wise (this does not include those stores mentioned in Paragraph (a) to (c) above,
which will be listed separately for each job). The following details pertaining to all surplus
stores will be furnished to the relieving unit:-
(i) Operational task number against which they were procured or released.
(ii) Source and date of release/receipt order number and date.
(iii) Cost
(iv) Survey board proceedings giving condition of stores, plant and machinery.
87. A copy of the survey board proceedings will be held by the staff at the division headquarters and
the Chief Engineer corps.
88. Any shortcoming or irregularity noticed by the division headquarters at the time of handing and
taking over, will be regularised under orders of the division commander. One full set of handing
and taking over documents will be forwarded by the division headquarters with the remarks of the
General Officer Commanding if necessary to corps headquarters General Staff (Operations) and
held with the Chief Engineer.
SECTION 11
PROVISIONING OF STORES, PLANT AND MACHINERY
Categories of Stores
89. The stores required for operational works mainly fall under the following two categories:-
(a) Centrally controlled stores.
(b) Stores to be procured locally by engineer regiments.
Centrally Procured Stores
90. Chief Engineer of the corps will be responsible to take provisioning action for the following stores:-
225
(a) Cement.
(b) Steel
(c) Corrugated or plain galvanised iron (CGI or PGI) sheets.
(d) Prefabricated bitumenised surfaces (PBS) rolls.
(e) Bitumen.
(f) Explosives
(g) Generators or any other plant
(h) Paints
(j) Alkathene pipes
91. Procurement
(a) Cement. The engineer regiments should forward their quarterly forecast demand of cement
to reach the Engineer branch corps headquarters by 01 January, 01 April, 01 July and 01
October each year. The Chief Engineer corps will forward consolidated demand to the
Zonal Chief Engineer. Cement will be released by the Zonal Chief Engineers from the
stocks available with engineer park. Corps Chief Engineer will sub allot the cement to the
divisional engineer regiments based on their forecast demands.
(b) Steel CGI and PGI sheets. On the basis of operational works projected to command, Chief
Engineer corps will assess the approximate requirement of these stores and forward the
demand in the month of November or December to the Command Chief Engineer for taking
provisioning action immediately on sanction of operational work, Engr Regts will project
the demand of these stores on DER (P) Form Number 1 to Chief Engineer corps who will
scrutinse them and forward the demands to command E-3 Section, with copy to Zonal Chief
Engineer. Depending upon the availability within the command, these stores will be issued
by Engineers branch command headquarters. In case stores are not readily available in
stock, Not Available (NA) certificate will be issued to the engineer regiments. In such
cases, Chief engineer corps will undertake to float trade enquiries. After the finalisation of
the quotations, name of the approved firm will be intimated to the Engineer Regiment and
Deputy Controller of Defence Accounts . The Engineer regiments will then place the supply
orders on that firm.
(c) Bitumen and Explosives. The engineer regiments should intimate the approximate
requirement of bitumen and explosives for the following year based on projected works and
the boards convened for maintenance grant. This requirement should be forwarded to the
Engineers branch (corps) by 10 January each year. Chief Engineer will scrutinise the
demands and forward the consolidated requirement to command to take provisioning action.
Stores will actually be procured or released by the Zonal Chief Engineer on order of Chief
Engineer Command.
(d) Generating sets, Pumping Sets, PBS Rolls. These stores fall under the category of
controlled stores and are generally centrally purchased by the Army Headquarters, Engineer-
in-Chief’s branch or the Ordnance Branch. Demand of these items will be prepared by the
Chief Engineer on DER (P) Form 1 clearly stating the time by which these are required and
five copies of these forwarded to E-3 Section Engineers branch (command). Based on their
availability in stock, these will be released. Alternatively, ‘NA Certificates, will be issued
by the agencies concerned. Chief Engineer corps will then arrange for the local purchase of
these stores.
(e) Paints and Alkathene Pipes. Engineer regiments will forward the demands of these stores
to Engineer Branch of the corps headquarters by 15 April each year. Chief Engineer corps
will finalise and approve the rates, specifications and the quality of these items and intimate
to the engineer regiments and Deputy Controller of Defence Accounts. The unit will then
place the supply order on the approved firm.
226
Stores to be Procured Locally by Engineer Regiments
92. The formation engineers will works out the requirement for items other then those mentioned in
Paragraph 90 above, on the basis of sanctioned operational works, the maintenance programme and
arrange to procure them as per the standard procedure.
Local Purchaser of Stores under Maintenance Grant
93. No local purchase of stores; required under the maintenance grant, will be done without the prior
permission of Chief Engineer corps. The formation engineers will forward to the Chief Engineer
corps their formal requisition i.e. application for sanction of local purchase, supported by the
quotations of the firms, comparative statement and the NA certificates. The Chief Engineer will
accord his approval after necessary scrutiny.
227
228
Appendix ‘A’
(Refer to para 32)
OPERATIONAL WORKS DEMAND FOR THE YEAR……………….
Ser No Type of works (Details Existing Approximate cost Funds to be allotted Any other REMARKS
including exact areas, arrangements (in lakhs) in lakhs information
necessity with reasons)
200 -200 200 -
200
(a) (b) (c) (d) (e) (f) (g) (h)
Works should be listed in the order of priority.
229
230
Appendix ‘B’
(Refers to Para 38b)
SPECIMEN ADMINISTRATIVE APPROVAL
Unit Concerned
ADMINISTRATIVE APPROVAL
1. Under the provision of Government of India, Ministry of Defence letter No 05633/Q3W
iii/204/DS/48 dt 23 January 1948, as amended from time to time, administrative approval and
sanction to incur the expenditure is hereby accorded for the following works:-
Ser No Operation Number Task Category of works Details of works
2. The expenditure involved is debitable to Revenue Head Major Head- 2076 Defence Services Army,
Minor Head 111, Sub Head A – Works (a) (I)- Works not forming capital assets (Code Head
1/451/01). The work is sanctioned to be completed in a period of……………years.
3. Under the provisions of Government of India, Ministry of Defence letter No
A/00965/Q3W(Policy)/908/S-D(W-1) dated 25 May 1963 as amended from time to time and
clarified vide Government of India, Ministry of Defence letter No A/00965/Q3W(Policy)/164-
S/SO-III/D(W-I) dated 19 May 1969, General Officer Commanding……….Mountain Division
hereby accords sanction to the purchase of such stores/materials as are required for the operational
works and not available with ordnance/Engineer Depots by Commanding Officer…….Engineer
Regiment.
Signature of General Officer Commanding
Copy to:-
1. EG1, Engineer-in-Chief’s Branch, Army Headquarters.
2. Director Works (Army), E-in-C’s Branch, AHQ
3. Q3 Works, QMG Branch, AHQ
4. Headquarters------------------ Command (QMG Branch)
5. Headquarters------------------ Command (Engr Branch)
6. Headquarters------------------ Corps (QMG Branch)
7. Headquarters----------------- Corps (General Staff/Operations Branch)
8. Headquarters-----------------.Corps (Engineer Branch)
9. Headquarters----------------- Mountain Division (General Staff Operations Branch)
10. Controller of Defence Accounts Together with a copy signed in ink
11. Area Account Office
231
Appendix ‘C’
(Refers to Para 52)
MONTHLY PROGRESS REPORT OPERATIONAL WORKS : 200 –200 FOR THE MONTH OF……………….
Ser Job Brief description Amount Works Specific Progress Amount Tasks Remarks
No Number of work and allotted Commenced construction since work expended planned for
probable date of from carried out started the ensuing
completion during the months
(PDC) month under
review
(a) (b) (c) (d) (e) (f) (g) (h) (j) (k)
a) Any problem of stores supply?
b) Any problem of unskilled hands?
c) Any other bottleneck?
(a)
Ser No
Name of works (Sub head and
(b)
minor head)
(c)
Administrative approval
Allotment
(d0
(e)
Expenditure on labour from
___ to____
Expenditure on local purchase
(f0
of stores from ___ to_____
(g) Expenditure on transfer of
stores during the months
Already adjusted by
(h)
controller of Defence
Accounts
232
(j)
Amount to be
debit adjustment
adjusted
of stores against book
Expenditure on purchase
Total expenditure of previous
(k)
month
(l)
Total expenditure including
previous month, i.e column (e)
to (k) excluding (j)
Total expenditure including
MONTHLY EXPENDITURE RETURN FOR THE MONTH OF……………
(m)
column (j)
Liabilities
(n)
Remarks
(o)
Appendix ‘D’
(Refers to para 64)
233
Appendix ‘E’
(Refers to Para 67)
QUARTERLY EXPENDITURE RETURN OF OPERATIONAL WORKS FOR THE QUARTER ENDING
Ser No Job Number Allotment of Funds Expenditure Remarks
Upto the last quarter During the quarter Upto the end of
the Quarter
(a) (b) (c) (d) (e) (f) (g)
Carry over Works
Total
New Operational Works
Total
234
Appendix ‘F’
(Refers to Para 76)
MAINTENANCE PLAN OF ASSETS CREATED OUT OF OPERATIONAL
WORK PART I FOR THE YEAR 200 -200
Formation:
Allotment:
For the Year:
Ser No Descriptio Numerical Capital Cost Operationa Details Stores Required Priority
n of Asset Records B/R E/M Total l Task of Item Quantity Cost of repair
Serial Number repairs
Number under required
which
constructe
d
(a) (b) (c) (d) (e) (f) (g) (h) (j) (k) (l) (m)
NOTES:-
1. Total cost of repairs in Part I should not exceed 25% of the allotment during the current year.
2. Format for Part II is similar to that of Part I.
3. Abbreviations used : (a) B/R – Building and Roads.
(b) E/M – Electrical and Mechanical
235
Appendix ‘G’
(Refers to para 77)
PROJECTION OF DEMANDS FOR MAINTENANCE OF OPERATIONAL WORKS ASSETS
Ser Type of work (Details Existing Capital Value Approximate Priority given by Any other Remarks
No including exact area, necessity arrangements cost of formation informatio
with reasons) maintenance n
(a) (b) (c) (d) (e) (f) (g) (h)
1. Buildings.
2. Field Defences.
3. Roads and tracks.
4. Helipads.
5. Water Supply
6. Electrical Installations
7. Miscellaneous (Lightning conductors etc)
236
237
Appendix ‘H’
(Refers to Para 79)
DETAILS OF MAINTENANCE WORKS CARRIED OUT
DURING THE FINANCIAL YEAR
Ser Description of assets Type of repairs Stores Stores Stores held Serial Number of Remarks
No repaired carried out procured consumed balance maintenance plan
(a) (b) (c) (d) (e) (f) (g) (h)
NOTE: Reasons for non utilisation of stores should be given in ‘Remarks’ column.
238
Precis No 1602
Management Department
DEPOSIT AND AGENCY WORKS
Introduction
1. With the induction of Zonal CE’s in 1964, the MES has been able to provide Engineer cover for
almost all areas in the country. With this situational advantage, MES may be called upon to
execute the works services by Semi Government, Civil Bodies (such as City Corporation,
Cantonment Board etc), Private Organisations /Persons (called as Deposit Works) or by the
State Government, CSD (I), Union Territories and other Central government departments
(called Agency Services)
NOTE; Union Territories are treated at par with the State Government and prior approval of the G
of I will have to be obtained as and when works in the Union Territories are be carried out by MES.
Para 301 RMES is amended accordingly.
(Auth: E-in-C’s Branch letter No 35494/Pol/E2(WPC) dated 30/7/84)
2. This precis deals with the procedure to be followed in executing Deposit Works and Agency
Services with its salient features.
Sanction of Deposit Works
3. Deposit works can be undertaken after the consent of the CFA as under:-
(a) Comdr Sub Area/Bde Gp - Rs. 1,00,000/-
(b) Comdr Area/Div Corps - Rs. 2,50,000/-
(c) GOC-in-C Command - Rs. 10,00,000/-
(d) COAS - Exceeding Rs. 10,00,000/-
For execution of deposit works connected with Navy the procedure given in Paras 305 to 309 of the
Regulation MES will be followed. The prior consent of the under-mentioned authorities will be
necessary:-
(For Works Costing upto)
(e) Flag Officer Commanding Area - Rs. 2,50,000/-
(f) Flag Officer Commanding-in-Chief Command – Rs. 10,00,000/-
(g) Chief of Naval Staff - Exceeding Rs. 10 lakhs
4. Area/Sub area Commander may accord a general approval when MES can undertake works upto
Rs. 2.50 lakhs and Rs 1 lakh respectively.
5. Adm approval and allotment of funds is made by the party concerned. Total cost of the work
including departmental charges, if any, (dealt with in para 11) must be deposited before the work is
taken up for execution. Payment in installments can be sanctioned by G of I only. No Interest will
be allowed on amounts deposited and no advance of Govt Funds will be permitted, nor will Govt be
responsible for any expense or loss due to stoppage of work, pending the receipt of further
installments.
(a) Expenses incurred on payment of compensation under the Workmen’s compensation Act,
legal charges on account of disputes with contractors or with the authority for whom work is
executed, and royalty or compensation for infringement of patent rights and any similar
items of expenditure fairly contingent on the work, including departmental charges threon,
will be recoverable in addition to cost of work.
MES officers in charge of the work will keep the authority concerned informed of the
progress of the work and of any Excess or Savings anticipated.
239
6. The role of engineers in administrative control is the same as for defence works.
Execution
7. Following principles are observed in undertaking execution of deposit works:-
(a) No extra expenditure should be incurred by MES.
(b) Charges on account of establishment, audit, leave, pension, tools and plant (normal
holdings) are recovered from the party concerned as a fixed percentage of the cost, termed
as ‘Departmental Charges’ (dealt with in para 11).
(c) Works are executed in the most economical manner and according to the same general
principles as for defence works. Procedure for planning and execution of the work shall be
same as normal work except that scales and specifications shall be as per the requirement
of the agency for which work is being executed.
(d) Deposit works are given the same priority as for defence works except when the Area
Commander has laid down any higher/lower priority.
(e) All changes in designs/specifications have the concerned party’s approval. Drawings and
design are duly signed by the party in advance.
(f) The land on which the deposit work is to be executed must belong to the agency for whom
the work is to be executed before any deposit work is proposed on defence land, the portion
of that land has to be transferred to the agency for whom the work is intended after due
reclassification and sanction of the Competent Authority.
(g) Accounts are finalised and completion report rendered to the higher engineering authority as
early as possible.
(h) Handing/Taking over is effected in writing to avoid unnecessary disputes.
NOTE: Deposit works differ from other normal works in only one respect viz. the funds
come from other parties. Even though expenditure on such works is not finally charged to
the Defence Services estimates, all requirements including rendering of the completion
report laid down for execution of other works are to be followed.
8. MES responsibility for deposit works is identical to that for defence works except for the points set
out in para 9.
9. MES is not responsible for the following:-
(a) Unavoidable delays.
(b) Excess expenditure due to unforeseen circumstances viz. alteration in design resulting from
inescapable causes e.g. required stores not available.
NOTE: If at any time, an excess over sanctioned estimate is expected, reference must be made to
the party concerned. No commitment is to be incurred till the revised sanction is obtained.
(c) Paying royalties, compensation under workmen’s compensation Act (dealt with in Precis on
Organisation) or other similar charges not included in the estimate.
(d) Subsequent maintenance (except rectification’s ordered on the contractor in maintenance
period).
10. The party concerned must agree to the above conditions before a work is taken up.
Departmental Charges
11 All deposit works are to be levied departmental charges as laid down in Table ‘H’ in terms of
para310 of RMES. The departmental charges however could be waived by Govt. of India.
240
12. The following charges will be levied on works executed by the MES:-
Works performed on behalf Establis Tools & Audit Pensionary Total
of hment Plant & charges
charges charges Accoun
ts
Charge
s
(i) Service and 13.0% 1.5% 1.5% 0.5% 16.5%
Department including
Cantonment Boards and
Private Bodies 10.0% 1.0% 1.0% 0.5% 12.5%
individuals
(ii) Railway 2.0% - - - 2.0%
Administrations
(iii) Preparation and
checking of estimate only
and assessment of the
value of buildings for 2.0% 1.5% 1.5% - 5.0%
Civil Departments and
Cantonment Boards, (See 7.0% 1.5% 1.5% 10.0%
Note 1)
(iv) Units for
electrification’s of -
military buildings at Unit 7.0% 1.5% 1.5% 10.0%
expense
(v) Consumers in
connection with the
extension of supply lines
of MES water and
electrical undertakings to
non military buildings
(vi) Connections of
Private buildings to MES
water and Electric mains -
NOTES:
(1) When work is carried out by MES, prescribe departmental charges are levied and no
additional charge is made for preparation of estimates.
(2) No audit charges will be levied if the audit is not conducted by the Defence Accounts
Department.
(3) For preparing estimates only 2% Departmental chargers are levied.
(4) Departmental Charges are not levied for checking estimates of Cantonment Board works.
241
13. Departmental charges are levied to cover the cost of normal establishment, T and P and other
incidental expenses. Charges for additional establishment, T and P specially arranged for the works
are included in the estimate.
(Para 311 MES Regs)
14. As a rule NO exemption from departmental charges is allowed. In special cases, E-in-C may reduce
or remit departmental charges for works upto Rs. 2,000/-. Such exemptions are applied for, through
the CDA and granted by E-in-C in consultation with financial Adviser, Ministry of Defence,. All
other cases are referred to G of I.
15. The following are exempted from the levy of MES Departmental Charges, but not from the cost of
special establishment or special T and P:-
(a) Works chargeable to the training grant, or to regimental or station funds.
(b) Religious buildings in unit lines and prayer rooms.
(c) Army/Air Force/Navy, Health and Child Welfare Centres and Gurkha Families hospitals.
(Table H of MES Regs)
(d) Articles of furniture purchased by units through the MES (See para 655 RMES).
(e) Works undertaken on behalf of Imperial War Graves Commission for maintenance of War
Graves.
(f) Coffins and graves for military officers, soldiers and their families.
(g) Departmental Charges are levied for works done in workshops.
( See Para 889 RMES)
16. As regards percentage on sale of stores, see para 801 RMES. Issue of stores to military units for
carrying out essential training not authorised in any particular scale, is exempted from the levy of
the departmental charges.
17. The charges levied on works carried out by CPWD on behalf of MES are notified from time to time
by the Ministry of Works and Housing.
18. The supervision charges levied by the Railway administration on works for Defence Services, are
laid down in Appendix of RMES.
19. Departmental charges are not levied on internal electrical installations provided in military
buildings at private expense through the agency of the MES, if the individual concerned agrees in
writing, to forego all his right, title and interest in respect of the installations in favour of
Government. Such installations will, on completion, be maintained at Government expense, their
cost enter in the Register of buildings and rent assessed on the increased capital cost. (See IAFW-
2155).
Accounting
20. Accounts are maintained in the same manner as for defence works. The amount of deposit is
shown as an allotment, which is divided in two parts separate for works and departmental charges.
Unexpended balances are refunded on completion of works, refunds being treated as a reduction in
the original deposit.
21. Departmental charges are adjusted by the CDA after the completion cost is known. MES Regs Para
563 to 576.
242
Agency Services
22. The principles for executing the agency services are the same as for deposit works except that
advance payments are not necessary. Only funds are guaranteed by the department concerned.
Necessary debit is raised against the department through the CDA.
23. Regarding Railway works, see Appendix of RMES.
Contribution Works
24. Contribution works are those works where funds are obtained partly from government and party
from non government bodies/private persons.
25. These works are treated similar to agency services, contribution from private bodies being treated
as an addition to the allotment. Contributions are payable in advance.
Cantonment Boards
26. Cantonment Boards employ their own staff to carry out work services. GE or other MES officer-in-
Charge of military works in cantonment is the Executive Engineer of the Cantonment.
(Para 47 MES Regs Cantonment Act (Act II)1924
27. As an executive engineer his duties are purely advisory. He is merely the technical adviser of the
cantonment boards and offers technical advice when it is sought.
28. In Class I and II cantonments, the Executive Engineer is an ex-officio member and attends the
board meetings. He is normally appointed to any board committees except building/ bazar
committee.
29. His duties in case of such cantonments include those attaching to membership of the board,
membership of the committees and certain inspection duties. The services of executive engineer
are utilised as a member of a committee, only when technical advice is considered absolutely
essential.
30. Executive Engineer cannot be called upon to prepare estimates, supervise and carry out works
except as a deposit work entrusted to MES. Normal departmental charges are levied on such
works. However, these can be reduced by 10% by Area Commander on request from cantonment
Board.
(Table H MES Regs)
Works for NCC Units
31. Construction in Cantonment areas is to be undertaken by MES .MES can
also undertake works in non-Cantonment areas wherever possible Where
MES is unable to undertake the work in non-Cantonment areas, the work
may be entrusted to State PWDs. All NCC Projects at non Military stations
for construction of Married Accn and Staff will be treated as Deposit Work.
31A. Such works are chargeable to State Government and are treated as agency services. The
departmental charges levied are as under:-
(a) Works sanctioned before 7th July 1952
(i) Establishment charges - 9.0%
(ii) T and P charges - 1.5
(iii) Audit Charges - 1.5%
(iv) Leave charges - 1.0%
(v) Pensionary charges - 2.0%
Total 15.0%
Note: Specialist charges are levied in addition to the above departmental charges.
(b) Works sanctioned on or after 7th July 1952.
No Departmental charges are to be levied when undertaking works on behalf of state govts
for NCC. Cost of special establishment, if any, are to be debited to state govt concerned.
243
(G of I MOD letter No 0236/52/NCC/2808/B/D/(ISO) MES dated 7th July 52)
32A. PROCEEDURE FOR CONSTRUCTION OF CENTRAL SCHOOL BUILDING BY MES
Ministry of Defence have agreed to provide the following facilities to Central School Organisation :--
(a) MES buildings in which Regimental schools are housed would continue to be used as Central
School on rent, till permanent building are put up.
(b) Only maintenance charges will be recovered when maintenance of building at ‘a’ above are
entrusted to MES.
(c) Funds for maintenance of these buildings & roads will be worked out by MES as worked out for
defence assets.
(d) MES furniture declared surplus will be transferred to KVS on payment of depreciated book value.
(e) KVS will be permitted to construct essential buildings within the existing campus of the regimental
schools, on the condition that if such buildings are later required for defence purposes, the same will
be vacated on payment of suitable compensation by the Ministry of Defence.
(f) Cantonment authorities / MES authorities to supply water and power on payment at prescribed
rates as for non-entitled personnel.
(g) Surplus accn may be allotted to teachers employed by KVS. The rent shall be recovered in
accordance with para 16 of quarters and rent., such allotments will be on temporary basis and will
be liable to be vacated on 30 days notice as and accn is required for use by the Defence service
personnel.
(h) Minimum essential land required will be earmarked in each cantonment wherever school in
cantonment have been brought under the Central School Schemes and given to KVS on long term
lease basis .Nominal rent of Rs. 1 per annum will be charged .If sufficient defence land is not
available ,the required land near the school area shall be acquired.
(j) KVS works to be executed as Agency Services by MES. No departmental charges shall be
levied.
(k) Sanction of transfer land & building shall be issued by Ministry of Defence.
(l) Cases of transfer of lands and buildings will be regulated by Ministry Land Cantonment
Organisation.(Auth. MOD letter no. PC(2) to MF No.125/25/ADM/L&C/888-C/D(GS-II)dated
24 May1976,circulated vide E-in-C’s Br. letter No.22659/E2(WPC) dated 16 Sep 76 amended
vide our even letter dated 13 May 77 and 13 Jun 78)
32B. A Works Manual for KV Sangathan Works by MES has been issued by E-in-C’s Br vide their letter
No. A/00054/E2Army/76 dt 8 Aug 87.This Manual is a compendium of guidelines, instructions,
policies issued and procedures for KV Works.
Execution of MES Works by Other Agencies
33. When the MES entrusts to the agency of a Municipality, local body, etc any works services the
normal procedure for according technical sanction in the agency concerned will be followed except
that in the case of projects costing more than Rs 1 lakh, detailed plans and specifications will be
shown to the MES before the agency accords technical sanction.
(DWP-86 para 28)
33A. The procedure laid down in E-in-C’s Br letter No. A/95533/Pol/E2(WPC) dt 31 Aug 92 will be
adopted while dealing with such works.
34. Payments made to the agency concerned in respect of such works services will normally be treated
as a payment for works done by a contractor. Where, however, the Municipality, etc, requires an
advance payment to be made before taking the work in hand, this may be done with the
concurrence of the CDA, any difference between the amount advanced and the amount actually
244
spent being adjusted before the accounts for the work are closed. The payment of the advance as
well as the final bill would be made after pre-audit by the CDA and the advance will be compiled to
Head P Deposits and Advances and recovery/adjustment watched.
35. If lump sum payments have been agreed upon, as in the case of maintenance of buildings, roads,
etc, as a standing arrangement, the procedure for settling the account periodically and for recording
the cost of the works may be settled with the concurrence of the CDA and the following conditions
observed:-
(a) A certificate of work having been done in accordance with the conditions agreed upon is
placed on record by the CWE.
(b) When payment is made for a number of works which are chargeable to different budget
heads, the necessary allocations are recorded ; and
(c) As far as possible the liability of a year is settled within that year.
36. Where it is obligatory on the MES to entrust work to an agency, e.g. connections for electricity,
water, gas, sewage etc, advance payments up to the estimated cost of the work may be made in
accordance with the terms and conditions of the agency concerned with the concurrence of the
CDA.
Arrangements will be made to have unspent balances, if any, refunded as soon as the work is
completed.
37. Detailed procedure for carrying out Defence Works by the Railways and adjustment of expenditure
between Railway and Defence Ministries are contained in Appendix ‘J’ of RMES
(1968).Departmental Charges are specified by Rly Board has been circulated under E-in-C’s Br
letter No. 47123/E2A dt 4/6 May 67.CWE will maintain a register of Rly sidings and platforms
which are maintained by Rlys and maintenance charges are paid by the Defence at the rate of 2.5%
per annum on the total cost of the sidings/platforms. Before any payment is made, CWE will obtain
a certificate from local area HQ/Naval/Air Force Authorities that the sidings/platforms are reqd for
the Defence purpose .
245
(Precis No.1603)
Management Department
DEMOLITION OF BUILDINGS
Introduction
1. Buildings entrusted to MES may have to be partially or completely demolished due to various
causes e.g. after the expiry of its useful life, partial or complete rebuilding.
2. This precis deals with the procedure adopted for initiating, sanctioning and carrying out demolitions
of buildings.
Types of Demolitions
3. Demolitions are of two years:-
(a) Demolition of portions of structure.
(b) Demolition of complete structure.
4. Demolition of a complete building may become necessary:-
(a) When the structure has reached such a state of deterioration that is cannot be kept in a
reasonable state of repair at an economical cost.
(b) When land is to be cleared to provide space for new projects of permanent buildings, open
space, recreation or extension of roads, parade grounds, or such other purpose.
NOTE: Demolition in such cases is resorted to only when no other suitable land is available
and/or buildings are of temporary war time construction and will have tom be eventually
demolished in any case.
(c) When buildings are surplus to defence requirements and will not be required in future.
(d) When land is hired/requisitioned for a specific period and is to be released.
(e) When the structure has been rendered completely unserviceable due to natural calamities
e.g. floods, fire or storm.
5. Demolition of portion of a structure may become necessary due to:-
(a) Partial deterioration of a structure requiring repairs, renewals or replacements.
(b) Additions, alterations and improvements.
(c) Natural calamities e.g. storm, fire, floods.
Procedure for Sanctioning
6. Procedure for sanctioning demolition depends on the type of demolition and whether the structure
to be demolished only or to be replaced.
7. No separate sanction is necessary for demolitions falling under para 4(b), 5(a) and (b) provided
approvals accorded to new projects, repairs, renewals and alterations include demolitions as well.
Cases falling under para 4(e) and 5(c) will be dealt with after the finalisation of the Court of
Inquiry/Board of Officers proceedings.
8. In an estimate for reconstruction, AA to the execution of the service is authority for any demolition
involved irrespective of the value of the buildings to be demolished.
(Para 15-A DWP)
9. In other cases viz paras 4(a), (c) and (d), following procedure is observed:-
(a) Unit in occupation of the unit line or MES in respect of unoccupied buildings initiates a
demolition statement for sanction of CFA.
(b) Demolition statements are prepared on IAFW-1819. In addition to the information
contained in IAFW-1819 the General specifications of the original building and its present
condition should be stated. A specimen of IAFW-1819 (inner page) is shown at Appendix
‘A’ attached.
246
(c) The statement is sent to MES for filling up necessary details and recording
recommendations regarding disposal. Demolition statement will be checked by AAO,GE of
the MES formation.
(d) Demolition statement is sent to Station Commander for scrutiny and approval who records
his recommendations regarding disposal.
(e) CFA may approve demolition of all or any building within his powers or direct disposal in
any other manner. Demolition action can be taken only after approvals.
(f) Copy of approved demolition statement is sent to CDA as soon as possible thereafter.
Competent Financial Authority (CFA)
10. Powers for sanctioning demolition are laid down in Appendix ‘B’ attached.
11. Capital cost of individual buildings and not the total cost of buildings in a demolition statement
forms the criteria for deciding the CFA.
NOTE: To facilitate sanctioning, separate demolition statements may be prepared for sanction by
appropriate CFA, but all demolition statements pertaining to a camp/project should be initiated at
one time and no piece-meal.
Carrying out Demolitions
12. Demolitions are carried out to the best advantage of the state. Partial demolitions are generally
entrusted to the agency carrying out repairs, replacement or alterations or may be carried out by
DEL under MES supervision.
13. Complete structures may be auctioned for demolition, in arranging/carrying out such auctions the
u/m points should be ensured:-
(a) Auctions are arranged through Govt approved contractors.
NOTE: Information relating to such auctioneers may be obtained from ML and C Department,
DGS&D or State Govt.
(b) An agreement is entered with the auctioneer clarifying the commission payable,
responsibility for advertising and other incidental matters (such agreements are concluded
by CWE on standardised forms).
(c) Reserve price is assessed by GE and approved by CWE. Such assessments are to be treated
as ‘Confidential’.
(d) Reserve price is based on the capital cost of assets, the condition of assets and market trends.
Fixing low prices result in loss of State while unreasonably high price may lead to
infructuous expenditure on account of repeated auctions and deterioration of assets.
(e) Wide publicity is given to the auctions by advertising, beat of the drum and display of
auction notices in MES formations/public buildings.
(f) Physical check of assets is carried out prior to auction to confirm availability of assets.
Where the assets are not susceptible to check, auctions are conducted on ‘as existing basis’.
(g) Assets are auctions in convenient lots from the view point of obtaining better bids,
feasibility of carrying out demolitions or security.
(h) Auction notices should give full information of the assets, their condition and terms under
which the bids are invited. A certain percentage of the bid (generally 25% is collected as
security deposit on the spot which is refundable only after the bid has been rejected or
demolition satisfactorily completed.
(j) Auction are attended by a responsible MES representative who keeps a watch in the proper
conduct of auctions.
(k) Statement of successful bidders is compiled and signed by auctioneer at the site. One copy
of which is retained by MES representative.
247
(l) Statements are submitted to CWE with GE’s recommendations. General procedure
regarding auction is shown in Precis 1661 for stores. Most of this apply to buildings also.
14. Where auctions are not considered feasible or where repeated auctions do not yield satisfactory
bids, demolition may be carried out through DEL under MES supervision. Cost of demolition is to
be sanctioned as an original work by appropriate CFA.
15. Demolition may be entrusted to troop labour provided a strict supervision is exercised and all stores
obtained are returned to MES.
16. Detailed instructions for disposal of surplus buildings on cantonment lands and M of D lands
outside cantonments are laid down in G of I, M of D letter No 9601/199/III/1001 E/D)E & Org) of
17 Nov 54.
(E-in-C letter No 1601/199/IV/E2 dt 14 Nov 54)
Proceeds from Demolition
17. All stores obtained from demolition of the structures are properly accounted on Demolition Register
IAFW-2200, which contains a numerical account stores. A demolition certificate IAFW-2201 is
attached to all Contractor’s bills to ensure that such stores have been properly accounted for.
18. Where demolition stores are not required for MES use, these may be sold off to the contractor by a
suitable provision in the contract for carrying out repairs replacement, renewals or alterations.
19. A periodic review of demolition stores is necessary to ensure that stores are utilised as early as
possible or disposed off by auction.
20. Amount realised on account of sale of assets/stores are treated as revenue/credit to the project and
dealt with as laid down in para 828, MES Regulations (1968).
Amendment of Records
21. Amendments to records e.g. RMB, PSMB and Cantonment Plans must be carried out immediately
after demolition. Such amendments should then be notified to all concerned through quarterly
amendments/annual exchange of records.
22. Conclusion
Demolitions involved assets and therefore must be based on approval of competent authority as in
the case of creation of assets.
248
Appendix ‘A’
(Precis No 1603)
Inner Page of IAFW 1889
(Refer Para 9 (b)
Station…………………………………………………. Year…………………………… 200_ …………………………………
Building Proposed to be Demolished Opinion of the
Report by.. giving reasons for
the demolition and whether
Value of Salvage Materials
occupation of the building
Brigade Commander/ Sub
Divisional Commander/
Page of RTMB RPMB
the building cannot be
Book Value Assessed
Year of Construction
Government purpose
utilised for any other
Number of Building
Cost of Demolition
Name of Building
Local authority in
Area Commander
Area Commander
GOC-in-C
Value
Rs Rs
Checked Certified that the building exist at site
UA GE No…………………… Div GE………………………….. Div Sanction of
Date…………………… Date…………………. Competent
Authority
--------------------------------------------------------------------------------------
Certified that the buildings have been written off the books, vide pages
Of the Register of temporary/permanent Military Buildings also that
Periodical Services Measurement Books, Record plan of Buildings,
Cantonment Plans etc have been amended as necessary.
249
250
Appendix ‘B’
Precis No. 1603
Refer Para 10
POWERS OF CFA TO SANCTION DEMOLITION STATEMENT
(Authority : Para 15 A of Defence Works Procedure MES Regs Table ‘A’)
Ser No. Authority Powers
1. Government of India - Full powers
2. COAS/CNS/CAS - Rs. 10 lakhs
3. GOC-in-C/Equivalent Navy Comdrs/AosC-in-C - Rs. 5 lakhs
4. Corps Comdrs - Rs. 5 lakhs
5. Comdr of an Area/Indep Sub Area/Indep Bde - Rs 1.5 lakhs
Group/Equivalent Navy/Air Force Comdrs
6. Comdr of Sub Area/Bde Group/Equivalent Navy/ - Rs. 30,000/-
Air Force Comdrs
7. Station Comdr of and above the rank of Lt Col/ - Rs. 10,000/-
Equivalent Navy/Air Force Comdrs
8. Station Comdr below the rank of Lt Col/Equivalent - Rs. 5000/-
Navy/Air Force Comdrs
[Authority : MOD letter No. 3(7)/93/D(Works) dt 27 Aug 98]
251
Precis No.1604
Management Department
REAPPROPRIATION OF BUILDINGS
Introduction
1. Buildings built for a certain purpose may at a later date be utilised for some other purpose due to
changes in establishments of occupying units. Such a change in the use of a building is termed as
‘Re-appropriation’.
2. This precis deals with the procedure for initiating and sanctioning ‘re-appropriation’ and is based
on para 15-B of Defence Works Procedure. Paras 155 and 156 MES Regns (1968) refer.
3. Types of Re-appropriations
Re-appropriations are of two types:-
(a) Entailing no alteration and no cost.
(b) Entailing alterations and expense.
4. Competent Authority for Sanction
(a) CFA for sanctioning re-appropriation mentioned in para 3(a) are any of the authorities who
can accord acceptance of necessity and administrative approval irrespective of capital value
of building involved. All sanctions accorded by an authority lower than Commander of an
Area/Corps will be reported to him. Necessary amendments to the Register of Buildings
will be made by the GE for permanent re-appropriation. Each sanction for temporary re-
appropriation should state the period of re-appropriation and be communicated to CDA and
GE concerned. It can be renewed as required. IAFW-1831 is not necessary and particulars
need not be recorded in the Register of Buildings.
(b) CFA for sanctioning re-appropriations mentioned in para 3(b) are same as for acceptance of
necessity and administrative approval depending upon the expenses involved in alterations.
But no expenditure will be incurred unless funds are available. All sanctions accorded by an
authority lower than Commander of an Area/Corps will be reported to him. Each sanction
should state whether the re-appropriation is temporary or permanent and communicated to
CDA and GE concerned. If temporary it can be renewed as required, IAFW-1831 is
required and particulars including expenditure are to be recorded in Register of Buildings.
A specimen of IAFW-1831 is shown at Appendix ‘A’ attached.
5. Re-appropriation involving increase in scales or introducing a new practice required sanction of
Govt of India. Minor increases in scales upto 50% of authorised area, which are inevitable due to
constructional reasons, will not however require Govt sanction.
6. Re-appropriations included in an Adm approval are not required to be approved separately on
IAFW-1831. The particulars including expenditure are to be recorded in the Register of Buildings.
252
Appendix ‘A’
(Precis No 1604)
(Refer para 4)
IAFW-1831
REAPROPRIATION OF BUILDINGS ENTAILING ALTERATIONS AND EXPENSE
(See paragraphs 155, Regulations for the MES, 1968)
(This form will also be used when any buildings are transferred to or exchanged with those belonging to another Department).
Station……………………………………………………………
District:…………………………………………..
Number, name and Purpose for which Proposed Re-appropriation Remarks
Location of Building constructed
Details Authorised (A) or Approximate cost of Date to which
Special (S). structural alterations required or
permanent (P)
1 2 3 4 5 6 7
Rs.
Certified that the change/ transfer has been noted in the Register of
Buildings on pages…………. And that Periodical Services Measurement
Books, Record Plans of Buildings, Cantonment Plans, etc, have been
Amended as necessary.
GARRISON ENGINEER
253
Appendix ‘A’ (Contd)
(Page 2 of IAFW 2831)
REAPPROPRIATION OF BUILDINGS ENTAILING ALTERATIONS
AND EXPENSE
(For use in Unit and Brigade Office)
(a) No and name of the building.
(b) Purpose for which constructed.
(c) Purpose for which it is proposed to be re appropriated.
(d) What are the present arrangements for the accommodation required?
(e) Why cannot these arrangements continue?
(f) What use is to be made of the accommodation rendered surplus by the re appropriation?
(g) Is the accommodation being re appropriated surplus?
(h) Is the accommodation likely to be required again for its original purpose?
(i) Is the accommodation likely to lead to a demand for replacement?
(j) What alterations are required in the building?
(k) Will such alterations prevent the building being re used for its original purpose?
(l) Are any extensions or electric and water installations necessary or is additional electric or water
equipment required?
Brigade Commander’s recommendation.
Passed to GE for costing on…………………
258
Precis No. 1605
Management Department
RESPONSIBILITIES OF E/M SECTION
Reference : MES Regulations, paras 721 to 739
MES Standing Orders by E-in-C paras 154 to 162
Introduction
1. E and M section of MES forms an integral part of MES organisation. It is charged with the task
of providing electricity and water supply, refrigeration and air conditioning, operation and
maintenance of water borne sewage disposal plant, use and operation of vehicles and mobile
plants, fire alarm and fighting systems and other sundry services of E/M nature.
2. This precis deals with the detailed responsibilities of E/M section and its sphere of activities in
relation to other section of MES.
Responsibilities
3. E/M Section is responsible for the following:-
(a) Planning, provision if necessary, erection, operation and maintenance of installations for
the supply of electric energy and water.
(b) Planning, installation, operation and maintenance of equipments for heating, ventilation,
refrigeration and air conditioning.
(c) Erection and maintenance of electrically operated cooking ranges and geyser and
disinfectors alongwith their steam boilers.
(d) Use, operation and maintenance of Class B vehicles and mobile plants.
(e) Erection of POL installations.
(f) Accounting and maintenance of special T & P.
(g) Planning, installation, operation and maintenance of lifts in hospitals and multistoreyed
buildings.
(h) Erection and maintenance of HOT and EOT cranes in factories.
(i) Installation and operation if necessary, of compressed air plant and gas plant at factories.
(j) Planning, installation and maintenance of internal electrical wiring and fittings in the
buildings.
(k) Periodical inspection and testing of electrical installations, under Rule 46 of IE Rules
1956.
(l) To liaise with local departments/local bodies in connection with water/electric supply
agreements.
(m) To procure and maintain the stock of spare parts for installations for two years normal
requirement.
NOTES:
(i) Detailed responsibilities regarding operation and repairs to refrigerating
equipment are given in Appendix ‘A’ and for vehicles and mobile plant are given in
Appendix ‘B’ to this precis.
(ii) Provision of electricity of any voltage, frequency or type viz AC/DC by
GENERATION conversion and so on to suit the user’s needs is authorised vide E-in-C’s
No 27439/E4 dated 02 Dec 67.
259
4. E/M section is also responsible for the following in respect of the task entrusted to B/R section:-
(a) Original Works
Intimating B/R section regarding positions of civil works such as channels and ducts for
electric, water supply or air conditioning installation or any other openings required for
accommodating machinery and equipment in walls, floors or roofs.
(b) Repairs
Removal of electric wiring, water pipes and other allied equipment from the buildings
when so required for carrying out B/R repairs, renewals or alterations, and refitting of the
same.
5. Responsibilities of B/R section vis-à-vis task entrusted to E/M section are as under:-
(a) Electric Installations
B/R Section is responsible for:-
(i) Construction and repairs of power house, sub station and other auxiliary
buildings.
(ii) Casting of foundations of machines and equipments.
(iii) Providing channels and ducts for underground cables with suitable covers, if
required.
(iv) Providing openings for exhaust fans.
(v) Any other civil works for the installation.
(b) Water Supply Installations
B/R Section is responsible for:-
(i) Construction and repairs of wells, jack wells, dams, aqueducts, pumping stations
and other buildings, masonry work for filtration and purification arrangements,
storage and service reservoirs.
(ii) Casting of foundations for machinery and equipment.
(iii) Supply and fixing of wash hand basins, sinks, flush tanks inclusive of drainage
connections.
(iv) Casting or supplying and placing in position the water storage tanks on the top of
the buildings.
(v) Internal plumbing for water supply including plumbing of geysers (Auth : E-in-
C’s No 81410/E 24 dated 23 Oct 68).
(vi) Installation of geyser is E/M responsibility.
(c) Air Conditioning Installations
B/R section is responsible for:-
(i) Providing openings for ducts.
(ii) Casting of foundations for machines and equipments.
(iii) Use of insulating materials in new construction and provision of insulations in the
room.
(iv) Any other civil works.
Co-ordination
6. As the tasks of E/M and B/R are inter twined, effective co-ordination between E/M and B/R on
one hand, and E-4 section with various office section on the other, is an essential requisite for
efficient functioning.
7. Subject on which E-4 section at any formation should liaise with other sections are as under:-
260
(a) E-1
All matters pertaining to posting and transfer of E/M personnel.
(b) E-2
(i) E/M portion of any project, major or minor work.
(ii) Administrative approval and technical sanctions for works.
(iii) Technical matters regarding fixing of hire charges for refrigerators and fans.
(c) E-3
Procurement and provision of stores, tools and plants.
(d) E-5
Financial Commitments.
(e) E-6
(i) Maintenance and preparation of E/M drawings, electrical and water supply
distribution plans.
(ii) E/M planning.
(f) E-8
(i) All matters pertaining to the E/M portion of the tenders and contract documents.
(ii) Preparation of schedule of quantities and prices.
(iii) E/M technicalities of arbitration
Classification: External and Internal
8. The electrical and water supply installations are divided into ‘External and Internal’ portions.
This has been necessitated for the purpose of cost accounting.
External Portions
9. (a) Electric supply consisting of the power house and sub station
with all the machines, overhead and/or underground distribution lines/cables, house
service connection upto and including kilowatt Hour meters.
(b) Water supply consisting of the source, pumping station with all
the machines, treatment plant, rising mains, reservoirs, distribution mains, house service
connections upto and inclusive of water meters.
Internal Portions
10. (a) Internal electrical installation consists of all electrical fittings,
wiring, distribution board etc beyond kilowatt Hour meters.
(b) Water supply internal installation consist of all the water tubes, pipe fittings beyond the
house water meter.
(c) Electrical cooking ranges, geysers and other electrical apparatus supplied by MES are
considered as internal fittings.
(d) Refrigerators are considered as internal fittings.
10. Internal services form part of the building and are borne on RMBs, and external services are
borne on Plant Record Book (IAFW-2208). Funds for repairs are obtained under different
heads. Expenditure incurred on maintenance of internal services is NOT reflected in working
out the All India cost of water and electrical units.
261
Appendix ‘A’
(Precis No. 1605)
para 3 (m)
RESPONSIBILITIES FOR REFRIGERATING AND AIR CONDITIONING EQUIPMENT
Ser Equipment Responsibilities
No
Installation Operation 1st Ech 2nd Ech 3rd Ech 4th Ech
repairs repairs repairs repairs
1 Refrigerators Engrs User Engrs Engrs Engrs Engrs
authorised issue
2 Refrigerators, Engrs User Engrs Engrs Engrs Engrs
hiring pool issue
3 Cold Stores, 50 Engrs Engrs Engrs Engrs Engrs Engrs
tons and under
4 Cold Stores, over Engrs Engrs Engrs Engrs Engrs Engrs
50 tons
5 Air Conditioners, Engrs Engrs Engrs Engrs Engrs Engrs
over 5 tons
6 Air Conditioners, Engrs User Engrs Engrs Engrs Engrs
Window Type
7 Package Type Air Engrs Engrs Engrs Engrs Engrs Engrs
Conditioners
Authority: AHQ, E-in-C’s Branch letter No 31434/E3 A dated 2 Jul 1963.
262
Appendix ‘B’
(Precis No. 1605)
para 3 (m)
RESPONSIBILITIES FOR OPERATION AND REPAIRS OF T & P
Ser Equipment Responsibilities
No
Source of Operation 1st Ech 2nd Ech 3rd Ech 4th Ech
Supply repairs repairs repairs repairs
1 MT (B Vehicles) Ord MES MES MES MES MES
2 MT Plant Engrs Users MES MES MES MES
(MES, Tps
(Spl T & P)
Engrs)
3 Construction Plant Engrs Users MES MES MES MES
(MES, Tps
Engrs)
4 Static Plants Ord/ Users MES MES MES MES
(Under T & P) Engrs
263
Precis No. 1606
Management Department
ESTABLISHMENTS AND DUTIES OF E/M STAFF
Introduction
1. Certain establishment is posted to MES formation to discharge the task allotted to E/M Section.
2. This precis deals with E/M establishment at various MES formations and their duties.
Establishment
3. The Director of Utilities is the head of E/M Section. His office is at Army HQ, E-in-C’s Branch.
He is assisted by SO 1-E4A, SO1- E4B and SO1- E2PH. Under each SO1 there are SO2s and
SO 3s. One Senior Electrical Inspector of the rank of SE and a graduate in Electrical
Engineering for the Defence Installations is also posted at this HQ.
4. The staff officers E/M at the Command HQ (Chief Engineer’s Office) are SO1, SO2s and SO3s.,
Electrical Inspector and AEIs.
5. An IEM is posted to Zonal Chief Engineer.
6. At CWE’s office (Area/Sub area/District) a DCWE E/M or ACWE E/M holds the charge of E-4
Section.
7. GE E/M Division is formed for projects, depending on the nature and load of E/M work. GE
E/M may also be formed for timber factory, E/M installations and workshops.
8. AGE E/M is the technical officer to GE for all the E/M matters. He is also in charge of the
E&M sub division.
9. JE (E/M) and Clerk(s), assist the staff office and AGE E/M at the various offices.
10. A sample establishment chart for an E and M sub division is given in Appendix ‘A’ to this
precis. The number of individuals depends on the nature of work load, size of installations and
the scope of maintenance.
Duties
10. The E/M Staff Officers in various offices, assist and act on behalf of the head of their office as
ordered. (MES Regs, para 90).
11. The broad distribution of responsibilities between E-4 and E-2 (PH) at E-in-C’s will be as
under:-
(a) E-4 will be responsible for the efficiency of electrical and mechanical plants or machines
in the installations and will deal with all references relating to their working.
(b) E-2 (PH) will be responsible for the planning and design of water supply and sewerage
installations and to ensure their operational efficiency when in use.
(AHQ, E-in-C’s Branch No 29500/27/E2 A dt 14 Jul 64).
12. Details of duties performed by E-4 and E-2 (PH) Sections at E-in-C’s office are given in
Appendix ‘B’ to this precis.
13. IEM carries out periodical inspection of all the stations which are under his particular formation.
These inspections are so arranged that every installation is tested in all the details at least once a
year by the IEM. The duties of this officer are to ensure that the plant is kept in good order, the
regulation tests for boilers, machinery, air bottles, cranes are carried out, proper records are
maintained up-to-date, and the staff is competent to ensure the efficiency of the installation. He
also carries out such executive duties in connection with the preparation of estimates or the
actual work of installation of new machinery, as may be given to him.
(MES Regs, Para 95)
14. The Electrical Inspector will ordinarily carry out the following types of inspection:-
(a) inspection of new electrical installation, addition and alterations to the existing electrical
installations normally before such installations are commissioned.
264
(b) Inspection of electrical installations where considered necessary by AHQ, E-in-C’s
Branch.
(c) Investigation of accidents in electrical installations particularly where loss of property,
injury to or death of persons may be involved. (AHQ, E-in-C’s Branch No 36323/E4
dated 03 Oct 61).
(d) Periodical inspection and testing of electrical installations under Rule 46 of the Indian
Electricity Rules, 1956.
(AHQ, DGW No 36323/E4 dated 19 May/5 Jun 52)
15. Annual inspection, testing and repair of internal electrification should be done by a team. The
team is to be formed from the existing establishment for every group of buildings with capital
cost of Rs. 60 lakhs.
(E-in-C No 81410/E2-A dt 23 Oct 68).
16. E and M and Public Health matters are dealt with by E-4 and E-2 (PH) Sections at E-in-C’s
office. At the CsWE and GE’s offices all the E/M matters are dealt with by E-4 Section, but the
works pertaining to water borne sewage disposal (except plant and machinery which are E/M
matters) are to be dealt with by E-2 and B/R. Duties of the E-4 Section comprise of dealing with
E/M projects and new commitments, correspondence on electrical and water supply agreements,
monthly and annual returns, operations routines of mobile plants and vehicles, and operation and
maintenance routine of all MES installations.
(E-in-C, Standing Orders, para 56 and 98).
Types of Establishment
17. There are three types of establishment - permanent, temporary and casual. Those employed in
the last category are solely for the particular installation or job and their pay is charged to the
maintenance of that installation or the job concerned.
(MES Regs, para 116)
18. A meter reader is normally on the establishment of the electrical and/or water supply
installations, but works with the Barrack Services. He notes the recorded consumption on the
meter reader’s book, makes entries in the consumer’s ledger and prepares bills and return of
recoveries to effect payment. See precis 1631/32.
(MES Regs paras 466 to 470, 743 to 476).
Tradesmen
19. Various tradesmen, as authorised, are employed in the E/M section. Appendix ‘C’ to E-in-C’s
Standing Orders and Section IV to SAO No 15/S/60 may be referred to, for guidance.
20. The category of personnel are divided into industrial and non industrial classifications. The
former are artisans who are skilled in some trade(s) and the latter category is for unskilled labour
like messengers, chowkidars etc. Mazdoor or Mate is unskilled or semi skilled industrial
personnel, who acts in the capacity of a helper to the tradesmen with whom he works. After
certain amount of training he can be entrusted to attend to works of minor nature, independently.
Trade Tests
21. Departmental trade tests are to be carried out before promoting any industrial personnel to a next
higher post, as per existing rules and instructions.
Key Personnel
22. Required %age of supervisory, skilled and other industrial personnel attached to E/M installations
are considered as key personnel. They should be readily available at the time of shift work and
emergency. 100% accommodation for key personnel are authorised vide para B of scales of
Accommodation (War 1944 (reprinted 1963) page 5).
265
Appendix ‘A’
(Precis No 1606)
A SAMPLES ESTABLISHMENT CHART OF E/M SUB DIVISION Para 10
AEE E/M OR AE E/M
JE E/M Electrician HS-1 JE
E/M
Driver Engine Electrician Electrician Mechanic Electrician Mechanic HS-1 Mechanic Hs 1
Refrger Mech
Static Attendant HS. 1 Vehicle
Mech
Lift Mech
Armature Engine fitter Cable Engine fitters Motor Pump MT
Drivers
Winder Jointers Engine Drivers Attendant
Lift Operators
Mates
Instrument Mates Mates Fireman Pipes fitters
Repairer Blacksmith Valve man
Hammermen mates
Carpenter
Mason
266
Mates
Mazdoords Mazdoors Mazdoors Mazdoords Mazdoors
Mazdoords
Chowkidars Note: Metre reader is non industrial personnel of E/M Establishment, but works under Barrack Services
Chowkidars
267
Appendix ‘B’
DUTIES PERFORMED BY E-4 SECTION Precis no 1606
(Para 12)
Electric Supply
1. (a) Technical Scrutiny of estimates received from Commands through E2 Works
Sections.
(b) Technical scrutiny and progressing of purely E/M projects from Commands.
(c) Clearing of all estimates with DFA (W) for E/M Works whether received direct from
Commands or through E2 Works Sections.
(d) Preparation of estimates and planning of projects when specially required by E-in-
C/DGW.
(e) Attending siting boards when required.
(f) Contacting DGS&D and CLO to expedite delivery of stores.
(g) Scrutiny of tenders received by DGS&D for stores indented by Chief Engineers, when
referred to us by DGS&D or when the Chief Engineers require early deliveries.
(h) To arrange for clearance from Ministry of Commerce and Industries from indigenous
angle for procurement of equipment to be imported when such equipment is to be
installed on supply and fix basis.
(i) Rendering technical advice to E2 Works and other sections in E-in-C’s Branch and
Service HQ when required to do so,
(j) Preparation of E/M equipment when required to do so by E3/EG.
(k) Periodical revision of Estimating Data.
(l) Preparation of lists for advance provisioning of E/M stores and progressing the cases
for sanction with Ministry of Defence and Ministry of Finance (Defence).
(m) Revision of scales for E/M services & progressing the cases for sanction with
Ministry of Defence and Ministry of Finance (Defence).
(n) Attending to all matters pertaining to electrification policy and answering queries
from Chief Engineers.
(o) Preparation of lists for ETSR stores.
(p) Collection and collation of data and information for the attending conference and
seminars on E/M matters.
(q) Preparation of forecast requirements of electric power for emergency works and all
correspondence thereon with Central Electricity Board. Central Water and Power
Commission. Ministry of Defence, State Electricity Boards and Chief Engineers.
(r) Design of lightening conductors.
Refrigeration and Air Conditioning.
2. (a) Scrutinising and progressing projects for air conditioning, refrigerators, cold stores,
water coolers, heating installations, compressed air supplies and gas supplies.
(b) Preparation of estimates and planning of air conditioning installations where specially
required by E-in-C/DGW.
(c) Attending siting/technical boards when required.
(d) Progressing cases of foreign exchange required for air conditioning and heating
equipment.
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(e) Advising on matters pertaining to refrigeration and air conditioning to various
sections of the Dte General of Works.
(f) Technical scrutiny or demands for refrigeration equipment received from Commands.
(g) Issue/revision of technical papers on refrigeration and air conditioning equipment.
(h) Scales of refrigerators, air conditioners, cold stores and water coolers.
(i) Correspondence and policy with regard to repairs and maintenance of refrigeration
equipment.
(j) Preparation of lists for ETSR stores.
(k) Collection and Collation of data and information for attending conferences and
seminars on E/M matters.
POL
(a) To assist in progressing of estimates for Government sanction.
(b) Planning and preparation of estimates.
(c) Attending siting boards for the provision of bulk fuel installations.
(d) Preparation and progressing of cases for foreign exchange required for POL
installations.
(e) Advising on matters pertaining to bulk fuel installations to various sections of the Dte
General of Works.
(f) Preparation of lists of special items of non indegenous origin and those in short supply
for advance provisioning and to assist the users in progressing such cases.
(g) Correspondence and policy with regard to repair and maintenance of POL
installations.
(h) Issue/revision of technical papers on bulk fuel installation.
(i) Preparation of lists for ESTR stores in collaboration with users.
MT
4. (a) Forming Scales of ‘B’ vehicles for the MES.
(b) Provisioning of ‘B’ vehicles to make up deficiencies and for replacement of vehicles
declared BER.
(c) Correspondence and policy with regard to the repair and maintenance of ‘B’ vehicles.
(d) Preparation of Annual Budgets and changes in grants for ‘B’ vehicles.
T&P
5. (a) Scales of special T & P for the MES required for maintenance and project works.
(b) Provisioning of T & P to make up deficiencies and for replacement of BER machines.
(c) Correspondence and policy with regard to the repair and maintenance of T & P.
(d) Preparation of annual budgets and changes in grants for T & P.
Miscellaneous
6. (a) Cases pertaining to losses.
(b) Electric and water supply agreements.
(a) All E/M matters pertaining to the policy enunciated by storage and transport explosive
committee.
(b) Issue/Revision of Paper ‘Regulations for lighting, heating and power supply in
buildings containing explosives and policy pertaining to lightening protection to
building containing explosives’.
269
(c) Advising on amendments and reprinting of technical forms.
(d) Correspondence – jerrican factory.
(e) Coal – correspondence and policy matters.
(f) Correspondence with regard to Annual Comparative Statements of Electricity and
Water installations.
(g) Review and formulation of All Indian Electricity and Water recovery rates.
(h) Rendering technical advice on questions of recovery rates for electricity and water
supply to paying consumers.
Duties Performed by E2 (PH) Section
1. Technical scrutiny of estimates and schemes received from CEs through E2 Works Section as
under:-
(a) Water supply schemes involving development of source.
(b) Sewage schemes involving complete treatment and disposal.
2. Preparation of estimates and planning of water supply and sanitation projects selected by E-
in-C /DGW for planning at this HQ.
3. Rendering technical advice to Directors in E-in-C’s Branch and CE’s Commands/Zones.
4. Periodical revision of estimating data.
5. Periodical inspection of water supply and sewage installations.
6. All matters relating to scales and policy on water supply and sanitation.
7. Preparation of specifications for water supply and sewage plant when required.
8. Correspondence regarding complaints, inspection tour notes, relating to water supply and
sanitation.
9. Water supply and sewerage agreements.
10. Advice on amendments and reprinting of technical forms for water supply and sewerage.
11. Correspondence on Annual Comparative Statement and All India water rates.
12. All matters relating to industrial wastes.
270
Precis No. 1607
Management Department
INSTALLATIONS
(MES Regs 721 to 739)
Introduction
1. E/M Installations may be classified as under:-
(a) Electrical including Bulk supply, HT/LT distributed supply, own Generation.
(b) Water supply including own pumping, bulk supply and distributed supply.
(c) Refrigeration, Cold store and Ice plant.
(d) Air conditioning central, packaged and window type.
(e) Sewage treatment plant.
(f) BPI (if maintained by MES).
(g) Gas Plant.
(h) Factories and workshops.
(i) Boilers.
All installations must be fully cost accounted.
2. Expenditure to cover interest, depreciation and maintenance charges, on Military standby
generating set/pumping set, which are specifically sanctioned against security/war measure to
ensure continuity of supply and for efficient working of Hospitals, Workshops and Signal
installations, is not be included in the working cost of an installation. A lump sum amount
fixed by E-in-C’s office to cover the above expenditure is to be credited to the capital
charges of the installation. This is to avoid debiting non productive expenditure (which will
inflate the working cost) in the accounts of cost accounted installations.
(MES Regs para 746 and E-in-C’s No 38524/E4 dt 27 May 68).
G of I Acts
3. All the MES installations must comply with the provisions of the following Acts, which are
bindings:-
(a) Indian Electricity Act and Rules thereunder.
(b) Indian Electricity (Supply) Act.
(c) Indian Labour Laws (See Precis No 1514).
(d) Indian Boiler Act.
(e) Workmen’s Compensation Act.
(f) Petroleum Act.
(g) Indian Factories Act.
(MES, SO by E-in-C para 340 to 346).
Sanction before Installation/Plant is put into use.
4. When an installation or any plant is initially put into operation, prior sanction of the Chief
Engineer should be obtained in the case of main generating or pumping sets. For other plants
CWE may issue the sanction. Before such sanction is issued, the IEM takes a satisfactory
acceptance test.
(MES, SO by E-in-C para 355)
5. In the case of HT and EHT electrical installations, Assistant Electrical Inspector of the Zone,
should be approached for inspecting and according approval to energise the same after he
obtains concurrance of Senior Electrical Inspector at E-in-C’s office.
271
(AHQ, E-in-C’s No 36323/E4 dated 03 Oct 61)
Spare Parts
6. All the MES installations must be in possession of spare parts of all the machines for 2 years
normal working. The authorised spare parts list is approved by CWE. Any deficiency should
be received systematically every month and provisioning action taken expeditiously.
7. The scale of maintaining other spares is as under:-
(a) Meters (Electric & Water) - 3% each size of the house service in use
plus 1 of each size of main meter.
(b) Ceiling fans and regulators- 3% of each type installed.
(c) Table fans - 5% of each type in use.
(d) Electric bulbs - 100% of each size in use.
(e) Misc. Machinery - For 1 year normal working.
(MES, SO by E-in-C, Para 362 and 607)
Security
8. All the buildings and their compounds, except those used as residential quarters of the key
personnel should be secured against trespass by unauthorised persons. A notice to indicate
‘NO ADMISSION EXCEPT ON DUTY’ should be displayed in English, Hindi and the local
languages prominently.
(Para 363 Standing Orders by E-in-C).
9. To reduce the risk of fire, smoking should not be permitted in MES installations. Smoking
should also be prohibited in and near MT yard, petrol/oil dump, garages etc. ‘No Smoking’
signs in English, Hindi and local languages should be displayed at appropriate places.
10. The normal fire precautions and the protection measures against fire hazards with fire
fighting equipment should be adhered to. It must be ensured by periodical fire drills that the
installation staff is well versed with the local fire orders.
(MES SO by E-in-C para 358).
11. Some lights, other than electric, must be kept burning throughout the night in all the MES
owned power houses. Alternatively, battery powered standby lighting sets may be
maintained.
(MES SO by E-in-C para 358).
Protective Clothing for Persons against Accidents.
12. All persons whose duties necessitate their working in close proximity to moving machines or
in other places where the wearing of loose clothing is dangerous, will be supplied with two
pairs of shorts per man as decided by CWE. Also a 5% reserve will be kept at all
installations. The shirts, if worn must be tucked inside the shorts. If a turban is worn, no
loose ends should be left hanging.
(MES, SO by E-in-C, para 341).
Safety Precautions
13. Safety precautions enumerated to protect the persons working on LT, HT and EHT lines must
be rigidly observed.
(MES, SO by E-in-C, para 351 to 356).
14. All the bare overhead electric conductor must be at a minimum height as prescribed under the
IE Rules and provided with suitable cradle guard and double insulator arrangements at road,
272
rail and telephone/telegraph crossings. It should have at least 6ft lateral clearance from any
building or structure. (MES, SO by E-in-C, para 350).
15. All the electrical apparatus must be efficiently earthed as provided in the Indian Electricity
Rules. The practice of connecting an earth to a water main, in which the water supply is
interrupted, is not recommended. (MES SO by E-in-C para 357 and SSR 1962, Sec XX, Sub
Sec 1). The Earthing installation must be thoroughly inspected at least once a month and
tested once a quarter.
16. Guard rails, XPM partition or some sort of obstacle should be provided near moving parts of
machines, belt and chain drives.
17. Where dangerous liquids, refrigerants and gases are stored and handled, all concerned should
be well versed with the handing procedure. Such installations should be in possession of
respirators at the minimum scale of two per room where chemical are being stored and /or
handled. The respirators must be efficiently maintained, periodically tested and kept in a
place which is readily accessible.
(MES SO by E-in-C, para 348)
18. First Aid box must be available at hand in every installation. It should be equipped under the
advice and assistance of the local medical authorities.
(MES SO by E-in-C, para 349)
Posters, Charts, Etc.
19. It is essential that all the installations should prominently display the following posters, where
applicable:-
(a) Care and working of MES Plant and Machinery (IAFW-1791).
(b) Care and working of MES Boilers (IAFW-1797).
(c) A copy of Installation Standing Orders issued by CWE as per MES SO by E-in-C,
para 360 and 361. The Standing Orders shall lay down in detail the duties and
responsibilities of concerned staff for each individual installation separately.
(d) Fire Orders giving the precautions detailed in MES SO by, E-in-C’s para 358. The
Fire Orders shall clearly designate the constituents of different fire fighting parties
and their specific duties.
(e) Routine maintenance chart (MES SO by E-in-C, para 370 may be taken as guide).
This shall clearly lay down the nature of maintenance after the lapse of a period in
hours, as also the tradesman responsible for the maintenance in each case. A chart
showing the no of hours or run of each plant will be maintained for the purpose.
(f) A board indicating hours of work for shift and maintenance duties, with names of
persons on the current duty.
(g) Treatment in case of electric shock posters in Hindi, English and local languages
obtainable from the Electrical Inspector of the local State Government.
(h) Maker’s instructions on operation and maintenance of individual machines. If not
available, the AGE E/M should develop one for the particular plant.
(j) The authorised spare parts list as approved by CWE under MES SO by E-in-C, para
362. This list shall clearly show quantity authorised, quantity held, deficiency, action
273
taken and latest position regarding provisioning in respect of each make and type of
plant, including Pumps, Generators, Switch gear and so on.
(k) A graph showing the daily consumption of electric energy and water.
(MES, SO by E-in-C, para 364).
Documents and Records
20. All the installations should maintain the under mentioned documents and records, as
applicable in the office of the installation superintendent E & M:-
(a) Machinery history sheet, (IAFW-2207) in original.
(b) Plant record book, (IAFW-2208).
(c) Plant running record book (Special).
(d) Fan and meter register (IAFW-2181).
(e) Inventory of electric fittings and fixtures (IAFW-2186),
(f) Electric bulb account, (IAFW-1773).
(g) Electric wiring test sheet, (IAFW-1794).
(h) Test of lighting conductors, (IAFW-2215).
(i) Log sheets as applicable.
(j) Record of earth tests.
21. AEE (E&M) and AE E/M incharge of the sub division will maintain in his office the records
as noted below, where applicable:-
(a) A copy of the machinery history sheet of all the machines in his sub division.
(b) M & O estimate of the installations.
(c) Monthly returns of the installations.
(d) Annual returns of the installations.
(e) Installation standing orders.
(f) Fire orders for installation.
(g) Authorised spare parts list with complete details.
(h) IEM inspection reports for T & P and MT.
22. A check list for Installation & Maintenance of transformers is given at Appendix ‘A’. ‘DO’s
& Dont’s as indicated should be followed in letter & spirit.
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Appendix ‘A’
INSTALLATION & MAINTENANCE OF TRANSFORMERS.
DO’s AND DON’Ts
DO’s
1. Ensure that transformer is installed at a place which is well ventilated so that heat generated
is dissipated easily. Use exhaust fan if considered necessary.
2. Check insulation resistance of the transformer between phases and earth and also between
phases.
3. Check the transformer oil level in the conservator. This should be checked before switching
on and later every month.
4. Dielectric strength of the transformer oil should be checked before commissioning and
subsequently annually. The transformer oil should be filtered/heated in case the dielectric strength of
the oil is below 30 KV.
5. Ensure that transformer metallic body and cable glands are connected to earth with two
independent earth connections.
6. Ensure that neutral of the transformer on LT side is connected to two independent earth
electrodes.
7. Check the chemical in the breather and ensure that it is in good condition to absorb moisture.
1. Check that the off load tap changer is locked properly after setting.
9. Ensure that a suitable switch/circuit breaker/link fuse is installed on HT side and also
similarly on the LT side which can be switched off on full load.
10. Ensure that manufacturers test certificate/sheet and oil test certificate are obtained from the
suppliers.
11. Records shall be kept of each transformer giving details of all inspections and tests made and
of unusual occurance.
DON’Ts
1. Do not energise transformer without checking its oil dielectric strength and insulation
resistance before commissioning and after overhauling.
2. Do not change the off load tap changer setting without switching off the transformer.
3. Do not connect the transformer neutral to the transformer body.
4. Do not overload the transformer.
5. Do not place lifting jacks under valves or cooling tubes during installation.
6. Do not connect transformers in parallel unless they have identical phase displacement,
voltage ratio and percentage impedence.
7. Do not commission a new transformer without prior inspection/clearance by Senior Electrical
Inspector (of E-in-C’s Branch)/Electrical Inspector of Command, Assistant Electrical
Inspector (of your Zone).
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Precis No. 1608
Management Department
TOOLS AND PLANT
Introduction
1. All mobile plants, including portable machines, road rollers, road making machinery, earth
moving plant machinery and associated equipment; trailers; mechanical transport (MT) on land and
water, small tools; E/M wiring spares such as motors, table and ceiling fans; meters and pocket
watches for use on the installation; etc, are termed as Tools and Plant (T & P).
(MES Regs para 168)
Classification
2. Tools and Plant are classified as MES Special T&P, Divisional T&P and Installation T&P.
(MES Regs, para 600 and MES SO by E-in-C para 319)
3. There are two types of T&P – non-expendable and expendable. Small tools and
miscellaneous articles, which diminish in size and shape during their use to such as extent that the
residue left cannot be effectively used, are classified as expendable T&P. The rest are known as
non-expendable T&P.
Numerical Accounting
4. Non expendable T&P is accounted for in the stock ledger/tool and plant register (IAFW-
2279). A distribution ledger (IAFW-1814) shows articles held on charge.
(MES Regs, paras 601 and 602).
5. Temporary issue of small articles are made on hand receipts, and these will not be shown on
the ledgers.
(MES Regs, para 603)
6. Expendable T&P is accounted numerically in the Register IAFW-2279 and charged off by
expense voucher finally to the work or maintenance head concerned.
(MES Regs, para 170-175)
7. Annual T&P Return (IAFW-2193) is compiled from the register of articles on charge (IAFW-
2279) and submitted by GE to CWE. CWE prepares the Schedule of Demands under sub head E
from the annual return along with a similar one for his own office.
(MES Regs, para 604 and AHQ, E-in-C’s Branch No 62024/E5 dt 8/22 Apr 68).
Stock Taking
8. The annual, quarterly (or monthly) check should be carried out as per current instructions in
vogue.
(MES Regs para 655).
Issue of Loan
9. T&P may be issued on the payment of hire charges to a contractor or other Govt departments
in accordance with the policy decided by the higher formation.
(MES Regs para 176, Table ‘H’ & 669)
Mobile Plant
10. All transportable or portable plants on wheel are termed as mobile plants. Such plants are
carried from place to place according to their requirements and utility value.
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Allotment of Numbers
11. Every mobile plant must have an E/M No. It is allotted by the Chief Engineer on the
machine record card (IAFW-2341).
12. The relevant E/M No should be painted in a prominent place on the plant. In the case of
those plant in which tar or bitumen is made use of or the painted No is likely to be obliterated a
number plate should be manufactured on which the number will stand out boldly over the surface.
Records
13. Every mobile plant must have a log book in which details of the technical data, transfers,
repairs, inspections, operating staff, issue of stores, work done, etc, should be entered. For
road roller , log book (IAFW-2179) should be issued. For all other plants, Mechanical Plants
log book (IAFW-2340) or Log book for engineer plant (IAB-9) should be used. The machine
record card (IAFW-2341) should be prepared locally, and kept with the plant.
Scale and Location of Special T&P
14. Special T&P are authorised upto a financial ceiling limit of 8% of the total
capital/maintenance work load, vide G of I, M of D letter No 46960/E4/687/S/SO1 D(W-1) dated 16
Nov 66. Items of plant authorised by this letter are given in Appendices ‘A’ and ‘B’ to this precis.
15. No scales were laid down by the Govt. for holding the above items at CE, CWE or GE level.
Based on the recommendations of a Study Team on the requirements of Special T&P will be held at
three levels:-
(a) GE (Maintenance Division)
T&P required for a purely maintenance division.
(b) CE (Command)
A pool to cater for various projects which are being executed in the Command.
(c) DGW
A pool to supplement Command pool and for special projects.
16. The recommended authorisation per GE(Maint), per CE Command and DGW pool given in
Annexure I to AHQ, E-in-C letter No 46960/E4 dated 15 Jun 79 is reproduced as Appendix ‘C’ to
this precis.
17. Special T&P authorised in DGW’s pool are located as the following places:-
(a) ESD, Dehu Road,
(b) ESD, Kankinara
(c) Engr Park, Ambala, Cantonment.
18. The plant in DGW’s pool will be distinctly marked with letters “DGW’s Pool” for easy
recognition.
(AHQ, E-in-C’s Branch No 46960/E4 dated 15/21 Apr 75).
19. The special T&P on charge of CE Command can be obtained by CWE and those on charge of
GE (Maint) can be shifted by CWE, within his district, as required. Items on charge of DGW Pool
may be demanded by CE on DGW.
Schedule of Demands
20. Instructions for the preparation of schedule of demands and the connected forms E, E-1, E-II
and E-III are given in AHQ, QMG letter No 62024/E5 dated 8/22 Apr 68. The instructions are :-
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(a) Demand in respect of New Supplies : Tools and plant, will be given as a lump sum. A
schedule will, however, be attached giving particular of each item costing more than
Rs. 3,000/- which is included in the lump sum demand.
(b) Repairs and Renewals to Existing Normal : Tools and plant are to be limited to the
following percentage of their capital value:-
Repairs Renewals Total
% % %
(i) Scientific & Drawing instruments 2 3 5
(ii) Hand and Machine Tools and 10 10 20
miscellaneous articles, and E/M
Wiring.
(iii) Camp equipment, furniture and 5 1.5 6.5
equipment for Inspection Bungalows
and Offices
(iv) Refrigerator and Air Conditioners 8 2 10
issued on hire
(v) Refrigerators and Air Conditioners 5 - 5
held in reserve
(c) Charges on account of inspection, recovery and repairs carried out by MES
Workshops to the plant (Special T & P) and vehicles of MES formations and units
will be worked out on the basis of ‘Lorry Units” indicated for each plant
One Lorry Unit is
(i) cost of labour - Rs. 940.00 per annum
(ii) Cost of spare - Rs. 3520.00 per annum
Spares include cost of engine and expendable stores but not the following:-
(a) Tyres and tubes.
(b) Batteries.
(c) Tarpaulins.
(d) Seats and seat cover
(E-in-C’s letter No 41510/A/T&P govt of India, M of D No 38674/EME Ops &
E4(M) of 11 Dec 80 8/69205/D(OI) dated 16 Jul 80).
Spare Parts
21. Responsibility for bulk procurement of spare parts for mobile plants rest with ESD(M),
Kankinara.
Depreciation
22. Depreciation on plant and machinery will be calculated as per rates fixed from time to time.
Hire Charges
23. Hire charges will be calculated as per rules existing in force.
(E-in-C No 41510/A/T&P/E4(M) of 11 Dec 80)
24. Method of raising and adjustment of debit for hire charges on the issue of T&P from E-in-C’s
stock for MES Projects/Maintenance services:-
(a) The cost of POL and wages of operators will be credited to the projects/maintenance
services concerned or to the head of account to which these have been originally
charged.
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(b) The element of interest, depreciation, percentage on running expenses and cost for
repairs and maintenance will be credited to Major Head LXII, Minor Head VII, Sub
Head ‘D’ Detailed Head 1/580/30
(AHQ, E-in-C’s Branch No 42726/E3A/2 dated 25/27 Aug 66)
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Appendix ‘A’
Precis 1608
Para 14
ITEMS OF MES T/P SPECIAL
Ser No Description of Item Equivalent Lorry Unit
1. Road Roller, 8/10 tons power driven 4
2. Crawler Tractor size I/II with AD and PCU 4
3. Grader Motor, 12 feet MB 4.5
4. Compressor Air trailer mounted, 210 CFM 1.25
5. Heater Bitumen, 250/300 gallons 0.5
6. Mixer Concrete, 14/10 cft 1.25
7. Generating Set, AC 400/230 Volts, 3 Phase of sizes
8. Roller Vibrating, 3 ton 2.25
9. Bitumen Paver and Finisher 0.25
10. Mobile Aggregate Drying and Mixing Plant, Hot Mix Plant 2.25
11. Concrete Weight batching with accessories 1.75
12. Concrete Spreader aver and Finisher 3/4
13. Dewatering Plant 3/4
14. Vibrators Screed type
15. Vibrators Needle 0.625
16. Core Cutting Machine 0.2
17. Mechanical Grass cutting Machine with tractor 0.25
18. Mechanical Tampers
19. Sewage pump, non clogging type with accessories
20. Pneumatic wheeled Crane, 10 tonnes capacity
21. 0.5 Tonne Hand Roller
(Auth: Govt of India, Min of De46960/E4/2552/D) Works-II)
of 24 May 79 and E-in-C M 15 Jun 79)
280
Appendix : ‘B’ (Para 14)
AUTHORISATION OF MES SPL T&P
S. No. Nomenclature of the Plant Existing authorisation as per Army HQ letter Proposed authorisation
No. 46960/E4 dt 15/21 Apr 75
(a) (b) (c) (d)
1 Bitumen Paver & Finisher 7 in DGW Pool 1 per Command
2 Compressor 210cfm Trailer mounted 1 per CE Zone + As per auth for RAS 1 per CE Zone + As per auth for RAS
3 Gen Set 230/400V AC 3 phase of varying sizes 1 for 3 GEs & 3 each for Depots 1 per CWE
4 Hot Mix Plant 10 in DGW Pool 1 per Command
5 Mixer Concrete 14/10 Cft Nil 1 per CE of 10/7 Cft capacity
6 Pneumatic wheeled Crane 10 Ton 1 per each Depot 2 per Command
7 Road Roller 8/10 Ton (i) 1 each for GE Basic, GE (P) & AGE (I) As per existing auth + as per auth for
(ii) 2 per CE Zone & auth for RAS RAS
8 Sewage Pump Non Clogging type with Accessories Varying for different CE Zones 1 for CWE
9 Tractor Crawler Size I/II with AD & PCU 1 for 10 GEs + auth for RAS 2 per CE Command+ as per auth for RAS
10 Motor Grader 12’ MB 1 for 10 GEs RAS 1 per CE Command
11 Mechanical Tampers Auth for RAS only As per auth for RAS only
12 Heater Bitumen 250/300 glns Auth for RAS only As per auth for RAS only
13 Roller Hand 1/2 Ton Auth for RAS only As per auth for RAS only
14 Mechanical Grass Cutting Machine with Tractor Auth for maintenance of certain airfields only As per auth for maintenance of airfield
Appendix ‘A’ to Army No. E-in-C’s Branch letter no 36086/Spl T&P/ ESP4(M) dt 29 Jul 85
281
Precis No. 1609
Management Department
TRANSPORT
Introduction
1. Certain types of government vehicles are authorised for use in the MES. Their
holding by the various organisation under the control of E-in-C are shown in Annexure A
to G of I, M of D No 83211/E4/5732/D Works II of 17 Oct 78 Corrigendum No
83211/E4/6092 Works II of 13 Dec 79.
Control
2. CEs/CWE/GEs are responsible for the efficient control and use of Military
Transport (MT) held on their charge and the formations directly under them. They may,
however, detail an officers or superintendent Gde I, preferably E/M to be designated as
Military Transport Officer (MTO) to exercise the control and proper use of their vehicles.
Categories
Personnel carrying vehicles
3. Vehicles like car, station wagon, jeep, truck 1 ton light diesel vehicle and motor
cycles are personnel carrying vehicles.
Load carrying vehicles
4. Vehicles like lorry 3 ton, 5 ton, tippers and trailors are load carrying vehicles.
These are used for collection and movements of stores (other than those issued to a
contractor), POL, machinery and other materials,
Special purpose vehicles.
5. Vehicles like tractor 20 tons with trailors, lorry 3 ton, 6 x 4 crane turn table and
crane mobile etc., are used for special purpose in accordance with their utility (Columns
11,13 and 14 in Appendix ‘A’).
Use of MES Vehicles
6. The vehicles should be utilised only for official duties and work in conformity with
the specified use.
7. The use of vehicles between places connected by rail and for officers on temporary
duty at out stations is governed by the provisions in Mechanical Vehicles Regulations for
the Army (Revised edition 1965), and AIs issued from time to time.
8. The use of MES vehicles between residence and the place of duty is not normally
authorized, in special cases, sanctions are given in Army Order from time to time.
9. Vehicles may be provided to an officer proceeding on temporary duty for the
journey between the residence and the railway station or the airport at permanent duty
station and the temporary duty station as per AI 130 of 1960. In such cases, the officer
concerned will not draw milage allowance for the journey in question.
10. The MES vehicles may be hired out for amenity and other purposes to bonafide
officers provided the official duties do not suffer.
Drivers
11. All the drivers are under the administrative control and discipline of the MTO.
Civilian drivers are authorised for all MES vehicles.
282
Driving Licence
12. All civilian drivers are required to pass Trade Test as per instructions issued from
time to time. They should be in possession of a current Civil Driving Licence in addition to
the Military Motor Vehicle Driver’s Licence. (IAFZ-2036).
Duty Orders
13. Driver’s car diaries on the revised form IAFZ-2209 as per AI 167/70 are to be filled
both for PC and LC vehicles. These are to be filled and signed by the person so authorised
before commencement of the journey.
14. Whenever any vehicle proceeds on duty, the following documents must be in
possession of the driver:-
(a) Car Diary (IAFZ-2209).
(b) Accident report regarding MT Vehicles (IAFZ-2195-A,B&C outer and
inner).
(c) Licence.
Daily Task
15. Before a vehicle is put on road, the routine check up of water, lubricant etc., should
be carried out in addition the schedule task of the day, as laid down in “Daily Parade”
should be completed by the driver, and checked by JE E/M-in-charge.
Maintenance Day (MD)
16. Every vehicle must be allotted a day for the weekly maintenance. It should be a day
other than Sunday. MD should be painted on the windscreen.
17. On the maintenance day, the vehicle must NOT be detailed for any duty. Under
very exceptional cases, if the vehicle is put on duty, it will be only done after the weekly
maintenance has been completed. In such circumstances an endorsement should be given
on the car diary to certify that the weekly maintenance has been carried out on the vehicle,
and signed by the MTO.
Part X Order Vehicle Movement Statistics Return (IAFZ-2284)
18. Monthly vehicle casualty return, (Refer para 35 of Precis No 1611.
Part XII Order Tyre, Engine, Battery and Track casualty Return (IAFZ-3025)
19. As soon as tyre or an engine or a battery is replaced, the unit should issue the Part
XII Order within 42 hours of the change to all the formations concerned. The maker’s No
and any other identification mark for the component replacing and replaced should clearly
be indicated in this return.
20. Milage restrictions have been made as per G of I, M of D No
97929/GS/NE/14/3878-C/D(GS)-IV dated 20/12/69.
Due to deficiencies in vehicles strength and restricted availability of new vehicles,
further restrictions in milage authorised has been issued by AHQ GS Branch vide their No
97335/GS/WE-13/14/15 dated 21/5/71.
Sanction upto 50% extra can be given by CE Command. For further sanction E-in-
C is to be approached.
283
Check of Petrol Consumption.
21. Economy in the use of POL should be properly watched. Sudden increase in the
petrol consumption indicated by decrease in KPL should be investigated to ascertain the
cause. The vehicle should be sent to MES workshops for repairs if found defective.
Speed of Vehicles
22. Vehicles will normally be driven at the economic speed, subject to the local military
and traffic police regulations. Speed limits are laid down in Army Order 287/66.
Check by Military Police
23. All the MES transport are subject to check and discipline by the Military Police.
Mechanical Vehicle Regulations for the Army
24. The orders contained in the MVR (India), for the Army regarding up keep and
maintenance of vehicles, stores and accounting procedure, will be adhered to, subject to the
relevant AOs and AIs issued from time to time.
Provisioning, Maintenance and Repairs
25. Provisioning, issue and replacement of BLR vehicles and spares of standard pattern
will be made by ORDNANCE, at par with the rest of the Army. Class V and Class VI
vehicles will be disposed of through auction with the approval of DGS&D.
(AHQ, GS Branch No 49150/VI/SD dt 16 Jun 66)
26. Up keep and routine maintenance of vehicles is MES responsibility. The
maintenance will involve cleaning, inspection, lubrication and minor adjustments that can
be done by drivers with hand tools at the disposal.
27. Repairs to all MES vehicles is the responsibility of MES.
(Auth: E-in-C No 41510/A/E4 of 2 Jun 73)
28. The repair charges per lorry unit [Refer Appendix 'B']
29. Retreading of tyres, if considered necessary, after these are declared BLR
by a board of officers will be done by MES under their own arrangements.
30. Hiring of vehicles from civil sources by Administrative authorities like Sub Area
SOC/SOC-in-C under routine circumstances permitted as per AI 138/59 with excessed
powers as per G of I, M of D No S 2161/PC-2/ST-2/a/ST-2/1233/S-(AS) dt 10.6.65.
Policy of Disposal of MES Vehicles
31. Instructions are issued by E-in-C from time to time regarding the disposal of Class
VI/UNSV/BER vehicles and vehicle coming under “coast out” programme.
Class VI and UNSV vehicles are disposed off through auction, with the approval of
DGS&D.
MES Vehicles Discarded under “Cast Out” policy on completing milage/vintage
will not be disposed off till the vehicles are in running condition. Special permission has
been given to MES organisation to use the Discarded vehicles till these are in running
condition.
Use of Govt. Transport between Places connected by Rail
32. Sanction for road move is to be obtained from competent authorities as per AI
256/55 as amended from time to time.
Mechanical Transport: Maintenance of Records
33. Revised procedure for accounting of POL and maintenance of vehicle records are
contained in AI 167/70.
284
34. The following forms will be maintained by all units/formations on the peace system
of accounting and will be subject to audit.
(a) Vehicle Register (IAFZ-2186)
All units holding mechanically propelled vehicles on charge will enter them
on IAFZ-2186, showing details of receipts and authority for all allotment of
vehicles. A separate page should be used for each make and type of vehicle
on charge and the number and date of vouchers on which the vehicles were
taken on charge/struck off charge should be clearly entered.
(b) Car Diary (IAFZ-2209) )(Revised)
Car diaries are required to be maintained in the case of all types of vehicles
viz Jeeps, staff cars, Station Wagons, load carrying vehicles and motor
cycles. These are very important auditable documents and must be properly
completed and maintained. Separate car diary will be used for each quarter.
On issue of a fresh car diary on the first day of the quarter the old one will
be withdrawn and kept in the office for audit purposes . Following points
will be kept in view while completing the car diary:-
(i) Specific nature of duty is shown under column 2. All journeys
against which nature of duty performed is not clearly specified, will
be treated as ‘non duty journey’ and charges recovered from the
officers using Government transport for the kilometers run at normal
rates.
(ii) Column 7 of the car diary should be completed and signed by the
officer using the vehicle before the commencement of the journey.
(iii) Kilometers reading and POL drawn should be recorded in the
relevant columns.
(iv) All the pages of the car diary have been numbered to prevent rise of
additional unauthorised journeys, being recorded. The pages left
blank at the end of each quarter should be cancelled under the
signature of a gazetted officer to avoid their misuse.
(v) Authority for use of load carrying vehicles is Receipt Vr/Issue
voucher numbers etc,. will be entered in the “Remarks” column. At
the end of the quarter a certificate of the GE or his representative
will be endorsed on the car diary to the effect that moves entered
therein have been authorised by him as per authority quoted against
such moves.
(vi) Motor spirit in tank will be checked on the last day of the month by
filling the tank to the maximum capacity and result recorded in the
car diary in red ink..
(vii) Journey performed on amenity (Payment or free) and other payment
duties will also be recorded in the car diary in red ink. TR No giving
disposal of the money will be given in the "Remarks” column.
285
(viii) Car diary will be allowed to be retained by the drivers for the period
of daily duties only and will be deposited in MT office everyday
unless otherwise required for duties of longer duration.
(ix) All running in connection with maintenance, testing, repairs and
static running either by the unit or Zonal Workshop will be recorded
as workshop road test and static running under column 2 of the car
diary POL consumed on static running will be excluded while
working out KPL achieved.
(c) Milage Card – IAFZ-2212(Revised)
Daily running record of vehicle is maintained in this card. This card is
printed on both sides and record for six months can be maintained on one
side. Thus complete record of one year for one vehicle can be kept on one
card. The various columns to be completed are self explanatory. Milage
card will be filled daily for vehicles in the station and on return from duty
for vehicles on out station duty. MT Gasoline/Diesel in tank of every MT
vehicle will however, be checked accurately on the last day of the month by
filling the tank to maximum capacity. Particular attention should be paid to
the following points:-
(i) All columns in the milage card should be completed.
(ii) Issues of MT Gasoline/diesel to vehicle shown in milage card, POL/
Retail issue (IAFZ-2206), car diary and POL ledger should agree.
(iii) The milage card will be shown to the GE or the officer nominated by
him every month and signed by him.
(d) Vehicle Log Book – IAFZ-2191 (Revised)
Vehicle log book will be maintained for each individual vehicle. It contains
the following details:-
(i) Particulars of vehicle.
(ii) Particulars of inter unit transfers.
(iii) Repairs and changes of major/minor assemblies.
(iv) Yearly kilometer record (on monthly basis).
(v) Dates of changes of classifications.
(vi) KPL for vehicle as per IEM tests.
(vii) Particulars of change of tyres and tubes.
(e) Ledger Stocks and Supplies – (IAFZ-2109).
The record of POL received from supply/POL depot and the issues of POL
to Vehicles/Equipments is maintained in this ledger. A physical stock
taking of ground balances will be carried out on 1st of each month and result
recorded in red ink on relevant pages by the GE or any other gazetted officer
authorised by him.
(f) POL Indent Form – IAFZ-2206 Part I (Revised)
MES organisations will submit their weekly demand for POL to dependent
supply/POL depot on IAFZ-2206 Part I (Revised) in quintuplicate. This
demand will be submitted weekly at least seven days in advance of the
drawing day.
286
(g) POL Retail Issue Voucher – IAFZ-2206 Part II (Revised)
This form is used for issue of POL to individual vehicles, issues to vehicles
over a period of one week will be recorded in this form and stock balance
adjusted in the POL store ledger, once a week. However, on the last day of
the month issues on this form will be closed and total issues charged off the
POL ledger.
(h) Vehicle Amenity Register
When a vehicle is detailed for Amenity duty, its record is maintained in
Vehicle Amenity Register. Following information is recorded in this
register:-
(a) Date of the duty,
(b) BA No, Make and type of vehicle
(c) Name of officer using the transport
(d) Duration of duty
(e) Place (From- To)
(f) Authority for move
(g) Total KM run
(h) Rate per KM
(i) Total amount
(j) TR No & Date
(k) Signature of MTO
(i) Transport Indent and Order Form – IAFZ-2150.
This form is used for demanding service vehicles on hire.
287
Appendix ‘A’
Precis 1604
Formation Car 4 Car 5 Trailie Ligh Lorry Lorry Lorry Mot Tractor Tri 20 Crane Lorry Lorry Fork Remarks
seater Cwt r 10 diesel 3 Ton 3 Ton 3 ton or 20 Ton Ton Mobili 5 Ton with lift (Refer Annx
4x2 4x4 CWT veh 4x2 Tippin water Cycl tpt tpt sed 6 4x4 telesc truck Att ‘B’
Ser No
GS 2 truck GS g 4x2 e ton crane -ope explaination
wheele 4x2 turon ladde of sufixes
d table r
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17
1 Chief Engineer 2(a) 1(b) 1(c) 3(d) 2(e) 5(c) 3(c) 4(d) 2(e) 2(c) 2(c) - (c) -
2 Commander 2(z) 1 - - - - 1(c) 1 - - - - - -
Wks Engrs
3 Garrison Engr 1 - - - - - - - - - - - - - Reqt of Veh
4 AEE AE i/c sub
for 221 Aes
- - - 1(y) - - - - - - - - - -
Sub Divs will
Div & BSO i/c
be at inc
sub Div
5 Commandant/ - - - 2(x) - - - - - - - - - -
maint cel
6 E/M Sub Div - - - - 1 - - - - - - - - - Present balance
7 reqt will be
B/R Sub Div - - - - 1(j) - - 1(k) - - - - - -
spread over the
8 B/S Sub Div - - - - 1 - - 1(k) - - - - - -
next three to four
9 Engr Park 1(a) - 4(w) 1(r) 1(f) - - 1(v) - - - - - - yrs.
10 Engr Sub Park 1 - - 1(f) 1(f) - - 1(b) - - 1(g) 1(h) - 1(u)
11 DGW 3 - - - 20(p) 123(p) - - - - - - - -
288
Govt of India Min of Defence Letter No. 83211/38/BSS(H)/109s/D(Works-II) dt 17-05-1986
SCALES OF VEHICLES AT THE DISPOSAL OF E F OF E-IN-C (Para 5)
Note:
1. So far as personnel carrying veh already held at the disposal of E-in-C’s are concerned, any type veh may be used as substitute , against
authorised type of veh until the veh actually held are wasted out.
2. The Chief Engineers have the discretion to alter local holding of MT in their command provided total authorisation for the whole
Command is not exceeded.
3. In the absence of Grades to whom the veh are authorised/ the next lower grade may use “Veh”.
4. Truck 1 ton 4x2 GS/light Diesel veh or other veh (jeep/station wagons) held in lieu can be authorised to supdt Gde I i/s sub divns in
addition with the veh already authorised to the divisions. It may be used both as PC & IC veh.
5. Scooters will be held in lieu of motor cycles in Cantt area where roads are good till they are wasted out.
6. The motor cycles or veh authorised in lieu of motor cycles in hill station can be used by JEs for bondefide duties.
7. The motor cycles or veh authorised to sub divs and Engrs pks can be used by JEs for bonafide official duties.
8. 4x4 drive veh will be held in lie of 4x2 drive veh where veh of 4x4 drive are supplied by the ord in respective of Col No 6,7,8,9 above.
9. Truck 1 Ton for presently held by MES in lieu of light diesel veh to make good the difference, holding will be made up with light diesel
veh only.
10. Lorry 3 ton 1 x 2 GS mounted with HDPE water tank 3000 ltrs capacity should be used in lieu of lorry 3 ton water 4x2 (Col-9) when the
same is not available for issue in the army stocks.
289
290
Appendix ‘B’
(Precis No 1609)
Para 28
EQUIVALENT LORRY LOAD FOR REPAIR AND MAINTENANCEOF VEHICLES
Ser No Type of Vehicle Equivalent Lorry Units
1. Car 3 Seater, 4 x 2 1
2. Station Wagon Car LU 1
3. Car 5 cwt 4 x 4 Jeep GS 1.5
4. Trailer 10 cwt 2 wheeled GS 0.25
5. Truck 15 cwt/1 ton 4 x 2 GS 1
6. Truck 15 cwt 4 x 4 1.5
7. Lorry 3 Ton 4 x 2 GS 1
8. Lorry 3 Ton 4 x 4 GS 1.5
9. Lorry 3 Ton 4 x 2 tipping 1
10. Lorry 3 Ton 4 x 2 Water 2250 lit 1
11. Tractor 6 x 4 medium 2
12. Trailor 20 Ton 1
13. Crane mobile, 6 ton 2.5
14. Crane 3 Ton, lorry mounted 2
15. Motor Cycle, Solo 0.25
16. Fire Trailor Pump 1
NOTE:
1. No funds will be demanded for a vehicle from the date it is downgraded to Class V and below or
discarded.
2. Any other items not covered by Sl Nos 1 to 16 may be added in Col 2 as additional items
Auth: AHQ No 62024/E5 dated 8/22 Apr 68.
291
Precis No 1610
Management Department
WORKSHOPS/TIMBER FACTORY
(Reference : MES Regulation, paras 795 to 805 and Appendix ‘P’)
Type of Workshops
1. There are two types of Workshops as given below:-
(a) Installation Workshop
Such workshop is utilised for executing work of minor nature for the installation(s) or sub
division. Limited holding of machines and tools will make it possible to execute works of
petty nature to maintain the efficiency.
(b) MES Workshop
This type of workshop is elaborately equipped to carry out work on production basis. It can
undertake big jobs, in accordance with its facilities, from MES formations, other
Government departments or private persons.
Supervision
2. Installation workshop is directly under the control of the officer ie of the sub division. He will
normally have a JE E and M who will be in charge of running it.
3. An MES workshop will be in charge of an E and M officer under CWE. He is referred to as
Workshop Officer.
(RMES 798)
Accounting
4. The cost of running a sub divisional workshop is divided in proportion to the work executed for the
benefit of installation concerned.
5. The cost for an installation workshop is borne by its maintenance grant.
6. The MES workshop will be cost accounted. Monthly workshop return
(IAFW-2234) will be submitted to cover capital charges, direct charges and overhead charges.
Order for Work
7. All work on the workshop is first estimated and calculated in details on IAFW-2227, and then
prepared as a work order on IAFW-2228. Once the work order is accepted by the demander, it is
entered in IAFW-2229 with a number. An expenditure sheet is then prepared on IAFW-2230, and
the work is taken in hand. On completion of work the adjustment of the amount is carried out on
the expense voucher IAFW-2253.
8. In case of private work, the same procedure applies except that the recovery of the amount is treated
as in case of a deposit work.
9. In the case of urgent work, the Workshop Officer can put the work in hand on receipt of an
authority from the demanding officer upto a definite amount.
Operating Account
10. The operating account will be maintained as under:-
(a) Daily Sheets
(i) Daily Labour Sheet - IAFW-2236
(ii) Daily Material Sheet - IAFW-2235
(iii) Daily Miscellaneous Charges Sheet - IAFW-2313
(b) Expenditure sheet - IAFW-2230
(c) Workshop Account - IAFW-2223
(d) Material Account on
(i) Material Register - IAFW-2225
292
(ii) Baby Indent - IAFW-2305
Annual Workshop Return
11. This is not a cost accounting document but only a technical document meant to give an annual
overall picture of the working. The cost accounting of the workshops is done monthly on IAFW-
2234.
(Para 25, Appx ‘P’ to MES Regs)
Timber Factory
12. Timber factory is a fully cost accounted installation producing furniture and some finished products
of wood. The working of a timber factory is more or less similar to the working of workshops.
293
Precis No 1611
Management School
E /M RECORDS, REPORTS AND RETURNS
Introduction
1. This precis deals with typical records, and return which are in vouge in the E and M Section. The
details in the various types of Indian Army Forms are explained with their utility value. The
specific use can be traced from the other E and M procedure Precis, where applicable.
2. For the purpose of the precis, the forms have been grouped to indicate where these are being used.
The reference to MES SO by E-in-C is also given to help in tracing their specific use.
Installations
3. The Indian Army Forms which are used for different MES installations are given in Appendix ‘A’.
Machinery History Sheet
4. This form is used to give a complete history of every static machine. It contains the technical
details, initial cost, purchase date, authority of purchase, the place where the machine is installed
and or transferred to, and the acceptance test. On the form a general history is written including the
condition of arrival at the station any renewals, repairs, major overhauls, serious breakdown and any
characteristics peculiar to the machine.
5. There are eight types of machinery history sheets excluding ‘index’ form, for different types of
machines. The typical technical data for each type is shown on the relevant history sheet.
6. The different types of machines are indicated by a prefix letter on the MES No which is allotted to
each machine. These are as under:-
Prefix letter Types of machine
A - Steam Engine
B - Internal combustion engine
C - Crane, crab, winch, travellor or lift.
F - Pump or Compressor.
R - Lathe, screw cutting, drilling, planing, slotting, boring,
shaping, metal sawing, gulleting, punching, shearing, milling, screwing, band
sawing or morticing machine, tool grinder, universal cutter grinder, planner,
log and deal frame, circular and pendulum saw benches, general joiner or
variety wood worker.
L - Miscellaneous machines.
S - Steam boiler
T - Electric motor or generator.
7. The respective MES No is entered in the appropriate space provided on the right hand top corner of
the Machinery History Sheet. SM No allotted to the set of the machine is also noted thereon.
Plant/Installation Running Record
8. It is a record of hour wise running of each plant giving output, POL/Energy consumption, periodical
examinations, consumption tests and other tests, any repairs, replacement of minor or major spares,
and results of inspection by IEM/ VDRA. Form can be conveniently adopted for the purpose.
9. Separate forms are used for IC engines or separate pages will be kept for individual sets. All the
entries made therein are signed by JE E/M-in-charge. The records are inspected by AEE or AE
E/M at least once a week and initialed. These are also shown to an inspecting officer, if required.
Log Sheet
10. All MES owned installations maintain an appropriate log sheet. One log sheet is used per day, and
all the applicable entries completed. Since the information noted in a log sheet will form the basis
to gauge the efficiency of the installation, the necessity of accurate and full information should be
stressed on all concerned.
11. For small installations, where an hourly record is not warranted, an improvised log should be
maintained for M&O estimate.
12. Maintenance and operation estimate is prepared locally to show the recurring charges anticipated in
the ensuing financial year. It is based on the working costs of the current financial year. The return
is submitted to GE or CWE well in advance, for it to be technically checked, approved and included
in the consolidated schedule of demands as per MES Regulations. Appendix ‘B’ Form C based on
the approval, the installation is allotted the necessary funds for the coming financial year.
294
Expenditure cannot be incurred for on installations before M/O Estimates are sanctioned for the
installation by the competent technical authority.
Annual Return Installations
13. The annual return is prepared for ALL the MES installations. It is a consolidation of the monthly
returns plus detailed information of capital account, connected load (electric) or consumption
(electric and water) and the staff employed. Working cost and all-in-cost calculations, schedule of
products supplied and costing sheet are also included in it. The working cost shown in the return is
certified by the UA.
14. The annual return of cost accounting, E/M and water supply installations is to be completed by 1st
Nov at E-in-C’s Office.
15. It reflects the true state of affairs to maintain the efficiency of each MES installation. It also forms
the basis to eventually calculate the All India Cost. Hence an accurate compilation is imperative in
preparing the return.
Plant Record Book
16. Plant Record Book IAFW-2208 will be maintained for each installation. The value shown therein
represents the capital cost of the various items of the installation. The interest at 6% (vide MES
Regs para 745) and the depreciation at the rate of the percentage laid down in the MES Standing
Orders by E-In-C para 420 (given in precis No 1613) are calculated on capital cost, and compiled in
the ‘Summary’ portion of the book for each financial year.
17. Ready calculated depreciated value of any plant or portion of the installation can be obtained from
the book.
18. This book is subject to audit.
Inventory of Electric Fittings and Fixtures
19. This form is utilised to record the internal wiring details of every electric fitting and fixture installed
in every room of every defence building. It should be compiled as soon as the initial installation is
completed with a free hand sketch of the building.
20. Every time the internal electric installation is handed and taken over, the signature of both the
parties should be appended in the appropriate place provided at the foot of each page.
Fan and Meter Register
21. All the electric fans ceiling and table, and all the meters- electric and water, must be entered in this
book. The details of manufacturer’s name, identification No and other details should be entered in
the appropriate columns.
22. All the fans and meters should be serially numbered locally in Col I, and the number painted on the
body.
23. Cols 15 and 16 or 17 in the register should be completed up-to-date as per fly leaf instructions, to
indicate the latest location of each fan or meter.
Periodical Inspection Reports of Electrical Installations under Rule 46 of IE Rules, 1956.
24. The reports on periodical inspection and testing have to be maintained in prescribed form for High
Medium and Low voltage installation separately.
25. High and Extra High Voltage installation has to be inspected once a year.
Medium voltage installation has to be inspected once in 3 years.
Low voltage installation has to be inspected once in 5 years.
(AHQ No 36323/E4 dated 18 may/5 Jun 1962).
Tools and Plant
26. The forms required to maintain T and P records are shown in Appendix ‘B’.
Engineer Plant Routine Order (EPRO)
27. Whenever there is a transfer of any mobile plant from one sub division to another, the EPRO should
be issued to all concerned within 24 hours. It should be published by the unit issuing the plant as
well as the one receiving it, so that all the information which maintain the records of the plant, will
be in the picture.
Road Roller Log Book
295
28. All the information in respect of the E/M No. technical details, tools and spare parts held, inspection
repairs, staff, stores used, and work done, is recorded in this book. Entries should also be made in
respect to the No and date of the certificate of fitness issued (and renewed) by the Boiler Inspector
in Appendix ‘D’ of the log book in red ink in case of Steam Road Rollers. This entry must clearly
indicate the latest date upto which it is certified.
29. The instruction for the care of the different types of road roller given in Appendix ‘B’ and ‘BB’ of the
log book should be conscientiously followed.
30. E/M No and any State registration No allotted to the road roller should be prominently printed on
the book.
Mechanical Plant Log Book
Log Book for Engineer Plant and its Supplement No .1.
31. The above log book should be used for mobile plants other than road rollers. The latter is stocked
by ESD (Machinery) Kankinara.
32. All the relevant details including the E/M No should be recorded in the book.
Machine Record Card
33. The machine record card must be complete, and kept posted in all respects to record the history of
the mobile plant.
Transport
34. The relevant forms required are given in Appendix ‘C’. Procedure for maintenance of records (MT) is
given separately in Precis No 1609.
35. MVCR. Monthly Vehicle Casualty Return.
NOTE: All units will submit their return, showing position as on last day of each month to Army
statistical organisation through their Formation/HQ.
36. Part XII Order. Tyre, Engine, Battery and Truck Casualty Return.
37. These orders should be issued to all the units and formations where records of the vehicles are
maintained within 24 hours of the casualty. All the particulars, as required by the columns on the
forms, must be completed.
Workshop
38. The forms required for an MES Workshop are given in Appendix ‘D’. the specific use of these forms
is explained in MES Regs Appendix ‘A’.
Periodicity of Repots and Returns
39. A revised list of periodical reports and returns, to be submitted to DGW, E-in-C’s Branch,
indicating their periodicity is issued under AHQ, E-in-C’s Branch No 63233/E2-A dated 31 Oct/8
Nov 67. This supersedes all previous instructions as far as the type and periodicity of reports and
returns are concerned. The details will continue as per existing orders. Periodical reports and
returns not mentioned in that list will not be submitted to E-in-C’s office.
296
Appendix ‘A’
Precis No (1611)
(Para 3)
INSTALLATION – RECORDS, REPORTS AND RETURNS
Ser Nomenclature IA Form No Reference to
No MES MES SO by
Regs E-in-C Para
Para
(a) (b) (c) (d) (e)
1. Machinery history sheet – Schedule of W-2207
machinery (index)
2. Machinery history sheet- Steam engine W-2207A
3. Machinery history sheet- Internal W-2207B
combustion engine
4. Machinery history sheet- Cranes, hoists, etc W-2207C
5. Machinery history sheet- Pump or Compressor W-2207F
6. Machinery history sheet- Machine tools W-2207K
7. Machinery history sheet- Miscellaneous W-2207L 410
machines
8. Machinery history sheet- Steam Boiler W-2207S
9. Machinery history sheet- Electric motor W-2207T
or generator
10. Index Card W-2341
11. Machine record card W-2346
12. Plant running record, internal combustion W-2275
engine
13. Installation running record Special
14. Care and working of MES plant and machinery W-1791 422
15. Care and working of military boilers W-1797
16. Log Sheet- Oil engine driven AC installation W-2172 366
17. Log Sheet- Power station, steam prime mover W-2173
DC 3 wire system
18. Log Sheet- DC3 wire oil engined station W-2174
19. Log Sheet- Small power station W-2175 423
20. Log Sheet- Rotary plant sub station W-2176
21. Log Sheet Pumping Station W-2177
22. M and O estimate, electrical installation W-1788 165(ix)
23. M and O estimate water supply installation W-1806 157(ix)
24. Schedule of coal and coke (or oil) requirement W-2196 522
25. Monthly return of electrical installation W-2301 430, 431
26. Monthly return of water supply installation W-2302 430, 431
27. Annual return of electrical installation W-1785
28. Annual return of water supply installation W-1803 432, 433
297
Ser Nomenclature IA Form No Reference to
No MES Regs MES SO by
Para E-in-C Para
(a) (b) (c) (d) (e)
29. Plant record Book W-2208 419
30. Standard test sheet (Steam) W-1812
31. Standard test sheet (oil and electric) W-1812A 375, 394
32. Inventory of electric fittings and fixtures W-2186
33. Fan and meter register W-2181 363, 412
34. Fan repair card W-2213
35. Meter test book (electric and water) W-2188 302,404
36. Electric wiring test sheet (loose sheet book) W-1794
37. Electric wiring test sheet (loose sheet) W-1794A 401
38. Record of tests of lighting conducts W-2215 426
39. Electric bulb account W-1773 611
40. Refrigeration inspection report (EME) E-22
41. Inspection report for electric installation
298
Appendix ‘B’
Precis No (1611)
Para 29
TOOLS AND PLANT – RECORDS REPORTS AND RETURNS
Ser Nomenclature IA Form Reference to
No No MES MES SO by
Regs E-in-C Para
Para
(a) (b) (c) (d) (e)
1. Stock/furniture/tools and plant register W-2279 170, 601
2. Division/station tools and plant distribution W-1814 601
ledger (outer sheet)
3. Division/station tools and plant distribution
(inner sheet) W-1814A
4. Annual tools and plant return W-2193 604
5. Engineer plant routine order W-2339
6. Road roller log book W-2179 424, 424
7. Mechanical plant log book W-2340
8. Log book for engineer plant and its B-9 425
supplement No 1 (stock by ESD (machinery),
Kankinara
9. Index Card W-2346
10. Machine record card W-2341
11. Estimates for new supplies/renewals of W-2222
furniture/tools and plant
12. Demand for spare parts for machinery W-2332
13. ESD (machinery) Kankinara – Spares W-2334
issue voucher
299
Appendix ‘C’
(Precis No 1611)
Para 34
TRANSPORT – RECORDS, REPORTS AND RETURNS
Ser Nomenclature IA Form No Reference to
No MES Regs MES SO by
Para E-in-C Para
(a) (b) (c) (d) (e)
1. Unit vehicle register Z-2186
2. Vehicle log book Z-2197 (Revised)
3. POL Indent form Z-2206 Part I (Revised)
4. Military motor vehicle, driver’s licence Z-2306
5. POL retail issue voucher Z-2206 Part II (Revised)
6. Driver’s car diary Z-2209 (Revised)
7. Mileage Card IAFZ-2213 (Revised)
8. Accident report regarding MT vehicles Z-195A(B & C Outer & Inner)
9. Vehicle inspection chart Z-2188
10. MT technical inspection report (EME)E-03
11. Monthly vehicle casualty return
12. Part XII order. Tyre, engine, battery and Z-3025
track casualty return
13. Vehicle return Z-3020
(P sheet and continuation sheet)
300
Appendix ‘D’
(Precis No 1611)
WORKSHOP – RECORDS, REPORTS AND RETURNS
(Para 54)
Ser Nomenclature IA Form No Reference to
No MES MES SO by
Regs E-in-C Para
Para
(a) (b) (c) (d) (e)
1. Daily labour sheet W-2236
2. Daily material sheet ` W-2235
3. Daily miscellaneous charges sheet W-2313
4. Work Order W-2228
5. Register of work order W-2239
6. Estimate of work (workshop) W-2227 801 & Appx ‘P’
7. Material register W-2225
8. Expenditure sheet for work order W-2230
9. Workshop account W-2223
10. Register of articles on charge W-2379
11. Monthly workshop return W-2234
301
Precis No 1612
Management Department
BUDGET – E/M SECTION
Introduction
1. This precis deals with a summary of the budget side in the E & M section. Details of the procedure
connected with the budget should be read in conjunction with those given in Precis No. 1561.
Major Heads
2. The expenditure for the three services of the Defence Forces is divided into the following Major
Heads:-
(a) For works commenced prior to 1 Apr 48
(i) Army inclusive of Factories and Farms - 2076 Defence Services
(ii) Navy - 2077 Defence Services
(iii) Air Force - 2078 Defence Services
(b) For works commenced wef 01 apr 48
All Services above Rs. 1 lakh - 4076 Capital Outlay
on Defence Service.
Classification and Code Numbers
3. The various classification and Code Nos typical to E & M side of the MES, are shown as:-
(a) Annexure A - Major Head 2076 Defence Services - Army
(b) Annexure B - Major Head 2077 Defence Services - Navy
(c) Annexure C - Major Head 2078 Defence Services - Air Force.
Financing Of Installations
Internal Installations
4. The internal installations of water supply and electric supply are financed under the sub head for the
maintenance of buildings. A separate allotment is provided for the maintenance of internal wiring,
fittings etc and internal ware pipes and fittings in that of the building under sub head B of major
head 2076 and sub head F. Minor Head (e) of Major Heads 2077 and 2078.
External Installation
5. The external water supply and electrical installations are financed under Sub Head C of Major head
2076 and Sub Head F, Minor Head (e) of Major Heads 2077 and 2078.
Tools and Plant
6. Tools and plant are financed under Sub Head E, Minor Head (495) of Major head 2076 for various
purposes under the appropriate detailed head.
E and M Renewals
Definition
7. An E & M renewal consists of the replacement of a complete installation, or the whole of a definite
portion of an installation or of a complete unit forming part of an installation. The following can be
treated as E & M renewals:-
(a) Extensive reconstruction of a supply system.
(b) Increased capacity of plant or accommodation for the installation.
(c) Substitution of a superior for an inferior class or grade of work.
(d) Replacement and supply of major spare parts.
In the case of 9d) above CWE will decide whether the replacement is to be classed as renewal or
maintenance.
(MES Regs Para 57 and 758)
8. All E & M renewals which cost less than Rs. 50,000/- will be financed from Sub head C of Major
head 269 (and Sub Head F. Minor head 9c) of Major head 270 and 271). An allotment of funds for
the purpose implies administrative approval. A scheme which involves installation of plant and
machinery is submitted to the higher Engineer Authority for prior technical scrutiny. The technical
sanction is accorded for the work as per delegatory powers, vide Precis No 1588, Appendix ‘B’.
(MES Regs para 759)
302
Special Repairs and Renewals
9. E&M renewals which would cost more than Rs. 50,000/- are treated as special repairs and renewals
and financed under Sub Head C, Minor Head (f) of Major Head 769 and Sub Head F. Minor Head
(e), Detailed Head 4 of Major Head 270 and Sub Head F. Minor Head (e), Detailed Head 5 of
Major Head 271.
Cost Accounting
10. All the alterations to the capital cost are entered in the Plant Record Book (IAFW-2203).
(MES Regs para 759)
11. The procedure for the inclusion of the completion cost of E&M renewals and special repairs and
renewals, financed from the Sub Head other than that for maintenance and operation installations, is
outlined in para 13 to 16 hereafter.
Replacement of Plant shown as a separate item in the Plant Record Book (IAFW-2208).
12. It should be treated as a new plant, and the gross expenditure thereon is entered with the original
capital value. The interest and depreciation are calculated on the original capital cost, even if the
plant has been received at the installation at a depreciated value. The up-to-date depreciated cost is
calculated in the usual manner, viz the depreciated value less the depreciation of the year on the
capital cost.
13. The residual (depreciated) value of the plant replaced (if so effected) less its sales proceeds, is also
included in the costing sheet for the year or spread over a suitable number if years to be determined
by the CE as depreciation only.
Replace of a Portion of a Plant, Distribution System, etc.
14. When the portion of a plant or distribution mains is not shown as a separate (or new) item in the
Plant Record Book (IAFW-2208), only that portion of the expenditure which represents a genuine
increase in the capital value, is added against the item.
15. The balance of expenditure less the sale proceeds is dealt with as outlined in para 13 above.
(MES Regs para 761)
Cost of Spare Parts and Reserve POL
16. The cost of all the external installation spares and reserve of POL (if effected during the year) is
financed under the Sub Head for ‘maintenance and operation of installations’. AT the end of each
financial year the value of spares and POL is assessed. This value should be debited to the coming
year Sub Head for ‘maintenance and operation of installations’ and given a credit under the same
Sub Head in the current year.
Maintenance, Repairs and Renewals.
17. Procedure for maintenance, repairs and renewals of Refrigerators, Air Conditioners and Sewage
Disposal Installation is as under:-
The installations comprising of refrigerators and airconditioners may be divided into four categories
:-
(a) Those provided against sanctioned works, maintained and operated by MES.
(b) Those provided against sanctioned works and maintained by the MES but operated by the
user.
(c) Those issued on hire.
(d) Those in reserve.
18. (a) The category at para 7) above will be treated as an installation. Maintenance
and operation estimates will be prepared as for other installations. These estimates may be
prepared on Form IAFZ-1788 till an amended form is made available. The maintenance and
operation charges will be debited to Main Head 7 – Expenditure on works (other than
Capital Projects) Maintenance etc. Sub Head C. Maintenance and operation of installations
(c) Refrigeration and Air conditioning.
(b) The category at para 17(b) will be treated as internal fittings. The cost of such plant will be
included in the cost of the internal electrical installation in the RPMB. Maintenance and
operation charges will be debited to Main Head 7 – Expenditure on works (other than
Capital Projects) Maintenance etc. Sub Head B (a). Buildings. Schedule of demands will be
prepared on maintenance, repair and renewal at 12% (10 for maintenance and 2 for
renewal). Footnote on Form B of Appendix ‘B’ page 191. Regulations for the MES is
being amended accordingly.
303
(c) For machines issued on hire, maintenance and repair charges will be debited to Main head 7.
Expenditure on works (other than Capital Projects), maintenance etc. Sub head E, Tools and
Plant and Machinery (a) T & P 3, Repairs and Renewals of T & P, and Schedule of
Demands prepared for maintenance and repair only at 10% of the capital value of the plant
held in reserve.
19. Sewage disposal installations will be treated as E & M installations, Maintenance and operation
estimates will be prepared as for E & M installation. These estimates may be prepared on Form
IAFW-1806 till amended form is made available. The maintenance and operation charges will be
debited to Main head 7 Expenditure on works (other than Capital Projects), Maintenance etc, Sub
head C Maintenance and operation of Installations (e) Miscellaneous.
(Authority: AHQ E-in-C’s Branch DHQ PO New Delhi No 46620/E4 dt 22 Aug 1958).
Appendix ‘A’
(Precis No 1612)
Para 3A
MAJOR HEAD 2076 DEFENCE SERVICES – ARMY
Main Head 7 Expenditure on Works (other than Capital Projects) and Maintenance
Sub Head A – Works
(1) This will include expenditure on construction, maintenance etc of buildings and other
revenue expenditure of the Army by the MES, other than these relating to Ordinance
Factories, R & D organisation, Military Farms and Inspection Organisation for which
separate minor head have been provided.
(2) The cost of new Major works undertaken on or after 1.4.48 will be booked to the Major head
469.
Minor Heads
(a) Major Works
(i) Not forming capital assets - 451/01
(ii) Other revenue works - 451/02
(b) Minor works - 452/00
(c) Losses - 454/00
Sub Head B – Maintenance – Buildings, communication etc.
Minor Heads
Buildings
(a) Permanent buildings - 460/01
(b) Temporary buildings - 460/02
(c) Hired/Leased/Requisitioned buildings. - 460/03
Sub Head C- Maintenance and Operation of Installations
Minor Works
(a) Water Supply
(i) Expenditure - 474/01
(ii) Deduct – Recoveries - 474/02
(b) Electricity
(i) Expenditure - 475/01
(ii) Deduct –Recoveries - 475/02
NOTE: The recoveries under Minor Heads (a) (ii) and (b) (ii) are only those effected from
other departments of the Central Government.
Other recoveries viz from individuals, local bodies etc will be treated as revenue.
(c) Refrigeration and Air Conditioning - 479/00
(d) Special repairs and renewals: 1 MES Installation - 480/01
2. ASC Bulk Petroleum – 480/02
installation
(e) Miscellaneous, Minor Head E
(i) Expenditure on running and maintenance of disinfectors
(ii) Expenditure on boilers, standby sets, telephone bills debatable to installations
(iii) Expenditure on battery charging etc.
304
Sub Head E. Tools, Plants and Machinery
Minor Heads (495)
(a) Tools and Plants (495)
(i) New supplies other than vehicles - 495/01
(ii) New supplies vehicles - 495/02
(iii) Repairs and renewals (Tools and Plant) - 495/03
(iv) Repairs to vehicles - 495/04
(v) Payments to other departments - 495/05
(vi) Deduct credit from other departments - 495/06
(b) Procurement of equipment and stores, and payment - 497/00
Of labour charges for research and experimental
Works in SEMT Wing, CME.
305
Appendix ‘B’
(Precis No 1612)
Para 3 (b)
MAJOR HEAD 2077 DEFENCE SERVICES – NAVY
Sub Head F- Cost of works (other than Capital Projects) and Maintenance
Minor Heads 6 – Works
The cost of new Major Works undertaken on or after 1.4.48 will be debited to Major Head 469,
Sub/Major Head D.
(a) Major Works
(i) Not forming capital assets - 651/01
(ii) Forming capital assets but not chargeable - 651/02
to capital account
(b) Minor Works - 652/00
(c) Losses - 654/00
(d) Maintenance – Buildings, Communication Etc -
(i) Permanent building - 655/01
(ii) Temporary building - 655/02
(iii) Hired/Leased/Requisitioned building - 655/03
(iv) Road -655/04
(v) Furniture - 655/05
(vi) Special repairs - 655/06
(vii) Miscellaneous - 655/07
(e) Maintenance and Operation of Installations
(i) Water Supply
(aa) Expenditure - 658/01
(ab) Deduct – Recoveries - 658/02
(ii) Electricity
(aa) Expenditure - 658/03
(ab) Deduct – Recoveries - 658/04
(f) Refrigeration and Air Conditioning - 658/05
(g) Special repairs and renewals - 658/06
(h) Miscellaneous - 658/07
306
Appendix ‘C’
(Precis No 1612)
Para 3 (c )
MAJOR HEAD 2078 DEFENCE SERVICES – AIR FORCE
Sub Head F – Cost of works (other than capital projects) and maintenance
Minor Head 6 – Works
The cost of new Major works undertaken on or after 1.4.48 will be debited to Major Head 69 Sub Major
Head C.
(a) Major Works
(i) Not forming capital assets - 756/01
(ii) Other revenue works - 756/02
(b) Minor Works - 757/00
(c) Losses - 759/00
(d) Maintenance – Building Communication, Furniture Etc.
(i) Permanent buildings - 760/01
(ii) Temporary hutted - 760/02
(iii) Hired/Leased/Requisitioned buildings - 760/03
(iv) Air field, Runways, taxi tracks, Hard standing apron etc - 760/04
(v) Road - 760/05
(vi) Furniture - 760/06
(vii) Special repairs - 760/07
(viii) Miscellaneous - 760/30
(e) Maintenance and Operation of Installations
(i) Water Supply
(aa) Expenditure - 761/01
(ab) Deduct – Recoveries of water supply from other - 761/02
department of Central Government
(ii) Electricity
(aa) Expenditure - 761/03
(ab) Deduct – Recoveries of supply of electricity from - 761/04
other department of Central Government
(f) Refrigeration and air Conditioning - 761/06
(g) Special repairs and Renewals - 761/07
(h) Miscellaneous - 761/08
307
Precis No 1613
Management Department
MISCELLANEOUS E/M MATTERS
Introduction
1. This precis contains subjects of general interest and policy matters not covered in other E/M
Procedure precis.
Hours of Supply of Electricity and Water
2. Normally electricity and Water should be supplied for 24 hours a day. However, where it becomes
necessary to restrict the hours of supply due to uneconomical running or local conditions,
limitations can be imposed.
3. All cases for the hours of supply of electric energy or water will be decided by OC station after
consulting the GE, and notified in Station Orders.
(MES Regs, Paras 780 to 782)
Prevention of Waste
4. OC Station should be informed by GE, when unreasonable over consumption or wastage of
electrical energy and water occurs or is noticed. For entitled consumers, a reasonable assessment of
the consumption of electric energy and water is worked out for every type of quarter or group of
quarter, by a Board of Officers convened under the orders of Sub Area/Station HQ.
(MES Regs Para 787 to 788)
Wireless Aerials
5. Before wireless aerial (external or internal) is erected by an occupant of military building, prior
concurrence of GE is normally required. Before the final approval is given , AEE E/M will ensure
that:-
(a) The wireless aerial or any structure connected therewith does not cross bare electric line.
(b) The wireless aerial is provided with an effective lightning arrester.
(c) The installation of the wireless set will not interfere with the internal electrical installation.
(MES Regs, Para 791)
Wireless Masts and Obstruction (warning) Lights
6. (a) Latticed type wireless masts for Army, Navy and Air force establishment.
Responsibility for erection, provision of warning lights, periodical inspection and
maintenance is that of MES.
(b) Tubular types
User’s responsibility for erection, inspection and maintenance of the mast.
MES responsibility is for masonary work, provision of lights and its maintenance.
(AHQ DEW No 66111/E4 dated 09 Aug 62).
Use of Multi sockets of 5 Amps & 15 Amps
7. In all future works, multisockets will be provided instead of single outlet of either 5 amps or 15
amps.
(Auth : E-in-C’s Branch No 27439/XII/E4(E) dt 19 Apr 85)
Planning Works – Electric supply
8. (a) Use Diversing factor for all accommodation except married accommodation for
officers, where it should be taken as 0.8 to 0.9
(b) Transfer Capacity- Take 10% more than the load requirement of the area.
(c) Voltage drop – Size of conductors in LT distribution should be so decided that voltage drop
is within 4%
Socket outlet in Car Garages
9. 1 No 5 amps socket outlet will be provided in car garrages of Officers, in all future construction.
(E-in-C’s Branch No 27597/IX/E4VI dt 22 Feb 85)
Estimating Data for Electrical Works
10. Revised as laid down by E-in-C’s Branch letter No 46697/ED/E4(c) dt 03 Mar 84 should be
followed.
Common TV Antenna
11. Provisions of common Antenna in multistoreyed buildings and empty conduits for that are
authorised now.
(E-in-C’s Branch No 86365/Design 2 dt 09 Feb 87)
Concealed conduits for Telephones
308
12. These can now be provided in all officers married accommodation
(E-in-C’s Branch No 27489/XII/15-A/E4 VI dt 14 jan 86)
Use of Aluminium Conductor for both U/G & OH Lines
13. In future, AC conductors will be used as copper has become very expensive.
(E-in-C’s Branch No 27439/ E4 dt 11 jul67)
Concealed conduits in Offrs Married Accomodation
14. In future,concealed conduits are to be provided in all officers quarters.
(E-in-C’s Branch No 27439/XII/E4(C) dt 22 Nov 84)
Provision of 5 Amps & 15 Amps sockets – Married Accommodation
15. In future, these sockets will be located 1.2M above FFL. This is due to safety considerations.
(E-in-C’s Branch No 27597/IX/E4/VI dt 30 Sep 85)
16. Following TI’s issued by E-in-C’s branch should be strictly followed:-
(a) Street Lights – Design & Economies - TI No 8 of 1983.
(b) Selection of Light fitting for different accn - TI 3 of 1986
(c) transformer failur & remedies - TI No 2 of 1986.
(d) MCB’s requirements & characteristics - TI No 1 of 1986.
(e) Main of Diesel Generating Set - TI No 4 of 1984.
(f) Laying & Jointing of cables - TI No 2 of 1984.
Electrical Installation at Private Expense in Military Buildings
17. Internal electric installation in military buildings is permissible at private expense, upto the
authorised scale laid down in Barrack synopsis (India). In all such cases, the occupant should agree
in writing that on completion of the work, the wiring and fitting will be part of the existing internal
installation, and will become the Government property, subject to condition laid down in IAFW-
2155.
18. All such work should comply with the standard practice and the statutory laws in vogue.
19. MES can undertake to execute the job on behalf of the occupant as a deposit/contribution work.
(MES Regs, para 772)
Extention of Mains and Service Connections to non Military Buildings
Electrical Installations
20. Where an extension of mains is necessary, to serve two or more consumers, the work can be carried
out at the Government expense provided the funds are immediately available. Otherwise, the cost
should be borne by the consumers (or owner) in the proportion decided by the GOC. In the later
case, they are not entitled for any refund of expenditure if the funds become subsequently available.
21. The electrical service connection is provided at the Government expense for not more than 100 feet
provided it is not on private property. The cost of the installation of the service connection including
the house service meter is borne by the occupant (or owner). Application for such connection
should be submitted by the owner or tenent with the owner’s approval.
22. Works performed by the MES for the occupant (or owner) as mentioned in para 20 and 21 above,
are exempt from the department charges.
23. Irrespective of who bears the cost of the extension of mains and service connection, these become
property of, and are maintained by MES.
Water Supply Installation
24. The procedure for the external mains is identical to that explained in para 20 above.
25. Cost of service connection including that of water meter and the connection fee is paid by the
consumer (or owner).
26. The eventual ownership of such external mains and service connection, and the maintenance will be
identical to that given in para 23 above.
Supply of Electrical Energy for Use by Contractors
27. Supply will be made under the following conditions:-
(a) Charges will be at the existing rates for light and power.
(b) That there shall be no guarantee for continuity of supply and no compensation for break
down.
(AHQ, DGW No 33416/23/E8 dated 27 Sep 62)
NOTE: Similar conditions are applicable for supply of water for use by contractors.
All India Recovery Rate
28. The recovery of the cost of electric energy, where metered, is divided into four classes as under:-
309
(a) Class A
IIIumination, Ventilation, and small domestic and other electrical devices.
(b) Class B
Unrestricted power
(c) Class C
Restricted power
(d) Class D
Street lighting
(MES Regs Appx ‘O’ Para 12)
29. The recovery of the cost of water consumed is as per the recorded consumption shown in the water
meter.
(MES Regs Appx ‘O’ para)
30. The recorded meter consumption of the electric energy and water is recovered at the All India
recovery rates fixed by the Government, and reviewed periodically. It is arrived at by consolidating
the totals of the cost accounting returns of all the installations in India on ‘no profit, no loss’ basis.
(MES Regs Para 747 to 751)
31. Recovery of electric charges from service officers for electricity consumed for refrigerators, in
residence of officers where no power circuit is available is governed by AI 117/48. Further
interpretations are given in AHQ, QMG No A/Q2469/Q3 (B) dated 10 May 61. Before using the
lighting circuit for refrigerators, officers should obtain a certificate from MES that the existing
circuit can withstand the additional load.
Services Charges
32. The charges for services rendered by MES are as under:-
(a) (i) Testing meter (to be refunded if the MES meter proves to be incorrect by
more than 3%)- Rs. 5/-
(ii) Inspection and test of consumer’s internal installation- Rs 10/-
(iii) Replacement of MES service fuses – Rs. 1/-
(iv) Replacement of consumer’s fuses (upto 2 cut outs: for each additional cut out 25
paise extra) - Rs. 1/-
(v) Reconnection after disconnection for non payment of bills or infringement of rules –
Rs. 10/-
(vi) Reconnection after disconnection owing to vacation of building or premises – Rs. 2/-
(vii) Changing position of meter board (excluding any alterations necessary to the wiring)
Rs. 5/-
(viii) Other work as fixed by the GE (dependent on the extent and type of the work).
Charging Batteries
(ix) Car battery – Rs 3/-
(x) Wireless battery – Rs. 2/-
Hire of fans
(xi) Ceiling fan per calendar month - Rs. 11.60
(xii) Table fan per calendar month - Rs. 8.30
(xiii) Pedestal fan - Rs 11.20
Note 1. Hire from 1st to 14th will be at the full rate.
2.Hire from 15th to the end of the month will be at half rate.
Loss of fans issued on hire
(xiv) Officers should pay the replacement cost of the fan lost, irrespective of the
circumstances of the loss. The provisions of the Rule 73 of FRI, Part 1 do NOT
apply in these cases.
(AHQ E-in-C’s No 80690/E2A dt 22 Feb 63)
(b) Water Supply
(i) Installation of and repairs to internal supply – Cost plus departmental charges.
(ii) Connection fee – Cost plus departmental charges.
(iii) Testing meter (to be refunded if the MES meter proves to be incorrect beyond 5
percent) – Rs. 5/-
(iv) Reconnection after disconnection or turning off for the infringement of rules – Rs
10/-
(v) Reconnection after disconnection owing to vacation of building, premises or land –
Rs. 2/-
(MES Regs Appx ‘O’ Annexure ‘A’)
33. No hire charges are levied for the electric or water meters issued to consumers, where the cost has
been recovered along with the cost of service connections.
Temporary Electric and Water Connection
310
34. Station Commanders are authorised to sanction temporary electric and water supply connections in
special cases, viz, or religious, social and medical grounds for a period not exceeding 15 days.
35. Meter and connections will be installed by MES at the expense of the applicant and meter rent will
be made at the rate of 50 paise per day. Connection fee Rs. 3/- will be recovered for every
connections; charges for electric/water consumption will be calculated at all India rates or all in cost
rate whichever is higher.
(Min of Def letter No 87313/C13W (Policy)3019-ASO-II/D Works dt 15 Oct 57).
Meters
36. Provision of individual meters, water and electric to Government owned buildings is to be made in
accordance with AHQ No 72131/Q3W(Policy) dt 24 Feb 58 and even No dated 06 May 70.
(E-in-C Technical Instruction 1 of 70)
Location and Security of Meters, Meters-Boxes
37. Water meters should be installed within the premises (in a recess in the wall or some other suitable
place) of consumers who should be made responsible for the security of the same. Approved design
of water meter boxes are given in figures 1 and 5 to IS 2103/1962.
(E-in-C’s No 84110/Spec/WS3/E2 PHE dt 28 Mar 66).
Call Bells
38. Provision of call bell at the entrance of married officers quarters of Captains and above and
equivalent ranks in other services is authorised. This provision is applicable to the existing quarters
also, on a phased programme.
(Authority: G of I, M of D No A/03530/Q3W (Policy)/301/S/SO-II/D (Works) dt 10 Jul 67).
Electric Bulbs
Exchange
39. MES issue good bulbs in replacement for the unserviceable ones, before effecting the exchange, it
must be ascertained that the incoming as well as the outgoing bulbs bear the requisite marking as
provided for under MES SO by E-in-C para 605.
(MES SO by E-in-C, para 606)
40. (a) The transaction of the exchange are noted in the Electric Bulb Account Book (IAFW-1773),
and acknowledged by the consumer in the column provided for the purpose.
(b) The user should submit a requisition for exchange of fused bulbs.
Free Issue for Hired Bungalows
41. Free supply of electric bulbs in hired residential accommodation, occupied by JCOs, NCOs, ORs,
and equivalent ranks in other services is permitted, Issue and exchange are governed by paras 607
and 612 of MES standing orders.
(G of I, MOD No 585/19/Q3W(Policy)590/SO-III/D(W-1) dt 06 Apr 67).
Treatment of Water
42. MES carries out sedimentation, filtration, chloration and chloramination.
43. The dosage of the reagents is notified by the Medical Authorities after testing the water. A
periodical test is conducted by the Medical Authorities to ensure that the water is potable. They
also advise any changes in dosage from time to time.
44. In cases, however, where the water is to be specially chlorinated in small service tanks, the Medical
Authorities are entirely responsible for providing the reagents, and purify the water. MES may
detail appropriate staff to assist in such circumstances.
(MES Regs, para 733)
Provisions of filters for water treatment
45. In future, in all permanent water supply sources, only slow sand filters will be used.
(E-in-C Branch No 84924/Policy/Wks V-3 dt 10 Sep 86)
Installation & Maint of Geysers
46. In future, instructions contained in TI-4 (Provision of Geysers in MES Accn) will be strictly
followed.
(E-in-C’s Branch No 84406/WG-18/E4(V-3) dt 25 Mar 87)
Sewage Disposal by farming
47. In future, Instructions contained in the policy/letter of E-in-C’s Branch No 83519/Policy/Sem/Wks
V-e dt 15 Dec 86, are to be followed.
Operation & Maint of waste stablization pads
48. Instructions contained in TI-2 of 1983 should be followed.
311
Planning & Scrutiny of E/M Schemes
49. Scrutiny of all E/M schemes should be done as per E-in-C’s Branch No 84226/WS-3/E-4(PH) dt 24
Sep 81.
Location of Water Sources
50. Advice for location of water sources (particularly, ground water sources) will be sought from the
Ground Water Division of Geological Survey of India).
(AHQ E-in-C’s No 5802/25/E4 dt 15 Oct 54)
Rates of Depreciation
51. For the purpose of cost accounting and calculations of the depreciated value in the plant Record
Book (IAFW-2208), the rates of depreciation are as under:-
Item Depreciation per annum on the
Capital cost
(a) Land Nil
Earthwork
(b) Building of all types
Brick, concrete or masonry channels
Brick concrete or masonry wells
Brick, concrete or masonry jack wells
Brick, concrete or masonry settling tanks 1%
Brick concrete or masonry filters
Brick, concrete or masonry reservoirs
And tanks
(c) Foundation At the rate of plant
Stagings supported structure
(d) Aerial (overhead) line
Brick chimneys 2%
Asbestos, Concrete and earthware pipes
(e) Steel, iron and brass pipes and fittings
Mechanical filters
Water softening plants 2.5%
Steel tanks and reservoirs
(f) Air receivers of all kinds
Boilers and stokers
Fuel and ash plants
Prime movers upto 500 rpm (see ‘h’ below)
Cranes lifts and hoists
Condensers, pumps and compressors 5%
Electric motors, generators, converting
and transforming plant and switch gears
Insulated cable and internal wiring
Tube wells and installed plants
Ventilation apparatus (if fixed)
(g) All the portable plants of the categories given 6%
in (f) above Machine tools
(h) Instruments of all kinds
Road making plants Small tools 10%
Water treatment plants other than shown in (e) above
Prime movers over 500 rpm (high speed)
(j) Refrigeration plant
(j) Mechanical equipment 14%
Table- M RMES
(MES SO by E-in-C para 420)
52. When a plant or any part of it is brought into use during any period of a financial year, the
depreciation when calculated will be proportional to the period of the year actually in use.
53. When a plant is kept in use for more than its predicted life, the depreciation charges will not be
raised off as depreciation.
(MES, Regs Para 745)
Rates of Interest
54. Interest at 6% per annum will be charged on the capital cost in Plant Record Book (IAFW-2208).
(MES, Regs, para 745)
312
55. When a plant or any part of it is brought into use during any period of a financial year, the interest
when calculated should be proportional to the period of the year actually in use.
Military Standby Plants
56. When any plant is expressly maintained to increase capacity for the internal security or war needs,
the E-in-C will fix a lump sum to cover interest, depreciation and maintenance charges on such a
plant. This lump sum will be taken as a credit in the cost accounting of the installation to the annual
return. (see Precis No 1607).
(MES Regs, para 746 and E-in-C’s No 38524/E4 dt 27 May 68).
Standby Power Supply for Essential Services
57. The responsibilities for provision etc or standby power supply are:-
(a) Generally provision/establishment/installation/supply/responsibility of Engineers (MES) for
essential services.
(b) Standby Power Supply in Static Signal Units
(i) Provision and maintenance by Engineers.
(ii) Operation and daily maintenance by Engineers, for over 10 KVA Generating sets.
(iii) Operation and maintenance (excluding repairs) for sets of 10 KVA and below, by the
users.
(c) Field Signal Units
Responsibility of Signals
(Auth: G of I, MOD No 42231/E4/945-S/D (Works-II) dt 23 Aug 63 and AO 77 of 1963)
Classification of Machinery, Tools and Plants
(Auth: Army HQ E-in-C’s No 4003/74(Policy) No 35375/E4 22/26 Apr 1974)
58. General MES T & P is divided into two main categories:-
(a) Prime mover driven plant:-
(i) Diesel engine driven
(ii) Petrol engine driven.
(b) Towed Plant
Classification
59. Every time an equipment is classified, the classification together with the signature, rank and
appointment of inspecting officer will be entered in equipment’s log book.
60. Prime Mover Driven Plant Classification. The prime mover driven plants will be classified as
under:-
(a) Class I and II. That equipment which for active service can be made so by repairs and
which has not exceeded, the following hours running since new or since base overhaul:-
Engine Class I Class II
Diesel engine driven plant 1000 2000
Petrol engine driven plant 800 1600
(b) Class III. That equipment which is fit or can be made so by repairs but exceed the running
hours laid down in Class –II.
(c) Class IV, Equipment awaiting field repairs and placed off road will be classified as Class IV.
The equipment after repair will be upgraded to their previous classification Class I II or III.
(d) Class V equipment requiring base repairs.
(e) Class VI/UNSV. Equipment which in the opinion of inspecting officer requires extensive
repairs due to their wear, deterioration, accident/damage will be considered as beyond
economical repairs and classified as Class VI/UNSV.
61. Towed Plant Classification
Towed plant will be classified as under:-
(a) S - Serviceable
(b) UR - Requires unit repairs
(c) R1 - Required light repairs
(d) R2 - Required field repairs
(e) R4 - Requires base repairs
(f) UNSV - Beyond economical repair.
62. Inspection
(a) Initial (Receipt/Issue/Transfer inspection of Class I and IV Capt/AEE/AE i/c of E/M
division.
(b) Quarterly inspection - DCWE or ACWE E/M of area.
(c) Annual Inspection - IEM from Zonal CE’s
313
(d) Down grading of T & P to Class V observed during quarterly inspection will be confirmed
by IEM.
63. A Board of Officers of Maj/EE and IEM and Capt/AEE is ordered by CE/CWE to examine and
declare equipment beyond economical repair and recommend for classification VI.
Board can recommend it Class VI if one or more of the following are fulfilled:-
(a) There is no possibility of obtaining spares from normal source of supply or indigenous
manufactures within 12 months.
(b) Cost of repairs exceeds 50% of the capital value of equipment.
(c) Useful remaining life after repair is not commensurate with cost of repairs.
However, equipment which are considered as Class VI/UNSV during the process of base overhaul,
having been opened up and found to be in a state which is considered BER will not be subjected to
requirement as per para above.
Recommendation of the board will be concurred by CE after which disposal action can be
pursued.
Authorised E/M Scales
64. Authorised scales for E&M services are given in compendium of scales of Accommodation 1968,
pages 135 to 169 (Chapter 13). This book includes the following E&M scales:-
(a) Electric lighting (including fluorescent lighting and external lighting).
(b) Ventilation
(c) Power circuits and power points.
(d) Electric Radiators
(e) Electric Bells
(f) Electrification of buildings built to W & H Mainistry scales.
(g) Lifts
(h) Water supply.
(i) Hot water supply
(j) Cold stores and Refrigerators
(k) Air conditioning for normal works
(l) Electric water coolers
(m) Standby generating sets.
(n) Ice plants.
(o) Lighting protection
(p) Cathodic protection
(Auth: M O D No 34165/Q3W(Policy)/1119/SO II/D(W-I) of 03 Jul 73 and E-in-C No
47378/E2(Plg) of 06 Mar 79).
Scales not included in compendium or authorised later
Electricity of any voltage etc.
65. Electricity of any voltage, frequency or type viz AC/DC by Generation, Conversion and so on to
suit the users needs should be made by MES in the normal manner.
(Auth: E-in-C No 27439/E4 dated 02 Dec 67).
Provision of Voltage Stabilizers
66. In all future projects, voltage stabilizers may be provided, if necessary, after taking into
consideration the following:-
a. Proper design of new feeders and/or improvements to the existing feeders with a view to restrict
the voltage drop within permissible limits.
b. Liaison with the outside supply authority to ensure that the termination voltage at the MES take
over point complies with the Indian Electricity Rules.
c. Transformers should be provided with adequate tap changing arrangements.
67. In the case of projects already sanctioned and under execution, voltage stabilizers may be provided
chargeable to the contingencies of the project, if provision for these is desirable and does not exist
in the sanction, taking into account all the factors mentioned in para 61 above.
68. In existing installations, where voltage variations are beyond permissible limits and all remedial
measures as outlined in para 61 above have proved ineffective works demands may be initiated for
the provision of voltage stabilizers.
(Auth: E-in-C No 27439/E5 dt 23/26 Mar 68)
314
Provision of exhaust fans in cook houses and kitchens of officers Mess
69. Provision of exhaust fans in cook houses of NCOs and ORs of the Army and their equivalent ranks
in the other two services is authorised.
(Auth: G of I, MOD No A/97439/Q3W(Policy)/2088/SO-III(W-I) dt 06 Nov 67 and E-in-C No
27439/E4 of 13 Jul 70).
Air conditioning :
70. Normally operation block for air conditioning consists of major and minor OT, scrub room , pre –
operation room, anesthetic room, duty rooms.
( E-in-C’s Br letter No. 37964/e4 dt 02 Sep 1964)
71. Climatological data for some cantonments is given in letters – E-in-C’s br letter No 80971/e4 dt 16
Mar 63 and 37965/e4 dt 19 Jun 64 , 10 Jul 64 , 14Dec 65.
72. Thermometers in air conditioned rooms would be handed over to users and its upkeep will be done
by MES and AC plants operated by MES.
(E-in-C’s Br letter No. 62342/E4 dt 03 Jan 61.)
73. Air conditioning equipments would be fully serviced and repaired in winter as per
recommendation of Board of Officers.
(E-in-C’s Br letter No49014/E4 dt 07 Jun 69.)
Air Conditioning ATC Cabin
74. In future central Air conditioning should be provided in place of window type Air conditioning.
(Auth AHQ/37512/84/W(P&C) dt 27 Mar 81)
Air Conditioning – Industrial Plant – Factory Works
75. Air conditioning for Ordnance Factories as and when specifically requested by DGOF Calcutta,
should be undertaken by MES.
(Auth: E-in-C No 95284/E4 (M) dt 30 Aug 83)
Air Conditioning of Explosive Area
76. For this follow STEC pamphlet No 8 issued by Directorate of Explosives.
(Auth: E-in-C’s No 95284/E4 dt 26 Oct 68)
Air Conditioning – PABXs Technical Data
77. Air conditioning of Private Automatic Branch Exchanges (PABXs) is authorised and given in the
compendium. Standardised technical data that should be adhered is given in Appendix ‘A’ to this
precis.
(Auth: Signals directorate No: 86480/AHQ/Sigs7(a) dt 06 Oct 83)
Provision of Desert Coolers to Offices
78. Actual No of coolers to be provided in a station will be 50% of the total strength of the entitled
strength of majors and equivalent of Navy & Air Force.
(Auth: E-in-C No 95284/E4(M) dt 26 Mar 85).
Air Conditioning in Military Hospitals
79. (a) Maximum Nos of beds to be Air conditioned will be as follows:-
Max No of Beds
Gp ‘A’ (Very Hot Gp ‘B’ (Hot & Humid)
& Humid)
Less than 50 beds NR NR
50-149 beds 4% 2%
150-299 beds 6% 4%
300 beds and above 8% 6%
(b) Fans will be provided in Air conditioning rooms at half the normal scales;
(Auth: G of I, MOD No 92199/Q3W(Policy)/1103/SO-III/D(W-I) dt 12 May 84)
80. Following TI’s should be followed for Air conditioning:-
(a) Maint & repair of Air Conditioning installations - TI 6 of 1983.
(b) Packaged type air conditioners - TI 3 of 1984.
(c) Room air conditioners - TI 1 of 1984
(d) Filtration’s – Characteristics of various - TI 3 of 1983
315
types of filters, their usage etc.
Street Lights on Military Roads in Cantonment Area
81. (a) Provisions of street lights on military roads in Cantonment area is the
responsibility of MES, whereas on roads which are accessible to general public, it is the
responsibility of the Cantonment Board.
(c) Fluorescent/mercury vapour lights are authorised for street lights. (Follow TI No 8 of 1983)
(Auth: E-in-C No 80762/E4 dated 11 Jul 64 and 80762/E4 of 11 Dec 70).
82. Refer to E-in-C Technical Instruction 1 of 1969 and M4 of 1972.
Utility Type Fittings
83. In the provision of electrical fitting in married officers quarters, the term ‘fancy fittings’ should be
changed to “utility type fittings”.
(Auth: E-in-C No 41130/E4 dt 29 Jul 68).
Water Coolers
84. Authorisation is given in the scales of accn-1983. Provision scales, types and maintenance
responsibility are given in AHQ, QMG No A/39822/Q3 Works (Policy) dated 16 Oct 67.
85. Water coolers purchased by hospitals and other formations prior to the issue of G of I, M of D letter
No A/39822/Q3W(Policy)/426 dated 28 Mar 1966 can be transferred to local MES formations for
purposes of maintenance. The capital cost of the water coolers will be indicated in the transfer
voucher.
(Auth: G of I, M of D No A/39822/Q3W(Policy)/463 dt 04 Feb 67).
86. Water cooers to patients should be provided as per 2.5 litres per patient. The requirements of wards
within 100 m distance will be grouped together.
(E-in-C’s Br letter No. 95284/E4 dt 26/29 Mar 71.)
87. Maintenance percentage of coolers is 8% for maintenance and repairs and 1% for renewals.
(E-in-C’s Br letter No. 85284/E4 dt 17 Mar 69.)
Refrigerator:
88. Capacity of refrigerator in MES Inspection Bungalows will be as under –
IB type A – 786 ltrs , IB type B & C – 175 ltrs.
(E-in-C’s Br letter No. 27742/R/E2A 16 Apr 71.)
Repairs, Renewal, Maintenance of Cooking Equipment
89. MES is responsible for the maintenance, repairs and renewals of electrical cooking equipment,
auxiliaries and time keeping equipment at National Defence Academy, Khadakwasla.
(AHQ, E-in-C No 86877/E4 dated 17 Jun 67).
Incinerators:
90. Oil fired incinerators are now authorized in MH as per scales laid down .
(Auth: G of I, M of D No 68452/Q3(Policy-1)/794/D(Wks-1) da 01 Jul 1999)
Discard of Old Generating Sets
91. Static plants can be declared BER and disposed of on the basis of non availability of spares for over
a year and repair cost likely to exceed 50% of capital cost.
(E-in-C No 31413/E3A dt 10 Oct 50)
92. All serviceable and used DC equipment can be disposed off.
(E-in-C No 51087/TEAM-I/E3(Dis) dt 29 Feb 68)
93. Apart from the generating sets falling under the conditions in para 57, a discard policy on imported
generating sets having no spares bacing or spares backing or spares not procurable indigeneously ex
trade, is being formulated.
(E-in-C No 51087/E3(Dis) dt 14 Oct 68)
Agreements
Security Deposits
94. An electric supply license if permitted by his conditions of supply framed under Section 21(2) of
the Indian Electricity Act, 1910, is entitled to request his consumers to deposit securities against
payment of energy bills. The basis governing the quantum of such security is also provided in the
conditions of supply. These provisions apply to all consumers including the Central or State
Government establishments.
95. Security deposit for supply of energy, by State Electricity Boards, Electric Supply
companies/undertakings, is to be made in the form of Government Securities hypothecated to the
suppliers.
(AHQ, E-in-C No 86450/E4 dt 23 Feb 68).
316
Excess Payment on Peak Demands
96. The actual demand in a station may be much less than the anticipated maximum demand (e.g. 100
KVA against 500 KVA) on which the supply was agreed upon by an outside agency. However, in
accordance with the tariff for supply of electricity, the supply company may bill the MES at 75-
100% of the anticipated maximum demand. This involves extra expenditure and is subjected to
audit objections. Peak load requirements should be a realistic figure and should not be far in excess
of actual requirement.
(AHQ, E-in-C No 29066/68/E4 dt 23 Dec 67).
Submission of Project Estimates
97. Points to be borne in mind while submitting, project estimates, of E/M services, issued under E-in-C
No 27439/E4 dt 28 Aug 68, are given in Appendix ‘B’ to this precis.
98. Lump sum amount of 3% of the building cost (Md Accn) is to be included in estimates, for service
connections of:-
(a) Electric Supply - Nearest pole to meter
(b) Water supply - Branch distribution pipe to
house water meter.
(c) Sewage - Branch sewer to the first man
hole in the compound.
(d) Approach road/paths leading to building/garages.
(e) Fencing in the case of officers quarters only.
NOTE: These will not be separately shown or included in the external services
(E-in-C No 86502/11/E2 Army CC dt 30 Mar 67)
Maintenance Services in the MES
99. It has been decided to set up “Enquiry Office/ Complaint Cell” in all maintenance divisions in the
MES. This office will be responsible to:-
(a) Receive and record demands for maintenance services in a register.
(b) Organise urgent services where necessary.
(c) Give such information as is normally required by residents of MES accommodation in the
station.
100. The enquiry office will hold stock of bulbs and fused bulbs for domestic accommodation. They will
be exchanged at this office on clean exchange basis. Enquiry office to be put up under arrangement
of B&R.
(Auth: E-in-C No 952299/E2A dt 19 Oct 68 and 81413/E2A dt 23 Oct 68)
IS Standards and Codes of Practices.
101 E-in-C has directed that provisions of relevant IS (Indian standard) and codes of practices shall be
followed in MES works.
Safety Practices
102. Recommendations for safety regulation are contained in the safety mannual published by CW &
PCM of Irrigation and Power Govt of India.
Lightening Protection
103. Recommendation for field storage of Ammunition and Explosives.
(AHQ letter No 11363/OS-6d dt 19 Apr 65)
Electrification of Buildings containing Explosives
104. See E-in-C’s Technical paper No 15 (Revised 1968).
Bulk Petroleum Installations
105. Refer to E-in-C’s Pamphlet No 14 (Revised 1961)
Tubular Fluorescent Fittings
106. Guide for selection is indicated in E-in-C Technical Instruction 1 of 67. ‘Utility Fittings in
Domestic Buildings’.
107. Types of fixtures and fittings of lights have been laid down in E-in-C Technical Instruction 1 of
1969.
108. The position and locations of light points and control switches are given in Appx ‘B’ of No 23 of
1969.
317
Street Lighting
109. Provision of fluorescent lamps /MV lamps and the principles of design are given in E-in-C
Technical Instructions 17 of 69.
Scrutiny of AEs at E-in-C’s Branch (Electrification & Lightening Protection)
110. A check list of items for scruting of AEs to E-in-C’s Branch pertaining to Electrification &
Lightening Protection are given at Appx ‘B’. Care should be taken by lower formations to ensure
that all these points are complied with before sending the AE’s to E-in-C’s Branch.
(E-in-C’s Branch No 27439/III/E4 dt 05 Apr 84).
318
Appendix ‘A’
Precis No 1613
(para 73) TECHNICAL DATA
– AIR CONDITIONING PABXs
Temperature
1. (a) Summer - 22.2 Degrees C. to 26.7 Degrees C.
(b) Winter - 17.2 Degrees C. to 22.8 Degrees C.
2. Humidity - 45-60%
Number of Air Changes
3. 1.5 air changes per hour or 20 cu.ft. per minute per person, whichever is more.
Dust Filteration
4. 90% effective dust filteration for dust particles of size above 0.001 microns.
(AHQ No 86480/Sigs 7a dt 06 Oct 83)
Air Velocity at a Height of 5 ft from the Floor
5. 30-50 feet per minute
It is preferable that air velocity does not exceed 100 ft/minute.
6. Equipment Load
(a) 100 lines - 0.30 KW
(b) 200 lines - 0.50 KW
(c) 300 lines - 0.75 KW
(d) 400 lines - 0.90 KW
(e) 500 lines - 1.10 KW
(f) 600 lines - 1.25 KW
Occupancy
7. (a) 100 to 200 lines - One person
(b) 300 to 600 lines - Two persons.
Number of Hours of Working
8. Continuous operation (24 hours)
Heating During Winter Months
9. Whereas it is desirable to keep the temperature during winter months within the limits given in
paragraph 2(b) above lower temperatures are acceptable and no heating arrangement is to be
provided. At places where heating is considered necessary special sanction from Government will
be obtained for provisioning of the same.
Floor Area for the Switch Room
10. (a) Upto 200 lines - 250-300 Sq.ft.
(b) 300-400 lines - 350-400 Sq ft.
(c) 300-600 lines - 600 Sq. ft
However, in the initial planning of a PABX installation, additional area for foreseeable expansion
should be catered for.
(Auth: AHQ GS Branch No 64941/A/Sigs 7(a) dt 10 Jun 68)
11. EME: Light and Field Repair Workshop
Fuel injection equipment room and recuperater room in these workshops are authorised for Air
Conditioning.
(Auth: M of D No A/42029/Q3W(Policy)6569/D(O-II) dt 29 Jul 64)
12. Offices.
(i) Air conditioning is authorised in offices of officers of the rank of Maj Gen and above.
(Auth: M of D No 98342/Q3W(Policy)27/50111/D(W-1) of 09 Feb 61)
(ii) Air Conditioner window type 1.5 tons capacity is authorised for offices of civilian officer of
the rank Director Gde I in Def R & D.
(Auth: M of D No. Adm/RD-28-0102/10118/D(R&D) of 27 Nov 77)
319
(iii) Desert Coolers. Desert Cooler are authorised in summer season in station indicated in Govt
letter for officers of Lt Col and above and upto Brig and civilian drawing Rs. 1600.00 per month
and above. Also authorised to Majors & equivalent of AirForce and Navy, one cooler between two
officers.
(Auth: E-in-C No 95284/E4 dt 26 Mar 85)
13. Lightning protection to signal / telecommunication installations is authorized but it is
responsibility of users.
(Auth: E-in-C No 36323/Policy/E4 dt 03 Sep 87)
14. Maximum demand indicator and Power factor meter should be installed at a takeover points and
capacitor banks if required , should also be provided.
15. UPS and SPS systems should be provided as per E-in-C’s Br letter No. 2/88/E4 dt 16 May 88.
16. Exhaust fans / Exhaust duct should be provided and ground level on bulk petroleum installations.
Centrifugal pumps have gravity suction.
320
Appendix ‘B’ to
Precis No 1613
(para – 89,102)
CHECK LIST OF ITEMS FOR SCRUTINY OF AEs AT E-IN-C’s BRANCH
(ELECTRIFICATION AND LIGHTING PROTECTION)
1. Whether Board Proceedings attached? Separate Statement of case justifying departures from
norms, special requirements and non adherance to BP should be clearly brought out.
2. Whether the provisions made in the AE are in accordance with recommendations given in the Board
Proceedings?
3. Whether any Land acquisition is involved?
4. Whether statement of requirement of power giving breakdown details is attached? All individual
loads i.e. other than those covered under Scales of Accommodation along with the diversity factor,
distribution factor, any special feature of load affecting the maximum demand etc. to be indicated.
5. Whether the source(s) of electric supply is indicated?
6. (a) Whether the electricity is available from the existing sources?
(b) If no, whether a proposal to meet the requirement is given?
7. Whether detailed estimate from State Electricity Board or relevant authority, in case supply is to be
taken from outside source, is attached?
8. In case of crossing of Railway line, whether permission from Railway authorities along with their
estimate is attached?
9. Does an overall plan for the station exist? If so, whether the proposed electrical scheme fits in the
over all plan?
10. Whether layout plan showing existing and proposed installations with take over points in different
colours indicating sizes of UG cables/ OH lines and capacities of transformers is attached?
11. Whether schematic diagram showing existing and proposed equipment in different colours is
attached?
12. Whether a sketch showing equipment to be installed in the sub station to justify its plinth area is
attached? Whether movement area, storages, etc, have been taken care of in determining the size of
sub station?
13. Whether the voltage drop calculations and data used for working correct sizes of cable and overhead
lines is attached?
14. Whether schedule of service connections and house service meters is attached?
15. Whether essential loads are identified and suitable diversity factors used when standby generating
set is to be provided, are attached?
16. Whether critical loads viz lifts, Air conditioning plants, cranes, and pumps for water supply and
sewage disposal have been considered while working out essential loads?
17. Whether separate circuits/wiring is catered for essential loads?
18. Whether provisions are in conformity with Scales?
19. Whether provisions are in conformity with IE Rules?
20. Whether details of Users special requirements are given, in case the provision is not as per
authorised scales?
21. Whether detailed justification for voltage stabilizers, if provided, for services other than signal loads
is attached.
22. Whether details of existing and proposed key personnel quarters justifying their provision is
attached?
23. Whether schedule of existing and proposed internal wiring along with sketches of the buildings
showing internal electrification where the cost is not included in the PA rates of building, is
attached? (In case of Internal power wiring and Add/Alt work)?
24. Whether detailed justification for underground cables, if provided in lieu of OH line is attached?
25. Whether provision of FLP fittings/switch gear etc, is made wherever required?
26. In case of buildings containing explosives, whether the scheme is designed after due consideration
of safety distances as per STEC Pamphlet No 7?
27. Whether UG cables are catered for road crossing in the areas where movement of cranes is frequent;
especially in factory areas. If not, whether extra high poles are provided in case of crossing by OH
lines?
321
28. What is the Earth Resistivity of the soil? Whether it has been taken into account while deciding
number and types of Earthings?
29. Whether Thermal conductivity of soil has been determined where extensive use of UG cables is
advocated? Give value.
30. Whether the site is near a factory and the problem of excessive deposits of dust/coal ash on
insulators is likely to be encountered.
31. Whether the design of lighting protection is in accordance with ISI 2309 of 1969.
32. Whether the building drawings showing lighting protection system are attached?
33. Whether rates provided are in accordance with Estimating Data rates/SSR and if not whether details
in respect of lump sum amounts and rates are attached?
322
323
324
325
326
Precis No 1561
Management Department
BUDGET AND FINANCE
Introduction
1. To ensure good planning for expenditure of public money, budget estimates are prepared
annually for expenses on various services for different departments of the government.
2. This precis deals with the principle of sanctioning expenditure, budget heads operated by
the MES and the methods of control of expenditure. The Financial Regulations as
applicable to the MES are contained in MES Regulations para 9 & are read in conjunction
with the General Rules in the Civil Account Code Volume I & rules in FR.
Guiding Principles of Incurring or Sanctioning Expenditure.
3. The significance and value of budgetary control over defence expenditure must be
properly appreciated by all concerned. It should be realized that any waste or abuse
of public funds results in depriving the defence forces of the country of the money meant
for their welfare and proper development.
4. In incurring or sanctioning expenditure the following financial canons are to be observed by
officersexercising financial powers”-
(a) Every public officer should exercise the same vigilance in respect of expenditures
incurred from government revenues, as a person of ordinary prudence would exercise in
respect of the expenditure of his money.
(b) No authority should exercise its powers of sanctioning expenditure to pass an order
which would be indirectly or directly to its own advantage.
(c) The amount of allowance, such as travelling allowance, granted to meet
expenditure of a particular type, should be so regulated that an allowance is not on the
whole a source of profit to the recipient.
(d) Government revenues should not be utilised for the benefit of a particular person or
section of the community unless:-
(i) the amount of expenditure involved is insignificant.
(ii) a claim for the amount could be inforced in court of law.
(iii) the expenditure is in pursuance of a recognised policy or custom.
5. In executing works services, following principles are observed:-
(a) No works service will be executed without administrative approval and technical
sanction having first been obtained from the competent authority and without funds
being made available to meet expenditure on it.
(b) No officer will in the course of the financial year, exceed the aggregate budget
allotment made to him on any work or under any Minor Head Maintenance.
(c) No officer will exceed any specific budget allotment made to him under any Minor or
Sub Head except in so far as he may within his power of transfer of funds be able to
meet excess expenditure on one item by equivalent savings on another.
(See paras 19 and 20)
(d) The final cost of any service may exceed the amount of AA by not more than 10
percent. An officer will take no action which will commit Government to expenditure
beyond this limit without obtaining prior sanction of CFA.
e) A property is deemed to be abandoned when taken off from care and maintenance.
(f) No project will be split up merely to bring in within the powers of approving
authority.
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Exception
6. The only exceptions to the principles allowed by regulations are as under:-
(a) Operational Military necessity or urgent medical grounds when reference to the
appropriate competent financial authority (CFA) would entail dangerous delay.
(b) Imminent danger to buildings or of breakdown of a supply from an installation when
delay would be seriously detrimental to government property or the inhabitants.
(c) Urgent military reasons when delay in the issue of AA based on AE cannot be
accepted.
7. If the circumstances in para 6 (a) arise and a departure from the set procedure is necessary,
any commander may order the commencement of work by furnishing an order in writing to the
Engineer Officer concerned. He will immediately report the facts to the appropriate CFA and
any intermediate Commander and the CDA.
8. Under the circumstances explained in para 6(b) above, the local MES officer will take steps to
protect government property or inhabitants but he must at once report the facts of the case
and reasons for his action to superior Engineer Authority and the Local Military Commander
and the CDA concerned, stating the liability he is incurring.
9. If the circumstances in para 6 (c) arise the competent financial authority is empowered to
order commencement of work on essential items of accommodation not exceeding 20 percent
of the rough cost and subject to conditions laid down in para 10 of DWP.
10. In both the above cases earliest possible steps must be taken (within 15 days) to regularize
matters.
10 A. FINANCIAL CONTROL AND BUDGET
FINANCIAL CONTROL OF MES WORKS SERVICES
It is essential that the sprit of the system of control of expenditure as laid down in RMES is
thoroughly appreciated and strictly complied by all officers entrusted with the execution of
engineer services and administrative of funds. The administrative control is exercised by
the CFAs, but the responsibility to render Engineer advice to CFAs rests with CEAs.
Responsibility for financial and technical control of Engineer services devolves fully on
CEAs. Some aspects of the financial control as laid down in RMES are elaborated in the
letter ibid.
(Auth: E-in-C’s Br letter No A/03364/92-93/E5 dt 22 Jun 93.)
Budget Heads Operated by the MES
11. The MES operate the following Major Budget Heads:-
(a) Revenue
(i) Major Head 0076 – Defence Services - Army
(ii) Major Head 0077 – Defence Services – Navy
(iii) Major Head 0078 – Defence Services – Air Force
(iv) Major Head 0079 – Defence Ordinance Factories.
(b) Expenditure
(i) Major 2076 – Defence Services – Army
(ii) Major 2077 – Defence Services – Navy
(iii) Major 2078 – Defence Services – Air Force
(iv) Major 0279 – Defence Ordinance Factories.
(v) Major 4076 – Capital Outlay on Defence Services for Capital Works
Costing above Rs. 2 Lakhs all services (inclusive of low budgeted works costing
Rs. 2 Lakhs to Rs 10 Lakhs) .
Budget Classification
12. Precis No 1565 deals with Minor Works Heads under Revenue Major Heads 0076, 0077,
0078 and 0079. Appendices ‘A’, ’B’, ‘C’, ‘D’ and ‘E’ deals with Expenditure Major Head
2076, 2077, 2078, 2079 and 4076.
(MES Regulation paras 177,213)
Preparation Transactions
13. Blank.
328
14. Provision in the annual budget is based on the requirements of the MES formations put
forward in their Forecast Estimate (earlier known as annual Schedule of Demands) prepared
on prescribed forms on given dates. Forecast estimate and budget estimation are dealt with
in Precis No 1564.
Methods of Control
15. Administrative Control: Administrative control is exercised by competent financial
(administrative) authorities vested with powers to accord such approval.
16. Financial Control: Financial Control is exercised by staff through engineers. Its objects
are as under:-
(a) Spend allotments of funds economically.
(b) Spread expenditure evenly throughout the year and thus avoid rush at the end of
the financial year. To maintain an even flow of expenditure in all the quarters of a
financial year and to obviate any adverse criticism from audit authorities and public
account committee, COAS had directed all the estimating and spending Authority to
insure even flow of expenditure through out the financial year and by adhering to
the expenditure targets as under.
By 31 August - 40%
By 30 Nov - 60 %
By December - 80%
By March - 100 %
This was communicated to all CEs Commands /Zones for strict
compliance vide E-in-C’s Br letter No. A/03364/98-99/E-5(budget) dt 04 sep 99. It
was also emphasized that uneven flow of funds i.e. less booking during first and
second quarters of the FY leads to unrealistic assessments of requirements
resulting in ultimate excess expenditure / surrender of funds.
(Auth :E-in-C’s Br letter No. A/02500/E-5(budget) dt 05 May 95, A/03364/E-
5(budget) dt 04 sep 98 and A/03364/99-00/E-5(budget) dt 20 Apr 99.)
(c) Surrender surplus funds, which cannot be spent economically.
(d) Adjust excesses and savings when possible.
17. Financial control is exercised and a watch kept by maintaining the following:-
(a) Appropriation Register IAFW-2244.
(b) Construction Accounts IAFW-2242.
(c) Monthly Expenditure Returns IAFW-2251 (with minor modifications made by E-in-C)
(d) Expenditure charts.
18. Technical Control :-Technical control is exercised by competent engineer authorities
having powers to accord technical sanction. (Precis No 1588)- Section 11 of MES Regs.
Changes in Grants Statements
19. The proposals of lower formation for a surrender of funds which cannot economically be
spent, or demands for extra allotment required over and above the budget provision for a
particular work, Sub and Minor Head of Account are called ‘Changes in Grants” statement for
the financial year that are submitted through the following reports:-
(a) Preliminary Report (PR) (earlier known as First changes in grants)
(b) Preliminary Revised Estimate (PRE) (earlier known as Second Changes in grants).
(c) Revised Estimates (RE) (earlier known as Third of Final Changes in grants)
(d) Modified Appropriation (MA) (earlier known as Final Appropriation statements).
These reports for the changes in Funds are due in E-in-C’s Branch by end of July,
Sept, Nov and Feb respectively.
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Reappropriation of Funds
20. Definition : The transfer of savings in the budget provision under one Sub or Minor Head
t o meet expenditure under another with the approval of the competent financial authority
is called re-appropriation of funds.
21. Powers of Reappropriation of Funds.
(a) Major Works: By the QMG/equivalent appointments in Air Force / Navy and by the
GOC-in-C/AOC-in-C/ equivalent appointment in the Navy.
From one sanctioned major work whether new or in progress to another sanctioned
major work whether new or in progress.
Note: Reappropriation of funds for the major works is permissible only in respect of
the works of the same category (i.e. from Capital to Capital and from Revenue to
Revenue).
(b) Maintenance Services
(i) By QMG/ equivalent appointment in Air Force / Navy expenditure not
exceeding 10% of the original budget provision in the sub heads, within respective
minor heads controlled by them, provided authorised percentage for maintenance
etc. where laid down, are in no case exceeded.
(Auth: E-in-C’s Branch letter No 95533/E2 (WPC) dt 10 Oct 77)
(ii) By HQ Commands/ AOC-in-C Commands/ Chief Engineer between the
Heads of Accounts relating to Buildings and Installations but not between the
two categories Normal to special repair and vice versa.
(iii) By Chief Engineers and CsWE within the funds placed at their disposal
between the Detailed Heads under Sub Heads B (Normal Repairs), C
(Normal Maintenance) D (General Charges) and between Detailed Heads
a1, a3, a4 of Sub Head E (Tools and Plants) under Minor head 10. Similarly,
the Chief Engineers and the CsWE will also have full powers of re-
appropriation between Sub Detailed Heads under the relevant Detailed
Heads, for normal repairs, normal maintenance and general charges in
respect of Air Force and Naval Works. All the above re appropriations are
subject to the provision that:-
(aa) authorised percentages for maintenance etc where laid down are in no
case exceeded, and
(ab) all re appropriations made by Chief Engineers and CsWE are reported
to service HQ concerned before 1st March at the latest. No re appropriation
will be permissible after this date.
Minus Allotments
22. Credits arising from disposal of surplus stores against Major Works/Minor works/Special
Repairs, where the net expenditure for the year results in a credit are adjusted by MINUS
allotment under the respective Major Head. This is necessary to bring down the original
allotment for the work to a figure corresponding to the net expenditure on the works. If
adjustments on those lines are not made, the booked expenditure of the project works
NOT represent its true cost and will not be related to the allotment. Actual adjustments are
carried out as shown below:-
(a) When the accounts of a project/work are open and when credits for stores or
services are received in a year in which no funds are allotted/appropriation exists,
for the work a minus allotment for the project/work is necessary to cover the credits.
(b) As regards the credits for stores in respect of the projects, the works accounts of
which have inadvertently been closed, the procedure laid down in MES Regulations
Para 523 should be followed and for this purpose minus allotment against the work
concerned would be necessary to adjust the credit on account of proceeds of
surplus stores, provided that in the case of special repairs, if the capital cost of the
building is not effected, the credit may be compiled as receipt under Major Head
0076,0077 and 0078.
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(c) Minus allotments referred to in (a) and (b) above are not to be utilised to augment the
Command’s bulk appropriation under the respective heads. The bulk appropriation for
Commands will as a consequence have to be reduced to the extent of the minus allotment.
All applications for minus allotment are made to the E-in-C.
23. With a view to avoid necessity for minus allotments except in very special and unusual
circumstances the provisions of MES Regs para 378 and 379 should be strictly followed.
Under these regulations all adjustment should be made before the accounts of a work are
closed and accounts of the work should be closed as soon as possible after the actual
work of construction is completed.
331
Appendix ‘A
(Precis No 1561)
(Refer para 12)
EXPENDITURE HEADS
MAJOR HEAD 2076 – DEFENCE SERVICES – ARMY
Nature of the Head Code No Particulars of charges
compilable under the
detailed Heads shown in
Column 1
Minor Head 101 – Army Personnel (including Reservists)
Sub Head A -Pay Pay of Rank/appointments
and Allowance Parachute Pay Parachute
Officers Reserve Pay, Specialized
Pay, qualification pay, Air
observation Pilots pay,
Dearness allowances/
compensatory and local
allowance, Kit
maintenance
allowances/Uniform
allowance, Kit allowance,
Initial outfit allowance for
all officers (excluding
those coming out of
Military College) Rent
Outfit allowance, special
Disturbance allowance,
Entertainment allowance,
Expatriate allowance,
Foreign allowance, Civilian
Outfit allowance for
service officers serving
with Indian Mission
abroad, Compensation in
lieu of inferior
accommodation and other
services.
(a) Pay and (101)
Allowances Officers
3. Engineers (other 101/031 The pay and allowance
than MES) Military Personnel of the
4. Engineers, MES 101/04 Engineers employed in
units/formations of MES
e.g. CWE, GE etc and
MES element of Chief
Engineers office at
Command Headquarters
will be compiled to detail
head item 4. The ;charges
relating to ESD will be
compiled to detailed head
(3) Engineers (other than
MES) (Code Head No
101/03
Sub Head B _ Pay and Allowances of Other Ranks
(a) Pay and (111) Pay of rank/appointment of
Allowances (other JCOs, WOs, other Ranks
than kit and clothing and Recruits, increments
allowances and of Pay, Good Service Pay,
ration allowances, Parachute Pay, Dearness
miscellaneous Allowance, Special
allowances given in Compensatory Allowance,
lieu of Services for JCOs, acting in place
(Subsistence of acting allowcs offrs,
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allowance to soldier Foreign allowance for
while in prison in personnel serving with
custody. Military attache and
compensatory
City/Hill/Local allowance
for different stations.
(b)Ration
allowances and (112) Ration allowance during all
other Miscellaneous kinds of leave, ration
allowances given in allowances in lieu of the
lieu of services free rations under various
circumstances, mineral
water and ice allowance,
condiment allowance, hair
cutting/cleaning and
conservancy
allowance/payable to
Rec/Qrs in lieu of free
conservancy service and
(c) Kit and Uniform (113) compensation in lieu of
Maintenance quarters.
allowances (Other Condiment allowance
Ranks and boys) admissible to patients of
hospitals under AI 279/58
and amended by AI
155/59 will however be
compiled under Minor
Head 1`1, Sub Head
B(a),7.
In addition to kit and
clothing allowance to
Other Ranks and Boys,
Mufti clothing allowance to
recruits, Field service kit
value to deceased
personnel; civil kit
allowance to personnel
with military attaches.
3. Engineers (other 113/03 Similar remarks as against
than MES) same items in (a) of Sub
Head A.
4. Engineer (MES) 113/04
Minor Head 104 – Civilians
Sub Head K _ Military Engineer Services
333
MES Establishment (other than
ESD).
1. Officers 230/01
2. Others 230/02
2a. Over time allowances
( CS/106 /92) 230/04 Credits on account of
3. Deduct – credit establishment charges for
for service rendered works executed by the
to other MES for Navy and Air
departments. Force are adjusted
centrally against this head
at the prescribed
percentage by
corresponding debits to
the relevant heads of
account pertaining to
Navy and Air Force
Services.
Similar charges recovered
in respect of works
services rendered by the
MES in the following
(b) Engineer Store cases are also credited to
Depot this head:
Establishment 231/01 (i)Works for other
1.Officers 231/02 Ministries of Central
2. Others 231/03 Government.
3. Industrial (ii) Works for State
Establishment Government carried out
4. Over time as a standing
allowances( arrangement.
CS/106/92) 231/04
(a) Others 231/05
(b)Industrial
Establishment
Minor Head 105 – Transportation
Sub Head A- Travelling and Outstation Allowances
1. Temporary duty 250/01
moves AHQ and
other formation
Temporary duty
moves MES ons 250/02
other than E-in- C’s 250/03
Br
DGAFMS,Auxiliary
forces and MES. 250/04
Temporary duty moves MES
250/05
Temporary duty moves
DGAFMS. 250/06 At (i) Court Martial, (ii)
Temporary duty moves Criminal cases and (iii) in
Auxiliary Forces. 250/01 Civil Suits in which
Permanent move. Ministry of Defence is a
Foreign Travel partly to the case, the TA
charges of Defence
2. Military Engineer witnesses will be debited
Service (other than against that Ministry.
ESDS) including Travelling and daily
officers of E-in-C’s allowances payable to non
Branch and CEs. official members of
Committees and
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Commissions, etc relating
to Army. All traveling
expenditure incurred by
the Military Estate Officers
250/03 and his staff on acquisition
and resumption of
bungalows for the
accommodation of Military
Officers. Running
3. Other Services expenses (e.g. Pay of
(For ESD only) drivers, fuel lubricating etc)
of government motor cars
and motor cycles will be
debined to 250/01.
Travelling and outstation
allowances pertaining to
Engineer Store Depots will
be compiled to this head.
Sub Head B – Rail Charges
2. Movement of 251/02 Rail charges on the
Stores movement of stores
procured for the Engineer
Store Depot (including the
movement of stores
between store depots) and
stores issued by the
Engineer store Depots to
Army Units as free issues
and vice versa. Rail
charges in connection with
movement of stores for
works, Divisional stocks of
MES formations will be
debited to the relevant
works heads Minor Head
10 Sub Head F Stores as
the case may be
Sub Head C- Road 256/00
Warrants and
Miscellaneous
Minor Head 106- Military Farms
8. Miscellaneous 351/30 23. Cash expenditure on
Expenses purchase of medical
and veterinary stores
and cost of POL and
other miscellaneous
stores including the
value of stores obtained
from civil department,
AF or MES.
26. Rent of hired buildings.
27. Repairs to buildings
(including temporary
establishment employed
on repairs).
28. Rates and taxes.
29. Repairs to plant,
machinery & furnishing.
Minor Head 107 – Ordnance Factories
Sub Head A – (360)
Ordnance Factories
(including Harness
Saddlery and
Clothing
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4. Materials 360/11 6. Value of stores
purchased locally supplied by Civil
department and by MES
(excluding ESDs), Navy
and AF.
7. Deduct – Value 360/16 Book credits from the
of work done for the Research and inspection
R&D and Inspection organization, MES,
Organisation, MES (excluding ESDs), AF and
(excluding ESDs), Navy for services rendered
Navy and Air Force by the factories or stores
on cost charges supplied from factory stock
debited to capital or from production, except
work and value or for cost of water and
materials drawn for electricity, gas, steam and
departmental capital compressed air etc.
and minor supplied to the Research
maintenance and and Development and
repairs works. Inspection Organisation
MES (excluding ESDs).
1. Rates or taxes on
(i) Expenditure on 360/22 building etc; paid to local
building etc not Govts or local bodies
forming capital municipalities etc. Repair
assets etc by the MES to building
accounted by factories
which do not result in
addition and alteration
irrespective of the total
cost.
2. Payment to Railway
authorities for sidings
maintained for the use of
factories as well as for the
rent of railway land
occupied by factories.
3. Pay etc of chokidars
(ii) Other Revenue and other charges
Works 360/23 connected with the care of
vacant buildings etc.
4. Rent of land.
5. Charges for water
supply and electricity
consumed for other than
manufacturing purposes.
Original works costing
upto Rs. 2 lakh.
Minor Head 108 – Research and Development Organisation
Sub Head H – Purchase of material
4. Deduct – Value of 372/04
stores issued to Army
(including Factories,
Farms and MES).
Navy, Air Force and
other ministries of the
Central Government
Sub Head I 373/01 Original works costing
Expenditure on works upto Rs 2 lakh.
Expenditure on Note: Expenditure on rent
buildings etc not of buildings, water and
chargeable to Capital electricity charge and
Assets (i.e repairs to buildings by the
expenditure on Minor MES, will also be charged
Works, Revenue to this head.
336
Works and
Maintenance including
DGDL&C charges)
Minor Head 109 – Inspection Organisation
Sub Head E– (384) See remarks against Minor
Purchase of Materials. Head 7, Sub Head H.
4. Deduct – Value of 384/04
stores issued to Army
(including Factories,
Farms and MES)
Navy, Air Force and
other Ministries of
Central Government
Sub Head F – 385/01 See remarks against Minor
Expenditure on Works Head 7, Sub Head I.
1. Expenditure on
buildings etc, not
forming Capital
Assets.
Minor Head 110 – Stores
Sub Head A – ASC
Stores
(a) Provisions (401)
(b) Grain and salt for (402)
animals (
(c) Petrol, Oil (including 403)
Kerosene oil and Other ASC stores
lubrications) comprise:-
(d) Coal and (404) Oil, Fuel, packing
firewood materials ordinary and
(e) Other ASC (405) special and other stores
Stores supplied by the ASC as
given in the stock book
rate list but not included in
any other Sub Head.
Value of stores returned.
1. the cost of stores
2. Central purchase */02 received from other
services and Departments
etc, will also be compiled
4. Deduct – Value */04 to this head.
of stores issued on
payment to
Research and
development and
Inspection
Organizations, MES 401,402,403,404 and 405 as
(excluding Engineer the case may be
Stores Depots)
Navy, Air Force and
other departments
of Central
Government
Sub Head C – AOC (415)
Stores
(a) Ordnance 415/02 All purchase made through
Stores Central Purchase
2. Central Purchase organization from Trade
Indian or through ISM
Washington.
4. Deduct – Value 415/04
of Stores issued on Note: Value of MT
payment to vehicles and MT stores
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Research and returned to Army from
Development and other services will be
Inspection. compiled to this head as a
Organizations, MES plus item irrespective of
(excluding Engineer the period of return.
Stores Depots),
Navy, Air Force and
other Departments
of the Central
Government.
(b) Clothing Stores (416)
2. Central 416/02
Purchase
4. Deduct – Value 416/04
of Stores issued on
payment to
Research and Note: Value of MT
development and vehicles and MT stores
Inspection returned to Army from
Organizations, MES 417 other services will be
(including Engineer compiled to this head as a
Stores Depots), plus item irrespective of
Navy, Air Force and the period of return.
other Departments
of the Central
Government.
Mechanical
Transport – vehicles
and connected
stores.
5. Deduct – Value
of vehicles and
connected stores
issued on payment
to Research and
Development and
Inspection
Organisation,
Ordnance Factories,
MES (excluding
Engineer Stores
Depots), Navy, Air
Force and other
Departments of the
Central government.
Sub Head D –
Mechanical Stores (421)
(a) Medical Stores (422)
(b) Veterinary
Stores
4. Deduct – Value of stores */04
issued on payment to research
and development and Inspection *421 or 422 as the case
Organisations, MES (excluding may be.
Engineer Stores Depots), Navy,
Air force and other Departments
of Central Government.
Sub Head E – (430) 1. Procurement of stores
Engineer Stores and machinery in respect
(ESDs) of Engineer Stores Depot.
2. Repair and overhaul of
plant and stores in stock.
338
1. Local purchase 430/01 1. Procurement of stores
from Central and State
Undertaking (vide
particulars against Sub
Head C(a) 2 (Code No
415/02)
2. Central purchase 430/02 1. with effect from 1971-
72 expenditure on stores
formerly debitable to the
head “Charges in England”
is also booked to this
head.
3. Customs duty 430/03
4. Deduct – Value 430/04 1. The value of Engineer
of Stores issued on Stores/Machinery issued
payment to Army to Army Units against
Units, Research and PE/WE/PET/WET will be
Development and treated as free issue and
Inspection no adjustment will be
Organisation, MES made under this head.
Organisation, Navy, Cost of stores etc issued
Air Force and other to Engineer Parks and
Departments of the Divisional Stocks (MES)
Central will be adjusted under this
Government. head. Cost of stores
returned by other services
and other Departments of
Central Government.
2. Value of the stores
back loaded to ESD’s by
MES formation will also be
adjusted as a plus
expenditure under this
head.
Minor Head 111-Works
Sub Head A – 1. This will include
Works expenditure on
construction, maintenance
etc, of buildings and other
revenue expenditure of the
‘Army’ by the Military
Engineering Service, other
than those relating to
Ordnance Factories,
Research and
Development
Organisation, Military
Farms and Inspection
Organizations for which
separate Minor Heads
have been provided.
2. The cost of new Major
Works undertaken on or
after 1/4/48 will be booked
to the Major Head 4076.
(a) Major Works 1. Caters for the
Works executed 451/01 expenditure on operational
under works irrespective of the
operational work cost including
procedure. maintenance of assets not
taken over MES.
Other Revenue
Works 451/02 Original works costing of
more than Rs.1 Lakh and
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(b)Minor 452/00 up to Rs 2 lakhs (including
Works POL projects)
(c) Losses 454/00
MES Regs para 588
Sub Head B – (MES Regs Para 242, 246,
Maintenance 226)
Buildings
Communication Ordinary maintenance,
etc periodical services and
(a) Buildings 460/01 replacement and renewals
Permanent costing up to Rs 50,000/-
buildings as well as such of the
Temporary 460/02 Minor works as are treated
buildings as repair under orders of
Hired/Leased/R 460/03 the CWE with reference to
equisitioned para 222 MES Regulations
buildings are chargeable to these
heads.
(b)Military
Roads
(i) Road in 461/01
Cantonments
(ii) Road ex 462/02 Expenditure on account of
Cantonments major repairs such as
(c) Furniture 462/00 renewal of roof etc is debit
(d)Special (463) able to this head.
repairs
Buildings 463/01
Roads 463/02 Expenditure on
Furniture 463/03(CS/78/88) maintenance of Rifle
ranges, drains, culverts,
Miscellaneous 464/00 defences, sports and
Wages and parade grounds, traverse,
salaries(CS/93/ 465/00 fences, hard standings,
91) street lighting, horticulture
etc
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Sub Head C – Expenditure incurred by
Maintenance the MES on the
and Operation – maintenance and
Installation operation of installations
(MES for the supply of electricity
Regulation and water for the Army
paras and payment made by
254,255,257 , MES to Municipalities, etc.
260,264,879,88 for bulk supply of water
2,927) and electricity at stations
where there are no
separate MES installations
and expenditure on the
manufacture of ice and the
maintenance of
refrigeration and air
(a) Water supply conditioning plants at
Payment to tariff 474/01 certain stations are
bill compiled to the following
Deduct 474/02 heads
recoveries
Expenditure on 474/03 Caters only for recovery
maint and from other departments of
repairs the central Govt,
(b) Electric recoveries from
Supply individuals, local bodies,
Payment to tariff 475/01 rest houses etc owned by
bill provincial Govt will be
Deduct 475/02 compiled as minor head
Recoveries 4,subhead B.
Expenditure on 475/03
maint and
repairs Remarks as against (a) 2
(c) above
Refrigeration &
Air Conditioning 479/00
(d) Special Repairs & maintenance of
repairs refrigeration.
MES Installation 480/01
ASC bulk 480/02
Petroleum
Installations
(e) Expenditure on running
Miscellaneous 481/00 and maintenance of
disinfectors, boilers, stand
by set, telephone bills
debitable to installations,
expenditure on battery
(f) Workshops 482/01 charging etc.
Expenditure
This head caters for all the
recurring expenditure
incidental to the working of
Timber Factories
Expenditure of a capital
nature in Timber Factories
and on the pay and
allowances of MES
officers and personnel not
Deduct – wholly employed on
Recoveries 482/02 workshop staff is,
however, chargeable to
Major Head 4076- Capital
Outlay on Defence
341
Service, Services Sub
(g) Wages and 483/00 Major Head A- Army.
salaries(CS/93/ Minor Head 2 Construction
91) works, Major Head 2076,
Minor Head 104, Sub head
K (a) respectively.
Amounts realized from the
demanding officers,
whether in cash or by book
transfer, and receipts from
the sale of waste products,
etc will be compiled
against this head as
credits.
342
Sub Head D-
General
Charges
(MES Regs
Paras 619, 262)
(a) Rent for
Hired/Leased/
Requisitioned
buildings
including annual
recurring
compensation
1.MES 485/00
2.DGDE 485/01
(b) Rent for
Hired/Leased/
Requisitioned
lands, including Payments to Chowkidars,
annual recurring compensation to workmen,
compensation. legal charges, rent of
1.MES 486/00 furniture in buildings etc.
2.DGDE 486/01 Expenditure on stamp duty
(c) Rates and 487/00 and the registration
taxes charges of lease
(d) Payments for Railway 488/00 agreement.
Sidings and Platforms
(e) Terminal
Compensation
MES 489/00
DGDE 489/01
(f)
Miscellaneous 490/00
MES
2. DGDE 490/01
Sub Head E –
Tools, Plan and
Machinery
(MES Regs
Para 264 265,
266, 277 560)
(a) Tools and
Plant (495)
1. New
Supplies (other 495/01
than Vehicles)
2.New supplies 495/02
vehicles Expenditure on test carried
3. Repairs and 495/03 out by Govt. Test House
Renewals of Alipore or any other
Tools and Plant qualified agency under the
4. Repairs to 495/04 sanction of G and I will
Vehicle also be charged to this
5. Payments to 495/05 head.
other
Departments
6. Deduct – 495/06
Credits from
other
Departments
(b)
Procurement of 497/00
equipment and
343
stores and
payment of
labour charges
for research and
experimental
work in ER
(Engineers
Research)
Wing, CME
(c) wages and
salaries(CS/93/ 498/00
91)
Sub Head F – (500) 1. the cost of stores
Stores specifically purchased for
(including a work as well as the fright
Transportation charges thereon are
charges) generally charged direct to
the work. The cost of all
other stores procured for
Divisional Stocks and by
Engineer Parks for issue
to works, maintenance etc
as well as the first instance
to the detailed head
“Procurement of Stores”.
As the stores are issued to
works, repairs etc., their
value is adjusted under
Deduct head by per contra
debit to the “Works
Maintenance” etc head.
2. Values of surplus
stores back loaded to
ESDs from Divisional
Stock Parks is also
adjustable under the
Deduct head.
1. Procurement 500/01 Cost of credit notes for the
of stores for transportation of stores for
Parks and stock are compiled to this
Divisional head (cost of credit note
Stocks for stores for works are
debited by the Controller
of Defence Accounts
concerned through Military
Exchange Account)
2. Deduct – 500/02
Cost of stores
transferred to
works,
maintenance
etc.
3. Maintenance 500/03
and Operation
of Parks and
Divisional
Stocks
4. Wages and 501/00
Salaries
(CS/93/91)
Sub Head G _ 510/00 (a) Sales on credit (MES
MES Advances Regs Paras 267 & 802)
(MES Regs (b) Expenditure on deposit
344
Para 279) works in excess of the
amount deposited.
(c) Outstanding against
contractors not
immediately recoverable
(para 476)
(d) Debits for which the
classification of which
cannot at once be
determined.
(e) Recoverable debits not
pertaining to the accounts
of works.
Minor Head 800 – Other Expenditure
Sub Head B – (565) 1. The expenditure on
Miscellaneous account of Government
(a) Unit contribution to the Labour
allowance and Welfare Fund constituted
other under AI 143/56 will be
Miscellaneous debited to the detailed/sub
expenses. detailed heads concerned
of Main Head 11 B (a).
2. Expenditure on
procurement of printing
equipment by units/
formation will be debited to
9. Military the detailed head
Engineer concerned to Main Head
Services 11 B (a)
Establishments
(a)
Miscellaneous 565/19 1. Reward for information
Expenses leading to the discovery or
prevention of theft in
Engineer Establishments.
2. Commission on Money
Orders.
3. Other Miscellaneous
charges.
4. Washing of EI
Clothing.
5. Night duty allowances
(b) Printing and 565/20 (Civilians).
Stationery Cost of photograph
(c) Telephones 565/21 required for the identify
in MES Offices passes (except in the case
(d) Payments to 565/22 of private servants.
other
departments
Payments on Army works
executed by civil will also
be compiled to this head.
10. Other 565/24 This head caters for units
Miscellaneous formation belonging to
Establishment Intelligence Corps. Group
Liaison Organisations,
Corps of Mil Police,
Pioneer Corps,
Embarkation St and
Movement Control Units.
Transit at staging camps,
GS corps Depots, DSC
units with the Army, IE,
345
Portcraft (Maintenance
and Miscellaneous
expenditure) AD Groups,
PPO Katmandu EDP
Centre, Military Pension
Branch Nepal and other
Miscellaneous Units of the
Army.
14. Engineer
Stores Depots
(a)
Maintenance
and operation of 565/32
ESD.
(i) Operation,
maintenance
and repair
appliances;
(ii) Packing
Charges 1. Rewards for
(iii) Assembly information leading to the
(iv) Test discovery or prevention of
(v) Preservation(material theft.
s only) 2. Compensation to
workmen under Workmen
(vi) Cost of Fire fighting
Compensation Act.
Eqpts in ESDs
3. Legal Charges.
(vii) Water and 4. Washing Charges of
Electricity liveries.
charges 5. Washing charges of EI
(b) Other 565/33 clothing.
Miscellaneous 6. Other Miscellaneous
Expenses charges.
7. Office equipment cost
of repairs thereto.
8. Cost of Photograph
required for the identity
passes (except in the case
of private servants)
(k) Grant-in-Aid
and Cost of
Water Supplied Payable to such
to Cantonments cantonments as are able
(i) Grant-in-Aid 576/01 to maintain a suitable
standard of municipal
administration on the
income derived from local
(ii) Cost of 576/02 taxation.
Water Supplied The recoveries made from
the non entitled
consumers are shown
under receipts.
346
Appendix ‘B’
(Precis No 1561)
MAJOR HEAD 2077 – DEFENCE SERVICES – NAVY
Nature of the Code No Particulars of charges
Head compliable under the detailed
Heads shown in Column 1
Minor Head 111 – The cost of new Major Works
Works undertaken on or after 1/4/48
will be debited to Major Head
4076 Sub Major Head 02.
(a) Major Works
(i) Not forming 651/01
Capital Assets Caters mainly for the
expenditure on operational
works (including maintenance
(ii) Revenue Works 651/02 of non tangible assets).
Original works costing more
(b) Minor Works 652/00 than Rs 1,00,000/-
(c) Losses 654/00 and upto Rs 2 lakh (including
(d) Maintenance – (655) POL Projects)
Buildings,
Communications
etc
(1) Maintenances 655/01
Permanent
Buildings
(2) Maintenance 655/02
Temporary
Buildings
(3) Maintenance 655/03
Hired/lease/
Requisitioned
Buildings Caters for the special repairs to
(4) Roads 655/04 buildings, Jetties, Wharfs,
(5) Furniture 655/05 Platforms, Runways, and Taxi
(6) Special repairs 655/06 Tracks etc.
(7) Miscellaneous 655/07
(8) Wages & 656/00
Salaries (658)
(e) Maintenance
and Operation of
Installations *Caters only for recoveries from other
(1) Water Supply departments of the Central government,
(i) Expenditure 658/01 recoveries from individual, local bodies and
(ii) Deduct – Recoveries 658/02 from houses etc., owned by State
government, will be compiled Detailed
Head 2.
(2) Electricity and
Gas *Recoveries on account of water and
(i) Expenditure 658/03 electricity will be compiled under Minor
(ii) Deduct – Recoveries 658/04 Head 3 of Major Head 0077.
(3) Refrigeration & 658/05
Air Conditioning
(4) Special Repairs 658/06 Expenditure on running and
(5) Miscellaneous 658/07 maintenance of disinfectors
boilers, stand by sets,
telephone bills debitable to
(6) Wages & 659/00 installations, expenditure on
347
Salaries battery charging etc.
(f) General
Chargers
1. Rent for Hired/
Leased/
Requisitioned
buildings including
annual recurring
compensation.
(i) MES 660/01
(ii) DGDE 660/02
2. Rates and 660/03
Taxes
3. Payment for 660/04
Railway Sidings
and Platforms
4. Rent for Hired/
Leased/
Requisitioned lands
including annual
recurring
compensation 1. All departmental charges to
(i) MES 660/05 be levied on Navy Works
(ii) DGDE 660/06 executed by the MES.
5. Terminal 2. Departmental charges (other
Compensation than pensionary charges) on
(i) MES 660/07 works services carried out as a
(ii) DGDE 660/08 standing arrangement by other
6. Miscellaneous departments for the Navy.
(i) MES 660/09 3. Pensionary charges will be
(ii) DGDE 660/10 debited to the pension head viz
(g) Departmental 661/00 Major Head 2079 Sub Head02
Charges on Works – Navy Minor Head 1 (g).
services rendered Note: Departmental charges
by MES etc. levied by other departments on
accounts of occasional works
will be charged direct to the
works.
348
Appendix ‘C’
Precis No 1561
MAJOR HEAD 2078 – DEFENCE SERVICES – AIR FORCE
Nature of the Head Code No Particulars of charges compliable under
the detailed Heads shown to Column 1
Minor Head 111 – The cost of new Major Works undertaken on
Works or after 1/4/1948 will be debited to Major Head
4076 Sub Major Head 03.
(a) Major Works
(Costing Rs 1.0
lakhs to Rs 2 Caters mainly for expenditure on operational
lakhs) works (including maintenance of non tangible
(i) Not forming assets)
Capital Assets 756/01
Original works costing more than Rs
1,00,000/- and upto Rs 2 lakhs (including POL
(ii) Other Revenue 756/02 Projects)
Works
(b) Minor
Work(Costing upto 757/00
Rs 1 Lakh)
(c) Losses 759/00
(d) Maintenance of 760
Building,
Communications,
Furniture etc.
1. Permanent 760/01
buildings
2. Temporary Hutted 760/02 Caters for special repairs to (B & R)
3. Buildings 760/03
Hired/Leased/
Requisitioned
buildings
4. Air fields, 760/04
Runways, Taxi
Tracks, Hard
standing Aprons etc
5. Roads 760/05
6. Furniture 760/06
7. Special repairs 760/07
(d-4)
8. Miscellaneous 760/30
9. Wages & Salaries 760/35
(e) Maintenance
and Operation of
Installation
1. Water Supply
(i) Expenditure 761/01
(ii) Deduct – Recoveries of 761/04
water supply from other
departments of Central
Government.
2. Electricity
(i) Expenditure 761/02
(ii) Deduct – Recoveries of 761/04
supply of electricity from
other departments of
Central Government
3. Refrigeration and 761/06
Air Conditioning
4. Special repairs 761/07
(Installations E/M)
5. Miscellaneous 761/08
349
6. Wages & Salaries 761/15
(f) General
Charges
1. Rent for Hired/
Requisitioned/
Leased buildings
including annual Maintenance and upkeep of railway sidings,
recurring platforms and level crossing which are solely
compensations. used by the AF. Pay of gate keepers etc and
(i) MES 762/01 cost of other stores incurred to connection
(ii) DGDE 762/02 with sidings and platform.
2. Rates and taxes 762/03
3. Payments for 762/04
railway sidings and
platform
4. Rent for Hired/
Requisitioned/
Leased lands
including annual
recurring
compensation.
(i) MES 762/05
(ii) DGDE 762/06
5. Terminal
compensation Pay of chowkidars and other expenditure
(i) MES 762/07 incurred in connection with vacant buildings
(ii) DGDE 762/08 on charge of the Air Force
6. Miscellaneous
(i) MES 762/30
(ii) DGDE 762/31
7. Wages & Salaries 762/45 1. All departmental charges to
(g) Departmental 763/00 be levied on Air Force Works
charges on works executed by the MES.
services rendered 2. Departmental charges (other
by MES etc than pensionary charges) on
works services carried out as a
standing arrangements by other
departments for the Air Force.
Pensionary charges will be
deducted to the Major Head
2079, Sub Major Head 03, Minor
Head 1(g).
Note: Departmental charges
levied by other departments on
account of occasional works will
be charged direct to the works.
Appendix ‘D’ --- BLANK
350
Appendix ‘E’
(Precis No 1561)
CAPITAL EXPENDITURE OUTSIDE THE REVENUE ACCOUNT
MAJOR HEAD 4076 – CAPITAL OUTLAY OF DEFENCE SERVICES
Nature of the head Particulars of charges
compilable under the detailed
Heads shown in Column 1
Sub major Head 01 – Army
Minor Head 050 Land
(a) Acquisition of 901/31 This will record expenditure on
Land acquisition of land other than
that required for specific works
project.
(b) Deduct – 901/33
Receipts from This head caters for receipts
disposal of Military from the disposal of assets
lands financed originally financed from Major
originally from Head 4076 Receipts from the
capital disposal of Capital Assets
financed prior to 1/4/1948 from
Major Heads 2076, 2077 and
2078 compilable under Major
Head 0076 Minor Head 4(c),
Code No 377/00, major Head
(c) Deduct – 901/35 0077, Minor Head 3 (c), Code
Refund of No 665/03 or Major Head 0078
undisbursed Minor Head 3 (c) Code No
amount on account 705/03 respectively as the case
of compensation may be
money for
acquisition of land
Minor Head 202 –
Construction Works
(a) Works
1. Carry over works
i) Project costing
more than Rs. 20 crores ( 902/31
including Md Accn which
forms part of the project)
ii) Md Accn 902/32
iii) OTM Accn 902/33
2. New Works
i) Project costing more 902/34
than Rs. 20 Crores (
including Md Accn ) Same remarks as against Code
ii) Md Accn 902/35 No 901/33
iii) OTM Accn 902/36
3. Deduct – Receipts from 902/37
disposal of Buildings etc
financed originally from
Capital
4. Blank.
5. Deduct – Contribution from 902/35
State Government towards
Capital Outlay on Defence
Services
351
(b) National Defence
Academy
1. Expenditure on 902/41
land works etc
2. Deduct – 902/42
Contribution
transferred from the
Deposit Head
Donations/
Contributions
toward NDA.
Minor Head 799 – Stock
Suspense
(a) Expenditure on account of
stock pile (except stock pile of 904/31
steel for MES)
(b) Deduct – Credits on
account of withdrawal of stock 904/32
pile (except stock pile of steel
for MES)
(c) Expenditure on account of 904/33
stock pile of steel for MES
(d) Deduct – Credits on 904/34
account of stock pile of steel
for MES.
(e) Expenditure on account of
buffer stock of Electrical and 904/35
Mechanical Engineering stores
for MES works
(f) Deduct – Credits on 904/36
account of withdrawal of buffer
stock of Electrical and
Mechanical Engineering stores
Minor Head 105 – Military
Farms
(a) Expenditure on land works 907/31
(b) Expenditure on Plant and 907/32
Machinery
(c) Expenditure on Live Stock 907/33
(d) Freight Charges and 907/34
Custom Duty Same remarks as against Code No 901/33
(e) Deduct – Receipts from 907/35
disposal of Military lands,
buildings etc originally financed
from Capital
Minor Head 5 – Other
Expenditure
(a) Investments 908/31
(i) Investment in share capital
of consumers co-operative
stores/ societies.
(b) Stores and fixed installations
taken over from UK government
on 1/4/47
1. Payment for stores and fixed 910/30
installations.
2. Deduct – Receipts and
recoveries
(i) Recoveries on account of 910/31
value of stores and assets
taken over by the Govt of
Pakistan. 910/32
(ii) Sale proceeds of surplus
352
stores 910/33
(iii) Other receipts
and recoveries of
Capital nature
Sub Major Head 02 – Navy
Minor Head 201 – Land
(a) Acquisition of Land 911/31 This will record expenditure on acquisition of
land other than required for specific works
project
(b) Receipt from the 911/33
disposal of Naval Same remarks as against Code No 901/33
land financed
originally from
capital
(c) Deduct- Refund 911/35
of undisbursed
amount on account
of compensation
money for
acquisition of land
Minor Head 202 – Construction
works
(a) Works
(i) Carry over works 912/31
(ii) New works 912/32
(iii) Deduct – Receipt from 912/33 Same remarks as against code No 901/33
the disposal of buildings
etc
(iv) Deduct – Recoveries 912/35
from other Departments/
Governments etc towards
Defence Capital Projects.
Minor Head 203 – Naval Fleet
(a) Purchase of 913/31
Naval Vessels
(b) Deduct –
Recoveries from 913/33
other Departments
of Central
Government on
account of sale of
Naval Vessels
Minor Head – Naval Dockyards
(a) Naval Project, 914/31
Bombay
(b) Deduct – 914/32
Contribution from
other Departments
of Central
government on
account of
expenditure initially
incurred out of
Defence Estimates
on Bombay
(c) Expenditure on 914/35
353
Naval Projects,
Vishakhapatnam
(d) Deduct-
Recoveries from 914/36
other Departments All expenditure in respect of
of Central Civil Works, Plant and
Government on Machinery, Pay and Allowances
account of excess of the staff etc. connected with
expenditure initially the construction of the Project
incurred out of will be debited.
Defence Estimates
on Naval Projects,
Vishakhapatnam,
(e) Modernization of
Naval Dockyard, 914/35
Bombay
Sub Major Head 03 Air Force
Minor Head 050 Land
(a) Acquisition of 916/31 This will record expenditure on
Land acquisition of land other than
that required for specific work
project.
(b) Deduct – 916/33 Same remarks as against Code
Receipt from the No 901/33
disposal of Air
Force land originally
financed from
Capital.
(c) Deduct- 916/34
Recoveries from
Hindustan
Aeronautics Ltd on
account of Capital
expenditure
incurred by
Government on air
Craft Manufacturing
Depot, Kanpur.
(d) Deduct – 916/35
Refund of
undisbursed
amount on account
of compensation
money for
acquisition of land
Minor Head 202 – Construction
works
(a) Works
(i) Carry over works 917/31
(ii) New Works 917/32
(iii) Deduct- Receipts from 917/33 Same remarks as against Code
the disposal of Air Force No 901/33
buildings etc originally
financed from Capital
Minor Head 206 – Special
Projects 918/31 Expenditure on Capital Works pertaining
354
(a) Special Projects to the Project for strengthening the Air
Defence Capability of the Air Force
Sub Major Head 04 – Ordnance
Factories
Minor Head 050 – Works
(a) Ordnance (including
Ordnance Equipment Group of
Factories)
1. MES
expenditure on
lands and works
(i) Carry over works 920/31
(ii) New Works 920/32
2. Factories
expenditure on
lands and works
(i) Carry over works 920/33
(ii) New Works 920/34
Same remarks as against
(b) CP/Agency Factories 901/33
(i) MES expenditure 921/31
on lands and works
(ii) Factory expenditure 921/32
on lands and works
(iii) Deduct – Receipts 921/33
from the disposal of Military
lands, buildings etc,
originally financed from
Capital
Minor Head 051- Machinery and
Equipments
(a) Ordnance
(including Ordnance
Equipment Group of
Factories) 922/31 Cost of installations and vehicle procured
1. Plants and Machinery is also compilable under this head
922/32
2. Freight charges and
custom duty 922/33
3. Deduct – Refund of
advances against plants
and machinery arising out
of cancellation of order
(b) CP/Agency Factories 923/31
1. Plant and Machinery
923/32
2. Freight charges and
custom duty
Sub Major Head 04- Ordnance
Factories
Minor Head 052 – Suspense
(a) Ordnance
(including Ordnance
Eqpt Group of
Factories) 925/31 Transfer from working stock to stock pile
1. Expenditure on account
of stock pile 925/32
355
2. Deduct – Credits on
account of withdrawal of
stock pile
Sub Major Head –5 – Research
and Development Organisation
Minor Head 111 – Works
(a) Expenditure on
land, works etc
1. Carry over works 930/31
2. New Works 930/32
(b) Deduct – 930/33
Receipts from the
disposal of Military
lands, buildings etc,
originally financed
from Capital
Sub Major Head 06 –
Inspection Organization
Minor Head 111- Works 931/31
(a) Expenditure on land works
etc. 931/32
1. Carry over works
931/33
2. New Works
(b) Deduct –
Receipts from the
disposal of Military
land, buildings etc,
originally financed
from Capital
356
Precis No 1562
Management Department
CASH ASSIGNEMENTS, IMPRESTS AND CASH BOOKS
Introduction
1. In every mode of life one keeps accounts in some form and shape to know the various
sources of receipts and items of expenditure. Similarly the Government keeps accounts in
various forms of cash books.
2. It is necessary for all concerned to know the responsibilities of officials holding public funds
and also to know about cash assignments, imprests and how a cash book is maintained as
they may have to deal with this subject when placed in charge.
3. This précis deals with the responsibilities for keeping public money and also explains cash
assignments, imprests and how cash book is maintained.
Responsibilities
4. A Government servant supplied with public funds is responsible for their safe custody. He
shall NOT apply them for purposes other than those for which allotted. He shall see that
they are expended in conformity with the rules. He may at any time be called upon to
produce the balance of the public money in his possession. The Government servant
concerned is personally responsible for any losses of public money through fraud or
neglect on his part.
5. Following precautions are taken when conducting transactions with Treasures/Books:-
a) Suitable escorts to safeguard money drawn from or dispatched to Banks/Treasuries are
arranged in consultation with the Station Commander in accordance with the rules laid
down in Regs for the Army.
b) All withdrawals of cash exceeding Rs. 1,000/- are made by an officer deputed for this
purpose by the head of the office concerned.
(E-in-C’s No 41256/E2A dt 25 Mar 53)
Cash Assignments (MES Regs Paras 535, 669)
6. Cash assignment is a credit placed in the treasury or bank by the CDA in favour of an
officer holding specific appointment, normally head of the office. Cash assignment can be
sanctioned for CsWE, GEs and SDO if an AEE with the prior concurrence of the CDA
concerned. (Refer para 36 of DWP-86).
7. Every disbursing officer, say GE, is required to furnish the CDA through usual channels
(CWE) annually in Dec/Jan of his cash requirements for the ensuing financial year,
showing the amount required each month and the treasury/bank at which cash assignment
is required. The CDA concerned advises the treasury officer/bank concerned to pay the
respective office on demand by cheques, as required.
8. Separate cheque books for each treasury/banks are supplied by the CDA. They are kept
under lock and key in the personal custody of the drawing officer. On transfer of charge a
receipt is obtained from the relieving officer for the number of blank cheques handed over
to him and his specimen signatures are forwarded to the treasury office’s and bank/s
concerned by the relieved officer. Losses of cheque books are reported to the CDA.
Treasury Officer/Bank, CWE and other concerned.
9. The drawings of any month should NOT exceed the amount provided therefore. If the
drawings in any month are likely to exceed the credit, a supplementary cash assignment is
arranged in due time. For this purpose a register (IAFA-277) is maintained showing the
amount of assignments, daily transactions and the balance due against each assignment.
10. Cheques issued on or before 31 Mar but NOT cashed during that financial year are
nevertheless accounted for in that year.
11. Any unspent amount lapses after the last day of the financial year.
12. All assignment holders maintain a pass book (IAFZ-2106). This is sent monthly to the
treasury officer/bank to be completed from the register of paid cheque. On return of the
pass book a reconciliation statement is prepared.
Imprests, (MES Regs Paras 754, 536 to 539, 573)
13. Imprest means money advanced to or placed at the disposal of the head of an office to
meet payments of petty and urgent nature which are normally covered by regulations.
Advances of TA/DA are normally obtained from the Audit Officer concerned. On emergent
occasions, they may be paid from imprest. (CGDA No 9035/AT-S of 3 Jan 56 & E-in-C
40668/E2A of 17 Jun 56)
357
14. Imprest is advanced to the CsWE, GEs and AEEs holding cash assignment upto Rs.
4,000.00 by the CDA concerned with the approval of competent engineers authority. This
limit can be exceeded by the Government of India with the prior concurrence of the CDA
concerned. The amount of imprest drawn by the GE from his cash assignment and
accounted for initially under the Suspense Head, “Departmental Account – Military Cash
Balance”, which is cleared at the end of the financial year, balances being deposited into
treasury. Competent Engineer authority may also sanction imprest to out station JE Civil
or JE E/M within the limits specified in para 537 of the MES Regs.
15. Imprest may be advanced to outstation accounting officers with prior concurrent of the
CDA.
16. The amount of imprest may be deposited in a branch of the State Bank of India.
17. Any amount left unpaid from cheques for payment of establishment and other
miscellaneous cash receipt may be credited to the imprest but if the authorized limit is
thereby exceeded the amount is paid into the treasury. Unpaid wages register (IAFW-
2259) is simultaneously completed.
18. Imprest is normally recouped once a month, but may be recouped more than once if
necessity arises. The balance in hand is stated. Unspent balance in the imprest account
is carried over from month to month, but balances at the end of the financial year are
deposited into treasury.
(E-in-C No 40668/E2A of 8 Dec 52 as reconstructed vide even No of 5 Jun 53)
19. On 1st April each year, every officer holding an imprest sends to the CDA concerned an
acknowledgement of the amount that is due from and is to be accounted for by him.
Cash Book
20. Every officer holding government money is required to keep an account of his receipts
and expenditure. This account is maintained in cash book IAFW-2246.
21. The cash book is maintained by cashier (MES UDC) under the supervision of AAO. There
are 2 sets of cash book- one for every alternate month. All transactions of receipt and
payments either by cash or cheque are entered in the cash book as they take place. They
are NOT delayed on any account. All entries are checked and initialed by the AAO and
the officer operating an account.
(MES Regs Para 543 & 717)
22. All payments either by cash or by cheque are made in person to the individual concerned
or his authorized agent. If payment is made by cheque, it is crossed and an
acknowledgement obtained. If payment is made by money order at the request of the
payee, the money orders commission is deducted from the amount due. On NO account
shall public money be remitted by means of government currency notes through post
office. Receipts for all sums exceeding Rs 500/- are stamped with One Rupee revenue
stamp unless they are exempt from stamp duty.
23. Amount remitted by money order is shown in the cash book as well as entered in the
check register for money orders IAFZ-2067. Amount received back undelivered is credited
in the cash book. Unpaid wages register is completed simultaneously.
24. Treasury receipts for money deposited by unit or contractors are NOT entered in the cash
book, but are dealt with separately by the AAO.
25. The cash book is balanced and closed on the 25th of each month except in the month of
March when it is closed on the 31st. The cash in hand is checked and a certificate is
endorsed to the effect that “the cash in hand has been checked with the cash book and the
balance has been found correct”.
(MES Regs para 544 and para 253 of E-in-C’s Standing Orders for MES)
26. The cash book may be closed on any day In the event of transfer of charges, and
handing/taking over certificate is endorsed and signed by both the relieved and the
relieving officers.
27. Handing/Taking over of cash is also required when the officer i/c proceeds temporary duty
or leave of any description.
(AI 54/32)
28. Cash book when closed is sent to the CDA concerned with a schedule of all supporting
vouchers except IP Bills, muster rolls and other cash vouchers NOT exceeding Rs 100/-
which are recorded by the AAO. It is returned after check. In the meantime the second
set is taken in hand.
(MES Regs Para 544)
358
Precis No 1563
Management Department
CONSTRUCTION ACCOUNTS
(MES Regs Para 521, 531, 532, 533, 563, 565, 485)
Introduction
1. To exercise control over public money some sort of accounts are maintained by the
Departments/Services of the Governments of India. The MES, besides maintaining other
accounts and expenditure charts, also maintains Constructions Accounts. (MES Regs
Para 521)
2. This précis deals with:-
(a) the purpose of the Construction Accounts.
(b) By whom maintained.
(c) What does it show
(d) The form in which maintained.
(e) The methods of its maintenance and compilation.
Purpose and by Whom Maintained
3. Construction Account is maintained by the executive officer (AGE & his SDC) to exercise
financial control over the expenditure of an allotment he has received.
What it Shows
4. Construction account shows:-
(a) The financial position of a work at any moment, ie.:-
(i) the amount expended.
(ii) the liabilities incurred.
(iii) the credits expected and
(iv) the accounts of the contractor i.e amounts due from contractor to
Govt.
Note: From this information , coupled with the knowledge obtained from inspection
of the work the Executive Officer is able to estimate with accuracy whether the work will
be completed with the funds allotted or whether any savings can be expected.
(b) The actual cost of the completed service with analysis of expenditure under labour,
materials transport and payments to contractors.
5. The construction account is therefore designed to show:-
(a) booked expenditure; and
(b) liabilities and expected credits.
6. There is an essential difference between the two. While para 5 (a) shows the actual
expenditure incurred and booked, 5 (b) shows the “liabilities and expected credits”. Latter
part is an “engineer diary” and is NOT an integral part of the proper accounts. Every
liability entry is cancelled in due course by the completion of the order and the resultant
entry of the actual expenditure.
Forms
7. Construction account is kept in normal account form with debit and credit columns (IAFW-
2242). It is maintained in accordance with the instructions printed on the cover (IAFW-2242B)
and is abstracted on IAFW-2242-C, IAFW-2242D is used for expenditure in connection with
maintenance and operation of installations. A specimen IAFW-2242A (inner sheet) is illustrated
in Appendix ‘A’.
Compilation
8. Expenditure: The amount which is expended is a definite figure which is arrived at by
compilling:-
a. bills that have been paid.
b. Stores that have been issued from stock
c. Accepted book debits such as inter departmental transfers for services
rendered;
d. Any credits that are received.
9. It is not necessary to have an expenditure entry corresponding to each liability entry. For
example,
359
one bill made up from a number of completed requisitions forms one entry in the expenditure
column, although it cancels a number of liability entries.
(Para 269 & 271 of E-in-C’s Standing Orders for MES)
10. Liabilities. An order given for the execution of a work or for the provision of stores
constitutes a liability until the order is completed and paid for. Some examples of liabilities
are shown below:-
(a) an order on a contractor to execute a work for an estimated amount;
(b) an order for stores, other than indent for stores from stock for an estimated amount
plus freight and handling charges;
Note: A suitable note will be made in Stock Year’s Transactions Accounts or the
Construction Account of the work concerned when stores have actually been received
NOT paid for. An account of the materials will be available in the Stock/Materials register.
In the case of works, the amount of allotment should particularly take into consideration the
debit anticipated both on account of the cost of such stores as well as the freight (and
customs duty) charges in connection therewith. The clearance of such liabilities should
receive the personal attention of the executive officer concerned.
(c) the estimated cost of services ordered on other departments;
(d) monthly wage bill in respect of labour.
11. Transaction normally DEL to be entered not as liabilities but directly booked as
expenditure as under:-
(a) individual jobs to be performed by DEL.
(b) Indents for stores on stock.
12. Credits. The general principles governing the booking of liabilities are applied to expected
credits.
(Paras 272 to 274 of E-in-C’s Standing Orders for MES)
13. A separate folio will be opened for:-
(a) each sub item or sub project of a major work/special repairs.
(b) each minor work
(c) each minor head under sub heads for maintenance (ordinary repairs)
(d) an individual maintenance service under orders of the officer responsible.
14. The folios will be grouped by Budget heads and kept in the cover (IAFW-2242-B).
Separate covers may be used for major heads and for separate major works.
15. At the end of the month each folio is closed. On the first working day of the following
months, the executive officer concerned sends his construction account to the AAO for
necessary check to be exercised by him. After check by the AAO and posting of the
abstract, the account together with the Abstract is returned to the executive officer
concerned, who then compiles his expenditure return and submits to his GE on the due
date.
(MES Regs paras 531 & Appx ‘L’, Para 276 of Standing Orders)
16. Certain important points to be remembered while maintaining construction accounts are
shown below:-
(a) Entries are made chronologically and serially numbered.
(b) For every transaction, an entry of liability is made when incurred and liability will
be cancelled and linked with the corresponding expenditure entry in due course.
(c) Whenever stores are issued to contractor through unstamped receipt (USR) or
payment made to him through Running Account Receipt (RAR), the liability of work
order should be correspondingly reduced.
(d) Deviation Orders (DO) on the contractor will be entered in liability columns.
360
(e) Accounts are closed on 25th of each month, (except in March when it will be on
31st ) and totals under Columns 5 to 10, 13 and 15 will be entered in red, Month
wise abstract will be prepared on IAFW-2242-C and checked by AAO.
(f) Charges against contractor (Columns 18 to 20) should be carefully watched and
should become Nil when final bill of the contract is paid.
(g) Accounts will be closed when all liabilities are cancelled, surplus stores transferred
out and credit obtained. Completion report Part B can then be initiated.
(h) Salient features of the instructions on maintenance of construction accounts are
elaborated in E-in –C’s Br Letter No. A/00358/POL/E2 (WPC) Dt 10 May 93.
(j) If any serious error of omission/ commission is discovered, accounts can be
reopened with the permission of E-in-C.
Materials at Site Account
17. It is a central suspense account opened when expenditure in respect of a service is
booked to various items on separate folios in the construction account. The object of the
account is to allocate the cost of bulk supplies to the separate items. As and when stores
are issued to various works items this account will be credited and work item is debited.
All issues during a month to a particular folio will be grouped in one voucher and posted to
IAFW-2242 is used for this account also. At the end of each quarter of year a summary of
Materials ((IAFW-2226) is prepared and reconciled with the Materials Account after
adjusting discrepancies if any. The suspense account should become NIL ultimately.
(MES Regs paras 769 to 778 & 378)
Financial Responsibility of DAD
18. Refer MES Regs paras 7, 521.
361
IAFW 2245 A Appendix ‘A’
Inner Sheet (Precis No 1563)
(Refer to Para 7)
BOOKED EXPENDITURE
S Date Particulars Voucher Labour Payment to Materials Transport Other Credits
er No Date Contractors charges
N
o
1. 2. 3. 4 5 6 7 8 9 10
Rs Ps Rs Ps Rs Ps Rs Ps Rs Ps Rs Ps
362
IAFW 2245 A Appendix ‘A’(Contd…)
Inner Sheet (Precis No 1563)
(Refer to Para 7)
LIABILITIES AND EXPECTED CREDITS Booked CONTRACTORS ACCOUNT Remarks
Runnin Liabilities Liabilities cancelled Net Expenditure Charges Recoveries Running Initial
g total incurred or or credities expected Liabilities and liabilities against from Total
credite cancelled Outstandin (Col 11 &
Order Amount Voucher Amount g Running Col 16)
No No Total Running
Total
11 12 13 14 15 16 17 18 19 20 21 22
Rs Ps Rs Ps Rs Ps Rs Ps Rs Ps Rs Ps Rs Ps Rs Ps
363
Precis No. 1564
Management Department
FORECAST ESTIMATES (FE) AND BUDGET ESTIMATES (BE) EARLIER KNOWN
AS SCHEDULE OF DEMANDS AND MODIFICATION TO SCHEDULE OF DEMANDS
Introduction
1 Forecast estimates (earlier known as Schedule of Demands) is an annual return submitted
on a prescribed form on given dates by MES formations asking for funds for both original works
and standing charges required during the next financial year. Schedule for Army, Navy and Air
Force Works are sent to E-in –C through Engineer channel and those for Factory are sent to the
DGOF by the CEs with the copy to E-in-C.
(MES Regs para 197)
2 This precis explains how Forecast Estimates are prepared and different forms used for
different sub heads.
3 The Forecast Estimates for Army Works should be submitted on Forms A to E, M and R.
These forms relate to the particular head of account i.e. mentioned on the form and should be
adopted for the speechified purpose. These forms are shown in Appendix ‘A’ attached.
4 Points be borne in mind while preparing the above forms are shown in succeeding
paragraphs.
5 Form ‘A’- General Abstract of Forecast Estimates (Schedule of Demands). This gives the
general idea of the demand at a glance and should be by forms relating to the relevant heads of
account.
6 Form ‘A-I’- Major works in progress
(a) Funds required for expenditure on major works in progress during the next year should be
prudently assed on the basis of the financial position as it would be at the close of the financial
year after taking into account the anticipated progress and supply position of stores during that
year. It is noticed that the demand for works in progress for the next year as it takes shape at the
beginning of the year is largely out of proportion to the requirement as reported in the Forecast
Estimate. The result in an unexpected larger demand for major works programme. A careful
forecast should, therefore, be made at the time of the preparation of the schedule of the possible
surrenders during the current year on incomplete works, and the demands therefore for the
comming year, regulated accordingly.
(b) The works should be arranged alphabetically in order of CsWE. All supplementary works
on which expenditure and /or liabilities have been incurred will be shown separately as sub-item
under the related main projects. Supplementary works on which no expenditure and/or liabilities
has been incurred till the submission of the forecast estimate by Engineers will be included in
Form ‘A-II’ or Form ‘A-III’ as the case may be. Supplementary and main projects will however, be
treated as one project for the purpose of saving and excesses vide para 35 of DWP. In other
words , re appropriation of funds between a supplementary work and its main project is
permissible irrespective of the whether both are occurring in Form ‘A-I’ to Form ‘A-III’ or not
(c) Where the cost of the work has been reduced in terms of para 30 and 34 of Defence
Works procedure the ‘Estimated Cost’ should be taken as the basis.
364
7 Form ‘A-II’- New Major Work’s released or proposed to be released for execution
during the year.
This will include new major works, including command powers works , for which fund have been
or are proposed to be allotted during the current year but not expenditure and/or liabilities have
beenincurred till the submission of forecast estimate by Engineers.
8 Form ‘A-III’- New Major Work’s for Ensuing year.
This will be prepared in two parts and will include projects which are going to be financed during
the ensuing year for the first time. Part I will include the projects which have already been
administratively approved, Part II will include projects which are urgently required and are likely
to be sanctioned by 31 mar.
9 Form ‘B’- Sub Head B- Maintenance- Building, Communication Etc.
(a) Building: Maintenance charges for building and internal installations (excluding those
forming part of E/M installations and workshops for which provisions made and debit is taken
under the heads concerned) are to be calculated as per the Govt. letters mentioned in
Appendix‘B’
Note:- Refrigerators and air conditioners provided against sanctioned works and maintained by
the MES/EME, but operated by the users are to be treated as internal installations to building.
(b) Demand for funds for maintenance of leased/hired/ requisitioned buildings will be on as
repaired basis.
(c) No demand should be made for maintenance of temporary Accn with a life of less than
two years which cannot be economically brought to any state of repair; nor should demand be
made for maintenance of Accn sites outside cantonments where troops are not likely to be
accommodated. Demand should also not be made for hired/leased/requisitioned buildings which
are likely to be released early in the year to which the Forecast Estimate pertains.
(d) Roads: Repairs to military roads both in and outside cantonment:-
(i) In plain -Rs 2.20 SM.
(ii) In High area -Rs 2.45 SM.
(iii) In Desert Area -Rs 2.95 SM.
(iv) The maintenance grant based on above norms came into force for the financial
year 87-88 and onwards.
Note:- The maintenance rate per SM is merely the basis for demanding funds for the
maintenance of the roads and is not intended to imply any limitations to the expenditure that may
be incurred during a year on any particular portion
(Authority: G of I , M of D No. 87966/1/E2(WPC)/Vol-4/843/DO-II/D(W-I)dated 3july86)
(e) No provision should be made for roads in and out of Cantonments which have been or
are to be transferred to Provincial Governments or Cantonments Authorities during the current
financial year or early in year to which the forecast estimate pertains. A remark to this effect
detailing the roads concerned should be made in forecast estimate.
(f) Furniture: Charges for maintenance of furniture will be calculated at the following percentage
of book value ::-
(i) Approved plus obsolescent pattern within the authorized scale :
(aa) Steel furniture
(ai) Manufactured prior to 1-4-1996 10%
(aii) Manufactured on or after 1-4-1996 6.5%
365
(bb) Wooden furniture
(ai) Manufactured prior to 1-4-1969 8.5%
(aii) Manufactured prior to or after 1-4-1996 6.5%
(ii) Surplus and obsolete (both for steel and wooden):-
(aa) Manufactured prior to 1-4-1996 7.5%
(bb) Manufactured prior to or after 1-4-1996 5%
(iii) Bed Iron folding and galleasses 5%
(iv) Charpoys Iron Pipes 1.5%
(g) The maintenance percentage for removals under f (i) aa-a(i)and bb(-ai) at 2.50% and under f(i) aa-
aii and (bb) aii 1.5% but these may however be varied to accommodate large expenditure on
replacement provided overall limit as indicated under (f) against these items is not exceeded.
(h) The capital value of furniture by categories as in para (f) should be indicated separately in Form B-
IV.
(j) Initial demand of padlocks required for all building occupied by units , vacant building and
Government buildings in which stores and furniture’s are kept are to be treated as renewals and funds
demanded accordingly.
Note : The MES is responsible for the maintenance & upkeep of furniture supplied as free gifts by
Red cross or other societies to Military Hospital. The furniture will remain in charge of the medical
authorities and will not be replaced by MES. When no longer serviceable it will be struck off the books.
(k) Misc : Demand under “Miscellaneous” for maintenance of perimeter and other authorized /
external lighting will be at the rate given in (f), (iii) and (iv). For other items it will be on as required
basis. The details of these charges are to be given separately as Form B-VI and variations from previous
year explained.
(l) Special repairs demand be shown separately for special repairs in progress, new special repairs
and special repair to be approved, supported by details in Form B-I, B-II and B-III on the lines of
Form A-1, AII and A-III.
10. Form ‘C’ sub head C Maintenance and operations of Installations
(a) Special repairs Demand will be shown separately for special repairs in progress new special
repairs and those yet to be approved are supported by details in Form C-I , C-II, C-III and on the lines of
forms a-I, a-II, A-III
(b) Miscellaneous Demands will be shown in accordance with nature of expenditure as per Form C-IV
and variations from previous year explained.
11. Form ‘D’ Sub Head D- General Charges
Detail of Changes under minor head ‘Miscellaneous’ are to be Explained e.g:-
Amount
366
Care of vacant building, law charges etc. Rs……………………………
12 From ‘E’- Sub Head E- Tool s, Plants and Machinery
(a) Demand in respect of new supplies of tools and plant will be given as a lump sum. A schedule will
be attached giving particulars of each item costing more than Rs 3000/-, which is contained in the lump
sum demand.
(b) Repairs and Renewals to existing normal Tools, Plants are to be limited to the following
percentages on their capital value: -
Repairs Renewals Total
(i) Scientific and Drawing 2% 3% 5%
instruments
(ii)Hand and machine Tools and 10% 10% 20%
miscellaneous articles and EM wiring
spares
(iii)Camp equipments ; furniture and 5% 1.5% 6.5%
equipment for inspection bunglow and
offices
(iv)Refrigerators and A/Cs issued on hire 8% 2% 10%
(v)Refrigerators and A/Cs issued held in 5% - 5%
reserve
(c) Charges on account of inspection, recovery and repairs carried out by EME workshops to
the plants(special T&P) and vehicles of MES formations and units will be worked out on the basis
of lorry units indicated in col. 4 of Forms E-II and E-III.
13 Subhead ‘F’ – Stores
Forms for the submissions of schedule of demands relating to minor head 10, Sub Head’ F’ –
Stores (including Transportation charges) and minor head 4 , Sub Head ‘C’ (a) 16 (I)-
maintenance and Operations of ESDs are contained in E-in-C’s letter no 50189/E-3 A dt. 03 July
57.
14 Form ‘M’ – Main Head 3- Pay and Allowances of civilian employed with (or for) the
Army and minor head for – Transportation – Minor Head 11, Sub Head B –9 (a) other
expenditure miscellaneous.
(a) Details of the strength of MES civilians establishment employed in ESDs and in
Formations (other than ESDs ) and their pay and Allowances will be given on Form ‘M-1’.
(b) Summary of departmental charges will be shown on Form ‘M-II’. Charges on account of
establishment (other than work charged) and T&P levied by non –MES agencies viz. Central and
State PWD, Railway, etc. for all army works entrusted to them for execution will be included in
form M (under Sub Head C ) and in Form E respectively. The rate levied by each agency and the
total amount paid to each of them will be indicated separately by means of suitable remarks in
Forms M-II.
(c) The demand under Minor Head 11 Sub Head B 9(a)Misc. should be broadly classified by
nature of expenditure as in para 167 of MES Regulations.
367
15 Minor Head 4 of Major Head 069- DS Army
Form R – col. 2 to 4 of this form should be filled up on the basis of existing date and other known/
anticipated factors.
16 General
(a) Requirements or funds for making payment in satisfaction of any judgment, decree or
award of any court will be governed by the instructions contained in E-in-C letter No. 61868/E-5
dt. 12 July 57 as amended form time to time and will have to be treated and reported separately
as; Charged expenditure.
(b) Demands under each minor and detailed heads should be made in the nearest thousands
of rupees.
(c) The Forecast Estimate should be submitted to E-in-C (E-5), Army HQ in duplicate except
the list of major works financed for capital grants and special repairs (Sub Head B&C) which
should be furnished in quadruplicate.
(d) The figures to be shown under “Anticipated for current year” should take into account all
known modifications and represent the anticipated final expenditure for the year.
(e) The present Instructions are issued for the guidance of all concerned. They are to be read
and acted upon in close conformity with the existing rules and regulations.
BUDGET ESTIMATES (B.E.)(earlier known as Modifications of Schedule of Demands).
17 The report is submitted by 5 Dec to communicate major changes required if any, to the
sc the forecast estimate submitted by Army HQ by 20 Oct.
368
Appendix ‘A’
Precis No 1564
(Refer Para 3)
FORM ‘A’
GENERAL ABSTRACT OF FORECAST ESTIMATE(SCHEDULE OF
DEMANDS) FOR ARMY WORKS FOR THE YEAR.
Item Head of Account Anticipated Demand Remarks
No for current for next
year year
MAJOR HEAD 4076 CAPITAL Rs Rs
OUTLAY OF DEFENCE SERVICES
1. Sub Major Head A-Army
Minor Head 202 Constructions Works
(i) Major Works in progress (Form A-I)
(ii) New Major Works (Form A-II)
(Form A-III)
Total New Major Works
Grant Total
MAJOR HEAD 2076 – DEFENCE
SERVICES ARMY
2. Minor Head 111 – Works
Sub Head A- Works
Detailed Head (a) Major Works
(other than Capital Projects)
(i) Works in progress (Form A-I)
(ii) New Works (Form A-II)
( Form A-III)
TOTAL
Detailed Head (b) Minor Works
Detailed Head (c) Losses
Total (a), (b) & (c)
3. Sub Head B – Maintenance – Buildings,
Communications etc. (Form B)
4. Sub Head C – Maintenance and Operation
of installation (Form C)
5. Sub Head D– General Charge, (Form D)
6. Sub Head E - Tools, Plant & Machinery
(Form E)
7. Sub Head F – Stores
369
TOTAL Minor Head 111
Sub Heads A to F
Minor Head 104 – Pay and Allowances of
Civilians employed with (or for ) the army
8. Sub Head K - MES (Form M)
9. Deduct credits for services rendered to other
departments etc (form M)
Total Minor Head 104
Minor Head 105 Transportation
10. Sub Head A – Traveling and other
allowances Minor Head (a) (ii)
Detailed Head 1 MES (Form M)
11 Total Minor Head 105
Major Head 0076 Defence Services- Army
12. Minor Head 104 – MES (Form R)
370
Appendix ‘A’ (contd.)
(Precis No 1564)
FORM A - 1
MAJOR WORKS IN PROGRESS
Head of Account
Ser Statio Name No. & Estima Anticipated expdr Requirement of Remark
No n of Date ted funds for s
Work of Cost
sanctio
n
During To end of Next Subsequ
current current year ent
year year year(s)
1 2 3 4 5 6 7 8 9 10
371
Appendix ‘A’ (contd)
(Precis No 1564)
FORM A - II
NEW MAJOR WORKS (released for execution during the year)
Head of Account__________________________________________________
Se Stati Name No and Estimat Existing Requirement of funds Remarks
r on of Date of ed cost allotment/Ant for
N Work Sanctio icipated
o n Allotment for
the current
year
Next Year Subsequen
t
years
1 2 3 4 5 6 7 8 9
372
Appendix ‘A’( Contd)
Precis No 1564
FORM A - III
NEW MAJOR WORKS (for ensuring year)
Head of Account__________________________________________________
Ser Station Name Weather AE Estimat Requirement of funds Remarks
No of Submitted ed cost for
Work to Army
HQ
Next Subsequen
Year t
years
1 2 3 4 5 7 8 9
The above form will be in two parts Part I will including projects which have already been
Administrated approved while Part II will include projects which are likely to be sanctioned
by 31 Mar. While preparing Part I Col 4 of the form will show the No & date of adm: approval
373
Appendix ‘A’ (Contd)
(Precis No. 1564)
PART ‘B’
SUB HEAD B MAINTENANCE : BUILDING, COMMUNICATION ETC
S. Minor & Detailed Heads Anticipated Required next Remarks
No current year year
Minor Head (a) Buildings Rs Rs
1. Maintenance permanent
buildings
2. Maintenance temporary
buildings
3. Maintenance hired
leased/requisitioned Buildings
Total Minor Head (a)
Minor Head (b) Military Roads
1. Roads in Cantonments For de form B IV
and B V
2. Roads Ex Cantonments
Total Minor Head (b)
Minor Head (c) Furniture For detail Sec Form
B VI
Minor Head (c) miscellaneous
Total Normal Repairs
Minor Head (d) Special Repair
1. Buildings
2. Roads
Grand Total Sub Grand B For detail Sec Form
Maintenance Building, III to B III
Communication etc
374
Appendix ‘A’ (Contd.)
(Precis No 1564)
Form B-I
SPECIAL REPAIRS IN PROGRESS
MAJOR HEAD 2076 DEFENCE SERVICES ARMY MINOR HEAD III WORKS
(Chargeable to Revenue), MAINTENANCE ETC, SUB HEAD B(d) SPECIAL REPAIRS
S. Station Name No and Estimat Anticipated expd Requirement of Remar
N. of date of ed funds for ks
work sanction Cost
During To end Next Subseque
current of year nt
year current years(s)
year
1 2 3 4 5 6 7 8 9 10
375
Appendix ‘A’ (Contd.)
(Precis No 1564)
Form B-III
NEW SPECIAL REPAIRS
(Yet to be administratively approved)
MAJOR HEAD 2076 DEFENCE SERVICES ARMY MINOR HEAD III WORKS
(OTHER THAN CAPITAL PROJECTS), MAINTENANCE ETC, SUB HEAD B(d) SPECIAL
REPAIRS
S.N. Station Name Whether Estimated Requirement of funds Remarks
of work AE Cost/ for
Submitted indicated
to Army of Cost Next Subsequen
HQ year t years(s)
1 2 3 4 5 6 7 8
376
Appendix ‘A’ (Contd.)
(Precis No 1564)
Form B-II
NEW SPECIAL REPAIRS
MAJOR HEAD 2076 DEFENCE SERVICES ARMY MINOR HEAD III WORKS
(Chargeable to Revenue), MAINTENANCE ETC, SUB HEAD B(d) SPECIAL REPAIRS
S.N. Station Name No and Estimate Requirement of funds Remarks
of work date d for
sanction Cost
Next year Subsequen
t years(s)
1 2 3 4 5 6 7 8
377
Appendix ‘A’ (Contd.)
(Precis No 1564)
Form B-IV
STATEMENT SHOWING (I) CAPITAL VALUE OF BUILDING (INCLUDING INTERNAL ELECTRICAL
INSTALLATION), BOOK VALUE OF FURNITURE, MILEAGE OF ROADS AND (ii) REQUIREMENT OF FUNDS
(a) CALCULATED ON AUTHORISED RATE OF MAINTENANCE AND (b) ACTUALLY DEMANDED IN THE
SCHEDULE OF DEMANDS
Cateto Capital Value Authorise Amount due on Amount actually Reaso Reasons for
variation in
ry d the basis of demanded in the ns for the capital
perccentag authorised schedule of variati values of
furniture
e percentage demands ons and mileage
betwee of roads as
Bldg IEI Tota Bldg IEI Bldgs I Total Bldgs IE Tota reported in
s l s E I l n Cols the schedule
9 & 12 of demands
I for the last
year and
shown in
the one
under
preparation
1 2 3 4 5 6 7 8 9 10 11 12 13 14
Permanent Bldgs
(i) Built before 1 Jan 43
(ii) Built on or between 1 Jan
43 and 31 Mar 62
(iii) Built on or fter 1/4/62
Total Permanent Bldgs
Temporary Bldgs
(i) Constructed prior
to 31/3/62
(ii) Constructed on and
after 1/4/62
Total
Hired/Leased/Requisitioned………………………….Not applicable……………………..Not
applicable……………………..
GRAND TOTAL
Furniture
1 approved plus obsolescent
patterns on charge
(a) Steel Furniture
378
(i) Manufactured prior
to 1/4/1946
(ii) Manufactured on or
after 1/4/1946
(b) Wooden Furniture
(i) Manufactured prior
to 1/1/1969
(ii) Manufactured on
or after 1/1/1969
2. Surplus and obsolete
(a) New furniture (i.e
Manufactured on or after 1 Apr 46
(b) Old furniture (i.e manufactured
Before 1 Apr 46
3. Bed iron folding
& palliasses
4. Charpoys iron pipe
TOTAL
Roads
(i0 In plaints
(ii) In Hilly Areas
(iii) Desert Areas
*For details of roads and their mileage see Form B-V
Foot Note: In the columns “IEI” (IEI Columns 3,6, 8 and 11) figures for refrigerators, Air conditioners
treated as internal fittings should be shown separately.
(Authority: E-in-C, AHQ No 62024/E5 dt 23 Oct 58)
379
Appendix ‘A’ (Contd)
(Precis No 1564)
FORM B –V
ABSTRACT SHOWINGS MILEAGE OF ROADS AND REQUIREMENTS OF FUNDS
THEREFOR
MILEAGE OF REQUIREMENT OF
ROADS FUNDS
Current Next Current Next Year
Year year Year
(i) I Plain
Areas
(ii) In Hilly
Areas
(iii) In Desert
Areas
TOTAL
380
Appendix ‘A’ (Contd)
(Precis No 1564)
FORM B VI
DETAILS OF REQUIREMENTS UNDER SUB HEAD B DETAILED HEAD (e)
MISCELLANEOUS
Classification of Expenditure Anticipated Demand for next Reasons for
current year year variations as
compared with the S
of D for previous
year
1 2 3 4
Maintenance of:-
1. Horticulture
2. Soakage pits & septic
tanks
3. Rifle ranges
4. Drains and culverts
5. Fences
6. Sewage
7. Perimeter and other
authorised external
lighting
8. Traverse and Fences
(Perimeter fences)
9. Hard standings and
platform
10. Lighting conductors etc
TOTAL
NOTE: Details shown above are to be taken as a rough guide only and will not be considered as
an authority to incur the expenditure.
381
383
Appendix ‘A’ (Contd)
(Precis No 1564)
FORM C
SUB HEAD C – MAINTENANCE AND OPERATION OF INSTALLATIONS
(a) Water supply (b) Electricity (c) Refrigeration & Air (d) Miscellaneous TOTAL Remarks
Conditioning
Anticipated current Required Anticipated Required next Anticipated Required Anticipated Required next Anticipated Required
year next year current year year current year next year current year year current year next year
Rs Rs Rs Rs Rs Rs Rs Rs Rs Rs
1. Installation Establishment
(See para 560 of Regs for the MES)
2. All other working expenses
Total Expenditure
384
3. Deducts Recoveries
NET TOTAL
4. Detailed Head (d)
(i) Special Repairs in
(ii) New Special Repairs Not Applicable
TOTAL
TOTAL of Sub Head C
385
386
Notes:
1. “On Costs” will be adjusted in the proforma accounts only.
2. Any variations from the current years budget are to be explained separately under
“Installation Establishment” and “All other working expenses.
3. Pay and allowances of Supdts (E&M) and other installation staff is debitable to Sub Head
C – Maintenance and Operation of Installations (vide paras 560 and 752 of Regulations for
the MES) and should be demanded in Schedule of Demands under Sub Head C and NOT
under Main Head 3M. Establishment where these are initially charged. The general
principle in such cases is that budget provision should be made under the sub Detailed
Head of Account where the charges are finally adjusted i.e. in this case Sub Head C.
4. Replacement and renewal costing over Rs 10,000/- under Detailed Heads (a), (b) , (c) and
(e) is to be specified separately and the necessity clearly explained.
387
Appendix ‘A’ (Contd)
(Precis No 1564)
FORM C I
SPECIAL REPAIRS IN PROGRESS
MAJOR HEAD 2076- DEFENCE SERVICE- ARMY- MINOR HEAD 111 –
EXPENDITURE ON WORKS
(OTHER THAN CAPITAL PROJECTS), MAINTENANCE ETC, SUB HEAD C (d)
SPECIAL REPAIRS
Ser Statio Name of No Estimat Anticipated Requirement of Remark
No n Work and ed Cost Expenditure Funds for s
Date During To end Next Subse
of current of year quent
Sanct year current years
ion year
1 2 3 4 5 6 7 8 9 10
388
Appendix ‘A’( Contd)
(Precis No 1564)
FORM C II
NEW SPECIAL REPAIRS
(Administratively approved but no expenditure incurred so far)
MAJOR HEAD 2076- DEFENCE SERVICES – ARMY- MINOR HEAD 111 –
EXPENDITURE ON WORKS (OTHER THAN CAPITAL PROJECTS)
MAINTENANCE ETC, SUB HEAD C (d) SPECIAL REPAIRS
Ser Statio Name of No and Date Estimated Requirements of Funds for
No n Work of Sanction Cost Next Year Subsequent Years
1 2 3 4 5 6 7
Rs Rs Rs
389
Appendix ‘A’ (Contd)
(Precis No 1564)
FORM C III
(Yet to be administratively approved)
MAJOR HEAD 7076- DEFENCE SERVICES – ARMY – MINOR HEAD 111 –
EXPENDITURE ON WORKS
(OTHER THAN CAPITAL PROJECTS), MAINTENANCE ETC, SUB HEAD C (d)-
SPECIAL REPAIRS
Ser Station Name of Whether Estimated Requirements of REMARKS
No Work AE Cost/ Funds for
submitted Indication Next Subsequent
to Army of Cost Year Years
HQ
1 2 3 4 5 6 7 8
Rs Rs Rs
390
Apendix ‘A (Contd)
(Precis No 1564)
FORM C IV
DETAILS OF REQUIREMENTS UNDER SUB HEAD C (e) MISCELLANEOUS
Classification of Expenditure Anticipated Demand for Reasons for variation
current year next year as Compared with
the S of D for the
previous year
1 2 3 4
Maintenance and Operation of :- Rs Rs
1. Disinfectors/Boilers.
2. Electric Motors over head and
Centrifugal Pump.
3. Sewage disposal installation
(Mechanical)
4. Swimming Pools
5. Battery Charging Sets
6. Grinding & drilling machines,
Water cistern, Electrical drills,
Welding sets and Air
Compressors
7. Filtration Plant
8. Kitchen equipment, clocks,
water coolers and Freezers etc
Total
NOTE: Details shown above are to be taken as a rough guide only and will not be considered as
an authority to incur the expenditure.
391
Appendix ‘A’ (Contd)
(Precis No 1564)
FORM D
SUB HEAD D – GENERAL CHARGES
Minor Heads Anticipated Required next Remarks
current year year
1 2 3 4
(a) Rent for hired/leased/
requisitioned buildings
including annual recurring
compensation.
(b) Rent for hired/leased/
requisitioned lands including
annual recurring
compensation.
(c) Rates and Taxes
(d) Payments for railway sidings
and platforms
(e) Terminal compensation
(f) Miscellaneous
TOTAL
Note: Any variations from the previous years demand are to be explained.
392
Appendix ‘A’ (Contd)
(Precis No 1564)
FORM – E
SUB HEAD E – TOOLS, PLANT AND MACHINERY
Minor/Detailed Heads Anticipated Required Remarks
current year next year
1 2 3 4
1. (a) Tools and Plant Details of each item costing
New supplies (other than more than Rs 3,000/- should
vehicles) be attached.
Normal …………………………
Special …………………………
TOTAL Detailed Head 1 …………………………
……
2. New Supplies – Vehicles
3. Repairs and renewals–Tools and For details see Form ‘E-I’
Plant For details see Form ‘E-II’
(other than vehicles)
(i) Normal T & P
…………………………
(ii) Special T & P …………………………
TOTAL ………………………… For details see Form ‘E-III’
Detailed Head 3 …… No of Fire Trailor Pumps
held on charge should be
4. Repairs to Vehicles indicated in Col 4. The auth
(i) Load Carrying and Personnel
carrying Vehicles
(ii) Fire Trailer …………………………
Pumps ………………………… For details see From ‘M-II’
TOTAL Detailed …………………………
Head ……
5. Payment to other Departments
6. Deduct Credits from other
Departments …………………………
TOTAL Minor …………………………
Head (a) …………………………
(b) Procurement of equipment and ……
stores and
payment of labour charges for
research and …………………………
experimental work in SEMT, …………………………
CME …………………………
TOTAL Sub Head E ……
393
Appendix ‘A’ (Contd)
(Precis No 1564)
FORM E1
STATEMENT SHOWING CAPITAL VALUE OF NORMAL TOOLS AND PLANT
AND REQUIREMENT OF FUNDS FOR REPAIRS AND RENEWALS THEREOF
Ser Category Capital Authorised Amount Amount Remarks
No Value %age due on the actually
basis of demanded
authorised
%ages
1 2 3 4 5 6 7
1. Scientific and drawing
instruments
2. Camp equipment,
furniture and equipment
for Inspection
3. Bungalows and Offices
4. Hand and Machine
Tools and Miscellaneous
5. articles
6. E/M Wiring spares
Refrigerators and Air
7. Conditioners issued on
Refrigerators and Air
Conditioners held in
reserve
Note: Broad reasons for variations between columns 5 and 6 should be given in Column 7.
394
Appendix ‘A’ (Contd)
(Precis No 1564)
FORM E II
STATEMENT SHOWING REQUIREMENT OF FUNDS FOR REPAIRS AND MAINTENANCE OF SPECIAL T & P
Ser Type of Plant Qt EME CHARGES Amount Tota Re
No y Equiv Total Lorry Amoun Amount to reqd for l ma
hel alent Unit t at Rs be debited items of amo rks
d Lorry (Col 3 x col 1,900 to wks and Engr unt
Unit 4) per services in repairs reqd
lorry terms of responsibil duri
Unit para 277 ity and for ng
(Col 5 MES Regs crew etc 19..
x 1900) when plant (i.e)
is idle (6-
7+8)
1 2 3 4 5 6 7 8 9 10
1 Road Roller 8 tons and above 4
2. -do- 4 to 6 tons 3
3. Roller sheep foot 2 drum 0.5
4. Crawler Tractor size I with AD & PCU 4
5. Crawler Tractor size II with AD & PCU 4
6. Crawler Tractor size III with AD & PCU 3
7. Crawler Tractor size IV with AD & PCU 3.5
8. Grader Motor 12 MB 4.5
9. Dumper 2 cu yds 1.5
10 Compressor Air trailor mounted 210 CFM 1.25
11. Well Boring rig rotary type 2
12. Mixer Bitumen 10 cft 1/8
13. Heater Bitumen 200/300 gallons 0.5
14. Sprayer Hand C/W pump hose & sprender 0.25
15. Mixer concrete 14/10 cft 1.25
16. Mixer concrete 10/7 cft 1
17. Sprayed cold Emulsion 60 gallons 0.25
395
18. Well Boring Rig Percussion type 1
19. Granulator stone portable IC Engine driven 10 TPH 1.25
20. Crusher stone portable IC Engine driven 10 TPH 2.25
21. Rooter 3 toothed 0.5
22. Scraper 12 cu yds 1
23. Dumper 4 cu yds 2
24. Vibrating Roller 3 ton 2.125
25. Single pass soil stabilizer 5.25
26. Bitumen paver and finisher with weight 0.75
27. Mobile aggregate drying and mixing plant, 30 tons per hour 2.25
28. Millers dewatering equipment 0.125
29. Concrete paver and finisher with weigh batching and mixing 1.75
30. plant 0.75
31. Vibrator screed board with prime mover .625
32. Vibrator needle immersion type with prime mover. 0.2
33. Soil testing apparatus 0.25
34. Concrete block testing machine 0.2
35. Core cutting machine
36. Roller rubber tyred 13 wheel, wobbly wheel type 0.5
37. Vibrator surface type with prime mover 0.75
38 Mower mass cutter mechanically operated with tractor 0.25
39 Grass cutting machine 0.3
40. Floor polishing machine 0.1
Diamond Joint Cutter
Notes:
1. No funds will be demanded for a plant from the date it is declared CL V/R-4.
2. Repair charges for plant on loan from E-in-C’s stock are NOT debitable to the head.
3. Funds for care and custody of plant backloaded to ESD KANKINARA will be demanded by ESD KANKINARA direct on this HQ.
4. Funds for repairs to normal T and P will not be shown in this form.
5. Any other items not covered by Srl Nos 1 to 40 may be added in Column 2 as additional items.
Authority: MGO Branch Note No 80521/EME/342 dated 11 Apr 67.
394
Appendix ;A; (Conted)
(Precis No 1564)
FORM E-III
STATEMENT SHOWING REQUIREMENTS OF FUNDS FOR REPAIRS AND
MAINTENANCE OF VEHICLES
Ser Type of Qty EME CHARGES Amount Total Remarks
No Vehicle held Equivalent Total Amount Amount reqd for amount
on Charge Lorry Unit Lorry at Rs to be tyres, reqd
Unit 1,900 debited tubes, during
(Col 3 per to wks battery, 19..
x col lorry and seat- (i.e)
4) Unit services covers (6-
(Col 5 x in terms etc 7+8)
1900) of para
277
MES
Regs
1 2 3 4 5 6 7 8 9 10
1 Car 3 1.00
2. seater 4 x 1.00
3. 2 1.50
4. Station 1.00
5. Wagon 1.00
6. Car LU 1.50
7. Car 5 cwt 1.00
8. 4x4 Jeep 1.50
9. GS 1.00
10. Trailer 10 1.00
11 cwt 2 2.00
12. wheeled 1.00
13. GS 2.50
14. Truck 15 2.00
15 ctw/ 1 ton 0.25
4x2 GS
Truck 15
ctw 4x4
Lorry 3
ton 4x2
GS
Lorry 3
ton 4 x 2
GS
Lorry 3
ton 4x2
tipping
Lorry 3
ton 4x2
water
2250
395
litres
Tractor
6x4
medium
Trailoer
20 ton
Crane
mobile 6
ton
Crane 3
ton lorry
mounted
Motor
cycle
Solo
Notes:
1. No funds will be demanded for vehicle from the date it is down graded to CL V and below
or discarded.
2. Any other items not covered by Srl Nos 1 to 15 may be added in Col 2 as additional items.
396
Appendix ‘A’ (Contd)
(Precis No 1564)
FORM M
Major/Minor/Detailed Heads Anticipated Required Remarks
current year next year
RS RS
Major Head 269
Minor Head 3 – Civilians
Sub Head K
Military Engineer Services
(a) MES (other than ESDs)
1. Officers For details see
2. Others Form M-I
TOTAL
(b) ESD Establishment
1. Officers
2. Others For details see
3. Industrial Establishment Form M-I
TOTAL
Deduct credits for services rendered to
other departments etc
397
Appendix ‘A’ (Contd)
(Precis No 1564)
FORM M (Contd.)
Major/Minor/Detailed Heads Anticipated Required Remarks
current year next year
RS RS
Minor Head 4- Transportation
Sub Head A- transportation
Minor Head (a)
Travelling & Outstation allowances
Detailed Head (ii)
Other travelling & outstation
allowances
1. MES (other than ESDs) *Travelling and
2. Other Services* outstation
allowances
pertaining to
ESDs will be
TOTAL Sub Head A compiled to this
head.
Minor Head 11 – Other Expenditure
Sub Head B- Miscellaneous (a)
(i) Miscellaneous expenses
(ii) Printing and Stationery*
(iii) Telephones in MES offices * This is operated
(iv) Payments to other departments. centrally.
TOTAL Sub Head B
Notes: (1) Variations from anticipated expenditure will be explained.
(2) Main Heads 4 & 5 should be shown separately.
398
Apendix ‘A’ (Contd)
(Precis No. 1564)
FORM M-I
STATEMENT SHOWING
(a) the strength of MES civilian establishment as it is likely to be on 1 Oct of the
current year and their pay and allowances for the whole year; and
(b) the anticipated strength for the next year together with their pay and allowances.
Categor Autho Anticipated current year Anticipated next year Broad
y of rised Existin Pay & Dearn Anticipat Pay & Dearness reasons
Civilian streng g Allowance ess ed Allowanc Allowan for
Establis th strength s (excl Allow strength e (excl ces variatio
hment dearness ance dearness ns
allowance allowance betwee
s) of s) of n
existing anticipate column
strength d strength s 3 and
6
1 2 3 4 5 6 7 8 9
(Rupees in Lakhs) (Rupees in Lakhs)
1. Total Civilian Officers
2. Total Civilian Others
3. Total Industrial Estt.
4. Miscellaneous Allowances (i.e
5. Children Education Allowances,
6. Overtime Allowances
7. Reimbursement of Medical
8. Expenses etc)
9. Payment of arrears of pay & allces
10. Any other item of expdr not covered
11. By Srl No 1 to 5
Notes:
1. Separate Forms should be used for compiling information relating (I) MES- Other than
ESDs and (ii) ESDs.
2. Personnel whose pay and allowances are chargeable to Works/Installations should not be
included in the figures to be exhibited on this statement.
3. Variation in the requirements on Srl Nos 4 to 6 between the current year (columns 4 and 5)
and the next year (columns 7 and 8) should be explained broadly in column 9.
4. Figures relating to Srl Nos 4 to 6 should be shown separately for (I) Civilian Officers, (ii)
Civilian Others and (iii) Industrial Establishment.
399
Appendix ‘A’ (Contd)
(Precis No 1564)
FORM M-II
SUMMARY OF DEPARTMENTAL CHARGES
Establish Tools & Audit Leave Pensionery Total
ment Plant Charges
Anti An Anti Anti Antici Anti Antici Anti Anticip Anti Anti Antici
cipat tici cipat cipat pated cipat pated cipat ated cipat cipat pated
ed pat ed ed curren ed curren ed current ed ed next
curre ed curr next t year next t year next year next curr year
nt nex ent year year year year ent
year t year year
yea
r
1 2 3 4 5 6 7 8 9 10 11 12 13
Rs Rs Rs Rs Rs Rs Rs Rs Rs Rs Rs Rs
Notes:
1. Total of payments and credits under Establishment and Tools and Plant must be equal to
the amounts entered in Forms M & E.
2. In the case of State Government credits for works carried out on a standing arrangements
only will be included as credits and in respect of occasional works will be treated as
Revenue Receipts.
400
Appendix A(contd.)
(Précis No 1564)
FORM R
MAJOR HEAD 0076 – DS ARMY – MINOR HEAD 104 – RECEIPT FROM WORKS
(Including stores)
Sub and Minor Heads Actual last Anticipated Anticipated Remarks
year current year next year
1 2 3 4 5
Rs Rs Rs
Sub Head A – Rents
1. Buildings
2. Furniture
3. Internal Electrical
Installations and hire
of fans
Sub Head B – Recoveries on
account of supply of :-
1. Water
2. Electricity
Sub Head C – receipts from
the Disposal of Surplus
Lands, Buildings etc.
Sub Head D- Receipt from
MES Stores
Sub Head E – Other
Miscellaneous Receipts
TOTAL
401
NOTES:
(1) Variations between columns 3 and 4 will be explained.
(2) Sub Head ‘C’ does not cater for receipts arising from the disposal of capital assets originally financed from Major Head 4076 –
Defence Capital Outlay, Such receipts should be compiled under relevant detailed head of Sub Head ‘A’ under Major Head 4076.
(3) Particulars of receipts compiled under Sub Head ‘D’ will be as under:-
(a) Hire charges for refrigerators, receipts on account of disposal of surplus stores and demolished stores.
(b) Recovery on account of barrack damages.
(c) Hire charges on Tools and Plants.
(d) Unclaimed security deposits transferred to Revenue.
(e) Rent of lands and sale proceeds of grazing rights etc.
Appendix ‘B’
Précis No 1564
Copy of GOI, MOD No. 87966/E3W (PPC)/1103/DOII/D(W-I)dt03-07-98
SUB: NORMS OF EXPENDITURE FOR MAINTENANCE OF GOVT BUILDINGS BY MES
PART I
PLINTH AREA RATES FOR CIVIL ENGINEERING MAINT
Ser Category Service Annual Special Repairs
No charges Repairs Age Age Age 40 yrs
Rs/Sqm Rs/Sqm 0-20 21-40 above
Rs/Sqm
1. 2 3 4 5 6 7
(a)Residential Bldg
(i)Single/Md OR/JCOs Qrs and ancillaries 17.20 14.30 9.10 15.10 20.45
(ii)Single/Md Offrs Qrs other than GOC 17.20 14.30 9.10 15.10 20.45
(iii)OR/JCOs Messes 22.35 18.60 9.10 15.10 20.45
(iv)Offrs messes, inspection bungalows, institutes 26.75 22.55 9.45 15.75 22.20
& residence of GOC(Div area, Corps and
command)& Equivalent offrs of services
(b)Non Residential Bldgs
402
(i)Office Bldgs (any type except in sub para(ii) 19.60 16.40 15.75 26.10 36.55
below ) storage Accn (any type)wksps/garages and
technical Accn except in sub para (ii) below etc.
(ii)Office accn (Admn block only) of Fmn HQrs 26.75 22.55 9.95 15.75 22.20
down to sub area and equivalent in other services
trg. Accn to cat ‘A’ Est. of Army and
corresponding institutions of navy/Airforce/R&D
and Tech Accn of R&D laboratories.
(iii)MI Rooms and Hospitals 49.00 41.10 24.20 40.30 56.35
Note- (a) The above plinth area rates do not cover expenditure on conservancy charges.
(b) In respect of Accn. Of Andaman and Nicobar group of island and for hilly area, the plinth area rates prescribed above will be
increased by 50% for residential and 25% for non residential buildings.
(c)These modified plinth area rates for normal repairs and special repairs will be in super session of the MOD . letter No.
87966/E2 ( WPC) / 523 /DO- II /D (W-I).dt. 20 Jul 93, scales prescribed for items other than normal repairs to internal electrical
installations in buildings, in Govt. Letter of No. 13 (37)/72/D(Works- I) dt. 10 Apr.75. will continue to be operative.
(d) The plinth area rates of annual repairs of civil engineering maintenance for high rise buildings located in coastal areas in respect
of following categories of buildings will be enhanced as under
Residential buildings
(i) Single /Married OR/JCOs Qtrs. And ancilleris - From Rs To Rs
14.30/sq 29.30/sqm
(ii) Single /Married Officers other than residences of GOC-From Rs To Rs
14.30/sqm. 29.30/sqm
403
PART II
PLINTH AREA RATES FOR ELECTRICAL ENGINEERING MAINT.
Sl Category of Building Rate in Rs per Sqm for
No day to day services,
Repairs and maint
Concentra- Scattered
ted Group Group
1 2 3 4
RESIDENTIAL BUILDING
1 Single/Md Ors/JCOs Qtrs and Ancillaries 11.60 14.30
2 Single/Md Offrs Qtrs other than the residence of GOC 14.30 16.50
3 OR/JCOs Messes 18.90 ---
4 Offrs messes, inspection bungalow, institutes & residence of 18.90 ---
GOC(Div area, Corps and command)& Equivalent offrs of
services
NON RESIDENTIAL BUILDING
i) Office Bldgs (any type except in sub para(ii) below ) storage 16.50 18.90
Accn (any type)wksps/garages and technical Accn except in
sub para (ii) below etc.
ii) Office accn (Admn block only) of Fmn HQrs down to sub 18.90 ---
area and equivalent in other services trg. Accn to cat ‘A’ Est.
of Army and corresponding institutions of
navy/Airforce/R&D and Tech Accn of R&D laborites
iii) MI Rooms and hospitals 37.80 ---
NOTES – (a) These plinth area rates do not cover expenditure on maint and running of air- conditioners installations, lifts pumps and sub
stations. Funds will be provided for these service on actual requirements.
(b) In respect of accn situated at altitude more than 5,000 ft and accn at Andaman & Nicobar group of Islands the plinth area rates
prescribed above will be increased by 10%.
(c) These modified plinth area rates for normal repair and special repairs will be in super session of the MOD letter No. 87966/E-2
(WPC)/523/DO-II/D(W-1) dt 20 Jul 93. Scales prescribed for items other than normal repair to internal electrical installation in
buildings, in Govt letter No. 13 (39) /12/D/ (Works-I) dt 10 April 1975 will continue to be operative. Maint grant for perimeter and
external lighting shall be demanded as on required basis as included in M&O estimates.
(d) The above norms do not include the replacement cost of bulbs and tubes, funds for which will be demanded separately at two
replacement per annum.
(e) The plinth area rates of electrical engineering maintenance for high rise buildings located in costal areas in respect of following
categories of buildings will be enhanced as under -
Residential Buildings
404
(i) Single/Married ORs/JCOs Qrs and ancillaries - From Rs. To Rs
11.60 per sqm 13.20 per sqm
(ii) Single/Married Officers Qrs other than residences of GOC - From Rs. To Rs
14.30 per sqm 16.30 per sqm
2. It has been decided that no norms should be prescribed for special repairs (Electrical) and that estimates shall be prepared for each set of
building individually and sanction obtained after a survey has been conducted on annual basis.
3. The actual maintenance expenditure will be restricted to allotment made by Govt.
These issues with the concurrence of Ministry of Defence (Finance) vide their U.O. No 494/W-II of 21 July 1998.
405
Precis No 1565
Management Department
REVENUE
Introduction
1. As expenditure is booked under various budget hands, revenue realized by the MES is also adjusted under different budget heads.
2. This précis deals with the sources of MES Revenue which are credited to ‘REVENUE’ Head as opposed to reduction of expenditure.
Definition
3. Revenue means income of the State realized in cash and deposited into the treasury to the credit of the State.
Major Heads
4. Major Heads under Revenue are:-
(a) Major Head 0076
(b) Major Head 0077
(c) Major Head 0078
(d) Major Head 0079
Various Minor Heads and Sub Heads under these Major Heads are given
in Appendix ‘A’, Appendix ‘B’, Appendix ‘C’ and Appendix ‘D’.
Sources of Revenue
4. The following are some of the possible sources of MES Revenue:-
406
Sources MES Regs Para
(a) Rents of buildings (Whether govt. owned, hired or leased) 686
(b) Rent of furniture 699
(c) Rent of internal electrical installations 684
(d) Fees for charging secondary batteries and hire of fans Appx ‘O’
(e) Sale of Tools and Plant 276
(f) Sale of building or materials obtained from demolition of buildings 828
and replacement
(g) Sale of grass and usufructs from the compounds of Govt. Offices, 505
Inspection Bungalows, vacant buildings and MES Workshops
(h) 10% charges levied on sale of stores and departmental charges 452
recovered from contractors on the cost of Tools and Plant lost.
(j) Recoveries on account of supply of water or electric energy Appx ‘O
(k) Miscellaneous i.e. 583
(i) Original deposits not exceeding one rupee Remaining outstanding
for one whole account year.
(ii) Balances not exceeding one rupee of Items partly cleared during
the year then closing.
(iii) Balances unclaimed for more than three complete account years.
Revenue Records
6. the various records of revenue are maintained by the AAO of the Barrack Stores Officer except the Rent Assessment Ledger
(IAFW-2239) which is with the GE who in accordance with para 9 of the Quarters and Rents is responsible for assessment of the
rent of all rentable buildings.
(MES Regs 684)
407
Appendix ‘A’
(Precis No 1565)
(Refer Para 4)
RECEIPT HEADS
MAJOR HEAD 0076 – DEFENCE SERVICES – ARMY
Nature of the Head Code No Particulars of receipts compilable under the
detailed Heads shown in Column 1
Minor Head 103 – Civilians
(a) Miscellaneous Receipts 301/30 Recoveries on account of Pay and
Allowances. Recoveries of disallowances on
audit made in a later year after the accounts of
the previous year have been closed.
Recoveries made on account of losses and
damages. Recoveries made on account of
leave contribution. All miscellaneous receipts
other than those specially provided for.
Fees recovered from candidates allowed to sit
for departmental entrance examination.
Elements of departmental charges
(Establishment and Audit charges) levied on
occasional or Deposit Works executed by
MES referred to in paras 559 (c) and 559 (d)
RMES.
Minor Head 104 – Receipts from Works
408
Sub Head A – Rents
(a) Buildings 371/01
(b) Furniture 371/02
(c) Internal Electrical 371/03
Installations & Hire of fans
Sub Head B – Recoveries on
account of supply of
(a) water 373/04
(b) Electricity 373/05
Sub Head C – Receipts from the
disposal of sur plus loads , bldgs
etc 377/00 1.Proceeds from the sale of Govt. property
(a) MES 377/01 will also be booked these hands.
(b) DGDE 2. This head does not cater for receipts arising
from the capital assets originally financed
from major head 4076. Capital outlay on
defence services. Such receipts should be
complied under relevant deduct detailed heads
of sub major head ‘A’ – Army under major
head 4076 – minor head 1B & 2(a)(3).
Sub Head D
Receipts from MES Stores 378/01 Receipts on account of disposal of surplus
stores and demolished stores.
409
Sub Head E – Other Misc.
Receipts
(a) MES 380/30 Hire charges for refrigerators. Recovery on
account of Barrack Damage.
Hire Charges of T & P. Un claimed security
deposit transferred to revenue.
Rent of Land and sale proceeds of grazing
rights etc.
Earnest money deposits confiscated to Govt.
Element of Department charges ( T & P
Charges) levied on occasional deposit works
executed by MES reffered to in Para 559(c) &
559(d) RMES.
b) DGDL & C 380/31 Rent of lands and sale proceeds of grazing
rights etc. Disposal of trees.
Income from quarries.
Income from disposal of grass and other
usufructs.
Income from leases.
Income from license.
Sale of certain farms.
Income from class ‘C’ lands vested in the
Cantonment Boards on rent basis.
Minor Head 106 – Ordnance
Factories
Sub Head A – Ordnance
(including Harness, Saddlery and
clothing Factories)
(c) Miscellaneous 410/30 Recoveries on account of cost of water
electricity, gas steam and compressed air etc.
supplied by Factories to the Research and
Development and Inspection Organization/
MES contractors
Minor Head 110 – Stores
Sub Head E – Engineer Stores (472)
(ESDs)
410
(a) Proceeds from sale of surplus 472/01 Sale proceeds (gross) of surplus, obsolete and
obsolete and/ condemned stores. unserviceable stores pertaining to Engineer
Stores Depots.
(b) Value of stores issued to other 472/30 Value of stores issued to other Governments,
Governments, Departments and Departments etc by Engineer Stores Depots.
other miscellaneous
Minor Head 111 – Receipts from
Cantonments and Military Lands
and Estates
Minor Head 908 – other Receipts
411
Appendix ‘B’
(Precis No 1565)
MAJOR HEAR 0077 – DEFENCE SERVICES – NAVY
Nature of the Head Code No Particulars of receipts compilable under the detailed Heads shown in Column 1
Major Head 104 – Receipts from
Works This head does not cater for receipts arising from the disposal of Capital Assets
(a) Rent of building and furniture 665/01 originally financed from Major Head 4076 – Capital Outlay on Defence Services.
(b) Recoveries on account of water 665/02 Such receipts should be compiled under the deduct Detailed Head under Minor
and electricity Head 1 (b) and 2 (a) of Sub Minor Head B of Major Head 4076.
(c) Receipts from Disposal of 665/03
surplus Naval lands, buildings etc. Recovery on account of barrack damages. Sale proceeds from usufructs.
(d) Miscellaneous Receipts 665/05
412
Appendix ‘C’
(Precis No 1565)
MAJOR HEAD – 0078 DEFENCE SERVICES – AIR FORCE
Nature of the Head Code No Particulars of receipts compilable under the detailed Heads shown in Column 1
413
Major Head 104 – Receipts from
Works
(a) Rent of land, buildings and 705/01 Rent etc, recoverable from service officers for buildings occupied by them.
furniture. Hire of fan.
Recoveries on account of water and electricity from persons occupying. Air
(b) Recoveries on account of water 705/02 Force buildings, lands, but not entitled to free supply of water and electricity.
and electricity.
Receipts from sale/auction of Air Force buildings and furniture declared
surplus and/or unserviceable/obsolete items of furniture released for disposal.
Receipts from disposal of material obtained from demolition of buildings.
(c) Receipts from disposal of AF 705/03 This head does not cater for receipts arising from the disposal of Capital
lands, buildings etc. Assets originally financed from Major Head 4076- Capital Outlay on
Defence Services. Such receipts should be compiled under the deduct head
under Minor Head 1 (b) and 2 (a) 3 of Sub Major Head C of Major Head
4076.
Recovery on account of barrack damages, Sale proceeds from usefructs etc.
(c) Miscellaneous Receipts 705/05
414
Appendix – D
Precis No.1565
M
MAJOR HEAD 0079 – DEFENCE SERVECES – PENSION RECEIPTS
Nature of the Head Code Particulars of receipts compliable under the detailed heads shown in column 1.
No.
Minor Head 101 Army 800/01 Recoveries of contributors towards pensions .
(a) Recoveries on account of Recoveries from Estates of deceased pensioners.
pensions Recoveries of disallowances in audit made in later year after the accounts of the previous has
been closed
Service gratuity recovered from demobilized discharged soldier on re-enrolment vide rule
126 pensions reg. Part II.
Fractional differences.
Recoveries on account of pay , allowances, gratuity and other terminal benefits etc. refunded
vide discharged central govt. servants who are able to secure another appointment under the
central Govt. (including defence services).
Elements of departmental charges (pensioner charges) levied on occasional or deposit works
executed by MES referred to in para 561 (III) and 561(IV) RMES.
Note:- Gratuities of any description refunded by re enrolled or re-employed soldiers and
other military personals on re- employment either or in the military dept. should be treated
as bonafied receipts and complied under this detailed head.
415
Precis No 1566
Management Departments
CASH RECEIPTS
Introduction
1. Government has laid down specific instructions for realizing cash dues and they are followed throughout the MES.
2. This précis explains what are cash receipts and how they are realized.
Receipts
3. The following are some of the possible sources of receipts either cash or by deposit into the treasury:-
Sources MES Regs Para
(a) Barrack damages 735
(b) Cash sales of stores 826
(c) Security deposits from establishment 102 to 107
(d) Deposits for works 307
(e) Other miscellaneous receipts 715
How Released
4. Only in following cases cash payments may be received by GE or imprest holding AGE:-
Sources MES Regs Para
(a) Barrack damages from private individuals 635 & 715
(b) Cash sales of stores credited to stock 715 & 826
for work concerned under ‘deduct’ recoveries
as the case may be).
(c) Miscellaneous receipts e.g. rents, water or 715
electric charges, deposits for works and fees for
charging batteries, not exceeding Rs 100/- in each
case.
NOTES 1. Amount of barrack damages due from units and government officials are paid into the treasury. The receipts
are sent to the GE. In case of persons not in government service, recovery is made in cash upto permissible unit.
2. From government servants, charges on account of rent of buildings, hire of furniture and fans as well as
charges for supply of water and electricity are normally recovered through their pay bills.
5. Responsibility
(a) MES is responsible for receipts realized and expenditure incurred by it in connection with the Engineer Services.
(b) DAD is responsible for the compilation of the Monthly Financial Accounts, for the preparation (on behalf of the MES of
revenue accounts and for the audit of transactions of the MES,
(MES Regs Para 7)
416
Receipt for Cash or Deposits into Treasury
6. Whenever money is paid to a GE in cash or deposited into treasury and treasury receipts passed on to GE, a receipt on S-119 is
issued to the payee. Receipts for cash are signed by the officer authorized to receive cash but acknowledgements for treasury receipts may
be signed by the Office Supdt. Separate receipt books are used for cash and treasury receipts.
Register of Receipt Books
7. A register of receipts books (S-119) is maintained by AAO showing names of individuals to whom each book is issued. Books are
issued on the authority of the GE and are kept under lock and key.
(MES Regs 716)
8. When payments are due to Govt, these will normally be made into Treasuries on receivable orders (IAFA-507) unless recoveries are
effected through pay bills etc. These are issued by MES officers and in the case of Rent and Allied charges, by the AAO/Supdt Clerical of a
GE’s office, Senior Clerk of an outstation AGE’s office and the senior representative of the B/S Cadre at the outstation.
(MES Regs para 714)
9. All amounts actually received in cash as distinct from sums paid into the treasury or deductions from vouchers, are recorded at once
in the cash book. (MES Regs 717)
10. Amounts received by an officer not holding an imprest account are remitted to the nearest imprest holding officer or paid into the
nearest treasury as soon as possible. In the latter case the treasury receipts with full particulars are forwarded to the imprest holding officer
concerned who issues a receipt to the officer remitting cash or the treasury receipts.
(MES Regs para 715)
NOTES:-
1. Work operational order shall be kept in view while preparing this plg pgme.
2. Go-ahead sanction if issue shall be fully considered.
3. Time frame for post adm plg as laid down vide G of I, M of D letter No 95573/POL/CSS/E2WPC/472/DO-II/D(W-I) dt 24.4.86 shall
be strictly followed.
4. Columns of above specimen plg programme may be altered to suit various types of works.
417
418
419
420
421
422
423
424
425
426
427
428
430
Precis No.1590
Management Department
MAINTENANCE REPAIRS
Introduction
1. Keeping defence assets in a habitable state constitutes a major function of the MES. Suitable and
timely repairs enhance the life and value of assets, provide better comfort to the users and raise the
morale of the defence forces.
Image of the MES largely depends upon the quality of Maintenance Services that are provided to
the users.
The aim is to provide maximum user’s satisfaction within the constraints of resources available and
teamwork of rules & regulations.
The GE will chalk out the Annual Maintenance Programme with each user unit and finalise it with
the station commander laying down the priorities. The copies of this Annual Maintenance
Programme for the entire station duly signed by the GE and Station Commander are distributed to
the higher engineer and Staff Channels. Refer QMG Policy letter No B/32844/Q3W(Policy) dt 01
Jan 86. Appendix ‘A’
This précis deals with the financing, planning and execution of repairs.
Scope of Repairs
2. Buildings
Repairs to buildings consist of maintenance, petty repairs, replacement, renewals and periodical
services inclusive of internal water supply, electrical and sanitary systems. MES is also responsible
for sweeping chimneys in unit lines and cleaning of glass panes of sky light in hospital wards,
storage sheds and hangars.
3. Roads
Repairs to roads consist of patch and petty repairs, surface renewals and maintenance renewal of
drains, culverts, bridges and causeways. It also includes maintenance and renewal of sign posts,
mile stones and boundary pillars.
4. Airfields
Repairs to airfields consist of petty repairs, maintenance and renewals (including resurfacing) of
runways, taxi tracks, hard standings, aprons and cross drainage works.
5. Landing Grounds
Repairs consist of maintenance of landing grounds only.
(Para 158 MES Regs)
6. Installations
Repairs to installations consist of maintenance and renewals (upto
Rs.50,000/-) of water supply and electrical systems, ice plants, mechanical sewage disposal plants,
workshops, air conditioners, refrigerators and timber factories.
431
7. Tools and Plants (T&P)
Repairs of T and P consist of maintenance and renewals of authorised and special T and P held by
MES e.g., portable machinery, earth shifting machinery and associated equipment, small tools and
miscellaneous equipment.
(Para 168 MES Regs)
8. Vehicles
Repairs consist of maintenance including replacement of worn out parts of the vehicles held by
MES.
9. Furniture
Repairs consist of maintenance and renewals of authorised furniture holdings of MES supply.
NOTES:
1. Camp equipment or furniture and equipment for inspection bungalows and offices (except E-in-
C and CEs’ office) is classified as T and P.
(Para 168 MES Regs)
2.MES is also responsible for maintaining (but not renewals) and upkeep of furniture supplied as
free gift by red cross societies to hospitals.
(Para 185 MES Regs)
10. Repairs of installations, T and P and vehicles are dealt with in E/M precis. Repairs to furniture is
dealt with in precis on Barrack Services.
MES Responsibility
11. (a) Army, Navy and Airforce
(i) All buildings whether owned/hired/leased.
(ii) Roads both inside and outside cantonment.
(iii) Airfields occupied/used by airforce.
(iv) All installations except those maintained by the forces themselves, e.g. signal
communications, port installations, Industrial Plants.
(v) Furniture for office and domestic use.
(Para 722 MES Regs)
NOTES:
1. Responsibility for hired/leased buildings devolves on MES if the agreements so stipulate.
2. Responsibility for inside cantonment roads is usually limited to roads for purely military
purpose (classified as ‘military’ by G of I). Other roads even if constructed out of defence
funds, are handed over to cantonment/civil authorities as early as possible under orders of G
of I.
(Para 154 MES Regs)
3. When airforce utilizes civil facilities, repairs may be carried out by civil agencies at an
agreed cost; alternatively contribution towards repairs may be made by the civil authorities.
4. Installations and assets owned by units are not maintained by MES.
(b) Factories
Ordinary repairs are carried out by factories themselves. If any ordinary repairs are to be
done by MES, CEs sanction is to be obtained by Factory authorities. Special repairs
sanctioned as works are executed by MES.
432
(c) Farms and Remounts
Responsibility for repairs to buildings and installation (except for furniture in unit farms,
milk depots and office equipment) has been taken over by MES w.e.f. 1 Jun 52 (Military
Farms) and 1 Apr 53 (Remounts).
Obtaining Funds for Repairs
12. Forecast Estimates and Budget Estimates for repairs are prepared and submitted to E-in-C, who
submits them to Army HQ (or appropriate HQ) for approval. Based on budget provision, lumpsum
funds are allotted and placed at the disposal of Engineers.
13. Detailed procedure for preparation of Forecast Estimates and Budget Estimates is dealt with in
precis on ‘Budget’. The demands are based on certain laid down norms as given in G of I letter No
87966/POE/E2(WPC)dt 25 Aug93
14. Funds allotted to E-in-C for ordinary repairs are sub-divided between commands and further sub
allotted down to GE’s level. GE then divides his allotment between sub divisions.
15. Procedure relating to special repairs is dealt with in precis on the relevant subject.
16. COAS has directed that funds allotted for maintenance /repair of accn. should not be diverted for
carrying out addn./alt. Appointment houses and a few prestigious buildings in the over and beyond
their authorization. (Auth. E-in-C’s Br. letter No.A/00358/Policy/E2(WPC) dt 23 Jul93)
Initiation of Repairs
16A. Repairs are initiated as a result of the following:-
(a) Quarterly inspection.
(b) Inspection by Engineers/Staff.
(c) Scrutiny of unit demand Registers.
(d) Marching in and out of units.
(e) Timed programme of periodical services.
(f) Demands for urgent repairs.
(g) Storm damages.
(h) Enquiry office.
(Para 358 MES Regs)
Quarterly Inspections
17. These should be carried out in accordance with a pre agreed programme with the user. The
programme is published in station orders. A joint inspection is carried out by MES representative
(B/R, E/M and B/S) and the user. The inspections form the basis of repairs programme.
Inspection by Higher Authorities
18. Staff/Engineers should carry out periodical inspections to ensure that the defence assets are
maintained in a state of good repair and there is no danger of partial/complete collapse or
deterioration. Every property must be inspected at least once a year. It must be remembered that
‘Timely repairs save money and trouble’.
Unit Demand Register (Repair Book)
19. A repairs book (IAFW-1805) is maintained in the Quarter master’s Office of each unit in which all
necessary repairs are recorded. This book should be examined by a responsible MES representative
at regular intervals (generally once a week) and demands noted for inclusion in the programme.
Enquiry office also receives and records demands for repairs and organises urgent services where
necessary.
433
Marching In and Out of Units
20. A joint inspection by MES representative/user will be carried out to detect barrack damage if any.
(Barrack damages are dealt with in precis on Barrack Services). All other repairs are noted for
inclusion in the programme.
Periodical Services
21. These comprise the External and Internal painting, lettering, white washing, distempering, staining,
tarring & oiling of buildings etc required from time to time to keep them in neat, clean &
serviceable condition. The normal intervals & variations prescribed are shown in table G of MES
Regs Appx ‘B’.
These frequencies may be reduced by the prior sanction of the CWE, but any extension thereof may
be sanctioned by the GE. The GE will decide the number of coats of paint etc, necessary in all
cases.
(MES Regs Para 229 & 230)
All periodical painting should normally be done under a separate contract. Refer para 263 of E-in-
C Standing order.
Urgent Repairs
22. These comprise of repairs to water supplies, electrical wiring, leaking roofs, sanitary system,
cooking apparatus, dangerous structures and like. These are initiated by the user and sent to SDO
for subsequent processing. If not considered urgent, SDO returns the demand back with the request
for inclusion in unit demand registers.
Storm Damages
23. Station Commander should convene a court of inquiry with a MES representative as a member to
assess the damages caused by storms if they are extensive. A report is made to higher authorities as
soon as possible. Depending upon the findings of the court and decision thereon, MES carries out
necessary repairs. In case of minor storm damages immediate action is taken to carry out the
necessary repairs.
Preparation of Requisitions
24. Requisitions detailing items of work quantities, cost at schedule rates/contract rates are made out
for repairs (as also for minor works upto Rs. 3,000/-) of buildings to be ordered on Term
Contractor.
25. Requisitions for ordinary repairs are prepared by the SDO on IAFW-1833 IAFW-2158 as per
procedure given in Para 237 E-in-C’s Standing Orders, as amended (refer Appendix ‘C’). A
phased programme should be made for preparation of requisitions to make the best use of funds and
working seasons.
26. Urgent repairs are detailed on IAFW-1817 by the user and sent to AGE/SDO who completes the
details and arranges for carrying out as expeditiously as possible.
Technical Sanction
27. Powers for technical sanction are given in Precis No 1588. Requisitions are technically checked by
SDO (Technical) and approved by GE/AGE/SDO. These are then recorded in a requisition register
IAFW-1787 and taken up for execution.
434
28. When checking requisitions for repairs, following points must be ensured:-
(a) Only necessary and essential repairs are carried out.
(b) The specifications adopted for carrying out repairs are technically sound and in conformity
with policy laid down by the E-in-C. Repairs to better specifications can be carried out if
these satisfy the above requirements and will not lead to unnecessary increased expenditure
in future. Superior specifications are to be approved by CWE.
(c) Replacement of fitting or portion of a building by one of better class necessary from
engineering consideration constitutes a repair, only if the existing fitment/ portion of a
building is worn out and requires replacement in any case.
(d) Quantities, rates and cost are correctly entered/worked out.
(e) Where alternatives are prescribed in the schedule, requisitions clearly specify as to which
alternative is to be adopted.
(f) Correct contractor’s percentage is added to the cost at schedule rates.
(g) Difference in cost of stores (stock book and schedule rates) is added to the estimate.
(h) No allowance is made for utilising demolition stores obtained from the repair items included
in the requisition but cost of demolition stores from other sources is allowed at rates
assessed by the GE.
(j) Requisitions have been allocated to the proper head of account (dealt with in Precis on
‘Budget’).
(k) The description on the outer page (IAFW-2158) represent the scope of repairs correctly.
(l) Details of labour and stores (in case of daily engaged labour) are based on reasonable
constants/allowances.
29. While according TS, it should be ensured that the allotment is not exceeded.
Planning of Repairs
30. Control over repairs can be exercised only by systematic planning and subsequent implementation.
A month wise programme should be chalked out to take maximum advantage of the resources.
31. To facilitate advance planning and achieve even flow of expenditure following relaxations have
been permitted:-
(a) Liability on account of repairs for the next financial year can be incurred in the last financial
quarter upto 25% of the current year allotment.
(b) Adjustment of cost of stores drawn for carrying out repairs as per (a) could be postponed to
the next financial year by making them NOT ADJUSTABLE UNTIL 1st OF APRIL in red
ink.
(Para 53 MES Regs)
32. Planning for repairs has to be based on the condition, obtained in the Division/District and should
result in an even flow of work on Contractor/MES Staff/Accountants Department. In particular,
accumulation of bills towards the end of the financial year should be avoided as proper
technical/audit check cannot then be exercised.
32A. At the time of drawing maintenance programme in consultation with Stn Cdr./user ,GE should
bring out and include in the yearly maint programme the quantity of major stores to be procured
in a year and approx. cost to be spent on such stores .However ,detailed planning and procurement
will be responsibility of GE. (Auth. E-in-C’s Br. letter No.87966/ Pol/E2(WPC) dt 31 Oct 93)
435
33. Notes on planning repair works are attached as Appendix ‘D’ and should serve as a good guide.
Agencies
34. Repairs works can be executed through the following agencies:-
(a) Term Contractor (TC).
(b) Contracts for certain specific repairs grouped as one work.
(c) Casual maintenance gangs or Directly employed labour (DEL) on permanent basis.
(d) Troops.
35. Term contracts are finalised on a zonal basis (Zone may include one or more station or a station
may be divided in one or more zones) to cater for repairs and minor work. Term contracts are let
out for a period of 12 months, which preferably run form June to June. Contract for periodical
services and painting is separated to yield more realistic rates. The procedure for letting
out/operating Term and other contract is dealt with in Precis on ‘Contract Procedure’.
36. Repairs of alike nature e.g., re-roofing, replacement of E/M fittings, plaster, floor can be grouped
and separate contract finalised. This may be resorted to for obtaining more competitive rates or
restricting the work load on the Term Contractor.
37. MES engage certain temporary maintenance gangs for carrying out urgent seasonal repairs. The
composition and strength of the gangs is approved by CWE and should be kept to the minimum
commensurate with the anticipated works load. (e.g. monsoon repairs, clearance of storm drains,
restoration of storm damaged buildings back to habitable condition etc.).
38. Permanent DEL is employed for immeasurable regular repairs, furniture repairs, E/M repairs,
urgent repairs and other petty works excluded from the scope of term contract .
39. Permanent DEL should be employed to the barest minimum as experience has shown that:-
(a) It is not economical.
(b) It is not susceptible to rigid control.
(c) It imposes an additional burden on supervisory staff.
(d) Skilled labour is difficult to obtain at the rates laid down in MES or by Station Commander
(nerrick rates).
(e) The quality of works generally suffers.
(f) There may not be sufficient work to keep them busy all the time.
Execution of Repairs
40. In executing repair works following points are important:-
(a) General
(i) All necessary precautions against damage/collapse of structure are taken e.g.,
shoring, protection to floors, walls decorative features.
(ii) All preliminary/preparatory operations are carried out before the works are taken up.
(iii) Repair works are carried out in right sequence. As far as possible, convenience of
the user and early completion of individual buildings is aimed at.
(iv) All demolition stores are properly accounted for.
(v) Standard of maintenance is kept high. Full advantage is taken of the latest research
on repairing techniques, use of suitable materials and preservation treatment.
436
(b) Term Contractor
(i) An even load in conformity with the estimated value (in ‘Notice of Tender’) is
placed on the contractor.
(ii) The nature and type of works ordered in each month should be such as to take full
advantage of the working season (see Appendix ‘D’).
(iii) Stores are issued as per requirements of the work. Surplus stores are immediately
taken back.
(c) Permanent DEL
(i) A definite programme is chalked out so that labour are not kept idle.
(ii) Tasks are allotted on a ‘Priority’ basis.
(iii) Unnecessary shifting from one set of unit lines to another is avoided.
(iv) Personnel are gradually trained to supervise and raise the standard of work.
(v) Stores are properly arranged for and dispatched with the labourers.
Minor Works
41. These may be executed by contract or DEL. Contract work constitutes that bulk of the work for
which requisition are prepared, sanctioned & orders placed on the contractors.
DEL is usually utilised in the execution of urgent petty repairs which are unsuitable for ordering on
TC.
SERVICE CENTRE (COMPLAINT CELL)
(a) MES service centre receives and registers complaints of maint. services .MES service centre
(complaint cell) are responsible for married quarters of officers and JCOs and single officers
quarters.
(b) Organize urgent services wherever necessary .
(c) Give such information as is normally received by the residents (users)of MES accn. in the
station .
(d) The person on duty at the MES service centre (complaint cell) will be provided with
telephone and will be manned by selected persons who are polite and well motivated to
enable to motivate urgent maint team/personnel i.e. E/M, B/R, B/S during working hours.
(e) The service centre will hold stock of emergency repairs materials , tubes & bulbs . Fused
bulbs from domestic accn only will be exchanged with MES mark at the services centre on
exchange basis.
(f) The service centre should function as a single window system. Where user should be able
to report all his complaints at one place weather these are B/R, E/M internal or external .It is
the duty of the service centre to pass the complaints to maint staff of the concerned
subdivision.
(g) The JE in charge of the area should ensure a 100% check of pasting back of the complaint
slip with the counterfoil. Any missing complaint will be investigated and suitable action
taken. AGE will inspect the maint slip book at least once in a week for similar purpose. GE
should do so a month ,basically to see the time of response and complaints that are not
unattended.
(h) The spares /stores used in maint tasks should be of standard quality and BIS marked as far
as possible.
(j) Adequate publicity should be given on indicating the location of the service centre
(complaint cell), its telephone number, hours of working, areas covered and whom to
contact in case of persistent complaint. Tendency of users approaching higher MES
437
Officers without even booking their complaints in the service centre should not be
encouraged.
All complaints received will be recorded indicating the following:-
(i) Name of complaint.
(ii) Nature of complaint.
(iii) Location where service is required.
(iv) Date & Time of receipt of complaint.
(v) Date and time service rendered.
(k) Standard printed maintenance slip is to be used with a counterfoil from which it can be
separated by tearing out at the perforation. The list of stores issued should be endorsed on
the reverse of the slip. After the particulars are filled up by the duty clerk/attendant and
signs it with time indicated thereon, the tradesmen take the maintenance slip to the user and
get the signature of user in token of having completed the job satisfactorily. Thereafter the
slip is pasted back to the counterfoil by the complaint cell i/c.
(l) The institution of MES Service Centre (Complaint Cell) does not in anyway alter the
precedence for getting normal repairs carried out through demand registers.
Maintenance By Units
43. Unit commanders may, with the approval of CsWE be allowed to carry out white washing and
tarring of walls in unit lines under their own arrangements, colour washing within colour limits as
approved by the MES may also be similarly allowed .GE’s are empowered to issue materials to unit
commanders for this purpose, on the understanding that work is carried out by the soldiers
themselves. The cost of such materials will be adjusted against the maintenance estimates
concerned. Employment of contractors by units for this purpose is not permitted. The work will be
approved at the time of quarterly inspections by a rep of MES.
(MES Regs para-231)
Maintenance Grant
44. Refer Precis No 1564.
Maintenance of Heritage Buildings.
44A. The maintenance and repairs of heritage buildings can not be given to INTACH for paucity of
funds. It is essential to ensure that while carrying out repairs/maint of these buildings, their old
character and old specification are retained .(Auth. QMG Br. letter no.35357/91/Q3w(Policy –I)dt
23 Sep 96 circulated by E-in-C’s Br .letter No.89311/Pol/E2(WPC) dt 15 Mar96.
Relations With Staff
45. The Commander-in-Chief Gen M Rajendra Sinhaji has given certain views & direction regarding
handling of MES and assistance to be rendered to them by the staff vide letter No 48116/Q3W(iii)
dt 03 Mar 53. Appendix ‘E’.
QMG letter No B/32844/Q3W (Policy) dt 26 Oct 87 addressed to all Commands also refers –
Appendix ‘F’.
Technical Instructions
46. Refer to the following technical instructions issued by the E-in-C:
T.I. 20/87 – MES Service Centre.
T.I. 1/88 Maintenance policy in MES by DEL.
438
Conclusion
47. Maintenance is a very important responsibility of works services. Unless it is done properly,
maintenance grant will not be judiciously utilised and users will be sore with the engineers. Greater
skill and thought are needed for planning maintenance works than for planning new constructions.
Every effort should be made to efficiently organise permanent DEL in the form of gangs and get
maximum output from them by incentives and motivation. Annual maintenance programme should
be carefully drawn considering the priorities
439
Appendix ‘A’
Precis No.1590
(Refer para 1)
QMG Br.letter No.B/32844/Q3w(Policy) dt 01 Jan 86.addressed to All Commd HQ.
MAINTENANCE AND UPKEEP OF GOVERNMENT BUILDINGS
1. It is well known fact that existing accommodation, both married and OTM, is quite inadequate.
Notwithstanding our constant efforts to upgrade the allocation for capital works, only limited funds
will be available for construction of new accommodation and furniture in the foreseeable future.
Therefore, there is an imperative need to prepare and maintain the existing assets.
2. It has been observed that inspite of various instructions, issued from time to time, planning and
execution of maintenance in most stations is far from satisfactory. It must be understood and
impressed on all ranks that maintenance and care of our assets is not entirely the responsibility of
the MES but the users also have to develop a purposeful sensitivity to this.
3. To get maximum benefit from the meager funds available for maintenance, it is imperative that
considerable thought is given to the planning and execution of maintenance programmes.
Maintenance planning involves the users, station staff and the MES. A deliberate and coordinated
effort on the part of all the three agencies in every station is essential to draw up a meaningful
maintenance programme annually and to ensure its subsequent execution.
4. The procedure for drawing up maintenance programme at present is not systematic and therefore,
not effective. Unit Commanders do not intimately associate themselves with maintenance planning
but generally leave it to the quartermaster. For various reasons, ad-hoc priorities are given to
certain maintenance works though they do not figure in the programme thereby upsetting the
scheduled programme. At other times large expenditure is incurred on renovating offices and
residences of senior officers without providing for the same in the maintenance programme. Such
arbitrary actions and deviations tend to result in degradation of services and structures.
5. The following steps are recommended to ensure proper maintenance planning and correct
utilisation of resources:-
(a) The annual maintenance programme will be prepared jointly by the GE or AGE and the
users keeping in view the requests of users and availability of funds in each station.
Preferably, a Board of Officers should be convened for the purpose. A conference should
then be held by the Station Commander with the GE or AGE, the unit Commanders and
their QMs to discuss and finalise maintenance programme for the station as a whole on the
form attached. Priorities will be allocated based on consideration given in the subsequent
sub paras.
(b) Priority-1. Works required for ensuring structural soundness, enhanced life and utility of
Government assets as well as safety of these assets against damage due to natural or
unnatural causes.
(c) Priority-2. Maintenance and repairs necessitated for ensuring a high standard of hygiene,
sanitation as also providing hazard-free and secure occupancy to users.
440
(d) Priority-3. Periodical services.
(e) Priority-4. Items which might have been left from the previous years maintenance
programmes.
(f) Priority-5. Other general repairs and maintenance.
6. Similar action will be taken for the formulation of maintenance and repair programme in respect of
furniture.
7. In preparing maintenance programme and allotting priorities in a station, adequate attention will be
paid to the genuine and equitable needs of all units.
8. The programme should clearly lay down the priorities of work, the allotment of funds, the time by
which the buildings or furniture will be handed over to the MES, and the time of commencement
and completion of works. It would be apt to earmark some funds and MES efforts as reserve to
cater for any unforeseen requirements.
9. The maintenance programme for the entire station, unit wise for the ensuring year, will be drawn up
and published in station orders by end of January. Based on this MES will prepare a work
programme specifying for each work, the agency, resources, including time allotted. Maintenance
programme once issued will be adhered to unless there are compelling reasons for change.
10. Inspecting officer should also check the maintenance programme, their execution and record their
findings in their reports or tour notes.
11. As regards the role of the users, the following points need emphasis:-
(a) The users are generally not fully aware of the capabilities, limitations and constraints of the
MES. Quite often users tend to make calls beyond the resources of MES and thereafter
decry the MES when these are not met. In an environment where mutual confidence
between the users and the station authorities on one hand and the MES on the other is
lacking, neither can the MES personnel give of their best nor those among them who are
negligent, rude or insolent brought to book simply because there are glaring shortcomings
on the part of users also.
(b) It is perhaps not known to a large number of users that maintenance works bills are not
passed by the auditors unless these are accompanied by the users certificates with regard to
the completion of the work.
(c) Most users are neither conscious of their own responsibilities towards maintenance and up
keep of Government assets nor have any qualms about misusing/neglecting government
property. To bring about awareness in this regard, E-in-C’s works pamphlet No 14 Hints on
Care and upkeep Domestic Accommodation was issued vide E-in-C’s branch letter No
33344/Dom Accn/E2-A dated 17/9/73. The following are some typical examples of
disregard towards upkeep of Government assets by the users:-
(i) Undue damage to sanitary fittings of wash hand basins and WCs due to rough use or
mishandling.
(ii) Theft of stop cocks, man hole covers, float valves even from within unit premises.
This besides reflecting on lack of security consciousness in the unit, results in wastage of
water, careless accumulation of water on roofs causing seepage in walls and dampness.
(iii) Forcing garbage down the kitchen and toilet drains or the sewage system resulting in
choking of the same.
441
(iv) Indiscriminate driving of nails in walls thus spoiling the plaster and colour wash.
(v) Chopping wood or hammering things directly on floors thereby breaking the same.
(vi) Non cleaning of roofs or terraces before start of rainy season or during the rainy
season to keep water spouts and drain down pipes clear of refuse and dirt.
(vii) Unauthorised electric connection thus causing extensive damage to wires, switches
and plugs and very often, resulting in fires.
(viii) Misuse of furniture for purposes other than what it is meant.
12. There are, however, some stations where maintenance and upkeep of our assets is very well planned
and executed. Naturally the users satisfaction level in these stations is high. This has been made
possible by a coordinated and concerted effort by Commanders, Staff Officers and Engineers not
only with the systematization of the repair and maintenance process, but also by educating the users
and devoting more attention to this aspect.
13. You are, therefore, requested to issue suitable instructions, highlighting the need for drawing up a
workable annual maintenance schedule and to ensure it through implementation down to unit
levels. A concerted effort in this manner would automatically reflect in improved standards of
maintenance of our assets in all cantonments and military stations within the confines of available
resources.
14. This supersedes our letter No B/32844/Q3W(Policy) dt 22 Jan 76.
442
Appendix ‘A’
(Refer to para 5 of Army HQ letter No
B/32844/Q3W(Policy) dt 1 Jan 86)
PROPOSED MAINTENANCE PROGRAMME FOR THE YEAR
Ser No Unit Loc/Bldg Description Priority Capital Maint Repair Date of Date of Remarks
Of work of work cost of Grant cost comme- completion
Assets Auth ncement
(a) (b) (c) (d) (e) (f) (g) (h) (j) (k) (l)
B/R XXX XXX XXX XXX XXX
E/M XXX XXX XXX XXX XXX
Same
as B/R
Furniture XXX XXX XXX XXX XXX
Same as B/R
NOTES:
1. In the final revised maintenance programme GE should indicate the following under B/R, E/M and furniture.
(a) Funds demanded.
(b) Funds received
(c) Funds allocated
(d) Balance
2. Against E/M maintenance programme the specific building Nos where rewiring is planned should always be indicated rather than indicating an
area.
3. Approximate number of charpoys for restringing and chairs for recaning should be indicated and not left vague.
4. Number of charpoys/chairs/any item of furniture to be purchased as renewals should be specific.
443
Appendix ‘B’
Precis No.1590
(Refer para 21)
Issued under E-in-C Letter No 80168/POL/E2WPC dt 06 April 84.
TABLE
Normal Periodical Services
Internal and External Lime Washing (white or tinted)
Half Yearly - Pantries, cook houses and other buildings or rooms where food is dealt with,
bakeries, grain stores, foul linen stores, mortuaries, latrines and urinals.
Yearly - All other buildings except store houses in general but including Medical and QM
Stores of hospitals.
Every two years - Store houses excluding Medical and QM Stores of hospitals.
Distempering (including whitening of ceilings)
Yearly - One coat of oil bound distemper for hospital wards,operation theatres, Specialist
consulting rooms, MI waiting rooms, Admn officers rooms in hospitals, Labour
rooms, Dental Surgery and X-Ray rooms.
Every two years - One coat of size distemper for Offices, Schools etc or two
coats of distemper where one coat is authorised every year.
Every four years - Two coats of distemper where one coat is authorised every
two years.
Tarring and treating with wood preservative
Yearly - Dados of stables (to be tarred)
Every four years - Huts, fencing and other external work (to be tarred or treated
with wood preservative as the case may be).
Yearly - One coat on all wood work, iron work, etc not otherwise
treated for following in the hospitals:-
Wards, Operation theatres, Specialist consulting rooms, MI waiting rooms,
Admn Officers rooms, Labour rooms, Dental Surgery, X-Ray room, Pantry,
Sanitary, foul linen stores, cook houses, and other bldgs/rooms where food
is served.
Every two years - One coat on all wood work, iron work etc not other wise treated for following in
the hospitals:-
Admn Bldgs except Admn Officers rooms, bath rooms, dispensary,
laboratory, mortuary, Medical and QM Stores.
Every three years - Two coats on all wood work, iron work etc, not otherwise treated for all
buildings/portions except those mentioned above.
445
Internal painting and oiling
Every two years - One coat on all wood work, iron work, wall surfaces, ceiling etc not otherwise
treated for following in hospitals:-
Wards, Operation theatres, Specialist consulting rooms, MI waiting rooms,
Admn offrs rooms, Labour rooms, Dental Surgery and X-Ray rooms.
Every two years - One coat on all wood work, iron work etc not otherwise treated for following.
Pantries, Sanitary foul linen stores, cook houses and other buildings rooms
where food is dealt with.
Every three years - One coat on all wood work, iron work etc not otherwise treated for following in
hospitals:-
Admn Buildings except Admn Officers rooms, bath rooms, dispensary,
Laboratory, Mortuary, Medical and QM Stores.
Every four years - One coat on all wood work, iron work etc not otherwise treated for all
buildings/portions except those mentioned above.
Sweeping of chimney
Monthly - Unit cook houses.
VARIATIONS
Variations of the intervals laid down above may be made as follows:-
(a) Hospitals wards may be distempered half yearly if requisitioned by the OC hospital.
(b) Rooms in hospitals in which infectious diseases have occurred may (after disinfection by the
Medical authorities) be redistempered, repainted etc on the certificates of a medical officer
that the work is necessary.
(c) Internal painting of schools may be executed every three years.
(d) Lime wash in mortuary may be done earlier on the certificate of a medical officer that the
work is necessary.
(e) The external wood work and iron work of new buildings except those to be treated yearly
should be repainted within two years of the completion and thereafter at the normal
intervals. The dadoes of stables should be treated twice in the first year after erection and
thereafter at the normal yearly interval.
(f) Steel palisading etc in exposed situations and steel shutters etc of works of defence may be
treated to prevent rusting when considered necessary by the CWE.
(g) The following may, at the discretion of GE, be carried out but in officers quarters at every
change of occupancy provided not less than one year has passed since the service in question
was last carried out:-
(i) Internal painting to the extent of one fourth the normal periodical expenditure on
internal painting.
(ii) External painting to the extent of one third the normal periodical expenditure on
external painting.
446
(ii) One coat of distemper.
(h) In the case of Factories/ Installations falling under the Factories Act, the intervals of
periodical service may be reduced to conform to the requirements of the Act or Rules
framed there under.
(i) Proposed periodicity may be suitable altered by the CWE if there is a reduction in the
allotment of maintenance of funds so as to avoid diversion of funds authorised for other
buildings.
2. The execution of periodical services in a building should whenever possible, be synchronised so
that all such services in the buildings may be carried out at the same time. It may, therefore, be
expedient to advance or postpone the time when certain portions of the work would normally fall
due.
Sd/-
(Smt Shailaja Chandra)
Director (AG)
Case No 80168/E2(WPC)/1191/D(W-II)
Min of Def(Fin/W) u.o. No 482 I of 1984)
PUBLISH
Sd/-
(KK Rudra)
447
Appendix ‘C’
Precis No.1590
(Refer para 25)
PROCEDURE FOR PREPARATION OF REQUISITIONS
Procedure for preparing requisitions, ordering on T.C measuring and finalising, would be as under:-
(a) Items of work repairs are entered on IAFW-1833 (in duplicate in ink).
(b) Items are detailed on IAFW-2158 (in triplicate). Cost is entered in pencil on the duplicate
copy only.
(c) Approximate cost arrived at is entered against each item on IAFW-1833 and the total of all
items recorded.
(d) CEA sanctions and allots funds, AAO verifies and Engineer-in-Charge enters in
construction accounts.
(e) Triplicate of IAFW-2158 with order slip IAFW-1823-A is sent by Engineer-in-Charge to
contractor for execution of work.
(f) Completed work is measured on IAFW-2158 (original) checked and revised (where
necessary) by Engineer-in-Charge in presence of contractor who may revise and complete
his copy for his own use and future reference.
(g) Revised and completed IAFW-2158 (Original) is attached to original IAFW-1833 and
ultimately to original IAFW-2262 (Final Bills).
(h) Duplicate IAFW-2158 is revised and completed accordingly and attached to Duplicate
IAFW-1833 and ultimately to duplicate IAFW-2262.
(i) Original and Duplicate IAFW-2262 are sent to GE. AAO makes necessary corrections in
duplicate, work carried which will be a correct replica of the original and returned it to
Engineer-in-Charge for record for 5 years.
(j) Work carried out by DEL will be detailed on last page of IAFW-1833.
(k) Necessary entries would be made in Register of Requisitions (IAFW-1787).
Auth: (Amended Para 237, E-in-C’s Standing Orders)
448
Appendix ‘D’
Precis No.1590
(Refer para 33)
NOTES ON PLANNING OF REPAIRS
1. Planning of repairs is an important function of the executive in MES. The executive control is
vested in CsWE, GEs, SDOs and their subordinates.
2. The aim of planning repair is two fold:-
(a) to maintain defence assets at a high level of efficiency,
(b) to ensure that the allotments placed at the disposal of engineers are fully utilised to the best
interest of the state.
3. An essential pre requisite for achieving this aim is to evolve a regulated month wise programme
which should:-
(a) Impose an even load on the executive staff and contractors;
(b) Take full advantage of the construction season;
(c) Cater for other commitments.
4. As allotments are not known at that time, planning is based on the allotments of the previous
financial year. The programme so framed, can then be varied (curtailed/expanded) to suit the actual
allotments of funds.
5. A financial year is divided into four quarters:-
(a) April to June (First)
(b) July to September (Second)
(c) October to December (Third)
(d) January to March (Fourth)
6. For planning purposes it is best to work on the basis of a calendar year. Thus planning for a
financial year is started in the fourth quarter of the previous financial year as by then the final
allotments of the year are firmly known.
7. Planning is carried out in the following steps:-
(a) Assessment of the repair tasks which are required to be carried out from engineer/user angle.
(b) Calculating the net available funds for carrying out the tasks at (a).
(c) Co-relation of (a) with (b) and decision taken on the tasks which can be carried out from
available funds and the agencies of execution.
(d) Based on (c), the following are finialised :--
(i) Programme for requisitions to be prepared;
(ii) Programme of placing W.Os on TC;
(iii) Programme of provisioning of stores;
(iv) Programme for letting out contracts.
(v)
449
Assessment of Tasks
8. A list of repairs is compiled from previous programmes (left-overs), quarterly inspection, unit
demand registers or fresh inspection, where necessary. Any works considered necessary from an
engineering angle are also included. The tasks listed are then categorised on a priority system as
under:-
(a) Works required for safety/stability of a structure/service.
(b) Periodical services.
(c) Works which will enhance the life and utility of the structure/service.
(d) Improvements necessary from engineering considerations.
9. In preparing these lists, adequate attention must be paid to needs of all units and care taken to avoid
any preferential treatment.
10. Station/Sub Area Commander should be consulted before this programme is finalised so that user
angle is fully appreciated.
NOTE: Decision regarding which accommodation is required to be included in the programme lies
with the staff while decision regarding suitability and manner of carrying out repairs lies with
engineers.
11. This list should be finalised by 15 Jan of year e.g. by 15 Jan 2003 when planning for financial year
2003-04.
12. Out of the anticipated allotment, following charges are deducted:-
(a) Cost of periodical services.
(b) Cost of permanent DEL works (salaries and cost of stores) and
casual seasonal gangs (assessed).
(c) Fixed annual charges e.g. contribution payable to Cantonment/Civil authorities on account
of services rendered, funds payable to units for carrying out works on a self help basis.
(d) Anticipated debits which are carry over from the previous financial year.
This gives the net amount available for carrying out repair tasks in the year through Term contracts
or other measurement contracts for ordinary repairs.
Preparation of Requisition
13. The most suitable period is the ‘slack season’ due to monsoons i.e., from June to September of the
year. This period can also be utilised for clearing bills and finalisation of contracts.
14. Sufficient requisitions should be kept ready so that orders can be placed on the contractor
immediately before the construction season.
450
15. Better coordinated planning would aim at preparation of a certain additional number of requisitions
which can be straightway ordered on the contractor in the fourth quarter, as chargeable to the next
financial year.
Placing Orders on Term Contract
16. The most suitable construction season extends from January to May and October to December.
Period from January to March is characterised by an intense activity on processing/clearing of bills,
while the load of minor works, special repairs, periodical services is generally concentrated in the
period October to December. In the slack season, work is mostly confined to internal work e.g.
renewal of plaster/floors and joinery.
17. Separate measurement contracts are finalised for periodical services.
18. The programme of placing WOs on the term contractor is so framed that the total load including
that of minor works is evenly distributed throughout the year. Works pertaining to a certain
financial year must be completed by the third quarter (31 Dec ) so that the remaining can be utilised
for clearing bills and incurring liabilities for the next financial year.
Stores
19. As soon as the list of tasks is finalised, a list of stores of Schedule B, Govt Supply required by
maintenance gang troops is compiled.
20. Action is then taken to place indents for controlled stores and arrange for purchase of items of bazar
supply/local building materials
21. A check be kept on the realisation of provisioning programme or else the planning is likely to fail.
This is of special importance for special repairs and other separate contracts for repairs.
Letting out Contracts
22. Building Term contracts should be let out in April/May so that the contractor is in position by
May/June. Contracts for periodical services should be finalised by Jul/Aug so that the contractor
can make preliminary arrangements and start work after monsoons.
23. All other contracts must be finalised at least a month before the work is scheduled to start.
DEL
24. Careful planning is necessary to ensure full employment of DEL. While the labour must be kept
occupied all the time, monsoon period is of great activity. Leaking roofs, cleaning of drains, faults
in electrical circuits, all have to be attended to expeditiously. Casual seasonal gangs may be
necessary for these repairs.
25. In anticipated load due to urgent repairs does not materialise in a certain month. DEL should be
utilised for carrying out urgency periodical services and or minor works.
451
Physical and Financial Progress
26. From the foregoing it would be seen that is not possible to incur equal expenditure in all the
quarters. Following figures represent a more realistic target.
Quarter Liability Physical Expenditure
Incurred Progress
Fourth of current year 25% 20% -
First of ensuing year 30% 30% 20%
Second of ensuing year 30% 15% 20%
Third of ensuing year 15% 25% 25%
Fourth of ensuing year - 10% 35%
27. This clearly brings out the following:-
(a) Incurring of liabilities ceases in the third quarter for the current financial year.
(b) Physically the tasks are completed by the end of January of the current year for current
year’s expenditure.
(c) Physical progress lags behind liability and expenditure lags behind physical progress.
28. The above notes are given for guidance. Actual planning may be made to suit the conditions
obtained.
452
Appendix ‘E’
Precis No.1590
(Refer para 45)
48116/Q3Wiii
Army Headquarters
C-in-C’s Secretarial
DHQ PO, New Delhi-11
03 Mar 53
To
Headquarters
Sourthern Command (15)
Eastern Command (15)
Western Command (15)
Subject : RELATION OF STAFF WITH MES
1. From certain recommendations forwarded by lower formations it would appear that some
Commanders are NOT aware of the extent of their responsibilities vis-à-vis the MES.
2. The MES is responsible for carrying out works NOT only for the Army, but also for the Navy,
Airforce and Ordnance Factories. It is nevertheless a Military Service and as such Commanders are
responsible for its local administration and general efficiency. The fact that many of its personnel
are civilians does NOT in any way lessen this responsibility.
3. The load on the MES is extremely heavy and is increasing every year, NOT only in respect of the
number and magnitude of projects but also in regard to difficulties of execution and administration.
Workers are being granted greater rights and privileges, contractors have greater tendency for
complaints and arbitration, audit authorities under pressure from the Public Accounts Committee
and others, have become increasingly exacting, and controls, legislation, and the general
complexity of procedures all make it increasingly difficult for Garrison Engineers and their
Assistants to get work done. Unless, therefore, Commanders at different levels interest themselves
in problems confronting the MES and render whatever help they and their staffs are in a position to
render, the programmes of works for the Army, Navy, Air Force and Ordnance Factories will
suffer.
4. Examples of the kind of assistance which can be rendered are:-
(a) By NOT calling for recce plans, and estimates for projects NOT likely to be sanctioned in
the near future.
(b) By NOT detailing Military Officers of the MES for duties NOT directly connected with the
Service.
(c) By promptly dealing with Courts of Inquiry, Loss Statements and the like.
(d) By ensuring that demands for maintenance and repairs from units are not unreasonable.
(e) By ensuring that work on ‘no cost basis’ for deviations in projects already administratively
approved are NOT irregularly demanded.
(f) By NOT calling for unnecessary returns or information and by lessening correspondence as
far as possible so that Garrison Engineer and their Assistants may be free to visit works
frequently.
453
(g) By NOT detailing officers unnecessarily to accompany them during inspections or be
present at conferences.
(h) By rendering assistance in the local administration of the Service.
(i) By ensuring that there is NO delay in handing over barracks and building sites to
contractors.
(j) By ensuring that buildings are taken over as soon as their construction and/or repairs are
completed.
(k) By assisting the MES in their dealings with local Governments and Municipalities.
(l) By ensuring that relations between the ‘Q’ and the MES are correct.
(m) By taking a general interest in the work done by the service as a whole, and bringing to the
notice of higher Commanders those who are doing specially good work.
5. It is important that Commanders should NOT increase the work of the MES by interfering
unnecessarily in technical details or by proposing short cuts in the present works procedure which
has been evolved after years of experience and can NOT be changed without the approval of
Government.
6. There is one further aspect in which the morale of the Service as a whole should be maintained.
Vague and general accusations of corruption are harmful and achieve NO useful purpose. Where
Commanders are NOT satisfied with the integrity of an officer they have a clear duty to make this
known in the right quarter. On the other hand those who are doing their best should have reason to
feel that they belong to a Service with high traditions.
7. To enable MES to function smoothly in discharging their responsibilities to the service and the
Ordnance Factories I wish Commanders at all levels to give the MES every assistance on the above
lines.
Sd/-
GENERAL
COMMANDER IN CHIEF
Copy to:-
HQ Bombay Area
454
Appendix ‘F’
Precis No.1590
(Refer para 45)
Telephone: COPY
Quarter Master General
Army Headquarters
DHQ PO New Delhi-11
B/32844/Q3W (Policy) 26 Oct 87
Headquarters,
Southern Command
Eastern Command
Western Command
Central Command
Northern Command
MILITARY ENGINEER SERVICE
1. With a view to accelerating the making up of deficient OTM and married accommodation in the
Army the Government has, in the last two years, permitted us a ceiling of sanction of new works of
Rs. 300 crores per year. This is double the amount sanctioned in the previous years. Since the
prime agency to execute this ambitious works programme is the MES it is necessary that the right
understanding of the functioning of the MES be created at all levels of Command. The purpose of
this note is to highlight essential aspects of the working and constraints of the MES and to suggest
measures which can be taken by commanders to optimise the working of the service.
2. The Military Engineer Services (MES) is the single largest construction agency in the country and
provides works services to all branches of the Defence Services including the Army, Navy, Air
Force, DRDO, Ordnance Factories and the DGI.
3. Though the MES is staffed by a large percentage of civilians, it basically remains a Military
Engineering Service, as its name implies. As such, Commanders and Staff at all levels are
responsible for its local administration, discipline, morale and welfare and for ensuring genuine
assistance and guidance, whenever feasible.
4. The MES is an organisation with well defined rules and procedures, inbuilt mechanisms to adapt to
changing environs and situations and has a mix of both militarised cadre and civilians. It also has
its won inherent problems of budgetary and financial constraints; ever increasing work load and its
infrastructure not keeping pace; civilian employees having union rights; greater tendency by
contractors for complaints and arbitrations; stringent audit and public accounts committees checks;
stricter monitoring at all levels and above all shortages of manpower due to ban on creation of posts
and recruitment as also the perpetual fluctuating availability of Government controlled resources
like budget, cement, steel and so on. Despite this the MES has by and large been able to deliver
the goods.
5. Like any other organisation it also has its own failings resulting some times in delays in planning
and execution, poor quality of work, slippages in PDC’s, inadequate maintenance and lack of user
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satisfaction. These however cannot be generalised and any tendency to denigrate the MES as a
service as also to make vague and general accusations of corruption will undermine the morale of
the MES and be therefore counterproductive to service interest. These arise due to incorrect
perceptions, lose talk, exaggerated criticism, inadequate appreciation of constraints and lack of
knowledge of responsibilities of Commanders and Staff vis a vis the MES.
6. The common objective is to optimise service by the MES within the constraints of budget and
rules/procedures. This can be assisted by providing the MES an atmosphere of mutual trust and
understanding, healthy respect and moral and physical backing where necessary. Commanders and
staff at all levels must themselves be acquainted with the rules and procedures, problems and
constraints of the MES, its welfare and morale. The MES is a part of the service Command and
will be dealt with as such both officially and socially.
7. Over the years, various policy letters have been issued covering aspects of users participation, the
relation of staff with MES, MES and the Services and so on. This letter recounts the salient points
covered in previous letters and highlights new areas in which commanders and staff can make a
positive contribution in improving the service by MES as also improve its morale. A list of DO’s
and DONT’s is attached at Appendix ‘A’.
8. Please ensure circulation of this letter down to Station Headquarters level.
Sd/-
(Gulbir Masingh)
Lt Gen
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Appendix ‘F’ Contd.
App ‘A’ to QMG’s letter No.
B/32844/Q3W(Policy)
Dt 26 Oct 87
DO’s AND DONT’s
Dos
1. Be conversant with Defence Works Procedure (DWP-86) and ensure that all action required by
Commanders and Staff are timely and correct.
2. Train Commanders and Staff down to Station Headquarters level in MES works procedure
including need to appreciate MES constraints of rules/procedures, budgetary/Financial
requirements and other problem areas like non availability of resources, man power and so on.
3. Visit MES formations/units to understand their organisation, functioning, its strength and
weaknesses, planning process, effect of changes on time and cost overruns and so on.
4. Treat MES formations/units as part of your command and provide administrative support wherever
possible and authorised by way of transport for school going children, welfare measures,
participation in station activities, admission in Army Schools/Kendriya Vidyalayas.
5. Provide medical treatment and MH facilities to MES civilians under existing rules wherever CGHS
cover is not available.
6. Provide MES IB accommodation to MES officers on duty attending siting boards, arbitration cases,
board of officers, inspection of works to avoid delays.
7. Provide OTM and married accommodation to the MES formation/units and civilian employees as
under:-
(a) OTM on permanent basis wherever KLP stands approved.
(b) OTM on temporary basis wherever KLP is not approved.
(c) Priority accommodation for key personnel.
(d) Married accommodation from Defence pool or hired to the extent possible.
(e) Earmark accommodation wherever possible for key appointments like CE Zone, CsWE, GE
(Maint) and AGEs (E&M) to facilitate intimate supervision of works.
(f) Provide Construction Staff accommodation as per DWP-86.
8. Evolve judicious and workable maintenance programme and implement the same as per this HQ
letter No B/32844/Q3W (Policy) dated 01 Jan 86.
9. Utilise funds allocated for minor works, special repairs and non budgeted works judiciously based
on long term priorities in the station to provide basic facilities and amenities.
10. Ensure timely and correct completion of siting boards including part I and II accommodation
statement, terms of references, special items and priorities/phasing.
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11. Timely sanction of all works to provide the MES adequate time for planning, contracting and
execution of works.
12. Ensure timely handing over of sites and barracks to avoid contractual complications.
13. Ensure periodic interaction and visits by users to construction sites to resolve minor hold ups,
changes and timely corrective actions to avoid delays in projects.
14. Ensure timely completion of Courts of Inquiries involving losses due to all reasons and finalisation
of the same.
15. Ensure yearly joint inspection of all assets including furniture to decide on maintenance priorities.
Know misuse and take corrective actions and decide on priorities for minor works, special repairs
etc.
16. Follow correct channels of Command as under for advice on MES Works:-
(a) Station Commander, GE (Maint)
(b) Sub Area Commander/ equivalent – GE (Maint)
(c) Area Commander/ equivalent – CWE
(d) Army Cdr/Corps Cdr – CE Zone and CE Command
17. Notwithstanding the above, Sub Area and Area Cdrs may consult CsWE and CEs Zone
respectively on important matters preferably through periodic meetings.
18. Ensure prompt taking over of assets on completion of projects/ repairs.
19. Provide assistance to MES in dealing with municipal and State authorities for water supply, electric
supply, sewage disposal and other services.
20. Appreciate good work and recommend MES personnel for awards when considered fit. Conversely
where failures are noticed, action must be taken promptly to bring to book those responsible.
Don’ts
21. Do not call MES executives for every VIP visit and conference unless wks matters are under
discussion. Give them adequate time for their main role of planning, supervising and coordinating
all works.
22. Do not details MES officers for duties not directly connected with their service.
23. Do not call for recce plans, AEs and boards for works not included in the approved works
programme.
24. Do not call for in fructuous reports/returns or information.
25. Do not make unauthorised demands or work on ‘no cost basis’ as by doing so you are making MES
executive loose their moral authority over their own organisation.
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26. Do not make any changes during execution stage of the project as this involves cost overruns and
delays besides contractual complications. Interaction during planning stage will obviate changes
later.
27. Do not harass MES staff with investigations of anonymous and pseudonymous complaints unless
there are verifiable facts quoted in the complaint which could be verified.
28. Do not interfere in technical matters or resort to ordering C of Is or boards of officers pertaining to
specifications, quality of work etc. This responsibility is that of Engineers basically and of the
Technical Examiners. In case necessary the same be brought to his notice for further investigation
and report.
29. Do not order any changes in projects to contractors on the site as that prerogative is that of MES
executive. Changes when necessary, in exceptional cases be projected in writing to MES who will
examine the financial and tech feasibility.
30. Do not deal with contractors directly or order them to carry out any items of work on ‘no cost basis’
as this results in arbitration case at a later date.
31. Do not judge MES by preconceived ideas and lack of understanding but by analysis of hard facts,
its achievements and failures and its constraints.
32. Do not indulge in loose talk, vague and general accusations of corruption and uncalled for criticism.
Constructive criticism and swift and severe disciplinary/administrative action in case of corruption
will yield better results.
33. Do not treat CWE/GE as staff officers of any Headquarters. They have their own units and
formations to command and administer with heavy administrative, financial and supervisory
functions and responsibilities.
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Precis No. 1591
Management Department
SPECIAL REPAIRS
Introduction
1. After the second ‘Word War’ it was found necessary to carry out extensive repairs to war time
buildings which had outlived their useful span of life (3-5 years), but could not be replaced by
permanent buildings due to stringency of funds. Since the cost of such repairs did not bear a
reasonable proportion to the capital cost, the peace time procedure of treating all repairs over Rs.
20,000/- as major renewals was found lengthy and a new procedure of carrying out ‘Abnormal’
repairs was evolved, by which no separate administrative approval for each work was necessary.
Since 25/11/54, the previous system has been reinstated. Such repairs, costing over Rs. 20,000/-
(now amended to Rs.50,000/-) are termed as ‘Special Repairs’.
2. This precis deals with the initiation, sanctioning and execution of special repairs.
Initiation
3. Proposals for special repairs are initiated by the units/Engineers and scrutinized by a board of
officers as under:-
(a) Area representative not below the rank of Lt Col.
(b) CWE of HQ Area concerned (or GE in case of projects upto 5 lakhs).
(c) Station Commander concerned.
(d) User unit Commander.
4. The board inspects the buildings, checks the answers to questionnaire (appendix ‘A’) completed by
the user/local engineers and examines the proposal from all angles. In examining the proposals,
following additional points are important:-
(a) Repairs are carried out only to those buildings which after repairs will become habitable for
at least 2/3 years and would remain occupied for that period.
(b) No proposals relating to vacant/surplus buildings are initiated.
(c) No money is spent on special repairs to structures, which are beyond economic repairs.
(d) No special repairs need be initiated for buildings handed over to State Government or
buildings occupies by refugees / unauthorised personnel, irrespective of whether they are
earmarked for future military use or not.
(e) In a set of unit line only the required buildings are repaired. ‘Not required, Not repaired’.
Proposal is initiated for all such buildings and no splitting is permitted to charge a part of
work to normal repair grant.
(f) Additions/alterations constituting major/minor works are not included. “In case where
special repairs and additions and alterations to a building or buildings become necessary at
the same time, the work will be sanctioned as one project and treated as an original work for
all purposes.”
(g) Superior specifications are allowed from engineering and not administrative considerations.
(h) Proposed specifications are sound and economical.
(i) All necessary repairs to the assets are included in the proposals.
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Processing and Sanctioning
5. Procedure for sanctioning of special repairs is as per para 148 (b) of MES regulations, as far as
buildings are concerned and paras 757 and 759, so far as E/M Installations are concerned.
6. Approximate estimates/ Engineer appreciation’s are prepared for permanent buildings and
submitted to Army or equivalent HQ through staff/Engineer channel along with Appendix ‘A’. for
temporary buildings, only rough cost supported by answers to Questionnaire is submitted.
(Army HQ No B/01247/Q3W (Policy) dated 16 Dec 69)
7. Each work is technically sanctioned by CEA before execution.
Execution
8. General method of execution has been dealt with in subsequent precis. Only points of special
importance for special repairs are given in paras 9 to 12.
Programme
9. A definite programme regarding release/re-occupation of assets is agreed to with the user. This
should be strictly adhered to.
10. Provisions in the Contract
The following points should be remembered while concluding contracts:-
(a) Disposal of demolished stores
As a rule all stores, which can be used by MES is near future, are taken over by MES while
others are taken away by the contractor by affording credit, (settled at the time of tendering).
The method of disposal should be clearly specified in the contract.
(b) Rebuilding/ repairing
Certain repairs become necessary when the roof is stripped off e.g. rebuilding of pillars, bed
plates. Scope of such repairs should be clearly specified.
(c) Limitations regarding availability of buildings/services are clearly specified. The phased
programme is included in the contract.
(d) Limitations regarding restricted hours of working in certain installations are clearly
specified.
11. Stores of Govt Supply
Suitability of stores is checked with reference to actual dimensions/ conditions obtained at the time
of construction.
12. Handing over Buildings
At the time handing over, all fittings and fixtures are properly accounted for and a receipt obtained.
Furniture is removed and a vacant possession given to the contractor.
13. Special Repairs of Roads
In case certain portion of the road are very bad and need extensive repairs which cannot be carried
out from normal maintenance grant based on authorised scales of maintenance, these repairs can be
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sanctioned as special repairs. If the repairs can be met from normal grant, there is no need to
initiate proposal for special repairs even if the cost it exceeds Rs.50,000/-.
14. General
The special repairs are initiated by grouping of buildings, whenever normal grants are inadequate.
Funds for special repairs are provided separately over and above the normal maintenance grants for
ordinary repairs. Great skill and caution are to be exercised by Engrs while initiating proposals for
special repairs.
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Appendix ‘D’
Precis No.1591
(Refer para C1)
QUESTIONNAIRE TO ACCOMPANY ALL PROPOSALS
FOR SPECIAL REPAIRS
1. Name of station and of the unit or formation in occupation of or to be allotted the building, on
which the repairs are to be carried out.
2. Is the station, the permanent location of the Unit/Formation? If not, state circumstances justifying
the special repairs including the use to which the buildings will be put after the proposed special
repairs are carried out and the period for which the buildings will remain occupied.
3. Details of buildings, plinth area of each building, the year in which they were constructed and
whether the buildings are permanent or temporary.
4. Type of original construction with broad details of existing specifications. In the case of E/M
services state the particulars of plants and machinery to be replaced and the number of existing
points of electricity and water etc.
5. Plinth area cost of new construction of each building, based on :-
(a) new specifications for portions of buildings put up for special repairs, and
(b) existing specifications for the rest.
6. Whether any special repairs have been carried out to the buildings in question since 1948? If so,
give details of repairs together with expenditure incurred and date on which repairs were carried
out on each occasion.
7. Description of the work proposed, giving details of the proposed specifications and a brief
statement explaining the necessity for the work.
In the case of E/M Services, state number of proposed points electricity and water.
8. Estimated cost :- In the case of permanent buildings an approximate estimate will be furnished. In
the case of temporary buildings, rough cost will only be given. The cost will be shown separately
for each building.
9. Whether the buildings are within economical repair?
10. Whether all requirements in the nature of special repairs have been taken into account and the
proposal is based on thorough engineer appreciation?
11. Whether superior specifications are proposed to be adopted and, if so, the reasons therefore.
12. The estimated life of the buildings after the proposed repairs.
13. Whether the possibility of utilising other available accommodation at the station without repairs or
with repairs at a less cost has been explored and, if so, with what results?
14. Amount proposed to be spent during the current financial year.
15. Whether the requisite amount can be found from the existing allotment?
16. Time required for the completion of the proposed special repairs.
N.B. No special repairs are to be proposed in respect of requisitioned or hired buildings, or building
which are evacuee property in military use or where legal complications are involved.
.
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Precis No. 1592
Management Department
EXECUTION OF WORK ; PLANNING AND SITE ORGANISATION
Introduction
1. Execution of works whether original or repairs, is the pivot around which the whole MES
functioning revolves. MES procedure has been evolved to ensure smooth and easy execution of
works in the best interest of the state.
2. Whatever the nature and scope of work, its execution can be divided into three phases:-
(a) Planning and site organisation.
(b) Physical execution.
(c) Supervision and inspection.
3. This precis deals with the planning and site organisation of works in MES executed through
contract or DEL (Directly Employed Labour) agency.
4. If careful technical planning has preceded, execution of work planning at this stage is confined to
the following:-
(a) Evolving a Time and Progress Chart/CPM (Critical Path Method) Network.
(b) Making out list of basic stores to conform with (a).
(c) Handing over site.
(d) Issuing of stores.
NOTE: All these stages form a part of technical planning. But while other stages may be
tackled at CE/CWE’s level, these have to be taken up at GE/SDO’s level for all works.
Time and Progress Charts/CPM Net Work
5. The bar chart indicates the forecast of the dates for commencement and completion of the various
trade processes or sections of the work. For all works above 5 lakhs, bar chart must be supported
by a CPM net work analysis.
6. It is prepared after a detailed appreciation of all factors e.g. type and scope of work, store position,
other work load, budget allotment and User’s requirements.
7. This chart net work is to be prepared in agreement with the contractor after detailed discussions
with the contractor/his Engineers at the beginning of the job. The GE has to check this chart before
he signs the same. In fact contractor may be required to submit his CPM net work with the tender.
8. In a building contract, the tendency is to include all the buildings on one chart. To show the proper
trade wise sequence covering important stages of work on each item of Schedule A, it will normally
be necessary to have separate charts for the different items of Schedule ‘A’. A work break down
structure, master net work and detailed net works for each sub project will be necessary.
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9. The same chart generally shows the planning of Govt. Stores (Schedule B items). This need not be
on the same chart. It is preferable to keep this as a separate chart. In case of DEL works,
provisioning of all stores should be shown in the net work prepared for the sub project.
10. In this chart the progress of work is represented on the vertical ordinates while the time factor is
represented on the horizontal abscises based on calendar dates.
11. The agreed bar chart net work is signed by the contractor and GE/SDO. It should be kept as a wall
chart for constant reference.
12. Updating of bar chart is an essential requirement. Physical progress should be marked by the SDO
(in red) at regular intervals. Both GE/SDO should periodically review the progress, discuss the
hold ups (if any) with the contractor and take remedial action where necessary. In case the
contractor is lagging behind due to bad organisation or idling, notices are issued in terms of contract
agreements. In the case of CPM net works updating has to be done at desired intervals.
13. In case of DEL agency, the chart net work is a more elaborate document which shows a programme
for procurement of stores, employment of labour and equipment and their weekly out turn and the
phases of completion of work. It is treated as the basic plan which enables the executive to assess
the progress achieved, and determine future course of action. CPM should be applied in all its
details. Details discussion of CPM is beyond the scope of this precis.
Basic List of Stores
14. It is a consolidated list of all engineer stores, whether supplied by Govt or procured by the
contractor.
15. In case of contract agency, MES is essentially responsible for Govt supply stores (Schedule ‘B’
stores) whether on payment or for fixing only. Supply of such stores according to the agreed
programme constitutes a contractual liability of the government.
16. List of procuring stores of contractor’s supply enables the executive to correctly assess the progress
and anticipate hold ups. In case the contractor is lagging, he should be served with notices to
enable him to take necessary remedial action.
17. In case of DEL, basic list of stores is more detailed. It includes all stores required for completion
of the work. Sufficient details e.g. sizes of timber scantling. RSJs, glass panes must be worked out
to enable placing of orders on supply agencies.
Issue of Stores
18. Control over issue of stores is necessary to prevent wastage/leakage of controlled stores to local
market.
19. In case of contract agencies, following should be ensured:-
(a) A complete list, compiled in accordance with the bar chart is kept with the
SDO/Storekeeper.
(b) Issues are made :-
(i) at the request of contractor,
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(ii) when his arrangements for receipt and storage are satisfactory,
(iii) When the stage for incorporation (allowing for preliminary operation e.g.
assembly/fabrication) has been reached.
NOTES: 1. If the work progress is lagging behind the bar chart, Govt. discharges its
liability of issuing stores by serving a notice that stores are ready for
issue as soon as the contractor achieves required progress.
2. A “Cement register” is suggested to be maintained at contractor’s
godown in which days record and balance at the end of day is
expected to be checked and initialed by MES and contractor’s
representative.
(E-in-C’s letter No 81410/E2A of 15 Sep 64)
(c) If any deviation/ amendment affecting the basic list is made, necessary corrections are
carried out and surplus stores (if any already issued) taken back immediately.
(d) Periodical check is carried out to ensure that the contractor is utilising the correct amount of
stores in the job.
(e) A complete list of stores, incorporated in the works is prepared after the completion of
work; surplus stores (including containers and cuttings, if so stipulated) are taken back.
Percentage allowed for wastage should be based on actual conditions.
(f) In case the contractor does not return the surplus stores, immediate action (as detailed in
contract procedure) is taken to recover the cost and penalise the contractor.
20. In case of DEL, following points should be ensured:-
(a) Proper arrangements for receipt /storage are made.
(b) Wastage in eqpt to the minimum by using suitable size and or making minor modifications
in the design.
(c) Issue of stores is regulated to actual requirements.
(d) Unnecessary handling/shifting is avoided.
(e) Containers/cuttings are returned to the stock godowns.
(f) Preservation is carried out where the stores cannot be immediately incorporated.
(g) All principles of material management must be properly observed.
Handing over Site
21. Making site available to the contractor is a contractual liability. WOs placed on the contractor
should clearly stipulate whether/when the site has been would be handed over. Contractor’s
acknowledgement should be obtained in writing.
22. In case of DEL, no formal handing over is necessary. But if the buildings/services are to be
released by the user, early arrangements are necessary to avoid idling.
Site Organisation
23. Site organisation consists of making detailed arrangements for progressing of works in a systematic
manner. The aim is to make the best use of labour, materials and time.
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24. In case of contract agency, organisation is primarily the responsibility of the contractor. The
Engineer-in-Charge (SDO) is responsible for the following:-
(a) Check arrangements made by the contractor and satisfy himself regarding their suitability
and adequacy.
(b) Maintain requisite records/documents.
25. Contractor is responsible for arranging the following, as necessary, for the job in hand:-
(a) Access roads, storage sheds, site office, quarters and ancillaries for labour.
(b) Water and electric supply.
(c) Supervisory staff.
(d) Supply of labour, skilled and unskilled.
(e) Supply of stores/equipment/machinery.
(f) Medical welfare arrangements.
26. In checking these arrangements, following points are worth considering:-
(a) Access roads are sited with due regard to convenience of construction, subsequent
progressing and other commitments in the locality. As far as possible Govt land is utilised.
Specifications are suitable for the weather conditions obtained during the construction
period.
(b) Storage sheds have adequate capacity and will protect the storage against
damage/deterioration. Security/preservation aspects are properly considered.
(c) Site Office is centrally located and enables a ready check on all activities.
(d) Labour quarters and ancillaries are conveniently located with regard to access to site of
works, marketing centers and civil amenities do not interfere with the execution of work.
Specifications are suitable from climatic considerations. Hygiene and sanitation are
maintained to a high degree of efficiency.
(e) Transmission/distribution system of electric/water supply are adequate and satisfactory.
Necessary safety precautions have been incorporated.
(f) Supervisory staff possess the technical know how and is capable of controlling the labour
and supervising the execution.
(g) Arrangements for labour are made sufficiently in advance so as not to create any
bottlenecks. Wage rates are reasonable. Payments are made regularly.
(h) Disputes are amicably settled through authorised agencies.
(j) Right type of stores/equipment/machinery is arranged sufficiently in advance. Required
quantities of POL/spares and skilled operators are available when required.
(k) First aid facilities are available on the site. Proper arrangements for transfer to nearest
hospitals have been made.
(l) Recreational facilities for the personnel have been provided.
(m) Necessary security arrangements have been made.
27. In case of DEL, all arrangements become MES responsibility. All points mentioned in para 26
have to be arranged for by MES. Following additional points require consideration:-
(a) Early arrangements are made for construction equipment e.g. ladders, scaffoldings,
formwork, wheel barrows, tools, instruments and machinery required for carrying out the
construction.
(b) The transport situation is surveyed and necessary arrangements made in advance.
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(c) Supervisory staff should have an idea of the scope of duties and powers. The chain of
control should be simple and well defined.
(d) Supervisory staff is trained to plan their day-to-day work. They should foresee snags and
arrange for resolving them or report the same immediately to superior authority. They
should be trained in CPM technique also.
(e) Store/transport machinery is controlled centrally by a responsible subordinate who is in a
position to view demands correctly.
(f) Maintenance of machinery/equipment’s/transport is carried out to full scale.
(g) Employment of labour is so arranged as to give continuous employment to a class of
workmen at a time. Unnecessary retrenchment/re-employment disorganises the whole work
and will discourage good artisans from recruiting. Resources levelling and scheduling in
CPM refer to this aspect.
(h) Works is sectioned and so arranged that the staff is ready to follow up with the next
operation without loss of time.
Work-Site-Documents
28. Records and documents are necessary for keeping control over execution and record technical data
for future guidance. In case of contract agency these records also serve to bring out an authentic
record of factual happening recorded at the time of the occurrence.
29. Following documents/records are normally maintained at site of work for a large project executed
through contract agency:-
(a) Detailed layout plan.
(b) Copy of contract agreements and drawings.
(c) Bar charts and basic list of stores including CPM net work.
(d) Works site order book:- In the Works Site Order Book orders referring merely to day-to-day
transactions pertaining to acceptance/rejection of works, imperfect workmanship or inferior
materials, are given. There will be no order in the nature of a Deviation Order.
The Works Site Order Book is normally maintained as shown below:-
Ser No Date ofOrders and Signature of Remarks/ Compliance
Order Instructions Offrs giving Signatures of orders by
the orders of contractor executive &
in token of signature of
receipt of officers
orders verifying the
compliance
1 2 3 4 5 6
NOTES:
1. Col(4) and (6) will be signed by an officer not below the rank of the Engineer-in-Charge.
2. It is not intended that the work site order book should have rigid columns mentioned above. These
can be suitably modified to meet the actual requirements. However, , the general pattern should be
as indicated above.
3. All orders to contractors shall be serially numbered and dated and shall be signed by an officer not
below the rank of the Engineer-in-Charge.
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4. When the order has not been honoured by the Contractor, Engineer-in-Charge should indicate
action by him such as stopping of work when necessary and referring the matter to GE for further
advice.
(e) Works diary: A separate register known as ‘Works diary” is maintained in the case of
original works over Rs One lakh and special repairs over Rs. 5 lakhs and is an authentic
record incorporating all important day to day events in the execution of the work and the
administration of the contract. This is maintained in IAFW-2347 in two parts A and B in the
same bound book containing normally 200 pages. Part A is to be completed firstly and
subsequently also, viz the details of the MES supervisory staff, details of deviation orders,
the record of extension of time etc. A specimen page is shown at Appendix ‘A’.
Part B pertains to day to day work. The details on the following points are to be entered
every day and signed by Engineer-in-Charge and the Contractor/his authorised agent.
(i) Weather.
(ii) Labour engaged by the contractor (categories and number)
(iii) Important materials brought on site with approximate quantities. (Rejections if any
to be stated).
(iv) Details of plant and transport working on site.
(v) Brief particulars of the work in progress.
(vi) Important stages completed and passed with signatures of officials passing the work.
(vii) Visits of inspecting officers and their remarks.
The instructions regarding the correct maintenance of the works diary are as follows:-
(i) The works diary is not to be used as a contractor’s order book but is meant only as an
authentic record incorporating all important events in the execution of a work and the
administration of the connected contracts.
(ii) works diaries will be maintained for all major works and special repairs. One diary
will be used for each contract.
(iii) All entries in the diary will be made by the Engineer-in-Charge. Entries will be
made legibly without overwriting. All corrections will be initialed with date.
(iv) Pages are serially numbered and no insertions or removals will be made.
(v) Where contracts are divided into items or groups of items with separate periods of
completion, the information against serial numbers 12 to 17 of part A will be given
separately for each item or group of items.
(vi) Blank books are serially numbered and will be held in the personal custody of the
GE. They will be issued by name to SDOs. Completed works diaries will be
returned to the GE for record immediately on physical completion of the work.
(vii) If an SDO is transferred during the execution of a work the works diary will be
properly handed over to the relieving SDO.
(viii) It is important that the works diaries are kept up-to-date at all times. CEs and CsWE
should examine the diaries on their visits to works.
(ix) Works diaries will be destroyed six years after the date of completion of contract i.e.
after settlement of all disputes with contractors and payment of final bill.
(x) GEs and CsWE should inspect these diaries during their visits, Engineer-in-Charge
should make it a point to produce these to inspecting officers and obtain their
remarks with signatures.
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(f) Register of records of tests on materials etc: In important concrete work it is preferable to
maintain one register for each contract in which the results of the under mentioned tests
carried out are recorded.
(i) Cube test for quality concrete.
(ii) Slump test for concrete.
(iii) Bulking of sand for concrete.
(iv) Impurities of sand (for concrete and mortar).
(v) Sieve analysis of aggregates etc.
A few pages are set apart in the above register for each type of test. The index in the
beginning should indicate the test and page numbers allotted for it.
NOTE: It is preferable that a mention of the test carried out on a particular day is
made in the works diary also.
“For all works costing over Rs 20 lakhs, requisite instruments and testing devices shall be procured
from contingencies of the projects and instrument and testing Kit should be available at the site of work at
all times. For works costing less than Rs 20 lakhs sets of instruments/testing devices should be held
centrally in GE’s office for use of Engineer-in-Charge and other inspecting officers
(a) Tools : (i) Chisel (ii) file, (iii) Small hammer, (iv) Measuring tape (Steel)
(b) Instruments: - (i) Moisture meter, (ii) Plumb Bob, (iii) Circular disc gauge, (iv) Screw gauge, (v)
Spirit level, (vi) Thermometer, (vii) Vernier calipers (viii) Weighting machine with weights.
Engineer-in-Charge (E/M) should have following tools and instruments:-
(a) Tools : - (i) Ammeter, (ii) Anemo meter, (iii) Current tester (iv) Earth tester, (v) Hydraulic
testing machine, (vi) Magnet (vii) Meggar (HT, LT), (viii) Micrometer, (ix) Multi meter, (x) Sling
Psycho meter, (xi) Tachometer, (xii) Voltmeter, (xiii) Wire gauge
(g) Works Passing Register. This register is for the maintenance of a record of passing of
works at various important stages by the Engineer-in-Charge of projects executed under
lumpsum contract. This record is necessary to enable the GE to give certificate required
with the final bills relating to lumpsum contracts. This register will be produced for
inspection and check by the audit as and when called for by him.
470
The register is maintained in the following form:-
(i) Name of the item………………………………………page No………………..
Srl Important Date passed by Dated signature Dated
No stage of the Engineer-in-Charge of Engineer-in- signature
Item Charge of Inspecting
Offrs GE/
CWE on
each
Inspection
(1) (2) (3) (4) (5)
(ii) On the outer cover of the register the following information should be available:-
CA No ………………………………………………………………
Contractor …………………………………………….................
Job No ………………………………………………….................
Date of Commencement ……………………………………….
Date of Completion ………………………………………………….
(iii) An index should be maintained on the first inner sheet of the Register showing all items of the work
to be done under the contract and showing page numbers on which the details regarding the passing of such
items are recorded.
(iv) The stages included in this register must be detailed enough considering each important stage which
needs approval before the next process in that trade can be started. For example, in case of painting the
stages would be:-
(1) Preparatory work including knotting.
(2) Priming Coat.
(3) Stopping with putty.
(4) Under Coat.
(5) Finishing Coat.
Similarly in case of floors the stages would be:-
(1) Earth or moorum filling.
(2) Layer of hard core.
(3) Layer of sub base.
(4) The wearing coat.
Some important stages as suggested in E-in-C’s Technical Instruction No 23 of 1968 are given in
Appendix ‘B’. They are, however, not exhaustive. The engineer-in-charge and GE have to exercise
their initiative to amplify or modify those stages depending upon the nature of each job. The
passing of work at various stages shall be done by an officer not below the rank of the Engineer-in-
Charge.
471
(h) Measurement Books: This is a very important record and is the basis of all accounts of
quantities of work done or of materials received which have to be counted or measured. The
description of the work must be lucid so as to admit an easy identification and check.
Measurements should, as far as possible be taken by SDOs and not by their subordinates.
The instructions for the proper maintenance of MBs are contained in the notes in the
beginning of each MB.
Important services carried out by Measurement contracts should be measured by an officer.
The CWE may, when possible, arrange for the measurements of such services to be taken by
an SW or ASW. Other services should as far as possible, be measured by an engineer
executive not lower in rank than a Supdt Gde I. GE may, however, authorise Supdt Gde II
to take and record measurements relating to minor works and maintenance.
In case of Major Works costing upto Rs 5 lakhs, GE may authorise Supdt Gde II who should
be technically qualified by name, to measure and record in MB. In such cases a report must
be made to his next superior engineer authority. A copy will also be endorsed to the AAO
GE.
(E-in-C No 97508/E2(WPC)/6341/D(W/II) of 9.11.87)
(i) A cement register as mentioned in para 19 should also be maintained.
30. These records must be kept up-to-date and periodically analysed to assess the performance.
31. All records referred to in para 29 must be kept in safe custody.
32. Only necessary records depending upon the type/scope of work should be maintained. Tendency to
increase the number of records/record necessary details must be recorded.
472
Appendix ‘A’
Precis No.1592
(Refer para 29e)
SAMPLE PAGES OF WORKS DIARY
PART A
1. Name of work……………………………………………………………………...
2. Contract Agreement No………………………………………………………….
3. Date of Acceptance………………………………………………………………
4. Name and Registered Address of Contractor…………………………………
5. Contract Sum and or % on Sch of Rates………………………………………
6. Period of Contract………………………………………………………………...
7. (a)Name and Address of Contractor/Contractor’s Agent/Project Manager…
(b) Name and Address of Contractor’s site Engineer…………………………..
8. Date of First Work Order…………………………………………………………
9. Date of Site handed over to Contractor………………………………………..
10. Date of Work Commenced……………………………………………………...
11. Stipulated Date of Completion of Contract……………………………………..
12. Suspension Orders Showing Duration and Authority…………………………
13. Extended Date of Completion with Authority…………………………………..
14. Date of Works Actually Completed…………………………………………….
15. Date of Works Taken over by GE………………………………………………
16. Date of Expiry of Maintenance Period…………………………………………
17. Record of Works Orders/Deviation Orders.
WOs / Dos Financial Effect Cumulative
No Date + - amount of work
ordered
473
Appendix ‘A’ (Contd)
(Precis No.1592)
WORKS DIARY – PART A (Contd)
18. Records of MES Supervisory Staff (B/R, E/M & B/S) and Contractor’ site Engineer(s) indicating
qualification(s) employed on the work (Changes to be recorded with dates);-
Name Designation Date
From To
Signature of Engineer in charge
Date -----------
474
Appendix ‘A’ (Contd)
Precis1592
WORKS DIARY – PART B
DAILY RECORD Date
1. Weather
2. Labour engaged by Contractor:
SKILLED UNSKILLED
Category Nos Category Nos Category Nos
Contractor Pavour Mate
Bricklayer Tiler Bhisty
Mason Painter Mazdoor
Carpenter Polisher (Man)
Joiner Glazier Mazdoor
Plumber (Woman)
Mazdoor
(Boy)
3. Important materials bought on site with approx quantities (rejections, if any, to be stated):-
Sch. B Materials Contractor’s Materials Rejections
Materials Qty Materials Qty Materials Qty
4. Details of plant, equipment and transport working on site:-
T&P hired under Sch C Contractor’s T&P eqpt &
transport
T&P Qty Remarks reg, breakdown, Qty Remarks reg,
maint, etc breakdowns, maint etc.
Road Roller
Conc. Mixer
Tar Boiler
Transport
5. Brief particulars of works in progresses.
6. Important stages completed and passed
7. Remarks of Visiting Officers
Dated Signature of Enginer-in-Charge. Dated Signature of Contractor or
his authorised agent
475
Appendix ‘B’
Precis No.1592
(Refer para 29g)
IMPORTANT STAGES IN PASSING OF WORKS
(E-in-C’S TI No. 23 of 1968)
Name of Building and Ref to Item of Sch A ……………………
Ser No Important Stages for Passing of Works
1. Setting out works.
2. Approval of samples of materials required initially, such as fine and coarse
aggregates, bricks, stones for walling, lime, timber for frames and the like.
3. Excavation for foundations before laying concrete.
4. Concrete in foundations.
5. Brick/Stone work in foundations and plinth including filling of approved earth in layers around
foundations.
6. Damp proof course.
7. Approval to samples of workmanship for items such as fair finishing to RCC work, keyed pointing,
rough cast, RCC fins, chajjas, polygonal/chandigarh pattern stone facing, tile facing,
terracota/concrete to jallies, other special items for architectural effect and any other items to be
decided by CWE.
8. Approval to samples of remaining materials such as timber for carpentry and joinery, flush door,
steel windows, hard core, iron mongery fittings, water supply and plumbing items, electrical
fittings, ceiling boards and similar proprietary articles, stone for metal for WBM, stone chippings
for premix carpet and any other materials for which approval is required as per contract
conditions/specifications.
9. Filling under floors and consolidation upto plinth level.
10. Frames for doors and windows before fixing in position.
11. Brick/stone work in superstructure upto lintel level.
12. Lintel/beams above doors and windows. Formwork, reinforcement and concrete to be approved
separately if cast-in-situ.
13. Brick/stone work in superstructure above lintel level to roof.
14. Reinforced concrete:-
(a) Formwork and centering.
(b) Steel reinforcement before concreting.
(c) Reinforced concrete work on completion.
NOTE: Modify as necessary in case of a double storey building i.e. include first RCC slab for first
(formwork, reinforcement and concrete and then repeat items 10 to 14 for first floor.
15. (a) Trusses before hoisting.
476
(b) Trusses after hoisting.
16. (a) Other roof members before hoisting.
(b) Other roof members after fixing in position.
17. Roof covering.
18. Beam filling at eaves.
19. Eaves board and barge board
20. Layout of wiring conduits, pipes, position of sanitary and electrical fittings, earthing etc.
21. Water supply plumbing and electrical fittings before fixing in position.
22. Ceiling bard including cover fillets.
23. Base course under floor to receive sub floor.
24. Sub floor to receive wearing surface.
25. Wearing surface of floor (polishing of cement/terrazzo tiles cast-in-situ to be approved separately).
26. (a) Joinery and fittings (builder’s hardware) after fixing in position.
(b) approving and fixing steel windows where applicable.
27. Other internal fittings such as cupboards, shelving etc.
28. (a) Preparation of surface before plastering.
(b) Plastering
29. (a) Preparation of surface before pointing.
(b) Pointing
30. (a) Preparation of surface to receive priming coat of painting
(b) Priming coat and stopping.
31. Under coat of paint including preparation of surfaces.
32. Finishing coat of paint including preparation of surface.
33. Internal plumbing and sanitary fitting including soil and vent pipes.
34. Testing of water supply system including tanks.
35. Testing of soil and vent pipes.
36. Drains, manholes, septic tanks.
37. Testing of drains and manholes.
38. Plinth protection.
39. Road work (formation, soling, WBM dry rolled; WBM wet rolled and premix surfacing to be
approved separately).
40. Site clearance.
477
Precis No. 1593
Management Department
EXECUTION OF WORKS – SUPERVISION
Introduction
1. An officer entrusted with the execution of a work is responsible for the soundness and stability of
the structure, which can only be ensured by incorporation of right type of materials in the right
manner. This is possible only by constant intelligent supervision at all levels.
2. This precis deals with the mechanics of ‘supervision’ as applied to execution of works in MES.
Aim of supervision
3. The aim of supervision is three fold:-
(a) Provide sound and stable structures within allotted time.
(b) Achieve maximum economy of men, material and money.
(c) Achieve a high standard of work in accordance with modern engineering practice.
Supervision in a deeper sense includes the following broad aspects:-
(a) The adherence to the standards of materials and craftsmanship specified in the drawing and
specification.
(b) The discovery of elements or errors overlooked in the contract drawings/specifications and
their early correction.
(c) Inadequacy of the design or specifications.
(d) Prevention of errors which might result in unnecessary and costly maintenance cost.
(e) The checking of building processes/techniques and the evaluation of the materials to ensure
conformity to the specifications.
(f) Elimination of unacceptable substitutes by the contractors.
(g) Avoidance of extra construction cost beyond accepted contract amounts.
(h) Skilled coordination of works of various trades.
(j)Prevention of unfair practices and procedures or attempts at avoidance of contractual obligations.
Essential Requisites
4. For ‘Supervision’ to be effective, it is essential to have a sound, well considered plan for tackling
the work. This implies that sound technical planning has preceded the execution, esp in respect of
the following:-
(a) Proper choice of specification/design.
(b) Feasible phasing of works.
(c) Selection of suitable agency of execution.
(d) Use of suitable machinery/equipment.
(e) Efficient site organisation.
478
5. Supervision is so organised that 100% supervision of the work is obtained. This can be achieved
only if:-
(a) During construction:-
(i) Each stage of works is passed by a responsible MES representative. No stage is
proceeded with unless the previous one has been passed.
(ii) Important stages are supervised/checked by Engineer-in-Charge and GE.
(iii) Senior engineer officers carry out thorough inspections. (Dealt with in subsequent
precis).
(b) After construction:-
(i) Work is inspected in details and necessary rectification’s are carried out.
(ii) % checks to be exercised by AGE/GE, are directed towards important items of work
and do not overlap.
(c) Adequate documents/records (Refer Precis No 1592) are maintained.
Supervision During Construction
6. The responsibility of supervision lies mainly with the Engineer-in-Charge. He should:-
(a) study the drawings, specifications, contract agreement in details to bring out the ‘snags’.
These should be settled in consultation with GE or referred to higher authorities at the
earliest possible stage.
NOTE: To achieve this, an advance set of document is sent to GE/Engineer-in-Charge for
comments.
(b) fix the responsibilities of subordinates in writing.
(c) check arrangements for site organisation.
(d) insist on all records being kept up-to-date by periodical check.
(e) check important stages of construction personally and get certain stages checked by GE.
Visit site of work frequently and settle difficulties on spot.
(f) report all difficulties/contractual snags to GE.
7. Certain hints for guidance of Engineer-in-Charge are given in Appendix ‘A’. Responsibility of
checks by Engineer-in-Charge, Supdt Gde I and Supdt Gde II (now merged as JE) are given in
Appendix ‘B’.
8. The Garrison Engineer is overall in charge of the works in his division. He should ensure that:-
(a) engineer-in-charge is associated with the job at as early a stage as possible preferably from
the beginning of technical planning.
(b) engineer-in-charge is kept in full picture about all matters connected with the work e.g.
administrative arrangements, proposed deviations/amendments, notices on contractor, stores
provisioning.
(c) important stages of work are passed by EIC as per the works passing register (Refer Precis
No 1592).
(d) periodic inspections are carried out at different times of the day.
(e) relations with the contractor are maintained on a responsible and impartial basis; dealings
with contractors are correct, tactful and firm.
479
Supervision after Completion
9. A thorough inspection of the work must be carried out by engineer-in-charge/GE after completion
of the work. If supervision during construction has been effective, no difficulty need be
experienced. The underlying aim of this inspection is to ensure that the work is:-
(a) complete in all respect,
(b) upto specifications as per contract
(c) clearly and neatly finished,
(d) completed in time period specified in the contract
10. Points which often create trouble are the following:-
(a) Internal fittings and fixtures.
(b) Doors, windows and built-in-furniture.
(c) Overall finish including site clearance.
11. If any rectification’s are found necessary, the same should be immediately carried out/ordered on
the contractor.
12. Bad finish is probably the worst and most widespread fault in MES work today, and plays a
disproportionately large part in inspiring criticism all round. Finish counts more from the users
point of view than quality of materials put into a job. Finish costs nothing extra, if the quality of
workmanship is high.
Conclusion
13. Supervision if carried out sincerely and intelligently gives a very good training which is a great
asset for carrying out future works.
480
Appendix ‘A’
Precis No.1593
(Refer para 7)
HINTS ON SUPERVISION FOR ENGINEER-IN-CHARGE
1. Work order book must be widely used. Important orders must be issued from files.
2. Works diary should be maintained correctly, daily according to existing orders.
3. Watch that the orders and instructions are noted by supervisory staff of the contractor and faults
remedied. Ensure the same with your staff also. Your staff should give directions and advice and
check faults rather than merely stand by while the work proceeds.
4. Advise, correct and instruct all the time rather than criticise but reject all bad work and make
subordinates understand their responsibility.
5. See that all supervisory staff possesses proper tool bags and use them freely.
6. Condemn any scaffolding that is dangerous and have it set right without delay and further use.
7. See that rejected materials are removed from site without delay.
8. Always watch progress and keep time and progress chart and other registers/charts up-do-date. See
that everything goes on smoothly.
9. Do not interfere unless you have a definite proposal for making improvement.
10. Warn contractor and your staff that bad work on their part will mean your forfeiting confidence and
entail dismantling.
11. Do not generally punish your staff if you can correct faults by other measures. If you have to,
punish drastically after warnings have been given in writing.
12. Encourage good work of your subordinates. It helps much in raising the standard of work.
13. Ensure co-operation between your B/R and E/M staff.
14. Remember that surrender of funds due to non completion of a work is
better than carrying it out to lower standard.
15. If you find any change in design/specification necessary due to engineering reasons, issue a DO
after the approval of the accepting authority before the work is actually carried out.
16. Measurements are the basis of payment, hence every item of the work must be measured, when
necessary, as soon as it is finished, specially so, when it is going to be hidden.
481
490
Appendix ‘B’
(Precis No 1593)
(Refer para 7)
RESPONSIBILITIES OF CHECKS BY
Ref: E-in-C’s Branch letter No 41917/E2(WPC) dated 1/14 Nov 77
Ser Particula Engineer-in-Charge Supdt Gde I Supdt Gde II Remarks
No r of
Work
1 2 3 4 5 6
1. Layout/ (a) Orientation and general layout as Dimensions and right angles To make the centre/lines,
setting per site plan. pegs, pillars as per foundation
out of(b) To fix plinth level plan on ground
Building (c) There are no underground water
mains cable, overhead lines etc
2. Excavati (a) Suitability of the soil and initiate(a) Measurement as per drawings; (a) Bottom of trenches are
-on in changes if any; (b) Safety measures required during horizontal and sides are
foundati (b) Timbering strutting required as per excavations. vertical.
on specifications. (b) Excavated earth kept away
from trenches.
3. Concrete (a) Suitability of the cement, sand, (a) Dimensions; (a) Proper proportions and
in aggregate, water and other (b) Water cement ratio, slump test; mixing;
foundati ingredients, checking of specified (c) Grading of aggregates; (b) Laying in layers;
ons and sources, impurities if any. (d) Curing (c) Proper compaction.
plinth (b) The plinth level and reduced levels
of concrete foundations.
491
1 2 3 4 5 6
4. Brick (a) Specifications of bricks and other (a) Measurement of all rooms and (a) Mixing and proportions of
work/ Materials including water thickness of walls. mortar;
stone incorporated; (b) Scaffolding/ladders; (b) Rejected bricks and
work (b) Height of work at lintels/chajjahs (c) Embedding/cutting chases for brickbats/stones are not
and roof/slab levels with reference conduits, electric, water and sanitary incorporated;
to drawings; fittings (c) Proper bond
(c) Test check of thickness of joints; (d) Curing; (d) Verticality of walls, corners
(d) That cutting of bricks to radius (e) Raking of joints for subsequent and horizontality of courses;
where specified is done instead of painting/plastering work (e) Proper fillings of joints.
joining with V shaped mortar joints (f) Embedding of holdfasts;
(g) Proper setting of doors and windows
openings/chowkats including size of
openings
(h) Thickness of mortar joints
5. Damp (a) Approved water proofing (a) Thickness and all other (a) Mixing and proportion of
proof compound; measurements; aggregates for mortar or
course (b) Suitability of other material (b) Water cement ratio of concrete or concrete;
incorporated. mortar; (b) (b) Proper laying
(c) Curing
6. Reinforc (a) Centering is strong; (a) Proper cover is provided by (a) There are no gaps in
ed (b) Form work is to shape and “Gutties” and steel “Chairs”. shuttering;
concrete dimensions as per drawings and (b) Workman do not trample the (b) It is properly coated as per
structurally safe and sufficiently reinforcement; specifications
smooth and well joined to avoid (c) It is adequately supported; (c) Proper proportioning of
unevenness of soffit after removal; (d) Grading of aggregate; aggregates with measuring
(c) Reinforcement as per drawings is (e) Water cement ratio; boxes;
provided; (f) Proper compaction through (d) Proper mixing with
(d) Steel is of correct grade; vibrators; mechanical mixers
(e) Form work is not struck earlier than (g) Proper curing;
the period specified; (h) Reinforcement as per drawing is
(f) Water and aggregates for concrete provided
are of proper quality
(g) Thickness of concrete
1 2 3 4 5 6
7. Joinery (a) Timber is of correct species and (a) Dimensions of various components (a) Uniformity of section of
492
1 2 3 4 5 6
4. Brick (a) Specifications of bricks and other (a) Measurement of all rooms and (a) Mixing and proportions of
work/ Materials including water thickness of walls. mortar;
stone incorporated; (b) Scaffolding/ladders; (b) Rejected bricks and
work (b) Height of work at lintels/chajjahs (c) Embedding/cutting chases for brickbats/stones are not
and roof/slab levels with reference conduits, electric, water and sanitary incorporated;
to drawings; fittings (c) Proper bond
(c) Test check of thickness of joints; (d) Curing; (d) Verticality of walls, corners
(d) That cutting of bricks to radius (e) Raking of joints for subsequent and horizontality of courses;
where specified is done instead of painting/plastering work (e) Proper fillings of joints.
joining with V shaped mortar joints (f) Embedding of holdfasts;
(g) Proper setting of doors and windows
openings/chowkats including size of
openings
(h) Thickness of mortar joints
5. Damp (a) Approved water proofing (a) Thickness and all other (a) Mixing and proportion of
proof compound; measurements; aggregates for mortar or
course (b) Suitability of other material (b) Water cement ratio of concrete or concrete;
incorporated. mortar; (b) (b) Proper laying
(c) Curing
6. Reinforc (a) Centering is strong; (a) Proper cover is provided by (a) There are no gaps in
ed (b) Form work is to shape and “Gutties” and steel “Chairs”. shuttering;
concrete dimensions as per drawings and (b) Workman do not trample the (b) It is properly coated as per
structurally safe and sufficiently reinforcement; specifications
smooth and well joined to avoid (c) It is adequately supported; (c) Proper proportioning of
unevenness of soffit after removal; (d) Grading of aggregate; aggregates with measuring
(c) Reinforcement as per drawings is (e) Water cement ratio; boxes;
provided; (f) Proper compaction through (d) Proper mixing with
(d) Steel is of correct grade; vibrators; mechanical mixers
(e) Form work is not struck earlier than (g) Proper curing;
the period specified; (h) Reinforcement as per drawing is
(f) Water and aggregates for concrete provided
are of proper quality
(g) Thickness of concrete
1 2 3 4 5 6
493
7. Joinery (a) Timber is of correct species and (a) Dimensions of various components (a) Uniformity of section of
properly seasoned; as per drawing; wooden chowkhats and
(b) Flush doors where provided are of (b) Finish of work is good; initialling each pieces
proper core, veneer, lipping and (c) Flush door shutter where provided (b) Joints are properly made;
grades as specified. conform to tests prescribed in MES; (c) Adequate quality of white
(d) Special putty and glazing clips are lead/resin/glue has been
used for glass panes of steel doors provided in the joints;
and windows as specified. (d) All faces of shutters are
(e) Guard bars and grills are properly given a primer coat before
fixed where provided as per fixing and finishing coats as
drawings; specified after fixing;
(f) Hardware and iron mongery and (e) Proper fixing of frame for
other fittings are provided as per steel doors and windows
approved samples and (f) Correct type of screws/bolts
drawings/specifications. are used for fixing iron
mongery and other fittings;
(g) Locks, bolts and other
fittings should be capable of
smooth operation
8. Steel (a) Steel is of specified grade; (a) Weight and dimensions; (a) Holes are drilled and not
Work (b) Shop drawings and templates for (b) Drilling, shearing, cutting, welding, punched;
fabricated steel work; riveting etc, is done properly with (b) Materials are free from
correct tools; bends, twists and waviness;
(c) Revets of proper quality; (c) The threaded portion of each
(d) Welding is as per specifications and bolt should project above the
drawings; nut at least two threads;
(e) Safety measures during hoisting and (d) Washers are provided on
erection bolts heads and nuts;
(e) Bolts/nuts are properly
tightened;
(f) All joints are welded as per
drawings when welding.
494
1 2 3 4 5 6
9. Roofing (a) Timber is of correct species and (a) Dimensions as per drawings; (a) Proper fixing/tightening of
properly seasoned – for wooden (b) Joints all holding down bolts and
trusses and purloins; (c) Finish of work is good nuts;
(b) Sheets/tiles used are of specified (d) Safety measures during hoisting and (b) Proper contact/bearing over
thickness; erection work; the supports;
(c) Eaves/valley gutters are as per (e) Hook bolts, coach screws and (c) Proper fixing of sheets;
drawings and fixed properly to washers used for fixing sheets are as (d) No broken or cracked AC
require slopes; per specifications and dimensions; sheets are used
(d) Wind ties/bracings are provided as (f) Alignment of trusses and purlins; (e) Joints of gutters in sloping
required (drawings/site conditions) (g) Correct slope in the flat roof; roofs;
(h) Slope of gutters in sloping roofs (f) No cracked or broken tiles
(i) Jointing in sheets and valley gutters are used for tiled roofs
10. Water (a) Materials used are as per (a) Slopes are proper; (a) Laying of mud phuska and
proofing specifications (b) There are no cracks in the existing tiles as per specifications
of flat (b) Proper drainage outlets are surface; (b) Laying/tamping of lime
roofs provided; (c) Mixing of the mud phuska; concrete where used in
(c) Finishing around parapet walls, (d) Thickness is as specified terracing is done properly;
chimneys, vent pipes etc is done as (e) Surfaces are smooth for laying (c) Laying of tarfelt is as per
specified tarfelt treatment specifications
(d) Mixing and proportioning of
mortar
11. Flooring (a) Formation is properly compacted; (a) Thickness of sub base and topping is (a) Proper mixing and
(b) Proper finishing; as specified proportioning of concrete.
(c) Laying to proper bays and to proper (b) Water cement ratio; (b) Proper laying in panels;
slopes. (c) Curing. (c) Proper slopes to allow for
cleaning and washing;
(d) Proper compaction;
(e) Correct grading of aggregate
and sand
495
1 2 3 4 5 6
12. White/co (a) Colour scheme is as specified or (a) Quality of lime/ distemper paint; (a) Number of coats as specified
-lour approved by GE (b) Quality of finish
wash and (b) Quality and standard of firms and
distempe workmanship
r
/painting
13. Sanitary (a) Fittings are as per approved pattern (a) These are free from cracks, dents, (a) Fixing at correct height and
fittings/ with proper markings distortion and other flaws; position.
Plumbin (b) Testing (b) Proper functioning; (b) Joints are correctly laid as
g work (c) Fittings/pipes etc are executed as (c) Leakage per specifications.
per specifications (d) No overflow;
(e) Quantities of lend, hemp, jute,
mortar etc for joints are provided as
per contract specifications and
filling/ workmanship etc properly
done
(f) Correct weight /types of
clamps/holder bats/clips etc are used
as specified
14. Sewage (a) pipes, manhole covers, other fittings (a) All safety measures during (a) Joints are correctly laid and
are of correct type, pattern and excavation are taken; filled as specified;
weight; (b) Measurements are as specified; (b) Filling back is done in layers
(b) layout is correct and the gradient (c) Slopes are correct;
provided for different sewer (d) Testing
diameter is correct so as to produce
self cleaning velocity
496
1 2 3 4 5 6
15. Road (a) layout including position of culverts (a) Proper consolidation and roller days (a) Earth filling is done in
Work and drain curves and crossings; as specified; layers;
(b) Correct grade and quality of stone (b) Proper camber, super elevation and (b) Side slopes are properly
boulders, stone aggregate, bitumen gradients are provided in the made;
etc is used. formations; (c) Correct grading of metal for
(c) Correct quantity and quality of various layers of the road
materials for various layers of the structures;
road structure; (d) Proper filling of soling,
(d) Correct thickness of layers; WBM and carpet including
(e) Correct quantity of bitumen is used; watering;
(f) Invert levels of the culverts are (e) Berms are prepared to
correctly fixed proper slopes
16. Cement Ensure that the contractor maintains a To check and initial daily the In absence of Gde I to check GE may
record of Receipt, Issue and daily transaction of cement from contractors cement and initial cement details an
consumption of cement record. transaction as per Column. officer to
have
vigilance
check of
the cement
required
once in a
quarter
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1 2 3 4 5 6
17. Furniture (a) BSO as Engineer-in-Charge will (a) Exercise 100% check of all issue of To perform the duties of
inspect, measure and pass Furniture furniture and measure them 100% Supervisor B/S Gde I at out
samples before the same is finally and enter in Measurement Book. stations where no B/S Gde I is
approved by the GE, before the (b) Prepare recovery documents and posted
supply is allowed to be take the furniture on charge when
manufactured; finally passed by Engineer-in-
(b) Exercise 50% check of the entire Charge and approved by GE’
supply of furniture and sign the site (c) Keep record for the issue and check
order book, work diary and the same for repairs/rectifications
measurement book; during contract maintenance period.
(c) Inspect the manufacture of furniture
at contractors workshop at the
following stages:-
(i) when the material is collected.
(ii) when the timber is cut to scanling/
planking etc and kept for seasoning;
(iii) during framing of components;
(iv) when furniture is ready except
polishing/ painting etc.
NOTES:
1. The above duties are laid down for guidance of respective individuals so that the points are not overlooked. The Engineer-in-Charge
may issue further directions/ instructions to concerned individuals to implement the aforesaid duties properly in each individual case
and should ensure that the duties are performed as required from time to time.
2. Measurements of approved DOs on various rates shall be recorded in the MB by the Gde I/Gde II at proper stages as directed by the
Engineer-in-Charge.
3. Test check of measurements on each DO shall however be carried out by the Engineer-in-Charge.
4. Copies of original vouchers produced by contractors for all proprietary articles must be kept in record duly endorsed by the
Engineer-in-Charge by comparing with originals.
5. Site Documents. Engineer-in-Charge should ensure that work order book, work diary, work passing register, etc are maintained and
brought up to date from time to time.
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Precis No 1594
Management Department
INSPECTION OF WORKS
Introduction
1. Senior engineer officers from CWE to E-in-C carry out periodic inspections to examine at first hand
the functioning of a MES division from efficiency and economy standpoint.
2. This precis deals with ‘inspections’ as applied to work services. Routine inspection of MES offices
and points to be ensured in such inspection have been dealt with in Precis on ‘MES Organisation’.
Purpose
3. The purpose of carrying out inspection is to ensure that:-
(a) Original works are carried out:-
(i) in accordance with laid down procedure/regulations,
(ii) to laid down specifications,
(iii) in compliance with the instructions issued from higher authorities.
(b) Repairs are carried out:-
(i) in a manner so as to enhance the life and value of defence asset,
(ii) within allotments for the financial year,
(iii) in accordance with the laid down procedure/regulations.
Standard of Work
4. The standard of work greatly suffered during the war years. Pressure of erecting temporary
structures in the shortest possible time coupled with lack of experienced staff, led to gradual
relaxation of pre-war standards. Paucity of essential materials resulted in use of expedients and
alternatives. Improvements in knowledge/technique of building construction achieved during the
war years could not be taken full use of in important defence works.
5. In spite of strenuous efforts since the cessation of hostilities, the standard of work has not reached a
desirable stage. The problem at present consist of:-
(a) Training MES officers and subordinates in latest knowledge/techniques.
(b) Training of artisians and craftsmen of MES.
(c) Insistence on a high standard of work in accordance with specifications and design.
(d) Improvement in standard specifications, drawings and design to conform with latest
knowledge/techniques.
NOTE: Adoption of a standard drawing/design does not absolve the executive staff from
making necessary modifications, if the conditions at site so necessitate.
6. Inspecting officers should therefore devote major portion of their time on visiting various works in
their jurisdiction and instructing their subordinate office staff. Arrangements should also be made
for gradual training of the cadre to a high level of efficiency.
7. Following measures will be of great value in raising the standard of work:-
499
(a) Each CWE/GE must maintain sample rooms where samples of materials, fittings, fixtures
and furniture are maintained. Samples rooms are kept ‘alive’ by frequent use and additions.
(b) The contractors must be ordered in writing to produce samples in respect of important
materials and iron mongery/fittings etc. for approval first before incorporating in the works.
NOTES: 1. For the above purpose in the new formations, it was suggested that a proper
sample museum be established with only one of the permanent GEs or with
the CWE at each station in respect of the works and reference be made in all
contracts only to this sample museum.
2. In the labels attached to the representative samples, appropriate reference to
be made to the important factors of the relevant IS as satisfied by each
sample.
(c) Contractors are asked to produce samples of workmanship for prior approval.
(d) All workmanship not conforming to specifications is rejected and ordered for demolition.
Principles of SQC (Statistical Quality Control) and sampling techniques be applied wherever
possible and provided for in contracts.
(e) Special note is kept about the maintenance periods of each contract, the works are
thoroughly inspected and rectifications ordered in this period.
(f) Junior officers/subordinates are attached to experienced colleagues for training.
(g) Technical literature relating to construction materials/techniques is obtained and circulated
among the staff. Similarly, various pamphlets issued by E-in-C regarding supervision of
works should be circulated to supervisory staff.
NOTE: It is useful to go through the literatures issued by bodies like the National Building
Organisation, the Central Building Research Institute, the Central Road Research Institute
and the like. CsWE/GEs should try to procure copies of latest Indian Standards and Codes
and they should ensure that Engineers-in-Charge are conversant with these since the MES
Schedule, specifications are linked with those in the Indian Standards.
(h) All problems where satisfactory results have not been obtained are referred to research
institutions and their advice obtained, which should then be tried/decimated among the staff.
(j) Whenever specialist advice/service is employed, attachment of
MES staff for gaining experience should be a condition of the contract. Only suitable hands
are sent on such attachments.
(k) Subordinates are encouraged to write out reports on the works executed by them, which
should bring out the knowledge and lessons learnt by experience. Such reports are then
circulated along with comments of senior officers.
(l) For all large works, a site laboratory is maintained for testing materials at frequent intervals.
(m) Supervising staff is relieved from routine duties and paper work to the maximum extent
possible.
(n) In case of sample quarter, provision of a separate period of completion has already been
emphasised under the instructions issued vide E-in-C letter No 41000/E8 of 12/6/87 and this
should not be more than six months. In case of contracts concluded by CE, CWE’s approval
of the sample quarter should be obtained before GE communicates his approval in terms of
500
the contract provisions to the contractor. Once the sample quarter is approved it should
serve as a guide for the remaining work which will help in improving the quality of works.
Progress Reports
8. Quarterly progress reports are submitted to higher engineer authorities/appropriate HQ of the
defence force (who is the ultimate user) to apprise of the progress achieved during the quarter and
the position with regard to further development. The ‘aim’ of this report is to present a factual
knowledge on the basis of which decision relating to effectual intervention, diversion of resources
and further policy can be formulated. Detailed instructions on QPR are contained in the E-in-C’s
Br letter No A/00032/E2 Army/Tech Coord dt 30 Mar 88 given at Appendix ‘A’. A specimen form
Part I shows overall progress project wise and Part II shows details of sub item of AE/Contract.
9. Basis for a progress report must be settled at first. Percentage break down, building wise, or trade
wise should be formulated and circulated amongst all concerned for compiling progress reports .
10. Following mistakes are generally committed in preparing/compiling the progress report, which lead
to unnecessary confusion at higher levels:-
(a) Sl No/Job No. of the work is not given/misquoted.
(b) Name of the work does not clarify the type, scope and location of the work. ‘Name’ of a
work should specify the station, unit line and bring out correct type and scope of the work.
(c) Cost given does not correspond to amount administratively sanctioned.
(d) Percentage progress does not bear any relationship to actual conditions. Correct use of the
word ‘Nil’ and ‘Not applicable’ not made. Reference to event/milestone NOT made
wherever CPM net work has been prepared.
(e) Probable date of completion does not represent the original target date nor any reasons for
changing it, given in the remarks column.
(f) ‘Remarks’ column is not utilised for bringing out snags/difficulties or other points of interest
to higher authorities, e.g. details of planning programme, indent number of stores not
received.
11. Progress report must be compiled by the GEs and checked by CsWE before submission. A useful
guide to correct compilation is to compare the report with that of the previous quarter, which brings
out all cases of ‘no progress’ ‘insufficient progress’ and anomalies.
Inspection by GE
12. Reference should be made to precis on ‘Supervision of Works’ and ‘Duties of Garrison Engineer
which cover the subject matter. Duties of Engineer-in-Charge, Junior Engineers B/R & E/M
previously called Supdt B/R, E/M Gde I and Supdt B/R, E/M Gde II are given as per Appendix B,
C and D to Army HQ, E-in-C’s Branch letter No 41917/E2 (WPC) dated 4 Nov 77. Consequent of
redesignation E-in-C’s Br vide their letter No 41917/Pol/E2W(PPC) dt 02 Aug 99 have fixed the
duties of Junior Engineers. This letter has been incorporated as Annexure I to Appendix ‘C’.
13. A questionnaire for the guidance of GEs is attached as Appendix ‘E’. Aide-Memoire for technical
administration of contracts is attached as Appendix ‘F’ for guidance. If a GE attempts to answer
the questionnaire from personal knowledge, he will gain considerably in organising his inspection
of works.
501
Inspection by CWE/Senior Engineers Officers.
14. In addition to the standard and progress of works CWE/Senior Officer should examine the
following aspects of works:-
(a) Physical progress versus target timings.
(b) Financial progress versus budget allotments.
(c) Stores provisioning.
(d) Efficiency of site organisation.
(e) Snags and difficulties.
15. The following procedure has been found to be of advantage in organising such inspections:-
(a) Ask for a full brief from your office on the following points pertaining to the area to be
inspected:-
(i) Works recently completed/under construction in the area.
(ii) Reported hold ups with explanation from lower authorities and action
taken/proposed.
(iii) Un-explained hold ups with details.
(iv) Complaints from staff/user channels.
(v) Contractual difficulties and action taken/proposed.
(vi) Budget allotment for the area and proposed changes, if any.
(b) Hold a preliminary conference with the local official to discuss the points and get their side
of the story.
(c) Visit works, check physical progress, inspect standard of work and snags met with. Always
carry the most recent up dated CPM net work and compare the actual progress/planned
progress.
(d) Hold a final discussion and issue necessary instructions.
(e) Check with your own office on return and issue tour notes with suitable instructions to lower
authorities.
NOTE: Office staff should be asked to keep a watch on compliance of these instructions.
(f) Check on progress/compliance of instructions on next visit.
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Appendix ‘A’
Precis No 1594
(Refer para 8)
Copy of E-in-C’s Br AHQ New Delhi letter No A/00032/E2 Army/tech coord dated 30 Mar 88.
MONITORING OF PROGRESS OF ARMY WORKS
1. In order to streamline the monitoring of progress of Army Works at this Headquarters and to reduce
avoidable paper work at all levels, it has been decided that:-
(a) The format for the QPR, Part I for works sanctioned by Govt/COAS only costing upto 2.00
crores, Rs. 2.00 Crores to Rs. 5.00 Crores and for those costing above Rs. 5.00 Crores will
be as per Appendix ‘A’, ‘B’ and ‘C’ respectively.
(b) The format for QPR Part II for all works will be as per Appendix ‘D’.
(c) The format for statistical Quarterly Review Report for works costing between Rs. 2.00 lakhs
to Rs. 2.00 Crores, Rs. 2.00 Crores to Rs. 5.00 Crores and above Rs. 5.00 Crores will remain
the same as per Appendix ‘E’, ‘F’ and ‘G’ respectively. Separate figures for Married and
OTM Accn will be given as in vogue at present.
(d) The QPR on Govt power and Army HQs works only need to be sent to this HQ.
(e) Progress of lower CFAs works upto Command HQ will be monitored by Command CEs and
QPR distributed only upto Command HQ.
(f) QPR Part I and II for Govt Power Works and Army HQs works should be initiated at CE
Zones level under the signature of Chief Engineer or Offg Chief Engineer. Integrated
planning programme for all items/sub items of the project should be indicated including sub
items delegated to CWEs/GEs.
(g) QPR for works sanctioned by GOC-in-C and lower CFAs may be continued to be initiated
by respective CWE on new format and distributed upto Command HQs only. Part I need
only be sent to Staff authorities.
(h) QPR on new format must reach this HQ by 15th Jan, Apr, Jul, and Oct for respective
Quarters ending Dec, Mar, Jun and Sep in duplicate i.e. after closure of account for the
respective month.
2. Quarterly review Report will be compiled at this HQ based on above QPR for respective quarter
and submitted to QMG’s Br. Min of Def and Min of Def (Fin). Copies will be sent to Zonal CEs
for information.
3. The first QPR on above format along with statistical report as per para 1(c) for the Quarter Ending
Jun 88 should reach this HQ by 15 Jul 88 positively.
4. Brief history of the projects which are declared important and are closely monitored by Ministry of
Defence will be submitted by Zonal CEs in duplicate as soon as project is sanctioned and released
covering all aspects of the project as per Appendix ‘H’. This history sheet of the project will be
updated from time to time so that complete record is kept at Zonal level and this HQ.
5. The QPR and QPR on Army Works which were being submitted to this HQ earlier by Zonal CEs,
CsWE separately be dispensed with.
6. The QPR under the new format will be distributed by Zonal CEs as under:-
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(a) E-in-C (E2 Army) – 2 copies
(b) CE Command – 2 copies all appendices
(c) Respective CsWE – 2 copies
Chief Engineer Command will send one copy of part I only to their respective Command HQrs.
7. Some additional measures in monitoring of projects have been introduced vide E-in-C’s Branch
letter No 95533/POL/E2(WPC) dt 29 Spe 93.
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APPENDIX ‘A’
(Refer para 1(a) E-in-C’s Br letter No A/00032/E2 Army/Tech Coord dt 30 Mar 88)
PROGRESS OF ARMY WORKS SANCTIONED BY GOVT/COAS COSTING UPTO RS 2.00 CRORES FOR THE QUARTER
ENGINDING
PART I
Ser No Stn Name of Authority Value of Amou Date of Progress Financial Proposed ODC/
Work with date work in nt and commen Qr Physical During Running expdr PDc
of Lakhs year of cement ending percentage the Qr in expdr during
Remarks
approval release Lakhs upto the year
in
lakhs
1 2 3 4 5 6 7 8 9 10 11 12 13 14
Certified that all works sanctioned by Govt of India/ COAS costing upto Rs 2 Crores have been included in the report.
Chief Engineer
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APPENDIX ‘B’
(Refer para 1(a) E-in-C’s Br letter No A/00032/E2 Army/Tech Coord dt 30 mar 88)
PROGRESS OF WORKS (ARMY) COSTING RS. 2.00 CRORES TO Rs. 5.00 CRORES FOR THE QUARTER ENDING………….
PART I
FORMAT AS PER APPENDIX ‘A’
Certified that all works sanctioned by Govt of India
Costing Rs 2.00 Crores to Rs. 5.00 Crores have been included in the report.
Chief Engineer
……………………………………………………………………………………………………………………………………………………
…………………………………………………….
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APPENDIX ‘C’
(Refer para 1(a) E-in-C’s Branch letter No A/00032/E2 Army/Tech Coord dt 30 Mar 88)
PROGRESS OF WORKS (ARMY) COSTING ABOVE Rs. 5.00 CRORES QUARTER ENDING………….
PART I
FORMAT AS PER APPENDIX ‘A’
Certified that all works sanctioned by Govt of India costing
Above Rs 5.00 Crores have been included in the report.
Chief Engineer
507
APPENDIX ‘D’
(Refer para 1(b) E-in-C’s Br letter No A/00032/E2 Army/Tech Coord dt 30 Mar 88)
QUARTERLY PROGRESS REPORT (ARMY) MAJOR WORKS SANCTIONED BY THE QUARTER ENDING……………….
PART II
Stn Job No Name of Appx Percentage progress Overall progress PDC
work cost in B/R W/S E/M Drainage Rds Sew Furniture At the end AT the
lakhs of previous end of
and date Quarter present
Ser No
of Quarter
sanction/
release
1 2 3 4 5 6 7 8 9 10 11 12 13
1. INTEGRATED PLANNING OF
PROJECT
(a) WORKS COMPLETED
(i) CE’s contracts
(ii) CWE’s contract
(iii) GE’s contract
(b) WORKS IN PROGRESS
(i) CE’s contract
(ii0 CWE’s contract
(iii) GE’s contract
(c) WORKS UNDER PLANNING
(i) CE’s contracts Planning
Progremme
(ii) CWE’s contract DIT DRT
(iii) GE’s contract DIT DRT
DIT DRT
508
APPENDIX ‘E’
(Refer para 1(c) E-in-C’s Br letter No A/00032/E2 Army/Tech Coord dt 30 Mar 88)
STATISTICAL REPORT ON ARMY WORKS COSTING Rs. 2 LAKHS TO 2 CRORES FOR THE QUARTER
ENDING………….
Ser Command No of works Value of Total expdr Total Total %age Expder %age expdr
No works in upto end of allotment of expdr up expdr during during……of the
lakhs financial current year to in lakhs over current allotment for the
year in lakhs value of year in current year) Col
works lakhs Col 9 x 100
Col 7 – Col 5 Col 6
7 x 100
Col 4
1 2 3 4 5 6 7 8 9 10
Married……………………….
OTM…………………………
APPENDIX ‘F’
(Refer para 1(c) E-in-C’s Br letter No A/00032/E2 Army/Tech Coord dt 30 Mar 88)
STATISTICAL REPORT ON ARMY WORKS COSTING Rs 2 CRORES TO Rs 5 CRORES FOR THE QUARTER
ENDING…………..
FORMAT AS PER APPENDIX ‘E’
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APPENDIX ‘G’
(Refer para 1(c) E-in-C’s Br letter No A/00032/E2 Army/Tech Coord dt 30 Mar 88)
STATISTICAL REPORT ON ARMY WORKS COSTING Rs ABOVE 5 CRORES FOR THE QUARTER ENDING……………
FORMAT AS PER APPENDIX ‘E’
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APPENDIX ‘H’
(Refer Para 4 E-in-C’s Br letter No A/00032/E2 Army/Tech Coord dt 30 Mar 88)
BRIEF HISTORY OF THE PROJECT
(a) Name of work.
(b) A/A letter No and amendments, if any.
(c) List of salient items of works with amount.
(d) Release of funds with dates.
(e) A small layout plan for the project showing details of works.
(f) Brief history of the project highlighting bottlenecks, if any.
(g) Financial position of the complete project.
(h) Slippages in PDC be justified giving reasons in the following order, where applicable:-
(i) Delay in acquisition of land.
(ii) Changes in scope of works by users.
(iii) Changes in site layout by users.
(iv) FC cases.
(v) Shortages of cement and steel.
(vi) Risk and cost contracts.
(vii) Any other reasons.
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Appendix ‘B’
Precis No 1594
(Refer para 12)
DUTIES OF ENGINEER-IN-CHARGE
1. The Engineer-in-Charge shall be responsible for overall supervision and execution of all works
entrusted to him. He will be responsible to distribute the work to various Junior Engineers his
control in the best interest of the State and to ensure that they carry out the duties entrusted to them
efficiently. As regards the administration of contracts, his responsibilities shall be as laid down in
Regulations, Standing Orders, other orders/instructions TI’s General Conditions of Contract IAFW-
2249 and specific provisions made in the respective contracts. His duties on major works are
outlined as under:-
(a) It is the responsibility of the Engineer-in-Charge to furnish complete ground data through
his GE and take actions to remove any impediments in the form of sewers, water supply
lines, cables including underground and overhead lines and any other obstructions which
exist at site. Before a work order is placed, the Engineer-in-Charge will report to GE
whether there are any obstructions remaining at the site of work other then mentioned in the
contract, the clearance of which is the contractor’s responsibility. Prompt action will be
taken to remove the remaining obstructions.
(b) Soon after the work order is placed on the contractor and before work is begun, a CPM chart
and a time and progress chart based thereon shall be prepared to conform to the time stated
in the contract documents. These charts shall be got approved by GE and signed by the
contractor. The charts shall be kept upto date.
(c) Demand Schedule ‘B’ stores forthwith and arrange for timely procurement. He should have
effective control over issue of stores under Schedule ‘B’ with reference to progress of work
at the time of each RAR. Issue of cement against a contract must be completed before
preparation of final RAR.
(d) If T and P like Road Roller, Concrete Mixers etc., are to be issued by the department, these
should be arranged before hand and should be in running condition.
(e) In case the water is to be supplied by the department, arrangement should be made before
hand to supply the water from water points marked on site plan. Similarly for electric
power.
(f) Ensure that the contractor employs an Engineer possessing the requisite qualifications as his
agent to supervise the work and to receive instructions from the Engineer-in-Charge. In case
the contractor does not do so, he should report the matter to the GE.
(g) Check samples of various materials required for the work and approve or get approval of GE
as provided in the contract. Ensure that materials incorporated in the work are according to
samples approved.
(h) Ensure proper maintenance of site documents as laid down in E-in-C’s T.I. No. 23 of 1968.
Contract documents, complete set of drawings and any other documents required are to be
maintained.
(j) Thoroughly understand the contract specifications, various drawings and schedule of
finishes and see that the subordinates under him are also thoroughly conversant with them.
He should promptly bring to the notice of the GE any discrepancy in the contract documents
for clarification/decision by the accepting officer.
(k) Ensure that the contractor brings materials only from the specified sources.
512
(l) Determine, in consultation with GE, the various stages of work that are to be passed by
GE/Engineer-in-Charge and see that works passing register is accordingly maintained. He
should also ensure that adequate safety precautions are taken as applicable.
(m) Keep a close watch on the progress of work, availability of sufficient quantity of
contractor’s/Government stores, skilled/unskilled labour, T and P and equipment at site and
initiate timely notices to the contractor for speeding up the work/supply of materials as the
situation warrants.
(n) Bring to the notice of GE any hold ups in respect of Government stores and persistent slow
progress by the contractor.
(o) Put up proposals for deviations if any, with all relevant information and financial effect to
GE. Normally no D.O. will be placed on the contractor till the approval in principle is
accorded by the competent authority.
(p) Put up and recommend extension of time, if required.
(q) Obtain vouchers for proprietary articles and other materials procured by the contractor and
after due verification for correctness of source and samples approved by GE, deface them
suitably after recording in the MB the quantity received with their respective voucher
particulars etc.
(r) Bring to the notice of the contractor defective materials used or bad workmanship carried
out through suitable site orders specifying time for rectification and ensure implementation.
(s) Ensure that all defects pointed out by him and higher authorities are rectified satisfactorily
and make necessary re-endorsement on the work site order book.
(t) Check the work constantly, particularly on completion of various stages of work at which
they are to be passed and make entry in works passing register without delay. Similarly he
should also arrange to get such stages passed by GE if applicable.
(u) Ensure measurements of works are entered as the work proceeds, particularly for hidden
work and carry out requisite checks where Junior Engineers are authorised to record
measurements.
(v) Promptly forward to the contractor/AAO, USRs for store issued, statements of T and P
issued and other debits so that contractor’s account is maintained up to date in the
construction account and contractor can prepare RAR/final bill in time.
(w) Assist/prepare RAR/DO’s/Final bill, when the contractor is not in a position to do so.
(x) Before making out an RAR, make out a detailed priced estimate and a ‘yardstick’ based
there on laying down percentage assessment of various stages of work and get it approved
by GE. Check RAR/final bill and ensure that there is no over assessment of work done or
stores collected at site and no unintended benefit is given to the contractor. Payment for
contractor’s material at site should be controlled to ensure that the entire quantum of stores
(other than wastage) will ultimately be incorporated in the work.
(y) Ensure that site clearance is done properly before reporting completion to the GE.
(z) Promptly render completion certificate to the work/phase of work, as catered for in the
contract to GE.
(aa) Ensure that no contract conditions is violated in respect of labour code/safety
regulation/minimum wages act, rules for health and sanitary arrangements.
(ab) Correctly maintain the construction accounts not only in respect of expenditure incurred but
also with regard to liabilities incurred and contractors debits.
(ac) Ensure that the work is executed to a good standard of workmanship and finish compatible
with the specifications laid down in the contract. He may suggest deviations, if the
specifications are in serious disagreement with T.I’s of E-in-
C/CE and E-in-C’s Works Pamphlets.
513
(ad) Coordinate with users and GE promptly regarding alterations/additional requirements given
by users to avoid delay in execution/completion of job.
(ae) To enable GE and CWE to carry out periodical review to ensure proper administration of
contracts, periodical review reports as laid down will be submitted.
(af) Ensure that completion report ‘A’ is submitted within two weeks of the physical completion
of the work and Part ‘B’ as soon as the accounts are finalised within six months of Part ‘A’
unless there are inter dependent complicated cases.
(ag) Devise ways and means to utilise all unused Government stores or declare them surplus to
close the financial account of the project/work as early as possible.
(ah) Inspect the work just before the maintenance period is over and inform the GE all the
defects for issuing notice to contractor to rectify the defects.
2. During actual execution of work, the Engineer-in-Charge should pay personal attention to the
important stages of work and it will be his responsibility to satisfy himself that they are in order
before passing for commencement of the next stage of work. These are given below:
(a) Building and Road. Please refer to E-in-C’s Works Pamphlet Nos 1 and 12.
(b) External Services and E/M Work. As given in Works Pamphlets Nos 2,3, 4 and 6 and T.Is
as applicable.
(c) Furniture. As given in Works Pamphlet No 10.
(d) Government Stores in the Store Yard
(i) See that stores received are all stored in a orderly manner and protected from
deterioration.
(ii) Check at frequent intervals that receipts/issues are promptly accounted for.
(iii) Ensure that the stores yard meets the requirements as laid down in various standing
orders, and fire orders for security and safe custody of all Government stores and
contractor’s stores paid for in RAR’s.
(e) General
(i) The Engineer-in-Charge should keep a record of the problems encountered and how
these were solved, for compiling the project report.
(ii) He should acquaint himself with the publication by various National Engineering
Bodies like National Building Organisation, Central Building Research Institute, Central
Road Research Institute, Indian Road Congress and Indian Standards Codes of Practices on
the subject.
(iii) He should study the E-in-C’s Technical Instructions issued from time to time. Study
drawings, specifications, contract conditions and prepare a check list to subordinate staff.
Preparation of job oriented detailed check list of inspection of work is very important.
Study the tender documents forwarded for comments; study the site conditions and
feasibility of contract.
(iv) Engineer-in-Charge should acquaint himself with the local bye laws of the
Municipality or Electricity Board and Cantonment Board, if applicable.
(iv) CPM and/or T and P chart should be reviewed and up dated as and when required.
He will ensure that there is a coordination between execution of building
work/electric work to avoid hold ups or breaking of walls at a later stage. He should
set out the centre lines on the ground after having verified that the site and
orientation are correct and that there are no water or other mains or underground
cables on the site existing or proposed in future.
514
Appendix ‘C’
Precis No 1594
(Refer para 12)
DUTIES OF SUPDT B/R, E/M GDE I
Note: The duties of Supdt B/R, E/M Gde I as given in para 54 & 56(a) of MES Regulations have been
amended vide Govt of India letter No 97508/POL/E2 (WPC) dated 29 Sept 93.
1. The duties of Supdt B/R, E/M Gde I are primarily to assist the Engineer-in-Charge in all his duties
for execution of the works efficiently and in the best interest of the State. He will however, be
responsible for the performance of following duties in particular:-
(a) Prepare a CPM Net Work for the contract in consultation with the contractor and put up to
Engineer-in-Charge.
(b) Work out the requirement of Schedule ‘B’ stores and place demand for the same well in
time.
(c) Scrutinise contractor’s demands and issue stores as required for the work.
(d) Prepare USR account for the same.
(e) Have check on use of Govt stores like cement, steel and other proprietary articles etc. and
have proper record to reconcile stores used in relation to the work done.
(f) Assist Engineer-in-Charge in testing and approving samples of various materials to be
procured by contractor and ensure that all materials collected/incorporated in the works are
according to the samples approved by Engineer-in-Charge/GE. Maintain necessary records
for sampling, testing and approval of materials.
(g) Assist Engineer-in-Charge by having regular supervision with regard to quality of work and
ensure that the work is carried out properly as per contract.
(h) Maintain site documents as laid down in E-in-C’s Technical Instruction No 23 of 1968.
Measurement Book, Contract Agreement, Drawing properly and be responsible for their safe
custody. In case of leave/posting these will be properly handed/taken over.
(j) Be thorough with the contract specifications, drawings and schedule of finishes, promptly
bring to the notice of Engineer-in-Charge any discrepancy in specification, details etc, of
any items in various parts of the contract agreement for clarification/decision of Engineer-
in-Charge/higher authorities.
(k) Prepare works passing register as per instruction of Engineer-in-Charge and assist him in
and passing various stages of work. When each stage is ready to be passed, with his initials
to Engineer-in-Charge, for his final passing, except where he been made responsible for
doing so by the Engineer-in-Charge/GE.
(l) Scrutinise vouchers for various proprietary articles and other materials mentioned in the
contract and record the same in the Measurement Book. Put up to Engineer-in-Charge for
his check as defacing the vouchers.
(m) Inform the contractor promptly regarding defective materials collected or used/bad
workmanship carried out for immediate rectification and keep Engineer-in-Charge in
picture for issuing site order, if necessary. Watch completion of the rectification.
(n) Ensure proper use of Govt T and P and maintenance of Log Book.
(o) Inform Engineer-in-Charge about the completion of rectification/compliance of orders
issued in Works Site Order Book on due dates for endorsing suitably on the Work Site
Order Book.
515
(p) The measurement of all work as they proceed, particularly for hidden work and record them
in Measurement a Book. Get them checked by Engineer-in-Charge/GE early before they
are covered.
(q) Send to the contractor USR, statement of T and P issued and other details promptly.
(r) Assist/prepare RAR/final bill whenever due, taking care to assess the correct
quantity/quality of materials collected at site and work executed without giving any
unintended benefit to the contractor and put up to Engineer-in-Charge for his check.
Quantity for all stores paid for in RAR (less normal wastage) should be as required
ultimately for incorporation in the work.
(s) Inform the Engineer-in-Charge promptly regarding completion of the work of each phase as
already laid down in contract for rendering completion certificate.
(t) Assist the Engineer-in-Charge to exercise check in respect of labour code/safety
regulations/minimum wages act being adhered to by the contractor and ensure that they are
fully complied with.
(u) Assist Engineer-in-Charge to maintain the construction account properly not only in respect
of expenditure incurred but also be booking liabilities promptly in contractor’s account.
Keep all date required for present position/cash assignment etc.
(v) If T and P like Road Rollers, concrete mixers etc. are to be issued by the department the
same should be arranged earlier and should be in running condition. Break downs if any
should be attended to with least possible delay.
(w) In short do everything possible to assist the Engineer-in-Charge to execute the work with
good materials, workmanlike manner and good standard of finish compatible with the
specifications laid down in the contract. He will also be responsible for safety measures
required during the incomplete stages of work.
(x) Watch site clearance before initiating completion certificate.
2. In addition to the above duties he should pay particular attention to the following, during execution
the work and will be responsible to achieve the desired quality of work.
(a) Building works
(i) Ensure that layout of each building is done to correct dimensions and to square . See
that trenches in foundations are excavated to proper dimensions and the excavated soil
is dumped clear of the trenches. Check that anti-termite treatment is carried out
properly as specified.
(ii) Concreting in foundation should be done to proper width, depth and with proper mix.
It should be compacted well and be in level. Ensure that proper and sufficient curing
is done.
(iii) Marking for brickwork or masonry in foundations and plinth should be checked
before commencing brick/stone work.
(iv) Ensure that the return and refill at the sides of brick/stone work in foundation is done
properly with approved soil.
(v) See that the brick/stone work in foundation is executed with materials as per approved
samples and with proper mix and good standard of workmanship. The top of the
plinth should be in level.
(vi) See that DPC is laid to correct specification.
(vii) The work in superstructure should be carried out in a workmanlike manner. He
should ensure that line, level and plumb are maintained and curing is properly done.
Openings for positioning of doors, windows, ventilators, cupboards, shelves and other
fixtures are correctly provided.
516
(viii) Check joinery, trusses and various items of roof, timber for their correct dimensions,
quality of materials used and workmanship adopted and pass as instructed by
Engineer-in-Charge provided they are as per samples approved by him.
(ix) Before passing the brick work in superstructure check the height.
(x) See that the workmanship of the brick work/stone masonry is upto the standard with
particular attention to line, level and plumb.
(xi) Similarly check steel items like trusses, gates, holdfast etc. and approve if these are
according to the samples passed by Engineer-in-Charge as instructed by him.
(xii) Check and ensure that all reinforcement work is done as per contract specifications
and as shown on drawing.
(xiii) Check form work for all small works and articles like lintel etc. are positioned
correctly and see they are according to requirement etc.
(xiv) Ensure that the concreting is done with proper mix, water cement ratio, compaction
and in a workmanlike manner particularly to see that they are no line, level, plumb
and slope required. Ensure protection of concrete against and extremes of
temperature.
(xv) Check slopes of roofs and flooring, waterproofing of flat of and joining etc in pitched
roofs and gutters.
(xvi) Similarly concreting of all small works and articles should be properly checked with
regard to the mix, size, shape, laving, compaction and curing.
(xvii) Plastering should be done as laid down in specifications and as per sample approved
by Engineer-in-Charge. Before getting a sample of plastering approved see that the
sub surface is hacked out properly and plaster has the desired finish.
(xviii) Similarly ensure that work on flooring and various items of schedule of finishes are
executed as approved by Engineer-in-Charge both for quality and finish. Check
filling under the flooring with approved material and compacted as specified before
allowing sub base to be laid.
(xix) He should check frequently that his Assistant/Gde II whenever working under him
supervises properly while preparing concrete, mortar etc. particularly with regard to
their proportion and mixing.
(xx) Ensure that various schedule of finishes are done in the entire building, all as per
sample approved by Engineer-in-Charge.
(xxi) Ensure that roofing work is done to proper slopes and in a workmanship like manner
as per sample of roof approved by Engineer-in-Charge.
(xxii) Sanitary fitting should be checked with approved samples and purchase vouchers for
quality/finishes etc. Iron mongery, aluminium fittings, jointing to pipes should be
checked frequently for quality and workmanship.
(b) Road Work
(i) Keep correct data regarding ground levels, formations levels and other site
information required to assist Engineer-in-Charge.
(ii) Similarly see that the quality of workmanship followed for various items of work is
similar to the one followed in the samples of works approved by Engineer-in-Charge.
(iii) Measurement of materials including quality of boulders, stone metal, chips, sand
brought to the site should be got checked by Engineer-in-Charge.
(iv) Ensure that rolling/consolidation is properly done to the required levels of formation,
soling, water bound macadam, and premix carpeting as specified in the contract.
(v) Binding material like bitumen etc, should be applied/used as laid down in
specification with regard to the quantity, heating and application.
517
(vi) Ensure that the work is properly done to required, width, camber, gradient, super
elevation etc., and the surface is finished even and without waviness, depressions etc.
(vii) Inspect and pass foundation work for bridges /culverts.
(viii) Check RCC work in piers, beams and slabs including the points given under building
work as applicable.
(c) Sewage Works
(i) Ensure that ground levels and other particulars required are correctly taken and
furnished to Engineer-in-Charge.
(ii) See that the alignment, width and depth of excavations for pipes and manholes are as
per approved plans/directions of Engineer-in-Charge.
(iii) See pipes and other materials used are as per samples approved and are free from
cracks, breakage etc. before laying.
(iv) See that the pipes are jointed properly in workmanlike manner.
(v) See that the work is carried out properly as per drawings and specifications in respect
of concrete bedding, haunching, jointing of pipes, construction of man holes and
gullies.
(vi) See that every line and man hole is tested as specified before covering with earth.
(vii) Ensure that the refilling over the pipe is done only after sufficient curing and testing
are completed and with soft soil to prevent breakage of pipes.
Internal Electrification/Water Supply Works
3. (a) Prepare layout diagram for internal wiring/pipe line showing the location of all fittings and
fixtures and the same approved by Engineer-in-Charge, if such layout diagrams are not in the
contract.
(b) Check sample of each material whether it is according to the specifications in the contract and
put up to Engineer-in-Charge for approval.
(c) Ensure that all materials incorporated are as per samples approved by Engineer-in-Charge.
(d) Ensure that the work is executed according to layout diagrams and in a workmanlike manner
as laid down in contract.
(e) See that holes, recesses etc. made are filled properly and made good to match with the
surrounding.
(f) Properly carry out tests and ensure that the work executed is upto the required standard before
taking over.
External Electrification/Water Supply Services
4. (a) Ensure that the alignment of the services i.e. lines/mains etc. and location of each equipment
like transformers, valves, poles etc are fixed as per drawing.
(b) Ensure that sample of each material to be incorporated in the work is as per contract
specifications and put up to Engineer-in-Charge for approval.
(c) Ensure that the work is executed as per approved alignment and all materials incorporated in
the work are as per samples.
(d) See that the work is executed according to the contract specifications and drawings and in a
workmanlike manner.
(e) Check poles/towers for dimensions, quality in fabrication, methods of erection particularly for
depth underground and quality of concrete in foundation.
(f) Similarly test check pipes for dimensions and quality. Ensure that they are free from cracks
and laid and jointed properly with sufficient jointing materials and laid down in contract.
518
(g) Ensure that the work is properly tested as provided in the contract and meets all requirements
mentioned therein.
(i) Ensure that the work is carried out with required skilled labour and all safety precautions are
compiled with a provided in the contract, Indian Electricity Rules and Safety Codes.
Furniture Supervisor B/S Gde I will be responsible to-
(a) Check samples of each type of furniture for quality for timber, dimensions of various
materials used, workmanship adopted in jointing and finish. Put up to Engineer-in-Charge for
approval by the GE.
(b) Ensure that each article is made of proper seasoned timber and the finished dimensions are
according to contract/drawing.
(c) Similarly see that items of furniture requiring GI/MS sheet or iron articles etc. are made with
proper size/gauge of materials as provided in the contract.
(d) Check and pass at least 50% of each article as directed by Engineer-in-Charge if they are
according to contract and samples approved by Engineer-in-Charge. It should be ensured that
100% check of each item is carried out between Engineer-in-Charge and Supervisor B/S.
(e) Ensure that each member of the articles is free from serious defects like bad knots, cracks etc
which will result in early breakage of the articles.
519
Appendix ‘D
Management Department
DUTIES OF SUPDT B/R, E/M GDE II
Note: Supdt Gde I and II now merged as JE.
1. The duties of Supdt B/R, E/M Gde II are primarily to assist the Gde I carrying out his duties
efficiently and in the best interest of the State. In case, he is working directly under Engineer-in-
Charge his duties shall be as specified for Supdt B/R, E/M Gde I. The important duties of Supdt
Gde II when he is assisting Gde I are listed hereunder:-
(a) To ensure that the Govt Stores collected from the stores are brought to site, stacked and
stored properly by the contractor.
(b) To see that the Govt stores are incorporated in the work properly.
(c) To ensure that contractor’s materials collected at site are as per samples approved by
GE/Engineer-in-Charge.
(d) Should collect daily all information required for maintenance of site documents like works
diary, materials testing register etc.
(e) Should keep proper record showing Government materials and proprietary articles collected
and incorporated in work.
(f) To see that the joinery/fittings and fixtures are fixed properly and with required number and
type of screws, nails etc.
(g) Ensure that bricks are well soaked and laid with mortar when they are wet.
(h) Ensure that the thickness of joints in masonry is not exceeded.
(i) To see that the requisite bond stones are provided in the masonry and joints are properly
filled up without leaving any voids and proper bonds are adopted as specified in the
contract.
(j) To see that raking out of joints is done to proper depth and width.
He should maintain close supervision on the work at every stage and ensure that the work is carried out
according to approved samples/conditions of contract. He should immediately bring to the notice of his
next superior authority about any willful negligence on the contractor to carry out the work as specified.
520
Annexure I to Appx ‘C’
Precis No 1594
(Refer para 12)
Tele: 3019646 Dy Dte Gen of Works (PPC)
Engineer-in-Chief’s Branch
Army Headquarters,
Kashmir House,
DHQ PO New Delhi – 11
41917/Pol/E2W (PPC) 02 Aug 99
E-in-C’s List ‘A’ & ‘B’
DUTIES OF JUNIOR ENGINEERS
1. Reference Govt of India, MOD letter No PC 90237/4603/EIC (Legal)/1993/D (Works) dated 25
Apr 1996 and Govt of India, MOD Letter No PC 85605/RR/.B&R I & II/CSCC/2742/D (Works)
dated 09 July 1999 circulated vide E-in-C’s Br letter No 85605/RR/B&R I&II CSCC dt 27 July
1999.
2. Under MOD letter dated 09 Jul 99, the Supdts B&R Gde I/II and Supdts E&M Gde I/II and
Surveyor Assistants Gde I/II have been redesignated as Junior Engineer (Civil), Junior Engineer
(Electrical and Mechanical) and Junior Engineer (Quantity Surveying and Contracts) respectively in
the following three grades:-
(a) Entry Grade - Rs 5000-8000
(b) After 5 Years - Rs 5500-9000
(c) After 15 Years - Rs 6500-10500
3. As per MOD letter dated 25 Apr 96 the duties of Supdts/Surveyor Assistants in three grades are
same in their respective categories.
4. Consequent to redesignation mentioned above, duties of Junior Engineers in MES are fixed as
under:-
(a) Junior Engineer (Civil)
Same as those of Supdt B&R Gde I as laid down in para 53 and Table ‘M’ of RMES.
(b) Junior Engineer (Electrical & Mechanical)
Same as those of Supdt E&M Gde I as laid down in para 54 and Table ‘M’ of RMES.
(c) Junior Engineer (Quantity Surveying and Contracts)
(i) General: To take off quantities, prepare estimates, squaring and abstracting
dimensions, and pricing and moneying out of bills of quantities. He may also be required to
take measurements of small services and to carry out such other technical duties relating to
contracts and bills as he may be directed to perform.
(ii) JE (Q&C) Posted in GE’s Office:
(a) Prepare tender documents (except specifications and drawings) for works
services within GE’s powers for entering into contract.
(b) Technically check all deviation orders, rates and contractors bills before
payment and muster rolls after payment.
(c) Carry out such other technical duties relating to contracts and bills as he may
be directed to perform.
(iii) JE (Q&C) Posted in CWE/CE’s Offices: Duties as laid down in
table ‘N’ of RMES.
521
Note 1: Where a JSW/ASW has been posted in a GE’s office a JE (Q&C) shall assist him in
carrying out the tasks given above.
Note 2: If no JSW/ASW is posted in GE’s office the Senior most JE (Q&C) in the GE’s
office will be in charge of Contract Section (E8) and other JEs (Q&C) will assist him in carrying
out the tasks given above.
5. A Junior Engineer appointed in the entry grade may not be given independent duty during his
probationary period and may be asked to assist other Junior Engineers in performance of their
duties at the discretion of his Controlling officer.
6. Action to amend MES Regulations is being taken separately.
Sd/-x-x-x
(SN Gupta)
Addl CE
Offg DDGW (PPC)
Internal:-
TS to DGW E2 (S&C) E2 (Air)
E-Coord E2(Navy & DP) E4 (U)
E1C E2 (Design) E6
E1D E2 (Army) E8
522
Appendix ‘E’
Precis No 1594
(Refer para 13)
QUESTIONNAIRE FOR GE
1. Stores
(a) Has the basic list of stores been prepared both by the department and the contractor?
(b) Has provisioning action been taken with regard to stores and plant to be issued to the
contractor under Schedule ‘B’ and ‘C’?
(c) Are the actual lists of stores issued to contractors being correctly maintained?
(d) How do you deal with any discrepancies between the theoretical list of stores required for a
work and the actual stores issued to the contractor?
(e) What percentage of stores do you and contractor have on site before work starts?
(f) Are you receiving from SDOs all information necessary for the linking and auditing of
vouchers and ledgers?
(g) Do you visit your SDOs stores frequently?
(h) Do you periodically check stores accounting register and documents?
2. Inspection of Works
(a) Do you have copies of the following E-in-C publications and instructions:-
(i) Hints for offices and others engaged in supervision of works.
(ii) Hints for overseers employed on Concrete Works.
(iii) Hints for overseers employed on Road Work.
(iv) Hints for overseers engaged on Supervision of Work.
(b) Have they been circulated to all concerned?
(c) Are these always on site of work:-
(i) Copy of specifications.
(ii) Copies of drawings.
(iii) Works site order book
(iv) Works diary.
(d) Do all officers and subordinates carry note books?
(e) Do subordinates carry the necessary tool bag to check work?
(f) Do craftsmen have the necessary tools to carry out work and check workmanship?
(g) Do contractors sign all entries in the work order book?
(h) Are works not upto specification invariably rectified?
(j) Are measurement taken as works proceeds?
(k) Are Time and Progress Charts CPM net works prepared, agreed to and signed by the
contractor before work starts?.
(k) Do you maintain photographs of important phases of construction?
(l) With regard to maintenance works:-
(i) Are quarterly inspections carried out in accordance with RAI?
(ii) Are your repair programmes based on these?
(iii) Do all units QMs keep a Repair Book?
(iv) Are repairs requisitioned on IAFW-1817 really urgent?
(v) Are repairs mostly ordered on TC or carried out through contract?
(vi) Are you prompt in preparation of barrack damages and their recovery?
523
General Advice
(a) Keep to regulations in all matters. In this way your difficulties will decrease and your work
potential will increase.
(b) Continually try to cut down paper work and correspondence to the minimum.
(c) Run your office efficiently. Duties and responsibilities of your officers and subordinates should be
clearly and definitely laid down. This will increases your work capacity.
(d) Ensure that all documents and records are maintained correctly and up-to-date and are periodically
checked.
524
Appendix ‘F’
Precis No 1594
(Refer para 13)
AIDE MEMOIRE FOR TECHNICAL ADMINISTRATION OF CONTRACTS
First review after expiry of one month after the contract was concluded. (A)
Date of Review……………………………….
(a) CA No and Year
(b) Name of Work
(c) Name of Contractor.
(d) Name of GE.
(e) Name of Engineer-in-Charge.
(f) Date of Contract concluded.
(g) Date of Commencement.
(h) Due date of Completion.
1. Stores
(a) Has the stores list issued by the Accepting Officer been checked by the GE?
(b) Has any discrepancy in the quantity shown in the stores list been detected? If so, has the GE
intimated the discrepancy to the Accepting Officer?
(c) With reference to the stores list issued by the Accepting Officer give a statement under a
separate Appendix showing position of stores in the following form:-
(i) Serial No.
(ii) Description of Item.
(iii) Quantity required.
(iv) Date demand placed and quantity.
(v) Date store released and quantity released.
(vi) Quantity received by the GE till the date of review.
(vii) Quantity still outstanding.
(d) Are there any hold ups in the work due to non issue of any store? If so, give details and
state briefly action taken to resolve the hold up (such as release of alternatives or
suggestions for change in design etc).
2. Handing over Site of Works
(a) Have all sites been handed over on due dates? If not site of which buildings/works are not
yet handed over and reasons for it. Anticipated date by which the sites for balance of items
will be handed over.
(b) Have all buildings been sited in accordance with the layout plan forming part of the contract.
If nay changes were necessary due to site conditions has the accepting officer been kept
informed.
(c) If revised siting involves change in the block arrangement/grouping of buildings, has a
revised site plan been prepared and sent for approval of the accepting officer.
3. Time and Progress Chart /CPM Net work
Has time and Progress chart/CPM net work been drawn up by the GE in agreement with the
contractor and if so, has copy of the same been sent to E8 Section of CE’s Office? (Give Ref to
letter under which sent).
525
4. Samples
Confirm that contractor was ordered in writing to produce samples in respect of important materials
and iron mongery fittings etc., and that these have been approved.
5. Order against Provisional Items
(a) Have orders for provisional items like roads, fencing etc., been placed on the contractor?
(Give Work Order No and date) if not, why not?
(b) Anticipated date when these work orders will be placed?
(c) Have order for items including PC Sumps been placed? (Give Work Order No and date)
6. Issue of Tools and Plant
(a) Confirm that all issues of Govt tools and plant are covered by proper USRs.
(b) Are there any items of Govt Tools and Plant not covered by Schedule ‘C’ of contract issued
to contractor and if so, why?
(i) Has approval of the accepting officer been obtained and rate of issue fixed?
(ii) Has necessary amendment to contract been initiated? (Give ref)
(iii) Has there been any hold ups in the work due to non issue of Govt T & P or break
down of T & P and if so give details and state briefly action taken to resolve the hold ups.
7. Layout of Wiring, Pipe and Sanitary Fittings Etc.
Have the layout of wiring and internal water supply piping been prepared and given to contractor so
that he can carry out the necessary preliminary work as the masonry work progresses.
8. Designs
Confirm that the design in respect of buildings has been scrutinised (including items not yet started
by the contractor) and that there are no hold ups likely to occur/no changes likely to be necessary
from users point of view.
9. Special items (applicable to contractors for Road Work/Runways/Taxi Tracks).
Confirm that at the beginning of the job experiment was made to ascertain the quantity of
cement/bitumen required for the work in accordance with the contract specifications and that the
results have been recorded and materials are being issued to contractor on that basis.
……………………………………. ………………………………………….
Signature of Engineer-in-Charge Signature of Garrison Engineer
Date…………………. Date……………………..
Points for Completion by SW in CE’s Office
Have special points noted while drafting the contract been brought to the notice of GE/CWE?
526
Appendix ‘F’ (Contd)
Precis No 1594
TECHNICAL ADMINISTRATION OF CONTRACTS
Second review after expiry of 50% contract period. (B)
Date of Review………………..
(a) CA No and Year.
(b) Name of Work.
(c) Name of Contractor.
(d) Name of GE.
(e) Name of Engineer-in-Charge.
(f) Date of Contract concluded.
(g) Date of Commencement.
(h) Due date for Completion.
1. Deviation Orders
(a) State number of deviation orders approved in principle by the:-
(i) Accepting Officer.
(ii) CWE.
(iii) GE.
(b) State number of DOs initiated and ordered on the contractor in respect of (a) (I), (ii) and (iii)
above.
(c) State number of deviation orders issued in the proper form in respect of (a) (I), (ii) and (iii)
above.
(d) Number of deviation orders yet to be issued in the proper form in respect of (a) (I), (ii) and
(iii) above.
(e) Anticipated date by which deviation orders on proper form expected to be issued in respect
of (d) above separately for (a) (I), (ii) and (iii).
(f) State number of deviation orders (out of (c) which have been received by AAO after audit
by CDA.
(g) Does additional work ordered as deviation require increase in completion period and if so
how much?
2. Special Rates
(a) Number of DOs involving preparation of special rates and number of special rates involved.
(b) Number of special rates framed and accepted by contractor.
(c) Number of special rates yet to be prepared.
(d) Anticipated date by which special rates will be framed and settled with contractor, in respect
of (c).
(e) Confirm that vouchers produced by contractors in support of special rates, PC Sums etc.,
have been verified by GE/SW/ASW and certified copies of it kept on record for reference at
a later date.
3. Issue of Stores
(a) With reference to the stores list issued by the Accepting Officer, give a Statement showing
position of stores for each item of store under a separate Appendix on the following form:-
(i) Serial No
(ii) Description of items.
527
(iii) Quantity required.
(iv) Date Demand placed.
(v) Date store released.
(vi) Quantity received by the GE.
(vii) Quantity still outstanding.
(viii) Remarks, if any.
(b) Confirm that all issues of Govt stores have been covered by proper USRs and that they have
been accepted by the contractor.
(c) Are there any items of Govt stores not mentioned in Schedule ‘B’ of contract issued to
contractor during the currency of contract and if so:-
(i) Has approval of the accepting Officer been obtained and rate of issue fixed?
(ii) Has necessary amendment to contract been initiated ? (Give ref).
(d) Have there been any hold ups in the work due to non issue of any store? If so, give details
and state briefly action to resolve the hold ups.
4. Issue of Tools and Plant
(a) Confirm that all issues of Govt tools and plants are covered by proper USRs.
(b) Are there any items of Govt T & P not covered by Schedule ‘C’ of contract issued to
contractor and if so:-
(i) has approval of accepting officer been obtained, and rate of issue fixed.
(ii) has necessary amendment to contract been initiated? (Give ref).
(iii) have there been any hold ups in the work due to non issue of Govt T & P or break
down of T & P and if so give details and state briefly action taken to resolve the hold ups.
5. Issue of Electric Power Connection
(a) Confirm that if such an issue is covered by conditions of contract, proper record has been
maintained of the current consumed and recoveries effected from contractor.
(b) If such an issue is not legislated for in the contract, has any action been taken to give
connection to the contractor and if so:-
(i) what is the rate charged?
(ii) Is the transaction regularised?
6. Progress of Work
(a) Is the contract running according to the time Schedule?
(b) If not, state the approximate period of delay that has occurred. What are the causes of delay?
(c) What action has been taken to eliminate delays?
7. Measurement of Work
(a) What is the percentage of work against provisional items completed by contractor?
(b) What percentage of (a) has been recorded in M.B.?
(c) If all provisional work already completed has not been measured and recorded state reasons
for delay.
(d) State anticipated date by which measurements will be completed.
(e) Has contractor accepted all the measurements or have any disputes arisen and if so how it is
proposed to resolve them?
(f) Has GE checked 5% measurements?
8. Claims by Contractor/Claims of Govt
(a) Has contractor raised any points which may be in the nature of claims and which have to be
referred to accepting officer?
528
(b) If so has action been initiated to refer these points to accepting officer with your comments?
(Give ref).
(c) Have Govt (including ADGTE’s Dte) raised any claims and if so give brief
particulars/references.
(d) Mention the present position with regard to settlement of claims vide (c) above.
9. Works Site Order Book and Works Diary
(a) Have orders by the Engineer-in-Charge/GE etc, in the works site order book checked to
ensure that they refer merely to day-to-day transactions pertaining to acceptance /rejection
of works and that there are no orders in the nature of a deviation order.
(b) If latter are noted, has action been initiated to obtain sanction of appropriate authority and
issue of proper deviation order on the form prescribed?
(c) Confirm that works diary has been correctly maintained and is up-to-date.
10. Payment of Account
(a) Confirm that monthly statement of account in terms of E-in-C’s letter No 26364/E8 dated 24
Aug 56 has been sent to contractor and acknowledged by him.
(b) Confirm that debit statement with regard to recoveries for T & P have been checked by
AAO weekly with reference to Log Books and if not why not?
(c) Are there any items of debits to which contractor has objected and if so action taken to
resolve the dispute.
(d) Are monthly payments on account (RARs) paid to contractor promptly. State average
number of days taken to pay RAR after its receipt from contractor (including check by JE
(QS&C/SW).
…………………………………… ……………………………………..
Signature of Engineer-in-Charge Signature of Garrison Engineer
Date. ……………….. Date……………….
Additional Items to be Checked in CE’s Office
1. Have important deviation orders which are likely to effect future contracts been entered in register
kept for this purpose?
2. Have progress reports received from E2 section been scrutinised to check with the progress
originally mentioned in T & P Charts?.
529
Appendix ‘F’ (Contd)
Precis No 1594
TECHNICAL ADMINISTRATION OF CONTRACTS
Third review when contract is 90% complete (or about one month before due date of completion . (C).
Date of Review……………………
(a) CA No and Year.
(b) Name of Work.
(c) Nature of Contractor.
(d) Name of GE.
(e) Name of Engineer-in-Charge.
(f) Date of Contract concluded.
(g) Date of Commencement
(h) Due date of completion(including extensions).
NOTE: Sl Nos 1 to 10 under ‘B’ to be repeated and replied again.
11. Additional Questions to be Answered – Amendments to Contract
Have all amendments that may have been necessitated to on account of:-
(a) Changes in siting.
(b) Issue of additional alternative Govt Stores.
(c) Issue of electric power connection.
(d) Issue of additional T & P, been regularised and amendments signed by both parties issued
(give dates).
12. Government Stores
Has a review of issue of Govt store been taken after accounting for works added or omitted through
deviation orders and the list of stores initially sent by accepting officer amended suitably.
13. Claims of Contractor
Confirm that all claims raised by contractor have been sorted out and matters requiring decisions by
accepting officer have been referred to him (give reference).
If not, briefly action taken/being taken to resolve outstanding issues raised by contractor. Indicate
clearly with whom action rests.
…………………………………………………. ………………………………
Signature of Engineer-in-Charge Signature of Garrison Engineer
Date…………………………. Date…………………………
530
Appendix ‘F’ (Contd)
Precis No 1594
TECHNICAL ADMINISTRATION OF CONTRACTS
Fourth review after 2 weeks after completion of contract (D)
Repeat replies to questions vide ‘B’ and ‘C’.
Replies to following additional questions to be also given:-
Date of Review……………………
1. Has proper completion certificate been issued to contractor in writing mentioning the minor defects
to be rectified by him? (Give ref and date).
2. (a) Confirm that measurement in respect of all provisional items have been completed.
(b) If not what is the percentage yet remaining to be measured and state anticipated date by
which they will be completed.
(c) Confirm that GE has completed his percentage check of the measurements if not why not?
(d) State date by which priced abstracts will be completed and sent to contractor to enable him
to submit his final bill.
3. Statement of Accounts
Confirm that statement of accounts has been completed and a copy sent to contractor to enable him
to submit his final bill. If not, probable date by which it will be sent.
4. Special Rates
(a) Confirm that all special rates have since been framed.
(b) If not, state reasons for hold ups and date by which expected to be prepared and accepted by
contractor.
5. Issue of Stores
(a) Have any over issue of stores come to light?.
(b) If so, has contractor been notified in writing about it?
(c) Probable date by which points arising out of over issues/under issues likely to be settled.
6. Claims by Contractor
(a) Confirm that decisions of appropriate authority with regard to contractor’s claims have been
received and conveyed to contractor.
(b) If not have the authorities concerned been reminded (Give ref.)
7. Deviation Orders
Have important deviation orders (mainly pertaining to changes in design) been brought to the notice
of higher authorities so that designs/drawings could be amended for future contracts.
8. Confirm that notices claiming, compensation for delay were served to the contractor immediately
after due date of completion.
9. Statistics/Technical Data
Have statistics which refers to useful technical data been compiled such as, output of road rollers,
output barber green equipment, output of concrete mixers etc.
10. State anticipated planned date with regard to following:-
(a) Receipt of final bill from contractor.
(b) Date final bill expected to be sent by Engineer-in-Charge to JE (QS&C) of GE.
(c) Date GE expected to forward bill to SW for Technical Check.
(d) Date by which bill will be sent by GE to AAO.
………………………………………. ………………………………
Signature of Engineer-in-Charge Signature of Garrison Engineer
Date………………………… Date………………………
531
Precis No 1595
Management Department
DUTIES OF GARRISON ENGINEERS
Introduction
1. Next to the Sub Divisional Officer is the Garrison Engineer (GE) was is equivalent to an Executive
Engineer in PWD and is incharge of a normal works division or a large project.
2. This precis deals with the duties of a Garrison Engineer as applied to works services. Detailed
duties are given in Table F, MES Regs (1968).
Functions
3. A GE has to perform the following functions:-
(a) He is over all incharge of all functions performed by MES within his jurisdiction.
(b) He is technical adviser to the Commander (s) of the defence forces/officers incharge of
allied departments in his area.
(c) He is the local representative of CWE on all matters.
(d) He is an executive engineer of Cantonment and acts as ex-officio members in class I/II
Cantonments (dealt with in subsequent precis).
Duties of GE
4. Responsibilities of engineer executive are laid down in para 30 MES Regs. In carrying out these
duties a GE should have ‘Efficiency’ and ‘Economy’ as his watchwords.
5. As incharge of a division/project, GE is responsible for the following:-
(a) Efficient execution of all original works, maintenance/proper repair of buildings, roads,
airfields, E/M installations including plant, machinery and other structures.
(b) Proper and economic expenditure of funds allotted to him.
(c) Observance of technical procedure in connection with orders placed by him on contractors,
payments of bills arising out of such orders.
(d) Maintenance of construction accounts upon which the system of accounting for engineer
services is based.
(e) Periodical inspection of buildings/installations and action resulting from such inspections.
(f) Assessment of barrack damages and their recovery.
(g) Arrangements for the procurement of stores, plant and equipment in accordance with laid
down procedure.
(h) A rate preparation of drawings and estimates.
(j) Execution of works in accordance with specifications and obtaining high standard of work
acceptable to modern engineering practice.
6. He is assisted in his duties by Assistant Garrison Engineers, Sub Divisional Officers (AEs and JEs)
and Barrack Stores Officer (BSO), besides other subordinate establishment. He allocates definite
duties, powers and responsibilities to these officers so that they may acquire the knowledge of
experience necessary for charge of a Division and to avoid multitiered work.
7. Points to be ensured in carrying out these duties have been dealt with in Precis pertaining to the
relevant subject matter. A Garrison Engineer’s performance is judged by his grasp of all matters
affecting MES functioning, efficient administration and control over personnel, capacity of
foreseeing/sorting out snags and rendering effective and efficient service to the defence forces and
allied departments.
532
Precis No 1596
Management Department
RESPONSIBILITIES OF SUB DIVISIONAL OFFICER
Introduction
1. Sub division constitutes the lowest organisational unit in MES and the Sub Divisional Officer
(SDO), charged with MES functions in a sub division, is a vital link in the chain of control.
2. This precis summarises the functions and responsibilities of a SDO i/c a sub division.
Functions
3. SDO of an area is charged with the following functions pertaining to this jurisdiction:-
(a) He is the custodian of all defence property in the area. He is responsible for maintaining up-
to-date records of all assets.
NOTES: (1) Certain lands belonging to Ministry of Defence are vested in Defence Estate
Officers.
(2) Responsibility for custody of factory buildings lies with Factory authorities.
(b) He is responsible for operating/maintaining essential supply services e.g. water supply and
electricity.
(c) He is responsible for carrying out repairs and keeping defence structures/assets in a sound
and habitable state.
(d) He is responsible for executing work services for the three arms of service and allied
departments located in his area.
NOTES: He may be called upon to execute deposit works/agency services on behalf of private
parties/other departments.
(e) He is responsible for keeping accounts of works expenditure.
(f) He acts as engineer adviser to Commander of the defence forces in his area within
limitations laid down by the GE/CWE/CE.
4. In carrying out these functions, he takes orders from the local commander and superior engineer
authorities as under:-
(a) Local Commander. MES formations come under the general administration of the local
commander and take his orders on all his orders on all station matters e.g. security,
discipline, fire arrangements.
(b) Superior Engineer Authorities. On all matters relating to organisation, utilisation of
resources and provision of services, orders are received through engineer channels). In this
connection relation between the staff/engineers (dealt with in Precis on “Organisation”)
should be clearly understood.
Executive Responsibilities
5. Detailed responsibilities of a SDO (Engineer-in-Charge) are dealt within subsequent paras.
Detailed responsibilities relating to E/M installations, revenue, accounting, cantonment board have
been dealt with in precis on relevant subjects.
6. Responsibilities Towards Execution
(a) General
(i) to prepare estimates and drawings (including revised estimates) of works, when
called upon to do so.
(ii) to indent for stores required for the works.
(iii) to plan and arrange for an efficient site organisation.
(iv) to execute/supervise constructions,
(v) to keep/finalise accounts of expenditure.
533
(vi) to submit repots/returns relating to works services e.g. progress reports, expenditure
returns.
(vii) to submit completion reports.
(viii) To amend records of structures where necessary.
(ix) To prepare completion drawings, PSMBs and other records.
(b) Contract Works (Additional to (a).)
(i) to arrange for contracts within his powers and to supply necessary
information/details to GE for other works.
(ii) to issue stores to contractor on proper receipts.
(iii) To hand over site duly marked, and issue work order.
NOTE: Site of Work, includes land, buildings, services, fittings and fixtures; generally
furniture is not included.
(iv) to finalise Bar Chart/detailed CPM net work.
(v) To issue orders on contractor on all matters within his competence (dealt within
precis on ‘Contract Procedure’) and report other such points to GE for action.
(vi) To issue deviation orders where necessary.
(vii) To arrange for running advance payment.
(viii) To take over the completed structures and hand over to the user.
(ix) To note and order rectification of defects during maintenance periods.
(x) To submit report on contractor’s performance.
(c) DEL Works (Additional to (a).)
(i) to prepare muster rolls and get them sanctioned.
(ii) to employ/organise labour for executing works.
(iii) To check on attendance/output and quality of work.
(iv) To arrange for payment to labour.
7. Responsibilities Towards Repairs
(a) to keep records of property under his charge up-to-date.
(b) to inspect the property as often as possible to attend demands from units and execute the
repairs.
(c) To carry out periodical services.
(d) To take immediate action on break downs of service and in case of dangerous structures.
(e) To inspect, assess and charge barrack damages,
(f) To ensure proper drainage of the area under him.
(g) To carry out handing/taking over and safeguard vacant buildings.
1. Responsibilities Towards Accounting of Stores and Funds
(a) to ensure proper appropriation of funds and stores.
(b) To arrange safe custody and preservation of all the stores.
(c) To render proper accounting of issues and balances.
(d) To carry out quarterly checks of the balance in stock.
534
Precis No 1597
Management Department
FINALISATION OF WORKS PROJECTS
Introduction
1. With the physical completion of a project, MES discharges its first and foremost function of
providing service to the user. But this does not signify cessation of all activities in respect of the
work service, which has to be wound up in accordance with the laid down procedure.
2. This precis deals with the stage of ‘Finalisation’of a works project executed through contract
agency.
Likely Tasks
3. Likely tasks carried out after physical completion of a works project are categorised under the
following heads:-
(a) Relating to accounting completion reports.
(b) Relating to physical custody of assets.
(c) Relating to store/equipment arranged for the work.
(d) Relating to finalisation of contracts
(e) Relating to post audit checks.
(f) Relating to records.
(g) Miscellaneous.
4. Likely tasks are detailed in Appendix ‘A’. Actual tasks to be carried out would depend upon the
type of the work, arrangements made for execution and mode of settlement of disputes, if any.
Detailed procedure relating to accounting, stores, equipment, contracts, post audit checks is dealt
with elsewhere. Only main points are dealt within subsequent paras.
Completion Report (CR)
5. completion report is the medium through which intimation of physical/financial completion of a
project is sent to higher authorities. The report is initiated by the SDO, checked by GE and
forwarded to CWE through AAO, wherever necessary.
6. Performa for the report is attached at Appendix ‘B’. It is divided in two part (A & B).
7. Immediately after physical completion, part A of the report is filled in and submitted to the engineer
adviser of CFA through engineer channels. After being noted, the reports are sent to GE direct for
completing Part B.
8. Part B is completed after finalisation of accounts and report resubmitted through engineer channel
to engineer adviser of a CFA. CR is finally recorded in the GE’s office and that of engineer adviser
to CFA. (Para 35 of WP).
9. While submitting completion reports, following points must be ensured:-
(a) When Part A is being submitted:-
(i) the work is physically completed in all respects,
(ii) all rectification’s have been carried out.
(iii) No supplementary work is proposed/under sanction.
(iv) Estimated amount of liabilities includes all definite charge responsibilities for
expenditure incurred have been cancelled and those still outstanding represent of the
cost of commitment reasonably.
(v) The report is routed through the AAO of the GE.
535
(b) When Part B is being submitted:-
(i) accounts have been finalised,
(ii) no dispute is still pending, which will involve expenditure chargeable to work
service.
(iii) Transactions with civil bodies, Govt and other Institutions have been finalised.
10. The normal time lag between submission of Part A and completion of Part B is six months. During
this period it must be ensured that all records (dealt within relevant precis) have been brought up-
to-date.
Accounting
11. Accounting is dealt within Precis 1563.
Physical Custody of Assets
12. Assets should be taken over from the contractor with reference to contract documents. Detailed
inventories of fittings and fixtures should be made out before and handing/taking over conducted on
the basis of these inventories.
Handing/Taking over of completed projects between GE (Project/construction) and GE
(Maintenance)
13. In a station where GE (Projects) and GE (Maintenance) exist with their function well defined. GE
(P) will take over newly completed assets from the contractor and simultaneously hand them over
to GE (Maintenance) and Users for further upkeep and maintenance.
Both GE’s will have to discharge their parts of responsibilities particularly covering the defects
liability period of the contract. Further, day-to-day maintenance/petty repair, records of structures
(Completion of PSMB’s, RMB’s, layout plans, road register, records of E/M installation etc) and
electric supply, rectification of defects etc form bulk of such responsibilities. Exhaustive
instructions are contained in E-in-C’s Br AHQ policy letter No 14/E2 WPC/86 circulated under E-
in-C’s Br letter No 61642/pol/E2 (WPC) dt 20 Nov 86. These instructions are required to be
followed.
14. (a) Sometime following peculiar situation may arise:-
(i) User unit for whom assets were created, move out permanently and new unit not yet
earmarked.
(ii) Drastic reduction in Establishment of existing unit who then may not take over all
assets being surplus to their requirement.
(iii) Altogether different type of users move in whose requirement may be entirely
different from that of the previously located unit. (e.g. Engrs unit move out while
ASC move in).
(iv) On tactical grounds the role of the station is altered. Under this situation, the GE as
early as possible on getting the indication of any of the above, should prepare a
statement of case and progress it through Engr channel at the earliest.
Simultaneously, he should seek additional sanction for chowkidars (care of vacant
building).
(b) Numbering of buildings should conform to an overall plan for a station. Duplicate
numbering should be avoided. Subsidiary buildings should have the same number as for the
main building: followed with a suffix (dealt with in para 304 E-in-C Standing Orders).
Numbering for E/M plants is dealt with in Precis on E/M Procedure.
15. ‘Surplus’ stores constitute a major problem resulting either from over-indenting/ misindenting,
subsequent changes in design and curtailment of work. A close watch on ‘incorporation’ against
‘Provisioning’ is necessary to divert/utilize the surpluses. It must be remembered that:-
536
(a) Accounts cannot be finalized till surpluses are disposed off.
(b) Cost of Chowkidaring/ preserving/ back loading stores/equipment is
Debitable to the cost of the work and may constitute in fructuous expenditure.
16. Release of personnel should be anticipated and early decision regarding their re-employment
elsewhere/ release obtained to avoid infructuous expenditure.
Contracts
17. The work site documents such as Works Diary, Work Register, Work Site Order Book etc. should
be preserved in safe custody by the GE, for the requisite periods after completion of the work.
Technical/ Financial Checks
18. Technical checks of completed works are carried out by the Technical Examiner (TE).
Financial checks are exercised by UA/RAO/CDA or by statutory audit (Test audit) authorities.
19. Following are the main points relating to technical checks:-
(a) A responsible officer, preferably Engineer-in-Charge or GE, should
accompany the TE’s staff on their inspections.
(b) Objections are settled on the spot as far as possible.
(c) Replies to TE’s objections are dealt with expeditiously.
(d) Over/ under payments are agreed to only after a careful consideration of the issues involved
and reference to all available records/ the supervising personnel/audit, as necessary.
(e) Agreed recoveries are effected immediately or if this is not possible, higher authorities are
informed and their decision obtained for effecting recoveries.
20. Following are the main points relating to financial checks:-
(a) Violation of regulations or financial canons, however, minor, require regularization /
condonation by Govt of India or other appropriate CFA.
(b) In points of doubt or where procedure laid down in regulations cannot be followed, prior
concurrence of audit is essential and renders the task of regularization easier.
(c) Objection should be settled promptly. Old objections are difficult to settle.
(d) Personal discussion is conducive to better results. If staff at lower levels is inclined to be
sticky, discussion with CDA or his officers is often helpful.
(e) Recoveries if any, should be effected immediately or case referred to higher authorities
for regularization.
(f) Disciplinary aspect should always be kept in view.
(g) Remedial action to prevent further irregularities should be the foremost consideration for
all staff.
Records
21. These are dealt within Precis 1598 and 1611. Following are the main points:-
(a) Records, unless kept up-to-date, serve no useful purpose.
(b) Records should be handled carefully and preserved in safe custody.
Conclusion
22. Delays in finalisation mean that time for works planning and supervision of current works is lost.
Delays tend to bring down the efficiency of the MES.
537
Appendix ‘A’
(Precis No 1597)
(Refer para 4)
LIKELY TASKS
Task References
1. Relating to completion reports.
(a) Submission of completion report Part A Paras 5 to 10 of this précis
(b) Submission of completion report Part B
2. Relating to accounting. Precis 1563 and 1561.
(a) Completion of construction accounts.
(b) Adjustment of outstanding vouchers.
(c) Clearing of credits/debits.
(d) Surrender of surplus allotment/obtaining
additional allotment
(e) Finalisation of accounts.
3. Relating to physical custody of assets. Paras 12 and 13 of this précis.
(a) Taking over assets from contractor.
(b) Preparation of inventories.
(c) Numbering of buildings.
(d) Handing over assets to user.
4. Relating to stores/equipment arranged for the work.
(a) Return of surplus stores Precis 1661 and 1563.
(b) Closing of material accounts.
(c) Discharge of operation/maintenance staff Precis 1504
(d) Return of equipment. Precis 1661, 1608, 1611
(e) Transfer of records of equipment
(f) Payment of Hire Charges. Precis 1737, 1730, 1738
5. Relating to finalisation of contract.
(a) When no dispute is involved:-
(i) Issue of completion certificate,
(ii) Preparation of final bill,
(iii) Check of bill by Engineer-in-Charge/GE,
(iv) Technical check by SW cadre,
(v) Settlement of technical objections,
(vi) Audit check by DAD staff,
(vii) Settlement of objections raised by audit,
(viii) Payment of final bill after recovering all Government dues,
(ix) Submission of reports on contractors performance,
(x) Watch during maintenance period.
(xi) Ordering removal of defects.
(b) When disputes are involved:-
(i) ordering/carrying out rectifications,
(ii) obtaining/scrutiny of claims,
(iii) presentation of case to CWE/GE.
(iv) Intimation of decision to contractor,
(v) Reference to arbitration,
(vi) Implementation of award,
538
(vii) Filing suit in court after obtaining sanction,
(viii) Conduct suit proceedings through Govt advocate,
(ix) Implementation of court judgments.
6. Relating to Post-audit checks:-
(a) Replies to TE’s observation.
(b) Effecting recoveries from contractor. Precis 1730, 1737.
(c) Reference to arbitration/law suit
(d) Replies to test audit objection
(e) Initiating case for regularization.
(f) Settlement of all objections. Army Orders 331/63, 82/64 and 181/64
7. Relating to records:- Precis 1598 and 1611
(a) Making entries in PMB/plant record Book/Road Register.
(b) Preparation of PSMBs/Completion drawings.
(c) Correction to cantonment plan.
8. Miscellaneous:-
(a) Payment of specialist charges.
(b) Obtaining supply connections from civil authorities.
(c) Payment of advertisement charges.
539
Appendix ‘B’
Precis No 1597
(Refer para 6)
COMPLETION REPORT FOR ORIGINAL WORKS
Head of Account
Area/Sub Area
Division
Part A
1. Name of work
2. Authority according Admn Approval and amount
3. Total amount of Tech Sanction
4. Date physically completed
5. Recorded Expenditure upto 4
6. Estimated amount of liabilities outstanding on 4 (Brief particular particulars to be given)
………………………………………………………………………………………………………..
7. Certified that entries have been made in the Register of buildings/PRB.(In case of furniture certified
that the articles have been brought on ledger charge)
8. Station ……………………………………………………………………
No. ………………………….Date …………….. SDO…………….
Forwarded to CWE through ………………………… GE ………………
Forwarded to CE ……………………………….. CWE ……………
Forwarded to E-in-C ………………………… CE
Noted and returned to GE ………………………………………………………………………
……………………………………………………………………………………………………. E –in-C
………………………………………………………………………………………………………… CE
………………………………………………………………………………………………………..CWE
Part B
9 Completion Cost Rs. ………………………………..
10 Percentage of excess over Adm Approval ………………………………….
11 Authority passing the excess………………………………………………….
12 Certified that the following have been completed in respect of this project :-
(a) Record drawings of buildings
(b) Periodical services measurements
(c) Alteration to Cantt. plans , where necessary.
(d) Completion cost recorded in the register of building
Station:- …………………………………………………………………………………………………
No. Date SDO
Date GE
Date AAO
540
Precis No . 1598
Management Department
RECORDS OF STRUCTURES
Introduction
1. In addition to acting as an agency for providing work services, MES acts as a ‘Record Keeper’ for
defence assets pertaining to accommodation and allied services.
2. This precis deals with the various records maintained by MES.
Purpose of Maintaining Records
3. The purpose of maintaining records is to have a clear idea of the following:-
(a) Details of assets owned in an area.
(b) Capital cost of individual assets.
(c) Changes/alterations.
4. Details of assets are required for deciding the disposition of units and formulating of future policy
as also handing/taking over of assets to states or other bodies.
5. Capital cost serves as a basis for schedule of demands for repairs, rent assessment, disposal value
and estimates for providing similar accommodation.
6. Following records are maintained by MES formations:-
(a) Buildings
(i) Register of Military Buildings (RMB) (IAFW-2168)
(ii) Completion drawings/Record plans
(iii) Periodical services measurement books (IAFW-2265)
(b) Roads
(i) Road register
(c) Machinery/Vehicle/Tools. These are dealt with in Precis 1611.
(d) Furniture. Furniture stock register (IAFW-2279),Furniture distribution ledger (IAFW-
1814) and Furniture Rate List (IAFW-2307).
(e) General
(i) Cantonment Gazetteer.
(ii) Cantonment Plans
(iii) Road Routes.
7. Separate records are maintained by Military, Navy, Airforce, Farms and Remounts department.
Factory assets are maintained by factory authorities.
541
8. In case certain civil assets are taken over by the defence forces, MES maintain separate records for
such assets.
Register of Buildings (RMB)
9. Separate register are maintained for permanent (RPMB) and temporary buildings (RTMB) in a
station. Details are recorded on a camp or unit line basis. Specimen page of a RMB is attached as
an Appendix ‘A’.
10. Copies of registers are maintained by the following for all defence buildings within their
jurisdiction:-
(a) AGE B/R
(b) AGE E/M
(c) GE
(d) CWE
(e) CE
(f) E-in-C.
(g) AAO, GE’s office
(h) Secretary to local administration (Civil Buildings only).
NOTE: Practice of maintaining RMBs in CDAs Office has been discontinued.
11. GE of a Division is responsible for ensuring that all the changes e.g., addition, alterations and
demolitions are recorded and registers kept up-to-date. Quarterly amendments are then issued to
enable CWE/GE/AAO to correct their copies. E-in-C’s copy is corrected by annual interchange of
the shuttle copy generally between June/July of a year.
12. All changes by way of additions, alterations, improvements and demolitions are recorded, quoting
authority for carrying out such changes. Improvements to Govt owned lands (e.g. access roads,
fences, trees) are intimated to Defence Estate Officer.
13. Resultant changes in capital cost are recorded as under:-
(a) When the effect of improvements and additions is to enhance the rentable value of a
building the capital value will be increased accordingly. In calculating the addition to be
made credit will be taken for the value at current rates of any portion of the original structure
which has been demolished or replaced.
(b) Capital value will not be amended in case of replacements and renewals costing upto Rs.
20,000/- to temporary buildings.
(c) Changes in capital value amounting to Rs. 400/- will be disregarded.
(Para 8 of WP)
14. Buildings pertaining to E/M installations are recorded in the plant record book. (Dealt with in
Precis 1611).
15. Instructions relating to abbreviations used, numbering of buildings and filling up details in RMBs
are given in cover sheet of RMBs and E-in-C’s Standing Orders.
(Chapter VI-Records, E-in-C’s Standing Orders)
542
Completion Drawings/Record Plans
16. Completion drawings of a building are prepared as soon as possible after physical execution. Such
drawings are maintained in GE’s office, who is responsible for carrying out corrections, when
necessary. Where water, electrical or sanitary internal installations have been installed, these will
be shown in the plan or separated.
(Para 380 to 385 of MES Regs)
Periodical Services Measurement Book (PSMB)
17. PSMBs are maintained for recording measurements of periodical services as per Table G-MES
Regs. The purpose of maintaining such record is to obviate the necessity of recording
measurements in measurement book every time the service is carried out.
18. PSMBs are maintained for all buildings. All measurements are to be in metric system and are to be
in accordance with the mode of measurements shown in Standard Schedule of Rates.
Road Register
19. Road registers are maintained for road inside cantonments, outside cantonment and civil roads (if
any) maintained by MES.
20. Following details are recorded in a road register:-
(a) Length and class of road.
(b) Bridges and culverts.
(c) Drains and retaining walls.
(d) Expenditure on new construction (capital outlay) and annual expenditure on maintenance.
(E-in-C letter No 81397/E2A dt 15 Mar 71)
21. Road registers are maintained by GE, in the form attached as Appendix ‘B’. Index sheet showing
the names of roads and key plan of the whole area showing the roads is maintained along with the
road register.
22. GE is responsible for keeping the records up-to-date.
23. Following distinguishing colours are used to designate roads owned by different authorities:-
Authority Colour
(a) Military Red
(b) Civil Blue
(c) Cantonment Green
(d) Civil roads of military importance Yellow
Cantonment Plans
24. Cantonment plans are prepared by Survey of India. These are coloured for distinguishing
defence/civil assets departmentally. E-in-C’s copies are corrected by GE similar to RMBs.
No of the Bldg
Description
Reference to
PSMB
drg
Completion
Date of erection or
purchase
Specification
External
Dimension
543
Plinth Area
NOTE: Important columns of RMB are shown briefly in Appx ‘A’ above. Capital cost
excluding site &
elec installation
Plinth Area Rate
Elect installation
Type of wiring. No
of Points, Capital
SAMPLE FORM OF REGISTER OF MILITARY BUILDINGS (Pt/Ty)
Cost
Cost of Land
Cost of addition
and alterations
Reference to Reqn
No & Date
Total Cost
(Precis No 1598)
Appendix ‘A’
(Refer para 9)
Remarks
544
Appendix ‘B’
(Precis No 1598)
(Ref Para 19)
SPECIMEN FORM OF ROAD REGISTER
Name of the Road…………………………………….
1. Length.
2. Width of carriage way.
3. Width of berm
4. (a) Specification of road (Soling, Metalling, Wearing coat)
(b) Specification of berms
5. Ruling:-
(a) Gradient
(b) Camber
(c) Super Elevation.
6. Culverts/Scuppers/Bridges.
Details of Location Span/width Height Brief specification
Walls
Slab/Arch
Bed.
7. (a) Retaining Walls (b) Drainage
Details of Location Length (a) Thickness (b) Height Brief
(mean) specifications
Foundations
Walls
Top Course
545
Precis No 1600
Management Department.
WORKS IN AID OF CIVIL POWER
Introduction
1. Defence Forces may be called upon to render assistance to the State Government for meeting an
emergency or carrying out certain work services required urgently.
2. This precis deals with the procedure to be adopted when troops are asked to execute such work
services. Procedure for executing work services entrusted to MES as agency services is dealt with
in precis on the relevant subject.
Type of Works
3. The works are mainly of two types:-
(a) Projects for civil departments (Central & State) bodies.
NOTES: Works for any Contractor whether of MES, PWD or any other Government
department are not to be undertaken.
(b) Urgent works in aid of civil power e.g. maintaining essential services during breakdowns,
strikes or civil disturbances, measures for fighting floods, fire, earthquake and other calamities of
nature.
4. Works in aid of civil powers are of two classes:-
(a) When military assistance in the form of units or stores is required to meet an emergency or
for a very limited period.
(b) When substantial assistance is required.
Procedure for Projects
5. The procedure for the execution of works in aid of the civil power is as follows:-
(a) Request for use of Military units is to be made by civilian agencies to the appropriate
ministry of the G of I, e.g. CPWD to the Ministry of Works and Housing.
(b) The ministry would pass the case to the Defence Ministry and the E-in-C requesting for
military help. The ministries are to put up their requirement and a list of the tasks in general
terms without specifying a particular unit or type of units.
(c) The E-in-C after satisfying himself that the work is of training value and that engineer troops
are available for the work would approach the GS branch for approval.
(d) Financial arrangement would be reached by the E-in-C and the appropriate Ministry of the G
of I and no financial benefit would normally accrue to the engineer units detailed for such a
work. However, the troops should not be out of pocket due to demands of provisions,
conservancy,, extra wear and tear of clothing or any other contingencies.
(e) Complete instructions would be passed to the Commanders engineer groups/formations
concerned by Chief Engineer for any work of this nature.
Works in Aid of Civil Power
6. The Army Commander is in constant liaison with the civil authorities and in case any emergent
issues, he immediately orders his Chief Engineer to restore the situation.
7. Engineer assistance will generally be confined to:-
(a) Light, power and water supply.
546
(b) Sewage disposal.
(c) Unloading/loading of Govt stores or food in Ports and Railway yards
(d) Transportation, maintenance and operation.
(e) Flood embankments.
(f) Casualty evacuation.
8. When troops are called out in aid of the civil power the emergency is usually sudden and without
much notice. Expenditure of money, stores, transport and other items is incurred which is not
necessary in normal circumstances and funds to meet this will not have been budgeted. Strict
control is to be observed and detailed accounts and its statistics are to be maintained for future
references.
9. To cater for any breakdown of essential services like electricity, water supply, gas , sanitary and
other services through strikes or other civil disturbances, a proper scheme has to be prepared to run
the above installations efficiently. For such cases, schemes should be prepared well in advance.
Lists of technical personnel which will have to be detailed should be made out and these lists kept
up-to-date taking into account move of personnel and suitability and standard of training of new
units/personnel.
Method of Calculating and Debiting Expenditure
10. When engineer troops are employed on contract or special agreement work under the provision of
Regns for Army the charges for the work will be made on the “commercial cost” basis i.e. the
estimate should be framed on the actual quantities of the work done and priced on the prevailing
rates as done by the Civil Departments. This is to ensure that the amount recovered for such work
actually represents the present day cost of the work executed.
11. Regarding hire charges for various types of machinery to be used these should be based on the local
commercial rates of plant prevailing at the time of hiring of such plant. When a plant is required to
be lent on hire, the replacement cost of machine will be obtained direct from the proprietary firms
for working out the actual hire charges. Any statement of hire charges for various types of
machinery available should be only treated as a guide. Paras 942 and 943, MES Regn (1968) lay
down the basis on which this is to be calculated.
12. When engineer troops are employed otherwise than on works projects, the cost to be recovered in
these cases will be :-
(a) The extra expenditure incurred by the Defence services for which account will be
maintained as indicated in the “Notes on Expenditure incurred when troops are called out in
aid of the Civil Power, 1946”.
(b) The casualty award made in respect of casualties arising directly out of the circumstances of
their employment.
13. Estimates according to the above instructions will be prepared and got approved by the Civil
Authorities before a work is undertaken for any civil department except as in Para 12 above. As
soon as the work is completed the debits will be raised through the CDA. A copy of the bill
incorporating the total debit will be sent to CE.
547
Precis No 1601
Management Department
MANAGEMENT OF OPERATIONAL WORKS
SECTION – 1
INTRODUCTION
Definitions
Operational Works
1. Operational works are generally of a temporary nature actually needed for the conduct of
operations for formations directly concerned with such operations. Works will not be treated as
operational works if they can be dealt with under normal works procedure, without risk to the
progress of operations .Government has introduced a procedure for execution of Op Works in the
Op Works Areas which are so declared by the Department.
Operational Works Area
2. Declaration of OP Works Areas
(a) MOD has conveyed the sanction of the President for declaration of the areas w.e.f. 01 Apr
99 to 31 Mar 2000 ( listed in Appx ‘B of the letter ) as OP works for the period mentioned
against items.
(Auth:MOD letter No 23(23)/95/D (GS-V) dt 29 Jan 99, circulated under E-in C’s Br letter No
66449/Pol/ E2W(PPC)dt.16 Feb 99)
(b)The following additions may be made in Appx ‘B’(List of areas declared as Op Wks area up to
31 Mar 2000) to Govt of India Letter No. 23(23)/ 95/D(GS-V) dt.29 Jan.99 regarding
declaration of Op Wks Areas .
2 The state of Punjab
3 The state of Himanchal Pradesh
4 The state of Rajasthan
5 The state of Gujarat
(Auth :MOD letter No. 23(23)/95/D (GS-V) dt 05 Jul 99 circulated under E-in-C’s Br
letter No. No 66447Pol/ E2W(PPC)dt.16 Jul 99)
(c) Govt. of India, MOD has conveyed the sanction of the President for declaration of the areas
w.e.f 01 Apr 2000 to 31 Mar 2002 as Op Wks Areas as per the list given in Appx ‘A’ of the
letter.
(Auth: MOD letter No. 23(23)/95/D (GS-V) dt 12 Oct 99 circulated under E-in-C’s Br letter
No. No 66447Pol/ E2W(PPC)dt.16 Nov 99)
(d) Areas to be treated as works operation areas are given under appendix ‘A’ to ministry of
Defence letter No. A/ 00955/Q3W (Policy)/1008/US/DW-1 dt.18 Dec 85 circulated vide our
No 66449/Pol/ E2(WPC)dated 10 Jan.86,validity extended up to 31 Mar 1989.
( Auth: E-in-C’s Branch letter No. 66449/Pol/E2(WPC) dated 10 July 87 )
548
Scope and Type of Operational Works
3. Operational works are restricted to the following types:-
(a) Field defences.
(b) Improvement of airfields, advance handling grounds ,helipads, roads bridges and ropeways.
(c) Field water supply.
(d) Ancillary buildings to tented camps and hospitals.
(e) Shelters (but not huts) as a substitute for tentage.
(f) Constructions of advance landing grounds, helipads, roads (other than class 9 and above),
bridges, ropeways, operational and technical accommodation provided that the sanction is
accorded by a formation commander not lower than a division commander or equivalent in
cases when the operational works in question is expected to last more than three years form
the date of completion.
(g) Electrification to the minimum extent considered necessary to meet requirements of field
defences, operational and technical accommodation and hospitals (excluding residential
accommodations), if this is considered essential for operational reasons. In cases, where
electricity is not available from existing resources, new generating plant may be installed. It
the buildings are being maintained by troops, payment of electricity bills can be made from
the grant for operational tasks (Authority: Army Headquarters letter No
05633/Elect/Q3W(Policy) of 12 Aug 1975).
(h) Lighting protection.
Note: All works other than those listed in Paragraph 3 above are normal works and are governed
by the provisions of Govt of India, Min of Defence Department (Army Branch) letter No
633821/Q3/A-wIII dated 09 Jan 1947 and Government of India, War Department (Air Branch)
letter No 01064/Org/A dated 25 May 1947.
SECTION – 2
OPERATIONAL WORKS PROCEDURE IN OUTLINE
Ordering of Operational Works
4. Commanders in Operational Works Areas may order the execution, within their respective areas of
responsibility, of any operational work provided the necessary stores are either at their disposal or
are obtainable locally. Otherwise application must be made to higher authorities.
5. Orders sanctioning works and the requisitioning or hiring of buildings and land will be recorded in
writing and communicated to the responsible engineer authority and to the Controller of Defence
Accounts unless the tactical situation renders this course impossible.
Executing Agency
6. Operational works may be ordered on any of the following executing agencies:-
(a) Formation engineers.
(b) Military Engineers Services.
(c) Other Construction agencies like Public Works Department, Central Public Works
Department, Border Roads Organistion and the Railways.
549
7. Formation engineers may not always be in a position to execute all the operational works planned.
In such cases work orders may be placed on the Military Engineer Services, Boarder Roads
Organisation and other construction agencies if permitted by their own department procedures.
However, no work will be ordered on civil agencies in areas where Military Engineer Services
exist, without prior concurrence from Command Headquarters.
Execution by Formation Engineers
8. Formation engineers will execute operational works ordered on them departmentally. They will not
execute works through contract.
9. Formation engineers who are ordered to execute operational works will be provided with Supplies
and Services (S and S) Imprest under the sanction of the Chief Engineer, Corps. The sanction
issued by the Chief Engineer for this purpose will specify the monetary limit. The imprest account
number will be allotted by Controller of Defence Accounts on application, after issue of sanction by
the Chief Engineer. Units will operate the S and S Imprest Accounts in accordance with the
relevant orders.
10. Engineer stores specifically issued for use in operational works and incorporated in them will be
struck off charge on completion of the work on the basis of proper incorporation certificate
rendered by the executing unit or sub units.
11. The commander competent to sanction the operational works may authorise formation engineers to
purchase stores required (being not available with dependent ordnance or engineer depots) from
anywhere within the area of his responsibility. However, the Corps Commander may, if he so
considers fit, give the commander competent to sanction the operational works general or specific
permission to make purchases from areas extending upto the whole of India or only a specified part
thereof.
12. No separate sanction is necessary for using troops, War Equipment Table (WET) equipment and
transport available with the unit for execution of operational works. No charges are to be levied for
these.
13. No civilian tradesmen will be employed on operational works in sensitive areas. However, in
security cleared areas civilian tradesmen can be employed to an extent of five percent of the
estimated cost of each job, provided it is included in the Technical Sanction issued by the Chief
Engineer, Corps. No civilian tradesmen and labour will be employed on maintenance of
operational works assets.
14. If local labour is hired, the nerrick rates should be published in the formation routine orders and a
copy of the same should be appended to the muster rolls while forwarding to the Controller of
Defence Accounts, (Paragraphs 11 of Engineer-in-Chief’s Departmental Instructions issued vide
their letter No 66449/F2(WPC) dated 19 May 1977 refers).
Execution by Other Agencies
15. When operational works are ordered on agencies other than the formation engineer the procedure of
the respective departments will be followed in executing these works.
16. In case of operational works executed by the Military Engineer Services, monthly expenditure
return will be submitted by the Military Engineer Services unit concerned to the Chief Engineer,
550
Corps and the Controller of Defence Accounts through the AAO,GE. For other executing agencies,
the Chief Engineer, Command, will coordinate the procedure to be followed for incurring
expenditure and for submission of returns to the Controller of Defence Accounts and the agency
concerned. Payments by cheque, instead of book debit, may be made to the executing agency, if so
required by them.
Technical and Financial Control
17. Prior to the execution of operational works, technical sanction will be issued by the competent
engineer authority based on a detailed technical project and a draft technical sanction initiated by
the formation engineers or the concerned executing agency.
18. Chief Engineer of the formations will assess the approximate cost on the basis of draft technical
sanction submitted by the formation engineers soon after the work has been sanctioned and intimate
it to the Controller of Defence Accounts concerned. The Controller of Defence Accounts will
thereafter maintain the construction account and will inform the sanctioning and technical authority
as and when the ceiling is exceeded. If, however, at any stage during the execution of work, the
approximate cost assessed earlier is expected to be exceeded due to change in scope of work or
design, the chief Engineer, will intimate the Controller of Defence Accounts the revised ceiling,
giving reasons for the variations under intimation to all concerned.
Handing Over of Assets, Their Accounting and maintenance
19 Handing Over and Accounting of Assets
(a) The formation engineers will intimate the date of completion of the operational task to the
formation headquarters who will order a board of officers to check that the assets have been
constructed according to the specifications approved by the Chief Engineer of the formation.
(b) The board will also attach the list of surplus stores along with the cost. This should be
supported by the closure letter by the formation engineers while sending the copy of closure
letter to the Chief Engineer, who will issue disposal instructions for the surplus stores.
(c) On receipt of board proceedings duly approved by the formation headquarters the formation
engineers will enter the details in the Numerical Assets Register and also in the Barrack
Inventory of the concerned unit area. For each unit area the barrack inventories will be
prepared in quadruplicate. The assets will then be handed over to the user units based on the
board proceedings. One copy of the barrack inventory will be retained with the formation
engineers, one copy each will be given to user unit, Brigade Headquarters and the division
headquarters.
(d) The formation engineers will also mark on the assets the serial number as per the numerical
assets register, job number and date of completion and the executing agency prior to handing
over of these to the user.
Maintenance of Operational Works
(a) Divisions will convene a board of officers to assess the maintenance grant for the following
year. The board proceedings will be submitted to corps headquarters, Engineers Branch by
the end of November each year. On the basis of actual requirements, the Chief Engineer
will demand funds through the Quarter Master General Staff Branch for maintenance.
(b) On receipt of board proceedings from divisions, Chief Engineer will scrutinise the
proceedings and reflect the changes, if any, required in the “Preliminary Report” report sent
to Command Headquarters in December.
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(c) An yearly allotment of funds for maintenance of operational works assets will be made by
30 June for the current year to the Chief Engineer, who will sub allot these funds to the
formation engineers on the basis of board proceedings received from the divisions.
(d) In areas where the Military Engineer Services has been inducted, operational works assets
will be handed over to them for accounting and maintenance. Assets for which complete
construction accounts are not available, Chief Engineer will assess the cost of assets in
consultation with the Military Engineer Services and the cost duly approved by the Chief
Engineer will be entered in the record. The cost of any subsequent addition or alteration or
special repairs will also be entered in the records and the overall enhanced value of the asset,
used for the calculation of grants for maintenance. Assets handed over to the Military
Engineer Services will then be governed by normal works procedure.
Disposal of Operational Works Assets
20. Disposal of operational works assets that have outlived their life or have deteriorate beyond
economical repairs or are no longer required, will be carried out under the orders of the Divisional
Commander, who had ordered the execution of these works. However, concurrence of Corps
Headquarters will be obtained prior to dismantling and disposal of such assets.
21. The Division Commander will order a board of officers to assess the serviceability of stores being
dismantled and to recommend disposal of stores.
22. On the basis of recommendations of the board, the division commander will issue orders for
dismantling of assets.
23. The formation engineers will strike off the assets from the numerical registers and intimate the
same to the formation headquarters. Unit barrack inventories will also be duly amended.
24. The retrieved serviceable stores will be used only for maintenance of operational works assets or in
the new operational works within the defined operational works area.
25. Whenever, the surplus stores are used for construction of normal works the cost will be debited to
the project. This transfer should be approved by the Chief Engineer and book adjustment carried
out.
26. All unserviceable surplus stores should be returned to Engineer Park or Field Ordnance Depot for
disposal.
SECTION – 3
RESTRICTIONS IMPOSED ON OPERATIONAL WORKS
27. By Army Headquarters
(a) No operational work will be ordered unless it has been approved by Army Headquarters,
Directorates of Military Operations and funds are allotted for it.
(b) No operational works will be sanctioned by a formation Commander below the level of a
division Commander
(c) The above restrictions will not be operative during actual hostilities or when hostilities are
imminent, when full powers may be exercised by all Commanders vested with powers to
sanction operational works. On termination of hostilities, the procedure laid down in
Section 7 of Works Manual (War) India 1935 will be adopted (Authority: Army
552
Headquarters No A/00965/Q3W (Policy) dated 09 Jun 1977 and Army Headquarters letter
No A/00955/Q3W (Policy) dated 15 Jan 1975).
28. Purchase of Stationery. There is no provision under the operational works procedure for purchase
of stationery (Authority Army Headquarters letter No B/89585/QEW (Policy) dated 04 Jan 1977).
29. Time for Completion: No operational works should extend beyond two working seasons. If a
major or immediate delay is envisaged, corps headquarters would be informed giving the reasons
for the delay indicating revised proposed date of completion. (Authority: Army Headquarters letter
No A/00955/Q3W(Policy) dated 15 Jan 1975).
SECTION – 4
PLANNING OF OPERATIONAL WORKS
Planning Perspective
30. A three year plan for operational works should be drawn up for the corps sector on a roll on
concept. This plan should be made at corps headquarters by the General Staff (Operations) Branch
in consultation with headquarters divisions and the Chief Engineer and should be approved by the
corps Commander. This plan should be reviewed periodically to cater for changes due to financial
constraints.
31. While planning operational works, the following will be kept in view:-
(a) Type of works should be restricted to those mentioned in Paragraph 3, Section 1.
(b) Only those works to be planned and executed under operational works procedure which
cannot be executed under the Revised Works Procedure.
(c) The quantum of operational works sanctioned and planned to be executed should be within
the capability of the engineer troops. As a rough yardstick one engineer regiment can
execute operational and maintenance works to the extent of approx. 12 to 15 lakhs in a year.
This amount includes tasks involving physical execution of tasks, but does not include those
jobs which involve only purchase of stores and equipment such as generators and pumping
sets.
(d) The availability of labour (troops and civilian), animal and mechanical transport, stores and
equipment must be planned at the planning stage itself.
(e) The hiring or acquisition of land should also be ascertained by the Quarter Master General
Staff before the operational works are sanctioned.
Schedule of Demand
32. Operational Works. The formations should project the demand for new operational works to the
General Staff (Operations) Branch, corps headquarters by 01 September each year as per Appendix
‘A’ attached. The works should be listed in their order of priority.
33. The General Staff (Operational) branch will scrutinise the demands of the formations in
consultation with the Chief Engineer and will put these upto the corps commander for approval.
34. The General Staff (Operations) branch will forward the final list of number of operational works
approved by the corps commander to Quarter Master General Branch (Works) who will forward the
553
same to General Staff (Operations) and Quarter Master General Branch Q3 (Works, command
headquarters by 10 October each year. Copies of demand will also be forwarded to Engineer
branch at the corps headquarters and to divisions.
35. For works to be executed by agencies other than formation engineers, Chief Engineer will consult
them regarding the approximate cost as well as time required by them for completion, before the
General Staff (Operations) branch projects the demand to command headquarters.
36. Maintenance Grant. Chief Engineer corps will forward the demand for maintenance grant to
command headquarters through Quarter Master General Staff, in the first week of October each
year.
SECTION – 5
EXECUTION OF OPERATIONAL WORKS
Allotment of Funds
37. Depending upon the funds allotted, Command Headquarters will suballot the funds to corps for all
carry over and new operational works. The sub allotment of funds will be made to divisions by
corps, Quarter Master General Branch (Works), in consultation with the General Staff (Operations)
branch and on the basis of operational tasks approved by the corps commander.
Actions by Division Staff
38. Issue of Administrative Approval
(a) Immediately on receipt of funds, division commanders will sanction the operational works
on their respective engineer regiment by issuing Administrative Approval specifying the
following:-
(i) Operational work number.
(ii) Category of work.
(iii) Scope of work.
(b) The letter ordering the operational work should include delegation of authority to the
executing agency for purchase of stores. The general or special powers delegated by the
division commander ordering the operational works to the Officer Commanding of the
engineer regiment (or the Garrison Engineer or the head of other executing agency of
operational works are ordered on them) will not be further delegated to any other officer.
The budget will also be indicated. A specimen of the administrative approval is given at
Appendix '’B’.
(c) While stating the category of work and the details of work in the administrative approval,
care should be taken to guard against any breach of security of information, as copies of the
administrative approval are endorsed to civil agencies including the Controller and Deputy
Controller of Defence Accounts and Assistant Director of Audit. The exact location of the
works and specification of works should not be included .Corps Chief Engineer will include
these details only in the technical sanction whose distribution is restricted only to the
engineer regiment. The approximate estimated cost of each job only is intimated to audit
authorities.
39. Provide troops labour and transport to assist the formation engineers to complete the task.
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40. Publish approved rates for civil labour required by the engineers.
41. Monitor the progress and ensure proper utilisation of funds.
42. Changes in location, scope, design necessitated due to operational reasons will be implemented
only after prior approval of corps headquarters, General Staff (Operations) and the Engineer branch.
This will involve amendment both to the administrative approval and the technical sanction.
43. Arrange surprise checks to ensure quality control and execution of works according to the approved
design and specifications.
44. Ensure that formation engineers maintain “Shadow Construction Accounts” on the line similar to
Construction accounts maintained by a Deputy Controller of Defence Accounts.
45. Convene a Board of Officers on completion of operational task to ensure the following:-
(a) Assets have been created as per the technical sanction.
(b) Stores have been correctly incorporated in the job and accounted for.
(c) Stores held surplus after completion of job are properly adjusted against other jobs or
referred to the Engineers branch at corps headquarters for disposal.
(d) Assets have been taken over by the formation engineers in the numerical assets register.
46. Instruct the user unit or formation to take over the assets, based on the board proceedings duly
approved by the formation Commander and to enter the assets in the operational works barrack
inventories. Check that the inventories are maintained upto date.
47. After all financial adjustments have been carried out by the Deputy Controller of Defence
Accounts, ensure the closure of the operational task by the executing agency.
Actions by the Formation Engineers
48. On issue of administrative approval by the division commander, forward the draft technical
sanction to corps Chief Engineer. In the draft technical sanction the following will be included:-
(a) Location.
(b) Scope and type of construction.
(c) Detailed specifications and drawings.
(d) List of stores and the cost.
(e) Requirement of civil labour.
49. Commence procurement of stores, tools and plant as advised by Chief Engineer of the corps.
50. Maintain action liaison with the user unit regarding timely and proper location of stores near the
site in order to ensure that actual siting and execution can commence during the working season
without any loss of time.
51. Technical supervision and quality control to ensure workmanship of high order. Ensure that works
are supervised by qualified trade Non-Commissioned or Junior Commissioned Officer of the same
trade as the work being executed.
555
52. Forward monthly progress report of operational works to the division headquarters and Chief
Engineer Corps. For details see Appendix ‘C’
53. Ensure proper booking of expenditure and forward monthly and quarterly expenditure state to
division headquarters, Deputy Controller of Defence Accounts and Chief Engineer of the corps.
54. Maintenance of “Shadow Construction Accounts” for all operational works on the lines similar to
the construction accounts maintained by the Deputy Controller of Defence Accounts. It should be
reconciled with the Audit authorities once in a quarter and produced to the Board of officers
ordered by the division.
55. Take action to revise the technical sanction if it becomes evident that the cost is likely to exceed the
sanctioned limit.
56. On completion of the task, intimate formation headquarters to convene a Board of Officers. Keep
the following documents ready for the Board of Officers when convened by the division
headquarters.
(a) Details of stores consumed with cost.
(b) Details of civil labour employed, and expenditure on that account.
(c) Expenditure incurred on any other account.
(d) Details of assets created.
(e) Numbering and marking of assets
(f) List of surplus stores, plant and machinery along with cost.
(g) Total expenditure incurred and booked by Controller of Defence Accounts, list of liabilities
if any, showing the present position of their adjustment.
57. Enter the assets in the numerical assets register and hand over these to the user unit along with
barrack inventories.
58. Ensure that the surplus stores are disposed off as per the instructions received from the corps Chief
Engineer.
Actions by the Staff at Corps Headquarters
59. General Staff (Operations).
(a) Ensure that administrative approvals are promptly issued by the division headquarters on
allotment of funds.
(b) Ensure that the division headquarters carry out amendment to administrative approvals as
advised by the Chief Engineer, corps and their formation engineers. Whenever there is a
material change in the scope of work and itemisation of the job. Division headquarters also
must see that case for revised technical sanction is also initiated, in time, by their formation
engineers and issued by Chief Engineer, corps.
(c) Progress additional demand of funds projected by the formation in consultation with Chief
Engineer corps.
(d) Arrange conferences every six months at corps headquarters to review the state of works in
progress and the maintenance of existing assets.
(e) Forward progress reports to command headquarters.
(f) Suggest and approve re-appropriation of funds from one job to the other, if required and
advised by the Chief Engineer, corps.
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(g) Have alternative plans for utilisation of funds in case of savings or additional allotments, in
consultation with the Chief Engineer.
(h) Carry out periodical checks on behalf of the corps Commander to ensure that barrack
inventories are maintained upto date by all concerned for completed operational works,
particularly units.
60. Quarter Master General Branch
(a) Carry out fund allocation on receipt from Command Headquarters on the basis of earlier
projections.
(b) Provide third line transport to the divisions for carriage of stores from engineer parks or rail
head to the divisional sections.
(c) Same as paragraph 59 (h).
61. Engineer Branch
(a) The Chief Engineer will issue all technical sanctions on the basis of administrative approvals
and draft technical sanctions received from formation headquarters and the engineer
regiment respectively. Technical sanction will be issued prior to commencement of work.
He will ensure the following while issuing the technical sanction:-
(i) Soundness of all design features.
(ii) Economy.
(iii) Works included are according to scales laid down by the General Staff (Operations),
corps headquarters.
(iv) Specifications are commensurate with the estimated life and
Purpose of works.
(b) Technical sanctions will be issued to the engineer regiments with a copy to Deputy
Controller of Defence Accounts to appraise them about the approximate cost of works and
enable them to maintain construction accounts for each job. Details of technical designs
and specifications, however, will not be sent to the Deputy Controller of Defence Accounts.
(c) Initiate timely action to procure centrally controlled items of store, plant and machinery and
release to the formation engineers.
(d) Provide additional tradesmen from corps engineer regiments, if required in consultation with
General Staff (Operations) branch.
(e) Carry out technical checks to ensure proper quality control.
(f) Advise the corps Commander and General Staff (Operations) on all technical aspects of
operational works including type of works which can be undertaken, scope of work,
specifications permissible under operational works procedure, situations necessitating
changes in administrative approvals and technical sanctions and all matters of financial and
technical control. Ensure that administrative approvals conform to the policy laid down by
the corps commander and obtain his approval prior to authorising any changes necessitated
by local circumstances.
(g) Watch the physical progress of works and the connected expenditure incurred by the
engineer regiments and appraise the corps commander about the remedial measures taken by
the division staff and engineers in case the progress is not satisfactory.
(h) Ensure that all surplus stores are correctly accounted for and utilised by various formations
in the corps sector.
557
(i) Ensure that all operational works are closed by the division headquarters after completion of
works.
(j) Same as paragraph 59(h).
SECTION 6
FINANCIAL MANAGEMENT OF OPERATIONAL WORKS
General
62. Financial control to be exercised at various levels involves the following main responsibilities:-
(a) Expenditure is incurred only after the funds have been allotted. However, during the first
quarter of the financial year expenditure upto the following extent can be incurred in
anticipation of allotment of funds:-
(i) For Carry Over Works: 25 percent of the balance requirement of funds projected
against the jobs.
(ii) For Maint of Assets: 25 percent of the allotment made for the maintenance of assets,
during the previous financial year.
(b) financial liabilities will be incurred by the engineer regiments only after the Supplies and
Services (S and S) Imprest Account has been sanctioned to them by Chief Engineer, corps
and a proper S and S account number has been allotted by the Controller of Defence
Accounts.
(c) Ceiling Monetary Limit (CML) is not exceeded.
(d) All expenditure incurred is authorised and as per the existing financial rules and regulations.
(e) Maintenance of proper account and submission of monthly expenditure returns and quarterly
expenditure returns in time to the staff and the Controller of Defence Accounts.
(f) Scrutiny of the expenditure returns.
(g) Keep a watch on uniform distribution of expenditure throughout the financial year. Rush of
expenditure towards the end of the financial year must be avoided.
(h) Chief Engineer should keep Controller of Defence Accounts informed about the cost of
works to enable him to watch the expenditure incurred and advise the command as well as
Corps Chief Engineer in all financial matters.
(j) Maintenance of construction accounts by Controller of Defence Account for each
operational work and the maintenance grant.
(k) Liaison by the engineer regiment with the Controller of Defence Account to ensure that all
expenditure incurred either through bank or through book adjustments is reflected in their
construction accounts.
(l) Closure of construction accounts by the Controller of Defence Accounts in respect of
expenditure booked by them against various operational works and maintenance grant in
order to ensure that expenditure incurred is reconciled with the estimated cost, as intimated
by the corps Chief Engineer.
(m) Carry out periodic review by corps headquarters General Staff (Operations) branch
regarding the expenditure and possible readjustment, re-appropriation and surrender of
funds in order to apprise command headquarters.
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Booking of Expenditure by Controller of Defence Accounts
63. Monthly Statement of S and S Imprest Account (IAFA-821): Monthly statement of Imprest
Account pertaining to each expenditure will be forwarded by engineer regiments to the Deputy
Controller of Defence Accounts and corps headquarters, Engineer branch. The statement of
accounts for the month of March, i.e the last statement before the close of financial year will be
forwarded to the Controller of Defence Accounts by 31 Mar and it will be ensured that the
expenditure reflected throughout the year has been correctly adjusted by the Controller of Defence
Accounts before closing the accounts.
64. Monthly Expenditure Return: These will be forwarded as per Appendix ‘D’ attached, so as to
reach corps headquarters by the 10th of each month, showing the position upto last date of the
previous month. The following points must be highlighted:-
(a) Figures in column (e) Cash Expenditure should tally with the total figures as given in the
monthly expenditure state of S and S Imprest Account (IAFA-831) forwarded to the
Controller of Defence Accounts.
(b) Figure under column (n) “Total Expenditure” booked by the Controller of Defence Accounts
should be obtained by engineer regiment by sending a representative to the Office of the
Deputy Controller of Defence Accounts during the first week of every month. The figures
in column (n) should be as reflected in the construction accounts maintained by Controller
of Defence Accounts and should normally tally with the figures given in column (g). Any
difference between (n) and (g) should be reconciled in the Remarks column.
(c) All liabilities should be reflected under column (n). These should be vigorously progressed
by the engineer regiments, with a view to liquidating them at the earliest.
(d) Expenditure booked and shown by Controller of Defence Accounts under column (m) plus
liabilities, should not exceed the total budget allotment.
65. Quarterly Expenditure Return: These should be forwarded to reach corps headquarters by 10th
of July, October, January and April showing the position as on the last day of the previous month.
66. Book adjustment of priced vouchers for stores received during the financial year are carried out by
the Controller of Defence Accounts upto July or August of the following financial year. It is
important that all priced issue vouchers forwarded to the Controller of Defence Accounts for
adjustment during the month of April are enfaced with red ink on the top indicating the financial
year in which those vouchers are to be adjusted. All priced issue vouchers should be forwarded to
the Controller of Defence Accounts well in time and it will be ensured by the engineer regiments
that all these have been adjusted before closure of the accounts of the year.
67. For the months April to August, two appendices will be forwarded along with the monthly and
quarterly expenditure returns; one for the current financial year and thereafter for the previous
financial year, refer Appendix E attached. The final figures of expenditure during the previous
financial year will be shown in monthly expenditure return for august to be forwarded to corps
headquarters by 10th of September.
559
SECTION – 7
ACCOUNTING OF ASSETS
Numerical Records
68. All assets created out of operational works will be entered in “Numerical Assets Register” to be
maintained at the formation headquarters for the works ordered by them or executed in their
geographical jurisdiction. The following details will be entered in the numerical records based on
the proceedings of Board of Officers ordered by the division headquarters concerned:-
(a) Serial Number of the asset (Numerical Number).
(b) Operational task number under which created.
(c) Admin Approval No & date
(d) Location (general area)
(e) Brief description of buildings/assets.
(f) Authority for taking over.
(g) Specification in brief.
(h) Capital cost of the building work etc.
(j) Capital cost of water and sewage work.
(k) Capital cost of electrification
(l) Total capital cost.
(m) Disposal with authority for handing over to MES/BR Dept or
dismantling etc.
(n) Remarks.
69. It is emphasised that every operational task ordered by the division irrespective of the executing
agency and subsequent or final status of the operational task such as cancellations, closure and so
on should figure in the Numerical Assets Register. All assets including plant and machinery with
details of their make, serial number, cost and place where installed should be reflected in these
records.
70. Copies of such Numerical Assets Register will be kept at the division headquarters and in the
engineer regiments. It will be updated by the division headquarters concerned by 31 Dec every
year and a certificate furnished to this effect to General Staff (Operations) and Engineers branch at
corps headquarters. A copy of the numerical accounts will also be maintained by Chief Engineer
Command for audit purposes.(Auth: E-in-C’s Br letter No 66449/E2 (WPC) dt 28 Sep 81)
71. Audit objection or observations on the financial aspects, whenever raised by the Controller of
Defence Accounts will be dealt with by the division headquarters and the formation engineers
depending on whether they pertain to operational works or to the maintenance grant.
Handing Over of Assets to Military Engineer Services
72. A Board of Officers will be convened by the formation who had ordered the works for the purpose
of handing over assets to Military Engineer Services. The suggested composition of the board is as
under:-
(a) Brigadier - Presiding Officer
(b) Lieutenant colonel - Member (user unit)
(c) Major - Member (Engineer regiment)
(d) Garrison Engineer or his - Member in attendance from the
560
representative concerned area (the certificate given
by Garrison Engineer/representative
will be countersigned by the
Commander Works Engineers.
73. The board will ensure the following:-
(a) Assets recommended to be taken over by the Military Engineer Services are not substandard
structures and are reasonably suitable for the purpose for which these are to be used. As a
guide the following will be taken over:-
(i) Buildings with residual life of two years and above.
(ii) Metalled roads in use which are required for a minimum period of three years.
(iii) All power supply installations in the area.
(iv) All static water supply installations excluding field water points.
(b) Assessed value of these will be carefully worked out.
(c) Assets will be entered in the draft board proceedings.
The following additional information will also be given:-
(i) Plinth area and other relevant dimensions of buildings or other assets in the column
‘Description of Asset’. Date of construction should also be shown in this column.
(ii) Approved cost of the asset as taken over will be shown separately for building and
internal electrification in the column “Assessed Cost”. This is necessary to
determine the maintenance allotment.
(d) The cost of any subsequent additions or alterations or special repairs will be entered in the
form, as in the normal works.
74. Division or station headquarters will forward five copies of the board proceedings to Quarter
Master General (works) branch, corps headquarters who will forward four copies of the board
proceedings to Engineers branch for scrutiny and submission to Chief Engineer, command
headquarters.
75. Chief Engineer, command will refer the proceedings for comments to the Zonal Chief Engineer and
will put up the board proceedings to the General Officer Commanding-in-Chief for approval along
with the recommendation of the Chief Engineer, command. On approval, Chief Engineer command
will order the Military Engineer Services to take over the assets.
SECTION 8
MAINTENANCE OF OPERATIONAL WORKS
76. Assessment of Maintenance Grant: The division headquarters should order a Board of Officers
for each brigade and divisional troops, by middle of December each year. The board will visit
every unit and assess the nature of repairs and the stores required for maintenance. Due to the
limited time available for maintenance of operational works assets, and the paucity of engineer
tradesmen, the repair work would be realistically assessed and scheduled. Works which can be
conveniently undertaken by the units themselves, using their own tradesmen should be taken stock
561
of by the board and reflected in the board proceedings. All maintenance tasks must be scheduled
according to the priorities laid down by corps headquarters. The division headquarters will
consolidate all the board proceedings and prepare a maintenance plan in two parts as per Appendix
‘F’ attached. One copy of the maintenance plan and the board proceedings duly approved by the
division commanders will be forwarded to the General Staff (Operations) branch and Engineers
branch of the corps headquarters by 01 December each year. The following clarifications are
given:-
(a) Part I. Total maintenance load will not exceed 25 percent of the allotment made for
maintenance during the current financial year. After due approval of the maintenance plan
by corps headquarters these maintenance tasks will be undertaken and amount spent in
anticipation of actual allotment during the first quarter of the financial year for which the
maintenance plan has been made.
(b) Part II. This part will include other maintenance tasks to be undertaken on receipt of firm
allocation of funds for maintenance, from corps. Total amount of Part I and Part II should
be as per the norms laid down. For the purpose of planning the maintenance tasks, the
allotment made during the preceding three years can be given as a guide. On approval of
Chief Engineer of the corps, planning of maintenance works and advance action for
procurement of stores (actual expenditure will not be incurred in funds are allotted) can be
initiated by the formations.
77. Demand of Maintenance Funds. The demand for maintenance Grant will be projected as per
Appendix ‘G’ attached.
78. Execution. The maintenance of operational works assets will be carried out throughout the year.
However, maintenance of defence works will perforce be restricted to the actual working period
available. The maintenance tasks will be undertaken strictly as per the maintenance plan for the
year, duly approved by corps headquarters. As the formation engineers will also be concurrently
committed on execution of carry over works, the bulk of the maintenance tasks will have to be
carried out by the user units themselves under supervision of engineer tradesmen. Maintenance
stores will not be used for unauthorised works in operational works areas or in areas outside the
operational works jurisdiction.
79. Completion Report. A Board of Officers convened for the assessment of maintenance grant
should also inspect the maintenance works carried out during the working season. A consolidated
report as per the format attached at Appendix ‘H’ will be prepared by the division headquarters and
forwarded to the Quarter Master (Works) and Engineer branches at corps headquarters by 01 April
i.e at the end of the financial year.
SECTION 9
AUDIT OBJECTION AND OBSERVATIONS
80. Settlement of audit objections and observations raised by the Controller of Defence Accounts on
operational works is the responsibility of the unit, maintaining the construction accounts.
Responsibilities of various agencies including various formation headquarters are as under:-
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(a) Division Headquarters.
(i)To keep a watch on the audit objections and observations raised by the Controller of
Defence Accounts and also to watch the progress of their settlement. A Quarterly report on
the subject will be obtained from the engineer regiments in the first week of March, June,
September and December.
(ii) Forward a consolidated quarterly report to Quarter Master General branch at the
corps headquarters, furnishing the details of all audit objections and observations
with the latest progress by the second week of March, June, September and
December.
(iii) Progress statements of cases through, Quarter Master General Staff channels, for
those cases requiring sanction of higher Competent Financial Authority (CFA)or
Government of India.
(iv) At the time of relief of engineer regiments obtain a list of unsettled objections and
observations and progress their settlement directly with the relieving unit.
(v) Furnish replies to objections or observations raised by the Controller of Defence
Accounts on matters pertaining to administrative approvals and closure of
operational works.
(b) Corps Headquarters, Quarter Master General (Works)
(i) Secrutinise the quarterly reports and pursue settlement with the formation
headquarters.
(ii) Progress statement of case through Quarter Master General Staff Channels, cases
needing sanction of higher competent financial authority or Government of India.
(iii) Settle cases which require sanction by corps headquarters.
(iv) Reply objections or observations of general nature raised by the Controller of
Defence Accounts, involving sanctioning of works in the corps sector, financial
closure of works and disposal of assets created under operational works.
(c) Corps Headquarters (Engineers Branch)
(i) Advise ‘Quarter Master General’ branch on settlement of audit objection or
observations related with the subjects mentioned in Paragraph (b) above.
(ii) Furnish reply to the Controller of Defence Accounts on objections or observations
raised by him on technical aspects involving design or specifications of the works,
expenditure connected with stores, tools, plant and any other matter connected with
technical sanctions.
(iii) Progress cases through departmental channels requiring sanction of Command Chief
Engineers or the Engineer-in-Chief.
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Procedural and Financial Irregularity Involving Administrative Action, Civil Suits and Litigation,
Special Police Enquiry, Central Bureau of Investigations Etc.
81. All such cases will be dealt with by the formation headquarters concerned and progressed through
Adjutant General Staff Channels.
82. At the time of turnover of engineer regiments, full details of all pending cases will be obtained by
the Adjutant General Staff branch of the division headquarters. Division Headquarters will instruct
the relieving engineer regiment to deal with certain cases after handing and taking over and instruct
the relieved engineer regiment to hand over records/documents pertaining to such cases.
83. In case of doubt, division headquarters will refer the case to the Adjutant General Branch of corps
headquarters and obtain a ruling on the subject, well before the turnover of engineer regiment.
84. Adjutant General Branch of corps headquarters may seek the advise of the Engineers branch or
Quarter Master General (Works) branch as deemed fit.
85. Reports and returns and replies to queries on the subject will be submitted by the Adjutant General
Staff, at all levels.
SECTION 10
HANDING AND TAKING OVER OF OPERATIONAL WORKS,
OPERATIONAL WORKS STORES, PLANT AND MACHINERY
BETWEEN ENGINEER REGIMENTS.
86. At the time of relief of engineer regiments, the following category of works will be handed and
taken over between the relieving and relieved engineer regiments, on order from the division
commander, on the basis of proceedings of a Board of Officers.
(a) Operational Works Not Physically Completed. Division headquarters should ensure that,
all carry over operational works are completed before move of the outgoing engineer
regiment. This requirement must be foreseen well before the time of move and the engineer
regiment must be given full assistance and kept free from other commitments, so that they
can concentrate fully on completion of carry over works. Incomplete works as far as
possible, must be kept to the minimum. Where unavoidable, incomplete operational works
will be handed and taken over to include the following:-
(i) Administrative approval.
(ii) Technical Sanction.
(iii) Budget allocation, year wise.
(iv) Details of expenditure incurred to date. (Year wise, in case work has spread over
more than one financial year), booking by the Controller of Defence Accounts,
liabilities with their latest position.
(v) Details of stores procured, incorporated and balance stores handed over with cost.
Condition of stores, plant and machinery handed over will be reflected in the
handing and taking over documents giving their locations.
564
(vi) Outstanding demand details.
(vii) All relevant correspondence connected with operational works in their area of
interest.
(b) Maintenance Stores. These will be handed and taken over on the basis of survey board
proceedings.
(c) Operational Works Physically Completed But Financially Not Closed.
(i) Copy of board proceedings based on which the assets have been taken over by the
user units and entered in numerical records.
(ii) List of liabilities on account of which the construction account has not been closed
by the Controller of Defence Accounts with their latest position.
(iii) Expenditure incurred and booked by Controller of Defence Accounts till date (duly
reconciled).
(iv) Surplus stores, plant and machinery held, if any, on the orders from Chief Engineer
corps or command should be disposed off by the relieved engineer regiment and not
handed over to relieving engineer regiment.
(d) Surplus Stores, Plant and Machinery. All surplus stores, plant and machinery will be
listed job wise (this does not include those stores mentioned in Paragraph (a) to (c) above,
which will be listed separately for each job). The following details pertaining to all surplus
stores will be furnished to the relieving unit:-
(i) Operational task number against which they were procured or released.
(ii) Source and date of release/receipt order number and date.
(iii) Cost
(iv) Survey board proceedings giving condition of stores, plant and machinery.
87. A copy of the survey board proceedings will be held by the staff at the division headquarters and
the Chief Engineer corps.
88. Any shortcoming or irregularity noticed by the division headquarters at the time of handing and
taking over, will be regularised under orders of the division commander. One full set of handing
and taking over documents will be forwarded by the division headquarters with the remarks of the
General Officer Commanding if necessary to corps headquarters General Staff (Operations) and
held with the Chief Engineer.
SECTION 11
PROVISIONING OF STORES, PLANT AND MACHINERY
Categories of Stores
89. The stores required for operational works mainly fall under the following two categories:-
(a) Centrally controlled stores.
(b) Stores to be procured locally by engineer regiments.
Centrally Procured Stores
90. Chief Engineer of the corps will be responsible to take provisioning action for the following stores:-
565
(a) Cement.
(b) Steel
(c) Corrugated or plain galvanised iron (CGI or PGI) sheets.
(d) Prefabricated bitumenised surfaces (PBS) rolls.
(e) Bitumen.
(f) Explosives
(g) Generators or any other plant
(h) Paints
(j) Alkathene pipes
91. Procurement
(a) Cement. The engineer regiments should forward their quarterly forecast demand of cement
to reach the Engineer branch corps headquarters by 01 January, 01 April, 01 July and 01
October each year. The Chief Engineer corps will forward consolidated demand to the
Zonal Chief Engineer. Cement will be released by the Zonal Chief Engineers from the
stocks available with engineer park. Corps Chief Engineer will sub allot the cement to the
divisional engineer regiments based on their forecast demands.
(b) Steel CGI and PGI sheets. On the basis of operational works projected to command, Chief
Engineer corps will assess the approximate requirement of these stores and forward the
demand in the month of November or December to the Command Chief Engineer for taking
provisioning action immediately on sanction of operational work, Engr Regts will project
the demand of these stores on DER (P) Form Number 1 to Chief Engineer corps who will
scrutinse them and forward the demands to command E-3 Section, with copy to Zonal Chief
Engineer. Depending upon the availability within the command, these stores will be issued
by Engineers branch command headquarters. In case stores are not readily available in
stock, Not Available (NA) certificate will be issued to the engineer regiments. In such
cases, Chief engineer corps will undertake to float trade enquiries. After the finalisation of
the quotations, name of the approved firm will be intimated to the Engineer Regiment and
Deputy Controller of Defence Accounts . The Engineer regiments will then place the supply
orders on that firm.
(c) Bitumen and Explosives. The engineer regiments should intimate the approximate
requirement of bitumen and explosives for the following year based on projected works and
the boards convened for maintenance grant. This requirement should be forwarded to the
Engineers branch (corps) by 10 January each year. Chief Engineer will scrutinise the
demands and forward the consolidated requirement to command to take provisioning action.
Stores will actually be procured or released by the Zonal Chief Engineer on order of Chief
Engineer Command.
(d) Generating sets, Pumping Sets, PBS Rolls. These stores fall under the category of
controlled stores and are generally centrally purchased by the Army Headquarters, Engineer-
in-Chief’s branch or the Ordnance Branch. Demand of these items will be prepared by the
Chief Engineer on DER (P) Form 1 clearly stating the time by which these are required and
five copies of these forwarded to E-3 Section Engineers branch (command). Based on their
availability in stock, these will be released. Alternatively, ‘NA Certificates, will be issued
by the agencies concerned. Chief Engineer corps will then arrange for the local purchase of
these stores.
(e) Paints and Alkathene Pipes. Engineer regiments will forward the demands of these stores
to Engineer Branch of the corps headquarters by 15 April each year. Chief Engineer corps
will finalise and approve the rates, specifications and the quality of these items and intimate
to the engineer regiments and Deputy Controller of Defence Accounts. The unit will then
place the supply order on the approved firm.
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Stores to be Procured Locally by Engineer Regiments
92. The formation engineers will works out the requirement for items other then those mentioned in
Paragraph 90 above, on the basis of sanctioned operational works, the maintenance programme and
arrange to procure them as per the standard procedure.
Local Purchaser of Stores under Maintenance Grant
93. No local purchase of stores; required under the maintenance grant, will be done without the prior
permission of Chief Engineer corps. The formation engineers will forward to the Chief Engineer
corps their formal requisition i.e. application for sanction of local purchase, supported by the
quotations of the firms, comparative statement and the NA certificates. The Chief Engineer will
accord his approval after necessary scrutiny.
567
568
Appendix ‘A’
(Refer to para 32)
OPERATIONAL WORKS DEMAND FOR THE YEAR……………….
Ser No Type of works (Details Existing Approximate cost Funds to be allotted Any other REMARKS
including exact areas, arrangements (in lakhs) in lakhs information
necessity with reasons)
200 -200 200 -
200
(a) (b) (c) (d) (e) (f) (g) (h)
Works should be listed in the order of priority.
569
570
Appendix ‘B’
(Refers to Para 38b)
SPECIMEN ADMINISTRATIVE APPROVAL
Unit Concerned
ADMINISTRATIVE APPROVAL
1. Under the provision of Government of India, Ministry of Defence letter No 05633/Q3W
iii/204/DS/48 dt 23 January 1948, as amended from time to time, administrative approval and
sanction to incur the expenditure is hereby accorded for the following works:-
Ser No Operation Number Task Category of works Details of works
2. The expenditure involved is debitable to Revenue Head Major Head- 2076 Defence Services Army,
Minor Head 111, Sub Head A – Works (a) (I)- Works not forming capital assets (Code Head
1/451/01). The work is sanctioned to be completed in a period of……………years.
3. Under the provisions of Government of India, Ministry of Defence letter No
A/00965/Q3W(Policy)/908/S-D(W-1) dated 25 May 1963 as amended from time to time and
clarified vide Government of India, Ministry of Defence letter No A/00965/Q3W(Policy)/164-
S/SO-III/D(W-I) dated 19 May 1969, General Officer Commanding……….Mountain Division
hereby accords sanction to the purchase of such stores/materials as are required for the operational
works and not available with ordnance/Engineer Depots by Commanding Officer…….Engineer
Regiment.
Signature of General Officer Commanding
Copy to:-
1. EG1, Engineer-in-Chief’s Branch, Army Headquarters.
2. Director Works (Army), E-in-C’s Branch, AHQ
3. Q3 Works, QMG Branch, AHQ
4. Headquarters------------------ Command (QMG Branch)
5. Headquarters------------------ Command (Engr Branch)
6. Headquarters------------------ Corps (QMG Branch)
7. Headquarters----------------- Corps (General Staff/Operations Branch)
8. Headquarters-----------------.Corps (Engineer Branch)
9. Headquarters----------------- Mountain Division (General Staff Operations Branch)
10. Controller of Defence Accounts Together with a copy signed in ink
11. Area Account Office
571
Appendix ‘C’
(Refers to Para 52)
MONTHLY PROGRESS REPORT OPERATIONAL WORKS : 200 –200 FOR THE MONTH OF……………….
Ser Job Brief description Amount Works Specific Progress Amount Tasks Remarks
No Number of work and allotted Commenced construction since work expended planned for
probable date of from carried out started the ensuing
completion during the months
(PDC) month under
review
(a) (b) (c) (d) (e) (f) (g) (h) (j) (k)
a) Any problem of stores supply?
b) Any problem of unskilled hands?
c) Any other bottleneck?
(a)
Ser No
Name of works (Sub head and
(b)
minor head)
(c)
Administrative approval
Allotment
(d0
(e)
Expenditure on labour from
___ to____
Expenditure on local purchase
(f0
of stores from ___ to_____
Expenditure on transfer of
(g) stores during the months
Already adjusted by
(h)
controller of Defence
Accounts
572
(j)
Amount to be
debit adjustment
adjusted
of stores against book
Expenditure on purchase
Total expenditure of previous
(k)
month
(l)
Total expenditure including
previous month, i.e column (e)
to (k) excluding (j)
Total expenditure including
MONTHLY EXPENDITURE RETURN FOR THE MONTH OF……………
(m)
column (j)
Liabilities
(n)
Remarks
(o)
Appendix ‘D’
(Refers to para 64)
573
Appendix ‘E’
(Refers to Para 67)
QUARTERLY EXPENDITURE RETURN OF OPERATIONAL WORKS FOR THE QUARTER ENDING
Ser No Job Number Allotment of Funds Expenditure Remarks
Upto the last quarter During the quarter Upto the end of
the Quarter
(a) (b) (c) (d) (e) (f) (g)
Carry over Works
Total
New Operational Works
Total
574
Appendix ‘F’
(Refers to Para 76)
MAINTENANCE PLAN OF ASSETS CREATED OUT OF OPERATIONAL
WORK PART I FOR THE YEAR 200 -200
Formation:
Allotment:
For the Year:
Ser No Descriptio Numerical Capital Cost Operationa Details Stores Required Priority
n of Asset Records B/R E/M Total l Task of Item Quantity Cost of repair
Serial Number repairs
Number under required
which
constructe
d
(a) (b) (c) (d) (e) (f) (g) (h) (j) (k) (l) (m)
NOTES:-
1. Total cost of repairs in Part I should not exceed 25% of the allotment during the current year.
2. Format for Part II is similar to that of Part I.
3. Abbreviations used : (a) B/R – Building and Roads.
(b) E/M – Electrical and Mechanical
575
Appendix ‘G’
(Refers to para 77)
PROJECTION OF DEMANDS FOR MAINTENANCE OF OPERATIONAL WORKS ASSETS
Ser Type of work (Details Existing Capital Value Approximate Priority given by Any other Remarks
No including exact area, necessity arrangements cost of formation informatio
with reasons) maintenance n
(a) (b) (c) (d) (e) (f) (g) (h)
1. Buildings.
2. Field Defences.
3. Roads and tracks.
4. Helipads.
5. Water Supply
6. Electrical Installations
7. Miscellaneous (Lightning conductors etc)
576
577
Appendix ‘H’
(Refers to Para 79)
DETAILS OF MAINTENANCE WORKS CARRIED OUT
DURING THE FINANCIAL YEAR
Ser Description of assets Type of repairs Stores Stores Stores held Serial Number of Remarks
No repaired carried out procured consumed balance maintenance plan
(a) (b) (c) (d) (e) (f) (g) (h)
NOTE: Reasons for non utilisation of stores should be given in ‘Remarks’ column.
578
Precis No 1602
Management Department
DEPOSIT AND AGENCY WORKS
Introduction
1. With the induction of Zonal CE’s in 1964, the MES has been able to provide Engineer cover for
almost all areas in the country. With this situational advantage, MES may be called upon to
execute the works services by Semi Government, Civil Bodies (such as City Corporation,
Cantonment Board etc), Private Organisations /Persons (called as Deposit Works) or by the
State Government, CSD (I), Union Territories and other Central government departments
(called Agency Services)
NOTE; Union Territories are treated at par with the State Government and prior approval of the G
of I will have to be obtained as and when works in the Union Territories are be carried out by MES.
Para 301 RMES is amended accordingly.
(Auth: E-in-C’s Branch letter No 35494/Pol/E2(WPC) dated 30/7/84)
2. This precis deals with the procedure to be followed in executing Deposit Works and Agency
Services with its salient features.
Sanction of Deposit Works
3. Deposit works can be undertaken after the consent of the CFA as under:-
(a) Comdr Sub Area/Bde Gp - Rs. 1,00,000/-
(b) Comdr Area/Div Corps - Rs. 2,50,000/-
(c) GOC-in-C Command - Rs. 10,00,000/-
(d) COAS - Exceeding Rs. 10,00,000/-
For execution of deposit works connected with Navy the procedure given in Paras 305 to 309 of the
Regulation MES will be followed. The prior consent of the under-mentioned authorities will be
necessary:-
(For Works Costing upto)
(e) Flag Officer Commanding Area - Rs. 2,50,000/-
(f) Flag Officer Commanding-in-Chief Command – Rs. 10,00,000/-
(g) Chief of Naval Staff - Exceeding Rs. 10 lakhs
4. Area/Sub area Commander may accord a general approval when MES can undertake works upto
Rs. 2.50 lakhs and Rs 1 lakh respectively.
5. Adm approval and allotment of funds is made by the party concerned. Total cost of the work
including departmental charges, if any, (dealt with in para 11) must be deposited before the work is
taken up for execution. Payment in installments can be sanctioned by G of I only. No Interest will
be allowed on amounts deposited and no advance of Govt Funds will be permitted, nor will Govt be
responsible for any expense or loss due to stoppage of work, pending the receipt of further
installments.
(a) Expenses incurred on payment of compensation under the Workmen’s compensation Act,
legal charges on account of disputes with contractors or with the authority for whom work is
executed, and royalty or compensation for infringement of patent rights and any similar
items of expenditure fairly contingent on the work, including departmental charges threon,
will be recoverable in addition to cost of work.
MES officers in charge of the work will keep the authority concerned informed of the
progress of the work and of any Excess or Savings anticipated.
579
6. The role of engineers in administrative control is the same as for defence works.
Execution
7. Following principles are observed in undertaking execution of deposit works:-
(a) No extra expenditure should be incurred by MES.
(b) Charges on account of establishment, audit, leave, pension, tools and plant (normal
holdings) are recovered from the party concerned as a fixed percentage of the cost, termed
as ‘Departmental Charges’ (dealt with in para 11).
(c) Works are executed in the most economical manner and according to the same general
principles as for defence works. Procedure for planning and execution of the work shall be
same as normal work except that scales and specifications shall be as per the requirement
of the agency for which work is being executed.
(d) Deposit works are given the same priority as for defence works except when the Area
Commander has laid down any higher/lower priority.
(e) All changes in designs/specifications have the concerned party’s approval. Drawings and
design are duly signed by the party in advance.
(f) The land on which the deposit work is to be executed must belong to the agency for whom
the work is to be executed before any deposit work is proposed on defence land, the portion
of that land has to be transferred to the agency for whom the work is intended after due
reclassification and sanction of the Competent Authority.
(g) Accounts are finalised and completion report rendered to the higher engineering authority as
early as possible.
(h) Handing/Taking over is effected in writing to avoid unnecessary disputes.
NOTE: Deposit works differ from other normal works in only one respect viz. the funds
come from other parties. Even though expenditure on such works is not finally charged to
the Defence Services estimates, all requirements including rendering of the completion
report laid down for execution of other works are to be followed.
8. MES responsibility for deposit works is identical to that for defence works except for the points set
out in para 9.
9. MES is not responsible for the following:-
(a) Unavoidable delays.
(b) Excess expenditure due to unforeseen circumstances viz. alteration in design resulting from
inescapable causes e.g. required stores not available.
NOTE: If at any time, an excess over sanctioned estimate is expected, reference must be made to
the party concerned. No commitment is to be incurred till the revised sanction is obtained.
(c) Paying royalties, compensation under workmen’s compensation Act (dealt with in Precis on
Organisation) or other similar charges not included in the estimate.
(d) Subsequent maintenance (except rectification’s ordered on the contractor in maintenance
period).
10. The party concerned must agree to the above conditions before a work is taken up.
Departmental Charges
11 All deposit works are to be levied departmental charges as laid down in Table ‘H’ in terms of
para310 of RMES. The departmental charges however could be waived by Govt. of India.
580
12. The following charges will be levied on works executed by the MES:-
Works performed on behalf Establis Tools & Audit Pensionary Total
of hment Plant & charges
charges charges Accoun
ts
Charge
s
(i) Service and 13.0% 1.5% 1.5% 0.5% 16.5%
Department including
Cantonment Boards and
Private Bodies 10.0% 1.0% 1.0% 0.5% 12.5%
individuals
(ii) Railway 2.0% - - - 2.0%
Administrations
(iii) Preparation and
checking of estimate only
and assessment of the
value of buildings for 2.0% 1.5% 1.5% - 5.0%
Civil Departments and
Cantonment Boards, (See 7.0% 1.5% 1.5% 10.0%
Note 1)
(iv) Units for
electrification’s of -
military buildings at Unit 7.0% 1.5% 1.5% 10.0%
expense
(v) Consumers in
connection with the
extension of supply lines
of MES water and
electrical undertakings to
non military buildings
(vi) Connections of
Private buildings to MES
water and Electric mains -
NOTES:
(1) When work is carried out by MES, prescribe departmental charges are levied and no
additional charge is made for preparation of estimates.
(2) No audit charges will be levied if the audit is not conducted by the Defence Accounts
Department.
(3) For preparing estimates only 2% Departmental chargers are levied.
(4) Departmental Charges are not levied for checking estimates of Cantonment Board works.
581
13. Departmental charges are levied to cover the cost of normal establishment, T and P and other
incidental expenses. Charges for additional establishment, T and P specially arranged for the works
are included in the estimate.
(Para 311 MES Regs)
14. As a rule NO exemption from departmental charges is allowed. In special cases, E-in-C may reduce
or remit departmental charges for works upto Rs. 2,000/-. Such exemptions are applied for, through
the CDA and granted by E-in-C in consultation with financial Adviser, Ministry of Defence,. All
other cases are referred to G of I.
15. The following are exempted from the levy of MES Departmental Charges, but not from the cost of
special establishment or special T and P:-
(a) Works chargeable to the training grant, or to regimental or station funds.
(b) Religious buildings in unit lines and prayer rooms.
(c) Army/Air Force/Navy, Health and Child Welfare Centres and Gurkha Families hospitals.
(Table H of MES Regs)
(d) Articles of furniture purchased by units through the MES (See para 655 RMES).
(e) Works undertaken on behalf of Imperial War Graves Commission for maintenance of War
Graves.
(f) Coffins and graves for military officers, soldiers and their families.
(g) Departmental Charges are levied for works done in workshops.
( See Para 889 RMES)
16. As regards percentage on sale of stores, see para 801 RMES. Issue of stores to military units for
carrying out essential training not authorised in any particular scale, is exempted from the levy of
the departmental charges.
17. The charges levied on works carried out by CPWD on behalf of MES are notified from time to time
by the Ministry of Works and Housing.
18. The supervision charges levied by the Railway administration on works for Defence Services, are
laid down in Appendix of RMES.
19. Departmental charges are not levied on internal electrical installations provided in military
buildings at private expense through the agency of the MES, if the individual concerned agrees in
writing, to forego all his right, title and interest in respect of the installations in favour of
Government. Such installations will, on completion, be maintained at Government expense, their
cost enter in the Register of buildings and rent assessed on the increased capital cost. (See IAFW-
2155).
Accounting
20. Accounts are maintained in the same manner as for defence works. The amount of deposit is
shown as an allotment, which is divided in two parts separate for works and departmental charges.
Unexpended balances are refunded on completion of works, refunds being treated as a reduction in
the original deposit.
21. Departmental charges are adjusted by the CDA after the completion cost is known. MES Regs Para
563 to 576.
582
Agency Services
22. The principles for executing the agency services are the same as for deposit works except that
advance payments are not necessary. Only funds are guaranteed by the department concerned.
Necessary debit is raised against the department through the CDA.
23. Regarding Railway works, see Appendix of RMES.
Contribution Works
24. Contribution works are those works where funds are obtained partly from government and party
from non government bodies/private persons.
25. These works are treated similar to agency services, contribution from private bodies being treated
as an addition to the allotment. Contributions are payable in advance.
Cantonment Boards
26. Cantonment Boards employ their own staff to carry out work services. GE or other MES officer-in-
Charge of military works in cantonment is the Executive Engineer of the Cantonment.
(Para 47 MES Regs Cantonment Act (Act II)1924
27. As an executive engineer his duties are purely advisory. He is merely the technical adviser of the
cantonment boards and offers technical advice when it is sought.
28. In Class I and II cantonments, the Executive Engineer is an ex-officio member and attends the
board meetings. He is normally appointed to any board committees except building/ bazar
committee.
29. His duties in case of such cantonments include those attaching to membership of the board,
membership of the committees and certain inspection duties. The services of executive engineer
are utilised as a member of a committee, only when technical advice is considered absolutely
essential.
30. Executive Engineer cannot be called upon to prepare estimates, supervise and carry out works
except as a deposit work entrusted to MES. Normal departmental charges are levied on such
works. However, these can be reduced by 10% by Area Commander on request from cantonment
Board.
(Table H MES Regs)
Works for NCC Units
31. Construction in Cantonment areas is to be undertaken by MES .MES can
also undertake works in non-Cantonment areas wherever possible Where
MES is unable to undertake the work in non-Cantonment areas, the work
may be entrusted to State PWDs. All NCC Projects at non Military stations
for construction of Married Accn and Staff will be treated as Deposit Work.
31A. Such works are chargeable to State Government and are treated as agency services. The
departmental charges levied are as under:-
(a) Works sanctioned before 7th July 1952
(i) Establishment charges - 9.0%
(ii) T and P charges - 1.5
(iii) Audit Charges - 1.5%
(iv) Leave charges - 1.0%
(v) Pensionary charges - 2.0%
Total 15.0%
Note: Specialist charges are levied in addition to the above departmental charges.
(b) Works sanctioned on or after 7th July 1952.
No Departmental charges are to be levied when undertaking works on behalf of state govts
for NCC. Cost of special establishment, if any, are to be debited to state govt concerned.
583
(G of I MOD letter No 0236/52/NCC/2808/B/D/(ISO) MES dated 7th July 52)
32A. PROCEEDURE FOR CONSTRUCTION OF CENTRAL SCHOOL BUILDING BY MES
Ministry of Defence have agreed to provide the following facilities to Central School Organisation :--
(a) MES buildings in which Regimental schools are housed would continue to be used as Central
School on rent, till permanent building are put up.
(b) Only maintenance charges will be recovered when maintenance of building at ‘a’ above are
entrusted to MES.
(c) Funds for maintenance of these buildings & roads will be worked out by MES as worked out for
defence assets.
(d) MES furniture declared surplus will be transferred to KVS on payment of depreciated book value.
(e) KVS will be permitted to construct essential buildings within the existing campus of the regimental
schools, on the condition that if such buildings are later required for defence purposes, the same will
be vacated on payment of suitable compensation by the Ministry of Defence.
(f) Cantonment authorities / MES authorities to supply water and power on payment at prescribed
rates as for non-entitled personnel.
(g) Surplus accn may be allotted to teachers employed by KVS. The rent shall be recovered in
accordance with para 16 of quarters and rent., such allotments will be on temporary basis and will
be liable to be vacated on 30 days notice as and accn is required for use by the Defence service
personnel.
(h) Minimum essential land required will be earmarked in each cantonment wherever school in
cantonment have been brought under the Central School Schemes and given to KVS on long term
lease basis .Nominal rent of Rs. 1 per annum will be charged .If sufficient defence land is not
available ,the required land near the school area shall be acquired.
(j) KVS works to be executed as Agency Services by MES. No departmental charges shall be
levied.
(k) Sanction of transfer land & building shall be issued by Ministry of Defence.
(l) Cases of transfer of lands and buildings will be regulated by Ministry Land Cantonment
Organisation.(Auth. MOD letter no. PC(2) to MF No.125/25/ADM/L&C/888-C/D(GS-II)dated
24 May1976,circulated vide E-in-C’s Br. letter No.22659/E2(WPC) dated 16 Sep 76 amended
vide our even letter dated 13 May 77 and 13 Jun 78)
32B. A Works Manual for KV Sangathan Works by MES has been issued by E-in-C’s Br vide their letter
No. A/00054/E2Army/76 dt 8 Aug 87.This Manual is a compendium of guidelines, instructions,
policies issued and procedures for KV Works.
Execution of MES Works by Other Agencies
33. When the MES entrusts to the agency of a Municipality, local body, etc any works services the
normal procedure for according technical sanction in the agency concerned will be followed except
that in the case of projects costing more than Rs 1 lakh, detailed plans and specifications will be
shown to the MES before the agency accords technical sanction.
(DWP-86 para 28)
33A. The procedure laid down in E-in-C’s Br letter No. A/95533/Pol/E2(WPC) dt 31 Aug 92 will be
adopted while dealing with such works.
34. Payments made to the agency concerned in respect of such works services will normally be treated
as a payment for works done by a contractor. Where, however, the Municipality, etc, requires an
advance payment to be made before taking the work in hand, this may be done with the
concurrence of the CDA, any difference between the amount advanced and the amount actually
584
spent being adjusted before the accounts for the work are closed. The payment of the advance as
well as the final bill would be made after pre-audit by the CDA and the advance will be compiled to
Head P Deposits and Advances and recovery/adjustment watched.
35. If lump sum payments have been agreed upon, as in the case of maintenance of buildings, roads,
etc, as a standing arrangement, the procedure for settling the account periodically and for recording
the cost of the works may be settled with the concurrence of the CDA and the following conditions
observed:-
(a) A certificate of work having been done in accordance with the conditions agreed upon is
placed on record by the CWE.
(b) When payment is made for a number of works which are chargeable to different budget
heads, the necessary allocations are recorded ; and
(c) As far as possible the liability of a year is settled within that year.
36. Where it is obligatory on the MES to entrust work to an agency, e.g. connections for electricity,
water, gas, sewage etc, advance payments up to the estimated cost of the work may be made in
accordance with the terms and conditions of the agency concerned with the concurrence of the
CDA.
Arrangements will be made to have unspent balances, if any, refunded as soon as the work is
completed.
37. Detailed procedure for carrying out Defence Works by the Railways and adjustment of expenditure
between Railway and Defence Ministries are contained in Appendix ‘J’ of RMES
(1968).Departmental Charges are specified by Rly Board has been circulated under E-in-C’s Br
letter No. 47123/E2A dt 4/6 May 67.CWE will maintain a register of Rly sidings and platforms
which are maintained by Rlys and maintenance charges are paid by the Defence at the rate of 2.5%
per annum on the total cost of the sidings/platforms. Before any payment is made, CWE will obtain
a certificate from local area HQ/Naval/Air Force Authorities that the sidings/platforms are reqd for
the Defence purpose .
585
(Precis No.1603)
Management Department
DEMOLITION OF BUILDINGS
Introduction
1. Buildings entrusted to MES may have to be partially or completely demolished due to various
causes e.g. after the expiry of its useful life, partial or complete rebuilding.
2. This precis deals with the procedure adopted for initiating, sanctioning and carrying out demolitions
of buildings.
Types of Demolitions
3. Demolitions are of two years:-
(a) Demolition of portions of structure.
(b) Demolition of complete structure.
4. Demolition of a complete building may become necessary:-
(a) When the structure has reached such a state of deterioration that is cannot be kept in a
reasonable state of repair at an economical cost.
(b) When land is to be cleared to provide space for new projects of permanent buildings, open
space, recreation or extension of roads, parade grounds, or such other purpose.
NOTE: Demolition in such cases is resorted to only when no other suitable land is available
and/or buildings are of temporary war time construction and will have tom be eventually
demolished in any case.
(c) When buildings are surplus to defence requirements and will not be required in future.
(d) When land is hired/requisitioned for a specific period and is to be released.
(e) When the structure has been rendered completely unserviceable due to natural calamities
e.g. floods, fire or storm.
5. Demolition of portion of a structure may become necessary due to:-
(a) Partial deterioration of a structure requiring repairs, renewals or replacements.
(b) Additions, alterations and improvements.
(c) Natural calamities e.g. storm, fire, floods.
Procedure for Sanctioning
6. Procedure for sanctioning demolition depends on the type of demolition and whether the structure
to be demolished only or to be replaced.
7. No separate sanction is necessary for demolitions falling under para 4(b), 5(a) and (b) provided
approvals accorded to new projects, repairs, renewals and alterations include demolitions as well.
Cases falling under para 4(e) and 5(c) will be dealt with after the finalisation of the Court of
Inquiry/Board of Officers proceedings.
8. In an estimate for reconstruction, AA to the execution of the service is authority for any demolition
involved irrespective of the value of the buildings to be demolished.
(Para 15-A DWP)
9. In other cases viz paras 4(a), (c) and (d), following procedure is observed:-
(a) Unit in occupation of the unit line or MES in respect of unoccupied buildings initiates a
demolition statement for sanction of CFA.
(b) Demolition statements are prepared on IAFW-1819. In addition to the information
contained in IAFW-1819 the General specifications of the original building and its present
condition should be stated. A specimen of IAFW-1819 (inner page) is shown at Appendix
‘A’ attached.
586
(c) The statement is sent to MES for filling up necessary details and recording
recommendations regarding disposal. Demolition statement will be checked by AAO,GE of
the MES formation.
(d) Demolition statement is sent to Station Commander for scrutiny and approval who records
his recommendations regarding disposal.
(e) CFA may approve demolition of all or any building within his powers or direct disposal in
any other manner. Demolition action can be taken only after approvals.
(f) Copy of approved demolition statement is sent to CDA as soon as possible thereafter.
Competent Financial Authority (CFA)
10. Powers for sanctioning demolition are laid down in Appendix ‘B’ attached.
11. Capital cost of individual buildings and not the total cost of buildings in a demolition statement
forms the criteria for deciding the CFA.
NOTE: To facilitate sanctioning, separate demolition statements may be prepared for sanction by
appropriate CFA, but all demolition statements pertaining to a camp/project should be initiated at
one time and no piece-meal.
Carrying out Demolitions
12. Demolitions are carried out to the best advantage of the state. Partial demolitions are generally
entrusted to the agency carrying out repairs, replacement or alterations or may be carried out by
DEL under MES supervision.
13. Complete structures may be auctioned for demolition, in arranging/carrying out such auctions the
u/m points should be ensured:-
(a) Auctions are arranged through Govt approved contractors.
NOTE: Information relating to such auctioneers may be obtained from ML and C Department,
DGS&D or State Govt.
(b) An agreement is entered with the auctioneer clarifying the commission payable,
responsibility for advertising and other incidental matters (such agreements are concluded
by CWE on standardised forms).
(c) Reserve price is assessed by GE and approved by CWE. Such assessments are to be treated
as ‘Confidential’.
(d) Reserve price is based on the capital cost of assets, the condition of assets and market trends.
Fixing low prices result in loss of State while unreasonably high price may lead to
infructuous expenditure on account of repeated auctions and deterioration of assets.
(e) Wide publicity is given to the auctions by advertising, beat of the drum and display of
auction notices in MES formations/public buildings.
(f) Physical check of assets is carried out prior to auction to confirm availability of assets.
Where the assets are not susceptible to check, auctions are conducted on ‘as existing basis’.
(g) Assets are auctions in convenient lots from the view point of obtaining better bids,
feasibility of carrying out demolitions or security.
(h) Auction notices should give full information of the assets, their condition and terms under
which the bids are invited. A certain percentage of the bid (generally 25% is collected as
security deposit on the spot which is refundable only after the bid has been rejected or
demolition satisfactorily completed.
(j) Auction are attended by a responsible MES representative who keeps a watch in the proper
conduct of auctions.
(k) Statement of successful bidders is compiled and signed by auctioneer at the site. One copy
of which is retained by MES representative.
587
(l) Statements are submitted to CWE with GE’s recommendations. General procedure
regarding auction is shown in Precis 1661 for stores. Most of this apply to buildings also.
14. Where auctions are not considered feasible or where repeated auctions do not yield satisfactory
bids, demolition may be carried out through DEL under MES supervision. Cost of demolition is to
be sanctioned as an original work by appropriate CFA.
15. Demolition may be entrusted to troop labour provided a strict supervision is exercised and all stores
obtained are returned to MES.
16. Detailed instructions for disposal of surplus buildings on cantonment lands and M of D lands
outside cantonments are laid down in G of I, M of D letter No 9601/199/III/1001 E/D)E & Org) of
17 Nov 54.
(E-in-C letter No 1601/199/IV/E2 dt 14 Nov 54)
Proceeds from Demolition
17. All stores obtained from demolition of the structures are properly accounted on Demolition Register
IAFW-2200, which contains a numerical account stores. A demolition certificate IAFW-2201 is
attached to all Contractor’s bills to ensure that such stores have been properly accounted for.
18. Where demolition stores are not required for MES use, these may be sold off to the contractor by a
suitable provision in the contract for carrying out repairs replacement, renewals or alterations.
19. A periodic review of demolition stores is necessary to ensure that stores are utilised as early as
possible or disposed off by auction.
20. Amount realised on account of sale of assets/stores are treated as revenue/credit to the project and
dealt with as laid down in para 828, MES Regulations (1968).
Amendment of Records
21. Amendments to records e.g. RMB, PSMB and Cantonment Plans must be carried out immediately
after demolition. Such amendments should then be notified to all concerned through quarterly
amendments/annual exchange of records.
22. Conclusion
Demolitions involved assets and therefore must be based on approval of competent authority as in
the case of creation of assets.
588
Appendix ‘A’
(Precis No 1603)
Inner Page of IAFW 1889
(Refer Para 9 (b)
Station…………………………………………………. Year…………………………… 200_ …………………………………
Building Proposed to be Demolished Opinion of the
Report by.. giving reasons for
the demolition and whether
Value of Salvage Materials
occupation of the building
Brigade Commander/ Sub
Divisional Commander/
Page of RTMB RPMB
the building cannot be
Book Value Assessed
Year of Construction
Government purpose
utilised for any other
Number of Building
Cost of Demolition
Name of Building
Local authority in
Area Commander
Area Commander
GOC-in-C
Value
Rs Rs
Checked Certified that the building exist at site
UA GE No…………………… Div GE………………………….. Div Sanction of
Date…………………… Date…………………. Competent
Authority
--------------------------------------------------------------------------------------
Certified that the buildings have been written off the books, vide pages
Of the Register of temporary/permanent Military Buildings also that
Periodical Services Measurement Books, Record plan of Buildings,
Cantonment Plans etc have been amended as necessary.
589
590
Appendix ‘B’
Precis No. 1603
Refer Para 10
POWERS OF CFA TO SANCTION DEMOLITION STATEMENT
(Authority : Para 15 A of Defence Works Procedure MES Regs Table ‘A’)
Ser No. Authority Powers
1. Government of India - Full powers
2. COAS/CNS/CAS - Rs. 10 lakhs
3. GOC-in-C/Equivalent Navy Comdrs/AosC-in-C - Rs. 5 lakhs
4. Corps Comdrs - Rs. 5 lakhs
5. Comdr of an Area/Indep Sub Area/Indep Bde - Rs 1.5 lakhs
Group/Equivalent Navy/Air Force Comdrs
6. Comdr of Sub Area/Bde Group/Equivalent Navy/ - Rs. 30,000/-
Air Force Comdrs
7. Station Comdr of and above the rank of Lt Col/ - Rs. 10,000/-
Equivalent Navy/Air Force Comdrs
8. Station Comdr below the rank of Lt Col/Equivalent - Rs. 5000/-
Navy/Air Force Comdrs
[Authority : MOD letter No. 3(7)/93/D(Works) dt 27 Aug 98]
591
Precis No.1604
Management Department
REAPPROPRIATION OF BUILDINGS
Introduction
1. Buildings built for a certain purpose may at a later date be utilised for some other purpose due to
changes in establishments of occupying units. Such a change in the use of a building is termed as
‘Re-appropriation’.
2. This precis deals with the procedure for initiating and sanctioning ‘re-appropriation’ and is based
on para 15-B of Defence Works Procedure. Paras 155 and 156 MES Regns (1968) refer.
3. Types of Re-appropriations
Re-appropriations are of two types:-
(a) Entailing no alteration and no cost.
(b) Entailing alterations and expense.
4. Competent Authority for Sanction
(a) CFA for sanctioning re-appropriation mentioned in para 3(a) are any of the authorities who
can accord acceptance of necessity and administrative approval irrespective of capital value
of building involved. All sanctions accorded by an authority lower than Commander of an
Area/Corps will be reported to him. Necessary amendments to the Register of Buildings
will be made by the GE for permanent re-appropriation. Each sanction for temporary re-
appropriation should state the period of re-appropriation and be communicated to CDA and
GE concerned. It can be renewed as required. IAFW-1831 is not necessary and particulars
need not be recorded in the Register of Buildings.
(b) CFA for sanctioning re-appropriations mentioned in para 3(b) are same as for acceptance of
necessity and administrative approval depending upon the expenses involved in alterations.
But no expenditure will be incurred unless funds are available. All sanctions accorded by an
authority lower than Commander of an Area/Corps will be reported to him. Each sanction
should state whether the re-appropriation is temporary or permanent and communicated to
CDA and GE concerned. If temporary it can be renewed as required, IAFW-1831 is
required and particulars including expenditure are to be recorded in Register of Buildings.
A specimen of IAFW-1831 is shown at Appendix ‘A’ attached.
5. Re-appropriation involving increase in scales or introducing a new practice required sanction of
Govt of India. Minor increases in scales upto 50% of authorised area, which are inevitable due to
constructional reasons, will not however require Govt sanction.
6. Re-appropriations included in an Adm approval are not required to be approved separately on
IAFW-1831. The particulars including expenditure are to be recorded in the Register of Buildings.
592
Appendix ‘A’
(Precis No 1604)
(Refer para 4)
IAFW-1831
REAPROPRIATION OF BUILDINGS ENTAILING ALTERATIONS AND EXPENSE
(See paragraphs 155, Regulations for the MES, 1968)
(This form will also be used when any buildings are transferred to or exchanged with those belonging to another Department).
Station……………………………………………………………
District:…………………………………………..
Number, name and Purpose for which Proposed Re-appropriation Remarks
Location of Building constructed
Details Authorised (A) or Approximate cost of Date to which
Special (S). structural alterations required or
permanent (P)
1 2 3 4 5 6 7
Rs.
Certified that the change/ transfer has been noted in the Register of
Buildings on pages…………. And that Periodical Services Measurement
Books, Record Plans of Buildings, Cantonment Plans, etc, have been
Amended as necessary.
GARRISON ENGINEER
593
Appendix ‘A’ (Contd)
(Page 2 of IAFW 2831)
REAPPROPRIATION OF BUILDINGS ENTAILING ALTERATIONS
AND EXPENSE
(For use in Unit and Brigade Office)
(a) No and name of the building.
(b) Purpose for which constructed.
(c) Purpose for which it is proposed to be re appropriated.
(d) What are the present arrangements for the accommodation required?
(e) Why cannot these arrangements continue?
(f) What use is to be made of the accommodation rendered surplus by the re appropriation?
(g) Is the accommodation being re appropriated surplus?
(h) Is the accommodation likely to be required again for its original purpose?
(i) Is the accommodation likely to lead to a demand for replacement?
(j) What alterations are required in the building?
(k) Will such alterations prevent the building being re used for its original purpose?
(l) Are any extensions or electric and water installations necessary or is additional electric or water equipment required?
Brigade Commander’s recommendation.
Passed to GE for costing on………
258
418
Precis No 2001
Management Department
RESPONSIBILITIES OF E6 SECTION
Introduction:
1. E6 Section of MES forms an integral part in MES organization. It is charged with the task of
preparation and maintenance of Zonal /Master Plans, Contract Drawings, Plans and various
Registers/ Records of MES assets.
2. This précis deals with the detailed responsibilities of E6 Section and its sphere of activities in
relation to other sections of MES.
Responsibilities:
3. E6 Section is responsible for the following:-
(a) Preparation and revision of Zonal Plan of Military Stations
(b) Preparation of Master Plans
(c) Participation in preparation of Detailed Project Reports (DPR)
(d) Attending Costing/ AON Boards, Siting Boards as Architect member
(e) Scrutiny of ‘Q’ & ‘E’ Datas
(f) Preparation of Standard drawings
(g) Preparation of Conceptual drawings (Line Plans)
(h) Preparation of Contract drawings
(i) Hospital planning as part of hospital planning team
(j) Landscaping of Military Stations
(k) Architectural Models & generation of presentation drawings
(l) Maintenance of Records, Drawings and Register of various MES assets.
(m) Liaison with Govt & other bodies on matters pertaining to Town planning, Heritage and
Architecture
(n) Any other work assigned by the Head of the Office.
Co-ordination:
4. A proper co-ordination of E6 Section with other sections in MES organization is very essential
right from the inception of the project till completion stage and thereafter for preparation and
updating of records.
5. Subject on which E6 Section at any formation should liaise with other sections are as under:-
(a) E1 :
Administration and all matters pertaining to posting and transfer and cadre
management of E6 personnel
(b) E2 :
Costing/ AON Boards
(ii) Siting Boards – preparation of Site plans, Line plans for BPs
(iii) Preparation of Zonal specifications
(iv) Application of Scale of Accommodation -1983 in planning of Accn
(v) Planning of services and special requirements in technical and other Accn
(c) E3 :
Procurement of T&P, Instruments and stationery for own office
419
(d) E4 :
(i) Maintenance and E/M drawings,Electrical and water supply distribution plans
(ii) E/M planning
(e) E8 :
(i) Finalisation of PIP Drawings
(ii) Preparation of Contract drawings
420
Precis No 2002
Management Department
ESTABLISHMENT AND DUTIES OF E6 STAFF
1. This précis deals with functioning of E6 Section at various MES Formations and duties of
establishment of architectural cadre.
3. The architectural staff structure in MES is as under :-
(a) Officer : Chief Architect (CA)
Senior Architect (SA)
Architect (Arch)
Deputy Architect (Dy Arch)
Assistant Architect (AA)
Technical Officer (TO) / Chief Draughtsman (CD)
(b) Subordinates : Senior Draughtsman
Draughtsman Gde I
Draughtsman Gde II
Tracer
Ferroprinter
GENERAL DUTIES
4. Chief Architect in E-in-C’s Branch
(a) Advisor to E-in-C, DGW and other ADGs/ DDGs of E-in-C’s Branch on architectural and
allied matters.
(b) Advise PS Directorate E-in-C’s Branch on personal matters of Architectural Cadre officers/
subordinates.
(c) Laying down Architectural norms, standards for guidance of all architectural cadres in the
MES.
(d) Formulate scales, specifications and prepare working drawings of selected buildings and
projects at E-in-C’s Branch in conjunction with DDG Works (Design) and other concerned
ADGs/ DDGs.
(e) Evolve and design special buildings projects and standard and type designs for all types of
accommodation and furniture including its modernisation.
(f) Liaison with architectural authorities of DDA, CPWD, NBO, Bureau of Indian Standards
and CBRI; liaison and discussion with user directorates of service HQ, coordination with
structural design section, E/M sections and public health departments pertaining to the
buildings planned at their respective headquarters.
421
(g) Scrutiny and comments on architectural aspects of all the schemes and projects received
from higher headquarters and other agencies.
(h) Responsible for long term planning of selected cantonments and military stations in
conformity with the principles and practices of modern town planning with due regard to
future expansion and changes, keeping in view the preservation of environmental balance
including requirements of landscape and arboriculture.
(i) Preparation/ revision and presentation of zonal and master plans for new and existing
cantonments and military stations.
(j) To attend meetings of board for zonal plan tasks and DPR Boards.
(k) Collection of statistics and standardization of data on Cantonment planning techniques and
norms, scales and specifications.
(l) In the process of evolving zonal/master plans, maintain liaison and coordination with civil
planning/development authorities, civil bodies, allied Govt Departments and public
institutions.
(m) Coordination on zonal/master plan tasks in respect of all inter service cantonments/stations.
5. Senior Architect in Command HQ Engrs Branch and Zonal CE’s office
(R MES 32A)
A Senior Architect is appointed in command and Zonal CE s offices to act as an advisor to the
CE on all matters pertaining to town planning, architecture and allied subjects. In some of the
command HQ, CA is posted in place of SA. His duties include:-
(a) General supervision of the work done by the architectural staff in all MES formations
within the Command/ Zone
(b) Attending Siting boards and preparation of Zonal/ Master plans and DPR
(c) Evolving building design for all projects and prepare contract drawings
(d) Liaison with BIS, NBU, CBRI and other bodies on matters pertaining to town planning
and architecture
(e) Visit Works during execution and submit architectural reports to CE when so directed by
him.
Senior Architect has a team of Officers including Arch, Dy arch, Asstt Arch & TOs to assist
him.
6. Assistant Architect/ TO in CWE’s Office
(R MES 41-A)
The duties of Assistant Architect in the office of CWE will include :-
(a) Supervising the work done by the architectural staff in CWE s office
(b) Attending Siting boards and prepare necessary plans at CWEs level
(c) Evolving building design for all projects and prepare contract drawings
(d) Submission of architectural report when deputed by CWE to visit works in progress
422
7. Draftsman in Engineer offices
(R MES 60)
The duties of a Draftsman in an engineer office include:-
(a) Preparing designs from sketches and instructions
(b) Assist in preparation of contract drawings
(c) Making plans from measurements including chain surveying and leveling
(d) Tracing and copying plans
(e) Keeping all records, plans amended to-date
(f) At GE/CWE level draughtsman looks after records like road register, RTMB, RPMB etc
423
Precis No 2003
Management department
ORGANISATION AND DUTIES OF E6 AT VARIOUS FORMATIONS
A. ENGINEER –IN-CHIEF BRANCH
E-in-C
DGW
CA (R) CA (K)
Special Project Sec Hospital Sec
Furniture & Landscape Sec Standardisation Sec
Cantt Plg Sec
DUTIES :
1. Preparation of Standard line plans
2. Hospital planning (Hospital Plg Cell)
3. Landscaping
4. Preparation of furniture drawing
5. Preparation / revision of Zonal plans
6. Preparation of Master plans
424
B. CHIEF ENGINEER COMMAND
CE (Command)
ACE
CWE
CA/Sr Arch
DCWE (E/M)
Arch Dy Arch Asst Arch TO/ CD
DUTIES :
1. A Cantonment Planning Teams are formed to carry out the following:
(a) Preparation of Zonal Plan for Military Station of less than 5000 troops strength
(b) Revision of Zonal Plan as per KLP
(c) Preparation of Master Plan (Less than 5000 troops strength)
(d) Maintenance of records of Zonal Plan and Master Plan, Survey Sheets
(e) Scrutiny of Master/ site plans attached with Approximate Estimate
(f) Providing architectural assistance to lower formations
C. CHIEF ENGINEER ZONE
425
CE (Zone)
Sr Arch
Arch Dy Arch Asst Arch TO/CD
DUTIES:
1. Various teams are formed depending upon the availability of Officers/ Draftsman to carry
out the following:-
(a) Attending Siting Board
(b) Preparation of Standard Line Plan
(c) Preparation of Preliminary Contract Drawings
(d) Preparation of Final Contract Drawings
(e) Preparation of Model/ Designs/ Layouts for other architectural work carried out in
CE’s offices
D. COMMANDER WORKS ENGINEERS’S OFFICE
426
CWE
DCWE B/R
Asst Arch/TO
DUTIES :
1. Preparation of Contract Drawing for CWE’S Contract
2. Attending Siting Boards
3. Updating of Records
4. Ensure shuttle copies are registered properly
E. GARRISON ENGINEER’S OFFICE
GE
TO/Chief Draftsman
DUTIES :
1. Preparation of Drawings for GE Contract
2. Preparation of Record Drawings
3. Maintenance of records for the following:
(a) Survey Maps
(b) Register of Military Building
(c) Register of Temporary Military Building
(d) Register of Permanent Military Building
(e) Road Register and Graph
(f) Cantt. Gazetteer
(g) Station Plans
(h) Furniture Drawings
4. Updating the document in Para 3 above and submitting to higher headquarters as laid down.
Precis No 2004
427
Management Department
RESPONSIBILITIES OF ARCHITECTURAL STAFF AT VARIOUS BOARDS
( PRE ADMINISRATIVE APPROVAL STAGE)
1. Architects attend Costing/ AON Boards, Siting Boards as Technical Advisor as a part of the
planning Team.
2. This précis deals with the responsibilities and duties performed by architects at these boards.
Costing/ AON Boards :
(a) Working out requirements based on approved KLP/ Accn statement Part I & II
(b) Scrutiny of ‘Q’ & ‘E’ datas
(c) Preparation of Zoning layout indicating various zones such as Residential, Technical,
Administrative, playgrounds, training facilities, green belts etc including road networks
and services
(d) Working out requirement of areas based on Cantonment Planning Handbook, ETI 16 and
other town planning norms
Sitting Boards :
(a) Examining the zoning layout on the ground in detail
(b) Siting of each building complete with pegging on sites (marking on the ground)
(c) Preparation of line plan/ conceptual plan for approval of users based on the Scales of
Accommodation and in conformity with optimum utilization of space
(d) Furnishing of incase of technical buildings, the detail of services, finishes and the
functional aspects like height of buildings, clearance from other buildings, openings,
camouflaging etc
(e) Preparation of site plan showing buildings and its orientation, roads and services and any
other existing and proposed features
Precis No 2005
428
Management department
CANTONMENT PLANNING
1. A cantonment or Military Station is a town or mini city planned with military bias for a Defence
establishment to provide for the Defence personnel all the essential aspects of an urban city. It
ensures their health, accn and provides facilities for efficient training.
2. Preparation of Zonal/Master plan deals with continuing and ever changing process and not just
with projects that have distinct starting and finishing points. The ultimate aim is to create an
ideal environment for wholesome living and training of troops by maximum utilization of land
maintaining prescribed density, economy in roads and services to create varieties and interest
through the planning concept.
3. Zonal Plan :
Zonal plan is a Landuse plan showing zoning and grouping of units based on inter relationship
and functional requirements. This also shows the extent to which the cantonment can grow in
relation to region. It defines and harmonises the building areas, the landscape and circulation
pattern and also caters for anticipated future expansion.
4. Master Plan:
Master plan is a comprehensive long term development plan of the entire complex showing
siting of each building, open spaces, training and recreational areas, service infrastructure and
aesthetically harmonizing the natural landscape for the benefit of the residents. The Master plan
is developed keeping in view the land use plan on the basis of Zonal plan.
5. Development Plan:
Development plan is also a Master plan of a zone as a short term local area plan prepared to
guide the process of development.
6. KLP ( Key Location Plan):
KLP indicates the permanent location of military units in a particular Cantonment/ Military
Station and it forms the basis for preparation of Zonal/ Master plans. KLP for military station
includes the following :-
(a) Type of establishment (PE/WE)
(b) Troops Strength ( No of officers, JCOs, Havs, ORs per unit)
(c) Holding and type of vehicles
(d) Bulk Tonnage of stores/ ammunition depot
(e) Nos of animals holding
(f) Classification ranges
KLP is approved by Govt of India on recommendation of Army Headquarters. If required,
revision to Zonal Plans is initiated for approval due to changes in KLP by Govt.
PROCEDURE AND POLICIES INVOLVED IN CANTONMENT PLANNING
1. Norms for Land requirement for Army Units
Guidelines for calculation of land requirements for the purpose of acquisition and zonal space
allocation are as follows:
(a) Total land requirement in a station will be based on handbook on Planning of Large
Military Cantonment 1947.
429
(b) Allocation of areas within the station to individual units including married zones will be
based on E-in-C’s Works Pamphlet No. 11 of 1972.
(c) Allocation of areas within the unit zones for various activities for preparation of Master
Plan will be based on Engineer Technical Information no 16 of 1966.
(d) An adhoc cut of 33% is applied to the land requirements worked out as per Hand Book on
planning of large Military Cantonments 1947, except existing cantonments, Category ‘A’
establishments, training areas (ranges) and hilly areas. (Auth: QMG’s Branch letter No
A/30973/Q3(Plg) dated 03 Jul 75)
(e) Land requirements for different units/formations worked out on the basis of the guidelines
contained in above letter are given in E-in-C’s Branch letter No 84008/CP dated 23 Apr
76.
2. Preparation of Zonal Plan
t is essential that KLP is approved and ‘No Objection Certificate’ for the land to be acquired is
obtained from the state Govt before the zonal plan of the station is envisaged. Based on the
priorities indicated by Command HQs, the annual programme of zonal plans will be issued by
QMG’s Branch.
Responsibilities of E-in-C’s Branch and Command planning Team (CPT) for preparation of
zonal plans are as under:
(a) E-in-C’s Branch
(i) Station with strength over 5000 troops.
(ii) New Military stations ‘ab into’ excluding single unit stations.
(iii) Stations where prestigious Category ‘A’ establishments are located.
(iv) Vetting of revised zonal plans of stations having strength of more than 5000 troops
for which revision is delegated to CPT for specific reasons irrespective of whether
the preparation of initial zonal plan was carried out by the E-in-C’s Branch or CPT.
(b) CPT
(i) Stations with strength less than 5000 troops and revision of zonal plan of such
stations.
(ii) All zonal plans prepared by CPT will be approved by the respective GOC-in-C and
forward to QMG’s branch as well as to E-in-C’s Branch for record.
Survey of Military stations by Survey of India should be carried out as soon as no objection
certificate for the land to be acquired is received. The plan should be available at least 6 months
before the date of assembly of the board.
Preliminary work before the assembly of zonal plan Board requires 19 weeks after receipt of site
data and survey plan. After that 12 weeks are required for finalization of the zonal plan.
(Auth: QMG’s Branch letter No 30973/Q3(Plg) dated 21 Jun/03 Sep 85)
(c) Basic Data Required for formulation of Zonal Plan:
The Basic Data required for formulation of a Zonal Plan falls in two categories :-
(i) Basic Site Data : This is to be collected on the ground and essentially consists of
compilation of various physical surveys with all information regarding the
existing conditions of Cantonment to assist in formulation of a zonal Plan. The
main surveys are the following:-
- Key Plan
- Base Map 1: 2500 / 1:5000
430
- Govt Land Record (GLR Map) 1 : 1000 / 1:2500
- Existing land use plans zone-wise & building-wise
- Plan showing conditions of buildings
- Specialist buildings/ structures like ammunition and stores dumps,
workshops, sheds, ranges.
- External Services Plans- roads, electricity and water supply
- Gazetteer
- Accommodation situation-general as well as technical
- KLP and vetted strength
- Non KLP units (And strengths) which are likely to stay in a station
(ii) Other Basic Data (‘Q’ Data) : Under this category falls information like special
training requirement, store holding units, danger/safety distances in case of
ammunition holding units, requirements of other services 9Navy/ air force) and
any other special requirement of the station.
3. Master Plan
Master Plans will be prepared by the E-in-C’s Branch or Cantonment Planning Teams of the
Command based on a programme to be worked out in conjunction with the staff at appropriate
level. The Master Plans will cover all the KLP units to be located in the station. Non KLP units
will not be covered. These plans will be prepared by Engineers in accordance with instructions
contained in ETI 16 of Jan 66 (pp 17-18) and will be finalized by DGW or Command Chief Engr
as the case may be. A Master plan or a part there of is the site plan forming part of siting board
proceedings. When siting boards are ordered for any accommodation to be built in any
Cantonment/Military station for which a Master Plan has been prepared it will be based on these
plans, but changes may be made by the Siting Board who will then ratify the Master Plan in its
entirety or in parts depending on what accommodation is required to be built.
(Auth: E-in-C’s Branch letter No 95533/Pol/E2 (WPC) dt 20 Aug 93)
4. Construction of permanent assets and hired/ leased/ temporary requisitioned land
Instructions issued vide QMG’s Br letter No 01247/Q3W (Policy) dt 22 Jun 93 stipulates that the
project must be planned on A-I Defence land only which is free from all encumbrances. These
instructions have been issued with a view to ensure that no infractuous expenditure is incurred by
creating permanent assets on temporarily requisitioned land. All zonal CEs should render correct
advice to CFA.
(Auth: E-in-C’s Br letter No 95533/Pol/E2 (WPC) dt 20 Aug 93)
5. Construction of temporary/ permanent structure at places of workshop on Defence land
It has been observed that temporary/permanent structures are being erected at places of
workshop, adjacent to MES installations and office premises without proper sanction. To avoid
security hazard and encroachment of Defence Land, the permission for construction of such
structures may be done only after obtaining proper sanction as laid down in Govt. of India, MOD
letter No 75701/Q5 (B)/412/D(Land) dt 21 Jan 1977.
(Auth: QMG’s Br letter No 35369/94/Q3W (Policy) dt 28 Jan 94 circulated under E-in-C’s Br
letter No 37696/9/Pol/E2 (WPC) dt 15 feb 94)
6. Policy regarding addition, alteration, renovation, reconstruction of Private buildings in the
Cantonment
431
The addition, alteration, maintenance, reconstruction and renovation of buildings in Cantonments
erected on sites held on old grant and other resemble tenures shall be regulated in accordance
with the provisions contained in the letter.
(Auth: MOD letter No 11013/1/87/D (Lands) Vol II dt 09 Feb 1995)
7. Basic Principles and Norms of Planning
Objectives:
(a) 1947 Handbook on Cantonment Planning lays down three fold objectives for planning new
Cantonments namely:
(i) To decide on best location.
(ii) To outline the best possible layout by optimizing land usage and other resources
(iii) To foresee difficulties that may be encountered in the execution of the project (for
details refer Cantonment Planning Handbook 1947, pages 1-60).
Concepts:
(b) Conventional concepts in planning, grouping, zoning for buildings and various land uses
and factors affecting planning parameters have been outlined in general ETI 16, Manual of
Cantonment Planning, Chapter III (pages 6-12)
8. Land Norms:
(a) Total land requirement in stations is given in Handbook on Planning of large
military Cantonment 1947. However, the same have been modified vide QMG No
A/30973/Q3 Plg dt 03 Jul 75 (refer para 3 below)
(b) Zonal plan development and land requirements: An adhoc cut of 33% was applied to the
land requirements worked out as per Handbook on planning of large Military Cantonments
1947, except existing cantonments, Category ‘A’ establishments, training areas, ranges
and hilly areas, pending finalization.
(c) Subsequently a clarification was issued vide QMG’s Br letter No A/83676/Q3L
(Policy) dt 16 Jul 73 that 33% cut will be applicable in the case of new projects even in old
Cantt where demolition and fresh construction is undertaken.
(d) Revision of Land Norms: The land norms have been further revised, which
amount to a cut of 41.8% on the norms laid down in 1947 Handbook. These norms apply
in the case of assessing land requirements, whenever additional land is required for such
existing stations (items wise norms for calculating the land requirements for a new station
have also been specified in Govt. of India letter No 12026/41/84/D (lands) dt 19 Feb 1991.
(e) Revision of Land Norms: Ranges – Details of revised norms for calculation of
classification and grenade ranges is given in QMG’s Br letter No B/61862/Land Norms/Q3
(Plg) dt 27 Apr 92.
(f) Allocation of areas within a station to individual units including Md zones are to be
based on QMG’s Br letter No A/30973/Q3 (Plg) dt 03 Jul 75.
(g) Creation of Assets on lands on the charge of Army: Procedure for construction of
defence assets on lands hired from Central Government Department, State Govt, Private
Parties, requisitioned under RAIP Act 1952 or J&K RAIP Act 1958, and held on the
432
charge of the Army has been laid down Govt of India letter No 77549/Q3L
(Policy)/8211/D(Lands) dt 16 Nov 1981.
(h) Construction of permanent Assets on Hired/Lease/Temporary Requisitions land:
All projects must be planned on A-I Defence land only which is free from all encumbrances, in
order to avoid any in fructuous expenditure, with the exception that if the remaining lease
period of leased/hired land, after completion of construction is equal to or more than the life of
the assets created.
(Auth: QMG’s Br letter No 01247/Q3W/Policy dt 22 Jun 93 and DDGW (P&C) letter No
95533/Pol/E2 (WPC) dt 20 Aug 93)
9. Zonal plans and Master plans:
(a) Time Schedule for preparation of Zonal Plans: Preliminary work before assembly of
zonal plan BOO requires 19 weeks after receipt of site data and survey plan. After
that, 12 weeks are required for finalization of the zonal Plan (QMG’s Br letter No
A/30973/Q3 (Plg) dt 21 Jun/03 Sep 85)
(b) Format Zonal Plans: To facilitate periodic review and carrying out minor changes in
layout due to changes in KLP, a format of Zonal Plan has been laid down in QMG’s Br
letter No A/30973/Q3 (Plg) dt 31 Mar 82.
(c) Zonal Plans Development and Concept and Land requirements: Guidelines on
staff and user concept and calculation of land requirements for acquisition and zonal
space allocation, for development of zonal plan were issued under QMG’s Br letter No
A/30973/Q3 (Plg) dt 03 Jul 75.
(d) Preparation of part Zonal Plan: QMG,s Br letter No C/01793/Q3 (Plg) dt 30 Nov
79 lays down policy on preparation of part zonal plans pending acquisition of land.
(e) Responsibility of preparation and finalization of Zonal Plan: Policy with reference to
delegation of responsibilities for preparation of zonal plan between E-in-C’s Branch and
Command Engineers has been laid in QMG’s Br letter No A/30973/Q3 (Plg) dt 30 Jun/03
Jul 76. All Zonal Plans/Master Plans of stations with strength upto 5000 troops (except
category ‘A’ establishments) will be developed by Command Engineers and approved
by GOC-in-C Command personally. Zonal Plans of Category ‘A’ establishments and
troops with more than 5000 troops will be prepared and produced by E-in-C’s Branch
( Army HQ Planning team)
(f) Preparation and finalization of Zonal Plans: The procedure to be followed, in
preparation and finalization of zonal plans was circulated to all Command vide QMG’s Br
letter No A/30973/Q3 (Plg) dt 16 mar 74.
(g) Zonal Plans supporting documents: the documents required along with zonal plans
for vetting and approvals are given in QMG’s Br letter No A/30973/Q3 (Plg) dt 08
Nov 74.
(i) GLR Map showing classification of land authenticated by MEO
(ii) No objection certificate for acquisition of prop land or a certificate that all land is in
Defence possession.
(iii) Adjacent civil town planning Map and Master Plan
(iv) Base Map with contours, existing Buildings and usages, existing utility
services
(v) Outline of proposed utility services
433
(vi) Area Statement
(vii) Conceptual Note
(viii) Other climatic data like temperature, rainfall, wind direction, seismic zone etc.
(h) Proposal for revision of Zonal Plans: QMG’s Br letter No A/30973/Q3 (Plg) dt 02 May
86 brings out that while forwarding the proposals for revision of zonal plans, HQ’s
Command should indicate the reasons for the revision to decide on delegation of work
either to Army HQ Planning team or Command teams.
(i) Changes in Zonal Plans without approval: QMG’s letter No A/01793/Q3 (Plg) dt
28 Nov 89, was circulated to advise all formations not to alter the approved zonal
plans and adhere to the guidelines issued for preparation/revision of zonal plans.
(j) Preparation and approval of Master Plan: Master plans will be prepared by E-in-C’s
Branch Planning team or Cantonment Planning Teams of the Command, based on a
programme to be worked out in conjunction with the staff at appropriate level. The
master plans will cover all the KLP units to be located in the station. Non-Klp units will
not be covered. These plans will be prepared by Engineers in accordance with
instructions contained in ETI 16 of Jan 1996 (pages 17-18) and will be finalized by DGW
or Command CEs as the case may be. When siting boards are ordered for any accn to be
built in any cantonment/military station for which a Master Plan has been prepared, it will
be based on these plans, but changes may be made by the siting board who will then rectify
the master plan in its entirely or in parts depending on what accn is required to be built (E-
in-C’s Br letter No 89959/CP dt 21 Jun 69).
(k) Preparation of Zonal and Master Plans for Air Force Stations: Policy for preparation
of zonal and master plans in entirely including the Airforce Station, for ensuring planned
development was laid down by E-in-C’s Branch letter No 84008/Pol/CP dt 19 Jan 90.
(l) Preparation of Accn for NCC: The procedure and policy to be followed for providing
office accn to NCC Directorates/ GroupHQ/ Units and residential accn to Service officers,
JCO’s, NCO’s and OR posted to NCC is covered in QMG’s letter No 50102/Q3W (policy)
dt 05 Apr 82 and clarified further vide QMG’s letter No B/25772/Q3 (Plg) dt 06 Sep 93
and B/25772/Q3/Plg dt 04 Oct 93.
10. Standard Road Cross Sections
(a) Standard road cross sections, to be followed in planning for cantonment are given in ETI 16 of
1966, Manual on Planning of Cantonment which stands revised.
(b) Standard road Cross Section in Plains
Revised standard road cross section for plains by adopting four types of roads are given in
Drawing No MISC/CPT-5-9-91/R dt 11 Nov 91 and instructions issued vide DDGW’s letter No.
84008/Pol/CP dt 22 Nov 91 and 84008/Pol/CP dt 05 mar 92. the details of different roads are as
follows:-
434
ROAD RIGHT OF CARRIAGE WAY TO BE USED FOR
WAY WIDTH
(i) RD-1 40M Two lanes of 7.5 M each Shall be adopted as arterial for
all roads taking off from
(can be developed in two National / State highway in the
phases) Mil Stns where Div HQ or
above is located
(ii) RD-2 30M Single lane of 10.5M Shall be adopted for Sub
arterial roads where Brigade
HQ is located
(iii) RD-3 20M Single 7.00M Shall be used as approach to
units and Md Zones from the
diametric approaches
(iv) RD-4 10M Single lane of 3.5M Shall be used as approach
within the unit line and
individual approaches to Md
Accn
435
Precis No 2006
Management Department
CONTRACT DRAWINGS
Contract drawings:
1. Contract drawings form the most essential part of a tender document. It is basically a set of
detailed working drawings including detail dimensions of buildings and its annexe to a given
scale in plans, elevations, sections, internal services like water supply, internal electrification,
kitchen & toilet details, schedule of finishes, details of doors & windows, E/M plans, Structural
drawings etc. In addition to these drawings a set of typical drawings are also enclosed as a part of
Contract drawings.
2. These drawings are prepared on the basis of scope of work given in the BPs, Approximate
Estimate part II, Standard Line plans issued by E-in-C’s Branch, Structural details finalized by
Design Section, Scales of Accommodation for Defence Services 1983 and Scales of Furniture
for Defence Services 1989.
3. Contract drawings are generally prepared in two stages after the work is released as under
(a) Preparation of Preliminary Information Proforma drawings (PIP Drgs)
(b) Preparation of Final Working drawings ( Contract Drgs)
4. PIP Stage :
A set of advance copy of working drawings are prepared giving detail dimensions, fitting &
fixtures, built in furniture duly signed by the Senior Architect and copies are sent to the
E2(Design) Cell to prepare structural drawings, one set to E4 to prepare E/M electrical and water
supply details. The set of drawings thus prepared are sent to E2 (Plg) Cell for further submission
to E8 and executives GE / AGE(I) along with the Preliminary Information Proforma (PIP) for
their comments and suggestions on the corrections, checking on plinth area provided, feasibility
of construction as per site conditions before the final contract drawings are prepared. The main
objective of these PIP Drawings are to reduce the chances of discrepancies in the tender stages,
avoid issue of amendments on later stages i.e after issue of tender or any other complexities
arising during the construction.
5. Final Working Drawing Stage:
Taking into consideration the suggestions and comments on PIP drawings, the same are
incorporated and final set of drawings which are finalized on the basis of BPs, AE Part II,
structural design details and services details finalized by E2 (Plg) section.
6. The various components of Contract drawings are as under :-
(a) List of Drawings
(b) Site Plan :Showing North and scale , site boundary, layout & orientation of proposed
buildings, existing buildings and services, proposed external services ( B/R and E/M),
roads, pathways & culverts, water and electricity points for contractors, Contractor’s site
office, stores and labour colony.
(c) Main Architectural Drawings : Detail working drawings of proposed buildings &
structures showing floor plans, roof plan, internal services, elevations, sections, schedule
of finishes and any other necessary details.
(d) Structural drawings : Detail working drawings showing foundation details, details of
RCC/ Steel structures, seismic provisions and any other structural components.
436
(e) Typical Details (TD) : These are standard architectural or structural details which
are of repetitive nature and are referred to quite often in conjuncture with the main
drawings. To explain or to elaborate a detail reference is made from the respective TD.
These include Doors & windows, detail of fitting & fixture in toilets and kitchens, detail of
built in furniture etc
7. The contract drawings form integrated part of Tender and Contract Document and construction
and supervision of the projects are carried out on the basis of these drawings and other
provisions in Contract agreement.
437
Precis No 2007
Management Department
MAINTENANCE OF RECORDS, DRAWINGS AND PLANS
1. On completion of an original work, separate records will be maintained in the Register of
Buildings for permanent and semi permanent buildings and structure erected and record plans
completed or amended as the case may be.
A record of temporary buildings and structures will be maintained in such form as may be
prescribed by the Govt from time to time.
( Refer para R MES 380 )
2. This précis deals with the maintenance of various records and drawings by E6 Section.
Purpose of Maintaining Records:
3. To have a clear record/ idea of the following :-
(a) Details of assets owned in an area
(b) Capital cost of an individual asset
(c) Change/ additions/ alterations
(d) Handing/ Taking over of Assets to States / other agencies
(e) Capital costs serve as a basis for Schedule of demands for repairs, rent assessments,
disposal and estimates.
Different types of Records maintained in MES by E6 Staff
(a) Register of Military Buildings (RMB)
(b) Register of Permanent Military Buildings (RPMB)
(c) Register of Temporary Military Buildings (RTMB)
(d) Completion Drawings/ Record plans
(e) Road Register
(f) Cantonment gazetteers
(g) Cantonment plans
(h) Road routes
(i) Survey Maps
5. Register of Military Buildings
(a) A Register of Military buildings will be maintained on IAFW 2168 in every Military station and
will show complete details of all buildings and structures held on charge. Amendments to the
capital cost arising out of changes to buildings or structures will be made in accordance with
Para 228 and authority for the changes noted.
In the case of civil buildings on MES charge, any additional information that may be required
will also be recorded in the Register.
(b) Registers will be maintained separately for the Army, Navy, Air Force and Ordnance factories in
each Military Station. Registers for Farms buildings will be maintained by the authority but the
438
MES will be responsible for intimating any changes carried out by them to such buildings.
Registers will be maintained in the offices of the CE, CWE, GE, SDO and GE’s AAO.
(c) The GE is responsible that the registers are corrected up to date and correspond with existing
buildings and will furnish quarterly amendments to each office mentioned above. These
amendments will be completed so as to show the position on 31 Mar, 30 Jun, 30 Sep and 31 Dec.
Completion Drawing/ Record plan:
6. A Record plan of every building and other structures on his charge will be maintained in the
office of the GE who will be responsible that such plans are corrected up to date. External
services will be shown on the plan but separate plans will also be maintained if necessary.
Road Register:
7. Road register is maintained for roads inside Cantt, outside Cantt and civil roads maintained by
MES. The following details are recorded:-
(a) Length and Classification of Road
(b) Bridges and culverts
(c) Drains and retaining walls
(d) Expenditure on maintenance and new construction
GE is responsible for all the records and layout/ Key plan is maintained along with the
register. Following colours are used :-
AUTHORITY COLOUR
(a) MILITARY RED
(b) CIVIL BLUE
(c) CANTONMENT GREEN
(d) CIVIL MAINT BY MES YELLOW
Cantonment Gazetteers:
8. The Cantonment Gazetteer covers the following essential aspects of a Military Station:-
(a) Historical : Brief history of origin of the Cantt highlighting important features.
(b) Geographical : Location, MSL, physical features etc.
(c) Geological : Soil condition, Water table, seasonal variations etc
(d) Meteorological : Climate, Wind, annual rainfall/ snowfall, seismic zones etc.
(e) Hydrological : Water supply sources, portability, purification and distribution system
(f) Public health engineering : Sanitation and sewage disposal
(g) Engineering data: Local Bldg materials, local practices, availability of labour
(h) Communications : Railways, road network, aerodromes, shipping and other means
of transport, postal & wireless communication
(i) Electricity : Location of source, capacity, expansion possibilities and distribution
(j) Accommodation : Types and number of Accn available in the station
(k) Civil lines : brief note on civil lines indicating civil population, shopping , medical
and educational facilities etc
(l) Miscellaneous : Any other useful information regarding IB, rest houses etc
(m) Maps : Cantonment/ station maps, city & town guide maps.
439
Periodicity of updation should be at least once in five years and it should be bound in hard
cover.
Distribution plans of electricity and water:
9. A diagram of the MES distribution system showing North point should be shown on cantonment
plan.
Internal Wiring Diagrams :
10. These will be prepared for every electrified building as per IAFW 2197 and according to
conventional signs given in IS 732
Sewerage Records:
11. A detail sewerage system diagram showing pipe layouts, invert levels, dia of pipes, type of pipes,
septic tanks, oxidation ponds etc should be maintained by GE for future records
Standard line plans:
12. Standard line plans, embodying the scales approved by Govt of India are issued by E-in-C’s
Branch from time to time. An outline general specification approved by G of I will similarly be
issued. These plans and specifications as will be used as a basis for development with such
modifications as may be necessary to meet local requirements of site aspect, material etc. A
record of these line plans are kept in every drawing section.
440
Precis No 2008
Management Department
INSPECTION OF WORK BY ARCHITECTS
1. Introduction : It is desirable that Architects from CE Command/ Zones should carry out
periodic inspections to examine quality of construction and economy stand point. CE Zone/
CWE should use the expertise of the architect in their office for inspection and report thereof.
2. This précis deals with inspections in general to be carried out by the Architects in MES
organization at various levels.
3. Purpose : The purpose of carrying out inspection is to ensure that the works are carried out :-
(a) in accordance with Contract drawings
(b) to laid down specifications
(c) in compliance with the instructions issued from higher authorities
(d) to achieve good quality in work in accordance with modern architectural practices
(e) adherence to the standard of materials and craftsmanship specified in the drawing and
specifications
(f) the discovery of elements or errors overlooked in the contract drawings/ specifications and
their early correction
(g) elimination of unacceptable substitutes by the contractors
4. Stages of Inspection : Inspection of work carried out by Architects can be classified into two
stages as under :-
(a) Inspection during construction
(b) Inspection at completion stage
Inspection during construction:
5. Architect shall be detailed by CE zones to visit important works under execution. (Refer E-in-
C’s Branch letter No 39349/Pol/E2W (PPC) dt 8 Feb 2000.
6. Architects shall visit the works from time to time on important stages of construction
particularly at the time of finalization of layout, fixing of fittings and fixtures in sample quarter
and finishes.
7. A periodic inspection should be carried out by Architects visiting works site and comments
should be entered in the Works Diary duly endorsed by the architect.
Inspection at completion stage:
6. Architects should form an integral part of the inspection team to ensure that the work is :
(i) complete in all respect
(ii) upto specifications as per contract
(iii) clearly and neatly finished
7. If any rectifications are found necessary, the same should be immediately carried out / ordered
on the contractor.
441
Architectural report :
8. Architects visiting works during and after execution should submit architectural report to CE /
CWE highlighting the progress and quality of work when so directed by him.
442
Precis No 2009
Management Department
IMPORTANT POLICY LETTERS AND ORDERS ISSUED BY
ENGINEER-IN-CHIEF’S BRANCH IN RELATION TO E-6 SECTION
1. Numbering of drawings :
All drawings will be in accordance with IS Code. All subsequent revisions and corrections in the
drawings should be initialed by an Officer with date. A copy of IS 962-1960 “code of Practice
for Architectural and Building drawings”, IS 696-1960 “ code of Practice for general engineering
drawings “ will be maintained and followed in every drawing office. ( E-in-C’s Standing Order)
2. Architectural planning and design of buildings:
It has been stressed in the letter that aesthetic harmony with the characteristics architecture of the
place must be kept in the mind by the engineers and architects while planning the new
complexes
( E-in-C’s Branch letter No PC/47378/E2Plg dt 12 Dec 83).
3. Planning and progressing of work:
Models of technical and prestigious buildings should be made for better appreciation by user and
minimizing deviation orders.
( E-in-C’s Branch letter No 39349/E2(WPC) dt 20 Jun 1978).
4. Planning and construction of Swimming pools:
SOP and construction of swimming pools has been formulated keeping in view the parameters to
overcome the later date problems.
( E-in-C’s Branch letter No A/00062/E2 Army/ TC dt 20 Oct 98).
5. Planning of Hospitals :
Planning of hospitals above 200 beds will be done by E-in-C’s Branch and below 200 beds will
be done by CE Zones and copies will be sent to E-in-C’s Branch for scrutiny and approval before
adoption.
( E-in-C’s Branch letter No 97833/E2 Plg dt 16 Jul 73).
6. Conservation of land:
For the sake of conservation of military land due to large deficiencies, future planning of
Married Accommodation and OTM Accommodation in the shape of multistoried buildings is
proposed.
(E-in-C’s Branch letter No 35187/Q3(Policy-I) dt 27 Mar 2000).
7. Maintenance of heritage buildings within cantonment:
Policy guidelines have been issued vide E-in-C’s Branch letter No 35357/91/Q3 (Policy) dt 24
Apr 2000.
8. Construction of Building by MES in vicinity of Aerodrome:
443
Local Engineers should coordinate with local aerodrome authority and obtain ‘No Objection
Certificate’ before any construction is undertaken near aerodrome.
( E-in-C’s Branch letter No. 95533/Pol/E2WPC dt 18 May 1978)
9. Safety required for floor and wall openings, railing and parapet:
The railing shall consist of top rail, intermediate rail and post and shall not be less than 90 cm in
vertical height. It is further suggested that while safety hand rails/ parapets provided up to 4th
floor be kept to a height of 90cm but for the floors beyond this, the height be increased at a rate
of 2.5cm for every two floors height only up to maximum of 120cm.
( E-in-C’s Branch letter No. A/90039/E2Plg dt 15 Feb 1983)
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1
Precis No: 1632
Management Department
QUARTERING CHARGES
Introduction
1. It may be seen that the B/S Branch of the MES was introduced with the man object of
relieving the GE of his non technical duties.
Among the non technical duties, the recovery of licence fee for accommodation and
charges for allied services is important. The amount recovered under this head constitutes the
revenue receipt for the G of I, M of D Consequent to a ruling of the Supreme Court, the word
“rent” has been substituted by the word “license fee” in all regulations, orders, etc.
(See AO 112/70)
It is also to be remembered that loss of revenue, is treated as loss of public money, for
purposes of regularization. Such loss of revenue may be caused due to omission for
unreasonable delay in any of the following.
(a) rendering necessary occupation return for accommodation for which license fee is
recoverable;
(b) submitting necessary Return of Recoveries or Bills for Water and/or Electricity;
(c) forwarding necessary furniture hire statements;
(d) ascertaining /assessing service taxes and charges wherever applicable;
(e) intimating UABSO recoveries on account of hire of fans, refrigerators or any other
electrical appliances.
In order to prevent loss of revenue to the Govt the B/S Branch of MES is to ensure that all the
necessary information is collected and passed to UABSO for record in his Revenue ledger
IAFW-2240, which constitutes most important document on revenue recovery.
Definition
2. Quartering charges constitute the following:
(a) Licence-fee for accommodation
(b) Charges for allied services called allied charges normally are
(i) Charges for water and electricity consumed.
(ii) Hire charges for furniture issued.
(iii) Charges for conservancy services.
(iv) Taxes for services, payable to municipalities etc.
(v) Hire charges for electrical equipments like fan, refrigerators etc, issued on
hire.
3. This precis deals with the various rules and regulations and procedure governing the
assessment and recovery of quartering charges.
Entitlements
4. For efficient functioning of the Defence Forces, Government has undertaken the
responsibilities of providing accommodation and allied services to the Personnel of Defence
Services. For allotment of this accommodation, Defence Service Personnel have been divided
into two broad categories namely:
(a) Those entitled to rent fee accommodation is mentioned in para of ‘Quartering and
Rents’ i.e. JCOs/ORs etc
(b) Those entitled to accommodation on payment of licence fee and charges for allied
services i.e., service officers and some class of civilians (both officers and
subordinates).
2
Married officers are entitled to following percentage of married accommodation. The
following percentage of married accommodation have been laid down:
(i) Army
Major and above - 100% (as per scales of accn 1983)
Captain - 80%
Lt and above - 33 1/3%
(ii) Navy
Lt Cdr and above - 100%
Lt (incl SD List) - 83%
Sub Lt (incl SD List) - 63%
(iii) Airforce Flying Station Non flying station
Squadron Leader 100% 100%
Fly Lt 70% 60%
Flying Officer 25% 50%
Married accommodation for Nursing Officers is to be provided at the scale of 15 percent of the
authorized Nursing Officers in PE of Hospital
SCALE OF MARRIED ACCN FOR SERVICE OFFICERS
(TABLE 61.1 OF SCALES OF ACCN 1983)
Sl. Description of Plinth area Special Planning Note
No items (SM)/Scale facilities
1. Main Unit of accn Married Separated
Accn SM family
accn(SM)
(a) Maj Gen & 139.35 139.35 (a) Stair of 6.04 and equivalent SM to
above be provided for both md and separated
family accn for all ranks.
(b) Maj to Brig 139.35 83.61 (b) Sleeping out balconies shall be
and equivalent provided wherever authorized as
under: -(i) Maj & above 9.85 SM
(ii) Capt & below 7.8 SM
(c) Capt and 83.61 83.61 (c) Setting out of balconies in
below and Bombay & Calcutta shall be provided
equivalent as under
(i) Maj & above 5.58 SM
(ii) Capt & below 4.58 SM
2. Servant Quarters
(a) Maj Gen & 22.30 16.72
above and
equivalent
(b) Maj to Brig 22.30 16.72
and equivalent
(c) Capt and 22.30 16.72
equivalent
3. Garages.
(a) Maj Gen & 20.90 20.90
above and
equivalent
(b) Maj to Brig 20.90 20.90
and equivalent
(c) Capt and 20.90 20.90
equivalent
3
(d)Lt & below 4.20 4.20 Scooter Shed
and equivalent
4. Attached Officers
(a) Maj Gen & 23.23
above and
equivalent
(b) Brig & 16.26 To be provided for officers holding
equivalent Command appointment only
Area for ADC :
Maj Gen & above 19.98
and equivalent
5 Civilians (Officers & Subordinate Staff) paid from the Defence Services Estimates are
entitled married accommodation as laid down in Table No 61 III and are authorized as per the
provisions contained in para 61.4.1 to 61.4.6 of the Scales of Accommodation for Defence
Services 1983. Additional provisions stated at para 17-A of this précis also be referred to.
Rules Applicable.
6. Apart from the regulations mentioned in Precis No 1631 the basic orders dealing with
recovery of licence-fee and allied charges are as follows:
(a) G of I, M of D letter No 7506/93/IQ3 (B)/3768-Q/D-8/47 DATED 04 Dec 67
reproduced in SAO 5/S/48, as amended regarding procedure for allotment, re-
imbursement of rent etc. A list of such amendments is given at Annex “A” to this
précis.
(b) AI 117.48 as amended regarding water and electric charges as amended by AI
26/78.
(c) AI 16/S/48 as amended regarding hire charges for furniture AI 27/78, AI 8/80.
(d) AI 12/S/65 as amended by AIs Corr 140/66/71/cc. 17/69/106/69 & 2/70/1/70.
Many other AIs/AOs and letters issued from time to time by G of I/Army HQ also apply. A list
of such orders is given at Annexure “B” to this précis.
Service Officers
7. Entitlement and procedure for Allotment:
All service officers are entitled to be provided with unfurnished accommodation whether
married or single. An officer is recognized as “Married” for entitlement of married
accommodation only if he has completed 25 years of age.
8. At present, Major-Generals and above of the Army and equivalent ranks in the Navy and
Air-Force are provided with special type of accommodation which contained attached office,
area of ADC.
9. Married officer of the rank of Brigadier and below to Major of the Army (and their
equivalent in Navy and Air-Force) are entitled to the same type of accommodation with slight
adjustments. Similarly Capt to 2/Lt of the Army (and equivalent in Navy and Air-Force) are
entitled for the same type of accommodation. Scales are laid down in Scales of Accn for
Defence Service 1983 (Page 236)
10. Similarly, single officer of the rank of Major and above (and equivalents in Navy and
Air-Force) are entitled to F type quarters and Capts and below (and equivalents) to G type
quarters. Scales are laid down in scales of accommodation for Defence Service 1983 (page 20).
11. Accommodation is also provided in Govt owned buildings or in buildings hired lease or
requisitioned by the Govt for the purpose.
4
12. All married officers quarters in a station are held in a station pool and are allowed on the
basis of a waiting list for each type of quarters maintained by the Station Commander.
13. Where more than one of the armed services viz. Army, Navy and Air-Force are
representing in a station the allotment is made by the inter-services quartering committee which
is presided over by the Station Commander and in which the representatives of all the services
and the BSO will be represented.
14. If a married officer posted to station cannot be provided with married accommodation he
may be permitted to hire his own accommodation. The accommodation will reasonably agree to
his entitlement in area. The accommodation proposed to be hired and the rent charges are to be
approved by the Station Commander. Also see item 23, Annexure “A”.
15. If the officer is unable or unwilling to make his own arrangements, he may be provided
rent fee single accommodation with free allied services.
(Item 2, Annex “A”)
Arrangements may be also made for his stay with family in hostels or clubs, in which
case, his liability for rent will be as though he has been allotted the lowest type of married
accommodation on administrative grounds.
An officer provided with lower class of accommodation at his own request will be treated
as though he has been provided with his entitlement, for purposes of recovery of license fee.
(Item 7, Annex “A”)
Regarding allotment of higher or lower class of accommodation on administrative
grounds sharing, and single officer occupying married accommodation for Adm reasons see
Notes 1 to 4 under para 1 of AI 12/S/65.
16. Married officers who have not been provided with married accommodation in the
previous station or who are returning from field/operational areas or from study leave/duty
abroad (where they were not accompanied by their family) may be permitted ante-dating of their
seniority in the new station, for married accommodation by maximum of six months.
(Item 19, Annex “A” and item 4 Annex “B”)
16A. Allotment of married accommodation to Bachelor having dependent parents, sisters and
brothers can be allotted married accommodation with the approval of Area Commander for
deserving cases on merit of the case, but not as general rule.
(Auth : AHQ letter NO 3/37614/Q3 (B-1) dated 01 Jul 76)
16B. Single officers’ quarters will normally be allotted to the OC unit to whose officers mess
these quarters are attached. Allotment to individual officers will be made by President of the
Mess concerned.
17. Civilians
(a) The following MES Civilian Officers are authorised Govt. Accommodation as
authorised to service officers.
(i) All Civilian Chief Engineers, Civilian Additional Chief Engineers posted
to all Army, Air force and Naval stations other than New Delhi.
(ii) Civilian commander Works Engineers posted at places which are
Headquarters of Area Command and their equivalents in the Navy and Air Force.
(iii) Civilian Garrison Engineers posted at places which are Headquarters of
Sub Area Command and their equivalents in the Navy and the Air Force.
(b) Civilian Scientific Advisors to the GOsC-in-Commands, if no separated
accommodation has been provided by the R & D organization.
(c) Technical Examiners. Civilian Superintending Technical Examiners in the
Organisation of the Chief Technical Examiner will be entitled to Defence Pool
Accommodation in the same manner as Service Officers.
5
(d) Controller/Joint Controllers of Defence Accounts working in advisory capacity to
the GOsC-in-C and Director, Defence Lands and Cantonments at Headquarters
Command are entitled to the allotment of reserved accommodation only if no separate
accommodation has been provided by DAD. Other officers of DL & C service can be
provided such accommodation in Cantonment areas only which is already
hired/appropriated or by resorting to fresh hiring or by appropriation under the
Cantonments (House Accommodation). Act, 1923 on receipt of a request from the
officers. In Non-Cantonment areas, office of the DL & C service will be treated at par
with other Defence civilians.
( Auth SAO No 10/S/86)
17.A. Married accommodation sanctioned specifically for group A & B Officers of MES.
Govt. of India M of D under their letter No have sanctioned married accn in phases (each phase
of 3 years) and also have released Rs. 6 cores in each phase for group “A” & “B” officers of
MES as on incremit in service condition, having all India Transfer Liability. This accn is
exclusively to be allotted to the eligible group A & B of officer of MES only and not to be
merged in the Defence Pool accn and thus remains outside the previous provisions of SRO – 308
of 1978.
18. Occupation Returns and Rent Liability
ON receipt of allotment orders, quarters in station pool will be handed over to individual
officer by B/S Branch (for single quarters see Para 17 above) within a maximum of 10 days after
which rent becomes payable unless allotment order is cancelled.
19. After handing over, necessary occupation returns are prepared by the BSO or president of
the Mess as the case may be in IAFZ-2170 and are forwarded to AAO BSO by the 5th of
succeeding month. When Mess President prepared an occupation return be submits it through the
BSO who checks the same and forward it to the AAO BSO for further action. The
occupation/vacation in respect of Station Pool accommodation, the same will be submitted to
AAO BSO within a week.
20. JCOs on New Pay Code.
Fixation of flat rates of license fee for residential accommodation for service officers.
On acceptance of the recommendations of the fourth Central pay Commission relating to
the charging of the licence fee for Govt. accommodation, it was to prescribe flat rates of licence-
fee for residential accommodation available to Central Pool and also under various
Ministries/Departments of m Govt of India all over the country. Accordingly and in
supersession of the instruction on the subject, I am directed to convey the sanction of President
for charging licence fee from service officers who are in occupation of Defence pool
accommodation, accommodation constructed / hired / requisitioned by the Ministry of Defence
including accommodation constructed by the Ministry of Urban Development and loaned to
Defence Pool all over the country as per the rates and conditions laid down in succeeding
paragraph. Service officer living in Govt owned or hired accommodations are required to be
provided furniture by MES upto authorized scale as per existing orders. In addition to licence
fee for accommodation the furniture charges shall be recovered from service officers.
The flat rates of standard rent and licence fee for classified / standard type of
accommodation are given in Annexure “I”. Furniture charges at the maximum for the furniture
provided by MES to the service officers as classified / standard accn shall be as in Annexure “J”
flat rates of standard rent and licence fee as well as maximum rates for furniture to be charged
from service officers for unclassified / substandard accommodation and hostel accommodation
have been indicated in Annexure “K” & Annexure “L”. These flat rates shall be applicable to
both married and single officers depending upon the type and living area of accommodation
actually occupied by them irrespective of rank of occupant.
(Govt of India Min of Def letter No 1(I)/87/D(Q&C) dated 3 Mar 92.)
6
(b) Pooled assessed rent will be calculated and fixed on Station basis instead of All
India basis for each class of accommodation separately for permanent and
temporary accommodation. The pooled assessed rent will be fixed by a Board of
Officers and published in Station Order subject to revision after five years.
Note :- Pooled assessed rent fixed by a Board of Officers will be subjected
to check by the AAO/RAO concerned, before they are notified in Station order
vide Govt of I, M of D New Delhi letter No A/06569/Q3/(B-1)3141/Q/D(Qtg)
dated 30/9/80.
(c) Pooled assessed rent is now applicable only to restrict the maximum recovery
from officers.
Vacation and retention after transfer etc.
21. (a) An officer transferred from a station is required to vacated accommodation within
10 days from the date he is relieved of his charge. Married officers may be allowed to
retain accommodation for 60 days or more by the area / Ind. Sub Area Commander at the
old station, if no married accommodation is available at the new station. These
provisions also apply to officers living in privately hired accommodation with the
sanction of the Station Commander and also to officers permitted to live in their own
houses. Also to officers posted to non family stations.
(Item 8 & 16 of Annex “A”; Item 11 of Annex “B”)
(b) It may be pointed out here that cancellation of the allotment made in good faith,
subsequently leads to representations, statutory complaints. In order to obviate such
unpleasant allotment made to an officer is to be cancelled only if such a request is made
by the officer in writing.
(AHQ letter No 42650/Q3(B-1) dated 06 Dec 1985)
(c) If an officer for his own convenience retains accommodation beyond 60 days
without proper sanction, he will be treated as a private individual and must pay full
assessed rent (including departments charges ) as per “Quarters and Rents” or damage
rates which ever is higher in the case of Govt owned buildings.
(Govt of India, M of D letter NoB 68628/Q3(B-1)/2450/D(Q&C) dated 27 May 88 and
AHQ QMG letter No 7506/93/iii/Q3(B) dt 15-11-49 & No A/09270/Q3(Bi) dt 14-3-67)
The officer also renders himself liable for disciplinary action and eviction
(AO 448/66)
For rent liability of an officer who refuse to vacate “out of class” accommodation
for personal reasons see item 33 Annex “B”.
(d) An officer posted to operational area J&K and certain places in the Easter of India
may retain married accommodation at previous duty station or move family to a selected
place of residence on payment of normal rent till such time the officer is posted to a
peace station. Option to be exercised within two month.
(AHQ QMGs Br No 45600/Q3B dt 15 Feb 49, and 6073/Q3B dt 15 Dec 58 and
item 4 Annex “B”).
(e) An officer may be permitted to retain quarter during the period of leave including
release leave, overseas service leave, terminal leave (in the case of emergency
commissioned officers) granted prior to release, retirement or resignation of commission
or for a periods of two months which ever is earlier. This is in relaxation of orders in
para 429 Release Regns. Such officers are also entitled for reimbursement for privately
hired accommodation during the period of the above leave.
(AI 81/51 as amended by AI 131/61 and AI 155/69)
Corr 61 Corr 94
7
(f) An officer on temp duty if allotted Govt accommodation at an out station, is liable
to pay licence fee as per AI 12/S/65. On the occasion, however, when he is a state guest
and licence fee is not recoverable the question as to the extent to which daily allowance
shall be reduced, is left to the discretion of his controlling officer.
(g) An officer whose move to an out station is classified as temporary duty, does not
pay any licence fee for accommodation or allied charges for occupying single
accommodation, if he is not eligible for drawing any daily allowance, when he occupies
married accommodation he is liable, to pay full rates of licence fee and allied charges.
(AO (I) 398/50)
(h) An officer on annual war leave or sick leave or leave on medical certificate in the
case of IAF officers, is entitled to retain his quarter for entire period of leave. Recovery
of licence fee is based on the pay actually drawn. In the case of furlough leave (special
leave in the case IAF officer) an officer can retain his quarter on the payment of normal
licence fee which he was paying before proceeding on furlough leave. If officer leaves
the station with his family, the accommodation may be subject by him to another officer
with the prior permission of the OC Station. The Govt however, will continue to recover
licence fee and charges for allied services from the allottee.
(Item 9, Annex “A”)
(j) An officer may also retain married quarter in his old station till the current school
/ college academic year for his children is over provided ;
i) No married accommodation of his entitlement is lying vacant in his new
station.
(ii) He does not avail rent free single accommodation in his new station, and
(iii) He is not occupying a “Reserved Quarter” in his old station.
(Item 6 of Annex “B”)
(k) An officer detailed on course of instructions in India of durations of six months or
less may retain married accommodation in his duty station for six months or less on
payment of normal licence fee. On completion of course if he proceeds on annual / sick
leave he can retain the accommodation for this period also. If he is transferred to a new
station on completion of course or during leave he will be treated as transferred from the
old duty station. (Item 14, Annex “B”)
(Auth. G of I, M of D No A/54811/Q3(B-I)589-B/D/Q&C) dated 30 Dec 1976)
(l) Officers posted overseas for authorized courses of instructions/deputation of less
than one year’s duration, may be permitted to retain Govt accommodation for the
duration of the duty/course on payment of normal licence fee (upto 12 months if duration
is extended beyond one year).
(AI 61/56 as amended by AI 244/61, Corr, 113/61)
(m) Service officers can retain accommodation throughout leave preparatory to
retirement, or after their retirement for two months on payment of licence fee which they
were paying immediately before retirement. This also applies to service officers recalled
for service from regular reserves and to accommodation privately hired with the sanction
of the Station Commander and to officers on reemployment or termination there of if
concession not availed earlier.
(Item 26 Annex. “A”, Item 5, Annex B)
(AO 113/72, AO 447/72, G of I, M of D letter No
87246/Q3(B-I) 961-a/D(Q&C) dated 14 April 1972)
(n) The family of a service officer who dies while in service may retain
accommodation for a period of four months after death of the officer on payment of
normal licence fee.
(Item 17, Annex “B”)
(o) Service officers on invalidment may retain accommodation, upto a maximum of 2
months on payment of licence fee paid immediately before invalidment.
(Item 19, Annex. “B”)
(p) Families of officers taken prisoners of war or reported missing may retain
accommodation so long as full pay and allowances are eligible or for one month from
8
date of presumption of death (subject to maximum of nine months from date of missing)
respectively.
(Item 20, Annex “B”)
(q) A married officer may retain accommodation for 4 months after demise of his
wife (includes re-imbursement also)
((Item 21, Annex “B”)
(r) An officer can retain his married accommodation on re-employment at the last
duty station with reference to AO 113/72, 447/72.
Sharing of Accommodation
22. (a) Subletting of quarter is not authorized but sharing is permissible with the prior
permission of Station Commander as per para 1016 of DSR.
(Para 14 of Appex “B” to IAO 5/S/48)
(b) Recovery of licence-fee in cases where accommodation is shared in terms of (a)
above, is governed by Para 10 (k) of “Quarters and Rents.” Also see item 9,
Annexure “B”.
(c) Classification of quarters remain unaltered irrespective of the number of
occupants in one quarter.
(QMG No 4684/3(b) of 25 Feb 48)
Vacation of accommodation by an officer will be intimated to UA BSO, on the same
lines as occupation is intimated.
STUDY ON MES PROCEDURE – LICENCE-FEE AND ALLIED CHARGES
23. In order to avoid bulk recoveries for licence fee, hire charges for furniture, consumption
for electricity and water and conservancy charges from officers both married and single on IRLA
system and with a view to computerization of pay accounts in CDA(O) Pune in due course, a
revised records, as given in the subsequent paragraphs as adopted on an experiment basis for a
period of one year in respect of Govt buildings (constructed/hired) in the following selected
stations:
(a) Southern Command - Pune, Bangalore and Bombay
(b) Eastern Command - Calcutta
(c) Western Command - Delhi and Ambala
(d) Central Command - Meerut
(e) Northern Command - Jammu
To implement the system, a computerized format for showing occupation/vacation return
in respect of the stations indicated in para above. This format includes details relating to
recoveries to be made every month of the non variable items of revenue for licence fee, hire
charges for furniture ( if issued) and conservancy charges apart from recovery for the licence fee,
furniture and conservancy charges standard provisional recoveries of both electricity and water,
where the supply is through the MES will be recovered by the paying authority at the following
rates :
Electricity Charges Water charges Grand
Light Power Water Total
(a) Maj Gen, Lt Gen, Gen & 40.00 50.00 30.00 120
equivalent
(b) Maj to Brig & Equivalent 35.00 45.00 25.00 105.00
(c) Capt & below & Equivalent 30.00 20.00 15.00 65.00
Auth . G of I, M of D letter No 42099/Q3(B-I)/4297/D(Q&C) dt 14 Nov 1991)
This computerized form will serve as initial bill and will be filled partly by BSO based on
the handling taking documents signed by the occupant/authorized representative and other
records with him as per detailed instructions to be issued by E-in-C’s Branch. Further action
with regard to this form will be taken by concerned AAO BSO. Similarly action will be taken by
BSO in respect of change statement. Where the change statement is to be initiated only on
9
account of revised conservancy charges or revised service taxes action will be taken by AAO
BSO to initiate the statement on receipt of requisite information/return of recovery from the
BSO.
Quarterly statement form for water and electricity charges will be prepared quarterly by
AAO BSO as per the rendition of return of recoveries by the BSO and submitted to CDA
concerned by 31 Mar, 30 Jun, 30 Sep and 31 Dec for the preceding quarters.
Adequate number of copies of various forms will be prepared by BSO AAO BSO and
will be distributed to all concerned ensuring that apart from others a copy each is prepared for
the paying authority and use for concerned officer through paying authorities.
Station Headquarters will include the details such as rank, personal number, account
number marital status and unit in the allotment letter. The requisite information in respect of
existing occupants will be furnished to the concerned BSOs. Prompt action to intimate the BSO
AAO BSO that a particular occupant has from a particular date become an unauthorized
occupant is to be taken by the Station Commander.
In cases when a certain time lag is envisaged in obtaining furniture hire charges
particulars for the initial bill, these will be worked out tentatively by 2.5% of the officer’s pay
and final charges intimated in the form of a change statement subsequently. Initial bills will not
be delayed causing financial hardship to officers. The above procedure will come into force wef
01 Jan 1985 and will be effective upto 31 Dec 85. An assessment on the workability and
usefulness of this procedure will be carried three months in advance of the expiry date before a
change carry on with the revised procedure is taken. Further detailed instructions regarding the
action to be taken by GEs/BSOs and clarification on the columns provided in the format will be
issued by E-in-C’s Branch.
This Headquarter letter No 42099/Q3(B-I) dated 03 Mar 82 may please be treated as
cancelled. The detailed procedure for submission of Rent bills by AAO BSO is given in E-in-
C’s Branch Letter No 29469/V/POL/E2(WPC) dated 23 Nov 89.
10
CIVILIANS-GOVT, SERVANTS (CIV PAID FROM DSE INCLUDING
DEF AUDIT AND ACCTS PERSONNEL)
Type of Accommodation for civilians paid from Defence Services Estimates
24. I am directed to refer to para 4 of SRO 308 dated 17 Oct 78 as amended from time to
time relating to allotment to Govt residence (Def pool) and to convey the sanction of the
President that the entitlement for different type of accommodation (Def pool) for the Def
civilians will be determined as per the following emoluments drawn as on 01 Jul 87 or there
after: -
Type of residence Entitlement with regards to the existing classification based on
Monthly Emoluments of officer as on 01 Jul 87, thereafter
I Less than Rs 950.00 p.m
II Less than Rs 1500.00 p.m. but not less than Rs 950/- p.m.
III Less than Rs 2300.00 p.m. but not less than Rs 1500/- p.m.
IV Less than Rs 3500.00 p.m. but not less than Rs 2300/- p.m.
V-A Less than Rs 4500.00 p.m. but not less than Rs 3500/- p.m.
V-B Less than Rs 5900.00 p.m. but not less than Rs 4500/- p.m.
VI-A Less than Rs 6700.00 p.m. but not less than Rs 5900/- p.m.
VI-B Less than Rs 7300.00 p.m. but not less than Rs 6700/- p.m.
VII Less than Rs 8000.00 p.m. but not less than Rs 7300/- p.m.
VIII Less than Rs 8000.00 p.m. and above
Hostel Suites Double suite with kitchen Rs 2800 p.m
Single suite with kitchen Rs 2000 p.m
Single suite without kitchen Rs 2000.00 p.m.
NOTE 1. Date of priority of type IV and above for hostel accommodation will be
the date from which the minimum pay prescribed above is continuously drawn by
the Govt employee.
2. “Emoluments” means the emoluments as defined in FR 2(21) (a)(i) is the
pay other than special pay or pay granted in view of his personal
qualifications, which has been sanctioned for a post held by him
substantively or in an officiating capacity, or to which he is entitled by
reason of his position in a cadre.
These issues with the concurrence of Min of Def (Finance) vide their UO
No 1818/W-1 of 1988. Auth: Govt of No.42933/Q3(D-i)/3656/D(Q&C)
dated 20 Sept 88.
Fixation of flat rate of licence fee for residential accommodation for the Defence civilian
employees all over the country have been revised under G of I, M of D letter No 1(2)/93-
d(Q&C) dated 3rd Jan 94. Revised rates of flat rate of rents are applicable for Defence
civilians paid from Defence services estimates and General Pool residential accn or
surplus (Revised rates are given at Annexure ‘N’ to the precis)
25. (a) Families of civilians, whether gazetted or subordinates, are authorized to retain
Govt accommodation for a period of 12 months after the death of Govt employee, on
payment of normal rent.
(Item 22, Annex “B” for army and identical orders separately for navy and airforce)
(b) Accn can also be retained by civilians in the following cases :
(i) A civilian on retirement from services can retain Govt accn for a period of
two months on payment of normal rent.
(Auth : G of I, M of D No 68566/Q3(B-I)/4618-QD(Qre) of 24 Sep 69).
(Item 34, Annex ‘B’)
(ii) On transfer to new station upto a maximum of 2 months if no Govt accn is
allotted at new Station, irrespective of whether the accn occupied is Govt owned
or hired/leased/requisitioned, provided the same is not due for release during these
11
two months. “No accommodation” certificate from station Commander of the
new Station must be produced within 35 days otherwise assessed rent will be
recovered.
(AI 25/64 as amended vide AI 120/66, AI 8/67, Corr 5/67)
(iii) At the old duty station for period of 60 days on payment of normal rent
from the date of their transfer out of field/concessional areas if md accn is not
available in the new station and non availability certificate is given by Station
Commander of new Station.
(Item 8, Annex “B”)
(iv) Govt servants after transfer to Civ Est/Public Sector undertakings can
retain for 2 months on NAC and take 10 days for handing over.
(Item 23, Annex “B”)
(v) Accommodation can be allotted/retained while under suspension by Civ,
DSE. See Item 24 of Annex “B” regarding recovery of rent from those entitled
for rent free accn.
(Item 27, Annex “B”)
26 (a) Except MES key personnel, civilians paid from DSE can not claim to be provided
with accn. However, surplus Govt accn may be allotted to civilians paid from DSE
(including personnel of Def Audit and accts department). But see item 12 and 13 of
Annex “B”, in Calcutta and Allahabad accommodation may be hired or requisition for
allotment to civilian paid from DSE.
In Bangalore, Bombay, Ambala, Dehradun, Devlali, Kanpur, Lucknow, Meerut, Patna
and Poona existing hired accn may be retained for allotment to the civilians.
The revised scales of accommodation for “A”, “B” and “C” type quarters fo Def civilians
have been promulgated vide G of I M of Works and housing letter No 12035(23)/74, Vol
II dated 28 Apr 79 reclassifying the existence residences specifically constructed for
defence civilians.
(Govt of I, M of D No 10562/2-Q3(B)/678-Q/D8/48 dt 23-3-48)
(G of I M of Works and Housing No 12035/23/74 Vol II dt 28-4-79)
(b) Accommodation hired/requisitioned for accommodating civilians paid from DSE
at stations other than those at para (a) above will also be retained.
(G of I, M of D No 50299/Q3(B)/10537/DQ dt 23-8-51 as
amended vide No 50299/Q3(B)/6724/DQ dt 11-6-62).
(c) At Ambala, Bombay, Calcutta, Dehradun, Devlali, Patna and Poona conversion of
surplus Military Buildings may be resorted to, for providing accommodation for civilians
paid from DSE if such a course is more economical than hiring/requisitioning.
(G of I M of D No 05573/Q3W/1403-Q/D8/48 dt 088-06-48)
(d) Married accommodation may be allotted to bachelor civilians paid from DSE
whose parents, brothers/sisters stay with him for at least six month of the year and or
wholly dependent on him.
(Item 26, Annex “B”/SBE AHQ New Delhi letter No B/37614/Q3(B-I) dt 01-07-76)
(e) Civilians paid from DSE may retain accommodation in nearby stations when
posted to big cities and vice versa, on payment of normal rent (AI 26/70).
Occupation and vacation will be reported UA BSO in IAFZ-2170 as in the case of
married officers accommodation or by OC unit as in para 32 below.
JCOs/ORs/NcsE
27. (a) Regarding retention of accommodation:
(i) by separated families of JCOs etc. see Item 28, Annex “B”.
(ii) on posting to new stations and on return from field service/overseas
assignment, see item 29, And Annex“B”.
12
(iii) On leave pending retirement/discharge, see item 31, Annex “B”.
(iv) On transfer, till the end of College/School, year see Item 2, Annex “B”.
(v) When detailed for course of instruction in INDIA, see item 10, Annex
“B”.
(vi) By families when taken prisoners of war/reported missing, see Item 29,
Annex “B”.
(vii) Families of JCOs etc, on death of JCO/OR/NCE, see item 15 Annex “B”.
(b) Regarding accommodation for separated families, see item 30, Annex “B”.
(c) Regarding provision of accommodation for JCOs etc, see item 1, Annex “B”.
Regarding consumption of water/electricity in excess of the authorized free scales
laid down by station Commander, See AI 34/63.
(d) Regarding ante-dating seniority for allotment of accn see AO 708/52.
The Cabinet Sectt has ruled vide their letter No 14(32)/84-DA-II dt 04 Jan 85, addressed
to IGSFF, Dte General of security with copy to the Def Secy amongst other that;
(a) Army pers on deputation will be permitted to retain accommodation in the last
duty station or selected places of residence.
(b) Expenditure on the unit will be borne by Director of Accts, Cabinet Sectt out of
funds placed at his disposal. In view of the above, it is clarified that JCOs/ORs
who are posted to National Security Guard on deputation, can retain
accommodation at their last duty station. However, expenditure on the unit will
be borne by Director of Accts Cabinet Sectt.
(Auth : AHQ letter No A/79776/Q3(B-I) dated 24 Jan 85).
Contractors
28. Canteen Contractor
Canteen contractors are charged Rs 1.50 (OR Prevalent) per month for the authorized
accommodation for an Institute. Assessed rent or market rent, whichever is higher is charged for
accommodation occupied in excess of the authorized scale laid down in scale of Accn as
amended to-date.
(Item 36, Annex “B”)
Short recovery of electric and water supply charges from private consumers
(i) In one of the stations, test audit has observed that an agreement was with a
particular society for supply of electricity. The provision in the agreement
was to recover the energy charges for a financial year every months based
on all in cost rate arrived at in previous financial year. Thus the recovery
rate is required to be revised every year.
(ii) However the BSO preferred the rent bills for all subsequent year of the
agreement applying rate of recovery prevailing in the 1st year of the
agreement (i.e., ALL IN COST OF previous year). This is resulted in a
financial irregularity leading to loss of revenue to the state and protected
legal proceedings.
(iii) Every effort therefore, should be made so that the incidence should not be
repeated. You are therefore, requested to prepare a list of all agreements
and prepare check list on each agreement to ensure that agreement is
properly concluded and recovery at correct rate is maintained quarterly.
(iv) It will be ensured that GEs forward the copy of agreement of the following
for the correct recovery:
(a) CDA concerned.
(b) AAO concerned.
(c) BSO concerned to prefer correct bill.
(v) It will also be ensure that copy of costing sheet of annual return of electric
supply and water supply is endorsed by GE to CDA. AAO and BSO
concerned well in time in a financial year so that correct recoveries are
effected from the concerned consumers. Chief Engineer will ensure that
each GE has rendered a certificate that the costing sheet is sent to the
above concerned authorities and recoveries are being effected accordingly
during the current financial year.
13
29. Mineral Water Factory and Bakery
A Mineral water factory and bakery may be allotted to contractor when accommodation
for these already exists. Rent for each of these will be recovered at the rate of Rs 1.50 or
prevalent per month and the floor area thereof will not be treated as a part of authroised area of
an Institute. (G of I M of D letter No QR/0912/NHQ/9588/D(N) of 30 Jun 54 for Navy
and similar but separate orders for army (5-1163) and Air force (30-01-54)
30. Regimental Shops
Rent at the revised rate will be charged from each contractor for shops such as Tailor,
Boot-Maker, Barber, Dhoby, fruit, Vegetable, Grocery, Bicycle, Meat, Halwai, Fish, General
shopkeepers etc. Area authorized is 120 FS (11.15 Sq M) each, Excess area if not otherwise
useable may be allotted if unavoidable. The rent for Regimental shops has been revised as per
AHQ GS Branch letter No 58550/MT6 of 04 Jan 71.
(Auth : G of I M of D No 59645/Q3W(Policy)44/D (works) dt 11-01-60
and AHQ GS Branch letter No 58550/MT6 of 04 Jan 71).
Cinema
31. Recovery will be at the following rate: -
(a) Unit run cinemas: 50% of assessed rent excluding departmental charges (G of I M of
D No 46576/Q3(B)/7655-Q3/D(W&G) dt 21-11-60 for Army
QR/0828/NHQ/8954/D(N-II) dt 17-12-62 for Navy and No Air
HQ/ 37512/28/W(C)/8809/AF/D(Air-II) dt 21-8-62 for Air Force)
till these Cinemas are taken over by M of D No 46576/Q3(B-
I)/170-S/D(Q&C) dt 01-03-66.
(b) Cinemas let out to the highest bidder (agreement contractors reqd) (G of I, M of D
No 46576/Q3(B)/1259/Qt/D-8/49 of 17-4-49).
(c) Cinemas taken over by CSD :-
Commercial Full assessed rent excluding deptl charges (G of I, M of D No
64876Q3(B)/1259/Qt/d-8/49 of 17-4-49)
(i) Op area - Free of charge
(ii) Non Op Area - only where units/formations are located beyond 5 miles
(8KM) from the nearest public cinema.
Note : 1. Charges at the rate of 12 paise per head to cover the electric charges etc to be
credited to Govt.
2. Any reasonable charge for credit to unit/Regt cinema fund.
(G of I, M of D No 41593/GsE/MI/7/6548/D6(a) of 28-06-50 for Army and G of I M
of D No WE/1612/NHQ/7556/D(No.II) dated 26 Oct 56 for Navy).
(e) Cinema-cum-lecture In nine stations stipulated by Govt (Area commander / Ind
Hall: Sub Area Commander may accord sanction to use of
cinema-cum-lecture hall for screening entertainment films
at 1/240 of assessed rent per show excluding departmental
charges). G of I, M of D No A/32572/O3(B1)/356-Q/D
(QPC) dt 23-6-67 and No A/32752/Q3(B1)/149-5/Q & C dt
19-5-70)
32. All allotment, handing/taking over will be carried out by OC unit. IAFZ-2170 will be
forwarded by OC unit to BSO who will check the same and forward them to AAO BSO.
33. Canteen and Regiment Shop Contractor have to execute agreements in forms stipulated
for the purpose. See Army HQ QMG Branch No. 58103/Q/Can/Q-1(B) dt 16-10-51 for Model
agreements.
Private Personnel
34. Surplus accommodation not required for any Govt. purpose may be let out on hire to
private contractors, employees of CSD(I) and other private civilians if security is not infringed.
35. Handing/Taking over will be done by OC Unit or direct by B/S Branch IAFZ-2170 being
sent to UA by or through B/S Branch.
14
36. Four months rent assessed as per “Quarters and Rents” including full departmental
charges should be recovered as deposit and an agreement executed under which the party will
undertake to vacate the accommodation whenever required by the Govt Assessed rent is
recovered in advance every month.
37. In all case, the allotting authority is responsible for getting the allottee vacated from the
allotted accommodation if and when such a course becomes necessary.
In partial modification to this Ministry’s UO note it has been decided that liabilities of
payment of rentals by the unauthorized occupants of residential accommodation requisitioned by
Ministry of Defence would be fixed equivalent to rentals which are being paid by the Ministry of
Defence for hiring fresh accommodation plus 10% thereof as service charges. The rent, so
charged, will be subjected to rental ceilings prescribed for that station. In addition the
unauthorized occupant will be required to pay all outstanding dues by way of electricity, water
charges etc.
Charges of Electricity
38. As close to the end of the month as possible meters are read on the fixed dates, previously
notified in station order. All readings are entered in the Meter Card-Electricity (IAFW-2182)
attached to the meter and the meter reader’s book-Electricity (IAFW-2183). This book is as
important as the measurement book for building works. It should be kept neatly without any
erasion or overwriting and completed in all respects. As per the recommendations of the works
study group for barrack services, the Supervisor B/S Gde I will check 5% and BSO 1% of the
total meter existing in the station. Necessary endorsement will be made in the meter reader’s of
the check carried out.
39. From the meter reader’s book, Consumer’s Ledgers and returns of recoveries are
compiled. Rates for recovery as revised wef 01 Dec 1998 are given at Appdx “M” to this
précis.
NOTE - Return of Recoveries – Electric (IAFW-2218) is maintained for paying
consumers from whom recoveries are made by CDA, or paying authority.
40. The Return of Recoveries is forwarded to UA attached to BSO by 10th of the month
following that to which the charges pertain. From the return the UA BSO completes the
appropriate columns in the revenue ledger and rent bill.
41. All India Flat Rate
All India Flat Rate revised as under :-
Category Charges of water Charges for Electricity
(Light/Power)
(a) Service Pers/ Rs 4.00/1000 Ltrs Rs 1.80 per unit
Defence Civilians (Light or Power)
(b) Civilians other than Rs 6.00/1000 Ltrs Rs 2.00 KWH
Defence Civilian
(c) Private consumer At the rate of “All in cost” At the rate of “All in Cost
of the preceding year of the preceding year.
42. With effect from 01 Nov 1987, the service entitled to 50% concession in the matter of
electricity for light and fans and for water. No concession is admissible for power.
(QMG Branch AHQ letter No B/47044/Q3(B-I) dt 28-9-87)
Certain formations have raised a doubt regarding the rate to be inserted in the tender for
issue of electricity as there are two sets of rates given for electricity. The matter was referred to
directorate of utility and clarification received is as under :
“The rate applicable for electricity charges is 100 paise per unit from contractors and
private consumers. As regards consumers of class “A”, “B”, “C” & “D” the same are clarified in
Annex “A” to the Appdx “O” of RMES”
15
Please ensure that flat rate of 100 paise per unit is inserted in the tenders where it is
proposed to issue electricity to the contractors, for recovery from contractors.
(E-in-C’s Branch letter No 33487/7/E8 dt 06-05-88.)
43. Where electricity is obtained from sources other than MES and meter rent, sales tax,
surcharge, rebate are included by private suppliers in their bills in addition to electricity charges,
the liability of commission of officers of all ranks who are in receipt of pay and allowances
under the new pay code would be at half of “All India Flat Rates” Unit. The rebate amount
however will NOT be reimbursed. (Appx “L” to AI 9/5/74 Ser No 2(b))
44. In case where the actual consumption of electricity is less than the minimum quantity
imposed by the private companies.
45. The charges continue to be paid to suppliers by the officers direct. Payment in excess of
that half of “All India Flat Rate” unit is claimed on contingent bills duly supported by the
original bill and receipt from the company. The claims should be countersigned by the BSO.
46. Non-metered Supply
Assessment is made in accordance with the rules as under :-
(a) Special rates (applicable only to unmetered consumers, entitled or non-entitled)
are charged at the rated given in Annexure “D” to this précis.
(b) Assessment for unmetered supply in the case of civilians paid from Defence
Services Estimates is governed by orders contained in Annex. “E” to this précis.
(c) Annex “A” to AI (I)117/48 lays down monthly allowances for electricity and
water for unmetered officers and Nursing Officers” quarters. The rates shown in
paras 1 and 2 and 4 of Appendix shall be halved in case of commissioned officers
of the rank of Brigadier and below see Annex “F” to this précis.
(d) Messes
QMG No 7506/38(b) dated 14 Jul 47 as amended vide even No dated 05 Nov 47
is applicable to Officers Messes Extract from para 6 of the above letter as
applicable to Messes with non-metered supply is attached at Annex “G”.
47. All Commissioned officers who are in receipt of pay and allowances under the New pay
Code and officers of the equivalent rank in Air Force and Navy are charged half the flat rates for
water and electricity as given in Annex “F”. There will be no reduction in the rates for
electricity consumed for refrigerators and air conditioners.
(Appendix “L” to AI 9/5/74 ser 2(b)).
48. Fans/Refrigerators
If available fans may be hired to paying consumers paid from Defence Services Estimates
and for military buildings used as cinemas. Hire charges will be recovered at the
following rate:
(a) Per Table fan - 8.30 per month
(b) Per Ceiling fan - 11.20per month
(a) Per Pedestal fan - 11.60 per month
(a) Per Air circulator - 36.76 per month
NOTES : - (i) Periods of 15 days and less are charged at half rates; periods of over 15
days at full rates (Appendix “O” MES Regulations)
(ii) AGE/Supdt E/M forwards issue voucher to UA BSO through UA GE for
recovery of hire charges.
(iii) Issue of fans and refrigerators etc to personnel living in private accn is not
permitted (DGW No 37693/VII/E2A date 25-7-61)
Also refer item 37 and 38 of Annex “B” regarding Refrigerators and Electric eqpt.
16
49. Excessive Consumption
When consumption in excess of the sum of the flat scales for quarters in a group is
registered by a meter serving the group of quarters, taken into account connected refrigerators in
case of electricity this fact is reported by the BSO the Station Commander.
50. To prevent waste station commander in that particular area restrict hours of use (AI
117/41 as amended vide AI 117/48 as amended vide AI 26/78). Entitled non- paying consumers (
JCOs/ Ors etc) will be charged at full All India Flat Rates for consumption in excess of
maximum free allowances fixed by station Commander.
Hire charges for refrigerators issued to officers/officer’s messes are as follow:-
(a) Refrigerators upto 4.5 cft - Rs. 21.32 p.m.
(b) Refrigerators upto 6 cft - Rs. 25.57 p.m.
(c) Refrigerators upto 7 cft - Rs. 36.17 p.m.
(d) Refrigerators upto 10 cft - Rs. 39.80 p.m.
(e) Refrigerators upto 15 to 20 cft - Rs. 73.00 p.m.
(Authority : QMG 80810/Q3(B) dated 13-11-59 and DGW No 33338/E4 of 30-1-
60 as amended by AHQ QMG No B/47044/43(B-I) dated 15 Jul 81).
Charges for Water
51. Cantonments
Where an MES officer is functioning as the “Officer” under Section 233 of the
Cantonment Act (Act II) of 1924, and in which the Cantonment Board is not receiving a bulk
supply of water from MES under Section 234-A of the Act, recoveries are effected by the Board
on the basis of Return of Recoveries-Water (IAFW-2298) prepared by the MES from the Meter-
Reader’s Book-Water (IAFW-2383-A) and rendered to the Board. Meter Card-Waer (IAFW-
2296) is attached to each meter and reading entered every month. The total cost at prescribed all
India rate notified from time to time by the Govt of India is recovered for water supplied to
paying consumers. The present rate of water is 30 paise per 1000 Ltrs.
(AI 91/53, G of I, M of D No 42187/E4/6746/(Works II) dt 1- 11-61 and AI 94/69)
52. The water charges collected by the Board, after deducting collection and audit charges,
are paid into the treasury to the credit to the “Officer” referred to above.
(Para 712, MES Regs)
53. In the same type of cantonment if the water is supplied bulk by the MES to the Board of
all persons in the cantonment other than “entitled” consumers, the Board shall pay the MES for
the net quantity of water so received at the rate(s) included in the agreement with the MES. The
Board makes recoveries at its own rate and not at All India Flat Rate in (51) above.
(Para 709, MES regs)
54. Non-cantonment Stations/
The procedure for recovery etc of charges for water in non-cantonment station and in
cantonment station other than those given above is the same as laid down for electric energy
supplied from the MES installation direct. Charges are included in the rent bill IAFW-2241
prepared by the UA BSO from the return of recoveries (IAFW-2298) rendered to him.
Consumer’s ledgers (Water) IAFW-2299 are maintained for private consumers who are billed for
by the BSO direct. Recoveries are effected at All India Flat Rate. Bills for private consumers
are made in IAFW-2300 (See IAFW-2301 for Rules).
55. Concessional Rates
Commissioned Officers of and below the rank of Brig who are in receipt of pay and
allowances for the new pay code are charged at half of All India Flat Rates. 1000 Ltrs of water
where officers are in occupation of accommodation for which rent is payable to the Govt. Others
pay at full rates.
17
56. The flat rates mentioned in Annex “A” to AI (I) 117/48, AI 26/78 and reproduced in
Annex “F” are reduced to half. Charges paid over and above this rates are reimbursed to those
officers in contingent bill after it is certified by the BSO as in the case of electricity.
Furniture
57. Capital cost of furniture issued is ascertained as follows :
(a) As per Annex to AI 8/80.
(b) From the COS, in the case of Ordnance articles auth viz. pans for commodes and
basins for stand wash-hand.
(c) For items of furniture not covered by AI 40/67 as per GEs Furniture Rate List
(IAFW-2307).
Hire Charges for Furniture Issued to Service Officers
58. When the furniture is provided by the MES up to scale, hire charges shall be recovered as
per Govt of India, M of D No I(I)/87/D (Q&C) dated 13 Jan 88. Furniture in excess of the scales
will be charged as 12 ½ % of the capital cost separately.
Hiring of furniture
In suppression of M of D letter No AIR HQ / 37572/I/W(coord) Q3W (Policy) / 1585/80
H(W-I) of 22 Jan 65, the President is pleased to delegate the powers for hiring of furniture by
COAS and equivalent in other two services through the agency of MES upto a limit of Rs 750/-
pm. In respect of each unit subject ot the following conditions:
(a) Hiring will be resorted to in respect of only those auth articles of furniture min
essential required for the unit.
(b) The limit of Rs 750/- pm may be applied irrespective of whether the unit is
accommodated in temporary, improvised, hired, semi permanent or permanent
accommodation. Domestic furniture for officers can not be hired under the provision of
this letter.
(G of I, M of D letter No 57596/Q3W(Policy)/835/US/D/W-1 dt 20-10-84)
59. When MES is unable to provide furniture and officer is allowed to hire it from a private
source, charges in excess of 12 ½% of his pay subject to a maximum of another 12 ½% is
reimbursed by the Govt. (AI (I) 16/S/48 and AI 27/758)
This also applies to officers permitted to live in their own houses as per AI 34/52, AI
99/65 Corr. 44/69 AI 27/78.
60. When MES is unable to issue any furniture to an officer and he buys his own set he is not
entitled to any rebate from the Govt.
61. When a married officer is allotted single accommodation due to non-availability of
married accommodation, he is entitled to free furniture to single scale in accordance with AIs(I)
32/S/47 and 16/S/48. In such a case when MES are unable to supply furniture and the officer
hires from private sources, hire charges upto 5% of the officer’s pay are borne by the Govt.
(E-in-C no. 35441/E2A of 19 Dec 50)
62. Charges for Furniture Issued to Civilians Paid from DSE
MES key-personnel occupying key-personnel’s quarters are entitled to be provided with
furniture. Other civilian personnel paid from DSE, including personnel of Def Audit and Accts
Depots in occupation of Govt, accommodation may be issued furniture on condition that the
same will be returned when required for issue to troops.
63. Hire charges will be recovered at 10% of the cost of furniture.
(G of I, M of D No. 47644/Q3W(iii) 2589/DQ 26-5-52 and No. 47644/Q3W(iii)/9606/
DQ 28-7-52)
18
64. Recoveries
Charges are intimated to the UA, GE in IAFW-1826 for check and intimation to UA BSO
for entry in the revenue ledger and regular recoveries.
65. Service Taxes
Except entitled non-paying personnel, all others have to bear fully the service taxes levied
by the local bodies like Cantt Board, Municipalities etc, for buildings occupied by them.
(Para 24 Q & R)
For service officers recovery will be restricted to 1% of their pay or tax actually levied
whichever is less.
(G of I, M of D No. 99400/Q3(B-i)/5191/Q/D Q & E dated 30-10-60)
66. Service taxes are taxes for services rendered-viz water supply, roads, education,
conservancy and so on. These taxes are recoverable from the above class of personnel in
occupation of any of the u/m class of buildings :
(a) Govt. owned buildings for which taxes are paid by Govt. if paid collectively for a
group of buildings or if only one portion of the building is occupied, these will be
assessed proportionately ;
(b) Buildings hired, leased or requisitioned by the Govt for which taxes are paid as a
separate element to the owner of the building;
(c) Buildings in (b) above for which taxes are not paid separately;
(d) Buildings hired by service officers direct with permission of the station
commander due to non-availability of accommodation in station pool except if the
occupant pays these taxes separately to the owner or direct to the municipality etc.
B/S Branch is responsible for collection of the details of the various items of service
taxes and amounts for each building and passing this information to UA BSO.
67. Conservancy Charges
Like taxes, charges are payable by all occupants of Govt. building (including hire/leased
or privately hired accommodation) but only if conservancy services are actually rendered. This
charge normally arises only when water borne sanitation is not provided (See AOs 227/60 and
333/63).
68. For covered Badminton Court with morrum floor and Tennis court, rent is recoverable at
Rs 30/- and Rs 25/- p.m.
(G of I, M of D No 58720/W3(B)/885-S/D(E & Qtg) dated 19-9-55)
Method of Recovery
69. The US BSO will be aware of full particulars of dates of occupations/vacation, type of
quarters, pooled assessed rent or rent assessed under Q & R pay of the occupant etc. from the
occupation return.
From returns of recoveries for Water and Electricity, UA Knows the charges recoverable
on a/c of consumption of water/electricity.
Details of furniture hire charges for authorized and excess issue of furniture are known,
from the statement of furniture issued on hire. (Form No IAFW 1828).
Details of service taxes and conservancy charges are intimated by BSO to UA BSO.
Details of hire charges recoverable for electrical equipments, fans, etc. are known from
E/M sub div through UA GE.
The UA BSO records all these in the Revenue Ledger. Rent bills are prepared from the
Revenue Ledger in IAFW-2241. For officers on IRLA system rent bill is prepared in IAFW –
2241-A.
70. Recovery is Effected From.
(a) Service Officers- By CDA (Officers), Pune Army Officers.
By CDA Navy, Bombay Navy Officers.
By CDA AF, New Delhi Air Force Officers.
19
(b) Civilians paid from DSE- by Paying Authority.
(c) Private Personnel - by MES direct.
For (a) above UA BSO sends rent bill direct to the CDA (O) etc. for effecting recovery.
For (b) above UA BSO sends bill in duplicate to the paying authority who recovers the
amount from the pay of the individual supported by the original of the rent bill. A copy is also
sent by UA BSO to the CDA/Accts. Authority concerned for watching recovery.
For (c) above UA BSO forwards rent-bill to BSO who forwards the same to the party
concerned together with Military Receivable Order for remittance into treasury.
71. Unit commanders are responsible for ensuring the prompt settlement of rent and allied
charges by the contractors/ private civilians in their units.
BSO is responsible for bringing defaulters to the notice of OC Unit/Station Commander.
72. UA BSO also watches recovery of rent and allied charges through the Revenue Ledger.
Bills outstanding on the last date of the month succeeding the one in which the bills are preferred
are noted in the SIOs (Statement of Items Outstanding). The SIOs are submitted to CDA by UA
BSO through BSO, OC Station and CWE. BSO endorses the action taken for clearance of the
bills and OC Station /CWE endorse their remarks.
Outstanding Quartering Charges
73. To watch the progress of clearance of bills on account of rent and allied charges a return
bearing Start Regn. No AA/451 is submitted yearly to Army HQ (QMG’s Br) and quarterly to
E-in-C. In this return the outstanding are divided into eight categories, viz. A to H as follows:-
Category
A- Due from Officer left India.
B– Dues from Officer released.
C- Dues from Units and Messes disbanded:-
(i) Units.
(ii) Messes
Total C
D- Dues from Units. Unit and Canteen Contractors:-
(i) Units.
(ii) Messes.
(iii) Clubs.
(iv) Unit and Canteen Contractors.
(v) Other Unit Employees.
Total D
E- Dues from : -
(i) Private persons.
(ii) Private Bodies.
(iii) Municipalities.
(iv) Local Boards
Total B to E.
F - Dues from Cantonment Board
Total B to F
G - Dues from Min of Labour Employment and Rehabilitation (Deptt. and
Rehabilitation Deptt. and State Govts.) for occupation of Military
Barracks by displaced persons state-wise.
H - Dues from Central Ministries and State Govts. (other than
Rehabilitation):-
(i) Central Ministries.
(ii) State Govts.
Total H
Total B to H.
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74. As arrears of rent and allied charges started mounting-up, Army HQ issued various
instructions suggesting measures by which these could be cleared and further arrears will not
occurs. These instructions are found in the following letters:
(a) QMGs Br. No. 64443/MD/M/03 (Coord) dt 6-12-67.
(b) E-in-C’s Br. No 38847/34/E2A dt 16-9-68.
(c) QMG’s Br. No. 6443/MD/M/Q3 (coord) dt 1-10-68.
(d) QMGs Brt. No 6443/Q3 (Coord) dt 22-1-69.
(e) QMGs Br. No. 98412/PC/Q/STS dt 19-7-69.
75. The essence of these instructions is that:-
(a) MES should cut-off electricity and water if bills are not paid within the stipulated
time (of 15 days for elect. Or combined Rent/Elec./Water and 30 days for water).
(b) Staff should file suits for recovery or initiate eviction proceedings against
defaulters.
(c) Recovery at 1/3 Mess Maint. Allowance from Officers Messes in arrears, thro
CDA should be initiated.
(d) Recovery at 1/3 Pension from retired officers, JCOs etc. thro CDA (ORs)/CDA
Officers should be made.
(e) Security deposit should be adjusted by MES.
(f) No demand certificate should not be initiated till officers (on retirement) vacate
Govt. accn.
(g) No demand certificate for full period of contract in respect of ASC butchery
contractor is obtained from MES.
(h) MES should initiate loss statement when arrears are incurable or chances are
remote.
76. It has further been laid down that:-
(a) Station Commander can stay action at Para 77 upto three months (only), and that
any such order for a longer period should be ignored by the MES unless it is stated by
the Station Commander that such longer period is granted by the Govt of India.
(b) Station commander/GE/Local ASC authorities countersigning constructors’ bills
are liable to disciplinary action for failure.
(c) MES staff will make themselves liable for disciplinary action if electricity/water
supply connections are not cut-off.
77. Rent and allied charges being the main source of revenue in Min of Def. It is important
that all efforts are made to recover the same. It is one of the important functions of B/S Branch
to arrange prompt recovery of the above charges
78. As a result of work-study of B/S Sub-division it has been decided that:-
(a) BSO will not hand over accommodation after 10 days from date of allotment.
(b) When extra fan/refrigerator is issued, AGE E/M will endorse copy of the Vr. to
BSO who will reflect the same in the bill for electricity/water.
(c) The amount of conservancy charges to be recovered will be shown by BSO in the
occupation return.
(d) All ty. Moves will be reflected in the occupation/vacation return and BSO will
send extract of it to CDA.
(e) Officers staying in Messes on ty. Duty will deposit Elect/Water charges with the
Messes at full AI Flat rates.
(f) Meters other than of private consumers will be read once in two months only i.e.
half the numbers in one month and the other half, the succeeding month.
(E-in-C No. 29469/V/E2A dated 1-7-70)
79. Certain amendments to Memo as B/S Corr. Issued by G of I, M of D (Part I and II are
appended for reference at Annexure ‘H’)
21
OTHER IMPORTANT LETTERS
80. Charging of damage for unauthorised occupants of defence pool accommodation
and recovery of licence fee when defence pool accommodation is allotted to ineligible
persons/organisaiton/ private parties:
(a) In supersession of the provision laid down in para 14 (b) of “Quarters and Rents” and
partial modification of para 483 of MES Regs laying down the procedure for recovery of licence
fee when a Govt accommodation / hired/ requisitioned building is under unauthorized
occupation. I am directed to convey the sanction of the President for regulating such cases as per
the rates and conditions laid down in succeeding paras.
(b) In terms of para 2 (v) of the Ministry of Urban Development (Dte of Estate ) letter No
18011 (12)/73-Pol III dated 27 Aug 87, the “damages” rates Ministries/departments in respect of
their pools accommodation in Delhi/other stations. Accordingly, “the damage rates” as made
applicable for defence pool accommodation (accommodation constructed/hired/requisitioned by
Min of Def including General Pool accommodation constructed by Ministry of Urban
Development and loaned to Def pool are fixed as under:
(i) Delhi/New Delhi: Damage rates for Delhi and New Delhi shall be Rs 20/- per sq
m of living area in respect of type “A” to “D” (type I to IV) and Rs 21/- per Sqm
of living area in respect of type “E” and above (type V and above). In addition
garden charges, and other charges as are applicable will also be recovered.
(ii) All stations other than Delhi/New Delhi when General pool accommodation is
available: Damage rates for all other stations where general pool accommodation
is available will be the same as worked out/adopted by the local CPWD
authorities. Station Commander shall obtain these rates through CsWE/GEs and
notify the same in station order.
(iii) Remaining station where no general pool accommodation is available : Damage
rates for those stations where general pool accommodation is not available shall
be fixed by Station Commander by ordering a Board of officers and in
consultation with local CPWD and MES authorities.
(iv) The rates of damages as above would be the rates to be charged from
unauthorized occupant and if he/she is not agreeable to pay it, the damages to be
recovered from him/her will have to be pleaded before Estate Officer in terms of
Rule 1971.
(c) The rates indicated in para 2(a), 2(b) and 2(c) above will be valid for a period of 2 Years
and revised rates should be prescribed thereafter for a period of 2 years.
(d) In addition to the above rates, water and electricity charges and other charges such as hire
charge of furniture, charges on account of issue of electrical appliances, garden charges etc. as
applicable will also be recovered.
(e) Applicability of “Damages” rates.
The rates of damages as above would be the rate to be charged from unauthorized occupants
from the date when they have been declared as unauthorized occupants by the Estate Officer or
necessary action for eviction under the public premises (eviction of unauthorized occupants) Act
1971 has been taken, whichever is earlier. These rates would be effective from a prospective date
and all pending cases may be disposed off based on pre-revised order. The prospective date
would mean that only unauthorized occupation beginning from the date of effect of the revised
orders or a subsequent date would done within the preview of revised rates of damages.
(f) Special Licence Fees:
The “Special Licence Fees” will be determined at the rate of double the standard licence fee
under FR 45(b), double the licence fee at flat rates under FR 45(a) whichever is higher, plus
single departmental charges, plus double the additional licence fee addition and alternation, if
any, plus other charges (water and electricity charges, garden charges, charges for furniture,
electrical appliances etc) under FR 45 (b) including departmental charges.
(g) Applicability of Special Licence Fee:
The type of cases to be covered/categorized for the purpose of special licence fee shall be as
under:
22
(i) In all cases when defence pool accommodation is allotted or allowed to be retain
on existing market rate of licence fee either on superannuation from the service or
on permanent transfer, such as service officers who have proceeded on deputation
to Sport authority of India, ITDC and other public sector undertaking and other
autonomous bodies and projects under Min of Def.
(ii) When a Govt building is let out to a private person for residential or business
purposes as per the existing orders such as allotment of accommodation to MES
contractors for storage etc.
(iii) Accommodation occupied over and above the scales by the Regtl shops
contractors in terms of Govt of India, M of Def letter No 59645/Q3W(Policy)/
44/D works dated 11.1.60.
(iv) Lecture cum cinema buildings (Govt owned) used for the running of
entertainment films on commercial basis.
(h) Market Rate of Licence Fee
The term “market rate of license fee/penal rate of licence fee” will be no longer
applicable, either for recovery of licence fee for residential accommodation or for
charging/recovery of “Damages”. Suitable amendment will be carried out in Quarters and Rents,
MES Reg, DSR (RA), Allotment of Residence (Def pool accommodation for civilian in defence
services) Rules 1978 and other relevant orders.
(j) The rate of “Damages” as above will be effective from the date of issue of this letter.
(k) In order to avoid to any ambiguity in interpretation of the rates of the following
illustrations are given:
Illustration No 1.
Whenever an occupant of defence pool accommodation is declared as an unauthorized
occupant, either on superannuation or during service or he has been served with notice for
eviction under the PPE Act, the rates mentioned in para 2 will form the basis for working out the
damages rates of recovery from the date he has been declared as unauthorised occupant. For
example, an officer living in Type V accommodation at Delhi, with a living area of 130.5 Sq M.
will be required to pay the damages @ Rs 2740.50 (i.e. 130.5 x 21) per month Other allied
charges will be over and above and will be recovered as per existing rules.
Illustration 2.
Whenever any service personnel/civilian paid from defence services estimates are in
occupation of defence pool accommodation in a station other than Delhi/New Delhi the damage
rates for recovery will be laid down by station Commander through a Board of Officers in
consultation with local CPWD authorities. While doing so, local MES authorities will also be
associated. These rates will be published in the station order for implementation.
This issues with the concurrence of Min of Def (Finance) vide their UO No 1090/WI of 1988
Govt of India, Min of Def letter no B/68628/G-3(B-I)/2450/D(Q&C) dt 27 May 88
81. Rental Ceilings For Hiring Of Married Accommodation For Service Personnel In
The Army, Navy And Air Force – Revision Of:
I am directed to say that consequent upon the acceptance of the recommendation of
fourth central pay commission by the Govt vide its regulation No 9-E dated 18 Mar 1987 in so
far as it relates top the rental ceilings for hiring of accn for service personnel of the three services
after further consideration of the issue by the Govt, the President is pleased to sanction the
following scales of rental ceilings for fresh / future hiring of accn for service personnel.
S No Rank of the service Rental ceiling for different classes of cities
personnel in Army and Delhi Other Class Class Class
their equivalent in Bombay class “A” “B-1” “B-II” “C”
other two services Calcutta cities cities cities
1 Brig & above 2100 1900 1700 1600 1500
2 Maj to Col 1900 1700 1500 1400 1400
3 Capt & below 1800 1350 1250 1120 1120
23
4 JCOs 750 675 540 385 315
5 NCOs/OR 500 450 330 270 230
NOTES: For the purpose of rental ceilings of hiring of accn Vishakhapatnum, Cochin and
Goa will be trated as Class B-I cities and Dibrugarh, Patyala, Lonavala, Shillong, Guwahati,
Aurangabad, Chandigarh, Jammu and Port Blair as B- II cities irrespective of their classification.
These rates shall be applicable with immediate effect.
Existing orders and instructions regarding plinth area entitlement for different ranks and hiring of
accn will continue to be applicable.
Rental ceiling for the hiring of accn for separated families of service officers will be of one class
below of their class of entitlement.
The above rental ceilings should not result in the ceilings being applied in all cases as a matter of
routine and efforts should be made to hire houses at the lowest rates as far as possible.
This letter issues with the concurrence of Min of Def (Finance) vide their UO No 5898/DFA (W)
of 15 Apr 88.
(G of I, M of D No 2(2)/84/D(Q&C) dated 15 Apr 88)
82. EVICTION OF DEFENCE CIVILIAN EMPLOYEES IN UNAUTHORIED
OCCUPATION DEFENCE POOL ACCOMMODATION
Reference AHQ letter No 42760/Q3(B-I) dated 13 Sep 85 and 19 Sep 85.
The matter regarding eviction of defence civilians from defence pool accommodation at
Danapur, Hyderabad, Jabalpur, Kanpur, Pune, Amritsar (MES civilian) and New Delhi has been
under consideration of the Govt for the past some time. The Govt. in the light of existing
instructions laid down for the allotments of defence pool accn to the defence civilians and
considering the acute shortage of accn for service personnel at the afore said station, have now
decided with the approval of Raksha Rajya Mantri to follow the under mentioned policy
guidelines in evicting defence civilians who are in unauthorized occupation of the defence pool
accn at these stations:
(a) Immediate eviction of the occupation of the following categories:
(i) Where the allottee has expired and the quarter continues to be in occupation
of his family.
(ii) Where the occupant has retired and
(ii) Where the occupant has been transferred to another station.
(b) In the case of serving defence civilians who have been allotted accn on a
temporary basis and who are occupying such accn for more than five years (except where
there are court’s stay orders), where the accn is required for regular service personnel,
notice for eviction will be issued by station commander concerned. The reply to the
notice, if any, should be considered at higher level, and the decision for the eviction taken
at the level of Army Commander concerned after considering on the aspect involved.
(G of I, M of D letter No. 7910/85/D (QMG) dt 06 Jan 86)
83. DEHIRING OF HOUSES
Policy on the hiring of houses had been issued vide our letter NO 73150/Q3 (D) dated 19
Nov 79. A doubt had, however, arises whether station commander was competent to dehire a
dilapidated house under para 7 of the above letter which he considered should be dehired as
24
district from owner requesting for dehiring of the houses built on land held on schedule VIII of
the CDA, 1937 or sanction for its dehiring requires approval of the M of Defence.
The clarification was sought from the M of Defence on this aspect. The Ministry has
ruled that in case of Bungalows built on site held under schedule VIII, the Station Commander
concerned will not dehire the house at his level, but may recommend the case to the AHQ for
consideration. AHQ in turn would obtain the sanction of Ministry of Defence in each case as per
practice followed in respect of the houses built on site on reasonable tenure.
It is therefore clarified that all cases for dehiring of houses built on land on old grant
tenure/cantt code less (resumable / nonresumable tenure) would require the approval of Ministry
of Defence. All such cases will be forwarded to this HQ along with your recommendations.
While forwarding your recommendations the contents of the following letters issued by this HQ
will be kept in view:
(a) Letter No 58009/Q3(B) dated 05/09 Jan 57.
(b) Letter No 58009/Q3(B) dated 15 Oct 64.
(c) Letter No 73150/Q(B) dated 01 Feb 71.
(d) Letter No 73150/V/Q3(B) dated 16 Feb 82.
(Authority : Army HQ No 73150/Vol-VI/Q3(B) dated 10 Jan 85)
84. “MES INSPECTION BUNGALOWS – DAILY OCCUPANCY RATES”
The revision of rates of occupancy and other charges pertaining to inspection bungalows
as contained in this HQ letter No 27742/B/E2 (WPC) dated 11 Oct 76 as amended from time to
time, has been under consideration of this HQ for some times.
Accordingly, taking into consideration the increase in maintenance charges of the
inspection bungalows it has been decided that the revised rates of occupancy and other charges
shall be as under with effect from 01 Dec 87.
STATION OCCUPATION REMARKS
CHARGES
Single Double
Bed Bed
Suite Suite
(a) Plain Stations Rs Rs 6.00 (i) Occupation charges will be levied for
3.00 single bed if the occupant stays single in a double
bed suite.
(b) Hill Stations, Rs Rs 8.00 (ii) Rs 2.00 per extra bed/cot if provided in
Delhi, Madras & 4.00 addition to the existing beds, will be charged.
J&K except Srinagar
(c) Bombay, Rs Rs 10.00 (iii) Subordinates allotted annexes will be
Calcutta Srinagar, 5.00 charged Rs 2.00 per day.
Darjeeling, NEFA (iv) In respect of VIP suite whether
and Kangra Hill constructed or classified as such charges will be
levied at 1 & ½ times of these prescribed for
normal suites.
The basic charges mentioned para 2 above are for military/civilian officers of Defence
Service on duty. For military/civilian officer of Defence services not on duty (including on
leave) the rates will be double of the above figures. However, for private gentlemen the rates
will be four times the rates given in para 2. Retired military/civilian officer of Defence Services
is to be considered as officer not on duty and will be charged at double the basic rates of those on
temp duty/ transfer.
The above charges will be credited to the Govt revenue as at present.
In addition, service charges of Rs 3/- per head per day subject to maximum of Rs 5/- per
day/family will be collected to meet normal facilities like soap, washing of linen, brasso, vim etc
for use by occupants.
25
A separate register for service charges as per para 5 above will be maintained in MES
Inspection Bungalow and audit by a board of officers ordered by CsWE half yearly. Funds so
collected will be utilized to meet the requirement of soap, washing of soiled lines and purchase
of brasso, vim etc for the upkeep of the Inspection Bungalow.
Where an air conditions/desert cooler/ heating appliance is provided energy charges will
be hired at the rate of Rs 7/per day. No additional charges will, however, be levied for
geysers/water heaters. These will be credited to Govt Revenue.
The boarding charges will be fixed as at present by Garrison Engineer concerned and
approved by Zonal Chief Engineer for all stations in his Zone where the Inspection Bungalows
are located.
(E-in-C’s No 14/E2 WPC/87 bearing No 27742 B/Pol/E2(WPC) dt 21 Oct 87)
It has been noticed that requests for taking over of assets built of Regimental Funds by
MES is on increase. Many of these assets are not built as per MES specification and are not of
authorized nature. Recently case of temples etc have also been projected by users for taking over
by MES.
Keeping in view the present financial condition and constraints on availability of
maintenance funds, such cases should be scrutinized thoroughly and treated strictly on merit as
per MES Regulation.
(AUTHORITY : E-in-C’s No A/00062/E2 (Army)/TECH (COORD) dated 01 Feb 88)
85. On perusal of previous returns of outstanding arrears on account of rent and allied
charges it is observed that heavy amount are outstanding against units and Canteen Contractors.
It has been decided by this HQ that with immediate effect dues on account of rent and
allied charges as indicated in the rent bills received from UA BSO in respect of untis and canteen
contractors will be collected by allotting authorities, i.e. OC units/formations HQ and deposited
in Govt. treasury. The TR as proof of recovery should be forwarded to UA BSO for keeping his
revenue ledger upto date.
It is, therefore, desired that necessary instructions to this effect please be issued to all
concerned.
(Authority : AHQ No. 6443/Gen/Q3 (B-1) dt 27 Jul 85)
26
Annexure ‘A’
(Precis No 1632) (Refer Para 6 (a))
PROVISION OF ACCOMMODATION AND ALLIED SERVICES AND
RECOVERY OF QUARTERING CHARGES – ICOs, ETC.
Sl AO No G of I, M of D No Contents in Brief
No
1 5/S/48 7506/93/1Q3-B/3768- Lay down entitlement, rent liability, rules.
Q/D8/47 dated 4 Dec. 47 as
amended by 7506/93/3/Q3- For allotment, methods of recoveries etc.
B/32-Q/D8/48 dated 5 Jan 48
2 414/48 7506/93/A/Q3-B/1161- Adds notes under paras 9 and 21 of
Q/D8/48 dated 17 May 48 Annex, free accn and allied services for
non-availability of married
accommodation.
3 430/48 7506/93/I/Q3-B/1302- Amends the number of various
Q/D8/48 dated 2 June 48 AIs/NIs/AFIs cited in the letter and
annexure.
4. 575/48 7506/93/1/Q3-B/1525- Minor amendment regarding paras.
Q/D8/48 dated 30 Jun 48
5. 1017/48 7506/93/II/Q3-B/1596- IN officers serving afloat are entitled for
Q/D8/48 AC 0606/NHQ unfurnished accn for their families in the
dated 1 July 48 post on which their ships are placed (last
sentence to para 6 of Annex. ‘A’ added
and Note under para 11 added).
6. 1018/48 7506/93/1/Q3-B/3064- Regarding hire furniture issued by CPWD
Q/D8/48 AC 0606/NHQ at Delhi and Simla. (Insert Note under
dated 18 Nov 48 Para 23 of Annex. and last sentence to
para 4 – Appex ‘C’
7. 189/49 45859/Q3-B/192- Sub para C added to Para 16 of Annex.
Q/D8/49/AC/0606/NHQ Regarding allotment of accn of lower
dated 27 Jan 49 class of his own choice.
8. 402/49 46598/Q3(b)/989/Q/D8/49/A Addition to Para 11 of Appex. ‘B’
C 0606/NHQ dated 28 Mar retention of accn beyond 60 days with
49 sanction of Area (and equivalent Navy or
Air Force) Comdr
9 703/49 41082/Q3(B)/2056- New para No. 17 A inserted in Annex.
Q/D8/49/AC 0606/NHQ regarding retention of accn on
dated 8 June 49 annual/sick/special leave.
Note under para 18 added (for which No
20/S/49 was allotted later).
10 69/50 41082/Q3(B)/4163-Q/ Amends Note under para 18 of Annex.
D8/49/AC/0606/NHQ dated
16 Nov 49
11 453/50 7506/93/11/Q3 Entitlement of Civilians of MES with
(B)/3068/47/AC/0606/NHQ drawn.
dated 10 April 50
12 95/52 41082/Q3(B)/16029/DQ/AC/ Para 17 A of Annex reworded.
0606/NHQ dated 10 Jan 52
13 348/52 41082/Q3(B)/16029/DQ/AC -do-
0606/NHQ dated 10 jan 52,
27 Mar 52
14 78/53 41082/Q3(B)/159/D (Q & Para 17-A of Annex. deleted New Para
Eng) dated 8 Jan 53 11-A added to Appex ‘B’
27
15 331/54 61714/Q3(B)/3601/D (E Sub para to Para 8 of Annex added Family
&Qtg) dated 1 May 54 defined.
16 - 82302/Q3(B)/2300-Q/D Reimbursement allowed for 2 months for
(2300-Q/D) (Qtg) dated 19 privately hired accn under para 11 of
Apr 61 Appex ‘B’ 0913/Q-P 272.
17 - 91569/Q3 (B)/8176- Sanction by Stn Cdr for private
Q/Q(Qtg) dated 22 Dec 61 arrangements to be accorded within 3
months; application for approval of rent
etc. with in 10 days
18 7506/93/Q3(B)/460-Q/R Last sentence of Para 28 of Annex.
(Qtg) dated 31 Jan 62 deleted New subpara added regarding
recovery of conservancy charges from
service officers.
19 45600/Q3 (B)/459/Q/D (Qtg) Modifies Para 1 of Appex. ‘B’ Grant of
dated 31 Jan 62 Ante-date for allotment of
accommodation to officers posted to
stations where Md accn was not provided
20 A/43311/Q-3(B)/293/Q/D (Q Amends Para 14 of Appex ‘B’ Accn
&C) dated 29 Jan 64 whether it is Govt hired or privately
arranged will not be sublet. Para 2 of
Appex D also amended
21 A/54811/Q3 (B-1)/3464-Q/D ‘Last duty station’ defined in case of
(Q & C) dated 26 Aug 66 officers transferred to overseas/field
service assignment
22 472/67 A/07832/Q3 (B-1)/480-S/D Retention of accn in last duty station upto
(Q & C) dated 15 Sep 67 end of school / college year in relaxation
of Para 9 of Annex AO 528/73. Further
amended and released for circulations
23 113/68 B/01266/Q3 (B-1)/477-Q/D Renewal of sanction for hiring of accn
(Q & C) dated 3 Feb 68 every three months NOT required
24 A/39815/Q3 (B-I)/1396- Ind Sub-Area Cdr added after Area Cdr at
Q3/D (Q & C) dated 1 April Sl No 8.
68
25 A/32255/Q3 W (B- Adds Note under Para 23 of Annex.
I)/2320/SO III/D (W-I) dated Officers liability for furniture at
31 Dec 68 Delhi/Simla, issued by CPWD will be
10% p.a. or 2 ½% of pay p.m whichever is
lower, irrespective of what is charged by
CPWD.
26 448/69 87246/Q3 (B-I)/2428-Q/D Modifies Orders at Sl No 14 regarding
(Q & C) dated 24 May 69 retention of accn during leave pending
retirement.
27 AI 27/78 Reimbursement of expenditure of
accommodation charges to service officer
who live in their house.
28 AI 66/74 MES Electrical Engineers-All India
recovery rates.
28
Annexure ‘B’
(Precis No 1632) (Refer Para 6)
ORDERS AND INSTRUCTIONS – REVENUE DUTIES
Srl G of I, M of D No List of Contents
No
1. 73391/3 W (Policy)/1642/D (W- Provisions of Married accommodation for
I) dated 31 Mar 62 as amended JCOs/NCOs / ORs of Army and equivalents of
by 73391/Q3 W (Policy)/150-SO the Navy undergoing long courses of training.
III/D (W.I) dated 23 Oct 63
2. B/04755/Q3 (B-I)/398-Q/D (Q Retention of Family Accn by JCOs/ORs and
& C) dated 29 Jan 70 and NCEs in Army and equivalent in Navy and Air
B/04755/Q3 (B-I)/20 16/Q/D (Q Force, free of rent and allied charges at last
& C) dated 18 Apr 70 duty station upto end of current school/college
(reproduced in AO 193/70) years.
3. B/13925/Q3 (B-I)/5743-Q/D (Q JCOs granted Hony. Commission may retain
& C) dated 1 Dec 69 accn on same lines and on similar grounds as
at item 5 below
4. 45600/Q3 (B-I) / 1557-D (Q & Ante dating of Seniority service Officers for
C) dated 18 Apr 65 as amended purpose of allotment of Married Accn and
by 45600/Q3 (B)/1282 dated 29 grant of antidate of seniority to officers posted
Jun 67 and 45600/Q3 (B- out of station where married accn not provided
I)/1039-Q/.D (Q & C) dated 12
Mar 68 (AOs 1159/49, 141/50,
655/53 & 644/55)
5. 87246/Q3 (B-I)/3253-Q/D (Q & Retention of accn by service officers during
C) dated 25 Jul 67 as amended leave pending retirement or for two months
by 87246/Q3 (B-I) / 4604 Q./D after retirement,(for those who do not availed
(Q & C) dated 16 Oct 67; leave – pending retirement.
87246/Q3 (B-I)3574-Q.D (Q &
C) dated 26 Aug 68 (reproduced
in AO s 505/67 & 397/68) and
as amended by 87246/Q3 (Bi-) /
4987-Q/D (Q & C) dated 25 Oct
69 (AO 448/69)
6. A/07832/Q3 (B-I)/480-S/D (Q &
C) dated 15 Sep 67, as amended Retention of accn at old duty station upto end
by A/07832/Q32 (B-I)/27/S/D of current school/college year and to complete
(Q & C) dated 15 Jan 68; 10+2 Course. Also applies to officers in
A/0782/Q32 (B-I) 180-S/D (Q & Separated Family accn as also to those living
C) dated 17 Apr 68: A/07832/Q3 under private arrangement or in their own
(Bi)/294-S/D (Q & C) dated 1 houses.
Jul 68; and A/07832/Q3 (B-
I)/4019-Q/D (Q & C) dated 20
Sep 68 (Reproduced in Aos
472/67, 219/68 & 315/68)
7. 62094/Q3 (B-I) dated 03 Feb 88 Officers granted study leave are deemed to be
SOS from the parent establishment and are
held on the superannuated strength of a
unit/formation. The allotting authority is
competent to shift the officers to a suitable
alternative accn in the same station. If the
study leave station and last duty station happen
to be same, the officer is entitled to antedated
seniority for a suitable alternative accn.
8. 10562/(B-I)/5157-Q/D (Q & C) Civ paid from DSE on transfer out of Fd/Op
dated 9 Dec 68 of n.a.c. from area may retain accn for 60 days at old duty
new stn. stn on production
29
9. 4694/Q3 (B)/744-A/Q/D (Q & Service officers will pay rent on proportionate
C) dated 31 May 64 as amended basis for all set of qtrs occupied by two or
by 46494/Q3 (B-I)/3555/Q/D (Q more officers other than for their own
& C) dated 8 Sep 64 convenience.
10. 98301/Q3 (B-I)/5304-Q/D (Q & JCOs/ORs and equivalents in Navy and Air
C) dated 17 Dec 68 Force who are detailed on courses of
instruction in Indian may retain accn at their
last duty station for the duration of course or
for six months whichever is less.(Under
certain condition)
11. 82302/Q3 (B)/782-S/D/Q3 (C) Retention of accn beyond 60 days – own house
dated 30 Dec 63 (Under AI 34/52)
12. 65906/Q3 (B)/3861/Q/D (Qtg) CDsA, JCsDA and DDsMLC, entitled for
dated 21 Aug 59 reserved accn.
13. 65906/Q3 (B-I)/3905-Q/D (Q & Civ CEs, ACEs, CsWE and GEs entitled for
C) dated 7 Sep 67 and 65906/Q3 reserved accn.
(B-I)/144-Q/D (Q & C) dated 10
Jan 68
14. 65933/Q3 (B)/6206/D (C & L) Retention of accn- officers detailed for
dated 29 Apr 53 as amended vide courses and proceeding on leave and / or
65933/Q3 (B)/4281/D (M & Q) transferred thereafter.
dated 22 Oct 56)
15. A/15209/Q3 (B)/Q/D (Q & C) Retention of accn, families of JCOs/ORs/
dated 23 Jul 68 NCsE for 4 months from the date of death; in
case of hired accn rent will be that paid by
Govt (Army HQ No A/15209/ Q3 (B-I) dated
24 Jul 68 lays down that payment for the three
months when recoverable will be met from
welfare funds).
16. Army HQ No. 85438/Q3 (B-I) Hiring of accn for service officers at other
dated 25 Apr 68 as amended by than their duty station
even No dated 22 Apr 68 and as
amended by even No dated 13
Sep 70
17. 58216/Q3 (B)/15498/D (Q & E) Retention of accn families of deceased
dated 26 Nov 52 amended by officers. Where such accn is reserved, same
58216/Q3 (B)/3892-Q/D(Qtg) will be dereserved for the period.
dated 16 Jun 61 and Air HQ 900 Regarding re-reservation of the same accn.
1/40/PP & R/2022/D (Q & E) (for Army Navy and Air Force respectively).
dated 17 Feb 53 Also see
58216/Q3 (B)/3791-Q/D (Q & C)
dated 26 Jul 63; QR 0366/AHQ /
2247/D (N-11) dated 12 Mar 64;
Air HQ / 37528/139
(W(c)/1425/D (Air II) dated 24
Feb 64)
18. 58216/Q3 (B-I) dated 05 Feb 85 Retention of accn by the families of deceased
officers. Permitted to retain the accn for first
four month at normal rates of licence fee and
for next six months or till the end of current
academic year (which ever is early) on
payment of 10% of the last pay drawn by the
officers or thrice the assessed rent which ever
is less.
30
19. 87246/Q3 (B-1)/4021-Q/D (Q & Retention by service officers upto maximum
C) dated 24 Sep 68 of two months after invalidment on payment
of rent before invalidment.
20. A/27962/Q3 (B-1)/266-S/D (Q & Retention of families of Officers/JCOs/ORs
C) dated 5 Jun 65 (Reproduced in taken prisoners of war or reported missing
AO 507/65)
21. B/24382/Q3 (B-1)/2713/D (Q & A married officer can retain Md accn upto
C) dated 11 Jun 69 four months on payment of normal rent after
demise of his wife. This includes re-
imbursement for privately hired accn also.
22. 65761/Q3 (B)/3711/D (Q & Eng) Retention of accn by families of Civ paid
dated 16 Mar 53 as amended by from DSE on death of Govt servant.
65761/Q3 (B) / 2133-Q/D (Qtg)
dated 7 Apr 60
23. AI 121/66 as amended by:AI Govt, servants including service officers after
178-92/66,128-78/69,88-65/70 & transfer to Civ. Post/Public sector
161-106/70. undertakings-10 days for handing over. May
retain for 2 months.
24. QM No 4(34)/66/D (Civ I) dated Rent for accn Civ paid from DSE entitled to
23 Mar 67 rent free accn. Under suspension.
25. A/69473/Q3 (B-1)/4487-Q/D (Q Similar to Item 8, for Civ, paid from DSE.
& C ) dated 28 Oct 65
26. (Army HQ No) A/02557/Q3 (B) Bachelor civilians paid from DSE may be
dated 6 Jan 61 allotted married accn.
27. 92404/Q3 (B)/7393-Q/D (Qtg) Retention/allotment of accn Civ. DSE under
dated 23 Nov 60 suspension
28. AI 6/69 and AI 19/51 as amended Retention of accn separated families JCOs
by AI 365-100 / 62, 58-29 147 & etc. when JCOs posted to Op Area/Fd
224/55-75 & 111 Corr /abroad/overseas courses.
29. AI 83/64 as amended by AI Retention of accn by JCOs etc on posting to
79/66,-38 198-104/66, 28 & 29- new station
15 & 16/68 & 179-93
30. G of I letters reproduced in AO Allotment of accn for separated families.
488/64 as amended by: AOs 97 &
508/65, 44, 131, 230/69, 261,
450/70 Corr – 8, 23, 36
31. AI 169/69 as amended by AI Retention of accn by JCOs/ORs/NCsE leave
172/70 AI 73/72, 63/76 Corr 112 pending retirement/discharge-all type of accn
(hired, requisitioned) for full period of leave.
32. A/22750/Q3 (B)/1323-Q/D (Q & Pooled assessed rent for semi pt. Officers
C) dated 7 Apr 65 quarters will be same as for pt quarters.
33. 96231/Q3 (B/4245-Q/D (Qtg) Rental liability of an officer who refuses to
dated 7 Jul 61 as amended by vacate out of class accn on personal grounds
96231/Q3 (B)/2621-Q (Qtg) if higher, assessed rent NOT to include
dated 1 May 62 departmental changes if lower, 5% pay.
34. 68566/Q3 (B)/3903/D (E & Q) Retention of accommodation by Civ Paid
dated 9 May 53 as amended by from DSE which on leave pending retirement
68566/Q3 (B)/11/69/D (Q & C) suspension etc.
dated 3 Jul 70
35. B/82011/Q3 (B-I)/1492/D (Q Retention of accommodation/allotment of
&C) dated 16 Mar 85 alternative accn to civilian employees paid
from Def services estimates on their posting
to states and union territories of North/Eastern
region.
31
36. (Army HQ) 50099/Q3 (B) dated Recovery of rent-institutes/regimental shops
7 Mar 52
37. (Army HQ) A/02569/Q (B/QMG) Recovery of Elect charges for Refrigerators
dated 10 May 61 from officers quarters which have no power
circuit.
38. (Army HQ) No. 29469/III/E2- Recovery of hire charges for electrical
A/E-in-C dated 9 Oct 62 equipment.
39. AO 708/52, AO 434/74 Ante dating for allotment of quarters.
40. AO 137/78 Grant of ante date for allotment to officers
posted out of station where married
accommodation is not provided.
41. AO 51/78 Hill accn-Eastern and Central Comd.
42. AI 23/52, 178/53, 8/54 P & A Admissibility of rent free accn, or house rent
Regs (OR) 1955, Rule 281 allowances in lieu thereof during temporary
transfer in case of Govt. servants entitled to
the concession as a condition of service
43. AO 186/76, AI 15/S/68 CIIQ-JCOs/ORs/NCs(E)
44. AO 798/73 Accn for tps escorting mill consignment
dispatch.
45. AI 84/77 Free accn for relatives of patients who are in
DI/SI list in Military Hospitals.
46. AI 25/64 as amended by G of I, Retention of accn by civilians paid from DSE
M of D Retention of accn by JCOs and ORs at New
Station.
47. AI 83/64, 198/66, 179/68 Old duty station for 2 months on posting to
new duty station.
48. AO 191/79 Allotment of accn to separated families.
49. AO 113/72, 447/72 Retention of accn by re-employed officers at
the last duty station.
50. AO 168/79 Rental ceilings for hiring of married accn
JCOs/ORs.
51. AO 92/79 Married accn Military Int Trg School Depot,
Pune
52. Notice to AO of Ist Dec 79 Reservation of holiday home at Srinagar.
53. Notice IV to AO 25 Jul 70 Reservation of VIP Suits in Holiday Home,
Kashmir.
54. AO 85/77, 84/77 Reservation Sainik Aram Delhi Jn/Howrah.
55. AO 494/72 Detention of accn by officers during release
leave.
56. AO 34/S/73 Allotment of accn to officers posted to AHQ
New Delhi/or leave
57. AO 23/76, 51/78 Accn-Hill resort bases – Central Comd
58. AO 17/72 Mil accn for army units
59. AO 504/71 Retention of family accommodation by
JCOs/ORs NCsE at the last duty station up –
to – end of the current School/College
academic year of their children
60. AO 528/73 G of I, M of D No Retention of family accn by service officers at
A/07832/Q3 (B-1)/176-S/D (Q the last duty station upto the end of the
&C) dated 23 Apr 73 current School / College of academic year of
their children.
*Retention of married accn by service officers
proceeding on course of instruction in India.
61. Quarter Master Dte/Q3 (B-I) Retention of accn by service personnel below
QMG‘s Branch letter No officers rank at the last duty station on
B/04755/Q3 (B-I) dt 21 Jul 84 academic grounds.
32
62. G of I, M of D No A/54811/Q3 Responsibility for provision of accn to
(B-I)/589-B/D/(Q & C) dated 30 establishment and staff at Director General
Dec 76 QMG’s Br letter No Inspection
B/18578/Q3 (B-I) dated 29 Sep
77 even No dated 17 Feb 78
63. Army HQ letter No. A/31239/Q3 Reimbursement of rent to service officers
(B-I) dated 2 Nov 77 permitted to hire private accn or to live in
their own house.
64. G of I, M of D No Reimbursement of rent to service officers of
F2/13777/5396-Q/D (Q & C) the rank of Brigadier and below and
dated 26 Oct 77 equivalent rank permitted to hire married accn
with the approval of the Station Cdr wef 15
Oct 77.
65. CDGA New Delhi letter No Hiring residential accn for all ranks
10083/AT-8 of 12 May 80 allowances of excess plinth area for stair case
in single storey buildings (excess Plinth Area
upto 25%) regulation action.
66. QMG’s Branch AHQ letter No Provision of accn to families of officers
62094/Q3 (B-1) dated 6 Jun 78 proceedings on study leave.
67. Army HQ letter No 27742/B/E2 MES inspection bungalow daily occupancy
(WPC) dated 27 Feb 78 rates for.
68. QMG’s Branch AHQ letter No The date of posting to station or the date of
B/29485/Q3 (B-I) dated 25 Feb receipt of application which ever is later
78 determines the priority of the officer on the
waiting list in its proper class.
69. AI 27/78 and AI 34/52 is Reimbursement of accommodation charges to
amended vide AI 43/62 is hereby service officers who live in their own houses.
cancelled G of I, M of D No Rent of the house to be assessed by station
C/00327/Q3 (B-I)/571/2-Q/D board.
(Q&C) dated 5 Feb 76
70. GGDA New Delhi letter No UO Procedure as regards person retiring from
2296/Detail AT-P dated 9 Jul 77 Govt. service issue of NDC and LPC for
and M of D letter No F/9 (2) / known and unknown demands withholding
73/D (Q & C) dated 11 Mar 75 10% gratuity or Rs 1000/- for retention of
No. 9 (2)/78/D (G & C) dated 5 Govt. accommodation after retirement.
Sep 74
71. E-in-C, AHQ letter No. MES key personnel list.
45870/E2A dated 13 Jul 72
72. QMG letter No B/18578/Q3 (B-I) Allotment of married accommodation
dated 29 Sep 77 Director General of Inspection officers and
staff
73. G of I, M of D letter No Procedure in regards to retention of married
A/07832/Q3 (B-I)/176-S/D (Q & accommodation to complete 10+2 course
C) dated 23 Apr 73 and QMG
letter No A/07832/Q3 (B-I) dated
14 Mar 78
74. Army AHQ letter No 45600/Q3 Grant of ante date seniority for allotment of
(B-I) dated 16 Feb 84. Md Accn
75. G of I, M of D letter No 10 Retention of Defence accn by service officers
(31)/71/8212/D (Q & C ) dt 31 and personnel posted on deputation of Assam
Dec 83. Rifle.
76. GOI, MOD lr. No.B/52011/ Retention of Accn/ Allotment of Alt Accn to
Q3(B-i)/3691/D(Q&C) dt 12 Nov Civilian Employees paid from DSE on their
90 posting to states and UTs of North Eastern
Region.
33
Annexure ‘C’
Precis No 1632)
SCALES OF ACCOMMODATION
Srl G of I, M of D No. Contents in brief
No
1. 7506/93/1/Q3 (B)/3768-Q/D 8/47 Scales of accn for all officers quarters laid
dated 4 Dec 47, Appendix ‘A’ down.
(SAO 5/S/48)
2. 50424/Q3 W (iii)/4140-Q/D 8 Detailed floor area for all single quarters
dated 16 Nov 49 laid down
3. 9623/121/Q3 W (iii)/2916-Q/D 8 Detailed floor area for all Md Qrs laid
dated 3 Aug 49 down
4. 9623/121/Q3 W (iii)/387-S/DQ Entitlement of Md accn reduced by one
dated 26 Oct 57 and 62302/Q3 W class Revised scales for quarters laid down.
(iii)/8291/DQ dated 30 Jun 52
5. 50424/Q3 W (iii)/1112/D (E & Revised scales for single officers laid
Qtg) dated 4 Feb 55 down.
6. F.1 (1)/55/1858-W/D (Works) Revised scales for Md Quarters laid down
dated 25 July 56 Types reduced to three
7. F.1 (33)/56/W/4271/ASO II/D Scales again revised for Md Qrs.
(Works) dated 31 Jan 59
8. F.3 (24)/65/D (W.1) dated 5 Mar -do- types reduced to two
66
9. 50424/Q3W/Policy/1991/SO Scales again revised for single quarters.
III/D (W-1) dated 27 Sep 67
10. F.3 (12)/70/D (Works.1) dated 8 Scales revised for Md Quarters; types
Jan 71 increased to three.
11. AHQ New Delhi letter No Reclassification of existing residences
B/69628/Q2 (B-I) dated 5 Oct 79 specially constructed to defence civilians.
12. Govt of India, M of D letter No FAMILY ACCN – JCO / OR
A/50086/Q3W (Policy) dated 30
Nov 83/08 Dec 83
13. Scales of Accn 1983 Scales of Md Accn for Service Officers
34
Annexure ‘D’
(Precis No 1632)(Para 46(a))
CHARGES FOR NON-MEMERED SUPPLIES FOR CIVILIANS OTHER THAN THOSE PAID
FROM DEFENCE SERVICES ESTIMATES
RATE PER MENSUM
Consuming Device Indoor Out door Per Remarks
Rs.P Rs.P
1. Lamps
15 watts 1.50 2.20 Lamps
20 watts 2.50 3.00 Lamps
25 watts 2.55 3.75 Lamps
30 watts 3.00 4.50 Lamps
40 watts 4.00 5.85 Lamps
60 watts 5.95 8.25 Lamps
75 watts 7.95 11.6 Lamps
100 watts 9.95 14.95 Lamps
2 Battery Eliminators 1.75 Article
3. “All Electric” wire 3.55 Set
wireless receiving set
Authority : Annexure ‘A’ to Appendix ‘O’ to MES Regs (1968) and rates are effective from
1.9.74.
Note : This is applicable only to very small connections where total consumption is likely to be
less than Rs 10/-pm. (Para 12 of Appex ‘O’)
In all other cases Annex ‘E’ to this précis will apply.
35
Annexure ‘E’
(Precis No 1632)(Para 46(b))
RECOVERY OF WATER AND ELECTRIC CHARGES FROM NON ENTITLED
PERSONNEL
Following procedure will henceforth be adopted in regard to recovery of charges for
water and electricity supplied to civilian employees paid from Defence Service Estimates, Civil
employees or private consumer and employees of Military Farms:
Water
(a) Single accommodation - 4,550 litre
(b) Married accommodation - 9,000 litre.
(if the tap is outside)
(c) Married accommodation - 18,000 litre.
(if the tap is inside)
N.B. The above is operative wherever the supply is unmetered.
NOTES : (1) Recoveries for water drawn from a common stand-post will be assessed
75% of the above assessment.
(2) When accommodation is shared, recovery will be effected for each single
family on the above assessment.
Electricity Charges:
(a) Lighting
Charges will be worked out 50% of the connected load as shown in the inventory of
electric fitting signed by the occupant at 6 hrs working summer and 8 hours working
during winter.
NOTES: (1) The duration of summer and winter season will be ascertained from the
station orders pertaining to the station.
(2) Each wall socket will be rated at 40 watts wall socket used for wireless set
will be excluded.
(b) Ventilation
For single fan - Rs 5.00 per month.
For two fans - Rs 7.00 per month.
For each fan in addition to two- Rs 2.00 per month.
(c) Radio
Electricity consumption due to each radio shall be levied at Rs 2.25 per month.
(d) Power consuming devices shall not be used without prior sanction of the local
Garrison Engineer who will ensure that the existing sizes of the cable are
adequate to carry additional loads and that authorized wiring will be carried out
without prior sanction of the Govt of India.
(Authority : DGW, Army HQ No . 35491/E-4 dated 19 Jan 60 and even no dated 20/24
Aug 62 and 26 Nov 62)
36
Annexure ‘F’
Precis No 1632)(Para 46(c))
AI 68/78, 66/74
Army HQ QMC Branch letter No B/47044/W2 (B-I) dated 1 Jul 81 – Procedure on
revision of all India flat rates of electricity.
MONTHLY ALLOWANCE FOR NON – METERED SUPPLIES
Class of WATER ELECTRICITY WINTER ELECTRICIT
Accommo- Gallons Y SUMMAR
dation Per day Lights Lights Fans
Monthly Monthly Monthly Monthly Monthly Monthly Monthly
allowance cost Rs allowance cost Rs allowance cost Rs
Units units Units
Permanent Accommodation
B 600 56 15.75 36 10.12 156 43.87
C 500 52 14.62 32 9.00 124 34.87
D 400 48 13.50 28 7.87 96 27.00
E & E-1 350 32 9.00 20 5.62 44 22.00
F 100 28 9.00 20 5.62 44 12.37
F 100 28 9.00 20 5.62 44 12.37
G1, G2 & 100 28 7.87 16 4.50 44 12.37
H
2. Hutted Accommodation
C 400 48 13.50 28 7.87 124 34.87
D 320 44 12.37 24 6.75 97 27.00
E & E-1 280 28 7.87 16 4.50 94 27.00
F 100 24 6.75 16 4.50 44 12.37
G1,G2 & H 100 20 5.62 12 3.37 44 12.37
3. Refrigerators and Air Conditioners to be reported by users. Monthly Monthly
Consumption Cost
Refrigerators below 7 cft. 52 9.88
7 cft to 10 cft 77 14.44
Air Conditioners: ¾ ton 224 42.00
1 2/2 ton 448 84.00
Radio Set - 2.25
Authority : AI 117/48 as amended by :
(a) AI 99/57 (Corr 45/57) - Substituting the Appendix. Appendix as amended
is attached
(b) AI 128/58 (Corr 61/58)- Amending the Appendix. To this précis.
© AI 7/60 (Corr 3/60) - -do-
(d) AI 3/57 (Corr 1/57) - Regarding charges from service officers in
unmetered quarters on leave exceeding one month
(not to be charged) with prior intimation to BSO in
writing.
(e) AI 218/54 (Corr 113/54) Excess over ceiling limits in unmetered quarters
will be recovered from occupants proportionately.
(f) AI 82/65 (Corr 35/65) - Official periods of summer and winter for
calculating rates to be charged in quarters not
separately metered and for that purpose only will be
fixed by Bde/Area/Dist Cdr and published in
Station Orders.
(g) AI 53/67 (Corr 24/67) - As amended by AI 26/68 (Corr 13/68).
37
Married officer living with family in unmetered single quarters will be charged 100%
extra for water and electricity over the scales laid down above.
(h) AI 68/76, 26/78m 66/74 For further procedure on revision of all India flat
rate of electricity
AI 66/7
(Army HQ QMG letter No B/47044/Q3 (B-I) dt 1 July
38
Annexure ‘G’
(Precis No 1632)(Para 46 (d))
RECOVERIES FOR NON METERED SUPPLIES MESSES
Sl Service Recovery Remarks
No
1 Electric lights in winter 13.5% of mess maintenance
allowance
2 Electric lights in 10.1% -do-
summer
3 Electric fans 15.75 -do-
4 Refrigerators 13.2 -do- For messes upto 20
officers.
5. Water supply 3.2 -do- For messes upto 20
officers
Authority : AHQ QMG No 1606/38/Q3 (B) dated 14-5-57
NOTE : for rate of mess maintenance allowance see AI 265/63.
39
Annexure ‘H’
(Precis No 1632)(Refer Para 79)
PART I AMENDMETNS TO MEMO ON B/S, CORR, ISSUED BY G OF I, M OF D
1. (a) Para 24 B/S Branch to submit Occupation Returns for Stn Pool
reconstructed quarters and OsC for Single Officers quarters attached to
Messes
(b) Para 64, line 3 For 605 and 608, Read 605, 607 and 608 (furniture records).
amended
2 Para 62, line 2 For Jan to March read April to June (re. Annual verification).
amended
3 Para 33 & 35, B/S Branch to submit Furniture Hire Statement immediately
reconstructed after issued and subsequent changes by 10th of each month,
Returns of Recoveries by 10th of each month showing
consumption for proceeding month.
4 Appendix ‘H’ (IAFW- New Form introduced. “Deposit Repair Register for
1830) replaced Furniture”
(Authority: G of I, M of D, Corr. No. 29469/III/E2A/7741/D
(W-II) dated 21 Jun 67)
5 Appendix ‘G’ (IAFW- Para 71 (3) of Memo deleted and Sub paras (f) to (o)
1829) deleted “Area renumbered (e) to (n)
Furniture Ledger”
6. Para 38 reworded An endorsement to be made in the bill that for default in
payment supply will br disconnected.
(Authority: G of I, M of D, Corr. No 29469/IV/E2A/426/D
(Works-II) dated 16 Dec 67)
7. Para 30 (a) Lists of rentable buildings’ substituted by Register of
rentable buildings. Form (IAFW-2169) introduced (this
register is not available).
(Authorit : G of I, M of D No 29469/III/E2A/6152/D (Works
II dated 26-7-1970)
8 Para 71 (o) added SBSO will carry out inter-divisional transfer of furniture
based an Annual Furniture Return.
(Authority: G of I, M of D No 29469/IV/E2A/5603/D
(Works-II) dated 29-8-1970)
40
PART II ‘OTHER ORDERS DIRECTLY AFFECTING B/S BRANCH BUT FOR
WHICH AMENDMENT HAVE NOT BEEN ISSUED TO THE MEMO’
Appendix ‘D’ Modified (adding one more column for ‘Reference to previous occupation
return – Total 18 columns)
(Refer IAFZ – 2170 Reprint, 1966 and thereafter)
Para 27(b) (iii) New Forms IAFZ 3070 and IAFZ-3071 introduced for Annual Occupation
Returns. (Authority : G of I, M of D No 8 (i)/64/643/D (Works-II) dated
14-2-64 and AO 455/66)
Para 13 © The responsibility regarding ‘Hiring of privately owned buildings and
payment of rents; has been transferred to ML & C services.
B/S Branch is responsible only for custody (of vacant buildings)
(Authority : G of I, M of D No 9 (2)/63/7789/D (Works-II) dated 24 Oct
67)
Duties of BSO posted to a Project Division laid down by E-in-C.
(Authority : E-in-C’s No 29469/IV/E2A dated 26/28 March 69 and even
No dated 27th May 75)
(See Precis No 1631 Annexure ‘X’)
Modification to the existing Fur, Revenue and Stores duties introduced as a result of Work.
Study team report.
(Authority : E-in-C’s No 29469/V/E2A dated 1 June 70)
Quarterly inspection made half yearly inspections.
(Authority : Army HQ, QMG’s Br. No B/25827/Q3W (Policy) dated 25
No 70)
Annual Verification of Furniture
Army HQ, QMG Branch letter No B/42432/Q3 dated 27th May as
amended by B/42432/Q3W (policy) dated 14th Oct 1976
All India recovery rates MES Electrical Energies
AI 66/74, AI 117/48, Para 670 RMES amended vide CS No53/IX/78
Recovery of Electrical and Water Charges from Service Officers
AI 26/78, AI 117/48
MES Water Supply All India recovery rate
AI 68/76, AI 117/48.
Recovery of rent for furniture issued to Officers of Army/Navy/Air Force
AI 8/80
Procedure for claiming reimbursement Of hire charges of furniture by ServiceOfficers
AO 256/76.
41
Annexure ‘I’
(Precis No. 1632)(Para 20)
STATEMENT SHOWING LICENCE FEE CHARGEABLE FROM SERVICE
OFFICERS FOR STANDARD AND CLASSIFED DEFENCE POOL
ACCOMMODATION (ACCN CONSTRUCTED/HIRED BY MIN OF DEF AND ACCN
CONSTRUCTED BY OR URBAN DEVELOPMENT AND INCLUDED IN DEFENCE
POOL)
Type of Range of living Entitled category of Flat rates *Flat rates of
accn area others standard rent licence fees to
be charged
from service
officers
1 2 3 4 5
‘D’ 59 59 75 sqm 2nd Lt Rs 150.00 Rs 75.00
nd
‘D’ 76 to 91.5 sqm 2 Lt Rs 190.00 Rs 95.00
‘E’ Upto 106 sqm Lt Rs 230.00 Rs 115.00
‘E’ Beyond 106 sqm Captain Rs 270.00 Rs 135.00
upto 130 sqm
‘E-I’ Upto 159.sgrm Maj/Lt Col/Col/Brig Rs 330.00 Rs 165.00
‘E-II’ Beyond 159 sqm Maj Gen/Lt Gen Rs 465.00 Rs 233.00
‘E-III’ 243 to 350 sqm -do- Rs 665.00 Rs 333.00
‘E-III’ 250 to 52 sqm Chiefs & Army Rs 975.00 Rs 488.00
Commander
• There rates have been calculated on the basis of 50% of the standard rent
Note : for servant quarters and garages, allotted independent of the regular accn the following
flat rates may be recovered.
(i) Servant quarters Rs 15/- per month
(ii) Garages Rs 8/- per month
42
Annexure ‘j’
(Precis No. 1632)(Para 20)
STATEMENT SHOWING RATES OF FURNITURE CHARGEABLE FROM SERVICE
OFFICERS FOR STANDARD AND CLASSIFED DEFENCE POOL
ACCOMMODATION
Type of Range of living Entitled Revised @Rate for furniture
accn area category of Licence fee chargeable from
other service Officers
1 2 3 4 5
‘D’ 59 to 75 sqm 2nd Lt 75.00 38.00
‘D’ 76 to 91.5 sqm 2nd Lt 95.00 48.00
‘E’ Upto 106 sqm Lt 115.00 58.00
‘E’ 106 to 130 Sqm Captain 135.00 68.00
‘E-1’ Upto 159 sqm Maj/Lt Col/ 175.00 88.00
Col/Brig
‘E-I’ Beyond 159 sqm Maj Gen 197.00 99.00
‘E-II’ 189.5 to 224.5 Sqm Lt Gen 234.00 117.00
“E-III” 234 to 350 Sqm 334.00 167.00
“E-III” 350.5 to 522 Sqm Chiefs/Army 488.00 244.00
Cdr
@ Furniture charges are recovered at 50% of the rental (Licence fee) liable at the maximum.
43
Annexure ‘K’
(Precis No 1632)(Para 20)
STATEMENT SHOWING LICENCE FEE FOR SUB STANDARD AND
UNCLASSIFIED ACCOMMODATION
Range of Standard rent all flat rates Flat rates of licence fee Rate for furniture
Useful living on the basis of mean of at flat rate @50% of licence fee
accn in Sq M the area etc. to be charged from of
(classification services officer
by Min Urban
Development
(For For Hutment For Pucca For Hut For For
Pucca @ Rs 0.60/- Accn ments Pucca Hutments
Accn @ per Sqm) (B) (A) (B) accn (A) (B)
Rs 1/per
Sqm) (A)
Upto 40 Sqm 40.00 24.00 20.00 12.00 10.00 06.00
41 to 55 48.00 28.80 24.00 14.00 12.00 07.00
56 to 65 60.50 36.30 30.00 18.00 15.00 09.00
66 to 75 70.50 42.30 35.00 21.00 17.00 10.00
76 to 91.50 83.50 50.25 12.00 25.00 21.00 12.00
91.50 to 106 98.75 50.25 49.00 30.00 24.00 15.00
106 to 159.50 132.75 79.65 66.00 40.00 33.00 20.00
159.5 to 174.50 104.70 87.00 52.00 44.00 26.00
189.50
189.50 To 207.00 124.20 103.00 62.00 51.00 31.00
224.00
As per Govt of India Min of Def No 1 (2)/87/D (Q & C) dated 21 Mar 1988, the flat rate of
recovery for Defence Civilian Employees all over the Country shall be as per column 1 and 2
mentioned above.
44
Annexure ‘N’
Statement showing the revised flat rates of licence fee applicable for Central Government
Residential accommodation throughout the country. W.e.f 1-7-93.
Type of Range of Existing flat Revised flat Remarks
accommodation living area rate rate of L/F
(Sq.Mt) w.e.f. 1 – 7-93
A Upto 30 (Rs)15 (Rs) 16 Quarters sharing toilet
facilities meant for
more than two quarters
A -do- 29 21 Quarters sharing toilet
facilities meant for
more than two quarters
A -do- 35 37 Old Qrs. With plinth
area less than 300 Sq.
Ft
A -do- 45 47 Qrs. With plinth area
of 300 Sq ft or more
B More than 80 85
26.5 and upto
40
B 41 to 50 100 108
C More than 110 117
34.5 and upto
55
C 56 to 65 135 142
D 76 to 91.5 190 200
E Upto 106 230 242
E Beyond 106 270 284
E-I Upto 159.5 330 347
E-I Beyond 159.5 395 415
E-II 189.5 to 224.5 465 489
E-III 243 to 350 665 698
E-III 250.5 to 522 975 1029
HOSTEL ACCOMMODATION
Category of suite living area Existing rates Revised w.e.f 1-7-93
(Sq. Mt) (Rs) (Rs)
Single Room 21.5 to 30 85 89
Single Room 30.5 to 39.5 120 126
Double room 47.5 to 60 165 173
For servant quarters and garages allotted independent of the regular accommodation /hostel
following flat rates may be recovered.
Existing rates Revised rates.
(i) Rs 15/- Rs 16/-
(ii) Rs 08/- Rs 0/-
Note : These rates would be subject to a maximum ceiling of 10% monthly emoluments of the
allottee.
45
Annexure L
Precis No 1632(Para 20)
HOSTEL ACCOMMODATION
Category of Suite Living Area Proposed flat rate of licence fee
uniformly applicable throughout the
country
(Sq. Mt) (Rs)
(1) (2) (3)
1. Single room 21.5 to 30.0 65.00
2. Single room 30.5 to 39.5 90.00
3. Double room 47.5 to 60.0 125.00
For servant quarters and garages, allotted independent of the regular
accommodation/hostel, the following flat rates may be recovered:-
(i) Servant Quarters Rs 10/- per month
(ii) Garages Rs 5/- per month
YARDSTICK FOR DETERMINATION OF LIVING AREA
Main Building
(a) Rooms, Kitchen, Bath, Latrine 100% of the floor area
Store and enclosed verandah.
(b) Verandah, Corridors and Barsati 25% of the floor area
© Porch 12 ½ % of the floor area
(d) Court-yard pucca 5 % of the floor area
Out-Houses
(a) Rooms 25% of the floor area
(b) Verandahs 12 ½ % of the floor area
46
Appdx “M”
See Page 16 par 39 of Precis 1634.
Rates for recovery of Eelectricity and Water charges by MES.
Applicable w.e.f. 01 Dec 1998.
Category Rates
1 For service personnel and To be charged at the prevailing
defence civilans residing in rates of recovery by local state
Cantonments/MIlitary areas. electricity board/electric supply and
agencies i.e rates at which general
public living in adjoining colonies is
being charged by state electricity
baords/electirc supplying agencies.
2 Civilians (other than Defence - do -
Civilians) Domestic consumers.
3 Private consumers like To be charged at all-in-cost rate of
contractors and other the preceding year.
installations and workshop
commercial consumers.
Cantonment baords and other
bulk consumers.
Water Charges Effecitve from 01 Dec 1998
1 For service personnel and Rs. 4.00/- per thousand litres.
defence civilians residing in
cantonment/military areas.
2 Civilians (other than defence Rs 6.00/- per thousand litre or all
civilians) Domestic consumers. in cost rate of preceding year which
ever is lower.
3 Private consumers like All-in-cost rates of the preceding
contractors and other year.
installations and workshop
commercial consumers
cantonment boards and other
bulk consumers.
Auth : GOI MOD letter No 9(4)/97/D (Works) dt 07 Dec 1998.
47
Précis No 1633
Management Dept.
BARRACK DAMAGES AND TERMINAL COMPENSATION
BARRACK DAMAGES
Introduction
1. Barrack damages are a matter of service discipline and are payable by an individual, unit
or formation in occupation of Government property for damages caused to the property in
contravention of the rules. The property may be Government owned, leased, hired or
requisitioned.
(G of I, M of D No. 5201/20/P/LHSD/8285-D8/47 of 20 Dec 47)
2. The main object of barrack damage is to act as a deterrent to deliberate or gross negligent
damage to buildings and furniture.
(GHQ QMG’s Br. No 501/Q3 dated 17 Dec 46)
3. Detailed orders on the subject are laid down in the Regns for the Army (1962) and MES
Regns (1968) paras 633, 634, 635 and E-in-C/G of I, M of D letters cited in succeeding
paragraphs.
Determination and Assessment
4. These damages are determined on the following occasions:
(a) Half-yearly Inspection of barracks, buildings, fixtures and furniture.
(Para 1176-Regns for Army; Para 73 MES Regns; Para 61-B/S Memo)
(Army HQ QMG’s Br. No B/25827/Q3W (Policy) dated 25-11-70)
(b) Annual Verification during April to June of furniture issued to Units/Formations
and individuals.
(Para 62 B/S Memo)
(c) Handing over of Barracks by Units/Forms and vacation of Govt. buildings by
occupants.
(Para 1172-Regns for Army; Para 16-B/S Memo)
(d) When furniture is received in MES Furniture Yard either for repairs or exchange.
(Para 60, B/S Memo)
5. The Inspection is carried out jointly by the officer in charge of building/furniture or his
representative and the MES officers representing B/R, E/M and B/s Branches.
6. The furniture ledger of each party is compared and is signed by both the parties after the
adjustment of discrepancies has been completed. As far as possible the damages determined
against the occupants are charged to individuals and termed personal charges. The amount
assessed as personal charges and general charges against each company or unit are published in
unit orders.
7. (a) Barrack damages for furniture area assessed as under:-
(i) Total losses
These are assessed at full value for replacement at the current replacement value of the
articles as per GE’s Furniture Rate List (IAFW-2307)
(Authority : E-in-C No. 37170/E2A of 17-4-52)
(ii) Repairs
These are assessed at the actual cost of repairs only.
(b) The assessment of damages to buildings/equipment etc. is made at actual cost of
repairs only. For total loss of fittings/fixtures on the B/R and E/M branches full
replacement cost is assessed as barrack damages.
(See Para 634, MES Regns)
48
Recovery
8. The Barrack damage voucher prepared by the executive duly priced by them and checked
by the Unit Accountant is forwarded by the GE as early as possible but with in one month of
discovery (AO 112/64) and forwarded to Units/Formations for crediting the amount to the Govt.
Vouchers in respect of individuals in Govt employment will be sent to their units for recovery in
cash and crediting to Govt. The amount can be recovered through their pay bills only with their
will be recovered in the Register of Barrack Damages (IAFW-2269)
Disputes and Non Payments
9. In case of units/officers etc leaving the station, recovery will be effected before they
leave the station failing which the amount outstanding will be reported to the Station
Commander, who will ensure that the Units/Officers etc. obtaining a clearance certificate from
MES before they leave the station. In the case of disputed items SSO will arrange for the
amount claimed by MES to be deposited with him by the officers/units etc. before they leave the
station.
( Para 1176, Regns. For Army)
10. Non-payment of the amount will be promptly reported by the GE to the Sub Area/Bde
Commander or equivalent in the Navy or Air Force who will determine the responsibility for the
damage and the quantum thereof within three months from date of BD Voucher.
In cases where barrack damages are disputed by Service Officers the matter will be
referred to Army HQ for obtaining Govt. orders for enforcing recovery under the Army Act.
From JCOs/ORs also recovery will be effected under Army Act in the normal manner.
Recoveries from Messes/Clubs will be made by OC Unit who will be responsible for
effecting recovery. COs will order recoveries from units under the provisions of Army Act.
Recoveries will be effected from the security deposit of private individuals/contractors
etc.
Barrack damages will not be recovered from Mess Maint Allowance or through rent bills
or pay bill.
(AO 112/64)
Replacement
11. The following formalities/procedure will be observed for replacement of the damaged
articles:
(a) In case of individuals, barrack damages/deficiencies will be noted on the Handing
/ taking over for and acceptance of the individuals obtained.
(b) Pricing will be done subsequently and recoveries effected through the respective
pay authorities.
(c) Undisputed barrack damages will be immediately replaced.
(d) Station Commander’s decision will be obtained, expeditiously, in case of disputed
items.
(e) CEs Will issue a guide for assessing normal damages and a schedule of pricing.
(E-in-C’s No 29469/V/E2A dated 1 Jul 70)
Differentiation between “Terminal Compensation” and “Barrack Damages”
12. “Terminal Compensation” is a statutory and/or contractual liability of Government
towards the owner of the hired or requisitioned property which must be discharged by the
Government either by means of payment in cash or through the execution of the necessary
repairs or additions and alternations to restore the property in question to its original condition
before it is handed over to him.
13. Irrespective of any recovery, non-recovery or write off the barrack damages to the
building the Government is bound to discharge such liability to the owner of the property. After
49
verification by the GE the claim is pre-audited by the UA and sent to CDA for scrutiny,
irrespective of the amount of the claim.
(G of I, M of D letter No 5201/20/LH and D/8285-D/847 of 20-12-47)
Other Important Letters
14. Barrack Damages : Classification Assement And Replacement Thereof:
Damages to buildings, fittings, fixtures and furniture that are caused willfully or by
negligence can only be termed ‘Barrack Damages’. The description lies with the GE to decide
whether the damages to fittings and fixtures are due to willful neglect or due to fair wear and
Tear, implied in the provisions contained in para 73 read in conjunction with para 633 of MES
(Regs). Once a damage due to willful neglect has been established and barrack damage voucher
prepared, action must be initiated immediately for making good the deficiency/damage to avoid
further damage to buildings/inconvenience to users apart from unsightly appearance.
In view of the above, you are requested to ensure that immediate action is taken by the
Ges to replace the missing glass panes and similar other items included in the barrack damages
voucher when accepted by the unit. The users should also be encouraged to buy glass panes and
similar other items where feasible and hand over to MES for fixing to avoid delay in making
good the deficiency.
(Authority : E-in-C No 83566/VH/B/SE2 dated 21 Nov 73)
AHQ letter NO 48567/Q3 (B-I) dated 05 May 83.
15. ASSESSMENT OF BARRACK DAMAGES
As a part of constructive ideas/innovation of Administration/management of the Army, it
has been suggested that measurement of barrack damages be done by a board of officers
comprising reps of Station HQ, users/units and MES instead of being done by MES rep alone. It
has been pointed out that assessment done by the MES rep alone may not always be rational and
board of officers would be in apposition to ensure that all aspects are duly considered and that
the barrack damages levied are just and reasonable.
In accordance with the Defence Service Regulations (Regulation for the Army) para –
1176, it is the responsibility of MES to carry out periodical inspection of all public buildings,
fixtures and furnitures and assess the barrack damages where these are attributable to fault or
negligence of units/individuals. Para 63.4 of MES Regulation provide adequate safeguard
against any arbitrary assessment done by MES authorities with the Sub Area/Bde Commander
who are competent to decide whether whole or a part of the barrack damages is not properly
chargeable to a unit or an individual.
In view of the position indicated above no change in the existing procedure of assessment
of barrack damages is considered necessary. However, if some specific instances of wrong
assessment done by MES authorities can be furnished, the position can be reviewed.
This may be disseminated to all concerned in your command.
(Army HQ No 48567/Q3 (B-I) dated 5 May 83)
16. BARRACK DAMAGES
It has been represented by a unit through QSIR that while handing / taking over the
buildings and living quarters, MES charged full payment from units/individuals for minor
cracks/damages on fragile items such as washing hand basins. Water closets, water cistern etc,
with giving any due consideration to their depreciation keeping in view the life of the item
damaged taken into account and also the design of WC and urinal in the single OR barracks
should be replaced by non sticking metal like aluminum used in railway couches.
The above suggestion has been examined in consultation with the engineers, this HQ
based on statistical data collected from MES formations and discussion held with manufactures
and Govt organization revealing that it has no life like conventional sanitary fittings. There-force
life in use of sanitary fittings can not be fixed. As regards replacement of existing type of WC
and Urinal by nonsticking metal it is pointed out that the seats in the railway couches are not
designed for water borne sanitation. They are designed for dropping the excreta on the railway
tracks in the open and are not suitable for residential accommodation. Besides no WC made of
metal suitable for water borne sanitation has been introduced into the manual. As such this
suggestion is not implemented.
50
Sanitary fitting can, however, be replaced under the following circumstances:
(a) On payment of barrack damages.
(b) Medical grounds.
(c) Natural calamities e.g. storm.
Any damages due to Fair, Wear and Tear is legitimate charge against the maintenance,
particularly in the case of married accn where the responsibilities rest with one individual and
cases of deliberate and gross negligence should not normally arise. As such in case of (a) above
the cost of replacement may be debited to the maintenance grant. In the case of (c) above it will
be procedure for writing off of storm damages will be followed.
The need for an early replacement of the glass panes cannot be overemphasized for the
reasons that missing glass panes not only give a bad appearance to Govt buildings but also cause
considerable inconvenience to the occupants by not affording any protection from weather.
Immediate action, will therefore be taken to replace them as soon as the barrack damage voucher
is accepted by the unit without awaiting payment and in case of storm damage as awaiting the
sanction of loss statement.
(AUTHORITY : E-IN-C’S NO 89311/E2A Dated 26 Sep 69)
18. DAMAGES DUE TO STORM ETC TO GOVT PROPERTY
Many instruction were issued in the past on the subject of precautionary methods to be
adopted to avoid losses to Govt properties due to storm etc. However, losses are still being
reported and we have to progress the case of loss statements on account of storm damages.
Users should be advised to close all door/windows when the storm is expected. The MES
should physically check the building quarterly/annual inspection and annual inspection of the
buildings. All fitting/fixtures to doors/windows should be repaired / replaced as per rules.
(AUTHORITY : E-IN-C’S No 00007/E2 Army/SL dated 10 Apr 85)
19. STORM DAMAGES
It has been observed that large scale of barrack damages continue to occur, including
inter alia, damage to glass panes and sanitary fittings like wash hand basin and water closets.
These claim considerable amount from the allotment under maintenance grants. It is imperative
that the losses on account of barrack damages are reduced to barest minimum to make optimum
use of the money available to us under maintenance grants. Our maintenance grants are greatly
inadequate to meet the need of maintenance services and we can not afford to fault or our
resources.
Damages to the buildings could be avoided by adopting suitable remedial measures as
indicated in proceeding paragraphs.
All doors and windows should be closed as soon as storm is in evidence. This is very
essential to avoid damages glass panes and other fragile eqpt. Such damages generally occur in
barrack where responsibility for keeping the doors and windows closed does not devolve or any
one individual. It is, therefore, necessary to entrust this responsibility to a senior NCO. In case
the buildings are to remain occupied for such time, all doors and windows must be closed.
To prevent shutter flapping in normal wind, stopper, hook and eyes must be made full use
of. Any such fittings, when found missing or not functioning properly should be repaired/refixed
immediately after getting the barrack damage wherever applicable.
Care should be taken in using wash hand basin and water closets to prevent damages.
Suitable instructions to this regard may be issued to formations/units under your
command. Instructions have already been issued through regular channel to make good those
deficient fittings, vide E-in-C’s Branch letter No 47164/E2A dated 19 Oct 74.
(Army HQ, QMG’s Branch No 58642/Q3 (W) (Pol) dated 28 Apr 75)
51
Précis No 1634
Management Dept.
FURNITURE
Introduction
1. This précis deals with the policy and procedure for provisioning, maintenance, issue and
stock-taking of furniture to the units and formations of the Defence Services. The basic orders in
this regard are contained in the following:
(a) Regulations for the MES (1968) (Section 39, Paras 648 to 673).
(b) Regulations for the Army (1962).
(c) Memorandum on Procedure, Organisation and Duties of the B/S Branch of MES.
Other orders and instructions relevant to the subject are cited at the appropriate
paragraphs of this précis.
Provisioning
2. Authorised Scales.
The various units/formations are entitled to be provided with items of furniture for
different purpose. This supply of furniture is an authorized work.
3. The entitlement is based on details of accommodation and / or strength and the quantity
of the different items of furniture. Such entitlements are called `scales’. Scales of furniture are
laid down by Govt of India and are found in the following:-
(a) Barrack and Hospital Schedules (India, 1941).
(b) Scales of accn for Defence Service 1983.
(c) Govt of India, Ministry of Defence letters issued from time to time for different
purposes.
(d) “Compendium for scale of furniture for Domestic/OTM.”
(e) Scales of furniture for defence services – 1989
(Para 648, MES Regs)
4. Barrack and Hospital Schedule comprise of Section A to N based on broad division of
purpose, viz. Section A-Officers” quarters and Messes, Section C-Indian Troops and so on.
Each Section has various schedules of articles and their quantity for different specific purposes,
e.g. Section A, Schedule 2 Unit Quarters. In each schedule articles of MES supply and Ord
(IAOC) supply are separately listed. Many of the schedules are in-operative now, having been
superceded by fresh scales vide para 3 (c) above.
5. The scales of furniture for different purposes are laid down at Appendix 8 of sclae of
accommodation for defence services 1983, comprising of table A to K (similar to Section in
B&H sch) and each table having schedules for different specific purposes e.g. Table D Scale of
furniture for Leave Camp, Schedule – 2 recreational buildings. Many of the schedule in this also
are inoperative now as in B & H schedule.
6. Scales laid down in various Govt letters and those applicable from B & H schedules and
scale of accn for defence services 1983 are consolidated and published in a compendium of
scales of furniture, and also in Eng Tech Inf No 14 – Scales of accn for Emergency works –
Section III, Chapter 13, Furniture table XLVI to L. I. A & B both issued by E-in-C, AHQ. It is
important to note that the compendium or ETI can not be quoted as authority; only the B & H
schedule, scales of accn for defence services 1983 or Govt of India letter is cited as authority for
provisioning of furniture.
Reserves
7. In addition to the scales, each station is expected to maintain a stipulated percentage of
selected items of furniture as reserve. This is laid down at Appendix A to The B & H schedule
(common to all sections) vide para 652, MES Regs and in the following Govt of India Ministry
of Defence letter:-
52
(a) 99999/Q3W (Pol)/18-D(Works-I) dated 07 Jan 60 - Lockers Bedside – 5%
(b) 58286/Q3W (Pol)/700/SO III/DW(I) dated 23 May 66- Charpoy wooden – 5%
(c) A/222613/Q3W(Pol)/503/SO II/D(Works-I dated 25 Mar 67-Palliasses 5%
(d) 58286/Q3W (Pol)/700/SO-III/DW(I) dt 23 May 66 Chair barrack(WB)– 10%
(e) Box kit (obsolete now) - 5% of authorization in station.
(f) Chair CB 5%
(g) Form without back 5% (B and H schedule for MES Offices)
(h) Receptacle 10% (in MES office)
Auth G of I, M of D letter No 37973/E2A/580/SO III/DW-I dt 25 Apr 1966
(i) Table 5 ft x 2 ft 10 Inches 5%
(j) Table IT (now table dining Ors) 5% (Drg No FD – 165)
(k) Pad lock GI 3 Inches 2%
8. Blank
9. DESIGN
Design/Drawing of articles of B & H furniture are made to suit general description and
dimension sanctioned by G of I. Actual design are made/modified by E-in-C with in the general
principle laid down by G of I provided cost is not materially increased.
Detailed drawings of articles of furniture are published by E-in-C in the following series:-
(a) F Series : Since 1924 onwards
(b) HF Series : -do-
(c) WDF Series : -do-
(d) SD Series : -do-
(e) GA Plates for gymnastic apparatus : -do-
(f) FD Series : Issued in 1968 and after.
Certain drawings mentioned at sl No (a) to (d) above have sine been superseded with
current drawings.
Besides the above, TD can be adopted for specific design to suit local condition and
particular requirement of the areas, i.e. laboratories and technical buildings of Air force.
List of current furniture articles was issued by E-in-C’s branch during June 78. Items
which are not covered by this will be there of unsuperseeded drawings/designs of F, WDF, HF,
SD and DB Series.
In AEs for new works and renewals, the latest drawings as given above should be made
applicable for the procurement of furniture.
10. Blank
11. List of articles of Ord supply is give in each schedule in B & H schedules wherever
applicable (see para 5 above). In addition, Appx `B’ to B & H schedules (applicable to all
sections) and scales of accommodation for Defence Services 1983 give a list of articles of `Ord
supply which are to be issued with certain article of MES supply, e.g. Pans, with Commodes.
MES will be responsible for the supply of articles of Ord supply only if rent is
recoverable.
(Para 7, Preface, B & H Schedule)
For articles of Ord supply to be issued with articles of MES supply. MES are always
responsible for provisioning and supply.
Officers Quarters and Officer’s Messes.
12. Provision of furniture to officers’ quarters is normally authorized only when hiring is
expensive or impossible in that station. A certificate to that effect from the GOC-in-C has to be
attached, with the AE for furniture for Officer’s Quarters.
(Army HQ No 53675/Q3W (Policy) dated 29 July 63)
53
13. Provision of furniture to Officers Messes is now authorized (Authy: Table 6. I of Scales
of Furniture for DS-1989).
Authorised Requirements
14. Requirements of furniture are worked out on Station basis and the entitlement of all the
units likely to stay for period of 5 to 7 years. Items of furniture authorized on as required basis
are assessed by local Station Boards whose recommendations should be made available before
the users recce-cum-siting Boards are held to facilitate including these items in the same project.
The following points will also be borne in mind:
(a) When actual requirements cannot be assessed by a Board of Officers in time a
lump sum figure or percentage on the cost of building works can be included in the
Approximate Estimate Part I to avoid delay for issue of Administrative approval by CFA.
(b) As sanction accorded on this basis by CFA is only provisional indicating the
amount, proper sanction of CFA must be obtained later. When assessment of
requirements is completed and finalized.
(c) For domestic accommodation, estimates will be drawn-up on `per-set’ basis at
Delhi rates plus or minus percentage for variation. Item-wise rates need not be given.
For reference see Annex. `A’ to this précis. For other than domestic furniture AE has to
be prepared on the basis of authorized scales plus reserves item-wise.
The total requirement of each item of furniture for the station is then recorded in the
Register of Authorised Furniture (IAFW-1811) separate pages being used for each item.
Unit/formation – wise authorization and total reserve will be recorded in each para.
(Para 666, MES Regns)
Methods of Provisioning
15. Provisioning of furniture is arranged by any one of the following methods:
(a) By transfer of surplus furniture from one station to another station free for the
same service vide Para 656 of MES Regns; not among Army/Navy/Air Force. (see para
175 ibid)
(b) By Manufacture
(i) Departmentally.
(ii) Through the agency of contract on competitive tenders-considered to be
economical as per contract procedure.
(iii) By DGOF through E-in-C.
(c) By purchase from Ord Depots, Civil departments or trade of articles of Ord
origin.
(d) By indenting on Jail Department/Director of Textiles-items like Durries.
(e) By Unit Purchase.
When public funds are not available to supply articles upto the sanctioned scales, units
may provide the deficiencies either by purchase through MES (in which case no departmental
charges are leviable) or from other sources. The articles will be taken over by MES for stock
under the orders of GOC Dist. Provided that they are in good condition and suitable for issue-in-
lieu of articles shown in the authorized scales at a valuation to be fixed by CWE, when Govt
funds become available.
(Para 655, MES Regns)
Office Contingencies and T and P
16. Furniture for the offices of E-in-C and CEs are charged to Office contingencies and for
the offices of CsWE and GEs and for MES Inspection Bungalows to T and P.
(Para 114, MES Regns)
Receipts
17. Items of furniture received by any process as at para 15 above will be taken on charge
through a receipt voucher prepared in IAFW-2253 and accounted for in Station/Division
Furniture Register-IAFW 2279.
54
Issues
18. The MES will arrange for the carriage of furniture to barracks etc. to complete scales
prior to handing over buildings or sets of lines to units etc. This is not applicable to those who
pay hire charges, except for service offices quarters vide G of I, M of D No 65755/Q3W (iii)/5-
W/D (Works) dated 5 Jan 66.
Units, depts. Etc., are responsible for providing carriage for all subsequent supplies and
exchange of furniture.
19. In hill, under the order of OC Station, if Military fatigue parties are available and carriage
of furniture can be undertaken by them within the station.
(Para 663, MES Regns)
20. Issue of barrack furniture is not authorized for temporary camps. However, the GOC
District may authorize the issue of articles of furniture if available, on loan for purely temporary
purposes for bonafide military use and also any surplus furniture available to units for use at
training camps, staff or regimental exercises, manoeures etc.
(Para 664, MES Regns)
21. Furniture issued to units may not be transferred permanently or temporarily from one unit
to the other without the consent of Station Commander.
(Para 72 (h), Memo on B/S)
22. Blank para.
23. When authorized articles are deficient, similar articles suitable for the purpose but shown
under different nomenclature can be issued in lieu if surplus and available, to make up the
deficiencies.
(Para 659, MES Regns)
24. Issues are made through vouchers made in IAFZ-2096 which are posted in IAFW-1814,
Furniture Distribution Ledgers.
(See Para 666, MES Regs and Works-study Report E-in-C’s No. 29469/V/E2A dt 1-6-70)
25. Where stock is not affected such issues are called distribution issues which are temporary
issues. Issues affecting stock are called transfers. Refer Para 15 (a) above and Para 60, Memo
on B.S.
Maintenance
26. Annual furniture return (IAFW-2219)
It is complied from authorized furniture register, furniture stock register (IAFW-2279)
and furniture rate list IAFW-funds 2307. The return is submitted annually by GE to CWE duly
checked by UA GE in support of the schedule of demand for funds for maintenance of furniture.
Maintenance includes normal repairs and renewals within the authorized budget
allotments. The authorized percentages of capital for schedule of demands for maintenance of
furniture has been revised vide E-in-C’s No. 36012/E2(Works) dated 22 Nov 77:
(a) Approved and obsolescent patterns within the authorized scale:
Steel Furniture
i. Manufactured prior to Apr 46 - 10%
ii. Manufactured on or after 01 Apr 46 - 6.5%
Wooden Furniture
(i) Manufactured prior to 01 Jan 1969 - 8.5%
(ii) Manufactured on or after 04 Jan 1969 - 6.5%
(b) Obsolete and surplus( Both for Steel and Wooden Furniture)-
(i) Manufactured prior to 01 Apr 46 - 7.5%
(ii) Manufactured after 01 Apr 46 -5.0%
(c) Bed Iron Folding & Palliasses -5.0%
55
(d) Charpoys Iron Pipe -1.5%
The maintenance percentages above provide for renewals at 2.5 % for Sl No.(a) & (e) and
1.5 % for Sl No. (b) % (f), but these may be revised to accommodate large expenditure on
replacements, provided overall limits as indicated above against these items is not exceeded.
Repairs
27. The necessity for repairs is ascertained normally through:
(a) Half-yearly inspections which form the basis for repair programme. (Army HQ
QMG’s Br No B/25827/Q3W (Policy) dt 25 Nov 70) and in special cases through.
(b) Annual joint inspection of MES articles of mobilization equipment of general
hospitals by the local MES representative and Medical authorities.
(Para 73 (d), MES Regns)
(c) Inspection reports of superior authorities.
(d) Routine inspections by GE and other officers of MES.
Procedure for Repairs
28. The articles of furniture for repairs will be received by the MES at furniture Godown
from the units on the allotted day in the station Orders. These articles will be recorded on a
furniture Deposit Register which will either be exchanged at site or retained for repairs and
issued on a subsequent specified date.
Damages or breakages due to unfair wear and tear will be charged as barrack damages.
The units will present two copies of vouchers in IAFZ-2096 to cover the articles. One
copy will be returned by the B/S staff duly receipted to the units concerned . Replacements as
and when made will be entered in the unit copy of the voucher and the Deposit Register
(Specimen at Annexure `B’) (Para 60, Memo on B/S 665, MES Regns)
29. All repairs re-stringing re-canings/re-weavings are done at B/S yard.
30. Renewals
A renewal in the case of furniture is the manufacture or purchase of a new article in
replacement of a similar article held on charge, which has been declared unserviceable due to fair
wear and tear and beyond economical repairs, by a Board of Officers. Renewals of furniture,
(irrespective of cost ) will be treated as ordinary repairs.
(Para 654, MES Regns)
Renewals of furniture exceeding Rs 50,000 in value may also be got sanctioned as
“Special Repairs to Furniture” under detailed head (d) 3 (code head 463/03).
(Para 8(c) (ii) of DWP-1986 and CS No 78/88)
Extract of AHQ lr No. 35341/90/QW(Policy) dt 16-1-90 is appended below:
“(a) As per Army HQ Letter No 35341/90/QW(Policy) dt 16.1.90 : (a) The allocation
of funds for sanctioning of works under para 8(c) (ii) of DWP-1986 should be treated as a
supplement to and not a substitute for replacement fo furniture in normal manner from the annual
furniture maintenance grant.
(b) The station command should make a plan in consultation with the Engineers i.e., GEs
of the quantum of furniture planned to be replaced respectively from the maintenance grant and
sanctions of work under special repairs while making the annual maintenance plan.
(c) The restrictions for sanctioning of works for special repairs as laid down vide this
headquarters letter No B/11247/Q3 (Policy) dated 15 Nov ’88 will also apply to these cases.”
31. Write-off and Disposal of Unserviceable Furniture.
All items of furniture considered BER due to fair wear and tear, on being returned by
units will be segregated and surveyed off normally on a quarterly basis. The items will be
surveyed by a Board of Officers convened by the CFA. If it finds that the articles are BER due
to fair wear and tear and CEA concur with the recommendations, it orders preparation of
necessary expense vouchers on IAFW-2253 priced at the GEs Furniture rates for the year. See
para 34 below. The voucher together with a copy of the Board proceedings duly verified by UA
56
GE concerned is submitted to the CEA through LAO/RAO. Powers for write-off are at Table B,
Item (vii), MES Regns. On receipt of sanctioned expense voucher the items are struck-off
Stock-Register. The items are then dismantled and serviceable members taken on charge of a
Demolition Stores-in-Hand Ledger. Unserviceable wooden members are offered to ASC for use
as fire-wood free. If not accepted these are disposed as scrap. Metallic components are offered
to Ord factories and if not accepted are disposed as scrap. See Precis No 1661 regarding disposal
procedure. Life of wooden articles be taken as 16 years and that of steel articles of furniture is
40 years for the purpose of written off….
(a) Steel furniture - 40 years.
(b) Charpoys wooden - 5 years.
(c) Other wooden furniture - 16 years.
(Auth : E-in-C’ No. 87139/E2 Plg of 28 Jan 75)
(d) Receptacle bucket - CE zone is empowered to reduce this period by 1
year by 3 years for Re-update at
Stock Taking
32. With reference to QMG letter No B/42432/Q3 100 (Policy) dated 14 Oct 76. Annual
verification of furniture issued to Units/Formations would be carried out by a stock taking team
consisting of two MES officers selected by CWE from two different GEs formation other than
the stock holding GE and one representative from the station HQ from April to May each year
except officers married accommodation and separated families quarters of officer as per work
study.
From April to May each year (except officers married accommodation and separated
families quarters of officers-as per work study) by actual counting, as per programme in Station
orders. The unit Dist. Ledger will be posted up-to-date before counting. After counting and
reconciliation of balance both MES and unit copies of the Dist. Ledger will be signed.
Deficiencies if any in unit line will be regularized by units through loss statements or by
accepting Bk damage. Loss statement will be priced by B/S branch and pricing checked by UA
GEs Office, Regarding Bk damages see Precis No 1633.
After counting all items issued as above, the godown balance if any less stock held in
Furniture Deposit Register is also counted. This stock should tally with the stock balance in the
Stock Register IAFW-2279. Differences if any will be regularised by CRV for surplus and loss
statement for deficiencies.
Recovery of Hire Charges
33. This is dealt with in Precis No 1632-Quartering Charges. It must be remembered that
furniture should NOT be issued to Officers’ Messes (see Para 13 above). Civ paid from DSE
NOT living in Govt. accommodation and private personnel living even in Govt accommodation
(see Paras 699 to 701 MES Regns).
Furniture Records.
34. The Barrack services maintain the following registers on behalf of GE in connection with
the supply and maintenance of B & H furniture.
(a) Station Register of Authorised Furniture (IAFW-1811).
This register shows:
(i) Types of articles and their quantities authorized for each unit including
departments.
(ii) Authorised reserve of furniture of the type of each station.
(iii) Totals of the types of articles authorized for each station.
(b) Station Furniture Register (IAFW-2279)
In the same way as Division Furniture Register but recording:
(i) The furniture on charge in the particular station.
(ii) Articles supplied as free gifts by the Red Cross Society to Military
Hospitals and their capital value as assessed by GE, recorded separately.
57
(c) Furniture Distribution Ledger (IAFW-1814).
(i) Maintained in duplicated for each Unit, Mess, Single and Married
Officer.
(ii) These will be compared half yearly.
(iii) Changes in distribution will be supported by temporary vouchers
which may be destroyed after the annual verification has taken
place and both parties have signed the furniture distribution ledger.
(d) Station Furniture Distribution Ledger (IAFW-1814).
This ledger records showing:
(i) Distribution by units in the station.
(ii) Quantities of Articles held in store or charge in the station.
(iii) Totals under each article which correspond with the figures in the
station furniture register.
(e) Annual Furniture Return (IAFW-2219)
(i) This is submitted to CWE annual by Ist April verified by UA in
support of furniture schedule of demands.
(ii) This will be compiled from the Divisional furniture distribution
ledgers (IAFW –1814), which is the sum to be included for new
supplies in the annual schedule of demands being the difference
between the total value of authorized scales including the
authorized reserves and the value of the furniture of the approved
patterns on charge plus that of obsolescent furniture held on charge
in lieu of approved pattern.
(f) District Furniture Distribution Ledger (IAFW-1814).
This ledger records (for controlling and distribution):
(i) The distribution of articles by Stations on charge of the Division
Furniture Register.
(ii) Articles in store, shown separately.
NOTES : (1) This will be compared periodically with the station furniture
registers.
(2) This division distribution ledger is not necessary in division with
only one station.
(3) This is not subject to audit.
(g) Furniture Rate List (IAFW-2307)
(i) This shows the value of each article held on charge as assessed by
GE. Every year the rates are revised to bring them in line with
current market rates.
(ii) This facilitates checking and preparation of estimates, cost of
making up articles of furniture in station departmentally.
(iii) A certified copy of furniture rate list will be forwarded annually to
CWE alongwith annual furniture return.
(iv) CWE will compile a similar list for the district and submit to CE
and E-in-C giving the average cost of purchase or manufacture of
each article in plains and hill stations in the district.
(v) Only amendments to this list will subsequently be forwarded
annually by CWE to CE and E-in-C.
(h) Register of T & P (Office) furniture (IAFW-2279). Distribution ledger
(T&P) office furniture (IAFW-1984) These are separate registers maintained for
each office of GE/CWE held against T&P grant, office, contingencies and their
distribution in the same way as station furniture register and furniture distribution
ledgers.
(Paras 666 to 670, MES Regns)
(i) Measurement Books (IAFW-2261)
This is a record for all new supplies, replacement or renewal and repairs carried
out by contractors which will also be signed by the contractors concerned in proof
58
of correct supplies and measurements verified and accepted by both the parties
which will be audited and checked by UA, when payments are to be made to the
contractors for the work done.
35. Miscellaneous
New supplies of furniture items are to be stamped/branded with month and year of
manufacture and the letters MES.
(Para 605 E-in-C’s Standing Order for MES)
36. New supplies of furniture will be checked and taken over from contractors by board of
officers. A separate register will be maintained for recording items/quantities of articles of
furniture received from contractors from time to time and inspected by the board refer Annexure
‘C’.
37. Head of Accounts.
The budgetary heads of accounts which are relevant to furniture are given Annex `D’.
38. Certain changes ordered as a result of works study of B/S Sub Div is given in Annex `E’.
If is of utmost importance that these orders are strictly followed.
39. (a) Cost of furniture in E-in-C’s office and CEs’ office (except Corps CEs)
is met from office contingencies.
(b) Cost of furniture in all units/formations and those of Corps CEs offices including
residential and non-
residential accn is met as per heads given in Annex `D’.
(c) Cost of furniture in MES offices is met from T&P (new ).
(d) Cost of furniture and furnishes including crockery and cutlery in MES Inspection
Bungalows is also met from T&P.
(e) In MES offices bicycles are procured and authorized under T &P.
40. Hiring of Furniture.
(a) For one reason or the other if certain items of furniture can not be provided to
officers as per their authorization, it is permissible under provision of AI (I) 16/S/48 to
hire furniture from private resources, and to reimburse the charges in excess of 20% of
pay of the concerned officer subject to a maximum limit of another 20%.
(b) In supersession of Ministry of Defence letter No.Air HQ/37572/1/W(Coord)/
Q3W (Pol)/1585/SO-III/ D(W-I) dt 22 Jun 56, the President is pleased to delegate powers
of hiring of furniture by COAS and equivalent in other two services through the agency
of MES upto a limit of Rs 750/- (Seven Hundred fifty) per month in respect of each unit
subject to the following conditions:
(i) Hiring will be resorted to in respect of only those authorized articles of furniture
minimum essentially required for the unit.
(ii) The limit of Rs 750/- per month may be applied irrespective of whether the unit is
accommodated in temporary, hired, improvised, semi permanent or permanent accn.
Domestic furniture for officers can not be hired under provision of this letter.
(G of I, M of D letter No 575596/Q3W(Pol)/ 885/US/D(W-I) dt 20 Oct 84).
AUTHORISATION OF FURNITURE IN A STATION
41. For existing strength troops/accn:
(a) Actual quantity of each item of furniture in respect of residential buildings and
amenity buildings is worked out as per the scales given on the basis of actual number of
personnel authorized and accn held in a station; and is entered in the register of
authorized furniture (IAFW-1811).
(b) Actual quantity of each item of furniture in respect of OTM accn is worked out on
the basis of scales for each unit (except for officers (General), MES offices and
Hospitals) which is fixed by a station Board of officers and then entered in the register of
authorized furniture (IAFW-1811).
59
(c) Reserve items of furniture authorized in a station are worked out and entered in
register of authorized furniture (IAFW-1811).
For new accn/new units arriving in a station.
(a) While accepting the necessity of new accn for new unit in a station the
authorization of furniture alongwith the reserve items is taken into account according to
type of furniture required for a particular project.
(b) Cost of furniture is calculated on prevailing rates at that time in the area rate list.
A percentage of market variation should be added depending upon the time required for
sanctioning of the project.
(c) Once administrative approval is accorded by CFA for new accn for new
units/formations in a station, the furniture included in AEs is entered in register of
authorized furniture (IAFW-1811).
While preparing and including the items of furniture in the AEs surplus of items
or item in lieu available in station are taken into consideration.
Total furniture thus calculated as is total authorized furniture in a station.
SURVEY BOARD FOR FURNITURE
42. In accordance with E-in-C’s Branch letter No 29469/IV/E2A dt 01 Jun 70/ periodicity of
convening survey boards for unserviceable furniture is four times a year. This instruction is to
be followed rigidly and meticulously for the proper upkeep of the furniture articles. All
unserviceable furniture can be condemned and disposed with in a reasonable period. Thus
efforts must be made to recoup or procure the surveyed off furniture during the same financial
year. Out of furniture maintenance grant 25% or Rs 50,000/- maximum is meant for renewal of
furniture written off due to fair, wear and tear. Further, recently special repair to furniture under
head 463/03 can be made. The procedure for special repair of furniture under head 463/03 is as
under:
The items of furniture lying in the furniture yard for repairs should be checked by board
of officers and the repairs required should be ascertained. The AEs based on the current repair
cost should be prepared for the sanction of CFA and after the sanction the technical sanction
should be prepared and contract or supply order for job work may be executed for repair of the
old furniture lying in F/S yard. Care should be taken that all furniture kept for major repairs are
taken into account and no outstanding major repairs are left. The difference between minor and
major repair is that in minor repairs the furniture can be repaired by Dept labour and with
existing stores available in F/S Yard. Wherein major repairs may involve procurement of
material through supply order and repairs are unable to carry out by deptt labour.
The CFA for survey off of unserviceable furniture is as under.
(a) GE - Upto Rs 20,000/- (Quarterly)
(b) CWE - Upto Rs 50,000/- (Quarterly)
(c) CE Zone- Full powers.
Procedure:
The list of unserviceable furniture entered as beyond economical repairs (BER) in the
furniture deposit register should be included only for submitting to CFA for the survey off.
Items which are subjected to barrack damages should not be included. All unserviceable
furniture collected in F/S Yard till the last date respective quarter should be included. All items
of furniture to be surveyed off are properly segregated and marked/stamped.
Furniture put up for survey is actually available on the grounds as per records. The
quantity of items of furniture issued minus the quantity of furniture in deposit plus the quantity
of item of furniture held in yard should not exceed the total quantity held on charge.
As per E-in-C’s Branch letter NO 27139/E2(Plg) dated 28 Jan 75 and No 27139/E2(Plg)
dated 28 Apr 77, Chief Engineers are empowered to reduce “life in use’ of bucket (of receptacle)
by one year and outer body of receptacle by three years.
The period of “life in use” is for guidance and not mandatory. Chief Engineers may
modify the same in particular cases after recording due reasons (E-in-C’s Branch letter No
A/90017/E2 (Plg) of 24 Aug 77 refers).
60
A certificate is rendered by BSO on the list of furniture thus prepared that all
unserviceable items and irrepairable items held on charge is included in the list. The date
of manufacture of each article of furniture given in the list are the rate applied as per
approved furniture rate list is checked by the AAO GE so that the list of furniture is not
restricted so as to bring it down within the powers of lower CFA.
The board of officers assembles at the place where the survey off furniture is held and
physically examines the necessity and requirement of survey off of furniture based on physical
condition of each article of furniture items and satisfy itself regarding the repair being beyond
economical and recommends item wise disposal action in the survey board proceedings. The
complete survey board proceedings duly signed by all members of the board of officers and in
the presence of BSO/B/S Gde I in attendance sent to CFA for concurrence.
CFA accords the concurrence after scrutinizing the survey boards proceedings and sends
it back to GE concerned. The expense voucher is prepared on IAFW-2253 priced at approved
furniture rate list and submits to LAO/RAO through UA GE alongwith copy of approved board
proceedings for audit. The expense voucher is then sent to CFA for its sanction. After obtaining
sanctioned expense voucher, the items of furniture surveyed off are struck off from the ledger. A
destruction board is convened by CFA for carrying out the disposal as per the recommendations
given by the board of offices in survey board proceedings.
The process of survey/write off/disposal should be completed within three months. The
following time schedule should be followed generally.
S. Period List of Convening Survey Expense Complete cert.
No covered unserviceable of survey Board to voucher to Cert. With copy
for svy furniture to be board be be sanction of expenses Vr
submitted to completed & to be submitted
CFA by destruction by
board to be
completed
by
1. Jan to Mar 25 Apr 30 Apr 20 May 15 Jun 25 Jun
2. Apr to Jun 25 Jul 30 Jul 20 Aug 15 Sep 25 Sep
3. Jul to Sep 25 Oct 30 Oct 20 Nov 15 Dec 25 Dec
4. Oct to Dec 25 Jan 30 Jan 20 Feb 15 Mar 25 Mar
(REFER PARA 31 of PRECIS 1634)
61
(Precis No 1634)
(Refers Para 14)
1 Set A – Senior Officers Married E-in-C No. 87139/E2 Plg dt 20-9-68
Accommodation (Maj to brig) forwarding of G of I, M of D No.
A/52372/Q3W (Policy/1793/
2 Set B – Junior Offices -do- -do-
3 Set C – Senior Officers Single -do-
Accommodation
4 Set D – Junior Officers -do- -do-
5 Set E – JCOs Married Accommodation E-in-C No 34558/I/Engr-2 Air dt 9-1-69
forwarding G of I, M of D No.
A/52372/Q3 Works (Policy)/2113.SO-
6 Set F – JCOs -do- III/D(W-D) dt 15-11-68.
7 Set G – Officer Cadets Accommodation E-in-C’s No 87139/E2 Plg dt 7-3-69
forwarding G of I, M of D No
B/16385/Q3W(Policy)/272/SO-III/D (W-
1) dt 18-2-69.
8 Set H – NCOs/ORs Married Accommodation E-in-C’s No 87139/E2 Plg dt 30-6-69
9 Set I – NCOs Single Accommodation forwarding G of I, M of D No.
10 Set J – Ors Single -do- A/52372/Q3W (Policy)/814/SO-III/D (W-
11 Set K - Accommodation I) dt 19-5-69
12 Deficiencies of Charpoys Maintenance thereof E-in-C No 4202/34/VIII/E2A of 6 Jul 73.
13 Provision of Furniture HQ QMG letter No 69020/Q3W (iii) of
10/11 Nov 53
14 Service selection center Govt of India, M of D No B/77685/Q3W
Special Work Accommodation and Furniture (Policy)/940/SO-II(W-I) of 30 Jul 75.
15 Provision of steel locker E-in-C’s No 87112/E2/Plg of 28 Sep 77.
16 Furniture for separated families of Major E-in-C’s No. 27309/W2/Plg of 6 Feb
1969.
17 Issue of furniture to married service officers Govt of India, M of D No. 53675/Q3W
(Policy) SO-III/D (W-I) of 25-3-65.
18 Supervision of Major Works by Junior E-in-C No 41917/E2/(WPC) of 4/14 Nov
Executive (Furniture) 77.
62
IAFW-1830
Annexure ‘B’
(Précis No 1634)
(Refers Para 28)
DEPOSIT REPAIR REGISTER FOR FURNITURE
(Amended vide letter No 29469/III/E2A/7741/DW II Dated05 Oct 62, from Government of India, Ministry of Defence, New DELHI)
Name of Unit :
(Separate page for each unit)
Srl Date Nomenclature Qty Unit Voucher Classification Exchange Balance Signature Remarks
No No (IAFW- U/S Repr Bk Qty Date Sig Sig of Retained Unit BSO’s
2096) Damage Unit BSO’s for Rep Rep
date Rep Rep Repairs
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16
63
Annexure ‘C’
(Precis No 1634)(Refers Para 36)
Extract
E-in-C’s letter No 81410/E2 dated 15 Sep 64
Barrack Services : Furniture
(a) The Engineer-in-Charge should examine the stock of timber held by contractor
before fabrication and should allow it’s use or reject the same in the contractor’s yard
before being out for incorporation.
(b) During the assembly, the articles should be checked and any piece of timber of
variation in size got removed.
(c) As soon as the furniture is smooth finished, it should be inspected 100% by the
Engineer-in-Charge according to the sample duly approved by the GE
After the finished articles are polished these should be passed by the Board of officers
arranged by CWE/GE and also acceptance certificated issued to contractors.
Completion certificate should invariably be issued by the GE to reach the higher
authorities within 7 days of the completion of the work.
A record of all such inspections of the board held should be maintained by the Engineer-
in-Charge and may be reviewed by the CWE/GE at intervals.
E-in-C’s Branch DHQ letter No 87139/E2(Des-2) dt 22 Feb 88.
CO-POLYMER POLYPROPELENE MOULDED FURNITURE
It has been brought to the notice of this HQ that alternate furniture items mentioned in
our letter No 87139/E-2(Des-3) dt 05 Sep 85 amended vide 24 Jan 86 are being
procured/purchased by lower formations from local suppliers which may have resulted in
procurement of sub standard fibre glass furniture at a higher cost than the selling price of co-
polymer polypropelene moulded furniture.
In order to ensure that only the correct quality of this type of furniture is procured, it is
advisable that the procurement action is taken only with the firm manufacturing the furniture or
their local branches. The address of one of the firm manufacturing this type of furniture is given
below:
BLOW PLAST LIMITED
VIP HOUSE
88 C, PRABHA DEVI ROAD
BOMBAY - 400025
The address of local branch of the firm may be obtained directly from the firm.
Dte of Works (P&C) (E-5) E-in-C’s Branch AHQ letter No 85704/E5 dated 15 Nov 88.
A copy of amendment to clarification hand book – Defence Services Revised Procedure –
1975 edition issued under CG Defence New Delhi No A/11/issued/Vol XII dated 14 Oct 88 is
fwd herewith.
As per the amended provision, new head “furniture” under head “Special repairs” will
cater for special repairs to furniture in accordance with the provision of Note (ii) below para 8 (c)
of the defence works procedure 1986 (page 4). A case of opening of new head was taken up
with the Govt and enclosed CS No 78/88 is the result of the efforts on this account.
64
Now the special repairs to the furniture will be chargeable to the new head under “Special
Repairs” in the service of Army, Navy and Air Force. Accordingly additional funds are to be
demanded now on works as the amendment is operative with effect from 1988-89.
It is requested that lower formations may please be intimated to assess the actual
requirement of funds and project the same to service HQ through staff channel, at the various
budgetary stage. This should be clubbed in the ensuring budgetary estimates modification to
schedule of demands 1989-90 refer.
In this connection our signal No 397907/E5 (budget) dt 10 Nov 88 refer.
“Furniture – 463/03”
CEILING PRICE OF THE TAPESTRY CLOTH FOR SOFA SETS
Extract of DDGW (Design) E-in_C’s Br letter No 87139/E2 Design – dt 05 Feb 93
“The ceiling price of the tapestry cloth for sofa set has been enhance to Rs 60/- per meter for the
year 1992 with a further provision of 8% escalation annually from 1993 onwards.”
SAMPLE ROOM---- NEW DESIGN FURNITURE
Samples of all new items of furniture will be approved by the CsWE and
displayed in the sample room set up in their offices. The sample rooms will be open to
all contractors and MES executives to make them conversant with the items.
(Auth: E-in-C’s Branch letter No 87139/E2Plg dated 20 Sep 68 and No 87139/E2Plg
dated 08 Oct 68 and 24 Oct 72).
SCALES OF FURNITURE FOR ARMED FORCES HOSPITALS
The scales of furniture for Armed Forces Hospitals 1990 have been issued by
Govt of India, MOD letter No 35105/79/Q3W (Policy)/673/DO II/D(W-I) dt 15 Sept 1990.
This will supersede the furniture scales laid down in scales of furniture for Armed Forces
Hospitals 1970 and other Govt letters issued from time to time. The scales of specified
here-in are applicable to all new permanent constructions of Armed Forces Hospitals
and establishments of a new department in an old building of an existing hospital based
on the new scales of Accn of Armed Forces Hospitals, 1982. For other departments or
wards of existing Hospitals, these scales will be followed whenever furniture is required
for replacement of the existing items of furniture whenever these are worn out.
PROVISION OF DESIGN OF TIP UP CHAIRS FOR CINEMA/LECTURE HALL
Approval of Government of India laying down the specifications for the Tip Up
Chairs to be provided irrespective of the ceiling price has been accorded under Govt of
India ,Ministry of Defence letter No A/66328/Q3W(Policy/14/5/SO-II/D(W-I) dated 16
Jan 75. Necessary instructions to CEs have also been issued vide E-in-C’s letter No
97600/E2Plg dated 29 Jan 75.
POLISHING OF FURNITURE
Due to abnormal increase in prices of Spirit and Shellac, use of Linseed Oil and
Turpentine oil mix for furniture polish was directed vide E-in-C’s Branch letter No 87139/E2Plg
dated 30 Jan 75. However, in view of present market trend and observations from CEs, we have
restored the use of French Polish, E-in-C’ Branch letter No 87139/E2Plg dated 28 Nov 75 refers.
65
Annexure ‘D’
(Precis No. 1634)
(Refers Para 37)
CLASSIFICATION OF HEADS OF ACCOUNT FURNITURE
Srl Major Sub Main Head Sub Head Minor Head Detailed Code
No Head Major Head
. Head
A-RECEIPTS –
DEFENCE
SERVICES -
EFFECTIVE
1 LXII 1- VII-MES A-Rents 2-Furniture - 571/02
Army including
stores
2 2-Navy - C-Receipt 1- Rent of - 665/01
from works Bldgs and
Furniture
3 3-Air B-Receipt 1-Rent of - 705/01
Force from works Lands,
Bldgs &
Furniture
B- CHARGES
DEFENCE
SERVICES -
EFFECTIVE
4 2076- - 8-Expenditure A-Works (a)Major (i)Not
ARMY on works Works forming 451/01
(Chargeable capital 451/02
to Revenue ) assets.
Maint etc. (ii)Formin
g Capital
assets but
not
chargeable
to Capital
heads of
accounts
5 2076- - 8-Expenditure - (b)Minor - 452/00
ARMY on works Works
(Chargeable
to Revenue)
Maint etc.
6 2076- - 8-Expenditure B-Maint (c) Furniture - 462/00
ARMY on works Bldgs, etc (d) Spl
(Chargeable Repairs
to Revenue) 3. 463/03
Maint etc. Furniture
7 2076- - 8- E- Tools, (a) T & P 1 New 495/01
ARMY Expenditure Plant & supplies
on works Machinery (other
(Chargeable than
to Revenue) vehicles)
Maint etc.
66
8 2076-Army - 8- E-Tools, (a) T & P 3- Repairs 495/03
Expenditure Plant & and
on works Machinery Renewals
(Chargeable of T & P
to Revenue)
Maint etc.
9 2077 – - - G – Cost of (a) Major (i) Not 561/01
NAVY works forming
(Chargeable Capital
to Works assets
Revenue)
Maint etc
10 2077- - - G – Cost of (a) Major (ii) 561/02
NAVY works Forming
(Chargeable Capital
to Works assets but
Revenue) not
Maint etc charged to
Capital
head of
account
11 2077- - 8- G – Cost of (b) Minor - 652/00
NAVY Expenditure works Works
on works (Chargeable
(Chargeable to Works
to Revenue) Revenue)
Maint etc. Maint etc.
12 2077- - - G – Cost of (d) Maint 5– 655/05
NAVY works Bldgs etc. Furniture
(Chargeable 6 – Spl 655/06
to Works Repairs to
Revenue) Bldgs/
Maint etc Furniture
etc.
13 2078-Air - - G – Cost of (a) Major - 756/00
Force works works other
(Chargeable than capital
to Works projects
Revenue)
Maint etc.
14 2078-Air - - G – Cost of (b) Minor - 757/00
Force works works
(Chargeable
to Works
Revenue)
Maint etc.
15 2078-Air - - G – Cost of (d) Maint 6– 760/06
Force works Bldgs etc. Furniture
(Chargeable 7 – Spl 760/07
to Works Repairs to
Revenue) Bldgs/
Maint etc. Furniture
etc
67
16 4076- - - A – Army (a) Army 1 – Works 901/01
DEFENCE (including
CAPITAL Factory &
OUTLAY Farms)
17 4076- “ - - A – Army (b) Factories 1 – MES 905/15
(including : (i) Ord Expenditu
Factory & factories re on land
Farms) (including and works
Hamess,
Saddling &
clothing),
(ii)
CP/Agency
Factories.
18 4076- “ - - A – Army - 1 – MES 905/15
(including Expenditu
Factory & re on land
Farms) and works
19 4076- “ - - A – Army (c) Farms 1– 907/01
(including Expenditu
Factory & re on land,
Farms) works etc.
20 4076- “ - - A – Army (d) R & D 1– 908/01
(including (I) R & D Expenditu
Factory & re on land,
Farms) works etc.
21 4076- “ - - A – Army (d) R & D 1– 908/03
(including (ii) Insp Org Expenditu
Factory & re on land,
Farms) works etc.
22 4076- “ - - A – Army (e) NDA 1– 909/01
(including Expenditu
Factory & re on land,
Farms) works
ETC.
23 4076- “ - - B – Navy - 1 – Works 911/01
other than
Dock yard
expansion
24 4076- “ - - C – Air - 1 - Works 916/01
Force
68
Annexure ‘E’
(Precis No. 1634) (Refer Para 38)
(Appendix ‘A’ to Army HQ letter No. 29469/V/E2A dated 1 June 1970)
1 Furniture
(a) All items that are surveyed off during the year (except surplus items) would be
recouped preferably in the same year. The present deficiencies accumulated on account
of previous surveys out not recouped will now be made up on a phased programme by
special sanction.
(b) Periodicity of convening survey boards will be laid down to four times a year
normally or otherwise be surveyed as accumulated to avoid fire risk.
(c) BSOs will render a certificate on the list of furniture that all unserviceable items
and irrepairable items held on charge have been included in the list.
(d) At the time of handing/taking over between BSOs, the incoming incumbent will
specifically check the unduly large stocks of unserviceable items.
(e) The authorisation of furniture for each formation unit should be calculated on the
authorized strength. However, issue to the units should be restricted to the posted
strength and 5% or 10% as the case may be should be maintained as reserve. Surpluses
should be held by the MES and not by the units to enable the former to ensure proper
stocking and preservation.
(f) Quarter postings of temporary vouchers in the unit distribution ledger should
continue in the case of units. In case of married officers, temporary vouchers should be
posted in the distribution ledger on occurrence. The transactions involved need not be
signed by the officer on any fixed periodicity but the temporary vouchers will be retained
till the quarter is vacated.
(g) The annual verification will be done away in respect of married officers and
separated families. Based on the balances in the distribution ledger, a certificate of
annual verification will be endorsed by the BSO. The verification of actual counting of
furniture in unit lines including balance furniture in store will be done by a stock taking
team consisting of two MES officers selected by the CWE from two different GE
formations (other than stock holding GE) and one representative from the station HQ. A
copy of the stock verification report will be sent to local audit officer or the regional audit
officer as the case may be through the UA (GE) for audit purpose.
(Auth: AHQ New Delhi lr No B/42432/Q3W (Policy) dt14 Oct 76 as amended from time
to time)
69
Precis No. 1651
Management Dept
STORES ORGANISATION
Introduction
1. The Corps of Engineers including MES is responsible for the following :
(a) Capital and maintenance services for the Army, Navy and Air Force,
including provisioning of stores for these services.
(b) Supply of engineer stores of engineer origin to all Army Units and
establishments against their unit entitlement (G of I, M of D No.
42308/S/E3A/2/1774/SO-I/D(W-I) dated 8-7-65)
(c) Holding reserves consisting of engineer equipment of engineer origin and
engineer stores as directed by the General Staff. A brief note on such reserves is
given at Appendix ‘A’ to this Precis
(d) Holding stores for issue to units as authorized in Equipment Tables or any
other scales
(e) Supply of engineer stores to units for carrying out essential training.
2. It needs no emphasis that time is the essence of all military commitments. In order to
fulfil them efficiently, the supply of engineer stores and plant of the right quality at the right time
and place is of paramount importance.
3. In peace, it is therefore essential that an organization be set up which should be flexible,
capable of affording training of the highest order to the personnel and be able to cope with the
load in war.
4. This Precis deals with the present days stores organisation and the stores holding policy in
engineer stores installations.
Definition of Engineer Stores
5. The term ‘Engineer Stores’ covers all material and plant, other than unit equipment of
ordnance origin, required for engineer works of all kinds, whether carried out by Engineers or
other arms. This does not include Explosives, POL, Coal Medical and transportation stores for
Engr Works.
6. Engineer Stores are of two main classes :
(a) Stores of Engineer Origin.
(b) Stores of Ordnance Origin.
Engineer stores are also of the following classes:
(c) Stores of ASC Origin.
(d) Stores of Local Origin.
7. Whether an item of Eng Stores is of Eng/Ord/ASC origin is ascertained from a
vocabulary known as SDLES.
8 SDLES stands for “Standard Demanding List of Engineer Stores”. It comprises a
selected rage of engineer stores of rationalised types and sizes, designed to cover the normal
requirements of engineer projects. The purpose of the list is to simplify at all levels the
procuring, holding, demanding and issuing of engineers stores. It is divided into ten main
sections and 64 sub-sections. (Appendix ‘B’ to this précis).
“Now the SDLES has been revised by adopting SI Units and omiting
obsolete/obsolescent items as well as those on DGS & D RCs and those commonly used in MES
in construction works and including some additional items. This Revised SDLES has 7 Groups.”
9. Those items of stores for whose provision the Corps of Engineers is responsible are
known as Eng Stores of Engineer Origin. The Corps of Engineers in this context is referred to
as ‘Supply Service’ or ‘Supply Agency’.
70
(Regns for Army Para 877; Introduction to SDLES, part II)
The supply service is also referred to as the source of supply.
Source : Origin : Place from which things come or are got (obtained).
Provisioning is to get the bulk requirement of stores and plant at the right time, place and
in proper order of priority. The above definitions apply to Ord and ASC also.
10. Items of local origin are those items which are obtained from the locality where the users
and situated. Raw items such as stone, metal, sand, bricks etc. are referred to as items of local
origin.
11. The Engineer-in-Chief as the Head of Corps of Engineer controls the stores organization
at Army HQ. The staff officer dealing with stores in E-in-C’s branch is Director, Engineer
Stores and Plant (DESP) whose, rank is Maj.General. (see appendix ‘C’ to this précis).The
charter of duty of ESP directorate is laid down in E-in-C’ Branch, AHQ letter no 43809/E3 GEN
dt 23 Jan 1964 as amended by even no dt 30 Apr 1964 and 6 Dec 1969.
At command level there are Chief Engineer’s Command Staff Officers.
Below Comd level, CEs Corps and Commander Engineers at Corps/Area levels look after
stores matters pertaining to Army Units.
CEs Zones and Commander Works Engineers perform the same function (through SO Is,
PBSO and SBSOs respectively)
12. Engineer stores of Eng. Origin required for Army Units and Formations vide (b) and (c)
of para 1 above are normally classified into Recurring and Non – recurring items.
Recurring items are those, which are of vital importance to Army units and for which
there are recurring demands. These items are listed and requirements thereof reviewed
periodically with approval of G of I, M of D/M of F.
Non recurring items are those authorised as permanent fixtures in CME, Eng Centres, etc.
Which are not reviewed periodically, but are procured by CE Comds and stocked in Central Div
stock/Div stocks/ Engineer Parks.
13. Eng Stores of Eng origin required for Works Services as per (a) of para 1 above are also
centrally provisioned by E-in-C and stocked in ESDs as follows:
(a) A restricted range of items in short supply
(b) Imported plant and machinery and spares which are difficult to obtain from trade
for T & P
14. Engineer Stores of Engineer Origin are held in:
(a) Engineer Stores Depots (ESDs)
(b) Engineer/Parks/Sub Parks (EPs)
The following ESDs and Engineer Parks are holding the Engr stores of Engr origin.
(a) ESDs
(i) Dehu Road
(ii) Delhi
(iii) Kankinara (exclusively for machinery)
(b) Engineer Parks
(i) Allahabad
71
(ii) Delhi Cantt
(iii) Jullunder
(iv) Pathankot
(v) Udhampur
(vi) Srinagar
(vii) Pandu
(viii) Jodhpur
(ix) Siliguri
(x) Missamari
(xi) Jorhat
(xii) Surat Garh
Policy of Stores Holding in ESDs
15. These will primarily cater for Engineer Stores / Machinery of Engineer Origin required:
(a) For issue to Army Units and Establishments against their authorised scales or for
carrying out essential training vide para 12 above.
(b) For various categories of war and other authorised reserve vide Appendix ‘A’
(c) For MES requirements in which case the items to be held will be restricted as
follows:
(i) For work projects,
(ii) For T and P for both vide para 13 above.
16. The role and functions of ESDs are laid down in AO 88/1964 and in E-in-C Army HQ letter No.
51610/E3A/2 dated 14 April 1970 and No 40855/EG4 (a) dated 1 May 70 (both secret). These are also
found in ME Vol I, Part I 1969, Sec 42 E-in-C Controls ESDs
The stock in ESDs are referred to as E-in-C’s stocks or Army HQ stocks.
17. The role of the ESD (M) Kankinara is as under :
(a) To receive new mobile plants for assembly, inspection and testing before transfer
to units and formations.
(b) To receive repairable stocks for repairs.
(c) To hold spares for all Engineer mobile plants.
18. Special Stores
(a) Transportation Stores
All transportation stores depots have been closed down and an essential stock of post war
transportation stores (Railway) has been merged into E-in-C’s General stock in ESD.
Transportation Stores (Docks) are held by Dock Coys at Calcutta and Bombay.
(b) Oil Installation Stores
The bulk of these stores are held in ESD and future holding of reserve stock is to
be held there.
(c) Cold Storage, Refrigeration and Air Conditioning and Ice Plants.
These are to be held in ESD Dehu Road where the bulk of this plant is held.
19 Works Stores in Critical Supply
Working stocks of other than specialised stores indicated in para 18 above, for MES
projects will be restricted to items of stores which are, in critical supply both of indigenous and
non-indigenous origin. The object of holding such stores in ESDs is to tide over the time-lag in
production and supply.
20. Control of Eng stores other than recurring items in critical supply vide paras 12 and 13
above also rests with E-in-C. However, control of stores in certain sub-sections of SDLES
known as common-user items have been decentralized and delegated to ESDs.
(E-in-C No 27141/2E3A dated 28-8-61 as amended by even No. dated 6-9-61, 25-6-62, and 24-
3-69. These are also referred to as decentralized items. See Appendix ‘D’ to this précis)
72
Engineer Parks
21. The function of EPs is similar to that of ESD but on a smaller scale excluding recurring
items but covering all works requirement in addition to reserves and unit requirements. E-in-C’s
letter at para 16 fully apply to EPs as well.
22. Stocks of stores in common demand for works, other than capital projects but which are
not readily procurable and the non-arrival of which in time will affect the progress of work, will
be held in Engineer Parks on an ‘as required’ basis as determined by the Chief Engineer
Command.
(Authority : E-in-C No 50189/E3A dated 31 May 57)
23. Recoupment, issue and disposal of stores in Parks is normally controlled by Chief
Engineers. In some cases these have been decentralized to CsWE. The stores in EPs are referred
to as command stocks.
Divisional Stock and Central Divisional Stock
24. GEs and Engr Works Sections carrying out works services, are authorized to hold four
months requirement of stores for minor works and maintenance. For details on div Stock see
Precis No. 1655.
25. GEs will submit a list of items recommended for Div stock. CsWE will approve the
items of stores and fix the maximum quantity to be held by each GE. The minimum quantity to
be held of each item will be fixed by the CWE. Though Central Div Stock and Div Stock are
normally intended for Minor Works/Maint, issue from Div Stock for projects may be authorized
by CWE. Separate project divisions have been formed for the purpose of speedy execution of
projects of appreciable magnitude/importance within the target dates fixed by the CFA, under
CWE. Rules and regulations for establishment and functioning of Central Project Stock refer
Army Headquarters E-in-Cs Branch letter N. 29469/V/E2A dated 27 May 1975.
As per the present stocking policy, the code head for procurement of stores for Div
Stocks/Central Div Stocks (viz. 500/01) has been frozen with a view to curtail overstocking of
stores in the Div Stocks. As such, stores will have to be procured in Div Stock/CDS only on
receipt of firm demands from the subdivisions against the Maintenance of Bldgs etc and
Maintenance and operation of Electrical/Water Supply Installations. CsWE will place certain
percentage of the Auth Maint Grants of the Division(s) at the disposal of Div Stock/CDS under
Maint Sub Heads ‘B’ and ‘C’ for procurement of stores to meet these firm demands. On
physical receipt of these stores, they are issued to the concerned Divisions/Sub-divisions without
any financial adjustment.
Whereas Army HQ/Comd stocks cater for Engr Stores of Engr origin only, the Div stock
and central division project stores Dumps (see para 29) cater for Engr stores of all origins.
26. Sub stocks may be held at out-stations provided the maximum limits for the division are
not thereby exceeded.
27. BSO is the GE’s stores officer and carries out all stores duties including the
administration and recoupment of divisional stock and arrangement for inspection of stores
before acceptance. For BSOs duties in a Maint/Project Division see Precis No. 1631.
28. CsWE fix the maximum permissible rates for purchase of items of local origin in their
areas.
29. The Central Project Stock is to hold stores for each project separately, so that speedy
execution of project of appreciable magnitude/importance with in the target dates fixed by the
CFA with a view to relieving GE of the routine burden of provisioning and management of the
project stock is eliminated; at the same time the progress of the project does not suffer, for want
73
of stores whatever the sources of supply may be, for detail procedure, rules and regulations for
establishment of Central Project Stocks and Central Divisional Stores and for their
implementation see Army HQ, E-in-C’s Branch letter No 29469/V/E2A dated 2 Aug 74 list ‘A’
even No. dated 27 may 75 given in Appendix 'E' to this précis and amendment thereof vide E-in-
C’s Branch letter No 29469/V/E2(WPC) dated 4 Aug 1980 to Para 3(f) and 3(g) even No dated
27 May 1975.
Organisation of War
30. According to the operational necessity the organization in peace is expanded and other
stores units as below have to be raised in times of war.
(a) Engineer Stores Base Depots.
(b) Engineer Stores Advance Base Depots
(c) Engineer Workshops and Parks Coys.
(d) Corps Field Park Coys.
(e) Divisional Field Park Coys.
(f) Quarrying and Forestry Coys.
The expansion will depend on many factors.
31. The guiding principle is to make the best use of the local materials and to fabricate as
much as possible within the theatre of operations. The engineer staff should :
(a) Pre-plan requirements.
(b) Decide on priorities for delivery.
(c) Arrange the best means of transport.
(d) Watch that the stores are put to the best use.
(e) Ensure that losses due to bad storage/preservation are minimum.
32. Nomenclature
Generally speaking there is avoidable confusion caused by nomenclature of Engineer
Stores holding units. The following definitions should help:
(a) Dump
This is a pool of stores and in special cases of engineer equipment stored
temporarily. For example the Div Fd Park Coy’s holding in the field, a stock pile
of stone aggregate at site by unit engaged in construction, are dumps. Dump
signifies that location and time of storage are both temporary.
(b) Park
This is a static store-holding unit where the quantity and range of items are
limited. Stores holding facilities may not permanent. Normally, PARKS are
organized for work units in the field by works personnel. Detachment from Field
Parks or Workshop and Park Coy may be detailed either to supplement works
services or in some cases to run the installation.
(c) Depot
This is a static stores holding unit where the quantity and rage of item are bigger
than in a park and in most cases adequate accommodation for storage for a long
period is provided. In some cases, specialised Depots are organized peace and in
war e.g., ESD Machinery, ESD for Tn Stores.
(d) Advance Depots
The difference between a park and an advance depot is only in nomenclature and
agencies detailed to run it. An advance depot is always run by a Workshop and
Park Coy and caters for stores requirement for all Engineers while a Park is
generally meant for work units.
33. Rules & Regulations for establishment of and functioning of Central Div Stock are given
in Appendix ‘F’.
74
Conclusion
34. For efficient execution of engineer tasks steady supply of stores of the right quality and in
the right order is very important. To avoid undue losses, stocks should be restricted to select
essential minimum items.
35. Conditions of stocks held should be class ‘A’ at all times. Stores preservation
consciousness should be inculcated by training staff engaged in stores installations.
75
Appendix ‘A’
Precis no. 1651 ( Ref Para 1)
Reserves: Engr Stores
1. The various types of reserves (refer para 1) in the Army are:
(a) War wastage reserve.
(b) Store margin.
(c) Repair pool.
(d) Mob reserve.
(e) GS reserve
(f) Engineer Theatre Stores reserve.
(g) Defence bricks.
(h) Training bricks.
2. War Wastage Reserve
This reserve is to cover initial losses for first 6 months after the breaking out of
hostilities. This is calculated on U E of Field Force Units.
3. Store Margin
Sotre margin is required to cover equipment locked up in transit to units and depots from
point of entry into the theatre/point of supply. Store margin is calculated at different rates for
items, which are held against GS reserve and those, which are not held against GS reserve.
4 Repair Pool
Repair pool is catered for replacement of the equipment, which are likely to be evacuated
to workshop for repair.
5. Mob Reserve
The requirements included under mob reserves are as under:
(a) Quantity obtained by subtracting authorization of PET from WET of these units,
which are on PET during peace.
(b) Total authorization of those units, which are on suspended animation as per WET.
6. GS Reserve
GS reserve is a reserve for vital items of equipment intended to cover un-foreseeable
setbacks. The reserve is set apart for a particular number of formation/units, as laid down by GS
to cover the complete authorization of those formations/units.
7. E.T.S.R. (Engineer Theatre Stores Reserve)
Theatre stores comprising Eng stores and plant required for the construction and
development of the communication zone, base installations and the provisioning of essential
service including transportation during the maintenance and build up phase of an operation is as
ETSR. CMA (Comd Maint Area) and FMA (Forward Maint Area) stocks are stocks of ETSR.
The holding of this reserve is based on the requirement of pre-determined mileage of
communication.
8. Defence Bricks
The preparation of any forecast of requirements of engineer equipment and stores is a
laborious process. In order to reduce the time required for this standard stores bricks to cover
the main tasks in a theatre of war are prepared. The main tasks are again broken down into
subsidiary tasks and requirement of stores in respect of each is listed From this the gross
requirement is know.
Defence Bricks are authorized for brigades for preparation of defences and Training
Bricks for Trade Training in Bde/Btns.
76
Appendix ‘B’
(Precis No. 1651)(Refers Para 8)
INDEX TO SUB-SECTIONS OF SDLES
Main Section 1
Building Stores
1 Basic Building Materials
2 Timber.
3 Fabricated products.
4 Miscellaneous Building Materials
5 Builders Ironmongery.
6 Cooking apparatus and Stoves
Main Section 2
Metals (Ferrous and Non-ferrous)
8 Rolled Steel Sections.
9 Non-ferrous Metals
10 Wire and Wire Product
Main Section 3
Prefabricated Structures and Appliances
12. Prefabricated Structures.
13 Cisterns.
14 Bridging
15 Track.
16 Decauville.
17 Lifting and Transporting Gear.
Main Section 4
Water Distribution, Steam, Plumbing and Sanitary Equipment
20 Mild Steel Tubes and Fittings
21 Cast Iron Pipes and Specials for Water Distribution
22 Pipes and Specials for Drainage.
23 Sanitary Fittings.
24 Hot Water Boilers and Cylinders.
25 Valves, Cocks and Hydrants.
26 Hose and Accessories.
27 Plumbers and Pipe Fitters Tools.
Maint Section 5
Electric Sotres
31 Overhead Transmission and Distribution.
32 Cables, Cable Boxes, Pillars and Insulated Wires.
33 Internal Wiring.
34 Lighting, Heating and Bells.
Main Section 6
Machinery and Plant (Static)
37 Generating Sets, Motors, Rotary Converters and Battery Charges.
38 Power Transformers, Rectifiers and Condensers.
39 Switchgear, Lightning Arresters and Choke Coils.
40 Recording and Testing Instruments.
41 Insulating Materials.
42 Engines, Boilers, Locomotives, Packing and Jointing and Accessories.
43 Pumping, Tubewells and Well Boring.
44 Water Filtration, Sterilisation and Distillation.
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45 Machine Tools and Accessories.
46 Workshop, Garage and Foundry Equipment.
48 Welding Plant and Accessories.
49 Woodworking Machinery.
Main Section 7
General H and Tools and Miscellaneous
51 Engineers and Carpenters Small Tools.
52 Surveying and Drawing Instruments.
53 Camp, Barracks, Hospitals and Field Works.
Main Section 8
Refrigeration and Air Conditioning
56. Refrigeration and Air Conditioning
Main Section 9
Bulk Petrol and Oil Storage Equipment
58 Oil Stores.
Main Section 10
61 Mechanical Excavating Equipment
62 Construction Plant
63 Portable Compressors and Pneumatic Tools.
64 Pile Driving Equipment
78
Appendix ‘D’
(Precis No. 1651)(Refer Para 20)
COMMON USER ITEMS DECENTRALISED
ESD Dehu Road
Main Section Sub Section 39 - Switch Gears, Lightning Arrestors and Choke Coils
40 - Recording and Testing Instruments
Main Section 7
Sub Section 51 - Engineers and Carpenters Small Tools
52 - Surveying and Drawing Instruments
53 - Camp, Barracks, Hospital and Field Works.
ESD Delhi
Main Section Sub Section 22 - Pipes and Specials for Drain
23 - Sanitary Fittings
24 - Hot Water Boilers and Cylinders
25 - Valves, Cocks and Hydrants
26 - Hose and Accessories.
28 - Plumbers and Pipe Fitters Tools
Main Section 5 Sub Section 31 - Overhead Transmission and Distribution
32 - Cables, Cable Boxes, Pillars and Insulated Wires
33 - Internal Wiring
34 - Lighting, Heating and Bells
Main Section 6 Sub Section 38 - Power Transformers, Rectifiers and
Condensers
41 - Insulating Materials
44 - Water Filtration, Sterilisation, Distillation
45 - Machine Tools and Accessories
48 - Welding Plants and Accessories
49 - Wood Working Machinery.
Main Section 9 Sub Section 58 - Oil Stores
e.g, Gaskets, Petrol Resisting Pipes, Petrol Pump
Sets and Petrol Tanks
79
Appendix ‘E’
(Precis No. 1651)(Refer Para 29)
Army Headquarter E-in-C Branch No. 29469/V/E2A dated 27 May 1975
RULES AND REGULATIONS FOR ESTABLISHMENT AND FUNCTION OF
CENTRAL PROJECT STOCK (CPS)
Introduction
Project Division are formed for the purpose of speedy execution of projects of
appreciable magnitude/importance within the target dates fixed by the CFA with Views to
relieving the GE of the routine burden of provisioning and management of Project Stock, so as to
enable him to devote more attention towards planning, designing and execution of works, the
establishment of Central Project Stocks had been engaging the attention of this HQ. This
scheme is reported to have worked satisfactorily in the CPWD and the Northern Railway,
Consequently, it was decided that it should be tried in the MES as well.
Scheme
2 Under this scheme, the Central Project Stocks (independent) are sanctioned under project
CsWE where there are more than one GE (Project) in a station, and the AEE/BSO I/C Project
Stock, is placed directly under the control of the CWE. According to the rules in force, no
financial powers are at present vested in AEE/ BSO I/C Central Project Stock.
Procedure
3. The following procedure is prescribed for operation and functioning of the Central
Project Stocks:
(a) All stores held on charge of the Engineer-in-Charge of projects(s) will be handed
over to the AEE BSO I/C Project Stock along with the Material Register (IAFW-
2225) after getting it audited by the UA (Stores in hand ledge IAFW 2223)
(b) Proper handing/taking over of stores and auditable documents will be ensured and
certificate to this effect recorded on the ledgers concerned.
(c) All audit objections prior to handing over of project store to the AEE/BSO I/C
Project Stocks will be settled by the GE (P) concerned.
(d) Forecasts of stores will be reported to the CWE by Project (GE(S) with a copy of
AEE/BSO I/C Project Stock. It will be compiled by AEE/BSO I/C and
consolidated demand will be submitted to CWE who will get and scrutinize it
thoroughly before placing orders on the Supplying Agency.
(e) Action for procurement of stores will be taken by CWE through the authorized
agencies namely Engr Parks, ESDs, Ordnance, ASC, Rate Running Contracts and
DGS & D for bulk supply. Copies of supply orders/indents will be booked in
Construction Accounts by the concerned Engr I/C on the authority of supply
order/indents. The AEE/BSO I/C will keep a constant watch on the progress of
receipt of stores so ordered and shall keeps the CWE/GE(P) fully posted of the
receipt of stores, so that no hold up occurred in the progress of the project.
(f) On receipt of the stores the AEE/BSO I/C Project Div will prepare the receipt
voucher, take the stores of charge, enter in the respective stores-in-hand ledger
(IAFW-2223) and endorse certificate of the receipt of stores CP Vouchers/other
relevant supply documents and forward one copy of the same to the Engineer-in-
Charge of the Project concerned for accounting of the transaction in the Material
Account and onward disposal thereof.
(g) Inspecting and passing of stores will be carried out by the AEE/BSO I/C Project
Stock: CWE or his SBSO will however, undertake to carry out test checks
periodically to ensure that the sub standard items of stores are not supplied or
accepted.
(h) Stock verification of stores will be carried out in the normal manner as laid down
in Para 782 Regs for the MES 1968. CWE will nominate the Stock Taking
Officer for the purpose.
(i) Stores required to be issued to contractors under Schedule ‘B’ of contracts will be
issued by AEE/BSO I/C Project on the authority of ‘USR (IAFW-1826) prepared
80
by the Engineer-in-Charge. Four copies of USR will be prepared by the
Engineer-in-Charge by using one additional plain sheet for making fourth copy.
Three copies duly signed by the contractor will be forwarded to the AEE/BSO I/C
through the representative of Engineer-in-Charge for issue of stores to the
contractor.
Incase of any variation in quantities of stores shown in the USR (S) and those
actually issued, AEE/ BSO I/C will correct all the three copies of USE (S). All
corrections will be duly initiated by the accredited representative of the contractor
collecting the stores. One corrected copy will be handed over to the contractor
and another copy sent to the Engineer-in-Charge who will make necessary entries
in his construction accounts and correct the office copy of the USR according to
the actual issues before forwarding one copy of the same to his UA. Baby indents
(IAFW-2305) will invariably be prepared for each transaction by AEE/BSO I/C
Project Stock.
(j) On completion of projects, the AEE/BSO I/C Project Stock will prepare in
consultation of with GE(P) concerned, a list of surplus stores which could not be
utilized in the project and forward the same to CWE with a copy to GE (P)
concerned for their disposal as required under Para 736 and Rules in Section 50 of
Regns for the MES (1968).
(k) General Rules prescribed in the matter of provisioning of stores, maintenance of
records stores accounting and care and custody of stores vide Para 730, 732, 735,
755, 759(b)(f) and 768 to 778 of Regns for the MES 1968 and Section 30 MES
Standing Orders will continue to remain in force in the case of Central Project
Stocks, Relevant orders / instructions on stores preservation, security and
regularization of losses will be observed by AEE/BSO I/C Project Stocks.
Stores Accommodation
4. Re-allocation of storage accommodation for setting up the Central Project Stocks will be
done under the orders of CWE.
Audit Cover
5. The UA attached to office of the Project GEs will be nominated by the RAO/LAO/CDA
to undertake internal audit of stores ledgers of the Central Project Stock.
Staff
6. Officer: One AEE/BSO for each Central Project Stock will be authorized in the
establishment of CWE(P) concerned when it is considered feasible to establish such stocks.
Subordinates
7. Subordinate staff will be judiciously determined by the Zonal CEs/CWE and sanctioned
accordingly under their own powers. Postings to Central Project Stock may be ordered by the
CEs/CWE as per extent rules from their existing establishment.
Transport
8. Till such time the Scales of Type ‘B’ Vehicles for the MES to include the requirements of
the AEE/BSO I/C Div and Project stocks are revised, necessary transport will be provided to the
AEE/BSO I/C Project Stock by the CWE within his existing resources.
Stationery
9. Stationery and Forms. The requirements for stationery and forms for Central Project
Stock will be included in the indents raised by the CWE under whom such a stock is directly
placed for admin control.
10. Typewriters. The CWE provide a typewriter for the Central Project Stock from within
his resources.
81
Appendix ‘F’
(Precis 1651) (Refer Para 33)
RULES AND REGULATIONS FOR ESTABLISHMENT AND FUNCTIONING
OF CENTRAL DIVISION STOCKS
Introduction
1. Work Study on the working of B/S Sub Divisions had recommended that as a trial
measure, centralization of Division Stocks be carried out in one selected station where there are
more than one maintenance divisions. A Central Div Stock working under the CWE for all GEs
in a station will relieve them of the routine burden of provisioning and management of divisional
stores and would enable them to devote more time to works. This scheme is working
satisfactorily in the CPWD and the Northern Railway and so it was decided that it should be tried
in the MES, also.
2. As a trial measure, a Central Divisional Stock was formed in Oct 71 under CWE Delhi
Cantt and its functioning has been reported satisfactorily. Consequently, it has been decided to
establish Central Div Stocks at other stations having more than one maintenance GE during this
year where found feasible.
Scheme
3. Under this scheme, the Central Div Stocks have been sanctioned under various CsWE for
the year 1974-75. The BSO I/C Div Stock will be placed directly under the control of a CWE.
According to the rules in force, no financial powers are vested in the BSO I/C Div Stocks
presently.
Procedure
4. The following procedure is prescribed for operation of Central Div Stocks;
(a) All stores held in Div Stocks of GEs will be transferred to BSO I/C Central Div
Stock on proper transfer / issue voucher and ledgers closed with NIL balances and
got audited under arrangements of respective GEs.
(b) New ledgers and other connected documents will be opened by BSO I/C Central
Div Stock.
(c) Stores required by GEs for repairs/maintenance and minor works shall be drawn
from the Central Div Stock in the normal manner. Indents duly completed will be
forwarded to UAs of respective GEs for necessary adjustments by the BSO I/C
CDS.
(d) Maximum/minimum quantities will be fixed by CWE for the Central Div Stock.
(e) Quarterly forecasts of stores by the GEs will be submitted to BSO I/C Central Div
Stock who will compile and submit to CWE for procurement action.
(f) Recoupment of stores will be carried out through authorized agencies, mainly
Engr Park, ESD, Ordnance, ASC and DGS & D for bulk supply. Where direct
purchase is involved, full use of DGS & D Rate Running contracts will be made.
When local purchase of stores is necessitated against NAC, the consolidated
requirements will be projected to the CWE by the Central Div Stock who will call
for quotations in the normal manner and take procurement action as per rules in
force.
(g) Inspection and passing of stores will be carried out by the BSO I/C CDS. CWE
or his SBSO will, however, undertake to carryout test checks periodically to
ensure that the sub-standard items of stores are not supplied/accepted.
(h) In order to enable the CWE to make payments of supply bills of stores purchased
locally, a cash assignment will be got fixed by the Chief Engineer in consultation
with the CDA in accordance in with Para 535 Regulations for the MES.
(j) The unspent allotment under Sub Head 7 F(i), (ii) and (iii) at present held by GEs
will be transferred to BSO I/C Central Div Stock and the old construction
accounts will be closed. BSO I/C Central Div Stock will start with new
construction accounts.
82
(k) All audit objections prior to closing of accounts will be settled by the respective
GEs.
(l) General rules prescribed for maintenance and operation of Div Stocks as per Paras
760 to 766 Regulations for the MES, 1968 will continue to remain in force in the
case of Central Div Stocks.
Storage Accommodation
5. Re-allocation of storage accommodation available in station to be done under the orders
of CWE.
Audit Cover
6. The UA attached to one of the local GEs will be nominated by CDA to undertake internal
audit accounts of the Central Div Stock.
Staff
7. Officers. One BSO for each Central Div Stock has been authorized in the establishment
of CWE’s concerned where it is feasible to establish such stocks.
8. Subordinates. Subordinate staff will be judiciously determined by the Zonal Chief
Engineer/CWE and sanctioned accordingly under their own powers. Posting to I/C Central Div
Stock may be ordered by the Chief Engineer/CWE as per extent rules.
83
Precis No 1652
Management Dept
PROVISIONING OF ENGINEER STORES
Introduction
1. Provisioning consists of getting required quantities of plant and stores at site at the right
time. It includes procurement supply and movement.
2. Procurement is the actual obtaining of plant and stores i.e., locating and exploiting
sources of supply.
3. The précis deals with the important factors affecting provisioning and sources of supply.
This subject is elaborately dealt with in the pamphlet ‘Engineer Resources’, (ME Vol, IX) and
Chapter X, Paras 721 to 755, RMES.
4. It may be seen from Precis No 1651, that Engineer Stores are obtained from four sources,
vis. Engineers, Ordnance, ASC and local. These have been further sub-divided; refer Para 735,
MES Regulations (RMES), 1968. Whereas the responsibility for planning and provisioning of
Engineer Stores of Engineer Origin for the entire Army rests with the Corps of Engineers (E-in-
C) such responsibility for Ordnance Stores rests with MGO and for ASC stores with QMG.
5. Items of local origin are obtained through local purchases.
Important Factors Affecting Provisioning
6. Requirement of Engineer Stores of Engineer Origin against Unit Entitlement Reserves
and for Essential Training are planned and provisioned in consultation with Staff at Army
HQ/Comd. HQ level and stocked in Engineer Stores Depots/ Engineer Parks by E-in-C/CE
Command. These stocks especially recurring recovering items are subjected to periodical
reviews. A note on provision review is attached at Appendix ‘A’ to this précis. (Paras 721, 722
and 734 RMES also refers).
7. The provisioning of Engineer Stores of all kinds required for works services (executed by
the MES or under the arrangements) is an Engineer responsibility. The following factors affects
provisioning for Works Services:
(a) Forecast by planning staff at CE’s/CWE’s level on receipt of Administrative
approval when works are planned by them.
(b) Initiation of firm demands at GE’s level on receipt of works operation orders for
works at (a) and all provisioning action for all other requirements.
(c) Procurement of requirements ahead of the time of actual incorporation.
(d) Movement of stores well in time to the site of requirement.
NOTE : The above applies generally when planning of works of contracts
and actual execution are carried out by different authorities. In all other cases the
ultimate responsibility for all factors fall on the GE.
8. According to para 724 RMES, only such stores which are not readily procurable and non-
arrival of which in time will affect the progress of works are included for issued to contractors in
Schedule ‘B’ of contracts. The policy in this regard is laid down in E-in-C Army HQ letters No
19200/E8 dated 12-12-69 and even No. dated 2-1-70. According to these letters generally the
u/m stores will be issued under Schedule ‘B’;
(a) Cement Portland in bags of 50 Kg.
(b) All items of steel.
(c) Serviceable demolition stores and stores still held by GEs.
(d) Items covered by DGS & D rate contracts, procurement of which will be more
economical by Govt.
(e) In difficult stations, other items of stores (both the stations and the items of stores)
as laid down by Zonal CEs.
84
(f) For priority projects for which delay in normal method of procurement by
contractors cannot be accepted.
Engineer Stores – Engr Origin
9. Provisioning of Engineer Stores for works services as such, will be restricted to
requirements against :
(a) Divisional stock/Central Divisional Stock.
(b) Works carried out by DEL.
(c) Issue to contractors as per contract agreements,
(d) Command stock as decided by Chief Engineers, held in Engineer Parks,
(e) Imported stores and stores in short supply procured and stocked in ESD’s.
10. For Engineer stores of Engineer origin, before actual provisioning commences,
availability of surplus and their transfer within the MES between commands/Dists/Div and
within divisions will be considered by E-in-C/CE/CWE/GE. Para 735(a) and 746 RMES refer.
Regarding transfer of stores see Government of India M of D letter No 8501/251/E2A/1291/ SO
I/D (Works I) dated 16-7-69 as amended by 8501/251/E2A/326/SO I/D (Works-I) dated 9-3-70.
(Appendix ‘B) to this Precis.
Demand for actual requirements will be submitted through proper channel. For common-
use items, demands will be submitted direct to the Controlling ESDs to whom powers have been
delegated under E-in-C No 27141/2/E2A dated 28-8-61 as amended. In all other cases demands
will be forwarded to E-in-C/Controlling ESDs who will release such of the items as are
available.
For items not available, non-availability certificate (NAC) will be issued authorizing the
indentor to procure the items directly under his own powers of purchases.
11. For Engineer Stores of Ordnance Origin, yearly forecast of requirements are submitted by
E-in-C to MGO by 15 Sep each year indicating requirement for the next financial year, based on
data furnished by CEs to enable him to arrange bulk provisioning and stocking in Ordnance
Depots. The policy regarding controlled and non-controlled stores is as under :
(a) Controlled Stores
These are shown in the Master Sheet of Controlled and Census Stores. For
ASO/AE/51 (Revised 1959). All controlled stores and vehicles whether included
in the forecast or not, required by MES Units and Formations will be consolidated
through engineer channels.
(b) Non-controlled Stores
Ad-hoc demands for stores normally included in the forecast will be placed on
Control/commd Ord Depots as and when necessity arises. Items not included in
the forecast may also be demanded direct by local MES authorities on ‘Ad-hoc’
basis. (Paras 738, 739 RMES).
12. Occasionally Ord depots issue NA certificates, for stores demanded. The indentor can
procure these directly under his own powers as in the case of Engr Stores.
DGOF
13. Demands for stores of Eng origin required for bulk provisioning (to cover 3 to 5 years
requirement) will be placed on DGOF. Items of a recurring nature required for bulk provisioning
which cannot be provided by DGOF should be referred to Director of Production, Min of Def
before procuring from elsewhere. Other items may be procured from other sources on DGOFs
inability to supply the same.
(Para 737, RMES)
Engr Stores – ASC Origin
14. All stores required from ASC including POL are obtained from the local supply depots
by indenting on the 4th of the month preceding the month of requirement.
Hygiene chemicals of ASC origin, as required are forecast by E-in-C’s Branch to Supply
and Transport Dte (QMG) for provisioning.
85
Similarly forecast of medical stores required for stores preservation large projects will be
submitted by E-in-C to DGAFMS. These will be obtained by local MES authorities from the
Medical stores Depots concerned through ADMS.
(Para 741, RMES)
National Instruments Ltd.
15. Drawing, Survey and Mathematical instruments required by MES offices are obtained by
direct purchase from trade. However, quotations for these should be also endorsed to the
National Instruments Ltd. Calcutta-32 (previously the Mathematical Instruments Depot). Two
instruments, viz, Theodolite transit 5” (Vernier) and Level Dumpy 11” should be purchased only
through National Instruments Ltd. The above instruments against Unit Entitlement are to be
obtained ONLY through ordinance.
16. Director-General of Supplies and Disposals, NEW DELHI is an officer under G of I, Min
of Supply whose functions are:
(a) to supply stores to all govt. Depots and
(b) to dispose of Govt. stores/property to the best interest of the state.
With reference to supply of stores see Precis No 1654. This deals with imported stores
also.
(Para 743, 744, 645, RMES)
Special Procedure
17. Special procedure exists for procurement of Timber, Steel and Cement.
Timber
18 Timber upto Rs. 25,000/- in the case of normal requirement may be purchased direct
from market. In case of emergency requirements timber value up to the financial powers of the
respective officer may be purchased direct from market. In the case of emergency requirements
timber in value up to the financial powers of the respective officers may be purchased. (Para 14
above)
Requirements costing more than Rs 25, 000/- (except under emergency) have to be
obtained through DGS & D.
Cement
19. Cement is a statutorily controlled item. Ministry of Industrial Development, Internal
Trade and Company Affairs exercise control through the Cement Officer, New Delhi and
Regional Cement Officers (RCOs).
Quarterly forecasts of cement showing requirement for works and maintenance are
obtained from the users approximately six months in advance of the commencement of the
quarter in which cement is required. Three month prior to the commencement of the same
quarter the forecast is reviewed and confirmed through form forecasts called estimated
requirements by Chief Engineers and these are consolidated and compiled at E-in-C’s office, and
forwarded to Ministry of Defence 5/6 weeks in advance of the quarter for onward transmission to
Ministry of Industrial Development.
Allotment of cement quota for the Defence Service is made to Ministry of Defence by the
Ministry of Ind Develop Ministry of Defence sub-allot the cement quota for various Defence
Services including the quota for the Engineers.
On receipt of the cement quota for Engineers, E-in-C issues allotments to all the Chief
Engineers and copy is forwards to all RCOs. The allotment made by E-in-C’s is proportional to
the forecast, as generally allotment is less than the forecast figures. On receipt of the allotment
the following action is taken:
(a) Chief Engineers intimate the break down of quota to the respective RCO’s who
issue authorizations to the cement factories with copies to Chief Engineer/CsWE/GEs.
(b) On receipt of the authorizations the Chief Engineers or CsWE place supply order
on the cement factories against DGS& D rate contracts. In case of any difficulty
experienced by the Chief Engineers in obtaining cement during the quarter the matter is
immediately taken up with the Ministry of Ind. Dev. Etc DGS and D and RCOs
concerned for expediting the matters and arranging remedial measures where necessary.
86
Now that the cement is decontrolled, the requirement of cement is intimated directly by
E-in-C to DGS&D who concludes Acceptance of Tender / Running contracts with various
factories for supply of cement to all GEs in MES. Issue of cement for projects under schedule
‘B’ is not being done if the total requirement is more than 200 Bags.
Steel
20. All categories of steel have been controlled since 22nd May 1970 (E-in-C No
50956/Policy/E3B/4 dated 13-8-70)
21. All steel requirements are initially indented on Joint Plant Committee (JPC) representing
all Major Producers in full wagonloads by the CEs. The JPC, taking into consideration plant
capacity, demands etc. issues a planning note stipulating the plant (Tata, Indian Iron, HSL-3
plants ) from which the sections will be rolled and supplied. On receipt of planning note CEs
will place supply orders on the Main Producer (plant) concerned. This will be confirmed by the
producers through their sale/work order (which will automatically lapse on expiry of two years
of booking). While this proceeds on one side, the actual dispatch will depend on the priority
allotted to each indent by the Steel Priority Committee (SPC). Information as called for by JPC
should be furnished (in the forms specified by that committee) by the sponsoring authorities (E-
in-C in the case of Corps of Engrs, including MES) for consideration of priority by SPC.
Defence Operational Indent will get JPC status I and this status will get precedence over all other
indents in the SPC and in the matter of supply. Defence Non-operational Indents will get JPC
status 2 only and will be subject to deliberation at SPC level. The operational nature or other
wise of indents form Corps of Engrs is decided by E-in-C.
The time schedule, forms and various requirement are fixed by JPC year after year
separately.
On receipt of SPC’s allocation of priority, dispatch will be effected by the producer
concerned. Payment etc. will be direct between consumer (i.e., indentor) and producer.
However, now no procurement of steel is being resorted to, in view of the changed policy
not to include steel under Schedule ‘B’ for contracts to be concluded after November 95.
22. JPC may also plan procurement from re-rolling mills like Mukund Iron & Steel Works
Ltd. Bhadravathi, on the same lines at para 21.
23. Special items of steel have to be obtained by imports through DGS & D.
24. Steel requirement upto Rs 25,000/- may be obtained from local stockists by direct
purchase in the case of emergency.
Spares for ME/Construction Plant – Provisioning / Procurement
25.The policy is laid down in E-in-C No 50263/E3A/1 dated 14-8-69 (Annex `J’ to this précis).
Local and Direct Purchase
26. (a) Items of local origin are purchased “as on required basis” within the financial
power of Engineer Officers as laid down in table `B’ of MES Regns. This is known as Local
Purchase. Local items such as Bricks, Sand, Lime etc. and petty Bazar supplies are obtained
through contracts also.
(b) Purchase of all other items are known as Direct Purchase’ Financial powers and
procedure are the same as for local purchase.
(c) Direct purchase may be resorted to in the following cases:
(i) Against NA Certificates issued by Engrs/Ord upto Rs 25,000/- (each NAC and
purchase there upon)
(ii) To avoid hold up of works or when delay in procurement is detrimental to public
Services. The financial powers and the procedure to be adopted for effecting local/direct
purchases are given in Appendix `C’ , 'D', 'E' , 'F', 'G', 'H , 'j', `K', 'L', N’ 'M', & 'O' to this
précis.
87
(d) Regarding direct purchase of stores for FP and TG see AI 131/1953, para 5. Powers are
given at Appendix `C’ to this précis.
(e) Regarding ULPO (Unit Local Purchases Order) method is laid down in E-in-C No.
S/42308/E3A/2 dated 28/30 Aug 1965.
(f) Regarding purchase of stores required for operational Works see E-in-C’s No 66449/E2A
dated 24-6-69 extract attached (Appendix `L’ to this précis).
(g) Regarding powers for direct purchase of stores under ATG see AO 25 – 5-68 for
procedure and AI 112/64 for powers.
Extracts of Financial Powers Applicable to Engrs
Establishments Commanded by
Maj Gen/ Col Lt Col Maj
Brig
Comdt. Cat A Est 5000 3000 2000 1000
Comdt. Cat B Est - 3000 2000 1000
All OsC Units - - 2000 1000
(h) As a result of work study it has been decided as follows: A list of approved suppliers will
be drawn by all CsWE/GEs Consolidated quotations should be invited from all approved
suppliers instead of following the existing procedure of selective tendering.
(E-in-C No. 29468/V/E2A dt 1-8-70)
(j) Local and direct purchases are defined in E-in-C’s standing orders, Paras 470 to 476 and
dealt within paras 746, 747 748, RMES and Foot Note No 5 of Table `B’ MES Reg.
Steel Stock Pile
27. To meet demands for capital Projects CE Commands maintain a central stock of fast
moving steel sections chargeable to the Army Capital outlay of Defence Services – 4076. A total
of Rs. 200/- lakhs is sanctioned by the Govt. for the purpose of which, 100 lakhs will be for stock
in hand and the balance for rotation.
This amount is distributed Command – wise by E-in-C
28. On the same line as steel, E-in-C holds a central stock of E/M stores which will involve
long delay for procurement, required for capital projects. These are released by E-in-C and Rs
100 lakhs are sanctioned by Govt. for this stock.
When steel or E/M stress from stock pile buffer stocks are drawn for projects, the cost
will be debited to the works concerned and credits afforded to these stocks.
29. Yard sticks for cement requirement were intimated vide this HQ letter No: A/100092/E2
(WPC) dated 12 May 87. Due to escalation in cost of building work during 1987-88 the yard
sticks for calculating cement need revision.
In view of above the following yardsticks shall be adopted for advance planning action for
procurement of cement:
(a) 10.00 MT per one lakh rupees of budget allocation for capital, Major and minor
works.
(b) 9.00 MT per one lakh rupees of budget allocation for maintenance of building and
special repairs.
The above yard sticks are to be used as a guide for normal construction and these may be
suitably modified in case of `Cement Intensive’ works with full justification and details. Budget
allocation of those works in which cement is contractor’s supply should not be considered for
demand while working out the requirement of cement based on the above yard sticks.
(Authority: Army HQ, E-in-C’s No A/00092/POL/E2 (NPC) dated 7 Jun 88 as
amended vide their even No. dated 15 Mar 91)
88
Appendix `A’
(Precis No 1652)(Refer Para 6)
NOTES ON PROVISION REVIEW OF CATEGORY `A’ ENGINEER STORES OF
ENGINEER ORIGIN
Introduction
1. Provision review is carried out in the ESP Directorate under the orders of E-in-C
periodically, as laid down in G of I, M of D letter No 42308/S/E3A/2/1774/SO I/D (W-I) dated
8-7-65 for recurring items.
2. The list of such items and the various item comprising liabilities and assets, as well as
percentages, Orbat etc., are laid down by E-in-C with the concurrence of Ministry of
Defence/Ministry of Finance (Def)
3. The review will be with reference to the position on a stipulated date (half year
ending/Quarter ending etc) and the exact date and process/result of the review will be classified
as secret.
4. The review is carried out by working out the liabilities (i.e. total authorized for various
purposes), the assets (i.e. stock available, including dues in) and the net deficiency/surplus,
recording these figures (only) under the relevant headings in a provision review care under the
signature of an AGE (T), provisioning officer and obtaining the approval of DFA (W) Ministry
of Finance (Def) thereon, to enable procurement action.
Liabilities
5. This will be calculated as follows: -
(a) Unit Entitlement
(i) Unit Entitlement (UE) for the authorized Field Force and Non-Field Force
of both Engineer and Non-Engineer Units, including Training Centres. These
entitlements will be taken from ASO’s census return based on the Orbat.
(ii) Authorised special T & P and sanctioned IW for Engineer Parks and
ESD’s
(b) Maintenance
Maintenance will be catered on UE and reserves for a period of 31
months an BER/BLR rates and if these are not available at peace
wastage rates for 12 months.
(c) Peace Wastage Rates and BER/BLR Rates.
The above rates to be adopted for arriving at the maintenance
requirement will be notified by E-in-C for each review separately,
e.g.:
(i) Mechanical equipment at 10% per annum.
(ii) Bridging Structure and Steel Components at 5% per annum.
(iii) Bridging Floating Parts at 10% per annum.
(d) Repair Pool
This will be for 10 months at BLR rates of the UE for all Field Force and Non-
Field Force Units (both Engineer) and Non-Engineer), as well as plant required
for T &P for IW of EPs ESDs FF and Non-FF units are known to E3G at
Comd/Army HQ
(e) Store Margin
(i) A store margin equivalent to 1 ½ months (i.e., 1/8th of annual rates ) BER
Rates to be held in respects of those items where GS reserve is authorized.
(ii) In case of items for which no GS reserve exist, store margin will be based
on three months BER Rates (i.e., ¼ of annual rates) on UE of both FF and Non-
FF as well as authorized T&P for IW of IW of EPs / ESDs
89
(f) GS Reserve
GS Reserve will be catered for in respect of all items for the number of divisions
as authorized from time to time. The Reserve will be held at full level to the
extent of the Unit Entitlement of the above specified force.
(g) Mobilisation Equipment Reserve
This will be held at full level and will be required to bring units/formations from
peace to War footing i.e., difference between authorization of Peace Equipment
Tables and War Equipment Tables. This will also include requirements of units
in cadre, nuclus formations and suspended animation which form part of the
approved order of Battle. (Orbat)
(h) Reserve to Cover War Wastage
This reserve will be maintained as follows:-
(i) List `A’ of the Field Force Units UE
For Division/Bde Groups as authorized - At six months contract rates.
(ii) List `B’ of the Field Force Units UE
For Division/Bde Groups as authorized - At 3 months Contract rates
(iii) List `C’ of the Field Force Units UE
For Divisions as authorized - At 3 months Peace rates.
(iv) List `d’ of the Field Force Units UE
For Divisions as authorized - At one month Contract rate
List `A’, `B’, `C’ and `D’ referred to above will be issued by GS/SD from time to time
with the concurrence of the Ministry of Defence, Ministry of Finance (Defence).
(j) ETSR (Eng Theatre Stores Reserve)
Items and quantities authorized will be taken into account.
Assets.
6. This will be calculated as under:
Unit holding including MES as intimated by ASO for categories shown below:-
(a) Mobile Plant Bridging Equipment.
(i) Serviceable
(ii) R2-i.e., repairable.
(iii) RE-(a) for quantities surveyed by Sondhi Committee as per the
Committee’s recommendation, i.e. renewals.
(a) For other quantities held as BLR or future arising; 50% of the number involved.
(b) Static Plant.
(c) E-in-C stack, including load issues if any.
(d) Dues in.
Records of Review
7. Provision Review Forms IAFW-2348 will be maintained for items of stores listed under
category `A’, `B’ items No provision review forms will be maintained for category `A’, `AR’
items.
The provision review card will contain the figures on account of various items of
liabilities, assets nett deficiency / surplus and will be signed by the `AGE’ Tech. The
Provisioning Officer and CFRA (Works), Min of Fin. (Def).
Phases
8. (a) Phase `A’
Preparation of provision Review Forms, will be completed first, after the issue of
the Directive.
(b) Phase `B’
Review by catches (sub-section-wise) thereafter will be initiated and referred to
Ministry of Finance (Defence).
(c) Phase `C’
Actual placement of indents will commence thereafter.
Time schedule will be laid down for each of the above phases.
90
9. All demands will be prepared/placed in accordance with the existing instructions and
concurred in by ministry of Finance (Defence) before being placed on the relevant sources of
supply.
10. Category `A’ Items.
(a) Category `A’ `R’ Items.
These are vital items for which there is a recurring demand and are mostly
authorized to both Field Force and Non-Field Force Units. These items are
considered important from operational as well as training point of view and
broadly fall under the heading “The Bridging and Mechanical Equipment.”
(b) Category `A’-`NR’ items.
These are of non-recurring nature, which need not required periodical review.
They are authorized to certain formations such as CME Training Centres and
most of these items such as Timber, PBS, Huts and Electrical cables and
Transportation items, which are also included in the reserve fall under this
category.
NOTES : (1) Recurring items require periodical review.
(2) The non-recurring items will be provisioned initially and
afterwards on the basis as and when required.
11. Category `B’
All these items, which do not fall under category `A’ and spares for plants/Eqpt are
termed as Category `B’ items.
91
Appendix `B’
(Precis No. 1652)(Refer Para 10)
No. 8501/251/E2A/1291/SO I/D(Works-I)
Government of India, Ministry of Defence, New Delhi, dated 16th July 1969.
As amended by Corr 8501/251/E2A/326/SO I/D (Works – I) dated 9 March 1970
To.
The Chief of the Army Staff
NEW DELHI
Subject : TRANSFER OF PROJECT STORES
Sir,
The President is pleased to decide that the under mentioned procedure will be followed in
all cases involving the transfer of project stores.
2. The transfer of project stores may arise out of two considerations:
(a) Disposal of surpluses on completion of a project.
(b) Transfer of stores which are not surplus between two projects in progress but
necessitated due to hold up on one of the projects.
3. Stores under category 2(a) above may be transferred either to Central Div
Stock/Divisional Stock or to other sanctioned projects and when surpluses are known and need
not await the completion of the project. Transfer to Central Div Stock/ Divisional Stock will,
however, be made under the following conditions only:-
(a) That the stores contemplated to be transferred are authorized items of Central Div
Stock/Divisional Stock.
(b) The prescribed Divisional Stock and Central Divisional Stock limits for such
items are not exceeded by effecting such transfers.
(c) The stores are likely to be utilized within the next twelve months.
(d) The funds to meet the cost of stores so transferred are available under Main Head
7 (now Main Head 8 ) – (A) Expenditure on works other than capital projects
maintenance etc. Sub Head `F’ Stores, with the GEs concerned.
Where such surpluses are not required immediately either by Divisional Stocks or another
project, they may, if they are likely to be utilized during the next 12 months, be transferred to
maintenance or Command Stocks provided funds are available for the purpose under the
appropriate Head of Accounts. Transfer to maintenance direct, will, however be made provided
the quantity of the stores transferred is not appreciable and the balance of such stores at the end
of each month will not ordinarily exceed the prescribed limit vide para 779(b) of MES Regs.
Freight and handling charges will be adjusted in accordance with para 777(C) of MES
Regulations.
Large surpluses arising out of projects will be investigated by GEs/CsWE.
4. The transfer of stores under Para 2 (b) may be made under the following conditions: -
(a) The stores are urgently required for the project to which they are transferred, and
can be spared without detriment to the project for which they were procured.
(b) Funds are available under the project to which the stores are transferred.
(c) The transfer should be approved by the Engineering Authority for works within
his own area of control and by the next higher Engineering Authority for transfer outside
his area.
(d) In all cases where such transfer of stores involves extra expenditure by way of
freight and handling charges, the competent Engineering Authority approving such
transfer should concurrently make a report of the extra expenditure together with the
92
circumstances of the case to the next higher Engineer Authority with a copy of the report
to the concerned Accounts Authority.
5. The provisions of Govt. of India, Ministry of Defence letter No 0501/251/E3A/3251/SO-
III/D (Works) dated 29 Jul 58 as amended and extended from time to time are hereby cancelled
6. These provisions will have effect from 1 Jan 69.
93
Appdx “ C’
(Precis No.1652) (Refer Para 26)
FINANCIAL POWERS – MES OFFICERS
Sl Item No Details of the Item E-in-C Chief CWE GE AGE SDO IF Refer to
No. Table B Engineer (IND) AGE Paras of
MES MES
Regns Regs
(1968)
(1) (2) (3) (4) (5) (6) (7) (8) (9) (10)
Rs Rs Rs Rs Rs Rs
1* Issue of Technical Sanction in respect of: 201
1. (c) Purchase/Manufacture and repair of Tools and FP 7.5 Lakhs 2 Lakhs 0.75 40,000 7,500
Plant except under item below Lakh
2. (d) Purchase of Camp Eqpt and furniture for MES FP 2 Lakhs 40,000 7,500 4,000 2,000
Inspection Bungalow and Offices
2* Entering into contracts, incl contracts for local
materials and petty supplies: -
3. (a) Through competitive tenders FP FP 50 Lakhs 15 Lakhs 2.5 Lakhs 50.000
4. (b) Through single tender 60/125 25/125 6 Lakhs 25,000 - -
Lakhs Lakhs
3** Execution on the basis of trade quiotations, of FP 3 Lakhs 0.75 Lakh 30,000 - -
retreading of tyres as are beyond the capacity of
local MES facilities or are urgently required and
are and where delay is detrimental to public
service
4(a**) Purchase of stores on any one indent on DGS&D
5. (i) Items on Rate/Running Contracts FP FP FP FP 60,000 15,000 743
6. (ii) Items not on Rate/Running Contracts FP FP FP FP 30,000 7,500
7. (b) Purchase of stores on any one indent on any FP FP FP FP 30,000 7,500 747,748
other Supplying Deptt.
94
5** Direct purchase of-
(a) Stores , tools, plant and machinery (incl spare
parts) etc. for which there are no rate running
contracts.
8. (i) Against normal requirements. FP 3 Lakhs 1.5 Lakhs 75,000 40,000 - 747
9. (ii) In emergent cases when delay is detrimental to FP 3 Lakh 2.25Lakhs 1 Lakh 60,000 748
Public service.
10. (b) Stores for which DGS & D Rate/Running FP 20,000* 20,000* 20,000* 12,500* - 743
Contract exist but when these are urgently
required or can be more conveniently obtained
locally or from nearer station
* But not exceeding Rs 1,00,000 in agrregate in any one year
11. 5(c) Cash Purchase Powers - - 4,000 2,000 - - 536,747
12. 6(b)** Disposal of Surplus or unserviceable stores, FP FP 75,000 - - - 672,
tools, plant and furniture, or materials obtained 673,
from dismantled buildings. 820, 929
and 960
13. 7$ Write offof stores, furniture, tools & plant, etc, FP FP 1 Lakh 40,000 20,000 2,000 -
rendered unserviceable due to fair wear and tear.
14. 8(a)$ Write off of losses, incl those in transit, of stores, 1.5 30,000 2,400 1,200 - -
etc., not due to theft fraud or gross neglect in Lakhs
respect of E-in-C’s stock.
15. (b)$ -do- but excldg transit losses in respect of MES - 30,000 6,000 3,000 - -
Stocks held as Div Stocks or Command Stocks
16. (c )$ -do- other than actual losses as laid down in Sec FP FP 1.5 Lakhs 3,000 1,200 600
34
17. 9$ Terminal Compensation payable on release of 3 1.5 Lakhs 72,000 30,000 - - 619
hired lands or buildings Lakhs
95
NOTES:
For purpose of financial powers there is no difference between local and direct purchase.
Powers against Sl Nos 4, 5 and 6 in the RMES, 1968 and as shown are different – Relevant authorities are cited for reference.
For purchase thro `DGS &D by placing Indents (where orders are placed by DGS & D) no financial limits exist.
Purchase of steel furniture items for office use under DGS & D R/Cs.
Local purchase of stores on DGS & D Rate Control G of I, M of D No 33600/E3 etc. 1767/501/D(works) dated 10 May 73 and AHQ,
E-in-C’s Branch No 41161/E3 P & C (p) dated 27 Jan 1980.
*Powers for items 1 & @ 2 enhanced vide No95533/POL/E2W(PPC)/1349/D(WORKS-II) MOD(F) UO No.288/WII of 1999.
**Powers for items 3,4(a) (i), (ii) & (b), 5(a)(i) (ii) (b) & (c ) and 6 (a) & (b) enhanced vide MOD No.A/03108/ESP-1(P&C)/257/DO II/ D(W-I) dt
22-03-99.
$ Powers for itemsw 7, 8 (a) (b) & (c ) and 9 enhanced vide case GOI MOD No.95533/POL/E2W(PPC)/907/99/D(W-II) dt 5/3/99
97
Appendix `D’
(Precis No 1652)(Refer Para 26)
No. A/03109/E3P&C/SO I/321/DO-I/D(I) Government of India.
Ministry of Defence
New Delhi, the 7th April 1984.
To
The Chief of the Army Staff,
New Delhi
Subject: PROCEDURE FOR PURCHASE TO BE ADOPTED BY THE ARMY FOR MES
FORMATIONS
Sir,
1. I am directed to say that a High Power Committee was set up in 1976 in the Ministry of
Works, Housing and Supply and Rehabilitation to review and suggest improvements in the
system of procedure of Government purchases. The Committee also set up a working Group for
The Ministry of Defence under the chairmanship of the then Add. Secretary (Defence) and
consisted of the representatives of the three services, and of the ministry of Finance (Defence).
2. The recommendations of the working Group for the Defence have been accepted by the
High Power Committee and following decisions have been taken for implementation for
procurement of Defence stores by MES Formations in the Army These decisions will apply to
purchase for only those items which are indigenously available.
(a) Direct Purchases : Direct purchase refers to such purchases which are effected to
make provisions for anticipated future requirements, for items not available on DGS & D
rate running contracts, on the basis of provision Reviews like any other purchases
through DGS & D. The powers for Direct purchase given in table `B’ item No 5 (a) (i) of
MES Regulations will be exercised by various CFAs.
(b) Local Purchases: Local purchases shall be resorted to meet only emergent
requirements and may cater for stocking upto 3 months requirements subject to dues – in
being taken into account and with in the available budgetary provisions. This will
however, be subject to the monetary ceiling prescribed for the purchasing authorities.
The powers for Direct purchase given in Table `B’ Item 5 (a) (ii) of MES Regulations
will be exercised by CFAs.
(c) The term “Direct purchase” also includes job works like “Repairs Work
Orders/Fabrication Work Orders” but exclude B/R and E/M works which are required to
be got executed as Minor works through Term contracts for purpose of exercising
financial powers laid down under item 5 of Table `B’ of MES Regulations subject to Dep
of Supply OM No P III/3 (ii)/80 dt 13.11.80.
(d) Registration of Supplies : Separate list of supplies will be maintained for direct
purchase and local purchase an periodically reviewed for additions/deletions. Suppliers
who are registered with DGS & D will be automatically included in the lists. If
inspection authorities such as AHSP have any list the same will also be included
automatically
(e) Calling of quotations; There will be a limited tender system, and single tender
system. Quotation will be called for from registered firms. In addition, quotations may
be called from main producers, manufactures, authorized distributors and firms registered
with DGS & D, DGI, R&D Organisations, subject to their having been allotted sales tax
number and their having been registered with inspection of shops and registrar of Firms,
where such facilities exist. For limited tender system, quotation will be invited as under:
(i) Direct Purchase : For value upto Rs 10000/-per item the quotations will
be invited from not less than seven firms. For value exceeding Rs 10000/- per
items quotations will be invited from not less than 10 firms subject to the requisite
number of firms being registered / available for the particular stores required.
98
(ii) Local Purchase: For value upto Rs 20000/- per items, the quotations will
be invited from not less than seven firms and for value exceeding Rs 20,000/- per
item, the quotations will be invited from not less than 10 firm subject to the
requisite number of firms being registered available for the particular stores
required. For single tender system, where purchases are to be made from the sole
manufactures or from the authorized distributors who have been publishing price
lists, the percentage for rebate to be allowed by the manufacturers/distributors
would be negotiated periodically by the purchaser to ensure early placement
orders. The rebate / discount will be notified in the supply order. In addition, the
present power to purchase items of non-proprietary nature upto the value of Rs
1000/- per items will also continue on single tender system.
(f) Earnest Money : No earnest money for the Govt purchase need to be deposited
by the suppliers.
(g) Security Deposit : No security deposit will be taken from firms bome on the list
of approved suppliers.
(h) Inspection procedure : The authority signing the supply order shall specifically
indicated the authority nominate for inspection and acceptance of stores in the supply
order. For trade items, specifications of relevant ISS to which the stores should, conform,
shall be invariably mentioned in the supply order.
The following principles will govern the inspections
(i) Local purchase. For local purchase, which is restored to meet emergent
requirement, inspection by AHSP may be dispensed with. The accepting
officer shall nominate technical officer by name or designation to carry
out inspection.
(ii) Direct Purchase : For direct purchase for items exceeding value of Rs
25,000/- each where applicable inspection by AHSP will be arranged.
(iii) Inspection for building material, consumable stores, repairs works order
and fabrication orders shall be carried out by the departmental officers
nominated by name and designation by accepting officer.
(j) Payment procedure : 95% payment on proof of inspection and dispatch of stores
and 5% payment after receipt of stores by the consignee will be adopted. In case of local
delivery payment will be made only after receipt of stores. Where inspection is to be
carried out at consignee’s end. 100% payment be made only after inspection. The bills
for payment be made only after inspection. The bills for payment against supplies will be
submitted to the formation/ unit concerned through direct/local purchase officer.
(k) Cash Purchase : The Cash purchase powers are enhanced as under.
(i) Officer Commanding units of the rank of Major Rs 1,000/-
(ii) Officer Commanding units of the rank of Lt Col and above – Rs 2,000.
(iii) In order to permit unit commanders to exercise enhanced cash purchase
powers, they are authorized the following imprest:
(aa) Garrison Engineer Rs 2000/-
Major or equivalent
(ab) Commander Works Engineers Rs 4000/-
Lt Col and above or their equivalent
(iv) Cash purchases to the extent of amounts per item per transaction as
mentioned in sub paras (i) and (ii) above is permitted across the counter against
cash memo.
(v) Where cash purchases are not made personally by the GE/CWE but by
personnel nominated by them to do so by name, the cash memos will be
countersigned by them subject to condition that the unit Commander will remain
responsible for the transactions.
(l) Annual Contract : Decision for placement of annual contracts for repeated
purchases/commonly available items / local services will be left to the discretion of the
formation / unit concerned.
(m) Price Escalation (Direct Purchase Orders) : The purchaser will be authorized to
effect procurement if the price quoted does not exceed 25% of the indent/estimated price
but when the price exceeds 25% of the indent / estimate price but does not exceed 50% of
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the indent/estimated price, sanction of next C.F.A or I & BC Cell where exists will be
obtained. In cases where escalation exceeds 50% of the indents/estimated price, prior
Govt. approval will be obtained. These percent increases of prices should not to applied
as a matter of course. The purchaser should satisfy himself that the prices correspond
with market rates of the items or similar items. The reasonableness of the price must be
ascertained before placement of orders.
(n) Tender purchase Committee : There will be no tender purchase committee for
purchases upto Rs 1 Lakh upto the level of Chief Engineer. Any amendment to the
existing provision in the Govt orders should conform to the enhanced powers of the
Competent Engineer Authority (CEA) as per Govt order No A/03109/E3 P&C /
1088/DO-I/D (W-I) dated 25 Oct 1983.
3. The existing provisions in Financial Regulations Part – I and other Government order’s
on the subject will be amended suitably. The procedure will be reviewed after a period of two
years with a view to see whether there has been any difficulties in its implementation and
whether any sub-standard stores have been received and if so, whether it was possible to recover
the damages therefore from the concerned firm or firms.
4. This issues with the concurrence of Ministry of Defence (Finance) vide their u.o. No N-
V/11/3/80 Vol III/607/W III of 1984.
Your faithfully
100
Appendix `E’
(Precis No 1652)(Refer Para 26)
PROVISION OF STORES
1. General Responsibility
The E-in-C and CEs are responsible for the provisioning of stores in ESDs and
EP's respectively. This will be based on periodical review of assets and anticipated
requirements. The responsibility for provisioning of stores for CDS (Central Div Stock)
divisional stocks and works, rests with CWEs and GEs respectively, except in the case
of projects planned by higher authorities when provisioning action will be taken by them.
2. Source of Supply
Stores may be obtained form any of the following sources:-
(a) Internal transfer with in the MES.
(b) Manufacture by MES (see para 886) of MES Regs.
(c) Manufacture in Ordnance Factories through the DGOF.
(d) Purchases from other Army Services.
(e) Purchases in India through DGS&D.
(f) Purchase directly form private agencies.
(g) Purchases form foreign countries.
(h) Bazar supply contract for local origin items.
3. Direct/Local Purchase of Stores by the MES formations/Units.
In MES purchases are made ex-trade direct, besides procuring the stores
through DGS&D. The purchase made from trade have been classified as ‘Direct and
Local’. The two terminology's have been defined in Govt of India Ministry of Defence
letter No. A/03109/E3P&C/SO-I/321/DO-I/D(W-I) dated 07 Apr 84 as amended from
time to time and in E-in-C’s Standing Orders for the MES paras 507 – 513). For local
and direct purchases MES officers exercise their respective financial powers as laid
down against items 5(a) (I), (ii) and 5(b) of Table ‘B’, RMES subject to condition laid
down in foot notes of Table ‘B’. Direct/Local purchases of stores will be resorted under
following circumstances :-
(a) Local Purchase – Local purchase shall be resorted to meet only
emergent requirements and may cater for stocking upto 3 months requirements
subjects to dues-in being taken into account. Powers for direct purchase given in
Table ‘B’ item 5(a) (ii) of MES Regulations will be exercise by the CFA's.
(b) Direct Purchase – Direct purchase refers to such purchases which are
affected to make provisions for anticipated future requirements, for items not
available on DGS&D rate running contracts, like any other purchases through
DGS&D. The powers for Direct Purchase given in Table ‘B’ item5(a) (I) of MES
Regulations will be exercised by various CFA's. The term Direct Purchase also
includes job works like “Repair Work Orders/Fabrication Work Orders” but
excludes B/R and E/M works which are required to be got executed as Minor
Works through the term contracts for purpose of exercising financial powers laid
down under item 5 of Table ‘B’ of MES Regulations.
(c) Where DGS&D Rate Running Contract is in existence but the stores are
urgently required or can be more conveniently obtained locally from a nearer
station and the cost does not exceed Rs.20.000/- in each case subject to a total
of Rs.1,00,000/- in a year as stipulated in MES Regulations Table ‘B’ item 5(b).
101
In all the above cases, it will be ensured that the purchases are effected for
minimum essential quantities at a reasonable price and is based on competitive and
lowest quotations.
4. Procedure for Local/Direct Purchase of Stores/Equipment.
(a) The following actions are involved in direct and local purchase of
stores/equipment :-
(i) Demand of Stores
(ii) Calling of quotations
(iii) Receipt of quotations
(iv) Opening of quotations
(v) Recommendations and acceptance of quotations
(vi) Audit check and issue of supply order
(vii) Receipt, inspection and acceptance of stores
(viii) Accounting of stores
(ix) Payment of bills
(b) Suggestions to cover the above points are given in brief as under:-
(i) Demand of Stores. The authorisation in each case should be
ascertained before initiating the demand. NA Certificate, where ever necessary,
will be prerequisite before resorting to local/direct purchase
(ii) Registration of Suppliers. Two registers of suppliers under various
categories of stores be maintained in E3 Section at the Headquarters office
Competent to issue quotations as under :-
(aa) For firms dealing with supply of local origin items as stated in MES
Regs Para 746.
(bb) For firms dealing with ‘Other Stores’ as stated in MES Regs Para
747. Registers will be category wise viz. Electric, Hardware, Sanitary
items, Paints etc. The maintenance of registers is based on the requests
from the likely Suppliers, firms of repute having sales tax number allocated
by Civil authority and registered producers/manufactures, besides
authorised dealers/agents.
(iii) Calling of Quotations. There will be only limited tender system.
Conditions prescribed in standard quotations form should be modified to meet
the type of store being purchased. Clear description, of stores and specifications
as per ISI will be given. Selection of the suppliers/firms for issue of quotations
should be done judiciously and quotations issued to the firms who actually trade
in the item or to authorised agents/dealers of the manufacturers. The names of
supplier firms for issue of quotations shall be selected with prior approval of the
CFA.
Quotations will be invited as laid down in the Government of India, Ministry of
Defence letter No A/03109/E3P&C/SO-1/321/DO-I/D(W-I) dated 07 Apr 84 circulated
vide E-in-C’s Branch letter No A/03109/E3P&C dated 24 Apr 84 and even no. of 11 Dec
84.
(i) For direct and local purchase for value upto Rs.10,000/- and Rs.20,000/-
respectively, quotations will be invited from not less than 7 (Seven) firms. For
value above Rs.10,000/- and Rs.20,000/- quotations will be invited from not less
102
than 15 firms subject to the requisite number of firms being registered available
for particular stores required.
(ii) The items to be purchased will be grouped category wise for the purpose
of calling quotations. The term single category has been defined in para 814 of
RMES. All quotations will be sent by post under certificate of posting and a
proper record kept. Calling of quotations by hand will only be resorted to in very
excepti0nal cases in case of emergency and such an action will only be taken
under the written orders of the CFA who will keep a record of the circumstances
necessitating such an action. Two officers are detailed to get the rates.
(iv) Receipt/Opening of quotations
A quotations Box duly locked will be kept outside the office of the head of the
Office. The quotations will be put into the Box by the local suppliers directly and not
through any of the departmental staff. The quotations received by post will be initialed
and dated on envelope by an officer and put into the box. Late quotations shall on no
account be considered for acceptance, but may be taken into consideration on deciding
the desirability of recalling the quotations.
The quotations shall be opened on due dates by two officers nominated by the
officer competent to make purchases. No departmental person should be permitted to
be present when quotations are being opened. The opening officers will number, initial
all corrections/overwriting entries in different inks, any remarks and where the Supplier
has put in his initials/signatures at a place where there is no correction overwriting, the
opening officers shall insert a remark to that effect and initial the same.
(v) Recommendations and acceptance of quotations
The quotations shall be scrutinised by a board of officers to be nominated by the
CFA, including the staff officers dealing with the purchase of store who will recommend
the suitability of material offered, delivery period and reasonableness of the rates,
based on past experience on the advisability of recalling the quotations for the final
approval of the CFA. Supply orders will be placed in accordance with the provisions
contained in para 748 of RMES. The definition of similar and dissimilar different items is
given in the notes to Rule 147 of FR Part-I.
(Government of India, Ministry of Defence letter No. A/03109/E3(P&C)/SO-I/321/DO-
ID/W-I) dated 07April 1984 and E-in-C’s Branch letter No. A/03109/E3 P&C dated 11
Dec 1984).
Total value of repeat supply orders should not exceed the financial powers of the
Purchasing officer.
103
Appendix `F’
(Precis No 1652) (Refer Para 26)
Tele : 379624 ESP Directorate (E3 P&C)
Thal Sena Mukhyalaya
Pramukh Engineer Shakha
Army Headquarters
Engineer-in-Chief’s Branch
DHQ PO New Delhi-110011
A/03109/E3P&C 11 Dec 84
Chief Engineers
HQ Southern Command
HQ Eastern Command
HQ Western Command
HQ Central Command
HQ Northern Command
Commandant, CME Pune
DIRECT / LOCAL PURCHASE OF STORES BY
THE MES FORMATIONS/ UNITS
1. Reference this HQ letter No A/03109/E3 P&C dated 24 Apr 84, forwarding Ministry of
Defence letter NO A/03109/E3P&C/SOI/321/DO-I/D(W-1) dated 7 April 1984 and our letter of
even No dt 26 Jul 84.
2. Consequent to the new procedure for purchase of stores, it has become necessary to issue
detailed instructions on various aspects of the procedure laid down in the above quoted letter.
These instructions will be studied for strict compliance in conjunction with the Govt letter by all
concerned dealing with purchase of stores. These are not comprehensive and will be studied
with other instructions issued on the subject from time to time.
3. As you are aware, in the MES, purchases are made ex-trade direct besides procuring the
stores through DGS&D. The purchases made from trade have been classified as `Directed’ and
`Local’. The two terminologies have been defined in the E-in-C’s Standing Order for the MES,
paras 507 to 513. For local and direct purchases, MES officers exercise their respective financial
powers as laid down against items 5 (a) (i), (ii) and 5(b) of Table `B’, RMES subject to
conditions laid down in foot notes of the Table `B’.
4. Direct/Local purchase of stores will be resorted to under the following circumstances:
(a) When the stores are declared not available from Engr/Ord/Other Govt sources and
a Non Availability Certificate is issued by the normal supplying agency.
(b) Where DGS&D Rate Running Contract is in existence but when the stores are
urgently required or can be more conveniently obtained locally from a nearer station and
the cost does not exceed Rs 10,000/- in each case subject to a total of Rs 50,000/- in a
year as stipulated in MES Regs para 743 and Ministry of Supply & Rehab OM No P III-
3(II/80 dated 13 Nov 1980- and Min of Def letter No A/03109/E3P &C /1088/DO-
I/D(WI) forwarded to you vide this HQ letter No A/03109/E3 P&C dated 07 Nov 83.
(Amended vide E-in-C’s No A/03109/E3 P&C dated 31 Jan 85)
Stores will be procured under item 5 (b) of Table `B’ of MES regulation in term
of para 5 of the Min of Def letter No A/03109/2-3 P&C/1082/DOI/D (Works) dated 26
Oct 83 which has been amended as follows:
For “Rs 2000/-“ read “Rs 10,000/-
For “Rs 15000/- read Rs 50,000/-
(E-in-C’s No A/03109/ESP-1 (P&C) dated 19 May 87)
(c) In emergent cases when delay in obtaining stores from the normal sources of
supply /rate running Contract (s) is detrimental to public interest.
104
(d) Stores required for stocking purposes should not exceed 3 months requirement.
5. In all the above cases, it will be ensured that the purchases is effected for minimum
essential quantities at a reasonable price and is based on competitive and lowest quotations.
Please refer to Para 748 MES Regs on the subject
6, The following actions are involved in direct and local purchase of stores and equipment:
(a) Demand of stores.
(b) Calling of quotations
(c) Receipt of quotations
(d) Opening of quotations
(e) Recommendations and acceptance of quotations.
(f) Audit check and issue of supply order.
(g) Receipt, inspection and acceptance of stores.
(h) Accounting stores.
(j) Payment of bills.
7. Suggestions to cover the above points are given as under:
(a) Demand of Stores
The authorization in each case should be ascertained before initiating the demand.
NA certificate wherever necessary will be a pre-requisite before resorting to
local/direct purchase. The demander should give full specification of the stores
required, quality, quantity, and make. The specification should conform to the
latest Indian Standard or in its absence, to the latest description as prevalent in the
trade/DGS &D for the intended quality of stores. Where suppliers are required to
conform to samples, a specimen of the sample should be made available. Full
details including drawings / sketches of the stores required should be given. Care
will be taken to ensure that specifications are not given to suit a particular
supplier.
(b) Registration of Suppliers.
Two registers of suppliers under various categories of stores be maintained in E3
Section at the Headquarter office competent to issue quotations as under:
(i) For firms dealing with Supply of local origin Items as stated in
MES Regs Para 746.
(ii) For firms dealing with direct purchase items as stated in MES Regs
para 747. Registers will be category wise, viz, Electric, Hardware,
Sanitary, Paints categories etc. The maintenance of the registers is based
on the requests from the likely suppliers, firms of repute, having sales tax
number allocated by civil authority and registered producers /
manufactures, besides authorized dealers/agents.
(iii) The following points should be noted for compliance:
(aa) Before any supplier/Firm is considered for registration, a
questionnaire as per Annexure “A” to this letter be got completed
by the indenting supplier.
(ab) After receipt of questionnaire duly completed by the firm,
the facts mentioned by the firm be got verified by the registration
authority. In case the authority is fully satisfied with the contents
and the performance competency of the firm, they may registered
the firm as supplier. However, specific limit up to which the firm
capable to undertake supply at a time and aggregate in a year may
also be specified.
(ac) If a firm is registerd with DGS & D Ministry of Defence
(Deptt of Supply) Authority Holding Sealed Particulars (AHSP),
DGI Organisation, there is no necessity to register them again.
They will be included in the list of suppliers in appropriate
category.
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(ad) Before registration is made, it should be ensured that the
firm proposed for registration is not barred from business by the
Govt.
(ae) After any firm is registered as supplier, their physical
performance may be watched on the basis of the following points:
(i) Reasonableness of the rates tendered.
(ii) Nature of supply orders obtained and amount of
total supply order physically executed by the firm in a
particular year.
(iii) No of items rejected after supply.
(iv) Number and nature of extensions applied for.
(af) In case the performance is satisfactory, their names be
carried over the next year or otherwise deleted but this would not
be communicated to the firm.
(ag) The names of the black listed firms should be removed
from the register of firms maintained.
(ah) Register of firms be produced for annual inspection of the
next senior Engineer Officer.
(aj) It will be ensured that only genuine firms are registered.
Firms having allied concerns and registered with the Deptt will
also be brought out in the Proforma.
(c) Calling of Quotations : There will be only limited tender system & single tender system.
Conditions prescribed in standard quotations form should be suitably modified to meet the type
of stores being purchased. Clear description of stores and specification as per ISI will be given .
The quantity and accounting unit (metric system where applicable) will be shown. Name of
suppliers firms for issue of quotations should be done judiciously and quotation issued to the
firms who actually trade in the items or to authorized agents/dealers of manufactures. The name
of supplier firms to who the quotation are to be issued will first be
filled in the provisioning officer on the office copy after careful selection form the register of
suppliers with due care to ensure proper and competitive response, with prior approval of the
CFA.
Quotation will be invited as laid down in Govt of India, Ministry of Defence letter No
A/03109/E3 P&C/SO I/321/DO-I/D(W-I) dated 7 Apr 84, circulated vide this HQ letter NO
A/03109/E3 P&C dt 24 Apr 84.
(i) Direct Purchase : for value upto Rs 10,000/- quotations will be invited from not
less than 7 (seven) firms. For value above Rs. 10,000/- quotations will be invited from
not less than 15 firms subject to the requisite number of firms registered for particular
stores required.
(ii) Local purchase : For value upto Rs 20,000/- quotations will be invited from not
less than seven firms and for value above Rs. 20,000/- quotations will be invited from
firms not less than 15 (fifteen) in number.
(iii) Items required to be purchased will be grouped category-wise for the purpose of
calling quotations i.e. separate quotation forms be made for water supply items, electrical
stores, ironmongery, spare parts and so on. Reasonable time will be allowed to enable
the addressed suppliers to receive and dispatch the quotations. All quotations will be sent
by post under certificate of posting and a proper record kept. Opening of quotations in
the presence of suppliers who wish to be present will be ensured. For this purpose,
suitable clause may be added in the quotation form. Calling of quotations by hand will
only be resorted to in very exceptional cases in case of emergency and such action will
only be taken under the written order of the CFA who will keep a record of the
circumstances necessitating such an action. The quotation form will clearly elaborate on
the following.
(aa) Name of the Consignee.
(ab) Place of delivery of stores.
(ac) Railway Station to which stores will be dispatched if applicable.
(ad) Supplier’s rates – in figures and words.
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(ae) Whether the rates quoted be for free delivery at consignor’s yard/
consignor’s railway station.
(af) Rates should be quoted exclusive of Central/State sales tax, Octroi charges
or any other taxes as applicable which will be indicated separately.
(ag) The time allowed for making supplies should be specified. In case of
large supplies, phased delivery programmed to complete supply may be carried
out.
(ah) Inspection authority & Inspecting Officer be specified.
(aj) Payment conditions will be given separately for supplies upto Rs 15000/-
and those beyond Rs 15000/-
(ak) Warranty clause introduced vide this HQ letter No 33600/E3 P&C dt 04
Aug 75.
(al) How rejected stores are proposed to be disposed of.
(am) Suppliers will be asked to send their quotations in a sealed cover with a
prominent indication of the quotation number and the date due for opening.
(an) Validity period of the quotation after the date of opening.
(ao) Position regarding arrangements for import licence, where applicable.
(ap) Non-entertainment of quotations received later than the specified date and
time and also those which are received without the signature of the supplier or his
authorized officer.
8. Receipt of Quotations
A quotation box duly locked will be kept outside the Office of the head of the Office.
The slot at the top will be designed to prevent any removal of the quotations already inserted.
Quotation will be put into the box by the local suppliers directly and not through any of the
departmental staff. Quotation received by post will be initialed and dated on the envelope by an
Officer and put in the box.
9. Late receipt of Quotations
During the opening of the quotation box, it is possible to find certain quotations which
are received late against quotations already opened or which are being opened. Late quotations
shall on no account be considered for acceptance but may be taken into consideration for
deciding the desirability of recalling the quotation.
10. Opening of quotations
E3 Section will enter the particulars of the quotations in quotation register showing
description of stores, accounting unit, quantity, date quotations are due and names of suppliers to
whom the quotations are issued. The Officer competent to make purchases will nominate two
officers to open the quotations on the due date and time. This board of officers will then
assemble in an appointed place as decided by the board. No other departmental person should be
permitted when quotations are being opened. Quotations due for opening on a particular date
and time will be sorted out. The covers will be marked with a serial number corresponding to
the entry in the quotation register, initialed and dated by each member of the board. Similar
action for initialing and dating of the quotations opened will also be taken. All corrections/
overwriting will be initialed in addition. These will then be entered in the quotation register by
Opening Officer with complete details of the offer made, in description, specification delivery
period offered, time/ place of delivery, terms regarding sales tax or other taxes or any other
conditions enumerated . In case, rate against certain items is not quoted, the opening officer shall
insert remark to that effect and initial the same. Where the supplier has put in his
initials/signature at a place where there is no correction/over writing, the opening officers shall
insert a remark to that effect and initial the same. They will also initial every correction/over
writing made in different inks/handwriting’s. Each correction/overwriting will be written in
words by the officers before putting their initials. After recording all the quotations and entries,
the quotations register will be signed by each member of board. Blank quotations received will
also be recorded. The total number of quotations received will also be recorded. The total
number of quotation received will be indicated. The opening officers may put any other remarks
pertaining to quotations, if necessary.
107
11. Recommendations and acceptance of quotations
The quotations will be scrutinized by a board of officers to be nominated by the CFA
including the staff officer dealing with the purchase of stores who will recommend the suitability
of material offered, delivery period and reasonableness of the rates, based on past experience or
the advisability of recalling of quotations. The purchaser will be authorized to effect
procurement if the price quoted does not exceed 25% of the indent/estimated price but when the
price exceeds 25% of the indent/estimate price but does not exceeds 50% of the indent/estimated
price, prior Govt approval will be obtained. The percentage increases of prices should not be
applied as a matter of course. The purchases should satisfy himself that the prices correspond
with market rates of the items or similar items. The reasonableness of the price must be
ascertained before placement of orders.
The register will then be submitted to the officer competent to accept the quotations for
his final orders. Only after the competent officer accepts to order the stores on a particular firm,
an endorsement on the quotation register as “Stores offered by Serial
No…………….M/s……………….. with rates approved being lowest/suitable to our
requirements” be made. The certificate/endorsement regarding acceptance and responsibility
will also be signed by the CFA. In case of suitability of an offer which is higher than the lowest,
reason for its acceptability will be recorded on the quotation.
12. Audit check and issue of supply order
Based on the quotation approved, E3 section will prepare the supply order and submit the
same for scrutiny of the staff officer concerned and the audit where the audit staff is provided.
Thereafter, the supply order will be put up for signature of the competent financial authority. In
case of stores being of proprietary nature are purchase being made under emergency powers, a
certificate from the user to the effect be endorsed before placing a supply order. The supply
order will be dispatched by Registered AD post. To ensure that there is no ambiguity in the
supply order, the following points/conditions will be fully covered :
(i) Complete description and specification of stores to be supplied as per ISI, where
applicable
(ii) Quantity to be supplied.
(iii) Unit
(iv) Rate
(v) amount
(vi) Place and mode of delivery.
(vii) Form ‘D’ to be attached, if applicable.
(viii) Delivery period
(ix) Consignee’s complete address.
(x) Packing and marking for easy identification.
(xi) Disposal of railway receipt and bills.
(xii) Return of rejected stores at suppliers’ cost.
(xiii) Inspecting authority.
(xiv) Payment conditions
(xv) Warranty Clause.
13. Receipt of Stores
The stores will be received in accordance with the terms and conditions of the supply
order. R/Rs will be promptly delivered to the staff detailed for collection of stores from railway
stations/transport agencies. A record of RRs challans received will be kept. Prompt action will
be taken to collect the stores and their arrival properly watched.
14. Inspection of stores
The stores against supply orders received will be immediately got inspected by the
competent officer as detailed in the supply order. Inspection of stores valuing above Rs 15,000/-
will invariably be got done by AHSP and copy of Supply Order endorsed to AHSP concerned
who will issue Inspection Note as prescribed by DGS &D. The cases will be opened in his
108
presence. In case of local suppliers, the rejected stores will be removed immediately. In the
event of any dispute / difference of opinion between the inspecting officer and the supplier, the
stores will be inspected by any GE/Indep AGE ordering the supplies and his orders in the matter
will be binding. In case of supplies received from out stations and not considered fit for
acceptance, the stores will be rejected after consent of the GE/Indep AGE. A reasonable period
should be allowed to the supplier to remove and replace the rejected stores. In the event failure,
action for return of the store will be done ta the risk and cost of supplier. Any discrepancy in the
quality of stores received will be promptly brought to the notice of the supplier including any
damage that may have occurred during inspection and transit. Stores which have been inspected
and accepted will be promptly taken on charge.
15. Accounting of Stores
All stores will be accounted for in the Ledger through a proper receipt voucher.
16. Payment of bills
All bills will be received in the office of GE/Indep AGE as applicable, entered in the bill
register against the specific date of receipt and promptly sent to the Section/Sub-division
receiving and accounting the stores. These will be promptly verified with reference to the receipt
vouchers and certificate of inspection duly endorsed thereon. The credit of the stores will be got
verified from the audit authorities. Bills allocated and completed to be submitted for verification
and payment. A record of the amount of the bills will be kept. Ordinarily, it should be possible
to complete all the formalities and issue the cheques in payment within a fortnight of the receipt
of the bills.
17. Payment Procedure
95% payment on proof of inspection and despatch of stores and 5% payment after receipt
of stores by the consignee will be adopted. In case of local delivery, payment will be made only
after receipt of stores. Where inspection is to be carried out at consignee’s end, 100% payment
to be made only after inspection. The bills for payment against supplies will be submitted to the
formation/unit concerned through direct/local purchase officer.
E3 Section will liaise with the Cashier and check the bills register once a week. Delay
will be investigated and action taken accordingly. Payments delayed over a month should be
investigated personally by the CFA. In case the stores have been rejected, the bills will be
returned to the suppliers with proper explanation. Acknowledgements of cheques will be
watched by the Cashier.
18. As a deterrent, every procedural lapse will be investigated properly at all levels and
consequential action taken without delay.
19. With a view to achieving uniformity in calling, receiving and opening quotations,
administrative instructions may please be issued by you on the lines suggested in this letter.
20. This supersedes previous instructions issued on the subject vide 33600/E3 P&C dated 27
Mar 1978.
21. Please acknowledge receipt.
(Ram Lal)
PBSO
SOI E3 P&C
Engineer-in-Chief
Copy to : All Zonal CEs
Comdt BEG & C Kirkee, Roorkee
MEG & C Bangalore, All ESDs
Internal All Dtes-EinC’s Branch
E3 R&S A E3 Prov A, E3 PROV B
E3 BM, E3(M)
109
Annexure ‘A’
To EinC’s Branch Army HQ letter
No A/03019/E3 P&C dt 11.12.84
1. Name of the firm.
2. Name of the Director/Proprietor.
3. Particulars of the firm/Organisation with full and complete address of the firm.
4. Telephone No/Nos with details of Office/Residence/Factory.
5. Telegraphic Address, if any.
6. Whether registered with DGS&D or any other Govt. Deptt./Semi Govt Office, If so,
please give details
7. (a) Are you a manufacturer or Order Supplier, enclose full details.
(b) If you are a Distributor or Sole Selling Agent or agent to any reputed firm /
manufacturer, give details.
8. Are you having some Export/Import business, if so give details.
9. Type of stores in which interested to deal with.
10. Details of previous Contracts/Suppliers made during the past 2/3 years.
11. Amount upto which you are capable to undertake supply at one time.
12. Give you Sale Tax No.
13. Income Tax clearance certificate for the year ______ is enclosed.
14. General Remarks by the Supplier.
Signature of Proprietor
Stamp/Seal
110
Appendix G
(Precis No 1652) (Ref Para 26)
Copy of E-in-C’s Branch, Army Headquarters letter No. 336000/PC-6/E3A/2 dated 29 Jan 70.
To
The Chief Engineer,
HQ Southern Command, POONA
HQ Eastern Command, Fort William, CALCUTTA-21
HQ Western Command, SIMLA-3
HQ Central Command, LUCKNOW.
ERADICATION OF CORRUPTION COMMITTEE DEPARTMENTAL
COMMITTEE APP0INTED BY E-IN-C
Reference further to this HQ letter No 336000/PC-6/E3A/2 dated 16 Mar 67.
2. Existing instructions on the subject have been reviewed and further instructions as in the
subsequent paragraphs are issued to plug the loop holes in the purchase of stores.
3. While recommending and accepting the quotations the SBSO/BSO/BS Gde I is to
scrutinize and recommend the reasonableness of the rate. To facilitate ascertaining
reasonableness of the rates study of market rates be made periodically to enable the officer
accepting the quotations to have the knowledge of prevalent rates of items of common use.
4. Selection of firms for issue of quotations should be done judiciously and quotations
issued to the firms who actually trade in the items.
5. Opening of quotations in the presence of suppliers be introduced. For this purpose
suitable clause may be added in the quotation form.
6. Items required to be purchased will be grouped categorywise for the purpose of calling
quotations i.e., separate quotation forms be made for water supply items, electrical stores, iron
mongery, spare parts and so on.
7. The register fo firms maintained for local purchase will be compiled after personal
verification by an officer of the existence of the capacity of the firms. Register of firms be
produced for annual inspection to the next Senior Engineer Officers.
8. supply orders will not be split up to bring their value within the competence of the officer
exercising the financial powers for local purchase. Rule 147, FR Part I also refers.
9. As a deterrent every procedural lapse will be investigated properly at all levels and
consequential action taken without delay.
10. Certain amendments as enumerated in the attached Appendix ‘A’ to this letter are also
made.
Sd/-x-x-x-x
(B S AHLUWALIA),
SBSO
Offg. SO I/E3 R & C
Enigneer-in-Chief,
Copy to :
All concerned.
111
Appendix ‘H’
(Precis No. 1652)
(Refer Para 26)
E-in-C’s Branch New Delhi Letter No A/00369/Coord/E2 (WPC) dated 24 Nov 87
PROCUREMENT OF STANDARD FORMS – LOCAL PURCHASE
1. Recently one of the CWE formation has resorted to local purchase of blank MBs beyond
his power of purchase as contain in Min of Def letter No F6(3)/11/PF&S –II dated 08 May 73 (as
amended). These purchase have been objected to by CDA. Govt of India / DMR expost facto
sanction was required to be sought to regularize this transaction.
2. Purchase made beyond one’s power came in for severe criticism from Ministry apart
from creating around correspondence required for regularization. Such instances may please be
avoided.
3. Necessary instructions may also be issued to formation to ensure that lapse of such nature
do not take place in future.
112
Appendix `J’
(Precis No 1652) (Refer Para 26)
A/03109/ESP-1 (P&C)/SO 1/25/I/D (W-I) Government of India
Ministry of Defence
New Delhi the 7th Jan 1987
To
The Chief of the Army Staff
New Delhi
Sub : STREAMLING OF PROCEDURE FOR LOCAL PURCHASE/LOCAL
REPAIRS/LOCAL FABRICATION WORK ORDERS IN MES
Sir,
Standardisation of formats for placing of Supply Orders/repair orders/work orders for
fabrication works has been under consideration of Government with a view to streamlining the
procedure, I am directed to convey the sanction of the President for the adoption of the following
forms, attached as appendices to this letter, for placing of orders on the local firms:
(a) Supply Order for local Purchase Form E-in-C D P-1 Appendix `A’
(b) Work Order for Repairs Form E-in-C WO-1 Appendix `B’
(c) Work order for Fabrication work (For amounts less than Rs 20,000/-)
form : E-in-C WO –2 Appendix `C’
2. Necessary administrative instructions will be issued by the E-in-C’s Branch regarding use
of these forms.
3. This is used with the concurrence for Ministry of Defence (Finance) vide their u.o Np
2101/WIII of 1986.
Yours faithfully,
Sd/ - x x x x x
(D.R. Sharma)
Desk Officer
No. / 03100/ESP-1 (P&C)/SO/
Copy to :
The Controller General of Defence Accounts, New Delhi.
The Director of Audit, Defence Service, New Delhi.
The Controller of Defence Accounts, Southern Command, Pune
The Controller of Defence Accounts, Eastern Command, Patna.
The Controller of Defence Accounts, Western Command, Chandigarh.
The Controller of Defence Accounts, Central Command, Meerut
The Controller of Defence Accounts, Northern Command, Jammu.
The Sr. Deputy DADS, Southern Command
The Sr. Deputy DADS, Eastern Command, Patna
The Deputy DADS, Central Command, Meerut.
The DFA (W) – 3 copies.
Army Headquarter, E-in-C’s Branch (ESP-1(P&C)
Copy signed in ink to:
1. The Controller of Defence Accounts, Southern Command, Pune
2. The Controller of Defence Accounts, Eastern Command, Patna.
3. The Controller of Defence Accounts, Western Command, Chandigarh.
4. The Controller of Defence Accounts, Central Command, Meerut
5. The Controller of Defence Accounts, Northern Command, Jammu.
113
Appendix `A’ to G of I M of Dep ulta No
A/03/09/ESP-1(PLC)/SOI/25/ID/W-I all 7-
1-87
E-in-C – DP-1
Reference No
Name of Office
To Dated
M/S.
SUPPLY ORDER FOR LOCAL PURCHASE OF STORES.
Dear Sir,
1. Please refer to your quotation No …….. dated ……. And arrange to supply/dispatch the
following stores as per conditions given in the succeeding paragraphs :
Sl Description of stores A/U Qty Rate Amount
No Rs Rs.
Amount in words
Sales Tax extra as applicable
Consignee Instructions
2. The stores will be consigned to
Address
3. Stores will be consigned on freight prepaid / to pay basis.
4. Nearest Railway Station/Siding* is …………. On …………….. Railway.
5. *The rates quoted and accepted are FOR destination.
Or
The rates quoted and accepted are for delivery of stores inside the premises of the
consignee, that is, unloading the consignees end will be arranged by the department/supplier. *
Payment Instructions.
6. (a) Payment shall be made on completion of the part/complete order as specified.
(b) After inspection and acceptance of stores by the authorized rep/reps/board
detailed by the consignee or his superior HQs.
(c) Prescribed pre-stamped, pre-receipted bills in triplicate will be submitted to the
paying authority after fulfilling (a) and (b) above.
(d) Original copy of supply order will be attached with the bill.
(e) Bills will be subject to pre-audit by associated Finance.
(f) Payment will be made through A/C payee cheques only.
(g) Where sales tax is charged, the supplier will quote his sales tax Registration
number and endorse the following certificate on the bill “Certified that the goods on
which sales tax had been charged, have not been exempted under the sales tax
act/CSP or the rule made there under. The Charges levied on account of sales tax
on the goods supplied are correct under the provisions of the Act or the rules made
there under.”
114
(h) Where excise duty is claimed, the following certificate should be attached to the
bill
“Certified that the goods on which Excise Duty has been prepaid, have not been
exempted under the Excise Duty Act. The excise duty charges is on the basis of
what has, actually, been paid”
(j) Paying authority : Payment will be made by ………………………….
(k) 95% payment on proof of dispatch after inspection and acceptance can also be
made where agreed to.
Date of Completion of Order
7. The entire supply should be completed before ……. (date).
Inspection Authority
8. The stores will be subject to inspection to ascertain that they conform to the
specifications as laid down in the supply order at ……………….. by one of the following as
marked.
(a) Rep of the Consignee.
(b) Board of Officers detailed by the Consignee.
(c) Representative of the accepting officer.
(d) A standing Board of Officers detailed by the Consignee/Accepting Officer.
General Conditions.
9. If the delivery of stores by the stipulated date is expected to be delayed due to any cause
beyond your control, you shall immediately on the happening of the event causing delay in the
supply of stores, give notice thereof in writing to the under signed who after consideration of
circumstances causing delay in the supply may grant reasonable extension of time for delivery of
stores.
10. In case supply is not completed within stipulated period, the orders may be cancelled and
acceptance of late supplies, without any liability, what so ever, towards the department.
11. In case stores ordered on receipt are not found acceptable after inspection, the defective
stores, will be removed and replaced by the stores of correct specification by the supplier at his
own expense. In case of any dispute decision of the GE/Accepting Officer will be final and
binding.
12. No insurance charges will be paid by the department. Consignees accepts no
responsibility and no liability for the stores loss or damage to the stores in transit or for the
rejected stores lying inside its premises for whatsoever reason.
13. The accepting officer reserves the right to subject the stores to a second inspection by an
authority nominated by him or to inspect the stores himself, and may reject them if not found
conforming to the laid down specifications, with a period of six months from the date of
acceptance by the normal inspecting authority mentioned above even if the stores have been
accepted, passed and paid for. The supplier shall replace such stores with the stores of correct
specifications within a period of one month on receipt of due notice in writing by the accepting
officer at his (supplier) cost.
14. The department reserves the right to recover any outstanding dues of the supplier from
the sums available with it or other departments in favour of the supplier.
Your faithfully,
Scrutinised
UA GE/SLA
Office Seal
(Accepting Officer)
Copy to:
The UA GE/SLA
The CDA
The CWE
AGE/BSO
Master fild.
115
NOT ON FIRST COPY
Certified that –
1. The stores being purchased are not available in stock. The indent was place on ……
vide/Indent No. but the stores have not, so far been received.
2. The purchases are being made under item 5(a) (i) of table `B’ of MES Regulations on the
basis of NAC issued by …… Code No…… dated……
or
The purchases are being made under item 5(a)(ii) of Table `B’ of MES Regulations as the
stores are urgently required and delay would be detrimental to public Service.
3. The quotations were called for from. …. Items and lowest quotation has been accepted.
All the firms/suppliers from whom quotations were called for are, registered with MES/have
been allotted SALES TAX No.
4. The Funds are available to meet the cost of stores.
5. The cost of stores as chargeable to code head …… (Job No….. Minor/Major Works,
special repairs or Maintenance)
Items 1 to 5 checked and found correct.
Unit Accountant,
Garrison Engineer Garrison Engineer
Note : * Strike out whatever is not applicable/particularly where stroke (/) is given or an
alternative ` is indicated.
116
Appendix `B’ to
Govt of I and M of Def Letter
NoA/03/09/ESP-
T/DLE/SO1/25/ID/W-1)at7-1-87
Form No. E-in-C WO-1
Reference : No ….. Name of Office
To
M/S Dated
WORK ORDER FOR REPAIR TO
Dear Sir,
Please refer to your quotation No… dated…. And arrange to carry out the following
repairs to the equipments mentioned here under as per conditions mentioned in the succeeding
paragraphs:-
Ser Details of Repairs Required A/U Qty Rate Amount
No Rs Rs.
Amount in words:
Consignee Instructions
2. The equipment/plant/machinery/vehicle will be collected by the firm from within the
premise of the Department for carrying out repairs, or
(a) The firm will carry out the repairs to the equipment plant in situ located at …..
(Place)
or
(b) The department will deliver the equipment/plant/machinery vehicle at the works
of the firm located ……. (Place) under own arrangement.
3. The equipment/plant/machinery/vehicle, after repairs will be delivered by the repairer at
the premises of the Department located at ….. (Place) including its installation at … (site) at the
cost and under arrangements of repairs.
The equipment/plant/machinery/vehicle 'will be collected by the Department from the works of
the repairer located at .................................. (Place) under arrangements of the Departments.
4. The rates quoted and accepted are for receipt and delivery of the
equipment/plant/machinery/vehicles in accordance with conditions 2 and 3 mentioned above.
Loading into public carriers/repairers' vehicles or unloading from public carriers/ repairers'
vehicles at the consignee's shall be done by the Department/repairer at its own cost.
5. Repairs will be completed by ....... (date) and inspection and testing completed by ......
(date)
117
Issue of Materials
6. All spares will be supplied by the firm and his rates would be deemed to include cost of all
spares required to make b plant/equipment/machinery/vehicle functional for the item of repairs
ordered.
7. All stores required for cleaning/servicing of parts/components will be provided by the repairer
at his own cost and his rates would be deemed to include the cost thereof.
8. All types of oils greases, where required, will be provided by the repairer and his rates
would be deemed to include de co thereof.
9. The repairer will issue necessary petrol/diesel after the repairs are completed for the
purposes of testing and his rates would be deemed to include the cost thereof.
10. The repairer will provide all materials/spares required for the repair and testing of the item
ordered and his rates would deemed to include the cost thereof.
Inspection and Test
II. The repairs carried out will be inspected by .......................... (designation/name). The
Repairer will offer the plant/ equipment/machinery/vehicle after repair to the inspecting
authority, who shall carry out such inspections which are deemed necessary and the repairer shall
provide all assistance desired by the inspecting authority including gauges, measuring
instruments etc as required.
12. After the equipment is inspected jointly by the repairer and the inspecting authority, the
equipment shall be subjected to such tests as mutually decided between the inspecting authority
and the repairer to ascertain the functional efficiency of the equipment/plant/machinery/vehicle.
Any defects noticed/pointed out by the inspecting authority shall be rectified by the repairer at
his (repairer's) cost.
13. Any damage sustained by the equipment/vehicle/plant machinery during repairs or testing
shall be to the account of repairer and he would not be entitled to any payment for the loss or
damage suffered by the equipment while on his charge on whatsoever account.
Status of Equipment/Vehicle/Machinery/Plants/Stores
14. The equipment/vehicle/machinery/plants stores will be properly handed over to
the repairer firm and a receipt for the same should be obtained in writing by the department
irrespective of whether the equipment/plant/machinery/vehicle/stores are being repaired in situ or
in the works of the repairer. The items, handed over to the repairer shall remain the property of
the Department and the firm shall have no right on it whatsoever. The firm shall be wholly and
fully responsible for its safe custody, proper handling, storage and processing from the moment
of its handing over to its accredited representative till it is finally handed back to the
Departmental Government reserves the right to recover or take back the possession of the
equipment/plant/machinery/vehicle/stores which belong to it from the firms premises/custody
and the firm shall deliver the items so demanded which were handed over to it, without any
reservation, back to the Department when asked to do so. Any damage or loss caused to the item
in the custody of the repairer firm, by any reason, shall be made good by the firm. By the
assessment of damage/loss made by the accepting officer shall be final and binding.
15. The firm shall only be the custodian of the items handed over to it for repairs while
ownership and all other rights on the item resting with the parent Department.
118
Retrieved Material
16. The unserviceable retrieved materials including damaged spares shall be the property of the
department and are required to be returned to the Department The rates quoted by the repairer
would be deemed to cater for the same.
Payment Instructions
17. Payment shall be made on successful completion of repairs when certified so by the
inspection authority after inspection and testing.
18. Prescribed pre-stamped, pre-receipted bills in triplicate will be submitted to the paying
authority after fulfilling condition 17 mentioned above.
19. Original copy of supply order will be attached with the bill.
20. The bills alongwith connected documents will be subjected to preaudit by associated
finance prior to releasing payment.
21. Payments will be made through A/C Pay cheques only.
General Conditions
22. If the repairs to the plant/equipment/machinery/vehicle by the stipulated date is expected
to be delayed due to any cause beyond your control, you shall immediately, on the happening of
the event causing delay in the repairs, give notice thereof in writing to the accepting officer
under intimation to the consignee, who after consideration of circumstances causing delay in the
repairs may grant reasonable extension of time of completing repairs.
23. In case the repairs are not completed within the stipulated period, the order may be
cancelled and the items taken back without any liability, whatever towards the Department.
24. No insurance charges will be paid by the Department.
25. Consignee accepts no responsibility and liability for the loss or damage to the items in
transit or for the rejected repairs or for the equipment/plant/machinery/vehicle held on charge of
the firm for whatsoever reason.
26. The accepting officer reserves the right to subject the repairs to a second inspection and
testing by an authority nominated by him or to inspect and test the repairs himself and may reject
them if not found conforming to the laid down standards and specification, within a period of six
months from the date acceptance by the normal inspecting authority mentioned above, even the
repairs done have been accepted, passed and paid for. The repairer, shall carry out such
rectification works within a period of one month on receipt of due notice in writing at his
(repairers) cost.
Warranty
27. The repairs carried out would bear a guarantee for a period of one year from the date of
acceptance of equipment/plant/vehicle/machinery with regard to the quality of spares fitted and
workmanship. The repairer shall carry out such rectification, including replacement of spares
where warranted, within a period of 7 days of receipt of communication regarding defect at his
(repairer’s) cost, failing which the department reserves the right to get such rectification works
done at his (repairer’s) risk and cost.
Recovery of Outstanding Dues
28. The Department reserves the right to recover any outstanding dues from the firm the
sums available with it or any other department or firm and acceptance to undertake repairs by the
firm shall be deemed as its acceptance to the aforesaid recovery.
119
Yours faithfully,
Scrutinised
UA GE
(Accepting Officer)
Designation
Office Seal
Copy to :
1. The UA/SLA
2. The CDA
3. The CWE
4. AGE/BSO
5. Master File
NOT ON FIRST COPY
Certified that-
1. The repairs are being done under item 3 of Table ‘B’ of MES Regulations.
or
“The repairs are being done under item 5 (a) (ii) of Table ‘B” of MES Regulations as the
repairs urgently required and delay would be detrimental to public service.
2. The quotations have been called for from ………………………………………. Firms
and the lowest quotations has been accepted. All the firms/suppliers from whom quotations were
called for are registered with MES/Sales Tax Authorities and possess Sales Tax No. Sales Tax
No of M/S
is
3. The funds are available to meet the cost of repair
4. The cost of repairs is chargeable to Code Head ………………….(Job No………………
Minor / Major Works, Special repairs or maintenance).
Items 1 to 4 checked and found correct.
Unit Accountant Garrison Engineer
Garrison Engineer
Notes: 1. The above form is also applicable for the repairs of buildings, fittings and fixtures
such as rolling/sliding shutters, grills, steel windows, gantries and so on when suitable-
firm contractor may not be available or the job is beyond the capacity of the Department.
2. While filling the form, strike out whichever is not acceptable particularly where stroke (/)
is given or an alternative is indicated.
3. Enter the name of the firm and its Sales Tax No in item 2 above with respect to the firm
on whom the order is being placed.
120
Appendix ‘C’ to Govt of Ind M of Def Letter No A-
03109 ESP-1/(P&C)/SO1/25/ID(W-I) dt 7-1-87.
Form No. E-in-C – WO-2
(For W.O less than Rs. 20,000/-)
Reference No………………………… Name of Office
Dated
To
M/S
WORK ORDER FOR FABRICATION OF
Dear Sir,
1. Please refer to your quotation no…………….. dated……….. and arrange to fabricate the
following as per conditions given in the succeeding paragraphs :-
______________________________________________________________________________
________
Description of Fabrication A/U Qty Rate Amount
Rs Rs
______________________________________________________________________________
_______
Amount in words
______________________________________________________________________________
_______
Terms and Conditions
2. The following stores will be issued to the firm for incorporation into the fabrication
work/job free of cost by …………:-
Description A/U Qty
(a)
(b)
(c)
(d)
3. The stores for incorporation into works will be handed over to the authorized
representative of the firm on an unstamped receipt voucher.
4. The firm shall arrange to collect the stores from the Department under their own
arrangement from the stores yard of the Department located at …………(place).
5. Loading of stores, issued free for incorporation into the works into the firm’s carriers
shall be arranged by the firm/Department.
6. The finished products after fabrication shall be delivered by the firm inside the premises
of the Department (Consignee) in the store-yard located at ……..(Place). Unloading of stores in-
side the premises of the Department shall be arranged by the firm/Departments.
7. The rates quoted and accepted are for delivery of finished products inside the premises of
the consignee including transportation charges of carriage of stores issued free for incorporation
121
into works and delivery of finished products. The firm shall account for stores consumed or
incorporated in work/job and return the balance including scrap to GE’s store-yard.
8. The fabrication work shall be completed in all respects by …………(date). The firm
shall deliver the finished products to the Department within the above stipulated period, which
shall be treated as date of completion of order.
Inspection
9. The stores will be subjected to inspection by a nominated inspection authority to
ascertain that they conform to the specification as laid down in this order at
………………………… The inspection authority in this case shall be ………….
10. The finished products shall be accepted and passed by the inspecting authority after
having fully satisfied that the items fabricated conform to the laid down specifications and the
work has been done in an acceptable workmanship manner. It shall be the responsibility of the
firm to carry out necessary rectification work at its (firms) cost, if any defects are pointed during
the inspection.
11. The inspecting authority/Department shall give adequate notice in writing to the firm to
rectify the defects pointed out within a reasonable period of time depending upon the nature of
rectifications involved. Failing to rectify the defects within the stipulated period, the Department
would be at liberty to get the same rectified at the risk and expense of the firm.
12. Non compliance of directions given by the consignee/inspecting authority/department
shall be deemed willful defiance by the firm and the Department will be at liberty to take such
actions including rectification of defects or fabrication of undone balance work at the risk and
cost of the firm.
Status of stores while in the custody of firm
13. The stores, issued to the firm for incorporation in the fabrication of work, shall remain
the property of the Department in whatever condition they may be, that is, as raw material, semi-
processed or fully processed condition, held by the firm. The firm is only a custodian of such
stores and shall have no right on it whatever. The firm shall be wholly and fully responsible for
its safe custody, proper handling, storage and processing from the moment of issue to its
accredited representative till it is finally handed back to the Department.
Government/department/consignee reserves the right to recover or take possession of such stores
which belong to it from the firms possession and the acceptance of this fabrication order and
receipt of such stores by it shall be deemed unconditional acceptance of this condition by the
firm and the firm shall deliver back such stores to the Department without any reservation in
whatever condition they may be that is, raw material, semi-processed or fully processed. Any
damage or loss caused to the stores while in the custody of the firm, by any reason, shall be made
good by the firm. The assessment of damage/loss made by the accepting officer shall be final
and binding. While the stores are in the custody of the firm, all charges relating to its safe
custody, storage, preservation etc, shall be borne by the firm and rates quoted by the firm shall be
deemed to include such charges.
Security Deposit
14. With respect to the stores issued free for incorporation in the fabrication work, the firm
shall furnish a security deposit of Rs…………….. in the form of Fixed Deposit Receipt, Bank
Guarantee Bonds of any nationalized bank pledged in favour of …………….. (Put name of the
authority). The security deposit shall be refunded within 7 days from the day of furnishing of
‘No Demand Certificate’ to the consignee. No security deposit will be required if the cost of
stores issued at any time is less than Rs.10, 000 or if the work is executed in MES store-yard area
such that stores remain in Government Custody.
15. In the event the firm fails to execute the order within the stipulated period or extended
period, as the case may be, the Department would be at liberty to encash the whole of the amount
122
placed as security deposit to get balance of work executed at the risk and cost of the firm.
Furnishing of a security will be treated as “No Objection” of the firm for the encashment of the
security deposit under any one or more or all the eventualities:
(a) Non execution of work within original stipulated period or extended delivery
period.
(b) Non rectification of defects within stipulated period at the time of initial
inspection or as directed during warranty period.
(c) Non return of stores issued free by the Department which have not been
incorporated into the work ordered.
Recovery of Excess Issue.
16. The stores, issued free to the fabricator for incorporation into the work, when not fully
utilized, the leftover quantity shall be returned to the Department. Failing to return the stores not
incorporated into works a recovery at the market rates shall be made from the firm for such
stores which are treated as over issued.
Extension of delivery Period
17. If the delivery of finished products by the stipulated date is expected to be delayed due to
any cause beyond your control, you shall immediately on the happening of the event causing
delay in the completion of the order, give notice thereof in writing to the accepting officer and
put in a request for extension as considered necessary who after consideration of the
circumstances causing delay in the completion of the work may grant reasonable extension of
time.
Payment Instruction
18. Payment shall be made on part completion/completion of order, as per laid down stages
or quantities supplied.
19. After inspection and acceptance of stores by the authorized representative(s) detailed by
the consignee/accepting officer / headquarters.
20. Prescribed pre-stamped, pre-receipted bills in triplicate will be submitted to the paying
authority after fulfilling conditions 18 and 19 above.
21. Original copy of fabrication order will be attached with the bill.
22. Bills will be subjected to pre-audit by associated finance before releasing payment.
23. Payment will be made through A/C payee cheque only.
24. Paying authority is ….., who is responsible to release payment and issue cheque after
completion of above stated formalities.
Defective Workmanship.
25. If the work done is found to the defective and workmanship poor during the guarantee
period, the department may reject the work done. It shall be the responsibility of the firm to
made good the rejected work done at his risk and cost either by procuring raw material from the
local market after its approval by the Department or by purchasing stores from the Department at
the rates mentioned for over issue of stores in this order, provided Department is in a position to
supply such stores, failing which the firm shall have to make its own arrangements for
procurements of stores so required.
Warranty
26. The firm shall stand a guarantee for the work done for period of one year from the date of
completion of order. Any defects noticed during the warranty period shall be notified to the firm
123
in writing by the consignee/accepting officer. The firm shall rectify the defects within the time
stipulated in the in the notice failing which the department may be the defects rectified at the
risk and cost of the firm.
Release of Security
27. On successful completion of works, 100% amount retained as security deposit shall be
release to the firm after acceptance of stores by the consignee.
Outstanding Dues.
28. The department reserves the right to recover any outstanding dues of the firm from the
sums available with it or other departments and the furnishing of security deposit by the firm
shall be deemed as unconditional acceptance of this condition by the firm.
Post Inspection
29. The accepting officer reserves the right to subject the work done to a second inspection
by an authority nominated by him or to inspect the stores himself and may reject them or
indicate rectification, if not found conforming to the laid down specification,within a period of
six months from the date of acceptance by the normal inspecting authority even if the stores have
been accepted, passed and paid for. The firm shall comply with such instructions with a period
of one month at his (firm’s ) cost.
Yours faithfully,
Scrutinised
UA GE/SLA (Accepting Officer)
Designation
NOT ON FIRST COPY
Certified that –
1. The fabrications are being done under items 5(a) (i) of table `B’ of MES Regulations:
or
2. The fabrication are being done under item 5(a) (i) of Table `B’ of MES Regulation as the
works are urgently required and delay would be detrimental to public service
3. The quotations have been called for from ….. firms and the lowest quotation has been
accepted. All the firms/suppliers from whom quotations were called for are registered with MES
Sales Tax Authorities and possess Sales Tax No …………. Sales Tax No of firm M/s
…………….. is …………
4. The funds are available to meet the cost of fabrication.
5. The cost of fabrication is chargeable to code head. I … job no….. Minor/Major Works
Special repair or maintenance
Items 1 to 4 checked and found correct.
Unit Accountant
Garrison Engineer Garrison Engineer
Note : 1. Enter the name of the firm and its Sales Tax No in item 2 above with respect to
the firm on whom the order is being placed.
2. While filling the form, strike out which ever is not applicable, particularly where
stroke (√) is given on an alternative is indicted.
124
Appendix `K’
(Precis No 1652) (Refer Para 26)
Tele : 3019626 Sena Mukhyalaya
Pramukh Engineer Sakha
Army Headquarters
Engineer-in-Chief’s Branch
DHQ PO New Delhi – 110011
06 Aug 87
A/03109/ESP-1 (P&C)
Chief Engineer
HQ Southern Command
HQ Eastern Command
HQ Western Command
HQ Central Command
HQ Northern Command
LOCAL PURCHASE IN MES
1. It has been brought to the notice of E-in-C Branch that while resorting to local purchase,
some of the MES Units and formations are not following the procedure correctly as laid down
vide this HQ letter No. A/03109/E3 P&C dated 24 Apr 84 and No. A/03109/E3 P&C dated 11
Dec 84.Besides procedural irregularities , a number of cases undesirable practices being
followed by the junior staff on the ground, with respect to inspection and acceptance of stores
have also been reported. Some of the practices brought to notice of this HQrs, being followed on
the ground are as under:-
(a) Quotations are being floated to a number of bogus firms and to a fixed group of
trades forming a syndicate, more or less resulting in “ring tendering”.
(b) Rates accepted are much higher than the general market rates.
(c) The specification given in the quotations are incomplete.
(d) Supply orders are being place don a fixed set of suppliers.
(e) Orders are split to keep them within the powers of lower CFAs.
(f) ISI marked items are not being procured and the like.
2. Very comprehensive instructions with respect to registration of firms, calling of
quotations, placing of supply orders, receipt and inspection of stores and so on have been laid
down in the supply of stores and Work Orders for repair and fabrication jobs have been
circulated vide this HQrs letter No A/03109/ESP-1 (P&C) dated 09 Feb 87.
3. It may please be brought to the notice of all purchasing officers that, where available, ISI
marked items shall only be procured. Items which has not been given ISI mark, shall conform to
ISI specifications or superior specifications and supply orders shall have complete specifications.
The word “equivalent” will NOT be used in the specifications/after the description of the item in
the supply orders.
4. Where central Div-stocks/Div-stocks are authorized in a station, normal procurement
shall be done by it and individual resort to local purchase only in emergency after obtaining NA
from the central div stock. As far as practicable, maximum purchases should be done centrally
except to meet emergent requirement as stated above. Purchases, should preferably, be done
from the authorized dealers, through competitive quotations as far as practicable.
5. It is, therefore, advised that suitable actions may please be taken at your end to ensure
that the instructions issued by this HQrs are followed in letter and spirit; and irregular practices,
if any, followed by the lower formations/MES units are detected and brought to an end
expeditiously.
6. Please acknowledge.
7. This has the approval of Addl D G E SP (ML Khattar)
PBSO
SO-1/ESP-1 (P&C)
For Engineer-in-Chief
125
Appendix `L’
(Precis No 1652)
(Refer Para 26)
Tele : 3C19624
Sena Mukhyala
Pramukh Engineer Shakha
Army headquarters
Engineer-in-Chief’s Branch
Kashmir House
DHQ PO, New Delhi-110011
A/03109/ESP-1(P&C) 03 September 1987.
Chief Engineer
HQ Southern Command
HQ Eastern Command
HQ Western Command
HQ Central Command
HQ Northern Command
Comdt, CME Pune,
STREAMLINING OF PROCEDURE FOR LOCAL PURCHASE/
LOCAL REPAIR /LOCAL FABRICATION WORK ORDERS IN MES.
1. Reference this HQ letter No A/03109/ESP-1 (P&C) dated 09 Feb 87.
2. From the Supply Orders received in this Headquarters, for countersignature, it has been
observed that the Units are not following the standard formats nor are they floating quotations
correctly, necessitating obtaining of clarifications. Some of the salient aspects needing attention
are explained in the succeeding paragraphs.
3. All firms registered with you for providing stores must have Sales Tax number allotted
by the local Sales Tax Officer of the State Govt. The Supplier/firm registered for job
order/repair orders requiring incorporation of stores supplied by them are thus have to obtain
Sales Tax number. The Stations where registrar of firms exists, the firms with whom the MES
units/ formations intend to conduct business must get themselves registered with that authority.
4. Where the firm do not trade in stores and are registered with MES units/formations for
petty jobs of repair/reconditioning only without supply of stores and are not required to provide
the stores for replacement/incorporation, there is no need to quote their Sales Tax number in all
copies except the first one of the Supply Order. However, it should be stated “no Sales Tax
number” against their names in the records of registration of firms as well as in the Supply Order
place on them.
5. Please note that while calling quotations/offers, all the conditions of supply contained in
the supply Order must be included in the quotation/offer. Other special conditions peculiar to the
stores/job/repair work, not included in the standard form, may also be included in the
quotation/offer. It shall be ensured that all conditions included in the Supply Order has the prior
concurrence of the Supplier/firm either in the first instance by inclusion in the quotation/offer
letter or through subsequent correspondence, where felt essential. While negotiating with the
lowest offerer, no such clause shall be accepted/omitted which has negative financial effect and
which has significant effect on the specifications. In such an eventuality, instead of negotiating
with the lowest tenderer, the quotations should be recalled.
6. Please acknowledge.
(SM Chopra)
Col
Offg. Addl DG ESP
For Engineer-in-Chief
126
Tele : 3011812
Appendix L(contd)
Addl Dte General of Technical Examination
Quartermaster General’s Branch
Army Headquarters
Kashmir House.
DHQ PO, New Delhi-110 011
98148/Q/Addl DG TE 30 May 86
Supdtg Technical Examiner
HQ Southern Command ,Pune
HQ Eastern Command ,Patna
HQ Western Command ,Chandigarh
HQ Central Command ,Meerut
HQ Northern Command ,Jammu Cantt.
SUPPLY ORDERS – CHECKING OF
1. Consequent to the revised charter for the Additional Directorate General of Technical
Examination issued under Govt letter PC IF. 98/46/Q/CTE/1313/D (Wks-II) dated 08 Apr 1985,
this Branch is also responsible for checking a percentage of supply orders for stores procured for
works and maintenance services other than those through DGS&D sources to see whether there
is any ambiguity in the description which may lead to supply of substandard stores and to see if
excessive rates have been allowed.
2. All Inspecting Officer will go through the contents of the letters A/03109/E3P&C dated
24 Apr 84 and 11 Dec 84 issued by the E-in-C’s Branch to all Command Chief Engineers and
Comdt CME, Pune, where detailed procedure have been laid for direct/local purchase of stores
by the MES formation/Units. While carrying out the technical check of supply orders, the
guidelines laid down in the above referred letter should be kept in mind.
3. Though the E-in-C’s instructions are very exhaustive yet I would like you to please keep
the following in particular in view:
(a) That orders placed on trade either for stores or job works is invariably entered in a
proper bound comparative statement register and the pages concurrently marked
and certified by an officer and the Unit Accountant of the office.
(b) That all orders placed on trade and their quotations issued are concurrently
numbered and are available at demand. It is incumbent that minimum 10% of the
supply or job orders placed in the last quarter of the financial year should be
checked while in respect of other quarters the percentage check should be at least
5 per cent of the orders. This quantum of percentage will be re-examined after the
first year depending on the extent of work involved. These percentages are only
applicable for this year.
(c) Particular attention should be paid to the description of stores. It should be
checked that the Government letter No A/03109/W/P&C/SOI/321/DOI/D (W-I)
of 2.4.84 and E-in-C’s Branch, Army HQ letter No A/03109/W/W/P&C of
4.12.84 are not violated. Particular attention should be paid to the description of
stores ordered. Neither it should be ambiguous nor should it give an unintended
benefit to the contractor or supplier. The description of stores should tally with
the ISI description and the relevant ISI number should also be stated. In respect of
the items, which are not on ISI, the description should be as prevalent in the trade.
127
(d) The description of the stores to be procured should state the capacity of the
packing material as the price varies from size to size of the packing.
(e) While demanding the spare parts, the description should be absolutely clear to
indicate that only the spare parts are required and not the complete item. While
placing supply order for spare parts where cat. Part numbers are available, the
same should be indicated.
4. It is also incumbent on our Technical Examiners to see that the exorbitant rates are not
being allowed for one reason or the other. The following guidelines should be kept in mind:
(a) The rates should be comparable on an Area basis. The stores purchased under
Table B item 5 (a) (ii) of MES Regulation should have been consumed with 3 to 4
months time and procurement not restored to for stocking purposes.
(b) The prices of procurement should be comparable with the price list of the
manufacture after deducting the discount stated in para 2(c) (ii) of the Government letter
No A/03109/W3/P&C/SO 1/321/DD1/D (W-1) of 7-4-84.
(c) It would be desirable if the suppliers/contractors are asked to quote the excise
duty and the sales tax separately as in certain cases, the excise duty is exempted in
respect of Defence Supplies and the sales tax is paid only at the first point.
(d) Rates quoted should be with reference to the accounting unit and not the lump
sum.
(e) You may like to advise GE/CWE/CE Zone that they may like to include in their
orders provision for verification of vouchers of the manufactures whenever stores are
procured from source other than the manufactures.
5. In MES, the practice of ordering job orders is rather on increase. They must be analyzed
more thoroughly. The feasibility of ordering on Term Contracts should be examined.
6. As per latest instructions we are also supposed to check the performance and employment
of the DEL. Besides other things, which you would be doing, I would like you to please pay
particular attention to the consumption of stores in relation to the labour employed.
Sd/-
(VN Agrawal)
Maj Addl TE
Copy to :
Addl DG (ESP) – for info please
128
Appendix ‘M’
(Precis No 1652)(Refer Para 26)
Tele : 3019626 Army Headquarters
Engineer-in-Chief’s branch
Sena Mukhyalya
Pramukh Engineer Sakha
DHQ PO New Delhi – 110011
10 Jun 86.
A/03109/ESP-1(P&C)
Chief Engineers
HQ Southern Command
HQ Eastern Command
HQ Western Command
HQ Central Command
HQ Northern Command
SUPPLY ORDER CHECKING OF
1. Under the provisions of Govt of India Ministry of Defence letter No PC 1 F-98/46/Q/
CTE/D(W-II) dated 08 Apr 1985 Addl Dir General TE, QMG’s Branch, has been authorized to
examine the supply orders in the revised charter of duties. The extract of para 5 of Appx ‘A’ to
the said Govt letter is appended below :
SUPPLY ORDERS FOR STORES
2. Para 5 “The Technical Examination Branch will check a percentage of supply orders for
stores procured for works and maintenance services other than those through DGS&D sources to
see whether there is any ambiguity in the description which may lead to supply of sub standard
stores and to see if excessive rates have been allowed”.
3. By virtue of above Govt orders Superintending Technical Examiners of respective
command have been authorized to carry out technical check of supply orders in MES formations.
4. All lower MES formations under your command may suitably be informed.
Sd/
129
AppendixM
(Precis No 1652)(Refer Para 26)
Extract from E-in-C’s No 66449/E2A dated 24 – 6- 69.
OPERATIONAL WORKS PROCEDURE – TECH INSTRUCTIONS.
Para 13 - Stores for Op. Works may be issued from Engineer Stores holding units on which
the unit executing the works is dependent. Stores issued for Op. Works will be struck off
charge for audit purposes.
Para 14 - If any stores required for Op Works are not available either with the field
formations or the engineer stores holding units, these may be procured from within the area of
responsibility of the Op Comdr.with his specific sanction.
Para 15 - Where the stores are required from outside the area of responsibility, these may be
procured from anywhere in India under general or special sanction accorded by Corps. Comdr or
GOC-in-C. The supply bills will be supported by following:
(a) Sanction of the Comdr competent to do so.
(b) Certificate to the effect that stores have been purchased from the nearest station,
quotations called for and lowest accepted. However, where departure from this is
inescapable, reason there for will be recorded.
(c) NA Certificate from the Eng Stores holding unit for local purchase of items of
stores of dep supply.
(d) Original copy of SO.
(e) Certificate to the effect that stores have been taken on charge giving ref. to RV No
and ledger page No.
130
Appendix ‘N’
(Precis No 1652) (Refer para 26)
PROCUREMENT OF SPARES – ME & CONSTRUCTION PLANT
1. Central provisioning of maintenance and overhaul spares for all ME and Construction
equipments of engineer origin is carried out by this HQ. The demands for spares, particularly
those required by the base workshops against vital requirements and unit “Equipment Out of
Action” (EOA) demands and demands for other urgent and operational requirements are to be
met by the depots by local purchase/procurement action by them.
2. When spares are not available in depot stocks and deliveries against pending demands are
not expected in the near future the depots will take the following action against the EOA
demands and other urgent and operational requirements of the units workshop.
(a) OC depots will procure the item demanded by local purchase.
(b) Demands will also be met by resorting to direct purchase of stores against DGS &
D rate contract provided these can be obtained from the ready stocks of rate contract
holder or within a period of about four month or so, but not later than the date of
materialization of dues-in of outstanding spares against existing E-in-C indents. The
delivery date will be confirmed in writing from the rate contract holders before
demands/supply order are place.
(c) Failing action as in (b) above, procurement can be carried out under the
provisions of Ministry of Defence letter No 33600 E3A/2/1957/SOE/D (W-I) dated 21
Aug 67.
3. It will be ensured that all dues in against depot procurement are reflected when provision
review draft indents of this HQ are sent to ESDs for verification of stock details.
4. Every endeavour will be made to procure the spares required against the unit/workshops
demands as indicted in Para 1 above. Only in such cases where spares cannot be so procured and
issued to the units/workshops, deposits will issue N.A. certificates to the indentors.
5. MES formations will be provided with N.A. certificates to enable them to resort to local
purchase/manufacture when stores are not held in stocks.
6. It will be ensured by the depots that funds are demanded/sanctioned before any
procurement is made and timely action will be taken for submission of required funds in the
periodic budget reports/returns.
7. No spares will be procured for stocking.
8. This cancels this HQ letters issued on the same subject as shown below:-
(a) No. 50664/E3A/2 dated 5 Jun 65.
(b) No 50263/E3A/ dated 18 Sep 65.
(c) No 50263/E3A/1 dated 26 Jun 68.
(d) No. 34072/Gen/E3 R & S dated 20 Feb 68.
9. Please acknowledge.
Sd/- x x x x x
(Tarlochan Singh
Brig
DESP
For Engineering-in-Chief
131
Appendix ‘O’
(Precis No 1652)
Tele: 3019624
A/03109/ESP-1 (P&C) Dte Gen ESP/ESP-1 (P&C)
Engineer-in-Chief’s Branch
Army Headquarters
Kashmir House
DHQ, New Delhi – 110 011
List A & B 14 Jun 90
PROCUREMENT OF DIESEL GENERATING SETS AND SPARES
1. A case has taken place in one of the Commands wherein grave irregularity has been
committed in the procurement of Diesel Generating Sets and the spares as under:
(a) Technical sanction issued by the CWE did not indicated the detailed list of two
years normal spares.
(b) A contract was concluded by the CWE for the supply for generating sets without
spares though they formed as one item as per the Adm Approval.
(c) CWE did not approve the list of reserve spares as required under para 876 RMES.
(d) Though the work of supply and installation of generating sets was completed on
27 Nov 84, spares were procured by two GEs later at different rates at the same station
which were very exorbitant through 84 supply order which were split up to keep the
amount of each supply order within their own financial powers thereby violating the
provisions of para 748 RMES, this HQ letter No A/03109/E3 P&C dated 11 Dec 84 and
note (ii) under Rule 147 PRI Part I.
(e) The cost of spared actually required as per the list indicated by the manufactures
worked out to be far less than actually procured.
(f) Spares borne on DGS &D Rate Contract have been procured from the local
market on supply orders in violations of para 743 RMES.
(g) Generating sets and spares have been procured from firms other than the original
equipment manufactures.
(h) The work was delegated by the Chief Engineer in favour of CWE but spares were
procured by the GEs without any delegation in their favour or approval of CWE as
required under para 876 RMES.
(j) Reasonability certificate was endorsed by only one officer instead of by a Board
of Officers as per this HQ letter dated 11 Dec 84.
(k) Names of the firms to whom the quotations were issued were not approved by the
CFA as per para 7(c) of the HQ letter dated 11 Dec 84.
(l) The rates were negotiated with the lowest tenderer by obtaining discount to the
extent of 2% to 10% after the receipt and opening of quotation.
(m) Quotations were not issued to the authorized agents/dealers of the manufactures
as mentioned in para 7(c) of this HQ letter dated 11 Dec 84.
(n) Almost all the supply orders were placed on 5 firms only indicted ring-tendering.
(o) Spared were procured by E4 Section instead of E3.
2. The above irregularities have emerged as an Audit Para. While the case is going to be
investigated through a Staff Court of Inquiry and the delinquent officers will be suitably dealt
with under the existing rules, the following remedial measures/instructions are issued for strict
compliance to avoid recurrence of similar irregularity elsewhere in future at all levels of the
MES formations. These instructions do not supersede the existing instructions in any way and
will be read in conjunction with them.
132
(a) Technical sanction should contain the detailed list of items to be procure which
should be priced items-wise alongwith their detailed specifications.
(b) Schedule ‘A’ of the tenders should be specific to indicate the exact scope of work
which should not be split up at the time of acceptance.
(c) Provisions of Govt. of India, Min of Def letter No A/03109/E3P&C/SOI/321/
DO-I/D(W-I) dated 07 Apr 84, as amended and this HQ letter No A/03109/E3P&C dated
11 Dec 84 as amended, should be strictly followed.
(d) As a result of check of supply orders carried out by the TE Branch, certain
common irregularities were notice by them against which these remedial measures have
been issued vide this HQ letter No A/03109/ESP-I (P&C) dated 06 Sep 89. These should
be strictly followed and the points should be checked during the course of vigilance
check at all levels.
(e) Provisions of para 748 RMES, para 7(a) of this HQ letter NO A/03109/E3P&C
dated 11 Dec 84, as amended and Note (ii) under Rule 14 FRI Part I should be strictly
followed with to safeguard against the splitting up of demands / supply orders.
(f) Reserve of spares, wherever required, should be approved before resorting to their
procurement.
(g) Provisions of para 743 RMES will be strictly followed with regard to procurement
of items borne on the DGS & D Rate contracts.
(h) Quotations will be issued to the firms borne on the approved list of suppliers by
rotation so as to give a change of every approved supplier to quote rated against the
quotations issued by the Deptt. Performance of the firms will, however, be reviewed
periodically so as to weed out firms with bad record.
(j) Negotiations of quotations will not be done after the same have been opened.
Instead the desirability of re-inviting the quotations can be considered.
(k) The stores will be procured centrally through E-3 Section only under the aegis of
BSO/SBSO as per para 71 and 72 of the Barrack Service Memorandum. Reasonability of
rates in respect of E/M stores and spares will, however, be endorsed by a Board of
Officers in which an E/M officer will necessarily be a member.
(l) Instructions issued by Addl DG TE, QMG Branch vide their letter No
98148/Q/Addl DGTE dated 30 May 86 which contain reference to spares as well will be
strictly followed.
(m) Formats circulated under Min of Def letter No A/03109/ESP-1 (P&C)/SO-
1/25/DOI/D (W-I) dated 07 Jan 87 will be followed for placing supply orders /work
orders.
(n) A delegated work will not be further delegated except by the original delegating
authority. As regards the responsibility for the delegation on financial powers, the same
will be regulated by the provisions of para 65 FRI Part I
3. All the above aspects should be watched through vigilance check being ordered at
various levels to arrest the recurrence of irregularities.
(Anup Singh)
Col.
Director / ESP-1
For Engineer-in-Chief
DISTRIBUTION
List C & R
133
Precis No. 1653
Management Department
METHOD OF INDENTING
Introduction
1. This précis deals with method of indenting stores.
2. It will be seen from para 877 of Regulations for the Army and Govt of India, Ministry of
Defence letter No 42303/ 6/E3A/2/1774/SO I/D (W-I) of 8 Jul 65, that Corps of Engineer
including MES are responsible, in relation to Engineer Stores for the following :
(a) Provision of Eng Stores of Engineer Origin against UE including initial provision
and subsequent replacements and for training purposes.
(b) Provision and holding in stock of Eng Stores of Engineer origin against various
reserved authorized.
(c) Provision of Engineer Stores of different origin from the sources of supply for
work services, irrespective of whether these services are for Army, Navy, air
Force or DGOF Organisation.
3. See Precis Nos. 1651 and 1652.
UE and Reserves
4. The responsibility for provision against UE etc. is fully of the E-in-C and for Reserves
partly with E-in-C and partly with CEs Command.
Initial Issue
5. Initial issue of plant, equipment and other items of Eng Stores of Eng Origin based on
their PET/WET will be made without demand. To facilitate release, Eng Group and Canters
where the units are raised will furnish to E-in-C the following information:-
(a) Readiness of the units to receive stores if released.
(b) Nearest Railway station of the consignee.
(c) UE (Unit Entitlement)
(d) Holding and Dues-in, if any.
All other units, for initial issue, will submit their demands for stores on E-in-C’s Branch
or controlling ESD’s in Form No. DER(P) No.1, direct with copy to CE Command.
6. Detailed instructions are laid down in the following:
(a) Army HQ letter No (GS Br) 75361/GS/WE 1 dated 16 Dec 67.
(b) SAO 21/S/67 as amended by AO 558/67 and 35/68.
7. Plant and Equipment declared DER/BLR by EME will be replaced automatically by E-in-
C as soon as casualty to the effect is published by the Unit (which should be within 24 hours
from receipt of EME report). If no issue order is received within two months a demand in
DER(P) form 1 will be sent to E-in-C direct, copy to CE Command.
8. Similarly, plant and equipment awaiting light/field repairs for which spares are not
available and not likely to be available for four months may be back loaded to ESDs and
replacement demanded on E-in-C directly with EMEs certificate regarding non availability of
spares etc., and Copy to CE Command.
9. (a) All items other than plant and equipment whether to make up deficiency or in
replacement will be demanded in form DER (P) No 1 on E-in-C through departmental
channels. For common user items falling in certain sub- sections of SDLES which have
been decentralized and control delegated to ESDs as per E-in-C No. 27141/2/E3A1 dated
26/28 Aug 61, the demands are to be submitted to the ESDs concerned. (See Precis No
1652).
134
(b) In case of items lost a copy of the loss statement should be attached, in support of
the demand. Similarly for item u/s due to fair wear and tear, copy of the condemnation
proceedings should be attached.
Training
10. Demands for stores for carrying out essential training will be demanded on E-in-C
through department channels in form No DER(P) No. 1.
Work Services
11. Stores required for work services comprising of Original Works i.e., Major Works or
Minor Works, or Maintenance services i.e., Repairs, Renewals, will be demanded by the
authorities planning the projects. Further requirements if any will be demanded by the CWE
concerned who will also demand stores for Central Div Stock.
12. For works requirement every type of Engineer stores as required will be demanded as
follow:
Stores of Eng Origin - in DER(P) Fom No. 1 - through departmental channels to
E-in-C or controlling ESDs
Stores of Ord Origin - on Central/Comd Ord Depot concerned. Form No IAFO-
2705
ASC Origin - in Form No IAFZ-2098 on dependent supply depot.
13. Stores of Engineer Origin
SDLES has to be followed for demanding Eng stores of Eng Origin, SDLES No should
be shown correctly. Designation and description (including) dimensions) both physical and
technical should be as in the SDLES. So also accounting unit.
Stores NIV (not in Vocabulary) should be grouped with similar items in the same sub-
section.
Separate demand are required for each sub-sections of the SDLEs.
Special instructions should always be given if any, on the indent itself and not on the
covering letter, e.g., Demand for Heavier sections of steel which are required in specific lengths
should contain remarks to the effect.
14. Stores are released with precedence as follows:
Max Period When wagon reqd are When MIL RAIL
Six and placement can Assistance is
be locally arranged required
(a) OP IMMEDIATE One Week 3 days 7 days
(b) PRIORITY Two weeks One week Two weeks
(c) ROUTINE Four weeks Two weeks Four weeks
15. Indents for machinery or spares on ESD (Machinery) KANKINARA are to be initiated
on IAFW-2332.
Stores of Ordnance Origin
16. After ascertaining from the SDLES that the items required are of Ord Origin, demand
should be prepared as per the following categories:
COS - Catalogue of Ord Stores for General Stores.
COC - Catalogue of Ord Clothing for Clothing
CMTS - Catalogue of Mech Tpt Stores
17. For initial issue of Eng Stores of Ord Origin instruction as at paras 5 and 6 above exist.
See a letter Sl. No.3 of Appendix ‘A’ to this Precis.
135
18. Instructions on preparation of indents are printed on the cover of IAFO-2705 (which are
issued in pads) are as follow:-
(a) To be used when demanding Ordnance Stores, MT Stores, Clothing and
Accessories and Ammunition.
(b) Each demand must bear a unit reference number.
(c) Demands will be prepared for each catalogue sub-section and make and type of
vehicle/technical equipment.
(d) Demands will be prepared in duplicate, Original copy, will be forwarded to the
AOC Establishments concerned under cover of schedule of indents (IAFO-2483) and the
duplicate retained by the unit.
(e) Quote L1/Part or Catalogue Number for demands for MT stores and give correct
designation for all stores demanded.
(f) Complete data in regard to vehicles for MT stores demanded.
(g) When compliance of (e) and (f) are not possible, make your demands known in a
COMMON SENSE manner.
(h) Necessity for demands must always be indicated by expunging certificate (a) (b)
and (c) whichever is not applicable.
(I) When stores are required to replace those lost, attach copy of the relevant Loss
Statement to the demand.
(j) NOT more than 12 items to be included on any one demand.
19. General instructions and detailed procedure are contained in AO 788/64. See also SAO
33/5/64.
20. As all works requirements are payment issues, the type of the demand in the approximate
column should be correctly marked as ‘Payment’, against authority MES Regns should be
shown. Para 735 and Appendix ‘M’ of MES Regns refers. In addition, endorsement as follows
are required :
“Funds are available in…….(cite financial year)”
“Payment by Book Debit”.
Stores of ASC Origin
21. The procedure for obtaining stores from ASC is identical. Particulars to be filled in Form
No IAFZ-2098 are similar Ord. See para 16 above.
DGS & D and Stores of Local Origin
22. Procurement of stores through DGS & D is dealt with in Precis No 1654 and Local
Purchase in No 1962.
23. Divisional Stock and Central Divisional Stock
Stores from Div Stock and Central Div Stock are indented on IAFW-2274 by the section
executing the work i.e., Division of the GE’s Division.
24. General
Stores required against UE are supplied free of cost. Stores for training are charged in FP
& TG (Field Practice and Training Grant), ATG (Annual Training Grant) of the units concerned,
AI 131 of 1953 as amended and SAO 25/S/68 refer respective Stores for work services whether
executed by MES Divisions or Engineer Works Section are to be paid for at full rates.
Conclusion
25. A list of orders and instruction dealing with indenting of stores and related matters is at
Appx. ‘A’ to this précis.
136
Appendix ‘A’
(Precis No 1653)(Refers Para 25)
ORDERS AND INSTRUCTIONS FOR INDENTING OF STORES
Reference : Order and Instruction Subject
1 G of I, M of D letter No Loan issue of Ord Stores / Eqpt to Units /
0/393/MG(C)/E /2163-C/D (GS-IV) Formations.
dated 2 Nov 64
2 G of I, M of D letter No. Supply of Engr stores of Eng Origin including
42308/3E3A/2/ 1774/SO I/D (W-I) provisioning and Issues:
dated 8 Jul 65 (a) Authorised in Scale.
(b) For training.
(c) On loan.
3 Army HQ GS Branch No Policy and Procedure of Issue-Ord Stores,
15730/GS/WE3 dated 15 Apr 66 Controlled Stores.
4 Army HQ GS Branch No Policy and Procedure for Control and Issue-Eng,
75861/GS/WE 1 dated 16 Dec 67 Stores of Engr Origin
5 AO 788/64 as amended by AO 98/65 Procedure for preparation and submission of
Indents for Ord Stores.
6 AO 293/67 and AO 170/68 & 88/71 Indents outstanding in Ord Depots for 12 months
AO 187/66 are automatically cancelled.
7 AO 408/69 Same as (6) above for Engineer Stores. Also
procedure regarding demands on ESDs.
8 AO 421/63 as amended by AO 35/64 Procedure for issue and back loading of Eng Plant
and AO 417/66 and Eqpt of Eng Origin
9 AO 410/66 and AO 264/67 Procedure for demand and issue of spares for
Bridging Eqpt and Pontoons.
10 AO 301/64 as amended by AO Procedure for demand and issue of Oxygen and
408/66 (Corr 47/66) Acetylene gas
11 AOs 308/60, 414/64; 344/65 Issue of Ord stores to newly raised units
12 AO 11/64 as amended by AO 429/64 Issue of Bleaching Powder stabilized.
13 SAO 21/S/67 as amended by AO Issue of stores to units ordered to be raised
558/67; and AO 35/68 (Corr 72/67)
14 SAO 11/S/51 Issue of vehicles
15 AO 192/62 Issue of tyres, tubes and batteries
16 AO 487/69 Consumable/expendable stores of Ord supply-
Authorisation and demanding of
17 AO 521/62 as amended by AO 26/64 Issue of soap yellow, dubbin etc
18 AO 47/64 & AO 436/67 (Corr Special instructions for preparation of indents for
51/67) Dry Batteries and Cells.
19 AO 356/65 Indenting of Lanterns Hurricane.
20 AO 105/67 Bridging Eqpt, COS E2-Transferred from Ord to
Engr
137
21 AO 178/66 and AO 180/67 Cordage Sisal/Manila
22 AO 102/68 Payment Issue Indents-Rates-Ord Stores
23 AO 32/S/68 Procedure for the demand, supply and reporting
expenditure of practice ammunition demolition
explosives and mines
24 AOs 562/63, 144/68 Procedures for issue and demand of spares-
ESD(M)
25 AO 232/69 -do- KOMATSU TRACTORS ESD Dehu Road
26 AO 413/63 Issue of Padlocks GI.
27 AO 43/65 Policy on storage and Issue of Ammunition
28 AO 401/65 and AO 364/69 (Corr Obsolete and Obsolescent – defined
64/69)
29 AO 493/AO 201/69 (Corr 36/69) Repairs and Replacements-Stores and Eqpts other
than Class A & B Vehicles
30 AO 577/67 and AO 242/69 (Corr Return of Plant and Machinery-ESD(M)
40/69)
31 AO 591/53 Return of Eng Stores/Eqpt of Eng Origin
32 AO 14/S/69 Expenditure-Repair/Replacement of mobile Eng
Stores of Eng Supply
33 AHQ, E-in-C’s Branch No Report of the Commander for indenting procedure
27985/IND/E3 P&C dated 30 May and implementation thereof
76
34 Army Headquarters, E-in-C’s branch Contract System of Govt purchase
letter No 27985/ND/E3P & C dated (i) Procedural directives for the purchase of store
4/27 Sep and 19 May 77 required exclusively by department of defence
35 Army HQ, E-in-C’s Branch letter No Procurement storage and distribution of Engineer
51559/E3 P&C dated 15 Sep 76 Stores
36 Army HQ, E-in-C’s Branch letter Expansion of delivery period in installments by
No. 27985/IND/E3P & C dated 30 firms and contracts
Oct 1976
37 Army HQ, E-in-C’s Branch letter No Classification of indents as operational and
27985/IND/E3P & C dated 19 Nov urgent.
76 and Even No 20 Apr 1977
138
Precis No 1654
Management Department
PROCEDURE FOR INDENTING ON DGS & D
Introduction
1. The responsibility of the procurement of stores required by the various Ministries of the
Govt. of India including the subordinate offices/branches under them, rests with the Min of
Supply.
This responsibility is discharged by Min of Supply through a Central Purchase
Organisation, headed by the Director General of Supplies and Disposals, with HQ at NEW
DELHI. This organisation is also represented by Regional Directorates, called Director of
Supplies and Disposals situated at Bombay, Calcutta, Kanpur and Madras who are under
DGS&D.
2. At HQ, the responsibility for procurement of various types of stores, is distributed among
the various directorates, referred to as Director of Supplies, as follows:
(a) Timber, Wood and Leather Directorate
(b) Vehicles Directorate
(c) Workshop machines and Tools Directorate
(d) Railway Stores Directorate
(e) Oil, Paints and Chemicals Directorate
(f) Miscellaneous Stores and Hardware Directorate Part of HQ DGS &D, New
(g) Electrical Stores Directorate Delhi.
(h) Civil Armaments Directorate.
(j) Mechanical Engg Stores Directorate.
(k) Project Directorate.
(l) Textile Directorate. This is situated at Bombay
3. The DGS & D caters for stores for State Govts and Public Sector Undertakings also.
4. Besides the DGS & D and the regional directorates stores are also procured through the
following:-
(a) DG, India Supply Dept. London.
(b) DG, Indian Supply Mission, Washington.
The State Trading Corporation of India also arranges import of stores on barter or rupee payment
basis.
5. DGS & D is also a source of supply of stores. (See para 735, MES Regns, 1968).
6. This précis deals with procurement of stores through DGS & D, New Delhi and DG ISD
London/ISM, Washington. (Para 734, RMES also refers).
Rate/Running Contracts
7. To meet the day-to-day requirement of various items of different kinds of stores
commonly required by the different departments of the Govt. of India and the State Govts. And
Public Sector Undertakings, the DGS & D concludes Rate or Running Contracts with the
manufacturers with the country.
8. Rate contracts provide for supply of stores mentioned there in against supply orders. The
rates for items, the period covered the contract and the officers who are authorized to place
supply orders, are all stipulated in the contracts.
139
9. The officers who are authorized to place supply orders on a rate contract are known as
Direct Demanding Officer (DDOs). Govt. Officers who have not been declared DDO’s should
place an indent on DGS & D or the Regional Directorates for arranging supply.
10. Supply orders on Rate contracts are placed in form No DGS & D No 131 which is
supplied by DGS & D against demand Orders should conform strictly to the provisions of the
contract.
11. It is important to note that the suppliers are not bound to adhere to the date of delivery
shown on supply orders. The DDOs who can avail of the provisions of the Central Sales Tax
Act and issue certificates in Form D for Inter-State Sales Tax recovery should indicate this in the
column for special instructions at page 2 of the supply order.
12. Running Contracts on the other hand can be operated only by DGS &D and covers only
such stores and quantity as has been indented on DGS & D in advance. There is guarantee on
quality with a margin of 25% plus or minus, during a stipulated period.
13. The first symbol indicated in the Rate/Running Contracts Nos gives the section in which
the particular items are dealt with Full particulars of the section and the Directorate to which
these sections are attached are given in para 2 above.
14. Correspondence in any stores matters should be addressed to DGS & D referring to the
Directorate and the section concerned.
15. DGS & D follows the Railway classification of stores which is given in the booklet
referred to in para 17 below:
16. Financial powers for placing orders on rate contracts are given at Item (4), Table ‘B’
MES Regns which are as under.
E-in-C CE CWE GE AGE(I) AGE
FP* FP* FP* FP* Rs 20000 Rs 5000
(*FP-Full Powers)
17. DGS & D publishes and forwards copies to DDO’s “List of Rate Running Contact”
concluded by DGS & D and current on 1st Apr (or Ist Oct) each year, in the form of a booklet.
This booklet contains also an index of items covered by Rate/Running contracts.
Indents
18. When stores required by an indentor are not held on Rate/Running Contracts, he has to
submit an indent on DGS & D. The form in which such indents are placed by Defence indentors
is DGS & D No 81. The indent should be marked to the section and Directorate dealing with the
items demanded. Separate indents are required for stores covered by each Directorate.
19. No indent will be placed on DGS & D if the value of stores covered is below Rs 25,000/-
(G of I, M of WHS, Dept. of Supply & TD OM NO 6-8-66PI dated 14 –10-66)
19A. There is no financial limit on placing an indent on DGS & D, although there is a financial
limit on placing a Supply Order on the Rate and Running Contracts according to the Powers of
Purchase of Stores of the purchasing officer concerned.
20. Indents for Stores required urgently may be marked “OP IMMEDIATE” and a certificate
to that effect attached with the indent submitted to DGS & D. However, this can be done only at
CE’s level and above.
21. Regarding procurement of stores from abroad, the policy is laid down in E-in-C No
27985/E3A/I dated 14/18 Mar 57.
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22. According to this policy, items for which indigenous production is not likely to be
established in the near future or not likely to be established even at a future date should be
indented on DG, ISD London/ISM Washington and not on DGS & D. But petty indents (of value
below 10 L or 25 $) should not be placed on our missions abroad.
(G of I, M of WHS No P-II-I (15)/63 of 14-10-63)
Application for import of stores are required to be referred to Technical Development
Wing for vetting from indigenous angle. For detailed instruction refer to G of I , M of
Commerce and Industries letter No D-7840/58-Imp. Pol dated 10-12-58 received under E-in—C
No 50448/E3A/FE dated 6-2-59.
23. In such cases where indents are to be place don ISD/ISM requisite Foreign Exchange
(FE) sanction has to be obtained from Min of Finance (Dept of E com. Affairs) Firm indents can
be place only after FE sanction has been obtained.
24. In some cases even DGS & D may require FE for procurement of stores indented on the
Directorate. Gut no FE sanction need be obtained if the value of FE is below Rs 20,000/- in
which case the FE will be met out of the bulk quota with DGS & D (DGS & D OO No. 84 dated
4-6-57 received under E-in-C No 27985/EA-I of 22-6-57).
Detailed instructions are also given on FE in E-in-C No 61870/E8 dated 14-6-57
25. Indents fore stores requiring FE will be submitted to E-in-C. Data in support of
requirement of FE will be furnished (see Appendix ‘A’ to this Precis) for obtaining FE sanction.
26. Firm indent will be placed after FE has been sanction and DGS & D etc. will allot their
own indent No which should be referred to on all future correspondence. Thereafter it is the
responsibility of DGS & D./DG ISD / ISM to progress the indents by calling of reopen tenders,
limited tenders and so on, all as per their own rules
27. The order placed by DGS & D etc. for supply of stores against indents are referred to as
AT (Acceptance of Tenders)
28. Detailed procedure to the followed for placing indents on DGS & D is laid down in G of
I, M of WH &S OM No 1/31/64-PI dated 24-6-66 (which issued in printed booklet and supplied
on request by DGS & D).
Inspection
29. All stores procured through DGS & D or other directorates, regional or abroad, whether
through Rate/Running contracts or ATs are subject to inspection by Dy General of Inspection,
New Delhi through his Inspectorates as laid down in the contracts/ ATs concerned.
30. The object of this inspection is to ensure that the specifications both physical and
technical, laid down in the Rate/Running Contracts/ATs are complied with by the suppliers while
supplying stores there under. Except in rare case all items are inspected prior to dispatch /
delivery to the consignees.
31. The Inspecting Officers issue Inspection Notes which are to be accepted and returned by
Consignees. Detailed instructions on inspections and preparation, distribution, acceptance and
submission inspection notes a laid down in G of I, M of WH & S No OM 19(I)/59-PI dated 2-5-
60. This OM deals with procedure to payments to suppliers.
Payments.
32. The rate/running contracts and ATs lay down the procedure for payment. Regarding
detailed procedure see paras below.
33. Normally all suppliers are entitled for payment against proof of dispatch by modes
approved by the DGS & D. The percentage various from supplier to supplier and from 80% in
the case of ATs to 90%, 95% or 98% for Rate/Running Contracts.
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34. All payments made against bills submitted by the suppliers by Pay and Accounts Officer,
Min of WH & S Bombay/ Calcutta./ Delhi as stipulated in the AT/Contracts.
35. The balance percentage payment is made on submission of bills duly supported by copies
of inspection on notes accepted by consignees.
36. If return of copies of inspection notes after acceptance is delayed over 2 months in most
cased the suppliers are entitled to receive balance payments due.
37. Rules regarding acceptance of documents on consignments received from abroad are laid
down in stores Accounting instructions (1965), Para 253, Chapter Six, FR Part I and paras 1126
to 1130 of Reg fro army also, may be referred to.
38. Though cement is ordered in terms of a Rate Contract concluded by DGS & D with STC,
the entire control is on a different organization called Cement Corporation of India. Order can
be placed only on allotment being received from that organization the procedure for inspection is
also different, inspection notes are replaced by consignee’s receipt certificate.
39. Neither the DGS & D nor the suppliers whether in India or abroad, whether they are
R/RC holders or AT holders are bound to adhere to any stipulated date of supply.
40. It is only foresight and advance planning that can bring the stores in the right place at the
right time. For latest amendments amplification slight modification to existing procedure refer
instruction orders given in Precis No 653 at Appendix ‘A’.
RECEIPT OF CEMENT IN MES
41. When the cement is dispatched by the firm to the consignee by rail, the consignee must
take the delivery of wagons on indemnity bond in case the R/R (Railway Receipt) is not received
in time by the consignee. But consignee must ask the firm to and the details of wagon Nos and
the quantity of cement dispatched and the station of dispatch, freight to pay or freight paid after
getting the indent by the supplier or firm. It must be ensured to the firm that any
demurrage/wharfage charges incurred consequent upon the delay of information on the part of
producer/firm, the recovery shall be made from the supplier’s bill. Cement should be looked at
Railways risk by words endorsed on RR to such destinations as may be notified by the buyer or
the indenting officer and all conditions of Railway Receipt shall be binding upon the buyer or
consignee. The Railway weight shall be accepted as correct.
42. The supplier / firm / consignors are responsible for obtaining the clear RR from the
railways while booking and dispatching the consignment. Endorsement of ‘S/C’ signifying ‘said
to contain’ and ‘packing conditions not complied with’ must not be accepted. Remark must be
endorsed o the indent to the Pay & Acct officer regarding with holding the payment to the firm
for any shortages in the consignment which is booked under RR having above remarks.
43. The endorsement must be made in the delivery book of railway held with goods
supervisor of the railway as the railway authorities do not give the shortage certificate separately
because the RR contains the remarks such as ‘said to contain’ and ‘packing condition not
complied with’. In all such cases the supplier must accept entire responsibility of shortages and
other material defect. In case of transshipment of cement or other goods enroute the entire loss
in respect of deficiencies and damages shall be borne by the railway and immediate action
should be taken to obtain the shortage certificate or partial delivery certificate. The claim must
be preferred on railways within six months under registered letters with copies to railway HQ, its
supdt office and the claim branch and the destination railway station. (In fact, the claim should
be received in the office of General Manager (Commercial) (Claims) within six months from the
date of Railway Receipt, failing which the claim will be treated as time-barred. The Photostat
copies of RR and the central purchase voucher must be kept in the office or final settlement of
the railway claim.
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44. When the material is booked at railway risk the claim for shortages and damages must be
preferred on railways as per above mentioned procedure. When the material is booked at
owner’s risk the entire loss or damages are to be borne by the consignee. However, in this case
the matter may be taken up with the higher authorities for getting the recovery made from the
firm as the goods have been booked at owner’s risk without any insurance of losses in respect of
damages/losses.
45. In case of insured material the firm and the Company dealing with the insurance and Pay
& Acct Office should be corresponded with simultaneously as the insurance company takes time
to send his surveyors for assessing the damages. The claim on railways should be made in every
case so that there is no ground for others to have the excuse of not making the claims on
railways.
46. For loses / shortages/damages in transit in respect of consignment booked under the clear
RR at railway risk, the suppliers will not be responsible. In such cases consignee will take up the
matter with carrying railways for direct settlement. A board of officers must assemble at
destination railway station to assess the damage/losses. The board shall be convened by staff
authorities. The loss incurred should be enquired by constituting court of Inquiry when the loss
is to be borne by the state.
47. For losses/damages/shortages in respect of consignment dispatched under unqualified
RRs or at owner’s risk RRs, the responsibility of losses/damages/shortages shall rest with the
company/suppliers and action should be taken immediately to correspond with Pay & Acct
Officer with copy to DGS & D, Company, CDAs and UA’s for affecting the recovery of the
losses/damages/shortage. The board of officer must be convened to assess the above losses by
station Headquarters. It is advisable to keep a photo copy of RR on the record. Further the
indentor/consignee must indicate on the company’s receipt certificate regarding the nature of
railway of railway receipt in the following ways:-
“The stores were dispatched under clear railway receipt or railway receipt marked ‘S/C’
(meaning ‘said to contain’) or SWA’ (meaning sender’s weight accepted’) ‘L & U by owner’
(meaning loading and unloading by owner’) or Loading not supervised by railways ‘or’ at
‘railways risk’ or at ‘owner’s risk.
48. In case of unqualified R/Rs or conditional R/Rs (where the R/Rs contain the remarks
showing that goods are not booked at railway risk or remarks as stated above are endorsed on
R/Rs and the R/R’s are not clear) and where the goods are found deficient/damaged on receipts,
the consignee should make an endorsement in the space provided on the form against details of
recoveries proposed by the consignee together with the amount to be recovered from the firm.
The consignee should immediately inform the Pay & Acct office under Regd A/D regarding the
recoveries to be made from the firm bill and copy of the letter to be sent to DGS & D with
request for giving necessary direction to P & A office for the recovery and also copy to company
for information. The copies of the above letter must be sent to CDAs/UAs and next higher
authority. IN case of any additional freight is demanded by destination Railway Station by way
of under charges etc. the same should be paid by the consignee on ‘Military Credit Note’ and
suppliers should be informed immediately with copy to destination Railway station charging
addition freight. In case the excess is wrongly charged by the destination Railways the
consignee should note that the intimation of the levy of the excess freight charged by destination
railway should be sent to supplier/company with in two months from the date of receipt of
consignment or with two months from the receipt of intimation form railways.
49. Pay & Acct office of DGS & D makes the payment of 98% of amount of the total
consignment of material/goods on submission of bills giving proof of dispatch of supplies
without inspection certificate, balance 2% payment is made to the firm on submission of bills
duly supported by the consignee documents which should indicate actual amount of freight paid
to railways in addition to number and date of railway Receipt. The consignee’s receipt should
143
indicate the shortages/damages required to be deducted from the firms bill and should be posted
under register post to the supplier. If the suppliers are unable to get the consignee receipt
certificate with-in a maximum period of three months (90 days) from the date of dispatch of
cement or other goods (i.e. the date of R/R) the supplies are entitled to get the balance 2%
payment without consignee receipt certificate therefore, action for intimating the
losses/damages/shortages to the firm, DGS & D, Pay & Acct office, CDA, UAs and immediate
superior office, must be taken immediately.
50. The suppliers are required to forward the railway receipt alongwith connected documents
under registered A/D post immediately after handing over the consignment to concerned railway.
The post cards containing information regarding wagons Nos the day the wagons dispatched and
loading advice must be sent under certificate of posting and express delivery. On Sundays postal
holidays, post card loading advice should be posted under express Delivery with late fee paid in
RMS. Any warfage/demurrage paid to railways due to delay on the part of supplier in sending
the above mentioned documents should be got dedicated from the firms bills by intimating the
amount to Pay & Acct office and the firm.
51. On receipt of goods, a board of officer should be detailed for checking the materials and
the defects, if any, found in the material should be reported immediately to DGS & D, the
Directorate of Inspections, Pay & Accts office, Company. The remarks in respect of defective
items must be endorsed on inspection note copy No 2 and 5 and send the information to Pay &
Acct office for with-holding the amount of recovery failing the company’s effort to
rectify/replace the material. This action must be taken within 90 days from the date of dispatch
52. In case of material not reaching the consignee within 15 days or one month after the
intimation given by the company regarding despatch of material, immediate action should be
taken to inform the company regarding non receipt of material with copy to DGS & D, Pay and
Account’s office, chief goods supervisor destination railway, chief claim officer Railways and
the immediate higher office. In no case a wait should be made for two to three month sand
railway authorities should be asked persistently regarding the missing consignment alongwith
copy to firm. Pay and Account officer should be asked immediately without any loss of further
time to recover the amount from firm’s bill and simultaneously claim should be preferred on
railways with copy to firm. The correspondence on claims should be done by registered post.
53. Handling contract.
The contract for handling of stores should be concluded after obtaining ‘Non availability
certificate’ from ASC or the other Govt deptt entrusted with or handling the transportation of
stores in bulk. Generally the trucks are required in large quantity as the consignment is large and
the goods/material/stores are to be lifted in very short interval of time (i.e. with 24 hours of
unloading of stores) as the platform is to be rendered clear to avoid warfage. As such a handling
contract is to be concluded on IAFW-2320 under which fixed rates are given for certain specific
works of handling and stacking of stores. The work order has to be given to contractor before
the material arrives at the station so that contractor is aware about the stores which is to arrive
and get prepared order should contain the specification of material as per the indent placed on
supplier, the time of placing the work order, approximate quantity (which can be increased or
decreased as per actual receipt by further amendments), date of commencement and date of
completion. The work order should not be bifurcated according to the receipt of stores to make
the amount with the UA’s jurisdiction, that is, below one lakh so that the bill is not required to
progress to CDA’s office before payment. But all amendments in the quantity and the amount of
work order need not be on the prescribed forms. Even the extension of time should be given in
general letter form as per normal contract procedure. However DO for extension of time is not
required in this case being a handling contract as the extension of time should be based on non
arrival of stores at the Railway Station. Sufficient time should be given in the work order for the
completion keeping in view the non arrival and missing of wagons. Generally one month time
should be given in the work order an work order should be placed on contractor immediately
after the intimation received from the firm that they have dispatched the material.
144
54. In some cases the intimation of despatch of material arrives only after the material had
already arrived at the station and it is to be got released on Indemnity bond. In such cases, the
work order should be given immediately after getting the information from the indent regarding
the placing of indent on the supplier The work order should be placed on contractor with date of
completion as six months. A record of work orders should be maintained in the sub division
containing complete information ie. Regarding the quantity of work order placed and quantity
arrived, losses if any, name of board of officers, details as and when the wagons arrived, truck
number by which the transportation done by handling contract from railway station to store yard
and the weight carried by each truck, the amount of carriage paid to contractor, cost of the
material as per CP voucher (Central Purchase Voucher) amount of freight paid as per MC
(Military Credit) Note and MC Note number. The above information should be required for
each work order. Further information regarding the Railway claim or deduction made from the
firm’s bill in the work order will be maintained in the register.
145
Appendix ‘A’
(Precis No 1654) (Refer Para 25)
Data required as per E-in-C’s branch letter No. 50554/E3-D/2 dated 20 Dec 64
1. Name of the project citing reference to the No and date for the Administrative approval.
If the sanction has been accorded by a competent authority lower than the Government of India,
copy of the same showing the provision of FE made therein for the import of stores will be
forwarded along with the statement of case.
2. Complete specifications of the stores required, so as to enable the Controller General of
Defence Production at this HQ to verify whether any of the Army equipment can be substituted
ex stock/indigenous manufacture and they need not refer to AHSP viz. Bangalore/Kanpur etc.
for further details. If the stores are of proprietary nature, it should be so indicated.
3. Estimated cost of each item indicating the currency in which foreign exchange sanction is
required, linking against each item, reference to the Administrative Approval.
4. Acceptance of Necessity for the Stores/Eqpt as inescapable will be endorsed.
5. Whether stores required are authorized in PET/WET of the Units / Establishment.
6. Non-availability certificate that items demanded or their suitable alternatives are not
available for issue ex-stock or ex-disposal stock in your Comd.
7. Budget provision for the project if already made. If not, certificate that budget provision
will be proposed for the respective year. Whether funds are / or will be available and the head of
A/C to which the expenditure will be debited.
8. Total foreign exchange expenditure involved in the project as a whole. Of this how much
has already been incurred, for how much have firm orders already been placed and for how much
orders remain to be placed.
9. Whether the foreign exchange now demanded is higher than shown in the Administration
Approval? If so, whether revised Administrative Approval is necessary. If necessary, what
action has been taken or proposed to be taken.
10. Are the requirement for the spares for the maintenance of the existing static plant and
machinery the absolute minimum and foreign exchange for their import is inescapable. In the
case of spares it will be further certified that:-
(a) Demands have been worked out as per existing sanctioned scale and the present
stock/dues-in have been taken into account.
(b) When and at what cost the Eqpt. was procured.
(c) What is the normal life of such Eqpt.
(d) What is the present value of such Eqpt.
(e) When and at what cost it was last repaired.
(f) What is the present estimated expenditures for the repair of the Eqpt.
11. Whether any effort has been made for the procurement of stores ex-indigenous sources or
from the manufactures representatives in India. If so, with what results :-
(a) Name of the firm contractor, also stating if the firm is an established importer.
(b) Why the import license given to the firm by CCI & E cannot be utilized for the
import of stores?
12. If the foreign exchange is required for an item for which Indent has already been placed
on the DGS & D or on a firm, it should be intimated whether non – availability certificate was
obtained from this HQ. If not, why not?
13. In the case of supply orders placed by the indent under their financial powers directly on
the firms:
(a) State whether the question of issue of FE was considered at the acceptance of
tender. If so, what other alternatives were considered.
(b) Whether competitive quotations were called for If so, was any reference given to
the quotation involving no 1.
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Precis No 1655
Management Department
STORES ACCOUNTING AND CONTROL
Introduction
1. This précis deals with the stores accounting and control for works services executed by
the MES including Engineer Works Sections; this also deals with operations works and
accounting in army units. Methods of Indenting is dealt with in Precis No 1653 and 1654.
2. A proper system of accounting and control of engineer stores whether for works or for
maintenance purposes is an essential requisite for proper control over expenditure. Laxity in
adherence to the prescribed system results in irregularities an loss to the State.
3. Orders in this regard are found at paras 726 to 732 and 759 to 781, MES Regns, 1968.
4. For the sake of clarity the subject has been divided into three parts as under:-
(a) Part I - Accounts of stores for issue to major works / special repairs.
(b) Part II - Accounts of stores for Divisional Stock.
(c) Part III - Accounts of stores for Minor Works, maintenance and Installations
Part I – Stores and Major Works
5. For rules and regulations for establishment of Central Divisional and Project Stocks and
its functioning refer Army HQ, E-in-C’s Branch letter No 29469/V/E2-A dated 2 Aug 74 and
even No dated 27 May 75 to Annexure ‘V’ to Precis NO 1651. Stores can be collected for any
work only after Adm Approval has been accorded and funds are made available. The CFA can
approve advance collection of stores for any work; but funds must be available before stores are
collected. A certificate to the effect that funds are available and the Head of Account to which
expenditure is debitable is endorsed in all stores demands
6. On receipt of stores, AGE, Supdt i/c or BSO (Project stores) as the case may be, prepares
necessary receipt voucher in IAFW-2253. It is ideal to prepare separate vouchers for each work;
the receipt voucher apart from other details also shows the work for which stores are received.
Cost of stores and freight charges where debitable are posted as liability in the materials column
of the Constn Accts of the project concerned.
7. All stores are accounted for on Materials Register (IAFW-2225). In this register one
page is used for each article; daily receipts and issues are entered; the issue rate is entered at the
top of each page; it is fixed by the GE from actual costs without the percentage addition for
overheads. The elements of issue rate are as per details given in column, “Cost” of Stock
Purchase Register IAFW-2316. Separate registers are used for each work.
(Paras 759, 768 MES Regns)
8. For stores received from ESDs, priced copies of their issue vouchers are received through
the SLA ESD and UA GE for acceptance and allocation. The cost is debited by the UA GE to
the relevant work and he forwards the TE (Transfer Entry Vr) to the sub div concerned. The
liability referred to at para 6 above is cancelled and the cost of stores is debited to the work as
expenditure.
9. Procedure for stores received from Engineer Parks is identical except that the
responsibility for pricing the sotres is of the MES consignee. The pricing is done at PVES rates
notified by Govt of India, Min of Finance (Defence) or worked out as laid down in G of I, Min of
Fin. (Def/Works) OM No. W/351/V dated 1-9-66.
(see Appendix. ‘A’ to this Precis)
10. On receipt of ID schedule (in case of receipt from other MES formations except
ESD/Engr Park and other departments) or CP voucher (in case of stores purchased against DGS
147
& DR/R Contracts) these are verified/accepted/allocated giving reference to Receipt Vr. Nos
and passed on to UA for finally debiting the amount to Material account of the work.
At this stage, the AEE/SDO i/c work cancels the liability and books the expenditure.
11. Stores are issued on indents (made out in duplicate on IAFW-2305) signed by the SDO
personally. The individual drawing the stores gives receipt on the indent which is retained by the
individual in custody of the stores.
(Para 768)
12. Summary of Materials (IAFW-2226)
This summary is entered up from the materials register and reconciled quarterly with the
materials account maintained on the ordinary construction account form.
(Para 773)
13. Material Account
A material account is only opened when expenditure in respect of service is booked to
various items on separate folios in the construction account. The object of the account is to
allocate the cost of bulk supplies to the separate items.
(Para 769)
14. The material account is maintained on the ordinary construction account form. The cost
of bulk receipts is entered as a debit and the value of issues is entered as a credit. On
completion of the service this account is closed as described in Para 17 below.
(Para 770)
15. When materials account is carried over from one year to another no allotment of funds in
the new year is required to cover the debit balance so carried forward. As the materials carried
forward from the previous year are used up on the work their value is debited to the construction
account of the work, etc. and credited to the material account.
(Para 771)
16. Stores required to be issued to contractor under Schedule ‘B’ of contracts will be issued
by AEE/BSO i/c Project on the authority of USR (IAFW-1826) prepared by the Engineer-in-
Charge. Four copies of USR will be prepared by the E-in-Charge by using one additional plain
sheet for making fourth copy. Three copies duly singed by contractor will be forwarded to the
AEE/BSO i/c through the representative of Engineer-in-Charge for issue of stores to contractor.
For detail procedure see Precis No. 1631, Annexure ‘V’.
(Auth : E-in-C letter No 29469/V/E2-A dated 27 May 75)
16A. Issue
A separate indent (IAFW-2305) is prepared for each item of the service to which stores
are chargeable and the original copy is allocated. After the 25th of every month (31st in March)
separate issue vouchers are prepared from these indents for each construction account folio on
which the stores issued are to be debited. These vouchers are entered up by the SDO/Supdt, in
the material account as a credit and in the construction account of the item as a debit.
(Para 772)
17. Closing of Material Account
The materials account is to be closed immediately the works, for which the materials
were collected have been completed. A valued statement of the materials remaining surplus
copied from the summary of materials is submitted to the GE by the sub div for disposal.
(Para 775)
18. When surplus materials are transferred from a work to stock the cost of carriage is borne
by the work concerned. Such transfers are effected through issue vouchers. (IAFW-2253).
If it is likely that any of the materials would be required for use on some other service
within the next 12 months, they may be transferred to the service concerned. Similarly surplus
may be transferred to Divisional stock or command stock also if funds are available
Funds realized by the disposal of surplus material are credited to the work.
Any profit or loss consequent upon disposal of surplus material is credited/debited to the
work in order to balance the material accounts.
(Paras 772, 777 & 778)
148
Part II – Account of Stores for MES Divisional Stock and Central Divisional Stock
19. CWEs/GEs are authorized to hold four months requirement of stores for maintenance and
minor works. This stock is called Divisional Stock and is held by BSO.
Divisional/Central Divisional Stock was for the first time introduced in 1947 and Central
Divisional Stocks in Oct 71 under CWE, Delhi Cantt.
Control is exercised on numerical basis and financial basis.
(Para 726, 760 and E-in-C’s letter NO 35463/E5 dated 5-1-70 and E-in-C’s letter No
29469/V/E2-A dated 2 Aug 74)
20. Numerical Stock Limit: CsWE will fix items of stores and maximum quantities to be
held by each GE. Items and quantities so fixed will not exceed 4 months requirement of stores
necessary for minor works and maintenance. Any excess over the authorized maximum
quantities will require the sanction of CWE for regularization.
(Para 727)
For every individual item of stock authorized as above, the GE fixes a minimum quantity
below which the stock of that item would not normally be permitted to fall. The minimum
quantity is so fixed that it covers probable issued during the time normally taken to obtain
replacements.
(Para 729)
21. Separate sub stocks may be maintained under the order of the CWE/GE for out-station
sub division. The GE fixes the quantitative limit of these stocks in such a way that the total
limits authorized by CWE for the division are not exceeded.
(Para 729)
22. Stores are held in charge in Stock Register IAFW-2279. Receipt vouchers are prepared
in IAFW –2253. The register shows the Max Qty and Min Qty among other details.
(Para 759)
23. Stores are issued for Minor works/Maintenance through indent IAFW-2274 submitted by
the Sub Divs.
(Para 760)
24. Where the requirement of stores for any major work is so small as not to warrant direct
procurement, the stores can be drawn from Central / Div Stock on CWE’s sanction. The transfer
will be through an Issue Voucher.
Similarly if the requirement of stores for any particular minor work or maintenance
service is quite large in quantity, the stores may be taken on charge directly against the
requirement, but this will be in stores-in-hand ledger IAFW 2223.
(Para 767)
25. Cost of stores received for Divisional Stock and Central Divisional Stock is debited to
Sub Head F (I) (Paras 8, 9 and 10 above refer for details).
26. The issues are priced at Stock book rates compiled in IAFW-Stock Purchase Register.
Besides cost of stores (actual cost of procurement whether from ESDs/Eps or other
sources) and freight, a percentage figure will be added to cover all overhead charges. This is
called the Stores Overhead Estimate. This estimate is worked out by the GE and approved by the
CWE and normally remains constant throughout year.
27. The Stores Overhead Estimate includes :
(a) Wages for chowkidars for care and custody of store-yard.
(b) Wages for labour and non-basic staff engaged in stores for packing storage,
preservation; also cost of handling of stores received/issued;
(c) Cost of packing the stores for issue and of repairs and preservation of stores in
stock.
(d) Approximate amount towards maintenance of store-godown as assessed by the
GE;
(e) Normal losses, wastage etc., and other incidental charges.
149
28. The percentage represents the proportion which the total of the charges at para 27 above
bears to the turn over of stock during he previous year.
NOTE : - Turn over means ISSUES (only).
29. Financial control is exercised by restricting the total allotment of funds under Sub Head F
(1) to 8% of allotment under work load under the Revenue Heads of all Services involving issue
of stores (i.e. all work including repairs except capital Projects). E-in-C’s reference at para 19.
(Para 760 to 766)
30. Actual expenditure on Maintenance and Operation of Div Stock/Central Divisional Stock
is debited to Sub Head F-3.
31. Maximum purchase prices are fixed by the CsWE for all stores of local origin i.e., bricks,
country-tiles, lime, road metal etc., which are authorized to be held in Divisional Stock. GEs are
prohibited from exceeding the maximum purchase prices without prior concurrence of CsWE.
(Para 746)
Part III – Accounts of MES Expense Stores and Installations Stores
32. The accounting and control of stores required for MES expense stores and installations is
carried out as under :-
(a) Expense Stores
(i) Stores drawn from stock in bulk or transferred from other projects or
purchased for incorporation in Minor works and Maintenance are
accounted for in IAFW-2223 (Stores in hand ledger). The cost of stores
drawn for maintenance is allocated to the work or service for which they
are required. It is accounted numerically and the issue from this account
are supported by Indent IAFW-2305. The balance in hand of such stores
at the end of month when priced at SB rates should not normally exceed
Rs 3,000/- Any excess will be regularized by the CWE.
(Para 779)
(ii) Serviceable stores transferred from Demolition register IAFW-2200, for
maintenance works will be accounted for in separate stores in hand ledger
named as “Demolition stores in hand ledger”.
(iii) Unserviceable stores, which have been written off due to wear and
tear/deterioration/wastage or any other reason or recovered from
demolition, will be accounted for in a separate ledger IAFW-2223 in the
Sub Dn concerned. This will be called Salvage Ledger.
(b) Stores obtained for Minor Works will be charged directly and will be accounted
for in separate stores-in-hand ledger. The monetary limit will not be applicable in
this case. Normally the balance in this store-in-hand ledger at the close of the
financial year will be negligible. Any departure from this provision will be
regularized by the CWE.
(Paras 759 and 779)
33. MES Installations
(a) A Supdt E/M or a charge mechanic in charge of an E/M installation may hold
store at the installation, minor spare parts, fuels, lubricants, jointing, packing
charts for recording metres, cleaning materials and other consumable stores
required for the daily running and maintenance of an installation. The stores are
accounted for on IAFW-2223 (Stores-in-Hand Ledger) and issues are supported
by indents on IAFW-2305.
(b) The cost of all stores held on this account is initially charged to Sub-head ‘C’, (M
and O of installation) of Minor-head 7 of Expenditure on Works (including MES
Stores). The monetary limit upto which such stores maybe held is fixed by the
CWE separately for such installation and any excess regularized by him. These
limits are intimated by GE to their UAs and also recorded on the front page of
Stores-in-Hand Ledger IAFW-2223 of the installation concerned.
(Paras 780, 876)
150
Operational Works
34. Stores issued for operational works will be struck-off charge for audit purposes by the
issuing unit.
(E-in-C Army HQ No 66449/E2-A dated 24/7/69)
Accounting in Army Units
35. The procedure for accounting unit stores and equipment is laid down in Stores
Accounting Instructions (1965) and Equipment Regulations (1966). The same is reproduced in
AI 149 of 1968 as amended by AI 8/69 (Corr 4/69).
36. As a result of works-study it has been decided that forecast of items for Divisional and
Central Stock will be prepared at GE/BSOs level in the form at Appendix ‘B’.
(E-in-C Army HQ No 29469/V/E2-A dt 1-6-70)
Material Management Modern Methods
37. E-in-C has published a booklet on working out of ABC analysis in MES formation for
stores sections. The complete material incorporated in this précis is at Appendix “C”.
38. This has been explained in E-in-C’s letter No 51615/E3 P & C of 6 Jun 75, which is
reproduced at Appendix ‘C’.
151
Appendix ‘A’
(Precis No 1655)(Refer para 9)
ANNEXURE TO THE MINISTRY OF FINANCE (DEF/WORKS)
O.M.No W/351/V/dates 1st September 1966
A. INDIGENOUS STORES
(a) For Direct/Local Purchases
(i) Average purchase or contract price, inclusive of sales tax, excise duty etc.
(ii) 5% on (i) to cover overhead charges etc. for local purchase made insitu, or
10% for direct purchases from out stations.
(b) Stores Procured from Director General of Ordnance Factories
Actual cost of production vetted by CDA, plus 11% on the above representing the
following :-
1% inspection charges,
10% inland transportation charges etc.
(c) Purchase Made Through DGS & D in India
(i) Average purchase or contract price, inclusive of sales tax, excise duty etc.
where leviable;
(ii) 11% representing the following overheads upto the stage at which they are
taken into stocks:-
0.5% Purchasing Agency Charges;
0.5% Inspection Charges;
10% Inland transportation handling etc. charges.
B. IMPORTED STORES
(a) Imported from U.K. through I.S.D. London
(i) Invoice price including inland freight and other incidental charges in the
country of origin
together with the Departmental expenses of Ministry of Supply as shown
on the invoice or the average of the above charges pertaining to more than
one transaction if the invoices are received at one and the same time.
Plus (ii) 10% on (i) above to cover sea freight;
Plus (iii) 2.5% Departmental charges in respect of contracts both FOB and C & E
valued upto ⊥ 1000 and for contract valued over ⊥ 1000, 1.7% Departmental charges on
(i) and (ii) above as shown below :-
For purchase - 0.6%
For Inspection - 0.6%
For Shipping - 0.5%
NOTE : If the items are purchased on C & E contracts and FOB cost
is not determinable departmental expenses in respect of contracts
valued over ⊥ 1000 will be levied at 1.4% on the landed cost as
split up below :
For Purchase - 0.5%
For Inspection - 0.5%
For Shipping - 0.4%
Plus (iv) Customs/Regulatory etc. duty where leviable at rates prescribed in
customs Tariff on total of (i)+(ii)+(iii) above.
Plus (v) 10% on (i)+(ii)+(iii)+(iv) above to cover overhead charges e.g., inland
transportation, handling charges etc. upto the stage at which they are taken into
stocks.
(b) Imported from USA/Canada through ISM Washington
(i) Invoice price including all over charges as shown therein.
Plus (ii) Actual Sea-freight (in case where Sea-freight is not shown in the invoice,
20% of the price will be taken).
152
Plus (iii) 2.5% Departmental Charges for contracts valued upto ⊥ 2,800; and 1.25%
for contracts above ⊥ 2,800. Generally the FAS value for purchase and shipping
plus inspection charges at actuals.
Plus (iv) Customs/Regulatory etc. duty at rates prescribed in customs Tariff on
(i)+(ii)+(iii) above.
Plus (v) 10% on (i)+(ii)+(iii)+(iv) above to cover over-head charges e.g.,
inland transportation, handling charges etc, upto the stage at which they
are taken into stocks.
NOTES
(a) P.V. rates worked out as above will be rounded off as follows :-
(i) Upto Rs 10/- - To the nearest 5 Paise
(ii) Above Rs. 10/- and upto Rs 20/- - To the nearest 25 Paise.
(iii) Above Rs 20/- and upto Rs 100/- - To the nearest Rupee.
(iv) Above Rs 100/- and upto Rs 200/- - To the nearest five rupees.
(v) Above Rs 200/- - To the nearest ten rupees
(vi) When the rate is below five paise, there will be no simplification.
(vii) When a fraction is exactly half, it will be ignored e.g., 3 Rs. 5 paise, Rs.
7,525, Rs. 11,375, Rs 21.50, Rs 107.50 and Rs 215/- will be rounded of to
Rs 3/-, Rs 7.50, Rs 11.25, Rs 21/-, Rs 105/- and Rs 210/- respectively.
(b) If the variation between the existing and proposed P.V. rates does not exceed 10%
no action is to be taken for the revision of the existing rates.
153
STORE/ FORECAST/ PROVISION STATEMENT
Appendix ‘B
(Precis No 1655)(Refer Para 36)
SDLES O Part Description Unit Issues Total Average Yearly Average Lead Mini Maxi Re-order Re-
No R No of Stores 20 20 20 Issue Annual Consump- Weekly Time mum mum Point marks
(Col Issue tion Consum- in Limit Limit (1.25 X
5+6 Adopted ption Weeks Col 13)
+7) for (Based on
Calcula- Col 10)
ting
Provision
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16
154
Appendix ‘C’
(Precis No 1655) (Refer Para 37)
Copy of E-in-C, Army HQ, New Delhi letter No. 51615/E3 P & C of 6 Jun 75 addressed to all
Command CEs
MATERIAL MANAGEMENT – MODERN METHODS
A substantial amount of money is being invested every year by the engineers in their
inventory. This necessitates that the Engineer Stores Organisations and their functioning should
be efficiently managed. Though instructions have been issued from time to time in various
aspects of stores Policy, they are usually not implemented in the right earnest with the result that
big problems like shortages of essential materials, surpluses of unwanted stores, accumulation of
obsolescent/obsolete stores and equipment, heavy inventory keeping cost and serious audit
objections beset us.
2. It is apparent that the importance of the role of engineer stores in the execution of the
engineer tasks is not remembered. The views on stores policy should therefore, be re-oriented
and there should be a general awareness regarding the vital importance of engineer stores and
equipment.
Integrated Approach
3. The first step in this direction is that stores organization/set up cannot be viewed in
isolation. An integrated approach is essential for efficient material management. As the
activities of other departments effect the stores procurement, the co-ordination of operations,
works, planning, SW cadre and stores department is essential for sound material planning and
programming. This co-ordination should be done at the highest level. At the Command level, it
is suggested that DCE should co-ordinate these actions. For this planning and programming
modern scientific technique that is data processing and PERT (Programming Evaluation Review
Technique) will be used. The stores programming will be reviewed periodically at the highest
level for modification in relation to the work load.
Wastage Control
4. There does not appear any systematic approach to combat wastages that exist in the stores
holding units. Wastages arise from manifold which are explained in subsequent paragraphs.
Wastage due to Wrong Provisioning
(a) Wastage due to over-procurement or wrong procurement or unnecessary
procurement of items.
(b) In excess of requirements for current and even long term usages.
(c) Not required at all currently and in the foresceable future.
(d) Not suitable from functional utility point of view or end use.
6. The above can be remedied by better planning, programming, periodical reviews and
adjustment of stock levels, regular scrutiny for obsolescence/obsoletion and disposal of
surpluses.
7. Wastages during Storage
This is attributable to :-
(a) thefts/pilferage,
(b) deterioration due to long storage,
(c) obsolescence/ obsoleteness,
(d) breakages,
(e) loss due to other causes e.g., fire and weather hazards.
8. These can be remedied by better protection of stores area, watch and ward, proper
procedure for issue of material, better and safer storage, protective measures against
rusting/evaporation/fire and weather hazards/ corrosion due to chemical fumes, storage of
materials subject to deterioration.
155
9. Wastage in Transportation
Wastage occur in transportation and handling and they can be remedied by :-
(a) improved packing/packaging,
(b) improved methods of transport,
(c) cutting down unnecessary transportation and frequent handling.
10. Most of the above wastages can be avoided if proper and effective care is taken at the
right time.
11. Inventory Control
This is one of the most important duties of stores department. It aim is to economise and
provision at the minimum investment without jeopardizing the operations/tasks and to ensure
that no undue stock piling and stock out occur. To achieve it, provisioning of stores will be
carried out more efficiently and modern analytical techniques will be applied to bring inventory
control on scientific basis. For non-repetitive items, adhoc analysis, planning, programming
evaluation and review (PERT) will generally be applied. For repetitive items the order level
system and periodical review system will be used. The order level system is applicable to such
items of stores whose lead time of procurement is less than the normal cycle time of
replenishment. Where the lead time is in excess of the cycle time, procurement and
replenishment of stores will be planned on periodical review system. The aim should be to have
no shortages and no surpluses. Safety stocks, working stocks, maxima and minima, lead time
and cycle times will be determined to bring the inventory on more scientific basis.
12. Nature of consumption can be watched to find the trends. Also programming can be
reviewed.
13. The following are some of the factors which will also influence inventory:
(a) ‘A’, ‘B’, ‘C’ Analysis
For effective inventory control, it is customary to divide the stock items into
‘A’,’B’ and ‘C’ categories according to the annual value of consumption. ‘A’
items are of high value, ‘B’ are items of medium value and ‘C’ are items of low
value. ‘A’, ‘B’, ‘C’ analysis gives us the broad directions for selective inventory
control. Maximum attention will be paid to ‘A’ items and will be frequently
reviewed. ‘B’ items will have moderate control and less frequent reviews. ‘C’
items in general will require minimum control and routine work.
(b) Standardisation
Standardisation simplifies inventory. Only standard items preferably those
conforming to ISI specifications, will be purchased. This will make procurement
cheaper and disposal easier.
(c) Simplification
Rationalisation and variety reduction must be exercised to the maximum to reduce
the number of items of stores. Techniques of Analysis according to frequency,
distribution of demand or consumption of stores and preferred Number Series can
be applied for variety reduction.
(d) Value Analysis
Value analysis should be made to eliminate unnecessary items. It should be
applied to ensure that only essential material is purchased and it is according to
the right specifications and right quality. In value analysis the accent should be
on the uses/ functions, the item is required to perform.
14. It is requested that necessary instructions on the subject may please be issued to all
concerned for their implementation by 15 Jul 75.
Sd/-
Engineer-in-Chief.
156
Precis No 1656
Management Department
ENGINEER STORES DEPOT – WORKING PROCEDURE –
HEADQUARTERS GROUP
Introduction
1. The function of ESDs is to receive, hold, issue and account for engineer stores. Whereas
receiving and holding are continues processes the issue of stores entails a fresh physical check as
well as independent dispatch action and is separate process. The accounting process, by co-
ordinating the independent records of receipts and issues, enables a comprehensive record of all
transactions to be maintained. Detailed orders in this regard are contained in the following:-
(a) Standing Orders issued by Engineer-in-Chief for the Organisation and Stores
Accounting Procedure of Engineer Stores Depots (short title : ESD Standing Orders)
1944 :-
(b) E-in-C, Army HQ letter No 2714/2/E3-A/1 dated 28-8-61 as amended by even No
dated 6-9-61, 25-6-62, 6-5-65 and 24-3-69:
These lay down the sub-sections of SDLES which have been decentralized and
the ESDs to which powers have been delegated etc.
(c) AO 88 of 1964:
This lays down the type of stores ESDs will hold for issue to Army
units/formations and for issue to MES Work Services.
(d) G of I, M of D letter No 42308/S/E3-A/2/1774/SO-I/D (W-I) dated 8-7-65:
This lays down that Recovering items will be periodically reviewed for
provisioning etc. and stocked in ESDs .
(e) E-in-C Army HQ letter No 51610/E3-A/2 dated 14-4-70 and No 40855/EG-4 (a)
dated 1-5-70 (both Secret):
These lay down the function of ESDs and Eng Parks during war and peace and
the policy regarding receipts, holding and issues.
2. In order to achieve this function the organisation consist of the following :
(a) Headquarters, directing three Groups (b), (c) and (d).
(b) Receipts.
(c) Issues.
(d) Stock control.
3. This précis deals with the duties of Headquarters group and other connected matters.
Duties of Headquarters Group
4. It is responsible for the administration of the depot and deals with the following:
(a) Storage plan and allocation of areas and covered accommodation to the various
sections holding stores. The OC maintains a map marked with zones for the various
types of stores.
(b) Arrangements for handling stores, including provision and distribution and
distribution of labour and operation of cranes and other appliances.
(c) Maintenance of stacking areas, communications etc. and the management of the
I. W. Section and Mt.
(d) Stock verification of ground balances.
(e) Discipline, pay, rations, clothing, accommodation and welfare of the depot
personnel.
(f) Security, ARP fire protection another measures for safeguarding stores.
(g) General administration including cash, payment of bills, contracts, sanitation,
hygiene, anti termite, anti malarial measures, office routine and correspondence.
5. The Headquarters staff normally consist of OC, Second-in-Command, AO, CSO and
subordinate staff. In large depots a Stock Verification Office is posted, in addition.
157
6. This also includes a Disposal Group, which is functioning separately in certain Depots,
where large stocks of unwanted stores have been transferred from General stock to Disposal
stock and are to be looked after and accounted for separately until final clearance. For disposals,
see Precis No 1661.
Depot Operation Estimate
7. An estimate for the depot operation is submitted by the OC direct to the E-in-C for
technical sanction. for details see Precis No 1660.
Establishment and T and P Charges
8. Funds for Establishment and T and P charges are demanded through annual schedule of
demands as per normal MES procedure and controlled through Monthly Expenditure Returns.
9. Permanent Advance.
In lieu of cash assignment, ESDs are authorized a permanent advance to meet emergent
expenditure on the following:-
(a) Local purchase of petty stores.
(b) Incidental expenses of emergent nature.
(c) Payment to casual labour employed on Muster-rolls.
(d) TA/DA advance in very emergent cases.
Handling Stores
Labour contract
10. Labour Contract (IAFW-2320) for handling of stores in the depot is arranged by the
CE/CWE.
11. Work Orders (IAFW-2331) are initiated by the respective stores holding sections through
the Office i/c Receipts/Issues and approved by the OC. These are serially numbered and
prefixed with the section number an show all essential details such as time of commencement,
completion and estimated Qty/cost.
12. To watch the progress of work orders and the expenditure against the contract, a register
of work orders is centrally maintained. All measurements of the completed works are recorded
in Measurement Book (IAFW-2261) and work orders completed in respect of particulars of
works carried out. The tonnage handled should be linked with the relevant stores accounting
documents i.e., Rly Invoices/PWBs or weight as per SDLES and R/I Vouchers.
DEL
13. it is employed mainly for unmeasurable works and those necessitating skilled work i.e.,
working of cranes etc. The labour is centrally controlled by the Officer i/c IW section and
distributed to stores holding section against their demands. The responsibility to see that the
labour is economically employed rests with the section concerned.
Expense Stores and T and P
Expense Stores
14. A certain quantity of these stores, e.g., packing materials paint, nails, preservative etc.,
required for use in the depot is held by the IW section and accounted for under the normal rules
laid down in MES Regulations. The direct issue of any such stores from general stock to work
without the prior sanction of the E-in-C is forbidden.
T and P
15. Tools and Plant, including expendable items, and furniture required for the operation for
a depot is maintained as laid down in para 170 of the MES Regulations. Expendable articles of
T and P are accounted for separately in IAFW-2279.
158
MT Vehicles, Cranes
16. Following documents are maintained in connection with these vehicles:
(a) Machinery History Sheet.
(b) Log Book.
(c) Diary.
(d) VDRA.
No vehicle or crane should be detailed on a job without a proper car diary.
17. Security.
It is the means employed for protecting the depot from such external or internal activities,
which may cause damage to or impede the working of, the depot in any way and for safe-
guarding the depot against acts of incendairism, sabotage and pilfering of Government property.
18. OC is responsible to the local Military Commander for security of this establishment.
The depot security officer is in charge of all security measures and is assisted by a CASO.
19. The security staff under the CASO comprises the following:
(a) Gate keepers. (b) Searchers. (c) Chowkidars. (d) Fire Crew.
20. The duties of security personnel and the various security measures to be carried out in the
depot are laid down in Army HQ, E-in-C’s Branch.
21. As ESDs are full pledged Army Units in the present set-up, many of the provisions of
ESD standing orders have undergone changes. It is necessary that this change is kept always in
view before applying the SOs including the various forms like Leaf Ledger.
159
Precis No 1657
Management Department
ENGINEER STORES DEPOT – WORKING PROCEDURE –
RECEIPT GROUP
As per G of I, M of D letter No 51259/WS/E3-A/DA/47-S/SO 1/D (Works-I) of 21 Jan
72 a revised procedure for issue and receipt of stores by Engineer Stores Depots has been
adopted as per the recommendations of Works Study Group.
Introduction
1. The Receipt Group is the most important group in the set up of a depot. Being custodians
of stores the responsibility of receiving and holding falls on this group. Associated with each of
these elements is the accounting, proper maintenance and stacking of stores in good order. Thus
the efficiency of a depot to a considerable extent, depends on the efficiency of this group.
2. Stores in a depot are normally received from three sources ;
(a) Other engineer stores depots, parks etc.
(b) Certain firms and Government departments in India.
(c) Imports from other countries received through Embarkation Headquarters at
Indian ports.
3. The staff of the Group normally consists of the Officer i/c Receipts and sometime an
assistant Officer together with such subordinates and clerical staff depending upon the monthly
out put of the depot. It is organized into a number of stores holding sections according to the
storage plan of the depot and the variety and quantity of stores handled. Each section is under
the charge of a Supervisor B/s Grade I/ Superintendent E/M Grade I and deals with other section
and groups through its parent group only.
Duties
4. The Receipts Group is mainly responsible for the following ;
(a) Progressing receipt of stores between the consignor and the depot and to take
suitable action in case of non-arrival of stores.
(b) Receipt of all stores arriving by rail or road in the depot and collection of stores
not delivered in the premises.
(c) Unloading, counting and stacking of all stores entering the depot and to verify and
return consigning documents.
(d) Establishing facts concerning losses, damages and deficiencies of stores received
and to initiate claim against the carrying agencies.
(e) Maintaining records of all stores received and ensuring that the Stock Control
takes them on ledger charge promptly.
(f) Maintaining all stores in good order by according suitable preservative treatment
and to ensure that they are packed and stored in accordance with the instructions.
(g) Handing over stores for dispatch to the Issue Group on proper authority.
Documentation and Receipt Procedure
5. In order to watch the progress of receipt of stores and to keep a chronological record of
all incoming stores the Receipt Group maintains the following :-
(a) Inland Receipt Register (IAFW-2328)
(b) Import Receipts Register (IAFW-2329)
(c) Railway Wagon Register (IAFW-2330).
6. In (a) and (b) above, entries only in respect of stores for which consigning documents
have been received are made. The initial entries relating to an inland receipt will be made in
column 1 to 6, 8 and 9, as soon as consigning documents are received. The items number given
to the consignment in column (1) of the register is enfaced on each document and the documents
are filed together, pending the arrival of the stores.
160
7. On receipt of information that the stores have arrived, in a wagon or as ‘smalls’ the
Officers i/c Receipts Group completes column 10 of the register and passes the consigning
documents to the section in which the stores are to be received. All wagons placed for unloading
in the depot are recorded in the Railway Wagon Register.
8. Each section maintain a Section Receipts Register (IAFW-2329) in which particulars of
all stores are entered, no matter by what means they may be received in the depot and
irrespective of whether consigning documents are or are not available. When the stores have
been checked, the Supervisor B/S Gde I/ Supdt. E & M Grade I in charge of the section
concerned prepares a RAN (Receipt Advice Note) (IAFW-2322) and forwards it within eight
hours of receipt of stores to the Officer i/c Receipt , for further check and completion of registers
maintained in his group for the quantity received. He must take action regarding shortage, if any
and forward the RAN to the Stock Control Group for preparation of receipt voucher.
Delay Reports (IAFW-2322)
9. With the introduction of modified loose-leaf stock ledger, sub-dividing each of the
existing Receipt, Issue and Balance columns into Repairable and Serviceable, the preparation of
Delay Reports in case of defective stores and Machinery has been eliminated.
(Authority : E-in-C AHQ letter No 39470/E3-A/E3 dated 13-6-61)
10. It is the duty of the Receipts Group to repair stores accounted as repairable and furnish
information to the Stock Control Group for transferring the repairable items to serviceable stock.
Loss of Stores
11. Stores are received by rail both in full wagons and a smalls as well as by road.
12. Delivery of wagons is taken in the premises of the depots and not at the marshalling yard.
13. Delivery of consignments received prior to the receipt of relevant RR from the consignor
is taken on Unstamped Indemnity Note.
14. In the case of losses attributable to the railway, claims are preferred by the Officer i/c
Receipts on IAFT-1731 within the statutory period of six months from the date of RR.
15. When a loss is attributable to the consignor, discrepancy reports in IAFZ-3045 or
Appendix ‘H’ of E-in-C’s Standing Orders for ESDs is initiated within 48 hours of the receipt of
stores. It would subsequently be progressed by the Stock Control Group.
Surprise Checks
16. The above pertains only to transit losses. For details on open delivery etc, and loss from
stock see Precis No 1662.
17. In accordance with AO 115/66, as amended by AO 467/68 and 227/70 incoming and
outgoing sealed wagons are subjected to surprise checks by a Board of Officer under the
arrangements of Station Commander. The object is to counteract suspected form of dishonesty.
The receipt control officer , will therefore inform the Station Commander. The object is to
counteract suspected form of dishonesty. The receipt control officer, will therefore inform the
Station Commander, in case no Standing Board is Convened for the purpose of all incoming
wagons placed in the Depot premises everyday for unloading and will not break the seals to
unload them, until the orders of the Presiding Officer of the Board or Station Commander,
whether the wagons will be checked by the Board or otherwise is obtained. In case the Board of
Officers is to check contents of the wagons then intactness as well as genuineness of seals shall
also be examined by them. If no Board is detailed, then the Receipt Control Officer can proceed
with unloading of the wagons as described in paras 13 and 14 above.
161
Preservation
18. The Officer i/c Receipts Group would ensure that the stores held are at all times in
perfectly serviceable condition for end use. To achieve this it is important that a regular
programme is chalked out to accord preservative treatment.
19. The stores should be packed scientifically and stored in proper manner. All packages so
packed will contain a packing note signed by the individual who checked and packed the stores.
162
Precis No 1658
Management Department
ENGINEER STORES DEPOTS – WORKING PROCEDURE-ISSUES GROUP
Introduction
1. The issued of stores in the Depots, unlike other MES formations, entails a fresh and
independent physical as well as qualitative check of stores by the Issues Group, while taking
over from the Receipt Group. One the stores are taken over, the Group becomes responsible for
their correct and prompt dispatch and all connected functions viz. packing, marking and
movement.
2. The staff of the issues Group normally consists of the Officer i/c Issues and one or more
Assistant Officers, together with such subordinates and clerical staff as are necessary.
3. This précis deals with the duties, documents and issue procedure of this Group.
Duties.
4. The main duties of the Issues Group are as under:
(a) To ensure correct and prompt dispatch of stores against authorization.
(b) To take over from the Receipts Group, stores authorized to be dispatched, to
ensure that the stores are available packed and to verify and record the content of
packages.
(c) To prepare and submit to the appropriate authority timely demands for the
conveyance of stores.
(d) To arrange for the receipt of railway wagons and other means of conveyance.
(e) To ensure that stores are correctly marked and addressed, that loading and
dispatch are properly attended to and that the stores sent agree with authorization in
description and quantity.
(f) To maintain records of all stores issue and to furnish the Stock Control Group
with the information necessary for prompt preparation of I vouchers.
(g) To prepare and forward to consignees and other recipients the necessary
document advising the dispatch of stores.
(h) To take necessary action when receipt of stores is not acknowledged by
consignees by returning the relevant issue voucher duly accepted.
Documentation and Issue Procedure
5. The Issues Group maintains two registers, an Inland Issues Register and Exports Issue
Register for recording dispatches made from the Depots for stations inside or outside the country
respectively.
6. On receipt of an Issue Order from E-in-C in respect of centralized items or indent from
CEs/Controlling Depots in respect of decentralized items, the Stock Control verifies availability
of stores demanded and passes on one copy to the issue group or other depots holding these
items on their behalf in the case of decentralised items, for taking dispatch action. The latter
records particulars of stores in the Issue Register concerned and places a demand for the stores
on the Receipts Group, by means of an Issue Demand Note prepared in duplicate. On
completion of checking and taking over of stores, the IDN is signed by both the holding and
Issue Section representatives and copy is left with the former for record. The Issue Group then
packs and marks the stores.
(E-in-C, Army HQ No 27141/2/E3-A/1 of 26/28 Aug 61amended vide Even No of 25 June 62
and 24 Mar 69)
7. Packing of engineer stores is a very important stage in ‘issue’. Their nature is such that
only the most careful packing can prevent damage or loss of the contents of packages. In many
cases such damage or loss becomes irremediable. Packing is dealt with in Precis No 1663.
8. Packing Notes (IAF-2327) duly signed by a store-keeper are placed in each container.
163
9. The package must be marked strictly in accordance with the instruction laid down in STI
A/4.
10. The Issue Group arranges for the movements of stores by placing demand for wagons on
the authorities concerned. To avoid pilferage, stores should, as far as possible, be loaded in
covered wagons. All wagons are to be correctly labeled with IAFT-1740. The number of
packages MUST be given on the labels before the wagons leave the depot.
11. A Convoy Note (IAFW-2326) is prepared in quadruplicate for each wagon, two copies
being placed/pasted in the wagon one near each door. In the case of smalls only two copies are
prepared. The third copy of the Convoy Note, in the case of full wagons, and the original in the
case of smalls, is sent to the consignee by the Issues Group along with the railway receipt
immediately after the consignment has been booked.’
12. The Issues Group after completion of Inland Issues Register forwards the relevant issue
demand note and office copies of the packing and convoy notes to Stock Control Group. ON the
basis of these documents, the Stock Control Group immediately prepares an issue voucher,
forwards two copies to the consignees and returns the other documents to the Issues Group with
one copy of the issue voucher for completion of registers and record. One copy of the issue
voucher is also net to the receipt section concerned through Receipt Control Group to enable the
Section concerned to complete entries in the Section Issued Register.
13. The Issues Group is responsible to watch for the return of one copy of Issue Voucher
duly accepted. Any discrepancies raised by the consignees are settled by this Group.
14. In case of overseas consignments, shipping requisitions are submitted to the embarkation
authorities by the Issues Group, as soon as stores are ready for dispatch and the stores, on being
called forward, are dispatched to the authorities and necessary entries made in the Export Issues
Register. Actual shipment of stores is intimated by the embarkation authorities by means of
shipping advice and delivery notes.
15. The procedure outlined above shows that the Issues Group by means of the Inland/Export
Issues Registers supplemented by the Issue demand note accounts for all stores dispatched. This,
however, does not absolve the Receipt Group from the responsibility of accounting for all stores
handed over to the Issues Group. For each store holding section, the Receipts Group must
maintain a Section Issues Register, wherein each transaction is duly linked with the relative issue
voucher number, thereby establishing a further check on the correct documentation of issue.
Surprise Checks
16. With a view to minimize discrepancy reports from the consignees and cases of alleged
loss in transit, surprise checks should be made by the officer i/c Issue. They should being at the
point when stores are packed and packing notes prepared, and should proceed until the stores are
loaded into a wagon and sealed.
17. To counteract suspected from of dishonesty revealed in many cases where wagons
dispatched under intact military seals arrive at destination intant without any signs of pilferage
enroute and yet losses are alleged to have been discovered, a Board of Officer is detailed by
Station Commander to exercise surprise check of contents of outgoing and incoming wagons in
accordance with AO 115/66, as amended by AO 467/69 and 227/70. The Issues / Receipt Group
should inform the Station Board of Officers or Station Commander well in advance of the dates
when wagons are expected to be placed for loading / unloading.
164
Precis No 1659
Management Department
ENGINEER STORES DEPOTS – WORKI NG PROCUEDURE –
STOCK CONTROL GROUP
Introduction
1. The stock control group of an ESD is responsible for maintaining the stores accounting
records of the depot and carrying out all connected function such as preparation of Receipt and
Issue Vouchers, and dealing with all matter relating to losses, damages and deficiencies.
2. The staff of the Stock Control Group normally consists of the Officer i/c Stock Control
together with clerical staff and other subordinates as are considered necessary. The Group is
organized into four distinct section, viz. ledgers, receipts, issues and records.
3. This pieces deals with the duties documents and records of this group.
Duties
4. (a) Maintenance of the accounting ledgers and records of stores held on charge of the
depot.
(b) Preparation of Receipt and Issue Vouchers and to ensure that all transactions of
receipts and issues of stores are rendered under correct nomenclature and unit of
accounting. Identification of stores is also a responsibility of this Group.
(c) Rendition to the authority in Technical Control, E-in-C or CE all documents and
returns necessary to ensure that the central record of engineer stores holdings maintained
by that authority are correct and upto date.
(d) Preparation of loss statements and their finalisation. Railway claims initiated by
Receipt Group are also progressed by this group.
(e) Verification of bills pertaining to stores received by the depot.
Documentation and Records
5. Various records and ledgers together with the working procedure are given in subsequent
paras.
Stock Ledger.
6. Records of stores held on depot stocks are maintained in loose leaf ledgers, authorized for
the purpose one sheet being used for each item of stores. Description of items must strictly be in
accordance with SDLES. The sheets are arranged alphabetically and in sections to correspond
with the standard classification. All sheets should bear running serial numbers and a control
book is maintained to show the numbers of sheets in use and nil pages, which have been
extracted and filled. On opening a fresh page, the officer-in-charge stock control initials on the
top of the pages and also the control book. All postings are checked and initiated by the officer
i/c Stock Control Group. For revised form of loose-leaf ledger, see E-in-C’s No 39470/E3-A/3
dated 13-6-61.
7. Receipt Vouchers are prepared on receipt of Receipt Advice Note from the Receipts
Group and Issue Vouchers receipt of consigning documents from Issue Group. Separate
vouchers are prepared for stores of different sections. Copies of these vouchers are submitted to
E-in-C to enable AHQ records to be completed.
8. Issue Orders are received from E-in-C for centralised items and from Controlling Depots
for decentralized items. The quantities are entered in the remarks column for the ledgers sheets
as ‘Dues out’ before passing on the IOs to Issue Group. In case the required quantity of any item
is not available, the E-in-C is informed by means of Non-availability Report and no further
action is taken on that item, till fresh instructions are received.
165
Loan Register
9. Stores on loan under order of E-in-C are struck off ledger charge and brought on a loan
ledger to watch the prompt return on due dates and recovery effected of hire charges where
applicable.
Railway Claims and Loss Statements.
10. See Precis No 1662.
Adjustment Vouchers.
11. All discrepancies in stores accounting in ESDs and Engineer Parks arising out of
incorrect identifications nomenclature of stores and involving no monetary loss are to be
regularized by ‘Adjustment Vouchers’ on IAFW-2253 (without a loss statement on IAFA-498).
Such vouchers bear reference to the original Receipt Issue Vouchers on which the item was
incorrectly identified and the ledger pages affects. (G of I letter No 0321/127/E3-A of 6-10-48).
This also applies to command stock held by ESDs (E-in-C No. 2691/E3-A of 27-1-49). Such
vouchers are approved by CE and a copy endorsed to E-in-C or CE as the case may be.
See also MES Regns (1968) in this connection.
166
Precis No 1660
Management Department
STORES BUDGET
Introduction
1. With the promulgation of the peace-time role of ESDs vide E-in-C, Army HQ letter No.
50189/E3-A dated 31 May 57, (effective from 1 Apr 57) subsequently laid down in AO 88/64,
the heads of accounts from which expenditure on Engineer Stores of Engr Origin were financed,
also under went a revision, as laid down therein. For reference to various orders in this subject
refer para 16 below and para 197 RMES, 1968.
2. The ESDs are intended primarily to hold ‘Engr Stores of Engr origin for supply to Army
units/formations against authorized scales and to hold reserves. These depots also hold works
requirement of stores in short supply and T & P imported plant, machinery and spares. Since
1964, the ESDs also hold Buffer stock of E & M stores for works. These are under E-in-C’s
control.
3. The Engineer Parks/Sub Parks hold mainly Comd Stock, i.e., stocks of stores (Engr
Stores of Engr origin) in common demand for works, which are not readily procurable, on ‘as
required basis’. The parks also hold ‘Stock-Pile’ of steel. These are under the control of Chief
Engineers, Comds.
4. The Divisional stocks are under the control of the GE intended for 4 months normal
requirement of the division for maintenance and minor works. These stocks however, comprise
of Engr stores from all sources of supply.
Expenditure
ESDs, EPs, Divisional Stock and Central Divisional Stock.
5. The details of the various heads of accounts to which expenditure in ESDs, EPs and Div
Stocks are debited are given in Annexure ‘I’ to this précis.
6. (a) Forms for submission of budge and periodical estimates (Schedule of demand and
changes in grant) for EPs/Divisional and Central Divisional Stocks and for Maintenance
are given in Annexure ‘II’.
(b) CEs Command and OCs ESDs are to submit their estimates under their locally
controlled heads in accordance with the following time schedule: -
Estimates for the current financial year Estimates to reach
E-in-C’s HQ on or before.
(i) Preliminary Reports (First changes in grant) 14 Aug.
(ii) Preliminary Revised estimates (Second changes in grant) 15th Oct.
(iii) Revised Estimates (Third changes in grant) 5th Dec.
(iv) Final Appropriation 1st Mar.
Estimates for the ensuing Financial Year
(i) Schedule of Demands 20th Oct.
(ii) Modification to the Schedule of Demands 5th Dec.
7. Blank
Miscellaneous
8. Certain reserves like FMA stocks (Forward Maintenance Area) under the control of E-in-
C are held in EPs/MES Dn. E-in-C T &P (i.e., T&P in excess of authorized scales) which are
accounted for by (held in the books of ) ESD Dehu Road/Panagar and EP Delhi for Southern,
Eastern and Western Command respectively, are in the physical custody of Engr Parks/MES
Divisions. Comd stock in Southern Comd is held by ESD Dehu Raod.
167
9. The booking of expenditure on maintenance of the above stocks will be as follows:
(a) Reserves like FMA Stock and E-in-C’s T &P in Engineer Parks
(i) Stores specifically obtained for maintenance/;repairs of this stock will be
charged direct to Main Head 4 C (a) 16(i).
(ii) Other stores expended will be at the first instance charged to F-3 and
thereafter adjusted to the head of A/c at (i) above (on the basis of IAFW-2305,
which will be prepared, separately for E-in-C’s stock).
(iii) Labour will be directly allocated, separately for the E-in-C’s stock
(reserve/T & P).
(iv) Establishment charges other than labour will be debited to Park Head of
Accts at the first instance and adjusted proportionately on tonnage basis
(b) E-in-C’s T & P held in GEs Divisions
The expenditure will be booked to repairs and maintenance of T & P at the first
instance and debit will be raised on the parent ESD.
(c) Command Stock in ESD, Dehu Road.
Adjustment will be made as at (a) above.
Debits as per (a), (b), (c) will be raised quarterly.
Credits
10. Revenue receipts are booked under Major Head LXII-Defence Services, Effective, See
Annexure ‘I’ to this précis for details.
11. Apart from the above ESDs/EPs/Div Stocks obtain credit for stores transferred for works
etc. The details are already given in Annexure ‘I’.
12. Important points for guidance are as follows:
(a) All issues from ESDs for Army Units/Fmns will be free.
(b) Issues from ESDs to Comd/Div Stock/Works will be on payment.
(c) For issues from Comd stock to Div Stock no adjustment is necessary.
(d) Issues from Comd/Div Stock for works will be on payment.
13. Details of the Head of Accounts for expenditure on Engineer Stores are given in
“Classification Hand-book – Defence Services, Receipts and Changes (1965 Edition)” as
amended up-to-date and are also given in Annexure ‘I’.
14. The various authorities on this subject are given below:
Authority Subject
(a) E-in-Cs No 50189/E3-A dated 31- Revised budget heads Introduced.
5-57
(b) E-in-Cs and Even No dated 13-7- Periodicity and Forms introduced
57, 1-8-57 and 2-6-64
(c) E-in-Cs No 50189/E3-A dated 24- Adjustment of Maintenance Costs-
3-58 Reserves and E-in-Cs T &P in
EP/MES and Comd Stock in ESD,
Dehu Road
(d) E-in-Cs No 50189/E3-A dated 3-2- Form regarding contracts and
62 uncontracted, demands and
particulars regarding individual
items costing Rs. One lakh and
above are required.
(e) E-in-Cs No 50180/64-65/E3-A/I Time Schedule for submission of
dated 15-1-65 estimate for requirement of funds.
(f) E-in-Cs No 50389/E3-A/I dated 2- Maintenance of Construction
3-61 Accounts – ESDs and pricing of
vouchers.
168
(g) E-in-Cs No 31938/E5-A dated 29- Classification of head of Accounts.
5-65
(h) E-in-Cs No 51241/E3B4 dated Re Buffer Stocks of E/M Stores.
16/17-4-64
(j) E-in-Cs No 50196/E3-B/4 dated Re. Stock Pile of Steel.
30-8-64
(k) E-in-Cs No 85704/E5 dated 23-1- Sub Head C, Main Head 4, Major
70 Head 79, DSE Effective – Army,
renumbered as Main Head 5, and
existing Main Heads, 5, 6 and 7
renumbered as 6, 7 and 8, Hence
stores are main head 8.
169
CLASSFICATION OF HEADS OF ACCOUNTS
ENGINEER STORES
Sl No Major Head Sub Maj Head Main Head Sub Head Minor Head Details Head Code Remarks
A- Receipts
1. 0076 – DSE 1- Army e-Eng Stores 110 Stores 1. Proceeds 472/01 Stores
Effective (ESDs) from sale of pertaining to
surplus/absolute ESDs
and condemned
stores
2. 0076 – DSE 1 – Army E-Eng Stores 2. Value of 472/30 Stores issued
Effective (ESDs) Stores issued to by ESDs.
other Govt
Depots/other
misc receipts
3. 0076-DSE 1 – Army D-Other misc 580/30 Receipts on
Effective receipts a/c of disposal
of surplus
stores.
B - Charges 104 - CIVLIANS
4. 0076-DSE - 3-Pay & M-MES (b) – ESDs 1. Officers 231/01
Effective Army Allowances of 2. Others 231/02
Civ employed 3.Industrial Est 231/03
with or for the
Army
170
105 –
TRANSPORTATION
5. 0076 – DSE - 4 A- (b) – Rail Charges 2. 251/02 Movement of
Effective Army Transportation Transportation Movement of stores
(other than for Stores procured for
Mfg Est) ESDs
between FSDs
and free
issues to
Army Units.
800 – OTHER
EXPENDITURE
6. 0076 – DSE - 5- 3- (a) Miscellaneous 11 MES 565/19 Reward for
Army effective Miscellaneous Miscellaneous expenses Establishments information
expenses (i) leading to the
Miscellaneous prevention or
expenses discovery of
thefts.
16 ESDs
7. 076 – DSE - 5- 3- (i) M & O of ESDs 565/32 See note at
Effective Army Miscellaneous Miscellaneous bottom of this
expenses Annex
8. 0076 – DSE - 5– 3– (ii) Miscellaneous 565/33 Same as item
Effective Army Miscellaneous Miscellaneous Expenses at Sl No 6
expenses
171
110 - STORES
9. 0076 – DSE - 7 Purchase & E-Eng Stores 1 Local purchase of 430/01 Cost of stores
Effective Army Sale of Stores (ESDs) stores issued to Eng
(other than parks and
MES excluding MES Div
ESDs) Stocks
10. 0076- DSE - 7-Purchase & E-Eng Stores 2 Central purchase 430/02 Will be
Effective Army Sale of Stores (ESDs) adjusted
(Other than under this
MES excluding other Def
ESDs) Services and
stores.
11. 0076 – DSE 7 – Purchase & E-Eng Stores 3 Custom duty 430/03 Cost of stores
Effective Army Sale of Stores (ESDs) returned by
(other than other Services
MES excluding and Stores
ESDs)
12. 0076 – DSE - 7 – Purchase & E-Eng Stores 4 Deduct value of 430/04 Back-loaded
Effective Army Sale of Stores (ESDs) Stores issued to MES by MES will
(other than etc. be adjusted as
MES excluding plus
ESDs) expenditure
under this
head.
172
110 WORKS
13. 0076 – DSE - 8 – Expenditure F-Stores 1 Procurement of 500/01 Cost of stores
Effective Army on Works (including Stores for Eng procured for a
transportation Parks/Div Stocks specific work
charges and freight
therefore are
charged
directly to the
work.
2. Deduct cost of 500/02 Cost of stores
Stores transferred to back-loaded
works etc. to ESDs are
adjusted
under-this
head
3. Maint & Operation 500/03
of Parks & Div
Stocks
14. 79 – DSE - 9 Charges in C-Purchase of 7 Engineer Stores 430/02
effective Army England Stores for the
Army
15. 4076 – - 01 – Army Army 7 Expenditure on 904/31
CAPITAL account of stock-pile
OUTLAY OF of steel for MES
DEFENCE
SERVICES
173
16. 4076 – - 01 Army 8 Deduct credits 904/32
CAPITAL on account of
OUTALY OF withdrawal of
DEFENCE steel from
SERVICES stockpile
17. 4076 – - 01 Army 9 Expenditure 904/33
CAPITAL of a/c of stock
OUTLAY OF pile of steel for
DEFENCE MES works
SERVICES
10. Deduct 904/34
credit on a/c of
stock pile of
steel for MES
11. Expenditure 904/35
on a/c or buffer
stock of E/M
stores for MES
Works
18. 4076- - 01 – Army 12. Deduct 904/36
CAPTIAL credit on a/c of
OUTLAY OF E/M Stores
DEFENCE withdrawn from
SERVICES Buffer stock
174
NOTE : - Sl. Item No 7, M & O – ESDs – The item of expenditure include;
(i) Operation, Maint and Repair of appliance.
(ii) Packing charges.
(iii) Assemble.
(iv) Test.
(v) Preservation (Materials only).
(vi) Cost of fire fighting equipment.
(vii) REFER PRECIS 1561.
175
Statistical Registration No AA/471
REVISED FORM FOR SUBMISSION OF PERIODICAL BUDGET ESTIMATE UNDER
MAIN HEAD – 7 SUB HEAD ‘F’ STOES (INCLUDING TRANSPORTATION
CHARGES)
Details of Budget Estimates (*)
NOTE : * Mention here the particular estimate e.g. Preliminary report, Preliminary Revised
Estimates, and Second and Final Changes is Grant.
Part I Budget Head 7 F (i) – Procurement of stores & Divisional Stocks.
(In thousand of Rs)
SOURCE Carry in Value of Value of Value of Value of Carry over
OF i.e. value indents indents indents indents i.e. value of
SUPPLY of indents placed likely to be materialized likely to indents not
out from 1 Apr placed from 1 Apr materialise likely to
standing to date during the to date (Not during the materialize
on 31 (Note remaining applicable to remaining by the end
Mar applicable months of Forecast months of of the year.
to Forecast the years Schedules of the year
Schedules Demands)
of
Demands)
(a) (b) (c) (d) (e) (f)
(i) DGS & D, R/R Contract & Iron Steel Controller
(ii) Direct / Local purchase.
(iii) Other Ministries or Deptts of govt of India/State.
(iv) Airforce.
(v) Navy
(vi) Ordnance (excluding MT but including explosives).
(vii) Ordnance (MT Veh & Spares).
(viii) Ordnance (Clothing)
(ix) A.S.C.
(x) Medical.
(xi) UK
(xii) Customs duty if any
(xiii) Expenditure on back loading of to stock.
(xiv) Transportation charges.
(xv) Other sources, if any.
Total
(see foot notes)
176
Part II
(In thousand of Rs)
Budget. Head 7 F (3) – maintenance and Operation of Engineer. Parks / Divisional Stocks
(a) Park/Divisional Stock Working (b) Repair & Overhaul of Plant
(i) Handling cost (i) cost of spare parts.
(ii) Wages of C.P. on monthly rates of pay. (ii) Materials other than
spare parts.
(iii) Operation, Maintenance and Repair of appliances. (iii) Cost of repairs carried
out by other departments or civilian firms.
(iv) Packing charges (iv) Cost of Electricity
and water supply.
(v) Assembly.
______________
(vi) Test.
Total head (b)
(vii) Preservation (Materials only).
______________
(viii) Cost of fire fighting equipment in Parks & Divisional Stocks.
______________
(ix) Special & Miscellaneous :
Total of Heads (a) & (b)
Total
Say Rs………………..
Part III
Budget Head7 F (2) – Deduct cost of stores transferred to works maintenance etc.
1. Cost of Stores expected to be issued for incorporation in works, maintenance etc.
2. Cost of spares and materials etc., issued for internal workshop for repairs,
overhauling and maintenance etc.
3. Other payment issues, if any
Total
NOTES : for statement in Part I above:
1. Only expenditure chargeable direct to sub head F (I) will be shown in this
statement.
2. All figures shown in column (a) to (f) will be supported by a statement separately
attached in duplicate showing individual indents costing Rs 5,000/- and above.
All indents of value less than Rs 5,000/- each are to be bulked together. The sum of both
the amount must tally with the figures provided under the columns (a) to (f) above.
3. Figures in column (e) should be arrived at only where firm payments are
anticipated during the year.
4. In Forecasts (Schedule of Demands), columns (b) and (d) should be left blank as
these columns will not be applicable thereto.
177
Precis No 1661
Management Department
DISPOSAL OF SURPLUS STORES
Introduction
1. This précis deals with the Policy of declaring stores as surplus and their disposal together
with the orders on Public Auctions with particular reference to Engineer Stores.
2. After the disposal of very large quantities of stores and plant rendered surplus at the
termination of the second World War, a permanent arrangement was made by the govt of India
for the disposal of Govt Stores rendered surplus from time to time or unserviceable, as also
salvage and scrap as and when they accumulate.
3. Under this arrangement the Director-General of Supplies and Disposal has been charge
with the responsibility of disposal of bulk quantities of all stores of all types and categories.
4. In order to quicken the process of disposals, certain decentralization has been effected in
the Defence services and the various arms/services were authorized to make their own
arrangements for the disposal of the following.
(a) Surplus stores upto Rs 10,000/- Book value for any single category of stores (Rs
500/- in the case of imported stores/items in short supply).
(b) Salvage and scrap regardless of value.
(G of I, M of D No. 3(4)/65/9032/D (O-II) dt 31 Oct 66)
5. Several orders on the subject have been issued by the G of I, M of D and Engineer-in-
chief from time to time have been incorporated as Appendix ‘A’ to this précis which may be
reffered to .
A resume of the instruction issued till then was issued by the E-in-C as Appx ‘A’ to his
No 29849/ED dated 1-10-54. the detailed orders were attached as Annexure 1 to 16 to this
Appendix, and these annexures were forwarded under E-in-C’s even No dated 5-11-54.
These orders to the extent the same are applicable now as also orders and instructions issued
since then and now current are referred to in succeeding paragraphs. These have now been
consolidated and issued by E-in-C in a pamphlet called ‘Disposal Procedure for Equipment and
Stores of Eng Origin’ (1971) which should NOT be cited as authority.
6. General instructions on the subject are also found in the Defence Regulations-Stores
Accounting Instructions (1965), Chapter VII-Paras 256 to 265 and MES Regns (1968) Paras
808 to 828.
Definitions
7. The terms surplus stores, single category, obsolescent and obsolete have been defined in para
256 SAI. Salvage and scrap have been defined in para 264 ibid. These are reproduced in
Appendix ‘B’ to this précis.
Procedure for Declaration of Surplus Stores.
8. Serviceable Stores – General Instructions.
(a) E-in-C has circulated a list of single category items under his No. 29849/E3D dated 23-5-
65 and No 51087/E3 DIG dated 18-9-64. (339 single categories).
(b) Disposal of surplus unwanted stores/salvage should be arranged by the service holding
the stores irrespective of origin. The service responsible for provisioning, should be
consulted for their concurrence (which will be give after reference to their associated
finance). Sister services also will be consulted for their requirements.
(E-in-C No 33571/E3-A dated 28-11-55 and even No dated 30-10-56)
178
Surplus Stores – Current E-in-C’s Stock
A- Centralised Stores.
9. (a) Eng Stores of Eng Origin are divided into two categories viz. Category A & B,
Category ‘A’ comprises main equipment and ‘B’ comprises spares. Category ‘A is again
sub-divided into ‘r’ and ‘NR’ items. ‘R’ items require periodical review and ‘NR’ do
not. Control of some of these items has been delegated to OsC ESD and they are called
‘De-centralised’ items. Items, control of which remain with E-in-C are called
‘Centralised items.
(b) As soon as provision review of ‘R’ items is over by a target date and any surplus
come to notice, Provision section, of ESD Dte will indicate same to stock control section
for initiation of surplus list for disposal.
As regards ‘NR’ items, stock-control section with initiate surplus lists. In both cases,
surplus lists will be initimated to E3-A/Dis of ESP Dte. The forms in which these lists are to be
initiated are given as Appendix ‘C’ and ‘D’ to this précis for Stores and Plant/Machinery
respectively.
(c) Normally surpluses occur in centralized stores:
(i) after annual provision review,
(ii) When plant is declared BER by EME.
(iii) When plant is declared obsolete.
(iv) When plant is no demand for the last 4/5 years and may not be
required for a similar period.
(v) when the stores are likely to deteriorate due to long storage and not
in use.
(d) Net surpluses are arrived at on the basis of “Stock in excess of issues during the
past 3 years’ and not required during the next 3 years.
(e) For details of ‘R’ and ‘NR’ items, provision-review, centralized and De-
centralised stores, refer Precis Nos 1651 and 1652.
(f) The stock-control section of ESP Dte will initially complete the forms referred to
at sub para (b) above and forward the same to ESDs concerned for completion. The lists
will be simultaneously circulated to CEs to decide their possible requirements. Stores
valuing less than Rs. 10,000/- in a single category will not be referred to Tech team.
After circulating such surpluses to Def and Civil Priority indentors and CEs and meeting
their requirement net surplus will be disposed of departmentally.
(g) After taking into account the requirements of CEs if any, the net surplus, in the
forms at Appx ‘C’ and ‘D’ duly completed (called surplus lists) will be forwarded to the
Secretary, Technical Team, MGOs Branch for a re–utilization or disposal of stores
declared surplus.
(h) The lists are prepared in 3 parts; Part I containing items, within the financial
powers of OsC ESD, Part II beyond their powers but within those of E-in-C and Part III
those requiring approval of the govt.
(i) On receipt of recommendations from the Tech team disposal action will be taken
by floating DGS & D Form.
A-1 to the DGS & D as follows :-
(i) for items in Part I - by OC ESD direct.
(ii) for items in Part II by OC ESD on receipt of sanction from E-in-C,
(who will obtain financial concurrence prior to
according sanction)
(iii) for items in part III by OC ESD on receipt of Govt sanction.
(k) A maximum of 200 days is permitted for declaration of surpluses to DGS & D for
disposal from the date of determination of surpluses by E-in-C’s Branch
B-De-centralised Stores
10. Lists as for cenralised stores will be initiated by OsC, ESD on the basis of issues during
the last 3 years and likely requirements for the next 3 years. The lists will be circulated to CEs
for their information and net surpluses declared for disposal. The entire procedure is identical to
that for controlled stores. The maximum time however, is 180 days only.
179
11. (a) Items of which there had been no issues for the previous 12 months will be
declared surplus from Div Stock and Central Div Stocks.
(b) project stocks will as far as possible be used for other projects/maintenance by
transfers on the authority of G of I letter dated 16-7-69 (see Appendix ‘B’ – Precis No
1652).
(c) Before surpluses are declared for disposal from Central Div Stock/Divisional
Stock/Comd Stocks in Eng Parks efforts will be made to use these surpluses in other
MES Divisions/Commands to the extent possible (see para 736, RMES).
(d) Any stores which cannot thus be utilized only will be declared surplus for
disposal.
(Para 809, RMES)
12. Surplus Comd etc, stock, will be declared to the DGS & D by the CEs on receipt of
approved DGS & D Form A-1 from E3-A/Dis of ESD Dte wherever applicable.
Stores of Ord/ASC Origin
13. These will be offered to the Comd Ord Depots/ASC at the first instance; if accepted, the
stores will be transferred and the cost will be debited to that service, priced as per Rule 500-FR,
Part II.
If not accepted the stores will be declared and disposed in the same manner as Engineer
Stores
(Para 811, RMES)
14. Security Items.
These items are revised from tome to time. Latest lists ‘A’ and ‘B’ have been circulated
under E-in-C No 29849/5/E3-A/DIS dated 28-3-70 and even No dated 20th Feb 1973.
Items in list ‘A’ are not to be disposed but are to be broken up, utilated or broken down.
Items in list ‘B’ are to be disposed through DGS & D to restricted users.
(E-in-C No. 29849/S/E3 & P & D (CO) dt 9-4-52)
and even No dt 11-12-52. Para 810, RMES)
Bricks, Tiles, Bitumen and Tar
15. The above and other items of local origin are to be disposed by the MES authorities direct
without circulation to priority indentors and declaration to DGS & D.
(Para 817, RMES)
16. Obsolete and Obsolescent Stores/Eqpt.
(a) A Board of Officer presided over by SO 1, SC of ESP Dte with representatives
from Prov and Repairs/Spares will review the holdings of ESP for declaring them
obsolete/obsolescent. AO 401/65 as amended by AO 364/69 (Corr 64/69) refers.
(b) On receipt of approval the requirement of para-military formation under Home
Ministry and State Govts will be ascertained; balance of stores/eqpt upto Rs 10,000/- in a
single category will be circulated to Civil priority indentors and rest disposed direct.
Stores valuing over Rs 10,000/- in single category will be dealt with as at para 10 above.
(c) These also will be scrutinized by the Tech Team.
17. Spares
(a) Detection of surpluses and Establishing Commonality are important steps.
Further procedure is as at para 10 i.e., preparation of surplus list etc.
(b) List will be circulated to CE’s Defence Indentors and Civil Priority Indentors for
the last spare only upto Rs 10,000/- in a single category.
(c) Net surplus will be disposed at appropriate levels of authority.
(d) Surplus of spares will be assessed as follows :
(i) Spares for all obsolete plant machinery will be treated as surplus.
(ii) Spares for the maint. Of all obsolescent plant/machinery which are
serviceable/R-4 held as assets will be retained and balance declared surplus.
180
Perishable Stores
18. Disposal action will be intimated on OP IMMEDIATE basis at all levels. These will be
dealt with at SOs I level only and not below. Cases dealing with perishable stores will be
enfaced “Perishable Stores” in red ink in order to attract attention and not loose sight of, for
action.
Salvage and Scrap
19. (a) All salvage and scrap from ESDs and EPs are disposed by CEs and the sanction
from MES Divisions by CsWE regardless of value. No financial concurrence is required.
(Para 816, RMES)
(b) Steel and iron scrap should be offered to Ord Factories at Muradnagar, Kanpur
and Ishapore on a quarterly basis, ending March, June, Sept and Dec. If these are
accepted the steel scarp will be retained to become wagon load. If no acceptance is
received within 45 days disposal by other means viz. Public Auction will be resorted to.
(E-in-C No. 50273/E3-D dt 2/6 Apr 60)
(c) For non-ferrous scarp procedure will be similar. The scrap will be offered to Ord
Factories at Ishapore, Katni and Ambemath on half yearly basis on 30 June and 31 Dec.
the time allowed for acceptance is 45 days.
(E-in-C No. 50796/E3-D dt 22-5-61 and 11-10-61)
Unserviceable Batteries
20. These will be declared to DGS & D for sale by public auction, irrespective of value.
(E-in-C No 29849/E3 – D dt 17-8-56 and 9-1-68)
Unserviceable Stores
21. (a) If stores become unserviceable while in stock the deterioration should be inquired
into and on finalisation of the proceedings and obtaining orders of the competent
Authority therein, the stores will be treated as salvage and scrap and disposed of
accordingly. Useful components are retrieved before disposal.
(E-in-C No 51087/A/E3-D dt 16-5-64)
(b) Unserviceable stores occupying valuable storage space or which are likely to
depreciate in sale value may be disposed of without waiting for write-off sanction, if
Board of officer’s has classified them as unserviceable and recommended immediate
disposal
(para 812, RMES)
(c) Ord stores originally purchased from MES head of A/C and subsequently
rendered unserviceable may be disposed of departmentally.
(E-in-C No. 29849/E3-D dt 13-9-55)
Some General Instructions
22. (a) List in respect of surplus current and obsolescent stores and plant/machinery in
serviceable and repairable condition valuing upto Rs 10,000/- in a single category and
obsolete store, plant/machinery upto Rs one lakh in single category need not be referred
ot the Technical Team.
(E-in-C No. 51653/E3-A (DIS) dt 16-3-71)
(b) Target dates for initiation and submission of surplus lists for Cenralised,
Decentralised and Obsolete/Obsolescent stores and plant/machinery will be as follows:
Main Sections Target dates Date of Submission
1, 2 and 4 1 September 31 Oct
10 1 Nov 31 Dec
3, 5 and 7 1 Feb 31 Mar
6, 8 and 9 1 May 30 Jun
(c) Defence priority indentros are listed in E-in-C’s No 50786/E3-D dated 5/12-6-
1961 as amended by even No dated 20/23-4-62 and 31-6-62. These include all CEs, CEs
under DGBR, CME, DGBR, DGAFMS, QMG, GS MGO, Naval HQ, Air HQ, DGOF
and Scientific Adviser to Ministry of Defence Civil priority indentors are all Ministries
under G of I (except M of D), State Govts. and Govts. Of Centrally administered areas.
181
(d) Surplus lists of meager value items need be circulated only to those indentors who
are likely to be interested.
(e) A certificate that no provisioning action is at hand/contemplated has to be given
by DESP with each surplus lists.
(f) Surplus lists in a single category of value of Rs Ten lakhs or above will be
personally approved by E-in-C.
(g) Financial powers for declaring for disposal etc. given in Appendix ‘E’ to this
précis.
Pricing of Stores/Book Value
23. (a) The policy regarding pricing of stores transferring to DGBR is laid down in G of
I, M of D letter No. 3(7)/61/7307/D (Disposals) dated 29-11-61, (E-in-C No 50450/E3-D
dated 28/30-12-61).
(b) The procedure to be adopted for indicating the value of stores declared to DGS &
D in the DGS & D form is laid down in G of I, M of D No 73 (42/2864/D (Disposals )
dated 11- 6 – 62,
(c) Rates to be charged for surplus stores and vehicles transferred to Defence Priority
Indentors and CGDP are as per G of I,, M of D No 13 (21)/5378/D (Disposals) dated 16-
12-59 (E-in-C No 50450/E3-D dt 25-11-59)
(d) Packing charges for salvage and scrap when undertaken on behalf of Priority
indentors will be charged at the rate of 10 percent of sale value of stores.
On behalf of private bodies when undertaken these charges will be on actual
expenses incurred subject to a minimum of 2% of sale value of stores.
(E-in-C No 8524/15/E3-D dt. 15-5-58 & 29849/E3-D dt 27-1-53)
(e) Packing and handling charges on Inter-departmental transfer of war time
surpluses will be 2% of their reduced value (50% of Govt. Vocab rates). In respect of
MES stores issued to other services actual expenses will have to paid in addition to
cartage and freight.
(E-in-C No 8501/247/E3-D dt 8-9-55)
(f) For general orders see paras 801 to 802, RMES
Procedure of Disposal – DGS and D
24. (a) DGS & D is responsible for disposal of surplus stores exceeding Rs. 10,000/-
book value in a single category.
(b) Full particulars of the stores declared to DGS & D shall be given in DGS & D
forms. Samples of all items should be furnished if asked for by DGS & D. After offering
the items for disposal there should be no shifting restacking etc.
(E-in-C No 8501/247/E-3-D dt 25-4-62 and No 27849/E-3 D dt . 12/22-6-61 and
AHQ, E-in-C’s Branch DHQ letter No 51621/E-3-A CDS dated 4-11-70, 19-11-
70 and 61/18-11-71)
(c) DGS & D being responsible for disposal of stores declared to him, issue of stores
to purchasers should be only as per sale release orders issued by that Directorate;
extension of period of delivery / recovery of ground rent etc. are all decided by DGS &
D and stock holders should not in any case act by themselves.
(E-in-C No 8501/247/E-3-D dt 7-6-62)
(d) To enable the sale proceeds of surplus stores being correctly credited, all
declarations to DGS & D should show the name of CDA EC Meerut (who centrally
controls this adjustment).
(E-in-C No 50570/E-3-D dt 27-12-61)
(e) In all other cases disposal will be arranged by Public auction through the agency
of Govt. auctioneers held on the approved panel of G of I, M of D. for detailed procedure
refer E-in-C’s No 29849/E-3-D dated 5 Nov 64.
When the quantity of stores is too small and in out of the way places, auction may be
conducted by MES Officers, direct. (Para 818, RMES)
See Para 26 below regarding auctions.
182
Disposals by Sales other than Auction
25. (a) Sales of Engr Stores to Units/Formations and Cantonment Boards etc. is
authorized.
(Paras 794 to 800 & 813, RMES)
(b) Cantt. Boards are to be treated as private Bodies for sale of Engr. Stores.
(E-in-C No 8524/205/E-3-A dated 11-5-57)
(c) Regarding Policy and Pricing of stores sold to welfare/charitable institutions see
G of I, M of D OM No. 3(14)/1293/D (Disposals) dt 31-3-60 as amended by No 3
(14)/4953/D (Disposals) dt 11-8-61 under E-in-C and Corr. Dated 8-1-63 and 18-8-70.
(d) When auctions do not bring forth reasonable price for stores, these stores can be
disposed by negotiation follow-up sales. In MES only CEs are authorized to negotiate
sales.
(Para 819, RMES)
Auctions
26. (a) All auctions are normally conducted through any of the auctioneers in the
approved panel of the Min of Defence, G of I with whom an auctioneering agreement has
been concluded by the Secretary, Min of Defence, G of I. The list of auctioneers and
copy of agreement were circulated under E-in-C No 29849/E-3-D dt 12/27 Dec 56 and
thereafter.
(b) with reference to auctions the terms market price, reserve price and guiding price
are used, the definition of these are laid down in E-in-C No 29849/E-3D dt 11-5-55, and
are reproduced in Appendix ‘B’ to this Precis.
(c) the procedure for recommending Minimum Reserve Price (MRP) to the
competent authority for its approval is laid down under E-in-C No 50569/E-3-D dt 14-4-
61 and 29849/E-3-D dated 19-4-64. MRP will be recommended by a Board presided
over by a Major/Capt or equivalent Civ Engg or Stores Officer and with two members –
one O i/c the stores group concerned and another a Supdt/Supvr. Preservation Officer.
(d) The powers of MES officers in this regard are shown in Appendix ‘F’ to this
Precis.
(e) The offices who are authorized to sing release orders etc. on behalf of Secretary,
Min of Def, G of I are notified in Gazette notification – revised from time to time and
includes all CEs, DCEs, CsWE, DCsWE, GEs AGEs, SBSOs, BSOs, OsC ESD/EPs
besides E-in-C and DGW.
(G of I, M of D UO No. 3 (6)/62/3048/D (Disposals
dt 7-7-62 and E-in-C No 2984/E-3-D dt 31-8-62)
(f) The officers supervising auctions should be fully aware of the terms and
conditions of auction and copies should be forwarded to them sufficiently in advance.
(G of I, M of D 1 (1)/2058/D (Disposals) dt 11-5-57)
(g) Those supervising auctions should keep a daily record of auctions conducted.
(G of I, M of D No. 14 (10)/57/734/D (Disposals) dt 16-2-59 and E-in-C No 29849/E-3-
D dt 26-2-59)
(h) The bidding sheets together with conditions of sale pasted thereon are to be
signed both by the bidder and the officer supervising auction. Regarding payment of
auction amount (Sticking of Stores off charge) and adjustment of credited in paras 822,
826 and 827-828, MES respectively.
(G of I, M of D No 1(1)/2662/D (Disposals) dt 3-7-57)
(j) Where the amount of commission for the auctioneers is negligible auction may
be carried out departmentally.
(Para 818, RMES)
(k) Powers of MES officers to accept bids below MRP are given in Appendix ‘F’ to
this précis. Powers to waive the group rent are upto Rs. 1,000/- by CEs and above that E-
in-C (para 824). A CE may extend period for the final payment of the total sale value by
a period upto 30 working days or by a succession of periods not exceeding 30 working
days
(Para 823, RMES)
(l) when auctioned lots are not cleared by the purchasers concerned, such lots are
reauctioned. Any net loss sustained on sale by re-auction requires regularization, without
183
a staff court of inquiry. Rules on sale of defaulted lots are laid down in G of I, M of D
No. 72 (ii) / 1197/S/D (O-ii) dated 1-11-66.
(m) In the event of failure to complete the payment with the item specified the sale of
that lot will be cancelled. Earnest money will be forfeited. The lot will be resold. Govt
will have the right to recover any loss on resale plus costs of storage, warehousing
removal of the lot and resale or attempted resale. Gain will belong to the Govt. Loss
statements required for net loss as in case of uncleared lots.
(Para 825, RMES)
The Responsibilities of Supervising Officers are generally as follows:
27. (a) The officer should have studied the Auctioneers Agreement to have clear ideas
about his rights and limitations, and
have a copy of the agreement for reference during the sale.
(b) The MRPs fixed by the AHQ/CE should be available with him at the time of
auction.
(c) He should inspect the stores prior to auction and ensure that stores which are
susceptible to theft, are not laid out on the auction ground until the day they are to be sold
and that adequate arrangements are made for safe custody.
(d) He should ensure that all lots are laid out and displayed so that intending
purchases can inspect them. Any equipment, tools, spare parts or any other articles not
intended for sale be removed from the sale ground.
(e) He should arrange for the condition of sale to be pasted on a board placed in
conspicuous place at the entrance to the auction ground so as to attract the attention of the
bidders on arrival.
(f) He should cause the auctioneer to announce the following to the assembled
bidders:
(i) Conditions of sale.
(ii) That sale by sample is not permitted.
(iii) That sale is on terms of Ex-site delivery as and where lying. The bidder
are deemed to have satisfied themselves with the conditions etc. of the stores.
(iv) Particulars of any lot or lots which have been withdrawn from the sale
subsequent to their advertisement.
(g) He should ensure that the auction does not commence before the advertised time.
(h) He must not let the auctioneer or bidder know the MRPs.
(j) During the auction sale he should ensure that the quantity which must always be
stated as approximate and description of stores in a lot are announced by the auctioneer
when that lot is offered for sale. On request from bidders, he should arrange for a
reasonable number of packages in any lot to be opened to enable prospective bidders to
inspect the contents before making bids.
(k) He should ensure that the auctioneer conducts the auction in any orderly and
efficient manner and there is no ring amongst the bidders.
(l) He should ensure that reasonable number of bidders are present.
(m) He should ensure that acceptance or rejection of the highest bid for each lot is
announced by the auctioneers with his prior approval, to the bidders in legal manner
Indian Sale of Goods Act, 1930, Section 64 (2) states: In the case of sale by auction the
sale of a lot is complete when the auctioneer announces its completion by THE FALL OF
THE HAMMER or in other customary manner and until such announcement is made, a
bidder may give a further bid.
(n) In case where he cannot decide or the bid is less than the MRP and in his opinion
it is fair, he can keep the bid open for acceptance of the higher authorities. An earnest
money not less than 25% of the amount of the bid in cash or Call Money shall be
collected by the auctioneer in all cases as evidence of his (the bidders) good faith.
(o) He must ensure that wide publicity has been given by auctioneer and description
of items as sold, is in accordance with the catalogue which would be as per stock holders
ledgers.
(p) He can withdraw any lot from auction before it is auctioned without assigning any
reason.
184
(q) He can re-auction the lot in case the earnest money is not deposited by the bidder.
(r) All the cash collected as earnest money or even the sale prices deposited by the
bidders at the time of auction are deposited in the Treasury or State Bank next day by the
auctioneer.
(s) He should see that no member of the auctioneers staff or individual of the
department or Unit concerned may bid or buy any articles at auction sale.
(t) He should hand over a complete report on the sale including the method in which
the auctioneer conducted the sale and refer registered bids vide sub para (n) above to the
authorities for approval.
28. The procedure outlined above is not applicable for disposal of furniture.
29. Other Relevant Orders are :-
Back loading
(a) AO 591/53 Regarding disposal of obsolescent plant and disposal of
Engr Stores/Equipment of Engr Origin held surplus
(b) E-in-C No 51087/E-3- Regarding disposal of obsolete / obsolescent plant/
A(Dis) dt 17-1-70 and even machinery
No dt 14-6-71
(c) AO 25/S/64 Regarding disposal of Arms/Ammunition.
(d) AO 199/65 Regarding disposal of Stores on charge of units to be
disbanded.
(e) AO 475/66 Regarding disposal of Units proceeding to Fd area/Op area
at short notice.
(f) AO 18/5/68 Regarding disposal of Units disbanded.
(g) G of I, M of D, UO No 3 Regarding disposal of Financial concurrence in DGS & D
(6)/680/8159/D (O-II) dt 26- forms not required in respect of eqpt including vehicle
11-69 declared surplus obsolete/obsolescent and spares.
Conclusion
30. Stores no longer required should be disposed of forthwith. Every effort should be made
to utilize these stores within Services including DGOF before declaring for disposal to other
indentors.
31. For amendments amplification and implementation of revised procedure of certain
category of items to be disposed have been incorporated as Appendix ‘A’ to this précis.
185
Appendix ‘B’
(Precis No 1661) (Refer Para 7)
DISPOSAL OF SERVICEABLE AND REPAIRABLE SURPLUS
AND OBSOLETE STORES THROUGH DGS & D
The responsibility for disposal of serviceable as well as repairable surplus stores and
obsolete stores arising in army formations which cannot be re-utilised by the Defence Services in
normally vested in the Director General of Supplies and Disposals. The defence service
authorities are however, authorized to dispose of all such stores upto Rs 10,000/- in book value
of any “Single Category” under own arrangement.
NOTES : (1) Surplus stores are stores, which cannot be utilized against present
or anticipated requirements over a period to be determined on the merits of
each case or which are liable to deteriorate by the time they could be
issued in the normal course of events. The term also includes obsolete and
obsolescent stores as defined in (2) below as also repairable stores which
can be economically repaired.
(2) (a) Obsolete – An equipment or stores will be declared
obsolete when approval has been given for its withdrawal from the
service on any of the following points:
(i) Technical inefficiency to carry out its required and
intended role, and non justification for its retention in the
service.
(ii) Its required role has disappeared and it is of no use
for any other role.
(iii) it has been completely superseded by an improved
equipment or stores.
(b) Obsolescent – An equipment or stores will be declared
obsolescent when it has been declared that no further provision of
that item will be made because :-
(i) The prototype of a successor equipment has been
formally accepted, or
(ii) An equipment or stores which although obsolete
within the definition above is required to be retained to
meet tactical/technical training or other special requirement
within the service.
(3) “Single category” of stores referred to above shall be held to
include stores or stores of like character (having common physical and
functional characteristics irrespective of sizes) which are held by a depot
at the time of declaration is to be made.
Different part members of MT stores will be treated as different items but parts which
serve the same purpose, i.e., which are inter-changeable or issuable in lieu of one another, will be
treated as a “Single category.” Various under/over sizes of pistons, rings and bearing will be
treated as a “Single category” provided they pertain to the same make/type of vehicles.
The definition of the terms market price, the reserve price and guiding price are as under.
Market price -Is the price current in the market for a particular store in the new condition.
Reserve price -Is the price fixed for surplus stores not exceeding Rs 10,000/- in value in a singl
category for disposal as a sort of guidance for the officers supervising the auction.
Guiding price -Is the price fixed for salvage and scrap for disposal also for guiding the officers
supervising the auction.
(G of I, M of D UO 63 (69)/4512/D (OGD) dt 27-4-56)
186
Salvage- Stores which cannot be economically made suitable for which they were
originally designed.
Scrap - Stores which have became unserviceable and have been condemned to be of no
Value except scrap. Also includes scrap from manufacturing/building operations,
onversion of timber, steel off-cuts, unserviceable materials from demolition and
waste stores having same residual value.
(Para 808, RMES)
Stores of- An item of stores costing Rs. 50/- or below per accounting unit and Rs. 2,000/- or
Meagre value less for the entire sotck of an item in single category.
187
Appendix ‘E’
(Precis No 1661) (Refer Para 22)
FINANCIAL POWERS
Sl. Category Competent Remarks
No Authority
1. Declaration of surplus stores NOTE 1:
approved by Technical Team All amounts at Sl. No. 1 to 5 represent
for disposal to DGS & D value of stores in a single category.
(a) Current surplus stores:
(i) Upto Rs. One CE/OC, ESD
lakh
(ii) Over Rs. One E-in-C (with)
lakh upto Rs ten lakhs financial
concurrence)
(iii) Over Rs. Ten G of I, M of D
lakhs
(b) Obsolescent stores.
(i) Upto Rs one OC, ESD
lakh
(ii) Upto Rs. Three CE
lakhs
(iii) Over Rs three E-in-C (with
lakh in respect of CEs, financial
and over Rs. One lakh concurrence)
in respect of DCs ESD
– upto Rs twenty lakhs
(iv) Over Rs. G of I, M of D
Twenty lakhs
(c) Obsolete stores
(i) Upto Rs. CE/OC, ESD
Twenty lakhs
(ii) Over Rs. E-in-C (with
Twenty lakhs financial
concurrence)
2. Departmental disposal of CE/OC, ESD NOTE 2:
surplus stores upto a limit of Rs Authority for Sl. No. 1 G of I, M of D
10,000/- No. (i) 3 (4)/67/3445/D (O-II) dt 12-
5-69 as amended by 3(13)/64/866-S/D
(O-II) dt 13-5-51 E-in-C and No. (ii)
3 (13/64/7373/D (O-II) dt 6-11-69 as
amended by 3 (13)/64/722/S/D (O-II)
dt 13-5-71. (See also Note 7 below) –
CE/OC, ESD.
3. (a) Fixation of MRPS for OC, ESD NOTE 3:
surplus serviceable stores ex E- Authority for Sl. No. 3 to 4 G of I,
in-C’s stock upto Rs 10,000/- Mo of D, Corr. No 63/69/6938/D (O-
and Guiding prices for all II) of 9-10-67 received under E-in-C’s
salvage and scraps, No 51087/E3 DIS dated 29-10-67.
unserviceable stores and (Refer Para 820, RMES for Sl No 5)
vehicles held in ESDs.
(b) Same as (a) above inst
held in Engineer Parks etc.
4. (a) Fixation of MRPS for CE NOTE 4:
surplus serviceable stores upto Authority for Sl No. 6, 7 and 8, G of
Rs 10,000/- other than (1) I, M of D, DM No 63 (69)/5665/D
188
above and Guiding Prices for (Disposal ) dated 11-10-58 received
all salvage and scrap, under E-in-C’s No 50454/E3-D dated
unserviceable stores and 4-12-58 as amended by G of I, M of
vehicles above Rs. 25/- (Full D No 63 (69)/1372-S/D
powers)
(b) Same as (a) above but CWE (O-II) dated 31 Aug 70 received
upto Rs. 25,000/- in respect of under E-in-C’s No 51087/E3(A) DIS
MES Divisions where more dated 21 Sept 70. Also refer paras
than two categories are 821 for Sl. No 6 and 816 for Sl No 7
involved and 8.
5. Fixation of MRP of surplus E-in-C (with NOTE 5:
stores above Rs. 10,000/- financial Authority for Sl No 9 and 10, MES
specially exempted from concurrence) Regns, Table B, Item 6 (b) and 7
declaration to DGS & D, (e.g., respectively.
Bricks, Bitumen, Coal-tar,
Tiles, Stone, Stone metals,
Bamboos, Ballies and other
items of Local origin)
6 Acceptance of Bids below the NOTE 6:
MRP/Guiding prices: The amounts at Sl No 9 to 10
represent total book value in case of
surplus stores and total assessed value
in case of salvage etc.
(a) Upto 30% below the Supervising
MRP/Guiding Price officers of
MES
(b) Upto 50% below the OC, ESD
MRP/Guiding
(c) Full powers in respect CE/CWE
of prices fixed by themselves
and upto 60% below the prices
approved by the next higher
authority
(d) Full powers to accept E-in-C (with
bids more than 60% below the financial
prices approved by hired. concurrence)
7. Declaration of all salvage and CE NOTE 7:
scrap from CE ESDs/EPs Authority for Sl. No. 11: G of I, M of
regardless of value. D No. (i) 3 (13)/64/388/D (O-II) dt.
13-1-65; as amended by (ii)3
(13)/64/855/D (O-II) dt. 2-2-65; as
amended by (iii) 3/(13/64/955/D (O-
II) dt. 5-11-65; as amended by (iv)3
(13)/64/614/D(O-II) dt 0-9-67.
8. Same as (7) aboe with MES CWE For Sl. No. 9 and 10
Division,
9. Disposal of surplus or (a) E-in-C
unserviceable stores tools and Full powers
plant furniture or materials (b) CE -
from dismantled buildings. do-
(c) CWE
Rs. 25,000/-
10. Write-off of stores furniture (d) GE (i) For Sl No 10.
tools and plant etc. rendered Rs 10,000/-
unserviceable due to fair wear (e) GE (I)
189
and tear (i) Rs. 5,000/-
(f) DSO if
AGE Rs. 500/-
11. Declaration for disposal of G of I, M of D
surplus current and obsolescent
stores recommended for
disposal by Review Board more
than Rs. One lakh in a single
category but out of date and
cannot be used and not declared
obsolete due to technical
reasons.
190
Appendix “F”
Precis No. 1661
DISCARD DISPOSAL ENGINEER EQUIPMENTS
1 Discard of Engineer Equipment of Engineer Origin (Engineer Combat
Stock)
(a) An engineer equipment will be discarded after 18 years of service provided it has
done a minimum of 2000 hours. During its life span of 18 years, the equipment would
have undergone a mid life overhaul at about 8 to 10 years of service.
(b) An engineer equipment not overhauled till 14 years of life will be discarded
after completion of 18 years or 2000 hours, run whichever is earlier without putting
through on overhaul.
(c) To progress action for discard, the requisite data of vintage and usage for all
machines will be maintained. The period spent in the Depot by all new/overhauled
equipment prior to issue to the units will not count towards the vintage for discard.
(Government of India, Ministry of Defence letter No. F/2(1)/81/DO-I/D(W-I) dated 5th
April 1984).
The provisions of the above quoted letter are not applicable to MES special
Normal T&P and Vehicles.
2. Disposal of Accumulated spares for Equipment in Engineer Stores Depots.
The following procedure shall be adopted for declaring spares surplus in
Engineer store Depots for a subsequent disposal in accordance with the procedure laid
down in section 50 (Disposal of Stores) of MES Regulations :-
(a) Spares which have shown no wastage for the last five years and are not
required for overhaul, should be disposed of.
(b) Spares, where the holding is large compared to the wastage i.e. the total
holding is more than 10 years wastage rate, the quantities in excess of ten years
wastage should be disposed immediately.
(c) Spares having rubber and other perisable materials or short shelf-life should
be disposed of when their useful life is over after getting them classified as
unserviceable by competent authority i.e. EME/Board of officers.
(d) All spares specific to equipment which has been discarded be disposed of
alongwith the equipment.
(e) In the case of absolute equipment no central procurement of spares should
be done. Small number of items, if required should be manufactured or cannibalised to
keep the equipment running.
(f) In the case of obsolence equipment no central procurement should be made
three obsolescent years before it is likely to be discarded finally. Spares, if required
should be procured locally by the OsCESDs/Units under their own arrangement or
connibalisation may be resorted to.
(Government of India, Ministry of Defence letter No. A/03016/E3 P&C/559/DO-I/D(W-I)
dated 14 June 1985.
191
STATEMENT OF SURPLUS ENGINEER STORES (OTHER THAN PLANT AND MACHINERY)
Sr No. Catalogue Nomenclature of Main equipment on Existing New equipment Nature of the items Accounting Date per
part No the item which the items is status of the replacing the i.e. security stores Unit accounting
used main existing one if any or non security Unit
equipment stores
1 2 3 4 5 6 7 8 9
Date per accounting Brief When and from Latest Latest known liability in case Unit Details of Asset Holding in Issue during
Unit purpose of where obtained policy as of current/obsolescent stores holding stock (both Depot and the last 5
the store per decision UE and Reserve to be given command stock) serviceable years
eqpt of the separately and Repairable to be given
General separately.
staff (a) (b)
Branch/Gov
t
9 10 11 12 13 14 15
If a security stores Net Method proposed Total weight Total book value of the surplus Recommendation of the Any other remarks
whether restricted surplus re- for disposal of recommended for disposal Technical team for re- relevant to the
users were applicable commend new surplus in utilisation consideration of the
were consulted for re- ed for case of security recommendation for /
utilisation disposal items disposal
16 17 18 19 20 21 22
SUMMARY
Total weight Signature of OC ESD
Total No of items Date :
Total Book value of stores Places :
192
STATEMENT OF SURPLUS ENGINEER STORES, PLANT AND MACHINERY
Sr No Catalogue/ Nomenclature Existing Role of Latest General Staff/Govt Has the plant been When and from Reliability
part No. of the plants status plants policy on the retention/disposal standardized on any particular Where obtained of the plant
(SDLES) of the items chasis? If so give full details
1 2 3 4 5 6 7 8 9
Availability of Latest known Details of assets What is the future Is there any alternative use of this item or Issues
spares for availability UE and provisioning can the item be utilized for any other role during 5
maintenance and Reserve to be policy after modification if so give full details year
Fit. CI IV CIV & below Total
repairs indifiated separately
10 11 12 13 14 15
Not surplus recom Weight of the Method PV rate per Total book value of net Recommendation Any other remarks relevant to the
method for plant proposed for plant surplus recommended for of the Tech Team consideration of the
disposal disposal of net disposal recommendation for disposal
16 17 18 19 20 21 22
SUMMARY
Total No of items Signature of OC DEPOT
Total Weight Date :
Total Book value Places :
193
Appendix ‘A’
(Precis No 1661) (Refer Para 5 & 31)
1. Disposal of Surplus Stores Valuing upto Rs, 10,000/- in a Single Category
AHQ E-in-C’s Branch, DHQ New Delhi letter No 51621/E3-A (Dis) dated 4 Nov 70, 19
Nov 70 and 16/18 Nov 71.
2. Disposal Procedure for Equipment and Stores of Engineer Origin.
AHQ E-in-C Branch, DHQ PO New Delhi letter No. 51087/Procedure/E3-A (Dis) dated
20 Nov 70, 21 May 71 and 14 Jun 71.
3. Declaration of Surplus Stores to DGS & D.
AHQ E-in-C’s Branch DHQ PO New Delhi letter No. 51653/E3-A (Dis) dated 31 Dec 70
and 51087/E3 (Dis) dated 28 Jun 72 and 28 Nov 75.
4. Disposal of Surplus and Obsolescent Stores
AHQ E-in-C’s Branch, DHQ PO New Delhi letter No 51087/Procedure /E3-A (Dis)
dated 31 Dec 70 and 2 Jan 71.
5. Submission of Samples of Surplus Stores to ASHSP.
AHQ E-in-C’s Branch, DHQ PO New Delhi letter No 51087/Procedure/E3-A (Dis) dated
27 Jan 71 and 29 Apr 71.
6. Disposal of Surplus Defence Stores.
AHQ E-in-C’s Branch, DHQ PO New letter No. 51653/E3-A (Dis) dated 16 Mar 71 and
51087/E3-A (Dis) dated 3 May 71, 14 Jun 71, 30 Apr 74, 29/30 Jul 74 and 25 Apr 75.
7. Disposal of U/S MT & WT Batterier and their Scrap
AHQ E-in-C’s Branch , DHQ PO New Delhi letter No. 29849/E3 (Dis) dated 4 Feb 71
and 24 Apr 72.
8. Disposal of Surplus Current/Obsolescent and Obsolete Stores Policy Regarding
AHQ E-in-C’s Branch, DHQ PO New Delhi letter No 51087/E-3-A(Dis) dated 14 Jun 71.
9. Machinery and Equipment of Old Vintage Disposal of Ord/Engrs
AHQ E-in-C’s Branch DHQ PO New Delhi letter No 51087/E3 (Dis) dated 14 Mar 72.
10. Disposal Instruction
AHQ E-in-C’s Branch, DHQ PO New Delhi letter No 34054/E3-SCA dated 25 Jul 72
11. Pricing Policy Relating to the Release of Surplus Defence Stores to Welfare/
Charitable/ Educational Organisation.
AHQ E-in-C’s Branch, DHQ PO New Delhi letter No 51087/E3(Dis) dated 20/22 Oct 70,
9 Jun 72, 4 Aug 72, 25 Sep 72, 05/7 Mar 74 and 22 Jun 72.
12. Overhead and Repair of (DGBR) and Vehicles of Border Roads Organisation
AHQ E-in-C’s Branch, DHQ PO New Delhi letter No 31853/DGBR/E3 P & C dated 21
Aug 72, 17 Jul 73 and 17 Dec 73.
13. Disposal of Surplus List of Security Items
AHQ E-in-C’s Branch, DHQ PO New Delhi letter No 29849/5/E3(Dis) dated 20 Feb 73.
14. Engineer Equipment of Engineer Origin : Status of Pre 48 Voltage
AHQ E-in-C’s Branch, DHQ PO New Delhi letter No 51087/E3 P & C dated 17 Jan 74
and 20/22 Jan 75.
194
15. Disposal of Surplus Defence MT Stores
AHQ E-in-C’s Branch, DHQ PO New Delhi letter No 51087/E3 (Dis) dated 16 Feb 74.
16. Disposal of Surplus Stores
AHQ E-in-C’s Branch, DHQ PO New Delhi letter No 51087/E3 (dis) dated 11/15 Dec
75, 23 Jun 76 and 9 Feb 78.
17. Disposal of Surplus Stores and Vehicles
AHQ E-in-C’s Branch. DHQ PO New Delhi letter No 51087/E3 (Dis) dated 29-06-76
and 2 Jul 76
18. Sale of Defence Surpluses and Adjustment/Accounting of Sale Proceeds by the pay
and Accounts Officer, New Delhi.
AHQ E-in-C’s Branch, DHQ PO New Delhi letter No 51087/E3 (Dis) dated 30 Jun 76
19. Disposal of Perishable Stores – Rubberised Stores
AHQ E-in-C’s Branch, DHQ PO New Delhi letter No 51087/E3 (Dis) dated 01 Feb 77
20. Disposal of Engineer Stores/Equipment of Engineer Origin held Surpluses/Struck
off Unit Change AO 591/53.
21 Discard of Engineer Eqpt of Engineer Origin
AHQ E-in-C’s Branch, DHQ PO New Delhi letter No 51238/E3 P & C dated 05 Jan 77
51522/DISC/E3 SCA dated 15 Feb 77 and 36086/E4 (M) dated 26 Feb 77.
22. Payment of Sales Tax under the Local Sales Tax Act of the various States against
the Sales arranged by the Defence Services Authorities under their own
arrangements.
AHQ E-in-C’s Branch, DHQ PO New Delhi letter No 51087/E3 (Dis) dated 25-04-78
23. Disposal of Surplus Stores, Plants and Machinery
AHQ E-in-C’s Branch, DHQ PO New Delhi letter No 51087/E3 (Dis) dated 11 Apr 79
24. Declaration of Engineer/Equipment to DGS & D for Disposal by Units under Field
Condition
AHQ E-in-C’s Branch, DHQ PO New Delhi letter No 51087/E3 (Dis) dated 29 Jun79/5
Jul 79.
195
Precis No 1662
Management Dept
LOSSES AND DISCREPANCIES
Introduction
1. This précis deals with the types of losses and the procedure to be followed for the
regularization of the various types of losses.
2. The basic regulations dealing with losses are the following :-
(a) Financial Regulations, Part I (Revised 1963)
(b) Financial Regulations, Part II (Revised 1968)
(c) Regulations for the Army (Revised 1962)
(d) Stores Accounting Instructions (Revised 1962)
(e) Regulations for the MES (1968)
3. In addition to the above, departmental orders are also applicable. Orders and instructions
also appear in the AI s and AOs on the subject, from time to time.
Types of Losses
4. As regards the procedure of investigation to be followed and the powers for write-off,
losses are classified into two categories as under :-
(a) Losses of Stores.
(b) Losses of public money.
(Rule 156, FR Part I)
5. With reference to stores, the term losses includes actual losses, depreciation and wastage.
(Para 587 & 591, RMES)
6. Actual losses comprise of physical loss of stores due to the following causes :-
(a) Theft or Fraud
(b) Deficiencies in actual balances not due to theft or fraud.
(c) Deterioration
(d) Defective storage.
(e) Fire
(f) Other unusual occurrences like storm, floods, and earthquake.
(g) Transit
(Para 244, SAI)
7. Depreciation means fall in value of stores due to :-
(a) Unavoidable deterioration of perishable goods while in stock.
(c) Deterioration caused due to fair wear and tear of tools and plant, furniture or
machinery
8. Wastage is defined as unavoidable physical loss of stores during :-
(a) Manufacturing / building operations
(b) Conversion/seasoning of timber
(c) Handling of coal, bricks and similar items.
9. Public money is defined in Rule 164, FR Part I and comprise mainly of the following :-
(a) Cash proper.
(b) Irrecoverable advances, cash claims, quartering charges etc. due from individual /
units etc.
(c) Irrecoverable losses due to fraudulent use of railway forms such as warrants,
credit notes etc (See para 434 Regs for the Army)
(d) Irrecoverable value of stores issued to contractors.
(e) Losses due to expenditure on freight of stores dispatched in error or by other than
the authorized prorcedure.
e.g., by passenger train, by longer route etc.
196
(f) Demurrage charges incurred due to negligence of consigner/consignee.
Actual Losses
Powers to Write-off Losses
10. Financial limits of various competent authorities to write-off losses are given in
Annexure ‘I’ to this précis. Losses exceeding the above limits require the sanction of the Govt of
India for regulation.
11. In all cases of losses, the competent financial authority is determined with reference to
the gross loss. The net value of loss in a loss statement to be written-off by the competent
financial authority will be arrived at after deducting recovery if any made from any individual(s)
whether such recovery is penal or otherwise.
(Rule 160, FR Part I)
12. Losses of or damage to Defence Services buildings or other immovable by fire etc, for
purposes of write-off shall be the total amount irrespective of any amount received from
insurance company if any.
(Rule 162, FR Part I, Para 589, RMES)
13. It is important to note that neglect is viewed as seriously as theft or fraud both of which
are criminal offences. For that reason, the powers for write-off stores or public money due to
theft, fraud or neglect are far less than those for losses not due to theft, fraud or neglect.
Neglect generally means wrong action, inaction, or carelessness eventually leading to the
losses. For purposes of disciplinary action neglect means ‘gross neglect’.
As competent financial authority is determined both with reference to causes (due to or
not due to, theft, fraud or neglect) and value of loss, it is important to care for the element of
neglect in all preliminary investigations, courts of inquiry etc.
14. All cases of losses, except those submitted to Govt of India, are referred to the Financial
Adviser by the Competent Financial Authority concerned for pre-scrutiny as per Rules 160 and
165 FR Part I.
In respect to MES losses, all loss statements should be routed through CDA concerned.
Exceptions
(a) Loss statements for losses of the value of Rs. Twenty and under need not be sent
to CDA.
(b) Loss statements for amounts not exceeding Rs 100/- due to any cause need not be
sent by CFA to CDA for pre-scrutiny.
Loss statements submitted for sanction to Govt of India are sanctioned by G of I, Min of
Def, with concurrence of Min of Dinance (Defence).
Procedure for Regularisation
General Conditions
15. In dealing with losses, prompt action is of paramount importance. Every case of loss
shall be pursued vigorously to ensure that adequate action, both remedial and disciplinary can be
taken as soon as possible. Losses due to fraud, theft or neglect caused by a defect in a system
will be brought to the notice of Govt of India with recommendations for rectification of the
system. Losses should not be sub-dividied with the object of bringing the same within the
financial power of lower CFA.
General procedure to be followed for write-off of losses of stores and public money is
laid down in FR (Part I Chapter VII, Rules 155 to 169, Rules 37 and 38 of Chapter II also refer.
These are also laid down in Chapter VI, Para 241, 242 and 243, SAI. Para 904 Regns for Army
197
(CS No 143/VII/67) also outlines the complete procedure. These are dealt within details in
succeeding paragraphs of this précis.
Intimation to Higher Authority
16 (a) Where the estimated value of loss caused by theft, fraud, fire or other natural
causes such floods, earthquake etc. is in excess of Rs. 50,000/- intimation will be sent by
signal to Ministry of Defence and Ministry of Finance (Defence), Govt of India within 48
hours.
G of I, M of D No 2197/Q/D7 dated 17 Mar 50 as amended by G of I, M of D No
203/53/ 6444/M/D/(Cord) dt 14 Aug 54 and ArmyHQ, GS Branch letter Nos
A/0041/SDI (C) dated 7 Apr 1977
(b) Intimation will be sent to the CDA concerned in all cases where the losses of
stores or public money is estimated as follows :-
(i) Exceeding Rs 500/- due to theft, fraud or neglect.
(ii) Exceeding Rs. 1,000/- due to other causes.
(iii) Exceeding Rs. 5,000/- in the case of immovable property due to floods,
earthquake and other natural calamities.
(Rule 37, FR Part, I, CS No 20/X/66)
(c) A report will be submitted by Staff authorities (Station HQ/Sub Area HQs) to the
Head of the Branch of Service at Army HQ with copies to intermediate
authorities, where loss of stores of public money requires sanction of G of I for
write-off. (AO 181/64)
(d) In the case of loss by fire report will also be sent by signal as follows :-
Exceeding Rs 10,000/- in value - to Area/Div HQ.
Exceeding Rs. 20,000/- in value - to command HQ
Exceeding Rs 50,000/- in value - to Army HQ. QMG’s
Br. Q(i), (d)
Investigation
17. A court of inquiry shall invariably investigate the loss in the following cases :-
(a) All losses which require the sanction of the G of I for write off (This requirement
can be waived only by the Govt and prior concurrence should be obtained before
this general rule is waived only by the Govt and prior concurrence should be
obtained before this general rule is waived in any specific case. Reference to such
concurrence should be made in the loss statement/statement of the case
concerned).
(b) Losses of stores due to inaccuracies in previous stock taking.
(c) Losses of arms, ammunition and explosives.
(d) Losses of stores due to theft, fraud or neglect exceeding Rs 5,000/- in value and
NOT due to theft, fraud or neglect exceeding Rs 15,000/- in value.
(e) Losses of stores due to fire or other unusual occurance. (Para 241, SAI)
(f) Losses of Public money exceeding Rs. 500/-
(Para 588 RMES/AO 181/64 & AO 264, Corr 49 of 69)
18. Inall other cases, holding of Court of Inquiry is at the discretion of the CFA.
19. All losses whether of stores or of public money shall be subjected to a preliminary
investigation by the officer in whose charge they were to fix the cause of the loss and the amount
involved. These will be further investigated by Court of Inquiry depending on nature of the
losses. (Rule 155, FR Part I, Para 594 RMES).
20. All Courts of Inquiry for investigation into losses should be convened only by Staff
authorities like Station HQ/ Sub-Area HQ etc. and should have clear terms of reference as
follows :-
(a) Circumstances leading to the loss.
(b) Determination of exact quantity/value of loss.
(c) Allocation of responsibility of individual(s) if any.
198
(d) Remedial measures to avoid recurrence.
21. The result of such investigation shall be communicated to the CFA through usual
(departmental) channels for further action as follows :-
(a) If investigation shows that the loss is not due to theft, fraud or neglect it shall be
written off by the CFA after obtaining audit report from the financial adviser
concerned.
(b) If it is found that the loss in due to theft, fraud or neglect, the CFA shall, in
consultation with his financial adviser take steps, depending on the circumstances
of the cases, for making recovery of the amount lost, to the extend possible, from
the guilty persons, from the guilty persons and supervising officers who are
responsible (Rule 160, FR Part I)
22. Where Govt sanction is required for regularization of a loss, the inquiry proceeding will
be forwarded without delay through staff channels to the appropriate Branch of the Army HQ for
submission to the Govt Disciplinary action will be intiated simultaneously, if any. The
proceedings will not be held up for disciplinary action but will be accompanied by the following:
(a) A statement as to disciplinary action taken or contemplated and person involved.
(b) An estimate (however, rough) of the loss of stores and buildings.
(c) A certificate that loss statement is being prepared and will be forwarded through
staff channels.
Enforcement of Responsibility
23. Officers in charge of stores or public funds are responsible for their custody and are
strictly accountable for any loss that may occur due to non-observance or contravention of
Regulations.
Detailed instructions on enforcement of responsibility are laid down in Rule 37, 160 and Appex.
‘I’ FR Part I and para 243 SAI.
24. The CFA, through his orders on the Court of Inquiry proceedings will intimate the names
of persons found guilty, the amount of loss to be borne by each guilty person, and disciplinary
action to be initiated, if any.
The CFA may permit but cannot compel any person found guilty, to make good the loss.
25. The recovery of full/part amount of the loss from any person is without prejudice to the
right of the Govt. to initiate disciplinary action considered necessary against them.
If any of the guilty persons is not willing to make good the loss in full part as ordered by
the CFA the CFA will initiate proceedings for the recovery of the amount from the pay and
allowances of the person according to his service conditions.
Losses due to Fire and other Unusual Occurrence.
26. Procedure to be followed in case of out break of fire causing loss of stores and other
property is laid down in Rules 435, and 1194 to 1196 – Regulation for the Army.
Procedure is identical in case of losses due to floods, storm or earthquake.
Court of Inquiry is essential in all cases.
Loss in Transit
27. When stores are lost or damaged in transit, consignee is responsible for regularization of
the loss involved. Losses after investigation will be classified on the same line as stores in stock
as:-
(a) due to theft, fraud or neglect.
(b) not due to theft, fraud or neglect.
Losses due to inaction or neglect (including theft or fraud) on the part of a Defence
Consignor or consignee will be categorized as (a) above.
199
Losses caused when the stores were to the custody of carrying agency (other than
Defence owned) shall be treated as (b) above.
(Para 248 SAI and Para 593 RMES)
28. (A) Before any loss statement is prepared it is necessary to claim the value of the loss
in transit which is due to negligence of the railways. For this purpose the following action will
be taken:-
(a) Consignments Booked as ‘Smalls’
(i) When the total number of packages booked are not received:
(ii) or, are received in a fully or partly damaged conditions;
(iii) or, show signs of having been tampered with;
(iv) or, when there is marked difference between the actual weight of the
consignment when demanded from the railway authorities.
(b) Wagon Load consignment
(i) Verify whether the railway seals are intact:
(ii) Open the wagon and unload contents in presence of railway authorities.
(iii) Before opening the wagon(s) intimate the presiding officer of the Station
Board of office appointed by the Stn Cdr. (AO 115/66)
In such cases a certificate for the damage and /or shortage if any will be issued by
the railway authorities. The damages/shortages should be entered by the consignee in the
Railway Delivery Book before signing the same taking the delivery of the consignment.
(Rules 1098, 1099, 1100-Regns for Army)
(B) Claims
If any damage or deficiency is detected, a claim on IAFT-1731 will be preferred
on the claims officer of the railway in which the destination station is situated, for
compensation due. All claims will be submitted by Regd post and an
acknowledgement should be obtained from the Rlys for claims submitted. This is
a very important requirement. A claim on the railways should be submitted with
six months from the date of the railway receipt concerned after which the claim
will become time barred under the Railway Act. A claim on the railways should
be preferred also for consignments which have not arrived at the destination and
hence remain fully, undelivered, within six months form date of railway receipt as
above. (Rules 1101-Regns for Army)
(C) Pricing of Claims
(a) Claims for stores lost or damaged in transit will be priced as per instructions in
SAI, PVES and MES Regns. These are generally as follows :-
(b) Indigenous Supplies to ESDs/EPs/Units and Fmns
Rate in supply orders and other incidentals like sakes tax etc. plus 10% to cover
freight and overhead charges. The claim will be consolidated amount,i.e., rate
and percentage will not be shown separately. (Auth: Introduction-PVES)
(c) ESDS to EPs/Units/Fmns
PVEs rate will be adopted. Proportionate freight charges will be claimed
separately.
(d) Between MES Divisions
At issue rates or SB rates as the case may be
Note :- When PVES rates are not available, these will be worked out.
(See Annex. “précis 1655).
(D) No claim will be preferred against the carrying company if the amount of loss or
damage is Rs. 25/- or less (except for arms, ammunition and explosives.
(G of I.M. of D. No. 13 (1)/67/D (Budget) dated 10 Jun 1970 and AO 380/70)
200
29. Where the claim is accepted by the railway in full, no formal write-off will be required.
The letter from the railway will be forwarded to the CDA concerned who will effect recovery
from the railways.
When the claim is partly accepted by the railway, loss statement will be prepared for the
net loss.i.e. amount of claim amount to Rs. 25/- or less, no loss statement is required.
(G of I letter cited at para 28 (D))
This rule is applicable to other carrying companies also who are free to accept the claim
under the rules and practice of the company.
(a) When the entire claim is rejected by the carrying company the loss statement
will be for the full amount of the claim.
(b) Reference of claim on the plea of looking defects by Agencies refer AHQ,
QMG Branch letter No. A/60231/PC/Q3 dated 13.10.77. (para 593, RMSE)
Transit losses due to rejection of claims (whether in part of in full ) will be treated as
loses of stores.) (para 249, SAI)
If the rejection appears unreasonable, the matter should be referred to Army HQ.
ule 1103, Regns for Army)
30. Losses relating to purchases in UK and other countries are dealt with in 253, SAI.
31. When packages are received intact in the unit, these are to be opened in the presence of
the officer. Any damage/deficiency will be reported to the consignor in a Discrepancy Report
(IAFZ-3045) or Appx. ‘H’ of Standing Orders for ESDs.) If the consigner accepts the
discrepancy he will replace the articles or amend his Issue Voucher. If not accepted ,the original
copy of the discrepancy report will be suitably endorsed and returned by the consigner, stating
the reasons for non-admittance thereof. The consignee will thereafter proceed to obtain the
sanction of the CFA for write-off. (Rule 1043-Regs for the Army : para 752-MES Reg)
But no discrepancy will be raised for trival discrepancies valuing Rs. 25/- or less.
(G of I. M of d letter No, 14(1)/67/D(Budget) dated 26-12-68, AO 381/70)
32. When the loss of stores takes place while in the custody of a carrying agency owned by
the Defence Services, there will be no claim for compensation. The loss will be treated as an
actual loss and proceeded with.
33. Regulation for the Army, Rules 1096 u 1103, FRI Part II, Rule 483 and SAI Para 249 to
253 apply to claims for compensation on carrying companies.
34. No discrepancy report or regulation is required in respect of store imported through
DGISD, London or ISM Washington when the value of such discrepancy/loss is 5 or 15 US
dollars on one consignment. (Rule 138. FRI Part I)
These will be regularised by the consignee.
35. Transit losses, not due to theft, froud or neglect pertaining to MES are sanction by MES
Officers of which power are laid down in Table B, item 8 © MES Regulations. (see
Annexure ‘II’ to this précis)
36. Procedure for regularisation of loss of Engineer Stores held on laid down in AO 423/63.
The borrower is responsible for regularization of all losses.
A sanctioned copy of the loss statement will be forwarded to the lender by the borrower
where the loss/damage is due to theft, fraud or neglect.
201
Deficiencies Detected in Stock Verification
37. Deficiencies discovered on stock verification are regularised as follows :-
(a) If on investigation, the deficiency is found to be not due to theft, fraud or neglect
and the is within the powers of OC or ESD/GE to write-off, this is treated as loss not due
to theft, fraud or neglect and adjusted on the stock-taking reports with the concurrence of
the UA. Loss Statement is not required.
(b) Discrepancies in stores in ESDs, Engineer parks and MES Division arising out
of incorrect identification of stores and involving no monetary loss are regularised by
Adjustment Voucher prepared on IAFW-2253 and approved by OC/ESD/GE. (E-in-C,
Army HQ No. 44936/E3 AI of 8-11-60)
(c) All other cases of deficiencies will be treated as actual losses and dealt with
accordingly. (para 600 to 603-RMES)
Losses during Operations
38. The losses during operation are categorized as under :-
(a) Due to enemy action.
(b) Due to destruction by our own forces on account of military necessity.
Loss statement need not be sanctioned by CFA.
(Accounts Manual (war 1945, Army HQ, No 95483/ E-in-C No.86214/E2-A dt.10-10-68)
Documentation and Submission of Loss Statements.
39. Except in the case of losses detected during stock verification as detailed in paras 37 (a)
and (b) above, the stores will be struck-off charge immediately the loss is detected through a
provisional loss statement prepared In IAFA-498. Progress of the loss statement will be
watched through a register of losses-IAFZ-2161.
For POL this will be IAFZ-2259. (Rules 1043 Regns for Army, para 596, MES Regns)
On completion of preliminary investigation/Court of Inquiry and after the opinion of the CFA is
recorded thereon, a copy of the proceedings is furnished to the officer-in-charge of the stores by
Command HQ (or lower CFA, as the case may be) for preparation of the loss statement .
40. The provisional loss statement will be then be converted to a regular loss statement and
submitted to the CFA by the Officer-in-charge through the CDA. The loss statement will be
accompanied by a statement of the case made out as per G of I, M of D OO No. 25 bearing No. 9
(4)/64/D (Budget) dated 8-5-64 as amended by G of I, M of D No. 10(4)/70/D (Budget) dated
14-7-70. (Also refer AO 331/63 as amended by AO 312/65, Corr. 87/65).
Where losses are made good in full, formal sanction for the write-off is not required.
41. Before submitting the loss statement, the stores lost are priced by to executive and
checked by audit authorities at PVES/Stock-book/Issue rates as the case may be.
For damages pricing will be done as per printed instruction on IAFA-498.
Loss statements will be for net loss to be written off, showing details as to how the
amount has been arrived at.
42. Preparation and disposal of loss statements are dealt with in G of I, M of D OO No.25
referred to at para 40 above and in para 245 SAI.
43. In respect of losses pertaining to MES, regularization will be carried out under the orders
of CFA of the service concerned represented in the station, e.g.,
202
(a) Stores and T & P lost while in the custody of units :
Losses are write-off by the CFA of the Army, Navy or Air force on whose charge the
stores or T & P are borne at the time of loss.
(b) Stores and T & P lost while in MES custody:
(i) In purely Army, Navy or Air Force stations the loss is regularised by the CFA of the
service concerned.
(ii) In composite stations the loss is regultrised by the CFA in the Army. However, if the
loss occurred within the security area if Navy or Airforce, the loss will be regularised
by the CFA of the service concerned.
(c) In case of losses requiring sanction of the G of 1, action will be initiated by the service
concerned as in (a) or (b) above.
(G of 1, M of D No. 93734/Q3-W (Policy)/4521/D (Works), dated 8-9-60)
Depreciation
44. Losses due to fair wear and Lm of tools and plant, furniture and machinery in the MES
will be written off by MES on Expense Vouchers, IAFW-2253. (Para 603-RMES)
The expense voucher will be supported by the proceedings of a Board of Officers
constituted by the CFA to survey the articles-For machinery the IEM will be a member of the
Board.
Powers of MES Officers are given in Annexure 11 to this precis.
In Units the survey is carried out by condemnation Boards.
Wastage
45. Losses in connection with manufacturing/building operations, wastage in conversion or
seasoning of timber, handling coal, bricks etc. in the MES or drying up of coir fibre and cotton
waste are regularized by an adjustment voucher in IAFW 2253. Powers are given in Annexure
'H' to this precis. (Para 603, RWS)
Loss of Public Money
46. The procedure outlined above for actual loss of store apply equally to loss of public
money also. Form IAFW-498 be prepared. Powers are given at Annexure 11 to this precis
47. The following orders/instructions are also applicable to losses:
(a Unavoidable losses for which loss statements - Para 354, SAI and Item 67,
are NOT required Appx. 'I’ FRI, Part II
(b) Circumstances under which C of I proceedings - Rule 159, FR, Part I (CS No.
will be shown to audit 26/X/66).
(c) Loss of arms, ammunition and explosives - AO 257/65 and AO 431/69
(Corr. 75/69), Rule 43 1 - Regns
for Army.
(d) Circumstances under which IAFA-497, IAFA-498 - AO 1695/46. will be used.
(e) Loss of Regimental Property. - Rule 432-Regns of Army.
(f) Departmental action against Govt. servants - Rule 433-Regns of Army.
acquitted by a Court of Inquiry.
(g) Composition of a C of I to investigate losses/ - Rule 518 & 519 Regns of Army.
irregularities.
(h) Pricing of loss statements. - AO 74/67 and AO 154/68
Corr.26/68).
(i) Rules regarding disciplinary action against - CCS (CC & A) Rule 1965.
civilians responsible for losses.
(j) MT losses. - AO 493/63 and 360/66.
(k) Care on packing/loading. - AO 278/53.
(1) Adjustment/Disposal of discrepancies raised by - AO 215/65. Veh Depots.
203
(m) Measures to be taken to prevent loss of stores - AO 115/66, AO 467/68 and AO
in transit. 227170.
(n) Loss of Books etc. - Al 114/60.
(o) Discrepancy Reports. - AO 379165.
(p) Parues of waival of audit officers-incoverable - AO 280/69.
claims.
(q) Procedure for fmalisation of losses due to delay - AO 315173.
in fnialisation grant of money.
(r) Pricing of loss statement less than Rs. 500/- need - Al 14/80.
not to be referred to Audit Authority for pre-scrunity.
-
48 For information leading to discovery or prevention of theft, MES Officers are empowered
to grant the rewards:
(a) OC, ESD - Upto Rs. 200/-
(b) GE, ENG PARK - Upto Rs. 200/-
(e) GE, MES Div - Upto Rs. 100/-
(d) CASO - Upto Rs. 20/- (Note 10, Table B, RMES)
49 The procedure detailed above does not apply to losses of stores or public money in the
offices, of Army HQrs or DGOF. The losses will be inquired into and submitted to Min of Def,
G of 1, for orders irrespective of amount involved (Rule 16 FR Part I)
Copy of E-in-C's Branch New Delhi letter No A/0150057/SEP (BM) dated 25 Jul 85 addressed
to CE's all Commands.
50. Accounting Of Steel - State Of Accounts Irregularities Survey Of MES Formations.
Reference further to ft HQ letter No A/010057/F,3 BM dated 14 Jan 1985.
On review of regularisation cases due to difference in mill scale weight for supply of
steel by main producers plants and stock-yards, that is, actual weight received not accounting
transit loss and the converted weight based on SSR. it is found that ft variation on the account
are invarially on the plus side leading to loss to the state. Statistically, this variation should occur
both on plus and minus side as it is due to rolling tolerances. In some cases the variation in
weight is the tolerance limit of 7% as laid down in IS-1872 of 1979.
It is, therefore, decided that all differences in weight as received, and as taken on charge,
will be in constituting a Board of officers and variation established after actually weighing
random samples of steel SW materials may be taken on charge based on the authority of
proceedings, that is, when signed by the board, but the vouchers (for losses) will be approved by
Garrison Engineers only after the acceptance/approval of Board competent authority as laid
down here in below
Variations Authority
(a) Upto 2.5% GE
(b) Above 2.5% to 5% CWE
(c) Above 5% to 7% CE Zone
(d) Above 7% CEA as laid down to regularise the loss.
It is also brought out that variations above the tolerances as laid down in IS must be reported to
Command CEs to the producers.
204
Annexure'l'
(Precis No. 1662) (Refer Para 10)
FINANCIAL LIMITS TO WRITE-OFF LOSSES IN RESPECT OF STORES AND PUBLIC MONEY IN UNITS
AND MRS INCLUDING ESDs/ENG PARKS
APPENDIX H-PART I-ARMY-SCHEDULE VI (STORES) AND VU (PUBLIC MONEY) OF FINANCIAL
REGULATIONS-PART I
FINANCIAL LIMITS IN RUPEES
Loss of stores Loss of stores Loss of Public Money Remarks
Competent in Units (c) in MES in Units & UES (c)
Financial
Authority (a) (b) (a) (b) (a) (b)
OC, a unit Nil 20 Nil Nil Nil Nil (a) Due to theft, fraud or
neglect.
OC Trg Centre, Trg Nil 20 Nil Nil Nil 500 (d) (b) Not due to theft, fraud or
Bn, Trg Gps, Depots 500* neglect.
And Depot Bt.n if Lt
Col or above
Major and below 200* (c ) Units other than MES, Ord
and Clothing Factories,
TDES, Ord Depots and ENH Units, AF Med Stores Units
@twon Lt Col and
1,000* 1,000* Nil Nil Nil Nil RVF, Wls, ASC and othei 200
@MS categories including
NCC and below Nil 1,500* 500 (e) Nil Nil Nil
ArOde/Arty Bde 5,000 1,500*
(d) See Ai 68/69 for despatch of
stores by other than cheapest
Sub Area/]3de/Arty 500 15,000* Nil Nil 500 500 route, the powers are upto
Comdr Rs. 200/- Only.
der Area/Div 7,500 30,000*(e) 1,000 2,000 3,000
der (e) Powers will be exercised iin
Commander 10,000 40,000* respect of ESDs and Eng -C
Command 15,000 50,000 5,000(e) 15,000(e) 5,000 10,0(0 Parks as well.
Nil Nil Nil 20 (e) Nil Nil
Nil Nil Nil 5,000 (f) Nil Nil (f) Powers will be exercised i Nil
Nil Nil 25,000 (f) Nil Nil respect of Eng Estt, not
covered by MES Regns,
ie., ESDS, Eng Parks etc.
Corndt Class 1 500 1 000* - -
Comdt Class II Nil 200* -
(1) Financial limits for write-off of stores and public money not due to and due to theft fraud or neglect i Navy we
laid down in Appendix 11, Part 11, Navy Schedules V, VI, VII and VM. Financial regulation PM 1.
(2) Similar powers for write-off in Airforce Schedules W, V, VI and VH, FR Part 1.
3) Financial powers have been enhanced vide Al 110/64; being not applicable to NES not incorporat& herein.
Revised financial powers for write-off of losses of stores in the units and formations vide G of 1, M 4
D letter No. 88720/AG/PS (3) (c)/D (CFA) dated 14th Nov 1975.
205
Precis No 1663
Management Dept.
PACKING OF ENGINEER STORES
Introduction
1. The subject ‘Packing’ of Engineer Stores is dealt with at Appendix ‘D’ to E-in-C’s
Standing Order for ESDs. More elaborately this subject has been dealt with in the publication
‘Defence Services packaging Code’ which applies to the Defence Services as a whole.
2. It is essential that all stores and equipment for Def Services are delivered in a good
condition to the ultimate consumers at the time and place where they require them. The ultimate
destination and date of consumption cannot always be anticipated at the procurement stage.
Hence only proper packing is the answer to this problem. Adequate packaging ensures that
stores and equipment are available in a fit and serviceable condition when and where they are
required for use.
3. Packaging means preservation and packing.
4. This précis deals with the principles, materials and methods of packing stores.
Preservation is dealt with in Precis Nos. 1683 to 1686.
Factors Governing Packing
5. Packing materials and methods of packing have to be carefully selected to ensure that the
package will withstand all risks involved in the handling, transportation and storage. The risks
may be in the form of physical damage and chemical or biological deterioration. Import factors
for consideration are the following.
(a) Destination.
Ultimate destination is to be taken into account. Military stores and eqpt which
have to stand transshipment over long distances and several stages of storage
before the stores reach the actual user in the field areas require a high degree of
protection.
(b) Kind of Transport and Conditions of Handling and Storage during Transit.
Are the packages transported by rail, road, sea or air?
What are the facilities available for handling packages from starting point to
ultimate destination including intermediate station?
The above points should be considered. Maximum head-load is approximately 37
or 38 Kg.
(c) Climatic Conditions of Journey, Storage and use.
Temperature, heat, sunlight, humidity exposure to rain fall, snow or sand storms
and gases/vapour in the atmosphere are points to be considered.
(d) Storage Facilities.
As proper covered accommodation is not possible under field conditions,
packages must be planned to withstand the action of the sun and rain to the
required extent without further protection. Even the possibility of immersion of
the package under water for short periods must be considered.
(e) Conditions of Distribution and Use.
‘Unit Packs’-small quantities in first pack. ‘Multiple packs’ large package of a number
of unti packs to facilitate transportation and storage. The aim of such packing is to
facilitate distribution of stores in well preserved from at the same time simplifying stock
holding, accounting and stock taking.
206
(f) Character of Article to be Packed.
Shape, fragility, surface finish, corrodibility are considered for inner packing.
Size, shape and weight determine the outer packing.
(g) Type of Load.
By this, the nature of the contents, contributing to the strengthening of the
container, or causing damage to the container is meant.
These are three types of ‘loads’.
Easy load.
Average load.
Difficult load.
(h) Economy.
(j) Compatibility.
Packing Materials
6. These can be generally divided into the following groups:
(a) Wrapping materials.
(b) Cushioning materials.
(c) Closing and scaling materials.
(d) Typing materials.
(e) Binding and wiring materials.
(f) Card board boxes and cartoons.
(g) Textiles cloth and bags.
(h) Plastic materials.
(i) Wooden cases, crates and drum or barrels.
(j) Metal containers.
(k) Glass container and stone jars.
Where materials at (a) to (e) are accessories required for packing stores, those at (f) to (k)
are containers for various items of stores. Brief description is given below. Common
accessories like nails/screws/bolts are not mentioned herein.
7. Wrapping materials are used to give an immediate protection to the item against abrasion,
dust or dirt or for holding several articles together this is called ‘Primary wrapping’ When
containers are wrapped for protection against dirt etc, it is called ‘Container wrapping’.
See Annexure ‘A-I’ to this précis for various wrapping materials and their
properties/user.
8. Store which are liable to damage due to impact, shock or vibration require protection
within the container by use of special materials which will absorb the impact, shock or vibration
fully or partly. This is called cushioning and the materials are called cushioning and the
materials are called cushioning materials.
Apart from shock etc. as above, cushioning also gives protection against abrasion to
highly finished and delicate surface and of small projections on articles.
See Annexure ‘A-II’ to this précis for commonly used cushioning materials.
9. Closing and sealing materials are generally used for closing and sealing of containers.
These are generally pressure sensitive adhesive tapes (mostly transparent) and gummed tapes
(paper or cloth).
10. Tying materials are cordage, lines and twines in various sizes used in tying packages like
bales and bundles.
207
Cordages are ropes with circumference of one inch or more. Lines are ropes with
circumference less than one inch.
Twines are of polished surface and are graded at length per pound basis.
11. Flat band strapping consists of either hot or cold rolled steel strips applied to bales,
bundles, wooden crates or cases. Wiring or wire banding is applied to case, crates etc. by using
GI round wire of appropriate strength. Both flat straps and wire are applied by machines.
12. Card-board (or paper board) containers and cartoons are used as ‘primary’ or
‘intermediate’ packs to be placed in suitable rigid outer container.
These are classified into boxes, wallets, cylindrical boxes and moulded pump containers
used for stores such as radios, books, tennis-balls and fragile articles respectively.
13. Jute cloth differently known as hessain, Gunny cloth, or Twilled sacking, and bags and
sacks made out of the above are used extensively for packing a variety of stores.
Union cloths are made out of bonding hessain and paper by means of bitumen and also are used
extensively for packing.
14. Plastic coatings, plastic films and plastic covers are extensively used for packing due to
their water proof nature, strength, durability, neatness, in earness and resistance to biological
deterioration. Polythene, Alkathene etc., are trade names of plastic films used for
wrapping/sealing.
15. Wooden containers are fabricated from timber, plywood or combinations of both and are
used for packing a wide variety of stores due to their adequate strength, easy workability and low
cost. Moreover these can be easily unassembled and reassembled as need arises.
These are generally classified as follow:-
(a) Wooden cases (Large, Medium and Small).
(b) Wooden crates.
(c) Plywood cases.
(d) Plywood drums.
(e) Wooden barrels.
Timber selected for cases, crates and barrels must be free from defects such as knots,
shakes, cross grain, should be free from insect attack and should be well seasoned. Defence
Services Packaging Code gives a list of timbers most suitable for crates/barrels etc.
See Annexure ‘B’ to this précis for detailed description of wooden containers.
16. Metal containers are used for packing a variety of stores, especially liquids, semi fluids
and powders. The advantage of these containers is that stores can be packed and sealed air tight
protecting food stuffs, drugs and chemicals from moisture, and contamination by extraneous
matter. These are light, cheap and convenient for storing. Because these rust on the outer
surface and react chemically with certain type of chemicals inside, such containers should be
used after great care on chemicals drugs etc.
Commonly used metal containers are made out of steel sheets of varying thickness and
treated differently according to the stores to be packed. Sheet are tinned (coated with tin) for
food-stuffs, terneplaned (coated with a mixture of lead and tin), galvanized (coated with zinc) or
painted for other stores. To suit special requirements, containers are also made of stainless steel,
Aluminium, copper, brass etc.
208
Metal Containers are classified as:
(a) Tins, cans and metal boxes;
(b) Kegs, drums and barrels (including large size tins and cans of capacity above 10
lbs or 1 gallon).
(c) Miscellaneous i.e., jerricans, gas cylinder etc.
Tins, cans and metal boxes are most suitable for packing small quantities of powder,
pastes, semi solids and liquids. Properly sealed cans are most suitable for food stuffs also.
Depending on the stores packed, various types of lids are also used for purposes of closing the
containers, viz, slip-lid, lever lid and screw-top.
There is no great difference between kegs, barrels and drums. Their capacity varies from
1 gallon for liquids and 7 lbs for pastes and solids. These are closed by any of the following
methods:
(a) Blind hole and disc (soldering a disc on to the top hole).
(b) Press cap (pressing the cap to the neck).
(c) Screwed bung (used for containers of liquids).
(d) Hollow screw cap (cap screwed down along a raised neck).
Jerricans are used for POL. Gas cylinders are made of manganese steel or carbon steel
are closed by valves.
17. Glass container are classified as follows:-
Carboys - Containers of large capacity.
Bottles - suitable for retail packing of acids etc.
Special containers like ampoules and jars etc.
Closures (lids) for glass containers are selected to suit the stores packed.
Packing of Stores
18. Various methods are adopted for packing of stores depending on the factors mentioned at
para 5 and the packing materials used.
19. It is to be ensured that stores are examined before packing for detective or broken parts.
Unserviceable stores on no account will be packed. Robust articles should not be packed with
fragile articles.
20. All stores are initially wrapped. Whereas solid items are wrapped to shield them against
dirt, dust etc. and is referred to as primary wrapping, this is not possible in the case of items like
paints, polishes, etc. (liquids semi-liquids, pastes and powders) which are packed in suitable
containers like tins, bottles jars etc. at the first instance and the containers are wrapped suitably,
referred to as ‘Container wrapping’.
21. When a number of units of an item of small size and weight are to be packed in large
outer package, these are tied or wrapped together. Smaller packaging are called ‘primary packs’
or unit packs and larger one are called ‘multiple packs’. With reference to packing, these are
called ‘inner packing’ and ‘exterior container’.
22. After the stores have been primarily or internally packed, the packages are placed in an
exterior container in which cushioning materials have been placed.
23. The exterior container is finally closed. Proper closure is of utmost importance.
24. Soft items like textiles and yarns are packed in bundles or bales. The sequence of steps in
pressure baling is as follows:
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(a) Preparation Items of Packing
Deciding the weight of bales, layers of wrapping, wrapping materials etc.
(b) Folding and Bundling
Carefully folding the articles.
(c) Grouping and Piling
Correct arrangement and layout of the individual pieces as to give the bale
compactness and uniform density.
(d) Preservation.
Preservatives like naphthalene should be placed uniformly.
(e) Wrapping.
As decided at (a) above, this should be done.
(f) Application of Pressure and Closing of Bales.
By machine or manually the bale is pressed to the desired extent.
(g) Formation of Ears.
For the purpose of easy handling and reducing the risk from the use of hooks,
sufficient gunny is pulled out at each corner to form ears.
(h) Straping, Handling or Packing-rope, Wire and Steel.
Straping are used for securing the bales. Rope is unsatisfactory due to its
contraction in dampness and loosening in dryness. Wire and straps should be
applied, as far as possible by a mechanical stretching device.
25. Annexure ‘C’ to this précis shows the choice of internal packing and exterior containers
for various items.
26. Annexure ‘D’ to this précis gives same ‘principles of packing to borne in mind while
packing stores.
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Annexure ‘A-I’
(Precis No 1663) (Refer para 7)
WRAPPING MATERIALS
(a) Primary Wraps.
(i) Single wrapping papers.
Kraft paper.
Brown paper.
Old news paper-for normal wrapping.
(ii) Crape paper
For wrapping irregular shaped articles.
(iii) Water-proof paper.
Laminated/coated/impregnated-for resistance to dampness, moisture and water.
(iv) Reinforced paper
For strong wrapping; also water proof.
(v) Waxed paper.
For water resistance; also gold-silver (embroideries).
(vi) Grease resisting paper
For non-absorption of grease and oily compounds when wrapped.
(vii) Glassine.
(A type of grease proof paper) resistant to oils.
(viii) Vegetable perchment paper.
For high grease-resistance and wet strength; can be used for any edible products.
(ix) Tissue paper (very thin paper)
Acid free, used for optical equipments, thermometers, valves, magnetic compass
etc.
(x) Corrugated paper
(single faced/Double faced)-light corrugated paper for wrapping glass and china-
ware; robust corrugated for other fragile/heavy articles. Pads, tray, partitions and
trays (made out of double faced robust paper are used to hold relatively light
articles in proper position in the package).
(xi) Films (especially plastics)
Flexible, transparent and light. (Cellophane, Trayon, Polythens, etc.). Water
proof and chemically resistance .
(xii) Foils
Mostly from metal like aluminium tin, lead or zinc. Aluminium is preferred being
non toxic and odorless.
(xiii) Jute cloth
Used for wrapping bales, bundles etc.
(b) Container Wraps.
(i) Metal foils.
Same as (a) (xii) above.
(ii) Mouldable waxed wrapping.
Capable of being moulded to he shape of the item and in combine with
compound. Dip sealing gives proof packages.
(iii) Kraft paper.
Same as (a) (i) above, used over wax-coated packages.
211
Annexure ‘A-II’
(Precis No 1663) (Refer Para 8)
CUSHIONING MATERIALS
(a) Single and double faced corrugated paper.
(b) Shredded paper and paper cuttings
For light weight, bulking and delicate articles – e.g., electric bulb.
(c) Packing felts.
Wooden and jute felts.
(d) Sponge and expanded rubber.
Higher in cost, hence used on articles of extreme fragility.
(e) Compressed and granulated corks.
For heavy stores, high density compressed corks and for glass containers, wireless valves
etc. low desity corks are used. Granulated are used for the same purpose as compressed
cork.
(f) Cotton waste and jute tow.
Use for filling voids in packages.
(g) Wood-wool, wood-shaving and saw-dust
For cushioning glassware, crockery and containers of liquids; should be used only when
direct contact with dirt and dust is harmless.
(h) Hay and paddy straw.
Cheap and loose, fit for packing glassware and crockery only.
(i) Whiting powder, sand, ashes
Shock absorbers and absorbants for the packing of bottles containing liquid chemicals
like acids.
(j) Rubberised hair.
Hairs from the manes and tails of horses and cattle cured under special process treated
with latex rubber, mostly used for packing delicate/fragile items for air dropping.
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Annexure ‘B’
(Precis No. 1663)
(Refer Para 15)
WOODEN CONTAINERS
(a) Wooden Cases.
(i) Large wooden cases for heavy stores.
These are normally intended for shipping of longer and heavier items upto five
tons in weight, such as engines, generating sets etc. These are fitted to the base
by countersunk bolts and nuts and fitted with lifting attachments.
These are sill and skid types. Sill types are bottom load bearing frames placed at
rectangle. For skid types, the case is provided at the bottom with two or more
wider timber planks lengthwise (of thickness as per load and width twice the
thickness) called skids. The package is pushed or pulled on the skids.
These are two types-‘fully sheathed with timber’ in which frame members and
covering boards are of timber and ‘plywood sheathed and battened with timber’ –
in which frames are of timber and covered by plywood.
(ii) Medium or small cases.
These are same as (a) above but except skids/sills and are made in different styles.
E-in-C’s standing orders for ESD gives five types of standard packing cases as
per detailed measurements given below:-
Type A B C D E
International dimensions (inches) L 36 24 18 18 1¼
B 18 18 12 9 6
H 18 18 12 9 4
External dimension (inches) L 39 27 21 203/4 13 ½
B 21 21 15 10 ¾ 7¼
H 21 21 15 8¾ 5¼
Capacity (cft) 6¾ 4½ 1½ 9/16 1/16
Shipping volume (cft) 9.95 6.89 2.73 1.24 0.29
Weight empty (lb) 71 57 28 14 5
Gross weight full (lbs) 240 160 160 80 50
NOTE : Thickness of planks and bottom = ¾” except for planks of D and E
which will 5/8”. Width of battens = 3” A and B, 2” for others.
Defence Services packing Code lists 41 types of packing cases-all Ord Origin-
from 1/8 cft to 16 cft capacity.
(iii) Pent top cases
These are designed to hold acids and other liquids contained in bottles or
jars, when it is necessary to keep the containers upright and are heavy in
size according to the containers. Their length and gross weight should not
exceed 36 inches and 82 lbs.
(b) Wooden Crates.
Crate is a frame work not fully sheathed (covered) as in a case. Instead of
plank/plywood sheathing in cases, battens are fixed at regular spacing in the
crates. These are normally 5 classes of crates by weight of contents :-
Weight of contents upto 50 lbs - Class A
Weight of contents 50 lbs to 80 lbs - Class B
Weight of contents 80 lbs to q75 lbs - Class C
Weight of contents 175 lbs to 400 lbs - Class D
Weight of contents over 400 lbs - Class E
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(c) Plywood Cases.
These are very useful for air lifting being light. They have fairly good resistance
to puncture and have good stacking and shock resisting qualities.
Plywood cases with battened construction (as far radios) and metal edged
construction (as for tea-chests etc.)
(d) Plywood Drums.
These are used only for packing of powder, crystalline or granular substance
(e) Wooden Barrels
Barrels are of two types ‘wet’ to carry fluids such as spirits/oils etc., and dry to
carry dry commodities such as powders. Both types are round, bulging and
coopered made of staves; heads and hoops Different woods are used for each
types.
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Annexure ‘C’
(Precis No 1663)
(Refer Para 25)
CHOICE OF INTERNAL PACKING/EXTERIOR CONTAINER
Type of Stores/eqpt Interior packing Exterior container Remarks
1. Structual Parts, pipes, NIL NIL (A) As received
metal-rods sheets. (A) from suppliers;
i.e., rods in
bundles, sheets in
bundles, other
section loose.
2. Major items, complete Lined with water- Braced/bolted to (B) Cushioning
heavy equipments, proof paper cases. large nailed required.
machines, assemblies, and wooden cases.
sub-assemblies.
3. Small tools and machine Wrapped in water- Med/small wooden (C) Cushioning
parts, small electrical, proof paper/bags or plywood cases. required; interior
mechanical, optical items, and placed in packing may be
dry cells, thermometers cartons/tins omitted.
etc.
4. Large instruments, Wrapped in water- -do- (D) Interior
sanitary equipment, proof paper/bags or wooden crates packing may be
hardware, fittings, and placed in omitted.
cooking, lighting, heating cartons/tins Unshaped items
equipment. (B) may be abled.
5. Small items, screws, Wrapped in water- Med/small wooden
washers, springs, bolts proof paper/bags or plywood cases.
and nuts etc. and placed in
cartons/tins
6. Table glassware and Wrapped in water- -do-
crockery. (C) proof paper/bags
and placed in
cartons/tins
7. Leather and Textile Wrapped in water- -do-
articles (D) proof paper/bags
and placed in
cartons/tins
8. Liquid Chemical stores NIL Wooden
and other liquids cases/metal drums
etc./glass
containers.
9. Solid chemical stores. Cartons/bottles. Plywood
drums/metal cases.
10. Small wooden articles. Wrapped in Loose or in sacks.
paper/gunny.
11. Cooking range NIL Crated.
12. Nails, Rivets, etc. NIL Double lagged.
13. Non-ferrous metals; Bars, NIL Created.
sheets, tubes
14. Lead wood, Ingots. NIL Med/Small
wooden cases
15. Wire gauze, copper, brass Wrapped in paper -do-
etc. gunny
16. Screwed tubing upto I dia Ends wrapped in Bundled.
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(over 1” is loose) gunny
bags/protected in
polythene-thread
protector
17. Rubber rings NIL Med/small wooden (E) Voids to be
cases. filled with
cushioning
materials.
18. Rubber rings. NIL -do-
(cases to be lined
with water proof
paper).
19. Other fittings. NIL Baged. (F) Ends of each
pipe to be bound
with straw twists
lashed with string.
20. Bends 3’ and 4’ NIL Wrapped in
gunny/or hessian
cloth.
21. Cast Iron and AC pipes NIL NIL
(F)
22. Valves/cooks/hydrants NIL Med/small wooden
upto 2 ½”, 3’ and above. cases
NIL Created.
23. Hoses, joining packing Wrapped. Med/small wooden
cases
24. Insulators (C) NIL -do-
25. Electric lamps Wrapped in Supplier’s original
corrugated paper Cartons/plywood
cases.
Definitions as per E-in-C’s Standing order for ESDs
Cased - In packing cases capable of protecting stores from damages (Large/med/small
wooden or plywood cases).
Bagged - In double gunny bags.
Crated - In crates, protected with sacking etc. Where stores are liable to damage by
abrasion, etc.
Bundled - In bundles, securely bound with wire.
216
Annexure ‘D’
(Precis No 1663)
(Refer Para 26)
PRINCIPLES OF PACKING
1. The nature of engineer stores is such that only the most careful packing can prevent
damage to or loss of the contents of packages and in many cases such damage or loss becomes
irremediable.
2. As a general rule it is better and more economical to over pack rather than under pack.
3. The following are some important point which must be ensured while packing stores:-
(a) No stores should be packed unless they have been preserved.
(b) The strength of the case/crate must be adequate to withstand anticipated hazards
of operation of war, and conditions of transport and storage. It should be capable of
taking rushing load that may be superimposed by stacking similar other packages on top
of it.
(c) Wrapping, cushioning and spacing material must be used to prevent damage to
the package or its contents from internal movements. Straw, saw dust and paddy husk
should be used with discretion.
(d) Length of the package or containers should be sufficient to enable the requisite
number of men to handle it effectively.
NOTE : - The following tables gives a guide to weight and sizes of packages in
relation to man loads:-
Man loads Gross Weight Not to exceed Length of packing NOT less than
1. 50 lbs (preferably 40 lbs) Any length depending upon
the length of content.
2. 100 lbs (preferably 80 lbs) 18 inches.
4. 160 lbs 18 inches.
6. 240 lbs 36 inches.
(f) Tools accessories and spare parts which cannot be securely fasted to machinery
will be placed in a separate case which should, if practicable, be placed inside the main
case or crate.
(g) Seasoned timber should be used for the construction of a case or crate. Planks
should NOT be less than ¾ inch thick and 4 inches wide where the weight of the contents
of the case exceeds 84 lbs.
(h) Battens should never be less than ¾ inch thick. Their width should be inches
where the height or breadth of the case is 18 inches or more, but may be 2 inches for
smaller cases. If possible, 84 lbs.
(j) The gauge of the nails used for ¾ inch thick planks should be 10 or 12 SWG.
Their length should be 2 inches. Nails of smaller gauges should be avoided.
(k) The ends of the securing the battens should be clinched on the inside.
(l) Spacing of nails in the same tow (when they are staggered in fixing battens)
should be as under:-
Seasoned timber Unseasoned
(i) Nails securing top or - 4 to 5 inches. 3 to 4 inches.
bottom of
(ii) Nails securing sides - 2 to 4 inches. 1 ½ to 2 inches.
of case to ends
(m) The abutting ends of lateral battens should be secured to each other and to the
case by four nails, two driven through the side batten into the end grain of the top or
217
bottom batten and two driven into the top or bottom, batten, through the top or bottom of
the case into the side grain of the side planks.
(n) End battens are NOT required when the height and breadth of a case are both less
than 12 inches. Lateral battens may also be dispensed with when the length of the case is
less than 15 inches.
(o) Small cases without battens should be bound at each end with hoop iron 3/8 inch
wide/32 BG or nearest size available. At least half the nails at the ends of the case should
pass through the hoop binding.
(p) Crates should under NO circumstances be so designed that the nailing of any
point is only possible through one member into the end grain of another.
(q) When bolts are used the bolt holes should be slightly smaller than the size of the
bolts and the projecting threads of bolts should be slightly burried over. The heads of
bolts or of nails or screw should be sunk flush or below the surface of the timber.
(r) Stores for which the accounting unit is cwt should be packed in this unit or sub
multiples thereof , e.g. nails. Bolts, nuts and washers should be packed in containers
holding 56 or 112 lbs nett.
(s) Bagging.
Avoid use of soiled gunny bags. These may be used for nails, rivets, bolts and
nuts. Bagging should be double for water supply fittings but triple for nails and
rivets. Ears for lifting must be provided otherwise the bags will burst due to load
in handling.
4. Packing of Glass Sheets.
(a) Sheets should be first cleaned, dried and then interleaved with clean dry paper.
(b) Not more than six interleaved sheets will be made up into a secure paper packet
and its folds fastened with gummed strips or adhesive tape.
(c) Four or more such packets will be placed together side by side in a sound timber
case made from not less than 4 inches wide and 7/8 thick boards. These packets will be
floated on 2 inches resilent float packing of grass or wood shaving and the internal
dimensions of the case must allow of the package being surrounded with at least two
rows of gith battens of the same width and thickness as of the board.
(d) The cases will be strengthened with at least two rows of girth battens of the same
width and thickness as of the board.
(e) Cases strapped with hoop iron of not less than 7/8 inch width and 22 BG.
(g) Cases marked on all faces “GLASS FRAGILE’ in three inches red lettering. The
side of the case will also be marked ‘THIS SIDE UP, in black lettering on white
background.
(h) If despatched as ‘small’ cases will be despatched by passenger train otherwise
ordered by AHQ.
218
Precis No 1664
Management Dept.
IDENTIFICATION, MARKING AND LABELLING OF ENGINEER STORES
Introduction
1. Marking or labeling is primarily intended to establish the identity of the stores and give
relevant information regarding the quantity, destination etc.
Inadequate or incorrect markings may result in misuse or mishandling of stores, incorrect
dispatch or delivery at wrong destination.
It is therefore essential that stores and packages are correctly marked/labeled.
2. This précis explains what identification involves in the services procedure for marking
stores. Marking and labeling are dealt with at Chapter VII of Defence Services Packaging Code.
Identification
3. It involves correct labeling, shown part number, designation, quantity and vocabulary
number of each item. It includes marking of an outer container, so that it is possible for any one
to tell the number and means of identification itself must be protected from damage through the
extremes of tropical climatic conditions. The means of identification itself must be protected
from damage through the extremes of tropical climatic conditions. Lables should thus be painted
or types and not written in ink or pencil. These should be varnished or covered with a strip of
transparent self adhesive cellulose film tape, and special stencil inks or paints, designed to with
stand tropical conditions, be used on external containers.
Markings
4. Markings are of two kinds, ‘internal and external’ in particular cases other markings
which become necessary are called ‘special markings’.
Procedure during storage
5. (a) On receipt, standard cases are clearly marked with the number and description of
the contents and the non-standard cases are marked as “Non-standard”. All box packages
under storage must have the sample of stores contained in the box, nailed outside for easy
recognition. For highly marketable valued stores only store list number should be given.
In the case of bridging equipment a display panel showing the various parts comprising
the particular bridge parts etc. is hung on one of the walls of the stores shed.
(b) All stocks which have been stock-varied must be marked with 2 ½ inches cross in
a circle in red paint at the center of each stack packages.
(c) All stacks of stores must bear a tally-card in a conspicuous place.
(d) In the case of stores must bear a tally-card in a conspicuous place.
(e) Tally cards are endorsed in red ink to show standard quantity contained the stack
concerned.
(f) ‘RM’ and “SM” numbers ; In the case of boxed machines such numbers allotted
by the E-in-C, must be painted on the outside of each case-create.
6. Internal marking are markings on the store itself or on the inner container to facilitate
easy identification, accounting and careful opening of the inner container.
7. Internal markings are of three kinds:-
(a) Identification markings.
(b) Quantity markings.
(c) Preservation markings.
8. (a) Identification markings may be stamped, painted, etched, embossed or otherwise
branded on the store itself. Labels may be riveted, tied or struck by adhesive. Only one
219
item in the inner pack need normally be marked inner container should be marked/labeled
for identification by giving nomenclature, catalogue number, design, trade mark, year of
manufacture etc. The method changes from item to item.
(b) Quantity marking is inclusive of information regarding quantity of content with
identification markings. Quantity must be in the official accounting unit.
(c) Certain preservation processes have to be repeated periodically. Other become
ineffective if their sealing is destroyed. Instructions and cautionary markings should be
stenciled or labeled on each wrapper or container. This is called preservative markings.
220
External Markings
9. External markings are of four kinds:-
(a) Consignment markings – Markings for dispatch.
(b) Identification markings.
(c) Service markings.
(d) Warning markings.
Consignment Markings
Marking for dispatch
10. Every packing case, crate or keg should be marked to show :-
(a) Consignee by the official recognized name and address.
(b) Consignee’s demand reference number.
(c) Service marking : a brown triangle in the case of engineers stores over a white
background or a brown triangle within a yellow circle in the case of Bulk Petrol and Oil
Stores Equipment.
(d) Issue order number.
(e) Gross weight, if in excess of one ton.
(f) Total number on package and individual package number concerned e.g., 1/7, 2/7
and 7/7.
11. Marking should be in large letters in conspicuous positions and in as many places as in
necessary to render the package easily identifiable. It is not the intention that any description of
the contents of a package should appear on the outside and markings of this nature, when made
for storage purposes within the depot should be expunged before dispatch.
12. Metal or wooden tally having the name and address of the consignee on one side and
other necessary markings above, on the other side, are affixed to one ear of the bag or to the
bundle. In addition where time permits, the above markings are stenciled on a piece of white
cloth sewn on the bag or bundle or painted in white on a black rectangle.
13. Wagon Labels.
(a) To enable the contents of railway wagons to be more readily determined, IAFT –
1740 wagon labels with distinctive symbols as allotted by the AHQ for the various
classes of stores are used and place in the slot of the Rly wagons on either side :-
Class of Stores Symbols allotted by AHQ
Engineer - Brown triangle
Ordnance - Green disc
Transportation - Buff star
Ammunition - Green disc with red diagonal across
Medical - Red cross
Naval - Blue diamond
IAF - Blue diamond
ASC - Blue trefoil
POL - Yellow trefoil
Canteen - Black circle.
(AO 12/S/68)
221
(b) Sufficient details are given in the portion of label, marked for contents, to allow
wagons being placed at the correct siding on arrival and to obviate wagons being opened
at sorting or marshaling yard to ascertain the contents.
(c) When a wagon loaded with stores is dispatched by train-cum-river route, the
consignee to be shown on the label would be the ultimate consignee. The transshipment
point shall also be shown on the wagon label.
(d) The guiding principle for the use of wagon labels is that the consignee symbol
must be used in all cases and NOT that of the consignor.
(e) Movement control staff must ensure that the labels are legibly written in block
letter in BLUE PENCIL.
(f) When wagons booked are required to be forwarded by passenger train the words
“BY PASSENGER” should be inserted in red diagonally across the label.
(g) Red posters such as NOT TO BE LOOSE SHUNTED should be pasted on sides
of wagons containing fragile or similar other stores requiring extreme care in shunting
enroute.
14. Besides marking identification details on individual items or inner packages, the details
should be marked on the outer containers also and should include the :-
(a) Cat No. and designation of the store packed, and
(b) Qty of store packed.
This is identification marking.
15. Different services / departments have their own recognized colour or symbol. This
should be adopted for service marking. Consignee’s demand/Indent No. consignor’s issue
voucher number and month/year of packing should also be marked. This is service marking.
See para 13(a) for service symbols.
16. Warning markings are as follows:-
(a) ‘USE SLINGS HERE’.
(b) ‘THIS SIDE UP’
(c) ‘USE NO HOOKS’.
(d) ‘OPEN HERE’
(e) ‘FRAGILE’.
(f) ‘GLASS WITH CARE’, and so on.
Warnings markings change from category of stores and are always applied in red colour.
17. Special marking include shelf life, batch number strength/capacity etc. for medicines and
similar marking for other stores.
18. Markings may be stamped, painted, etched or embossed. Most commonly markings are
painted. Similarly, labels can be of metal or paper; generally plain-nailed or gummed, paper
labels are used in Defence Services.
222
Precis No 1665
Management Dept.
Stores Movements Categories, Classification and Procedure
Introduction
1. This précis deals with the categories of stores for movements, classification of moves and
procedure to be adopted. Detailed orders are contained in SAO’s 7/S/68 and 12/S/68.
Rules 1068 to 1131 of Regns for the Army(1962) also apply.
2. Stores will be dispatched by the cheapest route and mode of carriage.
(Rule 1078, Regns for Army)
The cheapest mode of conveyance of stores is, generally by goods in the railways and the
cheapest route is the shortest. Stores are also despatched as parcels in Passenger trains
through the Railways.
3. Other modes of transport are by road, river, sea and air. Some items can be sent by
Regd/Insured post also. (Rules 1078 & 1081, Regns for Army)
Categories of Consignments
4. Consignment of military stores fall under any one of the following categories:-
(a) Smalls or Petty Consignment.
Consignments comprising of less than one wagon load.
(b) Full Wagon Load.
Despatch from one consignor to any one consignee requiring:-
(i) Upto six wagons a day.
(ii) Seven or more wagons a day.
(c) Over Dimensional Consignments (ODC)
Armoured Fighting Vehicles (AFV), oversized Technical vehicles heavy and
oversized packages requiring the use of special type of wagons like (M) BFUs
(M) BWTs BWLs.
(SAO 12/S/68)
5. Responsibility for dispatch of smalls and consignments upto a maximum of six wagons
from any one consignor to any one consignee as ordinary traffic rests with the consignor. Moves
for categories mentioned in para 4 (b) (ii) and (c) above are normally arranged by Army HQ
QMG Branch (Move Dte)
(Rule 1085, Regns for Army)
Priority Classification of Moves
6. Military moves may be classified as under:-
(a) Ordinary Moves
These are normal moves such as return of stores to salvage Depots, transfer of
vehicles for normal repair programme, inter depot transfers, disposal of surplus
stores, regulated supply for replenishments of stock and so such moves fall under
rail priority ‘E’ and wagons are allotted by the railway on a FIRST-CUM-FIRST-
SERVED basis. These should be as far as possible arranged by the consignors
themselves.
(b) Urgent Moves.
These may not be strictly operational but are required to be completed by fixed
dates, e.g., move stores for the purpose of exercises, training, re-equipment, new
raisings, completion of deficiencies, stock in operational areas, etc. These require
proper advance planning to avoid last minute-rush, as delay will result in the last
receipt of stores, thereby affecting the purposes for which they are required. Such
moves fall under rail priority ‘C’ for which wagons are allotted by QMGs Branch
(Mil rail) and the following Movement Control formations HQ upto the number
shown against each:-
223
(i) HQ 21 MC Group.
10 wagons per day on each railway in their jurisdiction including one
wagon for OC 51 MC Area Pathankot for traffic originating from that
station.
(ii) HQ 22 MC Group.
15 wagons a day from stations on NF Rly.
(iii) Embarkation HQ Bombay.
15 wagons per day on each railway in their jurisdiction.
(iv) Embarkation HQ, Calcutta.
15 wagons per day on each railway in their jurisdiction.
(v) Embarkation HQ, Madras.
6 wagons per day on each railway in their jurisdiction.
NOTE : - All moves to destination on NF Rly are controlled by Army HQs
and can be effected only against MIL RAIL. Orders. List of MC Units and MC
Areas/Groups or Embn HQ controlling them, boundaries of Embn HQ/MC Gps
over various railways and L of C road jurisdiction of MC Dets under the Embn
HQ Bombay, Calcutta and Madras and HQ 21, 22, 23 MC Groups and addresses
of the MC Gps/Dett are given in SAO 7/S/68 as amended by AO 381/68 (corr.
75/68)
(c) The railway lay down their own priorities for supply of rolling stock (i.e.,
wagons) and the priorities applicable to Defence Stores are priority A, C and E.
(d) Operational Immediate Moves.
Such moves are either sponsored by the respective branches at Army HQ /
Command HQ or approved as such by GS Branch at Army HQ. These
moves fall under rail priority ‘A’ and arrangements for this are made by
QMG’s Branch (Mil rail). Railway suspend all other allotment of wagons
in favour of these moves which take over-riding priority. Demand for
wagons in such cases are to be signed by an officer not below the rank of
Lt Col.
Mode of Despatch
7. (a) Passenger Trains.
Military stores are normally required to be dispatched by the cheapest mode of
carriage which is by goods train. Despatches by parcels should not be encouraged.
Some items of stores are authorized under regulations to be dispatched by the
passenger trains. (See Rules 1078 to 1083 Regns for Army). In all other cases
dispatch by passenger train should be resorted to only in the case of any urgency
after obtaining the prior sanction of the CFA as laid down in Rule 146 FR Part I.
(Rule 1089, Regns of Army)
Normally only two wagons are attached to each passenger train.
For coaching traffic i.e., dispatch by passenger train no priority is applicable.
Arrangements for wagons should be made direct with the Station Master
concerned. Assistance of local MC authorities may be sought if necessary in
which case the request for assistance should be accompanied by a certificate, as
per specimen below, signed by the Station Commander or an officer now below
the rank of Lt Col:
“Certified that the dispatch of 20 MT of Eng Stores from ESD Dehu Road
to GE Jaipur is covered by Rule 1078, Regns for Army/Rule 146, FR, Part
I”
224
NOTES : (1) When an officer of the rank of Lt Col is not available, the
Unit/Depot Cdr may sign the certificate .
(2) This certificate is not applicable to Air Force Stores.
(SAO 12/S/68 as amended by AO 434/68
(Corr. 84), and AO 91/69 (Corr. 16))
(b) Goods Trains and Demand of Wagon – AO 10/S/78.
Six wagons can be dispatched by any one consignor to any one consignee
in one day without any reference to higher authority. If seven wagons or
more are to be dispatched, authority from Army HQ will be obtained
before dispatch. A release order, an Issue Order, stock transfer Order, a
Movement Order or orders placed for imports/exports from Army HQ
will, however, be considered sufficient authority for dispatch of 7 wagons
or more by an OC Unit.
(Rule 1085, Regns for Army)
(c) Special Trains.
Special trains will be ordered by Army HQ, QMG’s Branch (Move Dte)
only. In an emergency Local Comdrs may arrange special trains and
obtain ex-post facto sanction from Army HQ (Move Dte).
(SAO 12/S/68)
Procedure for Despatch
8. Ordinary and Urgent Moves.
(a) Consignor requiring wagons (excluding special stock like MBFUs and
BWLs/BWTs) to be dispatched by goods trains, vide para 7 (b) above, should first
endeavour to obtain their ORDINARY and even URGENT requirements directly from
Station Masters/Divisional Superintendents COPs Railways. Allotment is made on ‘First
come, first served basis.’ Demand for wagons should be registered in the priority wise
demand register, kept by the Rly Station Master.
(b) If supply of wagons does not materialize under local arrangements, as stipulated
in (a) above, within 10 days in the case of URGENT moves and for ORDINARY moves
of escorted consignments and 20 days for ORDINARY moves of unescorted
consignments, from the date of registration, the demands will be processed as under for
obtaining priority in supply:
For requirements upto 6 wagons - directly on MC formation concerned.
For requirements for 7 wagons and more - on Army HQ, QMG’s Branch (Mov
Dte) through proper channel.
(c) Consignors will watch progress for 10 days from the date of receipt of order from
MC formation Mil rail allotting priority “C” for the move. They will keep close liaison
with local MC Dett and railway authorities upto Divisional level.
(d) If the required wagons are not provided within these 10 days, this will be reported
to MC formation HQ concerned, giving registration number, date of registration with
Station Master and the result of local efforts, if any, and reasons given by railways for
non-supply.
(e) If MC HQ is unable to expedite supply of wagons within one week by
approaching the COPs full report will be submitted by MC formation HQ to Army HQ
(Mov Dte) giving following particulars:
(i) No. and date Priority signal issued by MC formation/Mil rail.
(ii) Serial No. and date under which the demand was registered in the Priority
Register kept by the Station Master.
(iii) Dates when matter reported to COPs and his reply.
NOTE : (1) NO reminder will be entertained direct from consignors; it should
come through concerned MC formations. Periods of total operational
restrictions imposed by railways will be added to the time limits fixed
above, for sending reminders.
(2) If after placing demands on MCFs/Army HQ (Mov Dte) wagons
materialize on the basis of the original registration done by the consignors,
225
these wagons will be utilized and the fact in detail will be intimated by
signal to MC Fms/Army HQ (Mov Dte). The demands placed on MC
Fms/Army HQ (Mov Dte) will also be cancelled.
Demand for wagons on Army HQ/MC Fms will be in the form stipulated
for the purpose in Appendix ‘B’ to SAO 12/S/68.
(3) In special circumstance, when stores are urgently required at the
distination and the rolling stock is not provided within 7 days of date of
registration under Priority ‘C’ and when the move cannot be deferred any
longer, Embn HQ/MC Group will submit wagon-demand by signal to
Army HQ (Mov Dte; Q Mov Rails) in the standard form for issue of MIL
RAIL instructions for supply of rolling stock under Priority ‘A’.
Operation Immediate Moves
(a) Demands for these moves will be placed on Army HQ (Mov Dte) through proper
channel, signed by an officer not below the rank of Lt Col. Mil rail orders to
railways will be issued allotting priority ‘A’
(b) On receipt of Milrail signals, Station Masters will be contacted by the consignor
and the demand registered in the priority register quoting Milrail authority. If
wagons are readily available they will be loaded immediately.
(c) In case wagons are not made available within 3 days of registration of demands,
consignors will approach respective MC formation, HQ for approaching the COPs
of the railway concerned.
(d) If any under delay in supply of stock is anticipated, MC Formation HQ will signal
Army (Mov Dte) for necessary action, giving particulars as per para 8 (c) (i), (ii)
and (iii).
NOTE : Moves of military stores in which consignor and consignee are Civilians
will not be in any case sponsored by MC Fms.
Demand for Special Stock
9. Special type of wagons (M) BFUs and (M) BWTs are controlled by Army HQ and
railways cannot allot these wagons without prior orders of QMG’s Branch (Milrail). As such,
demands for these wagons will be placed on Army HQ through proper channel.
Other special type of wagons such as KF, KM, KU, BFU, BKF and BFR are allotted by the
railways and may be demanded direct; but as they are limited in number it is preferable to place
demands on Army HQ.
Despatch of “Smalls”
10. As soon as a consignment is ready, the local Station Master who treats such dispatches on
a “First come first served” basis, will be contacted for booking. Assistance of local MC Date,
where available, may also be sought, if required. Where dispatch of smalls is restricted by the
railway authorities, an advance programme of the booking should be given to the
District/Divisional Transportation Officer of concerned railway and if no advance programme
could be given, personal contact and/or liaison through MC Channel should be maintained with
those officers of the railway administration who will do the needful. Attempt should also be
made to dispatch small consignments through parties who may be escorting other major
requirement to the consignor’s station.
Despatch of Over-Dimensional Consignments (ODCs)
11. (a) Railway Board have laid down the maximum permissible dimensions of
consignments which where loaded on open or flat wagons can be moved over all sections
of BG and MG systems. These are called SMD (safe moving dimensions).
Consignments falling within these can be looked freely. Those exceeding SMD are
called ODC and require special sanction of the competent railway authority.
(b) In broad outline SMD should not exceed the following dimensions when added on
wagons:
BG MG
(i) Max height at center from rail 13’-6” 11’-3”
226
level with width at top not exceeding 2’-0”
(ii) Max width at a height of 11’-6” 10’-6” -
(iii) Max width at a height of 10’-6” from rail level - 8’-6”
(iv) Max width at bottom:
(M) BFU, (M) BWT, BRS type wagons 10’-0” -
BFU - 8’-0”
BFR/BFT - 7’-6”
KF 9’-0” 7’-5”
(c) The largest load and maximum dimensions that can pass through the various
sections of BG and MG Rlys have been laid down by the Railway Board. The loaded
dimensions of the ODCs must fall within the maximum dimensions as laid down above in
all sections of Rlys over which the consignments pass over, before they will be accepted
by Rlys for transportation.
(d) The procedure of ODC is very lengthy and likely to cause much delay, unless
expedited. The remedies for the various delays are as follows:
(i) Only right type of wagons should be demanded. Train Examiner (TXR)
should be consulted in case of doubt, before demanding wagons.
(ii) After the consignment is loaded the TXR will take dimensions. If he
wants any consignment to be adjusted to his requirement this will be compiled
with. If the measurement exceeds the SMD, the TXR will declare the
consignment and ODC and request the SM to send telegrams to all
Rlys/Divisional HQrs over whose sections the ODC will pass, giving full loaded
dimensions for according ODC sanction, i.e., permission for moving the ODC on
their railways/divisions. In certain cases sanction of the Govt. Inspector of Rlys
has to be obtained.
The SM will not permit the move of wagons with ODC until and unless ODC
sanction is received.
NOTEs : (1) Consignor/units in their own interest should always obtain copies
of such telegrams from Station Masters.
(2) In Bombay Docks, such telegrams are sent by HQ Port Trust
Railway and not by Station Master.
(iii) MC Det is located in the station may be approached for assistance. It will
then become their responsibility to expedite check by TXR and further action, for
obtaining ODC, by SM. Copy or extract of telegrams sent consignment has to
pass, to maintain close liaison for expediting ODC sanction.
(iv) Railway headquarters / Divisions takes action only after they receive
Station Master’s telegram giving them loaded dimensions; hence the necessity
for sending this information as soon as possible. Close liaison with the SM of the
station of dispatch for achieving this is essential.
(e) The procedure at railway HQ is as follows:
The COPs (Operating Branch ) at the Railway HQ deal with ODC sanctions. The
operating branch after receipt of ODC application/telegram may refer the matter
to their Engineering Branch. If the engineering branch after making out a sketch
of the loaded dimensions and fixed structures enroute likely to interfere with the
move, find that the load is within the safety margin, they will recommend to their
Operating Branch for acceptance; otherwise (that is safety margin being less than
6”) they will apply to the Government Inspector of Railways. The Engg. Branch
after obtaining the sanction will pass it on to Operating Branch (COPS) and the
COPS gives the final sanction (along with restrictions and speed limits if any ) to
the originating station referring to their application/telegram.
NOTE : In certain cases the powers of granting ODC sanctions are still vested in
lower Divisions/regions, as far as those Divisions/regions are concerned, e.g.,
Bikaner Division of Northern Railway and Saurashtra Region of Western
Railway.
227
Forwarding Notes and MC Notes/Warrants
12. (a) For all categories of moves mentioned above, Railway forwarding Notes
(obtainable from Station Master), duly completed and signed by an officer, should be
submitted to the Station Master concerned. Military Credit Note/Warrant, duly
completed and signed by the consignor will be given to the Station Master when booking
the consignment. In case of special trains, Warrants will be issued by the consignor. In
this connection attentions is also drawn to AO 84/58 as amended by AO 392/60 and AO
488/66 (Corr 68/60 and 56/66) regarding dispatch of stores on MC Notes and AO 283/56
regarding forwarding notes for conveyance of Government Explosives. (See also Appx
VI/2 to Military Tariff No 4).
(b) MC Notes issued for dispatch of over-dimensional consignments will be endorsed
in red ink “Over dimensional load (s) liable to infringement charges” so that no difficulty
is experienced in settling the railway claims for infringement charges.
Labelling
13. Wagons containing military stores will be labelled with IAFT-1740 and not with Railway
labels. Wagons when moved under “operational Immediate priority” will in addition to IAFT-
1740 carry a special label IAFT-1753. To enable the contents of wagons to be more readily
determined labels with distinctive symbols as allotted for various classes of Military stores, will
be used. The symbol allotted to Engineer stores is brown triangle. For other categories, like
ORD, AMC and for detailed instructions on labeling, refer Appx ‘D’ to SAO 12/S/68.
Consignees should remove the labels before releasing the wagons.
(Rule 1088, Regns for Army)
Escort for Stores
14. (a) Escorts will be provided only in the following cases:
(i) For secret equipment when sent in open or unsealed wagon or as ‘smalls’.
(ii) For vehicles and artillery pieces when sent in Flats or open or unsealed
Wagons.
(iii) Uncrated and dispatched in flat or open wagons.
(iv) For Arms, Ammunition and Explosives.
(b) Escorts accompanying stores will be provided by the local commander from the
station of origin in case of OP Immediate move/operational Area
(c) In case of normal despatchs escort will be provided by the consignee. In case of
any delay the Station/local commander will be approached for providing escorts. Please
see Army HQ Standing Operation Instrucitons, Section 19-Escorts for stores in Transit in
India (Revised 1955).
Railway Freight
15. (a) All moves arranged through `Q’ movement are required to be freight prepaid
either by civil credit notes or by military credit notes.
(b) Military credit notes will be issued by the MES on the following occasions only:
(i) Stores consigned to or from Engineer Parks/ESD in connection with
operation.
(ii) Stores consigned to or by an officer not in charge of Engr Park/ESD i.e.,
to or by GE / CWE/CE / E-in-C provided the consignor certifies on the Military
credit note that the stores are required in connection with operations, mobilization
or war.
(See para 586 E-in-C’s Standing Order for MES)
(c) All non-operational moves will be covered by civil credit notes.
(d) ESDs now being at par with all other army installations such as Ordnance, ASC
and Medical , all moves of stores from ESDs to Ordnance, ASC and Medical and Vice
Versa will be made on military credit notes.
(e) Similarly stores when consigned by an ESD to:
(i) Army units against PE/WE/PET/WET or other authorized scales will
move under Military credit notes, IAFT-1711.
(ii) Army Units against Training grant etc. will move on IAFT-1714.
228
(iii) MES will be on Civil credit notes S-142.
(Para 469 E-in-C’s Standing Orders for MES & AO 54/58)
Convoy Notes
16. (a) The object of using convoy notes is to enable the consignee to check the contents
of the wagon, to assist in preventing or tracing pilferage and to link actual receipt with
dispatches. The responsibility for preparing convoy notes rests with the consignor.
(b) In respect of all stores, other than Ordnance (for Ordnance see NOTE below),
four copies of convoy notes on AB 14 are required for each wagon loaded. These will be
disposed of as under:
(i) Two copies will be placed inside the wagon, in a conspicuous place.
(ii) One copy sent to the consignee by post together with the railway receipt.
(iii) One copy retained for record.
NOTE : For dispatches between ordnance establishments, the ordnance
wagon convoy note IAFT-2648 will be used in lieu of AB-14.
Instructions for its use have been separately issued by MGO Branch.
(c) A convoy note will show:
(i) Wagon number in which stores are loaded.
(ii) Number and description of packages.
(iii) Marks on packages.
(iv) General description of contents of packages.
17. (a) Whenever heavy lift consignments are dispatched, dispatch advices must include
details of the heavy lift e.g., weight and the capacity of the crane required to unload it, to
enable the consignee to make necessary arrangements beforehand.
(Rule 1086, Regns for Army)
(b) To eliminate unnecessary correspondence, the following reports are submitted on
movement of wagons:
OUTREP - Despatch report by consignor/MC Det at dispatching Stn.
RUNREP - progress report by MC Det enroute.
INREP - Arrival repot by consignee/MC Det at destination Stn.
Refer Appx ‘E’ to SAO 12/S/68 for detailed instructions.
Overdue Traffic
18. If stores do not arrive in a reasonable time, the consignee must take action for tracing the
consignment (irrespective of whether it is wagon load or smalls and passenger or goods ) through
the Rlys and local MC Det, Embn HQ, MC Gp etc, giving full particulars of the consignment. In
any case it must be ensured that claims in IAFT-1731 are preferred in writing on the railway
administration within six months from the date of railway receipt, otherwise claims will be time
barred under Section 77 of the Indian Railways Act IX of 1890.
(Rule 1101, Regns for Army)
Redirection and Diversion
19. (a) Redirection of Stores on reaching Destination
A consignment can be redirected to fresh destination after it has reached its
original destination. In this case the additional move will be treated by the
railways as fresh booking and necessary forwarding and credit notes will have to
be issued. It must be ensured that consignment do NOT suffer, any detention at
the original station as avoidable wharf age and demurrage charges will to be paid.
(b) Diversion of Stores Enroute.
Diversion of military stores enroute in full wagon loads is also allowed by
railway authorities. To effect diversion, the nearest Station Master or the
MC representative should be contacted. In this case a charge of Rs 5/-
will have to be paid by the Unit ordering diversion to the Station Master
before the diversion is allowed. After the consignment reaches the
destination, the consignee will be required to pay by Military Credit Note
229
any extra freight charges incurred such diversion. It must be note
diversion of “smalls” enroute is not allowed.
(AO 195/66)
(c) Re-booking of Stores
This will be done by MC Det or OC Stn where no MC Det exists.
The units should leave the RRs and a blank MC Note before they
leave the stations to their new destination.
(AO 254/65)
20 . Important hints for the officer i/e loading/unloading are given in paras 56 and 57 of SAO
12/S/68.
Functioning of Movement Control Organisation.
21. (a) The movement control organisation is controlled by the Movements Directorate,
QMG’s Branch, Army Headquarters.
It caters primarily for all bulk movement by land, sea and air of personnel and stores of
the Army and coordination, execution and control of bulk movement of personnel and
stores of the Navy, Air Force and Inter Service Organisations, when required by them.
The Organisation is now being manned by personnel from all the three services.
(b) A chart showing the layout and chain of command in the Movement Control
Organisation is given Appendix ‘L’ to SAO 7/S/68.
The charter of duties, in brief, of Movements Directorate, Army HQ and Movement
Control formations and units are given in SAO 7/S/68 as amended by AO 361/68 and AO
362/69.
22. The type and brief description of various types of wagons in use with Indian Railways is
given in Precis No 1666.
23. The following AOs are relevant to the subject of this précis :
(a) Military Forwarding Organisation duties defined - AO 169/68.
(b) Despatch of MT Vehicles by Rail - AO 33/S/70.
(c) Delivery of Mily Stores on Indemnity Note. - AO 220/68.
(d) booking of Stores to CME - AO 158/67.
(e) Conveyance of Explosives by Rail - AO 365/67.
(f) Transportation of charged lead-acid type batteries - AO 117/67.
230
Precis No 1666.
Management Dept.
RAILWAY TARIFF AND REGULATIONS
Introduction
1. Government stores shall be transported through the shortest route and at the cheapest rate
(FR-I-1963). The Railways are generally cheapest.
2. This précis deals with the general railway rules applicable for dispatch of stores by rail.
Tariffs
3. The rules concerned are laid down in the following publications:
(a) Goods Tariff No 32 – Part I.
(b) Military Tariff No 3.
(c) Red Tariff No 18.
4. The Goods Tariff No 32- part I contains general rules for acceptance, carriage and
delivery of goods. In details the subject dealt with are Indemnity Notes, Registration of Indents,
Allotments and Supply of Wagons, Rates and conditions for carriage of general merchandise,
coal, fodder, live-stock, General classification of goods packing conditions and forwarding Notes
among others. This is in force from 15 Dec 65 and applies to general public.
Part II of this publication contains Goods Rates Tables.
5. Military Tariff No 3, in force from 1 April 56, contains rules, rates and conditions for the
conveyance by railway traffic for the Army, Navy and Air force including charges for the
Journey of High Officials of the Defence Services.
6. It must be noted that the rates for ‘military traffic’, whether it is of passengers, parcels or
goods are lesser than the public rates (civil rates) and any erroneous dispatch will be culminating
in a loss statement for loss of public money.
7. Military Tariff is not applicable to MES.
8. Red Tariff No 18, in force from 1 Dec 60 deals with conveyance by rail of Explosives
and other dangerous goods.
9. Explosives are classified into seven grades for conveyance by rail, as follows:
(a) Explosives.
(b) Gases, compressed, liquefied or dissolved under pressure.
(c) Petroleum and other inflammable liquids.
(d) Inflammable solids.
(e) Oxidising substances.
(f) Acids and other corrosives.
(g) Poisonous (Toxic) substances.
10. Red Tariff deals with the general rules governing acceptance, handling, carriage, storage
and delivery of commodities in this class and regarding classification, rating, packing conditions,
marking, labeling, storage an carriage of the aforesaid commodities.
11. Railways follow Indian Standard Code of Symbols for labeling of Dangerous Goods-IS-
1260 of 1958 and colours for Gas Cylinders as per G of I, M of WH & S SRO No 1204 dated 3-
5-57.
12. All the above tariffs are issued by the Indian Railways conference Association under the
G of I authority and is to be used in local booking over Indian Railways and in through booking
over all Railways who are party to the Association. All private railways such as Port Trust
Railways are members of IRCA.
231
Rates
13. Rates change with each budget and hence rates have to be ascertained from the railways
every time. Such current rates are given in Annexure ‘I’ to this précis.
General Hints
14. The Railways allow a maximum of 5 day-light hours for loading/unloading of a four –
wheeled wagon. Day-light hours are from 0600 hours to 2000 hours. Any excess time used will
have to be paid separately. See para 19 below.
15. The Railways are not bound to give open delivery of any consignment unless there is a
difference in the total number of packages or any of the packages is damaged or shown signs of
having been tampered with or there is marked difference in weight.
16. The Railways reserve the right of re-weighment of any consignment and re-assessment of
freight charges.
17. Packing conditions stipulated by the railways are entirely different from the normal
methods of packing adopted in MES or other Defence Departments. Non-fulfillment of packing
conditions above will constitute a valid reason for rejecting any claim, for loss or damage made
on the railways.
18. Railways do not intimate placement of wagons for purpose of loading/unloading nor,
arrival of smalls. Consignees should keep constant liaison with the railway staff. It must
however, be noted, that if wagons are not taken possession of within five hours or smalls are not
taken delivery of within 72 hours, the station railway staff are bound to intimate the party
concerned in writing.
19. Demurrage charges are charges for not clearing the wagons within the stipulated timing.
20. Wharf age charges are charges for not removing the ‘smalls’ or wagon-loads from the
railway premises within the authorized free time.
21. Indemnity Note is a document executed by the consignee who is not in possession of the
Railway Receipt on arrival of the consignment at the destination. It is a substitute for the
Railway Receipt and indemnifies (i.e., exonerates) the railway administration from any
subsequent claims.
See AO 220/68 regarding Indemnity Notes on consignments booked under Military
Credit Notes.
The Railway administration can demand proof that the claimant is the real consignee
before delivering any consignment on Indemnity Note.
22. Railway wagons of different types with the code letters dimensions etc, and the stores
normally loaded in different type of wagons are given in Annexure ‘II’.
232
Annexure ‘I’
(Precis No 1666)
(Refer Para 13)
RAILWAY CONSIGNMENT TARIFF
(Ref Goods Tariff, Pt I, No 32)
Parcel tariff
1 Maximum weight for one consignment - Any weight can be accepted
2. Maximum weight for one package - 2 Qtls
3 Minimum weight one package - 1 kg and above
4 Maximum size one package - 6’x4’
5 Minimum current charges - Rs. 2.50+Surcharge of 20
P.per K/Mtr.
Goods Tariff
I Petty Consignment
(a) Maximum weight of one consignment - 9 M/tones
(b) Maximum weight of each package - 2 Qtls
(c) Minimum weight on one consignment - 7 Kgs
(d) Maximum size of one package - 6’ X 4’
(e) Current charges for a consignment - As per classification of goods
X distance in K/Mtrs
II Wagon-Load Consignment
(a) Minimum weight of a consignment - 9 M/Tonnes
(b) Maximum weight of each package - 2 Qtls
(c) Maximum size of each package - 6’ X 4’
(d) Current charges for a consignment - As per classification of goods
X distance in K/Mtrs
(e) Latest Rates for :
(i) Demmurage charges - .10 P. per M/Tonnes per hour
(ii) Wharfage charges - .10 P. per Kgs. Or part
thereof on 1st day
- .15 P. per 50 kgs. Or part
thereof on 2nd day
- .20P. per 50 Kgs, or part
thereof on 3rd day
- .20 P. per 50 Kgs. Or part
thereof on 3rd day onwards
each day
(iii) Siding charges - Differ from station to station
(iv) Mily siding charges - Rs 12/-
(v) Crane Charge To be ascertained from
(a) For fixed hand crane - Rs 3/- per hour Rly authorities as it
(b) For traveling - Rs 3/- per hour differs from time to time
1 to 10 Tonne Capacity - Rs 17/- per hour Rates are for guidance only.
11 to 20 .” .” - Rs 23/- per hour.
(c) For Steam, Elec. -
Or Diesel Crane
(fixed or traveling)
1 to 10 Tonne Capacity - Rs 29/- per hour
11 to 20 .” .” - Rs 34/- per hour
21 to 30 .” .” - Rs 43/- per hour
Over 30 .” .” - Rs 48/- per hour
* To be ascertained from Rly authorities as it differs
from time to time. Rates given here are only for
guidance.
233
(vi) Haulage Charges for A Crane
These charges depend upon the distance from where the crane is brought for operation
and its return journey. Also the number of wheels of the crane is taken into consideration while
working out the charges.
The rates are as under :-
(a) 4 wheeled crane@ .34 P. per K/Mtr
(b) 6 or 8 wheeled crane @ .68 P. per K/Mtr
(c) 10 wheeled crane @ 1.36 P. per K/Mtr
Rates have been revised to be ascertained. However, marginal rates are given as guide
only.
In case a crane is hauled in from an out-station, the charges consist of hauage charges as
above plus the operation charges as stated in Para V above.
(vii) Charges for Shunting Operation performed in Military Sidings
(G of I, M of D No 94184/Q/Mov A/1399-S/D (Mov) dated 14-7-70 wef 1 Apr 68)
Revised rates effective from 1-4-1968 for
shunting operatioPer engine per hour or part
of an hour
Zonal Railways
BG MG NG
Steam Diesel
Rs. Rs. Rs. Rs.
Central Railway 56.00 72.00 - 41.00
53.00* 70.00* - 40.00
Eastern Railway 56.00 - - -
53.00* - - -
Southern Railway 54.00 - - -
51.00 - - -
South Eastern Railway 43.00 - - 30.00
Western Railway 61.00 - 48.00 45.00
Northern Railway 44.00 - 34.00 -
North East Frontier Railway 42.00 - 49.50 31.50
South Central Railway 56.00 - - -
North Eastern Railway 31.52 - - -
* Rates for hour or part thereof when the cost of yard or other station staff exclusively
employed at siding is being separately recovered from siding owners.
@ For effective use of engine.
For idle hours.
NOTE :- This does not include the rates for shunting operation when the engine is
specially requisitioned for shunting operation. In this case the rates will be enhanced by 33 ½ %.
234
Annexure-II
(Precis No 1666) (Refer para 22)
SUITABILITY OF WAGONS FOR ENGINEER STORES
Railway wagons with railway code letter and their suitability for the purpose are
indicated below :-
______________________________________________________________________________
Code letter Description of Stock Suitable for
Despatching
____________________________________________________________________________
1 2 3
______________________________________________________________________________
Open Type
KF Four wheeled, low sided with falling ends Steel tubes and
structural steel, heavy
packages, height not
to exceed
approximately 8 ft.
BKF Bogie, low sided with falling ends
KG & KCA Four wheeled, high sided truck -do-
BKC & BKCA Bogie, high sided truck and army truck etc.
FR or FT Four wheeled rail and timber truck Steel tubes, structural
steel and similar
stores
BFR or BFRT Bogie, rail and timber truck Specially suitable for
high packages e.g.,
mobile workshop
lorry, tractors D6 or
D8 type, boiler or
engine.
BFU or BTU Bogie crocodile truck.
KCC Four wheeled, coal truck Coal and Coke,
Covered Type
C Four wheeled, covered wagon. Small packings,
specially valuable
electric Stores
CA Four wheeled, with vents at the ends
X Four wheeled, powder or explosive Explosives
BC Bogie, covered wagon Small packages,
Valuable electric
stores and
Prefabricated
structure parts, angles,
bars and Flats MS.
BCA Bogie, covered wagons with vents at the ends
V Four wheeled, goods brake van Attached to special
trains for the guard
EVK, MVK Four wheeled, covered wagons with breast bars. Cars, Air
Compressors on
pneumatic wheels
______________________________________________________________________________
235
Precis No 1667
Management Dept
STOCK TAKING OF STORES AND PLANT
Definition and Responsibility
1. Stock-taking is a process of physical verification of stores, equipment etc and on
reconciling the differnce between the actual holdings and the ledger balances in order to make
the ledger balances a correct index of the stock held.
2. The responsibility for carrying out this physical verification of stock rests with the
executive officers concerned.
3. Stock taking is a statutory requirement. Orders in this matter are laid down in the
following publications :
(a) Regulations for the Army (1962) - Rule 865
(b) MES Regns (1968) - Para 243, 670 and 782
(c) Stores Accounting Instructions (1965) - Paras 268 to 295
(d) E-in-C’s Standing Orders for ESDs (1944) - Appendix ‘J’
(e) Memo on B/S Services - Para 62
4. Non-verification of stock as per orders is an irregularity to be regularized on the orders of
GOC-in-C. See AO 82/54, Appendix ‘D’- (as substituted by AO 192/68, Corr. 37/68).
Periodicity
5. All items of stores, plant and equipment on stock will be verified 100% each year at ;25%
per quarter. This applies to all registers and ledgers (IAFW 1809, 2208, 2223, 2225 and 2279
and IAFZ-2609) and MES Divisions, Eng Parks and ESDs.
Furniture and Plant recorded in IAFW-2279 and 2208 respectively will be verified 100%
between April and June each ;year (but see para 782(c), RMES).
Tools and Plant will be verified 100% between April and June.
For annual verification of fan and meter register latest policy has been issued vide G of I,
M of D letter No 73138/ 11/F4/48/D(W-11) of Jan 72 concurred vide Ministry of Finance
(Defence) u.o. No 3390/W/I of 31 Jan 71 which may be referred.
Fans and Metres held in Fan and Metre Register will be verified once in a year 100%.
Unused road metal and other road materials will also be verified at least once a year.
6. This précis deals with the objects and principles of and procedure for stock taking in
depots/parks and MES divisions.
Objects of Stock Taking
7. Stock taking is done with a view to ensure :
(a) Quantitative check.
(b) Correct identification
(c) Qualitative check i.e., condition of the stores as required at Col. 10 of IAFW-
2221.
Principles of Stock Taking
8. To ensure effective stock taking, it is essential that :
(a) Verification is from ground to ledger and NOT vice versa, so that any items for
which ledger accounts have not been opened can be picked up.
(b) Verification of stock of different sizes of same item should be exercised
simultaneously.
(c) Verification staff should be independent of stock holder, as far as possible
(d) Stock taking is done in the presence of stock holder and his signature for
surpluses and deficiencies obtained on the spot.
(e) Stock taking should be concentrated to specific area or section at a time.
236
(f) Remarks regarding conditions of each item should be noted on the stock taking
report.
(g) Location plan for stores checked should be prepared simultaneously with stock
taking, to show shed, bay rack, tier or bin number.
(h) Stock under verification should be frozen if possible.
(i) Stock taking programme should be confidential.
(j) Ledger balances as well as nomenclature are not to be altered or modified in any
way without preparing suitable adjustment vouchers.
Procedure for Stock Taking
Form Used
9. Stock Taking Report IAFW-2221 duly completed to illustrate the correct method of
making entries is given in Annexure ‘I’.
In ESDs or EPs
10. Programme
(a) The OC prepares a stock taking programme on a monthly basis which would
permit all items to be verified once during the year at an approximately uniform rate of
25% of items per quarter. The programme will be treated as confidential and make
known only to the SVO. This will also allow for test checks by OC of articles of highly
marketable value and comparatively small turn-over.
(b) The Stock Control Group initiates stock taking report in original by entering in
columns 1 and 2 of the form the stores list items numbers and description of every item
of stores held on ledger charges . No ledger balances of items are recorded at this stage
on the stock taking reports.
(c) Stores belonging to different sections of the standard classification are entered on
different sheets of this form. These sheets are put up to OC about the last week of each
month. The OC then serially numbers them by sections of the standard classification, and
signs each sheet in the top right hand margin and hands them over to the Stock
Verification Officer. He also makes the necessary entries in the register of stock taking
reports so that the sheets issued are accounted for properly. See Appx ‘F’ of E-in-C’s
Standing Orders for ESDs (1944) for this Register.
(d) The SVO then prepares a detailed programme based on
(i) exact location of stores,
(ii) number of stacks and bins,
(iii) method necessary to determine quantities accurately and rapidly,
(iv) number of items which it would be possible to check.
(e) Having formulated this programme the SVO informs the stock holder of the dates
on which stock taking is to take place but does NOT indicate the actual items of stores
that are to be verified.
11. Notice Boards
On arrival at site the SVO or his representative places a card or notice board worded
‘STOCK TAKING TODAY’ against each stock. If the stock is not frozen the storekeeper may
continue to make the normal entries on the tally card but puts a cross (X) in red ink or pencil
against the first transaction of the day.
12. Note Book
The SVO employees such methods as are in his judgement sufficient to determine the
quantity either by counting, weighing or measuring the stores. Whenever articles are not counted
or weighed in detail, he records in an official note book particulars of the methods and
calculations used to arrive at the quantity concerned, quoting the relevant item numbers and
sheet of the stock taking reports.
237
13. To arrive at the correct figures to be recorded in column 5 (Actually Counted) of IAFW-
2221 he examines the section receipts and issues registers for stores received or issued and for
which covering vouchers have not yet been prepared.
14. Tally Cards
He also records the tally card (IAFW-2280) balance is column 6 of IAFW—2221 and
enters his initials and date in column 11. He then draws a line across the tally card immediately
below the last entry and enters his initials and the date opposite this entry. In case there is a
difference between the quantity in the bin or stock and the quantity shown on tally card, he
reconciles the entries with the storekeeper by checking arithmetical accuracy and makes
corrections, if any, which are attested both by him and the storekeepers by the record of their
dated initials. The fact that tally card has been corrected is recorded in column 11 of IAFW-
2221. When the differences between the tally card figures and the ground balance cannot be
reconciled he withdraws the tally card, opens a fresh card showing the correct figure, and initials
and dates the opening balance in the new card. The old tally card is attached to IAFW-2221.
The fact that the new card has been issued is recorded in column 11. The SVO should be
constantly on the watch for existence of stores of similar size and types to those being checked
which do not appear in IAFW-2221 and must report any such discrepancies to the OC.
15. At the end of each day the SVO signs the sheets (IAFW-2221) and also gets them signed
by those who are in custody of stores in token of correctness of entries so made, and hands them
back to the OC who makes the necessary entries in the registers of stock taking reports and
arranges for :
(a) The ledger balances to be entered in column 7 and the differences in column 8
and 9.
(b) The ground balances as recorded in column 5 to be entered in red ink in the
remarks column (date). “Ledger balances are NOT altered or modified in any way”.
The stock control group returns the sheets with entries in columns 7 and 8 or 9 duly
completed within 24 hours.
16. Regularisation of Discrepancies
The OC records in his own hand writing orders regarding discrepancies in column 12 of
IAFW-2221 and adopts one of the following courses :
(a) Orders a recount to be made.
(b) Orders the difference if small, to be carried forward or ignored until the next
verification.
(c) Orders an enquiry to be made for abnormal differences plus or minus.
(d) Orders the difference to be accepted as a loss or surplus due to normal wastages,
transportation of stocks or errors in identification.
17. Submission of Stock Taking Reports to the Authority in Technical Control of the
Report
At the end of each month these reports along with receipt or issue vouchers in support to
differences or loss statements in duplicate recording reasons for discrepancies are submitted to
the technical authority i/c of depot. Surpluses, after ascertaining them to be genuine, are
immediately taken on ledger charge. For deficiencies “Loss under Investigation” issue voucher
is prepared an subsequently supported by covering loss statement IAFA-498.
In MES Division and Sub-Division
18. The CWE/GE/Ind GE details an officer or a Supdt/Supr Grade I other than the Stock
holder to check such stocks during the year at the rate of 25% per quarter.
19. The Checking Officer/Supdt/Supr Grade I signs the relevant certificates in the stock
taking reports and enters therein only those items in respect of which any discrepancies have
been detected. He also enters his dated initials against each item checked, both in the relevant
register and tally cards.
238
20. In cases where due to shortage of staff or rush of work it is not possible to detail a
Supdt/Supr Grade I other than the stock holder, stock verification may be carried out by stock
holders themselves. But it must be ensured that at least once in three years, the stock verification
is done by a person other than the stock holder.
(Authority : E-in-C AHQ letter No 37225/E3-A dated 2-3-54)
Discrepancies are regularized as per normal rules depending upon the category of loss.
All surpluses are credited to Govt.
21. In the case of furniture/T&P, qty issued will be verified first and ground balance added to
that qty to arrive at the qty, actually counted. But amount verification of furniture in respect of
married officers and separated families will be done away with.
In Units
22. Stock taking in units will be recorded on IAFZ-2286-A-Accounting Sheets by drawing a
red-line across the page which will be initialed and dated by the SVO. Discrepancies (i.e, Sur. or
Def) if any (ONLY) will be recorded on IAFZ-2286-C (form for ‘Verification of Eqpt).
23. The overall responsibility to ensure that stock taking is carried out properly lies on the
GE-Div/OC-ESD/EP/Unit and in order to satisfy himself he would carry out certain test checks
specially of valuable/attractive items.
Not withstanding the fact that the responsibility for carrying out stock-verification rests
primarily and solely on executive officers concerned, physical verification of stock may be
carried at any time by the Def. Accts Deptt. wherever such verification is considered necessary
by the Dept.
239
Annexure 'I"
Sheet Serial No (Precis No. 1667)
Taotal No. (Refer Para 9)
STOCK TAKING REPORT IAFW-2221
No . _____________________________________
Date _____________________________________
(a) DIVISION/SUB DIVISION/E PARK/ESD ………………….STATION…………………………..PARTICULAR LEDGER/REGISTER UNDER CHECK
(b)________________________
SDLES/ Quantity Remarks and dated initial of
Articles or
Ser ASHLES/ As As
Description Unit Actually Officer
No VCAB/ shown shown Surplus Deficient Condition OC-ESD/GE
of Store Counted Checking
Etc No in ‘A’ in ‘B’
(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12)
IO PAN/362 30 Nos.
1 331320 Bends Nos 254 184 256 - 2 Serviceable 26-12-68 RAN 4/456 60
0
Screwed 90 Nos.
¾ 31-1-46
have been taken into
account.
Certificate : 1. Certified that the balances of all articles of Furniture and Plant as shown in the (a) Furniture/Tools and Plant Register (IAFW-2229)
have been checked and, with the exception of the times shown, above, were found to be correct and existed in store ant that there
were no unauthroised issues.
2. Certified that the items checked (for the quarter ending) as indicated in the (b) are correct and in good order with the exception of
the items shown above (Applicable to store only).
240
3. Certified that the pages in the (a) Register/Ledger have been endorsed with the word “checked” followed by my initials and a
certificate of stock taking having been carried out has been entered in the (a) Leger Register
NOTES : (a) Strike out what is not applicable.
(b) Here enter the document checked, e.g. Loose Leaf Ledger of Depot/Park. Stock/Stores in Hand/Material/Road Metal Demolition
Stores/ Salvage/Fan and Meter Register and electric Bulb Account.
CME Notes : ‘A’-in Col 6 Stands for Tally Cards or Distribution Ledgers for furniture andT & P.
‘B’ in Col 7 Stands for Ledgers/Registers.
(These are not printed in the IAFW-2221 of 1959 Print but have been adopted from IAFW-2221 of 1952 Print).
Signature of Stock Holder Individual in-charge Signature of officer checking
- 241 -
Precis No 1668
Management Dept
PRINCIPLES CONCERNING SPACE UTILIZATION, STACKING
AND STORAGE OF ENGINEER STORES
Introduction
1. Space is one of the three basic resources viz., space, labour and equipment, at the
disposal of a stores officer in a depot Equipment properly used saves labour and speed up the
process of loading, unloading and stacking. Space methodically used saves labour and
equipment.
2. Labour and equipment including handling of engineer stores are dealt with separately in
Precis No 1669.
3. Stacking is intimately connected with packing, preservation and accounting of stores as
in most cases the efficient achieved in stacking an article of stores affects its preservation and
accounting. Haphazard dumping with no planning will lead to deterioration as well as wrong
accounting of stores in the depots.
4. This précis deals with space utilization and stacking of engineer stores. This subject in
various degrees is dealt within the following publications :
(a) E-in-Cs Technical Instructions on Care, Conservation and Preservation of Engr
Stores. (1960).
(b) E-in-C’s Standing Orders for ESDs (1944)
(c) Defence Services Packing Code (1964)
(d) Stores Preservation Pamphlet No 8 (1965) ‘Save Service Stores’.
(e) Military Engineering-Vol IX Engineer Resources (1964).
Space
5. Space which is three-dimensional, is very much inter-related to the layout of stores
installation envisaging.
(a) Storage accommodation, covered and open allocated and distributed on zonal
basis.
(b) Handling and movement facilities i.e., are needed for aisles, gangways etc.
(c) Scope for further expansion.
6. The zonal distribution in the layout, which should facilitate administrative control and
technical supervision shall conform to the classification of main sections as per SDLES divided
into sectors in relation to the Engineer Task (communications, accommodation, transportation,
combats and tactics and so on), as far as possible.
7. The zonal distribution should possess advantages such as :
(a) Definite lines for travel of work
(b) Shortest possible distance of travel
(c) Reduction in handling costs of labour and equipment.
(d) Conservation of floor area or space
(e) Safety of operations
8. In practice there are many factors which will necessitate modifications to the principles
enumerated above warranted by the circumstances such as :
(a) Difficulty in Transportation
Heavy items of stores should be stacked near the spur or road.
(b) Requirement of Special Dispensing Equipment
Stores involving measuring or weighing with the help of installed machinery shall
be stacked near then.
- 242 -
(c) Frequency of Requisitions
Stores requisitioned frequently and in small quantities should be stored nearer the
issue bay or section.
(d) Convenience in Storing and Handling
Coal Bunkers should be located near the workshops, silo for cement near project
site, heavy machinery and equipment on hard standings.
Storage-Covered Accommodations
9. The basis of proportion of covered storage accommodation to open storage
accommodation will depend upon the following factors :-
(a) Local climatic conditions.
(b) Protection against pilferage
(c) Protection against chemical warfare
(d) Rate of turnover of stocks
(e) Types of stores and type of packing (ME-Vol IX)
10. The purpose of covered storage accommodation is to protect stores from theft and from
deterioration and damages due to exposure to weather. From this point of view, the main
requisites of storage accommodation are as follows :
(a) Good ventilation
(b) Leak-proof roof
(c) Pucca even floor free from cracks and crevices.
(d) Safe walls and locking arrangements
11. Stores which require covered accommodation are know as key items. Examples :
(a) Electrical machinery, instruments and switch gear.
(b) Machine tools and precision instruments; spare parts for machinery and plant.
(c) Non-ferrous metals.
(d) Textiles; chemicals and paints.
(e) Electric cables, wiring stores and accessories.
(f) Machinery and plant.
(E-in-C’s No 33589/E3-A/1 of 8-8-60)
(Annexure ‘I’ to this precis)
12. When the storage of machinery and plant under conditions of incomplete protection in
unavoidable, care must be taken to ensure that small parts and fittings liable to pilferable are
removed to separate custody and that highly finished or polished surfaces and delicate parts are
protected by the application of thick mineral lubricating grease and / or rust preventing
compound.
13. Apart from the above, allocation of covered accommodation for Depot/Unit should also
include requirements for the following :-
(a) Officers for administration and welfare.
(b) Workshops for repair and maintenance comprising;
(i) Saw mill,
(ii) Joiner’s shop,
(iii) Fitters and Machine shop,
(iv) Foundary and smithy shops,
(v) Inspection and assembly,
(vi) Disposals for salvage and scrap,
(vii) Testing shop for IEM.
(ME Vol IX)
- 243 -
Open Accommodation
14. The main requisities of the open storage are :
(a) A slight general slope of the terrain; or if level low-lying area with artificial
drainage.
(b) Free from dense cluster of trees unless required by the military considerations for
the purpose of camouflage.
(c) Cleared of vegetation and leveled into more or less even surface.
(d) Free from termite activity in or near about 100 yards.
(Stores Preservation Pamphlet)
15. Open storage is generally resorted to for the following type of stores known as non-key
items :
(a) Fabricated steel work and bridging; except bolts, nuts and other small components
not protected by paint or galvanizing or liable to pilferage.
(b) Unfabricated steel and pig iron, but not the non-ferrous metals.
(c) Cast iron and asbestos cement pipes and special and mild steel tubing; but not
valves and fittings.
(d) Heaving galvanized articles such as wire and wire netting and water proof
materials such as asbestos cement sheets and salt glazed were.
(e) Tar, bitumen and road emulsions in normal trade containers.
(f) Timber, except wrought components such as bridge chesses.
Essential Requirements of Stacking
16. “It is not too much to say that the efficiency of a depot largely demand on proper
stacking”.
(ME Vol. IX, Sec 38)
17. The requirements of good stacking are as under :-
(a) Stability
(i) Foundation
The stack must be on a level and firm foundation like concrete hard
standing, tar macadam or well rolled hard core of earth.
(ii) Size and height of stacks
Size and height of stack are limited to the extent that no damage is caused
to the lower layers and the weight is uniformly transmitted throughout the
stack. Size and height are regulated by the following :
The nature of the foundation
The strength of the units stacked;
The appliances available for handling;
Weather protection-In which case, size of stack
will be restricted to the size of covers available.
(iii) Dunnage
The term dunnage is applied to any material or structure placed beneath
the stores or equipment in order to keep them off the floor or ground. The
principal functions of dunnage are as under :
(1) to prevent moisture from ground reaching the stores,
(2) to prevent white ants attacking stores
(3) to allow proper ventilation of the stack
(4) to provide a firm and stable base for stacking.
Dunnage should be at least 18” high for outside storage and 12” high for
stacks inside pucca sheds.
Dunnage may consist of :
Wooden or iron trestle;
Cement concrete blocks, Brick Pillars or unserviceable 5 gallon
drums preferably filled with sand or dry earth with wooden
sleepers or rails laid over them ; Logs, Ballies, sleepers suitably
spaced out horizontally; Railway metals, MS Channels, Angles etc.
- 244 -
The choice of dunnage depends on the nature of stores, size of stacks and
type of floor or ground.
(b) Standardisation
(i) Itemwise stacks
Stacks must be itemwise and items closely related should be separately
stacked and must facilitate issues in accordance with the policy of ‘First in
First Out’.
(ii) Facility of handling
It should facilitate manual or mechanical handling by providing tiers or
gaps enough for handling either for quick turnover or for distribution and
supply without causing damage to the stacks.
(iii) Easy Check
Stacks should be arranged so as to facilitate quick inspection and easy
check for the purpose of stock verification.
(iv) Marking of stacks
Each stack should be marked by a wooden board indicating :
SDLES No
Description of store
Quantity.
(v) Conservation of space
Standardisation of stacks also conserves valuable storage spaces.
(c) Hazards
(i) Protection against spontaneous combustion and fire hazard
With a view to localizing the fire in case of out breaks stacks of
inflammable stores should be sandwiched between stacks of non-
flammable material such as steel and A.C. sheets etc. Stacking of
inflammable stores in relation to the direction of the prevailing wind
should also be considered. Stacks of empty bags, hessian or other stores
liable to spontaneous combustion, should be limited in size and as such
divided by clear ‘lanes’ for circulation of air.
(ii) Protection against pests infestation corrosion and mechanical
damages
Well selected and treated dunnage facilities, cleaning underneath the stack
and thus, clearing potential or actual centers of infestation, it also prevents
while ants from attacking the stores.
When stacks are built upon foundation pillars which are normally 12
inches square direct or on horizontal members like timber baulks placed
thereon, a galvanized iron sheet, 18 inches square with edges bent,
downwards at 450 angle is fixed on the top of each pillar. This called
‘anti-termite shield’.
When dunnage is made out of timber or other materials susceptible to
termite attack these are treated with a creosote and used engine oil mixture
50:50. Metal sheets are not necessary for such treated dunnage.
(E-in-C’s Tech Instn)
Methods of Stacking
18. Based on the essential requirements of stacking, the following methods of stacking are
generally adopted :
(a) Pyramids
Applies to cylindrical items. For instance-Bitumen drums are to be stacked on
their sides in a pyramid fashion.
(b) Horizontal
Applies to Long Stock. For instance-Timber is stacked in this fashion-Two by
nine stacking in the case of scantling, ballies and one by nine in the case of
sleepers.
- 245 -
(c) Vertical
(Applies to special cases only). For instance-new tyres of vehicles are preferably
stacked vertically in racks duly supported heaviest at the bottom and lightest at
top in descending order.
(d) Step Back
Stores which do not roll can be stacked high and placed close to road or rail and
stepped up backwards from the road or rail so that the higher tiers on the rear can
be handed down without difficulty to lorry or truck level.
(d) Palletizing
This is a system of stacking whereby stores are stacked in unit-load on metal or
wooden pallets, capable of being carried on the fork of a fork lift truck.
N.B. – The gas cylinders other than those containing acetylene should be stacked
in horizontal position on steel rack.
The acetylene gas cylinders should be stacked upright in heavy steel racks.
No single rack should hold more than four cylinders.
19. Standard stacking of Engineer Stores are given in Annexure ‘II’ to this précis.
Conclusion
20. Correct storage and stacking will bring about the following beneficial results :
(a) Economic utilization of space.
(b) Easy assessibility for inspection/stock taking /issues.
(c) Flexibility of arrangement.
(d) Protection against damages to stock.
(e) Maximum degree of operator safety.
- 246 -
Annexure 'I'
(Precis No 1668)
(Refer Para 11)
DELHI TELEPHONE : 31932
MILITARY TRUNKS : 410 No 33589/E3
ARMYHEADQUARTERS
Engineer-in-Chief’sBranch
DHQ PO NEW DELHI-11
8 Aug 60
To,
The Chief Engineer,
Southern Command, POONA
Eastern Command, LUCKNOW
Western Command, SIMLA
Naval Works, Mint Road, BOMBAY
Airforce Works, Kashmir House, NEW DELHI.
Subject : COVERED ACCOMMODATION FOR STORES
Reference : ESD Standing Orders 15.
1. For the purpose of covered accommodation, Engineer Stores have been broadly
categorized as key and non-key items. Key items are not only those, deterioration of which is
likely to prejudice the operational efficiency of the Defence Forces but also those which are
likely to suffer damage or deterioration under weather conditions. List of these items is given at
Appendix ‘A’ which is illustrative and not necessarily exhaustive. A reference should be made
to this HQ in case of any doubt.
2. All key items will be stored in covered accommodation to avoid deterioration due to
exposure to weather, priority being given to items most vulnerable. Apart from this, it should be
appreciated that the purpose of covered accommodation is to protect pilferable stores from theft
as well. Care will be taken to ensure that small parts and fittings so liable to pilferage are kept in
safe custody.
3. Necessary projects will be initiated for any additional accommodation required.
4. Details of action taken on the above lines will be submitted to this HQ by 30 Sep 60.
5. Please acknowledge.
Sd/- x x x x x x x
ENGINEER-IN-CHIEF
Copy to :
The Officer Commanding
ESD (M), PO ESD Machinery, Kankinara,
24 Parganas, West Bengal.
ESD Panagar
ESD Rajpur
ESD Dehu Raod
ESD Avadi
ESD Kandivlee
The Garrison Engineer:
Engineer Park, Allahabad
Engineer Park, Pandu
Engineer Park, Dehu Cantt
Engineer Park, Ambala
Engineer park, Jullundur
File No 59299/E3-A/1
Ministry of Defence (D/Works)- For information with reference to No 58 on their file No
9 (17)/59/D(Works).
E3-A/2, E3-A/3, E3-B/1, E3-B/2, E3-C/1, E3-C/2, E3-D.
- 247 -
Annexure T (Contd)
(Precis No 1668)
LIST OF KEY AND NON-KEY ITEMS
Army HQ letter No 33589/E3-A/1 dt 8 Aug 60
Srl Sale Description of Stores Key Items Non-key Items Re-
No Main Sub marks
Sec Sec
1 2 3 4 5 6 7
1 1 1 Basic Building Cement Bitumen Tar
Materials Tiles
2 2 Timber Plywood Ballies Log and
Sleepers
3 3 3 Fabricated Products Glass Plates AC Products
Wall Boards Bitumen Products
Sisalkraft Expanded BRC Fabrics
metals
4 1 4 Miscellaneous Acids, Washers,
Building Materials Asbestos, Paints and
Varnishes, Sandbags,
Tubing Rubber
5 5 Builders Iron Mongery Iron Mongery
6 2 5 Rolled Steel Sections Sheets Black & Bars Round, Flats
Galvanised, Bars upto over ¼”
¼”, Steel Tools Structural Steel
7 2 9 Non-ferrous Metals Brass, Aluminium,
Copper, Bronze and
Lead items
8 10 Wire and Wire Gauze Moven, Wire
Products Meetings, Steel Wire
Ropes and accessories
9 12 Prefab Sturcture MS Sheets, Timber All items except
Components and MS Sheets,
small fittings only Timber
Components and
small fittings
10 13 Cisterns Small fittings, Joining All items except
compound and hemp small fittings,
packing only Joining
compound and
hemp packing
11 14 Bridging Small fittings and All items except
timber components small fittings and
only timber
components
12 14 Pontoons All items
13 15 Track Small fittings only All items except
small fittings
14 16 Decauville Locomotives Sleeper All items except
wood and track locomotives
components only sleeper, wood and
track component
- 248 -
15 17 Lifting and All items except tubes Tubes and
transporting Gear and winches grab winches grab
hand hand
16 4 20 Mild Steel Tubes and Tubings upto 1” dia Tubings over 1”
fittings All fittings dia
17 21 Cast Iron Pipes and - Piping and
Specials for Water Specials Cast
Distribution Iron
18 22 Pipes and Specials for - Piping Soil Cast
Drainage Iron and
Earthware
Specials
19 4 23 Sanitary fittings Baths Long Lavatory
Basins, Urinals, Sinks
fittings
20 25 Valves, Bib Cocks and Valves, Bib Cocks
Hydrants and Water Meters
21 26 Hose and Accessories Branch Pipes, Hoses
and Armoured,
Nozzles and Strainers
22 28 Plumbers and Pipe Apparatus Mains
Fitters Tools Tapping, Pipe Cutters
and other tools
23 31 Overhead All items Nil
Transmission and
Distribution
24 32 Cable, Cable Boxes, All items except Underground
Pillars and Insulated Cable PILC, BS PILC HS-Low
Wires (underground cables) medium and high
pressure
25 33 Internal wiring All items Nil
26 34 Lighting, Hosting and -do- Nil
Bells
27 7 37 Generating Sets, -do- Nil
Motors, Battery
Charging
28 38 Power Transformers, -do- Nil
Rectifier and
condensers
29 39 Switchgear, Lighting -do- Nil
Arresters and Chok
coils
30 40 Recording and Testing -do- Nil
Instruments
31 41 Insulating Materials -do- Nil
32 42 Engines, Boilers, All items except Boilers
Locomotives, Packing Boilers
and Jointing and
Accessories
33 7 43 Pumping Tubewells All items except Tubing
and Well Boaring Tubing
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201
34 44 Water Filtration, Sterili- All items
sation and Distrilation
35 45 Machine Tools and All items Nil
Accessories
36. 46 Workshop, Garage and All items Nil
Foundary Epqt
37. 48 Welding Plant and All items Nil
Accessories
38 49 Wood-working machinery All items Nil
39. 51 Engineers and Carpenters All items Nil
small tools
40 52 Surveying and Drawing All items Nil
Instruments
41 53 Camp, Barracks, Hospitals All items Nil
and feildworks
42 9 58 Oil Stores All stores except tubings Tubings
43 - Transportation Stores Small fitting of bridging Main steel
component of
bridging
44 56 Refrigeration and Air All items -
Conditioning
45 61 Mechanical Excavating All prime movers and All towed
Equipment towed eqpt with rubber equipment
tyres rubber tyres
46 62 Construction Plant All items with prime All towed
moves and rubber tyres items
without prime
movers and
rubber tyres
47 63 Portable compressors and All items -
pneumatic tools
48 64 Pile driving equipment Only steam raising and All items
consuming eqpt and IC without steam
engine driven winch consuming
eqpt and IC
engine
49. NIV Bomb Disposal eqpt All items
50. NIV Spare for all static and All items
Mobile Plants
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Annexure ‘II
(Precis No 1668) (Refer Para 19)
STANDARD STACKING OF ENGINEER STORES
---------------------------------------------------------------------------------------------------------------------
Sl No. Description of Stores Method of Stacking
---------------------------------------------------------------------------------------------------------------------
Building Materials
1. Sheet A.C. Plain or corrugated or Sheet per stack on a level ground
trafford Normal - 60 to 75
Maximum - 120 to 150
2. Road Tar Bitumen etc. 100 (40 gallons) Drums per stack on their
sides with bungs upper most so that water
can run off. Height not to exceed 3 tiers.
Dunnage to be paid between tiers to permit
drums to be rolled and skids provided to
facilitate removal of drums from upper ties.
3. Timber Stacks to be built up with successive course
laid at right angles and with ample space
between individual members for free
circulation of air. To prevent warping the
regular vertical alignment of timbers
occupying the same relative position in all
tiers is important. Ends of timber pieces
shall be coated with either paint or linseed
oil to avoid end splittering. The top two or
three tiers may with advantage be laid
solidly if no cover can be improvised
against sun and rain.
4. PBS or bitumen rolls Stack in shade on smooth level ground with
ends of the rolls flush with each other.
Scatter sand or dust between 50 yards rolls
should not be more than 3 Nos high and
rolls of 35 yards length should not be more
than 4 rolls high. It should never be stacked
on tar macadam or bituminous foundation,
without putting down a good layer or sand
or available soil.
5. Cement Stock under cover adequately protected
from rain on suitable dunnage away from
the walls to prevent ingress of moisture.
Adequate ventilation and rigid observance
of a progarmme of opening sheds on
relatively dry days is necessary. Stacks
should not, if possible, be more than 7 or 8
bags high. When accommodation is limited
they may be upto 15 bags high provided
stacked in header and stretcher fashion. Do
not disturb the stack until it is to be taken
out for use, when the bags should be rolled
to remove “warehouse pack”.
6. Metals
(a) Angles and channels. 40, 60 or 80 tons per stack, marked off
horizontally in units of 20 tons. Channels to
be stacked with webs vertical. Successive
courses to be laid at right angles and where
- 251 -
lengths vary two facts to be squared.
(b) Beams Height not to exceed 4 feet. Webs to be
kept vertical. The rest same as (a) above.
(c) Bars, Flats etc To be wired up in bundles of 1 or 2 cwt.
Stacked as above.
7. Sheets corrugated 100 Bundles per stack built up solidly.
Bundles to be laid so that corrugations run in
the same direction in every course. One end
of stack raised by 4” to 6”
8. Sheet MS plain and plates 20 tons or multiples of 20 tons per stack. In
case of heavy lifts separators will be
provided to ensure slinging
9. X.P.M. Sheets 250 sheets per stack
Wire and Wire products
10. Wire 200 coils pen stack (each 2 cwts appxly)
11. Wire netting 400 rools per stack. Tightly wound rolis
should be stacked solidly with successively
course at right angles upto 6 feet high.
Loose rolls may be stacked pyramidally.
Prefabricated Structures
12. Huts and Sheds Stacks should be arranged in rows paralleled
to the railway line or road; and columns at
right angle to them, so that each row
contains components of the same kind while
each column represents one or more
complete units. Heavier components should
be stacked near the railway line or road and
lighter ones farthest from these services.
Two adjacent faces of each stack should be
squared for order and inspection.
13. Bridging cribs 200 per stacks. They should be laid with a
longer face horizontal and successive
courses at right angles. Height may exceed 6
ft.
14. Panels B.B These will be stacked standing upright, 3
tiers heigh i.e. 15 ft. The dunnage between
tiers must be steel work. For details refer to
STI No B/8.
15. Pontoons These will in variably stacked on damage
and where space permits stack normally
limited to two high otherwise three high.
Dunnage between the layers of pontoons
will be sufficiently high to allow the hatches
in the lower pontoons to be prepped open.
Bottom plugs will be removed and kept
separately. The interior of the pontoons
should be kept dry. Temporary shelters may
be constructed with tubular scaffolding
frame – work and tarpaulin spread over a
light timber frame securely held down.
The stacks will be partitioned with non-
inflammable materials like steel or AC
Sheets etc.
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Water Distribution, Steam and Sanitary Equipment
16. Mild Steel tubings. On damage, size of stacks will vary
according to the size of tubing. Two
adjacent face will be squared and height of
stack restricted to 6 feet.
17. A.C.Pipes. Dunnage should be even to ensure equal
bearing Stacks not to exceed 4 feet in height
18. Cast Iron Pipes. Height of stacks should not exceed the
following :-
(a) Upto 3 inch bore - 6 ft.
(b) 4 inch to 8 inch bore - 4 ½ ft.
(c) 9 inch bore and over - 3 ft.
---------------------------------------------------------------------------------------------------------------------
NOTE :- The above as laid down in E-in-C’s Standing Orders for ESDs, Detailed
instruction are laid down in E-in-C’s Tech instns and Stores Preservation Pamphlet No 8.
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Prcecis No 1669
Management Dept
PRINCIPLES CONCERNING USE OF LABOUR EQUIPMENT AND
HANDLING OF ENGINEER STORES
Introduction
1. Labour and equipment in addition to space, are the two basic resources, at the disposal of
a stores officer in depot. In the economic handling of stores it is necessary to ensure the
following.
(a) Labour employed in a dept is used to maximum advantage.
(b) Equipment is used where necessary to save time and economise labour.
2. Handling of Engineer Stores is a process involving moving or transportation, packing
including preservation and storing. Handling adds nothing to the value of a product, only to its
cost. One of the first principles of handling is the avoidance of double handling.
3. This précis deals with the type of labour and equipment used and principles handling
stores. Information on this subject is given in details in the following publications.
(a) Def Services Packaging Code.
(b) Mily Engineering Vol IX, Engineering Resources.
4. In peace time normally civilian labour both skilled and unskilled is employed either on
daily or on monthly rates of pay. A labour contract for handling stores in the Depot may also be
arranged.
5. In war
(a) Pioneer units
(b) Local civil labour
(c) Military units in rest
(d) Prisoner of war
NOTE :- All military labour should be employed under their own officers and if
possible giving task work.
6. Organisation
The labour is best organized in parties of 15 to 20 under a ganger, When allotted to work
with machines, the governing factor is machine output and not the men’s. Therefore increase in
the size of gangs, cannot increase the work done by the machine, say a crane. Care must be
taken to avoid method entailing risk of injury to men.
7. Supervision
(a) Officers and others in charge of supervision must train the labour before
expecting maximum results.
(b) Tools and appliances must be made available to the labour at the beginning of the
day’s work.
(c) Orders to gangs must be issued by ganger or foreman.
Equipment
8. Users
Mechanical equipment is used where the load is beyond the capacity of man’s handling.
It is used for speed case and economy in handling. It also saves labour and space.
9. Type
Handling equipment ranges from the powerful crane to the wheel barrow as mentioned
below :-
(a) Cranes and Gantries
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(i) Railway crane is one of them. It is mobile when railway track is available
but can only handle stores within the working radius of its tracks.
(ii) Tracked and crawler crane is more flexible than rail mounted one; it can
handle heavier loads and work under rougher and softer ground conditions
than wheeled cranes. Its man disadvantages is the time taken to move
from one site to another. Wheeled or track mounted crane is especially
flexible and mobile but its load capacity is limited.
(iii) Overhead crane or Gantry is useful when a relatively large tonnage of
heavy loads have to be moved frequently within a building and within the
limited area covered by the crane.
(iv) Derrick is useful to cope with light lifts.
(b) Fork Lift Trucks and Pallets
The fork lift truck is a small self propelled wheeled vehicle with uprights at the
front in which fork is free to operate vertically. The two prongs of the fork can be
slipped under or into holes in a flat pallet made of wood or steel which carried the
load. The driver can raise the fork to any required height, limited only by the
height of its upright. Capacity of these trucks varies from 2,000 to 15,000 lb
(c) Tractors and Trailers
These are of great use for the rapid movement of stores in yards and sheds. They
vary from the heavy tracked wheeled tractors and trailer truck used in the yards to
the small petrol driven tractors used to pull a string of small truck in sheds.
(d) Mechanical Transport
Lorries are more efficient than tractors and trailers for all hauls of a mile or more.
(e) Decauville Track and Light Railway.
This is useful in the early days of the formation of a depot shifting stores from one
place to another before the roads are ready. Light railways often provide a useful
means of transit from wharves to yards. Permanent depots should maintain a
small reserve of decauville equipment for use when necessary.
(f) Self-Proposed Trucks
These are invaluable for work in shed for loads upto one ton. These may be either
petrol or electric driven with low or high load and fixed or elevating platforms.
(g) Hand Truck and Barrows
These are of various types and take loads upto 15 cwt. An ordinary porter’s
barrow is hard to bear for shifting big, awkward containers, such as casks, quickly
and safely for short distances. It is also handy when mechanical equipment is
busy. Binners’ barrow is most useful for assembling a number of small items and
delivering them to a control point.
(h) Conyeyors and Chutes
The greatest use should be made of gravity roller conveyors and chutes in loading
and unloading to save crane power. By an intelligent use of them many stores
which would otherwise have to be lifted by crane can be efficiently handled by
man. In permanent depots, installation of conveyor belts in workshops and
packing sheds should always be considered.
(i) Animal Transport
In certain territories it may be possible to use animals with flat trailers on
pneumatic wheels.
(ME Vol. IX-Eng Resources)
Handling
10. All those who are controlling the actual operations of loading and unloading have an over
riding responsibility of ensuring that handling of stores is carried out in the most efficient way.
The following points are to be borne in mind :
(a) Safety of stores in transit.
(b) Full utilization of capacity of railway wagons, river craft and ships.
(c) Safety requirements and regulations of the transport agencies i.e. Rlys, Shipping
Coy, Air Coy.
(d) Special attention to ensure careful handling of fragile or attractive stores. At ports
cases and fragile goods, particularly those packed in cartons, should be discharged
- 255 -
in trays and not in nets. Cranes should lower their lifts on to the ground smoothly
and not drop any items.
(e) Skids and gravity rollers should be used where available. Oil and petrol in barrels
and bitumen in drums should be unloaded with the help of skids. In additions to
skids mats can be improvised to place at the ends of skids to break the fall.
(f) Ramps or loading ramps where available should b sued.
(g) Packages as a rule be kept in an upright position throughout.
(h) Sudden accelerations/jerks should be avoided.
Conclusion
11. Regular inspections and maintenance of the equipment is essential. Whenever possible,
an equipment should be in charge of one man only.
12. Overloading or overworking of the equipment only shortens its life, and as such this
should be avoided.
13. Methodical use of space, labour and equipment is necessary to ensure speed and economy
in the handling of engineer stores. It is imperative that most efficient supervision of labour,
military or civil, is exercised at all stages of loading, unloading or restacking of transshipment to
achieve best results.
- 256 -
Precis No 1670
Management Dept
PLANNING AND LAYOUT OF DEPOTS
Introduction
1. the location of depots in forward areas and base , depend upon tactical points such as :-
(a) Nature of operations, e.g. during advance parks may be under army control or in
defence, it may be preferable to establish sub parks on a corps basis and under
corps control.
(b) Terrain i.e. geographical conditions.
(c) Special operations e.g. a major river crossing may call for the establishment of a
special depot.
2. At base the number and size of depots are depend upon the size of the force, the degree of
dispersion necessitated by the threat of attack by bombing and the number of base area
established.
3. This précis deals with :
(a) Types of depots.
(b) Selection of sites.
(c) Layout of rail and road, and internal layout. The subject is dealt with, extensively
in the pamphlet, Military Engg Vol. IX Engg Resources. (Sec 35 & 36).
Types of Depots
4. Three broad categories of depots are:-
(a) ESD for bulk storage at bases.
(b) Engineer parks or Sub parks for distribution in forward areas.
(c) Transit, Stores Depots for.
(i) transit from sea port to the country by rail or vice versa,
(ii) transit from rail head to forward areas covered by road only.
(iii) rail transshipment involving change of gauge of railway line.
Selection of Sites
5. The sitting of depots and parks is a matter of great importance as it affects the efficiency
in distribution of stores. The essential points which are considered in selection of sites are as
under :-.
(a) Suitability for rail access and for railway spurs in the yards. This is the ruling
factor.
(b) Good drainage and site not liable to flooding. This is of atmost importance.
(c) Easy accessibility to main road.
(d) Easy availability of water and electricity supplies.
(e) Expansion allowance preferably 100%.
(f) Abundant labor should be available locally and facilities for accommodation and
amenities should be within their reach.
(g) Suitability for construction of large areas of hard standing and of covered
accommodation.
(h) Desirability of having as ESTD (Engr Stores Transit Depot) within ten miles of
the port of entry.
(i) Availability of mountainous surrounding for protection against possible air-back.
6. Area Requirement
The average requirements are as under.
(a) Open storage, per ton. 20 sq ft
(b) Covered accommodation, per ton (including
working areas and gang ways) 30 sq ft E-in-C’s Standing
Order for ESDs
(c) Overall area, per 600 tons (including roads,
rail, drains, paths and administrative area) One acre
7. Thus an engineer park holding 20,000 tons should need about 34 acres of land and an
engineer stores depot holding 1,00,000 tons should need about 170 acres.
8. The smaller the depot the greater the space per ton required. A base plant park requires
an area of about 50 acres, and a base engineer workshop about 30 Acres.
- 257 -
Layout –Rail
9. Railway works may be divided into two categories:
(a) Depot operating facilities which comprise the following :-
(i) marshaling yard,
(ii) sorting sidings,
(iii) shunting necks,
(iv) locomotive return triangle if required,
(v) locomotive watering or coal filling point.
NOTE : These are generally sited outside the perimeter of the depot.
(b) Depot loading and unloading sidings which comprise the following :
(i) shed spur,
(ii) open stacking sidings,
(iii) crane siding, if required,
(iv) road rail transshipment siding if required.
(v) end loading ramp.
10. It is always necessary to consult railway authorities and get their representative to
accompany the planning board for rail layout.
11. Essentials governing a rail layout are as under :-
(a) In and out traffic.
(b) Contour of the country.
12. Ruling gradient must correspond to the railway rules. Desirable gradient where wagons
are required to stand is 1 in 800. A steeper gradient is not used unless it involve heavy
earthwork. Maximum ruling gradient in such cases should not exceed 1 in 400. For running
lines, the gradient can be as steep as 1 in 200.
13. Other details needing consideration for rail layout are as under :-
(a) Plan sidings reasonably short as long sidings are not easily shunted and cause
delay in locomotion and turn round of wagons.
(b) Sidings for sheds and stacking area should be kept straight as far as possible.
14. Clearance and Heights of Structures along Railway Lines
The ruling maximum and minimum dimensions should be in accordance with those laid down by
the railways.
15. Railway Platforms
(a) High level platforms are desirable for easy handling, but low level may be
provided where expense is of consideration. Usually a 20 ft wide platform in
front of each shed is considered adequate.
(b) Transport platforms are provided where needed for direct transshipment from BG
to MG or motor transport.
Layout – Roads
16. Important points for consideration are as under.
(a) Easy approach to all road storage sheds and stacking areas.
(b) Easy gradient for an approach to end loading ramp or to side loading sidings. It
should preferably not exceed 1 to 24 with a 30 feet width.
(c) Marshalling area capable of taking 500 vehicles should be provided in the
proximity of the depot but outside it.
(d) Traffic control with traffic signs of one way traffic and ‘in and out’ should be
arranged. Standard colouring should be used for signs. Sign posts should be
erected to assist vehicles to find the depot easily, in consultation with CMP.
Layout – Internal
17. Important consideration are as under.
- 258 -
(a) Areas should be allotted for different sections of stores as per SDLES. Bur stacks
of inflammable stores must be partitioned with non-inflammable stores.
Generally a depot is divided into yards to provide storage for the following
classes of stores. Bridging, Timber, Electric and Water Supply, Hutting, General
Stores, Transportation and Plant and spares. In a full sized depot (170 acres for
1,00,000 tons) Hutting Stores and Electrical and Water supply stores require 20
acres each and other 25 acres each.
(b) Plant holding section should be sub-divided to deal with Receipts, Inspection,
Assembly, Testing, Issues and so on. Large acres of hard-standing will be
required.
(c) Yard control offices should be centrally sited.
(d) Workshops such a Saw-mill, Joiner’s Shop. Foundary, Smithy, Machine shop
and test house should be located nearer to store yards holding Sections VI, VII
and X stores having machinery, refrigeration plant and mechanical equipment.
(e) Central receipt and issue sheds should be located centrally for ‘smalls’.
(f) Administrative offices should preferably be near the gate and outside the inner
fencing of the stock holding sections. The receipt and issue groups officer can be
attached to receipt and issue sheds.
(g) Security must ve made rigid by providing.
(i) Fencing in two rows of unclimbable perimeter fence, allowing 30 to 50
feet open space between fences for night patrol. Security shelters may be
provided along perimeter at beat points which can be located about a
furlong apart.
(ii) Gate offices should be adequately provided for gate-keepers, security
officers, rigorous search room, and orderly room for night duty staff.
Allow sufficient open space for labour assembly including search area
with hurdles.
(iii) High watch tower depending upon the area, should be provided for watch
against fire and undesirable element.
(iv) Fire piquets and sufficient static water tanks may be provided on the
recommendations of the Station Fire Committee.
(h) Telephone exchange of ten lines near the gate office should be enough for a
normal depot or park. It is important NOT to forget to link the fire piquets and
watch towers with the gatekeepers office.
(i) Overhead cranes are essential in stores holding yards for Sections III, IV, VIII and
X. Electric cables and telephone lines should be buried where required
(j) Decauville track should be provided at convenient places, especially in spacious
bridging and prefabricated structures areas. It is a good substitute for road layout.
If work load permits a diesel driven locomotive should be arranged for internal
movement. The track can be even extended to sheds containing heavy machinery.
(k) Railway traffic inside the depot is controlled by RTO. Road traffic is controlled
by the depot staf.
18. Water and power supplies normal requirement are as under
Water Electricity
(a) ESD - 35,000 Gallons/day 300 KVA
(b) Engineer Park - 20,000 Gallons/day 100 KVA
This allows for power necessary for a small workshop for internal working of a normal
depot/park. For a machinery depot special requirements must be considered.
19. In connection with depot working etc, the following précis may be referred :-
Precis No 1668 – Principles concerning space utilization, stacking and storage of
Engineer Stores.
Precis No 1669 – Principles concerning use of labour, equipment and handling of
Engineer Stores.
- 259 -
Precis No 1671
Management Dept
PLANNING AND FORECASTS – ENGINEER STORES
Introduction
1. Every activity has a purpose to accomplish. If the purpose is clear, action to achieve at
the end can be thought will in advance. Failure in this respect is bound to result in the ideal
being not achieved and the purpose remaining unaccomplished.
More explicitly, in matters of military activity where speed and efficiency are vital , and
failure as above will lead to disastrous consequences.
Planning means drawing up a scheme, for accomplishing a set purpose, before hand.
2. This précis deals with the following :
(a) General Principles of planning.
(b) Planning in Peace.
(c) Planning in War.
This subject is dealt with in details in the pamphlet ‘Military Engineering, Vol IX-
ENGINEER RESOURCES (1964)
3. It has been acknowledge that all military plans depend on a great extend on engineering.
This is because the Engineers have to provide water, communications and shelter to the whole
Army. The execution of any engineering work calls for the application of engineer effort
consisting of labour, stores, plant, materials and transport which grouped together are termed
Engineer Resources. The successful provisioning of Engineer Stores depends upon the correct
application of Engr resources.
4. Planning, with reference to Engineer Stores, is necessary to accomplish this purpose.
General Principles
5. There are certain general principles to be observed in any sound plan. They are :-
(a) Foresight
This is based on a sound appreciation of the situation despite some incomplete
data.
(b) Economy
No more resources i.e., labour stores and plant etc, should be specified than those
required for the job, including a reasonable margin. In other words excess
provisioning should be avoided. At the same time false economy is really
dangerous.
(c) Flexibility
Practical situation often calls for a deviation from the plan during operation.
Plans must allow for change and adjustments.
(d) Simplicity
Any plan must be simple, clear and easy to execute.
(e) Co-operation
Planning in one word calls for ‘team’ work among planning, provisioning and
transporting Branches, i.e. ‘Q’ ,’G’ and ‘E’ Branches. In short, all arms depend
on one another.
(Section 11, ME Vol IX)
Planning in Peace
6. In peace, the permanent ESDs (KLP-ESDs) are required to hold operational reserves of
Engr Stores of Engr origin as well as ‘Work stores of critical supply. Planning has to be done to
cater for these requirements.
- 260 -
7. ‘Operational’ requirements (resources) will be laid down by ‘G’ staff. These comprise of
the following :-
(a) War Reserve.
(b) GS Reserve.
(c) Mobilisation Reserve.
8. Work requirement will be planned by Chief Engineer Commands on the basis of
anticipated work load. This in turn will be on the basis of Administrative approval for projects
assured by ‘Q’ staff.
9. On the basis of the above DESP of E-in-C’s Branch will provision and procure the sores.
For function of ESDs refer AO 88/64 and for actual procedure of provisioning refer to Precis
1652.
Planning in War
10. Planning for stores and plant for war, aims at meeting the needs of the first impact of war
and allowing time to build up a steady flow of Engineer Stores and plant from industries etc.
The time lag for switching over from Peace to War production varies from country to country
and item to item. The various reserves at para 9 above are meant for meeting this requirement.
11. Further, to plan production of future requirements, forecasts are submitted at all levels of
Headquarters ‘Forecasts’ are required to allow for the time lag in production and transportation.
It is the duty of each HQ to supply the higher HQ with accurate forecasts.
12. It is stated that the experience of every war has been, that, Engr Stores are not available
in sufficient quantities. It is therefore the responsibility of Senior Engr Stores Staff Officer to
institute a reconnaissance of all stocks of Engr Stores within the accessible area as soon as he
arrives at the site of operations. Arrangement thereafter are made foe acquisition of the entire
stocks, for fostering local industry or for establishment of workshop etc.
Basis of Planning in War
13. When it has been declared to proceed with the detailed planning of an operation, ‘G’ staff
prepares an appreciation showing, the aims and steps for attaining them.
14. On the basis of ‘G’ staff appreciation ‘Q’ staff deals with the moment of stores to that
area, the communications required and existing and the accommodation for troops, depots,
hospitals etc.
15. Based on the above appreciations, Engineers will prepare their plan giving :-
(a) Engineer intelligence regarding resources of the theatre (among others) like
quarries, foresting, stocks of stores, manufacturing capacity etc.
(b) List of Engr tasks.
(c) List of Engineer resources required.
(d) Special equipment and plant necessary.
16. As soon as planning as detailed in paras 13 to 15 is complete, a forecast as stated in para
11 above is placed. Orders for procurement are placed without waiting for firm demands in view
of the time lag. ‘Time-lag’ is defined as the time taken between the first demand and actual
issue. ‘Demands’ are defined as the actual requirement for a definite work for a definite period
‘Procurement is locating and exploiting of sources of supply.
17. To assist the Engineer initial planning of Engr tasks, Engr store ‘Bricks’ have been
prepared. These bricks give the approximate requirement units plant time and stores required for
certain typical engineering projects. They provide a quick means of assuming overall engineer
effort required and enable Preliminary action for obtaining storage and transportation facilities
beside initial demanding.
- 261 -
Further details on Engineer Bricks’ age given in the book : ME Vol I Part I – the
Functions and Organisaion of the Engineers in War (1969).
18. Engineer stores requirement met the initial demand of ‘Works’ commitment in a theatre
of operation are called ENGINEER THEATRE STORES RESERVE.
Conclusion
19. The duties a stores staff officer with formations in the area of operations include the
following:
(a) Preparation of forecasts/demands.
(b) Control of stores in short supply.
(c) Exploitation of local resources.
These are very important duties.
20. He should cultivate the duty of foresight. It is on his intelligent anticipation and easy
provisioning action that the ultimate success of engineer efforts depend.
- 262 -
Precis No 1672
Management Dept
INSPECTION, CHECKING AND MEASUREMENTS
Introduction
1. Inspection, checking and measurements of Engineer Stores are important functions which
the Engineer have to perform at the various stages of stores transaction including holding.
2. As the department responsible for supply of stores to all Govt departments, the Central
Purchases Organisation has an Inspection Wing, under the Deputy Director General of
Inspection, it is the responsibility of this wing to inspect all items of stores procured through the
Central Purchases organization. Ministry of WH & SO M No 19(I)/59-P.I. dt 2-5-60 refers.
Tested quality of steel sections are tested by Director of Inspection.
3. For Defence Services, inspection is carried out by the Director General of Inspection
under Min of Def Production, assisted by Chief Inspectorate for the different category of
stores/equipment, e.g. :-
CIV - Chief Inspectorate of Vehicles.
CIL - Chief Inspectorate Electronics.
CIME - Chief Inspectorate of Military Explosives.
CIE - Chief Inspectorate of Engineers and so on.
The Chief Inspectorate is also the AHSP (Authority Holding Sealed Particulars) who
holds all relevant technical and non-technical particulars of the stores under that Inspectorate.
Both indents and supplies are checked by the CIE.
CIE is the Inspecting Authority for all Engineer Stores/Plant.
Inspecting officers must be officers of the CIE at various places or representative of the
DDG (I) for supplies through DGS & D or local departmental officials.
CIE will not inspect stores purchased through DGS & D, Cement, Timber and other
stores the value of which is less than 20,000/-
(E-in-C No 31377/E3/4/1 dt. 27-6-69)
For stores purchased abroad, if inspection is carried out in the country of supply, this will
be representative of DDG (I). If inspection is on landing in this country, this will be by CIE.
Army Order 463/62 lays down the responsibilities of TDE (Engrs)
4. Modern inspection has been recognized as :-
(a) An instrument of quality check.
(b) A factor in quality control.
(c) An independent function connected with stores transaction.
Inspection
5. Inspection is the act of comparing materials/products and their performance with
established standards. The standards lay down Physical (Quantitative) and technical
(Qualitative) properties requirements. The comparison is made by employing the tests which are
required for each type of item. Refer MES Standing Order para 548.
6. Thus checking is carried out in relation to the following:
(a) Physical condition.
(b) Properties of the material.
(c) Degree of finish.
(d) Forms and dimensions.
(e) Functions and performance.
7. During receipts, stores must be checked before taking them on charge. These comprises
of checking the number of packages for their condition, opening the packages and checking the
physical condition, degree of finish, forms and dimensions of the items of stores. This is the
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physical checking of the stores. This comparison is made with standard like British Standards
Specification or Indian Standards Specification or on the basis of specifications of items drawn
up while placing supply order or entering into contract for supply of stores. In the absence both,
an approved sample sealed/labelled and attested by both parties will form the basis for check.
Normal receipts are checked by the storekeeper wide para 751 RMES. Supplies received in
response to supply orders or against contracts will be inspected by the officer authorized to do so
in these documents. (See Precis No 1652) regarding LP and AHQ E-in-C’s Branch letter No
33600/E3/P & C dated 30th May 1972 and even No dated 4th Aug 1975.
8. Technical check is restricted to performance. An example may be made of the
revolutions per minute of motors. Appropriate appliances should be employed for such tests.
For further details refer MES Standing Orders Para 417 to 421.
9.As all items of stores are to be held in 100% serviceable condition, during dispatch of stores
immediately prior to packing all items are to be normally inspected by an officer. Refer MES
Standing Orders Para 571 and 574.
Periodical Inspections
10. During storage items such as Timber are susceptible to deterioration. Almost all items of
stores except Metallic stores call for periodical inspection, first for preservative treatment and
second to ensure that no damage has set in. This is done both by the stock holder and also
occasionally by the officers of the Defence Institute of Sores Preservation and Packaging
(previously ISSPO).
Stock Taking
11. This is also a periodical check to ensure that :
(a) Quantatively stores are held correctly i.e., stock balance on ground agrees with
ledger balance and all items are physically serviceable.
(b) Quality is not sub-standard or below specification or performance is not
unsatisfactory.
Test Check
12. This is purely an administrative affair and can be fully rigorous or a percentage check
only. BSOs and GEs are enjoined to check 10 to 15 items every month.
Surprise Check
13. This can be from departmental, Staff or Vigilances authorities and can be both
quantitative and qualitative. At the Army HQ, E-in-C and at Comd HQ,CE arrange occasional
surprise checks. In items of AO 115-66 all incoming and outgoing consignment are to be
checked by a Station Board convened by the Station Comdr. The object is to counteract
dishonesty. The Station Board will also supervise the loading/unloading of wagons.
Conclusion
14. Inspection is both quantitative and qualitative. This is comparison of items of stores
with similar articles of accepted standards or drawn-up specifications or agreed samples.
Qualitative check is the technical efficiency and standard of performance.
Quantitative or physical check, of each article relates to its accounting unit/dimensions
and serviceability. For an entire consignment or stock, the check also relates to physical
existence of the articles on the ground.
15. Normally stores checked by DGS & D Inspectorate need not be rechecked (inspected).
Similarly sealed cartons with quantity, marked on the outside with seal intact need not be
opened-up for checking.
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16. As a guide to correct methods of checking, some of the important points to look after in
common items of Engr Stores are given at Annexure ‘I’ to this précis.
Annexure’I’
Precis No 1674
(Refer Para 17)
INSPECTION, CHECKING AND MEASUREMENT OF ENGINEER STORES
Miscellaneous Items
1. GLASS PANES Check thickness and size to see whether these agree
to those specified, check for breakages, and number.
2. ASBESTOS CEMENT SHEETS Check numbers and size of each kind, also
thickness. Be on the look out for cracked and
broken sheets.
3. PAINT DRUMS Watch seals, markings and leakage.
4. CEMENT Delivered in bags weighting 50 kg. See that bags
are not damp and sealed are not broken. Good
cement should feel smooth in the touch and there
should be no lumps. Cement in lumps should be
rejected. Keep it dry, don’t place on damp ground.
Ensure that the bags are machine stitched and not
hand stitched.
5. CEMENT RAPID HARDENING As for normal cement - keep separate from ordinary
cement bags-marked as RH
6. PARIS WHITE Very smooth to the touch like chalk. If touchy and
gritty it is a substitute and should not be accepted.
7. LINSEED OIL (GENUINE) Has a pleasant smell and is clear. Weight per liter
Boiled 4.28 Kg, Raw 4.167 Kg approximately.
8. TURPENTINE Clear, strong smell, weight 8 lb 7 oz to a gallon.
9. ROPES Manila, white cotton, or wire. Check composition
and circumferences together with length. Also
weigh wire rope and check the number of strands
and wire in each strand.
10. BARBED WIRE Normally of 12 and 14 guage. Check 130 yards roll
of 12 g weighs ¼ cwt. 165 yards of 14g weighs ¼
cwt. Barbs usually 4” or 6” apart.
11. LOW DENSITY PULP BOARDS Treetex, celotax, canoc are all samples of this.
Check thickness, size, and see that the material has
not been stained, keep dry.
12. HARD BOARD Another artificial board, very hard and durable
when dry. Check as far low density board.
13. PLYWOOD (VENESTA) Laminated sheets of wood, glued and pressed firmly
together, each layer at right angles to preceding one.
Check size and number of layers either 3 ply, 5 ox 7
ply. Keep dry and place weights on both the ends to
avoid warping.
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14. PIPING (All types) Check length, bore and see that necessary fittings
are complete (Each G. I. pipe should be complete
with one socket). For G I pipes check quality as
Light-Medium or heavy.
15. PIPING (asbestos cement) There are 3 grades. Do not mix them. Grade A is
designed to withstand upto 200 lb pressure. Grade
B and C upto 400 and 600 lb respectively.
Thickness of pipe will guide you. Watch for
cracked pipes.
Hardware
16. BOLTS, MILD STEEL Shape of head, diameter of bolt, length of bolt,
shape of nut, whether one or two washers, kind of
washer, whether spring or other.
17. BOLTS, BARRELL whether iron or brass, length to be noted. To be
completed with necessary sockets.
18. BOLTS, TOWER As for bolts, barrel.
19. BOLTS, HOLDING DOWN Shape of head, length of bolt, diameter of bolt,
whether back plate is included or not.
20. BOLTS, HOOK (Galvd with nuts) Size or length diameter of mild steel, shape of nut.
21. BOLTS, LEWIS or R.G. Length of bolt over all, diameter of screwed portion,
shape of nut, whether with washer or not.
22. BOLTS and NUTS G.I. Diameter of screwed portion, length of bolt whether
(Mushroom headed for roofs) with washers flat or
cup shaped.
23. BOLTS and NUTS, HRH Diameter of bolt, length of bolt, hexagonal heads,
and nuts.
24. BOLTS and NUTS Diameter of bolt, length of bolts.
(Black HRH with two washers)
25. DOGS LOGGING Length between spikes, length of spike, whether
square or round section.
26. EYES SCREW Gauge of iron, internal diameter of eye.
27. HANDLES, DOOR Whether brass or iron length.
28. HASPS and STAPLES Whether brass or iron, length of hasp fully opened.
29. HINGES, BUTT Whether brass or pressed steel, length measures
along hinge. (Note 1 pair of hinges means two
hinges)
30. HINGES, TEE Whether brass or iron, length or arms from hinge.
31. HOOKS, CABIN Gauge of iron or brass, together with length of
hooks Eye forms a component part of hook.
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32. HOOKS, HAT or COAT Whether iron or brass, length.
33. HOOKS, MEAT Iron, measure diameter of iron and length of hook.
34. LATCHES, NOEFOLK Length of plate, width of plate, to be completed
with latch and hook.
35. LATCHES, SORFOLK Length of plate, width of plate, to be completed
with latch and hook.
36. LOCKS, CUPBOARD Size, whether steel or brass, with number of keys
and plate.
37. LOCKS, PADLOCK Whether brass, iron or galvanized, size whether
with duplicate keys
38. LOCKS, RIM Whether brass, iron to be completed with shaft, 2
door knobs plate, and duplicate keys (Any special
fixed screw).
39. NUTS, BLACK, HEX Measure bore for size.
40. PINS, COTTER Diameter of pin, length of pin.
41. PINS, SPLIT Diameter of pin, length of pin.
42. RIVETS, COPPER, HOSE, Diameter and length of rivet to be measured
COUNTER SUNK
43. RIVETS, IRON, TINNED Diameter and length of rivet to be measured.
44. RIVETS , MS, SNAP HEAD Diameter and length of rivet to be measured.
45. SCREWS, COACH, BLACK, Diameter and length of screw to be
SQUARE HEAD measured.
46. SCREWS, ROOFING, Measure gauge of screw with length of screw.
GI CONEHEAD
47. SCREWS, WOOD, BRASS, SSH Measure gauge of screw with length of screw.
48. SCREW, WOOD, BRASS, RH Measure gauge of screw with length of screw.
49. SCREWS, WOOD, M. S. SCK Gauge of screws together with length to be
noted.
50. SCREWS, WOOD, M.S. RH Gauge of screws together with length to be noted.
51. TACKS, BUDE Measure length of tack
52. THIMBLES For rope or wire, size to be given for size of rope
be used on.
53. WASHERS, GI FLAT Size of bore denotes size.
54. WASHERS, COPPER State gauge of rivet for which used.
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55. WASHER, LEAD State gauge of rivet for which used.
56. WASHER, LIMPET State gauge of rivet of which used.
57. WASHERS, MS, ROUND BLACK Size denoted by diameter of bolt on which used.
58. WASHERS, SPRING Size denoted by diameter of bolt on which used.
Metals and Metal Work
Rolled Steel Sections, Plates, Sheets etc.
NOTE : This material is either “tested” or “untested”; to check for this all tested
such as RSJ’s Angles, Tees and Channels, will have on one end a tested mark bearing a
number. This will be checked against the certificate which if necessary will be asked for
Check to see whether:
(a) Both ends are nicked and broken (round cut).
(b) One end is sawn, one end nicked and broken.
(c) Both ends are sawn.
59. ANGLES – equal and unequal Check also thickness.
60 RAILS - Check Weight per yeard.
61. BEAMS - Check size and lengths.
62. CHANNELS - Check size and lengths.
63. FLATS - Check size and thickness
64. ROUNDS - Check diameter.
65. SQUARES - Check Size
66. TEES - Check size and thickness
67. Sheets Plain or Corrugated - Check size and gauge. Whether black it
on or galvanized.
68. EXPANDED METAL SHEETS - LWN – long way of mesh
SWM – Short way of mesh
- Check section of metal stand
(Note :- when ordering EXPM, the LWM os
given as first measurement)
69. PLAIN SHEETS - All the thickness. 3 mm and below are
sheets. (Exception – 1/8th but less than 1200
mm wide is also a sheet). Sheets are in
widths 600 mm to 1350 mm and in lengths 6
to 12 feet. Check gauge (BG)
70. HOOP IRON - (In widths 12 mm, 16 mm, 18 mm, 40 mm,
50mm, 75mm) Gauges between 6 BG and
20 BG. Check width.
71. PIG IRON - May be basic of foundry grade 1 to 4.
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72. PLATES - All Thickness above 3 mm. Exception 3 mm
nut not less than 1200 mm wide is also a
plate. Plates are in widths of 600 mm, 750
mm, 900 mm and in lengths 6 to 24 feet.
Check thickness with L and D, Note a
square foot of plate 25 mm thick weighs 40
lib approx.
Spring Steel and tool Steel
73 STEEL, SPRING, FLAT - Check for sound (rough) with and thickness
with weight.
74. STEEL, TOOL - Square, hexagonal or octagonal or round.
Flat steel tool. Check for sound and
measure section
Non-ferrous Metals
75. ALUMINIUM - In ingot (cwt) round or sheet (lb).Check
weight and measure rounds and sheets.
Guage of sheets to be checked(SWG).
76. ALUMINIUM SOLDER - -do-
77. ANTIMONY - -do-
78. BRASS FOIL - Thin sheets check weight
79. BRASS - Hexagonal or rounds. Check sizes squares.
80. BRASS TUBES - Check external diameter.
81. BRONZES PHOSPHER - In ingot or Chill case in stock of 03 mtr and
33 mtr.
82. BRONZE SHEET - From 3 mm to … mm thick. Check
thickness and weight
83. COPPER - In ingot rounds, sheet size (4x4) or tubes.
Weight the ingots measure diameter of
rounds, gauge the sheets, and for tubes
measure the external diameter
84. GUN METAL - In ingot, round, check weight of ingot and
check meter of rounds
85. LEAD - Pig (In ingot) weight)
86. LEAD PIPING - In.. mtr length – Measure internal bore and
weight. Give total length
87. LEAD SHEET - In rolls - 1.829 mtr
Thickness - 1.5mm, 3mm, 6.5 mm.
Measure and weigh.
88. LEAD WOOL - Weigh.
89. SOLDER - Aluminium. Resin cored, 3 mm slider for
hard soldering Tinman’s soft Weight all
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90. SPELTER - Brass, yellow ingots: Copper ingots or zinc
ingots
91. TIN - Either in ingot, or sheets or tinplates.
92. ZINC - Alloy for brazing ingots, ingots pure or
sheet. Weight ingots and measure and
gauge sheets (SWG)
Wire and Wire Products
93. GAUZE, BRASS, WOVEN - No of meshes to linear inch and gauge of
wire to be given.
94. GAUZE, WIRE, GALVD - -do- also width of roll.
95. GAUZE, WIRE, GALVD HEAVLY - Size of aperture to be given, together with
gauge of wire with width of roll.
96. GAUZE, WIRE MOSQUITO - 14-16 mesh per linear inch and gauge of
PROOF wire to be 25/30 SWG. Give width of not.
97. NAILS, WIRE - Give gauge of wire and length of nails.
98. NETTING, WIRE, GALVD. - Size of mesh and gauge of wire to be given.
Width of roll also required (0.9 * 15.24 mtr)
99. ROAD TRACK (ARMY TRACK) - Special mesh.
100 ROPE, WIRE, GI - Outside circumference to be given also No.
of strand and Nos of wire in each strand.
101. STAPPLE, GI - Gauge of wire to be given together with
length of staples.
102. WIRE, BRASS - Gauge to be stated.
103. WIRE, GI - Gauge to be stated.
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Precis No. 1673
Management Dept
COMPARATIVE STUDY OF STORES PROCEDURE – ORDNANCE/ENGINEERS
Introduction
1. The fundamental duty of AOC is to provide the Defence Services with all equipments,
lethal weapons, barracks and hospital stores, tools, vehicles and their components clothing and
general stores.
2. The Corps of Engineers are responsible for capital and maintenance service, viz provision
of water electricity, communication and shelter for the Army, Navy and Air Force, and supply of
engineer stores for training and operational use.
3. Prior to the world War II the Engineers had no elaborate stores organization except
Reserve Base Engineer Park, Lahore, with sub parks at Peshawar, Kohat, Bannu and Quetta
which held mobilization stock for the intermittent operations on the NWFP. During the war a
net work of ESD, has to be set up. The peace time stores procedure prevalent in the Reserve
park was studied by a team of officers and for the first time in 1943, the E-in-C published
Standing Orders for ESDs embodying the administrative and technical orders.
4. The Ordnance, on the other hand, had a number of depots operating even before the
World War II . Expansion of these depots was carried out and new depots were also opened in
the country to cope with the demands of the expanding Defence Services.
5. This precis deals with the salient points where Ordnance Stores Procedure is different
from Engineer stores procedure and explains the reasons the reasons of this difference.
6. In comparing the Ordnance Stores procedure with that of Engineer the following aspect
of the subject have been dealt :-
(a) Organisation Ordnance/Engineer Stores Depot
(b) Holdings.
(c) Provisioning
(d) Receipt stores and the system of accounting.
(e) Returned stores and the system of accounting.
(f) Repairable and on-repairable stores.
Organization
7. Diagrammatic layouts of organization of a Central Ordnance Depot and Engineer Depot
are given in Appendix ‘A’ and Appendix ‘B’. It will be noted that in a COD Traffic Branch, with
its main sections Receipt and issue, is responsible for receiving and issuing stores but holding of
stores is the responsibility of a separate Sub-Depots (Stores-House). For the preparations of final
documents i.e., receipt and issue vouchers and maintenance of central stores there is again
another independent Control Branch.
8. In an ESD the HQ directs three groups viz :-
(a) Receipts
(b) Issues
(c) Stock Control
NOTE :- The receipt/issue of stores in Engineer Stores Depot has been revised vide
Govt of India Min of Def letter No 51259/WS/E3-A/47-S/SO 1/D (Work-I) of 21 Jan 72,
applicable to para 8,9,10,11,30 and 31.
9. Whereas receiving and holding are continuous process, the issue of stores entries of fresh
physical check as well as external contracts for despatch and is a separate process.
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10. The Stock Control Group co-ordinates the independent record of receipt and issues and
maintains a comprehensive record of all transactions. In conjunction with the Receipts Group it
bring to account all Stores received under their correct nomenclature and units, in accordance
with the ASHLES, on loose leaf ledgers. Similarly all stores issued are struck off ledger charge
in the ledgers. Receipts and issue vouchers and the loss statement are prepared in this Group.
11. The essential difference between procedure and Engineer procedure is that while the
Traffic branch in ordnance physically handles receipts and issue the Stock Control Group in the
ESD deal with the paper work only.
Holdings
12 CODs in peace are organised mostly as specialists depots, each catering for the need of
particular arm/services or of the particular types of specialized stores. The broad basis of the
holdings in COD is as under :-
(a) COD Jabalpore - Mainly equipment for Engineers and
Armoured corps and Ammunition
(b) COD Agra - Signal equipment, wireless stores and Scientific
instruments.
(c) COD Dehu Road - MT spares for vehicles (American make)
(d) COD Delhi - MT spares for ‘B’ vehicles (British make)
(e) COD Kirkee - AFVs and ‘A’ Vehicles
(f) COD Kandivalee - Tyres and Tubes
(g) COD Pulgaon - Communication
(h) COD Kanpur - Clothing
(j) COD Cheoki - Central Ordnance Stores.
13 In addition to CODs there are a number of Ordnance Depots, which hold all types of
stores except ammunition and vehicles, sufficient to meet 3 months requirements of the
dependents units and formations in the area of supply.
14 As regards holding in the post war ESDs, they are more or less non-specialised, except
the ESD (M) Kankinara is a specialist depot, holding only mobile plant and spares. ESD Dehu
Road hold cold storage plant in addition to other mixed stores. But according to the recent trends
of E-in-C’s policy mobile plant will no longer be hold only in ESD (M) Kankinara. It will be
scattered in all ESDs to serve as cushion stock for respective commands.
15. Eventually the role of ESD (M) Kankinara will be threefold:
(a) To receive, assemble and test new mobile plant transfer to other depots.
(b) To undertake repairs to mobile machinery which can not be locally repaired by
units or formations using such machinery.
(c) To centrally provision and hold spare parts for the above plant.
16 The reasons for dispersing mobile plant in various depots is that the present ESD (M)
with its sub depot at Kankinara has become unwieldy and there is avoidable delay in rail moves
in issue of plant.
17 Static plant are at present scattered in all ESDs Prior to the partition of India these plant
used to be centrally held in ESD (M) Lahore. The large scale back loading of static plant from
abandoned airfields and other projects in independent India had to be ordered to the nearest ESD.
The accumulation of vast quantities of part worn, repairable and unserviceable static plant of
various makes and sizes has led to a considerable number of Delay Reports.
18 The need for a repairing workshop for repairing and reconditioning of wanted repairable
stores in each depot has long been felt. Recently a Workshop and Park company has been
attached to ESD Panagarh and the repair work is now well in hand.
19. Workshop facilities have been also provided at ESD Dehu Road.
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20. Command Engineer Parks which are equivalent to Ordnance Depots hold stock for
command requirement.
Provisioning
21 The provisioning of ordnance stores is made on the basis of monthly maintenance figures
(MMFs) and annual forecasts are made by CODs based on MMFs.
22 For provisioning purpose ordnance stores are divided into two classes:-
(a) Class ‘A’ controlled stores.
(b) Class ‘B’ non-controlled stores.
23. CODs are dependent on stores sections at Army HQ, for information and guidance on
provision matter whereas the stores section obtained stock details from CODs to enable them to
carry out provision review of the Army HQ provision items.
Monthly Maintenance Figure (MMFs)
24. This is the quantity of a store to be provided for in order to maintain the equipment of
the Army and to replace wastages in the hands of the troops during one month.
25 The factors which govern fixation of monthly maintenance figures are:
(a) Average of normal issue for past twelve months.
(b) Trend of issues.
(c) Existence of “Dues out.” All dues out at the beginning of the period are subtracted
and those at the end of the period are added in totalling up the normal issue of twelve
months.
26 War time provisioning for Ordnance and Engineer stores is based on figures for each
theatre worked out by an Expert – Committee (the Field Force Committee) under the General
Staff. The figures are commonly called FFC figures.
27 The procurement of stores in the Ordnance Depots in peace is based on Review Action
Figures (RAFs) which indicate the minimum limits of balances of items when reached,
procurement action must be initiated. There is thus, an automatic basis of provisioning stores and
equipment.
28 Provisioning of Engineer Stores for the MES is peace on “as required” basis. The nature
and variety of engineer works and changes in their load do not help to evolve rigid scales for a
GE Division of a Sub-Division. Whereas in the case of ordnance rigid scales are fixed and
demands indicate what is authorised.
Receipt and Issue Procedure
General
29 A simple case of one item is taken for both and the chain of action is shown in the
following paragraphs with the equivalent action under the other system also. Differences are
explained at a later stage.
Event Action at Ord Action at ESD
(a) Wagon arrives at Receipt Section Traffic Branch re- Receipt Group
siding ceive, prepare Daily receipt sheet received wagon, pass
(DRS) 3 copies. On to Receipt Section
prepares RAN.
(b) Unloading Receipt Section Receipt Section
(c) Checking in Bulk Receipt Section as per convoy note. Receipt Section
(d) Handover to Receipt area with 2 copies of DRS Receipt Section
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(e) Checking in detail Receipt area send 1 copy of DRS/ Receipt Group may
Consigners I.V to Receipt Control. check the stores
(f) Acceptance Receipt Control, 2 copies of Receipt By receipt section
Control Registration Sheet are made
One copy of which is sent to Control
Branch, Central Record Section
(g) Receipt 5 copies made and sent to Dues-out One copy of RAN
Notification control section forwarded to
Stock Control Group
for preparation of RV.
(h) Storage Storekeeper (Tally card made out) Storekeeper (Stock
Tally card and
Master Tally card
made out).
(i) Receipt of Indent Direct by Control Branch Indent E3-E-in-C’s Branch
Section. Checked, Control No. in the case of ESDs
Allotted Issued Control Registration and CE when stores
Sheet (ICRS) prepared. Issued from Comd
Parks. Issue Order/
Release Order
prepared.
(j) Routing Central Voucher preparation Section On receipt of Issue
in Control Branch prepare 5 copies. Order Stock Control
I.Vs. Control Branch preparation check availability,
Section takes over. Enters ‘Dues out’ in
ledgers and passes on
to issue group.
(k) Stores sent to Transit area in Issue Section (Traffic Issue Group prepares
Branch). IDN and take over
stores from Receipt
Group
(l) Packed By Issue Section – Traffic Branch Issue Section – Issue
Group
(m) Movement Control Branch Issue Branch
(n) Desptached by Issue Section – Traffic Branch Issue Section – Issue
Group, IDN and
convoy notes sent to
Stock Control for
preparation of I.V.
30 The main differences between the receipt procedure followed in COD and ESDs are as
under
(a) In CODs the Traffic Branch with its maint sections Receipts and Issues, is
responsible for receipt as well as despatch of stores. It independent of the store holding
sub-depot and initiates DRS which is the receipt document of the “first entry”.
In ESDs there are two independent Receipts and Issue Groups. The receipt
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Sections are responsible for receiving as well as holding stores. Here the receipt
document of the “first entry” is Receipt Advice Note.
(b) The control Branch in a COD is responsible for the preparation of the final
documents i.e., Receipt and issue Vouchers. Similarly in an ESD the Stock Control
prepares such documents. The Receipt Group at the same.
Time ensures that vouchers are correctly prepared and final entry made in their
Receipt Registers. The system ensures a cross check at each stage. There is no
difference between Ordnance and Engineer.
(c) In COD although a claim for compensation against the Railway is initialed by the
Traffic Branch, it is the Officer i/c Receipt Area who checks the stores and endorses
discrepancy or damage on IAFT – 1731 in respect of claim on railways. Such duplication
is avoided in ESDs. The Receipt Section of the Receipt Group who actually unloads and
checks the stores, is also responsible for initiating such claims. The Receipt Group being
the custodian of stores will ensure that claim is prepared against the railway immediately.
For finalization of claims, the documents are handed over to Stock Control Group
Returned Stores Procedure
31 The organization for CODs caters for a separate sub Depot dealing with returned stores.
The receipt Area of RSSD checks the consignment. If the stores are found to be unserviceable
for reasons other than fair wear and tear, the consigning documents accompanying the stores are
endorsed as such in red ink and the case reported to higher authorities. In case of discrepancy,
the documents are endorsed with the “Discrepancy Stamp” The Conditioning Area, near the
Receipt Area, segregate the stores into serviceable, repairable and unserviceable stores and this
all stores are recorded in conditioning Forms. Four Conditioning Form Control Sheets are
prepared and one such form accompanies stores going either to Storage area, Packing a and Issue
Area and Salvage Area. At the same time one copy of the Control Sheet is passed to the
Accountants Section of RSSD for ledger posting. The receipt section maintains register of DRS.
Discrepancies are regularized as in COD by the preparation of provisional loss statements.
32 all repairable stores are passed to Storage Area where they are field in storage until called
for by workshops. After repairs the stores are passed to Packing and Issue Area .Six copies of
issue Vouchers are prepared and stores are delivered to the sub Depot of the COD. Repairs are
progressed by Workshop Control Section until repaired. Non-repairable stores are passed to
Salvage Area.
The Salvage Section holds all unserviceable, obsolete and unwanted repairable stores for
the purpose of storage, accounting, breaking up and disposal
In ESDs the I.W. Workshops should be extended to cope with the repair and testing or
machinery and plant.
Once the surplus stores and plant are screened and speedly disposal action taken there
should not be a need for Returned Stores Depot, like that of an ordnance in an ESD.
Conclusion
33 The present store accounting and working procedure in ESDs is satisfactory except that:
(a) I.W. Workshops should be improved to cope with repairs and testing of
machinery and plant.
(b) All unserviceable repairable and obsolete – unwanted stores be put up for speedy
disposal
(c) The holdings in the depots should be further screened and reduced to the
minimum.
(d) Scales for Engineer Equipment of Engineer Origin should be fixed and
uninterrupted and expedition system of supply evolved.
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Appendix ‘A’
(Precis No 1673)(Refer Para 7)
DIAGRAMATIC LAYOUT OF AN ORGANISATION OF C.O.D
H.Q
C.O.D
TRAFFIC BRANCH CONTROL BRANCH SUB DEPOT (STOCK GROUP)
Receipt Issue Receipt Receipt Accounts Dues-out Stores Issues Packing Filing
Section Section Area Control Section Control Location Control and Section
Section Marking
Dak Sorting Wagon Road Reconciliation
And Registry Registry Receipt
Transit Issue
Control;
Indent Section Central Records Section
Unit Location Central Railway Indent Sorting Indent Section Dispersal Central Central Voucher Progressing Central
Cell Indents Sub Section sub Section Records Registry Preparation Filing
- 276 -
Appendix ‘B’
(Precis No 1673)
(Refer Para 7)
DIAGRAMATIC LAYOUT OF AN ORGANISATION OF E.S.D
H.Q
O.C.
RECEIPTS GROUP STOCK CONTROL GROUP ISSUES GROUP
(Receipt of Store (Issue Demand Notes,
Receipt and Wagon Registers) Wagon Demand etc.)
Stores Section Stores Section Stores Section Inland Despatch Section Overseas Shipment
(Packing Marking and Despatch) Section
Record Loss Statement Receipt and Issue Vouchers Stock Ledgers
- 277 -
Precis No. 1682
Management Dept
DETERIORATION OF ENGINEER STORES AND ITS CAUSES
Introduction
1. Engineer Stores and Equipment are liable to undergo deterioration during the storage
period owing to the damage caused by biological and/or non-biological agencies. Biological
agencies include living organisation such as insect pests, fungi and bacteria and rats. The non-
biological agencies are unfavorable physical conditions such as prevalence of moisture contents
exceeding the critical limits, rise in temperature, action of light oxygen etc.
2. It is extremely difficult to demarcate with any degree of validity the specific type/s of
deterioration which can occur Engineer Stores. But based on experience, it can be broadly said
that organic substances are mainly susceptible to damage by biological agents (i.e., Insects and
micro-organisms) and inorganic substances run the risk undergoing deterioration due to non
biological phenomena e.g., Corrosion. There are however, certain exceptions to this
generalization. Rubber, though an Organic substance, is little, if at all liable to be damaged by
insects and micro-organisms but is more sensitive to light oxygen, temperature and dryness.
Similarly cotton loses as much strength by exposure to sunlight (e.g. actinic degradation) as by
attack of termites (white ants) or moulds. Damage to lead cables by lead borer is an example of
metals (inorganic material) being attacked by insects.
3. In order to assist the Defence Services in safeguarding stores against deterioration the
Inter Service Stores Preservation Organisation has been set up. ‘See Army order – 338/50 for
details. It will be noted from the Army Order that Engineer units and formation can correspond
direct with ISSPO an all technical matters preservation connected with stores. ISSPO has since
been redesigned as Defence Institute of Stores. Preservation and Packaging.
Types of Deterioration
4 Biological Deterioration
This is caused by living entities :
(a) Micro-Organisms
Micro-Organisms are a form of life so small that microscope has to be used to
make them visible. The
prominent organisms which attack Engineer Stores made of timber, textiles and
leather are fungi and
bacteria. It is not understood that they may cause corrosion of metals like steel.
The factors favoring the growth and multiplication of micro-organisms are ;
(i) A higher moisture content in the material, especially free water. The
moisture for timber and textiles should be above 12% and 8% respectively.
Seasoning of timber is based on this principle.
(ii) A highly humid atmosphere specially in monsoons. Relative humidity
90% and above is ideal.
(iii) Temperature between 400F to 1000F preferably in the neighborhood of 90
0F.
(iv) Free supply of oxygen in the atmosphere. The complete withholding of
free oxygen in deterrent to the existence of acrobic organisms. Hence timber
waterlogged or buried deep in soil is unaffected by fungi. The absence of
material poisonous to the organisms.
(b) Insects
They attack substances in search or food for their existence. Items containing
cellulose as timber, textile fibre of vegetable origin and items manufactured from these such as
paper, cardboard plywood, fibre board, cordage, cotton clothing, other materials of animal origin
as vegetable tanned leather, are attached by termites (white ants), timber is attacked by large and
small wood ghoons (Sinoxylen and Lyetus), bamboos by bamboo ghoons (Dinodrus) and item
- 278 -
containing animal proteins as woolen cloth, furs, pure silk by wooly bear (Antherus). The rate at
which these insects multiply is based on temperature, humidity and food supply. In view of the
fact that India is a tropical country, the average temperature is most parts during the large part of
the year is between 80 0F to 100 0F which is ideal for the existence and multiplication of a
majority of insect pests. Termites are dealt with in Precis No 1684 and Wood-preservation in
Precis No 1685.
(c) Rodents
Mice, Rats and bandicoots :
They spoil stores like timber, bamboos, cloth (Cotton and woolden), rubber, hides
etc. only because of
their nibbling habits. They do not feed on them.
(d) Other Insects
Marine Borers – These are not insects but are molluses i.e., creatures similar to
snails. They do not feed on timber but merely use it for protection by boring tunnels
inside timber submerged in the sea. They actually feed on lower forms of life in the sea.
5. Preservatives used against biological agencies are called “Pesticides” in general. For
detailed classification etc. see Annex ‘A’ to this précis.
6 Non biological Deterioration
This consists of corrosion of ferrous and non – ferrous metals, chemical deterioration,
such as those caused by sunlight and heat in the presence of oxygen or moisture and Mechanical
damage caused by bad stacking or adverse storage conditions.
Relative humidity and rise in temperature which are always present in tropical climate are
responsible for corrosion. Actinic damage results from long exposure to the sun. mechanical
damage is due to normal wear and tear in use of stores, abrasion by wind driven sand or dust
particles. Corrosion is dealt with in Precis No 1683
7. Open storage under adverse climatic conditions has been mainly responsible for the
deterioration of most of the Engineer Stores immediately after World War II. It should be noted
that whereas metals, glass, porcelain and variety of other stores like Pains, Varnishes and Oils
are immune to biological agents, there is no item unaffected by non-biological causes.
8 Details information or causes/agents causing deterioration, procreative curative treatment
incoming names preservatives and method of application are given in the following books:
(a) ISSPO Pamphlet No 8 (1965) ‘Save Service Stores’
(b) Defence Service Packaging code (1964)
(c) E-in-C’s Technical Instruction on Care, conservation and Preservation of
Engineer Store 91960).
These should be read in conjunction with the latest DISPP Notes, to be up-to-date.
9. The E-in-C’s Tech. Instruction is of great importance to the Corps of engineers. In as
much as Engineer are with therein in great detail.
10. Extracts from the above giving information on the method of stacking, preservative, COS
No. and method of treatment applicable to various types of Eng stores is attached As Annex ‘B’
to this précis.
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Annexure ‘A’
(Precis No 1682) (Refer Para 5)
PESTICIDES – CLASSIFICATION. METHOD OF USE ETC
PESTICIDES
Definition . A pesticide is a chemical used
to kill or otherwise control pests viz.
(A) FUNGICIDES (B) INSECTICIDES (C) RODENTICIDES (D) ACARICIDES (E) WEEDICIDES Bacteria and Fungi, Insects, Rodents,
Nematodes, Weeds and Plants etc
(A) FUNGICIDES Requisites of a good pesticides are:
(i) it must be highly toxic of insects
in small does and innocuous to man
(a) Oil Type (b) Water soluble type (c) Type applied through and domestic animals.
volatile solvents (ii) chemically stable and inflammable
(iii)devoid of undesirable smell or odour
(iv)Compatible with dispersing agents and
other chemicals when so used.
(i) Leachable Type (ii) Fixed Type
(v) cheap and easy of application.
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Srl Types of CDO Name of Preservative Stores for which used Composition /Method of use etc
No Pests against
No Preservative DS Cant
(1) (2) (3) (4) (5) (6)
1 (A) (a) IHA-0296 Creosote for Wood preservation Timber/Ballies/Bamboo/Ropes and (i) Used as a mixture 50 50 with Sl No 2
8030-000014 (Coal tar creosote/oil creosote) Cordages which come into contact (ii) Timber to be painted upon should not be
with soil during use treated with creosote.
2 (A) (a) ASC Supply Used Engine Oil -do (iii) Cold Soak treatment Soak in the
mixture at room temperature i.e., about 250 C
for 24 hours if stores have not been previously
and for 6 hours for subsequent treatment
(iv) Hot Soak Treatment. Soak is hot mixture
at temperature 80 0to 90 0 C for15 minutes and
transfer to cold mixture at room temperature
about 25 0 C.
(v) May be brushed in or swabbed as cold
solution.
3 (A) (a) Wood tar creosote. -do- Not in use due to high cost.
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(1) (2) (3) (4) (5) (6)
4 (A) (a) Coal tar -do- Used in molten condition with Sl No.1 as mixture
50 : 50 and while hot. not very effective due to high.
viscosity
5. A(B) (i) - Boric Acid/Borax -do- ` These preservatives dissolve when they come into with
contact with mixture or water and are leached out
(washed out). Hence their name, more useful for items
kept in doors. Cold Soak for 6 hours. Hot soak for
5 to 10minutes or brushing swabbing all as above.
Very effective for furniture items.
6. (A) (b) (ii) - ASCU ‘A’ (Not service stores but Timber/Ballies/Bamboos/Furniture (SL No 6) Arsenic Pentoxide - 1 Part
Very effective protective Packing cases Copper sulphate crystals - 3 parts
7 (A) (b) (ii) - ASCU ‘B’ and preservative Potassium Dichromate - 4 Parts
should not be heated) (SL No 7) Boric Acid - 1 Part
Copper Sulphate - 3 parts
Potassium Dichromate - 4 parts
-both used as 8% solution in water – Parts by weight-
8 (A) (b) (ii) - Celcure -do- Copper Sulphate Crystals - 1 part used as 12%
Sodium Dichromate - 1 part solution in
Acetic Acid - Small water parts
by qty weight
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(1) (2) (3) (4) (5) (6)
9 (A) (b) (ii) - Wolman’s Salt Timber/Ballies/Bamboos/Furniture Sodium Fulordic - 2 parts used as 8%
Packing cases solution in
Sodium Chromate - 2 parts water – parts
by wt
Di-sodium Aresenote - 2 parts weight.
Anhydrous
Dinitrophenol - 2 parts
10 (A) (b) (ii) - Zinc Meta – aresentic composition -do- Aresenious Oxide - 3 parts used as 12%
solution in
Zinc Oxide - 2 parts water – parts
wtby
Acetic Acid - Small Qty
11 (A) (b) (ii) 6810-000022 Copper Sulphate, technical -do- Sl No 6 to 10. Cold soak or brushing/swabbing as
(mostly used against agricultural above. Modified hot soak by dipping the items in boiling
pest) water for 15 minutes and then transferring them to cold
solution for another 15 minutes.
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(1) (2) (3) (4) (5) (6)
12 (A) (c) 6840-000006 Copper Naphthenate (Paste from Timber products(i.e. veneers, All preservatives in this group are generally :-
with 8% contents of the chemicals) plywood etc.)& timber/ropes (i) More suitable for surface treatment only being
costly.
& cordage/textiles/jute cloth (ii) Inflammable and fire-precautions are required.
& bags/felt-especially when the Sl No 12 Applied as 10% solution mixing 9 gallons of
stores remain in contact with soil White spirit or kerosene superior to 10 lbs of the paste
slowly and constantly stirring the solution
Apply by dipping for 10 seconds or by spraying/
Brushing 0.3 lbs of Copper Naphthenate per Cft-in-2 or
3 coals each to follow after the former has completely
dried up
Unpleasant smell and skin irritancy makes it less
Acceptable for textiles to be orn.
13 (A) (c) - Zinc Naphthenate -do- Most effective and very widely used in this group.
Less toxic but without the defects of smell etc. and best
Substitute for Sl No. 12
14 (A) (c) - Penta – chlorophcnol Timber/timber products. 5% solution in white spirit/Kerosene oil.
15 (A) (c) - Para-nitophenol Leather foot wear. 1% solution in Methylated spirit.
16 (A) (c) - Volatilc Fungal All items which can be wrapped Items to be wrapped with the paper.
Inhibitive Coated Paper and kept air-tight container
as far as possible)
17 (A) (c) - Volatilc Fungicidal Tablet All costly eqpt/container. Tablets to be kept in a metal container inside the package
2 grms for one cft space.
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Sl No 16 and 17. Protection for about one year
NOTE (i) All contract poisons are also stomach
poisons. (But not Vice-versa)
(B) INSECTICIDES (ii) Stomach Poisons are applied :-
(aa) by mixing them with natural food of insects
(bb) by mixing them with attractants
(a) Stomach Poisons (b)Contract Poisons (c) Fumigants (d) Repellants (cc) by sprinkling them over the runways of insects.
(dd) by impregnating the plants etc.
and men
(iii) Stomach poisons are also toxic to animals and
men
(i)Solid (ii)Liquid (iii) Gaseous
(1) (2) (3) (4) (5) (6)
18 B (a) - Paris – Green Used against Mesquite Larve. Sprinkle over water in infessed pand mixed with dust
19 B (a) - copper Cyanide
20 B (a) - Preservatives at Sl No 1 to 10 Used against Timber/ See against sl No 1 to 10
Bamboo borers
21 B (a) IHA – 0234 Maritius Yellow “Wooly bears/Cloth Moths Impregnation with solution in water with 0.25% weight
(a) (b) of fabric.
22 B (a) - Sodium Fluoride Used against silver fish/Crickets/ 5 to 10% mixed with food, e.g., starch, pastes of flour
Ear wise (c) for (a) and (c), bran and mallasses for (b).
23 B (a) - Arsenious Oxide Used against Cock-roaches
24 B (a) - Thallium sulphate Used against Ants. 1.15% used in combination with syrup.
25 B (a) - Formal de-hyde Used against House-flies 1% solution in water.
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1) (2) (3) (4) (5) (6)
26 B (b) Hygine Chemical DDT All insects. Full form: Di-chloro Di-pheny Tri-chloro-
ethane, is insoluble in water but soluble in
other kerosene oil and oils. Available,
in sprays emulsions, powders and dusts.
Most effective being very stable and has long
residual effects. Poisonous (tolerance is 7 ppm
– parts per million)
27 B (b) - Benzene Hexa Chloride (BHC) -do- Less persistent and more quick than DDT. Contains
approximately 92% of gamma-isomer
(tolerance – 20ppm)
28 B (b) - Lindane ` -do- Same as BHC but contains 99% of gamma isoner.
Named after its discoverer Dr. Vander Lindane
(tolerance 2.5 ppm)
29 B (b) - Dieldrjn Termites Most toxics among insecticides in use. Insoluble in water
and soluble in K, oil and other oils obtained as emulsion
0.5% emulsion (1 liter of Dieldrix- 18 (Burmahshell) in
35 liters of water) at 5 liter per square meter of space
gives antitermite protection for 10 years.
30 B (b) - Chlordace -do- Less persistent than DDT but equally toxic and used
like wise. 1% solution in fuel oil or emulsion in water at
5 to 9 liters per square meter for ground treatment.
31 B (b) - Aldrin -do- Serves exactly like Dieldrin but is cheaper. 1 liter of
Aldrix 30 in 59 liters of water and applied at 5 liters per
square meter of grounds give antitermite protection for
10 years.
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(1) (2) (3) (4) (5) (6)
32 B (b) ASC Supply Malathion (54% emulsion) Food pests This is a phosphorous compound and safest among
nsecticides sed in a solution 1 part mixed with 100
arts. 3 liters of solution per 100 sq meters gives
rotection for 6 weeks. Can be sprayed directly on grains
ut milled products to be covered. Also repellant for
rats.
33 B (b) - Durobase III -do- Contains Malathain, Lindane and DDT in oil SAE 10.
Single spray gives protection for 8 to 21 months. Also
Repellant for rats.
34 B (c)(i) - Naphthalene Cloth Moths/Wooly Bears. Essential requirement of a fumigant are
35 B (c) (i) - Comphor -do- (i)Inflammability ; (ii) non-corrosiveness ; (iii) non-toxic
to men and should have warning smell; (iv)vapour
should be water-soluble; (v) vapour should have power
of diffusion and should be fairly equal of weight of air;
(vi) should be resonally cheap and easily available Sl no
34 and 35 used for clothing stores (cotton and woolen)
36 B (c) (ii) - Ethylene – dichlioride All insects ( and men) Mostly for woolen stores at one liter per cubic meter of
space
37 B (c) (ii) - Carbon – tetachioride -do-
38 B (c) (ii) - Methy 1 Bromide Food Pests Used for fumigating warehouses containing grains
39 B (c) (ii) - Phosphence (CELPHOS) -do-
40 B (d) - Di – methyl – phathalate Flies/Mosquitoes
41 B (d) - Repellant 448 Buga/Lice
- 287 -
RODENTICIDES
(a) Stomach Poisons (b) Fumigants (c) Repellants. (d) Chemosterilants
(1) (2) (3) (4) (5) (6)
42 C (a) - Zinc phosphide All rodents Water should not be available for the rats. Highly toxic.
1 part of poisons to 20 parts of bait 12 to 15 grams kill 50 rats.
43 C (a) - Sodium Fluoro Acetate (1080) All rodents Used as 1% solution; in baits or 0.3% solution (3 grams in one
lit in water as water-bait.
44 C (a) - Thallium sulphate All rodents 0.5 to 1.5% of solution; water bait as sl No. 43.
45 C (a) - Tomorin All rodents There are anti-coagulant chemicals which cause internal
haemorrhage and prevent clotting of blood; in consequence
rats die of internal bleeding
46 C (a) - Warfarin All rodents Sl No 54 is used as a track poison i.e., it is dusted on the track
of rats who consume them while licking their feet and tail and die
slowly in a week. Sl no 45 is a stomach poison.
47 C(b) - Phosphinc All rodents Gas released by action water/moisture or Aluminum Phosphate,
available in tablet from 3 gram each. Tablet to be introduced into
the burrow and mouth to be closed with wet carth
- 288 -
(1) (2) (3) (4) (5) (6)
48 C (b) - Hydro – cyanic Acid gas All rodents Powder pumped into burrows by foot – pump after all
connecting holes are closed with wet carth except one, the
entire tunnel system is tracked down by pumping smoke first.
Cynogas powder and contract with moist air gives out this gas
49 C (c) - See Item 31 and 32 All rodents
50 C (d) - Not yet recoginised All rodents These make both sexes of the rodents sterilc and hence
check reproduction
51 D - Benzoate Sodium Mites Acaricides are chemicals used to kill mites. This is more an
agricultural problem than a storage problem. Nor discussed.
52 E - Sodium Chlorate Weeds/Plants Weeds are unwanted and useless plant – life growing
53 E - Methoxone (ICI) Weeds/Plants Where not wanted, causing difficulties for open-storage,
54 E - Feronoxene Weeds/Plants hazards for flying and directed effecting agriculture. Previously
the entire ground used to be rendered unfit for plant-life for some
time. (now the emphasis is an selective action, i.e., kill the weeds
without affecting other crops/plant etc., especially in agriculture).
55 E - Bladex, O,P & Q (NOCIL) Weeds/Plants Sl no 52. Used at 2.25 Kg per 100 sq meter in powder form, Liable to
spontaneous combustion. Alacid (ICI product) is devoid of fire hazard.
Aromax (Burmah Shell) is used in Def. Services. 44 Gn. Before
monsoons and 66 Gns. Ater monsoon per acre is effective, sprayed
informally using foot pump. This is also used at 22:22 and 33:33
mixture with soap emulsion, during pre and post emergency periods
respectively. SL No 52,53 and 54 are synthetic weedicides claimed be
of selective actions.
- 289 -
Annexure ‘B’
(Precis No 1682) (Refer Para 10)
PRESERVATION OF ENGINEER STORES
Description of Types of Preservative Cos No Method of Treatment Method of Stacking
Stores Infestation of
Damage
Deterioration
Cement Portland Wetness and - 1. Suitable Dunnage to prevent ground moisture
Ordinary Pressure 2. Protective top cover to to be provided
3. To be stacked away from walls.
4. Adequate ventilation and observance of
programme of opening sheds on relatively dry days.
5. Each consignment to be staked separately and
issue made on the basis of first in first out.
6. Stack of cement should in no case be higher than
15 bags. When more than 9 bags, the bags are to be
arranged in header and Stretcher fashion.
7. Do no disturb or restack the cement until it is
taken out for use.
Bitumen Leakage due to 1. Drums shouted be stacked on hard standing in a
rough handling cool place.
2. No stack should exceed 100 drums. A safety
distance of 20-25 between adjacent stack will be
kept.
3. Drums to be stacked on their sides. The bungs of
the drums should be in 20’ clock position.
- 290 -
Description of Types of Preservative Cos No Method of Treatment Method of Stacking
Stores Infestation of
Damage
Deterioration
4. Drums will always be stacked in a pyramid,
Height of stack should not exceed 3 tiers
5. Teaks drums should be replaced as quickly as
possible.
Bituminised Heat or direct 1. Rolls to be stacked on 3” layer of said under
Hessian PBS 6 Exposure to shed and in a cool place.
sunlight
2. Max height of the stack should be 3 rolls high.
Sand to be freely shattered in between2 layers of
rolls.
3. Use of sharp pointed pich bars etc. is forbidden,
while handling rolls.
4. Rolls should not be dragged along the ground.
5. Ensure when PBS Rolls being unloaded should
not be dropped on the projecting bamboo spindles.
Helves and Micro Organisms Creosote Dark IHA 0296 20-80 Mixture - As above
Handles Insects, Borers Oil Linseed Raw HA –
Rodents 13671
Ply Wood Micro Organisms Copper Napthenate IHA – 10lbs of copper napthenate
Insects, Borers & 12452 added Solid stack to 9 gallons
Rodents White spirit or IHA – Of white spirit. To be brushed
Kersoene Oil 0017 on all the sides of the stack.
ASC
- 291 -
Description of Types of Preservative Cos No Method of Treatment Method of Stacking
Stores Infestation of
Damage
Deterioration
Cloth Hessian, Micro Organisms No special - Should be exposed to heat of Stack in well ventilated sheds away from walls and
Bags jute, Mildew, Rot treatment sun for 6 to 8 hours after 2 on proper dunnage. Allow free circulation of air
Coir Matting Termite, weeks or Hot air inside and outside, the stack. During inspection of
Rodents disinfestations. stock watch the discoloration. In case the stores have
become wet take immediate action to dry them.
Avoid contact with lubricants.
Ropes and -do- Cresote Dark & IHA – 0296 To be soaked in a solution -do-
Cordages which Used Engine Oil Of 50:50
come in contact
with soil during
use.
Ropes and -do- Copper Napthenate IHA – To be soaked in 10% solution -do-
Cordages which White Spirit 12452
do not come in IHA – 097
contact with soil
during use
Covers -do- -do- -do- -do- -do-
waterproof
- 292 -
Description of Types of Preservative Cos No Method of Treatment Method of Stacking
Stores Infestation of
Damage
Deterioration
Woolen Goods Micro Organisms Martius Yellow IHA – 0234 Dissolve 1% in 20 gal of water To be properly packed after treatment
Woolly bears Dip the material until Waterproof papers to be provided as
Cloths Moths thoroughly soaked. Squeeze liner.
gently and allow to dry. N.B.
Stores which are liable to come
in contact with human skin or
with water are not to be given
this treatment
DDT Hygiene Impregnate with 0.5 solution -do-
White spirit Chemical Thoroughly dry before
packing/stacking.
Napthabnu IHA-0917 One oz per cuft of space Hot
IHA – air disinfection
12684
Brushes flat 5% DDT – Powder Hygiene 1 oz per cft of space
Paint with French chalk chemical Dusting the mixture liberally.
or IHA – 5% DDT in 95% French chalk
soap stone 12416 or soap stone (weight by
weight)
N.B. – for revised Defence Catalogue Nos of some of the above preservatives, see precies No 1683
- 293 -
Description of Stores Type of In- Preservative Cos No Method of Treatment Method of Stacking
festation or
Damage De-
terioration
Structural steel and -do- Pain PFU Red HA 10452 Remove the rust by quick
prefabricated products viz oxide time and soda caustic
Hutting, shedding and treatment and then paint.
hangers.
Sheets MS Plain Black, -do- Oil linseed boiled IHA13669 Remove the dust and then
sheets MS corr Black CRP IHA 0508 paint
Wire MS Black, Steel -do- CRP IHA 0508 Derust by acid picking and
Wire Rope OLB IHA13669 apply preservative
Grease GS IHA 0251
Bridging components -do- Paint PFU Priming IHA 0541 After derusting first coat
GS Brushing Red IHA 0228 with paint Red oxide when it
oxide of iron, zinc is dried up. 2nd coat with
chromate Paint WE paint was equipment Air
A S OG drying olive green.
Rubber goods Non Chalk french IHA To be dusted frequently with To be stacked in the coolest store room available
biological, 12014 dry powdered french chalk away from generators, electric motors switchgears
Heat, Light, once in 3 months. Inspect the since they produce ozone in the atmosphere.
Ozone stock soon after the
monsoons.
- 294 -
Leather goods Heat & Soap yellow HA 12904 When it is important to Avoid touching or contact with vegetables and
Dryness maintain the stiffness or mineral oils, grease, acid and copper etc. Avoid
rigidity of the shape of the undue stretch, sharp bends or folds.
store. Blocked leather items.
Uncurried leather
Dubbin HA 0509 Curried leather
Copper, Brass and Corrosion Sodium chloride HA 02207 Dip for 5 minutes in a
Gunmetal Products (common salt) Acid solution containing 2 parts of
Nitrate Commercial sulphuric acid, one part of
Nitrate acid and small
quantity of Sodium choride.
Acid sulphuric HA 12209
Aluminium stores -do- Acid chromic HA 12207 Dip in the solution of 4.75%
Acid Phosphoric HA 12209 by weight chromic acid and
5.5% by volume phosphoric
acid
Block wood -do Varnish HA 10781
- 295 -
Annexure ‘B’
(Precis No 1682)
PRESERVATION OF STORES
EQUIPMENTS COMMONLY USED IN STORES PRESERVATION
Description of Stores COS Nos Use
Anti termite Dunnage - Termite proof barrier between stores
and the ground
Aprons, Rubber Acid Proof 36”X W.B-1847 Protection of operators during acid
48” pickling or creosote treatment.
Gloves Rubber 5”X11” W.B.-0688 -do-
Boots, Rubber Knee, size 5 to 12 C.D. 0365 to -do-
0372
Eyeshileds Antigas, Mk III AB 0119 -do-
Respirators antigas G.S face piece, AO 0331 -do-
Mk IV normal
Brushes steel wire 2 in FA 10372 Mechanical derusting of stores.
Traps Rat IKF 0262 Rodent control.
Annexure ‘B’
Cont…
PRESERVATION OF STORES
Symbol to Treatment
be used
ECB Sleepers/logs end-coated with Bitumen/Pith
ECT Sleepers/logs end-coated with Coal Tar
ECO Sleepers/logs end coated with Used/unserviceable oil
ECP Sleepers/logs end coated with Unserviceable paint
PCU Protective treatment by soaking 50:50, creosote oil and used oil 6-24 hrs
DCU Disinfective treatment by soaking 50:50, creosote oil and used oil 48 hrs
DCL Disinfective treatment by soaking in 20-80 creosote and Dinseed oil mixture for
48 hrs
PN Preserved with naphthalene at 1 oz per cuft
DDTE Preserved with DDTE solution and dried completely
DP Clearing with moist (not wet) cloth followed by cleaning with dry cloth and
applied dubbin
TO Turned over/opened,aired and repacked
R Rolling of paint drums
SUN Cleaned exposed to sun and packed
FC Preserved with french chalk
CRF Cleaned with cotton rags and Flanellette
DS Derusted mechanically by scrubbing/brushing with wire brushed/emert papery
cleaned with K/oil and wiped Dry. Tartaric acid and sodium chloride 2 lbs each
in 5% solution for brass ware
DSRR Derusted by solution Rust Removing
CRP Preserved with composition Rust preventative
G Applied Grease Gs
OLB Preserved with oil linseed boiled
DCQ Derusted by means of equal parts of caustic soda and lime solution accompanied
by vigorous scrubbing by wire brushes, followed by cleaning under free flow of
water so that traces of alksalic are removed.
PB Painting with paint PFU Black GS
CW Protected with cement wash
PRO Painting with PFU Brushing Red oxide
PBA Painting Paint PFU Bituminous black anticorrosive
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Precis No 1683
Management Dept
PREVENTION OF CORROSION OF ENGINEER STORES
Introduction
1. Most metals generally ocure in nature in the form of Ores in the earth’s crust. These ores
are mostly oxides carbonates, sulphides, chlorides or silicates of metals. Metals are extracted
from these ores by laborious processes involving great expenditure. Most of the metals with the
exception of noble metals, show a tendency to revert to their natural state when exposed to
atmosphere conditions. This return of the metal to its natural state is termed as Corrosion. In
other words corrosion is oxidation of metals in the presence of atmospheric moisture. Whereas
the term corrosion is applicable to all metals, the same phenomenon as applied to iron and steel
is called ‘rusting’.
2. Many theories have been put forward to explain the mechanism of corrosion; two of the
most important are :-
(a) The acid theory and
(b) The electro chemical theory.
3. Acid Theory
According to this theory a trace of any acid is necessary for corrosion to occur. The atmospheric
corrosion of iron is based on this theory. A small amount of carbonic acid is formed by
dissolution of carbodioxide from the atmosphere in the moisture. This reacts with iron to form
ferrous carbonate which is further oxidized to ferric hydroxide by atmospheric oxygen carbonic
acid is again set free for further action on the metal in chain reaction. The air also contains other
impurities like sulphuridioxide, hydrogen sulphide etc which are acids gasses and react on metals
like copper and aluminium and cause corrosion.
Electro Chemical Theory
4. The Molecules of certain chemical substance when in solution remain dissociated into
small particles. Each particle has a charge, positive or negative. As the total number of positive
charges is equal to the total number of negative charges, there is no perception of electricity. But
when two metal rods are dipped in a solution of salt in water and a current is passed through it
transport of matter becomes apparent and the icon of negatively charged particles get attracted to
the positive pole or anode and those positively charged gets attracted to the negative pole or
cathode according to the universally established law that opposite charges attract and similar
charges repel.
5. The metal rods are called ‘Electrodes’ anodes and cathodes. The charged particles are
called Ions ‘Anions’ and ‘Cations’. Cations carry positive charge and are deposited on cathodes
whilst in the cases of Anions it is just the reverse. The phenomenon of decomposing by
electricity is called Electrolysis.
6. Galvanic Cell
If two rods of different metals are dipped in an electrolyte and their outer ends connected
by a wire electric current flows from one metal to the other; the direction of the current depends
on the relative position of the two metals in the electro-chemical series. Such an arrangement is
called a galvanic cell.
7. The electrochemical theory assumes the presence of a galvanic cell in a corroding
medium, the different parts of a piece of metal acting as the poles of a galvanic cell resulting in
solution of the metal through local action.
8. In general there are four types of such cells. The first is the dissimilar electrode or
galvanic or viltaic cell which is perhaps the most common. In Table I below the common metals
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are arranged in the desconding order of solution potential of metal potential or electrode
potential. Such a series is called a galvanic or electrochemical series. In any couple the metal
nearer the bottom of this series will be the anode and get corroded. While the one nearer the top
will be the cathode and receive protection at the cost of anode. In the familiar example of steel
wire coated with zinc, the former is sacrificially protected by the zinc coating.
TABLE I
In this series the metals are arranged in accordance with their normal electrode potential
in relation to Hydrogen which is taken as zero.
PROTECTED END (CATHODIC OR MOST NOBLE METAL)
Metal Symbol Volts
Gold AU About + 1.42
Platinum Pt +1.2
Silver Ag +0.7995
Mercury Hg +0.7986
Copper Cu +0.3448
Hydrogen (1 atom) H + 0.0000
Lead Pb -0.126
Tin Sn -0.136
Nickel Ni -0.250
Cadmium Cd -0.4020
Iron Fe -0.440
Chromium Cr -0.711
Zinc Zn -0.7620
Aluminium Al -1667
Magnesium Mg -2.375
Sodium Na -2.712
Potassium K -2.922
Lithium Li -3.02
(Corroded end anodic or least noble or least end)
Under certain conditions the order shown above is changed. For example, although iron
is the nobler metal in a couple formed by iron and zinc immersed in cold water the order is
reversed when hot water is the corroding medium. Thus, occurrence of two metals in electro-
chemical contact may lead to severe corrosion of one or both of them.
9. The second is the differential aeration cell where area/surface of metal exposed to higher
oxygen concentration acts as cathode and the other area of the same metal surface in contact with
less or no oxygen acts as anode. For example an area under a speck of rust on an iron surface
which is almost cut off from the air acts as anode and gets further corroded resulting into pitting.
The third type is a differential temperature cell where one electrode is at a temperature different
from that of a second electrode of the same material immersed in a given electrolyte. This is
probably one of the factors in the corrosion of all boilers, heat exchangers and immersion
heaters. The fourth type is a concentration or solution cell. For example when two copper
electrodes, one of which is paced in a solution of 5% hydrochloric acid and the other in 10%
hydrochloric acid, are connected the copper electrode in contact with the stronger acid will
corrode due to the formation of concentration cell. This type of corrosion is associated with
services, scale and surface deposits where the solution in contact with metal is stagnant. This
type of cell also occurs when different electrolytes are employed.
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Types of Corrosion
10. There are three types of corrosion mainly, viz. immersed, Underground and Atmospheric.
Though the conditions in these situations are different, the mechanism of corrosion is the same in
all cases.
11 (a) Immersed corrosion occurs when the essentials of a galvanic cell are established;
see para 6 above. When the electrolyte is an acid hydrogen is liberated and if is a natural
salt solution, oxygen is absorbed.
(b) Atmospheric corrosion has been explained in the acid theory at para 3 above.
High temperature, humidity and rainfall also cause this type of corrosion.
(c) Underground corrosion is caused by factors such as Anaerobic bacteria, stray
electric currents, differential aeration, concentration cells or dissimilar metals.
12. (a) Anaerobic bacteria are those bacteria which are capable of liberating oxygen from
someof its compounds and in the process create conditions for corrosion based on acid
theory. Bacteria called De-Sulpho Vibrio and De-sulphuricans are the most important in
this group.
(b) Stray current from tram lines and underground cables cause corrosion. Difference
in the air contact which also cause corrosion. In areas of different salt concentrations,
galvanic cells are formed corroding the metals. Use of dissimilar metals (with reference
to electrode potential) result in the metal at the anodic end corroding quickly.
(c) Though underground corrosion can occur to all metals, normally the underground
pipe-lines only deserve great care.
Common Forms of Corrosion
13. Among the common forms of corrosion are uniform corrosion, inter-granular corrosion,
pitting, de-zincification, erosion corrosion, bi-metalic corrosion, stress corrosion and
concentration dell corrosion.
Pitting is the most destructive of all these, when a metal is corroded at certain places and
not at other places, the metal is said to have ‘pitted’. Excessive pitting may lead to perforation.
De-zincification is caused by selective attack on zinc in alloys whereby the entire zinc is
eaten away. Thus in brass, only copper is left behind after de-zincification.
Methods of Corrosion Prevention
14. These are based on :
(a) Modification of design.
(b) Modification of metal
(c) Modification of environment.
(d) Use of protective coatings.
Of these (a) and (b) are mostly possible only at the manufacturer’s end.
15. Modification of Design
Modification of design may take various forms depending on the special circumstances of
each case. In general underlying principle is the elimination of contact between dissimilar
metals thus minimizing corrosion due to galvanic action Cathodic protection is another form in
which an EMF opposing the EMF responsible for causinge corrosion is applied in this a weaker
and more reactive metal is attached or connected to the metal to be protected. Ship’s bulls are
thus protected by connecting blocks of zinc to them as anodes. As the anodes are thus dissolved
in the process of protecting the other metal these are called sacrifical anodes.
16. Modification of metal consists in improving the corrosion resistance of elemental metals
by combining them with other metals to form alloys or by the addition of other constituents in
suitable proportions. Increase in purity is another method at corrosion-resistance. Aluminium
produced in a state of ‘Super-purity is highly resistant to corrosion.
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17. Modification of Environment
(a) This is achieved by treatment of water and by use of corrosion-inhibitors in acid
or neutral solutious which cause corrosion.
(b) Treatment of water is achieved by addition of chemicals, like sodium meta-
phosphate, lime, sodium choronate etc. which deposit a coating of the metal
exposed to it or which cause prducts of corrosion to form a protective coating
which has self heating properties.
Control of PH factor of water is another method.
De-aeration, i.e., removal of dissolved gases from the water by regulating the
temperature and pressure conditions as in the case of distilled water is another
method.
(c) The presence of inhibitors control the corrosion process.
Rodines find important application as inhibitors in acid solutions, e.g., acid
pickling.
Hibitane, Ranacide etc. are used in neutral solutions.
Inhibitors are classified as anodic or cathodic depending on their reactions.
Chromates and Nitrates films are examples of anodic reactions while zinc
hydroxide is one of cathodic reactions. Though less efficient cathodic inhibiters
are less dangerous.
(d) Corrosion is also controlled by using inhibitors in wrapping and temporary
protective coatings. Sodium benzoated paper or rubber – latex for protection of
metals is a common example. Benzoated latex is readily peelable for removal.
Other protectives using sodium silicate etc. as inhibitors are also available.
(e) Prevention of corrosion in enclosed air spaces is yet another method in dealing
with environment. This consists of :
(i) Wraps
(ii) Strippable coatings
(iii) Cocooning or spray-packing.
For (i) see para (d) above. In the case of (ii) a thick transparent plastic compound
is coated on the metallic parts by dipping the parts in a tank of melted plastic at
300 to 320 0F and then cooling it down. The film can be peeled off and re-used.
Glosccat and Plastipeel are examples, Preservative Strippable Hot dipping-PX-15
is an Ord supply preservative belonging to this category.
Cocooring consists of covering enveloping (the equipment to be preserved after
stacking it properly) with successive layers of plastic coatings which are
strippable and finally making it weather resistant by an additional coating of a
bituminous material and over that a coat of aluminium paint to reflect heat. A
dessicant with indicator is also left within the cocoon to dehydrate the enclosed
air, Silica Gel+Cobalt Chiloride is used for this purpose. In such packing no
preservation is required for the equipment for 3-4 years in the open and 5-10 years
if indoors.
(f) Modification of Relative Humidity by use of as sicants like silica-gel or by use of
hot – boxes is also a corrosion prevention method.
(g) Volatile chemicals vapourise and the vapours protect metal surfaces with which
they come in contact. These are particularly useful for inaccessible
parts/components. As long as the chemicals vapour is present in the atmosphere
surrounding the articles effective protection against corrosion continues. These
do not react with oxygen or moisture which cause corrosion bur dissolve in the
moisture – vapour on the metallic surface and make them immune to corroson.
Such chemicals are called VPI (Vapour Phase Inhibitors) DCHN (di-cyclo-
hexylamine Nitrate) is a most noted VPI, marketed under the commercial name
VPI-260. VCI (Volatile Corrosion Inhibitors) are indigenous substitutes. VPI-260
and VCI are available in powders, solutions, and in coating materials.
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18. Use of Protective Coatings
(a) In this method, the surface of corrodible metals are coated with impervious films
so that the agencies responsible for corrosion are not allowed to come into contact
with the metal surface. The two types of coatings used are :
(i) Metallic coatings
(ii) Non metallic coatings
(b) The metallic coatings are out of Zinc (galvanizing), Aluminium, Tin, Lead,
Copper and Nickel. Of these Zinc, Aluminium and Lead are generally used on
steel by different processes such as chemical deposition, surface conversion, hot –
dipping or diffusion.
The essential requirements of metallic coatings are that these must be :
(i) Continuous durable and easy of application
(ii) Sufficiently corrosion resistant
(iii) good in appearance and as far as possible cheap and
(iv) must not be soluble in environments.
(c) The non metallic coatings are of Oxides, Phosphates, Paints/Enamels, Cement,
Bituminous materials or Temporary Corrosion preventives. Oxide coating is
obtained by heating iron parts in a suitable media so that a protective layer of
oxide of iron is obtained. The heating is immediately followed by dipping in
mineral oil in order to block pin-holes or pores if any left on the oxide surface.
Phosphate-coating is obtained by inter-action of phosphoric acid or its salts on the
metal surface. This used is widely for pre-treatment of steel, zinc and aluminium
to improve corrosion resistance. For full rust-proofing this coating should receive
a finishing treatment with paint. In this process the phosphate-coating is a
primary coating giving a good base and appearance to the subsequent finishing
paint coating. For other types of coatings refer paras 31, 32 and 33 below.
(d) no coating can be useful unless the existing corrosion or rust is removed and the
surface is thoroughly cleaned and dried-up. The various cleaning methods are
discussed in the subsequent paragraphs.
Cleaning Prior to Application of Preservatives
19. There is no universal method of cleaning by which a given surface may be properly
conditioned prior to application of preservative coatings and a satisfactory cleaning method has
to be carefully selected and properly carried out depending on the circumstances. Normal
impuritics to be cleaned are oil, grease, dirt, dust, finger prints, old paint coatings, rust and
moisture.
20. (a) The choice of a method of cleaning will depend upon the following factors :
(i) Composition of the parts to be cleaned.
(ii) Nature of the parts surface.
(iii) Complexity of construction.
(iv) Nature of contaminants to be removed
(v) Degree of cleanliness required.
(vi) Availability of cleaning materials and equipment and hazards involved.
(vii) time of cleaning.
(b) The following precautions and operations are applicable to all methods of
cleaning and should be observed:
(i) The usual fire precautions should be taken at all times; and especially
when using or cleaning out degreasing equipment. Where spirit solvent is
in use, it is essential to avoid naked lights and smoking.
(ii) All open tanks should be kept covered when not in use to avoid their
interiors becoming contaminated with dust and dirt.
(iii) Immediately after cleaning and drying, stores should be preserved and
packed as soon as possible after the preservative has obtained a proper set.
(iv) Parts to be treated should be handled with hooks where possible and
suspended on racks or placed in metal baskets.
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(v) The nozzle of the machines should be examined once per week at the
minimum to ensure that they are clean, functioning properly and properly
directed.
(vi) The nozzle of the machines should be examined once per week at the
minimum to ensure that they are clean, functioning properly and properly
directed.
(vii) Sludge should be removed from tanks as soon as it assumes unreasonable
proportions.
(viii) After cleaning excess solvent or cleaning medium should be drained from
the parts, which should then be dried.
Solvent cleaning
21. the solvents generally used are :
(a) petroleum solvent – This should be a neutral water-white petroleum distillate
(white spirit) or kerosene.
(b) Trichlor – ethylene
Stores can either be dipped in them or sprayed with them. Scrubbing the store
while it is dipped or sprayed is very helpful. This process is used when a high
degree of cleanliness is required. Vapours of trichlorethylene are also used for
degreasing in specially designed plants, items so treated should not come into
contact with water as that will cause formation of Hydrochloric acid.
(c ) The following precautions must be taken :
(i) These solvents are volatile and highly inflammable. Fire precautions
should be strictly observed and the tanks should be kept closed when not
in use with tight fitting covers.
(ii) When transferring treated articles from one tank to another care should be
taken to ensure that little of the solvent as possible is carried mechanically
along with the articles.
(iii) The workers should protect their hands by synthetic rubber gloves. The
cleaned articles should not be touched with bare hands.
(iv) The purity of the solvent in the tank should be periodically checked. The
contents of impurities in the solvent in any tank should not be allowed to
go above 2 per cent. The content may be determined by evaporating a
measured volume of solvent until only the oily or solid residues remain
and then weighing or measuring these residues.
(d) Solvent immersion cleaning should not be used for any assemblies containing
fabric rubber or other organic materials, unless it has been reliably ascertained
that no detrimental effect will result.
22. Alkaline Cleaning
(a) Typical alkaline cleaner for ferrous parts contains the following :
6-8 oz of mixture of equal parts of trisodium phosphate, sodium metasilicate
caustic soda and soda ash. In 1 gallon of water plus some rosin soap (sodium
rosinate) or Teepol (BOC) or ‘ Lissapol’ (ICI). It is used at 80 OC. Very often a
5 to 10% solution of caustic soda alone is used.
(b) For aluminium, its alloys and zinc base die castings 608 oz of mixture of
trisodium phosphate and sodium metal silicate per gallon of water at 85 OC.
(c ) Alkaline cleaning by immersion process at 80 OC to 90 OC for 1 to 10 minutes or
by electro-cleaning process are other methods.
Compound de-greasant for ferrous and non-ferrous metals (IHA 0781 and IHA
0782 respectively) may be used instead of processes at (a) and (b) above.
(d) The following precautions are to be observed :
(i) Excess of alkaline solution must be quickly drained from the article before
washing. After cleaning, the parts require thorough washing and
immediate drying.
(ii) Alkaline cleaning should be used with caution on articles with highly
finished surfaces, owing to the possibility of dulling the surface. Porus
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articles or parts and assemblies that would trap the solution should not be
cleaned with alkaline cleaners owing to the general diffculty of finsing
away all traces of the solution and of drying.
(iii) It is not suitable for complete items containing rubber,leather,fabric or
wood.
(iv) Handling of strong alkalies require protective measures such as wearing of
eye shield and rubber gloves to prevent possible damage to eyes and skin
during handling.
(v) Hardened steel or spring steel under tension should not be cleaned by
alkaline cleaning process.
23. Emulsion Cleaning
1-10% emulsion of a petroleum solvent in water used at 40 OC to 80 OC. Degree of
cleanliness achieved is less than those in paras 21 and 22 above. Overheating breaks the
emulsion and should, therefore, be avoided.
24. Removal of Sweat and Similar Residues
(a) Sweat residues are not soluble in petroleum and chlorinated solvents. Normally,
methanol (specific gravity – 0.81) is used for removing sweat and finger prints.
When the water contents of the methanol goes beyond 10% i.e., the specific
gravity exceeds 0.823, then the methanol should be changed. Petroleum solvent
containing 5 to 10% soap is also used for removal of sweat and finger prints.
(d) Paint-films in costly instruments are removed by Paint Remover Inflammable or
Non-inflammable (Ord No. 801-000291 and 8010-000292 respectively). For
removing paint from heavy iron/steel sections, 10% solution by weight of caustic
soda is used and the surface is scrubbed to remove the paint. When caustic soda
is not available, 8 oz of fresh lime and 13 oz of soda ash is added to one gallon of
water and boiled for 15 minutes. The cooled mixture is applied in the same
manner as caustic soda solution.
Removal of Rust and Scale
25. Some of the methods of derusting are as follows :
(a) Mechanical
(i) Scratch brushing after applying rust looseners like solvent rust, kerosene
oil, or 10% hot solution of 50-50 mixture of lime and caustic soda (1/2 lb each for
one Gn of water at 60 OC). Scratch brushing may either be done by hand or may
be accomplished by electrically or pneumatically driven brushes.
(ii) Sand-papering.
(iii) Rumbling for small stores without threaded parts or complicated
construction, like nails, rivets and washers. The stores are mixed with sand or
saw dust in a drum or other suitable containers which is then revolved for
necessary duration.
(iv) Derusting of internal surface of drums etc is done by vigorously rumbling
them with iron chains inside.
(v) Sand-blasting.
(b) Physical
Oxyacetylene flame cleaning process. The process consists in application of
oxyacetylene flame to the rusted part. Due to difference inrates of expansion of
the rust and the base metal the rust drops down leaving the metal surface clean.
(c ) Chemical
Chemical methods of derusting depend on treating the store in an acid roan acid-
mixture of suitable concentration.
26. The following types of components should not be picked in sulphuric or hydrochloric
acid :
(a) Stores having complicated shape, or narrow cavities or channels.
(b) Rivetted or welded parts, and stores fabricated from these.
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(c) Stores containing non-ferrous attachments, or coating of paints, or organic
materials.
(d) Cast iron parts can be derusted in hydrochloric acid provided they are subjected to
machining operations after derusting.
(e) Steel having a tensile strength of more than 65 tons per square inch.
(f) Galvanised or tinned stores.
27. Phosphoric acid is in short supply and costlier than hydrochloric and sulphuric acids.
Derusting by phosphoric acid should therefore be restricted to special items which cannot be
treated either by hydrochloric or sulphuric acids. Derusting is effected by immersion in 25%
phosphoric acid solution at room temperature by brushing. In case of heavy rusting 10-15% acid
solution at 80-90 OC adding 1% Rodine 82 is used. Solution is to be discarded when
cocentration of iron deposit reaches 2%. Stores should be rinsed in cold and hot water to remove
all traces of acid.
Derusting by Sulphuric acid pickling should be in a mixture of 20 parts of concentrated
acid 98% and 80 parts of water adding 1% of Rodine 82 at temperature of 60 to 80 OC following
by a thorough wash in flowing water and a dipping in 1 to 2% solution of soda ash or 2.5 to 5%
solution of washing soda or 0.5% caustic soda solution to remove any trace of acid. Acid
solution should be discarded when rust content is 80 grams per litre. Derusting similarly in
Hydrochloric acid is in a mixture of 1 part concentrated acid (36%) and 1 ½ parts of water and
1% Rodine 213 at room temperature. Solution should be discarded when rust content is 120
grams per litre. Acid traces are removed as in the case of Sulphuric acid treatment
28. Footner’s Process
Economy in phosphoric acid can be affected by the use of this process which consists of :
(a) Pickling in 5-10% by volume of sulphuric acid at 60-65 OC for 12-15 minutes (or
until all scale and rust is removed); an inhibitor like glue should also be used.
(b) Washing in warm water 60-65 OC.
(c) Immerion for 3 to 5 minutes in 2 per cent phosphoric acid at 85 OC.
Drying after Cleaning and before Applying Corrosion Preventives
29. These instructions apply to the removal of moisture from the surface of parts afterd
erusting or cleaning before applying the final corrosion pervasive coatings.
30. There are five methods which may be used for the removal of moisture :
(a) Blowing with Prepared Compressed Air
This method is used when heavy quantities of water have to be removed, the parts
should further be dried in an oven.
(b) Dipping in boiling water and blowing dry air.
(c) Drying in an oven .
(d) Immersion in Fluid Water Displacing.
This method is used specially to remove water from wet surfaces having intricate
parts. A thin preservative film is also left on the parts thus dried.
(e) Wiping with a cloth
This method should only be adopted if facilities are not available for any of the
other methods. The rags used should be clean and dry.
Preserving Coatings
31. There is no universal corrosion preventive. To obtain maximum benefits, from careful
cleaning and processing before preservation, the selection and application of the preservative
coating must be made as carefully as the choice and application of the cleaning method. In some
cases he use of a wrong preservative may actually ruin the material. Certain generalisations are
given as a guide to the selection of proper preservatives :
(a) Composition of the part to be preserved.
(b) Nature and function of part’s surface.
(c) complexity of construction.
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(d) Type of exposure involved and degree of preservation required.
(e) Other functions required of the preservative.
(f) Nature of packing to be used over the preservative.
(g) Ease of removal of necessity for removal of preservative from parts prior to use.
(h) Availability of preservative material.
(j) Difficulty of application.
32. Lubricating oils or greases are not necessarily suitable for use as preservatives. Straight-
mineral-oil type compounds are not efficient as preservatives. Preservatives, compounded
specially for preventing corrosion and consisting usually of surface active materials or inhibited
oils, provide much better prtection, and for this reason only approved preservatives should be
used. Details of preservatives are given as Annex 'A’ to this precis.
33. (a) Coating of Concrete
This is indicated in the cement – wash given for steel sections intended for
reinforcement but kept in storage for long time. As the concrete film is likely to
flake off in handling and exposure to weather, frequent cement-washing is
required.
(b) Paint
This is the cheapest and commonest method of preservation of metal stores. The
surface of the metal store should be thoroughly cleaned before the application of
paint. Some of the paints commonly used are aluminium paints. Paint RFU Acid
Resisting, Black Paint RFU Red Oxide Iron, Paint RFU Red Lead and several
others. The choice of the particular paint is guided by :
(i) the nature of the pigment and its effect on the corrosion rate,
(ii) the permanence and impermeability of the vehicle used in the paint, and
(iii) the general durability and appearance after long exposire. (A list of Paints
is given at Annexure ‘B’ to this précis).
(c) Lacquer or Varnish
These are used in coating the internal surface of tins and cans for processed food.
(d) Coat of Bituminous Material
This consists in coating metal surfaces with coal tar pitch petroleum pitch in
which are incorporated suitable quantities of fabric (e.g., asbestos fibres) and
fillers (e.g., Kaolin, china clay etc.) to increase its flexibility. Soon after the
application of hot bituminous coating, a thin layer of sand is sprayed on the
surface to reduce the effect of temperature changes.
(e) Coat of Temporary Corrosion Preventives
The advantages of these preservatives over the rest are that :
(i) they do not alter the inherent nature of the material on which used.
(ii) they can be easily removed.
(iii) they give reasonable protection from corrosion, and
(iv) some of them will disperse harmlessly in the lubricant, and complete
removal may not be necessary during use.
Methods of Application of Preservatives and Paints.
34. Preservatives may be applied by dipping, spraying, hand-brushing or by flow-coating,
whichever is appropriate to the preservatives or to the store to be preserved.
Whatever method is applied, care must be taken to ensure that all oil or air passage, are if
necessary, plugged or suitably taped prior to the preservative being applied in order to prevent
offices becoming blocked by the preservative. Wherever practicable, dipping processes should
be employed.
(a) Application by “Dipping”
The stores are completely submerged in a bath of the preservative. The period of
immersion should be sufficient to allow all trapped air to escape in order to affect a
complete coating. The temperature of the bath depends on the type of preservative used
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and the thickness of coating desired. In some cases a double dip will be used to ensure
better penetration and an adequate outer film.
(b) Application by Spraying
Spraying on stores should be such so as to obtain a uniform coating over the surface
requiring treatment. Preservatives containing solvents, which will evaporate, should be
sprayed sufficiently on the part so that when evaporation takes place an adequate
thickness of the preservative remains on the store. The minimum air pressure consistent
with a satisfactory spray should always be used in order to avoid undue concentrations.
(c) Application by “Hand-Brushing or Smearing”
When resorting to this method care should be taken that the brushes used for the purpose
are clean. The parts should not be touched by hand while brushing. Clean canvas gloves
should be used. The preservative should be brushed as evenly and continuously as
possible over all metallic surfaces.
(d) Application by “Flow-Coating”
This method consists essentially of pouring the preservative on the parts or portions
thereof. It is particularly suitable to parts usually to large to dip or to limited portions of
parts where it is not permissible to coat them completely. Sufficient preservative should
be “flowed on” to cover completely the desired are and to permit any excess to drain off.
Parts should be placed before coating as to prevent “ Pocketing” of preservative in blind
holes and cavities.
35. Drums of paint whether new or partly used should always be thoroughly mixed prior to
use. Any skins which form on the surface of the paint must be removed before use and not
stirred into the paint.
Precautions Necessity in Application of Preservatives
36. The following precautions should be observed :
(a) The preservative should be applied immediately after drying of the surface.
(b) While applying the parts should not be handled with hand or dirty gloves.
(c) All parts should be coated uniformly.
(d) The dip tank, if used should be stirred up and cleaned at frequent intervals.
(e) All solvent containing preservatives should be used in conjunction with
ventilating and drying equipment.
(f) The parts should not be handled till the preservative has attained consistency or
has set.
(g) When dipping parts, all holes and passages should be taped or plugged with non-
hygrosco and acid proof tape or plugs.
(h) Safety precautions and statutory regulations should be observed where applicable
with both mechanical and chemical methods. As acids attack the eye and the
skin, goggles, gloves and suitable protective clothing should be worn whicle
handling them.
37. For further guidance refer to the following books :
(a) E-in-Cs Tech Instn on Care, Conservation and
Preservation of Engineer Stores (1960) as modified by latest DISPP Notes..
(b) Stores Preservation Pamphlet No. 8 (1965)
(c) Defence Services Packaging Code (1964).
- 306 -
Annexure ‘A’
(Precis No 1683) (Refer Para 32)
TEMPORARY CORROSION PREVENTIVES AND THEIR USES
----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Type of protective Name of Preservative Method of application Removal Main Uses Not suitable for use on Wrapping and packaging
film formed
----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
1 2 3 4 5 6 7
----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
1 Thin tough film (a) Composition, Rust Dip, brush, spray or Complete removal ess- Gun mountings, crank- (i) Inaccessible interior Wrapping should be
Preventative IHA-0508 flow-coating. Entail by solvents like shafts, layshafts, gears surfaces. Done only after the
Kerosene preferably (but not gear assemb- film has dried.
(Protective PX-2H-1 aided by brushing lies) washers, shakle (ii) Parts with parallel Individual wrapping
(c) 8030-000004) pins, gauges, gun barr- surfaces coming into is not essential exce-
els hand tools except contact with each other. pt for highly finish-
Not applicable working parts/surfaces. Surfaces. Correct
(b) Linseed oil Boiled cylinder liners; bolts. (iii) Laminated assemb- wrapping paper is
(H-1(a) 8010-000289) triggers and tumblers of lies such as armatures kraft (Imitation)
rifles, bolts, nuts, and commutators. Gde I Normal.
Screw, washers etc. Primary wrapping
(iv) Parts containing in paper grease
rubber. resisting.
2. Thick soft film (a) Preservative Mineral (a), (b), (d) and (e) (a), (b), (d) and (e) (a) and (b) piston, rod Grease not suitable for A suitable number of
Jelly Beeswax IHA- hot dip in melted complete removal not springs and spring lea- parts containing rubber. small items may be
0535 material or brush. Essential; removal by ves brake cables, bell Mineral Jelly Bees’ wax wrapped together
(Protective PX-II, H-1 © brushed by hand solvent like kerosene. And roller bearings, not suitable for; larger items should
(c) 8030-000009) Should not be heated Solvent immersion not plain bearing inserter. (I) assemblies contain- be individually
for application. No to be used for grease Oil seals, bicycle cha- ing light working parts wrapped.
(b) Mineral Jelly GS attempt should be filled items or for items ins, (c) as in (a) and (b) (ii) assemblies contain-
IHA-0513 made to apply this containing rubber. above when dipping is ing leather washers if a
(Protective PX-6, H-1 material (c) by dis- not possible; gun boxes dip in hot preservative
(c) 8030-000006) solving in solvent. (c) Complete removal (d) Used for metal com- in excess of one minute
- 307 -
----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Type of protective Name of Preservative Method of application Removal Main Uses Not suitable for use on Wrapping and packaging
film formed
----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
1 2 3 4 5 6 7
----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
not essential, removed ponents containing rub- is necessary.
(c) Grease GS IHA, by wiping for asse- ber,(c) Protecting accu-
0251 or Grease No.1 mblies or by solvent mulator terminals lub-
(Grease LG-280, H-1 brushing for single bricating/preserving
(c) 9150-000010 articles. working surfaces of
or XG-280 or XG-340 Precision instrument.
Or 000020 respectively.
(d) Preservative for metal
Rubber, IHA-0536
(Protective PX-12 H-1
(c )8030-000010).
(e) Petroleum Jelly
33C/655.
3.Thin Soft film (a) Solution Rust Dip spray, brush or Not necessary. Engine cylinders (other Exterior parts of Wrapping in paper
Preventing special flow-coating. Than aero engines). Assemblies grease resisting.
IHA-0115. Assemblies such as MT
(Protective PX-1, H-1 vechicle differential
(c) 8030-000003) units. Gun firing cases
and surgical instrument.
(b) Fluid Water Dis- Flushing or dipping. Not necessary. Used specially to re-
placing IHA-0610 move water from wet
(Protective PX-10, H-1 surfaces, specially
(c) 8030-000003) intricate mechanism.
- 308 -
----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Type of protective Name of Preservative Method of application Removal Main Uses Not suitable for use on Wrapping and packaging
film formed
----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
1 2 3 4 5 6 7
----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
4. Oil type film (a) Oil Preservatives Dip, flow coating or Not necessary. (i) Internal preservation Wrapping in pape r
SAE-30, IHA-0665 brush. of engine cylinders, gear grease resisting.
(H-1, (c) 9150-000073) boxes petrol tanks, of
vehicles held in stock, light
machine and such assemblies
and components containing
light working parts.
(ii) Instruments and very
small nuts, bolts, washers.
(iiii) Used in temperature
upto 0 OC.
(b) Oil Engine Dip, flow coating or Not necessary. As in (I) and (ii) above
Preservative SAE-10 brush. but where temperature
IHA-0664 is below 0OC but not
H-1 (c) 9150-000072) below 40 OC
(c) Oil M/80 IHA-0552 Flush and drain. Not necessary. A non freezing general
(Oil OM-58 H-1 purpose protective
(c) 9150-000027) lubricant.
(d) Oil ‘A’ (Oil OX- Dip, spray, brush or Not necessary. Small arms and machine Stores requiring long
52 H-1 (c) 9150-000069 flow coating. Guns. Term protection.
- 309 -
----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Type of protective Name of Preservative Method of application Removal Main Uses Not suitable for use on Wrapping and packaging
film formed
----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
1 2 3 4 5 6 7
----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
(e) Oil Low Cold - do - Not necessary. Preservative lubricant
Test No 2 IHA-0520 for small arms and
(Oil OX-13 H-1 machine guns during
(c) 9150-000066) storage at low temperature
NOTE : The names and catalogue numbers given in brackets under the various preservative are the latest ones according to the Def Services Catalouging Authority and
have been taken from DISPP Notes.
- 310 -
Annexure ‘B’
(Precis No 1683) (Refer Para 33)
PAINTS / VARNISHES
Srl No Nomenclature Cat No Uses
(Def
Services)
1. Paint R.F.U. Priming, Red Oxide of 8010- General primer for iron
Iron and Zinc Chromate General 000110 surfaces machine structures
Service. P.O..L equipment etc. under
marine and inland out door
conditions.
2. Paint R.F.U. Priming, Red Oxide for 8010- For wood work.
wood. 000111
3. Paint R.F.U. Priming, Red Oxide of 8010- Treatment of corrugated (M/S)
Iron, Zinc Chiromate. 000112 sheets, machine structures,
wheel rims, structural steel in
marine or inland out door
conditions.
4. Paint R.F.U. Priming, G.S. brushing 8010- Primer for aluminium and
Zinc chromate, under coat. 000113 bright alloys under marine and
inland out-door conditions.
5. Paint R.F.U. Priming, Aluminium 8010- For Bridging Eqpt, Pontoons,
water resistant. 000114 Buoys Naval crafts etc.
6. Paint R.F.U. Priming, G.S. red lead 8010- Rust inhibitive primer for
non setting. 000115 bridging equipments and other
heavy steel structures specially
for out door use.
7. Paint R.F.U. Finishing War 8010- General purpose paint for
equipment, air drying, olive green. 000245 prtection and maintenance of
War equipment, including
vehicles, machine guns,
bridging equipment etc. and
for painting of exterior of
jerricans and drums of POL.
8. Paint R.F.U. Bituminous Black, 8010- Treatment of water supply
Acid/Alkalie and Heat-resisting 000255 stores e.g. M.S Tubes, Tanks
etc.
9. Paint R.F.U. finishing Petrol 8010- For Interior of Petrol tanks and
resisting, Interior Chocolate@ 000257@ jerricans.
Red Oxide@ 8010-
000258@
- 311 -
10. Varnish. Gold size 8010- General service and temporary
000272 protection of metals
NOTE : regarding nomenclature and catalogue Nos, see note under Annexure
‘A’ to this precis.
- 312 -
Precis No.1684
Management Dept
TERMITES
Introduction
1. Termites, usually known as White-ants belong to the insect order of ISOPTERS.
The term white-ants is a minor as these insects are neither white nor belong to the same
insect order as ants. It is only due to their similarity with ant their social life that such a
usage has set-in. ISOPTE signifies the existence of two parts of similar wgs which are
narrow long & semi-transparent. All castes of termites do not possess wgs & even those
having wgs shed them away after their nuptial flt.
Castes in Termites
2. (a) There are different castes of termites in the same colony & these are
broadly divide into :
(i) Reproductive, &
(ii) Non-reproductive castes or sterile castes.
(b) The reproductive castes have functional males & females & are further
divided into the three types:
(i) Marcopterous: having fully developed wgs, blackish or brownish,
elongate & slender. The migratory & once in a yr after the first few rules
appear in “swarms” & fly away to est colony.
(ii) Brachypterous: having short wgs, Swarming etc., similar to
‘marcopterous’.
(iii) ‘Piteous’: wingless. At the time of swarming i.e., migration, they
leave the colony along with another wingless types (explained in the next
para).
(c) The sterile caste consists of:
(i) Workers, &
(ii) Soldiers & wingless
The soldiers are both males & females but sterile. Their only duty is to def the
colony.
The workers are in reality the destructive form among termites & occur in the
largest No of the colony. Every work other than reproduction & def is done by the
workers. Collection & storage of food, c/o eggs & nymphs & tending the queen & king
are some of their important wk. They are blinded & are rose to it & dryness.
Swarming
3. Normally once in yr, immediately after the first few rains the colony gets very
active & when favourable external conditions are the winged reproductive, called ‘alates’
take to a swift short flt. This is called ‘swarming.’
The purpose is to est new colonies & thereby cause dispersal. In this process
most of the alates perish being eaten away by natural enemies.
Having alighted after the swarming flt alate vigorously acts to get rid of the wgs.
A suitable mate is also found for breeding & setting up of a new colony.
- 313 -
Reproduction
4. The alate as they alight after the swarming flight, develops within minutes two
urges viz. the mating urge and the urge to escape light. The female takes a peculiar
porture and emits an attractive odour to attract and select a mate. Couplation takes a few
days only during which period their sexualingtinct and reproductive organs matures.
5. The pair thereafter seeks a crevice or dig into the earth depending on their species
to live. The spot where the queen settles down initially is called the Nuptial chamber. In
the first batch only few eggs are laid which hatch out into nymphs. After passing through
five stage of development called instars the nymphs emerge as workers and soldiers. The
colony develops and the queen and king more to more secure place known as the Royal
chamber. Where the queen lays eggs at the rate of 40,000 every day for the full life
period of 6 to 9 years. The life of other is limited to 2 to 3 years.
Usually there is only one pair of reproductive (king and queen) in a colony in the
event of death of the royal pair supplementary reproductives mature and take over the
duties of the royal.
Groups in Termites
6. According to their living methods temites are grouped as:
(a) Wood-dwellers, and
(b) Ground dwellers.
7. Wood dwellers are sub divided into damp wood termites and dry wood termites.
The former required a very high preventive of moisture for living and is found in
decaying trees, logs, stumps of tree etc. The latter on the other hand build their colonies
in dry, sound and seasoned timber and hence are important from the preservation point of
view. These are mainly found only in S India. In the case of attack by this group there
will be practically no external sign of attack or damage.
8. (a) Ground dwelling termites are sub divided into three groups; viz.
(i) Sub-terrane or Diffuse nest temites.
(ii) Mound building termites.
(iii) Carton nest building termites.
(b) The colonies these groups are in the ground and hence the group name.
The workers carry moist earth and build long tunnels upto their foodstuff to
maintain dampness. The particles of earth or tunnels give indication of termite
damage by this group.
(c) The diffuse nest or sub terranean group has the colony well below the
ground and even up to a metre below. The workers of this group go out in search
of food through sub-terranean runways built through the grounds or covered
passages over exposed surfaces. Their nests are normally away from their place
of attack.
(d) The mound-building termites build their nests by throwing away the earth
in the form of mounds even upto 2 meters high, over the nests. The royal
- 314 -
chamber is upto one metre below the surface. The nests of this group can be
easily located.
(e) The carton nest building termites construct cellular nest which may be
located in the ground or wood or in tree branches. Covered runways are used to
maintain connection between nest and food material.
The Food of Termites
9. The termites are very important pests largely because of their ability to digest
wood-cellulose this they possess on account of the micro-organism called PROTONA
which they harbour in their intestines. The termites, besides sound wood also eats away
bamboos, textiles, paper, foodstuff, horns, bones, leather, grass, leaves, fungi and
decayed wood.
Termites Control
10. (a) Dry Wood Termites
Since these insects work inside the timber, its outer surface remains undamaged till the
final state and forms a over/under which termite activity proceeds
unobserved. In dealing with this types of termites it is therefore, necessary
to treat the structural timber and other susceptible, stores before these are
taken into use or kept in storage. The various preservatives and
disinfestive treatments described in connection with the control of the
bamboo and timber bores are also effective against termites. Creosote oil
is particularly effective and is the treatment of choice.
(b) Subterranean Termites
(i) Selection of storage site
Wherever possible a preliminary inspection of the site should be carried
out to ascertain degree of probable danger from termites. If high termite
activity is observed or there is reason to expect such activity to develop, it
would be advisable wherever possible to select an alternative site.
ii) Ground treatment
Where an alternative site cannot be chosen the top layer (3” to 6”) of the
soil should be removed and treated as shown below.
“Surface dressing of creosote oil tank sludge ,or spraying with waste
mineral oil.”
(iii) Destruction of nests
In the case of the compact mound-building type, the nests may be dug out
and the queen killed. The soil may then be replaced after spraying it with
waste mineral oil.
11. Anti-termite Dunnage
The above treatments are in themselves only partially effective. The single most
satisfactory method of protecting stores from the ravages of subterranean temites is to
place them on anti-termite dunnage and ensure that termites do not get access to the
stacks by means of hanging gunny (or even threades), growing vegetation etc. Various
types of anti-termite dunnage are in use. The principles underlying their use are:
(a) Provision of a clearance of about 45 cm, vertically between the ground
surface and the bottom of the stack.
- 315 -
(b) Provision of at least 15 cm. horizontal clearance between walls of sheds
and the sides of stack.
(c) In case where susceptible materials are used for the dunnage, this should
be treated with creosote or other chemicals.
(d) Metal cap is placed at the top of the dunnage with the edges projecting
outwards and downwards to about 3 inches from the sides of dunnage. This is
called anti-termite shield.
12. The following precautions should be taken against sub-terranean termites:
(a) Do not use untreated or non-resistant timber below the termite barriers.
(b) Where suspended floors are used, build on sleeper walls or, preferably
piers, which are provided with metal termite barriers. Leave sufficient
space beneath the floor for easy inspection at least 40 cm. , but preferably
75 or 100 cm.
(c) Arrange for adequate cross ventilation under suspended floors and see that
there are no dead air pockets. Provide good drainage to keep the soil
under the building as dry as possible.
(d) Where solid floors are used, provide a continuous projecting concrete
termite barrier at least 8 cm above the ground. It is wisest to cast this
separately free the floors.
(e) Where there is danger of the floor slab cracking, make deliberate joints in
a visible position, which may be filled with bitumen or a metal strip.
(f) Use termite resistant materials below the termite barriers.
(g) Where cavity walls are used, do not take the cavity below the termite
barriers.
(h) Provide metal collars on all pipes, which have contact with the ground
unless they stand clear of the wall that signs of termite activity are plainly
visible.
(i) If possible construct step separately from the buildings, especially timer
steps that should be supported on a concrete base.
(j) Either keep verandah floors below the level of the termite barrier and do
not break the continuity of the barrier or, alternatively, construct the
verandah its part of the building, continuing the termite barrier round it.
(k) Beware of changes of level or change in materials from suspended timber
to solid concrete in ground floors. Unless great care is exercised the
continuity of the termite barrier will be broken at the point of junction.
(l) Do not allow handrails, or other fixed furniture to provide a means of
access for termites.
(m) Do not ombed door frames and verandah posts in concrete floor. Build
them in after the termite barrier or floor slab has been cast, preferably
raised up (as in Fig 8) in order to see what is happening underneath.
(n) Do not allow plants or debris to touch the building where they might
provide a bridge for termite access.
(o) Organise a system of regular inspection and see that the occupants of the
building under stand the habits of termites and the function of the termite
barrier
- 316 -
Termite Barrier
13. Various termite barriers have been dealt with in the E-in-in-C Technical
Instruction on ‘Termite Proof construction’ issued on the 10th July 1969 as amended.
From stores point of view only chemical barriers are most important.
14. A chemical barrier against termites can be laid by spraying the ground site with
any one of the insecticides at the dosage given in the table below. As an additional
protective measure concrete should be made with an insecticidal emulsion in water (item
3, 4 or 5 of table below) instead of plain water.
Table showing dosage and concentration of insecticides for ground treatment
(Adopted from TERMITES by N. V. HARRIS-1961)
Chemical Concentration Dosage Litres Period over
per 10 Sq. M. which the
treatment is
found to remain
effective
1 Benzeine 0.8% Lindane or 8% BHC in 60-95 7 yrs
fuel oil or emulsion in water
2 DDT 8% solution in fuel oil or 60-95 5yrs.
emulsion in water
3. Chlordane 1% in fuel oil or emulsion in 55-90 14 yrs
water
4. Dieldrin 0.5% as water emulsion 50 13 Yrs.
5. Aldrin 0.5% as emulsion in water 50 13 Yrs.
6. Creosote 25% in fuel oil 60-100
15. For protective/preservative treatment against termites for Timber and
Bamboos/Ballies refer Precis No 1685.
- 317 -
Precis No 1685
Management Dept
SEASONING OF TIMBER
Introduction
Timber is recognized to be one of the most remarkable materials of construction
in that while it has many faults it has many more desirable properties to an extra-ordinary
degree.
India grows a variety of species of wood having widely different properties from
very soft to very hard wood and hence there is scope for selection of timber for every
purpose.
Classification.
2. Commercial timber are classified into two groups:
(a) Coniferous timbers. These come from coniferous trees. In these plants
flowers are formed into cones. (Class: Gymnosperms).
(b) Non-coniferous timbers. These come from non-coniferous trees. In
these plants, flowers are of various forms, colours and smells (Class:
Angiosperms). These are also respectively called non-porous and porous
timbers. Large cells called ‘vessels’ which give the appearance of pores
on a traverse section confer this distinguishing feature on non-coniferous
timbers.
Non-coniferous Timbers-Their Structure
3. Majority of timber in common use is non- coniferous. Some of the most
important Indian timbers belonging to this group are:
Sissoo, Rosewood, Sal, Teak, Maple, Toon, Oak, Walnut, Ash, Mango and Padau.
Ring Porous and Diffused Porous Timbers.
4. The most outstanding feature of this group of timbers is the presence of the large
tubular wood vessels. Running up the stem of the tree, these wood cells when newly
formed serve to conduct water and dissolved salts from the roots to the leaves. Each
vessel is in the first place, made up of cells joined end to end, the cross walls being
broken down either completely or partially, resulting in the long tubes each of which may
be many yards long. When a stem is cut transversely, these vessels appear as pores.
These pores may be distributed differently in different timbers. They may be in
concentric rings round the center of wood or may be diffused indiscriminately.
Wood-fibre
5. Another important feature of this group of timbers is the presence of wood fibres,
thick walled cells with small cavities. In the living plant, the sole function of these wood
fibres is to support the tree. In timbers, they are the most important from the viewpoint
of strength.
Modullary Rays
6. Yet another important feature of this group of timbers is the presence of
‘Modularly ray cells’ whose function is the storage of good materials. A group of those
- 318 -
cells is called Ray. These are useful features for distinguishing between certain timbers
and are sometimes visible to the naked eye on a cross section, being more than 3 mm,
thick in some true oaks.
Coniferous Timbers-Thin Structure Tracheids
7. Chir, Kail, Fir, Spruce, Deodar and Cypress belong to this class of timbers. The
outstanding feature of these timbers is the simplicity of their structure. These are no
vessels and no wood fibres. The function of both of them is performed by cells known as
‘atracheids’.
Resin Canals
8. Some timbers in this class e.g. Chir appear to have pores irregularly distributed on
a cross section, but on microscopic examination, these prove to be openings surrounded
by a layer of very small cells and are quite distinct from vessels. These openings are
known as ‘Resin Canals’ and serve only as a means of transport of storage of resinous
material produced by the tree. Resin canals provide an important diagnostic feature for
the identification of coniferous timbers.
Sapwood and Heartwood.
9. Green plants are spoken of as annuals, biennials or perennials according as they
live for one, two or more years. In very young tree, all the wood is sapwood. A
perennial increases in size every year; the increased weight of its branches and foliage
calls for additional supporting issues in the trunk; and more vessels have to be formed to
conduct nutrients to the leaves. After a few years growth, the central portion of
heartwood can generally be distinguished from the outer portion or “Sapwood.” The
heartwood is generally darker in colour in contrast to the sapwood which is generally
whitish. The heartwood is harder than the sapwood owing to the impregnation of the cell
walls with pigments, waxes, resins and substances which often block the cavities of the
vessels. The zone of demarcation between the sapwood and the heartwood may be
abrupt or gradual. In some cases, heartwood may not be distinguishable from sapwood
e.g. papita.
Heartwood
10. Heartwood differs from sapwood not only in colour and infiltration content but
usually in weight and sometime in the correlated property of strength, durability and
permeability. At the same moisture content, it is generally somewhat heavier because of
its greater infiltration content. But expectations occur, particularly in the conifers,
wherein the sapwood of freshly cut tree is mush better than the heartwood (often upto
200% of dry weight) and not infrequently heavier.
11. The greater durability and lesser permeability of heartwood are due, in part at
least, to its higher infiltration content. Some of the products deposited in heartwood are
often more or less toxic to fungi and obnoxious to insects rendering it more or less
immune to attack. In general, the deeper the colour of the heartwood the greater the
durability e.g., Sissoo and axle wood. This however, does not always hold good e.g.
Teak.
- 319 -
Sap Wood
12. Sapwood owing to the fact that its cells are more open, is usually much easier to
season and takes preservatives more easily. The movement of moisture and air in the
heartwood of certain non-coniferous timbers is also greatly inhibited by the development
of ‘Tylosis’ which include vessels. As a result of fungal growth is discouraged.
Examples: Salwood (Shorea robusta)
13. Sapwood of all timbers is not – durable and this aspect is attributed to certain
foodstuffs present in the sapwood. For example starch is very attractive to borers and
naturally timbers containing sapwood are susceptible to borer attack. All things being
equal generally speaking sound well-seasoned sapwood is strong as heartwood although
there is a widespread belief to the contrary. The above statement is borne out by the
following examples.
(a) Sapwood of axle wood (Anogeisus latifolia) is permitted in the
manufacture of Hammer Handles and Pick Helves, two stores where strength is of
paramount importance.
(b) Sapwood of ash (Fraxinus spp) is used for the manufacture of tennis
rackets and hockey sticks.
Damages-Recognition of Damage
14. (a) Damage by insect pests i.e. ghoons is recognized by the presence of small
holes, ejection of frass (saw dust like powder) from them and narrow frass filled
funnels running along the fibres in the timber.
(b) Microbiological damage is recognized by mouldy or musty smell,
discolouration often accompanied by a velvety growth of fungus on the surface of
the timber and loss of strength.
15. The factors leading to the deterioration of timber due to Biological causes have
already been discussed in the précis on “Deterioration of Engineer Stores and its Causes”.
The various preservatives, the method of their use and the stores for which suitable have
also been dealt with therein. See Precis No 1682.
16. Broadly speaking most of the wood-preserving methods may be classified as
either ‘pressure processes’, in which the wood is placed in a treating cylinder or retart and
impregnated with preservative under considerable force, or non-pressure processes,
which are carried out without the use of artificial pressure.
(a) Pressure Processes.
(i) These processes are most effective since a deeper and a more
uniform penetration and a higher absorption of preservative can be
secured. For timber required to be used under adverse conditions of
exposure, in contract with the ground or subjected to the action of water
these processes are to be specially preferred.
(ii) The most successful of the pressure process is that in which a
properly seasoned or conditioned timber is pressure impregnated in closed
- 320 -
cylinder. Special plants have to be used for the treatment making
provision for the plant to with stand vacuum and liquid pressure in some
cases provision has also to be made for heating the plant or maintain the
temperature of the preservative at a desired level above room temperature.
(iii) By this process timber, resistant to marine bores can be treated to
the point of refusal by injecting 15 to 20 lbs of creosote per cu. Ft.
(iv) The pressure methods in closed cylinder may be divided into two
main groups, designated as “full cell” and “empty cell” processes. In this
former, the aim is to fill liquid in the wood cells to the point of refusal,
whereas in the latter only part of the liquid forced timber pressure is
subsequently recovered, so that the cells tend to be coated with
preservative rather than filled with it.
(b) Non-Pressure Processes.
(i) Open tank treatment or hot, and cold bath.
(ii) Brushing spraying.
(iii) Dipping,
(iv) Steeping.
(v) Kyanizing.
(vi) Osmose process.
Seasoning Introduction
17. Wood in the green condition contains a large quantity of moisture, the major
portion of which has to be removed before the wood is fit for use for many purposes.
The removal of moisture from wood is called the drying or seasoning of wood. There are
several methods of seasoning wood. Such methods include air seasoning, in seasoning,
chemical seasoning, seasoning by solvent extraction, seasoning by high frequency
heating and so on.
18. By far the most important factor connected with timber utilization is the proper
seasoning of the wood used. Unfortunately, this extremely important aspect of timber
utilization has been sadly neglected in the country, with the result that many excellent
timber have been condemned as being liable to crack, warp, swell and shrink.
Why must Wood be Seasoned
19. The main advantages of seasoning are:
(a) Seasoned wood shrinks and swells much less than green wood i.e., it is
more stable.
(b) Cell walls of seasoned wood become tougher than those of green wood.
(c) Seasoned wood weighs less than the same volume of green wood.
(d) Seasoned wood resists decay better.
(e) Seasoned wood is easier to glue or paint or preserve with oil preservatives.
(f) Seasoned wood has a better nail holding capacity.
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Terms Used in Wood Seasoning.
20. Seasoning. Whether it is air seasoning, kiln seasoning or any other, is simply the
removal of moisture from wood. In air seasoning the timber is stacked in the open and
dried under the prevailing weather conditions, whatever may happen to be the
temperature. In Kiln Seasoning, the timber is stacked in a kiln and dried under controlled
conditions.
21. Moisture content. The moisture content which indicates the degree of seasoning
of wood is expressed as a percentage, using the oven dry weight of the wood, as a basis.
Thus, if a piece of wood weights 15 lbs green and 10 lbs ovendried, it contains 5 lbs of
water. The moisture content would be expressed as a percentage of the oven dry weight,
viz. 5/10 x 100 = 50%.
22. Free Moisture. The moisture held in the cell cavities and other spaces is termed
“free moisture”, it does not affect such properties as the hardness of the timber.
23 Combined moisture. The moisture held up by the cell is termed “combined
moisture”. This moisture has a wide influence on the properties of wood. Thus, when
the combined water starts to dry out from cell walls the cells commence to shrink, harden
and become stiff; in other words, the timber takes on these properties which we associate
with seasoned wood.
24. Fibre saturation point. In the drying of any individual cell in a piece of
timber, it is not possible to dry out the combined moisture in the cell wall until all the free
moisture has been dried from the cell cavity. When the condition reached is such that all
the free moisture has been removed from the cell cavity, but none of the combined
moisture has yet been dried from the cell wall, this point in the drying is described as the
“fibre saturation point” The F.S.P. is the most important stage in drying, for shrinkage
does not normally commence in a piece eof wood until it starts to dry below F.SP. The
F.S.P. usually occurs between 25 to 30%. The amount of free moisture in green timber
may be anything from a few percent upto 200 or more percent (of the oven dry weight).
25. Moisture gradient. When a piece of timber commences to dry, moisture is
evaporated from the surface layers, which soon falls below F.S.P. Thus, if the moisture
distribution of a piece of green timber, which has been drying for a short period, is
examined, it will be found that the moisture content varies from its highest value at the
center of the piece to its lowest at the surface. When a piece of timber is in this
condition, a “moisture gradient” is said to have been set up. For drying to proceed, this
gradient is necessary. If there is no gradient, that is if the moisture content is constant
throughout, then no drying of the interior will take place. If the distributions such that the
moisture content decreased rapidly from center to surface, the moisture gradient is said to
be steep. Steep gradients are associated with server drying conditions and conversely
gradients which are not steep are associated with mild drying conditions.
26. Shrinkage. Shrinkage is expressed as a percentage of the green dimensions.
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27. Hygroscopicity. This is the property which enables a material when dry to
absorb moisture from the moisture and when moist, to give up its moisture to dry air. For
example, all are familiar with the tendency of common salt to become moist on damp
mornings. Wood is hygroscopic material. In the wet season is the tropics thoroughly
seasoned timber and stacked under cover will be at a higher moisture content than in the
dry season. This moisture content than in the dry. This moisture taken up during the wet
season will be lost again in the following dry season.
28. Equilibrium moisture content. Since a piece of seasoned timber will lose
moisture to very dry air and will absorb moisture from damp air there must be certain air
conditions in which the timber will neither lose nor gain moisture. When the air and the
timber are thus in equilibrium, the timber is said to be at the equilibrium the moisture
contents.
29. Dry bulb temperature. This is the temperature recorded by ordinary
thermometer.
30. Wet Bulb temperature. This is the temperature recorded by a thermometer, the
bulb of which is surrounded by a sleeve of cotton or other material kept continuously
damp with water and which is placed in a controlled air draught
31. Wet Bulb depression. The difference between the dry and wet bulb temperature
is the temperature is depression called the wet bulb depression. This is a measure of
dryness wet bulb depression while a large wet bulb depression indicates dry air.
32. Relative humidity. By relative humidity is meant the amount of moisture in the
air at any particular temperature expressed as a percentage of the maximum carrying
capacity of that air at the same temperature. Thus it is a measure of the drying quality of
air at that particular temperature. For example at 60 0 C. 8000 liters of air has a
maximum carrying capacity of about 1 kg. Of water vapor. If it only contained 0.5 Ig.
At this temperature, the relative humidity would be 50 percent.
33. Hygrometer. This is an instrument for indicating the relative humidity of the air.
Air Seasoning of Timber
34. In order to ensure the best conditions for the air seasoning of timber in India, the
following two important points should be attended to:
(a) Proper stacking of timber.
(b) Protection of the stack from the prevailing, hot winds, the blazing sun and
the rain.
35. It is useless to keep thick squares or logs in air for seasoning as a major portion of
these will remain wet even after years of storage. (Thin poles can of course be air
seasoned, if necessary). Besides, attempts to season wood in log form except in a few
cases, usually result in considerable loss due to surface and end cracking and
development of shakes, decay and insect attack.
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Stacking of Timber
36. Proper stacking ensures uniform drying and reduces seasoning degrade
considerably. Ends of all materials to be seasoned should be properly coated with a
suitable coating material and stacked as follows:
(a) Short length of thick scantlings, beams and sleepers.
These can be stacked in the ‘close cribe’ manner in dry climates and the
‘open cribe’ manner in moist climates.
The usual method adopted for stacking sleepers for air seasoning is 1 by 9
method.
(b) Planks, boards and thin scantlings up to 10 cm. in thickness.
These should be stacked on crossers (battens) for drying as soon as
possible after conversion, if damage to the timber from cracking, warping,
twisting, blue stain and mould is to be avoided.
37. There are two main methods for stacking thin sawn material for air seasoning, viz.
horizontal stacking and vertical stacking.
Horizontal Stacking
38. This is the most common method of stacking timber for air seasoning and is
suitable for all forms of sawn material from thin veneers to thick scantlings, with slight
modifications to suit different conditions particularly as regards species of wood-
thickness of material and the climatic conditions of the locality. The following hints will
be found useful in making a horizontal stack of timber:
(a) Site. The site should be level, well-drained ground not too near buildings
and trees.
(b) Foundation. A good rigid foundation is highly desirable in order to keep
the timber well clear off the ground so as to allow for ample ventilation beneath
the stack. If damp air accumulates beneath the stack. If damp air accumulates
beneath the stack, it will encourage fungus development. The stack of timber
should be raised about 30cm, in cross section, which can be built of brick,
concrete, creosoted wood or wood coated with coal tar. The foundation pillars of
each stack should have their tops in the same horizontal plan, otherwise the timber
will warp and twist. An Anti-termite shield made of galvanized iron 45 cm.
Square should be built into each pillar at about 2/3rd of its height. Having made
the level foundation pillars, long scantlings of identical depth should be placed in
position, one of each set of pillars parallel to the length of the stack. With the
help of these scantlings placed longitudinally, it will be possible to adjust the
distance being regulated for the thickness of the material to be stacked.
(c) Sorting. Before the actual stacking is started, all the material to be
stacked should be sorted out according to lengths and thickness, if it is not of the
same length of thickness.
(d) Size of the Stack. The length of a stack will naturally depend upon the
length of the material to be stacked. The width of stack should not ordinarily
exceed 1 ½ metre, but if it does, an open space 20 cm wide that should be kept
in the middle of the stack from top to bottom. This allows a good circulation of
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air in the center of the stack and keeps the seasoning of all parts of the stack
uniform. The height of the stack should not be more than 3 M. unless there are
mechanical devices to stack the timber.
(e) Size of the Crossers (battens). Crossers are thin pieces of wood used to
separate one layer of the seasoning timber from another, in order to allow uniform
circulation of air on all sides of the timber and to prevent green wood from
warping and twisting during seasoning. They should be made of sound dry wood
(preferably treated) and should be straight and of uniform thickness. The most
common cross sections of the crossers are 2.5 cm X 4 cm or 4 cm x 5 cm for
stacking 2.5 cm thick planks of non-refractory woods.
(f) Spacing between crossers. The spacing between the vertical rows of
crossers depend on the thickness of the material and species fo timber being
stacked. For 2.5 cm, thick plank, the distance between the crossers should be
about 60 cm. and for planks less than 2.5 cm in thickness, it should be 40 cm to
50 cm.
(g) The spacing between planks and (foundations) scantling. As also stated
(d) in a spacing of about 2.5 cm, is usually enough but this can be increased to 5
cm, or more if the rate of drying is required to be increased.
(h) The spacing between stacks. A space of about 45 cm, or more should be left
between adjacent stack not only to facilitate stacking and unstacking of the
timber, but also for the proper ventilation of the stacks.
(j) The roofing. It is almost universal custom to put roofs over sawn timber
which is being air seasoned. It is obvious that the timber will not withstand the
repeated swelling and shrinking, alternately induced by rain and sunshine. Water
from rain (or snow) that gets down into the top of a pile slows down drying as
well as adds checking, warping and staining. A roof should project outwards on
all sides for one foot or more to prevent rain beating against the stack. The roofs
should project outwards on all sides for one foot or more event rain beating
against the stack. The roofs are suitably sloped to run off rain water.
(k)The samples. In order to know the rate of drying of timber in different parts
of a stack and in order to find out the moisture content of the timber at different
times during the period of seasoning, it is common practice to place in the stack
one or more “Samples”, which are small representative pieces about 50 cm. Long
cut from the timber to be seasoned. These samples which have their ends coated
with a moisture retardant composition and whose initial moisture content is
determined before hand, are weighed at regular intervals during the period of
seasoning.
Vertical Stacking
39. This method of stacking timber is used only for rapid surface drying of certain
species of non-refractory woods which are liable to develop mould and discolouration
soon after conversion.
40. For the purpose of rapid surface drying by vertical stacking the timber is
sometimes stacked against a wall, but the most common practice for the seasoning of
packing case timbers, such as Bombax malabaricum (semul) and Tetramelesnudiflora
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(bhelu) is to stack, the converted material (planks) against a wooden or bamboo frame,
which consist of one horizontal pole fastened to two other poles 3 m. long fixed in the
ground. The following precautions should be taken in seasoning of wood stacked
vertically:
(a) The planks stacked for seasoning should be turned frequently, at least
twice a day, so as to expose both faces to the sun alternately, otherwise there is a
possibility of the planks becoming warped on account of one face drying faster
than the other.
(b) The lower ends of the planks should not rest on bare ground so as to
prevent fungus and termite damage.
Protection of Timber from Hot Winds, Direct Sun and Rain
41. Protection to the timber stacks from hot winds and sun and the rain is of great
importance particularly in our country; especially when dealing with woods which are
very liable to cracking and splitting.
42. As a result of extensive experiments carried out by the Forest Research Institute,
Dehra Dun, Indian timbers have been divided into the following three classes in
accordance with the case of difficulty with which they can be seasoned;
(a) Refractory. Timbers which are difficult to season and which are liable
severe depreciation during drying on account of end splitting and surface
cracking. These timbers required protection against rapid drying.
(b) Medium refractory. Timbers which show only a moderate tendency to
split and crack during the process of seasoning. They are fairly easy to season
and require only some protection against rapid drying conditions.
(c) Non refractory. Timbers which can withstand very rapid seasoning liable
to mound and discolouration during the process of drying unless the surface is
dried rapidly.
Application of End Coatings
43. End cracking of the timber can often be prevented or atleast minimized by coating
the ends. End coating prevents the ends drying too fast relation to the rest of the body,
which is the cause of cracking.
44. Kiln Seasoning
In kiln seasoning, stream is used as the source of heat, and the heated air is
directed through a chamber in which timber to be seasoned is stacked. The air is made
sufficiently humid by mean of steam or water sprays. In this way a perfect control over
the temperature of the circulating air, the humidity of the circulating air and the rate of
circulation of air through the kiln is obtained.
45. The advantages of kiln seasoning are:
(a) The Process of seasoning is always under control, any desired conditions
of temperature, humidity and circulation can be obtained according to the
requirements of the timber that is being seasoned.
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(b) The maximum temperature at which the timber is seasoned can be raised
much above the temperature of the air prevailing under ordinary atmospheric
conditions. This brings about certain changes in the wood, kills fungi, insects etc.
(c) The process takes much shorter time than air seasoning. For example, 3”
plank of Sissoo (Dalbergia Sissooo) which require not less than 3 years for air
seasoning can be seasoned in Kilns in a period of 2 months and comparatively
with mush less depreciation.
(d) The process of drying can be carried out continuously without any
interruption.
46. Seasoning by solvent extraction (Vapour seasoning),. When hot vapours of an
organic compound such as Xylol are passed through 3 charge of green wood in a treating
chamber, the water in the wood gradually vapourises and is carried away. By passing the
resultant mixture of vapours through a condenser, and collecting the condensate, the
water can be separated and drained and the xylol recovered and reused.
47. Seasoning by high frequency heating, In this method the seasoning is done by
the heat produced by passage of oscillating current at very high frequency say tens of
millions of oscillations per second. This is seldom practiced due to high cost .
48. Timber is a principal natural wealth of the country and one of the most ideal
building materials. Saving this and using the same property enhances the economic health
of the motherland.
FIELD IDENTIFICATION OF TIMBERS
49. Before a timber is put to any use, the first and most essential step for use is to
identify the timber. Because use of wrong timber is the risk of inferior or unsuitable
wood which leads to loss of money and even human life. Timber identification is
however not always and easy matter, but use of wrong timber can be avoided by field
identification. People who handle timber daily identify common timbers such as Teak,
Deodar, Sal etc from their physical or general features i.e. by look or feel i.e. colour
hardness, weight, odour and grains but this method is not much reliable as different
timbers may some times be similar in general appearance or may vary in the same timber
due to exposures age and growth in different places. Therefore the only method which is
reliable and simple both in the field and in the Laboratory is that one based on the
Anatomical Structure of wood seen in the end surface or cross section of wood. No two
wood have exactly both the same anatomical and general features, few timber like Rose
and Siss-oo have the same an-atomical feature only but at their general feature i.e. colour
is different. Due to this Sissoo and Rose wood can be identified easily on the basis of the
both the anatomical and general features (For details Refer Punched card as specified in
IS : 4970 – 1968)
Though detailed study of microscopic structure of wood from specially prepared
slides for identification of timbers is possible only in well equipped laboratory at Forest
Research Institute Dehradun, wood Anatomy Branch at nominal charges of Rs 5/- per
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sample from the Government Department by sending a rectangular sample 5cm x 5cm
across the grains and 10cm in height along the grains.
The certain specific anatomical and general features which are of diagnostic
value for identification of the unknown timber can also be made out in the field which
afford an easy and reliable basis for identification. However the identification so made
will have to be confirmed by comparing the unknown with the correctly identified and
properly labelled specimen of the probable timber. If the identification is correct the two
should match in every respect .
50. EQUIPMENT FOR FIELD IDENTIFICATION
(a) Sharp pocket knife.
(b) A good lens folding or doubled type with a linear magnification of 10 or
12 times.
(c) A set of accurately identified and properly labelled specimen of common
and important timbers which may be obtained from FRI (WA Branch ) Dehradun
on payment
(d) BOOK FOR REFERENCE : PERI – 197
3000-1982(DSk III)
A Hand book for field identification of fifty important timber of India – by K
Ramesh Rao and KBS Juneja.
Wood Anatomy Branch Forest Research Institute and Colleges Dehradun.
Published by the Manager of Publications Delhi.
51. PROCEDURE FOR FIELD IDENTIFICATION:
The timber sample should be of approx. 40mm x 12 mm across the grains and
about 50mm height along the grains for easy handling.
Step – 1: A good clean cut on end surface (across the grains) of about a square
centimeter is made with help of sharp knife/razor.
2. Examine the exposed area of good clean cut under lense. The lense should
be close to eye with one hand and with the other hand the sample slowly raised
toward the lense for focusing. The specimen surface should always catch light for
examination. In some timber application of drop of water is also helpful for clear
visibility of anatomical features.
3. A cut on tangential surfaces should also be made for observation of ripple
marks.
4. All the feature observed in the sample should be compared with labelled
sample for quick and correct identification.
DIAGNOSTIC FEATURES OF WOOD
52. Diagnostic features of wood for field identification are grouped in two heads.
General features : These are physical properties and can be assessed in a sample of
timber e.g. colour, hardness, weight, odour, lusture and feel, which is described as under ;
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(a) Whether heart wood and sap wood distinct or indistinct. (Generally
distinct in all woods except Haldu, Mango, Fir, spruce.).
(b) Colour : (i) Light Coloured : Pale yellowish, white Pale, Pink,
Straw etc (FIR, Deodar, Kaol, Chir, Mango etc.)
(ii) Shades of Brown : Teak, Sissoo, Sal, Deodar.
(iii) Shade of Red : Kail, Chir, Rosewood.
(iv) Other colours black, purple etc . Rose wood.
(iv) Yellow : Present in Haldu, Mulbery wood.
(c) Fluorscence : The colouring matter soluble in water, present in BIJASAL.
(d) Hardness:
(i) Soft to very soft : Timber surface which can be readily indented
by finger nails (Fir, Spurce, Kail)
(ii) Moderately Hard; Not easily indented by fingers nail but readily
cut with knife (Deodar, Chir, teak)
(iii) Hard to Very Hard; Cut with difficulty with knife. (Sissoo, Sal,
Haldu)
(e) Weight: (i) Light to very Light : Below 550 Kg/m3 (Fir, Kal , Spruce)
(ii) Moderately Heavy ; 550-750 Kg/M3(Deodar, Chir, Teak)
(iii) Heavy to very Heavy ; More than 750 Kg/m3 (Sissoo, Sal)
(f) Odour ; Odour (i) Deodar (Pungent smell),
(ii) Teak with smell of old leather.
(iii) Kail, Chir (Resin – smell).
(g) Texture ; (i) Fine – Haldu, Deodar, Kail, Fir, Spruce.
(ii) Medium Coarse : Chir, Teak Sissoo.
(iii) Coarse – Mango wood (rough surface).
(h) Lusture : Brightness (Mulbery, Poon).
Anatomical features
Anatomical features are based on the presence or absence of vessels or pores, timber are
classified under two groups porous and Non-porous.
(a) Porous Woods; are produced by broad leave trees like teak, sal, mango, sisso and
are called hard wood. When cut across, they appear on the end surface as holes
usually visible to the eye or under lense are known as pores. Pores are long tublar
vessels running in vertical directions for water and mineral nutrients from the soil
to crown.
(b) Non Porous Woods: Are produced by needle leaved trees or coniferous like Fir,
Spruce, Kail, Chir, Deodar and are called soft wood. In non-porous wood pores
are absent.
Porous woods are further divided in two groups :
(i) Ring-Porous to Semi Ring Porous : When pores of early wood are larger
than of the late wood pores and are arranged in belt or ring at the
beginning of the growth ring. For purpose of identification these are
grouped to RING POROUS. (Cord Feature 29 Present in Teak, Mulbery,
Toon and Benteak).
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(ii) Diffuse Porous; When early wood and late wood pores are present
uniformly in through out the growth ring are called diffused porous. It is
represent in hard wood like Sal, Mango, sissoo. They are further grouped
according to their occurance of size, number and arrangement.
PORES ARRANGEMENT
Cord Feature Present in wood
Description Occurance
No e.g,
29 Ring Porous Early wood pores are larger Teak, Mulbery
than late wood Toon
30 Very Large Clearly visible without lines Kokoo, Semul
distinct
31 Large to medium size Just visible out lines not very Sal, Sisso, Mango
distinct
32 Small to very Small Not visible easily Haldu
33 Scanty Upto 10 per 4mm2 Samuel
34 Moderately 20 to 80 per 4mm2 Sal, Haldu, Babul
Numerous
35 Very Numerous Not possible to count Box wood
36 Exclusive solitary When pores occur w/o Gurgan
abutting the other pore
37 Solitary & short radial The pores just abutting each Teak, Sissoo, Sal,
multiples other and some are scattering Haldu
or evenly interpressed in
multiples
38 Long radial chain or The pores in contact as chain Pali
multiples in radial rows of 3 to 6 or
more
39 Tangential clusters The pores are in contact as Mulbery
chain in tangential group
40 Oblique group Formed in obligue groups Poon
radial or tangentially
41 Flame like Formed in triangular patches OAK
and flame of candle
42. Colour Deposits Yellow or redish deposit Teak, Toon
43 White or chalky White or pale yellowish in Kanju, Teak
deposit pores
44 Tyloses abundant Unlike deposits, tyloses are SAL
formed by in growth of Paren-
chyma cells into the pores
forming foam like mass
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45 to 54 PARNE-CHYMA or SOFT TISSUES:
Unlike pores are very small are not distinct even under lense but collectively
these can be seen upto some extent under hand lense with different patterns as
listed in punched card features.
OTHER FEATURES
55 Growth ring Concentric marks at Teak, Fir , Deodar, Kail,
prominent interval of growth Chir
season distinguishable
easily
56 Early to late wood Early wood formed in early part of season and its
abrupt growth is more than later part. Late wood is formed
in later part of season. Sudden change in their colour
is called abrupt. (e.g, CHIR)
57 Ripple Marks Series of equidistant
straight or waivy lines
on tangential surface
running at right angle
to the grains (e.g.
KANJU, BIJASAL)
60 Scattered small Scattered either singly
Vertical canals (Resin or in few numbers in
cabals) group of 2 or 3.
SPRUCE
61 Scattered large Larger size and more Kail, Chir
in Numbers
62 Verticaland In long tangential Present or absent in
(Tangentical band of band DEODAR
resin canals). Resin
Canals
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Precis No 1686
Management Dept
CARE AND PRESERVATION OF RUBBER STORES, LEATHER GOODS,
ANTI-GAS STORES, PAINTS, OPTICAL INTRUMENTS, ETC.
Rubber Stores
1. The chief factors that contribute to the deterioration of rubber goods in storage are :
(a) Light,
(b) Ozone,
(c) Air draughts,
(d) Heat,
(e) Organic solvents, mineral and vegetable oils,
(f) Acids and alkalies,
(g) Copper, Manganese and their compounds,
(h) Grit, Dirt, Dust, etc.
(j) Mechanical causes-undue stretch and strain etc.
(k) Excess of either free sulphur or combined sulphur present in the rubber.
2. The action of light leads to depolymerisation of rubber and its most important that
rubber goods should be completely protected from light. Ozone is most destructive
on rubber and rubber goods must be stored away from active sources of Ozone such
as electric motors, switch gears, etc., which are in operation. Air draughts should be
avoided as these supply fresh oxygen which accelerates the deterioration of rubber.
High temperatures cause deterioration of rubber even in the absence of oxygen.
Organic solvents, mineral and vegetable oils and alkalies are also harmful to rubber.
Copper and manganese compounds affect rubber owing to their catalytic action on
oxidation. Grit, dirt, dust etc., should also be avoided as well as sharp bends or folds,
undue stretch and strain etc.
3. Store rooms should be kept dark, windows (and if necessary racks) should be
provided with dark blinds. Ventilation should be as little as is consistent with the
purity of air. Relative humidity should be maintained as high as possible, but not
lower than 70 percent. The temperature in store houses should be as low as possible,
but not higher than 70-800F. the rubber articles should be thoroughly dusted with
powdered French chalk or soapstone. Paints are not suitable for marking rubber
articles. If a marking has to be done, it should be done on the wrappin or on a tag tied
to the store.
Leather Goods
4. After suitable preliminary treatment, soaking, liming, fleshing, deliming etc. ) of raw
hides and skins of animals, the material is tanned. The purpose of tamming the
leather is to change a raw putrescible hide to an unputrescrible condition and as the
same time acquire additional properties like flexibility, resistance to weather, etc.
The two chief types of tanning employed in respect of service stores are vegetable
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tanning and chrome tanning. In cases where a rigid shape of the store is required, a
vegetable tanned leather is used for purposes of blocking.
5. The insects which are liable to cause serious damage to leather stores in service use
are termites and dermestis beetle (vulpinus sp). The precautions to be taken to protect
stores from insect attack have already been explained. The damage can be checked
with 5% DDT or gammexane powder. Although fungus may grow on leather articles,
particularly during humid weather, it is generally confined to the surface, and no
cases have been reported so far where leather articles have become unserviceable
exclusively by fungus attack. The superficial mildew growth should be removed by
wiping it with a moist but not wet, cloth, followed by cleaning with a dry cloth.
Leather articles should not be exposed to the sun in order to check the growth of
fungus, exposure to sun reduces the moisture content of the leather, making it stiff.
6. Unless the correct preservatives are applied to them, leather articles deteriorate on
long storage due to perishing of the leather.
For boots – Dubbin protective No. 1 (Cat No HA 5607)
For Harness and Saddlery :
(a) Soap yellow (Cat No. HA 0362) - for blocked-leather items.
(b) Dubbin (Cat No. HA 0073) - for strap, reins, girths etc.
7. All leather articles should be thoroughly cleaned prior to application of appropriate
preservatives. Cleaning by dry brush will be found suitable in most cases to remove
dust, dirt and other adhering impuritites. The leather should not be washed with soda
or soaked in water nor dried before an open fire. After the leather has been
thoroughly cleaned the best method to apply preservative is to work it into the leather
by means of a rag, sponge, or by hand when the article is in moist condition. The
preservatives are spread uniformly and are absorbed more thoroughly if they are
applied when the leather is damp. The preservative should be applied on the correct
surface of leather. After the application of preservatives, the leather should be left
aside for 2-3 days to allow the preservative to be thoroughly absorbed and the stores
cleaned by wiping with a dry cloth before being taken to use or stored.
Paints
8. The floors intended for storage of paints will be strewn with clean dry sand and will
on no account be strewn with saw-dust. A few buckets of sand, instead of water, will
be kept ready for use in such store rooms. Extinguishers should be of the foam type.
Cotton waste and rags contaminated with paints should be carefully removed and
destroyed as these are liable to cause spontaneous combustion.
9. Paints are in variably composed of highly inflammable and volatile solvents, heavy
pigments and extenders. The nature of the solvents make the paint liable to fire
hazards. In addition, the solid matter suspension tends to settle down and cake during
storage.
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10. All paints should be stored, therefore, in a dark, cool and dry place to limit the
formation of vapours to a minimum which may otherwise lead to an explosion. The
drums should be occasionally rolled and put back, in a changed position to guard
against settling and caking of the solid material. This precaution should be specially
observed in respect of paints with high pigment contents, e.g., mat finish paints red
lead paints, all general service paints, etc.
11. All leaking containers should be changed at the first notice, lthe contents being
transferred to suitable dry, clean and sound containers. This changes is all the more
essential since the loss of pigment or vehicle is liable to materially after the
composition of the paint with serous repreussions on its serviceability.
12. Contamination with water should be scrupulously avoided. While issuing paints for
use the oldest stock must be issued first.
13. Paints should be drawn out through the proper orifice provided for the purpose.
Never should a hole be punched in the lid for this purpose. After the requisite
quantity of paint has been drawn out the drum should be closed securely to ensure an
air-tight seal.
Optical Instruments
14. The chief factor responsible for the deterioration of optical instruments is moisture.
The presence of moisture causes fogging and/or filming of the lenses, fungal growth
and corrosion of metal parts. Plastic components and cementing material are also
affected.
15. The precautionary methods for the preservation of optical instruments lie in devising
ways and means to keep off moisture. Either the design of existing instrument may
be altered to meet this end or suitable dehydrating agents like Silica gel may be
incorporated within the instrument, while the former method could only be achieved
as a long range plan of development, the latter one is capable of being adopted in the
case of instruments carefully in use or in storage. It is important to ensure that Silica
gel is used in the correct manner. Material which is not in active condition will give a
false sense of security.
16. Optical instruments should be kept under storage conditions in an atmosphere when
the relative humidity does not exceed 40 per cent. The working parts of instruments
should, at all times, be stored free from grit and dust.
Anti-gas Stores
17. Owing to their very nature, anti-gas stores have a limited storage life, and this is
further reduced if storage conditions are not satisfactory. Moreover, in some cases, bad
storage involves the risk of spontaneous combustion. Cool, dry and well ventilated
storage conditions are therefore, most essential. Special precautions should be taken to
ensure that stores are protected from direct sunlight.
(a) Anti-gas Clothing
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the natural life of anti-gas clothing is determined by the condition of the vanish
film on the fabric, the drying oil component of the varnish film undergoes slow
oxidation, and in doing so, it liberates heat. Hence the great stress laid on free
ventilation in store houses, use of perforated cartons for packing anti-gas clothing
etc. Deterioration of the fabric is caused either by the development of tackiness
(due to the breakdown of the Varnish film) or loss of tensile strength. French
chalk or soapstone ground should be sprinkled liberally on anti-gas clothing
materials. They should never be stored under pressure or even in bundles or in
heaps. The need for free ventilation and frequent turnover and inspection cannot
be over-emphasised.
(b) Respirators Anti-gas
Rubber components should be dusted frequently with French chalk. Sharp bends
or folds should be avoided. Spraying with disinfectant (e.g., Izal which is a
hygiene chemical) is recommended.
(Based on E-in-C’s Technical Instructions regarding care conservation
preservation of Engineer Stores).
- 335 -
MISCELLANEOUS
1. Payment for movement of stores by Railways Paras 804 and 805 of RMES
have been amended. Payment for movement of stores by Railways is to be made through
Military Credit Note (IAIT – 17111) Adjustment is by CDA (Fy) Calcutta.
(Auth : MOD letter No 728/89/D (Works-II) dt 06 Feb 89 circulated vide E-in-C’s letter
No A/03108/ESP-I (P&C) dt 02 Nov 89).
2. Enhancement of Financial powers of purchase of stores and certain
modifications Paras 536, 747 & 748 and item 3 & 4 of Table B of RMES have been
amended enhancing financial powers for purchase of stores and certain modifications.
(Auth : MOD letter No A/03108/ESP-1 (P&C)/917/DO –I/D (W-I) dt 09 Oct 1989
circulated vide E-in-C’s Br letter No A/03108/ESP-I (P&C) dt 02 Nov 89).
3. Procurement of Diesel Gen Sets and Spares
Procedure of purchase of spares of diesel gensets at higher rates has been clarified.
(Auth : E-in-C's Br letter No A/03109/ESP-I (P&C) dt 14/21 June 1990).
4. Procedure for purchase to be adopted by MES formations.
Advance payment shall be made only in case where it is considered absolutely necessary.
The firmshall be well established and have reputation for fair dealing.
(Auth : E-in-C’s Br letter No A/03109/ESP-1 (P&C) dt 11 Oct 90).
5. Engineer stores of Engineer origin : Procedure for Demand and issue.
Procedure for issue/replacement/repairs, payment issues and loan issue of Engineer
stores, plants and equipment has been laid down in policy letter.
(Auth : E-in-C’s Br letter No A/30113/ESP-1 (P&C) dt 07 Feb 91).
6. Procurement of Stores
Purchasing items without calling quotations under the pretext of proprietary article has
been observed by Audit.
(Auth : E-in-C’s Br letter No A/30109/ESP-1 (P&C) dt 04 June 91).
7. Enhancement of Financial powers for each purchase
Powers of cash purchase have been enhanced by Govt by amending paras 538 & 573 of
RMES.
(Auth : MOD letter No A/03108/ESP-1 (P&C)/535/DO/D (W-I) dt 07 Mar 91 circulated
vide E-in-C’s Br letter MOD 0/30108/ESP-1 (P&C) dt 06 June 91).
8. Direct Purchase Powers of Central Govt Indentures Monetary Limits
exclusive or including sales tax and octroi duty etc.
It has been clarified that value of supply order is inclusive of element of sales tax.
The monetary limit is enclosure of sales tax and octroi duty.
(Auth : E-in-C’s Br letter No A/03109/ESP-1 (P&C) dt 11 July 91).
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9. Payment of enhanced rate of excise duty or special Excise duty
Payment of enhanced or special excise duty is to be paid as per contractual
agreement when material is supplied before expiry of delivery period.
(Auth : MOD (Dep of Defence Production) ID No 4(47)/91/D/S-II dt 01 Jun 92
circulated vide E-in-C’s Br letter No A/03109/ESP-I (P&C) dt 30 Jan 92).
10. Payment of Octroi Charges
Octroi charges are not payable on stores which are Govt property and brought in
Cantonment limit when the stores brought and issued to contractors for incorporating in
Defence works.
(Auth : E-in-C’s Br letter No A/03109/ESP-1 (P&C) dt 03 April 92).
11. Policy-obsolete/obsolescent plant and inventory control.
Policy decision for converting items to obsolete/ obsolescent is to be considered based on
recommendation of the mother Depot.
(Auth : E-in-C’s Br letter No A/03105/ESP-I (P&C) dt 31 Aug 95).
12. SOP for back loading of plant/equipment Broad outlines are laid down as to
when and how the plant/equipment can be back loaded.
(Auth : E-in-C’s Br letter No A/03105/ESP-1 (P&C) dt 21 Sep 92 and A/03105/ESP-1
(KJP&C) dt 31 Aug 95).
13. Holding of Plant/Equipment/Stores in ESDs-Stocking Policy
Broad outline on more realistic maintenance, spares provision/disposal clarified.
(Auth : E-in-C’s Br letter No A/03103/ESP-1 (P&C) dt 30 Sep 92).
14. SOP on loan issues
Detailed instructions on authorisation on hire charges, sanctioning authority, issues,
accounting, extension of loan period, transfer etc. has been clarified.
(Auth : E-in-C’s Br letter No A/03113/ESP-1 (P&C) dt 30 Sep 92).
15. Back loading of pantoons for repairs, details of BER or repairable pantoons are
clarified.
(Auth : E-in-C’s Br letter No A/03106/ESP-1 (P&C) 15 Jan 93).
16. Countersigning supply order
When purchasing power is likely to exceed such indents should be sent to ESP-2
(Prov for progressing of provisioning instead of seeking counter-signature.
17. Spares Management.
Details of basic parameters of repair, overhaul, budget, actions required and time frame
are clarified.
(Auth : E-in-C’s Br letter No A/02534/Eng/DR/Vol-III ESP-2 (R&S) dt 09 March 93).
18. Effect of new Railway Transportation Policy on movement of Defence Stores.
COAS has issued detailed guidelines with regard to movement of Defence stores.
(Auth : E-in-C’s Br letter No A/03139/ESP-1 (P&C) dt 21 Dec 94).
19. Purchase of DGS&D : Availability of current RRC to be ensured.
DDO must ensure the availability of current RRC before placing supply order.
(Auth : E-in-C’s Br letter No A/03200/ESP-1 (P&C) dt 02 June 95).
- 337 -
20. Procurement of stores required for maintenance services – Revision of
accounting procedure.
Detailed procedure is laid down. Stores being procured are to be cosumed and over
stocking is avoided.
(Auth : E-in-C’s Br letter No A/03109/ESP-1 (P&C) dt 17 June 97).
21. Cash Management : Monitoring of expdr and receipt through monthly
expenditure.
(Auth : E-in-C’s Br letter No A/03063/97-98/ESP-1 (P&C)dt 04 Sep 97).
22. Financial Powers under item 5 (b) of Table ‘B’-Financial powers of various
competent Engineer Authorities have been enhanced by amending Table ‘B’ RMES.
(Auth : MOD letter No A/03108/ESP-1 (P&C)/1061/DO-II/D (W-I) dt 15 July 97).
23. Prevention of irregularities and malpractice in procurement of stores on
DGS&D RRC.
Detailed procedure for procurement of stores on DGS&D RRC is laid down.
(Auth : E-in-C’s Br letter No A/03109/ESP-1 (P&C) dt 20 Aug 98).
24. Enhancement of Powers
Powers of purchase stores have been enhanced by amending Table ‘B’ of RMES – Items
3, 4 (a) (I) (ii) & b. 5 (a) (I) (ii) (b) & (c) and 6 (a) & (b).
(Auth : MOD letter No A/03108/ESP-1 (P&C)/257/DO II/D (W-I) dt 22 March 99).
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1
Precis No 1721
Management Department
INTRODUCTION TO CONTRACT PROCEDURE AND
THE SURVEYOR OF WORKS CADRE
1. General
The Surveyor of Works Directorate is under the administrative control of the Engineer-in-Chief.
The most common mode of executing works for the Army, Navy and Air Force adopted by the
Military Engineering Services (MES) is through the agency of contracts.
2. Contract framing involves the following:-
(a) Preparation of well defined and properly worded tender documents.
(b) Obtaining competitive offers from trustworthy contractors.
(c) Accepting the most reasonable offer and concluding the contracts.
(d) Operating the contract during execution to finalisation.
(e) Settling disputes, if any, through Arbitration.
3. A number of problems requiring careful and judicious consideration arise out of preparation, issue and
acceptance of tenders as well as during operation, execution and finalisation of contract. Therefore it is
desirable to possess at least a rudimentary knowledge of law. Many situations leading to disputes can be
avoided by:-
(a) Careful selection of contractors for issue of tenders.
(b) Use of clear and well chosen language for the contract documents.
(c) Meticulous compliance with the due requirements of law.
(d) Securing indisputable, proof of what is agreed upon; and carefully safe guarding that proof to
enable it being produced when needed.
MES undertake works for all the Defence Services throughout the country and therefore to deal with
similar matters/problems in an uniform manner, CONTRACT PROCEDURE has been evolved. In
effect, problems are dealt with in an identical manner in all the Commands irrespective of the time,
place and personnel dealing with the contract.
4. Prior to 1935 duties pertaining to preparation and operation of contracts were being performed by the
executives in change of the works. To enable the executive staff to devote more time towards
supervision and other administrative matters a separate specialist “Surveyor Cadre” was introduced to
deal with matters pertaining to contracts.
The introduction of this cadre has helped in the improvement of the standard of preparation, operation
and finalisation of contracts.
5. The Surveyor Cadre mainly deals with matters pertaining to:-
(a) Evolving a flawless contract procedure.
(b) Drawing up specifications for materials and workmanship.
(c) Preparation of Standard Schedule of Rates, analysis of rates and special rates.
(d) Preparation of cost analysis during the various stages of planning and designing to ensure
economy in construction.
(e) Preparation, operation and finalisation of contracts including, technical check of running account
receipts (RARs) and final bills for completed works, settlement of claims, disputes, etc.
(f) Enlistment of contractors and maintaining up-to-date dossiers of all enlisted contractors.
(g) Arbitration cases/ Law Suits.
6. Organisation
Personnel of Surveyor Cadre are deployed to various MES and other formations as follows:-
E-in-C’s Branch The Chief Engineer (QS & C) is the head of the Surveyor of Works Directorate in the E-
in-C’s Branch and the E-in-C’s adviser on contract matters. The CE (QS &C) controls
the functions of Surveyor Cadre in the MES and deals with amendments to standard
contract forms, manuals, specifications, standard schedule of rates, enlistment of ‘SS’
class of contractors, instructions on contract procedure and related matters. He is assisted
by Superintending Engineers (QS &C), Executive Engineer (QS &C), Assistant
Executive Engineer (QS &C) and Junior Engineer (QS &C). CE (QS &C) are also posted
to two Commands namely Western Command & Southern Command.
Chief Engineer One CE (QS &C) is posted to Command. He is responsible to the Chief Engineer
2
Command Command directly for assisting and rendering advice on contract matters and for carrying
out functions as listed in Appendix ‘C’ and/or those specifically assigned by the Chief
Engineer/CE(QS &C) or Addl Chief Engineer from time to time as far as they relate to E-
8 (Contract) matters. (Auth Policy letter No 9/89/E8 circulated under E-in-C’s Branch
letter No 33416/E8 dated 27 March 89) is given as Appx ‘C’).When there is no
CE(QS&C) is posted , S E( QS&C ) will either through ACE (WORKS ) or directly
responsible rendering advices to CE command . CE (QS&C) when posted may be
assisted by SE (QS&C)/ EE (QS&C).
CE Zone One SE (QS &C) posted to each Zonal/Project Chief Engineer’s office. He is the
Project adviser to CE on all contract matters. He Supervises the preparation of tender
documents, estimation of the bills of quantities, approval of star rates, Arbitration
matters, enlistment of contractors in Class ‘A’ to ‘D’ and generally all matters relating to
contract procedure in the area under the Zone/Project. He is assisted by EE(QS &C),
AEE(QS &C) and JE(QS &C)..
Apart from the above, one SE(QS &C) is posted to the Border Roads
Organisation. Further, the posts of Superintending Technical Examiners (STE) in each
Command are also manned by an officer of SE(QS &C) rank in rotation with SEs and Lt
Cols in Corps of Engrs.
CWE One EE(QS &C)/AEE(QS &C) is posted to each CWE’s office. He is the adviser to
CWE on all contract matters. His duties inter-alia include preparation of tender/contract
documents, enlistment of contractors in Class ‘E’ & ‘F’, technical check of a percentage
of contractor’s final bills before payment, technical check of special rates and star rates,
checking of muster rolls after payment, technical check of RARs (only in cases of
contracts where completion is delayed beyond original/extended date of completion or if
surprise check of any particular RAR is ordered by CWE), defending arbitration cases,
dealing with cases of extension of time, amendments, deviation orders, devaluation of
work, over/under payments, STE’s observations, reports and returns etc. EE(QS &C) in
CWE’s office is assisted, usually by one ) AEE(QS &C) and JE(QS & C)..
Apart from the above, officers holding EEs(QS &C) appointment can also be
posted as Technical Examiner under STEs of each Command in rotation with EEs and
Majors in Corps of Engrs.
GE (Indep) Duties and responsibilities of an EE(QS &C) posted to the office of a GE (Indep) are
similar to the EE(QS&C) posted to CWE’s office except that no enlistment of contractors
is done. EE(QS &C) in the office of GE (Indep) is assisted by JE(QS & C).
GE Duties of AE(QS & C) posted to GE’s office are preparation of tender/contract
documents, technical check of 100% final bills and RARs before payment, preparation
and technical check of deviation orders, devaluation statements, amendments and
special/star rates, assisting EE(QS & C) in defending arbitration cases pertaining to his
Division, dealing with cases of extension of time, over/under payments, reports and
returns. STE’s observations etc. If time permits, muster rolls are checked by JE(QS &
C) in GE’s office before payment. AE(QS & C) is assisted by JE(QS & C)..
The detailed duties of AE(QS & C) when posted to a GE office are given in E-in-
C’s Branch letter No 97508/POL/E2(WPC) dt 17 Dec 93. This letter also clarifies that
JE(QS & C) could be posted to a GE office where a AE(QS & C) is authorized if the
work load so demands. Where an SA I is posted in a GE office in addition to a AE(QS &
C), the SA I will assisted the AE(QS & C) to carry out the duties assigned to him.
AGE (I) Duties of JE(QS & C) posted to AGE(I) office are same as mentioned in the duties of
AE(QS & C) in GE’s office, except that JE(QS & C) will be assisted by another JE(QS
&C) junior to him..
7. Contractual Decision. Engineer executive officers at various levels have the advantage of obtaining
advice on contractual matters from the Surveyor Cadre Staff posted to their office. Where such advices are
rendered based on the relevant instructions on the subject, the same should normally be accepted and acted
upon.
The approach, grasp, insight and experience of the Surveyor Cadre personnel will vary from one
individual to another. It is not mandatory that the advice given by the Surveyor Cadre personnel be invariably
accepted. The primary responsibility for the correctness of any contractual decision (expressed to be at the
discretion of a particular officer like Engineer-in-Charge, Accepting Officer, GE, CWE, CE etc, in the
conditions of contract or in relevant departmental instruction/regulations) rests on the officer empowered to take
3
the decision, even where the decision is in accordance with the advice rendered by the Surveyor Cadre staff, and
more so where the advice given by the Surveyor staff has been over ruled.
Advice given by an officer of the Surveyor of Works Cadre on any important contractual matter (like
acceptance of contracts, interpretation of conditions, discrepancy in contracts, etc) should invariably be in
writing on a noting sheet which should be carefully preserved. Whenever advice given by the Surveyor Cadre
Staff is over ruled, the decision is in accordance with the advice rendered by the Surveyor Cadre staff, and more
so where the advice given by the Survey of staff has been over ruled the officer giving the decision, in his own
interest, carefully record in writing his reasons for doing so.
While responsibility for an incorrect contractual decision, rests primarily on the officer taking the
decision, the Surveyor Cadre Staff also stands responsible if the decision has been taken in accordance with the
advice rendered by them.
8. Publication and Form, References
List of publications and forms pertaining to contracts is given in Appendix ‘A’.
References to MES Regulations and Orders pertaining to contracts are given in Appendix ‘B’.
4
Appendix ‘A’
(Precis No 1721)
(Refer para 8)
LIST OF PUBLICATIONS AND FORMS
List of Publications
1. Regulations for the Military Engineer Services, (1982 Reprint)
2. Standing Orders for MES issued by the Engineer-in-Chief, AHQ (1996).
3. Contract Manual (1969)
4. Extracts from Indian Contract Act (1872).
5. Arbitration Manual issued by E-in-C (Revised 1965).
6. Hints for Officers and others engaged in preparation, operation and finalisation of contracts. (E-in-C’s
Works Pamphlet No 11).
7. MES Standard Schedule of Rates (SSR) Part I and Part II, Vol. I and II.
8. E-in-C’s Technical Instructions issued from time to time.
9. Hints on Supervision and Inspection of Furniture (E-in-C’s Works Pamphlet No 10).
10. Guide lines for framing and administration of contracts (E-in-C’s Works Pamphlet No 7).
List of Forms
CONTRACT FORMS
Ser No IAFW No Particulars
1. 2249 General Conditions of Contract for Lump Sum, Term
and Measurement Contracts.
2. 1815(Z) General Conditions of Contract for Supply of Stores
and Materials.
3. 2159 Lump Sum Tender and Contract for Works.
(Revised 1947)
4. 1979 Tender and Contract for Works by Measurement
(Revised 1947) (Percentage Rate)
5. 1979-A Item Rate Measurement Contract
(Revised 1955)
6. 1821 Tender and Contract for Artificer’s Works
(Revised 1960)
7. 1815-R Tender and Rate Contract for the Supply of Stores
and Materials
8. 2320 Tender and Contract for Handling and / or
(Revised 1964) Conveyance of stores of any description.
9. 1780 Tender and Contract for Piecework
(Revised 1958)
10. 1780-A Tender and Contract for Specific Jobs.
(Revised 1962)
11. 2162 Notice of Tender
(Revised 1960)
12. 1810 Comparative Statement of Tenders.
13. 1810 Comparative Statement of Tenders (as modified for
specialist Tenders).
14. 2331 Form of work order for Handling and Conveyance
Contracts.
15. 2352 Sale of Buildings for Demolition, Removal and
Clearance of Site.
16. 2353 Agreement for the Appointment of Auctioneers for
Disposal of Surplus Buildings.
17. Tender and Contract form for specialist consultancy
services.
Contd.
5
OTHER FORMS
18. 2261 Measurement Book
19. 2264 Abstract of Quantities and Prices.
(Outer Sheet)
2264-A Abstract of Quantities and Prices
(Inner Sheet) Final Contract Bill.
2262 Abstract of Quantities and Prices
20. 2262 Final Contract Bill
(Outer Sheet)
2262-A
(Inner Sheet) Final Contract Bill.
21. Bill Requirement Schedule.
22. 2254 Bill forwarding Certificate.
23. 2263 Running Account Receipt.
24. 2209 Taking off Sheet.
25. 2210 Abstract Sheet (for Bill of Quantities)
26. 2211-A Bill of Quantities
27. 2212-A Bill of Quantities for details of Deviation Orders.
28. 1823 MES Contractor’s Order Sheet.
1823-A MES Contractor’s Order Slip.
29. 2190 Application for Enrolment as Contractor.
30. 1833 Ordinary Requisition (Outer Sheet).
31. 1817 Requisition for Urgent Repairs.
32. 2158 Requisition (Inner Sheet).
33. 2255 Muster roll (Outer Sheet).
34. 2258 Industrial Personnel Bill.
(Revised 1956)
35. 2297 Analysis of Rates.
36. 1826 Receipt for Stores (Unstamped) or USR.
37. 2253 Transfer Voucher.
38. 2201 Demolition Certificate.
39. 2286 Register of Securities.
40. IAFA-451 No Demand Certificate.
41. IAFW-2347 Works Diary.
6
Appendix ‘B’
Precis No. 1721
(Ref Para 8)
REFERENCES TO MES REGULATION AND ORDERS
Reference: to paras of the publication listed in Appendix ‘A’ on matters concerning Contracts and Technical
Scrutiny etc, are given below: -
PROCEDURE FOR ISSUING AND ACCEPTING A TENDER
Subject Reference to Publication /Forms
(i) Enlistment of Contractors and register and record MES Standing Orders 180 to 198
of contractors.
(ii) Types of contracts Regulation paras 403 to 414.
(iii) L.S. Contracts with BQs Regulation paras 405 to 407 & MES standing
Orders, Para 200.
(iv) Issue of Notice Tender and Preparation Regulation paras 417, 418, 420 & MES
of Tender documents Standing Orders Para 203
(v) Acceptance of Contracts Regulation Table ‘B’, Regulation Para 428, 432,
746, 934 & MES Standing Orders Para 201
(vi) Advice of CDA Regulation Para 425 & 426, MES Standing
Order Para 228
PROCEDURE FOR TECHNICAL CONTROL DURING EXECUTION OF CONTRACT
(i) Amendment to Contracts - Regulation Para 440, 441& 442, MES Standing
Order Para 203
(ii) Works & Deviation Orders - Regulation Para 435 to 438, MES Standing Order
Para 256 & condition 7, 23 & 62 of IAFW-2249
(iii) Preparation of Special rates & Star Prices - Regulation Para 439, Condition 62 of IAFW-2249
(iv) Payment on Accounts - Regulation Para 478 to 485 & Condition 64 of
IAFW-2249
(v) Time & progress Chart, Extension of Time, - Annexure 6 & 9 of Appx ‘C’ of Contract manual,
Compensation for delay IAFW-2249 conditions 9, 11, 49 & 50
(vi) Measurement of work - Regulation Para 370 to 374, IAFW-2261 & IAFW-
2249 ( Condition 61)
(vii) Preparation of Abstracts - Regulation Para 466 & 467.
(viii) Completion certificate - Regulation Para 375 & Condition 49 of IAFW-
2249
PROCEDURE AFTER COMPLETION OF WORK
(i) Submission of Final Bill & No Claim - Regulation Para 460 to 469, condition 65 & 65A
Certificate by Contractor of IAFW-2249
(ii) Technical check of Bill - Regulation Para 470 to 473 and MES Standing
Orders Para 248, Condition 67(e) of IAFW-
2249
(iii) Payment to Contractor - Regulation Para 474 to 490, IAFW-2249
(Condition 66)
(iv) Settlement of Disputes by Arbitration - Arbitration Manual, Extracts from Arbitration
& Conciliation Act -1996, Condition-70 of
IAFW-2249
(v) Post Payment Technical Examination - Condition 67 of IAFW-2249
(vi) Scrutiny of Requisition & Muster Rolls & - Regulation Para 208 ,547 & 548, Standing
urgent Requisition Orders para 237 to 246, Para 13 of E-in-Cs
Pamphlet No 14
ESTIMATES- APPROXIMATE & DETAILS
(i) Preparation & check of Estimates - Regulation Para 129, 130, 143, 328, 331 to 333,
Standing Orders para 121 to 143
ISSUE OF STORES TO CONTRACTSORS & ACCOUNTING THE SAME
Regulation Paras 444 to 451, 453, 758 to 783, MES Standing Orders Para 250 to 252 & 303. Para 28 of
E-in-C’s Pamphlet No. 13. Also refer to E-in-C’s policies time to time. Condition 10(B) of IAFW 2249.
7
Appendix ‘C’
(Precis No 1721)
(Refer para 6)
DUTIES OF CE(QS&C) / SE(QS & C) IN COMMAND CE’s OFFICE
1. SE(QS & C) in a Command Chief Engineer’s office shall be responsible to the Chief Engineer through
Additional Chief Engineer (Works) for assisting and rendering advice and carrying out the following
functions and/or those specifically assigned by the Chief Engineer or Addl. Chief Engineer from time to
time so far as they relate to E-8 (Contract) matters:-
(a) Monitoring the progress and finalisation of all arbitration cases in the Command Zones and
maintaining a close liaison with the Central Arbitration Cell at Lucknow.
(b) Assisting zonal Chief Engineers, in the Command Zones in Vetting and or preparation of
pleadings in Defence concerning arbitration cases. Where the contractor’s or department’s
claims are substantial, assisting the departments officers by attending the arbitration or court
proceedings to safeguard the State’s interest.
(c) Tasking the Zones for working out bills of quantities derived from the standard design, drawings
and specifications and thereafter preparing standard tender documents based on Bills of
Quantities by the Zones. SE(QS & C) Command shall check these standard tender documents
in totality as far as possible, to ensure that tenders on Bills of quantities are issued in the
Command Zones. (This will facilitate the contract administration and management and also
minimize disputes between the department and the contractors).
(d) Monitoring prompt preparation finalisation and payment of final bills within the Command
Zones.
(e) Upgrading the contractors in the Command Zones in ‘A’ to ‘D’ class as approved by Zonal CE’s,
enlisting/upgrading the contractors in ‘S’ Class in the Command as recommended by Zonal CEs
and recommending E-in-C’s Branch for upgrading to ‘SS’ Class.
(f) Acceptance of standing security bonds and allotment of index numbers to contractors in ‘A’ to
‘D’ class enlisted by Zonal CE’s and also of ‘S’ and ‘SS’ class enlisted by Command CE/E-in-C
respectively.
(g) Maintaining contractor’s enlistment documents and watching timely submission of valid income
tax clearance certificates from all contractors borne on the CE Command list.
(h) Compilation and maintenance of particulars of contractors in the Zones from Class ‘A’ to ‘D’
and computerization thereof.
(j) Scrutiny and follow up action on the performance report of contractors submitted by the Zones
and rendering quarterly report to the E-in-C’s Branch on contracts accepted with ‘S’ and ‘SS’
class contractors.
(k) Maintaining liaison with CTE, STE and CDA Command with reference to the TEs observations
and recoveries.
(k) Disciplinary action aspects on contractors in the Command.
(l) Collection of data for revision of SSR and maintenance of liaison with State PWD, CPWD,
Railways and any other agencies with a view to compare cost of work and comparison of rates in
the standard schedule for similar items of works.
2. SEs(QS & C) in their functions will be assisted by EE(QS & C) or AEE(QS & C) or such staff as
authorized in CE Command. Duties of such staff shall be assigned by the SE(QS & C) Command.
8
Precis No 1722
Management Department
LEGAL REQUIREMENTS, TYPES OF CONTRACTS
AND PRE-CONTRACT ACTION
Introduction
1. For getting work services jobs executed efficiently, economically and in the least possible time,
employing the agency of contracts has always proved to be the best course of action.
2. Various standard forms of contracts appropriate for the different kinds of work requirements and
situations have been evolved and are in use in the MES department. The choice of the most suitable
type of contract for the particular kind of work to be executed is of considerable importance.
3. Contracts concluded in India are governed by the Indian Contract Act (1872).
4. This précis deals with the salient provisions of the Indian contract Act, types of contracts in use in MES
and pre-contract action.
Definition of a Contract
5. (a) Every set of promises forming consideration for each other is an agreement.
(b) An agreement, which is enforceable by law, is a contract. That which is not enforceable by law
is said to be ‘Void’. That which is enforceable by law at the option of one of the parties, but not
at the option of the other is ‘Void able’.
Legal Requirements
6. In any contract generally, as also in a building contract, the following requirements must be satisfied: -
(a) Parties
The agreement implies the existence of two or more parties. Such parties must be competent i.e.
not disqualified either by infancy or insanity or by other special qualification by personal law.
They must be of sound mind at least when the contract is made. (Section 11 and 12 of the
Contract Act). Otherwise the contract becomes un-enforceable.
Note: An Indian attains his majority at the age of 18 unless he is under the jurisdiction of court of
wards or if a guardian of his property is appointed by any court, in which case he becomes major
at the age of 21.
(b) Consideration
Consideration is a promise or a set of promises made by one party to another and vice versa.
These promises form the consideration to each other mutually in an agreement. In a legal
contract it is necessary that there should exist a consideration although it need not necessarily be
adequate to the promise. Total absence of consideration will render it un enforceable.
Consideration must not be unlawful (Sec –23 of the Contract Act) as in any of the following
examples:-
(i) Forbidden by law, eg; A agrees to pay a sum of Rs. 50/- to ‘B’ if he rides a scooter during
night without light in a place where such an act is forbidden by law.
(ii) Defeating the provisions of any law, e g.; A estate is sold for arrears of revenue under the
provisions of an act of the legislature by which the defaulter is prohibited from
purchasing the estate. B upon an understanding with A, becomes the purchaser and
agrees to convey the estate to A upon receiving from him the price which B has paid.
The agreement is void, as it renders the transaction in effect, as property purchased by the
defaulter and would so defeat the object of law.
(iii) Fraudulent eg; A B and C enter into an agreement for the division among them of gains
acquired or to be acquired by them by fraud.
(iv) Injurious to person or property of another, e g.; A agrees to pay a sum of Rs. 1,000/- to B,
if B destroys the garden maintained by C.
(v) Immoral or opposed to public policy e.g.; A who is B’s mukhtar, promises to exercise his
influence with B in favour of C and C promises to Pay Rs. 1000/- to A. The agreement is
void because it is immoral.
(c) Other Requirements
The other requirements to be fulfilled are, that the contract must not be:-
(i) in restraint of the marriage of any person other than a minor (Sec 26 of the Contract Act).
9
(ii) in restraint of trade, (Sec 27 of the Contract Act) e.g; A tailor was employed by B on the
terms that during his employment and six months after its termination. A will not work
as a tailor within one km of B’s shop. Here the restriction during employment is
enforceable but not after the termination of the employment.
(iii) in restraint of legal proceedings (Sec 28 of the Contract Act) e.g.; if an agreement
contains a provision that neither party shall have any right to have recourse to a court of
law in case of any disputes, such a provision is void though both parties have agreed.
(iv) of uncertain meaning, (Sec 29 of the Contract Act) e g; A agrees to sell to B a hundred
tones of oil. There is nothing whatever to show what kind of oil was intended. The
agreement is void due to uncertainty.
(v) by way of wager, (Sec 30 of the Contract Act) e.g.; A agreed to sell his horse to B for Rs.
300/- if the horse should trot at a speed of 18 km per hour but for one rupee if it failed to
do so. The horse failed to do so. B claimed the horse from A for one rupee. The
transaction is really a bet and hence void.
(vi) for an impossible act (Sec 35, 36 and 56 of the Contract Act) e.g.; A agrees to pay Rs
1000/- if B will marry A’s daughter C. C was dead at the time of agreement. The
agreement is void.
(vii) involving a mistake of both parties on essential matters i.e. of fact (Sec 20 of the Contract
Act) eg; A agrees to buy from B a certain horse. It turns out that the horse was dead at
the time of bargain though neither party was aware of the fact. The agreement is void.
(viii) Entered into due to a mistake of both parties as to a foreign law (Sec 21 of the Contract
Act). Explanation: mistake based on ignorance of any foreign law is treated a mistake as
to a matter of fact (refer Sec 20 of Contract Act).
NOTE: In a building contract, Items (iii) and (iv) above are important. Any provision in the
contract that has the effect of transgressing the jurisdiction of law is objectionable. For
example a provision that dispute will not be referred to Court for settlement is illegal but
a provision that the dispute shall be referred to arbitration for settlement is NOT illegal as
the latter is legislated as a method of settling the disputes.
Contractors and their Agents
7. (a) It must be noted that it is of no use contracting with a man who either has no legal power to bind
himself, or no legal authority to bind those for whom he professes to act. If he proposes to
contract on his own behalf it should be ascertained that the person is a major, sound in mind, and
not disqualified from contracting by any law to which he is subjected (Sec 11 and 12 of the
Contract Act). If he proposes to contract as some one else’s agent it should be ascertained
whether the man has received the authority that he claims and whether it has been given in the
legal form. The power of attorney should be verified as to the exact nature of the agent’s
powers, whether the agent is entitled to manage the whole work or merely to receive payments,
sign bills or measurements. (Sec 182, 190, 191, 196, 200 and 201 of Contract Act).
(b) Before a contract is concluded with anyone acting in the capacity of an agent, it should be
verified whether the agent representing the party holds the proper power of attorney as otherwise
his action will not bind his principal.
8. A contract is void able at inception when the consent is caused by any of the following under Sections of
the Contract Act referred to against each:-
(a) Fraud (Secs 14,17 and 19)
(b) Coercion (Secs, 14,15 and 19)
(c) Misrepresentation (Secs 14,18 and 19)
(d) Undue influence (Secs 14,16 and 19)
9. the contract is void able by subsequent default in the following cases:-
(a) Where the offer of performance is not accepted (Secs 38).
(b) When one party prevents performance of reciprocal promise (Sec 53).
(c) When a party fails to perform at the time fixed if time is of the essence of the contract (Sec 55).
Communication of Proposal, Acceptance and Revocation (Refer Appendix ‘A’ and ‘AA’).
10. Section 7 of the Contract Act makes it obligatory that the acceptance must be absolute and unqualified.
It also lays down the manner of acceptance. In MES it is usual to send a letter of acceptance to the
contractor.
11. Sections 4 and 5 of the Contract Act lay down the legal position as to when the communication of the
proposal (offer or tender) and that of the acceptance is complete and as to when these could be revoked
by either party.
10
12. (a) The communication of a proposal is complete when it comes to the knowledge of the person to
whom it is made.
(b) the communication of an acceptance is complete:-
(i) as against the proposer, when it is put into the course of transmission to the proposer so
as to be out of the power of the acceptor.
(ii) as against the acceptor when it comes to the knowledge of the proposer.
(c) The communication of revocation is complete:-
(i) as against the person who makes it, when it is put into a course of transmission to the
person to whom it is made, so as to be out of the power of the person who makes it.
(ii) as against the person to whom it is made, when it comes to his knowledge.
Illustrations:-
‘A’ proposes by letter, to sell a house to ‘B’ at a certain price. The communication of the proposal is
complete when ‘B’ receives the letter.
‘B’ accepts ‘A’s proposal by a letter sent by post.
The communication of the acceptance is complete, as against ‘A’ when the letter is posted; as against
‘B’ when the letter is received by ‘A’.
‘A’ revokes his proposal by letter through post.
The revocation is complete as against ‘A’ when the letter is dispatched. It is complete as against ‘B’
when ‘B’ receives it.
‘B’ revokes his acceptance by letter. ‘B’s revocation is complete as against ‘B’ when the letter is
dispatched, and as against ‘A’ when it reaches him.
Revocation of proposal and Acceptance
13. (a) A proposal may be revoked at any time before the communication of its acceptance is complete
as against the proposer but not afterwards.
(b) An acceptance may be revoked at anytime before the communication of its acceptance is
complete as against the acceptor, but not afterwards.
Illustration:-
‘A’ proposes by a letter sent by post to sell his house to ‘B’. ‘B’ accepts the proposal by a letter sent by
post.
‘A’ may revoke his proposal at any time before or at the moment when the letter communicating it
reaches ‘A’ but not afterwards. Acceptance letters should invariably be sent through registered
Acknowledgement Due Post and the proof of the time and date of dispatch secured and kept on record.
After dispatch of the Acceptance letter a contract situation is considered to have been established. Any
letter or intimation of revocation of the tender by the tendered if received after the dispatch of the
acceptance letter is ineffective, even in cases where the letter revoking the tender is dated prior to the
date of the Acceptance letter.
Revocation of a tender is effective only if the letter of revocation is received before dispatch of the
Acceptance letter.
14. Though the contractor has the legal right of revoking the offer as stated above, officers should
discourage contractors from revising or revoking their offers after the submission of tender. Even stray
cases may be seriously reviewed and action to remove such contractors from the approved list
considered.
15. Unless any specific period for which the tender is to remain open is prescribed in the tender, the tender
must be accepted within a reasonable time from the date of submission. In this connection it should be
noted that the date of acceptance may not extend beyond the date when the work was to have
commenced as declared in the notice of tender. (Sec 6 of the Contract Act).
Types of Contracts
16. Building Contracts can broadly be divided into two types as follow:-
(a) Lump Sum Contracts.
(b) Measurement Contracts.
Lump Sum Contracts.
17. In the lump sum type of contracts, as the name indicates, the contractor undertakes to carry out the work
to completion for a fixed sum. The complete, fully detailed and exact scope of work required to be done
under the lump sum contract is laid down by way of drawings and specifications incorporated into the
tender documents, which when accepted become the contract. Recording of detailed measurements at
site is not necessary. In lump sum contracts, interim payments (termed as Running Account Receipts –
11
RARs) are made to contractors on the basis of assessment of the progress of work actually done, and this
does not involve recording of detailed measurements. The day to day supervision by MES, however,
ensures that the work being done is in accordance with the dimensions etc, laid down in the drawings
and specifications.
Measurement Contracts
18. In measurement contracts, quantities involved in the scope of work are stated approximately in Schedule
‘A’ of the contract. The exact amount payable to contractor for RARs and final bills is decided only
after measurement of work done at site priced at rates quoted for each item of work.
General
19. In works to be let out through a lump sum contract it often happens that the exact final quantities for a
comparatively small portion of the work cannot be worked out accurately in advance, e.g. electrification,
water supply, sewage lines etc required in a building. For such portions of the work the item wise
description with approximate quantities are kept separate as measurable, against which the contractor
quotes rates that he will charge. These measurable portions of work are made part of the lump sum
contract. By this procedure, concluding contracts of small amounts for the measurable portion of work
is avoided.
Types of Lump Sum Contracts
20. (a) Based on Bills of Quantities (BQ).
In this type of contract the tenderer is supplied with a complete set of drawings, specifications
and quantities of each item of work like excavation, brickwork, concrete etc. The correctness of
the quantities of work given in the bills of quantities (BQ) is guaranteed by the MES. The
tenderer quotes his rates for each item of work and arrives at the lump sum that he will charge
for the entire work. Interim payments are made by assessment not involving measurements at
site. Variations, if any, from the original scope of work are measured in detail and the contract
price adjusted on the basis of rates quoted in the BQ. This is considered as the ideal type of
building contract as it combines the best features of lump sum and measurement contracts.
Preparation of tender documents requires considerable effort and expertise. At present, the target
of concluding at least one contract of this type per year by a Zonal/Project CE is not being met
due to paucity of staff in the Surveyor Cadre. This type of contract is suitable for large
prestigious buildings and for works involving construction of many units of a particular type of
design e.g. married accommodation. In this regard Surveyor of Works Dte, E-in-C’s Branch
letter No 36073/MES BAI/20th AM/E8 dt 11 Apr 9 be referred. In this letter even the MES BAI
has come forward to render help to MES in preparing BQ tenders.
(b) Based on pre pricing by MES
In tenders for this type of contract, the cost of each building, structure etc, at par with the MES
Standard Schedule of Rates, (SSR), is estimated in advance by the MES and inserted in the
Schedule ‘A’ (List of works and prices), Quantities of items of work like excavation, brickwork
etc, involved in each building/structure are not supplied to the tenderer, and the accuracy of the
pre pricing done by MES is also not guaranteed. A complete set of drawings and specifications
is supplied to the tenderer.
The tenderer is required to work out the detailed quantities for each building/structure listed in
Schedule ‘A’ apply his own rates and quote the lump sum that he will charge for the work.. The
only purpose served by the pre pricing done by MES is to arrive at the percentage on/off the SSR
rates for working out the adjustment to contract price on account of variations. A majority of
lump sum contracts concluded in MES for any kind of buildings or structure are of this type.
(c) Based on drawings and specifications
In tenders for this type of contract the tenderer is neither supplied with detailed quantities nor
with cost of work pre priced by MES at par with SSR. The tenderer is required to work out the
quantities, apply his own rates and quote lump sum against each buildings/structure etc listed in
Schedule ‘A’. the tenderer is supplied with a complete set of drawings and specifications. A
special Condition is inserted in the tender documents laying down a percentage on/off the SSR
level of rates for the purpose of pricing variations, if any, from the original scope of work. This
percentage is pre-assessed by MES before issue of tenders.
This type of tendering is considered as inferior to tenders based on pre pricing by MES, as the
level of rates at which variations are priced depend on the assessment of market rates by MES
and not on that done by the tenderer. Use of this type of contract should, as far as possible be
restricted to technical buildings of non repetitive nature and when time is not available for
prepricing.
(d) Sale of buildings for demolition, removal and clearance of site.
12
When, for any reason, existing buildings are required to be demolished, lump sum contracts may
be concluded. The tenderer quotes lump sum price for demolition of buildings and removal of
debris etc, away from Government land. He also quotes a credit which he will afford for
salvaged materials. A special form is devised for this type of contracts.
(e) Piece-work for specific job
Small specific jobs like minor work, repairs to plant and machinery etc, not exceeding Rs
10,000/- and where the scope of work is exactly known may be executed through lump sum
contracts, duly stipulating the period of completion. The contractor quotes a lump sum for the
complete job. As the nature of work does not warrant elaborate conditions of contract etc a
simple and concise contract is devised for use in MES.
(f) Contracts for specialist consultancy services.
Due to excessive planning load in a particular MES formation or due to the complexity or
specialist nature of a job it may be found expedient to employ the services of a professional
consulting firm for working up a scheme, design calculations, preparation of drawings, bill of
quantities, drafting specifications etc.
A standard contract form has been devised for this purpose, use of which is restricted to Chief
Engineer’s formations.
MES supplies the consultant with data, information, parameters etc in the form of stipulations in
the contract. The schedule of fees payable can be so made out whereby the consultants become
entitled for payment of fees on satisfactory completion of the entire consultancy service.
Alternatively stipulation for item wise stage payments may also be made. As this standard form
is approved by the Min of Def the consultancy agreements are not required to be vetted by legal
authorities or by concerned CDA. (Ref E-in-C’s letter No 33416/52/E8 dt 05 Sep 77 as regards
consultancy agreements remain applicable).
NOTE: Use of the form for tender and lump sum contract for the supply of stores and materials (which
includes furniture items) IAFW-1815 is suspended.
Types of Measurement Contracts
21. (a) Item rate contracts
This type of contract is ideally employed where large approximately estimated quantities of work
involving a small number of items have to be carried out, eg; road work, external water supply,
sewage and electrical mains, periodical services etc. The Schedule ‘A’ contains items with
approximate quantities. The description of items cover specifications in brief for each item. The
tenderer quotes his rates for each item of work, to be measured in detail before payment.
Detailed specifications and drawings are also supplied to the tenderers. Though the quantities
given in the Schedule ‘A’ are stated to be approximate, care is taken to ensure that they represent
final requirements within 10% accuracy. This is to avoid the possibility of the lowest tender
accepted on the basis of approximate quantities turning out not to be the lowest on the basis of
quantities actually executed at site.
(b) Term contract for artificers work (TC)
This is a contract for a fixed term (or period usually 12 months). The area within which work
can be ordered (e.g. boundaries of a military cantonment or part of it, clearly marked on a map)
is laid down. The contractor undertakes to carry out any number of works which may be ordered
on him during the fixed term within the specified area. The contract imposes certain restrictions
on the value of each individual work that can be ordered, and also on the kind of work that can
be ordered. The tenderer quotes a percentage on/off the SSR. Works are ordered as and when
necessity arises. Work is measured against items listed in SSR, priced at rates given in SSR, and
adjusted by the percentage quoted by the contractor. Term contracts are employed for carrying
out minor works, repairs and maintenance of existing buildings. Structures etc, and are of great
importance and convenience to a GE’s division where considerable maintenance work is
involved.
(c) Percentage rate contract
In this type of contract the tenderer quotes a percentage on/off the SSR for a specific work or
group of works. Amounts payable under RARs and final bills are decided on the basis of
measurement of work done priced at rates given in SSR, adjusted by the quoted percentage.
Tender documents contain information on the nature and broad scope of work, estimated cost,
period of completion, specifications and a set of drawings, but neither the quantities, nor
description of the items of works in the form of Schedule ‘A’ are supplied. Use of this type of
contract should be restricted as far as possible to following cases:-
13
(i) When there is difficulty in estimating quantities and identifying the exact items of work
until the work has commenced, e.g. extensive roof and floor repairs, renovation to
dilapidated structures etc.
(ii) For maintenance services falling beyond the limits of term contracts for a single work.
(iii) As an alternative to lump sum contract for original works when time constraints do not
permit complete planning, designing and production of working drawings required for
concluding lump sum contracts.
(iv) In urgent special cases when contractors capable of tendering on lump sum basis are
neither available locally nor can be inducted from outside. Use of this type of contract by
GE or CWE requires prior approval of the Next Higher Engineer Authority.
(d) Rate contract for Supply of stores and materials.
This type of contract is employed for procurement of any specific kind or kinds of materials,
items of furniture, stores for maintenance to be used by departmentally employed labour (DEL),
petty stores for office use etc. The tenderer quotes his rates for supply of each item listed in the
Schedule ‘A’ during a fixed period of time of usually six months or one year. Orders for supply
can be placed as and when the requirement arises, in bulk or piece meal. Items or stores
delivered are measured and payment made at rates quoted. Bill is prepared separately for each
supply order completed. At the time of inviting tenders, the items of stores, furniture etc may be
divided into groups and separate contracts concluded for each group with the lowest tenderer for
the particular group or groups. If the tender has not been divided in parts, it must be made clear
in the tender itself that entire work shall be treated as whole and will not be considered item wise
interalia therefore such tender can not be accepted in parts. (Auth: E-in-C’s Branch letter No
38844/IAFW-1815R/E8 dt 18 Dec 91). The General Conditions of Contracts (IAFW-1815-Z) lay
down separate percentages for permissible variation in quantities ordered as against those shown
in the Schedule ‘A’ in contract for ‘Supply of Building materials” “Supply or Furniture” and
“Supply of Bazar Materials”. In practice, therefore, separate tenders are called for “Supply of
Building Materials” Supply of Furniture’ and ‘Supply of Bazar Materials’. The term ‘Bazar
materials’ signifies items/articles like brooms, brushes, glass tumblers, earthen pots, durries,
door, mats etc.
(e) Contract for handling and conveyance of stores
This type of contract is used for loading, unloading, removal, conveyance (transporting),
stacking and preservation of stores of any description. This form is for use by Engineer Parks,
Engineer Stores Depots, and also by GEs. The tenderer is required to quote a percentage on/off a
priced schedule of rates attached to the tender. This is a running contracts usually concluded for
six months period. Work orders duly stipulating the period of completion are placed as and when
need arises. This contractor is required to keep vehicles and labour gang available for deploying
at a short notice, in this contract when employed for use for unloading of stores received by
railway wagons, demurrage/wharf age charges levied by railway authorities are recovered from
the contractor if the delay has occurred due to his fault.
(f) Piece-work contract
This type of contract caters for small items of work of recurrent nature e.g. re-canning of
furniture, emptying of septic tanks, restringing of charpoys and the like. Contracts usually made
are for a single item of work, which can be ordered in bulk or piecemeal as and when necessity
arises during a stipulated period of time. Total value of work ordered is not to exceed Rs 5000/-
during the entire period of contract. A short and concise contract form incorporating conditions
of contract has been devised considering the simple nature of work involved.
(g) Agreement for appointment of auctioneers for disposal of surplus buildings
Conducting auctions requires some expertise. In order to ensure that competitive bids are
received for disposal of surplus buildings, agreement is made between government and
auctioneers stipulating commission payable, for any auctions that may be ordered to be
conducted during a fixed period of time. As the number of buildings to be auctioned, and the
number of auctions to be conducted is not known at the time of entering into the agreement the
commission depends on the extent of services rendered.
22. the various kinds of lump sum and measurement contracts concluded in MES with the appropriate
standard contract forms and applicable set of General Conditions of Contracts to be used, and the IAFW
((Indian Army form of Works) number allotted to them are listed at Appendix ‘B’ to this précis.
Pre-Contract Action and Planning Conference (Refer Appendix ‘C’)
23. The first stage in the pre contract action is obviously to decide the scope of the proposed contract.
Immediately on receipt of the Administrative Approval for a job the Competent Engineer Authority
(CEA) convenes a joint conference where the following will be represented:-
14
(a) Those responsible for design and preparation of drawings (E2 and E6 sections).
(b) Those responsible for preparing basic lists of stores to be issued to contractor by MES (E2
Section) and for indenting the same (E3 Section).
(c) Those responsible for preparing draft Technical Sanction (E2 Section).
(d) Those responsible for E/M and Water supply services (E4 section).
(e) Those responsible for preparation of Tender documents (E8 Section).
(f) Those responsible for the execution of the work. (Concerned GE B/R and /or GE/AGE E/M).
The main points to be decided in such a conference are:-
(i) The break up of the Admin Approval into various phases and contracts (e.g. separate contracts
for furniture and/or E/M services etc); and the officers responsible for according technical
sanction and taking contract action for the same and delegation of powers to lower formations
when feasible and is unavoidable.
(ii) Allocation of responsibility and the time required by each individual
officer to perform his duties in respect of items (a) to (f) above.
(iii) Broad principles about the design to be adopted.
(iv) What stores are to be issued to the contractor.
(v) The time to be allowed for completion for each contract and/or
phase.
(vi) Provisional and Lump Sum items, Provisional Sums and Prime
Cost Sums to be included in the tender.
24. To facilitate taking contract action, all available details regarding the work (as shown in Appendix ‘C’)
are to be forwarded to the E-8 Section by the Works Officers. Additional ground data/site factors shall
also be supplied by the SO 1 Plg/DCWE for each job to enable correct drafting of contract clauses and
specifications (Refer Appendix ‘D’).
25. It is only after the above (and, such other) points are decided that the EE(QS & C) personnel
responsible for contract action can be expected to produce a tender complete in all respects. The time
spent on such a conference generally results in saving of a lot of time and money as other wise
numerous points are likely to crop up after the acceptance of tender, giving rise to claims by contractors
in many cases.
15
Appendix ‘A’
(Precis No 1722)
(Refer paras 10 to 15)
Communication of Proposal, Acceptance and Revocations
Communication of
Proposal Acceptance Revocation
Complete when it comes Against the proposer Against the acceptor
to the knowledge of complete when it is complete when it
the person to whom put in a course of comes to the
it is made transmission to the knowledge of the
proposer so as to be proposer
out of power of the
acceptor
Against the person who make it Against the person to whom it is made
Complete Complete
when it is put into course of when it comes to his knowledge
Transmission to the person to
Whom it is made so as to be
out of his power
when revocation of proposal and acceptance can be made
Revocation of
Proposal Acceptance
Can be made at any time before Can be made at any time before
The communication of its acceptance the communication of its
Is complete as against the proposer, acceptance is complete as
But not afterwards against the acceptor, but not
afterwards
16
Appendix ‘B’
(Precis No 1722)
(Refer para 22)
TYPES OF CONTRACTS IN COMMON USE IN MES
Sl Type of Brief Description Tender General Remarks
No Contract form Conditi-
IAFW No ons of
Contract
IAFW No
a b c d e f
1. Lumpsum
Contracts
(a) Based The contractor prices the 2159 2249 Recommended for all CE’s
on bills of detailed quantities contracts, where surveyor
quantities furnished by MES and expertise is available. MES
the total is accepted as a provide the contractor with bills of
lump sum quantities. The contractor quotes
his lumpsum by pricing the bills of
quantities.
(b) Based The contractor works out 2159 2249 Unit cost of various items of work
on Schedule and quotes his own are given in tenders as worked out
‘A’ lumpsum, and also by MES at SSR.
prepriced by quotes a percentage
MES at par on/off the MES Schedule
with the (by comparing his
MES lumpsum with the
Schedule of prepricing inserted by
rates MES). Same percentage
is applicable for the
purpose of pricing
deviations
(c) Based The contractor works out 2159 2249 The contractor submits a lumpsum
on drawings his own estimates and quotation for the work shown in
and quotes lumpsum against the drawings and specifications
specificatio each item and the grant attached to the tender documents.
ns total is accepted as a
lumpsum.
(d) Sale of The contractor quotes 2352 2352 Used when reasonable bids are not
bldgs for lump sum price for secured by auction or reauction for
demolitions, demolition work and sale of surplus buildings.
removal and credit for salvaged
clearance of materials.
site.
(e) Piece The contractor gives his 1780-A 1780-A Used when scope of work,
work for quotation for the whole (Revised (Revised quantity and period for completion
specific job work 1962) 1962) are known and the estimated value
does not exceed Rs 10,000/-
Useful for minor works, periodical
services and for repairs to plant
and machinery.
(f) For The consultant quotes for Use restricted to CE’s formations
specialist supplying the design, with prior approval of E-in-C
consultancy drawings, specifications
services etc.
2. Measureme
nt Contracts
(a) Item The contractor quotes his 1779-A 2249 Suitable where large quantities of
rate contract own rates for each item work involving a small number of
of work to be measured items have to be carried out but the
on completion. Schedule exact quantities of work required
‘A’ contains items with are not known. The quantities of
approximate quantities items inserted should be within
and specifications for 10% of the anticipated
each item requirement.
17
(b) Term A running contract 1821 2249 Used for normal or ordinary
contract for usually for 12 months repairs and minor works.
artificer’s duration where the
work contractor quotes a
percentage on or off the
MES Schedule of Rates.
(c) The contractor quotes a 1779 2249 Used under certain circumstances
Percentage percentage on or off the as an alternative to lumpsum form
rate contract MES schedule for a of contract for original works and
certain work of group of maintenance services beyond the
works to be measured on limits of the Term Contract: (i)
completion and priced. When there is difficulty in
(Auth: RMES 1968, Para estimating the quantities correctly
4141) until the work has commenced. (ii)
When it is considered imperative
to commence work without delay
which the preparation of a
lumpsum contract involves. (iii)
In other special cases when
contractors lumpsum basis are not
available.
(iv) use of this type of contract by
GE or CWE requires prior
approval of Next Higher Engineer
Authority.
(d) Rate The contractor quotes his 1815 (R) 1815 (Z) The items of supply may be
contract for rates for each item of (Revised divided into groups and a separate
supply of stores or furniture. 1953) contract concluded for each group.
materials or May be concluded for divisions,
furniture, sub divisions or stations
stores for separately, or collectively, and
DEL, petty may be of six months or one year
stores for duration.
office use
etc.
(e) Tender The contractor quotes a 2320 2320 For use by Engineer Parks and
and contract percentage on or off the (revised (Revised ESDs and also by GEs. This form
for handling rates given in the 1964) 1964) will be used for loading,
and /or schedule attached to the unloaging, removal stacking,
conveyance tender documents. This preservation, conveyance etc of
of stores of is a running contract stores of any description.
any usually for a duration of
description. six months.
(f) Piece Fix duration Contractor 1780 1780 To be used when the exact
Works quotes his rates for each (Revised (Revised quantities of work are not known.
item. 1958) 1958) Total value of work not to exceed
Rs 5,000/-
(g) An agreement made 2353 2353 When surplus buildings are to be
Agreement between Government and disposed off and the exact
for auctioneers who shall requirements are not known this
appointment conduct the auction and type of contract is entered into. As
of Govt shall pay the and when required the auctioneer
auctioneers auctioneer’s commission. is ordered to conduct an auction.
for disposal
of surplus
buildings.
18
Appendix ‘C’
(Precis No 1722)
(Refer para 14)
PARTICULARS TO BE FURNISHED BY PLANNING SECTION TO THE
SURVEYORS’S SECTION FOR PREPARATION OF TENDER DOCUMENTS
OFFICE NOTE E2 PLG
Subject: PREPARATION OF TENDER DOCUMENTS
FOR…………………………………………………………………………………………………………………
………………………………………………………………….
Will you please arrange to prepare tender documents and invite tenders for the above work. The
following particulars required in this connection are given:-
1. Copy of Adm Approval.
2. Accommodation statement as per Adm Appl. Covered by this contract.
3. The amount of Adm Appl relating to the work under this contract.
4. Site plane showing layout of all building to be included in the contract (as approved by the siting
board).
5. Copy of draft TS.
6. Detailed plans, sections and elevations etc, for all buildings and other items to be included in the
contract (List attached as per Appendix ‘A’).
7. Plans and schedule for internal electrification.
8. Ditto for internal water supply and sanitary fittings.
9. Brief outline specifications (attached as per Appendix B’).
10. Data with regard to local site factors is given in Appx ‘C’.
11. (a) Draft Schedule ‘A’ List of works with reference to
corresponding items in Adm appl.
(b) Approximate quantities for provisional items (roads,
paths, fencing, external drains and so on.)
12. List of stores to be issued by government (Schedule ‘B’) and place(s) of issue.
13. Particulars of Govt transport, if any to be issued to the contractor (Schedule ‘D’) and place(s) of issue.
14. Particulars of Govt T & P to be issued to the contractors (Schedule ‘C’) and place(s) of issue.
15. Provisional Lump Sump and PC sums that should be included in the General Summary (for uncertain
foundation specialist jobs etc.,) are as follows:-
(a) For work in foundations
(b) Water supply and sanitary fittings not covered by Sl No 8 above as a PC sum
(c) PC sum for specialist items
(d) Provisional Lump Sum for
16. Time allowed for construction (Indicate phasing where so intended.) In case of Special Repairs
indicate phasing according to which buildings will be handed over.
17. Water will be supplied by MES on payment. The water point(s) is/are shown in the site plan. The
supply will be metered/unmetered. The quantity available is restricted to…………litres per day.
OR
Contractor shall make his own arrangement for water for Works and for his workmen.
OR
MES will not be able to supply water but contractor will be Allowed to utilise the existing wells in the
vicinity and in the contract area.
NOTE: Delete the alternatives not applicable
18. Electric energy will be supplied at : Rs…. Per
OR
Electric items will not be supplied.
19. Availability of land for storage of materials (including temporary sheds).
20. Availability of land for accommodation of labour, canteen fabricating workshop and the like. Also state
whether land will be allotted free or whether rent will be charged and, if so, the Scale of rent.
21. Availability of quarries for extracting stones,moorum, sand and the like on Defence land. (If quarries are
situated on Defence land and are available, also state whether any royalty will be charged, and if so the
scale of royalty).
19
22. The following special features applicable to this contract are brought to your notice:-
(Under this heading include the following and similar other features)
(a) Whether site leveling is intended.
(b) Whether removal of shrubs or trees is to be included.
(c) Whether surface excavation is intended and, if so, state average thickness.
(d) If black cotton soil exists, whether its top layer is to be removed and, if so state thickness and
also lead for disposal of soil.
(e) If nature of such strata is uncertain, whether work In foundation is to be catered for as
‘provisional lump sum ‘ or ‘provisional quantities’.
(f) Approaches to site: State whether approaches exist or contractor is to provide his own
approaches.
(g) Working horses: State whether normal working hours may be expected or work lies in restricted
area, if in restricted are what would be the working hours?
(h) If work is in restricted area whether contractor has to arrange passes and his labour is liable to be
searched at the entrance and exit.
(i) Demolition of buildings, if any, involved with plan and section of buildings to be demolished.
No……………./………..E2 Plg.
Chief Engineer…………../CWE……………… SO I Plg/DCWE
To,
SE(QS & C)/EE(QS & C)
20
Appendix ‘D
(Precis No 1722)
(Refer para 24)
GUIDE LINES FOR INFORMATION TO BE COLLECTED BEFORE GOING OUT TO TENDER
WITH REGARD TO GROUND DATA SITE FACTORS AND AVAILABLITY OF MATERIALS
WHICH ENABLE DRAFTING OF TECHNICAL SANCTION, SPECIAL CONDITIONS AND
PARTICULAR SPECIFICATIONS
(A) Information to be obtained at the beginning of each project or job.
1. Nature of Site
(a) Whether approximately level or sloping or with many undulations.
(b) If black cotton soil or shrubs exist, whether top soil is to be removed off site? If so, state
approximate depth for surface digging and distance for removal of spoils.
(c) If such surface digging is anticipated for only part of the site what provisional lump sum should
be allowed in the tender to enable to order this on the contractor, where necessary.
(d) Nature of soil likely to be encountered in excavation (Soil or rock ordinary/hard).
(e) If rock, is blasting permitted?
(f) Level of sub soil water.
(g) Lead involved for depositing surplus spoil from excavation.
(h) Lead involved for obtaining approved earth for filling from borrow pits.
(i) Lead involved for clayer earth or puddle clay (Mud phuska).
(j) Approach road, Do approach roads exist? If not, state approximate distance from existing road to
site of work for which contractor will have to make his own approach road/ diversions.
2. Availability of Local Materials
(a) Approximate distance of source for aggregate suitable for cement concrete work. State whether
gravel shingle/ gravel or crushed or hard broken stone available.
(b) Approximate distance of quarries for stone suitable for walling (if stone for facing is to be of a
different species and from a different quarry state accordingly).
(c) Approximate distance of quarries for stone bottoming and metal suitable for WBM (road work).
NOTE: If source of stone metal used for WBM and chipping used for wearing coat (surface
dressing and premix concrete) is different, state so clearly.
(d) Whether quarries are approachable throughout the year.
(e) Are any of the quarries for stone, gravel or moorum situated on Govt land? If so, state whether
contractor is exempted from royalty charges.
(f) Local practice with regard to binding materials used for final consolidation of WBM, hardcore
and the like (e.g. red bajri, laterite, moorum, kankar nodules, lime stone, quarry dust etc.). State
approximate distance of the sources from site of work and who controls quarries for these
materials.
(g) Whether priorities for supply of railway wagons will be arranged by the department for haulage
of stone aggregate and sand etc.
(h) Where stone is not available, what materials are used by local bodies like state PWD and
Municipal Corporation and the like for road soling and WBM.
(i) Site and approximate lead for surplus earth required for filling under roads, runways, traverses
and the like.
(j) Availability of small boulders from excavation, in trenches and around buildings and their reuse
for hard core on road after breaking it to required gauge.
(k) Availability of moorum out of excavation in trenches and around buildings and recommendation
for its reuse depending upon quality.
3. Availability of Lime
(a) State approximate distance of nearest source of supply.
(b) Quality of lime whether fat or mildly hydraulic.
(c) If lime is available locally (within 40/50 km redius) local practive with regard to mortar for
masonry ie whether lime mortar 1:3 or lime surkhi mortar 1:1:2 or 1:1:1.
4. Availability of Sand
(a) State quality, local name and source of sand suitable for cement concrete work.
21
(b) State quality, local name and source of sand suitable for masonry mortar.
(c) State quality, local name and source of sand suitable for plaster work.
NOTE: In each case state whether grading approximates to Zone I, II, III or IV of table of IS 383/63
revision 1970. also state whether:-
(i) Sand would be required to be washed at the site of work before use in the work.
(ii) Mixing of local sand and sand brought from outside to obtain the required grading will be
permitted.
5. Availability of Bricks
(a) State size of local kiln burnt bricks and crushing strength.
(b) Normal brick burning season and availability of bricks in monsoon.
(c) Average approximate distance of kilns from site of work.
(d) If kilns situated away, would contractor be allowed to burn bricks on Govt land near site of
work.
6. Availability of Species of Timber
(a) Suitable for door and window frames.
(b) Suitable for joinery.
(c) Suitable for roof timbers.
(d) Suitable for shelves, caves and barge boards and the like.
(B) Additional information to be supplied to contract section for each tender
7. (a) Copy of Adm Approval.
(b) Accommodation statement covered by Adm Approval.
8. List of Works.
(a) Block arrangement of buildings indicating references to items of adm approval.
(b) Length and width of roads/paths.
(c) Information with regard to surface drainage.
(d) Length and size of fencing.
(e) Length and sizes of drainage lines and connected items.
(f) Disposal works.
9. PC Items. For special items (if any).
10. Provisional Quantities
(a) Water supply and plumbing.
(b) Internal electrification.
(c) Other items not covered in (a) and (b) above.
11. Site Plan (as approved by siting board) indicating interalia:-
(a) Layout of all building/ works to be included in the contract.
(b) Road, paths, fencing.
(c) Location of electric poles and electric points.
(d) Location of water points.
12. Drawings. Detailed plans, section and elevations and other details for all buildings and other items to
be included in the tender.
13. Specification
Outline specifications to be followed giving references to the standard specifications drawing out by
each Zonal CE.
NOTE: Quality of builders hardware and quality of sanitary fittings to be made clear).
14. Govt Stores to be Issued to Contractors under Schedule ‘B’
(a) List of items.
(b) Place of issue.
(c) Where existing surplus stock in intended to be consumed (e.g. coal dust/ rubble coal or
uncontrolled items) give particulars about:-
(i) Quantity available.
(ii) Condition of store.
(iii) Rate of conversion from weight to volume and vice versa in case of coal dust etc.
(iv) Disposal of empty cement bags and containers.
15. Tools and Plants to be issued under Schedule ‘C’
22
(a) Particulars of items (full description of plant and its crew to be clarified).
(b) Place of issue.
(c) Conditions, if any, on its use.
NOTE: If items like aircraft forms or steel channels are intended to be issued on loan the rate and
conditions of hire should be clearly stipulated.
16. Availability of Water for Works and Workmen
(a) Source and whether supply available in adequate quantity.
(b) If wells exist at site, whether contractors would be permitted to use well water free of charge.
(c) Availability of water for drinking purposes for workmen.
(d) If issued to contractor whether it will be metered supply and, if so confirm whether meters will
be provided by department.
(e) Number of water points proposed for issue of water (indicate these on site plan).
(f) Whether the contractor would be permitted to dig temporary well or install his own hand pumps
etc for drawing out water and remove them on completion of work.
17. Availability of Electric Energy for Issue to Contractors
State source type of current viz. AC/DC, rate to be charged and maximum KW available for issue for:-
(a) Power purposes.
(b) Lighting purposes.
18. Availability of Land
(a) Whether proposed construction is located at one site or at different sites (attach site plan
demarcating sites).
NOTE: If land or portion of land at one of the sites is not available indicate this clearly and state
probable date by which this portion would be available.
(b) Confirm that the site plan has been approved by local authorities/users.
(c) Demolition of buildings, if any, already existing at site of work and disposal of materials
obtained from demolition.
19. Availability of Buildings.
In case of additions and alterations (Special Repairs) give phased programme of handing over buildings
as accepted by users.
20. Admission to Site
In admission to site for Contractor’s work people restricted? If so a clause to be included about working
hours, passes for labour, searching of labour at entry/ exist etc.
21. Hindrances at Site
(a) Presence of trees at site. If so, it is proposed to get them removed under departmental
arrangements or through building Contractor?.
(b) Presence of large number of tree trunks. If any to be removed by contractor and making good of
pits by moorum filling or hard core.
(c) Presence of old under ground water mains, electric cables and the like. If so, whether they would
be removed under departmental arrangement or to be removed by contractor. If former, probable
date by which site would be cleared of these.
(d) Presence of any electric or telephone poles. If so, whether they would be removed under
departmental arrangements or by the authorities concerned and the probable date by which these
would be cleared from site.
22. Miscellaneous
(a) Open space for Contractor’s workshop and labour.
(b) Vacant building for use of Specialist Contractors for their stores, materials, labour and
supervisors.
(c) Protection of existing buildings, roads, paths installations etc.
23
Appendix ‘AA’
(Precis No 1722)
(Refer paras 10 to 15)
GRAPHICAL REPRESENTATION OF OFFER. ACCEPTANCE AND REVOCATION
Accepting Officer
Invites offer Contractor Revokes offer
C t t ff Contractor is bound by
Revocation
Offer in Transmission Revocation of offer in
Transmission
Accepting Officer Time Available for Accepting Officer Receives
Receives offer Revocation of offer Revocation of Offer
Offer is Complete Accepting officer is Bound by
Revocation
Time taken for
acceptance Moment of Posting of
Acceptance Letter
Acceptance Letter is Posted
by the Accepting Officer
Time Available
Contractor is Bound by Revocation of Acceptance
for Revocation of
Acceptance Posted by Accepting Officer
Acceptance
Accepting officer is Bound by
Revocation
Acceptance
Letter is in Revocation of
Transmission Acceptance in
Transmission
Revocation of Acceptance
Received by Contractor
Contractor is Bound by
Revocation
Acceptance Letter Received Movement of Receipt
by the Contractor of Acceptance Letter.
Accepting Officer is Bound
by Acceptance
24
Precis No 1723
Management Department
REGISTRATION AND RECORD OF CONTRACTORS, STANDING SECURITY
DEPOSIT AND BOND, EARNEST MONEY, SECURITY DEPOSIT ETC.
Introduction
1. To carry out works and repair services through the agency of contracts, it is essential to have a panel of
trustworthy contractors on whom we can rely and entrust defence works to them.
2. The contractors are, therefore, registered/enlisted by the MES for various categories of works, for
different tendering limits depending upon their financial position (i.e., capacity for work).
Categories of Works for Registration of Contractors
3. Category of a contractor denotes the type of work for which he is enlisted. Contractors will be enlisted
for one or more of the following categories of works for which they are considered suitable:-
(a) Building and Road Works.
(b) Handling of Engineer Stores and Transport.
(c) Low Tension Electric Works.
(d) Provision of Building Materials and Stores.
(e) Manufacture of Furniture.
(f) Provision of Labour.
(g) Civil Engineering- Specialists in Reinforced Concrete; Structural Steel Works, Site Clearance
using Earth Moving Machinery, Public Health Works (Water Supply and Sewage Disposal);
Tubewell Boring; Waterproofing; Anti termite Treatment; Glazing in patent glazing bars;
Provision of Piles.
(h) Electrical Engineering, Power Stations, High Tension Distribution.
(i) Air Conditioning and Refrigeration.
(j) Lifts.
(k) Electrically Operated Cranes.
(l) Highways & pavements.
(m) Marine & Harbour Works.
Application for Enlistment
4. A contractor intending to be enlisted in MES approved list of contractors is required to submit an
application on the form IAFW-2190 “Application for Enrolment as Contractor”.
(a) For Class ‘S’ the application is to be submitted to the Command CE. For ‘SS’ Class the
application should be addressed to E-in-C, but routed through the CE of the Command in which
the contractor is active. The CE Command will forward the application to the E-in-C with
specific recommendations, duly endorsing his letter to other Command CEs to enable them give
their comments.
(b) For Class ‘A’ to ‘D’ the application is to be submitted to the Zonal /Project CE.
(c) For Class ‘E’ to ‘F’ the application is to be submitted to the concerned CWE.
Class of Contractors
5. The class of a contractor denotes his upper monetary tendering limit. Different classes of contractors,
their tendering limits, amount of standing security deposit required, limits of minimum reserves and the
authorities who can enlist them are as under:-
Class Upper Amount of Limit of minimum reserves/ total of Authority
Tendering Standing Security movable and / or immovable competent to
Limit Deposit property or fixed assets (in case of enlist
companies)
SS (Super No Limit 5,00,000 50.00 E-in-C
Special
S (Special 7.5 Crores 3,00,000 35.00 CE Command
A 1.5 Crore 1,50,000 20.00 CE Zone/Project
-do-
B 80 Lakhs 1,20,000 15.00 -do-
C 40 Lakhs 60,000 10.00 -do-
D 20 Lakhs 30,000 5.00 CWE
E 10 Lakhs 20,000 3.00 CWE
F 5 Lakhs 10,000 1.50
(Refer E-in-C’s Letter No 66546/E8 dated 15 Feb 85 and even No dated 16 Feb 88), even No dt 13 Nov,
90 and even No dated 19 Sep91.
Enlistment of contractors shall be for a period of 5 years and shall need renewal on expiry of this period.
(Authry: E-in-C’s Branch letter No 66546/E8 dt 16 Feb 93 and corrigendum issued by GOI, MOD under
25
letter No PC 7/90 to MF 66546/E8/724/DCW-II dt 15 Feb 93 and last letter issued under 66546/E8
dated 02 Aug 95).
Consideration for Enlistment
6. Following points should be considered/ verified at the time of initial enlistment of a contractor:-
(a) See whether the professional categories of works for which the contractor wants to get himself
enlisted are clearly indicated in the application form IAFW-2190 and those inapplicable are
deleted.
(b) See whether the particulars of contractor viz name(s) of proprietor/ all directors along with their
photographs, are furnished in the application form IAFW-2190.
(c) Particulars of property – A contractor’s financial position should be such that he can undertake
work(s) upto his tendering limit without embarrassment. For this purpose the contractor desiring
enlistment must posses movable/ immovable property/ fixed assets totaling upto the value of
minimum reserve appropriate to the class of enlistment as mentioned in the table in para 4 above.
For proof of immovable property the contractor may submit along with his application for
enlistment an affidavit giving details and valuation of properties owned by him. Alternatively
the contractor may furnish certificate issued by wealth tax officer or Deputy Commissioner/
Collector or First Class Magistrate duly giving assessment of the immovable property. In
addition to above the contractor should submit a solvency certificate from his bankers indicating
the annual turn over, satisfactory maintenance of accounts, limit up to which the contractor is
considered capable of undertaking works etc.
The value of T & P owned by contractor can be taken into consideration for making up the value
of minimum reserves.
No cognizance should be taken of cash balance in the bank account of the applicant that may be
mentioned in the banker’s certificate, as bank balances are likely to fluctuate widely from day to
day. Only total of immovable/ movable property/ fixed assets should be taken into
consideration.
(d) Particulars of experience and enlistment with other departments. See what type of experience the
contractor possesses taking into consideration the categories of works applied for by him. Write
a confidential letter to other Govt Department where the contractor is enlisted or has carried out
work to ascertain his financial position, workmanship, adherence to specifications and to the
stipulated completion time, relations with his labour and the department, promptness in
rectifying the defects pointed out to him etc.
For enlistment in Class ‘A’ the contractor should have satisfactorily completed at least three
works, each costing between Rs 1.2 lakhs during last three years and have minimum turnover of
Rs 1.5 lakhs annually.
For enlistment in Class ‘S’ the contractor should have satisfactorily completed at least three
works, each costing between Rs 1.2to 7.5 lakhs during last 3 years and have minimum turnover
of Rs
5.0`````````````````````````````````````````````````````````````````````````````````````````````````````````````````
`````````````````````````````````````````````````````````````````````````````````````````````````````````````````````
`````````````````````````````````````````````````````````````````````````````````````````````````````````````````````
`````````````````````````````````````````````````````````````````````````````````````````````````````````````````````
````````````` crores annually.
For enlistment in Class ‘SS’ the contractor should have satisfactorily completed at least 3 works,
each costing more than Rs 7.5 crores during last 5 years and have minimum turnover of Rs 7.5
crores annually.
(e) Particulars of Contractor’s Organisation:- See whether the contractor possessed proper
organization or not, e.g. if a contractor is interested in manufacture of furniture he must possess a
well equipped furniture workshop. In case the contractor himself is not himself technically
qualified, the minimum technical qualification and experience of staff with contractors seeking
enlistments in addition to the contractors or technical qualification and or experience shall be
and under:-
Class Qualification and Experience
SS 1(a) In case of sole proprietorship firm, the proprietor shall be Degree holder in Engineering,
or Final/Direct final pass of Sub division II of the Institution of Surveyors (India).
(c) In case of a Partnership firm, at least half the numbers of partners shall be Degree holders in
Engineering of Final/Direct final pass of Sub division II of the Institution of Surveyors (India).
© In case of company , at least half the numbers of directors shall be degree holder in
engineering or final / direct final pass of sub division II of Institute of surveyors (India ).
26
2. In addition to above, the contractor shall have the following staff on his regular
establishment:-
(a) Planning Staff
(i) At least one Degree holder in Engineering or Final/Direct final pass of
Sub division II of the Institution of Surveyors (India) with a minimum practical
experience of 10 years, and
(ii) At least five Degree holders in Engineering in
various disciplines e.g. Civil Engineering, Electrical Engineering, Final/Direct
final pass of Sub division II of the Institution of Surveyors (India) etc with a
minimum practical experience of 5 years.
(b) Supervisory Staff.
At least two Degree holders in Engineering or Final/Direct final pass of Sub division II of the
Institution of Surveyors (India) with a minimum 5 years practical experience of works for each
contract.
And
Adequate numbers of Diploma holders in Engineering with a minimum 8 years practical
experience of works.
S 1. Contractor should preferably be a degree holder in Engineering or
Final/Direct final pass of Sub division II of the Institution of Surveyors (India) himself.
OR
At lest one Degree holder in Engineering or Final/Direct final pass
of Sub division II of the Institution of Surveyors (India) with a minimum 5 years practical
experience of works.
2. In addition to above, the contractor shall have following Supervisory Staff on his establishment
for each contract:-
(a) For each contract costing over Rs 300 lakhs but not exceeding Rs 500 lakhs. At least two
Degree holder in Engineering or Final/Direct final pass of Sub division II of the Institution of
Surveyors (India) with a minimum 5 years practical experience of works.
Adequate numbers of Diploma holders in Engineering with a minimum 8 years practical
experience of works.
(b) For each project costing over Rs. 100 lakhs but not exceeding Rs 300 lakhs. At least one
Degree holder in Engineering or Final / Direct final pass of Sub division II of the Institution of
Surveyors (India) with a minimum 4 years practical experience of works.
OR
At least two diploma holders in Engineering with a minimum 6 years practical experience of
works.
‘A’ 1. Same as Sl No 1 above for ‘S’ class.
2. In addition to above, the contractor shall be following Supervisory Staff on his establishment for
each contract:-
At least one Degree holder in Engineering or Final/Direct final pass of Sub division II of
the Institution of Surveyors (India) with a minimum 3 years practical experience of works.
OR
At least one Diploma holder in Engineering with a minimum 5 years practical experience of
works.
‘B’ At least one Degree holder in Engineering or Final/ Direct final pass
‘C’ of the Institution of Surveyors (India) with a minimum 2 years practical experience of works.
OR
‘D’ At least one Diploma holder in Engineering with a minimum 4 years practical experience of
works.
‘E’ At least one Degree or Diploma holder in Engineering of Final/Direct final pass of Sub division
II of the Institution of Surveyors (India) with adequate practical experience of works.
‘F’ A competent person with adequate practical experience of works.
NOTE: ( The Degree/Diploma in Engineering shall be from a govt recognized institution).
Procedure
7. Check list issued under E-in-C’s Branch letter No 66546/E8 dated 28 Nov 86 (reproduced as Appendix
‘B’ to this Precis) should be followed while examining cases of enlistment. In respect of class E and F, CWE
27
approves enlistment of contractors in his own area, allots Index Number, issues enlistment letter, maintains
dossiers etc, and generally takes all action as necessary by an enlistment and registering authority.
Decision to approve enlistment of contractors in classes ‘A’ to ‘D’ is taken by Zonal/Project Chief
Engineer, after which all documents pertaining to enlistment are forwarded to the CE Command for scrutiny
and safe custody, allotment of Index number and issue of enlistment letter.
Decision for enlistment of contractors in ‘S’ class is taken after due scrutiny by the CE Command. No
reference to E-in-C’s Branch is required to be made by CE Command for enlistment of a contractor in ‘S’ class.
Maintenance of dossiers, and all other action, as necessary by an enlisting authority in respect of contractors in
class ‘S’ and class ‘A’ to ‘D’ is taken by CE Command.
STANDING SECURITY DEPOSIT/STANDING SECURITY BOND ETC
8. As soon as a contractor is enlisted, he is advised to execute a standing security bond and furnish the
standing security deposit (as given in para 5 above) depending upon the tendering limit upto which he is
enlisted duly explaining that by doing so he can submit tenders and be awarded works (any number)
within his financial limit without furnishing earnest money and without, depositing security deposit.
The value of bond is equal to the value of security deposit. This bond also covers contracts concluded
prior to the execution of the bond. The bond lays down certain conditions whereby the contractor
indemnifies the Govt against the violation of the contract conditions and provides for the recovery of
moneys in case of overpayment within the terms of the bond. The execution of a bond will not be a
condition of contract; it will be independent of any or all contracts.
9. The bond must be stamped and may be registered in accordance with the law of the state in which it is
executed. Registration of the bond is, however, not compulsory. Only one bond will be required of any
one contractor irrespective of the trade groups (i.e categories of work) for which he is registered.
10. Should the value of the bond be reduced by an enforceable claim depreciating its value, the contractor
will be required to make up the deficiency (or meet the claim without touching the bond) before he is
invited to tender for further works. The value of the bond will not limit the value of a claim by
Government under the conditions of contract.
11. The bond when executed together with the securities (duly pledged in favour of the President of India)
will be deposited with the Controller of Defence Accounts concerned for drawal of interest and
‘surcharge’ and payment thereof to the contractor. Securities in the form of Post Office 5 years cash
certificates and National Savings Certificates will, however, be forwarded by the Defence Accounts
Department to the nearest Treasury. Post Officer Savings Bank Pass book is returned to the contractor
for safe custody.
12. Registered contractors who execute the bond and lodge the Standing Security Deposit will not be
required to deposit Earnest Money and Security Deposit for individual works falling within the area in
which they are enlisted.
Unregistered Contractors
13. The accepting officers are also permitted to issue tender documents to contractors not borne on MES
approved list. Such contractors are required to deposit Earnest Money and Security Deposit. A
contractor who has not executed standing security bond but issued tenders (para 410 of RMES) is
required to deposit Earnest Money along with his tender and furnish security deposit on acceptance of
his tender. A separate letter should be addressed to such contractor highlighting the above point. If
tenders are received without earnest money such tenders shall be opened and recorded in the
comparative statement of tenders but with the remark that the tender is non-bonafide. The accepting
officer will then decide on merits of each case, as to whether or not the tenders should be reinvited.
Exceptions to the requirement of Earnest Money in certain cases.
14. (i) Specialist firms are reluctant to deposit earnest money alongwith their tenders because it takes
two to three months before such tenders are accepted. Though it is desirable to obtain earnest money
from the specialist firms, it may not be in government’s interest to consider their offer as non bonafide
when not accompanied with earnest money. Therefore, specialist firms must be informed in the
forwarding letter that they have been allowed to tender subject to the condition that they will lodge
individual security deposit in the prescribed form on receipt of notice in writing from the accepting
officer before acceptance of their tender.
(Auth: E-in-C’s letter No 33416/33/E8 dated 12 Jan 73)
(ii) In respect of “Piece Works” and “Specific Jobs” tenders for which are invited on IAFW-1780,
and IAFW-1780-A respectively contractors will not be required to deposit any Earnest Money. Security
Deposit will, however, be recovered from interim payments in installments.
(iii) Allotment of works costing upto RS. 20,000/- may be made to Registered Labour Co-operative
Societies without calling for tenders, on rational rates fixed by MES. In such cases Societies are
exempted from lodging Earnest Money. Security Deposit is to be recovered in equal installments
(maximum number of installments restricted to three) through RAR payments.
Provisional Enlistment
28
15. When the tender of an unenlisted contractor is to be accepted he should be provisionally enlisted before
acceptance of his tender.
Earnest Money for Individual Works.
16. Earnest Money is calculated on the estimated value of the work including anticipated market variation
over SSR as per scales given below (Reference E-in-C’s Branch letter No 66546/E8 dated 15 Feb 85 and
even to dt 12 Nov 90 and even No dt 19 Sep 91):-
Estimated cost of works Earnest Money
(a) upto Rs. 5 lakhs 2% of the estimated amount subject to a
minimum of Rs. 2000/-
(b) Over Rs 5 lakhs and upto 2% of the amount
Rs. 10 lakhs. .
(c) Over Rs. 10 lakhs and Rs 20,000/- plus 1.5% of the amount in
upt Rs 20 lakhs. excess of Rs 10 lakhs subject to a maximum of Rs 30,000/-
(d) Over Rs 20 lakhs and 1.5% of the amount
upto Rs. 40 lakhs .
(e) Over Rs 40 lakhs and 1.5% of the amount
upto 80 lakhs. .
(f) Over Rs 80 lakhs and Rs1,20,000/- plus1.25%of the amount in
upto Rs 150 lakhs excess of Rs 80 lakhs subject to a
maximum of Rs 1,50,000/-
(g) Over Rs 150 lakhs and Rs 1,50,000/- plus 1% of the amount
upto Rs 750 lakhs in excess of Rs 150 lakhs subject to a
maximum of Rs 3,50,000/-
(h) Over Rs 750 lakhs Rs 3,50,000/- plus 0.50% of the amount
in excess of Rs 750 lakhs subject to a maximum of Rs 5,50,000/-
17. Earnest money shall be submitted in any of the following forms along with submission of priced tender
documents:-
(a) Deposit at Call Receipt from a Scheduled Bank/State Bank of India and its subsidiaries duly
pledged in favour of the GE in whose area the work is to be carried out.
(b) Receipted Treasury Chalan, the estimated amount being credited to the Revenue Deposit of the
GE in whose area the work is to be carried out.
(c) In any of the forms prescribed for security deposit, pledged in the name of CDA/President of
India as the case may be. Since the procedure for depositing and encashing these forms
prescribed for security deposit is rather cumbersome it would be in the interest of the contractor
himself to ledge earnest money in the forms referred to in (a) or (b) above.
18. Earnest Money will be refunded to unsuccessful tenderers on acceptance of the tender in question.
Earnest money furnished with tender is also to be refunded/ released to a tenderer who revokes his
tender. In the case of an enlisted contractor who has furnished standing security bond no recovery from
the standing security can be made as punishment for revoking a tender. It should be noted that in
revoking a tender the tenderer is acting within the legal provisions of the Indian Contract Act.
(Removal/downgrading from approved list/ban on issue of tenders to firms revoking tenders can
however be considered). In case of a successful tenderer earnest money may be converted into part
individual security deposit if such a transaction is feasible or refunded on receipt of separate individual
security deposit.
Individual Security Deposits
19. Security deposit for individual works (i.e Individual Security Deposit) shall be calculated on the actual
tendered amount proposed to be accepted and shall be on the same scale as laid down for calculating
Earnest Money in para 16 but enhanced by 25% (i.e 1.25 times) subject to the provision that in no case
the individual security deposit shall exceed Rs 2,25,000/-
Notes: (a) Individual security deposit is to be paid within 30 days of
acceptance of the tender, failing which, it is to be recovered in full, from the first RAR payment.
(b) Contractors on the approved list of any other MES formations/ Commands may be
permitted to tender for works in any MES formation without furnishing earnest money but will
have to furnish full individual security deposit before acceptance of their tender.
Acceptable forms of Security Deposit
20. The forms of security which are allowed are as follows:-
(a) Government Securities (e.g.) National Defence Bonds.
(b) State and Municipal Debentures.
(c) Port Trust Bonds.
(d) Deposit Receipts of the State Bank of India and its subsidiaries or Deposit Receipts of a scribed
bank with the concurrence of the Reserve Bank of India for its acceptance.
29
(e) Guarantee Bonds executed by State Bank of India or recommended by the Reserve Bank and
countersigned by Ministry of Finance of India or recommended by the Reserve Bank of India for
acceptance.
(f) Post Office Cash Certificates.
(g) Post Office Savings Bank Pass Book.
(h) National Saving Certificates.
(i) National Defence Certificates.
Government Securities are to be accepted at 5% below market value or face value whichever is less. No
periodical review of market value need to be carried out. In respect of other securities (e.g. GP Notes)
periodical review of the market value will be carried out at the time of collection of interest and the
estimated amount of deficiency in value of the securities withheld if necessary. At the time of accepting
these securities the market value of the securities should be ascertained from the Reserve Bank of India.
NOTE: Instructions for operation of Bank Guarantee is given at Appx ‘A’. Guarantee Bond can be
accepted in respect of Individual Security Deposit as well as Additional Security Deposit.
21. The Security Deposit (except Postal Securities) shall be pledged in favour of the concerned CDA.
Postal Securities shall be pledged in favour of the President of India.
22. Security Deposit lodged by contractor will be refunded to him when no longer required after expiry of
defects liability period and obtaining a clear “No Demand Certificate” on the form “IAFW-451”.
Additional Security Deposit
23. In case of a contractor who has lodged the standing security deposit and executed the standing security
bond and where the tendered contract sum exceeds the financial limit of the contractor he shall have to
lodge additional security deposit. The amount of this additional security deposit will be the difference
between the estimated amount of individual security calculated for the tendered contract sum at the
scales given above and the standing security deposit lodged by the contractor. The additional security
will be deposited within 30 days of the receipt by the contractor of the notification of acceptance of his
tender. In case the contractor fails to deposit this amount within 30 days the sum will be deducted from
the first RAR payment of from the first bill in case of Term/Running contract. The additional security
deposit may be released in two stages, 50% on payment of final bill and 50% on expiry of the defects
liability period.
Relaxation of Earnest Money, Security Deposit etc
24. Contractor who are borne on the list of any MES formation and who have deposited the standing
security and executed the standing security bond are not required to deposit earnest money if they are
issued with tenders and accordingly submit tenders in any other MES formation outside the area in
which they are enlisted, but will, however, be required to lodge security deposit appropriate to the
tendered amount before their tender is accepted.
25. Contractors in Class ‘C’ to ‘F’ if awarded with works upto 20% beyond their respective financial limit
in the area where they are enlisted are not required to lodge additional security deposit if they have
already deposited standing security appropriate to their class of enlistment, but when awarded works of
value beyond 20% of their respective financial limit they will be required to lodge additional security as
per the laid down scales.
26. A contractor borne on ‘E’ class, if he has deposited the standing security and has lodged the standing
security bond with a particular CWE, if awarded work in an adjacent CWE’s area (who has his head
quarters in the same station as the CWE with whom the contractor is enlisted) will not be required to
ledge security deposit for work within his financial limit awarded to him by the adjacent CWE. (If the
work exceeds his financial limit by more than 20% he will have to lodge only additional security deposit
with the adjacent CWE).
27. Contractors of following classes after enlistment, lodging of standing security deposit and executing
standing security bond in the Command where headquarter of the contractor is situated (i.e. the
contractor’s parent Command) can get themselves enlisted without lodging fresh standing security
deposit/standing security bond in:-
Any Command or Commands - For ‘S’ class contractors.
Any adjoining Command(s) - For ‘A’ Class contractors.
Any ONE adjoining Command - For ‘B’ Class contractors.
For this purpose the interested contractors should forward their application for enlistment to the CE of the
new Command through CE of their parent Command, who will give his recommendations in this regard
which will be accepted by the other Command CE without further scrutiny. Such contractors after their
additional enlistment in other Command will neither have to pay earnest money, nor security deposit, nor
standing security deposit for works they may be awarded to them in the new Command where they are
additionally enlisted. Authority for paras 24 to 27: E-in-C’s Branch letters No 66546/E8 dated 16 Aug 78,
21 Aug 78, 15 Feb 85, 28 Nov 86 & 16 Feb 85). For SS Class of contractors standing security deposit
lodged with the E-in-C and standing security bond executed by them is valid for all Commands and they
30
are eligible to work without depositing separate security deposit. (Refer E-in-
C’s letter No 66546/E8 dt 16 Feb 88).
Performance Report/ Record of Contractors
28. Since a list of the approved contractors is maintained, it obviously follows that the records of their
performance should also be maintained. Govt of India provides certain benefits to small scale units with a
view to assist them in marketing their products. The small scale units registered with the National Small
Industries Corporation under the Single point Registration Scheme or with the public Enterprise concerned
are provided the following facilities:-
(a) Issue of tenders sets free of cost.
(b) Exemption from payment of earnest money.
(c) Waiver of security deposit upto the monetary limit for which the unit is registered.
(d) Price preference upto 15% over the quotations of the large scale units.
Auth: Govt of India, Ministry of Defence letter No 1(5)/89-Mktg dated 13 Mar 89 circulated under E-
in-C’s Branch letter No A/03109/ESP-(P&C) dated 09 Aug 89).
In cases, where leakage, seepage and dampness of buildings have been noticed or are observed during
the defect liability period or any time thereafter in works, CEs Command to initiate following
administrative / Disciplinary action:-
(i) Disciplinary action against the builder even to the extent of deenlisting the firm.
(ii) Suitable administrative/disciplinary action against the executives & staff.
(iii) CEs Zone directed to initiate rectification action on immediate basis.
Authy: E-in-C’s Branch letter No 35150/Ge/E8 dt 26 Feb 93).
Performance report for Each Work.
29. This report shall be submitted in stages as mentioned below by GE to CWE who in turn will submit to
CE and subsequently by CE to Command CE. Detailed instructions & proformas are contained in E-in-C’s
Branch letter No 35150/GEN/E8 dt 28 Sep 92. Clarifications for adopting uniform procedure are contained in
E-in-C’s Branch letter No 35150/GEN/E8 dated 11 Apr 94.
30. Periodicity of Performance report shall be as under:-
(a) Stage 1- 50% of contract period or 6 months whichever is earlier for contracts above Rs 15
lakhs.
Stage II - 75% of contract period excluding three years.
Stage III - Within one month of completion of work.
Stage IV - 75% of defect liability period.
Record of Contractors
31. This is a confidential record of the contractors maintained by the enlisting authorities in respect of
contractors on their lists. The record is compiled as excerpts from the performance report under the above
heads for each work as and when completed. This record will be maintained in the form of a bound book
allotting a certain number of pages to each contractor.
Up Grading
32. for upgrading to Class ‘S’ from Class ‘A’ the contractor will apply to the CE Command through the
Zonal/Project CE with whom he has been working. For upgrading in class upto, Class ‘A’, a contractor will
apply to the concerned Zonal/Project CE. The concerned CE will ascertain the views of other Zonal/Project
CEs if necessary and satisfy himself regarding contractor’s financial as well as technical capabilities and
organization, and after deciding the higher class in which the contractor is to be placed, intimate his decision to
the Command CE. If any of the Zonal/Project CE does not recommend upgrading in his Zone/Project, the
Command CE shall exclude the Zone Project in which the contractors reports are unsatisfactory whilst issuing
letter of upgrading of the contractor. The Command CE will then intimate the contractor of his upgrading and
the fresh index number in the new Class. All formalities of obtaining fresh standing security bond and
additional standing security deposit shall be completed by the CE who took decision of upgrading of the
contractor and forward the documents to CE Command for further action. Upgrading should normally be done
in stages.
E-in-C has issued instructions in his letter No 66546/E8 dt 04 Nov 87 which are as under:-
(a) Upgrading of contractors should be done only to one next higher class at a time.
(b) Before up grading to the next higher class the contractor should have satisfactorily completed at
least one work costing one and half times or more than his tendering limit in the present class.
(c) The annual turnover of the contractor for two consecutive years should be at least one and half
times his tendering limit before considering him for upgrading to next higher class.
(d) However for upgradation of ‘C’ & ‘B’ class contractors, E-in-C’s instructions vide letter No
66546/E8 dt 11 apr 94 state that the contractor should have satisfactorily completed at least one
work in the last two years, costing more than 1 ½ times the present tendering limit or the annual
turnover of the contractor shall be at least twice the present tendering limit in the last two years.
Punishment to Contractors
31
32. Following punishments can be awarded to the enlisted contractor:-
(a) Suspension. Registering authority may suspend a contractor for a stated period not exceeding
one year for disciplinary reasons on account of technical lapses, such as bad workmanship,
adoption of inferior material, poor financial resources, bad organization, lack of labour, not
commencing the work in spite of notices, etc. In such cases next higher engineer authority will
be informed. Suspension for similar reasons for a period exceeding one year shall be ordered
only with the prior approval of the next higher engineer authority. Contractor is to be informed
of the lapses on his part and the action taken by the department. Suspension for reasons other
than technical lapses, such as suspected malpractices or suspected disloyalty to the state shall be
done only with the prior approval of E-in-C, and in such cases no communication is to be sent to
the contractor.
(b) Suspension Pending Action for Removal. For serious lapses by a contractor, like collapse of a
building due to sub standard work, suspension orders should immediately be issued duly
indicating reasons for suspension, and copy of the letter endorsed to contractor and other
Command CEs etc. Such suspension will be applicable to all Commands and followed by action
for removal from list after due inquiry in the matter. (Ref E-in-C Branch letter No 66546/E8 dt
05 Jan 86).
(c) Demotion to Lower Class. A registering officer may demote a contractor to a lower class with
the prior approval of the next higher engineer authority on account of any of the following
reasons:-
(i) Fails to execute a contract, or
(ii) Executes it unsatisfactorily, or
(iii) Is responsible for constructional defects revealed even after the expiry of the maintenance
period.
(iv) Has no longer adequate equipment, technical personnel and financial resources.
(v) Violates any important condition of contracts.
NOTE: In case of Class ‘S’ contractors prior concurrence of E-in-C is required for demotion to
lower class.
(d) Removal
(i) A registering authority may remove a contractor from the approved list with the prior
approval of the next higher engineer authority due to serious technical delinquency such
as furnishing materially false particulars on enlistment, being persistently late in return of
tenders, failure to secure a contract over a period exceeding 3 years, continued bad work
and frequent suspensions, non submission of fresh ITCC, if the contractor is declared
bankrupt or insolvent, or at the request of the contractor. The facts and the reasons for
removal shall not be communicated to the contractor concerned, but, if for any
administrative reasons, it is considered essential to make such a communication it must
be only a bare intimation of the removal from the approval list and no reasons are to be
given.
(ii) Contractors will also be removed when they are blacklisted. Authority for black listing
will be entered in record.
(iii) A contractor who is proposed to be black listed may be removed from the approved list
under orders of CE.
NOTE: The registering officer must obtain the prior approval of the next higher
engineering authority before talking action to demote remove or suspend business with a
contractor borne on the list of approved contractors, reasons for demotions / suspensions/
removal /black listing of building contractors are to be furnished to Ministry of Work
housing and supplies through MOD for transmission to other ministries responsible for
major construction works for such actions as they deem necessary.
33. Standardised code for registration, demotion, removal, suspension of business and black listing etc., of
building contractors has been issued by DG of Works. AHQ in terms of E-in-C’s Branch letter No
36461/p-1/E8 dt 18 Jun 90, contractor has to be given a time bound show cause notice to reply before
some action of suspension/banning etc is taken against him.
34. Meeting with MES Builders Association of India
Building contractors have formed an association known in “MES Builders Association of India” (BAI).
Periodical meetings are held by the E-in-C as well as Chief Engineers with BAI representatives to
discuss matters of common/general nature to promote improvement in procedure, healthy competition,
standard of work etc.
35. Maintenance of Dossiers of Contractors for purpose of their reenlistment
The record of contractors and their performance would be maintained in three parts:-
32
(a) E-in-C maintains dossiers for ‘SS’ ‘S’ and ‘A’ class contractors submitted by Command CEs in
duplicate.
(b) Similarly CE Command maintains dossiers for ‘SS’ ‘S’, ‘A’ to ‘D’ class contractors.
(c) CsWE maintain dossiers for ‘E’ & ‘F’ class contractors.
(Dossier is contained in E-in-C’s Branch letter No 66456/DOSSIER/E8 dated 28 Nov 94)
36. E-in-C’s Branch has given criteria for re-enlistment. These are contained in E-in-C’s Branch letter No
66546/E8 dated 24 Mar 93, 23 Mar 95, 10 May 95 and 02 Aug 95.
Appendix ‘A’
Precis No 1723
(Refer para 20)
INSTRUCTIONS FOR GUIDANCE IN THE OPERATION OF GUARANTEE BOND SCHEME
1. Scheduled Banks (including the State Bank of India) approved by the Reserve Bank of India in this
behalf shall be eligible to issue guarantees or tender fixed deposit receipts, etc, upto certain specified
limits without being required to lodge Govt securities as cover.
2. A Scheduled Bank offering such guarantee and desiring to know whether it is eligible for this
concession may be asked to refer to the principal office of the Reserve Bank of India (i.e. the office with
which it maintains its principal account under the Scheduled Banks Regulations) whether it is so eligible
and if so to what extent.
3. the Banks to whom this concession is extended will be required to advise the particulars of such
guarantees etc,. to the principal office of the Reserve Bank of India.
4. Guarantee Bonds executed or fixed deposit receipts, etc., tendered in excess of the limit fixed for an
approved bank (including the State Bank of India) for the purpose will not be accepted unless the bank
concerned lodges with the Reserve Bank of India requisite securities viz., cash deposits or Govt
securities in respect of guarantee to be executed or fixed deposit receipts., to be tendered by it in excess
of the limit.
5. Guarantee Bonds executed or fixed deposit receipts etc., tendered by Scheduled Banks which have NOT
been approved by the Reserve Bank of India for the purpose may be accepted, provided:-
(a) The bond in question is countersigned by any of the approved banks (including the State Bank of
India) whereby the latter undertakes full responsibility to indemnify the Govt Department in the
case of default.
OR
(b) The bank concerned lodges or with the Reserve Bank of India requisite securities namely cash
deposits or Govt Securities in respect of the guarantee to be executed or fixed deposit receipts
etc., to be tendered by it.
*This para (para 5) is not applicable to the Bond Form at Appendix ‘B’.
6. If any Scheduled Bank desires to lodge cash or Govt Securities to cover its guarantee or fixed deposit
receipt etc,. with the Govt Department concerned it may be permitted to do so, the amount of securities
being sufficient to cover the full amount of the guarantee or fixed deposit receipt etc,. with a margin of
5% below the market price.
7. In all cases other than those where securities are lodged with the department concerned in terms of 6
above, no Govt Department should accept any such bank guarantee or fixed deposit receipt, etc,.
Without getting in writing the concurrence of the Reserve Bank of India.
8. The terms of issue of the fixed deposit receipts etc, will in other respects continue to be governed by the
provisions of Rule 277 of the CFR Vol I of the Central Govt.
9. The advice regarding cancellation or expiry of Bank guarantee etc., should be immediately sent to the
office concerned of the Reserve Bank of India by the Govt Department, so that the scheme may work
smoothly.
10. In respect of the advice for cancellation of expiry of the guarantee bond it is necessary that either the
original guarantee bond should be returned with the advice or the advice should be signed in ink by a
duly authorized office of the Government Department whose signature can be verified by the bank
concerned.
11. If guarantee by banks not operating by India are offered those should be accepted only after
countersignature by a scheduled bank with the prior concurrence of the Reserve Bank of India.
12. Such guarantees of Foreign bank may also be executed if the bank concerned deposits with the Govt
Department a corresponding amount of cash or Govt securities to cover the guaranteed amount.
13. It should be ensured that the signatory to the guarantee is competent to bind the Guaranteer Bank.
14. The guarantee should be drawn on a non judicial stamp paper of appropriate value.
33
15. (a) On receipt of every Bank Guarantee bond a reference should be made to Regional office of
the Bank to ascertain the bonafides of the bond and proper record maintained of the
confirmation from the Bank.
(b) After acceptance of the Bond a CTC of the bond shall be sent to the Branch of the Bank
furnishing the bond as well as to the Regional office of Bank.
Ref. E-in-C’s No 75/4A/E8 dt 20 Jan 82
34
Appendix ‘B’
Precis No 1723
(Refer para 7)
CHECK LIST FOR REGISTRATION/ UPGRADING OF CONTRACTORS
1.0 Categories of Work
1.1 Check whether the contractor is having sufficient experience and expertise for the categories of works
applied for. If not, eliminate the categories of works not considered fit.
1.2 Check whether the contractor is having adequate resources and T & P generally in all cases and in
respect of Specialist categories of works in particular.
2.0 Particular of experience & enlistment in other departments & Class of contractor.
2.1 Check whether the list of works carried out indicates clearly the name of work, approximate cost there
of, dates of commencement and completion, whether completed or not, and percentage progress if work
is incomplete, name (and designation) of the officer/ Agency/Department allotting the work together
with full and correct postal address. Make a reference to the concerned Department under a confidential
letter to ascertain the performance, financial position, adherence to time schedule and work ship etc. Be
on the look out for any news paper report about the adverse criticism about any works included in the
list by the contractor.
2.2 Verify correctness of particulars of enlistment with other departments through a confidential letter and
also ascertain the present workload in that Department. Original Certificate from the appropriate
authority under whom the work is executed/ completed may be accepted.
2.3 Check whether the class for which the contractor has applied for is commensurate with the values of
individual works carried out be the contractor.
2.4 Check whether the contractor has given the list of Engineers employed, their qualifications supported by
Photostat copies of degree/ diploma certificates issued by University/ recognized Institute and any other
credential indicating the experience. An affidavit on a non-judicial stamp paper of appropriate value
should also be obtained from the contractor as well as the engineer(s) regarding employment duly
attested by Notary Public or First Class Magistrate. Provisions of Condition 25 of IAFW-2249 should
be kept in view.
3.0 Assets
3.1 Check whether details of workshop, machinery, range of production, mode of utilization of machinery,
etc and of other moveable assets are given in the form of an affidavit on a non judicial stamp paper of
appropriate value duly attested by Notary Public or First Class Magistrate. No cognizance should be
given to certificate from the Bankers showing cash balance in the bank account of applicant.
3.2 Check whether the contractor has given full particulars of the immovable property owned by proprietor,
any/or partners along with its present value, in the form of an affidavit duly attested by Notary Public or
First Class Magistrate. The affidavit should interalia include following confirmation:-
(a) that the immovable property is free from mortgage, hypothetication or any other disputes and
encumbrances and clearly belongs to the contractors.
(b) that the said immovable property has not been shown, for seeking enlistment of any sister
concern in MES.
Value of the properties stated in the affidavit should be supported by valuation certificate issued by a
registered valuer. A certificate about the valuation of property given by revenue authorities may be
accepted.
3.3 Check whether the contractor has given a list of T&P and transport owned, giving Registration Number,
Name of person owning it, Make/Model, year of manufacture, present value in the form of an affidavit
duly attested by Notary Public or First Class Magistrate.
3.4 Check whether the contractor has given a Solvency Certificate from his Bankers indicating the annual
turn over, satisfactory maintenance of accounts, limit upto which the contractor is considered capable of
undertaking works, etc. Bankers certificate should be in addition to other requirements in para 3. For
the purpose of upgrading, the annual turnover should be at least double amount of his tendering limit of
existing class. This certificate should be unconditional and indicate the code number of the Bank,
Name, Designation and personal code number of the signatory to certificate, complete postal address
and telephone numbers of Branch.
3.5 Wealth Tax Certificate can also be accepted, if the contractor is a wealth tax payer, in lieu of above
affidavit or solvency certificate from Banker as indicated in para 3.2 to 3.4
3.6 In the case of limited companies, whether public or private, the net realizable asserts (Fixed Assets) will
be ascertained from their latest balance sheets.
4.0 Particulars of Contractors
35
4.1 Check that the contractor has intimated whether it is a proprietorship concern or partnership concern or a
Private Ltd Concern.
4.2 In case of proprietorship concern the contractor should give an affidavit stating that the is the sole
proprietor of the firm working in the name & style of “………………” (Name of the firm).
4.3 In the case of partnership concern check whether the partnership deed as well as a certificate from the
Registrar of Firms has been furnished.
4.4 In the case of private limited concern check whether the Memorandum and Articles of Association of
the firm, a certificate from the Registrar of companies as well as latest balance sheet duly audited,
certified and signed by a Chartered Accountant has been furnished.
4.5 Check whether list or partners, Directors, all partners, all Directors as applicable and their full postal
address is given for verifying the antecedents.
4.6 Check whether photographs of proprietor, all partners, all Directors as applicable are given duly signed
and attested.
4.7 Check whether full particulars of individuals/ firms who are already enlisted in MES and who are related
to the contractor are given.
4.8 Check whether the contractor has given a list of persons working with him in any capacity and who are
near relatives of any gazetted/ commissioned officer in the Ministry of Defence.
4.9 Check whether the Power of Attorney given to individuals/ partners/ Directors authorizing them to do all
acts for and on behalf of the firm includes powers to refer the disputes to Arbitration as well as to bind
the proprietor/ all the partners/ Directors etc to all the conditions of contracts including the Arbitration
clause.
5.0 Income Tax Clearance Certificate
5.1 Check whether the contractor has furnished latest valid Income Tax Clearance certificate.
NOTE: A person or firm who has not paid any Income Tax at all whether in ordinary way or under
Section 18A of the Income Tax Act at any time under any head of the Income (Salary, interest on
securities, house property, business, vocation or profession, capital gains or any other sources) is not to
be considered for enlistment.
5.2 In case of newly constituted firms, check whether the Income Tax Clearance certificate of individuals/
partners/ Directors is given.
6.0 Verification of Antecedents
6.1 Before enlistment of the firm, check the antecedents of proprietor/ all partners/ all Directors of the firm
through the Police Authorities.
6.2 In case of foreign nationals and non resident Indians verify the antecedents through the appropriate
Ministry.
7.0 Miscellaneous Points
7.1 Check whether the particulars of enlistment from IAFW-2190 are properly completed and signed.
7.2 Check whether all documents are furnished in duplicate in respect of Class “S” and Class “A” to “D”
contractors.
7.3 Check that the firm is not black listed/ suspended for business.
8.0 Ensure that check list of documents/ requirements to be furnished by the applicant is forwarded to the
applicant along with the Enlistment Form.
Reference: E-in-C’s letter No 66546/E8 dt 28 Nov 86)
36
Precis No 1724
Management Department
PRAPARATION AND ISSUE OF TENDER DOCUMENTS
Introduction
1. The points to be watched and observed in the preparation and issue of tender documents are more or less
the same for all types of contracts. Various tender and contract forms as well as General Conditions of
Contracts which are to be used for different types of contracts are given in Appendix ‘B’ to précis No
1722. Lump sum contracts which are more common in MES are considered in this Précis.
Preparation of Tender Documents
2. A tender document for a lump sum contract comprises of the following:-
(a) Forwarding Letter to the Tender Documents
This inter-alia includes the date and time of receipt and opening of tenders as also the
designation and address of the Accepting Officer of the contract. Some important points/special
conditions included in the tender may also be high-lighted to draw attention of the tenderers to
such provisions.
(b) An ‘Index’ or a ‘Contents’ Page
A full sheet as ‘Index’ or ‘Contents’ which clearly sets out the documents forming part of the
tender along with their respective page numbers is attached.
(c) Notice of Tender – IAFW-2162
This includes name of work, estimated cost of work, dates for receipt of applications from
contractors, issue of tender and receipt of tender, and certain other conditions pertaining to the
issue and receipt of tender documents.
(d) Lumpsum Tender and Contract for works – IAFW-2159
This form includes the following:-
(i) Authorisation page
On the first page of this form the issuing officer authorises the tenderer to submit his
tender. This page is to be signed in ink by the issuing officer. To prevent misuse of the
tender form by any contractor who is not selected by the Accepting Officer, a cyclostyled
signature is not allowed on the authorization page.
(ii) Schedule ‘A’ (List of works and prices)
This embodies various works/ items which are required to be executed, the number of
units required, the unit rates, the extended amount in amount column and the time
allowed for completion of the work along with phasing, if any. Different categories of
work like building work, electrification, water supply, roadwork etc, are kept separate as
Parts I, II, III, IV etc of Schedule ‘A’ for convenience of quoting and working out
different applicable percentages over the SSR.
Notes:
(1) It should be ensured that reasonable time is stipulated for completion of work.
(2) In case of contracts for additions and alterations, where all the buildings cannot
be handed over to the contractor at the same time, indicate phasing for handing
over and completion of buildings in Schedule ‘A’.
(iii) Schedule ‘B’ (List of stores to be issued to contractor)
This includes stores to be issued to the contractor on payment as well as those to be
issued free of cost. Materials supplied only rates given at the end of each section of the
SSR (or prorata thereto) are to be adopted as rates for recovery in respect of stores
issued on payment. If ‘supplied only’ rates are not available in respect of certain stores in
the SSR, the issue rate shall be fixed by the accepting officer at the local market level
prevailing on the date of issue of tender in accordance with Para 445 of RMES. The units
for which the rates for recovery are applicable should be clearly shown. The exact place
of issue of stores should be correctly mentioned in the Schedule ‘B’ to avoid any disputes
at a later stage.
All stores such as cement, reinforcement bars etc. which loose their identity after in corporation in work, or
which need substantial cutting, reshaping or alteration before use (e.g. steel sheets) should be issued on
payment.
Items like electrical fans, special electrical fittings, water meters, and the like which do not loose their shape or
identity after incorporation in works and therefore can be easily accounted for, are issued “free for fixing” only
under Schedule ‘B’. When the cost of labour in fixing of an article is very small as compared to the cost of the
article (like geysers, cooking ranges, generator sets etc) the item should be issued to contractor ‘free for fixing
only’ as the element of profit on the cost of the article will not figure in the tendered amount and thereby result
in a saving to the State. Further, when the “materials supplied” only rate is not available in SSR for an item of
37
store, in the absence of readily available data for fixing the rate the item may be issued ‘free for fixing only’ to
avoid delay in issue of the tender documents. No item of Schedule ‘B’ stores like Cement, pipe etc are to be
issued for the manufactured items. E-in-C’s Branch letter No 19280/E8 dated 03 Nov 95).
Issue of steel by Deptt under Sch ‘B’ is discontinued. Steel has been entirely contractors ‘Supply with
effect from 01 Nov 95 (E-in-C’s Branch letter No 19280/E8 dt 01 Sep 95 refers)
NOTE: Where stores are to be issued ‘free for fixing only’ the description of concerned items in the Schedule
‘A’/BQs must be for ‘fixing only’ and in case of lumpsum contracts based on pre-priced Schedule ‘A’, the cost
of ‘fixing only’ should be included in the prepricing. Suitable provision should invariably be made for recovery
of the cost of such stores, at penal rates, in the event of any loss, breakage or damage to stores while in the
custody of the contractor.
(iv) Schedule ‘C’ (List of T and P to be hired to the contractor)
This includes all the details of tools and plant which the MES will (at the time of going to tender)
issue to the contractor on hire at the rate specified therein. “Working day” charges and “off day”
charges are to be separately shown. The details as aforesaid should include numbers, capacity,
crew to be supplied with the T and P and the exact place from where the T and P will be issued.
If any alternative plant of same capacity but of different nomenclature is to be issued under
schedule ‘C’ e.g. one 8 ton petrol driven road roller or one 8 ton diesel driven road roller, in such
cases same hire charges (higher of the two rates) should be included in respect of both T and P.
This is essential to avoid any guess work on the part of the tenders at the time of submission of
tenders and to avoid any unintended benefit to them.
If considered desirable, a note may be inserted in schedule ‘C’ to make it compulsory and
obligatory on the part of contractor to hire any particular item or items of T&P listed in Schedule
‘C’ for the execution of the work.
In respect of item of T&P, hire of which is not stipulated as compulsory, the contractor should be
instructed (through a note in in Schedule ‘C’) to indicate whether or not he will need the items to
be hired to him.. Items of T & P not indicated by the tenderer as his requirement automatically
stand deleted from Schedule ‘C’.
(Refer condition 15 of IAFW-2249)
(v) Schedule ‘D’ (List of Transport to be hired to the Contractor)
This includes details and conditions for hire of transport when it is available with the MES for
issue to the contractor. The present policy is not to issue any Govt transport to the contractor and
hence the Schedule ‘D’ is normally marked ‘NIL’.
(vi) General Summary
Total amounts of various parts of Schedule ‘A’ are brought forward to the General Summary. In
case of tenders based on prepricing by MES, the percentages over SSR applicable to the various
parts of Schedule ‘A’ are worked out and inserted by the Contractor.
The provision, if any, of amounts against prime cost items and provisional sums are also
indicated. The total of amounts of various parts of Schedule ‘A’, prime cost items and
provisional sums added together is treated as the contract sum.
(vii) Tender Page
This embodies the total tendered sum, deviation limit, the designation of the authority who will
appoint an arbitrator in terms of the arbitration clause, the rate of recovery for water, amount of
earnest money to be deposited etc., and the stamped, dated signature of the tenderer. Water
supply to contractor and his work of purely E/M nature where cost of water required is much
less, metered water supply may be catered taking due precautions that contractor pays for the
quantum of water drawn by him. (Refer E-in-C’s Branch letter No 33487/7/E8 dt 07 Oct 87).
(viii) Acceptance Page
The Accepting Officer sings on this page in ink after acceptance of the tender (but before
distribution of copies of Contract Agreement) authorizing an officer by name to sign and initial
(for the purpose of identifying all documents forming part of the contract and authenticating all
corrections to the documents which made before acceptance) on his behalf and indicating the
amount and the date on which it was accepted.
(e) Schedule of Supplementary Rates (attached where required)
Includes any rates not included in SSR but which may have been adopted in pricing the items
included in the estimates and required for pricing deviations. These rates are either derived from
the available SSR rates or worked out at market rates and brought to the level of SSR. A note to
the effect that these supplementary rates are subject to contractor’s percentage should be
included in this schedule.
(f) General Conditions of Contract (IAFW-2249)
Including all amendments and errata issued upto the date of issue of tender documents.
(g) Schedule of Minimum Fair Wages (SMFW)
The minimum wages fixed by the Government of India, Ministry of Labour, Employment and
rehabilitation for the particular station for different tradesmen are included in this schedule. The
38
contractor can not pay wages lower than those included in this schedule to any tradesmen/
labourers engaged by him on the works. (Ref E-in-C’s letter No 44609/E8 dt 12 Aug 69).
(h) Special Conditions
Special conditions peculiar to the contract are included here e.g. restricted working hours, issue
of electric energy etc. A special condition in variance with the General Conditions of Contract
(IAFW-2249) if required may be included at the pre tender stage only on approval by the CE (C
for CWE’s Contracts). CEs are now empowered to alter standard special conditions at pre tender
stage to suit urgent requirements, particularly with reference to security deposits, percentage
payments, periodicity of payments, issue of stores, deviation limits and the like. CEs will
consult their CDAs where possible. Where the opinion of CE on an alteration involves a major
departure from an existing procedure, he shall send a copy thereof to the E-in-C/DGW FOR
INFORMATION. (Ref para 33 of Defence Works Procedure). (E-in-C’s Branch letter No
44609/E8 dt 12 Aug 69 and 41000/E8 dt 20 Apr 93).
(j) Particular Specification
This includes the scope of work to be carried out, the Particular Specification (as distinct from
the General Specification) and includes any further particulars applicable to buildings or items of
work included in the tender. The SSR forms a part of the tender documents and therefore,
repeating portions of specifications given in the SSR (termed as ‘General Specifications’) is not
necessary. Where specifications in SSR give alternatives, the particular Specification should
indicate the particular alternative which may be intended to be applicable to the work included
in the tender. A note should be added at the beginning to the effect that the Particular
Specification given in the tender, if at the variance, shall take precedence over General
Specification given in the SSR. For major E/M items such as Generating sets, pumps, motors,
transformers, voltage stabilizers, HT panels, chloronomes etc, in shall be procured from the
manufacturers or their authorized dealers only.
(Authority: E-in-C’s Branch letter No PC/41000/92/93/E8 dt 22 Feb 95)
(k) List of Drawings
This includes the drawing numbers with their particulars including dates (and lastest date of
revision if any) in respect of drawings which are applicable.
(l) One Complete Set of Drawings
As indicated in the list of drawings.
3. When a tender is accepted, the acceptance letter along with any other correspondence that has
occurred between the contractor and MES from the date of receipt of tenders upto the date of
acceptance, is attached to the tender documents. The term contract signifies the completed tender
document together with its acceptance.
4. The various stages upto issue of tender documents to selected contractors are as under:-
(a) Receipt of Preliminary Information Performa (PIP) from E-2 Planning Section. (Refer Appendix
‘C’ to précis No 1722) and any additional ground data/ site factors supplied by E-2 (Refer
Appendix ‘D’ to précis No 1722).
(b) Scrutiny of PIP, additional ground data/site factors, drawings, and preparation of tender
documents.
(c) Invitation to Tender
Following points should be watched while inviting tenders:-
(i) Wide publicity must be given. This is done through Notice of Tender on IAFW-2162 and
advertisement in the local/ other newspaper as well as in the Indian trade Journal
Publicity may also be given by sending the ‘Notice of Tender to other local Govt/semi
govt. Departments, State Bank, Post Office, etc. with a request to display the same on
their notice boards for information of the contractors who happen to visit their respective
offices. Copy of Notice of Tender may be forwarded to selected contractors who these
accepting officer thinks may be interested in that work.
(ii) Notice of Tender must be issued immediately on receipt of PIP from E-2 section in each
case irrespective of venue of the works.
(iii) Works costing Rs 2.50 lakhs and more must be advertised in the news papers/Indian
Trade Journal. Work costing less than Rs 2.50 lakhs may also be advertised at the
discretion of the Accepting Officer.
In case of works costing more than Rs 10 lakhs the notice inviting tenders should also be
sent to the head office of the MES Builders Association of India and all Command and
Zonal Chief Engineers. In case of works costing below Rs 2.5 lakhs a copy of the notice
inviting tenders should be sent to all eligible contractors working in the area.
(iv) It is imperative that Notices of Tender to MES BAI are issued well in advance of planned
date of issue of tender and physically dispatched to all concerned so that the addresses
receive the same well in time, leaving sufficient time for them to widely
advertise/circulate it to interested firms to enable them to apply by stipulated date. This
39
basically is the purpose of NITs and advertisements. (Authy: E-in-C’s Branch letter No
36073/E8 dated 19 Dec 94).
In addition to the above, a copy of the text for advertisement which is sent by
CE’s/CsWE to the Indian Trade Journals should also be endorsed to the Hon. Secretary,
Builders Association of India, United India Building, 2nd Floor, West Wing, Sir PPM
Road, Fort, Bombay to enable them to publish some of them in their monthly Bulletin
(Auth: E-in-C’s Branch letter No 40011/E8 of 15 May 70).
A copy of the text sent for advertisement in the Indian Trade Journal, in respect of works
costing more than Rs 50 lakhs should also be sent by CE zones/Projects to public sector
construction undertaking like NBCC, NPCC, HUDCO, EPIL, and HSL. Selection of
such undertakings for issue of tenders will however be made only after verifying that they
do not have a background of unsatisfactory/substandard work based on their past
performance. (Ref E-in-C’s Br letter No 33416/88 dt Oct 81 and even No dated 10 Jun
82).
(v) Procedure for Issue of Advertisement
(a) In News Papers
A letter should be addressed to the Director of Advertising and Visual Publicity
(DAVP), New Delhi, giving a concised text of advertisement for release in
Newspapers, along with a copy of detailed text which will appear in Indian Trade
Journal. Names of news papers and the date on which the advertisement should
appear are to be suggested in this letter, the concise version of the advertisement
is released by the aforesaid Director to the suggested /selected news papers for
publishing on a specified date in English and in local vermacular language. In
order to ensure that the advertisement is published on the desired date, this letter
must be sent at least 3 weeks in advance of such a date. The bill for
advertisement is paid directly by the Director of Advertising and Visual Publicity
to the news papers and a book debit is raised against the GE concerned which will
be debited to that work.
(b) In Indian Trade Journal
A letter should be addressed to the Director General of Commercial Intelligence
and Statistics, Calcutta, giving the detailed text of advertisement and the date on
which it should appear. This journal is normally published fortnightly on 2nd and
4th Wednesday of every month, which should be kept in view while fixing the
date. In order to ensure its publication on the desired date, this letter must be sent
at least 3 weeks in advance of such a date. Since it is a Government publication
no charges are levied for advertisement.
(vi) The following important points must be borne in mind while advertising for
tenders:-
(a) Advertisement as well as the tender documents should not contain
information of a classified nature. Only such details as are required by tenderers
for deciding to apply for tenders should be included in the advertisement and only
such details as are required by tenderers for submitting priced quotations should
be included in the tender document, e.g., work of the nature like magazines,
ammunition depots, ops room etc. should be described as technical buildings, and
airfields/runways as pavements. Similarly details which are required only at the
time of execution of the work should not be included in the tender.
(b) The advertisement should be worded carefully so that details of a secret nature,
like the strength of the unit, composition, role, location and the like are not
disclosed.
(c) With a view to ensure proper security measures all MES formations issuing notice
of tenders/ advertisements for Air Force works, shall; before releasing them for
publication get them vetted by the Commanders concerned of the stations where
the works are to be carried out.
(d) With regard to works in operational areas, as also for works of a secret nature in
other areas, tenders will be issued only to contractors on the approved list of the
MES.
(e) With regard to projects which are of TOP SECRET nature the practice of
advertising them in the news papers will be dispensed with and tenders will be
distributed to selected eligible contractors who are already on approved list of the
MES and have got the capacity and experience to carry out the proposed work. In
such cases documents may be available for Audit for scrutiny when demanded by
them.
(Auth: E-in-C’s letter No 40011/EC/E8 of 20 Aug 73 and 3546/E8 dt 17 Oct 73).
40
(f) Estimated cost of work in the Notice of Tender as well as in the advertisements
shall be the net cost at par with SSR (duly mentioning this fact in the text of the
notice). The estimated cost as shall be that indicated in AE Part II of AA without
addition of percentage included at the end of AE to cover market variation and
difference in cost of stores. At the time of issue of tender documents, if the
detailed cost at par is known and found to differ very much from the cost shown
in the Notice of Tender then an amendment to the Notice of Tender will be issued
to indicate the correct cost at par with SSR.
(g) The amount of earnest money/security deposit and the class/ category of the
contractor to be indicated in the Notice of Tender shall be calculated from the
basic cost at par with SSR, PLUS the anticipated market variation catered for in
the AE Part II, excluding difference in cost of stores.
(Auth: E-in-C’s letter No 33416/34/E8 dt 04 Aug 69).
(h) Notice of tender carried specific stipulations as per GOI, MOD, letter No
42081/E8/2285/D(W-II) dt 16 May 93 wherein applicant/contractor will be
informed regarding non issue of tender without assigning reasons.
Applicant/contractor, if he so desires, may appeal to the next higher engineer
authority with copy to Accepting Officer whose decision shall be final and
binding. I (Authy: E-in-C’s Br letter No 42081/E8 dt 14 Nov 94).
(vii) In order to stimulate competition, normally not less than six tenderers are to be issued out
of which at least 2 to 3 should be sent to outstation tenderers to avoid the possibility of ring
formation by local contractors.
(viii) Enough time should be given to the tenderers to study and submit the tender. Normally
not less than four weeks are given depending on the circumstances and size of the job. A time
schedule which excludes time in transit have been worked out by E-in-C’s as follows:-
Type of Contract Minimum time (days) for submission of tenders
CE’s contracts CWE’s contracts GE’s contracts
Lumpsum with pre priced Schedule ‘A’ 28 21 21
Lumpsum based on drawings and 35 28 21
specifications
Item Rate 21 21 14
Lesser period may be allowed for retendering without addition of new competitors.
(d) Selection of Contractors for issue of Tender Documents. Selection will be done by the
Accepting Officer from the applications received. He may at his discretion select additional
contractors from the MES approved list (who have not applied) in cases where sufficient
applications are not received or where more competition is desired. Following points should be
watched in selection the contractors.
(i) Normally any contractor within whose tendering limit the work lies is eligible to tender.
(ii) Even if the value of a particular work is beyond the tendering limit of a contractor, the
tender can be issued to him if the Accepting Officer considers that he will be able to
execute the work satisfactorily, if he turns out to be the successful tenderer. For this
purpose a careful examination of his financial and technical capacity is essential, and
such issue should be restricted only to contractors borne on one class immediately below
the eligible class. E-in-C in his letter No 33416/E8 dt 02 Aug 72 amended by even Nos
dt 01 Jun 74 and 17 Aug 88 has directed that contractors of ‘S’ class may be awarded
works upto Rs 10 crores provided that their total workload in all commands does not
exceed Rs 10 crores. Issue of tenders to a contractor borne on more than one class below
the eligible class will attract disciplinary action (Ref E-in-C’s letter No 33416/E8 dated
23 Jul 86).
In difficult hilly areas, if due to remoteness of site, insufficient applications for issue of
tenders are received from contractors of appropriate class, then treating this as an
exceptional case tenders may be issued to the existing enlisted contractors borne on two
classes immediately below the appropriate class after examining their past performance
and capability of handling the work. “where permission has been granted by E-in-C”.
Only in exceptional cases where there is poor response from the eligible class/one class
below the eligible class of contractors for the work and contractor enlisted two classes
below fulfills all laid down requirements and is found suitable may be considered only
after up gradation by the Registering Authority. In case time available is short for the
upgradation, prior approval of of E-in-C should invariably be obtained before issue of
tenders in such cases. Any departure in this regard shall be viewed seriously and may
attract disciplinary action against the defaulting authority. (Auth E-in-C’s Branch letter
No 33426/E8 dt 26 Apr 90).
41
Tenders for term contracts may also be issued to ‘F’ class contractors irrespective of the
amount of work likely to be executed provided that the issuing officer is satisfied about
capability of the selected contractor. (Ref E-in-C’s Branch letter No 33416/E8 dt 31 Oct
75 as amended by even No dated 14 Oct 80 and No 66546/E8 dt 15 Feb 85).
(iii) As per para 2(c) of E-in-C’s letter number 33487/E8 dt 15 Jun 53, the Accepting Officers
are authorized to issue tenders to contractors not borne on the MES approved list of
contractors. Un enlisted contractors having no experience of works in other parallel
engineering departments shall not be selected specially where sufficient number of
enlisted contractors of appropriate class are available and already sufficient competition
exists. (Auth: E-in-C’s Branch letter No 33416/E8 dt 15 Feb 90).
As per E-in-C’s Br letter No 33416/E8 dt 25 Oct 93 as amended vide letter No dt 22 Nov
94, Tender Selection Committee shall select and short list contractors for further action of
CE Zone for issue of tenders for all high value works (costing more than Rs 2 Crores at
current market rates) and/or consultancy and specialist works (for specialist works whose
estimated cost is Rs 20 Lakhs or more). This Committee shall consist of ACE Plg/Works
of Zone as Chairman, SE(QS & C) of Zone, SO1 (Design/SO1 (E/M) of the Zone
(depending on the nature of work) and one officer of the rank of SO1 from outside Zone
(to be detailed by Command CE).
(iv) Applications for tenders may be rejected by the Accepting Officer only on the following
grounds to be recorded in writing.
(a) The contractor is already overloaded.
(b) The performance of the contractor had not been satisfactory in the past.
(c) Serious irregularities were committed by the contractor in the past.
(d) The contractors financial position if found to be unsatisfactory.
(e) The contractor is removed/ suspended/ black listed/ declared insolvent/ convicted
etc.
A report on the Performa given in E-in-C’s letter No 33416/E8 dt 10/6/82 is required to
be submitted by the Accepting Officer to the Next Higher Engineer Authority, and in
this report reasons for refusing issue of tenders to any applicant contractor have to be
stated. This report is to be submitted immediately after issue of tenders. In respect of
applications received late, a further report should be submitted to days before receipt of
the tender.
(v) In terms of para 11 of the ‘Application for Enrolment of Contractor’ ((IAFW-2190)’ the
Accepting Officer has the discretion as to whether a particular tender should be issued to
the contractor or not. The mere fact that a contractor is on the approved list does not
entitle him to any right for issue of tenders.
(vi) E-in-C has directed that the total work load of a contractor in classes ‘A’ to ‘F’ against all
contracts in hand should not exceed 6 to 7 times their financial limit, and this aspect
should be considered at the time of issue of tenders. There is no restriction on the total
workload of ‘S’ class contractors, however, depending on the performance/ progress/
load of work in hand the CE Command may decide to temporarily stop issue of tenders to
any particular ‘S’ class contractor.
(Reference E-in-C’s branch letter No 33416/E8 dt 18 Mar 85)
(vii) Irrespective of the Class of enlistment of a contractor the Accepting Officer must satisfy
himself that the contractor selected for issue of tender has the necessary expertise and
experience for executing the work, for which tender is being issued, particularly for
works of a specialized nature.
(Reference E-in-C’s Branch letter No 93264/67/E8 dt 14 Jun 84)
(viii) A separate folder is maintained for each tender, in which all applications received from
contractors for issue of the tender are kept with any connected correspondence. Date of
receipt of the applications in the office, with proper folio number etc., should be marked
on the application For obtaining orders of the Accepting Officer regarding selection of
contractors for issue of tenders, all relevant information is filled up in the prescribed form
given in Appendix ‘A’ to this Precis and put up to the Accepting Officer.
(ix) Tenders can be issued to firms whose partners/ directors etc may be having blood/ close
relationships provided they do not have business relationship. I.e. none of the partners.
Directors are common.
(Auth: E-in-C’s Branch letter No 66546/E8 dt 24 May 88)
(e) Period of validity of tender
As per Indian Contract Act (1872) a tender has to be accepted within reasonable time, failing
which a the acceptance may not be binding on the tenderer. Indian Contract Act however does
not clearly define what would be treated as ‘reasonable time’, and therefore the tender
documents should always stipulate the period upon which the tender will remain valid for
acceptance from the date of submission of the tender. Period of validity of tender should be
42
stipulated as 30 days for normal works by incorporating a special condition in the documents. In
cases where a longer time is expected in taking a decision on a particular tender, a maximum of
60 days (and no longer) may be stipulated in the tender documents.
If necessary, contractors can be requested to increase the period of validity of the tender already
submitted by them. Where the tenderer declines to increase the period of validity of the tender,
he is acting well within his rights, and no penal action should be considered necessary against
such contractor.
(f) Issue of Tender Documents
(i) E-in-C has directed that no tenders will be issued unless clear site is available for handing
it over to the contractors. (Ref E-in-C’s letter No 33416/E8 dt 2 May 86)
(ii) Before issue of tender documents ensure that Admin Approval exists and that the
competent engineer authority has accorded the Technical Sanction. In case of specialist
works where the tenderers are asked to submit the tenders based on their own
designs/drawings, the Technical Sanction may be issued after receipt of tenders but
before its acceptance.
(iii) Tender documents are being sold at fixed cost. Cost is to be deposited with the GE, which
is not refundable.
(iv) As per E-in-C’s instructions vide letter No 33416/E8 dt 30 Mar 87, all tender documents
including drawings and amendments are to be dispatched through Registered AD post.
Tender documents including drawings and amendments will not be delivered by hand
even to local contractors.
The only exception made to the above requirement is in respect of time bound projects,
sanctioned under para 12(b) of Defence Works Procedure-86 specifically, in which case
the Accepting Officer may consider desirability of delivering bulky drawings/
amendments through a responsible officer. Such orders will be issued by the Accepting
Officer in writing.
At all times it will be strictly ensured that names of tenderers are not disclosed to each
other until opening of tenders.
(v) Along with the tender documents, self addressed envelopes for submission of tenders by
contractors are to be enclosed.
Time Involved in Preparation of Tender Documents
3. Proper preparation of unambiguous, well worded tender documents is of paramount importance for
smooth progress of work after acceptance of contracts. E-in-C has laid down a time schedule for various
stages of preparation and acceptance of tenders for normal works by surveyor cadre staff as follows:-
(a) Issue of tender notice (This should - 1 week from receipt of PIP
include issue of letter where applicable
for press advertisement also)
(b) Preparation of tender documents - 3 weeks for contracts upto
including pre pricing to be done by Rs 25 lakhs and 4 weeks
Surveyor cadre staff for issue of TS for larger contracts
(for Married accommodation)
(c) Scrutinizing & acceptance of tenders - 1 week for contracts upto
Rs 20 lakhs and 2 weeks
For larger contracts.
(Authy: E-in-C’s letter No 39341/E2A dt 15 Mar 71 & E-in-C’s letter No 33416/E8 dt 30 Mar 87).
43
Appendix ‘A’
Precis No 1724
(Refer para 4(d) (viii)
SELECTION OF CONTRACTORS FOR ISSUE OF TENDERS
Name of Work---------------------------------------------------------------------------------------------------------------------
-------------------------------------------------------------------------------
CA No------------------------------------Last date of receipt of application-------------------
Estimate cost Rs---------------------Date of issue of tenders--------------------------------
Time allowed for completion------------------------------Date of receipt of tenders---------------------------------------
---------------
Sl Name Folio No Index Whether ITCC Work Value Remarks Order of
No and of file No standing valid load of by SE(QS Accaccepting
address containi and security upto Vale balance & C) oficer for
of ng catego furnished of of work (CE’s refusing/
contract applicati ry and bond contra in hand contracts) issuing
or (from on executed cts in (in or EE(QS tenders
applicati hand lakhs) & C)
on) (in (CWE’s
lakhs) contracts)
& AE(QS
& C) in
GE’s
tenders
1 2 3 4 5 6 7 8 9 10
44
Precis No 1725
Management Department.
SPECIFICATIONS AND SPECIAL CONDITIONS
Introduction
1. The main causes leading to disputes are faulty and ambiguous provisions in tender documents. The
correct drafting of Specifications and Special Conditions for inclusion in tender documents is, therefore,
of supreme importance. The following instructions, it is hoped, would help Surveyors in drafting correct
Specifications and Special Conditions.
Nature of Specifications
2. Specifications are written instruction which supplement the drawings. These describe the quality of
materials and workmanship desired by the department and serve as a standard for tenderers to quote.
This guide the time of the site in physical performance of the contract. Generally, the drawings
represent “what is to be done whereas, the specifications state “how” it is to be accomplished. The
specifications, being the written instructions, are given greater legal strength than the drawings. The
general conditions of contracts forming part of MES contracts stipulate that the particular specifications
shall take precedence over drawings in case of discrepancies. It is, therefore, imperative that the
combination of drawings and specifications should be define completely the physical, technical and
operating characteristics of the finished work, adopting a logical and systematic method, whereby
repetitions, omissions and conflicting statements are eliminated.
Essentials in Writing Specifications
3. The essential requirements of specification writing can be summed up as under:-
(a) Sufficient knowledge and understanding of the work, and the
materials and methods available to accomplish it.
(b) Sufficient though and expression in a manner readily understandable by those responsible for the
execution of the work.
4. The technique of specification writing depends on the application of a few basic principles of grammar,
word usage, subject matter, composition and punctuation Judged from the technical requirements
associated with building contracts, legal phraseology in specifications is not necessary if other contract
documents are properly prepared. Legal requirements of the contract are embodies in standard contract
forms and the General Conditions of Contracts (IAFW-2249).
Style
5. Specification should be written in short, concise sentences, in the simplest style possible. The style and
tense should be same throughout. Unfamiliar words, words having more than one meaning, and unusual
technical expressions should be avoided. All sentences should be complete, definite, and unambiguous.
Punctuation needs special attention because, lack of proper care in its use may completely change the
meaning of a sentence and misrepresent the intensions of the contract. Tabulations are often
advantageous in preference to lengthy descriptions and should be resorted to, where possible.
6. Instructions on the subject contained in paras 30 and 31 of the Contract Manual should be borne in
mind.
Precision
7. Difficulties and disputes frequently arise in the form of varying interpretations of the intention of the
specification writer on the use of words susceptible to more than one meaning. For this reason it is
necessary to use words in their exact meaning. The following is a list of typical words which are
frequently used incorrectly in specifications:-
(j) Any, all: “He shall make good any defects”, should read, “He shall make good all defects”.
(ii) Either, both: “Either side of the wall shall be plastered” should read, “Both sides of the wall
shall be plastered”.
(iii) And, or: ‘It shall be free from defects of workmanship and materials which would impair its
strength or durability”. Interchanging the two words in this sentence results in an entirely
different meaning. Use of “and/or” though common in legal documents is not desirable in
specifications because of lack of certainty.
(iv) Will, shall: Use ‘will’ in connection with the acts of the department and ‘shall’ with reference to
the contractor. This is not based on considerations of grammar but is a helpful and customary
distinction between the commitments of the Government and the obligations of the contractor.
Do not use apparent synonyms eg ‘must’ and ‘shall’, as different degrees of their mandatory
nature may be inferred. Adopt one or the other, and use it consistently.
(v) Amount, quantity: Amount should be used in connection with money and quantity when
referring to volume, number of objects, and the like.
(vi) Same: Use of the word ‘same’ as a pronoun is a poor style and should be avoided as in, “If
bracing is required the contractor shall furnish same at no additional cost”. Similarly, ‘said’
45
should not be used as an adjective, as in “said bracing shall be furnished at no additional cost”.
“It” can be used instead.
(vii) Refix, Renew, Replace: “Refix” or “replace” means use of the old materials and does not imply
new “Renew’ must be used if new material is required.
(viii) Etc: This expression is vague in meaning and should be avoided, if possible.
Subject Matter
8. The subject matter of the specifications should be confined to the information and directions necessary
for construction work and should be sufficient so that tenderers can price their work completely.
9. The specifications are intended to amplify, but not to repeat the information shown on drawings.
10. The specification writer should have definite reasons in mind for every requirement specified; but these
reasons or explanations should not be given in the specifications.
11. Cross references should be avoided but where inevitable, reference should not be made to paragraphs
numbers alone but also to its title and number and section under which it is to be found.
Balanced Composition
12. Requirements in the specifications should be commensurate with the size and importance of the work.
Careless application of broad standard requirement may result in refinement unnecessary for small size
works. Requirements and details in specifications have a direct influence on the character and
construction cost of the works. A satisfactory specification is one which contains a minimum of
requirements consistent with the results.
Definite requirements
13. the instructions in specifications should be in the manner of specific directions and not as suggestions or
explanations or in the alternatives.
14. Expressions, “reasonable, best quality, and the like” commonly observed in specifications should be
avoided. These have been the cause of many disputes because no fixed definitions could be assigned to
these terms. Similarly, the “or equal” expression used frequently in connection with specifications for
proprietary materials is indefinite.
15. The expression ‘as directed by the Engineer-in-Charge’, is also indefinite because contractor cannot
predict in advance what the Engineer-in-Charge will direct. Nevertheless, it may be necessary to specify
some items to the discretion of the Engineer-in-Charge such as shades of finishes or exact location
where contractor may dump excavated material. Care, in such cases, should be taken that the arbitrary
action of the Engineer-in-Charge does not involve a change in cost.
16. Inaccurate wording and vague clauses invariably result in increased construction cost because
contractors increase their offer to cover the possibility of arbitrary decisions during construction.
Accuracy
17. Information rendered in the specifications should be accurate and complete as the inaccuracy may lead
to claims for extras by the Contractor. Repetition is a common source of error and discrepancies in
specifications. A requirement should therefore, not be repeated after it has once been stated in the
specifications or in other documents forming part of the contract.
18. Errors also creep in from the use of symbols as “%” for percent, ‘-‘ for minus “+” for plus, etc. Writing
out the meaning of the term in full is advisable.
Practicability
19. Specifications should be practicable giving due regard to the limitations of materials and workmanship.
Standards of tolerance and finishes should be consistent with functional, architectural and structural
requirements of the completed work. Constructional requirements should conform to standard sizes and
patterns available in the market. Special sizes are expensive and require extra time for manufacture and
delivery. It is also important to visualize an article which is being specified lest on actual, execution it is
found completely out of proportion with the type of construction.
Conflicting requirement
20. Conflicting requirements may result from typographical errors, mistakes, lack of coordination between
the drawings and specifications and the like. Such faults can be obviated by thoroughly checking the
specifications before issue. Guide lines laid down in para 12 sub paras 1 to 9 of Part I of E-in-C’s
Works Pamphlet No 7 and the tradewise check list for drafting specifications given at Appendix ‘B’ of
the Contract manual should invariably be kept handy while drafting specifications.
Fairness
21. Although the first responsibility of the specification writer is to safeguard Governments interests but it
should not be done by imposing harsh and unfair conditions on the contractor. All available and
relevant information relating to any specific difficulty or hazard existing in connection with the work
should be furnished to the contractor.
46
Brevity
22. The provisions in specifications should be brief and to the point. Expressions such as ‘as indicated on
the drawings’. “in accordance with these specifications”, “to the satisfaction of the Engineer-in-Charge”,
in an approved manner, and “contractor would make good all defect” need not be repeated. It would be
preferable for brevity to provide a general clause or note once for all to allow for such requirements.
Consistency
23. The order of writing dimensions viz length, width and height and sizes by either, the ‘finished’ or
‘nominal’ sizes should be as laid down in the MES Schedule of Rates. There should, however, be
consistency in whatever form adopted over the entire specifications.
Clause Headings and Numbering
24. Clauses in specifications should have marginal headings to indicate their contents and preferably be
given sectional numbering e.g. 4.12 (clause 12 of section 4). If the set of specifications is extensive, it
will be desirable to provide an index to the specifications containing clause headings and clause
numbers.
Standardisation of Specifications
25. Standardisation of specifications by keeping spare sets to be attached to a number of similar contracts is
fraught with great risk of absurd provisions going into contracts. This practice should therefore, be
adopted only where it is to be restricted to a particular type of building based on the same drawings.
(E-in-C’s letter No 35289/Gen/E8 dated 24 Dec 75).
Decision on specifications
26. It should definitely be understood by all concerned that the decision on the specifications to be adopted
for a particular work is that of the Engineers (i.e E2 Plg) and the job of the Surveyor cadre is restricted
to presenting the specifications in the proper form and language/style suitable for contract
documentation.
Before embarking on the job of drafting specifications the Surveyor cadre personnel must go through the
relevant drawings, Technical Sanction and AE. Zonal Specifications prescribed by the Zonal/ Project
CE should also be kept in view.
General Specifications and Particular Specifications
27. Specifications contained in Part I of MES Standard Schedule of Rates SSR cater for all items of work
and different variations of each item of work likely to be encountered in the Works services. Though
the MES schedule forms part of contracts, all the items of work for which specifications are given in the
MES Schedule will not be relevant to a particular contract. For example the MES Schedule contains
complete and elaborate specifications for plastering using all different kinds of mortar and various
finishes that can be obtained in plaster work like smooth/ sand faced/ rough cast/ pebbledash etc. the
particular finish required and the proportion of mortar mix to be used in a particular work is required to
be stipulated in the contract. Specifications contained in the MES Standard Schedule of Rates Part I are
termed as ‘General Specifications’. The particular kind of materials/ workmanship (out of the various
alternatives in the MES Schedule) applicable for a work in question are stipulated in the ‘particular
Specification’ applicable for the contract in question. As all the detailed and elaborate specifications are
available in the ‘General Specifications’, the “Particular Specifications” are by their very nature, very
brief.
Samples of Materials
28, If ISI Specification is not made applicable due to non availability of materials as per IS the reason
should be kept on record. In that case, makes and brands conforming to IS Specifications, if available
should be selected, for listing and displaying samples as mentioned. Makes/brands not conforming to IS
will be listed, if neither certified brands nor brands conforming to IS Specifications are available and
reason recorded as mentioned above. In that case also, as far as possible, brands/ makes which are
closely conforming to IS Specifications should be selected for listing etc. Such lit shall be forwarded to
the E-in-C’s Branch. With regard to materials of local origin like bricks, sand, stone and the like, the
GE’s should display representative samples (duly sealed and signed to avoid tampering) to indicate the
quality/shape/grading etc as would be acceptable. Such samples before display should be got approved
by the CWE, and should be referred to in the tender documents. While approving and displaying
samples, it should be remembered that there is no point in having samples which are ideal and cannot be
procured in quantities that are required.
(Ref E-in-C’s Branch letter No 41000/E8 dt 28 Dec 82 and 25 Mar 1983)
ISI Specifications should not be laid down blindly. If materials/ workmanship laid down in standard
specifications are not practicable, acceptable; relaxations should be specifically and clearly laid down in
the tender documents.
(Ref E-in-C’s letter No 41000/E8 dt 28 Dec 82).
47
E-in-C’s Technical Instructions
29. Materials, workmanship, architectural norms, tests, acceptance criteria, methods for mix design, quality
control, and such aspects preferred for Defence Works Services are circulated by E-in-C’s Branch from
time to time in the form of ‘E-in-C’s Technical Instructions’. These can be suitably incorporated in
tenders by repeating the provisions in the Particular Specifications. Reference to E-in-C’s Technical
Instructions should not, however, be made in the Particular Specifications as the TIs are not available to
the coantractor and he is not concerned with them. When repeating provisions of E-in-C’s Tis, the type,
nature and importance of the job in question should be kept in mind to avoid specifying un-necessary
rigid and sophisticated requirements for comparatively simple work. Special attention should be paid to
the following Tis (in so far as these are applicable) when drafting specifications.
Year TI No Description
1968 4 Concreting in cold weather.
1968 5 Flush doors.
1968 6 Painting on new woodwork.
1968 8 use of wire glass.
1968 9 Metal nosing in treads of staircases.
1968 14 Rigid pavement construction in Airfield.
1968 17 Fan hooks in RCC roofs.
1968 21 Quality Control of cement concrete.
1968 22 Oxidation ponds for sewage treatment.
1968 25 Fence wire tightening device.
1968 29 laying of concrete in hot weather.
1969 6 Painting of acoustic boards.
1969 7 hard boards.
1969 16 Termite – proof construction.
1970 19 Specification for road bases.
1970 22 Specifications for permanent buildings.
1970 28 Rain Water pipes.
1970 32 Specifications for damp proofing of floors in high
water table regions.
1971 2 PVC Flooring.
1971 5 AC sheets Corrugated.
1971 10 Fully bonded concrete overlays.
1972 12 Specifications for floors of paddocks & around water
troughs.
1972 29 Fixing of heat absorbing glass.
1974 1 Specifications for concrete airfield pavements.
1974 4 Specifications for flexible airfield pavements.
1974 7 Compaction control for subgrade in airfield sub base
course.
1975 3 Testing and acceptance of quality concrete for airfield
pavements (SQS method).
1975 4 Concrete mix design for airfield pavements.
1975 5 Painting of CGI sheets for anti corrosion.
1976 1 Guide lines for design of flexible pavements for roads.
1977 2 Cements various types and uses.
1978 3 Polythylene cane for furniture.
1978 5 Safety aspects in construction works.
1979 1 Construction of masonry structures in seismic zones.
1979 2 Economy in construction cost nail jointed timber
trusses.
1980 1 Guidelines for choice of specifications for doors and
windows.
1983 2 Operation and Maintenance of waste stabilization
ponds
1983 5 Construction of overhead reservoirs.
1984 2 laying and jointing of cables.
1984 5 Sub grade airfield.
1984 6 Sub base course.
1984 7 Base courses.
1986 1 Miniature circuit breakers.
1986 3 Selection of light fittings for various types of
accommodation.
1986 5 Cracks in Bituminous overlay flexible pavements.
48
Instructions on Temporary Specification for double /triple storey construction are contained in E-in-
C’s letter No 61593/E2 Plg dated 28 Mar 74 which should be adhered to where required.
Special Conditions
30. Each part of tender/ contract document, e.g. Schedule ‘A’ to ‘D’, General Conditions of Contracts,
Particular specifications etc have a specific purpose. Some type of stipulations like restrictions to be
imposed, information to be given to tenderers, facilities to be afforded to contractor, issue of electrical
energy, mobilization advance, etc, peculiar to a job, but which do not find and appropriate place in other
parts of the tender documents are compiled and incorporated in the tender in the form of Special
conditions.
31. Standardisation of tender documents for building work (Married/OTM accn)
E-in-C’s Branch has framed standard tender for uniformity in drafting or tender provisions to ensure that
issue of tender is speedier and also the errors are minimized. Any modifications to the tender
necessitated to local conditions may be incorporated and same be informed to E-in-C. This has been
computersied on a word processor and computer output is available on a floopy (High Density) and
Zonal CE can obtain a copy from E-in-C’s Branch (Auth. E-in-C’s Branch letter No 98289/Ten/E8 dt
30 Jul 93)
49
Precis No 1726
Management Department
RECEIPT AND ACCEPTANCE OF TENDERS
Introduction
1. Having considered the points to be observed in the preparation/issue of tender documents the next
important stage is the consideration of the points to be observed before accepting a tender.
Receiving Tenders
2. Procedure of receiving, opening and scheduling of tenders is given in Appendix ‘A’ of this Precis. In
the comparative statement of tender (IAFW-1810), in addition to the information required as in the
printed form, the number of eligible contractors who applied for the tender, number of applications
rejected, number of additional contractors selected for issue of tender forms are also to be given. Entries
against rates of present contract’ are to be filled in only in case of term and running contracts. For other
contracts it should be filled in as ‘NA’.
Income Tax Clearance Certificates
3. Cases occur where contractors are issued with tenders on the understanding that they will have to
produce fresh/valid income tax clearance certificate sufficiently in advance of the due date for receipt of
tenders. In such cases if the valid ITCC is not produced by the contractors in time they should be
instructed that the tender papers issued to them have been withdrawn. If the defaulting contractor has
neither produced the valid ITCC nor returned the blank tender papers the tender opening officer should
be instructed NOT to open and record the particular contractors tender, and such tender, if received
should be returned to the defaulting contractor for detaching the Schedule ‘A’ / General Summary and
returning back the remaining tender papers and drawings.
Limits of Powers of Officers
4. Government officers can act properly for government only as government agents and not as principals.
The limits imposed on the powers of MES officers for entering into contracts, according technical
sanction and for signing any particular kind of deed or instrument are laid down in MES Regs Table ‘B’
and Appendix ‘M’ Officers must be extremely careful not to exceed the limits of authority delegated to
them. If the government declines to ratify an officers act exceeding the authority vested in him he may
be held personally responsible.
The principles to be borne in mind by all officers therefore include the following:-
(a) is the proposed contract of a kind which the officer is authorized to enter into?
(b) Is it within his competence in amount?.
(c) Does the contractor clearly understand, and do the instruments of contract clearly express, that
the agreement is entered into by him with the government and not with the individual officer
concerned?
5. Each GE under whom any work is being carried out through contract has to register himself as the
Principal Employer under Contract Labour Regulations and Abolition Act, 1970.
(Auth: E-in-C’s Branch letter No 39055/IA/E8 dt 11 May 73 and dated 06 Nov 73).
6. Normal powers of Engineer Officers to accept contracts are as under. (Refer Table ‘B’ of MES Regs
and para 428, 746, 934).
Engineer-in-Chief - Full powers
Chief Engineer - Full powers
CWE - Rs 50 lakhs
GE - Rs 15 lakhs
AEE in charge of Indep Sub Div - RS 2.5 lakhs
SDO, AEE/AE - Rs 50,000
Scrutiny and Acceptance of Tender
7. Following points should be watched during the scrutiny of tenders:-
(a) See Whether the tenders have submitted all the tender documents and drawings sent to them duly
signed. This is necessary to ensure that amendments, if any, forwarded after issue of tender
documents are also taken into account by the tenderers.
(b) See whether any correction in the rates/amount quoted by the tenderers are authenticated or not
by the proper person holding a valid power of attorney.
(c) Check up the power of attorney of the signatory to the tender documents. Also ensure that it
includes a clause for binding all the partners of the firm to “arbitration clause” included in the
tender.
(f) See whether any tenderer has stipulated his own conditions. If so, study its implications. A
conditional tender is normally not to be accepted, unless the tenderer agrees to withdraw the
stipulation.
50
(g) Carry out arithmetical check in respect of all the tenders received to ascertain the correct amount
of the tender. If any discrepancies or errors are found, these should be dealt with in accordance
with the provisions laid down in condition 6-A of General Conditions of Contracts (IAFW-
2249). In the letter of acceptance it shall be made clear what specific action has been taken to
rectify the discrepancy/ error and the adjustment thereof.
(h) Analysis of Tender
Lumpsum Contracts
Work out the value of the work at market rates, after taking into consideration a margin of 17½%
for overheads establishment charges and profit of the tenderer. Compare the amount thus
worked out with the lowest tendered amount to judge its reasonableness (Appendix ‘H’ to
Contract manual 74).
Item Rate Contracts
Work out the market rate of each item and compare these with the rates quoted by the lowest
tenderer to judge the reasonableness of his quotation.
Term/ Percentage Rate Contracts
See whether the percentage quoted by the lowest tenderer is near about the prevailing percentage
in that area.
(i) Freak Rates (Refer Appendix ‘G’ to Contract Manual 74)
(i) A freak rate is one which exceeds or falls below the estimated reasonable rate, by more
than 50%. See that the tender considered for acceptance does not contain any freak rates.
The Accepting Officers should satisfy themselves with a proper market analysis that
tender selected for acceptance is not only high but the rates quoted are workable also.
Lowest but unworkable tender can be rejected and higher tender which is the lowest
workable one can be accepted. While deciding to accept a tender other than the lowest
one para 426 of RMES should be complied with and CDA’s advice should be obtained.
Immediately after acceptance of tender; a report should be rendered to the next higher
Engineer Authority along with a copy of CDAs Advice and full analysis of tender at
Market Rates which shall be kept on record with the letter.
(E-in-C’s Branch letter No 33416/E8 dt 23 Feb 89, Policy letter No 8/89/E8 refers).
(ii) the procedure for dealing with tenders in which freak rates are noticed during scrutiny at
pre acceptance stage is detailed in the following paragraphs:-
(1) On receipt of tenders all errors which can be corrected in accordance with
conditions of contract shall be so corrected (Refer para 7(e) above).
(2) After all tenders have been so corrected, the lowest bonafide and acceptable
tender shall be examined to see if there are any freak rates in it.
(3) Any upward revision of freak rates shall not be allowed in any case.
(4) In respect of freak rates requiring downward revision, such communication will
be addressed only to the lowest tenderer.
(5) The tenderer shall be informed that the tender amount quoted by him shall be
corrected on the basis of the revised rates that may be offered by him.
(6) On receipt of the revised rates, the tender will be corrected on the bais of the
revised rates, if found acceptable.
(7) In case the tender does not agree to correct some or all of the freak rates referred
to him or the revised rates quoted by him are not considered reasonable and the
tender is otherwise still the most acceptable, the Accepting Officer will decide
whether to accept or reject the tender.
(8) Where the lowest acceptable tender after carrying out steps (1) to (7) above, still
contains any freak rate, the Accepting Officer shall again verify that in respect
of items for which the rates are freak, the quantities mentioned in the tender
documents on the basis of known facts are reasonably estimated.
(9) Where the rates quoted are freakishly low, the Accepting Officer will check that
the quantities indicated in the tender are not substantially over estimated.
Similarly where the rates quoted are freakishly high, the Accepting Officer will
check that the quantities are not substantially under estimated.
(10) Where reverification of the quantities in respect of freak rates (both low and
high) reveals substantial variations, the Accepting Officer will normally resort
to retendering.
(11) Whenever a tender contains freakishly low rates, the Accepting Officer will
have to take a decision as to whether the overall tendered cost of the work is so
51
low as is likely to jeopardize the execution of the work. In case he considers
that the overall tendered cost of the work is so low as to be beyond the capacity
of the contractor and is likely to jeopardize the execution of the work, he will
consult the CDA on the question whether the contract be awarded to that
contractor or to the next lowest tenderer or whether there should be retendering.
The Accepting Officer will, however, make a positive recommendation to the
CDA and, after obtaining the advice of the CDA, take such final decision as
considered appropriate.
(12) If in spite of the revision referred to above, some freakishly high/low rates
unavoidable in the tender finally accepted, the Accepting Officer will ensure
that any increase/ decrease in quantities by way of deviation is kept to the
minimum. A list of such freak rates shall be supplied by the Accepting Officer
to the GE, CWE and the CDA to watch this aspect.
(13) Where it is found inescapably necessary to increase quantities beyond 5% of the
estimated quantities as included in the contract, in case of rates considered
freakishly high or to decrease the quantities beyond 5% of the estimated
quantities as included in the contract for items for which rates are freakishly
low, such deviations shall have the prior approval of the engineer authority next
higher to the Accepting Officer of the contract.
(14) Normally no change in specification should be permitted in respect of items for
which the rates tendered were freakish. If the change is however inescapable
sanction of the engineer authority next higher to the Accepting Officer of the
contract would be necessary.
(15) Where the lowest tender is rejected on the grounds of being so low as to be
unworkable, the fact should be intimated to the enlisting authority to enable him
to consider the question of administrative action to be taken against the
contractor.
(iii) It will be seen from the above that any corrections to freak rates have to be made before
acceptance of the tenders and not afterwards.
(iv) Any reference to tenderers for the purpose of obtaining clarifications in respect of freak
rates shall not be considered as negotiation.
(h) Ring Tendering
When contractors to whom tenders are issued submit their quotations in consultation with each
other in such a way that even the lowest tendered amount is far above the reasonable and
acceptable amount their action is termed as ring tendering.
If the tenders received are all high and a ring is suspected it will be necessary to reinvite the
tenders by adding to the original list a few selected outside contractors. Whenever tenders are
re-invited, a remark is made on the reverse of the comparative statement of the tender (IAFW-
1810) by the Accepting Officer stating the reasons for not accepting the tender and this will be
forwarded to CDA along with the acceptance letter of the reinvited tender.
(j) Ensure that the amount of tender is within the power of acceptance of the Accepting Officer.
Also ensure that the work is technically sanctioned and that the amount of tender is within the
amount of the Administrative Approval. Savings on the items of the same project can be utilized
towards excess amount on any other item. If the amount over AA is within 10% of the amount
of AA revised AA is not necessary.
(k) Normally the lowest tender is accepted. It has been decided by Government that no negotiations
with tenderers should be permitted. Prior permission of Ministry of Defence should be obtained
for negotiations. However, following are the exceptions to this condition:-
(i) Reference made to tenderers for clarification of errors or discrepancies noticed during the
scrutiny of tenders is not considered as ‘negotiations’. Occasions for such references
should, however, be very rare of low of condition 6-A of IAFW-2249. (Refer para 7(c)
above).
(ii) Contracts on single tender basis.
(iii) In the case of tenders invited from specialist firms on the basis of their own design, any
reference to such firms for obtaining clarifications of their tenders or about any
stipulations made by them (which may be contrary to the standard conditions) is not to be
treated as negotiations.
(l) In case of tenderers borne on MES approved list but who have not executed the standing security
bond and not lodged the standing security deposit as well as tenderers not borne on MES
approved list, ensure that they have submitted the requisite earnest money along with their
52
tender, otherwise their tender is to be considered as a ‘non bonafide tender’ and is not to be
considered for acceptance.
(m) A revised quotation submitted after opening of tenders is not to be treated as a competitive tender
as, such a practice vitiates the sanctity of tendering.
(n) If the successful tenderer is not borne on the MES approved list of contractors, he should be
provisionally enlisted before acceptance of his tender. Ensure that there is nothing against the
contractor whose tender is being accepted.
(o) See whether security deposit or additional security deposit is to be recovered from the
contractors
(p) See if there is a wide divergence of prices between the tenderers who had quoted. Anything
unusual should be gone into. When checking the Schedule ‘A’, ‘B’ and ‘C’ ensure that the units
are entered properly. Non observance of this simple point has produced disastrous effects in
some past cases.
(q) See that the contractor has signed at all the various places, dated them and also witnessed.
Witness’s address is essential to enable the Department to locate the witness when necessity
arises.
(r) Check that the comparative statement of tenders has been prepared correctly.
(s) Ensure that acceptance of tender is done within the period of validity of the tender, and that the
acceptance letter is also dispatched by registered AD post within the period of validity of the
tender.
8. (a) The following information should be placed in front of the Accepting
Officer before a tender is accepted:-
(i) Admin Approval – the amount included in Admin Approval for the work included in the
contract.
(iii) Technical Sanction.
(iv) Whether or not the site can be handed over.
(v) Stores position.
(vi) The estimate for the particular work.
(vii) Details as to whether the tender is reasonable or not . (Refer para 7(f) above.
(viii) Comparative statement.
(ix) Is the tender a conditional one?
(x) The tender document.
(b) The letter communicating acceptance of a tender by the Accepting Officer shall be issued on the
lines given in Appendix ‘B-1’
Copies of acceptance letter are to be endorsed to Regional Labour Commissioner (Central) and
Local Employment Exchange to facilitate inspection of contractor’s establishment by the officers
of the Central Industrial Relations Machinery and in obtaining employment statistics from
contractors engaged in construction work.
(Auth: E-in-C’s Branch letter No 35118/4/D8 dt 19 Sep 67).
(c) Other points which are to be brought to the notice of the contractor along with the acceptance of
tender should be communicated to him through a separate letter on the lines given in Appendix
‘B-2.
(Refer E-in-C’s letter No 33416/A/E8 dated 27 May 76).
9. Tie Between the Lowest Tenders
If two contractors have quoted the same figure and if they happen to be the lowest the Accepting Officer
can exercise his discretion and accept the tender of the contractor who is reputed to be the better of the
two. If however, the Accepting Officer thinks it is hard to choose between the two lowest (and only
where he feels that either one or both the contractors concerned when appraised of the ties would re-
quote in competition a slightly reduced figure), he may send for the tenderers and after explaining them
that their tenders are at the same level, ask them to re-quote on the spot confidentially. Care shall be
exercised that the contractors are NOT allowed to consult each other.
10. Retendering
Retendering must not be resorted to as a matter of routine. Whenever a lowest tender received is
considered unreasonable or high, the reasons for high tenders should be ascertained from tenderers and
fully examined before deciding to re-tender for the work. Before retendering it must further be ensured
that suitable modifications as may be considered necessary are made in the design and the period of
completion. Whenever possible, tenders may be issued to additional contractors to stimulate
completion.
Auth: E-in-C’s letter No 33416/E8 of 6 May 70 and E-in-C’s letter No 33416/E8 of 6 Jul 70).
11. Distribution of Copies of Contracts
53
The original contract deed is sent to the CDA for record. It should be ensured that until the same is sent
to CDA it is properly safeguarded under lock and key. An identical copy is furnished to the contractor
and another identical copy is kept with the Accepting Officer. Certified true copies are supplied to the
CWE, GE, SDO and the GE’s UA, the last named getting his copy through the CDA who further
certifies it as a true copy. The authority (power of attorney received along with the tender) of the
contractor’s agent, who has signed the contract documents should be verified. It is advisable that the
same person who has signed the original tender also signs the various schedules, drawings and the
identical copies. Dispatch of contract documents to CsDA shall be done within the periods mentioned
below:-
Contracts Accepted by From the date of acceptance
(a) CE Normal Contracts 4 weeks Specialist Contracts 10 weeks
(b) CWE (i) 3 weeks in case of contracts (i) 4 weeks in case of contracts
for which time of completion for which time of completion is
is less than two months. Less than two months.
(ii) 4 weeks for other contracts (ii) 8 weeks for other contracts.
(c) GE 4 weeks 8 weeks
(Refer E-in-C’s letter No 33416/E8 dt 27 May 76)
When forwarding original contract document from one office to another, it should invariably be sent
separately under a sealed envelope by Insured Registered AD post, and the acknowledgement receipt
watched for and duly recorded. Original contract documents should never be combined with other Dak
while dispatching to another office.
(Refer E-in-C”s letter No 33416/E8 dt 20 Feb 82).
Before sending original contract deeds to the CDA, it is advisable, as a precautionary measure, to obtain
a photo copy of the pages on which the contractor has quoted his rates/percentages/amounts etc, in the
Schedule ‘A’/General Summary and keep these identified and properly filed in a confidential folder
under lock and key with the Accepting Officer.
12. Attach a normal size sheet as an index as the first page of the contract documents which clearly lists out
the documents forming part of the contract and which is also signed by both parties.
13. All rejected tenders are to be retained together in a safe place as they are required for audit purposes.
(See Appendix ‘H’ to MES Standing Orders)
14. Return of Blank Tender Documents
Enlisted contractors are penalized for non return of blank tenders within two months from the date of
receipt of tenders. While in case of unenlisted contractors of failure to return blank tender further action
by the Department may affect further issue of tenders. (Authy : E-in-C’s Branch letter No 33416/E8
dated 10 Jul 91).
15. Single Tender Contracts
Whenever tenders are accepted dispensing with the normal laid down procedure of competitive
tendering, they are known as ‘single tenders’. Single tenders as defined above may be accepted in
exceptional circumstances such as operational works or when extreme urgency of work is involved
where normal competitive tendering cannot be resorted to or in the case of specialist jobs where there
are only one or two contractors who can carry out the job in question.
16. Ordering additional work beyond permissible deviation limits amounts to a single tender contact and a
report is necessary in this case also.
(Refer E-in-C’s letter No 33416/9/E8 dated 10 Nov 67).
17. Powers of Engineers to accept Single Tenders are:-
Engineer-in-Chief- Rs. 60/125* lakhs
Chief Engineer Rs 25/125* lakhs
CWE Rs. 6.0 lakhs
Garrison Engineer Rs. 0.25 lakhs
Engineer-in-Chief to exercise his powers in consultation with FA. Chief Engineer will exercise powers
exceeding Rs 10 lakh with the prior approval of E-in-C and FA. CE, CWE and GE will exercise their
powers in consultation with CDA except where for reasons of urgency (to be recorded ) it is not
considered possible to do so.
*For proprietary items only
(Refer para 342 of MES Regulations)
54
18. A report to the next higher Engineer Officer is to be made giving the complete details; copy of which shall
be forwarded to CDA. The following is the usual information required to be given in a single tender
report:-
(a) Priority.
(b) Name of work.
(c) General description of work and type of construction.
(d) Contract number and year.
(e) Date of contract.
(f) Contractors name and reasons for his selection.
(g) CWE’s area/ GE’s division.
(h) Estimated cost of the work at par with MES Schedule, and the percentage over MES schedule in
respect of similar comparable contracts in the locality (or the nearest locality in the case of New
Locality) or division accepted as a result of competition/ *(Name of work, contract number etc,
to be stated).
(i) Amount of contract.
(j) Level of accepted price/rates (i.e approximate percentage above/below SSR).
(k) Period allowed for completion.
(l) Reasons/ circumstances for dispensing with competition (also state whether any efforts were
made to invite competitive tenders and result thereof).
(m) Method employed for determining the reasonableness of rate accepted.
(n) Other remarks, if any.
(Authority: E-in-C’s letter No 16799/GEN/E8 of 5 Jan 73)
19. Competitive Tenders with Single Valid Tender
If only one tenderer quotes out of many issued or if only one is considered valid, the tender so received
can be accepted by the Appropriate Authority (MES Regulations, Table B, I*tem 2(a), after considering
the reasonableness of the tender and after ruling out the feasibility of re-tendering with an enlarged/altered
list of contractors to obtain better results. Report has then to be submitted to the next higher engineer
authority. Particulars of contracts so accepted are to be attached to the monthly return of contracts
accepted.
20. Amendments to Accepted Contracts.
Accepting Officers can amend contracts provided:-
(a) The amended contract amount is within their powers.
(b) It does not involve enhancing the contract rates originally quoted by the contractor.
(c) The contractor has not signed the final bill in the case of LS and measurement contracts.
(d) The amendment is signed by both the parties during the currency of the contract in the case of
term or running contracts.
An amendment is a subsidiary contract and required to be agreed to by both the parties. Amendment to
contracts are made whenever the scope of the original contract is required to be changed.
There is a basic difference between amendments to accepted contracts and amendments to tender
documents issued before receipt of tenders. Amendments to accepted contracts require the consent and
agreement of the contractor, whereas amendments or corrections to tender documents issued before the
receipt of tenders by the Accepting Officer do not require the consent of the tenderers.
21. It the provisions listed in para 20 above are not satisfied sanction of the next higher Engineer Authority
is obtained. A specimen amendment is shown in Appendix ‘C’ of this précis.
(See para No 440 of MES Regs)
22. Sub Contract
Specialist jobs such as provision of lifts, air conditioning etc., in connection with a building work can be
carried out in any of the following ways:-
(a) by means of a contract between the Govt and the Specialist Contractor. The disadvantage in this
method is the possible lack of co-operation between the building and specialist contractors with
the result that a good finish to the building is not achieved.
(b) By including the specialist job in the main contract for the building. If the general contractor
thinks that he will have to employ a specialist for this work he will do so; and further he is
responsible to observe the local bye-laws etc. The disadvantage in this method is that MES does
not get a competitive tender for the specialist portion of the work as the general contractor
usually does not have sufficient expertise in the specialist job.
55
(c) By a sub contract between the general contractor and the specialist contractor (known as sub
contractor). Prime Cost sum to indicate an approximate vale of specialist job is provided in the
contract. The general contractor is required to quote a percentage or a lump sum for supervision,
attendance, profit, etc for the specialist job.
The lump sum value of the tender submitted by the general contractor includes the PC sum and
the percentage quoted by him. Quotations for the specialist job are invited by the MES from
Specialist Contractors and the lowest is nominated to the main contractor for acceptance. The
general contractor can also be asked to submit his quotation for the specialist work along with
others.
23. Should the general contractor have any objection to placing a contract with the nominated sub
contractor, his objection should be given due consideration. He should not be advised before hand of
the list of firms from whom you propose to invite quotations, as by departmental procedure such a list is
treated as confidential. There is also no need to advise the successful sub contractor that his quotation is
being passed on to the general contractor thereby avoiding embarrassment should the general contractor
object to your nominee.
24. It should be clear from the above that the Govt has no contract with the sub contractor. All Govt
dealings eg payment, issue of orders etc must be with the main contractor.
25. Near relatives of Officers working as Contractors
(a) Civilian Officers of the MES of the rank of SE/SE(QS & C)/SBSO and below and commissioned
officers of the Corps of Engineers of the rank of Lt Col and below serving in ‘Works’
appointment should declare if any of their near relatives are working as contractors in the MES
or as Director, Senior Executive or employee with companies taking up contracts. Such
contractors or firms should not be permitted to tender for works which his ‘near relative’ will
deal or with which he may be connected. If on transfer from one place to another an officer finds
that his ‘near relative’ is concerned with any work which he may have to deal, he should
immediately report the matter to his next higher Engineer Officer for deciding further course of
action.
(b) In the case of gazetted civilian officers employed in the MES other than those mentioned in para
25 (a) above and commissioned officers of the Corps of Engineers serving in ‘works’
appointments other than those mentioned in para 25 (a) above, no officer should deal with the
case of a contractor who is his ‘near relative’ or with a firm where the near relative may be
working as a Director, Senior Executive or as an employee. When alternative arrangements are
not possible for processing the case further the fact that the officer is dealing with a matter in
which his ‘near relative’ is concerned should be brought to the notice of the next higher Engineer
Officer before taking any decision on the file.
© Similarly every contractor and firm wishing to be registered as an approved contractor should
submit a list of those persons who are working with him/it in any capacity and who are ‘near
relative’ of any gazetted civilian officer employed in the MES or of any commissioned officer of
the Corps of Engineers or of any gazetted officer of the Ministry of Defence. The
contractor/firm should be informed that he/it is not entitled to tender for any work which the
‘near relative’ will deal with, and that disregard of his provision may be considered sufficient to
debar him/it from registration or to remove him/it from an approved list.
‘Near relative’ means wife, husband, parents, children, brother, sister, brother/sister-in-laws,
son/daughters-in-law, first cousin and father/mother-in-law,
The contractor/firm should also intimate names of such persons if they are subsequently
employed by them.
Auth : E-in-C’s letter No 33416/E8 dt 30-9-70/12-10-70.
56
Appendix ‘A’
(Precis No 1726)
(Refer para 2)
RECEIVING AND OPENING OF TENDERS
Appendix ‘A’ to E-in-C’s Branch letter No 33416/E8 dt 27/10/1980
1.0 Receipt of Tenders
1.1 It is desirable to fix the time of receipt of tenders taking into consideration the normal time of delivery
of registered post at the station and at the same time ensuring that adequate time is available for opening
and scheduling of the tenders received.
1.2 The Administrative Officer/ Office Superintendent shall examine the tender box to ensure that it is
suitable in all respects for receiving tenders (slot with flap shutter, opening, locking arrangements etc),
indicate on the box the name of the work(s) for which tenders have been invited and the due date and
time fixed for receipt of tenders, lock up the tender box, seal the lock and keep the box in a safe place
accessible to tenderers for depositing their tenders. The keys of the tender box shall thereafter be held
by the Accepting Officer or by any other gazzetted officer authorized by him. The Administrative
Officer/ Office Superintendent shall, through frequent inspections, ensure that the lock of the tender box
is not tampered with.
1.3.1 Tenders received by post shall be signed by the Administrative Officer/ Office Superintendent on the
envelope stating the date and time of receipt and thereafter deposited in the tender box.
1.3.2 If a tender is accompanied by bulky drawings in a separate envelope/packet and if the latter cannot go
into the tender box the Administrative Officer/ Office Superintendent shall endorse and sign on the
envelope containing the tender which is deposited in the tender box, as under:-
‘One envelope/ packet said to contain drawings received by me for delivery to
SE(QS&C)/EE(QS&C)/AEE(QS&C)/GE.
1.3.3 The endorsement may be modified to accord with actual facts. The Administrative Officer/Office
Superintendent shall deliver the envelope/packet containing drawings to the
SE(QS&C)/EE(QS&C)/AEE(QS&C)/GE concerned as soon as possible. He will ensure that the
envelope/packet containing drawings is so marked that it can be linked with the tender submitted by the
tenderer.
1.4 If for any reason, such as for insertion of bulky tenders (whether received by post or brought by hand) it
is necessary to open the tender box before the appointed time for receipt of tenders, this should be done
only by the Accepting Officer or by the gazetted officer authorized by him for holding the key of tender
box and in the presence of another gazetted officer. An entry to this effect shall be made in the register
of tenders under the signatures of both officers.
1.5 If tender is brought personally by a tenderer or by his representative he should be directed to deposit the
same himself in the tender box.
1.6 Sufficiently in advance of the date and time fixed for receipt of tenders, the Accepting Officer shall
detail two officers (here-in-after referred to as ‘the Tender Opening Officers) to open and schedule
tenders and shall inform them and the Administrative Officer/ Office Superintendent, of the date and
time fixed for receipt of tenders.
1.7 Receipt of tenders for more than one work on the same day, will, as far as possible, be avoided. When
this cannot be avoided, it is advisable to appoint the same officers for opening of all tenders due on the
same day.
1.8 Immediately on expiry of the time fixed for receipt of tenders, the Administrative Officer/ Office
Superintendent shall close the slot in the tender box. After locking the flap, the lock shall be sealed and
the keys of both the tender box and flap shall be handed over to the Accepting Officer or to the gazetted
officer authorized by him for the purpose.
1.9 The Administrative Officer/ Office Superintendent shall render a certificate to the Tender Opening
Officers to the effect that all tenders/ received by post, prior to the time fixed for receipt of tenders have
been lodged in the tender box.
2.0 Opening and Scheduling of Tenders.
2.1 On the date fixed for opening of tenders, but prior to the time fixed for receiving them, the
SE(QS&C)/EE(QS&C)/AEE(QS&C)/GE concerned shall hand over to the Tender Opening Officers, the
form of comparative statement of tenders, in triplicate (with the requisite details duly completed), the
register of tenders for recording names of tenderers present at the time of opening of tenders and a copy
of the instructions on ‘Receiving and Opening of Tenders’. If any special points with respect of the
particular tenders are to be brought to the notice of the Tender Opening Officers a ‘Note’ covering the
57
said points shall also be made out by the SE(QS&C)/EE(QS&C)/AEE(QS&C)/GE and handed over to
the Tender Opening Officers.
2.2 The Tender Opening Officers shall make themselves thoroughly conversant with the procedure for
opening and scheduling of tenders. At the time appointed for opening of tenders, the Tender Opening
Officers, having obtained the key of the tender box from the Accepting Officer or the gazetted officer
authorized by him for the purpose, shall open the tender box and extract the tenders. Before opening the
tender box, the Tender Opening Officers shall verify that seals put on the locks are intact. If not, the fact
must be immediately brought to the personal notice of the Accepting Officer for his instructions.
2.3 Tenders shall be opened at the time stipulated therefore, in the presence of such of the tenderers who
have submitted priced tenders and/or their representative who are present at the time of opening and
their signatures shall be got recorded by the Tender Opening Officers in the register of tenders.
Representatives signing on behalf of tenderers will be asked to indicate the name of the tenderers, whom
they represent.
2.4 It shall be made clear by the Tender Opening Officers to the tenderers or their representatives present at
the time of opening of tenders, that the amounts quoted by the tenderers as announced are subject to
check by the Govt in accordance with the General Conditions of Contracts.
2.5 The Tender Opening Officers shall scrutinize the tenders to ascertain whether they contain any
stipulations or conditions made by the tenderer. If there is any forwarding letter attached to any tender,
the same shall be initialed and dated by both the Tender Opening Officers and a mention regarding the
existence of such a forwarding letter made in the comparative statement of tenders.
2.6 The Tender Opening Officers shall read out for information of the tenderers or their representatives
present, the amounts and rates quoted in the various tenders as explained below:-
2.6.1 Lump sum contracts based on Bills of Quantities (IAFW-2159).
Lump sum amount quoted against each separate bill of the Bills of Quantities as well as the total Lump
sum quoted for the work as a whole.
2.6.2 Lump sum contracts based on pre priced Schedule ‘A’ (IAFW-2159)
The Lump sum amount quoted against each part of Schedule ‘A’ as well as the total Lump sum quoted
for the work as a whole.
2.6.3 Lump sum contracts based on Drawings and Specifications (IAFW-2159).
The lump sum amount quoted against each item of Schedule ‘A’ as well as the amount quoted for the
work as a whole.
2.6.4 Item Rate Contracts, Supply of furniture contracts etc (IAFsW-1779-A, 1815 ®)
The unit rates quoted (in words) against each item of Schedule ‘A’ and the total amount quoted for the
work as a whole.
2.6.5 Term contracts, Percentage Rate contracts, Handling and Conveyance of store contracts (IAFsW 1821,
1779, 2320)
The percentage quoted in words.
NOTE:
1. Applicable to paras 2.6.1 to 2.6.3
If a tender is based on a combination of any two or more of the types cited in paras 2.6.1, 2.6.2 and
2.6.3, the principle as explained in the said paras shall be followed for the corresponding part.
2. If against any item(s), the tenderer has failed to quote rates in words (having quoted rates only in
figures) the rate quoted in figures shall be read out – See also para 2.11.2 hereinafter.
2.7 If a revised offer of a tenderer, in a sealed or unsealed cover or in the form of an open letter has been
found placed in the tender box or if such an offer having been received by post has been found deposited
in the tender box by the Administrative Officer/Office Superintendent, the revised offer in that case shall
NOT be considered as ‘Late’ or ‘Non bonafide’ and the Tender Opening Officers shall take the revised
offer into consideration while scheduling the tenders and shall also make a mention of the revised offer
in the comparative statement of tenders.
2.8 In case any tenderer has failed to ‘Total’ the amount of his tender, the ‘Total’ shall be cast by the Tender
Opening Officers and the fact stated in the last column of the comparative statement of tenders and the
‘Total’ inserted therein and initialed. If the rate for any item in Schedule ‘A’ is missing, the Tender
Opening Officers shall announce the fact and shall also insert a remark to that effect (viz, “No rate
quoted”) in the relevant column in Schedule ‘A’. the remarks shall be initialed, and dated by the Tender
Opening Officers.
2.9 At the time of scheduling of tenders, the Tender Opening Officers shall initial and date at the following
places in respect of every tender:-
2.9.1 On every envelope in which the tender is received.
58
2.9.2 On the right hand top corner of the first page of the tender documents.
2.9.3 On each page of the tenderer’s tender forwarding letter, if any.
2.9.4 On each page containing the tenderers rates.
2.9.5 On each page of ‘General Summary’.
2.9.6 (i) Corrections, (ii) Over writings and (iii) writings to different hand writing or with different ink,
which are conspicuous and if appearing at isolated places.
NOTE:
1. the provisions of sub para 2.9.6 shall apply to (i) unit rates (in figures as well in words) quoted by
the tenderer, (ii) percentage quoted by the tender vide para 2.6.5 and (iii) entries made by the
tenderer in ‘General Summary’ pages.
2. Rates/percentages/entries in the General Summary which stand corrected or overwritten shall be
re-written in words by either of the two Tender Opening Officers to correspond to the
corrected/over written figures and initialed and dated by both the Tender Opening Officers.
2.9.7 Check any condition and stipulations/ note of any kind endorsed by the tenderer in Sch ‘A’ and General
summary, other than provided for in the tender and similarly and reduction, addition/rebate/extra in unit
rates, amount percentage or total in Sch ‘A’ and General Summary. All such condition/ stipulation,
note/ reduction/ addition / rebate/ extra shall be read out and shall be reflected in the Comparative
Statement of Tenders; these shall also be endorsed by opening officers at the closure of general
summary page saying “Stipulations found as ………………………” with their dated signatures/initials
and shall be specifically brought out to the notice of SE(QS&C)/EE(QS&C)/AEE(QS&C)/GE
concerned at the time of handing over documents.
2.10 The serial number of the tenderer as shown on the comparative statement of tenders shall be marked by
the Tender Opening Officers alongside their initials on the first page of the tender documents, on each
page of Schedule ‘A’ containing the tenderers rates, tenderer’s tender forwarding letter, if any,
mentioned in para 2.5 above and also on the envelope in which the tenders are received.
2.11.1 The Tender Opening Officers shall scrutinize the various unit rates quoted by the tenderers in Schedule
‘A; both in figures and in words to ensure that they tally. If any discrepancy is noticed the fact shall be
recorded on the relevant page of Schedule ‘A’ against the corresponding item and initialled and dated by
the Tender Opening Officers. An entry to this effect shall also be made in the register of tenders under
the signatures of the Tender Opening Officers.
2.11.2 At places in Schedule ‘A’ where rate(s) is/are quoted by the tenderers only in figures and not in words,
the Tender Opening Officers shall announce the fact and the corresponding rate(s) in words shall be
inserted by either of the two Tender Opening Officers under the dated initials by both of them.
2.12 Extension and totaling need not be checked by the Tender Opening Officers.
2.13.1 All tenders shall be scheduled in the comparative statement of tenders, conditional tenders being
described as such in the last column of the comparative statement of tenders.
2.13.2 If a blank tender has been received, the words, ‘Blank Tender’ shall be written on the first page of the
tender documents and initialed by the Tender Opening Officers Similarly the words ‘Blank Tender’ shall
be written in the relevant column of the comparative statement of tenders against the name of tenderer
concerned. If no tender is received, the words ‘No tender’ shall be written in the comparative statement
of tenders against the name of the tenderer concerned to whom a tender was issued.
2.13.3 For the purpose of arriving at the number of tenders, to be filled in the certificate at the bottom of the
comparative statement of tenders, a blank tender shall reckon as a tender received.
2.14 The comparative statement of tenders shall be completed by the Tender Opening Officers, in triplicate,
including signing of the certificate at the bottom of the comparative statement of tenders. The
Certificate in the comparative statement of tenders shall state the facts of each case correctly and the
certificate as printed on the form may be amended as necessary, to accord with the facts.
2.15 After complying with the aforesaid instructions, all the documents received (including envelopes) shall
be handed over by the Tender Opening Officers to the SE(QS&C)/EE(QS&C)/AEE(QS&C)/GE
concerned, along with the register of tenders.
2.16 The tender opening officers shall also endorse a certificate in register of tenders on the following lines:-
“It is certified that the Instructions on Receiving and opening of Tenders as contained in E-in-C’s
Branch letter No 33416/E8 dt 27 Oct 80, para 2.2 to 2.14 as amended vide letter of even No dated 29
Dec 92 have been complied with by us;
(i) ………(Sd/-)………………. 1. Tender Opening Officer
(ii) ………(Date)………………. 2. Tender Opening Officer
(Date)
59
3.0 The SE(QS&C)/EE(QS&C)/AEE(QS&C)/GE concerned shall immediately on receiving the documents
referred to in para 2.15 scrutinise the documents in the presence of Tender Opening Officers and satisfy
himself that the Tender Opening Officers have complied with the requirements as mentioned in their
certificate given in para 2.16. All condition/ stipulation/note/ reduction/addition/rebate/extra inserted by
the tenderer shall be initialed by him in the presence of the Opening Officers. The
SE(QS&C)/EE(QS&C)/AEE(QS&C)/GE shall thereafter endorse a certificate in the Register of Tenders
that he has verified the documents and found them to be in order.
(Note: The Register of Tenders being an important document shall be kept in the safe custody).
4.0 Tenders shall be treated as ‘SECRET’ documents till the issue or acceptance letter.
5.0 If for any exceptional reason (such cases should be very rare) after having complied with the provisions
of para 1.8, there is not enough time to open the tenders and schedule them in the comparative statement
of tenders, the tender box, instead of being opened at the appointed time shall be kept under safe
custody. The fact that tenders received were not opened on the appointed date/time shall be brought to
the notice of the Accepting Officer and his orders (stating the facts as well as the revised date/time for
opening of tenders) obtained and recorded in the register of tenders. Similarly, if due to unforeseen
circumstances the date fixed for opening of tenders is declared as a holiday at short notice, action as per
the provisions of para 1.8 shall be taken and the tender box kept in safe custody.
6.0 Receiving and Disposal of Late Tenders.
6.1 ‘Late Tenders’ are those tenders about which the Accepting Officer is satisfied that they were dispatched
before the time fixed by their receipt and which should normally have reached in time but were in fact
received after the due appointed time for receipt of tenders.
6.2 An endorsement shall be made on the envelope of a late tender by the Administrative Officers/ Office
Superintendent, who received the tender to the effect that the tender was received late, giving the date
and time of receipt of the tender. “Late tenders” shall be opened by the Tender Opening Officers or by
any two officers deputed by the Accepting Officer and shall be scheduled in a separate register
maintained for the purpose, in the same manner as laid down for tenders received in time (but not
necessarily in the presence of the tenderers). The envelope shall be carefully preserved.
6.3 ‘Late Tenders’ shall on no account be considered for acceptance but may be taken into consideration by
the Accepting Officer for deciding on the desirability of retendering.
6.4 Any tender received after the time fixed for receipt of tenders and about which the Accepting Officer is
not satisfied that it was dispatched in time so as to reach before the time fixed for receipt of tenders,
shall be returned to the tender unopened with a request, that the relevant pages containing rates quoted
by the tenderer may be detached and the remaining portion of the tender documents returned for record.
6.5
Note: For Specialist Works, the instructions for receiving and opening of tenders, here-in-before contained,
shall be followed except for the modifications detailed in E-in-C’s Branch letter No 16799/GEN/E8 dated 6 Feb
79)
60
Appendix ‘B-1’
(Precis No 1726)
(Refer para 8(b))
FORM OF ACCEPTANCE LETTER
Telephone REGISTERED ACK DUE
8137………………./E8………. Office of the……………..
……………………………..
Dated
Shri/S’Shri…………………………….
………………………………………….
CONSTRUCTION OF ………………….AT………………….AS DETAILED IN THE TENDER ENQUIRY
NUMBER…………………………DATED……………….
Dear Sir(s),
1. Reference:-
(a) Your tender for the above work dated………………
(b) Your letter No………………………………………….
(c) This office letter No……………………………………
(d) Your letter No…………………………………………..
2. On behalf of the President of India, I hereby accept your tender as amended subsequently vide letters
under reference for the work mentioned above for a lump sum of
Rs………………….(Rupees…………………………….)
OR
On behalf of the President of India, I hereby accept your tender as amended subsequently vide letters under
reference for the work mentioned above, at the item rates contained there in for the sum of
Rs…………….(Rupees…………….).
OR
On behalf of the President of India, I hereby accept your tender as amended subsequently vide letter under
reference for the work mentioned above for the amended lump sum of
Rs………………(Rupees………………………………..). The details of the amended lump sum are given in
Appendix ‘A’ to this letter.
3. This contract is allotted the number………………………………………” which will be quoted by you
in all future correspondence in connection with this contract.
4. The tender enquiry, your tender, the letters referred to above and this letter shall be the sole repository of
the contract.
Yours faithfully
For and on behalf of the President of India
Accepting Officer
Copy to:-
CDA/CWE/GE……….
Fill in as applicable
Regional labour Commissioner (Central)
Internal:-
E-2 Plg, E2W, E3, E-4
NB: Another letter to be issued simultaneously in continuation to this letter is given in Appendix ‘B-2”.
*Adopt wording as applicable suitable to the case.
61
62
Appendix ‘B-2’
(Precis No 1726)
(Refer para 8 (c) )
FORM OF LETTER TO BE ISSUED SIMULTANEOUSLY IN
CONTINUATION OF ANNEXURE – 1
Telephone…………………… REGISTERED ACK DUE
8637/………………./E8…………. Office of the……………
………………………….
Dated
Shri/S’Shri………………………….
………………………………………
CONSTRUCTION OF……………….AT………………..
Dear Sir(s),
1. Reference our letter of acceptance No……………….dated…………….
2. Please contact GE………………..immediately on receipt of this letter who will arrange to issue the
order to you to start the work and also for handing over the site to you.
3. Please deposit the sum of Rs…………………..(Rupees…………………..) as security deposit within 30
days of the date of this letter as mentioned in the terms and conditions of the contract.
4. Please depute your accredited representative, empowered to sign contract documents on your behalf to
attend this office during working hours by………(Date) to enable us to deliver to him certified true copy of the
contract for your use.
5. A copy of each of the following documents is forwarded herewith for your use:-
(a) Schedule ‘A’.
(b) Schedule ‘B’
(c) Special requirements/ conditions and particular specifications.
(d) One set of complete drawings.
6. Any further correspondence in connection with this contract should be addressed to GE mentioned in
para 2 above *** In respect of matters where the decision of the Accepting Officer is required, the
communication shall be addressed through the concerned GE with an advance copy to this office.
7. Please acknowledge receipt.
Yours faithfully
Accepting Officer
(Designation & Name)
Copy to:-
CDA/CWE for information
GE………………. For information and necessary action.
I/D E2 Plg, E2(W), E3 and E4
*** In case of contracts accepted by CE/CWE
Note:-
1. This letters can be signed by Accepting Officer, or by any staff officer on his behalf.
2. Omit para 3 above where not applicable.
3. Where GE is the Accepting Officer paras 2 and 6 should be suitably amended.
63
Appendix ‘C’
Precis No 1726
(Refer para 21)
FORM OF AMENDMENT TO THE CONTRACT
AMENDMENT NO……………………………
Contract No…………………………..
Serial Page No………………………
WHEREAS on the…………………day of……………..200……an agreement was entered into between
the President of India represented by……. (hereinafter referred to as the ‘Government’ and
Shri/S’Shri……………………( hereinafter referred to as the “Contractor”) under which the said contractor
among other conditions contracted to provide…………………(Name of Work).
AND WHEREAS said the parties are now mutually desirous of amending the said Agreement in certain
respects.
It is therefore hereby agreed by and between the parties thereto as follows:-
Firstly -
Secondly –
*Thirdly –
*Fourthly – That this amendment shall be numbered as Sl Page No ………….. of the contact and that
the total number of pages on the INDEX shall be amended to read as ……………..in lieu of……………
*Fifthly – That all other terms of the contract shall hold good in all other respects and be in full force
and effect.
In witness thereof the said parties have hereto set their respective hands as shown below:-
Signature of Accepting Officer
(For and on behalf of the President of India)
Signature of the Contractor
Signature and address of witness
* Amend number to suit each case depending upon the items involved in the amendment.
64
Precis No 1727
Management Department
TENDERS FOR WORK BY SPECIALIST CONTRACTORS
Introduction
1. In tenders for works of a special nature like air conditioning, cold storage, refrigeration, lifts, water
purification plants, sewage treatment schemes etc, the firms quoting for the work need to be given, an
opportunity of suggesting their own techniques, machinery, items and materials of different kinds of
proprietory nature, design modes etc, within the broad framework of the requirement and design criteria
of the user. This is necessary in the interests of obtaining the most appropriate, efficient and competent
design for the specialist kind of work commensurate with economy and without compromising the basic
principle of competitive tendering. The laid down procedure for such specialist’s tenders, particularly
wherever it differs from the procedure for tenders of general nature is given in this précis.
2. Tenders based on contractor’s own design shall normally be restricted to specialist works, such as:-
(a) Pile foundation.
(b) Air conditioning/ Cold storage/ refrigeration.
(c) External electrification (HT/LT switchgear).
(d) Sewage disposal plants.
(e) Water purification plants.
(f) Lifts.
(g) Complicated steel structures.
(h) Prestressed concrete structures.
(i) Other specialist work certified as such by the Chief Engineer concerned.
(Auth: E-in-C letter No 16799/Gen/E8 of 17 May 68)
3. Prior permission of E-in-C is required to be obtained for inviting tenders based on contractor’s own
design in respect of:-
(a) RCC framed buildings and normal steel structures.
(b) Specialist works listed at (g), (h) and (i) in para 2 above.
4. While selecting contractors for issue of tenders based on contractor’s own design the previous
experience of contractor in the field, availability of tools and plant required for the work, magnitude of
works executed etc, should necessarily be ascertained.
5. Adequate ground and design data, collected by thorough site investigation should be supplied in the
tender documents. Where design of foundations by the specialist contractor is involved full details of
the soil classification, bearing capacity, nature of strata and other pertinent information must be
collected and supplied to the tenderers. The tenderers should not be asked to collect the information
themselves as this will result in tenders based on different basic values for bearing capacity and the like,
and evaluation/ comparison of tenders rendered impossible. Enough trial pits should be dug at site(s)
which the tenderers should be asked to examine during their visit to site.
6. The Indian Standard Specifications and Codes of Practices which tenderers are expected to follow must
be specifically stated in the tender. This helps in bringing tenders submitted by various contractors to a
common denominator and to contain the design within the specified limit.
7. Details of fittings, fixtures, and architectural requirements, if any, shall also be given in the tender to
avoid disputes for additional payment at a later date.
8. The contractors should be asked to submit design calculations, drawings embodying essential details and
also the basic outline specification catered for by them to enable proper check and comparison.
9. Tenders for RCC reservoirs will always be invited on the basis of design prepared by MES, but option
may be given to tenderers to quote for alternative design prepared by themselves. Tenderers will have
option to quote for MES design, or for their own design, or for both the designs.
(Auth: E-in-C’s letter No 33416/E8 dt 12/26 Nov 1981)
10. All tenderers based on contractor’s own design must stipulate submission of neatly typed folders
containing complete design calculations, and these must be checked and scrutinized for acceptability of
design before acceptance of the tender.
11. In tenders for boring of tube wells a special condition as given in Appendix ‘A’ to this précis is to be
incorporated. This condition does not restrict suitable provision in the tender documents for payment of
unsuccessful borings or for transportation of rigs from the sites of abandoned bores to another. The
number of bores and the maximum depth of one bore is however required to be specifically stated.
65
Where ALL the successive trials/ bores for a proposed well prove unsuccessful the infructuous
expenditure is required to be regularized, but not if one of the bores proves successful and the well is
commissioned.
(Auth: E-in-C’s letter No 33487/64/E8 dt 20 Apr 67 and even No dt 23 Feb 68).
12. In specialist tenders the tendereres shall be instructed to quote rates for various items of equipment
inclusive of cost of supply and installation and inclusive of all taxes, sales tax, octroi, and the like
payable by him. A special condition to the effect shall be inserted in these tenders.
(Auth: E-in-C’s letter No 33487/E8(PC) dt 5 May 67 with Appendix ‘A’ and ‘B’).
13. For tenders of specialist nature the tenderers are to be informed in the forwarding letter that no earnest
money is required to be submitted along with the tender, and that the successful tenderer will have to
deposit the security deposit as per laid down scales before acceptance of his tender.
14. In tenders based on contractor’s own design for steel structures information should be supplied to
tenderers regarding acceptability or otherwise of welded joints/ riveted joints/ bolted joints in various
components of the steel structure.
15. As far as possible, all tenders based on contractor’s design should be issued only by the CEs irrespective
of the cost. After scrutiny of design by CE’s staff, tender may be sent to CWE (or GE) for acceptance if
it falls within his financial powers.
16. For tenders involving pile foundations, the economies and feasibility of concluding a separate contract
for piling work should be examined. For complicated structures involving machine foundation, the
details of requirements must be ascertained beforehand from the users, and this may not only have a
bearing on the design of some parts of the main building offered but also on the completion date of the
project as a whole.
(Auth: Appendix ‘B’ to E-in-C letter No 16799/Gen/E8 of 7 Jul 67).
17. Provision for the issue of form ‘D’ for inter state sales tax should always be made in the tender
documents for specialist works so that Government derives the benefit of the concession the Form ‘D’
affords.
(Auth: E-in-C letter No 33487/Spl/E8 of 13 Sep 67)
18. A suitable clause should be inserted in the tender documents for training of MES personnel by the
contractor. For proper training of such personnel, it is advisable that they are associated with the work
during installation and testing of the equipment.
(Auth: E-in-C letter No 33487/Spl/E8 of 26 Jun 68)
19. The officer detailed to check the designs should be thoroughly conversant with the modern designing
aspects. It shall be ensured that all contradictions and ambiguities between departmental requirements
and contractors offer are cleared before acceptance of tender.
20. A tender which is numerically the lowest may not necessarily be the most acceptable from technical
consideration and may not therefore, be the lowest for the purpose of acceptance, but is should be
ensured that the tender selected for acceptance is the one in which:-
(a) In which the basic requirements of the user are met by the design selected for acceptance, and
(b) where the authority issuing the tender had specified use of any particular materials, the design
selected for acceptance caters for the use of materials which are fundamentally same or are
analogous there to, except in relatively minor sections of work. Otherwise prior sanction of the
next higher Engineer authority would be necessary.
21. After taking the decision to accept a tender whether lowest or otherwise, a report containing reasons for
doing so together with a technical appreciation of the suitability of the design selected for acceptance
will be prepared by the Accepting Officer. A copy of such report together with a brief comparative
analysis of the other tenders should be placed on record. The details with be made available to CDA on
request.
(Auth: E-in-C letter No 16799/E8 of 16 Aug 58)
22. Tenders for specialist works based on contractors own design usually stipulate various conditions of
technical and financial nature, which need to be examined thoroughly for technical aspects, cleared with
users, and evaluated for their financial effect. Several references to the tenderers may become necessary
for seeking clarification regarding cost aspects and the like and if the amounts quoted by competing
firms are already known unfair advantage is likely to be gained by a firm. E-in-C’s Branch has therefore
laid down a separate procedure for the issue, receipt, opening, scrutiny and acceptance of tenders as
given in Appendix ‘B’ to this précis to be followed for all tenders based on contractors own design.
23. In tenders for provision of lifts, special conditions for inclusion in such tenders circulated in E-in-C’s
Branch letter No 33487/Lifts/E8 dt 11 Oct 84 as amended vide even letter No dated 27 Apr 87 should be
incorporated.
66
67
Appendix ‘A’
Precis No 1727
(Refer para 11)
SPECIAL CONDITION TO BE INCORPORATED IN TENDERS FOR BORING TUBE WELLS
WHEREIN PAYMENT IS TO BE MADE ON THE BASIS OF THE DEPTH OF BORING
The depth of boring of the tube well at the site indicated by the GE is anticipated to be……………
metres below ground level. The depth may, however, be ordered in writing to be varied by the GE upto a
maximum of…… metres (plus or minus). If the GE decides that suitable water bearing strata is not available in
the aforesaid bore or the boring cannot be continued further on account of the type of strata met with, he may
order the contractor to bore at other site(s) selected by the GE, until suitable water bearing strata is met with, or
boring cannot continue further on account of the type of strata met with provided the total number of bores
(including the first bore) does not exceed……….. The decision of the GE shall be final and binding as to
whether or not the bore can be continued further in the strata met with.
(Blanks shall be filled in before issuing the tenders)
68
Appendix ‘B
(Precis No 1727)
(Refer para 22)
PROCEDURE FOR ISSUE, RECEIPT AND SCRUTINY OF TENDERS FOR SPECIALIST
WORKS BASED ON CONTRACTOR’S OWN DESIGN/ SPECIFICATIONS
(Authority: E-in-C’s letter No 16799/GEN/E8 dated 06 Feb 79)
1. Tenders for specialist works will continue to be prepared and issued as per the existing procedure except
for the modifications explained hereinafter. While forwarding tender documents, tenderer’s attention
will be invited to para 9 of the Notice of Tender and he will be informed that if any of the conditions(s)
stipulated by Government in the tender documents, is sought to be modified by him, the financial effect
involved, in the event of the Accepting Officer insisting on retention of the original condition, should be
indicated by the tenderer in his tender.
2, Departmental tender documents will be prepared in two parts. Schedule ‘A’ and “General Summary”
will constitute one part (Part I) and the remaining will contitute the Second part (part II). Serial page
numbering, etc, will be retained as per the existing practice, so that both the Parts could be merged into
one document, later on.
3. (a) At the time of issue of tenders, tenderers will be specifically directed to submit their tenders in two
Parts, each in a different sealed envelope duly marked. For this purpose the Accepting Officer will
forward (along with the departmental tender documents) two self addressed cloth lined
enevelopes,one marked “(T)”….. “Tender for……. (name of work)……… due on……….at……..
hrs” and the other marked “(Q)”………”Prices/ Rates in respec of tender for…… (name of
work)……… Tender due on……… at …….. hrs. Another large size to submit his tender
comprising both the parts (separately sealed) together with an outer cover. The name of the work
and the last date and time of receipt of tenders will be indicated by the Accepting Officer on the
outer cover also.
(b) The documents to be submitted by the tenderers in sealed envelop “T” will comprise part II of the
departmental tender documents, the tenderers tender forwarding letter and its enclosures and any
other documents proposed to be submitted by him including modified Schedule ‘A’ (unpriced), if
any.
Note: In some cases, especially Air Conditioning Works, specialist contractors prepare and, submit
their own Schedule ‘A’ ie. List of Works, which are at slight variance with the departmental
Schedule ‘A’ but often such modified Schedule ‘A’ turns out to be technically more suitable.
(c) The documents to be submitted by the tenderer in the sealed envelope ‘Q’ will include Part I of the
departmental tender documents (priced Schedule ‘A’/ priced modified Schedule ‘A’ (if any) and
General Summary). Tenderers will be directed not to give any indication with regard to their
tendered rates or amounts in any of the documents submitted in the sealed envelope “(T)” such
details to be given in the documents submitted in the sealed envelope “(Q)” only. If per chance, a
tenderer indicates any rate/ rates for items of works in the documents submitted in sealed envelop
(T)’, the tender need not be treated as non bonafide.
(d) The tenderer will also be instructed to indicate the financial effect of conditions(s), if any,
stipulated by him, in his tender forwarding letter (see para 1).
4. The Comparative Statement of Tenders (CST) will be in two parts, Part ‘A’ and Part ‘B’, and will be as
per specimens vide Appendices I and II.
5. Immediately after the date and time fixed for receipt of tenders, all tenders received will be opened by
two tender opening officers nominated by the Accepting Officer (outer cover as well as sealed envelopes
marked “T’) in the presence of tenderers who choose to be present and scheduled in the CST, in the
normal manner, EXCEPT that the sealed envelope marked ‘Q’ containing the tenderer’s quotation shall
NOT be opened on that date. However, the opening officer shall sign and date the sealed envelopes
marked ‘Q’. Each page of the tenderer’s tender forwarding letter (received in envelope “T”) will be
initialed and dated by the tender opening officers. Part ‘A’ of the CST will then be completed by the
tender opening officer. Against each tenderers name a remark will be endorsed “tender received with
forwarding letter” or “No tender” (suitable modified remarks so suit the circumstances of each particular
case may be endorsed by the opening officers). If the sealed envelope “T” only has been received, a
remark to that effect should be made in the CST Part ‘A’ and the tender received not considered, being
incomplete. If on the other hand, the sealed envelope ‘Q’ has only been received, after making a
suitable remark to that effect in the CST Part ‘A’, the sealed envelope ‘Q’ shall be returned to the tender
unopened.
69
6. All sealed envelopes marked ‘Q’ received from the tenderers will be put together (unopened) in a large
cover (LC), in the presence of tenderers, sealed and signed by both the tender opening officers, with
suitable remarks endorsed on the cover, indicating the contains of the cover.
7. After opening of tenders vide envelopes marked “T” and completion of Part ‘A’ of CST, the documents
including the sealed cover (LC) containing the envelopes marked ‘Q’ will be handed over by the tender
opening officer to SE(QS&C)/EE(QS&C)/AEE(QS&C) or any other officer as authorised by the
accepting officer. The sealed cover (LC) containing the envelopes marked ‘Q’ will be kept in safe
custody, separately.
8. The SSW/SW/ASW will then scrutinize all the tenders received (documents received in sealed
envelopes ‘T’) from the contractual angle and later get all the tenders technically scrutinized by the E2
Section (Plg)/E4 section (E/M) as the case may be.
9. (a) Clarifications on the tenderers proposals, if any, are needed, shall be sought in writing, from the
respective tenderers. Tenderers will also be asked to withdraw conditions, if any, which are not in
conformity with the departmental tender. If the tenderers indicate any financial effect consequent on
withdrawal of the conditions, the same will be taken note of.
(b) If any particular tenderer does not respond to the letters issued by the Accepting Officer or
delays furnishing the replies without any convincing reasons, the Accepting Officer may take a decision
to totally ignore his offer. In such an event the sealed envelope marked ‘Q’ of such a tenderer will not
be opened – see para (12), but shall be returned to the tenderer in due course.
(c) If any condition has already been stipulated with financial effect (para 2 (a) above), no reference
back to the tenderer on such condition will be made.
10. During scrutiny of tenders, if any particular condition made by a tenderer is considered acceptable to the
Dept. (e.g. issue of electric power from departmental sources, though not originally stipulated) then all
the other tenderers will be informed of the same and asked to intimate the reduction in tendered amount,
if any, they are prepared to offer, if such a condition is incorporated in their tenders.
11. After receipt of written replies from all the tenderers, a summary sheet containing brief details of the
points referred along with financial effect, if any, indicated by the tenderers (withdrawal/ settlement of
conditions) will be prepared and signed/ dated by the SE(QS&C)/EE(QS&C)/AEE(QS&C). Due care
shall be exercised to ensure that the “financial effect” aforesaid is worked out accurately. (All
correspondence exchanged between the Accepting Officer and the tenderers will be properly kept on
record, duly signed/ initialed by the SE(QS&C)/EE(QS&C)/AEE(QS&C) and dated).
12. All tenderers shall then be given a written notice of not less than ten clear days, to be present if they so
desire, for opening of the sealed envelopes ‘Q’. The date and time of opening of sealed envelopes ‘Q’
will also be intimated. On the appointed date/time, the sealed cover (LC) containing the envelopes
marked ‘Q’ (refer para (6)) shall be opened by two officers nominated by the Accepting Officer, who
may be the same two offers who had earlier opened the tender and sealed envelope ‘T’ – (refer para (5))
in the presence of tenderers who choose to be present and the amounts quoted by the tenderes as well as
the enhancement in tendered amounts, if any sought (vide summary sheet – refer para (11 above) shall
be read out by the opening officers to the tenderers. CST Part ‘B’ will then be completed by the opening
officers. Each and every page of the documents received vide envelope ‘Q’ shall be initialed and dated
by both the opening officers.
13. Discrepancies and adjustment of errors, if any, in the documents received vide envelope ‘Q’ shall be set
right in accordance with Condition 6-A of IAFW-2249. The lowest acceptable tender, after taking into
account the enhancement if any (vide summary sheet) may then be considered, for acceptance, if
reasonable and if otherwise in order. Reference to the lowest tenderer (acceptable tender) in respect of
‘freak’ high rates may be made as per existing instructions.
14. After opening of the sealed envelopes ‘Q’ refer para (12) no reference shall be made to any tenderer
other than the one whose tender is being considered for acceptance. Similarly, any revision in the offer
by any tenderer, subsequent to opening of sealed envelope ‘Q’ shall also not be considered. However,
any such revised offers may be taken into cognizance, for the purpose of deciding the desirability of
retendering.
15. The procedure for opening of tenders will be intimated to the tenderers in the tender forwarding letter
(i.e tender documents in two separate sealed envelopes to be submitted by the specified date/ time, only
the envelope marked ‘T’ to be opened on the said date and the envelope marked ‘Q’ to be opened on a
date/ time to be intimated later, etc).
16. “Late Tenders” if any received shall not be considered. After opening the outer cover of such late
tenders, the envelope marked ‘Q’ containing the tenderers quotation shall be returned to the tenderer
immediately, intimating him the fact that his tender was received late and hence is not being considered.
70
17. All existing instructions with regard to preparation and issue of tenders for specialist works, procedure
for receipt, opening and scheduling of tenders etc, shall continue, except for the modifications, referred
to hereinbefore.
18. The validity period for which tenders are open for acceptance, (which is generally stipulated at the time
of issue of tenders) should commence from the date specified for receipt of tenders (vide para (5)
above), irrespective of the fact that the sealed envelopes marked ‘Q’ are opened on a later date. This
aspect should be highlighted in the departmental tender forwarding letter. The validity period should be
so fixed as to cater for the time, taken for scrutiny of tenders, settlement of conditions etc.
71
Appendix (1) to E-in-C’s Branch letter No
16799/GEN/E8 dt 06 Feb 79,
IAFW-1810
COMPARATIVES STATEMENT OF TENDERS (PART A)
(See para 422 of Regulations for the MES)
(a) Number of Eligible Contractors who applied for tenders (……………)
(b) Number of applications rejected (…………….)
(c) Number of additional contractors selected for issue of tender form ( )
(d) Number of tenders issued (………….) on………..200………..
Tenders received for…………………………………………………… in the ……………………..Division /
District……………………………………….Command Admin App……………………..Estimated Cost of
Works Rs……………….Tech sanction……………….Rates of Present Contract……………………………
Amount of Earnest Money Serial No Name of Tenderer Whether quoted or
Security Deposit not
Deposited Refunded
1 2 3 4 5
We certify that the above……………. Tenders and no others were received at ……………….. hours on the
………… 200………. Opened in our presence, and scheduled by us, on the …………200……………..and that
no departure from the authorized course has occurred in the manner of receipt of above tenders
Signature
Designation
Signature Dated
Designation
Date
72
Appendix ‘2’ to E-in-C’s Branch letter No
19799/GEN/E8 dt 06 Feb 79
IAFW-1810
COMPARATIVE STATEMENT OF TENDERS (PART B)
(See para 422 of Regulations for the MES)
Tenders issued on………………………………. For………………………and received
on……………………..as recorded in PART A………………………………
Ser Name of Amount of Total financial Total of Name,
No Tenderer Lump sum effect Cols 3 and Designation and
as quoted consequent on 4 dated Signature
settlement of of Officer
conditions/ Completing Col
stipulations 4
We certify that the above…………….. tenders (sealed envelopes containing quotations) which were
received on………………. As recorded in PART A of this Comparative Statement of Tenders, were opened in
our presence and Scheduled by us on…………….. 200………………….
Signature Signature
Designation Designation
Date Date
Note: Col 4 shall be filled in by the SE/EE/AEE(QS&C’S) or any officer authorized by the Accepting officer
prior to opening of sealed envelopes containing quotations
(a) The tender of Shri/ Sarvashri…………………………(Serial No…………..) is recommended for
acceptance.
Date………… 200…………….. * Superintending Engineer (QS&C)
Executive Engineer (QS&C)
(b) Orders of the Officer competent to accept the tenders………………… the tender of Shri/
Sarvashri………………………………(Serial No………………) has been accepted by me
on………………………..
Note: Any reason for accepting other than lowest tender and any remarks are to be stated hereon.
* CE
* CWE
* GE
Dated:
* Delete whichever is inapplicable
73
Precis No 1728
Management Department
GENERAL CONDITIONS APPLICABLE
TO LUMP SUM / MEASUREMENT CONTRACTS (1)
Introduction
1. General Conditions of Contracts (IAFW-2249) are common for contacts concluded on the Tender and
Contract Forms (IAFW-2159, IAFW-1779, IAFW-1779-A, and IAFW-1821). Important points from these
General conditions are included in 5 precis bearing Nos 1728 to 1732.
2. Amendments are issued to this form i.e (IAFW-2249) as and when necessary by the E-in-C, after
approval from the Govt/ Ministry. Amendments issued upto May 1995 have been taken into account in the
aforesaid précis IAFW- 2249, (1989 print) gives English and Hindi versions. In terms of Article 348 of the
constitution of India, in case of difference in the interpretation of the English and Hindi versions the
interpretation of the English version shall prevail.
3. This Precis deals with the important definitions given in Chapter I and conditions relevant to them in the
other chapters of General Conditions of Contracts (IAFW-2249).
Accepted Risks (Conditions 1 (p), 32, 36, and 48)
4. Accepted risks mean the risks on the site accepted by the Accepting Officer of the contract, or by the
CWE in case of contracts accepted by GEs, pertaining to any loss or damage to works and materials on the site
(excluding all plant, temporary buildings, equipment and things on the site provided by or on behalf of the
contractor for the construction of, but not for incorporation, in the works) or loss or damage to Government
buildings(s) handed over to contractor for execution of works as well as building(s) permitted by GE to be
occupied as workshops and stores, due to following reasons:-
(a) Riots (other than among contractors employees)
(b) War, invasion, act of foreign enemies, hostilities, civil war, rebillion, revolution, insurrection,
military or usurped power.
(c) Damage from aircraft.
(d) Acts of God, such as earth quake, lightning, unprecedented floods, and tornado.
It should be noted that loss or damage caused due to reasons other than those listed at (a) to (d)
above such as storm, cyclonic winds, cloud bursts, excessive rains, fire, accidents etc. is NOT covered
by Accepted Risks. Condition 48 however stipulated that contractor is entitled for reimbursement of the
loss, damage and extra expenses that may have been caused due to fire in Government buildings handed
over to contractor for execution of works if such fire is not caused due to the negligence (or willful act)
of the contractor or his agents, servants or employees. Reimbursement of loss or damage caused due to
fire in new independent buildings being constructed under the contract is not covered by Condition 48.
5. Following action should be taken when any damage occurs which prima facie appears to fall in the
category of ‘Accepted Risks’:-
(a) A report should be submitted as laid down in para 107 of MES Standing Orders issued by the E-
in-C.
(b) Apart from the report in para 5(a) above, a Bord of Technical Officers should be appointed
immediately after the occurrence with instructions to complete its investigation as soon as
possible, preferably within a week of the occurrence. If the damage is likely to exceed Rs
10,000/- it would be desirable to have more than two officers on the Board, the actual number
depending upon the nature of the work and of the damage caused.
The board will go into the question such as intensity of the occurrence, the evidence at the site
and damage or disturbances to other structures in the vicinity, and whether the loss or damage
has been occasioned by any failure on the part of the contractor to perform his obligations under
the contract (refer condition 36 of IAFW-2249), and so on. The findings of such an enquiry will
then help the GE, CWE/ Accepting Officer to decide whether the occurrence in question comes
under the category of ‘Accepted Risks’ as defined in the conditions of contract.
(c) Although the General Conditions of Contracts, as they stand at present, do not provide for
submission of a claim in writing by a contractor as a pre-requisite to the payment of
compensation in re-imbursement of the loss sustained by him, it is desirable that the contractor
submit his claim, in writing, immediately after the occurrence to enable it to be examined in
detail without delay. Hence if the contractor makes a verbal request for reimbursement of the
loss sustained he should be asked to submit his claim in writing.
(d) Whenever there is an estimated loss of more than RS. 50,000/- an intimation should be sent (in
duplicate) within 48 hours of the occurrence to:-
(i) The Ministry of Defence and
(ii) the Ministry of Finance (Defence).
6. the net amount due to the contractor on account of loss or damage due to any of the “Accepted Risks”, is
ascertained in the same manner as for deviations, and should include for payment in respect of the re-execution
of work lost or damaged, the replacement of any materials lost or damaged but not incorporated in the works till
74
the date when the loss or damaged occurred, and the removal by the contractor of the debris and damaged work
as directed by the Engineer-in-Charge, as necessary.
Prime Cost Items and Prime Cost Sums (Conditions 1 (V) and 5)
7. The Term “Prime Cost” or Prime Cost Sum means the actual amount spent for any article, commodity or
special work. This amount inter alia includes the following:-
(a) Cost of the article, commodity, etc.
(b) Proper charges for packing, carriage and delivery to site.
From the amount arrived at the aforesaid manner a deduction is to be made for all trade
discounts, rebates and allowances, and all discounts obtainable for cash in so far as such cash
discounts exceed 2.5%.
8. The “Prime Cost” does not include for contractor overheads and profit and the contractor is asked to
allow for these separately in his tender.
Prime Cost items
9. These are adopted when some articles are to be provided which the contractor is required to fix e.g.
sanitary fittings, special type of builders hardware etc.
Prime Cost Sums
10. These are usually provided for specialist services inclusive of materials and labour such as air
conditioning, hot water, heating and ventilating installations, etc. (see sub contracts explained in preces No
1721).
Advantages
11. Advantage of providing PC Items and PC Sums are as under:-
(a) Proprietory items like sanitary fittings, decorative electric fittings and the like are available from
a wide range of manufacturers and their prices, quality and performance differ. Equipment/
machinery like geysers, water coolers, pumps, kitchen cabinets etc. need detailed enquiries,
inspection of samples, consultation with users etc., before the appropriate brand/ manufacturer of
the item to be incorporated can be finally decided upon. By providing for these in PC Items/ PC
Sums, time is saved at the time of preparation of tender documents. Further, by avoiding
mention of a particular brand the possibility of creating any monopoly and resulting high rates is
avoided.
(b) The contractor saves time when tendering in making enquiries with manufacturers etc. A
tenderere forced to assume/ guess at the likely cost at the likely cost at the time of tendering
when unable to obtain proper quotations is likely to quote much higher rates.
(c) The tenderers are asked to quote, separately, the percentage addition required by them to cover
for their profit/ overheads etc, over the figure inserted by MES as PC. Item/ PC Sum (which is
not to be changed by the contractor at tender stage). This reduces the element of risk/ guess
work by the tenderer resulting in more competition and economy.
Procedure
12. The full amount of the PC Items / PC Sums and the value of the percentage addition thereto will be
deducted through a Deviation Order. After the contract is let out (but sufficiently in advance of the time when
the PC Items are required to incorporated/ specialist services included under the PC sums are required to be
executed), the Accepting Officer invites quotations from the market for the supply of PC item articles or for the
execution of services included under PC Sums, for which the main contractor may also be invited to submit his
quotation.
13. On receipt of quotations by a specified date, the Accepting Officer selects the supplier for PC items or
the sub contractor for PC sums, and the main contractor (i.e Building contractor) is asked to purchase the
articles or conclude a sub contract as the case may be.
14. the main contractor is responsible to make payments to the nominated supplier/ sub contractor. The
main contractor in turn gets payment from MES. The main contractor is also responsible to the MES for
rectification of defects, etc, in respect of the articles supplied by the selected supplier or work executed by a
selected sub contractor. No privity of contract is allowed to be established between the MES and the selected
supplier/ selected subcontractor.
Adjustment in the amount inserted
15. The payment to the contractor is based on the actual amount spent (as explained in para 7 above) which
may be either more or less than the amount inserted by the MES at the tender stage. Adjustment in the amount
are carried out as under:-
(a) Actual amount spent is verified with reference to the original stamped and receipted vouchers,
and bills produced by the contractor.
(b) The percentage for overheads and profits quoted by contractor is treated as fixed and the amount
quoted is adjusted pro-rata to actual cost.
Condition 5 provides an option to the GE to procure and pay for any of the items llisted under ‘
P.C. Items’ directly (i.e., not through the contractor) and to issue them to the contractor for
fixing only, in which case contractor is not paid anything to cover his overheads and profits etc.,
over the prime cost of such items. This option should be sparingly used only when a
comparatively large item is involved on which the contractor has quoted a very exhorbitant
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percentage addition towards his overheads/ profits etc. , which in the opinion of the GE is
freakishly high , or other administrative reasons not connected with economy.
16. An illustration for adjustment is given below : --
Example : A P. C. item of Rs . 100/ -is included in the tender and contractor is quoted 5% (i.e.
Rs. 5/ - ) to cover his overheads and profit . Hence the total amount provided in the contract is Rs.105 /
-.
(a) And ‘ OMIT ‘ Deviation Order is issued on the contract for omitting the amount of the Prime
Cost item inserted in the tender document and the value of the percentage addition there to
quoted by the contractor to cover his overheads and profits .
(b) For making payment an ‘ADD’ Deviation Order is issued in which the amount is adjusted. (The
article actually selected may amount to Rs. 120/-. The contractor is paid Rs 120/- plus his pro-
rata overheads and profit at 5 percent (i.e equal to RS 6-/-) totaling to Rs 126/-).
Provisional sums and Provisional Items (Conditions 1 (w), 1(x) and 6)
17. the terms “Provisional Sum” or “Provisional lump sum” are synonymous and mean an amount included
in the tender documents to provide for the work for which details are not available at the time of going to
tender. It is an approximate amount and represents the estimated value of work. Since details of the, work are
not available at the time of tender stage, no specifications can be given and the quantities also cannot be fixed.
The term ‘Provisional lump sum’ does not signify that the amount payable to contractor is fixed and
unchangeable. The payment will vary depending on extent of and details of work ordered on the contractor.
18. the term “Provisional Items” means items for which approximate (very nearly exact) quantities have
been included in the tender documents. In this case the exact specification for the items in question is given and
the rate quoted by the contractor as inserted in Schedule ‘A’ is treated as fixed.
19. Procedure
An ‘Omit, Deviation Order is issued on the contract omitting the full amount of the provisional sums/
provisional lump sums and provisional items inserted in the tender documents, from the contract sum.
The work in respect of provisional sums, provisional lump sums, and provisional items in ordered by the
GE through an ‘ADD’ Deviation Order on “as required” basis (subject to limits laid down in Condition 7 of
IAFW-2249 and the value thereof is ascertained as under:-
(a) Provisional Sum and Provisional lump sums
Measurements of all items involved are recorded and priced, as for deviation orders.
(b) Provisional items
Measurements in respect of provisional items are recorded and priced at the respective rates
quoted by the contractor.
20. Appendix ‘A’ to this Precis shows how Provisional Sums and PC sums are included in the tender
documents. Appendix ‘B’ to this Precis shows how provisional items are included in the tender documents.
Day Work (Conditions 1 (y) and 45)
21. When any work ordered cannot be evaluated by the accepted methods of measurements or assessment,
payment to the contractor is made under ‘Day work’. The term ‘Day Work’ is used to denote a procedure of
valuing of work on the basis of the cost of materials used, the actual time taken by the labourers (i.e workmen
engaged) and the equipment employed. Illustrations:-
(a) Pumping of water from excavation, draining out marshy land, and the like.
(b) Making river models etc.
22. No ‘Day Work’ will be performed without the prior written instructions of the Engineer-in-Charge.
23. The procedure to be adopted is as under:-
(a) The contractor is required to give a reasonable notice to the Engineer-in-Charge of the start of
any day work ordered in writing.
(b) The Engineer-in-Charge will depute his representative to supervise the work and to keep note of
the quantity of materials used, number and type of workmen employed and the period for which
they worked on the job, equipment used etc.
(c) The contractor is required to deliver a return in duplicate to the Engineer-in-Charge within two
days of the end of each pay week giving full detailed account of labour and materials for that pay
week. The Engineer-in-Charge will verify this with the help of his site representative and return
one copy thereof to the contractor duly certified as correct.
(d) With each delivery of materials, an invoice signed by the contractor / his agent shall be sent by
the contractor in duplicate. The Engineer-in-Charge will furnish to the contractor a signed
receipt specifying the description, quantities, weight or measurements (as the case may be) of the
articles approved. Reference to such receipt will be made by the contractor in return (refer para
23 (c) above) and the actual receipt will be produced along with his bill.
(e) In the case of lump sum contracts, the rates to be charged and the percentage addition for profit
and establishment charges, etc., will be agreed upon between the CWE and the contractor prior
to the execution of the work, or, preferably, when the possibility of the need to order day work is
known before hand, ‘Day work Schedule’ may be introduced at the tender stage wherein the
76
tenderer is asked to quote rates for the provision of labour equipment and machinery of various
categories (including use of tools, scaffolding etc) on hourly basis for the estimated (measurable)
number of hours and for materials of various categories supplied and delivered at site of work for
the estimated (measurable) quantities. The rates quoted at tender stage in Day work Schedule
should be net, ie. Inclusive of profit and overheads etc. The amount against day work schedule is
included in the total tendered sum so as to ensure obtaining of competitive rates.
(f) Verified copies of expense voucher and invoices are also attached to the final bill to support the
claims.
(g) Ordering Daywork in MES contracts is very rarely done
=========================================================================
Appendix ‘A’
(Precis No 1728)
(Reference Para 20)
Note: the specimen given below is for a lump sum contract based on drawings and specifications.
IAFW-2159
(Revised 1947)
GENERAL SUMMARY
Amount
Rs. P
1. (a) Net cost of buildings, etc, from Sch ‘A’ Part I 2,20,864.00
(b) Net cost of buildings, etc from Sch ‘A’ Part II 60,000.00
2. Provisional Lump Sum
NOTE: This sum shall be expended wholly or in part as
directed by the GE and the work shall be carried out to the
extent order in writing by the GE. The work under provisional
Lump sum shall be measured as per condition 6 of IAFW-2249
and priced at rates in MES Schedule with the addition of percentage
specified in special condition- at serial page No.
Provide a provisional lump sum of Rs 45,000/- for the following 45,000.00
(a) Excavation and earthwork including cutting and
Filling for leveling up the site.
(b) Excavation and earthwork for water supply pipes
Laid beyond plinth of buildings.
(c) All kinds of drains
3. Prime Cost
The Prime Cost is to be used as directed by the Accepting Officer
Vide Condition 1(v) and 5 of IAFW-2249.
(a) Provide a PC of Rs. 5,000/- for supply only 5,000.00
of 6mm, thick triplex glass for steel windows in
all the buildings
(b) Provide a PC of Rs 10,000/- for supply only of 10,000.00
100 Nos fluorescent fixtures complete with chokes
condensers, starters, bipin tube holders and
reflectors, etc
The fixtures shall be similar to DAY LIGHT catalogue
No PRN 240….ADD- For all overheads and profit.
(The contractor is to quote the percentage and insert
the amount in the money column. The amount shall be
adjusted proportionately to the sum actually expended
against PC)………….% (…………… per cent) Rs………
on Rs 15,000/- at Sl No 3.
Note: Cost of fixing only including any necessary unloading, getting
in, unpacking and return of empties of the articles supplied
under PC to the extent shown in Sr No 3 (a) above is included
under respective items of Schedule ‘A’ Part I and to the extent
shown in Sr No 3(b) above in respective items of Schedule ‘A’
Part II.
--------------------
TOTAL Carried Over
--------------------
77
Appendix ‘B’
(Precis No 1728)
(Refer para 20)
Note: The specimen given below is for a lump sum contract based on drawings and specifications.
IAFW-2159
(Revised 1947)
SCHEDULE ‘A’
(List of Works and Precis)
NOTES
(a) The tenderer shall insert the unit rate in column 4 and extend the amount to column 6.
(b) The period of completion indicated in column 7 shall be deemed to be inclusive of the time
required for completion of works covered under provisional item.
Ser Description of Drg No Unit No of Total Period for Remarks
No Bldgs or Works (See Sl Rate Unit completion
No of required of
list of individual
drgs) items after
date of
handing
over site
1 2 3 4 5 6 7 8
1. Block of one 1 to 25 Each ONE Twelve
Headquarters Block Months
Building (Three
Storeyed)
2. Block of one store 1, 26 to Each ONE Twelve
building (Single 30 Block Months
Storeyed)
PROVISIONAL
ITEM
3. Supply and fix Per Set Three Twelve
water closet Months
apparatus squatt
pattern; 58 cm long
water closet pan,
pair of separate foot
rests, complete with
necessary fittings
all as described
Total Carried over ---------------
To General Summary Rs.
At Sr Page No……… --------------
Signature of Contractor Accepting Officer
Date
78
Precis No 1729
Management Department
GENERAL CONDITIONS APPLICABLE TO
LUMP SUM AND MEASUREMENT CONTRACTS (2)
1. This Precis deals with contract documents; powers of various officers; works to be carried out under
Term Contract; discrepancies and adjustment of errors; deviation orders and valuation thereof; other orders
notices; emergency works; suspension and extension and extension of time and compensation for delay.
Contract Documents (Conditions 2, 2-A and 3)
2. While interpreting any condition, the heading given to that condition shall not affect the interpretation
thereof.
3. The Indian Official Secrets Act (XIX of 1923) applies to the contractor as well as to all persons
employed by him on the work in connection with the contract during execution as well as after execution of
works under the contract.
4. Two copies of the signed drawings, specifications and one certified true copy of the contract are
supplied by the Accepting Officer to the contractor free of cost. These are to be returned to the GE on
completion of the works or on earlier determination of the contract.
Powers of various officers
5. It is not feasible for the Accepting Officer of the contract to deal with all matters in connection with a
contract because he will have several other contracts concluded by him. The powers, therefore, are vested with
various officers viz Engineer-in-Charge, GE, CWE, Accepting Officer, next higher Engineer authority, and E-
in-C. Certain powers are final and conclusive (or binding) and some are normal powers which are not final and
binding.
A study of the General Conditions of Contract brings out the fact that, there being a ladder of authorities,
it is imperative for each Engineer Officer to know the limits of his powers in order to be efficient and quick in
disposal of points raised by contractors. There are, however, various departmental instructions, which restrict
these powers and should therefore be kept in mind while exercising these powers.
6. Matters requiring decisions must be brought before the appropriate authority at the proper time and it
should be ensured that decisions are communicated to the contractor by the appropriate authority. It should be
remembered that orders or certificates exercising these powers (as the case may be) unless issued by the
appropriate authority defined in the contract and at the proper time may not be held valid in law.
7. Disputes on a matter for which the decision of any person is by the contract expressed to be final and
binding cannot be referred to the Arbitrator nor can the decision given be challenged in the Court of Law. Such
decisions can be challenged only if such person has not acted judiciously i.e. has not acted fairly, honestly and
impartially. If the Arbitrator desires to question such decisions he must give detailed reasons, otherwise the
Court shall assume that the Arbitrator has usurped a jurisdiction not vested in him and may set aside his award.
8. Decisions by particular authorities expressed by the contract to be final and binding should invariably be
taken and communicated only after giving due reasonable opportunity to the contractor to state his case and put
forth any arguments in support of his case. In order to prevent the possibility of the Arbitrator taking up the
point at issue for his adjudication on the grounds that the officer in question had not acted in an impartial fair
and honest manner as required by his quasi judicial position, the letter communicating the decisions, expressed
by the contract to be final and binding, should invariably mention the fact that all due consideration was given
to the contractor’s letter (duly quoting the reference and date) in which the contractor had stated his case and
arguments in support of his case, or a mention may be made to the visit of the contractor in which the point at
issue was discussed at length.
Classification of soil by the kind of effort required in excavating it, as provided in MES schedule, being
a matter of opinion and assessment, dispute may arise between the contractor and executives of MES. Before
giving a final decision on such doubtful issues, depending on the extent of financial effect involved, it may be
advisable to consult experts in the particular field before giving a decision. The fact that such expert(s) had
been consulted should be brought out in the letter addressed to contractor conveying the final decision to
safeguard Government interest in the event of the issue being raised in Arbitration.
All disputes on matters for which no officer has been empowered to give a final and binding decision are within
the jurisdiction of the Arbitrator.
9. Various powers of Engineer Officers as laid down in IAFW-2249 are listed in Appendix ‘E’ of this
Precis.
Term Contracts (Condition 4-A)
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10. An agreement wherein the contractor carried out work as and when ordered on him within a prescribed
area and during a stipulated term of period of say 12 months is called a Term Contract. Maintenance/ repair
works aw well as new works may be ordered under a Term Contract provided that each single job, service or
work ordered does not cost more than Rs 60,000/-. Certain other restrictions on the works that may be ordered
against Term Contract are also given in Condition 4-A.
Discrepancies and Adjustment of Errors (Condition 6-A)
11. Rules to be followed in respect of different types of contracts for adjustment of errors and discrepancies
are given in this condition. There is no necessity to make a reference to the contractor when following the rules
laid down in paras (A), (B), (C) and (E) of Condition 6-A.
When, however, the Accepting Officer is required to give a final and binding decision, as the sole deciding
authority regarding the intention of the contract in respect of a dispute arising out of varying and conflicting
provisions made in any one part of the document (e.g. Schedule ‘A’) it would be prudent to ascertain the views
of the contractor. The decision is to be communicated by the Accepting Officer under his signature. Before
taking final and binding decision contractor should be provided reasonable opportunity by the Accepting
Officer to present his case & view points in writing and orally as well as allowing MES side as well, and
relevant points brought out will be kept on record by the Accepting Officer while giving decision.
(Authority: E-in-C’s Branch letter No 33415/E8 dated 14 Feb 91)
Deviation Orders and Valuation thereof (Conditions 7 and 62)
12. After conclusion of the contract but during the work if any changes by way of addition or omission of
work which are within the scope of the contract are ordered on the contractor, then such changes are known as
deviation orders, and the contractor in bound by the contract to carry out the work ordered through deviations.
As opposed to this, any changes which are beyond the scope of the contract i.e. any work which radically
changes the original nature and scope of the contract must form the basis of an amendment to which the
contractor may or may not agree. Examples of Deviation Order and Amendment are given in Appendix ‘A’ to
this Precis.
(a) Authority to approve deviations vests with the Accepting Officer of the contract or with in
principle specially authorized by him on his behalf. Each deviation order must be approved in
principle by the Accepting Officer or such authorized person as the case may be. To enable the
Accepting Officer to quickly decide whether a proposed deviation be approved or not, thereby
avoiding delays/ holdup in the works at site, complete information on a “Proforma for seeking
approvals in principle for deviations” as per specimen at Appendix ‘F’ to this Precis should be
forwarded to the Accepting Officer, Deviation Orders are communicated to the contractor by the
GE in writing on the forms IAFW-1823 and IAFW-2212-A after receipt of the approval in
principle from the competent authority as explained above. Any objection by the contractor to
any matter concerning the DO shall be notified by him to the GE in writing within seven days
from the date of receipt of such order. If the contractor fails to agree with GE regarding
proposed alteration of time, the matter will be referred to the Accepting Officer (or the CWE in
case of GE’s contract) whose decision thereon will be final binding.
(b) While framing or execution of contracts it must be ensured that ceiling plinth area rates are
strictly adhered to and superior specifications beyond the aurhorised scales are not ordered.
(Authry: E-in-C’s Branch letter No 41000/E8 dated 01 Jul 92).
Types of Deviation Orders
14. Different types of Deviation orders are as follows:-
(a) On measurements basis (Measurable)
In this case approximate quantities and firm rates are given in respect of each and every item of
work ordered. The work is measured on completion, entered in the Measurement Books,
abstracted and priced at the rates given in the DO. This amount is then transferred to the Final
Bill.
(b) On lump sum basis (Billed Direct)
In this case firm quantities, with detailed dimensions in support, and rates are given in respect of
each and every item of work ordered. On completion of work the amount shown in the DO is
billed direct. This DO will be mentioned in the Measurement book, but recording of detailed
measurements is not necessary.
Note: Applicable to Dos an measurement and lump sum basis:-
(i) If a firm rate cannot be worked out till after execution of works then the method of
arriving at the rate should be mentioned in the DO before it is issued
(ii) Contractors agreement to special rates should be obtained, if possible. If a contractor is
not satisfied with special rates as approved he may take action in accordance with the contract
provisions.
80
(c) Dos having no financial effect
Changes such as suspension of work, resumption of work and granting, extension of time are
implemented through deviatio9n orders. It is specifically stated in the DO that the financial
effect of the DO is NIL.
(d) Dos on No Cost Basis.
Any deviation which would normally involve an adjustment in the cost of the work, but which
both parties to the contract agree to adopt without any plus or minus financial effect is termed as
a DO on No Cost Basis. MES procedure does not allow a No Cost Basis DO where the
adjustment in cost would normally have resulted in a minus financial effect. Contractor, for
various reasons, such as non availability of specified materials, sometimes request permission to
provide materials/ workmanship of superior specifications or higher steel sections etc. without
any adjustment in cost and such deviations (which would normally have resulted in a plus
financial effect) may be ordered on No Cost Basis after the due approval of CFA. Every care
should be taken to ensure that the contractor does not get any un intended benefit by the
proposed change to superior specifications, and that the materials used in the work to superior
specification are of adequate standard and quality.
Numbering of Work Orders and Dos
15. All work orders and deviation orders are serially and consecutively numbered (e.g. WO No 1, DO No 2,
DO No 3, WO No 4 and so on), irrespective of whether it is a work order or a deviation order. In addition to the
usual distribution list, a copy of the work order of all contracts shall also be sent to the Asst Labour
Commissioner/ Labour Enforcement Officer. (Refer E-in-C No 39055/E8 dt 19 Oct 81).
A copy of all deviation orders in which the value of any individual item either on the ‘omit’ side or ‘add’ side
exceeds Rs. 10,000/- ( as priced at contract rates ) is required to be sent to the STE of the respective command
simultaneously as copies are distributed to others concerned. (Refer E-in-C No. 33416/18/E8 dt. 30 Mar 84. )
Covering Deviation Order
16. Normally all deviation orders should be issued within the contract period (including any extensions in
the period of completion that may have been granted). A deviation ordered after the expiry of the contract
period is termed as a covering deviation order. Where details of the change required are ordered by GE within
the contract period through a letter addressed to the contractor the change will not be treated as a covering
deviation order even if the formal DO is finalized after expiry of the contract period.
‘Ex-Post-Facto’ Deviation Order
17. Deviations, ordered after the physical completion of the contract, in order5 to cover up or regularize
changes already carried out by contractor either on his own or as a result of verbal orders given at site by MES
executive not followed by a letter from the GE in writing to the contractor are termed as ‘Ex-Post-Facto’
deviation orders.
In the quarterly return intimating reasons for delay for Dos which are not finalized within six weeks from the
date of ordering the deviation, Ex-post-Facto deviation are required to be separately shown irrespective of the
fact whether they are issued within six weeks of the order or not.
The Engineer Authority next higher to the Accepting Officer ordering Ex-Post-Facto deviation shall examine
the matter and take appropriate action as warranted.
(Ref E-in-C’s No 33416/18/E8 dt 05 Mar 86)
Deviation Limit
18. It should always be ensured that the deviations are restricted to the barest minimum and ordered only on
account of unavoidable reasons, e.g. structural safety, non availability of stores etc. This will avoid delay in
billing. Condition 7 of General Conditions of Contracts lays down that the contract sum shall not be varied on
0n account of additions or omissions from the contract work by more than the percentage termed as the
Deviation limit set out in the contract.
E-in-C has laid down the maximum limits for ordering deviations for various types of Contracts (which are
required to be specified in the Tender Documents) as under:-
Type of Contract Deviation limit
(a) Lump sum contracts based on 10%
Drawings and Specifications
(b) All other types of contracts:-
(i) Upto Rs 10 lakhs 20%
(ii) Over Rs 10 lakhs 10%
Notes
(1) CEs are empowered to alter the above noted deviation limit at pre tender stage in consultation
with CDA (Refer para 33 of Defence Works Procedure).
(2) The limit given above is the upper limit. Each contract should however be considered on its
merits and deviation limit fixed as low as possible.
In addition to the deviation limit, further restrictions have been placed on deviation orders which are
detailed in Condition 7 of IAFW-2249. work that radically changes the original nature and scope of the
contract shall NOT be ordered as a deviation and in the event of disagreement between the contractor
and Accepting Officer the decision of the next higher authority (or the Chief engineer in case of
81
contracts accepted by him) as to whether or not the work can be ordered as a deviation shall be final and
binding on the contractor.
Condition 7 of General Conditions of Contracts (IAFW-2249) lays down that deviations ordered on
items of any individual trade included in the contract shall not exceed plus or minus 25% of the value of
that trade in the contract as a whole or half the deviation limit whichever is less except in the case of
Prime Cost and Provisional Items where the parties to the contract may agree to a different percentage
for any particular item. E-in-C has clarified that agreeing to a different percentage for Prime Cost and
Provisional Items of any particular trade, by means of a proposal and its acceptance through letters
between the MES and the Contractor would be adequate, and no formal amendment to the contract is
necessary.
(Refer E-in-C’s No 33487/IAFW-2249/E8 dt 30 Sep 78)
The dividing line between a deviation and an amendment to the contract is one of judgment. The point
for decision is whether or not the basis for the existing contract will not be materially affected by the
alteration in design, scope or circumstances which it is proposed to introduce. If it will, then an
amendment to the contract will be required to effect the desired alteration, in agreement with the
contractor.
Ordering Additional Work Beyond Deviation Limits
19. The question of ordering works excess of deviation limit should arise only if such a course is considered
unavoidable e.g. when the additional work is closely connected with the original work and it is necessary and in
government interest to order it on the same contractor instead of concluding a fresh contract for it.
20. Addition of new items or extra work beyond the permissible deviation limit constitutes an amendment to
the contract and this really amounts to concluding a fresh single tender contract with the contractor. The
contractor is entitled to a reasonable rate for work in excess of the deviation limit. The initiative must,
therefore, be taken by the Accepting Officer to come to an agreement with the contractor with regard to the
rates payable for the proposed additional work. Following cases may arise while fixing a rate: -
(a) Where the existing contract rate is reasonable i.e. at par with current price level.
(b) Where the existing contract rate is beneficial to Government.
(c) Where the existing contract rate is beneficial to contractor.
In case of (a) and (b) it would be naturally advisable for the Govt to take initiative and come to an
agreement with the contractor to make an amendment to the contract to include the additional work.
In case of (b) the contractor may demand a higher rate in which case the Accepting Officer should
ascertain the prevailing conditions and then come to a settlement with the contractor with regard to the
reasonable rate payable for extra work.
In case of (c) it will be necessary to enter into negotiations to agree to a reasonable rate based on
prevailing market rate(s). Rates for similar work in other current contracts may also be compared for
this purpose.
21. In the negotiations with the contractor it is important to obtain the contractor’s proposals in writing.
22. In case where the additional work is inseparable from the original work and cannot be got completed by
other means, but contractor demands a high rate which is not acceptable to CWE’GE, he should be informed
that the rate is exorbitant and not acceptable. Efforts should, however, be made to ensure that the contractor
still proceeds with the work on the understanding that the question of settlement of rate, if necessary, would be
referred to arbitration.
23. In all cases, the next higher Engineer authority must be kept informed.
Deviations within the Deviation Limit of Contract but having the Effect of Increasing the value of Works
beyond the Powers of Acceptance of the Accepting Officer of the Contract.
24. Deviation ordered under and within the original deviation limit laid down in condition 7 of IAFW-2249
shall not amount to accepting a contract beyond the powers of acceptance of the accepting authority of the
contract.
To illustrate, a CWE may conclude a contract which at the time of concluding does not exceed his powers of
acceptance but may order deviations upto the full limit allowed in condition 7 of IAFW-2249 even though the
final value of the contract, as deviated, exceeds his financial powers of acceptance of a contract.
In such cases the fact shall, however, be brought to the notice of the higher Engineer authority within whose
powers of acceptance the total expenditure lies, and his sanction obtained. No amendment to the contract is
necessary as the contract has in no way been vitiated.
25. Works ordered (or curtailed) in excess of deviation limit is not to be viewed as single tender and ‘single
tender report’ need not be submitted in such cases, however, sanction of competent authority is required to be
obtained for receiving the deviation limit laid down in contract, and the contract is required to be amended to
suitably increase the deviation limit.
26. Powers of approval of deviations in excess of deviation in excess of deviation limit are vested as
follows:-
(a) Excess upto 10% beyond the limits laid down in para 18 above in the case of contracts concluded
by GE and CWE may be approved by Zonal/Project CE, in consultation with CDA.
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(b) Excess in deviations ordered more than 10% beyond the limits laid down in para 18 above in the
case of contracts concluded by GE and CWE are to be referred to the Command CE for his
approval in consultation with CDA through the Zonal/Project CE.
(c) Excess upto 10% beyond the limits paid down in para 18 above in the case of contract concluded
by Zonal/Project CE may be approved by Command CE in consultation with CDA.
(d) Cases of excess over 10% beyond the deviation limits laid down in para 18 above in contracts
concluded by Zonal/Project CE require regularization by the E-in-C.
(Refer E-in-C’s letter Nos (33416/19/E8 dt 20 Nov 67)
Valuation of Deviations
27. The various alternatives for pricing of deviations that may be followed for each different type of contract
are laid down in the order of precedence in Condition 62 of IAFW-2249. A particular alternative for pricing of
deviation can be adopted only when all other alternatives preceding it for the particular type of contract cannot
be used due to inapplicability.
28. In the case of Lump Sum contracts, based on pre priced Schedule ‘A’ or based on drawings and
specifications, if a pro rata cannot be derived directly by any of the alternatives given in Condition 62 (for these
types of contracts), it may be derived from rates of analogous items in the Schedule ‘A’ and the rates for
analogous items in MES Schedule of Rates by ascertaining the difference in level of prices for such items in the
Schedule ‘A’ and these given in the MES Schedule of rates.
29. Comparisons of rates given in MES Schedule of Rates with the rates quoted by contractor in Schedule
‘A’ for the purpose of working out pro-rata is NOT PERMISSIBLE in the case of Item Rate Contracts on
IAFW-1779-A.
30. In working out pro-rata care must be exercised that any ‘Freak’ rate existing in the MES Schedule of
Rates (due to printing or other errors) which may affect the pro-rata rate considerably is not used for the
purpose of ascertaining relationship between the levels of prices of analoguous items in the Schedule ‘A’ and
the MES Schedule.
31. When the rate cannot be worked out from the rates quoted by the contractor or from the Schedule of
Rate (proportional rates) the rate is decided by the GE on the basis of the cost to the contractor at site of works
plus 15% to cover all overheads and profit. This is known as a ‘Star rate’ or ‘Star Price.’ The mode of working
out a star rate is stated under General Rules, MES Schedule of Rates. If the contractor is not satisfied with the
decision of the GE the matter will be referred to the CWE within seven days of receipt of GE’s decision, and
CWE’s decision thereon is final and binding.
32. The stipulation in the contract form is explained in para 31 above. The laid down MES procedure
further requires that before a proportional rate or star rate is intimated by the GE to the contractor it should be
technically checked by the EE(QS&C) (or AEE(QS&C) where an EE(QS&C) is not posted) where the rate
fixed does not involve payment (or recovery) exceeding Rs 20,000/-. Where the financial effect of the rate
fixed exceeds Rs 20,000/- it has to be technically checked by the SSW posted with the Zonal/Project CE. This
regulation applies to all contracts whether concluded by GE or CWE or by CE.
(Authority: E-in-C’s letter No 83681/5/GP/E8 dated 21 Sep 70).
Other Orders/ Notices (Conditions 23, 25, 37, 44 and 69)
33. All orders notices, etc to be given under the contract must be in writing, typescript or printed (Condition
23).
34. Unless otherwise provided, all notices to be given and all actions to be taken on behalf of the President
of India must be given or taken on his behalf by the GE or any officer for the time being entrusted with his
functions, duties and powers of the GE. (Condition 69).
35. Work Orders are issued on ‘MES Contractors’ Order Sheet IAFW-1823 to start the work.
36. Routine day to day orders pertaining to the execution of work (viz. those arising out of the supervision
of works, etc). are communicated (or confirmed) to the contractor by the Engineer-in-Charge through ‘Works
Site Order Book’ maintained at his office. The contractor shall visit this office and shall confirm receipt of such
instructions by signing the relevant entries in this book (Conditions 25 and 44)
Deviations, however are NOT to be ordered on a Contractor through the medium of the ‘Works Site Order
Book’. Deviation if ordered through ‘Works Site Order Book’ is a procedural lapse requiring condo nation by
the Engineer Authority next higher to the Accepting Officer of the particular contract.
(Ref para 21, 427 and 440 of MES Regulations and E-in-C’s No 33416/9/E8 dated 14 Feb 85).
The Engineer-in-Charge and other supervisory staff should invariably produce the ‘Works Site Order Book’ and
‘Works Diary’ to all Inspecting Officers right from the Zonal/Project Chief Engineers down to the Garrison
Engineer and get their remarks endorsed on quality of work, workmanship and other aspects of the work. Copy
of remarks endorsed should be forwarded by GE to the Zonal/Project Chief Engineer and CWE for their record,
and pursued till they are complied with at site.
37. Notices are required to be issued to the contractor from time to time under the conditions of contract,
and as per Indian Contract Act, etc., (e.g conditions 9, 33, 46, 50, 52 to 57, 61, 67, 70 etc of IAFW-2249). It is
important to remember in this connection that the conditions of contract/the Indian Contract Act make it
obligatory to issue certain notices to the contractor at the appropriate time. If such notices are not issued, this
may be interpreted to mean acquiescence in the contractors default.
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Certain forms of notices are recommended in the Contract Manual and three typical ones of common
occurrence are reproduced in Appendix ‘B’, Appendix ‘C’ and Appendix ‘D’ of this Precis.
Emergency Works (Condition 8)
38. Any emergency works needing prompt action can be ordered/carried out by the Engineer-in-Charge.
Suspension of Work (Condition 9)
39. This condition stipulates that the GE may order suspension of work by the contractor on account of
default by the contractor, or in the interest of safety of work or proper execution of work even if the suspension
has not been necessitated due to default by contractor.
Suspension may be ordered for part of the work or the entire work as considered necessary.
40. Further where the period of suspension exceeds 60 days the contractor is entitled to compensation
towards salaries/wages of labour etc, remaining idle at site of work, and if the period of suspension ordered is
more than four months at a time the contractor is entitled to treat the suspension as abandonment of work (or
part of the work ordered to be suspended) after the lapse of 60 days of suspension, and for which purpose he has
to observe the procedure of giving due notices etc., as laid down in the Condition.
Anticipated period of suspension should be mentioned in the suspension order. Where suspension is ordered for
reasons other than default by contractor or safety of works, then in such cases the reasons for suspension are not
to be conveyed to the contractor.
Temporary stoppage of work due to weather reasons is not to be treated as reason for suspension of work.
Prior approval of competent authority (i.e CE in case of contract concluded by CE or CWE; and CWE in case of
contract concluded by GE) is required before ordering suspension of work.
Whenever it is decided that a contractor should not progress with a work or any part thereof, a clearcut
suspension order will be issued incorporating the following particulars: -
(a) Reference to condition 9 (a) and its relevant subpara under which the suspension is being
ordered.
(b) The work or specific item of work or part thereof which is to be suspended.
(c) The date of implementation of the suspension order and the date upto which the suspension order
would be in force.
(Refer E-in-C’s No 33487/104/E8 dated 05 Oct 81).
Time Delay and Extension (Condition 11)
41. In all MES contracts time is of the essence of the Agreement, According to section 55 of the Indian
Contract Act, 1972, time is said to be of the essence when the performance of the contract at the appointed time
is so vital that its non performance at that time would virtually amount to non performance of the contract e.g.,
if ‘A’ has contracted to provide a band for ‘B’s wedding on certain date, of what use is the band if it is brought
to provide other date? Thus in such a case, if the contract is not performed at the appointed time, its
performance at any other time by the promisor has little or no value for the promisee.
42. Section 55 of Indian Contract Act, 1872, stipulates that where time is of the essence of the contract and
where the contractor fails to complete the work within the time stipulated and if the other party accepts the
performance without giving notice to the contractor, the party cannot claim compensation. In order to comply
with this legal requirement, where the contractor is unlikely to complete the works within the stipulated time, a
notice as in Appendix ‘C’ of this Precis is to be issued to the contractor so as to reach him before the due date
of completion. Another notice as in Appendix ‘D’ of this Precis is to be issued on the following day of the due
completion date. These notices make the Govt’s intention clear whether they would claim compensation and
permit the contractor to proceed with the work OR they would cancel the contract and get the balance work
carried out at contractor’s risk and expense.
Notes: If the contractor fails to complete the work at or before the specified time, the contract, or so much of it
as has not been performed, becomes voidable at the option of the promisee.
43. The specified date of completion should NEVER be allowed to pass without issue of the aforesaid
notices. When the specified date of completion has passed without any action to:-
(a) extend time to cater for deviations ordered, or
(b) amend contract to extend time (as in case of failure on the part of the Govt to fulfill their
promise, or to cater for suspension of work, or to cater for delay beyond the control of
contractor), or
(c) issue of notice to the contractor claiming compensation for delay, then the original condition that
the time is of the essence or contract lapses, and thereafter the contractor is only under an
obligation to complete the works within a ‘reasonable time’ a factor which is to be construed in
the light of other circumstances of the contract. (See Sections 46 and 47 of the Indian Contract
Act 1872).
44. As soon as the tender is accepted or any substantial work order is place and before work under it is
begun, the GE and the Contractor shall agree upon a ‘TIME AND PROGRESS CHART”. It indicates a forecast
of the dates of commencement and completion of the various stages of works as well as the stages and
quantities of materials to be issued by MES under Schedule ‘B’. This chart is brought upto date as and when
required on account of deviations, extension of time, etc. For works costing more than Rs. 5 lakh CPM
technique in lieu of time & progress chart is to be adopted. This condition is to be highlighted in the tenders, ie.
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tender is based on CPM. In all CPM charts separate activities are required to be shown for the samples
submission by contractor and their approval by the Dept., and Effect of non working season due to monsoon,
snowfall or harvesting season is taken into account while allotting time to the various activities. (Authy: E-in-
C’s Branch letter No PC/41000/93-94/E8 dt 19 Jan 95).
45. Whenever the contractor is behind the scheduled programme, issue diligence notices to the contractor as
in Appendix ‘B’, of this Precis as and when necessary. This strengthens the Govt.'s case in claiming
compensation where the contractor finally fails to complete the works, and is also a warning to the contractor.
46. Reasons under which extension of time can be granted and the officers who are empowered to grant
such extensions are given in Condition 11 of IAFW-2249. The reasons under which extension can be granted
are divided into two types as given in condition 11(A) and condition 11 (B).
Upon the happening of any event (listed in Condition 11) the contractor is required to immediately give notice
thereof in writing to the GE and should try to prevent or make good the delay.
Extension of time are given on IAFW-1823 as deviation orders signed by the GE and the contractor after receipt
of approval in principle of the appropriate authority mentioned in Condition 11 of IAFW-2249. A note to the
effect that ‘Financial effect of this DO is NIL’ is included. (Refer para 14 (c) of this Precis).
47. The importance of fixing reasonable time for completion in the tender documents originally has already
been stressed in Precis No 1724. Special care must therefore be taken to fulfill Govt liabilities particularly in
respect of handing over sites and issuing MES stores (stipulated in Schedule ‘B’) to the contractor on demand
by the agreed dates in the T&P chart. Also if any Tools and Plant Transport included in Schedule ‘C’ and ‘D’
respectively are likely to be withdrawn, sufficient notice must be given to the contractor to enable him to make
alternative arrangements.
48. Points to be Considered before Granting Extension of Time.
(a) There should be no hesitation in giving an extension of time if circumstances justify this. In
cases where there is not justification for delay on the part of the contractor, there should be no
laxity of procedure which may result in weakening Govt case for recovery of compensation.
(b) It should be brought home to contractors that they should apply for extension of time
immediately it is known that delay in completion is likely to occur.
(c) Contractor application for extension of time should be dealt with expeditiously. Even when an
application for extension is made at a late state, efforts should be made to give a decision before
expiry of the contract period. The object is to inform the contractor, as soon as possible, whether
the extension asked for by him will be granted and, if so, the extent thereof, so that he can
organize his work accordingly.
(d) The reasonableness of the period of extension asked for as well as the validity of the grounds
upon which extensions are to be granted should be carefully examined.
(e) It should be ensured that the extension of time to be granted to the contractor is not out of
proportion to the original contract period.
(f) Ensure that the period of the Bank Guarantee, if any, furnished by the contractor to the
Accepting Officer in order to get 100% payment of RARs has not expired. If it is likely to expire
within the proposed period of extension of time, ask the contractor to get the period of the same
extended upto a suitable date failing which the Bank Guarantee should be en-cashed before the
period thereof expires.
(g) Extension of time by Accepting Officers is regulated as under:-
(i) CWE’s/GE’s Contracts – 25% of the Original period of contract or three months
whichever is more.
(ii) CE’s Contracts – 25% of the original period of the contract or nine months whichever is
more. All cases of extension beyond periods mentioned above shall be reported to the higher
authorities i.e. disciplinary/administrative action and actions initiated both against executives and
contractors as warranted. Performance Reports of contractors should reflect the lapses of
contractors. Extensions beyond above limit should be granted by Accepting Officer only after
initiating above action. (Authority: E-in-C’s Branch letter No 36363/E8 dated 15 Jun 92).
Compensation (Condition 30)
49. In order to secure the punctual execution of building and engineering contracts it is a common practice
to insert provisions therein that, in the event of the works not being completed by a stipulated time, a sum or
sums of money shall be payable by the contractor to the employer. This may be either by way of penalty or in
the form of liquidated damages.
A PENALTY is a sum named, which is disproportionate to the damage which could have been anticipated from
breach of the contract, and which is agreed upon in order to enforce performance of the contract. It is held “in
terrorem” over the promisor to deter him from breaking his promise.
Liquidated damages denote a preassessed estimate made by the parties at the time when contract is entered into,
of the extent of the injury which a breach of the contract will cause. Compensation for loss sustained is the
legitimate object of such provisions.
50. Provision for claiming compensation has been made in condition 50 of IAFW-2249. Under the
provisions of para 494 of RMES, the authority to waive or reduce compensation leviable from contractors is
vested with the following authorities:-
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(a) GE’s contracts CWE
(b) CWE’s and CE’s contracts CE
(Refer E-in-C’s letter No 46817/80/E2A dated 27 Feb 60).
In view of the number of cases going to arbitration on account of Govt claim for compensation for delay it is
essential that the aforesaid authorities should not hesitate to utilize their powers to waive or reduce
compensation, after examining the merits of each case.
NOTE:
(1) Relief can always be granted by the Arbitrator in respect of liquidated damages i.e. compensation (Refer
E-in-C;s letter No 33416/8/E8 dt 9 Nov 66)
(2) Also refer Section 74 of the Indian Contract Act 1872.
51. Compensation is calculated as follows:-
(a) Term Contracts
One percent of the estimated value of the Requisition or the Work Order for every weeks delay,
subject to a maximum of ten percent.
(b) Other Contracts
One percent of the Contract value of the item or group of items of work, for which a separate
period of completion is given in the contract, for every weeks delay, subject to the maximum
amounts, stipulated in condition 50 depending upon the contract sum for which the contract is
accepted.
52. When the delay involves a fraction of a week, the compensation shall be proportional to the number of
days involved.
53. The term contract value (or Estimate Value’ in case of Term Contracts) means the value of work as
actually ordered including all deviations or changes as “ordered” on the contractor and not on the “measured
value” of the work executed.
(Refer E-in-C’s letter No 33487/68/E8 dated 27 Oct 67).
54. Govt becomes entitled to recover compensation for delay as soon as the notice claiming compensation
has been served, at the appropriate time, on the contractor.
Notes: (1) This has been confirmed by Ministry of Law. (Refer DGW letter No 35356/E8 dated 10/4/61).
(2) Also refer Section 55 of the Indian Contract Act, 1872 and para 42 of this précis.
86
Appendix ‘A’
(Precis No 1729)
(Refer para 12)
FEW EXAMPLES OF DEVIATIONS AND AMENDMENTS
Deviation subject to Condition 7 of IAFW-2249 (ie. Within the scope of the contract) can be on account of any
of the following reasons:-
(a) Site Conditions/ Requirements
Variation in foundations, changes in quantities of provisional items.
(b) Non availability of Required Stores/Materials
Changes in section, spacings, etc., of steel reinforcement, structural steel work etc.
(c) Engineering/ Technical Requirements
Providing higher sections of structural members; perforated boards in lieu of building boards for
acoustics , etc.
(d) Additions to Original Work
Providing additional partition walls, plinth protection etc.
(e) Omission of Work Originally Included in the Contract
Omission of ceiling, parapet walls in verandahs, etc.
(f) Alterations Due to Change of Specifications
Ordering glazed tiles in lieu of terrazzo tiles, aluminium builder’s hardware fittings in lieu of
brass builders hardware fittings, welding in lieu of rivetting, etc.
2. Amendments (i.e works outside the scope of the contract) can be on account of any of the following
reasons:-
(a) Additions/Omission of Firm Items in Schedule ‘A’ (i.e Changes in Scope of Work)
(i) In a contract for construction of 40 quarters, ordering three additional quarters, though
the amount may be within the deviation limit, constitutes an amendment.
(ii) In a contract for provision of technical accommodation wherein “workshop building” is
not originally included, ordering the ‘workshop building’, though the amount may be within the
deviation limit, constitutes an amendment.
(iii) In a contract for provision of OR’s accommodation comprising 12 barracks and 4 dining
halls cum cook houses, omission of 2 barracks and 1 dining hall cum cook house, though the
amount may be within the deviation limit, constitutes an amendment.
(b) Radical Changes in Specifications
(i) Changing RCC flat roof to mangalore tile roof with trusses, purlins, etc,. and vice versa.
(ii) Changing all stone masonry walls in superstructure to brick masonry walls and vice
versa.
(iii) Changing all 2nd class hard wood work to 1st class hard wood and vice versa.
(c) Issue of additional items under Schedule ‘B’ and/or additional items of T & P under Schedule
‘C’ and non issue of any items of Schedule ‘B’ stores constitute an amendment.
(d) Changes in layout of work/buildings; redesignation of Accepting Officer caused by
amalgamation/ downgrading/ upgrading of formations; transfer of contracts for administration
from one area to another area, etc.
(e) Enhancement of deviation limit originally stipulated in the contract i.e., ordering any work
beyond the deviation limit constitutes an amendment.
87
Appendix ‘B’
(Precis No 1729)
(Refer para 45)
FORM OF LETTER TO BE ISSUED BY GE TO WARN CONTRACTOR ABOUT
INADEQUACY OF LABOUR AND MATERIALS AT SITE (DILIGENCE NOTICE)
Telephone REGISTERED ACK DUE
8637/…………../E8 Office of The Garrison Engineer
Dated
Shri/S’Shri………………………….
………………………………………
CA NUMBER…………………………..
(Name of Work)…………………………….
Dear Sir(s)
1. It has come to my notice that the rate of procurement of materials required for the work especially
sand/aggregates, bricks, etc., is extremely slow and you have not made any arrangements or placed orders for
flush shutters, steel windows, etc.
2. It is also noted that the labour employed by you in the following categories is not in sufficient numbers
to have the required rate of progress:-
(a) Masons.
(b) Carpenters
(c) Welders.
(d) ……………..
3. The inadequacy of the labour and materials pointed out above has resulted in the progress of the work
being not commensurate with that shown in the time and progress chart of the contract.
4. You are, therefore, hereby called upon to accelerate the progress of the work by procuring the requisite
quantity of materials and increasing the existing number of labourers as necessary to bring the progress upto the
requirements in the above chart.
5. I hereby draw your attention to the fact that time is of the essence of the contract and unless you proceed
with the work with greater diligence and ensure compliance with the time and progress chart within the next 30
days thereof, I will be *constrained to report the matter to the competent authority for such action as may be
deemed necessary by him under the terms of the contract.
6. Please acknowledge.
Yours faithfully,
Garrison Engineer
Copy to:-
CWE………… Engineer-in-Charge…………
CE…………… E2………………………….
*In case of contracts concluded by GE,s this should be amended to read as follows:-
“I will be constrained to consider cancellation of the contract”.
88
Appendix ‘C’
(Precis No 1729)
(Refer para 42)
FROM OF NOTICE TO BE ISSUED BY GE WARNING THE CONTRACTOR ABOUT HIS
LIABILITY TO PAY COMPENSATION FOR DELAY TO BE ISSUED 15 DAYS PRIOR TO DUE
DATE OF COMPLETION
Telephone REGISTERED ACK DUE
8637/………./E8 Office of the Garrison Engineer
Dated
Shri/S’Shri…………………………
……………………………………..
CA NUMBER………………………
(Name of work)………………………….
Dear sir(s)
1. The date(s) for completion of work under the above mentioned contract is/are …….and I notice that the
progress of the work has been very slow and unless you proceed with due diligence and accelerate the progress
of the work, you are not likely to comply with the time agreed upon for the completion of the work.
2. I hereby draw your attention to the fact that time is of the essence of this contract and if you fail to
complete the work by the stipulated date, you shall be liable to pay compensation for delay in completion. This
notice is without prejudice to any other right or remedy open to the government as provided for in Conditions
50 of the General Conditions of Contract (IAFW-2249) forming part of the contract or under law.
Yours faithfully,
Garrison Engineer
Copy to
CWE……………………. For information.
CE……………………….
Engineer-in-Charge…………….. for information and necessary action.
Internal:-
E-2
89
Appendix ‘D’
(Precis No 1729)
(Refer para 42)
FORM OF LETTER TO BE ISSUED BY THE GE TO THE CONTRACTOR TO CLAIM
COMPENSATION FOR NOT COMPLETING THE WORK ON THE DUE DATE TO BE ISSUED
IMMEDIATELY AFTER THE DUE DATE OF COMPLETION HAS ELAPSED
Telephone REGISTERED ACK DUE
8637/………/E8 Office of the Garrison Engineer
Dated
Shri/S’Shri……………………….
……………………………………
CA NUMBER
(name of work)
Dear Sir(s)
1. Reference further to my notice issued under letter no………..dated…….
2. Time being of the essence of the contract quoted above and you have having failed to perform your
obligations by the time agreed upon, notice is hereby given to you, that in deciding to accept the performance
after the said time, Government shall claim from you compensation for delay in completion of the work in
terms of condition 50 of the General Conditions of Contracts (IAFW-2249) on account of your non performance
of your contractual obligations by the time agreed upon.
Yours faithfully
Garrison Engineer
Copy to:-
CWE
CE
Engineer-in-Charge
CDA
Internal:-
E2
90
Appendix ‘E’
(Precis No 1729)
(Refer para 9)
POWERS OF ENGINEER OFFICERS
NORMAL POWERS
Ser No Reference to Description
Condition
1(a) All government Officials Concerned with the Contract
10 (c) To inspect and examine materials intended to be used in
the works, either at site or at factory, workshop etc., where
materials are being fabricated, assembled or manufactured.
Contractor to give all reasonable facilities for such
inspection and examination
(b) MES Official Concerned with the Contract
24. To have right of entry to site at all times.
46. To have power at any time to inspect and examine the
work.
(c) Engineer-in-Charge
6. To give instructions in writing to take up work under
provisional items, until which no work on such items to be
stated by the contractor.
8. To carry out any emergency works when the contractor is
unable or unwilling at once to carry them out.
10(A) To order contractor to furnish proof that the materials
provided for the work comply with contract specifications.
To approve samples of materials required for the work, and
where samples are not approved to order furnishing of
fresh samples complying with specifications laid down in
the contract. To reject and order removal of any or all
materials brought to site by contractor which are not new
and in accordance with contract specifications or not
confirming in quality and character with the approved
samples.
To order other proper materials to be substituted for
rejected materials, and in the vent of contractor refusing to
comply to cause the same to be supplied by the other
means, charging all costs/ expenses in so doing to the
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contractor.
To have tests out as specified in contract for any materials
supplied by contractor, other than those for which
satisfactory proof has been furnished, at the cost of the
contractor.
To have tests on materials carried out even where such
tests are not specified in the contract, for which the charges
shall be borne by the contractor only if the tests disclose
that the materials are not in accordance with the contract.
10 (B) To require contractor to agree in writing to a phased
programme of contractors requirements for issue of
materials under Schedule ‘B’. To issue notice to contractor
asking contractor to pay within a fortnight for unreturned
surplus stores (issued under Schedule ‘B’) at twice the
market rates fixed by the GE.
10 (C) To approve places where contractor shall be allowed to
store materials collected for the work.
10 (c) To accord prior written approval to contractor for
transporting any materials brought to site to a place other
than the site of works (this may be for the purpose of
fabrication etc. at a place other than the site of works).
24 To exclude from site any labour whose admission thereto
may in his opinion be undesirable for any reason.
NOTES: For work in sensitive/security/technical areas
police verification of antecedents of contractors petty
suppliers, labour etc. shall be got done by the GE from
Supdt of Police of the district to which the individual
belongs before allowing access to such areas.
(Refer E-in-C’s letter No 36461/P-2/E8 dated 30 Apr 87).
25. To require the contractor or his accredited agent to attend,
when required to do so, the office of the Engineer-in-
Charge or the works site to receive instructions, without
making any charge for doing so.
26. To accord prior written approval to contractor for working
beyond the hours of a working day, or to work on holidays.
To obtain from contractor every morning a distribution
return of the number and description by trades of his work
people employed on the works.
To check whether the contractor is complying with MES
Model Rules for protection of health and sanitary
arrangements (Annexure ‘C’ to IAFW-2249) and the MES
Safety Code (Annexure ‘B’ to IAFW-2249).
28. To issue antimalarial instructions to contractor including
filling up of borrow pits.
31. To accord prior written approval for the water to be used
by the contractor for any or all requirement.
32. To approve the planning, siting and erection of all
temporary workshops, stores, offices, etc., to be put up by
the contractor for efficient execution of work, and to check
that they are kept in a neat and sanitary condition and
removed on completion of work leaving the site in a neat
clean and tidly condition.
35. To issue weekly hire statement to the contractor for tools
and plant issued under Schedule ‘C’.
38 To approve the setting out of works; until which approval
no work is to be started by the contractor.
39. To require contractor to remove water accumulated at site
in trenches/ excavations to the satisfaction of the Engineer-
in-Charge.
40. To give directions to contractor as to how the material
obtained from excavations it to be disposed off.
41. To examine and approve in writing excavations for
foundations before contractor lays foundations.
42. To order contractor to uncover any work, which is
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permanently covered or concealed by the contractor
(whether by earth or by other means) without giving
reasonable notice in writing to the Engineer-in-Charge.
To give prior written approval for the location from where
extra soil for filling is to be obtained.
43. To examine and approve at each stage all works embracing
more than one process on receipt of written notice from the
contractor when each stage is ready. To appraise the
quality and extent of the work done at each stage if the
contractor fails to give the aforesaid notice.
44. To have the works executed by the contractor to his entire
satisfaction.
To maintain a Works Diary (IAFW-2347) for Major Works
exceeding Rs one lakh and for Special Repairs exceeding
Rs five lakhs, recording all important events in the
execution of the works and to require the contractor or his
accredited Agent to sign it daily in the office of the
Engineer-in-Charge.
45. To issue prior written instructions to the contractor to
perform Day-work, and to certify details of materials,
labour etc., used in Day work during the week.
48 (b) In the event of loss or damage to works and materials
collected for contract work or to Government buildings
handed over to contractor (as per condition 47) from any of
the Accepted Risks, to order contractor in writing to move
debris and so much of the work as has been damaged,
taking such articles and materials as required to the MES
stores, and to proceed with the erection and completion of
the works in accordance with the contract.
49 To get site clearance (on or before completion work) done
to his entire satisfaction.
To specify the period within which surplus Schedule ‘B’
materials should be returned by the Contractor
61 To proceed by himself to take measurement when the
contractor’s representative fails to attend in spite of
reasonable notice in writing. In such cases measurements
taken are to be accepted by the contractor as final.
Annexure ‘C’ To issue instructions to contractor about conservancy
(Para 11) works in respect of contractors work people or employees
at site.
Annexure ‘C’ To direct and approve the planning, siting, erection and
(Para 15) maintenance (and clearing away on completion of work) of
all temporary structures stipulated to be provided by the
contractor for labour welfare.
1 (d) Garrison Engineer
4(A) (d) To exclude from a Term Contract all electrical/ Water
supply/ steam/hot water installation work estimated to
Cost Rs 5000/- or under.
4(A) (e) May employ any number of serving soldiers, regular MES
civilian staff etc. and limited number of civilian work
people (limited to the number specified in tender
documents) in the area in which the Term Contract is
operative.
5. To purchase prime cost items directly from the market and
issue to the contractor for fixing only.
7 To give written instructions to contractor to alter, add or
omit from works under the contract (approval for ordering
such deviations having been given by competent authority,
on the basis of which, direction is passed on by the GE to
the contractor).
9(a) To order suspension of work and to give extension of time
necessitated by such suspension as provided for in
condition 9, and to instruct contractor to properly protect
and secure the work during the suspension period.
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9(b) Where period of suspension exceeds 60 days GE to decide
reasonable compensation to be paid to the contractor
towards salaries and wages paid by the contractor to his
employees and labour at site actually remaining idle at site
during the period of suspension.
9 (c) Where period of suspension of work ordered for reasons
other than default by contractor exceeds four months at a
time and contractor treats the part or whole of the work so
suspended as abandoned by Government (after due notice),
GE to fix reasonable compensation to be paid in respect of
salaries and wages paid by contractor to his employees/
labour at site actually remaining idle and for loss of
materials collected at site which could not be utilized in the
same or other works, including 5% as overheads on
materials, salaries and wages.
10 (B) To fix market rate for purpose of recovery at double the
market rate for unreturned surplus Schedule ‘B’ stores
issued to contractor.
In the case of Term Contracts to issue old serviceable
materials not included in the Schedule ‘B’, but included in
the SSR, on payment at SSR rates adjusted by contractor’s
percentage, and to issue salvaged materials free for fixing
only, also to issue materials ‘free for fixing only’ for
which ‘fixing only’ rates are given in SSR but ‘supply &
fix’ rates are not given, even though, when such materials
are not listed in Schedule ‘B’
11 (A) To require contractor to draw up and agree upon a Time
and Progress Chart, including any amendments thereto
within the limitations of the period of completion.
15. To require contractor to draw up and agree upon a phased
programme for issue of Government Tools and Plant
included in Schedule ‘C’.
To issue prior written orders designating maintenance days
and holidays closed for work treated as ‘off days” for the
purpose of levying hire charges against tools and plant
issued under Schedule ‘C’. To order contractor to return
tools and plant hired to him under Schedule ‘C’ before
completion of work without assigning any reason.
15. To fix ‘D’ hour in writing at the commencement of the hire
period
To decide whether the breakdown of Govt tools and plant
is attributable to the contractors neglect.
24. To instruct contractor to take possession of site for starting
work. To execute other works on the site
contemporaneously with execution of work under the
contract.
To accord prior written approval to the contractor for
taking photographs of the site or of the works
To exclude from the site any person whose admission
thereto may in his opinion be undesirable for any reason
whatsoever.
25. To approve the appointment of a competent agent
appointed by the contractor to supervise the execution of
the contract and act in his stead, and to verify
qualifications of the grant.
To decide that the contractor, though a qualified engineer,
cannot give his full personal attention to the works, in
which case the contractor will have to employ an
accredited agent having the necessary qualifications as
specified in Condition 25.
To suspend the execution of the works until such date as a
suitable agent is appointed by the contractor, having failed
to appoint one, when ordered to do so.
To order the contractor to cease to employ in connection
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with the contract any agent, servant or employee whose
continued appointment is in his opinion undesirable.
26. To provide safety arrangements and facilities for labour as
per Annexures ‘B’ and ‘C’ of IAFW-2249. MeS Model
Rules and MES Safety Code (When the contractor has
failed to do so to the satisfaction of the Engineer-in-
Charge) and recover the cost thereof from the contractor,
and to levy a penalty of Rs 50/- from the contractor for
each default.
32. To permit contractor to occupy as workshop and stores
such Government buildings as may be available at site or
station for a prescribed rent recoverable form the
contractor, and to order the contractor at any time to vacate
such buildings within one month of the order leaving them
in a neat and tidy condition.
34. To allow the contractor to remove from site the tools, plant
and equipment provided by the contractor, before the
works are finally completed. (Such tools plant and
equipment brought to site by the contractor become
property of the Government until the completion of the
works).
36. To order the contractor to submit insurance policy and
premium receipts for buildings rented out to him for using
as workshop/stores and which are required to be insured by
contractor as per condition 36.
49 Works to be completed to the entire satisfaction of the GE.
To certify date(s) of completion of work or items of work
or groups of items of work for which a separate period of
completion is mentioned in the contract and which have
been completed to the satisfaction of the GE
49 To take over from contractor from time to time any
individual item of work or items of work completed to the
satisfaction of the GE which belong(s) to a group of items
or groups of items of work for which separate period(s) of
completion has been given in the contract, even before
completion of the entire group.
49 To certify the state of items of work at the end of the
defects liability period.
58 To deduct from moneys due to the contractor, any sum
required to make good the loss suffered by a worker or
workers because of contractors nonfulfillment of the
conditions of the contract stipulated for benefit of workers,
non payment of wages, or unjustified deduction from
wages, or non observance of labour rules and regulations.
62 (G) To decide star rates
63 To specify the manner in which documents, account etc,
should be produced by the contractor in support of his
claim under condition 63.
64 To certify and pay the sums payable to contractor as
advances on account (RAR), and to modify and correct
certificate of work done in subsequent RARs.
65 To certify and pay the amount due to contractor under the
Final Bill.
65 & 65 (A) Prescribe the manner in which Final Bill should be
prepared by the contractor.
67 To issue notice(s) to contractor for recoveries under
condition 67.
68 To refund security deposit and additional security deposits
to contractor when due.
69 To issue all notices under the contract to the contractor
(subject to other provisions under the contract).
Annexure ‘A’ To certify wages displayed by contractor on notice boards
(Para 3) at site of work, as fair wages.
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Annexure ‘A’ To arrange payment to the labour concerned within 45
(Para 10 and days from receipt of report form labour Welfare Officer (or
11) any other such person authorized by the government of
India) and to deduct moneys so paid from contractors bills.
(In case of appeal by contractor, under para 12 of
Annexure ‘A’, to Regional Labour Commissioner the
above said payment to labour shall be deferred and acted
upon as per decision of the Regional Labour
Commissioner).
Annexure ‘C’ To vary the scale, where necessary, at which the number of
(para 7) urinals and latrines should be provided at site for use by
contractors labour and workmen.
1(c) Commander Works Engineers
45 To agree with the contractor the rates and the percentage
addition for contractor’s profit and establishment charges
etc, prior to the execution of any work on ‘Day Work’
basis in the case of Lump sum contracts.
57 To determine the contract in whole or in part, if the works
are not required to be carried out, by giving a notice in
writing of the fact to the contractor.
1(f) Accepting Officer
5 To nominate/ select suppliers for the supply of materials
under PC and PC Sums, or to give instructions as to how
the nomination/ selection is to be made
To approve deviation within the deviation limit, himself or
7 through his nominee.
To allow the contractor to assign or transfer the contract, or
17 any part thereof, or any share or interest therein, or sublet
any portion thereof.
Invite offers for performance by subcontractors for
18 executing work included in PC sums, and select the firm of
subcontractors with whom the contractor will conclude a
subcontract.
To cancel the contract for failure by contractor to comply
27 with the provisions of the Apprentices Act 1961.
To cancel the contract for insolvency, subletting, assigning,
transferring, or attempting to do so, and to complete the
53 work at the risk and cost of the contractor
To cancel the contract in part or in full for contractors
default and to complete the works at the risk and cost of
the contractor.
54
55 To terminate the contract without compensation to the
contractor in the event of death of the contractor.
56 To terminate a term contract at the end of six months or at
any time thereafter by giving six weeks notice to the
contractor.
57 To decide the reasonable amount to be paid to the
contractor for his unutilized labour and material when the
contract is determined under condition 57, based on
verification done by the GE
64 To give directions as to the form to be used for giving
Bank Guarantee Bond in lieu of retention money.
67 To give directions to the contractor as to the manner in
which Fixed Deposit Receipts should be endorsed or the
form in which Bank Guarantee Bond should be furnished
against claims due from the contractor.
1(g) Chief Engineer
58 To prescribe fair wages payable to labourers by the
contractor, to be notified at the time of inviting tenders
FINAL AND BINDING POWERS
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2(a) Engineer-in-Charge
8 To decide whether the contractor is unable at once to carry
out any emergency works which become necessary.
Note: The Engineer-in-Charge does not have final and
binding power to decide whether contractor is unwilling at
once to carry out the Emergency works.
2(b) Garrison Engineer
4-A To decide what constitutes a single work, job or service or
to treat the contract area as a whole for the purpose of
grouping work.
11(A) To give extension of time for works ordered on term
contracts, for reasons other than those mentioned in
condition 11 (B).
36 To decide whether the materials stored by the contractor
are of combustible nature necessitating the building to be
insured, when only part of a building is rented to contractor
for using as his stores or workshop.
To assess the quality and extent of the work done by the
43 contractor without getting the earlier stage approved by the
Engineer-in-Charge, when the contractor disputes the
assessment made by the Engineer-in-Charge.
46 To decide whether the work executed by the contractor is
unsound or of a quality inferior to that contracted for, or
otherwise not in accordance with the contract, and to order
contractor to rectify, remove or reconstruct the work so
specified at the contractors own expense, and in default by
contractor, to carry out the rectification, removal or
reconstruction through other agency at the risk and cost of
the contractor. (This power can be exercised during the
construction, reconstruction or defects liability period).
53 & 54 When the Accepting Officer has cancelled the contract due
to the contractors default and has got the remaining work
completed by other means at the risk and cost of the
contractor, to assess the value of materials and stores and
the amount of credit to be allowed for tackle and
machinery belonging to the contractor, if they have been
used by the Government in completing the work.
62 To give decision when the contractor is not satisfied with
the value appraised by the Engineer-in-Charge in respect of
alterations/additions (other than those executed by
daywork or for an agreed sum) which are covered up by
the contractor without giving notice to the Engineer-in-
Charge.
64 To decide whether any particular materials brought by the
contractor to site for incorporation in work are of a
perishable nature, and therefore not eligible for payment of
advance on account against materials brought to site.
2 (c) Commander Works Engineers
7 In contracts accepted by the GE, to give decision, in the
event of disagreement between contractor and the GE, as to
whether a particular change ordered constitutes a deviation
or an amendment.
7 In contracts accepted by the GE, to give decision when the
contractor disagrees with the GF regarding proposed
alteration of time necessitated due to work ordered through
deviation.
10 (B) To give decision in case of dispute on the market rate fixed
by the GE for the purpose of recovery at double the market
rate for unreturned Schedule ‘B’ stores issued to contractor
in excess of the estimated requirement.
11 (A) In contract accepted by the GE (Other than Term contract)
to give decision when the contractor disagrees with the GE
regarding extension of time allowed by him, for reasons
other than those mentioned in condition 11 (B).
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52 To cancel the contract for corrupt acts.
53 & 54 To fix percentage to cover superintendence and
establishment charges to determine the excess cost to be
charged to the contractor when work is completed by the
Government at the risk and expense of contractor
To give decision when the contractor is not satisfied with
(G) the rate payable as fixed by the GE based on the cost to the
contractor at site of work plus 10% to cover all overheads
and profit.
When the contractor claims increase in contract sum due to
63 increase in prices consequent to an Act of Legislature, to
decide whether it is attributable to delay in the execution of
work which was within the control of the contractor to
avoid.
2(d) Accepting Officer
6(A) To interpret the intention of the contract when there are
varying or conflicting provisions in any one document
forming part of the contract.
7 To give decision when contractor disagrees with the GE
regarding the proposed alteration of time for a Deviation
Order (This power is vested with the CWE for all contracts
accepted by the GE)
11(A) Decision as to whether a reason or cause for delay in
completion was beyond the contractors control is within
the absolute descretion of the Accepting Officer.
In all contracts except term contracts, to grant extension of
11(A) time for reasons other than those mentioned in condition
11 (B), (Provided that if the GE is the Accepting Officer
and the contractor disagrees with the extension granted by
the GE, the matter shall be referred to the CWE whose
decision shall be final and binding).
In all contracts to grant extension of time for:-
(i) Non-availability of Govt stores and
11 (B) (ii) Non availability or break down of Government tools
and plant
2 (e) Authority next Higher to the Accepting Officer
7 In respect of contracts accepted by the GE or CWE, the
engineer authority next higher to the Accepting officer
shall give a decision in the event of any disagreement
between the contractor and the Accepting Officer as to
whether the extra work ordered constitutes a deviation or
an amendment.
(In such a dispute as referred to above the decision of the
Chief Engineer shall be final and binding even when the
Chief Engineer himself is the Accepting Officer.
NOTE: Condition 1(T) stipulates that an Additional Chief Engineer (if specially authorized by the Chief
Engineer) shall exercise the same powers as the Chief Engineer.
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Appendix ‘F’
(Precis No 1729)
(Refer Para No 13)
PROFORMA FOR SEEKING
APPROAL IN PRINCIPLE FOR DEVIATION ORDERS
1. Name of work.
2. Contract No.
3. Accepted contract amount.
4. name of contractor.
5. Date of completion as per works order or extended date of completion as approved.
6. Amount of Technical Sanction for work included in CA.
7. Amount of Adm Approval for work included a CA.
8. Overall DO limit (% and amount) as per contract.
9. Progress of work at site on the date requesting A-in-P.
10. Details of Deviation proposed to be ordered.
11. Detailed reasons for the deviation proposed.
12. Financial effect of the Deviation proposed.
13. Whether the proposed DO will entail any extension of time, and if “Yes”, how much?.
14. Confirmation that the proposed DO will not entail any claim for anfractuous work from the contractor.
15. Confirm that no individual trade item which is not already included in the contract will be needed to be
ordered on the contractor in the proposed DO. (If such item is required to be ordered in the DO confirm
that its financial effect shall not exceed 10% of the overall DO limit).
16. Confirm that the arithmetical sum of the value of all additions or deductions ordered through deviations
including the present DO will not exceed twice the DO limit.
17. Confirm that deviations orders on items of individual trade included in the contract shall not exceed
plus/ minus 25% of the value of that trade in the contract as whole or half the DO limit whichever is
less.
18. State whether the proposed deviation order awaits approval or has already been implemented on ground.
19. State whether funds are available for ordering the proposed deviation orders.
20. State whether preparation of any star rate will be necessary as a result of ordering the proposed DO.
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Precis No 1730
Management Department
GENERAL CONDITIONS APPLICABLE TO
LUMP SUM AND MEASUREMENT CONTRACTS (3)
1. This Precis deals with the issue of stores, hires of tools, plant, transport and supply of water/electricity to
contractors.
Issue of Stores (Conditions 10 (B) and (C), 11 (B), 49 etc).
2. Stipulations are made in contracts for the issue of stores by Govt mainly to assist the contractors in
procurement of controlled items of building materials. The items of stores to be issued are listed in the
Schedule ‘B’ of the contract, wherein the rates to be charged for the stores, the place of issue of stores, and the
procedure for issue, accounting, return of surplus stores, and other pertinent stipulations are laid down. Certain
types of stores may be issued free of cost, in which case they are listed as ‘free for fixing only’ in the Schedule
‘B’. The tenderers in working out their rates or lump sum costs to be quoted, and also the MES department in
assessing the reasonability of the quotation, take into account all the stipulations made in Schedule ‘B’
regarding rates charged etc for the stores.
Materials to be issued under Schedule ‘B’
3.The following categories of stores are normally issued to contractors for incorporation in the work:-
(a) Cement Portland, ordinary.
(b) Steel.
(c) Serviceable stores obtained from dismantling/ demolition.
(d) Surplus stores held by GEs/ Engineer Parks/ ESDs.
(e) Certain other stores required in difficult and out-of-the-way stations (to be specifically laid down
by Zonal/ Projects CEs) or for priority projects where delay in the normal mode of procurement
by contractor cannot be accepted.
In case where the total quantity in respect of any one section of steel is small ie. 5 quintals or less, the Accepting
Officer may at his discretion make a suitable provision in the contract whereby the contractor will be required to
provide under his own arrangement such sections of steel (other than scarce items like sheets and plates).
Contractor’s special attention should be drawn to such provision in the forwarding letter of the tender.
(Authority: E-in-C’s letter No 19280/E8 dated 23 May 1973)
4. Zonal/ Project CEs may also decide to procure the following material for inclusion in Schedule ‘B’ of
tenders issued by them/ CsWE/GEs under them subject to the clarifications given below:-
(a) Asbestos cement sheets and allied products.
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(b) GI Pipes and fittings.
(c) CI pipes and fittings.
(d) Lead.
(e) Bitumen.
(f) Sanitary fittings.
(g) Steel windows.
(h) Coal dust for burning bricks.
(i) Polythelene pipes.
(j) Tubular steel for tubular trusses / purlins.
(k) HT wire for prestressed concrete work.
(l) Barbed wire.
Classifications/ Restrictions
(i) Sanitary fittings, steel windows and polythelene pipes may be issued under Schedule ‘B’,
only if procured against DGS&D Rate Contracts.
(ii) Lead is an Ordnance supply and should be procured from that source if it is decided to be
issued under Schedule ‘B’.
(iii) In areas distant from coal mines, if brick scarcity is felt, slack/ coal dust may be
stipulated for issue under Schedule ‘B’ on payment for manufacture of modular as well as
old size bricks (but not for obtaining brick aggregate, surkhi or hardcore). The scale of
issue of coal dust/slack should be stipulated in the notes applicable to Schedule ‘B’ as 20
tonnes per one lakh bricks required for the work (but may be stipulated marginally more
or less depending on local assessed reasonable requirement). The stipulation should
cover for issue of coal dust/slack of the quality as available with MES from time to time.
No coal dust/ slack should be issued after completion of the portion of work requiring use
of bricks and in any case after completion certificate is issued.
(Ref E-in-C’s letter No 19280/E8 dt 16 Aug 79 & 19 May 84).
(iv) Barbed wire should always be issued ‘free for fixing only’ in the light of considerable
variations in the weight to length ratio of barbed wire available in the market.
(Authority: E-in-C’s letter Nos 19280/E8 dt 13/5/74 and even Nos dt 12/5/57 and 27-
2/10-3-75, No 19280/8/E8 dt 4/4/72 and 63295/2/E8 dt 28/3/68.
Cement is NOT to be issued under Schedule ‘B’ for manufactured or procurement of
cement tiles and terrazzo tiles, and a stipulation (where relevant) to this effect should be
inserted in the tenders as part of the notes applicable to Schedule ‘B’.(Ref E-in-C’s No
19280/E8 dated 18 Apr 1986)
Stores should be issued strictly at the place of issue mentioned in Schedule ‘B’. Where
changing the place of issue becomes inescapable an amendment to the contract is
necessary. Such an amendment should stipulate whether or not any adjustment in pricing
will be necessary.
The place of issue of stores should NOT be stipulated as ‘from railway wagon at railway
station. As the complications arising due to stores received in wagons being less or more
than the railway receipts become very difficult to sort out. Stores should therefore be
brought to the MES store yard before issuing to contractor, as far as practicable.
(Refer E-in-C’s Branch letter No 19280/E8 dt 12/2/68)
Rates charged (at tender stage)
5. The rate at which Govt stores are to be charged for items included in the Schedule ‘B’ at tender stage
shall be the rate as contained in MES Standard Schedule of Rates or rates worked out pro-rata thereto, and if no
rate for a particular item is available in the SSR (nor can be worked out pro-rata) the issue rate shall be fixed by
the Accepting Officer at the local market level prevailing on the date of issue of tender (refer para 445 of RMES
1968). Where local market rate cannot be readily ascertained (as in the case of tubular steel or HT wire for pre
stressed concrete) the issue rate is to be fixed by adding all incidentals like packing, handling, transportation,
insurance etc, to the procurement cost.
Stores Issued free for Fixing.
6. Stores which do not lose their identity when incorporated in the work (for example, sanitary fittings,
cooking ranges, electric fans, meters etc) should be issued free for fixing only. Other considerations which
govern occasional free issue of Government stores are:-
(a) When the cost of fixing only of an article is very small as compared to the cost of the article,
which if issued on payment should normally result in a large element of profit being allowed to
the contractor on the cost of the article, it is in the Governments interest to issue the article free
of cost for fixing only.
(b) Absence of readily available data for framing a special rate when ‘supplied and fixed’ rate of an
article is not available in the Standard Schedule of Rates.
Penal rates (considerably higher than the prevailing market rates) should be worked out and inserted in the
‘Notes’ after Schedule ‘B’ for raising recovery against the contractor for articles issued free for fixing only
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under Schedule ‘B’ in the event of these being lost or damaged while in the custody of the contractor (before
and after incorporation in the works until the works/ buildings are taken over by the MES).
Rates to be Charged (Post tender stage) for Stores not shown in Schedule ‘B’
7. Cases may arise during the execution of the work where the contractor is unable to procure certain stores
from the market and MES department has a ready stock which can be released to the contractor. In such
instances and whenever the Accepting Officer decides to issue government stores which are not included in the
Schedule ‘B’ of the original contract the issue rate for such stores shall be the highest of the following rates, and
contractors written agreement to the rates to be charge should be obtained before the stores are issued (and such
issue of stores regularized by an amendment to the contracts):_
(a) Stock book rate as on the date of the issue of the stores.
(b) Market rate as on the date of issue of stores.
(c) Rate deduced form the tendered rates in case of contracts based on Bills of Quantities and Item
Rate Contracts.
(d) Rate in the MES Schedule adjusted by the contractors percentage in case of contracts based on
rates contained in the MES Schedule of Rates.
Stores for Preparatory Works
8. As per condition 10 of General Conditions of Contracts (IAFW-2249) stores listed in Schedule ‘B’ can
be issued for preparatory works at the issue rates mentioned therein. For normal works only cement for
preparatory work and that too for mixing platforms and temporary water storage tanks alone can be issued, and
a stipulation to this effect should be made in the notes applicable to Schedule ‘B’
If for some special reasons, provision of issue of cement for some more kinds of preparatory works or issue of
any other material is also found desirable in any particular contract, this should likewise be mentioned in the
notes applicable to Schedule ‘B’ at tender stage, and in such cases, reasons and prior approval of the Accepting
Officer recorded in writing.
At the commencement of work the Engineer-in-Charge shall ask the contractor to furnish details, specifications,
dimensions etc. of the preparatory works for which the contractor needs materials issued to him. These shall be
examined with a view to restricting the requirements to the minimum before authorizing issue. A record of
such preparatory works actually executed, entered in the measurement books, duly marked as ‘Not to be billed’.
(Refer E-in-C’s No 19280/E8 dated 25 Apr 81)
Schedule ‘B’ Stores for Making Good Damage
9. Sometimes due to reasons which are not covered by Accepted Risks defined in terms of condition 1 (p)
of General Conditions of Contracts (IAFW-2249), incomplete buildings get damaged and the contractor is
required to make good the damage at his own cost as stipulated in Condition 48 of IAFW-2249).
As the entire cost of making good such damage is to be borne by the contractor, and as rates of issue given in
Schedule ‘B’ are usually much lower than the market rates/ procurement rates (involving difference in cost of
stores), items of stores included in Schedule ‘B’ of the contract may be issued to contractor at his request for
making good the damage, at stock book rates or market rates on the date of issue of stores or at the rates given
in Schedule ‘B’ whichever is higher.
Issuing such stores to contractor when requested by him is essential to avoid delays involved in procurement by
the contractor under his own arrangement.
A note should therefore be included in Schedule ‘B’ at tender stage to make the above position clear to the
contractor.
(Refer E-in-C’s letter No 33487/100/E8 dt 15/12/73 and even number dt 18 Jul 84).
Issue of Stores During Defects Liability Period
10. During defects liability period (refer condition 46 of IAFW-2249) if any stores are demanded by the
contractor for rectification of defects pointed out by GE, items of stores included in Schedule ‘B’ of the contract
may be issued at the same rates shown therein, in the absence of any stipulation to the contrary in the contract.
However, as the necessity for rectification of defects arises as a result of contractors own fault, a stipulation for
charging higher rates for issue of such stores, on the lines mentioned in para 9 above will be justified and should
be inserted in the form of a ‘Note’ under Schedule ‘B’.
(Authority: E-in-C’s letter No 35408/E8 dt 12/1/1953).
Non availability of Stores Included in Schedule ‘B’
11. The importance of ensuring availability (and taking adequate advance procurement action), of items of
stores before including them in Schedule ‘B’ need not be overemphasized, as such a situation entails delays and
extension of time, claims by contractor for idol labour, and embarrassment to the MES Department
Cases however may arise when Govt, is not in a position to issue stores included in Schedule ‘B’ in time and the
contractor may request permission to procure them from the market under his own arrangement in order to save
time. In such stray cases the necessary amendment to the contract duly stipulating that this will not involve any
claim from the contractor should be made. The contractor should not be allowed to use stores (included in
Schedule ‘B’) obtained from outside without proper permission of the GE. The quality of such stores obtained
by the contractor should be carefully checked.
Issue of Steel Bars in Coils
12. Weight of steel issued for the purpose of working out recovery from contractor at rates given in
Schedule ‘B’ is to be calculated on the basis of measurement of lengths/ areas of the steel sections/ plats as
102
issued applying the weight constants of various sections/plates as given in the MES Schedule. When steel bars
are issued in coils taking measurement of length of bars is not practicable and the coils have to be weighed.
Due to rolling margins weight of bars per meter issued in coils (usually upto 10mm in diameter) may turn out
to be more (or less) than those given in the weight constants appended to the MES Schedule. To overcome this
problem a suitable note should be inserted in Schedule ‘B’ to provide for working out the length to weight ratio
of a particular nominal diameter of bars in a consignment by taking out and weighing a representative sample of
one meter length. The length of bar that will be issued in each coil can be worked out after weighing the coil
and the weight to be charged to the contractor calculated by applying weight constants as given in the MES
Schedule (for the purpose of recovery) to the length of bar in that coil.
Procedure for Issue of Stores
13. The total quantity of each item of stores included in Schedule ‘B’ that will be required to be issued to the
contractor against a particular contract is worked out in advance at the commencement of work. This, ideally,
should be done by the office of the Accepting Officer, who may have already worked out the quantities of work
for the purpose of pre pricing of tender. The Engineer-in-Charge basically, is responsible for correctness of the
quantities of stores issued to the contractor.
The contractor is also asked to furnish details of stores under Schedule ‘B’ which he will require for the entire
work, and these are tallied with the estimate made by the Engineer-in-Charge (or supplied by the Accepting
Officer). A basic list of stores to be issued with a phased programme is finalized and a chart made. The stores
are issued piecemeal, during currency of the contract, on as required basis, depending on progress of work on
ground.
The contractor is required to submit his demand for stores seven days in advance of his requirement. This is
checked by the Engineer-in-Charge and issue of stores authorized, duly taking into account progress already
made, stores issued earlier, and the progress of work likely to be achieved in the next fifteen days.
Stores are issued after obtaining the USR (unstamped stores receipt). The detailed instructions on USRs are as
follows:-
(a) All issue of stores to contractors shall be regulated through USRs.
(b) UA (Unit Accountant) keeps a record of all blank USR books and issue of these books, which
have machine numbered pages.
(c) Only one USR book is issued to the In-charge sub division. For a large project GE may
authorize issue of a separate USR book for use in that particular project.
(d) USRs will be in triplicate, and shall show description and quantity of stores issued, duly priced
for their value at Schedule ‘B’ rates. The USR will be signed by MES representative and
the contractor (or his authorized agent) and corrections if any in the USR shall be signed by the
both parties.
The details of stores so listed are recorded on the back of USR include lengths, umbers and
section/thickness in respect of items of steel as actually issued.
(e) the original USR copy is sent to the UA. One copy is handed over to the contractor and the third
copy is left intact in the USR book. If an USR is cancelled for any reason the cancelled receipt
(in original) is also sent to the UA endorsing the reason for cancellation duly signed by the
Engineer-in-charge.
(f) When making on account payment to contractor all USRs prior to that date will be adjusted
through recovery and statement attached for check by UA with the originals in his possession.
(g) When preparing final bill a consolidated statement of all USRs is made and attached for check by
UA.
Limit of Unconsumed Stock with Contractor
14. Issue of materials listed in Schedule ‘B’ should be so regulated that, at no point of time the stock of any
of the items of stores lying unconsumed with contractor is allowed to exceed the requirement for incorporation
in work/ fabrication (preparatory to incorporation) during the next fifteen days.
(Authy: E-in-C’s letter No 33416/E8 dt 20/3/82)
Double locking for Cement Godowns
15. Condition 10 of IAFW-2249 stipulates that every cement godown where cement issued under Schedule
‘B’ is stored before use shall be provided with two locks on each door, and the keys for one of the locks will be
held by the Engineer-in-Charge or his representative and the keys of the other lock held by the contractor so that
daily record of receipt and drawal of cement can be maintained. This provision should be strictly followed.
The contractor may be allowed to store other materials also in the cement godown in such a manner as will not
violate the purpose behind the provision of the two lock system. The contractor is NOT to be allowed to have
his office/ site office and other facilities in the cement godown.
(Auth: E-in-C’s letter No 33461/E8 dt 20/3/82)
Statement of Stores
16. Stores under Schedule ‘B’ are usually controlled items or items in short supply in the market, and are
issued at rates normally much lower than the market rates. Proper accounting and strict vigilance to avoid
malpractices by contractor is therefore necessary. Thorough check of the details of stores issued/ returned with
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the estimate of requirement of stores up dated to cater for deviations (ordering or omitting work) is made at
Final Bill state. Contractor is asked to return any stores found to have been issued in excess.
A statement of stores is then prepared and attached to the Final Bill, which is required to be technically checked
by the SW apart from the check in audit.
A specimen of the relevant forms used for the above purpose is given in Appendix ‘A’, Appendix ‘B’ and
Appendix ‘C’ to this précis.
Allowance for Wastage, Cement Constants Etc.
17. In estimating requirement of stores to be issued to contractors an allowance for wastage should be
added.
E-in-C has circulated constants to be used for calculating requirement of cement as given in Appendix ‘D’ to
this précis and it should be noted that these contents allow for reasonable amount (2.5%) of wastage which may
occur due to droppings of mortar/ concrete during masonry work, plastering/ pointing, concreting etc and
therefore no additional allowance for wastage will be allowed over these constants. Actual consumption of
cement falling upto 2.5% below these cement constants is permissible (to account for lesser extent of voids in
aggregate and/ or minimization of wastage by contractors) and is not to be viewed as under issue of cement.
In estimating requirement of steel, allowance is to be made for laps, hooks, joints, cranks, anchorage etc and for
unavoidable waste due to offcuts (if not taken back by GE through receipt vouchers) duly supported by details
of lengths/ dimensions actually required and lengths / sizes issued form MES stores.
Over issue of Stores
18. Stores issued over and above the estimated requirement (including allowance for wastage) are required
to be returned back by the contractor to the MES, and if he fails to do so the over issued stores are to be charged
at double the prevailing market rates as fixed by the GE in terms of penultimate sub para of Condition 10 (B) of
IAFW-2249, for which purpose the Engineer-in-Charge will issue a written notice to the contractor requiring
him to pay the amount within a fortnight of the receipt of the notice.
Over issue of stores may be condoned to the extent and by the competent authorities as stated below if satisfied
that the over issued materials were actually incorporated in the work or if satisfied with GE’s explanation for
the over issue.
(a) Over issue upto 5% of the estimated requirement including wastage for the particular item of
store, for a whole contract may be condoned by GE, subject to monetary limits as given in the
note below.
(b) Over issue (as above) exceeding 5% but not exceeding 10% may be condoned by CWE if
satisfied with the GE’s explanation, subject to monetary limits as given in the note below.
(i) Rs 2000/- in the case of contracts, the accepted value of which does not exceed Rs 5
lakhs.
(ii) Rs 3,000/- in the case of contracts, the accepted value of which exceeds Rs 5 lakhs but
does not exceed Rs 8 lakhs.
(iii) Rs 5,000/- in the case of contracts, the accepted value of which exceed Rs 8 lakhs.
(Ref E-in-C’s Branch letter No 19280/E8 dt 03 May 60 as amended byeven No of 21 Sep 70 and
25 May 79.
“If value of the over issue on a particular item (when priced at contract rates) exceeds above financial limits
over issue shall be treated as if it exceeded 10% whatever the actual percentage and are to be dealt with in
accordance with detailed procedure laid down in E-in-C’s instructions on the subject which contemplate
disciplinary action against the Contractor and Officers involved in the case.
Should nay doubt arise as to whether a particular over issue exceeds 10% or not, the Chief Engineer’s decision
shall be final.
(Ref E-in-C’s letter No 19280/E8 dt 3.8/60 as amended by even no of 21/9/70 and 25 May 79).
For the purpose of assessing over issues (and under issues) bars, flats, structural steel etc different diameter or
size shall be treated as separate individual items e.g. bars of 6 mm and 8 mm dia are two separate items.
(Re E-in-C’s letter No 19280/E8 dt 5 Jun 73)
19. In case of under issue of stores where the GE is satisfied that the work has been carried out according to
specifications:-
(a) The GE may condone under issues upto 2.5% under his personal certificate, and
(b) The CWE on recommendation of GE may decide to condone under issues exceeding 2.5% and
upto a maximum of 5%.
“Cases of under issues exceeding 5% will be referred to the CE with specific recommendations
in the light of explanation offered by the contractor so that CE may decide each case on its
merits, i.e whether the work accepted by MES be devalued and suitable action be taken against
the contractor concerned or the work be accepted without any adjustment in price”.
Hire of Tools and Plants (T&P)
20. The T and P to be hired by the Govt to the contractor is listed out in Schedule ‘C’ of the contract
wherein the description, capacity, numbers, details of MES crew (operator/ driver etc) supplied along with T &
P, recovery rates for working day/ off day etc, are indicated. The rates at which each the T & P is to be hired to
the contractor are worked out on the replacement lists and its intimated by E-in-C form time to time. Recovery
rates for hire of tools and plant if incorrectly worked out and inserted in a tender, and if the tender is accepted,
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the incorrect working out of the hire charges will need to be condoned by the Engineer Authority next higher to
the accepting Officer.
21. Before drafting the Schedule ‘C’ for inclusion in tender documents, and later after acceptance of
contract in issuing Govt tools and plant on hire to contractor, Condition 15 of the General Conditions of
Contracts (IAFW-2249) needs to be carefully read and thoroughly understood. Salient points are given below:-
(a) Having of particular (or all) items of T & P given in Schedule ‘C’ can be made compulsory for
the contractor, if so desired, by inserting a suitable stipulation. This may be considered in the
interest of better quality of work produced when certain kinds of plant (like bitumen hot mix
plant, pavor finisher, weigh batching machines for concrete etc) are employed in work, which the
contractor is likely to avoid using for reasons of economy.
(b) In respect of items of T & P listed in Schedule ‘C’ of a tender, hire of which is not stipulated to
be compulsory for the contractor (as per para (a) above), the tenderer at the time of submitting
his tender must necessarily indicate whether he requires any particular item (or all items) of T&P
to be hired at him. Only those items of T & P shown in Schedule ‘C’ which the tenderer at the
time of submitting his tender has indicated as required by him for hire will be issued to him on
hire. Items of T & P shown in Schedule ‘C’ indicated by tenderer as not required by him (or if
he omits indicating whether or not he requires them on hire) at the time of submitting his tender,
in writing, shall be automatically be deemed to have been deleted from the Schedule ‘C’.
In cases where contractor at the time of submitting his tender has indicated that he will require
items of T & P shown in Schedule ‘C’ for hire (falling in category given in para (b) above) it is
not obligatory on him to hire the T & P from Govt and he is at liberty to use his own T & P or
hire it from other agencies, if he desires, for a part of, or for the entire work.
22. Instructions issued by E-in-C on the T & P to be hired to contractors are summarized below:-
(a) T and P shall be issued to a contractor only on receipt of a demand in writing from him. The
demand shall be forwarded by the Engineer-in-Charge to the E/M officer-in-Charge of T and P
who will prepare a “Loan Issue Voucher” on IAFZ-2096. The voucher shall be signed by the
E/M Officer-in-Charge of T&P, the Engineer-in-Charge and the contractor before T & P is
issued to the contractor. A copy of the voucher signed by all parties shall be endorsed to the Unit
Accountant attached to the GE’s office.
(b) The Engineer-in-Charge shall ensure that the following particulars pertaining to each items of the
T and P are shown in the relevant Log Book:-
Number of working hours each day…………..
Break down periods…………………………….
Over time working……………………………..
Maintenance days
Authorised holidays……………………………
Fuel issued…………………………………
Each entry shall be signed both by the Engineer-in-Charge and the contractor and shall be dated.
(c) During examination of certain claims of a contractor, it was noticed that the Log books for the
constructional plant hired to the contractor had not been properly maintained. Though the
printed Log Books provided separate pages for recording the plant data, accessories, tools and
spares, plant staff, issues and transfers, stores issued, operating hours or record of work done,
lubricants, and maintenance, repairs and spare parts fitted, inspections/ remarks by inspecting
officers, etc the entries were not made in the appropriate places. This created difficulties in
establishing the breakdown periods and classification of certain plant for purposes of recovery
from contractor.
Log Book of constructional plant is an important document which is of great help in sorting out
disputes with contractors at the time of preparation of Final Bills and in deciding on recoveries in
respect of Tools and Plant. It is, therefore, essential that entries therein should be clear and in the
appropriate place so that complete record of the working of the plant break downs, maintenance
etc are available from it.
(d) The Engineer-in-Charge shall prepare once a week a USR showing hire charges of T and P
issued to the contractor. A copy of the USR, signed by the Engineer-in-Charge and the
contractor shall be forwarded to the unit Accountant.
(e) On return of the T and P by the contractor, the E/M Officer-in-Charge T and P shall prepare a
“Receipt Voucher” on IAFZ-2096. This voucher shall be signed by the E/M officer-in-Charge,
the Engineer-in-Charge and the contractor. The receipt voucher and the Log Book shall be
forwarded to the UA to enable him to cross check entries in the Log Book with those contained
in USRs.
(f) On completion of the work, a Statement of Hire Charges for T and P issued to Contractor shall
be prepared by the Engineer-in-Charge as per Appendix ‘E’. This Statement is to be attached as
an enclosure to the Final Bill.
23. In order to have uniformity, following procedure is adopted in working out hire/ stand-by-charges for T
and P issued to contractors under Schedule ‘C’.
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(a) At Tender Stage
The hire/ stand by charges worked out in terms of para 943 of RMES should be used for
including in Schedule ‘C’ at the tender stage.
Various items of T and P and the number of each item proposed to be issued under Schedule ‘C’
should be detailed after reviewing their availability. If only one type of T and P of a given
capacity be available for issue to contractor, only the hire rate for this type of T and P should be
inserted in Schedule ‘C’ e.g. 8 ton road roller (petrol). If, however, T and P of the same
capacity but of different type different fuel is available for issue e.g. road roller 8 ton (petrol) and
8 ton (diesel) then all the types should be stipulated in Schedule ‘C’ but the hire rate inserted
shall be the highest of all the types worked out in terms of para 943 of RMES.
Where T and P different capacities are included to be issued under Schedule ‘C’ the
enrages, shall be worked out in accordance with para 943 of RMES and inserted in Schedule ‘C’
as separate items.
(b) During Currency of Contract
As far as possible hiring of T and P should be restricted to that stipulated in Schedule ‘C’. If
however, it is decided in the interest of work to hire T and P other than that in Schedule ‘C’ the
following procedure shall be adopted:-
(i) When on a request from the contractor
The additional items of T and P, (either other than those stipulated in Schedule ‘C’, or
more in number of the items already included in Schedule ‘C’, or of higher capacity),
should be issued at higher rates which should be the hire rates worked out in terms of
para 943 of RMES, normally inserted in Schedule ‘C’ at the tender stage but enhanced by
20%.
(ii) Alternative type of T and P to be issued consequent on the failure on the part of the
Department in not being able to issue the type of T and P included in Schedule ‘C’.
When alternative type of T and P of the capacity/ equal performance to that included in
Schedule ‘C’ is issued to the contractor, no adjustment in the rates stipulated in Schedule
‘C’ shall be made. However where T and P of a much higher or lower capacity/
performance is issued in lieu of that included in Schedule C’ the rates of recovery shall be
those which would have been adopted at the tender stage for such types of plants. The
20% addition referred to in sub para as 23(b) (i) above will not apply in such cases.
Before it is decided to issue alternative type of T and P to the contractors, in such cases
approval of the authority next higher to the Accepting Officer should be obtained. In the
case of contracts concluded by CEs, however, CEs will be the deciding authority.
(iii) Suitable amendment to contract agreement shall be made to cover hiring of T and P in all
cases mentioned in para 23 (b) (i) and (ii) above.
24. The following points should be noted in connection with hire charges:-
(a) Contractor is to pay hire charges for the whole of the hire period. The day of handing over and
taking over will be treated as full days irrespective of the time of handing or taking over during
working hours.
(b) Sundays, maintenance days and authorized holidays closed for work are “off days”, and all other
days are “working days”.
(c) The day starts at 0800 hours or any hour fixed by the GE called ‘D’ hour.
(d) During the hire period if the T and P breaks down, not due to contractors or his workmen’s)
neglect before it has worked for hours in a day, the contractor will be charged for half a working
day and if the T and P has worked for more than four hours but less than eight hours before break
down the contractor will be charged for a full working day.
(e) Off days immediately preceding or succeeding the breakdown period will not count towards the
breakdown period but only be treated as off days and be charged at stand by charge rates.
(f) In case of breakdown the contractor is exempt from paying the hire charges for the number of
full days the plant remains in operative.
(g) Two days notice is to be given by the contractor if he wants to return the plant, if not, he will be
charged for the two days at off day charges.
(h) The contractor is exempt from paying hire charges for the period the work is suspended under
the orders of the GE, and if the T and P has remained idle due to the suspension of work.
(i) The plants during hire period will be in the custody of the contractor who will be responsible for
losses and damages.
(j) GE can withdraw the plant any time without assigning any reason whatsoever and the contractor
shall have no claim. The determination of the hire of T and P however, can only be done after it
has once been issued.
(Authority: E-in-C’s letter No 98000/S/LLNS/102 dated 8/5/56).
(k) The working day for the levy of hire charges shall reckon as under:-
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(i) The first eight hours (excluding a - 1 Working day.
Break of one hour) commencing from
The ‘D’ hour.
(ii) Any period exceeding eight hours -1.25% working day
(excluding a break of 1.25% hours)
upto and including ten hours from the
‘D’ hours.
(iii) Any period exceeding ten hours - 1.5% Working day
(excluding a break of 1.5% hours)
upto and including 12 hours from the
‘D’ hours.
(iv) Any period exceeding 12 hours - 2 Working day
(excluding a break of 2 hours) upto
and including 16 hours from the
‘D’ hours.
(l) A weekly statement of hire charges to be recovered from the contractor, will be forwarded by the
Engineer-in-Charge to the contractor.
(m) When T and P is issued on off days/ holidays (not on maintenance days) working day charges
shall be levied.
(n) No notice is required if the T and P is hired for a specific period and is not required before that.
Output of Road Rollers
25. To cut the tendency of contractor undertaking road work and items of work requiring consolidation by
road rollers, to save hire charges by carrying out consolidation to lesser extent that is needed for adequate
consolidation instructions have been issued by E-in-C which require inclusion of a special condition in tenders
catering for consolidation by road rollers, on following lines.
Reference condition 15 of IAFW-2249
(a) Where road rollers are hired by the Department to contractors a log book for each road roller
shall be maintained by the Department recording hours of working of the road roller, Even in
cases where the contractor procures road rollers from sources other than the Department, a log
book for each road roller shall be maintained by the Engineer-in-Charge recording hours of
working of the road roller. Entries in the log book shall be signed by the contractor or his
authorized representative and by the Engineer-in-Charge.
(b) To ensure proper consolidation, roller must work for at least the number of days assessed on the
basis of output given hereunder. If the roller has not worked for the number of days as assessed ,
recovery shall be effected from the contractor for the number of days falling short of the days
assessed on the basis of output stipulated. The recovery shall be effected as under:-
(i) Where road roller is hired out only by the Department to the contractor, at rates given in
Schedule ‘C’.
(ii) Where road roller is hired by the contractor only from sources other than the Department,
at Rs ( ) per working day of 8 hours.
(iii) Where road roller is hired by the contractor from the Department as also from sources
other than the Department, at higher of the two rates given in Schedule ‘C’ of contract
and para (b) (iii) above.
(c) The above market rate, to be inserted after ascertaining it locally, the provisions shall not,
however, absolve the contractor of his responsibility of properly consolidating surfaces as
required under the provisions of the contract.
Output per day of 8 hours work
1. Consolidation of formation surfaces/sub grade - 1850 sq m
2. Consolidation of stone soling 23 cm thick with 8 to 10 - 518 sq m
tonne roller.
3. ……..Ditto….. 15 cm thick ……..Ditto……… - 800 sq m
4. Consolidation of water bound macadam (Stone - 280 sq m
metal) 11 cm spread thickness including spreading
and consolidation with binding material
5. …Ditto…….. 7.5 cm………..Ditto……….. - 372 sq m
6. Consolidation of Single coat surface dressing - 774 sq m
7. …..Ditto………. two coat surface dressing - 558 sq m
8. Consolidation of 2.50cm thick premixed carpet - 600 sq m
including seal coat
9. Consolidation of 2 cm thick premixed carpet - 744 sq m
including seal coat.
10. Consolidation of bituminous mixture, 2 parts of - 372 sq m
broken stone metal and one part of sand and
bitumen, consolidated thickness 4 cm
107
Only relevant output constants need be inserted in the Special Condition.
26. It should be noted that in the Special Condition suggested in para 25 above stipulations is made only
about the hire charges for working days. Hire charges for ‘off day’ as applicable shall be in addition, in the case
where contractor has been issued with Govt plant in terms of Schedule ‘C’ of the contract. Further the Special
Condition does not absolve the contractor from his responsibility of ensuring that proper consolidation has been
carried out.
Transport (Condition 16)
27. The policy normally, is not to hire transport to the contractor. In special circumstances where it is found
necessary the recovery rates are based on the mileage done, plus a fixed fee for every day. The vehicle is under
Govt control and similar provision for overtime work as in the case of T and P is made. A note is to be inserted
that “in the case of breakdown no claim will be entertained from the contractor”. It is to be noted that at the end
of every days work the vehicle returns to the MES yard and the next day it starts from the yard. The contractor
pays for the mileage from and in the yard. It is suggested that before stipulating hire of transport under
Schedule ‘D’ permission of the CE Command should be obtained.
Water (Condition 31)
28. Water if supplied by MES under this condition against stipulation made for the same in the tender
documents is to be charged at Rs 3.75 for every Rs 1,000/- worth of work done priced at contract rates if
metered water supply has not been made available and at the ‘All India Flat Rate’ per 1000 liters if metered
water supply has been made available. The All India Rate for water should be ascertained before stipulating it
in the tender. It should be noted that water drawn by contractor from wells/static tanks situated at site in MD
land is also to be charged. Water is not to be charged only when the contractor brings water in tankers from
outside MD lands or when he sinks his own tube well at site with the permission of the GE.
Where the contract as accepted does not stipulate supply of water by MES to the contractor, and later it is
decided to supply water in the interest of work in the interest of work at request made by contractor in writing,
the recovery rate for supply of water by MES shall be agreed in writing by the contractor in advance. The
recovery rates should be fixed at a level at which neither the contractor is allowed to derive any unintended
benefit nor the Government suffers any loss. In no case shall the recovery rates for such supply of water be
fixed at less than Rs 5.00 for every Rs 1`000/- worth of work done priced at contract rates. The necessary
amendment to contract should stipulate that in the event of break down of supply of water by MES, or in the
event of the supply becoming intermittent the contractor shall have no claim on this account.
In works like fabrication of steel work, electrification, installation of mechanical equipment etc,. where the
consumption of water is expected to be negligible, the Accepting Officer may at his discretion at tender stage,
decide to stipulate supply of water to contractor free of cost.
(Auth: E-in-C’s letter No 33487/7/E8 dated 31 Jan 77)
29. As per latest E-in-C’s policy, in all future tenders only unmetered water is to be issued to contractor and
charged at the rate of Rs 3.75 for every Rs 1,000/- worth of work done priced at contract rates.
For works like lifts, cranes etc, where negligible quantity of water is required, metered water supply at ‘All
India Flat Rate’ may be stipulated, ensuring precautions that contractor pays for the quantum of water drawn by
him.(Ref E-in-C’s No 33487/7/E8 dated 24 Jun 87)
Supply of Electric Energy
30. Where so decided by the Accepting Officer electric energy may be supplied to contractors by making
suitable stipulation in the Special conditions at the tender stage. The recovery rate should be only the “All India
Flat Recovery Rate” for electric energy as amended from time to time. Duties and/or taxes, if any, levied by
State Government and/ or electricity board/ undertaking and the like on the electricity charges will be borne by
the MES. The All India Flat Rate” in force at present is Rs 1 per unit for lighting purposes and Re. 1 per unit
for power purposes.
In the case of decision to supply electrical energy not originally stipulated in the contract the recovery rate shall
be fixed in accordance with E-in-C’s instructions on the subject. (Auth: E-in-C’s letter No 33416/23/E8 dated
3 Dec 77 and even No dated 12 Oct 77).
31. Anti Termite Treatment (ATT)
The discretion of execution of ATT to new buildings costing more than Rs 25 lakh through a separate
agency or by the main contractor is left to the discretion of Chief Engineer. Work of ATT shall be got executed
by an approved agency preferably member of IPCA holding valid licence and persons employed to do ATT
shall be qualified as per rule 10 of the rules framed under the Insecticides Rule, 1971. This stipulation has to be
given in the tender documents. (Ref E-in-C’s Branch letter No 35289/17/E8 dated 26 Aug 88)
32. SAMPLE QUARTER
Period of completion for sample quarter/ sample block or portion of block shall not be more than nine
months. Scope of work in sample quarter shall exclude external services like roads, sewage disposal, water
supply, electrification etc. For detailed instructions refer E-in-C’s Branch letter No 41000/E8 dated 12 Jun 87,
04 Oct 88, 07 Feb 89 and 30 Nov 89.
108
104
Appendix ‘A’
(Precis No 1730)
(Refer para 16)
STATEMENT OF STORES REQUIRED UNDER CAGE III (C) OF IAFW- 2262
Against CA No………………………………………. of……………….
Name of Work……………………………………………………………
Name of Contractor………………………………… No & date of final bill……………………….
Srl. Descriptio Reference to Estimated Actually Incorporated Rate of Unit for Total
No n of Stores Sch ‘B’ (srl) Quantity issued in the work Recovery Recovery Recovery
(as in item or (allowing for (Details including Rate in respect
Schedule subsequent waste) on attached wastage of Stores
‘B’ or authority whole vide
subsequen contract Wos Annexure
t and Dos. ‘A’)
authority)
1 2 3 4 5 6 7 8 9
………………………………………………………………………………………………………………………
Total of Col 9
Recovery on account of containers vide Appendix ‘C’
Grand Total Rs
In Words say Rs………..
Signature of Contractor Engineer-in-Charge
Date: Date
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Appendix ‘B’
(Precis No 1730)
(Refer para 16)
SPECIMEN
DETAILS IN SUPPORT OF COL 5 OF STORES STATEMENT
Total Quantity of Stores issued to Contractor M/s F & Coy, under CA No……..
(Ref Col 5 of Statement of Stores)
USR & Cement 12 mm dia AC Roofing AC Ridges 10 mm dia
Date Bags (Nos) Bars (kg) Sheets (sq m) (m) Bars (kg)
1. 12257 15 - 150 12 -
15-7-69
2. 12259 - 50 - 5 10
19-7-69
3. 1228 10 - 20 - 5
12-10-69
Total 25 50 170 17 15
Returned to MES
TV No 201/5 2 - 15 - 5
Dt 12-9-69
TV No 211/6 - 5 - 3 -
Dt 15-9-69
Total Retuned 2 5 15 3 5
Net Issue 23 45 155 14 10
Signature of Contractor Engineer-in-Charge
Dated; Dated:
106
Appendix ‘C’
(Precis No 1730)
(Refer para 16)
DETAILS OF RECOVERIES FOR EMPTY CONTAINERS
Name of Work………………………………… CA No…………………………….
Name of Contractor…………………….. No & date of final bill……………………..
Ser Particular Ref No of No of Empty containers Remarks
No of stores to empty empty retained by the
with which USR containers containers conatractor
containers No returnable actually
were and by the returned by
issued date contractors the Qty Unit Rate Amt
contractors
Certified that the empty containers returned by the contractor are in a serviceable condition
Signature of Contractor Engineer-in-Charge
Date: Date:
107
Appendix ‘D’
(Precis No 1730)
(Refer para 17)
CEMENT CONSTANTS
Ser Description of Item Mix by Unit Cement
No volume Constant
1 2 3 4 5
Cement Concrete
1. Mixed cement concrete delivered or, banker 1:1 ½ :3 Cubic 402.83
meter
1:2:4 308.53
1:2:5 268.55
1:2 ½ :5 253.18
1:3:6 213.20
1:4:8 161.95
1:5:10 129.15
1:7:12 104.55
2. Mixed cement concrete using all-in-aggregate 1:5 Cubic 312.63
delivered on banker
1:6 meter 264.45
1:8 206.03
1:12 138.38
Mortars
3. Cement and sand mortar 1:1 cubic 1058.83
1:2 meter 699.05
1:3 493.03
1:4 382.33
1:6 254.20
1:8 192.70
4. Gauged mortar (cement lime and sand mortar) 1:1:6 Cubic 244.98
1:1:8 meter 189.63
1:2:9 164.00
1:5:10 147.60
1:7:12 120.95
Brick Work
Old Size Modular
5. Brick work in well burnt bricks 1:3 123.00 113.38
straight plan or to a curve exc 6 mtrs 1:4 95.84 87.96
mean inner radius cement and sand 1:6 64.06 58.47
mortar 1:8 47.93 44.32
6. Brick work in well burnt bricks, straight 1:1:6 60.48 56.82
on plan or to a curve exc 6 meters 1:1:8 47.93 43.62
mean inner radius built in guage mortar 1:2:9 40.49 37.72
Stone Masonry
7. Walling of random polygonal rubble 1:3 cubic 147.60
uncoursed or brought upto courses well 1:4 meter 114.80
bonded, bedded and solidly hearted in 1:6 75.34
cement mortar. 1:8 58.94
8. Walling of random or polygonal rubble 1:1:6 cubic 73.80
uncoursed or brought upto courses, well 1:1:8 meter 56.89
bonded, bedded and solidly hearted in 1:2:9 49.71
gauged mortar.
Plastering
9. 10mm (1/2 inch) thick rendering or screeding 1:1 Square 11.79
108
on brick or concrete surfaces in cement and 1:3 metre 8.41
sand mortar. 1:4 6.77
1:6 4.46
10. 10mm (1/2 inch) thick rendering or screeding 1:1:8 Square 3.38
on brick or concrete surfaces in gauged 1:2:9 metre 2.82
mortar
11. 10 mm(1/2 inch) thick rendering or sereeding 1:2 -do- 15.68
on stone masonry surfaces or lathing in cement 1:3 11.17
and sand mortar. 1:4 8.41
1:6 5.64
12. 10 mm (1/2 inch) thick rendering or sereeding 1:1:8 4.20
on stone masonry surfaces or lathing in 1:2:9 3.64
gauged mortar.
13. Add to or deduct from serial item No 9&11 1:2 4.77
for each 5mm (1/4 inch) thickness in cement 1:3 3.38
mortar over or under 10mm (1/2 inch) on 1:4 2.52
concrete, brick, lathing or stone masonry 1:6 1.69
surfaces.
14. Ditto – Item No 10 and 12 in gauged mortar 1:1:8 1.38
1:2:9 1.13
Pointing
15. Raking out joints to a depth of 10mm and 1:2 2.51
flush, keyed or struck pointing on brick work 1:3 1.69
in cement mortar. 1:4 1.39
16. Raking out joints to a depth of 10mm and 1:2 5.02
flush, keyed or struck pointing on random 1:3 3.95
rubble masonry uncoursed or brought to 1:4 2.83
courses with 20mm thick joints, in cement
mortar.
17. Struck, keyed or flush pointing to block in 1:2 1.39
course or ashlar or concrete block walling 1:3 1.13
in cement mortar. 1:4 0.85
18. Struck, keyed or flush pointing to squared 1:2 3.95
rubble coursed or uncoursed walling in 1:3 2.82
cement mortar. 1:4 2.26
19. Bastard tuck or mason’s V joint pointing to 1:2 5.02
squared rubble coursed or uncoursed 1:3 3.64
masonry, in cement mortar 1:4 2,82
20. Bastard tuck or mason’s V joint pointing to 1:2 6.15
random rubble masonry, uncoursed or 1:3 4.46
brought to courses in cement mortar 1:4 3.64
Brick Flooring
21. Hard burnt brick floors, laid flat, jointed and 1:3 Sqr 11.17
pointed flush in cement and sand mortar 1:6 meter 5.64
22. -do- but bricks laid on dege –ditto-- 1:3 15.68
1:6 8.41
Surface finishing to concrete Floors
23. Floating with wood or steel hand float as 1.38
ordered to cement concrete floor, to a fair
and even surface using extra cement.
Granolithic Flooring
24. 30mm thick granolithic concrete floor topping 1:1:2 16.09
spread over ordinary concrete floors etc
including floating or trowelling to an even and
even and fair surface.
25. 10mm (3/8 inch) thick layer of terrazzo 1:1:5 8.71
109
(consisting of 1 part of mixture of cement
and marble powder to 1.5 parts of approved
crusered stone chippings 4 to 7 mm size)
laid level or to falls.
Appendix ‘E’
(Precis No 1730)
(Refer para 22(f)
Name of Work………………………………………….
CA No……………………………………………………
Contractor……………………………………………..
Final Bill No……………………………………………
S Descrip Date Ref Ref Ref Details of work Hourse Rate Total Remarks
er tion of of to to to worked of recover
N T&P issue loan Log US hire y for
o issu boo R charg the
e k & es work
vrs page
No No Date Fro To Tota
m l
hour
s
1 2 3 4 5 6 7 8 9 10 11 12 13
Signature of Contractor Technically checked AGE B/R
SA-I
110
Precis No 1731
Management Department
GENERAL CONDITIONS APPLICABLE TO LUMP SUM
AND MEASUREMENT CONTRACTS (4)
1. This Precis deals with organization at site, inspection of works and rectification of defects.
Defaults
2. If a party to a contract does not fulfill his obligations under the contract, he, in legal terminology,
becomes a defaulter. The cost of damage to the other party is required to be met by the defaulter.
At the time of concluding the contract, the cost of damages due to a particular type of default (e.g.
compensation for delay – Condition 50 of IAFW-2249) may be preassessed and a stipulation to that effect
inserted in the contract. Such preassessed damages are termed as ‘liquidated damages ’where provision for
‘liquidated damages” for a particular type of default has not been made the matter will have to be either decided
by mutual agreement between the parties, or by reference to an Arbitrator or by a Court of Law.
3. For definition of the terms “penalty” and ‘Liquidated damages’, and timely action to serve notices etc
refer Precis No 1727.
The principles to be borne in mind while taking action when the contractor becomes a defaulter may be
summarized as under:-
(a) Never threaten vainly.
(b) Decide on the course of action, act promptly, and communicate in clear terms.
(c) Give the utmost possible warning before canceling the contract.
(d) When a contract is breached, never forget the duty imposed on you by Section 73 of the Indian
Contract Act.
4. Some of the obligations of the contractor under the General Conditions of Contracts not covered
elsewhere in these Precis are given below:-
(a) Contractor cannot transfer, assign or sublet the contract, without prior permission of the
Accepting Officer. (Conditions 17 and 18).
(b) MES officers concerned with the work have the right to inspect the work at site at any time and
also inspect contractor’s workshop, factories, etc, where any portion or whole of the work is
fabricated. Further the Engineer-in-Charge has the power to exclude any labourer from the site
of works whom in his official capacity he considers as undesirable. (Conditions 24 and 46).
(c) All anti malarial precautions are to be taken by the contractor as per the instructions of the
Engineer-in-Charge and the work will be carried out without causing any nuisance to any body,
(Conditions 28 and 30).
(d) The contractor shall be responsible for accurate setting out of the works and he shall also give all
necessary notices and pay fees. (Conditions 37 and 38).
Contractor’s Agents (Condition 25)
5. If an agent is acting on behalf of the contractor the power of attorney specifying his powers should be
obtained. If the GE considers that the contractor is not technically qualified (refer Precis No 1723) or is unable
to devote sufficient time to supervise the work he can suspend the works till such time a suitable agent is
appointed and the contractor shall be held responsible for the delay so caused to the work. Transactions with
the agent should be within the scope of the power of attorney as otherwise the principal may not be bound by
the action of the agent.
6. When a contractor employs any labour for executing work let out to him under a contract with MES, the
GE under whom the work is being carried out is, in Law, in the position of the principal employer of the labour
engaged by the contractor. The GE as a principal employer, is responsible to ensure that the contractors fully
comply with all labour regulations, like minimum fair wages, workmen’s compensation act etc. In this regard
E-in-C’s Branch letter No 39055/LA/E8 dated 30 Nov 94 refers.
7. Enforcement of the various labour regulations is being done by the Assistant Labour Commissioner
(Central) and labour Enforcement Officers (Cent ral) under the Chief Labour Commissioner. Certain
irregularities committed by some GE’s formations, brought out by the Chief labour Commissioner (Central) are
listed in Appendix ‘A’ to this Precis to enable GEs and Engineer-in-Charge to ensure that these are not repeated
in works under their jurisdiction. (Ref E-in-C’s No 49055/E8 dt 30 Jun 86).
Police verification of antecedents of contractors and their agents is done prior to their enlistment. To
avoid security hazards proper verification of antecedents of contractors suppliers, labour etc should also be got
done by concerned GEs from Supdt of police of the Districts to which they belong before allowing them any
access to sensitives/security/technical areas. Without above verification the people are not allowed any access
to such areas. (Refer E-in-C’s letter No 36461/P-2/E8 dt 30 Apr 87).
111
8. The contractor is required to furnish to the Engineer-in-Charge every day a return showing the number
of work people employed in each trade. It is the responsibility of the contractor to provide first aid and other
medical facilities as laid down in MES Model Rules.
9. Labourers under the age of 15 years cannot be employed. The contractor is liable for payment of claims
under Workmen’s Compensation Act and similar acts. It is the contractor’s responsibility to see that the labour
is properly accommodated and the labour camp is maintained in sanitary condition to the satisfaction of the
medical and cantonment authorities.
10. Under the labour regulations the contractor is required to:-
(a) Pay fair wages to his directly or indirectly employed labour. (Minimum wages are notified by
Govt of India for different areas, through Gazette notification, under the Minimum Wages Act
1948, and these are revised from time to time).
(b) Display notices prominently showing the different labour rates.
(c) Promptly pay the labour within seven days from the end of each wage period which should not
exceed a month.
(d) Maintain wage book and wage slips.
(e) Maintain the register of fines.
The maximum amount of fine that can be imposed, in any one wage period, on a worker shall not be more than
three paise in a rupee.
If any investigation a workman shall be entitled to be represented by an officer of a trade union or federation to
which the union is affiliated or by a workman employed in the industry. Similarly employer also can be
represented by an officer of the association of employers or federation.
Schedule of Minimum Fair Wages.
11. It is customary to include a Schedule of Minimum Fair Wages (SMFW) payable to labourers in the
tender documents. The SMFW is based on a gazette notifications by Government of India. It takes
considerable time for the revisions to the minimum wages under the Minimum Wages Act 1948 through gazette
notifications to be circulated by E-in-C to all MES formations. To safeguard against possibilities of claims
from contractors it is prudent to include a stipulation on the following lines as a preamble to the SMFW
attached with tender documents:-
“The minimum fair wage payable to labourers as listed below shall be deemed to have been amended to
conform with the latest applicable minimum wages notified by the Government of India under the Minimum
Wages Act 1948 or the minimum wages as applicable (if any) fixed by the local State Government (whichever
are higher), which may have come into force on or before the date of Acceptance of this tender”.
Materials and Workmanship (Conditions 10,40, 41, 42, 43, 44 and 46)
12. Usually a sample room is kept in each GE’ office where samples of different materials are exhibited.
The contractor allows, in his tender, for the cost of materials conforming to the exhibited samples.
13. The Engineer-in-Charge should ask the contractor to submit for his approval samples of important
materials which the contractor has undertaken to supply and assure himself that the materials satisfy the contract
requirement.
14. Though conditions 10 and 46 empower officers to reject materials and workmanship, which are not up
to specification, at any time during the currency of the contract and even during the defects liability period, the
correct time to draw the contractors attention to such defects is before the materials are incorporated in works
and at the time the work is being approved in stages. This will save a lot of botheration and arguments.
15. Condition 10 of IAFW-2249 confers a wide range of powers on the Engineer-in-Charge, to enable him
to ensure that materials used in work comply with specifications given in the contract. The powers that can be
exercised by the Engineer-in-Charge are listed in Appendix ‘E’ to Precis No 1727. A thorough careful reading
and understanding of condition 10 of IAFW-2249 is recommended to all officers executing MES contracts.
16. If the contractor provides some thing of his own accord involving a superior specification it would be
made clear to him in writing that he is not entitled to any extra payment on that account.
(Refer Precis No 1727 for DO’s on ‘No Cost Basis’)
17. Contractor is required to give reasonable notice to the Engineer-in-Charge before covering work in
foundation, or proceeding with further coats of painting or plastering etc,. so that the Engineer-in-Charge can
approve the work. Failing this, the Engineer-in-Charge cannot approve the work of its quality and extent. GE’s
required to be removed and redone by the contractor.
18. Any work not approved by the GE is required to be removed and redone by the contractor. In this
respect the GE’s decision is final and binding. If the contractor fails to do so the rectification can be carried out
by the Govt at contractor’s expense.
Devaluation of Works
19. (a) Conditions 43 and 44 of IAFW-2249 provide that work shall be approved by Engineer-in-Charge
at all stages of construction and that, in case of disagreement with the contractor in regard to quality of
work decision of GE shall be final and binding.
(b) In order to discourage and prevent execution of work not in conformity with contract
specification, it is essential that GE and Engineer-in-Charge carry out regular inspections of works at all
stages of construction and insist on rectification of work below specification as soon as it is executed.
112
(c) Engineer-in-Charge must take care to ensure that, as far as possible, situations where devaluation
of work is the only remedy left are not permitted to arise. Devaluation of work will be considered only
in unavoidable cases and when all the following conditions exist concurrently:-
(i) Departure from contract, drawings and specifications had come to light at a fairly late
stage’
(ii) Rectification or replacement is likely to cause delay in completion of work or will put it
out of use and cause inconvenience to users;
(iii) Works is structurally sound and acceptable although it does not strictly conform to the
contract drawings and specifications.
(e) Devaluation of work will be permitted only by the following authorities:-
(i) CWE in contracts concluded by himself and in contracts concluded by GEs/Indep AGEs
under him;
(ii) Chief Engineer in contracts concluded by him.
NOTE: Prior approval in principle to devaluation will, however, be obtained from the authority,
which is competent to accord Technical Sanction to the whole project.
(e) Procedure for Devaluation
Devaluation will be effected through a priced devaluation statement and will be technically
checked by the EE(QS&C) (or AEE(QS&C) in the absence of EE(QS&C)) of the CWE’s office, accepted and
signed by the contractor and also signed by the Accepting Officer of the contract. The devaluation statement
shall form part of the final bill and submitted along with it. In cases where devaluation has been decided upon
and the contractor does not accept or sign the devaluation statement, the statement shall be technically checked
as aforesaid and signed by the Accepting Officer of the contract and the bill prepared, progressed and finalized
on the basis of this statement. As the bill would not be acceptable to and finalized on the basis of this statement.
As the bill would not be acceptable to the contractor, it would have to be treated as a disputed bill and finalized
in accordance with condition 66 of General Conditions of Contracts IAFW-2249). This procedure does not
apply to recoveries which are proposed to be effected on account of devaluation of work consequent on
observation made after expiry of defects liability period.
(Authority: E-in-C’s letter No 33416/E8 dated 30 Sep 75)
Works Diary and Other Works Site Documents
20. Details of works diary and works site documents required to be maintained in connection with work
executed through contracts is given in Precis No 1592. These records prove to be of great value when settling
disputes at a later stage by mutual discussions or through Arbitration and in defending court cases.
Completion Certificate (Condition 49)
21. In terms of Condition 49 whenever any work, or group of items of work, for which a separate period of
completion has been mentioned in the contract, is completed the contractor shall give notice thereof to the GE.
MES procedure requires that GE should issue s completion certificate within seven days from the date on which
the GE considers the work as completed. The completion certificate is an important document as the defects
liability period starts from the certified date of completion of work. Late issue of completion certificate will
require condonation of an Engineer Authority next higher to the Accepting Officer of the contract.
The CE may authorize a period of up to fifteen days for issue of completion certificate (from the date of
completion) by a GE who has several outstations under him. For a work which has been physically completed
by the contractor but in which minor rectification of defects are still outstanding the GE may issue a completion
certificate. In such cases the GE should ensure, and certify that the defects pointed out up to and including the
issue of completion certificate are satisfactorily rectified by the contractor, before payment of the final bill of
the contractor, and this does not restrict the authority of the GE to point out further defects for rectification by
the contractor during currency of the defects liability period. A copy of the completion certificate must be
endorsed to the respective STE of Technical Examination Branch simultaneously with others, to enable him
technically examine the work well within the defects liability period.
Cancellation/ Termination of Contracts (Conditions 52 to 57)
22. Under condition 52 of CWE has a final and binding authority to cancel a contract if the contractor:-
(a) Offers any gift or consideration of any kind to any person in the Government Service in
connection with the contract in question or any other contract with the Government or.
(b) Pays or agrees to pay a commission of any kind in connection with the contract work, or
(c) Has obtained the contract by ring tendering.
23. Under Condition 53 the Accepting Officer can cancel the contract if the contractor or the contractor’s
firm is declared insolvent or any liquidation proceedings take place against the firm under the Insolvency Act,
or if the contractor assigns, transfers, sublets or attempts to assign, transfer or sublet any portion of the works
without the prior written approval of the Accepting Officer.
24. Under Condition 54 the Accepting Officer can cancel the contract if:-
(a) Contractor makes default in commencing the work or in proceeding with the work with due
diligence.
(b) The contractor fails to comply with any condition of contract.
(c) The contractor fails to complete the work within the time stipulated.
113
Immediately after the cancellation of contract is decided under condition 54 of IAFW-2249 and notice prior to
cancellation is issued to the contractor, GE’s/CsWE/CEs must take pre emptive action of filing a caveat by the
Accepting Officer in consultation with the Govt pleader in the respective courts of jurisdiction (place of work/
occurrence of dispute) from where the contractor is likely to get stay for execution of contracts at his risk &
cost. Non filing of caveat before cancellation of contract be treated as willful disobedience of orders and not an
omission. Accordingly suitable action will be initiated against the concerned accepting officer of contract.
(Authy: E-in-C’s Branch letter No 33416/E8 dt 20 Aug 92 and 19 Oct 93).
Accepting officer to insist on a certificate from the GE on correctness of payments and stores issued prior to
cancellation of contract. (Auth E-in-C’s Branch letter No 33418/E8 dt 26 Feb 93)
In all the above three cases ie under Conditions 52,53 and 54 the Govt can get the work done through any other
Agency, and debit the extra cost to the contractor. In case of contractors failure to complete the work in time,
this remedy is in addition to Govts right to claim liquidated damages. Govt shall also be at liberty to retain
Sell them and apply the sale proceeds towards loss that may arise from the cancellation. Action to be taken on
cancellation of contract on contractors default are given in Appendix “B”.
25. Under condition 55 the Accepting Officer has the option to terminate the contract, if the contractor dies.
In such a case the successors or heirs of the contractor cannot claim any compensation on this account. It has to
be ensured that all pros and cons are weighed before the Accepting Officer decides to terminate the contract
under this condition and good and valid reasons are recorded on file by Accepting Officer. These shall be
made available to Audit, if required. (Auth E-in-C’s Branch letter No 33416/9/E8 dated 16 Oct 92).
26. Under condition 56 the term contract can be terminated at the end of six months period or at any time
thereafter with six weeks prior notice in writing to that effect by either party. Any works for which orders are
issued before termination of the contract, shall be deemed to be within the contract although the time for
completion for these may fall beyond the date of termination of the contract.
27. If for any reason works already contracted for are not required then, under condition 57 (applicable to
Lump Sum and Measurement Contracts) the CWE can foreclose the work by issuing a notice to the contractor.
The contractor shall stop work forthwith on receipt of such a notice. He shall be paid for all works done at
contract rates. Materials purchased by the contractor, shall be taken over by the Govt and paid for at the rates
paid by the contractor. In addition to these the contractor shall be allowed a reasonable payment (as decided by
the Accepting Officer) for expenses sustained, if any, on account of labour and material collected but not
consumed in the work. The GE will verify the records produced by contractor, and on being satisfied will
certify the amounts due to the contractor.
A clarification, as to whether, consequent on foreclosure, payment to contractor could be considered for
temporary structures like office, store sheds, labour huts, water tanks etc constructed at site but could not be
fully utilized, was sought from Min of Law, and in their opinion the contractor is NOT entitled for any payment
for such temporary structures.
(Ref E-in-C’s No 36364/E8 dated 18 Feb 1978).
Damage and Loss (Conditions 36, 47 & 48)
28. The contractor will be solely responsible for the damages and losses that may be met with while
executing the work. However, the contractor shall be compensated for any losses or damages to the works in
progress and any materials brought on site for incorporation in the work due to the occurrence of any one of the
‘Accepted Risks’. He will not have any claim for the loss of any materials, tools and plant, temporary sheds etc
which have been brought on site for the construction, but not for incorporation in the works.
The contractor is required to get the buildings hired to him by Govt insured against risk of loss and damage
from whatever cause arising, accepted risks excluded, and produce the premium receipts and policies as and
when they are required for verification.
29. CANCELLATION OF CONTRACTS & PREPARATION OF IVENTORIES OF INCOMPLETE
ITEMS OF WORK
Contractor is notified to attend the Board for taking inventory of works and hand over the keys of
buildings/ rooms which he might have locked before cancellation. In case he does not attend Board in spite of
notices and it is necessary to break open the locks by the Board of officers it is desirable that before breaking
open the locks the Department should associate civil authorities for getting the locks break open. All these
actions should be taken well in time to expedite completion of incomplete work.
(Authy: E-in-C’s Branch letter No 66546/E8 dt 02 Feb 90)
30. STALLING PUBLIC PROJECTS THROUGH COURT INJUNCTION
Accepting Officers should file Caveat in appropriate court when they forces a possibility of contractor
seeking injections on account of on going disputes during currency of the contract. Supreme Court judgement
in an appeal by a group of tenants V/s Pune Municipal Corporation has held that any person found stalling
through court injunctions on projects for public purpose would be liable to pay damages and escalation in the
cost to the authority concerned. Further details are in E-in-C’s Branch letter No 36073/EC/E8 dated 30 Mar 95.
114
Appendix ‘A’
(Precis No 1731)
(Refer para 7)
LIST OF COMMON IRREGULARITIES OBSERVED BY CHIEF LABOUR COMMISSIONER
(CENTRAL)
1. Notices showing the rates of wages, hours of work, wage periods, date of payment of wages, names and
addresses of inspectors having jurisdiction and date of payment of unpaid wages required to be
displayed in English and Hindi and local language understood by the majority of the workers in
conspicuous place at the establishment; were not displayed – Rule 81 (1) (i) and copy of this notice is
not sent to inspector – Rule 81 (2).
2. Date of commencement and completion of each contract work is not intimated to the Inspector, Rule –
81 (3).
3. Register of contracts is not maintained in form XII.
4. Change in the particulars specified in the certificate of registration is not intimated to registering officer
– Rule 18 (4).
5. Principal employers representative has not been nominated/ not ensuring presence of authorized
representative to witness payment of contract worker/ has not endorsed requisite certificate in the
register of wages.
6. Drinking water facility/ canteen not provided at the works place.
7. Latrine & urinal/ first aid facilities are not provided at works place.
8. Annual Return in duplicate not submitted in form XXV within the prescribed time as per Rule 82 (2).
9. Copy of Registration certificate not displayed.
10. Principal Employer’s failure to make application for Registration of the establishment.
NOTE: The above list is not an exhaustive one, but only common irregularities are listed. All instructions and
labour Laws/ Rules are to be compiled with).
115
Appendix ‘B’
(Precis No 1731)
(Refer para 24)
ACTIONS TO BE TAKEN ON CANCELLATION OF CONTRACT ON CONTRACTORS DEFAULT
(a) Accepting Officer should inform Registering Authority.
(b) All other Zonal Chief Engineers should be informed by the Accepting Officer.
(c) Registering authority shall examine merits of the case for taking action for demotion to a lower
class/removal from approved list. For contractors of class ‘D’ or above, registering authority will
communicate the actions taken to E-in-C’s Branch for including contractors name in the list of
contractors not recommended for issue of tenders.
(d) Quarterly return of work load with contractor should reflect that fact of cancellation with clear
directions against further issue of tenders to the said contractor.
(e) Enlisting authority of the contractor should also stop further issue of tenders to the contractor by
issuing separate instructions in this regard.
NOTE:-
(i) No tenders shall be issued by any MES formations either to such defaulting contractors or to any
of his partners individually or to any of his allied firms till clearance is obtained from E-in-C’s
Branch. A close watch is to be kept in this aspect to prevent chances of the defaulting
contractors securing the risk and cost contracts by proxy. In exceptional cases where the
Command CE considers that action against the contractor in terms of Standardized Code for
registration, suspension, removal contained in E-in-C’s Branch letter No 36461/P-1/E8 dt 24
Nov 76. etc (or with holding issue of further tenders) is not advisable, the case shall be
forwarded to E-in-C’s Branch with detailed recommendations for a decision. However, pending
a decision on such cases, issue of tenders to the firm shall stand suspended.
(ii) E-in-C circulates a list of such defaulting contractors for ‘SS’ to ‘D’ class contractors, Command
CEs compile and circulate similar list for E & F class contractors. Any deletion/addition of
names required to be made to this list is to be intimated by Command CE to E-in-C’s Branch in a
consolidated form along with statement of case for each deletion/addition before 10th of every
month including ‘NIL’ report while submitting the above.
(iii) Quarterly work load return by Command CE carry the list of such contractors with specific
remarks.
(Authy: E-in-C’s Branch letter No 66546/E8 dt 23 Feb 87, 17 Nov 88, 2 Nov 89, and 36461/P-3/E8 dt
15 Jan 91 as amended up to 27 Jul 93).
116
Precis No 1732
Management Department
GENERAL CONDITIONS APPLICABLE TO LUMP SUM
AND MEASUREMENT CONTRACTS (S)
1. This Precis deals with advance and final payments to contractors under and overpayments, and provision
for settlement of disputes.
Measurement (Condition 61)
2. Measurement are recorded in the Measurement Book (MB) – IAFW-2261. These are very important
documents and every care should be taken for protection against their loss. Regular record should be
maintained of the transfer of the MB from the custody of one person to another and between various offices.
Loss of MB is to be immediately reported to concerned CE together with explanation of the personnel
responsible for the loss.
Cancellation/ alteration of measurements when unavoidable is permitted and reasons for the same must be
recorded in the MB, duly initialed by the person making the cancellation/ alteration. Notes on the use of MB
are printed at the beginning of the MB which need to be carefully read and followed.
3. Detailed measurement are required to be entered in respect of items for which quantities (given in the
Schedule ‘A’ or in the details of deviation orders) are expressed as ‘measurable’ or ‘provisional’. Items (for
which lump sum price is inserted in the tender and for deviations in which firm quantities are inserted and
priced arriving at a firm amount) to be billed direct need only be enumerated and recorded in the MB when
executed at site. Measurements are required to be recorded in MB in respect of work omitted from the scope of
a lump sum contract. In the case of omit portions of deviation orders on Lump Sum contracts the measurement
of omitted work are ‘taken off’ from the drawings for recording in the MB.
4. Following provisions in Condition 61 should be borne in mind:-
(a) Measurement are to be taken jointly by authorized representatives of MES and the contractor.
(b) The Engineer-in-Charge should give reasonable notice to contractor, in writing, of an
appointment for measurement. If the contractor fails to attend, measurements may be taken in
his absence and the contractor has no right to object to such measurements.
(c) The contractor is to provide, without extra charge, assistance with every appliance and other
things necessary for taking the measurements.
(d) The MB is to be signed and dated by both the parties at the end of each day on which
measurements are taken. Any objection by the contractor to the measurements taken should be
recorded by MES and attested under dated signatures by both parties.
(e) Stipulation in Condition 61 of IAFW-2249 regarding remeasurement requires that the cost of
remeasurement be borne by the party objecting if the error amounts to less than 5% by value. If
the error amounts to more than 5% by value or exceeds Rs 500/- the cost of remeasurement is to
be borne by the party other than the one who has objected.
Adjustment due to Variation in Prices (Condition 63)
5. The following salient points in connection with the provisions made in Condition 63 should be noted:-
(a) The provision does not apply to material issued under Schedule ‘B’.
(b) the provision applies only where the variation in price or wages
occurs as a direct result of any fresh law or statutory rule/order (other than changes in sales tax)
and if the variation exceeds ten percent of the price/ wages prevailing at the time of acceptance
of the tender.
(c) The provision applies both ways, ie. Adjustment is to be made for increase as well as decrease in
prices and wages.
(d) The adjustment is to be made only for the portion in excess of 10% of the increase or decrease in
prices or wages. No adjustment is made upto 10%.
(e) Adjustment for increase in payment to contractor under this condition is not admissible if
attributable to increases in prices/ wages during extended period of completion where the
extension was caused due to delay by factors within the control of the contractor.
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(f) The onus of proof of the variation requiring adjustment under this condition is on the party
claiming the adjustment, and the same party has to produce all the documents, information,
books of account and the calculations showing the amount involved for check by the other party.
6. The legal Adviser (Min of Def) has clarified that the term ‘wages prevailing at the time of acceptance of
the tender for the work’ appearing in Condition 63 refers to the ‘Fair Wage’ as defined in Condition 58
or the minimum wage’ fixed under the Minimum Wages Act, whichever is higher.
Examples for working out the basis of payment are given below: -
Example I
(a) ‘Prevailing Wage” (ie. Fair wage/ minimum wage whichever is
higher) at the time of Acceptance of tender – Rs 4.00 per day.
(b) The contractor was actually paying (market wage) Rs. 5,00 per day.
(c) Prevailing Wage increased by fresh law/statutory rule/ order during the currency of contract to
Rs 6.00 per day.
(d) After the event in (c) above the contractor had to pay the actual market wage of Rs 8.00 per day.
Reimbursement permissible = Rs 6.00- (Rs 4.00 + 10% of 4.00)
= Rs 6.00 (-) Rs 4.40
= Rs 1.60 per day per labourer.
(being lower than difference between (b) and (d) above)
Example II
(a) Prevailing wage at the time of acceptance of tender = Rs 4.00 per
day.
(b) The contractor was actually paying Rs 6.00 per day.
(c) Prevailing wage increased by fresh law/ statutory rule/ order during currency of contract to Rs
6.00 per day.
(d) After the event in (c) above the contractor had to pay the actual market wage of Rs 7.00 per day.
Reimbursement permissible = Rs 7.00 - Rs 6.00 i.e. (d) (-) (b)
= Rs 1.00 per day per labourer
being lower than Rs 6.00 (-) Rs (4.00 + 10%) ie.
C (-) (a + 10%)
Ref E-in-C’s Branch No 33487/101/E8 dated 27 Nov 79)
Advance on Account (Condition 64) or RAR
7 (a) Govt of India Ministry of Defence has laid down conditions and formulas for reimbursement/
refund in variation in prices to be included in all tenders in which period of completion has been
specified more than six months. This shall not be included in tender for term contract irrespective of
value. The adjustment on account of variation as catered in condition 63 of IAFW-2249 (Refer para 5
above which is applicable for contracts whose period of completion is up to six months) will not be
applicable in tenders incorporating these escalation formulae.
(b) Escalation clause as special condition vis-à-vis provision of condition 63 of IAFW-2249 –
clarification.
While stipulating reimbursement in cost of material, fuel and wages etc admissible when
escalation clause specifically forms part of tender documents along with provisions of IAFW-2249 a
doubt always arises about the actual payment to be affected for reimbursement vis-a-vis Condition 63
IAFW-2249. In this regard following letters are reproduced below which clarifies the position:-
E-in-C’s Branch letter No 36078/EC/E8 dated 28 Jul 92
(i) Payment of Escalation Claim of Materials Fuel and Labour to MES contractors
1. It was reported by some of CEs and MES BAI that CsDA had started making deduction of 10% from the
escalation amount on material, fuel and labour in view of provision contained in Condition 63 of IAFW-
2249 of General conditions of Contractors. The matter regarding reimbursement of escalation
incorporated as special condition in terms of Min of Def letter No 4(4)/79/4413/D(W-II) of 15 Sep 92
and PC to MF 33487/IAFW-2249/E8/3153/D(W-II) of 17 Jul 84 was taken up with CGDA through Min
of Def (Fin).
2. After due examination of the case by Ministry/CGDA, it had been clarified that full reimbursement of
escalation as per formula indicated in Appendices to the Min of Def letters cited above should be
admissible Requisite instructions in this regard have been issued by CGDA to all Regional Controllers
vide their letter No 18082/AT-X/Vol-IX of dated 17 Jun 92 (copy enclosed).
CGDA New Delhi letter No 18082/AT-X/Vol-IX dt 17 Jun 92
Reimbursement Of Escalation In Cost MaterialsFuel Wages ETC MES Contracts
1. The matter regarding reimbursement of escalation incorporated as special conditions in terms of
Ministry of Defence letter dt 15 Sep 82 and 17 Jul 84 was taken up with Ministry of Defence (Finance)
to clarify the correct position.
2. After due examination of the case ministry have now clarified that full reimbursement of escalation as
per formula indicated in Appendices to the Ministry of Defence letter dt 15 Sep 82 and 17 Jul 84 should
be admissible. The question of further imposing restriction of reimbursement to escalation “beyond
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10% as laid down in clause 63 of IAFW-2249 downs not arise in the cases where the special conditions
apply:-
3. The above position may kindly be noted and all escalation claims regulated accordingly.
(c) In the formulae Final whole sale price index for al commodities for “Materials” escalation and
whole sale price index for sub group for fuel, power, light and lubricants for “Fuel” escalation
are to be applied. These indices are published every week for the week ending Saturday. Thus
the index applicable for any day shall be the one applicable for the corresponding week ending
Saturday.
(d) For escalation pertaining to “Materials, in the extended period of completion extended under
condition 11 of IAFW-2249, the price index as applicable on the date of commencement of the
last period of reckoning before the original date of completion shall only be applicable.
(e) If site is not available for uninterrupted working of the contractor action at any of the following
stages should be held in abeyance depending upon the anticipated time required for making the
site available (i) Issue of Tender (ii) Receipt back of tender (iii) Acceptance of Tender (iv) Issue
of work order. In exceptional cases where a delay in availability of sites exceeds the anticipated
period and despite issue of work order the contractor cannot at all commence the work, in such
rare cases, then it would be an equitable decision to suitably revise the dates of commencement
and completion so that contractor does not suffer on account of freezing of price index. (Refer
E-in-C’s Branch letter No 36073/EC/E8 dated 09 Feb 95).
(f) For tenders on “T” & “Q” bids, date of reckiring for payment purposes will be the date when ‘Q’
bid was opened. (E-in-C’s Branch letter No 16073/EC/E8 dated 10 Jul 95 refers).
Advance on Account (Condition 64) or RAR
8. The terms “Advances on account”, “Interim payments” and “RARs” are synonymous. The general
Conditions of Contracts (IAFW-2249) applicable to Lump Sum, Term and Measurement Contracts
provide for claim by contractors for payment of advances on account. These lay down inter alia, the
intervals at which such payments become due and the percentage of advance payment on the value of
work done and value of materials collected at site. The intervals at which the advance on account can be
paid refer to the time gap between any two RARs. The first RAR payment can be made on any day after
start of work.
Advances on materials issued under Schedule ‘B’ lying at site but not incorporated in works are payable
(after the cost of such materials is recovered from the contractor) in a manner similar to advances on
materials arranged by him directly from the market.
Payment on account is admissible to a contractor even in case where value of stores issued to him under
Schedule ‘B’ of the contract exceeds the value of work actually done to the extent of any balance
amount left after deducting retention money and cost of stores issued at Schedule ‘B’ rates.
9. Advances on fabricated material such as trusses, joinery, reinforcement, etc, brought to site but not
incorporated in the work are also payable at 85% of the amount worked out as under:-
(a) Cost of materials at site (supplied only) plus.
(b) Cost of fabrication
(Authority E-in-C’s Branch letter No 36364/E8 dated 15/9/70 and even No dt 23/1/71)
Assessment of Value of Works for RAR Purposes in Lump Sum Contracts
10. As soon as a Lump Sum contract is concluded, the GE should have a detailed estimate prepared for each
type of building included in Schedule ‘A’ and from the detailed estimate, a separate for “yardstick (at
market rate) prepared” for each type of building for assessing the value of work done at the time of
preparing RAR.
11. The yardstick should be prepared at the initial stage it self in a pragmatic manner and carefully checked
ensuring that adequate percentage of cost of building/ work is accounted for the finishes job as well as
rectifications of defects notified from time to time till the payment of final bill or completion of defects
liability period, which ever is later, so that sufficient funds are available to safeguard Govt interest.
Breakup percentage towards internal and external finishes in large prestigious building like Hospital
complexes. Md accn and OTM projects should be around 18-20% of the total cost of the building. This
figure is only a guide. It is mandatory on the GE to carefully prepare percentage breakup component of
each stage of building for RAR payment purpose and the same is checked before adopting for the
purpose. The yardstick is to be kept ready well in advance before the date of payment of first RAR so
that no adhoc payments are allowed under pressure in case of delay in finalisation of such yardstick. A
certificate is to be rendered by GE (before allowing first RAR payment to the contractor) to the
authorities as given below to the effect that the detailed stage wise calculations and yardstick has been
prepared and kept on record duly technically checked by his AE(QS&C)/ JE(QS&C) as per above.
(a) In case of CE’s contracts, a certificate shall be rendered by GE to CWE & CE.
(b) In case of CWE’s contracts, a certificate shall be rendered by GE to CWE. In case of contracts
going slow towards final completion stage, the RAR yardstick shall be checked at CWE level for
its correctness. The yardstick is to be prepared whether it is for a contract based on drawings and
specifications or on pre-priced Schedule ‘A’.
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12. An example of a yardstick is given in Appendix ‘A’ to this Precis. Appendix ‘B’ to this Precis indicates
the use of the yardstick for assessing the value of work done at the time of preparation of a RAR. The
examples given in appendices are by way of illustration only. The various stages of work representing
breakdown of the cost of building, shown in column 2 of Appendix ‘A’ may be varied as required. The
percentage to be shown against the items in column 2 bid will be different items of work is as listed in
Schedule ‘A’ of a contract. (Autho: E-in-C’s Branch letter No 36364/E8 dt 12 Oct 64 No 37593/E8
dated 12 Aug 75 and even Nos dated 31 May 90 and 12 Jul 90).
13. Before finalizing the yardstick, contractor’s view point, if any, should be ascertained.
14. The value of defective or substandard work should be disallowed and shown as such for arriving at the
net value of the work executed.
(Authority: E-in-C’s letter No 36364/E8 dated 12/8/75)
Assessment of Value of Materials Brought to Site
15. Materials proposed to be in “on account” payment should be those which have been brought by the
contractor to the site for incorporation in works, and of quality and specification stipulated in the
contract, and approved by the GE. The rate allowed in “on account” payment for such materials shall be
the market rate or the rate derived from the contract, whichever is lower. The quantity of such materials
should also be checked carefully to ensure that materials in excess of requirement for the work in
question are not paid for. The form for statement of stores to e attached to RAR (IAFW-2263) shall be
as per Appendix ‘C’ to this Precis.
(Authority: E-in-C’s letter Nos 37593/E8 dt 12/8/75 and 36364/E8 dt 15/9/70 amended by even No dt
23/1/71).
Preparation of RAR
16. With a view to ensure that contractors claim for interim payment allows for all recoveries due from him
in respect of Government stores, tools and plant, water and electricity charges, rent for accommodation
or any other recovery upto the date of the bill, the GE shall forward to the contractor a statement of
transactions of all debits and credits upto date, in duplicate, out of which the contractor will retain a
copy for his office use, and the original signed by contractor shall be attached to the interim bill in
support of the recovery on account of debits raised against the contractor by the MES. All previous “on
account” payments made to the contractor should also be taken into account before making a further “on
account” payment.
All deviation orders must be finalized promptly in accordance with the instructions issued by E-in-C
which lay-down that Dos should be initiated, finalized and distributed within six weeks from he date of
ordering these on the contractor through a letter of the GE. Minus DOs in respect of completed stages of
works will also be taken into account and payment restricted accordingly. Star rates for proprietory
materials shall be finalized before allowing payment therefore.
Payment of RAR
17. Except for the type of RAR, mentioned in paras 20 to 26 below, the complete procedure for checking
scrutiny, technical check and audit check of RARs is dealt with fully at the GEs level. The CWE
however, is empowered to order a surprise check (by his staff officers and EE(QS&C)/ AEE(QS&C)/ of
any particular RAR already paid or in the process of being paid.
18. After completion of work and before receipt of the final bill, RAR payments shall continue to be
governed by the terms of the contract i.e. restricted to percentage stipulated in the condition for advances
on account.
19. The instructions for making interim payment refer to payments to be made before any dispute under the
contract is referred to arbitration. Once the matter is referred to arbitration no further payment should be
allowed except with the knowledge of the Arbitrator.
Certificates by GE on Interim Bills
20. To ensure that correct procedure is followed, every interim bill shall be accompanied by the following
certificates signed by the GE:-
CERTIFIED THAT:-
(a) No work has been ordered on the contractor without a proper
Deviation Order duly approved by the officer authorized to do so under existing orders and
without settlement of rates with the contractor.
(b) All special rates involved in the deviation orders have been checked and approved by the
competent authority.
(c) No Government stores and T and P have been issued without prior settlement of the issue rates.
(d) All amendments including those necessitated by issue of stores T and P not included in
Schedules ‘B’ and ‘C’ have been approved by the competent authority.
(e) All recoveries in respect of stores and T and P issued to the contractor under Schedules ‘B’ and
‘C’ and in respect of water, electricity and other miscellaneous charges have been made to date.
(f) All unresolved disputes have been referred to proper authorities for decision.
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(g) All transactions with the contractor have been recorded on regular official forms at the correct
time.
(h) The contractor has/ has not submitted his final bill.
(Authority: E-in-C’s letter Nos 36364/E8 dated 9/9/66, 37593/E8 dated 12/8/75 and 36364/E8 dt
15/9/70 as amended by even No dated 23/1/71).
RAR Payment on Contracts Running Under Compensation for delay.
21. Cases often arise when a contractor who has failed to execute the work within the stipulated period is
permitted to complete the work subject to the Government reserving the right to claim compensation for
delay under the relevant condition of General Conditions of Contracts.
22. In such cases, in making payment on account to the contractor, the following procedure will be adopted,
and the RAR checked by EE(QS&C)/ AEE(QS&C)/ before payment:-
(a) The value of work actually executed by the contractor will be
carefully worked out by the Garrison Engineer and checked at the CWE’s level. The value of
defective work carried out by the contractor will not taken into account.
(b) The value of materials brought by the contractor to the site for incorporation in the work and
properly stores to the approval of the Engineer-in-Charge will be accurately worked out and
checked by the GE. These materials become the property of the Government and shall not be
allowed to be removed from the site.
(c) All recoveries due from the contractor in respect of Govt stores, T and P, water and electricity
charges, rent of accommodation or on any other account will be fully determined and checked by
the Garrison Engineer.
(d) All previous payments made on account will be added up.
(e) The amount to be considered as payable to the contractor against RAR will be the amount by
which the total of (a) plus 85% of (b) minus the sum of (c) and (d), exceeds the maximum
compensation that may become eventually leviable (i.,e the maximum compensation in terms of
the laid down percentage of the contract value or the laid down maximum amount of
compensation stipulated for different ranges of the contract sum, whichever is less).
23. Even in respect of contracts in which one Phase has been completed after the stipulated date of
completion but the completion period of remaining phases are not yet over, the RAR payments may be
made to the contractor after withholding an amount as laid down in para 20 and 21 above.
24. In case a contractor objects to the method of payment indicated in paras 21 and 22 above normal method
for paying RAR should be followed and recovery on account of compensation for delay should be
effected from RAR payment on the basis that compensation for delay has become recoverable for the
period from stipulated date of completion upto date of payment of RAR due to contractors default and
the Government are entitled to recover the amount as soon as notice to claim compensation has been
served on him immediately on expiry of the stipulated period of completion.
25. Instructions to paras 21 and 22 above do not apply after the work has been completed. In accordance
with condition 65 of IAFW-2249, the contractor has to forward a certified final account on IAFW-2262
as soon as possible after the completion of works to the satisfaction of the Engineer-in-Charge.
Normally, therefore the question of payment on account should not arise after the work is completed as
this would be a stage when the final bill is to be submitted by the contractor. However, where
considerable payment is due to the contractor on completion of work and/or he insists for payment on
account before submission of his final bill, RAR payment is to be governed by the terms of the contract
i.e. restricted to percentage payment as laid down in the condition for advances on account and full
amount of compensation will be recovered from the payment due to the contractor.
26. It should be noted that whereas 15% of the value of stores brought on site by the contractor remain as
retention money with the Govt in case of RAR payments during the progress of the works, the same is
not the case after the completion of work as all stores brought on site are by that time incorporated in the
work. In view of this, the procedure outlined in para 24 above, is to be followed to safeguard
Government interest.
27. As a precautionary measure instructions in para 20 to 25 must be followed even where the GE is certain
in his mind or has received indication/ assurance from the Accepting Officer that extension of time will
be given to the contractor covering the date on which RAR is proposed to be paid.
(Authority: E-in-C’s letter No 35356/E8 dt 24/12/59 and amended by even No dt 10/4/61, and even Nos
dt 11/7/68 and 21/5/74 and No 36364/E8 dated 15/3/70 amended by even No dt 23/1/71, duly modified
to cater for amendments to Condition 50 of IAFW-2249).
Bank Guarantee Bond in Lieu of Retention Money against value of Work Executed.
28. Condition 64 of IAFW-2249 provides for payment of advances on account, to the full value of work
executed, on contractors furnishing Guarantee Bonds or Fixed Deposit Receipts from Scheduled Banks.
29. Specimen Bank Guarantee Bond forms in lieu of Retention Money both for approved and unapproved
Schedule Banks duly approved by Min of Def and Min of Finance are at Appendices ‘D’ and ‘E’ to this
Precis.
30. Bank Guarantee Bond form at Appendix ‘D’ will be used in case of approved Schedule Banks
irrespective of the fact where they issue guarantees under free limit or have to lodge Govt securities
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and/or cash as cover. The Bank Guarantee Bond form at Appendix ‘E’ will be used in case of
unapproved Scheduled Banks.
31. Bank Guarantee Bond may be for part of the amount of retention money, balance being recovered from
on account payments (RARs).
32. Bank Guarantee Bond may be furnished by a contractor at any stage and accepted by the Department.
33. One or more Bank Guarantee Bonds may be furnished by the contractor to cover the amount of retention
money in part or in full.
34. The date of validity of the Bank Guarantee Bond mentioned in the form shall be filled in by the
Accepting Officer of the contract keeping in view the magnitude and nature of the work, and the time
likely to be taken in finalisation and payment of the final bill. It is suggested that in respect of works of
large magnitude the date of validity should be about 12 months beyond the original stipulated date of
completion.
35. The Bank Guarantee Bond in lieu of Retention Money should be kept in the custody of the Accepting
Officer. This is mainly because extention of time, if any, on a contract has to be approved by the
Accepting Officer and he would, therefore, be in a better position to decide regarding extension, if any,
required to the validity of the Bond or initiate action for encashment of the Bond in the event of the
contractor not extending its validity.
36. The original Bank Guarantee Bond along with necessary certified copies should be sent to the CDA by
the Accepting Officer for verification by the CDA and then returning the original to the Accepting
Officer and the certified true copies to the CWE/GE/UA.
37. The Accepting Officer should evolve a procedure to ensure that timely action is initiated to have the
validity date of the Bond extended by the contractor, or to have it encashed before the same expires. For
this purpose, a suitable register should be maintained by the Accepting Officer.
In case at a later stage, on account of delay in completion of work or delay in payment of final bill, it is
considered that the validity date stipulated in the Bank Guarantee should be extended, then the
contractor shall be directed by the Accepting Officer of the contract to have the validity extended before
the date expires. If the contractor fails to do so, the Bank Guarantee shall be encashed before expiry.
38. Bank Guarantee Bond in lieu of Retention Money is due for discharge as soon as the Final Bill is paid.
In accordance with General Conditions of Contract (IAFW-2249) and IAFW-1815 no amount is to be
retained when the final bill is paid. Immediately after the final bill is paid, the GE concerned shall
intimate this fact to the Accepting Officer who shall release the Bond duly discharged to the contractor,
ideally within two weeks of the payment of final bill.
39. When a work under a contract is not completed by the stipulated date and when compensation for delay
has become payable under the conditions of the contract, running payment is to be regulated as
explained in paras 20 to 26 of this Precis. In such cases where the value of bond(s) does not fully meet
the total amount for compensation for delay one of the following procedures need to be adopted to
safeguard Government interest:-
(a) The contractor may furnish Bank Guarantee Bond for the maximum of 10% of the contract sum
or.
(b) In addition to the value of the Bank Guarantee Bond already furnished by him (in lieu of
Retention Money) the difference of 10% of the contract sum less the value of the bond should be
recovered from RAR payments.
(Authority: E-in-C’s letter No 35075/4/E8 dated 18/3/77).
Bank Guarantee Bond in lieu of Retention Money against Materials Collected at Site.
40. A special condition may be inserted in tenders providing for payment of full value of materials, (of the
nature of fittings, fixtures and manufactured items, which do not loose their identity) brought to site,
against Bank Guarantee for the normal 15% retention money on such materials, provided estimated
value of the entire contract at market rtes exceeds Rs 50 lakhs.
(Ref E-in-C’s No 33416/E8 dt 17/30 May 84 and even No dt 02 Aug 84).
41. Recovery of Security Deposit for pre construction Antitermite treatment to Buildings and water
proofing treatment to RCC roof slabs
Amount of Security Deposit to be held from contractor against the guarantee period shall be calculated
as per scales laid down for calculating “individual security deposit” (para 19 on page 371 refers on the
amount of treatment at contract rates.
(Authority: E-in-C’s Branch letter No 35289/GEN/E8 dated 30 Aug 94)
42. BGB for reimbursement of Sales Tax on works contracts
Details instructions are contained in E-in-C’s Branch letter No 33416/E8 dt 13 Feb 90 as amended vide
letter of even No dated 20 mar 91 and 11 mar 93.
43. Following additional points need watching in order to avoid overpayment through RARs:-
(a) Requirement of Schedule ‘B’ stores should be carefully worked out
to avoid over issue of stores resulting in recoveries from contractors at the final bill stage in
excess of the residual amount of final bill.
(b) Recovery for any additional security deposit shall be made from the first payment on account in
terms of Condition 22 of General Conditions of Contracts (IAFW-2249).
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(c) Bank Guarantee Bond for retention money should be accepted by the Accepting Officer before
any payment is released to the contractor against the same through “on account payment”.
44. The GE is personally responsible for the correctness of the payment “on account” made to contractors.
Para 468 of MES Regs states that the GE will verify the claim for advance payment preferred by the
contractor by personal instruction. Para 497 ibid provides that such payments shall be made on the
personal certificate of the GE. Para ibid provides that the GE shall sign the following certificate on the
statement of stores attached to the Accepting Account Receipt:-
“Certified that the quantities of materials detailed above have been brought out by the contractor and
are lying at the site of work on the date of issue of this certificate; that any previous advance made on
them have been accounted for in this bill, and that these materials are of an imperishable nature and are
all required by the contractor for use in the work under the contract”.
Prompt Payment of RARs
45. The necessity of prompts payment of RARs in the minimum possible time ideally within 24 hours from
submission of RAR by contractor (duly taking precautions to avoid over payment), cannot be
overemphasized. A contractor usually does not object to being paid a few rupees less than his rightful
due under an RAR, but delays in payment are likely to affect his cash flow and his capacity for
progressing the work. MES department claims the reputation of being the fastest in making RAR
payments amongst all organization of comparable size, and this naturally reflects favourably on the level
of rates quoted for works in MES. A Division in which contractors persistently quote high rates as
compared to other Divisions reflects badly on the management of that division and one of the reasons
for high rates may be traced to late payments, particularly of RARs. ‘On account’ payments should be
accorded high priority by all personnel involved. RARs stink if delayed.
RAR Payments in Delayed/ Disputed Final Bills
46. In the case of contracts where the payment of Final bill is delayed due to any reason including disputes
not yet settled (but before the matter is referred to Arbitration) a further on account payment to the
extent of the agreed portion of the Final Bill after scrutiny of the Final Bill by EE(QS&C)/ AEE(QS&C)
and in audit may be allowed at the request of the contractor. Before taking such a step the CDA should
be informed of the intention of so doing, duly indicating reasons for desirability of such an authorization
by the CDA.
NOTE:
Agreed portion of Final Bill’ referred to above obviously means the amount considered by MES and
audit as payable to the contractor after allowing for all recoveried projected by MES (whether disputed
or not disputed by contractor) and ignoring disputed claims by contractor.
Earlier instruction for a retention of Rs 20,000 or 5% of the agreed portion of such Final Bill before
paying the RAR stand cancelled.
(Authority: E-in-C’s letter No 36364/E8 dt 9/9/66 and 7/2/69 amended by even No dt 30/11/75).
47. Recovery OF Charges For Testing Of Materials
For all materials tests conducted under condition 10A of IAFW-2249 by the Department in Zonal
laboratories or SEMT or any other recognized laboratory for which contractor had to bear the cost, the
recovery shall be effected from the contractors bills. The rates for testing of materials in Zonal Labs
shall be used in consultation with SEMT, Kirkee, Pune (Authority: E-in-C’s Branch letter No 41000/E8
dated 18 Mar 93)
Final Bills (Conditions 65, 65-A and 66)
48. Condition 65 of IAFW-2249 requires that the Final Bill be submitted in duplicate by a contractor on
IAFW-2262 as soon as the work/ service is completed .Under this clause no claims are entertained after
the submission of the final bill from the contractor. The contractor, when he signs and submits the final
bill clearly states that he has no claim beyond the amount shown therein. In order to avoid contractors
claim beyond the amount of the final bill at a later date, saying that he had attested his signature without
understanding the implications, MES should as far as possible insist that contractors should themselves
understanding the implications, MES should as far as possible insist that contractors should themselves
prepare and submit the bills. If the bill is prepared by MES under special circumstances it is marked
“Bill prepared by MES” on the top of the bill. To enable the contractor to discharge his obligation, it is
however, necessary that MES should complete and supply to him the necessary Abstracts of Quantities
and Prices (IAFW-2264), statement showing recoveries
in respect of stores issued under Schedule ‘B’, tools and plant issued under Schedule ‘C’ and similar
other recoveries.(Para 460 to 469 of MES Regulations) Condition 65 caters for a time of three months
for submission of final bill by contractor after the physical completion of the work. Condition 66
provides that payment of those items of the final bill in respect of which there is no dispute shall be
made within the period specified here in under the period being reckoned from the date of receipt of the
bill by the GE from the contractor:-
(a) Contract amount not exceeding Rs 5 lakhs – Four months.
(b) Contract amount exceeding Rs 5 lakhs – Six months
E-in-C has directed that consolidated statement to cover all debits of previous RARs as well as the
abstracts of measurements be furnished to contractors within 15 days of completion of work.
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(Ref E-in-C’s letter No 36364/E8 dt 24 mar 83).
As regards the disputed portion of the final bills, the contractor may reconsider his position after
receiving the payment as aforesaid and if he fails to do so within 90 days his disputed claim shall be
dealt with as provided for in the contract.
49. If in respect of any final bill (including those for TC requisitions) the amount as audited and passed for
payment exceeds the amount originally claimed by contractor in his final bill the GE should again verify
and satisfy himself as to the correctness of the payment and make an endorsement on both copies of the
final bill to the effect that the increase in the net value of the bill as compared to the amount claimed by
contractor has been verified and found due.
(Ref E-in-C’s letter No 36364/E8 dt 07 Mar 84).
50. Final Bills of LS contracts are to be prepared in accordance with Appendix ‘I’ of MES Regulations.
This method shows how the final sum is derived from the contract sum, and how further deductions are
made to arrive at the amount due to the contractor.
The following documents comprising and accompanying the Final Bill are:-
(a) Bill forwarding certificate IAFW-2254.
(b) Bill requirement schedule.
(c) Final contract bill form IAFW-2262.
(d) Statement of stores issued and recoveries to be effected.
(e) Statement of recoveries in respect of T and P.
(f) Statement of recoveries in respect of water (as well as electricity, rent etc).
(g) Work and Deviation Orders (including DOs for extension of time) accompanied with copies of
approval of special rates where involved.
(h) Requisitions (IAFW-1833/2158) and /or Abstracts of Quantities and Prices (IAFW-2264).
(i) Measurement Books (IAFW-2261) mentioned on page I of the final bill.
(j) Demolition certificate with details (where applicable).
(k) Completion Certificate issued by the GE.
(l) Correction sheet showing financial effect due to amendments during technical and audit check to
be signed by the person amending the amount and also by the contractor.
NOTE
(1) All signatures on bills and other connected documents must be dated.
(2) In view of the number of enclosures to Final Bill, it is advisable that a thick cover sheet
be used similar to a file cover for both the original and duplicate copy of the bill and
Index sheet showing the annexures and pages of each enclosure attached to the inside of
the cover and signed by the Engineer-in-Charge.
51. The normal passage of the bill from the stage it is received from the contractor by the Engineer-in-
Charge to the stage it is sent for keeping in the record by CDA is as under:-
(a) Contractor submits the bill signed by him on page 2.
(b) Engineer-in-Charge completes the bill by attaching all the necessary documents, certifies in cage
III, allocates in cage II.
(c) JE(QS&C)/ AE(QS&C) in GE’s office technically checks the bill; and the completion certificate
in cage VI (a) and VI (e) is initialed by the GE.
(d) EE(QS&C) in CWE’s office technically checks bill if selected for technical check and completes
cage IV. All bills (except TC bills of value less than RS 200 and bills for supply of materials contracts)
are required to be sent to CWE’s office. The EE(QS&C) selects the bills to be technically checked. All
works services bills sent to the CWE’s office are required to be signed by the EE(QS&C)/A EE(QS&C)
duly marking them as “Technically checked” or “Not Technically checked” (i.e NTC)
(e) UA checks the bill from the audit point and completes cage V.
(f) GE certifies the bill in cage VI (b) and (d)
(g) CDA checks the bill in his office and passes for payment in cage VII.
(h) GE pays the bill after obtaining contractors stamped signature in cage VIII in token of his
acceptance of the amount finally passed. Contractor should be allowed to see the bill only in the
presence of an officer. Original should not be forwarded to him duplicate copy of the bill is
corrected by the UA to agree with the original bill which is returned to CDA for record.
52. When the gross amount of the bill is Rs 1,00,000/- or below CDA’s check is exercised after payment
(MES Regs 572)
(Authority: E-in-C’s letter No 36364/E8 dt 28/7/77)
Disputed Bills
53. (a) Full payment of the final bill may be made subject to audit by CDA and in respect of items
which are not in dispute, after with holding the entire amount on items in dispute.
(b) Before payment is made, contractor will be required to sign cage VIII (viz, the receipt for
payment received) of final bill subject to any claims in respect of amounts withheld from Final Bill.
These claim shall be specifically mentioned giving the amount involved in respect of each claim while
making payment a “No claim certificate” will be obtained from the contractor to be effect that none of
the items for which payment is made will be made the subject of a further claim by him.
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Bills kept in Deposit
54. Where the contractor refuses to sign cage II, the Final Bill is progressed in the normal manner and kept
in Deposit with the CDA concerned.
In certain cases where contractors refuse to sign cage VIII of the final bill form and do not accept
payment or are absconding the Final Bills are kept in deposit.
Technical Check
55. The points to be examined during technical check are given in cage IV of the Final Bill form. They
include confirmation that:-
(a) Measurements have been correctly made and checked at site.
(b) Abstracts and Requisition details have been correctly priced.
(c) Quantities of stores issued on payment and free of cost are reasonable when compared with the
quantity of work done.
(d) Stores obtained from demolition have been properly accounted for, as shown in the demolition
certificate.
(e) Measurements and abstracts have been technically checked with reference to the contract.
56. In addition to the above the following aspects are also looked into as a part of technical check:-
(a) Correct application of rates.
(b) Correct amount to be recovered from the contractors bill for stores,
hire of T and P, water charges, rent compensation etc.
(c) Return of empty container where contractor is bound to return. If they are not returned charges
against the same are recovered.
(d) Compliance with all conditions of contracts by both the parties.
NOTE: EE(QS&C)/A EE(QS&C) in a CWE’s office should check at site at least one Final Bill per sub
division per quarter.
57. The percentage of bills for works services to be checked in CWE’s office shall not be less than 20% in
the case of bills for minor works and maintenance. The percentage of other bills to be checked will be
fixed by CE from time to time and should eventually be not less than 50% EE(QS&C)/A EE(QS&C) in
a CWE’s office should check every bill the gross value of which is Rs 2.5 lakh or above. Bills for
supply of materials will not be routed through CWE’s office as such bills normally involve little
technical check. TC bills which are less than Rs 200/- need not be sent to CWE’s office for technical
check. The JE(QS&C) in GE’s office is required to technically check each and every bill including
RARs.
Over/Under Payments (Condition 67)
58. Condition 67 of the contract stipulates that any overpayment discovered can be adjusted from amounts
due to the contractor provided he is informed of this within 2 years of the final payment. Similarly if
any under payment is discovered, the Govt undertakes to make good the same to the contractor. This
right to open up finally paid bills rests only with the Govt, and not with the contractor. The contractor
when once he submits the final bill has no claim beyond the amount shown therein. Further, the right to
recover or pay under this condition is not applicable to Star Rates or agreed Lump Sums. Intimation to
contractor about any recovery due against overpayment should always be sent through registered AD
post within 2 years of the final payment of bill, along with reasons and details in support of the amount
of recovery.
59. According to Conditions 67 of IAFW-2249 which forms part of most of our contracts, recovery of
outstanding amount can be effected from the following sources:-
(a) Any amount available under the contract in which the overpayment
has been made.
(b) Amount which is expected to be due to the contractor in the same contract in the near future.
(c) Security deposited for the contract.
(d) Security bond amount available with the Government.
(e) Amount available with the department against any other current or past contracts.
(f) Amount due to the contractor in any other Government department provided a provision similar
to that in Condition 67 exists in the agreement entered into between that Government department
and the contractor.
(g) Where the contractor is disputing the recovery against overpayment, the contractor, in terms of
condition 67, is at liberty to furnish fixed deposit receipts duly endorsed as directed by the
Accepting Officer, or a Guarantee Bond form as directed for an amount equal to the amount of
Government claims, in the form as directed by the Accepting Officer, pending
finalisation/settlement of the claims through Arbitration or in any other manner.
60. It is important to note that the period of two years mentioned in sub para (g) of condition 67 is only for
right of adjustment of money claimed and it does not in any way restrict the right of the Govt to demand
payment and recover overpayment otherwise than by adjustment i.e suing the contractor if he fails to
deposit the amount of claim as demanded.
61. If the GE finds that no money of the contractor (including security) is available in his division to meet/
adjust the recovery, the following procedure will be followed:-
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(a) He will send a letter direct to all GEs in the Zone intimating the
recovery and requesting them to withhold the amount to the extent of the recovery.
(b) The GEs, on receipt of such a letter from another GE will take priority action thereon, including
verifying if any security of the contractor is held and also consulting their UAs, and intimate the
position to the concerned GE.
(c) At the time of intimating other GEs about the amount of recovery, the concerned GE will
simultaneously enquire from all CsWE in the Zone about the Security Deposit, if any lodged by
the contractor with them and which may be available for effecting recovery from the contractor.
(d) If more than one GE/CWE intimates the amount available/ withheld, the GE concerned will,
without delay, select one of the CsWE/GEs (preferably with whom the entire amount is
available) and ask him/them to transfer the amount to him. A copy of his communication will be
sent to UAs concerned to arrange/ effect transfer of the amount and also to the CDA concerned.
Simultaneously the GE concerned must inform all other GEs/CsWE (who also may have with
held some amount) that it is no longer necessary for them to with hold any amount.
(e) If sufficient amount is not available with the GEs/CsWE in the Zone, the GE concerned will
report the matter to his Zonal CE.
62. In respect of contractor of class ‘E’ and ‘F’ the CWE concerned, on receipt of information vide para 61
(c) above, will take action for realization of recoveries.
63. In respect of contractors of classes ‘SS’ to ‘D’, the Zonal CE concerned on receipt of information vide
para 61 (e) above will send a letter to all Command CEs intimating the recovery and request them to
with hold the amount to the extent of recovery. The Zonal CEs on receipt of such a letter will take
priority action thereon, collect the information from CsWE, GE under them (who will also verify if any
security of the contractor is held and consult their UAs) and supply the same to the Zonal CE concerned
with endorsement to CsWE/GEs with whom the amount is available. The Zonal CE will finally
communicate the information to the GE concerned who will take further action as per para 61 (d) above.
64. If no amount is due to the contractor from any MES formation the matter will be referred to the E-in-C
in respect of contractors of classes ‘SS’ ‘S’, ‘A’, and ‘B’ and also in respect of other classes of
contractors where the amount of recovery is substantial. The E-in-C will take suitable steps for
ascertaining if any amount is due to the contractor from other Central Govt department.
65. Cases may, however, arise where it may not be possible to adjust the Govt claim. Every endeavor shall
be made to get such cases settled in Arbitration. Effort should also be made to expedite the Arbitration
proceedings (ex parte, if necessary)so that the Arbitrator issues his award in the shortest possible time.
66. The GE while with holding the necessary amount from the money due to the contractor, at the same time
should intimate him in writing the details of the overpayment. Even if the contractor does not agree to
the overpayment and wants to refer the matter to the Arbitrator the amount is withheld until the
Arbitrators award is received. In all such cases, only the necessary amount to meet the overpayment is
to be with held.
67. All overpayments are reported to the next higher officer (up to CE level and following information is
submitted:-
(a) Contractor’s name.
(b) Contract No and description of works.
(c) Gross amount of Final Bill.
(d) Amount overpaid.
(e) GEs name i.e. GE Dehu Road etc.
(f) How recovery is being effected.
(g) Reasons for overpayment.
(h) Officers responsible for overpayment.
Claims By or Against the Contractor
68. Dealings with the contractor should be impartial and in a conciliatory spirit. No contractor having a just
claim against Govt should be compelled to resort to Arbitration or litigation to enforce it. All reasonable
attempts should be made to bring about an amicable settlement of disputes.
69. Just interests of the Government should be safeguarded.
70. Officers should NOT transgress the limits of powers conferred upon them by the conditions of the
contract. The MES Regulations and conditions of the contract clearly define which particular officer is
empowered to deal with a particular claim.
71. An Engineer officer should not admit or attempt to put a value to a claim in the interest of equity if such
a claim is not admissible under the terms of a contract. Such an action would result in payment of non
contractual claim. Such payment must be viewed as ‘ex-gratia’ payment which can only be sanctioned
or regularized by the Government of India.
72. Non contractual claims of an ex-gratia nature should NOT be referred to Arbitration. Should a
contractor insist on Arbitration, MES should take a stand in the Arbitration proceedings that the claim
being non contractual, the Arbitrator has no jurisdiction to deal with the claim.
73. No claim can be entertained from a contractor after he has submitted his final bill with an unqualified no
claim certificate, unless such a claim arises out of alterations to the bill by the MES during the technical
126
check of the bill. Government sanction should be obtained for the payment of any claim which was not
included in the contractors final bill before giving a ‘No claim certificate’.
Government sanction would not be necessary if payments in respect of such claims are to be made as a
result of Arbitration award or Court decrees.
Ex gratia Payments to Contractors
74. Ex gratia claims are those for which the contractor admits that he has no claim whatever under the terms
of the contract and moreover agrees that the matter is not a fit subject for Arbitration within the intention
of the Arbitration condition.
75. Such claim should normally be resisted. If it is considered that the claim warrants consideration then, at
the discretion of Chief Engineer the matter may be referred to the Government of India through proper
channel. The main criterion in deciding to forward such a claim is that the contractor must produce
account books to show that he has suffered an appreciable loss on the contract as a whole due to some
unexpected occurrence beyond his control.
76. Before recommending Ex-gratia payment, Engineer Officers are required to see that:-
(a) Contractor signs the final bill without any reservation.
(b) Contractor has in fact lost on the job due to unexpected
occurrences, beyond his control, and not provided in the contract.
(c) Contractors relations with the MES have been cordial.
77. ENCASHMENT OF BANK GUARANTEE BONDS
Where concerned BGBs are not en-cashed despite notices served by Accepting Officers, the matter be
taken up with the Head Officer of the defaulter bank and on their failure to ensure encashment, to take
up with Joint Chief Officer, Deptt of Banking & Operation in the Regional Office of RBI requesting
them to direct the concerned banks to honour their commitments and to encash to BGB.
78. Deduction of Income Tex at source from payments to contractors and sub contractors:-
(a) According to provisions of section 194-C of the Income Tax Act
1961, any person responsible for paying any sum to any resident contractor for carrying out any
work (such as transport contracts, service contracts, labour contract, material contracts as well as
works contracts etc) in pursuance of a contract between the contractor and the bodies specified
there in shall, at the time of credit of such sum, to the account of the contractor in any mode, i.e.
cash, cheque draft etc whichever is earlier deduct an amount equal to 2% of such sum as income
tax on income comprised therein). However contractor is required to deduct an amount equal to
1% of such sum as income tax from the payments to a resident sub contractor.
However, no deduction to tax is required if the consideration for the contract does not exceed Rs
10,000/-.
(b) Brief responsibilities, obligations etc under the Income Tax Act of the persons deducting the tax
at source under section 194-C as far they relate to MES are as follows:-
(i) The amount so deducted has to be paid on the day of the deduction itself.
(ii) A certificate is to be furnished to the effect that the tax has been deducted giving amount
deducted and other particulars on Form 16A within prescribed period of one month and
within ten days to the contractor.
(iii) All persons responsible for deducting tax at source shall obtain and quote the Tax
deduction Account number (TAN) in the challane, TDS certificates, returns etc.
(iv) To prepare and deliver return of tax deducted at source on form 16A to the designated/
concerned assessing officer by the 30th Jun following the financial year in which
deductions where made duly enclosing a copy of each TDS issued during the financial
year with this annual return.
Non-compliance of above instructions attract penalties prescribed under Income Tax Act
(Refer E-in-C’s Branch letter No 27185/#/E8 dt 30 Mar 95 circulating Govt of India,
Ministry of Finance, Deptt of Revenues, Central Board of Direct Taxes, circular No 866
bearing No F No 275/47/93-11(b) dated 08 Oct 93).
127
Appendix ‘A’
Precis No 1732)
(Refer para 12)
SPECIMEN OF YARDSTICKS FOR PAYMENT OF RAR
Ser Description of Work Item of Sch ‘A’ Block
No of two Married Offrs
Qrs Percentage of cost
of building
1 2 3
1. Excavation and concrete in foundation 3%
2. Brick work upto and including DPC 4%
3. Brick work from top of DPC upto top of window cills 6%
and door frames fixed in position
4. Brick work from top of window cills to top of door 12%
lintels and window lintels
5. Brick work from top of door lintels upto underside for 4%
roof and CSW/Vent frames fixed in position
6. Roof work 20%
7. Internal Finishes 12%
8. Floors 5%
9. External finishes 6%
10. Doors, windows and CSWs (excluding frames) and 12%
cupboards etc
11. Water Supply 4%
128
12. Sewage & Sanitary Work 6%
13. Electrification 6%
Total 100%
Important Note:-
The example of yardstick given above is for the purpose of illustration only. Description of work in
column 2 can be changed to suit requirements of a given item of contract. The yardstick has to be worked out
afresh for each contract for each new building, or structure or lumpsum item of Schedule ‘A’ by the Engineer-
in-Charge.
It is advisable, as far as possible, to obtain contractors concurrence to the year stick. In no case however
a yard stick prepared by contractor should be entirely relied upon without complete independent check.
(Are as per E-in-C Branch letter No 37503/E8 dt 12 Jul 90)
129
Appendix ‘B’
(Precis No 1732)
(Refer para 12)
ASSESSED VALUE OF WORK DONE AT THE TIME OF PREPARATION OF RAR
1 2 3 4 5 6 7 8 9 10 11 12 13 1
1. Block of Two Md
offrs Qrs
1st Block 100% 100% 100% 100% 100% 100% 80% 80% 60% 80% 20% -
2nd Block 100% 100% 100% 100% 100% 80% 50% 20% 50% 30% 10% -
3rd Block 100% 100% 100% 100% 100% 80% 20% 10% 29% - 10% -
Cost of one Block 3% 4% 6% 12% 4% 20% 12% 5% 6% 12^ 4% 6
of 2 Md Officers
Qrs at per Sch ‘A’
Rs 60,000/-
Percentage of cost
of building
Value of work done 5400 7200 10800 21600 7200 31200 9360 3300 3960 7920 960 -
in 3 Blocks
TOTAL VALUE OF WORK DONE AS CARRIED TO RAR
Rs. 1,10,340/-
15. 29) Scheduled Banks) (Rupees it Guarantee Expression
the retention money as provided under the terms and conditions of Contract Agreement No…….
5 Technical Administration of Contracts. Extension
130
Appendix ‘C’
(Precis No 1732)
(Refer para 15)
STATEMENT OF STORES
(to be attached to IAFW-2263)
Part ‘A’ - Amount to be included against item (ii) Estimated value of materials in cage 3, of the
current RAR.
I. Value of materials collected by the contractor from outside MES and lying at site of work
(unincorporated in the job) at market rate or prorata to contract rate, whichever is less.
Ser Description of Qty Rte Rs Unit Amt Rs
No materials
(i) Bricks
(ii) Surkhi, lime
(iii) Timber
(iv)
Total Rs………..
II. Value of Schedule ‘B’ materials lying at the site of work (unincorporated in the Job) at Schedule
‘B’ rates.
Ser Description of Qty Rte Rs Unit Amt Rs
No materials
(i) Cement
(ii) Steel
(iii)
(iv)
Total Rs…………
Amount under ‘A’ (I) Rs…………
Amount under ‘A’ (II) Rs………….
Total (carried to item (ii) of cage 3) Rs………….
Certified that the quantities of materials detailed above have actually been brought by the contractor and
are lying at site of work on the date of issue of this certificate, that any previous advances made on them have
been accounted for in this bill; and that these materials are adequately stored and/or protected against damage
by weather or other causes, are of an imperishable nature and are all required by the contractor for use in the
work under the contract.
Part ‘B’ Recovery to be effected from the contractor
Total value of materials issued to the contractor by MES under Schedule ‘B’ at Sch ‘B’ rates.
Ser Description of Qty Rte Rs Unit Amt Rs
No materials
(i) Cement
(ii) Steel
(iii)
(iv)
Total amount (carried to cage 3) Rs………
Certified that all Government Stores issued to the contractor up to……have been included in the above
statement.
Dated GARRISON ENGINEER
131
Appendix ‘D’
(Precis No 1730)
(Refer para 29)
BANK GUARANTEE BOND (IN LIEU RETENTION MONEY)
(to be used by Approved Schedule Banks)
Place of execution…………………………. Name of state……………………
Stamp paper for Rs……………………………..
“In consideration of the President of India (hereinafter called “the Government”) having agreed not to
retain Rs………………(Rupees…… only) out of the reserve or the retention money as provided under the
terms and conditions of Contract Agreement No…………………….(hereinafter called “the said Agreement”)
made between the President of India and Shri/S’Shri @…………………………………..from the claims of the
said Contractor(s), in respect of the work done by the said contractor(s) for the due fulfillment by the said
contractor(s) of the terms and conditions contained in the said Agreement, on production of Bank Guarantee for
Rs………………………(Rupees……………………………….only),
we………………Bank…………………(hereinafter referred to as “the Bank”), do hereby undertake to pay the
government, an amount not exceeding Rs. ….(Rupees…………………only) against any loss or damage caused
to or suffered or would by caused to or suffered by the Government, by reason of any breach by the said
Contractors) of any of the terms or conditions contained in the said Agreement.
2. We……………………..Bank, do at the request of the said Contractor(s) hereby undertake to pay the
amount due and payable under this Guarantee without any demur, merely on a demand from the Government,
stating that the amount claimed is due by way of loss or damage caused to or suffered or would be caused to or
suffered by the Government by reason of any breach by the said Contractors) of any of the terms or conditions
contained in the said Agreement or by reason of the said Contractor(s) failure to perform the said Agreement.
Any such demand made on the Bank shall be conclusive as regards the amount due and payable by and the
liability of the Bank, under this guarantee and we…………………………….Bank, do hereby undertake to pay
the Government the amount demanded notwithstanding any disputes raised by the said contractor(s) on any
ground whatsoever and notwithstanding any proceeding pending in any court or tribunal relating to the said
Agreement or this Guarantee, the liability of the Bank under this Guarantee being absolute and unconditional.
However, our liability under this Guarantee shall be restricted to an amount not exceeding
Rs……………….(Rupees……………………………….only).
3. We……………………………..Bank, further agree that the guarantee herein contained shall remain in
full force and effect during the period that would be taken for the performance of the said Agreement and that it
shall continue to be enforceable till all the dues of the Government under or by virtue of the said Agreement
have been fully paid, its claims satisfied or discharged or till**………………………(Office/Department)
certifies that the terms and conditions of the said Agreement have been fully and properly carried out by the
said Contractor(s) and accordingly discharges this Guarantee. Unless a demand or claim under this Guarantee
is made on us in writing on or before the………………………………we shall be discharged from all liability
under the Guarantee thereafter.
4. We…………………………..Bank* further agree with the Government that the Government shall have
the fullest liberty without our consent and without affecting in any manner our obligations hereunder to vary
any of the terms and conditions of the said Agreement or to extend the time of performance by the said
Contractor(s) from time to time or to postpone for any time or from time to time, any of the power exercisable
by the government against the said contractor(s) and to forbear or enforce any of the terms and conditions
relating to the said Contractors and to forbear or enforce any of the terms and conditions relating to the said
Agreement and we shall not be relieved from our liability by reason of any such variation or extension being
granted to the said contractors or any forbearance, act or omission on the part of the Government or any
indulgence by the Government to the said Contractors or by any such matter or thing whatsoever, which under
the law relating to sureties would, but for this provision have effect of so relieving us.
5. We…………………….Bank* lastly undertake not to revoke this Guarantee during its currency except
with the previous consent of the Government in writing and that our liability under this Guarantee shall not be
impaired or extinguished on account of any change in the Constitution of the said Contractors)”.
Dated the………………………………day of…………………200
For……………………………Bank.
The above guarantee is accepted by the President of India.
Signature………………..Dated………
For and on behalf of the President of India
Name and Designation
……………………………
NOTE: @
For Proprietorship Concerns
Shri……………………………….. son of………………………………
132
resident of………………………….carrying on business under the name and style
of…………………………..at………………….(hereinafter called “the said contractor” which expression shall
unless the context requires otherwise include his heirs, executors, administrators and legal representatives).
For Partnership Concerns
(i) Shri…………………………………son of………………………….
resident of…………………………………..
and
(ii) Shri……………………………….Son of……………… ………resident
of………….…………………………carrying on business in co-partnership under the name and
style of……. At………………………………………..(hereinafter collectively called “the said
Contractors” which expression shall unless the context requires otherwise include each of them
and their respective heirs, executors, administrators and legal representatives).
For Companies
………………………..Ltd, an existing Company within the meaning of the Companies Act, 1956 and
having its registered office at……………….in the state of……………………….(hereinafter called “the said
Contractors which expression shall unless the context requires otherwise include their successors and assigns.
In the case of Banks, other than the nationalized Banks, the word “Ltd” will be added after the word ‘Bank’
where the asterisk is indicated.
** To be accepted by the Accepting Officer of the Contract and the blank space in para 3, lin 5, shall be filled to
indicate the said “Accepting Officer”.
133
Appendix ‘E’
(Precis No 1730)
Refer para 20)
BANK GUARANTEE BOND (IN LIEU OF RETENTION MONEY)
(to be used by unapproved Scheduled Banks)
Place of execution…………………………..Name of State……………….. Stamp Paper for
Rs………………………………………………………………………
“In consideration of the President of India (hereinafter called “The Government”) having agreed not to
retain Rs……………………..(Rupees………. Only) out of the reserve or the retention money as provided
under the terms and conditions of Contract Agreement No………………….(hereinafter called “the said
Agreement”) made between the President of India and Shri/S’Shri @………………………………from the
claims of the said Contractors, in respect of the work done by said contractor(s) for the due fulfillment by the
said contractor(s) of the terms and conditions contained in the said Agreement, on production of a Bank
Guarantee for Rs…………………………(Rupees………………………….only),
we,…………………………Bank Ltd (hereinafter referred to as “the Bank”), do hereby undertake to pay the
government not exceeding Rs……………….(Rupees …………………………..only) against any loss or
damage caused to or suffered/ would be caused to or suffered by the Government, by reason of any breach by
the said Contractors of any of the terms or conditions contained in the said Agreement.
2. We………………………..Bank Ltd, do at the request of the said Contractors hereby undertake to pay
the amount due and payable under this Guarantee without any demur, merely on a demand from the
Government, stating that the amount claimed is due by way of loss or damage caused to or suffered or would be
caused to or suffered by the Government by reason of any breach by the said Contractors of any of the terms or
conditions contained in the said Agreement or by reason of the said contractors (s) failure to perform the said
Agreement. Any such demand made on the Bank shall be conclusive as regards the amounts due and payable
by and the liability of the Bank, under this Guarantee and we……………………….., Bank Ltd, do hereby
undertake to pay the Government the amount demanded notwithstanding any dispute or disputes raised by the
said contractor(s) on any ground whatsoever and notwithstanding any proceedings pending in any court or
tribunal relating to the said Agreement or this Guarantee, the liability of the Bank under this Guarantee being
absolute and unconditional. However, our liability under this Guarantee shall be restricted to any amount not
exceeding Rs…………………..(Rupees……………………………………….only). We,
…………………….Bank Ltd, authorize the Government to recover the same directly from the Reserve Bank of
India from our deposits of cash and/or securities with the Reserve Bank of India. The said Reserve Bank of
India have at the request of “the Bank” agreed to pay the Government on demand and from out of the said
deposits any sum which may become payable to the Government under this Guarantee.
3. We…………………………Bank Ltd, further agree that the Guarantee herein contained shall remain in
full force and effect during the period that would be taken for the performance of the said Agreement and it
shall continue to be enforceable till all the dues of the Government under or by virtue of the said Agreement
have been fully paid and its claims satisfied or discharged or till…….. (Office/Department), certifies that the
terms and conditions of the said Agreement have been fully and properly carried out by the said Contractors and
accordingly discharges this Guarantee. Unless a demand or claim under this Guarantee is made on us in writing
on or before the……………., we shall be discharged from all liability under this Guarantee thereafter.
4. We…………………. Bank Ltd, further agree with the Government that the Government shall have the
fullest liberty without our consent and without affecting in any manner our obligations hereunder to vary any of
the terms and conditions of the said Agreement or to extend the time of performance by the said contractors
from time to time or to postpone for any time or from time to time, any of the powers exercisable by the
government against the said contractor(s) and to forbear or enforce any of the terms and conditions relating to
the said Agreement and we shall not be relieved from our liability by reason of any such variation or extension
being granted to the said Contractors or for any forbearance, act or omission on the part of the Government or
any indulgence by the Government to the said Contractors or by any such matter or thing whatsoever, which
under the law relating to sureties would, but for this provision, have effect of so relieving us.
5. We…………………….Bank Ltd, lastly undertake not to revoke this Guarantee during its currency
except with the previous consent of the Government in writing that our liability under this Guarantee shall not
be impaired or extinguished on account of any change in the Constitution of the said Contractor(s).
Dated the………………………… day of…………………..200……for……………………Bank Ltd.
The above guarantee is accepted by the President of India.
Signature………………….Dated……….
For and on behalf of the President of India
Name and Designation…………………….
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**……………………………………………
NOTE: @
For Proprietorship Concerns
………………………..son of……………………………….. resident of
…………………………..carrying on business under the name and style
of…………………………..at……………………(hereinafter called “the said Contractor” which expression
shall unless the context requires otherwise include his heirs, executors, administrators and legal representatives).
For Partnership Concerns
(i) Shri…………………Son of………………resident of……………..and
(ii) Shri…………………son of……………….resident of……………….. carrying on business in
co-partnership under the name and style of …………….. at ……………………(hereinafter collectively
called “the said Contractors” which expression shall unless the context requires otherwise include each
of them and their respective heirs, executors, administrators an legal representatives).
For Companies
………………….Ltd, an existing Company within the meaning of the Companies Act, 1956, and
having its registered office at………………. In the state of………………………(hereinafter called “the
said Contractors which expression shall unless the context requires otherwise include their successors
and assigns).
** To be accepted by the Accepting Officer of the Contract and the blank space in para 3, line 5, shall be
filled to indicate the said “Accepting Officer”.
135
Precis No 1733
Management Department
DELAYS IN PAYMENT OF BILLS
(INTERIM AND FINAL)
Introduction
1. Delay in payment of interim and final bills result in financial hardship to the contractor and ultimately
cause higher quotations.
Prompt payment of bills avoids locking up of the contractors capital and ultimately reflects in lower quotation.
In view of the advantages to both the parties to the contract (viz MES and contractor) efforts are made to avoid
delays and to make prompt payment of bills (both Interim and Final).
Common reasons for delay along with the remedial measures to be taken are dealt with in this Precis.
2. Delays in settlement of Final Bills are mainly due to:-
(a) Delays in issue and finalisation of deviation orders and in settlement of special rates for work
ordered through deviation.
(b) Delay in completion of measurements.
(c) Settlement of stores transactions.
(d) Settlement of transactions pertaining to Tools and Plant.
(e) Amendments to contracts to regularize enhancement of maximum deviation limits, issue of
stores and shown in Schedule ‘B’, etc.
(f) Delay in settlement of audit (CDA/UA) observations.
(g) Delay in decision on contractors request for grant of extension of time, until completion of work.
(h) Delay in settlement of contractors claims for extras.
3. Remedial measures to avoid delay are suggested as follows:-
(a) During Administration of Contracts
(i) Deviation Orders
Deviation orders should be restricted to the barest minimum and ordered only on account
of unavoidable reasons. No deviation should be taken in hand before obtaining written
approval in principle of Accepting Officer or officer authorized by him to accord
approval and no deviations should as far as possible be initiated during the last two
months of contract period.
Engineer-in-Charge should maintain a DO register for each contract at the site of works
and CsWE/GE should periodically examine the DO register to ensure that all steps are
taken by Engineer-in-Charge for speedy preparation of DOs .JEs(QS&C) in GE’s office
should also maintain DO register. GE should hold periodical discussions with their staff
and UA, and CsWE with GEs to ensure finalisation of DOs.
Draft deviation orders are to be prepared by Engineer-in-Charge immediately. Firm rates
should be inserted in deviation orders except where a rate cannot be worked out till after
execution of work, in which case the method of arriving at the rate should be mentioned
in the deviation order before it is issued.
Where special rates are involved these should be got approved by competent Engineer
authority.
(ii) Completion of measurements
Measurements should be recorded/ completed concurrently as the work on deviation
order progresses or as soon as the job under the deviation order is completed and not left
over till after completion of the contract as a whole.
(iii) Stores transactions
The quantities of Schedule ‘B’ stores required for incorporation in works should be
correctly assessed to avoid any over/ under issue. Factor of “wastage” should be applied
after considering sizes issued and finished work, nature of work etc.
When stores not listed in Schedule ‘B’ are issued or where alternative stores in lieu of
stores listed in schedule ‘B’ are issued, the issue rates for such stores should be fixed at
the time of issue and contracts should be amended accordingly, without delay.
(iv) Tools and Plant
When T and P not listed in Schedule ‘C’ are issued/ other than those listed in Schedule
‘C’ are issued in lieu, the hire charges should be fixed before issue and contracts should
be amended, as and when such issue takes place.
(v) Amendments to contracts
(1) Deviation limit
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Ordering work in excess of permissible maximum deviation limit should arise
only if such a course is considered unavoidable i.e when the additional work is
closely connected with original work and it is necessary and in Govt interest to
order it on the same contractor instead of concluding a fresh contract for the same.
As soon as it becomes evident that permissible deviation limit is going to be
exceeded, action should be taken to arrive at a settlement with the contractor for
price adjustment and to obtain sanction for enhancement of deviation limit.
(2) Devaluation of work
The subject matter is discussed in para 19 of Precis No 1729.
(vi) Audit observations
EE(QS&C)/GEs should settle audit observations by periodical meetings with audit
authorities.
(vii) Contractors claims for extras
Matter should be referred to proper authorities mentioned in the contract as soon as it is
raised by the contractor.
(viii) A periodical review should be taken by GEs/CsWE in respect of Technical
Administration of Contracts., viz progress made on finalisation of deviation orders, rates,
recovery rates for non Schedule ‘B’ stores and non Schedule ‘C’ Tools and Plant,
amendments etc.
This review is recommended in three stages during currency of the contracts:-
(1) First review – one month after the contract is concluded.
(2) Second review – after expiry of 50% of the contract period;
(3) Third review – when contract is 90% complete or about one month before due
date of completion.
Note: E-in-C’s letter No 33416/9/E8 dt 30 Apr 76; 35289/31/E8 dated 19 Aug 76 and
35150/Gen/E8 dt 18 Dec 76 give various “aide memoirs” for these reviews.
(b) After completion of work
(i) Completion certificate
For issue of completion certificate, refer Precis No 1729.
(ii) Contractors request for grant of extension of time after completion of work
Matter should be referred to CEA for waiving/ reducing compensation for delay in
completion of work.
(iii) Review, every two weeks after completion certificate, the progress made on preparation
of the Final Bill.
(iv) Preparation of Final bill
(1) Within 15 days of completion of work, GE should furnish to the contractor a
consolidated statement to cover all debits and credits including all details of previous
RARs as well as abstracts of measurements to enable the contractor to prepare and submit
the final bill. GEs should render necessary assistance to the contractor in case he needs it
in completing the final bill. Similarly where contractor has unduly delayed submission of
final bill, GE should take initiative to expedite preparation of bill.
(2) On submission of final bill, the Engineer-in-Charge should ensure that all
requisite documents, as detailed in Precis No 1730 are attached to it.
(v) Technical check of final bill
AE(QS&C)/JE(QS&C) in GE’s office and EE(QS&C)/AEEs(QS&C)s in CWE’s office
These officials should ensure that documentation is complete, and that observations are
not raised piecemeal and they are settled by personal contacts with Engineer-in-Charge.
Technical check of Schedule ‘B’ stores should not be deferred till receipt of bill but
should be carried out earlier so that the final bill is not unduly delayed on this account.
(vi) Audit Check
AAO,GE should commence check of Final Bill on the basis of copies of Deviation
orders, amendments, etc produced by GE, and need not wait for certified and audited
copies thereof from CDA. AAO,GE should raise all observations at a time and not
piecemeal and GEs should settle them by personal discussions. UA should complete audit
check of bill and where necessary forward the Final Bill to CDA on receipt of certified
copies of deviation orders, etc, from CDA.
Amendments to final bill on account of technical and audit check should be intimated to
contractor and his concurrence obtained.
(vii) Every endeavour should be made to complete the final bill within one month of
completion of work and as a rule all checks by MES and audit should be completed as
early as possible but not later than four months of completion of work. In case of small
jobs this maximum period of four months is to be suitably reduced. Technical check by
AE(QS&C)/JE(QS&C) in GE’s office and EE(QS&C)/AEE(QS&C) in CWE’s office
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should be completed within six weeks of the date of contractors signature on final bill
thereby leaving not less than one clear month for the audit check by AAO,GE and CDA.
Final Bills
(a) The procedure for delayed and disputed cases is dealt with in Precis No 1730.
(b) Final bills with reservations and vague remarks
A final bill with contractors reservations should not be accepted as a final bill. Contractors
reservations fall under following categories:-
(i) Vague reservation without any financial effect; or a vague remarks such as “signed under
protest” or “subject to claims being submitted separately” and so on.
(ii) Where bill is signed by contractor with vague reservations and in spite of pressing him to
specify the financial effect, he does not co-operate but demands settlement of dispute
through arbitration.
(iii) Claim specifically defined, priced and valued and included in final bill.
In case of (i) above, bills will not be accepted by MES and contractor will be asked to specifically state his
claims together with financial effect and details in support thereof. In case of (iii) above, bills will be checked
‘on account’ payment allowed to the extent indicated in Precis No 1732 and disputes settled by arbitration.
In all cases, including those referred to at (i) and (ii) above, where it becomes necessary to settle disputes by
Arbitration, final bills will be progressed in normal manner i.e., check by AE(QS&C)/EE(QS&C) and
AAO,GE/CDA so that an audited Final bill is available for reference to arbitrator during hearing of case.
Where a contract has been cancelled on account of contractors default and work completed through other
agency, the work completed by the contractor upto the date of cancellation is measured, billed and audited.
This will facilitate in arriving at final cost of completion as soon as balance of work is completed through other
agency.
Following certificate duly signed by the contractor shall form part of every FB:-
“It is certified that I have prepared this FB for claiming entire payment due to me from this contract
agreement. This FB includes all claims raised by me from time to time irrespective of the fact whether they are
admitted/accepted by the department or not. I herby, categorically certify that I have no more claims in respect
of this FB by me and this amount so claimed by me shall be in full and final satisfaction of all my claims under
this contract agreement. I shall however resorted any right to raise claim to the extent disallowed to me from
this FB”.
However in case contractors have some claims not considered admissible by the Dept. They will also
form part of the FB as disputed portion as envisaged in condition 66 of IAF-2249. In fact it would be preferable
to make every final bill in two parts comprising of agreed part and disputed part. Where there are no disputes,
the disputed part will be shown as nil and signature of the contractor obtained.
(Authority: E-in-C’s Branch letter No 36364/E8 dt 20 Feb 95 refers)
5. Condition 66 of IAFW-2249 clearly stipulates that final bills shall be paid to contractor within four
months where contract amount does not exceed Rs 5 lakh and within six months where contract amount exceeds
Rs 5 lakhs, these time limits being applicable for undisputed portion of the final bill.
It is a contractual obligation on the part of MES to pay bills within the time limits specified in condition 66. If
the bill is not paid within the time limits laid down, the contractor would be within his rights, in law and
equitable justice, to claim interest on the amount due for the period of delay the laid down limits, the rate at
which interest can be claimed being a matter to be decided by Arbitration/Court of Law.
It is the duty of everyone concerned with the contract to ensure that such delays, which may ultimately result in
payment of interest becoming due to the contractor, are not caused due to the MES officials inaction, lack of
devotion/application, or neglect. Such amounts of interest paid to contractor may be considered by the
Government as recoverable form the individual official(s) to whom an inordinate delay without acceptable
reason can be attributed.
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Precis No 1734
Management Department
REPAIRS, PERIODICAL SERVICES AND MINOR WORKS
Introduction
1. The MES is responsible for maintaining all the building and other allied services. This involves
constant occurrence of small repair works. Sometimes small new works (Minor Works) are also required to be
carried out.
Procedure
2. The general considerations governing the organization of repair services, allotment of funds and control
over expenditure and the initiation of tasks are dealt under “Works Procedure”. Precis No 1590.
3. The necessity for repairs is ascertained from scrutiny of Unit Repair Book (IAFW-1805), monthly
inspection by SDOs, quarterly inspection by GEs and other inspections.
4. Repair works are carried out by any one of the following agencies:-
(a) Term contracts (TC).
(b) Directly employed labour ie. Muster Rolls or Casual Personnel
(DEL).
(c) Measurement or Lump Sum (LS) Contracts.
(d) Troops labour for minor repairs.
Term Contracts
5. The TC is arranged for a fixed term, usually one year, for executing small jobs and repair works. The
contract area is defined by attaching a site plan showing the boundaries. Total amount of work is not shown.
Term contracts should as far as possible be for a period of one year starting from 1st April and ending on
31 March.
Works orders should as far as possible be placed once a month to enable the contractor to plan and organize his
labour and resources. The total work to be ordered on one contract should be planned so as to evenly spread
over the term of the contract.
Security deposit (individual security deposit or standing security deposit) should relate to the cost of total
anticipated work likely to be ordered on the Term Contract, and where it exceeds the monetary limit of the
contractor additional security deposit should be obtained.
Extension of time, if granted for a particular requisition or work order, should be regularized by a Deviation
order issued on contractors order slip form (IAFW-1823) and numbered with a suffix ‘Dev’.
(Ref E-in-C’s letter No 33416/E8 dt 31 Oct 75 even No dt 14 oct 80 and No 66546/E8 dt 15 Feb 85)
As per condition 4-A of General Conditions of Contracts (IAFW-2249) any single work, job, or service ordered
on a TC shall not exceed Rs 60,000 further subject to following observations:-
(a) Periodical Services, viz, painting, lime or colour washing and distempering (except in connection
with or arising out of the works mentioned above, and in addition any orders, placed during the
period of the Contract, the gross total value of which orders, does not exceed Rs 2,500) shall be
excluded from the contract.
(b) The construction of field defence and shelters within the Contract Area on and during
mobilization may be excluded from the contract.
(c) All roads, paths, parade grounds, runways, taxi tracks, aprons, landing grounds, (except any
orders for periodical painting of lines, circles or other markings on runways, the gross value of
which orders does not exceed Rs 2500) tree planting, gardening and the renewal of mud floors
shall be excluded from the contract.
(d) All electrical and water supply work and steam or hot water installations, estimated to cost over
Rs 5,000 shall be excluded from the Contract and at the discretion of the GE any such work
estimated to Cost Rs 5000 or under may also be excluded.
(e) The GE may employ on work otherwise included within the scope of Contract:-
(i) any number of serving soldiers, the regular civilian staff of the MES, storemen, and
transport (the property of Government, or hired locally);
(ii) In addition a limited number of civilian work people. Except in the event of the
Contractors default, the number so employed shall not exceed the average specified in the
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tender documents (Those employed on work reserved in sub clauses (a) to (e) above not
included).
(f) An item of work which is part of a Major Works costing over Rs 60,000 shall be excluded from
the contract.
Orders on Term Contracts (TC)
6. Minor Works upto Rs 3,000/- and repair works are ordered on the TC contractor through a work order
slip (IAFW-1823-A) and ordinary requisition (IAFW-2158 and 1833). In the case of urgent work, urgent
requisition (IAFW-1817) is used instead of IAFW-1833. Works exceeding Rs 3,000/- but not exceeding Rs
60,000/- are ordered through works order (IAFW-1823) and measured on completion in a Measurement Book,
abstracted and priced.
Ordinary Requisition
7. In the case of ordinary requisition following is the procedure:-
(a) Items are detailed on ‘Requisition Details’ form IAFW-2158 (in triplicate). Cost is shown in
pencil on the duplicate copy only.
(b) Approximate cost is entered against each item on IAFW-2158 and the total of all items recorded.
This is carried to IAFW-1833.
(c) Items of repair works are entered on IAFW-1833 (in duplicate, in ink).
(d) GE or SDO sanctions and allots funds, AAO,GE verifies and Engineer-in-Charge enters in
construction accounts. A watch over the progress of the work is kept by maintaining a Register
of Requisitions (IAFW-1787). The GE keeps a consolidated register which includes a carbon
copy of IAFW-1823-A from each SDO, pasted on or reproduced on a bound book called “Copies
of Orders on Contractors” IAFW-2160.
(e) Triplicate copy of IAFW-2158 with order slip IAFW-1823-A is sent by Engineer-in-Charge to
contractor for execution of work.
(f) Completed work is checked and requisition details revised where necessary by Engineer-in-
Charge in presence of contractor. All copies of IAFW-2158 are corrected. Payment to
contractor is based on these corrected copies of requisitions.
(g) Revised and completed IAFW-2158 (original) and original IAFW-1833 are attached to original
Final Bill; similarly the duplicates are attached to duplicate copy of Final Bill.
Urgent Requisitions
8. In case of urgent repairs ordered on the Term Contractor, the procedure is the same as above except that
the order slip and details of work to be done are sent immediately to the contractor and the cost reported to the
GE as soon as possible for entry in the requisition register. In certain cases it may be possible and more
advantageous to get the urgent repairs executed by DEL. All such requisitions carried out by DEL are
numbered and entered in DEL Register as soon as they are received and issued to the Supdt. Concerned as a
work orders is completion of the work the details of labour, time and stores are entered in the back of the form
and returned to the SDO for record.
Conditions
9. The documents forming part of TCs --the use of IAFW1821 – Tender and Contract Form) are the same
as LS Contracts however, it should be noted that there are certain conditions in IAFW-2249 applicable to TCs
only. The other conditions having been dealt with in Precis No 1726 to 1730 these additional conditions are
dealt with here.
Stores
10. As in LS contracts Schedule ‘B’ indicates the materials to be issued free and on payment by the Govt.
The rates of recovery for the materials issued on payment will be those given in SSR for materials “Supplied
only”.
11. materials salvaged from dismantling and refixed in the same building or another building situated within
a radius of 200 metres will be issued for ‘fixing only’. Old serviceable materials not included in Schedule ‘B’
may be issued by GE at SSR rates plus/ minus contractors percentage or at market rates for new materials,
whichever is higher. Materials such as sanitary fittings for which rates for ‘fixing only’ exist and not for
‘supply and fix’ in SSR, can be issued ‘free for fixing only’ even though such materials are not exhibited in
Schedule ‘B’, without amending the contract.
Transport
12. No motor transport is hired to the contractor under term Contracts.
Tools and Plant
13. Normally no tools and plant are included in Schedule ‘C’ but if desired they can be included at the
tender stage at the same rate of hire charges as in the LS contracts.
14. T and P not shown in Schedule ‘C’ can be hired at rates 20% higher than normal rates after amending
the contract to include the items concerned. It would be noted that office the T and P is included in Schedule
‘C’ by an amendment it becomes incumbent on the MES to supply T and P for all future works, in that contract
in absence of any stipulation in the amendment, to the contrary.
Water
15. the contractor is permitted to draw water from the nearest MES source and recovery is made at the rate
of Rs 3.75 for every Rs 1,000/- value of work carried out by the contractor. Sometimes the contractor uses
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water from sources belonging to tenants of Govt buildings. In such cases, the recovery from the contractor
should be effected as usual in the bill and the tenants should not be charged for the extra water consumed for the
work.
Delay
16. time is of the essence of the contract and due dates of completion are shown on each Work Order. If the
contractor fails to complete the work compensation can be claimed by the Govt at the rate of 1% of the
estimated value of the requisition or Work Order for every week subject to a maximum of 10%. Proper notices
must be issued as in the case of LS contracts.
Cancellation/ Termination
17. As in the case of Lump Sum Contracts, Govt can cancel the Term Contract for insolvency default, death
and corrupt acts. Further this contract can be terminated by either party by giving a six weeks notice to
the other provided by contract remains in force for a period of not less than 6 months. Any works order
issued by the MES during the period of notices must be carried out by the contractor within the time
shown, even if the period of completion extends beyond the date of termination.
18.
Payments
18. Advance payments can be made under a TC against each individual works order at an interval of not less
than thirty days provided the estimated value of work performed is not less than Rs 3,000/- for new work and
Rs 10,000/- for repair services and the value of payment on account is not less than Rs 1,500/- and Rs 5,000/-
respectively. (Ref condition 6-A of IAFW-2249).
19. A final bill can be paid for one or more work orders, of TC if so found convenient.
20.
Periodical Services
20. Though the allotment of funds for periodical services and repair works are given together, the periodical
services are carried out through a separate contract. (see restriction (a) in para 5 of this Precis).
21. Only measurement contract (based on IAFW-1779-A) shall be prepared for periodical services and the
following foot note should be inserted in the Schedule ‘A’:-
“For measurement purposes in respect of those building for which audited periodical services
measurement books are available; quantities shall be taken from PSMBs direct and entered in
Measurement Book (IAFW-2261) and in respect of those buildings for which audited PSMBs are not
available, detailed measurements of works shall be taken and entered in Measurement Book (IAFW-
2261) in the usual manner”.
22. Provision is to be made in the contract for a phased programme for carrying out these works.
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Precis No 1735
Management Department
CONTRACTS FOR SUPPLY OF STORES AND MATERIALS
Introduction
1. This précis deals with conclusion and operation of contracts for supply of stores and materials.
2. Works involved in supply of stores and materials is different in nature than that involved in construction
of buildings. Normally requirements cannot be fully known at the tender stage and hence a “measurement
contract based on 1815 (R) and 1815 (Z)” is concluded for this type of work. IAFW01815(R) the form for
tender and IAFW-1815(Z) is the form for general condition of contract.
Acceptance of Tender
3. Tender form IAFW-1815 (R) provides for acceptance of tender as a whole or in parts. The accepting
officer can divide the items of Schedule ‘A’ in groups, considering the nature of materials to be supplied and
convenience of work. Even one item can form one group. The intention to so divide the items in groups is to
be made clear to the contractors in the tender itself and the accepting officer will then use his discretion to
conclude contracts for each group separately, or for a few groups together or for all the groups combined. If the
Schedule ‘A’ is not divided into groups at tender stage, only the overall lowest tender can be accepted. (Ref E-
in-C’s No 33416/E8 dated 27 may 87).
Conditions of Contract
4. Due to difference in the nature of work involved, conditions for this type of contract differ in a few
important details from those for construction of buildings, discussed in Precis No 1726 to 1730. Important
conditions are discussed in the following paras.
Deviation (Condition 5)
5. Only the officer, who has concluded the contract (and not the contractor) can make changes in the
provisions of the contract. His decision shall be communicated to the contractor by the GE through an order in
writing. Such changes are divided in two types as detailed below:-
(a) Changes by way of modification of design of Furniture Items etc.
These can be ordered provided the value of each supply order is not there by varied on the whole
by more than ten percent.
(b) Changes in quantities originally included
These can be ordered upto the following limits:-
(i) In contracts for supply of building materials or furniture, the quantity of any item shall
not vary by more than 50%.
(ii) In contracts for supply of bazaar materials, the quantities may be varied to any extent at
the discretion of the GE provided the total value of the supplies given in a group in the contract
not vary be more than 25%.
Valuation of Deviations (Condition 31)
6. Deviation orders are issued on form IAFW-1823 and IAFW-2212-A. Every DO must mention:-
(a) Details of work;
(b) Financial effect;
(c) Effect on period of completion; and
(d) Mode of payment (whether ‘lump sum’ or ‘measurable’).
The value of deviations shall be ascertained as follows:-
(a) Based upon rates/prices for similar supplies in Schedule ‘A’ in so far as such rates/prices
apply.
(b) Based upon rates/prices deduced from those in Schedule ‘A’ (as far as it is practicable to
do so) failing method (a) above.
(c) Based on rates/prices agreed upon between GE and the contractor failing methods (a) and
(b) above.
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If contractor disagrees with the GE about pricing of DO, he is required to give notice within seven days of his
receiving the DO and the decision of the CWE thereon shall be final and conclusive.
Time, Completion, Extension of Time and Compensation for Delay (Conditions 6,7, and 24)
7. Time is of the essence of contract and the contractor is required to complete the work on or before the
date of completion mentioned in the work order.
8. Extension of time can be granted by the accepting officer in the following circumstances:-
(a) When the delay is caused by any reason beyond the control of contractor (many possible
happenings of this nature have been given in Condition 7).
(b) When alterations have been ordered.
9. The decision of the accepting officer will be communicated to the contractor by the GE.
10. The GE himself can give extension of time if he orders suspension of work under condition 6.
11. If the contractor fails to complete the work in time he is liable to pay compensation at the rate of one
percent of the total value of item/group of items of supplies (for which a separate period of completion has been
shown in the supply order) for every day of delay. Maximum compensation that can be charged is ten percent of
the total value of items of supplies for which a separate period of completion is given.
12. Close watch is kept on the progress of the work and if the progress is slow, contractor is given notice
drawing his attention to the slow progress and warning him of his liability to pay compensation.
Stores (Condition 8)
13. Stores intended to be issued to the contractor are included in Schedule ‘B’. It is the responsibility of the
Govt to issue such stores to the contractor and the contractor is also required to receive such stores from the
Govt. It should be noted that IAFW-1815(Z) does not cater for payment of advances on account of materials
collected at site, whether arranged from market or issued under Schedule ‘B’.
14. During execution, issue of Schedule ‘B’ stores is checked with the actual requirements. All surplus
stores are to be returned by the contractor. Full recovery of materials issued under Schedule ‘B’ is to be made
when paying advances on account (RAR) as well as Final Bills.
15. If during execution, stores not included in Schedule ‘B’ are required to be issued to contractor Schedule
‘B’ will be amended to include these stores. Rates of recovery for such stores will be the stock book rates on
the date of issue of the stores or market rates whichever are higher.
Samples
16. Contractor is required to submit samples for approval before commencing supplies. Approved samples
can be counted against supplies or can be returned to the contractor after supplies are completed.
17. Where supplies are required to conform to the MES samples, such samples can be loaned to the
contractor for his general guidance; the cost of carriage both ways, shall be borne by the contractor.
Packages (Condition 9)
18. Generally all packages supplied by contractor along with his supplies are considered as non returnable.
19. If Schedule ‘A’ specially mentions that the packages are returnable, the GE may return them subject to
the requirements of Government, at the contractors expense, but no claim will be entertained by Govt in respect
of containers not so returned to the contractor.
20. If Schedule ‘A’ provides for returnable containers to be separately priced, the contractor shall afford full
credit for those returned.
Duties and Other charges (Condition 10)
21. Contractor is exempted from paying octroi or terminal tax, sales tax and other duties on materials, issued
under Schedule ‘B’, All such charges are required to be paid by the contractor for materials obtained from other
sources.
Assignment (Condition 13)
22. Contractor is not allowed to sublet or assign the contract wholly or in part without the prior written
approval of the Accepting Officer.
Performance (Conditions 16 and 20)
23. Only written orders are valid. GE is the final authority to decide whether materials and workmanship
are according to the contract and whether to accept or reject the supplies. The contractor shall afford all
facilities as may be required for inspection and examination by the concerned MES officers of any of the
supplies under the contract.
The Engineer-in-Charge is entitled to have tests made of any of the supplies delivered by the contractor who
shall provide at his own expense all facilities which the Engineer-in-Charge may require.
If during the contract period or prior to the expiry of the defects liability period (i.e six calendar months after
the supplies have been accepted by the Govt), GE considers any portion of supplies unsatisfactory of unsound
or quality inferior to all that contracted for, or not in accordance with the contracts (GE’s decision being final
and conclusive) the contractor shall on demand in writing from the GE, rectify the defects or remove the
supplies complained of and replace by proper and suitable supplies at his own expense. In the event of the
contractor failing to do so within a period specified by the GE in his demand, the GE shall be at liberty either
to:-
(a) rectify the defects at the contractor’s risk and expense; or
(b) return rejected supplies at the contractor’s risk and expense; or
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(c) sell all or any of the rejected supplies by public auction or private contract on the contractor’s
behalf and to retain such portion of the proceeds as may be necessary (to cover any loss or
expense incurred by Govt in connection with such sale) and to replace the rejected supplies at the
risk and expense of the contractor. The Accepting Officer may at his discretion decide to accept
supplies below specification at such reduced rates as the GE may consider fair and reasonable.
(GE’s decision is final and binding).
E-in-C’s has directed that the GE should convene a board of officers to check furniture items before accepting
the articles delivered by the contractor, to assist and aid the GE in determining the quality/standard of materials
and workmanship before he issues the certificate of acceptance. Convening a board of officers for such
checking shall not, however, in any way, absolve either the Engineer-in-Charge or the GE of their respective
responsibilities in terms of the General Conditions of Contracts – IAFW-1815(z).
Furniture work with opened out/loose joints or warped/ cracked joinery members, substandard block boards
with ply facing peeling off/ blistered, wooden planks of lesser width/thickness and other serious defects which
by their nature would affect usability/ of furniture must be got rectified/ replaced instead of resorting to
devaluation.
E-in-C’s Branch letter Nos 41000/E8 dt 28 Dec 82 and even No dated 26 Apr 83).
24. No supplies will be considered as accepted without GE’s certificate of acceptance. To avoid delay in
accepting and taking over supplies/ articles of furniture by MES due to non availability of storage space etc, and
resultant hardship to contractors it should be ensured that contract for supply of stores and furniture are
concluded only when the Department is in a position to accept the deliveries and take over the supply as and
when ready. (E-in-C’s Branch No 33416/E8 dated 28 Nov 86).
Cancellation and Termination
25. Accepting Officer may cancel the contract if:-
(a) the contractor assigns, transfers or sublets the contract. (Refer condition 27).
(b) the contractor is adjudged bankrupt (Refer Condition 27).
(c) the contractor defaults (Refer Condition 28).
26. In case of such cancellation, the accepting officer may complete the delivery of the supplies at the risk
and cost of the contractor.
27. CWE shall cancel the contract for corrupt acts of the contractor and any loss or damage resulting from
any such cancellation (Refer Condition 26) shall be recovered from the contractor.
28. Accepting Officer has an option of terminating the contract (without compensation to the contractor) if
the contractor dies. (Refer condition 29).
29. Either party (Govt or contractor) can terminate the contract by giving six weeks notice to the other party
provided the contract has remained in force for six months or half the contract period whichever is less. This is
applicable only to Rate Contracts. (Refer condition 30-A).
Valuation and Payment (Conditions 33 and 34)
30. On demand from the contractor advance payments can be made to him to the extent of 90% of the value
of accepted supplies (priced at contract rates) provided the net amount, after deducting all recoveries, is not less
than Rs 1,500/-. There is no restriction on time interval between two consecutive advance payments. Every
advance payment is to be supported by signed delivery notes and certificates of acceptance.
31. Final bill is to be prepared by the contractor, after acceptance of all supplies by Govt and is supported by
signed delivery notes and certificates of acceptance. No claims are to be entertained after receipt of the signed
final bill. Refer condition 33).
32. Govt has a right to carry out post payment audit and technical check and to recover from the contractor
any over payment detected in such check. Govt has also a right to adjust overpayments and underpayments
detected in such checks against any amounts due to the contractor. This latter right extends only for a period of
two years from the date of payment of the final sum. (Refer condition 34). The Government can sue the
contractor for recovery of overpaid amount upto a period of thirty years as per the provision of Article 112 of
the Limitation Act 1963, if the contractor fails to deposit the amount on demand.
33. All disputes (between the parties) on contractual matters for which no ‘Engineer officer has been
empowered in the contract conditions to give a final and conclusive decision can be referred to a sole arbitrator.
In case of GE’s and CWE’s contracts, CE/Zonal CE is the appointing authority for an arbitrator and in case of
Chief Engineer’s contracts, E-in-C is the appointing authority.
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Precis No 1736
Management Department
TENDER AND CONTRACT FOR HANDLING AND /OR CONVEYANCE OF STORES
Introduction
1. The tender and contract form IAFW-2320 is used for concluding contracts for handling and conveyance
of stores.
2. There are two methods for handling and/or conveyance of engineer stores:-
(a) By Contract.
(b) By DEL
This Precis deals with the important points connected with the first method viz by Contract.
3. (a) Schedule ‘A’
In the tenders for handling and conveyance of stores contract the Schedule ‘A’ is the most
important Part. It contains a comprehensive list of items of work which the contractor is likely to
be called upon to execute during the contract period. The standard form in use contains rates
(last revised in 1976 and further added to in 1986) per unit of work. The contractor when he
submits his tender, has to quote a uniform percentage over the rate applicable to all the items in
Schedule ‘A’ to cater for his actual costs, overheads and profits. The estimated cost of work
likely to be ordered against each item is also mentioned, but without guarantee of its accuracy.
(b) Area of Applicability
The area of operation (like whole or part of the cantonment etc ) and the important nodal points
like the applicable railway stations (from which stores will be required to be loaded/ unloaded),
the various MES stores yards/ Engineer’s Park/Depots to (or from) which have to be transported/
handled (or other items of work listed in Schedule ‘A’ executed) are indicated in the tender. The
indication of area of applicability is either shown on a site plan attached to the tender or clearly
described.
(c) Term
The period during which the work can be ordered on the contractor, on ‘as and when required’
basis is mentioned in the tender. This term or period is usually 12 months.
4. (a) Orders for work
All orders are given in writing to the contractor signed by the MES official (usually the BSO)
authorized to do so by the GE. Work orders are given on IAFW-2331 specially devised for
ordering work on handling and conveyance contractor, in which the date (and time where
relevant) for starting and completing the work (ordered through the particular work order) are
laid down. No claim in respect of verbal orders can be entertained.
(b) Payment for Work Done
All work done is measured and entered in measurement books (MB) and paid for, on claims for
payment being submitted by contractor, usually on completion of work against each work order.
When measuring work, weights are rounded up to the nearest half a tonne. Weights less than
one tone but exceeding half a tonne are paid as one tonne. Weights less than half a tonne are
paid at half the rate for one tonne. Distances less than 1 km but more than ½ km are rounded off
to 1 km and distances ½ km or less are rounded off as ½ km.
(c) Hours of Work
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The contractor is required to carry out work at any time by day or by night as ordered. Sundays
and holidays are considered as working days.
(d) Charges levied by the Railways from MES towards demurrage (i.e delay caused in unloading
railway wagons beyond time allotted as per Railway rules) and wharfage (i.e delay caused in
removing and clearing goods from the Railway platforms/ siding goods shed beyond time
allotted as per Railway Rules) are recovered from (the payment due to the contractor if the delay
is caused due to contractors default. In respect of other work not involving any question of
demurrage/ wharfage compensation for delay is recovered from) contractor is no extension in
time for completion of work is considered due to contractor by the GE. Maximum compensation
for delay that can be recovered is 10 percent of the estimated value of the particular work order.
(e) Distance Boards
The distances between various points over which the contractor is likely to be ordered to
transport and convey goods are measured and fixed by a Board of Officers ordered by the GE.
Payment for transportation is done on the basis of the distances as fixed by the Board of Officers.
5. Correct Application of Rates in Schedule ‘A’
Wherever a composite item of work (e.g. item 3(a) of the Schedule ‘A’) is available covering all
activities involved, such an item should be used for payment of work. Splitting the work and paying for it under
different items (in case of transfer of cement to different divisions from consignee) leads to overpayment.
6. Piece Work/ Additional Work
Piece work or any additional work in connection with the handling and conveyance of stores as may be
required from time to time during the period of the contract, can be ordered on the same contractor at the rates
as determined in accordance with clause 32 of the conditions of contract.
7. Work Reserved
Work included in the scope of this contract may be carried out through Departmental labour or other
agency at the discretion of the OC/GE in the following cases:-
(a) When the work involves use of mechanical appliances such as crane etc.
(b) In special circumstances.
(c) In any emergency
However, work involving use of a crane or other mechanical appliances may be ordered on the contractor in
which case he will be allowed the use of Govt crane or other mechanical appliance (including crew) without any
charge and he will be paid the cost of labour plus ten percent to cover his overheads and profit. In such cases
work order should specifically say that the payment shall be made on a ‘Non Schedule” rate sanctioned in
terms of condition 32.
8. Refund of Security Deposit
Security Deposit may be refunded 3 months after the due completion of the contract provided that:-
(a) Bills against all work orders have been paid.
(b) A No demand certificate (IAFA-451) has been rendered by the contractor.
9. Daily Return
The contractor must submit the following two returns (in duplicate) by 1000 hours every day to the
OC/GE:-
(a) all labour employed on the contract.
(b) All mechanical transport engaged, showing recorded weight capacity of each vehicle.
10. Water
No special arrangement shall be made to afford drinking water facilities to contractor and his men but
the normal facilities available in the area shall be made available to them without any charge.
11. Breakage and Losses
The contractor shall be responsible for all breakage and loss sustained in transit except when the loss is
within permissible limits stipulated in Condition 17. It is the responsibility of OC/GE to include these limits in
the tender (before going out to tender).
12. Termination of Contract before Completion
Contract may be terminated by either party after a period of three months from the date of
commencement provided that six weeks notice in writing to that effect has previously been given to the other
party.
13. Rates for Additional Work
The rate to be paid to the contractor for any additional work not specified in the Schedule ‘A’ shall be
fixed by the Accepting Officer within thirty days of receipt of Work Order by the contractor.
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Precis No 1737
Management Department
DIRECTLY EMPLOYED LABOUR (DEL)
Introduction
1. The most efficient, speedy and economical way of getting work done is through the agency of contract.
Use of directly employed labour is however preferred for certain types of work due to following reasons:-
(a) Workmen more loyal and reliable.
(b) Greater security.
(c) Works of a nature (type/ magnitude) where contractors are likely to quote very high rates.
(d) Flexibility for coping with emergencies.
2. This Precis deals with the procedure of executing work through directly employed labour (DEL).
3. DEL is generally intended for certain repair and maintenance work, when economy is not the
consideration. It may also be employed for larger services when either trained gangs are available with MES or
when it is difficult or undesirable to enter into a contract. Such services include:-
(a) Road work
(b) E/M maintenance or E/M services for refrigeration and air conditioning.
(c) When there is difficulty in evaluating the work by the accepted methods of measurement or
assessment.
(d) When contractors are unwilling to undertake the work at reasonable rates or there is reason to
believe that free competition is not in operation (.e.g when a ring among the contractors is
suspected).
4. Generally use of DEL is restricted as it is not economical when compared to contract agency. In all
cases progress reports for works must be maintained and the work, wherever possible, measured, abstracted and
priced on the MES Schedule of Rates to enable comparison with the prevailing rates of contracts in the locality.
Such progress sheets must be attached to the muster rolls.
5. When DEL is used, the programme of work should be drawn up well in advance so as to avoid
discharging labourers after short periods or waste involved in finding work. Regularly employed labour, is paid
at monthly rates of pay and on Industrial Personnel Bill. Labour employed for short periods which cannot be
foreseen as required for more than about a month is paid at daily rates and entered on a Muster Roll which is
closed for payment every week, or ten days or monthly as ordered by the GE.
Sanction
6. Requisitions are made out (as in the case of work under TCs) and sanctioned by the proper Engineer
authority before the work is started. In addition to this sanction to the employment of the labour is also
necessary. Where the value of labour is Rs 2,000/- or less it is given by the GE; and if it is more, CE’s sanction
is needed (see para 341, MES Regs). Local restrictions on the monetary limits of sanctioning muster rolls by
the GE are imposed in certain Commands.
Industrial Personnel on Monthly Rates
7. The labour on IP Bills normally includes:-
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(a) Those engaged on supervisory duties.
(b) Those employed on work, who will be employed throughout the year or at least for a sufficiently
long period.
8. Though the IP Bills form or Regulations do not lay down that the Bills are to be accompanied by
progress reports it is important that a record of the progress of work and stores expended be kept. The GE
should therefore lay down for his division the personnel for whom day to day progress is to be maintained (.e.g
work of a road gang paid on IP Bill can always be progressed, though this may not be possible in case of odd
jobs of day to day repairs carried out by an electrician or a plumber). E-in-C has recommended that inspecting
officer should verify and check such progress reports.
9. For powers of appointment, conditions of service etc., for the personnel paid through IP Bill see Precis
Nos 1503 and 1504).
Industrial Personnel on Daily Rates (i.e. on Muster Rolls)
10. Muster roll labour is to be employed only in restricted cases of inescapably urgent works rendered
necessary on account of operational, technical or medical reasons or on account of circumstances where delay is
detrimental to the interest of the State provided these works cannot be executed by permanent gangs or by
contract.
(Refer E-in-C’s letter Nos 27595/E2 dt 5/2/49 and even No dt 21/6/63).
11. Labour engaged at daily rates under Muster Rolls for short periods normally includes the following:-
(a) Personnel required for work which could not be foreseen e.g. urgent repairs, roof leaks after
rains, clearing catch water drains after a storm, electrical repairs, locking or other arrangements
for security purposes.
(b) Personnel required for work difficult to measure eg repairs in patches to floors.
12. It is important that frequent checks of labour are carried out by officers, both at the time of mustering the
labour in the morning and during the course of the day, to ensure that attendances are properly recorded and that
the labour is correctly utilized.
13. The Chief Engineer is consultation with the Labour Commissioners of the various areas fixes the daily
rates of wages payable to various categories of labour in the different areas.
Technical Check
14. The QS&C staff is required to technically check the Muster Rolls and IP Bills after payment. The
technical check includes the following:-
(a) Whether labour employed and stores issued are commensurate with the work done.
(b) Whether the work could not be ordered on a TC to effect greater economy.
(c) Whether in a division or sub division use of DEL is excessive.
15. The AE(QS&C) in the GE’s office, if time permits, is required to check the Muster Rolls before
payment.
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Precis No 1737-A
Management Department
TECHNICAL EXAMINATION BRANCH
1. There is a separate Technical Examination Branch (which functions independently of the administrative
control of the E-in-C) under the Additional Director General of Technical Examination (ADGTE) and is part of
the QMG organization.
2. Charter of Duties of Technical Examination Branch.
The charter of duties of TE Branch consists of:-
(a) Site examination of all MES works during progress as well as after issue of completion
certificate. (Attempts is made at examining at site, works under ALL contract concluded by
Chief Engineers, 25% of contracts concluded by CsWE and 10% of contracts concluded by GEs.
Works carried out through DEL are also examined). Any check by office of ADGTE will not be
counted towards prescribed check by STE Command. (Authy: E-in-C’s Branch letter No
41000/STE/E9 dt 08 apr 93).
(b) Checking of a percentage of final bills after payment. RARs can also be selected for such check.
(c) Checking of a percentage of concluded contracts and amendments thereto.
(d) Giving suggestions to MES for improvement in planning, designing and specifications for
ensuring superior and more economical execution of works.
(e) Checking a percentage of supply orders of stores procured for works and maintenance services
(other than those procured through DGS&D sources) to see whether there is ambiguity in the
description of articles etc, which may lead to supply of substandard stores and to examine
whether excessive rate have been allowed.
3. The structure of Technical Examination Branch is as follows:-
(a) The Additional director General Technical Examination (ADGTE), of Maj Gen rank, is at the
head of the Branch. He is assisted by the Deputy Director General Technical Examination (D
DGTE) of Chief Surveyor of Works rank and Joint Director Technical Examination (JDTE) of
SE(QS&C)/SE/Lt Col rank and other staff, the ADGTE’s office is located at New Delhi.
(b) In each Command a Superintending Technical Examiner (of SSW/SE/Lt Col rank) assisted by
Technical Examiners (of EE(QS&C)/EE/maj Rank), Assistant Technical Examiners (of
AEE(QS&C)/AEE rank) and other staff carries out the functions of TE Branch detailed in the
charter of duties. The STE’s office is located near the CDA’s officer, for convenience of easy
access to the various documents.
(c) However due to opening of additional offices of CsDA sometimes STE’s office is not located at
the same station/ location as CDA’s office. Since CsDA do not permit taking original CAs out
of their offices, CTCs are asked for from MES formation by STEs. Copies of CAs in such cases
should be forwarded immediately when asked by STEs. (Authy: E-in-C’s Branch letter No
41000/STE/CE8 dt 20 Nov 92).
4. Site Examination of Works Carried Out by Contractors
(a) The purpose of site examination of works during progress and after issue of completion
certificate is to check that works are executed in accordance with the terms of the contract and
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that the quantity and quality of the various classes of works set forth in the agreement on which
payment is claimed are in fact, same as the quantity and quality of work actually executed.
Deviation orders are examined to see whether any undue benefit to contractors has resulted.
Extensions of time granted are also examined to see whether they have proper justification.
The approximate time for site inspection of works executed through contractors is before the
expiry, of defects liability period under the relevant conditions of contract. The ADGTE has
therefore instructed his STEs that they should not inspect any work after expiry of defects
liability period unless specifically directed to do so by the ADGTE (Ref E-in-C letter No
41000/E8 dt 09 Oct 87).
(b) GEs have to send lists of current contracts with percentage progress and contracts under defect
liability period immediately to STE’s office as and when asked for enabling them to finalise tour
programme of the inspecting officer. (Auth: E-in-C’s Branch letter No 41000/STE/E8 dt 20 Nov
92).
(c) ADGTE aim at the following norms for checking of works:-
(i) CEs contracts: Once or twice during currency of work and once after completion of the
work.
(ii) CWE’s contracts: Once during the currency of work and once after completion.
(iv) GE’s contracts: Once during the currency of (Percentage check) work or after
completion of the work.
5. Site Examination of works carried out though DEL.
The object of site examination of works carried out departmentally through DEL is to bring to light any
excess labour employed or stores consumed in relation to the extent of works executed.
6. Checking of Contracts
The Technical Examination branch will check a percentage of concluded contracts and amendments,
thereto with the object of detecting any ambiguity in description of any item or specification, which is likely to
lead to extra claims from contractors. This check should, if possible, be exercised within a month of receipt of
contract in CDAs office so that any remedial action necessary can be taken in time. The Technical Examination
Branch will also scrutinize contracts and amendments to see if excessive rates have been allowed.
7. Examination of Bills
Technical Examination Branch will examine a percentage of Bills after payment. Check of final bills
will be completed generally within three months of their receipt by the Technical Examination Branch so that
objections raised may be dealt with by the staff who carried out the work. This check will be from bills,
measurement books, deviation orders and other documents. If necessary the Technical Examination Branch
staff may also visit site of work for on-the-spot check.
8. Method of Working
The salient points to be noted about the method of working of TE Branch are:-
(a) The Technical Examination Branch will work in close touch with the Controller of Defence
Accounts.
(b) The Branch will be supplied with full information and its visiting examiners afforded every
assistance by complying with their demands for pertinent documents and any other information
which they may require.
(c) The operations of the Technical Examination Branch are in the nature of test check only and do
not reduce the responsibility of officers of the MES.
(d) This Branch will not deal with contractors either in person or through correspondence.
(e) Settlement of observations raised by TE Branch is the joint responsibility of that branch and the
MES.
(f) Responsibility to recover overpayments against observations agreed to between MES and STE
rests with the GE. Agreed over payments/ recoveries are intimated by sTE to concerned GE,
CWE, CDA and AAO,GE. Any further correspondence will be between Accounts Department
and the GE and not between STE and GE, or between the CDA and STE. STE will also not
entertain correspondence from CDA in this regard. (E-in-C’s letter No 41000/E8 dated 26 Dec
80).
(g) The TE Branch will not ask for production of vouchers where quality and quantity can be
verified by physical checks and tests. The GE should obtain duplicate copies of vouchers of
manufactured goods at appropriate time from contractor before the completion so that there is no
delay in producing copies of vouchers for verification if required. In any case, asking copies of
the vouchers will not be considered as an observation made by TE Branch.
(h) The reports regarding rectification of defects should be sent to STE’s office only after
verification. All cases of incorrect reporting in this regard should be considered a serious lapse
and Command CEs should take stringent disciplinary action. (Auth: E-in-C’s Branch letter No
41000/E8 dt 31 Mar 93).
(i) GE should maintain a separate file for dealing with all observations of TE Branch in his division.
CWE should likewise maintain separate files for each GE for this purpose. This should enable
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effective watch on progressing of observations including recoveries from contractors. If
necessary notes should be made in the relevant contract files.
(j) A visiting STE/TE/ATE, can demand for his inspection any site document such as work diary,
works passing register, test register, works site order book and the like, and these should be
produced for examination. However, no site documents is to be parted with, or sent to the office
of TE Branch. Site documents should always remain at site of works during currency of contract
and thereafter in the safe custody of the GE. (Ref E-in-C’s Branch letter No 41000/E8 dated 12
Aug 69).
9. Intimation of Recovery etc to Contractors
Condition 46 of General Conditions of Contracts (IAFW-2249) provides that notwithstanding the
passing, approval, certificate of completion, and payment of any work, the GE may point out defect in materials
and workmanship to the contractor requiring him to rectify the defects and /or raise recoveries for the same upto
end of the defects liability period.
As, in terms of the contract, the contractor is not obliged to take any cognizance of TE Branch, the GE shall
ensure that when defects/observations/recoveries etc raised by TE Branch are intimated to contractor they shall
be projected as emanating from the GE, and no mention of the Technical Examination Branch shall be made in
the correspondence with the contractors. Mention of TE Branch should not be made in arbitration proceedings,
in the Government’s statement of case submitted to Arbitrators, counter claims, statement of defence, rebuttals
or in hearing of the case. Where the contractor himself refers, and objects to observations by TE Branch the
proper stand to take would be that the GE has every right to take any assistance from any Government
organization in identifying and discovering defects in materials and workmanship leading to recoveries from
contractors. The following line of action is recommended for intimation of recovery etc, to the contractors:-
(a) Address a letter to contractor, duly stipulating that unless a reply is received by a specific date it
will be assumed that the contractor has no objection to the projected recovery.
(b) If the contractor fails to reply by the specified date the recovery may be agreed to and action for
its realization initiated, with due intimation to contractor.
(c) In case the contractor replies and objects to the recovery his reasoning may be examined and if
found convincing the matter should be taken up with TE Branch.
(d) If contractors reasoning is not acceptable, either before or after referring to the TE Branch, a
final letter should be issued to the contractor intimating that Government do not agree to his
contention and that he should pay the amount by a specified date failing which it will be realized
by other means (such as “from other dues” or from security deposit, etc, as applicable).
(e) All the above mentioned correspondence with contractors should be made under Registered Ack-
Due Post and postal acknowledgements retained in safe custody.
10. Procedure & Time frame
To overcome delays in settlement of observations by TE Branch, E-in-C has laid down the following
procedure and time frame in his letter No 41000/E8 dated 18 Mar 83.
(a) Visit to site of work by STE/TE/ATE.
(i) Whenever STE/TE/ATE visits the site of work, notes on factual points observed by him
will be recorded and signed jointly by the STE/TE/ATE and GE or an officer deputed by
the GE. The factual notes, amongst other things should also include an agreement on the
quantum of work whether for entire work, or for a certain percentage of work for which
each such observation would be applicable on the basis of checking the work at
representative places. In case of manufactured goods, the factual position should be
settled with the GE on the spot unless testing of materials in an approved laboratory is
involved. Where the mode of payment has already been finalized in many similar cases
in the past, the rate of recovery should also be tentatively fixed. Factual data and
observations once agreed to between the STE/TE/ATE and the GE should not be
reopened later on at the GE’s level on any account. The STE/TE/ATE will discuss
observations/defects noticed by him with the GE before leaving the station, with a view
to arrive at a settlement as far as possible. If in rare cases, reopening of an agreement
becomes unavoidable for reasons which could not be visualized at the time of the earlier
agreement, it should be taken up at CWE’s level with the STE, with a copy to Zonal CE
and ADGTE.
(ii) In case the STE/TE/ATE desires to have some more facts to be furnished by the GE, it
should be recorded as such in the factual note.
(iii) Testing of Samples: Whenever tests are involved, representative samples should be
collected along with STE/TE/ATE and properly sealed and signed by the STE/TE/ATE
and the GE. Another set of representative samples will be collected by the GE
subsequently along with the contractors representative and jointly signed and sealed by
the GE and contractors representative. Both sets of samples will be numbered and sent
for test.
(b) Action by the GE
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(i) GE should furnish additional factual information, if any, required by the STE/TE/ATE
within three weeks of visit except in cases where the tests are required for that purpose
and test results are not available.
(ii) Where samples are required to be tested, the GE will forward both the sets of samples to
approved laboratory for testing after suitably numbering for their easy identification
under intimation to STE Command. It is needless to mention that the samples should be
representative and be of the correct size, shape, etc, and in the required numbers as per
the provision of relevant IS so that time is not wasted in reference to/from the testing
laboratory for the purpose of obtaining the correct samples. After receipt of test report,
the same should be conveyed to the STE. It is preferable, where bulk supplies are
involved, to have the samples tested from approved laboratories in the normal course of
inspection and approval of materials. The test results will then be readily available if
required by STE/TE/ATE.
(c) Raising of Observations by the STE.
(i) STE will send observations, if any, where necessary factual information is available for
the purpose, within six weeks of the visit, to the GE with a copy to CWE and CE (in
respect of CE’s contract only) along with a copy of the factual data agreed to between
him and the GE. He will also indicate to the GE (in case the work as executed is
technically acceptable to GE) the rates to be applied for devaluation, and amount where
possible, supported with sufficient details. While working out the rate, and-hocism
should be avoided as far as possible and the rate should be on a rational basis.
(ii) Observations involving controversial interpretation of contract provisions will be referred
by STE to the Accepting Officer of the contract with copies to CWE and GE.
(d) Replies by the GE
(i) Within two months after the receipt of observations of STE, GE will send reply to the
STE, with a copy to CWE, in respect of items where he agrees with the observations and where
the amount of recovery is also finalized at the time of the visit to site of work by the
STE/TE/ATE, after obtaining clearance from the CWE where necessary.
(ii) Where the GE disagrees with STE, he will not enter into any correspondence with the
STE direct but instead he will send his report to the CWE in the form of a self contained
statement, with a copy to the STE, within two months. The GE will also send the copy of
the CA to the CWE where necessary.
(iii) In case GE fails to take action as in (i) and (ii) above within 2 months, the STE will
report to CWE, and thereafter the observations shall be dealt with at the level of CWE
who will also consider taking disciplinary action against the persons responsible for delay
in replying to the STE’s observations.
(e) Replies by CWE- CWE will examine the observations and send his replies to the STE within two
months. CWE will also take and record decisions on the observations classified as “Minor” and
intimate the decisions taken including the proposed recovery to GE with a copy to STE.
(f) Action by the STE- If replies furnished by the CWE are not acceptable or in case the CWE fails
to send a reply to STE, within two months the STE will take up the case with CE Zone within
two months, bringing out the observations and the views / arguments advanced by STE/MES
formations.
Thereafter the observation will be dealt with at the CE Zone level who will also consider taking
disciplinary action against the persons responsible for delay in replying to STE’s observations.
(g) Action by CE Zone- CE Zone will furnish replies promptly to the STE, as far as possible within
three months.
(h) Action by the STE- If no settlement can be reached between the STE and CE Zone, the STE will
report observations of the following nature to ADGTE with a copy to CE Zone bringing out the
observations and the views/ arguments advanced by the STE and MES formations in a self
contained statement:-
(I) Observation on contracts, amendments, deviation orders, site documents and contractual
requirements (other than observations on materials and workmanship) irrespective of the
amount involved.
(II) Observation on materials and workmanship where the total financial effect of
overpayment, rectification or adjustment through deviation order exceeds Rs 20,000/- or
2 percent of the amount of contract whichever is more.
Observations other than of the nature listed above shall be referred by STE to the
respective CE Command who will convey his views to the STE after examining the case
and if necessary will hold discussions with the STE for final settlement.
(j) Action by ADGTE
(i) The ADGTE will examine the case and either advise STE to drop the observation
with a copy to the Zonal CE, or take up the case with Zone CE with a copy to E-
in-C’s Branch.
152
(ii) Where no settlement can be reached with the Zonal CE, ADGTE will refer the
matter to E-in-C’s Branch along with copy of correspondence exchanged with the
CE.
(k) Action by E-in-C
On receipt of reference from the ADGTE the case will be examined and views conveyed.
If necessary ADGTE & DGW will hold discussions for final settlement.
11. Minor Observations
Observations of value less than Rs 500/- each, under a contract are treated as minor observations. These
are listed in a separate para and declared as minor in the letter raising observations addressed by STE to the
MES, leaving it to the CWE to take further actions as deemed fit. Apart from the first intimation of the minor
observation no further correspondence of progressing is done by TE Branch. Minor observations are not
reflected in the ADGTE’s annual report. However in case of GE (Independent) action on minor observation is
to be taken by CE’s who have the administrative and technical control over the GEs (Independent).
(Auth: E-in-C’s Branch letter No 41000/E8 dt 15 Jul 93)
12. Special Observations
Observations by TE Branch likely to result in a recovery of 5% of contract amount or Rs 2,5000/-
whichever is less, or involving defects of construction/ materials likely to endanger the building, or life, and
cases bringing out dealings of fraudulent nature irrespective of the amount involved are treated as special
observations.
Special observations are raised by STE through a separate detailed and self explanatory letter addressed to the
Accepting Officer with copy to the GE, CWE and Zonal/Project CE as applicable. A copy is also endorsed to
the CE Command where Zonal/ Project CE is the Accepting Officer.
Special observations are carefully watched and pursued.
13. Draft paras
After finalisation of each case and issue of closing letter, separate draft paras are issued by STE for
cases where financial effect exceeds Rs 5,000/- against overpayment, cost of rectification, recoveries, covering
DO etc or where serious irregularities are involved. Draft paras are forwarded by STE to the concerned GE,
CWE and Zonal/Project CE. CWE is required to forward his comments on the draft para to ADGTE with a
copy to the Zonal/Project CE and the STE within 5 weeks. These draft paras from the basis on which various
cases are included in the ADGTE’s annual report.
14. ADGTE’s Annual Report
The ADGTE’s annual report reviews the activities of the TE Branch and gives a list of various instances
of lapses, overpayments, irregularities, recoveries etc brought to light by the TE Branch during the year and is
circulated to all MES formations. These reports serve as a useful check list for executives in their work in
supervisory, and executive capacities as well as in their role as inspecting officers at site of work.
A list of common defects noticed by TE’s Branch is given in Appendix ‘A’ to this Precis.
15. Views of Users
ADGTE has advised STEs to make it a point to see users, formation/ station commanders etc when they
go for inspection to enable the STE to get views of the users about the works in progress which may be useful to
the STE in his inspection.
It is not, however, intended that STEs get orders from users regarding works to be inspected. Requests, if any,
for checking a particular work by TE Branch should be forwarded by users through the QMG Branch.
16. Interaction with Users
(a) During inspections by STEs/TEs/ATEs, it will be mandatory to have a meeting of
STEs/TEs/ATEs, Stn Cdr/Sub Area Cdr/Fmn Cdr and the MES authority at the appropriate level
where STE/TE/ATE will apprise the Cdr about progress on finalisation of all previous
observations and the factual situation of his current inspection. Minutes of this meeting will be
suitably issued to all concerned by the staff.
(b) STE will make an extract of observations raised on MES based on current inspection, which
pertains to purely to rectification of defects/ replacement of sub standard materials and dispatch
it simultaneously to Stn HQ/HQ Sub Area/Fmn HQ at the time when he issues his detailed
observations to MES authorities. Cdr/Staff, thereafter, must monitor the progress with GE/CWE
concerned and ensure that the defects are rectified promptly within two months.
(Authority: QMG Branch letter No 04207/01(E) dt 04 May 92)
153
Appendix ‘A’
(Precis No 1737-A)
(Refer para 14)
COMMON DEFECTS IN WORKS AND ERRORS IN RECORDING MEASUREMENTS NOTICED
BY TECHNICAL EXAMINATION BRANCH
1. Excavation & Earthwork
(a) Earthwork in filling in finished measurements not reduced to solid measure in terms of SSR.
(b) Earth filling in floors and in trenches over pipes not done by spreading/ ramming / watering in
layers as specified.
2. Concrete
(a) Sand used contained silt and clay in excess of the specified limit.
(b) External angles of concrete beams, lintels, cills, etc. not rounded as specified.
(c) Concrete cills for windows did not project beyond the faces of walls as shown on drawings.
(d) Throating to PCC cill was not provided while casting the concrete.
(e) To surfaces of concrete chhajjas were not weathered.
(f) Throating/ drip course at edges was not provided.
3. Brickwork and Stone Masonry
(a) No deduction made from brickwork and stone masonry for the volume occupied by PCC bed
blocks exceeding 0.1 sqm.
(b) Face beds and joints of quoins and jamb stones of stone masonry not squared back to the
required depth as specified. Exposed edges at beds and joints left rough and uneven.
(c) Requisite number of bond stones not provided in stone masonry walls as specified in SSR.
(d) Curved brickwork with radius not exceeding 6 M was built in English bond, instead of header
bond with bricks cut to required radius.
(e) Jambs of doors and windows not in plumb.
(f) Roofing sheets not bedded solidly on walls.
(g) Thickness of joints in stone walling more than specified.
(h) Hammer dressing to face of stone work not done.
4. Wood work and Joinery
(a) Exposed edges of wooden shelves not rounded although specified.
(b) Surfaces of woodwork in contract with concrete/masonry not tarred.
(c) Eaves boards not fixed properly.
(d) Timber not sand papered as specified.
(e) Framed joints not pinned.
(f) Legs of charpoys under sized.
154
(g) Formwork of RCC slabs/ beams, etc, not wrought, with the result that the surfaces of concrete
cast were rough.
(h) Joints of joinery were not treated with white lead.
(j) Top and bottom edges of shutters of joinery not planed.
(k) Backs, bottoms and all inside surfaces including shelves of almirah and dressing chests not sand
papered to smooth finish though specified.
(l) Fillets for fixing louvers in ventilators fixed with nails instead of screws as specified.
(m) Surfaces of cover fillets in contact with AC sheets in ceiling not wrought and edges of cover
fillets not chamfered.
(n) Styles in paneled and glazed joinery found to be of lesser width than specified.
(o) Thickness of shutters less than specified.
(p) Lap joints provided between battens of battened doors, in lieu of tongued and grooved joints
specified.
(q) Surfaces of timber door/ window frames coming in contact with brick/ stone masonry not
wrought.
5. Steel and Iron work
Single seal manhole covers provided instead of double seal.
6. Roofing and ceiling
(a) AC sheets in ceiling fixed with nails instead of screws as specified.
(b) Holderbats/ clamps not provided for some of the AC vent pipes.
(c) Cranked/ hook bolts used for fixing sheets were undersized.
(d) 1.00 to 1.25 mm thick GI washers used with hook/cranked bolts for fixing AC sheets roofing
instead of 1.6 mm thick GI washers specified.
7. Flooring
(a) Measurements of concrete floor recorded inclusive of the width of expansion joints instead of
measuring net.
(b) Dressing top edges and sides up to half the depth of stone slab in flooring not executed as
specified.
8. Plastering and Painting
(a) Joints of stone work not raked out before plastering.
(b) External angles of plaster not rounded to the radius specified.
(c) Plastering internal faces of chimneys with mud plaster not done as specified.
(d) Keyed pointing to vertical joints not finished properly.
(e) Thickness of finishing coat of lime putty and sand applied over backing coat was less than
specified.
(f) Thickness for setting/ finishing coat of skirting/ dado in CM (1:1) was found to be 1.5 mm
against 3 mm thick as specified.
(g) 12 mm radius coving provided at the junction of skirting/ dados and floors, against 25 mm radius
coving specified.
9. Builders Hardware
(a) Barrel bolts provided were shorter in length.
(b) Bow handles were of smaller size.
(c) Shoots of aldrop bolts provided were lesser in diameter than specified.
(d) Mortice plates/ metal sockets were not provided where shoots of aldrop bolts entered wood /
brick work.
10. Glazing and Painting
(a) Hidden surfaces of MS gusset plates and straps not painted.
(b) Glazing beads not screwed though specified.
(c) Top and bottom edges of joinery not painted.
(d) Surfaces of steel members not properly prepared by scraping, wire brushing etc, before painting.
(e) Surfaces of timber cover fillets in contact with AC sheets in ceiling not treated with a priming
coat of paint though so specified.
(f) 7/32 inch thick sheet glass provided instead of 6mm thick plate glass.
(g) Flushing cisterns and CI brackets not painted.
(h) Ends of wooden purlins not treated with creosote oil as specified.
11. Water supply, Plumbing, Drains and Sanitary Fittings
(a) Quantity of lead used in jointing CI Pipes was less than specified.
(b) GI water tubing provided was under – weight.
(c) CI soil pipes were under weight / not according to IS.
(d) Proper wiped soldered joints to lead pipe connections of wash hand basins not provided.
(e) Shower roses not provided with swiveling device, where specified.
(f) Lead pipes of specified weights not provided.
(g) Quantity of solder used in wiped soldered joints was less.
(h) CI soil/ vent pipes jointed with cement instead of run lead joints specified.
155
(i) Flush pipes not jointed to nozzle of WC pans with India rubber cones.
(j) Nahani traps were of smaller size than specified.
(k) Mosquito proof device was not provided to water waste preventer.
(l) 15 mm dia lead supply pipe was underweight.
(m) Telescopic flush pipes provided were smaller in diameter.
(n) Glazed sinks were not provided with plug and chain though specified.
12. Roadwork
(a) Size of soling stones was not according to specifications.
(b) Stone metal for WBM did not conform to the requirements of abrasion value, flaking index and
grading as described in SSR.
13. Electrical work
(a) Conduit boxes were of ordinary cast iron and not malleable cast iron as specified.
(b) Spacing of saddles for surface conduit wiring was more than 60 cm and no saddles provided near
fittings as specified.
(c) Ceiling rose was fixed approximately 90 cm away from the point where fan was fitted.
This should have been 8 to 15 cm away from the point.
14. Miscellaneous
Quantity of coir incorporated in charpoys was less than that specified.
156
Appendix ‘A’ Cont---
(Precis No 1737-A)
(Refer para 14)
COMMON DEFECTS IN WORK AND ERRORS IN RECORDING MEASUREMENTS NOTICED BY
TECHNICAL EXAMINATION BRANCH
1. Excavation & Earthwork
(a) Earthwork in filling in finished measurements not reduced to solid measure in terms of SSR.
(b) Earth filling in floors and in trenches over pipes not done by spreading/ ramming/ watering in
layers as specified.
2. Concrete
(a) Sand used contained silt and clay in excess of the specified limit.
(b) External angles of concrete beams, lintels, cills, etc not rounded as specified.
(c) Concrete cills for windows did not project beyond the faces of walls as shown on drawings.
(d) Throating to PCC cill was not provided while casting the concrete.
(e) Top surfaces of concrete chajas were not weathered.
(f) Throating/ drip course at edges was not provided.
3. Brickwork and Stone Masonry
(a) No deduction made from brickwork and stone masonry for the volume occupied by PCC bed
blocks exceeding 0.1 Sqm.
(b) Face beds and joints of quoins and jamb stones of stone masonry not squared back to the
required depth as specified. Exposed edges at beds and joints left rough and uneven.
(c) Requisite number of bond stones not provided in stone masonry walls as specified in SSR.
(d) Curved brickwork with radius not exceeding 6 metres was built in English bond, instead of
header bond with bricks cut to required radius.
(e) Jambs of doors and windows not in plumb.
(f) Roofing sheets not bedded solidly on walls.
(g) Thickness of joints in stone walling more than specified
(h) Hammer dressing to face of stone work not done.
4. Wood work and Joinery
(a) Exposed edges of wooden shelves not rounded although specified.
(b) Surfaces of woodwork in contact with concrete/ masonry not tarred.
(c) Eaves boards not fixed properly.
(d) Timber not sand papered as specified.
(e) Framed joints not pinned.
(f) Legs of charpoys under – sized.
(g) Formwork of RCC slabs/ beams, etc not wrought, with the result that the surfaces of concrete
cast were rough.
(h) Joints of joinery were not treated with white lead.
(i) Top and bottom edges of shutters of joinery not planed.
(j) Backs, bottoms and all inside surfaces including shelves of almirahs and dressing chests not sand
papered to smooth finish though specified.
(k) Fillets for fixing louvres in ventilators fixed with nails instead of screws as specified.
(l) Surfaces of cover fillets in contact with AC sheets in ceiling not wrought and edges of cover
fillets not chamfered.
(m) Styles in panelled and glazed joinery found to be of lesser width than specified.
(n) Thickness of shutters less than specified.
(o) Lap joints provided between battens of battened doors, in lieu of tongued and grooved joints
specified.
(p) Surfaces of timber door/ window frames coming in contact with brick/ stone masonry not
wrought.
5. Steel and Iron work.
Single seal manhole covers provided instead of double seal.
6. Roofing and ceiling
(a) AC sheets in ceiling fixed with nails instead of screws as specified.
(b) Holder bats/ clamps not provided for some of the AC vent pipes.
(c) Cranked/ hook bolts used for fixing sheets were undersized.
(d) 1.00 to 1.25 mm thick GI washers used with hook/ cranked bolts for fixing AC sheets roofing
instead of 1.6 mm thick GI washers specified.
7. Flooring
(a) Measurements of concrete floor recorded inclusive of the width of expansion joints instead of
measuring net.
(b) Dressing top edges and sides up to half the depth of stone slab in flooring not executed as
specified.
8. Plastering and pointing
157
(a) Joints of stone work not raked out before plastering.
(b) External angles of plaster not rounded to the radius specified.
(c) Plastering internal faces of chimneys with mud plaster not done as specified.
(d) Keyed pointing to vertical joints not finished properly.
(e) Thickness of finishing coat of lime putty and sand applied over backing coast was less than
specified.
(f) Thickness for setting/ finishing coat of skirting/ dado in CM (1:1) was found to be 1.5 mm
against 3 mm thick as specified.
(g) 12 mm radius coving provided at the junction of skirting/ dados and floors, against 25 mm radius
coving specified.
9. Builders Hardware
(a) Barrel bolts provided were shorter in length.
(b) Bow handles were of smaller size.
(c) Shoots of aldrop bolts provided were lesser in diameter than specified.
(d) Mortice plates/ metal sockets were not provided where shoots of aldrop bolts entered wood/
brick work.
10. Glazing and Painting
(a) Hidden surfaces of MS gusset plates and straps not painted.
(b) Glazing beads not screwed though specified.
(c) Top and bottom edges of joinery not painted.
(d) Surfaces of steel members not properly prepared by scraping, wire brushing etc before painting.
(e) Surfaces of timber cover fillets in contact with AC sheets in ceiling not treated with a priming
coat of paint though so specified.
(f) 7/32 inch thick sheet glass provided instead of 6mm thick plate glass.
(g) Flushing cisterns and CI brackets not painted.
(h) Ends of wooden purlins not treated with creosote oil as specified.
11. Water supply, Plumbing, Drains and Sanitary fittings
(a) Quantity of lead used in jointing CI Pipes was less than specified.
(b) GI water tubing provided was under – weight.
(c) CI soil pipes were under – weight/ not according to IS.
(d) Proper wiped soldered joints to lead pipe connections of wash hand basins not provided.
(e) Shower roses not provided with swivelling device, where specified.
(f) Lead pipes of specified weights not provided.
(g) Quantity of solder used in wiped soldered joints was less.
(h) CI soil/ vent pipes jointed with cement instead of run lead joints specified.
(i) Flush pipes not jointed to nozzle of WC pans with India rubber cones.
(j) Nahani traps were of smaller size than specified.
(k) Mosquito proof device was not provided to water waste preventer.
(l) 15 mm dia lead supply pipe was underweight.
(m) Telescopic flush pipes provided were smaller in diameter.
(n) Glazed sinks were not provided with plug and chain though specified.
12. Roadwork
(a) Size of soling stones was not according to specifications.
(b) Stone metal for WBM did not conform to the requirements of abrasion value, flaking index and
grading as described in SSR.
13. Electrical work
(a) Conduit boxes were of ordinary cast iron and not malleable cast iron as specified.
(b) Spacing of saddles for surface conduit wiring was more than 60 cm and no saddles provided near
fittings as specified.
(c) Ceiling rose was fixed approximately 90 cm away from the point where fan was fitted. This
should have been 8 to 15 cm away from the point.
14. Miscellaneous
Quantity of coir incorporated in charpoys was less than that specified.
158
Precis No 1738
Management Department
REPORTS RETURNS AND RECORDS
Introduction
1. To enable control to be exercised by higher formations on the duties of E-8 section namely preparation
of contracts and technical check of bills etc reports and returns from lower formations become necessary.
2. This Precis deals with the subject of reports and returns.
Reports and Returns
3. The reports and returns normally submitted by the various formations are
given in Appendix ‘A’ of this Precis. In addition to these reports, certain additional reports may be called for by
the local authorities.
Records
4. Records to be maintained as per various regulations and orders have been given in Appendix ‘B’ of this
Precis.
159
Appendix ‘A’
(Precis No 1738)
(Refer Para 3)
CONTRACT PROCEDURE – REPORTS AND RETURNS E / 8 SECTION
Following are the ‘Reports to be submitted by E-8 Section of the various formations:-
Srl Description Frequency From To Remarks
No
1 2 3 4 5 6
1. Report to be submitted after As and when Accepting Officer Next higher This report is similar to single tender report. To be sent along with return of
acceptance of a single valid tender necessity arises. Engineer officer contract accepted
received through competitive
tendering Details regarding the reasonableness of the amount accepted and the urgency is
explained in the report.
Single tender report. -ditto- -ditto- -ditto-
2.
3. Confidential report on performance On completion of GE (through proper Enlisting Officer Gives an account of contractors past activity, present and future capacity and
of Contractors work channel) past performance.
4. Memorandum of Arbitration award Soon after award is Accepting Officer E-in-C Shows the amount of the award payable to contractor/ Government with
received (through proper recommendations of the Accepting Officer relating to implementation or
channel) otherwise of the award.
5. Approximate Estimates for Army Quarterly – Feb, CE Zone CsWE with copy to The report will show the forecast percentages for the next quarter for pricing of
and Air Force Projects. Forecast May, Aug, Nov CE Comd/ E-in-C AEs.
percentages over SSR for the
quarter ending…………. (E-in-C’s
letter No 36378/Gen/E8 dt 16 Sep
68 and 11 May 70)
Following are the ‘Returns to be submitted by E-8 Section of the various formations:-
1 2 3 4 5 6
1. Return of contracts accepted, Stats. Quarterly by 20th of Accepting Officer E-in-C This return will show all the contracts concluded upto the last day of Jan, Apr,
No AA/172 Feb, May, Aug and July and Oct and will be despatched, so as to reach E-in-C’s office by 20th of
Nov. the following month.
Contracts of value less than Rs one lakh are not to be included but copies of
the Acceptance letters are to be endorsed to the CWE and STE for
information. A copy of the return will be endorsed to ADGTE & STE.
Reasons for high or low percentage are to be given in remarks column.
(Auth: E-in-C’s No 36378/Gen/E8 dt 18 Dec 69)
160
Zonal CEs will analyse once a quarter the contractors percentages obtained in
the area for different kinds of works at different stations and lay down
percentage which will be prevalent for the following quarter. These
percentages which will be communicated to lower formations and a copy
thereof should be attached to E-in-C’s copy of this return.
2. List of contractors with over Rs Ten Quarterly GE/Indep AGE (All the Command/ Term/ Running contracts, with the exception of contracts for the manufacture
lakh worth of work in hand through proper Zonal CEs with a of Furniture, will not be considered in determining the work load of a
channel to Zonal CE copy to E-in-C contractor.
by 14th of the next
month, who will
consolidate and
submit the return to
CE Command by
20th of next month
3. (a) Arrears of bills, bills audited but Monthly by 10th at GE/Indep AGE. Only to Zonal CE (a) Shows the number of bills in various stages for different financial years,
not paid, bills outstanding for over the following month with a copy to CWE billing position during the month and position of bills audited but not paid
four months and out standing (including those pending publication of arbitrator’s award)
recoveries due from contractors. (b) Shows bills out standing for over four months of completion and bills
(Stat. Regn No AA/428) audited but not paid.
(c) Out standing recoveries due from contractors.
(b) Arrears of bills, bills audited but Quarterly by 20th of GE/Indep AGE Command CE and Compiled from the monthly returns. Return 3(a): shows billing position
not paid, bills outstanding for over Jan, Apr, Jul and E-in-C’s (E/8) (not pertaining to the preceeding Quarter and position of bills placed in deposit
four months and out standing Oct to Zonal CE and during the Quarter. Return 3(b): Shows details of bills outstanding for over
recoveries due from contractors. CWE) four months from completion and audited but not paid during the Quarter.
(Stat. Regn No AA/428) (Auth: E-in-C No 02071/Gen/E8 dated 19/12/69)
161
4. Income Tax Quarterly GE Income Tax Officer Payments made during the quarter with name of contractor, contract No,
amount paid etc are included in this return to avoid income tax evasion by
contractors/ supplies.
5. Clearance of amounts due to MES Quarterly GE (through proper CE The reasons for keeping the amount in deposit and the dates on which it is
contractor on their Final Bills kept channel) paid are shown.
in deposit.
6. Bills technically checked by Quarterly CWE CE The amounts and number of bills received and technically checked are
SW/ASW. shown so that the percentage of the bills technically checked by SW/ASW
can be worked out.
7. Action taken by CWE with regard Every four months CWE CE/ Zonal CE Delays in payment of bills particularly in respect of bills over 4 to 6
to delays reflected in billing return i.e by middle of months old are explained.
of the proceeding months May, Sep, Jan
8. Fees regulating the engagement of Half yearly GE CE Cases where lawyers are engaged at exhorbitant fees are shown in this
lawyers for conducting Central govt return.
cases
9. List of Civil Suits Annual GE/CWE HQ Sub Area Name of work, statement of case and present position etc are given in this
return
10. Assessment of works awarded to
labour co-operatives
11. Return on Arbitration cases Quarterly Last day GE (through proper Next Engineer E-in-C No 13600/Gen/STATS/E8 dt 31 Jul/3 Aug 76.
i.e. 31st mar, 30 Jun, channel) Authority
30 Sep and 31 Dec
12. Issue of Deviation orders Quarterly –Ditto_ -ditto- -ditto E-in-C No 33416/18/E8 dt 29/7/82
13. Non issue/Rejection of Tenders As and when Accepting Officer Next Engineer E-in-C No 33416/E8 dt 11 Oct 82. Rejection Report should be sent within
162
application on Authority 3 days of rejection of application by issuing authority.
tender is rejected
14. Finalisation of Arbitration cases Quarterly Last day -Ditto- -Ditto- E-in-C Br No 13600/Gen/E8 dt 18 Mar 87.
of the following
months
15. Outstanding TE’s observations Quarterly Last day -Ditto- -Ditto- E-in-C letter No 41000/E8 dt 30 Jun
i.e. 31 Mar, 30 Jun,
30 Sep , 21 Dec
16. Delay in submission of arbitration Half Yearly 01 Jan, GE(Through proper Next Engineer E-in-C letter No 13600/GEN/E8 dt 21 Jun 88
case Postponement of hearing in 01 Jul channel) Authority
Arbitration case by Govt
17. Name of contractors whose contract Quarterly 28 Feb, -Ditto- -Ditto- E-in-C No 66546/E8 dt 30 Nov 88
have been cancelled and work being 28 May, 28 Aug, 28
done of risk and cost Nov
18. Arbitration cases, Expenditure Yearly -Ditto- -Ditto- E-in-C No 36223/E8 dt 16 Mar 90
incurred by Govt thereon in respect
of those cases where the award has
been implemented
19. ADGTE cases settlement Qty last day ie. 30 -Ditto- -Ditto- E-in-C No 93204/73/OC/ E8 dt 16 Sep 90.
Sep, 31 De, 30 Mar
and 30 Jun
20. Pending observation: ADGTE Monthly -Ditto- -Ditto- E-in-C No 93204/73/OC/E8 dt 16 Sep 90.
21. Final Bills delayed more Qty -ditto- -ditto E-in-C No 13600/Gen/E8 dt 09 Jun 89
163
than 15 months
Notes : (1) All reports are initiated by the GE unless otherwise indicated.
(2) The CWE includes in his return all the items reported by the GE in their area. Same is the action by the Zonal CE / Project CE/ CE Command.
(3) The GE’s reports to reach CWE’s office on the first day of the next month. CWE’s report to CE’s office on the 10th day of the next month. CE’s report to reach E-in-C’s Branch on
the 20th day of the next month. These dates given may not be the same in all the areas but can be taken as a guide.
(4) The above items do not include repots and returns required under local instructions.
164
Appendix ‘B’
(Precis No 1738)
(Refer para 4)
RECORDS
Srl Type of Registers/ Records maintained Details
No
1. Register of Contractors Maintained in all offices showing financial limits and categories
2. Register of Contracts Same form as the return of contracts accepted, and maintained in all offices except E-in-C’s office.
3. Bill Register Maintained in CWE’s and GE’s offices shows the position of each bill.
4. Record of Contractors Confidential document, being an extract of confidential report on contractors maintained in all offices.
5. Register of Security Deposit Maintained by GE,s CsWE and CEs.
6. Register of Requisitions Maintained in GE’s offices only (by E-2 Section) and UAs of a GE’s office.
7. Register of Proportional Rates and Star Prices Maintained in all offices
8. Register of MBs Maintained by GE’s in respect of MBs issued by their UA.
9. Statistics on Arbitration Cases or with regard A register of Arbitration statistics shall be maintained in the office of every CE in respect of contracts concluded by him and by
to time taken for implementation of Awards CsWE under his control. By every CWE in respect of contracts concluded by him and by GE’s under him. References to the letter
forwarding Memorandum of Awards to E-in-C and any other relevant information should be given in the remarks column.
10. Performance Reports of contractors Maintained in all offices.
11. Suspended contractors Maintained in all offices.
12. Black listed contractors Maintained in all offices.
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13. Removal of contractors Maintained in all offices.
14. Deviation Order progress Maintained in all offices upto Accepting authority
15. Detainment of opening officers for scheduling Maintained by the all office of Accepting authority
tender
16. Plinth Area Rates Maintained by the office of Accepting authority
17. Govt Dues from the contractors Maintained in all offices.
18. Court cases progress Maintained in all offices.
19. Bank Guarantee Bonds Maintained in all offices.
20. Measurement Books Maintained upto GE’s level and by audit also.
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Precis No 1739
Management Department
ARBITRATION PROCEDURE
Introduction
1. When disputes between parties to a contract cannot be settled between themselves, the remedy open to
the aggrieved party, in normal situations, is to resort to legal proceedings. Any provision in a contract
restraining one or all the parties from resorting to legal proceedings is ‘void’ as per Section 28 of the Indian
Contract Act 1872. Provision made in a contract to refer disputes which may arise at a future date to
Arbitration, however, does not render the contract illegal. Arbitration therefore, is a legal method of solving
disputes. Whenever an agreement to submit disputes arising out of a contract to Arbitration exists, such
disputes and starts legal proceedings the other party can appeal to the court to stay the legal proceeding and
require the parties to submit to Arbitration.
2. The MES Arbitration Manual (Revised 1976) published by the E-in-C gives detailed information about
arbitration procedure for guidance of all concerned.
Arbitration Act
3. Prior to enactment of the arbitration and conciliation act 1996, the law of arbitration in the country was
substantially contained in three enactments namely,
(a) The Arbitration Act, 1940
(b) The Arbitration (Protocol and Convention) Act 1937
(c) The Foreign awards (Recognition and Enforcement) Act1961
4. The requirement was felt to update to fulfill the changed trade practices in the world. The liberalization
and reform process of the economy necessitated the law for domestic and international disputes. Hence Law
Commission of India, several representative bodies of trade and industries and experts in field of arbitration felt
to recommend the change in Arbitration Act 1940 and Arbitration Act 1996 has been framed came into force.
5. The present Arbitration Act 1996 seeks to achieve the following objects.
(i) Comprehensively cover international and commercial arbitration and conciliation as also
domestic arbitration and conciliation
(ii) to make provision for an arbitral procedure, whole, fair, efficient and capable of meeting the
needs of the specific arbitration
(iii) to provide that the arbitral tribunal gives for its arbitral awards
(iv) to ensure that the arbitral tribunal remains within the limits of its jurisdiction .
(v) to minimize the supervisory role of courts in the arbitral process.
(vi) To permit an arbitral tribunal to use mediation ,conciliation or other procedures during the
arbitral proceedings to encourage settlements of disputes.
(vii) To provide that every final arbitral awards is enforced in the same manner as it were decree of
the court.
(viii) To provide that a settlement agreement parties as a result of conciliation proceedings will have
the same status and effect as an arbitral tribunal .
(ix) To provide that for purposes of the enforcement of foreign awards ,every arbitral award made in
a country to which one of two inter nation conventions relating to foreign arbitral awards to
which India is a party applies , will be treated as foreign awards.
6. The present Act 1996 takes in to account the United Nations Commission an International Trade Law
(UNCITRAL) Made and Rules . The most important feature of UNCITRAL MODEL law and rules is that they
harmonize concepts on arbitration and conciliation of different legal systems of the world and thus certain
provisions which are designed for universal application.
Definition of Arbitration
7. Arbitration means the determination of disputes by the decision of one or more persons; called
Arbitrators, specially nominated/ appointed / mutually agreed to by the parties amongst whom the disputes has
arisen.
Advantages of Arbitration over legal Proceedings in a Court
8. Following are the advantages:-
(a) Quick Settlement
The Arbitrator is required to publish his award within the period stipulated in the Arbitration
Agreement or in the absence of any such provision in the Arbitration Agreement, within four
months after entering on the reference as set out in sub para 3 of the of the Arbitration Act 1940.
No such period as First Schedule has been laid down for legal proceedings in a Court.
(b) Less expensive
In Arbitration no stamp duty is required to be paid except for the publication of original award
whereas in legal proceedings a stamp of appropriate value is required to be affixed for each and
every application made before the court.
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(c) Arbitration is best suited to disputes of fact or of technical nature. The Arbitration agreement
can be so worded as to ensure that the Arbitrators nominated/appointed/mutually agreed upon in
a persons who has sufficient technical expertise to understand the subject matter of a dispute
likely to the referred to him.
(d) Expert legal advice can be obtained by the Arbitrator on matters of law or reference can be made
to the Court.
(e) The site of works can be inspected or visited by the Arbitrator which is not normally practical in
litigation.
(f) The Arbitrator can give immediate relief to the aggrieved party by making an Interim Award .
(g) No publicity is involved in Arbitration proceedings.
(h) Time and place of hearing (i.e. venue) is normally fixed to the convenience of the parties. There
is, however, no such choice in litigation.
(i) Any party of Arbitration can go the court of law for seeking relief if he feels that the Arbitrator
has misconduction the award is filed in Court against any decree passed by the Court under
certain circumstances (Section 39 refers).
Disadvantages
9. In a Court, the parties get a sound opinion of law and each party has a right to appeal to a higher court,
whereas in Arbitration cases the Arbitrator can ignore a point of law, as the power to state a special case for the
opinion of the court is discretionary with the Arbitrator.
Arbitration Agreement
10. Chapter 2 of the Arbitration Act &reconciliation act, 1996, defines this term as “a written agreement to
submit present or future differences to Arbitration, whether an Arbitrator is named therein or not”. In MES
contracts Arbitration clause included in the General Conditions of Contracts is the Arbitration Agreement. As
per of the Arbitration Act an Arbitration Agreement, unless a different intention is expressed there, is deemed to
include the provisions set out in the First Schedule to the Arbitration Act &reconciliation act, 1996 in so far as
they are applicable to the reference.
Whenever any contractor moves an application for appointment of an Arbitrator without completion of work or
without doing alternative arrangement for completion of cancelled contract, MES should objects such an
appointment and this point should be specifically highlighted in Deptt’s objection in writing since court has no
power to appoint an arbitrator under when in the Arbitrator clause and authority has been designated to appoint
an Arbitrator.
(Auth: E-in-C’s Branch letter No 136000/7C/109/E8 dated 05 Apr 91).
Essentials of an Arbitration Agreement
11. (a) The agreement should be in writing. The parties must be ad-idem
ie of one mind.
(b) The terms of an Arbitration Agreement should be definite and certain and must be accepted by
the parties in writing.
(c) There should be the willingness of both parties to abide by the decision or award of the
Arbitrator.
Causes Leading to Arbitration
12. Causes leading to Arbitration can be summarised as under:-
(a) Faulty Contracts
(i) Discrepancy in the wording of the same item in different documents forming part of the
contract.
(ii) Discrepancy in quoting cross reference to an item when describing it in
drawings/specifications/ Schedule ‘A’, etc.
Note: The Causes given in para 12 (a) (I) and (ii) above have been covered in Condition
6-A of IAFW -2249. “Discrepancies and adjustment errors”.
(iii) Specifying items which are either impracticable of execution or are very difficult to
obtain.
(b) Faulty administration
(i) Passing defective work initially and later insisting on removal of defects.
(ii) Issue of defective T & P to the contractor.
(iii) Wrong pricing of items of work.
(iv) Devaluation of works previously accepted.
(v) Issue of stores not originally included in the contract without prior agreement with the
contractor with regard to the rates to recovery.
(vi) Recording incorrect measurements or omitting to record measurements.
(vii) Making incorrect recoveries.
(viii) Delay in taking action such as serving of notice or passing of work, at the appropriate
time.
(ix) Taking decisions without properly examining the conditions of contracts.
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(x) Ordering works outside the scope of contract as deviations without fixing the rates for
such work.
(c) Default by Contractor
(i) Not completing the work at the time agreed and then disputing the compensation levied.
(ii) Not completing the work inspite of repeated warnings thereby necessitating cancellation
of contract and completion of the balance of work through another agency.
(d) Unreasonable attitude adopted by the contractors
(i) Preparing frivolous claims.
(ii) Not attending to rectification of defects.
(iii) Not co-operating at the time of recording of measurements or in signing deviation orders
and later complaining about delay in preparation of final bills.
Some Measures to Reduce Arbitration Cases
13. (a) Avoid causes given in paras 12 (a) and (b) above as far as
possible.
(b) Wherever possible action should be taken to resolve disputes on the basis of equity for which
purpose the Chief Engineers are authorised to settle, on the basis of equity and with the
concurrence of CDA, disputes in cases involving amounts upto RS 10,000/- where the amount
involved is more than Rs. 10,000/- or in cases involving a lower amount, but which cannot be
resolved at the CE and CDA level, the matter if it merits consideration on the basis of equity
should be referred to higher authorities before resorting to Arbitration.
(c) Ex gratia claims
Disputes not directly arising out of the terms of contract ie. Claims of contractors which are non
contractual (or ex gratia in character) are outside the scope of Arbitration and such claims will
not be settled locally on the basis of equity but will continue to be governed by para 417 of
RMES, and require the sanction of the Government of India.
Arbitration Before Completion of Work
14. Condition 70 of IAFW-2249 stipulates that unless both parties agree in writing, reference to Arbitration
shall not take place until after the completion of works or alleged completion of works or termination of the
contract, but in the event of cancellation of the contract due to contractor’s default, reference to Arbitration shall
not take place until alternative arrangements have been finalised to get the works completed by other agency.
Some disputes arising out of interpretation of the provisions in a contract, however, may go as scheduled to the
very roof of the contract and involve a substantial financial effect, which if not settled expeditiously may be
cited by the Contractor as a reason for his inability to progress the work as scheduled. In such cases, which
should be exceptional, in the interest of timely completion of the work, Accepting Officers may agree to refer
the disputes to Arbitration during currency of the contract, if so requested by the contractor. However, before
agreeing for reference to Arbitration during currency of a contract, as aforesaid, a specific written undertaking
should be obtained from the contractor to the effect that such reference to Arbitration during currency of the
contract i.e. prior to completion of work, is without prejudice to any or all the rights of the Government under
the contract.
With a view to keeping such cases to the minimum it , however, suggested that the cases selected should be
those in which the sum in dispute is over 25% of the contract sum or involve claims over Rs 2 lakhs.
(Auth: E-in-C’s Branch letter No 13600/Gen/G/E8 dt 01 Nov 75 as amended by even No dt 21 Oct 76).
15. Appointment of Arbitrator
Requests for appointment of Arbitrator will be made in the form shown at specimen in Appendix ‘A’
Specimen V to “Arbitration Manual (Revised 1976)” as amended by E-in-C’s Branch letter No 13600/P/E8 dt
23 Dec 92 and 06 Dec 93. The letter giving concurrence or otherwise to the reference to Arbitration should be
addressed to the E-in-C or CE (whoever Appointing Authority).
CE Zone/Project & CsWE/GEs are aware of the contracts in which disputes have arisen and consequently
should be in possession of all requisite particulars of appointment of Arbitrator so that on receipt of copy of
contractor’s request for appointment of Arbitrator within 15 days all relevant particulars for appointing of
arbitrator are submitted by them to the Appointing Authority. Where, for any reason it is not possible to do so a
report giving reasons and probable date of completing the required action will be sent to the Appointing
Authority.
(Authority: E-in-C’s Branch letter No 13600/P/9/E8 dt 19 Feb 92 for further details refer E-in-C’s Branch letter
No 13600/P/9/E8 dated 23 Dec 92).
Where the main dispute pertains to compensation for delay, the remarks against Sl No 14 of the form should
state that the matter has been examined in the light of para 494 of RMES. On perusal of para 1 of condition 70
of IAFW-2249 it follows as a precondition to the appointment of Arbitrator that:-
(a) there should be is disputes between the parties to the contract, and
(b) the party who wishes to refer the disputes to Arbitration should serve a written notice to the other
pary of their intention, before the authority mentioned in the contract who may appoint serving
officer having degree in engineering or equivalent or having passed final/direct final to Sub Div
II of the Institution of Surveyors (India) recognised by Govt of India as the Sole Arbitrator for
adjudication of disputes. The contractor should therefore, mention the exact disputes between
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the parties for which an Arbitrator is to be appointed. In the absence of exact dispute brought out
by the party requesting for appointment of Arbitration case or, the authority mentioned in the
contract need not appoint an Arbitrator.
16. A copy of the request made by the Accepting Officer to the appointing authority for appointment of an
Arbitrator must, invariably be endorsed, under Registered A/D post, to the concerned contractor, by way of
notice to him in terms of condition 70 of IAFW-2249.
17. Sample form of letter for appointing an Arbitrator is given at Appendix ‘G’ to this precis.
18. Normally no officer should be appointed as an Arbitrator unless he has at least two years more to serve
in order that the Arbitrator unless he has at least two years more to serve in order that the arbitrator is in
a position to publish award before his retirement.
Position on Retirement of Arbitrator from Govt Service
19. The legal adviser (Defence) has expressed an opinion that an Arbitrator, on his retirement from Govt
service is deemed to have vacated his office as an Engineer Officer and therefore, he is no longer qualified to
act as an Arbitrator. Hon’ble Supreme Court of India in their judgement on LA No 1 of 1991 in Special Leave
Petition (c) No 13278 of 1986 has held that after retirement of Arbitrator from Govt Service, an arbitrator
having vacated his office was not competent to proceed with the arbitration proceedings and allowed the
competent appointment authority to appoint another arbitrator in his place. (Auth: E-in-C’s Branch letter No
80001/AMD/E8 dt 04 Dec 91).
In another case of similar nature i.e. Civil appeal No 2244 of 1992 (Union of India V/S M/s Prabhat Kumar &
Bros) Hon’ble Supreme Court of India vide its judgement dt 06 Mar 92 (circulated under E-in-C’s Branch letter
No 13600/P/9/E8 dt 14 Jul 92) has also stated that proceedings before the earlier Arbitrator and the records
furnished to him prior to the date of his retirement will form part of the proceedings and records before the new
Arbitrator. The parties are at liberty to file fresh documents. In case where arbitrator does not publish his
award before his retirement, the Accepting Officer of the contract will intimate the Appointing Authority,
specified in the Contract the following particulars before taking further part in the proceedings:-
(a) Date of retirement of the appointed Arbitrator.
(b) Stage upto which the Arbitration proceedings has progressed.
(c) His recommendation for a fresh Arbitrator to be appointed to act in his place The appointing
authority has to appoint fresh Arbitrator without any delay in place of the retiring Arbitrator.
Preparation and Defence of Arbitrator Cases
20. Enough though should be given at the stage of preparation of government case. A gist of instruction
issued on subject is given below:-
(a) In complicated cases, where it is necessary to collect vital data pertaining to transactions during
execution of work and the disputes relating to both the design and contractual aspects, it may
become necessary for the Accepting Officer to appoint a team of officers conversant with all
these aspects to jointly help in the preparation and also in the defence of the government case.
EE(QS&C) of the concerned CWE area should invariably attend the hearing and be available to
argue on the contractual aspects of a case.
(b) In contracts concluded by CEs where the CWE is nominated to defend the Government case, the
statement of case to be submitted to Arbitrator should always be vetted at the CE’s level.
(c) For contracts concluded by GE and CWE the statement of case should be vetted by CWE.
(d) CDA’s active co operation shall be maintained at all times, i.e. pre-awarded stages of drawings
up Govt statement of case, pleadings in defence, rejoinder to statement of case/pleadings in
defence and also post award stages. Copies of all documents including legal opinion obtained if
any shall be supplied to the CDA. Final Bill of the contract shall invariably be got audited by
CDA preferably before the arbitration is resorted to by the Deptt. (Ref E-in-C’s Branch letter No
136000/GEN/E8 dated 29 Mar 87).
(e) MES officers; among others, who are competent to sign and verify plants and written statement
in suit in civil courts, by or against the Central Government and act for that Government in
respect of any judicial proceeding, as per extract from the notification of Ministry of Law – SRO
– 351 dated 25 Jan 58 (amended up to date) and GSR-3 dated 11 Feb 85, reproduced under
AO/112/72 are listed below:-
Chief Engineers,
Additional Chief Engineers
Commander Works Engineers (CWE).
Staff Officers (I or II), Corps of Engineers
Asst Commander Works Engineers (ACWE)
Senior Barrack Stores Officers
Officer Commanding, Engineer Stores Depots
Superintending Surveyor of Works (SSW),Now SE(QS&C)
Surveyor of Works (SW), Now EE(QS&C)
Director General Naval Dockyard Expansion Scheme.
Any MES officer should, however, not further delegate his authority to another officer like A
EE(QS&C)/AEE/AE/BSO not mentioned in the SRO/GSR.
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(f) E-in-C in his letter No 136000/GEN/E8 dt 31 Oct 86 has directed that Statement of Case,
pleadings in defence and modifications thereto, if any, shall invariably be signed by the
Accepting Officer. In respect of GE’s contract these shall be vetted by the CWE.
(g) During Arbitration hearing Government case shall be defended by:-
(i) In CE’s contracts - Additional CE assisted by the CWE,
S E(QS&C) and GE. In important cases Zonal CE will replace
Additional CE.
(ii) In CWE’s contracts CWE assisted byE E(QS&C)/GE for total
amount of claims of RS one lakh or more. In other cases GE
assisted by EE(QS&C)/A EE(QS&C).
(iii)In GE’s contracts-GE assisted by EE(QS&C)/A EE(QS&C)..
(j) In preparation of the defence of a case before the Arbitrator, the Government Defence Statement/
Statement of Claim should include a claim for costs including estimated costs. The “Costs”
means the costs of reference and should include all the expenditure involved in the entire case,
based on the TA/DA payable to officers and staff who prepare the defence, appear and conduct
the proceedings and fees payable to legal counsels, if any. This should also include any cost
towards TA/DA rendered infructuous due to postponement of hearing caused on account of non
attendance by contractor or his counsel.
21. Before starting preparation of the Statement of case it is essential to study the following:-
(i) Contract agreement including the Arbitration clause.
(ii) Correspondence that has ensued between the MES and contractor from the beginning.
(iii) Site data such as works diary, works site order book, works passing register, and visual
inspection of works/ materials if warranted.
While going through all the aforesaid documents, flag all important letters/ special conditions, clauses of
Specification etc will be required to be enclosed as exhibits along with Govt Statement Case.
22. Generally, it is known earlier that for Arbitration. To avoid delay in submitting Govt’s pleading to the
Arbitrator, steps should be taken to draft out pleadings in a nucleus form even before an Arbitrator is appointed,
so that the same can be quickly modified on receipt of contractors pleadings. Original documents which are
required from CDA should be demanded sufficiently in advance. Final bill should be prepared and got
preaudited by CDA before hearing of the case. TE Branch should be requested to inspect the works sufficiently
in advance ie. Well before Arbitration commences, to enable putting up all claims against the contractor at one
time.
Do not subscribe to “joint submission of items in disputes” in case the contractor wants to include any claims
which you feel are outside the jurisdiction of the Arbitrator.
No reference should be made either in the Statement of case/pleading in defence or at the time of hearing about
observations by TE Branch/ Surveyor of Works as well as of the their inspections of works, etc
Observations/recoveries caused by TE’s/ EE(QS&C)’s check will be represented as those projected by the GE.
24. In certain conditions of contracts, the GE, the CWE or the Accepting Officer has been mentioned as the
authority whose decision is final and binding or conclusive on a particular issue (refer Precis No 1729). The
following course of action should be adopted when a contractor submits a claim to an Arbitrator inspite of such
final and binding decision of the Engineer authority given in terms of the conditions of contracts:-
(a) Where the Engineer Officer considered that a claim of a contractor is not properly referable to
Arbitration or considers it outside Arbitrator’s jurisdiction, Government will not subscribe to
signing a joint statement of such claims, as it would then amount to their admitting the authority
of the Arbitrator to adjudicate on such a claim.
(b) Government statement of case will not only stress the Govt contention that the claim is outside
the jurisdiction of the Arbitrator but it will also invariably state that the Arbitrator should give his
findings on that matter separately.
In addition, it should be stressed in the statement of case that the Arbitrator, should he still
decide to adjudicate on such a claim, must give his detailed reasons for doing.
However, as per the latest instructions this aspect is dealt with at the stage of appointment of arbitrator as can be
seen in Appendix ‘B’.
25. In order that the amount of the final bill when mentioned by an Arbitrator in his award may not
prejudice Governments claim to recover overpayment under Clause 67 of IAFW-2249 on account of
subsequent technical examination etc. Government pleading should always emphasize that the Arbitrator should
state the amount of the final bill separately and further the Arbitrators should also be requested to state in his
award that the award is “without prejudice to any subsequent technical examination as envisaged in clause 67
of IAFW-2249.”
Pendentilite Interest
26. In Arbitration cases where in the contractors have claimed ‘Pendentilite Interest’ (i.e) interest for the
period when disputes remained under adjudication by the Arbitrator), the period of delays not attributable to the
department e.g. seizure of records of contractor by Income tax authorities, postponement of dates of submission
of statement of claims/defence and dates of hearing etc and also late fixing of dates of hearing by Arbitrator
should be highlighted, both in the pleadings in defence as well as during hearing of the case, apart from any
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other argument that can be advanced against the grant of pendentilite interest to the contractor. (Ref E-in-C’s
Branch letter No 13600/GEN/E8 dt 14 May 82).
Pendentilite Interest could only be awarded by Civil Court and not by Arbitrator as Arbitrator is neither a Court
within the meaning of section 34 of CPC nor the reference to arbitration is made in the course of suits. Detailed
information is contained in E-in-C’s Branch letter No 13600/GEN/E8 dt 31 May 89.
27. Defence of Arbitration cases in Court
There may be situations where the cases in various courts are not being dealt properly due to lack of
interest shown by the Govt Counsel or due to their over busy schedule. In cases where high states are involved
and Chief Engineers feel that Govt interest cannot be properly protected through Govt counsels, the matter may
be taken up through E-in-C’s Branch for engaging competent lawyers eight empanelled in some other stakes or
even private counsels. Such cases, however, be taken only in very deserving cases. For other cases competent
officers are nominated to defend Govt cases with the instructions to have constant liaison with the Govt
counsels for achieving desired results.
(Authority: E-in-C’s Branch letter No 136000/P/9/E8 dt 16 Nov 94)
28. Accountability for the lapses
(a) Immediately after the close of hearing in any arbitration case, the senior most officer of the
defence team from the Govts side renders a confidential report to the Accepting officer of the
contract bringing out the lapses that have come to his notice during the hearing regarding the
preparation of the various documents forming part of the contract as also in the administration
operation of the contract (at site as well as in the office) which had lead to disputes and
arbitration. The Accepting Officer of the contract will examine the same critically and take
necessary administrative and disciplinary action against those responsible for the lapse. He will
also circulate a brief regarding the reasons learnt form the arbitration case and regarding
remedial action to be taken in future to avoid recurrence. This aspect is also included as one of
the topics in the training lectures held periodically.
(Authy: E-in-C’s Branch letter No 13600/Gen/E8 dt 27 Dec 88)
(b) Accepting officer of the contract has to be reasonably sure in his mind of the justification of
assertion of Govt claims as well as demand of contractors claims. In addition to report at (a)
above an award which runs contrary to such a justification as mentioned in above report, to taken
up for detailed examination and critical analysis on the following aspects and pin point
responsibility for lapses, if any, by the Officers of CEs Commands after publication of the
Awards by the Arbitrators. Reports of Senior most member of the defence team is not required
to be sent to E-in-C.
(i) Whether there has been lapse or dereliction of duty in preparation and administration of
the contract which may have resulted in resorting to arbitration.
(ii) Whether the facts as emerged during the arbitration proceedings were in any way
different from those brought on record during the administration of the contract.
(iii) Whether there has been any laxity in presentation of the Govt case/defence before the
arbitrator. The confidential report is to be submitted on the prescribed format within two
months of the award.
(c) In the final analysis, lessons learnt from such awards are disseminated to all others for
improving the contract management and defence of arbitration cases. This is initiated by
CE’s Command in respect of contracts concluded by CEs Zone /Project and CE/Zone in
all other cases.
(Auth: E-in-C’s Branch letter No 13600/P/9/E8 dt 12 Jan 92, 18 Aug 92 and 30 Nov 92).
Legal Advice and Guidance for Preparing Govt Cases.
29. With a view to reduce expenditure on payment of fees to Government Pleaders and Government
Counsels, it has been decide in consultation with the Ministry of Law that the following procedure should be
followed in respect of Arbitration cases.
(a) Statement of claims and pleadings in defence will be prepared/drafted by MES Officers. Any
advice or guidance required on legal points should be sought for by the MES from:-
(i) Ministry of Law, Justice and Company Affairs Advice ‘A’ section 4th
floor, Shastri Bhawan, Dr. Rajendra Prasad Road, New Delhi- 110 001.
(ii) Min of Law Branch Secretariat at Calcutta – Cases falling within the jurisdiction of
Calcutta, Gauhati, Patna, Orissa and Sikkim High Court.
(iii) Min of Law Branch Secretarial at Bombay – Cases falling within the jurisdiction of
Bombay High Court (Including its benches at Goa and Nagpur) and Gujrat High Court.
(iv) Min of Law Branch Secretariat at Madras – Cases falling within the jurisdiction of
Madras, Andhra pradesh and Kerala High Court.
(v) Min of Law Branch Secretariat at Bangalore – Cases falling within the jurisdiction of
Karnataka High Court.
(b) Engagement of a Counsel or Lawyer to help the MES in defending/arguing its case in an
Arbitration hearing, should be resorted to only when important legal principles are involved and
the amount in disputes is large. In such cases the matter should be referred to the Min of Law or
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its Branch Sectt. Who will nominate a suitable Counsel or Lawyer and also indicate fees to be
paid to him. (Refer E-in-C’s Branch letter No 13600/GEN/E8 dt 18 Mar 80 as amended by even
Nos dt 25 Mar 80, 19 Jan 81, 15 Feb 85 and 02 May 86).
Measures to Reduce Time Taken in Arbitration
30. Main causes of delay in settling cases through Arbitration are:-
(a) Parties to dispute do not submit their statement of cases as claimant and respondent within the
dates prescribed by the Arbitrator in his notice.
(b) Frequent extensions on one pretext or the other are sought from the Arbitrator for submitting
statement of cases to him. Even after the statement of cases has been submitted to the Arbitrator
and a date has been fixed by him for the hearing, further extensions are sought for postponement
of the hearing on some pretext or the other.
(c) Futile arguments are given by the department for not making available to the contractor certain
documents in their possession for contractor’s inspection. Documents such as site order book,
works diary, measurement books, DOs, cement consumption register, works stage passing
register, etc, have necessarily to be shown to the contractor for making notes, if he so desires.
The custody of these documents should at all times remain with the MES. Contractor is to
inspect these in the concerned MES office.
31. Wherever the Government is the claimant it is in Govts interest to co-operate with the Arbitrator by
submitting their statement of case to him expeditiously and affording all co-operation to the contractor by
making available all necessary documents to him. Wherever the contractor still does not co-operate in the
matter and keeps on asking for extension on flimsy grounds, the Government should object to extension and
request the Arbitrator to proceed with the case ex-parte.
Where the Contractor is the claimant he would himself be interested in expediting the statement of case so as to
obtain speedy settlement of his claims.
Chief Engineers should ensure that cases in Arbitration are not unduly delayed.
Wherever an Arbitrator appointed by a Chief Engineer is taking unduly long time in entering upon the
reference, the Arbitrator may be requested by the CE by personal contact, to expedite the case.
E-in-C has directed that, to avoid delays in Arbitration cases the Arbitrator will enter on the reference within a
month of receipt of the communication by him of his appointment as Arbitrator. Any delay on the part of
Arbitrators in entering on the reference should be brought to the notice of the Appointing Authority.
(Ref E-in-C’s letter No 13600/GEN/E8 dated 19 Apr 83).
Venue of Arbitration Hearing
32. Condition 70 of General Conditions of Contracts – IAFW-2249 provides that the venue of Arbitration
shall be such place or places as may be fixed by the Arbitrator at his sole discretion.
The Arbitrator should fix the venue of Arbitration hearing at a place convenient to both the parties (even
if it causes some personal inconvenience to the Arbitrator), which would normally be site of work or the office
of the CWE where the records and documents are readily available.
(Ref E-in-C’s letter No 13600/GEN/E8 dated 26 Apr 86)
Endorsing Copies of Correspondence
33. An Arbitrator is required to acknowledge the receipt of the letter of his appointment as Arbitrator to the
Appointing Authority. The Arbitrator when he publishes his award should forward a copy of the award to the
Authority appointing him as Arbitrator. However, copies of letters addressed by Arbitrator to the parties in
dispute during the period from his appointment to publishing of the award need not be endorsed to the
Appointing Authority.
(Ref E-in-C’s letter No 13600/GEN/E8 dt 16 Jun 81)
Every letter addressed by the Arbitrator (in his capacity as Arbitrator) to one of the parties to the dispute should
invariably be endorsed to the other party. Similarly every letter addressed by one of the parties to the Arbitrator
must invariably be endorsed to the other party to the dispute.
Speaking/Non speaking Award
34. Condition 70 of General Conditions of Contracts, IAFW-2249 lays down that irrespective of the value of
the claims or counterclaims in an Arbitration reference, the Arbitrator shall give reasons in support of the award
given by him.
Date of purchase of Stamp paper
35. Date of purchase of stamp paper is always noted by stamp venders on the stamp paper. Backdating of
award by the Arbitrator to avoid getting the time for making the award extended will be a falsification which
can be proved in the Court of Law on the basis of date of purchase of stamp paper, and the award may be liable
to be set aside.
(Ref E-in-C’s letter No 13600/GEN/E8 dated 18 Feb 78)
Stamp duty on award
36. Relevant paras on the subject in the Arbitrator Manual should be referred to. Awards not stamped or
understamped according to the scale applicable to the State in which the award is published (signed) are subject
173
to levy of penalty in addition to the stamp duty. Similarly awards presented for filing in a court, if not stamped
or understamped according to scale applicable to the State in which the court is situated, are liable to penalty in
addition to the stamp duty. As the stamp duty on an instrument is levied by the State in which the instrument is
executed, the stamp paper should be purchased in the State in which the Arbitrator executed (signs) his award.
It on the request of any of the parties the award is to be filed in a State different from the State in which it was
executed, the stamp duty applicable in that State (where award is to be filed) should be ascertained and if any
increased duty is payable, the difference should be made good in the form of non judicial stamp paper of the
required value purchased from the State and it should be added to the award before presenting it for filing in the
Court.
If this action is taken before filing the award, no penalty would be levied; but if such action is not taken before
filing the award in addition to the difference in the stamp duty, penalty may also have to be paid by the
Arbitrator as directed by the court. An Arbitrator should indicate on the duplicate and other copies of the
award, which he sends to both the parties, at the right hand top corner, the value of the stamp paper on which
the original award has been published (typed) and the state in which the stamp paper is purchased.
Stamp duty for making and publication of arbitration award is payable on the value of award as provided in
Article 12 of Stamp Act (1989). (Ref E-in-C’s Branch letter No 13600/C/427/E8 dt 09 Jun 88).
Disposal of awards not filed in courts
37. Officer acting as Arbitrator should normally hold on to the files and papers pertaining to the Arbitration
till about two months from the date to publication of award. After two months, if no request for filing the
award is received during that period, these should be forwarded to the Appointing Authority, in sealed covers
indicating thereon brief particular of the contents, for record.
Action on Receipt of Award
Examination and Implementation of awards
38. The Iimitation period laid down in the Indian Limitation Act (1963) for submitting application for filing
and award in the proper Court is 30 days from the date of service of the the notice for the making of the award.
Payment made in satisfaction of Arbitration award is no longer classified as expenditure “Charged” on the
Consolidated Fund of India except where the award is filed in a court and a decree obtained in terms of the
award and the expenditure is incurred to satisfy the decree of the court. Expeditious decision should, therefore,
be taken at the appropriate level on receipt of Arbitrator’s award.
On receipt of award, the following aspects need to be borne in mind while deciding the course of action:-
(a) An award is not enforceable until a decree is passed by a court in terms of the award. In order to
adequately safeguard Government’s interest, it is desirable that in respect of award where money
is to be recovered from a contractor and also incase of award involving large sums substantially
in favour of the Government, the award is filed in the appropriate court within the prescribed
period of 30 days referred to above and necessary initiative is taken by the CWE/CE.
(b) Similarly, in a few cases where Government considers that strong valid grounds exist for getting
the award set aside action should be initiated by the government to get the award filed within the
prescribed period of 30 days referred to above and to file objections thereafter.
(c) Where an award contains some items not to Government’s liking but the award on the shole is
acceptable to the Government, it would be desirable to implement the award, in such cases it
should be remembered that, apart from the time and expense involved in trying to contest the
award and subsequently arranging for another Arbitration, there is a possibility of the
Government getting a less beneficial award after the fresh reference.
(d) Where an award is against the Government but on examination it is found that valid grounds do
not exist for getting it set aside, the better course would be to wait until action is taken by the
Contractor to get it filed in the proper court and then file Government’s objections (for whatever
they are worth) with a view to getting the award modified, corrected or set aside as the case may
be.
(e) In all cases where the award is acceptable to the Govt and it is not proposed either to contest it or
get it modified, payment of the sum awarded should be arranged as early possible.
(f) Every arbitration award shall be analysed with a view to find out:-
(i) If it can be contested (either as whole or in part) in a court of law on the legal grounds
enumerated in the Arbitration Act?
(ii) If the award is fair and equitable?
Comments on all awards published by Arbitrators appointed by E-in-C are to be sent by the
Zonal CEs within 20 days of publication of the award to the E-in-C’s Branch with a copy to CE
Command. Similarly comments on all awards published by Arbitrators approved by Zonal CEs
will be sent by CWE to the Command CE with a copy to Zonal CE. The awards will be analysed
by E-in-C/CE Command in the light of above comments and appropriate action taken where
necessary. Above addition to requirement of seeking legal advice, (Auth: E-in-C’s Branch letter
No 13600/P/9/E8 dated 12 Sep 94).
39. Legal Advice on Implementing / Contesting Awards
E-in-C’s Branch have given the following instructions:-
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(k) After receipt of an Arbitration award (1) where the Accepting Officer (CWE in respect of GE’s
contracts) considers that valid grounds exist for setting it aside or for getting it remitted
AND/OR (2) where the total amount awarded in favour of the contractor (excluding Final Bill
amount, Security Deposit, etc, due to the contractor) is in excess for Rs 25,000/-, the Accepting
Officer (CWE in respect of GE’s contracts) will seek the advice of LA (Def) or of Min of
Law/Branch Sectt depending upon geographical location of legal authorities. Cases of zonal CEs
in states of J&K, Punjab, Haryana, HP, Rajasthan, UP and MP are to be routed to LA (Def)
located in MOD through MOD with recommendations of E-in-C’s Branch. For rest of the
country copy of legal opinion obtained above with Zonal CE’s recommendations of all cases of
Arbitration Awards shall be forwarded to E-in-C Branch so that they E-in-C’s Branch are in
picture for uniformity in action with regards to implementation of the award while referring the
case to Ministry of Law/Branch.
CA including General Conditions of Contract, statement of claims and defence submitted to the
Arbitrator by both the parties, copy of the Arbitration award etc should be forwarded to them.
The salient points as well as any matter of special significance or interest which has direct
bearing on the Arbitration should be highlighted in the forwarding letter and the relevant paras in
statement of claims/defence should be margin lined for easy reference. If any counsel had been
engaged to represent the Union of India during the Arbitration hearing, his comments should also
be obtained (without payment of any fees) and the same also furnished to Min of Law/Branch
Sectt. The Min of Law/Branch Sectt. Should be requested to offer their advice/opinion on the
awards. They should also be requested to indicate the specific grounds on which the award
should be contested, if their advice is to contest the award.
(ii) The last date for filing the award in Court should also be intimated. The letter addressed to the
Min of Law/Branch Sectt. Should be marked ‘priority’ and a copy endorsed to the E-in-C’s
Branch.
(iii) Action to contest or implement the award should be taken as per advice given by the Ministry of
Law/Branch Sectt. If the Accepting Officer (or CWE in case of contract accepted by GE) feels
that the facts of the case are not fully appreciated by Ministry of Law/Branch Sectt. Or fresh
facts/consideration have come to light and hence reconsideration of advice rendered by Ministry
of Law/Branch Sectt is required, he may refer back the case to the Min of Law/Branch Sectt, for
reconsideration. The advice received from Min of Law/Branch Sectt. After review shall be
followed, irrespective of whether it is same as previously given or is revised.
(iv) In respect of cases wherein the advice is to contest the award, a copy of the reply received from
the Min of Law/Branch Sectt should be forwarded to the E-in-C’s Branch for information.
(v) In respect of award where the total amount awarded in favour of the contractor (excluding the
final bill amount, security deposit etc due to the contractor) does not exceed Rs 25000/-, the
Accepting Officer (CWE in respect of GE’s contracts) may himself take a decision as regards
implementation of the award in consultation with the CDA. However if it is proposed to contest
the award, action as per paras (I) to (iv) above will be taken.
(vi) Since an arbitration award is not enforceable until made a rule of the Court, in order to
adequately safeguard Govt interests, any award as per which, money is to be recovered from a
Contractor, as well as, any award involving large sums in favour of Government, should be got
filed in the appropriate Court, without waiting for the advice of Min of Law/Branch Sectt. The
limitation stipulated in the Indian Limitation Act (1963) for submitting application for filing an
award is 30 days from the date of service of the notice of making and signing the award.
(vii) In all other cases (awards) action, whether to file the award or not, would depend on the advice
rendered by the Min of Law/Branch Sectt.
(viii) If there is any instance in which action has already been initiated to contest an Arbitration award
in the Court, without obtaining the advice of Min of Law/Branch Sectt. Accepting Officers
(CsWE in respect of GE’s contracts) should refer such cases to Min of Law/Branch Sectt. As
stated above and decide on the further course of action, based on the advice rendered by the Min
of Law/ Branch Sectt.
40. The following points should be high lighted by the Chief Engineer in their forwarding letter to Min of
Law, Justice and Company Affairs while seeking advice on implementation of award:-
(a) The grounds which the Accepting Officer considers valid for setting aside the award or getting it
remitted. (Appendix 'B')
(b) The salient points as well as any matter of special significance or interest which has a direct
bearing on Arbitration, linking it with relevant paras of statement of case/pleadings in defence.
41. When the award is in favour of the contractor, normally the contractor takes initiative for filing the
award in the court so as to make it a rule of the court and to obtain decree. He can file in court a signed copy of
the award (received by him from Arbitrator) and the court thereupon issues notice to both the parties to file their
objections before making the award a rule of the court. As per the Limitation Act the parties have to file
objections within 30 days from the date of aforesaid notice from the court of the filing of the award in the court.
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If the objection are not filed within this period, they are barred by limitation and even though there may be
strong grounds to challenge the award the court may not consider them.
The legal opinion whether to contest awards in excess of Rs 25,000/- which are in favour of the contractor shall
be obtained expeditiously so that the same is available well in time for taking necessary action when award is
filed in the court. If any delay is not contemplated in obtaining legal opinion, the department should file
objections for what ever they are worth in consultation with the standing Govt counsel so as to ensure that the
objections are filed within the limitation period and this fact brought to the notice of Min of Law while seeking
their advice. If the legal opinion is not in favour of challenging the award the objections already filed may be
dealt with as per the advice received from Min of Law.
(Ref E-in-C’s Branch letter No 13600/GEN/E8 dt 18 Mar 80 as amended by even Nos dt 25 Mar 80, 19 jan 81,
22 May 81, 15 Feb 85 and 02 May 86).
Position of Final Bill in an Award
42. Wherever in an Arbitrator the contractor has preferred some claims with reference to the final bill
prepared by MES the net amount of which is minus the Arbitrator during defence of the case, should be
requested to award the minus amount of the final bill in favour of the Govt. If the award when given, does not
make the point clear, action should be taken by Govt to request the Court in which the award is filed to remit
the award to the Arbitrator for making the point clear, or to set it aside if the latter course of action appears to be
in the favour of the Govt.
An award when received must in all cases be carefully examined to ascertain whether or not it is specific.
Memorandum of Award
43. This is to be submitted within one month from the date of receipt of the award from the Arbitrator to the
E-in-C on the Form given in Appendix ‘C’ to this Precis. The main purpose of submitting this is to enable E-
in-C to keep a watch on the trend of Arbitration Cases.
In case of contracts concluded by GE/AGE (Indep) the draft memorandum will be sent by them to the CWE to
enable him to take a decision with regard to implementation or otherwise of the award. The CWE will then
distributed final copies of the memorandum to all concerned. It is, however, important that GE/AGE (Indep)
sends this draft memorandum as early as possible and not later than four to five days from receipt of the award.
A specimen letter to be addressed by GE/AGE(Indep) to CWE and copies to the CDA is attached as Appendix
‘D’ to this Precis. The CWE will take decision on award in respect of contracts concluded by him. In case of
contracts concluded by CE’s the CWE will forward his recommendations to the CE for his decision and
similarly send a copy of the draft memorandum. A copy of the award should be simultaneously sent to the .
CDA requesting him to forward his comments to the CE within a week. The award recommended for
implementation is legal authorities shall not be implemented unless E-in-C’s Branch gives clearance.
(Authority: E-in-C’s Branch letter No 13600/P/18/E8 dated 23 Oct 91).
Regularisation of Excess Payments Arising out of Awards
44. In regard to the question as to whether or not the excess payment arising out of Arbitrator award, should
be viewed as infructuous expenditure and regularised under order of the completed financial authority, it has
been decided that normally the Arbitrators award should be taken as the correct payment due under the contract
and question of any regularisation should not arise, except where the excess payment ordered under the award
arose out of irregular or faulty conclusion or operation of the contract. Cases of payment arising out of
Arbitration awards may accordingly be examined and regularisation watched, wherever necessary, depending
on the merits of each case.
Statistics Implementation of Awards
45. Statistics in connection with the incidence of Arbitration cases, and with regard to the time taken is to be
maintained in a ‘Register of Arbitration Statistics’ in the form given in Appendix ‘E’ to this Precis, in the office
of every Chief Engineer in respect of contracts concluded by him and by CsWE under his control and by every
CWE in respect of contracts connected by him and by GEs under him.
Reference to the letter forwarding Memorandum of Award to the E-in-C and to any other relevant information
is to be given in the ‘Remarks Column’ of the Register.
Court Proceedings – Civil Cases
46. Formalities to be observed in connection with civil proceedings are given in the Defence Services
Regulations. TITLE. Regulations for the Army (Revised edition 1962), Chapter XIII Civil Proceedings
particularly in paras 537, 538, 539, 540, 541, 544,546 and 547.
In accordance with Rules 540 and 541 referred to above initiation of legal proceedings/engagement of counsel
and payment of his fees on behalf of the Govt is required to be sanctioned by the competent authority..
NOTE: As per E-in-C’s letter No 13600/Gen/E8 dt 5/6 Feb 53 in case of Arbitration proceedings sanction of
GOC-in-C is required for engagement of Counsel.
MES officers, among others who are competent to sign and verify plants and written statement in suit in civil
courts, by or against the Central Government and act for that government in respect of any judicial proceeding,
as per extract from the notification of Ministry of Law STO 351 dt 25 Jan 58 amended upto date) and GSR-3
dated 11 Feb 58, reproduced under AO/112/72 are listed below:-
Chief Engineers
Deputy Chief Engineers
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Commander Works Engineers (CWE)
Staff Officers I to II Corps of Engineers
Deputy Commander Works Engineers (DCWE)
Asst Commander Works Engineers (ACWE)
Senior Barracks Stores Officers
Officer Commanding Engineer Store Depots
Superintending Surveyors of Works (SSW) Now SE(QS&C)
Surveyor of Works (SW) Now EE(QS&C)
Director General, Naval Dockyard Expansion Scheme
47. Arbitration Award made rule of Court
When award is under rule of court cases for legal advice from DGC/LA (Defence) Branch Sectt shall be
referred promptly to enable filing an appeal well within the limitation period if award is to be contested. In case
any delay is anticipated in obtaining copy of court judgement, action should be initiated after obtaining the
operative part of judgement in liaision with DGC. (Authy: E-in-C’s Branch letter No 13600/P/9/E8 dt 10 Dec
92)
Initiation of Legal action in Courts
48. Section 80 of the Civil Procedure Code provides that no suit shall be instituted against the Central
Government for against a public officer in respect of any act purporting to be done by such a public officer in
his official capacity, until the expiration of a period of two months after a notice in writing has been delivered to
or left at the office of the Secretary to the Central Government or of the public officer, stating the cause of
action, the Name, description and place of residence of the plaintiff and the relief which the plaintiff claims, and
the plaint shall contain a statement that such notice has been so delivered or left.
Legal Notice U/S 80 CPC
49. Receipt of notice under Section 80 of Civil procedure Code issued by an advocate on behalf of a
contractor and addressed to Secretary, Ministry of Defence with copy to MES formations, is of common
occurrence, particularly where there has been delay in either settlement of contractors bill/claim or appointment
of an Arbitrator. In all such cases when the notice is received in E-in-C’s Branch from the Ministry, the
Headquarters of the particular Area are addressed by E-in-C on the following lines:
“Copy of legal notice dated………………………………………..served by
Shri…………………………………………….on behalf of the contractor M/s …………………………………
for payment of security deposit/final bill amount of Rs……………………….is forwarded herewith in original,
for disposal in accordance with the instructions contained in Army HQ letter No 18899/AG/PSI dated 26 Dec
69”.
Copy of this letter is always sent to CE/CWE and GE concerned and they are instructed to forward a report to
the relevant Area HQs with a copy to E-in-C’s Branch as laid down in the instructions from AG’s Branch.
It is important that as soon as a copy of the notice is received by the Accepting Officer, he should immediately
address a letter to the contractor’s counsel, with copy to the contractor, E-in-C’s Branch and other concerned
formations on the lines of the specimen IV in the Appendix to Arbitration Manual (Revised 1976) clarifying
that the contract provides for referring the dispute to Arbitration and therefore the threatened suit will not be in
order.
CE’s/CsWE will ensure that such a notice in sent promptly. Where Arbitration is inescapable particulars to
enable the appointing authority to appoint an Arbitrator should also be forwarded without delay.
(Auth: E-in-C’s Branch letter No 13600/Gen/E8 dated 19 Jun 67).
Procedure Relating to Disposal of Court Prohibitory/Attachment Orders
50. On receipt of prohibitory/attachment order from the court, the following procedure will be observed:-
(a) If any amount is readily available on which Govt has no further claim, the payment to the
contractor should be with held and/or amount deposited in the court, according to the nature of
order from the court. Simultaneously the contractor should be informed regarding the receipt of
the prohibitory/attachment order from the court and the action taken thereon.
(b) When no amount whatsoever is due to the contractor, the court should be informed accordingly.
(c) Where amount less than that attached by the court is readily available, action should be taken as
indicated at (a) above intimating the amount with held.
(d) If no amount is readily available, and if the check on the accounts of the contractor has not been
completed, the receipt of the prohibitory/attachment order should be acknowledged and the court
informed:-
(i) that no amount has been found to be actually payable to the judgement debtor on the date
of receipt of the attachment order;
(ii) that it remains uncertain whether any, and if so what amount will be payable to him and
this can be ascertained only on a future date after going into the accounts and verifying
several facts;
(iii) that no debt payable to the judgement debtor, therefore, exists so as to be attached under
Sec 60 and Order 21, Rule 46 of the Code of Civil Procedure;
(iv) that the claims of the Govt will first have to be adjusted against the credits of the
contractor (judgement debtor); and
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(v) that it cannot, therefore, be stated with any degree of accuracy, what amount, if any, will
be finally available for release to the court.
Simultaneously, the contractor will be informed regarding the receipt of the prohibitory/attachment order from
the court advising him that he should get it vacated or otherwise the amount to the extent mentioned in the order
shall be with held/paid to the court from any payment becoming due to him under the jurisdiction of the
particular office.
51. With reference to para 50 (d) (iii) above doubts arise:-
(a) whether in case, where payment on account is due to the contractor, or expected to become due
shortly would it be in order to reply the court that “No debt payable to judgement debtor exists
which can be attached under Sec 60 and Order 21 Rule 46 of the Code of Civil Procedure” and
(b) whether after replying the court as in (a) above would it be in order to make payment on account
to the contractor inspite of the receipt of an order from the court prohibiting and restraining the
department from making payment of certain amount to the contractor.
The clarification of the above doubts are:-
Para 51 (a)- The course regarding informing the court that no debt payable to the Judgement Debtor
exists need be followed duly in those cases where either no advance payment under condition 64 of
IAFW-2249 was made to the contractor or if any advance payment was made, it was before the receipt
of the prohibitory/attachment order.
Para 51 (b)- The answer is NO. The appropriate course would be to bring such order of attachment to
the notice of the contractor advising him to take adequate steps to get the attachment order in question
set aside or modified as otherwise the amount attached or stated in the prohibitory order will be with-
held from any payment becoming due to him. It should be left to the contractor to approach the court to
get the relief. It is not necessary or even advisable for the department to fight the contractor battle in
the execution court and the amount attached or stated in the prohibitory order should not be paid to the
contractor until he gets impugned order of attachment withdrawn/ vacated.
However, in such cases para 50 (d) (iii) above should be reworded as under to clarify the position to the
court.
“That at present no debt payable to the Judgment debtor exists so as to be attached under Section 60 and
Order 21 Rule 46 of the Code of Civil Procedure. The contractor is however, entitled to advance on
account for the performance of the contract which are adjusted in his final account after completion of
the contract. These advances are in the nature of assistance to the contractor for progressing the
particular contract only and have to be allowed for ensuring completion of defence works by the
scheduled date. It is presumed that prohibitory/attachment order does not apply to afore-stated advances
on account and applies only to the amount that may ultimately become due to the contractor on
completion of the contract and finalisation of his account. May this be kindly confirmed.
Inspite of the above reply to the court, the amount attached by the court should be with held from
the advance payment becoming due to the contractor and released only if the court confirms the above
or vacates/withdraws the attachment or prohibitory order.
52. DELAY ON ARBITRATOR’S PART IN PROCEEDING WITH DUE DILIGENCE
There can be default on the part of Arbitrators also in proceedings with the case with due diligence. It is
open to the parties concerned to move the competent Civil Court to remove the Arbitrator from his appointment
and get an Arbitrator appointed afresh in the normal case. Section 11(1) of the Arbitration Act and instruction
contained in Arbitration manual of this issue refer. As soon as the Accepting Officer has reason to believe that
the Arbitrator is not proceeding with the case with due deligence and further delay is detrimental to the Govt
interest, he will immediately bring the details of the case to the authority who has appointed the Arbitrator and
seek his directions as to whether the provisions contained in Section 11 (1) of Arbitration Act 1940 should be
invoked in the Civil court and act expeditiously in the matter as per the directions received. However, in the
meantime case should be taken not to acquiese with the authority of the Arbitrator either by participating in the
hearing or by agreeing to extension of time for making the Award.
(Authority: E-in-C’s Branch letter No 136000/GEN/E8 dated 20 Feb 89)
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Appendix ‘A’
(Precis No 1739)
FORM OF LETTER INFORMING PARTIES OF APPOINTMENT OF ARBITRATOR
From : E-in-C/CE REGISTERED ACK DUE
Office of the………………
…………………………….
Dated
To,
………………………………. Name of Arbitrator
……………………………… Designation
……………………………… Address
SUB: CA NO………………………………. OF
FOR………………………………………..
Dear Sir,
WHEREAS certain deputes and difference have arisen in connection with the Contract quoted above
entered into between M/s………………………. here-in-after referred to as “the Contractor” and the Union of
India as represented by Chief Engineer/CWE/GE…………………….and the contractor/union of India as
represented by CE/CWE/GE has requested in his letter No…………………… dated…………………. For the
appointment of an arbitrator to adjudicate the said disputes and differences;
And whereas the Contract quoted above is subject to the General Conditions of Contracts contained in
IAFW-2249**, condition 70** which provides for reference of disputes and differences arising under the said
conditions or any special conditions of the Contract or in connection with the said contractor to the sole
arbitration of an Engineer Officer to be appointed by E-in-C/CE* to hear and decide the disputes and
differences between the Parties.
And whereas the Union of India has concurred in the reference except as to the matters in respect of
which the decision of the CWE or any other person is by the Contract expressed to be final and binding and
without prejudice to its rights to raise and legal objection against the claims of the above said Contractor and
prefer its counter claims;
Now, therefore, by virtue of the aforesaid, I hereby appoint you as Sole Arbitrator and request you to
enter on the reference and publish your findings and award in respect of the disputes listed in Appendix ‘A’ to
this letter. The under mentioned claims of the parties are outside the ambit of arbitration clause and are not
referable to arbitration in accordance with the judgement of the Hon’ble Supreme Court in M/s Prabatak
Commercial Co-operation Lvt Vs the Chief Administrator Dandakaranya Project and another (AIR 1991 SC
957):-
(a) * List out here in claims/disputes outside the ambit of arbitration clause.
(b) *
(c) *
(d) *
(e) *
Please acknowledge receipt.
Yours faithfully
ENGINEER-IN-CHARGE/CHIEF ENGINEER *
Copy to:-
1. M/S…………………… (Contractor)
2. Chief Engineer/CWE/GE*
3. CDA………………….
• Adopt whichever is applicable
** In case of contracts, based on other than IAFW-2249, contract form number and condition number may
be substituted.
NOTE : Minor modifications to specimen VI of Appendix ‘A’ to Arbitration Manual (Revised 1976) have been
effected).
179
Appendix ‘B’
(Precis No 1739)
(Refer Para 40)
MEMORANDUM OF AWARD
1. Name of work
2. Contract No and year
3. Name of contractor
4. Amount of contract
5. Accepting Officer
6. Brief Summary of disputes and details (see Annexure I hereto).
Of claims and offer by contractor/Govt
And amount awarded
7. Arbitrator appointed by …………………………
Vide letter No……………
Dated…………………
8. Name of Arbitrator
8. Date of entering on the reference by the
Arbitrator and extension of time (if any)
Granted by Court.
10. Arbitration Court held on *…………………….at……………..
11. Whether Govt case defended by **(a) Lawyer……………………….
MES Officers or lawyers (b) MES Officer………………….
12. Whether Contractors case conducted
By the Contractor himself or through a
Lawyers
13. Award published on …………………………….
14. Amount awarded in favour of C Rs………………………
(C-Contractor; G- Govt) G Rs………………………
15. Recommendation with regard to the
implementation or otherwise of the award
19. @ Decision with regard to the implementation
or otherwise of the award.
(a) It has been decided that the award should
Be implemented for the following reasons
%……………………………………………….
…………………………………………………..
OR
(b) It is proposed to contest the award in the Court
Or request Court to remit the award to arbitrator
For the following reasons
% % CWE/CE Zone
Signature
Copy to:
CDA…………………………
Your comments, if any, may please be forwarded not later than…………..
SUMMARY OF DISPUTE(S)
CA No/ Name of Work:
Name of Contractor:
Ser No Brief Amount Amount Amount Remarks
particulars of claimed offered awarded
dispute
1 2 3 4 5 6
Rs RS
180
Note:
The information to be furnished in the summary of disputes should be shown separately and clearly both
with regard to contractor’s claims as well as Govt claims under two separate headings as below:-
1. Government claims
2. Contractor’s claims
*If two or three hearings held, state accordingly.
** Give name with designation. State ‘Nil’ against (a) if no lawyer was engaged.
To be completed by GE when he forwards his recommendation to CWE in case of contracts concluded by
him and by CWE when he forwards his recommendation to CE in case of contracts concluded by CE.
@ To be completed by CWE in case of contracts concluded by him by GE/AGE (Indep), and by CE (Zone) in
case of contracts concluded by him.
% Here add remarks on the following lines:-
(1) The award is in favour of Govt
(2) The award, as a whole, is acceptable to Govt and there are no valid grounds to contest it.
(3) Though the award is not fully to the liking of Govt, there are no valid grounds to contest the award
%% Here state reasons on the following lines as applicable:-
(1) As per legal advice received, there is an error apparent on the face of the award. Copy of the legal
opinion is enclosed as Annexure II.
(2) As per legal advice received, the arbitrator has exceeded his jurisdication and there are good grounds to
challenge its validity. Copy of the legal opinion is enclosed as Annexure II.
(3) As per legal advice received, there is an obvious error/clerical error and it is proposed to request the
Court to remit the award to the arbitrator for correcting it. Copy of legal opinion is enclosed as
Annexure II.
To be signed by the CWE/CE(Zone) as applicable
Copy not to be sent to CDA in case of contracts concluded by GE/AGE(Indep).
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